____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting:
Disposition:
Agenda Item No: 4.c
Meeting Date: April 15, 2024
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Library & Recreation
Prepared by: Catherine Quffa, Library and
Recreation Director
City Manager Approval: __________
TOPIC: PICKLEWEED BRANCH LIBRARY RE-DESIGN PROJECT
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH JAYSON ARCHITECTURE P.C. FOR ARCHITECTURAL,
ENGINEERING AND INTERIOR DESIGN SERVICES FOR THE PICKLEWEED BRANCH LIBRARY IN THE AMOUNT NOT TO EXCEED $251,210
RECOMMENDATION:
Authorize the City Manager to enter into a Professional Services Agreement with Jayson Architecture P.C. in the amount not to exceed $251,210.
BACKGROUND:
The San Rafael Public Library currently has three physical locations. The original downtown library opened on January 9, 1909. The Pickleweed Library branch opened as part of the Albert J. Boro Community Center in July of 2006. A third location at the Northgate Mall was added on December 8, 2018.
Pickleweed Branch Library is 2,000 square feet, co-located with the Albert J. Boro Community Center and within Pickleweed Community Park. The facility is heavily utilized and is an important resource for a predominantly Spanish-speaking community. Under the Library and Recreation Department, the broader facility is a successful example of joint and collaborative use between the City’s Library and Recreation Divisions. The community’s demand and practical need for more spacious, modern library facilities to serve the residents of San Rafael has been affirmed through numerous needs assessments, studies, and facility analyses. The 2019 Library Facilities Planning Study identified the expansion of the current Pickleweed Branch Library as one opportunity for increasing library space for the community. The City Council Goals and Objectives for FY 2023 – FY 2025 also identify redesigning the Pickleweed Branch Library as a Quality of Life goal priority.
The City secured a $1,000,000 Building Forward Grant from the State Library Foundation to redesign and renovate the Pickleweed Library with the goal of increasing public space, improving accessibility and inclusivity, and improving means of egress. The Building Forward Grant requires a 100% project match, for which the City has allocated memorial funds that were donated to the City for the purpose of improved library facilities and services that are accessible to all (Fund 712).
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
ANALYSIS:
On January 10, 2024, the City released a Request for Proposals (RFP) for Architectural, Engineering, and Interior Design Services for the Pickleweed Branch Library Re-Design Project. On February 8, 2024, six proposals from qualified firms were received. The proposals were evaluated and three firms were invited to interview with City staff based on criteria specified in the RFP, including but not limited to, completeness of the proposal, understanding of the project, ability to meet deadlines and operate within budget, relevant experience and success in similar projects, experience and quality of project team, cost and value, and references by former clients on similar projects.
City staff found Jayson Architecture P.C. (“Jayson”) and their sub-consultants to be the most qualified for this project. Jayson submitted a proposal to perform architectural, engineering, and interior design services, which staff has reviewed and found to be complete and within industry standards.
The recommended professional services agreement with Jayson (Attachment 1) will provide project management and coordination services, schematic and design development, construction documents, bidding and negotiation support, and construction administration. The design phase of this project is estimated to take approximately a year, with construction starting in Summer 2025, and project completion by Spring 2026.
ENVIRONMENTAL DETERMINATION:
As the project will be an interior remodel, the City will be eligible for a categorical exemption from California Environmental Quality Act (CEQA). Staff will file a notice of exemption with Marin County for the Pickleweed Branch Library Re-design Project.
COMMUNITY OUTREACH:
The scope of work included in the agreement with Jayson includes opportunities for the community to provide input on the schematic design, through both community-based outreach activities and public presentations to relevant City Boards, Commissions, and Committees. The bulk of the community outreach is slated for Summer and Fall 2024.
FISCAL IMPACT:
The Pickleweed Branch Library Re-Design Project is identified in the Capital Improvement Program (CIP) as well as City Council’s Goals and Objectives. This agreement will be funded through existing FY 2023- 24 budget appropriations of $251,210 in Building Forward Grant ($125,605) and Memorial Funds ($125,605).
OPTIONS:
The City Council has the following options to consider on this matter:
1. Authorize the City Manager to enter into the agreement.
2. Do not authorize the City Manager to enter into the agreement and provide further direction to staff.
RECOMMENDED ACTION: Authorize the City Manager to enter into a Professional Services Agreement with Jayson Architecture P.C. in the amount not to exceed $251,210.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
ATTACHMENT:
1. Draft professional services agreement with Jayson Architecture P.C. for Architectural, Engineering, and Interior Design Services (with Exhibit A) Rev. 08.22 1
AGREEMENT FOR PROFESSIONAL SERVICES
BY AND BETWEEN
THE CITY OF SAN RAFAEL
AND
JAYSON ARCHITECTURE P.C.
FOR ARCHITECTURAL, ENGINEERING, AND INTERIOR DESIGN SERVICES
FOR THE PICKLEWEED BRANCH LIBRARY
This Agreement is made and entered into as of ________________________ (the “Effective Date”), by and between the CITY OF SAN RAFAEL, a chartered California municipal corporation (hereinafter "CITY"), and JAYSON ARCHITECTURE P.C., a California corporation (hereinafter "CONSULTANT"). CITY and CONSULTANT may be referred to individually as a “Party” or collectively as the “Parties” or the “Parties to this Agreement.”
RECITALS
A. CITY desires to secure professional services more fully described in this Agreement, at Exhibit A, entitled “SCOPE OF SERVICES”; and B. CONSULTANT represents that it, and its subcontractors, if any, have the professional qualifications, expertise, and necessary licenses and desire to provide certain goods and/or required services of the quality and type which meet objectives and requirements of CITY; and
C. The Parties have specified herein the terms and conditions under which such services will be provided and paid for.
NOW, THEREFORE, the parties hereby agree as follows:
AGREEMENT
1. SERVICES TO BE PROVIDED.
Except as otherwise may be expressly specified in this Agreement, CONSULTANT shall furnish all technical and professional services, including labor, material, equipment, transportation, supervision and expertise (collectively referred to as “Services”) to satisfactorily complete the work required by CITY at its sole risk and expense. Services to be provided to CITY are more fully described in Exhibit A entitled “SCOPE OF SERVICES.” CONSULTANT acknowledges that the execution of this Agreement by CITY is predicated upon representations made by CONSULTANT in that certain proposal, dated February 8, 2024 (“Proposal”) set forth in Exhibit A, which constitutes the basis for this Agreement.
2. COMPENSATION.
In consideration for CONSULTANT’s complete performance of Services, CITY shall pay CONSULTANT for all materials provided and services rendered by CONSULTANT at the unit v 08.22 2
rates and rates per hour for labor, as set forth in Exhibit A, for a total amount not to exceed $251,210.
CONSULTANT will bill City on a monthly basis for Services provided by CONSULTANT during the preceding month, subject to verification by CITY. CITY will pay CONSULTANT within thirty (30) days of City’s receipt of invoice.
3. TERM OF AGREEMENT.
Unless otherwise set forth in this Agreement or unless this paragraph is subsequently modified by a written amendment to this Agreement, the term of this Agreement shall begin on the Effective Date of this Agreement and terminate on June 30, 2026.
4. PROJECT COORDINATION.
A. CITY’S Project Manager. The Library & Recreation Director is hereby designated the PROJECT MANAGER for the CITY and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement.
B. CONSULTANT’S Project Director. CONSULTANT shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONSULTANT. Abraham Jayson is hereby designated as the PROJECT DIRECTOR for CONSULTANT. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT shall notify the CITY within ten (10) business days of the substitution.
5. TERMINATION.
A. Discretionary. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party.
B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) day time period.
C. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other.
D. Return of Documents. Upon termination, any and all CITY documents or materials provided to CONSULTANT and any and all of CONSULTANT's documents and materials prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after termination. v 08.22 3
6. OWNERSHIP OF DOCUMENTS.
The written documents and materials prepared by the CONSULTANT in connection with the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may use said property for any purpose, including projects not contemplated by this Agreement.
7. INSPECTION AND AUDIT.
Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONSULTANT in connection with its performance of its duties under this Agreement. CONSULTANT shall fully cooperate with CITY or its agent in any such audit or inspection.
8. ASSIGNABILITY.
The parties agree that they shall not assign or transfer any interest in this Agreement nor the performance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect.
9. INSURANCE REQUIREMENTS.
During the term of this Agreement, and for any time period set forth in Exhibit B, CONSULTANT shall procure and maintain in full force and effect, at no cost to CITY insurance policies with respect to employees and vehicles assigned to the performance of Services under this Agreement with coverage amounts, required endorsements, certificates of insurance, and coverage verifications as defined in Exhibit B.
10. INDEMNIFICATION.
A. Except as otherwise provided in subparagraph B of this section, CONSULTANT shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the “City Indemnitees”), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of litigation, (collectively “CLAIMS”), arising out of CONSULTANT’S performance of its obligations or conduct of its operations under this Agreement. The CONSULTANT's obligations apply regardless of whether or not a liability is caused or contributed to by the active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by the active negligence or willful misconduct of the City Indemnitees, the CONSULTANT's indemnification obligation shall be reduced in proportion to the City Indemnitees’ share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the CONSULTANT’s work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONSULTANT’s indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONSULTANT’S performance of or operations under this Agreement, v 08.22 4
CONSULTANT shall provide a defense to the City Indemnitees or at CITY’S option reimburse the City Indemnitees their costs of defense, including reasonable attorneys’ fees, incurred in defense of such claims.
B. Where the services to be provided by CONSULTANT under this Agreement are design professional services to be performed by a design professional as that term is defined under Civil Code Section 2782.8, then, to the extent permitted by law including without limitation, Civil Code sections 2782, 2782.6 and 2782.8, CONSULTANT shall indemnify and hold harmless the CITY and its officers, officials, and employees (collectively City Indemnitees) from and against damages, liabilities or costs (including incidental damages, Court costs, reasonable attorney’s fees as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in connection therewith and costs of investigation) to the extent they are caused by the negligence, recklessness, or willful misconduct of CONSULTANT, or any subconsultants, or subcontractor or anyone directly or indirectly employed by them, or anyone for whom they are legally liable (collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct of such City Indemnitee.
C. The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement, and shall survive the termination or completion of this Agreement for the full period of time allowed by law.
11. NONDISCRIMINATION.
CONSULTANT shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the performance of its duties and obligations under this Agreement.
12. COMPLIANCE WITH ALL LAWS.
CONSULTANT shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONSULTANT shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONSULTANT shall release, defend, indemnify and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any laws, ordinances, codes or regulations.
13. NO THIRD PARTY BENEFICIARIES.
CITY and CONSULTANT do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other party.
v 08.22 5
14. NOTICES.
All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows:
To CITY’s Project Manager:
Catherine Quffa
Library & Recreation Director
1400 Fifth Avenue
San Rafael, CA 94901
To CONSULTANT’s Project Director:
Abraham Jayson
Principal
Jayson Architecture
587 Shotwell Street
San Francisco, CA 94110
15. INDEPENDENT CONTRACTOR.
For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONSULTANT and CITY expressly intend and agree that the status of CONSULTANT, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY.
16. ENTIRE AGREEMENT -- AMENDMENTS.
A. The terms and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement.
B. This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONSULTANT and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement.
D. The terms and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONSULTANT and the CITY.
E. If any conflicts arise between the terms and conditions of this Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Agreement shall control. v 08.22 6
17. SET-OFF AGAINST DEBTS.
CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT under this Agreement, any monies which CONSULTANT owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts.
18. WAIVERS.
The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, or other consideration which may become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or regulation.
19. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action.
20. CITY BUSINESS LICENSE / OTHER TAXES.
CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code, and CONSULTANT shall pay any and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any work performed under this Agreement, until CONSULTANT has provided CITY with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification).
21. SURVIVAL OF TERMS.
Any terms of this Agreement that by their nature extend beyond the term (or termination) of this Agreement shall remain in effect until fulfilled and shall apply to both Parties’ respective successors and assigns.
22. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
23. COUNTERPARTS AND ELECTRONIC SIGNATURE.
This Agreement may be executed by electronic signature and in any number of counterparts, v 08.22 7
each of which shall be deemed an original, but all of which together shall constitute one document.
Counterpart signature pages may be delivered by telecopier, email or other means of electronic transmission.
[Signatures are on the following page.]
v 08.22 8
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written.
CITY OF SAN RAFAEL:
_________________________________
CRISTINE ALILOVICH, City Manager
APPROVED AS TO FORM:
Office of the City Attorney
_________________________________
By: GENEVIEVE COYLE,
Assistant City Attorney
ATTEST:
City Clerk
_________________________________
LINDSAY LARA, City Clerk
CONSULTANT:
__________________________________
By: ____________________________
Name: ____________________________
Title: ____________________________
[If CONSULTANT is a corporation, add
signature of second corporate officer]
__________________________________
By: ____________________________
Name: ____________________________
Title: ____________________________
Rev. 08.22 A-1
EXHIBIT A
SCOPE OF SERVICES
The Services to be performed for CITY by CONSULTANT under this Agreement are more fully described in CONSULTANT’s proposal, which is attached to this Exhibit A.
Rev. 08.22 B-1
EXHIBIT B
INSURANCE REQUIREMENTS
During the term of this Agreement, and for any time period set forth below, CONSULTANT shall procure and maintain in full force and effect, at no cost to CITY insurance policies with respect to employees and vehicles assigned to the performance of Services under this Agreement with coverage amounts, required endorsements, certificates of insurance, and coverage verifications as defined in this Exhibit B.
A. Scope of Coverage. During the term of this Agreement, CONSULTANT shall maintain, at no expense to CITY, the following insurance policies:
1. Commercial general liability. A commercial general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal injury, or property damage.
2. Automobile liability. An automobile liability (owned, non-owned, and hired vehicles) insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence.
3. Professional liability. If any licensed professional performs any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to cover any claims arising out of the CONSULTANT's performance of services under this Agreement. Where CONSULTANT is a professional not required to have a professional license, CITY reserves the right to require CONSULTANT to provide professional liability insurance pursuant to this section.
4. Workers’ compensation. If it employs any person, CONSULTANT shall maintain workers’ compensation insurance, as required by the State of California, with statutory limits, and employer’s liability insurance with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease. CONSULTANT’s workers’ compensation insurance shall be specifically endorsed to waive any right of subrogation against CITY.
B. Other Insurance Requirements. The insurance coverage required of the CONSULTANT in subparagraph A of this section above shall also meet the following requirements:
1. Except for professional liability insurance or workers’ compensation insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additional insureds (for both ongoing and completed operations) under the policies.
2. The additional insured coverage under CONSULTANT’s insurance policies shall be “primary and noncontributory” with respect to any insurance or coverage maintained by CITY and shall not call upon CITY'sinsurance or self-insurance coverage for any contribution. The “primary and noncontributory” coverage in CONSULTANT’S policies shall be at least as broad as v 08.22 B-2
ISO form CG20 01 04 13.
3. Except for professional liability insurance or workers’ compensation insurance, the insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal injury.
4. By execution of this Agreement, CONSULTANT hereby grants to CITY a waiver of any right to subrogation which any insurer of CONSULTANT may acquire against CITY by virtue of the payment of any loss under such insurance. CONSULTANT agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not CITY has received a waiver of subrogation endorsement from the insurer.
5. If the insurance is written on a Claims Made Form, then, following termination of this Agreement, said insurance coverage shall survive for a period of not less than five years.
6. The insurance policies shall provide for a retroactive date of placement coinciding with the Effective Date of this Agreement.
7. The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before CITY’S own insurance or self-insurance shall be called upon to protect it as a named insured.
8. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to CITY or any other additional insured party. Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. No representation is made that the minimum insurance requirements of this Agreement are sufficient to cover the obligations of the CONSULTANT under this Agreement.
9. CONSULTANT agrees to ensure that subcontractors, and any other party involved with the Services, who is brought onto or involved in the performance of the Services by CONSULTANT, provide the same minimum insurance coverage required of CONSULTANT, except as with respect to limits. CONSULTANT agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this Agreement. CONSUTLANT agrees that upon request by CITY, all agreements with, and insurance compliance documents provided by, such subcontractors and others engaged in the performance of Services will be submitted to CITY for review.
10. CONSULTANT agrees to be responsible for ensuring that no contract used by any party involved in any way with the Services reserves the right to charge CITY or CONSULTANT for the cost of additional insurance coverage required by this Agreement. Any v 08.22 B-3
such provisions are to be deleted with reference to CITY. It is not the intent of CITY to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against CITY for payment of premiums or other amounts with respect thereto.
C. Deductibles and SIR’s. Any deductibles or self-insured retentions in CONSULTANT's insurance policies must be declared to and approved by the CITY and shall not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other additional insured party. At CITY's option, the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to CITY's satisfaction, or CONSULTANT shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney’s fees and defense expenses.
D. Proof of Insurance. CONSULTANT shall provide to the PROJECT MANAGER all of the following: (1) Certificates of Insurance evidencing the insurance coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of policy language or specific endorsements evidencing the other insurance requirements set forth in this Agreement.
CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements from CONSULTANT. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by the CITY.
JAYSON
ARCHITECTURE
587 Shotwell Street
San Francisco CA 94110
jaysonarch.com
Proposal for
for the City of San Rafael
February 8th 2024
ARCHITECTURAL, ENGINEERING, AND INTERIOR
DESIGN SERVICES FOR THE PICKLEWEED
BRANCH LIBRARY RE-DESIGN PROJECT
La Selva Beach Library
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TABLE OF CONTENTS
TABLE OF CONTENTS i
1. COVER LETTER 01
2. PROJECT UNDERSTANDING 02
3. EXPERIENCE AND TECHNICAL COMPETENCE 05
Campbell Library
Santa Cruz Downtown Library
Branciforte Library
Live Oak Library
Garfield Park Library
Boulder Creek library
La Selva Beach Library
4. PROJECT ORGANIZATION AND KEY PERSONNEL 12
5. PUBLIC OUTREACH 13
COVER LETTER 1
La Selva Beach Library C
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JAYSON
ARCHITECTURE
587 Shotwell Street
San Francisco CA 94110
jaysonarch.com
1. Cover Letter 1
February 8th, 2024
City of San Rafael
1400 Fifth Avenue
San Rafael, CA 94901
The renovation of the Pickleweed Branch Library is an opportunity to revitalize and re-imagine the existing library with amenities and resources to serve residents of all ages and function as the heart of the community for generations to come. Our collaborative and experienced team will work together with you and your stakeholders to develop a collective vision that meets project goals, fosters interaction, and is enjoyed by employees and community members alike.
This is the type of project at the heart of our organization. Jayson Architecture is a small firm staffed by a talented team with years of experience working on public and community buildings, and we are excited about the opportunity to apply this expertise to your library. Our experience includes a diverse range of library projects ranging in size from the $500,000 renovation of the Live Oak Library up to the $35 million Santa Cruz Downtown Mixed-Use Library. Since the firm's inception, Jayson Architecture has worked on eleven libraries, five of which have been completed. Each of these libraries is unique in character, and thoughtfully tailored to the communities they serve. We are also working with local library projects funded by the Building Forward Library infrastructure grant and are familiar with the requirements and reporting that come with the grant, such as timing and dedicated funding for infrastructure.
At Jayson Architecture we take a client focused approach to public projects, which is one of our core areas of expertise. We believe no two projects are alike, and each is designed carefully to respond to context and community needs. What they all have in common is a dedication to craft, detail, and design, combined with efficient and effective project management and execution. With this approach, we provide you with the depth of experience associated with a large established firm, paired with the attentive service and dedication to quality of a small firm.
Jayson Architecture takes no exception to the City's sample Professional Services Agreement and acknowledges receipt of Addendum #1. I will be your main point of contact for the project. Should you have any questions or would like additional information, I can be reached at the contact information provided below. We believe our expertise in the design of libraries makes us uniquely qualified to partner with the City to realize your project goals.
Sincerely,
Abraham Jayson | Architect | AIA | LEED AP BD+C
Principal, Jayson Architecture
587 Shotwell Street
San Francisco, CA 94110
[email protected]
415-317-0529x402
PROJECT UNDERSTANDING 2
Boulder Creek Library
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Jayson Architecture has a depth of expertise in the
design and construction of community spaces and
libraries built through years of experience working on
both new construction and renovations. The following
are several considerations that we feel will be relevant for the renovation of the Pickleweed Branch Library.
Prioritize: When working with a limited budget,
it's important to maximize those precious dollars
by identifying an achievable scope of work. Finding
a balance between needs and aspirations, as well
as setting priorities and making key decisions
will provide direction and focus. For instance, by
concentrating on achieving code compliance and
functional improvements, we can then include 1-3
aspirational design improvements that the community
will appreciate and will allow them to see their money
at work.
Flexibility: Libraries often serve many functions
today, ranging from a place for research and work,
to a learning space with active classes, or space for a community gathering. This diversity of use requires
maximum flexibility, operable partitions, and spaces
with durable materials and surfaces intended to
withstand a wide range of programmatic uses.
Entry: Buildings that serve the public, like the
Pickleweed Branch Library, need to provide easy,
universal building access as well as clear wayfinding
at the building entry. A key consideration will be
accessible approach, as well as direct site lines to
service points from the entry.
Service Points: Large, inflexible reception desks
are quickly becoming obsolete, as many public library
staffing levels are reduced, and the focus has shifted
towards direct and interactive supervision rather than
passive single points of public access to staff.
Acoustics: The importance of interactive group
study and work space has grown for activities such
as collaborative student homework assignments,
meeting space for local non-profits and small business
start-ups, and space for small focused work brainstorm
sessions. This has created an increasing need for
thoughtful acoustic separation to create zones for
different levels of activity and noise.
Collections: Diverse book collections remain
one of the primary reasons people continue to use
libraries, however tall and dense collections are
frequently undergoing careful review and reduction
to allow more space for other uses such as technology
and flexible gathering space.
Outdoor Spaces: San Rafael experiences
moderate weather year-round, a classic example of
the temperate Mediterranean climate. We see an
opportunity for libraries to take advantage of the
outdoors as an expansion of the building program by
improving access to and expanding the functionality
of outdoor spaces, where appropriate.
Technology: The library has become the place
many community members depend on to keep them
up to date with ever evolving technologies. Critical
support infrastructure includes robust and up to date
IT and AV systems. In addition to computer labs, many
libraries are adding Maker Spaces with equipment
such as 3D printers and lasers cutters.
Sustainability: A commitment to the
environment is an important value to the City of San
Rafael and this value is shared by Jayson Architecture
and our sub-consultant team. Our design approach
considers the energy performance and life-cycle of
buildings, sustainable materials, and healthy interior
environments.
2. Project Understanding 2
PROJECT UNDERSTANDING AND APPROACH
Schematic Design Phase
Jayson Architecture will meet with the City, Library, and project stakeholders to review your programmatic and facility goals for the project. We will visit the site, take measurements of the existing structure as needed to supplement the as-built drawings provided by the City, and create a set of existing drawings consisting of plans, sections, and elevations. The project will be considered through the lens of community connectivity, sustainability, program, zoning, building code requirements, and budget.
We will prepare a project schedule which will outline timelines for key tasks in Gantt chart format. This schedule will be updated throughout the project to provide a clear picture of progress and key decision points.
Based on the information we receive from the stakeholders and our analysis of the site and the program, we will prepare conceptual design layouts and options for the project. The conceptual design will be developed into a set of Schematic Design Drawings, including Structural Engineering, Mechanical/Plumbing Engineering, and Electrical Engineering. The drawings, consisting of plans, sections, and elevations, will generally define the scope and quality of the project. Preliminary specifications will be indicated in room finish schedules. Computer renderings with light, shadow, materials and landscape will be developed to show the proposed design. A comprehensive presentation will be prepared for the City and project stakeholders to evaluate the proposed design. To engage the community for feedback on the design approach, we will present the project in a forum of the City's choice. Jayson Architecture will collect and document feedback, and based on your direction amend the design as deemed appropriate.
At phase completion the Architecture and Engineering documents will be submitted to the cost estimator to confirm the proposed design aligns with the budget for construction. Should the estimate exceed the desired budget for the project, we will conduct a formal value engineering work session to determine a strategy to modify the design to achieve the City's budgetary goals.
Deliverables: 3D Computer Renderings, Schematic Design Drawing Set, Schematic Design Cost Estimate Meetings: 4 Stakeholder Meetings, 1 Community Meeting, and 2 Presentations to the City Library Board of Trustees and/or Council
Duration: 2.5 months
Design Development Phase
Based on the approved Schematic Design Drawings, Jayson Architecture will prepare Design Development Drawings for the project. In addition to the plans, sections, and elevations prepared in the Schematic Design Phase, the Architecture and Engineering team will prepare typical construction details and material and finish schedules for the exterior and interior of the project. Project specific features will be developed in more detail, and coordinated across engineering disciplines.
WORK PLAN
2. Project Understanding 3
At phase completion, the Architecture and Engineering documents will be submitted to the cost estimator to refine the budget for construction.
Deliverables: Design Development Drawing Set, Design Development Cost Estimate Meetings: 3 Client Review Meetings
Duration: 3 months
Construction Document Phase
Based on the approved Design Development Drawings, Jayson Architecture will prepare Construction Documents for the project, including architectural and engineering plans and specifications. In addition to the drawings prepared in the Design Development Phase, the Architecture and Engineering team will prepare complete and bid-ready Construction Documents, including construction details and 3-part Technical Specifications in CSI Masterformat. Supplemental to the architecture and engineering documentation, furniture layouts and specifications may be prepared, including products, materials, and accessories.
At 65% and 95% phase completion the Architecture and Engineering documents will be submitted to the cost estimator to confirm the budget for construction.
Deliverables: Construction Documents Drawing Set, Technical Specifications, & Construction Document Cost Estimate
Meetings: 4
Duration: 4 months
Permitting
During the design phases, the Architecture and Engineering team will complete applicable code research to determine limitations and permit considerations for the project. At the end of the Construction Documents phase, Jayson Architecture will submit the project to the City Building and Fire Departments for review and approval, as well as the other agencies as deemed required for the project scope. The Architecture and Engineering team will respond to all comments from each respective department or agency with a clear and concise response letter corresponding to any/all drawing revisions required for approval.
Jayson Architecture will serve as the point of contact for this process and manage the flow of communication. If required, Jayson Architecture will meet with the Building Department to discuss technical code requirements for the project.
Deliverables: Permit Set
Meetings: 1
Duration: 3 months
2. Project Understanding 4
Bidding & Award Support
Jayson Architecture will review the City’s front-end specifications (General and Special Conditions) to determine they are appropriate for the scale and type of project. We will attend a pre-bid meeting at the project site to introduce prospective bidders to the project and answer questions. The Architecture and Engineering team will respond to bidder’s questions and prepare an addenda to the Bid Documents. We will assist the City with evaluation of submitted bids and selection of the General Contractor. We will assist the City in the procurement of furniture by assisting them in purchasing directly from vendors with pre-negotiated government contracts.
Prior to the start of construction, the Architecture and Engineering Team will compile all changes made via addenda during the Bidding phase into a Conform Set for Construction. The conform set will be sent to the cost estimator to prepare the engineers estimation of construction costs for bid.
Deliverables: Bid Drawings and Specifications, Bid Addenda, Conform Set for Construction, Engineers Estimate of Probable Construction Costs
Meetings: 1
Duration: 3 months
Construction Support and Project Close-Out Services
Jayson Architecture will attend Owner/Architect/Contractor (OAC) meetings on a bi-weekly basis for the duration of construction. The Engineering sub-consultants will visit the site at intervals appropriate to their specific scope of work. The Architecture and Engineering team will respond to Contractor Requests for Information (RFIs), review project submittals and shop drawings, prepare bulletins, and review contractor pay applications.
In addition, Jayson Architecture will review and assist the City with responding to Contractor Change Orders. We will attend one punchlist site walk with the contractor at substantial completion to review work remaining to be completed. The Architecture and Engineering team will review the Contractor prepared punchlist and amend as required to capture the scope of work remaining to complete the project.
We will attend one final walkthrough confirming all items on the punchlist have been completed. At project closeout the Architecture and Engineering team will review contractor provided warranties, manuals, and asbuilt drawings. The Architecture & Engineering team will incorporate contractor as-built markups, and changes made during construction into a final set of as-built drawings to be provide to the City.
Deliverables: As-Built Drawings
Meetings: Weekly for Duration of Construction
Duration: 8-12 months
2. Project Understanding 5
3 EXPERIENCE AND
TECHNICAL COMPETENCE
Boulder Creek Library
SANTA CRUZ DOWNTOWN LIBRARY
3. Experience and Technical Competence 6
Currently in Construction Documents,
the new 38,000 SF Santa Cruz Downtown
Library is part of a $100 million development
that includes parking, commercial space,
a daycare center, and affordable housing.
The project will be one of the largest
undertakings by the City of Santa Cruz
in its history, and bring new energy to a
underutilized surface parking lot parcel in
the center of the downtown. The two-floor
library will be Zero Net Energy and LEED
Gold certified, and include sustainable
features like a green roof, solar panels, and
high-performance glazing. The Library will
be the civic heart of downtown Santa Cruz.
Project: Santa Cruz Downtown Library
Client: City of Santa Cruz
Start of Design: September 2021
Construction: Nov 2024 – Jan 2027
Construction Cost (Estimate): $34,667,000
Building Size: 38,000 SF
Contact Person: Bonnie Lipscomb
Executive Director of
Economic Development
City of Santa Cruz
[email protected]
(831) 420-5150
3. Experience and Technical Competence 7
Currently under construction, the reimagined Campbell Library will improve the community connection to the Campbell
Civic Plaza and City Hall. The refined exterior
of metal and wood is designed to be
simultaneously durable and elegant. The
interior is anchored by the feature stair in
the double height entry with light streaming
in from tall glass curtain-walls on each side
of the building that frame mature trees.
These glass walls are complemented by
two large clerestory windows adding more
natural light throughout the reading space.
The aging facility will provide a level of
quality and appearance associated with new
construction, for the cost of a renovation.
Project: Campbell Library Renovation
Client: City of Campbell
Start of Design: June 2020
Construction: Nov 2023 - July 2025
Construction Cost (Bid): $18,189,000
Building Size: 24,700 SF
Contact Person: Todd Capurso
Director of Public Works
City of Campbell
[email protected]
(408) 866-2150
CAMPBELL LIBRARY
3. Experience and Technical Competence 8
The Branciforte Library renovation revitalizes
the existing character of the building and
refreshes the aging interiors. A reworked
furniture layout improves the circulation
and defines a central reading area.
Updated lighting and electrical systems
highlight the existing wooden beams and
surfaces and provide contrast with the
board-form concrete. A new community
room, accessible after hours, supports
programming for adult classes. The updated
library design brings out the character of
the existing built structure while creating a
refreshed and cohesive design that supports
contemporary library technology and
programming.
Project: Branciforte Library Renovation
Client: City of Santa Cruz
Start of Design: March 2018
Construction: Apr 2021 - Nov 2022
Construction Cost: $3,225,303
Building Size: 7,100 SF
Contact Person: Kimi Owen
City Representative
City of Santa Cruz
[email protected]
(831) 466-4526
BRANCIFORTE LIBRARY
3. Experience and Technical Competence 9
The Live Oak Library renovation revitalizes
the children's area, transforming an
unremarkable wing of the existing building
into an ocean themed learning space. New
acoustic wood ceiling and wall treatments,
as well as new carpeting and redesigned
seating, are both functional and playful.
A custom CNC cut plywood wall mimics
shifting layers of kelp and serves to separate
the children's collections from an "underthe-sea" inspired reading lounge and homework room.
Project: Live Oak Library Renovation
Client: Santa Cruz County
Start of Design: November 2017
Construction: Sep 2021 – Jul 2022
Construction Cost: $515,835
Building Size (Area of Work): 1,760 SF
Contact Person: Damon Adlao
Director of Capital Projects
County of Santa Cruz
[email protected]
(831) 201-3275
LIVE OAK LIBRARY
3. Experience and Technical Competence 10
The Garfield Park Library renovation brings
new life to the historic Carnegie Branch
Library, originally constructed in 1914. The
design maintains the classic charm of the
library, while putting fourth a contemporary
take on the feel of the existing reading
room. The existing fireplace was updated to
create a focus for the central seating area.
The interiors use a reserved material and
color palette to create harmony between the
past and present uses of the building while
the exterior has been lovingly restored with
special care taken to maintain the historic
facade that is beloved by the community.
Project: Garfield Park Library Renovation
Client: City of Santa Cruz
Start of Design: March 2018
Construction: Mar 2021 - Jun 2022
Construction Cost: $1,326,998
Building Size: 2,300 SF
Contact Person: Kimi Owen
City Representative
City of Santa Cruz
350-A Coral St. Santa Cruz, CA 95060
[email protected]
(831) 466-4526
GARFIELD PARK LIBRARY
BOULDER CREEK LIBRARY
3. Experience and Technical Competence 11
The renovation of the Boulder Creek library
solves a host of issues with the aging facility.
The main entrance, circulation desk, and
restrooms have been upgraded to comply
with current accessibility standards. New
acoustic finishes have been provided
throughout. Aging infrastructure such as the
electrical and lighting systems were replaced
with Title-24 compliant LED fixtures. The
renovation has brought the library into the
21st century in terms of building systems
and service model. The project was honored
with a design award from the Monterey
chapter of the American Institute of
Architects.
Project: Boulder Creek Library Renovation
Client: Santa Cruz County
Start of Design: November 2017
Construction: Dec 2020 – March 2022
Construction Cost: $1,384,235
Building Size: 4,680 SF
Contact Person: Damon Adlao
Director of Capital Projects
County of Santa Cruz
[email protected]
(831) 201-3275
3. Experience and Technical Competence 12
The La Selva Beach Library renovation
provides a complete replacement of
dilapidated interior finishes, a well as new
lighting, electrical, and mechanical systems.
An operable glass partition between the
adult and children's areas improves acoustics
while maintaining daylight and clear lines
of sight throughout. The exposed ceiling
is wrapped with wood slats to help with
acoustics and provide a natural touch to the
space. Lounge seating areas are provided for
both children and adults to use for reading,
tutoring and community programs. The
library was awarded a "Design for Change"
special commendation by California AIA, and
a Design Award from AIA San Francisco.
Project: La Selva Beach Library Renovation
Client: Santa Cruz County
Start of Design: November 2017
Construction: Jan 2020 - Feb 2021
Construction Cost: $1,065,957
Building Size: 2,200 SF
Contact Person: Damon Adlao
Director of Capital Projects
County of Santa Cruz
[email protected]
(831) 201-3275
LA SELVA BEACH LIBRARY
4 PROJECT ORGANIZATION AND
KEY PERSONNEL
Live Oak Library
Abraham Jayson | Principal
Abe has 20 years of experience providing project management and architectural services for diverse projects throughout California. Abe founded Jayson Architecture seven years ago to provide hands-on leadership for each project. He brings a commitment to providing positive contributions to culture, community, and the built environment to every project, regardless of s0cale.
J.J. Nicolas | Project Manager
J.J. brings a wealth of architectural experience to the team, including managing all phases of design, from the inception of design concepts and programming through construction and project closeout. He has worked on a wide array of project types and is well-versed in both the functional requirements of community design, as well as the process of public project execution in the Bay Area.
PROJECT TEAM
JAYSON ARCHITECTURE
SUBCONSULTANTS
BASE Design | Structural Engineering
BASE Design is a structural engineering firm established in 2015 in the San Francisco Bay Area with experience working on new and renovation community, education, and commercial projects. A small company, they tailor their services to each client’s needs.
Alter Consulting Engineers | Mechanical, Plumbing Engineering Alter was founded by passionate engineers with a history of collaboration in HVAC and plumbing design for High Performance and Zero Net Energy buildings and a desire to make low energy buildings universally attainable with a focus on the greater Bay Area.
RIJA | Electrical, Lighting, Telecom Engineering
RIJA provides top tier engineering and consulting services to institutional and commercial clients throughout the Bay Area by carefully considering client requirements, understanding project constraints, and delivering healthy buildings.
TBD Consultants | Cost Estimating
TBD develops construction cost estimates based on the most conceptual information as well as the detailed and complex later stages of design. They provide their clients with defensible and reliable information at all stages of their project to control time and budget and manage risks throughout the project, from inception to completion.
4. Project Organziation and Key Personnel 13
PUBLIC OUTREACH 5
Live Oak Library
PUBLIC OUTREACH
Zoom/ Online feedback In person presentation
In person feedback
In person feedback
Jayson architecture has a well-defined process and approach for public outreach honed from years of experience working on library projects in the Bay Area. Our approach centers around the collection of qualitative community feedback, which focuses on identifying core themes that resonate with the community. We carefully craft questions and discussion topics that are meant to elicit thoughtful responses from the community about goals, concerns, fears, and aspirations for the project. We also take special care to structure our community engagement in ways that foster positive and constructive conversation between community members. We start each meeting with the full community before breaking the larger group up into 4–6-person discussion groups.
We then ask the small group to answer a series of questions that are recorded in a graphic manner. We have successful tools for administering this process either in person or online. At the completion of each stage of community engagement we organize the feedback into qualitative themes that are used to inform our design.
We find this process fosters conversation, reduces conflict, and provides the community a sense of ownership over the design and outcome of the project.
5. Public Outreach 14
5. Public Outreach 15
COMMUNITY OUTREACH CASE STUDY:
SANTA CRUZ DOWNTOWN LIBRARY
Changing the Narrative
Original Conceptual Design: The developer’s
proposal was a conventional layer cake of program:
Library and commercial on the ground floor, parking
above, and four floors of housing on top. The project
is one of the largest developments in Santa Cruz’s
history, and was contentious from the outset, with
opponents dubbing the project the “Taj Garage” and
campaigning with the slogan “don’t bury the library”.
Jayson Architecture Reconfigured Design:
Upon reviewing the developer’s conceptual design
for the City, we knew we would have to take a
different approach to the site and the program if the
City wanted to successfully navigate the numerous
approvals and achieve public support for the project.
Our design reorients the library as the civic focal point of the project, two floors high with clerestory windows located prominently along the street.
Community Support: These design changes were
explored through numerous community meetings and
stakeholder workshops, and resulted in a design that has completed the CEQA review process, and been approved
by the Planning Department, the Parks and Recreation
Commission, and the City Council. Critically, the project has also survived, and thrived, despite a relentless and organized opposition campaign orchestrated by a
small but vocal component of the community. This was
evidenced by the resounding defeat of a ballot measure
last year which would have halted the project. The
project is on track to begin construction in early 2025.
The Santa Cruz Downtown Library is part of a mixed-use development in downtown Santa Cruz, comprised of a parking garage, commercial units, and affordable housing. Prior to the City’s engagement with Jayson Architecture, the City had worked with a developer to prepare a conceptual design for the site that included these programmatic components.
In the original concept, the library was an afterthought, barely visible on the ground floor of a huge structure under multiple floors of parking and housing.
Jayson Architecture reconfigured the site and program to better respond to the downtown context and make the library the civic focal point of the project. The new, more human-scale design fits the desired program elements as well as features such amenities as a green roof and roof deck.
JAYSON
ARCHITECTURE
587 Shotwell Street
San Francisco CA 94110
jaysonarch.com
PICKLEWEED LIBRARY
FEE PROPOSAL
MARCH 15, 2024
ARCHITECTURE
587 Shotwell Street
San Francisco CA 94110
jaysonarch.com
JAYSON
JAYSON ARCHITECTURE
587 SHOTWELL STREET
SAN FRANCISCO CA
Pickleweed Library Renovation
San Rafael CA
3/15/2024
SCHEMATICDESIGNDESIGNDEVELOPMENTCONSTRUCTIONDOCUMENTSBIDDING ANDNEGOTIATIONCONSTRUCTIONADMINISTRATION TOTALS
Basic Service Consultant
Architectural Services JAYSON $30,000 $35,000 $55,000 $5,000 $45,000 $170,000 Structural Engineering BASE $1,650 $1,650 $3,850 $0 $1,650 $8,800 Mechanical Engineering ALTER $1,100 $1,100 $4,950 $550 $1,100 $8,800 Plumbing Engineering ALTER $1,100 $1,100 $3,850 $550 $1,100 $7,700 Electrical Engineering RIJA $1,100 $1,100 $2,200 $0 $1,100 $5,500 Cost Estimating TBD $4,136 $6,204 $5,170 $0 $0 $15,510
Subtotal Basic Services $39,086 $46,154 $75,020 $6,100 $49,950 $216,310 $500 $500 $500 $500 $3,000 $5,000
Supplemental Services Consultant
Furniture JAYSON $0 $0 $2,000 $0 $10,000 $12,000
Lighting RIJA $550 $550 $1,100 $0 $550 $2,750
Telecom RIJA $550 $550 $1,100 $0 $550 $2,750
Graphics & Signage JAYSON $0 $0 $6,000 $0 $2,000 $8,000 Design Build Sprinklers ALTER $0 $0 $3,300 $550 $550 $4,400 Subtotal Supplemental Services $1,100 $1,100 $13,500 $550 $13,650 $29,900 Total Proposed Fee $251,210
Reimbursable Expense Allowance
PICKLEWEED LIBRARY
BILLING RATES
MARCH 15, 2024
ARCHITECTURE
587 Shotwell Street
San Francisco CA 94110
jaysonarch.com
JAYSON
Principal $210
Project Manager $185
Project Architect $155
Project Designer $135
Design Staff $125
2024 HOURLY RATES
Principal $220
Project Manager $195
Project Architect $165
Project Designer $145
Design Staff $130
2025 HOURLY RATES
Principal $235
Project Manager $205
Project Architect $175
Project Designer $150
Design Staff $140
Reimbursable expenses will be billed at cost plus 10%
Sub-consultants will be billed with a 10% administrative fee 2026 HOURLY RATES