Title
Staff Report for a Resolution to Approve a Consulting Services Agreement with Architectural Resources Group, Inc. for Conceptual Design for the Casa Peralta Improvement Project, Project No. 2016.0560
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends that the City Council approve and authorize the City Manager to execute a Consulting Services Agreement (CSA) with Architectural Resources Group, Inc. in the amount of $65,800.00 to provide conceptual design for the Casa Peralta Improvement Project, Project No. 2016.0560
BACKGROUND
Casa Peralta was constructed in 1901 and was used at different times as a single-family residence, a rest home, and a sanitarium primarily to treat alcoholism. The building was to be demolished in 1969 to make way for a new housing development, but it was purchased by the Casa Peralta Foundation in 1971. The Foundation gifted Casa Peralta to the City of San Leandro shortly thereafter with the condition that Casa Peralta be maintained and operated as a community cultural, recreational, and historical center available for use by resident groups.
The City of San Leandro currently operates Casa Peralta as a historic house museum and provides docent-led tours on limited weekend hours. The property is also made available for special events. The City envisions expanded rental use, possibly including the interior of the building, additional educational programs, and possibly a concession stand or café. In order to bring this vision to life, it is desired that the grounds be restored using historically accurate finishes and furnishings as necessary.
The building and grounds are in need of repairs and maintenance. Current deficiencies include the interior and exterior paint; deterioration of the fountain in the front garden; and dilapidation of the west wall of the carriage house. Additionally, accessibility through the building does not meet Americans with Disabilities Act guidelines.
Analysis
The use of an architectural firm specializing in the restoration and re-use of historic buildings was recommended by staff to develop the vision for the property into a conceptual plan and specify improvements needed to achieve the vision. The architect will help define project objectives based on input from City staff and the community and lay out a masterplan for the Casa Peralta building and site. The architect will also provide preliminary cost estimates and phasing options for the improvements.
Four architectural firms submitted Statements of Qualifications for the development of conceptual plans and estimates for Casa Peralta. Architectural Resources Group, Inc. and Page & Turnbull were identified as the top two candidates based on the strength of their Statement of Qualifications and subsequently City staff interviewed both firms. Staff recommends contracting with Architectural Resources Group, Inc. based on their qualifications, past awards, familiarity with Casa Peralta, and their experience working with projects of similar size and scope.
This contract represents our current understanding of the work required. Occasionally changes to the scope of contracts are at times necessary to respond to new information and/or to include additional items of work necessary for a complete product. In order to resolve these issues in a timely fashion and avoid delaying work, staff additionally requests authorization to issue individual change orders to the consultant up to 10% or $6,580.00 each and cumulative change orders up to 25%, or $16,450.00 of the original contract.
Current Agency Policies
2015 City Council Goal: Support and implement programs, activities and strengthen communication that enhances the quality of life and wellness, celebrates the arts and diversity and promotes civic pride.
Committee Review and Actions
The subject project was presented to the Facilities and Transportation Committee on November 3, 2015. The Committee recommended the project move forward to renovate Casa Peralta and increase the use of the property.
Applicable General Plan Policies
Goal 38 - Historic Preservation Program: Identify, preserve, and maintain San Leandro’s historic resources and recognize these resources as an essential part of the City’s character and heritage.
Environmental Review
This project is categorically exempt from CEQA per Section 15301 - Existing Facilities of the CEQA guidelines. A notice of exemption will be filed with the county recorder during the design phase of the project.
Summary of Public Outreach Efforts
A public meeting will be held in 2016 to gather public input towards the development of the project goals.
Fiscal Impacts
Total costs for the conceptual design phase are estimated at $100,000.00 including consultant costs, design contingency, and staff costs.
The subject contract is in the amount of $65,800.00. If change orders are needed, the total change order not to exceed amount is $16,450.
Budget Authority
Funding allocations for the Casa Peralta Improvements Project are as follows:
1) $300,000.00 - Capital Improvement Projects Fund, Casa Peralta Improvements Project, Account No. 210-38-359, allocated in FY 2014-15
2) $500,000.00 - Capital Improvement Projects Fund, Casa Peralta Improvements Project, Account No. 210-38-359, allocated in FY 2015-16
ATTACHMENT(S)
• CSA - Architectural Resources Group Conceptual Design
PREPARED BY: Kyle K. Lei, Associate Engineer, Engineering and Transportation Department