Title
Staff Report for a Resolution to Increase the Project Budget from $235,000 to $250,000, Increasing the Original Agreement by $15,000, and Authorizing the City Manager to Execute Amendment No. 1 to the Consulting Services Agreement between the City of San Leandro and the Exploratorium for the Fabrication and Installation of an Interactive Musical Exhibit in Joaquin Plaza
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends that the City Council adopt a Resolution to approve an Amendment to the Consulting Services Agreement and authorize an increase to the contract in the amount of $15,000 from the General Fund for the Exploratorium to fabricate and install an interactive musical exhibit in Joaquin Plaza.
BACKGROUND
On November 20, 2014, the City of San Leandro was awarded a Housing-Related Parks Program Grant in the amount of $1,376,600 from the State of California Department of Housing and Community Development. This grant was awarded based on the creation of 746 low-income and 84 very low-income units, and is being used to fund three “Qualifying Park Projects,” which are City parks and recreation facilities that meet the eligible use criteria for funding.
One of the qualifying projects submitted for grant funding was a project with the Exploratorium, a museum of science, art, and human perception located in San Francisco, California, for the installation of an interactive exhibit at Joaquin Plaza in Downtown San Leandro.
In October of 2015 the City of San Leandro entered into a Consulting Services Agreement with the Exploratorium for the fabrication and installation phase of the project. This agreement was preceded by another Consulting Services Agreement with the Exploratorium in October of 2014, for the conceptual and structural design of the exhibit.
Joaquin Plaza was selected for the Exploratorium installation because it provides an opportunity to activate a centrally-located public space in Downtown San Leandro. This project will build on the ongoing efforts of the City and the San Leandro Improvement Association (SLIA) to activate and beautify Downtown San Leandro.
During the conceptual design phase, City staff worked with a team from the Exploratorium that included architects, landscape architects, and engineers to design a concept that works well for this particular public space. The team agreed on a musical concept that allows participants to trigger musical tones by interacting with tubular chimes that will be tuned to specific pitches. Particular attention was paid to creating an installation that is audible enough to be heard in the plaza, but not so loud that it negatively impacts local businesses or visitors. The concept also includes fixed seating, ensuring that the plaza will remain an inviting public space, even for those who do not opt to interact with the exhibit.
Per the grant agreement, the City is authorized to use its grant award to create a science-based innovative and interactive Exploratorium art exhibit in Joaquin Plaza and rehabilitate two of its community parks, Siempre Verde and Thrasher Parks.
Exploratorium staff brought a prototype to the 2015 Cherry Festival to witness and learn from people’s interaction with the prototype and plans to bring a more current iteration to this year’s festival. Staff presented and discussed the preliminary project designs with the City Council Facilities and Transportation Committee, SLIA, and the San Leandro Downtown Association.
On March 1, 2016, the City and the Exploratorium hosted a public meeting in Joaquin Plaza to showcase prototypes and conceptual drawings, and to answer questions, field concerns, and receive feedback from the public and adjacent businesses.
Analysis
The cost of fabrication is slated to exceed the originally contracted amount by $15,000 (6.38% of the original $235,000 budget). There were increases in the costs of parts and labor for manufacturing the chime activation mechanisms, as well as the materials for the main support arm weldments. Staff requests a change order in order to ensure completion of the installation without having to reduce the number of interaction points within the exhibit. Available funds in the General Fund Account 210-62-116, which is the contingency fund for the Siempre Verde park improvements, are available for the additional cost and will not require a change to the FY15-16 budget.
Previous Actions
• On January 6, 2014, the City Council adopted Resolution No. 2013-581 authorizing the City Manager to submit an application for State of California Department of Housing and Community Development’s Housing-Related Parks Program Grant Funds.
• On October 14, 2014, the City and the Exploratorium entered into a Consulting Services Agreement for the development of an initial concept design document to include elements necessary to move forward with the design development phase.
• On December 1, 2014, the City Council adopted Resolution No. 2014-132 authorizing the City Manager to execute a standard agreement with the State of California Department of Housing and Community Development for a Housing-Related Parks Program Grant in the amount of $1,376,600.
• On October 5, 2015 City Council approved Resolution No. 2015-555 authorizing the City Manager to Execute a Consulting Services Agreement with the Exploratorium for the fabrication and installation of the exhibit.
Committee Review and Actions
• On September 1, 2015, the City Council Facilities and Transportation Committee was presented with the project and the preliminary design concepts.
Applicable General Plan Policies
• 6.01 DOWNTOWN PLAN. In accordance with the adopted Downtown Plan and Urban Design Guidelines and the Downtown San Leandro Transit Oriented Development Strategy, ensure that the new Downtown Development is attractive and creates and image conducive to revitalization.
• 44.06 PUBLIC ART. Encourage the siting of public art in civic open spaces, around public buildings, and within new development areas. Public art should reflect and express the diversity of the City.
Permits and/or Variances Granted
• Building & Safety Inspection Permit B16-0572, issued on April 20, 2016.
Summary of Public Outreach Efforts
• Staff presented a project update to the City Council Facilities and Transportation Committee
• Staff presented a project update to the Downtown San Leandro Improvement Association
• Staff presented a project update to the San Leandro Downtown Association
• Staff hosted a public meeting in Joaquin Plaza where residents and adjacent businesses were invited to learn about the project, view plans and prototypes and provide feedback
Legal Analysis
The amendment was reviewed by the City Attorney’s Office and approved as to form.
Fiscal Impacts
The increase to the Exploratorium project cost is $15,000, which represents a 6% increase in the original project budget of $235,000 approved by the City Council. The $15,000 will be funded by a transfer from the contingency fund for Siempre Verde Park, General Fund Account 210-62-116, as additional grant funding was obtained for Siempre Verde Park improvements. With this change order, the total project budget will be $250,000.
Budget Authority
The project will require an appropriation of $15,000 in account 122-38-362. This appropriation will draw from the contingency fund for the Siempre Verde park improvements (210-62-116).
ATTACHMENTS
Attachments to Resolution
• Amendment No. 1 to Consulting Services Agreement
• Consulting Services Agreement
PREPARED BY: Lars Halle, Business Development Coordinator, Community Development