Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute Amendment No. 4 to an Existing Consulting Services Agreement with Noll & Tam Architects that increases the Amount of Compensation by $350,000 for a Total Not-to-Exceed Amount of $1,198,884; to Extend the Term of the Agreement to December 31, 2027, and to Authorize Additional Agreement Amendments Up to a Maximum of 10% ($119,888) of the New Contract Total for Construction Administration Services in support of the Mulford-Marina Branch Library, Project No. 2018.2400
Staffreport
COUNCIL PRIORITY
- Quality of Life
- Infrastructure
SUMMARY
Amendment No. 4 to the Consultant Services Agreement with Noll & Tam Architects will provide professional construction administration services in support of the Mulford-Marina Branch Library.
RECOMMENDATIONS
Staff recommend the following actions:
- Approve and authorize the City Manager to execute Amendment No. 4 with Noll and Tam Architects, increasing the fee by $350,000 for a new total Not-to-Exceed amount of $1,198,884; and
- Extend the term of the Agreement to December 31, 2027; and
- Authorize the City Manager or her designee to negotiate and approve contract amendments up to 10% ($119,888) of the original contract amount.
BACKGROUND
The existing Mulford-Marina Branch Library has been in operation since 1962 in a 1,200-square-foot building that has reached the end of its useful life. Plans for a replacement library started in 2016 as part of the planned Monarch Bay Shoreline Development project. In 2022, the project advanced separately after the infusion of $4 million in grant funds from the California State Library’s Building Forward Library Infrastructure Grant Program and an $800,000 grant from the San Leandro Library Foundation.
The new library, at approximately 4,000 square feet, will be about three times the size of the former facility. It will feature a dedicated children’s reading alcove, multipurpose room, an exterior terrace with outdoor seating, and enhanced landscaping that includes new plantings and walking paths.
On February 19, 2019, by Resolution No. 2019-045, the City Council awarded a Consultant Service Agreement with Noll & Tam Architects for the design of the new Mulford-Marina Branch Library. The original contract, with a Not-to-Exceed amount of $366,047, was for the development of a City-approved design for a library project intended to be constructed by the Shoreline Developer.
Amendment Nos. 1 and 2 to the Agreement with Noll & Tam Architects extended the contract term to align with delays in the broader Shoreline development timeline. Amendment No. 3 was executed to restart the design following the award of the California Library Grant Funds, which allowed for a modified and expanded building and increased total contract amount to $848,884. All work under the original Agreement and Amendment Nos. 1 through 3 has been completed. The project design is now finalized and ready for construction.
On June 16, 2025, by Resolution No. 2025-073, the City Council awarded the construction contract for the project to Giant Construction, Inc. To better manage the construction phase and ensure full compliance with the design documents, Staff recommend retaining Noll & Tam Architects, the architect of record that designed and prepared the construction documents, to provide professional support services throughout the project delivery.
Because the current Agreement with Noll & Tam Architects, as amended, does not include construction administration services, a subsequent amendment is required to authorize the additional scope. Amendment No. 4 to the Consultant Service Agreement with Noll & Tam Architects will authorize the architect to provide necessary support services during the construction phase.
Analysis
The proposed contract with Noll & Tam Architects provides essential consulting services during the project construction phase. These services include participating in regular coordination meetings with the contractor and City staff, review of project submittals and shop drawings, and responding to contractor requests for information.
A contingency of 10% is requested for this contract to enable the consultant to respond promptly to urgent or unforeseen issues that may arise during construction, minimizing potential delays to the contractor’s progress. Such issues may include coordinating with utility agencies on new service requirements, evaluating alternative materials due to supply chain constraints, resolving unexpected site conditions, or implementing design revisions requested by City staff.
Current Agency Policies
- Maintain and enhance San Leandro's infrastructure
- Support and implement programs, activities and strengthen communication that enhances quality of life and wellness, celebrates the arts and diversity and promotes civic pride
- Maintain and support a strong positive relationship between the City, schools, and the educational community.
Previous Actions
- On June 16, 2025, the City Council by Resolution No. 2025-073 awarded a construction contract to Giant Construction, Inc. in the amount of $6,994,000 (for the Base Bid with additive alternate bid items A2 and A4); authorized the City Manager to execute individual amendments up to 5% and cumulative amendments up to 15% of the original Contract amount; and appropriated an additional $630,000 to the project from General Fund Reserves.
- On June 9, 2025, the City Council discussed the Draft Capital Improvement Program (CIP) 10 Year Plan for Fiscal Year (FY) 2026 through FY 2035; at which time staff proposed to “reject all bids” on the Mulford-Marina Branch Library construction contract. City Council directed staff to proceed with the project and bring back a resolution for approval at the June 16, 2025 City Council meeting to: “Award a construction contract to Giant Construction, Inc. in the amount of $6,994,000 (for the Base Bid with additive alternate bid items A2 and A4), and appropriate an additional $630,000 to the project from General Fund Reserves.”
- On July 17, 2023, the City Council by Resolution No. 2023-100 approved Amendment No. 3 to an existing Consulting Services Agreement with Noll & Tam Architects for Design Services for the Mulford-Marina Branch Library, Project 2018.2400; to Increase the Amount of Compensation from $366,047 to $848,884; and to Extend the Term of the Contract to December 31, 2026
- On December 5, 2022, the City Council by Resolution No. 2022-208 authorized a grant acceptance and execution of the grant and appropriation of funding in the amount of $4,079,701 to account #150-68-100 for the subject property.
- On February 19, 2019, the City Council by Resolution No. 2019-045 approved a consulting services agreement with Noll & Tam for the subject project; authorized the City Manager to execute individual amendments up to 5% and cumulative amendments up to 15% of the original Contract amount; and authorized that the agreement pursuant to Resolution No. 2018-093 be suspended.
- On July 23, 2018, the City Council by Resolution No. 2018-093 approved a consulting services agreement with Noll & Tam for the subject project; and appropriated an additional $150,000 from economic uncertainty reserves for the design phase of the project.
Committee Review and Actions
- On July 22, 2019, staff in the Engineering Division of the Public Works Department presented this project at the City Council Facilities and Transportation Committee. The Committee was supportive of the design concept, including general site plan, building layout, and floorplan options.
Applicable General Plan Policies
- GOAL CSF-3 Sustain and expand a public library system that provides a destination for exploration and discovery, knowledge and information, leisure and cultural enrichment, and life-long learning opportunities for persons of all ages.
- Policy CSF-3.1 Library Expansion and Upgrades. Support the expansion and upgrading of public library facilities and services to keep pace with changes in information technology and community needs.
- Policy CSF-3.4 Libraries as Neighborhood Centers. Promote programs and events that affirm the role of the City’s libraries as community and neighborhood gathering places and that reflect the City’s diverse population.
- Policy CSF-3.5 Resources for Self-Improvement. Ensure that San Leandro’s libraries and other community institutions provide a setting for the open exchange of ideas and information and provide an opportunity for residents of all backgrounds to improve their skills and knowledge
Permits and/or Variances Granted
This project obtained a building permit from the City of San Leandro’s Community Development Department, including review and approval by the Alameda County Fire Department.
Environmental Review
No further environmental review is required pursuant to California Environmental Quality Act (CEQA) Guidelines Section 15162 as the proposed project is in conformance with the Environmental Impact Report (EIR), including subsequent Addendums, for the Shoreline Development Project (SCH# 2013072011) that was previously prepared and certified in accordance with the requirements of CEQA, and none of the conditions described in Section 15162 of the CEQA Guidelines exist. The approved project met all requirements and mitigation measures contained in the EIR.
Code Compliance Review
The project will have regular code inspections as part of the building permit approval process.
Summary of Public Outreach Efforts
- Public fliers will be sent to nearby residents of the library notifying them of the construction. Periodic project updates will be provided on the City’s website.
- Community Meeting No. 2 for the project was held on Saturday June 29, 2019, at the Mulford-Marina Branch Library. Attendees were supportive of the project and provided input.
- Community Meeting No. 1 for the project was held on Tuesday June 25, 2019, at the Mulford-Marina Branch Library. Attendees were supportive of the project and provided input.
- A community outreach survey conducted in May-June 2019 resulted in over 300 responses. Half of the respondents were from the Mulford-Marina neighborhood.
Legal Analysis
The consultant has agreed to the terms of the contract.
Financial Impacts
The estimated project cost is shown below:
Design $ 1,145,600
Main Construction Contract $ 6,994,000
Utility Connections, FF&E, etc. $ 725,000
Construction Administration $ 750,000
Project Contingencies $ 1,049,100
Total $10,663,700
The project is funded as follows:
Account No. Reso and Source Amount
210-69-193 FY 17/18, CIP Funds $ 300,000
210-69-193 FY 18/19, CIP Funds $ 150,000
210-68-100 FY 18/19, CIP Funds $ 2,100,000
210-68-104 FY 22/23, CIP Funds $ 2,400,000
150-68-100 FY 22/23, Special Library Grants Fund $ 4,079,701
210-68-100 FY 22/23, Library Foundation Donation $ 800,000
210-36-502 FY 23/24, CIP ADA Transition Plan Funds $ 204,000
210-38-100 FY 25/26 CIP Funds $ 630,000
Total $10,663,701
The allocation requested by this Council action has been accounted for in the adopted FY 2025-2026 CIP Budget and does not require any additional appropriation.
ATTACHMENTS
A: Resolution
B: Amendment No. 4 Scope of Work
C: Amendment No. 4 Compensation Schedule
D: Original CSA with Noll & Tam Architects
E: CSA Amendment No. 1
F: CSA Amendment No. 2
G: CSA Amendment No. 3
PREPARED BY: Mark Goralka, Associate Engineer, Public Works Department – Engineering Division