Staff is recommending that the City Council approve the attached agreement with The Steinberg Group of San Jose for professional design services and construction support services for the new Sunnyvale Older Adult Center to be located at the Community Center Campus. The Steinberg Group had previously been recommended by staff and approved for this project by the Council on March 16, 1999. At the City Council meeting of July 20, 1999, the Council approved site location -Option I, for a 23,000 square foot, single story, stand-alone Older Adult Center. The Council also approved the project funding program, and authorized the staff to negotiate a consultant contract for comprehensive professional design services and construction support services with the Steinberg Group. The total lump sum fee for these professional services is $997,790 with a design contingency amount of $100,000.

The City currently provides services and offers programs for older adults in a leased, converted elementary school building at 820 West McKinley Avenue in Sunnyvale with a lease expiration date of June 30, 2001, and an option to extend one additional year. During previous deliberations of this subject, the City Council has determined that is in the public interest to construct a city owned facility to better serve the growing older adult population. Based on the original Council direction on July 28, 1998, and subsequent Council action on March 16, 1999 staff has completed Phase 1- Site Location Design, of a three phase program for the site, design and construction of a new, high-quality, multipurpose older adult center.

Council approval of the attached professional services agreement will continue Phase 2- Detail Design, of this important municipal improvement. The actual construction of the facility, Phase 3, is now scheduled to start on July 7, 2001.

The professional services agreement attached for Council consideration is a comprehensive, all-inclusive work program for the professional design team.

This agreement will result in a completely coordinated effort to accomplish the City Council and staff objectives of high quality building, site, traffic and pedestrian circulation, and landscaping, that will complement and enhance the existing community center facilities. Included in this agreement are the following 20 distinct professional services:

Architectural (the Architect will coordinate and supervise all of the consultants),
Structural,
Mechanical,
Electrical,
Interior Furnishings,
Geotechnical/Soils Engineering,
Landscaping,
Cost Estimating,
Surveying,
Civil Engineering,
Computer/Data/Telecom,
Food Service,
Lighting,
Signage,
Acoustic,
Audio/Visual,
Gerontology,
Security,
Roofing,
Traffic Engineering.

Also included in the professional services agreement is the preparation of colored renderings, and a scaled model of the proposed site and building, both of which will help the public to visualize the project during the design phase, and will encourage and facilitate public input and dialog.

The construction support services component of the attached consultant services agreement will help insure a high-quality project by including the design team in the construction phase.

Based on the City Council authorization and direction at the July 20, 1999 meeting, staff has been meeting with the architect to clearly define the complete work scope (for the building, traffic and pedestrian circulation, landscaping, and parking) for this project and to reduce non-essential costs. As a result of the many staff negotiation sessions with the architect, the scope of work has been clarified in a number of areas to further define responsibilities, and the professional service fees have been reduced $132,210 from the original design fee estimate.

Staff has also investigated professional service fees for similar projects in other jurisdictions including Culver City, San Francisco, San Jose (both the Public Works Dept. and the Redevelopment Agency), and the Peninsula Joint Powers Authority. Based on extended discussions and project comparisons with our colleagues in the jurisdictions listed, staff concludes that the all-inclusive, lump sum, compensation outlined in the attached agreement for a high quality, multipurpose Older Adult Center is fair and reasonable, and will result in an excellent coordinated package of building architecture and site design. The professional services fee which is 11.5% of the proposed construction cost compares favorably to a similar Senior Center project in Culver City with a professional services fee of 13.1% of the estimated construction cost. The consultant services fee for the Tech Museum in San Jose (Redevelopment Agency) is 13.5% as against 11.5% proposed for this project. The basic services to be provided by the consultant for this project include architectural, structural, mechanical, and electrical services. The fee for these basic services and programming for this project is approximately 8% out of a total proposed fee of 11.5%. This compares favorably with the Architect’s Handbook Second Edition (McGraw Hill, 1998) which shows, as a standard, a range of 8 to 12% for the basic consultant services for a "Community Center".

One of the key features of the professional design services scope of work, is the extensive public input process included in each of the design phases. In both the initial programming task and the schematic design task, the Architect will conduct a series of public input sessions to develop requirements for the Building Program. These public input sessions will be workshop style, and will target all the potential users (i.e. the full older age population spectrum) of the new facility.

On July 20, 1999, the City Council approved Budget Modification No. 2 (Parks and Recreation Project Account #821370) in the amount of eleven million dollars for this project. Budget Modification No. 2 is based on the following preliminary project estimate:

The total lump sum fee for the professional design and construction support services-Phase II contract with The Steinberg Group will be $997,790, with a $100,000 contingency for optional services which would be authorized by the Director of Public Works.

The public input process has already been well established during Phase I of this project and will be continued and enhanced during Phase 2. The initial program and interior design portion of Phase 2 will include community workshops for public input. These workshops will involve various interests groups such as the Senior Center Advisory Committee, older citizens, service providers for older adults, and neighbors of the Community Center. Study sessions for the Parks and Recreation Commission as well as City Council will also be scheduled. The colored renderings and a scaled model of the new building on the Community Center Campus will facilitate public dialog and understanding of the project.

Status reports will also be posted on the City’s Internet home page and at the Library, Parks Division Office, Parks and Recreation Administrative Office, Community Center and Senior Center.

The first item in the Programming task of the attached agreement will be to set a project schedule. The project schedule will be updated and revised in each of the work program tasks. The City Council and the Parks and Recreation Commission will be informed of all schedule updates.

At this early stage of the project, a preliminary target date for completion of Phase II Detail Design is 7/7/01 and the Phase III Construction completion and occupancy is tentatively scheduled for 2/1/03. Please note that the city staff Design Team will collaborate with the Architectural Design Team to accelerate the project schedule wherever possible.

It is recommended that the City Council authorize the City Manager to sign the attached consultant services agreement with the Steinberg Group, to provide professional design services and construction support services for the new Sunnyvale Older Adult Center for a total lump sum amount of $997,790, and approve a contingency amount of $100,000 for optional services to be authorized by the Director of Public Works.

Prepared by:

John Hopkins
Assistant Director of Public Works

Reviewed by:

Marvin A. Rose
Director of Public Works

Reviewed by:

Robert A. Walker
Director of Parks and Recreation

Reviewed by:

Mary Bradley
Director of Finance

Approved by:

Robert S. LaSala
City Manager