SR 08-27-2019 3B
City Council
Report
City Council Meeting: August 27, 2019
Agenda Item: 3.B
1 of 4
To: Mayor and City Council
From: Susan Cline, Director, Public Works, Architecture Services
Subject: Award Request for Proposal and enter into agreement with Group 4
Architecture, Research + Planning, Inc. for the Library Facilities Master Plan
Project
Recommended Action
Staff recommends that the City Council:
1. Award RFP #SP2578 to Group 4 Architecture, Research + Planning, Inc., a
California-based company, for consulting and design services for the Library
Facilities Master Plan Project for the Santa Monica Public Library;
2. Authorize the City Manager to negotiate and execute an agreement with Group 4
Architecture, Research + Planning, Inc., in an amount not to exceed $594,000
(including a 10% contingency).
Summary
The Santa Monica Public Library is a pillar of the community, serving as a vibrant
learning center, wellbeing cultivator and social and cultural connector. Continuous
changes and improvements to library services and technology have changed the way
people seek information and interact with one another. With a 105,000 square foot Main
Library and four neighborhood branches, the Library manages a significant facility
portfolio. The development of a master plan would provide City staff with a blueprint for
future facility upgrades and expansion in response to changing community needs,
supporting the City Council’s Place and Planet Framework Outcome and Infrastructure
Sub-Outcome. Staff recommends awarding an agreement with Group 4 Architecture,
Research + Planning, Inc. (Group 4) to provide consulting and design services for a
comprehensive, 20-year Library Facilities Master Plan.
Discussion
The Santa Monica Public Library comprises the Main Library and four branches. Out of
1.2 million library visitors in 2018, 800,000 visited the Main Library, which is open seven
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days a week for a total of 63 hours. Each branch is open six days a week for a total of
49 hours. Annual circulation exceeds 1.3 million checkouts, plus 121,000 in electronic
media. The Library offers more than 2,200 programs each year that attract over 74,000
attendees.
The Main Library opened to the public in 2006. The Virginia Avenue Park branch
opened in 2008. The other library branches are significantly older, opening largely in
the mid-20th century. The Ocean Park Branch is the oldest branch that opened in
1918. The maintenance and improvement of five heavily used public library facilities
requires comprehensive planning and budgeting. The 20-year Library Facilities Master
Plan would serve as a guide for capital projects that would help accommodate future
growth and maintenance. The master plan would allow the Library to respond effectively
to changes in community demographics, technology and telecommunication
developments, emerging service expectations, aging facilities, and other
transformations, while also continuing to provide relevant traditional services. Group 4
would assess existing library buildings and recommend the total number of square feet
required for the Library to serve the community’s needs through 2040. The master plan
would also include financial and timeline impacts to ensure the capital projects are
fiscally sustainable.
Consultant Selection
RFP Date
RFP Posting
Date
RFP Posted
On
RFP Advertised
In (City Charted
& Multiple Code)
# of
Vendors
Downloaded
# of
Submittals
Received
Date Publicly
Opened
11/12/2018 City’s Online
Bidding Site
Santa Monica
Daily Press 125 6 01/17/2019
RFP Received Selection Criteria
Architectural Nexus, Inc. & Margaret Sullivan
Studio
Municipal Code SMMC 2.24.190
Gensler Evaluation
Criteria
Experience/technical
competence, ability to
meet work plan / timeline, Godfrey’s Associates
Group 4 Architecture, Research + Planning,
3 of 4
Justification to Award
A panel composed of Architecture Services and Library staff reviewed the proposals
and shortlisted three firms as part of the RFP process. Staff interviewed the three firms
and based on the criteria in SMMC 2.24.190, staff recommends Group 4 as the best
qualified firm to provide consulting and design services for the Library Facility Master
Plan. Group 4’s proposal provided a fair cost of service, per current industry standards.
The firm’s expertise and previous success on library projects with various jurisdictions
(including Alameda County Library, Oakland Public Library, San Jose Public Library,
and Public Library of Cincinnati and Hamilton County) demonstrates their competence
and ability to carry out the scope of work for the 20-Year Library Facilities Master Plan.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to award an agreement
with Group 4 for consulting and design services for the SP2578 – Library Facilities
Master Plan.
Prepared By: William Clerk, Architectural Associate
Approved
Forwarded to Council
Inc. quality control, cost of
services (cost control),
stability/references, and
value added-breadth of
services.
IBI Group
Prescott Muir Architects
Agreement Request
Request
Amount
FY 2019-20 Budget
CIP Account # Total Contract Amount
$ 594,000 C0107520.689000 $ 594,000
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Attachments:
A. Group 4 Architecture, Research + Planning, Inc. Oaks Initiative Disclosure Form
25
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by
an entity, rather than an individual person, the information includes the name of every
person who is:(a)trustee,(b)director,(c)partner,(d)officer, or has (e) more than a ten
percent interest in the entity.
Public benefits include:
1.Personal services contracts in excess of $25,000 over any12-month period;
2.Sale of material, equipment or supplies to the City in excess of $25,000 over
a12-month period;
3.Purchase, sale or lease of real property to or from the City in excess of $25,000
over a 12- month period;
4.Non-competitive franchise awards with gross revenue of $50,000 or more in any
12-month period;
5.Land use variance, special use permit, or other exception to an established land
use plan, where the decision has a value in excess of$25,000;
6.Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any12-
month period; or
7.Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by:Title:
Signature:Date:
Email:Phone:
FOR CITY USE ONLY:
Bid/PO/Contract #Permit #
David Schnee Principal
May 6, 2019
dschnee@g4arch.com (650) 871-0709
Dawn Merkes
David Schnee
Jonathan Hartman
Andrea Gifford
Dawn Merkes
David Schnee
Jonathan Hartman
Andrea Gifford
Group 4 Architecture, Research + Planning, Inc.
REFERENCE:
Contract No. 10917
(CCS)