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Home My WebLink AboutAgenda Packet - LB - 2012.07.17 URLINGAME PUBLIC LIBRARY UBWIURLINGAMEBoard of Trustees Agenda July 17, 2012-5.30pm480 Primrose Road-Library Conference Room SUGGESTED ACTION I. CALL TO ORDER II. ROLL CALL III. Library Board of Trustee Minutes for June 19,2012 Approval IV. CORRESPONDENCE AND INFORMATION Information A. Library Statistics for June 2012 B. Circulation Statistics from 2007-2008 to 2011-2012 C. Letter from Joanne E. Zienty V. From The Floor (Public Comments) VI. REPORTS A. City Librarian's Report—Harding Information/Discussion B. Foundation Report VII. UNFINISHED BUSINESS A. Recognition Event for Staff Member Discussion VIII. NEW BUSINESS A. Staff Appreciation Dinner January Discussion B. Staff Report to City Council on Millennium Project Discussion C. Capital Campaign Task Force Committee Report June 28th Discussion D. Trustee Projects / 1, k (1 Discussion IX. ANNOUNCEMENTS I� ! �- Information X. ADJOURNMENT Adjourn tA Any writings or documents provided to a majority of the Library Board of Trustees regarding any item on this agenda will be made available for public inspection at the Reference Desk of the Burlingame Public Library, 480 Primrose Road, Burlingame, California BURLiNGAMf : Library Board of Trustees Minutes June 19, 2012 I. Call to Order Trustee Towle called the meeting to order at 5:30pm. II. Roll Call Trustees Present: Betsy Corcoran, Deborah Griffith, Sandy Towle Trustees Absent: Katie McCormack, Lisa Rosenthal Staff Present: Pat Harding, City Librarian Sidney Poland, Recorder III. Library Board of Trustees May 22, 2012 Minutes The May 22, 2012 minutes were approved as written. M/S/C (Griffith/Corcoran) IV. Correspondence and Information Library Circulation Statistics - Easton Branch/Main Circulation at the Main and Easton continues to show an increase over 2011 statistics to date. It is important to note that the decrease in registered borrowers is due,to a patron purge which was completed May 18th. The following patron records were deleted in the purge: 1) patron cards that expired in 2007 or earlier; 2) patrons who had a zero balance and 3) patrons who had not been sent to collection. V. Reports A. City Librarian's Report Highlights 1. Personnel - Circulation Department: Geralyn O'Brien has been promoted to Library Assistant III, Raquel Metcalfe, a former BPL employee, will fill in temporarily for Louella Angeles. Children's Department: Michelle Gilchrist and Kelly Mackewicz have been hired to work on-call. Reference Department: Dena Grover, Chris Gray, and John Piche have been hired as on-call staff in adult reference. On June 20th, interviews for a full time and a permanent part time Reference Librarian will be conducted. 2. Discover & Go - Downloadable museum passes will soon be available to patrons through the Discover 8s Go program being offered by nineteen northern California public library systems. Each library in the network will share the cost of implementing the product. Each library will have its own museum passes. Is, 480 Primrose Road Burlingame•California 94010-4o83 Phone(650)558-7474'Fax(650)342-6295•www.burlingame.org/library B. Library Foundation Members of the Burlingame Library Task Force will have their first formal �. meeting on June 28th to begin organizing the capital campaign for the Millennium Project. VI. Unfinished Business A. Change of August Meeting Date The Trustees decided to keep the regular scheduled August meeting date. B. Recognition Event for Staff Member Pat Harding will work with the Children's staff to determine a date for this event. VII. New Business A. Employee Appreciation Funding The Trustees approved the City Librarian's request to provide $4,250 from the copier monies to fund staff appreciation needs such as anniversary gift cards, appreciation dinner, retirement lunches and other special events. B. Nomination and Election of Officers for 2012-2013. Trustee Corcoran was nominated and elected to serve as President and Lisa Rosenthal was nominated and elected to serve as Secretary of the Library Board of Trustees for the term beginning June 30, 2012 to June 30, 2013. M/S/C (Towle/Griffith) VIII. Announcements Trustee Corcoran made the following recommendations: �. • Contact David Chu and David Eger with regards to participating on the Millennium Task Force Committee. •. Suggest new names for Millennium Project. • Library should consider'putting together a "welcome" package for new businesses and residents. IX. Adiournment The meeting was adjourned at 6:30pm. The next meeting of the Library Board of Trustees will be held July 17th at 5:30pm in the Library Conference Room. -Respectfully Submitted, Patricia Harding City,Librarian Library Board of Trustee Minutes June 19,2012 2 BURLINGAME PUBLIC LIBRARY STATISTICS Month: June Year: 2012 Burlingame R$gistered Burlingame Hilla ,arouh Other Total': Borrowers Adult Patrons 16,796 2,759 0 19,555 Juvenile Patrons 5,620 1,409 0 7,029 Others 208 9 1,815 2,032 Total Registered 22,624 4,177 1,$15 28,616 Borrowers' Circulation Total Circulation it €s Year Peret Cage' Main IF57,616 IF 56,496 1 1.98% Branch 6,95 F 7,468 -6.86% Total 64,571 63,96411 0.95% Self Check Usage Total Items I I Percent of Initial Cheek Outs Main 32,841 79% Branch 3,577 70% Total 36#418 Online Rew6wala Total"Items Percent of Total Renewals Main 13,365 ?9% Branch 1,340 74% Total 14,705 Grate Count Average per day Main 33,474 1,116 Branch 3,906 150 Total 37,280 1,266 Internet V e Total User Sessions Main Adult 5,664 Main Childrens' 41 Branch 316 Grand Total 6,021 WContent/Total Dowuld"s or Session B-Content/,Total:Do n mis or signs Overdrive: 592 a-books ; audiobooks 107 Safari: 146 readable pdf Freegal Music #of users 27: # of songs downloaded: 88 Databases: 744 BPL Website: 10,521 `,,Total Items Added to Collectins Gain BR,Branch� 2,206 Total Number Outreach Material Delivered 17 BURLINGAME PUBLIC LIBRARY STATISTICS Month: June Year: 2012 Community Room Usage Number of Meetings Attendance Public Meetings I 181 Library Staff Meeting Edmond Otis Workshop 1 30 Library Adult Programs Martin Yan/Stairwa s in SF 2 181 City Meetings 2 27 Library Educational Programs (Computer Drop-In) 3 25 Foundation Book Sale 4 da s1 300 Total 1711 563 Conference Room Book Club Adult 1 =1=5 City Meetings 2 18 Library Staff Meetings 10 25 Foundation Meetings 2 14 Trustee Meeting 1 5 Total 16 �— 77 StudRoom Users-19 Patrons 42 Children's and Young Adult Programs--Mala Number Attendance Story Times Preschool 2 117 Toddler 4 232 Baby Story Times 1 40 Total Story Times 7 389 Class Visits IF— Preschool 2 52 Elementary Class Visits to Libra 0 0 Elementary Class Visits at the Schools 29 741 Teen Class Visits 1 19 Total Class Visits 32 812 Special Programs - Main Family Fun Night-Timothy James 117 Family Fun Night- Bonnie Lockhart 97 Family Fun Night - Dad and Me 161 Total 375 BURLINGAME PUBLIC LIBRARY STATISTICS Month: June Year: 2012 Easton Story fiimesspecial Programs', Number Atter�dt�sce Story Times Preschool 2 110 Toddler 2 84 Total 4 194 Class Visits Roosevelt School 2 68 Easton "irculation P( 1 of 6 barrymIIs1 @gmail.com Easton Circulation share File Edit View Insert Format Data Tools Help Last edit was made 20 minutes ago by barrymils1 Chart Copy chart Edit chart... Publish chart Save image Delete chart Easton Branch Circ by Month 2010 vs 2011 vs. 2012 8,000 02009 X2010 6,000 2011 ■ 2012 4,000 2,000 0 January March May July September November February April June August October December Sheet1 Chart1 https://docs.google.com/spreadsheet/ccc?key=OAs89CLDbgu9HdGw4X3BzOGdB WTJRNmOtaTFHal8wdXc&authkey=CPy45... 7/10/2012 BPL(._ ;n Circulation Pr 1 of 6 Sign in BPL Main Circulation File Edit View Insert Format Data Tools Help View only Chart Edit chart... Publish chart Save image Delete chart BPL Main Circ by Month 2010 vs. 2011 vs. 2012 60,000 ® 2009 2010 45,000 - 2011 ® 2012 30,000 15,000 0 January March May July September November February April June August October December Sheet1 Chart1 https://docs.google.com/spreadsheet/ccc?key=OAs89CLDbgu9HdHVGNOdZMn11 UUhpTm9IV 3 V WemhlYmc&authkey=CO_... 7/10/2012 Total Circulation 1 FY 2007-08 _otal CircPrev Year %Chinge Main 563,786 533,598 5.66% Branch 73,428 _ 65,1171 12._76% Total 637,214 598,715 6.43% Circulation Activity All Chil_dren's All A/V All Non-English Main 1 195,861 176,504 5,125 Branch 43,240 25,267 0 Total 239,101 201,771 5,125 Self-Check Usage Total Items %of 1st Time C/o's Main 243,426 58% Branch 33,048 58%' Total Circulation FY 2008-09 Total Circ Prev Year %Change Main 621,893 563,796 10.30% Branch 76,665 73,428 4.41% Total 698,558 637,224 9.63% Circulation Activity All Children's All AN All Non-English Main 217,488 201,093 5,816 Branch 46,240 24,909 0 Total 263,728 226,002 5,816 Self-Check Usage FTotal Items %of 1st Time CIO's Main 292,570 65% Branch 35,478 62% Online Renewals Total Items %of Total Renews. Main 122,802 72% Branch 14,135 72% Total Circulation FY 2009-10 Total Circ Prev Year %Change Main 648,096 621,893 4.21% Branch 70,349 76,665 -8.24% Total 718,445 698,558 2.85% Circulation Activity All Children's All AN All Non-English Main 229,305 213,272 6,874 Branch 41,915 20,669 0 Total 271,220 233,941 6,874 Self-Check Usage Total Items %of 1st Time CIO's Main 365,689 78% Branch 35,049 67% Online Renewals Total Items %of Total Renews. Main 141,855 77% Branch 12,891 72% Total Circulation FY 2010-11 Total Circ Prev Year %Change Main 624,729 648,096 -3.61% Branch 71,361 70,349 1.44% Total 696,090 718,445 -3.11% Circulation Activity All Children's All A/V All Non-English Main 234,263 205,806 6,074 Branch 42,783 19,885 0 Total 277,046 225,691 6,074 Self-Check Usage Total Items %of 1st Time CIO's Main 357,230 80% Branch 34,833 66% Online Renewals Total Items %of Total Renews. Main 136,581 77% Branch 12,983 70% Total Circulation FY 2011-12 Total Circ Prev Year %Change Main 639,604 624,729 2.38% Branch 81,528 71,361 14.25% Total 721,132 696,090 3.60% Circulation Activity All Children's All AN All Non-English Main 262,858 202,624 6,807 Branch 50,328 24,193 0 Total 313,186 226,817 6,807 Self-Check Usage Total Items %of 1st Time CIO's Main 352,594 79% Branch 39,495 65% Online Renewals Total Items %of Total Renews. Main 149,89978% Branch 15,980 75% BPL Total Circulation 740,000 tx x 720,000 , x ,mak •.. ,_ ,; 700,000 . 680,000 660,000 - E3Series1 640,000 x I 620,000 600,000 r , 580,000 FY 2007-08 FY 2008-09 FY 2009-10 FY 2010-11 FY 1L44-4-2-- ti BPL Total Circulation 740,000 - 720,000 700,000 - 680,000 - 660,000 - 00,000680,000660,000 - Series, 640,000 i l� 620,000 -- 600,000 20,000 600,000 i 580,000 FY 2007-08 FY 2008-09 FY 2009-10 FY 2010-11 FY 49,a-12 1 JOANNE E. ZIENTY 2019 GLADSTONE DRIVE lot WHEATON, IL 60189 jezienV@joannezienty.com June 30, 2012 Burlingame Public Library 48o Primrose Road Burlingame, CA 94010 Attn: Adult Services Dept. I just want to express my gratitude to your library for adding my debut novel, The Things We Save, to its collection. As a librarian, I understand the constraints of both budgets and physical space, so it is particularly gratifying to me as a writer to know that you were willing to devote a part of both to my book. As a reader who has always thought of libraries as special places of serendipity, where I have found wonderful reads for which I wasn't necessarily searching,just by pulling a book off a shelf, I am thrilled �— to know it has found a place inside your facility. Back in the day, I spent some vacation time on the West Coast, including the San Francisco Peninsula area and truly enjoyed all the wonderful sights and activities it had to offer. As connoisseur of libraries new and old, when I make my way back to the area, I may have to set aside some time to see your beautiful and historic building! Again, thank you! Sincerely, Atz-�1 � Joanne E.'Zienty City Librarian Report �-' July 17, 2012 Personnel- We have hired a new full-time librarian in reference, John Piche. John has been working for BPL as an on-call reference librarian since the beginning of May and comes from Cleveland Heights Public Library where he was responsible for a number of programs including the "Know It Now 24x7" an e-mail reference service,the senior outreach/homebound services, collection development including the audio book collection,weeding the entire collection,the Zine/Graphic Novel Collection and much more! Brenda Chavez has been hired as our 30 hour reference librarian. Brenda Chavez has been with BPL for over 28 years working in a variety of capacities in Adult Reference including the A/V collection, book collection, and programming. Brenda worked full-time for a number of years and then reduced her hours to spend more time with her family. She is now ready to "jump start" her career and we are very happy to have her in this permanent position! Brenda is taking vacation for the next week and will begin her permanent position on July 16tH Brad McCulley has been selected to participate in the 2012 Eureka! Leadership Institute sponsored by the California State Library. Part of the program will involve working on a project and there is a $5,000 grant to implement the project. Amy Pelman participated in the 2010 Institute and used the $5,000 grant funds to implement BPL's mobile computer lab for patron computer classes. Discover and Go launched at BPL this past weekend with 79 hits and 24 reservations! Although we hadn't done much PR for the program, Terry Nagle included the info about the program in her newsletter earlier in the week! Flood Damage Update. We received $5,575 form ABAG (City's insurance provider) for the replacement of books lost in the flood and the cost of bringing in Ideal Restoration to dry the flooded area. Lions Club Donation. We received $5,000 from the Lions Club for children's materials. These funds were paid out of the Lions Club's George Paul and Nancy Lechich Memorial Trust. The sum of$50,000 was set up for this trust in Nancy Lechich's will and was to be distributed to the Burlingame Lions Club "for the purpose of establishing a trust fund dedicated to the furthering and benefitting of children's reading programs operated by the Burlingame Library." Building to be painted. The Library will be painted at the beginning of August. The building will be caulked and power washed prior to painting. Caulking will start next week. 1 Recent Program—On June 27 we finished our travel series with Stairway Walks of San Francisco—The Joy of Urban Exploring presented by author Adah Bakalinsky. We had 83 patrons attending this very interesting discussion of the many walks in SF. The library partnered with Books, Inc. and after the talk many folks hung around and talked to each other about their own walking groups and purchased books! join the Sommer Heading Club; oPe for the Whole Family I P bh. at the Burlingame Pablic Libraryl june18—July 31,2012 Summer Reading Clubs—Summer Reading Clubs are in full swing! There is a summer reading program for all ages; —Read to me; Grades 1-5; Grades 6-12 and Adults. Summet Beading Clah lags may he picked up at the h3rary starting igZtt. Programs at the Library- Upcoming Dates: Children's Programs Family Fun Nights—All Family Fun Nights begin at 7 PM and require tickets. July 17th - Images in Motion (Puppets) July 24th -Juan Sanchez (Bilingual Singer) Special Program at the Easton Branch July 26th -Steve Chaney (Ventriloquist) July 31st- Puppet Art Theater 2 { Story Time Schedule `. Summer Story Time Session June 19th—July 26 Main Library Story Times - Easton Branch Story Times Preschool Story Times Bedtime Story Time Ages 3-5 Ages 2-5 Tuesdays 10:30 AM Wednesdays 7:00 PM Toddler Story Times Toddler Story Time Ages 18 mo - 3 Ages 18 mo- 3 Wednesdays 10:30 AM Thursdays 11:30 AM Thursdays 10:30 AM Just Baby and Me Ages 0- 18 mo. i First Friday of the Month, 10:30 AM Story Time Break in August Adult Programs July 18—Growing a Delicious Fall Garden—7 PM August 1—Successful Linkedln Profiles— How to use Linkedln for your career development—7— 8 PM Summer Reads and Seeds During the Summer come to the library to "Borrow" a few books and seeds and "Return" a few books and pictures of the vegetables you grow! Ask at the Adult Reference Desk for more details. Drop-in Computer Lab—Every Monday form 3—5 PM For All Step Up To The Plate At Your Library—Come to the Burlingame Main Library or the Easton Branch anytime between August 1st and August 19th to enter a raffle for a chance to win tickets for a San Francisco Giants Game. 3 CITY o� STAFF REPORT AGENDA ITEM# euRUNc3aME Burlingame Public Library MEETING DATE: *ti aom � •_ SUBMITTED BY: APPROVED BY: TO: Honorable Mayor and City Council DATE: July 9, 2012 FROM: Patricia Harding, City Librarian SUBJECT: RESOLUTION APPROVING A PROFESSIONAL SERVICES CONTRACT WITH GROUP 4, ARCHITECTURE, RESEARCH & PLANNING, INC FOR THE PREPARATION OF PLANS AND SPECIFICATIONS FOR BURLINGAME LIBRARY MILLENNIUM PROJECT RECOMMENDATION: It is recommended that Council approve the attached resolution authorizing a professional services contract with Group 4, Architecture, Research and Planning, Inc. for architectural consulting and design services for improvements to the existing �- library as part of the Millennium Project in the amount of$348,960. BACKGROUND: The Millennium Project includes the below listed renovations and upgrades to the Library. • RFID automated handling system to quickly and easily check-in and sort returned items. This system will reduce employee injuries and move materials back to the shelf quickly and efficiently. • The new Technology Lab with 25 to 30 workstations will be equipped with a projector, electronic whiteboards with USB access, and web-conferencing equipment. The displays will allow staff to teach hands-on computer classes including job classes, entrepreneurs to work collaboratively, students to illustrate their projects, and community members to share knowledge. It will be open to the public when it is not being used for a class or for training. • 5 Group Study Rooms to accommodate groups from 2 to 8 students, entrepreneurs, or community groups. • Foundation Bookstore. Last year the Burlingame Library Foundation's book selling efforts raised $62,980 for library materials, programs, and technology. $15,232 came from in library book sales. An expanded and more visible book store will increase these sales! • Cafe. A place where patrons can buy drinks and snacks will be a welcome addition, and will enhance the experience for everyone, from those visiting for a few hours to those studying in the library all day. • Expanded teen space. The newly expanded teen space will include computers and a group study room in addition to all of great books and media. • Improved service desks and staff work spaces to improve efficiency. DISCUSSION: Group 4 is a recognized leader in the design and planning of public libraries having over 30 years' experience in the field. They have designed over 300 libraries in California and nationwide. The three principal architects on this project are very familiar with the Burlingame Public Library. Both Wayne Gehrke and David Sturges worked directly on the planning and design of the original library and Wayne and Andrea Will have been successfully involved in the project up to this point—working with the community, the Project Management Team, and staff. The qualifications and experience with BPL make Group 4 an excellent fit for this project. Staff has negotiated the following scope of services with Group 4 in the amount of$348,960. Below is a list of the major items per scope of work (see attached exhibit A for details). • Costs include services of a mechanical and electrical engineer and other specialist consultants. Also included is a structural engineer for needed modifications to the ramp on the east side of the library for the automated book drop. • Prepare a Project Directory and detailed project schedule • Prepare preliminary and final design documents describing the scale and character of the design. • Prepare signage design. • Prepare preliminary and final construction documents. • Prepare cost estimates. • Prepare a phasing plan for construction. • Integration of new RFID equipment into the plans • Work with staff on furniture selection including reusing existing furniture, new furniture budget and preparing contract documents for bidding on new furniture. The contract will provide professional services outlined on the attached document through the completion of construction documents and furniture selection. Upon completion of the design services, staff will return to Council for approval of the project construction. BUDGET IMPACT: The FY 12-13 capital budget appropriated $385,000 for this phase of the project. The balance of the funds will be used for moving costs and other additional service �-- costs for the project as authorized by the Council. Patricia Harding City Librarian C: Syed Murtuza, Public Works Director; Jesus Nava, Finance Director; Mary Ellen Kearney, City Clerk AGREEMENT BETWEEN THE CITY OF BURLINGAME AND GROUP 4 ARCHITECTURE,RESEARCH+PLANNING,INC. FOR ARCHITECTURE CONSULTANT SERVICES THIS AGREEMENT is entered into this day of , 20 , by and between the City of Burlingame, State of California, herein called the "City", and Group 4 Architecture, Research+Planning, Inc., engaged in providing Architecture consulting services, herein called the "Consultant". RECITALS A. The City is considering undertaking activities to design improvements to the existing main Burlingame Public Library. B. The City desires to engage Consultant to provide consulting services in conjunction with the design of improvements to the existing library, because of Consultant's experience and qualifications to perform the desired work. C. The Consultant represents and affirms that it is qualified and willing to perform the desired work pursuant to this Agreement. �.., AGREEMENTS NOW, THEREFORE, THE PARTIES HERETO AGREE AS FOLLOWS: 1. Scope of Services. The Consultant shall provide the services described in Exhibit A, Scope of Services, attached hereto and incorporated herein. 2. Time of Performance. The Consultant will prepare a schedule for the City's review and approval. The schedule will be updated by the Consultant as needed to reflect changes to the project and submit the revised schedules to the City for approval. 3. Compliance with Laws. In accordance with professional standards of care,the Consultant shall comply with all applicable laws, codes, ordinances, and regulations of governing federal, state and local laws. Consultant represents to City that it has all licenses, permits, qualifications and approvals of whatever nature that are legally required for Consultant to practice its profession. Consultant represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement any licenses,permits, and approvals that are legally required for Consultant to practice its profession. Consultant shall maintain a City of Burlingame business license. 4. Sole Responsibility. Consultant shall be responsible for employing or engaging all persons necessary to perform the services under this Agreement. 1 5. Information/Report Handling. All documents furnished to Consultant by the City and all reports and supportive data prepared by the Consultant under this Agreement are the City's property and shall be delivered to the City upon the completion of Consultant's services or at the City's written request. All reports, information, data, and exhibits prepared or assembled by Consultant in connection with-the performance of its services pursuant to this Agreement are confidential until released by the City to the public, and the Consultant shall not make any of these documents or information available to any individual or organization not employed by the Consultant or the City without the written consent of the City before such release. The City acknowledges that the reports to be prepared by the Consultant pursuant to this Agreement are for the purpose of evaluating a defined project, and City's use of the information contained in the reports prepared by the Consultant in connection with other projects shall be solely at City's risk, unless Consultant expressly consents to such use in writing. City further agrees that it will not appropriate any methodology or technique of Consultant which is and has been confirmed in writing by Consultant to be a trade secret of Consultant. 6. Compensation. Compensation for Consultant's professional services shall be as described in Exhibit B. 7. Availability of Records. Consultant shall maintain the records supporting this billing for not less than three (3)years following completion of the work under this Agreement. �-- Consultant shall make these records available to authorized personnel of the City at the Consultant's offices during business hours upon written request of the City. 8. Project Manager. The Project Manager for the Consultant for the work under this Agreement shall be Andrea Will. 9. Assignability and Subcontracting. The services to be performed under this Agreement are unique and personal to the Consultant. No portion of these services shall be assigned or subcontracted without the written consent of the City except for the sub-consultants shown below. The Consultant shall may hire additional sub-consultants without the City's written consent if reasonably needed for the Project and if the value of the sub- consultants' services is below $10,000. The Consultant intends to hire the following sub- consultants to provide services related to the Consultant's work: TMAD Taylor& Gaines: Mechanical,Electrical and Plumbing Engineering Smith Fause&McDonald: Communications Infrastructure,AV and PA Systems, and Acoustical Engineering Door+Hardware Consultants:Hardware Mack5: Cost Consulting Stansen Specifications: Technical Specifications 2 10. Notices. Any notice required to be given shall be deemed to be duly and properly given if mailed postage prepaid, and addressed to: To City: Ms. Pat Harding City Librarian City of Burlingame 480 Primrose Road Burlingame, California 94010 To Consultant: Wayne Gehrke and David Sturges Group 4 Architecture,Research+Planning, Inc. 211 Linden Avenue South San Francisco, CA 94080 or personally delivered to Consultant at such address or such other address as Consultant designates in writing to City. 11. Independent Contractor. It is understood that the Consultant, in the performance of the \.- work and services agreed to be performed, shall act as and be an independent contractor and not an agent or employee of the City. As an independent contractor,neither it nor any of its officers or employees shall obtain any rights to retirement benefits or other benefits which accrue to City employee(s). With prior written consent,the Consultant may perform some obligations under this Agreement by subcontracting, but may not delegate ultimate responsibility for performance or assign or transfer interests under this Agreement. Consultant agrees to testify in any litigation brought regarding the subject of the work to be performed under this Agreement. Consultant shall be compensated for its costs and expenses in preparing for,traveling to, and testifying in such matters at its then current hourly rates of compensation, unless such litigation is brought by Consultant or is based on allegations of Consultant's negligent performance or wrongdoing. 12. Conflict of Interest. Consultant understands that its professional responsibilities with respdct to its services under this Agreement are solely to the City. Principal Wayne Gehrke's status as a resident homeowner of the City of Burlingame notwithstanding,the Consultant has no and shall not obtain any holding or interest within the City of Burlingame. Consultant has no business holdings or agreements with any individual member of the staff or management of the City or its representatives nor shall it enter into any such holdings or agreements. In addition, Consultant warrants that it does not presently and shall not acquire any direct or indirect interest adverse to those of the City in the subject of this Agreement, and it shall immediately disassociate itself from such an 3 interest should it discover it has done so and shall, at the City's sole discretion, divest itself of such interest. Consultant shall not knowingly, and shall take reasonable steps to ensure that it does not,employ a person having such an interest in the performance of this Agreement. If after employment of a person, Consultant discovers it has employed a person with a direct or indirect interest that would conflict with its performance of this Agreement, Consultant shall promptly notify City of this employment relationship, and shall, at the City's sole discretion, sever any such employment relationship or remove them from the project team. 13. Equal Employment Opportunity. Consultant-warrants that it is an equal opportunity employer and shall comply with applicable regulations governing equal employment opportunity. Neither Consultant nor its subcontractors do and neither shall discriminate against persons employed or seeking employment with them on the basis of age, sex, color,race,marital status, sexual orientation, ancestry,physical or mental disability, national origin, religion, or medical condition,unless based upon a bona fide occupational qualification pursuant to the California Fair Employment& Housing Act. 14. Insurance. A. Minimum Scope of Insurance: `-- i. Consultant agrees to have and maintain, for the duration of the contract, General Liability insurance policies insuring him/her and his/her firm to an amount not less than: one million dollars ($1,000,000) combined single limit per occurrence and $1,000,000 aggregate for bodily injury,personal injury and property damage in a form at least as broad as ISO "Occurrence"Form CG 0001. ii. Consultant agrees to have and maintain for the duration of the contract, an Automobile Liability insurance policy ensuring him/her and his/her staff to an amount not less than one million dollars ($1,000,000)combined single limit per accident for bodily injury and property damage. iii. Consultant agrees to have and maintain, for the duration of the contract,professional liability insurance in amounts not less than one million dollars ($1,000,000) sufficient to insure Consultant for professional errors or omissions in the performance of the particular scope of work under this agreement. iv. Any deductibles exceeding$50,000 or self-insured retentions must be declared to and approved by the City. For self-insured retentions of more than$5,000 for any policy, at the option of the City and at the request of the City,the Contractor shall obtain either of the following: the insurer shall reduce or eliminate such deductibles or self- 4 insured retentions as respects the City, its officers, officials, employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration, and defense expenses. B. General and Automobile Liability Policies: i. The City, its officers, officials, employees and volunteers are to be covered as insured as respects: liability arising out of activities performed by or on behalf of the Consultant;products and completed operations of Consultant excluding professional services,premises owned or used by the Consultant. The endorsement providing this additional insured coverage shall be similar to or broader than ISO Form CG 20 10 11 85 and must cover negligence, completed operations, and the acts of subcontractors. This requirement does not apply to the professional liability insurance required for professional errors and omissions. ii. The Consultant's insurance coverage shall be endorsed to be primary insurance as respects the City, its officers, officials, employees and volunteers. Any insurance or self-insurances maintained by the City, its officers, officials, employees or volunteers shall be excess of the Consultant's insurance and shall not contribute with it. iii. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. iv. The Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer's liability. C. In addition to these policies, Consultant shall have and maintain Workers' Compensation insurance as required by California law. Further, Consultant shall ensure that all subcontractors employed by Consultant provide the required Workers'Compensation insurance for their respective employees. D. All Coverages: Each insurance certificate required in this item shall be endorsed to state that coverage shall not be canceled, except after thirty (30)days' prior written notice has been given to the City. Current certification of such insurance shall be kept on file at all times during the term of this agreement with the City Clerk. E. Acceptability of Insurers. Insurance is to be placed with insurers with a Best's rating of no less than A-VII and authorized to do business in the State of California. 5 F. Verification of Coverage. Upon execution of this Agreement, Contractor shall furnish the City with certificates of insurance and with original endorsements effecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be on forms approved by the City. All certificates and endorsements are to be received and approved by the City before any work commences. The City reserves the right to require complete,certified copies of all required insurance policies, at any time. 15. Indemnification. A. General Requirement. To the maximum extent allowed by law, except for liability arising from design professional services, Consultant shall defend, indemnify, protect and hold harmless the City, its elected and appointed officers, and employees, from and against any and all claims, demands, causes of action, costs, expenses (including reasonable attorneys fees), liability, loss, damage or injury, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident to any alleged acts, omissions, negligence, or willful misconduct of Consultant, its officials, officers, employees, agents, and contractors, arising out of or in connection with the performance of the Defined Services or this Agreement. Consultant's obligation hereunder does not include any claims, damages, liability, costs and expenses (including without limitations, attorneys fees) arising from the sole negligence, active negligence or willful misconduct of the City, its officers, employees. Consultant's obligation hereunder does include liability arising from, connected with, caused by or claimed to be caused by the active or passive negligent acts or omissions of the City, its agents, officers, or employees which may be in combination with the active or passive negligent acts or omissions of the Consultant, its employees, agents or officers, or any third party. B. Design Professional Services. To the maximum extent allowed by law, with respect to liability arising from "design professional services," as defined by California Civil Code section 2782.8, as may be amended from time to time, Consultant shall indemnify and hold harmless the City, its elected and appointed officers, and employees from and against any and all claims, demands, causes of action, costs, expenses (including rea§onable attorneys fees), liability, loss, damage or injury, in law or equity, to property or persons, including wrongful death,to the extent caused by the negligence, recklessness or willful misconduct of Consultant, its officials, officers, employees, agents, consultants, and contractors arising out of or in connection with the performance of Consultant's services hereunder. Consultant's duty to indemnify shall not include any claims or liabilities arising from the negligence, active negligence or willful misconduct of the City, its agents, officers or employees or that of any third party. 6 C. Insurance Proceeds. Consultant's obligation to indemnify shall be restricted to insurance proceeds, if any, received by the City, its directors, officials, officers, employees, agents, and/or volunteers. D. Declarations. Consultant's obligations under this Article 15 shall not be limited by any prior or subsequent declaration by the Consultant. E. Survival. Consultant's obligations under this Article 15 shall survive the termination of this Agreement. 16. Waiver. No failure on the part of either party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder, nor does waiver of a breach or default under this Agreement constitute a continuing waiver of a subsequent breach of the same or any other provision of this Agreement. 17. Governing Law. This Agreement, regardless of where executed, shall be governed by and construed to the laws of the State of California. Venue for any action regarding this Agreement shall be in the Superior Court of the County of San Mateo. 18. Termination of Agreement. The City and the Consultant shall have the right to terminate �..- this agreement with or without cause by giving not less than fifteen (15)days written notice of termination. In the event of termination,the Consultant shall deliver to the City all plans, files, documents, reports,performed to date by the Consultant. In the event of such termination, City shall pay Consultant an amount that bears the same ratio to the maximum contract price as the work delivered to the City bears to completed services contemplated under this Agreement, unless such termination is made for cause, in which event, compensation, if any, shall be adjusted in light of the particular facts and circumstances involved in such termination. 19. Amendment. No modification, waiver, mutual termination, or amendment of this Agreement is effective unless made in writing and signed by the City and the Consultant. 20. Disputes. In an effort to resolve any conflicts that arise during the design or construction of the Project or following completion or partial completion of the Project, the City and the Consultant agree that all disputes between them arising out of or relating to this Agreement or the Project shall be submitted to nonbinding mediation. In any dispute over any aspect of this Agreement,the prevailing party shall be entitled to reasonable attorney's fees, as well as costs, not to exceed$7,500 in total. 21. Entire Agreement. This Agreement constitutes the complete and exclusive statement of the Agreement between the City and Consultant. No terms, conditions,understandings or agreements purporting to modify or vary this Agreement, unless hereafter made in writing and signed by the party to be bound, shall be binding on either party. 7 L IN WITNESS WHEREOF,the City and Consultant have executed this Agreement as of the date indicated on page one (1). City of Burlingame Group 4 By �� ----- By Print Name: V14-46 Yom-, �t�- Title ATTEST: Approved as to form: City Clerk City Attorney R 8 RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH GROUP 4,ARCHITECTURE,RESEARCH+PLANNING,INC FOR THE PREPARATION OF PLANS AND SPECIFICATIONS FOR BURLINGAME LIBRARY MILLENNIUM PROJECT WHEREAS,the Burlingame Public Library is in the processing of upgrading its facility with twenty-first century technology and additional amenities to meet the growing demands of its customers; and WHEREAS,the City Council has previously reviewed and approved the Burlingame Library Millennium Project which includes RFID automated handling system,a technology lab with 25 to 30 workstations,five group study rooms,a Library Foundation Bookstore,a cafe, expanded teen space and improved service desks and staff work spaces;and WHEREAS,Group 4 is a recognized leader in the design and planning of public libraries having over 30 years' experience in the field and the firm was directly involved in the design and plan of the original Burlingame Library reconstruction project;and WHEREAS,Group 4 has the experience,training and expertise to provide the required professional services and is willing and able to provide those services to the City under the terms of the attached Agreement; +� NOW,THEREFORE,THE CITY COUNCIL OF THE CITY OF BURLINGAME DOES HEREBY RESOLVE AS FOLLOWS: The City Council hereby approves and authorizes the City Manager to execute an Agreement with Group 4,Architecture,Research+Planning,Inc. for the preparation of plans and specifications for the Burlingame Library Millennium Project. Jerry Deal,Mayor I, Mary Ellen Kearney, City Clerk of the City of Burlingame, do hereby certify that the foregoing resolution was introduced at a regular meeting of the City Council held on the 16`h day of July,2012,and was adopted thereafter by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: Mary Ellen Kearney,City Clerk Exhibit A Scope of Services 1.0 The Project The Project is the limited remodeling of the Burlingame Public Library located at 480 Primrose Road,Burlingame,California.The scope of the Project is described in the master plan floor plan drawings dated February 9,2012 and the accompanying Phasing Plan. Construction for the Project will be in three phases.The three construction phases will be bid as one project for the selection of one general contractor.The furniture for all phases will be bid as a separate bid package for the selection of up to two furniture supply and installation contractors. The City acknowledges that the Consultant's investigation of the existing building and site is limited and that portions of the work may not be discovered until construction is underway. Such changes may be addressed,as Additional Services,through change orders or supplemental instructions to the Contractor. The City does not intend to engage the services of a construction management or project management consultant.The Project is not intended to be submitted to the US Green Building Council for LEED certification or other rating. 2.0 Scope of Basic Services 2.1 GENERAL: The Consultant's Basic Services are described in paragraphs 2.2 below and �-- include the services of a mechanical engineer,an electrical engineer,and low voltage system consultant.Basic Services will also include structural engineering for any modifications to the existing ramp at the east side of the library.The Consultant's Basic Services shall include the design of signage for the Project. 2.2 PHASE 1 -PRELIMINARY DESIGN SERVICES. The Consultant shall: 2.2.1 Prepare a Project Directory and Detailed Project Schedule for review by the City. 2.2.2 Prepare preliminary design documents for review by the City showing the scale, proportion and character of the principal interior elements and any modification to the east ramp and building exterior. 2.2.3 Prepare preliminary building code analysis. 2.2.4 Meet with the City's Building Official to review the building analysis. 2.2.5 Following review by the City,make revisions to the preliminary design documents, based on direction from the City, for the City's review and approval. 2.2.6 Prepare two color and finish schemes for the City's review. The City will select the preferred scheme and provide direction to the Consultant for changes desired. 2.2.7 Prepare preliminary signage design. 2.2.8 Update the phasing plan for the City's approval. 2.2.9 Prepare final Preliminary Design Documents describing the scale and character of the proposed design.The City will review the documents and provide written comments to the Consultant.The Preliminary Design Documents shall include the following: 116.1 2.2.9.1 Preliminary Site Plan 2.2.9.2 Preliminary Floor Plans for 3 floors c:\users\harding.burlingame\appdata\local\microsoft\windows\temporary internet files\content.outlook\ajbizbu6\2012-07-02 revised draft exhibit a.doc 2.2.9.3 Preliminary Phasing Plan 2.2.9.4 Preliminary Door Schedule 2.2.9.5 Preliminary Finish Schedule 2.2.9.6 Preliminary Signage Schedule 2.2.9.7 Preliminary Design Phase showing preliminary estimated construction cost per phase. 2.2.9.8 2 interior color renderings or computer modeling of interior. 2.2.9.9 Preliminary engineering drawings. 2.2.10 Conduct a Project Review Meeting to review the design, associated building maintenance,project budget, and potential cost savings. 2.3 PHASE 2 -CONSTRUCTION DOCUMENTS SERVICES. The Consultant shall: 2.3.1 Respond to City review comments. 2.3.2 Prepare 50%Construction Documents Statement of Probable Construction Cost. 2.3.3 Prepare 50%Construction Documents, including drawings and technical specifications for City review and approval.The City shall prepare written review comments. 2.3.4 Respond to City review comments. 2.3.5 Prepare Plan Check Construction Documents, including drawings and technical specifications,for submission to the City for plan check review. 2.3.6 Prepare Division 1 specification for the City's review and approval. 2.3.7 Review the City's Division 0 bid and contract documents. 2.3.8 Respond to City's plan check comments by providing further information on the �... building code issue or by modifying the documents. 2.3.9 Update the Statement of Probable Construction Cost. 2.3.10 Prepare the Building Permit Construction Documents suitable for issuance of the building permit and for bidding. 2.4 PHASE 3 -FURNITURE SELECTION. The Consultant shall: 2.4.1 Prepare a spreadsheet schedule showing existing furniture to be reused and/or refinished and new furniture and casework to be purchased by City. 2.4.2 Prepare a preliminary furniture budget. 2.4.3 Prepare a floor plan showing location of furniture, shelving and major equipment items. 2.4.4 Prepare two options for the new furniture for the City to evaluate and select the preferred option. 2.4.5 Based upon direction from the City,prepare final furniture plan and schedule broken down by construction phases for the City's review and approval. 2.4.6 Update the furniture budget. 2.4.7 Prepare furniture contract documents for bidding or direct procurement. 2.5 MEETINGS: 2.5.1 In addition to the project meetings identified in Paragraphs 2.2.4 and 2.2.10,the Consultant shall attend additional project meetings as directed by the City or as reasonably needed for the project. The Consultant's responsibilities to conduct and/or attend meetings shall terminate when the maximum compensation for meetings stipulated in Exhibit B is reached unless the City provides additional compensation and authorizes the Consultant to attend additional meetings. 3.0 Optional Additional Services 3.1 GENERAL: The following services are not included in the Consultant's Scope of Basic Services and shall be provided by the Consultant if directed by the City. 3.2 PHASE 4-BIDDING SERVICES The Consultant shall: 3.2.1 Assist the City in obtaining bids and assist in awarding and preparing contracts for construction,following the City's approval of the Construction Documents and of the latest Statement of Probable Construction Cost, 3.2.2 Attend a pre-bid conference. 3.2.3 Issue Addenda to clarify known bidders' questions. 3.3 PHASE 5 -CONSTRUCTION ADMINISTRATION SERVICES 3.3.1 For each of the three phases of construction,the Consultant's responsibility to provide Basic Services for the Construction Phase under this Agreement commences with the"Notice to Proceed"(NTP)of the Contract for Construction and terminates at the earlier of the date of issuance of the Certificate of Substantial Completion of the Work, as defined in the construction documents,or 30 calendar days after the original Contract Construction Period from the stated in the contract 3.3.2 Assist the City in providing Administration of the Contract for Construction. �... 3.3.3 Prepare a conformed set of construction documents that will incorporate information and any changes that were made through bid addendum. 3.3.4 Attend one pre-construction conference. 3.3.5 Shall visit the site up to 50 times total for all construction phases,to become generally familiar with the progress and quality of the work completed and to determine, in general, if the work is being performed in a manner indicating that the work when completed will be in accordance with the Contract Documents. However, the Consultant shall not be required to make exhaustive continuous on-site inspections to check the quality or quantity of the work. On the basis of on-site observations as a Consultant,and through information provided to the Consultant by the City's representative,the Consultant shall keep the City informed of the progress and quality of the work,and shall guard the City against defects and deficiencies in the work. 3.3.6 Review Contractor's submittals,including Shop Drawings,Product Data and Samples,but only for the limited purpose of checking for conformance with information given and the design concept expressed in the Contract Documents. The Consultant's action shall be taken with such reasonable promptness so as to cause no delay in the work,while allowing sufficient time in the Consultant's judgment to permit adequate review. Review of such submittals is not conducted for the purpose of determining the accuracy and completeness of other details such as dimensions and quantities or for substantiating instructions for installation or performance equipment or systems designed by the Contractor,all of which remain the responsibility of the Contractor to the extent required by the Contract Documents. The Consultant's review shall not constitute review of safety precautions or,unless otherwise specifically stated by the Consultant,of construction means,methods, techniques, sequences or procedures. The Consultant's review of a specific item shall not indicated approval of an assembly of which the item is a component. When professional certification of performance characteristics of materials,systems or equipment is required by the Contract Documents,the Consultant shall be entitled to rely upon such certification to establish that the materials, systems or equipment will meet the performance criteria required by the Contract Documents. The City- Contractor Agreement shall contain language equal to the above. 3.3.7 Respond to Contractor's Requests for Information(RFI). Interpretations and decisions of the Consultant shall be consistent with the intent of and reasonably inferable from the Contract Documents and shall be in writing or in the form of drawings. When making such interpretations and initial decisions,the Consultant shall secure faithful performance by both City and Contractor, shall not show partiality to either,and shall not be liable for results of interpretations or decisions so rendered in good faith. 3.3.8 The Consultant shall not have control over or charge of and will not be responsible for construction means,methods,techniques, sequences or procedures,or safety precautions and programs in connection with the work, since these are solely the Contractor's responsibility under the Contract for Construction. The Consultant will not be responsible for the Contractor's schedules or failure to carry out the work in accordance with the Contract Documents. The Consultant will not have control over or charge of acts or omissions of the Contractor, Subcontractors,or their agents or employees,or of any other persons performing portions of the work. 3.3.9 Review of Contractor's payment requests for City's approval. 3.3.10 Shall at all times have access to the work wherever and whenever it is in preparation or progress. 3.4 PHASE 6 -FURNITURE INSTALLATION ADMINISTRATION AND PROCUREMENT SERVICES 3.4.1 Answer bidders' questions during bidding. 3.4.2 Prepare bid addendum as needed. 3.4.3 Assist the City with reviewing bids received. 3.4.4 Conduct up to 8 site visits during furniture installation during the 3 phases of installation. 3.4.5 Review furniture contractor's submittals and shop drawings and prepare punch list. 3.5 PHASE 7 -PROJECT CLOSE-OUT PHASE. The Consultant shall: 3.5.1 For each phase of construction,provide project closeout services to the City for a 60 day period following the Date of Substantial Completion. 3.5.2 Upon request by contractor and in accordance with contract specifications,for Substantial Completion and later Final Completion,Consultant shall conduct up to 2 reviews to assist City in determining if the Project is ready for the stage of completion requested by the contractor. Consultant shall provide City with a written recommendation for determining the date or dates of Substantial Completion and the date of Final Completion. The Consultant shall receive and forward to the City for �-' the City's review and records written warranties and related documents required by the Contract Documents and assembled by the Contractor,and shall review the final Certificate for Payment upon compliance with the requirements of the Contract Documents. 3.5.3 At completion of the Project,review Contractor's Record Drawings that reflect the changes to the work during construction. 3.5.4 Review Contractor supplied operation and maintenance manuals. 3.5.5 Review Contractor warranties. 3.5.6 Assist the City in negotiation and preparation of final change order. 3.6 OTHER OPTIONAL ADDITIONAL SERVICES. The Consultant shall: 3.6.1 Providing financial feasibility or other special studies. 3.6.2 Except for Title 24 analysis and forms,providing special surveys,environmental studies and submissions required for approvals of governmental authorities or others having jurisdiction over the Project except as provided in Basic Services above. 3.6.3 Providing services to verify the accuracy of drawings or other information furnished by the City. 3.6.4 Providing analyses of owning and operating costs. 3.6.5 Providing services for preparing measured drawings of existing building conditions with the exception of the site survey and site plan. 3.6.6 Providing services of an elevator consultant or any consultants other than those specified under Basic Services. 3.6.7 Preparing documents for alternate,multiple,or sequential bids. 3.6.8 Providing services to the city after the original date of substantial completion �- stipulated in the original construction documents except for Project Close Out Phase services. 3.6.9 Providing services to the city after a period of 60 calendar days from the Date of Substantial Completion of any phase of construction. 3.6.10 Preparing a set of reproducible record drawings showing changes in the Work made during construction based on marked-up prints, drawings and other data furnished by the Contractor. 3.6.11 Providing any other services not otherwise included in this Agreement or not customarily furnished in accordance with generally accepted architectural practice. 4.0 Contingent Additional Services 4.1 If services described under Contingent Additional Services in Paragraphs 4.2 through 4.10 are required due to circumstances beyond the Consultant's control,the Consultant shall notify the City prior to commencing such services.If the City deems that such services described under Paragraph 4.2 through 4.10 are not required,the City shall give prompt written notice to the Consultant.If the City indicates in writing that all or parts of such Contingent Additional Services are not required,the Consultant shall have no obligation to provide those services. 4.2 Making revisions in drawings, specifications or other documents when such revisions are: 4.2.1 Inconsistent with approvals or instructions previously given by the City, including revisions made necessary by adjustments in the City's program or Project budget, except as required under 2.0 Basic Services. 4.2.2 Required by the enactment or revision of codes, laws or regulations subsequent to the preparation of such documents. 4.2.3 Due to changes required as a result of the city's failure to render decisions in a timely manner. 4.3 Providing services required due to significant Project scope changes, including,but not limited to,size,quality,complexity,the approved Project schedule,or the method of bidding or negotiating and contracting for construction. 4.4 Providing services in connection with arbitration proceeding or legal proceeding except where the Consultant is party thereto. 4.5 Preparing drawings, specifications and other documentation and supporting data evaluating Contractor's proposals,and providing other services in connection with Change Orders and Construction Change Directives due to changes in the Project Scope. 4.6 Provide services in connection with evaluating substitutions proposed by the Contractor and making subsequent revisions to drawings, specifications and other documentation resulting therefrom. 4.7 Providing consultation concerning replacement of Work damaged by fire or other cause during construction, and furnishing services required in connection with the replacement of such Work. 4.8 Providing services made necessary by the default of the Contractor,by major defects or deficiencies in the Work of the Contractor,or by failure of performance of either the City or Contractor under the Contract for Construction. 4.9 Providing Construction Administration or furniture installation administration services beyond the specified time in Paragraph 3.3.1 or providing Close Out services beyond the period specified in Paragraph 3.5.1. 4.10 Preparation,attendance and follow-up for meetings that are in addition to those that are specified and budgeted in Basic Services. 5.0 Responsibilities of the City 5.1 Throughout the Project,the City will have the following responsibilities and will provide the following services on behalf of the Project. 5.1.1 Direction on the new location and size of the library's collection 5.1.2 Specification and bidding for new smart book drops and automated material handling systems. 5.1.3 Placing an identification marker of existing furniture. 5.1.4 Design of any changes to security systems 5.1.5 Management of the overall project budget 5.1.6 Information about the City's needs 5.1.7 A project representative who is authorized to make decisions in a timely manner with respect to the project. 5.1.8 Topographic and other survey information(This can be provided by our civil engineer as an Additional Services if desired). 5.1.9 Geotechnical engineering including inspection and testing during construction. 5.1.10 Special studies,testing and the services of special consultants if required by agencies having jurisdiction over the project. 5.1.11 Testing of existing mechanical systems. 5.1.12 Testing of sewer and other site systems if needed. 5.1.13 Inspections and testing during construction where required by building codes or the construction documents. L Exhibit B L- Compensation 1 .0 Compensation for Basic Services 1.1 Compensation to the Consultant for Basic Services described in Exhibit A, Paragraphs 2.0 through 2.4.7 shall be a stipulated sum of Three Hundred Thirty Three Thousand, Nine Hundred and Sixty Dollars($333,960). 1.2 Basic Compensation per project phase shall not exceed the following portions of the Basic Services compensation unless approved by the City. Phase 1 Preliminary Design Services $106,391 Phase 2 Construction Documents Services $175,619 Phase 3 Furniture Selection Services $ 51,950 Total $333,960 1.3 Compensation for meetings described in Exhibit A Paragraph 2.5 and 2.5.1 shall be on a per meeting basis at the following below. Compensation for meetings shall not exceed Fifteen Thousand ($15,000) unless approved by the City: Project Management Team Meeting $ 750 Presentation to Board of Trustees, Library Foundation or Community organization $1,000 Presentation at public hearings $1500 Community Meeting $2,500 2.0 Compensation for Additional Services 2.1 Compensation to the Consultant for Additional Services described in Exhibit A, Paragraphs 3.0 through 4.10 is in addition to compensation for Basic Services and shall be either at the following hourly rates,or made as a negotiated stipulated sum.The rates below will be in effect through December 31St, 2012 and are subject to annual revisions at the start of each calendar year. Consulting Principal $250.00 per hour Principal in Charge 195.00 per hour Principal 175.00 per hour Associate 160.00 per hour Project Manager 150.00 per hour Professional 1 140.00 per hour Professional II 130.00 per hour Professional III 120.00 per hour `., Technical 1 125.00 per hour Technical II 110.00 per hour c:\users\harding.burlingame\appdata\local\microsoft\windows\temporary internet files\content.outlook\ajbizbu6\2012-06-27 revised draft exhibit b(2).doc Technical III 95.00 per hour Technical IV 85.00 per hour Project Support 80.00 per hour 3.0 Compensation for Reimbursable Expenses 3.1 Reimbursable expenses are in addition to compensation for Basic Services in Exhibit A and include expenses incurred by the Architect and subconsultants in the interest of the Project. Such costs include,but are not necessarily limited to: ■ CAD plotting of check sets and presentation drawings larger than 11"x17". ■ Outside service printing/copying of drawings and documents of any size. ■ In-house black and white printing/copying of drawings larger than 11"x 17". ■ In-house black and white printing/copying for draft and final reports and specifications. ■ In-house color printing and photocopying up to 11"x17" for in-house, consultant or client use. ■ Software purchase and licensure on behalf of the client with prior client approval. ■ Postage,delivery and messenger service. ■ Photographic and digital imaging, including color and grayscale copies of any size. ■ Outside telephone conferencing services. ■ Overtime expenses with prior client approval. ■ Architectural renderings,physical and digital scale models and animations other than those specified under Basic Services. Travel expenses such as mileage, bridge tolls,and meals. ■ Subconsultant costs. ■ Presentation boards. ■ Facilitation tools. ■ Workshop accessories and facilitation materials. ■ Videos,web services,opinion surveys. ■ Additional consultant services. The following expenses are included in the hourly billing rates and are not billed separately: ■ General in-house black and white printing/copying of 11"x 17"or smaller, except as noted above. ■ Telephone and fax usage, unless stipulated otherwise by Agreement. 3.2 Reimbursable expenses related to the Project, whether for consultant, subconsultant, or client use,are billable at 1.10 times direct cost 3.3 Rates for Reimbursable Expenses are subject to annual revision each January Page 2 of 2