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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 02/20/2007 - ITEMS RELATING TO THE SOUTHEAST BRANCH LIBRARY ITEM NUMBER: 34 A-C AGENDA ITEM SUMMARY DATE: February 20, 2007 FORT COLLINS CITY COUNCIL STAFF: Marty Heffernan SUBJECT Items Relating to the Southeast Branch Library. RECOMMENDATION Staff recommends adoption of the Resolutions and the Ordinance on First Reading. FINANCIAL IMPACT Approximately$5.6 million is available from library capital improvement expansion fees collected from new residential construction in Fort Collins since 1996. These fees are collected to pay for the impact of growth on the quality of library services. Funds must be spent within a reasonable time of collection (approximately 10 years) to provide library materials or facilities. Staff anticipates construction and furnishings, including the library's collection, will cost about$5.2 million. Recent ballot language authorized the newly formed library district to operate a southeast branch library once it is constructed. The annual operating budget would be approximately $750,000 - $1,200,000 depending on the level of staffing needed. EXECUTIVE SUMMARY A. Resolution 2007-020 Authorizing an Exemption to the Competitive Process for the City to Enter into a Contract with Bayer Properties for the Construction of the Southeast Branch Library. B. Resolution 2007-021 Authorizing an Exemption to the Competitive Process for the City to Enter into a Contract with Aller-Lingle Architects to Complete Architectural Services of the Design and Construction Phases of the Southeast Branch Library. C. First Reading of Ordinance No. 037, 2007, Appropriating Prior Year Reserves Designated for Library Improvements in the Capital Improvement Expansion Fund for Transfer to the City's Capital Projects Fund to Construct a Southeast Branch Library and the General Fund to Purchase Library Books and Materials. Resolution 2007-020 will allow the City to coordinate construction of the Southeast Branch Library at Front Range Village with Bayer Properties. Resolution 2007-021 authorizes a contract with Aller-Lingle Architects, already under a City February 20, 2007 -2- Item No. 34 A-C purchasing contract, to provide comprehensive architectural services through the design and construction phases of the project. Ordinance No. 037, 2007, appropriates available library impact fees to pay for the design and construction of the Library and the collection. BACKGROUND The City is working with Bayer Properties to include a 16,000 square-foot library in the Front Range Village development. The library will be located on the second floor of an attractive, centrally located building. The library will be owned by the City and will provide convenient and much needed library services for the community. Area voters recently approved the new library district, including new funds to pay for the operation of the long awaited SE Branch Library. Existing funds collected from impact fees are sufficient to pay for the construction and furnishing of a 16,000 square-foot branch. This branch will help meet the goals identified in the Library Capital Improvement Plan of four books per capita and .7 square feet per capita of library space by 2015. The library is currently at 2.56 books per capita and .4 square feet per capita. Resolution 2007-020 Bayer Properties has retained a construction contractor for all the buildings in the Front Range Village development, including the core and shell of the building the library will occupy. By coordinating the construction of the library core and shell through Bayer, the City will realize efficiencies and expedite the completion of the library. The core and shell includes the foundation, walls, roof and associated elements of the building. The estimated cost of this work is 1.3 million dollars. A single contractor responsible for and familiar with the overall development as well as the various project components will be able to construct the library building according to the City's standards with greater efficiency than a separate contractor. It will also provide economy of scale. Staff intends to utilize a competitive process to select a contractor to finish the library space. The finish work includes the entire interior space of the library, everything from drywall and electrical to carpeting, lighting and shelving. • Partnering with Bayer on the Library project maximizes use of the impact fees designated for library services and materials. Bayer's contribution to the library project is substantial. • Bayer is providing the land for the library building and paying for the infrastructure costs associated with bringing necessary utilities and streets to the development and to the library building itself. • Bayer is also providing the adjacent parking lots and paying the associated offsite development costs and fees. February 20, 2007 -3- Item No. 34 A-C • Operation Services has estimated that the cost savings to the City by partnering with Bayer is approximately 2.2 million dollars compared to the cost of the City building a stand alone branch library. Resolution 2007-021 Because the City is under extreme time pressures to complete the construction of the library in conjunction with the construction of the Front Range Village, City Purchasing has made a determination per Section 8-161(d)(1)(b)ofthe Code of the City of Fort Collins,that although there exists more than one(1)responsible source, a competitive process cannot reasonably be used or, if used, will result in a substantially higher cost to the City, will otherwise injure the City's financial interests or will substantially impede the City's administrative functions or the delivery of services to the public. The Purchasing Agent has submitted the requisite justification to the City Manager for approval and the City Manager has reviewed and concurred in that determination for this acquisition. Section 8-161(d)(3)requires Council approval of all exceptions to the competitive process over One Hundred Thousand Dollars ($100,000) prior to acquisition. Bayer Properties intends to begin construction of their development next month and open the new retail center in June of 2008. Due to the aggressive timeline for construction of the building that will include the library,Aller-Lingle Architects, already under City of Fort Collins purchasing contract, was consulted for preliminary plans required by Bayer to begin the core and shell design. Aller- Lingle sub-contracted for library design expertise from Joseph Montabano of Studiotrope in Denver. Phase One was completed for$41,000 and allowed Bayer Properties architects to begin drawings for the core and shell of the building. To insure the integrity of the Southeast Branch Library project, from conceptual design through completion,City staff is asking to hire Aller-Lingle to provide comprehensive architectural services through the design and construction phases of the project, including mechanical, electrical and library design. The estimated cost for these services is $191,300. Aller Lingle Architects P.C.'s design team is the most appropriate for continuing the design work for the new Fort Collins branch library because: • The team of Aller Lingle Architects P.C. and Studiotrope has been working with the library staff for the programming and conceptual design phases of the project, including coordination with Bayer Properties, and has full knowledge and understanding of the functional and aesthetic needs of this library branch. • Studiotrope was selected by the library staff as the library design consultant based upon their experience and skill in library planning and design. • Aller Lingle Architects P.C.has a 20-year working relationship with the City of Fort Collins, including such major projects as the Downtown Transit Center and the Northside Aztlan Community Center. February 20, 2007 -4- Item No. 34 A-C • Aller Lingle Architects P.C. has experience with LEED-accredited projects,including both the Utilities Vehicle Storage facility and the Northside Aztlan Community Center for the City. • Aller-Lingle Architects P.C. has a working knowledge of the City's Design Standards Manual, specifying the design and maintenance requirements of all city facilities. • Aller-Lingle has retained the services of Joseph Montalbano, an award-winning architect with ten years of experience designing libraries in Colorado and elsewhere. He has worked on public libraries in Littleton,Aurora, and Walsenburg as well as Reno,Nevada. He spent seven years working with the Denver firm Brendle AVP. Ordinance No. 037, 2007 The City would use available library impact fees to pay for the design and construction of the library and for the library collection. • The City would own the library through a condominium deed Bayer is providing. • All off-site development costs, parking, utility infrastructure to the building, streets, green space and numerous site amenities will be provided by Bayer without cost to the library project. • The City will pay for construction of the second floor library space and related infrastructure, including a first floor lobby, elevators, a stairway and book drops. • The branch library will be operated by the new Fort Collins Regional Library District under the terms worked out in the intergovernmental agreement. It is anticipated that construction of the new library will be completed by June 2008 so it can be opened at the same time the shopping center opens. RESOLUTION 2007-020 OF THE COUNCIL OF THE CITY OF FORT COLLINS AUTHORIZING AN EXEMPTION TO THE COMPETITIVE PROCESS FOR THE CITY TO ENTER INTO A CONTRACT WITH BAYER PROPERTIES FOR THE CONSTRUCTION OF THE SOUTHEAST BRANCH LIBRARY WHEREAS, Bayer Properties has agreed to construct a branch library on the second floor of one of the buildings at their Front Range Village Development; and WHEREAS, City staff has determined that savings of approximately$2,200,000 will be realized by partnering with Bayer Properties for the construction of a 16,000 square foot branch library located over retail space planned for the Front Range Village, located near the intersection of Harmony and Ziegler Roads; and WHEREAS, the Purchasing Agent has determined that Bayer Properties offers the best opportunity to construct the Southeast Branch Library at a substantial savings; and WHEREAS, if the City wishes to take advantage of the cost savings of partnering with Bayer Properties there is not sufficient time to initiate and complete a new competitive selection process for the construction of the exterior shell of the Southeast Branch Library; and WHEREAS, the cost to have Bayer Properties construct the exterior shell of the Southeast Branch Library is approximately ONE MILLION THREE HUNDRED THOUSAND DOLLARS ($1,300,000); and WHEREAS, pursuant to Section 8-161(d)(1)(b) of the Code of the City of Fort Collins authorizes Council to approve an exemption to the competitive process when, although there exists more than one (1) responsible source, a competitive process cannot reasonably be used or, if used, will result in a substantially higher cost to the City, will otherwise injure the City's financial interests or will substantially impede the City's administrative functions or the delivery of services to the public; and WHEREAS,the Purchasing Agent has submitted the required writtenjustification to the City Manager for approval; and WHEREAS,the City Manager has reviewed and concurred in that determination for this procurement; and WHEREAS, Section 8-161(d)(3) required approval of this purchasing method by the City Council for items costing more than ONE HUNDRED THOUSAND DOLLARS ($100,000). NOW,THEREFORE,BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS that the construction of the exterior shell of the Southeast Library at Front Range Village by Bayer Properties in the amount of ONE MILLION THREE HUNDRED THOUSAND DOLLARS ($1,300,000)is approved as an exemption to the City's competitive procurement requirements. Passed and adopted at a regular meeting of the Council of the City of Fort Collins this 20th day of February, A.D. 2007. Mayor ATTEST: City Clerk RESOLUTION 2007-021 OF THE COUNCIL OF THE CITY OF FORT COLLINS AUTHORIZING AN EXEMPTION TO THE COMPETITIVE PROCESS FOR THE CITY TO ENTER INTO A CONTRACT WITH ALLER-LINGLE ARCHITECTS TO COMPLETE ARCHITECTURAL SERVICES OF THE DESIGN AND CONSTRUCTION PHASES OF THE SOUTHEAST BRANCH LIBRARY WHEREAS,Aller-Lingle Architects has an existing work order agreement with the City for miscellaneous design services costing up to $50,000; and WHEREAS,Aller-Lingle Architects has successfully completed the phase one design of the Southeast Library Project; and WHEREAS,the Purchasing Agent has determined that Aller-Lingle Architects has extensive knowledge and direct experience on the Southeast Library Project and offers the best opportunity for continuity and streamlining between the phase one design and completed construction; and WHEREAS, City staff has determined that savings of approximately $2,200,000 will be realized by partnering with Bayer Properties for the construction of a 16,000 square foot branch library located over retail space planned for the Front Range Village, located near the intersection of Harmony and Ziegler Roads; and WHEREAS,if the City wishes to take advantage of the cost savings of partnering with Bayer Properties there is not sufficient time to initiate and complete a new competitive selection process for a design firm; and WHEREAS, the cost to have Aller-Lingle Architects complete design services through !, construction is ONE HUNDRED NINETY-ONE THOUSAND THREE HUNDRED DOLLARS ($191,300); and WHEREAS, pursuant to Section 8-161(d)(1)(b) of the Code of the City of Fort Collins authorizes Council to approve an exemption to the competitive process when,although there exists more than one(1)responsible source, a competitive process cannot reasonably be used or, if used, will result in a substantially higher cost to the City,will otherwise injure the City's financial interests or will substantially impede the City's administrative functions or the delivery of services to the public; and WHEREAS,the Purchasing Agent has submitted the required written justification to the City Manager for approval; and WHEREAS, the City Manager has reviewed and concurred in that determination for this procurement; and WHEREAS, Section 8-161(d)(3) requires approval of this purchasing method by the City Council for items costing more than ONE HUNDRED THOUSAND DOLLARS ($100,000). NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS that the purchase of design and construction services in the amount of ONE HUNDRED NINETY-ONE THOUSAND THREE HUNDRED DOLLARS ($191,300) from Aller-Lingle Architects for the construction of the Southeast Library Project as an exemption to the City's competitive procurement requirements, is hereby approved: Passed and adopted at a regular meeting of the Council of the City of Fort Collins this 20th day of February, A.D. 2007. Mayor ATTEST: City Clerk ORDINANCE NO. 037, 2007 OF THE COUNCIL OF THE CITY OF FORT COLLINS APPROPRIATING PRIOR YEAR RESERVES DESIGNATED FOR LIBRARY IMPROVEMENTS IN THE CAPITAL IMPROVEMENT EXPANSION FUND FOR TRANSFER TO THE CITY'S CAPITAL PROJECTS FUND TO CONSTRUCT A SOUTHEAST BRANCH LIBRARY AND THE GENERAL FUND TO PURCHASE LIBRARY BOOKS AND MATERIALS WHEREAS, the City of Fort Collins has recognized and addressed the issue of requiring future growth and new development to contribute its proportionate share of the cost of providing new capital facilities and infrastructure required to maintain the City's level of services to its residents; and WHEREAS,on May 21, 1996,the City Council adopted Ordinance No. 51, 1996 amending the City Code by adding a new article pertaining to the imposition of capital improvement expansion fees to be used to fund capital improvements for the library, community parkland, police services, fire services, and general governmental facility services; and WHEREAS, the capital improvement expansion fees imposed under the provisions of the aforementioned section of the City Code,including a Library Capital Improvement Expansion Fee, went into effect on July 1, 1996, and the City has since been receiving those fees as a condition of the issuance of building permits; and WHEREAS, on July 21, 1998, the City Council adopted on second reading Ordinance No. 121, 1998,increasing the library capital improvement expansion fee to reflect the increased level of service resulting from the opening of the Harmony Library at Front Range Community College; and WHEREAS,City Code Section 7.5-27(a)requires that library capital improvement expansion fee funds be used only for capital improvements related to the provision of general library services, as such improvements may be identified in the capital improvements plan for library services; and WHEREAS, on May 19, 1998, the City Council adopted Resolution 98-83 creating the Capital Improvements Plan for the library,which plan recommends the library strive to provide 4.0 books per city resident and provide 0.7 square foot per capita; and WHEREAS, the construction of a new southeast branch library and the purchase of books and other library materials needed for the new branch library is consistent with the Capital Improvements Plan; and WHEREAS,Library staff has determined that savings of approximately$2,200,000 will be realized by partnering with Bayer Properties for the construction of a 16,000 square foot branch library located over retail space planned for the Front Range Village, located near the intersection of Harmony and Ziegler Roads; and WHEREAS,the estimated cost to construct a 16,000 square foot branch library including the purchase of books and materials is $5.2 million; and WHEREAS,library staff recommends appropriating library capital improvement expansion fee revenues, in the amount of$5.2 million, to be used to construct a 16,000 square foot branch library including the purchase of books and materials,located at the proposed Front Range Village; and WHEREAS, the request for appropriation of fees is consistent with the uses of the fees set forth in Chapter 7.5 of the City Code; and WHEREAS,Article V, Section 9,of the Charter of the City of Fort Collins permits the City Council to appropriate by ordinance at any time during the fiscal year such funds for expenditure as may be available from reserves accumulated in prior years,notwithstanding that such reserves were not previously appropriated; and WHEREAS,it is the desire of the City Council to appropriate the sum of$5.2 million from prior year reserves designated for library capital improvements in the Capital Improvement Expansion Fund for transfer as follows: To the Capital Projects Fund for Construction of a Branch Library $ 4,200,000 To the General Fund for Books and Materials 1,000,000 Total $ 5,200,000 for appropriation therein, as set forth in the Library Capital Improvements Plan. NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF FORT COLLINS as follows: Section 1. That there is hereby appropriated from prior year reserves designated for library capital improvements in the Capital Improvement Expansion Fund, the sum of FOUR MILLION TWO HUNDRED THOUSAND DOLLARS($4,200,000),for transfer to the Capital Projects Fund- Southeast Branch Library capital project, and appropriated therein,to be used to construct a 16,000 square foot branch library at the proposed Front Range Village. Section 2. That there is hereby appropriated from prior year reserves designated for library capital improvements in the Capital Improvement Expansion Fund, the sum of ONE MILLION DOLLARS ($1,00,000), for transfer to the General Fund, and appropriated therein, to be used to purchase books and materials for the new branch library at the proposed Front Range Village. -2- Introduced and considered favorably on first reading and ordered published this 20th day of February, A.D. 2007, and to be presented for final passage on the 6th day of March, A.D. 2007. Mayor ATTEST: City Clerk Passed and adopted on final reading this 6th day of March, A.D. 2007. Mayor ATTEST: City Clerk -3-