CITY OF PACIFIC GROVE 300 Forest Avenue, Pacific Grove, California 93950
TO:
Honorable Mayor and Members of the City Council
FROM:
Daniel Gho, Public Works Director
MEETING DATE:
March 4, 2020
SUBJECT:
Library Renewal Project Quarterly Report
CEQA:
Categorical Exemption, CEQA Guidelines Section 15301, Class I, Existing Facilities
RECOMMENDATION
Receive Quarterly report for the Pacific Grove Library Renewal Project
DISCUSSION
Background
The Library Renewal Project (The Project) is an extensive remodel primarily focused on the interior of the Library building located at 550 Central Avenue. Through generous funding from the City, foundations, and members of the community, $3 million has been raised to preserve and enhance the beloved Pacific Grove Library.
The Project will honor the historic nature of the Library building by restoring the original Carnegie portions and enhancing its integration with later building additions, performing needed repairs and maintenance throughout the facility, and ensuring the building meets the needs of generations to come.
In 2017, Karin Payson Architecture and Design was contracted to develop designs for The Project. In 2018, after several meetings with community stakeholders a design was approved that would address the Library’s most critical needs.
Following the completion of construction drawings and specifications, the City issued a request for proposals (RFP) for construction services in June 2019. Three proposals were received on July 19, 2019. At the August 21, 2019 meeting, City Council authorized the City Manager to enter into an agreement with Avila Construction Company (Avila) for construction of The Project in an amount not to exceed $2,162,960 plus a 10% contingency. A notice to proceed with construction was issued to Avila on November 4, 2019.
Prior to construction commencing at the Library Building, the City entered into a lease agreement with Monterey Capital, LLC and David Gash to allow for temporary library services in the Holman Building, located at 542 Lighthouse Avenue, Suite 111. The lease began on October 1, 2019 at which time the City completed the necessary tenant improvements, preparing the space to house the temporary Library during the renovation. The space was ready for occupancy in late October and the City began the formal move into the Holman Building on October 28, 2019. Just two days later, on October 30, 2019, the temporary library at the Holman opened to the Public.
PROJECT FINANCIALS
Received Revenues:
Table A provides a breakdown of the various project revenues and total available funds for The Project.
Table A—Project Revenues (1)
City Funds (Various Sources)
$926,829
Stewardship Funds
$586,000
Foundation and Friends Funds
$546,279
Grant Funds
$360,500
Community Donations to Friends and Foundation
$679,405
Total Available Funds
$3,099,013
(1) Includes additional City funding of $81,000 that was approved as part of the Library funding agreement. The ordinance to amend the budget is pending final approval as part of the mid-year budget process.
Project Cost Estimate*:
Table B, below, represents a snapshot of the budget and expenses associated with the three main components of The Project-- design and engineering, construction, and the cost associated with the library relocation and the continued services at the Holman site.
TABLE B – Project Budget & Expenditures
Project Component
Budget
Expended*
Remaining
Engineering & Design
$384,298
$221,206.73
$163,091
Construction
$2,441,915
$542,144.37
$1,837,112
Library Relocation & Continued Services
$272,800
$196,372.96
$107,936
Project Total
$3,099,013
$959,724.06
$2,108,139
Please note that statistical and financial information pertaining to construction provided in this report is through January 31, 2020, keeping the report consistent to contractor and vendor invoicing cycles. Please also note that as the project progresses there may be some movement in the line item budgets; however not the overall project budget.
PROJECT UPDATE Design & Engineering
The design and engineering phase of this project was deemed complete upon the close of the RFP phase in July 2019. Nevertheless, the design and engineering line item continues to incur expenditures, under the existing professional services contract with Karin Payson Design + Architecture, related to the review of material submittals and requests for information that arise during the construction phase. To date $221,206.73 has been expended. Although additional engineering and design expenses will be incurred during the remainder of the project, it is not anticipated that the full budget of $384,298 will be expended.
Construction
Construction commenced with a Notice to Proceed on November 4, 2019. Construction has been underway for approximately 4 months. Construction milestones through January 2020 include:
26% total project completion
94% completion of the demolition phase
24% completion of electrical work
52% completion of restroom plumbing and framing
Commencement of the clerestory installation
Of the total $2,162,960 contract with Avila, $542,144.37 has been invoiced. Additionally, 14 change orders have been approved at a cost of $89,963.02. Of this total, $43,494.88 worth of approved Change Order tasks have been completed and invoiced. Change Orders will be derived from the 10% construction contingency budget. The remaining $46,468.14 of approved Change Orders will be invoiced upon completion of the approved tasks.
The project is on track for completion in September 2020.
Receive Project Updates
The City has made a concerted effort to maintain a high level of public outreach on the progress of this project. The Library Renewal Project webpage (linked above) will continue to be updated with monthly construction memos and progress photos throughout the remainder of the project.
OPTIONS
N/A
FINANCIAL IMPACT:
There is no fiscal impact in receiving the report.
GOAL ALIGNMENT:
City Asset Stewardship: Repair, maintain and improve City assets, including streets, sidewalks, sewer systems, buildings, and parks and trails.
