Item Coversheet
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
Staff Report 

August  6, 2024
ORDERS OF BUSINESS

TO:

Honorable Mayor and City Council Members 
SUBMITTED BY:

Ashlee Wright, Director, Libraries & Community Activities
APPROVED BY: 

Chip Rerig, City Administrator
SUBJECT:Review the Request for Proposals (RFP) for Architect Services for the renovation of the Harrison Memorial Library and the list for the Architect Selection Committee 
RECOMMENDATION:

1. Review and provide direction on the Request for Proposals (RFP) for Architect Services for the renovation of the Harrison Memorial Library.

2.  Review and provide direction on the Architect Selection Committee.

BACKGROUND/SUMMARY:

At the July 7, 2024 Special City Council meeting the City Council reviewed the Request for Proposals (RFP) for Architect Services for the renovation of the Harrison Memorial Library and provided staff with direction to return to Council at the August meeting with the following:

 

  1. Updated language in the RFP specifically in the criteria section calling out the necessity of a library consultant for the project.
  2. A draft agreement between the City and the CPLF regarding funding responsibility for the project.
  3. Proposed committee members to review the RFP, including 1-2 architects.

 

The RFP is attached with updates requested by Council highlighted in yellow. The Trustees also received the Architect Selection Committee list from the CPLF for Council review.  

 

At this point in time the draft legal agreement is being reviewed by the CPLF, and is not attached to this report for that reason. 

 

2024 PROJECT TIMELINE TO-DATE

  • February 28, 2024:  Ad Hoc Committee requested a presentation from a Public Works representative on the current maintenance requirements for both library branches and their criticality. 
  • March 5, 2024: City Council received a presentation on the proposed FY 2024-2025 Capital Improvement Plan projects, which included the carryover of the Library Facilities Master Plan Phases II-IV and requested an update and presentation on Phase I Library Facilities Master Plan.
  • March 20, 2024: At a special Library Board meeting the Library Director and the Public Works Director presented on both the current maintenance requirements for the facilities and a high-level overview of the Master Plan Phase I report.
  • April 2, 2024: At the regular City Council meeting the Library Director and the Public Works Director provided a presentation to the City Council and Council provided staff with direction to solicit community input to inform a Request for Proposals (RFP) for Architect Services for the renovation of the Harrison Memorial Library. 
  • May 16, 2024: The first of two workshops to solicit community input to inform the drafting of an RFP was canceled due to lack of public participation.  
  • May 23, 2024: The second of two workshops to solicit community input to inform the drafting of an RFP was attended by 7 members of the public in addition to representatives from the Board of Trustees and the Carmel Public Library Foundation Board.
  • June 19, 2024: The Trustees received the RFP for review, provided staff with feedback, and made a recommendation for Council review and approval.
  • July 7, 2024: The City Council provided staff with direction to add language to the RFP, specifically in the criteria section calling out the necessity of a library consultant for the project. In addition, the City Council directed staff to return with a draft agreement between the City and the CPLF regarding funding responsibility for the project. The Council requested that this RFP and agreement return to them for review at the August Council meeting. 
  • July 29, 2024: The Trustees received the RFP for review, provided staff with feedback, and made a recommendation for Council review and approval. The Trustees also received the Architect Selection Committee list from the CPLF for Council review. 
FISCAL IMPACT:
None at this time.  
PRIOR CITY COUNCIL ACTION:
Please see chronology above.
ATTACHMENTS:
ATTACHMENTS:
Description
Attachment 1) RFP
Attachment 2) Architect Selection Committee