I. AGREEMENT WITH CARMEL PUBLIC LIBRARY FOUNDATION
On March 20, 2025, the Library Board reviewed a Draft Agreement with the Carmel Public Library Foundation Regarding Harrison Memorial Library Centennial Restoration (“Project”). A copy of the Staff Report for the March 20, 2025 Library Board meeting is Attachment 1. The Library Board took action at its March 20, 2025 recommending that the City Council approve the Agreement with the Carmel Public Library Foundation. Funding for the architectural services and the construction of the Project will be provided by the Carmel Public Library Foundation (“Foundation”). Pursuant to the Agreement, funding for the architectural services and the construction of the Project will be provided by the Carmel Public Library Foundation (“Foundation”).
On April 1, 2025, the City Council unanimously approved the Agreement with the Foundation and that Agreement has now been fully executed.
The Project is intended to provide seismic, accessibility, technology and systems upgrades for the Harrison Memorial Library. It is staff’s understanding that the estimated Project costs including Architect Services and Construction Costs will be in the range $15 million to $20 million. However, Construction Contractor so the Project costs are not known at this time. The Architect will be requested to prepare an estimate of the probably cost of construction which will help inform the Construction Costs, but the bids the City receives for the Construction work could be less, or more, than the estimate.
II. REQUEST FOR PROPOSAL FOR ARCHITECTURAL SERVICES
January 8, 2024: A Staff Report was presented to the Council with a proposed Resolution reaffirming the City’s public-private partnership with the Carmel Public Library Foundation. At that meeting, the Council adopted Resolution No. 2024-02 A Resolution of the City Council of the City of Carmel-by-the-Sea Reaffirming the City’s Public-Private Partnership with the Foundation.
July 8, 2024: A Staff Report was presented to the Council to receive and review the Request for Proposal for Architectural Services for the Harrison-Memorial Library. The City Council approved a Motion for Library Director Wright to return in August with a list of the Library Master Plan RFP evaluators, amend the RFP specifically in the criteria section calling out the necessity of a library consultant for the Project, and an agreement between the City and the Foundation outlining the Project funding obligations for Council approval.
August 6, 2024: A Staff Report was presented to the Council to 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. The Council approved a Motion to release the RFP for Architect Services for the renovation of the Harrison Memorial Library; approve the list of 19 people on the Architect Selection Committee; that the Foundation will enter into an agreement with the City to secure funding for the Project once the architect is selected; and acknowledge that the Foundation has committed to funding $25O,OOO towards the initial architectural services agreement.
August 8, 2024: Request for Proposals for Architectural Services For The Harrison Memorial Library Renovation Project (RFP) was issued by the City. The City received six Proposals in response to the RFP.
The Proposals received by the City for architectural services in response to the RFP were thoroughly reviewed by the Architect Selection Committee consisting of 19 members with backgrounds in architecture, interior design, and local history which unanimously recommended that the City Council approve entering into negotiations with Moore Ruble Yudell Architects.
III. PROPOSED AGREEMENT WITH MOORE RUBLE YUDELL ARCHITECTS
Moore Ruble Yudell Architects has extensive experience with historic renovations and with designing libraries as described in the November 1, 2024 letter from Buzz Yudell to the City (Attachment 2):
“Deep experience in historic renovations
For over forty years we have completed a wide array of renovations and restorations of important historic architecture. These have included award winning libraries in Tacoma, Los Angeles, and Berkeley as well as many civic and educational buildings which were essential to their communities. In each case, a legacy building was revitalized to become a treasured focus of civic life. As a member of the Society of Architectural Historians, I have had a longstanding commitment to the preservation and renewal of our cultural legacy. As a Trustee of the British Architecture Library Trust, I have been able to support the world's pre-eminent collection of architectural books, drawings, and ephemera, assisting with outreach, fundraising and the dissemination of the collection.
Library, Civic and Cultural Projects
Our expertise includes some twenty library projects as well as scores of civic and cultural projects. As the role of libraries in communities evolves, civic, cultural, and educational programs increasingly inform libraries as the centers of community life and learning.”
The Proposed Professional Services Agreement with Moore Ruble Yudell (“MRY”) Architects for the Centennial Restoration of the Harrison Memorial Library (“Agreement”) is Attachment 3 to this Staff Report.
The Agreement includes the terms under which MRY will provide the Scope of Services as described in Section 1 A of the Agreement which will include, among other services, concept and program validation, schematic design, design development, construction documents and permit support, construction bid support, construction observation, the Architect’s Certificate for Payment (as defined below), post-occupancy review and addressing matters relating to seismic, accessibility, technology and systems upgrades.
The Foundation will be funding the cost of the services of MRY. There will be three phases for the services by MRY which include:
Phase One: Cost for Schematics/Conceptual Design and Community Engagement
Phase Two: Design Development, Engineering and Construction Drawings/Documents and specifications; estimate of probable cost of construction.
Phase Three: Support and consultation during construction.
The Fixed Fee for each of the Phases will not exceed the Total Amount for Phase One ($515,627), for Phase Two ($1,081,492) and for Phase Three ($630,014). In addition to the Fixed Fee, the MRY shall be entitled to compensation for those Supplemental and Optional Services pre-approved in Exhibit C to the Agreement and compensation for Additional Services, if any, in the manner described in the Agreement.
IV. RECOMMENDATION
Motion recommending that the City Council approve the Proposed Professional Services Agreement with Moore Ruble Yudell Architects for the Centennial Restoration of the Harrison Memorial Library.