CITY COUNCIL AGENDA REPORT DEPARTMENT: Public Services Department MEETING DATE: October 2, 2018 PREPARED BY: Tina Cherry, Public Services Director AGENDA LOCATION: AR-3 TITLE: Agreement with Undisclosable, Inc., for Architectural Work Associated with the Proposed Monrovia Public Library Enhancement Project in an Amount Not to Exceed $175,000 OBJECTIVE: To approve an agreement with the architectural design firm, Undisclosable, Inc., for the development of design and construction documents to facilitate the Monrovia Public Library Enhancement Project BACKGROUND: During the past year, staff has worked to develop concept plans for instituting significant enhancements at the Library and at Library Park. The proposed improvements have been geared towards developing upgrades at the Library facility in line with priorities established in the Library Strategic Plan and the Park Master Plan, with key improvements identified to include the following: . Develop unique places – especially for kids – at the Library . Enclose the outdoor area on the north and south wings of the building to take back the space for Library use . Address key security concerns at the Library . Enhance landscaping throughout Library Park . Install a Portland Loo restroom near the Library Park playground . Develop a Memorial Walk on the Library Park grounds . Connect existing historic features within the park On July 17, 2018, staff reviewed Library enhancement design concepts with the City Council in a Study Session setting. Based on the positive feedback received at that meeting, staff spent time conducting outreach in August 2018 and September 2018 with various stakeholder groups, including the Monrovia Library Foundation, the Monrovia Library Board, and the Community Services Commission. Every entity that staff engaged reacted enthusiastically to the proposed Library improvements. Given the overwhelmingly positive feedback received to date regarding the proposed Library enhancement initiative, staff has been working during the past several weeks to move the overall project forward. To proceed, it will be necessary to hire an architectural firm to develop refined concept designs and to draw construction documents for the planned improvements. By developing AR-3 these refined architectural plans, the City will be able to more precisely identify all of the proposed improvements, while also allowing us to formalize construction cost estimates. Based on the nature of our design needs for the Library enhancement project, staff contacted the principles at the architectural firm, Undisclosable, Inc. The City worked with the award-winning design firm previously, as the team at Undisclosable, Inc., developed the plan for the Historic Santa Fe Depot Restoration Project. After extensive discussions, Undisclosable, Inc., developed a proposal which would include the full suite of design and construction administration assistance for an amount not to exceed $175,000. ANALYSIS: Founded in 2011, Undisclosable, Inc., is a Los Angeles based architecture and design firm led by Alejandra Lillo and Bryan Flaig. The two design professionals first made their mark in the Los Angeles office of the global design and architecture firm Graft, Inc. During that assignment, Ms. Lillo served as managing partner and CEO, while Mr. Flaig worked as project manager and manager of business development. And during the past ~7 years, the award-winning team at Undisclosable, Inc., has worked on a wide array of project types and scales, including the City’s Historic Santa Fe Depot Restoration Project, which recently won a California Preservation Foundation Award. Based on the proposal developed for the Library Enhancement Project, the design team at Undisclosable, Inc., has offered to coordinate all of the requisite design and construction administration work associated with the initiative for an amount not to exceed $175,000. Key work plan items that will be handled under the proposed contract include: . Developing updated project concept / schematic designs . Completing final project designs . Developing construction documents for the planned improvements . Assisting with the construction bidding process . Providing construction administration services ENVIRONMENTAL IMPACT: None. FISCAL IMPACT: Funding for this contract is available in the City’s Capital Improvement Program budget. To date, the City has allocated approximately $1 million for identified improvements at the Library. OPTIONS: The following options have been developed for City Council consideration: 1. Approve the proposed agreement with Undisclosable, Inc., for architectural design services associated with the Monrovia Public Library Enhancement Project. 2. Do not approve the proposed agreement with Undisclosable, Inc., and provide staff with additional direction. RECOMMENDATION: Staff recommends that the City Council select Option 1, thereby approving an agreement with Undisclosable, Inc. COUNCIL ACTION REQUIRED: If the City Council concurs, the appropriate action would be a motion to approve the agreement with Undisclosable, Inc., for architectural design services for the Monrovia Public Library Enhancement Projects and authorize the City Manager to execute all necessary documents in a form approved by the City Attorney. .