Library Expansion - 04.09.2020CITY OF
19
CUPERTINO
Roll Call:
Visitors:
PUBLIC WORKS DEPARTMENT
CITY HALL
10300 TORRE AVENUE • CUPERTINO, CA 95014-3255
TELEPHONE: (408) 777-3354 • FAX: (408) 777-3333
CUPERTINO.ORG
LIBRARY PROGRAM ROOM EXPANSION
Stakeholder Meeting
Zoom Virtual Meeting
April 9, 2020, 3:00 — 4:30 PM
Minutes
Roger Lee, Michael Zimmermann, Benaifer Dastoor, Chuck Griffen,
Dianne Thompson, Jennifer Weeks, Jim Davis, Clair Varesio, Henry Sang
Jr, Kiran Varshneya, Qin Pan, Darcy Paul, Rose Grymes, Amando Wo
James Davis, Citizen
Jay Manzo, EHDD Architects
Lindsey Quinones, EHDD Architects
Jennifer Devlin, EHDD Architects
David Marks, NOVA Partners
1. Introductions
Attendees introduced themselves.
2. Approval of Meeting Minutes
Roger Lee made a motion to accept the February 13, 2020 meeting
minutes. Qin Pan seconded. The motion passed unanimously.
3. Project Update
Michael Zimmermann provided an update about the Library Expansion
Project.
Since the last meeting, staff hired NOVA Partners as the Construction
Manager and EHDD as the Bridging Architect. Staff is moving forward
with the parking analysis. The report is being finalized and the item will
go to Council on May 19.Once approved by Council, staff will engage the
Environmental Consultant to make sure that there is nothing significantly
different from the Civic Center Master Plan negative declaration. Staff
believes it is consistent with the Master Plan and doesn't anticipate a
stumbling block moving forward. Staff is also working with the Building
Department and Planning Department to get their approval process and
continue with the Library Expansion project independent of the parking
mitigation. The schedule could be slightly impacted. Staff is evaluating
options to reduce demand and increase parking supply which will be
shared with the Council on May 19.
4. Project Schedule
David Marks from NOVA Partners discussed the project schedule
The next Library Stakeholder is April 16 where EHDD will finalize
concepts.
NOVA is working on the qualification packages for design build firms
that will be provided to them in early May. NOVA will provide a draft of
the qualification packages to City Staff on 4/23/20. They expect to process
and analyze the qualification packages in 4 weeks. Then a short list of
qualified firms can be created. A minimum of 3 qualified firms is
preferred. EHDD is working on Bridging documents and they hope to be
completed by June. Bridging documents will be needed to have a formal
Request for Proposal (RFP). Next would be to go to the prequalified
design build firms and provide 7 weeks for a best value proposal.
The goal is to go to Council in early September with an award to the
design builder. Then they will design within a 5-month design period.
Demo would start in early February, and an early permit for underground
utility and grading would be secured. The goal is to be done with
construction in the Dec 2021 timeframe. Discussion with the Library
Stakeholders would be done concurrently to facilitate a quick move in
timeframe. On April 23, 2020 EDHH would like to have concurrence on
the concept and direction so they can move forward with the Bridging
documents.
David Marks provided information about the construction company,
NOVA Partners. NOVA Partners is a Construction Management firm
established in 1993. There are 55 employees and David has worked there
for 24 years. The firm has worked for cities down the peninsula, including
projects for Google, Facebook, Los Altos (Community Center), Palo Alto,
Cupertino (Quinlan Community Center and Civic Center Par). They have
worked on 15 library projects and David has worked on 5 or 6 of them. He
was Project Manager for the Cupertino library. The firm has worked on
numerous Design Build projects so they are familiar with that delivery
model. David will act as lead on procuring all services until the Design
Builder is on board and then an assistant will help him manage
construction.
Construction (cannot start during shelter in place order)
It will take 1 week to get ready for demo inside the building to secure and
make things safe and lower noise pollution. In all, there will be 4 to 5
weeks of prep work before other work can start. The demolition part of
the project will take less than 2 weeks. The Library won't need to close
during demolition or construction.
5. Introduction of the EHDD Team
Jennifer Devlin provided information about EHDD and the role of the
Bridging Architect. EHDD has worked on half a dozen public libraries
over last 25 years and worked on the San Mateo Library. They have just
completed bridging documents for the Santa Cruz University Library. The
firm has been in existence for 75 year and is based in San Francisco.
The role of Bridging Architect is to define the detailed design
requirements: floorplans, quality of finishes and systems. Bridging
documents involve design intent plus performance criteria. EHDD will
establish the intent of the project and deliver schematic designs. Those
documents reflect design intent and performance criteria of the building.
That becomes an important attachment to the RFP that goes out to the
Design Build entities who will complete the design and build the building.
The documents will be provided within 8 weeks. The Bridging Documents
establish a baseline of quality.
Jay Manzo provided an example of Bridging Documents for the UC Santa
Cruz Science Library.
The overall goal of the Cupertino Library project is to create a beautiful
and flexible space to accommodate programs and spillover seating and to
integrate the addition into the existing building, inside and out.
Architecture inside and outside should complement each other with a
seamless flow of movement and circulation so it doesn't feel like an add -
on. The priority is to provide no or minimal disruption to the existing
library functions and deliver the project on schedule and budget.
A Cost estimator on the team will develop a cost model to help with the
design proposals.
The schedule slipped a little bit due to COVID.
Lindsey Quinones provided information about the Program Elements.
Essential program elements per the September 2019 programming
donnment
130 seat minimum audience capacity
Flexible space
Storage
Spillover seating
Restrooms
Utility Sink/kitchenette
Discretionary Program Elements
170 seat minimum audience
Larger story room 60 seated, 100 on floor
Separate off -hours entry
Ability to hang art
Storage for frequent users
1-2 small conference rooms
Wish list Program elements
Performance space (stage)
Outside gathering space
Roof top patio/green roof
Maker space
Public art
$5m
Next Steps
4/16/20 feedback from stakeholders
4/23/20 Meeting with Stakeholders
6/1/20 Bridging Documents delivered to City
6. Introduction of the NOVA Partners Team
Introduction of the NOVA Partners Team
David Marks provided information about
Role of the Construction Manager
The role of the Construction Manager is to help the City create schedules
and ensure process is happing on time, and that team members are
communicating.
During pre -construction, the role is to help guide city through the design
build process.NOVA will also help manage the Bridging Architect to get
the set of documents and maintain quality work.
There was a request for materials that can be provided to Library patrons
during the construction phase.
7. Tentative Council Schedule
May 19th - Study session for potential alternatives to address parking at
the Civic Center
July - Agenda to recommend award to design build firm
Next Meeting - April 16, 2020