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APPROVE MOTION TO AUTHORIZE PROFESSIONAL SERVICES CONTRACT AMENDMENT NO. 3 FOR THE CESAR CHAVEZ LIBRARY REMODEL PROJECT (DISTRICT 5)
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RECOMMENDATION
It is recommended that the City Council approve a motion to authorize the City Manager to execute Professional Services Contract Amendment No. 3, in the amount of $827,873, with Architectural Nexus, Inc. of Sacramento, CA, for additional architectural design and construction support for the Cesar Chavez Library Remodel, Project No. CL22001.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
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Summary
The City successfully received $10,000,000 in grant funding from the California State Library’s Building Forward Library Infrastructure (BFLI) program. The grant provides funds for life-safety and critical maintenance for the Cesar Chavez Library Remodel project. The BFLI program requires a $5,000,000 local match, which is provided through Measure M “Strong Communities” funding. On February 7, 2023, by Resolution No. 2023-02-07-1208, Council accepted the awarded grant funds.
On August 22, 2023, by Motion No. 2023-08-22-1225, Council awarded a Professional Services Contract in the amount of $2,145,995 to Architectural Nexus, Inc. (Arch Nexus) of Sacramento, CA, for architectural design of the Cesar Chavez Library Remodel project. The project was included in the 2018-23 Five-Year Capital Improvement Plan (CIP). The project scope included a full remodel of the interior and exterior site access improvements, in addition to the critical upgrades funded by the BFLI grant. A full remodel was later determined to be cost-prohibitive. In March 2026, Professional Services Contract Amendment No. 1 in the amount of $0.00 with Arch Nexus was approved to realign the project scope to BFLI grant-funded items.
In September 2026, Professional Services Contract Amendment No. 2, in the amount of $75,720, was approved to include geotechnical testing and laser scanning to aid in the design. Additional Measure M funding was later added to include betterments to the scope beyond what is funded by the BFLI program. The betterments included redesign of upper-level interior public spaces, hazardous materials abatement, and new lighting. Professional Services Contract Amendment No. 3 is necessary to allow Arch Nexus to complete design of the added scope.
It is recommended that Council approve a motion authorizing the City Manager to execute Professional Services Contract Amendment No. 3, in the amount of $827,873, with Arch Nexus for additional architectural design and construction support for the Cesar Chavez Library Remodel, Project No. CL22001 (Attachment B). Council approval is required as Professional Services Contract Amendment No. 3 exceeds the administrative authority for amendments. With approval of Professional Services Contract Amendment No. 3, the revised contract amount with Arch Nexus will be increased to $3,049,588. It is anticipated that the design will be completed in summer 2027.
DISCUSSION
Background
The Cesar Chavez Central Library (Chavez Library), located at 605 North El Dorado Street, is a 70,000-square-foot facility that first opened in 1964 and was partially remodeled in 2004 (Attachment A). Chavez Library serves as the Central Library, or “hub” of the library system, housing a central library book collection, special historical collections, the Community Services Department, technical services, and delivery staff who support library operations.
On March 22, 2022, by Motion No. 2022-03-22-1209, Council authorized the submission of a grant application to the California State Library’s BFLI program in the amount of $10,000,000 to fund life-safety and critical maintenance items included in the scope of the Cesar Chavez Library Remodel project.
The City successfully received $10,000,000 in grant funding from the California State Library’s BFLI program. The grant provides funds for life-safety and critical maintenance for the Cesar Chavez Library Remodel project. The BFLI program requires a $5,000,000 local match, which is provided through Measure M Strong Communities funding. On February 7, 2023, by Resolution No. 2023-02-07-1208, Council accepted the awarded grant funds.
On August 22, 2023, by Motion No. 2023-08-22-1225, Council awarded a Professional Services Contract in the amount of $2,145,995 to Arch Nexus of Sacramento, CA, for architectural design of the Cesar Chavez Library Remodel project. The project was included in the 2018-23 Five-Year CIP. The project scope included a full remodel of the interior and exterior site access improvements, in addition to the critical upgrades funded by the BFLI grant. A full remodel was later determined to be cost-prohibitive. Consequently, the project team decided to scale down the project to implement only the critical safety, mechanical, and electrical upgrades described in the BFLI grant. In March 2026, Professional Services Contract Amendment No. 1 in the amount of $0.00 with Arch Nexus was approved to realign the project scope to BFLI grant-funded items.
Amendment No. 1 scaled down the project to a systems upgrade only project that conformed to the available funding and scope of the BFLI grant.
As design commenced, City leaders continued to explore funding opportunities that could further enhance the project scope. Fortunately, it was confirmed that additional Measure M funding could be used to implement a hybrid project that includes some remodeling of interior spaces, as well as the BFLI grant improvements. The new hybrid project scope added the redesign of interior public spaces on the upper level, hazardous materials assessment and abatement, new lighting, and new administrative offices. This approach prioritizes the complete remodel of the upper level while leaving the lower level as an unfinished shell for future tenant improvements or buildout. In order to meet the timeline for design and construction specified in the BFLI grant, it is necessary to move as quickly as possible to the next stage of design.
In September 2026, Professional Services Contract Amendment No. 2, in the amount of $75,720, was approved to include geotechnical testing and laser scanning to aid in the design. Additional Measure M funding was later added to include betterments to the scope beyond what is funded by the BFLI program. The betterments included redesign of upper-level interior public spaces, hazardous materials abatement, and new lighting. Professional Services Contract Amendment No. 3 is necessary to allow Arch Nexus to complete design of the added scope.
Present Situation
As stated, additional Measure M funding was added to the project to facilitate betterments to the project scope. The additional scope included redesign of interior public spaces on the upper level, hazardous materials assessment and abatement, new lighting, and new administrative offices. Professional Services Contract Amendment No. 3 is necessary to allow Arch Nexus to complete design with the additional scope. Staff negotiated a scope and fee for Professional Services Contract Amendment No. 3 with Arch Nexus in the amount of $827,873.
It is recommended that Council approve a motion authorizing the City Manager to execute Professional Services Contract Amendment No. 3, in the amount of $827,873, with Arch Nexus for additional architectural design and construction support for the Cesar Chavez Library Remodel, Project No. CL22001 (Attachment B). Council approval is required as Professional Services Contract Amendment No. 3 exceeds the administrative authority for amendments. With approval of Professional Services Contract Amendment No. 3, the revised contract amount with Arch Nexus will be increased to $3,049,588. It is anticipated that the design will be completed in summer 2027.
FINANCIAL SUMMARY
There is sufficient funding in the Cesar Chavez Library Remodel, Project No. CL22001, to award Professional Services Contract Amendment No. 3 in the amount of $827,873 to Arch Nexus for the project.
Attachment A - Vicinity Map
Attachment B - Professional Services Contract Amendment No. 3 with Arch Nexus