CITY OF CARMEL-BY-THE-SEA

Council Report
August 5, 2014
To: Honorable Mayor and Members of the City Council
From: Jason Stilwell, City Administrator
Submitted by: Sharon Friedrichsen, Public Services Director
Subject: Authorize the City Administrator to Enter into a Professional Services
Agreement with Cody Anderson Wasney Architects for the Forest Theater
Renovation Project in an Amount not to Exceed $114,530
____________________________________________________________________________

Recommendation: Adopt the resolution authorizing the City Administrator to enter into a
professional services agreement with Cody Anderson Wasney Architects
for the Forest Theater Renovation Project in an amount not to exceed
$114,530.
Executive Summary: The City solicited statements of qualifications (SOQ) from architectural
and/or engineering firms to provide consulting services for the design,
preparation of plans, specifications, and estimates (construction
documents) for the Forest Theater Renovations (Project). It is
recommended that the City contract with Cody Anderson Wasney
Architects, in accordance with Municipal Code 3.12.160 (Competitive
Negotiation). The scope of service is to develop plans and specifications
identifying the rehabilitation work needed to correct existing building
code violations in order to reoccupy the Forest Theater.
Analysis/Discussion: In response to the Citys issuance of the SOQ, nine proposals were
received by the stated deadline. A panel that included the Forest Theater
Foundation, user groups, the resident/neighborhood perspective, the
developer/construction perspective and City staff interviewed four firms.
The firms were given an opportunity to visit the site prior to the
interview, make a presentation to the panel and then answer a set of
questions. The questions were designed to assess qualifications and
project experience; approach to the Forest Theater project; knowledge
of, and experience with, accessibility issues, historic building code and
cultural/community significant facilities and experience with phasing
projects based upon budget and other factors.
Based upon these criteria, the panel recommended the City contract with
August 5, 2014 Regular City Council Meeting
Page 141
Cody Andersen Wasney Architects. The firm demonstrated its:
Team Qualifications (architects, structural engineer, civil engineer,
mechanical engineer, theater consultant, cost consultant and a
landscape architect)
Experience with similar projects such as life safety improvements
and code compliance upgrades to a red tagged theater within
the historic wing of Stanford University; and the renovation of
Frost Amphitheater at Stanford University to address accessible
pathways, guest amenities new stage entrance and building and
sound and lighting infrastructure upgrades.
Knowledge of accessibility issues and the historic building code
and its possible application to the Forest Theater.
Conceptual approach to the Forest Theater project; initial
identification of immediate and long-term options; awareness of
the cultural and community aspects of the Theater.
Knowledge about the public bidding process having worked on
similar projects for U.C. Berkeley; ability to work with the
community, under challenging conditions and tight deadlines.
Based upon Councils adoption of the resolution, staff will work with the
firm to refine the life/safety elements that need to be addressed to
reoccupy the facility and which improvements may be amenable to being
part of a later phase of renovations. The firm will design plans and
specifications, obtain building permits and assist in the preparation of bid
documents for future construction activities.
Alternative Options: Council has the option to not authorize the
agreement with the recommended firm. Council may authorize staff to
negotiate a fee proposal and professional services agreement with a
different architect/firm.
Fiscal Impact: Council allocated $486,500 to this project as part of the 2014-15 Fiscal
Year Budget.

Budgeted (yes/no) Funding Source( general fund, grant, state)
Yes General Fund


Previous Council
Action/Decision History:
August 5, 2014 Regular City Council Meeting
Page 142
Council held a workshop on the Forest Theater on May 5, 2014. Council
allocated $486,500 to this project during the adoption of the 2014-15
Fiscal Year Budget on June 10, 2014.

Attachments: Resolution






















Reviewed by:
City Administrator City Attorney Administrative Services
Asst. City Admin. Dir of CPB Dir of Public Svcs
Public Safety Dir Library Dir Other______________
City Engineer




August 5, 2014 Regular City Council Meeting
Page 143
CITY COUNCIL
CITY OF CARMEL-BY-THE-SEA

RESOLUTION 2014-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE
CITY ADMINISTRATOR TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH CODY
ANDERSEN WASNEY ARCHITECTS FOR THE FOREST THEATER RENOVATION PROJECT IN AN
AMOUNT NOT TO EXCEED $114,530
WHEREAS, the Forest Theater has been closed due to unsafe conditions; and
WHEREAS, the City Council has expressed a desire to correct the building code violations and
reopen the Theater; and
WHEREAS, Council has allocated funding for this project has part of the Fiscal Year 2014-15
budget; and
WHEREAS, the City solicited statements of qualification from architects to assist with
designing plans to address the rehabilitation work needed to reoccupy the Theater; and
WHEREAS, Cody Andersen Wasney Architects has been determined to be the best qualified
firm for this project.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-
BY-THE-SEA DOES:

Authorize the City Administrator to execute a professional services agreement Cody
Andersen Wasney Architects in an amount not-to-exceed $114,530
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this
5
th
day of AUGUST 2014, by the following roll call vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
APPROVED:


___________________________
Jason Burnett, Mayor
ATTEST:

________________________________
Lori Frontella, MMC
Interim City Clerk
August 5, 2014 Regular City Council Meeting
Page 144