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HomeMy WebLinkAbout04-21-2015 C5 Palm St Garage Chinatown Artifacts Contract-Anthropological Studies CenterCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number FROM: Michael Codron, Assistant City Manager Prepared by: James David, Principal Analyst SUBJECT: AGREEMENT WITH ANTHROPOLOGICAL STUDIES CENTER FOR WORK ON PALM STREET CHINATOWN ARTIFACTS RECOMMENDATION Authorize the City Manager to execute an agreement with Sonoma State University’s Anthropological Studies Center (ASC) for $55,000 to continue work on Palm Street Chinatown Artifacts with funding previously approved by the City Council during the 2014-15 Mid-Year Budget Review. DISCUSSION On February 17, 2015, Council approved a mid-year budget significant operating program change (SOPC) to fund completion of stabilization and curation efforts for the Chinatown artifacts excavated from the 842 Palm Street Parking Structure site (Attachment 1, Exhibit B). The SOPC also allocated funding to create products associated with the collection of artifacts that demonstrate its historic significance in the community. This work will complete required mitigation measures associated with the collection, and create products from the collection that offer community value such as interpretative signage, displays, excavation reports, academic papers and dedicated web pages. The approved SOPC also indicated staff’s intent to continue to work with ASC on the project through a sole source contract. This is justified because ASC is the only vendor with a high level of expertise and low-cost labor pool in the region. Specifically, the archaeology of the Chinese in the West is one of ASC’s recognized specialties and has been for nearly 40 years. ASC has a large facility and the experienced staff to manage the requested effort and working the project into student internships is a huge cost savings. The City began working with ASC in July 2014. ASC has fulfilled the scope of their original contract to assess the collection and begin the stabilization effort required prior to curation. ASC has been professional, knowledgeable and practical in their work, and have leveraged the City’s initial funding to utilize considerable student and grad assistant help on the project. The ASC Director has also contributed pro bono work on the project outside the scope of the original contract. CONCURRENCES The Cultural Heritage Committee (CHC) received an update on the project at the end of last year and supported the efforts of ASC. Another update is planned with the CHC on April 13th to review and receive feedback on the finer details of proposed community products. The San Luis 04/21/15 C5 C5-1 Palm Street Chinatown Artifacts Page 2 Obispo Archaeological Society has also been engaged throughout the project, and they are highly supportive of working with ASC. FISCAL IMPACT The initial contract with ASC to assess the collection and begin the stabilization effort required prior to curation was $10,000. This was funded by encumbered mitigation funds from the 842 Palm Street Parking Structure project. The second and final contract with ASC is a one-time cost of $55,000. Funding from the Parking Fund Completed Projects account was authorized by Council. ALTERNATIVE Amend the 2014-15 Mid-year Budget Resolution to eliminate funding of the Palm Street Chinatown Artifacts SOPC. This is not advised since required mitigation measures will not be satisfied and quality products from the collection that contribute to the community’s historic character will not be created. ATTACHMENT 1. Draft ASC Contract a. Exhibit A: Detailed description of products b. Exhibit B: Council-approved SOPC T:\Council Agenda Reports\2015\2015-04-21\Chinatown Artifacts C5-2 ATTACHMENT 1 1 of 4 AGREEMENT FOR SERVICES THIS AGREEMENT is made and entered into on April 21st, 2015, by and between City of San Luis Obispo (Sponsor) and Sonoma State University (SSU) (Contractor) on behalf of the Anthropological Studies Center (ASC) for purposes of mutual benefit. Sponsor and Contractor for and in consideration of the covenants, conditions, agreements, and stipulations of the Sponsor hereinafter expressed, do hereby agree as follows: 1. Background and Objectives In 1987 an archaeological excavation took place in downtown San Luis Obispo. The excavation was part of the construction of a new downtown parking garage, located in the heart of the old 1870's Chinatown. The excavation uncovered features and artifacts from the Mission (1820s) and Chinese (1870s) periods. Approximately 5 tons of artifacts were recovered. The City contracted with two separate consultants in the past to complete this work. They were both unsuccessful in delivering a final product. The approved Palm Street Garage Environmental Review and the City’s Archaeological Resource Preservation Guidelines require all archaeological materials removed from a project site be curated at a qualified institution. The City has agreed to store the artifacts at the nearby San Luis Obispo County Archaeological Society (SLOCAS). In July 2014 the City contracted with Sonoma State’s ASC to assess the Palm Street Chinatown Collection (Collection) and begin the stabilization effort required prior to curation. ASC archaeologists picked up the collection from an old building in San Luis Obispo, where its condition had deteriorated significantly. Materials still possessing research value were transported to ASC in 145 archive boxes. The materials were washed and reboxed, and inventoried by provenience. An additional 75 boxes were picked up from SLOCAS; these materials did not require additional processing. Following processing, the box count was 185 plus 15 oversize items. Subsequently, the City delivered an additional 25-box equivalent of materials. In October 2014, ASC provided the City with a proposal with a range of fundable options for the Collection that would realize part of its research and interpretive potential (a copy of the proposal letter dated 17 October 2014 is attached as Exhibit A and incorporated by this reference). The costs assumed ASC’s ability to find suitable students to carry out components of the work as internships and thesis projects, as well as the ability of ASC to identify additional funds to support the work. To the extent that Exhibit A is inconsistent with the terms of this Agreement, the terms of this Agreement shall prevail. In February 2015, the San Luis Obispo City Council approved $52,000 to fund some, but not all, of the work suggested by a Significant Operating Program Change: 2014-15 Mid-year Budget (Parking Fund), a copy of which is attached as Exhibit B and incorporated by this reference. The work proposed under this agreement provides benefit to the City, general public, and students at SSU. The City will have met its legal commitment to stabilize the collection prior to its permanent curation at SLOCAS. The public will have access to interpretive products highlighting the role of the Chinese in the development of San Luis Obispo. SSU students who participate in the project will directly benefit from educational and professional development opportunities. ASC staff is presently teaching a Faunal Analysis Internship using material from the Palm Street Collection. 2. Term a. The term of this Agreement shall commence upon execution of this Agreement and shall end on June 30th, 2018. The Sponsor shall not be responsible for costs beyond those authorized with this Agreement, unless Contractor and Sponsor execute an amendment to this Agreement, identifying the responsibilities of each party. C5-3 ATTACHMENT 1 2 of 4 3. Scope of the Agreement SSU/ASC will: a. Provide professional staff to oversee substantial student efforts in the completion of Tasks 1 through 7, below, further described in Exhibit B, providing products to the best of its ability, assuming substantial student participation and identification of additional funding, as described in the Exhibit A, for the amounts specified per task, for a total contract amount not to exceed $52,000, as follows: (i) Task 1: Complete the stabilization effort, inventory and preparation for storage of the collection for an amount not to exceed $5,000 except as provided below; (ii) Task 2: Prepare a basic excavation report for an amount not to exceed $15,000 except as provided below; (iii) Task 3: Undertake basic faunal studies and reporting for an amount not to exceed $5,000 except as provided below. This task will require substantial student/intern efforts and access to additional funds from ASC’s Collection’s Endowment distribution account; (iv) Task 4: Preparation of academic papers, in-depth analyses, and Master’s theses for an amount not to exceed $7,000 except as provided below. The City has only provided funds to cover one such study, but every attempt will be made to leverage this funding; (v) Task 5: Preparation of interpretive product geared to the general public: Palm Street Chinatown webpages for an amount not to exceed $3,000 except as provided below; (vi) Task 6: Preparation of interpretive signage for an amount not to exceed $7,000 except as provided below; (vii) Task 7: Preparation of interpretative display for an amount not to exceed $10,000 except as provided below; provided, Contractor may shift funds from one task to another with the prior written authorization of Sponsor. b. The ASC is responsible for care of the Collection while in the possession of ASC. The City will: a. Transport the collection from ASC and arrange for permanent curation of the Collection at San Luis Obispo County Archaeological Society at the conclusion of this Agreement. b. Provide location for interpretive signage, receive delivery and install the sign. c. Provide location for and installation of interpretive display. 4. Time of Performance a. The ASC agrees to perform work as expeditiously as possible. First priority will be Collection Stabilization (Task 1) and Basic Excavation Report (Task 2). Estimated completion date for Tasks 1 and 2 is June 30th, 2016. Faunal analysis (Task 3) and Analysis (Task 4) will be completed as suitable students are identified. The interpretive products—Web page (Task 5), Signage (Task 6), and Display (Task 7) will be completed following the completion of Tasks 1 through 4, but certainly by June 30th, 2018. The Sponsor has the ability to terminate the Agreement with a written 30 day notice, if work is not being performed in accordance with article 3 or it the C5-4 ATTACHMENT 1 3 of 4 Sponsor feels suitable progress is not being made. Sponsor will compensate SSU for all work completed by SSU/ASC prior to termination notice. 5. Compensation and Method of Payment a. SSU will deliver products identified in Exhibit B under the heading “Cost Summary”, at a total cost not to exceed $52,000. SSU will invoice Sponsor not more than once monthly. Each invoice will be accompanied by a progress report per Task. ASC will provide funding from its Collection Endowment distribution account and volunteer/intern labor, as available, in support of the project. 6. ASC as Independent Contractor a. It is agreed that in performance of the services necessary to carry out this Agreement, ASC shall be, and is, an Independent Contractor and not an agent or employee of Sponsor. b. ASC may employ such assistants, or engage such volunteers as the ASC deems necessary to perform the services required. Sponsor may not control, direct, or supervise the ASC's assistants in the performance of services. 7. Insurance a. ASC warrants and represents that SSU has adequate liability insurance on behalf of ASC, such protection being applicable to officers, employees and agents while acting within the scope of their employment by the ASC. b. Each party assumes any and all risks of personal injury and property damage attributable to the negligent acts or omissions of that party and the officers, employees, and agents thereof. 8. Assignment a. This Agreement shall not be assigned by either party without the prior written consent of the parties hereto. 9. Entire Agreement and Modifications a. The entire Agreement between the Parties with respect to the subject matter hereunder is contained in this Agreement. No waiver, alteration or modification of any of the provisions of this Agreement will be valid unless in writing and signed by both Parties. Any failure to insist upon strict compliance with the terms and conditions of this Agreement will not be construed as a waiver thereof. 10. Dispute Resolution a. Any controversy or claim arising out of or relating to this Agreement, or breach thereof, will be settled in accordance with the laws of the State of California. 11. Execution in Counterparts. a. This Agreement may be executed in one or more counterparts, each of which will be considered an original, and all of which taken together will be considered one and the same instrument. 12. Notices a. If either party shall desire or be required to give notice to the other, such notice shall be given in writing, by prepaid U.S. certified or registered mail, addressed to the recipient as follows: C5-5 ATTACHMENT 1 4 of 4 Sponsor: Administration Department City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Attention: James David the ASC: Anthropological Studies Center Sonoma State University 1801 East Cotati Avenue, Building 29 Rohnert Park, CA 94928 Attention: Mary Praetzellis IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the first date written above. ATTEST: _______________________________________________ City Clerk CITY OF SAN LUIS OBISPO: _______________________________________________ Katie Lichtig City of San Luis Obispo, City Manager CONTRACTOR: _______________________________________________ Trudee Herman SSU Contract Specialist APPROVED AS TO FORM: _______________________________________________ J. Christine Dietrick City of San Luis Obispo, City Attorney C5-6 1 ANTHROPOLOGICAL STUDIES CENTER 1801 East Cotati Avenue 707.664.2381 • fax 707.664.4155 Rohnert Park, CA 94928-3609 www.sonoma.edu/asc 17  October  2014   James  David   City  Administration   City  of  San  Luis  Obispo   990  Palm  Street,  San  Luis  Obispo,  CA  93401-­‐3249   RE:  SLO  Palm  Street  Chinatown  collection   Dear  James,   I  write  in  response  to  your  request  for  a  range  of  fundable  options  for  the  Palm  Street   Chinatown  archaeological  collection.  What  follows  are  some  alternatives  for  the  City   to  consider  in  order  to  realize  part  of  the  research  and  interpretive  potential  of  this   collection.  As  some  of  these  products  depend  on  previously  developed  information,   this  is  not  an  offer  to  create  specific  products  at  the  stated  cost.  All  costs  are   dependent  on  ASC’s  ability  to  find  suitable  students  to  carry  out  their  components  of   the  work.   Collection  stabilization  project.    Complete  the  process  of  cleaning,  rebagging,   reorganizing  box  contents,  and  creating  individual  box  packing  lists,  as  needed,  to   level  acceptable  for  curation  at  SLOCAS.  This  item  assumes  SLOCAS  is  willing  to   waive  its  usual  curation  requirements.   Staffing:  SSU  students  supervised  by  ASC  staff  archaeologist.   Product:  Collection  in  condition  to  be  accepted  for  curation  by  SLOCAS   Approximate  Cost:  $5000-­‐10,000   Basic  excavation  report.  Although  a  technical  report  is  the  first  requirement  of  any   archaeological  project,  none  has  been  written  for  the  Palm  Street  excavation.  This  is  a   major  gap  in  the  record  and  should  be  one  of  the  City’s  first  funding  priorities.  The   report  would  include  text  and  graphics  to  document  the  process  of  excavation,  site   structure  (archaeological  features,  layers,  building  remains,  pits,  postholes,  etc.),   excavation  locations,  site  record  form,  and  the  basic  historical  association  of  the   site—i.e.,  its  relationship  to  SLO’s  Chinese  district.   Staffing:  SSU  grad  student(s)  and  ASC  staff  archaeologists.   Product:  Basic  technical  excavation  report.   Approximate  Cost:  $15,000   Exhibit A C5-7  2         Topical  MA  theses.  Some  MA  students  at  SSU  have  expressed  an  interest  in  using  the   Palm  Street  artifact  collection  in  their  theses.  Topics  might  include  the  history  of   SLO’s  Chinatown,  Chinese  American  foodways,  Chinese  ceramics,  health,  food  and   diet  (faunal  analysis),  etc.  Students  would  be  given  a  stipend.     Staffing:  SSU  grad  student  assisted  by  ASC  staff  archaeologist.   Product:  MA  thesis.   Approximate  Cost:  $  7000/thesis.     Faunal  bone  analysis  internship.  This  item  would  involve  an  ASC  faunal  analyst   teaching  a  one-­‐semester  internship  in  faunal  identification  and  analysis  to  SSU   students.  The  collection  contains  an  enormous  quantity  of  food  bone  that  represents   a  range  of  traditional  cultural  practices  around  diet.  Everything  from  turtle  shell  to   exotic  fish  from  southern  China  appear  to  be  represented.  None  of  this  material  has   been  cataloged  or  studied.  The  internship  would  focus  on  selected  portions  of  the   collection  that  appear  to  have  high  interpretive  potential.  Analyses  may  be  developed   by  students  into  thesis  projects  and/or  publishable  articles.     Staffing:  ASC  staff  archaeologist.   Product:  Internship  and  partial  catalog.   Approximate  Cost:  $  5000.     Conference  symposium  &  publishable  articles.  Five  topics  such  as  those  described   above  would  be  developed  into  a  symposium  to  be  presented  at  a  professional   conference  (e.g.,  Society  for  California  Archaeology).  Individual  papers  would  be   developed  for  publication.  The  symposium  might  be  reprised  at  a  venue  in  SLO.   Students  would  be  offered  a  stipend  per  participation.     Staffing:  SSU  grad  student  assisted  by  ASC  staff  archaeologist.   Product:  Organized  symposium,  five  published  articles.   Approximate  Cost:  To  be  determined.     Palm  Street  Chinatown  website.  The  site  would  be  hosted  by  the  City  using  City’s   architecture  for  a  seamless  appearance.  It  would  include  simplified  versions  of  the   topics  described  above  and  written  at  8th  grade  level.       Staffing:  ASC  staff  archaeologist  assisted  by  SSU  grad  student,  and  web  designer.   Product:  Website  containing  at  least  five  pages.   Approximate  Cost:  $10,000.     Interpretive  signage.  A  permanent,  professional  quality,  Vitratek  porcelain,  36”x24”   interpretive  sign,  and  steel  frame  mount  would  be  prepared  for  outdoor  installation   by  the  City.  The  artwork  and  design  will  be  created  by  ASC  and  the  sign  by  a   commercial  vendor.  The  sign  would  highlight  Chinese  history  and  archaeology.   Topics  might  include  those  described  above.   C5-8  3       Staffing:  ASC  staff  archaeologist  assisted  by  SSU  grad  student.   Product:  Design,  artwork,  text,  finished  sign  and  frame.  Delivery  &  installation  not   included.   Approximate  Cost:  $6300.     Interpretive  display.  Assist  the  City  in  preparation  of  an  interpretive  display  in   existing  City  Hall  or  other  exhibit  case.  ASC  would  design  the  exhibit,  chose  items  for   display,  and  create  graphics  and  labels  for  installation.     Staffing:  ASC  staff  archaeologist  assisted  by  SSU  grad  student.   Product:  Design,  artwork,  text.  City  to  install.   Approximate  Cost:  $5000-­‐25,000  depending  on  venue.     In  addition  to  these  suggestions,  the  City  might  consider  working  directly  with  the   SLO  County  History  Center  to  fund  research  and  public  interpretation.  The  latter   might  include  an  exhibit  in  the  Center’s  revolving  display  space.  Similarly,  overtures   might  be  made  to  faculty  in  the  departments  of  Anthropology  and  History  at  Cal  Poly   to  gauge  their  level  of  interest  in  pursuing  student  research  with  this  collection.       Please  let  me  know  if  you  need  any  additional  information.     Regards,    Adrian  Praetzellis   Professor  of  Anthropology   C5-9 THIS PAGE IS INTENTIONALLY LEFT BLANK SIGNIFICANT OPERATING PROGRAM CHANGE: 2014-15 MID-YEAR BUDGET (Parking Fund) PALM STREET CHINATOWN ARTIFACTS Summary of Change: Complete stabilization and preparation for storage of Palm Street Chinatown artifacts, and create products associated with the collection that demonstrate its historic significance in the community. Fiscal Impact: One-time cost of $55,000 in 2014-15, to be encumbered. Service Level Impact: (1) Complete required mitigation measures associated with artifacts uncovered during construction of the 842 Palm Street Parking Structure. (2) Create products from the collection that offer community value such as interpretive signage, displays, academic papers, and dedicated webpages. KEY OBJECTIVES 1.Complete required mitigation measures associated with artifacts uncovered during construction of the 842 Palm Street Parking Structure. a.Stabilization of the collection (cleaning, rebagging, reorganizing boxes). b.Preparation for storage at the San Luis ObispoCounty Archaeological Society(SLOCAS). c.Basic excavation report. 2.Create products associated with the collection that demonstrate its historic significance in the community. a.Interpretive outdoor kiosk in the Chinatown District. b.Interpretive display in City Hall or other exhibit case. c.Academic papers and in-depth analysis of the collection to be available at SLOCAS, City Library, and History Center. d.Dedicated project webpages hosted on slocity.org. NOTE:These products are initial ideas offered by the project consultant. The Cultural Heritage Committee will have an opportunity to refine this list. EXISTING SITUATION: FACTORS DRIVING THE NEED FOR CHANGE In 1987 an archaeological excavation took place in downtown San Luis Obispo. The excavation was part of the construction of a new downtown parking garage, located in the heart of the old 1870's Chinatown. The excavation uncovered features and artifacts from the Mission (1820s) and Chinese (1870s) periods. Approximately 5 tons of artifacts were recovered. The approved Palm Street Garage Environmental Review and the City’s Archaeological Resource Preservation Guidelines require all archaeological materials removed from a project site be curated at a qualified institution. The City has agreed to store the artifacts at the nearby San Luis Obispo County Archaeological Society. The City has contracted with two separate consultants –Archaeological Resource Service and Parker & Associates –in the past to complete this work. They were both unsuccessful in delivering and respective contracts have been terminated. A third consultant –Sonoma State’s Anthropological Studies Center –has completed the majority of stabilization efforts and provided the cost estimate that will bring the project to a close, and deliver quality products that contribute to the community’s historic character. C-13 Exhibit B B1-87 C5-10 SIGNIFICANT OPERATING PROGRAM CHANGE: 2014-15 MID-YEAR BUDGET (Parking Fund) PALM STREET CHINATOWN ARTIFACTS GOAL AND POLICY LINKS 1.The Major City Goal Assess and Renew the Downtown includes“support the continued development of cultural attractions.” 2.The Conservation and Open Space Element of the General Plan contains numerous polices to preserve, document, protect, and curatesignificant historic resources (COSE 3.2, 3.3.1, 3.3.3, 3.5.1, 3.5.5, 3.5.9). 3.The Archaeological Resource Preservation Guidelines require all archaeological materials removed from a project site be curated at a qualified institution. 4.Historic preservation is an ongoing goal in the operating program Community Development –Long Range Planning. Providing financial support in cultural areas is an ongoing goal on the operating program Leisure, Cultural and Social Services –Cultural Activities. PROGRAM WORK COMPLETED 1.Late 1980s and early 1990s – Archaeological excavation (Archaeological Resource Service) 2.Late 1990s and early 2000s – Cleaning and cataloguing (Parker & Associates) 3.2014 – Collection stabilization and cost estimates for completion (Sonoma State Anthropological StudiesCenter) ENVIRONMENTAL REVIEW No future environmental issues are anticipated. The SOPC will enable the City to satisfy mitigation measures identified in the Palm Street Garage Environmental Review (ER 31-86). In summary, the project’s environmental review required an archaeologist on-site during construction, test and full excavation, and all archaeological materials removed from the project site be curated at a qualified institution. PROGRAM CONSTRAINTS AND LIMITATIONS Sole sourcing this work to Sonoma State’s Anthropological Studies Center (ASC) is justified because they are the only vendor with a high level of expertise and low-cost labor pool in the region. Specifically, the archaeology of the Chinese in the West is one of ASC’srecognized specialties and has been for nearly 40 years. ASC has a large facility and the experienced staff to manage the requested effort and working the project into student internships is a huge cost savings. Furthermore, Cal Poly does not havethe appropriate expertise or a graduate program.Contracting with ASC makes good fiscal sense given the challenges the City has faced over the last 25 years completing the project. STAKEHOLDERS Residents and visitors to San Luis Obispo will benefit from enrichedunderstanding of the recovered artifacts and their historical association to the site and relationship to the Chinatown Historic District. IMPLEMENTATION Work is nearly completed on collection stabilization, and work on other key objectives will begin as soon as the funding is secured. Timeframes vary based on product, but it is reasonable to expect finished products over the next two years. KEY PROGRAM ASSUMPTIONS Funds will be encumbered from the Parking Fund Completed Projects account. Costs for stabilizing the collection, preparation for curation, and product alternatives were submitted by the ASC Director in October 2014. Ancillary costs associated with transport of artifacts and installation of products are estimated by staff. C-14 B1-88 EXHIBIT B C5-11 SIGNIFICANT OPERATING PROGRAM CHANGE: 2014-15 MID-YEAR BUDGET (Parking Fund) PALM STREET CHINATOWN ARTIFACTS Ongoing costs of storage at the SLOCAS are not included in this one-time SOPC. Those costs will be better understood once the stabilization efforts are complete and the number of artifacts boxes to be stored is finalized. Funding for these costs will require an ongoing SOPC that will be submitted as part of the 2015-17 Financial Plan or Supplemental Budget . PROGRAM MANAGER AND TEAM SUPPORT Program Manager: James David, Principal Analyst, Administration Project Team:Parking Manager ALTERNATIVES 1.Cost proposals from other consultants or universities could be solicited, which will likely result in higher costs. Parker & Associates submitted a revised proposal (that was rejected) to complete preparation for curation only at a cost of $117,000. 2.Do nothing. Cleaning of the artifacts, placement in appropriate archive boxes, and a box inventory will be completed by ASC. The artifacts will return to the City without a basic excavation report, which is a major gap in the archaeological record. Furthermore,there will be no products that realize the research and interpretive potential of the collection, making its historical significance less accessible to the San Luis Obispo community. 3.Reduce funding for products. According to the consultant, the excavation report should be the City’s first funding priority at a cost of $15,000. Other itemized project costs are listed in the Cost Summary section below. COST SUMMARY Available funding in the Parking Fund’s Completed Projects account is $75,432, which is sufficient to cover this one-time SOPC request (#51050600-99899999). C-15 B1-89 EXHIBIT B C5-12 THIS PAGE IS INTENTIONALLY LEFT BLANK