HomeMy WebLinkAbout04-21-2015 Sonoma State University - Anthropological Studies Center - Chinatown ArtifactsAGREEMENT FOR SERVICES
THIS AGREEMENT is made and entered into on April 215, 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 301',
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.
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3. Scoue 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 30"', 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 30", 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
Sponsor feels suitable progress is not being made. Sponsor will compensate SSU for all work completed by
SSU /ASC prior to termination notice. r
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5. Compensation and Method of Pavment
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. Assigning
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 parry 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:
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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:
Ab'1�44U'1.
City Clerk
CITY OF SAN LUIS OBISPO:
C
Katie is tig
City of San Luis Obispo, City Manager
CONTRACTOR:
mu ee Herman
SSU Contract Specialist
APPROVED AS TO FORM:
T Christine Dietrick
ity of San Luis Obispo, City Attorney
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Exhibit A
S I H I t u IN i v t H 5 i i r I 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
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 81h 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.
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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,
74 V Vj
Adrian Praetzellis
Professor of Anthropology
EXHIBIT A
Exhibit B
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 web pages.
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 Obispo County 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.
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PALM STREET CHINATOWN ARTIFACTS
GOAL AND POLICY LINKS
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 curate significant historic resources (LOSE 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 Studies Center)
ENVIRONMENTAL REVIEW
No fixture 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 oilly
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.
Furthermore, Cal Poly does not have the 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 enriched understanding 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.
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FXHIRIT R
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
$l 17,000.
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
Collection stabilization and inventory
$
5,000
Basic excavation report
$
15,000
JFaunal bone analysis and reporting
$
5,000
Academic papers and in -depth analysis (topical master's thesis )
$
7,000
jPahn Street Chuiatmvn web. pages
$
3,000
lnt retive Signiaae
$
7,000
jInterpretive Display
$
10,000
i Other operating costs (transportation, exhibit installation)
$
3,000
'Total Operating Costs
$
55,000
Available funding in the Parking Fund's Completed Projects account is $75,432, which is sufficient to cover this one -time
SO.PC request ( #51050600- 99899999).
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