Palm Desert City Council - Study Session, July 9, 2026

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AI transcript text.

[00:02:05] Speaker: All right. Good afternoon, everyone. I now call to order the Palm Desert City Council study session for Thursday, July 9th, 2026 at 3 p.m. We are here to discuss item 2A, an update on the new Palm Desert Library facility project and progressive design build procurement process and a staff report.
[00:02:33] Casey Art: There we go. Uh, good evening, mayor, members of the council. Casey Art, director of capital projects. Uh, tonight's study session is intended to provide an update on the new library facility project and more specifically where we are on the progressive design build procurement process.
[00:02:48] Casey Art: Uh, we're going to walk through where we've been, uh, where we are today and why we've adjusted our procurement schedule and what you can expect over the next several months.
[00:03:01] Casey Art: First, a brief timeline of the project and how we arrived at today's procurement, uh, followed by an update on the current design builder selection process. Third, why staff believes additional due diligence is necessary before recommending a partner. And lastly, the next steps including our return to council in August and September.
[00:03:24] Casey Art: Uh, rather than revisiting every milestone in detail, I just want to provide a high level overview of how we arrived where we are today. Uh, council first authorized the conceptual design in 2024. In 2025, that work established both the project program and the approximately $30 million project budget.
[00:03:42] Casey Art: Later that year, council selected Tilden Coil as the city's original progressive design builder.
[00:03:47] Casey Art: As design validation progressed, it became apparent that the projected project cost significantly exceeded the city's approved budget.
[00:03:56] Casey Art: In March of this year, council directed staff to conclude that procurement after completion of demolition and begin a new competitive procurement process. Since then, we've demolished the existing Park View building, issued a new request for proposal, and we received six highly qualified teams, shortlisted three firms, and completed a first round of interviews.
[00:04:16] Casey Art: Brings us where we are today. And this next slide summarize exactly where we are in that procurement process.
[00:04:25] Casey Art: The procurement has been intentionally structured to identify the team that will provide the greatest long-term value, not just at the lowest initial cost. We received six proposals from highly qualified progressive design build teams.
[00:04:38] Casey Art: Following detailed evaluations, we shortlisted three firms and completed first round interviews.
[00:04:43] Casey Art: Those interviews allowed the evaluation committee to narrow the field to two exceptional teams.
[00:04:49] Casey Art: We are now entering that second round of interviews to better understand each team's technical approach, design philosophy, collaboration style, and ability to deliver this project within the city's objectives.
[00:05:01] Casey Art: This additional step is what has shifted our from our original July award recommendation. And before discussing why we've added this step, I want to briefly orient everybody to the project site.
[00:05:13] Casey Art: And here is the project site as it currently stands today. Uh, the demolition of the building has been completed. The site has been secured and is now ready for the next phase once a design build partner is selected.
[00:05:25] Casey Art: This focus now shifts from preparing the site to selecting the team that will help us deliver the project successfully.
[00:05:36] Casey Art: Uh, selecting a progressive design build firm is fundamentally different than awarding a traditional design bid build contract construction contract. We're not simply hiring a contractor. We're selecting a partner that will work alongside the city over the next several years to develop the design, validate costs, identify value engineering opportunities, established the guaranteed maximum price, and ultimately construct the facility. This relationship is crucial. The evaluation committee came away from the first interviews believing both finalist teams are highly qualified.
[00:06:08] Casey Art: Rather than rushing to meet the original July schedule, we believe it's in the city's best interest to invest additional time now to ensure we're selecting the partner best equipped to deliver the project successfully.
[00:06:19] Casey Art: Spending a few additional weeks today is far preferable to spending years managing avoidable issues during design and construction. We believe this additional due diligence significantly reduces long-term project risk and gives the city the greatest opportunity for success.
[00:06:33] Casey Art: This, uh, the additional evaluation also sets us up for the next step in the process.
[00:06:40] Casey Art: Following completion of the second round interviews, staff will continue evaluating both teams and begin final negotiations with the highest ranked proposer. Before we ask council to award a contract, we'd like to return and, uh, at an August study session to discuss the project itself. Similar to the process, uh, we used for Dave Irwin Park, we'll present council with project delivery options rather than a single recommendation.
[00:07:05] Casey Art: Those options may include maintaining the original vision, uh, different scope alternatives, cost containment strategies, potential value engineering opportunities, phasing concepts, and other approaches that balance project goals with the city's financial objectives.
[00:07:21] Casey Art: Our goal is to receive your direction, council's direction, before we finalize the project delivery strategy in August.
[00:07:28] Casey Art: Following that discussion, staff intends to return in September with a recommendation for award of the progressive design bill contract along with an updated project budget, delivery strategy, and any necessary financing or budget actions for your for council recommendation.
[00:07:42] Casey Art: This project represents one of the largest civic investment the city has undertaken. Because of that, staff believes it's more important to make the right decision now.
[00:07:57] Casey Art: And in closing, staff remains fully committed to delivering the library that meets the community's expectations while being fiscally responsible. We believe taking additional time today to select the right partner and returning to council to discuss project delivery options before recommending award positions the city for the greatest long-term success. And with that, I'd be happy to answer any questions.
[00:08:16] Speaker: Any questions or comments from my colleagues? Yeah.
[00:08:20] Speaker: And thank you very much. Do we anticipate that in this new process this will change the schematics and the design as we currently have or is this for a partner that will get us to execute this vision?
[00:08:33] Casey Art: I believe it's going to be both approaches actually. So when we come back in August for the study session we intend to, uh, bring forth, uh, something similar to the Dave Irwin Park where we have options. Obviously, the first option would be designing it and building it for the original design and those costs. Uh, as well as options that could include design changes, revisions, um, phasing, uh, and other types of value engineering options that would of course keep the design intent the same. Uh, and then of course, you know, another option would be, you know, we could always start from scratch and and start the design all over again. That's certainly an option. So, that's what will be presented at the study session.
[00:09:13] Speaker: All right, Council Member Nandi.
[00:09:15] Council Member Nandi: Yeah. And along that vein with different design options, even starting from scratch, uh, the material that this building is made of and and the footprint of the rest of our buildings, I don't know the cost of it, but perhaps it could be an option that the library have the same material as the current buildings. Maybe that is a less expensive option. I don't know. But I also like the idea of everything blending in. But it is a beautiful building. I I look at that that that building. It is absolutely gorgeous. But it's completely different from the architecture we we currently have here on campus. So that's I'm just throwing it out there. I have no financial data to know. Okay. Thank
[00:10:04] Speaker: You.
[00:10:05] Speaker: Absolutely. Thank you. And perhaps just
[00:10:07] Speaker: to add on to Casey's comments, uh, we're
[00:10:10] Speaker: intending to bring back options that
[00:10:12] Speaker: preserve this design, but also through
[00:10:14] Speaker: this process, we've seen other concepts
[00:10:17] Speaker: that the two finalists are presenting
[00:10:19] Speaker: that could be less expensive and uh, be
[00:10:22] Speaker: more consistent with the campus.
[00:10:26] Speaker: Thank you.
[00:10:26] Speaker: Absolutely. In addition, I want to let
[00:10:28] Speaker: you know too that as we had these
[00:10:30] Speaker: discussions and interviews, uh, the
[00:10:32] Speaker: building materials are actually one of
[00:10:33] Speaker: the options and one of the things that
[00:10:34] Speaker: we discussed, and you know, they're from
[00:10:37] Speaker: very expensive to the limestone
[00:10:38] Speaker: that's you see here to other types of
[00:10:40] Speaker: materials that look like that but are
[00:10:42] Speaker: much are far cheaper. So, that those are
[00:10:44] Speaker: certainly something we're going to
[00:10:44] Speaker: discuss.
[00:10:46] Speaker: All right, Mayor Bro.
[00:10:49] Speaker: My understanding in the design build
[00:10:51] Speaker: world that the amount of work these two
[00:10:54] Speaker: top firms put in is substantial, and
[00:10:57] Speaker: there is a custom that the runner-up
[00:11:02] Speaker: receives some sort of compensation. Are
[00:11:04] Speaker: you aware of that, and are we
[00:11:05] Speaker: planning to do that for the runner-up?
[00:11:09] Speaker: Um, so the top shortlisted three firms
[00:11:11] Speaker: were given a $10,000 stipend to continue
[00:11:13] Speaker: that valid those validation costs in
[00:11:15] Speaker: that work. So, yes, this runner-up won't
[00:11:17] Speaker: get any additional, but they were all
[00:11:19] Speaker: given a $10,000 stipend.
[00:11:24] Speaker: Thank you for this. Um,
[00:11:28] Speaker: My understanding from what you've said
[00:11:30] Speaker: is that we're going to have a
[00:11:34] Speaker: study session in August to discuss all
[00:11:36] Speaker: of this and all options. So, you'll
[00:11:38] Speaker: bring those forward, and we all will have
[00:11:40] Speaker: the opportunity. So, I don't want to ask
[00:11:42] Speaker: any questions today. They'd be premature,
[00:11:44] Speaker: and I would rather talk about what is in
[00:11:47] Speaker: front of us at the time. I do want to
[00:11:50] Speaker: say though, I recognize as we delay a
[00:11:54] Speaker: project,
[00:11:57] Speaker: sometimes we
[00:11:59] Speaker: uh, stand the risk of increasing costs.
[00:12:02] Speaker: But on the other hand, there is the
[00:12:04] Speaker: option out there. Who knows what happens
[00:12:06] Speaker: in the market, and it may go down. But I
[00:12:08] Speaker: do want to say that, you know, I always
[00:12:10] Speaker: look at things like this when we're
[00:12:12] Speaker: really investing in our investment right
[00:12:15] Speaker: now, that if we don't have the time to
[00:12:18] Speaker: do it right the first time, we will not
[00:12:20] Speaker: have time to do it right the second
[00:12:21] Speaker: time. So, I appreciate that you're
[00:12:24] Speaker: taking the time to do it right the first
[00:12:26] Speaker: time. We're taking slow, methodical
[00:12:28] Speaker: steps and reviewing this closely. And I
[00:12:31] Speaker: know we're going to have a great
[00:12:32] Speaker: project. So, thank you so much for all
[00:12:34] Speaker: the time and effort you're putting into
[00:12:36] Speaker: this.
[00:12:36] Speaker: Very welcome. Thank you.
[00:12:38] Speaker: Um, included in any of the proposals, was
[00:12:41] Speaker: there a sort of timeline on buildout
[00:12:44] Speaker: anticipated, or is that come later?
[00:12:47] Speaker: Yes, that was part of the interview
[00:12:49] Speaker: process was to provide an updated uh,
[00:12:52] Speaker: schedule for the project in itself, and
[00:12:54] Speaker: those were included in those interviews.
[00:12:56] Speaker: And so, the current timeline based off of
[00:12:58] Speaker: where we are today, uh, with the
[00:13:00] Speaker: expectation that we come back in August
[00:13:01] Speaker: for study session and then council for
[00:13:03] Speaker: award in September. That puts the
[00:13:05] Speaker: project beginning somewhere in October,
[00:13:07] Speaker: the NTP in October, the design
[00:13:09] Speaker: completing about six months later than
[00:13:10] Speaker: that, and the project would be then
[00:13:12] Speaker: finished by very end of 2028, early
[00:13:15] Speaker: 2029. So, it just shifts, it just shifted
[00:13:18] Speaker: the schedule overall by about a month
[00:13:20] Speaker: and a half. So, we're still, we're still
[00:13:22] Speaker: really going to be close to the
[00:13:23] Speaker: original schedule.
[00:13:25] Speaker: Perfect. All right. Thank you very much.
[00:13:26] Speaker: Anybody else?
[00:13:28] Speaker: Oh, yeah. Council member Mareno. Um, I
[00:13:30] Speaker: wanted to follow up on the on Mayor
[00:13:32] Speaker: Promp's comment about the $10,000
[00:13:34] Speaker: stipend. When that is issued, is there
[00:13:37] Speaker: any provision that we keep the
[00:13:38] Speaker: schematics or renderings of what they
[00:13:40] Speaker: did so that we can keep that for uh,
[00:13:43] Speaker: other considerations as the design
[00:13:45] Speaker: evolves or our changes grow?
[00:13:48] Speaker: I don't believe that was part of the
[00:13:49] Speaker: provision. We do have those documents,
[00:13:50] Speaker: but they are proprietary. Um, they were
[00:13:52] Speaker: schematic in nature. Most of them
[00:13:54] Speaker: AI-driven, to be honest with you. Uh,
[00:13:56] Speaker: others were far, far more detailed. Um,
[00:14:00] Speaker: but I think you'll see more of that as
[00:14:02] Speaker: we progress forward because any of
[00:14:04] Speaker: the unselected firms, none of that
[00:14:06] Speaker: information will really be prevalent. Um,
[00:14:08] Speaker: because each architect has their own
[00:14:10] Speaker: vision. Uh, but I think you'll you'll be
[00:14:12] Speaker: fully engaged and impressed with whoever
[00:14:15] Speaker: we select with what they bring forward.
[00:14:17] Speaker: Thank you. And I bring that up as one
[00:14:20] Speaker: of the um, workshops that um, we attended
[00:14:22] Speaker: for uh, JPIA. I think that was one of the
[00:14:25] Speaker: incentives that they said you'll get the
[00:14:27] Speaker: best possible product if you're giving
[00:14:30] Speaker: them something to really commit. But on
[00:14:31] Speaker: the city's side of it, it means that we
[00:14:34] Speaker: also get to keep that. So, the
[00:14:37] Speaker: concept or what they promoted with
[00:14:39] Speaker: that is that we could then go back and
[00:14:42] Speaker: look at each if they've submitted to say,
[00:14:44] Speaker: well, we didn't think about um, you know,
[00:14:47] Speaker: this element that could be preventing
[00:14:50] Speaker: other issues, or if something were to
[00:14:52] Speaker: happen in the future, we could go back
[00:14:55] Speaker: and say these are renderings or these
[00:14:56] Speaker: are some of the ideas from another um,
[00:15:00] Speaker: another, another bid. Um, so I'd be
[00:15:03] Speaker: curious to see if that's something that
[00:15:04] Speaker: could come up down the line, or if I
[00:15:06] Speaker: could just track down what the language
[00:15:08] Speaker: was or of how that was referenced in in
[00:15:10] Speaker: JPIA, because that helps us in the long
[00:15:12] Speaker: run to be sure we're getting the best
[00:15:14] Speaker: possible um, bid
[00:15:18] Speaker: as it being competitive because they are
[00:15:20] Speaker: getting that stipend. So, I appreciate
[00:15:22] Speaker: seeing that as a as a process.
[00:15:25] Speaker: Absolutely. And I do want to say that
[00:15:26] Speaker: the stipend was really driven by the
[00:15:28] Speaker: requirement for them to supply a
[00:15:30] Speaker: design validation report, which is a cost
[00:15:32] Speaker: estimate, because there is an awful lot
[00:15:34] Speaker: of work that goes into that, and that was
[00:15:35] Speaker: really the stipend was really uh,
[00:15:38] Speaker: was for that for that effort.
[00:15:41] Speaker: So, as is that what they submitted is
[00:15:43] Speaker: still their proprietary design? We don't
[00:15:45] Speaker: have the ability to use it, or it
[00:15:47] Speaker: becomes something that is something we
[00:15:49] Speaker: get to keep or can use since it's been
[00:15:51] Speaker: submitted to us?
[00:15:53] Speaker: I would have to ask legal on that,
[00:15:56] Speaker: because I, again, they, I know that
[00:15:57] Speaker: they're confidential and proprietary
[00:15:58] Speaker: when they give them to us.
[00:16:00] Speaker: Uh, but I don't know if we can publicly
[00:16:02] Speaker: share them. I don't, I don't know that.
[00:16:04] Speaker: And that's just off the top of my head.
[00:16:06] Speaker: I know that's not a pop quiz. Just
[00:16:07] Speaker: thinking out loud. Thank you.
[00:16:13] Speaker: Very good. No further questions or
[00:16:14] Speaker: comments. We'll uh, conclude study
[00:16:16] Speaker: session and move uh, into our closed
[00:16:20] Speaker: session.
[00:16:21] Speaker: Um, I now call to order the closed
[00:16:23] Speaker: session of the Palm Desert City Council,
[00:16:25] Speaker: and we'll open up for public comment for
[00:16:27] Speaker: closed session items only. This time has
[00:16:30] Speaker: been set aside for members of the public
[00:16:31] Speaker: to address the city council on items
[00:16:33] Speaker: contained only on the closed session
[00:16:36] Speaker: agenda within the three-minute time
[00:16:38] Speaker: limit. I do not see any blue cards. Are
[00:16:40] Speaker: there any speakers online?
[00:16:42] Speaker: No online comments.
[00:16:43] Speaker: Okay. Well, seeing no comments, we'll
[00:16:44] Speaker: now uh, adjourn to closed session. Thank
[00:16:48] Speaker: you.