Escondido library renovation moves to permitting and bidding stage; relocation options narrowed

City staff told the Escondido Public Library Board Jan. 8 that the renovation project has advanced to formal plan review and is on a path toward bidding, while staff work to arrange interim library services as construction begins.

Ed Vasquez, identified in the meeting as the project manager, said the project’s 100% plans submittal was filed Dec. 16 and the city is in the formal multi‑department review period through Jan. 17. "We've already received first initial set of comments from the fire department, the building department, engineering, and planning," Vasquez said. He said the project had roughly 50 discrete review comments across a 100‑sheet set of drawings and that consultants were already working on revisions.

Vasquez presented a construction cost estimate he called an engineer’s estimate of about $8,700,000 but warned that actual bids would likely be higher; he also flagged a running project deficit against a $10,000,000 grant. "This projected cost still is coming in at 8,700,000.0 for the overall project," he said, noting that consultants and early soft costs have already consumed roughly $200,000.

Staff described other budget items the board asked about: an estimated $250,000 for furniture, fixtures and equipment (FFE) and ongoing work to determine how to fund ADA access work on the site. Vasquez said the ADA improvements for exterior access may be handled separately by Public Works staff or as a smaller contracted project.

On schedule, Vasquez said staff expect to resubmit corrected plans shortly after the review period and to issue the project for bid in March, with a recommended council contract award targeted for the April 16 council meeting. If that schedule holds, construction procurement and award would follow soon afterward.

Trustees also discussed interim relocation for library services during construction. Staff said they had identified two potential temporary locations: a storefront on Grand Avenue (the primary option) and museum space at the California Center for the Arts (the secondary option). Staff said the Grand Avenue storefront requires code upgrades; an inspection report was expected the following day. The California Center museum space was reported as "move‑in ready" and available beginning March 31, and staff planned a walkthrough with the center’s executive director.

Robert (director) and other staff told trustees the city manager and council know a relocation will incur rental and moving costs that are not covered by the construction grant; staff said those costs will be addressed by the city manager’s office. The board scheduled a public library renovation workshop for Feb. 7 at 11:30 a.m. so the community, Friends of the Library and the foundation can discuss furniture and other support items.

Staff emphasized that project documents must be reviewed by the city attorney before issuing the solicitation and that change orders can be the only post‑award negotiation on contracted price. Vasquez said some project scope items — such as restrooms, plumbing and electrical systems — cannot be eliminated if the project proceeds, though alternate bid items may be used to reduce cost if necessary.

Next steps described to the board were: finish addressing plan review comments, coordinate city attorney review of bid documents, prepare to advertise in March, solicit bids, and present a contract award to council on April 16. Staff also committed to continuing relocation negotiations and to notify the board of the preferred interim site once inspection and negotiation details are completed.