SR-02-26-2013-3FCity Council Report
City of
Santa Monica'
City Council Meeting: February 26, 2013
Agenda Item: , —
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Professional Services Agreement for Elevator Improvements in Parking
Structures 2, 4 and 5.
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a professional services agreement with IDS Group, a California -based
company, in an amount not to exceed $191,840 (includes a 10% contingency) to
provide design and preconstruction services for the elevator improvements in Parking
Structures 2, 4 and 5.
Executive Summary
Nine existing elevators in downtown Parking Structures 2, 4 and 5 have been identified
for replacement due to age, frequent service outages, high maintenance costs and lack
of code compliance. After reviewing the four bids received, staff recommends IDS
Group as the best bidder to provide design and preconstruction services for the elevator
improvements in Parking Structures 2, 4 and 5 for an amount not to exceed $191,840.
Background
The elevators in Parking Structures 2, 4 and 5 were originally installed when the
structures were built in the 1960s. Despite ongoing periodic maintenance, the elevators
are frequently out of service due to age and high traffic volumes. This project would
modernize the structures with new, code compliant elevators with less downtime and
maintenance costs, while enhancing customer experience.
Discussion
This project would design the replacement of the existing nine elevators to provide new,
code - compliant elevators and reduce both maintenance costs and downtime. The
selected firm would survey, evaluate, provide recommendations, and design and
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develop construction documents for the nine elevator systems targeted for
improvement. Additionally, elevator components, electrical service, finishes and
interferences with other existing building systems would be evaluated. The
improvements would comply with all current City codes and standards, including but not
limited to: the Americans with Disabilities Act and Guidelines (ADA &G), AQMD
guidelines, and the Santa Monica City Municipal Code. The project would be designed
and constructed using sustainable building practices. Materials would be easy to
maintain in a coastal environment, highly durable and graffiti, weather, and vandal
resistant.
Additionally, the selected firm would coordinate the new elevator's design components
and their replacement with the City, the parking structure operating vendor, and
Downtown Santa Monica, Inc.
Consultant Selection
On October 18, 2012, a Request for Proposals (RFP) was posted on the City's online
bidding site for services to perform design and preconstruction services for Elevator
Improvements in Parking Structures 2, 4 and 5. Four proposals were received and
publically opened on November 8, 2012.
Proposals were evaluated based on price, direct experience on similar projects, record
performing public sector work, hourly rates for services, understanding of the project's
scope, approach to the work, qualifications of proposed staff, and scheduling of project
activities.
The design team would include individuals with expertise in the following fields:
architecture, structural engineering, verticle transportation, electrical engineering and
mechanical engineering.
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IDS Group team was the lowest bidder and has completed similar parking structure
upgrades including elevators for El Camino College and multiple elevator
assessment/upgrade projects for the Los Angeles County Housing Authority.
Additionally, their prime consultant designed new elevators for the Santa Monica Public
Safety Facility and the new Parking Structure #6 in Santa Monica. References listed in
the proposal package were contacted and all respondents reported that work performed
by IDS Group was completed in a timely and cost effective manner while maintaining
consistent quality. Staff also verified with the California State License Board that IDS
Group and all sub consultant licenses are current, active and in good standing. Based
on the foregoing, IDS Group is recommended as the best bidder to provide construction
services in accordance with City specifications.
Financial Impacts and Budget Actions
The contract to be awarded to IDS Group is $191,840, and includes a 10% contingency.
Funds in the amount of $191,840 are included in the FY 2012 -13 Capital Improvement
Plan budget in account 0014079.589000.
Prepared by: Danny Welch, Architectural Associate
Approved: Forwarded to Council:
Martin Pastucha Rod Gould
Director of Public Works City Manager
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Reference Agreement No.
9712 (CCS)