SR-913-000 (3)
RMD:REDEVELOPMENT:MHM:F:\REDEVELOPMENT\STAFFREPORTS\SURVEY
February 8, 2000 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Increase an Existing Purchase Order with Grimes
Surveying & Mapping, Inc. (GSM) for Land Surveying Services.
Introduction
This report requests authorization for the City Manager to increase the existing
purchase order #5703 with Grimes Surveying & Mapping, Inc. (?GSM?) for continued
land surveying services associated with the RAND property acquisition and other
Housing and Redevelopment Division projects.
Discussion
In August 1999, Housing and Redevelopment Division staff selected Grimes Surveying
& Mapping, Inc. to conduct land surveying and related services associated with the
Redevelopment Agency?s acquisition of 11.3-acres of land owned by the RAND
Corporation. The firm was chosen following a competitive process based on its
experience, cost, and ability to quickly perform tasks required for the transaction. A
purchase order in the amount of $20,000 was subsequently awarded and later
increased to $40,000 as the scope of work expanded. The assignment has been
complex and research intensive, requiring GSM to survey and revise antiquated and
inconsistent legal descriptions of the seller?s parcels; research, locate and map former
railroad lines needed to complete the environmental analysis of the site; review and
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research title issues with the title company; and rewrite a contiguous legal description to
avoid errors in title. Furthermore, GSM has provided the City with maps and aerial
photographs of the site, which can later be incorporated into the City?s geographical
information system to assist the City in the future planning, mapping and development
of the site.
The City currently has a purchase order with GSM for $40,000, of which $39,442.55 has
been expended. An additional $15,000 is required to complete necessary surveying
work prior to close of escrow for the RAND acquisition, which is scheduled for the end
of March 2000. An additional $35,000 is necessary for other surveying, mapping
services and due diligence work for the Housing and Redevelopment Division, as
potential property purchases are evaluated for affordable housing development. This
requested increase of $50,000 will bring the total amount of the purchase order to
$90,000.
Budget/Financing Impact
Budget authority exists for this increase of $50,000 to the GSM purchase order. The
funds are currently available in account #01264.555060.
Recommendation
It is recommended that the City Council approve and direct the City Manager to
increase the existing Purchase Order #5703 with Grimes Surveying & Mapping, Inc. by
$50,000 for land surveying services for the Housing and Redevelopment Division.
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Prepared by: Jeff Mathieu, Director, Resource Management Department
Robert T. Moncrief, Housing and Redevelopment Manager
Martin Kennerly, Acting Administrative Services Officer
Tina Rodriguez, Redevelopment Administrator
Mona Miyasato, Senior Administrative Analyst
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