SR-850-005-01 (4)
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Council Meeting: January 23, 2001 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Authorize the City Manager to Negotiate and Execute a
Professional Services Contract with Moore Ruble Yudell Architects and
Planners for the Main Library Expansion and Renovation Project
Introduction
This report recommends that the City Council authorize the City Manager to negotiate and
execute a contract with Moore Ruble Yudell Architects and Planners for design,
construction documents, and construction administration services for the Main Library
Expansion and Renovation Project in an amount not to exceed $3,448,000 and approve a
contingency of $344,800.
Background
The Main Library is located at 1343 Sixth Street. As an important information resource to
the community, over two thousand patrons use the services of the library each day. The
facility has undergone physical and programmatic changes in response to public demand
and new technologies. As early as the early 1980s, there was concern among library users
that the Santa Monica Public Library was overcrowded and losing the ability to house the
services and collections that the community needed. A 1986 study determined that the
Main Library functioned far below its potential with insufficient room for circulation and
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storage, an inadequate mechanical system, poor accessibility, and lack of overall
organization, resulting in the need for expansion to meet the projected needs after the year
2000. In response to the study, a citizens committee supported a successful bond
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measure for $4.5 million to purchase property to the east of the Library to be used for its
future expansion.
Originally, implementation of improvements was scheduled for 1994. The project was
delayed as a result of the Northridge earthquake and the required seismic analysis,
upgrades and repairs. In 1996, the City began the implementation of improvements and
contracted with the firm Hardy Holzman Pfeiffer for the development of an overall master
plan for the facility, and for the design of the Phase I - Interim Improvement Project. The
master planning process included a building conditions assessment, seismic strengthening
considerations, analysis of current use, anticipation of future services and trends,
preparation of a space needs program; and development of renovation and expansion
concepts, implementation plans and cost models. Extensive information was gathered from
the community at large, library supporters, staff and other library professionals.
In February 1998, the City Council conceptually approved the Main Library Master Plan
which proposed a 66,000 square foot expansion and renovation of the existing 77,974
square foot facility. The expansion will take place toward the north and east along Santa
Monica Boulevard and extend to 7th Street. The plan includes a new entrance, courtyard,
public auditorium and meeting space, as well as below grade public parking. The existing
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Library building will be renovated to integrate with the expanded facility and to blend with
the new design.
The recommendations for the Main Library expansion project along with proposed
improvements to the City?s three branch libraries were presented to the City Council for
placement of a bond measure on the November 1998 ballot. The $25,000,000 measure
successfully passed with 81% of the vote.
An extensive process was developed for the selection of the architect for this important
project. The Project Team included representatives from the Library, Planning and
Community Development, the City Managers Office, Environmental and Public Works
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Management, and the Library Board. A Request for Qualifications for architectural
services was developed and distributed to 68 firms on February 25, 1999. On March 23,
1999, the City received responses from 18 firms; seven firms were short-listed by the
Project Team. A Request for Proposals (RFP) for architectural and engineering services
for the expansion and renovation of the Main Library was issued to each of the short-listed
candidates on August 16, 1999. The scope of work contained in the RFP required that the
architectural firm provide services to achieve high standards of performance and
recognition in urban and building design; sustainable architecture; integration of artwork;
and development of a building with long term-value. The firm will participate in project
meetings, including public meetings and hearings.
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Based on the responses to the RFP, the potential candidates were further short-listed to
three firms. Each of these firms was asked to submit responses to a supplemental
questionnaire, arrange for a meeting with key project staff in the proposers office;
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participate in an architectural design exercise; and participate in tours of completed,
relevant projects designed by the architectural firm.
Discussion
As a result of this process, the Project Team unanimously recommends Moore Ruble
Yudell. Their qualifications and previous project experience, including the renovation and
addition to the Powell Library; the addition to the Hugh and Hazel Darling Law School
Library at the University of California at Los Angeles campus; the Fairchild Engineering
and Applied Science Library at California Institute of Technology; and the Humboldt Library
in Berlin, Germany, demonstrate their ability and expertise in the various aspects of
architectural and engineering services necessary for library facilities. Moore Ruble Yudell
provided eight references which reported that the consultants work was excellent.
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Staff has explored alternative approaches for the development and delivery of the Main
Library Expansion project. In an effort to limit unanticipated costs, expedite the construction
schedule and to build a cohesive project team, we are recommending that this project be
developed using a modified design-build approach. A separate procurement process will
be taken to identify a Design-Build contractor in early 2001. The professional services
contract
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with Moore Ruble Yudell will be assigned to the design-builder after the Council award of
the design build contract.
Budget/Financial Impact
FUNDS REQUIRED
Architectural and Engineering Services for the Main Library Expansion and Renovation
Project:
Architectural and Engineering Services $3,448,000
Contingency $ 344,800
Total $3,792,800
Total funds in the amount of $3,792,800 are available in CIP account C01049100.589000,
Library Expansion and Renovation.
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Recommendation
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a contract with Moore Ruble
Yudell Architects and Planners, in an amount not to exceed $3,448,000 for
architectural and engineering services for the Main Library Expansion and
Renovation Projectand approve a contingency in the amount of $344,800; and
2. Authorize the City Engineer to authorize any necessary change orders to complete
additional work within budget authority.
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Prepared by: Craig Perkins, Director Environmental and Public Works Mgmt.
Anthony Antich, P. E., City Engineer
Lauren M Friedman, Senior Architect
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Wini Allard, City Librarian
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