SR-904-001
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DEe 1 3 1988
CARS:BFM:DTA:EA:db
Council Meeting: December 13, 1988
TO: Mayor and City Council
Santa Monica, Callfornia
FROM: City Staff
SUBJECT: Recommendations Regarding Acquisition of Modular Building to
Provide Additional Meeting Rooms and Office Space at City Hall
Introduction
This report recommends that City Council adopt the attached resolution
author1zlng, under the provis1ons of Section 2508 of the Santa Monica
Municipal Code, the sole source procurement of a suitable, immedlately
avallable and used modular building to be located in the City Hall parklng lot
behind the Police statlon. This modular building will be used for 3
meet1ngjconference rooms and 2 offices. In addition, this report recommends
that the City Council appropriate $ 45,000 from General Fund reserves for the
purchase of the bUll ding.
Background
The City currently owns a trailer located 1n the parking lot behind the pollce
station. The trailer is used for Clty staff meetings and Personnel Department
interviews. The work space provided by th1S unit is minimal and does not meet
the current needs of the City for multiple conference rooms and additional
office space. In addition, the unit is not sound proof and noise from the
adJacent freeway continually d1srupts meetings. The present trailer is 12' x
60' and has 720 square feet of space.
As directed by the City Council on October 25, 1988, City staff has begun to
explore options to meet the serious space needs of Clty Hall employees. One
such optlon Wh1Ch staff lS proposing 1S the placement of two modular off1ce
buildings on the site of the existing tra1ler.
These units, which would be
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purchased by the C1ty, would prov1de a total of 1,320 square feet of usable
space. This would include one large 24' x 24' meeting room for groups of
20-30, one 12' x 18' meeting/conference room for groups up to 12, one 12' x
10' meet1ngjconference room for groups of 4-8 and two 8' x 10' off1ces. The
units are similar to the bU1ldings purchased for the Cultural and Recreat10n
Services Department which house the Recreation and Parks Division off1ce
located at Clover Park.
In addition, 1t is proposed that the existing trailer be moved to Virgin1a
Avenue Park to provide temporary office, meeting and classroom space for the
Police Community Center (PCC). Th1S tral1er would be used on an interim basis
for the PCC until the long-term uses for the recently purchased Deak Plumblng
slte are determined. The unit would be located immediately south of the
Virginla Avenue Park Community Center Building, adjacent to the Parks
Div1sion Ma1ntenance yards.
Justification for Sole Source Procurement
The Cultural and Recreation Services Department and Purchasing Division have
surveyed the market place to determine the costs of providing the additional
modular bU1lding office space required. Staff looked at the purchase of a new
modular unit as well as a used un1t.
The purchase of a new unit would cost approximately $55,000, includ1ng
installation, and take approximately four to six months to be constructed and
installed. Alternatively, staff has located two used un1ts which are
immediately available and meet City specifications. The units have a total of
1,320 square feet and total installation would cost approximately $45,000.
They can easily be remodeled to meet the City's present needs and include air
conditioning and heating, wood exterior siding, and handicap ramp
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accesslbllity. These modular units can be reconditioned and installed within
two to three months of date of purchase. Staff believes that the purchase of
these used unlts would satisfy the City/s immedlate space needs for
meeting/conference space.
Budget/FinanClal Impact
Staff has determined that it is more cost-effective to purchase than to lease
or to lease-purchase a suitable, immedlately available and used modular
bUllding. Staff estimates that purchase of the modular building, and
remodeling costs will require approximately $45,000. Funds for the purchase
are available from General Fund reserves.
Recommendations
It is recommended that:
1. The City Council adopt the attached resolutlon authorizing the sole
source procurement of a suitable, immediately available, used
modular building;
2. Appropriate $ 45,000 from the General Fund Reserves to Account #
01-710-451-263-961 for the purchase of the building.
Prepared by: Lynne Barrette, Assistant Clty Manager
Barbara Franklin-Moran, Director, Cultural & Recreatlon Services
Ed Adams, Recreation Superintendent
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srofflce
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Was It amended?
VOTE: Afflrmatlve: ~~- /
Negatlve:
Abstaln: (1_-
Ab s en t : .-----.;.-b----/f-:J
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NEWSPAPER PUBLICATION (Date: )
Department orlginatlng staff report ( Laurle Lleberman}
Ordinances only for Attorney ( Claudia Thompson) 2
Management Servlces Lynne Barrette ORDINANCES ONLY 1
Agency mentloned ln document or staff report
(certlfled?)
SubJect fl1e (agenda packet) 1
Counter flle 1
Others: (Revlew
Alrport
Audltorlum
BU11dlng Dept.
for departments who need to know).
Parklng Auth.
F1.nance
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Llbrary
Manager
F1.re
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Personnel
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Pol1.ce
Purchas1.ng
Recr/Parks
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Transportation_____
Treasurer
SEND FOUR COPIES OF ALL ORDINANCES TO:
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120 Maln Street
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4
SEND FOUR COPIES OF ALL ORDINANCES TO: 4
Debra Myrlck
Santa Manlca Munlclpa1 Court
1725 Ma1.n Street, Room 118
Santa Mon1.ca, CA 90401 Total Caples
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RESOLUTION NO. 7738 (CCS)
(CITY COUNCIL SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MONICA
WAIVING THE COMPETITIVE BID PROCEDURE AND AUTHORIZING DIRECT
NEGOTIATION FOR A MODULAR BUILDING FOR INSTALLATION AT CITY
HALL
WHEREAS, the Clty of Santa Mon1ca has an immed1ate and urgent need to
1ncrease available meeting/conference rooms and to create additional offlce
space at C1ty Hall; and
WHEREAS, City staff has located only one sU1table, immediately
ava1lable, used modular bUlld1ng Wh1Ch wlll meet the city's 1mmedlate space
requlrements; and
WHEREAS, the compet1tive bid process would cause unnecessary del ay
and expense with no assurance of obtaln1ng any other competitive b1ds for a
sUltable, immed1ately available modular build1ng,
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES
RESOLVE AS FOLLOWS:
SECTION 1. The C1ty Councll f1nds that there eX1sts an urgent need
for a modular bUl1ding to be located at Clty Hall.
SECTION 2. Competltive bid procedure for this modular bUlldlng would
cause unnecessary delay and expense and Jeopardlze the efficiency and
effectiveness of the C1ty'S operatlon.
SECTION 3. The compet it i lie bi d procedure is wa lVed and the C 1 ty
Manager 1S authorlZed to negotiate directly for the purchase of a sUltable,
lmmedlately avallable, used modular building
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SECTION 4. The Clty Clerk shall certlfy the adoptlon of the
Resolutlon, and thenceforth and thereafter. the same shall be in full force
and effect.
APPROVED AS TO FORM:
~1-i" ~ ..,....~
ROBERT M. MYERS
Clty Attorney
resobldg
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Adopted and approved this l3th day of December, 1988.
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I hereby certify that the foregoing Resolution No. 7738(CCS)
was duly adopted by the City Council of the City of Santa Monica
at a meeting thereof held on December 13, 1988 by the following
Council vote:
Ayes: Councilmembers: Abdo, Finkel, Genser, Katz, Reed,
Mayor Zane
Noes: Councilmembers: None
Abstain: Councilmembers: None
Absent: Councilmembers: Jennings
ATTEST:
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_______ ....... - City-Clej'k
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CM:JG
December l3, 1988
5anta Monica, California
TO:
Mayor and City Council
FROM:
City Staff
SUBJECT:
Supplemental Information to Item 6S
Item 65, which concerns a staff recommendation that the City
Council authorize the purchase of two used modular buildings to
be installed in the current location of the City trailer, also
includes a brief review of staff's proposed interim use for that
trailer once the modular buildings are installed. Specifically,
staff had recommended that the trailer be placed in Virginia Park
for interim use by the Police Community center (PCC) due to space
overcrowding in the virginia Park Community Building and until
the long-range plans for the Deak Plumbing site are determined.
After discussions with the Virginia Park Advisory Board, staff
concurs that the series of community forums planned for February
which will focus on the future development of Virginia Park
should occur prior to location of the trailer in the Park. Based
on community response to the proposed interim plan for the PCC,
staff will then advise Council as to the feasibility of placing
the trailer in the Park location. Until that decision is made,
the trailer will be used by the General Services Department to
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provide office space for construction staff at the Pier. As
such, the trailer can be moved at any time.
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