SR-905-000 (2)
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Council Meeting: 4/12/88
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Santa Monica, California
TO:
Mayor and City Council
Chairperson and Redevelopment Agency
FROM:
city staff
SUBJECT: Recommendation to Award a Contract for Construction of
the Ken Edwards Center for community Services
Introduction
This report requests that the City Council award a contract to M.
H. Golden Company, the lowest responsible bidder, in the amount
of $3,973,300, for construction of the Ken Edwards Center for
Community services to be located at l527 4th street.
Background
On August l3, 1985, the City Council approved a site (parking lot
#22) for construction of a 25,000 square foot facility to house
local nonprofit social service agencies.
In addition, the
council approved the submittal of an application for State Senior
Center Bond Act funding to assist in the construction of a senior
mul ti-service center component of the building and identified
Westside Independent Services to the Elderly (WISE) and senior
Health and Peer Counseling Center (SHPCC) as major tenants. In
July of 1986, the City was awarded $700,000 in state funds,
augmenting approximately $1.67 million in General Funds, $900,000
in Community Development Block Grant (CDBG) funds, and $200,000
to be raised by WISE and SHPPC for this project.
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On July 8, 1986, the City Council approved the award of a
contract
to
Koning
Eizenberg
Architecture
to
provide
architectural and engineering services for the project. A
contract for a special consultant to assist in the complex
programming phase of the project was also approved.
with the
contract executed on August l, 1986, the architects, special
programming consultant, communi ty agencies and City Commissions
set out to define the requirements and parameters of the project.
The following discussion outlines the results of this process in
more detail.
Proqramming
Based
on
Council
approved
parameters,
approximately 16,000 square feet of the project was allocated to
the senior services
component and the remainder of space
allocated to other compatible community service uses. The
programming process then proceeded to solicit input from a wide
range of groups and individuals.
project Concepts - The programming document outlined a number of
general concepts that guided the design phase of the proj ect.
The concepts included:
o The Center should be a "community focal point" for
residents and agencies in Santa Monica and should not only
provide direct client services but also serve to enhance
the awareness of all human service programs available
throughout Santa Monica.
o Services provided in the building should complement each
other to avoid issues of incompatibility of client
populations and encourage maximum use of the Center by
those coming for service.
o Spaces should be used efficiently and creatively, with
Sharing of space wherever possible.
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o Spaces should be flexible to accommodate future changes in
use.
o In addition to providing permanent
agencies, the Center should provide
by other community groups needing
regular or intermittent basis.
space for selected
opportunities for use
meeting rooms on a
o The senior multi-service center component must meet the
broad definition provided by the state that the facility be
a focal point for senior services, providing a broad range
of social services, educational, nutritional and advocacy
activities. The senior center should not be construed as
just "office space" for senior agencies but as an important
conqregate space for seniors of the community both as
volunteers and as recipients of services.
o The Center should not attempt to be "all things to all
people". Care should be exercised to judiciously assess
the needs of senior agencies and other community service
functions; however, given the space and budgetary
constraints of the proj ect and the fact that all needs
cannot be met, it is important to ensure that design
decisions avoid overcrowding and incompatible arrangements.
o Final shared space decisions and space allocations between
the senior and non-senior components will be decided during
the next stage of the process when the programming concepts
and requirements are translated into a specific space plan.
Design - The conceptual design for the Center was presented to
the Council for approval on December 9, 1986 by the project
architects. Of major importance was the ability of the design to
meet the needs of proposed clients and users for a friendly,
pedestrian-oriented building while remaining sensitive to the
surrounding
neighborhood.
Parking,
circulation,
height,
placement of the building on the site and parking requirements
have been carefully considered.
The proposed design addresses the major project concepts outlined
above by dividing the building into several components:
(l) Entry and Information and Referral - This area, to be located
on the ground floor and accessible from 4th street, will provide
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a "resource and welcome area", providing assistance to those
interested in the services available at the Center or those
wishing information on the range of services available in Santa
Monica.
(2) senior Congregate Programs and Assembly Area - Adj acent to
the entry, the assembly area will provide for a senior nutrition
site, operated by the Recreation and Parks Department, for up to
lOO senior citizens each day. In addition to noon meals, related
recreational programming will also be provided. Tenant senior
agencies may also use this space for congregate senior activities
before and after the lunch program.
(3) Senior Social Services - All direct social, mental health and
health services for senior citizens will be on one floor, thus
easing the use of the facility by seniors.
(4) Unallocated Community Service Space - An interest survey
indicated a high level of interest in small and medium-sized
meeting rooms for both tenant agencies and other community
service organizations. As space requirements are finalized,
staff recommendations will be developed on the use of this space
whether it be for specific "tenant agencies" interested in
sharing common areas, additional space for the senior component
or community meeting rooms. The proposed design allows for this
flexibility.
(5) Parking - The parking configuration utilizes two subterranean
levels and calls for 40 replacement public parking spaces and the
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required number of dedicated parking for the Center with a small
number of surface parking spaces.
Plans and specifications for the construction of the Edwards
Center were completed by Koning Eizenberg Architecture and
reviewed by the city Engineer. A Notice Inviting Bids was
published on February 8 and g, 1988 in the Evening Outlook,
construction journals, and was sent to eight Minority
associations. Plans and Specifications were issued to nine
general contractors.
Bids were received. opened and read publicly on March l7, 1988,
at 3:00 p.m.
Three bids were received:
M.H. Golden Company
Amoroso
Macco
City Engineer's Estimate: $4,200,000
$3,977,300
$3,991,675
$4,448,770
The low bidder was M.H. Golden Company. staff checked references
provided by M.H. Golden Company as to comparable projects
previously completed and found them satisfactory. The M.H.
Golden bid for a total of $3,977,300 included a base bid and six
alternate bids. The City elected to reject two of the
alternates, No. 5 and No.6, which pertained to the removal of
two light wells at a cost of $2,000 each, total $4,000,
consequently, the bid award was adjusted to $3,973,300.
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The construction contract allows for a thirteen month
construction schedule with construction to begin in May 1988.
During the construction period the main construction access is
designated as the alley. However, the contractor will be allowed
the use of Fourth street, on an intermittent basis for certain
periods prior to 3:00 p.m. when the number two northbound lane
along Fourth Street will have to be closed to through traffic due
necessary construction affecting the flow of traffic and/or the
delivery of construction materials. No permanent or long term
closures of the alley and Fourth street will be permitted. During
construction a four foot pedestrian walkway will be maintained
along Fourth street.
Budget/Financial Analysis
In order to award the construction contract and proceed with
construction a number of budgetary actions must be taken. The
total funds required to commence equal $4,523,300 as follows:
Construction Contract
Construction Management &
Contingencies
Total Funds Required
$3,973,300
550,000
$4,523,300
There are currently $4,l09,482 in funds identified and available
for the project. These funds consist of the following:
Available appropriation in Account
#Ol-720-262-000-920
$1,424,603
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Available appropriation in Account
#19-720-262-000-920
$ 914,389
Redevelopment Agency Repayment of
CDBG Loan
$ 400,000
state Senior Center Bond Act Grant
$ 700,000
General Revenue Sharing
$ 48,252
Private Donations/Fundraising
$ 222,238
$3,709,482
In addition, it is anticipated that approximately $400,000 in
COBG funding will be available. The sources include $200,000
from the proposed sale of the 2233 Fifth Street property for
which staff is currently preparing to issue a request for
proposals, and $200,000 from the city's FY88-89 entitlement funds
as the Edwards Center is an eligible project. This would bring
the total funding available for the project to $4,l09,482.
The following technical actions will be required to enable
expenditure of the funds identified for the project as outlined
above:
o Increase appropriations at Account #18-200-263-129-746 in
the amount of $108,000 and at Account #18-200-263-128-746
in the amount of $292,000 to enable the payment of the loan
from the Redevelopment Agency;
o Increase budgeted revenues at Revenue Account
#19-932-096-000-000 in the amount of $600,000 to recognize
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the additional CDBG income from the Redevelopment Agency
loan repayment~ and the sale proceeds of the property at
2233 Fifth street.
o Increase the appropriation at Account #19-720-262-000-920
by $600,000 to allow expenditure of Redevelopment Agency
loan repayment funds and the sales proceeds from 2233 Fifth
street~
o Increase budgeted revenues at Revenue Account
#01-907-298-000-000 by $22,238 to reflect private donations
already received and currently being held in trust, and
increase appropriation at account #01-720-262-000-920 by
$22,238 to allow expenditures of these funds.
o Increase appropriation at account #Ol-720-262-000-920 by
$200,000 to allow expenditure of additional private funds
to be raised which were budgeted as revenue as part of the
mid-year review.
o Establish new appropriation at Account #84-720-695-000-920
in the amount of $48,252 to allow expenditure of remaining
General Revenue Sharing funds allocated for this project;
o Establish new appropriation at Account #20-720-695-000-920
in the amount of $700,000 to allow expenditure of state
Senior Center Bond Act grant funds.
No technical appropriation is required at this time for the
$200,000 FY88/89 CDBG entitlement funds, as the funds will be
appropriated by the City council as a part of the FY88/89 CIP
Budget in June.
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In addition to the budgeted funds outlined above, staff
recommends that the City council appropriate $413,818 from
General Fund reserves to Account #Ol-720-262-000-920 to fund the
remainder of the construction contract.
Recommendations
It is recommended that the city council:
1. Award a contract for the construction of Ken Edwards Center
at l527 Fourth street to M.H. Golden in the amount of
$3,973,300;
2. Authorize the City Engineer to negotiate and issue any Change
Orders as necessary within funds available to complete the
work in conformance with the Administrative Instructions and
the conditions of the contract;
3. Approve the various technical account changes outlined in the
BUdget/Financial Impact section;
4. Approve the appropriation of $413,818 from General Fund
reserves to Account #Ol-720-262-000-920.
It is recommended that the Redevelopment Agency:
l. Increase appropriations at Account #18-200-263-l29-746 in the
amount of $lOS,OOO and at Account #lS-200-263-l2S-746 in the
amount of $292,000 to enable the payment of the loan from the
Redevelopment Agency.
Prepared by: Rey Espana, Acting Community Development Manager
stan Scholl, Director of General Services
Desi Alvarez, city Engineer
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