SR-904-001-02 (6)
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DEe 1 3 1988
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Council Meeting: December 13t 1988
TO: Mayor and City Council
Santa Monicat California
FROM: City Staff
SUBJECT: Recommendations Regarding Acquisition of Modular Building to
Provide Additional Meetlng Rooms and Office Space at City Hall
Introduction
This report recommends that City Council adopt the attached resolution
authorizing, under the provisions of Section 2508 of the Santa Monica
Municipal Cadet the sole source procurement of a suitablet immediately
available and used modular building to be located in the Clty Hall parking lot
beh1nd the Police station. This modular building will be used for 3
meeting/conference 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 building.
Background
The City currently owns a trailer located in the parking lot behind the police
stat10n. The trailer is used for City staff meetings and Personnel Department
interviews. The work space provided by this unit is minimal and does not meet
the current needs of the C1ty for multiple conference rooms and additional
office space. In additiont 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, 1988t City staff has begun to
explore options to meet the serious space needs of City Hall employees. One
such option which staff is proposing is the placement of two modular offlce
build1ngs on the site of the existing trailer.
These units, which would be
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purchased by the City, would provide 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' meeting/conference room for groups of 4-8 and two 8' x 10' offices. The
units are similar to the buildings purchased for the Cultural and Recreation
Services Department which house the Recreation and Parks Division office
located at Clover Park.
In addition, it is proposed that the existing trailer be moved to Virginia
Avenue Park to provide temporary office, meeting and classroom space for the
Police Community Center (PCC). This trailer would be used on an interim basis
for the pec until the long-term uses for the recently purchased Deak Plumb1ng
s1te are determined. The unit would be located immediately south of the
Virginia Avenue Park Community Center Building, adjacent to the Parks
Divislon Malntenance yards.
Justificat10n for Sole Source Procurement
The Cultural and Recreation Services Department and Purchasing DiviSlon have
surveyed the market place to determine the costs of providing the additional
modular building office space required. Staff looked at the purchase of a new
modular unit as well as a used unit.
The purchase of a new unit would cost approximately $55,000, including
installation, and take approximately four to six months to be constructed and
installed. Alternatively, staff has located two used units 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
cond1tion1ng and heating, wood exterior siding, and handicap ramp
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accesslbility. These modular units can be reconditioned and installed wlthin
two to three months of date of purchase. Staff believes that the purchase of
these used units would satisfy the City's immediate space needs for
meeting/conference space.
Budget/Financial Impact
Staff has determined that it is more cost-effective to purchase than to lease
or to lease-purchase a suitable, immediately available and used modular
building. Staff estimates that purchase of the modular building, and
remodeling costs will require approximately $45,000. Funds for the purchase
are avallable from General Fund reserves.
Recommendations
It is recommended that:
1. The City Council adopt the attached resolution 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 City Manager
Barbara Franklin-Moran, Director, Cultural & Recreation Services
Ed Adams, Recreation Superintendent
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RESOLUTION NO.
(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 City of Santa Monica has an immediate and urgent need to
increase ava1lable meeting/conference rooms and to create additional office
space at City Hall; and
WHEREAS, City staff has located only one suitable, immediately
avai1able~ used modular building Wh1Ch will meet the city's immedlate space
requ1rements; and
WHEREAS ~ the compet it i ve bi d process waul d cause unneces sary delay
and expense with no assurance of obtaining any other competitive bids for a
suitable, immediately available modular building,
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES
RESOLVE AS FOLLOWS:
SECTION 1. The City Counc1l finds that there exists an urgent need
for a modular building to be located at City Hall.
SECTION 2. Competitive bid procedure for this modular building would
cause unnecessary delay and expense and jeopardize the effic1ency and
effectiveness of the City's operation.
SECTION 3. The competitive bid procedure is waived and the City
Manager 1S authorized to negotiate directly for the purchase of a suitable,
immediately available~ used modular building.
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SECTION 4. The City Clerk shall certify the adoption of the
Resolution. and thenceforth and thereafter, the same shall be in full force
and effect.
APPROVED AS TO FORM:
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ROBERT M. MYERS
City Attorney
resobldg
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