SR-6M (3)
Contract Nos. 6765 and 6766
(ees) 0 M
SEP 0 9 1997
PCD SF PC
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COUNCIL MEETING September, 9. 1997
Santa MOnica, California
TO CIty Council
FROM City Staff
SUBJECT Recommendation to Authorize the City Manager to NegotIate and Execute
a Contract with the JCM Group for Project Management Services and Roma
Design Group for Design Consultation and Landscape ArchItect Services for
the Final DesIgn and ConstructIon of the Public Safety FacIlity
INTRODUCTION
This report recommends that the City CouncIl authorize the CIty Manager to negotiate and
execute a contract wIth the JCM Group to provIde Project Management ServIces In an
amount not to exceed $1,600,000, Including contingencies, and With Roma DeSign Group
for deSign consultatIOn and landscape archItect services In an amount not to exceed
$260,000, including contIngencIes, dUring the final deSign and construction of the Public
Safety FaCility, Including OlympIc Dnve
BACKGROUND
In June, 1995 the City soliCited proposals for a prOject manager for the schematiC deSign
phase of the project After evaluating 18 submissions, In August, 1995, the City selected
the JCM Group to be the project manager for the schematIC deSign of the Public Safety
BUilding Because there was uncertainty about the finanCing of the bUIlding, and the
different roles a project manager would play once the project entered Into fInal draWings
and construction, the CIty entered Into a contract With the JCM Group at the time for the
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SEP 0 9 1997
schematic design phase of the project only Now that the schematic design IS essentially
complete, and the financing method has been determined, It IS necessary to enter Into a
contract for project management servIces during final design and construction
Also dunng schematic design, Roma Design Group was brought Into the project to
collaborate on the schemattc deSign and provide conceptual landscape architect services
Roma DeSign Group was chosen sole source due to their expenence working on the CIVIC
Center Specific Plan and ability to Incorporate the Public Safety Facility Into the VISion of
the SpecIfic Plan It IS recommended that Roma DeSign Group continue providing these
services through the completion of the project
SELECTION OF PROJECT MANAGER
The City released a request for proposal to twelve qualified project management firms In
July, 1997 to provIde project management services for the remainder of the project Five
firms submitted proposals, and after a careful review of the submittals, three finalists were
chosen After IntervIews and supplemental questions of the three finalists, the JCM Group
was selected The JCM Group was selected for the follOWing reasons
o Experience In managing Similar complex proJects, Including the recently
completed Culver City Hall and Culver City Fire Station #2
o Breadth of expenence Within the firm covenng a Wide range of technIcal
expertise on Issues that may anse dunng the project
o Availability and commitment of key personnel to the project
o Knowledge and understanding of key Issues faCing the project dunng
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construction
PROJ~CT SCHEDULE
The schematic design process IS almost complete Dunng the completion of the schematiC
design phase, the project Will be subject to Planning Commission approval of a
development review permit like any other project of this magnitude In the City, Including
environmental review This process will Include opportunity for public comment on both the
design of the faCIlity and the Issues raised In the EIR
The Draft Environmental Impact Report, along With the schematiC design for the faCIlity,
was released In July, 1997, With presentation to the Planning Commission at a publiC
heanng scheduled for September 24, 1997 Architectural ReView Board review Will occur
after Planmng CommIssIon approval, pOSSIbly In October, 1997 Coastal CommIssIon
approval must occur after all City approvals have been granted
In an effort to expedite construction of the project, construction Will be separated Into two
phases The first phase Will be for the subterranean and foundation work, while the
second phase Will be for the construction of the bUilding DeSign development and
construction documents for both phases of construction Will commence upon approval by
the Planning CommissIon In September, 1997 DeSign development and construction
documents for the first phase are estimated to be completed by the end of 1998, while the
construction documents for the second phase Will be completed shortly thereafter Bid
award and construction of the first phase Will begin early In 1999 and Will take
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approxImately SIX months to complete Phase two bid award and construction will begin
Immediately after the completion of the first phase and last approxImately 18 months
BUDGET/FINANCIAL IMPACT
In order for funds to be available for project management ($1,600,000) and landscape
architect servIces ($260,000) for the Public Safety FacilIty, there must be an Increase In
the budget authority at account no 01-730-304-20098-8900-99058 financed by a total of
$1,860,000 from funds In the Public Safety FacilIty deSignation on the General Fund
balance sheet
RECOMMENDATION
It IS recommended that the City Council authorize the City Manager to negotiate and
execute a contract With the JCM Group for project management servIces In an amount not
to exceed $1,600,000, Including contIngencIes, and WIth Roma DeSIgn Group for deSIgn
consultatIon and landscape architect services In an amount not to exceed $260,000,
IncludIng contingencIes, for the Pubhc Safety FacIlity and Olympic Dnve, and approve the
budget adjustment outlined above
Prepared by
Suzanne Frick, DIrector
Paul Casey, ASSistant to the DIrector
Planning and Community Development Department
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