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Council Meeting October 14, 1997 Santa MOnica, California
OCT 1 It 1997
TO Mayor and City Council
FROM C rty Staff
SUBJECT Award of Contract for Seismic Upgrades and Cosmetic Repairs to
Earthquake Damaged Miles Memonal Playhouse to Vahdam ConstructIon
and RecommendatIon to Execute an Addendum to a Professional Services
Contract with the John Ash Group for Increased Construction Site
Observation and Structural Inspections of the Repair Work
Introduction
ThiS report recommends that the City Council award a contract to Vahdanl Construction,
the lowest responsible bidder, In the amount of $1,294,592, to complete earthquake and
other permanent repairs of Miles MemOrial Playhouse Staff also recommends that the
City CounCil authorize the City Manager to negotiate and execute an addendum to a
professional services contract with the John Ash Group, the proJect's architectural firm, for
Increased construction sIte observation and structural Inspections of the repair work
undertaken, In an amount not to exceed $26,000
Backg round
Miles Playhouse, located In Christine Emerson Reed Park (formerly Lincoln Park), was
constructed In 1929 A former City Councllmember, J Euclid Miles, bequeathed $25,000
upon hiS death In 1925 for constructIOn of a public recreation hall for young men and
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OCT 1 4 1997
women of the commumty The bUilding was designed by John Byers, an architect noted
for his designs In the Spanish Coloma I revival style The bUIlding IS a City landmark and
IS eligible for Inclusion on the National Register of Histone Places
The structure was heavIly damaged as a result of the January, 1994 Northndge
Earthquake Later that year, the John Ash Group was selected to prepare renovation plans
and a commumty process was Initiated Three public workshops were held between
November 1994 and February 1995 At these meetings, residents expressed preferences
for a facIlity that accommodates mUSical and theatncal performances, supports
neighborhood actiVities and events, and provides supplemental actiVities that may Include
exhibitions and classes Performing arts groups, the Santa Momca Hlstoncal Society
Museum and recreational dance groups expressed mterest In usmg the restored
playhouse
Based on the Input from the community, facIlity use gUidelines were adopted by the City
Councllln Apnl. 1995, to be used In evaluating future uses and viable user groups focused
on youth Because of the WIde range of user groups Interested m the Playhouse, a
conceptual plan that preserves flexIbility for determlmng the ultimate uses and users was
developed and approved by the City CounCIl In March of 1997, the City began prepanng
detailed design documents after the Federal Emergency Management Agency (FEMA) and
other governmental agencies completed their review and assessment of the conceptual
reconstructIon plan The detailed construction documents were presented and approved
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at the Landmarks Commission meeting on May 19, 1997, the Recreation and Parks
CommiSSion meetmg on May 22, 1997, and by the City Council at ItS June 17, 1997
meetmg
DISCUSSion
The construction contract mcludes structural and architectural repairs, accessibilIty
upgrades consisting of the creation of accessible paths of travel, mstallatlon of an elevator,
and construction of accessible restrooms All repairs and Improvements comply With
Section 106, Secretary of the Interior's GUldelmes for Hlstonc Preservation Work IS
scheduled for completion 275 calendar days from the contractor's receipt of the Notice to
Proceed which will be Issued In November, 1997
A Notice Inviting Bids for the construction contract was published on August 7th and 8th,
1997, In The Outlook Bidding documents were sent to SIX women/mmorlty business
enterpnse assocIations (WMBE) Blddmg packages were requested by 31 contractors The
City Clerk's office received five sealed bids, which were publicly opened and read aloud
on September 19, 1997 by the Deputy City Clerk
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The bid results, for various repair Items and selected alternates were as follows.
California IBA, Inc $1,121,000
(Incomplete bid submission)
Vahdam Construction Co Inc $1,294,592
American International Construction $1,605,165
Westcon Enterprise, Inc $1,675,388
M S Construction Management Group Inc $1,857,616
Callforma IBA, Inc submitted an Incomplete bid document The contractor failed to
complete and comply with the qualifications reqUIred for hlstonc reconstruction, list
construction projects completed that are sImilar In size cost and scope, and list projects In
process In excess of $500,000 The lowest responsIble bidder, Vahdam Constructlon,
supplied the City With SIX references and all references reported that the contractor's work
was satisfactory The State Contractors' License Board verified that the contractor's Ircense
IS current. active and In good standing
The separate Addendum to the ProfeSSional Services Agreement Includes construction site
observation and structural inspection services The John Ash Group IS currently under
contract With the City of Santa Monica for architectural services which Include bl-weekly
site VISitS The Increased scope of services IS necessitated by the speCialized, hlstonc
character of the bUilding which requires a higher level of supervision, and the requirements
for structural Inspections by the engmeer of record
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BudgetlFrnanclallmpact
The City IS seekrng reimbursement for 100% of the earthquake related expenses for the
earthquake-related expenditures of this project through the Federal Emergency
Management Agency (FEMA), the CalIfornia Office of Emergency Services (DES), and
Supplemental Community Development Block Grant funds (CDGB) All non-earthquake
related work will be frnanced from budgeted City funds
Construction contract costs as shown below are based on the base bid pnce and selected
alternates submitted by the contractor plus a 15% contingency
FUNDS REQUIRED
Earthquake Non-Earthquake
Contractor $1,294,592 $ 572,743 $ 721,849
Contingency 194,297 94,297 100,000
Consultant 26,000 15,600 10.400
TOTAL $1,514,889 $ 682.640 $ 832,249
For the professional services contract with the John Ash Group, costs will be based on an
hourly rate schedule with a total not to exceed $26,000
In order to award the construction contract and fund the additional professional services
for Increased constructIon site observation and Inspection, the following capital project
budget transfers are necessary These actions transfer General Fund budget authonty for
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the Virginia Park Expansion Project and replace It wIth COBG Funding budget authority to
finance CDBG funding eligible work components
From account To Account Amount
19-720-262-20097 -8900-99039 19-740-511-20097 -8900-99188 $163,000
(CitYWide AccessibilIty) (Virginia Ave Park Expansion)
01-740-511-20097 -8900-99188 01-740-511-20098-8900-99440 $163,000
(Virginia Ave Park Expansion) (Miles Playhouse)
With the transfers, funds are available In the following accounts
13-500-402-86514-5501-13005 $ 360,000
19-710-202-20097 -8900-99440 $ 322,640
01-740-511-20098-8900-99440 $ 832.249
TOTAL $1,514,889
RecommendatIon
Staff recommends that the City Council
1 Award a contract for seismiC upgrades and cosmetic repairs to Vahdam
Construction, the lowest responsIble bidder In the amount of $1 ,294,592
2 Authorize the City Manager to negotiate and execute an addendum to a
professional services contract for Increased construction site observation and
structural Inspection for the seismiC upgrades and cosmetic repairs with the John
Ash Group In an amount not to exceed $26,000
3 Authorize the budget transfers noted above
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4 Authorize the City Engmeer to Issue any necessary change orders to complete
additional work In conformance wIth the AdministratIve Instructions on change
orders
Prepared by Craig Perkins, Director of Environmental and Public Works
Management
Anthony AntJch, P E , CIty Engmeer
Lauren "Mil Fnedman, Architect/ProJect Manager
Barbara StInchfield, Acting Director, Community and Cultural
Resources
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