SR-6-J (43)
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CouncIl Meeting October 13, 1998 Santa MOnica, California
TO Mayor and City Council
FROM City Staff
SUBJECT' RecommendatIon to Execute an Addendum to a ProfessIonal ServIces
Contract with the John Ash Group for AddItIonal ServIces to DeSign User
Improvements and PrOVide Construction Admlntstratlon at Miles Memonal
Playhouse
IntroductIon
ThiS report 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 additIonal services to deSign user Improvements and
provide construction administration at Miles Memonal Playhouse. In an amount not to
exceed $45,500
Backaround
Miles Playhouse, located In Chnstlne 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 the young men and
women of the community The bUilding was deSigned by John Byers, an architect noted
for hIS desIgns In the SpanIsh COlonIal revival style The bUilding IS a CIty landmark and
IS eligible for inclUSion on the National Register of Hlstonc Places
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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
that Included code compliant seismiC repairs and upgrades, accessibility Improvements,
historic rehabilitation and repairs to earthquake damages
On October 14, 1997 the City CounCil awarded a contract for construction of the
Improvements to Vahdanl ConstructIon and recommended an amendment to the contract
with the John Ash Group, for inclusion of their services for construction site administration
and Inspections of the structural repair work
On August 11, 1998 the CounCil approved a management and programming plan for the
Playhouse whIch recommended a range of youth programs and events The plan provides
for two anchor organizatIons to serve as the cornerstone for youth programming, and also
Identifies eight priority organizations (In two tiers) to complement the anchors Since
August, staff has been working with the organizations to Identify Improvements necessary
for the operation of their programs
DISCUSSion
The Addendum to the Professional Services Agreement Includes the deSign of user
Improvements and constructIon sIte adminIstratIon The John Ash Group is currently under
contract With the City of Santa Monica for construction site administratIon and structural
inspection services for the baSIC renovation of the Playhouse As a result of the
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programming plan approved by City Council In August. additional Improvements are now
needed to accommodate the specialized and vaned programs planned by the approved
user organizations The John Ash Group has demonstrated a high level of competence
In the areas of hIstoric rehabilitatIon, seismiC retrofit, code compliance, design and
understands the needs of performing and visual arts organizations In addition, they are
familiar With the history and requirements for the Playhouse's operation
Bl,JdgeUFlnanclal Impact
Design and Construction Observation $39,500
15% Contingency 6,000
Total $45.500
The additional profeSSional services contract costs With the John Ash Group Will be based
on an hourly rate schedule With a total not to exceed $45,500 Funds are available In
account #01-740-511-20099-8900-99440
Recommendation
1 AuthOrize the City Manager to negotiate and execute an addendum to a
profeSSional services contract for additional services to design user Improvements
and prOVide constructIon admInistration WIth the John Ash Group /n an amount not
to exceed $45,500, and
2 AuthOrize the City Engineer to Issue any necessary change orders to complete
add/tlonal work WIth the authOrized budget
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Prepared by Craig Perkins, DIrector of EnvIronmental and Public Works
Management
Anthony Antlch, P E , City Engmeer
Lauren "M" Fnedman, ArchltecUProJect Manager
Barbara Stinchfield, Acting Director, Community and Cultural
Resources
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limited permitted uses In light of Its value for transportation purposes, the nght-of-way
should be managed and maintained In a clear and equitable fashion until a transportation
project IS ready to be Implemented A cleaf policy position related to use of the MT A nght-
of-way would benefit property owners and City staff and enhance coordination with the
MTA
BUDGET/FISCAL IMPACT
The recommendation presented In thiS report does not have any budget or fiscal Impact
RECOMMENDATION
It IS recommended that the City Council establish a new zoning deSignation to protect the
nght-of-way for transportation purposes while allOWing very limited and temporary uses to
eXIst
Prepared by Suzanne Fnck, Director
Karen Ginsberg, Planning Manager
Amanda Schachter, Senior Planner
Walker Wells, ASSOCiate Planner
City PlannIng DIVISion
Planning and Community Development Department
Attachment A Map of nght-of-way
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whole bUilding approach, Ie, that the bUIlding's heating and cooling systems, lighting
systems, window shading and glazing, and ventilation and air distribution systems work
synergistically to maximize efficiency, Improve air quality. minimize waste, and potentially
Improve employee productiVIty The whole bUilding approach IS being evaluated as the
preferred method of evaluation as part of the City's proposed Sustainable Development
GUidelines which will be presented to City CounCil In Spring, 1999
DISCUSSion
As a result of the work performed dUring the "Greening of the PubliC Safety FaCility", the
PSF has been Singled out by the California Integrated Waste Management Board
(CIWMB) as a potential demonstration site of sustainable bUilding practices The CIWMB
IS launching a State program to promote and institutionalize green bUIlding principles Into
the construction of local government buildings The CIWMB has offered two grants
totalling $60,000 to the City A $35,000 grant Will be used to contract With an expert In
green bUilding design, construction, and operations to develop a conceptual plan for the
creation of a statewide Green BUIlding Technology Center Program The CIWMB IS also
funding green bUilding matenals research which will be used for constructIon of the
California Environmental Protection Agency's headquarters In Sacramento and other
bUildings In the state A $25,000 grant wiff be used to contract for the preparation of green
bUilding materials specifications for these new buddlngs Gottfned Technology, Inc,
recently faCilitated a sustainable bUilding practices design and performance review for the
CalifornIa EPA headquarters and the C1WMB has requested that Gottfried Technology
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contmue to provide the additIOnal research and technical assistance for the proposed
partnership with the City
Southern California Edison currently sponsors a Showcase Projects Program to provide
financial and technical assistance to Edison customers who are committed to constructing
bUIldings whIch can be used as demonstratIon sItes for the use of cost-effectIve energy
efficient technologies and operations Edison has proposed that the PSF become a
Showcase Project and has offered the CIty up to $35.000 for study of vanous components
of the project Including the cost-effectiveness of the HVAC system to be Installed In the
PSF, an update of the energy models prepared dunng the "Greening of the PubliC Safety
Facility" process to compare California Title 24 energy performance standards With the
energy performance for the PSF, and the development of a green bUilding matenals matnx
which would be used for the PSF as well as other constructIon projects Edison's staff
would also provide desIgn assistance to the PSF design team
BudaetlFlscal lmoact
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Approval of the recommendations In thiS report will require an Increase of up to $95,000
m the Miscellaneous Grants fund revenue account numbers 20-500-662~00000-0619-
10000, 20-500-662~00000-0620-1000, and 20-500-662-00000-0621-1000 and an Increase
of up to $95,000 In expenditure account number 20-700-695-74137-5506-00000 It IS
antIcIpated that both grants WIll be dIsbursed on a reImbursement basIs as the scope of
work IS completed by the City There are no City match reqUirements associated With
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either grant
Recommendation
It IS recommended that the City Council
1 Authonze the City Manager to negotiate and execute agreements to accept up to
$60,000 In grant funding from the California Integrated Waste Management Board
and accept up to $35,000 from Southern California Edison for the green bUilding
research and technical assistance on the Public Safety Facility. and
2 Negotiate and execute an agreement with Gottfned Technology, Inc, for up to
$95,000 to provide green building fesearch and technical assistance fOf the Public
Safety Facility
3 Approve the budget changes set forth above
Prepared by Craig Perkins, Environmental and Public Works Management Director
Susan Munves, Conservation Coordinator
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