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SR-6-G (84)1.~7~ ~~ JU~I ~ 8 g ~~9 ~- ~ PCD SF AA F 1PLANIADMINIpsbldglAppravallps#auth5 doc Co~ncrl Meetrng J~ne 8, ~ 999 Santa 11IIonECa, Calrfomia TO Mayor and City Council FROM Crty StafF SUBJECT Recommendation #o Award a Canstruction Contract to Ford E C, Inc, far Exca~atron and Utility Relacatian for t~e Pubiic Safety Fac~lrty and to Appropriate $150,000 af C~v~c Area De~eiopment Resenre Funds to CIP Account No 32-740-621-20099-8900-995$~ INTR~~UCTION This report recommends that the City Council award a construction contract to Ford E C, Inc in the amaunt of $2,227,500, plus contkngencies, for excavation and utility relocation for the Public Safety Facility and appropriate $150,000 of G~vic Area Development Reser~e Funds to CIP Account No 32-740-621-20099-89~0-99581 BACKGROUND In February 1997, the C~ty Council a~proved a financing plan for the Publ~c Safety Faci{~ty and au#horized staff to move ~orward with the preparat~on of detailed design documents for the new faal~ty for Police, Fire and Emergency Operations Since that time, the design team has been further detaEl~ng the pro~ect design and is currently prepar~ng construction documents for the pro~ect Background ~nformat~on and an update on the pro~ect is attached i ~l}N ~ $ 11t?99 ~~ AWARD OF CONSTRUCTION C4NTRACT In order ta expedite the construction of the Public Safety Bu+lding, the construct~an pro~ect has been separated into two phases T~e f~rst phase, Excavatcan and Ut~lrty Relacation, wili occur while the construction documents for the second phase, Building Construction, are be~ng final~zed. This measure ~s expected to sav~ a~~roximateiy five months in the pro~ect timeline The Building Construction contract award is planned for this winter, witF~ completion of cons#ruction and build~ng occupancy antic~pated for #he fall of 20~1 On March 25, 1999, a Not~ce Inviting Prequalification Sta#ements fior the Excavation and Util~ty Relocation phase of the pro~ect was publ~shed in the Argonaut newspaQer and the F ilV Dodge construct~an green sheets and senf to 12 construc#ion plan rooms On Aprd 22, 1999, s~x firms responded with completed statements of qual~fication Fi~e firms were deemed to be qual~tied to complete the pro~ect ar~d on Apr~! 27, 1999, those firms were ser~t the B~d Not~ce and #he plans and speafications All f~ve firms attended the ~ob walk and pre- b~d conference on May 12, 1999 At bid opening on May 2~, 1999, four f~rms submitted seaied bicis as foliows Ford E C Inc ~2,227,500 Merco Construction $2,388,DD0 Shoring Engineers $2,430,000 Malcolm Drilling ~2,8DO,aao Eng~neer's Est~mate $2,3Q0,000 2 St~ff is recommend~ng that the contract be awarded to Ford E C, inc , wi#h a constructjan con#ingency of approximately ten percent of the bid amount, or $222,500, for a total enc~mbrance of $2,450,oaa CONSTRUCTION MITIGATION The County Caurthause staff has recently become concerned that because of #he sensit~ve nature af their operat~ons, mciuding the fact that some of their cour~rooms are aperated m modular butldings, fhey may be negati~ely impacted by noise and dust from the excavat~on and construct~on af the Public Safety Faality Analysis of the potential noise impacts from the constructron, and the subsequent de~eiopment of apprc~pr~ate mit~gation measures, ~s currently underway In addition, the County has requested that the C~ty implement a noise monitoring program, regularly clEan the a~r filters on the modular buildings, and implement s~ec~al m~asvres to lim~t dust ~mpacts elsewhere ~r~ the Caurthouse vic~nGty These nase an~ dusf mifigation costs were not included m~he originai project budget and staff is requesting th~t a$100,000 contingency for these purposes be ~ncluded wrth the contract authorization ENVIR4NMENTAL MITIGATION The enviranmen#al ~mpact studies forthe Publ~c Safety ~ac~lity included geotechn~cal testing ot t~e s~te so~ls for hydrocarbor~-related cor~tam~r~ants Howe~er, s#aff has recently become ~ auvare that other co~tam~nants, ~nclud~ng creosote, arsen~c, and other heavy metals, may be present at the site Additional sods samples were coliected durmg the past month and testing of the soil is curren#ly being conducted While the hydrocarbons that were pre~iously detected a# the site are manageable dur~ng construction, the other sail contaminants can oniy b~ cleaned or recycled at certain select loca#jons and thereby require special handling and costly rece~ver fees These soil cfeanup costs were not incfuded in fhe original pro~ect budget and stafF ~s requestmg that a~500,Od0 contmger~cy for these purposes be ~ncluded with the con#ract author~zatior~ BUDGETIFINANCIAL IMPACT F~ands for the exca~ation and utility relocatian contract are a~ailable ~n CIP Accaunt Numbers 01-7~~-30~-20099-8900-990v8 {$~,70~,~00} and 32-740-6~1-20499-89Qq-99581 (~200,D00} An add~t~onal apprapr~at~on of $~50,OOD of C~vic Area DeUelopmenf Reserve Funds to CI P Account No 32-740-621-2D099-894Q-99581 ~s needed to fund the casts of the C~~~c Auditorium Parking Lot Repair and Reconfiguration Ta transfer the Civ~c Center De~elopment funds to the Civic Auditorium Fund, techn~cal budget changes of $150,000 at b1-700-274-OOOQO-7861-40000 and 32-400-~2~-OOQ00-Q483-1qa00 are required ~ RECOMMENDATiON f~ is recommended fhat fhe City Council Awar~ a constr~ction contract m the amour~t of a~2,227,500, pl~s continger~cies, tQ Ford E C, lnc for excavataon and util~ty relocat~on far th~ Publ~c Safety Fa~ilEty 2 Appropr~ate $150,000 of Ci~ic Area Development Reserve Funds ta CIP Account No 32-740-621-20Q99-890q-99581 and appro~e the technical budget changes set forth abave Prepared by Ettore Berardinelli, Fire Chief James T Butts, Jr , Cf~ief of Police Suzanne Frick, Director of Planning and Community Developrnent Cra~g Perk~ns, D~rector of Env~ronmental and Public 1Norks Management Andy Agle, Deputy Director, Planning and Cammunity De~elopment Tony Antich, City Engineer Lauren Fnedman, Sen~or Architect Dave Henderson, Planning and Research OfFicer, Police Department Katie Lichtig, Ass~stant to the Ci#y Manager Attachment A Pro~ect Background and Update ~ ATTACHMENT A PROJECT BACKGROUND AND UPDATE SANTA MONICA PUBL[C SAFETY FACiLITY For many years, members of the Santa Mon~ca community have questioned the abil~ty of the existing Police, Fire and Emergency Operations faalities to adequately provide for current and future needs An architectural programming anaiysis o# Pol~ce, Fire and Emergency Operations compfe#ed in 1994 confirmed the fac~li#ies' inadequacies and recammended that a new facility be constructed Additional experience m managing the emergency response and reco~ery aperations fallowing the 19g4 Nortf~ridge eartE~quake highlighted the shortcommgs of the existing fac~l~ties and illustrated the ~mpor~ance of centraiizing and coordinating ti~e act~vities of all C~ty public safety and law enforcement operations Current Facil~ties Th~ exrstir~g Pairce Department headquarters and ~a+l facrl~ty ~s located m the east wing of C~ty Hall and occup~es appraximately 44,4a0 square feet The Police wing was added to the or~g~nal City Ha~l bwldrng m 1957 ta nouse approximately ~ 6a ~mployaes The ex~sting build~ng does not prov~de an effective en~ironment for adm~nistering a large mun:c~pal pol~ce farce or for mar~ag~r~g and coord~nat~r~g emerger~cy response e#Forts The building +s difficult to secure due #a multiple access pomts Basic spaces for police operat~ons are m~ss~r~g or shared wt#h other ~ur~ct:ons, such as t~e squad room wh~ch becomes unavailable when the EOC must be activated. The crime lab, photo lab, identifcation un~t and technical departments are severely undersized and ~n n~ed ~f modernizat~on The Property and E~idence Roam is filled beyond ~ts capacity and the secure storage of weapons ar~d drugs ~s probaematrc Lack of space has requrred se~era( functions to be mo~ed offsite, resulting in a fragmented adminisfrati~e structure which jmpacts overall coordination of law enfiorcement and emergency response acti~ities Tl~e existmg bu+ld~r~g does ~ot meet current se~smic cocles ar comply witt~ ADA accessib~lity requirements and has antiquated and ineffecti~e mechanical, e4ec#rical, plumbing and security systems The facil~ty's infrastructure is unrel~able and costly to operate and maintam Whi1e the current building funetions as an essential fac~l~ty, it lacks the structural and bu~ld~ng systems necessary to be fully operational following a malor earthq~-ake The existing ~ail is the second oldest in the state and does not meet current code requ~rements of the Board of Corrections vr Uniform Buildmg Code Problems oF inadequate space canfigurat~on, lack of space, incorrect ad~acencies, and disrupti~e and unsafe c~rculation are typical throughout the ~a~l Drrect s~perv~saon ot all inmates from one centraf security poir~t does not exist, nor does a sal{ypart for the safe and effective transfer of mmates between secured veh+cles ar~d the ~a~l The exist~ng inmate booking area is unders~zed, outdated, and lacking in basEC automated support systems The Northr~dge Eartl~quake hrg~l~ght~d the disadvar~tages of having the F~re Departmer~t apErate at loca#ions away from City Hall, the Palice Department and tt~e Emerger~cy Operations Center The coordmatron of emergency resp~nse actrvities ~s less efFectrve due to the physical separatian of the functions The current Santa Monica Emergency Operat~ons Center (EOC} operates from the basement of the existing Police bu~lding and doubles as the Poiice Squad Room When the EOC is acti~ated, the Po{ice Department loses its only ~iepartment-vuide br~efing room at a t~me when i#s need ~s critical The existrng EOC not only lacics computerized support syst~ms necessary for automated emergency management, but alsa modern communication, data and budding support systems ln~t~a1 Plann~ng for the New Publ~c Safety Fac~fity Because af these defrcrencres m the ex~sting facilrties, the C~ty Council and communrty recognized the need for the development of a new facility #a house the Police Department, Fire Acfm~nistration and Emergency Operations Center The Ci~ic Center Spec~fic Plan (CCSP), which was approved by the vo#ers in June 1994, calls for the construct~on of a new public safety bu~lding 1n August ~994, the C~ty Covnc~l authorized staff to beg~n in#erv~ewing firms to des~gn the Santa Monica Publre Safety Facility and then in Augus# 1995, the Council author~zed a contract with Dworsky Associates to beg~n preparatian of schematic designs Schematic designs, pr~lim~n~ry flaor ~lans, and an ~n~t~al cast est~mate were presented to the Crty Cauncd m June 199f and the CQUncri placed a bond measure an t~e No~ember 9 996 ballat The band measure received 62 ~ percent of the vate, yet narrowly m~ssed the two-#hirds vote required for approval of a general abligation bond In January ~ 997, the Cour~e~l rar~ked develo~ment of the Public Safety Factlity as the+r top priority and in February 1997, the Council appro~ed a funding plan for the facil~ty that included the issuance of lease-revenue bands The Santa Mfln~ca Pubiic Safe#y Facility w~ll be located ~mmediately east of Santa Monica City Ha~l The approx~mately 'I ~ 8,000-square foot tac~l~ty wdl serve as the headquarters for the Police Department and will house the Fire Department's admin~strati~e offices, F~re Prevent~on services, and the City's Emergency Operations Center Ths building will include a new City ~a~l fac~lity and state-of-the art dispatch facilities which are coordinated between pahce and fire services Included with the Public Safety Facility prolect is the constructron of Olympic DrEVe from Fou~t~ Street to Ma~n Street The Public Safety Facility is designecf to res~l~e the de~iaenaes assoctated with the existmg Police, Fire and EOC facil~t~es, while using modern technology and sound design princ~pals to maximize the operational eff~ciency of the build~ng The new facility will be constrc~eted m accorda~ce w~th t~e Essent~al Servrces Sersmrc Safety Act to help ens~re that the bu~lding is able #o withstand a ma~or earthquake The facilities will provide for better coordinat~on between Police and Fire services, wil! enable th~ 911 system and dispatch equipment to be located in one faality for all emergencies, will enhance emergency response times by pro~iding a d~rect Imk ta Fourth Street and the Interstate 10 on-ramp, w~ll proWide the cammur~~ty w~th a state-of-the-art facilrty to respond to future 4 dis~sters, and will facil~tate better p~ablic access t~ Police and Fire services 7he Public Safety Facrlrty is desrgned ta ~e 56 feet hcgf~ with four stories abo~e grade 7he Facil~ty also w~l! consist of two subterranear~ lewels, +r~cl~d~ng park~ng for off~cial vehicles Upper-le~el step backs and compatible ~uilding materials provide a consistent transition between Cify Hall and the new facility The ma~or~ty of the building will be clad in a beige precast concrete with sandstone along the front (south) elevation The mterior of the bu~ld~ng will be h~ghlighted by a two-story publ~c lobby that includes mtegration of the extenor sandstone and extensive use of natural light Michael Davis, the ~ro~ect architect, has also created two prominent art works for the publ~c lobby one is a skylight that casts a blue line of light into different parts of the Iobby depending on the tirn~ of day and time of year, the sec~nd e{ement in~olves light walks tl~at are sequenced to create a subtle transit~on of gradient light The interior also features a three-story atrium that provides extensive natural light~ng ~nto the center of the building The pu~lic entrance rs on the sauth srde of the ~ac+lcty, open~ng onto a public plaza and fo~nta~n at Olymp~c Dr~ve Creating the public entrar~ce and plaza along Olym~~c Qrive is des~gned to apen the buddmg toward the rest of the Civic Center area and pro~ide pedesfrian access from adjacent uses and parking areas Pedestrian access is pro~ided from Fourth Street through the plaza area and from Main Street ~ia a wide pedestrian promenade along Olympic Dri~e The pub{ic plaza occurs an two levels The upper plaza is at grade with Fourth Street and features the upper element of the water feature - a thin sheet of wafer flowing across a granite surface Water cascades from the upper plaza to a paol filled with aquatic plants in the lower plaza The lower plaza ~s at grade wrth Avenida Mazat~ar~ ar~d the pr~blrc entrance to the fac~lr#y PROJECT tJPDATE Smce approval af the financing plan and authorizat~ar~ to proceed with c~etaiied design in late 1997, the pro~ect architects ha~e prepared design development drawmgs and rn~tiated the ~reparation of eor~struct~on documer~ts. Ar~ rr~terdepar~mental polrcy team, includmg the Police, Fire, Envtronmental and Public Works Management, and Plannmg and Community De~elopment ~epartments and the City Manager's Office has advjsed the desEgn team ~n their preparatian of the detaifed design documents The Publ~c Safety ~ac~l~ty rs planrred to be a sl~awcase af "Green" build~r~g des~gr~ measures_ These measures are mtended ta minimize the impact of the building on scarce natural resources in concert with the initiation of the design de~elopment phase of the pra~ect, the des~gn team and City staff part~cipated in a detailed process to review and cansider a var~ety of en~ironmentalfy sensit~~e measures to be incorporated ~nto the bui~d~ng d~stgn The ~uifd~ng ~s also des~gned to max~mize the effic~ency vf the Po~rce and Fire operations withm the facility Some of the mas# ~nnovative and natable elements of the building indude •Undertloor A~r Distribufion System - Th~s system prov~des for the distr~butivn of heatmg, ventrlat~on, and a~r condrt~ohing to work spaces from a ra~sed ~loor Tl~e system is mUCh 6 more energy effiaent than traditional ceiling air distribution systems Undertloor a~r distribuf~on provfdes for improved indoor air quality through better del~very af fresh air to ~uild~ng occupants and reduced I~kel~hood of contammation of ductwork The system increases comfort levels for b~~ld~ng occupants through ~nd~v~dual cantrol of air tlow and prov~des mcreased flex~b~li#y ~r~ conf~gurat~on at electrical ar~d data conduft runs •Gray Water - A dua! p~~mb~ng system w~~l al~ow recycled, treated storm dra~n wa#er ("gray water") to be ~sed m tne burld~ng's toi~e#s and urinals, rather than potable water Ir~ addttion, t~e ~ublrc fountam and t~e lat~dscape irrrg~tion for tne build~ng and Dlympic Dn~e wilf use gray water • Sofar Energy - Ir~ partnership w~th BP Solar, staff and th~ ~roject archctect haWe exp~ored opport~n~ties to create a"showcase" use of solar paw~r The praJect team has identif~ed integrat~an of solar paneis into tf~e atrium sfcyiight as #he most appropriate showcase of this technology The saiar panels will provide more than 20,000 kWh of electricity to the building each year and will provide an excellent demanstratian of #he integration of solar pawer mto bu~lding design In addit~an, the Cal~forn~a Energy Commiss~on w~l( prov~de a$67,500 rebate for fhe infegrat~on of solar powes ~ecF~nology •Build~ng Commissioning - Bu~lding Comm~ss+oning is a process to ensure that a~l building systems operate as mtended, designed and operationally req~~red This process involves a systemat~c tesf~ng and re~~ew of the operational and maintenance effic~enc~ES of the bu~lding's mechanical, electrical, ~1umb~ng, life safety, and energy management systems This process not only helps ensure #hat buildmg's systems meet the original buddmg criter~a, but it also helps ~dentify and resol~e des~gn and ~ construction confilicts before they become problems •C~ty-Owned Electric Vau1t - By bu~ld~ng ~ts own electric ~ault, tl~e facil~ty wi11 take primary electrical serviee from Southern California Edison (SCE) and distribute its own electrical power, thereby avoid~ng SCE's distribution charges The vault ~s bemg built to accommodate the energy needs of the Public Safety Facility, Ci~y Hall, and the Civ~c Auditori~m Pra~~ding electr~cal d~stribution for these C~ty facilities is forecast ta sa~e the City more than $40,400 per year m electrical charges *Emerqency Power - The building ~s designed tQ remain fu11y operational in the event of an emergency that affects the energy supply by pro~iding for two 1100 kVll diesel- powered generators. Providing two separate generators aflows for par~ial power to the building m the event that one of the generatars fails during an emergency ~ther susta~nabil~ty and effic~ency design elements which are incorporated ~nta the buildmg include daylightEng, hEgh-effiaency lightmg, lighting accupancy sensors, mdirec# an~i direct ambient lighting with high-effiaency task-lighti~g, and an energy management control system PARKING DURING CONSTRLJCTION Because the Publ~c Safety Facility and O{ympic Drive will be built where parkmg currently exists, and because the new subterranean parking in the building and the Oiymp~c Dri~~ on-street park~ng will not be availabl~ untii the building construct~on is completed, the parking supply in the Ci~ic Center area w~ll be disrupted durmg the construct~on period As a result, the City h~red Kaku Assoc~ates to analyze parking demand and supply ~n the Civic Center area ar~d recommend mterim solutions during tF~e construction period Kaku Associa#es conducted parking duration, utilizatian, and user survey analysis m the Civic Center area on three days in the Fall of 1998, includ~ng days where large and small e~ents were occurring at the Civic Auditorium These demand survays indicated that the existmg parkmg supply m the City HaIIlCivic Auditar~~m Parkmg Area will be inadequate to accommodate all of the demanstrated park~ng demand during the construction period Kaku analyzed a senes of alternatiWes to accommodate this addifional parkmg demand, ranging from off-site par~C~ng at several locations in the City to operational and striping modificatians in existing park~ng Iots Giver~ the fiscal and operational impacts of ~he ~ariaus alternat~ves, the following rr~easures present the greatest opport~n~ty dur~ng the construction period ~ Keeping the City Hall public parking lot available until the last six months of canstruct~an when Olymprc Drive will be bu~lt ~n that lacation •Restriping the C~vjc Aud~tor~um parking lat to create an additional 155 spaces By utilizing a more efficient park~ng layout, the Civic Auditorium parking lot wili accommodate the displaced City Hall parking demand on typical weekdays and on weekdays where there are small- or medium-sized events of the Ci~ic Auditorium The ~998I99 CfP budget includes $200,000 for patching, sealing and restrip~ng of the Ci~ic Auditorium par#c~ng lot Providing a mare efficient restripmg of the Ci~ic Auditorium parking lot also requ~res relocat~on of the parking lot lighting and electrical conduit, dEmalition of some af the curbs and gutters, and refocation of some of the #rees As a result, an additianal $150,Od0 of Civic Area Developmenf Reserve Funds js be~ng requested to be appropriated for this pro~ect •On weekdays where large e~ents are occurnng at the CEVic Auditorium, shiftmg af C~ty em~loyees to off-site parking areas City staff is currently working with owners and operators of parking ~ac~l~ties ~r~ the C~v~c Center area to develop a parlang plan for those critical days •Dunng the fEnal s~x months of construction when the Ctty Ha1k public metered Iot becomes u~ava~lable, restnpir~g of Main Street with angled parking to create approximately 40 addit~onal publ~c and d~sablsd park~ng spac~s * During the final six months of construction when the City Hall public metered lot becomes unavailable, implementat~on of an atte~dant stack p~rkjng system in the Civic Auditorium park~ng lot an large event days The combination of these m~asures will enable the Civic Center parking needs to be accommodated withm the Ci~ic Center area during the construc#ion penod and a~o~ds more costly and aperationally difficult measures such as employee parking at #he beach lots with a shutt[e service fo City Half, cancefing con#racfs for weekday events af fhe CivEc Auditorium, or terminating the County Caurts' park~ng lease with the City Kaku Associates is currently pre~aring an analysis of the post-construction and lang-term parking demand in the Ci~~c Center area and strategies to provEde for fhese needs Thrs analysis is expected to be ready for City Counc~l re~iew ~n the Fall of this year TREE RELOCATION PLAN ~a Exca~ation and construction for the Public Safety Faality and Olympic Dri~e wdl requ~re the relacation or remo~al of 24 trees Th~s includes relocation of one Metrosideros Excelsus to another location within the Civic Center area, 8 Metrosideros Excelsus to atl~er locat~ans wi#hin the City, and one Palm tree to elsewhere in #he C~v~c Centsr area EEght Eucalyptus trees and s~x Carob trees ha~e been daemed as poor candrdates tor transpEanfing and wilf be remo~ed The comp(eted project wi[i add 86 new trees to the area 1n add~tion, recon~~guration of the C~vic Auditonum parking lot will require relocation of faur Metrosideros Excelsus and 13 Ficus trees All af these trees wili be refocated within the Civic Auditarium parkmg area PRO,~ECT FINANCING The est~mated total cost of design and constructian of #he Public Safety Facility and O~yrnpic Dr~ve ~s $43 7 mill~an ln add~tion, the est~mated cost for fumit~re, fi~ures and equ+pment for #he r~ew fac~~~ty is $3 25 m+Nion In tl~e fmar~c+ng plar~ that was approved by City Counci! in February ~ 997, funding for #he pro~ect was ident~fied from the foliowing sources •Proposition C transportatian funds ~n the amount of $2.58 million that have been allocatec~ for the design and cons#ruc#ion af Olyrnpic Drive •Funds that were set aside by the Ctty o~er the last f~ve years for construction of the Publ~c Safety Facii~ty These funds total $22 $6 mill~on. •Trust funds that have been held by the City smce FY 1983I84 These fur~ds were retumed fram the Transportation Fund and planned to be used for th~ Public Safety Fac~~~ty, ~end+ng a lega~ determ~nation that they may be used for th~s purpose A il positive determination has been made and the funds total ~6 99 mill~on • Issuance of lease-revenue bonds in the range of ~11 64 tfl $1$ q4 miliian for the rema~r~ing port~on of the pro~ect cost ~t is expected that ~9 ~ 64 m~~lrvn of net re~enue from bonds will be need~d fiar the remaining portian of the construction cost Staff expects to return to the City Council far approval af the financjng dacuments in t~e fall af this year City Council appro~af of lease-revenue bands daes not requ~re voter approval •Tt~e cast of furn~#ure, tixtures, and equ~pment wr~! be tUnded by a reserve account that has been set as~de for these Etems In addit~on ta these pr~mary sources, the pra~ect will also include a rebate from the Califam~a Energy Cammiss~on for use of photo~o~taic panels, Water Demand Mittgation funds for installation of the dual plumbmg systemlgray water system and police grant fundmg related to frant-line pol~ce operations 12