SR-6-J (65)
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Council MeetJ.ng: November 28, 1995 Santa Monica, California
NOli 2 8 1995
TO. Mayor and CJ.ty CouncJ.l
FROM: City Staff
SUBJECT: RecommendatJ.on to Authorize the City Manager to NegotJ.ate
and Execute a Contract with HJ.gh-Point Rendel to Prepare
a CJ.ty FacJ.IJ.ty CondJ.tion Assessment
Introduction
ThJ.s report recommends that the City CouncJ.l authorize the City
Manager to negotJ.ate and execute a contract with High-Point Rendel
to prepare an assessment of City facility conditJ.ons for an amount
not to exceed $90,000. The objectJ.ve of this assessment is to
assess the general ccnditlon of varlOUS Clty facllities in order to
plan for future maintenance, repair, refurbishment, and
restoration.
Backqround
As part of the development of the multi-year Capital Improvements
Program, an audit of the City'S various facilJ.ties is recommended.
The facilJ.ty audJ.t is expected to achJ.eve two goals: One is to
provJ.de staff with the informatJ.on to be able to plan the City'S
f~ture financJ.al oblJ.gations in meeting the maJ.ntenance and repaJ.r
requJ.rewents of the facJ.lJ.tiesi the other J.S to provide the basis
for a systematJ.c preventJ.ve maJ.ntenance approach to extend the
useful llfe of the CJ.ty facilities There are 65 facilitJ.es
J.Dcluded J.n this phase of the assessment study. These facJ.litJ.es
are located throughout the CJ.ty and J.nclude CJ.ty Hall, many of the
NOV 2 8 1995
City park bUJ.ldings and grounds and public restrooms. 6hj
..,
particular facilities have been selected to be included in the
first phase of assessment work because of thelr high visibillty,
current condltlon and level of public usage.
Scope of Work
The assessment wlll include a survey of the faclllties to determine
thelr condltlon and to ldentify the needs for improvement or
refurbishment. There are 15 items to be analyzed including HVAC
systems, electrical/lightlng, flooring/carpets, plumbing/flre
protectlon sprinklers, restrooms, elevators, and roofs/water
proofing. Durlng the lnspectlon, components needing repalrs and
components WhlCh requlre replacement will be ldentifled A
systematlc approach will be used to evaluate the remalning useful
llfe of the faclllties and to estlmate the prOJected replacement
year 0:: the facllities' components. Based on an analysls of the
gathered information, general recommendations for repalr and/or
replacement and conceptual cost estlmate for each facility will be
provlded The recommendatlons and the cost requirements will be
priorltlzed based on the overall condltion of the facilitles and on
the City's requlrements
An annual maintenance program and budget will also be recommended.
The deadllne for completlon is January 18, 1996.
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Consultant Select~on Process
A.T} advertlsement was placed in the Inteqrated Marketinq Systems
Project Data Sheet request~ng Statements of Interest from firms
that had previous experience ~n those areas. Add~t~onally, several
f~rws were contacted that had performed similar work for the City.
Statements of Interest were received from f~ve (5 ) firms.
Proposals were requested and subm~tted by three (3 ) f~rms. The
three consult~ng fir~s interv~ewed by City staff ~ncluded:
1 High-Po~nt Rendel
-L.
2 . Parsons Br~nckerhoff
3 . CMTS
After ~nterv~ews and complete reference checks, High-Point Rendel
was selected for the follow~ng reasons:
0 The High-Point ReEdel team has extensive experience in
prepar~ng building assessments and providing other
related serv~ces for other mun~clpal agencies ln the
reg~oni and
0 In the past, High-Po~nt Rendel has successfully completed
several studies for the City, including the assessment of
earthquake damaged C~ty buildings and facil~ties.
Budqet/Financ~al Impact
Funds which may be used for this assessment are budgeted ~n FY
1995-96 ~n Account No 01-700-274-00000-5506-00000.
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Recom'TIendation
It lS recommended that the City Councll authorize the City Manager
to negotlate and execute a contract wlth High-Polnt Rendel for an
a:uount not to exceed $90,000 to prepare an assessment of the
conditions In 65 City facilities.
Prepared by Craig Perklns, Director of EnVlronment & Public
Works Management
Anthony Antich, P. E. , City Engineer
Renee COWhlg, Maintenance Manager
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