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EPWM:CP:LR:gs/CC~48~/wp52 (s:1481)
Council Meeting: August 9, 1994
Santa Monica, California
AUG 0 9 199~
TO: Mayor and City Council
FROM: City staff
SUBJECT: Recommendation to Authorize the City Manager to
Negotiate and Execute a Professional Services Contract
with the John Ash Group for the Preparation of Design
and Construction Bidding Documents for the Restoration
of Miles Memorial Playhouse
INTRODUCTION
This report recommends that the city Council authorize the city
Manager to negotiate and execute a contract with the John Ash
Group for the preparation of design and construction bidding
documents for the restoration of Mlles Memorial Playhouse. The
negotiated fees for this contract shall not exceed $150,000.00.
BACKGROUND
Miles Memorial Playhouse, built in 1929 and located in Lincoln
Park, is a City of Santa Monica Landmark and is included in the
state Historic Resources Inventory.
Miles Playhouse suffered
extensive structural damage during the January 17, 1994,
earthquake and aftershocks. The unrein forced masonry walls are
unstable and are still in danger of imminent collapse.
As a
temporary measure, the City erected bracing structures on the east
and west facades for stabilization. The through-bolting for this
shoring work, which is visible on the exterior, will not meet the
secretary of the Interior's standards for Rehabilitation as a
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AUG 0 9 1994
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permanent solution. The bU1lding remains unfit for occupancy.
The scope of work for this project includes structural design for
permanent support, hazard mitigation and design improvements
required to comply with all current applicable codes (including
ADA, Title 24, section 8, state Historic Building Code, Secretary
of the Interior's Standards for Rehabilitation, and City of Santa
Monica building, electrical, plumbing and mechanical codes). The
repair of Miles Playhouse is eligible for reimbursement by FEMA
and OES.
DISCUSSION
A Request for Qualifications (RFQ) was issued April 14, 1994.
Responses were submitted by nine (9) firms. The RFQ were
evaluated by a review committee which included the Director of
CCS, the city Engineer, a civil Engineer, an Architect, a Senior
Public Works Inspector, a Senior Planner, the Cultural Arts
Administrator, and the Manager of Event Facilities.
The review committee selected three (3) of those firms to be
issued a Request for Proposals (RFP). The RFP was issued on June
21, 1994, and responses were submitted by the three (3) firms,
including the John Ash Group.
The review committee unanimously recommended selection of the John
Ash Group. Their proposal best conforms to the requirements of
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this project, and their previous work demonstrates their ability
and expertise in the various aspects of public process, historic
restoration, seismic mitigation, and cultural/performing
arts/multi-use facility design. Similar projects recently
completed include seismic rehabilitation and facilitation of
disabled access to a portion of Olvera street (Los Angeles),
restoration and adaptive use of the Alex Theatre (Glendale),
rehabilitation of two historic buildings in the Old Pasadena
Historic District (Pasadena), and the restoration of the Eastern
Columbia Building (Los Angeles). The John Ash Group supplied the
city with three (3) references and all references reported that
the consultant's work was satisfactory.
BUDGET/FINANCIAL ANALYSIS
It is expected that a minimum of 97.5% of these expenditures will
be reimbursed by Federal Emergency Management Agency (FEMA) and
California Office of Emergency Services (OES). The remaining 2.5%
will be financed from City funds. A budget of $150,000.00 needs
to be established at account #13-500-402-86514-5506-13005.
RECOMMENDATION
It is recommended that the city Council:
1. Authorize the City Manager to negotiate and execute a contract
with the John Ash Group for the preparation of design and
construction bidding documents for the restoration of Miles
Memorial Playhouse in an amount not to exceed $150,000;
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2. Authorize the City Engineer to issue any necessary change
orders to complete additional work in conformance with the
Administrative Instructions on change orders;
3. Approve budget as indicated in Budget/Financial Analysis.
Prepared by:
Craig Perkins, Director of Environmental and Public
Works Management
Susan McCarthy, Director of Community and Cultural
Services
Anthony Antich, City Engineer
Holly Ackley, CiVll Engineer
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