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Council Meeting January 14, 1997 Santa MOnica, California
To Mayor and City CouncIl
From City Staff
Subject Recommendation to Authorize the City Manager to Negotiate and Execute
ProfeSSional Services Contracts for Design of Repairs to FacIlities
Mamtenance Projects
I ntrod uctlon
ThiS report recommends that the CIty Council authonze the City Manager to negotIate
and execute two profeSSional services contracts for design of repairs to FacIlities
Mamtenance ProJects. Part 1 and Part 2 Part 1 focuses on the design of a
maintenance program for the vanous City-owned bUlldmgs The negotiated fee with
Rachlin and Rachlin Architects would not exceed one hundred eighty-eight thousand
five hundred and fourteen dollars ($188,514) Part 2 focuses on the desIgn of a
maintenance program for City parks The negotiated fee with Zeballos+Smulevlch
Architects would not exceed one hundred seventy-eight thousand SIX hundred and fifty
dollars ($178.650)
Background
In Fiscal Year 1996/97, the City Council budgeted $2,748,090 for maintenance and
upgrades of certain public facIlities The first step In developmg a multi-year FacIlities
Mamtenance Program Involved the pnOrltlzatlon and characterization of the repairs and
upgrades most needed In City-owned structures and parks In November 1995, the6 H
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consulting firm, High POint Rendell, was retained to survey selected City of Santa
Monica-owned properties and provide a report on their condition The report entitled
'The FaCIlity Condition Assessment as of January 1996" IS a survey of eXlstmg bUlldmg
conditions and a priOritization of code Violations, safety-related repairs, and deferred
maintenance req ulrements and comprises the proposed Phase I repairs
The FaCilities Mamtenance Program mcludes the design for the repairs and upgrades
Identified dUring Phase I assessments The scope of work for thiS phase IS diVided mto
two parts Part 1 IS the FaCility Mamtenance of Various City BUlldmgs Including City
Hall, City Yards, Parking Structures 1-6, Woodlawn Cemetery, the MUniCipal Pool at
City College, beach faCIlities Including beach restrooms, the animal shelter, and the
office bUilding at 612 Colorado Work at these locations Will Include ADA (Americans
With Disabilities Act) and California Title 24 Improvements and general maintenance
repairs Including concrete repair, repamtlng, plumbing and mechanical systems repair,
door replacement, Installation of new floor finishes, guardrail repair and counter top
reflnishmg Construction cost IS estimated at $1,210,000 Part 2 of the project
addresses City park properties Part 2 of the FaCIlity Mamtenance project mcludes
repairs at Crescent Bay Park. Clover Park, HotchkiSS Park, Lincoln Park, Los Amlgos
Park. Manne Park, Memorial Park. Ocean VIew Park, Ozone Park, Palisades Park and
Virginia Park Work at these locations Will Include ADA (Amen cans With DisabilitIes Act)
and Title 24 Improvements and general maintenance repairs including concrete repair,
repainting. plumbing and mechanical systems repair, door replacement, Irrigation
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system repair, bench renovation and replacement, and Installation of new ball-court
surfaces and lighting The estimated constructlOf'l cost IS $1,344,000
Part 2 IS the Facility Maintenance of City Parks mcludmg Crescent Bay Park, Clover
Park. HotchkisS Park. Lincoln Park, Los Amlgos Park, Marine Park, Memorial Park,
Ocean View Park. Ozone Park, Palisades Park, and Virginia Avenue Park Work at
these locations wllImclude federal and state accessibility Improvements and general
maintenance repairs The project scope Includes concrete repair, repalntmg, plumbing,
and mechanical systems repair, door replacement, IrrigatIon system repair, bench
renovation and replacement. and Installation of new ball-court surfaces and lighting
DIScussion
Two separate Requests for QualIfIcatIons (RFQ) were Issued on July 12, 1996 to 127
fi rm s For Part 1. seven (7) responses were received by August 5, 1996 and reviewed
by a committee which mcluded representatives from Public Facilities Maintenance,
Community and Cultural Services, and the Englneenng DIVIsion The review committee
selected three (3) of those firms to submit proposals and participate In an oral mtervlew
The three (3) mtervlews took place on October 15, 1996 The review committee
unanimously recommended the fIrm of Rachlin and Rachlin Architects Their
qualIficatIons and prevIous work demonstrate theIr abIlity and expertise In various
aspects or bUilding mamtenance and ADA compliance Some of their recently
completed projects which Included seismiC upgrades and accessibility Improvements
are United States Postal FaCIlity In Chatsworth, John MUIr Branch library In Los
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Angeles, and Alexander Hamilton High School m the Los Angeles Unified School
Dlstnct Rachlin and Rachlin supplied the City with three (3) references and all
references reported that the consultant's work was satisfactory
For Part 2. seven (7) responses were received by August 5, 1996 and reviewed by a
committee which Included representatives from Public FacIlities Maintenance,
Community and Cultural Services, and the Engineering DIVISion The review committee
selected three (3) of those firms to submit RFPs and partiCipate In an oral mtervlew
The three (3) IntervIews took place on October 15, 1996 The review committee
unanimously recommended the firm of Zeballos+Smulevlch Architects Their prevIous
work demonstrates their ability and expertise In various aspects of bUilding and park
maintenance. environmental concerns, and ADA compliance Some of their recent
projects Include The remodel and landscape reVISion of Carson Shopping Center, the
remodel and code upgrades of Joslyn Hall, and the parking garage renovation and ADA
upgrades of the City's Parking Structure No 5 Demonstration Project In Santa Monrca
Zeballos+Smulevlch Architects supplied the City With three (3) references and all
references reported that the consultant's work was satisfactory
BudgetlFmanclallmpact
Funds for Part I (various City bUildings) In the amount of $188,514 are available In the
follOWing CIP accounts #01-710-481-20097-8900-99085 ($137.615), #01-740-481-
20097-8900-99421 (522,622), #01-740-481-20097-8900-99085 ($26,392), and #01-
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710-481-20097-8900-99085 ($1,885)
Funds for Part 2 (City Parks) are available m the amount of $178,650 m the following
CIP accounts #01-740-481-20097-8900-99421 ($159,000), and #20-740-511-20095-
8905-99479 ($19,650)
Recommendation
Staff recommends that the CIty CounCil
1 Authorize the City Manager to negotiate and execute the follOWing two contracts
a Part 1 - Various City BUlldmgs with Rachlin and Rachlin for an amount not
to exceed $188,514, and
b Part 2 - City Parks with ZebaJlos + Smulevlch Architects for an amount not
to exceed $178,650, and
2 Authorize the City Engineer to Issue any necessary change orders to complete
additional work In conformance with the AdmInistrative Instructions on
professional services change orders
Prepared by Craig Perkins, Director of Environmental & Public Works
Management
Barbara Stmchfleld, Director of Community and Cultural Services
Renee Cowhlg, Maintenance Manager
Anthony Antlch. PE, City Engineer
Keith Sidley, Associate CIvil Engmeer
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