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Council Meeting Apnl 15, 1997 Santa MOnica, Callforma
TO Mayor and City Council
FROM City Staff
SU BJECT Recommendation to Authorize the City Manager to Negotiate and Execute
a Professional ServIces Agreement with Gruen Associates to Design
Renovations to the City Hall Council Chamber
Introduction
This report recommends that the City Council authorize the City Manager to negotiate and
execute a professional services agreement with Gruen Associates to design renovations
to the City Hall Council Chamber In an amount not to exceed $52,000 This report also
authorizes the City Manager to Increase the contract amount by up to 20% If necessary
Backoround
The City Hall Council Chamber IS used by City Council, Planmng Commission,
Architectural ReView Board, County Courts, and other public boards, commissions and
community groups This Chamber IS a notable ceremomal space With unique features
such as ItS wood paneling The Council Chamber's mechanical systems are IneffiCient and
the audience and Council are often uncomfortable due to Inadequate temperature control
NOise emanating from the air condltlomng system IS disruptive not only to Chamber
attendees, but to cable teleVISion viewers as It IS picked up by audiO equIpment recording
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APR 1 5 1997
the meetings The lighting needs reVISion to address complaints from Council and Board
members who have noted glare problems Amenities such as window blinds, carpets,
armrests, dlas top, drapes, chairs, and bulletin boards must be replaced The paneling
needs refinrshlng and restoration The eXisting windows are difficult to open and close or
are Inoperable because of age Improvements of vanous other elements such as
concealing cable teleVISion cameras, placement of a new electronically operated projection
screen, the audio system and options related to an electronrc vote display board need
further study DUring FY 1996-97, City Council approved funding to address these
elements In the Council Chamber
DISCUSSion
On November 6, 1996, Requests for Qualifications (RFQ's) were sent to 205 archItectural
firms for the City Hall Council Chamber Renovations Responses were submitted by eight
(8) qualifIed firms The RFQ responses were evaluated by a review committee which
Included two representatives from the City Manager's office, an architect, the cable
teleVISion manager, and a maintenance supenntendent
The review committee unanimously selected Gruen ASSOCiates because Its qualifications
best conform to the reqUirements of thiS project The firm's work on prevIous projects
demonstrates their ability and expertise to renovate City Hall Council Chambers Projects
the firm recently completed Include CIVIC centers for the cIties of La QUlnta, Rlalto, Rancho
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Mirage, and West Hollywood Gruen Associates supplied the City with a list of references,
all of which reported the firm's excellence
The consultant's services shall Include reviewing and developing design criteria,
developmg scope of remodeling work outlined above. surveYing eXisting facIlities,
developing schematiC design, coordinating work by sub-consultants and owner supplied
data. preparing construction bid documents with cost estimates and assisting dUring
construction administratIon
BudgetlFmanclallmpact
FUNDS REQUIRED
Contract $52,000
Contingency $10.400
Total $62,400
Funds m the amount of $62,400 for this project are available m Capital Improvement
Account No 01-710-202-20097-8900-99419, "City Hall Renovation"
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Recommendation
Staff recommends that the City Council
1 Authorize the City Manager to Negotiate and Execute a Professional Services
Agreement with Gruen Associates to Design a Renovation to the City Hall Council
Chamber
2 Authorize the City Manager to Increase the contract amount by up to 20% If
necessary, and
3 Authorize the City Engmeer to Issue any necessary change orders to complete
additional work In conformance with the Admlnlstratlve Instruction on change
orders.
Prepared by Craig Perkins, Director of Environmental & Public Works Management
Anthony Antlch, P E , City Engmeer
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