SR-6F (40)
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Council Meeting June 9, 1998 Santa MOnica, CalIfornia
To Mayor and CIty CounCIl
From City Staff
Subject Recommendation to Authorize the City Manager to Expand the Scope of
Services wIth Hardy Holzman Pfeiffer Associates for the Main library Master
Plan
Introduction
ThiS report recommends that the City CounCil authorize the City Manager to expand the
scope of services With Hardy Holzman Pfeiffer Associates (HHPA) to proVide additional
servIces related to development of Master Plan alternates for the Main LIbrary In an
amount not to exceed eighteen thousand dollars ($18,000)
Background
On May 14. 1996. CIty CounCil authOrized the City Manager to negotiate and execute a
contract With HHPA for $150.000 to develop a master plan for the Main library and to
develop plans for a Phase I, Interim remodel for the bUildIng On December 17, 1996, City
CounCil authorrzed the City Manager to expand the scope of services With Hardy Holzman
Pfeiffer AssocIates to Include subconsultant services related to the development of the
master plan and Increase the not-to-exceed contract price by $34,500 00 On February
17. 1998, a presentation of the proposed master plan was made to the City CounCil As
a result ofthls presentatlOn, CIty CounCil members requested conSIderatIon ofthe potential
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JUN - 9 1998
for reonentatlon of an expanded bUilding Additional professional services are required to
perform further analysIs and planning This service Will result In alternate plans and an
expanded master plan document
Budget/Flnanclallmpact
Funds In the amountof$18,OOO are available In Account Number01-710-613-20095-8900-
99492, "Library Improvements"
Recommendation
Staff recommends that the City Council authOrize the City Manager to expand the scope
of the contract services With Hardy Holzman Pfeiffer ASSOCiates, Contract No 7202(CCS),
In an amount not to exceed $18,000 for consultant services related to the development of
alternate master plan options and an expanded master plan document
Prepared by Craig Perkins, Director of EnVironmental & PubliC Works Management
Wlnl Allard, City Librarian
Greg Mullen, ASSIstant City Llbranan
Anthony Antlch, P E , City Engineer
Lauren Friedman, Architect, Project Manager
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FIRST MODIFICA TIOi\'" OF AGREE~fE0;'T
ThIS FIrst :\IodlficatlOn of Agreement )1umber 7202 (CCS), entered mto trus 14th day of
:\1arch, 1997. by and between the CITY OF SAl\l A yIO~1CA, a murucIpal corporatIon (heremafter
referred to as "CIty"), and HARDY HOl2:\1.A...:."\" PFEIFFER ASSOCIATES, \vhose address IS 811
\Vest 7th Street, Los Angeles, CA 90017 (heremafter referred to as "Consultant"), IS made \vnh
reference to the followmg
RECITALS
A On May 14, 1996, City and Consultant entered mto Agreement Number 7202 (CCS)
(the "Agreement") for ardutectural and engmeenng services pertaming to the master plan and deSign
and mtenor remodel for the Santa 110ruca Mam LIbrary, located at 1343 6th Street A true and
correct copy of said Agreement IS on file m the office of the City Clerk of the CIty of Santa Momca
as Contract Number 7202 (CCS)
B The Cny and Consultant deslfe to modIfy the Agreement In order to add new services
to be performed by Consultant and charges for those serv1ces, and to amend the total contract pnce
to reflect the addltlonal services and charges
NOW, THEREFORE, It IS mutually agreed by and between the underSigned parties as
follows
SECTION 1 SERv1CES TO BE PERFOR:.'\1ED
The obhgatlOllS spectfied ill Section 2 of the Agreement are hereby expanded to mclude those
additional seIVlces to be performed by Consultant as set forth m Exlublt "D," which IS attached hereto
and mcorporated herem by trus reference
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2 COMPENSATION
The Estlffiated Fee Summary and Schedule set forth m Exlubn A to the Agreement IS hereby
expanded to mclude those additIOnal fees set forth m Exlubit "D" attached hereto
3 CONTRACT PRICE
The "not to exceed" contract price speclfied In Exlubit B (Schedule of Fees) to the Agreement
1S hereby increased by the sum ofThuty Four Thousand Five Hundred Dollars ($34,50000) The
new "not to exceed" contract price of the Agreement 1S One Hundred Eighty-Four Thousand Five
Hundred Dollars ($184,50000)
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4 Except as set forth in thts Flrst ModlficatLon of Agreement, all other terms and
condmons set forth m the Agreement shall remain In full force and effect
IN WITNESS WHEREOF, the partles have caused tlus Flrst ModlficatlOn of Agreement to
be executed the day and year first above written
CITY OF SANTA Jvl0}"!JCA,
a murucipal corporation
By
APPROVED AS TO FORM
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.MARSHA J01\"'ES MOUTRIE
CIty Attorney
CONSULTANT
HARDY HOLZMAN PFEIFFER
ASSOCIATES
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BY; YiW\JiAA)/\. \J
Title m/zr/1/btL
ATTEST
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MARIA STEWART
City Clerk
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Exhlblt D
September 17, 1996
Ms. Lauren "M" Fnedman
OfflCe of the CIty Engmeer
City of Santa Monica
1685 11ain Street
Santa Momca, CA 90401
Re. Santa Monica MaIn Library -Master Plan
HHP A Project No 5542 01
Dear Lauren'
In accordance with Article 22 of our Base Agreement, we are proposing the
additlOn of several sub-consultants to aSSIst us in the performance of the imtIal
Master Plan and Phase I Improvements 'work as descrIbed below. As noted In
the rate schedule attached to our agreement \\.'lth the CIty, sub-consultant work
is billed at 1.25 hmes the amount billed to HHP A to cover coordInation and
admmistrative costs.
Community Workshop Facilitation
Scope
VVe propose to add Moore Iacofano Goltsman (t\HG) to aSSIst us, the CIty, and
LIbrary In the preparahon and ImplementatlOn of commumty and focus group
workshops. MIG's work IS descnbed In the attached September 9th letter,
outlimng the overall stratregy and scope of serVIces In bnef, thIS work
Includes:
Project 11anagement Meetmg
-Attendance
Project Kick-off Meeting
-Pre-sesslOn preparation
-Meetmg facilItatlOn and graphic recordmg
-Session summary memorandum
Focus Group Meetings (3)
-Pre-sesslOn preparatIOn
-Meetmg facIlItation and graphic recording
-Session summary memorandum
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B11 WEST 7TH STREET, LOS ANGELES. CALIFORNIA 90017 902 BROADWAY NEW YORK. NEW YORB 10010
PHONE 213 624 2775 FAX 213 B95 0923 PHONE 2i2 677 6030 FA)' 2129790535
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Ms. Lauren "M" Fnedman
September 17, 1996
Page 2
Commumty VIsIon 'Workshop
-Pre-workshop preparatIOn
-SlIde presentation
-FacIhtator /recordmg bnefing
-Workshop facIlItatiOn and graphlc recordmg
-Workshop summary memorandum
Community Informational Meetmg
-Pre-meeting preparation
-SlIde presentatIon
Board/Friends Recap 11eeting
-Attendance
Optional items are hsted m the attached MIG letter, mcluding aSSIstance WIth
publicity campaigns and preparatIon of mformational dIsplays, and are not part
of this proposal
Fee
The total fee for the serVIces descnbed above is 522,595 x 1.25 = 528,244 We
propose to blll these serVlces monthly on a percentage completlOn basis
Hourly rates for addItIOnal services are noted In the matnx attached to the
September 9th letter
Phase I Consultant Services
Our agreement excludes sub-consultant serVIces for the Phase I investigation of
lTIltlal library Improvements In order to prepare these recommendatlOns, we
require the mput of several areas of consultant expertIse At the cond USIon of
Phase I and upon approval of these recommendatIons, we will be able to
describe and propose the extent of sub-consultant services for Phase II deSIgn
and construction admimstratlOn serVIces The consultant work proposed at
thIS tIme includes the followmg.
Lighting
We propose that Horton Lees Lighting Design of Santa Monica aSSIst US in the
evaluation and recommendation of potential Improvements to the lighting
systems in the existing lIbrary. RecommendatIOns may include general interior
illumination, task lighting, lightmg of staff posItions, and extenor lightmg The
fee for thiS imtial Phase I sub consultant work IS $2000 x 1.25 = $2,500.
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Ms Lauren "M" Friedman
September 17, 1996
Page 3
Cost
In addition to estimatmg the overall Master Plan (part of base serVIces), we \'1111
need to establish a cost model for the proposed Phase I improvements We
propose that Adamson Associates of Santa Monica Jom us to provide these
services The addItIonal fee for thIS Phase I subconsultant reVIew is $1000 x 1.25
= $1,250.
Mechanical/Electncal
In addition to the evaluatIon of existing mechamcal! electrIcal condItIons for
the Master Plan (part of base serVIcest we wIll need to defme the specific range
of improvements to these systems in Phase 1. We propose that Levine/Seegal
& Assoaates of Santa Monica aSSIst us with these added serVIces The fee for
this Phase I consultant work is 52,000 x 1 25 = 52500
Structural
We do not antIcipate the need for any structural engineermg mput for the
Phase I recommendatiOns
AcoustIcal
We do not antIapate the need for any acoustIcal consultant input for the Phase
I recommenda hons
Summary
The total proposed work order IS summanzed below:
Community Workshop FaCIlitatIOn $22,595 x 1 25 = $28,244
LIghtmg Consultant $ 2,000 x125= $ 2,500
Cost Consultant S 1,000 x 1.25 = $ 1,250
Mechanical/Electncal Engineer $ 2/000 x125= $ 2,500
Total $34,494
Please let me know if you have any questions or need further mformation.
Best regards,
?YJr/f!ffJ~
Stephen Johnson, AlA