SR-6G (39)
~~ tJf1.rrIrt!d4f ~5q?J as CoG
EPWM CP AA HW KS sm s \sp1677\cc1677 wpd OCT 2 B 1997
Council Meeting October 28, 1997 Santa Monica, California
TO Mayor and City Council
FROM City Staff
SUBJECT Recommendation to Authonze the City Manager to Negotlate and Execute
an Amendment to the Professional ServIces Contract for Design of Repairs
and ADA Improvements to Vanous City FaCIlitIes
Introduction
This report recommends that the City Council authOrize the City Manager to negotiate and
execute an amendment to an eXisting contract With Rachlin and Rachlin Architects for the
design of the FY 1997-98 faCIlities maintenance repairs at various city bUildings, With an
option to extend the contract to the 1998-99 fiscal year The negotIated fee for the
contract with Rachlin & Rachlin Architects shall not exceed $60,000
Backaround
Since FY 1996-97, the City has had a comprehensive program to maintain City-owned
propertIes The Facility Maintenance Program Includes code upgrades and deferred
maintenance In City bUildings and parks The City buildings not In Parks have been
separated from those In Parks
The buildings Included In this project are City Hall, City Yards, parking structures 1-6,
Woodlawn Cemetery, the Pier, beach restrooms and the ammal shelter General
maintenance repairs at these facilities Include concrete repairs, plumbing and mechanical
1
"G-
OCT 2 8 1997
systems repair, repainting, door replacement, Installation of new floor fInishes, guardrail
repair, and counter top refinishing
A Request for Qualifications was Issued on July 12, 1996 The review committee
unanimously recommended the selection of Rachlin and Rachlin Architects to prepare
the design package for the 1996-97 component of the FacIlities Maintenance Project The
recommended firm has worked previously on vanous projects deSigning seismiC upgrades
and acceSSibility Improvements, Including the United States Postal FacIlity In Chatsworth,
John MUIr Branch Library In Los Angeles, and Alexander Hamilton High School In Los
Angeles All references reported that the Consultant's work was satisfactory The deSign
documents for the first year, 1996-97, are 95% complete and the deSign work for the
second year, 1997-98, Will be awarded In thiS contract Construction costs for City
bUildings are estimated at $450,000 and are fully funded
DISCUSSion
Rachlin and Rachlin performed Within budget, produced excellent construction documents
for the parks bUildings and delIVered the project according to schedule Rachlin and
Rachlin completed the lias-built" documents for the City bUildings and are thus familiar
With the bUildings to be repaired By engaging Rachlin and Rachlin for the FY 1997-98
deSign work, the City Will benefit from their pnor expenence by redUCing the amount of time
and cost expended for the project The Administrative Instructions on ProfeSSional Service
Agreements (11-4-1) permits noncompetitive selectIon of profeSSional services If the firm
2
has specific expertise and a unique background for providing the services needed, and re-
requesting proposals would cause unnecessary delay Staff are satisfied With Rachlin
and Rachlin's work efforts to date and recommend awarding this portion of the work to
them as well as establish an option to extend the contract for the FY1998-99 faCIlities
maintenance repair project after July 1, 1998
BudaeVFlnanclal Imoact
- .
Funds for Part I (various City bUildings) In the amount of $60,000 are available In the
follOWing CIP account #01-710-481-20098-8900-99085
Recommendation
Staff recommends that the City CounCil authOrize the City Manager to negotiate and
execute an amendment to the eXisting contract With Rachlin and Rachlin Architects In an
amount not to exceed $60,000 for the FaCIlities Maintenance ProJect, Part 1, FY 1997-
1998, for various city bUildings Staff also recommends that the contract be amended to
allow an option (at the City'S sole discretion) for the completion of the FY 1998-99 faCIlities
maintenance repair project after the adoption of next year's Capital Improvements Program
budget
Prepared by Craig Perkins, Director of Environmental & PubliC Works Management
Rene Cowhlg, Maintenance Manager
Anthony Antlch, PE, City Engineer
Keith Sidley, Associate CIvil Engineer
3