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Council Meetmg September 8.1998 Santa Monica, California
TO Mayor and City CounCil
FROM City Staff
SUBJECT Recommendation to Authonze the City Manager to Negotiate and Execute
an Amendment to the Professional Services Contract for Design of Repairs
and ADA Improvements to Various 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 1998-99 facIlities maintenance repairs at vanous city bUildings. The
negotiated fee for the contract with Rachlin & Rachlin Architects Will not exceed $235,375
Background
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
The bUildings Included In thiS project are City Hall, City Yards, Parking Structures 1-6,
Woodlawn Cemetery, beach restrooms, the Animal Shelter, library faCIlities, Samoshel,
Fire Stations #3 and #5, CIVIC AuditOrium, 612 Colorado. Police Department, Arcadia
Water FaCility, and the Water and Wastewater DIVision offices. General maintenance
repairs at these faCIlities Include concrete repairs, plumbing and mechanical systems
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SEP - 8 1998
repair, new Irrigation systems; roof repair or replacement, repamtlng, door replacement,
Installation of new floor finishes, guardrail repair, and counter top reflnlshmg ADA
repairs Include accessible restrooms, landings, ramps, doors, handrail extensions, drrnking
fountains, parking and slgnage
A Request for Qualifications was Issued on July 12, 1996 The review committee
unammously 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 Umted 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
On October 28, 1997, CounCil approved an amendment to the contract for DeSign Services
for the second year (1997-1998) With an option (at the City's sole discretion) for the
completion of the FY 1998-99 faCIlities maintenance repair project after the adoption of
1998-1999 Capital Improvements Program budget
The deSign documents for the first year, 1996-97, are complete and construction IS
scheduled to begin In September 1998 The deSign work for the second year, 1997-98,
IS complete and construction IS expected to begin In November, 1998 DeSign work for
the third year, 1998-1999, Will be completed by thiS amendment Construction costs for
City bUIld Ings In 1998-1999 are estimated at $1,568,000 and are fully funded.
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DISCUSSion
Rachlin and Rachlin performed within budget, produced excellent construction documents
for prevIous projects and delivered projects on schedule Rachlin and Rachhn completed
the "as-bUllt" documents for the City buildings and are thus familiar with many of the
bUildings to be repaired By engaging Rachlin and Rachlin for the FY 1998-99 deSIgn
work, the City will benefit from their prior experience by reducing the amount of time and
cost expended for the project Rachlin and Rachlin's work efforts have been outstanding
to date and staff recommends exercIsing the option to extend the contract to Include the
year 3 deSign
Budget/Fin~nclal I moact
FUNDS REQUIRED
Contract $213,975
Contingency 21.400
TOTAL $235,375
Funds for the 1998-99 deSign of various City bUildings In the amount of $235,375 are
available In CIP account # 01-710-481-20098-8900-99085
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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 $235,375 for the FacIlities Mamtenance Project, FY 1998-1999, for
vanous city bUildings.
Prepared by Craig Perkins, DIrector of Environmental & Public Works Management
Renee Cowhlg, Maintenance Manager
Anthony Antlch, P E , City Engineer
Lome Brown, AssocIate CIvil Engineer
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