SR-904-001-02 (10)
F:\CMANAGER\Staff Reports\City Hall design final.doc
Council Meeting: July 24, 2001 Santa Monica, CA
TO: Mayor and City Council
FROM: City Staff
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SUBJECT: Professional Services Contract with SARESREGIS Group of Northern
California for the City Hall Renovation Project
Introduction
This report recommends that the City Council authorize the City Manager to negotiate and
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execute a contract with SARESREGIS Group of Northern California for pre-design/build
construction management services associated with a feasibility assessment to determine
seismic upgrade and rehabilitation options associated with the City Hall Complex,
including a facility program showing space utilization and flow diagrams, and a concept
design for a City Hall Renovation Project that may include some new construction in an
amount not to exceed $455,000 and approve a contingency of $45,500.
Background
The City Hall Complex, located in the Civic Center of Downtown, was built in the late
1930?s and contains approximately 62,000 square feet of space (including an
architecturally inconsistent 1970?s addition on the roof now used as office space). There is
also a 44,000 square foot addition to the rear of City Hall that currently houses the Police
Department (administration, operations and jail) that was constructed in 1957. In total the
City Hall Complex is approximately 106,000 square feet containing s some 620 employees.
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The entire exterior of the building (including the original City Hall and the addition that
houses the Police Department) has been designated as a historic structure. No portion of
the interior has formally been designated as a landmark. However, there are several
character defining features in public areas of the building including the floor to ceiling
mosaic tile murals in the lobby of City Hall, the terrazzo floor in the lobby and the wall tiles
throughout the lobby and atrium of the City Hall that staff believes should be preserved as
part of all rehabilitation options.
A new Public Safety Facility is under construction adjacent to city hall that will house the
entire Police Department along with certain Fire Department functions. Once the Police
Department moves into the new Public Safety Facility it is anticipated that the City Hall
Complex will be available for seismic and functional upgrade.
Discussion
Seismic and functional upgrade to city hall should be considered at this time for the
following reasons:
The existing facility requires significant seismic upgrades following the 1994
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Northridge quake for which FEMA funds have been provided to cover a portion of
the cost of the work;
The current interior space is grossly inadequate for the number of employees
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working in the facility making it very difficult to maintain appropriate accessibility to
employees and residents throughout the entire building and to provide efficient
quality service;
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The City currently rents approximately 40,000 square feet of office space off-site for
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employees. These rents could support a portion of the debt service of a future bond
issue for the seismic and renovation of city hall; and
There exists the opportunity to implement improvements to the city hall complex that
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will be in furtherance of the new Civic Center Specific Plan that is under
development by the Civic Center Planning Committee.
This feasibility assessment phase consists of three components ? a feasibility study, a
facility plan, and a conceptual design for renovation and/or new construction of the city hall
complex. A Request for Proposals (RFP) for all three components was issued to a variety
of firms that have special expertise with historic structures. The scope of work contained in
the RFP required that a development team be identified. This team would consist of overall
management capability for this type of project; an architectural firm to provide services to
achieve high standards of performance and recognition in urban and building design,
sustainable architecture, and development of a building with long term-value; an historic
preservation firm given the historic significance of portions of city hall; a contractor to begin
building a project construction budget; and an engineering firm to insure that the
appropriate seismic methods are considered.
Based on the responses to the RFP, the potential candidates were invited to make a
presentation to a team of City staff including representatives from Environmental and
Public Works Management Department, the City Manager?s Office and Planning and
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Community Development Department. As a result of this process, SARESREGIS Group of
Northern California was selected.
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SARESREGIS Group of Northern California (SARESREGIS) is part of the
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SARESREGIS Group network of companies providing a full range of real estate services,
including commercial development, residential development, acquisition, construction and
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management throughout the State. The project team assembled by SARESREGIS
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include: HellerManus Architects as Project Architect; Historic Resources Group (HRG) as
Historic Preservation Consultant; HOK as Sustainable Design Consultant and Interior
Architect; EQE and/or KPFF for structural engineering consulting; and Matt Construction
as General Contractor.
The overall qualifications of the team and previous project experience specific to city hall
projects include the design and construction of the new Hayward City Hall in Hayward,
California; the design of the new Orlando City Hall in Orlando, Florida; and lead architect
of the design team for the recent renovation of the San Francisco City Hall and Veteran
Memorial Building in San Francisco, California. The firm provided a number of references
that reported that the consultant?s work was excellent.
Staff will explore alternative approaches for the development and delivery of the City Hall
Renovation Project. In an effort to limit unanticipated costs, expedite the construction
schedule and to build a cohesive project team, staff will utilize the design-build approach to
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implement the project. Therefore, the project team assembled by SARESREGIS will be
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providing pre-design/build construction management services to the City. At the
conclusion of this feasibility assessment phase, the City in its sole discretion may elect to
initiate a separate procurement process to identify a Design-Build contractor to
construction the project. It is anticipated; however, that the project team will remain in tact
through completion of the project.
There will be an extensive public review process engaged as the renovation and
possible new construction options are explored. Discussions with the public will be
coordinated through the Civic Center Working Group and its urban design architect.
The process will also include review by the Architectural Review Board, Landmarks
Commission, Planning Commission and City Council.
Budget/Financial Impact
Funds required for Architectural and Engineering Services for the City Hall Renovation
Project plus the contingency are as follows:
Architectural and Engineering Services $455,000
Contingency $ 45,500
Total $500,500
Total funds in the amount of $500,500 are available in CIP account C010016202.589000,
City Hall Renovation.
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Recommendation
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a contract with
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SARESREGIS Group of Northern California, in an amount not to exceed $455,000
for architectural and engineering services for the City Hall Renovation Project and
approve a contingency in the amount of $45,500; and
2. Authorize the City Engineer to authorize any necessary change orders to complete
additional work within budget authority.
Prepared by: Gordon R. Anderson, Assistant City Manager
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