SR-850-005-01 (24)
EPWM:CP:AA:LF:GH F:\DATA\SPFILES\sp1771\cc1771_325(DP).doc
Deleted:
C:\Documents and
Settings\Don_P\Desktop\ccStaff1(DP)
Council Meeting: February 24, 2004 Santa Monica, CA
.doc
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Two Professional Services Agreements and Affirmation of Expenditure for
Emergency Services required for the Main Library Project
Introduction
This report recommends that the City Council authorize the City Manager to negotiate
and execute a professional services agreement with Smith Emery Company in an
amount not to exceed $416,035 for construction inspection and a professional services
agreement with Engineering Economics, Inc. in an amount not to exceed $125,126 for
building commissioning services for the Main Library project. This report also
recommends that the City Council affirm emergency expenditure of $382,053 to Karcher
Environmental, Inc. for cleanup of asbestos containing materials.
Background
On January 28, 2003 the City Council activated Phase II of the design-build contract
with Morley Construction for the Main Public Library.
The California Building Standards Code Section 1701.1 requires that full-time
independent testing and inspection services be performed during certain work activities
of the Main Public Library construction. These material inspection and testing services
provide an independent review of the construction means and help ensure that potential
1
problems with construction materials or installations are immediately identified and
corrected. The services include inspection and testing of soils, concrete, steel and
masonry materials and methods used in the construction of the project.
City Council directive for Leadership in Energy and Environmental Design (LEED)
Certification of the Main Public Library requires a firm to perform commissioning
authority services in conjunction with the ongoing design and construction. The
services include establishing, implementing, and monitoring a start-up plan for the major
building systems throughout all phases and construction in accordance with the LEED
silver accreditation principles. This scope of work also ensures that the mechanical
systems and equipment at the new Main Library will perform according to design
specifications and thus, improve the overall operating efficiency of the building.
Abatement of asbestos containing materials is not included in the Guaranteed Maximum
Price contract between the City and Morley Construction Company. The City routinely
hires abatement contractors for the proper disposal and record documentation of toxics
and waste management necessary for compliance with regulatory agencies including
City and the South Coast Air Quality Management District. Karcher Environmental, Inc.
was previously selected for work on this project based upon competitive bidding and
was awarded a contract for abatement of other asbestos containing material found
during the building demolition.
2
Discussion
Construction Inspection
Requests for proposals for material testing and inspection services were sent to three
firms on June 6, 2003. Smith Emery Company has demonstrated experience with
similar projects, a strong record of performance, adequate resources, favorable
references, and a fee that realistically addressed scope, difficulty and duration of work.
Staff recommends Smith Emery Company to perform material testing and inspection
services.
Commissioning
Requests for proposals for Commissioning Authority were sent to four firms on May 5,
2003. Staff recommends Engineering Economics, Inc. to complete commissioning
work for the Main Library project. Engineering Economics, Inc. is experienced with the
LEED program and demonstrated satisfactory performance on the Public Safety
Building project.
Asbestos Removal
During routine excavation, the contractor exposed, disturbed and damaged asbestos
containing pipe. Immediate abatement of the contaminated soil was necessary to
reduce potential public exposure. Karcher Environmental, Inc., who had been
previously selected through a competitive bidding procedure, performed the emergency
cleanup of the contaminated soil. Oversight of the work was performed by
Environmental and Public Works Management, South Coast Air Quality Management
3
District, and City-hired consultant, Encorp Environmental. The emergency cleanup was
completed to the City?s satisfaction. The City Manager authorized the emergency
expenditure in accordance to Santa Monica Municipal Code Section 2.24.120. A
process to determine which party/parties should be ultimately responsible for the cost of
the cleanup is underway.
Budget/Financial Impact
FUNDS REQUIRED:
Smith Emery Company: $416,035
Engineering Economics, Inc.: $125,126
Karcher Environmental, Inc. $382,053
Total Funds Required: $923,214
Funds in the amount of $923,214 are available in account C04049103.589000, Main
Library Renovation.
Recommendation
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute an professional services
agreement with Smith Emery Company for material testing and inspection
services in an amount not to exceed $416,035;
4
2. Authorize the City Manager to negotiate and execute an professional services
agreement with Engineering Economics, Inc. for Building Commissioning
Services in an amount not to exceed $125,126; and
3. Affirm the emergency expenditure of $382,053 to Karcher Environmental, Inc. for
the emergency cleanup of asbestos containing materials.
Prepared by: Craig Perkins, Director, Environmental and Public Works Management
Anthony Antich, PE, City Engineer
Lauren Friedman, City Architect
Gene Higginbotham, Engineering Project Specialist
5