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Council Meeting: November 28, 1995
Santa Monica, California
NOV 2 8 1995
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Authorize the City Manager to Negotiate
and Execute a Contract with High-Point Rendel to Prepare
a City Facility Condition Assessment
Introduction
This report recommends that the City Council authorize the City
Manager to negotiate and execute a contract with High-Point Rendel
to prepare an assessment of City facility conditions for an amount
not to exceed $90,000. The objective of this assessment is to
assess the general condition of various City facilities in order to
plan
for
future
maintenance,
repair,
refurbishment,
and
restoration.
Backqround
As part of the development of the multi-year Capital Improvements
Program, an audit of the City's various facilities is recommended.
The facility audit is expected to achieve two goals: One is to
provide staff with the information to be able to plan the City's
future financial obligations in meeting the maintenance and repair
requirements of the facilities; the other is to provide the basis
for a systematic preventive maintenance approach to extend the
useful life of the City facilities.
There are 65 facilities
included in this phase of the assessment study. These facilities
are located throughout the City and include City Hall, many of the
NOV 2 8 1995
Ci ty park buildings and grounds and public restrooms. 6. TheJse
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particular facilities have been selected to be included ln the
first phase of assessment work because of their high visibility,
current condition and level of public usage.
Scope of Work
The assessment will include a survey of the facilities to determine
their condition and to identify the needs for improvement or
refurbishment. There are 15 items to be analyzed including HVAC
systems, electrical/lighting, flooring/carpets, plumbing/fire
protection sprinklers, restrooms, elevators, and roofs/water
proofing. During the inspection, components needing repairs and
components which require replacement will be identified. A
systematic approach will be used to evaluate the remaining useful
life of the facilities and to estimate the projected replacement
year of the facilities' components. Based on an analysis of the
gathered information, general recommendations for repair and/or
replacement and conceptual cost estimate for each facility will be
provided. The recommendations and the cost requirements will be
prioritized based on the overall condition of the facilities and on
the City's requirements.
An annual maintenance program and budget will also be recommended.
The deadline for completion is January 18, 1996.
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Consultant Selection Process
An advertisement was placed in the Inteqrated Marketinq Systems
Prolect Data Sheet requesting Statements of Interest from firms
that had previous experience in those areas. Additionally, several
firms were contacted that had performed similar work for the City.
Statements of Interest were received from five (5) firms.
Proposals were requested and submitted by three (3) firms. The
three consulting firms interviewed by City staff included:
1. High-Point Rendel
2. Parsons Brinckerhoff
3. CMTS
After interviews and complete reference checks, High-Point Rendel
was selected for the following reasons:
o The High-Point Rendel team has extensive experience in
preparing building assessments and providing other
related services for other municipal agencies in the
region; and
o In the past, High-Point Rendel has successfully completed
several studies for the City, including the assessment of
earthquake damaged City buildings and facilities.
Budget/Financial Impact
Funds which may be used for this assessment are budgeted in FY
1995-96 in Account No. 01-700-274-00000-5506-00000.
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Recommendation
It is recommended that the City Council authorize the City Manager
to negotiate and execute a contract with High-Point Rendel for an
amount not to exceed $90,000 to prepare an assessment of the
conditions in 65 City facilities.
Prepared by:
Craig Perkins, Director of Environment & Public
Works Management
Anthony Antich, P.E., City Engineer
Renee Cowhig, Maintenance Manager
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