SR-904-005 (7)~.~.r
City ~ouncil Report
~ c~cy ot
Santa Manica°°
City Council Meeting: March 13, 2007
Agenda Item: ?~~
To: Mayor and Gity Council
Fram: Gordon Anderson, Assistant City Manager
Subject: Professianal Services Agreement with Natoma Architects, Inc. for Design
af Office Space in the Old Jail
Recommended Actian
Staff recommer~ds that the City, Council authorize the City Manager to negotiate and
execute a prafessianal services agreement with Natoma Rrchitects, Inc. in ar~ ama~nt
not to exceed $85,000 for design services for the old jail space in City Hall.
Executive Summary
The City Hall Seismic Retrofit Project, currently under design, requires the relacation of
staff during periods of construction. StafF explored various options #o provide "swing
space" for relocated staff during the course of the project and recommends moving the
Information Systems Department {ISD} to the old jail space to provide a permanent
secure location far the city's compufier systems and a single location for a Qepartment
that is currently spli# between City Hall and lease space at 525 Broadway. It was
originally anticipated that #he design services for this project would be incorporated with
the potential temporary office building in order to insure integratian between the two
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projects. However, at this #ime, it is necessary to proceed on different timeframes ir~
order to ensure that the seismic retrafit wark can praceed within i#s current schedule;
therefore staff is recammending a stand alone cantract in an amour~t not to exceed
~85,C}00 for design services for the old jail space. Approval of this project will proceed
independently of the potential temporary ofFce building project.
Discussion
As part of the City Hall Seismic Retrofi# Project, an assessment of the current uses of
space in City Hall was made to identify where short term modifications can help work
towards meeting lang term goais of improving office conditions, bringing departments
into ane location and moving more staff to the Civic Center. One recommendation that
wauld result in more efficient uses of space includes the relocation of the ISD and the
City Nall ~omputer Center inta the vacant Jail space in City Hall.
In order to facilitate #he seismic retrafit work in City Hali, ISD v-rill be required to relocate
its server room to mitigate potential damage and interruptions during constr~ction.
Hawever, a more efficient solution ta a temporary relocatian is the permanent relocation
of ISD to the vacant jail space on the narth side of City Hall. This recommendation
allaws for !SD s#aff currently lacated at 52~ Broadway and at City Hal! ta be cambined
into one location. It also provides the vacated ISD space #o function as "swing space"
for City staff during the seismic retrofit project. After the seismic retrofit work is
completed, the space wauld be looked at as a component in a plan to comprehensively
address the space needs far City staff in the Civic Genter.
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Contractor/Consultant Selec#ion
On May 3, 2406, a Request for Proposals for design services was pos#ed on the City
website. The RFP was requested by 13 firms, including some local firms. Six proposals
were submitted on May 18, 200F. The proposals were reviewed by a selection
committee including staff from Environmental & Public Works Management, Planning &
Community Development and City IVlanager's Office. The selection committee
unanimously recommends Na#oma Architects, Inc. based on #he firm's project
manager's extensive experience in design of temporary buildings, in~ill buildings, design
of buildings using unique and sustainable materials and with municipal projects
including designing ather public service buildings.
Enviranmental Analvsis
The project is exempt from the California Environmental Quality Act {GEQA~ pursuant to
class 1, Section 15301 of the State CEQA Guidelines, in that the project will only invalve
the interior alteration to the old jail space and will ~rovide a single location ~ar the
Infarmation Senrices Department.
Previous Gaunci! Actian
On February 13, 2007, staff presented Council with a recommendatian to direct staff ta
proceed with the development of a temporar}r office building east af City Hall at the site
of the former Police Department and to authorize an agreement with Natoma Architects,
Inc., in an amount of $885,500 for desi~n services thraugh completion of the building.
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That contract would have integrated the design af the patential temporary ofFice building
with new office space in the old jail pa~tian of City Nall.
Budqet/Financial Impacts
Funds in the amount af $8~,000 are available in accoun# C010361.5890C14.
Rrepared by: Donald P Patterson, Assistant to the City Manager-Management Services
Forwarded ta Council:
Gc~'don Anderson ~ P,
Assistant City Manager
Manager `-- -'
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e erence on rac
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