SR-303-002 (12)
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Council Meeting:
aust 11, 1987
Santa ~ca California
TO:
Mayor and City Council
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AUG 1 1 1987
FROM: city staff
SUBJECT: Recommendation Regarding Acquisition of Modular
Building to Provide Recreation and Parks Department
Office Space at Clover Park
Introduction
This report recommends Council adopt the attached resolution
authorizing, under the provisions of Section 2508 of the Santa
Monica Municipal Code, the sole source procurement of a suitable,
immediately available and used modular building to be located in
a corner of the parking lot at the west end of Clover Park. This
modular building will be used to relocate certain Recreation and
Parks Department staff from City Hall thereby making available
office space to be occupied by additional budgeted land use
planning staff as well as the new Director of Cultural and
Recreation Servioes,
Background
The adopted FY 1987/88 city budget established four additional
positions in the City Planning Division of the Community and
Eoonomic Development Department. This enhancement of land use
planning staff will enable a greater focus by the City Planning
Division on various neighborhood planning issues and concerns;
enable staff to more effectively carry out project reviews,
ordinance preparation and program development: and facilitate
maintaining a high level of land use planning service in the faoe
of inoreased workload demands. Due to the nature of the work to
be performed by this additional planning staff and to ensure
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AUG 1 1 1987
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council Meeting: ~ust 11, 1987
Santa 1IIfca California
efficient and effective operations, it is essential that they be
housed in City Hall in an area contiguous with existing planning
staff.
In addition, the new position of Director of Cultural and
Recreation Services is in need of office space in proximity to
other administrative units of the City.
City staff have thoroughly reviewed the availability and
allocation of existing office space at City Hall and determined
that no unallocated and unoccupied space is available to house
this additional staff. Therefore, it is necessary to relocate
staff currently housed at city Hall to other suitable facilities.
As outlined in a June 25, 1987 Information Item submitted to the
Council, staff's review has indicated that relocation of certain
Recreation and Parks staff to a modular building to be located at
Clover Park would not adversely effect Recreation and Parks
Department operations, or automobile and bus accessibility for
citizens wishing to register for recreation programs.
Justification for Sole Source Procurement
The City's Recreation and Parks Department and Purchasing
Division have surveyed the market place to determine the costs of
providing the additional modular building office space required.
Staff looked at the purchase of a new modular unit as well as a
used unit.
The purchase of a new unit would cost approximately $75,000 and
take approximately four to six months to be constructed and
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Council Meeting: gust 11, 1987
Santa ~ica California
installed. Alternatively, staff has located one used unit which
is immediately available and meets City specifications. The unit
has 2,160 square feet. It contains two restrooms, divided office
space, public counter service area, air conditioning and heating,
wood exterior siding, and handicap ramp accessibility. This
modular building can be reconditioned and installed within two
months of date of purchase. Staff believes that the purchase of
this used unit would satisfy the Recreation and Parks Department
immediate space needs due to the proposed relocation.
Budget/Financial Impact
Staff have determined that it is more cost-effective to purchase
than to lease or to lease-purchase a suitable, immediately
available and used modular building. Staff estimates that
purchase of the modular building will require approximately
$49,300 whereas a three year lease or lease-purchase arrangement
would cost approximately $62,000.
Appropriation authority for this purchase is at account number
01-710-451-000-951.
The acquisition of this building will not preclude future
consideration of a permanent community building at Clover Park.
This project will be incorporated in the upcoming multi-year
Capital Improvements Program.
Recommendations
It is recommended that the City Council adopt a resolution
authorizing the sole source procurement of a suitable,
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Council Meeting: gust 11, 1987
Santa ~ica California
immediately available and used modular building as described in
this report.
Prepared by: Lynne Barrette, Assistant city Manager
LCB, ACM
Mike Dennis, Finance Director
Don Arnett, Director of Recreation and Parks
Ed Adams, Recreation Superintendent
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FOR CITY C~ERK'S ACTION
ORDINANCE #
Introduced:
Adopte'd:
Allo(AYS PUBLISH AOOPTW ORDINl\NCF.S*
*Cross out Attorney' 5 approval
VOTE: Affirmative:
~ Negative:
~ Abstain:
~ Absent:
~ ~ PROD}': VO'tE~ \HTH ANOTHER PERSON BEP"ORE A1\TVTHING
; D1SIRIBUIIO~: ORIGINAL ~o oe signed, sealed and
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BEFORE DISTRIBUTION CHECK CONTENT OF ALL
DISTRIBUTION OF RESOLUTION # 7Y J'S;-
Council Meeting Date J"~/ /,? 7
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Agenda Item #
Was it amended?
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NEWSPAPER PUBLICATION (Date:
'filed in Vault.
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Department originating staff report ( * )
*City Attorney does rot want cop~es of his orc:ut)ances or reso!uo.ons.
Management Ser~~se~ Lynne Ba~rette vrd~nances only
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Finance
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SEND FOUP..COPIES OF ALL ORDINANCES TO:
CODFD SYSTEMS, Attn Peter Maciearie
17.0 Ml1in- :"'tr~et ~
Ai~'t ~~w Jersey_07717
SEND FOUR COPIES OF AT.T~ OIHlTNANCFS _TO:
'g~fK ~OME~ MUNIC-r'PAL COURT
,'.725 MAIN STREE~ Room 118
SANTA MON!CA, CA 90401
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*Check COde Sections before sendir=
TOTAL COPIES
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RESOLUTION NO. 7485(CCS)
(CITY COUNCIL SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF SANTA MONICA WAIVING COMPETITIVE BID
PROCEDURE AND AUTHORIZING DIRECT NEGOTIATION
FOR A MODULAR BUILDING FOR INSTALLATION AT
CLOVER PARK
WHEREAS, the city of Santa Monica has a need to
relocate certain Recreation and Parks staff from City Hall to
Clover Park to create available office space at city Hall; and
WHEREAS, the relocation of certain Recreation and Parks
staff will not adversely effect Recreation and Parks department
operations, or automobile and bus accessibility for citizens
wishing to register for recreation programs; and
WHEREAS, the office space thereby made available at
City Hall is needed to house the new Director of Cultural and
Recreation Services and additional land use planning staff which
are required to complete various urgently needed planning studies
and plans1 and
WHEREAS, City staff have located only one suitable,
immediately available and used modular building into which
certain Recreation and Parks staff can relocate at Clover Park,
and
WHEREAS, it is less expensive for the City to purchase
a used modular building instead of a new one or one purchased
through a lease or lease-purchase, and
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WHEREAS, the competitive bid process would cause
unnecessary delay and expense with no assurance of obtaining any
other competitive bids for a suitable, immediately available and
used modular buildings.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA
MONICA DOES RESOLVE AS FOLLOWS:
SECTION 1. The City Council finds that there exists an
urgent need for a modular building to be located at Clover Park.
SECTION 2. Competitive bid procedure for this modular
building would be to no avail and would cause unnecessary delay
and expense and jeopardize the efficient and effective operation
of the City's land use planning program.
SECTION 3. The competitive bid procedure is waived and
the city Manager is authorized to negotiate directly for the
purchase of a suitable, immediately available and used modular
building.
SECTION 4. The city Clerk shall certify the adoption
of this Resolution and, thenceforth and thereafter, the same
shall be in full force and effect.
APPROVED AS TO FORM:
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ROBERT M. MYERS
City Attorney
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Adopted and approved this 11th day of August, 1987.
/s/ James P. Conn
Mayor
I hereby certify that the foregoing Resolution No. 7485(CCS)
was duly adopted by the City Council of the City of Santa Monica
at a meeting thereof held on August 11, 1987 by the following
Council vote:
Ayes: Councilmembers: Finkel, Jennings, A. Katz, H.
Katz, Zane, Mayor Conn
Noes: Councilmembers: Reed
Abstain: councilmembers: None
Absent: Councilmembers: None
ATTEST:
/s/ Ann M. Shore
city Clerk