SR-410-007-01 (2)
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City council Meeting: 6/28/88
Santa Monica, California
TO: Mayor and city council
FROM: city staff
SUBJECT: Recommendation to Authorize City Manager to Nego-
tiate and Execute Contract for Architectural and
Engineering services for Main street Mixed Use
project
INTRODUCTION "
This report recommends that the firm of Carde, Killefer, Flammang
Architects be retained to provide architectural and engineering
services for the Main Street Mixed Use Project. The report also
briefly discusses the schedule for the project.
BACKGROUND
On February 23, 1988, the City Council authorized staff to pro-
ceed with the design and construction of a three-level parking
structure with 49 units of affordable rental housing, and 3600
square feet of retail space on the City-owned parking lot at
Neilson Way between Kinney and Hill streets in Ocean Park. In
order to proceed with the design, environmental analyses, and
financing for the project it is necessary to retain an architect.
The following discusses the process utilized by staff to select
an architectural and engineering team for this project.
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DISCUSSION
Request for Proposals: A Request for Proposals for Architectural
and Engineering Services to design the project was issued by the
City on April 1, 1988. Availability of proposals was noticed in
the outlook and an extensive mailing to architectural firms was
conducted. In response, twenty-two (22) proposals were submitted
by the May 13th deadline.
Proposal Review Process: A review committee was formed to review
and evaluate all proposals, to develop a "short list" of pro-
posers who would then be interviewed by the committee, and to
select the recommended firm. This committee was comprised of the
Director of Community and Economic Development, Director of
General Services, City Engineer, city parking and Traffic En-
gineer, selected housing developer (Community corporation of San-
ta Monica), and four staff from the Department of Community and
Economic Development.
Nine of the twenty-two firms met wi th the review committee for
one hour presentations. Based on the interviews, written pro-
posals, and reference information obtained by City staff, the
commi ttee selected three firms for a second interview and more
extensive evaluation of technical capacity and design ability.
After these interviews, the final recommendation was made.
selection Criteria: Major criteria used in evaluating firms in-
cluded: experience in providing architectural design, and en-
gineering services for projects of similar scope and complexity;
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sensitivity to uses and understanding of the project; design
creativity and ability to participate in a community design pro-
cess; abil i ty to complete proj ects wi thin budget and proj ect
timelines; commitment of principals of the firm to the project;
quality of proposed subcontractors; ability to work with public
agencies, groups, and advisory bodies; and commitment to WMBE
hiring.
Recommended Firm: Based on the application of the above
criteria, City staff recommends that the firm of Carde, Ki11efer,
Flammang Architects be retained as the project's architects. Im-
portant factors in this selection were the following: (1) expe-
rience of the firm and subconsultants in designing projects of
similar scope and size within project budget and schedule; (2)
capacity to provide creative design solutions to difficult proj-
ect si tes, as demonstrated by recent work in Las Vegas on a
public library and alternative school; (3) technical capabilities
of the principals as fully documented by highly favorable
references; (4) competence of engineering subconsultants experi-
enced in projects of this complexity and scope, specifically con-
crete parking structures, as indicated by review of qualifica-
tions and interview with structural engineer; (5) extensive in-
volvement and availability of two principals of the firm through-
out the entire project; and (6) documented ability to consistent-
ly meet budget constraints and project schedules.
Scope of services and Fee: The firm will provide architectural
and engineering services through all phases of the project, in-
cluding planning, design, and construction. Activities include:
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(1) refinement of project program; (2) design development includ-
ing community design process; (3) development of construction
contract documents; (4) bid evaluation, and (5) construction con-
tract administration. The firm will make presentations before
public bodies, and participate in public and user meetings as
necessary.
Services will be provided for a fee not to exceed $625,000 in-
cluding all subcontracts, and special consultants reports such as
toxics, soils, survey, and reimbursable expenses.
Project SchedUle: Upon approval of the recommendation contained
herein staff will proceed to negotiate and execute a contract
wi thin the next 2-3 weeks. Environmental review work of the
project will commence within 4 weeks of contract execution, as
will a community design process similar to that used for the
Third street Mall Design, and the Ocean Park Replacement Housing
Project.
FINANCIAL AND BUDGETARY IMPACT
Funds to cover the costs of the architectural and engineer ing
services an amount not to exceed $625,000, will be available in
capital account 01-720-264-000-960 in Fiscal Year 1988/89 for the
housing component of the project; and funds are currently avail-
able for the parking/retail component in account number 77-770-
610-000-917.
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RECOMMENDATION
It is recommended that the City council authorize the City Man-
ager to negotiate and execute a contract for architectural and
engineering services with the firm of Carde, Killefer, Flammang
Architects for the Main street Mixed Use Project.
Prepared By: Candy Rupp, Housing Division Manager
Department of Community and Economic Development
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