SR-111307-8E~_
City Council Report
City oY
Santa Monica
City Council Meeting: November 13, 2007
Agenda Item: "~
To: Mayor and City Council
From: Craig Perkins, Director -Environmental and Public Works Management.
Subject: Approval of Design, Location and Design for an Exterior Elevator and
Electric Room Addition to City Hall, Third Modification to the Existing
Professional Services Agreement for the City Hall Seismic Retrofit Project
and Approval of Contract Extension
Recommended Action
Staff recommends that the City Council:
1. approve the location and design of the addition of an exterior elevator, an exterior
electric room and creation of a new entry into the vacant jail in City Hall;
2. authorize the City Manager to execute a third modification to Contract No. 8529
(CCS) with Black and Veatch, modifying the scope, schedule, cost and
expanding architectural services for the design of the seismic retrofit of City Half
to March 31,2008. The total modification is not to exceed $591,512 (including
10% contingency) for a new not to exceed amount of $1,902,401.
1
Executive Summary
Resuming use of the vacant jail portion of City Hall for office space requires certain
upgrades to meet current Accessibility guidelines, Fire and Building codes. The required
upgrades would include a new elevator, a new entry door and electrical service. The
placement of a new elevator presents the greatest challenge. The current elevator cab
was determined to be a historically contributing element that should remain, along with
at least one jail cell. The historic cab will be left in place on the first floor and one jail cell
will be retained. However, the current shaft is too small to house a new accessible
elevator cab.
This report presents Council the opportunity to provide input to the design of the
elevator. Under the new process outlined on October 13, Council, as client, would have
provided input prior to Landmarks Commission approval on October 8. Since- this
project is part of the Federally-funded City Hall Seismic retrofit project, the design of the
elevator was. already proceeding as a part of the larger project. If Council wishes to
modify the materials or finishes, the elevator may need further Landmarks Commission
action, which would result in minor delays to the project, which must be completed by
January 2009. A change to the location of the elevator would present additional
challenges as its effect on the existing structure would need to be re-evaluated. Any
extensions to the project completion date require Federal Emergency Management
Agency approval
2
Staff, with input from Planning and Community Development and the City's Historic
consultant, considered exterior placement of the new elevator and electrical to provide
maximum interior space for office use and to reduce cost. Several exterior placement
options for a new elevatot and electrical room were reviewed with the staff of
Landmarks Commission and later the full Commission for recommendation. Attachment
1 provides the location and design of the proposed additions. FEMA has approved the
use of seismic retrofit funds for this project.
Discussion
Background
City Hall currently houses the main data center that serves all City facilities. This data
center and ISD offices must be relocated in preparation for the seismic retrofit project.
The proposed new location for the data center and ISD offices is in the vacant jail in City
Hall. Conversion of the jail into the data center and offices requires addition of an
exterior elevator, restrooms and a new main entry door. Increased power requirements
of the new data center and elevator create additional electrical demands that. require a
larger main electrical service to the building. This new electrical service requires the
addition of an exterior electrical room.
Seismic retrofit construction is required within the City's existing main data center and
cannot be executed without jeopardizing the data center computer systems.
Operational requirements of ISD require that their staff be located directly adjacent to
3
the data center. ISD staff can be accommodated by converting all three floors of the
vacant jail into a new permanent data center and office space.
The vacant jail does not meet current Electrical or Accessibility codes. Current codes
require that the City construct a new electrical room for the main electrical switch gear,
and that the new offices in the vacant jail are served by a code compliant elevator and
main entry to the area. Addition of the electrical room is required to provide increased
electrical service for the functional upgrades to City Hall. Design of the electrical switch
gear is currently being performed under a separate contract with another vendor. Staff
will return to Council for approval of the construction contract at a later date.
The current total estimated construction cost for the City Hall Seismic Retrofit Project is
approximately $10.5 million. Funds have been approved by FEMA for the additional
design work by Black and Veatch, with the exception of funds for construction of the
electrical room; which is ineligible under federal guidelines.
The locations of the new exterior elevator, electrical room and main entry door were
selected through a process of reviewing all elevations of the jail area of the building, site
logistics and layout of interior spaces. These reviews were performed by City
Architectural staff, City Planning staff and the City's Historic consultant. This process
was presented in the October 8, 2007 Landmarks Commission Staff Report (Attachment
2). Without these additions, any renovation of the jail area will not be in compliance with
current codes.
4
Council is requested to review and approve the location and design of the elevator and
electrical room. The design has been approved by the Landmarks Commission. Under
the new process outlined at the October 13 workshop, Council would have received a
concept design prior to Landmarks Commission approval. The elevator and related
electrical room are designed to accommodate current needs and to easily be
incorporated into any future uses behind City Hall. The addition as designed, is finished
with smooth troweled stucco to match the existing smooth cast. in place concrete and
will be painted white to match City Hall. New rails will match the existing rails and new
doors will match existing doors in color and design to the extent possible. Alternative
locations for this addition have been investigated by city staff with the City's Historic
Consultant and have been found to be unacceptable for a number of reasons including
effects to exterior historic materials and interior functionality. Material finishes of the
addition can be revised, although using a heavier material such as precast concrete or
stone cladding will require the existing structure to be re-evaulated for seismic
retrofitting.
Previous Commission Actions
Ori October 8, 2007, the Landmarks Commission approved (with minor revisions) the
design of the elevator/electrical room addition and the construction of the new entry
door (Attachment 2). Minor revisions include revisions to window glass color, paint
color, stucco reveal pattern, continuation of separation between the new and existing
building, and the revision of guard/hand rails.
5
Previous Council Actions
On May 24, 2007, City Council authorized the second modification to the Professional
Services Agreement with Black and Veatch for design of the City Hall Seismic Retrofit
Project. On April 25, 2006, City Council authorized the first modification to the.
Professional Services Agreement with Black and Veatch for design of the City Hall
Seismic Retrofit Project. On November 22, 2005, City Council authorized the
negotiation of a professional services agreement with Black and Veatch, Contract No.
8529 (CCS) for design of the City Hall Seismic Retrofit Project.
Contract Modifcation
A modification to the existing professional services agreement with Black and Veatch,
Contract No. 8529 (CCS) in the amount of $591,512 is required for the increased scope
of work. This modification includes both additive and deductive scopes. Services to be
added to the existing scope include the creation of design and construction documents
of the new ISD offices, an exterior elevator, an electric room, restrooms, and a new ISD
office entry door. Services to be deducted from the existing scope include portions of
the as-built process (second modification), not completed due to unforeseen site
conditions. A three month extension of the project completion date is also required.
The modified agreement will now expire on March 31, 2008. With this modification, the
new agreement is not to exceed $1,902,401. The modification to the existing
agreement is funded by Federal Emergency Management Agency (FEMA) grant funds
6
and General Funds. FEMA has approved the use of seismic retrofit funds for this
project.
Budget/Financial Impact
The total cost of the modification to the Black and Veatch contract for additional
architectural services is $591,512. A portion of the additive scope is design of the
electric room, which is ineligible for FEMA grant funding. Therefore, design of the new
electric room will be funded with General Funds ($15,750).
Funds in the amount of $575,762 are available in account E130748.555010, "City Hall
Seismic Retrofit." Funds in the amount of $15,750 are available in account
0010162.589000, "City Hall Expansion." The total cost of the modified professional
services agreement is not to exceed $1,902,401.
Prepared by:
Alex Parry, Architect
Approved: Forwarded to Council:
~~~v~
Cra Perkins, Director -Environmental P. Lamont ell
and ublic Works Management City Manager
Attachment 1: Revised Project Plan
Attachment 2: Landmarks Commission Staff Report
7
Attachment 2
MEMORANDUM
CITY PLANNING DEVISION
PLANNING AND COMMUNITY DEVELOPMENT DEPARTMENT
CITY OF SANTA MONlCA
DATE: October 8, 2007
TO: The Honorable Landmarks Commission
FROM: Planning Staff
SUBJECT: Certificate of Appropriateness 07CA-010
Request to approve construction of a new three-sto ry exterior stair tower and
one-story electrical room, installation of a new door and accessibility ramp,
and in-kind window replacements on the exterior of .City Hall, 1685 Main
Street, a designated City Landmark.
APPLICANT: City of Santa Monica
PROPERTY OWNER: City of Santa Monica
INTRODUCTION AND BACKGROUND
Santa Monica City Hail is located at 1685 Main Street and was canstnacted in 1939 and
designated as a City Landmark on October 16, 1979. City Hall is an outstanding example
of the Public Works Administration Streamline Moderne architectural style, has direct
association with the community's political and civic history, and continues to serves as the
City's premiere public building. City Hall was designated as a City Landmark in October
1979.
The City is currently in the design phase for the Gity Hal( Seismic Retrofit Project. The
overall project includes a number of smallerwork items that must be completed before the
seismic retrofit work can begin. The four smaller projects that are the subject of this
application include exterior modifications related to the adaptive reuse/tenant improvement
of the ald jail area in the north wing of City Hall, and the addition of an exterior elevator,
tower and exterior electrical room at the rear elevation of the north wing of City Hall.
The current project is funded by FEMA and is therefore subject to the Section 106 review
process, in addition to Landmarks Commission review ofthis Certificate ofAppropriateness
application for proposed exterior modifications. The City is currently in the Section 106
review process with all interior modifications being reviewed by the California State Office
of Historic Preservation.
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Attachment 2
The City Hall Historic Structure Report prepared in 2004 by Historic Resources Group
(HRG) has been utilized during all phases of the planning and design for the Seismic
Re#rofit Project.
NOTICE
Notice of this hearing was provided as required by Section 9.36.170(c} of the Landmarks
Ordinance, with notice sent #o al] owners and occupan#s within a 300-foo# radius and a
newspaper notice published in the Santa Monica Daily Press at least 10 days prior to the
hearing (Attachment A).
PROJECT DESCRIPTION & ANALYSIS
The adaptive reuse of the jai[ area within the north wing of City Hall will convert the
approximately 7,000 square feat of abandoned jail area into a new Data Center and new
offices for City staff. This adaptive reuse, in conjunction with preparation for the seismic
retrofi# of the building, would require the following exterior modifications to the north wing of
City Hall:
• Addition of a new ground level accessibility ramp and new entry door to be located
within an existing window opening on the south elevation.
• In-kind replacement of a total of seventeen (17) original sfeei-framed windows an the
south, east, and west elevations.
• Addition of a new, three-story elevator tower on the east elevation.
• Addition of a new, one-story electrical room on the east elevation (approximately 250
square feet}.
The applicant has worked with City staff and the City's historic preservation consultant
during fhe design phase for the proposed project. Refinements to the project proposal
have been incorporated into the current submittal; the following discussion will highlight
several of the changes the applicant has made in response #o comments from staff and the
City's consultant.
New Accessibility Ramp and Entry Door
Anew entry door is proposed on the southeast, courtyard-facing corner of the north wing.
This window opening was uncovered after the former police department building was
demolished in 2005, The applicant proposes to remove the window and install a new
single light glass door with a painted metal frame and upper transom. Per staff's request,
this door and window system would incorporate the same proportions exhibited in the
existing double en#ry doors on the west end of the courtyard elevation on the north wing.
The proposed entry door would be aligned appropriately with the existing horizontal
concrete scoring that is acharacter-defining feature of the building. The new concrete
accessibility ramp is proposed with a simple, painted 1 1/2"diameter pipe column handrail.
The applicant originally proposed an awning system over this entry door. However, staff
evaluated this component and felt that the awning would add an unnecessary visual
element to a section of the building where new s#ructures are also being proposed.
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Attachment 2
in-Kind Window Replacements
The applicant proposes to replace in-kind a total of seventeen (17)steel-framed windows
located on three elevations of City Half's north wing. The applicant proposes to replace
these seventeen windows with custom manufactured steel-framed windows with clear
glass and the same mullion configuration as the existing windows. In addition, the
operation of the replacement windows would ma#ch the operation of the existing v~rindows.
The applicant's approach is consistent with Certificate of Appropria#eness 62CA-002 that
was approved in 2002 for thirty-four window replacements on the primary elevations of City
Hall. The analysis prepared in 2002 found that the cost of restoring the original windows
proposed for replacement would be increased nearly three-fold. At that time it was
determined that due to the cost-prohibitive expense and environmental issues connected
with the abatement of lead-based paint and restoration of the existing steel windows, in-
kind replacement was acceptable.
The City's historic resource consultant has also evaluated the currently proposed in-kind
window replacements in conjunction with the ongoing Section 106 review and agrees that
replacement with matching steel-framed windows with the same mullion con#iguration is
appropriate. The project file for this application contains photos of each elevation where
window replacements are proposed in orderto serve as a comparison to ensure that steel-
framed windows with the correct mullion configuration are installed in conjunction with this
application.
South Etevafion
There area #otal of nine (9}existing windows on the eastern section of the north wing that
comprises the old jail cell area. One (1) of these windows was replaced in 2005 in
conjunction with the demolition of the former Police Department building and will remain in
place. Seven (7) of the existing windows will be replaced in-kind. One (1) existing window
on the ground floor will be removed and replaced with a new entry door as described
above.
East Etevafion
There are a total of nine (g) existing windows on the rear elevation of the north wing. Six
(6) of the existing windows will be replaced in-kind. Three {3}existing windows would be
removed and the openings filled in wi#h concrete in preparation for the proposed elevator
#ower. The three windows to be removed are located in a vertical column -one on each
floor- on the rear-facing elevation of the north wing. As discussed in greater detail below,
the loss of three windows was evaluated in conjunction with the elevator tower proposal.
Given the location of these three windows on the rear elevation of the north wing, it does
not appear that the removal would significantly change the building's overall character or
feeling.
West Elevation
There are a total of six (6) windows in the original jail area of the north wing. In accordance
with the pending Section 106 review, two {2) existing windows on the ground floor, with the
jail cell bars intact, will be preserved in place. The four {4) remaining windows on the
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Attachment 2
second and third floors will be replaced in-kind
Proposed Elevator Tower
According to the applicant, the jail area is currently accessed through iwo emergency
egress stair towers and therefore does not have access far any occupants in this section of
City Hall's north wing that complies with current building code requirements. The existing
interior elevator in the jail area does not meet accessibility codes and conversion to meet
accessibility codes is not possible.
The applicant has worked wifh the Ci#y's consultant to prepare a detailed plan for
decommissioning and preserving the historic elevator in its current location on the first
floor. The elevator shaft on the upper floors will be demolished and floor openings will be
in-fined far conversion to usable square footage.
The addition of a permanent exterior elevator is required to meet current accessibility code
requirements and to preserve the maximum usable interior square footage.
The proposed three-story exterior elevator tower would be constructed a# the rear, east-
facing elevation of the north wing of City Hall. As previously discussed, the addition of the
tower would necessitate the closure of three existing window opening on the rear elevation
of the north wing. The footprint of the tower would be approximately 270 square feet and
would extend three stories in height. The design of this element incorporates a simple
rectangular form, a smooth cement plaster finish, and tinted spandrel glass with clear
anodized aluminum mullions.
The scored plaster and the arrangement of the window mullions have been designed to be
harmonious with the strong horizontal lines exhibited on the original City Hatl building. The
proposed elevator tower also incorporates a recessed parape# that responds to the
prominent,. decorative parapet on the original City Hall building without duplica#ing the
design. These contemporary transla#ions of two key character-defining feature of the
original City Mall building help to appropriately relate the proposed new cons#ruction with
the existing historic fabric
Proposed Electrical Room
According to the applicant, the addition of a permanent exterior electrical roam is required
to handle increased electrical requirements and code compliance. Construction ofthe new
data center and elevator at the north wing, the future HVAC system, and potential east
wing addition to City Hall, will create an electrical demand that the current electrical service
in the buiiding cannot handle. Therefore, the applicant proposes to construct a new on-
story, 250 square foot electrical room to address this condition. The proposed electrical
room would fea#ure a simple, scored cement plaster finish, two fire-rated painted metal
door systems with upper transoms, a recessed parapet, and a brushed finish stainless
steel guard rail at the roof deck.
Like the proposed stair tower, the reveals in the cement plaster extend the horizontal
pattern found on the original City Hall buiiding white still incorporating subtle differentiation.
-4-
Attachment 2
In response to staffs recommendations, the proposed vertical scoring pattern on the
surface of the electrical room has been streamlined and a door has been added to the
south side of the structure to break up the perceived massing of the elevation more
effectively.
The applicant states that the main connection to the utility in fhestree# is at the northeast
comer of the building, directly adjacent to the jail area. During the design phase of the
project, the applicant evaluated alt four elevations of the jail area and determined that the
proposed Location would be the mast appropriate, given the si#e constraints and the need
to best protect the integrity of the historic resource.
Specifically, the applicant considered locating the proposed electrical room immediately to
the north of the proposed elevator tower and also an the west elevation. However, staff
advised the applicant that while these locations would serve to reduce the visibility of the
room from the courtyard, both locations would require the electrical room to be attached #o
the building surface and block and obscure a greater portion of original historic building
along either the east or west elevations of the north wing, The City's historic resources
consultant has review the location of the proposed electrical room, in conjunction with the
ongoing Section 106 Review for the adaptive reuse of the interior space, and confirms this
determination.
CONCLUSION AND RECOMMENDATION
In evaluating the subject application, staff considered the whether the building's overall
character, form, and significant features would be detrimentally altered by the proposed
project. Specifically, staff paid special attention to the siting, massing, and design of the
proposed stair tower and electrical room, in addition to reviewing the proposed in-kind
window replacements. Based on this review, the current proposal appears, in accordance
with the Secretary of the Interior's Standards for Rehabilitation, to be compatible with the
overall character, form and massing of City Hall and maintain key spatial relationships
through the preservation of the courtyard space, while stif! meeting the functional
requirements of a public facility such as City Hall.
In comparison to other potential locations for the stair tower and electrical room, the
proposed project minimizes impacts to signifcant features and elevations of the historic
building while still mee#ing the programmatic needs of the City. In addition, the simple
forms and streamlined architectural details incorporated in the design for the new stair
tower and electrical room are respectful of the historic character of City Hall and also serve
to differentiate the new additions from historic fabric.
Based on the foregoing, staff recommends approval of Certificate of Appropriateness
07CA-010 for modifications to the property as enumerated, and per the findings below as
required in SMMC 9.36.140.
FINDINGS
1. As proposed, the subject application will not detrimentally alterthe overall character,
form, and significant features of the Landmark City Hall building. Specifically, the
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Attachment 2
siting, massing, and design ofthe proposed stairtowerand electrical room complies
with the Secretary of the Interior's Standards for Rehabilitation in that the additions
are compatible with the overall character, form and massing of City Hall and
maintain key spatial relationships #hrough the preserva#ion of the courtyard space.
In comparison to other patential locations forthe stairtawer and electrical room, the
proposed project minimizes impacts to signi#icant features and elevations of the
historic building while still meeting the programmatic needs of the City. In addition,
the simple forms and streamlined architectural details incorporated in the design for
the new stairtower and electrical room are respectful ofthe historic character of City
Hall and also serve to differentiate the new additions from historic fabric. Although
retention of existing building materials is generally preferable when rehabilitating a
building, due to the cost-prohibitive expense and environmental issues connected
with the abatement of lead-based paint and restoration of the existing s#eeI
windows; replacement in kind with steel window frames that replace the existing
windows as exactly as possible is acceptable in this case. Therefore, the proposed
project is consistent with the Secretary of Interior's Standards for the Treatment of
Historic Properties.
CONDITIONS
This approval is forthe plans submitted on September28, 2007 which are on file in
the City Planning Division.
2. This Certificate of Appropriateness shall be in full force and effect from and afterthe
da#e of the rendering of the decision by the Commission. Pursuant to Landmarks
Ordinance Section 9.36.170(h), this approval shall expire within 180 days if the
authorized work is not commenced. Should the applicant be unable to comply with
this restriction, an extension may be granted pursuant to Landmarks Ordinance
Section 9.36.250. After that time, the applicant will be required to return to the
Commission for approval In addition, this Certificate of Appropriateness shall
expire if the authorized work is suspended fora 180-day period after being
commenced. This decision may be appealed by properly filing with the Directorof
Planning a Notice of Appeal on a form famished by the Planning Department. Such
notice shat) be filed within a ten (10) day time period commencing from the date of
the determination.
3. All required Planning and Building Permit approvals shall be obtained.
Attachments:
A. Public Notice
B. Project Plans
F:\CityPlanning\Share\Landmarks\REPORTSt2007 Reports\07CA-010 {9685 Main Street) October Mtg.doc
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Attachment 2
CITY OF SANTA MONICA LANDMARKS COMMISSION
NOTICE OF PUBLIC HEARING
Public Hearing Subject
Address: LC-07CA-010, 168fi Main Street
Zoning: CC (Civic Center} District
Applicant: City of Santa Monica
Owner. City of Santa Monica
Public Hearing Scheduled
The City Landmarks Commission will be conducting a public hearing to consider Certificate of
Appropriateness Application 07CA-010,1685 Main Street, for design approval of modifications
including construction of an exterior elevatortower and one-story mechanical room to be located
on the rear elevation of City Hall, a designated City Landmark. The Landmarks Commission will
determine whether the proposed project is appropriate and architecturally compatible for the
property.
When: Monday, October 8, 2007 at 7:00 PM
Where: City Couneil Chambers, City Hall, Room 213
1685 Main Street, Santa Monica
4uestions/Comments
The City of Santa Monica encourages public comment on this and other projects. You or your
representative, or any other persons may comment on the application at the Public Hearing, or
by writing a letter addressed to Roxanne Tanemori, Associate Planner, City Planning Division,
1685 Main Street, Room 212, Santa Monica, California, 90401-3295.Or, you may contact Ms.
Tanemori by phone at (310) 458-8341 or by email at roxanne.tanemori( )asm9ov.net.
More Information
The meeting facility is wheelchair accessible. If you have any disability-related accommodation
requests, please contact (310) 458-8431 or TTY {310} 458-8696 at least three days prior to the
event. AIE written materials are available in alternate format upon request. Santa Monica Bus
Lines 1, 2, 3 and 7 serve City Hall.
Pursuant to California Government Code Seetion 85009{b), if this matter is subsequently
challenged in Court, the Challenge may be limited only to those issues raised at the Public
Hearing described in this notice, or in written correspondence delivered to the City of Santa
Monica at, or prior to, the Public Hearing.
Espanol
Este es un aviso de una audiencia publica sobre una solicitud pars remodifar un edifecio que tiene
valor historico impottante. Para mas informacion, por favor flame a Carmen Gu#ierrez en City
Planning Divisien a( numero (310) 458-8341.
C:\DOCUments and Settings\alex.parry\LOCai Settings\Temporary Internet Flles\flLt(2EDtLC 07CA-010 (1685 Main St) Cert A_Ocfobar 2007 Mtg.doc
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