SR-072308-1Fc)®
~;Yp, City Council Report
Santa Monica
City Council Meeting: July 23, 2008
Agenda Item: ~l"F
To: Mayor and City Council
From: Stephanie Negriff, Director of Transit Services
Subject: Interior Design Services for the Big Blue Bus Operations Building
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a professional services agreement with Harley Ellis Devereaux to provide
interior design services at the Big Blue Bus Operations building located at 1660 7~h
Street, in an amount not to exceed $193,954 including contingency.
Executive Summary
The operations building at 1660 7~h Street was to be demolished as part of the overall
Big Blue Bus campus expansion plan that would improve the Big Blue Bus' yard and
facilities. New buses, technologies, fueling systems and the changing fleet such as the
addition of articulated buses all required new maintenance facilities and better utilization
of space to accommodate more bus parking. Staff moved back into the 1660 .building in
early 2006 with the intent of staying there temporarily until the new facility was built. As
a result, improvements to office layout and amenities for the building. were kept at a
minimum. Now, the new operations building-will riot be constructed and staff will
permanently occupy the building at 1660 7~h Street. The consultant is being asked to
develop plans for the building's interior renovation to make more effective use of the
space, develop signage, and overhaul the key operational areas all using green-
materials and best ergonomic practices. Funds are available in account
0410826.589000
Background
Several years ago, the Big Blue Bus programmed funds for the design and construction
of new operations and maintenance buildings at the existing Big Blue Bus yard site. The
construction of the new operations building was eliminated due to a lack of funds that
resulted from unforeseen cost escalations associated with construction.
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When it was decided to eliminate the new operations building, staff indicated to Council
that improvements would be .necessary to the 1660 building. In addition, it was
discussed that a new operations building could be proposed on the site in the future
Discussion
With the addition of the new maintenance facility and transit store, capacity exists to
accommodate administration and operations personnel in the present structure for-
approximately the next ten years. Because of the original short-term nature of the move
back. into the 1660 building, upgrades, space planning and design were minimal as this
was to be a stop-gap measure. The longer term occupation of this building requires an
.overhaul of the interior space to create a better functioning environment.
The current cubicle systems were purchased over a decade ago and are not effective
for the current space. Signage, lighting, ergonomics, and the lay-out of the work storage
areas need to be improved for. long-term occupation of the building. In addition,
bathroom finishes and fixtures require upgrading along with the motor coach operators'
`ready-room' and dispatch room, both key spaces for effective day-to-day operations. A
recent employee survey shows dissatisfaction with the work environment including the
break area for the motor coach operators and inadequate .conference spaces.
The interior re-design of the 1660 building will include developing new cubicle and desk
systems, new bathroom amenities, a better motor coach operator break area, improved
'ready-room' and dispatch areas, and improved storage areas and conference rooms.
Sustainable materials will be used as much as possible in all changes to the building
and ergonomics will also be an important part of the process.
Contractor/Consultant Selection
On April 10t", 2008, a Request for Proposal was posted on the City's website soliciting
proposals to design the Big Blue Bus Interiors project. Nine responses were received
on May 22, 2008, and three finalists were chosen for .interviews by the selection
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committee, consisting of staff from the Big Blue Bus and Civil Engineering and
Architecture. The interviews included' evaluation of previous experience, sustainable
practices, pricing and the qualifications of the team. The selection criteria included the'
firm's technical competence, understanding of the project's scope, direct experience on
similar projects, approach to the work, qualifications of the proposed staff, staffing
capabilities to meet the desired time frames, and cost of services.
Harley Ellis Devereaux was the uhanimous selection, an experienced firm with an
outstanding reputation who offered a highly competitive price. They demonstrated a
commitment to green building practices and knowledge of ergonomics. They will
develop an overall space plan for the building, assist with the selection of furniture, and
address lighting and electrical modifications. In addition, they will be responsible for the
oversight of all installations.
Financial Impacts & Budget Actions
The Professional Services agreement is estimated at $176,322, with a 10% contingency
of $17,632. State and local funds for this project have been set aside in account
0410826.589000. The cost of the building improvement project is estimated to be
$4,000,000. In addition to the money already available iri the account, staff is requesting
that $3 million in Proposition C Municipal Operators Service Improvement Plan (MOSIP)
funds be appropriated to account 04108261589000.
Prepared by:
Dan Dawson, Customer Relations Manager, Big Blue Bus
Approved:
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Stel° h ~ nie Negriff
Dire t r of Transit Services
Forwarded to Council:
P. ont Ewell
City Manager
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Reference Contract No.
8956 (CCS).