sr-081109-1d~®
ccrof City Council Report
Santa Monica
City Council Meeting: August 11, 2009
Agenda Item: ~'.~
To: Mayor and City Council
From: Stephanie Negriff, Director of Transit Services
Subject: Interior and Mechanical 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 Second Modification to Contract No. 8956 (CCS) with Harley Ellis Devereaux
Corporation to provide interior design services at the Big Blue Bus operations building
located at 1660 7t" Street, in an amount not to exceed $145,530 (including 10%
contingency) for a revised. contract total of $410,879.
Executive Summary
Harley Ellis Devereaux Corporation is currently providing interior and mechanical design
services for various improvements to the building located at 1660 7t" Street. The design
process, initiated in 2008, addresses improvements to the interior and limited exterior of
the building. As the project progressed, additional interior and mechanical design
components -and coordination work were identified. Additional Americans with
Disabilities Act (ADA) compliance items were also identified, including a comprehensive
ADA assessment, an ADA compliance and exceptions report, and a plan for
implementation of ADA modifications. A larger component of the project now includes
mechanical updates which will contribute to the building obtaining Leadership in Energy
and Environmental Design (LEED) status. Funds are available for this project in the
current capital budget.
Background
On July 23, 2008, City Council authorized the negotiation of a Professional Services
Agreement with Harley Ellis Devereaux Corporation under Contract No. 8956 (CCS) for
the design of the operations building improvements. Oh December 2, 2008, Council
authorized the negotiation of a First Modification to Contract No. 8956 (CCS) for an
additional scope of work that included the redesign of the exterior areas on the north
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and south sides of the building, work contributing to obtaining LEED Certification, and to
providing CAD Drafting and Field Verification for the building.
As the project progressed, additional information came to light regarding the information
systems components of the project, as well as ADA and LEED compliance items, and
mechanical equipment issues. Replacement of the existing HVAC system, which
operates on a Freon that will be unavailable after January 1, 2010, and which has
neared standard replacement time, is one of those items. Individually and collectively,
these items have impacted the time and depth of the design process in terms of
needing to design items requiring replacement for ADA compliance or LEED
achievement, requirements for roof penetrations and other construction elements that
would damage the interiors if conducted at a later date, rerouting of duct work,
placement of outlets, research on compliahce of current materials installed in the
building, exploration of alternatives, multiple meetings with engineering consultants, etc.
ADA compliance in particular required extensive additional field verification, drawings,
meetings with various City staff, and preparation of proposed solutions. In light of the
overall project goal of enhancing sustainability, reutilization of an existing office building,
and improved safety and functionality of the workspace, the cost of design,
coordination, and construction oversight increased commensurate with the increased
complexity of the project.
Discussion
Capacity exists to accommodate administration and operations personnel in the present
structure for approximately the next ten years. Obtaining LEED certification will
incorporate functional design elements that enhance the operations of the Big Blue Bus,
reduce electrical dependency by increasing natural light flow, and extensively utilize
recycled materials; sustainability measures that are consistent with City guidelines. The
north and south side exterior areas will include functional as well as decorative plant
materials that positively .impact temperature control and overall sustainability, will
provide a cohesive design flow for the project, and contribute substantially to the ability
to obtain LEED certification.
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Additional design elements to be added to the contract include:
• ADA compliance, including ADA assessment, an ADA compliance and
exceptions report, and plan for implementation of ADA modifications;
• Mechanical, electrical, plumbing, and HVAC updates, as well. as additional
structural evaluation which will contribute to the building obtaining LEED status;
• Additional furniture selection, elevator cab interiors, and exterior paint selection;
• Construction administration, bid review, and field evaluation; and
• Further exterior landscape modification.
Financial Impacts & Budget Actions
Funds for increased design services in the amount of $145,530 are available in account
0410826.589000.
Prepared by: Gretchen Kubacky, Senior Transit Programs Analyst
Approved: Forwarded to Council:
. L t Ewell
City anager
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Reference Amended
Contract No. 8956 (CCS).