sr-081010-1hc,cvo+ City Council Report
Santa Monica
City Council Meeting: August 10, 2010
Agenda Item: 1H
To: Mayor and City Council
From: Stephanie Negriff, Director of Transit Services
Subject: Big Blue Bus Operations Building Improvements
Recommended Action
Staff recommends that City Council:
Authorize the City Manager to negotiate and execute a contract for construction
services with Thomco Construction, Inc., aCalifornia-based company, for the
tenant improvements at the Big Blue Bus Operations Building for a total cost not
to exceed $2,965,328 (includes 10% contingency).
2. Authorize the City Manager to negotiate and execute a purchase order contract
with Interior Office Systems (IOS), a California-based company, for the furniture
for the Big Blue Bus Operations Building for a total cost not to exceed $891,995.
3. Authorize the City Manager to negotiate and execute a modification to
Professional Services Agreement Number 8956 (CCS) in the amount of $69,300
(includes 10% contingency), with Harley Ellis Devereaux Corporation, a
Michigan-based company with offices in Los Angeles, providing additional
design, graphics production, and construction management services for the time
period beginning July 23, 2008 through December 31, 2011. This will result in a
new contract amount of $480,179.
4. Authorize the City Manager to negotiate and execute a contract with Design
Space Modular, aCalifornia-based company, for provision of temporary trailers
to house staff on-site during construction for a total cost not to exceed $253,000
(includes 10% contingency).
Executive Summary
Harley Ellis Devereaux Corporation is currently providing design services for various
improvements to the Big Blue Bus Operations Building located at 1660 7th Street. The
building was originally scheduled to be demolished as part of the overall Big Blue Bus
campus expansion plan approved by Council February 2, 1999 that would improve the
Big Blue Bus yard, along with its maintenance, operations and administration facilities.
Staff relocated to 612 Colorado Avenue in 2000 and then moved back into the 1660 7th
Street building in early 2006, with the intention of staying there temporarily until a new
facility was built on the 612 Colorado site. As a result, improvements to office layout and
amenities for the building were kept to a minimum. However, the construction of the
new Operations building was eliminated due to a lack of funds that resulted from
unforeseen cost escalations associated with construction. When it was decided to
eliminate the new Operations building, staff indicated to Council that improvements to
the 1660 7th Street building would be necessary for longer-term occupation of the
building. The design process, initiated in 2008, addresses improvements to the interior
and limited exterior of the building. The cost for the building improvements is
approximately $5,200,000, which includes minor items not requiring Council approval.
The project is scheduled to begin construction in September, 2010. The project design
manager has been working with Interior Office Solutions (IOS), a distributor of Hayworth
and Coalesse products, on the layout and pricing of the furniture. The purchase of new
furniture is required to replace outdated furniture which no longer functions efficiently
and will not fit in the reduced individual employee work-stations. Replacement of the
existing furniture is-also part of the designer's comprehensive plan to increase natural
light flow and daylight penetration into the work spaces, a component of the Leadership
in Energy and Environmental Design (LEED) Certification process. The building is
expected to obtain LEED Silver Certification.
Background
As the Big Blue Bus' fleet changed and expanded to incorporate alternatively-fueled
buses and articulated buses that enhance the flexibility of service offerings, it became
clear that modifications were needed to the Big Blue Bus Campus. These modifications
would allow for better handling of service needs, operations and administration needs,
and reorganized parking for the changing fleet. A planwas developed to demolish the
existing Maintenance and Operations buildings and replace them with two new
buildings. However, construction costs rose unexpectedly due to outside factors, and
on May 9, 2006, City Council was informed of the cost escalation on the proposed Big
Blue Bus Facility project. Due to budgetary constraints, City .Council directed staff to
proceed with the most urgently needed Maintenance Building and defer the proposed
Operations Building construction.
After assessing the building's functional deficits and studying options to improve the
interior design and functioning of the Operations Building, it was determined that an
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interior and limited exterior remodel to the existing building would suffice to address the
needs of the operations and administrative staff. On July 23. 2008, staff presented the
cost to design the tenant improvements of the Big Blue Bus Operations Building, and
City Council approved a Professional Services Agreement with Harley Ellis Devereaux
for these design services. These design services also included the selection of furniture
for the Big Blue Bus Operations Building.
Contract No. 8956 (CCS) with Harley Ellis Devereaux was modified on December 2,
2008 to include an additional scope of work that included the redesign of the exterior
areas on the north and south sides of the building; additional work contributing to
obtaining LEED certification, and to provide CAD drafting and Field Verification for the
building. As the project progressed, additional design and coordination work for
technology (Intermediate Distribution Frame [IDF] room, cabling, audio-visual
equipment, and information technology coordination), Americans With Disabilities Act
(ADA) compliance, including ADA assessment, an ADA compliance and exceptions
report and plan for implementation of ADA modifications, elevator cab interiors, exterior
paint selection, mechanical updates which will contribute to the building obtaining LEED
status, furniture selection, construction administration and bid review, structural
evaluation, and further exterior landscape design modifications were needed. The
contract was further modified on August 11, 2009, to incorporate replacement of the
Heating, Ventilation and Air Conditioning (HVAC) system, as well as additional LEED
and ADA compliance items.
Discussion
A recent Big Blue Bus employee survey shows dissatisfaction with the current work
environment including the break area and ready room areas for the motor coach
operators, inadequate conference spaces, poor availability of natural light, inefficient
and outdated HVAC systems that are difficult to regulate, and furniture layouts that do
not permit optimal efficiency within work clusters. Signage, lighting, ergonomics, and the
layout of the work storage areas needs to be improved for long-term occupation of the
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building. Planned alterations to the motor coach operators' "ready room" and dispatch
room, both key spaces for effective day-to-day operations, will provide for improved
traffic and work flow, greater efficiency, and ergonomically appropriate seating and
layouts. The improvements include a specialized technology-ready raised floor for the
dispatch area.
The project was initially envisioned as having a limited scope, but has been expanded
to incorporate attainment of LEED Certification, replacement of the entire HVAC system
(due to the current system's Freon being phased out effective January 1, 2010),
production of integrally designed wall murals, additional work related to the Title 24 filing
(part of the LEED process), changes to the IDF room and dispatch room, and
modifications to the specifications, construction documents, and project manual which
will provide an ongoing template for the proper care and maintenance of the materials
utilized in the project. The cost of a comparable replacement building is estimated at
$13,200,000 for demolition, architectural design, engineering, construction, etc. The
renovations will allow for continued occupancy of the Operations Building for
approximately the next ten years.
The interior re-design of the Operations Building will include developing new cubicle and
desk systems; new bathroom amenities, including required ADA modifications; a more
functionally designed motor coach operator break room; improved `ready-room' and
dispatch areas; mechanical, .electrical, plumbing and HVAC upgrades; and improved
storage areas and conference rooms. Significant construction savings were utilized by
purchasing pre-fabricated wall and flooring systems, rather than having them built on-
site. By re-utilizing an existing building, this project further contributes to the City's
sustainability initiatives and economic feasibility by diverting construction waste, utilizing
green materials, and maintaining the ability to reconfigure the space as needed. Once
improvements are completed, the building is expected to obtain LEED Silver
Certification.
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Contractor Selection
On May 4, 2010, a Request for Bids was posted on the City's website soliciting bids for
the construction of the tenant improvements for the Big Blue Bus Operations Building.
The City received eight bids on June 14, 2010, and the following is a summary of bids:
GENERAL CONTRACTOR BID AMOUNT
Taslimi Construction Compariy, Inc. $ 2,649,598
Thomco Construction, Inc. $ 2,695,753
PCL Construction Services, Inc. $ 2,915,000
AWI Builders, Inc. $ 2,973,000
G2K Construction, Inc. $ 3,093,000
USS Cal Builders, Inc. $ 3,280,000
Acon Development, Inc. $ 3,641,000
Shefir Construction, Inc. $ 3,926,000
Staff reviewed the bids and short-listed two general contractors: Thomco Construction,
Inc. and PCL Construction Services, Inc. The selection criteria included experience on
similar projects, understanding of the project scope, qualifications of the proposed staff,
staffing capabilities to meet the desired time frames, and cost of services. Interviews
with the short-listed design-build teams were held on July 6, 2010. The interview panel
was composed of staff from .Big Blue Bus and Architecture Services. Thomco
Construction, Inc. was selected as the general contractor for this project, as the firm had
the most qualified team members, the best experience in similar type projects and a
very competitive price. Past projects include the San Diego Gas and Electric Company's
call center, City of Corona's complete interior building renovation and new lobby
addition, and portions of the Disneyland Resorts theme park construction.
During construction, staff cannot occupy the building and must be temporarily relocated.
Staff who must remain. on-site will be housed in trailers to be furnished by Design Space
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Modular. The rest of the staff will be relocated to temporary offices at the Santa Monica
Airport
Financial Impacts & Budget Actions
The contract/purchase order amount to be awarded to Thomco Construction, Inc. for the
tenant improvements at the Big Blue Bus Operations building is $2,965,328 (includes
10% contingency)..
The contract/purchase order amount to be awarded to IOS for the furniture for the Big
Blue Bug Operations building is $891,994.64
The amendment to the Professional Services Agreement with Harley Ellis Devereaux
Corporation is to be $69,300 (includes 10% contingency) for additional design, graphics
production, and construction management services for the time period beginning July
23, 2008 through December 31, 2011, which will result in a new contract amount of
$480,179.
The contract/purchase order amount to be awarded to Design Space Modular for
provision of temporary trailers to house staff on-site during construction is $253,000
(includes 10% contingency).
Rent payments of $7,486.50 per month plus utilities will be made from BBB to Santa
Monica Airport via inter-departmental transfer.
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Funds totaling $4.275 M for the above expenditures are available in the FY2010-11
budget at Facility Upgrades and Renovation account number #0410826.589000.
Prepared by: Gretchen Kubacky, Senior Transit Programs Analyst
Approved:
St ,nie Negriff
Dir~ or of Transit Servic ~s
Forwarded to Council:
~~;~
Rod Gould
City Manager
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Reference Contract Nos.
9258 (CCS), 9259 (CCS),
9260 (CCS), and
Amended Contract No.
8956.