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~~^"MZi°vember 22, 1955
Mr. Randall M. Dorton
City Manager
City of Santa Monica
Santa Monica, California
Re: Architectural Services
Santa Monica Civic Auditorium
Dear Mr. Dorton:
Pursuant to our conversation in your office on November 21, 1955,
concerning the above project, we are submitting herewitho-
1. Proposal for cancellation of existing contract.
2.a. Proposal far new actual cost agreement with a
maxitmam guarantee.
2.b. Schedule of Direct and Indirect Costs.
3• Alternate proposal for a new fixed See agreement.
4. Time schedule.
Should the City decide to enter into a new agreement with us,
we would recommend the acceptance of the actual cost agreement
inasmuch as certain portions of the existing drawings and spee-
ificationa might be incorporated in the revised design with
little or no charge. This would result in a direct saving to
the City. However, we feel that the important item in a
redesign of the building, aside from lowering the casts, would
be the achievement of a well integrated design with each
portion of the project in its proper relationship. Under this
proposal we would do our utmast to effect .as much savings in
the completion of the drawings as possible.
Respectfully yours,
ARCHITECTS ASSOCIATED
by: ~llt t2 ~t~ 1 '-~, u z-,
Frederic Barienbrock
No. 1.
PROPOSAL FOR CANCELLATION OF EXISTING CONTRACTS FOR
ARCHITECTURAL SERVICES -SANTA AiONICA CIVIC AUDITORIUM
In the event the City decides to terminate its contract with us for the
above project, it is our understanding that this would be cancelled out
in accordance with the terms of the contract as follows:
a) Total fee due to date as per Sect. 5-(f)-
80~ of total fee based on a preliminary
estimated .cost of ~p2,377,500 ~p133,140.00
b) One-fourth of fee due on completion of
preliminary work on furnishing and
equipment as per contract - 3~4 of 1~
of X86,000. * 645.00
c) One-fourth of fee due on completion of
preliminary work on landscaping and
sprinkler portion of contract - 1~~
of $15,000 187.50
133,972.50
Fee received to date 129,622.50
Balance due upon termination of contract ~ 4,350.00
However, should the City decide to enter into a new
agreement with us for the redesign of a smaller project as
per the proposals submitted herewith, items b) and c) above
would be applied to the new agreement, and we would make the
further adjustment of basing the final sum due us for the
termination of the present contract upon a total of 75~ of
the total fee based upon a preliminary cost of
X2,377,500. or ~ 124,818.75
Received to date 129,622.50
Balance to be credited to City on
first payments due us under new contract ~P 4,803.75
# Stage rigging and drapes Sti45,000.
Food serving equipment 6,000.
Movable Seats 30,000.
Projectors 5 000.
Total 8 ,000.
Noi 2 a.
PROPOSAL FOR ACTUAL COST AGREE'i~SENT FOR ARCHITECTURAL
SERVICES - SANTA NiONICA CIVIC AUDITORIUM
A. Actual cost of drafting and other direct charges and
overhead (with no profit factor) as covered on the
accompanying schedule of Direct and Indirect Costs. The
guaranteed maximum cost of services for preliminary
work, cost estimates, complete working drawings and
specifications would not exceed $x$2,000.00.
B. Supervision fee, maximum X36,000. based on 12~ of
building cost.
C. Services for landscaping, furnishings, equipment, etc.,
would be in accordance with the terms of original
contract.
No. 2 b.
SCI~DUI,E OF DIRECT AND INDIRECT COSTS
Direct Items: 1. Payroll - rates varying in accordance with prevailing
wage scale.
2. 159 of payroll covering taxes, insurance, holidays,
vacation and sick leave.
3• Principals time directly chargeable to job @ X5.00
per hour.
4. Engineering and consultation fees with all engineer-
ing casts figured at cost in accordance with general
provisions of this schedule.
5. Blue prints.
6. Specifications
7. Special travel costs.
8. Interest
ndirect Items:
To the total of above items shall be added the following
indirect items:
1. Administrative salaries X360.00
2. Rent of offices 300.00
3• Postage, taxes, insurance,
depreciation 40.00
4. EYnployees~ travel and mileage 50.00
5. Auto expense 100.00
6. Office and drafting supplies p0.00
7• Telephone and telegraph 100.00
8. Office salaries, stenography,
bookkeeping 400.00
9. Dues and registration fees 50.00
10. Legal, auditing & miscellaneous 20.00
11. Books and periodicals 15•CO
~ 1,505.00
This overhead fee of X1505.00 per month would be applicable for each
month involved from the date of approval of this agreement to the
date a construction contract is available or the date we are notified
the project is abandoned. In months during which the payroll fails
below Sp1505.00 per month, the overhead item shall be reduced to equal
the payroll direct charges for salaries.
The above items are based on an analysis of our books by our account-
ants, Niller and Co.
No. 3
ALTERNATE PROPOSAL FOR A NE"vd FIXED FEE AGREEN~NT FOR
ARCHITECTURAL SERVICES - SANTA i4tONICA CIVIC AUDITORIUM
A. The cost of preparing preliminary work, cost
estimates, complete working drawings and
specifications would be X80,000.00
B. Supervision fee, maximum X36,000.00, based on
1z~ of the building cost.
C. Services for landscaping, furnishings, equipment,
etc., would be in accordance with the terms of
original contract.
No. 4
TINE SCHEDULE - ARCHITECTURAL SERUTCES -
SANTA MONICA CIVIC AUDITORIUM
Presentation of schematic drawings and
initial budget 3 weeks
Presentation of preliminary plans and
cost estimates 5 weeks
Completion and coordination of working
drawings and specifications 5 months
Checking of plans and specifications
by City 1 month
Advertising for bids and bid period 2 months
NOTE:
This overall time might be reduced by one month..
,_~:....~a~
~~~~~ss~l~ c~vz .~saz~r~L~l~l~ ~ ~~.
s
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fonds aat&sprazsd tay an catr~r~rhel~xn~ag majarity for the construction
t
a: a ~Ituniczlsal 1~uditari,, arsaaunted to ~2, 89.5; flt3dm OQ6 2hi~ ~r~,~ the
figure farnished to ttae citj by th€ arc3sitects in fixing the a:raaunt os
funds t€s be voted u~ao~ in t3ae election of ~Toerern'saer ~, 195, Lai this
ar<io znt, Z, 3~`~, 50~, 8~ ores estimated fcr the. genexai contract, and tFie
balaatee of the lon~l issrze saf X517, 5~3€~, i1Q eras for furraashings, stage
riggin~~ and drakes, rraovable seats, landscaping and slsrisxlzlers,
additsanal laud f1r oif-street par2€i~g, arcbitect~ fees, and ot3er items.
~3n 17ctober &l, 1955, bids ~;vere apeaaed for the general contract..
Five 'bids ~,uere reeeiaed, varying n a.;.mo~at~ horn 3, ~3L~, 5~6, flQ to
~3, 23"f, ~~~}a ~fl, the love bid exceeded tlxe estixx~ate ~~ X839, 500, 0€3; in
additioai to this iigur~ the s~a~ou~.t os` $4~, 5a~€7a 80 for mounted slats was
szscluded under one of lilrteeYE alternate bids,. liicluc4ina Chia item, the
estimate far the general contract was exceeded by a gross total of $8$4, OOE3a
t'°tx L3cteaber ul, .1955,. the architects prapoaed vertain red~.actions in
plaaas acrd s}~ecifcataons a~aaunting to X265, Q~(3, 00, uubsequently, it eras
found necessary to rt:store acme of these iterr,s, 2~mouz~xi:ing to $12,, 2541, 40,
thereby resintisag in total deductiogas caf X253, 784 U~, "hese deductions
would reduce the low bill of ~3, 21`T, fl9U, Q€} to $2, 96~', <',5~. e~6 vritlaout major
alteratizsras in structure but by cheacaenng the construction and finish„
page 1 of 2,
F?roposecl Davie ~baditosiur~;,
;sage 2,
~ssxa°erpo~xding reductaoga$ a~ the amount aasi qualit~+' of tYie
e gaxa~xzt and iu~iaY~h%~igs, alsfl ~xopose~ lay the arehiteet~, wall se~talt
i~ a present estasssatod eo~t o£ tlxe total £acilrtel o£ approximately
~,44~, 2,~Op(l(3~ €ha~ ~xeee~l~ ttie aaraount grovideci by the bon€ia ~
$orne ~~~~, Z~t1, e°'ao, ff urQ ~,rvate the 12~, i30t~, d}~ allocated to t2ae
aegu$itic~n of oaf'-si;xeet ;aa~°lean~ to the a~x3atorauin, ~xte are Mill short
°% w 1 , ~ ~ 4f s 1? 16
lxe £oll~s;-var~g .are t?ae a;~s~ts rewired s~.it~r cerfaa~ ecaaeag~~ and
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b~ flee archatect$:
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