SR-04-08-2014-3BCity of City Council Report
Santa Monica
City Council Meeting: April 8, 2014
Agenda Item:
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Professional Services Agreement for Concept Design and Feasibility
Analysis for the City Services Building Project
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a professional
services agreement with Hathaway Dinwiddie Construction Company, a
California -based company, in an amount not to exceed $258,500 (includes
a 10 % contingency) for initial design, cost estimation services, and
feasibility analysis for the City Services Building. This agreement would be
the first of three phases in the design -build delivery method, with the final
phases being executed under a design -build contract.
2. Authorize the Director of Public Works to issue any necessary modifications
to complete the work within budget authority.
Executive Summary
On March 27, 2012, Council authorized staff to seek proposals for initial design and cost
estimates for a City Services Building located on the site just east of City Hall. On
October 8, 2013, staff issued an Information Item detailing the proposed design build
delivery method for the design and construction of the City Services Building. This
agreement would be the first phase which includes concept design, cost estimation
services, and feasibility analysis. Staff recommends Hathaway Dinwiddie Construction
with Frederick Fisher Partners as the best bidder to provide these phase one services
for the City Services Building in an amount not to exceed $258,500.
Background
On June 28, 2005, Council adopted an update to the 1993 Civic Center Specific Plan
(CCSP). The 1993 and 2005 updated CCSP identified the need for a City Services
Building of approximately 40,000 square feet to be constructed next to City Hall.
The City leases over 50,000 square feet of office space throughout the city to
accommodate administrative staff. Besides the inefficiency of disparate work locations,
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there is substantial cost associated with the leases as documented in a report
presented to Council on October 13 2007. In FY 2012 -13 the City spent approximately
$2.4 million in off -site leased office space. On March 27, 2012, Council authorized staff
to seek proposals for initial design and cost estimates for a City Services Building
located on the site east of City Hall.
On October 8, 2013, staff issued an Information Item that a design build process would
best serve this multi- faceted project. The design build approach offers efficient project
delivery, diverse expertise, team member continuity and accountability. The City has
benefited from a number of design build projects in recent years including: the Big Blue
Bus Facility Expansion, the Main Library Construction, Parking Structure 6, and the
Tongva Park and Ken Genser Square project.
Discussion
The expert continuity provided in a design build approach is important given the
challenges associated with the proposed site for the City Services Building. These
issues include: underground regulated materials, historic preservation requirements,
and impact to the critical utilities system feeding City Hall and the Public Safety Facility.
Additionally, team continuity increases the reliability of the estimates, ensures
consistent responsibility for the work, and eliminates delays resulting from construction
bidding processes. Design -build delivery creates a single point of responsibility in the
design - builder, creating simplified risk assignment, clearly advantageous to the City.
Design Build Team Selection
On December 12, 2013, a Request for Bids (RFB) was issued for the selection of a
design build team to provide initial design, cost estimating services, and feasibility
analysis for the City Services Building to be located on the site east of City Hall. The
RFB was posted on the City's online bidding website and in the Santa Monica Daily
Press in accordance with the City Charter and Municipal Code provisions. A total of 47
individuals attended the pre -bid job walk held on December 18, 2013.
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On January 14, 2014, bids from seven design build teams were received and publicly
opened:
Phase I - Phase II - design Phase III — construction
concept design (% of design GMP) & permitting
& feasibility (% of construction
analysis GMP)
Morley Construction with $250,000 2.00% 2.00%
Levin Associates Architects
W.E. O'Neil Construction of
California with Skidmore
$230,460
2.40%
2.40%
Owings and Merrill
Pankow Construction with
Nadel Architecture &
$190,000
2.00%
2.90%
Planning
Hathaway Dinwiddie
Construction with Frederick
$235,000
5.95%
2.95%
Fisher and Partners
Architects
Bernards Builders and
Management Services with
$343,000
2.50%
3.25%
Pfeiffer Partners Architects
Griffin I Swinerton
Construction Joint Venture
$627,000
0.75%
3.10%
with DLR Group
Balfour Beatty Construction $395,000 4.45% 4.45%
with BNIM Architects
Representatives from the City Manager's Office, the Public Works Department and the
Vice Chancellor of Facilities of University of California at Santa Barbara formed an
evaluation committee and evaluated bids based on the published criteria including
demonstrated:
• Ability, capacity and skills of the proposed team.
• Quality of the design, technical and management services offered.
• Ability of the proposed team and members to successfully create public and civic
offices /spaces with projects involving additions to designated historic buildings.
• Team cohesiveness as proven by working relationships and previous successful
mutual projects.
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• Ability and methodology to successfully design and construct to a given design
program within budget and time constraints.
• Capacity of the team to provide the services promptly and without delay or
interference.
• Character, integrity, reputation, good judgment, training, experience and
efficiency of the team.
• Commitment to sustainable building.
• Availability of lead firm and design build team.
• Sufficiency of the team's financial resources.
• Fee.
The evaluation committee shortlisted two teams: W.E. O'Neil Construction of California
with the design firm of Skidmore Owings and Merrill, and Hathaway Dinwiddie
Construction Company with the design firm of Frederick Fisher and Partners Architects.
On March 3, 2014, the evaluation committee interviewed these two teams.
The evaluation committee focused on the most relevant firm experience and the best fit
for the City Services Building. Based on the evaluation criteria and the shortlist
interviews, the committee recommends the team of Hathaway Dinwiddie Construction
Company (HDC) with Frederick Fisher and Partners Architects (FFP) as the best bidder.
Bids were evaluated largely on overall qualifications. To put the fees into context, the
Phase I fee is a lump sum for the feasibility, concept design and cost estimates. Phase
II is a fixed percentage mark up for the design phase only. A design guaranteed
maximum price of $3 million was assumed to evaluate this number (Attachment A).
Phase III is a fixed percentage mark up for the construction phase only and a
construction guaranteed maximum price of $30 million was assumed (Attachment A).
The recommended team of HDC and FFP submitted a bid estimated at approximately
$388,500 over the lowest bid — a difference representing less than 1 % of the total
project cost of approximately $45 million. These assumptions allow comparison of
probable fee differentials over all three phases.
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Hathaway Dinwiddie Construction Company is a 102 year -old firm based in California. A
sample of government clients include: The General Services Administration, The
County of Santa Clara and Elihu M. Harris State Office Building in Oakland. The firm
has extensive construction experience with academic and private sector clients
including: buildings for the University of Southern California, University of California
Irvine, California Institute of Technology, Stanford University, and Emerson College Los
Angeles Campus. Hathaway Dinwiddie corporate clients include Disney Corporate Real
Estate, Agensys Inc., Pixar Animation Studios, Tishman Speyer Properties, Kilroy
Realty, The Irvine Company, Wilkes Bashford, and Amgen, Inc. In addition to an
extensive list of corporate and academic clients, the firm has constructed iconic
buildings including the Getty Center, the original Getty Villa as well as the Transamerica
Pyramid and Grace Cathedral in San Francisco. Staff contacted reference agencies and
all respondents reported Hathaway Dinwiddie's work was completed in a timely and
cost - efficient manner while maintaining consistent quality. Additionally, references noted
the firm's ability to negotiate complex project requirements.
Frederick Fisher and Partners Architects (FFP) has created sustainable modern
structures compatible with historic buildings. The firm has worked on municipal projects
with the City of Santa Monica. FFP previously worked with The Historic Resources
Group on the Annenberg Beach House project for the City and has teamed up with The
Historic Resources Group on this proposal for the City Services Building. Additionally,
FFP was on the team of designers for Tongva Park and Ken Genser Square. FFP
clients include Otis College, California Institute of Technology, Princeton University,
Crossroads School, The University of Virginia and The Walt Disney Company.
The team of Hathaway Dinwiddie with Frederick Fisher and Partners Architects has the
most qualified team members and the best experience with similar types of projects in
addition to competitive fees for the project. The proposed team's staff members have
very strong background and skills utilizing the design build process, creating sustainable
architecture and design as well as crafting additions to historic structures and
campuses. They have worked together successfully on the completed Caltech
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Annenberg Center for Information Science and Technology in Pasadena and are
currently the design build team on the Buckley School Auditorium in Sherman Oaks.
The new City Services Building would be a sensitive and appropriate addition to the
historic City Hall building and a model of sustainable architecture for the community.
This proposed team has the background and experience to facilitate the design and
construction of a 21St century civic workplace building that would create synergy and
efficiency for both the staff and the public.
With Council authorization of this agreement, Hathaway Dinwiddie Construction
Company, with Frederick Fisher and Partners Architects, would conduct an analysis of
the proposed site including a geotechnical report and professional surveyor services.
This feasibility analysis would include a full survey of the site, identification of existing
underground utilities and floor elevation locations of the City Hall and the adjacent
Public Safety Facility as well as environmental services (including a hazardous
materials survey, regulated materials testing and report). The team would recommend
strategies for building upon the site in conjunction with concept designs. This is a
phased agreement and staff would return to Council at the conclusion of the Phase I
feasibility analysis and concept design for direction and authorization to continue to
Phase II design services. The final project amount would be modified by two guaranteed
maximum prices: one for the design services (Phase ll) and a second guaranteed
maximum price for construction (Phase III) with Council approval and authorization at
each phase.
Staff would work with the design build team to develop alternatives and tradeoffs due to
complex site conditions including: the former underground police firing range,
integration of the proposed structure with City Hall, space maximization and the cost
benefit analysis of various sustainable building strategies.
Next Steps
Upon Council approval of the recommended design build team, staff anticipates the
following next steps to achieve new building occupancy:
M
• Return to Council with a presentation of the feasibility analysis, initial design and
cost estimates and recommendation of a financing strategy (December 2014).
• With Council approval, staff would negotiate contract terms and a guaranteed
maximum price (GMP) for design costs for architectural and engineering design
services with the design build team (January 2015).
® Phase II of the project for design services would begin after Council approval of
the GMP for design costs. Throughout the design services phase, staff would
return to Council to present designs, cost estimates, and financing strategies.
® Staff would return to Council for approval of the GMP for construction and
permitting (Phase III).
Financial Impacts & Budget Actions
The agreement to be awarded to Hathaway Dinwiddie Construction Company is for an
amount not to exceed $258,500 (includes 10% contingency). Funds are available in the
FY 2013 -14 Capital Improvement Program budget in account P014083.589000.
Prepared by: Brooke Sween - McGloin, FAIA, CIP Project Manager
Approved:
Martin Pastucha
Director of Public Works
Attachment A: Fee Cost Analysis
rA
Forwarded to Council:
Rod ould
City Manager
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Reference:
Agreement No. 9886
(CCS)