SR-05-27-2014-3DCity Council Meeting: May 27, 2014
Agenda Item: .3 - P
To: Mayor and City Council
From: David Martin, Director of Planning and Community Development
Subject: Agreement with Degenkolb Engineers
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a professional services agreement with Degenkolb Engineers, a California -
based company, in an amount not to exceed $91,524 (including a 20% contingency) to
assist the City in the identification of buildings that are potentially hazardous during and
after a seismic event.
Executive Summary
The Department of Planning and Community Development is requesting the services of
a structural engineering firm to assist the City in identifying older buildings and
structures that are subject to collapse during a seismic event and the aftershocks that
follow. Due to the time involved and specialized nature in identifying non - ductile
concrete and steel moment frame buildings, staff is recommending that specialized
structural engineering consultants assist the City in identifying these types of buildings.
Staff recommends a professional services agreement with Degenkolb Engineers for
$76,270 plus a 20% contingency of $15,254 for an amount not to exceed $91,524.
Background
Buildings that were constructed prior to 1996 may sustain significant damage during a
seismic event and the aftershocks that follow. In cases of moderate to major
earthquakes, older buildings suffer the most damage due to failures in the building's
structural system.
The City of Santa Monica has many buildings that pre -date 1996 which may require
seismic retrofit. Although some of these buildings have been identified and retrofitted to
acceptable engineering standards, staff believes that there are many buildings that
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remain unretrofitted and may present a hazard to public safety. There are five major
types of older buildings that are under consideration:
1. Unreinforced Masonry Buildings
2. Concrete Wall Tilt -Up Buildings
3. Weak Open Front Soft Story Buildings
4. Non - Ductile Concrete Buildings
5. Steel Moment Frame Buildings
Since 1999 the Santa Monica Municipal Code has included retrofit standards for these
buildings. When a building of these types undergoes a major remodel or significant
tenant improvement, staff ensures that the building is seismically retrofitted to the
standards in the Municipal Code. Staff also requires that upon discovery of a building of
unreinforced masonry without a seismic retrofit, that a structural design and construction
mitigation plan be performed for complete retrofitting of the building.
Despite the effort of staff and building owners to retrofit buildings that fall into the five
categories, there remain buildings that are not fully retrofitted. It is the goal of the City
to identify these buildings to determine the extent and effect to public safety. Staff has
completed the identification of unreinforced masonry buildings, concrete wall tilt -ups,
and weak open front soft story buildings. Due to the time involved and specialized
nature in identifying non - ductile concrete and steel moment frame buildings, staff is
recommending that specialized structural engineering consultants assist the City in
identifying these types of buildings.
Several buildings of non - ductile concrete and steel moment frame construction exist in
Santa Monica. The exact number is not known, it is estimated that between 30 and 100
of each type exist. In order to determine the full extent of the hazard and effect to
occupants of these buildings, it is necessary to identify these structures and the total
number that Santa Monica may have in its building stock.
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Staff recommends that specialized experts assist the City in identification of these
structures and provide consultation recommending best practices of retrofit procedures
and standards. The consultant would also provide recommendations about retrofit
methods that will allow minimal interruption to residents and businesses who occupy
these buildings.
Discussion
At the February 11 2014 meeting, Council approved a request to allocate $105,000 for
consultant services for identification of potentially hazardous buildings. Staff proceeded
with a Request for Proposal seeking consultant services by qualified structural
engineering firms.
There are a number of structural engineering firms that are experienced in the analysis
and retrofit design of seismically hazardous buildings. These firms have California
licensed structural engineering professionals who provide the technical
recommendations of retrofit design and are capable in the identification of hazardous
buildings.
The methods of identification include visual observation, review of original design
drawings, permit records, database records from the County Assessor's office and other
archival documents. Staff has applied such methods in the identification of the
unreinforced masonry buildings, concrete wall tilt -up structures and weak open front soft
story buildings. It is expected that consultant engineering firms would employ the same
methods.
Degenkolb Engineers would be required to identify all non - ductile concrete and steel
moment frame buildings in the City of Santa Monica and provide an inventory of their
findings. They would also assist staff in identifying all remaining types of seismically
hazardous buildings. Degenkolb Engineers is expected to advise staff on best practices
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for retrofit techniques and respective retrofit cost scenarios. Work will be completed no
later than six weeks following the contract execution.
Consultant Selection
On March 3, 2014, staff posted a Request for Proposal (RFP) to invite engineering firms
to bid on a contract to identify potentially hazardous building conditions. The bid was
posted on the City's on -line bidding site. On March 20, 2014, staff hosted a pre -
proposal conference for potential responders to the RFP. Nineteen engineering firms
attended the conference where staff provided project background and addressed all
questions.
Fourteen engineering firms responded to the RFP on April 11, 2014. A team of seven
staff members from the Building and Safety Division evaluated all fourteen proposals
based on the criteria in SMMC 2.24.072 and with an emphasis on technical and related
experience, qualifications of consultants performing the work, execution and method of
their workplan, and their ability to provide accurate and timely results.
Staff interviewed the top three responding firms and selected, the firm of Degenkolb
Engineers as the best qualified firm. Degenkolb Engineers is an experienced structural
engineering firm established in 1940 with offices in Los Angeles, San Francisco,
Oakland, San Diego and Seattle. This firm specializes in structural design and retrofit
and has worked with several municipalities in the retrofit design of city -owned buildings.
Degenkolb Engineers staff includes licensed engineers who participated in the Concrete
Coalition in the identification of hazardous concrete buildings in the State.
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Financial Impacts & Budget Actions
The agreement to be awarded to Degenkolb Engineers is for a total not to exceed
amount of $91,524 (including a 20% contingency). Funds are available in the FY 2013-
14 budget in division 01321. The agreement will be charged to account 01321.555060.
Prepared by: Ron Takiguchi, Building Officer
Approved:
David Martin, Director
Planning and Community Development
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Forwarded to Council:
Rod Gould
City Manager
Reference:
Agreement No. 9908
(CCS)