SR 01-26-2016 3F
City Council
Report
City Council Regular and Special Joint Meeting: January 26, 2016
Agenda Item: 3.F
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To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Architecture Services
Subject: Modification to Agreement with Hathaway Dinwiddie Construction Company
for the City Yards Stage 1
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a first modification to
Professional Services Agreement No. 10145 (CCS) in the amount of
$115,000 with Hathaway Dinwiddie Construction Company (HDCC), a
California-based company, for additional scope of work to complete the
feasibility analysis and concept design phase. This would result in a new
total amount not to exceed $502,200.
2. Authorize the Director of Public Works to issue any necessary modifications
to complete the work within budget authority.
Executive Summary
The City seeks to redesign the area known at the City Yards at 2500 Michigan Avenue
in order to modernize the aging facility. On July 28, 2015 (Attachment A) Council
approved a Professional Services Agreement with Hathaway Dinwiddie Construction
Company (HDCC) and Miller Hull Partnership to provide a feasibility analysis of the
proposed site, cost estimates and concept design services. The team would
recommend strategies for building upon the site in conjunction with the concept designs.
A modification of $115,000 to Professional Services Agreement No.10145 (CCS) with
HDCC is required to complete the feasibility analysis and concept design phase. The
additional scope of work would include community outreach meetings, evaluating
different parking garage options and additional geotechnical investigations outside the
landfill area not included in previous studies.
Background
The City Yards is a 14.7-acre site owned and operated by the City of Santa Monica and
located at 2500 Michigan Avenue, near the intersection of 24th Street and Michigan
Avenue. The City took ownership of the site in the late 1940s. The property has been
used as a base for the City’s maintenance operations, storage facilities, and other
industrial uses. Currently, a majority of the City’s field maintenance operations are
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located at the City Yards in 16 buildings and structures of various ages and conditions.
These operations include:
Facilities Maintenance
Custodial Services
Street Maintenance
Fleet Maintenance
Traffic Operations
Resource Recovery and Recycling
Water and Wastewater Operations
Hazardous Waste Storage (City usage only)
Fire Department Training Area
Operations and uses for the City Yards were adapted as-needed for various city
functions, resulting in an expedient but inefficient utilization of space. Changing
populations, growth, updates in technology, and differing service requirements resulted
in a series of retrofitted updates throughout the site. Today, the City Yards operates
seven days a week and currently houses more functions and employees than it was
designed to accommodate. The scope and breadth of the operating divisions has
evolved over time. Functional and space needs are no longer met by the facilities for
any of the operations housed at the City Yards. Deficiencies include:
maintenance shop space
vehicle hoists
covered maintenance area for heavy duty vehicles
employee restroom/locker facilities
parking for City fleet, employee, and visitor vehicles
storage
traffic circulation constraints within and around the City Yards
customer service facilities to adequately serve members of the public at the
various City Yards offices.
In addition, a private recycling facility of rudimentary design utilizes a substantial portion
of the site.
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Portions of the City Yards are considered “Essential Services Buildings,” as defined in
the California Building Standards Code, and must remain operational after a major
earthquake event as the Department Operations Center for Public Works first
responders. This designation adds constraints on the design and raises greater
concerns regarding the condition of these aging structures.
To address these problems, on October 8, 1996 (Attachment B), Council authorized a
Professional Services Agreement with RNL Interplan, Inc. (RNL) for consulting services
to prepare a Master Plan for the City Yards that would address the physical
reorganization, renovation and rehabilitation needs of the City Yards. On October 24,
2000 (Attachment C), Council approved the two proposed City Yards Master Plan
alternatives in concept. The first concept included the continued operation of a City
designed and constructed transfer station, while the second concept assumed
contracted transfer station services with a third-party provider.
On November 12, 2002 (Attachment D), Council awarded a new Professional Services
Agreement with RNL for architectural and engineering services for the City Yards
expansion project and directed staff to proceed with the design of a new municipal
transfer station. On December 10, 2002 (Attachment E), Council approved only a limited
schematic design for a new transfer station.
On October 13, 2009 (Attachment F), Council authorized a Professional Services
Agreement with RNL to update the City Yards Master Plan approved in 2002. The
update was substantially completed in July 2010; however, the plan was not presented
to Council due to additional required updates to the program and phasing changes,
which were addressed in four subsequent modifications on September 13, 2011
(Attachment G), February 14, 2012 (Attachment H), September 11, 2012 (Attachment I)
and June 25, 2013 (Attachment J).
On December 16, 2014 (Attachment K), Council authorized consulting services with
International Parking Design to review the financing options, economics, demand and
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viability of a shared parking structure at City Yards with the Bergamot Station Arts
Center. Additionally, the consultant will determine the potential to maximize utilization by
scaling the parking inventory to approximately 500 spaces, adding approximately 150
spaces for shared use with the adjacent Bergamot Station Arts Center.
On January 27, 2015 (Attachment L), Council approved the Master Plan in concept and
authorized staff to issue a request for bids for a design-build team for the initial phases
of the City Yards Master Plan and prepare a financing plan for the initial phases of the
City Yards Master Plan.
Discussion
On July 28, 2015 (Attachment A) Council approved a Professional Services Agreement
with Hathaway Dinwiddie Construction Company and Miller Hull Partnership to conduct
a feasibility analysis of the proposed site, and completed cost estimates and concept
design services. The initial selection process for Hathaway Dinwiddie Construction
Company and Miller Hull Partnership was competitive and in accordance with the City
Charter and Municipal Code provisions. The team would recommend strategies for
building on the site in conjunction with the concept designs.
A modification of $115,000 to Professional Services Agreement No.10145 (CCS) with
HDCC is required to complete the Phase I feasibility analysis and concept design
phase. The additional scope of work would include early engagement of the community
through outreach meetings, evaluating different scaling options of the parking garage
that resulted from the Bergamot Arts Center shared parking study and additional
geotechnical investigations outside the landfill area not included in previous studies.
The additional geotechnical investigation will help inform the design as well as
construction cost for the project.
This is a phased agreement; staff will return to Council at the conclusion of the Phase I
feasibility analysis with cost estimates and concept design for direction and
authorization to continue to Phase II design services. The final project amount would be
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modified by two guaranteed maximum prices: one for the design services (Phase II) and
a second guaranteed maximum price for construction (Phase III) with Council approval
and authorization at each phase.
Financial Impacts and Budget Actions
The agreement modification to be awarded to HDCC is $115,000, for an amended
agreement total not to exceed $502,200. In addition to funds of $65,000 available in the
FY 2015-16 Capital Improvement Program budget in account C014028.589000 and
$20,000 available in account C019047.589000, an additional $30,000 is required to
complete the additional scope of work outlined above. The appropriation of $30,000 will
be included in the FY 2015-16 Midyear Budget for Council approval.
Prepared By: Tom Afschar, Architect
Approved
Forwarded to Council
Attachments:
A. July 28, 2015 Staff Report (web link)
B. October 8, 1996 Staff Report (web link)
C. October 24, 2000 Staff Report (web link)
D. November 12, 2002 Staff Report (web link)
E. December 10, 2002 Staff Report (web link)
F. October 13, 2009 Staff Report (web link)
G. September 13, 2011 Staff Report (web link)
H. February 14, 2012 Staff Report (web link)
I. September 11, 2012 Staff Report (web link)
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J. June 25, 2013 Staff Report (web link)
K. December 16, 2014 Staff Report (web link)
L. January 27, 2015 Staff Report (web link)
Reference:
Modified Agreement No.
10145
(CCS)