SR 05-24-2016 3P
City Council
Report
City Council Meeting: May 24, 2016
Agenda Item: 3.P
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Civil Engineering
Subject: First Modification for the Parking Structure Condition Assessment, Testing,
Analysis and Repair Services for Parking Structures 1, 2, 3, 4, 5, 9 and 10
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to professional services agreement #10148 (CCS) in the
amount of $264,063 (including a 15% contingency) with Walter P. Moore and
Associates, Inc., a California-based company, for the development of construction
documentation for Parking Structures 1, 2, 3, 4, 5, 9 and 10 and for the development of
a detailed structural engineering assessment involving testing and analysis at Parking
Structures 1 and 3. This will result in a one year amended agreement with a new total
amount not to exceed $420,063 (including a 15% contingency), with future year funding
contingent on Council budget approval.
Executive Summary
tructures are vital assets, and their continued operation and
functionality are an essential service provided by the City. A key component in
maintaining this service is the development of a condition assessment along with a
systematic and robust maintenance plan for these structures to ensure continued
operation and functionality. Initially, the City identified parking structures 2, 4, 5, 9 and
10 as candidates for assessment. Other parking structures such as 1, 3, 6, 7, 8, and
Civic Center were not included in the initial assessment for various reasons. Currently,
alternate uses are being considered in the short and long term for parking structures 1
and 3, while parking structures 7 and 8 are maintained by Macerich Company at Santa
Monica Place. Parking structures 6 and Civic Center are relatively new structures.
Walter P. Moore and Associates, Inc. (the Consultant) has provided the City with
condition assessments, evaluations and preliminary costs of repairs for parking
structures 2, 4, 5, 9 and 10. With the scope of repairs identified, the Consultant has
provided the City with a cost to develop construction documentation for these repairs.
On March 8, 2016, concrete spalls fell from the second floor slab in Parking Structure 1.
An investigation of the floor slab necessitated the installation of temporary slab supports
and requires an immediate structural engineering assessment involving testing,
analysis, and construction documentation for permanent repairs.
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On April 26, 2016 the City Council directed staff to include parking structure 3 as part of
this contract modification, in which the scope of work will be identical to the other
structures.
Staff recommends that Council approve a first modification in an amount not to exceed
$264,063 (including a 15% contingency) to professional services agreement with Walter
P. Moore and Associates, Inc., to develop construction documentation for repair of
parking structures 1, 2, 3, 4, 5, 9, and 10 and additional engineering assessment,
testing, and analysis at parking structures 1 and 3 in an amount not to exceed $420,063
(includes a 15% contingency)
.
Background
The original parking structures 2, 4 and 5 were constructed in the 1960s. Parking
structures 4 and 5 were originally built as five-story structures with the upper four-story
additions completed later in the 1970s and 1980s, respectively. Parking structures 2, 4
and 5 were seismically upgraded in 2010, 2009 and 2005, as these structures
experienced some degree of damage after the 1994 Northridge earthquake. Parking
structure 9, built in 2001, and parking structure 10, built in the 1980s, were built as three
and two-level structures, with housing constructed on top of each.
In 2009, severe concrete spalling occurred at one of the downtown parking structures
prompting the City to inspect all City owned parking structures. Multiple spalling
locations were identified and subsequently repaired. Additionally, many slabs depicted
various types of cracking which over time, may result in moisture intrusion and cause
long term corrosion of the steel in the structural slabs.
On July 28, 2015, the City Council authorized executing a professional services
agreement with Walter P. Moore and Associates, Inc., in an amount not to exceed
$156,000 (including a 15% contingency) to conduct engineering assessment, testing,
analysis and repair for Parking Structures 2, 4, 5, 9, and 10, per Attachment A. Initially,
Parking Structure 1 and 3 were not considered for engineering assessment because of
develop the parcels. Recent incidents have prompted the
inclusion of these two facilities in the assessment and repair project.
Discussion
On October 9, 2015, the City and Consultant entered into a professional services
agreement. As part of the original scope of work in the RFP, the City suggested a four-
phase approach to the project which consisted of the following:
Phase 1
- Condition Assessment Survey and Chemical and Physical Testing Program
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- including document review, field assessment and development of a testing
program.
Phase 2
- Laboratory Testing and Inspections included field testing and laboratory
analysis.
Phase 3
- Evaluation Report and Recommendations included compiling field data
and prioritizing final repair and maintenance programs on a high, medium and low
scale. Also included cost estimates for the repairs.
Phase 4
- Construction Documents, Construction Engineering, Administration & Closeout
During the RFP process, it was determined that a realistic scope and cost proposal for
phase 4 could not be determined with accuracy without first preparing the final repair
and maintenance program scope developed in phase 3. Currently, Phases 1 through 3
have been performed by the Consultant which provides a clear understanding of the
additional required time and effort needed to complete construction documentation as
part of Phase 4.
Parking Structure 1 Inclusion
th
Parking Structure 1 is located at 1234 4Street and is a 5-story parking structure built in
1968. On March 8, 2016, two large pieces of concrete fell from the bottom of the second
level slab and onto the City of Santa Monica Promenade Maintenance Office, located
on the ground level of Parking Structure 1.
Staff directed the Consultant to assess the situation immediately.
During the visual assessment, the Consultant noticed structural deficiencies in the
concrete slab just above the Promenade Maintenance office. Due to the severity of the
deficiencies near the office, the Consultant recommended installation of temporary
shoring of the second level slab in the affected area in order to stabilize the area, per
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Attachment B.
After a preliminary evaluation of the entire structure, the Consultant noted that Parking
following recommendations were developed by the Consultant in order to assess the
condition of the structure and determine the extent of damage and develop a repair
strategy:
Detailed structural assessment and analysis of the entire structure.
Develop and implement a repair program for immediate and high priority items in
order to stabilize the structure and keep it in operation.
Implement a long term maintenance plan for the structure.
Because of the immediate attention needed to evaluate and rectify these issues, staff
recommends adding this additional scope and fee as part of the first modification to
professional services agreement #10148 with Walter P. Moore and Associates, Inc.
Parking Structure 3 Inclusion
th
Parking Structure 3 is located at 1320 4Street and is a 5-story parking structure built in
1966. Currently, private developers for Arclight Theatres have submitted a proposal for
the construction of a new movie theatre and mixed-use space which would include the
demolition of parking structure 3. The project is currently pending approval. For these
reasons along with overall cost versus benefit scenarios, Parking Structure 3 was not
included in the previous contract.
On April 26, 2016, the City Council directed staff to include Parking Structure 3 as part
of this contract modification in order to determine comparisons between financial
impacts related to future repair costs of the structure versus replacing the structure with
the future redevelopment.
Consultant Selection
On April 8, 2015, the City published a Request for Proposal (RFP) #SP2373 for Parking
Structure Condition Assessment, Testing, Analysis and Repair Services for Parking
-line bidding site, and
notices were advertised in the Santa Monica Daily Press in accordance with City
Charter and Municipal Code provisions. Eight firms responded. Walter P. Moore and
Associates, Inc. ranked highest among the eight firms. Walter P. Moore and
Associates, Inc. demonstrated extensive knowledge and experience on numerous
projects similar in nature.
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Financial Impacts & Budget Actions
The agreement modification to be awarded to Walter P. Moore and Associates, Inc. is
for an amount not to exceed $264,063 (including a 15% contingency) for an amended
agreement total not to exceed $420,063 (includes a 15% contingency). Funds in the
amount of $264,063 are available in the FY 2015-16 Capital Improvement Program. The
agreement modification will be charged to the following accounts:
Account Number Description Amount
C019053.589000 Parking Structure Seal $150,424
M019054.589000 Maintenance for Parking Structures and Lots $113,639
TOTAL $264,063
Future year funding is contingent on Council budget approval.
Prepared By:
Joshua Carvalho, Civil Engineer
Approved Forwarded to Council
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Reference:
Modified
Agreement
No.
10148
(CCS)