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SR 10-25-2016 3M Ci ty Council Report City Council Meeting : October 25, 2016 Agenda Item: 3.M 1 of 5 To: Mayor and City Council From: Susan Cline, Director , Public Works, Architecture Services Subject: Design Contract Modification for Transportation and Parking Services Center Project (TAPS) at Parking Structure No. 5 Recommended Action Staff recommend s that the City Council authorize the City Manager to negotiate and execute a third modification to A greement #10044 (CCS), in the amount of $150,000 , with Studio Ja ntzen Corporation, a California -based company, for additional design services for the Trans portation and Parking Services Center Project (TAPS) at P arking Structu re No. 5. This will result in a n amended agreement , with a new total amount not to exceed $484,299, with future year funding contingent on Council budget approval. Executive Summary Th e City is constructing a Transit and Parking Services Center (TAPS) on the ground floor of Parking Structure No. 5, located at 1440 4th Street, to provide one -stop shop services to the public for parking and transit -related business. Studio Jantzen was sel ected to provide design services for the project . A modification to the professional services agreement would provide for additional ground -level tenant improvement design and construction administration services . The additional design services are needed because coordinating the new trellis structure, restroom plum b ing, and head clearance issues within the existing building proved more complex and revisions are required to modify the project’s final design. The agreement modification to be awarded to Studi o Jantzen is $150,000 with a new total amount not to exceed $484,299. Background On March 24, 2015 (Attachment A), the City Council authorized executing a professional services agreement with Studio Jantzen in an amount not to exceed $252,698 for the Tran sit and Parking Services Center (TAPS) project . Studio Jantzen commenced design work on June 25, 2015 . B oth the schematic and design development phases for the tenant improvement scope of work are complete. P roject scope of work included public counters a nd offices for Big Blue Bus staff and Transit & Parking Services staff , new public restrooms in Parking Structure No. 5, improvements to the parking structure facility street facade , and overall pedestrian experience 2 of 5 improvements . The TAPS Center project w ould provide public services and restroom facilities within close proximity to the Expo Light Rail Terminus Station. On October 13, 2015, the Parking Structure No. 5 facade design was presented to Dow ntown Santa Monica, Inc. (DTSM) for review and to coll ect input. DTSM requested additional facade work including a public art element to enliven the space during evening hours. In January 2016, the Parking Structure No. 5 facade design was presented to the Architectural Review Board and direction was provid ed to better address the existing art in place by Cliff Garten. Studio Jantzen redesigned the facade/public art elements. In April 2016, Studio Jantzen presented the update d Parking Structure No. 5 façade design to the Architectural Review Board, and the revised facade was approved. To date, two modifications were completed . O ne was to add contingency funds to the contract within the not to exceed Council approved amount . T he other modification authorized additional design services in the amount of $81,601 for a total not to exceed amount of $33 4,299 , per Attachment B . Based on Studio Jantzen’s structural assessment of Parking Structure No. 5, the additional design services included extensive grading changes, survey services, design changes, and inco rporating revisions to the façade design approved by the Architectural Review Board. Discussion C onstructed in 1969, Parking Structure No. 5 was not originally built for ground -level occupied space. In the 1980 s , the structure was retrofitted for multiple retail tenants to occupy the ground -level space . The TAPS Center p roject goals are to rebuild the parking structure ground floor to satisfy the new tenant requirements, and to provide enhanced public amenities like restrooms and an improved pedestrian exp erience while meeting all ap plicable codes and ordinances. 3 of 5 In order to meet the new tenant requirements, public restrooms and pedestrian experience , t he scope of work has increased and requires the removal of all existing tenant walls, floor slabs, and n onstructural elevation elements. T he Parking Structure No. 5 ground -floor façade would be pushed out to the sidewalk for the TAPS Center project . The head height clearances between the floor slab and above structural beams have required extensive surveying to identify all areas where clearances do not meet building codes requir ing modification. Additionally, numerous ramps and stairs have been added to create the floor level changes required to meet building codes. The new public restrooms increase the vo lume of water required in this area, and therefore requires new water lines and sewer lines to be installed to the building. The facade relocation has created issues in regards to waterproofing and structural connections that require additional detailing. Coordination of interior floor heights and sidewalk elevations have necessitated more survey work. Costs for survey services, design changes, extensive grading changes and facade treatments have exceeded initial estimates and therefore require this modific ation. Moving the ground -floor facade to the sidewalk addresses a primary goal for the TAPS project to improve the pedestrian experience by eliminating the dark , recessed access to the ground -floor spaces. Contrasted with the originally proposed scope of work, the Studio Jantzen project team has identified additional changes required in final design and construction administration services based upon structural assessment s. Because of the numerous slab heights and low structural beams, the coordination of building systems (air ducts, plumbing lines, electrical and data conduits and lighting) was complicated. The coordination of new floor slab levels with existing foundation footing heights had to be reworked based upon surveys of actual conditions. The n ew facade treatments necessitated coordination with the existing façade. Also, the addition of the public restrooms increased plumbing scope . N ew supply and waste infrastructure had to be installed from third court to the facility to accommodate the new v olume of use. I n preparation for the TAPS Center project scope of work , staff investigated existing conditions. This work was completed while the Parking Structure No. 5 facility was occupied which prevented thorough investigation . T he idiosyncrasies of the building 4 of 5 structure w ere not apparent . These unforeseen issues caused additional work to complete the final design . It is anticipated that additional consultant hours will be needed for greater oversight during construction due to the non -conforming structure. Modifying the professional services agreement contract with Studio Jantzen would ensure the additional project scope of work is addressed by the Studio Jantzen design team, and adequately ensures the coordination of all building systems to reduc e conflicts as the TAPS Center project progresses to the construction phase . T he TAPS Center project has increased in s cope . T he size of tenant occupied spaces increased by opting to push the building edge to the sidewalk , improvements were added to the p arking structure façade , the store front window system was changed , and a public art element was added in the form of a trellis on the new façade . Staff recommends a third modification to agreement #10044 (CCS) in the amount of $150,000 with Studio Jantz en Corporation, a California -based company, for additional design services for the Transportation and Parking Services Center Project (TAPS) at Parking Structure No. 5. This will result in an amended agreement with a new total amount not to exceed $484,299 , with future year funding contingent on Council budget approval. Vendor Selection On November 29, 2014, the City issued a Request for Proposals for design and engineer services for the TAPS Center project. The RFP was posted on the City’s on - 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, and s taff interviewed the top four architectural firms. Studio Jantzen was selected as the best qualifi ed firm b ased on criteria in SMMC 2.24.073 and on proposal completeness, relevant experience, project approach, strength of the project team, quality of the design portfolio, proposed cost and firm location. Next Steps 5 of 5 TAPS Center project construction pla ns are in the plan check process. Construction is estimated to start in late Fall 2016 with completion by the end of 2017. TAPS services are currently located in Parking Structure No 5 and will be relocated into a temporary trailer located on 5 th street be tween Arizona and Santa Monica Boulevard for the period of construction. Financial Impacts and Budget Actions The agreement modification to be awarded to Studio Jantzen is $150 ,000 , for an amended agreement total not to exceed $484,299. Funds are availab le in the FY 2016 - 17 Capital Improvement Program budget. The agreement will be charged to account C010162.589019 . Future year funding is contingent on Council budget approval. Prepared By: Alex Parry, Senior Architect Approved Forwarded to Council Attachments: A. March 24, 2015 Staff Report B. April 26, 2016 Staff Report Reference:    Modified  Agreement  No. 10044   (CCS)