SR 01-14-2020 8A
City Council
Report
City Council Meeting: January 14, 2020
Agenda Item: 8.A
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To: Mayor and City Council
From: Rick Valte, Assistant Director, Public Works, Architecture Services
Subject: Authorize Guaranteed Maximum Price Third Amendment with Hathaway
Dinwiddie for City Hall South Wing Construction
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a Guaranteed Maximum
Price (GMP) third amendment to Design Build agreement #10051 (CCS) in the
amount of $8,824,443 (including a 10% contingency) with Hathaway Dinwiddie
Construction Company, a California-based company, for construction of the
South Wing of City Hall. This will result in an amended agreement with a new
total amount not to exceed $79,424,950.
2. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within contract authority.
Summary
The City of Santa Monica is committed to providing quality service to the community in
an efficient, fiscally responsible manner, including building and maintaining modern and
resource-efficient public facilities. The City is completing a new City Services Building
(CSB) as an addition to the historic 1939 City Hall to reintegrate departments and
functions that are currently occupying leased office space. In 2016, the City identified
that certain improvements to the City Hall South Wing were necessitated by CSB
construction. In addition, the existing City Hall has long been in need of important fire
and life safety alterations, including improvements to heating, ventilation and air-
conditioning (HVAC) systems and replacing the roof. As City staff move into the CSB in
April 2020, these City Hall South Wing improvements will renovate the vacated south
wing of City Hall to accommodate the relocation of City staff from other remaining
leased spaces, helping the City realize significant cost savings and centralize City
services as part of an overall modernization of the 80 year-old City Hall. Additionally,
these improvements will replace the 25-year-old roof and gas-fired HVAC units.
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Because requirements for exiting, fire and life safety, and staff relocation for the City
Hall South Wing are highly integrated with, and must be perfectly coordinated with, the
City Services Building, it was determined that the work in the City Hall South Wing
should be added to the scope of work of the existing City Services Building design-build
team. Staff now recommends a third amendment to the Hathaway Dinwiddie
Construction Company (HDCCo) Guaranteed Maximum Price contract in the amount of
$8,824,443 to provide construction services for the South Wing for a total amount not to
exceed $79,424,950.
Discussion
The City Hall South Wing tenant improvements will complete the relocation of staff from
leased spaces to the City Hall campus, centralizing City services and realizing the full
cost savings initiated by the CSB project will yield. These tenant improvements will also
replace the fully aged roof to protect historic City Hall from water intrusion and further
roof degradation. The HVAC equipment will be replaced to enhance energy efficiency
and remove the last of the gas-fired units, making City Hall combustion free. This
supports Santa Monica’s goal of electrification of buildings as outlined in the Climate
Action and Adaptation Plan. Lastly, these improvements increase the number of staff
workstations in City Hall as well as provide additional space for staff and the public to
collaborate, thereby enhancing the overall experience for community members.
The City Services Building (or City Hall East) is an extension of City Hall and
necessitates work in the existing City Hall structure it adjoins. The South Wing is
intertwined with the CSB because staff vacating the South Wing will move into the CSB,
making way for the relocation of staff to the South Wing from other leased spaces.
Furthermore, the Santa Monica Building and Safety Division classifies the structures as
one building.
Examples of this detailed coordination between the CSB and South Wing are:
• the exiting requirements consider the two buildings to be one exiting plan;
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• the fire protection requirements involve the construction space between historic
City Hall and the CSB;
• staff spaces are designed to use the same finishes, systems furniture selections,
space size standards, balance of primary workspace and quantity of
conference/collaboration spaces; and
• ISD implementation.
As a result, in 2016, the City Council authorized the City Manager to expand the scope
of work with HDCCo to include design services for the City Hall South Wing tenant
improvements. Bringing in another design-build team to handle the work in City Hall
would have added time and cost to the project, as a separate team would have had a
steep learning curve, and the coordination of the two scopes of work would have been
difficult, resulting in additional costs, project delays, and potential liability issues to the
extent that it may be difficult to allocate fault with two contractors involved instead of
one, should that be necessary. In completing work on the City Services Building,
HDCCo has remained on budget and on schedule, while also working with consultants
and City staff to stay true to the requirements and ideals of the Living Building
Challenge. They have also maintained a safe work site. The construction team has
moved almost every utility serving City Hall and utilizes a detailed Building Information
Model to anticipate and avoid problems.
Staff now recommends a third amendment to the Hathaway Dinwiddie Construction
Company (HDCCo) Guaranteed Maximum Price contract in the amount of $8,824,443
to provide construction services for the South Wing for a total amount not to exceed
$79,424,950. This does not affect the CSB phase of the City Hall modernization project,
which remains within budget and on schedule.
Next Steps
March 12, 2020: Substantial Completion of CSB
March 16 – April 17, 2020: Staff Moves Into CSB
April 22, 2020: CSB Grand Opening
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May 2020: South Wing Construction Starts
April 2021: South Wing Construction Ends
Past Council Actions
03/27/12 (Attachment A) Recommendation to provide input and direction on
recommended site for a City Services Building in order to
consolidate offsite staff at the Civic Center; and authorize
staff to seek proposals for initial design for the building on
the selected site, east of City Hall.
04/08/14 (Attachment B) Professional Services Agreement for Concept Design and
Feasibility Analysis for the City Services Building Project.
01/27/15 (Attachment C) Feasibility analysis and Design-Build Agreement for the
City Services Building Project.
04/28/15 (Attachment D) Design Guaranteed Minimum Price for the City Services
Building Project.
05/24/16 (Attachment E) City Services Building Schematic Design.
11/01/16 (Attachment F) City Services Building Program Change.
08/08/17 (Attachment G) City Services Building Guaranteed Maximum Price for
Construction Services and Award for Construction
Management Services.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the General Fund to increase the amount
of the contract with Hathaway Dinwiddie Construction Company for construction
services for the City Hall South Wing Project.
Contract Modification Request
Agreement #
Current Authorized
Amount
Modified Request
Amount
FY 2019-20 Budget
CIP Account #
Total Revised
Contract Amount
10051 $69,641,030 $0 C0105540.689000 $69,641,030
$600,000 $6,824,443 C0107030.689000 $7,424,443
$359,477 $2,000,000 C0104580.689000 $2,359,477
Total Amount $79,424,950
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Prepared By: Amber Richane, Architectural Associate
Approved
Forwarded to Council
Attachments:
A. March 27, 2012 Staff Report (Web Link)
B. April 8, 2014 Staff Report (Web Link)
C. January 27, 2015 Staff Report (Web Link)
D. April 28, 2015 Staff Report (Web Link)
E. May 24, 2016 Staff Report (Web Link)
F. November 1, 2016 Staff Report (Web Link)
G. August 8, 2017 Staff Report (Web Link)
H. Hathaway Dinwiddie Construction Company Oaks Initiative Disclosure Form
I. PowerPoint Presentation
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South Wing of City Hall GMP Presentation to Council 1/14/2020
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Previous Council Action Dates
v South Wing Council Dates
v November 1, 2016 –approved design-build services for the
South Wing Improvements
v August 8, 2017 –funded make-ready work in South Wing
v October 24, 2017 –approved funding allocation for South
Wing Improvements in Attachment B of the FY 2018-2019
Revenue and Expenditure Budget Appropriations
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Re alizes the full savings of CSB, protects a historic resource
o CITY SERVICES BUILDING
o SOUTH WING
o HISTORIC CITY HALL AREA
o LEASED CITY OFFICES
v Moves remaining staff out of
leased space
v Replaces an aged roof and HVAC
units
v Removes the final gas-fired
elements from City Hall, making
it combustion free
v Replaces existing elevator with
an efficient, gurney size one
v Makes room for future solar
Architecture,
Engineering & Cultural
Affairs move to CSB
Finance and OSE
move to CSB &
South Wing
HED move to CSB
& South Wing
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South Wing Plan –Level 1
v Staff in these area move to CSB
v SW Level 1 will house staff in:
v Finance
v The Service Center for
Housing and Human
Services
v The public access to the Service
Center built with CSB
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South Wing Plan –Level 2
v Staff in these area move to CSB
v SW Level 2 will house staff in:
v Office of Communications
v Human Services
v CSB and South Wing are
physically linked at this level
v The Housing staff will sit in CSB
but access the Service Center
through South Wing
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v Fa ll/Winter 2017 City Hall Make-Ready Work
v City Services Building Starts Spring /Summer 2018
v CSB Grand Opening April 22, 2020
v South Wing Starts May of 2020
v South Wing Completes May of 2021
South Wing Improvement Project Schedule
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Cost Breakdown for CSB and South Wing
Description Council Date City Services Building
Current Total Hathaway Contract 8/8/2017 $70,600,507*
Proposed Design-Build Amendment 3:
Construction GMP (South Wing)1/14/2020 $8,824,443*
Proposed Total Hathaway Contract
(includes contingency)$79,424,950*
* Funding previously allocated, includes contingency.
The funds are already approved, we are asking for authority to use them
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1. Authorize the City Manager to negotiate and exe cute a
Guaranteed Maximum Price (GMP) third amendment to Design
Build agreement #10051 (CCS) in the amount of $8,824,443
(including a 10% contingency) with Hathaway Dinwiddie
Construction Company,a California-based company,fo r construction
of the South Wing of City Hall. This will result in an amended
agreement with a new total amount not to exceed $79,424,950.
2. Authorize the Director of Public Works to issue any necessary
change orders to complete additional work within contract
authority.
Thank You.
Staff Recommends that City Council:
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The Workspace
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Break Rooms
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Conference Spaces
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Tw o Pro jects, One Building
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Tw o Projects, One Building –Construction
v Make Ready work was completed in
South Wing so CSB could start
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Tw o Projects, One Building –Egress
v Make Ready work was completed in
South Wing so CSB could start
v Exiting requirements consider the
two buildings to be one exiting plan
v Fire protection requirements involve
the construction space between
historic City Hall and the CSB
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Tw o Projects, One Building –City Space Standards
v Make Ready work was completed in
South Wing so CSB could start
v Exiting requirements consider the
two buildings to be one exiting plan
v Fire protection requirements involve
the construction space between
historic City Hall and the CSB
v Staff spaces are designed to use the
same finishes, systems furniture
selections, space size standards,
balance of primary workspace and
conference/collaboration spaces,
ISD implementation, including AV
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Tw o Projects, One Building –Egress
v Make Ready work was completed in
South Wing so CSB could start
v Exiting requirements consider the
two buildings to be one exiting plan
v Fire protection requirements involve
the construction space between
historic City Hall and the CSB
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Tw o Projects, One Building
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Cost Breakdown for CSB and South Wing
Description Council Date City Services Building
Feasibility Study 4/8/2014 $ 258,000 *
Design-Build: Design Services 4/28/2015 $ 7,064,501 *
Design-Build Amendment 1: 11/1/2016 $ 381,729 * Additional Design Services
Design-Build Amendment 2: 8/8/2017 $61,243,526 Construction GMP (CSB)
Direct Owner Costs Va rious 7052244*
Percent For Art TBD $760,000
To tal $76,760,000
Design-Build Amendment 3:
Construction GMP (South Wing)
* Funding previously allocated. Only $772,000 of Direct Owner Costs were previously allocated.
Hathaway Dinwiddie contract includes $1,910,750 for City Hall improvements not included in the total
CSB project cost.
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Level 1: Public Counter Services
•Finance
•Planning & Community
Development
•Public Works
Level 2: Staff & Meeting Rooms
•Housing & Economic Development
•Planning & Community Development
Level 3: Staff & Meeting Rooms
•Community &
Cultural Services
•Public Works
•Information Systems Te chnology
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REFERENCE:
Modified
Agreement No. 10051 (CCS)