SR 12-15-2020 3O
City Council Report
City Council Meeting: December 15, 2020
Agenda Item: 3.O
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Architecture Services
Subject: First Modification to Agreement #3420 with BOA Architecture for Tenant
Improvement Design Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to agreement #3420 in the amount of $18,700 with BOA
Architecture Corporation (BOA) for the design of tenant improvement projects at the
Santa Monica Airport for the Public Works Department. This will result in a four-year
amended agreement with a new total amount not to exceed $106,700, with future year
funding contingent on Council budget approval.
Summary
The City contracted with BOA for design services for four tenant improvement projects
in properties located at the Santa Monica Airport to modernize leased and public spaces
to satisfy current code and airport security requirements, and to correct deferred
maintenance issues. These design services included construction administration for two
construction projects. Due to project scope changes, the four projects will be
constructed independently, and this modification would add funding for the required
additional construction administration services. The additional project administration
costs would be less than the overall cost saving by separating the projects, which would
realize cost savings on a project by project basis by constructing projects as soon as
possible and would avoid cost escalation that would result from delaying construction.
Funding for the additional services would be provided by the Airport Fund.
Discussion
The City executed a Professional Services Agreement (PSA) on October 16, 2018, with
BOA to design improvements at the Airport Administration building that included a
Restroom Remodel and a Security Guard Rail project. The City later modified this PSA
to include design of the Elevator Modernization project at 2800 Donald Douglas Loop
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North and a tenant improvement (TI) at 2828 Donald Douglas Loop North. The total not
to exceed amount of the original contract and the contract with the first modification
were below the procurement threshold that would require Council approval. The original
scope was to construct the Restroom Remodel and Security Guard Rail projects under
one construction phase. Due to delays in the Security Guard Rail project, these two
projects are being constructed independently. The modification scope was to construct
the Elevator Modernization and the TI under one construction phase. Due to lease
negotiations of the TI space, these two projects are now being constructed
independently.
Although not required under current City thresholds, staff issued a Request for
Proposals for the project. A summary of the RFP selection process is as follows:
Bidder Recommendation
Best Qualified Person/Firm BOA Architecture
Evaluation Criteria
Experience, competence/skill, capacity/ability to perform services
promptly, references, character/reputation, ability to provide future
services as needed and price.
Municipal Code SMMC 2.24.190
RFPs Received
BOA Architecture Studio MA John Wyka Architect Minarc
Nonzero Vendor 8
RFP Data
Posted On Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
7/3/2018 City's Online
Bidding Site
Santa Monica Daily Press
7/3/2020 and 7/14-15/2020 9 7/31/2018
Justification to Award
Based on this criteria and criteria in SMMC 2.24.190, staff recommends BOA
Architecture Corporation as the best qualified firm to provide design services for the
Airport Guard Rail, Restroom Remodel, Elevator Modernization and Tenant
Improvement projects. A City staff evaluation committee reviewed the five proposals and
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unanimously decided that BOA was the lowest and best proposer based on their cost
and experience with municipal projects, projects at airports, guard rails, and public
restrooms. All references provided positive experiences, with excellent responsiveness.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Airport Fund to increase the amount of
agreement #3420 with BOA Architecture Corporation for the design of tenant
improvement projects at the Santa Monica Airport.
Agreement Modification Request
Agreement #
Current Authorized
Amount
FY 2020-21
Budget
Modified Request
Amount
CIP Account # Total Revised
Contract Amount
3420 $88,000 $18,700 C5704690.689000 $106,700
Future year funding is contingent on Council budget approval.
Prepared By: Alex Parry, Senior Architect
Approved
Forwarded to Council
Attachments:
A. BOA Oaks Form
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3.O.aPacket Pg. 752Attachment: BOA Oaks Form (4320 : 1st Contract Modification BOA Architecture)
3.O.aPacket Pg. 753Attachment: BOA Oaks Form (4320 : 1st Contract Modification BOA Architecture)