ITEM 6-P

Council Meeting:  August 9, 1994     

TO:       Mayor and City Council

FROM:     City Staff

SUBJECT:  Recommendation to Authorize the City Manager to
          Negotiate and Execute a Professional Services
          Contract with the John Ash Group for the Preparation
          of Design and Construction Bidding Documents for the
          Restoration of Miles Memorial Playhouse  

INTRODUCTION

This report recommends that the City Council authorize the City
Manager to negotiate and execute a contract with the John Ash
Group for the preparation of design and construction bidding
documents for the restoration of Miles Memorial Playhouse. The
negotiated fees for this contract shall not exceed $150,000.00.

BACKGROUND

Miles Memorial Playhouse, built in 1929 and located in Lincoln
Park, is a City of Santa Monica Landmark and is included in the
State Historic Resources Inventory.  Miles Playhouse suffered
extensive structural damage during the January 17, 1994,
earthquake and aftershocks.  The unreinforced masonry walls are
unstable and are still in danger of imminent collapse.  As a
temporary measure, the City erected bracing structures on the
east and west facades for stabilization.  The through-bolting
for this shoring work, which is visible on the exterior, will
not meet the Secretary of the Interior's Standards for
Rehabilitation as a permanent solution.  The building remains
unfit for occupancy.

The scope of work for this project includes structural design
for permanent support, hazard mitigation and design
improvements required to comply with all current applicable
codes (including ADA, Title 24, Section 8, State Historic
Building Code, Secretary of the Interior's Standards for
Rehabilitation, and City of Santa Monica building, electrical,
plumbing and mechanical codes).  The repair of Miles Playhouse
is eligible for reimbursement by FEMA and OES.

DISCUSSION

A Request for Qualifications (RFQ) was issued April 14, 1994. 
Responses were submitted by nine (9) firms.  The RFQ were
evaluated by a review committee which included the Director of
CCS, the City Engineer, a Civil Engineer, an Architect, a
Senior Public Works Inspector, a Senior Planner, the Cultural
Arts Administrator, and the Manager of Event Facilities.

The review committee selected three (3) of those firms to be
issued a Request for Proposals (RFP).  The RFP was issued on
June 21, 1994, and responses were submitted by the three (3)
firms, including the John Ash Group.

The review committee unanimously recommended selection of the
John Ash Group.  Their proposal best conforms to the
requirements of this project, and their previous work
demonstrates their ability and expertise in the various aspects
of public process, historic restoration, seismic mitigation,
and cultural/performing arts/multi-use facility design. 
Similar projects recently completed include seismic
rehabilitation and facilitation of disabled access to a portion
of Olvera Street (Los Angeles), restoration and adaptive use of
the Alex Theatre (Glendale), rehabilitation of two historic
buildings in the Old Pasadena Historic District (Pasadena), and
the restoration of the Eastern Columbia Building (Los Angeles). 
The John Ash Group supplied the City with three (3) references
and all references reported that the consultant's work was
satisfactory.

BUDGET/FINANCIAL ANALYSIS

It is expected that a minimum of 97.5% of these expenditures
will be reimbursed by Federal Emergency Management Agency
(FEMA) and California Office of Emergency Services (OES).  The
remaining 2.5% will be financed  from  City funds.  A budget of
$150,000.00 needs to be established at account #13-500-402-
86514-5506-13005.

RECOMMENDATION

It is recommended that the City Council:

1.   Authorize the City Manager to negotiate and execute a
     contract with the John Ash Group for the preparation of
     design and construction bidding documents for the
     restoration of Miles Memorial Playhouse in an amount not
     to exceed $150,000;

2.   Authorize the City Engineer to issue any necessary change
     orders to complete additional work in conformance with the
     Administrative Instructions on change orders;

3.   Approve budget as indicated in Budget/Financial Analysis.

Prepared by:   Craig Perkins, Director of Environmental and 
               Public  Works Management
               Susan McCarthy, Director of Community and
               Cultural Services
               Anthony Antich, City Engineer
               Holly Ackley, Civil Engineer