Item 6-CC

Council Meeting: August 11, 1998 Santa Monica, California

TO: Mayor and City Council

FROM: City Staff

SUBJECT: Recommendation to Authorize the City Manager to Negotiate and Execute a Change Order to Professional Services Contract No. 6522 (CCS) for the Municipal Bus Lines Facility Expansion Master Plan

Introduction

This report recommends that the City Council authorize the City Manager to negotiate and execute a Change Order to Professional Services Contract No. 6522(CCS) with RNL/Interplan for the Municipal Bus Lines Facility Expansion Master Plan for an amount not to exceed eighty thousand dollars ($80,000).

Background

In late 1996, Council awarded a contract to RNL/Interplan in the amount of $175,000 for the Facility Expansion Master Plan for the Santa Monica Municipal Bus Lines. The work has progressed through the following phases:

Phase I Programming

Review and evaluation of current operations and facilities to identify space needs, functional requirements, and adequacy of the facility for the Santa Monica Municipal Bus Lines operations.

Phase II Facility Analysis

Analysis of the adequacy of existing buildings and site in light of the future needs of SMMBL.

Phase III Master Planning

Development of a conceptual design layout of the facility to address the programmatic and facility needs assessment issues identified during Phase I and II.

Phase IV Implementation and Phasing Plan

Preparation of an Implementation and Phasing Plan to provide the City with an understanding of the distinct work elements that are necessary to carry out the Master Plan, including a proposed implementation schedule.

Phase V Cost Estimates

Provision of cost estimates for the proposed improvements and new construction. These estimates include the costs for design, construction, permits, phasing, relocation during construction, and other related project costs.

DISCUSSION

In the process of finalizing the draft Master Plan for the SMMBL Expansion, it became clear that a series of alternate schemes, not originally anticipated in the scope of work, need to be explored. These include options for an on-site public parking structure, a new lease facility at the 507 Olympic Boulevard site, and modifications to the 612 Colorado Avenue building. RNL/Interplan will be called upon to analyze these additional schemes carefully, as they will have substantial affect on project phasing, timing and cost.

As the Master Plan progresses through the EIR process, there will also be a need for the consultant to provide certain concept design plans to clearly define the environmental impact of the Plan.

BUDGET/FINANCIAL IMPACT

Funds in the amount of $90,000 are available in CIP Account #41-750-657-20095-8900-99104 "Transportation Facility Improvements" as follows:

Change Order to Contract 6522(CCS).......................$80,000

Contingency...............................................................$10,000

Total......................$90,000

RECOMMENDATION

Staff recommends that the City Council:

1. Authorize the City Manager to negotiate and execute a change order to Professional Services Contract No. 6522(CCS) with RNL/Interplan in an amount not to exceed $80,000 for the Santa Monica Municipal Bus Lines Master Plan; and

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