Item 6-I

Council Meeting: September 8,1998. Santa Monica, California

TO: Mayor and City Council

FROM: City Staff

SUBJECT: Recommendation to Authorize the City Manager to Negotiate and Execute an Amendment to the Professional Services Contract for Design of Repairs and ADA Improvements to Various City Facilities

Introduction

This report recommends that the City Council authorize the City Manager to negotiate and execute an amendment to an existing contract with Rachlin and Rachlin Architects for the design of the FY 1998-99 facilities maintenance repairs at various city buildings. The negotiated fee for the contract with Rachlin & Rachlin Architects will not exceed $235,375.

Background

Since FY 1996-97, the City has had a comprehensive program to maintain City-owned properties. The Facility Maintenance Program includes code upgrades and deferred maintenance in City buildings.

The buildings included in this project are City Hall, City Yards, Parking Structures 1-6, Woodlawn Cemetery, beach restrooms, the Animal Shelter, library facilities, Samoshel, Fire Stations #3 and #5, Civic Auditorium, 612 Colorado, Police Department, Arcadia Water Facility, and the Water and Wastewater Division offices. General maintenance repairs at these facilities include concrete repairs; plumbing and mechanical systems repair; new irrigation systems; roof repair or replacement; repainting; door replacement; installation of new floor finishes; guardrail repair; and counter top refinishing. ADA repairs include accessible restrooms, landings, ramps, doors, handrail extensions, drinking fountains, parking and signage.

A Request for Qualifications was issued on July 12, 1996. The review committee unanimously recommended the selection of Rachlin and Rachlin Architects to prepare the design package for the 1996-97 component of the Facilities Maintenance Project. The recommended firm has worked previously on various projects designing seismic upgrades and accessibility improvements, including: the United States Postal Facility in Chatsworth, John Muir Branch Library in Los Angeles, and Alexander Hamilton High School in Los Angeles. All references reported that the Consultant's work was satisfactory.

On October 28, 1997, Council approved an amendment to the contract for Design Services for the second year (1997-1998) with an option (at the City's sole discretion) for the completion of the FY 1998-99 facilities maintenance repair project after the adoption of 1998-1999 Capital Improvements Program budget.

The design documents for the first year, 1996-97, are complete and construction is scheduled to begin in September 1998. The design work for the second year, 1997-98, is complete and construction is expected to begin in November, 1998. Design work for the third year, 1998-1999, will be completed by this amendment. Construction costs for City buildings in 1998-1999 are estimated at $1,568,000 and are fully funded.

Discussion

Rachlin and Rachlin performed within budget, produced excellent construction documents for previous projects and delivered projects on schedule. Rachlin and Rachlin completed the "as-built" documents for the City buildings and are thus familiar with many of the buildings to be repaired. By engaging Rachlin and Rachlin for the FY 1998-99 design work, the City will benefit from their prior experience by reducing the amount of time and cost expended for the project. Rachlin and Rachlin's work efforts have been outstanding to date and staff recommends exercising the option to extend the contract to include the year 3 design.

Budget/Financial Impact

FUNDS REQUIRED

Contract $213,975

Contingency 21,400

TOTAL $235,375

Funds for the 1998-99 design of various City buildings in the amount of $235,375. are available in CIP account # 01-710-481-20098-8900-99085. .

Recommendation

Staff recommends that the City Council authorize the City Manager to negotiate and execute an amendment to the existing contract with Rachlin and Rachlin Architects in an amount not to exceed $235,375 for the Facilities Maintenance Project, FY 1998-1999, for various city buildings.

Prepared by: Craig Perkins, Director of Environmental & Public Works Management

Renee Cowhig, Maintenance Manager

Anthony Antich, P.E., City Engineer

Lorrie Brown, Associate Civil Engineer