Item CC/RA-1

Santa Monica, California

Council Meeting: September 14, 1999

TO: Mayor and City Council

Chairperson and Redevelopment Agency

FROM: City and Redevelopment Staff

SUBJECT: Recommendation for City Council to Authorize the City Manager to Negotiate and Execute a Professional Services Contract with Integrated Design Services, Inc. in an Amount Not to Exceed $84,000 To Conduct a Feasibility Study of Seismic Retrofit of Downtown Parking Structures and for the Redevelopment Agency and City Council to Approve the Reimbursement Agreement between the City and Agency for the costs of this feasibility study.

Introduction

This report recommends that: (1) the City Council authorize the City Manager to negotiate and execute a professional services contract with Integrated Design Services, Inc. in an amount not to exceed $84,000 (including contingency) to conduct feasibility study of seismic retrofit of Downtown Parking Structures and (2) the City Council and the Redevelopment Agency approve the Reimbursement Agreement between the City and Agency for the costs of this study.

Background

The regional popularity of Santa Monica=s downtown sector has brought increased demand for safe and convenient parking. At the same time, the City has a commitment from the Federal Emergency Management Agency (FEMA) to fund some seismic upgrades of the eight downtown parking structures within the next four years. City staff has already analyzed parking supply and demand and identified several potential locations for additional parking as well as needed improvements in existing parking structures.

Discussion

In order to prepare a feasibility analysis related to the existing downtown parking structures in time to meet FEMA deadlines, staff is recommending consultant assistance. The consultant will prepare cost estimates for retrofitting the existing structures, developing new structures at existing sites or building parking structures at other sites.

A Request for Proposals was prepared and issued to three pre-qualified consulting firms. The RFP called for the consultant to:

- Develop schematic concepts and cost estimates for demolition and reconstruction of the existing eight downtown structures, including concepts for maintaining and expanding, where feasible, the number of parking spaces provided. This information would be compared against the retrofit cost and engineering analysis.

- Develop and review of cost estimates for construction of additional parking structures at other sites, including the Main Library, near the City Bus Yard, and at the Civic Center.

- Synthesize the information into a practical, cost-effective approach for improving the downtown structures.

 

On August 12, 1999, two firms submitted proposals and were interviewed by the Selection Committee. The Selection Committee consisted of the City Engineer, Director of Planning and Community Development, Redevelopment Administrator, Manager of the Disaster Recovery Office, and Economic Development Manager. The Committee evaluated each firm based on the following criteria: 1) technical competence of the firm and its understanding of the scope of the project; 2) recent project experience that demonstrates the firm=s expertise in parking structure design, seismic retrofits, and transportation planning/parking analysis; 3) past performance with the City and other agencies in meeting schedules, responsiveness, and cooperation; 4) staffing capability for the City=s time frame; and 5) cost of the proposal.

The Committee recommends Integrated Design Services, Inc. based on the firm=s past experience, understanding of the scope of work and competitive price. City staff called representatives from Integrated Design Services= three recent projects - structural analysis of school buildings in Whittier Union High School District, Whittier; parking structure design in West Hollywood; and seismic repair and retrofit of California State University Los Angeles Parking Structures. The contacts reported that the firm=s performance was excellent. The consultants were said to be practical and attentive to details.

 

 

 

Budget/Financial Impact

FUNDS REQUIRED

Contract $74,000

Contingency 10,000

Total funds required $84,000

FUNDS AVAILABLE $84,0000

Funds in the amount of $84,000 are available in Capital Improvement Account No. C17039296.589000, funded from the Earthquake Recovery Redevelopment Fund. The City=s General Fund will lend the project funding to the Redevelopment Agency, and the Redevelopment Agency will repay the City from available tax increment revenues. The approval of the Reimbursement Agreement (Attachment A) will formalize the loan between the City and the Agency for this project. The amount of this Reimbursement Agreement is for actual costs of the project, not to exceed $84,000. The Reimbursement Agreement will be amended when additional budget authority is approved or when a construction contract is awarded by City Council for seismic retrofit work.

Recommendation

Staff recommends that the City Council:

1. Authorize the City Manager to negotiate and execute a professional services contract with Integrated Design Services, Inc. in an amount not to exceed $84,000 for the Seismic Retrofit of Downtown Parking Structures; and

2. Authorize the City Engineer to issue any change orders to complete additional work within budget authority.

3. Approve the attached Reimbursement Agreement between the City and the Redevelopment Agency for the costs associated with this feasibility study (Attachment A) and authorize the City Manager to execute the Agreement.

Staff recommends that the Redevelopment Agency:

1. Approve the Reimbursement Agreement between the City and the Redevelopment Agency for the costs of the feasibility study (Attachment A) and authorize the Executive Director to execute the Agreement.

 

Prepared by:

Craig Perkins, Director, Environmental and Public Works Management

Suzanne Frick, Director, Planning and Community Development

Jeff Mathieu, Director, Resource Management

Anthony Antich, P.E., City Engineer

Tina Rodriguez, Redevelopment Administrator

Ruta Skirius, Senior Administrative Analyst

Mona Miyasato, Senior Administrative Analyst

 

Attachments:

Attachment A: Reimbursement Agreement for the Seismic Retrofit of Downtown Parking Structures between the City of Santa Monica and Redevelopment Agency.