Item 6-P
Council Meeting: September 28, 1999 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Authorize the City Manager to Negotiate and Execute a Professional Services Contract with Bovis Construction Corporation for Program and Construction Management Services for the Main Library Expansion and Renovation Project
Introduction
This report recommends that the City Council authorize the City Manager to negotiate and execute a contract with Bovis Construction Corporation for program and construction management services for the Main Library Expansion and Renovation Project, in an amount not to exceed $1,692,000.
Background
In February 1998, the City Council conceptually approved the Main Library Master Plan which proposed a 66,000 square foot expansion and renovation of the existing 77,974 square foot facility. The expansion will take place toward the north and east along Santa Monica Boulevard and extend to 7th Street. The plan includes a new entrance, courtyard and meeting space, as well as below grade public parking space. The existing Library building will be renovated to integrate with the expanded facility and to blend with the new design.
A preliminary step in implementation of the Main Library expansion involves selection of a program and construction management firm which will perform overall management services throughout all phases of the project, including selection of the architect. A Request for Qualifications for architectural services was issued and a recommendation will be submitted to the City Council in early 2000.
A Request for Proposals for program and construction management services was distributed on February 25, 1999 to twenty-six firms. The scope of work contained in the RFP requested that the construction management firm provide assistance in the architect selection process, program confirmation, schematic design, design development, construction documents, bidding and construction phases. The firm will participate in project meetings, including public meetings and hearings, assist in obtaining all required agency approvals, prepare project status reports and cost estimates, and provide constructability document review. The firm will assist the City in managing project schedules and budget, in drafting the negotiation of contracts and prequalification statements throughout the development of this project. It will provide assistance in the evaluation of all bids prior to award of contracts. During construction , its duties will include review of work for compliance with design concepts, quality , cost and schedule; observation and reporting on construction progress and quality; coordination and response to contractor questions, submittals; preparation of any necessary documentation including change orders and progress payments.
Responses were received from eight firms. On March 23, 1999 these responses were reviewed by a committee that included representatives from the Library, Environmental and Public Works Management, Planning and Community Development and the City Manager
=s office; four firms were shortlisted and asked to respond to a list of supplemental questions.The review committee conducted interviews and unanimously recommended Bovis Construction Corporation. Their qualifications and previous project management experience on over twenty-three library projects, including the restoration of the McKim Boston Public Library in Boston, Massachusetts, New York Botanical Garden Library/ Herbarium in Brooklyn, New York and the W.T. Young Library in Lexington, Kentucky, demonstrate their ability and expertise in various aspects of project management for library facilities.
Bovis Construction Corporation provided eight references. All reported that the consultant
=s work was excellent.Budget/Financial Impact
FUNDS REQUIRED
Program and Construction Management Services for the Main Library Expansion and Renovation Project:
Program and Construction Management $1,692,000
Contingency $ 169,000
Total $1,861,000
Total funds in the amount of $1,861,000 are available in CIP account C01049100.589000,
ALibrary Expansion and Renovation.@Recommendation
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a contract with Bovis Construction Corporation, in an amount not to exceed $1,692,000, for program and construction management services for the Main Library Expansion and Renovation Project; and
2. Authorize the City Engineer to authorize any necessary change orders to complete additional work within budget authority.
Prepared by:
Craig Perkins, Director Environmental and Public Works Mgmt.
Anthony Antich, P. E., City Engineer
Lauren AM@ Friedman, Senior Architect
Wini Allard, City Librarian