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City Council
Meeting: November 12, 2002 |
Santa Monica, California
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TO: |
Mayor and City
Council |
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FROM: |
City Staff |
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SUBJECT: |
Architectural and Engineering Professional Services
Contract for the Corporation Yard Expansion Project |
This report recommends that the City Council authorize the City Manager to negotiate and execute a professional services contract with RNL Design for architectural and engineering services for the Corporation Yard expansion project. The negotiated fee for this contract shall not exceed $5,915,000, including contingency.
In 1996, the City engaged RNL/Interplan, Inc. to prepare
a Master Plan that would address the physical reorganization and rehabilitation
needs of the Corporation Yard. On October 24, 2000, City Council approved in
concept two proposed Corporation Yard Master Plan Alternatives. Council action
this evening on whether to proceed with a new municipal transfer station will
determine which alternative will be pursued.
On July 18, 2001, staff issued a Request for Qualifications for architectural and engineering services. Statements of qualifications were received from seven firms. A committee of representatives from the stakeholder Departments and Divisions (EPWM Administration, Engineering, Solid Waste Management, Maintenance Management, Utilities, Open Space Management and Fire Training) selected four firms as the most qualified: RNL Design; Carter-Burgess; Hellmuth; Obata & Kassabaum; and Gray, Albert & Gruen. A supplemental questionnaire was sent to the four firms and staff participated in tours of representative examples of each of the firm’s work. Each of the four firms made a presentation to the selection committee. Based on all of the relevant rating factors, the committee determined that RNL Design was the most qualified. RNL has extensive experience designing maintenance yards. Similar projects for which they were responsible include: Commerce Transportation Service Center, City of Norwalk Transportation and Public Services Facility, City of Chula Vista Corporation Yard and Transit Facility, Montebello Transportation/Corporate Yard Expansion, and Long Beach Transit Transportation Facilities.
The proposed professional services contract is for full design and engineering services for a multi-phase construction process that is anticipated to begin in 2005 and be complete in 2010. Given the multi-year nature of the project, and the multiple funding sources that will be used (General Fund, Refuse, Wastewater, and Vehicle Management funds), funding for this contract will be provided for on a yearly basis equal to the amount of funds actually needed in the respective fiscal year.
Completion of design services and commencement of construction will be contingent on compliance with the California Environmental Quality Act and further approvals for the project, including review by the Architectural Review Board, Planning Commission and City Council.
Budget/Financial Impact
TOTAL FUNDS REQUIRED:
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Design Services |
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$5,136,180 |
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Contingency |
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778,820 |
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Total Required |
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$5,915,000 |
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Annual funding requirements will be requested in each fiscal year’s proposed budgets and will be subject to Council review and approval. If the necessary funds for a subsequent fiscal year cannot be appropriated, the design contract will be terminated. The fiscal year 02-03 Funds Required section below reflects this phased budgeting approach for the proposed design contract.
FY 02-03 FUNDS REQUIRED
Contract work anticipated for the balance of FY 02-03 is valued at $495,000. It will include program and Master Plan confirmation, community outreach, Conceptual Design, survey and reimbursable expenses, including contingency. Funds for environmental review services are already budgeted, and a contract for environmental review of the master plan will be presented to Council at a later date following a selection process for the consultant.
Funds for FY 02-03 are available in the following accounts:
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C01071702.589000 |
“City Yards
Master Plan” |
$ 8,000 |
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C25071701.589000 |
“City Yards
Master Plan” |
29,000 |
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C27071701.589000 |
“City Yards
Master Plan” |
173,000 |
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C27071702.589000 |
“City Yards
Master Plan” |
250,000 |
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C31071701.589000 |
“City Yards
Master Plan” |
35,000 |
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Total Available: |
$495,000 |
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SUBSEQUENT FY SCOPE AND FUND REQUIREMENTS
FY03-04:
All phases - Schematic design, necessary analyses and assessments,
Phase 1 - Design Development
Estimated cost: $970,000.
FY04-05:
Phase 1 - Construction Documents, Permitting,
Phase 2 - Design Development
Estimated cost: $700,000.
FY05-06:
Phase 1 - Bidding, Construction Administration,
Phase 2 - Construction Documents and Permitting,
Phase 3 - Design Development
Estimated cost: $2.25 million
FY06-07:
Phase 2 – Bidding, Construction Administration,
Phase 3 – Construction Documents, Permitting, Const. Admin
Estimated
cost: $1.5 million
Recommendations
Staff recommends that the City Council:
1. Authorize the City Manger to negotiate and enter into a professional services contract with RNL Design for an amount not to exceed $5,915,000, including contingencies, with contract language reflecting yearly funding contingencies as set forth above, for the Corporation Yard Expansion project; and
2. Authorize the City Engineer to issue any necessary change orders to complete additional work within budget authority.
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Prepared by: |
Craig Perkins,
Director of Environmental and Public Works Management Anthony Antich,
P.E., City Engineer Lauren Friedman,
Senior Architect Lorrie Brown,
Architect |