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HomeMy WebLinkAbout2013-01-22 - AGENDA REPORTS - SEISMIC RETROFIT F1017 CONTR (2)Agenda Item: 4 CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR City Manager Approval: Item to be presented by: DATE: January 22, 2013 Curtis Nay SUBJECT: CITY HALL SEISMIC RETROFIT, PROJECT F 10 17 - AWARD DESIGN CONTRACT DEPARTMENT: Public Works RECOMMENDED ACTION City Council: Award the design contract for the City Hall Seismic Retrofit, Project F1017, to Bastien and Associates, Inc., in the amount of $289,334, and authorize a contingency in the amount of $57,866, for a total contract amount of $347,200. 2. Authorize the appropriation of Facilities Replacement Funds (723) in the amount of $264,179 to expenditure account F1017723-5161.001. 3. Authorize the City Manager or designee to execute all contracts and associated documents, or modify the awards in the event issues of impossibility of performance arise, contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year, and execute all documents subject to City Attorney approval. BACKGROUND The City Hall building is an indispensable asset to the City of Santa Clarita (City). The building is occupied by numerous City departments and is vital to the daily activities and services provided by the City. City Hall is also designated as an Emergency Operations Center. In the event of a natural disaster, the building is relied upon to provide immediate occupancy for emergency personnel. APPRI OVED Buildings containing emergency response centers are classified as "essential" facilities by the California Building Code. To ensure an essential facility remains functional after a large earthquake, the structure is required to comply with stringent seismic codes. The ability of City Hall to provide emergency services following a seismic event is the focus of this project. Originally constructed in 1986, the City Hall building is three stories tall and contains roughly 74,000 square feet of office space. The building was heavily damaged in the 1994 Northridge earthquake and subsequently retrofitted to comply with codes at the time. The structure does not comply with the seismic requirements of the current Uniform Building Code for essential facilities. It is reasonable to assume a future seismic event similar in magnitude to the 1994 Northridge earthquake will render City Hall as an unsuitable workplace. The purpose of the City Hall Seismic Retrofit Project is to provide the architectural and engineering design required to retrofit the building and comply with current building code requirements. When required, this project would include the redesign and relocation of existing workstations, private offices, conference rooms, mechanical, electrical, telephone/data, and plumbing systems. On April 23, 2012, a Request for Proposal was sent to 14 architecture firms with extensive experience on similar projects. Of those companies, only five elected to prepare and submit a proposal to the City for consideration. City staff reviewed the proposals and interviewed the following four companies: Bastien and Associates, Inc., Ware Malcomb, Gensler, and NTD. During the interviews, each firm was given an opportunity to present their team and expertise and demonstrate their understanding of the project and the requirements of the City. The firms were also asked to present a unique design that would minimize the impact on City operations and occupants during and after construction. All four firms demonstrated detailed knowledge of the project and the City's needs. Bastien and Associates, Inc., has teamed up with Miyamoto International as their structural engineering subcontractor. Miyamoto International is a global earthquake and structural engineering firm that has designed major projects around the world including the LAX Theme Building, the Hollywood Bowl shell, and the renovation of the Griffith Observatory. Miyamoto International has provided the City with an innovative design that would significantly lessen the impact on the building and the operations of City Hall during construction. This design was superior to the other firms' alternative proposed designs in regard to occupancy of the emergency operation center after an earthquake event. Considering the importance of the retrofit technique and its impact on the project, staff focused on the competency of the proposed design team relative to that portion of work and found Bastien and Associates, Inc., to have a well-qualified subcontractor in Miyamoto International. Additionally, Bastien and Associates, Inc., has extensive experience with remodeling and renovation work on occupied buildings. Z Rankine Company Location Overall Cost Score 1 Bastien and Associates, Inc. Tustin, CA $289,334 95 2 Ware Malcomb Los Angeles, CA $268,210 87 3 Gensler Los Angeles, CA $292,314 84 4 NTD San Dimas, CA $244,539 69 After considering the results of the interviews, staff recommends Bastien and Associates, Inc., as the top -qualified professional engineering services firm for the completion of the architecture and engineering design. The overall cost (shown above) for Bastien and Associates, Inc., includes the proposed innovative design and the additional cost of hiring Miyamoto International, a firm with worldwide retrofit technique experience. The contingency amount requested will cover the cost of unforeseen additional engineering studies and/or plans as part of investigating the as -built conditions behind walls and ceilings. The City was awarded a FEMA grant to offset costs for the design and construction of the retrofit. The requested appropriation in the amount of $264,179 will provide the funds necessary to proceed with the design. The remaining local funds are dedicated to meet the construction match requirements. California Government Code 4526 prescribes selection of architectural and engineering services to be based on demonstrated competence and professional qualifications necessary for the satisfactory performance of the services required and does not authorize the selection of professional architectural and engineering services based on cost. The City was able to reach an agreement with Bastein and Associates, Inc., at a fair and reasonable price. ALTERNATIVE ACTIONS Other action as determined by the City Council. FISCAL IMPACT The current budget of $1,069,855 consists of $824,300 in FEMA Grant funds (229) and $245,555 in local Facilities Replacement Funds (723). The existing local funds represent preliminary estimated needs for design and construction of the retrofit project. The requested appropriation of additional Facilities Replacement Funds (723) in the amount of $264,179 in addition to the current available local and federal design budget of $22,204 and $60,817, respectively, will provide for the total contract amount. Remaining local funds will be utilized toward construction match requirements. ATTACHMENTS Bastien and Associates, Inc., Contract available in the City Clerk's Reading File Exhibit A available in the City Clerk's Reading File