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City Council Report



City Council Meeting: February 26, 2013

Agenda Item: 3-F

To:†††††††††††††† Mayor and City Council

From: ††††††††† Martin Pastucha, Director of Public Works

Subject: †††††† Professional Services Agreement for Elevator Improvements in Parking Structures 2, 4 and 5.



Recommended Action

Staff recommends that the City Council authorize the City Manager to negotiate and execute a professional services agreement with IDS Group, a California-based company, in an amount not to exceed $191,840 (includes a 10% contingency) to provide design and preconstruction services for the elevator improvements in Parking Structures 2, 4 and 5.


Executive Summary

Nine existing elevators in downtown Parking Structures 2, 4 and 5 have been identified for replacement due to age, frequent service outages, high maintenance costs and lack of code compliance. After reviewing the four bids received, staff recommends IDS Group as the best bidder to provide design and preconstruction services for the elevator improvements in Parking Structures 2, 4 and 5 for an amount not to exceed $191,840.



The elevators in Parking Structures 2, 4 and 5 were originally installed when the structures were built in the 1960s. Despite ongoing periodic maintenance, the elevators are frequently out of service due to age and high traffic volumes. This project would modernize the structures with new, code compliant elevators with less downtime and maintenance costs, while enhancing customer experience.



This project would design the replacement of the existing nine elevators to provide new, code-compliant elevators and reduce both maintenance costs and downtime. The selected firm would survey, evaluate, provide recommendations, and design and develop construction documents for the nine elevator systems targeted for improvement. Additionally, elevator components, electrical service, finishes and interferences with other existing building systems would be evaluated.The improvements would comply with all current City codes and standards, including but not limited to: the Americans with Disabilities Act and Guidelines (ADA&G), AQMD guidelines, and the Santa Monica City Municipal Code. The project would be designed and constructed using sustainable building practices.Materials would be easy to maintain in a coastal environment, highly durable and graffiti, weather, and vandal resistant.


Additionally, the selected firm would coordinate the new elevatorís design components and their replacement with the City, the parking structure operating vendor, and Downtown Santa Monica, Inc.


Consultant Selection

On October 18, 2012, a Request for Proposals (RFP) was posted on the Cityís online bidding site for services to perform design and preconstruction services for Elevator Improvements in Parking Structures 2, 4 and 5.Four proposals were received and publically opened on November 8, 2012.


Proposals were evaluated based on price, direct experience on similar projects, record performing public sector work, hourly rates for services, understanding of the projectís scope, approach to the work, qualifications of proposed staff, and scheduling of project activities.

The design team would include individuals with expertise in the following fields: architecture, structural engineering, verticle transportation, electrical engineering and mechanical engineering.


IDS Group team was the lowest bidder and has completed similar parking structure upgrades including elevators for El Camino College and multiple elevator assessment/upgrade projects for the Los Angeles County Housing Authority. Additionally, their prime consultant designed new elevators for the Santa Monica Public Safety Facilityand the new Parking Structure #6 in Santa Monica.References listed in the proposal package were contacted and all respondents reported that work performed by IDS Group was completed in a timely and cost effective manner while maintaining consistent quality. Staff also verified with the California State License Board that IDS Group and all sub consultant licenses are current, active and in good standing. Based on the foregoing, IDS Group is recommended as the best bidder to provide construction services in accordance with City specifications.


Financial Impacts and Budget Actions

The contract to be awarded to IDS Group is $191,840, and includes a 10% contingency. Funds in the amount of $191,840 are included in the FY 2012-13 Capital Improvement Plan budget in account C014079.589000.


Prepared by:Danny Welch, Architectural Associate




Forwarded to Council:







Martin Pastucha

Director of Public Works


Rod Gould

City Manager