SR-506-003-04
PCD:SF:EG:f:\plan\admin\ccreport\pedxdesign
Council Meeting: September 14, 1999 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation for the City Council to: 1) Authorize the City Manager to
Negotiate and Execute a Contract with Berryman & Henigar, Inc. for an
amount not to exceed $350,000, including contingency, to Prepare
Construction Drawings and Specifications for Various Crosswalk, Median and
Parking Improvement Projects; and 2) Authorize the City Manager to
Negotiate and Execute a Contract with CBM Consulting, Inc. for an amount
not to exceed $225,000, including contingency, to Provide Project and
Construction Management Services.
INTRODUCTION
This report recommends that the City Council take the following actions: 1) Authorize the
City Manager to negotiate and execute a contract with Berryman & Henigar, Inc, for an
amount not to exceed $350,000, including contingency, to prepare construction drawings
and specifications for crosswalk and median improvements on Montana Avenue, Neilson
Way, Ocean Avenue and Barnard Way, and parking improvements at Lot 9 and other
locations; and 2) Authorize the City Manager to negotiate and execute a contract with CBM
Consulting, Inc. for an amount not to exceed $225,000, including contingency, to provide
project and construction management services.
BACKGROUND
On June 29, 1999 City Council authorized staff to proceed with the selection of a firm to
prepare construction drawings and specifications for crosswalk enhancements on Montana
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Avenue, Neilson Way, Ocean Avenue and Barnard Way. Council also directed staff to
accelerate the design and construction time frame to implement the improvements as
quickly as possible. In response, the recommended approach brings the construction
manager in at beginning of the design process to help streamline the development and
packaging of bid documents. Planning and Community Development Department (PCD)
staff will take the lead in managing these projects.
Several other projects also require the development of construction drawings and
specifications within a very short time frame and staff is recommending that the same
engineering firm also perform this work. The City has made a commitment that Main Street
Lot 9 reconstruction will begin in January and be completed by March 2000. In order to
maintain this commitment, the development of construction drawings must proceed
immediately. The Department also requires design services to restripe and provide
additional on-street parking spaces on Third Street, north of Wilshire Boulevard, and Fourth
Street between Wilshire Boulevard and California Avenue. These improvements are
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required mitigation for the 4 Street Housing Project and will be funded by project funds.
Design of the Neilson Way permanent median improvements are recommended at this time
to coordinate with the Neilson Way sewer replacement project that will be commencing in
January 2000. The sewer replacement project will require Neilson Way to be excavated
and result in removal of the current temporary median asphalt berms. These temporary
medians were installed as a demonstration project to slow traffic and improve safety.
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Evaluation of the new configuration shows that traffic speeds, on average, are seven miles
per hour slower. Staff is recommending the temporary measures become permanent. If
Council concurs, it would be cost effective and less disruptive to install permanent medians
in coordination with the sewer installation project. In order to meet the projected resurfacing
schedule, funds for the construction drawings and specifications will be funded by the
Crosswalk Improvements Account. Design and construction management for this work is
estimated to be $100,000. Construction and landscaping of the permanent medians are
estimated to cost $650,000.
CONSULTANT SELECTION PROCESS
Requests for proposals for design services were sent to three pre-qualified engineering
firms on August 4, 1999. Two consultant teams responded with proposals on August 18,
1999. Requests for proposals for project and construction management services were sent
to four firms on August 3, 1999 and four responses were received on August 16, 1999.
Berryman & Henigar is recommended for the engineering design services based on
experience with similar projects, approach to the project, and experience of key project
personnel. The Berryman & Henigar team also includes Katz, Okitsu & Associates, Richard
Fisher & Associates, and A. Istanbullu & J. Kaliski Architecture and City Design (AIJK).
CBM Consulting, Inc. is recommended for project and construction management services
based on an excellent record of performance with other public agencies, reasonable fees
and experience of key project personnel.
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SCHEDULE
The design process will commence immediately. The design consultant and the
project/construction manager will expeditiously explore ways to accelerate the schedule
and develop bid packages to improve upon the 21 month schedule and March 2001
completion date that was reported in the June 1999 Council Report. It is necessary to
have advise from both consultants before staff can commit to accelerating all or
components of the crosswalk improvements. Staff will report to Council within 60 days of
consultant selection on project scheduling.
BUDGET/FINANCIAL IMPACT
The total amount of budget authority requested is $575,000, including contingency. The
funding allocation for preparation of construction drawings and specifications is $350,000,
including contingency. The funding allocation for project and construction management is
$225,000, including contingency. Funds have been identified from the following budgeted
sources:
Crosswalk Improvements $159,043
?
(C20045600)
Crosswalk Improvements $361,957
?
(C01045600)
Parking Lot #9 Reconfiguration $50,000
?
(C01071100)
Com. & Econ. Develop./Capital Improvement $4,000
?
(C17004599.589000)
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Total Funding $575,000
RECOMMENDATION
Staff recommends that the City Council take the following actions:
1. Authorize the City Manager to negotiate and execute a contract a contract with
Berryman & Henigar for an amount not to exceed $350,000, including contingency, to
prepare construction drawings and specifications for various crosswalk, median and
parking improvement projects.
2. Authorize the City Manager to negotiate and execute a contract with CBM Consulting,
Inc. for an amount not to exceed $225,000, including contingency, to provide project
and construction management services for various crosswalk, median and parking
improvement projects.
Prepared by: Suzanne Frick, Director
Ellen Gelbard, Deputy Director
Andy Agle, Deputy Director
Lucy Dyke, Transportation Planning Manager
Planning and Community Development Department
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