SR-506-003 (2)
PCD: f:\pcd\share\council2001\xwalk phase2designphase
Council Meeting: January 9, 2001 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 an Agreement with Willdan, Inc. for Phase 2
Crosswalk Design Services for an Amount Not to Exceed $360,000,
including Contingency; 2) Authorize the City Manager to Negotiate and
Execute an Amendment to Professional Services Agreement No. 7583
(CCS) with CBM Consulting in an Amount Not to Exceed $115,000 for
Phase 1 Project/Construction Management Services, for a total amount
not to exceed $340,000; and 3) Adopt a Resolution Authorizing the City
Manager to Negotiate and Execute a Letter of Agreement with the Los
Angeles County Metropolitan Transportation Authority for the Receipt of
$857,000 in Crosswalk Enhancement Grant Funding approved in MTA?s
2000 Call for Projects Process
INTRODUCTION
This report recommends that the City Council award a design contract for Phase 2 of
the Crosswalk Enhancement Program, adjust the project management budget for
Phase 1, and adopt a resolution to receive crosswalk grant funds. This report also
provides an update of Phase 1 and 2 schedules.
BACKGROUND
The City is concurrently implementing two phases of the Crosswalk Enhancement
project. Phase 1 was approved in January and June of 1999 and includes Pico
Boulevard, Montana Avenue, Ocean Avenue, Neilson Way and Barnard Way. The
improvements along Pico Boulevard are complete. The remaining Phase 1
improvements will be going out to bid for construction shortly, with Council approval
slated for March 2001. Phase 2 includes improvements along Wilshire Boulevard,
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Santa Monica Boulevard, Broadway and Ocean Park Boulevard. On August 8, 2000,
Council approved the Phase 2 conceptual crosswalk enhancements and authorized
staff to proceed with preparation of construction drawings and specifications. On
September 12, 2000, Council approved the Phase 2 project/construction management
contract.
DISCUSSION
Phase 2 Crosswalk Enhancements:
Design
A Request for Proposals for engineering design services for the preparation of
construction documents for Phase 2 crosswalk enhancements and Broadway street
modifications was sent to six engineering firms on September 18, 2000. Two proposals
were received on October 13, 2000. Willdan, Inc. is recommended based on design
management experience, team composition, experience of key personnel on similar
public sector projects and reasonable fees.
Schedule
The Phase 2 project will be designed and constructed as one comprehensive package
in order to improve efficiency of the design and construction process. Upon approval of
this design contract and a signed contract, it will take approximately six months to
develop the construction drawings and specifications, and approximately three months
to hire a construction contractor. Construction will take approximately six to eight
months, with Phase 2 completion anticipated in Spring 2002.
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Phase 1 Crosswalk Enhancements:
Project Management
On September 14, 1999, the City Council authorized an agreement with CBM to provide
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design and construction management services for Lot 9 reconstruction, 4 Street
striping modifications and Phase 1 crosswalk enhancements. The following
circumstances have created the need to increase the CBM contract by $115,000 to
complete the Phase 1 project through construction:
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The original construction management contract for this project was based on
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designing and constructing Lot 9 improvements, 4 Street restriping and two
elements of crosswalk enhancements concurrently. In an effort to expedite these
project elements and to deliver ?striping-only? crosswalk enhancements ahead of
schedule, the project was modified from three concurrent projects to four
consecutive projects. This required management of separate design documents,
bid and award phases, and construction projects.
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Additional project and construction management services were required from
CBM because design and implementation of Council policy to relocate the
existing trees and incorporate new zero runoff requirements extended the project
by two months.
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The Phase 1 crosswalk design process has been more complex and time
consuming than CBM?s original estimate.
Schedule
The Phase 1 crosswalk enhancements were separated into three components: a) Pico
Boulevard enhancements were coordinated with the Pico Streetscape construction; b)
striping that did not require curb or gutter alterations; and c) improvements on Montana
Boulevard, Ocean Avenue, Nielson Way, and Barnard Way that require construction of
curb, gutters, medians, signals and other construction. The first two components have
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been completed. The serial design process described above delayed the design of the
remaining Phase 1 crosswalk improvements. Further affecting the schedule is the fact
that the development of construction drawings has required extensive field-testing and
departmental input concerning the size and shape of curb extensions and median
islands. This input is critical to the operational success of these improvements for both
pedestrians and vehicles, but it also takes time.
Selection of a construction contractor for the remainder of Phase 1 will be initiated in
early 2001 and is anticipated to go to Council for approval by March, 2001. The
construction schedule will be coordinated with the sewer work currently taking place on
Neilson Way. Construction of the crosswalk improvements will not begin until sewer
work has been completed. EPWM and PCD staff are coordinating the schedules of
these projects. The result of all the above factors is that Phase 1 is anticipated to be
completed in Summer or Fall of 2001 rather than Spring, 2001.
Crosswalk Enhancement Grant:
A grant proposal was submitted to MTA in January, 2000 for Phase 2 crosswalk
enhancements. At a July 27, 2000 Board meeting, the MTA approved a one time grant
of $857,000 to the City of Santa Monica for construction of Phase 2 crosswalk
enhancements. MTA requires that a Letter of Agreement be executed prior to
processing this federally funded grant.
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BUDGET/FISCAL IMPACT
The $857,000 in MTA grant funding is not available until the year FY 01-02 and will be
used for Phase 2 construction. The revenue and expenditure impacts will be included in
the FY 01-02 budget process.
The authorized contract and contract modification will be funded as noted below.
Sufficient funds remain in the Crosswalk Improvement account for Phase I construction.
Willdan, Inc. Agreement
(Includes 15% Contingency):
C01021491.589000 (Synchronize/Interconnect Traffic Signals) $ 4,000
C01027098.589000 (Mid City Traffic Plan) $100,000
C01045601.589000 (Crosswalk Improvements) $256,000
TOTAL $360,000
CBM Consulting, Inc. Phase 1 Contract Modification:
C01045600.589000 (Crosswalk Improvements) $20,000
C01048301.589000 (Neilson Way Improvements) $95,000
TOTAL $115,000
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RECOMMENDATIONS
It is recommended the City Council:
1. Authorize the City Manager to negotiate and execute a professional services
contract with Willdan, Inc. for an amount not to exceed $360,000 including
contingency, for the development of construction drawings and specifications for
Phase 2 Crosswalk Enhancements.
2. Authorize the City Manager to negotiate and execute an amendment to
Professional Services Agreement No. 7583 (CCS) by $115,000, for a total
amount not to exceed $340,000 including contingency, to provide construction
management services for Phase I of the Crosswalk Enhancement Program.
3. Authorize the Director of Planning and Community Development to issue any
change orders to complete additional work within budget authority and in
accordance with the Administrative Instruction on change orders.
4. Adopt the attached resolution authorizing the City Manager to execute a Letter of
Agreement with the Los Angeles County Metropolitan Transportation Authority
for the receipt of Crosswalk Enhancement grant funding approved in MTA?s 2000
Call for Projects process.
Prepared by: Suzanne Frick, Director of Planning and Community Development
Ellen Gelbard, Deputy Director of Planning and Community Development
Lucy Dyke, Transportation Planning Manager
Attachment - MTA Grant Agreement Resolution
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