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SR-6-H (52) CortAradztf- 73 SS' ~cs C,ff EPWM CP AA JS s \sp1727\cc1727a SEP 2 2 1sa3 Council Meeting. September 22, 1998 Santa MOnica, California ~ TO Mayor and CIty Council FROM City S taft SUBJECT RecommendatIon to Authorize the CIty Manager to NegotIate and Execute a Multiyear Contract with Hams & Company for Construction Mitigation. Public Outreach, and Liaison Services In Conjunction with Sewer Rehabilitation and Replacement In Pacific Coast Highway, Ocean Avenue, Mam Street, Neilson Way and Adjacent Streets Introduction This report recommends that the City Council award a contract to Hams & Company In an amount not to exceed $266,000 for construction mitigation. public outreach, and liaIson services for the sewer rehabilitation and replacement construction projects Background In early 1999, the City will begin a major program of sewer rehabllltatlon In Pacific Coast HIghway, Ocean Avenue, MaIn Street. NeIlson Way and adjacent neIghborhood streets (see Attachments A and B) The $36 6 million project IS necessary due to damage from the 1994 Northndge Earthquake and the City of Los Angeles' plans to dIvert dry weather surface flows from Its storm drain system Into the samtary sewer system, reducing pollutant discharge Into Santa Monica Bay In July 1998, a Request for Proposals was mailed to 21 firms expenenced In providIng public outreach services to government agencies Of the 21, seven submitted proposals, 1 (PH SEP 2 2 E:3 and three were selected for presentations and mtervlews by staff representing the Administration and EngIneering DIvIsions of Environmental and Public Works Management, and the City Manager's Office DIScussion The sewer projects will be highly VISible and significantly disrupt traffic, parking, and access to reSidences. businesses and beach parking lots The prOjects will affect some of the City's most traveled thoroughfares and popular destination pOInts (e g I PaCific Coast Highway and the Main Street shopping and dining district) There Will be unavoIdable nOIse and Vibration Impacts when construction IS underway It IS essential that reSidents and businesses are well Informed In advance of the projects, that their Ideas for mitigation are considered dUring the planning process, and that Information IS Widely available about the long-term value received from the sewer system Improvements, for both local reSidents and businesses, VISitorS and commuters It IS equally essential that publIc concerns be addressed promptly and appropriately 24 hours -a day dUring the construction periods The fIrm engaged Will be available throughout construction to answer questions. respond to problems, and create solutions The firm Will deSign a public relations plan to provide Information about the Critical necessity and benefits of the project The mitigation of construction Impacts Will be created by Hams after meeting with CIty staff, reSidents and bUSinesses The plan Will 2 ----- serve to gUide the City's engineers In prepanng construction specifications which address Issues of scheduling, traffic control, nOIse control It IS cntlcal that Hams begin the outreach and strategic plannIng process as soon as possible, In order to assist staff In the development of the bid specifications Hams & Company WIll proVIde a staff person to respond to questions and concerns 24 hours a day dunng construction phases Hams will plan, attend and support City staff at public meetings, produce all written communJcatJons, and provide bllmgual servIces. The firm will also develop a public outreach "how-to" gUide for staff to use for future public works projects The gUIde will be helpful to all departments undertaking projects which Impact commuters. VISitors, reSidents and bUSinesses (See Attachment C for the scope of publiC relations services as Itemized In the Request for Proposals) HarriS & Company IS based In El Segundo and has the best combInation of expenence and skIlls to satisfy the publiC outreach needs of these projects Hams & Company has served as public outreach consultant to the City of Los Angeles on vanous sewer program Issues, and comes highly recommended by all agencies for which they have worked BudaeUFlnanclal Imoact - . FUNDS REQUIRED Contract $ 266,000 Contingency $ 53,000 Total Funds ReqUired $319.000 " .) City staff IS currently negotiating with the City of Los Angeles to Include public outreach costs as a part of the overall Coastal Interceptor Sewer costs Although these negotlatlons Will not be concluded for several months, It IS anticipated that a portion of the costs Will be borne by the City of Los Angeles Pending resolution of negotiatIons, funds are avallable In account # 31-760-661-20099-8900-99124 Recommendation Staff recommends that the City Council 1 Authorize the City Manager to negotiate and execute a profeSSional services contract with Hams & Company In an amount not to exceed $ 266,000 for construction mitigation. public outreach, and liaison servIces In conjunction with sewer rehabilitation and replacement In PacifiC Coast Highway, Ocean Avenue, Main Street, Neilson Way and adjacent streets. and 2 Authorize the City Engineer to Issue any necessary change orders to complete additional work within the contingency amount Prepared by Craig Perkins. EnvIronmental & Public Works Management Director Anthony Antlch, PE, City Engineer F J Schroeder. P E , Sewer Repair Program Manager Susan Lowell, P E . Project Manager Carol Fox. Senior AdministratIve Analyst Judith Rambeau. Communications Coordinator 4 - - ~ Attachments A CIS RehabdJtatJon and Replacement Project LocatIon DescriptIon B Map, CIS Project Locations C Scope of Strategic Plannrng and Public Relations Activities 5 Attachment A Coastal Interceptor Sewer Rehabilitation and Replacement Project Location Description SpecifIc projects and planned construction schedules are as follows Ocean Avenue. PICO Boulevard and Main Street from Seaside Terrace to south Cltv limits Rehabilitate eXIsting 30". 36" and 39" sewers through an In-place lining process EstImated 8 months duratIon, begInning around April, 1999 PaCific Coast HIghway from north City limits to Moss Avenue Pumping Station Install new 54" sewer through a micro-tunneling process Estimated 9 months duration, beginning around September, 1999 Ocean Avenue and Neilson Way from SeaSide Terrace to south City limits Install new 39" and 42" relief sewer through conventional construction techniques Estimated 9 months duration, beginning January. 2000 Sewer Rehabilitation Package No 13 Rehabilitate earthquake-damaged sewers In the area bounded by Colorado Avenue, 4th Street south City limIts and the beach, through In- place lining and removal/replacement Estimated 6 months duration Starting date Will be determined as part of the publiC outreach to minimiZe publiC Impact 6 Attachment 8 Coastal Interceptor Sewer Rehabilitation and Replacement Project Location Map 7 t I 9.000 L.F. 54. SEWE . MOSS AVEMJE PUMPINGY OF SANT A MONICA 800 LF. DUAL 30trNER REHASILlr A TION 12.000 L.F. 30tr. 38.. : 7.000 LF. 39tr, 42trl\STAL INTERCEPTOR SYSTEM 10,000 LF. str.12tr,1S\OJACENT STREETS a REPLAC -. i i i ]~ i ~ l!I ~ [J ~c: ~ ~ ~ . -- ~ ~ City of SaataMGBlea Attachment C Scope of Strategic Planning and Public Relations Services 1 Review the City'S proposed sewer construction projects and other nearby construction projects and become familiar With areas to be affected 2 Meet WIth City staff and engineering consultants to Identify City and project objectives to Identify Involved community groups, and to determine what fleXibility eXists In the manner In which the construction and rehabilitation projects are designed and Implemented City staff Input Will be soliCited from the Office of the City Manager, Planmng & Community Development, TraffiC Management DIVISion, Cultural & CommunIty Services, Environmental & Public Works Management, and the Engineering DIVISion, Including the Sewer Repair Program Team 3 Prepare a recommended program of pre-construction public outreach actIVities to achIeve the follOWing a Acquaint reSidents and businesses In affected areas of the upcoming construction and rehabilitation projects b Communicate the long term value received from Infrastructure upgrading, and the value added/cost reduction aspects of FEMA cost reimbursement c Receive public Input on Issues of Importance and relative priOrities d Gain public understanding, acceptance and, hopefully, support of the proposed projects e Identify means by which negative public Impacts of the projects, such as business disruption, can be reversed or mitigated f Adherence, to the extent possible, to established project construction schedules The recommended program of pre-construcllon publiC outreach shall Identify actlvltJeS, participant roJes, schedules and estimates of program activIty costs 4 Participate In all pre-construction activitIes In the roles Identified In the recommended pre-construction program, and approved by the City 5 Prepare a recommended program of publiC outreach and public participation activities to be carned out dunng construction of the projects The recommended program shall Identify activities, participant roles, schedules and estimates of program activity costs For the Mam Street and Nielson Way segments of the projects, particular emphaSIS shall be on mitIgating business disruptions 6 Direct all public outreach and publiC participation activities dunng constructIon, under overall City gUidance 7 Develop and carry out an ongoing information dissemination program 8 Identify and tmplement tools to measure the effectiveness of the public outreach program on an ongoing baSIS Recommend program changes and corrective measures, If necessary 9 Develop public outreach gUidelines for use on other mfrastructure construction projects throughout the City 8 -