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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,
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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
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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
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FUNDS REQUIRED
Contract $ 266,000
Contingency $ 53,000
Total Funds ReqUired $319.000
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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
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Attachments A CIS RehabdJtatJon and Replacement Project LocatIon DescriptIon
B Map, CIS Project Locations
C Scope of Strategic Plannrng and Public Relations Activities
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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
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Attachment 8
Coastal Interceptor Sewer
Rehabilitation and Replacement Project
Location Map
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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
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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
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