SR-1000-008 (2)
EPWM: CP: AA: SL: DB \SP1609\CC1609.doc Santa Monica, California
Council Meeting: March 28, 2000
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Authorize the City Manager to Negotiate and Execute
a Professional Services Contract with CH2M HILL Inc. for Program
Management Services for the Santa Monica Big Blue Bus Facility
Expansion
Introduction
This report recommends that the City Council authorize the City Manager to negotiate
and execute a professional services contract with CH2M HILL Inc., in an amount not to
exceed $2,175,000 for program management of the Santa Monica Big Blue Bus Facility
Expansion (BBB) and approve $325,000 in contingency funds for the contract.
Background
The BBB’s Service Improvement Plan, adopted by City Council on February 25, 1997,
calls for increasing the bus fleet by 25%. This growth will require additional space to
properly house and sustain the increased number of buses, drivers, support personnel
and workspace needed. The BBB fleet is expected to grow from 153 to 205 buses
within the next two years with the expansion of service.
Three years ago the City retained the Consulting team of RNL Design (RNL) to prepare
a master plan for improvements to the BBB facilities. RNL assessed the condition of
the existing buildings and site utilities and developed a preferred scheme for the facility
expansion.
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The planned improvements to the BBB site include a new fuel island and bus wash
facility that will accommodate Liquefied Natural Gas (LNG) for buses, Compressed
Natural Gas (CNG) for fleet vehicles, diesel and unleaded gasoline; a new energy
efficient Maintenance Building expansion; remodeling and seismic upgrades to the
existing Administration Building; and construction of a parking structure and leased
office space.
Discussion
On September 21, 1999, a Request for Qualifications (RFQ) was issued to twenty-
seven qualified consulting firms for program management of the BBB Expansion. On
October 21, 1999, eight proposals were received from Black and Veatch Corporation,
Harris and Associates, Carter-Burgess, Bovis Construction Corporation, The JCM
Group, Daniel Mann Johnson and Mendenhall, O’Brien Kreitzberg/STV Incorporated
and CH2M HILL Inc.
A selection committee consisting of a Senior Civil Engineer, a Civil Engineer, the BBB
Maintenance Manager and the BBB Facilities Maintenance Manager evaluated the
proposals and developed a short list of five firms to interview. The selection criteria
included the firm’s understanding of the project’s scope; direct experience with large
complex multi-functional projects; approach to work; technical competence and
qualifications of the proposed staff; ability to meet the desired time frames; cost of
services; and innovative design capabilities.
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The program manager will be responsible for coordinating the selection of the
architectural and engineering firm, obtaining Board Commission approvals, reviewing
design documents, managing construction, scheduling tasks, phasing work, project start
up, and warranty administration. The estimated duration of this contract is three years
from contract execution.
Staff recommends CH2M HILL Inc. to perform program management services for the
BBB Expansion Project because it has had extensive experience with similar large
multi-functional projects for other public agencies. In addition, CH2M HILL proposed a
schedule that was closely aligned with the project completion goals, proposed the
option of a design-build approach on individual components of the project, and
suggested the use of "partnering" the project team to expedite project delivery.
Staff contacted references for CH2M HILL Inc. regarding previous project experience.
Their projects have included the Foothill Transportation Corridor for the County of
Orange; the Port of Hueneme Terminal and Multimodal Expansion Project for Oxnard
Harbor District; State Route 91 improvements for the California Department of
Transportation; and a hazardous waste facility at the Marine Corps Air Station (MCAS),
El Toro facility.
The representatives of agencies contacted commended the CH2M HILL Inc. team as
being very knowledgeable and competent, professional and able to perform within
project timelines, manage budgets and control costs.
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Budget/Financial Impact
Funds required for the program management of the BBB expansion are:
Contract……………..……………………………$2,175,000
Contingency…………………………………… $ 325,000
TOTAL FUNDS REQUIRED $2,500,000
Funds are available in the amount of $2,500,000 in Account No. C41010499.589000,
“Transportation Facility Improvements.”
Recommendation
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a professional services
contract for program management of the BBB facility expansion with CH2M HILL
Inc. in an amount not to exceed $2,175,000 and approve $325,000 in contingency
funds for the contract; and
2. Authorize the City Engineer to issue any necessary modifications to the contract to
complete additional work within budget authority.
Prepared by: Craig Perkins, Director of Environmental and Public Works Mgmt.
Anthony Antich, P.E., City Engineer
John Catoe, Director of the BBB
Roy Neva, Facilities Maintenance/Vehicle Eng. Manager
Dave Britton, P.E., Sr. Civil Engineer
Spiros A. Lazaris, P.E., Project Manager
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