SR-410-008
EPWM: CP: AA: BZ F:\DATA\SPFILES\Sp1655 Transit Mall\cc1655-PR-2.doc
Council Meeting: September 26, 2000 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Authorize the City Manager to Negotiate and Execute a
Multiyear Contract with Harris and Company for Construction Mitigation,
Public Outreach, and Liaison Services in Conjunction with the Transit Mall,
th
4 Street Improvements, and the Street Resurfacing Projects
Introduction
This report recommends that the City Council authorize the City Manager to negotiate and
execute a multi-year contract with Harris and Company in an amount not to exceed
$175,000 for construction mitigation, public outreach, and liaison services for the Transit
th
Mall, 4 Street Improvements, and the Street Resurfacing construction projects; and
approve a contingency in the amount of $30,000.
Background
In January 2001, the City is planning to begin the construction of the Transit Mall project,
which will create a transit-oriented and pedestrian friendly atmosphere in the downtown
area. The Transit Mall is Phase II of the Downtown Urban Design Plan approved by the
City Council in July 1997. The Transit Mall improvements include the construction of transit
priority lanes on the south side of Santa Monica Boulevard and north side of Broadway,
between Ocean Avenue and Fifth Street. The project also will include the addition of wider
sidewalks, street furniture, pavement treatments, new street trees, street lighting, and
1
public art in the downtown area.
Fourth Street improvements include the removal and replacement of existing deteriorated
pavement, trip hazard sidewalks, damaged curbs and gutters, and the construction of a
concrete lane on the westerly side of the street. The anticipated project completion date is
June 2002.
The Street Resurfacing Program includes street resurfacing, slurry sealing and repairs to
curbs, gutters, sidewalks, and concrete bus pads, scheduled for the Downtown in 2001-
2002.
Discussion
th
The Transit Mall project, 4 Street improvements, and the Street Resurfacing Program will
be highly visible and will significantly disrupt traffic, parking, and access to residences,
businesses and downtown parking lots during the construction period. The project will
affect some of the City's most traveled thoroughfares (e.g., Santa Monica Boulevard) and
popular destination points. There will be unavoidable noise and construction 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 these
2
improvements, for local residents, 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, anticipate and respond to problems, promote the downtown and
create solutions. The firm will work closely with Engineering, Big Blue Bus, and Bayside
District staff throughout the planning and construction phases.
The firm will design a community relations plan to provide information about the critical
necessity and benefits of the project and to respond to concerns raised by those affected
by the project. The community outreach firm also will develop a plan to mitigate the
impacts of construction after meeting with City staff, residents and businesses and will
make recommendations for fine-tuning that plan as needs arise during construction. The
plan will serve to guide the City's engineers in planning the construction operation and
addressing issues of scheduling, traffic control, and noise control. It is critical that the
outreach and strategic planning begin now, so there is no lag between communication
conducted thus far by staff and the comprehensive efforts necessary when construction
begins.
The firm will provide a staff person to respond to questions and concerns 24 hours a day
during construction phases, and to plan, attend and support City staff at public meetings,
produce all written communications, and provide bilingual services.
3
A Request for Proposal for public outreach services on the Transit Mall and other projects was
issued on December 27, 1999. Responses were received from three firms. A staff committee
including representatives from the City Manager’s Office, the Bayside District, Transportation
(Big Blue Bus), and Environmental and Public Works Management Departments was formed to
review the responses and interview all three firms. The committee determined that the
proposals and the proposed teams did not meet the City’s criteria. The selection criteria
included whether the respondent showed an understanding of the work and planned approach,
extensive experience with similar work, and qualifications of staff. A revised Request for
Qualifications was issued on April 4, 2000. Two responses were received. The committee
reviewed the responses, interviewed the two firms and recommended the firm of Harris and
Company for the public outreach services for these projects.
Harris and Company is based in El Segundo and has the best combination of experience
and skills to satisfy the public outreach needs of these projects. Harris and Company has
served as public outreach consultant to the City of Santa Monica on various sewer
projects, and to the City of Los Angeles and other agencies on major public works projects,
and their work has been exemplary.
4
Budget/Financial Impact
FUNDS REQUIRED
Contract................................................$ 175,000
Contingency..........................................$ 30,000
Total Funds Required............................$205,000
Funds are available in the following CIP accounts:
Account Contract Contingency Total
C01015200.589000 $45,000 $5,000 $ 50,000
C41045899.589000 $130,000 $25,000 $155,000
Total $175,000 $30,000 $205,000
Recommendation
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a multi-year contract with
Harris and Company for construction mitigation, public outreach, and liaison
services in conjunction with the Transit Mall, 4th Street Improvements, and the
Street Resurfacing projects in the amount of $175,000; approve contingency
amount of $30,000.
2. Authorize the City engineer to authorize any necessary change orders to complete
additional work within budget authority.
5
Prepared by: Craig Perkins, Director of Environmental and Public Works Management
John Catoe, Director of Transportation
Anthony Antich, P.E., City Engineer
Bill Zein, P.E., Sr. Civil Engineer
Stephanie Negriff, Transit Development Manager
Judy Rambeau, Assistant to the City Manager, Community Relations
6