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SR-11-23-2010-3N~® ~ ~;,Yof City Council Report Santa Monlca~ City Council Meeting: November 23, 2010 Agenda Item: , ~~ To: Mayor and City Council From: Eileen Fogarty, Director, Planning & Community Development Subject: Contract Amendment with Cityworks Design for design integration and specifications related to the Expo Light Rail Project. Recommended Action Staff recommends that the City Council authorize the City Manager to negotiate and execute an amendment to Contract #9172(CCS) with Cityworks Design in the amount of $125,000 for a total contract amount of $492,799 to provide continued technical support on a time and materials basis for design integration. and specifications related to the Expo Light Rail Project. Executive Summary Cityworks Design is assisting the City in developing design solutions to integrate the Expo light rail line (Expo LRT), particularly in the Colorado Avenue street-running portion and prioritize functionality to address Santa Monica's vision as established by the Land Use & Circulation Element (LUCE). As part of the planning effort anticipating the Expo LRT, Cityworks Design and its- subcontractors developed design recommendations, cost estimates, traffic and roadway recommendations and analysis of utility location conflicts, culminating in a comprehensive package of City light rail integration standards that were given to both of the competing design-build teams through the Exposition Construction Authority (Expo CA). As the Expo CA proceeds with the next phase of design, there will be a continued need for technical expertise to address the street-running portion of the line, including the poles, wiring and trackway specifications, streetscape design, refinement of possible betterment requests, and cost estimating. In order to be able to respond quickly as these needs arise, staff is requesting to amend the Cityworks Design contract by an amount not-to-exceed $125,000, bringing the total not-to-exceed contract amount to $492,799. Background The. selection process for the initial contract to develop Light Rail Integration Standards was initiated on October 27, 2009, with distribution of a widely advertised RFQ to develop a consultant list for Expo LRT design related efforts critical to the City. Five 1 firms out of 22 submittals were selected to prepare proposals to develop design and integration criteria for the street-running portion of the Expo LRT, including recommendations for portions of the light rail trackway design. On February 9, 2010, City Council authorized a contract with Cityworks Design and a team of select technical sub-consultants to provide assistance to the City in the Expo Light Rail integration effort. Cityworks Design is a small firm, whose principal, Lisa Padilla, has led numerous urban design projects related to light rail development in the Los Angeles region. Ms. Padilla is partnered on this contract with landscape architect Patricia Smith ASLA, and sub-consultants include KPFF (engineering), Francis Krahe & Associates (lighting), Lenax (cost estimating) and Fehr & Peers (multi-modal access consultation). Their work-to-date has shown high quality while meeting the very aggressive deadlines dictated by the schedule. set by the Expo CA. The team has been instrumental in identifying issues, analyzing site information and Metro performance criteria, developing a range of creative site-specific solutions for Colorado Avenue, and cost estimating. Discussion In September, the Expo CA's two design-build teams submitted plans to the City for a "Stage A" plan check, which was the City's first opportunity to review and comment on proposed track and pole location details, on-street and off-street parking, turning radii, traffic signals, utility conflict solutions, sidewalk widths, street trees, landscaping, stormwater run-off capture, lighting, station design and interface, and aerial structures. Staff anticipates receiving responses from the Expo CA in December. Many of staffs comments were informed by the light rail integration criteria, which were largely not incorporated into the plans submitted by either design-build team. Once adesign-build team has been selected to complete the Expo Phase II project, the next level of more detailed design development will begin. The proposed contract will allow Cityworks Design and its sub-contractors to continue to assist the City to refine design options, prepare cost estimates, and evaluate alternatives to encourage the Expo CA to construct infrastructure that facilitates the long-term objectives articulated in the LUCE. 2 The contract continues to be on a time and materials basis with flexibility to allow the consultants to respond to the City's needs as the project evolves. Financial Impact and Budget Actions The contract to be awarded to Cityworks Design is in the amount of $125,000. Funds are included in the FY10/11 budget in Account #0200224.589065 (Prop A Rail Reserve). Prepared by: Elizabeth Bar-EI, AICP, Senior Planner Approved: ~ ("~ ~% ~~>-~-E Eileen P. Foga ,Direct r Planning & Community Development Department Forwarded to Council: Rod Gould City Manager 3 Reference Amended Contract No. 9172 (CCS).