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sr-121410-3dsty until City of Santa f~Yonica° City Council Meeting: December 14, 2010 Agenda Item: 3-D To: Mayor and City Council From: Eileen Fogarty, Director, Planning and Community Development Subject: Real-Time Beach Parking Project Recommended Action Staff recommends that the City Council authorize the City Manager to negotiate and execute a Professional Services Agreement with Kimley-Horn and Associates, Inc.., a North Carolina based company, for an amount not to exceed $110,000 to provide project design services for the preparation of plans, specifications and estimates for the installation of the Real-Time Beach Parking project. Executive Summary This project will design services of a real time parking and travel information signs for motorists traveling to Santa Monica beach parking lots adjacent to the Pier, on Ocean Avenue and Palisades Beach Road. Signs placed near the Santa Monica Freeway will also display parking information for garages in the Downtown area. All signs will display clear and concise parking information at the entrance to each parking lot and at key gateways to the City. When central parking lots fill up, the signs will help to distribute traffic, increase the efficiency of existing parking resources, and reduce traffic congestion. Kimley-Horn and Associates is recommended to provide design plans, specifications, and engineering estimates for this project at a cost not to exceed $110,000. Discussion The City received a $533,000 grant from the Los Angeles County Metropolitan Transportation Authority (Metro) in January 2009 to install signs that will display real- time parking information available to motorists destined for Santa Monica beach parking lots. The grant specifies that an additional $286,000 must be provided through City local match funds. This project involves the installation dynamic message signs (DMS) to disseminate parking information to motorists visiting. Santa Monica beaches. Only local match funds will be used for the design portion of this project. 1 The project will occur within existing beach parking lots operated by the City of Santa Monica or immediately adjacent to the parking lot entrances on property owned and maintained by the City of Santa Monica. Two types of DMS will be used to achieve the project goals (see Attachment A). Similar to the existing signs in front of the downtown .parking garages, small 4-digit DMS will be installed at the entrance to the following lots: • 810 Palisades Beach Road (Lot 8 North) 1150 Palisades Beach Road (Lot 3 North) • 1500 Palisades Beach Road (Lot 1 North) • The Santa Monica Pier Deck • 2030 Ocean Avenue (Lot 4 South) • 2600 Barnard Way (Lot 5 South) The second type of DMS is a full matrix sign that is capable of displaying multiple lines of text and graphics. These DMS will be placed at strategic locations near City entrances. The DMS will be integrated with the City's parking availability system and display messages directing motorists away from the freeway to the nearest available parking facilities. The signs are planned to be installed at the following locations: • Along the Lincoln Boulevard off-ramp - • Along the 4th/5th Street off-ramp • Along Palisades Beach Road southbound • Along Ocean Avenue • Along Neilson Way The DMS will also have the capability to display custom messages and will assist the management and diversion of traffic during special events, planned closures, or unexpected incidents. The final locations for sign installation will be determined in 2 coordination with other City departments, including Community and Cultural Services, Finance, Information Systems, and Public Works. Contractor/Consultant Selection On September 13, 2010, a Request for Proposal (RFP) was sent to several design firms, soliciting proposals to prepare bidding documents, construction drawings, and cost estimates to implement the project. The RFP was also posted on Planet Bids, the City's electronic bidding system. On October 7, 2010, nine proposals were received from the following firms: URS, RBF Consulting, Iteris, Kimley-Horn and Associates, Delcan, Minagar and Associates, KOA Corporation, PBS&J, and IBI Group. A selection committee consisting of staff from the Planning and Community Development and Information Systems Departments reviewed the proposals. Based on the proposals and the selection criteria outlined in the RFP, the selection committee recommended Kimley-Horn and Associates, Inc. to provide design services for this project. The Kimley-Horn team met and exceeded all of the requirements and criteria. They demonstrated proficient skills and tools in managing a project of this size and scope. Specifically, Kimley-Hom demonstrated an understanding of parking guidance systems on similar projects in San Jose, Pasadena, and Burbank. The firm's qualifications were supported through client references. Kimley-Horn also has the staff resources and availability to complete the project within the aggressive schedule. Lastly, Kimley-Horn's budget was reasonable relative to all other short-listed firms and adequate to complete the job. 3 Financial Impacts & Budget Actions The contract to be awarded to Kimley-Horn is $110,000. Funds are available in account 0017005.589000 -Real Time Beach Parking Signs. Prepared by: Andrew Maximous, P.E., Transportation Engineer Approved: Forwarded to Council: o ~/ '---~.'..~.-~ Eileen Fogart ' (~ Rod Gould Director, Plan~g d munity City Manager Development 4 Attachment A -Sample Dynamic Message Signs 5 Reference Contract No. 9303 (CCS).