sr-021412-3gCity Council Meeting: February 14, 2012
Agenda Item:
To: Mayor and City Council
From: David Martin, Director, Planning & Community Development Department
Subject: Contract Amendment for Bicycle Transportation Infrastructure Design
Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to Professional Services Agreement #2263 in the amount of
$35,812 with IBI Group, Inc., a Toronto -based company, to provide transportation
engineering design and planning services in order to develop construction -ready bicycle
facility design plans. This will result in a total agreement amount of $105,000.
Executive Summary
The City has contracted with the IBI Group to prepare bicycle facility design plans to
improve access to the new Bike Center. An opportunity to broaden access through the
City's current Annual Resurfacing Project contract require additional services. Staff is
seeking Council approval to have IBI develop construction -ready plans in order to
implement additional bike facility plans as a part of this year's resurfacing program. The
IBI Group amendment is for an amount not -to- exceed $35,812, bringing the total not -to-
exceed agreement amount to $105,000.
Background
The IBI Group, a firm with extensive experience in bicycle facility design and
implementation of "complete streets," was selected in July 2011 to complete the design
of bicycle facilities to access the new Downtown Bike Center. The project is a two -
stage effort, with the first stage coinciding with the opening of the new Bike Center in
Downtown Santa Monica, and focusing on the design of new roadway striping and
signage improvements in the areas immediately surrounding the new Bike Centers.
The second stage focuses on the development of broader access plans and facilities
city -wide. Initially, this second stage was envisioned to include selected roadways
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proximate to the new Bike Centers, and the project scope and budget reflected a
relatively focused area.
Discussion
To -date the IBI Group has completed design plans for bicycle facility improvements on
the streets immediately surrounding the Downtown Bike Centers. This was the first
stage of a two -stage effort, and these designs were constructed immediately prior to the
grand opening of the new Bike Centers. For the second stage, IBI would develop
design plans for additional bicycle facilities city -wide.
The Public Works Department is currently implementing its Annual Street Resurfacing
Project. In recent years staff from the Public Works and Planning and Community
Development Departments coordinated restriping of roadways as part of the resurfacing
program. Planning and Community Development Department staff has identified
bicycle facilities (e.g., bike lanes, shared lane markings) called for in the recently
adopted Bicycle Action Plan (BAP) that, if designed in a timely manner, could be
implemented as a part of the current Annual Street Resurfacing Project at minimal cost
to the resurfacing program. This would result in cost savings in excess of $50,000, as a
separate procurement would not be required to install new bicycle facility striping at a
later date.
Contractor /Consultant Selection
City staff typically contract out for facility design services, particularly those that
encompass multiple streets and intersections. In April 2011 the City released an RFP
for the design of bicycle facilities to access the new Bike Center. The IBI Group was
selected based on their extensive experience in the planning, design, and
implementation of bicycle infrastructure improvements. The proposer provided
excellent qualifications related to the design and implementation of similar facilities in
California, Washington, and in Portland, Oregon. The initial agreement was less than
$70,000, and therefore was not subject to Council approval according to the City's
purchasing requirements.
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Next Steps
Within the next two months, IBI would prepare design plans for additional bicycle
facilities to be incorporated into this fiscal year's Annual Resurfacing Project.
Financial Impacts & Budget Actions
The agreement modification to be awarded to IBI Group is $35,812, for a new
agreement total of $105,000. Funds are included in the FY2011 -13 budget at account
0207011.589054.
Prepared by: Sam Morrissey, P.E., City Traffic Engineer
Approved:
David Martin
Director, Planning and Community
Development Department
Forwarded to Council:
Rod Gould
City Manager
Reference Contract No.
9548 (CCS).