SR-09-11-2012-3ICity Council Meeting: September 11, 2012
Agenda Item: J Z
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Professional Services Agreement for Pier Bridge Replacement Project
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a professional services agreement with T.Y.LIN International, a California -
based company, in an amount not to exceed $850,000 to provide public outreach,
conceptual design, and environmental documentation services for the Pier Bridge
Replacement Project.
Executive Summary
The Pier Bridge is an existing concrete structure connecting Ocean Avenue to the Santa
Monica Pier. Constructed in 1939, the bridge is structurally and functionally deficient.
The Pier Bridge Replacement Project (Project) is intended to replace the existing
structure to improve pedestrian, bicycle, and vehicular access to the Pier utilizing
federal transportation grant funds.
In March 2012 the City issued a Request for Qualifications for bridge engineering and
associated services. Staff recommends T.Y.LIN International to provide public
outreach, conceptual design, and environmental documentation services for the Pier
Bridge Replacement Project in an amount not to exceed $850,000.
Background
On August 20 2010, Council authorized staff to proceed with initiation of a project to
replace the Pier Bridge and prepare and submit an application for federal transportation
funding. Subsequently, the proposed bridge replacement project was determined to be
eligible for Federal funding under the Highway Bridge Program.
Discussion
The Pier Bridge is an existing concrete structure connecting Ocean Avenue to the Santa
Monica Pier. The bridge was built in 1939 and is nearing the end of its useful life. The
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bridge is considered to be structurally deficient as it is potentially vulnerable to damage
from a significant seismic event. Additionally, the bridge is considered functionally
obsolete as it has very narrow sidewalks, tall curbs, and a steep slope. The Project is
anticipated to provide a wider, multi -modal bridge, in compliance with current design
and seismic standards. Two major objectives of the Project are: 1) to create a safe and
innovative structure suitable to the coastal environment and the City's dynamic urban
culture while protecting iconic and historical values of surrounding elements; and 2) to
provide improved pedestrian and bicycle access to the Pier.
Following the federal project application process, staff requested authorization from
Caltrans for the preliminary engineering phase of the Project which includes design,
public outreach, and environmental review and clearance. The Federal Highway
Administration (FHWA) and Caltrans have authorized this phase to begin and a funding
reimbursement agreement for all preliminary engineering services between the City and
Caltrans (on behalf of FHWA) has been executed in an amount not to exceed
$1,250,000. Preliminary Engineering services costs will be reimbursed under this
authorization. Preliminary Engineering services include concept design, preliminary
studies, environmental clearance, and final design. The Federal Highway Bridge
Program typically reimburses 88.53% of the cost of the project with a local match
requirement of 11.47 %. For this project, Caltrans has authorized the use of "Toll
Credits," which covers the 11.47% in lieu of local funds to meet the grant match
requirement; therefore, this Project is 100% federally funded for federal participating
costs. Although the Project is 100% reimbursable by federal funds, $50,000 is
budgeted for services that are considered not federally participating. Unusual
architectural treatments are generally not participating costs.
Currently, federal funds for the construction of the Project are programmed with
Caltrans for FY 2015 -16. A request for authorization of federal funds for the
construction phase will be submitted once the final design is complete. It is anticipated
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that the federal participating construction cost of the Project will be 100% reimbursed as
well.
In accordance with federal funding requirements, the implementation of the Project must
comply with the applicable federal, state, and local laws including compliance with
environmental law. The professional services recommended in this report are essential
to the implementation of the Pier Bridge Replacement Project. Staff will return to
Council upon completion of the environmental review phase to request project approval
and additional budget authority for the final design and preparation of construction
documents for the Project.
Consultant Selection
On March 26, 2012, a Request for Qualifications (RFQ) was posted on the City's online
bidding site for professional services to provide complete environmental, engineering,
and design services for the replacement of the Pier Bridge. Seven consulting firms
obtained the RFQ. On April 19, 2012, three proposals were received from the following
firms: Moffat & Nichol, URS Corporation, and T.Y.LIN International. A selection
committee consisting of staff from the Planning and Community Development
Department, the Public Works Department, and the Office of Pier Management
reviewed the statements of qualifications.
On May 15, 2012, the selection committee conducted interviews with all three firms.
The selection process followed the consultant selection guidelines set forth by Caltrans
and FHWA for federally funded projects. Caltrans' guidelines for professional services
require that services agreements be awarded based on demonstrated competence and
professional qualifications. Federal guidelines prohibit the cost of services to be used
as selection criteria. Therefore, the selection criteria included the following:
understanding of the project's scope, experience on similar projects, qualifications of the
proposed staff, familiarity with State and Federal procedures, capability of developing
innovative or advance techniques, and demonstrated technical ability.
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Based on the selection criteria, T.Y.LIN International is recommended as the most
qualified company for the Project in accordance with Caltrans and FHWA specifications.
During the selection process, T.Y.LIN International demonstrated that it was the best
firm for proposing the most qualified project team with the best relevant project
management experience on similar bridge projects. T.Y.LIN International demonstrated
that its in -house project design team was the most cohesive and multi - disciplined.
T.Y.LIN International will provide public outreach, conceptual design, and environmental
documentation services for the Project.
Financial Impacts and Budget Actions
The contract to be awarded to T.Y.LIN International will not exceed $850,000. Funds
will be reimbursed as authorized through Caltrans. Funds in the amount of $850,000
are included in the FY 2012 -14 Capital Improvement Plan budget in the following
accounts:
FY 2012 -13 FY 2013 -14
C010655.589000 $ 50,000
0200655.589000 $300,000 $500,000
TOTAL: $350,000 $500,000
Prepared by: Selim Eren, Civil Engineer
Approved:
Forwarded to Council:
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Martin Pastucha Rod Gould
Director of Public Works City Manager
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Reference Contract No.
9642 (CCS)