SR-06-25-2013-3Q - 500-006 / 911-000City Council Meeting: June 25, 2013
Agenda Item: 03'a
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Professional Services Agreement Modification for Corporation Yard
Master Plan
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a fourth modification to
Professional Services Agreement No. 9129 (CCS) in the amount of $16,640
(includes a 10% contingency) with RNL Interplan, Inc., a California -based
company to provide an additional phasing plan to complete the Corporation Yard
Master Plan. This fourth modification would result in a one -year amended
agreement for a new total amount not to exceed $359,980.
2. Appropriate the budget increases as outlined in the Financial Impacts and
Budget Actions section of this report.
Executive Summary
On October 13, 2009, Council approved an agreement with RNL Interplan, Inc. (RNL) in
the amount of $230,000 to update the 2002 Corporation Yard Master Plan. The update
was substantially completed in July 2010. Contract modifications in the total amount of
$113,340 were approved by Council on September 13 2011, February 14 2012 and
September 11 2012. Upon further assessment, additional phasing plans are required to
complete the Corporation Yard Master Plan. Staff recommends a fourth modification of
$16,640, for a total contract amount not to exceed $359,980.
Background
On October 13, 2009, Council approved Professional Services Agreement No. 9129
with RNL, in the amount of $230,000, to update the Corporate Yard Master Plan from
2002. The updated plan was substantially completed in July 2010.
Consultant Selection
On August 2, 2009, the City issued a Request for Qualifications (RFQ) for design
services. City staff received nine responses. A selection committee comprised of staff
from Public Works, Community Maintenance, and Fire Department independently
reviewed the qualifications, rating submittals based on selection criteria including direct
experience on similar projects, record performing public sector work, hourly rates for
services, understanding of the project's scope, approach to the work, qualification of
proposed staff, and scheduling of project activities. Following review of responses to
the RFQ, the selection committee recommended RNL Interplan, Inc., as the most
qualified firm.
RNL Interplan, Inc., has successfully completed in excess of 100 public works,
maintenance, operations and transportation facilities in the USA including master
planning of corporation or maintenance yards in many California cities. The firm's work
within the City of Santa Monica includes the Big Blue Bus Facility Expansion Master
Plan, the LNG /CNG Fuel and Wash Facility for the Big Blue Bus, and completion of the
2002 Master Plan for the Corporate Yard.
On September 13, 2011, Council approved a first modification of $41,435 to
Professional Services Agreement No. 9129 with RNL to complete the Corporation Yard
Master Plan. The additional scope of work included:
• Revising the plan area configuration.
• Finalizing a program for the new components.
Identifying and adding two additional operations on the site.
The phasing plan for implementing the site improvements was also revised. The
recycling operation area was originally included the Corporation Yard Master Plan.
However, after further analysis, it was decided to move the recycling operation offsite.
This change provided an opportunity to revisit the use of that space in the Corporation
Yard Master Plan.
E
On February 14, 2012, Council approved a second modification of $37,591 to
Professional Services Agreement No. 9129 with RNL to conduct a study, focusing on
the best and most practical approach to build on the areas above the compressible fill.
The scope of work included performing additional borings to the site and analysis of
three possible approaches:
• Utilize structural slabs on piles at the buildings and vehicular circulation areas
• Remove the landfill and import engineered fill
• Amend the soil to stabilize the existing soil
On September 11, 2012, Council approved a third modification of $34,314 to
Professional Services Agreement No. 9129 with RNL to conduct further assessment of
the compressible fill outside the boundary of the Corporation Yards site. Previous
geotechnical studies were limited to the Corporation Yards site. Additional geotechnical
borings were completed in the adjacent Stewart Park to provide details on the extent
and depth of the fill depth that was previously insufficiently documented.
Discussion
RNL has provided multiple planning studies for the reconfiguration of the Corporation
Yard Site and the related construction phasing. Plans developed under the original
scope require large funding investments. An additional phasing plan would facilitate
construction under current budget constraints by breaking the reconfiguration of the
Corporation Yard site into smaller increments that would be completed over time as
funding becomes available. Staff recommends a fourth modification to Professional
Services Agreement No. 9129 with RNL to conduct an additional construction phasing
plan and cost estimation for the additional phasing plan for the Corporation Yard site.
Financial Impacts & Budget Actions
The fourth agreement modification to be awarded to RNL Interplan, Inc. is $16,640
(includes a 10% contingency), for an amended agreement total not to exceed $359,980.
Funds in the amount of $2,389 are included in the FY2012 -13 Capital Improvement
Program budget at account P014028.589000 and $4,251 is available in account
3
01401.555060. Award of the agreement modification requires an additional $5,000
budget appropriation to P254028.589000 and a $5,000 budget appropriation to
P314028.589000.
Prepared by: Tom Afschar, Architect
roved:
Martin Pastucha
Director of Public Works
Is
Forwarded to Council:
Rod Gould
City Manager
Reference:
Contract No. 9129 (CCS)