SR-06-10-2014-3MCity Council Meeting: June 10, 201 ^4,�
Agenda Item:
To: Mayor and City Council
From: David Martin, Planning and Community Development Department Director
Subject: Amendment to Professional Services Agreement with Ryan Snyder and
Associates
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to Contract No. 9618 in the amount of $15,000 with Ryan
Snyder Associates, a California -based company, to provide additional design consulting
services for the Santa Monica High School (Samohi) Safe Routes to School project.
This will result in a two -year amended contract with a new total amount not to exceed
$174,944.
Executive Summary
On July 24, 2012 the City Council authorized a contract with Ryan Snyder and
Associates in the amount of $159,944 for the design of intersection, crosswalk, street,
signage and bike storage improvements at Santa Monica High School (Samohi) for the
Safe Routes to School project. The initial contract was funded by a grant from the
California Department of Transportation (Caltrans). A contract modification of $15,000
would provide for additional scope of work in support of completing the construction
drawings for the proposed improvements at Samohi.
Background
The Samohi Safe Routes to School project is funded by a grant from the California
Department of Transportation (Caltrans) that was awarded in August 2009. The City
received notice to proceed from Caltrans in October 2011 which allowed the City to
begin advertising and selection for design services. The project is contracted in two
phases, the first for planning, design and preparation of construction drawings, and the
second for the construction of improvements. The proposed amendment would be to
the first phase contract, which was originally awarded on July 24, 2012. On February
11, 2014 Council approved the concept plans for preparation of construction drawings.
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The second phase contract will be bid following completion of the construction
drawings.
Discussion
Preparation of the project construction drawings is underway following Council approval
of the concept design in February 2013. The proposed contract amendment and
additional scope of work include traffic signal and curb design included in the concept
design, but not originally anticipated in the phase one contract and prior to survey work.
The expanded scope of work exceeds the original grant- funded contract amount of
$159,944; as such, the additional work in the amount of $15,000 would require
amendment of the Professional Services Agreement with Ryan Snyder and Associates.
Contractor Selection
On May 3, 2012, a Request for Proposals (RFP) was issued to select a consultant to
complete the first phase of work. A total of five firms responded to the RFP which was
advertised on the City's online purchasing site. Interviews with the top three scoring
teams were held June 2012. Based on the selection criteria in SMMC 2.24.072 as well
as the granting agency, Caltrans' Local Assistance Procedures Manual, the selection
panel unanimously recommended the team lead by Ryan Snyder and Associates for the
project.
FA
Financial Impacts & Budget Actions
The contract modification to be awarded to Ryan Snyder and Associates is $15,000, for
an amended contract total not to exceed $174,944. Funds are available in the
FY2013 -14 budget in division 01267; the contract will be charged to account
01267.555060.
Prepared by: Michelle Glickert, Senior Transportation Planner
Approved:
David Martin, Director
Planning and Community Development
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Forwarded to Council:
Rod Gould
City Manager