SR-11-25-2014-3C- i ty Counci
City of
Santa Monica`
City Council Regular Meeting: November 25, 2014
Agenda Item: ,—C
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works Architecture Services
Subject: Contract Modification for the Big Blue Bus Bus -Stop Improvement Project
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a seventh modification to
Professional Services Agreement No. 9043 (CCS) in the amount of $25,000 with
Lorcan O'Herlihy Architects, a California -based company, to provide additional
design services for the creation of new site specific plans due to unforeseen
added service changes for the Big Blue Bus (BBB) Bus Stop Improvement
Project. This would result in an amended agreement with a new total amount not
to exceed $1,009,992, with future funding contingent on Council budget approval.
2. Authorize the City Manager to negotiate and execute a second change order to
Contract No. 9758 (CCS) in the amount of $375,000 with West Valley Investment
Group, Inc., a California -based company, to replenish contingency funds from the
original contract used to construct extended network signs for the BBB Bus Stop
Improvement Project for a new total contract amount not to exceed $7,055,909.
This change order would not change the completion date of the contract.
3. Authorize the Director of Public Works to issue any necessary change orders or
modifications to complete additional work within budget authority.
Executive Summary
On March 3, 2009, Council awarded Professional Services Agreement No. 9043 (CCS)
to Lorcan O'Herlihy Architects (LOHA) for design services for the BBB Bus Stop
Improvement Project. On June 25, 2013, Council awarded Contract No. 9758 (CCS) to
West Valley Investment Group, Inc. for construction services for the project. The first of
the newly designed BBB Bus Stops were opened to the public on May 5, 2014.
Unanticipated changes were made to BBB routes and schedules as a result of growth
and the Expo line construction, resulting in the need for additional design services in the
amount of $25,000 and construction services in the amount of $375,000 to continue this
project. Staff recommends a seventh modification in the amount of $25,000 to
Agreement No. 9043 (CCS) with LOHA for a new agreement total in an amount not to
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exceed $1,009,992. Staff also recommends a second change order in the amount of
$375,000 for Contract No. 9758 (CCS) with West Valley Investment Group for a new
contract total in an amount not to exceed $7,055,909.
Background
Vendor Selection — Design Services
On March 3, 2009 Council authorized a professional services agreement with Lorcan
O'Herlihy Architects (LOHA) for the BBB Bus Shelter Redevelopment Program (now
referred to as the BBB Bus Stop Improvement Project). LOHA developed the shelter
design based on input received at outreach meetings with three BBB groups: bus riders,
bus drivers, and bus maintenance staff. The Cultural Affairs Art Commission and the
Architecture Review Board reviewed and commented on the proposed design. On
Januan/ 19 2010, LOHA presented the final design to Council. Following Council
approval, LOHA presented the final design at numerous BBB public outreach events
including the business improvement districts, transit riders, neighborhood associations,
business groups, the Convention and Visitor's Bureau, key boards and commissions
including the Commission for the Senior Community and the Disabilities Commission.
Vendor Selection — Construction
On August 24, 2011, the City solicited bids for the construction of the BBB Bus Stop
Improvement Project. Three bids were received; however, all three bids were found to
be non - responsive. Two bidders provided incomplete bids and one bidder did not
demonstrate a good faith effort in meeting the Underutilized Disadvantaged Business
Enterprise goal, a requirement in utilizing federal funds. On January 10 2012, Council
rejected all the bids due to incomplete submittals and /or insufficient documentation.
The bidding process revealed questions regarding the reliability of the solar panels.
The project team implemented a testing program for the proposed solar panel system to
determine if it would produce enough power to reliably power the real time signs (RTS),
which were proposed for the high volume stops. The RTS are a key feature to improve
bus rider experience by displaying a maximum of three lines of text with estimated
arrival times of incoming buses. Test results indicated insufficient power to consistently
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supply signs in suboptimal weather.
The project scope was revised to use solar panels to only power lights at high and
medium volume stops. Power for the RTS would instead use Power over the Ethernet
(POE) with new infrastructure to install POE connections. POE utilizes existing line
voltage for traffic control devices and converts it to low voltage suitable to run the RTS.
Bid documents were revised to simplify the bidding process. The revised project scope
was rebid on December 17, 2012. On June 25, 2013, Council awarded a construction
contract for the BBB Bus Stop Improvement Project to West Valley Investment Group in
an amount not to exceed $6,680,909.
Staff issued a Notice to Proceed to the contractor on September 5, 2013. The contractor
constructed a mockup of the stops and began manufacturing the approved units. Due
to complexities on the medium and high volume units (housing the real time signage
equipment) and long lead items (manufacturing and photovoltaic), the project team
developed a schedule to manufacture and install low volume stops before medium and
high volume stops in order to expedite project completion.
Discussion
The original bid included the installation of 1,244 extended network signs (new BBB bus
stop poles and signs outside of Santa Monica); however, these signs were eliminated
from the contract due to lack of funding for the construction costs. In spring 2014, BBB
identified $375,000 in additional funding to add 1,000 extended network signs. Staff
authorized the contractor to start the extended network signs through a change order
utilizing the project contingency. Staff recommends a change order in the amount of
$375,000 to replenish the contingency funds required for future unforeseen conditions
and /or design changes.
The specific layout of bus stop elements developed at each bus stop was based on the
BBB map of existing bus stop locations at that time; however, construction of the Expo
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line and other streetscape conditions requires adjustments of BBB bus stop locations in
order to integrate the regional transit network. These unforeseen changes to site
specific layouts require a consultant site survey and design. Staff recommends a
modification in the amount of $25,000 with Lorcan O'Herlihy Architects for additional
design services, which includes design of new stop locations in response to changes to
existing stops on Olympic Drive, Colorado Esplanade, and multiple stops related to new
Expo stations.
Public Outreach
Public outreach for the construction portion of this project has been provided by the
BBB Government and Community Relations staff, general contractor, and construction
manager. Public outreach has included notifications distributed to adjacent properties
and the surrounding community on the scope of the project, potential impacts, and
construction schedule with additional periodic updates on the City's "Know Before You
Go" (aka KBUG) and "Be Excited! Be prepared!" websites.
The first low volume stops were opened to the public on May 5, 2014. In response to
the initial public criticism of these stops, staff revisited the design of the double seats to
address size, proximity to adjacent seat, visibility, and armrest concerns. Installation of
the unpopular double seats was halted and single seats were temporarily installed until
new double seats can be designed, vetted, and manufactured. Shade structures were
installed at three low volume stop locations where sidewalk space is available and
shade is not already provided by trees or buildings. The redesign process is underway
and has been presented to staff, the Disabilities Commission, and the Commission for
the Senior Community to assess the new seat design before it goes into full production.
Completion of the project is anticipated by spring 2015. Staff does not anticipate
needing to return to Council to request additional funds for revised seating or shade
u n its.
Next Steps
Upon Council approval of the recommended modification and change order, staff
anticipates the following next steps to continue with the BBB Bus Stop Improvement
Project:
® Staff will return to Council with updates on the Expo Light Rail impacts to existing
Metro and BBB bus routes that necessitate the relocation, addition and/or
removal of certain stops, and additional funding required for the design of a new
site - specific site plan for construction of those locations. (February 2015)
® Staff anticipates that the elimination of existing contracted stops will provide the
quantity of material required to install these new stops; therefore, no new funding
would be required for the construction of the new stops.
Financial Impacts and Budget Actions
The agreement modification to be awarded to Lorcan O'Herlihy Architects is $25,000
(including a 10% contingency), for an amended agreement total not to exceed
$1,009,992. Funds are available in the FY 2014 -15 Capital Improvement Program
budget. The agreement modification will be charged to account C410114.589000, work
order 88540.
The contract change order to be awarded to West Valley Investment Group, Inc. is
$375,000, for an amended contract total not to exceed $7,055,909. Funds are available
in the FY 2014 -15 Capital Improvement Program budget in account 0410114.589000.
The contract change order will be charged to C410114.589000, work order 90721.
Prepared By: Alex Parry, Senior Architect
Approved: Forwarded to Council:
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Martin Pastucha
Director of Public Works
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Rod Gould
City Manager
Reference:
Modified Contract Nos.
9043 (CCS)
0
9758 (CCS)