SR-07-28-2015-3N 513-017/913-002City cil Report
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City Council Regular Meeting: July 28, 2015
Agenda Item:
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Civil Engineering
Subject: Professional Services Agreement Modification for Celtis Ventures LLC
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to professional services agreement #2949 in an amount not
to exceed $65,000 with Celtis Ventures LLC, a California based company, for public
outreach services related to the Colorado Esplanade project. This will result in two -year
amended agreement with a new total amount not to exceed $144,920.
Executive Summary
The Colorado Esplanade Streetscape project is a circulation infrastructure and
streetscape project located on Colorado Ave. between the future Downtown Santa
Monica terminus of the regional Expo Light Rail Line and the Santa Monica Pier. The
final design of the project was approved by Council on May 14, 2013 (attachment A),
and a revised design of a portion of the project was presented to Council in a
September 2, 2014 Information Item (attachment B). The project is currently under
construction.
On November 18, 2014, the City entered into a professional services agreement with
Celtis Ventures LLC (Celtis) to provide and implement a comprehensive public outreach
program during the pre- construction and construction phases of the Colorado
Esplanade project, and provide public notification services for other various City
projects.
Staff recommends Celtis to provide additional outreach services in the amount of up to
$65,000 for the Colorado Esplanade project due to increased public outreach demands,
resulting in an amended agreement with a new total amount not to exceed $144,920.
Discussion
The Colorado Esplanade project is centered among many of the City's landmark
destinations, including the Civic Center, Santa Monica Pier, Tongva Park, Santa Monica
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Place, and Third Street Promenade, resulting in significant disruption to downtown
businesses, traffic flow and pedestrian access. Due to project location and proximity to
downtown, this project has required more public outreach than originally anticipated.
Celtis has developed a comprehensive public outreach program that includes design
and procurement of communication materials, over 30 presentations to downtown
businesses and stakeholders, and daily interactions with businesses and the local
community. The City required Celtis to accelerate its community outreach activities to
increase project awareness by designing and installing highly visible project description
and way finding banners, and conducting community events and presentations above
and beyond the typical protocol for a project of this magnitude. Additional outreach was
provided to downtown businesses to enhance awareness of construction activities and
the permanent closure of eastbound traffic on Colorado Avenue.
The proposed agreement modification in the amount of up to $65,000 is for outreach
services anticipated through project completion including weekly updates to businesses,
community events, and presentations.
Vendor Selection
On May 29, 2014, the City issued a Request for Proposals (RFP) for public outreach
services on the project. The RFP was posted on the City's on -line bidding site, and
notices were advertised in the Santa Monica Daily Press in accordance with City
Charter and Municipal Code provisions. A total of 2,366 vendors were notified and 68
vendors downloaded the RFP. Eight qualified consulting firms responded. Responses to
the RFP were reviewed by a selection panel of staff from City Manager's Office and
Public Works.
Evaluation was based on experience, references, work plans, project team, cost, and
creativity. Staff then interviewed three shortlisted firms. Based on the selection criteria in
SMMC 2.24.073, Celtis was recommended as the best qualified firm to provide public
outreach services. Celtis proposed an outstanding team of professionals who previously
provided construction outreach on the Metro Orange Line and the Metro Gold Line
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Eastside Extension, which were high profile projects with numerous stakeholders. The
initial contract with Celtis Ventures LLC was under the amount requiring Council
authority.
Financial Impacts & Budget Actions
The agreement modification to be awarded to Celtis Ventures, LLC is for an amount not
to exceed $65,000 for an amended agreement total not to exceed $144,920. Funds are
available in the FY 2015 -16 Capital Improvement Program budget in account
C017040.589000.
Prepared By: Gene Higginbotham, Engineering Project Specialist
Approved Forwarded to Council
WIAL
Martin Pastucha, Director 7/16/2015
Attachments:
Elaine M Polachek, Asst. City M57VA 015015
A. May 14, 2013 Staff Report (web link)
B. September 2, 2014 Information Item (web link)
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Reference:
Agreement No. 10149
(CCS)