SR-07-28-2015-3O 506-003-10 / 513-017From: David Martin, Director, Transportation Planning (PCD)
Subject: Amendment to Professional Services Agreement with Seibert Perkins Design
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to professional services agreement #2970 in the amount of
$25,001 with Selbert Perkins Design, a California -based company, for design consulting
services for the 4th Street Pedestrian and Bike Improvements and extending the
Colorado Esplanade. This will result in a one -year amended agreement with a new total
amount not to exceed $105,000, with future year funding contingent on Council budget
approval.
Executive Summary
A contract modification of $25,001 would provide for unanticipated electrical
engineering, survey, and other work in support of completing the construction drawings
for the proposed improvements along 4th Street. The 4th Street pedestrian and bicycle
improvements project includes sidewalk enhancements, lighting and tree grates as an
extension of the Colorado Esplanade. The project will provide a stronger connection
between the station and downtown and widen pedestrian facilities to safely
accommodate additional people.
Background
On February 10, 2015 staff entered into a contract with Seibert Perkins Design in the
amount of $79,999 for the design of streetscape improvements along the east side of
4th Street between Colorado and Broadway, extending elements from the Colorado
Esplanade project. The 4th Street pedestrian and bicycle improvements project includes
sidewalk enhancements, lighting and tree grates as an extension of the Colorado
Esplanade. The project will provide a stronger connection between the station and
downtown and widen pedestrian facilities to safely accommodate additional people.
The project is included in the Capital Improvement Program budget. The initial contract
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was funded by Measure R funds and through the Planning and Community
Development Department. The project construction costs of $750,000 will be funded
through an Active Transportation Planning grant from Caltrans, with a local match
identified in the CIP 2014 -16 budget.
The City received notice to proceed with construction from Caltrans on June 24, 2015
Discussion
The design is complete and completion of final construction drawings remains. The
proposed contract amendment and additional scope of work includes preparation of
additional drawings necessary for grant approval, surveys, and electrical engineering
services unanticipated at time of conceptual design needed to finalize the construction
plans. The expanded scope of work exceeds the original contract amount of $79,999;
as such, the additional work in the amount of $25,001 would require amendment of the
Professional Services Agreement with Selbert Perkins Design and Council approval.
The project is expected to go out to bid later this year and be coordinated with Colorado
Esplanade construction on 4th Street north of Colorado Avenue. The proposed
amendment would be to the design contract, which was originally awarded on February
10, 2015, through the City's adopted bidding /contract process guidelines.
The improvements on 4th Street were specifically requested by Downtown Santa
Monica Inc. during the outreach for the Colorado Esplanade project.
Consultant Selection
On November 11, 2014 a Request for Proposals (RFP) was issued to select a
consultant for schematic and final design of construction drawings. A total of three
firms responded to the RFP which was advertised on the City's online purchasing site.
Based on the selection criteria in SMMC 2.24.073, the selection committee unanimously
recommended the team lead by Selbert Perkins Design for the project on December 23,
2014.
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Financial Impacts and Budget Actions
The agreement modification to be awarded to Seibert Perkins Design is $25,001, for an
amended amount not to exceed $105,000. Award of the modification requires the
following FY 2015 -16 budget changes:
1. Increase revenue budget at account 20267.403110 in the amount of $25,001.
2. Appropriate the following expenditures to reflect the receipt of TDA Article III
Funds: $25,001 at account 0209097.589000.
Prepared By: Michelle Glickert, Senior Transportation Planner
Approved Forwarded to Council
David Martin, Director' 711712015 Elaine M Polachek Asst. City MaW6gi2ol5
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Reference:
Agreement No. 10150
(CCS)