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SR-11-24-2015-3C City Council Report City Council Regular Meeting: November 24, 2015 Agenda Item: 3.C 1 of 5 To: Mayor and City Council From: David Martin, Director, Planning and Community Development, Strategic & Transportation Planning (PCD) Subject: Amendment to Professional Services Agreement to Complete the Visioning for the 4th and Colorado (4CO) Site. Recommended Action Staff recommends that the City Council authorize the City Manager to negotiate and execute a fourth modification to contract #9167 (CCS) in the amount of $308,000 and extend the term for an additional year with AECOM, a California-based company, for continuing technical analysis consultant services to complete the visioning for the 4th and Colorado (4CO) site and area access. This will result in a seven year amended contract with a new total amount not to exceed $2,259,775, with future year funding contingent on Council budget approval. Executive Summary Long-standing access and circulation issues were created with the construction of the I- 10 freeway, including the physical separation of the Downtown and Civic Center, which compromised access to these destinations, isolating the large, freeway-adjacent sites between Colorado and the freeway and removing them from the City's regular street grid pattern. The success of the Downtown and Civic Center relies on the strength and connectivity of pedestrian, vehicle, bicycle, and transit networks. The City owns the 4th/Colorado Station (4CO) site at the intersection of these two districts and adjacent to the future Expo Terminus Station. The 4th/Colorado Station Site Studies project was initiated in Summer 2014 to analyze and develop an interim use for the site to be in place at the time light rail becomes operational (Phase One), as well as analyze long-term uses for the site and area access (Phase Two). With Council approval of an interim use concept design in February 2015, Phase One planning is complete. The long-term use visioning and access investigations are currently underway. However, due to the unanticipated, additional work in the first phase, a portion of the budget allocated to Phase T wo was required for completion of Interim Use concept design. Therefore, Phase Two is currently underfunded. On October 13, 2015, Council directed staff to proceed with the creation of a “Gateway Access Master Plan” process as the first step towards the comprehensive examination of the unique public realm and site configuration challenges of the freeway-adjacent sites. On October 27, 2015, Council directed staff to prioritize the reconfiguration of the 2 of 5 4th Street freeway off -ramp (termed the “Olympic Crossover”) as part of 4CO site work and continue to consider and analyze possible freeway bridging and capping options. Staff requests authorization to amend the existing AECOM contract to enable the detailed analysis necessary to complete the long-term use visioning for enhancing the circulation and land use potential for the 4CO site and the technical support necessary for the evaluation of access and infrastructure improvements of this area. This fourth amendment of $308,000 would recompense for unanticipa ted, additional interim use planning and outreach efforts in support of continuing freeway bridging and capping analysis and advancing the 4CO site's long-term visioning and site access process in anticipation of the Gateway Access Master Plan. Background City Council meetings regarding the Exposition Light Rail Project in Santa Monica began in 2007. On May 11, 2009, Council allocated a portion of redevelopment funds to study the feasibility of bridge connections and freeway capping to integrate the Expo Light Rail terminus station, Civic Center, and Downtown. On January 19, 2010, Council directed staff to explore refining the Civic Center and Downtown circulation network as described in the then draft 2010 LUCE and to execute phased contracts with AECOM for this work. The City and AECOM entered into a Professional Services Agreement on February 5, 2010. A new freeway off-ramp aligned with Olympic Drive (termed the Olympic Crossover) was recommended for consideration. On April 12, 2011, Council prioritized short- and long-term projects related to the Civic Center and Downtown circulation network. On September 13, 2011, Council received an update on the refined alignment of the terminus station which resulted in a smaller station footprint, creating the larger remnant site at 4CO. On January 24, 2012, Council approved planning for first/last mile access to the terminus station, including further exploration of freeway off - ramp location and bridging concepts. The work was put on hold in 2012 due to uncertainties of continuing to use redevelopment agency funding for the analysis. On June 10, 2014, Council authorized a third contract modification for AECOM to provide planning, urban design, infrastructure, transportation, environmental, and economic consultant services for the 4CO site. The 4th/Colorado Station Site Studies Project (4CO Project) was initiated to develop both an interim use that addresses transit interface when the train first becomes operational (Phase One), and to provide long - term analysis and visioning for the remaining 4th/Colorado site and area access (Phase 3 of 5 Two). On November 25, 2014, Council reviewed the interim use concept design for the 4CO site and directed staff to expand stakeholder outreach and generate a revised interim use concept design. On February 24, 2015, Council approved an interim use that provides temporary multi-modal connectivity and access not included in the Expo station design. Council also directed staff to focus on the long-term analysis of the station site. On October 13, 2015, Council directed staff to proceed with the creation of a “Gateway Access Master Plan” process that would holistically plan for the 4CO site, Sears site, Wyndham Hotel property, and a portion of the Big Blue Bus (BBB) site; and commented that the master plan should incorporate work on the reconfiguration of the 4th Street freeway off-ramp, access and circulation issues (i.e. as it relates to property access and the 4th/Colorado intersection), and exploration of freeway capping as open space opportunities. Discussion At the time of the 4CO Project’s initiation in Summer 2014, staff was directed to address the priority need to provide bus transfer service in conjunction with the anticipated Downtown Expo Terminus Station operation date of February 2016. On November 25, 2014, Council reviewed a detailed site proposal and directed staff to complete additional stakeholder outreach and generate additional scenarios for a revised interim use concept for Council consideration in February 2015. This additional work necessitated using funds originally budgeted for Phase Two tasks related to long-term use visioning to pay for these revisions. With Council’s approval of a revised interim use concept design for the 4CO site on February 24, 2015, staff proceeded with schematic design, design development, and construction documents for an interim use at the 4CO site at a cost of $2.0 million; funding already included in the approved FY 2015 -16 CIP budget. The proposed contract amendment would recompense for unanticipated, additional interim use planning and outreach efforts in support of continuing freeway bridging and 4 of 5 capping analysis and completing the 4CO long-term visioning and site access process. Given the complexity and evolving nature of the Downtown a nd Civic Center’s various circulation issues, including station siting; the multi-year planning and community processes required of long-range planning; and the project being placed on hold in 2012, this amendment would result in a seven year amended contr act and exceed the typical five year contract period. Consultant Selection An RFP for the original contract was issued on October 9, 2009, to Planet Bids that distributes to multiple registered Planning, Design, Engineering, Economic, Landscape Design and Architecture consultant firms and individuals. Staff received five submittals. The proposals were reviewed by an interdepartmental committee composed of staff from Planning and Community Development, Public Works, and Community and Cultural Services with an advisor from Caltrans staff. Based on the selection criteria in SMMC 2.24.073, three finalists were interviewed and one firm, AECOM, was identified as the best qualified firm to lead the project based on their experience, project approach, and competitive cost. AECOM has initiated considerable analysis of the 4CO site and adjacent Sears and BBB sites under their current contract. It is expeditious to amend their contract to include the additional services necessary to continue freeway bridging and capping analysis and complete the visioning for the 4CO site. 5 of 5 Financial Impacts and Budget Actions The contract modification to be awarded to AECOM is $308,000, for an amended agreement total not to exceed $2,259,775. Funds are available in the FY 2015 -16 Capital Improvement Program budget in account C019098.589000. Future year funding is contingent on Council budget approval. Prepared By: Linda Huynh, Associate Planner Approved Forwarded to Council Attachments: A. May 11, 2009 Council Staff Report Web Link B. January 19, 2010 Council Staff Report Web Link C. April 12, 2011 Council Staff Report Web Link D. September 13, 2011 Council Staff Report Web Link E. January 24, 2012 Council Staff Report Web Link F. June 10, 2014 Council Staff Report Web Link G. November 25, 2014 Council Staff Report Web Link H. February 24, 2015 Council Staff Report Web Link I. October 13, 2015 Council Staff Report Web Link Reference:    Amended Contract No. 9167  (CCS)