SR 11-22-2016 3G
Ci ty Council
Report
Cit y Council Meeting : November 22, 2016
Agenda Item: 3.G
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To: Mayor and City Council
From: Susan Cline, Director , Public Works, Civil Engineering
Subject: Amendment to Professional Services Agreement with Alta Planning and
Design for Edison Language Academy Safe Routes to School Project
Recommended Action
Sta ff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a first modification to
Professional Services Agreement No. 10282 in the amount of $20,000 with Alta
Planning and Design, a professional consulting company based in Ca lifornia, to
provide additional design consulting services for the Edison Language Academy
Safe Routes to School project. This will result in an amended Professional
Services Agreement with a new total amount not to exceed $122,914 (including
a 6.1 % conti ngency); and
2. Authorize the budget changes as outlined in the Financial Impacts & Budget
Actions section of the report.
Executive Summary
The Edison Language Academy Safe Routes to School Project is one of the phases of
the overall Michigan Avenue Neighbo rhood Greenway (MANGo) Final Concept Plan
adopted by City Council in February 2014. On April 12, 2016 , the City Council
authorized a Professional Services Agreement with Alta Planning and Design to provide
engineering design services to design and construc t curb extensions, a median refuge
island, way finding signage and pavement markings in the vicinity of Edison Language
Academy in an amount not to exceed $102,914. Staff is requesting a first modification in
the amount of $20,000 to the existing Professio nal Services Agreement 10282 (CCS),
for a total not to exceed amount of $122,914, with Alta Planning and Design, which
would provide $12,500 for final design of a traffic circle at the intersection of 22 nd Street
and Delaware Avenue, and a $7,500 contract contingency. Neither a traffic circle at this
location, nor a contract contingency were included in the initial professional services
agreement.
Background
The Edison Safe Routes to School Project is funded by a State Safe Routes to School
grant through the California Department of Transportation (Caltrans) that was awarded
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in June 2012. The City received notice to proceed from Caltrans in August 2013 , which
allowed the City to begin advertising and selection for design services.
On April 12, 2016 , C ouncil authorized a professional services agreement with Alta
Planning and Design to provide engineering design services for the Edison Language
Academy State Safe Routes to School (SR2S) Project in an amount not to exceed
$102,914, per Attachment A .
Di scussion
Preparation of the project concept design drawings is underway. The additional scope
of work includes the final design of a traffic circle at 22 nd Street and Delaware Avenue,
which was not originally anticipated in the initial scope of work. Duri ng the current
conceptual design phase of the project , staff requested inclusion of the design feature
after additional assessment of site conditions reve a led sufficient right -of -way to consider
the addition of the traffic circle. A traffic circle would pr ovide a visual cue to motorists
that they are travelling on neighborhood streets, aid in calming vehicle traffic where
volumes are greater than 2,000 ADT (average daily traffic) and speeds are greater than
20 MPH, and allow space for landscaping to enhance the identity of the corridor. A
traffic circle at this location is consistent with the Michigan Avenue Neighborhood
Greenway Plan recommend ed objective to connect the Pico Neighborhood to local
destinations like the Edison Language Academy , located on Vir ginia Avenue, by
creating an environment that supports active transportation . An initial concept for the
traffic circle at 22 nd Street and Delaware Avenue was created as part of the initial design
and is shown below.
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Consultant Selection
On July 1, 20 15, the City issued a Request for Proposals (RFP) to obtain design
engineering services for the Edison Language Academy SR2S Project. The RFP was
posted on the City’s on -line bidding site and notices were advertised in the Santa
Monica Daily Press in acco rdance with City Charter and Municipal Code provisions.
1,025 vendors were notifi ed, and 50 vendors downloaded the RFP . Two proposals from
Alta Planning and Design and from Engineering Resources of Southern California, Inc.
were received. Staff conducted a dditional outreach to vendors who downloaded the bid
to see why they did not submit a bid; two “No Bid” forms were received from Nishikia
Chamberlain, Inc. and Transpo Group.
A selection committee consisting of staff from the Civil Engineering Division and the
Strategic and Transportation Planning Division reviewed the proposals. Proposals were
evaluated b ased on the selection criteria in SMMC 2.24.073 , as well as selection criteria
following Caltrans Local Assistance Procedures Manual (LAPM) guidelines, which
include s understanding of the project’s scope, direct experience on similar projects,
qualifications of the proposed staff, capability of developing innovative or advanced
techniques, familiarity with state and federal procedures, financial responsi bility, and
demonstrated technical ability. T he selection panel unanimously recommended Alta
Planning and Design for the project.
Financial Impacts & Budget Actions
The a greement modification to be awarded to Alta Planning and Design is $20,000, for
an amended a greement total not to exceed $122,914. Award of the agreement requires
the following FY 2016 -17 budget changes:
R elease of fund balance from reserve account 4.370332 of $20,000 ; and
A ppropriation of $20,000 to account C049102.589000 .
The agr eement modification will be charged to account C049102.589000 . Future year
funding is contingent on Council budget approval.
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Prepared By: Joshua Carvalho, Civil Engineer
Approved
Forwarded to Council
Attachments:
A. April 12, 2016 Staff Report
Reference:
Modified Agreement No. 10282
(CCS)