SR 01-10-2017 3C
Ci ty Council
Report
City Council Meeting : Janua ry 10, 2017
Agenda Item: 3.C
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To: Mayor and City Council
From: Susan Cline, Director , Public Works, Architecture Services
Subject: Award of Agreements for Surveying Services and Environmental Consulting
Services at the City Yards
Recommended Action
Staff recommends that the City Cou ncil:
1. Award Bid #2351 to Dudek, a California -based company for environmental
consulting services for the City Yards Modernization Project;
2. Authorize the City Manager to negotiate and execute an agreement with
Dudek for a total amount not to exceed $426,484 (including a 10%
contingency);
3. Award Bid #2396 to Hahn and Associates, Inc., a California -based
company for site survey services for the City Yards Modernization Project;
4. Authorize the City Manager to negotiate and execute an agreement with
Hahn and Associates, Inc. for a total amount not to exceed $131,560
(including a 10% contingency);
5. Award Bid #83 to Hathaway Dinwiddie Construction Company (HDCC), a
California -based company, for professional services to aid Arup North
America in desi gn and development of the proposed microgrid at the City
Yards; and
6. Authorize the City Manager to negotiate and execute an agreement with
Hathaway Dinwiddie Construction Company (HDCC) for a total amount not
to exceed $372,857 , forgoing competitive bid ding .
Executive Summary
To advance into the design phase of the City Yards Modernization Project, an
Environmental Impact Report (EIR) and a detailed site survey are required. The EIR
would inform proposed design, as well as future phases that may include construction of
a parking structure, expansion of Gandara Park, and construction of additional City
facilities, office space and a recycling center. The site survey would show existing site
conditions. Staff recommends the award of separate professional s ervices agreements
to the following vendors: 1) Dudek for preparation of on an EIR in compliance with
California Environmental Quality Act (CEQA) and to provide environmental consulting
services for an amount not to exceed $426,484 (including a 10% contin gency), 2) Hahn
and Associates, Inc. to provide site survey services for an amount not to exceed
$131,560 (including a 10% contingency) and 3) Hathaway Dinwiddie Construction
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Company for the City Yards and Bergamot Station microgrid, as the City Yards
Mode rnization design -build contractor, for an amount not to exceed $372,857.
Background
On July 12, 2016 (Attachment A), Council authorized the City Manager to modify the
agreement with design -build contractor Hathaway Dinwiddie Construction Company
(HDCC), a California -based company, to provide additional conceptual design scope of
work related to the Olympic Treatment Plant, Water Resources and Public Landscape
facilities , and Gandara Park project components. Additionally, Council authorized the
City Manager to negotiate a design Guaranteed Maximum Price (GMP) with HDCC for
design services that includes schematic design, design development, construction
documents, project management, and cost estimating for the City Yards Modernization
Project in accordance w ith the proposed “Zipper” Concept/Phasing Package A.
On October 25, 2016 (Attachment B), Council authorized the City Manager to execute a
contract with HDCC for design services for the City Yards Modernization
Project/Phasing Package A.
On March 25, 20 16, the City of Santa Monica received a grant award of approximately
$1.5M from the California Energy Commission for its Santa Monica Advanced Energy
District project proposal. The intent of the project is to integrate a small, localized
energy grid (micro grid), consisting of onsite renewable generation and energy
storage, based at the City Yards and Bergamot Arts Center. This microgrid would
provide efficient, reliable, cost -effective energy that has a low environmental and carbon
impact. On October 25, 2 016 (Attachment C), Council authorized the City Manager to
negotiate and execute an agreement with Arup North America, for professional services
to aid in design and development of the proposed microgrid at the City Yards and
Bergamot Station.
Discussion
The City of Santa Monica seeks to modernize City -owned land and streamline municipal
operations at the City Yards, a 14.7 acre parcel. Existing facilities were constructed in
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the 1940s, and since that time the space has been in operation by the City and s uffers
from worn out infrastructure.
In order to meet entitlement requirements, the City Yards Modernization Project
requires environmental compliance with the California Environmental Quality Act
(CEQA) including preparation of an Environmental Impact R eport (EIR) which is due
prior to the completion of final design. The EIR would incorporate in its scope the larger
conceptual project goals for the City Yards area, including the parking structure,
expansion of Gandara Park, Water Resources and Public Lan dscape facilities , Olympic
Treatment Plant and recycling center.
As the design of Phasing Package “A” commences, a detailed site survey is required to
reflect current site conditions. An aerial site survey was completed in 2006 but is no
longer an accura te reflection of current site conditions.
The City applied for and was awarded a grant of $1,487,609 from the California Energy
Commission to design and develop a multiuser microgrid, known as the Santa Monica
Advanced Energy District, which would be ba sed at the City Yards facility. This
multiuser microgrid would be designed, developed and incorporated into the City Yards
Modernization Project. Arup North America was selected to design the microgrid system
based on its technical experience in advanced d istributed energy planning and project
management, as well as its cost of services. Arup has designed or is designing
microgrids and advanced energy systems around the world and has significant
expertise in this field. Arup, and its team, will liaise and collaborate with the existing
City Yards Modernization design -build contractor, HDCC, to incorporate the additional
considerations necessary for a microgrid. Grant funds in the amount of $372,857 would
support the additional scope of work and budget for HD CC and its project team beyond
what has been proposed in their guaranteed maximum price bid.
Consultant Selection (Microgrid)
As a general rule, competitive bidding for public entities is a mandatory requirement as
provided by statute, charter or ordinanc e. However, there are certain well recognized
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exceptions to this rule. By two thirds vote the City Council can waive competitive bidding
procedures where the nature of the subject of the contract is such that competitive
proposals would be unavailing or wo uld not produce an advantage, and the
advertisement for competitive bid would thus be undesirable, impractical, or impossible
9SMMC section 2.24.071(e)(1) and (2). The City Yards Modernization design contract
and grant funding to develop the Santa Monica Advanced Energy District were let after
a competitive RFP process. The proposed microgrid at the City Yards necessitates that
Arup work s with the existing design -b uild team (HDCC) for the City Yards Modernization
project as the design of the microgrid wil l be an integral component of the overall
electric infrastructure of the City Yards Modernization project. Close coordination will be
required between Arup and HDCC as the design of both microgrid and City Yards
Modernization will progress concurrently. Exi s ting infrastructure requirements for the
City Yards Modernization must be perfectly coordinated and designed to integrate with
the proposed microgrid goals such as s olar p hotovoltaics , c ombined h eat and p ower ,
e nergy s torage , s mall -scale waste -to -energ y generation , c o -generation options and/or
e lectric vehicle -to -grid applications . B ringing in another design team to handle all work
for the microgrid without close coordination with the City Yards design -build team would
add time and cost to the project. A separate team would have a steep learning curve,
and the coordination of the two scopes of work would be difficult, creating significant
cost, time delay, and potential design liability issues to the extent that professional
accountability may be diffi cult to allocate with two designers involved instead of one. It
is therefore recommended that the additional microgrid scope be awarded to HDCC, the
City Yards Modernization design -build team.
Consultant Selection (CEQA Consultant)
On October 27, 2015, t he City issued RFQ#102715 for environmental consulting
services in accordance with City specifications. The RFQ 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 M unicipal Code provisions. The RFQ sought
qualifications from environmental consulting firms to prepare environmental documents
pursuant to the California Environmental Quality Act (CEQA) and/or National
Environmental Policy Act (NEPA). 123 vendors download ed the RFQ and 24 responses
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were received and evaluated based on the criteria in SMMC 2.24.072, including past
experience in urban infill development projects, adequacy of the response, records of
past performance, and demonstrated thoroughness in work appr oach. The City selected
11 qualified firms to be placed on a pre -qualified list based on these criteria.
On August 15, 2016, the City issued a Request for Proposals (RFP) to prepare an
Environmental Impact Report (EIR) for the City Yards Modernization Pro ject. The RFP
was sent to the 11 pre -qualified firms for environmental consulting services and the
following 5 firms responded with submitted proposals :
CAJA Environmental Services, LLC
Dudek
ICF International
LSA Associates, Inc.
Rincon Consultant s , Inc.
A selection committee consisting of City staff from the divisions of Architecture Services,
City Planning, Water Resources and Civil Engineering, reviewed and evaluated all
proposals. Evaluation of the submitted materials was based on the selection criteria in
SMMC 2.24.073, including:
Training, credentials and prior experience in preparing EIR’s for the City of Santa
Monica
Competence and knowledge of CEQA regulations
Understanding and experience in related projects, project goals and approach
Under standing of the federal aviation regulations and requirements
Ability of the team to successfully complete the full scope of work on time and
within budget
Evidence of a productive team structure and sufficient resources (i.e., financial,
staff, etc.)
The firm’s character and reputation in preparing high quality EIR’s in similar
municipalities
A budget that reflects a fair, reasonable, and competitive price
Understanding of the specific scope of work of the City Yards Modernization
Project
Dudek demonstrat ed the most relevant knowledge of the City and CEQA, had a strong
record of preparing legally defensible environmental documentation in the City and
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other jurisdictions, prepared the most comprehensive scope of work and showcased a
flexible approach for th e work required. The firm has had recent experience in preparing
complicated EIR documentation in the City of Santa Monica, and has demonstrated a
strong understanding of the City’s regulatory structure and neighborhood concerns.
Furthermore, Dudek has ext ensive experience in working with water treatment plants
and industrial facilities. Based on these criteria, Dudek is recommended as the best
proposer. It is anticipated that the CEQA process can be completed within
approximately one year.
Consultant Sele ction (Site Survey)
On October 26, 2016, the City issued RFP#2396 for site survey services at the City
Yards and Gandara Park in accordance with City specifications. 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. 43 vendors
downloaded the RFP and the following eight firms responded :
BKF Engineers
Chaundry & Associates
Chris Nelson
D. Woolley & Associates
Hahn & Associates, In c.
J.O. Nelson
Rosell Surveying & Mapping, Inc.
Towill Inc.
Responses to the RFP were reviewed by a selection panel of staff from the Public
Works Department. Evaluation was based on the criteria in SMMC 2.24.073 and the
following section criteria: p ast experience in similar development projects, adequacy of
the response, records of past performance, and demonstrated thoroughness in work
approach. Based on these criteria, staff recommends Hahn and Associates, Inc. as the
best qualified firm to provide site survey services for the City Yards Modernization
Project based on the firm’s broad experience in similar projects including survey
services for Santa Monica City Services Building and City of Long Beach Civic Center. It
is anticipated that the site s urvey can be completed within approximately 4 months.
Design of the first phase of the City Yards Modernization is anticipated to commence
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beginning of 2017 and would be completed late 2018. Construction of this phase is
anticipated to be complete in 2021 .
Financial Impacts and Budget Actions
The agreement to be awarded to Dudek is for an amount not to exceed $426,484.
Funds are available in the FY 2016 -17 Capital Improvement Program budget. The
agreement will be charged to the following accounts:
C01906 8.589000 Olympic Treatment Plant $213,242
C014028.589000 City Yards Master Plan Phases 1a through 2b $213,242
Total $426,484
The agreement to be awarded to Hahn and Associates, Inc. is for an amount not to
exceed $131,560. Funds are available in the FY 2016 -17 Capital Improvement Program
budget. The agreement will be charged to the following accounts:
C019068.589000 Olympic Treatment Plant $65,780
C014028.589000 City Yards Master Plan Phases 1a through 2b $65,780
Total $131,560
The agreement to b e awarded to Hathaway Dinwiddie Construction Company is for an
amount not to exceed $372,857. Funds are available in the FY 2016 -17 Capital
Improvement Program budget in account C209195.589000, CEC grant expense.
Prepared By: Tom Afschar, Architect
Approv ed
Forwarded to Council
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Attachments:
A. July 12, 2016 Staff Report
B. October 25, 2016 Staff Report
C. Octob er 25, 2016 Staff Report
D. Oaks Form (Dudek)
E. Oaks Form (Hahn & Associates)
F. Oaks Form (Hathaway Dinnwiddie)
Reference:
Contract No. 10406
(CCS)
&
Contract No. 10407
(CCS)
&
Contract No. 10408
(CCS)