SR 04-18-2017 3G
Ci ty Council
Report
City Council Meeting : April 18, 2017
Agenda Item: 3.G
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To: Mayor and City Council
From: Susan Cline, Director , Public Works, Civil Engineering
Subject: Award Professional Services Agreement to provide Engineering Design
Services for Airport and Beach Parking Lot Paving
Recommended Action
Staff recommends th at the City Council:
1. Award RFP# 2492 to Anderson -Penna Partners (APP), a California -based
company, to provide pavement design and engineering services for airport and
beach parking lot paving;
2. Authorize the City Manager to negotiate and execute an ag reement with Anderson -
Penna Partners (APP), in an amount not to exceed $91,080 for one year, with two
additional 1 -year renewal options in the amount of $91 ,080 on the same terms and
conditions for a total amount not to exceed $273 ,240 over a 3 -year period , with
future year funding contingent on Council budget approval.
Executive Summary
The City is responsible for maintenance of the beach parking lots and airport parking
lots located within non -aviation areas of the airport. To ensure timely implementatio n of
these annually recurring maintenance efforts, staff is recommending Anderson -Penna
Partners (APP) to provide on -going design services, in an amount not to exceed
$91,080 for FY 20 16 -17, with two additional 1 -year renewal options in the amount of
$9 1,0 80 on the same terms and conditions, for a total amount not to exceed $27 3,240
over a 3 -year period, with future -year funding contingent on Council budget approval.
APP’s on -going design services would include designing pavement rehabilitation
strategies f or beach and airport parking lots while evaluating parking lot circulation and
access, ensuring compliance with American with Disabilities Act (ADA) requirements,
updating the parking lot striping and layout, complying with the City’s urban runoff
ordinanc e, and incorporating drainage improvements if necessary .
Background
The Civil Engineering Division completed a survey of City -owned surface parking lots in
December 2011. The final report recommended an on -going phased approach to
maintaining the pavement for these assets with annual allocations from the airport,
beach , and general funds. Starting in FY 20 12 -13 the City’s Capital Improvement
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program has typically allocated $300,000 from the beach fund (Fund 11 ) and $300,000
from the airport fund (Fund 33 ) on an annual basis for these improvements w hich
typically include paving, striping, ADA compliance, and drainage improvement at a
minimum for each lot. Additional scope may include circulation and access
improvement s as appropriate .
Projects completed us ing these funds included paving Beach Lot 4S, implementing
pedestrian and bicycle access improvements in Beach Lot 4S (in coordination with the
paving), evaluating parking and circulation improvements for Beach Lots 4S and 5S,
short -term parking for Lot 5S to be implemented in the future, and paving of several
parking lots at the airport (those located on non -aviation land adjacent to Airport Avenue
serving airport tenants and visitors ).
Discussion
Annual maintenance efforts have significantly improved the appearance, condition,
safety, accessibility and lifespan of these City facilities, benefiting tenants and the
public . For the beach lots, staff was able to optimize the layout and circulation within the
beach lots, and implement access improvements that enhanced operations by parking
staff.
Consultant Pre -Qualification
On March 19 , 2015, the City issued a Request for Qualification (RFQ) to prequalify
consulting firms to provide pavement design and engineering services for future capital
improvement proje cts. The RFQ was posted on the City’s online bidding site and the
Santa Monica Daily Press in accordance with City Charter and Municipal Code
provisions . A total of 100 firms downloaded the RFQ package. Seven engineering
consulting firms were pre -qualif ied to provide pavement design and engineering
services. The pre -qualification criteria included the firm’s technical competence, direct
experience on similar projects, qualifications of the proposed staff, staff’s experience,
staffing capabilities to meet the desired time frames, references, management structure
and sample work products.
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Consultant Selection
On November 2, 2016, the City issued a Request for Proposal (RFP) to seven pre -
qualified engineering consultant firms to obtain pavement design and e ngineering
services for airport and beach parking lots. On December 8, 2016, three proposals
were received. A selection committee consisting of staff from the Civil Engineering
Division reviewed the proposals. Evaluation was based on the consultant’s exp erience,
technical competence, ability to meet project work plan and timelines, sample work
products, and cost of services.
Staff recommends APP to provide parking lot pavement design and engineering
services for this project. APP‘s cost proposal was the best all -inclusive proposal.
Additionally, APP demonstrated extensive knowledge, experience, and previous
successful capital improvements projects designing street and parking lot paving
improvements for the cities of Seal Beach, El Segundo, La Mirada an d Rancho Palos
Verdes.
Timeline
It is anticipated that the design phase would be completed in six months after contract
execution. A separate competitive process will be done for construction bids. The
construction phase would likely take three to four mo nths and would include
construction phasing developed in coordination with Parking Operations, Beach
Administration, and Airport Administration staff.
Financial Impacts and Budget Actions
The professional services agreement to be awarded to Anderson -Penna Partners (APP)
is for an amount not to exceed $27 3,240 . Funds of $91,080 are available in the FY
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2016 -17 Capital Improvement Program budget in the following accounts :
Account Number Description Amount
C110649.589000 Beach Parking Lot Improvements $52 ,860
C339091.589000 Airport Admin Parking Lot $38,220
Total $91,080
Prepared By: Allan Sheth, Civil Engineering Associate
Approved
Forwarded to Council
Reference:
Agreement No. 10446
(CCS)