SR 09-12-2017 3F
City Council Report
City Council Meeting: September 12, 2017
Agenda Item: 3.F
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To: Mayor and City Council
From: David Martin, Director, Transportation Planning
Subject: Reject Proposal and Re-advertise Request for Proposal (RFP) for Design of
4th Street Phase II Project
Recommended Action
Staff recommends that the City Council:
1. Reject the single proposal for Request for Proposal (RFP) #123 to provide
professional design services for the 4th Street Phase II Project; and
2. Direct staff to re-advertise the RFP to obtain the best bidder to provide
professional design services for the 4th Street Phase II Project.
Executive Summary
On June 19, 2017, the City issued Request for Proposal (RFP) #123 for professional
design services for the 4th Street Phase II Project. The project consists of preparation of
a final design, construction level plans, and specifications for walking and biking
enhancements on 4th Street between Colorado Avenue and Olympic Drive. On July 10,
2017, one (1) proposal was received. Staff recommends rejecting the single proposal
for RFP #123 and re-advertising the RFP with a more defined scope of services.
Section 2.24.100 of the Municipal Code requires rejection of proposal(s) to re-advertise
the RFP.
Background
The recent opening of the Expo Line light rail extension from Downtown Los Angeles to
Santa Monica infused new energy into the Downtown and Civic Center. In recognition of
this catalyst transit investment and the opportunities for improved mobility, the City’s
General Plan and Downtown Community Plan emphasize the need to accommodate
riders who will benefit from direct, clear, and improved routes to and from the Expo
terminus station at 4th Street and Colorado Avenue.
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This project is a phased implementation effort for connecting to the station by
incorporating walking and biking enhancements on 4th Street between Broadway and
Olympic Drive. Phase I consisted of pedestrian and bicyclist improvements along the
east side of 4th Street between Broadway and Colorado Avenue, and was completed in
June 2017. Phase II extends Phase I pedestrian and bicyclist improvements along 4th
Street between Colorado Avenue and Olympic Drive including the Caltrans bridge
structure over the I-10 Freeway. For those project improvements affecting the bridge,
Caltrans involvement and approvals are required.
Phases I and II are funded by Active Transportation Program (ATP) grants and by
Measure R funding for the local match to the grants. On January 26, 2016 (Attachment
A), Council authorized the City Manager to accept $1,613,000 in ATP funding for Phase
II design and construction of this project.
Discussion
On June 19, 2017, the City issued Request for Proposal (RFP) #123 for professional
design services for the 4th Street Phase II Project. The RFP was posted on the City’s
online bidding site and notices were advertised in the Santa Monica Daily Press in
accordance with City Charter and Municipal Code provisions. 97 vendors downloaded
the bid and one (1) proposal was received and opened on July 10, 2017. After a review
of the proposal, staff determined that the proposed bid amount for design services
exceeds the funds available and that the consultant team has limited experience with
public streetscape within Caltrans Right-of-Way (ROW).
Due to the bid amount for design services exceeding the available budget, the
consultant team’s limited experience with public streetscape within Caltrans ROW, and
lack of proposals, staff recommends rejecting the single proposal and re-advertising the
RFP. Municipal Code Section 2.24.100 requires formal rejection of proposal(s) to re-
advertise. Therefore, staff recommends that Council reject this proposal and direct staff
to refine and re-advertise the RFP.
In an effort to engage prospective consulting firms, staff evaluated modifications to the
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RFP that should provide a better result when the project is re-advertised. Proposed
modifications include:
Listing available budget for design services
Refining scope of work to emphasize public streetscape within Caltrans ROW
experience; Caltrans bridge structure related experience is desirable
Increasing the duration of the bid posting from 3 weeks to 1 month to allow ample
time for proposal submissions
Financial Impacts and Budget Actions
There is no immediate financial impact or budget action necessary as a result of the
recommended action.
Prepared By: Linda Cogswell, Associate Planner
Approved
Forwarded to Council
Attachments:
A. January 26, 2016 Council Staff Report Web Link