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SR 09-26-2017 3G City Council Report City Council Meeting: September 26, 2017 Agenda Item: 3.G 1 of 4 To: Mayor and City Council From: David Martin, Director, Transportation Planning Subject: Contract Approval for Design Services for Safe Routes to School Pedestrian Improvements at Four Schools Recommended Action Staff Recommends that the City Council: 1. Award RFP #2017- 127 to Anderson Penna, a California based company, to provide engineering design services for the Safe Routes to School Pedestrian Improvements, as required by the Mobility Division, for John Adams and Lincoln Middle Schools, Roosevelt Elementary School and the Will Rogers Learning Community school. 2. Authorize the City Manager to negotiate and execute a professional services agreement with Anderson Penna in an amount not to exceed $149,126 (including a $19,452 contingency). Executive Summary The Safe Routes to School Pedestrian Improvements at Four Schools project is identified as a 5-year priority project in the Pedestrian Action Plan, adopted in 2016. The project emphasizes improving safety for students, parents, and faculty who walk and bike to John Adams and Lincoln Middle Schools, Roosevelt Elementary School, and Will Rogers Learning Community. The project will add curb extensions at various intersections, recommend/implement striping and signing changes to ease peak-time pick-up/drop-off congestion, and improve pavement markings and crossings to increase visibility of pedestrians. This project builds on previous engagement with the schools conducted in 2013. Staff recommends Anderson Penna, an engineering consultant, to provide the design services for Pedestrian Improvements at Four Schools in an amount not to exceed $149,126. Background 2 of 4 The Safe Routes to School (SRTS) program increases the number of children who walk or bicycle to school by removing the barriers that currently prevent them from doing so. In July 2012, Council approved a grant-funded agreement with Alta Planning + Design to implement a SRTS pilot program at four schools in Santa Monica: John Adams and Lincoln Middle Schools, Roosevelt Elementary School, and Will Rogers Learning Community. In July 2013, as a component of the SRTS pilot project, Alta and the City conducted “walk audits” in partnership with the Santa Monica Malibu Unified School District (SMMUSD), students, parents and faculty. Auditors observed routes, facilities and behaviors for all approaches to the school site and provided an improvement plan to address barriers to walking and biking, which included: curb extensions; replacement or installation of crosswalks; installation of rectangular rapid flashing beacons; signage; and adjusting parking and pick-up/drop-off regulations. In 2016, Council adopted the Pedestrian Action Plan, which included these community- identified improvements as 5-year priority projects to increase safety and encourage walking and bicycling to school in the surrounding neighborhoods. In the same year, Council budgeted Capital Improvement Project (CIP) Funds of $1,560,000 for design and construction of these improvements through Fiscal Year 2018–2019. Discussion John Adams and Lincoln Middle Schools, Roosevelt Elementary School, and Will Rogers Learning Community school campuses abut busy roadways like Montana Avenue, Lincoln Blvd, Pearl Street and Ocean Park Boulevard. Students, parents and staff walking and biking to school can face long crossing distances, high traffic speeds and traffic volumes, and peak-time congestion and confusion around school sites. The project emphasizes safety for students, parents, and faculty who come to school by bike or on foot, and focuses improvements on key crossings, school access points, adjacent higher-speed roadways, and congestion caused during peak pick-up and drop- off times. The final design process would improve upon the community-identified projects at specifically identified intersections/roadways adjacent to all four schools, and develop designs and cost estimates ready for construction. Improvements include:  Up to 34 Curb extensions, which would minimize the exposure of pedestrians to vehicles by reducing both the time and the distance that pedestrians are in the roadway. 3 of 4  Marking and improving crosswalks, which reinforces the best location for pedestrian crossing, therefore reducing unpredictable mid-block crossings and potential conflicts.  Parking, pick-up/ drop-off, and peak hour regulations to help streamline traffic flow when needed. Next Steps Anderson Penna would initiate a study of peak-time pick-up/drop-off activity, conduct all required survey work, and prepare initial construction drawings for previously identified improvements. City Staff would engage with the neighborhoods, schools, Santa Monica Malibu Unified School District, and parent groups to reaffirm project selection and address any community concerns that may arise. Following the public outreach process Anderson Penna would develop the final construction ready drawings. The design phase of the project is 31 weeks. Staff anticipates construction to begin in winter 2018- 2019 and will be working with schools to ensure that the construction schedule has minimum impact on school operations. Vendor/Consultant Selection On July 24th, 2017 the City published Notices Inviting Bids to obtain design services for the Safe Routes to School – Pedestrian Improvements at Four Schools project. The bid was posted on the City’s on-line bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with the City Charter and Municipal Code provisions. 68 vendors downloaded the bid request. Three proposals were received on August 14th, 2017. Proposals were evaluated based on the criteria in SMMC 2.24.073 and as outlined in the RFP, which included Experience/Technical Competence, Ability to Meet Work Plan and Timelines, Project Approach, Cost of Services and Cost Control, Stability/ References, and the Value Added/ Breadth of Service. On August 16th, 2017 the selection committee, comprised of staff from Planning and Community Development and Public Works, recommended Anderson Penna to provide the design services for this project. Anderson Penna was not the lowest bidder, but demonstrated extensive knowledge and experience with regard to SRTS projects, and similar capital improvement projects in the Cities of Anaheim, Downey, and Laguna 4 of 4 Beach. Anderson Penna also demonstrated through past projects its ability to offer project design on schedule and at a competitive price. Based on these criteria Anderson Penna is recommended as the best bidder. Financial Impacts and Budget Actions The professional services agreement to be awarded to Anderson Penna is for an amount not to exceed $149,126. Funds are available in the FY 2017-18 Capital Improvement Program budget in account C049145.589000. Prepared By: Kyle Kozar, Bike Share Coordinator Approved Forwarded to Council Attachments: A. 2017 OAKS INITIATIVE FORM_AndersonPenna REFERENCE:    CONTRACT NO. 10551  (CCS)