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SR 12-12-2017 3E City Council Report City Council Meeting: December 12, 2017 Agenda Item: 3.E 1 of 6 To: Mayor and City Council From: David Martin, Director, Transportation Planning Subject: Contract Approval for Design Services for Olympic Boulevard Sidewalk and Pedestrian Improvements Recommended Action Staff recommends that the City Council: 1. Award RFP #134 to KOA Corporation, a California based company, to provide engineering and design services for the Olympic Boulevard Improvements Project. 2. Authorize the City Manager to negotiate and execute a professional services agreement with KOA Corporation in an amount not to exceed $200,000 (including a 15% contingency). Executive Summary To promote pedestrian safety and access to the Expo 26th Street/Bergamot Station, the Olympic Boulevard Improvements Project would create a sidewalk along the north side of Olympic Boulevard between 26th and Stewart Streets and install pedestrian amenities. Because the project site is located across from the Expo 26th Street/Bergamot Station, the Project would improve linkages to the station, facilitate walking, and support a safer and barrier-free network where no sidewalk currently exists. It is for this reason the project is identified as a priority project in the Pedestrian Action Plan adopted in 2016 and the Bergamot Area Plan adopted in 2013. Staff recommends KOA Corporation (KOA), a planning and engineering consultant, to provide the design services for the Project in an amount not to exceed $200,000 (including a 15% contingency). Background The City began planning for the arrival of Expo light rail nearly a decade ago when updating the General Plan Land Use & Circulation Element (LUCE). Adopted in 2010, following a six-year community engagement process, the LUCE puts forth a land use, 2 of 6 urban design, and transportation vision for the city that both establishes new districts comprised of mixed residential and commercial land uses and creates a multi-modal transportation system that provides safer access and mobility options for all. Building on LUCE recommendations, and with community input, the 2013 Bergamot Area Plan identified land use, design, and preliminary streetscape recommendations for Olympic Boulevard; and the 2016 Pedestrian Action Plan identified Olympic Boulevard sidewalk gap closure as a priority project. In 2016, Council budgeted Capital Improvement Project (CIP) Funds of $2,800,000 for the design and construction of this project, and adjacent Stewart Street and Pennsylvania Avenue improvements, in the Fiscal Year 2016-2018 CIP Budget. Discussion The Project area is located within formerly industrial lands with wide roadways and insufficient pedestrian and bicycle infrastructure. Now adjacent to an Expo light rail station, the Project is needed to address the missing sidewalk, associated pedestrian amenities, and changing needs and uses for the Project area. This Project will create a new pathway along the north side of Olympic Boulevard between 26th and Stewart Streets (see Figure 1). Improvements include:  New ADA-compliant sidewalk or shared use path.  Addition of a curb adjacent to the new sidewalk.  Pedestrian-oriented lighting to enhance visibility, increase safety, and accommodate increased pedestrian volumes.  Pedestrian and/or bicyclist amenities, such as benches, shade structures, bike racks, and trash containers, as needed. As part of a concurrent process, the City will also be advancing the design of the Stewart Street and Pennsylvania Avenue Improvements Project that is adjacent to the project area. The Stewart Street and Pennsylvania Avenue Improvements Project, funded through local and federal funds, will improve the crosswalk and curb ramps at the north leg of the Stewart Street/Olympic Boulevard intersection; create a protected 3 of 6 bikeway along Stewart Street; reconfigure the intersection of Olympic/Nebraska/Stewart; and create sidewalks on Pennsylvania Avenue. Due to the Stewart Street and Pennsylvania Avenue Project’s federal funding component and related procedural requirements, the Project will be developed in coordination with this adjacent effort, but will advance on a separate timeline. 4 of 6 Vendor/Consultant Selection 5 of 6 On September 19, 2017, the City issued a Request for Proposals (RFP) to obtain design services for the Olympic Boulevard Improvements Project. 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 the City Charter and Municipal Code provisions. 88 vendors downloaded the RFP request. Seven proposals were received on October 19, 2017. Following a review of submittal requirements, six proposals were accepted and one proposal was rejected due to a lack of contractor registration with the California Department of Industrial Relations (Labor Code Section 1725.5). The remaining six proposals were evaluated to determine the best qualified person or firm based on the criteria outlined in the RFP, which included project understanding & approach, experience/technical competence, ability to meet work plan/timelines, cost of services/cost control, value added/breadth of service, and references. On November 6, 2017, the Evaluation Team comprised of staff from Planning and Community Development and Public Works recommended KOA to provide the design services for this project based on its team composition and experience with similar projects in the Cities of Claremont, Hawaiian Gardens, and Temple City; project approach and understanding; and competitive cost proposal. KOA also demonstrated its commitment to deliver the project to the City on schedule and within budget. Based on these criteria, KOA is recommended as the best qualified firm. Next Steps KOA would initiate background research and data collection; conduct required survey work; and identify design alternatives to be considered. Following the public outreach process, KOA would develop and deliver a City approved, community supported, and technically vetted final design and construction documents. Staff anticipates 6 months for the design phase of the project with public outreach beginning spring 2018 and construction beginning winter 2018-2019. Financial Impacts and Budget Actions The professional services agreement to be awarded to KOA is for an amount not to exceed $200,000 (including a 15% contingency). Funds are available in the FY 2017-18 6 of 6 Capital Improvement Program budget in the following accounts: Account Description FY 17/18 C209141.589300 TDA Article III $146,500 M010152.589000 General Funds $53,500 Total $200,000 Prepared By: Linda Cogswell, Associate Planner Approved Forwarded to Council Attachments: A. 2017 OAKS INITIATIVE FORM_KOA REFERENCE – AGREEMENT NO. 10598 (CCS)