SR 05-08-2018 3G
City Council
Report
City Council Meeting: May 8, 2018
Agenda Item: 3.G
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To: Mayor and City Council
From: David Martin, Director, Transportation Planning
Subject: Contract Approval for Design Services for 4th Street Pedestrian and Bicycle
Improvements Phase II
Recommended Action
Staff recommends that the City Council:
1. Award RFP #142 to Cannon Corporation, a California based company, to provide
design services for the 4th Street Pedestrian and Bicycle Improvements Phase II
Project.
2. Authorize the City Manager to negotiate and execute a professional services
agreement with Cannon Corporation in an amount not to exceed $315,000
(including a 10% contingency) for an initial two-year term and a one-year renewal
option.
Executive Summary
The City’s Downtown Community Plan emphasizes the need to adequately serve riders
who will benefit from direct, clear, and improved routes to and from the Expo terminus
station at 4th Street and Colorado Avenue. The 4th Street Pedestrian and Bicycle
Improvements Project is a phased, grant-funded implementation effort for walking and
biking enhancements on 4th Street between Broadway and Olympic Drive. Phase I
improved the east side of 4th Street between Broadway and Colorado Avenue, and was
completed in June 2017. Phase II extends Phase I improvements from Colorado
Avenue to Olympic Drive including the Caltrans bridge structure over the I-10 Freeway.
Staff recommends Cannon Corporation (Cannon), a planning and engineering
consultant, to provide the design services for the 4th Street Phase II Project in an
amount not to exceed $315,000 (including a 10% contingency). Staff anticipates up to
12 months for the design phase of the project with public outreach beginning fall 2018
and construction beginning fall 2019.
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Background
The 4th Street Pedestrian and Bicycle Improvements Project is being developed as part
of an overall phased implementation effort for enhanced north-south connections to the
Expo terminus station that complements the Colorado Esplanade east-west connections,
completed in June 2016. The 4th Street Phase I Project was completed in June 2017,
providing an improved connection north of the station between Colorado Avenue and
Broadway. Phase I improvements included new pedestrian scale lighting, new trees and
grates, and pavement etching along the east side of the roadway. Sharrow lane markings
were also added between Broadway and Olympic Drive.
Phases I and II are funded through a combination of Active Transportation Program
(ATP) state grant funds and local matching funds. The purpose of ATP is to encourage
increased use of active modes of transportation, such as walking and biking. On January
26, 2016 (Attachment A), Council authorized the City Manager to accept $1,613,000 in
ATP funding for the design and construction of Phase II improvements.
On June 19, 2017, the City issued a Request for Proposal (RFP) for professional design
services for the Project and one (1) proposal was received. Due to the bid amount
exceeding the available budget and the consultant team’s limited experience with public
streetscape within Caltrans ROW, Council approved the staff recommendation to reject
the single proposal and re-advertise on September 12, 2017 (Attachment B). To engage
prospective consulting firms and achieve a better result, staff implemented the following
modifications to the RFP to be re-advertised:
Listing available budget for design services;
Refining scope of work to emphasize public streetscape, Caltrans ROW, and
Caltrans bridge structure experience; and
Increasing the duration of the bid posting from 3 weeks to 1 month .
Discussion
The opening of the Downtown Santa Monica Expo terminus station at 4th Street and
Colorado Avenue is increasing the number of people walking in the Downtown and Civic
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Center. In recognition of this catalyst transit investment and the opportunities for improved
mobility, the City’s Downtown Community Plan calls for direct, clear, and improved
walking and biking routes to and from the station.
Improved station connections on 4th Street are being implemented in grant-funded
phases, with Phase 1 completed in June 2017. This Phase II Project (Project) extends
improvements south of the station between Colorado Avenue and Olympic Drive
including the Caltrans bridge structure over the freeway. The Project will develop a final
design that integrates with the existing improvements on the 4th Street Phase I and
Colorado Esplanade projects. By doing so, a pedestrian-oriented connection is created in
every direction, helping people to interpret their surroundings and orient themselves to
final destinations. Improvements include:
Pedestrian-oriented lighting to enhance visibility, increase safety, and
accommodate increased pedestrian volumes.
Shade trees (Gingko biloba) to improve pedestrian comfort and Date Palm trees
(Phoenix dactylifera) to reinforce wayfinding.
Enhanced freeway bridge guardrail and/or fencing to buffer pedestrians from
freeway noise and improve pedestrian comfort/sense of safety while preserving
view corridors. Elements could include uplighting, planters, and lighting.
Tightened curb radii to reduce vehicle turning speeds and improve pedestrian
safety.
Reconstructed accessible ramps (dual directional ramps preferred).
New north-leg crosswalk with accessible curb ramps, advance stop-bars, and
bike boxes at the 4th Street/Olympic Drive intersection.
Widen sidewalk at the northeast corner of the 4th Street/Olympic Drive
intersection to improve the pedestrian travel path and provide an enlarged
pedestrian waiting area.
Enhanced crosswalk markings.
Vendor/Consultant Selection
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On October 18, 2017, the City issued Request for Proposals (RFP) #142 to obtain
design services for the 4th Street Phase II 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. 113 vendors
downloaded the RFP request and one (1) proposal from Cannon Corporation (Cannon)
was received on November 20, 2017. Based on the combined distribution of the original
RFP advertised in July and the modified RFP re-advertised in October, staff is satisfied
that advertising the RFP a third time would not necessarily attract additional responses.
Following a review of submittal requirements, Cannon’s proposal was accepted and
evaluated based on the criteria outlined in the RFP, which included project
understanding, relevant experience, quality of staff, familiarity with state and federal
procedures, and demonstrated technical project success. On December 14, 2017, the
Cannon consultant team was interviewed by project staff from Planning and Community
Development and Public Works.
On December 15, 2017, following a comprehensive review of Cannon’s proposal and
interview with the consultant team, the evaluation team selected Cannon to provide the
design services for the Project based on its team composition and proven experience in
designing and advancing public streetscape enhancements, particularly where Caltrans
bridge structures are involved; project approach and understanding; and commitment to
deliver the project to the City on schedule and within budget. Based on Section
2.24.073 of the Municipal Code and these criteria, Cannon is recommended as the sole
and best qualified firm.
For state and/or federal funded consultant contracts greater than $150,000, Caltrans
requires submittal and approval of their Local Assistance Procedures Manual Exhibit
10-C form prior to contract award. Exhibit 10-C identifies critical elements of the
consultant procurement process to ensure local agency compliance with state and/or
federal consultant procurement requirements. Staff received Caltrans Exhibit 10-C
approval on April 26, 2018.
Next Steps
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Cannon would develop and deliver a City approved, community supported, and
technically vetted final design and construction documents. Due to the grant funding
component of this Project and required Caltrans involvement, staff anticipates 9-12
months for the design phase of the project depending on Caltrans coordination, with
public outreach beginning fall 2018 and construction beginning fall 2019.
Financial Impacts and Budget Actions
The professional services agreement to be awarded to Cannon for the 4th Street Phase
II Project is for an amount not to exceed $315,000 (including a 10% contingency) for an
initial two-year term and a one-year renewal option. Funds are available in the FY 2017-
18 Capital Improvement Program budget in the following accounts:
Account _FY 17/18
C209097.589300 $252,000
C019097.589000 $63,000
Total $315,000
Prepared By: Linda Cogswell, Associate Planner
Approved
Forwarded to Council
Attachments:
A. January 26, 2016 Council Staff Report Web Link
B. September 12, 2017 Council Staff Report Web Link
C. 2017 OAKS INITIATIVE FORM_CANNON