SR 12-18-2018 3D
City Council
Report
City Council Meeting: December 18, 2018
Agenda Item: 3.D
1 of 4
To: Mayor and City Council
From: Susan Cline, Director, Public Works, Civil Engineering
Subject: Award Professional Services Agreement to Stantec Consulting Services, Inc.
for the 17th Street Expo Bike Connectivity Improvement Project
Recommended Action
Staff recommends that the City Council:
1. Award RFP #SP2484 to Stantec Consulting Services, Inc., a California-based
company, to provide design services, develop construction documents, and provide
engineering support during the construction of the 17th Street Expo Bike
Connectivity Improvement Project for the Public Works Department;
2. Authorize the City Manager to negotiate and execute a professional services
agreement with Stantec Consulting Services, Inc., in an amount not to exceed
$905,800 (including a 10% contingency);
Summary
The 17th Street Project would create an enhanced safe walking and biking connection
for residents to enjoy as they travel to parks, transit stops, and areas within the Pico and
Mid-City neighborhoods. The project would renew the 17th Street corridor with new
pedestrian lighting, curb extensions, curb ramps, traffic circles, new and enhanced
signing and striping, landscaping, and a protected bikeway. The project area includes
two stretches of roadway: 1) 17th Street from Wilshire Boulevard to Pico Boulevard
would incorporate protected bikeways on the east and west sides, and 2) the MANGo
east-west extension along Michigan Avenue from 14th Street to 19th Street would
include traffic calming measures such as new curb extensions, traffic circles, signage
and striping. The project would help achieve the Mobility Strategic Goal by increasing
walking, biking, and transit use, and contribute to Vision Zero efforts to eliminate
pedestrian fatalities and reduce the severity of collisions. Staff recommends Stantec
Consulting Services, Inc. (Stantec) to provide engineering design services, develop
construction documents, and provide engineering support during the construction phase
of the project for an amount not to exceed $905,800 (including a 10% contingency).
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Discussion
The 17th Street Project is the product of a planning effort that included several
community meetings to obtain feedback from residents. The goal of the project is to
create a street that works better for residents and provides comfortable and inviting
pathways that are safe for all users. The project is composed of the following three
major elements that would create a complete and safe multi-modal street that works for
people of all ages and abilities:
1. Pedestrian Improvements: Pedestrian scale lighting (along the west side of
17th Street), curb extensions, landscaping, signing and striping upgrades and
curb ramp improvements (at selected intersections and along both sides of 17th
Street) for the length of 1.1 miles between Wilshire and Pico boulevards.
2. Protected Bikeway: Upgrade existing Class III bike lanes to Class IV bike lanes
that would extend a total of 1.1 miles from Wilshire Boulevard to Pico Boulevard.
Class III bike lanes are signed and shared lanes that provide shared use with
vehicular traffic on lower volume roadways, whereas Class IV bike lanes
constitute a physically separated and protected bikeway interface between
vehicular and bike traffic which also includes new signage, green roadway
markings, traffic signal modifications to include bike detection features, and
geometric design of the protected infrastructure. The project would introduce
protected intersections, which are traffic signal controlled, where busy bikeway
corridors intersect, such as the intersections along 17th Street at Arizona Avenue
and Broadway Avenue.
3. MANGo Extension: Extends the east-west central corridor connections along
Michigan Avenue from 14th Street to 19th Street and implement new curb
extensions, traffic circles, signing and striping that would work with a planned
future bike connection over the 20th Street bridge.
Stantec would be tasked with preparing plans, specifications and estimates, and
providing engineering support during the bidding process and construction phases of
the project, which would include reviewing change orders and ensuring the construction
contractor uses materials that meet the requirements of the approved contract
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documents. Stantec would also prepare the as-built record drawings at the conclusion
of the project’s construction.
Consultant Selection
Stantec submitted a proposal for this project after being selected for an approved short
list of civil engineering design firms. The shortlist was created by a Request for
Qualifications (RFQ) process administered by the Civil Engineering Division. Stantec
submitted a proposal as part of the Request for Proposals (RFP) process for this project
and was subsequently selected due to their thorough proposed workplan,
understanding of the project’s scope, and experience designing similar projects such as
the Herondo Street-Harbor Drive Cycle Track and Gateway Improvement Project for the
City of Redondo Beach.
RFP Process
RFP Data
RFP Posting Date
RFP
Posted
On
RFP Advertised In
(City Charter &
Municipal Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date
Publicly
Opened
8/23/2018
City's
Online
Bidding
Site
RFP sent to five
pre-qualified firms
on short list
5 4 9/27/2018
Proposals Received Selection Criteria
Cannon
Corporation
KPFF
Consulting
Engineers
Municipal Code SMMC 2.24.073
Stantec
Consulting
Services
RICK
Engineering
Evaluation Criteria
Project understanding, proposed methodology,
approach to scope of work, and timeline, project
staff qualifications, familiarity with state and
federal procedures, cost estimate
Justification to Award
A three-person committee from the Civil Engineering Division and Mobility Division
evaluated the four proposals based on criteria listed in the evaluation criteria section.
The committee recommends Stantec Consulting Services, Inc. as the best qualified firm.
Past Council Actions
July 24, 2018
(Attachment A)
Proceed with Final Design phase for the Safe Streets for 17th
Street and Michigan Avenue Project
August 14, 2018 Award Contracts for On Call Signage/Striping and Civil
4 of 4
(Attachment B) Engineering Design/Preparation of Temporary Traffic Control
Plans
Financial Impacts and Budget Actions
Staff seeks authority to award a design contract with Stantec Consulting Services, Inc.
to provide final design and construction engineering support services for the 17th Street
Expo Bike Connectivity Improvement Project.
Contract Request – Design and Construction Engineering Support
Request Amount
FY 2018-19 Budget
CIP Account # Total Contract Amount
$600,000 C2706620.689110 $600,000
$305,800 C2706700.689130 $305,800
Total $905,800
Prepared By: Joshua Carvalho, Civil Engineer
Approved
Forwarded to Council
Attachments:
A. July 24, 2018 Staff Report
B. Staff Report 08-14-18
C. Stantec Oaks Inititative Form
City Council
Report
City Council Meeting: August 14, 2018
Agenda Item: 3.D
1 of 6
To: Mayor and City Council
From: Susan Cline, Director, Public Works, Civil Engineering
Subject: Award Contracts for On Call Signage/Striping and Civil Engineering
Design/Preparation of Temporary Traffic Control Plans
Recommended Action
Staff recommends that the City Council:
1. Establish a pre-qualified list for on-call Civil Engineering Design Services as part
of RFQual #SP2564 consisting of Cannon Corporation, Kimley-Horn and
Associates, Inc., KPFF Consulting Engineers, RICK Engineering Company, and
Stantec Consulting Services, Inc. (all California-based companies) to create a
pre-qualified list for on-call Civil Engineering Design Services,
2. Authorize the City Manager to negotiate and execute an agreement with Kimley-
Horn and Associates, Inc., in an amount not to exceed $750,000 for three years
with one two-year renewal option in the amount of $500,000, for a total amount
not to exceed $1,250,000 over a five-year period, with future year funding
contingent on Council budget approval. This is an on-call agreement and an RFP
would be issued once there is a known scope of work. Funding would be
identified as projects and tasks are identified.
3. Award Bid #SP2543 to Superior Pavement Markings Inc. and PCI, California-
based companies, for on-call signing and striping services,
4. Authorize the City Manager to negotiate and execute an agreement with Superior
Pavement Markings Inc. in an amount not to exceed $250,000 for three years,
with one two-year renewal option, which would extend the contract term but not
increase the budget, for a total amount not to exceed $250,000 over a five-year
period, with future year funding contingent on Council budget approval. This is an
on-call agreement and funding would be identified as projects and tasks are
identified, and
5. Authorize the City Manager to negotiate and execute an agreement with PCI, in
an amount not to exceed $250,000 for three years, with one two-year renewal
option, which would extend the contract term but not increase the budget, for a
total amount not to exceed $250,000 over a five-year period, with future year
funding contingent on Council budget approval. This is an on-call agreement and
an RFP would be issued once there is a known scope of work. Funding would be
identified as projects and tasks are identified.
Summary
2 of 6
In an effort to incorporate innovative procurement efficiencies by developing shortlists of
vendors for broadly defined services, Public Works is seeking to deliver projects more
quickly and in ways better suited to the current marketplace (Attachment A). The
procurement processes for Public Works projects were designed for large, complex
capital improvements and correspondingly require more time for consultant/contractor
selection and contract execution. Public Works projects that are smaller in scope and
budget, such as street striping and paving, routinely go through the same process,
causing significant delays and additional cost to the City in terms of staff time and lost
productivity. In order to streamline the selection and contract execution processes to
allow for the delivery of these smaller-scale projects more expeditiously staff
recommends awarding a professional services agreement for on-call civil engineering
design services to Kimley-Horn and Associates, Inc. and two construction contracts for
on-call signing and striping work to Superior Pavement Markings Inc. and PCI,
respectively. This would reduce staff time spent on bid postings and contract routing
and would enable rapid deployment of priority projects.
Discussion
The City does not currently have an efficient delivery model for infrastructure projects
that require expedited delivery. For example, Vision Zero improvements - roadway
safety projects designed to eliminate fatal and severe injury crashes on City streets –
would be subject to existing procurement and contract execution procedures which
could take up to 10 months. While existing procurement processes work well for large,
complex projects for which they were created, the lengthier processes hinder the City’s
ability to quickly deliver small- to medium-sized projects. Staff recommends utilizing an
on-call civil engineering designer and on-call contractors that would allow the City to
deliver certain projects up to eight months sooner (Table 1).
Table 1 – Typical Project Delivery vs. On-Call/Expedited Project Delivery (Administrative Processes)
Typical Process Typical Duration Expedited Process Expedited
Duration
De
s
i
g
n
Circulate for Approval and Post
Request for Proposals 45 days Confirm scope with designer 30 days
Prepare Staff Report 45 days N/A -
3 of 6
Negotiate & Execute
Professional Services
Agreement
60 days N/A -
Prepare Bid Package & Post
Bid 60 days Confirm scope with contractor 30 days
Co
n
s
t
r
u
c
t
i
o
n
Prepare Staff Report 45 days N/A -
Negotiate & Execute
Construction Contract 60 days N/A -
Total 315 days Total 60 days
An on-call civil engineering designer would be able to quickly provide design and
construction documents for projects such as, but not limited to, pedestrian and bicycle
striping improvements, bulb-outs, traffic control plans, and traffic-calming circles. The
work produced by the designer would clearly define the project scope and be used to
either competitively bid the work or to obtain quotes from the on-call contractors.
On-call signing and striping contractors would be able to quickly mobilize and construct
improvements for projects such as, but not limited to, pedestrian and bicycle striping
improvements, pavement marking upgrades, and traffic sign replacement.
Vendor/Consultant Selection
Table 2 – On-Call Civil Engineering Design / Preparation of Temporary Traffic Control Plans
Request for Qualifications (RFQual) Data
RFQual Posting Date RFQual
Posted On
RFQual Advertised In
(City Charter &
Municipal Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date
Publicly
Opened
05/02/2018 City's Online
Bidding Site
Santa Monica Daily
Press 83 12 06/01/2018
Pre-qualified List Vendor Selection Recommendation
Cannon
Corporation
Kimley-
Horn &
Associates,
Inc.
Municipal Code SMMC 2.24.073
KPFF Consulting
Engineers
RICK
Engineering Evaluation Criteria Experience/Technical Competence, Ability to Meet Project
Work Plan & Timeliness, Quality Control, Cost Control,
Stability/References
Stantec
Consulting
Services, Inc.
4 of 6
Justification to Short-List
The vendor responses were reviewed by a selection panel from the Public Works
Department and evaluated using the evaluation criteria above, including their technical
expertise and ability to promptly respond to the City’s requests. Based on these criteria,
the vendors listed above are recommended as the best qualified firms to be placed on a
shortlist. The RFQual stated a shortlist of five consultants would be created and this
ensures competitiveness among the most-qualified consultants when proposing for future
projects. Staff recommends Kimley-Horn and Associates, Inc., the top-ranked firm, as the
best qualified firm to provide as-needed design services and be awarded an on-call
contract not to exceed $750,000 for three years with one two-year renewal option in the
amount of $500,000, for a total not to exceed amount of $1,250,000 over a five-year
period. Staff will utilize the shortlist as required.
Table 3 – On-Call Signing and Striping Contractors
Request for Qualifications (RFQual) Data
RFQual Posting Date RFQual
Posted On
RFQual Advertised In
(City Charter &
Municipal Code)
# of Vendors
Downloaded
# of
Submittals
Received
Date Publicly
Opened
03/15/2018 City's Online
Bidding Site
Santa Monica Daily
Press 27 2 04/16/2018
Pre-qualified List Vendor Selection Recommendation
PCI Municipal Code SMMC 2.24.073
Superior Pavement
Markings Inc.
Evaluation Criteria Experience/Technical Competence, Ability to Meet
Project Work Plan & Timeliness, Quality Control, Cost
Control, Stability/References
Justification to Short-List
The vendor responses were reviewed by a selection panel from the Public Works
Department and evaluated using the evaluation criteria, including their technical
expertise and ability to promptly respond to the City’s requests. Based on these criteria,
the vendors listed above are recommended as best qualified firms to be placed on a
shortlist. Staff recommends PCI and Superior Pavement Markings as the best qualified
firms to provide as-needed signing and striping services and each be awarded an on-
call contract in an amount not to exceed $250,000, for three years with one two-year
renewal. Staff would utilize the shortlist as required.
Past Council Action
06/28/16 (Attachment A) Council gave staff direction to pilot or implement new
methods of procurement.
Financial Impacts and Budget Actions
5 of 6
Staff seeks authority to award a professional services agreement with Kimley-Horn and
Associates for on-call civil engineering design services.
Professional Services Agreement Request: Kimley-Horn
Request Amount
FY 2018-19 Budget
Department/CIP Account # Total Contract Amount
$250,000
Funding will come from various accounts
and be identified as projects requiring
engineering design and construction
services are identified.
$1,250,000
Future year funding is contingent on Council budget approval.
Staff seeks authority to award a contractual services agreement with Superior
Pavement Markings Inc. for on-call signing and striping services.
Contractual Services Agreement Request: Superior Pavement Markings Inc.
Request Amount
FY 2018-19 Budget
Department/CIP Account # Total Contract Amount
$250,000
Funding will come from various accounts
and be identified as projects requiring
engineering design and construction
services are identified.
$250,000
Future year funding is contingent on Council budget approval.
Staff seeks authority to award a contractual services agreement with PCI for on-call
signing and striping services.
Contractual Services Agreement Request: PCI
Request Amount
FY 2018-19 Budget
Department/CIP Account # Total Contract Amount
$250,000
Accounts and funding will be identified as
projects requiring engineering design and
construction services are identified.
$250,000
Future year funding is contingent on Council budget approval.
6 of 6
Prepared By: Curtis Castle, Civil Engineer
Approved
Forwarded to Council
Attachments:
A. June 28, 2016 Staff Report
B. PCI Oaks Initiative_Rev1
C. Superior Oaks Initiative
D. Kimley-Horn Civil Engineering Design Oaks Form
CITY OF SANTA MONICA
OAKS INITIATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS
AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS,
OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known as
the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and
information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s
text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection. It
prohibits a public official from receiving, and a person or entity from conferring, specified
personal benefits or campaign advantages from a person or entity after the official votes,
or otherwise takes official action, to award a “public benefit” to that person or entity. The
prohibition applies within and outside of the geographical boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of Santa
Monica shall provide the names of trustees, directors, partners, and officers, and names
of persons with more than a 10% equity, participation or revenue interest. An exception
exists f or persons serving in those capacities as volunteers, without compensation, for
organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the
Internal Revenue Code. However, this exception does not apply if the organization is a
political committee or controls political committees. Examples of a “public benefit” include
public contracts to provide goods or services worth more than $25,000 or a land use
approval worth more than $25,000 over a 12-month period.
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an
entity, rather than an individual person, the information includes the name of every person
who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent
interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks
Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This
information must be updated and supplied every 12 months.
Corporate Information Summary Page 1 of 3
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Officers as of 10-30-18.docx
Updated: Oct 30/18
STANTEC CONSULTING SERVICES INC.
DIRECTORS:
Scott L. Murray
Jeffrey P. Stone
OFFICERS:
President Gordon A. Johnston
Executive Vice President & Chief
Operating Officer Scott L. Murray
Executive Vice President & Chief
Business Officer Valentino DiManno
Executive Vice President and Chief
Practice and Project Officer Steve Fleck
Executive Vice President W. Paul Allen
Executive Vice President David G. Barnes
Executive Vice President Leonard Castro
Executive Vice President Marshall W. Davert Jr.
Executive Vice President Theresa Jang
Executive Vice President Michael A. Kennedy
Executive Vice President Blair M. Lavoie
Executive Vice President Stuart E. Lerner
Executive Vice President Kirk M. Morrison
Executive Vice President Eric Nielsen
Executive Vice President Catherine Schefer
Executive Vice President Robert Seager
Executive Vice President Stanis I.R. Smith
Executive Vice President Russ Wlad
Senior Vice President & CEO - Engineering Brian Larson
Senior Vice President & CIO Chris McDonald
Senior Vice President John Adams
Senior Vice President Paul J.D. Alpern
Senior Vice President Richard Andrachek
Senior Vice President Donald W. Armour, Jr.
Senior Vice President Jamie Bagan
Senior Vice President Donal J. Bassett
Senior Vice President Clayton A. Bock
Senior Vice President Patrick G. Corser
Senior Vice President Paul J. DeKeyser
Senior Vice President Nigel Denby
Senior Vice President David J. Emery
Senior Vice President Mario Finis
Senior Vice President Reno Fiorante
Senior Vice President Joseph Geller
Senior Vice President Anton Germishuizen
STANTEC CONSULTING SERVICES INC.
Corporate Information Summary Page 2 of 3
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Officers as of 10-30-18.docx
Updated: Oct 30/18
Senior Vice President James Grasty
Senior Vice President Jeffrey Green
Senior Vice President John J. Hanula
Senior Vice President David Haywood
Senior Vice President Fay (Skip) L. Holland
Senior Vice President David Irvine
Senior Vice President Isabelle Jodoin
Senior Vice President Dave Lamontagne
Senior Vice President Maurice Leger
Senior Vice President Jon Lessard
Senior Vice President James E. Lindell
Senior Vice President Lui Mancinelli
Senior Vice President John S. Montgomery
Senior Vice President Bjorn Morisbak
Senior Vice President Janet L. Mulligan
Senior Vice President Robert Mullins
Senior Vice President Michael Newbery
Senior Vice President James (Jim) R. Obermeyer
Senior Vice President Eric Overton
Senior Vice President Simon O’Byrne
Senior Vice President Dean Palumbo
Senior Vice President Philip R. Perciavalle
Senior Vice President Stephen W.K. Phillips
Senior Vice President Richard E. Pineo
Senior Vice President Ward Prystay
Senior Vice President Ryan Roberts
Senior Vice President Peter Salusbury
Senior Vice President Asifa Samji
Senior Vice President Rodney Schebesch
Senior Vice President Chander K. Sehgal
Senior Vice President Constantino Senon
Senior Vice President William F. Shelley
Senior Vice President Keith Shillington
Senior Vice President Emree Siaroff
Senior Vice President Robert A. Simm
Senior Vice President David Smith
Senior Vice President Donald J. Spiegel
Senior Vice President Scott Storlid
Senior Vice President John Take
Senior Vice President Glenn S. Tarbox
Senior Vice President Jonathan R. Treen
Senior Vice President Brad Wallace
Senior Vice President Susan Walter
Senior Vice President Mike Watson
Senior Vice President Robert A. Wood
Vice President Frank Aceto
STANTEC CONSULTING SERVICES INC.
Corporate Information Summary Page 3 of 3
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Officers as of 10-30-18.docx
Updated: Oct 30/18
Vice President Nick Bokaie
Vice President Donald Del Nero
Vice President Troy Peoples
Vice President Michael Reagan
Vice President Alfonso Rodriguez
Vice President Jeffrey P. Stone
Vice President Chris Young
Senior Principal Keith Morrow
Principal Robert R. Cunningham
Associate Jason Schneider
Associate & CEO – Surveying Jerome Means
Manager Robert J. Sands
Right of Way Officer Linda Brown
Right of Way Officer Geraldine V. Webb
Corporate Counsel David Archer
Corporate Counsel Donald Blackwell
Corporate Counsel William A. Butler
Corporate Counsel Mike Cavanaugh
Corporate Counsel Thomas Curran
Corporate Counsel William J. Edwards
Corporate Counsel Cate Hite
Corporate Counsel Katharine LaFrance
Corporate Counsel Christy J. Leonard
Corporate Counsel Amy Oygen
Corporate Counsel Marissa Johnson Prakash
Corporate Counsel Robert Ray
Corporate Counsel Corey Sanchez
Corporate Counsel Matthew Storey
Corporate Counsel John Wood
Secretary Christopher O. Heisler
Assistant Secretary Jeffrey P. Stone
Treasurer Daniel J. Lefaivre
REFERENCE:
Agreement No. 10785
(CCS)