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SR 06-25-2019 3F City Council Report City Council Meeting: June 25, 2019 Agenda Item: 3.F 1 of 7 To: Mayor and City Council From: Susan Cline, Director, Public Works, Civil Engineering Subject: Award Contracts for Construction and Construction Management, Inspection Services for North Beach Trail Improvement Project Recommended Action Staff recommends that the City Council: 1. Award Bid #SP2448 to Access Pacific Inc., a California-based company, for construction services for the North Beach Trail Improvement Project; 2. Authorize the City Manager to negotiate and execute a contract with Access Pacific Inc. in an amount not to exceed $12,295,199 (including a 10% contingency); 3. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within contract authority; 4. Award RFP to MNS Engineers, Inc. for construction observation services for the North Beach Trail Improvement Project; 5. Authorize the City Manager to negotiate and execute an agreement with MNS Engineers, Inc. in an amount not to exceed $684,484; and 6. Authorize budget changes as outlined in the Financial Impacts & Budget Actions section of this report. Summary The City maintains and operates the beach along our coast under a long-term lease with State of California. The North Beach Trail Improvement Project would improve safety and circulation on the Santa Monica Beach Trail, also known as the Marvin K. Braude Bike Trail, by creating separate walking and biking paths from Bay Street to the northern City limits. The project involves renovating Ocean Front Walk north of the Pier by installing new paving, architectural concrete seat walls, and lighting. It also would widen approximately 2 miles of the Marvin K. Braude Bike Trail, as outlined in the City’s Bike Action Plan, from 14 feet to 30 feet to accommodate a 16-foot-wide bike path and a 12-foot-wide pedestrian path that would provide safer passage for the the high volume of cyclists and pedestrians using the trail. It would also include a two-foot separation between the bike and pedestrian paths that would be delineated by a low 2 of 7 concrete curb. Circulation improvements in and around the 1550 Pacific Coast Highway parking lot would include wayfinding path signage throughout the parking lot, and a new plaza near the Pier entrance to allow bikes to pull off the bike path and create space for beach and Pier visitors to meet. Staff recommends Access Pacific Inc. for construction services in an amount not to exceed $12,295,199 (including a 10% contingency) and MNS Engineers, Inc. for construction observation services in an amount not to exceed $684,484. Discussion The 22-mile long Marvin K. Braude Bike Trail extends from the City of Torrance through the City of Santa Monica and continues until its terminus at Will Rogers State Beach. The portion within Santa Monica’s city limits, commonly referred to as the Beach Trail, is approximately 3 miles long. The stretch extending from California Avenue to the northerly city limit is currently a 14-foot-wide path shared by both cyclists and pedestrians. This existing width does not adequately accommodate the volume of cyclists and pedestrians now using the Beach Trail. The City’s Bike Action Plan discussed the need to widen this section of bike path so there is a separate pedestrian path and bicycle path north of the Santa Monica Pier. Adjacent to and north of the Pier, amenities such as the concrete seat walls, pathway lighting, wayfinding signage, and path striping are deficient, and many of these areas are prone to congestion and potential conflicts between pedestrians and cyclists. There are inadequate crossing points for visitors parking in the 1550 PCH lot to cross the single bike path as they head to and from the beach and the Pier. KPFF Consulting completed the design of the project in March 2019. Their contract will remain in effect until the completion of the project. The project would widen approximately 2 miles of trail to 30 feet for the installation of a 16-foot-wide bike path, a 12-foot-wide pedestrian path and add a clearly defined 2- foot-wide separation between pedestrians and cyclists to increase public safety, 3 of 7 capacity and enjoyment on the single shared path from California Avenue to the northern City limits and between Bay Street and the Pier. The project would also address cyclist and non-cyclist circulation conflicts and congestion adjacent to the Pier and at the 1550 PCH parking lot area by directing pedestrians to clearly defined crossing areas. On Ocean Front Walk, improvements would add user-friendly amenities including seat walls, upgraded paving, and LED lighting to provide appropriate and energy efficient illumination levels. Construction is anticipated to begin in late summer 2019 and be completed in 12-14 months. Past Council Actions August 23, 2016 (Attachment A) Awarded Design Services Agreement to KPFF Consulting for North Beach Trail Improvement Vendor Selection - Construction Bid Data Bid Posting Date Bid Posted On Bid Advertised In (City Charter & Municipal Code) # of Vendors Downloaded # of Submittals Received Date Publicly Opened 2/28/2019 City's Online Bidding Site Santa Monica Daily Press 139 9 4/18/19 Submittals Received Selection Criteria Access Pacific Inc. $11,177,454 Municipal Code SMMC 2.24.180 Landscape Support Service $11,581,865 Evaluation Criteria Price, previous experience, ability to deliver, quality of product, and compliance with City specifications. Sully - Miller Contracting $12,243,875 C.A. Rasmussen, Inc. $12,425,530 C.S. Legacy Construction $12,522,826 Los Angeles Engineering Inc. $12,560,430 Best and Lowest Bidder Access Pacific Inc. Environmental Construction Inc. $13,908,788 Griffith Company $17,523,000 Granite Construction Company Non- Responsive Best Bidder Justification 4 of 7 Access Pacific Inc. was selected based on their bid price, references, demonstrated quality of work on past projects, and experience with similar projects with the Los Angeles Community College District, Los Angeles County Public Works Department, Conejo Recreation and Park District and Glendale Community College District. Vendor Selection – Construction Observation Services The construction observation firm would provide full time inspection services, materials and source testing, as well as public outreach efforts for this project. The inspector would observe and inspect the work, ensure that construction of the project adheres to project design plans and specifications, answer contractor questions in the field, verify quantities on contractor invoices, prepare daily reports, capture and maintain progress photos, coordinate work with various City departments, distribute construction notifications, and address questions or concerns from the public. MNS Engineers Inc. was selected for this project from an approved shortlist of construction observation firms. The shortlist was created by way of the Request for Qualifications (RFQ) process; the firms that were prequalified by the City were invited to submit a proposal as part of the Request for Proposal (RFP) process , and MNS Engineers was subsequently selected. Vendor Selection – Construction Observation RFP Data RFP Posting Date RFP Posted On RFP Advertised In (City Charter & Municipal Code) # of Vendors Downloaded # of Submittals Received Date Publicly Opened 3/19/2019 City's Online Bidding Site Santa Monica Daily Press 5 4 4/8/2019 RFPs Received Selection Criteria Anderson Penna Municipal Code SMMC 2.24.190 CivilSource Evaluation Criteria Training/credentials/experience, competence/skill, ability to perform services promptly, sufficiency of financial/other resources, character/reputation, and price. MNS Engineers Inc. Quantum Consulting Justification to Award 5 of 7 Staff recommends MNS Engineering, Inc. as the best qualified firm to provide construction observation services based on its qualifications and its directly related experience providing similar services for municipal agencies. Public Outreach Public outreach began with an online survey from March through April 2017, along with an in-person survey along the beach trail on April 8, 2017. Over 1,000 people responded to either the online survey or the in-person interview and provided input about safety concerns and improvements. Following the survey, design concepts were developed and presented at an open house on the beach on May 20, 2017. Beach residents were invited to a presentation of the final design on March 28, 2018, and the presentation was posted on the City’s website. Public outreach during construction would be provided by MNS Engineers, Inc. as part of the recommended construction observation contract. The City would work with the consultant team to frequently meet with all neighboring businesses and residents to keep them informed of the project schedule and construction impacts. Environmental Analysis The project qualifies for Class 1 existing facilities and Class 4 categorical exemptions under Section 15301 of CEQA Guidelines. Class 1 existing facilities provides exemption for the operation, repair, or minor alteration of existing public or private structures/facilities involving little or no expansion of use. Class 4 categorical exemptions exempt the construction of small new structures. The project would make changes to the existing bike path/pedestrian facility to provide enhancements and would construct minor new structures such as new seat walls, lighting, and paving. In addition, none of the exceptions specified in Section 15300.2 of CEQA Guidelines would apply that would preclude the use of this CEQA exemption – the project site is not located in a sensitive environment, the project would not have a significant effect on the environment, the project would not damage scenic resources, the project would not be located on a hazardous waste site, and the project would not cause a change to a 6 of 7 historical resource. Therefore, this project is a Class 1 and 4 project that is categorically exempt per Section 15301 of the CEQA Guidelines. California Coastal Commission Permit The California Coastal Commission determined during their March 6, 2019 hearing that the proposed project is consistent with the Coastal Act Chapter 3 policies and Santa Monica’s certified Land Use Plan (LUP). Financial Impacts and Budget Actions Staff seeks authority to award a contract to Access Pacific Inc. for construction services and a professional services agreement to MNS Engineering, Inc. for construction observation services. The Beach Recreation Fund would fund this project. The contract awards require the following budget changes: FY 2018-19 Budget Changes Funding Source Appropriate Funds Account Number(s) Amount Account Number(s) Amount 11 (Fund Balance) $300,000 C1106100.689000 $300,000 Contract Request – Construction Request Amount FY 2018 – 19 Budget CIP Account Total Contract Amount $12,295,199 C1106100.689000 $12,295,199 Contract Request – Construction Observation Request Amount FY 2018 – 19 Budget CIP Account Total Contract Amount $684,484 C1106100.689000 $684,484 7 of 7 Prepared By: Tom Shahbazi, Civil Engineer Approved Forwarded to Council Attachments: A. August 23, 2016 Staff Report B. Access Pacific Inc. Oaks Initiative Disclosure Form C. MNS Engineers Oaks Initiative Disclosure Form D. PowerPoint Presentation City Council Report City Council Meeting: August 23, 2016 Agenda Item: 3.C 1 of 4 To: Mayor and City Council From: Susan Cline, Director, Public Works, Architecture Services Subject: North Beach Trail Improvement Award of Design Agreement Recommended Action Staff recommends that the City Council: 1. Award RFP #SP2448 to KPFF Consulting Engineers, Inc., a California-based company, for design services for the North Beach Trail Improvement Project; and 2. Authorize the City Manager to negotiate and execute an agreement with KPFF Consulting Engineers, Inc. in an amount not to exceed $853,122 (including a 10% contingency). Executive Summary The North Beach Trail Improvement Project would mitigate conflicts between fast moving cyclists and slower pedestrians and non-bicyclists, resulting in increased safety, capacity and enjoyment of the Santa Monica Beach Trail from Bay Street to Ocean Front Walk to the Santa Monica Pier and then to the northern city limit. Staff recommends KPFF Consulting Engineers, Inc. to provide design services in an amount not to exceed $853,122 (including a 10% contingency). Staff will return to Council to present the design and for approval to award a construction contract. Background The beach bike path in Santa Monica is a section of the Marvin K. Braude Beach Trail and the greater Pacific Coast Bicycle Route running along the Pacific coast from Canada to Mexico. In Santa Monica, the generally 14-foot-wide Beach Trail runs along Santa Monica State Beach from the city’s northern periphery at Pacific Palisades to the southern boundary at Venice. At its midpoint, the Beach Trail runs under the Santa Monica Pier (Pier) and along the busy beachside edge of the 1550 Pacific Coast Highway (PCH) parking lot located north of the Pier. Popular among recreational bicyclists, traffic on the Beach Trail is heavy and users frequently experience congestion leading to conflict between fast moving cyclists and 2 of 4 slower pedestrians and non-bicyclists. South of the Pier, areas of conflict have been mitigated, safety significantly enhanced and user enjoyment improved by innovative projects, such as the Beach Improvement Group (BIG) Project, completed in 1999, which widened the bike path between the Pier and Bay Street from 14 to 20 feet and reconfigured and renovated Ocean Front Walk. An earlier project in the 1980s constructed a clearly defined pedestrian path separated from the bike path between Bay Street and Venice. Public art components are fully integrated into the design of these projects and become useful amenities for users, further enhancing enjoyment of the Beach Trail in the south beach area. Upgraded signage, markings and striping were added to the entire Beach Trail in 2012. Adjacent to and north of the Pier, amenities are deficient and areas are prone to congestion and potential for conflicts between pedestrians and cyclists. There are inadequate crossing points for visitors parking in the 1550 lot to cross the single bike path as they head to and from the beach and the Pier. Nearby, pedestrian-only Ocean Front Walk offers few useful improvements for walkway users, is lacking adequate visual buffers from adjacent construction and is frequented by cyclists and other fast moving modes of transportation. Further north from the termination point of Ocean Front Walk at California Avenue and to the northern City limit, walkers, joggers and other non-bicycle users share the single path. Recently completed and future recreation opportunities in the north beach vicinity are expected to attract both new and existing users. Discussion The objective of the North Beach Trail Improvement Project is to increase safety, capacity and enjoyment of the Santa Monica Beach Trail and Ocean Front Walk from just south of the Pier to the City’s northern boundary, utilizing aesthetic and innovative means suitable to the coastal environment and sensitive to neighboring conditions and existing views. The Project would include approximately 1.75 miles of trail widening and the addition of a clearly defined separation between pedestrians and cyclists to reduce 3 of 4 conflicts on the single shared path from California Avenue to the northern city limits and between Bay Street and the Pier. The Project would also address cyclist and non-cyclist circulation conflicts and congestion adjacent to the Pier and at the 1550 Pier parking lot area by directing pedestrians to clearly defined crossing areas. At pedestrian-only Ocean Front Walk, improvements would add user-friendly amenities including seat walls, upgraded paving and LED lighting to provide appropriate and energy efficient illumination levels. Construction is anticipated to begin in FY 2018-19. Consultant Selection On May 3, 2016, the City issued a Request for Proposals (RFP) #SP2448 for urban design services, including landscape architecture, transportation planning, and engineering design for the North Beach Trail Improvement 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 City Charter and Municipal Code provisions. 86 vendors downloaded the RFP. On June 6, 2016, 7 firms responded: AHBE Landscape Architects Gwynne Pugh Urban Studio Hirsch & Associates, Inc. KPFF Consulting Engineers Mia Lehrer + Associates Pacific Coast Land Design, Inc. Stantec Consulting services, Inc. Responses to the RFP were reviewed by a selection panel of staff from Community and Cultural Services, Planning and Community Development, and Public Works. Evaluation was based on the following selection criteria: composition and experience of the project team, references, work plans, and proposed fees. To assess project team qualifications, three firms were short-listed and interviewed. Based on this criteria and criteria in SMMC 2.24.073, staff recommends KPFF Consulting Engineers, Inc. as the best qualified firm to provide design services for the North Beach Trail Improvement Project based on the firm’s competitive cost and assembled team, clear understanding of the project, track record of projects of similar size and scope for the Cities of Santa Monica, Los Angeles, San Diego, Huntington Beach, Newport Beach, San Clemente, 4 of 4 and Malibu, previous experience with community outreach and government agencies, fee schedule, hourly rates and references. Financial Impacts and Budget Actions The agreement to be awarded to KPFF Consulting Engineers, Inc. is for an amount not to exceed $853,122. Funds of $666,429 are available in the FY2016-17 Capital Improvement Program (CIP) budget in account C119072.589000. Award of contract requires additional FY 2016-17 Capital Improvement Program budget appropriation of $186,693 to account C119072.589000. This appropriation will be offset by a reduction of $186,693 in the FY 2017-18 Capital Improvement Program budget plan to account C119072.589000. Future year funding is contingent on Council budget approval. Construction funding in the amount of $6,862,803 is included in the CIP budget plan for FY 2018-19 based on a preliminary cost estimate. The construction cost estimate will be finalized during the design phase and the budget will be put forward for Counci l approval as part of the FY 2018-20 Biennial CIP budget. Prepared By: Voneelya Simmons, Project Manager Approved Forwarded to Council REFERENCE: Contract No. 10864 - 10865 (CCS)