SR 09-14-2021 3A
City Council Report
City Council Meeting: September 14, 2021
Agenda Item: 3.A
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To: Mayor and City Council
From: Rick Valte, Acting Public Works Director, Public Works, Engineering and
Street Services
Subject: Authorization to Reject Single Proposal for RFP #2447 for Engineering
Design Services for the Beach Bike Path Ramp Connection to the Santa
Monica Pier
Recommended Action
Staff recommends that the City Council:
1. Reject the single proposal for Request for Proposals (RFP) #2447 for
engineering design services for the Beach Bike Path Ramp Connection to Santa
Monica Pier Project for the Public Works Department; and
2. Direct staff to reissue the RFP with a modified scope to obtain proposals to
provide professional design services for the Beach Bike Path Ramp Connection
to Santa Monica Pier Project.
Summary
On April 28, 2021, the City issued RFP #2447 for professional design services for the
beach bike path ramp connection from Marvin Braude Bike Trail to the Santa Monica
Pier. The scope of work consists of the preparation of design and construction
documents, including plans, specifications, cost estimates, and providing construction
support during the construction phase. On May 31, 2021, one proposal was received.
The $900,000 proposal exceeds the project’s design budget of $172,000. The project
budget is funded by a grant and Measure M Local Return monies, and no additional
funding is available at this time. Therefore, staff recommends rejecting the single
proposal which far exceeds the established design budget for this project and reissuing
the RFP with a more streamlined scope of services. Section 2.24.220 of the Municipal
Code requires rejection of bid(s) to reissue the RFP.
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Discussion
The Beach Bike Path Ramp Connection to Santa Monica Pier Project (Project) utilizes
federal Congestion Air Quality Mitigation (CMAQ) grant funds and Proposition C and
Measure M Local Return funds. The CMAQ grant for this project was received in 2015
at which time, staff anticipated designing the Project in conjunction with the Pier Bridge
Replacement Project. However, the two project schedules no longer align as originally
anticipated.
Staff discussed the project with the proposing design firm to gain feedback on how to
reduce proposal costs. Factors that contributed to the high proposed design cost
include the planning requirements, pre-engineering services, hard cost escalation and
the increased demand for engineering services since 2015. While hard cost escalations
and the industry demand for services will continue to impact the design cost, staff would
adjust the level of planning work and other pre-engineering services in the scope to
reduce the overall level of effort, resources, and cost. Staff also reached out to those
firms that reviewed the RFP for feedback on why they did not submit a proposal.
Several firms attributed their decision to the vast amount of work in the industry and the
subsequent lack of resources to prepare proposals.
Based on feedback from the single proposing firm and the other design firms, staff
would make the following adjustments when reissuing the RFP:
• Disclose available budget for design services;
• Refine the scope of work to emphasize the core services needed, such as the
civil and structural components; and
• Increase the duration of the bid posting from 30 days to 45 days to allow ample
time for proposal submissions.
Financial Impacts and Budget Actions
There is no immediate financial impact or budget action necessary as a result of the
recommended action.
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Prepared By: Tom Shahbazi, Civil Engineer
Approved
Forwarded to Council
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