SR 03-22-2022 3F
City Council
Report
City Council Meeting: March 22, 2022
Agenda Item: 3.F
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Engineering and Street
Services
Rick Valte, Public Works Director, Public Works Department
Subject: Award Professional Services Agreement to KPFF Consulting Engineers to
Design the Beach Bike Path Ramp Connection to Santa Monica Pier
Recommended Action
Staff recommends that the City Council:
1. Award RFP #2447 to KPFF Consulting Engineers to provide design services,
develop construction documents, and provide engineering support during the
construction of the Beach Bike Path Ramp Connection to Santa Monica Pier
Project for the Public Works Department;
2. Authorize the City Manager to negotiate and execute a professional
services agreement with KPFF Consulting Engineers, in an amount not to
exceed $248,336 (including a 10% contingency);
3. Authorize the City Manager to issue any necessary modifications to complete
additional work within contract authority.
Summary
The Santa Monica State Beach Regional Beach Bike Path (Marvin Braude Bike Trail or
Beach Bike Path) and the Santa Monica Pier are two of the most popular and
frequently visited places in the City of Santa Monica. The Beach Bike Path Ramp
Connection to Santa Monica Pier Project (Beach Bike Ramp Project) would create a
bicycle ramp that connects the heavily used Beach Bike Path to the Santa Monica Pier.
The ramp would serve local and regional bicycle network users by providing a structure
linking the Santa Monica Downtown/4th Street Expo Station to the Pier and Beach.
Currently there is no direct bicycle connection between the Beach Bike Path,
Downtown Santa Monica, and the Expo Light Rail Station.
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The new ramp would promote the use of transit and other alternative modes of
transportation and advance the City’s goal to reduce car trips to the Santa Monica Pier,
Santa Monica Beach, and surrounding vicinity. Staff recommends KPFF Consulting
Engineers (KPFF) 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 $248,336 (including a 10% contingency).
Discussion
As part of the Los Angeles County Metropolitan Transportation Authority (Metro) 2015
Call for Projects, the Metro Board of Directors authorized the programming of
$1,049,276 of Congestion Mitigation and Air Quality (CMAQ) grant funds to the City of
Santa Monica to cover 80% of the total construction and design costs for the Beach
Bike Ramp Project. Due to cost increases from the 2015 design budget to current day
pricing, the actual design contract of $248,336 is funded 47% by local return funds and
53% funded by CMAQ grant funds.
Staff is seeking approval to award a contract to complete the design of the Beach Bike
Ramp Project. The structural details and exact geometrics would be determined during
design development; however, the new ramp is anticipated to be approximately 240
feet in length with a height of up to 12 feet to match the existing pier deck height. The
total width of the ramp would be approximately 20 feet with handrails on both sides,
resulting in a clear path of 18 feet. The new ramp would have a continuous slope of
approximately five percent and would be constructed on the State Beach owned by the
California Department of Parks and Recreation and adjacent to the Beach Bike Path.
The City conducted several public hearings where the proposed Beach Bike Ramp
Project was discussed and prioritized as a key component in the adopted bicycle action
plan. Staff presented the project at a Santa Monica Pier Board meeting, an open public
forum and the appropriate venue for public discussion related to the Santa Monica Pier.
Staff received support from the public in attendance and the Pier Board. The City’s
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local bicycle advocacy group, local neighborhood groups, Pier businesses, and the Pier
Association all supported the project. The supporting letters are included in this staff
report as Attachments A and B.
The Beach Bike Ramp Project utilizes CMAQ grant funds, 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 and staff is moving forward with the Beach Bike Ramp Project
independently from the Pier Bridge Replacement.
On April 28, 2021, the City issued a Request for Proposals (RFP) #2447 for
professional design services for the Beach Bike Ramp Project. On May 31, 2021, one
proposal was received. The proposed design fee was significantly higher than the
project’s design budget of $172,000. On September 14, 2021, City Council rejected the
single proposal because it far exceeded the design budget for this project and
authorized staff to reissue the RFP with a more streamlined scope of services. On
November 8, 2021, the City reissued RFP #2447 and received a single proposal on
December 27, 2021 from KPFF.
KPFF would be tasked with preparing plans, specifications, and estimates, and
providing engineering support during the construction bidding process and construction
phase of the project, including answering requests for information and ensuring the
contractor uses materials that meet the specifications of the approved construction
documents. KPFF would also prepare the as-built record drawings at the conclusion of
the project’s construction.
Vendor Selection
Best and Only Bidder KPFF Consulting Engineers
Submittals Received Selection Criteria
KPFF Municipal Code SMMC 2.24.1980
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Evaluation Criteria
Price; the quality of the services offered; the ability, capacity, and skill of
the bidder to provide the services; the capacity of the bidder to provide the
service promptly, within the time specified, and without delay or
interference; the sufficiency of the bidder’s financial resources; the
character, integrity, reputation, judgment, training, experience and
efficiency of the bidder; the ability of the bidder to provide such future
service as may be needed;
Bid Data
Date Posted Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
11/08/2021 City's Online
Bidding Site Santa Monica Daily Press 108 12/27/2021
Additional Vendor Outreach & Justification to Award
A three-person committee from the Engineering and Street Services Division evaluated the single proposal
received from KPFF Consulting Engineers. Evaluation was based on experience, references, workplans,
project team. Based on these criteria and criteria listed in SMMC 2.24.190, staff determined that KPFF is
well qualified to provide design services for this project. KPFF has completed similar projects for other
public agencies including Long Beach, County of Los Angeles, Caltrans, as well as the City of Santa
Monica. Based on these criteria, KPFF is recommended as the best bidder.
Staff reached out to the 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, which limited their
capacity to prepare proposals.
Environmental Review
The project is statutorily exempt from the provisions of California Environmental Quality
Act (CEQA) pursuant to Section 21080.25 of CEQA in that the Project consists of a
bicycle facility project. Section 21080.25 states that Pedestrian and Bicycle Facilities
which include, but are not limited to, bicycle parking, bicycle sharing facilities, and
bikeways, are exempt from CEQA. The Project consists of a new bike ramp between
the Santa Monica Pier and the Marvin Braude Bike Trail.
Additionally, the Project is categorically exempt per Section 15303 (Class 3 – new
construction of small structures) and Section 15304 (Class 4 – minor alterations to
land). Class 3 provides exemption for the construction of small new structures. Class 4
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exempts minor alterations including grading to land. The Project would construct a new
20-foot-wide bike ramp with a height that matches the existing pier to connect to
existing bike path/pedestrian facilities. The Project would involve minor
grading/earthwork and paving in the area to the south of the Santa Monica Pier.
Furthermore, 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 due to unusual circumstances; the Project would not damage scenic
resources including historic buildings, rocks, or similar resources within an officially
designated scenic highway; the Project would not be located on a hazardous waste site;
and the Project would not cause a change to a historical resource. Therefore, this
Project is a Class 1 and Class 4 project that is categorically exempt per Section 15301
of the CEQA Guidelines.
Past Council Actions
01/13/2015 (Attachment C) Council authorized the City Manager to apply for and
accept CMAQ grant funds, including the commitment to
expend local match obligations and to include such grant
funds and local match obligations in the City’s future fiscal
year Capital Improvement Program (CIP) budget.
09/14/2021 (Attachment D)
Council authorized rejection of the single bid for RFP
#2447.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Local Return Fund and the
Miscellaneous Grants Fund to award a design contract with KPFF Consulting
Engineers to provide final design and construction engineering support services for the
Beach Bike Path Ramp Connection to Santa Monica Pier Project.
Contract Request
FY 2021-22 Budget
Request Amount CIP Account # Account Description Total Contract
Amount
$82,881 C2706720.689110 Local Return - Proposition C $82,881
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$34,400 C2706720.689130 Local Return - Measure M $34,400
$131,055 C2006720.689000 CMAQ; Grant Funding $131,055
Total $248,336
Prepared By: Tom Shahbazi, Civil Engineer
Approved
Forwarded to Council
Attachments:
A. Support Letters
B. LACDPW Support Letter
C. January 13, 2015 Staff Report
D. September 14, 2021 Staff Report
E. KPFF Oaks_Initiative_
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3.F.a
Packet Pg. 336 Attachment: Support Letters (4914 : Award PSA for Beach Bike Path Ramp Design)
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Packet Pg. 337 Attachment: Support Letters (4914 : Award PSA for Beach Bike Path Ramp Design)
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Packet Pg. 338 Attachment: Support Letters (4914 : Award PSA for Beach Bike Path Ramp Design)
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Packet Pg. 339 Attachment: Support Letters (4914 : Award PSA for Beach Bike Path Ramp Design)
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Packet Pg. 340 Attachment: Support Letters (4914 : Award PSA for Beach Bike Path Ramp Design)
3.F.b
Packet Pg. 341 Attachment: LACDPW Support Letter (4914 : Award PSA for Beach Bike Path Ramp Design)
3.F.c
Packet Pg. 342 Attachment: January 13, 2015 Staff Report (4914 : Award PSA for Beach Bike Path Ramp Design)
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Packet Pg. 343 Attachment: January 13, 2015 Staff Report (4914 : Award PSA for Beach Bike Path Ramp Design)
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Packet Pg. 344 Attachment: January 13, 2015 Staff Report (4914 : Award PSA for Beach Bike Path Ramp Design)
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Packet Pg. 345 Attachment: January 13, 2015 Staff Report (4914 : Award PSA for Beach Bike Path Ramp Design)
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Packet Pg. 346 Attachment: January 13, 2015 Staff Report (4914 : Award PSA for Beach Bike Path Ramp Design)
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Packet Pg. 347 Attachment: January 13, 2015 Staff Report (4914 : Award PSA for Beach Bike Path Ramp Design)
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Packet Pg. 348 Attachment: January 13, 2015 Staff Report (4914 : Award PSA for Beach Bike Path Ramp Design)
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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Packet Pg. 349 Attachment: September 14, 2021 Staff Report (4914 : Award PSA for Beach Bike Path Ramp Design)
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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.
3.F.d
Packet Pg. 350 Attachment: September 14, 2021 Staff Report (4914 : Award PSA for Beach Bike Path Ramp Design)
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Prepared By: Tom Shahbazi, Civil Engineer
Approved
Forwarded to Council
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Packet Pg. 351 Attachment: September 14, 2021 Staff Report (4914 : Award PSA for Beach Bike Path Ramp Design)
January 2021 Page 28
CITY OF SANTA MONICA OAKS INITIATIVE DISCLOSURE FORM
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.
Public benefits include:
8. Personal services contracts in excess of $25,000 over any12-month period; 9. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-
month period;
10. Purchase, sale or lease of real property to or from the City in excess of $25,000 over a 12- month period; 11. Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-month period; 12. Land use variance, special use permit, or other exception to an established land
use plan, where the decision has a value in excess of $25,000; 13. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12- month period; or 14. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: Title:
Signature: Date:
Email: Phone:
FOR CITY USE ONLY: Bid/PO/Contract # Permit #
KPFF, Inc. dba KPFF Consulting Engineers
John Gavan, President/CEO | Rick Davis, Secretary | Nikhil Kalghatgi, Treasurer/CFO
Please find list of all KPFF Principals/Owners on the following page.
All owners are KPFF employees, and no owner owns more than 10% equity, participation, or
revenue interest.
Aaron Reynolds Managing Principal
February 2, 2022
Aaron.Reynolds@kpff.com 213.418.0201
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Packet Pg. 352 Attachment: KPFF Oaks_Initiative_ (4914 : Award PSA for Beach Bike Path Ramp Design)
City of Santa Monica | SP2447
Beach Bike Path Ramp Connection to Santa Monica Pier
KPFF Ownership
Abdie, Jerald
Allwardt, Dan
Asher, Jeff
Bennett, Andrew
Black, Jason
Bornand, Christophe
Buccola, Greg
Chapman, Jereme
Chase, Martin
Clapham, Jenifer
Daugherty, Bob
Davis, Rick
Dhungana, Ishwar
Dilsworth, Blake
Dolan, Matt
Dominas, Chris
Dygean, Michael
Egging, Thaddeus
Escobedo, Allen
Ewing, Andy
Febus, Jeremy
Fecarotta, Rob
Gallant, Sharon
Ganju, Sharad
Gavan, John
Gavazza, Jeff
George, Emily
Graham, Todd
Hasayen, Izzat
Hershberg, Mark
Hodali, Ramzi
Hudgings, Tom
Ingraffea, Nate
Jones, Chris
Kalghatgi, Nikhil
Khamsi, Ali
Kingsley, Steve
Kremmidas, Spiro
Kuebler, Scott
Lehmkuhl, Eric
Leimkuhler, Ron
Mathewson, Tim
Matthews, Justin
McCann, Jacob
McMullen, Dave
Miller, John
Mogannam, James
Mohseni, Farid
Monnier, Anne
Moravec, Monica
Nadal, Mark
Noel, Shane
Oates, Don
Olson, Craig
Orue, Aldrin
Patsy, Blake
Pavlovec, Brian
Powers, Brian
Press, Marc
Reuland, Mark
Reynolds, Aaron
Rezaian, Reza
Richards, Jason
Richards, Josh
Riley, Bob
Roberts, Sara
Rossi, David
Scott, Alan
Shaw, Puja
Steepy, Mark
Stewart, Joe
Stork, Brad
Sullivan, Amie
Tetsuka, Troy
Thorpe, Bill
Tobin, Mark
Toranzo, Luis
Totten, Craig
Vanderzanden, Curt
Varney, Greg
Wagner, Greg
Warcholik, Geoff
Watson, Nathan
Williams, Judd
Yadav, Neha
3.F.e
Packet Pg. 353 Attachment: KPFF Oaks_Initiative_ (4914 : Award PSA for Beach Bike Path Ramp Design)