SR 12-19-2023 5D
City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 5.D
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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 Request for Proposal to Pcubed Associates Consulting Engineers for
Design Services for the Farmers Market Vehicle Barriers Installation Project
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemptions pursuant to Sections 15301 and
15311 of the California Environmental Quality Act (CEQA) Guidelines and
Section 21080.25 of CEQA.
2. Award RFP# SP2697 to Pcubed Associates Consulting Engineers to provide
engineering design services, develop construction documents, and provide
engineering support during the construction of the Farmers Market Vehicle
Barriers Installation Project for the Public Works Department.
3. Authorize the City Manager to negotiate and execute an agreement with Pcubed
Associates Consulting Engineers in an amount not to exceed $155,250 (including
$20,250 contingency).
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Summary
The City of Santa Monica is committed to enhancing the experience and security of
people who visit and work at the Downtown Santa Monica Farmers Market (DTSMFM).
The DTSMFM Vehicle Barriers Project would design new crash-rated, assisted lift
retractable bollards at the entry points of the DTSMFM to replace the existing, aging
Dragnet Vehicle Arresting Barrier system (Dragnet) system. Staff recommends Pcubed
Associates Consulting Engineers 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 $155,250 (including $20,250 contingency).
Discussion
The Downtown Santa Monica Farmers Market operates twice a week (Wednesdays and
Saturdays) throughout the year and has served the community for the past 42 years.
The Wednesday Farmers Market extends between 1st Court and 3rd Court on Arizona
Avenue and on 2nd Street approximately 125 to 265 feet to the north and south
directions. The Saturday Farmers Market extends between 2nd Street and 3rd Court on
Arizona Avenue. The City installed a Dragnet Vehicle Arresting Barrier system
(Dragnet) in 2010 at market entrances (Arizona Avenue east of 3 rd Court and west of 2nd
Court, and on 2nd Street at either end of the market). The Dragnet system is nearing the
end of its useful life. This project would design new crash-rated, assisted lift retractable
bollards at the market entrances to replace the Dragnet. The bollards would be
operated by City staff and would prevent errant vehicles from entering the market while
allowing limited entry for certain vehicles such as delivery and service vehicles and
would be installed at the locations listed below. The bollards would remain lowered,
flush with the surrounding pavement, outside of the Farmers Market times.
• Arizona Avenue Southwest of 2nd Street
• 2nd Street Northwest of Arizona Avenue
• 2nd Street Southeast of Arizona Avenue
• Arizona Avenue Southwest of 3rd Court
• Arizona Avenue Northeast of 2nd Street
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Figure 1 – Farmers Market Footprint
Pcubed Associate Consulting Engineers would perform structural analysis and design
calculations, and prepare construction plans, specifications, and cost estimates for the
new bollards. During bidding and construction, Pcubed would provide additional
engineering support by answering the construction contractor’s requests for information
and providing supplemental design documents for issues encountered during
construction.
Vendor Selection
Best and Only Bidder Pcubed Associates Consulting Engineers
Submittals Received Selection Criteria
Pcubed Associates Consulting Engineers Municipal Code SMMC 2.24.190
Evaluation
Criteria
Training/credential/experience, competence/skill, capacity/ability to
perform services promptly, sufficiency of financial/other resources,
character/reputation, ability to provide future services as needed and
price.
RFP Data
Posted On Posted On Advertised in
(City Charter &
SMMC)
Vendor
Downloaded
Date
Publicly
Opened
8/30/2023 City’s Online
Bidding Site
Santa Monica
Daily Press
26 09/25/2023
Additional Vendor Outreach and Justification to Award
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The proposal was reviewed by Engineering and Farmers Market staff. The proposal
evaluation was based on consultant’s previous experience on similar projects,
references, quality of work/work plans/timelines, project team, cost, understanding of
project goal and compliance with City requirements. Staff recommends Pcubed
Associate Consulting Engineers as the best qualified firm to provide the Engineering
Design Services for the Farmers Market Vehicle Barrier Project based on their prior
experience in developing similar projects for other California municipalities and
agencies including the City of San Luis Obispo, UCLA Facilities Management,
Department of Transportation, and City of Santa Monica.
In addition, staff conducted outreach to other vendors who downloaded the RFP to
understand why proposals were not submitted. Responses were consistent with being
too busy and/or having no capacity to perform the work.
Environmental Review
The agreement for the Farmers Barket Vehicle Barrier Project is exempt from CEQA
pursuant to Sections 15301 and 15311 of the CEQA Guidelines and Section 21080.25
of CEQA. Section 15301 (Class 1 – Existing Facilities) exempts projects that consists of
the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of
existing public or private structures, facilities, mechanical equipment, or topographical
features, involving negligible or no expansion of existing or former use. Section 153 11
(Class 11 – Accessory Structures) exempts the construction, or replacement of minor
structures accessory to (appurtenant to) existing commercial, industrial, or institutional
facilities, including but not limited to seasonal or temporary use items in generally the
same locations from time to time in publicly owned parks, stadiums, or other facilities
designed for public use. Additionally, Section 21080.25 of CEQA states that CEQA does
not apply to pedestrian and bicycle facilities that improve safety, access, or mobility,
including new facilities, within the public right-of-way. The agreement would result in the
installation of crash-rated, assisted lift retractable bollards at the existing Farmers
Market entrances to replace the Dragnet for pedestrian safety purposes. Therefore, the
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bollards are exempt pursuant to Section 15301 and Section 15311 of the CEQA
Guidelines, and Section 21080.25 of CEQA.
Financial Impacts
Staff seeks authority to approve available funding from the General Fund to award an
agreement with Pcubed Associates Consulting Engineers for the Downtown Santa
Monica Farmers Market Vehicle Barrier project. Funds are available in the FY 2023-24
Capital Improvement Program Budget for this project.
Agreement Request
FY 2023-24 Request
Amount
CIP Account # Total Contract Amount
$155,250 C0108320.689000 $155,250
Prepared By: Tom Shahbazi, Civil Engineer
Approved
Forwarded to Council
Attachments:
A. Oaks Initiative Form - Pcubed Associates
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5.D.a
Packet Pg. 207 Attachment: Oaks Initiative Form - Pcubed Associates [Revision 2] (6048 : Award RFP SP2697 to Pcubed Associates for Design of Farmers
5.D.a
Packet Pg. 208 Attachment: Oaks Initiative Form - Pcubed Associates [Revision 2] (6048 : Award RFP SP2697 to Pcubed Associates for Design of Farmers