Honorable Mayor and Members of the Hermosa Beach City Council Regular Meeting of October 27, 2020
Title
SECOND AMENDMENT TO THE CONTRACT FOR THE
PARKING LOT D IMPROVEMENTS PROJECT (CIP NO. 682)
BETWEEN THE CITY OF HERMOSA BEACH AND
ADAMS STREETER ENGINEERING
(Environmental Programs Manager Douglas Krauss)
Body
Recommended Action:
Recommendation
Staff recommends that the City Council:
1. Approve the Second Amendment of the agreement with Adams Streeter for engineering services for the Parking Lot D Improvements Project; and
2. Authorize the City Manager to execute the amendment.
Body
Executive Summary:
The City has been preliminarily approved for $499,650 in grant funding from the Coastal Conservancy to fund the Parking Lot D Improvement Project. A second amendment to the agreement with Adams Streeter would allow them to perform value engineering and complete final revisions to the plans for staff to submit to the funding agency for final approval. The amendment would add two years to the term of the agreement to allow them to perform any additional work necessary to prepare final plans and specifications for advertising and project implementation.
Background:
At the September 12, 2017 meeting, City Council awarded a professional services agreement to Adams Streeter Civil Engineers, Inc. for design services for Parking Lot D improvements. Parking Lot D is in disrepair and this project would transform it into a multi-benefit demonstration project that includes ADA improvements, enhanced lighting and electrical upgrades, a bicycle corral, electric vehicle charging stations, storm water infiltration, and drought tolerant landscaping.
On February 26, 2018, Adams Streeter Civil Engineers, Inc. provided a draft preliminary design report with three (3) design alternatives. The preferred alternative would be used as the basis for the final design. The preliminary construction cost estimate for the preferred design including contingency is $745,000. That amount has since been revised to approximately $1,000,000.
In 2019, the City was notified by the Coastal Conservancy that it would be recommended for $499,650 in Proposition 1 funding. The City has been working with the Coastal Conservancy to coordinate submittal of the plans and concept to their Board for final approval.
Discussion:
The second amendment to the agreement with Adams Streeter would ensure sufficient time and funding are available to utilize the consultant’s service to finalize the plans for submittal to the Coastal Conservancy board for final funding approval. This would also allow their availability for any final revisions necessary to the plans and development of specifications and bid documents necessary to advertise for contractors and project implementation. Specifically, this would allow them to perform “value engineering” which would assess the project and determine if any modifications can be made to improve cost-effectiveness while maintaining the sustainability goals of the project. Due to the time passed since developing the original concepts and cost estimates, the actual cost of construction is expected to be significantly more than originally anticipated. Value engineering the plans would help identify any potential cost efficiencies that can be incorporated into the project. As part of the original agreement, Adams Streeter is also tasked with construction support.
Staff is also exploring applying for Safe Clean Water (Measure W) funding to help augment funding for this project. Staff anticipates final approval from the Coastal Conservancy in Spring 2021 with project construction to be completed in 2022.
General Plan Consistency:
This report and associated recommendations have been evaluated for their consistency with the City’s General Plan. Relevant Policies are listed below:
Infrastructure
Goal 5. The stormwater management system is safe, sanitary, and environmentally and fiscally sustainable.
Policies:
• 5.1 Integration of stormwater best practices. Integrate stormwater infiltration best practices when initiating streetscape redevelopment or public facility improvement projects.
• 5.8 Low impact development. Require new development and redevelopment projects to incorporate low impact development (LID) techniques in project designs, including but not limited to on-site drainage improvements using native vegetation to capture and clean stormwater runoff and minimize impervious surfaces.
Fiscal Impact:
This amendment in the amount of $11,520 would be funded from the appropriation for CIP #682 Parking Lot D Improvements. There are sufficient funds available in the 2020-21 Budget to cover this amendment.
Attachments:
1. Existing contract with Adams Streeter
2. First Amendment
3. Second Amendment and Adams Streeter Proposal
Respectfully Submitted by: Douglas Krauss, Environmental Program Manager
Concur: Lucho Rodriguez, Deputy City Engineer
Noted for Fiscal Impact: Viki Copeland, Finance Director
Approved: Suja Lowenthal, City Manager