City Council Meeting:†† August 14, 2012††††

Agenda Item:3-I  

To:†††††††††††††† Mayor and City Council 

From:†††††††††† Rod Gould, City Manager

Martin Pastucha, Director of Public Works

 

Subject:††††††† Award a Professional Services Agreement to IBI Group for the Development of the Pier and Airport Enhancement Plans

 

Recommended Action

Staff recommends that the City Council authorize the City Manager to negotiate and execute a professional services agreement with IBI Group, a California-based company, in an amount not to exceed $500,062 (including a 10% contingency) to prepare the Pier and the Airport Enhancement Plans.

 

Executive Summary

The City of Santa Monica has initiated efforts to enhance the Pier and the non-aviation land at the Airport.This proposed enhancement planning effort would address access and parking, mix of uses, alignment and design, facilities design and engineering, programs and recreation as well as event and leasing guidelines at each location.Additionally, the plan would include marketing and sponsorship guidelines, a demographic and economic analysis of operations within a broad public process at the Pier.At the Airport, a feasibility study of a Sustainable Transportation Incubator (STI) would be completed.Staff developed a joint scope of work between the Pier and Airport to streamline the largely similar types of analysis being done while taking advantage of lower contracting costs by using one contract team. After a competitive process for professional services, staff recommends the consulting firm IBI Group to prepare the Pier and the Airport Enhancement Plans in an amount not to exceed $500,000.

 

 

Background

The iconic Pier and historic Airport in Santa Monica are currently focused on visioning efforts.At the Pier, a new governance structure and Pier Board has recently been put into place and tasked to develop a bold plan for its future over the next two years.The Airport is in Phase III of a three-phased visioning process that started in early 2011, which is intended to explore the possibilities for the Airportís future attendant upon the expiration of Federal Aviation Administration (FAA) and lease agreements in 2015.At the Airport, this scope of work covers the 40 acres of non-aviation land.There is significant overlap in the scope of work for both the Pier and the Airport and were bid together to leverage City resources.

 

While this Request for Proposals (RFP) was bid for these two facilities as one package, each facility has itemized costs for each effort.Where advantageous, the tasks have been integrated between the Pier and Airport in the scope of work to achieve efficiencies. To maintain transparency and accountability, IBI Group successfully outlined the best approach to building a team and organizing the work to ensure the most valuable product is delivered to the City while ensuring that costs are tracked by task for each facility so that no funds are comingled.


Facility Overview: Pier

The Santa Monica Pier is over 100 years old and a much beloved asset and symbol of the Santa Monica and Southern California Community. The purpose of the study is to consider the best ways to enhance the Pierís accessibility and visitor experience to the public, both for the local community and visitors while maintaining and honoring its unique and historic character, ensuring its continued relevance and vitality to present and further generations.

 

The Pier planning and design effort is not a matter of working with a blank slate nor is it a development project. The Pierís overall scale and configuration are established. The effort is further defined by the fact that several parts of the Pier are under very long term leases.

The task is not to alter the Pierís basics. It is to find the most effective and meaningful nurturing program that builds on the successes and potentials of the Pierís nature Ė as well as affirmatively addressing the more challenging aspect of that nature such as access and maintenance.


Facility Overview: Airport

The City owns and operates Santa Monica Airport (SMO), one of the oldest and busiest general aviation airports in the country.  SMO is located on 227 acres of prime land, bordered on three sides by busy arterial streets and residential neighborhoods, two of which are in the City of Los Angeles.  The Airport Campus consists of 187 acres of land reserved and used for aviation activities and 40 acres that are allowed to be, and are used for other purposes.  These non-aviation uses include park space, educational facilities, and art studios, among other things.The 40 acres of non-aviation land is the subject of this effort.

 

At present, the City and the FAA have an agreement (the 1984 Settlement Agreement), which expressly obligates the City to operate the Airport until 2015, when that agreement will expire by its own terms.  The City and FAA also have other contractual agreements.  These include the 1948 Instrument of Transfer and grant agreements that impose conditions of Airport operation upon the City.  The last of these grant agreements will expire in 2014, according to the City, and in 2023, according to the FAA.  Finally, the City has various contractual agreements with Airport lessees, and these leases all expire by 2015.

 

In anticipation of the opportunities that the City believes are attendant upon the expiration of most of these agreements and of the obligations they embody, the City is undertaking a comprehensive, public visioning process regarding the future of the Airport.  Among other things, the visioning process is intended to identify and assess the options between the two extremes of Airport closure and status quo.In Phase II the community identified a number of areas that the Council has directed staff to assess that comprise the scope of work for this project.

 

Discussion

 

This analysis would lead to a roadmap setting the course to achieve the vision for the future of the Pier and the non-aviation Airport land and serve as a guide with strategies the City would implement.The Pier and Airport Enhancement Plans would address:

 

Consultant Selection

In April 2011, the Planning and Community Development Department released a Request for Qualifications (RFQ) to establish a prequalified short list of consultants to provide professional services for the City.The RFQ was posted on the Cityís online bidding website.Staff received 72 qualifications submittals and eleven consultants were placed on that list.From that prequalified list of consultants, staff contacted eight consultants by phone to ascertain interest in bidding on this project.The Request for Proposals (RFP) was sent to six firms on June 21, 2012.Five proposals were received. Three prospective teams were invited to make a presentation before a panel comprised of staff from Public Works, Pier Management, Office of Sustainability and the Environment, Planning and Community Development, Housing and Economic Development, and a Pier Board and Airport Commission member.The proposing teams were evaluated, in part, on the basis of understanding of the work and nuances of each location, technical competence/past performance, staffing capability to meet project timeliness, quality control, cost of service, and cohesiveness of their team. Upon reviewing the proposals and meeting with the teams, the panel recommends IBI Group as the most qualified team to conduct the studies based on their proposal, experience, competitive cost, references, and qualifications.

 

IBI Group is a multi-disciplinary firm with expertise in urban planning and design, architecture, traffic management, and systems analysis. Most recently they were involved with the Santa Monica Bicycle Project with local offices in downtown Los Angeles.

 

Financial Impacts & Budget Actions

The professional services agreement to be awarded to IBI Group for the development of the Pier and Airport Enhancement Plans is not to exceed $500,062.Funds are available in the FY2011-13 budget in the following accounts:

33431.555060†††††††† Airport Fund†††††††††††† $198,119

P309027.589000†††† Pier Fund†††††††††††††††† $301,943

TOTAL:††††††††††††††††††††††††††††††††††††††††††††††††† $500,062

 

Prepared by: ††Susan Cline, Assistant Director of Public Works

††††††††††††††††††† †† Rod Merl, Pier Manager

 

Approved:

 

Forwarded to Council:

 

 

 

 

 

 

Martin Pastucha

Director of Public Works

 

Rod Gould

City Manager