TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Erick Lee, Public Works Director
Prem Kumar, City Engineer
Helen Shi, Senior Civil Engineer
SUBJECT:Title
Consideration of a Resolution Approving Amendment No. 2 in the Amount of $172,046 to Onward Engineering’s Existing Professional Services Agreement for Additional Design and Right-Of-Way Services for the Manhattan Beach Boulevard and Sepulveda Boulevard Intersection Improvement Project (Public Works Director Lee).
ADOPT RESOLUTION NO. 21-0082
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council adopt Resolution No. 21-0082 approving Amendment No. 2 to the professional services agreement with Onward Engineering for additional design and right-of-way services for the Manhattan Beach Boulevard and Sepulveda Boulevard Intersection Improvement Project (project).
FISCAL IMPLICATIONS:
Funding in the amount of $1,362,400 for the Manhattan Beach Boulevard and Sepulveda Boulevard Intersection Improvement Project was approved as part of the City’s Fiscal Year (FY) 2016-2017 Capital Improvement Plan (CIP). The funds for the project include a $980,000 grant from the Measure R South Bay Highway Program and $382,400 in Proposition C Local Return funds. The project funding is anticipated to cover the cost of engineering design, environmental clearance, and part of right-of-way acquisition and construction work. Amendment No. 2 will be funded with funds already allocated to this project and thus no additional appropriation is necessary. The project Budget and Expenditures Report is attached.
In addition, staff recently applied to the South Bay Cities Council of Governments (SBCCOG) and Los Angeles County Metropolitan Transportation Authority (LACMTA) for additional Measure R funding to cover the cost of the remaining right-of-way acquisition and construction. As part of the application, LACMTA has requested a detailed right-of-way cost estimate, which will be accomplished by the tasks included in Amendment No. 2.
BACKGROUND:
On September 1, 2015, City Council approved a $980,000 Measure R South Bay Highway Program Funding Agreement with Los Angeles County Metropolitan Transportation Authority (Metro) for the intersection’s turn movement improvements at Manhattan Beach Boulevard and Sepulveda Boulevard. The improvements include providing for dual left-turn pockets in the following directions:
• Eastbound Manhattan Beach Boulevard to northbound Sepulveda Boulevard
• Northbound Sepulveda Boulevard to westbound Manhattan Beach Boulevard
• Westbound Manhattan Beach Boulevard to southbound Sepulveda Boulevard
Please note that southbound Sepulveda Boulevard to eastbound Manhattan Beach Boulevard was previously converted to dual left-turn pockets. These improvements will provide dual left-turn pockets in all directions at this intersection.
This intersection is located in an area of the City with limited on-street parking and moderately heavy pedestrian usage. The design and subsequent construction will take into account the need for the lowest possible impact on the livelihood of the residents, visitors, and business owners. There are three approved resolutions on file that contain rights-of-way dedications from the existing properties on the northwest, southwest and southeast corners of Sepulveda Boulevard and Manhattan Beach Boulevard, which include
• Resolution No. PC 98-33
• Resolution No. 08-13
• Resolution No. 6122
On January 3, 2017, City Council awarded a $210,133 contract to Onward Engineering for project engineering design services that included environmental review and the preparation of plans and specifications for construction bidding. The plans and specifications include:
• Street widening at all four quadrants of the intersection;
• Additional left-turn lanes in northbound, eastbound and westbound approaches;
• Extension of median island along Sepulveda Boulevard at 11th Street;
• New pavement, curb, gutters, sidewalks and driveways;
• Modifying the existing storm drain catch basin and connector pipe to address drainage issues;
• Signal, signing and striping layout; and
• Landscape/irrigation restoration and other appurtenant work.
The scope of work also includes records research, environmental analysis, agency/utility coordination, legal and plat mapping, utility potholing, field surveying, and geotechnical work.
Sepulveda Boulevard is State Route 1 through the City of Manhattan Beach and, therefore, Caltrans is a partner in the review and approval of this project. Additional rights-of-way were determined necessary during the Caltrans plan check and permitting process.
On August 18, 2020, City Council approved Amendment No. 1 in the not-to-exceed amount of $77,035 to Onward Engineering to cover the cost for the additional design services due to additional tasks requested by Caltrans during the Caltrans plan check and permitting process that were not included in original scope of work.
During the most recent plan review process, Caltrans has requested additional design services and right-of-way documentations prior to the final approval of the Caltrans encroachment permit. Due to the extensive right-of-way acquisition and the dedication process determined during the Caltrans’ reviewing process, additional design services and right-of-way tasks are needed and were not included in Onward Engineering’s contract scope of work.
DISCUSSION:
At the City’s request, Onward Engineering has provided a not-to-exceed proposal of $172,046 to assist the additional design and right-of-way tasks that were requested by Caltrans in order to receive the Caltrans encroachment permit approval. Specifically, Onward Engineering’s proposal for providing additional design and right-of-way services for the Manhattan Beach Boulevard and Sepulveda Boulevard Intersection Improvement project includes the following new tasks not included as part of the scope of work for the RFP and not included in the approved Amendment No. 1.:
1. Additional design plans and lighting analysis.
2. Right-of-way engineering tasks per Caltrans’ requests:
• Phase I environmental site assessment or initial site assessment.
• Phase II soil sampling program and soil laboratory analysis with Phase II report.
• Legals and plats with professional land surveyor, including right-of-way acquisitions and temporary construction easements.
• Appraisal services, including coordination with property owners and obtaining appraisals in accordance with the Uniform Appraisal Standards for Federal Land Acquisitions, other applicable federal laws, California laws and Uniform stands of Professional Appraisal Practices.
• Appraisal review tasks to identify appraisers, research property and area, check for compliance, make recommendations, etc.
• Acquisition services to prepare parcel files and offer packages, complete negotiations, coordinate escrow and file closeout.
• Utility relocation services to determine utility conflicts, report investigation, provide utility agreement and prepare Exhibit 3-C of the Caltrans Local Assistance Procedures Manual for authorization to proceed with the utility relocation if needed.
• Right-of-way certification tasks to prepare and certification documents and modify certifications per Caltrans’ requests.
• Transfer applicable right-of-way to Caltrans tasks, including coordination with City, Caltrans, design team and survey group for right-of-way transfer.
Therefore, staff recommend that City Council approve the attached amendment with Onward Engineering for a not-to-exceed amount of $172,046.
PUBLIC OUTREACH:
No public outreach was conducted related to the execution of the attached amendment. However, this project was discussed at September 1, 2015, January 3, 2017, and August 18, 2020, City Council meetings. Staff will continue to maintain regular communication with the property owners to keep them abreast of the project schedule and impacts during the design phase of this project.
ENVIROMENTAL REVIEW:
No environmental review was conducted related to the execution of the attached amendment. However, Onward Engineering and its sub-consultant have reviewed the proposed project for compliance with the California Environmental Quality Act (CEQA) and determined that the project qualifies for a Categorical Exemption pursuant to Section 15301 Class 1 (repair and maintenance of existing public facilities, involving negligible or no expansion of use) of the State CEQA Guidelines. A Notice of Exemption was filed with the Los Angeles County Clerk’s Office for the Project.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENTS:
1. Resolution No. 21-0082
2. Amendment No. 2 - Onward Engineering
3. Agreement and Amendment No. 1 - Onward Engineering (2017 and 2020)
4. Budget & Expenditure Summary