City of Culver City, California
Agenda Item Report
Meeting Date: 01/25/2010 Item Number: J-1
JOINT CITY COUNCIL AND REDEVELOPMENT AGENCY BOARD AGENDA ITEM:
Authorization to Prepare and Issue a Request for Proposals for Engineering
Services related to the Real Time Motorist Information System Project.
Contact Person/Dept.: Christopher Evans Phone Number: (310) 253-5744
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: [X]
Commission Action Required: Yes [] No [X] Date:
Public Notification: (E-Mail) Meetings and Agendas – City Council (01/20/10); (E-Mail)
Meetings and Agendas – Redevelopment Agency (01/20/10); Downtown Business
Association, and Chamber of Commerce on (01/18/10).
Department Approval:
Sol Blumenfeld 01/13/10
City Attorney Approval:
Carol Schwab (01/20/10)
Chief Financial Officer Approval:
Mark Scott (by N. Kimball) (01/21/10)
City Manager/Executive Director Approval:
Mark Scott (01/21/10)
RECOMMENDATION:
Staff recommends that the City Council and Redevelopment Agency Board (1) direct
the City Manager/Executive Director to prepare a Request for Proposals for
engineering consulting services and (2) authorize the release of said Request for
Proposals for the Real Time Motorist Information System (“RTMIS”) project.
BACKGROUND:
On January 26, 2007, staff applied for grant funding for multiple projects through the
Los Angeles County Metropolitan Transportation Authority (“Metro”) 2007 Call for
Projects.
The RTMIS project involves the installation of electronic message boards at the
Watseka, Cardiff and Ince Parking Structures and the future Washington/National
Transit Oriented Development (“TOD”). Electronic message boards will also be
installed on Washington and Culver Boulevards. The electronic message boards will
display, in real time, the availability of parking at each parking structure. The goals of
the RTMIS project are: 1) reduce traffic congestion, 2) minimize parking frustration,
and 3) improve air quality due to reductions in auto emissions. Similar systems are
located in downtown Santa Monica and at the Century City Westfield Mall.
On October 9, 2007, the City was informed that Metro had approved the RTMIS
project for Federal Congestion Mitigation and Air Quality (“CMAQ”) grant funds (see City of Culver City, California
Agenda Item Report
Attachment 1). The total cost of design and installation of the RTMIS is estimated to
be $1,072,000. CMAQ grant funding was approved to cover 80% of the cost of the
RTMIS project; up to $858,000 ($1,072,000 X 80% = $858,000). The CMAQ grant
requires applicants to provide 20% of the total cost of the project through a local
match; up to $214,000. ($1,072,000 X 20% = $214,000).
On December 22, 2008 the City Council authorized execution of a Letter of
Agreement (the “LOA”) with Metro that defined specific terms and conditions
pertaining to CMAQ grant funding and confirming the City’s understanding and
acceptance of the conditions.
On August 3, 2009 the City received authorization from the California Department of
Transportation (“Caltrans”) and the Federal Highway Administration (“FHWA”) to
proceed with the preliminary engineering phase (“Phase 1”) of the RTMIS (see
Attachment 2). Completion of Phase 1 of the RTMIS is estimated at $51,200 with
grant funding covering $40,960 (80%) of this phase of the project and $10,240
(20%) to be funded through the local match ($40,960 + $10,240 = $51,200).
On September 29, 2009 the City executed a project specific supplemental
agreement (the “Agreement”) with Caltrans. The Agreement stipulates the terms and
conditions of grant reimbursement for invoices submitted for the RTMIS project. With
execution of the Agreement, the City has received all outside agency approvals and
authorizations necessary to begin Phase 1 of the RTMIS project and receive
reimbursement for expenses related to the project.
DISCUSSION:
The RTMIS project is a design- build project divided into two phases. Phase 1, the
design phase, requires the selection of an engineering consultant who will be
responsible for (1) development of bid documents and specifications, (2) oversight of
the bidding of the project, (3) assisting staff in selecting the firm who will design and
build the RTMIS project, and (4) overseeing the completion of the design by the
design-build firm. Phase 2 is the construction phase of the project and requires the
engineering consultant to assist staff in preparing the request to Caltrans for
authorization to construct the project. Following authorization from Caltrans, the
selected engineering consultant will act as construction manager for the RTMIS
project.
The RTMIS project is classified by Caltrans and the FHWA as an Intelligent
Transportation System (“ITS”) project. ITS projects are defined as any electronic
transportation system that communicates to the traveler to provide transportation
safety and efficiency. These types of systems often are integrated with existing
regional or local transportation systems (ex: traffic lights are integrated with
pedestrian crosswalk signals). Preparation of bid documents and specifications for City of Culver City, California
Agenda Item Report
the RTMIS project will require an engineering consultant experienced with ITS
projects and their unique requirements.
If authorized by the City Council, staff will prepare and issue an RFP for Engineering
Services to qualified engineering consultants. Upon receipt and evaluation of the
responses, staff will return to the City Council with staff’s recommendation for an
engineering services agreement for the RTMIS project.
Following release of the RFP, Phase 1 of the RTMIS project is estimated to be
completed by the third quarter of 2010.
FISCAL ANALYSIS:
The total cost of the RTMIS project is estimated to be $1,072,000. Twenty percent of
the total cost ($214,000) is required by Caltrans be funded though a local match.
Eighty percent ($858,000) of the RTMIS project will be reimbursable through grant
funding.
On December 22, 2008 the Culver City Redevelopment Agency Board authorized
appropriating $214,000 from Tax Exempt Bond proceeds (Fund 553) to fund the
grant required 20% local match, and the City Council authorized appropriating
$858,000 from the Grants Capital fund (Fund 423) to fund the reimbursable portion
of the CMAQ grant.
PROJECT FUNDING SUMMARY:
Source Amount
Redevelopment Agency - $214,000 (local match)
Culver City - $858,000 (reimbursable grant)
TOTAL COST - $1,072,000
An engineering estimate of the RTMIS project was conducted by the City’s
Engineering Consultant, CBM Consultants. The engineering estimate included a
review of similar products as is proposed for downtown Culver City. The result of the
engineering estimate showed the RTMIS grant budget to be sufficient to cover the
cost of the RTMIS project.
The cost of engineering services were included in the RTMIS engineering estimate
and 80% of those costs will be reimbursed by the CMAQ grant.
RTMIS project grant funds have been authorized by Caltrans and the FHWA through
June 30, 2015.
City of Culver City, California
Agenda Item Report
ATTACHMENTS:
1. October 9, 2007 Metro grant approval letter
2. August 3, 2009 Caltrans authorization letter
MOTION:
That the City Council and Redevelopment Agency Board:
(1) Direct the City Manager/Executive Director to prepare a Request for
Proposals for engineering consulting services for the Real Time Motorist
Information System Project; and,
(2) Authorize the Release of said Request for Proposals
MEETING DATE: 01/25/10
CITY COUNCIL AGENDA ITEM:
Authorization to Issue a Request for Proposals for Engineering Services
related to the Real Time Motorist Information System Project
ATTACHMENTS
Pages
1. October 9, 2007, Metro, grant approval letter 1
2. August 3, 2009 Caltrans authorization letter 2 - 3
ATTACHMENT 1
1ATTACHMENT 2
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