City Council
Report
City Council Meeting: September 26, 2023
Agenda Item: 5.E
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Engineering and Street Services
Subject: Award RFP to Moffatt & Nichol for the Pier Capital Plan, Inspections, Condition Assessment, and Design Services for the Necessary Repairs Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemption pursuant to Sections 15301 and 15302 of the California Environmental Quality Act (CEQA) Guidelines and a finding of Statutory Exemption pursuant to Section 15252 of CEQA
2. Award RFP #SP2689 to Moffatt & Nichol to provide structural engineering consulting and design services to develop a capital plan for necessary structural repairs and maintenance to the Pier and to prepare construction and bidding documents for projects identified in the plan.
3. Authorize the City Manager to negotiate and execute an agreement with Moffatt & Nichol in an amount not to exceed $1,498,819 (including a $120,000 contingency).
Summary
The City of Santa Monica previously completed a Pier Infrastructure Inspection and Assessment Study in 2018 and subsequent studies are recommended to be conducted every five to ten years. These studies are used to identify elements of the Santa Monica Pier (Pier) in need of repair or replacement, and they help staff develop capital projects and maintenance plans. Staff recommends Moffatt & Nichol to provide structural engineering consulting and design services to conduct an inspection and assessment of the Pier, develop a Pier Capital Plan, including the design of up to seven projects for an amount not to exceed $1,498,819.
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Discussion
The Santa Monica Pier attracts an estimated nine million visitors annually and accommodates pedestrians and vehicles along with a multitude of different businesses.
These diverse and constant uses combined with the harsh marine environment make the Pier susceptible to wear and tear that is more aggressive compared to other city infrastructure. The City has proactively managed the condition of the Pier by conducting studies and assessments that have led to ongoing capital improvement and maintenance projects.
In both 2008 and 2018, the City completed assessments of the Pier which included reports that catalogued each structural component of the Pier and assigned them condition ratings (Attachments A & B). City staff used the reports to prioritize upgrades and developed several projects including the Santa Monica Municipal Pier Phase 4 Improvements, Pier Railing and Lighting Improvements, Pier Deck Upgrades Areas 2 & 10 (parking lot), and other smaller-scale projects, then hired consultants to design the projects, and subsequently contracted out the construction. While enabling the City to maintain the Pier, this multi-step process is lengthy and could be improved to realize efficiencies in capital improvement budget planning.
The proposed Pier Capital Plan Project would improve the capital budget planning process. The consultant would perform a complete inspection of the Pier including underwater structural elements and would prepare a report documenting all findings.
The consultant would then collaborate with City staff to develop final plans, specifications, and estimates for up to seven future projects. The future projects would group repairs based on a combination of urgency and location on the Pier. Staff would seek construction funding in upcoming Capital Improvement Program funding cycles.
The consultant’s scope of work is comprised of four major tasks. The first task includes conducting above-water and underwater inspections of the Pier’s structural members, decking, and other components. Divers would be utilized to inspect underwater elements. Inspectors and engineers would assess above-water features. Results of the inspections would be documented, logged, and the information would be transcribed 3 of 6
onto a GIS map layer. Upon completion of the field work and GIS map, a condition assessment report would be prepared.
Under the second task, a capital improvement plan for the Pier would be developed.
This plan would categorize the repairs based on priority ranges, including short term (1- 5 years) for more urgent repairs, long-term (5-10 years) for less severe issues, and deferred improvements (10-15 years) for non-critical work. The capital plan would serve as guidance when preparing the design packages of future capital improvement projects. The capital plan would determine the sequencing, phasing, and funding required to make the repairs identified in the first task.
The consultant would prepare final plans, specifications, and estimates for up to seven projects as part of the third task. This includes geotechnical investigations, topographic surveys, structural capacity modeling and calculations, and support during construction bidding.
Task four focuses on the preparation of a maintenance plan for the Pier. The maintenance plan would provide recommendations and instructions regarding preventive maintenance that can be handled by City staff.
Vendor Selection
Bidder Recommendation
Best and Only
Qualified Firm
Moffatt & Nichol
Evaluation
Criteria
Credentials/experience, competence/skill, capacity/ability to perform services promptly, work plans and approach, character/reputation, ability to provide services as needed and price.
Municipal Code SMMC 2.24.190
Proposals Received
Moffatt & Nichol
RFP Data
Posted On Posted On Advertised in (City
Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
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04/27/2023 City’s Online
Bidding Site
Santa Monica Daily
Press
55 05/24/2023
Additional Vendor Outreach & Justification to Award
The proposal was reviewed by a selection panel consisting of staff from the Engineering & Street Services and Public Landscape Divisions. The proposal evaluation was based on experience with structural and marine engineering projects, understanding/workplan and project approach, ability to deliver, quality of product, cost, and compliance with City requirements. Staff interviewed the only proposer.
In addition, staff conducted outreach to other vendors who downloaded the RFP to understand why proposals were not submitted. Responses included: 1) the scope is too specific, and expertise is not available in marine and timber engineering, 2) too busy and no capacity to perform the work 3) no expertise with inspections of marine structures and 4) other work in the market was more rewarding. Staff also conducted an estimate for this work during the CIP process, the staff estimate lines up with the proposed costs by the vendor.
Based on the evaluation criteria, staff recommends Moffatt & Nichol, as the best and only qualified firm to provide engineering services for the Project based on their extensive and prior experience in developing similar projects for other California agencies, including the cities of Manhattan Beach, Redondo Beach, Oceanside, Seal Beach, Newport Beach, and the City of Santa Monica.
Past Council Actions
Meeting Date Description
03/06/2018 (Attachment C) Staff Report – Award RFP for the Pier Infrastructure Assessment
Environmental Review
The award for engineering consulting and design services for the Pier is categorically exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15301Section 15302 of the CEQA Guidelines and is also statutorily exempt from CEQA pursuant to Section 15262 (Feasibility and Planning Studies) of the 5 of 6
CEQA Guidelines. Section 15301exempts Class 1 projects consisting 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 use beyond that existing at the time of the lead agency’s determination." This exemption includes “existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities." Section 15302 exempts Class 2 projects consisting of the “replacement or reconstruction of existing structures and facilities.” In addition, none of the exceptions specified in Section 15300.2 of CEQA Guidelines would apply that would preclude the use of this CEQA exemption: The Pier is not located in a sensitive environment; the award contract would not have a significant effect on the environment; would not damage scenic resources; would not be located on a hazardous waste site; and would not cause a change to a historical resource including the Santa Monica Pier as all materials would be replaced with the same material type and would look exactly the same. Section 15252 exempts feasibility or planning studies for possible future actions. The award agreement would provide a capital improvement plan, geotechnical investigations, and a maintenance plan for the Pier. Therefore, the award contract is categorically exempt from CEQA pursuant to Section 15301 and Section 15302 and statutorily exempt pursuant to Section 15262.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Pier Fund to award a contract with Moffatt & Nichol for structural engineering and inspection services of the Pier. Funds are available in the FY 2023-24 Capital Improvement Program Budget for this project. Future year funding is contingent on Council budget approval.
Agreement Request
FY 2023-24 Request
Amount
CIP Account # Total Contract Amount
$1,498,819 C5306750.689000 $1,498,819
Total $1,498,819
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Prepared By: Curtis Castle, Principal Civil Engineer
Approved Forwarded to Council
Attachments:
A. 2008 Pier Infrastructure Assessment Study
B. 2018 Pier Infrastructure Inspection & Assessment Study C. March 6, 2018 Staff Report (Web Link)
D. Oaks Initiative Form - Moffatt & Nichol
E. OaksInitiative-wEx-Completed-081723