Item 20 - Authorize Agreement with Mark Thomas & Company, Inc.

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PROPOSAL STANDARD AVENUE PROTECTED BIKE LANES 3RD TO WARNER City of Santa Ana Project Management Approach ATP Funding Requirements The project’s ATP funds require approvals from Caltrans and the CTC. Chapter 22 of the Caltrans LAPG outlines the specific allocation requirements for the AT P. The request for funding allocation will be submitted to Caltrans Local Assistance and will include the following: Exhibit 22-A “Award Information for ATP Projects”, Exhibit 22-6 “Project Programming Request”, Exhibit 22-N “Funding Allocation Checklist”, Exhibit 22-O “Allocation Request”, and Right of Way Certification. Utility Certification packages for affected utilities will be included with the Right of Way Certification. Once through Caltrans, the project goes to the CTC for approval, which takes two months to be placed on the agenda. Our project schedule has been developed to include CTC allocation at Construction phases. Maintaining Project Schedule Based on the information provided in the RFP and the addenda, PS&E needs to be complete by May 2021. This is an aggressive schedule driven by the project’s ATP programming. Construction phase funding is programmed for Fiscal Year 2021/2022. By completing design by May 2021, the City can request construction funding from the CTC at the July 2021 Commission meeting, meeting programming requirements. To meet this schedule, the City needs a team with the expertise to deliver this project from preliminary concepts to an implementable design. Our team is equipped with an efficient project approach, specific complete street knowledge, available and dedicated resources, and experience needed to make this project successful and deliver the City’s and community’s goals for the corridors. We have developed a Critical Path Method (CPM) schedule for the project as included in this proposal. Once the schedule is approved by the City, Paul Martin will distribute to the Project Development Team and update the project schedule monthly (or more often as needed). He will proactively manage the schedule, constantly tracking critical path items and mitigating schedule deviations. Ensuring Quality Construction Documents Mark Thomas has a proven approach to quality, budget and schedule control. Beyond developing a highly skilled team of designers, there are key elements to our approach that will be critical to delivering this project on a fast-track schedule. • Initial Scoping: Immediately following the kick-off meeting, Mark Thomas recommends holding a meeting with key stakeholders including internal City Departments focused on defining the project scope and getting buy-in on key project elements. This will help mitigate the potential for redesign and schedule delays as the project moves forward. • Early Concept Approval: We will develop a 30% concept plan that will highlight the unique geometric elements along the corridor, specifically at key intersections. This will allow us to gain consensus to minimize rework. We recommend that the key stakeholders include City public works staff, maintenance, Fire and Police. • Plans in Hands Site Review: Prior to the 60% Design Submittal, we will perform a “plans in hands” field walk along the corridor. The site walk will include the project team and City staff to field verify project elements. This process can help catch small conflicts early, before they develop into larger problems during construction. Developing a complete set of design plans for the contractor to accurately bid and build the project will minimize contract change orders and schedule delays. 14