HomeMy WebLinkAbout25B - AGMT - PROJECT MANAGEMENT STREETCARREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
SEPTEMBER 16, 2013
TITLE:
AGREEMENT WITH EVAN BROOKS
ASSOCIATES FOR PROJECT
MANAGEMENT AND AJ)VOCACY ON
THE STREETCAR PROJECY
CITY
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
As Recommended
As Amended
Ordinance on 1' Reading
Ordinance on 2n° Reading
Implementing Resolution
Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the City Manager and Clerk of the Council to execute an agreement with Evan Brooks
Associates, subject to nonsubstantive changes approved by the City Manager and City Attorney,
to provide project management and advocacy services for the Santa Ana-Garden Grove Fixed
Guideway (Streetcar) project in an amount not to exceed $75,000.
DISCUSSION
The recommended action will assist the City in guiding the Streetcar Project during the remaining
critical steps to deliver the environmental certification and to help build consensus for the
selection of the Locally Preferred Alternative (LPA). Ongoing project management is essential to
project delivery, especially now that the original consulting agreement with Cindy Krebs
Consulting, Inc. (CKC), has expired. The firm of Evan Brooks Associates has the transportation
and land-use planning background, and the staff to handle the daily and weekly tasks. The firm's
principal, Hal Suetsugu, is experienced with transportation projects and regional consensus
building. The contract is on a not-to-exceed format, whereby the City will only be charged for
actual hours worked; the services delivered under this agreement will be closely monitored by the
Public Works Director in consultation with the City Manager when appropriate.
On May 12, 2008, the OCTA Board allocated $5.9 million to Santa Ana for the modern streetcar
transit concept for detailed planning, preliminary design, financial planning, and environmental
work. Additionally, on May 18, 2009, the City approved a contract with CKC to provide transit
manager consultant services for this project. Work on the environmental documentation and
alternatives analysis has been ongoing. The project involves a number of cities and, to be
successful, will require both local and regional support.
For a variety of reasons, the preparation of the environmental and alternatives analysis has taken
longer than originally anticipated and the agreement with CKC expired on June 30, 2013. When
a possible extension was discussed with the principal of the firm, the City was informed that other
professional commitments had been made and CKC's services were no longer available. As a
result, staff contacted OCTA and other resources to identify other firms that could provide these
transit project management services. The search culminated with the proposal from the firm of
Evan Brooks Associates.
25B-1
CONSULTANT AGREEMENT
THIS AGREEMENT, made and entered into this 16 1h day of September, 2013 by and between
Evan Brooks Associates, a California corporation, (hereinafter "Consultant"), and the City of Santa Ana,
a charter city and municipal corporation organized and existing under the Constitution and laws of the
State of California (hereinafter "City").
RECITALS
A. The City desires to retain a consultant having special skill and knowledge in the field of strategic
planning for transportation projects.
B. Consultant represents that it is able and willing to provide such services to the City.
C. In undertaking the performance of this Agreement, Consultant represents that it is
knowledgeable in its field and that any services performed by Consultant under this Agreement
will be performed in compliance with such standards as may reasonably be expected from a
professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms
and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Consultant shall provide project management services for the Santa Ana Fixed Guideway Project
Project") to guide the certification of the environmental documentation, and to select a local preferred
alternative (LPA), as set forth in Exhibit A, attached hereto and incorporated by this reference.
Consultant may provide outreach services at the written request of the Executive Director of Public
Works or his designated representative.
Additionally, Consultant shall administer City's consultant contracts related to the Project to
ensure the services and deliverables comply with the guidelines of the City's funding partners and
regulatory agencies, including but not limited to OCTA, and the Federal Transit Administration (FTA).
Consultant shall review deliverables submitted by consultants, then forward to City staff. Consultant
shall meet with the Executive Director of Public Works on a regular basis to keep him informed regarding
the progress of the Project, issues which may arise to threaten the schedule or budget, and to receive
direction regarding City's concerns, interests and vision regarding the Project. Consultant shall not take
a position on any policy without first obtaining the direction of the Executive Director.
Consultant shall represent the City at meetings with OCTA, FTA and other regulatory agencies;
develop written correspondence including memos, letters, staffreports, meeting minutes, agendas and
presentations to the City Council and OCTA Board as necessary to keep the City, its funding partners and
regulatory agencies informed of the progress of the Project; and provide written and oral progress reports to
the Project team, including consultants and the Executive Director and his staff.
2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services, the rates
and charges identified in Exhibit B. Consultant shall ensure that the task hours comply with the proposed
hourly effort. The total sum to be expended under this Agreement shall not exceed $75,000 during the
term of this Agreement.
EXHIBIT 1
25B-3