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HomeMy WebLinkAboutPW Second and Third Street SMART-Related Signal Improvements____________________________________________________________________________________ FOR CITY CLERK ONLY File No.: 4-1-697A Council Meeting: 12/3/2018 Disposition: Resolution No. 14608 Agenda Item No: 4.j Meeting Date: December 3, 2018 SAN RAFAEL CITY COUNCIL AGENDA REPORT Prepared by: Bill Guerin, Public Works Director City Manager Approval: ____________ TOPIC: SECOND AND THIRD STREET SMART-RELATED SIGNAL IMPROVEMENTS SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE A SECOND AMENDMENT TO THE MEMORANDUM OF UNDERSTANDING WITH THE SONOMA-MARIN AREA RAIL TRANSIT DISTRICT TO INCLUDE CONSTRUCTION OF TRAFFIC SIGNAL IMPROVEMENTS IN THE AMOUNT OF $324,876, AND AUTHORIZING CONTINGENCY FUNDS IN THE AMOUNT OF $55,124, FOR A TOTAL APPROPRIATED AMOUNT OF $380,000. RECOMMENDATION: Adopt a resolution authorizing the City Manager to execute an amendment to the Memorandum of Understanding with Sonoma-Marin Area Rail Transit (SMART) to authorize SMART to include traffic signal improvements in its construction at Second and Third Street Rail Crossings. BACKGROUND: Sonoma-Marin Area Rail Transit (SMART) is constructing its Larkspur Extension project, which will extend rail service from downtown San Rafael to Larkspur Landing. SMART competitively awarded a design/build contract to the joint venture Stacy and Witbeck/Herzog (SWH). In February 2018, SWH began work associated with reconstructing the Andersen Drive railroad crossing. Following the Andersen Drive work, SWH shifted construction activities to the Francisco Blvd West “flip ” in July 2018. The construction phase of the Larkspur Extension will be complete in 2019 once work within the Transit Center is performed and all rail warning systems tested. In March 2017, the City executed a Memorandum of Understanding (MOU) between the City and SMART to include construction activities at the Andersen Drive Crossing. In May 2018 an amendment to the MOU was executed between SMART and the City which authorized SMART to install a City- funded Multi-Use Pathway from Andersen Drive to Rice Drive. SMART is currently progressing with their work and anticipates performing work within the Bettini Transit Center in the next few months. In order to improve safety characteristics around the new rail crossings at Second and Third Streets, additional signal equipment is needed to prevent vehicles from stopping on the rail tracks. In October 2018, the City, anticipating the need to install traffic signal equipment at the railroad crossings on Second and Third Streets, requested that SMART provide the City with a proposal to construct said improvements. The proposed traffic signal work will be integrated into SMART’s Larkspur SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 Extension project through a contract change order if doing so will not interfere with the construction schedule of the Larkspur Extension project. The City has completed the design of the traffic signal improvements adjacent to the new rail line and is in the process of obtaining a Caltrans encroachment permit for incidental work to occur within State of California right-of-way at the intersection of Second Street at Hetherton Street. ANALYSIS: Staff is recommending that the City and SMART enter into a second amendment to the MOU to include the traffic signal improvements with SMART’s construction of the Larkspur Extension. Installation of additional safety measures at the railroad tracks, including railroad pre-emption as required by the California Public Utilities Commission (CPUC), and additional signal poles to stop vehicles before they enter the rail crossing area is critical to maximizing public safety at these rail crossings. On October 18, 2018, SMART forwarded SWH’s proposal to the City in the amount of $324,876 for this traffic signal work, which is less than the engineer’s estimate of $336,000. Having SMART’s contractor perform this work would minimize coordination conflicts, minimize the impacts to the public during construction and would be economically advantageous since mobilizing a second contractor in the same area would be a cost that can be avoided if SMART’s contractor performs the work. Waiver of Competitive Bidding Public Works Contract Policy (Ch. 11.50 of the municipal code) requires competitive bidding for all purchases that exceed $30,000. However Section 11.50.090 “Exception to bidding requirement— Waiver,” in part, states the following: B. The city council, after reviewing and considering the facts of a particular public works project, may waive the bidding requirements of this chapter by finding that any one or more of the following circumstances exist: 1. Limitations on the source or the scope and nature of the contract are such that no more than one contractor is available to meet the technical specifications and/or quality considerations of the project; 2. The work is of a highly specialized nature; 3. There would be no competitive advantage to requiring bidding for the contract; 4. The cost of the work would be significantly increased or its completion significantly delayed; 5. There exist other specific considerations justifying the waiver of the bidding requirements. Items 2, 4, and 5 apply to the construction of the SMART-related traffic signal improvements. The work, constructed adjacent to the rail line is of a highly specialized nature because of the need to ensure that the rail line and traffic signal improvements function together. SWH is uniquely suited to perform the work of the combined rail line and traffic signal improvements. If the project is competitively bid, the work will be delayed approximately three months while City staff solicit contractor bids and return to Council with a recommended award of contract. The cost will increase because SMART will need to complete the construction of their rail line before a second contractor can work in the same construction area. Furthermore, the City would be required to replace yet-to-be-constructed improvements around the Downtown SMART Station or Transit Center that will be impacted by the City’s work. Soliciting bids from other contractors would require the traffic signal improvements to be constructed while active rail operations are occurring immediately adjacent to the signal work, which will significantly impact construction costs because of safety considerations. Additional cost would be incurred since there is a need to coordinate with SMART operations, and a need for additional shoring and other considerations to ensure the rail line is not impacted during installation of foundations for the SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 new signals. Finally, specific other considerations include the fact that SMART competitively procured its contract with SWH. Staff and SMART have worked towards agreement on an amendment of the MOU to incorporate the traffic signal work and are close to finalizing the amendment. The draft “Amendment No. 2 to MOU” is attached. The MOU amendment provides that SMART will include the traffic signal work as a change order and that the City will support the cost of the project, obtaining any CPUC and environmental approvals necessary, issuing notices, and make quiet zone improvements. Staff recommends that the City Council authorize staff to finalize, and the City Manager to execute, the Amendment No. 2 to MOU so that a notice to proceed can be issued as soon as possible. The procurement of new traffic signal poles has a long lead time for manufacturing and delivery. The new signal poles need to be in place and functioning as SMART tests their Larkspur Extension, which is anticipated to start in late Spring 2019. FISCAL IMPACT: Approval of the second amendment to the MOU will authorize SMART to issue a change order to its contractor for construction of the Second and Third Streets SMART-related signal improvements project at the City’s expense. This project is identified in the City’s Capital Improvement Program (CIP) approved by Council in June 2018. Staff is requesting that a total construction budget for the project of $380,000, which includes a contingency of $55,124, be authorized from Traffic Mitigation Fund No. 246. City staff anticipates administering the construction management portion of the project in-house. This project is identified and conforms to Policy C-6 of the City’s General Plan 2020, which identifies Major Planned Circulation Improvement projects for the City of San Rafael as shown in Exhibit 21 of that document. OPTIONS: The City Council has the following options to consider relating to this matter: 1.Adopt the resolution as presented. 2.Do not adopt the resolution. Electing this option will cause SMART to reject inclusion of the traffic signal work into their construction project. Public Works will solicit contractor bids and return to the City Council for action at a future meeting. 3.Provide direction to staff. RECOMMENDED ACTION: Adopt a resolution authorizing the City Manager to execute a second amendment to the MOU with SMART to include the construction of City-funded signal improvements in the amount of $324,876 and authorize a contingency of $55,124 for a total appropriation of $380,000. ATTACHMENTS: 1.Resolution 2.Stacy and Witbeck/Herzog Proposal 3.Draft Amendment No. 2 to MOU between City of San Rafael and SMART 1 RESOLUTION NO. 14608 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE A SECOND AMENDMENT TO THE MEMORANDUM OF UNDERSTANDING WITH THE SONOMA-MARIN AREA RAIL TRANSIT DISTRICT TO INCLUDE CONSTRUCTION OF TRAFFIC SIGNAL IMPROVEMENTS IN THE AMOUNT OF $324,876, AND AUTHORIZING CONTINGENCY FUNDS IN THE AMOUNT OF $55,124, FOR A TOTAL APPROPRIATED AMOUNT OF $380,000. WHEREAS, Sonoma-Marin Area Rail Transit (SMART) has begun to construct a rail line from central San Rafael to Larkspur Landing (the “Larkspur Extension”); and WHEREAS, SMART is currently utilizing Stacy and Witbeck/Herzog (SWH) for their design-build contract for the Larkspur Extension project; and WHEREAS, in connection with SMART’s Larkspur Extension project, the City of San Rafael desires to construct traffic signal improvements and install railroad pre-emption at SMART’s railroad crossings on Second and Third Streets per California Public Utilities Commission (CPUC) requirements; and WHEREAS, the City retained Kimley-Horn and Associates to design traffic signal improvements at SMART’s railroad crossings on Second and Third Streets; and WHEREAS, a design for the traffic signal improvements project was completed in October 2018; and WHEREAS, City staff and SMART staff have been working to finalize a second amendment to their March 2017 Memorandum of Understanding, memorializing detailed terms under which the City and SMART will cooperate to incorporate construction of the traffic signal improvements at Second and Third Streets into the Larkspur Extension project, as well as the parties’ understanding regarding responsibilities for future maintenance of the traffic signal improvements that may be located within SMART’s right of way; and WHEREAS, SWH has begun construction of the new rail line and intends to begin work that could incorporate the traffic signal improvements at Second and Third Streets; and 2 WHEREAS, SMART has provided the City with a cost proposal in the amount of $324,876 to incorporate the traffic signal improvements into the Larkspur Extension project; and WHEREAS, the City Council finds that it is reasonable to waive formal bidding for the construction of the traffic signal improvements and have that work done by SWH. SMART awarded the contract for construction of the Larkspur Extension to SWH through a competitive bidding process, and SWH will be uniquely positioned to perform the construction of the traffic signal improvements so that the rail line and traffic signal work together; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: 1.City staff are hereby authorized to work with SMART staff to finalize the terms of the second amendment to the Memorandum of Understanding to authorize construction of the Second and Third Street Traffic Signal Improvements as part of the construction of SMART’s Larkspur Extension. 2.The Council hereby waives formal bidding and approves and authorizes the City Manager to execute the finalized second amendment to the Memorandum of Understanding with SMART to authorize SMART to construct the Second and Third Street Traffic Signal Improvements in an amount of $324,876, and authorizes $55,124 be made available to use for potential contingencies that arise during construction. 3.The plans and specifications for the Second and Third Street Traffic Signal Improvements, City Project No. 11335, on file in the office of the Department of Public Works, are hereby approved. 4.Funds totaling $380,000 shall be appropriated from the Traffic Mitigation Fund (#246) to the Second and Third Streets Traffic Signal Improvement Project (Project No. 11335) to accommodate this agreement. 3 5.The Director of Public Works is hereby authorized to take any and all such actions and make changes as may be necessary to accomplish the purpose of this resolution. I, Lindsay Lara, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City on the 3rd day of December 2018, by the following vote, to wit: AYES: NOES: ABSENT: COUNCILMEMBERS: Colin, Gamblin, McCullough & Mayor Phillips COUNCILMEMBERS: None COUNCILMEMBERS: Bushey _______________________ Lindsay Lara, City Clerk AMENDMENT NO. 2 TO MOU SMART AND CITY OF SAN RAFAEL THIS AMENDMENT NO. 2 to the MOU dated March 14, 2017, is entered into as of thisdate of 06-665MO61Z, , 20 ►S, by and between the Sonoma -Marin Area Rail Transit District, a public entity duly established under the laws of California ("SMART") and the City of San Rafael, a California charter city ("City"), (collectively referred to as the ("Parties"). RECITALS 1. On March 14, 2017, the Parties entered into a Memorandum of Understanding Regarding Cooperation on Construction of the SMART Larkspur Extension Project (the "March 14, 2017 MOU") 2. Pursuant to the March 14, 2017 MOU, the Parties included the City's Andersen Drive Crossing Project and the Francisco Boulevard West Realignment Project as part of the SMART Larkspur Extension Project. The Parties agreed that SMART's contractor shall perform the work to maximize efficiencies. 3. On July 15, 2018, the Parties agreed to amend the March 14, 2017 MOU (Amendment No. 1) to include the City's Andersen Drive to Rice Drive Multi -use Pathway Project as part of the Larkspur Extension Project. 4. The City has requested that SMART also include the City's Second and Third Street Vehicular Traffic Signal At -Grade Railroad Crossing Pre-emption Project as part of the Larkspur Extension Project. 5. SMART has obtained a proposal from its contractor, which has been reviewed and approved by the City, and has agreed to include the Second and Third Street Vehicular Traffic Signal At -Grade Railroad Crossing Pre-emption Project into the Larkspur Extension Project through a Change Order; AGREEMENT NOW, THEREFORE, for good and valuable consideration the receipt and adequacy of which are hereby acknowledged, SMART and the City agree as follows SECTION 1. The March 14, 2017 MOU, as amended by Amendment No. 1, is hereby amended to add new Article VI, to read as follows: q -I-LPq-7A ARTICLE VI 1. Recitals A. The above recitals are true and correct and are hereby incorporated in and expressly form a part of this Agreement. 2. Scope of Work The Parties desire to make the following improvements as part of the SMART Larkspur Extension Project: Second and Third Street Vehicular Traffic Signal At -Grade Railroad Crossing Pre-emption Proiect. The work includes the installation of traffic signals and railroad pre-emption in connection with SMART's rail system at the at -grade crossings on Second and Third Streets in San Rafael. The elements that make up the traffic signal project include, but are not limited to, traffic signal poles and foundations, conduit, conductors, electronic blank out signs, CCTV cameras, vehicle detector loops, and other supporting items. Specifics of the project are detailed in the construction documents in Exhibit A to this Amendment No. 2. 3. City's Responsibilities City shall be responsible for the following with respect to the Second and Third Street At -Grade Railroad Crossing Improvements Project: A. Payment: City shall be responsible for paying all costs associated with constructing the Second and Third Street Vehicular Traffic Signal At -Grade Railroad Crossing Pre-emption Project. City shall also be responsible for paying all potential, but presently unknown costs such as those associated with the removal of hazardous materials or differing site conditions or delays which may arise as part of constructing that Project. The parties agree that the presently known costs for the Second and Third Street Vehicular Traffic Signal At -Grade Railroad Crossing Pre-emption Project will cost Three -Hundred Twenty -Four Thousand Eight Hundred Seventy -Six Dollars ($324,876) plus up to an additional 17% contingency. The costs are shown in Exhibit B to this Amendment No. 2. SMART shall bill City for progress payments during the course of construction, and City pay such invoices in full within 30 days of receipt. B. CPUC: City shall be responsible for securing approval from the California Public Utilities Commission (CPUC) for the Second and Third Street Vehicular Traffic Signal At -Grade Railroad Crossing Pre-emption Project in the form of approved General Order 88-13s. The City shall comply with all CPUC conditions of approval at its own expense. C. Final Plans, Specifications and Estimate of Costs: City has prepared construction documents including plans, specifications, and an engineer's estimate for the work. At the City's request, SMART has included the construction documents through a Change Order in SMART's design -build contract for the SMART Larkspur Extension Project. The construction documents are included and incorporated hereto as Exhibit A to this Amendment No. 2. D. Environmental Documentation and Regulatory Permits: City has or shall obtain all required environmental clearances and regulatory permits for the Second and Third Street Vehicular Traffic Signal At -Grade Railroad Crossing Pre-emption Project. City shall provide SMART with all required documentation prior to the start of construction. City understands that failure to provide these documents could delay construction which could generate delay costs that would be the City's sole responsibility. E. Notification: City shall be responsible for any public outreach it determines to be necessary, including notifications to the public of work to be performed on the Second and Third Street Vehicular Traffic Signal At -Grade Railroad Crossing Pre- emption Project. F. Utilities: City shall be responsible for utility investigation and conflict resolution and/or utility relocations according to the planned work and consistent with the project schedule. G. Road Closure: As set forth in Article V, Section 3. F., of Amendment No. 1, City grants approvals for a complete road closure for one weekend (Friday @ 20:00 to Monday @ 05:00) for the reconstruction of the track crossing of Second Street and an additional weekend closure for reconstruction of the track crossing Third Street at no cost to SMART. No additional permits or approvals will be required. However, no construction may take place between Thanksgiving Day and New Year's Day. The City has a moratorium on construction in the downtown area during this period. It is anticipated that SMART's contractor will construct to the greatest extent feasible those portions of the City's Second and Third Street Vehicular Traffic Signal At -Grade Railroad Crossing Pre-emption Project during the road closure and will minimize the number of lane closures on Second or Third Streets during daytime hours outside of the full road closure. At no time shall full road closures of Second and Third Streets be permitted to occurfor only the work that is related to the Second and Third Street Vehicular Traffic Signal At -Grade Railroad Crossing Pre-emption Project. H. Quiet Zone: The City is responsible for any improvements that may be necessary if the City chooses to pursue a quiet zone for the Second and Third Street at -grade crossings. I. Inspection: City may inspect, at its expense, the Second and Third Street Vehicular Traffic Signal At -Grade Railroad Crossing Pre-emption Project during construction and at the conclusion of the construction work. The City may not direct SMART's contractor. J. Ownership and Maintenance: City shall own, operate and maintain the City funded railroad pre-emption traffic signal systems, including, but not limited to, traffic signal poles, conduits, conductors, electronic blank out signs, CCTV cameras, and any other element directly related to providing a complete and functioning traffic signal system. at the railroad crossings on Second and Third Streets. 4. SMART's Responsibilities SMART shall be responsible for the following as to the Second and Third Street Vehicular Traffic Signal At -Grade Railroad Crossing Pre-emption Project: A. Design -Build Contract: SMART shall include by Change Order the Second and Third Street At -Grade Railroad Crossing Improvements Project improvements as part of the planned design -build contractor procurement for the SMART Larkspur Extension Project. B. Procedures: SMART shall prepare and submit to the City change orders that would be required to complete the Second and Third Street Vehicular Traffic Signal At -Grade Railroad Crossing Pre-emption Project for review and approval before said work occurs. [City shall review and approve change orders within 15 working days.] SECTION 2. Except as otherwise provided herein, all terms and conditions of the March 14, 2017 MOU, as amended by the July 15, 2018 Amendment No. 1 shall remain in full force and effect and shall apply to the Second and Third Street Vehicular Traffic Signal At -Grade Railroad Crossing Pre-emption Project. IN WITNESS WHEREOF, SMART and the City have executed this Amendment No. 2 as of the date first above written. CITY OF SAN RAFAEL By: Jim Schut , City M nage ATTEST: Lindsay Lara, City Clerk APPROVED AS TO FORM FOR CITY: 0 A LZ � - tic - 9k*&- EIWC-.F Robert F. Epstein, ty Atto hey SONOMA-MARIN AREA RAIL TRANSIT DISTRICT By: Farhad Mansourian, General Manager APPROVED AS TO FORM FOR SMART S RT General Couns EXHIBIT A Construction Documents OVA a11.119:l Second and Third Street At -Grade Railroad Crossing Improvements Project Estimated Project Budget Description Costs SMART Contract Change Order $324,876.00 Contingency (17%) $55,124.00 Budget Total $380,000.00 e eine mem �\•i••�c\an\vOv -..neo •MO w[ � o�¢ wavy es - smtw.eo\v�wEla wL Ya 1+0 31V0 31V0 VINa0311VO NINVly 30 .LLNOOo 13V3Va NVS 133Hs b�no� ZIC�SZ9(0SLC3118ZI9/fi 'tl� ONlNtlO O 133llS AVM COU c���77,,ii 1111 �17�f ff f1 '�TT TT A�77��77TTAA77TT1�TTt�..TT �T SXHO& DIZgnd dO Wl\1� WlU V dHQ n O ¢ D m o 03AOaddV 31NVN ONIMVaO lJ / I V U�O <<Aa wl J� 'I��1��23 I�i�S 1�0 �,LIO w w a ci "" 03NO3H0 S1N3W3n02IdWl JNISSOHO adOi-IM:1 3CMAS-Id MSl NMVaO S133H-LS CHH aNd CINZ 1�3road o 31V0 AO NOISIA38 'ON Jill 03NOIS30 F— x W W W v w W �3 0 � � Z N 1-:z-]E]il:11S NIM2:J1 LU II I +.Lallj1lj � Z II I I +y I I G S III 1 W d W I I w II I F I' I I CJ O I E y W—w II I w dill l O ;II W O I�N012JElH1AH I ++ 1 e LL ,I M----------- -- Q 00 -� I --------- � r W O oo Z Q Z Uuj =_ '_ __m uj cn 0 -J ------------ LL O ��/ O L HinNEIAV--- r. 6L V u Q O ' ——_--_—_...—�r,I��JJ - LU C5 N-100NI-1 1 Z J 5 N < Q �° ���4�/ Q lx Qz 1 zzozz /� % 1 n,o OQwNO¢ <,,a 0¢a0¢ � w,, w U O Z NNM�1 Z 0, 1 1 0 1 N O 0 FZWinmo O � N Q N J M J w I» I Om U U �zwwzw� 0 W mw UUw UI- W Z a0_in �D.m� Lf - a aaa az lzzzzzzo = �J LU` W 2 Ia�Ia11 In In VI vl In V F/� FWJUUUUU O LL HK VIV_LL Ii UW L� W�w a«<',<Z U) r NOUo�(O] W W I o to i LL u�--nam- 0 'a > In VI VI VI L] X W �J 0 ��NMammnm gO gF W W W l � J I A6�_ I � r ®u E m N � m p 9 MI'W. 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D D Z m Z p m m o o m m zo oz m z m > m D 0 z z o n r Z o r p p i z z 1 m y m n m A m0 z OC A 0 Z! O z O M Z m O DIn i r I z m :� o M < v N MM { v N m n v N � > PROJECT NAME 2ND AND 3RD STREETS DESIGNED NO. REVISION BY DATE G)o m Kimley>>> Horn AT -GRADE RAILROAD DRAWNMFF TSW N =` W m ' CITY OF SAN RAFAEL CROSSING IMPROVEMENTS CHECKED KCA DRAWING NAME NOTES, LEGEND, p Wz�2 N m ° DEPARTMENT OF PUBLIC WORKS APPROVED OI _O 1360 CLAY STREET, SUITE 325 IEL:(510j625-0712 OAKLAND CA, 94612 cm° ABBREVIATIONS m SAN RAFAEL COUNTY OF MARIN CALIFORNIA DATE DATE R \oA'IJT�A1�E - Sm Nolo Sn •� 1C ol.l. 011l.. - tG+\U➢\9�ni'V nG1L[ ltma. I88v!1uTSiSC.p Cfd RAF`1 CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Public Works Project Manager: Hunter Young Extension: 3408 Contractor Name: Sonoma -Marin Area Rail Transit District (Amendment No. 2 to 3/14/17 MOU between SMART and CSR -Larkspur Extension Contractor's Contact: Bill Gamlen, Chief Engineer Contact's Email: BGamlen@sonomamarintrain.org ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor n/a ® N/A 11/9/2018 b. Email contract (in Word) and attachments to City Attorney c/o Laraine.Gittens@cityofsanrafael.org ® HY 2 City Attorney a. Review, revise, and comment on draft agreement 11/15/2018 ® LG and return to Project Manager b. Confirm insurance requirements, create Job on n/a ®LG PINS, send PINS insurance notice to contractor 3 Department Director Approval of final agreement form to send to 12/3/2018 ® BG contractor 4 Project Manager Forward three (3) originals of final agreement to 12/3/2018 ® HY contractor for their signature 5 Project Manager When necessary, contractor -signed agreement ; N/A agendized for City Council approval *City Council approval required for Professional Services ® HY Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Date of City Council approval CONTINUE ROUTING PROCESS WITH HARD COPY Forward signed original agreements to City 12/3/2018 PRINT 6 Project Manager ❑ Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed agreement _ 8 City Attorney Review and approve insurance in PINS, and bonds Z )�I liv ! l b (for Public Works Contracts) 9 City Manager/ Mayor Agreement executed by City Council authorized DoNc' official 10 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager ro� 5401 Old Redwood Hwy. Suite 200 Petaluma, California 94954 SWH-SMART-074 October 15, 2018 Mr. Bill Gamlen Sonoma Marin Area Rail Transit 5401 Old Redwood Highway Petaluma, CA 94954 Reference: SMART Larkspur Extension Project Contract No. CV-DB-16-001 SWH Job No 16507 Subject: Proposal – Preemption 2nd and 3rd Street Dear Mr. Gamlen, Stacy and Witbeck/Herzog, a Joint Venture (SWH) submits this proposal to install preemption at 2nd and 3rd Streets pursuant to City of San Rafael plans prepared by Kimley Horn, dated August 2018. Total price to provide this work is $324,876. The following conditions shall apply: · Pricing assumes that work can be coordinated within existing contract time o Actual lead times for materials cannot be determined until submittals are approved and order has been placed (poles are currently 20 to 22 weeks) · SMART/City shall provide the following o Layout (survey not included) o Any required connection fees o All coordination with Golden Gate Bridge if required o All coordination with Caltrans, if required o Any required permits at no cost, including Caltrans · SWH specifically excludes the following o Design coordination with SMART LE Design Build Plans  As-builts to be provided in the form of redlines o Costs associated with coordination with Golden Gate Bridge o Costs associated with contaminated materials o Costs associated with rebuilding of ADA access ramps  Not indicated on plans, but subject to final pole location by City o Any work not specifically covered within this proposal Should you have any questions please do not hesitate to contact the undersigned. Sincerely, Stacy and Witbeck/Herzog, A JV Nicholas Slama Contractors Representative Attachments; pricing breakdown sheet; MBE pricing dated 9/10/18 cc: DE, file 10/15/2018 Cost: 309,343.40$ SMART Larkspur Extension Markup: 15,532.50$ CV-DB-16-001 Description QTY Hours Rate/ Cost Total Amount A Labor -$ -$ -$ Subtotal Labor -$ Labor Surcharge (12%)-$ Total Labor Cost -$ B. Equipment -$ -$ Subtotal Equipment -$ C. Material Dumpfees (assumes going to landfill) 40 cy 80.00$ 3,200.00$ Traffic Control Plans 5 ea 350.00$ 1,750.00$ -$ Tax on Materials ((9%) INC Subtotal Material 4,950.00$ D. Subcontracts Mike Brown Electric plus 2% bond 1.02 LS 290,000.00$ 295,800.00$ Survey - LAYOUT PROVIDED BY CITY -$ Subtotal Subcontract 295,800.00$ A. Subtotal Labor -$ Labor Markup (22%)-$ Total Labor -$ B. Subtotal Equipment -$ Equipment Markup (15%)-$ Total Equipment -$ C. Subtotal Material 4,950.00$ Material Markup (15%)742.50$ Total Material 5,692.50$ D.Subtotal Subcontract 295,800.00$ Subcontract Markup (5%)14,790.00$ Total Subcontract 310,590.00$ Subtotal Change Order 316,282.50$ Insurance (1.7%)5,376.80$ Contractor Bond (1.0%)3,216.59$ Total Change Order 324,875.90$ COR - 051 - Preemption 2nd and 3rd Bid Item Description Quantity Unit Price Total Pedestrian Safety Lighting and Crosswalk * Lump $290,000.00 *Bid based on Kimley Horn plan sheets TS-1 through TS-5 and CD-1, all dated August 2018. No specifications provided to apply to this bid. Total Base Bid: $290,000.00 Note: 1. Bid Based on Monthly Progress Payments with Final Payment (including retention) due 30 days after acceptance of our work by the owner. 2. Any Plan changes or specifications issued for this scope of work/plan sheets will require re- quoting and/or additional compensation for changes made. Addenda’s Noted: Excludes: 1) Layout/Staking 2) Permits/Fees including Caltrans 3) Bond 4) Traffic Control Plans 5) Off Haul of Spoils 6) PG &E Fees (if any) 7) Hazardous Waste Removal Mike Brown Electric Co. 561-A Mercantile Dr. Cotati, CA 94931-3040 (707) 792-8100 · FAX: (707) 792-8110 Cont. Lic. #306767 D.I.R. #1000000469 PROJECT: SMART Larkspur Extension – 2nd & 3rd St Preemption – MBE PCO 41 LOCATION: San Rafael BID DATE: 9/10/18 CONTRACT: Date: 9/10/18 To: Dan Elshire – Stacy and Witbeck/Herzog From: Austin Smith THE FOLLOWING IS OUR BID FOR THE ABOVE-REFERENCED PROJECT AMENDMENT NO. 2 TO MOU SMART AND CITY OF SAN RAFAEL THIS AMENDMENT NO. 2 to the MOU dated March 14, 2017, is entered into as of this____ date of ___________, 20___, by and between the Sonoma-Marin Area Rail Transit District, a public entity duly established under the laws of California (“SMART”) and the City of San Rafael, a California charter city (“City”), (collectively referred to as the (“Parties”). RECITALS 1. On March 14, 2017, the Parties entered into a Memorandum of Understanding Regarding Cooperation on Construction of the SMART Larkspur Extension Project (the “March 14, 2017 MOU”). 2. Pursuant to the March 14, 2017 MOU, the Parties included the City’s Andersen Drive Crossing Project and the Francisco Boulevard West Realignment Project as part of the SMART Larkspur Extension Project. The Parties agreed that SMART’s contractor shall perform the work to maximize efficiencies. 3. On July 15, 2018, the Parties agreed to amend the March 14, 2017 MOU (Amendment No. 1) to include the City’s Andersen Drive to Rice Drive Multi-use Pathway Project as part of the Larkspur Extension Project. 4. The City has requested that SMART also include the City’s Second and Third Street At-Grade Railroad Crossing Improvements Project as part of the Larkspur Extension Project. 5. SMART has obtained a proposal from its contractor, which has been reviewed and approved by the City, and has agreed to include the Second and Third Street At- Grade Railroad Crossing Improvements Project into the Larkspur Extension Project through a Change Order; AGREEMENT NOW, THEREFORE, for good and valuable consideration the receipt and adequacy of which are hereby acknowledged, SMART and the City agree as follows SECTION 1. The March 14, 2017 MOU, as amended by Amendment No. 1, is hereby amended to add new Article VI, to read as follows: ARTICLE VI 1. Recitals A. The above recitals are true and correct and are hereby incorpor ated in and expressly form a part of this Agreement. 2. Scope of Work The Parties desire to make the following improvements as part of the SMART Larkspur Extension Project: Second and Third Street At-Grade Railroad Crossing Improvements Project. The work includes the installation of traffic signal poles and railroad pre-emption in connection with SMART’s rail system at the at-grade crossings on Second and Third Streets in San Rafael. The elements that make up the project include, but are not limited to, traffic signal poles, conduit, conductors, electronic blank out signs, CCTV cameras , vehicle detector loops, and other supporting items. Specifics of the project are detailed in the construction documents in Exhibit A to this Amendment No. 2. 3. City’s Responsibilities City shall be responsible for the following with respect to the Second and Third Street At-Grade Railroad Crossing Improvements Project: A. Payment: City shall be responsible for paying all costs associated with constructing the Second and Third Street At-Grade Railroad Crossing Improvements Project. City shall also be responsible for paying all potential, but presently unknown costs such as those associated with the removal of hazardous materials or differing site conditions or delays which may arise as part of constructing that Project. The parties agree that the presently known costs for the Second and Third Street At-Grade Railroad Crossing Improvements Project will cost Three-Hundred Twenty-Four Thousand Eight Hundred Seventy- Six Dollars ($324,876) plus up to an additional 17% contingency. The costs are shown in Exhibit B to this Amendment No. 2. SMART shall bill City for progress payments during the course of construction, and City pay such invoices in full within 30 days of receipt. B. CPUC: City shall be responsible for securing approval from the California Public Utilities Commission (CPUC) for the Second and Third Street At-Grade Railroad Crossing Improvements Project in the form of approved General Order 88-Bs. The City shall comply with all CPUC conditions of approval at its own expense. C. Final Plans, Specifications and Estimate of Costs: City has prepared construction documents including plans, specifications, and an engineer’s estimate for the work. At the City’s request, SMART has included the construction documents through a Change Order in SMART’s design -build contract for the SMART Larkspur Extension Project. The construction documents are included and incorporated hereto as Exhibit A to this Amendment No. 2. D. Environmental Documentation and Regulatory Permits: City has or shall obtain all required environmental clearances and regulatory permits for the Second and Third Street At-Grade Railroad Crossing Improvements Project. City shall provide SMART with all required documentation prior to the start of construction. City understands that failure to provide these documents could delay construction which could generate delay costs that would be the City’s sole responsibility. E. Notification: City shall be responsible for any public outreach it determines to be necessary, including notifications to the public of work to be performed on the Second and Third Street At-Grade Railroad Crossing Improvements Project. F. Utilities: City shall be responsible for utility investigation and conflict resolution and/or utility relocations according to the planned work and consistent with the project schedule. G. Road Closure: As set forth in Article V, Section 3. F., of Amendment No. 1, City grants approvals for a complete road closure for one weekend (Friday @ 20:00 to Monday @ 05:00) for the reconstruction of the track crossing of Second Street and an additional weekend closure for reconstruction of the track crossing Third Street at no cost to SMART. No additional permits or approvals will be required. However, no construction may take place between Thanksgiving Day and New Year’s Day. The City has a moratorium on construction in the downtown area during this period. It is anticipated that SMART’s contractor will construct to the greatest extent feasible those portions of the City’s Second and Third Street At-Grade Railroad Crossing Improvements Project during the road closure and will minimize the number of lane closures on Second or Third Streets during daytime hours outside of the full road closure. At no time shall full road closures of Second and Third Streets be permitted to occur at the same time. H. Quiet Zone: The City is responsible for any improvements that may be necessary if the City chooses to pursue a quiet zone for the Second and Third Street at-grade crossings. I. Inspection: City may inspect, at its expense, the Second and Third Street At- Grade Railroad Crossing Improvements Project during construction and at the conclusion of the construction work. The City may not direct SMART’s contractor. J. Ownership and Maintenance: City shall own, operate and maintain the City funded railroad pre-emption traffic signal systems, including, but not limited to, traffic signal poles, conduits, conductors, electronic blank out signs, CCTV cameras, and any other element directly related to providing a complete and functioning traffic signal system. at the railroad crossings on Second and Third Streets. 4. SMART’s Responsibilities SMART shall be responsible for the following as to the Second and Third Street At-Grade Railroad Crossing Improvements Project: A. Design-Build Contract: SMART shall include by Change Order the Second and Third Street At-Grade Railroad Crossing Improvements Project improvements as part of the planned design-build contractor procurement for the SMART Larkspur Extension Project. B. Procedures: SMART shall prepare and submit to the City change orders that would be required to complete the Second and Third Street At-Grade Railroad Crossing Improvements Project for review and approval before said work occurs. [City shall review and approve change orders within 15 working days.] SECTION 2. Except as otherwise provided herein, all terms and conditions of the March 14, 2017 MOU, as amended by the July 15, 2018 Amendment No. 1 shall remain in full force and effect and shall apply to the Second and Third Street At-Grade Railroad Crossing Improvements Project. IN WITNESS WHEREOF, SMART and the City have executed this Amendment No. 2 as of the date first above written. CITY OF SAN RAFAEL SONOMA-MARIN AREA RAIL TRANSIT DISTRICT By:____________________ By:_______________________________ Jim Schutz, City Manager Farhad Mansourian, General Manager ATTEST: _______________________ Lindsay Lara, City Clerk APPROVED AS TO FORM APPROVED AS TO FORM FOR SMART FOR CITY: ______________________ _______________________________ Robert F. Epstein, City Attorney SMART General Counsel EXHIBIT A Construction Documents EXHIBIT B Second and Third Street At-Grade Railroad Crossing Improvements Project Estimated Project Budget Description Costs SMART Contract Change Order $324,876.00 Contingency (17%) $55,124.00 Budget Total $380,000.00 2ND AND 3RD STREETSAT-GRADE RAILROADCROSSING IMPROVEMENTSCONSTRUCTION SEPTEMBER 2018 ISSUED FOR CV-1 COVER SHEETRAILROAD CROSSING IMPROVEMENTS CITY PROJECT NO. 11335 CITY FILE NO. 18.01.84 CITY OF SAN RAFAEL LOCATION MAP APPROVED: INDEX OF SHEETS HETHERTONSTREETIRWIN STREETLINCOLNAVENUETAMALPAISAVENUE3RD STREET 2ND STREET RI T T E R S T R E E T F R A N C I S C O B O U L E V A R D W E S T 2ND AND 3RD STREETS AT-GRADE SHEET #SHEET DESIGNATION SHEET TITLE 2ND AND 3RD STREETSAT-GRADE RAILROADCROSSING IMPROVEMENTSCONSTRUCTION SEPTEMBER 2018 ISSUED FOR GN-1 NOTES, LEGEND,ABBREVIATIONSGENERAL NOTES ABBREVIATIONS LEGEND 2ND AND 3RD STREETSAT-GRADE RAILROADCROSSING IMPROVEMENTSCONSTRUCTION SEPTEMBER 2018 ISSUED FOR TS-1 CONSTRUCTION NOTES: GENERAL NOTES:2ND STREET RAILROAD CROSSINGGENERAL NOTES:HETHERTONSTREET2ND STREETTAMALPAISAVENUE US 101 SBON-RAMPFRANCISCOBOULEVARDWESTEXISTING PHASE DIAGRAM PROPOSED PHASE DIAGRAM DETAIL 'A' EXISTING PHASE DIAGRAM DETAIL 'B' 2ND AND 3RD STREETSAT-GRADE RAILROADCROSSING IMPROVEMENTSCONSTRUCTION SEPTEMBER 2018 ISSUED FOR TS-2 TRAFFIC SIGNAL SCHEDULES -2ND STREET AT TAMALPAIS AVENUE2ND STREET AT TAMALPAIS AVENUE CONDUCTOR SCHEDULE 2ND STREET AT TAMALPAIS AVENUE POLE AND EQUIPMENT SCHEDULE N N N N N 2ND AND 3RD STREETSAT-GRADE RAILROADCROSSING IMPROVEMENTSCONSTRUCTION SEPTEMBER 2018 ISSUED FOR TS-3 TRAFFIC SIGNAL SCHEDULES -2ND STREET AT HETHERTON STREET NN N N N N N 2ND STREET AT HETHERTON STREET POLE AND EQUIPMENT SCHEDULE N N 2ND STREET AT HETHERTON STREET CONDUCTOR SCHEDULE RAILROAD PREEMPTION CIRCUITS W2ND AND 3RD STREETSAT-GRADE RAILROADCROSSING IMPROVEMENTSCONSTRUCTION SEPTEMBER 2018 ISSUED FOR TS-4 GENERAL NOTES:TRAFFIC SIGNAL PLAN -3RD STREET RAILROAD CROSSINGTAMALPAISAVENUEEXISTING PHASE DIAGRAM PROPOSED PHASE DIAGRAM DETAIL 'A'HETHERTONSTREET3RD STREET CONSTRUCTION NOTES: 2ND AND 3RD STREETSAT-GRADE RAILROADCROSSING IMPROVEMENTSCONSTRUCTION SEPTEMBER 2018 ISSUED FOR TS-5 TRAFFIC SIGNAL SCHEDULES -3RD STREET AT TAMALPAIS AVENUEN R 3RD STREET AT TAMALPAIS AVENUE POLE AND EQUIPMENT SCHEDULE N N N N N N N N N N N N N N N RAILROAD PREEMPTION CIRCUITS 3RD STREET AT TAMALPAIS AVENUE CONDUCTOR SCHEDULE R 2ND AND 3RD STREETSAT-GRADE RAILROADCROSSING IMPROVEMENTSCONSTRUCTION SEPTEMBER 2018 ISSUED FOR CD-1 CONSTRUCTION DETAILSBLANK-OUT SIGNS SIGNAL POLE CAMERA MOUNTING POLE MOUNT - PTZ CCTV CAMERA