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PW SMART Larkspur Extension Project Contingency IncreaseCITY OF SAN RAFAEL, CALIFORNIA DEPARTMENT OF PUBLIC WORKS MEMORANDUM DATE: March 7, 2019 FILE NO: 18.01.79 TO: Jim Schutz, City Manager FROM: Bill Guerin, Public Works Director RE: Andersen Drive Rail Crossing Improvements Request for Additional Construction Budget Background The Sonoma -Marin Area Rail Transit (SMART) District is currently extending their rail service from Downtown San Rafael to Larkspur. On March 20, 2017, the City Council authorized the City Manager to enter into a Memorandum of Understanding (MOU) related to construction of the Francisco Blvd West Realignment Project and the Andersen Dr. Rail Crossing Improvements Project. In February 2018, SMART's contractor closed Andersen Dr. between Francisco Blvd West and Du Bois St to construct roadway and railway improvements. During execution of the work, change orders totaling approximately $1,060,000 were issued to modify the design, such as replacing storm drain pipe under the railroad tracks, and address unforeseen conditions, including the removal of contaminated soil. These changes resulted in the overall road closure lasting several weeks longer than anticipated. Andersen Dr. was subsequently opened to the public in July 2018. In late 2018, SMART's contracting team began construction on railway train control systems work at the Andersen Dr. rail crossing, including the installation of warning devices and communications systems for which the City is fiscally responsible per California Public Utilities Commission (CPUC) requirements. The MOU between SMART and the City has a budget for the Crossing Improvements Project as follows: Item Description Cost Andersen Dr. Rail Crossing Improvements $4,500,000 Project Contingency (10%) $450,000 SMART Staff Time (Contract Administration) $120,000 Total Budget $5,070,000 The rail crossing improvements consist of both roadway and railway work. While the roadway work at the Andersen Dr. crossing is predominantly complete with only minor work remaining, the railway train control systems work should be done within the next few months which will allow SMART to begin testing trains later this year. Financial Impact With the roadway and railway work slowly nearing completion, it is proposed that the City increase the project budget to cover potential expenses as follows: �- I -tellA Andersen Drive Rail Crossing Improvements March 7, 2019 Page 2 of 3 Item Description Cost Estimated Roadway Expenses for Andersen Dr. Rail Crossing Improvements $40,000 Train Control Systems Work Contingency (6% of the contract price of $1,019,000) $60,000 SMART Staff Time (Contract Administration) $100,000 Property Acquisition $350,000 Total Budget Increase $550,000 Estimated Roadway Expenses for Andersen Dr. Rail Crossing Improvements: The proposed contingency increase of $40,000 for roadway work is to cover minor expenses associated with street lighting work not originally included in the contract. Train Control Systems Work Contingency: The proposed train control systems work contingency increase of $60,000 is to cover any unforeseen issues associated with installation of warning devices and electrical systems. For example, any changes to equipment, or control wiring, or affect how the grade crossing at Andersen Dr. functions would be in this category. We have heard from SMART that this cost has increased due to modifications to the install design related to the MUP and other improvements in the area. SMART Staff Time (Contract Administration): While most of the train infrastructure has been installed we are anticipating that SMART will request additional funding to support their staff while the train control systems are being installed. In addition, the administration costs for this project also include SMART's staff time for the Multi Use Pathway. To cover this cost, we recommend increasing the contingency by $100,000. SMART has been sending us one bill for all their staff time which includes the Multi Use Path, Andersen and the Second and Third Street signals. The SMART staff time budget increase noted in the table above is intended to cover contract administration time associated with all three of these City projects. Property Acquisition: The design for the rail crossing included the installation of a separated pathway to the north of the tracks which incorporated a perpendicular crossing for pedestrians and cyclists. The pathway requires the acquisition of a sliver of property from Sonnen Motors. The area is a drainage swale and does not impact the operations of the car dealership. However, because the drainage swale has been impacted by the path installation, some additional drainage improvements may need to be put in place to protect Sonnen from water intrusion. The property was appraised by the City's consultant at just under $200,000. Negotiations with the property owner are ongoing and we anticipate that the negotiations will yield a higher final settlement cost. Staff recommends allocating $350,000 for the property acquisition and drainage improvements that will be required. The funding for this additional contingency is available in Fund #246 (Traffic Mitigation Funds). Andersen Drive Rail Crossing Improvements March 7, 2019 Page 3 of 3 Action Requested If you agree with increasing the project budget for the Andersen Dr. Rail Crossing Improvements Project pursuant to the authorization granted you in the MOU approved by the City Council, please sign below and return this memorandum to me. Jim Sch , ity Manager Date 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: Kevin McGowan Extension: 3389 Project Name: Andersen Drive Contingency Increase Contractor's Contact: SMART Contact's Email: RESPONSIBLE Step I DEPARTMENT DESCRIPTION COMPLETED DATE I REVIEWER (Initials) a. Email PINS Introductory Notice to Contractor b. Email Contract (in Word) & attachments to City Attorney c/o 1 Project Manager Laraine.Gittensra cityofsanrafael.org a. Review, revise and comment on draft agreement and return to Project Manager b. Confirm insurance requirements, create Job on PINS, send PINS 2 City Attorney insurance notice to contractor. Approval of final agreement form to send to contractor. (Provide Dept. N/A N/A 3/11/2019 3/112019 3 Department Director Director rinancial Summary it Agreement) BG Forward three (3) originals of final agreement to contractor for their 4 Project Manager signature. When necessary, contractor -signed agreement agendized for Council approval Cay Council approval required for PraJeswonal Services Agreements and purchases gfgoode and services that exceed 575,000 and for Public Works 5 Project Manager Contracts that exceed 5175,000 (l:'wer date q fCoancil lideeting) PRIN T CONTINUE ROUTING PROCESS WITI I I IARD COPY 1 Forward signed original agreement to City Attorney with printed copy of 6 Project Manager this routing form 7 City Attorney Review and approve hard copy of signed agreement 119 Review and approve insurance in PINS, and bonds (for public works 8 City Attorney contracts) 3)11// City �, 9 Manager/Mayor Agreement executed by Council authorized official 1 Attest signatures, retains original agreement and forwards copies to project I II lei City Clerk manager 11 Project Manager Forward Final Copy to Contractor LG LG 43531