HomeMy WebLinkAboutPW SMART Infrastructre Impr. Amendment - CancelledCITY CF�
ZAgenda Item No: 3, i
Meeting Date: May 4, 2015
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: _�� r City Manager Approval4m4z,44
Acting Director of Public Works
File No. 18.06.52
SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE ACTING PUBLIC WORKS DIRECTOR TO AMEND A
FUNDING AGREEMENT WITH THE SONOMA-MARIN AREA RAIL
TRANSIT DISTRICT TO PERFORM CONSTRUCTION WORK ASSOCIATED
WITH VARIOUS ROADWAY INFRASTRUCTURE IMPROVEMENTS IN AN
AMOUNT NOT TO EXCEED $300,000, INCREASING THE TOTAL NOT TO
EXCEED AMOUNT UNDER THE AGREEMENT TO $450,000.
RECOMMENDATION: Adopt Resolution
BACKGROUND: Sonoma -Marin Area Rail Transit (SMART) plans to complete construction and re-
activate passenger rail operations from Santa Rosa to San Rafael by 2016. SMART has already initiated
construction operations in downtown San Rafael. Public Works staff has worked closely with SMART's
engineering team to review rail crossing and ancillary designs, and to address safety and operational
issues.
In response to SMART's schedule, the City has initiated the Regional Transportation System
Enhancement (RTSE) project, which is partially funded by a One Bay Area Grant (OBAG). San Rafael's
existing signal system is antiquated and incompatible with the new SMART rail system. The RTSE
project will install new signal controllers, signal poles, sidewalk, curb ramps, and other related
infrastructure needed to interconnect all downtown traffic signals and allow better accessibility to this
area of the City. Ultimately, the City's signal system must connect directly to SMART's rail signal
system. In order to make this connection, a dedicated City electrical conduit is needed along the SMART
rail system, which was installed in the fall of 2014.
To this end, Public Works staff recommended the Council allocate funding for SMART's contractor to
construct various infrastructure improvements in an effort to streamline coordination among City and
SMART staff as well as to reduce the number of contractors working in close proximity to each other in
the downtown area.
On October 6, 2014, the City Council adopted Resolution number 13824, which authorized the Public
Works Director to execute a funding agreement with SMART in an amount not to exceed $150,000 to
construct various roadway infrastructure improvements. To date, the City has expended $76,884.42 for
installation of a new traffic signal conduit along the rail corridor between Mission Avenue and Third
FOR CITY CLERK ONLY
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Council Meeting: St U/;2Of COh-1YG1Ct Canc4A1fj_A
Disposition:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paye: 2
Street as well as replacement of a failed stonn drain pipe on Mission Avenue adjacent to the railroad
tracks. The remaining $73,115.58 will be used to construct an extension of SMART's proposed bulbout
on the north side of Mission Avenue at Tamalpais Avenue, which is outside of SMART's right-of-way.
Utilizing SMART's contractor to install the bulbout used for SMART's rail equipment and the City's
sidewalk provides economical and scheduling advantages. For comparison purposes, the City's estimated
cost for this work is $75,000, which includes design and construction.
In addition to the RTSE project, pedestrian accessibility complying with the Americans with Disabilities
Act (ADA) is recommended for curb ramps and sidewalk within the City right-of-way but which are
directly adjacent to the SMART tracks on Tamalpais Avenue. To this end, on October 6, 2014, the City
Council adopted Resolution number 13822, which authorized the Public Works Director to enter into a
professional services agreement with Kimley-Horn and Associates, Inc., in an amount not to exceed
$42,000 for design of the pedestrian curb ramp facilities on Tamalpais Avenue between Mission Avenue
and Fourth Street.
In order to expedite the construction of the new curb ramps on Tamalpais Avenue, reduce the number of
contractors working within close proximity to each other, streamline communication between City and
SMART staff, and ensure pedestrian facilities are in place for day one rail operations, it is necessary to
amend the existing funding agreement with SMART to allow SMART's contractor to perforin the work
on behalf of the City. Public Works staff will inspect the construction performed by SMART's contractor
to assure that improvements meet current City standards.
ANALYSIS: Exhibit B, attached to the Funding Agreement, has been amended to outline the revised
scope of work. A summary of these items follows:
Conduit Installation — Signal interconnections are needed for the City's RTSE project and along
North San Pedro and Civic Center Drives.
Culvert Replacement — Existing culverts on some cross streets as noted to the City Council in the
Capital Improvement Program have deteriorated and require replacement. Utilizing SMART's
contractor for this work is an efficient approach since they are already working in the area.
Accessible Ramp Installation — SMART is improving accessible ramps within their right-of-way but
is not improving ramps outside their jurisdiction that lead to their facilities. In order to provide
compliant paths of travel at rail crossings, existing ramps need to be improved to meet current
standards. Construction of nine curb ramps as well as storm drain system improvements is included in
this scope of work. It is economical to have SMART's contractor undertake this construction work.
FISCAL IMPACT: Staff recommends allocating an additional $300,000 in Gas Tax funds (#206) to
reimburse SMART for their contractor's work. This project was not specifically identified in the 2014/15
Capital Improvement Program. SMART is utilizing a design/build contract to construct their facilities,
which requires the City to develop and implement our improvements prior to day one operations.
Executing this amendment with SMART and allowing their contractor to assist the City with installing
the noted improvements will greatly improve our ability to be ready for day one operations of the rail
service.
Public Works staff has received a quote from SMART's contractor, Shimmick Construction Company, to
construct the nine proposed curb ramps on Tamalpais Avenue in the amount of $226,972.71. By
comparison, the City's estimated cost for this work is $220,000. If the additional funds are approved, the
City will allocate approximately $73,000 to cover construction contingency and possible construction of
underground traffic signal pole foundations within SMART's right-of-way for the proposed queue cutters
at the grade crossings on Fourth Street, Fifth Avenue, and Mission Avenue.
OPTIONS:
1. Staff recommends that the City Council approve the resolution authorizing the Acting Public
Works Director to amend the funding agreement with SMART to allow their contractor to
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pa2e: 3
perform the needed improvements related to the RTSE project and other improvements stated in
Exhibit B.
2. The City Council may choose not to amend the existing funding agreement. If this option is
chosen, the Public Works Department will be required to advertise the construction documents
for competitive bidding thus delaying construction of the improvements by several months. This
option will also increase cost as staff time must be devoted to preparing final bid documents,
advertising the project, and returning to Council to award the project.
ACTION REQUIRED:
Adopt the resolution authorizing the Acting Public Works Director to sign the amendment to the funding
agreement with SMART to perform construction work associated with pedestrian facilities and traffic
signal operations.
Enclosures
1. Resolution
2. Amendment to Funding Agreement
RESOLUTION NO. 13919
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE ACTING PUBLIC WORKS DIRECTOR TO AMEND A
FUNDING AGREEMENT WITH THE SONOMA-MARIN AREA RAIL TRANSIT
DISTRICT TO PERFORM CONSTRUCTION WORK ASSOCIATED WITH VARIOUS
ROADWAY INFRASTRUCTURE IMPROVEMENTS IN AN AMOUNT NOT TO
EXCEED $300,000, INCREASING THE TOTAL NOT TO EXCEED AMOUNT UNDER
THE AGREEMENT TO $450,000.
WHEREAS, the Sonoma -Marin Area Rail Transit (SMART) project, currently
under construction, will provide passenger rail service from Santa Rosa to San Rafael and
eventually to Larkspur; and
WHEREAS, infrastructure such as SMART/City signal facilities, conduits and
accessibility ramps in and near the SMART right-of-way, as specified on Exhibit B of the
Funding Agreement, are needed to provide the safest public facilities when SMART initiates
operations in 2016; and
WHEREAS, the most economical means of constructing these improvements is
to utilize SMART's contractor; and
WHEREAS, the City Council adopted Resolution number 13824 on October 6,
2014, authorizing the Director of Public Works to sign a Funding Agreement with SMART to
perform construction work associated with various roadway infrastructure improvements in an
amount not to exceed $150,000; and
WHEREAS, an additional $300,000 is needed for construction of accessibility
ramps, storm drain improvements, and traffic signal work; and
WHEREAS, there are sufficient funds in the City's Gas Tax Fund (#206) to
support this agreement.
NOW, THEREFORE, BE IT RESOLVED that the Council of the City of San
Rafael hereby authorizes the Acting Public Works Director to sign the amended Funding
Agreement with SMART to construct the necessary improvements listed in Exhibit `B", in a
form approved by the City Attorney;
IT IS FURTHER ORDERED AND RESOLVED, that funds totaling $450,000
to support this agreement will be appropriated in the Gas Tax Fund (#206); and
IT IS FURTHER ORDERED AND RESOLVED, that the Acting 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, ESTHER C. BEIRNE, 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
Council of said City on the 4`h day of May, 2015, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
Az-�k'- - G . ec' ! F- -
ESTHER C. BEIRNE, City Clerk
CO-Ndm&.RAC'1'
CA.N...,..CELLED
CITY OF SAN RAFAEL
ROUTING SLIP / APPROVAL FORM
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT,
ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY.
SRRA / SRCC AGENDA ITEM NO. 'a ,
DATE OF MEETING: 5/4/15
FROM: Kevin McGowan
DEPARTMENT: Public Works
DATE: 4/27/15
TITLE OF DOCUMENT:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE ACTING PUBLIC WORKS DIRECTOR TO AMEND A FUNDING
AGREEMENT WITH THE SONOMA-MARIN AREA RAIL TRANSIT DISTRICT TO
PERFORM CONSTRUCTION WORK ASSOCIATED WITH VARIOUS ROADWAY
INFRASTRUCTURE IMPROVEMENTS IN AN AMOUNT NOT TO EXCEED $300,000,
INCREASING THE TOTAL NOT TO EXCEED AMOUNT UNDER THE AGREEMENT TO
$450,000.
Department Head (signature)
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(LOWER HALF OF FORM FOR APPROVALS ONLY)
APPROVED AS COUNCIL / AGENCY APPROVED AS TO FORM:
AGENDA ITEM:
L n
City Manager (signature) City Attorney signature) " (�
NOT APPROVED
REMARKS:
File No.: 18.06.52