HomeMy WebLinkAboutED Transit Center RelocationCITY 0f4% Agenda Item No: 4.c
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, Meeting Date: December 7, 2015
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Economic Development
Prepared by: Stephanie Lovette, Manager City Manager Approval:
TOPIC: APPROVAL OF EXPANDED CONSULTANT STUDY FOR
RELOCATION OF SAN RAFAEL TRANSIT CENTER
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT
WITH KIMLEY-HORN AND ASSOCIATES IN AN AMOUNT OF $80,000
FOR ADDITIONAL WORK RELATED TO THE TAM GRANT FOR THE
FULL OR PARTIAL RELOCATION OF THE SAN RAFAEL TRANSIT
CENTER DUE TO THE IMPACT OF SMART RAIL OPERATIONS
RECOMMENDATION: Adopt Resolution.
BACKGROUND: The C. Paul Bettini Transit Center (SRTC) is the major regional transit hub
for Marin County. The Bettini Center is owned by the Golden Gate Bridge Highway and
Transportation District (GGBHTD), which provides regional and inter -county service operated
by Golden Gate Transit. Other transportation services operating at the SRTC include: intra -
county local service by Marin Transit's contractors; Sonoma County Transit; the Marin
Airporter, which serves San Francisco Airport; the Sonoma Airporter which serves Oakland
Airport; and Greyhound. A taxi stand operates inside the center. These services all operate at
the SRTC under Revocable License Agreements with GGBHTD.
The SRTC accommodates approximately 575 busses per day on an average weekday with
service from both public and private transit operators. There are over 4,500 daily passengers that
board transit at the SRTC. Sonoma County Transit operates two trips/day to and from Sonoma
County; Marin Airporter operates 58 trips/day to and from San Francisco Airport; Sonoma
Airporter operates 30 trips/day to and from Oakland Airport; and Greyhound operates one
trip/day in each direction linking San Rafael to San Francisco and the 101 corridor cities in
Northern California.
FOR CITY CLERK ONLY
File No.: 4-3-589
Council Meeting: 12/07/2015
Disposition: Resolution 14041
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
The SRTC current site is well situated for north -south trips with easy access to Highway 101 and
for east -west trips on the aerials of Second and Third Streets. The current location is adjacent to
roughly 197 free commuter parking spaces in Park -and -Ride lots under US 101 owned by Cal
Trans. Additional paid parking is available to commuters in the City's downtown garages
located within walking distance of the SRTC.
The extension of SMART service to Larkspur will negatively impact the SRTC as the train
tracks bisect a portion of the center. Negative impacts include the loss of the bus bays at
Platform C, loss of the taxi parking -waiting area, narrowing of the drive aisle width used by the
busses to navigate through the transit center and a loss of a significant portion of Platform D.
SMART service through the SRTC will also require fencing or other barriers that will eliminate
the current pedestrian crossing through the transit center, making the center less useable for the
over 1,800 patrons that transfer daily between bus routes at the SRTC.
SMART's extension to Larkspur will require the full or partial relocation of the SRTC to assure
continued functionality for the transit patrons. Therefore, the City, in conjunction at GGBHTD
and Marin Transit District, applied to the Transportation Authority of Marin ("TAM") in
December 2013 for a grant for the development of alternatives for the transit center relocation.
TAM awarded a total of $288,320, which consisted of a $254,990 grant and a requirement for
$33,330 in local matching funds, for the study.
The grant was memorialized in a cooperative funding agreement between TAM and the City
which was approved by the City Council on December 1, 2014. The City is the lead agency on
this contract and the Economic Development Manager is the project manager for the contract
with extensive assistance from the Department of Public Works.
ANALYSIS: A team consisting of staff from the City of San Rafael, GGBHTD and Marin
Transit District interviewed three consulting firms for this study and Kimley Horn received the
highest ranking. The Kimley-Horn and Associates ("Kimley-Horn") cost proposal was for a
total of $266,097.93. On April 20, 2015, the City Council approved a professional services
agreement with Kimley-Horn to provide the needed services for the transit relocation study. As
explained below, it has become necessary to amend this agreement to expand the original scope
of work. The proposed expanded scope of work is attached as Attachment A.
The primary focus of the original effort was on the future needs of the transit center and
identifying a location for a future transit center solution. This summer, the General Managers of
SMART, GGBHTD, and Marin Transit requested that the emphasis of the work be shifted to
address the immediate impact of the SMART extension on the operations at SRTC. The General
Managers wanted to assure that SMART construction could begin as soon as the funding for the
extension was approved. The examination of the impact of the Larkspur extension on SRTC
operations required detailed analysis of bus turning movements, bus bay utilization, alternative
SMART track alignments, SMART operating and construction envelopes, and analysis of the
traffic on the streets surround the SRTC. This level of detailed assessment was not anticipated in
the original scope of work. In addition, the General Managers of the three transit agencies and
the City Manager also requested that the contract scope be increased to provide for additional
meetings with the General Managers and the Boards of each of the impacted agencies.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paue: 3
The revised scope of work proposed represents a significant expansion of the original work
product to account for planning for both the interim condition and the Larkspur extension
construction and operation, as well as for the long term solution for an integrated transit facility.
If authorized by the Council, staff will prepare a form of amendment to the original professional
services agreement, for execution by the City Manager.
FISCAL IMPACT: On December 1, 2014, the City Council approved a funding agreement
with the Transportation Authority of Marin and authorized the appropriation of $288,320
including a local match of $33,330. Each agency's share of the required match amount of
$11,110 was acknowledged by our partners at Golden Gate Transit and Marin Transit at the time
the City of San Rafael applied for the TAM grant.
The contract amendment will be for an additional $80,000 for the expanded scope of work, the
cost of which will be allocated equally among the City of San Rafael, GGBHTD and Marin
Transit; each agency will be charged a maximum of $26,667 for the work related to the
amendment. The Marin Transit Board and the General Manager of the GGBHTD have approved
the additional funding.
The City's share of the Transit Center Relocation study, including the original match, is a total of
$37,776.67. TAM staff has confirmed that TAM has no additional funding available to cover the
additional cost. Staff is recommending that the City's gas tax fund be used for the additional
$26,667 and there are sufficient funds available in that account.
OPTIONS:
1) Adopt the Resolution approving an amendment to the contract with Kimley-Horn to
provide for the proposed expanded scope of work;
2) Suggest changes to the proposed Resolution;
3) Refuse to adopt the Resolution
ACTION REQUIRED: Adopt the Resolution Authorizing the City Manager to Execute an
Amendment to the Professional Services Agreement with Kimley-Horn and Associates in an
Amount of $80,000 for Additional Work Related to the Tam Grant for the Full or Partial
Relocation of the San Rafael Transit Center Due to the Impact of Smart Rail Operations
ATTACHMENTS:
A: Kimley-Horn Expanded Scope of Services for Amendment
RESOLUTION NO. 14041
RESCINDED BY RESOLUTION NO. 14068
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT
TO THE PROFESSIONAL SERVICES AGREEMENT WITH KIMLEY-HORN
AND ASSOCIATES IN AN AMOUNT OF $80,000 FOR ADDITIONAL WORK
RELATED TO THE TAM GRANT FOR THE FULL OR PARTIAL
RELOCATION OF THE SAN RAFAEL TRANSIT CENTER DUE TO
THE IMPACT OF SMART RAIL OPERATIONS
WHEREAS, in 2004, the City Council adopted General Plan 2020, which
included a number of policies related to the two planned Sonoma Marin Area Rail Transit
("SMART") rail stations in San Rafael, to be located in Downtown and at the Civic
Center; and
WHEREAS, staff pursued grant funding for planning the areas around these
stations consistent with General Plan 2020 policies and programs including: G -23b
Grants, NH -88a Transit Oriented Development, NH 88b Safe Walkways and Bikeways,
NH 36 Hetherton Office District, C17 Regional Transit Options and SMART, C18 Local
Transit Options, and C20 Intermodal Transit Hubs; and
WHEREAS, in 2009, City staff and staff from other agencies met to prepare and
submit a Station Area Plan grant application to the Metropolitan Transportation
Commission ("MTC"). The public agency partners for the Downtown Station Area Plan
were the City of San Rafael, SMART, Golden Gate Bridge Highway and Transportation
District, Marin Transit District, and the Transportation Authority of Marin ("TAM"),
collectively the Joint Project Team ("JPT"); and
WHEREAS, the JPT partner agencies provided grant matching funds in the
amount of $97,000. The City of San Rafael provided matching funds of $1,000, SMART
provided $41,000, Golden Gate Bridge Highway and Transportation District provided
$33,000, Marin Transit District provided $20,000, and the Transportation Authority of
Marin provided $2,000; and
WHEREAS, on May 3, 2010, the City Council authorized the City Manager to
Accept and Expend a Grant in the Amount of $528,000 from the Metropolitan
Transportation Commission for Station Area Plans for the Downtown and Civic Center
San Rafael Stations, of which a total of $488,000 was for the Downtown Station Area
Plan; and
WHEREAS, the City Council appointed the Citizens Advisory Committee on
Economic Development and Affordable Housing ("CAC"), formerly the Citizens'
Advisory Committee on Redevelopment, which represents neighborhood, business, and
property owners in San Rafael, including the Downtown, to work with the community to
develop the Downtown San Rafael Station Area Plan and to advise the City Council on
such Area Plan; and
WHEREAS, between July 2010 and March 2012, the CAC worked on the Draft
Station Area Plan at sixteen meetings; reviewed background data; participated in two
walking tours of the area; hosted two community outreach workshops, and conducted a
series of presentations on the Draft Station Area Plan including presentations to the
Boards of TAM and Marin Transit, the Transportation Committee of the Golden Gate
Bridge and Transportation District, the San Rafael Design Review Board, and the San
Rafael Planning Commission; and
WHEREAS, on April 2, 2012, the CAC presented its recommended Downtown
San Rafael Station Area Plan to the City Council, and the City Council accepted the Plan;
and
WHEREAS, on April 2, 2012 the City Council of the City of San Rafael also
directed staff to pursue implementation of the Station Area Plan as infrastructure grant
funding and staff resources became available; and
WHEREAS, in December 2013, the City of San Rafael, in conjunction with the
Marin Transit District and the Golden Gate Bridge and Highway District, the owner of
the San Rafael Transit Center, applied to TAM for a Priority Development Area ("PDA")
grant to study options for an integrated transit center in Downtown San Rafael. This
study is necessary due to the negative impact on the existing transit center from the future
SMART extension to Larkspur; and
WHEREAS, in December 2013, the City of San Rafael also applied to TAM for
a Priority Development Area ("PDA") grant to study parking and way -finding in and
around the Downtown SMART Station; and
WHEREAS, TAM approved funds in the amount of $254,990 plus a required
$33,330 match for a total cost of $288,320 for further studies related to the relocation of
the transit center, and $222,491 plus a required local match of $29,082 for a total of
$251,573 for the parking and way -finding study; and
WHEREAS, there are sufficient funds in the General Fund to support the
$33,330 required match for the transit center relocation study, and there are sufficient
funds in the Parking Fund to support the $29,082 required match for the parking study;
and
WHEREAS, on December 1, 2014 the San Rafael City Council accepted a grant
from TAM pursuant to Cooperative Funding Agreement No. 2014-019 between the City
of San Rafael and TAM for the two grants; and
WHEREAS, the City Council's action on December 1, 2014 to accept the two
grants from TAM pursuant to Cooperative Funding Agreement No. 2014-019, also
approved the appropriation of $33,330 from the General Fund for the required local
match for the transit center relocation study; and
WHEREAS, on February 24, 2015, a team consisting of staff from the City of
San Rafael, the Golden Gate Bridge Highway and Transportation District, and the Marin
Transit District (hereafter, collectively, the "Agencies"), interviewed three consulting
firms for the transit center relocation study, and Kimley-Horn and Associates ("Kimley-
Horn") received the highest ranking; and
WHEREAS, The Kimley-Horn cost proposal for transit center relocation was for
a total of $266,097.93; and
WHEREAS, On April 20, 2015 the City Council authorized the City Manager to
enter into a professional services agreement with Kimley-Horn in an amount not to
exceed $270,000, and staff of the Agencies and consultants have diligently worked to
complete the scope of work; and
WHEREAS, staff from the Agencies now desire to amend the Kimley-Horn
professional services agreement to provide for an additional amount of $80,000 for
additional work related to the San Rafael Transit Center relocation; and
WHEREAS, each of the Agencies would be responsible for an equal share of the
additional contract amount, in addition to the match required for the TAM grant, for a
total contribution from each of the Agencies of $37,777.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
San Rafael hereby approves the proposed expanded scope of work presented in the staff
report for this matter, and authorizes the City Manager to execute an amendment to the
April 20, 2015 professional services agreement with Kimley-Horn for the expanded
scope of work, in an additional amount not to exceed $80,000 and in a form approved by
the City Attorney.
I, ESTHER 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 City Council of said City held on Monday, the seventh of December, 2015 by the
following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
ESTHER BEIRNE, City Clerk
ATTACHMENT A
Updated San Rafael Transit Center Relocation Study Budget Outlook
Outline of Remaining Effort Consistent with Updated Budget Summary
Task 3: Alternatives Evaluation
- Refine Layouts and Operational Configuration of 3 Long -Term Alternatives
- Provide to Transit Agencies for Review of Operational Configuration
- Based on City's model, identify traffic circulation ramifications on the alternatives and adjust
operational and driveway configuration accordingly
- Identify potential locations for kiss -and -ride, taxis, shuttles, and Airporters
- Calculate changes in revenue miles and estimate bus travel time impacts with each alternative
- Calculate the number of transferring crossing major streets for each alternative
- Prepare Acquisition Cost Estimates
- Evaluation Matrix and Memorandum
Task 4: Real Estate Evaluation
- Unchanged. Strategic Economics to perform evaluation with support from KHA on land use and
access/circulation
Task 5: Preparation of the Conceptual Plan
- Refinements to the selected alternative
- Refinements to the operations of the selected alternative
- Placement of ancillary uses (taxis, shuttles, airporters, customer service facilities)
- Cost Estimates
- Concept Plan
Task 6: Transition Strategies
- Refinements to Concept 3 and Concept 3 Operations Plan
- Meeting with Golden Gate Transit to discuss bus movements and operations
- One round of review of operations and layouts from transit agencies
- Cost estimates
- Assessment of traffic conditions on interim concepts
- Compare operational and circulation effects of interim concepts
- Prepare memorandum on interim estimates and recommend preferred alternative
- Selection of preferred concept and update to illustrative figure
- Documentation of overall transition strategy from existing to interim to construction of long-
term to long-term solution
Task 7: Analysis of Reuse Options for Existing Bettini Center
- Identification of potential land use plans for Bettini Center
- Further investigation of parking garage feasibility
10/19/15
Land value/cost assessment of reuse
Task 8: Public/GM Presentations
- One Presentation to Marin Transit Board
- Two Presentations to Big Kahunas
- Two GM Meetings
- Two rounds of preparation and presentation of a PPT to up to three
boards/agencies/commissions
Task 9: Draft and Final Report
- Draft and Final Report
Task 10: Project Management/JPT Meetings
- Monthly meetings through February (5 meetings total)
10/19/15
ROUTING SLIP / APPROVAL FORM
INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval
by the City Council. Save staff report (including this cover sheet) along
with all related attachments in the Team Drive (T:) 4 CITY COUNCIL
AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT -
AGENDA TOPIC]
Agenda Item # x '-� • L
Date of Meeting: 12/7/2015
From: Stephanie
Department: ED
Date: 11/30/2015
Topic:
Subject: AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE
PROFESSIONAL SERVICES AGREEMENT WITH KIMLEY-HORN IN AN AMOUNT OF $80,000
FOR ADDITIONAL WORK RELATED TO THE TAM GRANT FOR THE FULL OR PARTIAL
RELOCATION OF THE SAN RAFAEL TRANSIT CENTER DUE TO THE IMPACT OF SMART
Type: ® Resolution ❑ Ordinance
❑ Professional Services Agreement M Other: Staff Report
APPROVALS
® Finance Director
Remarks:
® City Attorney
Remarks: LG -Approved 11/25/15.
® Author, review and accept City Attorney / Finance changes
Remarks:
® City Manager
Remarks: