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HomeMy WebLinkAboutED Transit Center RelocationCITY 0f4% Agenda Item No: 4.c n000 " 1� "L_-.4 , 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: