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HomeMy WebLinkAbout01/05/1999, C-10 - DESIGN SERVICES FOR THE MULTI-MODAL TRANSPORTATION CENTER AND THE RAILROAD RECREATIONAL TRAIL, PHASE IIj council acEnaa uEpoat CITY OF SAN LUIS OBISPO FROM: Mike McCluskey, Director of Public Works Prepared By: Brandon Farley, Transportation Assistant D-January 5, 1999 ,=H..b� G-lo SUBJECT: DESIGN SERVICES FOR THE MULTI -MODAL TRANSPORTATION CENTER AND THE RAILROAD RECREATIONAL TRAIL, PHASE II CAO RECOMMENDATION 1) Approve Request for Proposals (RFP) for design services for the Multi-Modal Transportation Center and the Railroad Recreational Trail, Phase II; 2) Authorize contract award by the CAO to the selected consultant, if the cost is within the engineer's estimate. DISCUSSION On November 10, 1998 the City Council approved a revised concept plan of the Multi-Modal Transportation Center which increased Amtrak parking, decreased bus parking and retained the Freight House in its existing location_ The next step is to prepare plans and specifications for construction. The first step toward the Railroad Trail, Phase II was achieved when the City received notice from Union Pacific Railroad that it was willing to sell the necessary property. Remaining steps in this project include: Phase II environmental testing (under way); property acquisition; and construction documents (including environmental clearances). Due to this timeliness and commonalties between the two projects, efforts to select consultant services "dovetailed" into a joint Request for Proposals for design services. Staff estimates that the City Council will approve the Plans, Specifications, and authorize bidding for construction in July 1999. Wokkscope The proposed workscope for the RFP includes typical design services to produce Plan, Specification & Estimates (PS &E's) for the Multi -Modal Transportation parking lot, Santa Barbara Street frontage and intersection improvements at High an Morro streets, and the Phase II Railroad Recreational Trail. The workscope includes the traffic analysis to determine signal warrants and needs at both intersections. At this time, design services are not being sought for rehabilitation of the Freight House on the Multi-Modal Transportation Center site as this effort will take place at a later date due to funding availability. CAO -t Council Agenda Report — RFP for Design Services Page 2 Schedule The timetable for the design phase is to the award the contract for design services with the following work schedule to complete the final design as a guide: Review of work at 50% completion of design 7 weeks after execution of agreement ARC submittal package at 75% of design 10 weeks after execution of agreement Review of work at 95% of design 17 weeks after execution of agreement Completion of all work, including specifications 20 weeks after execution of agreement Assuming all deadlines are met all design work should be completed in July 1999. FISCAL IMPACT Multi -Modal Transportation Center The current budget for this project of $1,698,000 is provided by three funding sources: a) Proposition 116 ($1,016,000); b) Transportation Capital Improvement Act ($582,000); and c) State Highway Account ($100,000). Staff is estimating that design services will cost approximately $60,000 and will be paid for with SHA funds. Railroad Recreational Trail, Phase If The current budget for, this project is $400,000 and is provided by State Highway Account fiords. Staff is estimating that design services for this component of the project should cost approximately $30,000_ ALTERNATIVES • Modify the workscope. The Council could add or subtract work elements 'and modify the budget accordingly. • Deny the project. The Council could deny the RFP and direct staff to perform the design services. Given current workloads other projects already slated for design would have to be deferred. Attachments: Attachment 1: Description of Work (portion of entire RFP) The entire RFP is available for review in the Council Reading File B \Council Agenda Reports\ MMTC & RRTII rfp (,;10 -A. . Section A Attachment 1 DESCRIPTION OF •- ,.r_ 1. INTRODUCTION. The City of San Luis Obispo is seeking proposals from a qualified consultant to provide Plan, Specifications and Estimates and have design experience with parking lots and bike /pedestrian paths. Two components of this project make up the majority of the work scope. The first component shall be to provide Plans, Specifications, and Estimates for the Multi -Modal Transportation Center based on a conceptually approved site design. The second component shall be to provide Plans, Specification and Estimates for Phase H of the Railroad Recreational Trail. Attached is Exhibit A: Area map depicting project locations. 2. PROJECT INFORMATION. a. Background - Multi -Modal Transportation Center. The City of San Luis Obispo has been pursuing a location to place a multi-modal transportation center, with emphasis on transit usage, for much of the 1990's. After extensive efforts, the property adjacent to and the property owned by Union Pacific Railroad were selected to meet these needs. To date, the City has completed, and /or undertaken some studies, concept designs, and is in the process of purchasing property and relocating affected businesses. The City Council has approved a concept design, which will serve as the basis for construction document preparation. The site is approximately 10,800 Sq. meters and has an old railroad warehouse located upon it. The warehouse is of historical significance and shall be restored using Federal Transportation Enhancement funding at a later date. Attached is Exhibit B: Adopted Concept Plan of the Multi-Modal Transportation Center. The City Council, at its November meeting stated desires to slightly modify the concept plan to provide additional rail trackage northerly of the freight house; to allow buses exiting the site at Morro Street an internal circulation a 90° turn rather that the 1200 shown on the concept plan; and to provide additional study (to the original traffic study - a part of the environmental review process) of possible signalization at the intersection of Santa Barbara/High and Santa Barbara/Morro. The consultant will need to meet with the major stakeholders (slocog and city staff) to determine feasibility of the first two items prior to providing final working drawings (see scope of consultant services). b. Background - Railroad Recreational Trail, Phase II. The adopted a Bicycle Transportation Plan in 1993 which shows a Class I bicycle path along the Union Pacific Railroad for most of the City. The first phase of that project -1- Cio -S (from Orcutt Rd. to Bushnell St.) was completed and dedicated in 1998. The second phase (from Bushnell St. to Jennifer St.) will complete a major segment, allowing bicycle travel from Orcutt Rd. to the Jennifer St. Bridge - giving access to the downtown without physically having to cross the railroad tracks. The property identified for Phase II of the Railroad Recreational Trail is a sliver of land running adjacent to railroad tracks of approximately 5,750 sq. meters. The region is approximately 625 meters long by an average of 9.2 meters wide. Refer to Exhibit A for project location. c. Project Setting and Location — Multi-Modal Transportation Center The project is located in an area once heavily used by Union Pacific Railroad and is shown in Exhibit B. Project boundaries generally include the existing City parking lot to the North and High Street to the South. The western boundary of the transportation center includes Santa Barbara Street frontage as well as the intersections at High and at Upham/Morro. The East side is bounded by Union Pacific Railroad tracks. A small section of Santa Barbara/Osos to the north is included for a bus turn -out. The existing property containing the charter bus business is excluded. d. Project Setting and Location — Railroad Recreational Trail, Phase li This project is located across the UP tracks from the MMTC (Exhibit A). The project is bounded by the Phase I project to the South; the Jennifer Street Pedestrian Bridge to the North; Union Pacific Railroad on the West; and single family residential homes to the East. e. Project Funding — Multi -Modal Transportation Center. This project will be funded by State Proposition 116, State Transit Capital Improvement (TCI) grant and State Highway Account funds. Total budget for this portion of the project, including design fees, anticipated construction costs and contingencies is $645,000. f. Project Funding — Railroad Recreational Trail, Phase II. This project will be funded by State Highway Account funds. Total budget for this portion of the project, including design fees, anticipated construction costs and contingencies, is $270,000. g. Project Requirements. The consultant shall be responsible to process, design and provide construction documents in accordance with all applicable grant requirements and City Engineering Standards. Consultant shall be responsible for determining, adhering to, and incorporating the grant requirements into the project. Attached is Exhibit C: Transit Capital Improvement grant Agreement, General Provisions. It is a City goal that contracted work with respect to this RFP be completed by July 26, 1999. -2- r'16-+ h. Materials available from the City The City will make the following documents available to the selected consultant: • Adopted Concept Plan of MMTC • Initial Environmental Study and specific associated studies for the MMTC • Design plans & specifications of Phase I of the Railroad Recreational Trail • Railroad Historic District Plan • City Design Standards • Topographic Maps for each project location • Environmental Mitigation Measures for Phase lI region of the Railroad Recreational Trail 3. SCOPE OF CONSULTANT SERVICES. The qualified design team will produce plans, specifications and estimates incorporating all work elements listed below and mitigation measures (Exhibit D) as attached for both projects. The plans shall be prepared for each separate project to be bid and constructed separately. A. Multi-Modal Transportation Center. The Consultant shall: 1. Obtain all city provided documents 2. Verify City provided topography and supplement as necessary 3. Provide any necessary utility, railroad company coordination 4. Meet with City staff and Slocog staff to determine final site planning criteria 5. Prepare final revised concept plan 6. Review previous traffic studies on the need for signalization at Santa Barbara/High and Santa Barbara/Morro. Submit a peer review, recommending timing, priority (based on need and general plan goal implementation) for installation for one or both signals. 7. Prepare all documents needed for compliance with approved mitigation measures. Some of the mitigation measures describe items, such as noise mitigation for nearby properties, that are not normally part of a parking lot construction project. The consultant is expected to provide documents to allow separate bidding of this work if the consultant feels this action will result in better bid results. 8. Prepare and present sufficient plans for ARC review and approval 9. Prepare signing and striping plans, in accordance with City Standards, for Santa Barbara Street 10. Prepare construction documents, in accordance with City Standards, for a bus turn out on Santa Barbara/Osos Street 11. Prepare construction documents, in accordance with City Standards, for the MMTC including all landscaping, lighting, street furniture, etc. Construction documents for a new railroad track bed and rail (as shown along the southeastern portion of the site) shall be prepared as a bid additive to the full bid package. -3- Goo -S A. Railroad Recreation Trail - Phase 11. The Consultant shall: 1. Obtain all city provided documents 2. Verify City provided topography and supplement as necessary 3. Provide any necessary utility, railroad company coordination 4. Prepare a preliminary concept plan and submit to staff for review 5. Prepare and present sufficient plans for ARC review and approval 6. Prepare and submit all required environmental documentation necessary to achieve environmental clearance 7. Prepare construction documents, in accordance with City Standards and any mitigation measures required, for the bicycle trail, fencing, landscaping, lighting modifications to the Jennifer St. Bridge area and lighting to the trails juncture at Bushnell Street; proper drainage and retaining walls. As with the previous bicycle path project, the budget will determine the amount of amenities (fencing, lighting and landscaping) that can be provided with this project As a part of the proposal submittal and any subsequent interview the design consultant should be prepared to recommend work scope and any additional work that should be completed. 3. PROJECT TIMELINES OR OBJECTIVES The ultimate goal of this project is to achieve full construction plans and documents for both projects. In order to meet this goal „the selected consultant should consider timelines and objectives as follows: • Act on behalf of the City to ensure full compliance with all City regulations and standards concerning the implementation of this design project; • Initiate a meeting with City representatives to establish a work plan identifying the interface and roles of all team members and the City, and production of a schedule, which fixes deadlines for work products; • Work with City staff to develop Consultant work scope for any additional field surveys, mapping and soil testing if necessary to facilitate design; • Adhering to project budget constraints, which includes the total of design services, contingencies, and construction estimate; • Development and adherence of a work plan and schedule, including but not limited to the general dates listed below: 1. Meet with Public Works staff to review work at 50% completion of design in the week of April 26, 1999; 2. . Submit necessary documents to the Architectural Review Committee at 75% completion of design in the week of May 17, 1999; and 3. Meet with Public Works staff following ARC review at 95% completion of design in the week of July 6, 1999. 4. Provide complete Plans, Specifications and & Estimates to the City in hard and electronic formats no later than 3:OOpm, July 26, 1999 -4- 010-'6