The URL can be used to link to this page

Home My WebLink About2002-05-14 - AGENDA REPORTS - TMF DESIGN (2)CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR City Manager Approval: Item to be presented by: Robert G. Newma DATE: May 14, 2002 SUBJECT: TRANSIT MAINTENANCE FACILITY—PROJECT NO. F0003 — RESCIND CURRENT CONTRACT AND AWARD NEW DESIGN CONTRACT — FEDERAL GRANT NO. CA-90-YO68 DEPARTMENT: Transportation & Engineering Services RECOMMENDED ACTION City Council rescind the contract awarded to Miralles and Wu, LLP on January 22, 2002, and award a new consulting design services contract to Hellmuth, Obata + Kassabaum, Inc. for an amount not to exceed $1,363,000.00, plus a project contingency of 10 percent for staff time spent, yielding a total amount of $1,500,000.00 for the design of the Santa Clarita Transit Maintenance Facility; and authorize the City Manager or designee to execute all documents, subject to City Attorney approval. BACKGROUND The proposed Transit Maintenance Facility (TMF) project includes property acquisition, design, and construction of a permanent facility to accommodate the operation, maintenance, and administrative functions of the City's transit system. Based on growth projections of the City's transit system over the next 20 years, this facility will address both the current facility inefficiencies and future service expansion. The City's existing transit facility, built in 1969, is located in the Valencia Industrial Park and was not designed for bus maintenance. The facility currently services a fleet of 75 vehicles, but is adequate for only 25 to 30 vehicles. The facility has no on-site fueling capacity, automated bus wash, or adequate parking for the City's transit fleet. The fleet is currently parked at three off-site locations, with the farthest site six miles away. The existing facility has been identified in three separate external audits as severely deficient in all respects. These inefficiencies increase operating costs by an estimated $1 million annually. Due to funding limitations, the construction of the facility will be phased. Phase I of the proposed TMF project consists of the design and construction of a portion of the facility to meet the existing needs and short-term expansion of the Santa Clarita Transit system for the next five to ten years. Phase I would address all deficiencies and would provide for the use of alternative fuels to meet new regulations expected in the next 12 months. At ultimate buildout, the TMF would accommodate 150 buses, providing approximately 53,800 square feet for fleet maintenance and 18,200 square feet for operations and administrative functions. QR000YE01 Agenda Item Q TRANSIT MAINTENANCE FACILITY — RESCIND CURRENT CONTRACT AND AWARD NEW DESIGN CONTRACT May 14, 2002 — Page 2 Upon acquisition of the Rye Canyon Business Park site in October 2001, staff initiated the design phase of the project, soliciting proposals from design consultants. Upon careful ranking of the proposals and interviewing four short-listed consultants, the evaluation panel selected a consultant based on qualifications, as required by federal guidelines. On January 22, 2002, the City Council awarded a design contract for the Transit Maintenance Facility to Miralles and Wu, LLP for $1,325,000.00 based on the evaluation panel's recommendation. Subsequently, in an effort to execute a contract, staff met with the consultant to finalize the project scope, schedule, and fee exhibits. After discussing the scope of specific issues for approximately two months, it became apparent that the two parties were not able to establish an effective means of communication. Very strong efforts were made in an attempt to properly define the coordination effort required for this project. Additionally, fee revisions provided by the consultant did not adequately address the City's needs and requests. Based upon the foregoing, staff concluded that it would be very difficult to effectively work and form a more -than -two-year partnership with Miralles and Wu, and elected to terminate any further negotiations. On March 7, 2002, prior to the execution of a contract with the consultant, staff sent an official request for termination of services between the City and Miralles and Wu, LLP. As outlined in the City's Request for Proposals (RFP), and in accordance with federal (FTA) guidelines mandated for this project, the inability to reach an agreement on scope and fees with the top-ranked consultant allows the opportunity for the City to terminate negotiations. Subsequently, based on federal (FTA) guidelines and the City Attorney's advice, the City issued a new Request for Proposals (RFP) on March 11, 2002. New proposals were submitted to the City on April 1, 2002. A new evaluation panel was formed, consisting of three City staff members from the Transit and CIP Divisions of the Transportation & Engineering Services Department. The panel received and evaluated seven Technical Proposals, interviewing the top three rated design teams as follows: Comnanv Address Hellmuth, Obata + Kassabaum, Inc. Los Angeles Richard Chong & Associates Los Angeles AC Martin Partners Los Angeles Included in the RFP are tasks to develop the schematic design for the ultimate facility, and to prepare final plans, specifications, and estimates for the construction of the initial phase of the project. Furthermore, all design efforts are to integrate state-of-the-art, energy -efficiency design and sustainable building methods. Consistent with Federal Transit Administration (FTA) guidelines, the City is required to rank design consultants based solely upon their technical qualifications and understanding of the project needs prior to any discussions concerning proposed costs. Based on technical qualifications and methodology proposed for the project, the evaluation panel recommends the TRANSIT MAINTENANCE FACILITY — RESCIND CURRENT CONTRACT AND AWARD NEW DESIGN CONTRACT May 14, 2002 — Page 3 consulting design team of Hellmuth, Obata + Kassabaum, Inc. for this more -than -two-year partnership with the City. The design phase of this project shall be completed in approximately one year. The construction of the initial phase of the project is estimated for completion, and the facility is anticipated to be in operation in fall 2004. ALTERNATIVE ACTIONS 1. Postpone award of the design contract. Delays in the design of the facility will further delay construction of the facility. 2. Other action as determined by the City Council. FISCAL IMPACT The proposed Transit Maintenance Facility (TMF) is a federally funded transit project, with 80 percent of the total project cost funded by Federal Transit Administration (FTA) grants and 20 percent of the project cost to be funded by local match contributions. The total estimated cost of the TMF is $26.5 million. The construction of the facility will be phased for current and short-term growth needs, with future construction phased as needed. The acquisition, design, and initial construction phase of the project is estimated to cost $20 million, with approximately 80 percent federal funds ($16 million) and the balance matched by local funds ($4 million). At this time, both federal and local funds required to complete the design and construction phase of this project have already been secured and budgeted. ATTACHMENTS Project Fact Sheet Site Plan Conceptual Facility Layout KM:lkl council\tmt\CM-051402.dOc TRANSIT MAINTENANCE FACILITY PROJECT FACT SHEET May 14, 2002 The City is looking to design and construct a facility that would accommodate the operations, maintenance, and administrative functions of the Santa Clarita Transit system. The Transit Maintenance Facility (TMF) will be designed to ultimately accommodate 150 fleet vehicles over the projected 20 years, doubling its current fleet. PROJECT TIMELINE • February 1997 - The City Council approved the Transportation Development Plan. Identified the growth and needs of the Santa Clarita Transit System over the next 20 years. • March 1998 - Completed the Transit Maintenance Facility Study. Defined future facility space needs given projected growth of the transit system and evaluated site options within the City. Focused site selection on 20 locations throughout the City, and short-listed four sites. Lot 2, Tract Map No. 52673-02 in the Rye Canyon Business Park (RCBP) was selected as the preferred site. • October 1999 - Performed Phase I Site Assessment for the preferred RCBP site. • December 1999 - Completed Appraisal Report for the preferred RCBP site. • February 2000 - Completed Review Appraisal for the preferred RCBP site. Completed Site Feasibility Analysis. • March 28, 2000 - The City Council approved the Mitigated Negative Declaration, granting CEQA clearance for the preferred RCBP site. • April 2000 - Acquired NEPA (federal) clearance for the preferred RCBP site from the Federal Transit Administration (FTA). • December 2000 - Updated the Appraisal Report for the preferred RCBP site. • February 13, 2001- At the City Council Closed Session, the City Council authorized the City Manager to transmit a formal offer for the purchase of the preferred RCBP site. • March 2, 2001- Offer formally made to the RCBP property owner. • June 12, 2001- The City Council approved the Purchase Agreement between the City and the RCBP property owner. • September 2001- Closed escrow and acquired Lot 2, Tract No. 52673-02 in the RCBP. • September 27, 2001- The City issued a Request for Qualifications (RFQ) in an effort to acquire a design team for architectural/engineering services. • June 2002 - Design phase of the project to start. • August 2003 - Estimated start date for construction of Phase I of the project. • Fall 2004 - Facility anticipated to begin operation. Page 1 of 2 TRANSIT MAINTENANCE FACILITY PROJECT FACT SHEET May 14, 2002 (continued) FACILITY SITE Lot 2, Tract Map No. 52673-02, Rye Canyon Business Park • 11.86 gross -acre vacant industrial lot. • Southeast corner of Constellation Road and Galaxy Way. • Characteristics - Rough -graded. Includes street improvements and utility connections. Ready for development (on the market for sale). Traversed by San Gabriel Fault; westerly quarter identified as Restricted Use Zone, has reduced appraised value. Center of future transit service area (included Val Verde and Castaic). Close proximity to the I-5 freeway for commuter lines to San Fernando Valley. PROJECT FUNDING FTA funds secured to date: $ 16.23 million Local funds secured to date: 3.91 million Total funds secured for Phase I: $ 20.14million Phase I cost estimate: $ 20.14million • Both federal and local funds required for the initial design and construction phase of the project have already been secured. KM:lkl counci1\tmf\CM-051402.d.c Page 2 of 2 a LU m.� U) 0 W 1 p r cwt Lu a r4 m r zH H U] KcH fir• . 1 ' qdi