1995-0718_CALIF, STATE OF_D6_Agenda Report AGENDA ITEM July 18, 1995
TO: George Scarborough, City Manager
FROM: William M. Huber, Director of Engineering& Building
SUBJECT: Resolution, Approval of Request to Change Project Scope and Funding
Allocation, Multi Modal Parking Deck and Railroad Platform(Caltrans)
RECOMMENDATION
By Resolution, approve the proposed request for change of project scope and funding for the
Multi Modal Parking Area from a parking deck to an expanded parking lot, and authorize Staff to
forward the request for surplus funds to be allocated to City Railroad Platform projects.
SITUATION
A. Summary and Recommendation
In July 1993, the City Council awarded a design contract with Mark Tannin Architects for
the design of the Multi Modal Parking Deck. The information gathering and preliminary
design phases of this work provided new information which changed the scope of work
for the project. In April 1994, the City Council approved the change of project scope and
funding for the Multi Modal Parking Area which was submitted to the California
Transportation Commission staff. As part of this submittal, additional information was
requested by CTC staff which is now complete and necessitates changes to the funding
request.
Staff is recommending that City Council approve the attached Resolution and authorize
Staff to forward the request to the California Transportation Commission, which is the
approving authority for funding on this project. The change in scope requested is from a
parking deck to an expanded surface parking area together with property acquisition of
Lot 11, Tract 50 (DiMaio), and the request for surplus funds to be allocated to City
Railroad Platform projects.
FOR CITY COUNCIL AGEhd ��
AGENDAITEM
July 18, 1995
Page 2
B. Background
1. Fundine
In 1987, the City's Community Redevelopment Agency approved a Request for
Proposal for consultant services to design a parking deck over the Multi Modal lot.
Two preliminary designs for the proposed parking deck were developed by Boyle
Engineering, suggesting a deck would accommodate between 134 and 162 spaces.
It is not clear what information these designs were based upon, but it is likely base
plans for the Multi Modal terminal were used.
In November 1987, the Agency retained Thirtieth Street Architects to design build
the parking deck. Approximately $15,000 of the total contract amount of$65,175
was expended on preliminary design work. Work was stopped once the initial
construction estimates were calculated based on the preliminary designs. It was
perceived that the construction costs were too high for the number of spaces
obtained.
In August 1991, OCTA and Caltrans encouraged the City to submit a Transit
Capital Improvement (TCI)Program application because of the lack of Orange
County applications that year. The grant application was due in approximately 30
days. Staff reconsidered the Multi Modal deck proposal that had stalled because
of lack of funding. Thirtieth Street Architects put together rough conceptual
drawings to estimate the number of spaces so the application could be submitted.
Thirtieth Street went back to the preliminary work they had done in 1987 to
prepare the conceptual designs. Because of the demand for inter-city and
commuter parking in San Juan Capistrano, the application for $1,296,500 was
approved.
The TCI Program funds were available beginning in Fiscal Year 1992-1993. The
TCI application was for the "design and construction of a single-level parking deck
over the existing Capistrano Depot surface parking lot that would have added
approximately 63 new spaces directly adjacent to the Capistrano Depot for inter-
city rail passengers". Ten surface spaces would be permanently lost in order to
provide the deck. The deck would provide 73 spaces for a net gain of 63 spaces.
AGENDAITEM
July 18, 1995
Page 3
In December 1992, the City Council adopted a resolution approving the contract
with Caltrans to secure the funding and authorized Staff to prepare visual analysis
of the proposed parking deck.
The City Council reviewed the view analysis in March 1993 and authorized Staff
to process the resolution and contract with Caltrans. In April 1993, Staff issued
18 Requests for Proposals for consulting services for the preparation of
professional architectural and engineering drawings and construction documents
for the Multi Modal Parking Deck.
In July 1993, the City entered into a contract with Mark Tannin Architect to
design a Multi Modal parking deck funded by the TCI grant.
The engineering survey of the site under this contract revealed that it is
approximately 25' less in the north-south direction and approximately 15' less in
the east-west direction than represented to Caltrans in the TCI Application and
also represented to City Council when the view analysis was reviewed. This new
information showed that the intended scope of work for the project could not be
achieved.
At the April 5, 1994 meeting, five options were presented to the City Council
together with the funding implications. City Council passed Resolution 94-4-5-2
which authorized Staff to forward a request for a change of project scope and
funding to the California Transportation Commission, which is the approving
authority for funding on this project. The principal change in scope requested was
from a parking deck to an expanded surface parking area, described more fully as
Option 5, later in this agenda item.
In order to complete the submittal package, Caltrans requested four further items
from the City.
i) Environmental Clearance
On June 14, 1994, the City's Environmental Review Board issued a
Mitigated Negative Declaration.
AGENDA ITEM
July 18, 1995
Page 4
ii) Hazardous Waste Clearance
On February 7, 1995, the City Council made the required certification by
Resolution 95-2-7-1 based on the Report by Huntingdon Engineering and
Environmental
iii) Property Acquisition Appraisal Report
In December 1994, the City awarded a contract to Flavell, Tennenbaum
and Edwards to produce an appraisal report for Lot 11, Tract 50. The
company was selected in accordance with both City and Caltrans
procedures. The report is now complete and has been reviewed and
approved by Caltrans District 12 Right of Way Office. The lower
appraised property value in this report is the main issue which requires a
new Resolution revising the funding plan proposed in Resolution 94-4-5-2.
iv) Revised Project Development Schedule
This has been developed and is part of the submittal package. In view of
the short time remaining through June 30, 1996, an extension of time of 24
months is being requested.
2. Existing Configuration of Project Site
The current capacity of the portion of the existing parking lot is 75 spaces. The
project site has a "notch" configuration as the City has no lease or ownership rights
to the eastern part of Lot 11 of Tract 50 (DiMaio).
In 1981, the City applied for a $356,000 Caltrans Grant for the improvement of
the Multi Modal terminal and parking area. The total project cost was $591,000.
The City funded 40% of the cost. The project included acquisition of the Husby
property, and 99-year leases on two Bertolino parcels and 5,600 square feet of a
9,600 square foot lot belonging to Sue DiMaio. The 99-year leases give the
owners of the property the right to approve any improvements to the area.
The project funded by the 1981 grant includes the existing surface parking lot
called the Multi Modal lot, which was reconfigured in 1990 in conjunction with the
Depot remodeling to eliminate four bus bays and provide additional parking.
AGENDA ITEM
July 18, 1995
Page 5
3. Ontn ign 5 (Current Proposals - Attachment 2)
It was determined at the conclusion of the preliminary design phase that it would
not be possible to construct a parking deck that would provide 63 additional
spaces on the existing site. Five possible options to the original plan were studied,
from which Option 5 was selected by City Council at their April 5, 1994 meeting.
Option 5 requires acquisition of the DiMaio property, Lot 11, Tract 50, and is
shown on Attachment 2. This option proposes a maximization of the site with no
deck, partly by use of retaining walls near Camino Capistrano. This option would
produce 108 spaces, 33 more than existing. Construction cost $475,000.
Estimated acquisition cost $300,000. Total construction and acquisition cost
$775,000. Construction cost per parking space $23,485 ({475,000 +
300,000}/33).
Since funding for construction is provided solely by Caltrans, the 33 new parking
spaces would be allocated for inter-city rail parking under the amount of TCI
application funding.
If the funding reallocation is approved, then purchase of the DiMaio property will
relieve the City of its obligation to provide 12 parking spaces required under the
terms of the existing lease if the lot were to be developed.
4. Excess Funds
Option 5 provides a grant surplus of$366,500.
The City also has a funding contract with Caltrans for platform projects covering
platforms both south and north of Verdugo Street. Several items were omitted
from the construction of the South Platform project either due to budget
constraints or because they have only now become apparent. The companion
project, the North Platform, is funded for $130,000 construction in Caltrans'
funding contract 75T003 with the City. The design of the North Platform has not
progressed well due to the lack of design funds. It is proposed that surplus funds
from the TCI application be allocated for both design and construction of the
North Platform. Construction of the North Platform is an important project as it
will provide handicap access to Metrolink trains.
AGENDA ITEM
July 18, 1995
Page 6
i) Benches
The picnic tables and benches currently on the South Platform were
purchased for use in City parks and are only temporarily in use at the
Platform.
The provision of permanent benches under the waiting canopies would be a
beneficial improvement for waiting passengers. It is proposed to purchase
and install s benches at approximately 1,000 each for a total cost of 5,000.
ii) Trash Cans
There is an obvious need for trash cans on a busy platform. Three trash
cans are proposed for a total cost of$1,000.
iii) Restroom Roof/Parking Structure
The potential exists for unauthorized access to the new restroom roof from
the upper part of the privately owned parking structure immediately behind
the restrooms. The need exists to provide some physical barrier to mitigate
the potential liability with this undesirable situation. A total budget for
design and construction of$20,000 is proposed. An agreement with the
parking structure owner will be necessary.
iv) Drainage
The railroad right-of-way is several feet higher than the adjacent east side
property at the south end of the project. Platform drainage daylights here
and the probability and potential of flooding the private property exists. A
City storm drain system exists at the Del Obispo Street end of Los Rios
Street. it is proposed to design and construct a storm drain crossing under
the tracks and down Los Rios Street to join the existing system. The
distance is approximately 750 feet and a combined budget of$55,000 for
design ($10,000) and construction($45,000) is proposed.
AGENDA ITEM
July 18, 1995
Page 7
v) South Platform Surface Drainage
With additional available funding, the potential also exists to provide a
continuous grated channel for surface drainage at the back of the south
platform. This would replace the existing individual inlets which are
currently available. A budget for design and construction of$15,000 is
proposed.
vi) Miscellaneous Items
A variety of upgrades are requested for the restrooms and janitorial rooms
as follows:
Restrooms/Janitor Room- I exterior water bib @ $500 = $500
3 interior water bibs @$500= $1,500
Clothes hooks and shelves @ $1,000 = $1-000
Total $3,000
vii) Parking Structure Steps/Closure
At the south end of the platform the parking structure floor is lower than
and open to the platform. It was observed during construction that
passengers were climbing up and through the parking structure opening to
access the platform. The City proposes to either provide adequate stairs to
the platform from the structure or to permanently close off the parking
structure openings to eliminate this liability. A budget of$15,000 for
design and construction is proposed. An agreement with the parking
structure owner will be necessary.
viii) Public Telephone
It is proposed to provide a public telephone on the south platform at an
estimated cost of$7,000.
ix) Administration
Items i through viii are likely to require substantial City Staff time. It is
proposed that an allowance of$20,000 should be included.
AGENDA ITEM
July 18, 1995
Page 8
X) South Platform Cost Increases
The City has incurred cost increases on the South Platform construction
due to a variety of changed conditions, particularly grading, and requests
that $90,500 be allocated to cover these items.
xi) North Platform Design and Construction
The existing platform north of Verdugo Street is in need of upgrading and
expansion 150 feet north to the end of the existing Amtrak ticket office.
The existing portion of the platform is severely cracked and the need exists
to raise the platform to 8" above rail and provide handicap access from the
platform to the train. Although Amtrak has been pursuing this design, the
design is not complete due to lack of design funding. The City believes
that both design and additional construction funding is necessary to
complete this part of the platform program in San Juan Capistrano.
Proposed Platform Funding Summary
Item i Benches $5,000
ii Trash Cans $1,000
iii Restroom Roof/Parking Structure $20,000
iv Drainage $55,000
v South Platform Surface Drainage $15,000
vi Miscellaneous Items $3,000
vii Parking Structure Steps/Closure $15,000
viii Public Telephone $7,000
ix Administration $20,000
x South Platform Cost Increases $90,500
xi North Platform Design $50,000
xii North Platform Construction $85000
$366,500
C MMISSION/BOARD REVIEW. RECOMMENDATIONS
The City's Environmental Review board issued a Mitigated Negative Declaration for the proposed
parking project on June 14, 1994. The project will be referred to the Planning Commission and
City Council for review when concept plans have been prepared.
AGENDA ITEM
July 18, 1995
Page 9
FINANCIAL CONSIDERATIONS
Funding for this project is by Transit Capital Improvement (TCI) grant. The current contract for
the funds runs through June 1996.
The current State funding allocation totals $1,296,500 as follows:
State $ Local $ Total $
Administration $40,000 $40,000
R/W Acquisition $314,000 (1) $314,000
Environmental $15,000 $15,000
Preliminary Design $70,800 (2) $70,800
Engineering Design $160,000 $160,000
Construction $1.081.500 $1.081.500
Total $1,296,500 $384,800 $1,681,300
On April 5, 1994, City Council approved a funding allocation to design and construct Option 5.
This funding allocation has to be revised based on the appraised value of the property acquisition
from Sue DiMaio.
State $ Local $ Total $
Administration $40,000 $40,000
R/W Acquisition $300,000(4) $314,000 til $614,000
Environmental $15,000 $15,000
Preliminary Design $40,000 (3) $70,800 (2) $110,800
Surface Design $60,000 $60,000
Surface Construction 475 000151 $475-000
Total $930,000 $384,800 $1,314,800
Original Grant Total $1,296,500
Surplus $366,500
(1) Existing right-of-way previously purchased by City to be credited as part of City's share
of project.
(2) Existing preliminary design costs expended by City for a deck option before TCI contract
was executed.
(3) Preliminary design costs now requested for Option 5.
AGENDA ITEM
July 18, 1995
Page 10
(4) Includes $70,000 indirect costs for administration, negotiations and processing costs.
(5) Includes 12% contingency.
Option 5 provides a grant surplus of$366,500. Staff recommends that this be allocated as
previously discussed to City Railroad Platform Projects.
NOTIFICATION
Sue DiMaio
Echo Mae Bertolino
Paul Farber
Marilyn Silverman, Caltrans District 12
Larry Layne, Caltrans, District 12
Ric Morales, Caltrans, Sacramento
Ginger Cox, OCTA
Mark Tannin
ALTERNATE ACTIONS
1. By Resolution, approve the proposed change of project scope for the Multi Modal
Parking Area and authorize Staff to forward the request to the California Transportation
Commission.
2. Do not approve the proposed change of scope.
3. Request additional information from Staff.
AGENDA ITEM
July 18, 1995
Page 11
RECOMMENDATION
By Resolution, approve the proposed request for change of project scope and funding for the
Multi Modal Parking Area from a parking deck to an expanded parking lot, and authorize Staff to
forward the request for surplus funds to be allocated to City Railroad Platform projects.
Respectfully submitted,
Pre ared by,
William M. Huber, P.E. Brian Perry, P.E., Project Manager
WMH/BP:ssg
Attachments: 1. Resolution
2. Option 5
4-18mult.bp
RESOLUTION NO. 95-7-18-1
APPROVIN .A REQUEST FOR CHANGE OF SCOPE AND PROJECT FUNDING
MULTI-MODAL. PARKING DECK (CALTRANNI_
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN
CAPISTRANO,CALIFORNIA,APPROVING A REQUEST FOR A CHANGE OF
SCOPE AND PROJECT FUNDING THROUGH CONTRACT NO. 75V434 WITH
THE STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION
WHEREAS, the City of San Juan Capistrano has entered into a funding contract,
Contract No. 75V434 with the State of California Department of Transportation, in the amount of
$1,296,000 in State funds with an effective start date of September 1, 1993, and a completion date
of June 30, 1996; and,
WHEREAS, the conclusion of the preliminary design phase is that it will not be
possible to construct a parking deck providing 63 additional spaces on the existing site; and,
WHEREAS, the City of San Juan Capistrano wishes to provide an increase in the
existing parking by means of State funding; and,
WHEREAS, Contract No. 75V434 contains a "Scope of Work" in Exhibit "A' and
a "Project Schedule" in Exhibit "D" and a "Project Cost Estimate" in Exhibit "E."
NOW,THEREFORE,BE IT RESOLVED,that the City Council of the City of San
Juan Capistrano does hereby approve a request for a change of project scope as shown in Proposed
Exhibit"A" and a change in project schedule with an extended completion date of June 30, 1998, as
shown in proposed Exhibit "D" and a change of project funding as shown in the Proposed Exhibit
"E," all as attached hereto and made a part hereof.
PASSED, APPROVED, AND ADOPTED this 18th day of
July 1995.
CAROLYN ASH, MAYOR
ATTEST:
CITY CLE
-1-
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF SAN JUAN CAPISTRANO )
I, CHERYL JOHNSON, City Clerk of the City of San Juan Capistrano, California,
DO HEREBY CERTIFY that the foregoing is a true and correct copy of Resolution No.
95-7-18-1 adopted by the City Council of the City of San Juan Capistrano, California,
at a regular meeting thereof held on the 18th day of July 1995, by the
following vote:
AYES: Council Members Jones, Hart, Campbell, Swerdlin and
Mayor Nash
NOES: None
ABSTAIN: None
ABSENT: None
(SEAL)
CHERYL JO O CITY CLERK
-2-
CONTRACT NO. 75V434
PROPOSED EXHIBIT "A"
SCOPE OF WORK
1. Multi Modal Parking
The project includes the acquisition of additional right-of-way and the design and
construction of expanded surface parking at the existing Capistrano Depot surface parking
lot that will add approximately 33 new spaces for intercity rail passengers. A detailed site
survey including boundaries, topography, existing features, and utilities will be prepared
along with a geotechnical report describing subsurface conditions and pavement
recommendations and cultural resources observations and report.
The surface parking lot's design will be consistent with Historic Downtown "Mission" area
design guidelines, lighting and landscaping ordinance requirements, and other regulatory
review.
2. Railroad Platforms
South Platform
The project includes the provision of benches, trash cans, restroom/parking
structure barrier, storm drainage and platform drainage, restroom water bibs and
shelves, parking structure steps or closure, public telephone to the existing South
Platform, plus construction cost increases.
North Platform
The project includes the design, environmental processing and rehabilitation of the
existing platform to 8" above top-of-rail and extending it north by 150 feet. This
project, together with the platform south of Verdugo Street, would provide a total
platform length of 680 feet, bringing the station closer to the State and Amtrak
standards. These improvements would also significantly reduce the time for stops
at the San Juan Capistrano station. The design will also include a review of
providing a north end access to the platform, which would be included in
construction if such access is appropriate. The design and construction would also
include the handicap access mini platform.
Sponsor: City of San Juan Capistrano
Contract No. 75V434
Page 1 of 2
Proposed Exhibit "D"
Multi Modal Parking
1 9 9 5 1 9 9 6 1 9 9 7 1 9 9 8
JUL AUG SEP OCT NOV DEC I JAN I FEB MAR APR MAY JUN I JUL AUG I SEP OCT I NOV DEC JAN I FES MAR APR MAY JUN JUL AUG SEP OCT NOV DEC I JAN FEB MAR APR MAV JUN
City Council authorises Project Change of Scope
Documents submitted to Caltrans
CTC Meeting
City Council executes revised Funding Contract
Caltrans executes revised Funding Contract
Property Acquisition
City Council executes revised Design Contract
Preliminary Design
Planning Commission Review of Concept Plan
City Council Review of Concept Plan
Final Design
Caltrans Plan Check
City Plan Check
Plan Revisions
Caltrans Approval
City Council Approval of Plans&Specifications
Bid
City Council Awards Construction Contract
Phase I Construction
Phase I Landscape Establishment
Phase II Construction
Phase II Landscape Establishment
Notice of Completion
Sponsor: City of San Juan Capistrano
Contract No. 75V434
Page 2 of 2
Proposed Exhibit "D"
Platform Projects
1 9 9 5 1 9 9 6 1 9 9 7 1 9 9 8
JUL AUG SEP OCT NOV DEC JAN FES MAR APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FES MAR APR MAY JUN JUL AUD SEP OCT NOV DEC JAN FEB MAR APR MAV JUN
City Council authorises Project Change of Scope
Documents submitted to Caltrans
CTC Meeting
City Council executes revised Funding Contract
Caltrans executes revised Funding Contract
Purchase&Install Items
City Council executes Design Contract(s) "
Preliminary Design
Planning Commission Review of Concept Plan
City Council Review of Concept Plan
Final Design
Caltrans Plan Check
City Plan Check
Plan Revisions
Caltrans Approval
Parking Structure Owner Agreement
City Council Approval of Plans&Specifications
Bid
City Council Awards Construction Contract
Construction
Notice of Completion
* Purchase& Instal only Items- Benches, Trash Cans, Public Telephone
** Design Elements- Restroom Roof/Parking Structure Barrier, South Platform Drainage, South Platform Storm Drainage,
Parking Structure Steps/Closure, North Platform
CONTRACT NO. 75V434
PROPOSED EXHIBIT "E"
PROJECT COST ESTIMATE
L MULTI MODAL PARKING
Description State Dollars Local Dollars Total Dollars
Administration $40,000 $40,000
RAV Acquisition $300,000 $314,000 $614,000
Environmental $15,000 $15,000
Preliminary Design $40,000 $70,800 $110,800
Surface Design $60,000 $60,000
Surface Construction $475,000 $475,000
TOTAL $930,000 $384,800 $1,314,800
2. RAILROAD PLATFORM
Description State Dollars Local Dollars Total Dollars
New South Platform $141,000 $141,000
Work
South Platform
Additional Costs $90,500 $90,500
North Platform
Design Costs $35,000 $35,000
Environmental $5,000 $5,000
North Platform
Construction
Administration Costs $10,000 $10,000
North Platform
Construction Costs $85,000 $85,000
TOTAL $366,500 $366,500
Description State Dollars Local Dollars Total Dollars
GRAND TOTAL $1,296,500 $384,800 $1,681,300