1996-0220_CALIF, STATE OF_D5_Agenda Report AGENDA ITEM February 20, 1996
TO: George Scarborough, City Manager
FROM: William M. Huber, Director of Engineering & Building
SUBJECT: One Year Extension of the Multi-Mod a� Parking Design and Construction
Funding Contract 75V434 (Department of Transportation)
RECOMMENDATION
By Motion, approve the proposed one year extension of the Multi-Modal Parking Design and
Construction Funding Contract with the Department of Transportation and authorize the Mayor to
sign the agreement on behalf of the City.
SITUATION
A. Summary and Recommendation
In September 1993, the City of San Juan Capistrano entered into a $1,296,000 funding
contract with the Department of Transportation for tIe Multi Modal parking Deck. The
contract would expire June 30, 1996, unless an agreement to extend the expiration date is
executed. Staff is recommending that the City Cou cil approve the proposed one year
funding contract extension and authorize the Mayor to sign the agreement on behalf of the
City.
B. Background
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 fhe Multi Modal terminal were used.
In November 1987, the Agency retained Thirtieth SItreet Architects to design/build the
parking deck over the Multi-Modal surface parking to (also known as the Depot east lot).
Approximately$15,000 of the total contract amount of$05,175 was expended on preliminary
design work. Work was stopped once the initial constru on estimates were calculated based
on the preliminary designs. It was perceived that the co truction costs were too high for the
number of spaces obtained.
FOR CITY COUNCIL AMN D1 ,5
AGENDA ITEM -2- February 20, 1996
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 parking deck proposal that had been shelved 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. The City's application for
$1,296,500 was approved because of the demand for inter-city and commuter parking in San
Juan Capistrano downtown area.
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 existing
surface spaces would be permanently lost in order to provide the deck. The deck would
provide 73 new spaces for a net gain of 63 spaces.
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 and in September 1993, the funding agreement
was fully executed.
The first step the consultant took was to prepare a constraint plan for the project. The
engineering survey of the site revealed that the site was 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 as 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. The City Council selected an option that would purchase the slope
between the existing lot and Camino Capistrano and design a larger surface lot utilizing the
slope area. 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 (CTC). CTC is the approving authority for funding on this project from a
parking deck to an expanded surface parking area.
AGENDA ITEM -3- February 20, 1996
Since that time, Staff has produced the information required to change the project scope.
However, by letter dated September 6, 1995 (Attachment 3), Caltrans has identified the
incompatibility of the four-hour parking restriction in the Multi-Modal parking lot with rail
passenger use of the facility. Staff is pursuing the use of Amtrak issued permits to override
the four-hour limit and has asked them to develop a program for City Council consideration.
It should be noted that the CTC funds for the parking lot expansion also carry this same use
restriction for rail passengers only.
Processing the change of project scope has been put on hold by Caltrans pending satisfactory
resolution of the current Multi Modal parking situation. The proposed extension of the
funding contract with the Department of Transportation will ensure that funding constraints
are not lost while this issue is resolved.
CQMMISSIONBOARD REVIEW_ RECOMMENDATIONS
N/A
FINANCIAL CONSIDERATIONS
Funding for the Multi Modal Parking project is by Transit Capital Improvement (TCI) Grant 75V434,
in the amount of$1,296,000. The current contract for the funds runs through June, 1996. The
proposed agreement will extend the contract through June 30, 1997,
N TIFICATION
Sue DiMaio
Ralph A. Bertolino
Larry Layne, Caltrans, District 12
Ric Morales, Caltrans, Sacramento
Tony Rahimian, OCTA
Mark Tannin, Tannin Architects
ALTERNATE ACTIONS
1. Approve the proposed one year extension of funding contract 75V434 with the Department
of Transportation.
2. Do not approve the proposed extension.
3. Request additional information from Staff.
AGENDA ITEM 4- February 20, 1996
RECOMMENDATION
By Motion, approve the proposed one year extension of the Multi-Modal Parking Design and
Construction Funding Contract with the Department of Transportation and authorize the Mayor to
sign the agreement on behalf of the City.
Respectfully submitted,� Prepared by,.
William M. Huber, P.E. Brian Perry, P.E.
Director of Engineering & Building Project Mana
WMH/BP:ssg
Attachments: I. Proposed Agreement
2. Caltrans Letter of September 6, 1995
aA2-20multbp
STATE OF CALIFORNIA-BUSINESS.TRANSPORTATION AND HOUSING AGENCY PETE VILSCN
DEPARTMENT OF TRANSPORTATION
DIVISION OF RAIL
P. 0. BOX 942874
SACRAMENTO.CA 94274-0001
(916) 327-2053
TDO (916) 654-4014
September 6, 1995
Mr. George Scarborough
City Manager
City of San Juan Capistrano - --
32400 Paseo Adelanto --`------
San Juan Capistrano, CA 92675
Dear Mr. Scarborough:
Recent changes in your city's parking policies are having a detrimental
effect on commuter and intercity rail passengers using the train depot at San
Juan Capistrano. The City has begun charging for parking at the Franciscan
Plaza. Parking in the depot parking lot is still limited to four hours.
The State originally paid for, among other things, 56 parking spaces at
the depot (see contract 64-520 attached). The ground lease agreement (copy
attached) referred to in Section 2 of contract 64-520 and thereby made a part of
the contract, states " The premises shall be used specifically as a parking area in
conjunction with a multimodal transportation terminal". At some time in the
intervening years, the city restricted the use of those spaces to four hours. It
appears this was overlooked, since the city was providing free parking in the
Franciscan Plaza. Now that free parking is no longler provided in the
Franciscan Plaza, the State expects that all restrictions imposed by the city shall
be removed from these 56 rail passenger parking spaces paid for with State
funds.
The four hour parking restriction is incompatible with any rail passenger
use of this parking facility. Commuters need a minimum of 10 hours per day
for parking to accommodate a work day and travel time. Intercity passengers
need multiple days, since their trips often involve overnight stays.
The city has asked the State to provide funding for the purchase of leased
land at the depot to provide 31 additional parking spaces. Funding of
additional parking at the San Juan Capistrano Depot will be contingent on a
satisfactory resolution of this parking issue. In addition, if the issue is not
resolved to the benefit of rail passengers in accordance with the intent of the
existing project, the State will be forced to pursue reimbursement of all or
portion of the $200,000 paid for the initial parking facilities. Attachment 2
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