HomeMy WebLinkAboutItem 2a: Agreement with Metro Gold Line for Design and Construction of Santa Anita Grade Separation 4 �F F O� C . q� r
:- Pl .. 1 '7
440nity °tom STAFF REPORT
Development Services Department
DATE: February 1, 2011
TO: Mayor and City Council
FROM: Jason Kruckeberg, Assistant City Manager /Development Services Director K
Philip A. Wray, Deputy Director of Development Services /City Engineer
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH
THE METRO GOLD LINE FOOTHILL EXTENSION CONSTRUCTION
AUTHORITY FOR THE DESIGN AND CONSTRUCTION OF THE CITY OF
ARCADIA SANTA ANITA GRADE SEPARATION
Recommendation: Approve
SUMMARY
In 2006, the voters of Arcadia voted to assess themselves to help fund a grade separation
of the Gold Line Foothill Extension Rail Line over Santa Anita Avenue. The City worked
closely with the Metro Gold Line Foothill Extension Construction Authority (Authority) to
determine an acceptable architectural design. On April 6, 2010, the City Council approved
the design and directed staff to proceed to finalize the cost estimate and a design and
construction agreement with the Authority.
The Authority determined the City's share of the Santa Anita Grade Separation cost to be
$11,974,254 and the estimate has been reviewed and approved by City representatives.
The Authority has prepared an agreement for the design and the construction of the
bridge. Staff recommends the approval of the agreement.
BACKGROUND
In April of 2006, the voters of Arcadia approved City Measure A to assess themselves to
fund $8 million of the cost for a grade separation of the Gold Line Foothill Extension Rail
Line over Santa Anita Avenue. The City proposed a total of $5 million from the City's
Proposition A and C reserve to reach the total estimated cost of $13 million.
In 2009, staff began the process of scoping the grade separation and preparing a
conceptual architectural design. Staff worked closely with the Authority to prepare the
necessary design details so that the details could be included in the request for proposals
Staff Report
February 1, 2011
Page 2
for the Gold Line Main Alignment design /build services. The City Council held several
study sessions and regular meeting discussions to provide input and review design
options, and on April 6, 2010 the City Council approved the final architectural design
concept. The design concept and the rendering are attached.
The bridge will be a concrete structure with art deco features on the columns and
abutments and an arched barrier across the top. The ramped approaches on both sides of
the bridge will be of earth fill supported by vertical retaining walls. In order to minimize the
rise and fall of the tracks over the existing grade, the 4 -foot rise in Santa Anita Avenue at
the railroad tracks must be removed and the street grade leveled for a length of
approximately 280 feet in each direction.
DISCUSSION
The City is required to pay for all elements of the grade separation over and above the
normal rail line that would otherwise cross Santa Anita Avenue at grade. In addition, the
City is entitled to receive a credit for all warning devices, signals and gates that would be
required for an at -grade crossing. Both parties agreed that a cost estimate should be
prepared by the Authority's consultant and reviewed and approved by both parties. The
cost estimate would then be the basis of the cost shares.
In May of 2010, the Authority prepared an initial cost estimate of the City's share of the
grade separation at $13,499,480. The City proceeded to retain the services of the IBI
Group to perform a thorough review of the Authority's estimate and on June 23, 2010, staff
presented to the City Council the initial cost estimate and the comments from the IBI
Group. After several iterations of review, comment, and revisions, an agreement has been
reached with the Authority at a final share of $11,974,254, a difference of over $1.5 million.
The Authority has prepared a letter agreement to be executed by both the City of Arcadia
and the Authority Board. This agreement covers the design and construction of the grade
separation and calls for a subsequent agreement to be entered into between the City and
the MTA for the maintenance responsibilities.
FISCAL IMPACT
In 2006, with the passing of City Measure A, the total amount designated for the Santa
Anita Grade Separation was $13 million, with $8 million coming from the Measure and $5
million from the City's Proposition A and C reserves. As of the beginning of this fiscal year,
the City's reserve fund has grown to $6,282,372, bringing the total available funding to
$14,282,372.
The agreement establishes a grade separation cost to the City of $11,974,254 and
requires a $500,000 contingency to be placed on deposit with the Authority to be used for
Staff Report
February 1, 2011
Page 3
potential extra work caused by unforeseen conditions. This brings the total cost to the City
to $12,474,254.
Comparing the total cost to the available funding, the net result is a surplus balance of
$1,808,118. Because the funds will not be required to be transferred to the Authority until
later this year, the surplus will grow due to interest growth on the City's reserve funds. It
should also be noted that each City along the Phase (1 or 2) alignment that has a station
will be required to provide a $1 million contribution, which can include in -kind contributions.
Staff will be and has been tracking our time on this project, but for budgeting purposes, we
will assume a $1 million cash contribution.
Staff will also be meeting with our financial consultants to prepare the general obligation
bond financing for the $8 million.
RECOMMENDATION
Authorize the City Manager to execute an Agreement with the Metro Gold Line Foothill
Extension Construction Authority for the design and construction of the City of Arcadia
Santa Anita Grade Separation.
Approved:
Donald Penman, City Manager
J K: PAW:pa
Attachments
Metro Gold Line Foothill Extension
Construdion Authority
M £ ` ' 406 E. Huntington Drive, Suite 202
Monrovia, CA 91016 -3633
L I N E 626 -471 -9050 ph
62& 471 9049 fx
F O O T H I L L
E X T E N S I O N
wxW n o rg
BLCA -ARC- 078
c4I bin a January _ , 2011
City Of Pikadeili
Mr. Donald Penman
Sam P.droz City Manager
!" Vita Chair Y
Council Member, City of Arcadia
City of Claremont
Appointee Of 240 West Huntington Drive
San Gabriel Valley Arcadia, California 91066
Council of
Governments
RE: City of Arcadia Santa Anita Grade Separation Agreement
Ed P. Reyes
2 Vice Chair
Council Member,
City of Los Angeles
Appointee of Dear Mr. Penman:
City of Los Angeles
Keith Hanks This letter serves as an agreement between the Metro Gold Line Foothill
Member Extension Construction Authority (Authority) and the City of Arcadia (City) for the
Council Member, design and construction of the Santa Anita Avenue Grade Separation
City of Azusa
Appointee of (Overpass). It is the intent of this agreement that the items set forth below
City of South establish the responsibilities of each party. In general terms, the Authority shall
Pasadena P P Y 9 Y
be responsible for the design, construction and administration of the Overpass
John Fasana and the City shall be responsible to pay all costs associated with the Overpass.
Member
Council Member
City of Duarte The existing track crossing at the intersection of Santa Anita Avenue and Metro
Appointee of
Los Angeles County Gold Line Foothill Extension's Right -of -Way is at- grade. It is the City's desire to
Metropolitan up -grade this intersection to a grade separated crossing, as part of the Metro
Transportation
Authority Gold Line Foothill Extension project. In 2006 the voters of the City of Arcadia
passed Bond Measure A to help pay for the grade separation. The dual -track
Bill Bogaard profile just east of the LRT /Colorado Blvd overpass and crest
Member, Non - Voting p ile will start to climb j p
Mayor, on the Overpass. The structure is required to have a 15 foot vertical clearance
City of Pasadena a bove Santa Anita Avenue. The profile will descend back to existing grade just
Appointee, city of P g g 1
Pasadena west of the intersection of Santa Clara and First Avenue. For purposes of this
agreement, the term "Overpass" refers to a bridge structure with abutments,
Lara Larramendi
Member, Non- Voting approach retaining walls, excavation /backfill, utility rearrangements, required
Gubernatorial improvements to support the bridge structure, and any enhancements
Appointee
authorized by the City pursuant to paragraph 3 below.
Daniel M. Evans
Member, Non- Voting By this letter of agreement, the parties intend the following:
City of Y 9 P
South Pasadena
Appointee, can of
South Pasadena 1. The Authority has provided the City with a cost estimate for a baseline
overpass. "Baseline" is defined as a functional bridge structure with:
abutments, approach retaining walls,
Executive Officer:
Habib F. Balian
Chief Executive Officer
Mr. Donald Penman
January _, 2011
Page 2
excavation /backfill, utility rearrangements, and required improvements to
support the overpass.
2. The Authority, based on a City supplied rendering that includes
enhancements to the aesthetic treatments of the baseline structure, has
provided to the City a cost estimate for those treatments.
3. The City has determined which enhancements are to be included in the
design and construction, and approved the additional cost associated
with the enhancements.
4. The City and Authority have agreed on a cost for the Overpass, with
enhancements. That cost estimate includes a credit to the City for the
reasonably estimated cost of at -grade crossing improvements that would
have been required without a grade separation, but not required with the
Overpass.
5. The City also desires to change the profile of Santa Anita Avenue during
the design and construction of the Overpass. The Authority has
provided a conceptual plan, profile and cost estimate for the revised
roadway.
6. The agreed upon Overpass and enhancements, and the change in
profile of Santa Anita Avenue, are referred to herein as the "City
Requested Improvements."
7. The cost estimates identified above include costs for: design,
construction, contingencies, Authority's project management and
contract administration and necessary supporting improvements.
8. City shall pay the Authority the cost for the City Requested
Improvements, minus the at -grade crossing improvement credits. The
amount to be paid by the City to the Authority is: $ 11,974,254 (City
Contribution ").
9. Additionally, a sum of $ 500,000 shall be provided to the Authority by the
City, to be held in reserve ( "Contingency Reserve "), to pay for any claims
from the design -build contractor due to unforeseen conditions during
construction.
a. The Authority shall place the Contingency Reserve in an interest
bearing account, and all interest applicable thereto shall be
credited to the City. Any amount left in the Contingency Reserve
after the contract has been closed -out will be promptly returned
to the City. The Authority shall provide the City at least 10 days
written notice prior to paying any claim arising from any
unforeseen condition, and shall consider any comments received
from the City during that period.
Mr. Donald Penman
January _, 2011
Page 3
b. If, during construction, the Contingency Reserve has insufficient
funds to cover unforeseen conditions, the City shall provide
additional funds to cover any and all shortfalls. Notwithstanding
the preceding sentence, any claims arising from unforeseen
conditions that exceed the initial $ 500,000 deposit into the
Contingency Reserve shall be subject to review and approval by
both the City and the Authority; City shall have no obligation to
deposit additional funds into the Contingency Reserve unless
both parties have approved payment of the claim or claims
(which approval shall not unreasonably be withheld).
10. If the City elects to modify the Overpass and /or Santa Anita Avenue
profile after the date of this agreement in such a way as to increase the
cost above the amount identified herein, the cost associated with the
modification, as determined by the Authority and reasonably agreed
upon by the City, shall be borne by the City, including the additional cost
for Authority project management and contract administration (which
amount shall not exceed 5% of the total cost without prior written
approval by the City). In addition, the City shall deliver to the Authority
an additional sum equal to 5% of the total cost of the modification, for
deposit into the Contingency Reserve. The Authority shall have no
obligation to cause completion of the modification requested by the City
unless the City and the Authority reach agreement on the associated
cost, and the City has made the required deposit into the Contingency
Reserve.
11. Payment of the City Contribution by the City to the Authority shall be as
follows:
a. The first payment, in the amount of One Million Dollars, together
with the amount for the Contingency Reserve specified in
paragraph 9 (and paragraph 10, if applicable) shall be due thirty
(30) days after the Authority notifies the City in writing that the
Authority has issued its Notice to Proceed under the Authority's
Design -Build Contract (C- 1135).
b. Thereafter, the Authority shall submit to the City that portion of
the design -build contractor's monthly invoice associated with the
design and construction of the City Requested Improvements
(payment request) within two (2) working days after receipt. The
payment request shall be accompanied by copies of whatever
verification Authority obtains that the work for which the invoice
was submitted has been completed. The City shall provide
payment within 20 working days of receipt of the payment
request.
c. All interest (if any) applicable to funds paid by the City to
Authority pursuant to this agreement shall be credited to the
Mr. Donald Penman
January _, 2011
Page 4
City. All funds paid by the City to Authority pursuant to this
agreement shall be used solely to pay for the City Requested
Improvements, including but not limited to the costs identified in
paragraph 7 of this agreement.
12. In consideration for the City contribution and other obligations of the City
under this agreement, the Authority shall obtain authorization from the
Los Angeles County Metropolitan Transportation Authority ( "MTA ") to,
and shall, grant to the City a non exclusive easement (in perpetuity) for
public street purposes on and under that portion of the track crossing on
which the Overpass is constructed.
13. During the period during which the Authority holds title to the Overpass
and related property, the Authority shall have the responsibility, at its
sole cost and expense, to repair, maintain, reconstruct, and replace the
Overpass.
14. The Authority shall cause the MTA to enter into a maintenance
agreement, whereby the MTA, for the period after title to the Overpass
and related property is conveyed by the Authority to the MTA, shall:
a. Have the responsibility, at its sole cost and expense, to repair,
maintain, reconstruct, and replace the Overpass; and
b. Grant to the City a right of entry onto the property interests
owned by the MTA adjacent to the City's easement for purposes
of the City removing graffiti and keeping the abutments and
center support (within the right of way) in a neat and clean
condition.
15. The parties acknowledge and agree that time is of the essence in this
agreement, and that any delays may result in an increase in the cost of
completion of the Overpass and modification of the Santa Anita Avenue
profile, and potentially an increase in the cost of the Metro Gold Line
Foothill Extension project. The parties agree to provide all comments
and approvals authorized by this agreement timely and expeditiously and
further agree that no approval required by this agreement shall be
unreasonably withheld.
Any dispute between the parties concerning this agreement, shall be resolved
by mutual agreement of the Authority's Chief Executive Officer, or his /her
designee and the City of Arcadia City Manager, or his /her designee.
If you are in agreement with the above, please execute this letter where
indicated below and return it to me. For your convenience, a duplicate original
is enclosed.
Mr. Donald Penman
January _, 2011
Page 5
Sincerely,
Habib F. Balian
Chief Executive Officer
AGREED:
Metro Gold Line Foothill
City of Arcadia Construction Authority
By: By:
Title: Title:
Date: Date:
a Kg
0 1
r-
Q U
V=
J — iiijl
LI_ r 0
O
Q
t.
0
0 = a
0
0
a —
'a
1 : ., I-
o
S
ft .- w
Z
w
Q
O
■- z o
Q o
a I Q cu
El Q
a U)
O Q °
a 4 z
c 1
U 0
El
0) Q o
• r Q
CD
o
0
-
N 0 g
a I
9
P e
D o a
0 a
F- O ' 4,
> l
o 12
61
CZ
i
c o
CO c
R 1 -
(n J
7
0.,
to
• /
11. 4-1
. .
l'q '
•4',
110111/1.
f . ' ,.. ;
1 '
,,.
..,..t
,,..
LI
...
a
..„.
, !
.. . .....,,,
.....
. ..
.•,,
i
, II • .
... 4
• . .
. .
V
t 1
•
'-i
1
4
4
11
■
.. -
,
t , .
I sr
. .
. ,
,..„,..„
,,.
4.b .....
•
.,„„•,.. .
. .
..,
.,....,,,
.•• ., • .,,,,
. 4
1 .
[ ,
t t
,
\ ,
". • . It'
,,,' •,,
. #tt
........— —nit .. st.. .'"
1 . ,
.$ •
— .