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Home My WebLink AboutAGENDA REPORT 2003 0903 CC REG ITEM 10ITO: FROM: DATE: ITEM 10 . M. Moorpark City Council Agenda Report The Honorable City Council Kenneth C. Gilbert, Director of Public Works August 20, 2003 (Council Meeting 9 -3 -03) Idle SUBJECT: Selection of Consultant to Prepare a Rail Trail Study Investigating the Feasibility of Construction of a Trail Along the Rail Right -of -Way Between Moorpark Avenue and a Point East of Spring Road BACKGROUND In April of 2003 the City received approval from the Ventura County Transportation Commission [VCTC] for a TDA Article 3 [SB- 821] Bicycle / Pedestrian Facilities Grant, to fund the preparation of the subject study. DISCUSSION A. Consultant Services Unlike construction contracts which require competitive bidding based on construction bid price, Request for Proposals [RFP] for professional services solicit proposals which are evaluated and ranked based upon the qualifications of the firms competing. Once the evaluation process is completed, the fee amount for the required services is negotiated with the most qualified firm. If those negotiations are unsuccessful, negotiations are opened with the next "most - qualified" firm. Staff was aware of the fact that RRM Design Group is well qualified to provide the subject services. RRM recently successfully completed the preparation of the Arroyo Simi Trail Study. Accordingly, it was not deemed necessary to solicit proposals from a number of firms. RRM was the sole firm asked to respond to the Request for Proposals [RFP] prepared for this project. Curb ramp_cmp Rail Trail Study August 20, 2003 Page 2 B. Project Description The subject of the Study is the possible future construction of a Class 1 multi -use trail [herein "Trail "] along, within and adjacent to the Southern California Regional Rail Authority [SCRRA] right -of -way, starting at Moorpark Avenue and extending easterly to a point east of Spring Road, as generally shown on the map attached as Exhibit 1. C. Scope of Services The purpose of the subject Study is to determine the feasibility, requirements and cost for constructing the Trail. The tasks necessary to complete this work include: • Data Collection • Surveying • Title Work (to determine ownership of access rights) • Mapping • Trail Alignment Options • Discussions and negotiations with SCRRA and the Ventura County Watershed Protection District [VCWPD] to determine the requirements for acquiring access rights for the construction and use of this Trail. D. Proposal Evaluation Staff has reviewed the Proposal submitted by RRM and has determined that it meets the requirements of the City. E. Fee Amount The fee amount requested by RRM is $71,755. The fee includes $35,000 for an extensive title search effort, in order to determine the nature of the current vesting for affected properties, and the requirements for obtaining "trail rights" upon those properties. This element of the work will be paid on a time and materials, the total for which is difficult to estimate. F. Fiscal Impact 1. Project Costs: The estimated cost for this project is summarized as follows: Project 8050 Description Budget ($) Fee Amount 36,755 Title Work 35.000 Consultant Costs 71,755 Staff Time 5,000 Total 76,755 Rail trail_0308 Ic" % '4 Rail Trail Study August 20, 2003 Page 3 2. Grant: A portion of the subject Article 3 (SB -821) grant monies of the Project Budget, the grant estimated costs, is as follows: Project 8050 Description Budget ($) SB -821 Grant 25,000 Local Share 32,000 Total 57,000 project is funded by TDA [Fund 26021 . A comparison application and the final Grant Estimated Amount ($) Actual 25,000 25,000 30,555 51,755 55,555 76,755 3. Projected Local Share Costs: The SB -82 that at least fifty -five percent (55%) costs be local share dollars. A summary local share costs is as follows: Prior Grant Local Description Est. Share Fund 2602: SB -821 Grant 25,000 Fund 2603: LTF 30,555 55.0% Total 55,555 1 grant requires of the project of the projected Revised Local Est. Share 25,000 51.755 67.4% 76,755 4. Funding Source for Local Share Costs: Currently the local share costs are funded by TDA Article 8 monies (Local Transportation Fund) [Fund 26031. It is proposed that the source for the local share costs be changed to Fund 2002 - Traffic System Management [TSMj. 5. Budget Amendment: The attached Resolution provides for an amendment to the FY 03/04 Budget to fully fund the project and to revise the source of funding for the local share costs. That Resolution is summarized as follows: Project 8050 Proposed Revised Description Budget ($) Change ($) Budget Fund 2001: TSM 0 51,755 51,755 Fund 2602: SB -821 Grant 25,000 25,000 Fund 2603: LTF 32,000 (32,000) 0 Total 57,000 19,755 76,755 STAFF RECOMMENDATION (Roll Call Vote Required) Approve the selection of RRM Group to prepare the subject study and adopt the attached Resolution amending the Budget for the project. Attachments: Exhibit 1: Exhibit 2: Rail trail 0308 Map - Rail Trail Resolution 4. Funding Source for Local Share Costs: Currently the local share costs are funded by TDA Article 8 monies (Local Transportation Fund) [Fund 26031. It is proposed that the source for the local share costs be changed to Fund 2002 - Traffic System Management [TSMj. 5. Budget Amendment: The attached Resolution provides for an amendment to the FY 03/04 Budget to fully fund the project and to revise the source of funding for the local share costs. That Resolution is summarized as follows: Project 8050 Proposed Revised Description Budget ($) Change ($) Budget Fund 2001: TSM 0 51,755 51,755 Fund 2602: SB -821 Grant 25,000 25,000 Fund 2603: LTF 32,000 (32,000) 0 Total 57,000 19,755 76,755 STAFF RECOMMENDATION (Roll Call Vote Required) Approve the selection of RRM Group to prepare the subject study and adopt the attached Resolution amending the Budget for the project. Attachments: Exhibit 1: Exhibit 2: Rail trail 0308 Map - Rail Trail Resolution STAFF RECOMMENDATION (Roll Call Vote Required) Approve the selection of RRM Group to prepare the subject study and adopt the attached Resolution amending the Budget for the project. Attachments: Exhibit 1: Exhibit 2: Rail trail 0308 Map - Rail Trail Resolution )RPARK MUNITY CHOOL i LIB 0 mo 11 ej HIGH SCHOOL) 1 1 (J LOS HIGH i U t Lil t IJJ 11 .CHARLES HA ES E 1 i LE J ST HWY.1i81 HIGH SCHOOL) 1 1 (J LOS HIGH i N, DOROTHY AVE FIRST ST ' � { �;. ;. I t � ICI I '' t i � ! I_;N RUT, AV ST. SECOND J it _ FED AVE. THIRD ST. FLORY c r- I AVE Rol��RTl i_j SCHOOL AVE. ROPIfRT0 "-T 1jH j - T- _'T__ J-11 II TH R > F-1 AT, 1-1717-1 1___1.1._._ 1-j ST. HWf. 1181 AVE. FrrcH,. (-AVE AVE. NN T —7 rjll 411 5 AVE. E LE j LASSEN AVE. • N, DOROTHY AVE FIRST ST ' � { �;. ;. I t � ICI I '' t i � ! I_;N RUT, AV ST. SECOND J it _ FED AVE. THIRD ST. FLORY c r- I AVE Rol��RTl i_j SCHOOL AVE. ROPIfRT0 "-T 1jH j - T- _'T__ J-11 II TH R > F-1 AT, 1-1717-1 1___1.1._._ 1-j ST. HWf. 1181 AVE. FrrcH,. (-AVE AVE. NN T —7 rjll 411 5 Exhibit 2 RESOLUTION NO. 2003- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FY 03/04 BUDGET TO REVISE THE AMOUNTS OF THE APPROPRIATIONS AND BUDGET FOR PROJECT 8050: RAIL TRAIL STUDY [TDA ARTICLE 3 (FUND 2602); TSM FUND (FUND 2001)] WHEREAS, on June 18, 2003, the City Council adopted the Budget for Fiscal Year 2003/04; and WHEREAS, a staff report has been presented to the City Council requesting a budget increase in the aggregate amount of $19,755); and WHEREAS, Exhibit "A ", attached hereto and made a part hereof, describes said budget amendment and its resultant impacts to the budget line item(s). NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. That a Budget amendment in the aggregate increase of $19,755, as more particularly described in Exhibit "A ", is hereby approved. SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this 3rd day of September, 2003. Patrick Hunter, Mayor ATTEST: Deborah S. Traffenstedt, City Clerk Attachment: Exhibit 'A': Appropriation and Budget Detail C / -i ties u a.1 Resolution No. 2 2003 - Exhibit "A" Revised Appropriations & & Budget For Project 8 8050: Rail Trail Study A. Fund Allocation Fund_ ------ - --------- - --- Account - - _N u m b e -r"-- ------- a- A Amount B. FY 03/04 Budget Re-Cap C. Distribution of Appropriations to Expense Accounts Current Subject Revised* FY 03/04 Appropriation FY 03/04'T Account Number Budget ! (Reduction) Budgett t 2001.8310.8050.9601: Design $ O $ 51,755 $ 51,755 - -2 6 0-2 _._8 I i-T. 8050.9601: - Design ---- $ 25-,00 0 0 $ - 2---5--,--0---0---0 -- ---------- :2603.8310.8050.9601: Design $ 32,000 1 $ 02,000) -- $ ------- 57,000 19,755 $ 76,755 ----------- ------------ -- - ----- Total Project! $ 57,000 19,755 $ 76,755 Approved as to form: orm: cLb- i U __,i ., , ". Approved as to form: orm: cLb- i U __,i ., , ".