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HomeMy WebLinkAboutAGENDA REPORT 1993 1201 CC REG ITEM 11Dj�y y ?PARK, CAUFORMA ITEM Y Cou II Meettng 1993 C110N: M E M O R A N D U M Honorable City Council FR M: Mary R. Lindley, Assistant to the City Manager DATE: November 22, 1993 (CC Meeting of December 1) SUBJECT: Consider Approval of Metrolink Station Design and Construction Costs and Amend the 1993/94 Budget to Allocate Funds for Additional Expenditures Summary Council is being requested to approve payment for the design and construction costs associated with the construction of the City's Metrolink Station. In addition, Council is also being requested to consider amending the 1993/94 Budget to allocate $20,895 from City Transportation Development Act (TDA) Funds to pay for additional redesign costs. Background The City is in receipt of the final Metrolink Station billing statement of $1,162,503 for the cost of design and construction of the Metrolink Station. Staff spent the last several weeks verifying the itemized costs and retracing agreements between the parties. In November, 1991, the City approved an agreement with the Southern California Regional Rail Authority (SCRRA) for the design and construction of the City's Metrolink Station. At that time, the size of the platform was to be 400 feet long, at a cost not to exceed $404,768. Later, in order to accommodate Amtrak trains, the City revised the length of the platform to 600 feet. Sometime after the November action by County, Ms. Gherardi (VCTC Executive Director) spoke to Mr. Richard Stanger (SCRRA Executive Director) to work out an agreement to fund the design and construction costs of the platform. The final verbal agreement was that the City would contribute the full amount of the $280,000 Transportation Capital Improvement grant, and SCRRA would cover the remaining costs from the unexpended Ventura County rail funds used for the construction of the layover facility. There is some question as to SCRRA's understanding of this arrangement. At this point, I believe that this is a matter for VCTC to resolve. In addition, the City is requesting that the canopies, which cost $54,000, be applied to the cost of the platform and, therefore, paid for by SCRRA. In March, 1992, the City amended its agreement with SCRRA, by letter, to include the design and construction of the Metrolink Station parking lots. Final costs were not identified and we relied on regular face -to -face meetings to review design and Metrolink Station Final Costs November 23, 1993 Page 2 construction costs. As you may recall, there was a strong push on the part of SCRRA to complete the Metrolink Stations by October 26, 1992 (start of service) , to encourage a "yes" vote for the rail bond proposition on the November ballot. Council approved Metrolink parking lot expenditures in the amount of $536,000. The funding sources approved to cover the expenditures included a Caltrans Grant ($300,00), Transportation Development Act ($48,000), State Transportation Act ($36,000), and the City's Transportation Management System Fund ($152,000). During the months of August and September 1992, the City and VCTC had several discussions with SCRRA staff to scale back the cost of the City's station. A change order was conducted to redesign the parking lots to eliminate any unnecessary items including extra lighting, excessive grading, planters, and parking spaces. In the end, the final parking lot costs exceeded the City's original estimate by at least $20,094. Payment of this additional amount can be justified as payment to SCRRA for contract management costs that the City would have had provide at its own expense. Additional design costs can also be attributed to the parking lot design changes needed to scale back unnecessary items. The dollar figure of $20,895 depends on SCRRA's concurrence. During my most recent meeting with SCRRA staff, they indicated that at a minimum, the City would be responsible for the additional $20,094. On November 3, I met with Ms. Gherardi (VCTC) and Gray Crary ( SCRRA) to resolve this cost issue. The following is a summary of our recommendation regarding the City's payment obligation for Metrolink Station design and construction costs: Parking Lot Expenditures (City to pay 100 %) Previously Approved Parking Lot Revenue Caltrans Grant State Transportation Asst. TDA 556,094 300,000 36,000 48,000 City Traffic Mitigation 152,000 Total $ 536,000 Metrolink Station Final Costs November 23, 1993 Page 3 City's Unappropriated obligation Parking Lot Costs $ 556,094 Approved Revenue 536,000 Total $ 20,094 As mentioned above, the City set aside $536,000 from various funds to provide the necessary local match for the construction of the Metrolink Station. Since payment for the station has been delayed for over a year, the City has benefitted from the interest generated in the amount of approximately $21,440. Staff recommends that the additional $20,094 be funded from the City's Transportation Development Act fund. I have been advised that if the City acts quickly to settle its obligation with SCRRA, they are more likely to accept the City's additional $20,094 as full payment for the extra costs. Recommendation (Roll Call Vote) Staff Recommends that Council: 1. Approve payment to SCRRA for the design aW constructio of the City's Metrolink Station and 010 1 O 2. amend the 1993/94 Budget to�/� from TDA funds to fund the addition design and construction costs as identified in the staff report.