HomeMy WebLinkAbout13 COOP AGMNT W/OCTA 09-02-08Agenda Item 13
~~~ Reviewed:
AGENDA REPORT City Manager
{,.
Finance Director
MEETING DATE: SEPTEMBER 2, 2008
TO: WILLIAM A. HUSTON, CITY MANAGER
FROM: PUBLIC WORKS DEPARTMENT/ENGINEERING DIVISION
SUBJECT: APPROVAL OF COOPERATIVE AGREEMENT NO. C-7-1195 BETWEEN THE
ORANGE COUNTY TRANSPORTATION AUTHORITY AND THE CITY OF
TUSTIN FOR EXPANSION OF PARKING CAPACITY AT THE TUSTIN
METROLINK STATION
SUMMARY
The Orange County Transportation Authority (OCTA) is requesting that the City of Tustin enter into
Cooperative Agreement No. C-7-1195 that would allow the OCTA to proceed with design and
construction of an 825 space parking structure to serve the Metrolink Expansion Program.
Responsibility for ownership, operation and maintenance of the train station will be deferred to a later
date, pending further discussion with the OCTA and is not a part of this agreement. In accordance
with this cooperative agreement, construction will not begin until this issue is resolved.
RECOMMENDATION
It is recommended that the City Council approve Cooperative Agreement No. C-7-1195 with the
Orange County Transportation Authority for design and construction of Expansion of Parking
Capacity at the Tustin Metrolink Station, and authorize the Mayor and City Clerk to execute the
document on behalf of the City.
FISCAL IMPACT
Design and construction of the parking structure will be administered by the OCTA, and funded with
State Transportation Improvement Program (STIP) money, including $1,100,000 for design in FY
2007/2008, and $16,500,000 for construction in FY 2009/2010. The City of Tustin is not anticipated
to incur costs for implementation of the structure. However, Growth Management Area (GMA) No. 7
funding has been budgeted in the amount of $200,000, should it be necessary for city incidental
expenditures related to project oversight. It is estimated that annual costs of operating and
maintaining the station with a parking structure could exceed $300,000 and discussions with the
OCTA are ongoing regarding this issue.
BACKGROUND
On November 21, 2005, the OCTA Board of Directors authorized policies and secured STIP funding
to implement Metrolink commuter rail service expansion to achieve, by 2010, 30-minute headways
on the Orange County Line, between the Fullerton Transportation Center and Laguna Niguel/Mission
Viejo Stations (including the Tustin Metrolink Station). To meet the increased service levels, parking
expansion at the Tustin Metrolink Station is needed to accommodate future parking demands.
Recently completed parking demand studies indicate that the Tustin Metrolink Station will need to
expand its parking capacity from the existing 317 spaces to approximately 825 spaces.
Approval of Cooperative Agreement No. C-7-1195 between the Orange County Transportation
Authority and the City of Tustin for Expansion of Parking Capacity at the Tustin Metrolink Station
September 2, 2008
Page 2
In 2007, the California Transportation Commission (CTC) adopted the new STIP, which provides
$17,600,000 for the design and construction of a parking structure at the Tustin Metrolink Station.
The adoption of a Negative Declaration for the parking structure by the City Council on November 6,
2007 allowed the OCTA to access the allocated STIP design funds.
DISCUSSION
Prior to proceeding with the design, the OCTA requires the City to enter into a cooperative
agreement with them that defines the duties and responsibilities of each party. Under Cooperative
Agreement No. C-7-1195, the OCTA will manage the design and construction of the parking
structure. The City will have significant input in the design and construction process. Upon approval
by the City Council, the cooperative agreement will be scheduled for approval by the OCTA Board of
Directors.
Depending on the outcome of discussions regarding ownership, operation and maintenance of the
station, the City or the OCTA will accept the ownership of the station, along with the long term
responsibility for the maintenance and operations of the facility. The Public Works Department is in
the process of determining the annual cost of operation and maintenance of an 825 space parking
structure. However, City staff has been advised that the annual cost of operation and maintenance
could exceed $300,000 per year.
Another unresolved issue regarding construction of the Metrolink Station parking structure is
maintaining access and service to the station during construction. Generally, the structure will
consume the surface parking lot, which leaves no place for existing Metrolink commuters to park.
Offsite parking does not appear to be an option. The current proposal is to close the station to all
commuters except transit users, pedestrians and cyclists during construction. The construction
zone, which would consist of the entire surface parking lot, would be fenced and reserved for
construction activities only.
In order to begin design of the parking structure, staff is recommending approval of Cooperative
Agreement No. C-7-1195. The City Attorney has reviewed the document and approved it as to form.
The issue of ownership, operation and maintenance of the station with a parking structure is to be
resolved prior to construction, per the terms and conditions of this agreement.
~ / _ (~ ~i~~~l~~
Tim D. Serlet
Director of Public Works/City Engineer
~~~
Dana R. Kasdan
Engineering Services Manager
Attachment: Location Exhibit
Site Map
Cooperative Agreement No C-7-1195
S:\City Council Items\2008 Council ItemsWpproval of Coop Agreement for Expansion of Metrolink Station Parking (2).doc
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COOPERATIVE AGREEMENT NO. C-7-1195
BETWEEN
ORANGE COUNTY TRANSPORTATION AUTHORITY
AND
CITY OF TUSTIN
FOR
EXPANSION OF PARKING CAPACITY AT TUSTIN METROLINK STATION
THIS AGREEMENT (hereinafter referred to as "AGREEMENT") is made and entered
into this day of 2008, by and between the Orange County
Transportation Authority, 550 South Main Street, P.O. Box 14184, Orange, Califomia 92863-
1584, apublic corporation of the State of California (hereinafter referred to as "AUTHORITY")
and the City of Tustin, 300 Centennial Way, Tustin, California 92780-3715, a municipal
corporation duly organized and existing under the constitution and laws of the State of
California (hereinafter referred to as "CITY").
WITNESSETH:
WHEREAS, AUTHORITY, the transportation agency for the County of Orange, and
CITY desire to enter into a Cooperative Agreement to construct a new 825 space parking
structure to expand the parking capacity of the Tustin Metrolink Station ("Tustin Station"),
located at 2975 Edinger Avenue, Tustin, California, 92780, as defined in Attachment 1 to this
Agreement (hereinafter referred to as "PROJECT"); and
WHEREAS, AUTHORITY's Board of Directors, on November 21, 2005, authorized
policies and secured State Transportation Improvements Program (STIP) funding to implement
Metrolink commuter rail service expansion to achieve, by 2010, 30-minute headways in the
Orange County Line, between the Fullerton Transportation Center and Laguna Niguel/Mission
Viejo Stations; and
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win nnraa
AGREEMENT NO. C-7-1195
1 WHEREAS, such Metrolink commuter rail service expansion will require expanding
2 parking capacity at several stations, including Tustin Station; and
3 WHEREAS, CITY owns, operates and maintains Tustin Station; and
4 WHEREAS, AUTHORITY and CITY desire to herein specify their respective roles and
5 responsibilities for performance of PROJECT;
6 NOW THEREFORE, it is mutually understood and agreed by AUTHORITY and CITY
7 as follows:
8 ARTICLE 1. COMPLETE AGREEMENT
g A. This Agreement, including all exhibits and documents incorporated herein and
10 made applicable by reference, constitute the complete and exclusive statement of the term(s)
11 and condition(s) of this Agreement between AUTHORITY and CITY and supersedes all prior
12 representations, understandings and communications. The invalidity in whole or part of any
13 term or condition of this Agreement shall not affect the validity of other term(s) and condition(s)
14 of this Agreement. The above-referenced Recitals are true and correct and are incorporated
15 by reference herein.
16 B. AUTHORITY'S failure to insist on any instance(s) of CITY's performance of any
17 term(s) or condition(s) of this Agreement shall not be construed as a waiver or relinquishment
1 g of AUTHORITY's right to such performance or to future performance of such term(s) or
19 condition(s), and CITY's obligation in respect thereto shall continue in full force and effect.
20 Changes to any portion of this Agreement shall not be binding upon AUTHORITY except when
21 specifically confirmed in writing by an authorized representative of AUTHORITY by way of a
22 written amendment to this Agreement and issued in accordance with the provisions of this
23 Agreement.
24 C. CITY's failure to insist on any instance(s) of AUTHORITY's performance of any
25 term(s) or condition(s) of this Agreement shall not be construed as a waiver or relinquishment
26 of CITY's right to such performance or to future performance of such term(s) or condition(s),
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AGREEMENT NO. C-7-1195
1 and AUTHORITY's obligation in respect thereto shall continue in full force and effect.
2 Changes to any portion of this Agreement shall not be binding upon CITY except when
3 specifically confirmed in writing by an authorized representative of CITY by way of a written
4 amendment to this Agreement and issued in accordance with the provisions of this Agreement.
5 ARTICLE 2. RESPONSIBILITIES OF THE CITY
g CITY shall serve in a support role for PROJECT, and shall perform the following
7 essential support activities:
g A. Lead the environmental review and secure the required environmental clearances;
g B. Identify approvals and permits required by CITY, third party public agencies or
10 private sector entities, including utilities; and assist in securing such approvals and permits for
11 construction of PROJECT;
12 C. Perform technical reviews, including required CITY departmental reviews and
13 commentary, during project development and construction, of studies, reports, design criteria
14 and basis-of-design documents, plans, specifications, and related construction documents;
15 D. Participate in the review and commentary of design documents for conformance to
16 applicable planning codes and ordinances, building design codes and standards, health and
17 safety codes and ordinances, public safety and facility security requirements, and transit
1 g industry best practices;
1 g E. Participate in the oversight of the development of a Parking Management Plan for
2p Tustin Station, to coordinate various stakeholders' interests and input, including CITY's
21 departmental input. The Parking Management Plan will serve as abasis-of-design document
22 for the PROJECT upon approval by CITY;
23 F. Participate in the development of a strategic approach to local community
24 involvement and public outreach activities during implementation of PROJECT, until
25 completion of construction;
26 ~
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AGREEMENT NO. C-7-1195
1 G. CITY shall make reasonable efforts to issue permits for work done within its
2 jurisdiction and cooperate with AUTHORITY for the relocation, protection, and construction of
3 utilities within PROJECT site limits;
4 H. CITY shall provide AUTHORITY opportunities to review and comment on studies,
5 reports, plans, specifications, third party agreements, and other documents related to
6 PROJECT developments, which are in CITY's possession and/or which have been provided to
7 CITY for review. To the extent that such documents or third party agreements may obligate
8 AUTHORITY, AUTHORITY shall have the opportunity to review and approve prior to
g document acceptance by CITY;
10 I. CITY shall operate and maintain Tustin Station during the development period for
11 PROJECT. Coordination and implementation of facilities operations and maintenance plan,
12 facility security plan, public safety and policing, and emergency preparedness plan will be
13 addressed under a separate agreement or an Amendment to this Agreement, before the start
14 of PROJECT's construction phase.
15 J. City's project support and oversight costs are funded through the Growth
16 Management Account fund (GMA).
17 ARTICLE 3. RESPONSIBILITIES OF AUTHORITY
18 AUTHORITY shall be the lead agency for PROJECT implementation. AUTHORITY
1 g shall perform the following essential activities:
20 A. Complete PROJECT per Project Description, as outlined in Attachment 1 to this
21 Agreement, and in accordance with PROJECT schedule and STIP allocated funding, as
22 outlined in Attachment 2 to this Agreement; .
23 B. Identify and secure funding sources, and administer funding during all
24 development phases of PROJECT;
25 C. Provide funding for Design Phase of PROJECT up to a maximum cumulative
26 payment obligation amount of One Million One Hundred Thousand Dollars ($1,100,000.00) in
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AGREEMENT NO. C-7-1195
1 STIP allocated funding, as outlined in Attachment 2 to this Agreement. Provide funding for
2 Construction Phase of PROJECT up to a maximum cumulative payment obligation amount of
3 Sixteen Million Five Hundred Thousand Dollars ($16,500,000.00) in STIP allocated funding, as
4 outlined in Attachment 2 to this Agreement, as this amount is a conceptual estimate, this
5 amount shall be updated at 65% design completion;
6 D. Lead the procurement for design consultant services for PROJECT, allowing for
7 CITY support and input in the evaluation and selection of the design consultant team;
8 E. Comply with all federal and state third party contracting laws and regulations;
g F. Perform project management and project administration;
10 G. Perform project design planning and site master planning;
11 H. Develop site and facilities design;
12 I. Secure approvals and permits required by CITY, third party public agencies or
13 private sector entities, including utilities. Coordinate activities related to securing, and secure,
14 such approvals and permits for construction of PROJECT;
15 J. Develop strategic approach to, and perform lead role in, local community
16 involvement and public outreach activities during implementation of PROJECT through
17 completion of construction;
18 K. Coordinate facilities operations, maintenance plans, facility security plans, public
1g safety, and policing and emergency preparedness plans during project construction;
20 L. Prepare construction contract documents, advertise and award construction
21 contract, and conduct construction administration and construction management;
22 M. Coordinate PROJECT with transit operators and other stakeholders;
23 N. Perform management and/or coordination of construction interfaces with
24 adjoining properties and other concurrent construction projects affecting the PROJECT;
25 O. Perform PROJECT closeout activities, including walk-through, punch list, as-built
26 records, final payment accounting, etc.
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AGREEMENT NO. C-7-1195
1 ARTICLE 4. TERMS OF AGREEMENT
2 This Agreement shall commence upon execution by both parties, and shall continue in
3 full force and effect through June 30, 2012.
4 ARTICLE 5. INDEMNIFICATION
5 A. CITY shall indemnify, defend and hold harmless the AUTHORITY, it's officers,
6 directors, employees and agents from and against any and all claims (including attorney's fees
7 and reasonable expenses for litigation and settlement) for any loss or damages, bodily injuries,
g damage to, or loss of property caused by the negligent acts, omissions or willful misconduct by
g CITY, its officers, directors, employees or agents in connection with or arising out of the
10 performance of this Agreement.
11 B. CITY shall maintain adequate levels of insurance, or self-insurance to assure full
12 indemnification of AUTHORITY.
13 C. AUTHORITY shall indemnify, defend and hold harmless the CITY, it's officers,
14 directors, employees and agents from and against any and all claims (including attorney's fees
15 and reasonable expenses for litigation and settlement) for any loss or damages, bodily injuries,
16 damage to, or loss of property caused by the negligent acts, omissions or willful misconduct by
17 AUTHORITY, its officers, directors, employees or agents in connection with or arising out of
1g the performance of this Agreement.
19 D. AUTHORITY shall maintain adequate levels of insurance, or self-insurance to
20 assure full indemnification of CITY.
21 ARTICLE 6. IT IS MUTUALLY UNDERSTOOD AND AGREED:
22 All parties agree to the following mutual responsibilities regarding PROJECT:
23 A. This Agreement may only be extended upon mutual written agreement by both
24 parties.
25 B. This Agreement may be terminated by either party after giving thirty days written
26 notice.
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AGREEMENT NO. C-7-1195
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C. This Agreement may be amended in writing at any time by the mutual consent of
both parties. No amendment shall have any force or effect unless executed in writing by both
parties.
D. The persons executing this Agreement on behalf of the parties hereto warrant
that they are duly authorized to execute this Agreement on behalf of said parties and that, by
so executing this Agreement, the parties hereto are formally bound to the provisions of this
Agreement.
E. All notices hereunder and communications regarding the interpretation of the
terms of this Agreement, or changes thereto, shall be effected by delivery of said notices in
person or by depositing said notices in the U.S. mail, registered, or certified mail and
addressed as follows:
To CITY: To AUTHORITY:
City of Tustin Orange County Transportation Authority
300 Centennial Way 550 South Main Street
P.O. Box 3715 P. O. Box 14184
Tustin, CA 92780-3715 Orange, CA 92863-1584
Attention: Tim Serlet, P.E. Attention: John Mathis
Director of Public Works /City Engineer Senior Contracts Administrator
Contracts Administration & Materials
Management
Tele 714/ 573-3150; Fax 714/734-8991 Tele 714/560-5478; Fax 714/562-5792
email: tserlet@tustinca.org email: jmathis@octa.net
r. i ne neaamgs of a~~ sections of this Agreement are inserted solely for the
convenience of reference and are not part of and not intended to govern, limit or aid in the
construction or interpretation of any terms or provision thereof.
Page 7 of 12
AGREEMENT NO. C-7-1195
1 G. The provision of this Agreement shall bind and inure to the benefit of each of the
2 parties hereto and all successors or assigns of the parties hereto.
3 H. If any term, provision, covenant or condition of this Agreement is held to be
4 invalid, void or otherwise unenforceable, to any extent, by any court of competent jurisdiction,
5 the remainder to this Agreement shall not be affected thereby, and each term, provision,
g covenant or condition of this Agreement shall be valid and enforceable to the fullest extent
7 permitted by law.
8 I. This Agreement may be executed and delivered in any number of counterparts,
g each of which, when executed and delivered shall be deemed an original and all of which
10 together shall constitute the same agreement. Facsimile signatures will be permitted.
11 J. Either party shall be excused from performing its obligations under this
12 Agreement during the time and to the extent that it is prevented from performing by an
13 unforeseeable cause beyond its control, including but not limited to: any incidence of fire,
14 flood; acts of God; commandeering of material, products, plants or facilities by the federal,
15 state or local government; national fuel shortage; or a material act or omission by the other
16 party; when satisfactory evidence of such cause is presented to the other party, and
17 provided further that such nonperformance is unforeseeable, beyond the control and is not
18 due to the fault or negligence of the party not performing.
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AGREEMENT NO. C-7-1195
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This Agreement shall be made effective upon execution of both parties.
IN WITNESS WHEREOF, the parties hereto have caused this Cooperative
Agreement No. C-7-1195 to be executed on the date first above written.
CITY OF TUSTIN ORANGE COUNTY TRANSPORTATION
AUTHORITY
By:
Jerry Amante
Mayor
ATTEST:
By:
Pamela Stoker
City Clerk
APPROVAL AS TO FORM:
By:
Douglas olland
City Attorney
By:
Arthur T. Leahy
Chief Executive Officer
APPROVAL RECOMMENDED:
By:
Kia Mortazavi
Executive Director, Development
APPROVAL AS TO FORM:
By:
Kennard R. Smart, J .
General Counsel
1~ ~I ~ •~r~.,,.,.,~r~i ~o~~~~ ~~~ ~o~~~~ ~~~ ~o~~~~ ..Page 9 of 12
AGREEMENT NO. C-7-1195
1 ATTACHMENT 1
2 PROJECT DESCRIPTION
3 The Orange County Transportation Authority (AUTHORITY), in cooperation with the
4 City of Tustin (CITY), is the lead agency for the expansion of the parking capacity by
5 constructing an 825 space parking structure at the Tustin Metrolink Station (Tustin Station),
g located at 2975 Edinger Avenue, Tustin, California 92780. Tustin Station was constructed
7 in 2001 and opened on January 18, 2002. Tustin Station is located on a 3.7-acre site and
g bounded by Jamboree Road on the East, Red Hill Avenue on the West, Walnut Avenue on
g the North, and the former Tustin Marine Corps Air Station on the South in the City of Tustin.
10 Current parking demands at Tustin Station are presently accommodated by an onsite
11 317 space surface parking lot. The proposed Tustin Station parking structure footprint will
12 utilize the maximum area possible within the parking lot perimeters. The planning, design, and
13 construction of proposed parking structure and its impacts on the Tustin Station site will also
14 be evaluated during the development phases and remedies to these impacts will constitute the
15 PROJECT.
16 The Tustin Station parking expansion plan encompasses the following:
17 1. 825 space parking structure;
18 2. Bus parking, cutouts, islands, and layover area;
19 3. Elevator structures and stairs;
20 4. Waiting area canopies and benches;
21 5. Janitorial closets and maintenance storage room;
22 6. Kiss-and-ride drop-off and plaza area;
23 7. Public restrooms;
24 8. Motorcycle and bicycle parking facilities;
25 9. Surface storm drainage;
26 10. Landscaping and irrigation systems;
Page 10 of 12
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AGREEMENT NO. C-7-1195
1 ATTACHMENT 1
2 PROJECT DESCRIPTION (CONTINUED)
3 11. Site hardscaping;
4 12. Access and circulation roadways;
5 13. Uninterrupted emergency power with backup batteries;
6 14. Electrical and communications systems, including Video Security System;
7 15. Wet and dry utilities;
8 16. Infrastructure for future parking fees collection;
g 17. Design will not preclude on/off ramps to/from southbound Jamboree Road
10 to/from the station parking area (surface parking or parking structure).
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AGREEMENT NO. C-7-1195
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ATTACHMENT 2
PROJECT MASTER SCHEDULE
TASK LEAD START COMPLETE
Environmental Approval Phase CITY Completed
December 6, 2007
Apply for STIP Funds (Design Phase) OCTA Completed
Februa 13, 2008
Issue RFP to start Design Phase OCTA 7/1/2008 12/31/2008
Planning and Design Phase OCTA /CITY 9/1/2008 10/31/2009
Bid, Advertise, Award Contract Phase OCTA 1/1/2009 12/31/2010
Apply for STIP Funds (Construction Phase) OCTA 1/1/2010 4/30/2010
Construction Phase OCTA /CITY 6/1/2010 7/31/2011
Close Out Phase OCTA /CITY 8/1/2011 6/30/2012
FUNDING SOURCE AND PHASE ALLOCATION
FUNDING SOURCE -PHASE AMOUNT FY AVAILABLE
STIP -Design Phase $1,100,000 2007/2008
STIP -Construction Phase $16,500,000* 2009/2010
'" 1. STIP -State Transportation Improvement Program.
2. Amount is a conceptual estimate.
3. Amount will be updated at the 65% design completion.
4. Include Construction Management and Construction Support Costs.
Page 12 of 12
Orange County Transportation Authority
OCTA
SCOPE OF WORK
FOR
PLANNING AND DESIGN
OF
TUSTIN METROLINK STATION
PARKING EXPANSION
RFP C-8-1053
RFP # C 8-1053
Page 2 of 14
SCOPE OF WORK
PLANNING AND DESIGN SERVICES FOR
TUSTIN METROLINK STATION PARKING EXPANSION
SECTION 1 -PROJECT DESCRIPTION
1.1 Introduction:
The Orange County Transportation Authority (OCTA) recently adopted a 5-year
Metrolink Expansion Program to increase Metrolink service frequency along the Orange
County to 30-minute intervals. In order to accommodate the anticipated long-term
growth in ridership, studies have projected the need for 825 parking spaces at the
Tustin Metrolink Station.
OCTA, in cooperation with City of Tustin (City), is seeking proposals from
qualified professionals for the preparation of plans, specifications, and cost estimates
(PS&E) for parking capacity expansion at Tustin Metrolink Station (TMS). Professional
services sought involve planning and design in architectural, landscape architecture;
geotechnical, civil, mechanical/plumbing, electrical, and structural engineering
disciplines; and construction phase support.
Funding for the Tustin Metrolink Parking Expansion is from the State Transportation
Improvement Program (STIP). The City is the station owner and OCTA is the STIP grantee
in charge of managing the project's design and construction. Upon project completion, City
will take over the station's operations and maintenance. OCTA is also a funding source for
Metrolink, which is the operator of the commuter rail service under the Southern California
Regional Rail Authority ("SCRRA").
OCTA, as the lead of this RFP, will oversee the performance of the planning, design,
and construction. The City, as primary stakeholder, will involve its various departments in
support of the project's design sessions (i.e., Community Development, Planning,
Redevelopment, Public Works, Police Department, etc.)
1.2 Project Description:
The Tustin Metrolink Station is located at 2975 Edinger Avenue in the City of
Tustin and was constructed in 2001 and opened on January 18, 2002 and is located on
a 3.7 -acre site and bounded by Jamboree Road on the East, Red Hill Avenue on the
West, Walnut Avenue on the North and the former Tustin Marine Corps Air Station to
the South in the City of Tustin.
Current parking demands at TMS are provided by a 317 spaces onsite surface
parking lot.
Site planning, including the parking structure design, will consider present TMS
RFP # C 8-1053
Page 3 of 14
operations, transitional parking during construction, and contractor needs for construction,
and staging.
Design shall incorporate the following facility enhancements and components, which
are integral to the parking expansion project:
• Provide an efficient design solution to provide 825 parking spaces, located at the
TMS existing surface parking lot.
• The design shall conform to the most current applicable planning, design, and
building codes, and to industry `best practices.' Structural design shall comply with
seismic safety code requirements. Architectural and engineering design shall take
into account constructability and long-term maintainability. Fire protection, health 8~
safety, applicable Crime PreventiorF through Environmental Design principles
(OPTED), code provisions, and industry `best practices' shall be adopted in design.
• The choice of parking structure concept, architectural design, and method of project
delivery shall maximize bid competitiveness inorder toachieve cost-economy, cost-
effectiveness, and reasonably expeditious construction and completion of the
project.
• Use of Intelligent Transportation Systems (ITS) to enhance efficiency of parking
operations and capacity.
• Planning and design of the parking expansion and related site modifications shall
incorporate urban- design considerations, taking into account any visual and
architectural design guidelines or standards established by the City.
• Sustainable design principles, or "green building" criteria, incorporated into the
parking structure design and specifications, as appropriate.
• Landscaping and hardscaping that enhance the pedestrian environment on the site
and along pathways leading to the site.
• Video surveillance system (VSS) and related communications equipment and
infrastructure in the parking structure and at station facilities, designed to be
integrated with communications and IT systems for the City, its Police Department,
and Metrolink's Electronic Passenger Information System (EPIS), as appropriate.
Funding for this system is through Department of Homeland Security (DHS).
• Other site related features that contribute to enhancing transit accessibility and the
transit experience of commuters, and improving inter-modal connectivity, such as
info-kiosks, bus shelter-related amenities, site accessibility, and signage and
wayfinding.
RFP # C 8-1053
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SECTION 2 -PROJECT DELIVERY PLAN
The following sections 2.1 and 2.2 are applicable to Part 1 and Part 2 of this Project
delivery Plan.
2.1 Quality Assurance /Quality Control (QA / QC) Plan:
Consultant shall maintain a Quality Assurance /Quality Control Plan throughout
performance of the services under this Agreement. The QA / QC Plan is intended to
ensure that the reports, plans, studies, estimates, and other documents submitted under
the Agreement are complete, accurate, checked, and proofread to meet professional
engineering practices in effect at the time of execution of the Agreement, and of a quality
acceptable to OCTA.
The following quality control elements are required throughout the design process:
1. Understand program, market concept, cost, quality, schedule and scope
requirements for success.
2. Provide independent checking and verification of all calculations.
3. Provide independent checking, correction, and back checking for all plans.
4. Plans shall be marked dearly as being checked, signifying that the preparation
of the material followed the QA /QC Plan established for the project.
5. Route pertinent project related correspondence and memoranda to affected
personnel and maintain in appropriate project files.
6. Establish appropriate means to avoid conflicts and misalignments between both
new and existing improvements, particularly where several drawings show
different elements of work in the same area.
7. Identify critical QA reviews within the Project Master Schedule.
Consultant shall perform QA/QC reviews throughout the design process, and shall
include:
Pre-Design Reviews
Design Reviews, including design discipline coordination reviews
Ready to Advertise Review (Checklist)
Consultant shall provide a project specific outline of the firm's QA/QC Plan with their
response to this RFP. Within 14 days of receiving the Notice to Proceed, the Consultant
shall submit a complete copy of the QA / QC Plan to the OCTA Project Manager for review
and approval.
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2.2 Proiecf Manaaement/Coordination/Administration
Consultant shall perform project management services including the requirements
for meetings, schedules, progress reports, invoicing, and administration of the Consultant's
work.
1. Coordination and Meetings
Purpose: To meet with affected parties to discuss issues pertinent to the analysis,
design, and effects of the Project. During these meetings, OCTA, City of Tustin may
provide direction for development of the project.
Methodology: The Consultant shall participate in the following meetings:
Project Development Team (PDTJ Meetings with OCTA and City shall be held as
needed (up to a maximum of 30 meetings) to discuss policy, procedural and project
specific issues. The Consultant shall bring progress plans as appropriate. No
special presentation materials shall be required.
Agency Coordination/Technical Workshop Meetings shall be held to discuss
technical issues with specific agencies. The Consultant shall participate in a
maximum of 20 person-meetings. (A person meeting is one person attending one
meeting; four persons attending one meeting is four person-meetings.) The
Consultant shall prepare progress plans as appropriate.
Products:
PDT meeting materials including:
• Notices;
• Agendas;
• Handouts,
• Minutes.
2. Administration
Administration shall include the following elements of the work:
• Supervise, coordinate, and monitor work for conformance with City
standards and policies;
• Apply for and obtain City approvals and permits as required;
• Prepare, circulate, and file correspondence and memoranda as appropriate;
• Maintain Project files;
• Ten days after Notice to Proceed, the Consultant shall submit the Project
Master Schedule to the OCTA and City Project Manager.
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3. Schedules
The Consultant shall submit an initial Project Master Schedule. Following approval
by OCTA, this schedule will become the Project Target Schedule. The approved
Project Target Schedule shall be displayed on the Project Master Schedule updates.
The following elements must be included:
• Work items and deliverables identified in the Scope of Work;
• Work items of agencies and other third parties that may affect or be
affected by the Consultant's activities;
• Resource loading of work items in work hours to show the effort required
to perform the work. Resource loading shall be used to develop plan and
actual progress curves;
• The Project Master Schedule shall include all data necessary to represent
the total Project and the critical path shall be clearly identified;
• The order, sequence, and interdependence of significant work items shall
be reflected on the Project Master Schedule;
• Project Master Schedule shall utilize the major tasks outlined in the Scope
of work.
Major tasks should be broken down into subtasks as warranted.
The Consultant shall submit a copy of the Project Master Schedule to the OCTA
Project Manager for review and approval. Monthly schedule updates will be part of
the Progress Report.
4. Progress Reports
For Progress Reporting requirements, refer to proposed agreement for RFP 8-1053
or actual executed agreement C-8-1053 between consultant and OCTA, Section 5.0,
Payment.
RFP # C 8-1053
Page 7 of 14
PART 1: CONCEPTUAL DESIGN & DESIGN CRITERIA PHASE
The scope of work of this phase is described by the following tasks:
Task 7: Review Existin4 Conditions
1. Consultant shall become familiar with the station and site by conducting site
visits, and briefing meetings with key departmental staff at the City of Tustin,
Southern California Edison, and other pertinent utility providers. Consultant shall
review existing project-related documents, including current construction plans
for the train station, the project's EIR or associated environmental clearance
documents, traffic studies, bus and shuttle operations plans, and City zoning,
relevant local, state, and federal codes, revitalization, ALTA, title report and
development plans. Recent homeland security initiatives have also resulted in
the preparation by OCTA of the Sub-Region Comprehensive Security Plan that
outlined security elements needed at the station.
2. Research, obtain, and analyze available site and property information at the City
and County of Orange. Information to be researched will include, but not be
limited to, zoning requirements; any setbacks that might be required; bearings
and dimensions of property lines surrounding the site; topographic and
geotechnical information; physical characteristics of the site; locations of
pedestrian access and egress points; and location, type and size of existing
utilities.
3. Perform design level surveys and geotechnical investigation.
De/ive~ab/es:
1. Summary meeting notes, highlighted issues, list of key questions asked or to be
pursued, and bibliography of document references.
2. Accurate site survey and utility maps.
3. Geotechnical Report.
4. Preliminary Report (a review of applicable codes and ordinances, including a
preliminary list of all final approvals that will be required).
Task Z.• P~eaa~e Concevtua/ P/annincr Documents
Consultant will prepare a conceptual planning materials to design amulti-modal
facility, which has convenient inter-modal connections and adequate vehicular access and
parking. The underlying goals of these efforts are:
1. Identify possible alternatives for ultimate site development to achieve the TMS's
multi-modal objectives.
2. Provide a conceptual vision of the station's ultimate build-out that would be
useful for community outreach discussions.
RFP # C 8-1053
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Consultant shall prepare graphic materials and schematic plans that illustrate
pertinent site development issues. Such issues include present facility program and multi-
modal provisions, inter-modal connections, site access and circulation for vehicles and non-
motorized modes, site restrictions, development opportunities near-term and long-term to
enhance transportation-related functions, site security, site expandability, etc.
Consultant shall synthesize program requirements with site conditions to develop
two to four alternatives for site development that accomplish, to varying degree of
feasibility, the following development objectives:
• Provide total parking capacity for 825 cars.
• Provide sufficient space for access, circulation, and storage for buses, shuttles, and
taxis; including kiss & ride drop-off zones for commuters.
• Provide convenient amenities for pedestrians, bicyclists, and coach operators'
layover lounge.
• Evaluate the feasibility of on/off ramps to/from southbound Jamboree Road to/from
the station parking area (surface parking or parking structure).
De/iverab/es:
1. Boards that graphically illustrate site planning and project development issues.
2. Two to four alternative schematic plans, which demonstrate how the principal
development objectives are satisfied.
3. A matrix, which illustrates the principal screening criteria, completed with the
findings, derived from Consultant's comparative evaluation of alternatives.
Task 3: Prerare Site Concert P/ans
In consultation with the City and OCTA, Consultant shall identify one or two of the
most promising schematic alternatives developed from Task 2. The selected alternative will
serve as a conceptual "master plan" for development discussions. For the one or two
alternative schemes that have the most merit, Consultant shall develop concept plans for
that scheme. The plans shall be sufficiently developed to demonstrate circulation and
access for quick in-out vehicle flow, access control, and possible future toll operations,
parking layout that includes provision for ADA stalls and building structure foot print size
and story heights.
Based on the concept plans, Consultant shall prepare a rough order-of-magnitude
(ROM) budgetary estimate for the entire project. The cost estimate shall take into account
constructability factors and staged implementation assumed to be approximately 12
months.
RFP # C 8-1053
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De/iverab/es:
1. Concept plans for parking structure element of schematic master plan.
2. ROM budgetary estimates for entire site development, identifying components of
cost related to the parking structure and each key element of "master plan."
3. Location of buildings on site with dimension from property lines, setbacks, and
easements.
4. General structural bay locations, stair locations, and core locations.
5. Parking ratios based on cars per gross square foot of structure.
Task 4.• De ve%v Concevtua/ Urban Desi4n Guidelines
Based on the field analyses performed, and for the one or two most promising
alternative(s) for site development, Consultant shall develop outline guidelines for suitable
urban design of the project. The topics for design enhancements will include:
• ADA compliance throughout the station
• Pedestrian accessibility
• Station site access control, security and CPTED considerations
• Wayfinding for vehicles, including access from the I-5 freeway, using signage or ITS
technologies;
• Landscape treatments appropriate to the site's character and multi-modal usage
• Other amenities that enhance the transit user experience and increase the
functionality and attractiveness of the facility as a significant public space (e.g.,
plaza elements, art elements, info kiosk, and any options for joint public-private
development, etc.)
• Maximum size of the site available for parking including any required setbacks or
height restrictions
De/iverab/es
1. Urban design guidelines in outline, or in graphic format, as appropriate.
2. Essential results, and deliverables from Tasks 1, 2, 3, and 4 will be compiled
into one binder for ease of reference for follow-on usage by the City and OCTA.
Such follow-on usage may include site acquisition studies, redevelopment
economics and real estate studies, preliminary design investigations,
preliminary site surveys, etc.
Task 5.• Establish Desi4n Criteria
The Design Criteria will typically include the following:
• Number of parking spaces to be provided in the facility and the number and
location of spaces for each user group
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Page 10 of 14
• Location, number and type of vehicular entries and exits based on input from
the project Traffic Consultant and/or the City Traffic Engineer
• Method of parking control to be incorporated within the parking facility
• Preliminary input and review by the regulatory agencies having jurisdiction
over the project
• Applicable design codes, design standards, and regulatory zoning
requirements;
• Pedestrian access and egress requirements;
• Bus layover zone, shuttle, and Taxi waiting zone.
PART 2: DESIGN DEVELOPMENT PHASE
Task 1: Schematic Desivn Phase
Once the Design Criteria have been approved by City of Tustin and OCTA, consultant
will:
1. Establish the preliminary location and layout of entry/exit driveways as they
relate to ease of ingress and egress of the project site, potential queuing of
traffic, general traffic flow, and the number and configuration of entry/exit
control lanes that will be needed.
2. Apply parking standards established by the City of Tustin Planning and Zoning
Code. These standards will consist of space width and length, adequate width
of drive aisles, and appropriate turning geometry to allow convenient
park/unpark movements and vehicular circulation. The standards also
establish maximum slope of entry/exit ramps, interior parking ramps, and
driving ramps.
3. Prepare parking solution detailing circulation, ramping, and vertical-flow
systems.
4. Provide preliminary structural framing layout with horizontal and vertical
dimensioning, general parking layout, and turning geometry with proper
consideration given to user comfort and security. Establish parking layout for
persons with disabilities in conformance with California Title 24 and the
American with Disabilities Act. Prepare a Parking Space and Area Summary.
5. Coordinate with the City of Tustin representative issues relating to the site and
facade of the structure as well as coordination with City's "Art in Transit"
consultant.
6. Traffic analysis will include traffic planning support services (i.e., traffic counts,
traffic, and parking analysis, queuing analysis at site driveways and parking
structure access locations, internal circulation analysis, and sight line analysis).
RFP # C 8-1053
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7. Prepare a comprehensive Parking Management Plan (PMP) that addresses the
TMS site parking operations in the near term and in the future.
8. Prepare schematic design level cost estimate.
9. Provide architectural renderings of the project.
10. Prepare schematic floor plans, sections, elevations, and a site plan for the
options selected.
11. Report on the code review and review of applicable ordinances (including an
updated list of all required final approvals).
12. Analysis of LEED target points for the schematic design phase.
13. Update analysis of the program square footages and parking efficiencies
14. Update analysis of the project budget and schedule.
15. Prepare description of project elements for all basic engineering systems.
16. Include a preliminary description of colors and finishes.
17. Presentation to OCTA Board and City Council.
18. -Plan shall be coordinated with Civil /Site designer.
19. Address location of site amenities including: trash enclosures, retaining walls,
loading areas, landscape and hardscape, etc.
20. Provide an analysis of the fire life safety requirements identifying core areas
and egress routs. Consultant shall review project with the Orange County Fire
Authority. .
21. Provide location of electrical and telephone rooms.
De/iverab/es
1. Parking Management Plan
2. Architectural rendering of the project
3. Schematic design level cost estimate
4. Geotechnical report on recommended foundations with alternate design
options.
5. Schematic drawings (including floor plans, sections, elevations and site plans
and other visual descriptions, such as models and interior and exterior
renderings)
6. Report on the code review and review of applicable ordinances (including an
updated list of all required final approvals).
Task 2: Design Deve/oament Phase
Refine the recommended solution and provide more specific data for
parking components such as suggested floor elevations at each beam and
column intersection to insure proper drainage, ramp slopes, and locations
of floor drains. Provide recommendations concerning lighting system and
RFP # C 8-1053
Page 12 of 14
layout relative to user comfort, security, initial cost and long-term operating
and maintenance costs. Review security features of the parking structure
design and make recommendations to enhance safety aspects of the
facility.
2. Produce CADD drawings of the design indicating parking spaces
configuration, space and aisle dimensions, and vertical and horizontal
traffic flow as related to structural framing system. Develop entry/exit
control lane drawings.
3. Provide detailed designs for directional and regulatory signage for
vehicular traffic to enter, search for available parking, and exit the parking
structure. Provide standard color-coding, and parking area designations
to assist patrons in getting from their parked vehicle and returning to their
vehicle.
4. The design development package will include plans, sections, and facade
elevations in sufficient detail to explain the design. Facade drawings shall
identify the extent and quality of exterior materials, mechanical equipment
screening (if required), vertical dimensions of building elements, roof
drainage, and facade undulation and articulation. Progress specifications
and design development level plans for architectural, structural,
mechanical, electrical, plumbing, civil and landscape will also be provided
during this phase
5. Prepare a design development level cost estimate and update project
budget and schedule.
6. Preliminary calculations for sizing mechanical, electrical, and structural
elements.
7. Coordinate with the City and other agencies as necessary to properly plan
the parking structure construction in order to avoid or minimize disruption to
transit and transit-related operations.
8. Prepare an operations & maintenance (08~M) plan for the complete project.
De/iverab/es
1. Design development plans (floor plans, reflected ceiling plans, building
sections, site sections, elevations, structural, mechanical and electrical plans,
site plan, landscape plan, and other drawings as appropriate to describe the
project).
2. Preliminary wall section drawings (from roof to foundation) and other major
conceptual construction details typical for design development. Identify
horizontal elements and clearances.
3. Preliminary calculations for sizing mechanical, electrical, and structural
RFP # C 8-1053
Page 13 of 14
elements.
4. A LEED design development manual (enumerating the targeted measures).
5. An updated analysis of the project budget and schedule.
6. An operations & maintenance (08M) plan.
7. Typical construction details.
8. Finalized structural design and foundation criteria (size major components)
9. Design of lobbies, guard stations, and other transit facilities..
Task 3: Construction Documents Phase•
1. Prepare architectural, structural, mechanical, electrical, plumbing, civil, and
landscape construction document drawings, computations and specifications in
accordance with approved Design Development plans and specifications
2. Review architectural, civil, structural, mechanical, plumbing, electrical and
landscape drawings and specifications for proper coordination to rectify
conflicting features of construction or installation;
3. Submit the Construction Document drawings and specifications to the City of
Tustin Building Department and Public Works Department;
4. Prepare final Construction Documents.
5. Issue pre-final peer reviews set and conduct an industry outreach-peer review to
solicit industry comments on constructability. Incorporate comments into final
100 percent set as appropriate.
De/iverab/es:
1. Pre-final peer review drawings and specifications.
2. Final construction documents. Dimensioned, notated and cross referenced
construction document drawings including floor plans, reflected ceiling plans,
building sections, site sections, elevations, structural plans, mechanical plans,
electrical plans, a site plan, a civil plan, a landscape plan, details and other
drawings as appropriate to describe the final construction of the project.
3. Documentation of peer review comments and disposition.
4. Documentation of quality assurance activities.
5. Documentation of industry outreach to maximize bid competitiveness.
6. Final calculations for energy use and mechanical, electrical, and structural
elements.
7. A final LEED submittal manual for review by the U.S. Green Building Council.
8. An updated analysis of the project budget and schedule.
9. Project Manual.
RFP # C 8-1053
Page 14 of 14
PART 3: CONSTRUCTION PHASE
Task 1: Bidding Phase
1. Assist in obtaining bids for the construction of the project, including preparation of
any addenda necessary during the bidding period;
2. Assist in reviewing and certifying bids.
Task 2: Construction Phase Suaaort
1. Attend meetings at the project site during construction phase as requested;
2. Assist OCTA, City, or designated construction manager on an as-needed basis.
3. Interpret the contract documents and respond to requests for information (RFIs),
furnish any clarification drawings and other documentations required;
4. Review and approve shop drawings, submittals, product data, and samples as
required;
5. Review record drawings and prepare as-built drawings.
6. Certify project completion and assist in project's close-out phase.
PART 4: PROJECT SCHEDULE
Activity Proposed Date
Notice to Proceed/Begin Work January 2009
Phase 1: Planning & Design Criteria
Phase 2: Design Development Phase
Task 1 Schematic Design Phase
Task 2 Design Development Phase
Task 3 Construction Documents Phase December, 2009
Advertise Project January 2010
Award Project April 2010
Begin Construction June 2010
Completion of Construction July 2011
Project Close Out December 2011