Approve Actions Relative to Contract No. 2008-FT-8, Larkspur Ferry Terminal Parking and Access Improvements (Phase I), with Ghilotti Bros., Inc.

In a memorandum to Committee, Deputy District Engineer Ewa Z. Bauer, District Engineer Denis Mulligan and General Manager Celia Kupersmith reported on staff’s recommendation to authorize execution of Change Order Nos. 3 and 4 to Contract No. 2008-FT-8, Larkspur Ferry Terminal Parking and Access Improvements (Phase I), for modifications to the public access, landscaping, irrigation and site work required to meet the conditions of the project’s San Francisco Bay Conservation and Development Commission (BCDC) permit and to meet Americans with Disabilities Act (ADA) standards.

The report stated that the Board of Directors, by Resolution No. 2008-058 at its meeting of June 27, 2008, authorized award of Contract No. 2008-FT-8 to Ghilotti Bros., Inc., in the amount of $1,298,800, and established a contingency reserve fund in the amount of $129,800, equal to 10% of the contract amount. In addition, Resolution No. 2008-058 authorized the General Manager to execute an Agreement with the BCDC for compliance with permitting and amendments regarding parking and other related maintenance issues at the Larkspur Ferry Terminal (LFT). Subsequently, the District finalized negotiations with the BCDC for a permit to complete certain work required under prior permit amendments, to prevent encroachments of the public access areas and to enhance public access at the project site.

The report stated that the project is divided into four areas around the perimeter of the LFT site. The original work at Area 3, located at the south side of the site, includes improvements to street parking, the employee parking area and landscaping, but no work was detailed for the existing sidewalk or bike path. The sidewalk at this location needs to be modified, in compliance with ADA standards, and the bike path is in need of repair. The designated ADA parking area is located in Area 4 at the northwest side of the site. The contract work at this area includes furnishing and installing new drainage inlets and piping, and placing an asphalt concrete overlay. Modifications are needed in this area to improve the drainage and to ensure that ADA standards are met.

The report stated that the scope of work relative to the two change orders is as follows:

1. Change Order No. 3 will compensate the Contractor for the costs associated with removing and reconstructing 330 lineal feet of concrete curb and sidewalk and repairing the bike path. The Resident Engineer requested, and the Contractor submitted, a detailed cost proposal for this work in the amount of $64,700, and staff reviewed the submittal and determined that the amount is reasonable for this work.
2. Change Order No. 4 will address conflicts with the existing drainage system and ADA standards. The modifications include furnishing and installing a new edge drain system along the south edge of the area, instead of in the middle of the area, and paving the entire area with one slope from north to south. The Resident Engineer requested, and the Contractor submitted, a detailed cost proposal for this work in the amount of $55,479, and staff reviewed the submittal and determined that the amount is reasonable for this work.

In addition to the above-described change orders, various other change orders are required to enhance public access, landscaping, irrigation and site work, the total cost of which is estimated at approximately $100,000. The above changes to the project will also require additional staff effort and a corresponding increase of $25,000 to the District Staff Labor budget for the project. The report stated that this project is included in the FY 08/09 Ferry Transit Division Capital Budget in the amount of $1,970,000 and is funded with 80% Federal funds and 20% District funds. A capital budget increase of $200,000 ($160,000 FTA funds and $40,000 from District reserves) is required to fully fund this project at the estimated total cost of $2,170,000. It is recommended that the two change orders be authorized, as well as the required budget increase. A copy of the report is available from the Office of the District Secretary and on the District’s web site.

At the meeting, Mr. Mulligan summarized the staff report, providing details regarding the necessary modifications to the LFT parking improvements project.

[With the arrival of President Moylan, the Committee became a Committee of the Whole.]

Staff recommended and the Committee concurred by motion made and seconded by Directors STROEH/KERNS to forward the following recommendation to the Board of Directors for its consideration:

RECOMMENDATION

The Building and Operating Committee recommends that the Board of Directors approve the following actions relative to Contract No. 2008 FT-8, Larkspur Ferry Terminal Parking and Access Improvements (Phase I), with Ghilotti Bros., Inc., as follows:

Authorize a budget increase in FY 08/09 Ferry Transit Division Capital Budget in the amount $200,000 to be funded with $160,000 Federal Transit Administration funds and $40,000 from District reserves, to establish a total project budget of $2,170,000 (80% Federal, 20% District), subject to the concurrence of the Finance-Auditing Committee at its meeting of October 23, 2008.

Action by the Board at its meeting of October 24, 2008 – Resolution
NON-CONSENT CALENDAR

Status Report from District Appointees on Sonoma-Marin Area Rail Transit (SMART) Board

The Committee was provided with a copy of the agendas for the October 15, and September 17, 2008, meetings and the minutes of the July 16, and September 17, 2008, meetings of the Sonoma-Marin Area Rail Transit District (SMART). Copies of these items are available in the Office of the District Secretary, as well as on the District’s web site.

At the meeting, Director Pahre, one of the members of the SMART Board of Directors (SMART Board), reported on the following:

1. The SMART Board welcomed its newest member, Carol Russell from Cloverdale, who replaces long-time member and former President of the SMART Board, Robert Jehn.
2. The SMART Board approved a contract with EarthTech as the Program Management Consultant for SMART.
3. SMART is committed to providing the safest mode of transportation in the North Bay, and all of the SMART trains will be built with signal-enforcement and collision-avoidance technology which use global positioning systems, electronic monitors and other technologies that will stop a train that may be in danger, even if that train’s engineer is distracted or disabled in some way. Therefore, an accident like the September 12, 2008, train accident in Southern California would not happen with SMART trains.
4. If Measure Q, the one-quarter sales tax measure on the November 2008 ballot passes, the Program Management Team will undertake a “Build It Now” process, in order to construct as much of the SMART train infrastructure as quickly and as efficiently as possible.

Chair Eddie, another member of the SMART Board, commented that SMART Board and District Board member Charles McGlashan was present at the ground-breaking ceremony for the Cal Park Hill Tunnel project on September 24, 2008. Chair Eddie stated that the reopening of the Cal Park Hill Tunnel is a key component of SMART’s proposed 70-mile passenger train project, as well as the Central Marin Ferry Connector Project. When the project is completed in December 2009 – the 1,100-foot tunnel will provide a convenient non-motorized connection between San Rafael and the Larkspur Ferry Terminal.

Action by the Board – None Required

Status Report on Engineering Projects

In a memorandum to Committee, Deputy District Engineer Ewa Z. Bauer, District Engineer Denis Mulligan and General Manager Celia Kupersmith reported on current engineering projects. A copy of the report is available in the Office of the District Secretary and on the District’s web site.

Action by the Board – None Required

Public Comment

There was no public comment.

Adjournment

All business having been concluded, the meeting was declared adjourned at 10:55 a.m.