Camarillo City Council
AGENDA REPORT
Date: December 11, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Dave Klotzle, Public Works Director
Subject: Camarillo Train Station Undercrossing (Project No. ST-14-05) - Award Professional Service Agreement
BACKGROUND
The Camarillo Train Station Undercrossing – Project No. ST-14-05 (Project) is included in the 5-Year Capital Improvement Program to construct a new pedestrian undercrossing at the Camarillo Train Station owned by the Ventura County Transportation Commission (VCTC) as shown on the location map (Attachment 1). The Project will improve accessibility by creating a shorter and more direct route for rail passengers between the west and east rail platforms. The undercrossing will also improve accessibility for the general public, making it easier for all pedestrians to cross the train tracks that separate the Pleasant Valley Fields and Village at the Park/Mission Oaks neighborhoods from Old Town Camarillo.
On May 26, 2020, the City was awarded a grant for Proposition 1B and Transit and Intercity Rail Capital Program funds in the amount of $6.89 million through Los Angeles – San Diego – San Luis Obispo Rail Corridor Agency (LOSSAN) for the construction phase of the Project. At that time, the City agreed to commit to a minimum of $910,000 in matching City funds in order to receive the grant.
On August 21, 2020, staff advertised a Request for Qualifications for professional engineering design services for the Project. Statements of Qualifications were received from eight firms. Based on their qualifications, staff selected RailPros Inc. (RailPros) as the most qualified to provide the necessary design services. On March 10, 2021, the City Council approved Professional Service Agreement No. 2021-24 with RailPros for preliminary engineering design services (Attachment 2).
On May 17, 2023, the California Transportation Commission (CTC) approved an additional $1.3 million of LOSSAN grant funding for a total of $8.19 million of LOSSAN grant funding for the Project.
Project No. ST-14-05 - Award Final Design Agreement
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On May 24, 2023, the Project was presented to City Council. City Council expressed concerns over the Project ownership, maintenance, and total cost of the Project and continued the item for discussion. On June 14, 2023, City Council approved Professional Service Agreement No. 2023-30 with RailPros for conceptual design and environmental review services (Attachment 3).
On June 28, 2023, the CTC awarded a Senate Bill 1 Solutions for Congested Corridors Program (SB1 SCCP) grant in the amount of $7.92 million which will fund the construction of the Project and the remainder of the estimated total Project cost.
On November 8, 2023, the City Council found that the Project qualified for a Statutory Exemption under CEQA Guidelines Section 15275(a) and Public Resources Code Section 21080(b)(10) since the project constitutes a modernization of an existing station and parking facility, and authorized the City Manager to file a Notice of Exemption with the County.
On January 24, 2024, the City authorized the City Manager to finalize and execute the Baseline Agreement and all associated documents required for the SB1 SCCP grant between the following parties: VCTC, California Department of Transportation, CTC, LOSSAN, and City of Ventura.
On May 6, 2024, the City Council authorized the City Manager to finalize and execute a Cooperative Funding Agreement with LOSSAN.
DISCUSSION
RailPros, in collaboration with City staff, LOSSAN, VCTC, and Union Pacific Railroad (UPRR), have been developing the Project design. The conceptual design is currently under review by UPRR.
At the December 6, 2024, CTC meeting, LOSSAN requested the transfer of $1,622,000 from preliminary engineering to the final design phase. Staff recommends closing RailPros’ existing preliminary and conceptual design agreements and executing a new agreement with RailPros for final design services to allow the design expenses to be paid by the LOSSAN grant funding consistent with the action taken by CTC and LOSSAN. The remaining scope and budget of approximately $800,000 from the existing RailPros agreements will be transferred to the new final design agreement. After an official response is received from UPRR’s review of the design, staff will present the proposed design to City Council for confirmation to proceed with final design.
Staff recommends that Council award a Professional Services Agreement with RailPros for final design engineering services. A scope of services and fee has been negotiated with RailPros and it is recommended that City Council approve a professional services agreement with RailPros in an amount not-to-exceed $1,758,901 for final design (Attachment 4) and authorizing a contingency in the amount of $263,835 (approximately Project No. ST-14-05 - Award Final Design Agreement
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15%) for a total authorization of $2,022,736. The entire final design agreement scope and cost will be funded and paid through grant funding.
FISCAL IMPACT
Approximately $800,000 is expected to be spent in FY 2024/25 with the remaining $1,222,736 spent in FY 2025/26. FY 2024/25 funds for the professional services agreement and contingencies are included in the Capital Improvements Project Fund, Design Account No. 410-8510-485.92-21 for Project ST-14-05. LOSSAN grant funds will be used for design in place of City local funds. The overall budget for this project will remain unchanged.
RECOMMENDATION
1. Authorize the City Manager to execute Professional Services Agreement No. 2024- 176 with RailPros, Inc. for an amount not-to-exceed $1,758,901 for final design and authorize a contingency in the amount of $263,835 for a total agreement authorization of $2,022,736; and
2. Authorize the City Manager to execute future amendments to the Agreement with RailPros Inc. for unforeseen additional services up to the authorized contingency amounts.
ATTACHMENTS
1. Location Map
2. CC Agreement No. 2021-24
3. CC Agreement No. 2023-30
4. CC Agreement No. 2024-176
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None