Submitted By: Public Works
Prepared By: Amir Ilkhanipour, Principal Civil Engineer
Subject:
title
CONSIDERATION OF A RESOLUTION APPROVING FIRST AMENDMENT TO PROFESSIONAL CONSULTANT SERVICES AGREEMENT WITH PACIFIC RAILWAY ENTERPRISES, INC. FOR THE PEDESTRIAN AUDIBLE WARNING SYSTEM REHABILITATION PROJECT, PROJECT NO. 25505, TO EXTEND THE CONTRACT TERM UNTIL THE SUCCESSFUL COMPLETION OF THE PROJECT, AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE FIRST AMENDMENT
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Fiscal Impact:
There is no fiscal impact, as this request is to extend the contract term.
Summary:
Before the City Council is a Resolution (Attachment 1) to approve a First Amendment (Attachment 2) to Professional Consultant Services Agreement with Pacific Railway Enterprises, Inc. (PRE) to extend the contract term until the successful completion of the project.
The City’s current Pedestrian Audible Warning System (PAWS) is no longer supported by its original manufacturer as the company is now out of business. PRE was retained to design and develop plans to replace the aging PAWS infrastructure. Additional time is needed for PRE to complete the project and provide construction support services to OCTA during construction phase. Through a recently signed Agreement, OCTA is funding 88% of the construction costs and Southern California Railroad Authority will manage the construction of the project.
Background:
On June 7, 2024, the City successfully renewed its waiver with the Federal Railroad Administration (FRA) for another five years (ending June 7, 2029) whereby in exchange of a wayside horn at each of seven crossings along the beach trail, the City has deployed a modified PAWS system.
The current electrical equipment used to operate this system is no longer in production as the manufacturer is no longer in business. This has led to an ever-increasing shortage of replaceable parts for the PAWS system. Should the PAWS system for whatever reason cease to function, all railway traffic through the City will be utilizing horns rather than the PAWS system to provide a warning to pedestrians as trains approach the crossings.
On October 15, 2024, the City Council awarded (Attachment 3) a Professional Consultant Services Agreement to PRE to provide the City with a viable replacement and transfer of the City’s current PAWS equipment to the new system. The replaced system is from a manufacturer that has a long history of producing equipment for these purposes and will ensure readily available replacement parts in the future.
During the design phase, OCTA has agreed to pay 88% of construction cost estimated at $1.3 million and construction management for this project. This assistance will not reduce the City’s cost for design of approximately $250,000, but reduces the City’s cost for construction significantly.
Upon completion of the system re-design, OCTA staff will advertise the plans and specifications to identify a qualified contractor for the procurement and installation of the new system. PRE will continue to provide technical support during construction as needed.
Council Options:
• Adopt Resolution No. 25-162, amending the professional services agreement with PRE for the PAWS Rehabilitation project.
• Modify and adopt Resolution No. 25-162.
• Provide alternative direction.
Environmental Review/Analysis:
This project is categorically exempt from the California Environmental Quality Act (CEQA) under Class 2 (Replacement or Reconstruction, 14 CCR 15302), Section 15302 of the state CEQA Guidelines because it consists of replacement or reconstruction of existing structures and facilities.
Recommended Actions:
Staff recommends that the City Council adopt Resolution No. 25-162, which would:
1. Approve an amendment to the Professional Consultant Services Agreement with Pacific Railway Enterprises, Inc. for the Pedestrian Audible Warning System Rehabilitation Project to extend the contract term until the successful completion of the project; and,
2. Authorize the City Manager to execute a First Amendment to the Professional Consultant Services Agreement with Pacific Railway Enterprises, Inc. for the Pedestrian Audible Warning System Rehabilitation Project in a form substantially similar to attached First Amendment (Attachment 2).
recommendation
end
Attachment:
1. Resolution No. 25-162
2. Draft First Amendment
3. City Council Agenda Report 11D dated October 15, 2024
Notification:
None.