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HomeMy WebLinkAboutItem 18 - Agreement with Mark Thomas for the Santa Ana BLvd Grade Seperation ProjectPublic Works Agency www.santa-ana.org/public-works Item # 18 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report April 16, 2024 TOPIC: Santa Ana Boulevard Grade Separation Project AGENDA TITLE Amendment to Agreement with Mark Thomas & Company for Grant Writing Services (Project No. 22-6899 & 24-6899) (Non -General Fund) RECOMMENDED ACTION Authorize the City Manager to execute the first amendment to the agreement with Mark Thomas & Company, Inc. for grant writing services for the Santa Ana Boulevard Grade Separation in the amount of $69,654, with a contingency amount of $10,346, for a new total agreement amount of $330,000 (Agreement No. A-2024-XXX). GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION The proposed Santa Ana Boulevard Grade Separation is adjacent to the Santa Ana Regional Transportation Center (SARTC), and will include a new six -lane underpass to replace the existing at -grade rail crossing at the Southern California Regional Rail Authority (SCRRA) double tracks on Santa Ana Boulevard. This project will provide connectivity across Santa Ana Boulevard to SARTC, and improvements will also include a raised median, bike lanes, sidewalks, storm water pump station, space for a transportation opportunity zone, and a pedestrian plaza. On September 27, 2021, the Public Works Agency released Request for Proposals (RFP) No. 21-111, by which it sought the services of a professional engineering firm to provide grant writing services for the Public Works Agency Santa Ana Boulevard Grade Separation Project. Mark Thomas & Company, Inc. was awarded an agreement based upon the scope of work and selection criteria outlined in the RFP. Mark Thomas & Company, Inc. has submitted several grant applications for the Santa Ana Boulevard Grade Separation as part of the original agreement scope, including one successful grant award of $7,000,000. Staff recommends executing an amendment to the current agreement with Mark Thomas & Company, Inc. to provide grant writing services for an additional three grant applications, including the Railroad Crossing Elimination Program (RCE), Trade Corridor Enhancement Program (CEP), and Santa Ana Boulevard Grade Separation Project April 16, 2024 Page 2 Reconnecting Communities and Neighborhoods (RCN) Program for the Santa Ana Boulevard Grade Separation project (Exhibit 1). FISCAL IMPACT Funds are budgeted and available for expenditure in the current Fiscal Year 2023-24. The following table summarizes the reallocation of funds that will be budgeted to fund the grant writing services per the agreement amendment. Since the scope of work is contingent on the schedule of future grant applications prepared and submitted, any remaining balances not expended at the end of the agreement term will be carried forward for expenditure into FY 2024-25 and FY 2025-26 in the event the optional extension periods are exercised. Fiscal Accounting Unit - Fund Accounting Year Account No. Description Unit - Account Amount No. Description Current Project Budget Measure M2 03217662-66220 Measure M Local Fairshare, 2023-24 (Proj.22-6899) Street Improvements $250,000 Construction Other Than Buildings Amendment Measure M2 03217662-66220 Measure M Local Fairshare, 2023-24 (Proj.24-6899) Street Improvements $80,000 Construction Other Than Buildings TOTAL: $330,000 EXHIBIT(S) 1. Agreement Amendment with Mark Thomas & Company, Inc. Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency Approved By: Alvaro Nunez, Acting City Manager EXHIBIT 1 FIRST AMENDMENT TO AGREEMENT TO PROVIDE GRANT WRITING SERVICES FOR THE CITY OF SANTA ANA THIS FIRST AMENDMENT to the above -referenced agreement is entered into on April 16, 2024, by and between Mark Thomas & Company, Inc., a California corporation ("Consultant") and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. The parties entered into Agreement No. A-2021-250, dated December 21, 2021, by which Consultant agreed to provide grant writing services for the Santa Ana Boulevard grade separation ("Agreement"). B. The Agreement is current and in -effect, and expires on December 20, 2024, C. The parties now wish to amend the Scope of Services set forth in the Agreement to include Consultant's preparation of an additional three (3) grant applications. The parties further wish to amend the Compensation section in the Agreement to increase the total not -to -exceed amount due under the Agreement to reflect the additional three (3) grant applications to be written by Consultant. No other changes are contemplated by this First Amendment. The Parties therefore agree: Section 1, Scope of Services, is hereby amended to include the following language: Furthermore, Consultant will provide grant writing services for an additional three (3) grant applications, including the Railroad Crossing Elimination Program (RCE), Trade Corridor Enhancement Program (CEP), and Reconnecting Communities and Neighborhoods (RCN) Program for the Santa Ana Boulevard Grade Separation project, as further described in Exhibit A t, which is attached hereto and incorporated herein by reference. 2. Section 2.a., Compensation, is amended to increase the not -to -exceed amount by an additional $80,000.00, for a total not -to -exceed amount under the Agreement of $330,000.00. This additional $80,000.00 sum is comprised of (1) a base amount of $69,654.00 and (2) a contingency in the amount of $10,346.00, for any additional and as -needed services to be exercised at the City's sole discretion. 3. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in fall force and effect. [signatures on following page] Page 1 of 2 SIGNATURE PAGE FOR FIRST AMENDMENT TO AGREEMENT TO PROVIDE GRANT WRITING SERVICES FOR THE CITY OF SANTA ANA IN WTINESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. ATTEST JENNIFER L. HALL City Clerk APPROVED AS TO FORM Sonia R. Carvalho City Attorney By: JONATHAN T. MAkfINEZ Assistant City Attorney RECOMMENDED FOR APPROVAL NABIL SABA Executive Director Public Works Agency CITY OF SANTA ANA TOM HATCH Interim City Manager CONSULTANT z 4 e'll (S -�' _-Z By: Patrick Somerville Title; Associate Principal Page 2 of 2 EXHIBIT A-1 bLA MARK THOMAS March 1, 2024 City of Santa Ana Project No. 21-00208 Public Works Agency 20 Civic Center Plaza, Ross Annex, M-20 Santa Ana, CA 92702 Attn: Gilbert Castillo, Senior Engineer RE: Amendment #1 — Santa Ana Grade Separation Grant Writing Services Dear Mr. Castillo: Mark Thomas has enjoyed working with the City of Santa Ana (City) on the Santa Ana Grade Separation Grant Writing Services. Per the City's request, we have prepared this amendment to develop up to three (3) grant applications during 2024. SCOPE OF WORK Task 1 - Additional Grant Application Task 1.1 - RCE Grant Application Mark Thomas will prepare the narrative responses and forms required for the submission application as described below based upon the 2022 Notice of Funding Opportunity (NOFO). Cover Letter: One -to -two -page letter signed by the City Manager highlight the project benefits and how it aligns with the RCE program. Grant Narrative: 15-page description of the project and benefits adhering to the outline described in the NOFO, which includes the sections listed below. • Cover Page • Project Summary • Project Funding • Applicant Eligibility • Detailed Project Description 1sel4n-9000 121 ALTON PARKWAY. SUITE 210 '-"v1NE.CA92606 MARK7H0MAS.00M r PAGE 2OF5 • Project Location • Grade Crossing Information • Evaluation and Selection Criteria • Safety Benefit • Project Implementation and Management • Environmental Readiness Forms: Mark Thomas will prepare the draft and final forms required for the application, These are anticipated to include: • Standard Form (SF) 424 — Application for Federal Assistance • SF 424A — Budget Information for Non -Construction • SF 424B — Assurances for Non -Construction • FRA F 30 — Certifications Regarding Debarment, Suspension and Other Responsibility Matters, Drug -Free Workplace Requirements and Lobbying • FRA F 251 — Applicant Financial Capability Questionnaire • SF LLL — Disclosure of Lobbying Activities Statement of Work: Four separate documents will be prepared using Microsoft Word templates provided by FRA, which are included in the list below. • Statement of Work • Schedule • Budget • Performance Measures Task 1.2 - TCEP Grant Application Mark Thomas will prepare the narrative responses and forms required for the submission application as described below based upon the 2022 Call for Projects Guidelines. • Cover Letter: Letter from the nominating agency signed by an authorized officer of the agency. • Fact Sheet: Up to two (2) pages describing the project scope, cost, schedule, and benefits (outputs/outcomes), which also includes a brief narrative of how the project would impact Greenhouse Gas Emissions, how the project considers P1B) 4-7-D000 ]%I GL r0N pARY,WAY, SUITE 2N -vIr,E.(:A4 6)6 MARXTHOMAS.COM o PAGE 3 OF 5 transportation equity, and how the project will mitigate or avoid negative community impacts to result in better outcomes. • General Information: Overview of the project including project map, project scope, outputs and outcomes, its consistency with the Regional Transportation Plan/Sustainable Communities Strategy (RTP/SCS), and the status of the agreement between nominating agency and implementing agency. • Screening Criteria: Description of how the project is consistent with Section 11. Eligible Projects of the program guidelines, which includes description of public benefits, compliance Streets and Highways Code section 2192 and Article XIX of the California Constitution, how the project complies with state and federal freight goals and included in the RTP/SCS. • Project Delivery: Description of how the project will be implemented/constructed, if there will be multiple construction contracts, list schedule risks, and discuss environmental clearance status. • Evaluation Criteria: Using the Performance Measures from the NOFO, description of how the project improves freight factors, transportation system factors, community impact factors, and other criteria including leverage funding. • Other Project Information: Description of the project's improved accessibility to jobs and destinations, how it addresses climate change and resiliency, and other environmental protections it provides. • Funding and Deliverability: Tabulation of the project's funding plan and commitments. • Other: Description of the project's public and private benefits, interagency coordination, and confirmation of no bulk coal shipping, and reversible lane review. Mark Thomas will prepare a California-Benefit/Cost (Cal-B/C) model. We will input project cost, schedule, average daily traffic (ADT), truck ADT, vehicle miles traveled, vehicle hours traveled, speed, and crash data into the model. The Cal-B/C model will then calculate project benefits which will include travel time savings, vehicle operating cost savings, emissions benefits, and safety benefits. We will also include residual project costs for structures in the Cal-B/C model. We will prepare a memorandum documenting the inputs and results from the economic model. This information, as well as the results of the Cal-B/C model, will be used to prepare the Performance Metrics Form. V PAGE40F5 'cask 1.3 - RCN Grant Application Mark Thomas will prepare the narrative responses and forms required for the submission application as described below based upon the 2023 NOFO. Forms: Mark Thomas will prepare draft and final versions of the Standard Form (SF) 424 Application for Federal Assistance, SF 424C Budget Information and Construction Programs, and SF 424D Assurances for Construction Programs. We will also prepare responses to the webforms on the valideval.com website for Applicant Information and Program Questions. Narrative Responses: Mark Thomas will prepare the draft and final key information table and the 20-page grant narrative. The key information table has similar information to the webforms on the valideval.com webpage. This similarity in responses will streamline both efforts. The grant narrative will include the following: Overview: Description of the project and describe the barriers to mobility. Include a discussion on the history and character of the community and how the project addresses burdens and harms to the community. • Location and Map: Describe the eligible facility and description of the surrounding community as well as include a map of the project and existing transportation network. Response to Merit Criteria: Develop responses to each criteria, which includes Equity and Environmental Justice; Access; Facility Suitability; Community Engagement and Community -based Stewardship, Management, and Partnerships; Equitable Development; Climate and Environment; and Workforce Development and Economic Opportunity. The narrative should also address Climate Change and Sustainability and Equity and Justice40. • Project Readiness: Describe the environmental risks including a project schedule and risk mitigations. Include information on project programming, the City's capacity to deliver projects in compliance with federal requirements and with similar projects, and the status of design, design contingencies, and funding commitments. '949) 477-9000 2121 ALTON PARKWAY, SUITE 2117) IWIN E. CA 92505 MARKTHOMA5.COM j PAGE 5OF5 COST PROPOSAL The cost to prepare the three (3) grant applications is $69,654. A detailed cost estimate by staff classification is provided on the following page. Thank you for the opportunity to continue to work with the City on securing funding for the project. If you have any questions regarding our amendment, please feel free to contact me at (916) 539-4680 or rbissegger@markthomas.com. Sincerely, MARK THOMAS AND COMPANY, INC. Ryan Bissegger New Business Director + Associate %?914?7 9X0 121 ALtON Pn.RKWAy, sw rE 21 D RvIT,E, CA Q-fi06 MARKTHOMAS.COM .01 5� L a 0 m V Q a [L� V a a �6 Vi W a 0 H V W 1-1 a cc LL J a 0 a it 0 V v�i 61 m 11, r� rH Ln rn 0 V). L i im u J rl N N tG lD H H mn 1-1 LM -Zn Ln iA v, V ri � n tNh a r4 rn i? of tw H V) 0 r' m r m m cn m m o jo2euew aiydejg •jS cn to Lo m 0o c 00 ioleuipjoo:) n m m m 01 01 n Ln Ln Pafojd 'j5 t i v� m aue;uno:)oV:parojd •jS N m m m os m .a *� 1D ri n ;silei"ds Buipun,3 LO � � 0 'i Ch ~ LD ' f lI7 M ja2eueVy guipun3 0 oNQW N N N [D fl iD cc oC jaaulgu3 Pafojd a' 0 0 0 0 m jaZeueW #aafojd 'j5 L,LnU,Ln Ln Ln N mr CA 44 o J b CL a f- o o 0 0 m � CL CL �,-f Q Z a + a a a s a vi O REM Q a R W V G 0 a LU U U CJ 2 {n 0 x W Or o I- O u -j O a O ri H 0 !- Mark Thomas - 1st Amendment - CAO signed Final Audit Report 2024-03-18 Created: 2024-03-18 By: Emerson Frankston (EFrankston@santa-ana.org) Status: Signed Transaction ID: CBJCHBCAABAAHKGOMANf09WHIX90GmTF2A01P17xh1ZA "Mark Thomas - 1 st Amendment - CAO signed" History Document created by Emerson Frankston (EFrankston@santa-ana.org) 2024-03-18 - 9:57:41 PM GMT �y Document emailed to Patrick Somerville (psomerville@markthomas.com) for signature 2024-03-18 - 9:58:33 PM GMT Email viewed by Patrick Somerville (psomerville@markthomas.com) 2024-03-18 - 11:08:41 PM GMT d© Document e-signed by Patrick Somerville (psomerville@markthomas.com) Signature Date: 2024-03-18 - 11:09:13 PM GMT - Time Source: server 40 Agreement completed. 2024-03-18 - 11;09:13 PM GMT 0 Adobe Acrobat Sign