Date: RE: Finance Committee December 4, 2012

Transcription

1 Memorandum Date: RE: Finance Committee December 4, 2012 To: From: Through: Subject: Summary Finance Committee: Commissioners Wiener (Chair), Mar (Vice Chair), Chiu, Chu, Elsbernd and Campos (Ex Officio) Tilly Chang Deputy Director for Planning José Luis Moscovich Executive Director ACTION Recommend Authorizing the Executive Director to Execute an Amendment to the Memorandum of Agreement with the San Francisco Municipal Transportation Agency (SFMTA) for the Van Ness Avenue Bus Rapid Transit Project to Provide an Additional $208,962 in Appropriated Prop K Funds to the SFMTA, Bringing the SFMTA s Prop K Budget to a Total Amount Not to Exceed $349,362 and Accept $434,531 in Federal Transit Administration Small Starts Funds From the SFMTA to Complete the Environmental Phase of the Project, and Authorizing the Executive Director to Modify Non-Material Agreement Terms and Conditions In June 2008, the Authority entered into a Memorandum of Agreement (MOA No. A06/07-34) with the San Francisco Municipal Transportation Agency (SFMTA) establishing the agencies respective roles and budgets for development of the Van Ness Avenue Bus Rapid Transit (BRT) project. The MOA included a budget of up to $140,400 for the SFMTA for planning and other project development tasks, as reflected in the December 2006 appropriation totaling $1,950,000 for the project (Resolution 07-32). An additional $2,955,000 in Prop K funds was appropriated to the project in December 2010 (Resolution 11-31). The agencies wish to amend the MOA to reflect Authority and SFMTA scopes and budgets from the December 2010 appropriation, as updated and revised based on project activities to date and continuing through to the anticipated transition of the project from the Authority to the SFMTA in Spring The MOA updates and revisions include: the SFMTA s increased role in the project development process including the addition of a dedicated Project Manager and expanded responsibilities in design engineering, subsequent increase in level of effort and increase in both agencies costs associated with selection and development of a Locally Preferred Alternative (LPA), which occurred about a year later than anticipated in the December 2010 resolution, and the receipt of Small Starts funds from the Federal Transit Administration (FTA) to support project development. In all, this results in additional costs of $1.1 million, increasing the total budget from $5,597,907 to $6,687,419. SFMTA and Authority staff have reached agreement on using FTA Small Starts funding to cover the budget impact of this work. The proposed amendment also provides an additional $208,962 in appropriated Prop K funds to the SFMTA to provide local match to Small Starts funds. The proposed amendment also codifies recent agreements reached by the parties in the development of the Project Transition Plan, including the transfer of the project management responsibilities from the Authority to the SFMTA upon the issuance of the Record of Decision (ROD) by FTA. The ROD is anticipated to follow local environmental certification and project approvals by the agencies next spring. We are seeking a recommendation to authorize the Executive Director to execute an amendment to the MOA with the SFMTA for the Van Ness Avenue BRT Project to provide an additional $208,962 in appropriated Prop K funds to the SFMTA, bringing the SFMTA s Prop K budget to a total amount not to exceed $349,362 and accept $434,531 in FTA Small Starts funds From the SFMTA to complete the Environmental phase of the Project, and authorizing the Executive Director to modify non-material agreement terms and conditions. BACKGROUND In June 2008, the Authority entered into a Memorandum of Agreement (MOA No. A06/07-34) with the San Francisco Municipal Transportation Agency (SFMTA) and the San Francisco Planning Department to develop Bus Rapid Transit (BRT) along Van Ness Avenue. This work was supported by M:\Finance\FC 2012\Memos\12 Dec \Finance Memo - VN BRT MOA-FIN.docx Page 1 of 4

2 an initial $1,950,000 Prop K appropriation (Resolution 07-32) for staff at the Authority, the SFMTA, the Department of Public Works (DPW), and San Francisco Planning Department and consultant services. In December 2010, the Authority appropriated an additional $2,955,000 (Resolution 11-31) to support environmental documentation and project development needs. In 2011, Congress appropriated $15 million in FTA Small Starts funding to the SFMTA for the Van Ness BRT project, and earlier this year, the SFMTA accessed these funds for use by the project team. The purpose of this memorandum is to seek an amendment to the original MOA to reflect the current project budget and funding plan, as well as recent agreements reached by the Authority and the SFMTA in the development of a Project Transition Plan. DISCUSSION The original MOA established the Authority as lead agency for environmental review and preliminary design of the Van Ness Avenue BRT project, with technical support from the SFMTA. In 2010, the SFMTA designated a Project Manager for the project who would eventually assume responsibility for leading the engineering designs and development of the associated CER, with support from the DPW. The MOA includes $140,400 in Prop K funds for the SFMTA. The SFMTA has FTA Small Starts funds to cover the rest of its expenses to complete the environmental phase, but needs an additional $208,962 in Prop K funds to provide the required local match. The proposed amendment would provide the increased amount of Prop K funds from the December 2010 appropriation, bringing SFMTA s budget to a total Prop K funds to an amount not to exceed $396,000. The schedule in the December 2010 appropriation anticipated adoption of the Locally Preferred Alternative (LPA) in Summer However, the effort to develop and reach agreement on the LPA took longer than anticipated with the SFMTA and Authority Boards selecting the LPA in May and June of this year, respectively. The Authority also added staff and consultant resources in order to address public input received on the Draft Environmental Impact Statement/Environmental Impact Report (EIS/EIR) and to support the agencies selection of a LPA. Further, staff from both agencies undertook significant planning, design, and agency coordination work to refine the LPA designs. In all, this resulted in additional costs of $1.1 million, increasing the total budget from $5,597,907 to $6,687,419. SFMTA and Authority staff have reached agreement on using FTA Small Starts funding to cover the budget impact of this work. The SFMTA Transit Capital Committee (see Attachment 1) recently approved the use of $1,486,000 of the FTA Small Starts funds for the environmental and advanced conceptual engineering phase of the project in order to preserve Prop K funds for use to leverage FTA Small Starts funds in future phases of the project. Of this amount, $396,000 in Small Starts funds were already assumed in the project budget. The delta covers the budget increase. Project budget and funding detail, including Authority, SFMTA and consultant budget amounts, is provided in Attachment 2. Finally, amendment of the MOA will reflect, as appropriate, recent agreements reached by the Authority and the SFMTA in the development of a Project Transition Plan, including the transfer of the project management responsibilities from the Authority to the SFMTA upon the issuance of the Record of Decision by FTA (see Attachment 3). This FTA action is anticipated in late Spring 2013, following local environmental certification and project approvals by the two agencies. Thus, the milestone marking the end of this MOA will be issuance of the ROD. With the certification of the project Final EIS/EIR, a new MOA will be prepared to outline roles and responsibilities for the two agencies as design activities M:\Finance\FC 2012\Memos\12 Dec \Finance Memo - VN BRT MOA-FIN.docx Page 2 of 4

3 continue and through implementation of the project. We are seeking a recommendation to authorize the Executive Director to execute an amendment to the MOA with the SFMTA for the Van Ness Avenue BRT Project to provide an additional $208,962 in appropriated Prop K funds to the SFMTA, bringing the SFMTA s Prop K budget to a total amount not to exceed $349,362 and accept $434,531 in FTA Small Starts funds From the SFMTA to complete the Environmental phase of the Project, and authorizing the Executive Director to modify non-material agreement terms and conditions. ALTERNATIVES 1. Recommend authorizing the Executive Director to execute an amendment to the MOA with the SFMTA for the Van Ness Avenue BRT Project to provide an additional $208,962 in appropriated Prop K funds to the SFMTA, bringing the SFMTA s Prop K budget to a total amount not to exceed $349,362 and accept $434,531 in FTA Small Starts funds From the SFMTA to complete the Environmental phase of the Project, and authorizing the Executive Director to modify nonmaterial agreement terms and conditions. 2. Recommend authorizing the Executive Director to execute an amendment to the MOA with the SFMTA for the Van Ness Avenue BRT Project to provide an additional $208,962 in appropriated Prop K funds to the SFMTA, bringing the SFMTA s Prop K budget to a total amount not to exceed $349,362 and accept $434,531 in FTA Small Starts funds From the SFMTA to complete the Environmental phase of the Project, and authorizing the Executive Director to modify nonmaterial agreement terms and conditions, with modifications. 3. Defer action, pending additional information or further staff analysis. CAC POSITION The CAC will be briefed on this item at its combined November/December meeting to be held on December 5. FINANCIAL IMPACTS The MOA amendment of $208,962 for the local match requirement will be redirected from the existing Prop K project appropriations and is included in the Authority s adopted FY2012/13 budget. The SFMTA will pass-through the FTA Small Starts funds to the Authority. Of the $434,531 in FTA Small Starts funds, $140,513 will cover prior staff time and consultant costs for the planning, design and agency coordination work to support selection of the LPA and related activities. The remaining $294,018 will be spent in FY2012/13 and will be included in the Authority s mid-year budget amendment. RECOMMENDATION Recommend authorizing the Executive Director to execute an amendment to the MOA with the SFMTA for the Van Ness Avenue BRT Project to provide an additional $208,962 in appropriated Prop K funds to the SFMTA, bringing the SFMTA s Prop K budget to a total amount not to exceed $349,362 and accept $434,531 in FTA Small Starts funds from the SFMTA to complete the Environmental phase of the Project, and authorizing the Executive Director to modify non-material agreement terms and conditions. M:\Finance\FC 2012\Memos\12 Dec \Finance Memo - VN BRT MOA-FIN.docx Page 3 of 4

4 Attachments 1. SFMTA Transportation Capital Committee Report 2. Project Budget/Funding Update 3. Project Transition Plan M:\Finance\FC 2012\Memos\12 Dec \Finance Memo - VN BRT MOA-FIN.docx Page 4 of 4

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7 M:\Finance\FC 2012\Memos\12 Dec \VN BRT MOA ATT 2_Budget and Funding Proposal Through ROD_ Page 1 of 1 Attachment 2. DRAFT Van Ness Bus Rapid Transit Environmental Analysis Through ROD Budget and Funding Proposal Updated as of 10/17/2012 Projected Cost Through Record of Decision (March 2013) Prop K Approp (07-32) Prop K Approp (11-31) Proposed Funding Budget Prop K Alloca (11-33) PPM FTA** TOTAL DIFF Spent-to-date Agency/Consultant (as of 9/30/12) TA 815, , , , , ,769 - Parsons Transportation Group 3,266,450 3,440,835 1,272,375 1,985, ,278 3,440,835 - SFMTA* 884,212 1,499, , ,962 99,000 1,050,981 1,499,343 - Other Agencies 10,310 37,693 37,693 37,693 - Legal 71, , , ,000 - Other Expenses - - Ove Arup & Partners 33,878 33,878 33,878 33,878 PTV America, Inc. 6,856 6,856 6,856 6,856 - Marks Traffic Data 39,320 39,320 39,320 39,320 - Cordoba/Zurinaga 165, , ,325 14, ,485 - Gannett Fleming (PMO) 61,903 61,903 61,903 61,903 - Barbary Coast 44,289 77,475 77,475 77,475 - Kimley-Horn 46, ,000 34, , ,000 - Misc. Expenses 19,665 19,665 19, ,665 - Van Ness Poles 6,197 6,197 6,197 6,197 - ** FTA granted pre-award Authority for FY 2010/11 funds from the Capital Investments Grant Account (includes Small Starts) thorugh Federal Register Vol. 76, No. 122 (June, 24, 2011) Total 5,473,521 6,687,419 1,950,000 2,955,000 99, ,907 1,485,512 6,687,419 - *SFMTA spent to date is through 8/17/2012 Proposed FTA Funds 1,485,512 Existing FTA Funds 396,000 Difference 1,089,512

8 Van Ness Avenue Bus Rapid Transit Project Management Transition Plan ~ovennber9,2012 Prepared by San Francisco County Transportation Authority (SFCTA) And San Francisco Municipal Transportation Agency (SFMTA)

9 Van Ness Avenue Bus Rapid Transit Project Management Transition Plan DRAFf ~ove~ber9,2012 Approval Accepted~ ~-A~ Jose Lui~ Executive Director, SFCTA L?~ Acceptedby: ~ Edward D. Reiskin Director of Transportation, SFMTA

10 INTRODUCTION In 2008, the San Francisco County Transportation Authority (the Authority) and the San Francisco Municipal Transportation Agency (SFMTA) entered into Agreement A06/07-34 describing each agency's roles and responsibilities for planning and implementation of the Van Ness Avenue Bus Rapid Transit Project (Van Ness BRT or Project). The Agreement indicates that the Authority is to serve as project lead and retain overall project management responsibility through completion of the Conceptual Engineering Report (CER) phase of the project. Both the Authority and SFMTA, however, now agree that transition of project management responsibility will take place upon completion of the environmental phase rather than at the later CER phase and will amend Agreement A06/07-34 to provide for such changes. This Van Ness Avenue Bus Rapid Transit Project Management Transition Plan describes the planned transfer of project responsibility and leadership from the Authority to SFMTA. The Authority is serving as lead agency for preparation of a combined federal and state Environmental Impact Statement/Report (EIS/R) in accordance with the National Environmental Policy Act (NEPA) and the California Environmental Quality Act (CEQA). The environmental phase will be complete upon issuance of a Record of Decision (ROD) by the Federal Transit Administration (FfA) serving as lead federal agency and certification of the EIS/R under CEQA and issuance of a Notice of Determination (NOD) by the Authority. Upon completion of the environmental phase, SFMTA will assume project management responsibility and serve as the project manager through design, construction, commissioning, start up and initiation of revenue service operations. As project manager, SFMTA will assume sole responsibility for all technical work as well as agency and stakeholder coordination. The Authority will remain the key local funding partner, will assist and provide technical assistance through the design process and undertake its traditional project management oversight role. The Authority will also oversee compliance with any identified mitigation measures adopted for the project throughout the NEPA and CEQA process. The transition plan does not address tasks that are already the responsibility ofsfmta: Operations and Maintenance, Service Planning and Vehicle Procurement, and that will remain under SFMTA's lead. The plan includes a project description, identification of project partner agencies and provides a brief summary of the current status of the project and schedule for completion. BACKGROUND Project Description: The Van Ness BRT will improve approximately two miles of a major north-south urban arterial in San Francisco, CA to include a dedicated lane for Muni BRT buses and Golden Gate Transit coaches in each direction. The improvements will occur on Van Ness Avenue, between Mission Van Ness BRT Project Management Transition Plan Draft Final 1

11 Street and Lombard Street. The street currendy accommodates three mixed-flow through traffic lanes in each direction, with protected left turns at certain signalized intersections. Under the Locally Preferred Alternative (LPA), the center (#1) lane, adjoining the median that exists along much of the alignment, will be converted to a bus only lane in each direction. More widely spaced BRT stations will be provided at nine signalized intersections with a platform on the right side of the BRT lane for right-side passenger boarding and dropoff. Left turns will additionally be reduced to one in each direction. Concurrent Projects - Complete Street Development: Several other projects are to be simultaneously implemented in conjunction with the BRT project to achieve a complete street design along Van Ness Avenue. A full project description as well as a description of the separate but related projects can be found in Chapter 2 of the Draft EIS/R. The separate but related projects described in Chapter 2 include but are not limited to: SFgo Project- Enhanced traffic signal infrastructure for real-time traffic management and enabling transit signal priority Replacement of the Overhead Contact System (OCS) support poles and streedights with enhanced roadway and pedestrian lighting Pavement rehabilitation and resurfacing to upgrade pavement for all traffic lanes Vehicle procurement: SFMfA will procure vehicles as part of its vehicle replacement program and upgrade them for use on the Van Ness BRT corridor. The City and County of San Francisco (City) imposes a five-year moratorium on additional construction along any corridor following completion of a major construction project. It is imperative, therefore, that construction of these other related projects be coordinated with the Van Ness BRT project. There is a possibility that the San Francisco Public Utilities Commission (SFPUC) may want to replace portions of both sewer and water mains within the Van Ness corridor in conjunction with this project. Additional. coordination may be required. The Van Ness BRT project is currendy in the environmental review phase. The Draft EIS/R was circulated last fall and the public comment period closed on Dec 23, Authority and SFMfA joindy developed an LPA that best met the project purposes and needs and best responded to comments and concerns that arose during review. At meetings held in May and June 2012, both agencies' Boards selected the staffrecommended center-running LPA for inclusion in the Final EIS/R. Project team efforts are now focused on preparation of the Final EIS/R and the associated analyses including preparation of conceptual engineering drawings for the LP A. Van Ness BRT Project Management Transition Plan Draft Final 2

12 Van Ness Avenue BRT Project Team.----s-F-CT. -., Environmental Phase.----SFMT --., lcll4... MolcoVIc:h Ed Relskkl ExecuiiYe Dlnldor Director of TlanBportallon Figure -1 PNp.wl"" : ~ 1 8 Vm Ness BRT Project Organizational Cblft - Envilonmental Phase Project Participants: San Francisco County Transportation Authority: The San Francisco County Transportation Authority is the designated local congestion management agency, and as such is responsible under state law for developing the Countywide Transportation Plan and is responsible for submitting the plan to the Metropolitan Transportation Commission for inclusion in the Regional Transportation Plan (RTP). Inclusion in the RTP is a prerequisite to receipt of state and federal project funding. In addition, the Authority is responsible for the allocation, administration and oversight of the sales tax approved by the voters of San Francisco in November 2003 (Proposition K). The Authority is serving as lead agency for preparation of the combined federal and state EIS/R The Authority collaborated with the SFMTA to develop project goals and to identify and incorporate operational and maintenance considerations into project design. San Francisco Municipal Transportation Agency: In November 1999, San Francisco voters approved Proposition E, adding Article VIllA to the City Charter to create the Municipal Transportation Agency. In November 2007, the voters passed Proposition A, which amended various Van Ness BRT Project Management Transition Plan Draft Final 3

13 provisions of Article VIllA. Under the City Charter the SFMfA has the "exclusive authority over the acquisition, construction, management, supervision, maintenance, extension, operation, use, and control of all property, as well as the real, personal, and financial assets of the Agency, and [has] exclusive authority over contracting, purchasing, and leasing by the Agency." In addition the SFMfA has the exclusive authority to enter into such arrangements and agreements for the joint, coordinated, or common use with any other public entity owning or having jurisdiction over rights-of-way, tracks, structures, subways, tunnels, stations, terminals, depots, maintenance facilities, and transit electrical power facilities. SFMfA serves as a Cooperating Agency under NEPA and a Responsible Agency under CEQA and is the federal grantee for the project. SFMfA will construct and operate Van Ness BRT. SFMTA also provided technical input on service planning and the potential impacts of its other operations and maintenance projects such as the Transit Effective Project (fep). SFMTA led the vehicle procurement analysis for the project and will procure both trolley and motor coaches for the Van Ness BRT project, while coordinating this effort with the rest of the fleet procurement and management for the agency. Federal Transit Administration: The FTA is the lead NEPA federal agency for completion of the EIS/R and administers all federal grant funding for the project. Cal trans: Caltrans is the owner-operator of U.S. 101 of which Van Ness Avenue is a part and is the approval authority for the Project Study Report-Project Report (PSR-PR) required at the conclusion of the environmental phase. Other Agencies: A number of other agencies have roles within the project team. Caltrans is a Cooperating Agency under NEP A and a Responsible Agency under CEQ A. Because construction affects both the street and utilities, coordination is needed with the San Francisco Public Utilities Commission and Department of Public Works (DPW). Agency roles are also described within the Van Ness BRT Project EIS/R In the event of any conflict between this plan and the EIS/R, the EIS/R shall govern. Next Steps: Final EIS/R: The current schedule calls.for the final EIS/R to be certified in [early 2013]. The ROD and NOD are expected in [spring] 2013, formally concluding the environmental phase and clearing the project for project development (design) and construction. Scope, Schedule and Budget : The Authority and SFMfA are collaborating with Caltrans, DPW and other stakeholders to determine design parameters for the Van Ness BRT. Design parameters include: lane widths, median widths and configurations, station locations and configuration, landscape protection and similar limits or requirements. Once design parameters of the LP A have been approved by both Authority Van Ness BRT Project Management Transition Plan Draft Final 4

14 and SFMfA, SFMfA will prepare an updated project scope of work, schedule and budget for the design and construction phases. CER: Following the Authority's action as lead agency under CEQA to certify the Final EIS/R, adopt findings as required by CEQA and approve the project, and immediately upon SFMfA's adoption of CEQA findings as required by a responsible agency and SFMfA's approval of the project,, SFMfA will initiate preparation of a Conceptual Engineering Report (CER). The CER phase is to be concluded in months from the issuance of the ROD with the issuance of the CER that includes 30% engineering plans and specifications. Final Design and Construction: Following approval of the CER, final design activities will begin immediately and are expected to take months, concluding with release of bid-ready construction documents. Construction is expected to take months. TRANSITION OF PROJECT MANAGEMENT RESPONSIBILITIES AFTER ENVIRONMENTAL PHASE Currently, the Authority is leading the project management effort and will continue to do so through the issuance of the ROD. The Authority's approach has been to promote an integrated project team comprised of staff from the Authority, SFMfA, other agencies and consultants in an effort to ensure a balance of viewpoints and interests and to encourage effective inter-agency coordination. Upon completion of the environmental phase of the project, SFMfA will assume project management responsibilities, after which time the Authority will assume its traditional project management oversight role as a funding agency for the project. Also upon completion of the environmental phase of the project, SFMfA and Authority will prepare a joint project status report summarizing the status of project deliverables, budgets, third-party coordination and other matters whose identification can facilitate on-going project implementation. Key staff members and their functional roles during the environmental phase of the project are shown in the organization chart at Figure 1. An organization chart for the design phase following transition of the project to SFMfA is shown at Figure 2. The transfer of responsibility within each task area from the Authority to SFMfA is discussed below. For each task, a brief description is provided of the approach the Authority has taken to that task, its status and actions to be assumed by SFMf A. Environmental Documentation: The Authority, supported by its consultants, is responsible for the preparation and delivery of the Final EIS/R while SFMfA is responsible for review, comment, and concurrence prior to publication.. As a Responsible Agency under CEQA, at the time SFMfA approves the project, it is also responsible for adopting CEQA findings, including agreeing to implement mitigation Van Ness BRT Project Management Transition Plan Draft Final 5

15 measures within its jurisdiction and adopting a statement of overriding considerations, if applicable. The Authority will continue to coordinate all communications with Caltrans and FfA through issuance of the ROD, after which time SFMfA will assume such responsibilities. SFMfA is responsible for intra-agency coordination as well as active participation in project meetings with the Authority and other agencies. The Authority is also responsible for preparing the Project Study Report-Project Report (PSR-PR) and Fact Sheets for Exceptions to Mandatory Design Standards for Caltrans approval. After issuance of the ROD, SFMfA will be responsible for implementing mitigation measures identified in the Mitigation Monitoring and Reporting Program (MMRP) included within the Final EIS/R. and incorporating these elements into design and project delivery. The Authority shall be responsible for monitoring compliance with the MMRP. Conceptual Engineering Drawings: The final drawings for the environmental phase will be prepared by the Authority and will serve as the basis for the environmental documents. During the CER phase, SFMfA will advance the design and prepare conceptual drawings consistent with the Final EIS/R. SFMfA will consult with Authority on any proposed design changes requiring environmental reevaluation. SFMfA will continue to hold project team meetings that include Authority staff and lead design coordination with Caltrans consistent with the design phase cooperative agreement per the approved Caltrans PSR-PR During the course of the CER phase, the SFMfA will provide quarterly updates to the FfA, to the Authority's Plans and Program Committee, and at the request of the Authority Board Chair, to the full Transportation Authority Board. Van Ness BRT Project Management Transition Plan Draft Final 6

16 Van Ness Avenue BRT Project Team CER Phase piu!jmi Management OVersight and local Funding Team Figura - 2 ~... : _ llic _,_ -~-.... PUT...,...,...,_ ~= L;.:.:- AC --AIII --...,... IIIIIIIIJ Van Neu BRT Project Organizational Chait - CER Phllae (1Bt Outreach: The Authority conducted an extensive outreach effort during the environmental phase. This effort included a nwnber of agency and public workshops, small group and neighborhood meetings, meetings before various City commissions, a public information campaign and public hearings. SFMTA participated in a nwnber of these meetings and that experience should help SFMTA in continuing the communications and consultations now expected by the public and project stakeholders. Upon transition, SFMTA will lead public outreach efforts and continue coordination activities by engaging appropriate community groups, merchant groups, commissions and residents. SFMTA will keep them informed about progress as the project advances from the environmental phase to design and construction. Project Advisory Groups: Concurrent with its public outreach effort, the Authority established two advisory groups: a Citizens Advisory Committee (CAq and a Technical Advisory Committee (faq. Additionally, regular project status updates have been provided to the Directors Working Group (DWG) to facilitate City agency coordination. The Authority has actively engaged these groups throughout the Van Ness BRT Project Management Transition Plan Draft Final 7

17 envttonmental phase of the project and anticipates that these groups will continue to play a significant role throughout project delivery. At transition, SFMI'A will assume responsibility for staffing any advisory groups. Because the CAC and TAC were established under the authority of the SFCTA Board for the envttonmental phase, SFMfA will establish and support a follow-on project CAC and TAC. SFMTA is to continue consultation with its CAC and TAC and continue to provide regular project status updates to the Authority's and Plans and Programs Committee. Authority is to continue as a member of the TAC. Budget and Schedule Controls: Project control over schedule and budget performance rests with the Authority during the envttonmental review phase of the project. The Authority's consultant, Parsons Corporation, maintains these files. At the beginning of the CER phase, project control over schedule and budget performance will transition from the Authority to the SFMfA. The SFMTA will maintain a robust and reliable project schedule and budget control system to monitor and report project progress and manage the project delivery costs. The Authority will provide a Microsoft Project-based master schedule and Microsoft Excel-based budgets to SFMTA. The SFMTA will integrate the deliverables from the Authority into a cost-loaded master schedule in Primavera (e.g., P6) and will be using that system during construction for integration with contractors' scheduling systems. Document Controls: The Authority has established a secure project website with shared calendar, list, and document repository. The project website allows file sharing and team communication whereby all individuals involved in the project development are given open access to project files. Copies of project team meetings and other key documents have been provided to all parties as well as to the PTA Region IX staff. The Authority will continue to host this website until issuance of the ROD. During the CER and final design phases, the SFMfA will assume responsibility for maintaining and managing controlled documents. SFMfA will establish its project file system prior to issuance of ROD in preparation to assuming document control during the CER phase. SFMTA will maintain a continuous record of all work product production and meetings to support key decisions in project design and SFMfA will provide open access to the project files to PTA, the Authority and other funding partners throughout the project's design and delivery phases. Project Funding: The Authority and SFMfA have joindy established a project funding plan identifying sources and uses for federal and local funding. Both agencies are committed to ensuring adequate funding for the project and to seek the maximum amount of non-local funding that can be made available. Van Ness BRT Project Management Transition Plan Draft Final 8

18 The FfA has awarded SFMfA a federal Small Starts grant in the amount of $15M for the CER and final design phases. SFMfA will seek an allocation of Prop K matching funds from the Authority. FfA requires an annual Small Starts report to be submitted in the first week of September. The Authority prepared the 2012 report with input provided by SFMfA. SFMfA will prepare future annual reports. Because Van Ness Avenue is a segment of US Highway 101, Caltrans shares responsibility for street maintenance including resurfacing. The Authority is working closely with Calttans to program funds from the State Highway Operations and Preservation Program (SHOPP) in the amount of $10M for the 2014 cycle. In order to access SHOPP funding, SFMfA will cooperate with Calttans to prepare a project initiation document (PID) and eventually a separate funding agreement with Caltrans. SFMfA is the federal grantee and will need to meet FfA requirements for a Project Construction Grant Agreement. The Authority and SFMfA will continue to cooperate to refine the funding plan and determine sources and amounts for local funds required as match for federal funds. DBE/SBE and Title VI requirements: The Authority has complied with FfA environmental justice and Tide VI requirements as part of the environmental phase of the project, including ensuring access by limited-english-proficiency groups. SFMfA shall comply with the updated Tide VI requirements, oudined in the FfA Circular B. SFMfA will monitor and regularly report on Tide VI and envttonmental justice activities and DBE/SBE participation through completion of project construction. Third Party Coordination, Permits and Agreements: During the environmental phase, the Authority has taken the lead in coordinating with Caltrans and the Golden Gate Bridge Highway and Transportation District (GGBH1D) while SFMfA has taken the lead in coordinating with DPW and SFPUC. To date, the Authority is unaware of any communications or coordination with other utility providers such as PG&E and telecommunication companies. The Authority has also consulted with a number of City commissions including Planning, Small Business, and Commission on the Environment, Historic Preservation Commission, Pedestrian Safety Advisory Commission and others, some of which are expected to provide permits or regulatory approvals. At transition, SFMfA will assume responsibility for all third party coordination, permits and agreements. Vehicle Procurement Activities: SFMfA will be procuring new low-floor buses through its bus fleet replacement program to operate on the several motor coach and trolley bus lines along Van Ness Avenue. Vehicle procurement will be managed as a separate activity in parallel with design and construction by the SFMfA's Sustainable Streets and Transit Operations divisions. The Authority is a key local funding partner for both the Van Ness BRT project and the fleet replacement projects. SFMfA will consult with Authority on vehicle procurement that affects the Project. Van Ness BRT Project Management Transition Plan Draft Final 9

19 Operator Training: In order to avoid delays in startup of revenue service, SFMfA will conduct any needed operator training so that a sufficient number of fully trained operators are available well in advance of the planned revenue service date. BRT Design Guidelines: Typically, standard design guidelines are available to a designer to inform the design of any major transportation infrastructure. The Authority established preliminary BRT design guidelines early in the environmental phase and issued draft technical memorandum BRT Design Criteria in December The Authority was supported in this effort by Parsons Transportation Group. The SFMfA and Authority agree to co-lead the development of standard design guidelines that will subsequently inform the design of all future BRT projects in San Francisco and are consistent with the TEP. In developing standard BRT design guidelines, the SFMfA and Authority will follow best practices as promulgated by FT A and other recognized professional organizations. The Authority will provide both staff and consultant support. The SFMfA and Authority will consult with project stakeholders during development of standard design guidelines. The SFMfA and Authority will consider stakeholder comments on the draft BRT standard design guidelines and issue final BRT standard design guidelines once comments have been integrated SFMfA and Authority intend to pursue any grant opportunities that might be available to support this effort. PROJECT MANAGEMENT OVERSIGHT AND MITIGATION MONITORING The Authority maintains project management oversight of all Prop K-funded projects. Per the Proposition K Strategic Plan, as project sponsor SFMfA is wholly responsible for the direct delivery of project phases. The Authority, however, has responsibility to suggest, where it appears, warranted, cost effective solutions to issues that will enable projects and programs to be delivered on time and within budget. Upon completion of the environmental phase, the Authority will remain the key local funding partner and will revert to its traditional project management oversight role. Costs for Authority's traditional oversight are borne by Authority. Costs for mitigation monitoring and reporting, however, are project costs and will be funded from the project budget. Once the Final EIS/R and MMRP are completed, Authority will develop and submit for SFMfA review and concurrence a budget for CEQA oversight activities. As part of project management oversight, agency roles are as follows: Van Ness BRT Project Management Transition Plan Draft Final 10

20 Authority: Review components of the project, so as to identify, if possible, more cost-effective alternatives or enhancements including staffing and resource management plans to confirm that the project team has the technical capacity and capacity to deliver the project in a timely manner. Review major cost components of the project including quarterly updates on changes to baseline documents including scope, schedule and budget. Review all design and construction documents to verify consistency with environmental approvals and permits. Provide review comments and concurrences to SFMTA within 10 working days of receipt. Should SFMTA request completion and submission of comments sooner than 10 working days, make every reasonable effort to comply with the requested submission date. Verify SFMTA compliance with the MMRP. SFMTA: Prepare and submit reports in accordance with the EIS/R Mitigation and Monitoring Program to the Authority and FTA. Keep the Authority appraised of significant issues affecting project delivery and costs. Submit all deliverables to Authority for review and concurrence. Consult with and obtain Authority concurrence for material changes to project design or the inclusion or exclusion of features that could materially affect the Project budget, schedule or design. CONCLUSION Upon completion of the environmental phase of the Van Ness BRT project, SFMTA will assume project management responsibility and serve as the project manager through design, construction, commissioning, start up and initiation of revenue service operations. As project manager, SFMTA will assume sole responsibility for all technical work as well as agency and stakeholder coordination. The Authority will oversee compliance with the EIS /R, the Mitigation and Monitoring Program and remain the key local funding partner, serve as a member of the DWG, and undertake its traditional project management oversight role. Van Ness BRT Project Management Transition Plan Draft Final 11