3. Defer action, pending additional information or further staff analysis. M:\Memo to CAC\2006\ \MTA MUNI Overhead Stanyan Fillm.

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2 DISCUSSION The project scope includes the replacement of trolley wires, overhead special works, deteriorated trolley poles, and other associated OCS hardware. The scope also includes construction of new ductbank and manholes, and undergrounding of the deteriorated overhead-fed traction power feeder cables on 16th Street between Potrero Avenue and Kansas Street. Replacement of this section of the OCS is necessary because the current elements have been in place for about 30 years and are at the end of their useful life. Without replacement, there could be a major failure of any of the components, impacting service and interrupting operations of two trolley lines, the 22 Fillmore and 33 Stanyan lines. In addition, other trolley lines that use the OCS to pull in and out of the Potrero trolley bus yard would be impacted. The MTA currently estimates the total cost of the construction phase at $8.4 million to be funded with $1.68 million in Prop K funds and $6.72 million in Federal 5307 funds. MTA plans to advertise the project and issue the notice to proceed in fall 2006, with project completion by December The Department of Public Works (DPW) 16 th Street resurfacing project, funded by Prop K and Federal Surface Transportation Program funds programmed by the Authority, is scheduled to begin in June 2006 and be completed by the end of the year, a few months before the overhead project will begin. The MTA inquired if DPW could delay its projects so construction for both projects could occur simultaneously, but DPW project deadlines and federal timely use of funds requirements won t permit the proposed schedule delay. However, DPW is holding off on repaving 16 th Street between Potrero Avenue and Kansas Street since this is the one portion of the corridor where the MTA will be placing conduit in the middle of the street. Further details on scope, schedule and budget for the proposed project are included in the attached allocation request form. Special Conditions: The proposed recommendation includes two special conditions that require the MTA to submit updates to the budget since the cost estimates included in the application were developed for the conceptual engineering phase. The MTA expects to update the cost estimates as part of completion of final design with MTA management approval by fall There is also a special condition that limits Prop K reimbursement of overhead on MTA-DPT labor to the prior 2.17 rate rather than the MTA s new agency-wide 2.89 rate, until the MTA completes an audit of its overhead rate and we are able to review it and determine what portion of the overhead is eligible for Prop K reimbursement. We are seeking a motion of support for the allocation of in Prop K funds, with conditions, to the MTA for construction of the Overhead Rehab: Stanyan, 22 Fillmore Project, subject to the attached Fiscal Year Cash Flow Distribution Schedule. ALTERNATIVES 1. Adopt a motion of support for the allocation of in Prop K funds, with conditions, to the MTA for construction of the Overhead Rehab: Stanyan, 22 Fillmore Project, subject to the attached Fiscal Year Cash Flow Distribution Schedule. 2. Adopt a motion of support for the allocation of in Prop K funds, with conditions, to the MTA for construction of the Overhead Rehab: Stanyan, 22 Fillmore Project, subject to the attached Fiscal Year Cash Flow Distribution Schedule, with modifications. 3. Defer action, pending additional information or further staff analysis. M:\Memo to CAC\2006\ \MTA MUNI Overhead Stanyan Fillm.doc Page 2 of 3

3 FINANCIAL IMPACTS This action would allocate in Prop K funds to the MTA for the aforementioned overhead rehab project. This would be the first Fiscal Year 2006/07 allocation from this Expenditure Plan line item. The allocation would be subject to the Fiscal Year Cash Flow Distribution Schedule contained in the attached Allocation Request Form. The recommended cash flow is consistent with the Prop K Strategic Plan, and as such, will not trigger the need for additional financing beyond that already assumed in the Strategic Plan. The Prop K Capital Budget (Attachment 2) shows cash flow distribution schedules for all previously approved allocations and appropriations with cash flow distributions schedules, plus the current staff recommendation, which is the subject of this memorandum. Attachment 3 contains a summary table showing previously approved Fiscal Year Cash Flow Distribution Schedules and the net change resulting from approval of the proposed recommendation. Sufficient funds are included in the adopted Fiscal Year 2006/07 budget to accommodate the proposed recommendation. Furthermore, sufficient funds will be included in future budgets to cover the recommended cash flow distribution for those respective fiscal years. RECOMMENDATION Adopt a motion of support for the allocation of in Prop K funds, with conditions, to the MTA for construction of the Overhead Rehab: Stanyan, 22 Fillmore Project, subject to the attached Fiscal Year Cash Flow Distribution Schedule. Attachments 1. Allocation Request Form 2. Prop K Capital Budget 3. Prop K Fiscal Year Cash Flow Distribution - Summary Table M:\Memo to CAC\2006\ \MTA MUNI Overhead Stanyan Fillm.doc Page 3 of 3

4 FY of Allocation Action: 2006/07 Project Name: Implementing Agency: Overhead Rehab: Stanyan, 22 Fillmore San Francisco Municipal Railway Category: Subcategory: EXPENDITURE PLAN INFORMATION A. Transit iii. System Maintenance and Renovation (transit) Gray cells will automatically be filled in. EP Project/Program: c.1 Guideways EP Line Number (Primary): 22 Current Request: Other EP Line Numbers: SCOPE Sufficient scope detail should be provided to allow Authority staff to evaluate the reasonablenes of the proposed budget and schedule. Graphics should be provided on Worksheet 7-Maps.etc. Project sponsors shall provide a brief explanation of how the project was priortized for funding, highlighting: 1) project benefits, 2) level of public input into the prioritization process, and 3) whether the project is included in any adopted plans, including Prop K 5-Year Prioritization Programs. Justify any inconsistencies with the adopted Prop K Strategic Plan or 5- Year Prioritization Program(s). Indicate work to be performed by outside consultants or force account. Very long scopes may be typed into a separate Word file. MTA's Overhead Rehabilitation program covers the phased design and replacement of its overhead wires, related poles and traction power systems. The projects included in this program are designed to reduce operational problems, reduce maintenance and increase system reliability. MTA requests in Prop K funds to serve as local match funds for the construction phase of a project to replace the aging Overhead Contact System (OCS) along 16th Street from South Van Ness Avenue to Kansas Street, along 17th Street between Vermont and Kansas Streets, and along Vermont Street between 16th and 17th Streets that serve the 33 Stanyan and 22 Fillmore lines. The detailed design phase, funded in part with Prop K, will be completed by July 2006 and funding for construction is now requested in order for the MTA to solicit bids from prospective contractors immediately thereafter. [Res , approved , allocated $200,000 in Prop K funds as local match for design.] P:\Prop K\FY0607\ARF final\mta MUNI Overhead 33 Stan 22Fill.xls, 1-Scope Form v Page 1 of 13

5 The project scope includes the replacement of trolley wires, overhead special works, deteriorated trolley poles, and other associated OCS hardware. Approximately 21,000 feet of existing 2/O trolley wire will be replaced with new 4/O trolley wire that has a longer service life than the 2/O wire. The scope also includes construction of new ductbank and manholes, and undergrounding of the deteriorated overhead-fed traction power feeder cables on 16th Street between Potrero Avenue and Kansas Street. Replacement of this section of the OCS is necessary because the current elements have been in place for about 30 years and are at the end of their useful life. Without replacement, there could be a major failure of any of the components, impacting service and interrupting operations of two trolley lines, the 22 Fillmore and 33 Stanyan lines. In addition, other trolley lines that use the OCS to pull in and out of the Potrero trolley bus yard would be impacted. The Overhead Rehabiltation Program was prioritized for Prop K funds through the 5-Year Prioritization Program for the Transit System Maintenance and Renovation - Guideways category. All projects listed within the Overhead Rehabilitation program have been prioritized based on the conditions of the existing system and service usage. The overall Overhead Rehabilitation program is listed in the Capital Improvement Program (CIP), which is part of the Short Range Transit Plan (SRTP) that is updated every two years. Capital projects are prioritized using a four-step process that groups and orders projects by program, project criteria, schedule, readiness, and fund availability. The CIP is managed by the Capital Projects Working Committee (CPWC), a group of MTA-Muni staff, from all levels of the organization. CPWC meets every month to review and update the Capital Program. Prior to the CIP s formal adoption every two years by the MTA board, a lengthy public participation process is conducted. The Draft SRTP is reviewed by the MTA Citizens Advisory Council and submitted to the MTA Board. The MTA Board then releases the Draft SRTP for a 30-day public comment period. At this time, the Draft SRTP is mailed to nearly 300 interested stakeholders and is posted on Muni s website ( After receiving and responding to public comments, and holding a public hearing, the SRTP is adopted by MTA Board. This project is included in MTA-MUNI's FY Short Range Transit Plan, adopted by the MTA Board on December 6, P:\Prop K\FY0607\ARF final\mta MUNI Overhead 33 Stan 22Fill.xls, 1-Scope Form v Page 2 of 13

6 FY 2006/07 Project Name: Implementing Agency: Overhead Rehab: Stanyan, 22 Fillmore San Francisco Municipal Railway ENVIRONMENTAL CLEARANCE Type : Status: Categorically Exempt Completion Date (mm/dd/yy) Attach evidence of CEQA/NEPA compliance findings, if complete (e.g. cover sheet of certified EIR). Planning/Conceptual Engineering Environmental Studies (PA&ED) Design Engineering (PS&E) R/W Activities/Acquisition Advertise Construction Start Construction (Award Contract) Start Procurement (e.g. rolling stock) Project Completion (Open for Use) PROJECT DELIVERY MILESTONES Start Date End Date Quarter Fiscal Year Quarter Fiscal Year / / / / /07 N/A N/A /07 N/A N/A / /07 N/A N/A /08 Use July 1 as the start of the fiscal year. Use 1, 2, 3, 4 to denote quarters and XXXX/XX for the fiscal year (e.g. 2004/05). SCHEDULE COORDINATION/NOTES Provide project delivery milestones for each sub-project included in the current request, if appropriate. Describe coordination with other project schedules or external deadlines (e.g., obligation deadlines) that impact the project schedule, if relevant. MTA anticipates that the construction phase (specifically procurement) will begin in November 2006, with project completion by December 2007, and final closeout by December DPW's Resurfacing Project along 16th Street is scheduled to begin in June 2006 and be complete by the end of that year, a few months before the MTA will be ready to proceed with the overhead project. DPW has indicated that due to project and funding deadlines (e.g. MTC deadlines for federal STP funds), the resurfacing project cannot be delayed to take place at the same time as MTA's work. The stretch of 16th Street between Potrero Avenue and Kansas Street is the one portion of the corridor where the will be placing conduit in the middle of the street and DPW has postponed paving along those blocks until MTA's project is complete. PG&E and the MTA have evaluated the capacity of PG&E's existing poles along 16th Street to make sure the new overhead system can be connected to these poles. There are a few poles that need to be re-designed because the capacity is not enough to carry the new loads. The design aspects of this work are currently being addressed and should be completed by the end of July P:\Prop K\FY0607\ARF final\mta MUNI Overhead 33 Stan 22Fill.xls, 2-Schedule Form v Page 3 of 13

7 FY 2006/07 Project Name: Implementing Agency: Overhead Rehab: Stanyan, 22 Fillmore San Francisco Municipal Railway COST SUMMARY BY PHASE - CURRENT REQUEST Allocations will generally be for one phase only. Multi-phase allocations will be considered on a case-by-case basis. In the table below provide information for the CURRENT Prop K request only rather than the total project cost for all phases. For instance, if the request is for Phase 1 of a planning study, just show the total cost for Phase 1 and the amount of Prop K funds requested for Phase 1. Planning/Conceptual Engineering Environmental Studies (PA&ED) Design Engineering (PS&E) R/W Activities/Acquisition Construction Procurement (e.g. rolling stock) Operations Yes/No No No No No Yes No No Cost for Current Request/Phase Prop K - Current Total Cost Request $500,000 $1,000,000 $8,400,000 $9,900,000 COST SUMMARY BY PHASE - ENTIRE PROJECT Show total cost for ALL project phases based on best available information. Planning/Conceptual Engineering Environmental Studies (PA&ED) Design Engineering (PS&E) R/W Activities/Acquisition Construction Procurement (e.g. rolling stock) Operations Total: Total Cost $500,000 $1,000,000 $8,400,000 $9,900,000 Source of Cost Estimate Actual Cost CER Estimate CER Estimate Sources include: CER; EIR/EIS; 30% Design; 65% Design; Actual, etc. Expected Useful Life: 25 Years Enter expected useful life of completed capital project (e.g., use audit number). P:\Prop K\FY0607\ARF final\mta MUNI Overhead 33 Stan 22Fill.xls, 3-Cost Form v Page 4 of 13

8 MAJOR LINE ITEM BUDGET 1. Provide a major line item budget, with subtotals by phase. More detail is required the farther along the project is in the development phase. 2. Requests for project development should include preliminary estimates for later phases such as construction. 3. Support costs and contingencies should be called out in each phase, as appropriate. 4. For work to be performed by agency staff rather than consultants, provide base rate, overhead multiplier, and fully burdened rates by position with FTE (full-time equivalent) ratio. A sample format is provided below. Category Budget Conceptual Engineering Project Management $40,000 Engineering Services $450,000 DPT Services $10,000 Total $500,000 Detail Design Phase Muni Project Management/ Planning $130,000 Muni Engineering Staff Support $670,000 Other Depts $150,000 Contingency $50,000 Total $1,000,000 Construction Phase Muni Construction Support and Project Management $1,000, % Construction Contract 1 $6,800,000 DPT Services 2 $100,000 Contingency 3 $500, % Total $8,400,000 SubTotal $9,900,000 Notes: 1.) Construction estimate is from the CER and includes $1.7 M in contingency. The MTA will develop a revised estimate as part of completion of final design. See special conditions. 2.) See FTE budget for further detail and see special conditions. 3.) This contingency is above and beyond that included in the construction contract estimate (see Note 1 above). MTA staff indicates that some of this contingency may be redirected toward provision of substitute bus service, which was not included in the original cost estimate. P:\Prop K\FY0607\ARF final\mta MUNI Overhead 33 Stan 22Fill.xls, 4-Major Line Item Budget Form v Page 5 of 13

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10 FTE Budget Construction Phase: MTA-Muni Support and Project Management Classification Unburdened Hourly Salary Overhead Multiplier Fully Burdened Hourly Salary Number of Hours Total Cost Transit Planner $ $ $31, Project Manager $ $ $124, Associate Engineer $ $ $242, Senior Engineer $ $ $35, Principal Engineer $ $ $34, Engineer $ $ $62, Assistant Engineer $ $ $286, Executive Secretary I $ $ $31, Civil Engineer Assistant I $ $ $106, Civil Engineer Associate I $ $ $43, Total $998, Authority Notes - MTA-DPT Services MTA-DPT labor detail similar to that provided for MTA-MUNI staff will be required as a special condition linked to release of funds for this budget line item. Estimate of MTA-DPT Services Provided at the Beginning of the CER Phase: Traffic Engineering $35,000 Paint Section $10,000 Sign Section $10,000 Signals Section $10,000 Subtotal: $65,000 Contingency: $35,000 54% Total: $100,000 P:\Prop K\FY0607\ARF final\mta MUNI Overhead 33 Stan 22Fill.xls Page 7 of 13

11 FY 2006/07 Project Name: Implementing Agency: Overhead Rehab: Stanyan, 22 Fillmore San Francisco Municipal Railway FUNDING PLAN - FOR CURRENT PROP K REQUEST Prop K Funds Requested: 5-Year Prioritization Program Amount: $4,782,000 (enter if appropriate) Strategic Plan Amount for Requested FY: $16,620,953 If the amount requested is inconsistent (e.g., greather than) with the Strategic Plan amount or the 5-Year Prioritization Program, provide a justification in the space below. 5YPP amount is for the Overhead Rehabilitation Program and includes $1,056,577 in unallocated funds from FY 2005/06 and $3,725,423 in FY 2006/07 funds. The Strategic Plan amount is the amount programmed for the MTA in the Transit Maintenance and Renovation - Guideways category in FY 2006/07 ($7,531,223) plus unallocated programming from FY 2005/06 ($9,089,730). Enter the funding plan for the phase or phases for which Prop K funds are currently being requested. Totals should match those shown on the Cost worksheet. Fund Source Prop K sales tax Federal 5307 Total: Planned Programmed Allocated $6,720,000 $6,720,000 Total $6,720,000 $8,400,000 Prop K Match % - Current Request: 20.00% $9,900,000 Total from Cost worksheet P:\Prop K\FY0607\ARF final\mta MUNI Overhead 33 Stan 22Fill.xls, 5-Funding Form v Page 8 of 13

12 Is Prop K providing local match funds for a state or federal grant? Yes Fund Source Section 5307 Amount $6,720,000 Required Local Match % $ 20.00% FUNDING PLAN - FOR ENTIRE PROJECT (ALL PHASES) Entire the funding plan for all phases (environmental studies through construction) of the project. This section may be left blank if the current request covers all project phases. Totals should match those shown on the Cost worksheet. Fund Source Prop K sales tax Section 5307 Total: Planned Programmed Prop K Match % - Entire Project: 18.99% $9,900,000 Total from Cost worksheet FISCAL YEAR CASH FLOW DISTRIBUTION FOR CURRENT PROP K REQUEST Allocated Total $200,000 $1,880,000 $8,020,000 $8,020,000 $8,220,000 $9,900,000 Use the table below to enter the expected rate at which you anticipate expending the requested Prop K funds. If this information is not consistent with the Strategic Plan, please explain in the text box below. Prop K Funds Requested: Sponsor Request - Prop K Cash Flow Fiscal Year FY 2006/07 FY 2007/08 FY 2008/09 Total: Amount Expended $200,000 $1,200,000 $280,000 % Expended Annually 12% 71% 17% 0% 0% Balance $1,480,000 $280,000 P:\Prop K\FY0607\ARF final\mta MUNI Overhead 33 Stan 22Fill.xls, 5-Funding Form v Page 9 of 13

13 AUTHORITY RECOMMENDATION This section is to be completed by Authority Staff. Last Updated: Resolution. No. Res. Date: Prop K Allocation Recommended: Amount Phase: Construction Total: Notes (e.g., supporting detail for multi-phase recommendations, special circumstances for multi-ep line item recommendations): Fiscal Year Cash Flow Distribution EP % Fiscal Year Maximum SP Assumed % Line Reimbursement Reimbursable Reimbursable 22 FY 2006/07 $200,000 12% 50% 22 FY 2007/08 $1,200,000 71% 50% 22 FY 2008/09 $280,000 17% 0% 0% 0% 0% 0% Total: If adjusting from Strategic Plan assumptions, provide detail: Balance $1,480,000 $280,000 Fiscal Year Cash Flow Distribution by Phase EP Maximum Cumulative % Line Fiscal Year Phase Reimbursement Reimbursable Balance 22 FY 2006/07 Construction $200,000 12% $1,480, FY 2007/08 Construction $1,200,000 83% $280, FY 2008/09 Construction $280, % 100% 100% Total: Prop K Fund Expiration Date: 12/31/2008 Future Commitment to Allocate: Amount Fiscal Year Phase: Allocation trigger: P:\Prop K\FY0607\ARF final\mta MUNI Overhead 33 Stan 22Fill.xls, 6-Authority Rec Form v Page 10 of 13

14 AUTHORITY RECOMMENDATION This section is to be completed by Authority Staff. Last Updated: Resolution. No. Res. Date: Deliverables: digital photos of completed project. 2. Special Conditions: 1. Within 2 weeks of issuing the Notice to Proceed, expected November 2006, the MTA will submit a revised construction budget specifically updating the amount of the construction contract, calling out any contingency, and the $500,000 contingency shown in the major line item budget Notes: 1. Need more up to date construction cost estimates. This ARF includes the Conceputal Engineering Report (CER) construction cost estimate. Detailed design is expected to be done in July 2007, so updated cost information should be available. 2. MTA is seeking an outside contractor to audit its recently increased overhead rate. Once we review the audit results, we will be able to determine what proportion of the overhead is eligible for Prop K reimbursement. Until this work is complete, which may take as long as six months, we will only reimburse overhead on DPT labor at the prior 2.17 rate rather than the new 2.89 rate. By , the MTA must submit a detailed MTA-DPT labor budget similar to that already provided for MTA-MUNI staff. Prior to receipt of this deliverable, the MTA will only be able to request reimbursement of Prop K funds for up to $20,000 worth of MTA-DPT services. Note to Special Condition #3: The first $20K would allow MTA-DPT staff budget to review the contractor's plans and develop a detailed scope of work and budget for MTA-DPT services needed to support the overhead project. P:\Prop K\FY0607\ARF final\mta MUNI Overhead 33 Stan 22Fill.xls, 6-Authority Rec Form v Page 11 of 13

15 Map showing area of Overhead Contact System that will be reconstructed. P:\Prop K\FY0607\ARF final\mta MUNI Overhead 33 Stan 22Fill.xls Page 12 of 13

16 FY of Allocation Action: 2006/07 Current Request: Project Name: Implementing Agency: Overhead Rehab: Stanyan, 22 Fillmore San Francisco Municipal Railway Signatures By signing below, we the undersigned verify that: 1) sales tax revenues shall be used to supplement and under no circumstance replace existing local revenues used for transportation purposes and 2) the requested sales tax funds will not be used to cover expenses incurred prior to Authority Board approval of the allocation. Project Manager Name (typed): Fariba Mahmoudi Title: Project Manager Phone: (415) Fax: (415) fariba.mahmoudi@sfmta.com Grants Section Contact Monique Webster Capital Grants Manager (415) (415) monique.webster@sfmta.com Address: 1 South Van Ness Ave., 3rd Floor, San Francisco, South Van Ness Ave., 7th Floor, San Francisco, Please sign in blue ink. Signature: Date: P:\Prop K\FY0607\ARF final\mta MUNI Overhead 33 Stan 22Fill.xls, 8-Signatures Form v Page 13 of 13

17 Attachment 2. Prop K FY 2006/07 Capital Budget. Cash Flow Distribution EP # Sponsor Project Name Total FY 2006/07 FY 2007/08 FY 2008/09 Notes TRANSIT 18 MTA (MUNI) Trolleybus wheelchair lift O&M 533, , MTA (MUNI) F-line historic streetcar O&M 1,084,000 1,084, MTA (MUNI) MUNI MMX O&M 3,497,000 3,497,000 22M MTA (MUNI) Capital Planning and Grants 390, ,000 22M MTA (MUNI) Overhead Rehab: Stanyan, 22 Fillmore 1,680, ,000 1,200, ,000 Transit Subtotal: 5,504,000 5,504, PARATRANSIT 23 MTA (MUNI) Paratransit 9,670,000 9,670,000 Paratransit Subtotal: 9,670,000 9,670, STREETS AND TRAFFIC SAFETY 31 MTA (DPT) New Traffic Signals - Contract 57 1,380, , , , MTA (DPT) New Traffic Signals - Contract , , , MTA (DPT) Oak and Fell Streets ITMS Deployment - Part 2 1,135, , , MTA (DPT) 19th Avenue Signal Upgrades, Phase I 200, , MTA (DPT) Raised Pavement Markers 75,000 25,000 12,500 37, DPW Street Repair and Cleaning Equipment 669, , , DPW Embarcadero Roadway O&M 437, , DPW Public Sidewalk Repair 509, , DPW Curb Ramps 644,000 25, , DPW Tree Planting and Maintenance 894, ,000 Streets and Traffic Safety Subtotal: 6,316,510 3,662,095 2,340, ,500 TSM/STRATEGIC INITIATIVES 43 DOE Clean Air Program 120, ,000 TSM/Strategic Initiatives Subtotal: 120, , TOTAL 21,610,510 18,956,095 2,340, ,500 Shaded lines indicate current allocations Capital Budget FY 0607.xls July Capital Budget - 1 Page 1 of 2

18 Attachment 3. Prop K Cash Flow Distribution Summary Table (year-to-date plus recommended) Cash Flow Distribution Total FY 2006/07 FY 2007/08 FY 2008/09 Prior Allocations 21,610,510 18,956,095 2,340, ,500 Current Request(s) 1,680, ,000 1,200, ,000 New Total Allocations 23,290,510 19,156,095 3,540, ,500 Capital Budget FY 0607.xls July CF Summary - 1