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Home My WebLink AboutPW Civic Center Drive Project1 i Agenda Item No: 4.e SAN RAFAEL THE CITY WITH A MISSION Meeting Date: June 5, 2017 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Bill Guerin, City Manager Approval: Director of Public Works File No.: 18.01.48 TOPIC: AGREEMENT WITH COUNTY OF MARIN REGARDING CIVIC CENTER DRIVE PROJECT SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE THE CIVIC CENTER DRIVE COOPERATIVE MAINTENANCE AGREEMENT BY AND BETWEEN THE CITY OF SAN RAFAEL AND THE COUNTY OF MARIN RECOMMENDATION: Adopt the attached resolution. BACKGROUND: In the summer/fall of 2016 the County of Marin initiated a project to make improvements along Civic Center Drive from the new Civic Center Rail Station, located under Highway 101, to just south of Peter Behr Drive. The improvements, which are now complete, include a reconfiguration of Civic Center Drive, installation of a roundabout at the entrance to the Marin Auditorium, new sidewalks, landscaping, lighting, and installation of a class II bike lane, as well as roadway improvements to enhance the entrance area to the Civic Center Campus. In undertaking this project to improve a street under the City of San Rafael's jurisdiction, the County agreed that it would have ongoing responsibility for maintenance of certain new improvements. City and County staff have now agreed upon a proposed Cooperative Maintenance Agreement setting forth each entity's obligations with respect to this portion of Civic Center Drive. (See Attachment A, Exhibit A) ANALYSIS: Cooperative Maintenance Agreement (Attachment A, Exhibit A): The improvements associated with the County's project on Civic Center Drive included additional landscaping and other improvements that would not normally be maintained by the City. For instance, the original plan proposed signage and landscaping within the roundabout island that would help to identify the Civic Center Campus. The proposed Cooperative Maintenance Agreement provides for the County to maintain these facilities within the road right-of-way. The roadway surface, curbs and gutters, along with curb ramps, which act to convey vehicle and bicycle traffic, will continue to be maintained by the City, while landscaping, sidewalks, lighting and other infrastructure not specifically needed for vehicle and pedestrian travel, will be maintained by the County of Marin. FOR CITY CLERK ONLY File No.: 4-13-139 Council Meeting: 06/05/2017 Disposition: Resolution 14335 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 FISCAL IMPACT: The City has not maintained any of the landscaping along Civic Center Drive. The existing medians and new infrastructure included for with the Civic Center Drive Improvement Project such as the landscaping within the roundabout median will be maintained by the County. Landscape watering meters are also registered to the County such that there is no fiscal impact to the City for adopting the Agreement for the maintenance of Civic Center Drive. OPTIONS: 1. Adopt the resolution as presented authorizing the City Manager to sign the Cooperative Maintenance Agreement with the County of Marin defining the maintenance responsibilities for roadway and related improvements on Civic Center Drive from the Civic Center Rail station to just south of Peter Behr Drive. 2. Do not adopt the resolution and direct staff regarding changes to the draft Agreement. ACTION REQUIRED: Adopt the resolution. ATTACHMENTS: A. Resolution Authorizing the City Manager to Execute the Civic Center Drive Cooperative Maintenance Agreement by and between the City of San Rafael and the County of Marin (with attached Exhibit A -Cooperative Maintenance Agreement) RESOLUTION NO. 14335 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE THE CIVIC CENTER DRIVE COOPERATIVE MAINTENANCE AGREEMENT BY AND BETWEEN THE CITY OF SAN RAFAEL AND THE COUNTY OF MARIN WHEREAS, the City of San Rafael and the County of Marin have worked cooperatively on the County's project to improve Civic Center Drive from the SMART station to the Civic Center campus with improvements including the construction of curb, gutter and sidewalk, class II bikeways, a class I multiuse pathway, a roundabout at Civic Center Drive and Peter Behr Drive/Memorial Drive, landscaping and irrigation, street and pathway lighting, traffic signal modifications, bicycle racks, decorative sidewalk paving, bus stops for Marin County Transit District including shelters and signage, roadway resurfacing, signage and striping (the "Project"); and WHEREAS, the right-of-way for Civic Center Drive is under the jurisdiction of the City of San Rafael and the County of Marin will fund the Project at no cost to the City; and WHEREAS, the City and the County desire to memorialize their agreement as to long- term maintenance responsibilities regarding the Project improvements. NOW, THEREFORE, BE IT RESOLVED that the San Rafael City Council hereby approves and authorizes the City Manager to execute, on behalf of the City of San Rafael, the "Civic Center Drive Cooperative Maintenance Agreement by and between the City of San Rafael and the County of Marin", attached hereto as Exhibit A and incorporated herein by reference, subject to final approval as to form by the City Attorney. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 5t' day of June, 2017 by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER C. BEIRNE, City Clerk File No.: 18.01.48 CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Department of Public Works Project Manager: Kevin McGowan Extension: 3389 Contractor Name: County of Marin Contractor's Contact: Patrick Zuroske Contact's Email: PZuroske@marincounty.org ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT CONTINUE ROUTING PROCESS WITH HARD COPY DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor N/A 1 Attorney with printed copy of this routing form Click here to 6 City Attorney b. Email contract (in Word) & attachments to City enter a date. Atty c/o Laraine.Gittens@cityofsanrafael.org 2 City Attorney a. Review, revise, and comment on draft agreement Click here to 8 City Manager/ Mayor and return to Project Manager enter a date. 9 City Clerk b. Confirm insurance requirements, create Job on N/A PINS, send PINS insurance notice to contractor 3 Project Manager Forward three (3) originals of final agreement to N/A j contractor for their signature 4 Project Manager When necessary, * contractor -signed agreement ❑ N/A agendized for Council approval *PSA > $20,000; or Purchase > $35,000; or Or Public Works Contract > $125,000 Date of Council approval 6/5/2017 PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 5 Project Manager Forward signed original agreements to City 6/12/17 1 Attorney with printed copy of this routing form 6 City Attorney Review and approve hard copy of signed 41131 agreement 7 City Attorney Review and approve insurance in PINS, and bonds (for Public Works Contracts) 8 City Manager/ Mayor Agreement executed by Council authorized official /� I 9 City Clerk Attest signatures, retains original agreement and �/ I forwards copies to Project Manager ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) 4 CITY COUNCIL AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # Date of Meeting: 6/5/2017 From: Bill Guerin Department: Public Works Date: 5/22/2017 Topic: AGREEMENT WITH COUNTY OF MARIN REGARDING CIVIC CENTER DRIVE PROJECT Subject: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE THE CIVIC CENTER DRIVE COOPERATIVE MAINTENANCE AGREEMENT BY AND BETWEEN THE CITY OF SAN RAFAEL AND THE COUNTY OF MAKIN Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: APPROVALS ® Finance Director Remarks: Van Bach -Approved 5/26/17 ® City Attorney Remarks: LG -Approved 5/25/17. ® Author, review and accept City Attorney / Finance changes Remarks: KM -approved 5/26/16 ® City Manager Remarks: