HomeMy WebLinkAboutPW Manuel T. Freitas - 101 North Ramps Roundabout____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: August 1, 2022
Disposition: Resolution 15112
Agenda Item No: 4.j
Meeting Date: August 1, 2022
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: April Miller,
Director of Public Works
City Manager Approval: __________
TOPIC: MANUEL T. FREITAS/101 NORTH RAMPS ROUNDABOUT
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO APPROVE AND
EXECUTE A COOPERATIVE AGREEMENT WITH CALTRANS TO
CONTRIBUTE FUNDS FOR PROFESSIONAL ENGINEERING SERVICES
ASSOCIATED WITH THE MANUEL T. FREITAS ROUNDABOUT PROJECT IN
AN AMOUNT NOT TO EXCEED $400,000
RECOMMENDATION: Staff recommends that the City Council adopt the Resolution authorizing
the City Manager to sign a Cooperative Agreement with Caltrans to contribute funds in an amount
of $400,000 for the Manuel T. Freitas Parkway and US 101 North intersection project.
BACKGROUND: The Caltrans-owned intersection of Manuel T. Freitas Parkway (Freitas
Parkway) and US 101 North ramp is currently uncontrolled. Northbound vehicles exiting from US
101 go straight through or turn right at the intersection without stopping. Vehicles from Freitas
Parkway either stay right to merge onto US 101 north or yield to on-coming vehicles before making
a left turn to the next intersection of Freitas Parkway/Redwood Highway/Civic Center Drive, where
Freitas is uncontrolled and Redwood Highway and Civic Center Drive are stop-controlled. The
intersections are non-standard and there is a history of collisions throughout the years. Further,
the intersections are challenging to navigate as a bicyclist or pedestrian. There is a bus stop for
Golden Gate transit routes at the on-ramp that is only accessible by stairs and a narrow sidewalk.
ANALYSIS: Caltrans is proposing improvements to the two intersections, including a new
roundabout and a relocated bus stop at the Freitas Parkway/Redwood Highway/Civic Center
Drive intersection that will include a refuge island for vehicles from Freitas waiting to merge. These
changes will improve traffic flow and make these busy intersections safer and more straight
forward for motorists, bicyclists, and pedestrians.
Caltrans has gone through a few iterations of design after receiving City and community
comments. Several of the community comments were focused on the bicycle and pedestrian
facility improvements that need to be carried through the project extents and provide a design for
future connections.
The current proposed design achieves the goals of better bicycle and pedestrian access through
the area, more refuge space for turning vehicles, and slows approaching vehicles that enter the
intersections.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
The proposed Cooperative Agreement would contribute funds for activities required for Caltrans
to deliver the plans, specifications, and estimate for the Project. The Agreement does not include
any funds contributing to construction capital or support or other services for the project. Caltrans
and the City are authorized to enter into a cooperative agreement for improvements to the State
Highway System (SHS) per the California Streets and Highways Code, Sections 114 and 130.
PUBLIC OUTREACH: Caltrans presented this project to City Council at the November 1, 2021
Council meeting. Public Works reviewed this project with the Bicycle and Pedestrian Advisory
Committee (BPAC) at the December 1, 2021 regular meeting and held a virtual community
meeting on March 9, 2022. The City has also maintained a webpage with relevant project material
and recorded meetings. The current design has been shared with key stakeholders and was
presented at a future BPAC meeting.
FISCAL IMPACT: The total project cost is expected to be around $3,300,000 for construction.
Caltrans has requested financial assistance from the City for a contribution of $400,000. This is
an eligible cost under both Traffic Mitigation Fund 246 and Gas Tax Fund 206. Staff would like to
assess other project activity specific to these funds and asks that Council approve appropriations
in the amount of $400,000 to be allocated amongst either or both funds.
ENVIRONMENTAL DETERMINATION: This action authorizes the City to enter into a
Cooperative Agreement that only contributes funds to Caltrans’ project and does not authorize
or approve the project. Caltrans is the sponsor and implementing agency for the project.
OPTIONS: The City Council has the following options to consider regarding this matter:
1. Adopt the resolution authorizing the City Manager to execute a Cooperative Agreement
with Caltrans (staff recommendation); or
2. Reject the resolution; or
3. Continue the matter and request additional information.
RECOMMENDED ACTION: Staff recommends that the City Council adopt the attached
Resolution authorizing the City Manager to execute the Cooperative Agreement with Caltrans in
the amount of $400,000.
ATTACHMENT:
1. Resolution
2. Draft Cooperative Agreement with Caltrans
RESOLUTION NO. 15112
A RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY
MANAGER TO APPROVE AND EXECUTE A COOPERATIVE AGREEMENT WITH
CALTRANS TO CONTRIBUTE FUNDS FOR PROFESSIONAL ENGINEERING SERVICES
ASSOCIATED WITH THE MANUEL T. FREITAS ROUNDABOUT PROJECT IN AN AMOUNT
NOT TO EXCEED $400,000
WHEREAS, the City desires to support Caltrans in their bus stop improvements at the
US 101 North ramps/Manuel T. Freitas Parkway and Manuel T. Freitas Parkway/Redwood
Highway/Civic Center Drive intersections; and
WHEREAS, the current configuration of the two intersections results in a high number of
collisions, confusion for motorists, and lacks bicycle and pedestrian connections through the
area; and
WHEREAS, the proposed configuration with the roundabout will slow vehicles through
the area, minimize confusion between conflicting movements, and provide bicycle and
pedestrian connections through the area; and
WHEREAS, Caltrans has requested financial assistance from the City for a contribution
of $400,000 for activities required for Caltrans to deliver the plans, specifications, and estimate
for the Project; and
WHEREAS, the City has adequate funds in Gas Tax (206) and Traffic Mitigation (246);
and
WHEREAS, Caltrans and the City are authorized to enter into a cooperative agreement
for improvements to the State Highway System (SHS) per the California Streets and Highways
Code, Sections 114 and 130.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
RESOLVES as follows:
The City Council hereby authorizes the City Manager to approve and execute a Cooperative
Agreement with Caltrans to contribute funds for pre-construction services associated with the
Manuel T. Freitas Roundabout project in the amount not to exceed $400,000, substantially in
the form attached to the Staff Report to the City Council for this matter, subject to final approval
as to form by the City Attorney.
I, LINDSAY LARA, 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 Council of
said City on Monday, the 1st day of August 2022, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Hill, Kertz & Mayor Kate
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Llorens Gulati
LINDSAY LARA, City Clerk
04-MRN-101-13.7
EA: 0K800
Project Number: 0416000141
Agreement 04 - 2892
Local Contribution Agreement 2012_08_06 Page 1 of 7
COOPERATIVE AGREEMENT
Local Contribution Only
This AGREEMENT, effective on __________________________, is between the State of
California, acting through its Department of Transportation, referred to as CALTRANS, and:
City of San Rafael, a body politic and municipal corporation or chartered city of the
State of California, referred to hereinafter as CITY.
RECITALS
1. PARTIES are authorized to enter into a cooperative agreement for improvements to
the State Highway System (SHS) per the California Streets and Highways Code,
Sections 114 and 130.
2. The term AGREEMENT, as used herein, includes this document and any associated
attachments, exhibits, and amendments.
3. For the purpose of this AGREEMENT, upgrading curb ramps, sidewalk, and other
facilities to make compliant with Americans with Disabilities Act (ADA) standards,
will be referred to hereinafter as PROJECT. This description only serves to identify
the PROJECT. The project scope of work is defined in the appropriate authorizing
documents per the Project Development Procedures Manual.
4. CITY will contribute an amount of $400,000 to the PROJECT. Contributed funds will
be used for the PROJECT.
5. PARTIES agree that funds will be contributed to the following PROJECT
COMPONENTS:
o PS&E
6. PARTIES hereby set forth the terms, covenants, and conditions for CITY's
contribution toward the PROJECT.
Agreement 04 – 2892
Project Number: 0416000141
Local Contribution Agreement 2012_08_06 (created 06/28/22) Page 2 of 7
ROLES AND RESPONSIBILITIES
7. CALTRANS is the SPONSOR and IMPLEMENTING AGENCY for the PROJECT.
8. CITY is a FUNDING PARTY contributing a fixed amount toward the PROJECT as
shown in the FUNDING TABLE.
9. CALTRANS is responsible for completing all work for the PROJECT.
GENERAL CONDITIONS
10. All portions of this AGREEMENT, including the Recitals Section, are enforceable.
11. All obligations of CALTRANS under the terms of this AGREEMENT are subject to
the appropriation of resources by the Legislature, the State Budget Act authority, and
the allocation of funds by the California Transportation Commission.
12. The cost of any engineering support performed by CALTRANS includes all direct
and applicable indirect costs. CALTRANS calculates indirect costs based solely on
the type of funds used to pay support costs. State and federal funds administered by
CALTRANS are subject to the current Program Functional Rate. All other funds are
subject to the current Program Functional Rate and the current Administration Rate.
The Program Functional Rate and Administration Rate are adjusted periodically.
In accordance with California Senate Bill 848, the Administration Rate is capped at
10 percent until January 1, 2023, for Self-Help Counties with a countywide sales tax
measure dedicated to transportation improvements.
13. Neither CITY nor any officer or employee thereof is responsible for any injury,
damage or liability occurring by reason of anything done or omitted to be done by
CALTRANS, its contractors, sub-contractors, and/or its agents under or in connection
with any work, authority, or jurisdiction conferred upon CALTRANS under this
AGREEMENT. It is understood and agreed that CALTRANS, to the extent
permitted by law, will defend, indemnify, and save harmless CITY and all of its
officers and employees from all claims, suits, or actions of every name, kind, and
description brought forth under, but not limited to, tortious, contractual, inverse
condemnation, or other theories and assertions of liability occurring by reason of
anything done or omitted to be done by CALTRANS, its contractors, sub-contractors,
and/or its agents under this AGREEMENT.
14. This AGREEMENT is intended to be PARTIES’ final expression and supersedes any
oral understanding or writings pertaining to PROJECT.
Agreement 04 – 2892
Project Number: 0416000141
Local Contribution Agreement 2012_08_06 (created 06/28/22) Page 3 of 7
INVOICE AND PAYMENT
15. CITY will contribute the funds listed below:
FUNDING TABLE
Fund
Source
Fund
Type
Project
Component Amount
LOCAL Local PS&E $400,000
Total Funds $400,000
16. CALTRANS will invoice CITY for a $40,000 initial deposit after execution of this
AGREEMENT and forty-five (45) working days prior to the commencement of
PS&E expenditures. This deposit represents two months of estimated support costs or
one month of estimated capital costs.
17. Thereafter, CALTRANS will submit to CITY monthly invoices for the prior month's
expenditures.
18. CITY will pay the invoiced amount within forty-five (45) calendar days of receipt of
the invoice unless CITY is paying with Electronic Funds Transfer (EFT). When
paying with EFT, CITY will pay the invoiced amount within five (5) calendar days of
receipt of the invoice.
19. If CITY has received Electronic Funds Transfer (EFT) certification from
CALTRANS then CITY will use the EFT mechanism and follow all EFT procedures
to pay all invoices issued from CALTRANS.
20. PARTIES agree to sign a CLOSURE STATEMENT to terminate this
AGREEMENT. However, all indemnification articles will remain in effect until
terminated or modified in writing by mutual agreement.
Agreement 04 – 2892
Project Number: 0416000141
Local Contribution Agreement 2012_08_06 (created 06/28/22) Page 4 of 7
DEFINITIONS
CLOSURE STATEMENT – A document signed by PARTIES that verifies the completion
of all obligations included in this AGREEMENT and in all amendments to this
AGREEMENT.
FUNDING PARTY – A PARTY who commits a defined dollar amount to the PROJECT.
IMPLEMENTING AGENCY – The party responsible for managing the scope, cost, and
schedule of a project component to ensure the completion of that component.
PARTY – An individual signatory agency in this AGREEMENT.
PARTIES – The term that collectively references all of the signatory agencies to this
AGREEMENT.
SPONSOR – The PARTY that accepts the obligation to secure financial resources to fully
fund PROJECT. This includes any additional funds beyond those committed in this
AGREEMENT necessary to complete the full scope of PROJECT.
PROJECT COMPONENT – A distinct portion of the planning and project development
process of a capital project as outlined in California Government Code, Section 14529(b).
• PID (Project Initiation Document) – The activities required to deliver the
project initiation document for the PROJECT.
• PA&ED (Project Approval and Environmental Document) – The activities
required to deliver the project approval and environmental documentation for the
PROJECT.
• PS&E (Plans, Specifications, and Estimate) – The activities required to deliver
the plans, specifications, and estimate for the PROJECT.
• R/W (Right of Way) SUPPORT –The activities required to obtain all property
interests for the PROJECT.
• R/W (Right of Way) CAPITAL – The funds for acquisition of property rights
for the PROJECT.
Agreement 04 – 2892
Project Number: 0416000141
Local Contribution Agreement 2012_08_06 (created 06/28/22) Page 5 of 7
• CONSTRUCTION SUPPORT – The activities required for the administration,
acceptance, and final documentation of the construction contract for the
PROJECT.
• CONSTRUCTION CAPITAL – The construction contract funds for the
PROJECT.
Agreement 04 – 2892
Project Number: 0416000141
Local Contribution Agreement 2012_08_06 (created 06/28/22) Page 6 of 7
CONTACT INFORMATION
The information provided below indicates the primary contact information for each PARTY to
this AGREEMENT. PARTIES will notify each other in writing of any personnel or location
changes. Contact information changes do not require an amendment to this AGREEMENT.
The primary AGREEMENT contact person for CALTRANS is:
Prakash Sivagnanasundaram, Project Manager
111 Grand Ave
Oakland, CA 94612
Mobile Phone: (510) 715-8693
Email: prakash.sivagnanasundaram
The primary AGREEMENT contact person for CITY is:
April Miller, Public Works Director
111 Morphew Street
San Rafael, CA 94901
Office Phone: (415) 485-3409
Email: april.miller@cityofsanrafael.org
Agreement 04 – 2892
Project Number: 0416000141
Local Contribution Agreement 2012_08_06 (created 06/28/22) Page 7 of 7
SIGNATURES
PARTIES are authorized to enter into this AGREEMENT and have delegated to the
undersigned the authority to execute this AGREEMENT on behalf of the respective agencies
and hereby covenants to have followed all the necessary legal requirements to validly
execute this AGREEMENT. By signing below, the PARTIES each expressly agree to
execute this AGREEMENT electronically.
The PARTIES acknowledge that executed copies of this AGREEMENT may be exchanged
by facsimile or email and that such copies shall be deemed to be effective as originals.
STATE OF CALIFORNIA
DEPARTMENT OF TRANSPORTATION
Helena (Lenka) Culik-Caro
Deputy District Director, Design
Verification of funds and authority:
Jeffrey Kuehnel
District Budget Manager
Certified as to financial terms and policies:
Nadine Karavan
HQ Accounting Supervisor
CITY OF SAN RAFAEL
Jim Schutz
City Manager
Attest:
Lindsay Lara
City Clerk
Approved as to form and procedure:
Rob Epstein
City Attorney
Agreement 04 – 2892
Project Number: 0416000141
Local Contribution Agreement 2012_08_06
