HomeMy WebLinkAboutPW Caltrans Maintenance Agreement____________________________________________________________________________________
FOR CITY CLERK ONLY
File No.: 4-1-767
Council Meeting: 02/03/2020
Disposition: Resolution 14761
Agenda Item No: 5.c
Meeting Date: February 3, 2020
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Bill Guerin,
Director of Public Works
City Manager Approval: __________
TOPIC: CALTRANS MAINTENANCE AGREEMENT
SUBJECT: RESOLUTION APPROVING AND AUTHORIZING THE CITY MANAGER TO
EXECUTE A PROJECT SPECIFIC MAINTENANCE AGREEMENT WITH THE
STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION
(CALTRANS) FOR MAINTENANCE OF PORTIONS OF FRANCISCO
BOULEVARD EAST WITHIN STATE RIGHT-OF-WAY
RECOMMENDATION: Adopt the resolution.
BACKGROUND: In October 2016, Caltrans and the Bay Area Toll Authority (BATA) entered
into an agreement for the installation of a bicycle and pedestrian pathway along Francisco
Boulevard East from the I-580 westbound off-ramp at San Quentin to the intersection of Grange
Avenue. This pathway will connect the recently completed bicycle pathway located on the upper
deck of the Richmond-San Rafael Bridge to the Starkweather Park shoreline path. With Phase 1
construction of the Francisco Boulevard East pathway nearly complete, Caltrans desires to
define roles and responsibilities for the maintenance of the pathway as well as maintenance of
the City roadway that will partially be constructed within State right-of-way.
While local streets are built within State right-of-way to allow public access to the freeway
system, Caltrans typically does not maintain these streets. Maintenance roles and
responsibilities are therefore transferred to local municipalities utilizing maintenance
agreements. The portion of Francisco Boulevard East within Caltrans right-of-way requires such
a maintenance agreement, in this case a Project Specific Maintenance Agreement (PSMA).
ANALYSIS: City maintenance responsibilities for roadway improvements on Francisco
Boulevard East will include the roadway, curbs, sidewalks, drainage facilities, street lighting,
landscaping, and debris removal, among other minor work (Attachment 2). Caltrans will retain
responsibility for maintenance of the freeway itself.
FISCAL IMPACT: Routine maintenance items, such as cleaning of storm drain basins or graffiti
removal, can be performed in-house by Public Works staff at minimal to no additional expense.
Other maintenance expenses associated with the proposed PSMA will vary from year to year,
depending on the nature of the work to be performed. It is anticipated that most of these
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
expenses associated with the PSMA will be paid for from Gas Tax Funds (fund no. 206), unless
other grant funding becomes available.
OPTIONS: The City Council has the following options to consider relating to this matter:
1. Adopt a resolution authorizing the City Manager to execute a Project Specific
Maintenance Agreement with the State of California for maintenance of roadway
features on portions of Francisco Boulevard East.
2. Do not adopt a resolution and provide further direction to staff.
RECOMMENDED ACTION: Adopt the resolution.
ATTACHMENT:
1. Resolution
2. Project Specific Maintenance Agreement relating to Francisco Boulevard East with
Exhibit A
Page 1 of 2
RESOLUTION NO. 14761
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING AND
AUTHORIZING THE CITY MANAGER TO EXECUTE A PROJECT SPECIFIC MAINTENANCE
AGREEMENT WITH THE STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION
(CALTRANS) FOR MAINTENANCE OF PORTIONS OF FRANCISCO BOULEVARD EAST
WITHIN STATE RIGHT-OF-WAY
WHEREAS, the California Department of Transportation (“Caltrans”), generally does
not maintain local city streets within State right-of-way; and
WHEREAS, portions of local street Francisco Boulevard East within State right-of-
way will be improved with new roadway features requiring maintenance; and
WHEREAS, Caltrans is requiring the City of San Rafael to maintain those roadway
infrastructure elements as more fully described in the proposed Project Specific
Maintenance Agreement attached to the Staff Report to the City Council for this resolution;
and
WHEREAS, the City and Caltrans agree that the City will perform maintenance as
described in the Project Specific Maintenance Agreement;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
RESOLVES as follows:
1. The City Council hereby approves and authorizes the City Manager to
execute the Project Specific Maintenance Agreement with the State of
California Department of Transportation for maintenance of portions of
Francisco Boulevard East within State right-of-way, subject to final approval
as to form by the City Attorney.
2. The Director of Public Works is hereby authorized to take any and all such
actions and make changes as may be necessary to accomplish the purpose
of this resolution.
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 City
Council of said City on the 3rd day of February 2020, by the following vote, to wit:
Page 2 of 2
AYES: COUNCILMEMBERS: Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS: Bushey
______________
LINDSAY LARA, City Clerk
To:
State of California
DEPARTMENT OF TRANSPORTATION
Memorandum
HUNTER YOUNG
ASSISTANT PUBLIC WORKS DIRECTOR
CITY ENGINEER
California State Transportation Agenc y
Making Conservation
a California Way of Life
Date: January 2, 2020
File: 04-MRN-580-PM 2.7-3
From: WADDAH AL-ZIREENI
District Branch Chief
Office of Maintenance Services
subJect: MAINTENANCE AGREEMENT
Attached are four (4) copies of the Project Specific Maintenance Agreement
within State Highway Right of Way on Route 580 within the City of San Ra fael.
.Please return the following to our office:
a. Three copies of each agreement with .original signatures and City's seal
affixed.
b . An original or certified copy of the City's resolution approving the
agreement and authorizing its execution.
After signature by the appropriate State official, you will be sent a fully executed
original agreement.
If you have any questions, please call me at (510) 286-4443.
Sincerely,
?J .~os<:
Wad~~
District Branch Chief
Office of Maintenance Services
Attac hment: 4 copies of PSMA
"Provide a safe, sus tainable, integrated and e fficient transpo rt ation sys tem to enhance Californ ia's economy and livability"
04/MRN/580/PM2.7-3
PROJECT SPECIFIC MAINTENANCE AGREEMENT
WITH CITY OF SAN RAFAEL
THIS AGREEMENT is made effective this __ day of _____ , 20_, by and
between the State of California, acting by and through the Department of
Transportation, hereinafter referred to as "STATE" and the City of San Rafael;
hereinafter referred to as "CITY" and collectively referred to as "PARTIES".
SECTION I
RECITALS
1. WHEREAS, Bay Area Toll Authority, referred to as "BATA"," will construct a
bicycle and pedestrian path,, herein referred to as "PATH," and other related
facilities, herein referred individually as "FACILITY" and collectively as the
"FACILITIES"," in accordance with Agreement 04-2633 dated October 26,
2016 between STATE and BATA along State Route (SR) 580, hereinafter
referred to as "PROJECT", and
2. WHEREAS, the FACILITIES, are located within CITY limits, and partly within
STATE's right of way, along Francisco Boulevard East. The limits of the
FACILITIES encroachment into STATE right of way are shown in Exhibit A
attached hereto and incorporated herein by reference; and
3. WHEREAS, in accordance with BATA's PROJECT negotiations, it was agreed
by PARTIES that prior to or upon PROJECT completion, CITY and STATE will
enter into a Maintenance Agreement, and
4. WHEREAS, the PARTIES hereto mutually desire to identify the maintenance
responsibilities for improvements of PROJECT constructed under the
Cooperative Agreement Number 04-2633, and
5. WHEREAS there is an existing Freeway Maintenance Agreement(s), this
agreement is not meant to replace or supersede the earlier agreement(s).
NOW THEREFORE, IT IS AGREED AS FOLLOWS:
SECTION II
AGREEMENT
6. The degree or extent of maintenance work to be performed, and the
standards therefore, shall be in accordance with the provisions of Section 27
04/MRN/580/PM2.7-3
of the Streets and Highways Code and the then current edition of the State
Maintenance Manual.
7. Exhibit A consists of plan drawings that delineate the areas within STATE right
of way which are the responsibility of the CITY to maintain in accordance with
this Maintenance Agreement.
8. If there is mutual agreement on the change in the maintenance duties
between PARTIES, the PARTIES can revise the Exhibit A by a mutual written-
execution of the exhibit.
9. CITY must obtain the necessary Encroachment Permits from STATE's District 04
Encroachment Permit Office prior to entering STATE right of way to perform
CITY maintenance responsibilities. This permit will be issued at no cost to CITY.
10. CITY agrees to continue their control and maintenance of each of the
affected, relocated or reconstructed CITY streets as delineated on Exhibit A.
11. Except as otherwise agreed herein, STATE agrees to continue control and
maintenance of those portions adopted as a part of SR 580 Freeway proper
as delineated on Exhibit A.
12.CITY shall maintain, at CITY's expense, both PATH and FACILITY adjacent to
Francisco Boulevard East, as shown in Exhibit A.
13. CITY shall not, at any time, use or permit the any party to use FACILITIES in any
manner that will interfere with or impair the highway transportation use of
STATE's right of way.
14.Should CITY desire to improve FACILITIES within the STATE's right of way, CITY
shall first obtain the necessary Encroachment Permit from the STATE.
15. If there is mutual agreement on the change in the maintenance duties
between PARTIES, the PARTIES can revise Exhibit A by execution of a mutually-
agreed written amendment of this Agreement.
16.CITY and STATE agree to accept their respective operational and
maintenance responsibilities and related and respective associated costs
thereof; and, in the event that the jurisdictional boundaries change, the
PARTIES may amend this Agreement to reflect those changes prospectively.
17. Rights granted to CITY under this agreement are restricted to operational
maintenance duties pertaining to the licensed passage over the PATH by
pedestrians, pets, and bicyclists and FACILITY. Any other use or presence by
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04/MRN/580/PM2.7-3
CITY requires a separate encroachment permit issued by the STATE. No motor
driven vehicles shall be permitted on the PATH except those operated by
STATE and CITY, or contractor's working for CITY, to perform these described
maintenance duties.
18. In addition to the foregoing, the maintenance functions for CITY is responsible
for, at CITY's expense, are as follows:
18.1. PAVEMENT MAINTENANCE -CITY shall provide for PATH pavement
and curb repair and replacement, crack sealing, pothole patching,
pavement resurfacing, and emergency pavement maintenance as a
result of normal wear and tear and public use.
18.2. LITTER, DEBRIS AND GRAFFITI -CITY is responsible for maintaining the
FACILITIES within its jurisdiction, including those shown in Exhibit A, in a
condition free of litter, debris and graffiti. Litter, debris, and graffiti includes,
but is not limited to, all sand, paper, garbage, refuse, and other items
resulting from public access.
18.3. SIGNS -CITY shall be responsible for the maintenance of signage on
or immediately adjacent to PATH for the purpose of warning or regulating
PATH traffic, including roadside, flashing beacons, and advisory signs.
18.4. STRIPING AND PAVEMENT MARKINGS -CITY shall maintain all striping
and pavement markings required for the operation of FACILITIES, including
curb paint.
18.5. LIGHTING AND ELECTRICAL -CITY shall be responsible for the
maintenance, repair and replacement of damaged or malfunctioning
electrical installations required for public safety. CITY will maintain and pay
100% of maintenance and operations costs related to lighting and
electrical FACILITIES.
18.6. SAFETY DEVICES
repair, replacement
FACILITIES, including,
barricades.
-CITY shall be responsible for the maintenance,
and cleaning of safety devices located within
but not limited to gates, fences, and pedestrian
18.7. LANDSCAPING AND GARBAGE COLLECTION -CITY shall be responsible for
all landscaping, irrigation, and garbage collection services at FACILITIES. CITY
shall provide adequate scheduled routine maintenance necessary to
maintain a neat and attractive appearance and to prune shrubs, tree
plantings, and trees to control extraneous growth and ensure standard lines of
sight to signs and corner sight distances are always maintained for the safety
of the public. CITY shall furnish electricity for irrigation system controls, water,
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04/MRN/580/PM2.7-3
and fertilizer necessary to sustain healthy plant growth during the entire life of
this Agreement. CITY shall control weeds and repair and operate the irrigation
systems in a manner that prevents water from spraying parked and moving
automobiles, spraying pedestrians on public sidewalks/bike paths, or leaving
surface water that becomes a hazard to vehicular or pedestrian/bicyclist
travel.
18.8. DRAINAGE FACILITY -CITY shall maintain FACILITY in designated areas
shown in Exhibit A, at CITY expense; including but not limited to: concrete V
ditch, drainage inlets, vegetated swales, concrete collars, plastic pipes.
18.9. FENCING -STATE shall maintain fencing adjacent to STATE right of way line
at STATE's cost.
19. LEGAL RELATIONS AND RESPONSIBILITIES
19.1.Nothing within the provisions of this Agreement is intended to create
duties or obligations to or rights in third parties not parties to this Agreement
or to affect the legal liability of a PARTY to the Agreement by imposing any
standard of care with respect to the operation and maintenance of STATE
highways and local facilities different from the standard of care imposed
bylaw.
19.2.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, under or in connection with any work, authority or
jurisdiction conferred upon STATE under this Agreement. It is understood
and agreed that STATE shall fully defend, indemnify and save harmless CITY
and all of their officers and employees from all claims, suits or actions of
every name, kind and description brought forth under, including, but not
limited to, tortious, contractual, inverse condemnation or other theories or
assertions of liability occurring by reason of anything done or omitted to be
done by STATE under this Agreement.
19.3.Neither STATE 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 CITY under or in connection with any work, authority or
jurisdiction conferred upon CITY under this Agreement. It is understood and
agreed that CITY shall fully defend, indemnify and save harmless STATE and
all of its officers and employees from all claims, suits or actions of every
name, kind and description brought forth under, including section but not
limited to, tortious, contractual, inverse condemnation or other theories or
assertions of liability occurring by reason of anything done or omitted to be
done by CITY under this Agreement.
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04/MRN/580/PM2.7-3
20. PREVAILING WAGES:
20.1.Labor Code Compliance-If the work performed under this Agreement is
done under contract and falls within the Labor Code section 1720(a)(l)
definition of a "public works" in that it is construction, alteration, demolition,
installation, or repair; or maintenance work under Labor Code section
1771. CITY must conform to the provisions of Labor Code sections 1720
through 1815, and all applicable provisions of California Code of
Regulations found in Title 8, Chapter 8, Subchapter 3, Articles 1-7. CITY
agrees to include prevailing wage requirements in its contracts for public
works. Work performed by CITY'S own forces is exempt from the Labor
Code's Prevailing Wage requirements.
20.2.Reguirements in Subcontracts -CITY shall require its contractors to include
prevailing wage requirements in all subcontracts funded by this
Agreement when the work to be performed by the subcontractor is a
"public work" as defined in Labor Code Section 1720(a) ( 1) and Labor Code
Section 1771. Subcontracts shall include all prevailing wage requirements
set forth in CITY's contracts
21.SELF-INSURED -CITY is self insured. CITY agrees to deliver evidence of self-
insured coverage providing general liability insurance, coverage of bodily
injury liability and property damage liability, naming the STATE, its officers,
agents and employees as the additional insured in an amount of $1 million per
occurrence and $2 million in aggregate and $5 million in excess. Coverage
shall be evidenced by a certificate of insurance in a form satisfactory to the
STATE that shall be delivered to the STATE with a signed copy of this Agreement.
21.1.SELF-INSURED using Contractor -If the work performed on this Project is
done under contract CITY shall require its contractors to maintain in force,
during the term of this agreement, a policy of general liability insurance,
including coverage of bodily injury liability and property damage liability,
naming the STATE, its officers, agents and employees as the additional
insured in an amount of $1 million per occurrence and $2 million in
aggregate and $5 million in excess. Coverage shall be evidenced by a
certificate of insurance in a form satisfactory to the STATE that shall be
delivered to the STATE with a signed copy of this Agreement.
22.TERMINATION -This Agreement may be terminated by timely mutual written
consent by PARTIES, and CITY's failure to comply with the provisions of this
Agreement may be grounds for a Notice of Termination by STATE.
23. TERM OF AGREEMENT -This Agreement shall become effective on the date first
shown on its face sheet and shall remain in full force and effect until amended
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04/MRN/580/PM2.7-3
or terminated at any time upon mutual consent of the PARTIES or until
terminated by STATE for cause.
PARTIES are empowered by Streets and Highways Code Section 114 and 130 to
enter into this Agreement and have delegated to the undersigned the authority
to execute this Agreement on behalf of the respective agencies and covenants
to have followed all the necessary legal requirements to validly execute this
Agreement.
IN WITNESS WHEREOF, the PARTIES hereto have set their hands and seals the day
and year first above written.
THE CITY OF SAN RAFAEL
By: ________ _
GARY 0. PHILIPS,
Mayor
Initiated and Approved
By :-----------
JIM SCHUTZ,
City Manager
ATTEST:
By:----------
LINDSAY LARA
City Clerk
6
STATE OF CALIFORNIA
DEPARTMENT OF TRANSPORTATION
TOKS OMISHAKIN
Director of Transportation
By:-----------
DAVID AMBUEHL
Deputy District Director
Maintenance District
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