HomeMy WebLinkAboutPW Caltrans Maintenance Agreement____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: July 6, 2020
Disposition: Resolution 14837
Agenda Item No: 4.h
Meeting Date: July 6, 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 FIRST AMENDMENT TO THE PROJECT SPECIFIC
MAINTENANCE AGREEMENT WITH THE STATE OF CALIFORNIA
DEPARTMENT OF TRANSPORTATION (CALTRANS) FOR MAINTENANCE
OF PORTIONS OF LUCAS VALLEY ROAD AND SMITH RANCH ROAD
WITHIN STATE RIGHT-OF-WAY
RECOMMENDATION: Adopt a resolution approving and authorizing the City Manager to
execute an amendment to the Project Specific Maintenance Agreement (Maintenance
Agreement) with the State of California Department of Transportation (Caltrans) for
maintenance of portions of Lucas Valley Road and Smith Ranch Road within State right-of-way.
BACKGROUND: State of California right-of-way provides public access to the freeway system
through local streets. However, Caltrans typically does not maintain these local streets and the
responsibility for their maintenance is borne by local municipalities. On November 18, 2019, the
City Council adopted Resolution No. 14740 authorizing the City Manager to execute a
Maintenance Agreement with Caltrans for maintenance of portions of Lucas Valley Road and
Smith Ranch Road. Caltrans required the City to enter into the Maintenance Agreement prior to
issuing encroachment permits to both the City and Kaiser Permanente. Additionally, Kaiser
Permanente (Kaiser) has proposed to resurface Lucas Valley Road from Los Gamos Drive to
Highway 101; the City will resurface Lucas Valley Road from Highway 101 to the intersection of
Smith Ranch Road and Redwood Highway.
On February 20, 2020, the Maintenance Agreement was fully executed, incorporating Kaiser’s
off-site roadway improvements on Lucas Valley Road as part of their Medical Office Building
project located at 1650 Los Gamos Drive. Kaiser will also install a new traffic signal at the
intersection of Lucas Valley Road at Los Gamos Drive, which is a nexus point for right-of-way
between the City of San Rafael, County of Marin, and Caltrans.
ANALYSIS: Following discussions between the City, County, and Caltrans, the City agreed to
accept maintenance responsibilities for the new traffic signal to be installed by Kaiser. On May
20, 2019 the City Council adopted Resolution No. 14672 authorizing the City Manager to
execute a maintenance agreement with the County of Marin for maintenance of the proposed
traffic signal at the intersection of Lucas Valley Road at Los Gamos Drive. In March 2020,
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Caltrans notified the City that the executed Maintenance Agreement inadvertently omitted a
clause clearly identifying the City as the responsible party for maintaining the new traffic signal.
The attached Amendment to the Maintenance Agreement proposes to incorporate this specific
clause.
FISCAL IMPACT: There is no fiscal impact associated with this item.
OPTIONS: The City Council has the following options to consider relating to this matter:
1. Adopt a resolution approving and authorizing the City Manager to execute an
amendment to the Project Specific Maintenance Agreement with the State of California
for maintenance of roadway features on Lucas Valley/Smith Ranch Roads.
2. Do not adopt a resolution and provide further direction to staff.
ATTACHMENT:
1. Resolution
2. Amendment No. 1 to the Project Specific Maintenance Agreement
Page 1 of 2
RESOLUTION NO. 14837
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING AND
AUTHORIZING THE CITY MANAGER TO EXECUTE A FIRST AMENDMENT TO THE
PROJECT SPECIFIC MAINTENANCE AGREEMENT WITH THE STATE OF CALIFORNIA
DEPARTMENT OF TRANSPORTATION (CALTRANS) FOR MAINTENANCE OF PORTIONS
OF LUCAS VALLEY ROAD AND SMITH RANCH ROAD WITHIN STATE RIGHT-OF-WAY
WHEREAS, Caltrans as the State Department of Transportation generally does not
maintain local city streets within State right-of-way; and
WHEREAS, portions of local streets Lucas Valley Road and Smith Ranch Road
within State right-of-way will be improved with new roadway features requiring
maintenance; and
WHEREAS, Kaiser Permanente proposes to convert the existing general office
building at 1650 Los Gamos Drive to a Medical Office Building requiring the installation of
roadway features, including curbs, gutters, sidewalks, asphalt pavement, and striping,
some of which will be located within State right-of-way; and
WHEREAS, the City of San Rafael proposes to resurface Lucas Valley and Smith
Ranch Roads with new asphalt, curb ramps and other improvements; and
WHEREAS, Caltrans is requiring the City to maintain those roadway infrastructure
elements as more fully described in the Project Specific Maintenance Agreement
approved by the City Council on November 18, 2019; and
WHEREAS, the State proposes to amend the Project Specific Maintenance
Agreement to clarify that the City is the responsible party for maintaining the proposed
traffic signal at the intersection of Lucas Valley Road at Los Gamos Drive;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
RESOLVES as follows:
1. The Council hereby approves and authorizes the City Manager to execute a
First Amendment to the Project Specific Maintenance Agreement with the
State of California Department of Transportation for maintenance of portions
of Lucas Valley Road and Smith Ranch Road within State right-of-way, in
the form included in the staff report for this resolution, subject to final
approval as to form by the City Attorney.
Page 2 of 2
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 Council of
said City on the 6th day of July, 2020, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
LINDSAY LARA, City Clerk
Amendment No. 1
04-MRN-101-PM14.7 City of San Rafael
Lucas Valley Road Interchange
AMENDMENT NUMBER 1 TO
PROJECT SPECIFIC MAINTENANCE AGREEMENT
WITH THE CITY OF SAN RAFAEL
This Amendment ("AMENDMENT No. I") is dated </ 11tl/S , 20o%nd is
made to the Project Specific Maintenance Agreement with City of San Rafael dated
February 20, 2020 ("AGREEMENT"), and entered into by and between The State of
California, acting by and through the Department of Transportation, hereinafter referred to
as ("STATE"), and City of San Rafael, a municipal corporation, hereinafter referred to as
("CITY"), acting by and through its Mayor. CITY and STATE together are hereafter
referred as ("PARTIES").
RECITALS:
WHEREAS, the traffic signal will be installed on Lucas Valley Road at Los Gamos
Drive;
WHEREAS, the purpose of this AMENDMENT is to assign and expand the
maintenance responsibilities of Lucas Valley Road and Los Gamos Drive Improvements;
WHEREAS, the parties hereto now desire to amend AGREEMENT as provided
herein.
IT IS THEREFORE MUTUALLY AGREED:
Existing Articles: 9 through 14 of AGREEMENT is hereby amended by renumbering the
existing text as 10, 10. 1, 10.2, 10.3, 11, 1 1.1, 1 1.2, 12, 12.1, 13, 14, 15, respectively.
2. New Article 9 is hereby added to and made a part of AGREEMENT to read as follows:
"9. ELECTRICALLY OPERATED TRAFFIC CONTROL DEVICES -
CITY will be solely responsible for installation, operation, maintenance, repairs,
replacement and energy costs of safety lighting, cameras, pedestrian and vehicle traffic
signals or other necessary electrically operated traffic control devices placed at the
intersection of Lucas Valley Road and Los Gamos Drive within the STATE right of way.
3. All other terms and conditions of AGREEMENT shall remain in full force and effect.
4. AMENDMENT No. 1 is hereby deemed to be included and is made a part of
AGREEMENT.
Amendment No. 1
04-MRN-101-PM14.7 City of San Rafael
Lucas Valley Road Interchange
IN WITNESS WHEREOF, PARTIES hereto have set their hands and seals the day and year
first above written.
THE CITY OF SAN RAFAEL
IN
AIZY O. VHILLIPS, Mayor
Initiated and Approved:
`)
By:
JI CHUTZ, 0anager
ATTEST:
By: t AIV64i�j
nr LINDSAY LARA, City Clerk
By: _ Lt�.
0AlUL,_
-,ROBERT F. EPSTEIN, C y Attorney
STATE OF CALIFORNIA
DEPARTMENT OF TRANSPORTATON
TOKS OMISHAKIN
Director of Transportation
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y: h�
DAVID AMB EHL Date
Deputy District Director
Maintenance