HomeMy WebLinkAboutItem 6e. Operations and Maintenance Agreement with Caltrans for LOVR and Calle Joaquin Traffic Signal Item 6e
Department: Public Works
Cost Center: 5010
For Agenda of: 1/18/2022
Placement: Consent
Estimated Time: N/A
FROM: Matt Horn, Public Works Director
Prepared By: Luke Schwartz, Transportation Manager
SUBJECT: APPROVE AN OPERATIONS AND MAINTENANCE AGREEMENT WITH
CALTRANS FOR THE LOS OSOS VALLEY ROAD AND CALLE JOAQUIN
TRAFFIC SIGNAL
RECOMMENDATION
Approve a California Department of Transportation (Caltrans) Work for Others (WFO)
Maintenance Agreement to authorize Caltrans to take responsibility for operations and
maintenance of the City-owned traffic signal at the intersection of Los Osos Valley Road
and Calle Joaquin.
DISCUSSION
Background
The certified Environmental Impact Report (EIR) prepared for the Froom Ranch Specific
Plan identified a series of required mitigation measures to improve traffic operations at
the Los Osos Valley Road (LOVR)/US 101 interchange, including establishing traffic
signal coordination between the City-owned LOVR/Calle Joaquin intersection and the
adjacent Caltrans-owned intersections at the LOVR/US 101 Northbound and Southbound
Ramps. This action was previously discussed during design of the previous LOVR
Interchange project and tentatively agreed upon between Caltrans and City Public Works
staff during discussions related to the San Luis Ranch development project as an effective
low-cost strategy to improve traffic operations at the LOVR/US 101 interchange until
construction of the Prado Interchange Project provides additional congestion relief.
Providing efficient traffic flow between closely-spaced signalized intersections, such as
these three intersections on LOVR, can be very challenging without “coordinating” the
signals together to optimize traffic progression between each intersection. The purpose
of this staff report is to request Council Authorization to approve a Caltrans Work For
Others (WFO) Maintenance Agreement (Attachment A), which would allow Caltrans to
take on operations and maintenance of the LOVR/Calle Joaquin signal to establish
communications with the adjacent Caltrans signals and optimize the signal timings and
coordination between the intersections.
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Item 6e
Fortunately, the potential for future coordination of these three intersections was
contemplated during design and construction of the LOVR Interchange Project, and
appropriate underground electrical infrastructure has already been installed to allow for
efficient installation of a hard-wired communications connections between these
intersections, which is needed to coordinate the signals.
Under the proposed WFO agreement, Caltrans would be responsible for operating and
maintaining the LOVR/Calle Joaquin intersection and would invoice the City quarterly for
actual costs incurred for these maintenance activities. The City would continue to directly
pay all PG&E electrical costs to power the signal and related appurtenances. The billing
arrangement for maintenance of this intersection would be incorporated as an
amendment to the existing 1993 Electrical Maintenance Agreement between the City and
Caltrans, which covers reimbursement for maintenance and electrical costs for several
other Caltrans-owned intersections and streetlights located on State Highway facilities
within the geographic boundaries of the City. Per City Council Resolution No. 8144 (1993
Series), amendments to the existing electrical cost -sharing agreement may be executed
by the Public Works Director; thus, an amended cost-sharing agreement is not included
in this Council Action—only the WFO Agreement, which authorizes Caltrans to operate
this City-owned intersection.
Previous Council or Advisory Body Action
On September 15, 2020, the City Council adopted a resolution approving the Froom
Ranch Specific Plan and certifying the Final EIR for the Plan. The Final EIR identified
mitigation measures to address transportation impacts along the LOVR corridor, including
the recommendation to implement signal coordination between the LOVR/Calle Joaquin
intersection and adjacent Caltrans intersections at the US 101 Northbound and
Southbound Ramps.
In addition, the City Council has previously entered into agreements with Caltrans for
transportation system maintenance assistance, including Freeway Maintenance
Agreements and Cost Sharing Agreements for State Highway Electrical Facilities with in
the City of San Luis Obispo.
Policy Context
Pursuant to Sections 100.25 and 131 of the Streets and Highways Code, local agencies
may request that the State maintain traffic control signal systems on the City’s street
system leading to and from the State Highway System if necessary to accommodate
freeway traffic in making proper connections between the City and State roadways.
Public Engagement
The Froom Ranch Specific Plan and EIR were subject to many public meetings and we re
widely noticed to invite public participation and input. The Final EIR mitigation measures,
which included a recommendation to implement signal coordination at the LOVR/Calle
Joaquin intersection, were presented for public consideration and were ultimat ely
recommended for approval by the City Planning Commission and City Council in 2020.
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Item 6e
Further, this item is on the Council Agenda for the January 18, 2022 meeting and will
follow all required postings and notifications. The public may have an opportunity to
comment on this item at or before the meeting.
CONCURRENCE
The City Attorney’s Office and Finance Department have reviewed this report and concur
with the staff recommendation.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to the recommended
action in this report because the action represents authorization to execute a
maintenance agreement and does not constitute a “Project” under CEQA Guidelines
Section 15378. Further, the recommended action to implement signal coordination at the
LOVR/Calle Joaquin was assessed in certified EIR for the Froom Ranch Specific Plan
and identified as a recommended action to mitigation project-related transportation
impacts.
FISCAL IMPACT
Budgeted: No Budget Year: 2021-22
Funding Identified: No
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund $ $ $ $800
State
Federal
Fees
Other:
Total $ $ $ $800
Caltrans currently bills the City quarterly for maintenance and electrical service costs for
several other traffic signals and streetlights within the City (10 other signals are currently
included in this agreement). While actual year-to-year maintenance costs for individual
locations can vary, based the past two years of billing history, the average annual
maintenance costs per traffic signal are calculated at $800 dollars. The direct fiscal impact
to the City resulting from the recommended action is an estimated increase of
approximately $800 annually to the City’s ongoing Signal and Streetlight Program
operating costs.
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Item 6e
These costs are paid via the Signal and Streetlight Program “Other Contract Services”
operating account Staff has reviewed recent billing history and current fund status in this
account and believe that no further budget appropriations are needed at this time to
accommodate these additional costs; however, staff will continue to track these costs
quarterly and request appropriate budget adjustments for future fiscal years as
necessary.
ALTERNATIVES
The Council could choose not to approve the Caltrans WFO Agreement at this time.
Staff does not recommend this action, as this could defer further improvements needed
to reduce congestion at the LOVR/US 101 Interchange and risk delays for future
development of the Froom Ranch Specific Plan due to lack of compliance with the
mitigation requirements in the Froom Ranch Specific Plan EIR.
ATTACHMENTS
A – Caltrans Work for Others Maintenance Agreement
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STATE OF CALIFORNIA—CALIFORNIA STATE TRANSPORTATION AGENCY GAVIN NEWSOM, Governor
DEPARTMENT OF TRANSPORTATION
CALTRANS DISTRICT 5
50 HIGUERA STREET
SAN LUIS OBISPO, CA 93401-5415
PHONE (805) 549-3101
FAX (805) 549-3329
TTY 711
www.dot.ca.gov
Making Conservation
a California Way of Life.
December 2, 2020
Luke Schwartz
Transportation Manager
City of San Luis Obispo Public Works
919 Palm Street, San Luis Obispo, CA 93401-3218
Re: Work For Others Agreement – LOVR/Calle Joaquin
Dear Mr. Schwartz,
Attached for your review and approval is a Work for Others Agreement
with the City of San Luis Obispo and the California Department of
Transportation (Caltrans), dated, . This agreement
designates Caltrans to operate and maintain the traffic signal and
lighting at the intersection of Los Osos Valley Road and Calle Joaquin
Road.
If you agree, please return two signed copies of the agreement to the
attention of Julie Gonzalez at the above referenced address.
Should you have questions, please contact Julie Gonzalez at (805) 549-
3048 or julie.m.gonzalez@dot.ca.gov.
Sincerely,
Sara von Schwind
Deputy District Director
Maintenance and Operations
“Provide a safe, sustainable, integrated and efficient transportation system to enhance California’s economy and livability” Page 263 of 712
December 2, 2020
Calle Joaquin and LOVR
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WORK FOR OTHERS AGREEMENT
WITH CITY OF SAN LUIS OBISPO
Effective this day of , the CITY of San Luis Obispo a municipal corporation of
the State of California, hereinafter referred to as "CITY," and the State of California, Department
of Transportation, District 5, hereinafter referred to as "STATE," have entered into this
Agreement.
SECTION I
RECITALS
1. WHEREAS, CITY, pursuant to Sections 100.25 and 131 of the Streets and Highways Code,
has requested that STATE maintain traffic control signal systems on the CITY's Street System
as shown on Exhibit "A", a copy which is attached hereto and by this referenced made a part
hereof; and
2. WHEREAS, STATE agrees that the maintenance of CITY’s street system leading to and from
State Highway System (SHS) is necessary in accommodating the freeway traffic in making
proper connections between the existing CITY system and SHS.
3. WHEREAS, STATE has qualified personnel available to perform said maintenance of said
traffic control signal systems within CITY; and
4. WHEREAS, STATE and CITY will mutually benefit from said maintenance by enhancing the
safety of the traveling public; and
5. WHEREAS, CITY and STATE do mutually desire to cooperate and to specify herein the
conditions and the terms under which said maintenance is to be done.
NOW THEREFORE, IT IS AGREED AS FOLLOWS:
SECTION II
AGREEMENT
For and in consideration of the covenants and conditions to be kept and performed by the parties
as set forth herein, CITY and STATE agree as follows:
1. That the degree and extent of maintenance work to be performed and the standards therefore
shall be in accordance with the provisions of Section 27 of the Streets and Highways Code and
STATE’s standard maintenance practices applicable to STATE- owned traffic control systems.
2. To reimburse STATE for the actual cost of said maintenance, including assessments for indirect
charges at rates in effect at the time said maintenance is performed.
3. STATE shall invoice CITY quarterly for the actual costs of said maintenance and CITY will
reimburse STATE within 30 days of receipt of invoice.
4. That said maintenance will be provided in a manner conforming to STATE's standard
practices and procedures using only available STATE resources and STATE may reschedule
maintenance of CITY systems to respond to required STATE resource allocations elsewhere.
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5. That said maintenance will be done as the workload of STATE's forces permit and if said
workload becomes too great, this Agreement may be terminated upon thirty calendar-days
prior written notice to CITY from STATE.
6. LEGAL RELATIONS AND RESPONSIBILITIES
6.1. 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 by law.
6.2. 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.
6.3. 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.
7. INSURANCE –
7.1. 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.
7.2. SELF-INSURED using Contractor - If the work performed on this Project is done under
contract CITY/COUNTY 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.
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8. No STATE funds are obligated, or resources committed under this Agreement except as may
be expressly authorized each STATE fiscal year (July 1 to June 30) in that year's annual State
Budget Act. STATE's obligations hereunder are subject to immediate suspension or
termination should STATE funding or authorization to perform these services is terminated
or restricted
9. 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.
10. 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 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, PARTIES hereto have set their hands and seals the day and year first
above written.
THE CITY OF SAN LUIS OBISPO STATE OF CALIFORNIA
DEPARTMENT OF TRANSPORTATION
By:
Mayor
TOKS OMISHAKIN
Director of Transportation
Initiated and Approved
By:
City Manager
By:
Sara von Schwind
Deputy District Director
Maintenance District 5
ATTEST:
By:
City Clerk
By:
City Attorney
As to Form and Procedure:
By:
Attorney Department of Transportation
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Exhibit A
Work For Others Agreement
Traffic Signals and Lighting
Caltrans and City of San Luis Obispo
Effective
BASIS OF COST ALLOCATION
City -Owned and State Maintained
Billed by the State
Route and PM Location Type of Facility Cost Distribution
State CITY
NA LOVR/Calle
Joaquin
Signal &
Lighting
0 100%
1
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