HomeMy WebLinkAbout04/06/1993, C-6 - AMENDMENT TO AGREEMENT FOR MAINTENANCE OF STATE HIGHWAYS IN THE CITY OF SAN LUIS OBISPO. �u pp�� MEETING DATE:
��1114icity Of san LUIS owpo Aril 6 1993
COUNCIL AGENDA REPORT ITEM NI.1111 .4
c ae us ey, Public Wor Director
Prepared by: Wayne Peterson, City En eer
SUBJECT:
Amendment to agreement for Maintenance of State Highways in the City of San Luis Obispo.
CAO RECOMMENDATION:
A. Adopt resolution approving agreement with the State of California, Department of
Transportation,for maintenance of state highways within the City,authorize the Public Works
Director to sign and authorizing the Public Works Director to sign future similar agreements.
B. Adopt resolution for sharing the cost of electrical facilities on State highways within the
City, authorize the Public Works Director to sign and authorizing the Public Works Director
to sign future similar agreements.
BACKGROUND:
The current agreements with Caltrans were last revised in 1989. The need for revising the old
agreements comes about due to the re-routing of State Route 227 at South Street. The new route
resulted in a change of responsibility for maintenance of traffic signals and street lights, and the
amount paid to the City by Caltrans for street sweeping services.
There are two agreements under consideration, the first allows the State to bill the City for
maintenance and energy costs of certain traffic signals and street lights.. The second allows the City
to bill the State for street sweeping, maintenance on certain State highways, and for other street
lights.
Summary of changes:
Old Agreement New Agreement
Number of miles of street swept 5.76 4.15
City.typical bill to State for maint. $2,289.00 $1,956.00
State typical bill to City for signals $2,300.00 $2,000.00
Net difference 11.00 -44.00
FISCAL IMPACT:
As noted above, the fiscal impact involved in the contracts caused by this change is relatively small.
The City share of traffic signal energy and maintenance is slightly less than it used to be and the
maintenance bill to the State is also slightly less. On the other hand, it should be recognized that
the City took over full maintenance responsibility for 7 traffic signals and 4 street lights and gave
maintenance responsibility for 2 signals to the State. This, combined with the additional 0.25 mile
of street to maintain, means that the City will have a net increase in expenses in its operation budget
for pavement and traffic signal maintenance.
Attachments 1. Resolutions (2)
2. Agreements (2)
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1
LJ RESOLUTION NO. (1993 SERIES)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO APPROVING
AN AGREEMENT FOR MAINTENANCE OF STATE HIGHWAYS IN THE CITY AND
AUTHORIZING THE PUBLIC WORKS DIRECTOR TO SIGN AGREEMENT
BE IT RESOLVED by the Council of the City of San Luis Obispo as follows:
WHEREAS,the State of California, through its Department of Transportation has presented
an Agreement for Maintenance of the STATE highways in the CITY of San Luis Obispo, effective
as of January 1, 1993, and to remain in effect until amended or terminated.
WHEREAS, the City Council has read said Agreement in full and is familiar with the
contents thereof:
WHEREAS, the City Council recognizes that this Agreement is routine and falls within the
responsibility of the Department of Public Works;
THEREFORE, be it resolved by the City Council of the City of San Luis Obispo that;- (1)
said Agreement for Maintenance of the STATE highways in the CITY is hereby approved and the
Public Works Director is authorized to sign the same on behalf of said CITY; and (2) The Director
of the Department of Public Works is authorized to sign future amendments of said Agreement.
On motion of , seconded by ,
and on the following roll call vote:
AYES:
NOES:
ABSENT:
the foregoing Resolution was passed and adopted this _ day of
1993.
Mayor Peg Pinard
ATTEST:
City Clerk Diane Gladwell
APPROVED:
Wttofe)'�
RESOLUTION NO. (1993 SERIES)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO
APPROVING AN AGREEMENT FOR SHARING THE COST OF ELECTRICAL
FACILITIES ON STATE HIGHWAYS IN THE CITY AND AUTHORIZING
THE PUBLIC WORKS DIRECTOR TO SIGN AGREEMENT
BE IT RESOLVED, by the Council of the City of San Luis Obispo as follows:
WHEREAS, the State of California, through its Department of Transportation has presented
an Agreement for sharing cost of State highway electrical facilities with the City of San Luis Obispo
effective January 1, 1993, and to remain in effect until amended or terminated.
WHEREAS, the City Council has read said Agreement in full and is familiar with the
contents thereof:
WHEREAS, the City Council recognizes that this Agreement is routine and falls within the
responsibility of the Department of Public Works;
THEREFORE, be it resolved by the City Council of the City of.San Luis Obispo that: (1)
said Agreement for Sharing Cost of STATE highway electrical facilities within the City of San Luis
Obispo is hereby approved and the Public Works Director is authorized to sign the same on behalf �.
of said CITY; and (2) The Director of the Department of Public Works is, authorized to sign future
amendments of said Agreement.
On motion of seconded by
and on the following roll call vote:
AYES:
NOES:
ABSENT:
the foregoing Resolution was passed and adopted this _ day of
1993.
ATTEST: Mayor Peg Pinard
City Clerk Diane Gladwell
APPROVED:
tto e
caggmta93
STATE OF CALIFORNIA—BUSINESS,TRANSPORTATION AND HOUSING AGENCY PETE WILSON, Governor
DEPARTMENT OF TRANSPOFi.ATION
P.O. BOX 8114
SAN LUIS OBISPO, CA 93403.8114
TELEPHONE: (805) 549-3111
(805) 549-3259
March 2, 1993
05-Agreements
RECE1 �lED
14AR 3 1993
ENGINEERING DIVISION
CITY OF SM LUaQ&5F0
Wayne Peterson
City Engineer
City of San Luis Obispo
P. O. Box 8100
San Luis Obispo, CA 93403-8100
Dear Mr. Peterson:
Attached are an original and three of the following:
1. Agreement for Maintenance of State Highways
In the City of San Luis Obispo
2. Agreement for sharing cost of State Highway
Electrical Facilities
reflecting the route adoption and relinquishment of Route 227
with and effective date of January 1, 1993.
These Agreements will supersede the exiting Maintenance Agreement
dated June 20, 1989 and the Electrical Agreement dated May 1,
1984.
After execution by the authorized City Officials, please return
the original and two, attaching to each a copy of the authorizing
resolution. A fully executed copy will be returned for your
files.
If I may be of further assistance, I can be reached at 549-3407.
Sincerely,
Marilyn M. Ross
District Delegated
Mtce. Agmts. Officer
Attach
�6-�O
AGREEMENT FOR SHARING COST OF STATE HIGHWAY ELECTRICAL
FACILITIES WITH CITY OF SAN LUIS OBISPO
This AGREEMENT, made and executed in duplicate this
day of , 19 , 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 LUIS OBISPO, hereinafter referred to as the "CITY".
W I T N E S S E T H
AGREEMENT
This AGREEMENT shall supersede any previous AGREEMENT and/or
.AMENDMENTS thereto for sharing State incurred costs in the CITY
U
with the CITY.
ELECTRICAL FACILITIES
Electrical facilities include flashing beacons, traffic
signals, traffic-signal system, safety lighting, and sign
lighting on the State Highway System.
The cost of operating and maintaining flashing beacons,
traffic signals, traffic-signal systems, safety lighting, and
sign lighting now in place at the intersection of any State
Highway Route and any City Street shall be shared as shown in
Exhibit "A" . ( `,
BASIS FOR BILLING
r
It is agreed that monthly billings .for flashing beacons,
traffic signals, and traffic-signal systems shall be based on
actual intersection costs which are as follows:
A. Maintenance
1. Labor including overhead assessment
2. Other expenses
a. Equipment
b. Materials
C. Miscellaneous expenses
B. Electrical Energy
It is agreed that monthly billings for safety lighting and
sign lighting shall be based on calculated unit cost derived by
averaging District-wide cost each month. Costs are as follows:
A. Maintenance
1. Labor including overhead assessment
2. Other Expenses
a. Equipment
b. Materials
C. Miscellaneous Expenses
B. Electrical Energy
2
It is agreed that monthly billings for utility-owned and
maintained lighting will be based on calculated unit costs
derived from utility company billings.
Exhibit "A" will be amended as necessary by written
concurrence of both parties to reflect changes to the system.
This Agreement shall become effective JANUARY 1. 1993 .1. 1993 . and
shall remain in full force and effect until amended or
terminated.
The Agreement as above may be amended or terminated at any
time upon mutual consent of the parties thereto. This Agreement
may also be terminated by either party upon thirty (30) days'
notice to the other party.
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IN WITNESS WHEREOF, the parties. hereto have set their hands and
seals the day and year first above written.
CITY OF SAN LUIS OBISPO
By
Mayor Peg Pinard
City Clerk _Diane. G adwell
Approved as to form: STATE OF CALIFORNIA
DEPARTMENT OF TRANSPORTATION
JAMES W. VAN LOBEN SELS
ey Director of Transportation
By By
District Director of
Transportation
Date
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EXHIBIT "A"
City of SAN LUIS OBISPO Effective JANUARY 1, 19S
ELECTRICAL FACILITIES OPERATION AND MAINTENANCE
COST DISTRIBUTION
Billed and Maintained by the State
SIGNALS
E. Number/ Type of Cost Distribution
Route Pole No. Location Facility Units State City
001 EL161 Santa Rosa & Traffic 50 50
EM16J Walnut Actuated
it EL16J Santa Rosa & " 75 25
EM16J Olive
" EL17B Santa Rosa & " 50 50
EM16J Murray.
" EL17F Santa Rosa & " 50. 50
Foothill
" EL17K Santa Rosa & " 75* 25 '
Highland - Cal Poly
101 EX25B Los Osos Valley Rd " 50 50
Southbound Ramp
" EX25A Los Osos Valley Rd " 50 50
Northbound Ramp
" EX27N Madonna Southbound " 50 50
227 EQ11A Tank Farm Road " 50 25**
if EQ12A Broad & Orcutt " 50 50
it EQ12N Broad & South " 50 50
" EQ13M South & Higuera " 50 50
" EQ13N Madonna & Higuera " 50 50
* See Interagency Agreement with Cal Poly
** 1/4 County
5 �•,
E. Number/ Type of Cost Distribution
" Route Pole No. Location Facility Units State City
FLASHERS
NONE
FLASHING WARNING SIGN
227 EQ10W South of Tank Farm 1 75 25
Road (Northbound)
LIGHTS
001 Z1675 Santa Road/ 200W HPS 1 50 50
Walnut
" Z1676 It " 1 50 50
" A1684 Santa Rosa/Olive " 1 75 25
" A1686 of " 1 75 25
" D1709 Santa Rosa/Murray " 1 50 50
" D1711 if " 1 50 50
" E1732 Santa Rosa/ 310W HPS 1 50 50
Foothill
" E1733 is ° 1 50 50
" E1735 it ^ 1 50 50
^ E1736 IT of 1 50 50
IT E1778 Santa Rosa/Highland " 1 75* 25
" E1779 " " 1 75* 25
E1781. " " 1 75* 25
" E1782 " " 1 75* 25
101 G2583 Los Osos Valley 200W HPS 1 50 50
Road Northbond Ramp.
" G2584 if 1 50 50
" G2594 Los Osos Valley " 1 50 50
Road Southbound Ramp
" G2597 it " 1 50 50
" J2739 Madonna Road " 1 50 50
Southbound
" J2741 it " 1 50 50
" J2743 of " 1 50 50
" J2745 It " 1 50 50
" Y2999 Monterey & 200W HPS 1 0 100
Buena Vista OC
" Y3033 " " 1 33.3 66.7
* See Interagency Agreement with Cal Poly
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E. Number/ Type of Cost Distribution
Route Pole No. Location Facility Units State Cit�•-
1
LIGHTS (CONT'D) �
227 1087 South of Tank 75W HPS 1 50 25*
Farm Road
(N/B Sign Light)
E1104 Tank Farm Road 200W HPS 1 50 25*
" E1105 if of 1 50 25*
" E1107 it to 1 50 25*
E1108 of It 1 50 25*
B1193 Broad & Orcutt " 1 50 50
" B1194 " " 1 50 50
" B1195 " " 1 50 50
" B1196 It It 1 50 50
B1197 " it l 50 50
" C1263 Broad & South it 1 50 50
C1264 it of 1 50 50
" C1266 of of 1 50 50
" C1267 it to 1 50 50
" 13762 South & Higuera it 1 50 50
" 13722 " " 1 50 50
" 13812 Madonna & Higuera " 1 50 50
" 13832 it " 1 50 50
13842 " " 1 50 50
* 1/4 County
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I
AGREEMENT FOR MAINTENANCE OF STATE HIGHWAYS IN THE CITY
OF
SAN LUIS OBISPO
This AGREEMENT, made and executed in -duplicate this
day of , 19_1 by and between the State of
California, acting by and through the Department of
Transportation, hereinafter referred to as the "STATE" and the
CITY of SAN LUIS OBISPO hereinafter referred to as the "CITY" .
W I T N E S S E T H.
A. RECITALS
\_ . The parties desire to provide for the CITY 'to perform
particular maintenance functions on the State Highway within the
CITY as provided in Section 130 of the Streets and Highways Code.
B. AGREEMENT
This Agreement shall supersede any previous AGREEMENT FOR
MAINTENANCE OF STATE HIGHWAYS .IN THE CITY OF SAN LUIS OBISPO
and/or AMENDMENTS thereto with the CITY.
In consideration of the mutual covenants and promises herein
contained, .it is agreed:
The CITY will perform such maintenance work as is
specifically delegated to it, on the State Highway routes or
portions thereof all as hereinafter described under Section H
hereof or as said Section may be subsequently modified with the
consent of the parties hereto acting by and through their
authorized representative..
C. MAINTENANCE DEFINED
Maintenance is defined in Section 27 of the Streets and
Highways Code as' follows:
Sec. 27. " (a) The preservation and keeping of rights of way and
each type of roadway, structure, safety conven-
ience or device, planting, illumination equipment
and other facility, in the safe and usable condi-
tion to which it has been improved or constructed,
but does not include reconstruction, or other
improvement.
" (b) Operation of special safety- conveniences and
devices, and illuminating equipment.
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=' (c) The special or emergency maintenance or repair
necessitated by accidents or by storms or other
weather conditions, slides, settlements or other
unusual or unexpected damage to the roadway,
structure or facility. "
D. DEGREE OF MAINTENANCE
The degree or extent of maintenance work to be performed and
the standards therefor shall be in accordance with the provi-
sions of Section 27 of the Streets and Highways Code, as set
forth in the current edition of the State Maintenance Manual, or
as may be prescribed from time to time by the District Director.
"District Director", as used herein, means the District Director
of the Department of Transportation assigned to the territory in
which the CITY is located, or his authorized representative.
The STATE reserves the option to check atrandom all areas
of STATE HIGHWAYS maintained by the CITY to assure conformance to
maintenance levels. Failure of the CITY to comply with the
maintenance levels would be reason to terminate this Agreement as
specified under Section J "Terms of Agreement. " However, this
random check does not preempt the CITY'S maintenance responsi-
bilities as spelled out in the Agreement.
3
An Encroachment Permit will be required for third parties
when maintenance work is redelegated. Such redelegated work
shall be performed to the same levels of service as spelled out
herein and will be subject to the same random checks as provided
for work performed directly by the CITY forces.
The level of service of maintenance in each of the programs
delegated to the CITY has been considered in setting authorized
total and route dollar amounts. The CITY may perform additional
work if desired but the STATE will not reimburse the CITY for any
work in excess of authorized dollars. The District Director may
authorize adjustments needed because of inflation or changes in
program emphasis.
E. LEGAL RELATIONS AND RESPONSIBILITIES -.
Nothing in the provisions of the Agreement is intended to
create duties or obligations to or rights in third parties not
parties to this contract or affect the legal liability of either
party to the contract by imposing any standard of care respect-
ing the maintenance of State Highways different from the standard
of care imposed by law.
4
It is understood and agreed that neither STATE, nor any
officer or employee is responsible for any damage or liability
occurring by reason of anything done or omitted to be done by the
CITY under or in connection with any work, authority or
jurisdiction delegated to the CITY under this Agreement. It is
understood and agreed that pursuant to Government Code Section
895.4 the CITY shall defend, indemnify and save harmless the
State of California, all officers and employees from all claims,
suits or actions of every name, kind and description brought for
or on account of injuries to or death of any person or damage to
property resulting from anything done or omitted. to be done by
the CITY under or in connection with any work, authority or
jurisdiction delegated to the CITY under this Agreement.
The CITY waives any and all rights to any type of express,
implied, and comparative indemnity against the STATE, .its
officers and employees arising from any work, authority or
jurisdiction delegated to the CITY under this Agreement.
F. MAINTENANCE FUNCTIONS
The CITY shall perform only those maintenance functions
delegated, as identified, in Section H "DELEGATION OF
MAINTENANCE" of this Agreement.
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A brief description of those maintenance functions delegated
to the CITY are included in this section. The functions are
identified by the Caltrans HM Program Codes.
HMIA FLEXIBLE ROADBEDS
This provides for patching, sealing, and maintaining the
surface and base courses of asphalt surfaced roadways including
asphalt surfaced shoulders.
HM2C SLOPES/DRAINAGE/VEGETATION
This provides for cleaning, maintaining, and repairing cul-
verts, ditches, drains, fences, curbs, sidewalks and other
appurtenances between the roadbed and the outer highway right-
of-way boundary line. Curbs and sidewalks maintained as needed
according to STATE/CITY joint inspection. Any repairs will be
confirmed by Area Superintendent before payment is made.
Textured medians and islands will be maintained at CITY expense.
Existing landscaping, irrigation systems, and CITY owned sign(s)
in islands will be maintained at CITY expense.
HM2D LITTER/DEBRIS
This provides for removal of litter and debris from roadway
surfaces and roadsides.
6
C,y. rr
HM4K ELECTRICAL
This includes maintenance work performed on traffic signals
and safety lighting. It also includes the electrical energy for
these items. See Exhibit "A".
G. EXPENDITURE AUTHORIZATION
The STATE will reimburse the CITY for actual cost of all
routine maintenance work performed by the CITY as delegated under
Section H of this Agreement, but it is agreed that during any
fiscal year, the maximum expenditure on any route shall not
exceed the amount as shown on Section H of this Agreement, unless
such expenditure is revised by an amended Agreement or otherwise
adjusted or modified as hereinafter provided for.
A new "DELEGATION OF MAINTENANCE" sheet (Section H) will be
provided annually by the STATE for the ensuing fiscal year, if
necessary, to ensure equitable annual cost.
The expenditure per route for routine maintenance work as
referred to above may be increased or decreased, redistributed
between routes, or additional expenditures for specific projects
7
may be made when such adjustment of expenditures for routine
maintenance or such specific work is authorized in writing by the
District Director or his authorized representative.
Additional expenditures or adjustment of expenditures thus
authorized shall apply during the fiscal year designated therein
and shall not be deemed to permanently modify or change the basic
maximum expenditure per route as hereinafter specified. An
adjustment of the said maximum expenditure, either increase or
decrease, shall not affect other terms of the Agreement.
8 �1
H. DELEGATION OF "MAINTENANCE
The specific maintenance function indicated below and on
.EXHIBIT °A" is hereby delegated to the CITY. This delegation of
maintenance function set forth herein does not include areas and
functions of which the control and maintenance rest with the
local authority under the terms of Freeway Agreements and/or
Freeway Maintenance Agreements.
MAXIMUM
ANNUAL
ROUTE LENGTH PROGRAM AUTHORIZED
NO. MILES DESCRIPTION OF ROUTING DELEGATED EXPENDITURE
001 1.22 Santa Rosa Street from Walnut HM2C $ 81500.00
Street to north City Limit HM2D'
at PM 17.73, approximately HM4R
0.96 mile.
Also -
Walnut Street from Santa Rosa.
Street to Osos Street,
approximately 0.09 mile; Olive
Street from Santa Rosa Street
to Osos Street, approximately
0.-09 mile; and Osos Street from
Walnut Street to freeway ramps
and Olive Street to freeway
ramps, approximately 0.08 mile.
A total length of approximately
1.22 miles.
101 6.86 Freeway from south City Limit -o-
at Post Mile 25.00 to north City
Limit near Cuesta Park, Post Mile
31.86, a total length of
approximately 6.86 miles.
'Length of- street to be cleaned 4 curb miles.
9
MAXIMUM
ANNUAL
ROUTE LENGTH PROGRAM AUTHORIZED
NO. MILES DESCRIPTION_OF ROUTING DELEGATED EXPENDITURE
227 2.89 South Broad Street from HM1A $23, 000. 00
City Limits, Post Mile 11.07 HM2C
to South Street, Post Mile. HM2D2
R12.72. HM4K
R12.75
Approximately 1.65 miles.
Also -
South Street_ Post Mile R12.72
R12.75
to Higuera Street Post Mile R13.74.
Approximately 0.79 mile.
Also -
Higuera Street Post Mile 13.74 to
Madonna Road Post Mile R13.82
Approximately 0.08 mile.
Also -
Madonna Road Post Mile R13.82 to
the Southbound Highway 101 on and
off ramps PM R14. 19.
Approximately 0.37 mile.
. A total length of approximately ^�
2.89 miles. /
TOTAL AUTHORIZED EXPENDITURES $31,500. 00 \
2Length of street to be cleaned 4.15 curb miles.
10 �
I. SUBMISSION OF BILLS
The CITY will submit bills in a consistent periodic sequence
(monthly, quarterly, semiannually, or annually) . Bills for less
than $500 shall not be submitted more than once each quarter.
Bills must be submitted promptly following close of correspond-
ing billing period and should be coded according to the Caltrans
HM Program Code as outlined in this Agreement. Bills submitted
for periods prior to the last fiscal year will be deemed waived
and not be honored.
Equipment shall be charged at mutually acceptable rental
rates and labor and material at actual cost. The CITY will be
allowed to recover overhead and administrative costs only to the
extent that such charges include applicable expenses incurred by
the CITY in the execution of the work. Said factors and method
shall be subject to approval by the• STATE.
Maintenance services. provided by contract or on a unit-rate
basis with overhead costs included shall not have these above-
mentioned charges added again. An actual handling charge for
processing this type of bill will be allowed the City.
Emergency and storm repairs performed by the CITY will be
paid for only with prior approval of the STATE's Highway
Superintendent of that specific area. In addition, the CITY
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should immediately notify the STATE's Area Superintendent for the
area of any storm damage or other emergency condition affecting
the STATE highway. The CITY shall maintain, on a generally
accepted accounting basis complete and accurate records that
support all billings. These records shall be made available to
STATE representatives for review during normal business hours for
a period of three (3) years after payment of said billings.
J. TERM OF AGREEMENT
This Agreement shall become effective JANUARY 1. 1993 , and
shall remain in full force and effect until amended or
terminated.
This Agreement may be amended or terminated at any time upon
mutual consent of the parties thereto. This Agreement may also
be terminated by either party upon thirty (30) days notice to the
other party.
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IN WITNESS WHEREOF, the. parties hereto have set their hands
and seals the. day and year first above written.
CITY OF SAN LUIS OBISPO
By .
Mayor Peg Pinard
City Clerk Diane Gladwell-
Approved as to form: STATE OF CALIFORNIA
DEPARTMENT 'OF TRANSPORTATION
JAMES W. VAN LOBEN SELS
Director of Transportation
By
y At n District Director of
Transportation
By Date
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����
EXHIBIT "A"
CITY OF SAN LUIS OBISPO Effective January 1, 1993
ELECTRICAL FACILITIES OPERATION AND MAINTENANCE
COST DISTRIBUTION
E. Number/ Type of Cost Distribution
Route Pole No. Location Facility Units State City
SIGNALS
NONE
FLASHERS
NONE
UTILITY OWNED
001 299 Osos & Walnut 200W HPS 1 50 50
" 325 Montalban to 1 50 50
227 10 Lawrence 70W HPS 1 66.7 33 . 3
to 8 Francis to 1 66.7 33. 3
" 5 Caudill " 1 50 50
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