Loading...
HomeMy WebLinkAbout11/09/2010, C4 - STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION COOPERATIVE AGREEMENT Council Mb°°� 11/9/2010 j ac en as RepoRt Icm Number , CITY OF SAN LUIS OBISPO FROM: Jay D. Walter, Director of Public Works Prepared By: Timothy S. Bochum, Deputy Director of Public Works SUBJECT: STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION COOPERATIVE AGREEMENT RECOMMENDATIONS 1. Approve the Cooperative Agreement with the State of California Department of Transportation for the City to contribute $54,000 for paving and sidewalk improvements as part of the Caltrans SLO-101 R38.5/52.0 Rehabilitation project. 2. Re-appropriate $25,000 in previously approved State Highway Account grant funding. 3. Approve the transfer of funding in the amount of$29,000 from the Street Resurfacing & Reconstruction Main Account to the project's construction phase. DISCUSSION Background The State of California, Department of Transportation (Caltrans), has recently completed a rehabilitation project on Highway 101 through San Luis Obispo. The project scope included repaving the highway lanes as well as the on and off ramps, restoring landscaping and other related repairs. Some of the work involved repaving the City street connector(Olive Street) for the loop on ramp to southbound US 101 at Lemon Street (Near Santa Rosa Street). The work would normally have been done as part of the City's annual Street Rehabilitation and Reconstruction (R&R) projects, but since the Caltrans project scope involved paving on the same street only one block away, staff negotiated with Caltrans to perform the work and invoice the City through a Cooperative Agreement. The result is a repaired City street that was completed at the same time as the Caltrans project, not having to wait for the normal rotation of the City's Pavement Area plan. Another part of the Caltrans Highway 101 rehabilitation project included constructing a bicycle pedestrian path under the US 101 at the Marsh Street interchange, to facilitate connecting the Bicycle trail from the Madonna Inn property to the Downtown. Madonna Enterprises was required to build the path as mitigation for air quality impacts for the Irish Hills Plaza expansion project. City staff worked with Caltrans to determine the best alignment for the bicycle/pedestrian path and agreed to pay for the cost of constructing the path across the Marsh Street Bridge, which is under the City's jurisdiction. The path also provides a connection from Downtown to the Maino open space and public trails at the base of Cerro San Luis, which have become very popular with residents. It has a small parking lot at the trailhead, so this path allows for users to ride or walk rather than having to access it by car. The Cooperative Agreement is the means in which Caltrans "invoices" local agencies for work completed as part of Caltrans projects. A similar agreement was used for the City's share of cost for C4-1 Caltrans Cooperative Agreement(91053) Page 2 the installation of the South Street medians, which was done as a part of the Route 227 Pavement Rehabilitation project. Because of the dollar amount on that project, Council approval of that Cooperative Agreement was required. CONCURRENCES Public Works Department staff in the Engineering and Transportation Planning division was involved in the decision to utilize Caltrans for this work. FISCAL IMPACT Funding for the City's contribution to the Caltrans project will come from two different sources. The paving work on Lemon Street will come out of the Street R&R Main Account, which has a current balance of$1,148,873. Staff is recommending that $29,000 be transferred from the Street R&R Main account to the Caltrans Paving Agreement account to support this cooperative. agreement. On February 16, 2010, Council approved a modified work-scope for the Mid-Higuera Widening project thereby freeing $25,000 in approved Regional State Highway Account (RSHA) grant funding. City staff and representatives from the San Luis Obispo Council of Governments (SLOCOG) agreed that this previously approved RSHA grant funding could now be used in support of paving work required as part of the Caltrans Cooperative Agreement. Staff recommends re-appropriating the RSHA grant funds in the amount of $25,000. Funding for Cooperative Agreement, which includes bicycle/pedestrian path work, will come from approved RSHA grant funding. Fiscal Impact Summary Current Proposed Change Caltrans Paving Agreement(91053) - 54,000 54,000 Total - 549000 549000 Current Proposed Change Street R&R Main Account(90346) 1,148,873 1,119,873 (29,000) SHA Revenue(43450) - 25,000 25,000 Total 1,148,873 1,144,873 54,000 ALTERNATIVE Deny Cooperative Agreement. The Council could choose to deny the Cooperative Agreement with Caltrans thereby denying the request for funding from Caltrans. If the funding request is denied, it is not likely that there will be a tangible consequence. The construction is complete and Caltrans will not "undo" the work. However, denial of funding will have a negative consequence in future dealings with Caltrans, as it is likely that Caltrans will not accept future requests for performing C4-2 Caltrans Cooperative Agreement(91053) Page 3 work that benefits the City, nor will it likely be interested in cooperating with the City on other issues. ATTACHMENTS 1. Caltrans Request Letter 2. Caltrans Cooperative Agreement T:\Council Agenda ReportsTublic Works CAR\2010\Streets\Caltrans Coop Agrtnnt\CAR Caltrans Agrmnt.doc C4-3 ,. STATF OF CALIFORNIA—BUSINESS.TRANSPORT JN AND HOUSING AGENCY ! ARNOLD SCHWARZENEGGER.Govemor DEPARTMENT OF TRANSPORTATION 50 N U STREET A�chme„it SAN LUIS OBISPO,CA 93401-5415 PHONE (805)549-3101 FAX (805)549-3329 TTY (805)549-3259 Flex your power! http://www.dot.ca.gov/distO5/ Be energy efficient! March 18, 2010 Jay Walter, Director of Public Works City of San Luis Obispo 919 Palm Street San Luis Obispo, CA 93401 Dear Jay: SUBJECT: REPAVING LEMON/OLIVE STREET CONNECTOR Enclosed is the final cost of work performed under highway rehabilitation contract 05-OH 1904 on SLO 101 R 38.5/52.0 and the cooperative agreement. The initial estimate to repave Lemon/Olive Street was $75,000. I have reviewed and included the actual costs for this work as agreed upon between you and Ross McGowan, resident engineer. I think you will be pleasantly surprised that this work was performed well under the original estimates. Caltrans engineering staff hours for work on Lemmon/Walnut Street, 101 off-ramp: Lower water valves 4 hours Grind Lemon Street 8 hours Pave Lemon Street 8 hours Raise Man Holes 4 hours 24 hours Reimbursed Rate $98/hour Total Engineering Support cost: $2304.00 Contractor's Total Reimbursed cost: $26.641.26 Total Cost Lemmon Street: $28,945.26 Agreed contribution for Marsh Street side walk at San Luis Creek to create a safe pedestrian passage under the freeway to the recreational area and trail is $25,000. The total cost of work by Caltrans to be borne by City for all work described in the cooperative agreement is $53,945.26. I rounded the coop up to $54,000, to minimize errors. The cooperative agreement is attached and should reflect the actual cost of work performed. Please obtain appropriate signatures and return to Caltrans. "Caltrans improves mobility across California" C44 Attachment 1 Lemon Street Resurfacing March 18, 2010 Page 2 If you have any questions regarding the agreement please give me a call at (805) 549- 3481. I also have the contactor's invoices if you wish to review them. Sincerely, an Mi er District Construction Engineer Enclosure/Attachment "Caltrans improves mobility across California C4-5 05-S LO-101-R24.0132.3 EA OH1904 District Agreement 05-0244 COOPERATIVE AGREEMENT _A A-L eillt 2 Contribution Only 1. This agreement, effective on , is between the State of California, acting through its Department of Transportation, referred to as CALTRANS, and: CITY OF SAN LUIS OBISPO, a body politic and a municipal corporation of the State of California, referred to herein as"CITY". RECITALS 1. CALTRANS and CITY, collectively referred to as PARTNERS, are authorized to enter into a cooperative agreement for improvements to the SHS per Streets and Highways Code sections 114 and 130. 2. CALTRANS is building a project that involves the overlay of State Route 101 from South of Santa Fe Undercrossing (and all its ramps) to 1.8 km North of Reservoir Canyon Road with 105 mm Dense Grade Asphalt Concrete (DGAC) with pavement reinforcing fabric and a thin layer of Open Graded Asphalt Concrete (OGAC), widen all inside shoulders and some outside shoulders, upgrade light standards, construct bridge railings at Perfumo Creek Bridge, and replace nonstandard guard railing, referred to herein as "PROJECT". 3. CITY will contribute funds to PROJECT. Contributed funds will be used for PROJECT construction capital. 4. PARTNERS now define in this agreement the terms and conditions of this contribution. RESPONSIBILITIES 5. CALTRANS is the SPONSOR and IMPLEMENTING AGENCY for PROJECT. 6. CITY is a FUNDING PARTNER contributing a fixed amount towards PROJECT. DEFINITIONS FUNDING PARTNER-A partner who commits a defined dollar amount. IMPLEMENTING AGENCY-The partner responsible for managing the scope, cost, and schedule of a project component to ensure the completion of that component. PARTNERS-The term that collectively references all of the signatory agencies to this agreement. This term only describes the relationship between these agencies to work together to achieve a mutually beneficial goal. It is not used in the traditional legal sense in which one partner's individual actions legally bind the other partners. SPONSOR-The partner 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 defined in this agreement or settle claims. Page 1 of 3 C4-6 District Agreement 05-0244 SCOPE Auacbment 2 7. CALTRANS is responsible for all work for PROJECT. COST 8. CITY will contribute a fixed amount of$54,000 of Local funds, in a single lump sum payment. 9. If federal funds are being contributed as part of this agreement, CALTRANS will administer all federal funds. 10. CALTRANS will submit an invoice to CITY upon execution of this agreement. 11. CITY will pay CALTRANS within 30 calendar days of receipt of invoice. GENERAL CONDITIONS 12. 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. 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 under or in connection with any work, authority, or jurisdiction conferred upon CALTRANS or arising under this agreement. It is understood and agreed that, CALTRANS will fully 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, 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 CALTRANS under this agreement. 14. This agreement is intended to be PARTNERS' final expression and supersedes all prior oral understanding or writings pertaining to PROJECT. 15. This agreement will terminate upon receipt of the full payment from CITY to CALTRANS. However, all indemnification provisions will remain in effect until terminated or modified in writing by mutual agreement. Page 2 of 3 C4_7 ® District Agreement 05-0244 SIGNATURES Affac mel9t 2 PARTNERS declare that: 1. Each partner is an authorized legal entity under California state law. 2. Each partner has the authority to enter into this agreement. 3. The people signing this agreement have the authority to do so on behalf of their public agencies. STATE OF CALIFORNIA CITY OF SAN LUIS OBISPO DEPARTMENT OF TRANSPORTATION 919 Palm Street San Luis Obispo, CA 93401 By: Date: By: Date: RICHARD KRUMHOLZ KATIE LICHTIG District 5 Director City Manager CERTIFIED AS TO FUNDS: APPROVED AS TO FORM: By: Date: Date: Julia Bolger 6!�,. Christine DietrickDistrict Budget Manager ity Attorney Page 3 of 3 C4-8