HomeMy WebLinkAbout1996-12-16 City Council (32)City of Palo Alto
Manager’s Report
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: PLANNING
AGENDA DATE: December 16, 1996 CMR:491:96
SUBJECT: Resolution Approving an Agreement with Caltrans to Modify Traffic
Signals and Perform Roadwork along El Camino Real at Arastradero
Road/Charleston Road, Maybell Avenue, and Los Robles Avenue/El
Camino Way.
REOUEST
The attached Agreement (Attachment 1), between the State of California, Department of
Transportation (Caltrans) and the City of Palo Alto establishes the responsibilities and
duties of both parties to modify mad upgrade traffic signals and perform roadwork along
E1 Camino Real at Arastradero Road!Charleston Road, Maybell Avenue and Los Robles
Avenue/El Camino Way. In order for this project to proceed, a cooperative agreement
between Caltrans and the City is required. It is requested that Council adopt a resolution
(Attachment 2) approving the Agreement.
RECOMMENDATIONS
Staff recornmends that Council:
Adopt the attached resolution approving the Agreement between Caltrans and the
City, to modify and upgrade traffic signals and perform roadwork along E1
Camino Real at Arastradero Road/Charleston Road, Maybell Avenue, and Los
Robles Avenue/El Camino Way, and
(2) Authorize the Mayor to execute the Agreement.
CMR:491:96 Page 1 of 4
POLICY IMPLICATIONS
The recommendation of this report is consistent with the Council-approved
Charleston/Meadow School Corridor Study recommendations, to enhance safety along
E1 Camino Real for students crossing E1 Camino Real.
EXEC(YTIVE SUMMARY
In March 1993, Council formally reviewed the Meadow/Charleston School Corridor
Safety Study recommendations and directed staff to proceed with implementation of
several recommended actions, including traffic signal improvements along E1 Camino
Real. Since E1 Camino Real is under the jurisdiction of Caltrans, staff started working
with Caltrans to develop traffic signal and roadwork improvement projects at Arastradero
Road/Charleston Road, Maybell Avenue, and Los Robles Avenue/El Camino Way.
Based upon its evaluation of potential safety and operational issues, Caltrans has
determined that safety could be improved along E1 Camino at Arastradero
Road/Charleston Road, Maybell Avenue and Los Robles Avenue/El Camino Way, by
implementing certain improvements consistent with the Charleston/Meadow School
Corridor Study recommendations.
Proposed Improvements
Change signal phasing to eight phase at El Camino and Maybell Avenue and at El
Camino and Los Robles Avenue/El Camino Way intersections.
At both of these intersections, all of the side street movements go at the same time.
Consequently, pedestrians and bicyclists in the crosswalk come in conflict with the left-
turning vehicles. The improvements will convert the signals to eight phase, thus
providing protected left-turn movements. The pedestrian phase would coincide with
the through movements, with no left-turn conflicts.
Redesign the El Camino/Maybell/El Camino Way intersection.
Students experience difficulties negotiating this intersection due to (1) the speed of
traffic exiting E1 Camino at the northbound off-ramp to E1 Camino Way, (2) the angle
of the intersection, and (3) the presence of one crosswalk on E1 Camino on the north
side of the intersection, which leaves pedestrians and bicyclists on the wrong side of
E1 Camino when traveling eastbound to school in the morning. The improvements
include closing the off-ramp (thereby forcing right-turning traffic to make a more
traditional right turn through the signalized intersection), installing a new crosswalk
on the south side of the intersection, and adjusting the curb radius.
CMR:491:96 Page 2 of 4
El Camino/Arastradero Road intersection.
Improvements at this intersection include cutting back the channelization island located
at the southwest corner, to provide enough room for bikes to share the eastbound lane
more comfortably, and related changes such as relocating the traffic signal box, wheel
chair ramps, and crosswalk.
Cooperative Agreement
In order for this project to proceed, a cooperative agreement between Caltrans and the
City of Palo Alto is required. The proposed agreement establishes the responsibilities
and duties of each party. Caltrans agrees to:
1.Complete all necessary plans and specifications,
2.Complete all roadwork and electrical construction, and
3.Provide all engineering and construction services.
Caltrans will retain ownership and title to all materials, equipment and appurtenances.
All costs are to be shared by both Caltrans and the City, as shown in Exhibit A of the
agreement.
The City’s share of the proposed project is $128,000, plus an allowance for
contingencies. If the actual cost of the project is higher or lower, the City’s share will
be adjusted accordingly. The attached agreement provides that the City’s share will
not exceed $154,000 ($128,000 plus $26,000, 20 percent contingencies), unless the
City, at its sole direction and in writing, authorizes a greater amount.
FISCAL IMPACT
A total of$160,000 is allocated in CIP Project No. 19523 for improvements at the three
locations. Sufficient fmads are available to cover the City’s maximum commitment of
$154,000.
ENVIRONMENTAL ASSESSMENT
Caltrans, which is the lead.agency for this project, has determined that the project is
categorically exempt under Section 1510.1, Class 1 (7, 13), of the Caltrans Regulations
for implementation of the California Environmental Quality Act. This is the equivalent
of the CEQA Guidelines exemption category for alteration of existing facilities, and staff
concurs with this determination.
CMR:491:96 Page 3 of 4
ATTACHMENTS
1. Agreement between Caltrans mid the City of Palo Alto
2. Resolution approving the Agreement
3. Preliminary Project Plans (Distribution limited to Council Members.
viewing in the Transportation Division office.)
Available for
Prepared by: Ashok Aggarwal, City Traffic Engineer
Department Head Review:
KENNETH R. SCHREIBER
Director of Planning
and Community Environment
City Manager Approval:
FLEMING
Manager
R. E. Baxter, Caltrans
City School Traffic Safety Committee
School Commute Corridor Study Advisory Committee
CMR:491:96 Page 4 of 4
ATYACHMEN~ 1
%-SCI-82, KP-36.48/37.19
(PM22.67/23.11)
4380-232401
Dist. Agmt. No. 4-1666-C
Document No.
COOPERATIVE AGREEMENT
This AGREEMENT, entered into on , is
between the STATE OF CALIFORNIA, acting by and through its De-
partment of Transportation, referred to herein as STATE, and
CITY OF Palo Alto,
a body politic and a municipal
corporation of the State of
California, referred to herein as
CITY.
RECITALS
(I) STATE and CITY, pursuant to Streets and Highways
Code Sections 114 and 130, are authorized to enter into a Cooper-
ative Agreement for improvements to State highways within CITY.
(2) STATE and CITY contemplate modifying traffic con-
trol signals and safety lighting and performing roadwork on Route
82 in the City of Palo Alto at the intersections of Route 82 (El
Camino Real) and Arastradero Road/ W. Charleston Road, Maybell
Avenue and Los Robles Avenue/ E1Camino Way, referred to herein
as "PROJECT", and desire to specify the terms and conditions un-
der which PROJECT is to be engineered, constructed, financed, and
maintained.
-I-
DRAFT District ~reement No. @-i666-C
SECTION I
STATE AGREES:
(I) To provide al! necessary preliminary engineering,
including plans and specifications and utility identification and
location, and all necessary construction engineering services for
PROJECT and bear STATE’s share of the expense thereof. Estimates
of such costs are shown on Exhibit "A", attached and made a part
of this Agreement.
(2) To construct PROJECT by contract in accordance with
plans and specifications of STATE.
(3) TO pay an amount equal to 50Z of the actual signal
and lighting related construction cost and STATE’s 43.SZ share of
the actual roadwork construction cost as shown in Exhibit "A"
making STATE’s total estimated obligation to be $92,500. In no
event shall STATE’s total obligation for construction costs under
this Agreement, excluding costs referred to in Section III, Arti-
cle (9), exceed the amount of $101,750, provided that STATE may,
at its sole discretion, in writing, authorize a greater amount.
(4) Upon completion of PROJECT and all work incidental
thereto, to furnish CITY with a detailed statement of the portion
of the engineering and construction costs to be borne by CITY,
including resolution of any construction related claims which
have been allowed to the construction contractor. STATE there-
after shall refund to CITY promptly after completion of STATE’s
final accounting of PROJECT costs, any amount of CITY’s deposit
-2-
DRAFT District Agreement No. %-1666-C
required in Section II, Article (I) remaining after actual costs
to be borne by CITY have been deducted, or to bill CITY for any
additional amount required to complete CITY’s financial obli-
gations pursuant to this Agreement.
(5) To continue maintaining the entire traffic control
signal(s) and safety lighting as modified and pay an amount of
the total maintenance costs, including electrical energy costs
per current maintenance agreement in force.
(6) The modified traffic signals will continue to be
owned, maintained and operated by STATE. Sharing of maintenance
cost will remain unchanged as stated in the existing maintenance
agreement. The revised striping on E! Camino Real (Route 82) will
continue to be maintained by STATE and the revised striping on
the city streets will continue to be maintained by CITY.
SECTION II
CITY AGREES:
(I) To deposit with STATE within 25 days of receipt of
billing therefor (which billing will be forwarded 15 days prior
to STATE’s bid advertising date of a construction contract for
PROJECT), the amount of $128,000, which figure represents CITY’s
estimated share of the combined total expense for preliminary en-
gineering, construction engineering, and construction costs re-
quired to complete . PROJECT, as shown on Exhibit "A". CITY’s
-3-
DRAFT District ~greement blo. 4-1666-C
total obligation for said anticipated PROJECT costs, extra work
and contingencies, exclusive of claims and excluding costs re-
ferred to in Section III, Article (9), of this Agreement, shall
not exceed the amount of $154,000, provided that CITY may, at its
sole discretion, in writing, authorize a greater amount.
(2) CITY’s share of the construction cost estimated to
be $102,500 included in PROJECT costs referred in Article (I) of
this Section shall be an amount equal to 50Z of the total actual
signal and lighting related construction costs plus CITY’s 56.7Z
share of the actual roadwork construction costs, including the
cost of construction-related claims, the cost of STATE defense of
any of those claims and the cost of STATE-furnished material, if
any,as determined after completion of work and upon final ac-
counting of costs.
(3) CITY’s share of the expense of preliminary engi-
neering shall be an amount equal to 50~ of STATE’s actua! costs
for preliminary engineering for the entire PROJECT.
(4) CITY’s share of the expense of construction engi-
neering shall be an amount equal to 50~ of STATE’s actual costs
of construction engineering fer the entire PROJECT.
(5) To pay STATE upon completion of all work and within
twenty (20) days of receip~ of a detailed statement made upon
final accounting of costs therefor, any amount over and above the
aforesaid advance deposit required to complete CITY’s financial
obligation pursuant to this Agreement.
-4-
DRAFT District ~greement No. 4-1666-C
(6) To reimburse STATE for CITY’s proportionate share
of the cost of maintenance of traffic control signal(s) and
safety lighting, such share to be an amount as mentioned in the
current Maintenance Agreement in force.
(7) To furnish any necessary right-of-way unless other-
wise provided for.
(8) To certify to STATE that the right-of-way is owned
by CITY or that CITY had Right of Entry to do work prior to De-
cember 31, 1996.
SECTION III
IT IS MUTUALLY AGREED:
(I) Al! obligations of STATE under the terms of this
Agreement are subject to the appropriation of resources by the
Legislature and the allocation of resources by the California
Transportation Commission.
(2) STATE shall not award a contract to construct
PROJECT until after receipt of CITY’s deposit required in Section
II, Article (I) of this Agreement.
(3) Should any portion of PROJECT be financed with Fed-
eral funds or State gas.tax funds, all applicable laws, regu-
lations and policies relating to the use of such funds shall
apply, notwithstanding other provisions of this Agreement.
(4) After opening of bids for construction of PROJECT,
CITY’s estimate of cost will be revised based on actual bid
-5-
DRAFT District ~greement No. 4-1666-C
prices.CITY’s required deposit under Section II, Article (i)
will be increased or decreased to match said revised estimate.
If deposit increase or decrease is less than $I,000, no refund or
for additional deposit will be made until final account-demand
ing.
(5) After opening bids for construction of PROJECT, and
if bids indicate a cost overrun of no more than 20Z of the esti-
mate will occur, STATE may award the contract.
(6) If, upon opening of bids, it is found that a cost
overrun exceeding 20Z of the estimate will occur, STATE and CITY
shall endeavor to agree upon an alternative course of action.
If, after twenty-five (25) days, an alternative course of action
is not agreed upon, this Agreement shall be deemed to be termi-
nated by mutual consent pursuant to Article (8) of this Section
III.
(7) Prior to award
PROJECT, CITY may terminate this
of the construction contract for
Agreement by written notice,
provided CITY pays STATE for all PROJECT related costs incurred
by STATE prior to termination.
(8) If termination of this Agreement is by mutual con-
sent, STATE will bear 50Z and CITY will bear 50Z of all PROJECT
related costs incurred by STATE prior to termination, except that
any utility relocation costs shall be prorated in accordance with
STATE’s and CITY’s responsibility for utility relocation costs.
(9) If existing public and/or private utility faci-
lities conflict with PROJECT construction or violate STATE’s
-6-
DRAFT District Agreement No. %-1666-C
encroachment policy, STATE shall make all necessary arrangements
with the owners of such facilities for their protection, relo-
cation or removal. STATE shall inspect the protection, relo-
cation or removal. If there are costs of such protection, relo-
cation or removal which STATE and CITY must legally pay, STATE
and CITY shall share in the cost of said protection, relo- cation
or removal, plus cost of engineering overhead and in- spection,
in the amount of 50% STATE and 50% CITY. If any protection, re-
location or removal of utilities is required, such work shall be
performed in accordance with STATE’s policy and procedure for
those facilities located within the limits of work providing for
the improvement to the State highway and in accord- ance with
CITY policy for those facilities outside of the limits of work
providing for the improvement to the State highway.
(I0) Upon completion of all work under this Agreement,
ownership and title to materials, equipment and appurtenances in-
stalled within STATE’s right of Way will automatically be vested
in STATE and materials, equipment and appurtenances installed
outside of STATE’s right of way will automatically be vested in
CITY. No further agreement will be necessary to transfer owner-
ship as hereinabove stated.
(II) The cost of any engineering or maintenance re-
ferred to herein in this Agreement shall include all direct and
indirect costs (functional and administrative overhead assess-
ment) attributable to such work, applied in accordance with
STATE’s standard accounting procedures.
-7-
DRAET District ~greement No. 4-1666-C
(12) Nothing in the provisions of this Agreement is
intended to create duties or obligations to or rights in third
parties not parties to this Agreement or affect the legal liabil-
ity of either party to the Agreement by imposing any standard of
care with respect to the maintenance of State highways different
from the standard of care imposed by law.
(13) Neither STATE nor any officer or emp!oyee thereof
is responsible for any damage or liability occurring by reason of
anything done or omitted to
nection with any work, authority
CITY under this Agreement.
be done by CITY under or in con-
or jurisdiction delegated to
It is understood and agreed that,
pursuant to Government Code Section 895.4, CITY shall fully de-
fend, 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 injury
(as defined in Government Code Section 810.8) occurring by reason
of anything done or omitted to be done by CITY under or in con-
nection with any work, authority or jurisdiction delegated to
CITY under this Agreement.
(14) Neither CITY nor any officer or employee thereof
is responsible for any damage or liability occurring by reason of
anything done or omitted tb be done by STATE under or in con-
nection with any work, authority or jurisdiction delegated to
STATE under this Agreement. It is understood and agreed that,
pursuant to Government Code Section 895.4, STATE shall fully de-
fend, indemnify and save harmless CITY from all claims, suits or
-8-
DRAFT District Agreement No. 4-1666-C
actions of every name, kind and description brought for or on ac-
count of injury (as defined in Government Cede Section 810.8) oc-
curring by reason of anything done or omitted to be done by STATE
under or in connection with any work, authority or juris- diction
delegated to STATE under this Agreement.
(15) In the construction of said work, STATE will fur-
nish a representative to perform the functions of a Resident En-
gineer, and CITY may, at no cost to STATE, furnish a represen-
tative, if it so desires, and said representative and Resident
Engineer will cooperate and consult with each other, but the de-
cisions of STATE’s Resident Engineer shall prevail.
(16) Execution of this Agreement by CITY grants to
STATE the right to enter upon CITY owned lands to construct
PROJECT.
(17) Those portions of this Agreement pertaining to the
construction of PROJECT shall terminate upon completion and ac-
ceptance of the construction contract for PROJECT by STATE, or on
June 30, 2001, whichever is earlier in time; however, the owner-
ship, operation, maintenance, liability, and claims clauses shall
remain in effect until terminated or modified, in writing, by mu-
tual agreement. Should any construction related claim arising
out of PROJECT be asserted against STATE, CITY agrees to extend
the termination date of this Agreement and provide additional
funding as required to cover CITY’s proportionate share of costs
or execute a subsequent Agreement to cover those eventualities.
-9-
DRA_VT District ~greement Mo. ~_-1666-C
STATE OF CALIFORNIA
Department of Transportation
JAMES W. VAN LOBEN SELS
Director of Transportation
By
District Division Chief
Approved as to form and
procedure
Attorney
Deportment of Transpotation
CITY OF PALO ALTO:
BY
Mayor
ATTEST:
City Clerk
APPROVED AS TO FORM:
Senior Assistant City
Attorney
APPROVED:
City Manager
District Budget Manager
Certified as to financial
terms and conditions
District Accounting
Administrator
Director of Public Works
Director of Planning and
Community Environment
Deputy City Manager Administrative
Services
Chief Transportation Official
CERTFICATION OF FUNDS
I hereby certify upon my own
personal knowledge that budgeted
funds are available for the
period and purpose of payment to
construction contractors and to
qualified support staff pursuant
to this Agreement.
Fiscal Officer
City of Palo Alto
-I0-
DRAFT District Agreement No. 4-1666-C
4-SCI-82, KP36.48/37.19
(PM22.67/23.11)
4380-232400
Dist. Agmt. No. 4-1666-C EXHIBIT A
COST ESTIMATE BREAKDOWN
Description
Electrical
Arastradero/Charleston
Maybell/El Camino Way
Los Robles/El Camino Way
Roadwork
Island Modification
at Arastradero (incl.
striping)
I/S Modificatio at
Maybell (incl.
striping
Pavement Reconstruct-
ion at Los Robles
Striping at Los
Robles
Construction Area Signs
Traffic Control
Subtotal
Contingencies (20%+/_
+Total Const. Cost
Preliminary Engineering
(10Z)
Construction Engineering
(isz)
Total CITY Participation
CITY STATE’s Total
Share Share
$
1,000 1,000 2,000
23,000 23,000 46,000
ii,000 II,000 22,000
4,500 4,50~9,000
20,000 20,000 40,000
8,000 -0-8,000
1,500 1,500 3,000
3,000 3,000 6,000
12,500 12,500 25,000
84,500 76,500 161,000
18,000 16,000 34,000
102,500 92,500 195,000
10,250
15,250
128,000
-II-
ATTACHAIENT 2
RESOLUTION NO.
RESOLUTION OF THE COUNCIL OF THE CITY OF PALO ALTO
AUTHORIZING EXECUTION OF AN AGREEMENT WITH THE
STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION
FOR MODIFYING TRAFFIC SIGNALS AND PERFORMING ROAD
WORK ALONG EL CAMINO REAL AT ARASTRADERO
ROAD/CHARLESTON ROAD, MAYBELL AVENUE AND LOS
ROBLES AVENUE/EL CAMINO WAY
WHEREAS, the State of California by and through its
Department of Transportation is proposing to undertake a joint
traffic signa! and road work project along E1 Camino Real at
Arastradero Road/Charleston Road, Maybell Avenue and Los Robles
Avenue/El Camino Way in the City of Palo Alto; and
WHEREAS, the State of California has requested the City of
Palo Alto approve a.joint agreement providing for the payment of
its share of the cost of said improvements;
NOW, THEREFORE, the Council of the City of Palo Alto does
hereby RESOLVE as follows:
SECTION i. That certain agreement (Caltrans Agreement No.
4-1666-C) by and between the State of California, acting by and
through its Department of Transportation, and the City of Palo Alto
for modification and upgrading of traffic control signals, and
related minor road work along E1 Camino Real at Arastradero
Road/Charleston Road, Maybell Avenue and Los Robles Avenue/El
Camino Way is hereby approved and the Mayor is hereby authorized to
execute said agreement on behalf of the City of Palo Alto.
SECTION 2. The State of California, which is the lead
agency for this project, has previously determined that the project
is categorically exempt from the provisions of the California
Environmental Quality Act ("CEQA"), pursuant Section 1510.1, Class
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961127 lac 0031465
i (C), (7, 13) [minor alteration of existing facilities] of the
Caltrans Regulations for Implementation of CEQA. The Council
concurs with that determination.
INTRODUCED AND PASSED :
AYES :
NOES :
ABSENT :
ABSTENTIONS :
ATTEST:
City Clerk
APPROVED AS TO FORM:
Senior Asst. City Attorney
APPROVED:
Mayor
City Manager
Deputy City Manager,
Administrative Services
Director of Planning and
Community Environment