HomeMy WebLinkAbout1999-05-24 City CouncilCity of Palo Alto
City Manager’s Report
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TO:HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: PLANNING
DATE:MAY 24, 1999 CMR:253:99
SUBJECT:RESOLUTION APPROVING AN AMENDMENT TO THE
AGREEMENT WITH CALTRANS TO MODIFY TRAFFIC SIGNALS
ALONG EL CAMINO AT ARASTRADERO/CHARLESTON ROAD,
MAYBELL AVENUE, AND LOS ROBLES AVENUE/EL CAMINO
WAY AND BUDGET AMENDMENT ORDINANCE OF $37,750 TO
COMPLETE THESE PROJECTS
RECOMMENDATION
Staff recommends that Council:
°
Adopt a resolution approving the amendment to Caltrans Agreement No. 4-1666-C,
between the City of Palo Alto and Caltrans to modify traffic signals along E1 Camino
Real at Arastradero/Charleston Road, Maybell Avenue, and Los Robles Avenue/El
Camino Way,
Authorize the Mayor to execute the proposed Amendment (No. 4-1666-A1), between
Caltrans and the City of Palo Alto,
Adopt the attached Budget Amendment Ordinance appropriating $37,750 to Capital
Improvement Program (CIP) Projecf 19523.
BACKGROUND
In March 1993, Council 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 began working with Caltrans to develop traffic
signal and roadwork improvement projects at Arastradero/Charleston Road, Maybell Avenue,
and Los Robles Avenue/E1 Camino Way.
On May 10, 1997, Council adopted a resolution approving an agreement (Caltrans
Agreement No. 4-1666-C) between the City of Palo Alto and Caltrans to modify traffic
signals at the above-referenced intersections (CMR: 158:97). The agreement states that the
CMR:253:99 Page 1 of 3
City’s share of the cost would not exceed $154,000, unless the City, at its sole discretion,
and in writing, authorized a greater amount.
DISCUSSION
Since the execution of the agreement, project costs have risen due to higher labor costs, a
new set of traffic signal loops, and the traffic signal interconnection between the three
intersections. The City’s share of the proposed project cost is now estimated to be $162,500,
plus an allowance for contingencies. If the actual cost of the project is higher or lower, the
City’s share will be adjusted accordingly. Amendment No. 4-1666-A1 (Attachment 2)
provides that the City’s share will not exceed $195,000 ($162,500 plus $32,500, which is a
20 percent contingency).
RESOURCE IMPACT
The attached BAO requests funds not to exceed $37,750 from the Street Improvement Fund.
A total of $157,250 is available in CIP Project No. 19523 for improvements at the three
locations. The City’s maximum commitment is $195,000, which leaves a gap of $37,750.
Approval of the Budget Amendment Ordinance (BAO) in the amount of $37,750
(Attachment C) is essential to provide sufficient funds to meet the City’s commitment and
complete the project.
POLICY IMPLICATIONS
The recommendation in this report is consistent with the Council-approved
Charleston/Meadow School Corridor study recommendations, to enhance the safety of
students crossing E1 Camino Real.
TIMELINE
Caltrans is ready and willing to award the project and start the construction this summer
subject to the City depositing $162,500.
ENVIRONMENTAL, REVIEW
Caltrans is the lead agency and has determined that the project is categorically exempt under
Section 1510.1 Class I (7, 13) of the Caltrans Regulations for implementation of the
California Environmental Quality Act. This is the equivalent of the CEQA Guidelines
exemption for alteration of existing facilities and staff concurs with this determination.
CMR:253:99 Page 2 of 3
ATTACHMENTS
A.Resolution approving Amendment to Caltrans Agreement
B.Amendment to Caltrans Agreement No 4-1666-A1
C.Budget Amendment Ordinance
PREPARED BY: Ashok Aggarwal, City Traffic Engineer
DEPARTMENT HEAD:~
G. EDWARD
Director of Planning and
/’~ Community Enyi~onment
!_// City Manager ~
Caltrans (R. E. Baxter, David Chew)
City School Traffic Safety Committee
Barron Park Association (Will Beckett)
Barron Square Homeowners Association (William Yeung)
Charleston Meadows Neighborhood Association (Millie Davis)
Greenacres Improvement Association (Gloria Kreitman)
Ventura Neighborhood Association (Kristen Johnson, Amy Balsom, JudyAnn Edwards)
CMR:253:99 Page 3 of 3
ATTACHMENT A
RESOLUTION NO.
RESOLUTION OF THE COUNCIL OF THE CITY OF PALO ALTO
AUTHORIZING EXECUTION OF AN AMENDMENT TO THE
AGREEMENT WITH THE STATE OF CALIFORNIA DEPARTMENT
OF TP31NSPORTATION FOR MODIFYING TRAFFIC SIGNALS
AND PERFORMING ROADWORK ALONG EL CAMINO REAL AT
ARASTRADERO ROAD/CHARLESTON ROAD, MAYBELL AVENUE
AND LOS ROBLES AVENUE/EL CAMINO WAY
WHEREAS, .the City of Palo Alto entered into an agreement
(Caltrans Agreement No. 4-1666-C) with the State of California by
and through its Department of Transportation regarding the joint
funding of a traffic signal and roadwork 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 (the
~Project"); and
WHEREAS, the estimated costs of the Project- have
significantly increased, and the State of California has requested
that the City of Palo Alto approve an amendment to the agreement
providing for reallocation of the parties’ respective shares of the
increased costs for said improvements;
NOW, THEREFORE, the Council of the City of Palo Alto does
hereby RESOLVE as follows:
SECTION I. That certain amendment to agreement (Caltrans
Agreement No. 4-1666-AI) 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 roadwork 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 amendment to 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 to Section 1510.1,
//
//
//
//
990513 sdl 0032151
1
Class 1
the Caltrans Regulations for Implementation of CEQA.
concurs with that determination.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
(C), (7, 13) [minor alteration of existing facilities] of
The Council
ATTEST:APPROVED:
City Clerk
APPROVED AS TO FORM:
Senior Asst. City Attorney
~Mayor
City Manager
Director of
Administrative Services
Director of Planning and
Community Environment
2
990513 sd10032151
ATTACHMEN I
4-SCl- 2 KP 36.5/37.2
(PM 22.7/23.1)
Arastradero Rd. to Los Robles Ave.
4222-232401
District Agreement No. 4-1666-A 1
Document No. SC1-43-13854
AMENDMENT TO AGREEMENT
THIS AMENDMENT TO AGREEMENT, ENTERED INTO ON , is
between the STATE OF CALIFORNIA, acting by and through its Department 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
The parties hereto entered into an Agreement (Document No. SC1-43-13854) on March
17, 1997, said Agreement defining the terms and conditions of a project to modify
traffic control signals and safety lighting and to perform roadwork at the intersections
of Route 82 (El Camino Real) and Arastradero Road/West Charleston Road, Maybell
Avenue, and Los Robles Avenue/El Camino Way, referred to herein as "PROJECT".
o The original Agreement sets STATE’s share at 43.3% of the actual roadway
construction cost and "sets CITY’s share at 56.7% of said cost and it has bee~
determined that STATE’s share and CITY’s share will now be equal at 50% each for the
actual roadway construction cost.
The original Agreement sets STATE’s and CITY’s total obligations for PROJECT at
$101,750 and $154,000, respectively, and it has been determined that STATE’s and
CITY’s total obligations for PROJECT will exceed those amounts.
IT IS THEREFORE MUTUALLY AGREED:
1.Revised Exhibit A, dated February 23, 1999, attached and made a part of this
Amendment to Agreement, supersedes Exhibit A shown in the original Agreement.
District Agreement No. 4-1666-A1
2.Article (3) of Section I of the original Agreement shall read as follows:
. (3) To pay an amount equal to fifty percent (50%) of the total actual
construction cost for PROJECT, which amount is estimated to be $127,000, as
shown on Exhibit A. In no event shall STATE’s total obligation for construction
costs under this Agreement, excluding costs referred to in Article (9) of Section
III of this Agreement, exceed the amount of $152,400, provided STATE may, at
its sole discretion, in writing, authorize a greater amount.
CITY’s deposit specified in Article (1) of Section II of the original Agreement shall now
be the amount of $162,500, and CITY’s total obligation specified in said Article (1) shall
now not exceed the amount of $195,000.
4.Article (2) of Section II of the original Agreement shall read as follows:
(2) CITY’s share of the construction cost, estimated to be $127,000, shall
be an amount equal to fifty percent (50%) of the total actual construction costs
for PROJECT, including the cost of claims related to construction, the cost of
STATE’s defense of any of those claims, and the cost of ~State-furnished
material", ff any, as determined after completion of work and upon f’mal
accounting of costs.
5.The other terms and conditions of said Agreement (Document No. SC1-43-13854) shall
remain infull force and effect.
6.This Amendment to Agreement is hereby deemed to be part of Document No.
SC1-43-13854.
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District Agreement No. 4-1666-A 1
STATE OF CALIFORNIA
Department of Transportation
JOSE MEDINA
Director of Transportation
By:
District Division Chief
Approved as to form and procedure:
CITY OF PALO ALTO
By:
(Mayor}
Attest:
City Clerk
Approved as to form:
Attorney
Department of Transportation
Attorney
Certified as to budgeting of funds:
Approved:
District Budget Manager
City Manager
Certified as to financial terms and
conditions:
Director of Public Works
Accounting Administrator
Director of Planning and Community
Environment
Director of Adminstrative Services
Chief Transportation Official
District Agreement No. 4-1666-A 1
4-SC1-82 KP 36.5/37.2
(PM 22.7/23.1)
Arastradero Rd. to Los Robles Ave.
4222-232401
COST ESTIMATE BREAKDOWN
EXHIBIT A
February 23, 1999
Description
Electrical Construction
Arastradero / Charleston
Maybell/E1 Camino Way
Los Robles/E1 Camino Way
Roadwork Construction
Modify Island at Arastradero
(Including striping)
Modify intersection at Maybell
(Including striping)
Striping at Los Robles
Construction Area Signs
Traffic Control
Total
$ 7,000
100,000
21,600
9,000
40,000
3,000
6,000
25,000
Subtotal $211,600
Contingencies 42,400
Total Construction Cost $254,000
Preliminary Engineering (3)
Construction Engineering (3)
Total CITY’s Share for cost of PROJECT
STATE’s CITY’s
Share {1)Share (2)
$ 3,500 $ 3,500
50,000 50,000
10,800 10,800
4,500 4,500
20,000 20,000
1,500 1,500
3,000 3,000
12,500 12,500
$105,800 $105,800
21,200 21,200
$127,000 $127,000
14,200
21,300
$162,500
NOTES:
(1) STATE’s share of the actual cost for construction is fifty percent (50%) of the total
actual construction cost for PROJECT, as specified in Article (3) of Section I of this
Agreement.
(2)CITY’s share of the actual cost for construction is fifty percent (50%) of the total actual
construction cost for PROJECT, as specified in Article (2) of Section II of this
Agreement.
(3)CITY’s share of the costs for preliminary and construction engineering is fifty percent
(50%) of STATE’s actual costs for said engineering as specified in Articles (3) and (4) of
Section II of this Agreement.
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ATTACHMENT C
ORDINANCE NO.
ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO
AMENDING THE BUDGET FOR THE FISCAL YEAR 1998-99 TO
PROVIDE AN ADDITIONAL APPROPRIATION OF $37,750 FOR EL
CAMINO REAL INTERSECTION SAFETY IMPROVEMENTS CAPITAL
PROJECT NUMBER 19523
WHEREAS, pursuant to’the provisions of Section 12 of Article
III of the Charter of the City of Palo Alto, the Council on June 22,
1998 did adopt a budget for fiscal year 1998-99; and
WHEREAS, the E1 Camino Real Intersection Safety Capital
Improvement Project 19523 was established to fund traffic signal
modifications and related intersection improvements for the safety
of pedestrians and bicyclists at locations along E1 Camino Real; and
WHEREAS, the City Council adopted a resolution on March I0,
1997, approving an agreement between the City of Palo Alto and
Caltrans to modify traffic signals at three intersections
(CMR:158:97); and
WHEREAS, the agreement provided that the City’s share of the
cost will not exceed $154,000, unless the city, at its sole
direction and in writing, authorizes a greater amount; and
WHEREAS, since the execution of the agreement, both the labor
and capital costs for this project have risen and the City’s share
of the proposed project cost is now estimated to be $195,000,
including an allowance for contingencies; and
WHEREAS, there is $157,250 currently available for CIP project
19523, and an additional appropriation of $37,750 is needed to meet
the City’s commitment and complete the project; and
WHEREAS, the additional appropriation of funds requested from
the Street Improvement Fund is for a one-time cost and no future
year ongoing costs are anticipated for this project; and
WHEREAS, City Council authorization is needed to amend the
1998-99 budget as hereinafter set forth.
NOW, THEREFORE, the Council of the City of Palo Alto does
ORDAIN as follows:
SECTION i. The sum of Thirty Seven Thousand Seven Hundred and
Fifty Dollars ($37,750) is hereby appropriated to Capital
Improvement Project No. 19523, E1 Camino Real Intersection Safety
Improvements, and the Street Improvement Fund is correspondingly
.reduced.
SECTION 2. This transaction will reduce the Street Improvement
Fund from $91,763 to $54,013.
SECTION 3. As specified in Section 2 ’28.080(a) of the Palo
Alto Municipal Code, a two-thirds vote of the City Council is
required to adopt this ordinance.
SECTION 4. As the lead agency, Caltrans has determined that
the project is categorically exempt under Section 1510.1, Class
(7,13), of the Caltrans regulations for implementation of the
California Environmental Quality Act, and the Council concurs that
this determination is equivalent to the CEQA guidelines for the
alteration of existing facilities.
SECTION 5. As provided in Section 2.04.350 of the Palo Alto
Municipal Code, this ordinance shall become effective upon adoption.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST:"APPROVED:
City Clerk Mayor
APPROVED AS. TO FORM:City Manager
Senior Asst. City Attorney Director of
Services
Administrative
Director of Planning
Community Environment
and