Title
Staff Report for a Resolution of the City of San Leandro City Council to Authorize the City Manager to Negotiate and Execute Amendment No. 2 and Subsequent Amendments with Individual and Cumulative Costs and Expenses of Less than $50,000 to the 1995 Agreement for Maintenance of State Highways in the City of San Leandro between the State of California and the City of San Leandro
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends approval of a resolution authorizing the City Manager to:
1) Negotiate and execute Amendment No. 2 to the 1995 Agreement with the State of California (Caltrans) for Maintenance of State Highways in the City of San Leandro to provide access to maintain the existing City-owned sanitary sewer system; and
2) Negotiate and execute subsequent Amendments to the 1995 Agreement for Maintenance of State Highways with individual and cumulative costs and expenses of less than $50,000.
BACKGROUND
The City of San Leandro (“City”) currently has agreements with Caltrans to share maintenance of roadway elements (i.e., sidewalk, lighting, power, etc.) for State highway routes such as Davis Street and East 14th Street located in San Leandro that are under Caltrans’ jurisdiction. The current 1995 Agreement for Maintenance of State Highway and Amendment No. 1 was approved on March 2, 2020; however, the original agreements date back to before the 1960s.
The City, in partnership with the Alameda County Transportation Commission (ACTC) has a project to replace the landscaping removed during the I-880 Southbound HOV Lane - South Segment Project at the Davis Street and Marina Boulevard interchanges. The South segment project improvements included freeway widening work to accommodate the new southbound HOV lane and the reconstruction of the Davis Street and Marina Boulevard overcrossings to provide standard vertical clearance over the freeway. The South Segment Project was completed in 2016, and only the work to replace highway planting identified during the project environmental approval process for the Davis Street and Marina Boulevard interchanges remains to be completed with the current project.
The City’s sanitary sewer has existed within Davis Street (SR 112) for many decades and includes three manholes within access-restricted areas of Davis Street at the I-880 interchange. Maintenance of these sewer facilities is authorized by Caltrans Encroachment Permit 04-19-N-UE-3168. Due to the location of the manholes, the City must utilize State right-of-way to access the sewer system for routine and emergency maintenance.
Typical amendments to the Agreement for Maintenance of State Highways are relatively simple instructions that delineate the responsibility for maintenance between Caltrans and the City. The separation of work in most cases usually identifies improvements desired by the City; however, Caltrans does not accept payment for maintenance but requires the jurisdiction to complete maintenance work using City forces and funds.
Analysis
ACTC is the implementing agency for the I-880 Replacement Planting at Davis Street and Marina Boulevard Project (Project) located in the City (see Attachment A for location). In addition to planting and irrigation, the current Project proposes breaks in the State right-of-way access control fence with locked gate access for City staff to conduct regular maintenance activities at existing sanitary sewer manholes within the Davis Street interchange. See Attachment B plans for proposed locked gate access.
The City is responsible for maintenance of the sanitary sewer system within Davis Street (SR 112) and the Davis Street at I-880 freeway interchange. There are three manholes in the interchange that require access. Two of the manholes are in the southwest quadrant of the interchange and one is in the southeast quadrant of the interchange. Routine maintenance of the sanitary sewer system is performed approximately once every ten years. Emergency maintenance can be required at any time to clear pipe obstructions or to interrupt unauthorized materials that may enter the system.
Upon completion of the required replacement planting, the City’s maintenance vehicle’s access to sanitary sewer manholes at Davis Street will be constrained; however, new access paths will be constructed.
There are two manholes in the southwest quadrant of the Davis Street interchange. Staff considered access off of Davis Street and while there is currently no fence, the steep slopes and the potential for sidewalk closure on the overcrossing approach and temporary traffic control on Davis Street (SR 112) make it a difficult route for access. After a site review, City maintenance staff determined access from Timothy Drive was the safest alternative and is currently planned for construction. The new gate access points are the primary subject of the amendment change and is identified in Note (7) of Exhibit A of Amendment No. 2. The manhole in the southeast quadrant will be accessed from a path from eastbound Davis Street with adequate provisions for safe entry.
On occasion, the City and Caltrans must make minor but necessary modifications to the Freeway Maintenance Agreement to address new improvements. Recent experience has shown that most amendments are simple and practical interpretations of identifying the responsible parties for improvements and the amendments provide a means for memorializing agreements and any arrangements for routine maintenance. In order to minimize delay in completing projects and allow for the efficient use of staff time, staff requests that the City Council authorize the City Manager, or their designee to negotiate and approve future amendments to the Freeway Maintenance Agreement with individual or cumulative costs and expenses of less than $50,000 for maintaining improvements within Caltrans right-of-way.
Current Agency Policies
• Support and implement programs, activities and strengthen communication that enhances the quality of life and wellness, celebrates the arts and diversity and promotes civic pride
• Maintain and enhance San Leandro’s infrastructure
Previous Actions
• On May 18, 1953, by Resolution No. 2115 CMS, the City Council approved a Freeway Maintenance Agreement with the State of California, Department of Transportation (Caltrans).
• On June 24, 1963, by Resolution No. 63-129, the City Council approved a
Freeway Maintenance Agreement with the State of California, Department of Transportation (Caltrans).
• On February 21, 1995, by Resolution No. 95-20, the City Council approved an Agreement with the State of California, Department of Transportation (Caltrans) for maintenance of State highways in the City of San Leandro (Delegated Maintenance Agreement) that provided for maintenance of State highways and established reimbursement costs from Caltrans.
• On March 2, 2020, by Resolution No. 2020-023, the City Council approved Amendment No. 1 to the 1995 Agreement for Maintenance of State Highways in the City of San Leandro (04-Ala 880 PM 22.6/24) between the City of San Leandro and the State of California.
Committee Review and Actions
• This project was presented to the City Council Facilities and Transportation Committee on January 5, 2016.
Applicable General Plan Policies
• Policy T-2.1: Complete Streets Serving All Users and Modes. Create and maintain “complete” streets that provide safe, comfortable, and convenient travel through a comprehensive, integrated transportation network that serves all users.
• Policy T-3.6: Pedestrian Environment. Improve the walkability of all streets in San Leandro through the planning, implementing, and maintaining of pedestrian supportive infrastructure.
• Policy T-7.2: Capital Improvements. Identify capital improvements and other measures which improves the safety of bicyclists, pedestrians, and motor vehicles on San Leandro Streets.
• Policy T-7.7: Funding. Pursue grants for the improvement of pedestrian, bicycle, and motor vehicle safety, including a greater focus on traffic law and speed enforcement.
Legal Analysis
The City Attorney will review all agreements for approval as to form before final execution by the City Manager.
Fiscal Impacts
This amendment does not have a net cost impact to the associated accounts (Stormwater account, 598-58-008; Operating account, 010-31-003) managed by Public Work Services as the improvements ease access to existing facilities.
ATTACHMENTS
Attachments
• Attachment A - Location Drawing
• Attachment B (3 Sheets) - Locked Gate Access (Construction Details)
Attachments to Related Legislative File
• Amendment No. 2 to the 1995 Agreement for Maintenance of State Highways in the City of San Leandro
• Amendment No. 1 to the 1995 Agreement for Maintenance of State Highways in the City of San Leandro
PREPARED BY: Keith R. Cooke, Director, Engineering & Transportation Department