Title
Staff Report for a City of San Leandro City Council Resolution to Authorize the City Manager to Execute and Pay $87,000 for a Public Highway and Pedestrian At-Grade Crossing Agreement with Union Pacific Railroad Company; Appropriate Additional Grant Funding of $493,738; and to Approve Amendment No. 2 to a Consulting Services Agreement with Harrison Engineering, Inc. for an Increase of $11,000 for a Total Contract Amount of $60,900 and to Extend the Term of the Contract to December 31, 2022; all for the Washington/Chapman Railroad Crossing Improvements Project; Project No. 2016.0320 (Agreement with Union Pacific Railroad Company (UPRR) to allow improvements at the Washington/Chapman Railroad Crossing and approve and appropriate grant funds for the project.)
Staffreport
SUMMARY AND RECOMMENDATIONS
This Crossing Agreement with Union Pacific Railroad Company (UPRR) will allow improvements at the Washington/Chapman Railroad Crossing including a realigned pedestrian walkway within a new increased right of way footprint on Railroad property.
Appropriation of grant funding will authorize staff to accept and expend funds for the project.
The contract amendment with Harrison Engineering, Inc. (HEI) provides for increased scope of consulting services to complete the design phase and to provide bid & award and construction assistance for the Washington/Chapman Railroad Crossing Improvements Project. This amendment raises the value of work to above $50,000, which requires City Council approval.
Staff recommends the following actions:
• Authorize the City Manager to enter into a Public Highway and Pedestrian At-Grade Crossing Agreement with UPRR which:
o Permits expansion of crossing improvements to include new sidewalk alignment;
o Sets forth responsibilities for construction of improvements;
o Authorizes a payment of $87,000 to UPRR for right-of-way access; and
o At completion of the project, this Agreement will supersede all previous Agreements at this UPRR grade crossing.
• Appropriate the following additional Section 130 grant funding:
o $343,738 authorized by Grant Amendment No. 1; and
o $150,000 authorized by Grant Amendment No. 3.
• Sets forth approval of Amendment No. 2 to an existing Consulting Services Agreement (CSA) with HEI that:
o Provides additional scope to complete design of highway improvements at the Washington/Chapman Railroad Crossing;
o Provides Consultant’s assistance through Bid & Award and Construction phases;
o Increases the contract amount by $11,000 resulting in a total contract amount of $60,900; and
o Extends the existing contract to December 31, 2022.
BACKGROUND
Washington Avenue is a four-lane road with two lanes in each direction of travel running from north-west to south-east. The railway crossing consists of one track with a heavy skew across Washington Avenue. In addition to the awkward skew, Chapman Road intersects Washington Avenue in the middle of the crossing. Drivers turning left onto Washington Avenue from Chapman Road immediately encounter the track crossing. The railroad is currently operated and maintained by UPRR. Prior to 1998, it was operated and maintained by Southern Pacific Transportation Company.
Crossing safety is a priority issue not only for the City, but also for UPRR, Amtrak, the California Public Utilities Commission (CPUC), and the Alameda County Transportation Commission (ACTC). Safety enhancements are recommended for Niles Subdivision railroad crossings with acute skew angles, such as the Washington/Chapman crossing. Because of past incidents at this location, the CPUC, on behalf of both the City and UPRR, secured a federal Section 130 Grant for safety enhancements for the at-grade railroad crossing at Washington Avenue/Chapman Road. The State of California Department of Transportation (Caltrans) administers Section 130 grant funds.
The original grant was for $340,875. After the grant was executed, additional railroad and highway safety enhancements, similar to the recently constructed crossing improvements at Alvarado Street, were added to the scope. Grant Amendment No. 1 was issued for the added scope, to provide $343,738 in additional funds, and to extend the term to the grant agreement. As design neared completion, UPRR required right-of-way mapping and appraisal that was not previously included in the project. To accommodate the right-of-way processing and review, Grant Amendment No. 2 was issued to extend the grant term to June 2022, and Grant Amendment No.3 was issued to increase the grant amount by $150,000 to compensate for added right-of-way cost, additional design cost and construction cost increases. Caltrans has indicated additional funds will be made available if needed for construction.
The improvements will include new realigned pedestrian sidewalks that cross the track at 90-degree angles, flashing light warning devices, extended raised curb medians and enhanced pavement markings on Washington Avenue and associated safety features at all approaches.
In 2017, the City hired HEI to design street improvements at the crossing location. After the design was substantially complete UPRR requested right-of-way alignment work, that was not previously included in HEI’s scope of work. Amendment No. 1 to HEI’s Consultant Services Agreement increased the original contract amount of $43,000 to $49,900 for added scope to provide right-of-way exhibits for UPRR and to address comments from ACTC.
Design of the crossing improvements is 95% complete. UPRR has completed design of its railroad improvements and has provided required revisions to the City’s 95% highway design. CPUC has reviewed the proposed improvements and will issue a General Order 88-B for Authority to Alter this At-Grade Highway-Rail Crossing. ACTC has reviewed and commented on the proposed improvements.
Analysis
Under this Agreement, UPRR will be responsible for railroad improvements including installation of flashing light warning devices and concrete crossing panels that provide the walking surface between the rail track. The City will be responsible for street improvements including realigned sidewalks to provide a 90 degree crossing of the tracks, guardrails, median extensions, pavement markings and new signs.
UPRR and the City have agreed on a fee of $87,000 for right-of-way access. The fee is based upon a square foot cost provided by an appraiser and the increased footprint area within railroad property to accommodate the new pedestrian walkway alignment. The cost of this fee will be fully reimbursed to the City from the Section 130 grant.
On completion of the project, previous existing Agreements for this grade crossing location shall terminate and the terms and conditions of this Agreement shall govern use, maintenance, and repair of this grade crossing
Amendment No. 2 to HEI’s Agreement will increase the contract amount to $60,900 and will extend the term to December 31, 2022. This Amendment is required to address design revisions required by UPRR and to provide an updated exhibit, consistent with the revised design, to the CPUC in support of the General Order 88-B application. These revisions were not previously apparent and are considered added scope. Amendment No. 2 will also add scope for consultant assistance through Bidding and Award phases and Construction Administration assistance.
Current Agency Policies
• Maintain and enhance San Leandro’s infrastructure
Previous Actions
• On February 7, 1964, by Resolution No. 64-25, the City Council approved an Agreement with Southern Pacific Transportation Company to construct, use and maintain a highway upon and across railroad property at Washington Avenue
• On April 18, 1977, by Resolution No. 77-108, the City Council approved an Agreement with Southern Pacific Transportation Company to construct, use and maintain right angle bicycle pathways upon and across railroad property at Washington Avenue
• On April 4, 2016, by Resolution No. 2016-039, the City Council authorized the City Manager to execute a Service Contract Agreement for Section 130 Grade Crossing Improvement Program grant and appropriate funds for the construction of highway improvements at the Washington/Chapman railroad Crossing
Applicable General Plan Policies
• Transportation PolicyT-3.6 Pedestrian Environment. Improve the walkability of all streets in San Leandro through the planning, implementing, and maintaining of pedestrian supportive infrastructure
• Transportation Goal T-7 Improve traffic safety and reduce the potential for collisions on San Leandro streets
• Transportation PolicyT-8.6 Railroads. Work with UPRR and AMTRAK to minimize the impacts of their facilities on the City and to better educate the public about railroad crossing safety and the materials transported by rail through the city. Collaborate with CPUC to explore potential railroad improvement projects and funding sources in San Leandro
Environmental Review
Caltrans has determined the project categorically excluded, under section 23 CFR 771.117(c), of National Environmental Policy Act (NEPA)
Legal Analysis
The City Attorney reviewed the Crossing Agreement and approves the document as to form.
Fiscal Impacts
Work will be fully reimbursed from Section 130 grant monies. The total project cost is estimated as follows:
Design and Bid: $137,656
Construction Contract: $533,654
Construction Contingency; $38,097
Construction Management and Inspection: $38,206
Railroad Right of Way: $87,000
Project Total $834,613
Budget Authority
The work will be funded by the following appropriations:
Account No. Source Fiscal Yr./Reso Amount
150-38-387 Special Grants Fund Reso 2016-039 $340,875
Appropriations Requested by this Action
150-38-387 Special Grants Fund $343,738
150-38-387 Special Grants Fund $150,000
Total Project Appropriation: $834,613
Attachments to Related Legislative Files:
• Section 130 Grant Amendments 1, 2, and 3
• Public Highway and Pedestrian At-Grade Crossing Agreement with Union Pacific Railroad Company
• HEI Original CSA
• HEI CSA Amendment 1
• HEI CSA Amendment No. 2
PREPARED BY: John O’Driscoll, Associate Engineer, Engineering and Transportation Department