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Home My WebLink About25C - AGMT FOR TRAFFIC SIGNAL SYNCREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JUNE 16, 2020 TITLE APPROVE COOPERATIVE AGREEMENT WITH THE STATE OF CALIFORNIA FOR IMPLEMENTATION OF TRAFFIC SIGNAL SYNCHRONIZATION ON MAIN STREET (PROJECT NO. 19-6949) (NON -GENERAL FUND) /s/ Kristine CITY MANAGER CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 11' Reading ❑ Ordinance on 2ntl Reading ❑ Implementing Resolution ❑ Set Public Hearing For_ CONTINUED TO FILE NUMBER RECOMMENDED ACTION Authorize the City Manager to execute a cooperative agreement (12-790) with the State of California (Caltrans) identifying each agency's roles and responsibilities, including a project -sponsored payment of $7,500 to Caltrans for the cost to implement traffic signal synchronization and improvements at three Caltrans intersections along Main Street, for the term beginning upon execution of the agreement and ending upon project completion subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION On November 20, 2018, the City Council approved a cooperative agreement with Orange County Transportation Authority (OCTA) to implement the Main Street Traffic Signal Synchronization project. This OCTA-led, grant -funded project will provide inter -jurisdictional traffic signal synchronization and improvements along the Main Street corridor traversing Santa Ana, Orange, Irvine, and Caltrans jurisdictions. The Cooperative Agreement describes the scope of the project, each agency's responsibilities, and the funding for the project. Funding for the City's share of the cost was budgeted in the Fiscal Year (FY) 2018-19 Capital Improvement Program (CIP). The OCTA-funded grant covers 80% of the costs, with local jurisdictions paying the remaining 20%. Three Caltrans intersections along Main Street at the 1-5 Freeway are within the City of Santa Ana project area (Exhibit 1). The improvements include preparing and implementing new synchronization timing and upgrading Caltrans traffic controllers to support the new Main Street Traffic Signal Synchronization corridor timing. The Caltrans Traffic Signal improvements are particularly important to reduce congestion and enhance traffic flow in Santa Ana due to the high traffic volume and complex turning movements on Main Street at the 1-5 Freeway. 25C-1 Cooperative Agreement with Caltrans for Main Street Traffic Signal Synchronization Project June 16, 2020 Page 2 Caltrans does not allow local jurisdictions or third parties to make operational changes to Caltrans- operated traffic signals. Therefore, Caltrans must be retained to make the necessary traffic signal changes for the project, and a separate Santa Ana/Caltrans Cooperative Agreement is required. This new Santa Ana/Caltrans Cooperative Agreement identifies operational responsibilities, and the cost for Caltrans to furnish and install the necessary equipment, and to review and implement the new traffic signal timing (Exhibit 2). The total cost for the Santa Ana/Caltrans traffic signal synchronization changes is $7,500. This cost will be treated like other project costs, where 80% is covered by the grant and 20% by Santa Ana. The project grant will, therefore, pay $6,000 of the $7,500 cost, and the City's share will be $1,500. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #6 - Community Facilities & Infrastructure, Objective #1 (establish and maintain a Community Investment Plan for all City assets), Strategy B (equitably maintain existing streets and associated assets in a state of good repair so they are clean, safe and aesthetically pleasing for all users). ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT As the lead agency for the Main Street Traffic Signal Synchronization project, OCTA will pay the $7,500 cost to furnish and install the traffic signal improvements at the three Caltrans locations within the city boundaries. Upon project closeout, OCTA will invoice Santa Ana for its 20% cash match of $1,500. Funding for the City's share of the cost was budgeted in the FY 2018-19 CIP. The funds are available in the Measure M2 Street Construction Fund (Account No. 03217662-66220, Project No. 19-6949) for expenditure in FY 2020-21 as follows: Accounting Unit - Accounting Unit -Account Fiscal Year Account No. Fund Description No. Description Amount Project No. FY 2020-21 03217662-66220 Measure M-Street Measure M2 Local Fairshare - Improvements $1,500 July -June (19-6949) Construction Other Than Building Paid by OCTA with project grant funds $6,000 TOTAL $7,500 NS/EWG/CR Exhibits: 1. Project Location Map 2. Cooperative Agreement 25C-2 22 Westminster Ave + 5th St a N O O m L O W Z =_ SANTA ANA City Council P� WA Agenda Date June 16,2020 PYBLIC KSMEN Main Street Traffic Signal 0 Synchronization Caltrans 1-5 Freeway Improvements Y N 17th St c •l6 Civic CenteriDr _ Santa Ana Blvd N N `w 1st St .0 O Q � LL m •` L C m R L7 Edinger ve Warner A I e egerstrom Ave Alton Ave � m Ma Arthur Blvd/ Project Nos.19-6949: Main Street Traffic Signal Synchronization Caltrans 1-5 Freeway Improvements 2=4 Oft NORTH man T EXHIBIT 2 12-ORA-5-PM 33.00/33.31 EA:926115, ID: 1220000076 District Agreement No. 12-790 COOPERATIVE AGREEMENT (General Traffic Signal Synchronization) THIS AGREEMENT, ENTERED INTO EFFECTIVE ON , 2020, is between the STATE OF CALIFORNIA, acting by and through its Department of Transportation, referred to herein as "CALTRANS" and the CITY OF SANTA ANA, a body politic and a municipal corporation of the State of California, referred to herein as "CITY". CALTRANS and CITY are individually referred herein as "PARTY" and collectively referred herein as "PARTIES". RECITALS 1. CALTRANS and CITY, collectively referred to as PARTIES, pursuant to Streets and Highways Code Sections 114 and 130, are authorized to enter into a cooperative agreement for improvements to State Highways within CITY. 2. Measure M2 Regional Traffic Signal Synchronization Program (RTSSP) of Orange County targets over 2,000 signalized intersections across the County to maintain traffic signal synchronization, improve traffic flow, and reduce congestion across jurisdictions. 3. CALTRANS and CITY desire to implement signal synchronization at three (3) intersections along Main Street to enhance traffic flow and reduce congestions at those intersections between CITY streets and State Highway System (SITS). 4. CALTRANS and CITY are committed to implementing multi jurisdictional signal synchronization to enhance countywide traffic flow and reducing congestion in relation to the State Highway System (SITS). 5. CITY has received separate funding from Orange County Transportation Authority (OCTA) for Regional Traffic Signal Synchronization on Main Street Corridor. 6. CITY desires CALTRANS to implement Intelligent Transportation System (ITS) equipment as deemed necessary, coordinated signal timing and other work elements as detailed in the attached SCOPE SUMMARY referred to herein as "IMPROVEMENTS" at the following locations identified in Exhibit A attached to and made a part of this Agreement by reference and referred to hereinafter as "INTERSECTIONS": a. Main Street at I-5 Northbound Off -Ramp / Edgewood Road Traffic Signal b. Main Street at I-5 Northbound On -Ramp / Santa Clara Avenue Traffic Signal c. Main Street at I-5 Suthbound On -Ramp / Buffalo Avenue Traffic Signal 7. PARTIES agree that IMPROVEMENTS will costa total of $7,500.00. CALTRANS will review and implement new signal timing plans of the IMPROVEMENTS, as specified in Exhibit A. NOW, THEREFORE, in consideration of the foregoing recitals and the following terms, covenants and conditions, the PARTIES agree as follows: CALTRANS AGREES: SECTION A 25C-4 12-ORA-5-PM 33.00/33.31 EA:926115, ID: 1220000076 District Agreement No. 12-790 1. To perform the work elements in order to complete IMPROVEMENTS as specified in the SCOPE SUMMARY attached to and made a part of this Agreement. 2. To install traffic signal controller equipment components of the IMPROVEMENTS, as specified in the exhibit A. 3. To implement coordination of traffic signal timing (TIMING PLAN) for INTERSECTIONS in accordance with the Caltrans Traffic Operations Manual. 4. To review the draft TIMING PLAN prepared by CITY, and finalize it subject to revisions mutually agreed to between PARTIES. 5. To submit an invoice for a lump sum (single payment), which includes all indirect costs per Caltrans Indirect Cost Rate Proposal (ICRP) of $7,500.00 to CITY for the IMPROVEMENTS within 30 days of execution of this agreement. SECTION B CITY AGREES: 1. To fully fund IMPROVEMENTS not exceeding $7,500.00 2. To develop TIMING PLAN for INTERSECTIONS and submit it for CALTRANS review and approval. 3. To work in good faith with CALTRANS to revise and finalize TIMING PLAN. 4. To make written application to CALTRANS for necessary encroachment permits authorizing entry of CITY onto SITS right of way to perform work for IMPROVEMENTS. CITY shall also require its consultants and contractors, if any, to make written application to CALTRANS for necessary encroachment permits. 5. To prepare and review a final report of the IMPROVEMENTS with CALTRANS and assess the performance of the PARTIES in relation to the terms, covenants, and conditions of the Agreement. 6. To pay to CALTRANS, within thirty (30) days of receipt of invoice, the amount of $7,500.00. SECTION C IT IS MUTUALLY AGREED THAT: 1. All CALTRANS' obligations under this Agreement are subject to the appropriation of resources by the Legislature and the State Budget Act authority, programming of funds by the California Transportation Commission (CTC) and the allocation thereof by the CTC. 2. CITY's total obligation is set at $7,500.00. If CALTRANS anticipates that funding will be insufficient to complete IMPROVEMENTS, due to (i) mutually agreed material modifications, (ii) the failure by CITY to perform its obligations under this Agreement following written notice from CALTRANS to CITY, or (iii) unforeseen 25C-5 12-ORA-5-PM 33.00/33.31 EA:926115, ID: 1220000076 District Agreement No. 12-790 conditions that are discovered during the performance of IMPROVEMENTS, CALTRANS will promptly notify CITY. CALTRANS may be required to stop work on IMPROVEMENTS until additional funding is secured and/or to restore the site of IMPROVEMENTS to a condition of safe operation, using any then unexpended funds, if additional funds are not made available for IMPROVEMENTS. 3. Neither CALTRANS 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 CITY, its contractors, sub -contractors, and/or its agents under or in connection with any work, authority, or jurisdiction conferred upon CITY or under this Agreement. It is understood and agreed that CITY, to the extent permitted by law, will fully defend, indemnify, and save harmless CALTRANS and all of its officers and employees from all claims, suits, or actions of every name, kind, and description brought forth under, but not limited to, tortuous, contractual, inverse condemnation, or other theories or assertions of liability occurring by reason of anything done or omitted to be done by CITY, its contractors, sub -contractors and/or its agents under this Agreement. 4. 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, its contractors, sub -contractors, and/or its agents under or in connection with any work, authority, or jurisdiction conferred upon CALTRANS or under this Agreement. It is understood and agreed that CALTRANS, to the extent permitted by law, 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, but not limited to, tortuous, contractual, inverse condemnation, or other theories or assertions of liability occurring by reason of anything done or omitted to be done by CALTRANS , its contractors, sub -contractor and/or its agents under this Agreement. 5. This Agreement will terminate upon completion of IMPROVEMENTS that all parties have met all scope, cost, and schedule commitments included in this agreement and have signed a cooperative agreement closure statement, which is a document signed by PARTIES that verifies the completion of all scope, cost, and schedule commitments. However, all indemnification, document retention, audit, claims, environmental commitment, legal challenge, hazardous material, operation, maintenance, and ownership articles will remain in effect until terminated, expired by statute of limitation, or modified in writing by mutual agreement. CONTACT INFORMATION This information provided below indicates the primary contact information for the PARTIES to the Agreement. PARTIES will notify each other in writing of any personnel or location changes. Contact Information changes do not require an amendment to this Agreement. The primary Agreement contact person for CALTRANS is: Shivinderjit Singh, Branch Chief Electrical Systems 6681 Marine Way Irvine, CA 92618-1724 Office Phone: (949) 936-3464 Email: shivinderjit.singh@dot.ca.gov The primary Agreement contact person for CITY is: 25C-6 Cesar Rodriguez, P.E., Senior Civil Engineer City of Santa Ana Public Works Agency 20 Civic Center Plaza Santa Ana, CA 92701 Office Phone: (714) 647-5626 Email: CRodriguez5@santa-ana.org 12-ORA-5-PM 33.00/33.31 EA:926115, ID: 1220000076 District Agreement No. 12-790 4 25C-7 12-ORA-5-PM 33.00/33.31 EA:926115, ID: 1220000076 District Agreement No. 12-790 SIGNATURES PARTIES declare that: Each PARTY is an authorized legal entity under California state law. 2. Each PARTY 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. This AGREEMENT may be executed and delivered in counterparts, and by each PARTY in a separate counterpart, each of which when so executed and delivered shall constitute an original and all of which taken together shall constitute one and the same instrument. The PARTIES acknowledge that executed copies of this AGREEMENT may be exchanged by facsimile or electronic mail (E-Mail), and that such copies shall be deemed to be effective as originals. STATE OF CALIFORNIA CITY OF SANTA ANA DEPARTMENT OF TRANSPORTATION IC Bobi Hetrick Deputy District Director AS TO FUNDS: Neda Saber District Budget Manager By: Kristin Ridge City Manager ATTEST: By: Daisy Gomez Clerk of the Council APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney n� Q By: iN 4 �. -f.. �L John M.Funk Assistant City Attorney RECOMMEND FOR APPROVAL: By: Nabil Saba, PE Executive Director 5 Public Works Agency 25C-8 12-ORA-5-PM 33.00/33.31 EA:926115, ID: 1220000076 District Agreement No. 12-790 SCOPE SUMMARY Work Element CALTRANS City Perform Preliminary Engineering X Encroachment Permit X Develop Coordination Traffic Signal Timing X Approve and Implement Coordination Signal Timing X Monitor and Fine -Tune Traffic Signal Coordination Timing X Furnish Traffic Signal Local Controller X Furnish Traffic Signal Master Controller X Configure and Install Traffic Signal Controller X Furnish and Install GPS Time Source X Final Report X 25C-9 12-ORA-5-PM 33.00/33.31 EA:926115, ID: 1220000076 District Agreement No. 12-790 Exhibit A Reimbursable Caltrans Cost Details Main Street Regional Traffic Signal Synchronization Project for the intersections of Main Street at I-5 Northbound Off -Ramp / Edgewood Road, Main Street at I-5 Northbound On -Ramp / Santa Clara Avenue, and Main Street at I-5 Suthbound On -Ramp / Buffalo Avenue: Description Unit Cost ($) Quantity Subtotal Caltrans Staff Oversight Fee Per Location $ 2,500.00 3 S 7,500.00 TOTAL $ 7,500.00 25G10