Agenda Item #13.2
For Council Meeting of: March 18, 2025
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: DAN HENNESSEY, DIRECTOR - TRANSPORTATION AND PUBLIC WORKS DEPARTMENT SUBJECT: PROJECT SPECIFIC MAINTENANCE AGREEMENT BETWEEN THE STATE OF CALIFORNIA AND THE CITY OF SANTA ROSA FOR THE HEARN AVENUE AT HIGHWAY 101 – PHASE 3 REBUILD INTERCHANGE AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Transportation and Public Works Department that the Council, by resolution, approve a Project Specific Maintenance Agreement for Hearn Avenue Overcrossing with City of Santa Rosa with the State of California, acting by and through the Department of Transportation (Caltrans), and the City of Santa Rosa regarding maintenance responsibilities within State right of way for the Highway 101 and Hearn Interchange project, and delegate authority to the City Manager to execute the agreement.
EXECUTIVE SUMMARY
This proposed action will approve the Project Specific Maintenance Agreement for Hearn Avenue Overcrossing with City of Santa Rosa (PSMA) between Caltrans and the City of Santa Rosa (City) regarding maintenance responsibilities within State right of way for the Highway 101 (US 101) and Hearn Interchange project (Project).
This resolution supports Council Goal 4 by investing in and maintaining sustainable transportation infrastructure. The reconstruction of the Hearn Avenue interchange over Highway 101 will improve traffic circulation and regional traffic operations. The widening of the bridge will promote multi-modal transportation access and connectivity with bicycle lanes and pedestrian sidewalks.
BACKGROUND
The Hearn Avenue Interchange Project at Highway 101 will replace the existing interchange to provide a much-needed improvement to the existing undersized overcrossing while improving traffic circulation and enhancing pedestrian and bicycle access and safety.
This project runs along Hearn Avenue from Corby Avenue to Santa Rosa Avenue and includes the southbound US 101 off-ramp at its intersection with Corby Avenue. The project is to increase vertical clearance over US 101 and provide two vehicle lanes in each direction, a median, sidewalks and bikeways that will extend to Corby Avenue and Santa Rosa Avenue. The project will also widen the southbound US 101 off-ramp with turning lanes at its intersections of Hearn Avenue/Corby Avenue and Hearn Avenue/Santa Rosa Avenue and add ADA elements and protected intersection facilities for bike crossings and detection to reduce potential conflicts between bikes and vehicles.
The City implemented a three-phase delivery schedule for the Hearn Avenue Interchange; two phases out of three have been completed. Phase 1 completed the construction on the east side of the interchange, which included the widening along Santa Rosa Avenue. Phase 2 construction was completed on the west side of the interchange, which included the widening along Hearn Avenue. Phase 3 includes the reconstruction of the Hearn Avenue interchange over US Highway 101.
The National Bridge Inspection Standards ("NBIS") is a set of regulations established by the Federal Highway Administration (FHWA) in the United States to ensure the safety and integrity of bridges. The NBIS outlines the requirements and procedures for inspecting, evaluating, and maintaining bridges on public roads to guarantee they meet certain safety standards.
There is an existing Freeway Maintenance Agreement, dated August 20, 1968. This Agreement is not meant to supersede the earlier agreement(s).
PRIOR CITY COUNCIL REVIEW
In August 2005, the City and Sonoma County Transportation Authority (SCTA) entered into Cooperative Agreement No. M30806-05 approving the cooperative funding agreement for Measure M funds for Hearn Avenue Improvements Phase I, II, and III.
On April 3, 2012, the City and Caltrans entered into Cooperative Agreement No. 04-2348 to develop the Project Initiation Document (PID). City Council approved this agreement by resolution No. 28069.
On February 25, 2014, the City and Caltrans entered into Cooperative Agreement No. 04-2492 to complete the Project Approval and Environmental Document (PA&ED) phase. The City Council approved this agreement by resolution No. 28433.
On April 18, 2017, the City Council, by Resolution No. RES-2017-056, approved Cooperative Agreement No 04-2600 for Caltrans’ Independent Quality Assurance during the preparation of the Project Plan, Specification, and Estimate (PS&E) phase.
On June 20, 2017, the City Council, by motion, approved and authorized the Mayor to execute Project Work Order No. A010136-2016-02, for the PS&E phase for the Hearn Avenue Interchange at US Highway 101, in the amount of $3,500,000 with AECOM Incorporated.
On November 17, 2020, the City Council, by Resolution No. 2020-198, approved Amendment No. 1 to Cooperative Agreement No. 04-2600-A1 between the State of California and the City of Santa Rosa for Quality Management Assessment during the preparation of the project plans, specifications, and estimate; right-of-way support; and right-of-way acquisition for the Hearn Avenue Interchange at Highway 101 Project.
On October 26, 2021, the City Council, by Resolution No. 2021-177, approved Amendment No. 2 to the Cooperative Agreement No. 04-2600-A2 between the State of California and the City of Santa Rosa for Quality Management Assessment of the preparation of the project plans, specification, and estimate; right-of-way support; and right-of-way acquisition for the Hearn Avenue Interchange at Highway 101 Project.
On August 9, 2022, the City Council, by motion, approved and authorized the Mayor to execute Amendment No. 1 to the Project Work Order No. A010136-2016-02 between the City of Santa Rosa and AECOM to update the construction documents and provide funding application support for the Hearn Avenue Interchange Project at US Highway 101 increasing the contract amount by $1,079,548 for a total amount no to exceed $4,579,548.
On November 29, 2022, the City Council, by Resolution No. RES-2022-228, approved and authorized the City Manager to negotiate and execute a Cooperative Funding Agreement with Sonoma County Transportation Authority to include funding and project management for Phase 3 of the Hearn Avenue Improvement Project and approved associated funding.
On September 12, 2023, the City Council, by motion, approved and authorized the Mayor to execute Amendment No. 2 #A010136-2016-02B to Project Work Order No. A010136-2016-02 with AECOM Technical Services, Inc (AECOM) to update the construction documents and finalize the process for advertisement for the Hearn Avenue Interchange Project at US Highway 101 increasing the contract amount by $692,400 for a total amount of $5,271,948.
ANALYSIS
Under the Maintenance Agreement, the City will maintain, at City expense, specific components for a safe facility for pedestrians, bicycles and vehicle use along the entire length of the structure. Caltrans Encroachment permits will be required for any future City maintenance project with the limits of the agreement. Regarding the vehicular overcrossing, the City is responsible for the deck wearing surface, drainage system, and all portions of the structure above the bridge deck. The City is solely responsible for maintaining the bicycle paths, lanes, and cycle tracks as permitted. Corby Avenue within State Right-of-Way shall be maintained by the City, in its entirety. Electrically operated traffic control devices at the connections of SR101 and City facilities shall be shared by the parties. The City is responsible for the debris removal, graffiti removal, and general care of landscaped areas, retaining walls, and on and near the deck and bicycle paths.
FISCAL IMPACT
Funding for this project has been appropriated to Account Number JL17075. Approval of this action does not have a fiscal impact on the General Fund at this time. Potential future maintenance may result from this action after construction of the Project.
ENVIRONMENTAL IMPACT
In December 2016, Caltrans, as the lead environmental agency, approved a Negative Declaration while complying with the requirements of the California Environmental Quality Act (CEQA).
In December 2016, Caltrans, as the lead environmental agency, approved a Finding of No Significant Impact while complying with the requirements of the National Environmental Policy Act (NEPA).
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 – Location Map
Resolution / Exhibit A – Project Specific Maintenance Agreement for Hearn Avenue Overcrossing with City of Santa Rosa
PRESENTER
Dan Hennessey, Director, Transportation & Public Works Department Lisa Welsh, Supervising Engineer
Dezire Perez Barbante, Associate Civil Engineer
PROJECT SPECIFIC MAINTENANCE AGREEMENT BETWEEN THE STATE OF CALIFORNIA AND THE CITY OF SANTA ROSA FOR THE HEARN AVENUE INTERCHANGE PROJECT AT HIGHWAY 101 PAGE 3 OF 3