CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: February 18, 2025
=========================================================================================== To: Honorable Mayor and City Councilmembers
From: Mark Rincón-Ibarra, City Engineer
Subject: Approve Project Specific Caltrans Maintenance Agreement for Flashing Beacons on SR 116 at Burnett, Keating, Hutchins and Walker
=========================================================================================== RECOMMENDATIONS:
The item is to request Council approve a Project Specific Caltrans Maintenance Agreement and authorize the City Manager to execute the agreement.
EXECUTIVE SUMMARY:
The City has applied to Caltrans for an encroachment permit to install enhanced pedestrian safety crossing improvements along State Route 116 at four intersections. Caltrans requires, as a condition of issuing the encroachment permit for permanent crossing improvements, that the City enter into a project specific agreement with Caltrans.
BACKGROUND AND DISCUSSION:
In March 2023, the City project, State Route 116 Enhanced Crossings at Burnett, Keating, Hutchins, Walker (Project), was selected for State grant funding from the Highway Safety Improvement Program (HSIP) Cycle 11.
The Project will provide for installing pedestrian-activated circular LED rapid flashing beacons, perimeter lighted pedestrian crossing signs and pedestrian push buttons to replace existing standard flashing beacons and remove existing in-roadway warning lights.
In October 2024 after 90% completion of the plans and specifications the City submitted an application package to Caltrans for encroachment permit to construct the Project within SR 116 right of way. Later in December Caltrans provided a draft maintenance agreement and insurance requirements for the City to review and approve for incorporating the new enhanced safety crossing improvements. The Maintenance Agreement must be executed prior to the encroachment permit being issued. Once the City has been issued the Caltrans encroachment permit for the Project will be released for bid to construct.
STAFF ANALYSIS:
City staff has reviewed the draft maintenance agreement update and self-insurance letter and determined the agreement to be acceptable. Staff therefore recommends Council approve the agreement update and authorize the City Manager to execute the Maintenance Agreement.
COMMUNITY OUTREACH:
This item has been noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to the scheduled meeting date.
FISCAL IMPACT:
There is no fiscal impact from this action.
OPTIONS:
No reasonable alternatives have been identified.
ATTACHMENTS:
1 – Maintenance Agreement
2 – Exhibit A to Maintenance Agreement
Agenda Item Number 6
Agenda Item Number 6
City Council Meeting Packet for February 18, 2025
APPROVALS:
Department Head Approval: Approval Date: 1/29/25
CEQA Determination (Planning): Approval Date: 1/29/25
The proposed action is not a project under the California Environmental Quality Act (CEQA) Administrative Services (Financial) N/A Approval Date: N/A Costs authorized in City Approved Budget: ☐ Yes ☐ No N/A Account Code (f applicable) ___________________________ City Attorney Approval: Approval Date: 1/24/25
City Manager Approval: Approval Date: 1/30/25
Agenda Item Number 6
Agenda Item Number 6
City Council Meeting Packet for February 18, 2025
1-30-25 04-Son 116 PM 26.6/27.5
1 PROJECT SPECIFIC MAINTENANCE AGREEMENT
WITH CITY OF SEBASTOPOL
THIS AGREEMENT is made effective this ______ day of ____________, 20__, by and between the State of California, acting by and through the Department of Transportation, hereinafter referred to as “STATE” and the City of Sebastopol; hereinafter referred to as “CITY”; and collectively referred to as “PARTIES”.
SECTION I
RECITALS
1. Encroachment Permit Number 04-24-X-XX-1622 was issued to CITY on ____________________to install double-sided pedestrian-activated rapid flashing beacons, rapid flashing beacons, edge lit pedestrian crossing signage, ADAcompliant push buttons on State Route (SR) 116 between Keating Avenue to Hutchins Avenue, hereinafter referred to as “PROJECT”, and
2. In accordance with said permit, it was agreed by PARTIES that prior to issuance of the encroachment permit, CITY and STATE will enter into a Project Specific Maintenance Agreement, and
3. The PARTIES hereto mutually desire to identify the maintenance responsibilities of CITY for the improvements of PROJECT constructed within the STATE right of way under the encroachment permit, and
4. The degree or extent of maintenance work to be performed, and the standards, therefore, shall be in accordance with the provisions of Section 27 of the Streets and Highways Code and the then current edition of the State Maintenance Manual, and
5. There is an existing Maintenance Agreement, with CITY dated July 26, 1994. This Agreement is not meant to replace or supersede the earlier agreement(s).
NOW THEREFORE, IT IS AGREED AS FOLLOWS:
SECTION II
AGREEMENT
1. Exhibit A consists of plan drawings, delineate and describe the areas within STATE right of way which are the responsibility of the CITY to maintain in accordance with this Agreement.
Agenda Item Number 6
Agenda Item Number 6
City Council Meeting Packet for February 18, 2025
1-30-25 04-Son 116 PM 26.6/27.5
2 2. If there is mutual agreement on a change in the maintenance responsibilities between PARTIES, the PARTIES can revise the Exhibit A, by a mutual written execution of the exhibit.
3. CITY must obtain the necessary Encroachment Permits from STATE’s District 4 Encroachment Permit Office prior to entering STATE right of way to perform CITY maintenance responsibilities. This permit will be issued at no cost to CITY.
4. VEHICULAR INTERSECTIONS
4.1. North Main Street (SR 116)/Keating Avenue- CITY will maintain, at CITY expense, Bidirectional Pedestrian Activated Warning beacon assembly, decorative light post, crosswalk markings and signages.
4.2. South Main Street (SR 116)/ Burnett Street- CITY will maintain, at CITY expense, Pedestrian Activated Warning beacon assembly, decorative light post, crosswalk markings and signages.
4.3. Petaluma Avenue (SR 116)/Walker Avenue- CITY will maintain, at CITY expense, Pedestrian Activated Warning beacon assembly, decorative light post, crosswalk markings and signages.
4.4. Gravenstein Highway (SR 116)/Hutchins Avenue- Bidirectional Pedestrian Activated Warning beacon assembly, decorative light post, crosswalk markings and signages.
5. LEGAL RELATIONS AND RESPONSIBILITIES
5.1. Nothing within the provisions of this Agreement is intended to create duties or obligations to or rights in third parties not parties to this Agreement or to affect the legal liability of a PARTY to the Agreement by imposing any standard of care with respect to the operation and maintenance of STATE highways and local facilities different from the standard of care imposed by law.
5.2. 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, under or in connection with any work, authority or jurisdiction conferred upon STATE under this Agreement. It is understood and agreed that STATE shall fully defend, indemnify and save harmless CITY and all of their officers and employees from all claims, suits or actions of every name, kind and description brought forth under, including, but not limited to, tortious, contractual, inverse condemnation or other theories or assertions of liability occurring by reason of anything done or omitted to be done by STATE under this Agreement.
Agenda Item Number 6
Agenda Item Number 6
City Council Meeting Packet for February 18, 2025
1-30-25 04-Son 116 PM 26.6/27.5
3 5.3. Neither STATE 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 under or in connection with any work, authority or jurisdiction conferred upon CITY under this Agreement. It is understood and agreed that CITY shall fully defend, indemnify and save harmless STATE and all of its officers and employees from all claims, suits or actions of every name, kind and description brought forth under, including but not limited to, tortious, contractual, inverse condemnation or other theories or assertions of liability occurring by reason of anything done or omitted to be done by CITY under this Agreement.
6. PREVAILING WAGES:
6.1. Labor Code Compliance- If the work performed under this Agreement is done under contract and falls within the Labor Code section 1720(a)(1) definition of a "public works" in that it is construction, alteration, demolition, installation, or repair; or maintenance work under Labor Code section 1771. CITY must conform to the provisions of Labor Code sections 1720 through 1815, and all applicable provisions of California Code of Regulations found in Title 8, Chapter 8, Subchapter 3, Articles 1-7. CITY agrees to include prevailing wage requirements in its contracts for public works. Work performed by CITY'S own forces is exempt from the Labor Code's Prevailing Wage requirements.
6.2. Requirements in Subcontracts - CITY shall require its contractors to include prevailing wage requirements in all subcontracts when the work to be performed by the subcontractor under this Agreement is a "public works" as defined in Labor Code Section 1720(a)(1) and Labor Code Section 1771. Subcontracts shall include all prevailing wage requirements set forth in CITY's contracts.
7. INSURANCE - CITY and its contractors shall maintain in force, during the term of this agreement, a policy of general liability insurance, including coverage of bodily injury liability and property damage liability, naming the STATE, its officers, agents and employees as the additional insured in an amount of $1 million per occurrence and $2 million in aggregate and $5 million in excess. Coverage shall be evidenced by a certificate of insurance in a form satisfactory to the STATE that shall be delivered to the STATE with a signed copy of this Agreement.
8. TERMINATION - This Agreement may be terminated by mutual written consent by PARTIES or by STATE for cause. CITY’s failure to comply with the provisions of this Agreement may be grounds for a Notice of Termination by STATE.
9. TERM OF AGREEMENT - This Agreement shall become effective on the date first shown on its face sheet and shall remain in full force and effect until amended or terminated as set forth in Article 8 above.
Agenda Item Number 6
Agenda Item Number 6
City Council Meeting Packet for February 18, 2025
1-30-25 04-Son 116 PM 26.6/27.5
4 PARTIES are empowered by Streets and Highways Code Section 114 and 130 to enter into this Agreement and have delegated to the undersigned the authority to execute this Agreement on behalf of the respective agencies and covenants to have followed all the necessary legal requirements to validly execute this Agreement.
IN WITNESS WHEREOF, the PARTIES hereto have set their hands and seals the day and year first above written.
THE CITY OF SEBASTOPOL STATE OF CALIFORNIA
DEPARTMENT OF TRANSPORTATION
By: ___________________________
City Manager
By: ___________________________
LEAH BUDU Date
Deputy District Director
Maintenance District 4
ATTEST:
By: __________________________
City Clerk
By: __________________________
City Attorney
Agenda Item Number 6
Agenda Item Number 6
City Council Meeting Packet for February 18, 2025
dI
13l
ROUE
04 SON 116 26.6/27.5 1 5
EXHIBIT A
HIGHWAY SAFETY IMPROVEMENT PROGRAM
PEDESTRIAN ENHANCEMENTS ON SR.1 16
N MAIN ST & KEATING AVE; S MAIN ST & BURNETT ST; PETALUMA AVE & WALKER AVE; GRAVENSTEIN HWY & HUTCHINS AVE
CITY OF SEBASTOPOL, CALIFORNIA
VICINITY MAP
1 "= 1000'
PROJECT SPECIFIC MAINTENANCE AGREEMENT
WITH CITY OF SEBASTOPOL
H[tchrB Ale
:t2
4 ,-
3(?
Fa|f Ave
a
I
Araly High School
flayder Aw
walivl Lfi
:
d
0 ,
al
I
6 il
t*"tt*"'
GEr€nstein F{G
#*tt"ft
ln
(r-\
Ave
7L
e
5(
3 .91 r
Sthool
€lemer,ta,y
r'$\\os5r
g+ri
$.$nAu
Sl kand
-oz
I
q!
oun 7
g
aj
rtbi"oniF
Wminglon
t
7n
2 *$n
%""0,"
4 M(KrdgY Ave
;vurgr$€n Ave
tedw6od
PROJECTLOCATION
Piro
c.est
Parksida
tlernefrary
Sclrool lwrrt? Avn
Sorlcaa Hwy
q
I
n5_t?-g
eFS
^;saPkoY I t1'O9
Na
ca\A1
Era o9
qq-
.E
€Jec .?.€u
FA ; Healdsburg Ave
6. a^
h
7 '1.
es
t
o* 3o
c
3a2
g
SHEET 1 OF 5
6 c
IzE
q
I
RELANW BORDER $ALE
rs ,N tNsEs
Agenda Item Number
6 Agenda Item Number 6
City Council Meeting Packet for February 18, 2025
04 SON 116 26.6/27.5 52
6 zo
H
EXHIBIT A
EXISTNG STATC W]I-2 SLGN
NSTALL SAC( TO BAC(
IAPCO $'' WI].z EL]NX€R
SI6NS, OR APPROWD EOUAL
@R10-25
EE
w16-7P(L) {16-7P(R)
BLIN(ER SLCN SIGN LEGEND * BID]RECTToNAL pED[srRrAN ACTTVATED wARNtNG (NoT T0 SCALE)
BEACON (PAWB) ASSEIVBLY ON EXISTING
DECORATIV[ LIGHT POST * PAWB ASSEMBLY
QUANTITIES
QUANTITY
8EA
2EAIEA
1EA
60 LF
COMPONENT
ROUND FLASHERS
PUSH BUTTON ASSEMBLY
CONTROLLER
PULL BOX
2" CONDUIT
grDrpEcrronar plwg *ON DECORATIVELIGHT POST
*, 1)" c, 2#1o (SrREEr LTGHT), r#8 ' 8ARE. 2#14(BEACON), 2#14 (aPS) RJ2(cA) .l
* NEW SIGNING QUANTITIES
QUANTITY
4EA2EA
2EA
SIGN
W11-2 (BLINKER)
W16-//P(R)
w16-7P(L)
R 1 0-25
R1-5
EXIST]NG SERVICE CAB]NET
$2" crs c. 2#-o (srREE- LrcFr), r#8 ' BARE, 2#14 IBEACO\). 2#r4 (APS) * 2"C, 2#10 (STREfi LrGHr), I B^RE, 2#14 (EEACoN), 2#14
NORTH MAIN ST
(sR 116)
#8
(APS)
F ---u"i-* :t - trt
ssv{
I
* BrornectroNlL plws ' ON DECORATIVE
LIGHT POST
e
LEGEND
PROJECT SPECIFIC MAINTENANCE AGREEMENT
WTH GITY OF SEBASTOPOL * = MAINTAINED BY CITY
SHEET 2 OF 5
v
iflht
{
DGN FIE - s8914-D-100 Molntao.cc.drq
RELANW BORDER SCAIE NORTH MAIN SIREE"T (SR 116)/KEATING AVENUE PEDES-TRIAN 1MPROVEMENTS Agenda Item Number
6 Agenda Item Number 6
City Council Meeting Packet for February 18, 2025
04 SON 116 26.6/27.5
EXISING LGNTNG MAST ARM
EXHIBIT A
DIAL TAPCO I2'' O]A. AMBER
LED BEACONS W/ BLAC(MOUNNNGS AND HOISINCS,
EOUAL
OIAL TAPCO 12" OIA. AMBERLEO AEACONS W/ ELACKMOUNT]NGS ANO HOISINGS,
ABOVE BEACONS)
PROVDE COLOR CODINC PERcBc sEcnoN 1r8-703.7.2.7IMMED ATELY ASOVE TH€CONIROL BU1TON CONS]SNNG
OF A I'XTURED HORZONTAL
BLINKTR9GN, OR APPROVED
INSTALL TAPCO 36" WI1-2BTINK€R SICNS, OR APPROWD PROVIOE COLOR CODNC PER cBc s€ctoN rB-703.7.2.7
aMSER LED A€ACONS W/ BLACXAPPROVED EOUAL ON NORTN
PROVOE COLOR COON6 P€R
AND A 1 NCN WDE DARXBORDER BAND ABOW AND
BELOW IHS YELLOW BAND
REMOVE AND SALVACE EXSNNC
sTArc tr1-2 5CN. TNSTALL
IAPCO J6'' W1I-2 BLINKER INSTALL APS. RIO-25 WTts HAND
POINTNC TOWARO CROSSWALK
I 15'IYPE 1-B CALVANIZEO
SIE€L POLE FER CSP €5-79
INSIALL APS, RIO_25 SfrHAND PO]NTNC TOWARD
EXISTNC LGHTNG POLE
ES-78 #4 BAR€ IITR ROUND WIR'
INSTALL APS R]O-25 WTH HAND PER NEC SECTON 250 50 *PIpESTRTAN ACTrvATtp WARNTNG BtACoN PorNlNc TowARo cPosswALx *PEDESTRIAN ACTIVATED WARNING BEACON (PAWB)
ASSEJVBLY WTH CONTROLLTR ON TYPE 1-B
(PAWB) ASSEMBLY WITH CONTROLLER ON
EXISTING DTCORATIVI LIGHT POST
* PEDISTRIAN ACT]VATID WARNING BIACON
(PAWB) ASSEIVBLY WTH CONTROLLER ON
EXISTING LIGHT POST
* NEW SIGNING QUANTITIES
OUANTITY
4EA
2EA2EA4EA2EA
SIGN
w11-2 (BLTNKER)
w16-7P(R)
w16-/P(L)
R1 0-25
R1-5
R1-1. R3-1
rE
J
D1 1-1
R6-1 (R)
CUS"TOM PARKNG GU1DANCE SIGN
erwa on rrer t-e f
$ elwe ol LIGHT Posr SOUTH MAIN ST
(sR 116) e:v^ \D-\'
N.F/>t /or ___./ g: *! lJ/-
R6 r(L) @1r'-
$eewa or wee t-a t-ll.LJ
=tf,
co
PAWB ON DECORATVE *IIGHT POST
HH@ LEGEND PROJECT SPECIFIC MAINTENANCE AGREEMENT WITH CITY OF SEBASTOPOL *<= MAINTAINED BY CITY
SIGN LEGEND
(Nor ro scALE) SHEET 3 OF 5
QUANTITY
8EA4EA
4EA
2EA4EA
COMPONENT
ROUND FLASHERS
PUSH BUfiON ASSEIUBLY
CONTROLLER
1.B POLE & FOUNDATION
SOLAR PANEL
PAWB ASSEMBLY
QUANTITIES
viht
c.
DS FIU - SEA9lrD-100 Mointdon..d*9
RELANW AOROER SCALE
IS IN INCHES SOUTH MAIN STREET (SR 116)/BURNETT STREET PEDESTRIAN IMPROVEMENTS Agenda Item Number
6 Agenda Item Number 6
City Council Meeting Packet for February 18, 2025
o4 SON 116 26.6/27.5 4
za
1 F6
I
9 EXHIBIT A
LEo 8€aCoNS w/ SLACkMOUN]INGS AND BOUSINGS,
PROVDT COLN CMN6 PER
cBc sEcTroN 11a-703 7 2 7
REMOW ANO SALVACE EXSINCSTATIC fi]-2 SICN. ]NSTALL
TApCO 35" W11-2 SLTNKER
SICNS. OR APPROVTD TOUAL. rm
ttldf'll
REMOVE
'X]s'ING
PBA NsIALL
APS, RlO-25 WTts HANO
POININ6 TOWARD CROSSWALK
EXISTNG LJGHTINC POLE
EE viht
BLIN(ER S6N SIGN LEGEND
(NOT TO SCALE)
* PEDESTRIAN ACT]VATID WARNING BEACON
/pAWR\ aqqtr[,{Rt \/ nNt trytqTtNtc ntraoRATt\/tr
LIGHT POST
* PAWB ASSEMBLY
QUANTITIES
QUANTITY
4EA2EA
1EA
1EA
40 LF
COMPONENT
ROUND FTASHERS
PUSH BUTTON ASSEI\iIBLY
CONTROLLER
PULL BOX
2'CONDUIT
NOT TO SCAL€
ql.tJ v
ss - Sq
2" cRS c, 2#10 (srRErr uGHr), 1#8BARE, 2#14 (BEAcoN), 2#14 (APs) * pnwe oN oEconnrrve )k I GHT POST
.{
* NEW SIGNING QUANTITIES
QUANTITY
2EA
1EA1EA2eA2EA
SIGN
wl1-2 (BLtNKER)
w16-7P(R)
w16-7P(L)
R1 0-25
R1,5
PETALUMA AVE
(sR 116) EXISTING PG&E SERVICE POINT
* ,-cz.,ro lsrrr[r r*m), r#e
BARE, 2#14 (BEACON), 2#14 (APS) EXIS]IN6 SERVICE CABINET prwe oN oeconarve *
TIGHT POST
e
* ,1" ", 2#10 (STREET ?11 4IBEACON)- LlGHT), 1#8 BARE, 2#14 (APS) LEGEND:
PROJECT SPECIFIC MAINTENANCE AGREEMENT
WITH CITY OF SEBASTOPOL
* = MAINTAINED BY CITY
SHEET 4 OF 5
sE9
DGN FIE - $8914-0-100 Mol.{6..cadrg
RELAIEBoRDERSCAIE o 1 2 3 -- :ilrnib-c-i!--'-- t----!----l----- PETALUMA AVENUE (sR 116)/WALKER AVENUE PEDESTRIAN IMPROVEMENTS Agenda Item Number
6 Agenda Item Number 6
City Council Meeting Packet for February 18, 2025
o4 SON 116 26.6/27.5 5 5
{ 6
EXHIBIT A
to
W/ BLAC( MOUNTNCS AND
tsOUSlNCS, OR APPROVED
cBc sEcTroN lrB-703 7.2.7
axslrNc STATc wr-2 srcNINSTALL BAC( TO EACK
TApCO 35" Wf-2 BLN(ER
mW
R10-25
REMOW EXSIINC PBA INSIALL
E E m
POINTNo IOWARO CROSSWALK BLINKER S]GN
w16-7P(L) W16-7P(R)
SIGN LEGEND
(NOT TO SCALE) EI]STINC LICHINC POL€
* BIDIRECTIoNAL PIDISTRIAN ACTIVATED WARNING
BEACON (PAWB) ASSEMBLY ON EXISTING
DECORAT]VE LIGHT POST
-.s ,U
$.$ EXISTING SERVICE CABINET 2#10 (srREET LrcHT), 1#8
2#14(BEAcoN), 2#14 (APS) * *
NEW SIGNING QUANTITIES
QUANTITY
4EA2EA2EA2EA
2EA
SIGN
w11-2 (BLINKER)
w16-7P(R)
w16-7P(L)
Rl 0-25
R1-5
GRAVENSTEIN HWY
(sR 116)
BIDIRECTIONAL PAWB ON
* .. DECORATIVE LIGHT POST
l.
* 2"C, 2#r0 (STREfl LrGHr), 1#8
BARE, 2#14 (BEACON), 2#14 (APS)
95 LF
BDRECTONAL PAWB 0N \|,, DECORATVE LIGHT POST +
2" GRS C, 2#10 (SrREEr UGHr), 1#8
(BEACoN), 2#14 (APS) )k BARE' 2#14
LEGEND
UIE
PROJECT SPECIFIC MAINTENANCE AGREEMENT
WITH CITY OF SEBASTOPOL
*= MAINTAINED BY CITY
SHEET 5 OF 5
1EA
55 LF
OUANTITY
8EA
2EA
1EA
PAWB ASSEMBLY
OUANTITIES
COMPONENT
ROUND FLASHERS
PUSH BUTTON ASSEMBLY
CONTROLLER
PULL BOX
2'CONDUIT
{
E
9 RELAIE BORDER SCAIE GRAVENSTEIN HIGHWAY (SR 115),/HUTCHINS AVENUE PEDESTRIAN IMPROVEMENTS IS IN INCHES Agenda Item Number
6 Agenda Item Number 6
City Council Meeting Packet for February 18, 2025