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Home My WebLink AboutAGENDA REPORT 1998 1216 CC REG ITEM 10KITEM ��' • CITY OF MOORPN -RK, CALIFORNIA City Council Meeting of 12- 1(e -63 ACTION: A Jed Agenda Report City of Moorpark BY o r I To: The Honorable City Council From: Kenneth C. Gilbert, Director of Public Works Date: December 9, 1998 (Council Meeting 12- 16 -98) Subject: Consider Request from the Moorpark Unified School District (MUSD) for the City Council to Authorize the Execution of Certain Agreements and to Authorize Advertisement for Receipt of Bids for the Construction of a Traffic Signal and Related Improvements at the Intersection of Casey Road and Walnut Canyon Road (State Route 23) DISCUSSION A. Background On September 16t`' the City Council approved a request from the Moorpark Unified School District (MUSD) that the City execute the subject City / Caltrans Cooperative Agreement in order to be able to act on behalf of MUSD to obtain partial Caltrans funding of the subject project. That action presumed that MUSD would be the lead agency on the project and perform all of the work required to complete the project. Said action also included a requirement that the City and MUSD enter into a separate agreement pertaining to these matters. On December 2nd the City Council approved a subsequent request from MUSD the City manage the bidding and construction phase of the project, provided that all City costs (including staff administrative costs) are reimbursed by MUSD. B. Project Scope The scope of work for the subject project includes the following: • acquisition of certain additional street rights -of -way on Casey Road and on Walnut Canyon Road; • completion of any necessary environmental clearance; Casey Road Traffic Signal Project December 16, 1998 Page 2 • approval (by Caltrans) of a Project Study Report (PSR); • approval (by Caltrans) of the plans and specifications; • realignment of Casey Road to move the intersection to the south; • construction of a traffic signal at the intersection of Casey Road and Walnut Canyon Road; • construction of street improvements along the south side of Casey Road east of the School site i.e. along the frontage of the Boys and Girls Club property); • construction of a sidewalk on the east side of Walnut Canyon Road from Casey Road to Everett Street; and, • construction of other streets improvements on Walnut Canyon Road as required to support the traffic signal installation; C. Cooperative Agreements Staff has been working with MUSD and Caltrans on draft language to be included in the City /Caltrans Cooperative Agreement. As of the date of this report, the final draft document, approved by Caltrans, had not been completed and provided to the City. Upon receipt of this document, it is the intent of staff to forward it to the City Attorney for review and comment. D. City / MUSD Agreement Staff has also been working with MUSD staff on the draft language to be included in the City / MUSD Agreement. As of the date of this report, a draft document approved by MUSD had not been provided to the City. Upon receipt of this document, it is the intent of staff to forward it the City Attorney for review and comment. E. Request MUSD is eager to have the subject project under construction at the earliest possible date. MUSD has requested, therefore, that in order to avoid delays associated with the scheduling of agenda items for City Council consideration, that the City Council proceed at this time with the necessary City Council approvals and authorizations for the subject project. MUSD has requested, therefore, that the City Council take the following actions: • authorize the Mayor to sign the City / Caltrans Cooperative Agreement; • authorize the Mayor to sign the City /MUSD Agreement; and, • authorize staff to advertise for receipt of bids. Casey8 000'285 Casey Road Traffic Signal Project December 16, 1998 Page 3 It should be noted that the staff recommendations set forth below identify certain conditions and /or prerequisites to be met prior to actually signing these documents and advertising the project. F. Pending Efforts to be Completed by MUSD MUSD is working with Caltrans on certain tasks required to be completed in order to obtain Caltrans' authorization to proceed with the construction of the subject project. Those tasks include all of the work necessary to finalize the following: • the environmental clearance; • the right -of -way acquisition (certified by Caltrans); • a Caltrans approved PSR; and, • a Caltrans approved final set of plans and specifications. As of the date of this report the above tasks had not yet been completed. G. Future Efforts to be Undertaken by the Cit Upon mutual approval and execution of a City / District Agreement, the City would undertake the following tasks: • execute the City / Caltrans Cooperative Agreement [mote: It is not recommended that the City execute the Cooperative Agreement with Caltrans prior to the execution of the City / MUSD Agreement. To do so would obligate the City to certain unfunded expenditures. The purpose of the City / MUSD Agreement is to identify the source of funds for those City obligations as being the MUSD.]; • submit the Encroachment Permit Application to Caltrans; • advertise the project for receipt of bids; • manage the bidding phase of the project, including opening and evaluating the bid; • upon receipt of District approval, award a construction contract; • provide consultant construction engineering services (contract administration and inspection); • accept deeds for all of the street rights -of -way acquired by MUSD; • convey all rights -of -way acquired on the State highway to Caltrans; and, • provide for the administrative management (City staff time) of the project. Casey8 000286 Casey Road Traffic Signal Project December 16, 1998 Page 4 All City costs for the above work would be funded by MUSD. [Note: MUSD anticipates receiving reimbursement of up to fifty percent (50°) of its total project costs from Caltrans.] H. Prerequisites to Recommended Actions It is recommended that the City Council authorize certain action subject to certain conditions listed as follows: 1. Prerequisites to Signing City /Caltrans Cooperative Agreement: a) execution by the City and MUSD of the City / MUSD Agreement; and, b) approval of the contract language by the City Attorney and the City Manager 2. Prerequisites to Signing City /MUSD Agreement: Approval of the contract language by the City Attorney and the City Manager. 3. Prerequisites to City Submittal of a Caltrans Encroachment Permit Application for the Construction of the Subject Project: a) execution by the City and MUSD of the two above mentioned Agreements; b) receipt of written authorization from Caltrans to proceed with project construction; 4. Prerequisites to City Advertising for Receipt of Bids for a Construction Contract: a) execution by the City and MUSD of the two above mentioned Agreements; [Note: In that the City Council will not approve the design for this project and thus will not be protected by the design immunity provisions of the law, it is anticipated that the City / MUSD Agreement will include language to assure that the City will be held harmless by MUSD for any claims based upon design errors or omissions.] b) receipt by the City of all necessary environmental clearance documents; c) receipt by the City of all executed deeds for all street rights -of -way required for the subject project, including Policies of Title Insurance for all such acquired parcels; d) receipt by the City of written authorization from Caltrans to proceed with project construction; 5. Prerequisites to City Awarding a Construction Contract for Said Work: City receipt of the Caltrans Encroachment Permit. Actually it is the intent of staff to not open the bids until the permit is received. It is also the intent of staff to incorporate the permit into the plans and specifications by issuing an Addendum. [Note: In the Casey8 000287 Casey Road Traffic Signal Project December 16, 1998 Page 5 event the encroachment permit is not received by the City at least ten days prior to the scheduled date of the bid opening, it will be necessary to issue an addenda postponing the date of the bid opening, thereby delaying the project.] RECOHMNDATION Staff recommends that the City Council take the following actions: 1. Authorize the Mayor to sign the City / Caltrans Cooperative Agreement, subsequent to execution of the City / MUSD Agreement and subject to final language approval by the City Attorney and the City Manager. 2. Authorize the Mayor sign the City / MUSD Agreement subject to final language approval by the City Attorney and the City Manager. 3. Authorize staff to advertise for receipt of bids for the construction of the subject project upon completion of the prerequisites for such action noted in Section H of this report. Casey8