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HomeMy WebLinkAboutAGENDA REPORT 1999 0120 CC REG ITEM 10ICity of Moorpark Agenda Report ITEM 10610 cyPplthnent' CITY OF MOORPARK, CALIFORNIA City Council Mecting of 1' ) 0 ciq ACTION: 4 r y d. re V, 5 ed 64a4 f reucrmrnen 41,6011 " con 04 L4ed tD 0 BY: To: The Honorable City Council From: Kenneth C. Gilbert, Director of Public Works Date: January 20, 1999 (Council Meeting 1- 20 -99) Subject: Consider Approval of the Plans and Specifications for a Project to Construct Traffic Signal and Related Improvements at the Intersection of Casey Road and Walnut Canyon Road (State Route 23) SUPPLEMENTAL REPORT DISCUSSION 1. Approval of Plans and Specs: As mentioned in the January 8th staff report on the subject matter, the staff recommendation requesting City Council approval of the plans and specifications, was based upon an assumption that the plans and specs would be received by the City and made available to the City Council for review, on or before January 15th. As stated in that report, if the plans and specs were not received by January 15t , it was the intent of staff to recommend that City Council continue such action to a future meeting. Accordingly, a revised recommendation is offered below. The City Council is advised that postponing City Council action on approval of the plans and specs will have no impact on the project schedule. 2. Caltrans Permit: The recommendation regarding staff submittal of the Caltrans Encroachment Permit Application remains unchanged. 3. Advertising for Bids: The recommendation in the January 8th report pertaining to advertising for bid, recommended that staff defer such action until after the City / Caltrans Cooperative Agreement is executed. Since this document primarily deals with Caltrans funding of a portion of the construction costs, it is the view of staff that this L . Casey Road Traffic Signal Project January 20, 1999 Page 2 prerequisite is not necessary. The January 8th report also recommended that advertising the project not occur prior to the City accepting the required street right -of -way parcels. It is presumed that the City Council will approve acceptance of these Deeds on January 20th. Accordingly, a revised recommendation on this matter is offered below. RECOMMMATIONS Staff recommends that the City Council take the following actions: 1. Continue the matter of City Council approval of the plans and specifications for the subject project, to February 3, 1999. 2. Authorize staff to submit the State Encroachment Permit Application to Caltrans upon execution of the City / MUSD Agreement and receipt of authorization from Caltrans. 3. Authorize staff to advertise for receipt of bids upon execution of the City / MUSD Agreement and receipt of authorization from Caltrans. Caseyl0 City of Moorpark Agenda Report To: The Honorable City Council From: Kenneth C. Gilbert, Director of Public Works Date: January 8, 1999 (Council Meeting 1- 20 -99) I L Elb-. Subject: Consider Approval of the Plans and Specifications for a Project to Construct Traffic Signal and Related Improvements at the Intersection of Casey Road and Walnut Canyon Road (State Route 23) DISCUSSION A. Background 1. On September 16rh the City Council approved a request from the Moorpark Unified School District (MUSD) that the City execute a City / Caltrans Cooperative Agreement to facilitate partial Caltrans funding of the subject project which was, at the time, to be managed by MUSD. That action also included a requirement that the City and MUSD enter into a separate agreement pertaining to these matters. 2. On December 2nd the City Council approved a request from MUSD that the City manage the bidding and construction phase of the project, provided that all City costs (including staff administrative costs) were to be reimbursed by MUSD. 3. On December 16th the City Council authorized the Mayor to sign the City / MUSD Agreement and the City / Caltrans Cooperative Agreement, subject to language approval by the City Attorney and the City Manager. On that date the City Council also authorized staff to advertise for receipt of bids for the construction of the project, subject to the completion of certain prerequisites. 000103 Casey Road Traffic Signal Project January 8, 1999 Page 2 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; • 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. Project Status 1. Environmental Clearance: Caltrans has approved the environmental documents for this project. 2. Right -of -Way Acquisition: MUSD has acquired and conveyed to the City all of street rights -of -way required for the project. City acceptance of that right -of -way is the subject of a separate report being considered by the City Council at its January 20th meeting. City and MUSD staff is working with Caltrans on the completion and approval of the necessary Right -of -Way Certification. 3. Caltrans Approval: MUSD is in the final stages of the steps necessary to obtain Caltrans approval of the Project Study Report and the project plans and specifications. 4. Project Design: As of the writing of this report, MUSD was still working to finalize the plans and specifications. It is anticipated that the plans and specs will be completed in time for adequate review by the City Council prior to the proposed action requesting City Council approval. In the event the final plans are not completed and provided to the City by Friday, January 15th, it will be the intent of staff to ask that this matter be continued. Casey9 000104 Casey Road Traffic Signal Project January 8, 1999 Page 3 5. City / MUSD Agreement: City staff and MUSD staff are still in the process of finalizing the language for this Agreement. When the language is mutually acceptable, the final Agreement will be presented to the Mayor for signature, as authorized by prior City Council action. 6. City / Caltrans Cooperative Agreement: City staff, MUSD staff and Caltrans are still in the process of finalizing the language for this Agreement. When the language is mutually acceptable, the final Agreement will be presented to the Mayor for signature, as authorized by prior City Council action. D. Future Steps 1. Advertising for Bids: Per prior action of the City Council, the project may not be advertised for receipt of bids until after the following steps are completed: a) execution of the City / MUSD Agreement; b) execution of the City / Caltrans Cooperative Agreement; c) City acceptance of all of the required street rights -of- way and receipt of Policies of Title Insurance for same; and, d) City receipt of written authorization from Caltrans to proceed with project construction. 2. Caltrans Permit: Per prior City Council action, the Caltrans Encroachment Permit Application may not be signed by City staff and submitted to Caltrans until after the following steps are completed: a) execution of the City / MUSD Agreement; b) execution of the City /Caltrans Cooperative Agreement * *; and, c) City receipt of written authorization from Caltrans to proceed with project construction. Note: ** See Section E for recommended change 3. Award of Contract: The contract may not be awarded prior to receipt of the Caltrans Encroachment Permit. Not only that, it will be necessary to provide the permit to the bidders in the form of an addendum, prior to the bid opening in order for all of the bidders to be fully aware of all of the project requirements. In the event the issuance of the Permit is delayed, it will be necessary to issue an addendum postponing the bid opening date. Casey9 000103 Casey Road Traffic Signal Project January 8, 1999 Page 4 E. Revised Prerequisite Re: Permit Application As mentioned in Section D -2 above, one of the prerequisites to submitting the Encroachment Permit Application to Caltrans is execution of the City / Caltrans Cooperative Agreement. In that the primary purpose of that Agreement relates to Caltrans funding of a portion of the project costs after the completion of construction, it is the view of staff that the City /Caltrans Cooperative Agreement need not be completed and signed by both parties prior to the City submitting the Encroachment Permit Application to Caltrans. It is recommended, therefore, that this prerequisite be deleted. F. Plans and SDeCifications Upon receipt of same from MUSD's engineer, a copy of the plans and specifications will be placed in the City Council office. As stated above, if not received by January 15t", it will be the intent of staff to request that this matter be continued. RECOMENDATION Staff recommends that the City Council take the following actions: 1. Approve the plans and specifications for the subject proj ect . 2. Authorize staff to submit the State Encroachment Permit Application to Caltrans, upon execution of the City /MUSD Agreement and authorization from Caltrans. 3. Authorize staff to advertise for receipt of bids upon completion of the prerequisites set forth in Section D -1 of this report. Casey9 000106