For City Council Meeting [August 14, 2018]
TO: Honorable Mayor and City Council
APPROVAL: Ahmad R. Ansari, Interim City Administrator
FROM: Robert G. Eisenbeisz, P.E., Public Works Director/City Engineer
Title
Request City Council to Approve a Cooperative Agreement for Construction and Maintenance (C&M) with Southern California Regional Rail Authority (SCRRA) in the amount of $572,922, and Authorize Release of Request for Bids No. 19-002 for the Cedar Avenue Sidewalk and Railroad Crossing Improvements, City Project No. 130808.
(ACTION)
Body
BACKGROUND:
In April 2012, the City of Rialto, with support of the Rialto Unified School District (RUSD), submitted an application to the State of California Department of Transportation (Caltrans) for Cycle 10 of the State funded Safe Routes to School (SR2S) Grant Program. The City’s application requested funding to construct a missing link of sidewalk along the east side of Cedar Avenue, between Merrill Avenue and the Metrolink tracks, to provide a safe path of travel for children walking to and from school.
In September 2012, Caltrans approved the City’s grant application awarding the City a total of $446,200 for the project. On December 11, 2013, the City Council accepted the Federal SR2S grant. Upon review of the plans and specifications for the sidewalk extending south of the railroad tracks with proposed railroad crossing improvements; and after field meetings and discussions with Southern California Regional Rail Authority (SCRRA), it became apparent that the estimated project cost, including the required rail crossing improvements, would exceed the amount of the original SRTS grant funding. The SRTS grant funds are sufficient for the design and construction of the sidewalk; however, the cost of the rail crossing improvements exceeded the remaining SRTS funds. This prompted staff to pursue other applicable grant funding opportunities in order to augment the original SRTS grant funding so that the City could complete the rail crossing improvements at the same time as the sidewalk.
On July 7, 2017, staff submitted a Transportation Development Act (TDA) - Article 3 grant application to San Bernardino County Transportation Authority (SBCTA) requesting additional funding for the project to include the rail crossing improvements. On October 16, 2017, SBCTA informed the City that it had approved the TDA Article 3 grant application for additional funding in the amount of $250,000.
On September 27, 2017, as requested by Caltrans Local Assistance staff, the City provided a revised timeline for the construction of the sidewalk and railroad crossing improvements to Caltrans Headquarters staff in Sacramento for evaluation and to approve additional SRTS funding in the amount of $103,000, using the remaining uncommitted Cycle 10 SRTS funds. Caltrans approved the additional SRTS funding request, allowing the project to proceed with design and construction of the sidewalk and the rail crossing improvements at the same time.
On September 26, 2017, the City entered into a Cooperative agreement with SCRRA to prepare detailed Plans, Specifications, and Estimates (PS&E) for necessary changes, additions, or alterations to the existing SCRRA Positive Train Control (PTC) system, as well as the signals and communication facilities required to accommodate the railroad crossing improvements. On July 16, 2018, SCRRA approved the design of the railroad crossing improvements, including related appurtenances. A copy of the concurrence letter from SCRRA approving the design is included as Attachment 1.
ANALYSIS/DISCUSSION:
Cedar Avenue from Rialto Avenue to Merrill Avenue is a four lane arterial roadway with a posted speed limit of 40 mph and it is an approved truck route identified in the City’s General Plan with access to the Interstate 10 freeway. Within this section of Cedar Avenue there is approximately 1,180 lineal feet without a sidewalk on the east side of the street, creating unfavorable conditions for students walking to and from Werner Elementary School and Rialto Middle School. The project site plan is included as Attachment 2.
There is an existing railroad crossing within the project limits on Cactus Avenue and the rail line serves both freight and passenger uses. The design includes improvements that upgrade the existing crossing to include automated pedestrian gates, railroad signal and communications improvements, and new track panels along the pedestrian path of travel. An additional agreement will be necessary between the City and the San Beranrdino County Transportation Authority (SBCTA), allowing the proposed work within the SBCTA right-of-way, through a standard license agreement that will require Council approval in the future.
The CITY desires to construct pedestrian grade crossing safety enhancements on the east side of the Cedar Ave crossing. The proposed safety enhancements will include the following as approved in the California Public Utilities Commission (CPUC) GO-88B Authorization letter (File Number XREQ 2018010002), dated January 22, 2018:
• Eight-Foot (8’) wide sidewalk with detectable warning strips on both approaches
• Additional concrete crossing panels (ADA compliant) to accommodate the new sidewalk.
• One (1) CPUC standard 9 pedestrian warning devices (gate) including emergency swing gate at each sidewalk approach.
• Hand Railings for pedestrian’s channelization at each sidewalk approach.
• Pedestrian Barricades on the west side of Cedar Avenue for both approaches.
• Right-of-Way fencing and maintenance access gates to the railroad right of way.
• Removal of the existing backlights from the median-mounted CPUC standard 9 warning devices.
• Application of the California Manual on Uniform Traffic Control Devices compliant signage and pavement markings.
In addition to the safety enhancements proposed above, the following improvements will be made to support the safety enhancements and provide a safe and reliable crossing:
• Two sets of existing concrete crossing panels will be replaced on the east end of the existing crossing with ADA compliant concrete crossing panels.
• Six (6) existing field-side concrete track panels will be replaced due to damage from large truck volumes along Cedar Avenue that traverse this crossing daily.
• Modification and testing of the SCRRA’s signaling equipment, including but not limited to, communications, positive train control (PTC), electrical lines and appurtenances.
The project requires a Construction and Maintenance Agreement between SCCRA and the City allowing construction within the railroad right-of-way. A copy of the agreement is included as Attachment 3. The railroad work, to be performed by SCRRA, at the City’s sole cost and expense, is estimated at $576,922. Upon receipt of a written notice to proceed from the City, SCRRA will place orders for the necessary materials and equipment, and issue contracts and/or task orders for construction of the proposed rail crossing improvements. Upon execution of the agreement, the City shall deposit the full amount of $576,922 with SCRRA.
The construction drawings and contract specifications for the project are included in the Construction and Maintenance Agreement. In addition, staff is requesting authorization to release Request for Bids (RFB) No. 19-002 for construction of the project. The following is the tentative project schedule:
RFB 19-002 posted and issued September 3, 2018
Deadline for receipt of bids: September 25, 2018
Contract awarded by City Council: November 13, 2018
Begin Construction December 13, 2018
Complete Construction June 26, 2018
ENVIRONMENTAL IMPACT:
Section 21084 of the California Public Resources Code requires Guidelines for Implementation of the California Environmental Quality Act (CEQA). The Guidelines are required to include a list of classes of projects which have been determined not to have a significant effect on the environment and which are exempt from the provisions of CEQA. In response to that mandate, the Secretary for Resources identified classes of projects that do not have a significant effect on the environment, and are declared categorically exempt from the requirement for the preparation of environmental documents. In accordance with Section 15301 “Existing Facilities”, Class 1 projects include the repair or minor alteration of existing public structures or facilities. Therefore, this Project is considered categorically exempt from CEQA. Staff will file a Notice of Exemption for the project. A Notice of Exemption and an Environmental Application has been prepared and attached to this report as Attachments 4 & 5.
GENERAL PLAN CONSISTENCY:
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
Goal 4-4: Protect school children and others from traffic hazards around
schools.
Goal 4-8: Establish and maintain a comprehensive system of pedestrian
trails and bicycle routes that provide viable connections
throughout the City.
Goal 4-9: Promote walking.
Policy 4-9.1: Install sidewalks where they are missing, and make improvements to
existing sidewalks for accessibility purposes. Priority should be given to needed sidewalk improvement near schools and activity centers. Provide
wider sidewalks in areas with higher pedestrian volumes.
LEGAL REVIEW:
The City Attorney has reviewed and approved the staff report.
FINANCIAL IMPACT:
OPERATING BUDGET IMPACT
The proposed action will not affect the Operating Budget
CAPITAL IMPROVEMENT BUDGET IMPACT
Funds are budgeted and available in the CA Caltrans SR2S Account No 223-500-4420-3001-130808 and in Measure I Fund Account No.201-500-4310-3001-130808. No general funds will be necessary for this action. Table 1 below summarizes the current project budget and Table 2 reflects the project costs:
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Table 1- Current Project Budget |
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Table 2 - Expenditure Budget
Licensing
The proposed action will not require the payment of a business license tax.
RECOMMENDATION:
Staff recommends that the City Council
• Approve the Construction and Maintenance Cooperative Agreement with SCRRA for the Cedar Avenue Sidewalk and Railroad Crossing Improvements Project, City Project No. 130808 for the not to exceed amount of $572,922 for construction of the project.
• Authorize the Release of Request for Bids No. 19-002 for the Cedar Avenue Sidewalk and Railroad Crossing Improvements Project, City Project No. 130808.