Agenda Item Wording:
title
Authorize City Manager to execute an Electrical Maintenance Agreement with Caltrans agreeing to participate in the shared cost for the operation and maintenance of traffic signals and lighting within the State Right-of-Way.
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Deadline for Action: None
Submitting Department: Administration
Contact Name and Phone Number:
Frank Senteno, City Engineer, frank.senteno@visalia.city, 713-4331
Wyndi Ferguson, Interim Public Works Director, wyndi.ferguson@visalia.city, 713-4186
Nick Mascia, Assistant City Manager, nick.mascia@visalia.city, 713-4323
Department Recommendation:
Staff recommends that City Council authorize the City Manager to execute an updated Electrical Maintenance Agreement with Caltrans agreeing to participate in the shared cost of the operation and maintenance of traffic signals and lighting within the State Right-of-Way.
Background Discussion:
The City maintains a maintenance agreement with Caltrans for the operations and maintenance (O&M) of highway lighting, traffic signals, traffic-signal systems, and safety-lighting at signalized intersections along any of the State Highway routes within the City of Visalia boundary limits. This agreement is simply designated as an Electrical Maintenance Agreement and includes an inventory of all maintained electrical systems along with the cost sharing ratio for each. All activities associated with the operation and maintenance of systems within the state right-of-way are exclusively performed by Caltrans forces meaning that City staff does not maintain or operate any Caltrans owned facilities (i.e. light repairs, signal timing, etc.). Thus, by signing this agreement, the City agrees to participate solely on a financial basis. Operation costs primarily consist of utility costs for electrical service while maintenance costs consist of a broad range of activities that include but not limited to repairs, replacement, and assessment of facilities.
Location of signals and lighting are identified in the attached exhibit along with the associated cost share ratio for each facility. This agreement is now a standalone agreement and replaces the last known agreement executed back in October of 1988. The 1988 agreement largely covered sweeping and had a minor component covering electrical maintenance. The 1988 was subsequently updated to include an inventory list of electrical facilities that became effective in 2003. There is a significant change in the now current agreement versus the 1988 agreement and 2003 inventory list; primarily in the increased number of electrical facilities. The new agreement’s inventory of electrical facilities is significantly larger and more detailed. Facilities on the new inventory list are categorized by either traffic signals, highway lighting, or safety lighting. The new agreement provides greater detailed terms of the agreement (i.e., basis of billing, termination clause, etc,) which was simply lacking in the 1988 version. The new agreement reflects the equipment inventory for which the City is billed quarterly for O&M services and which was also field verified by Staff.
As mentioned above, the electrical agreement is one of three maintenance agreements for which staff, including legal, found acceptable and recommends for signature. Staff is still working with Caltrans to resolve the remaining two agreements: Freeway and Landscape Agreements. Staff will return to City Council for authorization to execute those agreements once consensus has been reached by both parties.
Fiscal Impact:
Invoicing for O&M of all electrical equipment is invoiced on a quarterly basis and based on actual costs. Invoices are paid by Public Works’ Traffic Maintenance Operating Budget using General Funds. The City’s share for O&M costs for lighting and traffic signals covered under this electrical agreement have ranged anywhere from approximately $60K to $70K per year based on last three years historical invoice records. Other than typical maintenance costs associated with this item, there are no other fiscal impacts at this time. Cost sharing for operations and maintenance will continue to be invoiced on quarterly basis and be budgeted as part of the Traffic Maintenance operations budget.
Prior Council Action:
October 10, 1988 - Agreement for Maintenance of State Highways
Other:
None
Alternatives:
None
Recommended Motion (and Alternative Motions if expected):
recommendation
I authorize the City Manager to execute an Electrical Maintenance Agreement with Caltrans agreeing in the shared cost to operate and maintain traffic signals and lighting within the State Right-of-Way
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Environmental Assessment Status:
N/A
CEQA Review:
N/A
Attachments:
1988 Caltrans Agreement
Draft 2021 Agreement and inventory listing (Exhibit “A”)