REPORT TO THE CITY COUNCIL
November 17, 2016
FROM: SCOTT L. MOZIER, PE, Director
Public Works Department
BY: SCOTT KRAUTER, PE, Special Projects Engineer
Public Works Department, Administration Division
SUBJECT:
Title
Actions related to Cost Sharing of State Highway Electrical Facilities:
1. Approve an agreement with the State of California Department of Transportation (Caltrans) for Cost Sharing of State Highway Electrical Facilities
2. RESOLUTION - Granting Authority to the Public Works Director or Designee to sign an Agreement and Future Amendments for Sharing the Cost of State Highway Electrical Facilities with the State of California Department of Transportation
Body
RECOMMENDATIONS
Staff recommends that the Council approve the agreement with Caltrans to share the cost of operating and maintaining traffic signals, roadway lighting and related electrical facilities where City of Fresno streets cross State highways; and, adopt the resolution authorizing the Public Works Director to sign the agreement and authorize future adjustments as needed to the scope listed in Appendix A.
EXECUTIVE SUMMARY
The State operates four routes through the City designated Freeway 41, 99, 168 and 180. Where these State highways cross City streets there are certain shared facilities to facilitate movement of vehicles and pedestrians. These shared facilities are currently maintained by Caltrans and the City is billed quarterly for the labor, equipment and energy costs. Staff has been working with Caltrans to formalize the arrangements which have been negotiated over many decades into a single agreement. Expenses under the agreement will continue to be covered by the Public Works Department operating budget and there is no financial impact to the City.
BACKGROUND
The City of Fresno Public Works Department has reimbursed the State for the cost to operate and maintain electrical facilities for many years. In the recent past, Public Works staff questioned the basis of the costs and it was discovered that there was not an “up to date” agreement. Although Freeway Agreements exist between the State and City for the various segments of State highways, the sharing of costs to maintain and operate electrical facilities needs to be covered by a separate agreement between the State and the various local agencies.
City records show that the last Agreement between the City and the State that addressed electrical facilities was a general maintenance agreement approved by the State and City Council in 1988. Since that time numerous freeways have been constructed and former State routes along Elm, Blackstone, Kings Canyon/Ventura, and Shaw Avenue have been relinquished from the State routes to City streets. Therefore, the 1988 agreement is not representative of the existing shared facilities nor does it represent the fact that the State performs the maintenance of State Facilities.
Appendix A of the proposed Agreement lists 65 traffic signals and 169 roadway lighting systems that are maintained by Caltrans that are on City streets. The maintenance cost of these facilities is shared between the State and City based on the use of that individual facility. For example, a traffic signal at Fresno Street and Freeway 99 is shared 50% because the city is responsible for two legs of the intersection as Fresno Street, and the State is responsible for the two legs as the on and off ramps. Some lighting systems are 100% City facilities where the freeway bridges cross over and light the City street only. The bridges have underside soffit lights that light the local City Street with no benefit to the State facility so the share in the Agreement is 100% by the City. Appendix A of the attached agreement lists all the shared facilities and the distribution of costs for the State and City for each facility.
The cost of this agreement will fluctuate in future years based on several factors. Cost will increase when energy costs increase. Also costs can increase as the State replaces equipment (such as LED lighting retrofits). However, it is expected that energy costs will reduce over time by installing more energy efficient lighting. Also, as shared facilities such as a proposed signal at Olive and SR 99 are added, the cost of this agreement will be adjusted to reflect the new facilities, using the same methodology as contained in the agreement. Because shared facilities may change in the future, the Public Works Department is seeking approval for the Director to approve changes to the Appendix A of the agreement as needed on behalf of the City.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act Guidelines Section 15378 the actions by Council by this item do not qualify as a “project” as provided in the California Environmental Quality Act requirements.
LOCAL PREFERENCE
Local preference was not implemented because this item does not include a construction or service contract.
FISCAL IMPACT
There is no new net impact to the General Fund or any operating funds. The $161,700 required for State reimbursement in FY 2016 utilized Gas Tax funds. The funding remains the same in FY 2017.
Attachments:
Agreement for Sharing the Cost of State Highway Electrical Facilities with City of Fresno.
Resolution - Granting authority of the Public Works Director to sign the agreement.
Map of State and City Shared Facilities