TITLE:
title
FREEWAY MAINTENANCE AGREEMENT AND AGREEMENT FOR SHARING COSTS OF STATE HIGHWAY ELECTRICAL FACILITIES
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DEPARTMENT: PUBLIC WORKS DEPARTMENT/ADMINISTRATION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR, (714) 754-5343
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Approve Freeway Maintenance Agreement between the State of California Department of Transportation (Caltrans) and the City of Costa Mesa for the I-405 Improvements Project.
2. Approve the Agreement for Sharing Costs of State Highway Electrical Facilities between Caltrans and the City of Costa Mesa.
3. Authorize staff to accept any minor amendments to the agreements based on final review by all parties and for the Mayor and City Clerk to execute final agreements.
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BACKGROUND:
The Orange County Transportation Authority (OCTA) in cooperation with the State of California Department of Transportation (Caltrans), the City of Costa Mesa, and other I-405 corridor cities, recently completed the I-405 Improvement Project, between SR-73 and I-605 Freeways. The project included several new elements as well as features within the City of Costa Mesa, such as new sound walls and monument signs.
The City and Caltrans have a Freeway Maintenance Agreement (FMA) that identifies roles and responsibilities of each agency as it pertains to the I-405 Freeway. The current agreement was executed in 2007 and requires amendments to account for recent adjustments with the I-405 Improvement Project. The City and Caltrans also have an agreement for sharing costs of electrical facilities, primarily traffic signals, at freeway on- and off-ramps. This agreement is from 1993 and Caltrans requested that it needs to be updated to reflect their new requirements.
ANALYSIS:
The I-405 Improvements Project was substantially completed and formally opened to the public on December 1, 2023. The project incorporated new sound walls as well as other aesthetic treatments including City logo and street name identifier on Fairview overcrossing.
Freeway Maintenance Agreement (FMA): The FMA designates maintenance responsibilities between Caltrans and the City along the I-405 Corridor, in accordance with Streets and Highways Code and the State Maintenance Manual. According to Caltrans, the current FMA, executed in May 2007, will need to be updated to reflect current built conditions on the I-405 Freeway. The proposed new FMA is included as Attachment 1. The City is primarily responsible for the following in accordance with the FMA:
• Maintenance of City streets identified in the Exhibits in the FMA;
• Routine maintenance including street cleaning; minor non-structural repair of sidewalks, signing and striping;
• Graffiti abatement in the areas facing and accessible from City right-of-way; and
• Repair and replacement of Community Identifier sign on Fairview Road overcrossing.
The state is responsible for the maintenance of the I-405 Freeway, structural integrity of all the bridges and other elements, sound walls and all fencing within state right-of-way.
Agreement for Sharing Cost of State Highway Electrical Facilities: This agreement also referred to as Electrical Cost Sharing Agreement (ECSA) is for the maintenance of traffic signal and related equipment at the intersection of State Highway and a City Street. The City of Costa Mesa has such shared facilities at various on- and off-ramps along I-405, SR-73 and SR-55 Freeways. The current ECSA was executed on June 21, 1993 (Attachment 2) and amended in 1997.
According to the current agreement, the City is responsible for electrical costs at all intersections shared with Caltrans, while Caltrans is responsible for all operating and maintenance functions. According to new Caltrans policies, all costs (electrical, maintenance, etc.) are shared between agencies, based on number of intersecting legs. This proposed major revision has potential for increases to City share of costs associated with Caltrans-shared intersections.
In order to further analyze the new cost sharing arrangement, a 3-year pilot program is proposed where only the intersections impacted by the I-405 Freeway project will incorporate this new cost sharing program. These intersections include:
• Fairview Road - I-405 SB Ramps
• Fairview Road - I-405 NB Ramps
• Harbor Boulevard - I-405 SB Off Ramp
• Harbor Boulevard - I-405 NB Off Ramp
• South Coast Drive - I-405 NB Off Ramp
• Susan Street - I-405 NB Off Ramp
• Hyland Avenue - I-405 NB On Ramp
At all other intersections, the current arrangement where the City is responsible for electrical costs and Caltrans is responsible for all maintenance costs will continue. At the end of the 3-year period, City and Caltrans will evaluate and consider further changes to the ECSA. This is reflected in the new agreement included as Attachment 3.
Staff requests that City Council approve the FMA and ECSA and authorize staff to accept any minor modifications to the agreement based on final review by both parties. Staff also requests City Council authorize the Mayor and City Clerk to execute the final agreements.
ALTERNATIVES:
The alternative to this Council action would be to not approve the agreements. Staff does not recommend this alternative as this is a requirement of State’s Streets and Highways Code and is also a requirement of the Memorandum of Understanding executed with OCTA for the I-405 Improvement Project.
FISCAL REVIEW:
Funding for the agreements is available in the Public Works Department’s Fiscal Year 2025-26 Operating Budget in the General Fund (Fund 101).
LEGAL REVIEW:
The City Attorney’s Office has reviewed this agenda report and the proposed agreements and approves them as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This project works toward achieving the following City Council goals:
• Maintain and Enhance the City’s Facilities, Equipment and Technology
• Strengthen the Public’s Safety and Improve the Quality of Life
CONCLUSION:
Staff recommends the City Council:
1. Approve Freeway Maintenance Agreement between the State of California Department of Transportation (Caltrans) and the City of Costa Mesa for the I-405 Improvements Project.
2. Approve the Agreement for Sharing Costs of State Highway Electrical Facilities between Caltrans and the City of Costa Mesa.
3. Authorize staff to accept any minor amendments to the agreements based on final review by all parties and for the Mayor and City Clerk to execute final agreements.