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AGENDA REPORT
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| | | | | | | | DATE:
| July 7, 2020
| TO:
| Mayor and City Council
| FROM:
| Stefan T. Chatwin, City Manager 
| | SUBJECT: | Resolution 2020-128 of the City Council of the City of Fairfield Authorizing the Public Works Director to Execute a Reimbursement Agreement for Preliminary Engineering Services with Union Pacific Railroad Company |
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| | | | | | | | | RECOMMENDED ACTION | | Adopt resolution. |
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| | | | | | | | | STATEMENT OF ISSUE | | Any proposed improvements within Union Pacific Railroad Company right-of-way must be designed by Union Pacific Railroad Company representatives or the Railroad’s third-party consultant. This resolution authorizes the Public Works Director to execute a reimbursement agreement for preliminary engineering services with the Union Pacific Railroad Company (UPRR) for pedestrian improvements occurring within the UPRR right-of-way as part of the City’s East Tabor Avenue Sidewalk Gap Closure Project. |
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| | | | | | | | | DISCUSSION | In October 2016, the East Tabor/Tolenas Safe Routes to School Sidewalk Gap Closure Project (Project) received grant funding through the California Transportation Commission (CTC) Active Transportation Program. The grant funding allows this priority safety project to widen portions of sidewalk along Tolenas Avenue and East Tabor Avenue, as well as construct a new sidewalk and bicycle lane on the north side of East Tabor Avenue, which includes a segment across the UPRR right-of-way. Sidewalk construction across the UPRR right-of-way will help close the “gap” in disconnected segments along East Tabor Avenue, which in turn will greatly enhance the safety of pedestrians. Specifically, the sidewalk gap is located at the intersection of East Tabor Avenue and UPRR right-of-way, approximately one-tenth of one mile east of Clay Bank Road.
In order to construct any improvements within UPRR right-of-way, the City must execute a reimbursement agreement for preliminary engineering services. Once executed, UPRR will begin the design process to develop plans outlining the scope of improvements that will include, but not be limited to railroad crossing arms, emergency gate swings, and sidewalks across the railroad tracks. The $25,000 payment to commence UPRR’s design work is an initial retainer; the contract requires the City to reimburse UPRR for actual costs incurred. Based on past projects with UPRR, staff understands that there are potential unknowns which lie ahead. Staff has budgeted $138,000 in state grant funds to cover UPRR’s design expenses.
This reimbursement agreement for preliminary engineering services will be the first in a series of agreements between UPPR and the City. As part of the conditions of encroaching upon UPRR right-of-way, UPRR will expect the City to execute a Construction and Maintenance Agreement which will provide terms for construction and ongoing maintenance. As the project progresses, City staff will return to City Council to report back on estimated construction costs, as well as seek authorization for the Construction and Maintenance Agreement.
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| | | | | | | | | FINANCIAL IMPACT | | The reimbursement agreement with UPRR for preliminary engineering services is for an amount of $25,000. Total authorization for this contract would be $138,000 ($25,000 + $113,000 management reserve). Funding for this portion of work is budgeted in the Streets Capital Projects Fund (Fund 252, Division and Responsibility Code 99507, E. Tabor/Tolenas SR2S Gap Closure) utilizing state grants. |
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| | | | | | | | | CITY COUNCIL WORKPLAN | Community Safety
| Community Infrastructure | Quality of Life | | Financial and Operational Sustainability | Economic Development | Travis Air Force Base |
| City Council Goal this item supports:
Community Infrastructure |
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| | | | | | | | | Project: | One-time item not recommended for including in the Workplan
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| | | | | | | | | PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION | N/A
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| | | | | | | | | ALTERNATIVE ACTION | | The City Council could choose not to move forward with making sidewalk improvements but doing so increases risk for community residents and children who must cross the UPRR railroad tracks while walking to and from school. |
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| | | | | | | | | STAFF CONTACT | Michael Hether, Senior Civil Engineer
(707) 428-7493
mhether@fairfield.ca.gov
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| | | | | | | | | COORDINATED WITH | City Attorney's Office
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| REVIEWERS: | | Reviewer | Action | Date | | Panganiban, Ryan | Approved | 6/22/2020 - 9:19 AM | | Kaushal, Paul | Approved | 6/22/2020 - 12:13 PM | | Ballard, Kelly | Approved | 6/22/2020 - 5:16 PM | | Ballard, Kelly | Approved | 6/29/2020 - 4:19 PM |
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