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CITY COUNCIL AGENDA ITEM NO. 14

Meeting Date: September 23, 2003

Subject/Title: Approve a Resolution authorizing the City Manager to execute a Maintenance and Electrical Facility Cost Sharing Agreement with the State Route 4 Bypass Authority and the City of Brentwood, to maintain the State Route 4 Bypass between Lone Tree Way and Balfour Road.

Submitted by: Engineering: B. Grewal/S. Peiris

Approved by: John Stevenson, City Manager

RECOMMENDATION
Approve a Resolution authorizing the City Manager to execute a Maintenance and Electrical Facility Cost Sharing Agreement with the State Route 4 Bypass Authority (Bypass Authority) and the City of Brentwood, to maintain the State Route 4 Bypass, between Lone Tree Way and Balfour Road.

PREVIOUS ACTION
On May 11, 1999, City Council approved an Agreement with the Bypass Authority to construct the State Route 4 Bypass, Segment 2, from Lone Tree Way to Balfour Road.

On April 9, 2002, City Council approved Resolution No. 2513 to approve an agreement with the Bypass Authority for Law Enforcement Services on the State Route 4 Bypass from Lone Tree Way to Balfour Road.

On July 8, 2002, City Council approved Resolution No. 2366 increasing the Bypass Fees to fund the accelerated and expanded State Route 4 Bypass Project.

BACKGROUND
The City of Brentwood and the Bypass Authority have been working together for several years to implement the construction of the State Route 4 Bypass, Segment 2, from Lone Tree Way to Balfour Road. This segment of the Bypass was opened for traffic in the spring of 2002.

Until the construction of Segments 1 and 3 of the Bypass is complete and opened for traffic, the Bypass Authority requested the City to provide law enforcement services for Segment 2. The City of Brentwood and the Bypass Authority mutually agreed that the City will provide law enforcement on Segment 2 to ensure the safety and mobility of motorists. These police services are appropriately compensated per the agreement by the Bypass Authority to the City of Brentwood.

It is the City’s intent to keep all the roadways safe and clean in the City’s jurisdiction. The Bypass Authority requested the City to provide roadway maintenance services for the Bypass Segment 2 between Lone Tree Way and Balfour Road. City staff discussed and negotiated the maintenance agreement in which the Bypass Authority will reimburse the City for all the maintenance service costs. The City of Brentwood will be performing pavement sweeping, maintenance and cleaning, as and when requested by the Bypass Authority. Also, the City is sharing maintenance costs and operating cost for the two traffic signal facilities on the Bypass Segment 2 as follows:

State Route 4 Bypass and Sand Creek Road intersection; 50% Bypass Authority, 50% City.

State Route 4 Bypass and Balfour Road intersection; 50% Bypass Authority, 50% City.

The function and level of maintenance work to be performed by the City is shown in the Agreement (see attachment). The total estimated cost shall not exceed $85,000 per fiscal year. This expenditure amount is based on the City’s current Cost Allocation Plan, and will be adjusted in the future per the City’s latest Cost Allocation Plan. This agreement shall remain in full force and effect, until amended by the mutual written consent of the parties thereto or terminated by either party upon 120 days written notice to either party.

FISCAL IMPACT
Signal Operation:
50% of the signal operation will be paid by the Bypass Authority.

The City’s 50% will be paid from gas tax (Measure C) or through the general fund.

Maintenance:
The maintenance cost will be fully reimbursed by the Bypass Authority for its services to the City.

As stated in the agreement, for routine maintenance cost, the Bypass Authority will reimburse the City quarterly, not to exceed $85,000 per fiscal year. However, emergency roadway work is not subject to the payment limit, and the City would be reimbursed by the Bypass Authority for such emergency work.

Attachments:
Resolution
Agreement
Site Map

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE A MAINTENANCE AND ELECTRICAL FACILITY COST SHARING AGREEMENT WITH THE STATE ROUTE 4 BYPASS AUTHORITY AND THE CITY OF BRENTWOOD TO MAINTAIN THE STATE ROUTE 4 BYPASS BETWEEN LONE TREE WAY AND BALFOUR ROAD.

WHEREAS, On May 11, 1999, the City Council approved an agreement with the Bypass Authority to construct the State Route 4 Bypass, Segment 2, from Lone Tree Way to Balfour Road; and

WHEREAS, On April 9, 2002, City Council approved Resolution No. 2513 to approve an agreement with the Bypass Authority for Law Enforcement Services on the State Route 4 Bypass from Lone Tree Way to Balfour Road; and

WHEREAS, On July 8, 2002, City Council approved Resolution No. 2366 increasing the Bypass Fees to fund the accelerated and expanded State Route 4 Bypass project; and

WHEREAS, The City of Brentwood and the Bypass Authority have been working together for several years to implement the construction of the State Route 4 Bypass, Segment 2, from Lone Tree Way to Balfour Road; and

WHEREAS, This segment of the Bypass was opened for traffic in the spring of 2002; and

WHEREAS, It is the City’s intent to keep all the roadways safe and clean in the City’s jurisdiction; and

WHEREAS, The Bypass Authority requested the City to provide roadway maintenance services for the Bypass Segment 2 between Lone Tree Way and Balfour Road; and

WHEREAS, The function and level of maintenance work to be performed by the City is shown in the Agreement; and

WHEREAS, This agreement shall remain in full force and effect, until amended by the mutual written consent of the parties thereto or terminated by either party upon 120 days written notice to either party.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Brentwood authorize the City Manager to execute a Maintenance and Electrical Facility Cost Sharing Agreement with the State Route 4 Bypass Authority and the City of Brentwood, to maintain the State Route 4 Bypass between Lone Tree Way and Balfour Road.

PASSED AND ACCEPTED by the City Council of the City of Brentwood at its regular meeting of September 23, 2003 by the following vote:
 

City Administration
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