Staff Report.BPOC Cooperative Agreement with Caltrans
PREPARED BY: WooJae Kim
Town Engineer
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and the
Director of Parks and Public Works
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 11/02/21 ITEM NO: 5
DATE: October 28, 2021
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Town Manager to Execute a Cooperative Agreement with the
California Department of Transportation for the Development of a Project
Initiation Document for the Highway 17 Bicycle and Pedestrian Overcrossing
Project (CIP No. 818-0803) in an Amount Not to Exceed $135,000, and
Authorize the Town Manager to Execute Future Cooperative Agreements with
Caltrans as Necessary for Future Project Phases
RECOMMENDATION:
Authorize the Town Manager to execute a Cooperative Agreement with the State Department
of Transportation (Caltrans) for the development of a Project Initiation Document for the
Highway 17 Bicycle and Pedestrian Overcrossing Project (CIP No. 818-0803) in an amount not to
exceed $135,000, and authorize the Town Manager to execute future Cooperative Agreements
with Caltrans as necessary for future project phases.
BACKGROUND:
On September 1, 2020, the Town Council approved the Feasibility Study for the Highway 17
Bicycle and Pedestrian Overcrossing Project (BPOC) and directed staff to proceed with the
design of a separate bicycle and pedestrian structure. On May 20, 2021, the firm of BKF
Engineers was hired to prepare the necessary design documents for the project.
As the project will cross over Highway 17, Caltrans will be intimately involved in the design and
construction of the project. Design of the project must follow the established Caltrans Project
Development Procedures, and a permit will be required from Caltrans before the project can be
advertised for construction bids.
PAGE 2 OF 5 SUBJECT: Authorize the Town Manager to Execute a Cooperative Agreement with the California Department of Transportation for the Development of a Project Initiation Document for the Highway 17 Bicycle and Pedestrian Overcrossing Project (CIP No. 818-0803) in an Amount Not to Exceed $135,000, and Authorize the Town Manager to Execute Future Cooperative Agreements with Caltrans as Necessary for Future Project Phases DATE: October 20, 2021
DISCUSSION:
The Caltrans Project Development Procedures outline a series of three mandated design phases
for the sponsoring agency to follow. The first is the preparation of a Project Initiation
Document (PID Phase), the next phase is the Project Acceptance/Environmental Documentation
(PA/ED Phase), and the last is the development of the final Plans, Specifications, and Estimates
(PS&E Phase). Before starting work on each phase, the Town is required to enter into a
Cooperative Agreement with Caltrans for the review of the project to ensure compliance with
Caltrans requirements for facilities in the Caltrans right of way. The current project schedule
reflects these three phases as shown below:
During the initial PID phase, Caltrans will designate representatives from various Caltrans
departments to review and participate in the design process. A work plan with the roles and
responsibilities for project team members will be developed. Much of the work that has been
presented as part of the Feasibility Study will be formalized in the PID along with a developed
project scope, preliminary geometric drawings, cost estimates, and schedule information.
This phase is unique in that it will require the Town to reimburse Caltrans for the cost of their
project team to review and process the PID. Caltrans estimates that the oversight and
PAGE 3 OF 5 SUBJECT: Authorize the Town Manager to Execute a Cooperative Agreement with the California Department of Transportation for the Development of a Project Initiation Document for the Highway 17 Bicycle and Pedestrian Overcrossing Project (CIP No. 818-0803) in an Amount Not to Exceed $135,000, and Authorize the Town Manager to Execute Future Cooperative Agreements with Caltrans as Necessary for Future Project Phases DATE: October 20, 2021
DISCUSSION (continued):
processing of the PID for the BPOC project would cost $135,000 to be invoiced based on actual
costs incurred. Caltrans has prepared the Cooperative Agreement (Attachment 1) for the
Town’s consideration. Before Caltrans can assign a project team for the BPOC project, the
Cooperative Agreement for the PID phase must be executed.
Subsequent phases will require new Cooperative Agreements with Caltrans, but they are not
anticipated to require reimbursement to Caltrans for expenses associated with the future
design phases. Therefore, staff is asking Council to authorize the Town Manage to execute
future Cooperative Agreements with Caltrans for future design phases of the project. Funding
for Caltrans involvement in the construction phase will be identified in the future Construction
Cooperative Agreement to be presented to Council before the start of construction.
CONCLUSION:
Staff is requesting the Town Council to authorize the Town Manager to execute the Cooperative
Agreement in substantial compliance with Caltrans provisions in the amount of $135,000, and
also to authorize the Town Manger to execute future Cooperative Agreements with Caltrans as
necessary for the future project phases.
FISCAL IMPACT:
The adopted Fiscal Year (FY) 2021/22-2025/26 Capital Improvement Program (CIP) Budget
designates funding for the Highway 17 Bicycle and Pedestrian Bridge – Design (CIP No. 818-
0803) with a total project budget of $3,935,444. Current project budget includes sufficient
funds for the Caltrans PID Cooperative Agreement and other anticipated costs through final
design. Estimated construction costs of $25M are currently unfunded.
PAGE 4 OF 5 SUBJECT: Authorize the Town Manager to Execute a Cooperative Agreement with the California Department of Transportation for the Development of a Project Initiation Document for the Highway 17 Bicycle and Pedestrian Overcrossing Project (CIP No. 818-0803) in an Amount Not to Exceed $135,000, and Authorize the Town Manager to Execute Future Cooperative Agreements with Caltrans as Necessary for Future Project Phases DATE: October 20, 2021
FISCAL IMPACT (continued):
Parks and Public Works staff costs are tracked for all projects. Tracking of staff costs allows for
accountability in the costs of the project, recovery of costs for grant funded projects, and
identification of future staffing needs. This project utilized both full-time and part-time
temporary staff. The costs associated with staff that are not included in the Parks and Public
Works Department budget will be charged to the project through an administrative transfer of
funds.
Budget Costs
GFAR 946,210$
Traffic Mitigation Fund 147,249$
TDA Article 3 87,451$
2016 Measure B 2,754,534$
Total Project Budget 3,935,444$
Expenditures + Encumbrances to Date
BKF Engineering – Feasibility Study 234,456$
BKF Engineering – Final Design (Expense + Encumbrance)3,000,000$
Caltrans PID Cooperative Agreement (Approved with this Report)135,000$
Advertising 295$
Staff Costs*54,272$
Total Expenditures 3,424,023$
Remaining Budget 511,421$
Future Anticipated Costs
Design Contingency 300,000$
Staff Costs* 161,421$
Misc. Project Delivery Costs 50,000$
Construction 25,000,000$
Anticipated Additional Costs 25,511,421$
Additional Funding Needed 25,000,000$
*Additional revenue from 2016 Measure B will be reimbursed to the Town for full-time staff.
Highway 17 Bicycle and Pedestrian Overcrossing Project
CIP No. 818-0803
PAGE 5 OF 5 SUBJECT: Authorize the Town Manager to Execute a Cooperative Agreement with the California Department of Transportation for the Development of a Project Initiation Document for the Highway 17 Bicycle and Pedestrian Overcrossing Project (CIP No. 818-0803) in an Amount Not to Exceed $135,000, and Authorize the Town Manager to Execute Future Cooperative Agreements with Caltrans as Necessary for Future Project Phases DATE: October 20, 2021
ENVIRONMENTAL ASSESSMENT:
The recommended action is not a project under CEQA. In subsequent project phases,
environmental assessments shall be conducted as required per the California Environmental
Quality Act (CEQA) and National Environmental Policy Act (NEPA) for the project determination.
It is anticipated that the Town will request Caltrans to allow the Town to be the lead agency for
CEQA. Caltrans will remain the responsible party for NEPA compliance.
Attachments:
1. Caltrans PID Cooperative Agreement