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CalTrans Agreement (1984) • • .• • • • RECEVD .c CITY OF RANCHO PALOS VERUS MAR 29 1935 WORKS DEPT. AGREEMENT KR OF STATE HIGHWAYSIN THE WORKS.i C OF RANCHO PAWS VERDES TfhIS AGREEKENT, made and executed in duplicate this 18 day of December , 1984 by and between the State of California, acting by and through the Department of Transportation, hereinafter referred to as the "STATE" and the CITY of RANCH PAWS VERDES hereinafter referred to as "CITY". WITNESSETH : A. RECITAL : The Parties desire to provide for the CITY to perform particular maintenance functions on the State highway within the CITY as provided in Section 130 of the Streets and Highways Code. B. AGREEMENT: This Agreement shall supersede any previous AGREEMENT FOR MAINITNENCE OF STATE HIGHWAYS IN WE CITY OF RANCHO PAWS VERDES and/or AMENDMENTS thereto with the CITY. -1- Y S • In consideration of the mutual covenants and promises herein contained, it is agreed: The CITY will perform such maintenance work as is specifically delegated to it, on the State highway routes or portions hereof all as hereinafter described under Section H hereof or as said section may be subsequently modified with the consent of the parties hereto acting by and through the i r authorized representative. C. MAINTENANCE DEFINED: Maintenance is defined in Section 27 of the Streets and Highways Code as follows: Sec. 27. "(a) The preservation and keeping of rights of way, and each type of roadway, structure, safety convenience or device, planting, illumination equipment and other facility, in the safe and usable condition to which it has been improved or constructed, but does not include reconstruction, or other improvement." "(b) Operation of special safety conveniences and devices, and illuminating equipment." -2- � S "(c) The special or emergency maintenance or repair necessitated by accidents or by storms or other weather conditions, slides, settlements or other unusual or unexpected damage to a roadway structure or facility." D. DB3REEE OF CE: The degree or extent of maintenance work to be performed and the standards therefore shall be in accordance with the provisions of Section 27 of the Streets and Highways Code, as set forth in the current edition of the State Maintenance Manual (a copy of which has been provided to the CITY), or as may be prescribed from time to time by the District Director. "District Director" as used herein, means the District Director of the Department of Transportation assigned to the territory in which the CITY is located, or his authorized representative. The STATE reserves the option to check at random all areas of STATE HIGHWAYS maintained by the CITY to assure conformance to maintenance levels. Failure of the CITY to comply with the maintenance levels would be reason to terminate this Agreement as specified under Section K "Term of Agreement." However, this random check does not preempt the CITIES maintenance responsibilities as spelled out in the Agreement. -3- • An encroachment permit will be required for third parties when maintenance work is redelegated. Such redelegated work shall be performed to the same levels of service as spelled out herein and will be subject to the same random checks as provided for work performed directly by CITY forces. The level of service of maintenance in each of the programs delegated to the CITY has been considered in setting authorized total and route dollar amounts. The CITY may perform additional work if desired but the STATE will not reimburse the CITY for any work in excess of authorized dollars. The 'District Director may authorize adjustments needed because of inflation or changes in program esrphasis. E. LEGAL RELATIONS AND RESPONSIBILITIES: Nothing in the provisions of the Agreement is intended to create duties or obligations to or rights in third parties not parties to this contract or affect the legal liability of either party to the contract by imposing any standard of care respecting the maintenance of State highways different from the standard of care imposed by law. It is understood and agreed that neither STATE, nor any officer or employee is responsible for any damage or liability occurring by reason of anything done or omitted to be done by the CITY under or in connection -4- I • with any work, authority or jurisdiction delegated to the City under this Agreement. It is also understood and agreed that, pursuant to Government Code Section 895.4, CITY shall defend, indemnify and save harmless the State of California, all officers and employees from all claims, suits or actions of every name, kind and description brought for or in account of injuries to or death of any person or damage to property resulting from anything done or omitted to be done by the CITY under or in connection with any work, - authority or jurisdiction delegated to the CITY under this Agreement. The CITY waives any and all rights to any type of express and implied indemnity against the STATE, its officers and employees arising from any work, authority or jurisdiction delegated to the CITY under this Agreement. -5- F. MAINT tsIANCE FUNCTIONS: The CITY shall perform only time maintenance functions delegated, as identified, in Section H (DELEGATION OF CE) of this Agreement. A brief description of those maintenance functions delegated to the CITY are included in this section. The functions are identified by the Caltrans HM Program Codes. G. EXPENDITt.RE AUTHORIZATION: The STATE will reimburse the CITY for actual cost of all routine maintenance work performed by CITY as delegated under Section H of this Agreement, but it is agreed that during any fiscal year, the maximum expenditure on any route shall not exceed the amount as shown on Section H of this Agreement, unless such expenditure is revised by an amended Agreement or otherwise adjusted or modified as hereinafter provided for. -6- • 410 411. • A new "DELEGATION OF MAINTENANCE" sheet (Section H) will be provided annually by the STATE for the ensuing fiscal year, if necessary to ensure equitable annual cost. The expenditure per route for routine maintenance work as referred to above may be increased or decreased, redistributed between routes, or additional expenditures for specific projects costing $5,000 or less may be made when such adjustment of expenditures for routine maintenance or such specific work is authorized in writingDirector by the District or his authorized representative. Expenditures for specific projects costing in excess of the above amount may be made when such specific work is authorized in writing by the District Director with prior approval from the Chief, Division of Maintenance at Headquarters. Additional expenditures or adjustment of expenditures thus authorized shall apply during the fiscal year designated therein and shall not be deemed to permanently modify or change the basic maximum expenditure per route as hereinafter specified. An adjustment n ent of the said maximum expenditure, either increase or decrease, shall not affect other terms of the Agreement. _7- • H. DELEGATION OF CE: The specific maintenance functions indicated below are hereby delegated to the CITY. This delegation of maintenance function set forth herein &)es not include areas and functions of which the control and maintenance rest with the local authority under the terms of Freeway Agreements and/or Freeway Maintenance Agreements. ACTUAL ROUTE LENGTH PROdRAM AUIHORIZED ND. MILES DESCRIPTION OF RDtYrING DELEGATED EXPENDITURE 213 2.17 WESTERN AVENUE between the City HM-2D * $ 11,000 of Los Angeles (Sumerland HM-2C * Avenue) and the City of Lomita (180 feet north of Peninsula Verde Drive) 'DOTAL AUTHORIZED EXPENDITURE $ 11,000 *Described in Attachment 1 410 410. .,• • I. SUBMISSION OF BILLS: The CITY shall submit bills in a consistent periodic sequence (monthly, quarterly, semiannually or annually). Bills for less than $500 shall not be submitted more than once each quarter. Bills must be submitted promptly following close of corresponding billing period and should be coded according to the Caltrans HM Program Code as outlined in this Ag t. Bills submitted for periods prior to the last fiscal year will be deemed waived and not be honored. Equipment shall be charged at mutually acceptable rental rates and labor and material at actual cost. The CITY will be allowed to recover overhead and administrative costs only to the extent that such charges include applicable expenses incurred by the CITY in the execution of the work. Said factors and method shall be subject to approval by the STATE. Maintenance services provided by contract or on a unit-rate basis with overhead costs included shall not have these above-mentioned charges added again. An actual handling charge for processing this type of bill will be allowed by the City. -� -v !II 110 Emergency and storm repairs performed by the CITY will be paid for only with prior approval of the STATE'S Highway Superintendent of that specific area. In addition, the CITY should immediately notify the STATE'S Area Superintendent for the area of any storm damage or other emergency condition affecting the STATE highway. The CITY shall maintain, on a generally accepted accounting basis complete and accurate records that support all billings. These records shall be made available to STATE representatives for review during normal business hours for a period of three (3) years after payment of said billings. J. TERM OF T: This Agreement shall become effective upon date of execution and shall remain in full force and effect until amended or terminated. This Agreement may be wed or terminated at any tine upon mutual consent of the parties thereto. This Agreement may also be terminated by either party upon thirty (30) days' notice to the other party. -10- , 1 h 411 410 IN WITNESS WHEREOF, the parties hereto have set their hands and seals the day and year first above written. CITY OF RANCHO PAIRS ' o.% By / / 24a - //1 City C erk STATE OF CALIFORNIA DEPARIT OF TRANSPORTATION Io TROMBATORE Director of Transportation RI CHARDS, WATSON, DREYFUSS & GERSHON = MEMO _ City Attorney -74.21" --Tr tenance En. neer 712,„&2_, By a -11- if411 410 Attachment 1 MAINTENANCE FUNCTION DESCRIPTIONS HP12C VEGETATION CONTROL (NONPLANTED AREAS) This provides for weed and brush control by chemical , biological or mechanical methods, trimming and removal of trees, and pest control . HM2D ROADWAY LITTER AND DEBRIS This provides for removal of litter and debris from roadway surfaces and roadsides.