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HomeMy WebLinkAboutSS3 - Protocol with Caltrans ProjectsCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Study Session Item No. ss3 January 22, 2008 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Stephen G. Badum 949- 644 -3311 or sbadum @city.newport- beach.ca.us SUBJECT: PROTOCOL WITH CALTRANS PROJECTS WITHIN THE CITY OF NEWPORT BEACH ISSUE: What will be done to Improve coordination with Caltrans and Caltrans Permitted projects on the State highways within Newport Beach? BACKGROUND: On September 20, 2007, a Caltrans traffic signal contractor shut down the traffic signal at Dover Drive and Coast Highway during the peak a.m. traffic commute. This action caused extreme traffic congestion and delays. The City's Police Traffic Division responded and handled the situation as best they could but the peak hour volumes overwhelmed their efforts to restore traffic flow. Caltrans failed to notify the City of this work and City staff was unable to contact the appropriate Caltrans personnel to quickly remedy the problem. Additional congestion problems also occurred during the street paving and re- striping at that intersection the following week, also without appropriate notifications. DISCUSSION: State Highways within our City include: Coast Highway from the southerly City limits to Newport Coast Drive; Coast Highway from Jamboree Road to the Santa Ana River crossing; and Newport Boulevard from Finley Street to 15th Street/Industrial Way. The State owns and maintains these roadways as well as issues permits to utilities and others that need to perform work within the roadway right of way. The City has no jurisdiction over any of these activities with the State's right of way. Historically, coordination between Caltrans and the City has been adequate with few problems. Standard Caltrans construction and permitting protocols require timely notifications to cities that are affected by work on State highways. On January 15, 2008, City staff met with Caltrans District 12 Director Cindy Quon, and Caltrans Deputy Directors Jim Beil and James Piniero to discuss the recent communication failures. It Protocol with Caltrans Projects within the City of Newport Beach January 22, 2008 Page 2 was determined that the Caltrans contractor was not authorized by Caltrans to work during peak hours and was working without authorization. However, the key failure was the lack of communications and notification with the City. Caltrans officials apologized and explained that the problem was due to recent personnel changes in the Caltrans project management staff and a lack of experience as to the standard procedures that require notification to the City. To remedy the situation Caltrans and the City agreed to the following: • The City Traffic Engineer, Caltrans Construction division, and Caltrans Permit and Maintenance division staff will meet on a quarterly basis to discuss future City projects, Caltrans projects, permits, and planned maintenance activities. • All construction contracts and permits will contain the following provisions: 1. Lane closures and signal work on State highways within the City will be restricted to non -peak hours, 9:00 a.m. to 3:00 p.m. 2. Changeable message signs shall be utilized in advance of the construction zone notifying the public of delays and alternative routes. 3. All work is prohibited during: the week of Thanksgiving, Christmas, and New Years; the Christmas Boat Parade; holiday weekends; and on Fridays in advance of a holiday weekend. 4. No work on weekends or evenings without concurrence by the City. 5. Contractors and permittees must contact the City 72 hours in advance of the need of closures or activity that would affect the flow of traffic. 6. Contractors and permittees shall notify Newport Beach Police Dispatch of their daily operations at 949 - 644 -3717. 7. Contractors and permittees shall provide all contact information including emergency off -hours contacts to the City. • Caltrans and the City will endeavor to contact each other as soon as possible should emergency situations occur that violate these standards and protocols. • If advance information is provided by Caltrans, the City agrees to assist Caltrans, through its local resources and contacts, with the notification of affected residents and businesses. City staff, with the assistance of our newly hired Public Information Manager, will take on the responsibility of noticing the local public using all appropriate means (press releases, letters, flyers/newsletters, door hangers and digital communications). Both City and Caltrans staff are committed to preventing future congestion problems and will continue working together to ensure that result. Unfortunately, the very nature of construction, maintenance, and improvements on our key arterials will result in some inconvenience to the public which is unavoidable. However, working together will help us minimize those impacts. Protocol with Caltrans Projects within the City of Newport Beach January 22, 2008 Page 3 Current projects and discussion items for the first quarterly meeting with Caltrans include: • The ongoing completion of the Caltrans Streetlight installation project in Mariners Mile. The Gas Company is currently relocating their gas lines to accommodate streetlight foundations. • Recent Orange County Sanitation District Permits to excavate and inspect sewer lines at Dover Drive and Superior Avenue on Coast Highway. • Planned Traffic signal modifications at Riverside Avenue /Coast Highway and Tustin Avenue /Coast Highway (similar to the work at Dover Drive) in February/March 2008. • Planned Caltrans Paving Project on Coast Highway from Dover Drive to the Arches Interchange in March /April 2008 In addition to working with Caltrans, City staff meets with the Orange County Sanitation District and various utility companies on a regular basis to discuss future projects and potential impacts to City streets. Submitted by: Badum s Director