Report Prepared by: Jennifer Flachman, Senior Management Analyst
Title
SUBJECT: Approval of Street Closure Request #25-02 By Gran Fondo Hincapie for the 2nd Annual Gran Fondo Hincapie-Merced Bike Event, Family Festival & Expo. Closures Include the Parking Lot at N Street and W 18th Street Starting Tuesday, March 11, 2025, at 9:00 AM; N Street Between Arbor Lane Alley and W 19th Street Starting Thursday, March 13, 2025, at 5:00 PM; and Expanded Closures to Include West Main Street and West 20th Street Starting Saturday, March 15, 2025, at 5:00 AM
REPORT IN BRIEF
Considers approving a request from Gran Fondo Hincapie for the closure and use of City streets for the 2nd Annual Gran Fondo Hincapie-Merced Bike Event, Family Festival & Expo. The requested street closures include the parking lot at N Street and W 18th Street, N Street between Arbor Lane Alley and W 19th Street, and W Main Street and W 20th Street.
RECOMMENDATION
City Council - Adopt a motion approving the street closures as follows:
• Parking Lot at N Street and W 18th Street: Closed starting Tuesday, March 11, 2025, at 9:00 AM.
• N Street between Arbor Lane Alley and W 19th Street: Closed starting Thursday, March 13, 2025, at 5:00 PM.
• West Main Street and West 20th Street: Closed starting Saturday, March 15, 2025, at 5:00 AM.
• Subject to conditions #1-#16 contained in the Administrative Report.
(Additionally, other intersections will be temporarily closed only when cyclists are present, and one lane of M Street will be coned off for cyclist safety.)
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ALTERNATIVES
1. Approve, as recommend by Staff; or,
2. Approve, subject to other than recommended by Staff; or,
3. Deny; or,
4. Refer to Staff for reconsideration of specific items; or,
5. Continue to a future meeting.
AUTHORITY
Charter of the City of Merced, Section 200; California Vehicle Code (CVC) Section 21101(e), as follows:
City of Merced Charter Section 200; California Vehicle Code (CVC) Section 21101(e), as follows:
“CVC 21101. Local authorities, for those highways under their jurisdiction, may adopt rules and regulations by ordinance or resolution on the following matters:
(e) Temporarily closing a portion of any street for celebrations, parades, local special events, and other purposes when, in the opinion of local authorities having jurisdiction or a public officer or employee that the local authority designates by resolution, the closing is necessary for the safety and protection of persons who are to use that portion of the street during the temporary closing.”
CITY COUNCIL PRIORITIES
As provided for in the 2024-25 adopted budget.
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DISCUSSION
The City of Merced is considering a request from Gran Fondo Hincapie to approve the closure and use of city streets for the 2nd Annual Gran Fondo Hincapie-Merced Bike Event, Family Festival & Expo. This event, founded by former professional cyclist George Hincapie and his family, is a multi-day cycling celebration featuring scenic rides, live music, and a family festival with free food, drinks, and entertainment. Participants can choose between route options: the mid-length Medio, or the longer Gran ride. The event attracts a mix of professional cyclists, celebrities, weekend warriors, and first-time riders, making it a premier gathering for cycling enthusiasts of all skill levels.
Merced’s journey with the Gran Fondo Hincapie began when local business owner and cycling enthusiast Doug Fletch advocated for the city to host the event. On April 13, 2022, the City of Merced received an official request to partner with a local community member to bring the Gran Fondo Hincapie to the region. The City Council approved a participation agreement on October 3, 2022, to host the inaugural event on March 18, 2023. However, due to severe storms and flooding, event organizers determined in January 2023 that the course was unsafe, leading to the postponement of the event to March 16, 2024.
Despite the delay, the inaugural Gran Fondo Hincapie gravel bicycle event in March 2024 drew nearly 500 registered cyclists from across the United States and Canada. The event showcased Merced’s diverse and scenic terrain while generating significant economic activity for local businesses.
Recognizing the event’s contributions to the community, the City Council approved the 2nd Annual Hincapie Gran Fondo Gravel Bicycle Event on October 7, 2024.
The current request for street closures includes the parking lot at N Street and W 18th Street, N Street between Arbor Lane Alley and W 19th Street, as well as sections of W Main Street and W 20th Street.
As is customary with previous bike racing events, the City of Merced will provide both in-kind support and a monetary contribution to the event. Below is a summary of the in-kind support:
Police Services - local police services, in collaboration with the Merced County Sheriff and California Highway Patrol, to provide safe rolling road closures, traffic control, and Festival & Expo security.
Public Works & Street Services - detour set up and materials, refuse services, traffic control services, notices to local businesses and residents of route closures.
Fire/EMT Services - a local team of medical professionals at the site festival, a rapid response vehicle, and full-service ambulance
At least seventy-two hours (three days) prior to the street closures, the event organizers are required #7). To ensure this is done, event organizers are required to provide staff with confirmation that this notification was given, and staff has prepared a standard form that the event sponsor shall complete, photocopy, and distribute to the affected individuals within the stated area (Attachment 5).
Conditions of Approval
The event and street closure will be subject to the following conditions, if approved:
1. By applying for the street closure and use of City-owned real property, the Permittee shall agree to indemnify, protect, defend (with counsel selected by the City), save, and hold City, its officers, employees, agents, and volunteers harmless from any and all claims or causes of action for death or injury to persons, or damage to property resulting from intentional or negligent acts, errors, or omissions of Event Sponsor or Event Sponsor’s officers, employees, agents, volunteers, and participants during performance of the Event, or from any violation of any federal, state, or municipal law or ordinance, to the extent caused, in whole or in part, by the willful misconduct, negligent acts, or omissions of Event Sponsor or its officers, employees, agents, volunteers, or participants, or resulting from the negligence of the City, its officers, employees, agents, and volunteers, except for loss caused solely by the gross negligence of the City. Acceptance by City of insurance certificates and endorsements required for this Event does not relieve Event Sponsor from liability under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall apply to any damages or claims for damages whether or not such insurance policies shall have been determined to apply.
2. Prior to engaging in the event, Event Sponsor shall provide the City with a Certificate of Liability Insurance evidencing coverage in an amount of no less than $500,000 for property damage and $500,000 for personal injury or a minimum combined single limit coverage of $500,000. Said policy shall stipulate that this insurance will operate as primary insurance and that no other insurance will be called on to cover a loss covered thereunder. Additional insured endorsements evidencing this coverage, naming the City of Merced, its Officers, Employees, and Agents as additional insureds, must be submitted to the City prior to the event. This certificate shall provide that thirty (30) days written notice of cancellation shall be given to the City. Certificates of Insurance shall also be provided for Automobile insurances of all automobiles used for the event. If the Event Sponsor has any employee(s), full workers’ compensation insurance shall be provided with a limit of at least $100,000 for any one person as required by law.
3. The applicant shall obtain, at its sole cost and expense, special events coverage ensuring the City and its officer, employees, volunteers, and agents from any and all claims relating to the project. Special events coverage may be obtained through private insurance or is available through application with the City Clerk’s office three weeks prior to the event.
4. Failure to comply with any law, rule, or regulation applicable to the use of said streets shall be grounds to revoke any such permit and, in such circumstances, the Chief of Police shall immediately revoke said permit. The Event Sponsor or permit holder, in such case, shall have the right to appeal said revocation to the City Council.
5. The applicant shall comply with all applicable statutes, ordinances, rules, regulations, etc., including all requirements of the City of Merced Fire Department.
6. Event sponsor shall provide and maintain a minimum 22-foot-wide emergency vehicle access path into and through the street closure area at all times via movable barriers. Fire hydrant access shall not be blocked at any time whatsoever.
7. Event sponsor shall contact all businesses and residences affected by the street closure(s), advising them of the hours, conditions, and reason thereof within one half-mile of the encroachment area at least seventy-two (72) hours prior to the event. Event Sponsor shall provide the City confirmation that the proper notification was given (Attachment 5).
8. The Merced City Police Department or their designee has the authority to immediately cancel all activities requested with this street closure if there is a police or other emergency incident in the area. Application fees are non-refundable.
9. Event sponsor shall be responsible for placing and removing all approved traffic barricades and posting of parking restrictions where street is closed as required by the City of Merced Police Department. “No Parking” signs shall be posted at least twenty-four (24) hours prior to towing of vehicle(s) per California Vehicle Code Section 22651(m). All barricades and signs shall be removed by the event sponsor immediately following the end of the event.
10. Event sponsor shall be responsible for dismantling and removing all equipment, temporary structures, trash, and debris within and around the closure area generated by the event prior to the expiration of the closure permit.
11. Event sponsor shall provide adequate supervision throughout the course and surrounding intersections to ensure the safety of the participants and the public gathered, as required by the Police Department.
12. If vendors will be included during the event, the sponsor shall be responsible for ensuring that all independent vendors and services involved with the event obtain or already possess a current City of Merced business license and insurance.
13. In the instance that food vendors or game booths are included during the event, the sponsor will ensure that all food vendors and caterers shall comply with all requirements of the Merced County Environmental Health Department with regards to the preparation and serving of food and drink.
14. Event sponsor shall provide access to disabled-accessible restrooms, as required by the California Building Code.
15. The City of Merced will arrange and pay for special Event City Refuse service, or provide other suitable means for trash collection, as deemed appropriate by the City of Merced Public Works Department/Refuse Division.
16. All other provisions addressed in Ordinance #1941 Chapter 12.42 (Temporary Street Closures)
IMPACT ON CITY RESOURCES
FY 24/25 Adopted Budget includes a set aside of $40,000 in the City Council budget for the host contribution requirement. The local community has raised $30,000 thus far to offset the City’s $40,000 commitment.
A portion of the $30,000 donations will be used to rent portable toilets, estimated at $5,000, and pay for City refuse services, estimated at $3,000. City refuse services must be paid from the donations as Proposition 218 disallows the City to provide free refuse service. The in-kind services for all other support will be borne by the respective departments. This includes, but not limited to, salaries, food or drink for staff working the event, and electrical supplies.
After deducting $8,000 for port-o-let and refuse services, $22,000 in donations will contribute to the city’s $40,000 commitment, leaving a remaining $18,000 to be covered by the general fund. Any additional donations will further reduce the city's contribution.
ATTACHMENT
1. Course map
2. Traffic control plan
3. Location map
4. No parking sign
5. Notification of pending street closure form