15-0818_CA DEPT OF TRANSPORTATION_F10_Agenda ReportTO:
FROM :
DATE:
SUBJECT:
8/18/2015
F10
Honorable Mayor and Members of the City Council
George Alvarez, P.E., City Engineer ~
Prepared by: Joe Mankawich, Associate Engine
August 18, 2015
Consideration of an Authorizing Resolution and Approval of the Program
Supplement Agreement with the California Department of Transportation
for the Citywide Bikeway Gap Closure/East Open Space Trail Project (CIP
11203)
RECOMMENDATION:
By motion, adopt a Resolution authorizing the Mayor to execute Program Agreements
for the Active Transportation Program grant funding with the California Department of
Transportation for the Citywide Bikeway Gap Closure/East Open Space Trail Project
(CIP 11203).
EXECUTIVE SUMMARY:
At its September 17, 2013, meeting, the City Council approved the application for grant
funding for the City-wide Bikeway Gap Closure/East Open Space Trail Project (CIP
11203). In March 2014, the City received notification that its grant request to the Orange
County Transportation Authority (OCTA) for the Bicycle Corridor Improvement Program
had been approved. One of the conditions of the award was that the project would be
included in a future collaborative grant request by the Southern California Association of
Governments (SCAG) for the California Department of Transportation (Caltrans) Active
Transportation Program (ATP). In November 2014, the SCAG/City collaborative request
was approved for funding by Caltrans. This award resulted in a change of grant funding
sources from State funds to Federal funds and increased the combined award amount
from $353,000 to $503,000.
Caltrans requires that grant awardees designate, by resolution, a City official to execute
program agreements. Staff recommends that the Mayor be the authorizing agent for the
City, and that the authorizing resolution be adopted by the City Council (Attachment 1 ).
The first of the supplemental program agreements has been submitted to the City for
endorsement (Attachment 2). This supplemental agreement will allow the City to begin
billing to the grant for the design of the project. A final construction agreement will be
City Council Agenda Report
August 18, 2015
Page 2 of 3
forthcoming after completion of design. Staff will return to City Council for authorization
of that Agreement, at that time.
DISCUSSION/ANALYSIS:
The City takes great pride in the extensive recreational trail systems available to
residents. Not only do these trails provide recreation, they also provide an alternate
means of transportation to residents. The State of California's Active Transportation
Program (ATP) provides grant funding for improvements to trails and bikeways with the
goal of increasing walking and riding over driving as a means of transportation. The
ATP grant award for the City-wide Bikeway Gap Closure/East Open Space Trail Project
(CIP11203) will aid the City in completing seven gaps in its bikeways and trails system.
These connections are shown in red on the attached map (Attachment 3).
Staff will be bring the award for the design of the project to City Council in October and
anticipate design to be completed by December. Construction is scheduled for early
2016.
FISCAL IMPACT:
The Fiscal Year (FY) 2015/2016 Adopted Budget provides $694,675 in funding for the
City Wide Bikeway Gap Closure/East Open Space Trail Project. Of this total, $503,000
is funded through the Active Transportation Program Grant program, the remaining
$191,675 is funded by the Park and Recreation Fund.
ENVIRONMENTAL IMPACT:
A CEQA Initial Study for CEQA findings was completed last year. In April 2015 the City
filed a National Environmental Protection Act (NEPA) Notice of Determination which
assessed the project as being Categorically Exempt. The Citywide Bikeway Gap
Closure/East Open Space Trail Project occurs mostly within existing City roadways and
right-of-ways, so is Categorically Exempt per Section 1530c of California Environmental
Quality Act (CEQA), Existing Facilities -Highways, Streets, Sidewalks and Bike and
Equestrian Trails.
PRIOR CITY COUNCIL REVIEW:
• The City Council, at its April 7, 2015, meeting, approved an Amendment to
Personal Services Agreement with Environmental Intelligence LLC, for additional
environmental review services for the project.
• On December 17, 2013, the City Council approved a Personal Services
Agreement with Environmental Intelligence, LLC to provide a CEQA Initial Study.
• The City Council, at its September 17, 2013, meeting, approved the application
for grant funding for the City-wide Bikeway Gap Closure/East Open Space Trail
Project (CIP 11203).
City Council Agenda Report
August 18, 2015
Page 3 of 3
COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS:
• The Trails and Equestrian Commission, at its June 17, 2015, meeting the
Commission ranked this project as its No. 2 priority for Fiscal Year 2015/2016.
The commission has been continuingly updated on, and supports the
construction of, the City-wide Bikeway Gap Closure/East Open Space Trail
Project.
NOTIFICATION:
Trails and Equestrian Committee Chairwoman and Commissioners
Louis Zhoa, Orange County Transportation Authority
Reza Faraz, CAL TRANS
ATIACHMENT(S):
Attachment 1 -Authorizing Resolution
Attachment 2 -Program Agreement
Attachment 3 -City-wide Bikeway Gap Closure Location Map
RESOLUTION No. 15-08-18-xx
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN
CAPISTRANO, CALIFORNIA, AUTHORIZING THE MAYOR TO
EXECUTE APPLICATIONS AND AGREEMENTS WITH THE
CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE CITY-
WIDE BIKEWAY GAP CLOSURE/EAST OPEN SPACE TRAIL PROJECT
(CIP 11203)
WHEREAS, the City of San Juan Capistrano desires to design and
construct the City-wide Bikeway Gap Closure/East Open Space Trail Project
(CIP11203); and,
WHEREAS, the City of San Juan Capistrano was awarded California
Transportation Committee Active Transportation Program funding for the City-wide
Bikeway Gap Closure/East Open Space Trail Project (CIP11203), through the California
Department of Transportation; and,
WHEREAS, the City of San Juan Capistrano has funding in its Fiscal Year
2015-2016 Capital Improvement Program to provide matching funds for the project as
required by the California Department of Transportation; and,
WHEREAS, Program Agreements are needed to be executed with the
California Department of Transportation before such funds can be claimed; and,
WHEREAS, the City of San Juan Capistrano wishes to delegate
authorization to execute Applications, Agreements and Amendments thereto;
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Juan
Capistrano approve.. and authorize the Mayor or his designee, to execute all
Applications, Fund Transfer Agreements and any Amendments thereto with the
California Department of Transportation.
PASSED, APPROVED, AND ADOPTED this 18th day of August 2015 .
Derek Reeves, Mayor
ATIEST:
Maria Morris, City Clerk
ATTACHMENT 1
PROGRAM SUPPLEMENT NO. N84
to
ADMINISTERING AGENCY-STATE AGREEMENT
FOR STATE FUNDED PROJECTS NO 00428S
Adv Project ID Date: July 13, 2015
1215000127 Location: 12-0RA-0-SJCP
Project Number: ATPL-5372(015)
E.A. Number:
Locode: 5372
This Program Supplement, effective , hereby adopts and incorporates into the Administering Agency-State
Agreement No. 00428S f~:>r State Funded Projects which was entered into between the ADMINISTERING AGENCY and
the STATE with an effective date of 03/05/13 and is subject to all the terms and conditions thereof. This PROGRAM
SUPPLEMENT is executed in accordance with Article I of the aforementioned Master Agreement under authority of
Resolution No. approved by the ADMINISTERING AGENCY on (See copy
attached).
The ADMINISTERING AGENCY further stipulates that as a condition to the payment by the State of any funds derived
from sources noted below encumbered to this project, Administering Agency accepts and will comply with the Special
Covenants and remarks set forth on the following pages.
PROJECT LOCATION:
Various locations throughout the City of San Juan Capistrano
TYPE OF WORK: Bikeway gap closures
Estimated Cost State Funds
STATE $53,000.00
$60,000.00
CITY OF SAN JUAN CAPISTRANO
By
Title
Date
Attest
LOCAL
$7,000.00
Matching Funds
OTHER
STATE OF CALIFORNIA
Department of Transportation
By
$0.00
Chief, Office of Project Implementation
Division of Local Assistance
Date ------------
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:
Accounting Officer
(\ . lj 0 • "' ": e L/o~ Date f'l-.d_s_ () $53.000.00
Program Supplement 00-428S-N84-SERIAL Page 1 of 4
ATTACHMENT 2
STATE OF CALIFORNIA. DEPARTMENT OF TRANSPORTATION
PROGRAM SUPPLMENT AND CERTIFICATION FORM
PSCF (REV. 01/2010)
TO STATE CONTROLLER'S OFFICE
Claims Audits
FROM:
3301 "C" Street, Rm 404
Sacramento, CA 95816
Department of Transportation
SUBJECT:
Encumbrance Document
VENDOR I LOCAL AGENCY:
City of San Juan Capistrano
,
CONTRACT AMOUNT:
$53,000.00
PROCUREMENT TYPE:
Local Assistance
CHAPTER STATUTES
20 2013
ITEM
2660-1 08-0042
-
.
YEAR
2013-2014
Page_1_ of _1_
DATE PREPARED: PROJECT NUMBER:
7/13/2015 1215000127
REQUISITION NUMBER I CONTRACT NUMBER:
RQS # 121600000003 -·
PEC I PECT TASK I SUBTASK AMOUNT
2030720/1 00 2620/0000 $53,000.00
.
'
ADA Not" 1 For individuals with sensory disabilities, this document is available in alternate formats. For information, call (915) 654-6410 of TDD (916) -3880 or write 1 Records and Forms Management, 1120 N. Street, MS-89, Sacramento, CA 95814.
12-0RA-0-SJCP
ATPL-5372(015)
Chapter Statutes Item
SPECIAL COVENANTS OR REMARKS
Year Program BC Category
Program Supplement 00-428S-N84-SERIAL
07/13/2015
Fund Source AMOUNT
.
Page 2 of 4
12-0RA-O.SJCP
ATPL-5372(015) .
SPECIAL COVENANTS OR REMARKS
07/13/2015
1. A. This PROJECT will be administered in accordance with the applicable CTC STIP
guidelines and the Active Transportation Program guidelines as adopted or amended, the
Local Assistance Procedures Manual (LAPM), the Local Assistance Program Guidelines
(LAPG), and this PROGRAM SUPPLEMENT.
B. This PROJECT is programmed to receive State funds from the Ac1ive Transportation
Program (ATP). Funding may be provided under one or more components. A
component(s) specific fund allocation is required, in addition to other requirements, before
reimbursable work can occur for the component(s) identified. Each allocation will be
assigned an effective date and identify the amount of funds allocated per component(s).
This PROGRAM SUPPLEMENT has been prepared to allow reimbursement of eligible
PROJECT expenditures for the component(s) allocated. Unless otherwise determined,
the effective date of the component specific allocation will constitute the start of
reimbursable expenditures.
C. STATE and ADMINISTERING AGENCY agree that any additional funds made
available by future allocations will be encumbered on this PROJECT by use of a STATE-
approved Allocation Letter and STATE Finance Letter. ADMINISTERING AGENCY
agrees that STATE funds available for reimbursement will be limited to the amount
allocated by the California Transportation Commission (CTC) and/or the STATE.
D. Upon ADMINISTERING AGENCY request, the CTC and/or STATE may approve
supplementary allocations, time extensions, and fund transfers between components.
Funds transferred between allocated project components retain their original timely use of
funds deadlines, but an approved time extension will revise the timely use of funds criteria
for the component(s) and allocation(s) requested. Approved supplementary allocations,
time extensions, and fund transfers between components made after the execution of this
PROGRAM SUPPLEMENT will be documented and considered subject to the terms and
conditions thereof. Documentation will consist of a STATE approved Allocation Letter,
Fund Transfer Letter, Time Extension Letter, and Finance Letter, as appropriate.
E. This PROJECT is subject to the timely use of funds provisions enacted by the Active
Transportation Program guidelines, as adopted or amended, and by approved CTC and
State procedures as outlined below. _
Funds allocated for the environmental & permits (E&P), plan specifications & estimate
(PS&E), and right-of-way components are available for expenditure until the end of the
second fiscal year following the year in which the funds were allocated. ~
Funds allocated for the construction component are subject to an award deadline and
contract completion deadline. ADMINISTERING AGENCY agrees to award the contract
within 6 months of the construction fund allocation and to complete and accept the
construction within 36 months of award.
F. Award information shall be submitted by the ADMINISTERING AGENCY to the District
Program Supplement 00-428S-N84-SERIAL Page 3 of 4
12-0RA-0-SJCP
ATPL-5372(015)
SPECIAL COVENANTS OR REMARKS
07/13/201 s-
Local Assistance Engineer immediately after project contract award and prior to the
submittal of the ADMINISTERING AGENCY'S first invoice for the construction contract.
Failure to do so will cause a delay in the State processing of invoices for the construction
phase. -·
G. The'ADMINISTERING AGENCY shall invoice STATE for environmental & permits
(E&P), plans specifications & estimate (PS&E), and right-of-way costs no later than 180
days after the end of last eligible fiscal year of expenditure. For construction costs, the
ADMINISTERING AGENCY has 180 days after project completion or contract acceptance
to make the final payment to the contractor prepare the final Report of Expenditures and
final invoice, and submit to STATE for verification and payment.
H. ADMINISTERING AGENCY agrees to submit the final report documents that
collectively constitute a "Report of Expenditures" within one hundred eighty (180) days of
PROJECT c;ompletion. Failure of ADMINISTERING AGENCY to submit a "Final Report
of Expenditures" within 180 days of PROJECT completion will result in STATE imposing
sanctions upon ADMINISTERING AGENCY in accordance with the current LAPM and the
Active Transportation Program (ATP) Guidelines.
I. ADMINISTERING AGENCY agrees to comply with Office of Management and Budget
(OMB) Circular A-87,_ Cost Principles for State and Local Governments, and 49 CFR,
Part 18, Uniform Administrative Requirements for Grants and Cooperative Agreements to
State and Local Governments. Notwithstanding the foregoing, ADMINISTERING
AGENCY will not be required to comply with 49 CFR, Part 18.36 (i), subsections (3), (4),
(5), (6), (8), (9), (12), and (13). ·
J. By executing this PROGRAM SUPPLEMENT, ADMINISTERING AGENCY agrees to
comply with all reporting requirements in accordance with the Active Transportation
Program guidelines, as adopted or amended.
Program Supplement 00-428S-N84-SERIAL Page 4 of 4
..... I
San juan Capistrano
LEGEND
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PROPOSED BICYCLE TRAILS
CURRENT BIKEWAY GAP CONI'ECT\ON PROJECTS
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Bike Trails -Existing and Proposed
S)C RECREATIONAL TRAIL SYSTEM
ATTACHMENT 3