Loading...
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 =RAILROAD c:::::J CREEKS -CHYBOUNOARY • PARKS s RfiQBS&DON TM!l,S D2~'TV.I)DeYQ!:mAU PROPOSED BICYCLE TRAILS CURRENT BIKEWAY GAP CONI'ECT\ON PROJECTS r\mltll ~MYG.i41'C~C11.CHP'flOJ!.CT6 Tl1:~i::tr;rn::.t':.'.'l::~::::t..-::.:· .,,.,_ .... -r<J,..cr., do .... -··-.. ~ ••• ,_ Tlr<Cirr-t•••JU•OO,_h .. -lu..,rqr<>••rlao"' -:,t';'.::!.7.!.~.=,;:~!.":i:':/,"'' Bike Trails -Existing and Proposed S)C RECREATIONAL TRAIL SYSTEM ATTACHMENT 3