TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Richard Thompson, Community Development Director
Nhung Madrid, Senior Management Analyst
SUBJECT:Title
Consideration of a Resolution Authorizing Execution of a Program Supplement Agreement Adding the Cycle 5 Highway Safety Improvement Program to the Existing Master Agreement with State of California Department of Transportation (Community Development Director Thompson).
APPROVE AND ADOPT RESOLUTION
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council pass a motion to:
a) Approve Program Supplement Agreement No. 007-N to Administering Agency-State Agreement No. 07-5212R with State of California Department of Transportation for the Cycle 5 Highway Safety Improvement Program (HSIP) Project; and
b) Adopt Resolution No. 14-0044 authorizing the City Manager to sign the Program Supplement Agreement on behalf of the City.
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FISCAL IMPLICATION:
The Program Supplement Agreement must be executed for the City to receive federal-aid transportation funding through the State of California Department of Transportation (Caltrans). The City succeeded in securing a Highway Safety Improvement Program (HSIP) grant through a statewide competition. The grant will reimburse 90% of eligible project costs up to $223,600 and the remaining balance of $25,200 is the City’s 10% match requirement. The total project cost of $248,800 has already been appropriated in the FY 2013-2014 Capital Improvement Program Carryover Project Number 14821E (Attachment 1).
BACKGROUND:
In April 2012, Caltrans issued a call for projects for the Highway Safety Improvement Program (HSIP) grant. This grant is available to local agencies, with funding eligible for work on any public road or publicly owned bicycle/pedestrian pathway or trail that corrects or improves the safety for its users. These funds are available for safety projects that can be designed and constructed expeditiously, do not require the acquisition of significant rights of way (not more than 10 percent of the construction cost), nor require extensive environmental review and mitigation.
In July 2012, the City submitted an application for funding under this grant program, and on October 22, 2012, the State informed the City that the City’s application was one of 221 applications approved out of 276 applications submitted. The scope of the awarded project includes the following infrastructure improvements at the intersection of Sepulveda Boulevard and 8th Street:
• Upgrade traffic signal;
• Install protected left-turn phasing; and
• Curb ramps.
DISCUSSION:
Because the project intersection involves Sepulveda Boulevard, which is a state-owned highway, an Encroachment Permit must be approved by Caltrans for each project phase prior to submitting a formal “Request for Authorization to Proceed.” This permit process can take approximately three to six months. Staff submitted an Encroachment Permit application to Caltrans in September 2013, and following several revisions, the permit was approved in February 2014. Subsequently, staff immediately submitted a formal “Request for Authorization to Proceed” to Caltrans Local Assistance, which was recently approved in early June 2014 (Attachment 2). Since the City currently has an existing Master Agreement with Caltrans (Attachment 3), only a Program Supplement Agreement must be executed between the City and Caltrans within 60 days of receiving the Program Supplement Agreement (Attachment 4). The agreement specifically states that no reimbursement payments can be made until there is an executed Program Supplement Agreement. The recommended Program Supplement Agreement has been prepared by Caltrans, and must be approved by August 15, 2014 or the grant funds will be disencumbered and/or de-obligated.
Staff is in the process of releasing the Request for Proposal. The tentative project timeline is as follows:
• September 2014 City Council Award contract for Preliminary Engineering
• December 2014 Preliminary Engineering Complete
• March 2015 Obtain Encroachment Permit from Caltrans for Construction
• May 2015 Obtain “Authorization to Proceed” for Construction (E76)
• June 2015 City Council Award Construction Contract
• July 2015 Begin Construction
CONCLUSION:
It is staff’s recommendation that the City Council pass a motion to approve the Program Supplement with Caltrans and adopt Resolution No. --14-0044 authorizing the City Manager to sign the Program Supplement on behalf of the City.
Attachments:
1. FY 2013-3014 Capital Improvement Program Carryover Project Number 14821E
2. Authorization /Agreement Summary E-76
3. Master Agreement Administering Agency-State Agreement No. 07-5212R
4. Program Supplement Agreement No. 007-N
5. Resolution No. 14-0044
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