TO:
Honorable Mayor Powell and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Richard Thompson, Director of Community Development
Nhung Madrid, Management Analyst
SUBJECT:Title
Resolution Authorizing Execution of a Program Supplement Agreement Adding the Cycle 3 Safe Routes to School Program to the Existing Master Funding Agreement with State of California Department of Transportation and Appropriation of Reimbursable Grant Funds in the Amount of $65,000.
ADOPT RESOLUTION NO. 12-6415, APPROPRIATE FUNDS
Body
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RECOMMENDATION:
Staff recommends that the City Council pass a motion to:
a) Approve Program Supplement Agreement No. 005-N to Administering Agency-State Agreement No. 07-5212R with State of California Department of Transportation for the Cycle 3 Safe Routes to School Program Project;
b) Adopt Resolution No. 12-6415 authorizing the City Manager to sign the Program Supplement Agreement on behalf of the City; and
c) Appropriate Grant Funds in the amount of $65,000 to the Cycle 3 Safe Routes to School Program Project.
FISCAL IMPLICATIONS:
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 $490,600 Safe Routes to School Program grant through a statewide competition. The grant will reimburse 100% of eligible project costs up to the grant award amount. At this time, staff is requesting to appropriate grant funds in the amount of $65,000 in order to move forward with preliminary engineering which includes the environmental and design phase of the project. Staff will return to City Council at a later date to appropriate the remaining grant funds to complete the project.
BACKGROUND:
On April 15, 2011, Caltrans issued a call for projects for the Cycle 3 Federal Safe Routes to School (SRTS) Program. This grant program is for reducing injuries and fatalities through infrastructure and non-infrastructure projects that improve safety for children in grades K-8 who walk or bicycle to school.
In July 2011, the City submitted an infrastructure project application for funding under this grant program. On October 17, 2011, the Cycle 3 SRTS Approved Project List was announced. 139 projects worth $66 million were funded this cycle out of 332 project applications submitted. The scope of the project includes the following infrastructure improvements:
1. Radar speed feedback signs;
2. Flashing beacons on "STOP" signs;
3. Curb extensions and ADA curb ramps;
4. Enhanced pedestrian pathway markings and separation;
5. Signage and markings; and
6. Bicycle facility.
The grant also allows for 10% of the funds to be used for non-infrastructure improvements such as education, encouragement, and enforcement activities related to walking and biking to school.
DISCUSSION:
On May 22, 2012, staff submitted to Caltrans a formal "Request for Authorization to Proceed" form E-76 which was approved by the State on August 10, 2012 (Attachment 1). Since the City has an existing Master Agreement with Caltrans (Attachment 2), only a Program Supplement Agreement (Attachment 3) must be executed between the City and Caltrans within 60 days of the E-76 approval. The recommended Program Supplement Agreement has been prepared by Caltrans, and must be approved by November 18, 2012 or the grant funds will be disencumbered and/or deobligated. It is recommended that City Council authorize execution of the Program Supplement Agreement to add the project to the Master Agreement to prevent the loss of grant funds.
Staff is also requesting to appropriate grant funds in amount of $65,000 in order to move forward with preliminary engineering which includes the environmental and design phase of the project. When staff is ready move to the next phase of the project, a new "Request for Authorization to Proceed" will be submitted to Caltrans for the remaining grant funds. After Caltrans approval, staff will return to City Council to appropriate those grant funds for the construction and right-of-way phase of the project.
Staff is currently preparing a Request for Proposal which will go through the appropriate procurement procedures. Design is expected to be completed by January 31, 2013 and construction is tentatively scheduled to begin in fall 2013.
CONCLUSION:
It is staff's recommendation that the City Council pass a motion to approve the Program Supplement Agreement with Caltrans, approve Resolution No. 12-6415 authorizing the City Manager to sign the Program Supplement Agreement on behalf of the City, and appropriate grant funds in the amount of $65,000 to the Safe Routes to School (SRTS) Program Project.
Attachments:
1. Authorization /Agreement Summary E-76
2. Master Agreement Administering Agency-State Agreement No. 07-5212R
3. Program Supplement Agreement No. 005-N
4. Resolution No.12-6415