TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Stephanie Katsouleas, Public Works Director
Prem Kumar, City Engineer
Edward Kao, Senior Civil Engineer
SUBJECT:Title
Resolution No. 17-0132 Authorizing the Public Works Director or Designee to Execute Certain Ancillary Agreements and Documents to Streamline Capital Improvement Projects Funded by the State of California Department of Transportation (Caltrans) (Public Works Director Katsouleas).
ADOPT RESOLUTION NO. 17-0132
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Recommended Action
RECOMMENDATION:
Adopt Resolution No. 17-0132 authorizing the Public Works Director or Designee to execute certain ancillary agreements and documents to streamline capital improvement projects approved by the City Council that are funded by Caltrans.
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FISCAL IMPLICATIONS:
There are no fiscal implications associated with the recommended action. However, with this Resolution in place, it will execute and expedite the time it takes for the City to process and receive federal and State approvals and reimbursements from the Caltrans.
BACKGROUND:
From time to time, the City of Manhattan Beach is fortunate to receive Caltrans-administered federal and/or state grant funds for various capital improvement projects. These qualifying capital improvement projects (CIPs) are approved by City Council as part of the City’s annual CIP Budget and again when awarding construction projects. However, in addition to the funding agreement itself, Caltrans-funded projects often require other numerous ancillary documents to be approved and executed as the project progresses through each phase the award from the project planning stage through completion of construction. Examples include Right-of-Way Certifications, Project Budget Certifications, and Checklist Certifications (see below for extended list). Each time these ancillary documents are presented to the City by Caltrans, staff brings them forward for approval and authorization prior to execution. This requires extra staff time to prepare staff reports for project phases and budgets for projects that have already been approved in totality.
DISCUSSION:
Caltrans allows the ancillary documents listed below to be approved and executed by the Public Works Director if they are accompanied by a copy of a City Council Resolution providing the authority to execute such documents. Staff believes that delegating the right to execute these administrative documents will streamline project administration, improve paperwork efficiency and help staff expedite Caltrans paperwork for the overall benefit of the project. Therefore, staff recommends that City Council delegate authority to the Public Works Director or Designee to execute documents that are required by Caltrans for federal and state funded projects. This would include but is not limited to:
1. Preliminary Environmental Studies (PES) Form
This form is completed by the City to address the applicable project’s potential effects on the environment, directly or indirectly.
2. Right of Way Certification
This form is completed by the City to certify it has the required Right of Way to complete the improvements applicable to the project.
3. Request for Authorizations (E-76) for Preliminary Engineering, Right of Way and Construction
This form is completed by the City to request previously obligated reimbursable funds to be authorized for specific phases of the project. Each phase of the project requires a specific authorization also known as the E-76 Form.
4. Program Supplements for Preliminary Engineering, Right of Way and Construction
The City and Caltrans have previously entered into a Master Agreement to establish terms and conditions applicable to every federal funded project, including the subsequent operation and maintenance of the constructed infrastructure. The Program Supplement Agreement is a supplement to the Master Agreement. It sets out special covenants as a condition for the City to receive federal funds through Caltrans for each designated project.
5. Construction Contract Award Package
This form is completed by the City after it awards a construction contract.
6. Reimbursement Invoices and Project Closeout Submittals
The City has to invoice Caltrans for reimbursements for the progress payments made to the contractor. When the project is completed, the City has to submit a Project Closeout Submittal to Caltrans to close out the project and receive final reimbursement.
7. DBE Implementation Agreements and Annual Submittals
As a condition of the federal funding process, the City agrees to implement Disadvantage Business Enterprise (DBE) requirements and set DBE Goals for all of the federally funded projects and provide Annual submittals.
8. Other Administrative Documents
Other administrative documents not listed above, which are required by Caltrans as part of project implementation for City Council approved projects.
POLICY ALTERNATIVES:
ALTERNATIVE # 1: Reject the proposed Resolution.
PROS: The current document execution process would continue in its current form.
CONS: Caltrans ancillary documents will continue to be approved by City Council, which will impact staff time, project schedules and negate efficiencies that would otherwise be utilized.
PUBLIC OUTREACH/INTEREST:
Staff determined that public outreach was not required for this issue.
ENVIRONMENTAL REVIEW
Not applicable.
LEGAL REVIEW
The City Attorney has reviewed this report and supports the proposed request for the Director of Public Works or Designee to execute Caltrans ancillary documents as listed above.
Attachment/Attachments:
1. Resolution No. 17-0132