HomeMy WebLinkAboutAgenda Bill 3.G 08/02/2010~ li. ~ ~ ~.
ps L ZT~ i
,~
a , . '~
. ~ r85,$°,. .
DATE:" August 2, 2010
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Vincent Marengo,:, p'irector of Public Works
SUBJECT; Resolution.Amending the FY 10/11 B,udget'to'Include the Trestle Rehabilitation
Project .and Committing.5% of Project Cost as Local Match to the San Francisco
Bay Area Conservancy Program Grant
>l~C®MIVIENI)ATION
It is recommended that the City Council adopt the attached resolution amending the FY 10/11
Budget to include the Trestle Rehabilitation Project. and committing 5% of project cost as local
match to the San. Francisco Bay Area Conservancy Program :Grant.
)BAGKCROUND ~ ,.
In 2007, a PCDC funded Historic Structure Report w,as completed; to research the:. origins of the
W trestle, create a chronology ofrailroad..ownership, and'. perform preliminary engineering and
rehabiltat-ion cost estimation, Until recently, no funding was.identified to further develop a
p j e dilapidated SMART-owned downtown trestle.
'~ ro ect to rehabilitate th
The San Francisco Bay. Area Conservancy Program, administered by the Coastal Conservancy,
was established in 1998 to address thenatural resource and°recreational goals of 1VITC's nine-
county Bay Area region in a coordinated and comprehensive. way. The Trestle Rehabilitation
' Projectmeets Coastal.Conservancy goals~by improving public access. to the Bay through the
cgnnection of land and::water based trails, and provides. open. space accessibility to urban
populations for°recreational ;and educational purposes.
On Apri120, 2009. City Council approved application to the Coastal Conservancy for a S'an
"Francisco Bay Area:Conservancy Program grant.to rehabilitate the. Downtown Trestle. Coastal
Conservancy staff later recommended City staff'hold off.on subrnittirig.a grant'application until
' the program collected adequate funds.
In 1Vlareh 2010; the.Cty submitted a grant application requesting $500;000 for planning and
gn rehabilitation, including environmental clearance and necessary permits.
des of the trestle
The final product fo"r the work funded by this grant will be construction drawings,and
specifications. Since~;no~local match was required by grant;guidelnes, the application requested
all costs necessary to :complete the work, including. City staff'project management time.
AgendaRevie
~~,
Dept. Directo City Attorney Finance Director i!~,V~/ City Manager
as contacted by the Coastal Conservancy in April and has since had many discussions,
intcl f w
udng4 an gnsite;:meeting, regarding~the :potential project: IVluch, of the discussion has been in
regard' to the Coastal Conservancy staff's strong reeonunendation that the City offer a 10% grant
rriatch, in,order to strengthen. the'City's application. The Coastal Conservancy grant guidelines
do not' ask for a specific grant match", and none.. was offered in the application. Ultimately, it was
agreed that.Conservancyctaff will recommend the project to their $oard;at their October 21,
2010 meeting, provided a 5%, local. match is included. The match can include "in-kind services".
The. Downtown Railroad Trestle. is owned by SMART and represents, the'robust commercial
trade that. helped Petaluma establish and .grow to the City it is today. SMART has been
supportive of grant applications regarding- the Trestle. and has .indicated a willingness to provide
additional in-kind staff services, such as review of engineering design, documents and
preparation of appropriate access rights. To this. end, the ,City has :committed to a 5% local
match; of which SMART will provide half.
DISCUSSION
Coastal Conservancy staff is in the process of preparing a .recommendation for its Board to
consider at its October 21 St` meeting. Prior to "the Coastal Conservancy recommendation to its
Board, the City must confirm a minimum 5% match, which, to reiterate,. maybe in the form of
in-kind services. The more ,the City: contributes in any form will increase the likelihood of
..success, but typically, cash matches are preferable, and the more substantial the amount, the
more favorably the application is considered. Staff time or other services.. may not be :included
prior to the grant award.
The Trolley Group provided,preliminary fnancial assistance to WRA Environmental
Consultants to develop a detailed Scope of Work and Cost,Estimate for the Trestle Rehabilitation
Project:.. Both documents were developed bya group of consultants, under staff direction, who
perform the type~of work that would ultmatelybe carried out under the grant. This preliminary
work adds. a higher level of detail and accuracy to the grant- application.
If the .City's application ,is-awarded, a grant agreement, will"be .executed with'the Conservancy,
and the :SMART services will. also be formalized. irito ari agreement. Once the final written
approval for the ro'ect to .commence is received Cit staff will issue a„Request for Proposals
p .J ~ Y
for' environmental and.design consultants. It is anticipated that the design phase:: will begin in
spring 2011 and take :approximately one year to complete. Staff intends to continue fo seek grant
'funds appropriate for the.trestle rehabilitation and will prepare a subsequent grant application to
the Conservancy for rehabilitation, ;once the trestle design is selected and a detailed .cost estimate
is prepared.
2
FINANCIAL; IMPACTS
Total,Cost of`Proposal or Project:
Total Grant:from Coastal Conservancy:
Total Grant 1Vlatch (non-federal funds):
Amount ~~udgeted:
Named of Account:
Account Number:
Current Account Balance:
$5.00;00.0
$475;000
$25,000
$0
Street Reconstruction Fund
Fund .:24.1:2
$308,348
The Street Reconstruction Fund. was last funded in 2004 and consists primarily of PCD and CBD
funds; for which this project is an eli~gi}ile use. The fund was created for paving, and it was
thoughtahat all funds were expended until recently when it was discovered that unexpended
funds are remaining.
Project Budget:
Task Task ,Applicant's Coastal. Other Total Cost
Number Funding Conservancy 1Vlatching
Funds
1 Project-and
Contract
Administration $25,000 $50;000 $75,000,
2 Data .
Review/Collection
and Structure/ Site
Analysis $90,000 .$90,000
3 Schematic Design $40,000 $40,000
4 CBQA/NEPA $50,000 $50,000
5 Obtain Permits $40;000 $40,000
6 Detailed'Design $80,000 $80,000
7 Construction.
Documents $120,000 $120,000
8 Reimbursable
Expenses $5.,000 $5,000
Total ~ $25;000 $475,000 $500,000
Although SMART has agreed:to contribute to this project, :a formal commitment to a portion of
the $% local match is needed. prior to the Coastal Conservancy approving-the grant. The process
to obtain formal commitment from SMART may take longer than required to meet the
3
y ' g ince the SMART contribution is
not yet defined,Oitewas not i eluded abovee Any SMART matching funds are in addition to the
City budget „and to ~be used .on the project at 'staff discretiori.
The Coastal Conservaneyrequres a 1 Q% retcnton,of submitted invoices°uritl the project is
satisfactorily completed. 'Therefore; over the length of-the project, the project budget needs to
anticipate payment of retention up to ari amount of $47,500, all of which. will be reimbursed at
completion of the project.
AT'TACHIVIENTS
1. Resolution
4
RESOLUTION AMENDING THE'FY 10/11 BU'DGET'TO INCLUDE THE TRES'T'LE
REHABILITA'T'ION PROJECT AND COMMITTING 5% OE PROJECT COS'T' AS
LOCAL MATCII TO'THE SAN FRANCISCO BAY AREA. CONSERVANCY
PROGRAM GRANT.
WHEREAS, the Railroad Trestle in downtown Petaluma is dilapidated; and
WHEREAS, the City of Petaluma is desirous to create a project to rehabilitate this
historically significant structure; and
WHEREAS, the San Francisco Bay Area Conservancy Program, administered by the
Coastal Conservancy, was established in 1998 to address the natural resource and recreational
goals of the nine-county Bay Area in a coordinated and comprehensive way; and
WHEREAS, the Trestle Rehabilitation Project supports Coastal Conservancy goals by
improving public access to the Bay through the connection of land and water based trails and
provides open space accessible to urban populations for recreational acid educational purposes;
and
WHEREAS, the City submitted a grant application requesting $500,000 for the planning
and design of the trestle rehabilitation to include environmental clearance and necessary permits;
and
WI~EREAS,. Coastal Conservancy staff has recommended a five percent local funds
match; and
WHEREAS, staff reco"mmends creating and adding a new project titled Trestle
Rehabilitation Project to the Fiscal Year 2010-1 1 Adopted CIP Budget.
NOW, THERE'F.ORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby:
1. Upon award of .grant from the Coastal Conservancy, amends the Fiscal Year 2010-11
Adopted. CI'P .Budget to include the Trestle Rehabilitation Project; and
2. Commits to funding 5% of the project cost, as local match, to the San Francisco Bay Area
Conservancy Program Grant.
5