HomeMy WebLinkAboutAgenda 5.B 04/04/2011i
DATE:
TO:
FROM:
April 4, 2011
U. 00'. M; A I �MW , F�
Honorable Mayor and Members of'the City Council through City Manager
Larry Zimmer, Public Works Capital Improvements Division Manager
SUBJECT: Resolution Accepting the Cycle 4 Federal Highway Safety Improvement Program
Grant for the, Lighted Crosswalks Project, Approving the Proposed Project
Budget, Authorizing a Budget Transfer from Unexpended Street Maintenance
Funds to the Project; and Authorizing City Manager to Sign the Grant- Related
Documents
RECOMMENDATION
It is recommended that the City Council adopt the attached resolution accepting the Cycle 4
Federal Highway Safety Improvement Program; Grant for the HSIP Lighted Crosswalks Project,
approving the proposed project budget, authorizing a budget` transfer from unexpended street
maintenance funds to the project, and authorizing City Manager to sign the grant - related
documents.
BACKGROUND
The proposed project is for lighted'erosswalk,improvements along two main walking and
bicycling' routes to Casa. Grande High School. The two existing pedestrian crossings selected for
the planned improvements arez located.on Ely Boulevard South at Spoonbill Avenue, and Casa
Grande Road at Crinella Drive. Both roads are approximately 80 feet wide; requiring students to
cross four travel lanes and a two - direction leftAurn lane with a posted vehicular speed of 35
miles per; hour.
The project, application for this grant was developed by the Public Works. Department'in
partnership with the Petaluma Police Department. Recent incidents involving pedestrians at- the
proposed locations promptedstaff to investigate potential improvements. In the fall of 2009,
during a;staff presentation requesting approval to apply for the prior cycle of HSIP' funding,
Council gave verbal direction to enhance these two crosswalks.
The current cycle of the HSIP grant was announcedJn September-; with applications due in
December. Based ,on prior Council direction and input from the City Traffic Engineer and the
Police Department, it was determined that the proposed project was the best one to receive the
grant funding. and the ,best use of funding.
Agenda Review;
City Attorney
Finance Directo
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DISCUSSI ®N
If approved, this project will allow the City to make the proposed. lighted crosswalk
improvements at the two crossings' near Casa Grande High School. Following Council approval
and Caltrans authorization to proceed with design, staff1will,begin the design of this project in-
house. Based on the project schedule submitted with the grant application, construction is
tentatively scheduled for fall 2012. Pending the actual budget au, thorization process by the
Federal Highway Administration, it maybe possible to niove the schedule to coincide with
summer break, which is staff's intent.
If this project is not approved staff will decline the Federal Highway Safety Improvement
Program,(HSIP) funding. These specific funds can only be used for the project as described in
the grant application and, therefore,, cannot be used for other purposes. Staff can, however, apply
in the next cycle for additional HSIP funding for any qualified project.
FINANCIAL IMPACTS
Staff has! applied for and been approved to receive $1.73,200 of Cycle 4 Federal Highway Safety
Improvement Program (HSIP) funds to install two lighted crosswalks. The HSIP Program will
fund 90 % of design, environmental review, construction, arid construction management. The
budget transfer, requested in the amount of $28;983' from Gas Tax funded Street. Maintenance
Fund operating budget, is estimated to meet the required 10 % match plus pay the City's
overhead and administration time.
The following is an estimate of the total project cost. The estimate will be further refined during
the project development process. In the unexpected event that additional funds are required, a
future resolution will be brought to Council.
2
Design
$
18,750
$
16,875
Planning/Environmental
$
12,500
$
11 -,250
Construction Contracts
$
125,000
$
112,500
Construction Management
$
18,750
$
16,875
CIP Overhead @ 2.4 %
$
4,739
$
-
Adrninistration
$
5,000
Project Contingency
$
17,444
$
15,700
TOTAL
$
202,183
1 $
173,200
Funding' Sources
Street Maint Operating Budget $ 9,739
(2.4% Overhead and Admin)
Street Maint, Operating Budget $ 19,24
(10 % Local Match)
Federal HSIP $ 173,200 $ 173,200
TOTALS $' 202,183 1 1
ATTACHMENTS
1. Resolution
2. Location Map
3. Caltrans Award Letter
3
A'T'TACHMENT 1
RESOLUTION ACCEPTING THE CYCLE 4 FEDERAL HIGHWAY SAFETY
IMPROVEMENT PROGRAM GRANT FOR THE HSIP LIGHTED CROSSWALKS
PROJECT, APPROVING THE PROPOSED PROJECT BUDGET, AUTHORIZING A.
BUDGET TRANSFER FROM UNEXPENDED STREET MAINTENANCE FUNDS TO
THE, PROJECT, AND AUTHORIZING CITY MANAGER TO SIGN THE GRANT -
RELATED DOCUMENTS
WHEREAS, the proposed project is for lighted crosswalk' improvements along two main
walking ;and bicycling routes to Casa Grande High School; and
WHEREAS, the project represents an ongoing effort by the City to improve traffic
safety;
WHEREAS, the project was developed by the City in partnership With the Petaluma
Police Department, after recent incidents involving pedestrians at the proposed locations
prompted staff to investigate potential. improvements; and
WHEREAS, the project improvements should increase. visibility at the two crosswalk
locations; and
WHEREAS, staff successfully applied for Federal Highway Safety Improvement
Program (HSIP) funding and was awarded $1.73,200 toward the HSIP Lighted Crosswalks
Project; and
WHEREAS, $28;983 is estimated to meet local grant match requirements, plus pay the
i
City's overhead and administration; and
WHEREAS, sufficient funding for overhead and administration is available in the Street
Maintenance Fund operating budget and will be transferred. to 'Project No. C16101103; and
NOW THEREFORE, BE IT RESOLVED that the City Council .of the City of
Petaluma hereby:
1. Accepts the. Cycle 4 Federal Highway Safety Improvement Program Grant; and
2. Amends the 'FY 2010/20`11 Adopted CIP Budget to include the HSIP Lighted Crosswalks
Project C161011'03'; and
3. Accepts the proposed project budget in the amount of $202,183 which includes a transfer of
$28983 from account number 2411 - 16500 - 54150; and
4. Authorizes the City Manager to sign the Caltrans Program *Supplement Agreement (PSA) for
this specific project in order to receive grant funding allocation.
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ATTACHMENT 2
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ATTACHMENT 3
. STATE OF t �UFORN ]A- BUCINESS'TAANSPORTATION AND HOUSING 'AGENCY EDMUM) BR ...... Manor
DEPARTMENT OF TRANSPORTATION
OFFICE OF'LOCAL ASSISTANCE
1 I I Gland Ayenue, MS 10B
P BOX 23660
Oakland, CA 94623 -0 660
PHONE (510)286=6485
FAX (510)286 -5229
Try 711
March 11,,201
Mr. Lawrence D. Zimmer
CIP Division ',Manager
City ofPetaluma
11 English Street
Petaluma„ CA 94952
Dear Mr. Zimmer:
i Congratulations[ The following project you submitte&for'Highway Safety Improvement
Program..(HSIP) funding'hasbeen selected. for implementation:.
Project Location: Crinella,Dr at Casa. Grande Rd and:Ely.Blvd.at;Spoonbill Ave
Total ProjectCost: $192,300' Federal Funds: 11
1 r i
Flex )our power!
Be,enerVefcien!
visit the HSIP website at
http: / /w.ww: dot. ca .gov /ha /LocalPioarams %HSIPLprev cycle. resulis.htm to view the complete
statewide project listing.
One hundred and seventy -nine (I 79) projects were selected`from a candidate pool of.357
applications. The selected projects,,totaling $74:5 million, utilize the available.
programming capacityiin'ther201 I Federal Statewide Transportation,Improvement Plan (FSTIP).
All projects competed on a statewide basis nthe Benefit Cost Ratio category and $38, million
worth of projects were selected; for this category. More thanVbSmilliorrwas assigned to Work
Type'projects that were evaluated ,;ranked, and selected ''by the - Districts.
For all HSIP'projects, Caltrans agenciesto,meet delivery deadlines for three key
milestones. The three: milestone s and ' delivery deadlines follows:
1. Request Authorization to Proceed with Preliminary Engineering :(PE) .within 6 months
after the project is, amended into;the : FSTIP. Note: For agenciesafiat do not request
Authorization to Proceed'with PE because they are using'their.'own workforce or using
other-funds for that phase; theagency will only'be held to requesting Construction
Authorization within 30 months afterthe projectis amended inwthe FSTIP.
Z. Request;Authorization- to'Proceed with Construction (CON),withih,30 months
(2 %z years)iafter'the project is amended into, the FSTIP.
3. Complete construction and closeout project within 54 months, (4: lz years) after. the
project 'is amended intol'the FSTIP.
"Ca ftransimpmm mobihtry across "
Mr. Lawrence D. Zimmer
March 11, 2011
Page 2
Caltrans will track thedelivery of these selected HSIP projects and prepare a quarterly report
showing the delivery pe_fformance of each project. The quarterly report is:
http :llwww. dot. ca. gov /hq /LocalPrograms`/HSIP /deIivery status'.htm
Projects that miss milestones per the HSIPguidelines will besflagged in these reports. Caltrans
will not accept HSIP applications from agencies that have flagged projects during an open `call
for projects' cycle.
We encourage you to consider your agency's ability to deliver your-' project within the time
frames shown,above: If you determine :thatthe project -has environmental, right of way (ROW),
or other conditions that may prevent your agency fromimeeting these milestones and you do not
want to risk being precluded -from applying for future HSIP funding, please contact my office as
soon as possible to discuss your options.
By copy of this. letter, theMetropolitan'Transportation Commission (MTC), has been informed of
this project beingkapproved for 'funding: Caltrans Headquarters;stafRwill work with MTC.to
include this ; project in their next FSTIP amendment. Immediately after;the, FSTIP amendment
has been approved by the Federal Highway Administration (FHWA), you will be-notified of its
approval and may then begin reimbursable work on the projectin.accordance with federal -aid
projectimpiementationprocedures: As soon as a project is,included in:an approved FSTIP, local
agencies are expected to, move +forward with theproject delivery:and request an authorization to
proceed with PE, ROW;,or'CON, whichever phase is;appropriate:for-.the project. When the FFY
of the project, does not.match the FFY in the FSTIP local agencies must use
the Expedited Project Selection Procedure (EPSP) prior to requesiinwauthorization to begin
work on the project. More information on whenJocal agencies are expected.to use EPSP on
HISP projects and the'procedures to follow can be found at.the.above referenced webpage for the
HSIP delivery requirements.
If you have questions .please feel free to contact my office at 51.0- 286 -6485, or at
John, Brewster@dot:ca.gov.
Sincerely,
JOHN C- BREWSTER
Safety Program Coordinator
Local Assistance.- District 4
c: MT;C
- CaDirais impro»es mobility across Cal fornia.-