HomeMy WebLinkAboutStaff Report 4.B 12/3/2012 •
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DATE: December 3, 2012
TO: Honorable Mayor and Members of the City Council through City Manager
FROM Dan St. John, F. ASCE—Director, Public Works and Utilities
Larry Zimmer, P.E. — Manager, CapitaLProjects Division
SUBJECT: Resolution Accepting the Cycle Highway Safety Improvement Program Grant
for the Lakeville Highway at Pine View Way Channelization Project, Approving
the Proposed Project Budget, and Authorizing City Manager to Sign all Grant-
Related Documents,
RECOMMENDATION
Staff recommends that the City Council adopt the attached-resolution accepting Cycle 5
Highway Safety Improvement Program(HSIP) Grant for the Lakeville Highway at Pine View
Way Channelization Project,approving the proposed project budget,,and authorizingCity
Manager to sign all grant-related documents.
BACKGROUND •
City public works and police staffhaveixecognized the need to resolve traffic'issues,on Lakeville
Highway at Pine View Way for.a,number of years, but untilnow`have not been able to secure
funding for the necessary improvements. City staff, working;:in partnership with the Caltrans
regional staff have been awarded an HSIP grant for the:design and construction of channelization
improvements on Lakeville.Highway(SR 116) at Pine View:Way in the amount of$185,400.
The City Council is being asked to approve the;preliminary project budget and accept the grant
to allow these important safety improvements to move ahead.
In the past three.years;:the Council has accepted HSIP Grants for the following projects:
1. CC.Award,1/05/09 - Cycle 2Fedetal Highway Safety Tmprovenient,Program Grant for
the East Washington Street:Pedestrian CrossingiProject.—;$509,310
2. CC Award 03/01/10- Cycle3 Federal Highway Safety,Improvement Program Grant for
the Protected_Leif-Turn Signal Upgrade,Troject - $441,000
3. CC Award 4/4%11 --Cycle 4-Federal Highway Safety Improvement Program.Grant for the
HSIP Lighted CrosswalksProject - $173,200
genda.Review:
City Attorney. Finance Director City Manager
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• DISCUSSION • -
Staffridentified.the project base on the accuracy of several accidents at the location. From
February 1,2002 through January 31, 2012, there have been 23 accidents within the intersection.
The project will upgrade the intersection of Lakeville Highway at;PineView Way with raised
`concrete medians, signage, pavement-markings and striping to delineate the turning movements.
The through travel lanes will be delineated by use:ofraised medians at the right turn onto Pine
View and the southbound merge from Pine View onto Lakeville Highway.
Since the proposed project is within Caltrans,jurisdiction, the City met with Caltrans personnel to
develop alternatives and a final seope.for the proposed safety improvements. The project was
added to Caltrans project,list, however, Caltrans would take many years to complete this
important project.because of their project load and the lack of adequate funding. Therefore, City
staff volunteered to take the lead and applied for funding to complete the safety improvements
' sonnet•rather'than later.
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These specific funds•can only be used;for the project as,described in the grant application. Upon
• City•Council,approval and Caltranswauthorization to proceed; staff will request proposals from
design consultants: The project schedule submitted with the grant application shows
construction in 2015 based on Caltrans,milestone approvals. Staff recommends approval of the
attached-resolution accepting the subject grant, will support implementation of a project
that isamongthe City's highest priority road improvement initiatives.
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The-proposed actions meets Council goal: "Plan for and implement priority capital projects'as
funding permits."
FINANCIAL IMPACTS-
HSIP Program will fund 90% of;di eect-project.costs upito the grant limit of$185,400. As is
typical,,this grant will reimburse based on actual expenses. The-initial';costs will be paid for out
of the CIP fund and be reimbursed`within approximately two months of expenditure. The.10%
match and overhead costs of$30,664 is proposed to be transferred'from the Water Street Parking
Project (C1'6101302) which was discontinued and is no longer'needed. Finding for that project
• ',wasalloeated froth street maintenance funds which will now be re-directed to this^project'.
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The following table summarizes the project budget. The estimate,will be further refined:during
the projectdevelopmentprocess.
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2•
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a.. ?Requested.
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}:CIP Budgett. Estimated Grant
_ ` Uses ? - t ; `fFYt12/13 : 'Reimbursement
Design $ 27;000 $` 24,300
Planning/Environmental $ 7,000 $ 6,300
Right of Way Engineering $ 14,000 $ 12,600
Construction Contracts $ 115;000, $ 103,500
Construction.Management $ 20,000 $ 18,000
CIP Overhead @"2.4% $ 5;064 $ -
Administration $ _ 5;000
Project Contingency $ 23,000 $ 20;700
TOTAL $ 216,064 $ • 185,400
Funding Sources
Street Maint.Operating Budget $ 10,064
(2.4%Overhead and Admin)
Street Maint-Funds $ 20,600
(10% Local Match)
StateSR2S ' $ 185,400, $ 185,400
TOTAL $ 216,064
ATTACHMENTS
1. Resolution
2. Map of Project Location
3. Proposed Improvements
4. Caltrans Award Notice
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Attachment 1
RESOLUTION ACCEPTING THE CYCLE 5 HIGHWAY:SAFETY IMPROVEMENT
PROGRAM GRANT FOR THE LAKEVILLE HIGHWAY AT PINE VIEW WAY
CHANNELIZATION PROJECT, APPROVING THE PROPOSED PROJECT BUDGET,.
AND AUTHORIZING CITY MANAGER TO.SIGN ALL GRANT-RELATED
• DOCUMENTS
WHEREAS, the proposed project is to construct channelization improvements on
Lakeville Highway(SR 116)•at Pine View Way; and
WHEREAS, the project was developed jointly by staff within the Public Works and
Utilities Department,the Police Department and Caltrans; and
WHEREAS, the project improvements•will increase safety at this location; and
WHEREAS, staff successfully applied for the Cycle 5 Highway Safety Improvement
(HSIP) Program`funding and was awarded $185,400 toward the Lakeville Highway at Pine View
Way Channelization Project; and
WHEREAS, $30,664 is;estimated to meet local grant match requirements, and the City's
overhead and administration,costs; and
WHEREAS, sufficient funding for overhead and administration is available in the Street
Maintenance Fund operating budget and will be transferred to fund the Lakeville Highway at
Pine View Way Channelization Project; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma hereby:
1. Accepts the Cycle 5 Highway Safety Improvement (HSIP) Program Grant in the amount of
- $185,400; and
2: Acceptsthe proposed project„budget in the amount of$216,064; and
3 Amends the FY 2012/2013: Adopted CIP Budget to include the Lakeville Highway at Pine
View,Way Channelization Project; and
4. Authorizes thei.transfer'of$30,664of Street Maintenance funds from project # C16101302 to
the Lakeville Highway at Pine View Way Channelization Project; and
5. Authorizes the:City,,Manager to sign the Caltrans Program Supplement Agreement (PSA) for
this specific project:inorder to receive grant funding allocation.
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Attachment 2
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, S IEOF CALI PORN TRANSPORTATION AND HOUSLNG AGENCY UN G mBRW
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LV J,-,Guvurtw:
DEPARTMENT OE TRANSPORTATION �r
OFFICE OF LOCAL ASSISTANCE,MS 106. / �/� �
11 I GRAND AVENUE .�!I_ /4A-V J v T
. • P 6,130X:23660 / ((// I
OAKLAND CA .946230660 / Flex your porn:'
PHONE((51( 280':5226 Be urergy efficient.'••
FAX•(510p286?5229 �I((nn��I Et n+///'�'r�� . .
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October 24, 2012 Iu� ID'
NOV 5.2012 u
iI AN;, F�, *C s
I t , n
Mr. Dan St. John — r�IJ
Director of Public Works and Utilities
City of Petaluma NOV g 20I
I 11 English Street PUg�IC WORKS
I Petaluma, CA 94952 •
Dear Mr. St: John:
Congratulations! The following project(s) you submitted'for Highway Safety Improvement
Program (1-ISW) and/or High Risk Rural Roads (HR3) funding..has been selected for
implementation:
Program: 115lP
Program Descriptign: Mierseetion ehdutnelization; install raised medians. signs, striping.
and pavement markings
Project Location: Lakeville Hwy. (SR 1;16)/Pine. View Way
Total Project Cost $206:000 Federal Funds $185,400
To view the complete statewide project listing, visit the HSIP website at:
. http://www.dot.ca.gov/hq/LocalPrograms/HS1P/prev 'cycle results.htm.
Two hundred and twenty-one (221) projects were selected from a-candidate pool of 276
' applications. The selected HSIP and HR3 projects, totaling$111 million, will utilize the
available I-ISIP programming capacity in the 2013 Federal Statewide Transportation
Improvement Plan (FSTIP). All projects competed on the basis'of their Benefit Cost Ratio. -
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With this notification your project(s) has been approved for;HSIP/HR3 funding;Caltrans
nowexpects your agency to expedite the delivery of this.safety project(s) wherever
practical!,
For all HSIP^and HR3:projects, Caltrans requires agencies to meet delivery deadlines for three
key milestones, The three:milestonesand delivery deadlines areas follows:
1. Request Authorization to Proceed with Preliminary Engineering (PE) within 6 months
after the project is amended:into the FSTIP. Note: For'agencies that do not need
Authorization to Proceed with PE because they are not using federal finds for this phase,
"C'ohn:fix imprnre%nmbili,9 urrnsx Co/ifornia°
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Dan St. John
betober.24, 2012
Page;2
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2. Request Authorization.to Proceed with Construction(CON)within 30 months (2 '/
years)after the project is amended into the.FSTIP.
3. Complete construction•and closeout project within 54 months(4'/ years) after the
project is amended into the FSTIP.
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Caltrans will track the delivery of these selected HSIP and HR3 projects and prepare a quarterly
report showing;the delivery performance of each project. The quarterly report link is
http://www:dot:ca.gov/hq/LocalProgram`s/HSIP/delivery status.htm
Projects that miss`milestones;per theHSIP/HR3 guidelines will be flagged in these reports.
Caltrans will not accept HSIP/HR3'applications from•agencies-that have flagged projects during
future open `call for projects' cycles.
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Caltrans reserbes the right to re-program.die.unobligated federal funds for projects that do not
; meet these delivery milestone requirements and become flagged. Any unobligated federal funds
may be re-programmed to outside.:of the active•4-year element of the FSTIP..By reserving the
right to re-program the unobligated federal funds for projects that not meet the delivery
, requirements, Caltrans expects to•maintain programming flexibility for our safety programs and
, effectively manage the programming capacity for projects waiting to obligate federal funds. In
I addition, any agency that has not initiated their;project by the first Milestone date will be
required to submit status and justification for the project to remain in the program. These
' updated Project Delivery Requirements have been posted at the delivery status website reference
above.
The Metropolitan Transportation Commission(MTC)will be informed of each project being
approved for funding. Caltrans Headquarters-staff will work with MTC to include each 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 submit a request for authorization•(RFA) to begin reimbursable work on the project in
accordance with federal-aid project implementation procedures.
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Your:agency is encouraged to complete your non-reimbursable;efforts of completing activities and
preparing,documentsvrequired:for your first RFA to proceed with PE, ROW, or CON, whichever
phasetis;appropriate:•for the project. These efforts can and should begin now in anticipation of
your project(s) being:approved FSTIP: Please contact John Brewster to arrange for an on-site
field review to evaluateand assess the entire scope of the•safetyproject. A field review form can be
found'in the Local Assistance Procedures Manual orat'the Local Programs website:
http://Www.datea.govihq/LocalPrograrns/lanillapm.htm.
Given that HSIP/HR3 safety projects are lump-sum programmed in the FSTIP, it can be
expected that one or more phases Of a project's delivery schedule will not match the FFY m the
FSTIP. When this occurs, local agencies will use the Expedited Project Selection Procedure
"Caivans ft pro WI Totality across California"
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Daii St: Jotvi
October 24, 2012
Page:3
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(EPSP) in conjunction with their RFA. More ihforinatioiron when local agencies are expected to
use EPSP on HISP/HIR3 projects"and the.procedufes to follow can be found at the above
referenced webpage for the HSIP delivery requirements.
If you have questions, please feel free to contact John Brewster it 510-286-6485, or at
john_brewster@dot.ca.gov
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Sincerely,
Sylvia
District Local Assistance Engineer
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• cc: MTC
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"Calfmns improves nobility across California"
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