HomeMy WebLinkAbout2009/05/12 Item 5
CITY COUNCIL
AGENDA STATEMENT
~ \ 'f::.. CITY OF
~~ (HULA VISTA
5/12109, Item2
SUBMITTED BY:
REVIEWED BY:
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA
VISTA ACCEPTING FEDERAL FUNDS UNDER THE SAFE ROUTES
TO SCHOOL PROGRAt'vI IN THE AMOUNT OF $621,115 FOR THE
"SAFE ROUTES TO SCHOOL - OTAY ELEMENTARY AND RICE
ELEMENTARY" PROJECT
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA
VISTA ESTABLISHING A NEW CAPITAL IMPROVEMENT PROJECT
"SAFE ROUTES TO ..SCHOOL iOT Y. ELEMENT ARY AND RICE
ELEMENTARY" (TF-361) AND APP RIATING FUNDS THEREFOR
DIRECTOR OF P~B ORKS
CITY MANAGER
ASSIST At'lT CITY , NAGER
4/5THS VOTE: YES ~ NO D
ITEM TITLE:
Suwu'VIARY
In January 2007, the City filed a grant application to the State under the Federal Safe Routes to School
Program (SRTS) for funds to improve pedestrian facilities adjacent to Otay and Rice Elementary Schools.
On June 7, 2007, the applications were ap~roved for the SRTS Federal grant and Federal Highways
Administration (FHWA) final authorization was made in November 2007. Subsequently, the Program
Supplement Agreement was certified in February 2009. As a result, staff recommends that the City
Council accept the grant program funds and authorize the appropriation of funds to a new CIP, "Safe
Routes to Schools - Otay Elementary and Rice Elementary Schools" (TF-361). This project will install
curb extensions, pedestrian ramps, raised median, flashing beacons, and other improvements to enhance
pedestrian safety adjacent to Otay Elementary School and Rice Elementary School.
ENVIRONMENT AL REVIEW
The Environmental Review Coordinator has reviewed the proposed project for compliance with the
National Environmental Policy Act (NEPA) and has determined that the project qualifies for a
Categorical Exclusion pursuant to Section 153301 (Existing Facility) of the State CEQA Guidelines
because it mvolves installation of various traffic calming devices (crosswalk striping, speed signs, etc.)
within an existing street. Thus, no further envIronmental review is necessary.
RECOMMENDA TION
Council adopt the resolutions.
BOARDS/COMMISSION RECOMMENDATION
Not applicable.
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5/12/09, Item~
Page 2 of 3
DISCUSSION
On June 7, 2007, the City was notified that it had been awarded a grant from the Federal Safe Routes to
School (SRTS) Program, as authorized by Section 1404 of SAFETEA-LU (the Safe, Accountable,
Flexible, Efficient Transportation Equity Act: a Legacy of Users) to design and construct pedestrian
crossing enhancements. One of Chula. Vista's projects under this contract is located just north of the
intersection of Albany A venue and Main Street, east of Del Monte A venue, in front of Otay Elementary
School. The other locatIOn is at the intersection of Fourth Avenue and Westby Street, in front of Rice
Elementary School (See Attachment 1). Funding for this project is included in the Federal Fiscal Years
2006/2007 and 200712008 SRTS Program Plans.
The delay from the notification of grant approval and tonight's action was due to Caltrans Local
Assistance Program staff turnover at the District office. The official notification to proceed by the State
and FHW A was at the end of 2007, but notification to the City was not provided until early 2008. Since
that time, initial surveying work commenced In the spring of 2008. Design commenced during that time
also, primarily concentrating on the drainage and pedestrian ramp designs. The Program Supplement
Agreement, Attachment 2, is in the Caltrans final signature process, and was certified by Caltrans in
February 2009. This document is expected to be received shortly and does not affect staffs ability to
continue to work on the project.
The scope of work in the grant application focuses on improving the pedestrian school routes to Otay
Elementary and Rice Elementary by enhancing the existing crosswalks on Albany A venue and on Fourth
Avenue, respectively, directly In front of the schools. These enhancements consist of curb extensions,
enhanced signage, additional pavement legends, and nashing beacons warning drivers of the crosswalk.
The proposed work will create physical improvements to the existing Infrastructure surrounding both
school sites at four intersections. The work at RIce Elementary School will be at Fourth Avenue and
Westby Street. The work on Otay Elementary School will be at Albany Avenue/Zenith Street, at Albany
Street/Montgomery Street, and at Banner Avenue/Zenith Street. This project will help increase the
walking and biking rate and enhance pedestrian safety by providing offset medians, curb extensions,
setback limit lines and other enhanced striping, prominent crosswalks with zebra striping, and ADA-
complIant pedestrian ramps. The enhanced crosswalks will have solar powered advance school zone
warning signs on traffic signal standards and in-pavement roadway lighting so that motorists have
additional awareness of the crosswalks. All of this work entails substantial pavement and drainage work
not originally contemplated in the grant application, but necessary to complete the project. In an attempt
to educate motorists, the project will also include the installation of radar feedback signs, similar in
nature to the installation on Naples Street at Harborside Elementary School.
Additional funds are needed to complete this project for design, surveying, and construction costs
associated with unanticipated roadway drainage and paving work required to safely re-route drainage
now around the new pedestrian improvements.
Staff recommends accepting the award of the grant and appropriating funding as detailed in the Fiscal
Impact section of this report and continuing with the design of the proposed improvements discussed in
the grant application. Staff will report back to Council once the design is complete and a construction
contract is ready for award.
DECISION MAKER CONFLICT
Staff has reviewed the property holdings of the City Council and has found no property holdings within
500 feet of the boundaries of the property that is the subject of this actIon.
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5/12/09, Item~
Page 3 of 3
CURRENT YEAR FISCAL IMPACT
The grant application included approval of federal funds up to an amount of $621, lIS (see Attachment
No.3). This grant program requires no funding match, as the project is 100% reimbursable. However, an
additional $97,000 is needed to complete the project due to additional design, surveying, and construction
work associated with unanticipated roadway drainage and paving work required to safely re-route
drainage flow around the new pedestrian improvements. Staff proposes that this $97,000 be appropriated
from the unencumbered TransNet balance. Therefore, the proposed action would appropriate funds for
this project as follows:
r' - '" ~. ~.'..' '.~.:'.- ".. - "... "." '" .. - '. - .- , . '". ,'". - - . , - '" - " '.".'. , '''.." "''''''.''..'''''.''.'''''''''''''''''i!
t ___~~.~S A V AlLABL~ FOR !HE PRO_JECT ________ ____.
; Federal Grant Fund (73651) $621,115
! (To be reImbursed by Safe Routes to School Grant Program) ,
I,
i! Unencumbered Balance of the TransNet (CHY33) $97,000
Ii TOTAL FUNDS AVAILABLE FOR THE PROJECT $718,115 ~
t........."."."._.,"".~."."."""".....""~.."."."_.~...........,,,,,,....""........."............."...._..............."."..........,."........'"._...~,."....'..""_........."...........".,,.........,......"...".....".""."..."."."'"...
ONGOING FISCAL IMPACT
Projected average annual maintenance costs of $600 to $1,200 over a five-year maintenance cycle for
bulb replacement and periodic re-striping of legends and crosswalk (paint and thermoplastic).
ATTACHMENTS
I. Area Plats - Otay Elementary School & Rice Elementary School
2. Program Supplement No. NOl5
3. Safe Routes to School Approved Project List - Cycle I (page 12 of 14 only)
Prepared by. R. Alan Reyes. Associate CivIl Engineer, Public Works-Engineering
M:\Engineer\AGENDA \CAS2009\05-12-09\TF361,SRTS.doc
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ATTACHMENT I
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GRAPHIC SCALE
\' PROPOSED PEDESTRIAN
'- RAMP LOCA TlONS
200 0 100 200
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( IN FEET )
1 inch = 200 ft.
Q: \SDSKPROJ\TFJ51\Draw\Design\ROW eerl Plat.dwg 03/05/2009 1':55:J8 AM PST
DRAWN BY: TITLE:
R. ALAN REYES
DA TE:: SHE:eT 1
03-05-09 OF 2 SHTS.
CITY OF CHULA VISTA
SAFE ROUTES TO SCHOOL
IMPROVEMENTS - OTA Y ELEMENTARY
PROJECT FILE #TF-367
PRE:PARE:D BY:
R. ALAN REYES
APPROVED BY:
ROBERTO YANO
SCHOO\...
~e:t.frARY
RICE: e:L.E
GRAPHIC SCALE
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50 100
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( IN FEET )
1 inch = 100 ft.
0: \SDSI<PROJ\Tr367\Draw\Oesign\ROW Cerl Plal.dwg 03/D5/2009 71:55:38 AM PST
DRAWN BY: 77TLE:
R. ALAN REYES
DA TE: SHEET 2
05-07-08 OF 2 SHTS.
CITY OF CHULA VISTA
SAFE ROUTES TO SCHOOL
IMPROVEMENTS - ICE ELEMENTARY
PROJECT FILE #TF-J67
PREPARED BY:
R. ALAN REYES
APPROVED BY:
ROBERTO YANO
~.".,. ACHMENT ~
PROGRAM SUPPLEMENT NO. N01S
to
ADMINISTERING AGENCY-STATE AGREEMENT
FOR FEDERAL-AID PROJECTS NO. 11-S2G3R
Date: February 03,2009
Location: I1-SD.0-CHV
proj ect Number: SRTSL-5203(024)
E.A. Number: 11-956482
This Program Supplement hereby incorporates the Administering Agency-State Agreement for Federal Aid which was entered into
between the Administering Agency and the State on / / and is subject to all the terms and conditions thereof. TIlis Program
Supplement is executed in accordance with Article I of the aforementioned Master Agreement under authority of Resolution No.
, approved by the Administering Agency on (See eopy attached).
The Administering Agency further stipulates that as a condition to the payment by State of any funds derived from sources noted
below obligated to this project, the Administering Agency accepts and will comply with the Special covenants or Remarks setforth
on the following pages.
PROJECT LOCATION:
atay Elementary School and Rice Elementary School
TYPE OF WORK:
LENGTIl:
o (MILES)
Estimated Cost Federal Funds Matching Funds
HU20 S63,000.00 LOCAL OTIlER
$63,000.00 SO.OO SO.OO $0.00
CITY OF CHULA VISTA
By
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STATE OF CALIFORNIA
Department of Transportation
By
Date
Chief, Office of Project Implementation
Division of Local Assistance
Attest
Date
Title
funda are available for thiD encumbrance:
S63,000.00
Chapter
Item
Fund Source
AMOOll'l'
171
2007
2660-102-890 2007-2008
20.30.010.535
C
262042
892-F
63,000.00
Program Supplement 11-S203R-N01S- ISTEA
Page 1 of 4
5-6
ll-SD-O-CHV
02/03/2009
SRTSL-5203(024)
SPECIAL COVENANTS OR REMARKS
1. The PROJECT will be administered in accordance with the SR2S
Program Guidelines effective at the time of Program Supplemental
Agreement execution.
The ADMINISTERING AGENCY agrees to encumber the funds under
agreement and award the construction contract by September 30th
of the fiscal year in which funds are programmed. For projects
unable to meet this deadline, the ADMINISTERING AGENCY may
request in writing, a time extension from the District Local
Assistance Engineer (DLAE). One time extension, for a maximum
period of one year, may be granted by the DLAE. Projects unable
to meet the new deadline may be dropped from the program.
2. ADMINISTERING AGENCY agrees that it will only proceed with work
authorized for specific phase(s) with an "Authorization to
Proceed" and will not proceed with future phase(s) of this
project prior to receiving an I1Authorization to Proceed" from the
STATE for that phase(s) unless no further State or Federal funds
are needed for those future phase(s) .
3. Any State and Federal funds that may have been encumbered for
this project are only available for disbursement for a period of
five (5) years and seven (7) years, respectively, from the start
of the fiscal year(s} that those funds were appropriated within
the State Budget Act. All project funds not liquidated within
these periods will revert unless an executed cooperative Work
Agreement extending these dates is requested and is approved by
the California Department of Finance per Government Code Section
16304. The exact date of each fund reversion will be reflected
in the approved finance letter(s} issued for this project.
Notwithstanding the unliquidated sums of project specific State
and Federal funding remaining and available to fund project work,
any invoice for reimbursement that is not submitted to the
Department on or before 60 days after that applicable fixed fund
reversion date will not be paid from that fiscal year's
encumbered funds because all of these Unexpended funds will be
irrevocably reverted by the Department's Division of Accounting
on that date.
Pursuant to a directive from the State Controller's Office and
the Department of Finance, the last date to submit invoices for
Program Supplementll-S203R-N01S- ISTEA
Page 2 of 4
5-7
ll-SD-O-CHV
02103/2009
SRTSL-5203(024)
SPECIAL COVENANTS OR REMARKS
reimbursed work in each fiscal year is May 15th in order for
payment to be made out of those then current appropriations.
Project work performed and invoiced after May 15th will be
reimbursed only out of available funding that might be encumbered
in the subsequent fiscal year, and then only when those funds are
actually allocated and encumbered as authorized by the California
Transportation Commission and the Department's Accounting Office.
4. The ADMINISTERING AGENCY will advertise, award and administer
this project in accordance with the current published Local
Assistance Procedures Manual.
5. Award information shall be submitted by the ADMINISTERING AGENCY
to the District Local Assistance Engineer within 60 days after
the project contract award. A copy of the award package shall
also be included with the submittal of the ADMINISTERING AGENCY's
first invoice for the construction contract to:
Department of Transportation
Division of Accounting
Local Programs Accounting Branch, MS #33
P. O. Box 942874
Sacramento, CA 94274-0001.
Failure to do so will cause a delay in the State processing
invoices for the construction phase. Please refer to Section
15.7 "Award Package" of the Local Assistance Procedures Manual.
6. ADMINISTERING AGENCY agrees, as a minimum, to submit invoices at
least once every six months commencing after the funds are
encumbered for each phase by the execution of this Project
Program Supplement Agreement, or by STATE's approval of an
applicable Finance Letter. STATE reserves the right to suspend
future authorizations/obligations, and invoice payments for any
on-going or future federal-aid project by ADMINISTERING AGENCY if
PROJECT costs have not been invoiced by ADMINISTERING AGENCY for
a six-month period.
If no costs have been invoiced for a six-month period,
ADMINISTERING AGENCY agrees to submit for each phase a written
explanation of the absence of PROJECT activity along with target
billing date and target billing amount.
Program Supplementll-S203R-N01S- ISTRA
Page 3 of 4
5-8
ll-SD-O-CRY
02/03/2009
SRTSL-5203(024)
SPECIAL COVENANTS OR REMARKS
ADMINISTERING AGENCY agrees to submit the final report documents
that collectively constitute a "Report of Expenditures" within
one hundred eighty (180) days of PROJECT completion. Failure of
ADMINISTERING AGENCY to submit a "Final Report of Expenditures"
within 180 days of PROJECT completion will result in STATE
imposing sanctions upon ADMINISTERING AGENCY in accordance with
the current Local Assistance Procedures Manual.
7. The Administering Agency shall not discriminate on the basis of
race, religion, age, disability, color, national origin, or sex
in the award and performance of any Federal-assisted contract or
in the administration of its DBE Program Implementation
Agreement. The Administering Agency shall take all necessary and
reasonable steps under 49 CFR Part 26 to ensure nondiscrimination
in the award and administration of Federal-assisted contracts.
The Administrating-Agency's DBE Implementation Agreement is
incorporated by reference in this Agreement. Implementation of
the DBE Implementation Agreement, including but not limited to
timely reporting of DBE commitments and utilization, is a legal
obligation and failure to carry out its terms shall be treated as
a violation of this Agreement. Upon notification to the
Administering Agency of its failure to carry out its DBE
Implementation Agreement, the State may impose sanctions as
provided for under 49 CFR Part 26 and may, in appropriate cases,
refer the matter for enforcement under 18 U.S.C. 1001 and/or the
Program Fraud Civil Remedies Act of 1986 (31 U.S.C. 3801 et
seq.) .
Program Supplementll-SJ03R-N01S- ISTEA
Page 4 of 4
5-9
Caltrans Local Assistance
Sort by Callrans District
Selected Safe Routes to School Applications in FFYs 2006/07 and 2007/08
(J1
I
Caltrans MPO Project Project Location Description of Work Federal
No. ProUD Agency District Tvoe' Funds
Riverside County Department of Public Heath's
(DOPH) Injury Preventive Services (tPS) and its
Riverside County 08 SCAG Nt Alvord and Riverside Unified School partners will develop a 2-year comprehensive SRTS $491,580
79 SRTSD50_0046 Districts, City of Riverside. Education and Encourage program for Alvord and
Riverside Unified School Districts, in the City of
Riverside.
San Bemardino A countywide effort to provide safety education,
80 SRTSD50_0004 County Public 08 SCAG NI County-wide. inlormalion and encouragement to initiate SRTS $473,218
Heallh programs in all major districts in the County.
Department
Installation of a new traffic signai, construction of
Oak Gten Road from 5th Street to infill portions of sidewalk, curb and gulter, curb
81 SRTSD08_0026 Yucaipa 08 SCAG I Sunnyside Drive ramps, pavement markers, exisling traffic signal $390,000
modifications and the installation of bike lanes,
crosswalks and traffic sians.
Intersection of Elm Avenue and Installation of new sidewaiks, curbs. gulters, and
82 SRTSD10_0016 Atwater 10 MCAG I California Street (crossing into Shaffer driveways including gap closures and repairs; ADA $445,500
compliant handicap ramps; and at grade lighted
Elementary School). crosswalks.
1. Prepare SRTS maps; 2. Apply Seleclive Traffic
Enforcement; 3. Develop Traffic Safety Awareness
83 SRTSD50_0053 Brawley 11 RURAL NI City of Brawley. and Education Programs for students and residents $180,000
of Brawley; 4. Initiale Schoot Crossing Guard
Trainina Proorams.
Construcl/install an olfset median, bulb outs,
setback limillines and other enhanced striping,
84 SRTSD"_0002 Chula Vista 11 SANDAG I Vicinities of Rice Elementary and Otay prominent crosswatk zebra striping, ADA-compliant $621,115
Elementary Schools pedestrian ramps, non-slip sidewalk grating,
flashing yellow beacons, and "school zone" warning
sions.
......
C)
6n/2007
Page 12 of 14
. I: Infrastructure;
NI: Non-Infrastructure.
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RESOLUTION NO. 2009-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA ACCEPTING FEDERAL FUNDS UNDER THE
SAFE ROUTES TO SCHOOL PROGRAM IN THE AMOUNT OF
$621,115 FOR THE "SAFE ROUTES TO SCHOOL - OTA Y
ELEMENTARY AND RICE ELEMENTARY" PROJECT
WHEREAS, the California Department of Transportation (CaITrans) administers the
Federal Safe Routes to School (SRTS) Program to fund the construction of bicycle and
pedestrian safety and traffic calming projects; and
WHEREAS, the City ofChula Vista applied for grant funding through the SRTS program
to improve pedestrian facilities adjacent to Otay Elementary School and to Rice Elementary
School; and
WHEREAS, the City of Chula Vista received notification on June 7, 2007 that the grant
application had been approved.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula
Vista does hereby accept Federal funds under the Safe Routes to School Program in the amount
of$62l,115 for the "Safe Routes to School- Otay Elementary and Rice Element~>" Project.
.,-
Presented by Approved as t fI ~./"
Richard A. Hopkins
Director of Public Works
D
5-11
RESOLUTION NO. 2009-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA ESTABLISHING A NEW CAPITAL.
IMPROVEMENT PROJECT "SAFE ROUTES TO SCHOOL -
OTAY ELEMENTARY AND RICE ELEMENTARY" (TF-361)
AND APPROPRIATING FUNDS THEREFOR
WHEREAS, the California Department of Transportation (CaITrans) administers the
Federal Safe Routes to School (SRTS) Program to fund the construction of bicycle and
pedestrian safety and traffic calmingprojects; and
WHEREAS, the City of Chula Vista applied for grant funding through the SR TS program
to improve pedestrian facilities adjacent to Otay Elementary School and to Rice Elementary
School; and
WHEREAS, the City of Chula Vista received notification on June 7, 2007, that the grant
application had been approved; and
WHEREAS, the City of Chula Vista has accepted the SRTS Program grant funds in the
amount of $621,115 to be applied towards the "Safe Routes to School - Otay Elementary and
Rice Elementary Project" (TF-361); and
WHEREAS, the project cost estimate of $621, 115 included in the initial grant application
did not include significant, unforeseen design challenges that arose during the design process;
and
WHEREAS, said unforeseen design challenges require an additional $97,000 be
appropriated to complete the project; and
WHEREAS, City staff recommends that the City establish Capital Improvement Project
Fund TF-361 and appropriate $718,115 to the fund [$621,115 from SRTS Program grant funds,
and $97,000 from the unencumbered balance of TransNet funds (CHV33)].
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula
Vista does hereby establish a new Capital Improvement Project "Safe Routes to Schools - Otay
::::::;:;d Rico Elementary S,hool" (IF - 361) and appmp<i'1e funcb tdO'
Richard A. Hopkins
Director of Public Works
5-12