HomeMy WebLinkAbout2003-06-02 City Council (3)City of Palo Alto
City a ager s
FROM: CITY MANAGER DEPARTMENT: PUBLIC WORKS
DATE:JUNE 2, 2003 CMR:286:03
SUBJECT:APPROVAL OF A BUDGET AMENDMENT ORDINANCE FOR
THE SEISMIC RETROFIT OF THE SAND HILL ROAD BRIDGE
(CAPITAL IMPROVEMENT PROGRAM PROJECT 10018) IN THE
AMOUNT OF $2,494 TO ACCEPT AND EXPEND STATE GRANT
FUNDING AND AUTHORIZATION FOR THE CITY MANAGER
TO APPROVE AND MANAGE THE PROGRAM SUPPLEMENT TO
THE MASTER AGREEMENT BETWEEN THE STATE OF
CALIFORNIA AND THE CITY OF PALO ALTO
RECOMMENDATION
Staff recommends that Council:
Approve a Budget Amendment Ordinance (BAO) in the amount of $2,494 to accept
and expend State grant monies (Attachment A) for the Sand Hill Road Bridge Seismic
Retrofit Project, Capital hnprovement Project (CIP) 10018"
2)Authorize the City-" Manager to execute the Program Supplement to the Master
Agreement between the City of Palo Alto and Caltrans for the Sand Hill Road Bridge
Seismic Retrofit Prqiect. C!P 10018 (.Attachment B).
BACKGROUND
After the 1989 Loma Prieta Earthquake, the State of California Department of
Transportation (Caltrans) established a Seismic Retrofit Program for bridge structures
throughout the state. As a result, Caltrans has prepared plans and specifications and
provided funding l’or the seismic upgrade of the Sand Hill Road Bridge at San
Francisquito Creek.
DISCUSSION
This project will update the seismic strength of the Sand Hill Road Bridge by adding
reinfi)rcing steel and concrete to the underside of the existing bridge. Stanford
University. as part of an agreement with the City.’ of Menlo Park. is designing a new
bridge that will be located adjacent to the existing bridge. Construction on Stanford’s
CMR:286:03 Page 1 of 2
new-bridge as well as the seismic retrofit of the existing bridge is anticipated for the
summer of 2004. To minimize the traffic impact in the area, the seismic work will be
coordinated with the construction of the new- bridge.
Caltrans has committed funding in the amount of $85,494 for the project (Attachment B).
To date $83,000 has been budgeted in CIP Project 10018, $60,000 in icy 1999/2000 and
an additional $23,000 in FY 2001/2002. The attached BAO request will appropriate the
remaining $2,494 to meet the State ~ant funding commitment for the project.
RESOURCE IMPACT
The attached BAO requests an increase in revenue and expenditure of $2,494 for CIP
Project 10018. All costs for this project are eligible for reimbursement. No future year
General Fund ongoing costs are anticipated as a result of this BAO. If construction bids
are higher than the funded amount, no additional funding will be available from State and
Federal agencies. In that case, Stanford University may be willing to contribute the
funding difference since the seismic retrofit of the existing bridge will compliment its
new bridge by ensuring that both are up to current seismic codes. Staff will provide
construction oversight for the project so there will be no reimbursements to the State for
administration costs.
TIMELINE
Construction is anticipated for June 2004, although the start date will be coordinated to
coincide with Stanford’s construction of a new" bridge. It is anticipated that the work will
take. up to three months to complete.
ENVIRONMENTAL REVIEW
The City’s Director of Planning and Community Environment certified an Environmental
Assessment for the project on April 17, 2000.
ATTACH2VIENTS
Attachment A: Budget Amendment Ordinance
Attachment B: Caltrans Progam S~/~(~mental ~Ageernent
PREPARED BY:
KARENBENGARD
DEPARTNfENT HEAD:
CITY M~a, NAGER APPROVAL:
Senior Engineer
GLENN S. ROBERTS
Director of Public Works
ENE[LY HARRI S ON
Assistant City Manager
CMR:286:03 Page 2 of 2
ORDINANCE NO.
ATTACHMENT A
ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO
MENDING THE BUDGET FOR THE FISCAL YEAR 2002-03 TO
PROVIDE AN ADDITIONAL APPROPRIATION OF $2,494 FOR STATE
BRIDGE SEISMIC RETROFIT GKhNT FUNDING FOR THE SAND HILL
ROAD BRIDGE CIP 10018
The Council of the City of Palo Alto does ORDAIN as fol!ows:
SECTION I. The Council of the City of Palo Alto finds and
determines as fol!ows:
A. Pursuant to the provisions of Section 12 oT Article i!l of
the Charter of the City of Pa!o Alto, the Council on June 17, 2002
did adopt a budget for fiscal year 2002-03; and
B. After the 1989 Loma Prieta Earthquake, the State
established a Seismic Retrofit Program. As a result, Caitrans has
prepared plans and specifications and provided funding for the
seismic upgrade of the Sand Hi!l Road Bridge at San Francisquito
Creek; and
C. The State has provided an $85,494 grant for this project
to update the seismic strength of the bridge by adding reinforcing
steel and concrete to the underside of the existing bridge; and
D. To date S83,000 has been budgeted in CiP 10018 with the
$2,494 remaining balance s<£i! requiring appropriation; and
E. The additional appropriation of funds is f~: one-time
expenditures and no future year General Fund ongoing costs are
anticipated; and
F City Council authorization is n~@~d to amend the 2002-03
budget as hereinafter set forth.
SECTION 2.R~v~..u~=--=n - in CIP Project Number i00~8_ is increased
~--~ ~ ~ _forby ±wo Thousand Four .iun@:e@ Ninety-Four Dollars ($2,494)
receipt of State grant funding.
SRCTTON 3 The sum of Two Thousand Four Hundred tqinet,~-~ .....
Dollars ~,.~S2,~9a) ....is hereby_ appropriated to Capital mro~ecr~_ Number
10018.
SECTION 4 The above c_=ns~cumons will have no!mpact’ ~ on <he
Budge< Stabilization Reserve.
SECTION 5 As snecified in Section 2.28.080(a) of the ~-
Alto Municipal Code, a two-thirds <Tote of the City Counci! is
required 1o adopt this ordinance.
SECTION 6. The City Planning Director certified
Environmental Assessment for the project on Apri! 17, 2000.
SECTION 7.
Municipal Code,
adoption.
INTRODUCED:
PASSED:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
ATTEST:
an
As provided in Section 2.04.350 of the Pa!o Alto
this ordinance shall become effective upon
City Clerk
APPROVED AS TO FORTH:
b_~ty Attorney
Mayor
APPROVED:
City Manager
Director of Public Works
Director of A6ministrative
Services
ATTACHMENT B
~ROGRAM SUPPL~ NO. M002
tO
.%!DMiN!STERING AGENCY-STATE AGREEMENT
FOR FEDERAL-A!D PROJECTS NO. 04-5100
Date : May 23, 2002
Location : 04-SCL-0-PA
Proj ect Number : STPLZ-5100(004)
E.A. Number : 04-928238
Fhis Pro~am Supplement is hereby incorporated into the Agency-State A~eement for Federal Aid which was entered into between
he Agency and the State on 07/17/97 and is subject to all the terms and conditions thereof. This Pro~am Supplement is adopted in
~ccordance ~vith Axticle I of the aforementioned Master A~eement under authority of Resolution No. ,
tpproved by the Agency on (See copy attached).
[’he Agency further stipulates that as a condition to pa~vment of funds obhgated to this project, it accepts and ~vill comply with the
:ovenants or remarks sefforth on the following pages.
PROJECT LOCATION:
SAN FP,_i_NCISQLqTO CK 37C-0224
rYPE OF WORK : SEISN~C RETROFIT LENGTH: 0 (MILES)
Estimated Cost Federa! Funds Matching Funds
B_MD0 $60;600.00 LOCAL SEiS MATCH OTHER
S85,494.00 BMS0 $8,626.00 $0.00 $16,268.00 $0.00
2iTY OF PALO ALTO STATE OF CALIFORNIA
Department of Transportation
By By
Chief, Office of Project !mplementati¢Date Division of Local Assistance
Attest Date
Title
hereby certify upon my persona! knowledge that budgeted funds are available for this encumbrance:
52 2000 2660-101-042 2000-200!20.30.010.690 C 224060 042-T 16,268.00
52 2000 2660-101-890 2000-2001 20.30.010.690 C 224060 892-F 69,226.00
Program Supplement 04-5100-M002- ISTEA Page 1 of 3
~4-SCL-0-PA
;TPLZ-5 !00(004)
05/23/2002
SPECIAL COVENANTS OR REMARKS
All project repair, replacement and maintenance involving the
physical condition and the operation of project improvements
referred to in Article iIi MAINTENANCE, of the aforementioned
Master Agreement wil! be the responsibility of the ADMINISTERING
AGENCY and shal! be performed at regular intervals and as
required for efficient operation of the completed project
improvements°
The ADMINISTERING AGENCY will reimburse the State for the
ADMINISTERING AGENCY share of costs for work requested to be
performed by the State.
The ADMINISTERING AGENCY agrees that palrment of Federal funds
wil! be limited to the a~ounts approved by the Federal Highway
Administration (FHWA) in the Federal-Aid Project
Authorization/Agreement or Amendment/Modification (E-76) and
accepts any resultant increases in ADMINISTERING AGENCY funds as
shown on the.Finance Letter, any modification thereof as approved
by the Division of Loca! Assistance, Office of Project
Implementation.
State Seismic funds will provide the match to Federal Funds, as
well as ADMINISTERING AGENCY overhead costs, relating to seismic
project development.
The ADMINISTERING AGENCY agrees to advertise the project no later
than six (6) months after receipt of the structura! plans,
specifications and estimates from the State.
The ADMINISTERING AGENCY agrees to use local funds to match that
portion of the work not eligible for match under The State
Seismic Program.
STATE and ADMINISTERING AGENCY agree that any additional funds
which might be made available for new phase(s) of work by future
Federa! obligations will be encumbered on this PROJECT by use of
a STATE approved "Authorization to Proceed" and Finance Letter.
ADMINISTERING AGENCY agrees that Federal funds available for
reimbursement will be limited to the amounts obligated by the
Federal Highway Administration.
8.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
Program Supplement 04-5!00-M002- iSTEA Page 2 of 3
4-SCL-O-PA
,TPLZ-5100(004)
05/23/2002
SPECIAL COVENANTS OR REMARKS
project prior to receiving an "Authorization to Proceed" from the
STATE for that phase(s) unless no further State or Federal funds
are needed for those future phase(s).
The ADMINISTERING AGENCY will advertise, award and administer
this project in accordance with the most current published Local
Assistance Procedures Manual.
!0.Award information shall be submitted by the ADMINISTERING AGENCY
to the District Local Assistance Engineer immediately after the
project contract award. 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.
il.The ADMINISTERING AGENCY is required to have an audit in
accordance with the Single Audit Act and OMB A-133 if it receives
a tota! of $300,000 or more in federal funds in a single fiscal
year. The federal funds received under this project are a part
of the Catalogue of Federal Domestic Assistance (CFDA) 20.205,
Highway Planning and Research. OMB A-133 superceded OMB A-128 in
1996. A reference to OMB A-128 in a Master Agreement (if any) is
superceded by this covenant to conform to OMB A-!33.
Program Supplement 04-5100-M002- ISTEA Page 3 of 3