HomeMy WebLinkAbout2001-10-15 City Council (5)City of Palo Alto
City Manager’s Report
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: PLANNING AND
COMMUNITY ENVIRONMENT
DATE:OCTOBER 15, 2001 CMR:376:01
SUBJECT:RESOLUTION APPROVING A CALTRANS PROGRAM
SUPPLEMENT AGREEMENT BETWEEN THE CITY OF PALO
ALTO AND CALTRANS, FOR THE TRAFFIC SIGNAL UPGRADE
PROJECT (CAPITAL IMPROVEMENT PROGRAM PROJECT
NUMBER 0117)
RECOMMENDATION
Staff recommends that Council adopt the attached resolution approving a Program
Supplement Agreement between the City of Palo Alto and Caltrans, which would allow the
City to be reimbursed by federal and state matching funds up to an estimated cost of
$240,500. These funds will be used to prepare project plans and specifications to upgrade
Palo Alto’s traffic signal system..
BACKGROUND
The City’s current traffic signal system, which is comprised of controllers at each signalized
intersection and a central computer located at the Municipal Service Center, was primarily
installed, in the 1980’s and is considered archaic by current standards. It has been breaking
down with increasing frequency and is becoming difficult to maintain either due to lack of
system support or lack of availability of spare parts. Kimley-Horn Associates, Inc. was
hired in 1998 to evaluate various signal systems and develop a set of recommendations. The
study recommended a phased implementation plan to replace the signal system over the next
several years. The study results were forwarded to Council in April 2000 (CMR:217:00).
Currently, staff is negotiating an amendment to an agreement with Kimley-Horn Associates,
Inc. to allow Kimley-Horn to prepare plans and specifications and help select the traffic
signal system. Staff anticipates forwarding the contract amendment to Council in the next
couple of months.
DISCUSSION
Staff submitted a grant application for $1,000,000 of federal Second Cycle Corridor
Management (TSO) grant funds to upgrade a portion of the City’s aged traffic signal
system. The grant in the amount of $1,000,000 was approved and is included in the 2001
Transportation Improvement Program (TIP).
CMR:376:01 Page ! of 3
Since the project involves the use of federal funds, Palo Alto is required to follow
procedures and standards established by the federal government and administered, on its
behalf, by Caltrans. These include review and approval of right-of-way, environmental
documents, final plans and specifications, and Council adoption of a resolution approving a
Program Supplement Agreement.
Program Supplement Agreements are used by Caltrans to cover financial reimbursement
and conditions that are specific to the project. This agreement serves as a supplement to the
Local Agency State Agreement for Federal Aid, which was entered into between the City
and the state on July 17, 1997.
RESOURCE IMPACT
Approval of this agreement will allow the City to be reimbursed by federal and state TSM
matching funds up to an estimated amount of $240,500, to prepare project plans and
specifications to upgrade the traffic signal system. The total cost of the project for
preparation of plans and specifications gnd procurement of equipment is estimated to be
$2.1 million over the next five years. The 2001-02 budget includes a new traffic signal
project in the amount of $1.27 million. Of the estimated project cost of $2.1 million, there
will be $1.0 million reimbursed from the second Cycle Corridor Management grant funds
and $313,000 reimbursed from the previously approved Federal Regional Traffic Signal
Operations Program grant funds.
POLICY IMPLICATIONS
The recommendation in this report is consistent with Comprehensive Plan Policy T-38, to
"ilnplement computer traffic management system to improve traffic flow when feasible".
ENVIRONMENTAL REVIEW
Execution of the Program Supplement agreement does not constitute a project for purposes
of the California Environmental Quality Act (CEQA). The traffic signal system upgrade
project is exempt from CEQA pursuant to Sections 15301 (existing facilities) of the CEQA
guidelines.
CMR:376:0!Page 2 of 3
ATTACHMENTS
A. Resolution Authorizing Execution of Program Supplement Agreement No. MOO 1
B. Program Supplement Agreement No. M001
PREPARED BY:
~~GARWAL
City Traffic Engineer
REVIEWED BY:
JOSEPH KOTT
Chief Transportation Official
CITY MANAGER APPROVAL:
City Manager
CMR:376:01 Page 3 of 3
ATTACHMENT~
RESOLUTION NO.
RESOLUTION OF THE COUNCIL OF THE CITY OF PALO ALTO
ADOPTING AND AUTHORIZING EXECUTION OF PROGRAM
SUPPLEMENT NO. M001 TO THE AGREEMENT BETWEEN THE
CITY OF PALO ALTO AND CALTRANS FOR FEDERAL-AID
PROJECTS, RELATING TO THE TRAFFIC SIGNAL UPGRADE
PROJECT (CAPITAL IMPROVEMENT PROGRAM PROJECT
NUMBER 0117)
WHEREAS, the City of Palo Alto and the California
Department of Transportation ("Caltrans") have entered into an
agreement entitled "Local Agency-State Agreement for Federa!-Aid
Projects," No.: 04-5100,dated July 17, 1997 (the "Master
Agreement"); and ~
WHEREAS, the~Master Agreement sets forth the general terms
and conditions under which all federal aid projects shall be
performed, but provides that terms and conditions for each specific
federa! aid project shall be set out in a "Supplemental Local
Agency-State Agreement," also referred to as a "program
supplement," which is adopted by the City and approved by Ca!trans;
and
WHEREAS, the City has requested federal funds to prepare
project plans and specifications to upgrade the traffic signa!
system (Capital Improvement Program Project Number 0117) (the
"project"), which requires the City Council to adopt a program
supplement (No. M001) for the project; and
WHEREAS, the City Council desires that necessary work be
done relative to the project, and to adopt Program Supplement
No. M001.
NOW, THEREFORE, the Council of the City of Palo Alto does
RESOLVE as follows:
SECTION i. The City Council hereby adopts Program
Supplement No. M001 to the Master Agreement between the City and
Caltrans attached to this resolution as Exhibit "A", and authorizes
the Mayor to execute said Program Supplement for and on behalf of
the City of Palo Alto.
011009 syn 0090871
SECTION 2. Adoption of the Program Supplement does not
constitute a project for purposes of the California Environmental
Quality Act ("CEQA"). Further, the proposed traffic signal timing
and replacement project is exempt from CEQA pursuant to Sections
15301 (Existing Facilities) and 15302 (Replacement or
Reconstruction) of the CEQA Guidelines.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
ATTEST:APPROVED:
City Clerk
APPROVED AS TO FORM:
Senior Asst. City Attorney
Mayor
City Manager
Director of Planning and
Community Environment
Chief Transportation Official
011009 syn 0090871
PROGRAM SUPPLEMENT NO. M001
to
ADMINISTERING AGENCY-STATE AGREEMENT
FOR FEDERAL-AiD PROJECTS NO. 04-5100
ATTA(
Date:Augus~ 21, 2001
Location : 04-SCL-0-PA
Project Number: C~/£L-5100(006)
E.A. Number: 04-923691
This Program Supplement is hereby incorporated into the Agency-State Agreement for Federal Aid which was entered into between
the Agency and the State on 07/17/97 and is subject to all the terms and conditions thereof. This Program Supplement is adopted in
accordance with Article I of the aforementioned IvIaster Agreement under authority of Resolution No. ¯ ,
approved by the Agency on (See copy attached).
The Agency further stipulates that as a condition to payment of funds obligated to this project, it accepts and will comply with the
covenants or remarks setforth on th9 following pages.
PROJECT LOCATION:
At various locations throughout City of Palo Alto
TYPE OF WORK : NTC~P Traffic Signal System Upgrade LENGTH :0 (MILES)
Estimated Cost Federal Funds Matching Funds
Q40 $212,472.00 LOCAL SB45 STATE OTHER
$240,472.00 $0.00 $28,000.00 $0.00
CiTY OF PAL0 ALTO STATE OF CALIFORNIA
Department of Transportation
By By
Chief, Office of LocalDateProject Implementation
Attest Date
Title
Programs
I hereby certifY upon my persona! knowledge that budgeted funds are available for this encumbrance:
Accounting O fflc~.~~~~~Date ~" ~/" ~ /
Chapter I Statu~es. I" Item Year (I // Pr°~em~ !~ ) I BC I Catv egory I Fttnd Source
106 2001 2660-I01-890 2001-2002_/ 20.30.010.820 C 262040 892-F
106 2001 2660-I01-042 2001-2002 20.30.600.675 N 262040 042-T
212,472.00
28,000.00
Program Supplement 04-5100-M001- iSTEA
EXHIBIT "A"
Page 1 of 5
’04-SC~0-PA
CML-51 oo(oo6)
08/21/2001
SPECIAL COVENANTS OR REMARKS
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 payment of Federal funds
will be limited to the amounts 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 Lo~al Assistance, Office of Project
Implementation.
STATE and ADMINISTERING AGENCY agree that any additional funds
which might be made available for new.phase(s) of work by future
Federal obligations wil! 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.
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 "Authorization to Proceed" from the
STATE for that phase(s) unless no further Stateor Federal funds
are needed for those future phase(s).
This PROJECT is programmed to receive funding from the 1998 State
Transportation Improvement Program (STIP), as amended. Funding
may be provided~ under oneor more components..A component(s)
specific fund allocation is required, in addition to other
requirements, before reimbursable work can occur for the
component(s) identified. Each allocation will be assigned an
effective date and identify the amount of funds allocated per
component(s).
This PROGRAM SUPPLEMENT has been prepared to allow reimbursement
of eligible PROJECT expenditures for the component(s) allocated.
The start of reimbursable expenditures is restricted to the later
of either i) the effective date of the Master Agreement, 2)the
effective date of the PROGRAM SUPPLEMENT, or 3)the effective date
Program Supplement 04-5100-M0011 ISTEA Page 2 of 5
’04-SCL-O-PA
CML-~O0(O0~)
08/21/2001
SPECIAL COVENANTS OR REMARKS
of the component specific allocation.
STATE and ADMIN!STERING AGENCY agree that.additional funds made
available by futureallocations will be. encumbered.on this
PROJECT by use of a STATE approved Allocation Letter and Finance
Letter. ADMINISTERING AGENCY agrees that STATE funds available
for reimbursement will be limited to.the amount allocated by the
California Transportation Commission (CTC) and/or the STATE.
All project repair, replacement and maintenance involving the
physical condition and the operation of project improvements
referred to in Article Ill MAINTENANCE, of the aforementioned
Master Agreement will be the responsibility of the ADMINISTERING
AGENCY and shall be performed~.at regular ±ntervals and as
required/for efficient operation of the.completed project
improvements.
This PROJECT is subject to the timely use of funds provisions
enacted by Senate Bill 45 (SB 45), approved in 1997, .and
subsequent CTC guidelines and State procedures approved by the
CTC and STATE, as outlined below:
Funds allocated for the enviroranental & permits, plan
specifications & estimate, and right-of-way components are
available for expenditure until the end of the second fiscal year
following the year in which the funds were allocated.
Funds allocated for the construction component are subject to an
award deadline and contract completion deadline. ADMINISTERING
AGENCY agrees to award the contract within 12 months of the
construction fund allocation and complete.the construction or
vehicle purchase contract within 36 months of award.
Upon ADMINISTERING AGENCY request, the CTC and/or STATE may
approve supplementary allocations, time extensions, and fund
transfers between components. An approved time extension will
revise the timely use .of funds criteria, outlined above, for the
component(s) and allocation(s) requested. Approved supplementary
allocations, time extensions, and fund transfers between
components, made after the execution of this PROGRAM. SUPPLEMENT
will be documented and considered subject to the terms and
conditions thereof~
Program Supplement 04-5100-M001- ISTEA Page 3 of 5
CML-5100(006)
08/21/2001
SPECIAL COVENANTS OR REMARKS
Documentation for approved supplementary allocations, time
extensions, and fund transfers between components, will be a
STATE approved Allocation-Letter, Fund Transfer Letter, Time
Extension Letter, and Finance Letter, as appropriate.
10o This PROJECT will be administered in accordance with the CTC STIP
guidelines, as adopted or amended, and the STATE Procedures for
Administering Local Grant P~ojects in the State Transportation
Improvement Program (STIP), the Local Assistance Program
Guidelines, and the Local Assistance Procedures Manual. The
submittal of invoices for project costs shall be in accordance
with the above referenced publications and the following.
ii.The ADMINISTERING AGENCY shall invoice STATE for environmental &
permits, plans specifications & estimate, and right-of-way costs
no later than 180 days after the end of last eligible fiscal year
of expenditure. For construction costs, the ADMINISTERING AGENCY
has 180 days after.pr0Ject completion to make the fina! payment
to the contractor and prepare the final Report of Expenditures
and final invoice, and submit to STATE for verification and
payment.
12.A!l obligations of STATE under-the terms of this Agreement are
subject to the appropriation of resources by the Legislature and
the encumbrance of funds under this Agreement. Funding and
reimbursement are available only upon the passage of the State
Budget Act containing these STATE funds.-
13.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.
14.The ADMINISTERING AGENCY is required to have an audit in
accordance with the Single Audit Act and OMB A-133 if it receives
a total 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
Program Supplement 04-5100-M001- ISTEA Page 4 of 5
=’CL-OIPA
C~L-5100(00~)
08/21/200 !
SPECIAL COVENANTS OR REMARKS
superceded by this covenant to conform to OMB A-133.
¯ Program Supplement04-5100-M001- ISTEA Page 5 of 5