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CC 2018-07-24_09j Program Supplement Agreement_Systemic Safety Analysis Report Program MEMORANDUM TO: CITY COUNCIL FROM: TERESA MCCLISH, COMMUNITY DEVELOPMENT DIRECTOR BILL ROBESON, PUBLIC WORKS DIRECTOR BY: ROBIN DICKERSON, CITY ENGINEER SUBJECT: CONSIDERATION OF PROGRAM SUPPLEMENT AGREEMENT NO. R17 TO ADMINISTERING AGENCY-STATE MASTER AGREEMENT NO. 00190S AND AUTHORIZATION TO DISTRIBUTE A REQUEST FOR PROPOSALS FOR SYSTEMIC SAFETY ANALYSIS REPORT PROGRAM (SSARP) DATE: JULY 24, 2018 SUMMARY OF ACTION: Approving Program Supplement Agreement No. R17 to Administering Agency-State Master Agreement No. 00190S would allow the City to seek reimbursement from the State for engineering services provided in preparing the Systemic Safety Analysis Report. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The City was successful in securing $67,500 of state funds for preliminary engineering work for the preparation of the Systemic Safety Analysis Report (SSAR). There is an 11.47% local match requirement of $7,500, which is included in the City’s FY 2018-19 capital improvement program budget. Execution of the Supplemental agreement enables the City to begin invoicing for reimbursement of work performed. RECOMMENDATION: It is recommended the City Council: 1. Adopt a Resolution authorizing the Mayor to execute Program Supplement Agreement No. R17 to Administering Agency-State Master Agreement No. 00190S for the Systemic Safety Analysis Report Program; and 2. Direct staff to prepare and distribute a Request for Proposals (RFPs) for consultant services to provide engineering services for the preparation of the SSAR. BACKGROUND: The City of Arroyo Grande has successfully competed for funding from the Caltrans Systemic Safety Analysis Report Program (SSARP). The SSARP is a proactive safety approach that focuses on evaluating an entire roadway network using a defined set of criteria. It looks at crash history on an aggregate basis to identify high-risk roadway characteristics, rather than looking at high-collision concentration locations through site Item 9.j. - Page 1 CITY COUNCIL CONSIDERATION OF PROGRAM SUPPLEMENT AGREEMENT NO. R17 TO ADMINISTERING AGENCY-STATE MASTER AGREEMENT NO. 00190S AND AUTHORIZATION TO DISTRIBUTE A REQUEST FOR PROPOSALS JULY 24, 2018 PAGE 2 analysis. The goal of the SSARP is to help local agencies identify safety projects to submit for Highway Safety Improvement Program (HSIP) funding consideration. It is anticipated that documented results from the SSAR will identify high benefit-cost ratio safety projects that have been found in the past to be strong HSIP candidates. There are four basic objectives of the SSAR Program: 1) Identifying Focus Crash Types and Risk Factors; 2) Screening and Prioritizing Candidate Locations; 3) Selecting Potential Low-Cost Countermeasures; and 4) Prioritizing Projects per Benefit-Cost Ratios using the Transportation Injury Mapping System (TIMS) Calculation Tool ANALYSIS OF ISSUES: The City of Arroyo Grande is not experiencing high collision concentrations at specific locations. It is the City's intent that the SSAR consultant will perform an analysis of the entire roadway system to identify high-risk roadway characteristics as opposed to analyzing high collision sites. The City will supply crash data obtained and cataloged by its police department, and mapped by its engineering staff. It is the City's goal to identify infrastructure improvement countermeasures that mitigate the City's primary crash type trends which include rear ends, sideswipes, pedestrian/bicycle and broadsides. The City’s SSAR will address up to three Strategic Highway Safety Plan (SHSP) Challenge Areas including: 1) Intersection, Interchanges and Other Roadway Access 2) Pedestrians 3) Bicycling ALTERNATIVES: The following alternatives are provided for the Council's consideration: 1. Approve staff’s recommendations to approve Program Supplement Agreement No. R17, and authorize staff to distribute RFPs to qualified consultants; 2. Do not approve staff’s recommendations to approve Program Supplement Agreement No. R17, and authorize staff to distribute RFPs to qualified consultants; 3. Approve staff’s recommendations to approve Program Supplement Agreement No. R17, but do not authorize staff to distribute RFPs to qualified consultants; or 4. Do not approve staff recommendations; or 5. Provide direction to staff. ADVANTAGES: Approving the Program Supplement Agreement will allow the City to request 88.53% reimbursement for Preliminary Engineering expenditures for the preparation of the SSAR. The report will allow the City to identify projects with the required cost to benefit ratio needed to secure the safety improvement funding. Procuring a consultant team that Item 9.j. - Page 2 CITY COUNCIL CONSIDERATION OF PROGRAM SUPPLEMENT AGREEMENT NO. R17 TO ADMINISTERING AGENCY-STATE MASTER AGREEMENT NO. 00190S AND AUTHORIZATION TO DISTRIBUTE A REQUEST FOR PROPOSALS JULY 24, 2018 PAGE 3 specializes in this type of work will ensure the project progresses through the development process smoothly and thoroughly. DISADVANTAGES: The preparation of this report will require staff time and City funds. If Preliminary Engineering work is not completed in a timely manner, it is possible that the grant funding could be deobligated by Caltrans. Not preparing this report will significantly impact the City's financial circumstances in securing future funding. ENVIRONMENTAL REVIEW: The SSAR does not require environmental review. Each project completed will evaluate environmental impacts on a project-by-project basis. The individual projects developed from the SSAR will include the necessary environmental reviews and studies. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2. At the time of report publication, no comments have been received. Item 9.j. - Page 3 RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE APPROVING PROGRAM SUPPLEMENT NO. R17 TO ADMINISTERING AGENCY-STATE MASTER AGREEMENT NO. 00190S FOR THE SYSTEMIC SAFETY ANALYSIS REPORT (SSAR) WHEREAS, the City and the State have entered into Administering Agency-State Master Agreement for State Funded Projects No. 00190S; and WHEREAS, Program Supplement No. R17 to the Administering Agency-State Master Agreement for State Funded Projects No. 00190S designates the State funds requested and the matching funds to be provided by the City of Arroyo Grande for the Systemic Safety Analysis Report; and WHEREAS, the City of Arroyo Grande is eligible to receive State funds. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Arroyo Grande hereby: 1. Approves Exhibit A attached, entitled “Program Supplement Agreement No. 0R17, to Administering Agency-State Master Agreement for Federal-Aid Projects No. 00190S ". 2. Appoints the Mayor as the official representative authorized to sign the Program Supplement Agreement. On motion of Council Member , seconded by Council Member , and on the following roll call vote, to wit: AYES: NOES: ABSENT: the foregoing Resolution was passed and adopted this 24th day of July, 2018. Item 9.j. - Page 4 RESOLUTION NO. PAGE 2 JIM HILL, MAYOR ATTEST: KELLY WETMORE, CITY CLERK APPROVED AS TO CONTENT: JAMES A. BERGMAN, CITY MANAGER APPROVED AS TO FORM: HEATHER WHITHAM, CITY ATTORNEY Item 9.j. - Page 5 EXHIBIT A Item 9.j. - Page 6 PROGRAM SUPPLEMENT NO. R17 to ADMINISTERING AGENCY-STATE AGREEMENT FOR STATE FUNDED PROJECTS NO 00190S Adv Project ID Date: May 23, 2018 0518000168 Location: 05-SLO-0-ARGD Project Number: SSARPL-5199(031) E.A. Number: Locode: 5199 This Program Supplement, effective t;\1lt)tlo, hereby adopts and incorporates into the Administering Agency-State Agreement No. 00190S for State Funded Projects which was entered into between the ADMINISTERING AGENCY and the STATE with an effective date of 11 /13/08 and is subject to all the terms and conditions thereof. This 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 copy attached). The ADMINISTERING AGENCY further stipulates that as a condition to the payment by the State of any funds derived from sources noted below encumbered to this project, Administering Agency accepts and will comply with the Special Covenants and remarks set forth on the following pages. PROJECT LOCATION: Citywide TYPE OF WORK: Citywide Safety Analysis Estimated Cost STATE $75,000.00 CITY OF ARROYO GRANDE By Title Date Attest State Funds $67,500.00 LOCAL $7,500.00 Matching Funds OTHER $0.00 STATE OF CALIFORNIA Department of Transportation By Chief, Office of Project Implementation Division of Local Assistance Date------------ I hereby certify upon my personal knowledg~udgeted funds are available for this encumbrance: ---=:z--~ :--~ ' Accounting Officec#:~:~::"~ -~-=-=---=-Date _ <;( ~~~_( $67,500.00 Chapter Statutes Item i Year Program BC Category Fund Source AMOUNT -·-·------ Program Supplement 00-190S-R17-SERIAL Page 1 of 3 Item 9.j. - Page 7 STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION PROGRAM SUPPLMENT AND CERTIFICATION FORM PSCF (REV. 01/2010) TO STATE CONTROLLER'S OFFICE Claims Audits FROM: 3301 "C" Street, Rm 404 Sacramento, CA 95816 Department of Transportation SUBJECT: Encumbrance Document VENDOR/ LOCAL AGENCY: City of Arroyo Grande CONTRACT AMOUNT: $67,500.00 PROCUREMENT TYPE: Local Assistance CHAPTER STATUTES ITEM 23 2016 2660-102-0042 YEAR 2016-2017 Page_of_ DATE PREPARED: PROJECT NUMBER: 23-May-18 0518000168 REQUISITION NUMBER/ CONTRACT NUMBER: RQS 051800000454 PEC / PECT TASK/ SUBTASK AMOUNT 2030010/550 2620/0420 $67,500.00 ADA Nofo For individuals with sensory disabilities, this document is available in alternate formats. For information, call (915) 654-641 O of TDD (916) -3880 or write Records and Forms Management, 1120 N. Street, MS-89, Sacramento, CA 95814. Item 9.j. - Page 8 05-SLO-0-ARGD 'SSARPL-5199(031) SPECIAL COVENANTS OR REMARKS 05/23/2018 1. All 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. 2. Any State and Federal funds that may have been encumbered for this project are available for disbursement for limited periods of time. For each fund encumbrance the limited period is from the start of the fiscal year that the specific fund was appropriated within the State Budget Act to the applicable fund Reversion Date shown on the State approved project finance letter. Per Government Code Section 16304, all project funds not liquidated within these periods will revert unless an executed Cooperative Work Agreement extending these dates is requested by the ADMINISTERING AGENCY and approved by the California Department of Finance. ADMINISTERING AGENCY should ensure that invoices are submitted to the District Local Assistance Engineer at least 75 days prior to the applicable fund Reversion Date to avoid the lapse of applicable funds. Pursuant to a directive from the State Controller's Office and the Department of Finance; in order for payment to be made, the last date the District Local Assistance Engineer can forward an invoice for payment to the Department's Local Programs Accounting Office for reimbursable work for funds that are going to revert at the end of a particular fiscal year is May 15th of the particular fiscal year. Notwithstanding the unliquidated sums of project specific State and Federal funding remaining and available to fund project work, any invoice for reimbursement involving applicable funds that is not received by the Department's Local Programs Accounting Office at least 45 days prior to the applicable fixed fund Reversion Date will not be paid. These unexpended funds will be irrevocably reverted by the Department's Division of Accounting on the applicable fund Reversion Date. 3. 1. This PROJECT is funded with State-Only funding from the Systemic Safety Analysis Report Program (SSARP). ADMINISTERING AGENCY agrees to administer PROJECT in accordance with the SSARP Guidelines under which the project was selected. 2. The ADMINISTERING AGENCY agrees to follow all relevant State laws and requirements including the California Environmental Quality Act (CEQA). 3. This PSA allows reimbursement of eligible PROJECT expenditures to the ADMINISTERING AGENCY for which the SSARP State funds are allocated. The effective State allocation date establishes the eligibility date for the ADMINISTERING AGENCY to start reimbursable work. Any work performed prior the effective allocation date is not eligible for reimbursement from the SSARP funds. 4. ADMINISTERING AGENCY agrees that SSARP funds available for reimbursement will be limited to the amount allocated and encumbered by the STATE consistent with the scope of work in the STATE approved application. Funds encumbered may not be used for a modified scope of work after a project is awarded unless approved by the Statewide SSARP Coordinator prior to performing work. Program Supplement 00-190S-R17-SERIAL Page 2 of 3 Item 9.j. - Page 9 05-SLO-0-ARGD 'SSARPL-5199(031) SPECIAL COVENANTS OR REMARKS 05/23/2018 5. ADMINISTERING AGENCY agrees to the program delivery and reporting requirements established by the SSARP Guidelines. The study and the Systemic Safety Analysis Report (SSAR) must be completed within thirty-six (36) months of the funding allocation. The Final Report of Expenditure, the final invoice and the SSAR report must be submitted to the DLAE within six (6) months of the report completion. 4. ADMINISTERING AGENCY agrees to comply with the requirements in 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (applicable to Federal and State Funded Projects). Program Supplement 00-190S-R17-SERIAL Page 3 of 3 THIS PAGE INTENTIONALLY LEFT BLANK Item 9.j. - Page 10