CC 2019-03-12_08e Adopt Local Assistance Procedures ManualMEMORANDUM
TO: CITY COUNCIL
FROM: TERESA MCCLISH, COMMUNITY DEVELOPMENT DIRECTOR
BY: ROBIN DICKERSON, CITY ENGINEER
SUBJECT: CONSIDERATION OF A RESOLUTION AUTHORIZING ADOPTION OF
CALTRANS’ LOCAL ASSISTANCE PROCEDURES MANUAL CHAPTER
10
DATE: MARCH 12, 2019
SUMMARY OF ACTION:
Adoption of Caltrans’ Local Assistance Procedures Manual Chapter 10 will allow the City
to maintain eligibility for federal and state reimbursement for federal and state funded
projects.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There is no financial or personnel impact until federal and state funded projects are
identified at a later date.
RECOMMENDATION:
It is recommended the City Council adopt a Resolution authorizing the adoption of
Caltrans’ Local Assistance Procedures Manual Chapter 10 which describes the
consultant selection and procurement process Local Agencies must follow to maintain
eligibility for federal and state reimbursement.
BACKGROUND:
As of January 1, 2019, Caltrans is requiring all Agencies utilizing federal and state
reimbursement funds have a written procedure adopted by resolution and approved by
Caltrans. Although the Master Service Agreement references many of the similar
procedures, Caltrans is requiring each agency to provide a written procedure approved
by Caltrans and adopted by the Agency’s governing body, which describes the consultant
selection and procurement procedures for design and construction management
contracts over $150,000.
ANALYSIS OF ISSUES:
The City has several projects in various stages that rely on federal and/or state
reimbursement. Some of these projects include, but are not limited to, Bridge Street
Bridge, Traffic Way Bridge, and the Brisco Interchange projects. The adoption of this
resolution will allow these projects to complete the Caltrans review process prior to award
Item 8.e. - Page 1
CITY COUNCIL
CONSIDERATION AUTHORIZING THE ADOPTION OF CALTRANS’ LAPM CH 10
MARCH 12, 2019
PAGE 2
of design and construction management contracts over $150,000. These procedures
are the same procedures that City staff currently follows during procurement of consultant
services. If the City does not adopt these written procedures, we will need to develop our
own written procedures incorporating LAPM Chapter 10 and then Caltrans would need to
approve them before we could issue any more consultant service contracts over
$150,000.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
1. Approve staff’s recommendation;
2. Do not approve staff’s recommendation;
3. Modify as appropriate and approve staff’s recommendation; or
4. Provide direction to staff.
ADVANTAGES:
The adoption of this resolution would allow the City to continue utilizing federal and state
reimbursement funds for many of the capital improvement projects.
DISADVANTAGES:
No advantages have been identified as it relates to adoption of the Resolution.
ENVIRONMENTAL REVIEW:
Environmental review is not required for adoption of this resolution. Each project will
evaluate environmental impacts on a project-by-project basis.
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 8.e. - Page 2
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE AUTHORIZING THE ADOPTION OF
CALTRANS’ LOCAL ASSISTANCE PROCEDURES
MANUAL CHAPTER 10
WHEREAS, the City Council of the City of Arroyo Grande, through the Departments of
Public Works and Community Development, is responsible for the execution of State and
Federal funded project(s); and
WHEREAS, Section 172.5 (b) of Title 23 of the Code of Federal Regulations (CFR) states
subrecipients shall develop and sustain organizational capacity and provide the resources
necessary for the procurement, management, and administration of engineering and design
related consultant services, reimbursed in whole or in part with Federal-Aid Highway
Program funding as specified in 23 U.S.C. 302(a); and
WHEREAS, 23 CFR 172.5(b)(1) requires subrecipients to adopt written policies and
procedures prescribed by the awarding State Transportation Agency for the procurement,
management, and administration of engineering and design related consultant services in
accordance with applicable Federal and State laws and regulations; and
WHEREAS, the State of California Department of Transportation (Caltrans) has developed
the Local Assistance Procedures Manual (LAPM), Chapter 10, Consultant Selection which
sets forth policies and procedures for procurements and managements of contracts for
engineering and design related consultant services contracts on federal and state funded
transportation projects to ensure compliance with applicable Federal and State laws and
regulations; and
WHEREAS, LAPM Chapter 10, Consultant Selection, describes the consultant selection
and procurement process local agencies must follow to maintain eligibility for federal and
state reimbursement.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande
hereby adopts Caltrans LAPM Ch.10, Consultant Selection, and any updates thereto, in the
procurement of architectural and engineering services for state and federal funded projects.
On motion by Council Member _________, seconded by Council Member _________ and
by the following roll call vote, to wit:
AYES:
NOES:
ABSENT:
The foregoing Resolution was adopted this 12th day of March, 2019.
Item 8.e. - Page 3
RESOLUTION NO.
PAGE 2
_______________________________________
CAREN RAY RUSSOM, MAYOR
ATTEST:
KELLY WETMORE, CITY CLERK
APPROVED AS TO CONTENT:
______________________________________
JAMES A. BERGMAN, CITY MANAGER
APPROVED AS TO FORM:
______________________________________
HEATHER K. WHITHAM, CITY ATTORNEY
Item 8.e. - Page 4