CC 2021-07-27_08j Program Supplement_Pedestrian Crossing Enhancements
MEMORANDUM
TO: CITY COUNCIL
FROM: BILL ROBESON, ASSISTANT CITY MANAGER/PUBLIC WORKS
DIRECTOR
BY: JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER
SUBJECT: CONSIDERATION OF PROGRAM SUPPLEMENT NO. 000000X01 TO
ADMINISTERING AGENCY-STATE AGREEMENT FOR STATE FUNDED
PROJECTS NO. 05-5199S21 FOR PEDESTRIAN CROSSING
ENHANCEMENTS
DATE: JULY 27, 2021
SUMMARY OF ACTION:
Approve Program Supplement No. 000000X01 to allow for State Highway Safety
Improvement Program (HSIP) fund reimbursement for pedestrian crossing
enhancements.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The City was successful in securing $250,000 of State Highway Safety Improvement
Program (HSIP) funds for the subject project. An allocation of $45,000 for the preliminary
engineering phase of the project has been made by the State and is now available to the
City. There is no local match requirement to the HSIP funds for this project.
RECOMMENDATION:
It is recommended the City Council 1) adopt a Resolution authorizing the Mayor to
execute Program Supplement No. 000000X01 to Administering Agency-State Agreement
for State Funded Projects Agreement No. 05-5199S21 for pedestrian crossing
enhancements; and 2) direct the City Clerk to submit the Program Supplement and
authorizing Resolution to Caltrans.
BACKGROUND:
In March 2021, staff received notification that the City was successful in securing
$250,000 of State HSIP funding for pedestrian crossing enhancements. The application
submitted by the City proposed enhancements at three uncontrolled pedestrian
crosswalks:
• Crosswalk on west leg of East Grand Avenue at Alder Street
• School crosswalk across Farroll Avenue at South Halcyon Road
• School crosswalk on south leg of South Halcyon Road at Sandalwood Avenue
Item 8.j. - Page 1
CITY COUNCIL
CONSIDERATION OF PROGRAM SUPPLEMENT NO. 000000X01 TO
ADMINISTERING AGENCY-STATE AGREEMENT FOR STATE FUNDED PROJECTS
NO. 05-5199S21 FOR PEDESTRIAN CROSSING ENHANCEMENTS
JULY 27, 2021
PAGE 2
The enhancements proposed include rectangular rapid flashing beacons (RRFBs), curb
extensions, ADA curb ramps, yield lines, and striping and pavement markings.
ANALYSIS OF ISSUES:
In order for a local agency to expend funds through the HSIP, it must enter into a general
Master Agreement with the State. The Master Agreement contains general provisions and
identifies responsibilities of each agency for State funded projects. Once a Master
Agreement is in place, the City and the State can enter into a Program Supplement to the
Master Agreement.
The Program Supplement to the Master Agreement is a project-specific agreement that
formalizes the financial responsibilities and provisions for a specific State-funded project.
This Program Supplement identifies the types and amounts of federal, State and local
funds used to finance the locally sponsored project. It is the contractual basis for the State
to pay the City for work done. Special covenants or clauses in the agreement define the
City’s specific responsibilities in implementing and maintaining the project.
Before the City can begin invoicing for reimbursement of the $45,000 of HSIP funds for
preliminary engineering work for the proposed pedestrian crossing enhancements, a
Program Supplement must be executed. A certified Resolution that clearly identifies the
official who is authorized to execute Program Supplement No. 000000X01 on the City’s
behalf is required.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve staff’s recommendation;
2. Do not approve staff’s recommendation and request further information;
3. Modify staff’s recommendation and approve; or
4. Provide other direction to staff.
ADVANTAGES:
Approving Program Supplement No. 000000X01 will allow the City to request 100%
reimbursement for up to $45,000 in preliminary engineering expenditures for pedestrian
crossing enhancements.
DISADVANTAGES:
None identified at this time.
Item 8.j. - Page 2
CITY COUNCIL
CONSIDERATION OF PROGRAM SUPPLEMENT NO. 000000X01 TO
ADMINISTERING AGENCY-STATE AGREEMENT FOR STATE FUNDED PROJECTS
NO. 05-5199S21 FOR PEDESTRIAN CROSSING ENHANCEMENTS
JULY 27, 2021
PAGE 3
ENVIRONMENTAL REVIEW:
No environmental review is required for this item. The City will be the lead agency for
California Environmental Quality Act (CEQA) approval and an environment determination
will be presented to Council at the time of approval of the project plans and specifications.
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.
Attachment:
1. Proposed Resolution - Program Supplement No. 000000X01 to Administering Agency-
State Agreement for State Funded Projects No. 05-5199S21 for Pedestrian Crossing
Enhancements and Appointing the Mayor as the Official Representative Authorized to
Sign the Program Supplement
Item 8.j. - Page 3
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO
GRANDE APPROVING PROGRAM SUPPLEMENT NO. 000000X01 TO
ADMINISTERING AGENCY-STATE AGREEMENT FOR STATE FUNDED
PROJECTS NO. 05-5199S21 FOR PEDESTRIAN CROSSING
ENHANCEMENTS AND APPOINTING THE MAYOR AS THE OFFICIAL
REPRESENTATIVE AUTHORIZED TO SIGN THE PROGRAM
SUPPLEMENT
WHEREAS, the City of Arroyo Grande is eligible to receive State funding for certain
transportation projects through the California Department of Transportation (Caltrans);
and
WHEREAS, the City applied for and received approval of $250,000 of State Highway
Safety Improvement Program (HSIP) funds for pedestrian crossing enhancements; and
WHEREAS, the City and the State have entered into Master Agreement Administering
Agency-State Agreement for State-Funded Projects No. 05-5199S21; and
WHEREAS, Caltrans has submitted for approval and execution by the City, Program
Supplement No. 000000X01 for $45,000 of HSIP funds for the preliminary engineering
phase of the pedestrian crossing enhancements; and
WHEREAS, Program Supplement No. 000000X01 must be executed with Caltrans before
State funds can be claimed for reimbursement.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Arroyo
Grande hereby:
1.Approves Exhibit A attached, entitled “Program Supplement No. 000000X01 to
Administering Agency-State Master Agreement for State Funded Projects Agreement
No. 05-5199S21”.
2.Appoints the Mayor as the official representative authorized to sign the Program
Supplement.
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 27th of July, 2021.
Attachment 1
Item 8.j. - Page 4
RESOLUTION NO.
PAGE 2
CAREN RAY RUSSOM, MAYOR
ATTEST:
JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
WHITNEY MCDONALD, CITY MANAGER
APPROVED AS TO FORM:
TIMOTHY J. CARMEL, CITY ATTORNEY
Item 8.j. - Page 5
Item 8.j. - Page 6
EXHIBIT A
05--519-X01- SERIALProgram Supplement
05-SLO-0-ARGD
HSIPSL-5199(033)
SPECIAL COVENANTS OR REMARKS
Page 2 of 3
1.A. This PROJECT has received STATE funds from Highway Safety Improvement
Program (HSIP). The ADMINISTERING AGENCY agrees to administer the PROJECT in
accordance with the Highway Safety Improvement Program (HSIP) Guidelines, the Local
Assistance Procedures Manual (LAPM), the Local Assistance Program Guidelines
(LAPG), and this PROGRAM SUPPLEMENT.
B. The STATE funds for this PROJECT may be provided under one or more phases,
which are Preliminary Engineering (PE), Right-of-Way (R/W) and Construction (Con).
A phase-specific fund allocation is required, in addition to other requirements, before
reimbursable work can occur for the phase identified. Each allocation will be assigned an
effective date and identify the amount of funds allocated per phase. Unless otherwise
determined, the effective date of the phase-specific allocation will constitute the start of
reimbursable expenditures for the phase. The STATE funds available for reimbursement
will be limited to the amount allocated by the STATE for the phase.
C. At the time of the first fund allocation approval for the Project, this PROGRAM
SUPPLEMENT, a STATE-approved Allocation Letter and STATE Finance Letter are
prepared to allow reimbursement of eligible PROJECT expenditures for the phase
allocated.
D. STATE and ADMINISTERING AGENCY agree that any additional fund allocations
made after the execution of this PROGRAM SUPPLEMENT, for the phase that has been
authorized in the first fund allocation approval or for a new phase, will be encumbered on
this PROJECT by use of a STATE-approved Allocation Letter and a STATE Finance
Letter and are subject to the terms and conditions thereof.
E. This PROJECT is subject to the delivery requirements enacted by the HSIP guidelines.
The delivery requirements may be accessed at: https://dot.ca.gov/programs/local-
assistance/fed-and-state-programs/highway-safety-improvement-program/delivery-
requirements-status-approved-projects.
F. Award information shall be submitted by the ADMINISTERING AGENCY to the District
Local Assistance Engineer immediately after project contract award and prior to the
submittal of the ADMINISTERING AGENCY'S first invoice for the construction contract.
Failure to do so will cause a delay in the State processing of invoices for the construction
phase.
G. The ADMINISTERING AGENCY shall invoice STATE for PE, R/W and CON costs no
later than 180 days after the end of expenditure the phase. For construction costs, the
ADMINISTERING AGENCY has 180 days after project completion or contract acceptance
to make the final payment to the contractor, prepare the final Report of Expenditures and
final invoice, and submit to STATE for verification and payment.
H. ADMINISTERING AGENCY agrees to submit the final report documents that
collectively constitute a "Report of Expenditures" within one hundred eighty (180) days of
Item 8.j. - Page 7
05--519-X01- SERIALProgram Supplement
05-SLO-0-ARGD
HSIPSL-5199(033)
SPECIAL COVENANTS OR REMARKS
Page 3 of 3
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 LAPM
provisions.
I. 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).
J. By executing this PROGRAM SUPPLEMENT, ADMINISTERING AGENCY agrees to
provide the STATE, upon request, with the information related to the PROJECT for the
purpose of project evaluation or other purposes.
K. The ADMINISTERING AGENCY shall construct the PROJECT in accordance with the
scope of work presented in the application and approved by the State. Any changes to
the approved PROJECT scope without the prior expressed approval of the State are
ineligible for reimbursement and may result in the entire PROJECT becoming ineligible
for reimbursement.
Item 8.j. - Page 8