CITY OF SIMI VALLEY MEMORANDUM

CITY OF SIMI VALLEY MEMORANDUM AGENDA ITEM NO. Consent (6) May 4, 2015 TO: FROM: City Council Department of Public Works SUBJECT: ADOPTION OF A RESOLUTION APPROVING PROGRAM SUPPLEMENT NO. N02 TO THE ADMINISTERING AGENCY-STATE AGREEMENT NO. 00249S FOR ENGINEERING SERVICES FOR THE ARROYO SIMI GREENWAY BIKE TRAIL PHASE 3, PROJECT NO. ATPL-5405(082) STAFF RECOMMENDATION It is recommended that the City Council adopt the attached resolution (page 3) approving Program Supplement No. N02 to the Administering Agency-State Agreement No. 00249S for the City to receive State funds under the Active Transportation Program (ATP) for engineering services for the Arroyo Simi Greenway Bike Trail Phase 3, Project No. ATPL-5405(082), and authorize the Mayor to execute the Program Supplement (Attachment A, page 5). CITY MANAGER S RECOMMENDATION The City Manager recommends approval. BACKGROUND AND OVERVIEW Staff is recommending that the City Council adopt the attached resolution approving the grant program supplement to a State Master Agreement to fund engineering services for the Arroyo Simi Greenway Bike Trail Phase 3 project. The project includes the construction of a new 0.91-mile paved trail along the south bank of the Arroyo Simi between Madera Road and First Street, installation of a pedestrian/bicycle bridge west of First Street, and construction of a southerly trail spur along Fifth Street between Los Angeles Avenue and Royal Avenue to connect the bike trail to Sinaloa Middle School (see Location Map, Attachment B, page 10). The total project cost is estimated at $1,330,000. FINDINGS AND ALTERNATIVES State and Federal funding in the amount of $1,197,000 has been approved for this project under the Active Transportation Program (ATP) with a local match requirement of $133,000. The Rancho Simi Recreation and Park District (RSRPD) has agreed to contribute 50% of the required local match ($66,500). The City's share of the local match ($66,500) is contained in the FY 2014-15 Streets and Roads Budget. C1527.SR.JH

2 An initial obligation of $77,000 has been approved by Caltrans for engineering designs services, and it necessary for the City to execute the attached Program Supplement to receive the funds. The following alternatives are available for City Council consideration: 1. Adopt the attached resolution approving Program Supplement No. N02 to the Administering Agency-State Agreement No. 00249S for the City to receive State funds under the Active Transportation Program (ATP) for engineering service for the Arroyo Simi Greenway Bike Trail Phase 3, Project No. ATPL-5405(082), and authorize the Mayor to execute the Program Supplement; 2. Do not adopt the attached resolution and do not receive State funds; 3. Provide other direction to staff. Staff recommends Alternative No. 1. SUMMARY The Arroyo Simi Greenway Bike Trail Phase 3 includes the construction of a new 0.91- mile paved trail section along the south bank of the Arroyo Simi between Madera Road and First Street, installation of a pedestrian/bicycle bridge west of First Street, and construction of a southerly trail spur along Fifth Street between Los Angeles Avenue and Royal Avenue to connect the bike trail to Sinaloa Middle School. The total project cost is estimated at $1,330,000. State and Federal funding has been approved for this project under ATP. It is recommended that the City Council adopt the attached resolution approving Program Supplement No. N02 to the Administering Agency-State Agreement No. 00249S for the City to receive State funds under the ATP for engineering services for the project, and authorize the Mayor to execute the Program Supplement. Prepared by: Fuad Shamout, Senior Engineer Ronald K. Fuchiwaki, Director Department of Public Works INDEX Page Resolution... 3 Attachment A Program Supplement... 5 Attachment B Location Map... 10 C1527.SR.JH

3 RESOLUTION NO. 2015-28 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SIMI VALLEY ADOPTING PROGRAM SUPPLEMENT NO. N02 TO ADMINISTERING AGENCY-STATE AGREEMENT NO. 00249S FOR ENGINEERING SERVICES FOR THE ARROYO SIMI GREENWAY BIKE TRAIL PHASE 3, FEDERAL AID PROJECT NO. ATPL-5405(082) WHEREAS, pursuant to the Master Agreement Administering Agency- State Agreement No. 00249S with the State of California for Federal Aid Projects, the City of Simi Valley has applied for State and Federal monies for the Engineering Services for the Arroyo Simi Greenway Bike Trail Phase 3, Federal Aid Project No. ATPL-5405(082); and WHEREAS, Caltrans has reviewed and found the subject projects eligible for State funding; and WHEREAS, the Program Supplement No. N02 to Administering Agency- State Agreement No. 00249S outlines the conditions and covenants of State funding for the subject project; and WHEREAS, the City Council is desirous of approving and accepting Program Supplement No. N02 to Administering Agency-State Agreement No. 00249S. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SIMI VALLEY DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. The above recitals are true and correct. SECTION 2. The Program Supplement No. N02 to Administering Agency- State Agreement No. 00249S for Federal-Aid Project attached hereto and incorporated by reference herein is hereby approved and accepted by the City of Simi Valley, and the Mayor is authorized to execute the Program Supplement on behalf of the City. C1527.RES.JH

4 RES. NO. 2015-28 SECTION 3. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the Office of the City Clerk. Attest: PASSED and ADOPTED this 4 th day of May 2015. Ky Spangler, Deputy Director/City Clerk Approved as to Form: Robert O. Huber, Mayor of the City of Simi Valley, California Approved as to Content: Lonnie J. Eldridge, City Attorney Eric J. Levitt, City Manager Ronald K. Fuchiwaki, Director Department of Public Works C1527.RES.JH

RES. NO. 2015-28 ATTACHMENT A 5 PROGRAM SUPPLEMENT NO. N02 to ADMINISTERING AGENCY-STATE AGREEMENT FOR STATE FUNDED PROJECTS NO 00249S Adv Project ID 10 Date: Location:: 0715000148 Location Project Number: E.A. Number: Locode:: Locode March 10, 2015 07-VEN -0-SIMV ATPL-5405(082} 5405 Th is Program Supplement, effective, hereby adopts and incorporates into the Administering Agency-State This AgencY-State Agreement No. 00249S for State Funded Projects which was entered into between the ADMINISTERING AGENCY and thereof. This PROGRAM the STATE with an effective date of 03/30109 and is subject to all the terms and conditions thereof. SUPPLEMENT is executed in accordance with Article I of the aforementioned Master Agreement under authority of ADMINISTERING (See copy Resolution No. 2015-28 approved by the ADMIN ISTERING AGENCY on May 4, 2015 attached).. 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. pages. PROJECT LOCATION: ALONG THE ARROYO SIMI FROM MADERA ROAD TO FIRST STREET. TYPE OF WORK: PAVE CLASS I BIKE TRAIL ON SOUTH SIDE OF ARROYO SIMI. IT INCLUDES LANDSCAPING ALONG FIFTH STREET TRA Estimated Cost Matching Funds State Funds STATE LOCAL $77,000.00 $0.0o STATE OF CALIFORNIA Department of Transportation CITY OF SIMI VALLEY Title OTHER $9,000.00 $9,000.00 $86,000.00 By I Robert O. Huber By Chief, Chief, Office of Project Implementation Division of Local Assistance Mayor Date - - - - - - - - Date ---------------- Attest -------------------- Ky Spangler, Deputy Director/City Clerk?."",-. ttif '-" I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance encumbrance:: Accounting Acco" nling Officer () ( ' " ".,'.. ~ u; Date Dale Program Supplement 00-249S-N02- SERIAL 3 /'1// :5/ f ' ;/I::' 05 $77.000 $77.000.00.00 Page 1 of 4

STATE OF CALIFORNIA. DEPARTMENT OF TRANSPORTATION PROGRAM 5UPPLMENT AND CERTIFICATION FORM PSCF (REV. 01/2010) TO STATE CONTROLLER'S OFFICE Clains Audits 3301 "c" Street, Rm 404 Sacramento, CA 95816 FROM: Department of Transportation SUBJECT: Encumbrance Document VENDOR 1 LOCAL AGENCY: CITY OF SIMI VALLEY CONTRACT AMOUNT: PROCUREMENT TYPE: Local Assistance 6 DATE PREPARED REQUISITION NUMBER 1 CONTRACT NUMBER: RQS-2660-071500000769 PROJECT NUMBER 3/10/2015 0715000148 Page_of_ $77,000.00 CHAPTER STATUTES ITEM 20 2013 2660-108-0042 YEAR 2013-2014 PEC 1 PECT TASK 1 SUBTASK AMOUNT 2030720100 2620/0000 77,000.00 I ADA Notit For individuals with sensory disabilities, this document is available in alternate formats. For information, call (915) 654-6410 of TOO (916) -3880 or write Records and Forms Management, 1120 N. Street, MS-89, Sacramento, CA 95814.

, 07 -VEN-O-SIMV 03/10/2015 7 ATPL-5405(082) SPECIAL COVENANTS OR REMARKS Chapter Statutes Item Year Program BC Category Fund Source AMOUNT Program Supplement 00-249S-N02- SERIAL Page 2 of 4

07 -VEN-O-SIMV A TPL-5405(082) 8 SPECIAL COVENANTS OR REMARKS 03/10/2015 1. A. This PROJECT will be administered in accordance with the applicable CTC STIP guidelines and the Active Transportation Program guidelines as adopted or amended, the Local Assistance Procedures Manual (LAPM), the Local Assistance Program Guidelines (LAPG), and this PROGRAM SUPPLEMENT. B. This PROJECT is programmed to receive State funds from the Active Transportation Program (ATP). Funding may be provided under one or 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. Unless otherwise determined, the effective date of the component specific allocation will constitute the start of reimbursable expenditures. C. STATE and ADMINISTERING AGENCY agree that any additional funds made available by future allocations 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. D. Upon ADMINISTERING AGENCY request, the CTC and/or STATE may approve supplementary allocations, time extensions, and fund transfers between components. Funds transferred between allocated project components retain their original timely use of funds deadlines, but an approved time extension will revise the timely use of funds criteria 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. Documentation will consist of a STATE approved Allocation Letter, Fund Transfer Letter, Time Extension Letter, and Finance Letter, as appropriate. E. This PROJECT is subject to the timely use of funds provisions enacted by the Active Transportation Program guidelines, as adopted or amended, and by approved CTC and State procedures as outlined below. Funds allocated for the environmental & permits (E&P), plan specifications & estimate (PS&E), 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 6 months of the construction fund allocation and to complete and accept the construction within 36 months of award. F. Award information shall be submitted by the ADMINISTERING AGENCY to the District Program Supplement 00-249S-N02- SERIAL Page 3 of 4

07 -VEN-O-SIMV ATPL-5405(082) 9 SPECIAL COVENANTS OR REMARKS 03/10/2015 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 environmental & permits (E&P), plans specifications & estimate (PS&E), 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 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 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 and the Active Transportation Program (ATP) Guidelines. I. ADMINISTERING AGENCY agrees to comply with Office of Management and Budget (OMB) Circular A-8?, Cost Principles for State and Local Governments, and 49 CFR, Part 18, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments. Notwithstanding the foregoing, ADMINISTERING AGENCY will not be required to comply with 49 CFR, Part 18.36 (i), subsections (3), (4), (5), (6), (8), (9), (12), and (13). J. By executing this PROGRAM SUPPLEMENT, ADMINISTERING AGENCY agrees to comply with all reporting requirements in accordance with the Active Transportation Program guidelines, as adopted or amended. Program Supplement 00-249S-N02- SERIAL Page 4 of 4

10 ATTACHMENT B City of Simi Valley ~~, nfo'semml/ave~l~ DEPARTMENT OF PUBLIC WORKS w z '" W I ~ ft;;~~i~rd.~.' ARROYO SIMI GREENWAY-PHASE 3 LOCATION MAP SINALOA RD. ''Z NO SCALE