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CC - Item 6E - Garvey Avenue Resurfacing Project - Approval of Plans/Specifications and Authorizations to Solicit BidsROSEMEAD CITY COUNCIL STAFF REPORT TO: THE HONORABLE MAYOR AND CITY COUNCIL FROM: JEFF ALLRED, CITY MANAGER DATE: OCTOBER 27, 2009 SUBJECT: GARVEY AVENUE RESURFACING PROJECT -AUTHORIZATION TO SOLICIT BIDS SUMMARY As part of the City's Fiscal Year 2008-2009 Capital Improvement Program, the City Council approved a program entitled, "Garvey Avenue Resurfacing," which consists of AC overlay, sidewalk repairs, traffic striping, signage installation, curb ramps construction, median landscape improvements, installation of new city monument and appurtenances. The limits of this project are from New Avenue to Del Mar Avenue. Funds for this improvement in the amount of $815,473 were obtained from the Federal Surface Transportation Local Funds (the STPL-Funds) through the Los Angeles County Metropolitan Transportation Authority (LACMTA). Staff Recommendation Staff recommends that the City Council authorize staff to advertise and solicit bids to complete the improvement project. DISCUSSION According to the City of Rosemead Pavement Management Program report from 2004, Garvey Avenue has a Pavement Condition Index (PCI) of 36. The Pavement Management Program identifies and evaluates pavement conditions and determines the causes of deterioration rating the pavement conditions from 0 to 100 (0 being worst and 100 best). The proposed project includes the construction of 3.0-inch overlay rubberized pavement, median landscape modification, city monument installation, construction of new curb ramps, sidewalk, traffic striping, and appurtenances. The Engineer's Estimate for this project is $675,000.00. ITEM NO. APPROVED FOR CITY COUNCIL AGENDA: City Council Meeting October 27, 2009. Page 2 of 3 According to the City of Rosemead Pavement Management Program (PMP) report from 2004, Garvey Avenue has a Pavement Condition Index (PCI) of 36. The PMP identifies and evaluates pavement conditions and determines the causes of deterioration rating the pavement conditions from 0 to 100 (0 being worst and 100 best). The project location includes Garvey Avenue from the westerly City limit to Del Mar Avenue (Attachment 2). The proposed project includes the construction of 3.0-inch rubberized pavement overlay, modifications to existing median and parkway landscaping, as well as the installation of a new City monument sign (Attachment 3), curb ramps, sidewalks, traffic striping, and appurtenances. The Engineer's Estimate for this project is $675,000.00. Timeline If directed to move forward, staff will work to according to the following schedule: advertise for bids and complete this project October 27th- Authorization to Proceed City Council Approval of Design, Specifications and Authorization to Solicit Proposals for Garvey Avenue Street Resurfacing Project. October 29th and November 12th - Advertisement Advertisement of Project in Local Publications/Trade Journals November 18th - Bid Opening Public Bid Opening for Project December 8th - City Council Awards Contract January 1st - January 30th - Tentative Construction Schedule (30 calendar days) February 5th - Tentative Project Completion February 15th-Tentative Notice of Completion by City Engineer FINANCIAL REVIEW Funding for this project was approved by the City Council as part of the City's FY 2008- 09 Capital Improvement Program Budget. There is approximately $815,473 in federal funding available through MTA for this project. ENVIRONMENTAL REVIEW The project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 (a) of the CEQA Implementing Guidelines. City Council Meeting October 27, 2009. Page 3 of 3 PUBLIC NOTICE This agenda item has been noticed through the regular agenda notification process. Prepared by: Rafael Fajardo Lucien J. eBlanc P.E. Associate Civil Engineer City Engineer Submitted by: cxja~ Chris Marcarello Deputy Public Works Director Attachments: (1) March 10, 2009 Agenda Report and Minutes (2) Location Map (3) Proposed New Monument Sign • ROSEMEAD CITY COUNCIL STAFF REPORT TO: THE HONORABLE MAYOR AND CITY COUNCIL FROM: OLIVER CHI, CITY MANAGER Ot-6P DATE: MARCH 10, 2009 SUBJECT: EXCHANGE AGREEMENT - CONVERSION OF FEDERAL SURFACE TRANSPORTATION LOCAL (STP-L) FUNDS TO FLEXIBLE LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY FUNDS SUMMARY The Federal Surface Transportation Program Local (STP-L) program provides a funding source for a variety of transportation and local infrastructure projects. In order to obligate the use of these funds, local agencies must go through a lengthy and • administratively in-depth process due to federal grant regulations. The Los Angeles County Metropolitan Transportation Authority (Metro) offers local agencies an exchange program where STP-L funds may be exchanged for more flexible Metro funds allowing for easier access to transportation funds. Staff Recommendation Staff recommends that the City Council approve the exchange agreement with the Los Angeles County Metropolitan Transportation Program for the City's Federal Surface Transportation Program Local (STP-L) funds and authorize the City Manager to execute the agreement on behalf of the City. The Los Angeles County Metropolitan Transportation Authority (Metro) has initiated a program to allow local agencies to exchange Federal Surface Transportation Program Local (STP-L) funds for flexible Metro funds. This exchange program allows local agencies to access these STP-L funds without having to go through the complex federal obligation process for use of these transportation funds. In addition, this exchange program makes funding available immediately upon the execution of the exchange agreement rather than going through a restrictive and timely reimbursement process. The City of Rosemead currently holds an STP-L balance of $832,116. Upon execution 101 of $815,473 to -the City, which includes a 2% processing and administrative fee payable to Metro. Staff has determined that this fee is acceptable and that this exchange agreement will speed up project delivery, reduce administrative processing requirements, and allow the City to begin earning interest on these funds immediately. APPROVED FOR CITY COUNCIL AGENDA: ~ 9 - ITEM NO. 8 City Council Meeting • March 11, 2009 Page 2 of f 2 The City's Fiscal Year 200$-09 Capital Improvement Budget includes a street resurfacing project on Garvey Avenue from San Gabriel Boulevard to the westerly City limit. Processing this exchange agreement will allow staff to streamline the design process for this project by several months and take advantage of extremely favorable bidding conditions for public works projects. _ . FINANCIAL REVIEW If approved, the cost to convert the STP-L funds to more flexible Metro funds is the 2% administrative fee of $16,643. PUBLIC NOTICE This agenda item has been noticed through the regular agenda notification process. Prepared by: Chris Marcarello Deputy Public Works Director • Submitted by: Brian Saeki Assistant City Manager Attachment A: Exchange Agreement 0 MOU.STPLEXRO • Enclosure B EXCHANGE AGREEMENT AND ASSIGNMENT OF FEDERAL SURFACE TRANSPORTATION PROGRAM - LOCAL FUNDS This Exchange Agreement and Assignment of Federal Surface Transportation Program - Local Funds ("AGREEMENT"), is made and entered into as of January 23, 2009, by and between City Rosemead (the "CITY") and the Los Angeles County Metropolitan Transportation Authority ("LACMTA"). RECITALS: A. CITY is eligible for and has available Federal Surface Transportation Program- Local funds (the "STP-L Funds"). B. CITY desires to exchange $ 832,116 of CITY's STP-L Funds for a like amount of LACMTA STP-L Local Transportation Funds (the "LACMTA Funds"). C. LACMTA is willing to exchange $ 832,116 in LACMTA Funds for a like amount of CITY's STP-L Funds subject to the terms and conditions contained herein. • D. An exchange of CITY's STP-L Funds with LACMTA Funds is beneficial to and in the general interest of CITY and LACMTA. NOW THEREFORE, in consideration of the mutual benefits to be derived by CITY and LACMTA and of the promises contained herein, it is hereby agreed as follows: AGREEMENT: 1. CITY hereby assigns to LACMTA $ 832,116 of CITY'S STP-L Funds. LACMTA shall be authorized to deduct such amount from CITY's STP-L Fund balance. This assignment shall be automatically effective upon full execution of this AGREEMENT without the necessity of the execution, delivery or recording of any further instrument whatsoever. Notwithstanding the foregoing, at LACMTA's request, CITY shall execute and deliver such documents and instruments as may be required to evidence such assignment of STP-L Funds. 2. LACMTA hereby accepts CITY's assignment of CITY's STP-L Funds for use on Federal-aid-eligible project(s), to be determined by LACMTA in its sole and absolute discretion. 3. Upon receipt of (i) a fully executed AGREEMENT, (ii) CITY's written certification of the amount of CITY's STP-L Fund Balance, as defined herein, which ~CITY's'STP=L Fund-Balance so-ws t~f'CITYhas sufficient STP=); funds to meet its obligations hereunder, and (iii) LACMTA's deduction of the CITY's STP-L Funds as MOU.STPLEXRO • provided in paragraph 1 above, LACMTA shall pay CITY $815,473 of LACMTA Funds which includes the deduction for the processing fee described in paragraph 5 below. For purposes of this AGREEMENT, the CITY's STP-L Fund Balance shall mean the amount of funds contained in CITY's STP-L Fund account as of the date this AGREEMENT is fully executed plus CITY's FY2009 apportionment share of STP-L Funds. If the STP-L Fund Balance is insufficient to satisfy CITY's exchange obligations hereunder, CITY hereby authorizes LACMTA to deduct from CITY's future STP-L Funds until LACMTA has in the aggregate received the amount of CITY's STP-L Funds specified in paragraph I above. 4. LACMTA will make all disbursements electronically unless an exception is requested in writing. CITY must complete an Automated Clearing House (ACH) form as provided in Exhibit A. Disbursements via ACH will be made at no cost to CITY. 5. CITY shall pay LACMTA a two (2) percent processing and administrative fee ("Processing Fee") in connection with the exchange contemplated by this AGREEMENT. The Processing Fee shall be assessed against the total amount of LACMTA Funds payable to CITY. The CITY hereby authorizes LACMTA to deduct the Processing Fee from the amount LACMTA is to pay CITY hereunder. 6. CITY shall expend the LACMTA Funds on STP-L Eligible Projects within three (3) years from the date this Agreement is fully executed. For purposes of this • Agreement, STP-L Eligible Projects shall mean any transportation capital improvements . that would normally qualify for the STP-L program, provided however, any federal regulations and standards relating to procurement and other project delivery issues that might apply may be substituted with applicable state and local regulations, standards and policies; and "expend" as used in this section shall mean that the LACMTA Funds have been encumbered by an awarded contract. 7. LACMTA, and/or its designee, shall have the right to conduct audits of CITY'S use of the LACMTA Funds to detemm ine compliance with terms and conditions of this AGREEMENT. CITY shall establish and maintain proper accounting procedures and cash management records and documents in accordance with Generally Accepted Accounting Principles (GAAP). CITY shall reimburse LACMTA for any expenditure not in compliance with this AGREEMENT. CITY's records shall include, without limitation, any supporting evidence deemed necessary by LACMTA to substantiate CITY's use of LACMTA Funds. These records must be retained by CITY for three years following CITY's last use of the LACMTA Funds. 8. The term of this AGREEMENT shall commence on the date this AGREEMENT is fully executed and, shall terminate once the CITY has expended all the LACMTA Funds and all LACMTA audit and reporting requirements have been satisfied. 9. CITY shall fully indemnify, defend and hold LACMTA and its officers, agents and employees harmless from and against any liability and expenses, including,-wiiltout limitation, defend costs, any costs or liability on account of bodily injury, death or MOU.STPLEXRO • personal injury of any person or for damages of any nature whatsoever arising out of (i) a breach of CITY's obligations under this AGREEMENT; or (ii) any act or omission of CITY or its officers, agents, employees, contractors or subcontractors in the use of the LACMTA Funds. 10. LACMTA shall fully indemnify, defend and hold CITY and its officers, agents and employees harmless from and against any liability and expenses, including, without limitation, defend costs, any costs or liability on account of bodily injury, death or personal injury of any person or for damages to or loss of risk of property, any environmental obligations, any legal fees and any claims for damages of any nature whatsoever arising out of (i) a breach of LACMTA's obligations under this AGREEMENT; or (ii) any act or omission of LACMTA or its officers, agents, employees, contractors or subcontractors in the use of CITY'S STP-L Funds. 11. This AGREEMENT may be amended or modified only by mutual written consent of LACMTA and CITY. 12. Any correspondence, communication, or contact concerning this AGREEMENT shall be directed to the following: CITY: LACMTA: Los Angeles County Metropolitan Transportation Authority One Gateway Plaza Los Angeles, California 90012 Attn: Frank Flores 13. This AGREEMENT shall be interpreted and governed by the laws of the State of California. 14. This AGREEMENT constitutes the entire understanding between the parties with respect to the subject matter herein.