REPORT TO THE CITY COUNCIL
December 10, 2015
FROM: SCOTT L. MOZIER, PE, Director
Public Works Department
THROUGH: ROBERT N. ANDERSEN, PE, Assistant Director
Public Works Department, Capital Management Division
BY: RANDY BELL, PE, Capital Projects Manager
Public Works Department, Capital Management Division
SUBJECT
Title
Authorize staff to request an extension of time for the unspent grant funds for the Temperance and North Avenue Official Plan Lines
Body
RECOMMENDATION
Staff is requesting Council authorize staff to request a Cooperative Work Agreement (CWA) from Caltrans to extend the encumbered grant fund and allow all eligible project costs to be reimbursed for the Official Plan Lines (OPL) for Temperance Avenue, from State Route 180 to Clinton Avenue, and North Avenue, from Elm Avenue to Marks Avenue and authorize the Public Works Director, or designee to sign the request on behalf of the City.
EXECUTIVE SUMMARY
Caltrans Office of Local Assistance has notified the City of Fresno that the following projects have unexpended grant funds that will be timing out:
• OPL for Temperance Avenue, from State Route 180 to Clinton Avenue, and North Avenue, from Elm Avenue to Marks Avenue
This project has been delayed due to factors beyond the City of Fresno’s control. Because of the delays, staff is unable to close out the project or invoice for remaining un-liquidated funds by the April 1, 2016, deadline. To start the extension process of encumbered grant funds, Caltrans requires concurrence by the City Council. Therefore, staff recommends that the Council authorize staff to request a CWA from Caltrans to extend the encumbered grant funds and allow all eligible project costs to be reimbursed.
BACKGROUND
On September 24, 2015, the State of California, Department of Transportation, Office of Local Assistance (Caltrans) notified the City of Fresno that the following projects funds are lapsing on June 30, 2016, if close out packages or invoices are not submitted by April 1, 2016:
• OPL for Temperance Avenue, from State Route 180 to Clinton Avenue, and North Avenue, from Elm Avenue to Marks Avenue
The OPL's for both Temperance and North Avenues will determine the future right of way lines for these streets. These maps provide guidance for future development along these corridors on such items as the number of travel lanes, turning lanes and pocket lengths to be provided at major intersections, design speed, lane widths, sidewalk patterns and trail widths, where applicable and are based on the City's General Plan and circulation requirements.
Staff has determined that these projects will not be able to expend the lapsing funds nor submit close out package by the April 1, 2016, deadline. The OPL project has experienced a delay in determining a suitable location for the proposed multi-purpose trail along Temperance Avenue and its impacts on a proposed canal bridge crossing and an existing City water well site. This design conflict has been resolved and the project is currently at 80% of design. By requesting a CWA, the City will be able to recoup expenses that are project related. It is anticipated that the final OPL drawings will be completed by mid-November and public meetings for affected property owners are planned for early-December of 2015. Adoption by the Planning Commission and Council are planned for February and March of 2016. After adoption of the OPL, staff will close the project within four months.
To start the process of extending the encumbered grant funds, Caltrans requires concurrence by the City Council with the staff request. Staff recommends the City Council authorize staff to request a CWA from Caltrans to extend the encumbered grant funds. If the request is not approved, the City will have $41,407 in unexpended Regional Surface Transportation Program - Lifeline funds lapsing as of June 30, 2016. The action will have an impact to the City’s budget since any loss of funds must be covered by the City. If the agreement is approved, all identified budgeted funds can be reimbursed.
ENVIRONMENTAL FINDINGS
A request for an extension of time is not a “Project” for the purposes of the California Environmental Quality Act.
LOCAL PREFERENCE
Local Preference was not considered because this action does not include a bid or an award of a City construction contract.
FISCAL IMPACT
There will be no impact to the General Fund by this action. If the agreement is not approved and the funds lapse, the City's capital budget will be required to pay these expenses without being reimbursed.