HomeMy WebLinkAboutAppropriate Grant and Matching Funds for the Local Roadway S APPR'o VEb -7-o
City of Huntington Beach
File #: 21-855 MEETING DATE: 11/16/2021
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Oliver Chi, City Manager
PREPARED BY: Sean Crumby, Director of Public Works
Subject:
Appropriate grant and matching funds for the Local Roadway Safety Plan (LRSP)
Statement of Issue:
The City has been awarded a grant through the State for development of a Local Road Safety Plan
(LRSP), and a grant fund has been established. Budget appropriations to this new fund, as well as
our matching fund (Prop 42) are necessary to begin developing this plan.
Financial Impact:
The grant award covers 73.5% of the cost to develop the plan. Staff has received a task order from
KOA, one of the on-call engineering firms recently awarded a contract, for $190,000. This equates to
$139,650 in grant funds and $50,350 in matching funds.
Recommended Action:
A) Appropriate $139,650 to LRSP grant fund account 127285201.69365; and,
B) Appropriate $50,350 to Prop 42 fund account 21985201.69365.
Alternative Action(s1:
Do not approve the appropriations and forego the grant funding.
Analysis:
The City has been awarded a grant through the State to develop a Local Road Safety Plan (LRSP).
The development of an LRSP will address safety needs and provide eligibility for future Highway
Safety Improvement Plan grant opportunities for the City. The LRSP will include input from
stakeholders to address engineering, education, enforcement and emergency response safety
countermeasures. Anticipated stakeholders will include Department of Public Works staff, Huntington
Beach Police Department, Huntington Beach Fire Department, Orange County Transportation
Authority, local school districts, local public and safety advocacy groups, and community members.
Development of the plan will include a collision history assessment and recommend
countermeasures and improvements to address high crash locations. In addition, the LRSP will
Cay of Hunbngton Beach Page 1 of 2 Pnnted on 11/10/2021
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File #: 21-855 MEETING DATE: 11/16/2021
include an implementation plan and funding strategies. Potential funding could include Highway
Safety Improvement Program (HSIP) grants.
Staffs initial estimate to develop the plan was $200,000. The grant award is for 73.5% of the total
cost, but not to exceed $147,000. Staff received a quote for $190,000 which results in a total of
$139,650 in grant funds and $50,350 in matching funds.
Environmental Status:
Not applicable.
Strategic Plan Goal:
Infrastructure & Parks
Attachment(§):
1. Program Supplement Agreement
City of Huntington Beach Page 2 of 2 Printed on 11/10/2021
oowerec&7i Leg,s:aP°
PROGRAM SUPPLEMENT NO. 00000OX75 Adv. Project ID Date: August 30, 2021
to 1222000016 Location: 12-ORA-0-HNTB
ADMINISTERING AGENCY-STATE AGREEMENT Project Number: LRSPL-5181(193) .
FOR STATE FUNDED PROJECTS NO 12-5181S21 E.A. Number:
Locode: 5181
This Program Supplement, effective0s/2e/2 i, hereby adopts and incorporates into the Administering Agency-State
Agreement No. 12-5181S21 for State Funded Projects which was entered into between the ADMINISTERING AGENCY
and the STATE with an effective date of 09/09/21 and is subject to all the terms and conditions thereof. This PROGRAM
SUPPLEMENT is executed in accordance with Article I of the aforementioned Master Agreement under authority of
Resolution No. g01 g -(Z approved by the ADMINISTERING AGENCY on 11/1°!/2019 (See copy 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.
PROJECT LOCATION: Throughtout the City of HNTB
TYPE OF WORK: Planning,Programming and Monitoring LENGTH: 0.O(MILES)
Estimated Cost State Funds Matching Funds
LOCAL OTHER
STATE S147,000.00
$200,000.00 $53,000.0 $0.00
CITY OF HUNTINGTON BEAC STATE OF CALIFORNIA
Departmen f Tr spo ation
By / By
Title 0�� �vL� `OjL Chief, ffice of Project Implementation
Date I Divisi n of Local Assistance
Attest Date 9/9/2021
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:
. t
Accounting Officer - > 'Z Date O /ZoZj $147,000.00
Program Supplement 12-518-X75-SERIAL Page 1 of 3
88
12-ORA-0-HNTB
LRSPL-5181(193)
SPECIAL COVENANTS OR REMARKS
1. All obligations of STATE under the terms of this Agreement are subject to the appropriation of
resources by the Legislature and the encumbrance of funds under this Agreement. Funding
and reimbursement are available only upon the passage of the State Budget Act containing
these STATE funds.
2. Any State and Federal funds that may have been encumbered for this project are available for
disbursement for limited periods of time. For each fund encumbrance the limited period is
from the start of the fiscal year that the specific fund was appropriated within the State Budget
Act to the applicable fund Reversion Date shown on the State approved project finance letter.
Per Government Code Section 16304, all project funds not liquidated within these periods will
revert unless an executed Cooperative Work Agreement extending these dates is requested
by the ADMINISTERING AGENCY and approved by the California Department of Finance.
ADMINISTERING AGENCY should ensure that invoices are submitted to the District Local
Assistance Engineer at least 75 days prior to the applicable fund Reversion Date to avoid the
(apse of applicable funds. Pursuant to a directive from the State Controller's Office and the
Department of Finance; in order for payment to be made, the last date the District Local
Assistance Engineer can forward an invoice for payment to the Department's Local Programs
Accounting Office for reimbursable work for funds that are going to revert at the end of a
particular fiscal year is May 15th of the particular fiscal year. Notwithstanding the unliquidated
sums of project specific State and Federal funding remaining and available to fund project
work, any invoice for reimbursement involving applicable funds that is not received by the
Department's Local Programs Accounting Office at least 45 days prior to the applicable fixed
fund Reversion Date will not be paid. These unexpended funds will be irrevocably reverted by
the Department's Division of Accounting on the applicable fund Reversion Date.
3. 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).
4. This PROJECT is funded with State-Only funding from the Local Roadway Safety Plan
(LRSP) Program. ADMINISTERING AGENCY agrees to develop an LRSP under this
PROJECT.
The ADMINISTERING AGENCY agrees to follow all relevant State laws and requirements
including the California Environmental Quality Act (CEQA).
This PSA allows reimbursement of eligible PROJECT expenditures to the ADMINISTERING
AGENCY for which the LRSP State funds are allocated. The effective State allocation date
establishes the eligibility date for the ADMINISTERING AGENCY to start reimbursable work.
Any work performed prior the effective allocation date is not eligible for reimbursement from
the LRSP funds.
Program Supplement 12--518-X75- SERIAL Page 2 of 3
89
12-ORA-0-HNTB
LRSPL-5181(193)
SPECIAL COVENANTS OR REMARKS
ADMINISTERING AGENCY agrees that LRSP funds available for reimbursement will be
limited to the amount allocated and encumbered by the STATE consistent with the scope of
work in the STATE approved application. Funds encumbered may not be used for a modified
scope of work after a project is awarded unless approved by the Statewide LRSP Coordinator
prior to performing work.
ADMINISTERING AGENCY agrees to the program delivery and reporting requirements. The
study and the LRSP must be completed within thirty-six (36) months of the funding allocation.
The Final Report of Expenditure, the final invoice and the LRSP report must be submitted to
the DLAE within six (6) months of the report completion.
Program Supplement 12--518-X75- SERIAL Page 3 of 3
90
RESOLUTION NO. 2018-62
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH
AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO EXECUTE PROGRAM
SUPPLEMENTS TO THE CALIFORNIA DEPARTMENT OF TRANSPORTATION
MASTER AGREEMENT FOR TRANSPORTATION PROJECTS
WHEREAS, the City of Huntington Beach is eligible to receive federal and/or state
funding for certain transportation projects through the California Department of Transportation;
and
California Department of Transportation requires the execution of Roaster Agreements,
Program Supplemental Agreements, Fund Exchange Agreements and/or Fund Transfer
Agreements prior to claiming designated funds; and
The City wishes to delegate authorization to the Director of Public Works to execute
these agreements and any amendments thereto,
NOW, THEREFORE, the City Council of the City of Huntington Beach does hereby
resoive that the Director of Public Works is authorized to execute all Master Agreements, Master
Agreements, Program Supplemental Agreements, Fund Exchange Agreements and/or Fund
Transfer Agreements and any amendments thereto with the California Department of
Transportation.
PASSED AND ADOPTED by the City Councii. of the City of Huntington Beach at a
regular meeting thereof held on the 19th day of November , 20]8
J
Mayor "
REVIER' XAPPROVED:
INITIATED AND APPROVED:
City 1 gee Z9
4-
hector of Public 'forks
APPROVED ORM:
rty ,..tome)' �( 1
18.6949/190558
97
Res. No. 2018-62
STATE OF CALIFORNIA
COUNTY OF ORANGE ) ss:
CITY OF HUNTINGTON BEACH )
I, ROBIN ESTANISLAU, the duly elected, qualified City Clerk of the
City of Huntington Beach, and ex-officio Clerk of the City Council of said City, do
hereby certify that the whole number of members of the City Council of the City of
Huntington Beach is seven; that the foregoing resolution was passed and adopted
by the affirmative vote of at least a majority of all the members of said City Council
at a Regular meeting thereof held on November 19, 2018 by the following vote:
AYES: O'Connell, Semeta, Peterson, Posey, Delgleize, Hardy, Brenden
NOES: None
ABSENT: None
RECUSE: None
City Clerk and ex-officio Clerk of the
City Council of the City of
Huntington Beach, California
92