Alameda CTC Agreement No. A18-0058
Amendment No. 2
Project No. 1484000
2021 PFA Version
AMENDMENT NO. 2
to
PROJECT FUNDING AGREEMENT
between
ALAMEDA COUNTY TRANSPORTATION COMMISSION
and the
CITY OF ALAMEDA
for the
CLEMENT AVENUE EAST EXTENSION AND TILDEN WAY PROJECT
This AMENDMENT NO. 2, made and entered into by and between ALAMEDA COUNTY TRANSPORTATION COMMISSION, a joint powers agency (“ALAMEDA CTC”), and the CITY OF ALAMEDA, a public agency (“PROJECT SPONSOR”), is dated for reference purposes only as of October 5, 2023.
A. A LAMEDA CTC and PROJECT SPONSOR entered into a Funding Agreement dated April 27, 2017 (“AGREEMENT”) to implement an eligible project (“PROJECT”) to implement complete street improvements on Clement Avenue and Tilden Way, as such PROJECT is further described in the AGREEMENT.
B. On March 15, 2021, the parties entered in to an Amended and Restated Project Funding Agreement (“AMENDMENT NO. 1”) so as to incorporate updated agreement requirements required by ALAMEDA CTC into the AGREEMENT, and to extend the AGREEMENT’s expiration date from December 31, 2020 to December 31, 2022, pursuant to the action taken by the governing body of the ALAMEDA CTC at its meeting on January 30, 2020.
C. The parties wish to further amend the A GREEMENT pursuant to this AMENDMENT NO. 2 pursuant to action taken on April 27, 2017 by ALAMEDA CTC which authorized the allocation of $6,376,000 in 2014 Measure BB funds for the construction phase of the PROJECT. AMENDMENT NO. 2 will encumber $6,376,000 in 2014 Measure BB funds to the construction phase of the PROJECT, and will extend the AGREEMENT’s expiration date from December 31, 2022 to December 31, 2026 to provide additional time for the PROJECT SPONSOR to construct the PROJECT.
D. N OW, THEREFORE, the parties agree to amend the AGREEMENT as follows:
AMENDMENT
1. The expiration date set forth in the A GREEMENT is hereby extended by forty-eight (48) months from December 31, 2022 to December 31, 2026, to provide additional time for PROJECT SPONSOR to implement the PROJECT.
2. The Alameda CTC Administer ed Funds Obligated by this Agreement is increased to encumber $6,376,000 in 2014 Measure BB funds to the construction phase of the PROJECT.
3. Appendix A (Project Control Information) is replaced with the Revised Appendix A attached hereto and incorporated herein by this reference.
4. Appendix B (Alameda CTC Administered Fund s Obligated by this Agreement) is replaced with the Revised Appendix B attached hereto and incorporated herein by this reference.
Alameda CTC Agreement No. A18-0058
Amendment No. 2
Project No. 1484000
2021 PFA Version
5. Appendix C (Request for Reimbu rsement and Reporting Requirements) is unchanged, and is attached hereto and incorporated herein for reference purposes only.
6. Appendix D (Local Business Contract Equity Pr ogram Requirements) is unchanged, and is attached hereto and incorporated herein for reference purposes only.
7. Appendix E (Deliverables and Due Dates) is re placed with the Revised Appendix E attached hereto and incorporated herein by this reference.
8. Appendix F (Project Performance Measures) is unchanged, and is attached hereto and incorporated herein for reference purposes only.
9. Appendix G (Transportation Fund for Clean Air Policies) is unchanged, and is attached hereto and incorporated herein for reference purposes only.
10. Except as amended hereby, the terms and provisions of the A GREEMENT remain in full force and effect and are hereby ratified and confirmed.
[[Signatures on the next page]
Alameda CTC Agreement No. A18-0058
Amendment No. 2
Project No. 1484000
2021 PFA Version
CITY OF ALAMEDA
(PROJECT SPONSOR)
ALAMEDA COUNTY
TRANSPORTATION COMMISSION
(ALAMEDA CTC)
By: By:
Jennifer Ott Date
City Manager
Tess Lengyel Date
Executive Director
Recommended
By:
Gary Huisingh Date
Deputy Executive Director of
Capital Projects
Reviewed as to Budget/Financial Controls:
By:
Patricia Reavey Date
Deputy Executive Director of
Finance and Administration
Approved as to Legal Form: Approved as to Legal Form:
By: By:
Date
Legal Counsel to CITY OF ALAMEDA
Fennemore Wendel Date
Legal Counsel to ALAMEDA CTC
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Alameda CTC Agreement No. A18-0058
Amendment No. 2
Project No. 1484000
2021 PFA Version
LIST OF APPENDICES
APPENDIX A: P ROJECT CONTROL INFORMATION
Appendix A-1 Project Description
Appendix A-2 Project Scope Detail by Phase
Appendix A-3 Project Milestone Schedule
Appendix A-4 Project Cost Estimate Summary by Phase and Fund Source Appendix A-5 Project Funding Summar y by Phase and Reimbursement Ratio Appendix A-6 Project Phase Cost Detail
APPENDIX B: A LAMEDA CTC ADMINISTERED FUNDS OBLIGATED BY THIS AGREEMENT APPENDIX C: A LAMEDA CTC REQUEST FOR REIMBURSEMENT AND REPORTING REQUIREMENTS APPENDIX D: L OCAL BUSINESS CONTRACT EQUITY PROGRAM REQUIREMENTS APPENDIX E: D ELIVERABLES AND DUE DATES
APPENDIX F: P ROJECT PERFORMANCE MEASURES
APPENDIX G: T RANSPORTATION FUND FOR CLEAN AIR POLICIES AND REQUIREMENTS Appendix G-1 TFCA Project Number and “Years of Effectiveness” Appendix G-2 BAAQMD-approved TFCA County Program Manager Fund Policies Appendix G-3 Minimum required insu rance for TFCA-funded projects Appendix G-4 Reporting Forms to BAAQMD for TFCA-funded projects Note: Appendix G is only included and attached to this AGREEMENT if TFCA funds are obligated and applicable to AGREEMENT.
Alameda CTC Agreement No. A18-0058
Amendment No. 2
Project No. 1484000
Appendix A – Page 5
REVISED APPENDIX A
PROJECT CONTROL INFORMATION
Appendix Index
Appendix A-1 Project Description
Appendix A-2 Project Scope Detail by Phase
Appendix A-3 Project Milestone Schedule
Appendix A-4 Project Cost Estimate Summary by Phase and Fund Source Appendix A-5 Project Funding Summar y by Phase and Reimbursement Ratio Appendix A-6 Project Phase Cost Detail
Alameda CTC Agreement No. A18-0058
Amendment No. 2
Project No. 1484000
Appendix A – Page 6
APPENDIX A-1
PROJECT DESCRIPTION
The project will develop a complete street, improving walking, bicycling, transit and truck access between the Northern Waterfront Priority Development Area (PDA) in Alameda, and Oakland and Fruitvale BART, transforming the street from industrial railroad blight to a best-practices multimodal gateway. These improvements, which will be made to one of only five island crossings, require right-of-way procurement, soils remediation and the installation of new infrastructure and bioretention areas. The project includes these key elements:
1. Acquire 1.43 acres of abandoned Union Pacific Railroad (UPRR) right-of-way along on the northwest side of Tilden Way on either side of Blanding Avenue.
2. Remediate the soil in the former railroad right-of -way, meeting all regulatory agency requirements.
3. Extend Clement Avenue approximately 155 feet to connect to Tilden Way.
4. Build a 1,000 foot multi-modal walking/biking fac ility, which will be the most eastern segment of the Cross Alameda Trail, connecting the planned Clement Avenue Complete Street to the Miller- Sweeney Bridge. (The Cross Alameda Trail is a four-mile, low-stress, cross island biking and walking facility extending from Alameda Point in the west to the Miller-Sweeney Bridge in the east.) The facility will include sidewalks, plus low-stress bicycling facilities - either Class I or IV - to be built in the former UPRR right of way, which is about 60 feet wide along Tilden.
5. Create a direct, continuous truck route on the new Clement Avenue Extension, between Clement Avenue and Tilden Way, both existing truck routes.
6. Improve bus transit, including by considering a bus queue jump lane in the 60 foot acquired right-of- way along Tilden.
7. Place landscaping throug hout this linear property along Tilden Way, as well as rain gardens and required bioretention areas in those areas not used by transportation, such as at the intersection of Broadway/Tilden Way.
8. Install lighting, wayfinding signage, and other str eet infrastructure to create a safe, complete street.
9. Evaluate roundabouts on Tilden Way to increase safety, reduce delays and enhance gateway features.
The Clement Avenue East Extension/Tilden Way project has been envisioned since at least 2005, when the Cross-Alameda Trail Feasibility Study was completed and adopted by the City Council. The City’s Transportation Element of the General Plan, approved in 2009, references future acquisition of the UPRR right-of-way for a multi-modal corridor, including a continuous truck route on Clement Avenue connecting to Tilden Way and also the Cross-Alameda Trail. In 2009, the City Council approved the Pedestrian Master Plan that lists the Clement Avenue east extension project. In 2010, the City Council approved the Bicycle Plan Update that lists the Clement Avenue east extension project. The Alameda County Transportation Commission's 2012 Countywide Bicycle Plan and Pedestrian Plan show this Clement Avenue corridor as part of its Bicycle Vision Network and Pedestrian Vision System, respectively. More recently, this project was included in the City’s 2018 Transportation Choices Plan.
In 2015, the City began exploring acquiring the UPRR land. Union Pacific announced their intention to abandon and discontinue service and trackage rights in 2016 to the Surface Transportation Board, which allowed for the City to purchase the property in 2021.
Alameda CTC Agreement No. A18-0058
Amendment No. 2
Project No. 1484000
Appendix A – Page 7
APPENDIX A-2
PROJECT SCOPE DETAIL BY PHASE
The
ALAMEDA CTC ADMINISTERED FUNDS obligated by this AGREEMENT are to support the project phase(s) identified and described below:
PLANNING/SCOPING
The initial scoping and need for the project to considered complete. As noted in the Project Description section, the project has been envisioned since 2005 and is included in many of the City’s planning documents.
The City will hire a consultant to assess the site and transportation conditions and patterns in detail; survey the property; reach out to all key stakeholders to understand their needs; develop alternatives for the complete streets project; conduct public outreach; and develop a final concept design, to be approved by the City’s Transportation Commission and City Council.
PRELIMINARY ENGINEERING/ENVIRONMENTAL
Concurrent with the Planning Phase, City will finalize the CEQA document, as an Addendum to the EIR prepared for the Transportation Element of the General Plan, which included this project. No NEPA clearance is required, since there are no federal funds on the project.
Starting concurrently with the Planning Phase, the City will utilize an on-call consultant to develop Phase I and Phase II Environmental Site Assessments, to further understand the site conditions and soil remediation needs. As needed, as the project progresses, further soil analysis will be conducted, and the City will work closely with the regulatory body to secure approval of a soil remediation plan.
With an approved concept plan and ownership of the right-of-way, the City will use a consultant to advance the plans from the concept to 60% level. The plans will be reviewed and approved by all relevant City departments and the City will continue working with regulatory agencies, such as BCDC, on required permits.
RIGHT OF WAY - CAPITAL
As noted in the Project Description section, the City began negotiating with UP to acquire the 1.43 acres of abandoned railroad property in 2016, in order to allow the development of the project. Concurrent with the Planning Phase, the City will continue those negotiations to build on the momentum and willingness of UP to sell the property. The City will prepare all necessary documents and acquire the property.
FINAL DESIGN
The City will hire a consultant to take the plans from 60% to 100% PS&E, so that the project will be ready to be put out to bid at the end of this phase. The plans will be reviewed and approved by all relevant City departments and all required permits will be acquired. A construction management firm will be hired to assist with preparations for the construction phase.
CONSTRUCTION
Includes construction contracts related to construction of the PROJECT as described in Appendix A-1.
Alameda CTC Agreement No. A18-0058
Amendment No. 2
Project No. 1484000
Appendix A – Page 8
APPENDIX A-3
PROJECT MILESTONE SCHEDULE
Phase/Milestone
Previously
Approved
Begin
(Mo/Yr)
Previously
Approved
End
(Mo/Yr)
Revised
Begin
(Mo/Yr)
Revised
End
(Mo/Yr)
Scoping 10/2021 01/2022 12/2021 12/2022
Preliminary Engineering/Environmental Studies 11/2021 06/2022 08/2022 06/2023 CEQA Approval 05/2022 08/2022 08/2022 03/2023
Final Design (Plans, Specifications and Estimate 07/2022 12/2022 01/2023 03/2024 Right-of-Way Acquisition 01/2015 06/2021 01/2015 06/2021 Construction
Release Request for Proposals/Bid Package N/A N/A 04/2024 05/2024 Construction Contract Award N/A N/A N/A 06/2024
Construction Activities N/A N/A 07/2024 06/2026
Project Closeout N/A N/A 07/2026 12/2026
Environmental Clearance Status:
CEQA
(Mo/Yr)
Environmental Document Type CE
Begin Environmental Process 08/2022
Draft Circulation (if known) 12/2022
Date of Public Meeting (if known) 01/2023
Final Draft Submitted 03/2023
Actual Certification Date 03/2023
Percent Complete 100%
Alameda CTC Agreement No. A18-0058
Amendment No. 2
Project No. 1484000
Appendix A – Page 9
APPENDIX A-4
PROJECT COST SUMMARY BY PHASE AND FUND SOURCE
This Project Cost Summary provides a project funding plan for all Project phases, regardless if funded through ALAMEDA CTC ADMINISTERED FUNDS obligated by this AGREEMENT.
PHASE
Alameda CTC
Administered Funds Sponsor
Funds
Total
Funding
2014
Measure BB
TEP-26
Planning / Scoping $244,000 $31,609 $275,609
Preliminary Engineering /
Enviro. Studies
$244,000 $31,609 $275,609
Final Design (PS&E) $434,000 $56,194 $490,194
Right-of-Way Capital $1,097,000 $561,000 $1,658,000
Construction $6,376,000 $826,000 $ 7,202,000
Total Funding $8,395,000 $ 1,506,412 $ 9,901,412
Alameda CTC Agreement No. A18-0058
Amendment No. 2
Project No. 1484000
Appendix A – Page 10
APPENDIX A-5
PROJECT FUNDING SUMMARY BY PHASE AND REIMBURSEMENT RATIO (Only Phases Funded with Alameda CTC Administered Funds)
The ALAMEDA CTC ADMINISTERED FUNDS obligated by this AGREEMENT are to support the project phase(s) identified and described below:
PREVIOUSLY APPROVED
PROJECT FUNDING SUMMARY BY PHASE AND FUND SOURCE
PHASE
Alameda CTC
Administered
Funds
Matching
Funds
Total
Funding
Reimbursement
Ratio
Percentage 2014 Measure BB
TEP-26
Planning / Scoping $244,000 $31,609 $275,609 88.53%
Preliminary Engineering
/ Enviro. Studies $244,000 $31,609 $275,609 88.53%
Final Design (PS&E) $434,000 $56,194 $490,194 88.54% Right-of-Way Capital $1,097,000 $561,000 $1,658,000 66.16% Total Funding $2,019,000 $680,412 $2,699,412
REVISED
PROJECT FUNDING SUMMARY BY PHASE AND FUND SOURCE
PHASE
Alameda CTC
Administered
Funds
Matching
Funds
Total
Funding
Reimbursement
Ratio
Percentage 2014 Measure BB
TEP-26
Planning / Scoping $244,000 $31,609 $275,600 88.53%
Preliminary Engineering
/ Enviro. Studies $244,000 $31,609 $275,609 88.53%
Final Design (PS&E) $434,000 $56,194 $490,194 88.54%
Right-of-Way $1,097,000 $561,000 $1,658,000 66.16%
Construction $6,376,000 $826,000 $7,202,000 88.53%
Total Funding $8,395,000 $1,506,412 $9,901,412
Notes:
x PROJECT SPONSOR shall be reimbursed eligible costs in the percentage of Total ALAMEDA CTC ADMINISTERED FUNDS to Total Funding per the Reimbursement Ratio Percentage for each phase. Each Alameda CTC Administered Fund amount identified is a not-to-exceed amount. The Reimbursement Ratio is defined as ALAMEDA CTC ADMINISTERED FUNDS divided by the Total Funding.
Alameda CTC Agreement No. A18-0058
Amendment No. 2
Project No. 1484000
Appendix A – Page 11
APPENDIX A-6
PROJECT PHASE COST DETAIL
This Project Phase Cost Detail summarizes the total cost for each phase with ALAMEDA CTC ADMINISTERED FUNDS obligated in this AGREEMENT.
PROJECT PHASE COST DETAIL
PLANNING/SCOPING 2014 Measure BB
TEP-26
Matching
Funds
Total
Cost
SPONSOR STAFF COSTS
Sponsor Staff Time/Direct Costs $0 $25,609 $25,609
Sub-total Sponsor Staff Cost $0 $25,609 $25,609
CONTRACT COSTS
Contract(s) $244,000 $6,000 $250,000
Sub-total Contract Cost $244,000 $6,000 $250,000
Total Phase Cost $244,000 $31,609 $275,609
PROJECT PHASE COST DETAIL
PRELIMINARY
ENGINEERING/
ENVIRONMENTAL
2014 Measure BB
TEP-26
Matching
Funds
Total
Cost
SPONSOR STAFF COSTS
Sponsor Staff Time/Direct Costs $0 $25,609 $25,609
Sub-total Sponsor Staff Cost $0 $25,609 $25,609
CONTRACT COSTS
Contract(s) $244,000 $6,000 $250,000
Sub-total Contract Cost $244,000 $6,000 $250,000
Total Phase Cost $244,000 $31,609 $275,609
Alameda CTC Agreement No. A18-0058
Amendment No. 2
Project No. 1484000
Appendix A – Page 12
PROJECT PHASE COST DETAIL
FINAL DESIGN (PS&E) 2014 Measure BB
TEP-26
Matching
Funds
Total
Cost
SPONSOR STAFF COSTS
Sponsor Staff Time/Direct Costs $0 $38,782 $38,782
Sub-total Sponsor Staff Cost $0 $38,782 $38,782
CONTRACT COSTS
Contract(s) $434,000 $17,412 $451,412
Sub-total Contract Cost $434,000 $17,412 $451,412
Total Phase Cost $434,000 $56,194 $490,194
PROJECT PHASE COST DETAIL
RIGHT OF WAY - CAPITAL 2014 Measure BB
TEP-26
Matching
Funds
Total
Cost
RIGHT OF WAY COSTS
Acquisition $1,097,000 $561,000 $1,658,000
Sub-total ROW Cost $1,097,000 $561,000 $1,658,000
Total Phase Cost $1,097,000 $561,000 $1,658,000
PROJECT PHASE COST DETAIL
CONSTRUCTION 2014 Measure BB
TEP-26
Matching
Funds
Total
Cost
SPONSOR STAFF COSTS
Sponsor Staff Time/Direct Costs $0 $0 $0
Sub-total Sponsor Staff Cost $0 $0 $0
CONTRACT COSTS
Contract(s) $6,376,000 $826,000 $7,202,000
Sub-total Contract Cost $6,376,000 $826,000 $7,202,000
Total Phase Cost $6,376,000 $826,000 $7,202,000
Notes:
x Contracts funded with any combination of Measure B, Measure BB, Vehicle Registration Fee and local funds that do not contain State or federal funds are subject to Alameda CTC’s Local Business Contract Equity Program (refer to Appendix D).
Alameda CTC Agreement No. A18-0058
Amendment No. 2
Project No. 1484000
Appendix B - Page 1
REVISED APPENDIX B
ALAMEDA CTC ADMINISTERED FUNDS OBLIGATED BY THIS AGREEMENT The following Table B-1 identifies the ALAMEDA CTC ADMINISTERED FUNDS obligated by this AGREEMENT and establishes a unique allowable start date for each obligated fund source.
TABLE B-1
FUNDS OBLIGATED BY THIS AGREEMENT
AND ALLOWABLE START AND EXPENDITURE DEADLINE DATES
Fund
Source
Fund
Subset Phase
Commission
Approval
Date
Allowable
Start Date
Expenditure
Deadline
Date
Obligated
Amount
2014 MBB TEP-26 Planning/Scoping 04/27/2017 09/01/2017
The Agreement
Expiration Date
serves as the
expenditure deadline
date.
$244,000
2014 MBB TEP-26 PE/Env 04/27/2017 09/01/2017 $244,000
2014 MBB TEP-26 PS&E 04/27/2017 09/01/2017 $434,000
2014 MBB TEP-26 ROW 04/27/2017 09/01/2017 $1,097,000
2014 MBB TEP-26 Construction 07/22/2021 04/01/2024 $6,376,000 Total Alameda CTC Administered Funds Obligated by AGREEMENT: $8,395,000
Previously Approved
Agreement Expiration Date: December 31, 2022
Revised Agreement
Expiration Date: December 31, 2026
Notes:
1. A LAMEDA CTC reimbursement amounts by fund source for PROJECT shall not exceed the total amount obligated by this AGREEMENT, by fund source.
2. The Commission Approval Date is th e date of the meeting at which the Commission approved the allocation.
3. The Allowable Start Date identified for each fund sour ce is the earliest date at which costs eligible for reimbursement by the fund source indicated may be incurred. Any costs incurred on the PROJECT before this date will not be eligible for reimbursement under this AGREEMENT.
4. The Expenditure Deadline Date is the last date by which eligible reimbursable costs may be incurred. Any costs incurred on the PROJECT after this date will not be eligible for reimbursement under this AGREEMENT.
5. The Agreement Expiration Date shall mean and refer to the expiration date of this AGREEMENT.
6. For TFCA funds obligated by this agreement, the Expe nditure Deadline Date in the above table is two (2) years from the date when ALAMEDA CTC first received funds from BAAQMD, unless an extended deadline is approved at the time of programming or an extension has been approved by the ALAMEDA CTC. An estimated deadline date is noted in the above table if at the time of this agreement the Alameda CTC has yet to receive funds from BAAQMD. Extended deadlines will be reflected in an amended Table B-1, once approved.
7. For TFCA funds obligated by this agreement, the Comm ission may approve up to two one-year extensions to the Expenditure Deadline Date. Any additional extensions require approval from both ALAMEDA CTC and BAAQMD.
Alameda CTC Agreement No. A18-0058
Amendment No. 2
Project No. 1484000
Appendix B - Page 2
APPENDIX B (CONT.)
Reimbursement of ALAMEDA CTC ADMINISTERED FUNDS obligated by this AGREEMENT shall be in accordance with the Drawdown Limitation Schedule below.
TABLE B-2
ALAMEDA CTC ADMINISTERED FUNDS
REIMBURSEMENT - DRAWDOWN LIMITATION SCHEDULE
No. Fiscal Year Quarter Fund Source Drawdown
Limitation Amount
Cumulative
Drawdown
Limitation Amount
1 18/19 1 2014 MBB $1,102,000 $1,102,000
2 18/19 2 2014 MBB $40,000 $1,142,000
3 19/20 1 2014 MBB $100,000 $1,242,000
4 19/20 2 2014 MBB $121,000 $1,363,000
5 20/21 1 2014 MBB $200,000 $1,563,000
6 20/21 2 2014 MBB $122,000 $1,685,000
7 21/22 1 2014 MBB $250,000 $1,935,000
8 21/22 2 2014 MBB $84,000 $2,019,000
9 23/24 Any 2014 MBB $2,000,000 $4,019,000
10 24/25 Any 2014 MBB $2,000,000 $6,019,000
11 25/26 Any 2014 MBB $2,376,000 $8,395,000
Notes:
1. Fiscal Year (FY) begins July 1 and ends June 30.
2. Quarter 1 begins July 1 and ends September 30; Quarter 2 begins October 1 and ends December 31; Quarter 3 begins January 1 and ends March 31; and Quarter 4 begins April 1 and ends June 30.
3. ALAMEDA CTC shall endeavor to transmit payments to PROJECT SPONSOR following the receipt and approval of a complete Request for Reimbursement(s) submitted by the PROJECT SPONSOR.
4. Actual reimbursements from ALAMEDA CTC to the PROJECT SPONSOR shall not exceed the Cumulative Drawdown Limitation Amount without Alameda CTC’s written approval. Any portion of a reimbursement request, which exceeds the applicable Cumulative Drawdown Limitation without such prior approval by ALAMEDA CTC shall be deferred until the following quarter or until sufficient capacity in the cumulative drawdown limitation amount is achieved.
Alameda CTC Agreement No. A18-0058
Amendment No. 2
Project No. 1484000
Appendix C – Page 1
APPENDIX C
REQUEST FOR REIMBURSEMENT AND REPORTING REQUIREMENTS
The below table establishes the required minimum frequency for Requests for Reimbursement and Progress Reports.
Requests for Reimbursements and Progress Reports are required either monthly, quarterly, or semi-annually, as indicated below with an “X”.
REQUEST FOR REIMBURSEMENT AND PROGRESS REPORTING
FREQUENCY AND DUE DATES
Frequency
Required
(as checked)
Minimum Frequency Period Covered Due Dates
܆܆Monthly
(once every month)
One month By 30 days following the end
of billed activity
܆
Quarterly
(once every 3 months)
Quarter 1: 7/1– 9/30
Quarter 2: 10/1 – 12/31
Quarter 3: 1/1– 3/31
Quarter 4: 4/1– 6/30
By October 31st
By January 31st
By April 30th
By July 31st
܈
Semi-annually
(once every 6 months)
Quarters 1 & 2: 7/1 – 12/31
Quarters 3 & 4: 1/1 – 6/30
By January 31st
By July 31st
܆
Annually
(TFCA Annual Report)
Fiscal Year: 7/1 – 6/30
By July 31st
܈
Final Request for
Reimbursement
Any work period eligible
under Appendix B.
Must be submitted prior to the
Agreement Expiration Date
Notes:
1. For all projects, the maximum frequency for Requ ests for Reimbursement is one (1) per month.
2. If no costs were incurred during th e reporting period, a progress report for the corresponding period is still required.
3. TFCA funding requires annual reporting to BAAQMD in addition to the minimum required frequency for Alameda CTC progress reports and invoices.
4. Requests for Reimbursement must be submitted prior to the Agreement Expiration Date in order to be eligible for reimbursement.
REQUEST FOR REIMBURSEMENT AND REPORTING FORMS
Any PROJECT SPONSOR awarded ALAMEDA CTC Administered Funds shall use the following forms included in the link below for progress reporting, final reporting, request for reimbursements, and requests for amendments to this funding agreement. Note that the format and required content of these forms is subject to change.
List of Downloadable Forms: https://www.alamedactc.org/funding/reporting-and-grant-forms/
1. Request for Reimbursement (RFR) Form
2. Alameda CTC Progress Report Form
3. Alameda CTC Final Report Form
4. Transportation Fund for Clean Air Program Reporting Forms (Interim and Final Report)
5. Amendment Request Form
Alameda CTC Agreement No. A18-0058
Amendment No. 2
Project No. 1484000
Appendix D – Page 1
APPENDIX D
LOCAL BUSINESS CONTRACT EQUITY PROGRAM REQUIREMENTS
As noted in Section I.14, PROJECT SPONSOR is obligated to comply with all applicable provisions of the Alameda CTC Local Business Contract Equity (LBCE) Program, incorporated herein by reference as if attached hereto.
LBCE Program Substitution: The LBCE Program allows substitution of Alameda CTC’s program if a sponsor agency’s local preference program has been approved in writing by the Alameda CTC’s LBCE Liaison Officer. This approval letter from Alameda CTC shall be attached as part of Appendix D.
The following resources are available to guide Project Sponsors through the LBCE Program requirements for procurement and contracting processes:
x Sample template language for professional and construction services is available from A LAMEDA
CTC’s website: https://www.alamedactc.org/get-involved/contract-equity
x Prime and Subconsultant/Subcontractor Local Business Enterprise, Small Local Business Enterprise and Very Small Local Business Enterprise Utilization Form: https://www.alamedactc.org/get- involved/contracting-forms/
x The LBCE Program Guidelines, available at the above link, includes a Project Sponsor Responsibility Checklist. Appendix B of the LBCE Program Guidelines identifies the Responsibilities of Sponsor Agencies.
x Direct inquiries about the LBCE Program to ALAMEDA CTC’s LBCE Liaison Officer:
Seung Cho
Director of Procurement and Information Technology
Alameda County Transportation Commission
Email: [email protected]
Phone: (510) 208-7472
Alameda CTC Agreement No. A18-0058
Amendment No. 2
Project No. 1484000
Appendix E - Page 1
REVISED APPENDIX E
DELIVERABLES AND DUE DATES
Project Deliverables and Due Dates: The Deliverables and Due Dates table below shows deliverables and due dates, if any, for the phases listed in Appendix A-2 Project Phase Descriptions that contain ALAMEDA CTC ADMINISTERED FUNDS.
Deliverables and Due Dates
No. Description
Previously
Approved
Due Date to
Alameda CTC
Revise
Due Date to
Alameda CTC
1 Executed agreement(s) for contracted project work August 21, 2018 No Change 2 Proof of Purchase of ROW July 31, 2021 No Change
3 Progress Report: July to December, 2021 January 31, 2022 No Change 4 Progress Report: January to June, 2022 July 31, 2022 No Change 5 Progress Report: July to December, 2022 January 31, 2023 No Change 6 Draft Environmental Document, Final
Environmental Document
August 31, 2022 January 31, 2023
7 Copy of Final Concept Plan January 31, 2022 January 31, 2023 8 Copy of Phase II ESA August 31, 2022 June 1, 2023
9 Progress Report: January to June, 2023 N/A July 31, 2023 10 Copy of Final Design (100% PSE) By the Agreement
Expiration Date
December 31,
2023
11 Progress Report: July to December, 2023 N/A January 31, 2024 12 Copy of Request for Proposal/Construction Bid
Package
N/A July 31, 2024
13 Copy of Construction Award N/A July 31, 2024
14 Progress Report: January to June, 2024 N/A July 31, 2024 15 Progress Report: July to December, 2024 N/A January 31, 2025 16 Progress Report: January to June, 2025 N/A July 31, 2025 17 Progress Report: July to December, 2025 N/A January 31, 2026 18 Progress Report: January to June, 2026 N/A July 31, 2026 19 Copy of resolution, photos, or similar confirming
construction completion
N/A By the Agreement
Expiration Date
20 Final Invoice By the Agreement
Expiration Date
No Change
21 Final By the Agreement
Expiration Date
No Change
Note:
x Per Section III.19 of AGREEMENT, Alameda CTC may withhold payment of reimbursement requests until past due deliverables are received and approved.
Alameda CTC Agreement No. A18-0058
Amendment No. 2
Project No. 1484000
Appendix F – Page 1
APPENDIX F
PROJECT PERFORMANCE MEASURES
Project Performance Measures: The Project Performance Measures and Targets describes what outcome- based performance measure(s) the PROJECT SPONSOR plans to evaluate to ensure that the project/program is meeting its objectives.
Appendix F is Not Applicable.
Alameda CTC Agreement No. A18-0058
Amendment No. 2
Project No. 1484000
Appendix G – Page 1
APPENDIX G
TRANSPORTATION FUND FOR CLEAN AIR POLICIES AND REQUIREMENTS
The contents of Appendix G are only included and attached to this AGREEMENT if TFCA funds are obligated and applicable to AGREEMENT.
Appendix Index
Appendix G-1 TFCA Project Number and “Years of Effectiveness” Appendix G-2 BAAQMD-approved TFCA Coun ty Program Manager Fund Policies Appendix G-3 Minimum required in surance for TFCA-funded projects Appendix G-4 Reporting Forms to BAAQMD for TFCA-funded projects