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Council Chamber
1515 Sixth Street
Coachella, CA
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City Hall Council Chamber
1515 Sixth Street, Coachella, California
(760) 398-3502 www.coachella.org
AGENDA
OF A SPECIAL MEETING
OF THE
CITY OF COACHELLA
DILLON ROAD JOINT POWERS AUTHORITY
March 07, 2024
3:00 PM
Dillon Road
Joint Powers Authority
Cabazon Band of Mission Indians
City of Coachella
Twenty-Nine Palms Band of Mission Indians
Meeting Location:
City Hall Council Chamber
1515 Sixth Street, Coachella, California
www.fantasyspringsresort.com
www.coachella.org
www.29palmstribe.org
1 Agenda Dillon Road Joint Powers Authority March 07, 2024
The live stream of the meeting may be viewed online by accessing the city's website at www.coachella.org, and clicking on the "Watch Council Meetings" tab located on the home page, and then clicking on the "live" button.
CALL TO ORDER:
ROLL CALL:
APPROVAL OF AGENDA:
“At this time the Authority may announce any items being pulled from the agenda or continued to another date or request the moving of an item on the agenda.”
PRESENTATIONS:
1. Dillon Road Joint Powers Authority Update.
CONSENT CALENDAR:
None
NEW BUSINESS:
2. Authorization to Submit Form LAPM 3-A, Project Authorization/Adjustment Request for $1.5 million in Preliminary Authorization/Adjustment Request for $1.5 million in Preliminary Engineering and Right-ofWay funds for Fiscal Year 2024/2025.
PUBLIC COMMENTS:
“The public may address the Authority on any item of interest to the public that is not on the agenda, but is within the subject matter jurisdiction thereof. Please limit your comments to three (3) minutes.” REPORTS AND REQUESTS:
ADJOURNMENT:
Complete Agenda Packets are available for public inspection at the City Clerk’s Office at 53-462 Enterprise Way, Coachella, California, and on the City’s website www.coachella.org.
THIS MEETING IS ACCESSIBLE TO PERSONS WITH DISABILITIES 2 STAFF REPORT
3/7/2024
TO: Dillon Road Joint Powers Authority Chair and Board Members FROM: Andrew Simmons, City Engineer, City of Coachella
SUBJECT: Dillon Road Joint Powers Authority Update.
BACKGROUND:
In January of 2020, the Dillon Road Joint Powers Authority authorized Resolutions DR-2020-01 and DR-2020-02, which authorized the City of Coachella to apply for Highway Bridge Project (HBP) funding and to prepare National Environmental Policy Act (NEPA) environmental documents.
The City obtained a modified budget with the Coachella Valley Association of Governments to fund 100% of grant application and NEPA environmental costs. The City contracted with Angenious Engineering to complete the HBP grant applications and environmental work on behalf of the JPA.
DISCUSSION/ANALYSIS:
Working in conjunction with Angenious Engineering, Caltrans and the relevant stakeholders of the project, the City of Coachella completed the NEPA clearance process in April of 2023. The Dillon Road Replacement Project now has full CEQA and NEPA clearance.
In addition, the City successfully obtained HBP funding for a project totaling $49,375,000, which includes $3.5 million in design costs, $2.5 million in right-of-way costs, and $43.375 million in construction costs. However, Caltrans District 8 staff had raised concerns relative to the allocation and eligibility of HBP funds to the project due to unresolved ownership issues relative to the bridge. The City worked with the Tribal partners and Caltrans to resolve the ownership issues relative to the bridge structure. As of February 2024, the City has officially received direction from Caltrans that the project has been deemed eligible for HBP funding.
In order to advance the project, the City will be required to submit a project authorization form with Caltrans Local Assistance to allocate HBP funds for design and right-of-way for the current fiscal year. Once the HBP program managers authorize the funding for the current fiscal year, the City will work with outside agencies, including thee County of Riverside and the Coachella Valley Association of Governments to develop a comprehensive project management and cooperative funding plan that will be presented to the JPA for consideration at a future JPA meeting. 3 Item 1.
FISCAL IMPACT:
Per the approved FTIP currently on file with Caltrans, the following project costs are anticipated:
HBP Funding Local Funding Total
Plans and Engineering $2,800,000 $700,000 $3,500,000
Right-of-Way $2,000,000 $500,000 $2,500,000
Construction $34,700,000 $8,675,000 $43,375,000
Total $39,500,000 $9,875,000 $49,375,0000
The City will work with local and regional partners to determine the cost share requirements for the $9,875,000 in local funds. Any cost share agreements and proposed allocations will be presented to the JPA for consideration and approval at future meetings. 4 Item 1.
STAFF REPORT
3/7/2024
TO: Dillon Road Joint Powers Authority Chair and Board Members FROM: Andrew Simmons, City Engineer, City of Coachella
SUBJECT: Authorization to Submit Form LAPM 3-A, Project Authorization/Adjustment Request for $1.5 million in Preliminary Authorization/Adjustment Request for $1.5 million in Preliminary Engineering and Right-of-Way funds for Fiscal Year 2024/2025.
STAFF RECOMMENDATIONS:
Authorize the City to Submit Local Assistance Project Manual (LAPM) form 3-A to Caltrans HBP District 8 for an authorization/adjustment request totaling $1.5 million dollars for preliminary engineering and right-of-way funds for fiscal year 2024/2025.
Authorize a local cost share obligation for the of $172,050 be assigned 50% towards Cabazon Band of Mission Indians and 50% towards Twenty Nine Palms Band of Mission Indians.
Authorize staff to negotiate a cost share reimbursement agreement with Coachella Valley Association of Governments (CVAG) for design, right-of-way and construction costs.
Authorize staff to negotiate with the County of Riverside for project management services for the design, right-of-way and construction phases of the project.
BACKGROUND:
In January of 2020, the Dillon Road Joint Powers Authority authorized Resolutions DR-2020-01 and DR-2020-02, which authorized the City of Coachella to apply for Highway Bridge Project (HBP) funding and to prepare National Environmental Policy Act (NEPA) environmental documents.
DISCUSSION/ANALYSIS:
In order to advance the project and keep it on schedule with HBP and FTIP funding objectives, it is recommended that the JPA authorize the City staff to submit an authorization for funds for the current fiscal year. The opportunity to submit this request is only open to the project in March, so the current approval of a preliminary funding request is critical to keep the project on track. 5 Item 2.
In order to meet the compliance and submittal deadlines for the March authorization request, it is required that the JPA identify a funding source for the local funding match. At this time, the City will only seek 1.5 million in total authorization, which will require a local match of $172,050. It is recommended that the two tribal partners each contribute 50% of these local funds for this portion, while the City of Coachella will continue to contribute staff time, management to procure additional funding, and resources to the project.
Subsequent funding allocations will result in local shares totaling $9,875,000. It is recommended that the City staff negotiate a local cost share agreement with the Coachella Valley Association of Governments to contribute to the project. This project is listed in the top 20 of the CVAG TIP and qualifies for cost share contributions thru the JPA. It should be noted that CVAG generously contributed 100% of local matching funds for previous portions of the project, including planning and environmental phases. However, it is more common for CVAG to contribute between 50% and 75% towards regional projects. The City will work with CVAG to address the local shares needed for the project and will present a comprehensive cost sharing plan to the JPA at a future date.
Lastly, City Staff has identified that significant additional resources will be needed to complete the project management and compliance portions of the project thru the design, right-of-way and construction phases of the project. City staff recommends that the County Bridge Design team be procured to complete project management duties for the project including but not limited to, design and right-of-way contract procurement and management, construction contract procurement, construction management, environmental compliance, state and federal compliance, and Caltrans local assistance compliance for the full expenditure of HBP funds. Any costs associated with County project management will be presented to the JPA Board at a future meeting.
FISCAL IMPACT:
Per the approved FTIP currently on file with Caltrans, the following project costs are anticipated:
year 24/25 25/26 26/29 Total
Plans and Eng. $1,000,000 $2,500,000 $3,500,000
HBP funded $885,300 $1,914,700 $2,800,000
Local Funds $114,700 $585,300 $700,000
Right-of-Way $500,000 $2,000,000 $2,500,000
HBP funded $442,650 $1,557,350 $2,000,000
Local Funds $57,350 $442,650 $500,000
Construction $43,375,000 $43,375,000
HBP funded $34,700,000 $34,700,000
Local Funds $8,675,000 $8,675,000
Total $1,500,000 $4,500,000 $43,375,000 $49,375,0000
City staff will work with the County and CVAG to determine appropriate cost share metrics for all local matching funds and management costs and will present a full funding analysis to the JPA Board at a future date.
6 Item 2.