CITY COUNCIL STAFF REPORT
Meeting Date: September 12, 2022
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___-22 ADOPTING THE 2022 LOCAL
ROADWAY SAFETY PLAN FINAL REPORT, ADOPT RESOLUTION
NO. ___-22 AUTHORIZING THE CITY MANAGER TO EXECUTE
PROGRAM SUPPLEMENT AGREEMENT NO. 00000A074, AND ADOPT
RESOLUTION NO. ___-22 AUTHORIZING THE CITY MANAGER TO
EXECUTE STATE MASTER AGREEMENT NO. 04-5375S21 FOR
STATE-FUNDED PROJECTS
SYNOPSIS
The purpose of this item is for the City Council to consider the following actions:
1. Adopt the proposed resolution adopting the 2022 Local Roadway Safety Plan Final Report; and
2. Adopt the proposed resolution authorizing the City Manager to execute Program Supplement Agreement No. 0000A074 for the 2022 Local Roadway Safety Plan; and
3. Adopt the proposed resolution authorizing the City Manager to execute State Master Agreement No. 04-5375S21 for State-Funded Projects.
The Local Roadway Safety Plan Final Report presents potential roadway hazard locations citywide and an action plan to prioritize and implement improvements for all modes of transportation. An adopted Local Roadway Safety Plan is required for the City of Pleasant Hill to be eligible to pursue current and future federal, State, and regional grant funds.
DISCUSSION
Background
Federal regulations require that the City of Pleasant Hill prepares and adopts a Local Road Safety Plan (LRSP) in support of the Strategic Highway Safety Plan (SHSP) mandate, a statewide approach to improve roadway safety. The SHSP addresses the 4E’s of traffic safety:
Engineering, Enforcement, Education, and Emergency Services.
The State of California, Department of Transportation (Caltrans), allocated a State grant to assist local agencies in preparing their Local Roadway Safety Plans. On June 9, 2022, staff requested the allocated State grant and secured $80,000 to prepare an LRSP. The City is required to provide a local match of $8,000, which represents 10% of the project cost. On July 1, 2022, staff issued a Request for Proposals to three engineering firms, and received two proposals. Staff selected Advanced Mobility Group (AMG). On August 1, 2022, the City Council authorized the City Manager to execute a Professional Services Agreement with AMG for $40,000. On August 3, 2022, the City Manager executed an Agreement with AMG.
For the City to administer the State-funded LRSP, Caltrans requires the City to execute a Program Supplement Agreement (PSA) specific to LRSP. In addition, Caltrans requires the City to execute a new State Master Agreement (SMA) for State-Funded Projects.
Analysis
The Local Roadway Safety Plan is a data-driven citywide traffic safety plan. LRSP creates a framework to systematically evaluate and identify safety issues, create an action plan, and prioritize implementation. LRSP offers a proactive approach to addressing safety and affirming agency responsiveness. LRSP provides a framework for community stakeholder input, and facilitates local agency partnerships and collaboration. The Local Roadway Safety Plan Final Report presents potential roadway hazard locations and an action plan to prioritize and implement multi-modal transportation improvements citywide.
As a part of LRSP, the City conducted community outreach and held two virtual stakeholder meetings on August 10 and August 24, 2022. The LRSP Report reflects the City’s response to stakeholder concerns and comments. The LRSP Report identifies potential roadway hazards on street corridors and intersections citywide. It presents an action plan and prioritizes project implementation. The Local Roadway Safety Plan Final Report is the finished product of traffic engineering analyses, and reflects the transportation safety needs and values of stakeholders and the community at large.
The City is required to execute Caltrans Program Supplement Agreement (PSA) No. 00000A074 for LRSP. A PSA is a project-specific Agreement that formalizes the financial responsibilities and provisions for LRSP. It identifies the type and amount of State and local funds used to finance LRSP. It includes project-specific provisions and defines the City’s responsibilities in project execution. An executed PSA is required for Caltrans to reimburse the City. Since PSA is administrative in nature, staff recommends that the City Council authorize the City Manager to execute the PSA. This will streamline the grant administration and accounting process, and allow the City to receive reimbursement in a timely manner.
For the City to receive State grant funds and administer State-funded projects, Caltrans requires that the City executed State Master Agreement (SMA) No. 04-5375S21 for State-Funded Projects.
An SMA defines the general terms and conditions that the City must meet. It includes all phases of project execution including administration, financing, contracting, implementation, maintenance, compliance, and reporting. Since the SMA contains Caltrans standard provisions that apply to all local agencies, the SMA is routinely executed by local agencies with no customization or modifications. The SMA No. 04-5375S21 supersedes the prior SMA No. 04-000373, which was executed on June 7, 1999. Since the SMA is administrative in nature, staff recommends that the City Council authorize the City Manager to execute the SMA. This will streamline the grant administration process, and allow the City to expedite State-funded projects.
FISCAL IMPACT
The adoption of the Local Roadway Safety Plan Final Report, the authorization of the City Manager to execute a Program Supplement Agreement, and the authorization of the City Manager to execute a State Master Agreement will have no adverse financial impacts. The required local match of $8,000 is available in Measure K, Pedestrian and Bicycle Program (MK-3).
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Staff recommends the City Council take the following actions:
1. Adopt the proposed resolution adopting the 2022 Local Roadway Safety Plan Final Report; and
2. Adopt the proposed resolution authorizing the City Manager to execute Program Supplement Agreement No. 00000A074 for the 2022 Local Roadway Safety Plan; and
3. Adopt the proposed resolution authorizing the City Manager to execute State Master Agreement No. 04-5375S21 for State-Funded Projects.
ALTERNATIVES TO RECOMMENDED ACTION
The City Council may decide not to adopt a resolution to adopt the Local Roadway Safety Plan Final Report. Staff does not recommend it, as the City will remain ineligible to pursue current and future federal, State, and regional grants.
The City Council may decide not to authorize the City Manager to execute Program Supplement Agreement No. 0000A074 for the Local Roadway Safety Plan. Staff does not recommend it, as it will preclude the City from streamlining the project administration and accounting process and from receiving grant reimbursements in a timely manner.
The City Council may decide not to authorize the City Manager to execute State Master Agreement No. 04-5375S21 for State-Funded Projects. Staff does not recommend it, as it will preclude the City from being eligible to administer State-funded projects including the Local Roadway Safety Plan.
ATTACHMENT(S):
Local Roadway Safety Plan Project Summary
Proposed Resolution – Adopting the Local Roadway Safety Plan Final Report Exhibit 1 - 2022 Local Roadway Safety Plan Final Report Proposed Resolution – Authorizing the City Manager to Execute a Program Supplement Agreement
Exhibit 1 - Program Supplement Agreement No. 00000A074 for Local Roadway Safety Plan
Proposed Resolution – Authorizing the City Manager to Execute a State Master Agreement Exhibit 1 - State Master Agreement No. 04-5375S21 for State-Funded Projects Prepared by: Philip Ho, Senior Civil Engineer
Reviewed by: Ananthan Kanagasundaram, City Engineer
Approved by: Ethan Bindernagel, Acting City Manager