Administrative
Report
H.10., File # 23-6450 Meeting Date: 8/15/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE AMENDMENT NO. SIX TO FUNDING AGREEMENT NO. FA. P00F3502 BETWEEN THE
CITY OF REDONDO BEACH AND THE LOS ANGELES COUNTY METROPOLITAN
TRANSPORTATION AUTHORITY (METRO) FOR THE REDONDO BEACH BICYCLE
TRANSPORTATION PLAN IMPLEMENTATION PROJECT, AWARDED THROUGH THE METRO 2009 CALL FOR PROJECTS
EXECUTIVE SUMMARY
The Bicycle Transportation Plan Implementation Project includes Federal Funding which requires an E-76 permit issued by the CA Department of Transportation. The Project plans and specifications were completed by the City and submitted to CalTrans for permit review in July 2022. CalTrans has yet to conclude their review and is expected to take several more months to issue the permit.
Construction of the Project, unfortunately, can not begin until the City receives the E-76. After obtaining CalTrans approval, staff will return with an agenda item to seek authorization to advertise the Project for competitive bidding.
The original funding agreement had a completion date of June 30, 2016. The previous amendments extended the deadline to June 30, 2022. The latest amendment, Amendment No. Six, will extend the date to June 30, 2023. Amendment No. Six was received from Metro on July 19, 2023. Metro administers extensions for only one-year increments and their administrative paperwork is generally more than a year behind. Though the date of the receipt of Amendment No. Six is past the expiration date, Metro continues to develop subsequent amendments in collaboration with City staff without any impacts on quarterly reimbursements. The Bicycle Transportation Plan Implementation Project remains in good standing with Metro and it is expected that additional amendments will be issued until the project is completed.
BACKGROUND
Historically, Metro has conducted a biannual competitive Call for Projects (CFP) to program various federal, state, and local transportation funds for regionally significant transportation projects. On September 24, 2009 the Metro Board approved the Metro 2009 Call for Projects, allocating $1,558,860 in Federal Congestion Mitigation Air Quality (CMAQ) Funds to the Redondo Beach Bicycle Transportation Plan Implementation Project. The City programmed $389,715 in City Proposition C Local Return Funds as the local match, for a project total of $1,948,575. To receive the funds, the City entered into a funding agreement with Metro on May 21, 2013. Due to a shortfall in regional Metro funds, Metro required the City to apply for State Active Transportation Grant funding prior to releasing any previously approved funds to the City. That effort was unsuccessful and
H.10., File # 23-6450 Meeting Date: 8/15/2023
prior to releasing any previously approved funds to the City. That effort was unsuccessful and delayed the project for over two years until Metro released the original CMAQ Funds under the original funding agreement.
The original funding agreement had a project completion date of June 30, 2016. Metro approved Amendment #1 that included a two-year extension until June 30, 2018. That Amendment was approved by the City Council on May 3, 2016. Amendment #2, extended the completion date to June 30, 2019, and was approved by the City Council on February 19, 2019. Amendment #3, extending the completion date to June 30, 2020 was approved by the City Council on April 7, 2020.
Amendment #4, extending the completion date to June 30, 2021 was approved by City Council on January 19, 2021, along with project plans and specifications. Amendment #5, extending the completion date to June 30, 2022 was approved by City Council on February 1, 2022.
Amendment No. Six was approved by Metro and sent to the City on July 19, 2023 and is now ready for City Council approval. A seventh amendment is expected from Metro to extend the project completion date to June 2024. Once received, City Staff will present the upcoming amendment for extension to the City Council for approval.
Work on the design of the project began in earnest in 2020. On January 16, 2020, the City authorized on-call consultant DBE Consulting, LLC (DBE) to facilitate oversite and implementation of the grant including tasks to develop the project scope of work, secure regulatory permitting, complete grant reporting, and develop RFPs for professional engineering and environmental services.
On August 12, 2020, the City authorized on-call consultant AGA Engineers, Inc. (AGA) to develop a construction-ready bid package for the project including plans, specifications and construction cost estimate.
The scope of work and preliminary design of the project was included in a presentation on the status of the South Bay Bicycle Master Plan (SBBMP) that was given to the Public Works Commission (PWC), recently changed to Public Works & Sustainability Commission, on September 28, 2020. The PWC received a report on the status of the South Bay Bicycle Master Plan (SBBMP) and the tradeoffs inherent in determining how to design facilities into a built-out community. Their input included considerations of safety as a prioritization tool for SBBMP implementation, connectivity to City destinations and transit hubs, pursuit of grants as a funding source for future projects, the role of real estate acquisition to widen rights-of-way, and coordination of routes with other cities. On October 20, 2020, Staff presented a similar report to the City Council.
Plans and specifications for the project are complete and were forwarded to Caltrans in July 2022 for review and approval of the E-76, then followed by competitive bidding. The Engineer’s construction cost estimate is approximately $1.7 million. Bidding and construction of the project will occur after receipt of Caltrans E-76 approval which is expected to take several months. In the meantime, approval of this funding agreement amendment, Amendment No. Six, preserves the Metro awarded competitive grant funding for project implementation.
COORDINATION
Amendment No. Six has been approved as to form by the City Attorney’s office. Development of
H.10., File # 23-6450 Meeting Date: 8/15/2023
Amendment No. Six has been approved as to form by the City Attorney’s office. Development of project Plans and Specifications was coordinated by the Public Works Department. Input was provided by the Public Works Commission.
FISCAL IMPACT
The cost associated with preparing and reviewing the Amendment is included in the Department’s annual budget. The funding and estimated costs of the Project are as follows:
Funding: Estimated Expenditures:
Metro CFP Grant $1,558,860 Construction $1,693,575
Local Prop C Funds $ 389,715 Proj Mgmt/Design $ 255,000 Total $1,948,575 Total $1,948,575
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Amendment No. Six with METRO