Administrative
Report
N.2., File # 23-6905 Meeting Date: 10/3/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
DISCUSSION AND POSSIBLE ACTION REGARDING THE APPROVAL OF PLANS AND
SPECIFICATIONS FOR THE MANHATTAN BEACH BOULEVARD RESURFACING - AVIATION
BOULEVARD TO INGLEWOOD AVENUE PROJECT AND AUTHORIZATION FOR THE CITY
CLERK TO ADVERTISE THE PROJECT FOR COMPETITIVE BIDS
ADOPT BY 4/5 VOTE AND TITLE ONLY RESOLUTION NO. CC-2310-099, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDONDO BEACH, CALIFORNIA, AUTHORIZING A CC2023-2024 FISCAL YEAR BUDGET MODIFICATION TO APPROPRIATE $431,183 IN STPL
UNALLOCATED FUND BALANCE TO THE MANHATTAN BEACH BOULEVARD RESURFACING - AVIATION BOULEVARD TO INGLEWOOD AVENUE PROJECT, JOB NO. 41160
APPROVE AN EXCHANGE AGREEMENT AND ASSIGNMENT OF FEDERAL STPL FUNDS WITH
THE LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY FOR THE
MANHATTAN BEACH BOULEVARD RESURFACING - AVIATION BOULEVARD TO INGLEWOOD AVENUE PROJECT, JOB NO. 41160
EXECUTIVE SUMMARY
The Capital Improvement Program (CIP) includes $3.9 million of funds for the Manhattan Beach Boulevard Resurfacing - Aviation Boulevard to Inglewood Avenue Project (Project). The Project includes repaving and restriping design along Manhattan Beach Boulevard from Aviation Boulevard to Inglewood Avenue (an approximately 1-mile stretch); traffic signal modifications at the intersection of Manhattan Beach Boulevard and Dow Avenue; landscaping and irrigation design for the existing raised center medians and frontage road median; and, installation of Class II bike lanes along the entire Project corridor. The Project plans and specifications are now ready for City Council approval and authorization for competitive bidding.
The total Project cost for construction including contingency, inspection, and management is estimated to be $5.32 million. The existing $3.9 million of funds includes a combination of State Gas Tax, Prop C, Local Measure M, Surface Transportation Program Local (STPL) federal grant, and general capital monies. To close the estimated funding gap, staff has requested and received initial approval for additional Regional Measure M funding from the Los Angeles County Metropolitan Transportation Authority (LACMTA/Metro) for signal upgrades and recommends utilization of Federal STPL exchange funds.
Assuming the proposed actions are approved by Council, and the City receives favorable bids, a
N.2., File # 23-6905 Meeting Date: 10/3/2023
Assuming the proposed actions are approved by Council, and the City receives favorable bids, a construction contract is anticipated to be awarded in late 2023. Construction is expected to begin in mid-2024 with immediate ordering of long lead-time traffic signal equipment. Construction of the Project is estimated to take five months to complete once the traffic signal equipment is delivered.
BACKGROUND
Manhattan Beach Boulevard is one of the primary east-west roadways in northern Redondo Beach and is classified as a principle arterial roadway. In its current condition, Manhattan Beach Boulevard provides 2 travel lanes in the eastbound direction, 2 and 3 travel lanes in the westbound direction, landscaped raised center medians, and protected left-turn pockets along the roadway segment.
On July 7, 2020, the City Council authorized a professional services agreement with Cannon Corporation, Inc. (Cannon) to provide design engineering services related to the Manhattan Beach Boulevard Resurfacing - Aviation Boulevard to Inglewood Avenue Project (Project).
The Project design involves street improvements, including roadway grinding and asphalt resurfacing, restriping, median modifications, addition of Class II bike lanes, traffic signal modifications for the intersection of Manhattan Beach Boulevard and Dow Avenue, landscaping and irrigation improvements at existing raised center medians and the frontage road median, a new, dedicated westbound U-turn pocket on Manhattan Beach Boulevard, between Gibson Place and McBain Avenue, ADA curb ramp upgrades, curb and gutter repairs, cross-gutter repairs, and sidewalk repairs, as necessary.
On January 19, 2021, staff presented the design concept to City Council for consideration. The Project design initially included Class II bicycle facilities only, but Council, following the presentation, preferred the installation of a Class II buffered bike lane along the entire westbound side of the Blvd. and half of the eastbound side if it was determined to be feasible following the completion of a traffic study. It was noted during the discussion, that in order to install the Class II bike lanes, modifications to roadway geometry, including removal of a westbound vehicle lane and on-street parking on portions of the eastbound side of the corridor would be required. The subsequent traffic analysis determined that the vehicle lane reduction would not significantly impact traffic operations along the corridor and would not alter the Boulevard’s current level of service.
On June 15, 2021, the City Council approved the first amendment with Cannon to extend the Agreement term to December 31, 2022.
On March 15, 2022, the City Council approved the second amendment with Cannon to provide additional services. The additional contract services included the traffic analyses needed to assess the westbound lane reduction to accommodate a buffered Class II bike lane installation preferred by the City Council, landscape design changes to the south side of Manhattan Beach between Dow Avenue and Johnston Avenue, ADA and curb bulb-out design at the southwest corner of Manhattan Beach Boulevard, at Doolittle Drive, striping and median realignment design changes at the intersection of Manhattan Beach Boulevard, at Redondo Beach Avenue, traffic signal network communications conduit upgrade design, project management, and meetings. The total contract amount was increased to $205,890.
The Project, as designed, is estimated to cost $5.32 million including construction, contingency, inspection, and project management. The Project is currently budgeted for $3.9 million, with a
N.2., File # 23-6905 Meeting Date: 10/3/2023
inspection, and project management. The Project is currently budgeted for $3.9 million, with a combination of State Gas Tax, Prop C, Local Measure M, STPL federal grant, and general capital funds. Furthermore, staff has requested an additional $1.5M in Regional Measure M funding from Metro for signal upgrades, a portion of which can be spent to cover eligible expenses in the Project.
The South Bay Cities Council of Government (SBCCOG) approved the funding in March 2023 and Metro’s Board approved it in September 2023.
In order to cover the remaining gap, it is recommended that the proposed budget resolution be approved to appropriate $431,183 of available and unallocated STPL funds.
Every Federal Fiscal Year, Metro apportions STPL funds to local agencies within Los Angeles County.
The City of Redondo Beach currently receives approximately $209,000 per year. Agencies have three years to obligate their funds or the funds become subject to lapse. These funds are administered by Metro and allocated to local jurisdictions on a per capita basis and are specifically earmarked for transportation projects. Authorization of the Exchange Agreement will allow the City to exchange federal transportation funds with local Metro funds for immediate use on the Project. An agreement to exchange federal funding for "less stringent and more flexible" Metro funds will alleviate the need to go through Caltrans’ federal funding authorization processes, which are typically cumbersome and involve extensive, uncontrollable time constrains.
Since July 2022, Staff has been in discussions with Metro regarding the federal STPL balance and Coronavirus Response and Relief Supplemental Appropriations Act of 2021 Highway Infrastructure Programs (CRRSAA-HIP) funds available for the Project and the option to exchange these federal monies to the more flexible Metro funds. The City informed Metro of its interest to exchange the funds following completion of the Project design. Earlier this year, Metro notified the City that funding for the proposed Exchange Agreement were deemed no longer available and the City would need to proceed with requesting authorization to proceed with federal funds for construction. In addition, Metro also informed the City that available CRRSAA funding was rescinded due to the passing of the Federal Debt Ceiling Bill in May 2023.
As a result, the City submitted an authorization request to Caltrans to obligate funds to the Project.
Later, Metro notified staff, that exchange funding would be available at the start of Metro’s Fiscal Year, in July of 2023. Metro offers their limited funding to cities on a "first come, first serve" basis.
As of September 2023, the City of Redondo Beach had a balance of $1,747,973 in its STPL account.
STPL funds are provided by the State and held by Metro on behalf of the City. Expenditure of STPL funds requires the City to obtain approval from the State Department of Transportation - Caltrans, the E-76 approval process, prior to advertising for bids. This process can take over a year and has taken approximately two years on another, simpler, City project. However, by Metro offering funding from its limited funding exchange program the City will assign its STPL funds back to Metro, and Metro will provide equivalent “local transportation funds” to the City. The local transportation funds do not require E-76 review and are sent to the City by wire transfer to be used immediately. Staff has applied for, and received, the attached Exchange Agreement with Metro to exchange the balance of our STPL funds for local transportation funds to be applied to this project. Metro charges a 2% administrative fee for the exchange. Staff believes this expense is worth removal of the uncertainty of delays associated with the Caltrans review and approval requirement of the E-76 approval process.
N.2., File # 23-6905 Meeting Date: 10/3/2023
On September 13, 2023, the City received the Agreement for execution, which offers the opportunity to exchange $1,747,973 balance of STPL monies for $1,713,014 in flexible Metro local transportation funds. The $34,959.46 difference is the 2% processing and administrative fee that Metro charges for this exchange, which is substantially less than the value of City staff hours and the months, or even years, long process that would be required to coordinate the extensive and time-consuming federal paperwork filling invoiced in "federally-funded" projects. The Exchange Agreement is standard process for local agencies seeking more flexibility to spend their STPL funds.
Plans and specifications for the Project are now complete and ready to be advertised for competitive bids. The Plans and Specifications are available for review in the Plans and Specifications Review Area located behind the Engineering permit counter at City Hall. With approval, a construction contract is anticipated for award in the Fall of 2023. Construction is anticipated to begin in mid-2024 following delivery of long lead-time traffic signal equipment. Construction is estimated to take five months to complete once the signal equipment is available.
COORDINATION
The development of the Project Plans and Specifications was coordinated by the Public Works Department. The City Attorney’s Office approved the Agreement and Resolution as to form. The Community Development Department has determined the project to be Categorically Exempt under 15301(c) of the CEQA Guidelines.
FISCAL IMPACT
Funding Expenditures
State Gas Tax $ 694,035 Construction Estimate $ 3,800,000 Measure M $ 200,000 Contingency $ 380,000
Prop C $ 1,535,679 Inspection $ 380,000
LACMTA (STPL)
Exchange Funds $ 1,713,014 Const. Management $ 380,000
Capital Funds $ 143,058 Project Management $ 380,000
Measure M Grant $ 1,034,214
Total $ 5,320,000 Total $ 5,320,000
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - Exchange Agreement with Los Angeles County Metropolitan Transportation Authority for the Assignment of Federal Surface Transportation Program Local Funds · Reso - No. CC-2310-099 Appropriating STPL Funds to the Manhattan Beach Boulevard Resurfacing - Aviation Boulevard to Inglewood Avenue Project · CEQA Letter of Exemption, January 13, 2023