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CITY OF SIMI VALLEY
MEMORANDUM
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ovember 14, 2022
TO: City Council
F
ROM: Department of Public Works
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UBJECT: APPROVAL OF AMEND ED FY 2022-23 TRANSIT PROGRAM OF
PROJECTS (POP) AND APPROVAL OF A SUPPLEMENTAL BUDGET
REQUEST
STAFF RECOMMENDATION
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t is recommended that the City Council approve the amended Simi Valley Transit Program of Projects (POP) for FY 2022-23, and approve a related Supplemental Budget Request in the amount of $1,480,671 in the Transit Fund (Fund 750).
BACKGROUND AND OVERVIEW
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n June 13, 2022, the City Council approved the FY 2022-23 Transit Budget and POP (Attachment A, page 5). The POP is then forwarded to the Ventura County Transportation Commis sion (VCTC) for final approval and to be included in the City’s Federal Transit Administration (FTA) 49 U.S.C grant applications , which include Section 5307, Section 5339, CMAQ, Job Access Reverse Commute (JARC), and other grants funds.
FINDINGS AND ALTERNATIVES
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imi Valley Transit’s Program of Projects (POP) provides the foundation for the City’s grant applications for federal funds, which partially offset the cost of operating the Simi Valley Transit System and capital projects. As part of the City’s Annual Budget consideration, the City Council reviews and approves proposed funding amounts as part of the POP review. Following City Council approval, Simi Valley Transit’s approved POP is forwarded to the Ventura County Transportation Commission (VCTC), the City’s current designated recipient of FTA funds, who will conduct a public hearing for final approval and inclusion in the City’s FTA Section 5307, CMAQ, and Job Access Reverse Commute (JARC) grant applications. With the evaluation of the City’s proposed 2022- 23 POP completed, the City is now needing to amend the POP to reflect revised grant allocations.
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ursuant to 49 U.S.C.5307 (Section 5307 Funds) , FTA apportions Urbanized Area Formula Program funds to urbanized areas for public transportation, capital projects, operating assistance, job access , reverse commute projects and transportation- related planning. VCTC determines the funding available to all eligible agencies in the County within each Urbanized Area (UZA), and then annually approves specific projects within AGENDA ITEM NO.
Consent (1)
2 their funding targets. Because the Federal Fiscal year (FFY) and the State Fiscal year are different, VCTC issues a preliminary estimate before the end of the State Fiscal Year to allow local agencies to budget, and a final one when Congress approves the Federal Fiscal Year.
The amended POP reflects a $268,391 increase in planning assistance and programming (PAP) costs from $48,900 to $317,291 and an $88,536 increase in ADA Paratransit from $280,885 to $369,421. The total increase is $356,927 from the 2022-23 proposed POP Budget. The PAP cost are related to expenses for planning and carrying out the metropolitan planning process, such as the development of long -range transportation plans and improvement programs for Ventura County. The estimated Simi Valley Urbanized Area 5307 funding for FFY ending September 30, 2023 is $3,694,210 of which $317,291 goes to planning and programming costs and the remaining $3,376,289 will be reserved for future operations and capital projects.
The current budgeted 53 07 funds come from FFY 2021 funding which were not spent due to additional federal assistance received from the Federal Cares Act and the American Rescue Plan Act during the pandemic. Also, the amended POP consolidates the capital assistance of $40,000 for dispatch so ftware and $64,000 for the Transit Management System as c ontained in the 2022-23 proposed POP Budget into current FTA grants p reviously awarded.
Pursuant to 49 U.S.C. 5339 (Section 5339 Funds), FTA awards grants under this section to finance capital equipment such as bus and bus-related projects to support the continuation and expansion of public transportation services. Due to the impacts of the pandemic and industry -wide transit staffing shortages, moving forward with capital projects has been challenging. On December 20, 2021, the Council approved the 2021- 22 POP for a h eating, ventilation, and a ir conditioning (HVAC) upgrade in the Transit Maintenance Facility for $275,000. In addition to upgrading the outdated HVAC system, the project will provide a safer and more efficient working environment, better climate control, and reduce energy cos ts. The amended 2022-23 POP increased the FFY 2020 5339 funds by $144,537 from $220,000 to $364,537, and the Transportation Development Act (TDA) Article 4 funds by $36,134 from $55,000 to $91,134 for the required local match. The net project increase of $180,671 will ensure completion of the project as staff is anticipating increased parts and labor costs over the original project budget estimate. The remaining funds from FFY 2021, in addition to the FFY 2022 and FFY 2023 funding, will total approximately $1M and will be used for future vehicle replacement and other capital projects.
Lastly, Congestion Mitigation and Air Quality (CMAQ) funds are designated to mitigate congestion and reduce vehicle emissions. The annual Call-for-Projects allows the City to secure funding for vehicle replacement with CMAQ funds. The amended 2022-23 POP includes the 2022- 23 proposed POP Budget approved as part of the Annual Budget Capital Improvement Plan of purchasing two (2) 35- foot low or no- emission buses to replace two (2) existing CNG buses. According to the FTA’s standards, the two (2) existing buses have m et their useful life benchmark. The project funding includes a TRAN2243.SR.JK
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$911,494 CMAQ fund and a local match of $118,094 TDA fund for a total estimated cost of $1,029,588.
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n addition, on October 21, 2022, the Transit Division submitted another CMAQ Call for Projects proposal for electric bus purchases and infrastructure funding. A similar project previously approved on December 20, 2021 for $450,000 funded by Section 5339 will be eliminated, as the new CMAQ fund will allow for higher level chargers and infrastructure for future expansion. The amended 2022- 23 POP also reflects the requested federal funds of $1,549,275 on the CMAQ application and an additional local TDA match of $200,725, the total available fund will be $1,750,000, creating a project increase of $1.3 million. The net increase in Federal funds and local match totals $1,480,671 ($1.3 million CMAQ, $144,537 for HVAC project, and $36,134 local match for HVAC project) necessitates a Supplemental Budget request of $1,480,671.
If
awarded, the City will investigate the purchase of two (2) 28-30 foot electric battery - powered transit vehicles and vehicle-charging infrastructure. The charging facility will be located at the Simi Valley Transit Maintenance Facility and support the future purchase and operation of battery electric transit vehicles, including non-revenue service vehicles.
The two (2) electric vehicles will be used to implement the Community Service Route as recommended in the Short Range Transit Plan. While the grant will fund the electric vehicles, staff continues to research and evaluate the effectiveness and practicality of electric vehicles in the City’s transit system. Prior to any purchase, staff will return to the City Council with findings and a recommendation on the electric vehicles, providing data to support such a purchase and the viability of the vehicles. VCTC will notify the project recipients of its decision in December 2022.
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he following chart identifies the revised 2022-23 POP budget:
City of Simi Valley
Planning Assistance
Planning Assistance and Programming (Section 5307) $ 317,291 Federal Grant Local Match
Operating Assistance
Simi Valley Transit (Section 5307) $2,778,951 $3,536,951 Capital Assistance
Preventive Maintenance (Section 5307) 285,840 71,460 Non Fixed Route ADA Paratransit (Section 5307) 369,421 92,335 Transit Maintenance Facility Heating, Ventilation & Air Condition Upgrade (Section 5339)
364,537 91,134
Two (2) 35 Foot Low/No Emission Replacement Buses (CMAQ) 911,494 118,094 Two (2) Electric Buses and Charging Infrastructure (CMAQ) 1,549,275 200,725 Total Operating and Capital Assistance $6,576,809 $4,110,699 3 TRAN2243.SR.JK
The following alternatives are available to the City Council:
1. Appr
ove the amended Simi Valley Transit Program of Projects for FY 2022-23, and approve a related Supplemental Budget Request in the amount of $1,480,671;
2. Pr
ovide staff with other direction.
St
aff recommends Alternative No. 1.
SUGGESTED CITY COUNCIL MOTION
I move to
approve the amended Simi Valley Transit FY 2022-23 Program of Projects, and approve the related Supplemental Budget Request in the amount of $1,480,671.
SUMMARY
On J
une 13, 2022, the City Council approved the FY 2022-23 Transit Budget and POP, which is then forwarded to the VCTC for final approval and to be included in the City’s FTA 49 U.S.C grant application funds including Section 5339. It is recommended the City Council approve the amended Transit Program of Projects for FY 2022-23, and approve a related Supplemental Budget Request in the amount of $1,480,671 ______
______________________________
Ronald K. Fuchiwaki
Public Works Director
Pr
epared by: Tan Koehler, Management Analyst
INDEX Page
Atta
chment A (Excerpt from FY 2022-23 Budget Staff Report) ....................... 5 4 ATTACHMENT A
Excerpt from FY 2022-23 Budget Staff Report, June 13, 2022 Tr
ansit Proposed Program of Projects (POP) for FY 2022-2023 On Dece
mber 19, 1988, the City Council established a policy to annually review the Simi Valley Transit proposed fiscal year budget as part of the City Council’s consideration of the Transit Program of Projects. The Transit Program of Projects (POP) provides the foundation for the City’s grant applications for federal funds, which partially offset the cost of operating the Simi Valley Transit System and capital projects. Following City Council approval, Simi Valley Transit’s approved POP will be forwarded to the Ventura County Transportation Commission (VCTC ), the City’s current designated recipient of FTA funds, who will conduct a public hearing for final approval and inclusion in the City’s FTA Section 5307, CMAQ, and Job Access Reverse Commute (JARC) grant applications.
Under 49 U.S.C. Section 5307, the CMAQ program, and the JARC program, the City of Simi Valley's Transit Division is eligible to apply for FTA grant funding to assist with its FY 2022-23 operating and capital expenditures. The City Council’s review and approval or modification of Simi Valley Transit’s proposed POP will be forwarded to the VCTC for final approval and will become the basis for the City’s FY 2022-23 Section 5307 grant application for federal financial assistance.
The proposed POP allocates Simi Valley Transit’s FTA 5307 grant of $3,498,576, as follows. The POP also identifies 5307 grant funds in the amount of $48,900, which will go directly to VCTC for countywide planning assistance funds.
Planning Assistance
Countywide Planning
Operating Assistance
Simi Valley Transit
Capital Assistance
Preventive Maintenance
Non Fixed Route ADA Paratransit
Dispatch Software
Transit Management System
Federal Grant Local Match
48,900 -
2,778,951 3,536,951
285,840 71,460
280,885 70,221
40,000 10,000
64,000 16,000
$ 3,498,576 $ 3,704,632
After City Council consideration, any adjustments to the POP will be made as appropriate.
It is not yet known whether JARC funding will be available for FY 2022- 23. It should be noted that the estimated FY 2022- 23 funding is based on the amount authorized in the FAST Act reauthorization. Should the adopted FY 2022- 23 Federal Transportation Budget be lower than these estimates, it will be necessary to make changes to the POP.
A resolution authorizing the City Manager to execute and submit the filing of an application with the U.S. Department of Transportation, FTA, for operating, capital, planning, and preventive maintenance assistance funds under 49 U.S.C. Section 5307, CMAQ program, and JARC pr
ogram is required and is included on page 29.
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