TF2401.SR.JD
CITY OF SIMI VALLEY
MEMORANDUM
M
arch 4, 2024
TO
: City Council
F
ROM: Department of Public Works
S
UBJECT: ADOPTION OF A RESOLUTION APPROVING PROGRAM SUPPLEMENT NO. A409 TO IMPLEMENT HIGHWAY SAFETY IMPROVEMENT
PROGRAM PROJECT NO. HSIPL-5405(100), CP60000039
STAFF RECOMMENDATION
It is re commended that the City Council adopt attached R esolution No. 2024-05 (page 3) approving Program Supplement No. A 409 to the Administering Agency -State Agreement for State-Funded Projects No. 075405S21 for the City to implement Highway Safety Improvement Program Project No. HSIPL-5405(100), and authorize the Mayor to execute the Program Supplement (Attachment A, page 5).
BACKGROUND AND OVERVIEW
In July 2022, City Staff applied for and received a Highway Safety Improvement Program Grant to install left-turn phasing at three intersections in the City: Erringer Road and Cochran Street, Erringer Road and Royal Avenue, and Royal Avenue and First Street . The intersections were identified as having high levels of left -turn related failure to yield crashes.
FINDINGS AND ALTERNATIVES
I
n order to move forward with this project, the City must accept the grant’s conditions and covenants of the State for funding the project as well as additional special conditions and covenants.
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he City and the Sta te must execute a Program Supplement to the Master Agreement between the Administering Agency (City) and the State for State -Funded projects outlining other special conditions. The attached resolution for the City Council’s consideration approves the document and authorizes execution. State funding in the amount of $864,000 has been approved for this project under the HSIP, with a local match requirement of $96,000, which will be allocated from the General Fund, for a total project cost of $960,000.
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he following alternatives are available to the City Council:
AGENDA ITEM NO.
Consent (6)
TF2401.SR.JD
1. Adopt attached R esolution No. 2024 -05 approving P rogram Supplement No. A409 to implement H ighway Safety Improvement Program Project No. HSIPL-5405(100), and authorize the Mayor to execute Program Supplement No. A409 to the Administering Agency -State Agreement for State- Funded Projects No. 075405S21 (Attachment A);
2 . P rovide other direction to staff.
Staff recommends Alternative No. 1.
SUGGESTED CITY COUNCIL MOTION
I move to adopt Resolution No. 2024- 05 approving Program Supplement No. A409 to implement Highway Safety Improvement Program Project No. HSIPL-5405(100), and authorize the Mayor to execute Program Supplement No. A409.
SUMMARY
The City applied for and received State funding in the amount of $864,000 under the HSIP to install left turn phasing at three intersections in the City with high levels of left -turn related crashes , with a local match requirement of $96,000 and total proj ect cost of $960,000.
It is re commended that the City Council adopt attached Resolution No. 2024- 05 approving Program Supplement No. A409 to implement H ighway Safety Improvement Program Project No. HSIPL-5405(100), and authorize the Mayor to execute and Program Supplement.
____________________________________
Ronald K. Fuchiwaki
Public Works Director
Prepared by: Justin Link, Principal Engineer
INDEX Page
Resolution No. 2024-05…………………………………. .................... 3 Attachment A – Program Supplement No. A409 .............................. 5 2 TF2401.RES.JD
RESOLUTION NO. 2024-05
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SIMI
VALLEY APPROVING PROGRAM SUPPLEMENT NO. A409 TO
IMPLEMENT HIGHWAY SAFETY IMPROVEMENT PROGRAM
PROJECT NO. HSIPL-5405(100), CP6000039
WHEREAS, the City of Simi Valley has applied for Highway Safety Improvement Program (HSIP) funds for installation of left turn phasing at the intersections of Erringer Road and Cochran Street, Erringer Road and Royal Avenue, and Royal Avenue and First Street, No. HSIPL-5405(100), and
WHEREAS, Caltrans has reviewed and found the subject project eligible for State funding; and
WHEREAS, the Master Agreement Administering Agency-State Agreement for State -Funded Projects No. 07- 5405S21 with the State of California outlines t he conditions and covenants of State funding for the subject project, and
WHEREAS, Program Supplement No. A 409 to the Administering Agency- State Agreement for State Funded Projects No. 07- 5405S21 outlines supplemental conditions and covenants of State funding for the subject project; and
WHEREAS, the City Council is desirous of approving and accepting Program Supplement No. A409.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SIMI VALLEY DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1
. The above recitals are true and correct.
SECTION 2. The Program Supplement No. A409 to the Administering Agency-State Agreement for State Funded Projects No. 07-5405S21 attached hereto as Attachment B, and incorporated by reference herein, is hereby approved and accepted by the City of Simi Valley, and the Mayor is authorized to execute the Program Supplement on behalf of the City.
3 RES. NO. 2024-05
TF2401.RES.JD
SECTION 3. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the Office of the City Clerk.
PASSED and ADOPTED this 4th day of March 2024.
Attest:
Lucy Blanco, City Clerk Fred Thomas, Mayor of the City of Simi Valley, California
Approved as to Form: Approved as to Content:
Algeria R. Ford, City Attorney Brian Paul Gabler, City Manager
Ronald K. Fuchiwaki
Public Works Director
4 00000A409
FOR STATE FUNDED PROJECTS NO 07-5405S21
0724000153
December 22, 2023
07-VEN-0-SIMV
HSIPSL-5405(100)
5405
This Program Supplement, effective , hereby adopts and incorporates into the Administering Agency-State Agreement No. 07-5405S21 for State Funded Projects which was entered into between the ADMINISTERING AGENCY and the STATE with an effective date of 03/06/2023 and is subject to all the terms and conditions thereof. This PROGRAM SUPPLEMENT is executed in accordance with Article I of the aforementioned Master Agreement under authority of Resolution No. approved by the ADMINISTERING AGENCY on (See copy attached).
The ADMINISTERING AGENCY further stipulates that as a condition to the payment by the State of any funds derived from sources noted below encumbered to this project, Administering Agency accepts and will comply with the Special Covenants and remarks set forth on the following pages.
Cochran Street at Erringer Road, Royal Avenue at Erringer Road, Royal Avenue at First Street.
Install Left-Turn Phasing and associated equipment with high- visibility signal head backplates.
0.0(MILES)
State Funds
Estimated Cost Matching Funds
CITY OF SIMI VALLEY
By ________________________________ By ________________________________ Title _______________________________
Date _______________________________
Attest _______________________________ Date _______________________________ Division of Local Assistance
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:
Accounting Officer _______________________ Date _______________ PROGRAM SUPPLEMENT NO.
to
ADMINISTERING AGENCY-STATE AGREEMENT
Adv. Project ID Date:
Location:
Project Number:
E.A. Number:
Locode:
PROJECT LOCATION:
TYPE OF WORK: LENGTH:
LOCAL OTHER
$960,000.00 $96,000.00 $0.00
Chief, Office of Project Implementation
STATE OF CALIFORNIA
Department of Transportation
$864,000.00
$864,000.00STATE
1 Page of 3Program Supplement 07--540-A409- SERIAL
12/22/2023
ATTACHMENT A
Brian Paul Gabler, City Manager
5 SPECIAL COVENANTS OR REMARKS
07-VEN-0-SIMV
HSIPSL-5405(100)
1. A. This PROJECT has received STATE funds from Highway Safety Improvement Program (HSIP). The ADMINISTERING AGENCY agrees to administer the PROJECT in accordance with the Highway Safety Improvement Program (HSIP) Guidelines, the Local Assistance Procedures Manual (LAPM), the Local Assistance Program Guidelines (LAPG), and this PROGRAM SUPPLEMENT.
B. The STATE funds for this PROJECT may be provided under one or more phases, which are Preliminary Engineering (PE), Right-of-Way (R/W) and Construction (Con).
A phase-specific fund allocation is required, in addition to other requirements, before reimbursable work can occur for the phase identified. Each allocation will be assigned an effective date and identify the amount of funds allocated per phase. Unless otherwise determined, the effective date of the phase-specific allocation will constitute the start of reimbursable expenditures for the phase. The STATE funds available for reimbursement will be limited to the amount allocated by the STATE for the phase.
C. At the time of the first fund allocation approval for the Project, this PROGRAM SUPPLEMENT, a STATE-approved Allocation Letter and STATE Finance Letter are prepared to allow reimbursement of eligible PROJECT expenditures for the phase allocated.
D. STATE and ADMINISTERING AGENCY agree that any additional fund allocations made after the execution of this PROGRAM SUPPLEMENT, for the phase that has been authorized in the first fund allocation approval or for a new phase, will be encumbered on this PROJECT by use of a STATE-approved Allocation Letter and a STATE Finance Letter and are subject to the terms and conditions thereof.
E. This PROJECT is subject to the delivery requirements enacted by the HSIP guidelines. The delivery requirements may be accessed at: https://dot.ca.gov/programs/local-assistance/fed- and-state-programs/highway-safety-improvement-program/delivery-requirements-status- approved-projects.
F. Award information shall be submitted by the ADMINISTERING AGENCY to the District Local Assistance Engineer immediately after project contract award and prior to the submittal of the ADMINISTERING AGENCY'S first invoice for the construction contract. Failure to do so will cause a delay in the State processing of invoices for the construction phase.
G. The ADMINISTERING AGENCY shall invoice STATE for PE, R/W and CON costs no later than 180 days after the end of expenditure the phase. For construction costs, the ADMINISTERING AGENCY has 180 days after project completion or contract acceptance to make the final payment to the contractor, prepare the final Report of Expenditures and final invoice, and submit to STATE for verification and
2 Page of 3Program Supplement 07--540-A409- SERIAL
6 SPECIAL COVENANTS OR REMARKS
07-VEN-0-SIMV
HSIPSL-5405(100)
payment.
H. ADMINISTERING AGENCY agrees to submit the final report documents that collectively constitute a "Report of Expenditures" within one hundred eighty (180) days of PROJECT completion. Failure of ADMINISTERING AGENCY to submit a "Final Report of Expenditures" within 180 days of PROJECT completion will result in STATE imposing sanctions upon ADMINISTERING AGENCY in accordance with the current LAPM provisions.
I. ADMINISTERING AGENCY agrees to comply with the requirements in 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (applicable to Federal and State Funded Projects).
J. By executing this PROGRAM SUPPLEMENT, ADMINISTERING AGENCY agrees to provide the STATE, upon request, with the information related to the PROJECT for the purpose of project evaluation or other purposes.
K. The ADMINISTERING AGENCY shall construct the PROJECT in accordance with the scope of work presented in the application and approved by the State. Any changes to the approved PROJECT scope without the prior expressed approval of the State are ineligible for reimbursement and may result in the entire PROJECT becoming ineligible for reimbursement. 3 Page of 3Program Supplement 07--540-A409- SERIAL
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