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STAFF REPORT
Development Services Department
DATE: November 19, 2013
TO: Mayor and City Council
FROM: Jason Kruckeberg, Assistant City Manager /Development Services Director
Philip A. Wray, Deputy Director of Development Services /City Engineer
SUBJECT: RESOLUTION NO. 6998 APPROVING PROGRAM SUPPLEMENT
AGREEMENT NO. 012 -N TO ENCUMBER FEDERAL AID FUNDS FOR
THE PAVEMENT REHABILITATION PROJECT FOR FIRST AVENUE
AND TENTH AVENUE BETWEEN CAMINO REAL AVENUE AND THE
SOUTHERLY CITY LIMIT
Recommendation: Adopt
SUMMARY
The City of Arcadia has a Master Agreement with the State of California for the
expenditure of Federal Aid Funds on local transportation projects. The Master
Agreement requires that for every federally- funded project, a Supplemental Agreement
to the Master Agreement be executed by the City and approved by the State.
For the current Fiscal Year, the City selected the rehabilitation of the asphalt pavement
on First Avenue between Duarte Road and Camino Real Avenue, and on Tenth Avenue
between Camino Real Avenue and the southerly City limit as a federal aid project. The
project is funded by federal Surface Transportation Program, Local (STP -L) funds with a
local match from Water and Gas Tax funds. The City Council awarded a contract to
Gentry Brothers, Inc., in the amount of $537,627.25 on October 1, 2013. A resolution
approving the supplemental agreement is part of the Caltrans requirement for
construction approval.
It is recommended that the City Council adopt Resolution No. 6998 approving Program
Supplement Agreement No. 012 -N to encumber Federal Aid Funds for the rehabilitation
of the asphalt pavement on First Avenue between Duarte Road and Camino Real
Avenue, and on Tenth Avenue between Camino Real Avenue and the southerly City
limit, and authorize the Mayor and the City Clerk to execute this agreement.
Staff report regarding Resolution No. 6998 for Federal Aid Funds
November 19, 2013
Page 2 of 3
BACKGROUND
In December 1997, the City Council entered into Master Agreement No. 07 -5131,
entitled "Master Agreement Administrating Agency -State Agreement for Federal Aid
Projects ", with the State of California. The Master Agreement requires that for every
federally- funded project, a Supplemental Agreement to the Master Agreement be
executed by the City and approved by the State.
The City of Arcadia receives annual apportionments of Surface Transportation Program -
Local (STP -L) funding from the Federal Highway Administration through the MTA for a
variety of roadway and transit capital uses. Typically, every three to five years the City
accrues enough funding to complete a significant project. Based on the Pavement
Condition Analysis conducted as a part of the City's Pavement Management Program,
First Avenue and Tenth Avenue were selected as the next priorities for pavement repair,
and the project was included in the current Capital Improvement Program utilizing the
STP -L funding.
DISCUSSION
The project documents were submitted to Caltrans in June of 2013 and Caltrans issued
a Funding Authorization letter on August 15, 2013. The project was advertised for bids
in August and bids were opened on September 9, 2013. The City Council ultimately
awarded the contract to Gentry Brothers, Inc., in the amount of $537,627.25, on
October 1, 2013.
Now that the construction contract has been awarded, the City must execute the
Supplemental Agreement to encumber the funding. Resolution No. 6998 approves
Program Supplemental Agreement No.012 -N to Master Agreement No. 07 -5131 for this
specific project. This program Supplemental Agreement will encumber the Federal
funding share of 88.53% of the total project costs from STP -L funds. The local share of
11.47% will be from Water and Gas Tax funds.
FISCAL IMPACT
The project was originally budgeted in the current year Capital Improvement Program at
a total cost of $550,000. With the construction bid from Gentry Brothers in the amount
of $537,627.25, the total cost of the project, including engineering, inspection, materials
testing, and contingency, is expected to be $610,000. Along with the award of the
construction contract, the City Council approved an additional appropriation of $60,000,
bringing the total budget to $610,000. State approval of the Program Supplemental
Agreement No. 012 -N allows reimbursement to the City of up to 88.53% of the total
project costs. The balance of the project costs, at 11.47 %, will be from Water and Gas
Tax funds. No General Funds will be utilized.
Staff report regarding Resolution No. 6998 for Federal Aid Funds
November 19, 2013
Page 3 of 3
RECOMMENDATION
It is recommended that the City Council adopt Resolution No. 6998 approving Program
Supplemental Agreement No. 012 -N to encumber Federal Aid Funds for the pavement
rehabilitation project for First Avenue and Tenth Avenue between Camino Real Avenue
and the southerly City limit.
Approved-
Dorninl� Laz�aft�
City Manager
Attachment: Resolution No. 6998
RESOLUTION NO. 6998
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARCADIA, CALIFORNIA, APPROVING PROGRAM
SUPPLEMENT AGREEMENT NO. 012 -N TO ENCUMBER
FEDERAL AID FUNDS FOR THE PAVEMENT
REHABILITATION PROJECT FOR FIRST AVENUE AND
TENTH AVENUE BETWEEN CAMINO REAL AVENUE AND
THE SOUTHERLY CITY LIMIT
THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, DOES
HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS:
SECTION 1. Supplement No. 012 -N Program of Local Agency Federal Aid
System Projects, to encumber Federal Aid funds for the Pavement Rehabilitation
Project for First Avenue between Duarte Road and Camino Real Avenue and Tenth
Avenue between Camino Real Avenue and the Southerly City Limits is hereby approved
and the Mayor and City Clerk are authorized to sign such Supplement Agreement.
SECTION 2. The City Clerk shall certify to the adoption of this Resolution.
Passed, approved and adopted this day of , 2013.
Mayor of the City of Arcadia
ATTEST:
City Clerk
APPROVED AS TO FORM:
Stephen Deitsch
City Attorney