HomeMy WebLinkAboutItem 2b - Resolution No. 7061 Caltrans Master AgreementGG LI_�9
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STAFF REPORT
Development Services Department
DATE: May 5, 2015
TO: Honorable Mayor and City Council
FROM: Jason Kruckeberg, Assistant City Manager /Development Services Director
Philip A. Wray, Deputy Director of Development Services
By: Tim Kelleher, Assistant Engineer
SUBJECT: RESOLUTION NO. 7061 AUTHORIZING THE CITY MANAGER TO SIGN
MASTER AGREEMENTS AND SUPPLEMENTAL AGREEMENTS WITH
THE CALIFORNIA DEPARTMENT OF TRANSPORTATION
Recommendation: Adopt
SUMMARY
The City of Arcadia receives Federal and State funds for certain transportation projects.
These projects are subject to the approval and funding authorization of the California
Department of Transportation ( Caltrans). In order to receive Federal funds, Caltrans
requires the City to enter into a Master Agreement, which covers Federal and State
requirements that the City must abide by generally and Supplemental Agreements,
which are project- specific covenants and conditions. Master Agreement revisions occur
periodically as requirements change, whereas Supplemental Agreements are required
for each project. Past practice has been to have the City Council act on each
Agreement as the need arises. Caltrans has suggested that the City formally authorize
a City official to sign these Agreements on the City Council's behalf to simplify the
process.
It is recommended that the City Council adopt Resolution No. 7061. The proposed
resolution will give the City Manager authority to sign all future Master and
Supplemental Agreements with Caltrans. The proposed process is more efficient, and
will simplify the funding authorization process.
BACKGROUND
The City of Arcadia periodically receives Federal and /or State funding for various
transportation improvement projects. The majority of Federal and State transportation
funding available to cities is administered by Metro. Metro has assigned the
responsibility of project approval and funding appropriations to Caltrans. Caltrans has a
very complex and lengthy process for cities to follow to obtain funding authorization, and
an equally complex process to receive funding reimbursement. As part of the
Resolution 7061 Caltrans Master Agreement
May 5, 2015
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appropriation process, cities must have entered into a Master Agreement with Caltrans
and must enter into a Supplemental Agreement for each specific project. Both
Agreements are routine in nature and repetitive. The Master Agreements reinforce
Federal and State laws applicable to transportation projects and are updated from time
to time. Supplemental Agreements are addendums to the Master Agreement and are
required for each individual project. The City is currently under a Master Agreement
with Caltrans.
DISCUSSION
In the past, each Agreement was presented to the City Council for their approval. Not
only are the Agreements routine and repetitive, but the timing of receiving and
approving the Agreements can be critical to the City's overall bidding and construction
schedule. As an example, Supplemental Agreements are typically prepared by Caltrans
after it issues tentative funding authorization approval, which makes the Agreement the
critical path to proceeding into construction. Caltrans suggests that the City of Arcadia
simplify its process by having the City Council delegate its approval authority to a
designated City official for both Agreements. The proposed resolution delegates the
authority to the City Manager to sign all future Master and Supplemental Agreements
with Caltrans on behalf of the City Council. This will simplify and accelerate the process
with Caltrans, and avoid any unnecessary delays. The project proposals, designs,
budgets, and procurement processes will still go through normal City protocols; this will
merely simplify one step.
FISCAL IMPACT
There will be no fiscal impact incurred by the City. There will be minor staff time
savings due to expediting the process.
RECOMMENDATION
It is recommended that the City Council adopt Resolution No. 7061 authorizing the City
Manager to sign Master Agreements and Supplemental Agreements with the California
Department of Transportation.
Dominic Lazzare�ld
City Manager
Attachment: Resolution No. 7061
RESOLUTION NO. 7061
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARCADIA, CALIFORNIA, AUTHORIZING THE CITY
MANAGER TO SIGN MASTER AGREEMENTS AND
SUPPLEMENTAL AGREEMENTS WITH THE CALIFORNIA
DEPARTMENT OF TRANSPORTATION
WHEREAS, the City of Arcadia is eligible to receive Federal and I or State funding
for certain transportation projects through the California Department of Transportation; and
WHEREAS, Master Agreements and Program Supplemental Agreements need to
be executed with the California Department of Transportation before such funds could be
claimed; and
WHEREAS, the City of Arcadia wishes to delegate authorization to execute these
Agreements and Amendments to the City Manager.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA,
CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS:
SECTION 1. The City Manager is hereby authorized to execute all Master
Agreements and Program Supplemental Agreements and any Amendments thereto with
the California Department of Transportation
SECTION 2. This Resolution shall take effect upon its adoption.
SECTION 3. The City Clerk shall certify to the adoption of this Resolution.
[SIGNATURES ON THE NEXT PAGE]
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Passed, approved, and adopted this day of 2015.
ATTEST:
City Clerk
APPROVED AS TO FORM:
Stephen P. Deitsch
City Attorney
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Mayor of the City of Arcadia