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HomeMy WebLinkAboutC-3023 , FTIP#LAF3607 CFP#F3607 AMENDMENT NO. 1 LOA.P00F3607 U 1D0-2:10 AMENDMENT NO. 1 - LETTER OF AGAGREEMENT \\v0 ‘AO BETWEEN CITY OF ARCADIA AND THE LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY This Amendment No. 1 to Letter of Agreement (this "Amendment"), is dated as of October 1, 2018, by and between the City of Arcadia ("Project Sponsor"), and the Los Angeles County Metropolitan Transportation Authority ("LACMTA"). RECITALS: A. Project Sponsor and LACMTA entered into that certain Letter of Agreement No. LOA.P00F3607, dated November 12, 2015, (the "Existing LOA"), which Existing LOA provides for the Arcadia Gold Line Station Pedestrian Linkage Project ("the Project"); and B. Whereas, LACMTA Board on July 26, 2018, desires to extend the lapsing date of Funds programmed for Fiscal Year (FY) 2015-16 to June 30, 2019; and C. Project Sponsor and LACMTA desire to amend the Existing LOA as provided herein. Rev: 10.15.18 1 LOA Amendment Lapsing Date Extension FTIP#LAF3607 CFP#F3607 AMENDMENT NO. 1 LOA.P00F3607 AGREEMENT: NOW, THEREFORE, for good and valuable consideration, the receipt and adequacy of which are hereby acknowledged, the parties hereby agree as follows: 1. Part II, Paragraph 6.1(ii) of the Existing LOA is hereby amended by deleting it in its entirety and replacing it with the following: "Funds programmed for FY 2015-16 are subject to lapse on June 30, 2019. Project Sponsor shall allocate or obligate these Funds by the lapsing date." 2. Attachment A of the Existing LOA is hereby replaced by Attachment A- 1, attached. 3. Attachment B of the Existing LOA is hereby amended to delete the Project Schedule and replace it will the following Project Schedule: Original LOA Schedule in Revised Project Schedule LOA Milestones Scope of Work Start Date End Date Start Date End Date Environmental Clearance Mar 2018 Dec 2018 Design Bid&Award May 2017 Oct 2017 Design June 2016 Jan 2017 Nov 2017 Dec 2018 Right-of-Way Acquisition NA NA Obligation of Construction Funds (Obtain E-76) Mar 2019 June 2019 Total Project Duration (Months) 19 months 35 months (from design) 4. Part I, Paragraph 10 of Existing LOA is hereby amended to change LACMTA's Project Manager to Courtney Aguirre, Mail Stop 99-22-6. 5. Except as expressly amended hereby, the Existing LOA remains in full force and effect as originally executed. All rights and obligations of the parties under the Existing LOA that are not expressly amended by this Amendment shall remain unchanged. Rev: 10.15.18 2 LOA Amendment Lapsing Date Extension . FTIP#LAF3607 CFP#F3607 AMENDMENT NO. 1 LOA.P00F3607 IN WITNESS WHEREOF, the parties have caused this Amendment No. 1 to be duly executed and delivered as of the above date. LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY By: �M0 Date: �b aoi Plli A. Washington Chief Executive Officer APPROVED AS TO FORM: MARY C. WICKHAM County Counsel By: "g'�,% -� Date: /2/1"10epu CITY OF ARCADIA By: Date: �� IS -25)11 Dominic Lazzaretto City Manager APPROVED AS TO FORM: By: e.,, e Date: I/0 Jl q Stephen P. Deitsch City Attorney Rev: 10.15.18 3 LOA Amendment Lapsing Date Extension a 3 J CD o 0 0 0 Li) 6 a 6 6 \ ) a co © co CO / u { \ /w k k ƒ g§ Ej CO-$ $ COƒ co 2 co co co co co y ak 0 t t 0.0 U .� 0 u » \ \ Co ft = T < & 0 I- k / / ` w 0 cr o _ / CO 5 a < CD i q / / / / _ _ « % 0 co t 2 zCe Q c Q « g r24 ® � G CO \ 0 f W k \ \ k / 5 \ Z / / / 2 ® � © >- u_ _1 Cl) % _ \ / / \ ƒ $ C) F.1 » k ) 4 k 4 \ \ § \ 0 ƒ \ ° § ~ CZ a. k \ $ / / / § u. / 1- w < 0 < / $ \ 0 O - ( / \ CO § z / ƒ z § ) / zU \ / / / k � 7 O I / j 0 j 2 \ ./ 0 \ 0 Ce G 00 \ y o } 5 = ® k \ \ \ OC \ \ � \ u E—, et, \ D O R ƒ \ § \ Los Angeles County One Gateway Plaza 213.922.2000 Tel 12) Metropolitan Transportation Authority Los Angeles,CA 90012-2952 metro.net Metro January 28, 2016 FEB - 1 2016 , � FEe D 1 ?016 City of Arcadia op Development Services Depaihuent �.,••; .,, 17'7 , llit 240 W Huntington Drive i NpSER Arcadia, CA 91007 PiCL'„$' Attn: Linda Hui RE: Letter of Agreement for F3607 Arcadia Gold Line Station Pedestrian Linkage Project, LOA.P00F3607 Ms. Hui, Enclosed is the original signed copy of Letter of Agreement for the Arcadia Gold Line Station Pedestrian Linkage Project, LOA.P00F3607. Please keep it for your own record. If you have any questions, please call me at (213) 922-3065 or email me at fanj@metro.net. Sincerely, Jingyi Fan Transportation Planner r Los Angeles County One Gateway Plaza 213.922.2000 Tel Metropolitan Transportation Authority Los Angeles,CA 9001 2-2 9 52 metro.net Metro FTIP#: LAF3607 CFP#F3607 LOA.P00F3607 November 12, 2015 City of Arcadia 240 W. Huntington Drive Arcadia, CA 91066 Attn: Dominic Lazzaretto RE: LETTER OF AGREEMENT FOR FEDERAL PROJECTS PROGRAMMED THROUGH THE LACMTA CALL FOR PROJECTS Dear Sir/Madam: As part of the Los Angeles County Metropolitan Transportation Authority("LACMTA") 2009 Call for Projects,the LACMTA Board of Directors, at its meeting on September 24, 2009, authorized the programming of(ands to City of Arcadia ("Project Sponsor") for Arcadia Gold Line Station Pedestrian Linkage Project—LACMTA Call for Projects ID#F3607, FTIP#LAF3607 (the "Project") subject to the terms and conditions contained in this Letter of Agreement("LOA"). The terms and conditions of this LOA consist of the following and each is incorporated by reference herein as if fully set forth herein: Specific Terms of the LOA, General Terms of the LOA;Attachment A-the Project Funding, Attachment B -the Scope of Work-,Attachment C- the Reporting Guidelines,Attachment D - Federal Transportation Improvement Program (FTIP),Attachment E - Caltrans Document List, and any other attachments or documents referenced therein. Rev: 02.05.13 1 LOA Federal Agreement CMAQ RSTP FTIP#: LAF3607 CFP#F3607 LOA.P00F3607 In the event of a conflict,the Special Conditions for the Project,if any, shall prevail over the Specific Terms of the LOA and the Specific Terms of the LOA shall prevail over the General Terms of the LOA. Please acknowledge your acceptance and agreement to the terms and conditions of this LOA by signing below. Very truly yours, f4hillip A.Was r: on Chief Executive Officer Project Sponsor has read and understands the terms and conditions of this LOA, induding all the attachments, and by signing below Project Sponsor hereby accepts and agrees to the terms of this LOA. City of Arcadia By: Dominic Lazzaretto City3Lager Date: rr 2.3� /S Rev: 02.05.13 2 LOA Federal Agreement CMAQ RSTP FTIP#: LAF3607 CFP#F3607 LOA.P00F3607 CALL FOR PROJECTS LETTER OF AGREEMENT PART I SPECIFIC TERMS OF THE LOA 1. Title of the Project (the "Project"): Arcadia Gold Line Station Pedestrian Linkage Project- LACMTA Call for Projects ID#F3607, FTIP#LAF3607. 2. Amount of Funds Programmed (the "Funds"): LACMTA Board of Directors' action of September 24, 2009, programmed $1,546,804 (the "Funds") to Project Sponsor for the Project. The LACMTA funding plan reflects the programming of Funds over one year, Fiscal Years (FY) 2015-16. LACMTA Board of Directors' action recertified the Funds for FY 2015-16 only in the amount of$1,546,804. 3. The Funding Agency for this Project (the "Agency") is CALTRANS. The Programming Agency for this Project is LACMTA. 4. The "Project Funding" documents all sources of funds programmed for the Project as approved by LACMTA and is attached as Attachment A. The Project Funding includes the total programmed budget for the Project, including the Funds programmed by LACMTA and the Project Sponsor Funding Commitment(local match). The Project Funding also includes the fiscal years in which all the funds for the Project are programmed. 5. Project Sponsor shall complete the Project as described in the Scope of Work. The "Scope of Work" for the Project is attached to this LOA as Attachment B. The Scope of Work includes a general description of the Project and a detailed description of the work to be completed. The Scope of Work also includes a set schedule including Project milestones consistent with the lapsing policy described in Part II below. Work shall be delivered in accordance with that schedule unless otherwise agreed to by the parties in writing. 6. Attachment C -the Reporting Guidelines; Project Sponsor shall complete the "Quarterly Progress Report." The Quarterly Progress Report is attached to this LOA as Attachment Cl in accordance with Attachment C - Reporting Guidelines. 7. The "FTIP PROJECT SHEET (PDF)" is attached as Attachment D and is required to ensure that the Project is programmed correctly in the most up-to-date FTIP document. The FTIP PROJECT SHEET (PDF) can be found in ProgamMetro FTIP database under the reports section at https://program.metro.net. All projects that receive funding through the LACMTA Call for Projects must be programmed into the FTIP which includes locally funded regionally significant projects for information and air quality modeling purposes. Project Sponsor shall review the Project in ProgramMetro each year and update or correct the Project as necessary during a scheduled FTIP Rev: 02.05.13 3 LOA Federal Agreement CMAQ RSTP FTIP#: LAF3607 CFP#F3607 LOA.P00F3607 amendment or adoption. Project Sponsor will be notified of amendments and adoptions to the FTIP via e-mail. Changes to the FTIP through ProgramMetro should be made as soon as possible after Project Sponsor is aware of any changes to the Project,but no later than October 1 of the year the change or update is effective. Should Project Sponsor fail to meet this date, it may affect Project Sponsor's ability to access funding, delay the Project and may ultimately result in the Funds being lapsed. 8. Attachment F - Caltrans Document List, are attached to this LOA as Attachment E for reference purposes only and however a more current listing may be found on http://www.dot.ca.gov/hgJLocalPrograms/ or http://www.dot.ca.govihq/LocalPrograms/public.htm 9. Prior to the obligation of the Funds, no material changes to the Project Funding or the Scope of Work shall be funded or allowed without prior written approval of LACMTA and Project Sponsor. Such prior approval shall be evidenced by an amendment to this LOA, approved and-signed by the LACMTA Chief Executive Officer or his designee and Project Sponsor. After the Funds have been obligated, no material changes will be allowed. 10. LACMTA's Address: Los Angeles County Metropolitan Transportation Authority One Gateway Plaza Los Angeles, CA 90012 Attention:Alice Tolar, Mail Stop 99-22-6 11. Project Sponsor's Address: City of Arcadia, Linda Hui, 240 W. Huntington Drive Arcadia, CA 91066 (626)574-5435,lhui @ci.arcadia.ca.us Rev: 02.05.13 4 LOA Federal Agreement CMAQ RSTP FTIP#: LAF3607 CFP#F3607 LOA.P00F3607 PART II GENERAL TERMS OF THE LOA 1. PAYMENT OF FUNDS: Project Sponsor understands and agrees that LACMTA provides no Funds under this LOA and LACMTA shall have no responsibility or obligation to provide any Funds for the Project. Project Sponsor shall receive the Funds directly from the Agency pursuant to a separate agreement with the Agency. Project Sponsor shall submit to the Agency the appropriate invoices in the form, manner, and schedule specified by the applicable requirements of the Agency. Project Sponsor cannot be reimbursed for any cost incurred without prior authorization from the Agency. Project Sponsor shall be subject to, and comply with, all applicable requirements of the Agency and of LACMTA as required by LACMTA to fulfill its responsibilities as the programming agency. The allowability of expenditures,the cost reimbursement schedule, eligibility issues, resolution of disputes, and all other issues relating to this LOA shall be subject to the rules, regulations, and requirements of the Agency and LACMTA as the programming agency. 2. TERM: 2.1 The term of this LOA shall commence upon the date of this LOA, and shall terminate upon completion of the Scope of Work and LACMTA's receipt of Caltrans' final voucher paid for the Project. 2.2 Prior to the obligation of the Funds, should LACMTA determine there are insufficient Funds available for the Project, LACMTA may terminate this LOA by giving written notice to Project Sponsor at least thirty (30) days in advance of the effective date of such termination. 3. USE OF FUNDS: 3.1 Project Sponsor shall utilize the Funds to complete the Project as described in the Scope of Work and as approved by LACMTA and in accordance with the applicable requirements of the Agency. 3.2 The Funds, as programmed under this LOA, can only be used towards the completion of the Scope of Work originally adopted by LACMTA unless modified by an amendment to this LOA. Project Sponsor shall also be subject to and comply with all applicable requirements of the Agency administering this Project. Rev: 02.05.13 5 LOA Federal Agreement CMAQ RSTP FTIP#: LAF3607 CFP#F3607 LOA.P00F3607 4. REPORTING AND AUDIT REQUIREMENTS: 4.1 Project Sponsor shall be subject to and comply with all applicable requirements of the Agency regarding Project reporting and audit requirements. Project Sponsor shall use the Federal Transportation Improvement Program ("FTIP")No., Expenditure Authorization ("EA') No., and LACMTA Call for Projects Project ID#on all correspondence. 4.2 Since the Project is funded exclusively with Federal funds and contains no LACMTA local funding, LACMTA has no audit responsibilities for this Project. Project Sponsor shall comply with all Agency compliance, pre-award and performance audit requirements as deemed necessary to assure that funding expenditures conform to all applicable Project funding guidelines,laws and regulations. LACMTA, as the programming agency, shall have the right, at its sole discretion, to audit the Project for compliance with the terms of this LOA and to assure that funding expenditures conform to the terms of this LOA. LACMTA shall have the same audit rights as the Agency to audit the Project. 4.3 Project Sponsor shall submit the Quarterly Progress Report within 60 days after the close of each quarter on the last day of the months November, February, May and August. Annually with the 4th quarter Progress Report, Project Sponsor also shall submit photos of key components and milestones demonstrating Project progress or completion. 5. EXPENDITURE AND DISPOSITION OF FUNDS: 5.1 The expenditure and disposition of the Funds by Project Sponsor shall be subject to and in accordance with the terms and conditions of this LOA and the applicable requirements of the Agency. Project Sponsor shall not utilize the Funds in any other way or on any project other than that specified in this LOA and the applicable requirements of the Agency. 5.2 Project Sponsor shall be responsible for any and all cost overruns for the Project. 5.3 Project Sponsor shall be eligible for the Funds up to the programmed amount specified in Part I, Section 2 of this LOA subject to the terms and conditions contained herein and in all applicable requirements of the Agency. 5.4 Subject to the requirements and regulations of the Agency, and to the extent allowed by the Agency, any underruns to the funds shown in Attachment A shall be apportioned between LACMTA and Project Sponsor in the same proportion as the Sources of Funds from each party to this LOA as specified in Attachment A to this LOA. Upon completion of the Project described in the Scope of Work and subject to the requirements and regulations of the Agency, and to the extent allowed by the Agency, any unused obligation of the Funds shall revert back to LACMTA for future programming at LACMTA's discretion. Rev: 02.05.13 6 LOA Federal Agreement CMAQ RSTP FTIP#: LAF3607 CFP#F3607 LOA.P00F3607 5.5 The programming of the Funds does not imply nor obligate any future funding commitment on the part of LACMTA or the Agency. 6. TIMELY USE OF FUNDS / REPROGRAMMING OF FUNDS: 6.1 Project Sponsor must demonstrate timely use of the Funds by: (i) executing this LOA within ninety(90) days of receiving formal transmittal of the LOA from LACMTA, or by December 31 of the first Fiscal Year in which the Funds are programmed,whichever date is later; and (ii) obligating the Funds programmed under this LOA for allowable costs within 36 months from July 1 of the first Fiscal Year in which the Funds are programmed. All Funds programmed for FY 2015-16 are subject to lapse on June 30, 2018. If Project Sponsor fails to meet any of the above conditions,the Project shall be considered lapsed and will be submitted to the LACMTA Board of Directors for deobligation. 6.2 Project Sponsor must demonstrate evidence of timely use and obligation of Funds programmed for the Project within the time period described in Part II, Section 6.1 of this LOA. Evidence of timely obligation will be either an executed "Authorization To Proceed" document(Caltrans Version E-76). 6.3 In the event this LOA is not executed and/or evidence of timely obligation of Funds is not provided as described in Part II, Sections 6.1 and 6.2 of this LOA,the Project will be reevaluated by LACMTA as part of the annual Call for Projects Recertification/Deobligation process and the Funds may be deobligated and reprogrammed to another project by the LACMTA Board of Directors. If Project Sponsor does not complete one element of the Project, as described in the FTIP Sheet, due to all or a portion of the Funds lapsing,the entire Project may be subject to deobligation at LACMTA's sole discretion. In the event the Funds are reprogrammed,this LOA shall automatically terminate without further action by either party. 7. SOURCES AND DISPOSITION OF FUNDS: 7.1 The obligation for LACMTA to program the Funds for the Project is subject to sufficient Funds being made available for the Project by the LACMTA Board of Directors, the United States Government or the State of California, as applicable. If such Funds are not made available for the Project, this LOA shall be void and have no further force and effect, and LACMTA shall have no obligation to program the Funds for the Project,unless otherwise agreed to in writing by LACMTA. 7.2 Project Sponsor shall fully fund and contribute the Project Sponsor Funding Commitment, as identified in the Project Funding(Attachment A), towards the cost of the Project. If the Funds identified in Attachment A are insufficient to complete the Project, Rev: 02.05.13 7 LOA Federal Agreement CMAQ RSTP FTIP#: LAF3607 CFP#F3607 LOA.P00F3607 Project Sponsor agrees to secure and provide such additional non-LACMTA programmed funds necessary to complete the Project. 8. COMMUNICATIONS: 8.1 Project Sponsor shall ensure that all Communication Materials contain recognition of LACMTA's contribution to the Project as more particularly set forth in "Funding Agreement Communications Materials Guidelines" available on line or from the LACMTA Project Manager. Please check with the LACMTA Project Manager for the web address. The Funding Agreement Communications Materials Guidelines may be changed from time to time during the course of this Agreement. Project Sponsor shall be responsible for complying with the latest Funding Agreement Communications Materials Guidelines during the term of this Agreement,unless otherwise specifically authorized in writing by the LACMTA Chief Communications Officer. 8.2 For purposes of this Agreement, "Communications Materials" include, but are not limited to, press events, public and external newsletters, printed materials, advertising,websites radio and public service announcements, electronic media, and construction site signage. A more detailed definition of"Communications Materials" is found in the Funding Agreement Communications Materials Guidelines. 8.3 The Metro logo is a trademarked item that shall be reproduced and displayed in accordance with specific graphic guidelines. These guidelines and logo files induding scalable vector files will be available through the LACMTA Project Manager. 8.4 Project Sponsor shall ensure that any subcontractor, including,but not limited to, public relations, public affairs, and/or marketing firms hired to produce Project Communications Materials for public and external purposes will comply with the requirements contained in this Section. 8.5 The LACMTA Project Manager shall be responsible for monitoring Project Sponsor compliance with the terms and conditions of this Section. Project Sponsor failure to comply with the terms of this Section shall be deemed a default hereunder and LACMTA shall have all rights and remedies set forth herein. Rev: 02.05.13 8 LOA Federal Agreement CMAQ RSTP FTIP#: LAF3607 CFP#F3607 LOA.P00F3607 9. OTHER TERMS AND CONDITIONS: 9.1 This LOA, along with the applicable requirements of the Agency, constitutes the entire understanding between the parties, with respect to the subject matter herein. The LOA shall not be amended, nor any provisions or breach hereof waived, except in writing signed by the parties who agreed to the original LOA or the same level of authority. 9.2 In the event that there is any legal court(e.g. Superior Court of the State of California, County of Los Angeles, or the U.S. District Court for the Central District of California) proceeding between the parties to enforce or interpret this LOA, or the applicable requirements of the Agency, to protect or establish any rights or remedies hereunder,the prevailing party shall be entitled to its costs and expenses, including reasonable attorneys' fees. 9.3 Neither LACMTA nor any officer or employee thereof shall be responsible for any damage or liability occurring by reason of anything done or committed to be done by Project Sponsor under or in connection with any work performed by and or service provided by Project Sponsor, its officers, agents, employees, contractors and subcontractors under this LOA. Project Sponsor shall fully indemnify, defend and hold LACMTA, and its subsidiaries and their respective officers, agents and employees harmless from and against any liability and expenses,induding without limitation, defense costs, any costs or liability on account of bodily injury, death or personal injury of any person or for damage to or loss of risk of property, any environmental obligation, any legal fees and any claims for damages of any nature whatsoever arising out of the Project, induding, without limitation: (i) use of the Funds by Project Sponsor, or its officers, agents, employees, contractors or subcontractors; (ii) breach of Project Sponsor's obligations under this LOA; or (iii) any act or omission of Project Sponsor, or its officers, agents, employees, contractors or subcontractors in the performance of the work or the provision of the services in connection with the Project, induding,without limitation, the Scope of Work, described in this LOA. 9.4 Neither party hereto shall be considered in default in the performance of its obligations hereunder to the extent that the performance of any such obligation is prevented or delayed by unforeseen causes induding acts of God, acts of a public enemy, and government acts beyond the control and without fault or negligence of the affected party. Each party hereto shall give notice promptly to the other of the nature and extent of any such circumstances daimed to delay,hinder, or prevent performance of any obligations under this LOA. 9.5 Project Sponsor shall comply with and insure that work performed under this LOA is done in compliance with Federal Agency Regulations (FAR), Generally Accepted Accounting Principles (GAAP), all applicable provisions of federal, state, and local laws, statutes, ordinances, rules, regulations, and procedural requirements and the applicable requirements and regulations of the Agency and LACMTA. 9.6 Project Sponsor shall not assign this LOA, or any part thereof,without written consent and prior approval of the LACMTA Chief Executive Officer or his designee, and any assignment without said consent shall be void and unenforceable. Rev: 02.05.13 9 LOA Federal Agreement CMAQ RSTP FTIP#: LAF3607 CFP#F3607 LOA.P00F3607 9.7 This LOA shall be governed by California law. If any provision of this LOA is held by a court of competent jurisdiction to be invalid,void, or unenforceable,the remaining provisions shall nevertheless continue in full force without being impaired or invalidated in any way. 9.8 The terms of this LOA shall inure to the benefit of, and shall be binding upon, each of the parties and their respective successors and assigns. 9.9 If any software/Intelligent Transportation Systems ("ITS") is developed with the Funds and if Project Sponsor ceases to use the software/ITS for public purposes or Project Sponsor sells, conveys, licenses or otherwise transfers the software/ITS, LACMTA shall be entitled to a refund or credit, at LACMTA's sole option, equivalent to the amount of the Funds spent developing the software/ITS. Such refund or credit shall not be required, subject to LACMTA approval of the intended use, if Project Sponsor reinvests the proceeds of such sale, conveyance, license or transfer into the Project to offset operating or systems management costs. 9.10 If applicable, implementation of any ITS project shall be consistent with the Regional ITS Architecture. ITS projects must comply with LACMTA's Countywide ITS Policy and Procedures adopted by the LACMTA Board of Directors including the submittal of a completed, signed self-certification form, in the form of Attachment F-1. (See http://www.metro.riet/projects/call_projects/for a copy of LACMTA's Countywide ITS Policy and Procedures.) 9.11 If any parking facilities are designed and/or constructed using the Funds, Project Sponsor shall coordinate with LACMTA parking program staff in the planning, design and management of the facility and shall ensure that its implementation is consistent with LACMTA-adopted parking policy. (For LACMTA's Parking Policy and contact information, see http://www.metro.net/projects/call._projects/ .) 9.12 Project Sponsor agrees that the disposal of property purchased with the Funds shall be disposed of in accordance with the Agency's guidelines. 9.13 Notice will be given to the parties at the address specified in Part I, unless otherwise notified in writing of change of address. 9.14 Project Sponsor in the performance of the work required by this LOA is not a contractor nor an agent or employee of LACMTA. Project Sponsor attests to no organizational or personal conflicts of interest and agrees to notify LACMTA immediately in the event that a conflict, or the appearance thereof, arises. Project Sponsor shall not represent itself as an agent or employee of LACMTA and shall have no powers to bind LACMTA in contract or otherwise. 9.15 Project Sponsor shall notify LACMTA in advance of any key Project staffing changes. Rev: 02.05.13 10 LOA Federal Agreement CMAQ RSTP LOA ATTACHMENT A-PROGRAMMED FUNDS FTIP#:LAF3607 CFP#:F3607 PPNO: LOA.POOF 3607 FEDERAL GRANT AGREEMENT CFP#: F3607 PROJECT TITLE: Arcadia Gold Line Station Pedestrian Linkage Project LETTER OF AGREEMENT NO: LOA.P00F3607 ($in Actual Dollars) (LACMTA Programmed Funding and Sponsors Match Only) - PROGRAMMED FUNDS - FY 2012-13 FY.2013-14 FY 2014-15 'FY 2015-16 FY 201647 FY 2017.18 BUDGET % • LACMTA PROGRAMMED FUNDING: Federal (RSTP)Regional Surface Transportation Program (CMAQ)Congestion Mitigation and Air Quality Program 1,546,804 1,546,804 65.0% Other: -PA&ED -PS&E -R/W -Construction - LACMTA SUBTOTAL 1;546,804 65.0% GRANTEE/SPONSOR MATCH: Grantee Funding Commitment(specify type) City General Fund Prop C and Measure R Local Returns 832,895 832,895 35.0% Block Grant Other -PA&ED -PS&E -R/W -Construction • PROJECT SPONSOR MATCH SUBTOTAL - 832,895 35.0% TOTAL PROJECT FUNDING $2,379,699 $2,379,699 100.0% 2,379,699 Rev:08.20.13 LOA Attachment A-Federal FTIP#: LAF3607 CFP#F3607 LOA.P00F3607 ATTACHMENT B SCOPE OF WORK PROJECT TITLE Arcadia Gold Line Station Pedestrian Linkage Project PROJECT LIMITS The project area encompasses about I/ mile radius from the Gold Line Arcadia Station at the intersection of First Avenue and Santa Clara Street. Improvements will be implemented on the streets radiating from or approaching the Station, including Santa Clara Street, 1st Avenue and Wheeler Avenue, a total of approximately 1.45 miles. PROJECT BACKGROUND The City of Arcadia is the first stop along the Metro Gold Line Foothill Extension alignment to be open on March 5, 2016. The light rail extension will connect the existing Gold Line in Pasadena to the City of Arcadia and many cities and communities eastward.The purpose of the project is to provide improved pedestrian access and connectivity between the Gold Line light rail transit facility and adjacent land uses. The project will improve pedestrian connectivity for commuters and visitors alike by providing a pedestrian friendly environment leading up to the Gold Line light rail station in the City of Arcadia. By doing so,the City is providing the first-last-mile connectivity, and in turn promoting walking as a viable mode of transportation. PROJECT DESCRIPTIONS The project includes the design and construction of pedestrian improvements around the Gold Line Arcadia Station. These improvements will cover an approximately 1.45 mile area, and include curb extensions, curb ramps, crosswalks, pedestrian signals, landscaping, street furniture such as benches, trash receptacles, and 115 pedestrian scaled lightings,way- finding, and signage along streets leading up to the Gold Line light rail station at First Avenue and Santa Clara Street in the City of Arcadia. PROJECT BUDGET AND FUNDING Component City(35%) METRO (65%) Total Cost Design $91,551 $170,023 $261,574 Construction $741,344 $1,376,781 $2,118,125 Total $832,895 $1,546,804 $2,379,699 Rev: 09.25.12 1 LOA CMAQ RSTP Attachment B FTIP#: LAF3607 CFP#F3607 LOA.P00F3607 PROJECT SCHEDULE Begin Complete Design June 2016 January 2017 Ready to Advertise May 2017 Construction July 2017 December 2017 ESTIMATED PROJECT COSTS Preliminary Design $ 110,000 Final Design/Bid Package $ 111,574 Right-of-way Acquisition N/A Utility relocation N/A Clearance/demolition N/A Total Design Cost $ 261,574 Construction Earthwork 1 L.S. $ 92,000 $ 92,000 Drainage/Pavement 2,000 L.F. $ 58 $ 116,000 Sidewalk Improvements 24,000 S.F. $ 12 $ 288,000 Crosswalk Improvement 2,000 S.F. $ 40 $ 80,000 Traffic Items (Ped signals) 1 L.S. $ 13,000 $ 13,000 Pedestrian Lighting including conduit 115 Ea. $ 7,500 $ 862,500 Landscaping and Street Furniture 1 L.S. $ 170,000 $ 170,000 Signage/Way-finding 1 L.S. $ 73,000 $ 73,000 Structural Items Bridge/Underpass/ramp N/A Total Construction Costs $ 1,694,500 Contingency 15% $ 254,175 Construction Engineering/Management 10% $ 169,450 Total Project Cost $ 2,379,699 Rev: 09.25.12 2 LOA CMAQ RSTP Attachment B FTIP#: LAF3607 CFP#F3607 LOA.P00F3607 PROJECT AREA MAP LOCATION MAP G� --E, �i , t,i ',i i h.ewcasee {.w ' . �' _:7 E ht rar n {ti ; I 1 NI Park . € `— ,— G _r".``' ;. _ �, I) –� r�radv Btv,� �E Colorado E .--_1 Ifi�d r� -G y./Colora- n Blvd IE 1—_� ��J 'f,i `"J�'--`II ''���,`I i._j t,..----—I r— 1 L_.a_;; 01,_____.°'_._" 0' / L® Pale Ear, _ _ =I.} PROJECT :6 P";. fi r_. �-JJ 1-__-, e �1` �"°�'� =,,,---"1 IT l nac� \ �. 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El Dotal() +° FBI i G: : —f� 1 m .itia C ou PS ,, t,< ,ci_.:- 7 1 .,.'yllYi 0 _ City of Arcadia Dela_H.v-19,2015 Rev: 09.25.12 3 LOA CMAQ RSTP Attachment B - FTIP#: LAF3607 CFP#F3607 LOA.P00F3607 PROJECT AREA MAP SCALE r=200' .'}ria' t }. 1—• `3 � F'+- r !` - w Art s ; ,,,,. ,4_J .„-,i- ,, 1 S 'd 'k '-- , 4.. tS , T-.. e f lel 7y�a ,.«-a x ,Z,t kr� �y 'i.•- ,....7„,/,la:. c 1 tr t.;• , "" . !S`Ii �SEP) I X71 , ,,...P. .. „7, , Y'i 44.'44-w.ij 4�STr'. VSEgW;.V-1 ' ,,!irk ■ F t•. ,. -4 Niswttlet 1% , 1.,._ y 4,(.4 ' >�. y °gy~"0 t h 4 . r` --t x }f� i a 1 } ',4 ier- A. . 2 t� `` . 1! V a :...mweg -.■ 7 t ! p j 1. - 5 i i Y ' m f ; '`' " g `y u 7 . 7,71 4f } Mffnt, ST w ..,,,--,.--,,144 S'ANTTA1 6LARA ST ,.. --4...-,4, 1 n "� - i c * a� c. Rya .,- I. n. , _' S"vN i11S ."fit 4 ,R -�,,,.a,%�iaf v S - , ` ,•`,e ga. yam' -t Ib r. ✓�''*,*, .v : a i„,, s.. A 9 t 9 n', r. 'Ql•!I- Y �,-t N }„,,,:ii. te-'f 'r tt s 5.. t �".- .. I.. z irhWHtE! . SaT_.- :*. a.; , = Y . tW I ELERSfi _--„_o_-_-_._ .r ' ",- -L_. rr } ,.-k, yam,.. t'' 4, ,F.,. ..7. ,.$ .;, i '- '' - 'o/} 9 R i 7. y Jai ),. � A. f 4 �,-9 4i ♦> ` -,. } -*. 7 ,,,, ae_ . � :.,,_ __...2 =.,.. .k.,,-, - y�C y .i ` i City of Arcadia �`naiNP Rev: 09.25.12 4 LOA CMAQ RSTP Attachment B LOA ATTACHMENT C REPORTING GUIDELINES FOR FEDERAL FUNDS REPORTING PROCEDURES • The Quarterly Progress Report (Attachment C1) is required for all projects. The Project Sponsors shall be subject to and comply with all applicable requirements of the funding agency regarding project-reporting requirements. In addition, Project Sponsor will submit a quarterly report to the LACMTA PROJECT MANAGER. Please note that letters or other forms of documentation may not be substituted for this form. • The Quarterly Progress Report covers all activities related to the project and lists all costs incurred. It is essential that Project Sponsors provide complete and adequate response to all the questions. The expenses listed must be supported by appropriate documentation with a clear explanation of the purpose and relevance of each expense to the project. Expenses must reflect the proportionate share of local match, including in-kind, charged to the grant. • In cases where there are no activities to report, or problems causing delays, clear explanation, including actions to remedy the situation, must be provided. • Project Sponsors are required to track and report on the project schedule. LACMTA will monitor the timely use of funds and delivery of projects. Project delay, if any, must be reported each quarter. Projects not delivered in a timely manner will be reevaluated by LACMTA as part of the annual Call for Projects Recertification process and the Funds may be deobligated and reprogrammed by the LACMTA Board. • The Quarterly Progress Report is due to the LACMTA as soon as possible after the close of each quarter, but no later than the following dates for each fiscal year: Quarter Report Due Date July—September November 30 October- December February 28 January- March May 31 April- June August 31 Upon completion of the Project a Final Report that includes project's final evaluation must be submitted. Rev: 09.25.12 1 LOA Attachment C Reporting Guidelines Project.Sponsor to Complete LACMTA LOA ATTACHMENT Cl LOA# QUARTERLY PROGRESS REPORT Quarterly Report# Project Sponsors are requested to mail this report to the LACMTA PROJECT MANAGER. Please submit Quarterly Progress Report with 60 days after the close of each quarter. No later than November 30, February 28, May 31, and August 31. SECTION 1: GENERAL INFORMATION PROJECT TITLE: LOA#: QUARTERLY REPORT SUBMITTED FOR: Fiscal Year: n2013-2014 n2014-2015 n2015-2016 n2016-2017 n2017-2018 n2018-2019 Quarter 1-7Q1: Jul -Sep n Q2: Oct-Dec nQ3: Jan - Mar n Q4: Apr-Jun (Attach photos of key components & milestones) DATE SUBMITTED: LACMTA MODAL CATEGORY: n RSTI n Pedestrian nSignal Synchronization nTDM nBicycle nGoods Movement (Transit nTEA Name: Project Mgr: LACMTA Project Mgr. Mailing Address: Phone Number: e-mail: Contact Name: Job Title: Project Sponsor Department: Contact/ Project City/Agency: Manager Mailing Address: Phone Number: e-mail: Rev: 08.20.13 1 LOA Attachment Cl SECTION 2: Quarterly PROGRESS REPORT 11: Project,to Date:Expenditure %of Project Budget Expended to Date %of Project Completion I2. DELIVERABLES&`MILESTONES', , DO NOT CHANGE THE ORIGINAL LOA MILESTONE START AND END DATES SHOWN IN THE 2ND AND 3RD COLUMNS BELOW. Project sponsors must make every effort to accurately portray milestone dates in the original LOA Scope of Work, since this will provide the basis for calculating any project delay. If milestone start and/or end dates change from those stated in the Original LOA Scope of Work, indicate the new dates under Actual Schedule below and re-calculate the project duration. However,this does not change the original milestones in your LOA. PER YOUR LOA AGREEMENT,ANY CHANGES TO THE PROJECT SCHEDULE MUST BE FORMALLY SUBMITTED UNDER SEPARATE COVER TO LACMTA FOR Original LOA Schedule in Scope of Work Actual Schedule LOA Milestones Start Date End Date Start Date End Date Environmental Clearance Design Bid &Award Design Right-of-Way Acquisition Construction Bid&Award Ground Breaking Event. Construction Ribbon Cutting Event Total Project Duration (Months) PROJECTCOMPLETION :`' :r:. .,,,. A. Based on the comparison of the original and actual project milestone schedules above, project is (select only one) : nOn schedule per original LOA schedule Less than 12 months behind original schedt EBetween 12-24 months behind original schedule More than 24 months behind original schedi B. Was the project design started within 6 months of the date originally stated in the LOA? E Yes n No n Not Applicable Rev: 08.20.13 2 LOA Attachment Cl C. Was a construction contract or capital purchase executed within 9 months after completion of design/ specifications? Yes ri No n Not Applicable 4. TASKS/ MILESTONES ACCOMPLISHED. List tasks or milestones accomplished and progress made this quarter. 15. PROJECT:DELAY- If project is delayed, describe reasons for delay (this quarter). Pay particular attention to schedule delays. If delay is for the same reason as mentioned in previous quarters, please indicate by writing "Same as Previous Quarter." Rev: 08.20.13 3 LOA Attachment Cl IA CTION`ITEMS TO RESOLVE DELAY-,': If the project is delayed (as described in#4), include action items that have been, or will be, undertaken to resolve the delay. I certify that I am the responsible Project Manager or fiscal officer and representative of and that to the best of my knowledge and belief the information stated in this report is true and correct. Signature Date Name Title Rev: 08.20.13 4 LOA Attachment Cl FTIP#:LAF3607 LOA Attachment D FTIP SHEET CFP#:F3607 LOA.POOF3607 Los Angeles Metropolitan Transportation Authority 2017 Federal Transportation Improvement Program ($000) TIP ID LAF3607 Irnplemen{Ing,Agetcy' Arcadia;City of , Project Description:Arcadia Gold Line Station Pedestrian Linkage Project.Design and construction of pedestrian improvements SCAG RIP Project 1NL04 Study:WA Is Model:l:NO Model#: around the planned Gold Line Arcadia Station,connecting the communities with the regional rail system. PM:Linda Hui-(626)574-5435 Email:Ihui@cLarcadia.m.us LS:N LS GROUP#: Conformity Category.EXEMPT-93.126 System:Local Hwy Route: Postmile: Distance: Phase:Environmental Document/Pre-Design Phase(PAED) Completion Date 12/302016 Lane#Extd: Lane#Prop: Impry Desa: Air Basin:SCAB Envir Doc CATEGORICALLY EXEMPT-10/122015 Toll Rate: Toll Colc Loc: Toll Method: Hoy acs eg loc: Uza:Los Angeles-Long Sub-Area: Sub-Region:San Gabriel Valley Beach-Santa Ma Area CTIPS ID: EA#: PPNO: Program Code:NCR25-BICYCLE 8 PEDESTRAIN FACILITIES-UPGRADE Stoo Loc: PHASE PRIOR 16/17 17/18 18/19 1920 20/21 2122 BEYOND PROG TOTAL RW CON — — — • — -- —— ,SUBTOTAL CD'Y-City -$0 RW $0 $0 • GON $8.33 $833 _ SUBTOTAL $833' ; CMAO-Congestion MitigationAir QimtiH - . .,PE _• $0.' - _ .— -- RW $0 $0 • CON $1546 $'1546. — — SUBTOTAL $1,546 -- $1,546; cy1�71 TOTAL PE: $0 TOTAL RW: $0 TOTAL CON: 52.379 -General Comment:MTA required the City to apply for funding through 2015 State ATP.However,the City was not successful.Therefore,MTA reprogramed the Call funding in FY 16.Currently,the City is awaiting LOA process. -Meting Comment -TCM Comment, -Narrative:Project cost stays the same Changed Project Completion Date: -from"12/302015"to"12/302016" Changed Current Implementation Status: -from No ProjectActivity"to"Environmental Document/Pre-Design Phase(PAED)" Revise Funds Between Fiscal Years CMAO: —Delete funds in 14/15 in CON for$1,546 •Add funds in 15/16 in CON for$1,546 CITY: —Delete funds in 14/15 in CON for$633 •Add funds in 15/16 in CON for$833 Total'R'ed cost remains the same at$2 379 Last.Revised Adoption 17-00-Submitted Change reason:Carry Over,Carry over from 15-0 Total Cost $2,379 Page 1 Thursday,November 12,2015 FTIP#:LAF3607 CFP#F3607 LOA.P00F3607 ATTACHMENT E LIST OF DOCUMENTS TO BE SUBMITTED TO CALTRANS (FOR FEDERAL FUNDED PROJECTS) NOTE: Refer to the Local Assistance Procedure Manual (LAPM) for the Exhibits. Request for Authorization for Preliminary Engineering (PE) 1. Copy of approved FTIP sheet. 2. Copy of LOA with LACMTA (only if RSTP, CMAQ, or Federal STIP funds are involved). 3. Field Review Form—Exhibit 7-B. 4. Preliminary Environmental Study Form (PES) —Exhibit 6-A. 5. A field review should be conducted at this stage and then the remaining documents could be submitted. During the field review all issues of the project such as Environmental&Right-of-Way (R/W) should be identified and addressed. 6. Request for Authorization to Proceed with PE—Exhibit 3-A. 7. Request for Authorization—Data Sheets—Exhibit 3-G. 8. Local Programs Agreement- Exhibit 4-A (only if the agency plans to begin invoicing for PE Phase prior to contract award). NOTE: The portion of PE work done prior to authorization is ineligible for federal participation. The Master Agreement (if needed), Supplemental Agreement and PR2 will be initiated upon receiving Exhibit 4-A. Invoices will be accepted only after execution of all of these agreements. Caltrans Encroachment permit must be obtained before the Request to Proceed with Construction Phase if Caltrans R/W is involved. Request for Authorization for Utility Relocation 1. Request for Authorization to Proceed with Utility Relocation—Exhibit 3-L. 2. Completed Project Prefix Checklist—Exhibit 3-E (if previously not submitted). 3. Finance Letter—Exhibit 3-F. 4. Request for Authorization— Data Sheets-Exhibit 3-G. 5. Local Programs Agreement Checklist—Exhibit 4-A (if not submitted previously). 6. Approved Environmental Document. (After the authorization, the following documents should be submitted). 7. Request for Specific Authorization: See Exhibit 14-A. (Utility relocation work can commence only after the approval of Specific Authorization). 8. Fully executed Utility Agreement. Rev: 09.25.12 1 LOA Attachment E Caltrans Document List FTIP#:LAF3607 CFP#F3607 LOA.P00F3607 Request for Authorization for R/W Phase 1. Request for Authorization to Proceed with R/W—Exhibit 3-B. 2. Completed Project Prefix Checklist—Exhibit 3-E (if previously not submitted). 3. Finance Letter—Exhibit 3-F. 4. Request for Authorization—Data Sheets—Exhibit 3-G. 5. Local Programs Agreement Checklist—Exhibit 4-A (if not submitted previously). 6. Approved Environmental Document (if not submitted previously. Request for Authorization for Construction 1. Environmental Clearance Document. 2. R/W Certification—LAPM, Chapter 13. 3. PS&E Certification—Exhibit 12-C. 4. PS&E Checklist—Exhibit 12-D. 5. Request for Authorization to Proceed with Construction— Exhibit 3-C. 6. Project Prefix Checklist—Exhibit 3-E (if not previously submitted). 7. Preliminary Estimate. 8. Finance Letter—Exhibit 3-F. 9. Request for Authorization—Data Sheets—Exhibit 3-G. 10. Local Programs Agreement—Exhibit 4-A. NOTE: The Local Agency shall not advertise the project until they receive the authorization to proceed with construction. Every local agency must also have Quality Assurance Program (QAP) —LAPM, Chapter 16.14,before advancing to Construction Phase. After a Program Supplemental Agreement, Exhibit 4-A,which includes all the phases of the project,will be mailed to the Local Agency. Rev: 09.25.12 2 LOA Attachment E Caltrans Document List