HomeMy WebLinkAboutC-4144 920000000E1710/LARE1710
2016 FEDERAL TRANSPORTATION EARMARK EXCHANGE PROGRAM—LOCAL
FUNDS
This Exchange Agreement("AGREEMENT"), is made and entered into as of August 29, 2017,
by and between the City of Arcadia ("CITY") and the Los Angeles County Metropolitan
Transportation Authority ("LACMTA").
RECITALS:
A. The 2016 Consolidated Appropriation Act allowed the CITY to transfer its Federal
Transportation Earmark(s) to LACMTA.
B. LACMTA Board of Directors approved the Federal Transportation Earmark Exchange
Program on May 25, 2016.
C. CITY desires to exchange $562,979.30 of CITY's Federal Transportation Earmark Funds
for a like amount of LACMTA Proposition C 25% ("LACMTA Funds").
D. LACMTA is willing to exchange $562,979.30 in LACMTA Funds for a like amount of
CITY's Federal Transportation Earmark Funds, subject to the terms and conditions contained
herein.
E. An exchange of CITY's Federal Transportation Earmark Funds with LACMTA Funds is
beneficial to and in the general interest of CTTY and LACMTA.
NOW THEREFORE, in consideration of the mutual benefits to be derived by CTTY and
LACMTA, and of the promises contained herein, it is hereby agreed as follows:
AGREEMENT:
1. Title of the Project (the "Project"): Santa Anita Avenue Corridor Traffic Signal and
Crosswalk Improvements. LACMTA Federal Transportation Earmark Exchange Program ID#
E1710, FTIP # LARE1710.
2. CITY hereby assigns to LACMTA $562,979.30 of CITY's Federal Transportation
Earmark Funds. This assignment shall be automatically effective upon full execution of
this AGREEMENT without the necessity of the execution, delivery or recording of any
further instrument whatsoever. Notwithstanding the foregoing, at LACMTA's request, CITY
shall execute and deliver such documents and instruments as may be required to evidence such
assignment of Federal Transportation Earmark Funds.
3. LACMTA hereby accepts CITY's assignment of CITY's Federal Transportation Earmark
Funds for use on Proposition C 25% eligible project, to be determined by LACMTA in its sole
and absolute discretion.
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920000000E1710/LARE 1710
4. On September 26, 2002, the LACMTA Board of Directors required that prior to receiving
Proposition C 10% or 25% funds, CITY must meet a Maintenance of Effort (MOE) requirement
consistent with the State of California's MOE as determined by the State Controller's office.
With regard to enforcing the MOE, LACMTA will follow the State of California's MOE
requirement, including, without limitation, suspension and re-implementation. As a participant
in the Federal Transportation Earmark Exchange Program receiving Proposition C 25% funds,
CITY is subject to MOE requirements.
5. Upon receipt of (i) a fully executed AGREEMENT, (ii) CITY's written certification
of the amount of CITY's Federal Transportation Earmark Exchange Fund Balance, as defined
herein, which CITY's Federal Transportation Earmark Exchange Fund Balance shows that CITY
has sufficient Federal Transportation Earmark Funds to meet its obligations hereunder, and (iii)
LACMTA's acceptance of CITY's Federal Transportation Earmark Funds as provided in
paragraph 2 above, LACMTA shall pay CITY $546,089.92 of LACMTA Funds which amount
reflects the deduction for the processing fee described in paragraph 10 below. For purposes
of this AGREEMENT, CITY's "Federal Transportation Earmark Exchange Fund Balance" shall
mean the amount of funds CITY transferred to LACMTA as of April 13, 2017. CITY is
prohibited from requesting any amount of funding above the amount exchanged with LACMTA,
inclusive of the processing fee described in paragraph 10 below.
6. CITY must complete an Automated Clearing House (ACH) form as provided in
Attachment A to allow LACMTA to make disbursements electronically. Disbursements via
ACH will be made at no cost to CITY. If electronic disbursements are not the preferred method
of disbursement. CITY may request an exception in writing.
7. Unless otherwise stated in this Agreement, the Quarterly Progress�'Expenditure Report,
with supporting documentation of expenses and Project progress as described in paragraph 9 of
this Agreement, and other documents as required by LACMTA, shall satisfy LACMTA
invoicing requirements.
8. Submit invoice with supporting documentation to:
ACCOUNTSPAYABLE@METRO.NET (preferable) or mail to:
Los Angeles County Metropolitan Transportation Authority
Accounts Payable
P. O. Box 512296
Los Angeles, CA 90051-0296
All invoice material must contain the following information:
Re: LACMTA Project ID#E1710. FTIP LARE 1710, and FA#920000000E1710
LACMTA Project Manager: Mona Jones; Mail Stop 99-23-3
9. CITY will be reimbursed on a quarterly basis subject to satisfactory compliance to
schedule as demonstrated in a quarterly progress/expense report supported by a detailed invoice
demonstrating the staff and hours charged to the project, any consultant hours, materials, etc. An
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920000000E 1710/LARE 1710
amount equal to five percent (5%) of each invoice will be retained until final completion of the
project and audit. In addition, final retention payment will be withheld until the project is
complete and approved by LACMTA and, all audit requirements including before and after
photographs have been satisfied. All quarterly progress'expense reports will be due on the last
day of the months of November, February, May and August. Attachments B and C contain
Reporting and Expenditure Guidelines and Quarterly Progress Expenditure Report template.
10. CITY shall pay LACMTA a three-percent (3%) processing and administrative fee ("the
Processing Fee") in connection with the exchange contemplated by this AGREEMENT. The
Processing Fee shall be assessed against the total amount of LACMTA Funds payable to
CITY. CITY hereby authorizes LACMTA to deduct the Processing Fee from the amount
LACMTA is to pay CITY hereunder.
11. The Project Budget report documents all sources of funds programmed for the Project
as approved by LACMTA and is attached as Attachment D. The Project Budget report
includes the total programmed budget for the Project, including the funds exchanged under this
AGREEMENT and any CITY funds. The Project Budget also includes the fiscal years in
which all the funds for the Project are programmed.
12. The Project Schedule report, included here as Attachment E, documents Project
schedule performance measurements. The Project Schedule report identifies Project activity
purchases, milestones, sequence, duration, and deliverable dates.
13. CITY shall complete the Project as described in the Scope of Work. The Scope of
Work for the Project is attached to this AGREEMENT as Attachment F. The Scope of Work
includes a description of the Project, a detailed description of the work to be completed by
CITY including, without limitation, Project milestones consistent with the lapsing policy and
the schedule identified in the Project Schedule report. Work shall be delivered in accordance
with that schedule unless otherwise agreed to by the parties in writing. If CITY is consistently
behind schedule in meeting milestones or in delivering the Project, then LACMTA will have
the option to terminate this Agreement for default as described in paragraph 15.
14. CITY shall expend the LACMTA Funds on the Project by the Lapsing Date. For the
purposes of this AGREEMENT, "the Lapsing Date" shall mean the date that is three (3) years
from the date that this AGREEMENT is fully executed. Expenses shall be invoiced no later
than 60 days after the LAPSING DATE.
A. For the purposes of this AGREEMENT, the term"Proposition C 25%-Eligible Project"
shall mean any transportation project or program that supports transit and'or decreases
single-occupancy vehicle trips. In all cases, transit service must be provided on the road
street on which the project or program is proposed.
B. The term"expend"as used in paragraph 14 shall mean"encumbered by an awarded
contract".
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920000000E 1710/LARE 1710
15. A Default under this Agreement is defined as any one or more of the following: (i)
CITY fails to comply with the terms and conditions contained herein or in the Guidelines; (ii)
CITY is consistently behind schedule in meeting milestones or in delivering the Project; or (iii)
CITY fails to perform satisfactorily or makes a material change, as determined by LACMTA at
its sole discretion, to the Project Budget, Project Schedule, or the Scope of Work without
LACMTA's prior written consent or approval as provided herein.
16. After project is final vouchered and closed, any cost savings funds greater than $1,000
not expended, will be eligible for use on Proposition C 25%-Eligible Project, to be determined
by LACMTA in its sole and absolute discretion.
17. CITY must use the LACMTA Funds in the most cost-effective manner. If CITY intends
to use a consultant or contractor to implement all or part of the Proposition C 25%-Eligible
Project, LACMTA requires that such activities be procured in accordance with CITY's
contracting procedures and be consistent with State law as appropriate. CITY will also use the
LACMTA Funds in the most cost-effective manner when the LACMTA Funds are used to pay
"in-house" staff time. CITY staff or consultants with project oversight roles may not award
work to companies in which they have a financial or personal interest. This effective use of
funds provision will be verified by LACMTA through on-going project monitoring and through
any LACMTA interim and final audits.
18. LACMTA, and/or its designee, shall have the right to conduct audits of CITY's use of
the LACMTA Funds, as deemed appropriate, such as financial and compliance audits; interim
audits; pre-award audits, performance audits, and final audits. CITY agrees to establish and
maintain proper accounting procedures and cash management records and documents in
accordance with Generally Accepted Accounting Principles (GAAP). CITY's records shall
include, without limitation, any supporting evidence deemed necessary by LACMTA to
substantiate CITY's use of LACMTA Funds. These records must be retained by CITY for five
years following CITY's last use of the LACMTA Funds. CITY shall reimburse LACMTA for
any expenditure not in compliance with the Scope of Work and/or not in compliance with other
terms and conditions of this AGREEMENT. The allowability of costs for CITY's own
expenditures submitted to LACMTA for the Proposition C 25%-Eligible Project shall be in
compliance with Federal Transportation Earmark Exchange Program Guidelines. The
allowability of costs for CITY's contractors, consultants, and suppliers expenditures submitted
to LACMTA through CITY's Monthly Progress Reports and Quarterly Expenditures shall be in
compliance with Federal Transportation Earmark Exchange Program Guidelines. Findings of the
LACMTA audit are final. When LACMTA audit findings require CITY to return monies to
LACMTA, CITY agrees to return the monies within thirty(30) days after the final audit is sent
to CITY.
19. The terms of this AGREEMENT shall commence on the date that this AGREEMENT is
fully executed and shall terminate once CITY has expended all the LACMTA Funds and all
LACMTA audit and reporting requirements have been satisfied.
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920000000E1710,%LARE1710
20. CITY shall fully indemnify, defend and hold LACMTA and its officers, agents, and
employees harmless from and against any liability and expenses, including, without limitation,
defend costs, any costs or liability on account of bodily injury, death or personal injury of
any person, or for damages of any nature whatsoever arising out of (i) a breach of CITY's
obligations under this AGREEMENT; or (ii) any act or omission of CITY or its officers, agents,
employees, contractors,or subcontractors in the use of the LACMTA Funds.
21. LACMTA shall fully indemnify, defend and hold CITY and its officers, agents, and
employees harmless from and against any liability and expenses, including, without limitation,
defend costs, any costs or liability on account of bodily injury, death or personal injury of
any person, or for damages to or loss of risk of property, any environmental obligations, any
legal fees and any claims for damages of any nature whatsoever arising out of(i) a breach of
LACMTA's obligations under this AGREEMENT; or (ii) any act or omission of LACMTA
or its officers, agents, employees, contractors, or subcontractors in the use of CITY's Federal
Transportation Earmark Funds.
22. This AGREEMENT may be amended or modified only by mutual written consent of
LACMTA and CITY.
23. Any correspondence, communication, or contact concerning this AGREEMENT shall be
directed to the following:
CITY OF ARCADIA:
Philip Wray
City Engineer
City of Arcadia
240 W. Huntington Drive
P.O. BOX 60021
Arcadia, CA 91066-6021
LACMTA:
Mona Jones
Los Angeles County Metropolitan Transportation Authority
One Gateway Plaza, 99-23-3
Los Angeles, California 90012
24. This AGREEMENT shall be interpreted and governed by the laws of the State of
California.
920000000E 1710/LARE 1710
25. This AGREEMENT constitutes the entire understanding between the parties with respect to
the subject matter herein.
Attachment A—Automated Clearing House (ACH) Form
Attachment B—Reporting and Expenditure Guidelines
Attachment C—Quarterly Progress/Expenditure Report
Attachment D—Project Budget
Attachment E—Project Schedule
Attachment F—Scope of Work
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920000000E 1710/LARE 1710
IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be executed by
their respective officers as of the date stated below.
LOS ANGELES COUNTY CITY OF ARCADIA
METROPOLITAN TRANSPORTATION
AUTHORITY
By: .t_di/ 1S -O% BY: -- -
` Phillip A. Washington Dominic Lazzaretto
Chief Executive Officer City Manager
APPROVED AS TO FORM APPROVED AS TO FORM:
MARY C. WICKHAM
County Counsel / ,
By.` ..� ✓�'�''`� By: StFtk.�
preputy City Attorney
7
FEMX ATTACHMENT B
FEDERAL TRANSPORTATION EARMARK EXCHANGE AGREEMENT
REPORTING & EXPENDITURE GUIDELINES
REPORTING PROCEDURES
• Quarterly Progress/Expenditure Report (Attachment C) is required for all projects. The
Grantee shall be subject to and comply with all applicable requirements of the funding
agency regarding project-reporting requirements. In addition, Grantee will submit a
quarterly report to the LACMTA at P.O. Box 512296, Los Angeles, CA 90051-0296.
Please note that letters or other forms of documentation may not be substituted for this
form.
• The Quarterly Progress/Expenditure Report covers all activities related to the project and
lists all costs incurred. It is essential that Grantee 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.
• Grantees 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. If CITY is consistently behind schedule in meeting milestones or in
delivering the Project, then LACMTA will have the option to terminate this Agreement for
default as described in paragraph 15.
• The Quarterly Progress/Expenditure 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: 09.25.17 1 FEMX Attachment B-Expenditure Guidelines
EXPENDITURE GUIDELINES
• Any activity or expense charged above and beyond the approved Scope-of-Work
(Attachment F) is considered ineligible and will not be reimbursed by the LACMTA
unless prior written authorization has been granted by the LACMTA Chief Executive
Officer or designee.
• Any expense charged to the grant or local match, including in-kind, must be clearly and
directly related to the project.
• Any activity or expense charged as local match cannot be applied to any other LACMTA-
funded or non-LACMTA-funded projects; activities or expenses related to a previously
funded project cannot be used as local match for the current project.
• Administrative cost is the ongoing expense incurred by the Grantee for the duration of
the project and for the direct benefit of the project as specified in the Scope-of-Work
(Attachment F). Examples of administrative costs are personnel, office supplies, and
equipment. As a condition for eligibility, all costs must be necessary for maintaining,
monitoring, coordinating, reporting and budgeting of the project. Additionally, expenses
must be reasonable and appropriate to the activities related to the project.
• LACMTA is not responsible for, and will not reimburse any costs incurred by the Grantee
prior to the execution of the FA, unless written authorization has been granted by the
LACMTA Chief Executive Officer or her designee.
• The FA is considered executed when the LACMTA Chief Executive Officer or designee
signs the document.
DEFINITIONS
• Local Participation: Where local participation consists of "in-kind" contributions rather
than funds, the following contributions may be included:
• Costs incurred by a local jurisdiction to successfully complete the project.
Examples include engineering, design, rights-of-way purchase, and construction
management costs.
• Donations of land, building space, supplies, equipment, loaned equipment, or
loaned building space dedicated to the project.
• Donations of volunteer services dedicated to the project.
• A third-party contribution of services, land, building space, supplies or equipment
dedicated to the project.
• Allowable Cost: To be allowable, costs must be reasonable, recognized as ordinary and
necessary, consistent with established practices of the organization, and consistent with
industry standard of pay for work classification.
Rev: 09.25.17 2 FEMX Attachment B-Expenditure Guidelines
• Excessive Cost: Any expense deemed "excessive" by LACMTA staff would be adjusted to
reflect a "reasonable and customary" level. For detail definition of "reasonable cost",
please refer to the Federal Register OMB Circulars A-87 Cost Principals for State and
Local Governments;and A-122 Cost Principals for Nonprofit Organizations.
• Ineligible Expenditures: Any activity or expense charged above and beyond the approved
Scope-of-Work is considered ineligible.
Rev: 09.25.17 3 FEMX Attachment B-Expenditure Guidelines
LACMTA-EARMARK EXCHANGE Grantee To Complete
ATTACHMENT C Invoice##
QUARTERLY PROGRESS / EXPENSE REPORT Invoice Date
FA#
Quarterly Report#
GRANTEES ARE REQUESTED TO MAIL THIS REPORT TO
P.O. Box#512296, Los Angeles, CA 90051-0296 after the close
of each quarter,but no later than November 30, February 28,
May 31 and August 31. Please note that letters or other forms
of documentation may not be substituted for this form. Refer to the
Reporting and Expenditure Guidelines (Attachment C)for further information.
SECTION 1: QUARTERLY EXPENSE REPORT
Please itemize grant-related charges for this Quarter on Page 5 of this report and indude totals in this Section.
PC25-Earmark Other Funds Total
Exchange
$ $ $
Project Quarter Expenditure
This Quarter Expenditure
Retention Amount
Net Invoice Amount(Less
Retention)
Project-to-Date Expenditure
Funds Expended to Date
(Include this Quarter)
Total Project Budget
%of Project Budget
Expended to Date
Balance Remaining
Rev: 09.25.17 1 of 5 FEMX Attachment C-Progress/Expenditure Report
SECTION 2: GENERAL INFORMATION
PROJECT TITLE:
FA#:
QUARTERLY REPORT SUBMITTED FOR:
Fiscal Year: 02017-2018 fl 2018-2019 n2019-2020
02020-2021 ❑ 2021-2022
Quarter: EiQ1: Jul -Sep Q2: Oct- Dec
Q3: Jan - Mar El Q4: Apr-Jun
DATE SUBMITTED:
Name:
LACMTA
Project Mgr. Phone Number:
e-mail:
Contact Name:
Job Title:
Project Sponsor Department:
Contact/Project City/Agency:
Manager
Mailing Address:
Phone Number:
e-mail:
Rev: 09.25.17 2 of 5 FEMX Attachment C-Progress/Expenditure Report
SECTION 3 : QUARTERLY PROGRESS REPORT
1. DELIVERABLES &MILESTONES
List all deliverables and milestones as stated in the FA, with start and end dates. Calculate the total project duration. DO NOT CHANGE
THE ORIGINAL FA MILESTONE START AND END DATES SHOWN IN THE 2ND AND 3RD COLUMNS BELOW.
Grantees must make every effort to accurately portray milestone dates in the original FA 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 FA 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 FA. PER YOUR FA AGREEMENT, ANY CHANGES TO THE PROJECT SCHEDULE MUST BE FORMALLY SUBMITTED UNDER
SEPARATE COVER TO LACMTA FOR WRITTEN CONCURRENCE.
Original FA Schedule in Scope of Actual Schedule
FA Milestones Work
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)
2. PROJECT COMPLETION
A. Based on the comparison of the original and actual project milestone schedules above, project is(select only one) :
nOn schedule per original FA schedule Less than 12 months behind original schedule
nBetween 12-24 months behind original schedule riMore than 24 months behind original schedule
B. Was the project design started within 6 months of the date originally stated in the FA?
0 Yes C No 0 Not Applicable
C. Was a construction contract or capital purchase executed within 9 months after completion of design /specifications?
0 Yes 0 No LI Not Applicable
Rev: 09.25.17 3 of 5 FEMX Attachment C-Progress/Expenditure Report
3. TASKS I MILESTONES ACCOMPLISHED
List tasks or milestones accomplished and progress made this quarter.
4. 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".
5.ACTION 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.
Rev: 09.25.17 4 of 5 FEMX Attachment C-Progress/Expenditure Report
SECTION 4: ITEMIZED LISTING OF EXPENSES AND CHARGES THIS QUARTER
All expenses and charges, including grant and local match, must be itemized and listed below. Each item listed must be verifiable by an
invoice and/or other proper documentation. The total amounts shown here must be equal to this quarter's expenditures listed on page 1
of this report. All expenses and charges must be reflective of the approved budget and rates as shown in the FA Attachment B,Scope
of Work. Use additional pages if needed.
ITEM INVOICE# TOTAL EXPENSES/ $CHARGED TO $CHARGED TO OTHER FUNDS
CHARGES PC 25-EARMARK EXCHANGE
1
2
3
4
5
6
7
8
9
10
11
12
TOTAL
Notes:
1. Local match spent in each quarter,must be in the appropriate proportion to LACMTA grant.
2.All receipts,invoices,and time sheets,attached and included with this Expense Report must be listed and shown under the Invoice
Number column of the Itemized Listing(above).
Invoice Payment Information:
LACMTA will make all disbursements electronically unless an exception is requested in writing.
ACH Payments require that you complete an ACH Request Form and fax it to Accounts Payable at 213-922-6107.
ACH Request Forms can be found at www.metro.net/callforprojects.
Written exception requests for Check Payments should be completed and faxed to Accounts Payable at 213-922-6'
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: 09.25.17 5 of 5 FEMX Attachment C-Progress/Expenditure Report
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FTIP#: 920000000E1710
PPNO (If applicable)
ATTACHMENT F
Metro Federal Transportation Earmark Exchange Project
Santa Anita Avenue Corridor Improvements
CITY OF ARCADIA
SCOPE OF WORK
Project Scope
This project scope includes improvements along Santa Anita Avenue corridor in the City of
Arcadia. It consists of new traffic signals at the intersections of Santa Anita Avenue and
Leroy Avenue, and Santa Anita Avenue and Alta Street. It also includes a protected /
permissive left turn phase at the intersection of Santa Anita Avenue and Colorado Blvd. and
other traffic signal improvements at miscellaneous locations on Santa Anita Ave. such as
CCTV Cameras, Video Detection systems, a green-arrow right turn overlap, all within the
City of Arcadia.
Santa Anita is a significant Transit Corridor for local and regional transit. These
improvements will help facilitate traffic flow with traffic signal equipment and ITS elements
that will be connected with the City's Traffic Signal Control System. This will help manage
traffic flow on Santa Anita Avenue. Also the traffic signal improvements at Santa Anita
Ave., and Santa Clara Street will help both Transit and SOV get to and from the Arcadia
Gold Line Station.
Project Schedule
Phase Start Date 1 Completion Date
PA&ED August 2017 February 2018
PS&E i August 2017 September 2018
ROW i N/A N/A
CONST December 2018 March 2019
Project Funding
- --T--__--_-_--- — i I FY2019
FY 2018 FY 2019 FY2018 City
Phase PC25 Exchange PC25 Exchange City Fund Fund Total
PA&ED $8,000 $2,000 $10,000
PS&E $80,000 $20,000 $100,000
ROW
CONST j $458,0901 $114,523 $572,613
TOTAL 1 $88,000 $458,090 $22,000 $114,523 $682,613
Rev: 09.25.17 1 FEMX-ATTACHMENT F