HomeMy WebLinkAboutC-4218 FTIP#: LATP16S004 CFP#F7517
Funding Agreement No. 920000000F7517
CALL FOR PROJECTS C'S'I Zig
LOCAL TRANSPORTATION FUNDS MAO
FUNDING AGREEMENT
This Funding Agreement ("Agreement") is made and entered into effective as of December 1,
2018 ("Effective Date"), and is by and between the Los Angeles County Metropolitan
Transportation Authority("LACMTA") and City of Arcadia ("GRANTEE") for Bicycle Facility
Improvements - LACMTA Call for Projects ID# F7517 and FTIP# LAF7517 (the "Project").
WHEREAS, as part of the 2013 Call for Projects, the LACMTA Board of Directors, at its
meeting on September 26, 2013, authorized a grant to GRANTEE, subject to the terms and
conditions contained in this Agreement.
WHEREAS, LACMTA Board of Directors on February 25, 2016 reprogrammed $136,547 to
Fiscal Year (FY) 201849 to reflect the amount remains with the Call for Projects after partial
awarded funds through the State Active Transportation Program.
NOW,THEREFORE,the parties hereby agree as follows:
The terms and conditions of this Agreement consist of the following and each is incorporated
by reference herein as if fully set forth herein:
1. Part I - Specific Terms of the Agreement
2. Part II -General Terms of the Agreement
3. Attachment A- Project Funding
4. Attachment B - Scope of Work
5. Attachment C - Reporting and Expenditure Guidelines
6. Attachment C-1 - Quarterly Progress/Expenditure Report
7. Attachment D - Federal Transportation Improvement Program (FTIP) Sheet
8. Attachment E— Special Grant Conditions
9. Attachment E-1 - Sustainable Design Element Requirements
10. Attachment F - Project Readiness Certification
11. Any other attachments or documents referenced in the above documents
In the event of a conflict,the Special Grant Conditions, if any, shall prevail over the Specific
Terms of the Agreement and any attachments and the Specific Terms of the Agreement shall
prevail over the General Terms of the Agreement.
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Local Transportation Funds (LTF)
FTIP#: LATP16S004 CFP#F7517
Funding Agreement No.920000000F7517
IN WITNESS WHEREOF,the parties have caused this Agreement to be executed by their duly
authorized representatives as of the dates indicated below:
LACMTA:
LOS ANGELES OUNTY METROPOLITAN TRANSPORTATION AUTHORITY
By: AilDate: 1411
"c_0( fillip A. Washington
Chief Executive Officer
APPROVED AS TO FORM:
MARY C. WICKHAM
County Counsel
By: Date: 364//
1 ,outy
GRANTEE:
CITY OF ARCADIA
By: ams. Date: M c,� 27 i 20)q
Dominic La- tto
City Manager
APPROVED AS TO FORM:
By: atia---,„ 4+ 1 - t,> " , Date: �^Y3ja
Stephen P. Deitsch
City Attorney
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Local Transportation Funds (LTF)
FTIP#: LATP16S004 CFP#F7517
Funding Agreement No.920000000F7517
PART I
SPECIFIC TERMS OF THE AGREEMENT
1. Title of the Project (the "Project"): Bicycle Facility Improvements; LACMTA Call for
Projects ID# F7517, FTIP#LAF7517.
2. To the extent the Funds are available, LACMTA shall make to GRANTEE a one-time
grant of the Local Transportation Funds in the amount of$136,547 (the "Funds") for the
Project in accordance with the terms of this Agreement. LACMTA Board of Directors' action of
September 26, 2013, originally programmed$1,156,547 to GRANTEE for the Project. The
GRANTEE was later required to apply for the State Active Transportation Program. GRANTEE
was awarded $1,020,000 from the State of California. LACMTA Board of Directors' action of
February 25, 2016 reduced LACMTA's grant amount to $136,547 and reprogrammed the
Funds over one year, Fiscal Year (FY) 2018-19. LACMTA Board of Directors' action approved
Funds for FY 2018-19 only in the amount of$136,547.
3. 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 Finds granted by LACMTA and
GRANTEE'S local match requirement (the "GRANTEE Funding Commitment"). The Project
Funding also includes the fiscal years in which all the funds for the Project are programmed.
4. GRANTEE 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 B. The Scope of Work
indudes a description of the Project, a detailed description of the work to be completed by
GRANTEE including,without limitation, Project milestones consistent with the lapsing policy,
and a set schedule. Work shall be delivered in accordance with that schedule unless otherwise
agreed to by the parties in writing. If a GRANTEE 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 Part II, Section 9.
5. Eligible Project expenses are defined in the Reporting and Expenditure Guidelines
(Attachment C). The form of the Quarterly Progress/Expenditure Report is attached as
Attachment C-1. LACMTA will withhold ten percent (10%) of eligible expenditures per
invoice as retainage pending an audit of expenditures and completion of the Scope of Work.
6. 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 ProgramMetro 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 indudes locally funded regionally
significant projects for information and air quality modeling purposes. GRANTEE shall review
the Project in ProgramMetro each year and update or correct the Project as necessary during a
scheduled FTIP amendment or adoption to be consistent with the terms of this Agreement, as
amended from time to time. GRANTEE 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
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Funding Agreement No. 920000000F7517
possible after GRANTEE is aware of any changes to the Project,but no later than October 1 of
the year the change or update is effective. Should GRANTEE fail to meet this date, it may affect
GRANTEE'S ability to access funding, delay the Project and may ultimately result in the Funds
being lapsed. LACMTA shall review and approve any changes GRANTEE makes to the FTIP
prior to incorporating such changes in to the TIP.
7. The "Sustainable Design Elements Requirements" is attached as Attachment E-1.
GRANTEE shall comply with the Sustainable Design Elements Requirements as set forth in
Attachment E-1.
8. An executed "Project Readiness Certification" is attached as Attachment F, which is
evidence that GRANTEE can appropriately fund and staff the Project so that the Project can
be completed in a timely manner.
9. Amendments to this Agreement shall be in writing executed by the parties. No changes
to the (i) grant amount, (ii) Project Funding, (iii) the Scope of Work, or (iv) the lapse date of the
Funds shall be allowed without a written amendment to this Agreement, approved and signed
by the LACMTA Chief Executive Officer or his/her designee and GRANTEE.
10. Notice will be given to the parties ai the address specified below unless otherwise
notified in writing of change of address. Any notice required or permitted to be delivered
hereunder shall be deemed to be delivered upon receipt by the correct address by United
States mail, postage prepaid, certified or registered mail, return receipt requested, or by
Federal Express or other reputable overnight delivery service addressed to the parties hereto
as follows:
LACMTA's Address:
Los Angeles County Metropolitan Transportation Authority
One Gateway Plaza
Los Angeles, CA 90012
Attention: Anthony Jusay
Manager,Transportation Planning
MS-99-22-6
Email: jusaya@metro.net
GRANTEE's Address:
City of Arcadia
240 W. Huntington Dr.
Post Office Box 60021
Arcadia, CA 91066-6021
Attention: Linda Hui
Transportation Services Manager
Email: lhui@ ci.arcadia.ca.us
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FTIP#: LATP16S004 CFP#F7517
Funding Agreement No. 920000000F7517
PART II
GENERAL TERMS OF THE AGREEMENT
1. TERM:
1.1 The term of this Agreement shall commence on the Effective Date of this
Agreement, and shall expire upon the occurrence of all of the following,unless terminated
earlier as provided herein: (i) the agreed upon Scope of Work has been completed; (ii) all
LACMTA audit and reporting requirements have been satisfied; and (iii) the final disbursement
of the Funds has been made to GRANTEE. All eligible Project expenses as defined in the
Reporting Guidelines (Attachment C) incurred after the Effective Date shall be reimbursed in
accordance with the terms and conditions of this Agreement. The parties understand and
agree there are certain covenants and agreements which specifically remain in effect after
expiration or termination of this Agreement.
1.2 Should LACMTA determine there are insufficient Funds available for
the Project; LACMTA may terminate this Agreement by giving written notice to GRANTEE
at least thirty (30) days in advance of the effective date of such termination. If this
Agreement is terminated pursuant to this section, LACMTA will not reimburse GRANTEE
any costs incurred after the effective date of such termination, except those necessary to
return any facilities modified by the Project's construction to a safe state. LACMTA's share
of these costs will be in equal proportion of the grant to GRANTEE Funding Commitment
ratio.
2. INVOICE BY GRANTEE: Unless otherwise stated in this Agreement,the Quarterly
Progress/Expenditure Report, with supporting documentation of expenses and Project progress
as described in Part II, Section 4.1 of this Agreement, and other documents as required by
LACMTA, shall satisfy LACMTA invoicing requirements.
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#F7517 and FA#920000000F7517
Anthony Jusay, MS 99-22-6
3. USE OF FUNDS:
3.1 GRANTEE shall utilize the Funds to complete the Project as described in
the Scope of Work and in accordance with the Reporting and Expenditure Guidelines.
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Funding Agreement No.920000000F7517
3.2 GRANTEE shall not use the Funds to substitute for any other funds or
projects not specified in this Agreement. Further, GRANTEE shall not use the Funds for any
expenses or activities beyond the approved Scope of Work(Attachment B).
*3.3 GRANTEE must use the Funds in the most cost-effective manner. If
GRANTEE intends to use a consultant or contractor to implement all or part of the Project,
LACMTA requires that such activities be procured in accordance with GRANTEE's
contracting procedures and consistent with State law. GRANTEE will also use the Funds in
the most cost-effective manner when the Funds are used to pay "in-house" staff time. This
effective use of funds provision will be verified by LACMTA through on-going Project
monitoring and through any LACMTA interim and final audits.
3.4 GRANTEE's employee, officers, councilmembers,board member,
agents, or consultants (a "GRANTEE Party") are prohibited from participating in the selection,
award, or administration of a third-party contract or sub-agreement supported by the Funds if a
real or apparent conflict of interest would be involved. A conflict of interest would include,
without limitation, an organizational conflict of interest or when any of the following parties
has a financial or other interest in any entity selected for award: (a) a GRANTEE Party(b) any
member of a GRANTEE Party's immediate family, (c) a partner of a GRANTEE Party; (d) any
organization that employs or intends to employ any of the above. This conflict of interest
provision will be verified by LACMTA through on-going Project monitoring and through any
LACMTA interim and final audits.
3.5 If the Project requires the implementation of an Intelligent
Transportation Systems ("ITS") project, GRANTEE shall ensure the Project is consistent
with the Regional ITS Architecture. ITS projects must comply with the LACMTA
Countywide ITS Policy and Procedures adopted by the LACMTA Board of Directors
including the submittal of a completed, signed self-certification form. For the ITS policy
and form, see http://www.metro.net/projects/call_projects/.
3.6 If any parking facilities are designed and/or constructed using the Funds,
GRANTEE shall coordinate with LACMTA parking program staff(see METRO.net for staff
listing) in the planning, design and management of the facility and shall ensure that its
implementation is consistent with the LACMTA adopted parking policy. For the parking
policy, see http://www.metro.net/projects/call_projects/.
3.7 GRANTEE is obligated to continue using the Project consistent with the
public transportation purposes for which the Project was approved. The Project right-of-way
and real property purchased to implement the Project shall remain dedicated to public
transportation use. The obligations set forth in this section shall survive termination of this
Agreement.
3.8 If GRANTEE desires to use the Funds to purchase or lease equipment
including, without limitation,vehicles, office equipment, computer hardware or software, or
other personal property("Equipment") necessary to perform or provide the services set forth in
the Scope of Work, GRANTEE must obtain LACMTA's written consent prior to purchasing or
leasing any Equipment. Equipment purchased or leased without such prior written consent
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shall be deemed an unallowable expenditure of the Funds. Equipment acquired as part of the
Project shall be dedicated to that Project use for their full economic life cycle, including any
extensions of that life cycle achieved by reconstruction, rehabilitation, or enhancements.
3.9 If an Equipment ceases to be used for the proper use as originally stated
in the Scope of Work, GRANTEE will be required to return to LACMTA the Funds used to
purchase or lease such Equipment in proportion to the useful life remaining and in equal
proportion of the Funds to GRANTEE Funding Commitment ratio. The obligations set forth in
this section shall survive termination of this Agreement.
3.10 If any Project facilities or any real property purchased to implement the
Project is no longer used or is no longer needed for the Project, including construction
easements or excess property, GRANTEE will be required to return to LACMTA the Funds
used to design, construct or acquire such Project facilities or real property in equal proportion
of the grant to GRANTEE Funding Commitment ratio. The obligations set forth in this section
shall survive termination of this Agreement.
3.11 If GRANTEE desires to use any Project facility or any real property
purchased to implement the Project to generate revenue, GRANTEE shall first obtain
LACMTA's written consent prior to entering into any such revenue generating arrangement.
GRANTEE shall provide LACMTA with the applicable information regarding the transaction,
including without limitation,the property at issue, the proposed use of the property, the
amount of revenue, any impact to the Project and the proposed use of the revenue. LACMTA
consent may be conditioned on whether bond funds were used, and how GRANTEE plans to
use the revenue, including,without limitation, sharing any net revenues with LACMTA. If
GRANTEE fails to obtain MTA's prior written consent, GRANTEE shall be considered in
default and LACMTA shall have all rights and remedies available at law or in equity, including,
without limitation the return of the Funds to cover the cost of the property in question. The
obligations set forth in this section shall survive termination of this Agreement.
3.12 GRANTEE understands that this Agreement does not provide any rights
for GRANTEE to use LACMTA real property needed for the Project. If the Project requires use
of LACMTA Property, GRANTEE will need to enter into a separate agreement with LACMTA
in accordance with LACMTA real property policies and procedures. Nothing in this Agreement
obligates LACMTA to provide GRANTEE with any real estate right.
4. DISBURSEMENT OF FUNDS:
4.1 GRANTEE shall submit the Quarterly Progress/Expenditure Report
(Attachment C-i) within 60 days after the close of each quarter on the last day of the months
November, February, May and August. Should GRANTEE fail to submit such reports within
10 days of the due date and/or GRANTEE submits incomplete reports, LACMTA will not
reimburse GRANTEE until the completed required reports are received, reviewed, approved.
The Quarterly Progress/Expenditure Report shall include all supporting documentation (such
as contractor invoices,timesheets, receipts, etc.) with a clear justification and explanation of
their relevance to the Project for reimbursement. If no activity has occurred during a particular
quarter, GRANTEE will still be required to submit the Quarterly Progress/Expenditure Report
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indicating no dollars were expended that quarter. If a request for reimbursement exceeds
$500,000 in a single month,then GRANTEE can submit such an invoice once per month with
supporting documentation.
4.2 Disbursements shall be made on a reimbursement basis in accordance
with the provisions of this Agreement.
4.3 LACMTA will make all disbursements electronically unless an exception
is requested in writing. Disbursements via Automated Clearing House (ACH) will be made at
no cost to GRANTEE. GRANTEE must complete the ACH form and submit such form to
LACMTA before grant payments can be made. ACH Request Forms can be found at
http://www.metro.net/projects/call_proj ects/call_proj e cts-reference-documents/.
4.4 GRANTEE must provide detailed supporting documentation with its
Quarterly Progress/Expenditure Report.
4.5 GRANTEE shall demonstrate that the GRANTEE Funding Commitment
has been spent in direct proportion to the Funds invoiced with each quarter's expenditures.
4.6 Expenses that are not invoiced within 60 days after the lapsing date
specified in Part II, Section 8.1 below are not eligible for reimbursement.
4.7 Any Funds expended by GRANTEE prior to the Effective Date of this
Agreement shall not be reimbursed nor shall they be credited toward the GRANTEE Funding
Commitment requirement,without the prior written consent of LACMTA. GRANTEE
Funding Commitment dollars expended prior to the year the Funds are awarded shall be spent
at GRANTEE's own risk.
4.8 Commencing with the Effective Date, Funds will be made available to
GRANTEE for all work related to the initial Project milestone identified in Attachment B -
Scope of Work. Funds for subsequent Project milestones will not be available until
GRANTEE provides evidence that the current Project milestone has been completed, or is
clearly on track to be completed on the approved schedule stated in Attachment B, as
determined by LACMTA.
5. AUDIT REQUIREMENTS/PAYMENT ADJUSTMENTS:
*5.1 LACMTA, and/or its designee, shall have the right to conduct audits of
the Project, as deemed appropriate, such as fmancial and compliance audits; interim audits;
pre-award audits,performance audits and final audits. LACMTA will commence a final audit
within nine months of receipt of an acceptable final invoice, provided the Project is ready for
final audit (meaning all costs and charges have been paid by GRANTEE and invoiced to
LACMTA, and such costs, charges and invoices are properly documented and summarized
in the accounting records to enable an audit without further explanation or summarization
including actual indirect rates for the period under review). GRANTEE agrees to establish
and maintain proper accounting procedures and cash management records and documents in
accordance with Generally Accepted Accounting Principles (GAAP). GRANTEE shall
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reimburse LACMTA for any expenditure not in compliance with this Agreement. GRANTEE's
eligible expenditures submitted to LACMTA for this Project shall be in compliance with the
Reporting and Expenditure Guidelines (Attachment C) and 2 CFR Subtitle A, Chapter II,
Part 225. The allowability of costs for GRANTEE's contractors, consultants and suppliers
submitted to LACMTA through Recipient's Quarterly Progress Reports/Expenditures shall
be in compliance with 2 CFR Subtitle A, Chapter II, Part 225 or Federal Acquisition
Regulations, Subpart 31 (FAR),whichever is applicable. Any use of the Funds which is
expressly prohibited under this Agreement shall be an ineligible use of the Funds and may be
disallowed by LACMTA audit. Findings of the LACMTA audit are final. When LACMTA audit
findings require GRANTEE to return monies to LACMTA, GRANTEE shall return such
monies within thirty (30) days after the final audit is sent to GRANTEE.
*5.2 GRANTEE's records shall include, without limitation, accounting
records, written policies and procedures, contract files, original estimates, correspondence,
change order files (including documentation covering negotiated settlements), invoices, and
any other supporting evidence deemed necessary by LACMTA to substantiate charges related
to the Project (all collectively referred to as "records") shall be open to inspection and subject
to audit and reproduction by LACMTA auditors or authorized representatives to the extent
deemed necessary by LACMTA to adequately permit evaluation of expended costs. Such
records subject to audit shall also include, without limitation, those records deemed
necessary by LACMTA to evaluate and verify, direct and indirect costs, (including overhead
allocations) as they may apply to costs associated with the Project. These records must be
retained by GRANTEE for three years following final payment under this Agreement.
Payment of retention amounts shall not occur until after the LACMTA's final audit is
completed.
*5.3 GRANTEE shall cause all contractors to comply with the requirements
of Part II, Sections 5.1 and 5.2 above. GRANTEE shall cause all contractors to cooperate
fully in furnishing or in making available to LACMTA all records deemed necessary by
LACMTA auditors or authorized representatives related to the Project.
*5.4 LACMTA or any of its duly authorized representatives, upon
reasonable written notice shall be afforded access to all of the records of GRANTEE and its
contractors related to the Project, and shall be allowed to interview any employee of
GRANTEE and its contractors through final payment to the extent reasonably practicable.
*5.5 LACMTA or any of its duly authorized representatives, upon
reasonable written notice, shall have access to the offices of GRANTEE and its contractors,
shall have access to all necessary records, including reproduction at no charge to LACMTA,
and shall be provided adequate and appropriate work space in order to conduct audits in
compliance with the terms and conditions of this Agreement.
5.6 In addition to LACMTA's other remedies as provided in this Agreement,
LACMTA shall withhold the Funds and/or recommend not to award future Call for Projects
grants to GRANTEE if the LACMTA audit has deteimined that GRANTEE failed to comply
with the Scope of Work (such as misusing Funds or failure to return Funds owed to LACMTA
in accordance with LACMTA audit findings) and/or is severely out of compliance with other
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terms and conditions as defined by this Agreement, including the access to records provisions
of Part II, Section 5.
*5.7 When business travel associated with the Project requires use of a
vehide, the mileage incurred shall be reimbursed at the mileage rates set by the Internal
Revenue Service, as indicated in the United States General Services Administration Federal
Travel Regulation, Privately Owned Vehicle Reimbursement Rates.
*5.8 GRANTEE shall certify monthly invoices by reviewing all contractor
and subcontractor costs and maintaining internal control to ensure that all expenditures are
allocable, allowable and reasonable and in accordance with 2 CFR Subtitle A, Chapter II,
Part 225 or FAR Subpart 31 (whichever is applicable) and the terms and conditions of this
Agreement.
5.9 GRANTEE shall also certify final costs of the Project to ensure all costs
are in compliance with 2 CFR Subtitle A, Chapter II, Part 225 or FAR Subpart 31 (whichever
is applicable) and the terms and conditions of this Agreement.
5.10 Whenever possible, in exercising its audit rights under this Agreement,
LACMTA shall rely on GRANTEE's own records and audit work to minimize direct audit of
contractors, consultants, and suppliers.
6. ONE TIME GRANT: This is a one time only grant subject to the terms and conditions
agreed to herein. This grant does not imply nor obligate any future funding commitment on
the part of LACMTA.
7. SOURCES AND DISPOSITION OF FUNDS:
7.1 The obligation for LACMTA to grant the Funds for the Project is
subject to sufficient Funds being made available for the Project by the LACMTA Board of
Directors. If such Funds are not made available for the Project, LACMTA shall have no
obligation to provide the Funds for the Project, unless otherwise agreed to in writing by
LACMTA.
7.2 GRANTEE shall fully fund and contribute the GRANTEE 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,
GRANTEE agrees to secure and provide such additional non-LACMTA programmed funds
necessary to complete the Project.
7.3 GRANTEE shall be responsible for any and all cost overruns for the
Project.
7.4 At any time,if GRANTEE receives outside funding for the Project in
addition to the Funds identified in the Project Funding at the time this grant was awarded, this
Agreement shall be amended to reflect such additional funding.
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7.5 If, at the time of fmal voucher, available funding for the Project
(including the Funds, GRANTEE Funding Commitment, and any additional funding) exceeds
the actual Project costs,then the cost savings shall be applied in the same proportion as the
sources of funds from each party to this Agreement as specified in the Project Funding and
both the Funds and GRANTEE Funding Commitment required for the Project shall be
reduced accordingly. LACMTA shall have the right to use any cost savings associated with the
Funds at its sole discretion, including,without limitation,programming the unused Funds to
another project or to another grantee. If, at the time of fmal voucher,it is determined that
GRANTEE has received Funds in excess of what GRANTEE should have received for the
Project, GRANTEE shall return such overage to LACMTA within 30 days from final voucher.
8. TIMELY USE OF FUNDS / REPROGRAMMING OF FUNDS:
8.1 GRANTEE must demonstrate timely use of the Funds by:
(i) executing this Agreement within ninety(90) days of receiving
formal transmittal of the Agreement from LACMTA, or by
December 31st of the first Fiscal Year in which the Funds are
programmed,whichever date is later; and
(ii) meeting the Project milestones due dates as agreed upon by the
LACMTA and GRANTEE in the Agreement; milestones include,
but are not limited to the following:
a. for project development, GRANTEE must complete phase
by the end of the second fiscal year following the year the
Funds were first programmed; and
b. for right-of-way, GRANTEE must follow its right-of-way
acquisition policies and must show a realistic schedule for
completion of acquisition required for the project agreed
upon by LACMTA and GRANTEE prior to Agreement
execution; and
c. for construction or capital purchase projects, contracts shall
be awarded within nine (9) months from the date of
completion of design. Project design (preliminary
engineering) must begin within six (6) months from the
identified milestone start date; and
(iii) submitting the Quarterly Progress/Expenditure Report; and
(iv) expending the Funds granted under this Agreement for allowable
costs by June 30, 2021 (lapse date),within 36 months from July 1
of the FY 2018-19, fmal Fiscal Year in which funds are
programmed.
8.2 Quarterly Progress/Expenditure Reports will be used to evaluate
compliance with the Project milestone due dates as identified in the Agreement. If the Project
does not meet the milestone dlte dates as agreed upon in the Agreement, LACMTA will issue a
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notice of non-compliance to the GRANTEE, and the GRANTEE will be required to develop a
written recovery plan illustrating in detail the GRANTEE's actions to resolve the delay and to
meet the Project completion date agreed upon in the Agreement (the "Recovery Plan"). If the
Recovery Plan is deemed viable by LACMTA staff, and meets the Project completion date
agreed upon in the Agreement, LACMTA may grant an administrative schedule update as long
as the Funds are expended in compliance with (iv) above. If GRANTEE fails to submit a
Recovery Plan within 30 days of the notice of non-compliance from LACMTA, or the Recovery
Plan illustrates that the Project will not meet the lapse date in the Agreement, LACMTA may
recommend potential deobligation of the Funds as part of its annual Call for Projects
Recertification/Deobligation process. GRANTEE will ONLY be allowed to request a one-time
lapsing date extension of 20-months from the final lapse date,which request is subject to
LACMTA's Technical Advisory Committee (TAC) consideration as part of the annual Call for
Projects Recertification/Deobligation process.
8.3 Recertification of Funds will be based on Project progress and is subject
to meeting the Project milestones as agreed upon in the Agreement.
8.4 If GRANTEE does not complete one element of the Project, as described
in the FTIP Project 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 that all the Funds are
deobligated,this Agreement shall automatically terminate.
8.5 If GRANTEE fails to meet any of the conditions in paragraph 8.1 above,
the Project shall be considered lapsed and will be submitted to the LACMTA Board for
deobligation. Expenses that are not invoiced within 60 days after the lapsing date are not
eligible for reimbursement.
9. DEFAULT: A Default under this Agreement is defined as any one or more of the
following: (i) GRANTEE fails to comply with the terms and conditions contained herein; or (ii)
GRANTEE is consistently behind schedule in meeting milestones or in delivering the Project;
or (iii) GRANTEE fails to perform satisfactorily or makes a material change, as determined by
LACMTA at its sole discretion, to the Financial Plan, the Scope of Work, or the Project Funding
without LACMTA's prior written consent or approval as provided herein.
10. REMEDIES:
10.1 In the event of a Default by GRANTEE, LACMTA shall provide written
notice of such Default to GRANTEE with a 30-day period to cure the Default. In the event
GRANTEE fails to cure the Default, or commit to cure the Default and commence the same
within such 30-day period to the satisfaction of LACMTA, LACMTA shall have the following
remedies: (i) LACMTA may terminate this Agreement; (ii) LACMTA may make no further
disbursements of Funds to GRANTEE; and/or (iii) LACMTA may recover from GRANTEE any
Funds disbursed to GRANTEE as allowed by law or in equity.
10.2 Effective upon receipt of written notice of termination from LACMTA
pursuant to Section 10.1, GRANTEE shall not undertake any new work or obligation with
Rev: 11.22.16 12 Funding Agreement
Local Transportation Funds (LTF)
FTIP#: LATP16S004 CFP#F7517
Funding Agreement No.920000000F7517
respect to this Agreement unless so directed by LACMTA in writing. Any Funds expended
after termination shall be the sole responsibility of GRANTEE.
10.3 The remedies described herein are non-exclusive. LACMTA shall have
the right to enforce any and all rights and remedies herein or which may be now or hereafter
available at law or in equity.
11. COMMUNICATIONS:
*11.1 GRANTEE 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. GRANTEE 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.
*11.2 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.
*11.3 The Metro logo is a trademarked item that shall be reproduced and
displayed in accordance with specific graphic guidelines. These guidelines and logo files
including scalable vector files will be available through the LACMTA Project Manager.
*11.4 GRANTEE 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.
11.5 The LACMTA Project Manager shall be responsible for monitoring
GRANTEE compliance with the terms and conditions of this Section. GRANTEE 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.
12. OTHER TERMS AND CONDITIONS:
12.1 This Agreement, along with its Attachments, constitutes the entire
understanding between the parties,with respect to the subject matter herein. The Agreement
shall not be amended,nor any provisions or breach hereof waived, except in writing signed by
the parties who agreed to the original Agreement or the same level of authority.
Rev: 11.22.16 13 Funding Agreement
Local Transportation Funds (LTF)
FTIP#: LATP16S004 CFP#F7517
Funding Agreement No.920000000F7517
12.2 In the event that there is any court (proceeding between the parties to
enforce or interpret this Agreement,to protect or establish any rights or remedies hereunder,
the prevailing party shall be entitled to its costs and expenses, including reasonable attorney's
fees.
*12.3 Neither LACMTA nor any subsidiary or their respective directors,
officers, agents, or employee thereof shall be responsible for any damage or liability
occurring by reason of anything done or committed to be done by GRANTEE under or in
connection with any work performed by or service provided by GRANTEE, its officers,
agents, employees, contractors and subcontractors under this Agreement. GRANTEE shall
fully indemnify, defend (with counsel approved by LACMTA) and hold LACMTA, and its
subsidiaries and their respective directors, officers, agents and employees harmless from
and against any suits and causes of actions, claims, losses, liability, damages, costs and
expenses, including without limitation, any costs or liability on account of bodily injury,
death or personal injury of any person or for damage to or loss of property, any
environmental obligation, and any legal fees in any way arising out of acts or omissions to
act related to the Project or this Agreement, without requirement that LACMTA first pay
such claim. The obligations set forth in this section shall survive termination of this
Agreement.
12.4 Neither party hereto shall be considered in default in the performance of
its obligation hereunder to the extent that the performance of any such obligation is prevented
or delayed by unforeseen causes including 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
claimed to delay,hinder, or prevent performance of any obligations under this Agreement.
12.5 GRANTEE shall comply with and insure that work performed under this
Agreement is done in compliance with Generally Accepted Accounting Principles (GAAP), all
applicable provisions of federal, state, and local laws, statutes, ordinances, rules,regulations,
and procedural requirements including Federal Acquisition Regulations (FAR), and the
applicable requirements and regulations of LACMTA. GRANTEE acknowledges responsibility
for obtaining copies of and complying with the terms of the most recent federal, state, or local
laws and regulations, and LACMTA requirements including any amendments thereto.
12.6 GRANTEE agrees that those sections of this Agreement marked with an
asterisk shall be included in every contract entered into by GRANTEE or its contractors relating
to work performed under this Agreement and LACMTA shall have the right to review and audit
such contracts.
12.7 GRANTEE shall not assign this Agreement, or any part thereof,without
prior approval of the LACMTA Chief Executive Officer or his designee, and any assignment
without said consent shall be void and unenforceable at the option of LACMTA.
12.8 This Agreement shall be governed by California law. If any provision of
this Agreement is held by a court of competent jurisdiction to be invalid, void, or
Rev: 11.22.16 14 Funding Agreement
Local Transportation Funds (LTF)
FTIP#: LATP16S004 CFP#F7517
Funding Agreement No. 920000000F7517
unenforceable, the remaining provisions shall nevertheless continue in full force without being
impaired or invalidated in any way.
12.9 The covenants and agreements of this Agreement shall inure to the
benefit of, and shall be binding upon, each of the parties and their respective successors and
assigns.
12.10. GRANTEE will advise LACMTA prior to any key Project staffing changes.
12.11 GRANTEE in the performance of the work described in this Agreement
is not a contractor nor an agent or employee of LACMTA. GRANTEE 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. GRANTEE shall not represent itself
as an agent or employee of LACMTA and shall have no powers to bind LACMTA in contract or
otherwise.
Rev: 11.22.16 15 Funding Agreement
Local Transportation Funds (LTF)
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FTIP#: LATP16S004 CFP#F7517
FA#920000000F7517
ATTACHMENT B
SCOPE OF WORK
PROJECT TITLE
Bicycle Facility Improvements Project
PROJECT LOCATION
The project is located within the City of Arcadia boundaries,and partially in the City of Sierra Madre.
PROJECT DESCRIPTION
The project will design and construct bike facilities including Class II bike lanes,Class III bike routes, bicycle
actuated signals, road diet and bike racks along north-south and east-west running corridors in the Cities of
Arcadia and Sierra Madre. The proposed network will connect the communities from different parts of the
City of Arcadia to the Gold Line Arcadia Station. The proposed bike network will also connect neighboring
jurisdictions including the cities of Sierra Madre, Monrovia,Temple City and Pasadena,and unincorporated
County area with the regional light rail system. See table below for street limits, project cost estimate for
item/quantity and project map for specific locations.
North/South corridors
Streets From To Distance,Type
Highland Oaks Dr Orange Grove Foothill Blvd 0.38 miles, bike lanes
Foothill Blvd Colorado Blvd 0.36 miles, bike lanes
St.Joseph St Wheeler Ave 0.14 miles, bike
lanes/road diet
Wheeler Ave Huntington Dr 0.06 miles, bike lanes
First Ave Huntington Dr California St 0.22 miles, bike rte/
sharrows
California St Duarte Rd .47 miles, bike
lanes/road diet
Duarte Rd Arthur Ave 1.00 miles, bike rte
Second Ave Arthur Ave Arcadia south city limit .57 miles, bike rte
Baldwin Ave Orange Grove Sierra Madre 0.33 miles, bike lanes
Sunset Blvd Michillinda Ave Huntington Drive 0.13 miles, bike lanes
El Monte Ave (North) Campus Dr Duarte Rd 0.16 miles, bike lanes
East/West corridors
Streets From To Distance,Type
Michillinda Ave Lima St 0.47 miles, bike lanes
Sierra Madre Blvd Lima St Sierra Madre east city limit 1.22 miles, bike rte
Arcadia western city Santa Anita Ave 0.37 miles, bike
limits route/sharrow
Orange Grove Ave Michillinda Ave Highland Oaks 2.23 miles, bike rte/
enhanced blvd
Sycamore Ave Santa Anita Highland Oaks 0.17 miles, bike lanes
Colorado Blvd Colorado Place Arcadia east city limit 1.23 miles, bike lanes
Santa Clara St Huntington Dr Arcadia east city limit 0.90 miles, bike lanes
FTIP#: LAF7517 CFP#F7517
FA#920000000F7517
Huntington Dr Arcadia west city limit Santa Clara St 2.22 miles, bike lanes
Campus Dr Huntington Dr First Via Alice/Duarte 1.35 miles, bike
route
Camino Real Ave First Ave Second Ave 0.18 miles, bike rte
Longden Ave Arcadia west city limit Arcadia east city limit 2.31 miles, bike rte
Centennial Way EB Huntington Dr WB Huntington Dr 0.10 miles, bike lanes
Live Oak Ave El Monte Ave Welland Ave 0.30 miles, bike lanes
PROJECT FUNDING
Metro CFP* City Cash* ATP TOTAL
Design $ 50,453 $ 118,000 $ 169,000
Construction $136,547 $445,000 $ 902,000 $1,483,000
TOTAL $136,547 $495,453 $1,020,000 $1,652,000
*The Call for Projects'total funding is$195,095 with Metro providing$136,547 in grant funds and city
contributing$58,548 as cash local match. Funding above$195,095 is provided by the city via other
funding sources to meet the total project cost.
ESTIMATED PROJECT COST
Item Construction Item Qty Units Unit Cost Total
1 Traffic Signal Upgrade 5 ea $15,000 $75,000
2 Bike Signal Detection 35 ea $8,800 $308,000
3 Bike Signal Configuration 1 LS $25,000 $25,000
4 Sharrows 25 ea $175 $4,375
5 Signage 400 ea $300 $120,000
6 Striping: Removal 38,420 LF $7 $268,940
7 Striping: Installation 74,900 LF $5 $374,500
8 Striping: Road diet Installation 3,060 LF $10 $30,600
9 Bike Racks 20 ea $360 $7,200
10 Others:slurry seal, patch,etc. 1 LS $25,278
Subtotal of Construction Items: $1,235,833
Construction Item Contingencies(%of Construction Items): 10.00% $123,583
Construction Engineering(%of Construction Items): 10.00% $123,584
Total(Construction Items&Contingencies)cost: $1,483,000
Total Design $169,000
Total Project Cost $1,652,000
Page 12
FTIP#: LAF7517 CFP#F7517
FA#920000000F7517
PROJECT SCHEDULE
Milestone Completion Date
PA&ED Allocation:
* CEQA Environmental Clearance: 11/30/2018
* NEPA Environmental Clearance: 11/30/2018
PS&E: 12/31/2018
Right of Way: n/a
*CTC-Construction Allocation: 3/31/2019
* Construction Complete: 6/30/2019
Page 13
FTIP#: LAF7517 CFP#F7517
FA#920000000F7517
PROJECT MAP
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Bicycle Classification LA County Base Map Features
—•Existing Class I Bice Path inn=Planned Ctass l Bike Path --- car Bourvfsy
—•F_rcistag Qass ll Bice Lane gamed Class Et Bike 1 —sphere or lauekvice
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Esi€s Signal(Software La&.rs maids etpgradrl
—•Fig —Local Road �F�cislietg>Metro Ssce Lockees{Gok1 Line]
—Proposed Class B Bike Lane , Rairoad Proposed Bare Racks
Proposed Class itt Bice Lane —Water Feature
Page 14
FA ATTACHMENT C
REPORTING & EXPENDITURE GUIDELINES
REPORTING PROCEDURES
• Quarterly Progress/Expenditure Report (Attachment C-1) 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 ACCOUNTSPAYABLE@METRO.NET or by mail to
Los Angeles County Metropolitan Transportation Authority, Accounts Payable, P. O.
Box 512296, Los Angeles, California 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. 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/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: 12.23.14 1 FA Local Attachment C Reporting Guidelines
EXPENDITURE GUIDELINES
• Any activity or expense charged above and beyond the approved Scope-of-Work
(Attachment B) 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 his/her 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 B). 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 Effective Date of the FA, unless written authorization has been
granted by the LACMTA Chief Executive Officer or his/ her designee.
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.
• 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",
Rev: 12.23.14 2 FA Local Attachment C Reporting Guidelines
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: 12.23.14 3 FA Local Attachment C Reporting Guidelines
Grantee To Complete
LAC M TA FA ATTACHMENT C-1 Invoice#
QUARTERLY PROGRESS / EXPENSE REPORT Invoice Date
FA# 920000000F7517
Quarterly Report#
GRANTEES ARE REQUESTED TO EMAIL THIS REPORT TO
ACCOUNTS PAYABLE a METRO.NET
or by mail to Los Angeles County Metropolitan Transportation Authority
Accounts Payable, 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 include totals in this Section.
LACMTA Grant Local Match (Incl. Local Match Total
In-Kind)
i•roject Quarter Expenditure
This Quarter Expenditure
Retention Amount
Net Invoice Amount(Less
Retention)
'roject-to-Date Expenditure
Funds Expended to Date
(Include this Quarter)
Total Project Budget
% of Project Budget
Expended to Date
Balance Remaining
Rev: 12.23.14 1 FA LTF Attachment C-1 Quarterly Report
SECTION 2: GENERAL INFORMATION
PROJECT TITLE:
FA#:
QUARTERLY REPORT SUBMITTED FOR:
Fiscal Year: 72014-2015 2015-2016 2016-2017
2017-2018 2018-2019 2019-2020
Quarter: Q1: Jul -Sep Q2: Oct- Dec
Q3: Jan - Mar — Q4: Apr-Jun
DATE SUBMITTED:
LACMTA MODAL CATEGORY:
flRSTI Pedestrian Signal Synchronization
fTDM j Bicycle Goods Movement
Transit
Name:
LACMTA Project
Manager Phone Number:
E-mail:
Contact Name:
Job Title:
Project Sponsor Department:
Contact/ Project City/Agency:
Manager
Mailing Address:
Phone Number:
.E-mail:
Rev: 12.23.14 2 FA LTF Attachment C-1 Quarterly 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 FiLess 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?
Yes ❑ No n Not Applicable
C. Was a construction contract or capital purchase executed within 9 months after completion of design/specifications?
Yes No n Not Applicable
Rev: 12.23.14 3 FA LTF Attachment C-1 Quarterly Report
3. TASKS/ 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: 12.23.14 4 FA LTF Attachment C-1 Quarterly 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 I $CHARGED TO LACMTA GRANT $CHARGED TO LOCAL MATCH
CHARGES
1
2
3
4
5
6
7
8
9
10
11
12
13
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 213-922-6107.
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: 12.23.14 5 FA LTF Attachment C-1 Quarterly Report
ATTACHMENT D
Los Angeles Metropolitan Transportation Authority
2019 Federal Transportation Improvement Program ($000)
TIP ID LATP16S004 Implementing Agency Arcadia,City of
Project Description:BICYCLE FACILITY IMPROVEMENTS.(1)7.7-mile Class 2 bike lanes on Highland Oaks Dr,First Av, $CAG RTP Project#:101007
Study:NO Is Model:NO Model#:
Baldwin Av.Sierra Madre Blvd,Sycamore Av,Colorado Blvd,Santa Clara St,and Huntington Dr.(2)B.64-mile Class 3 bike PM:Linda Hui-(626)574-5435
lanes on First Av(sharrows),Second Av,Sierra Madre BI(sharrows).Orange Grove Av(enhanced bled),Campus Dr,Camino Email:Ihui@ci.arcadia.ca.us
Real As,and Longden Av.(3)Bike signal detection&bike parking at key locations. Co:N ty Category:
#:
Conformity Category:TCM Committed
System:Local Hwy Route: Postmile: Distance: Phase:Engineering/Plans,Specifications and Estimates(PS&E) Completion Date 03/30/2019
Lane#Extd: Lane#Prop: Impry Desc: Air Basin:SCAB Envir Doc:CATEGORICALLY EXEMPT-06/30/2017
Toll Rate: Toll Colc Loc: Toll Method Hoy acs eg loci Liza:Los Angeles-Long Sub-Area: Sub-Region:
Beach-Santa Ana
CTIPSID: EA#: PPNO
Program Code NCN26-BICYCLE FACILITY-NEW Stop Loc:
PHASE PRIOR 18/19 19/20 20/21 21/22 22/23 23/24 BEYOND PROG TOTAL
PE
RW
CON
SUBTOTAL
13CFP-LTE-Local Transportation PE $0 $0
RW $0 $0
CON $136 $136
SUBTOTAL $136 X136
ATP-Active Transportation Program PE $0 $0
_ - __._. ......
RW -. _.. $0
$0
CON $1,020 $1,020
SUBTOTAL' $1,020., $1;020'
CITY-City Funds PE $51 $0 $51
_. ,. RW $0 $0 _.... ..... _ .. _. $0..
CON $0 $445 $445
SUBTOTAL` ..;$51 5445 $496
TOTAL PE: $51 TOTAL RW: $0 TOTAL CON: $1.601
-General Comment:The City will be using local fund to prepare PS&E.
-Mdeting Comment:
-TCM Comment:No scope change.
-Narrative:
Total project cost remains the same at$1,652
Project cost stays the same
Programming amount in the active FTIP years increased by$118 and by 7.96%
Changed Conformity Category
-from'TCM"to"TCM Comm/fed"
Changed Current Implementation Status.
-from"No Project Activity"to"Engineering/Plans.Specifications and Estimates(PS&E)"
Revise Funds between Phase
ATP:
—Delete funds in 16/17 in ENG for$35
ATP:
—Delete funds in 17/18 in ENG for$83
ATP
Increase funds in 18/19 in CON from 590210 51,020
Last Revised Adoption 19-00-SCAG PENDING Change reason:Carry Over,MINOR CHANGE Total Cost $1,652
Page 1 Monday,November 5,2018
FTIP#: LATP16S004 CFP#F7517
FA#920000000F7517
ATTACHMENT E
SPECIAL GRANT CONDITIONS
The 2013 COUNTYWIDE CALL FOR PROJECTS Board Report No. 23 dated
September 16, 2013 included various projects specific condition imposed by the LACMTA.
Project Sponsor will be required to comply with the California Highway Design Manual, the
Manual of Uniform Traffic Control Devices California Supplement, and Americans with
Disabilities Act. Project Sponsor is also required to reference the National Association of
City Transportation Officials (NACTO) Urban Bikeway Design Guide (2011), and Bicycle
Parking Guidelines 2nd Edition, Association of Pedestrian and Bicycle Professionals (2010).
In addition, Project Sponsor will be required to prepare and submit a Project Completion
Report to the MTA Bike Program Manager. The report must include a brief description of
"lessons learned" and "before and after" bicycle and pedestrian counts taken on a mid-week
day and weekend, excluding winter months, and supporting photos and graphics. The
"after" counts should not be taken until six (6) months after the completion of the project.
Additional details regarding methodology for conducting counts will be provided to project
sponsor prior to initiation of the project.
Project Sponsor will also be required to coordinate and seek input with Metro Planning and
Operations and other service providers on any impacts to transit services as necessary.
11.1.14 1
FTIP#: LATP16S004 CFP#LAF7517
FA#920000000F7517
ATTACHMENT E-1
SUSTAINABLE DESIGN ELEMENTS REQUIREMENTS
SPECIAL GRANT CONDITIONS
1. Grantee shall ensure its Project is in compliance with the LACMTA Sustainable Design
Elements Requirements by meeting the following conditions:
a. Grantee shall attend the LACMTA-hosted training on sustainable design prior to
the initiation of the construction phase. The LACMTA training on sustainable
design will be held every Fall. For training details, Grantee shall be responsible
for contacting the LACMTA Sustainability Policy Manager.
b. Grantee shall develop a Sustainable Design Plan (Plan), for LACMTA review and
approval, that contains, at a minimum, the following elements:
1. A list of the sustainable design elements which will be included in the
rroject.
2. A summary description of mitigation measures committed through
project environmental review.
3. A detail description of how the Project's proposed sustainable design
elements will achieve either (1) the LACMTA Sustainable Design
Performance Metrics ("LACMTA Metrics"), found in Appendix J of the
Call for Projects Application; or (2) Alternative Metrics, as defined below.
If Grantee desires to use an Alternative Metrics, the Plan must establish
the alternative set of performance metrics Grantee intends to use.
4. A description of how Grantee will achieve each LACMTA Metrics or the
Alternative Metrics, as applicable to the Scope of Work.
The "Alternative Metrics" is defined as any alternative metrics that exceeds
business-as-usual performance in the following areas: energy and water use;
waste reduction; stormwater management; and reduction of urban heat island
effects, as applicable to the Scope of Work. Grantee may cite performance metrics
from standardized sources including but not limited to LEED, LEED-ND,
Envision, and Sites Initiative.
2. Prior to initiation of the construction phase of the Project, Grantee must be found in
compliance with the Plan. Grantee's compliance with the Plan can be determined in one
of two ways: the LACMTA Sustainability Policy Manager shall determine and certify
Grantee's compliance with the Plan or the Grantee must provide written self-certification
of compliance to the LACMTA Sustainability Policy Manager with these conditions
found in Section 1(b).
Rev: 10.24.17 1 FA Attachment E Special Conditions
FTIP#: LATP16S004 CFP#LAF7517
FA#920000000F7517
3. Grantee shall report on the implementation of the Plan. As part of the Project closeout,
Grantee shall certify that the Plan has been completed, with approval from the LACMTA
Sustainability Policy Manager.
4. LACMTA's Sustainability Policy Manager Contact Information:
Paul Backstrom
BackstromP@metro.net
(213) 922-2183
Rev: 10.24.17 2 FA Attachment E Special Conditions
•kv FA Attachment F
City PROJECT READINESS CERTIFICATION
of
As part of the 2013 Call for Projects, the LACMTA Board of Directors,
Arcadia authorized a grant to GRANTEE for the Bicycle Facility Improvements (the
"Project").
Prior to execution of Funding Agreement for the Project, GRANTEE must
Development assure LACMTA that GRANTEE has taken the necessary steps to ensure that
Services the Project will be appropriately staffed,that the Project will be
appropriately funded, and that the Project will be completed in a timely
Department manner.
The undersigned, duly qualified and serving as City Engineer/ Deputy
Jason Kruckeberg Development Services Director for the City of Arcadia, certifies that the below
Assistant City Manager/ Project Readiness actions have been duly authorized and approved by its
Development Services Governing Authority. The undersigned further certifies that the information
Director submitted herein is true and accurate to the best of his/her knowledge.
lb 1 3 i\1
Phil Wray X� Dte
L)
1) GRANTEE has incorporated the Project into the adopted Capital
Improvement Program (CIP). The date the adopted CIP included the
Project is set forth below and attached to this Certification is the CIP
cover page and the date showing the Project.
Date of Adoption
s
June 6, 2017
2) GRANTEE hereby commits to provide its Local Match amount
accepted by the LACMTA Board as follows:
Metro Grant Local Match
Amount ATP Amount Amount Total Project Cost
$136,000 $1,020,000 $495,000 $1,652,000
240 Ever Huntington I'rri e
Pest Office Box 60021
Arcadia,CA 91066-6021 10.1.8.2016 1 Project Readiness Certification
i626t 574-3415
626 147.78& Fax
11A
3) GRANTEE hereby commits to the following Staffing Plan for the
Project:
Staff Name job Title %Project
Responsibility
Kevin Merrill Principal Civil Engineer 50%
Linda Hui Transportation Services Manager 20%
Phil Wray City Engineer 20%
Jennifer Nishida Assistant Engineer 10%
4) GRANTEE hereby commits to deliver the Project by the Project Lapse
Date.
Project Lapse Date:June 30, 2021
5) GRANTEE has submitted all of the foregoing to the Governing
Authority of GRANTEE or for approval in the date set forth below.
Date of Governing
Authority Approval
(Submit Governing Authority Clerk stamped agenda/minutes)
10.18.2016 2 Project Readiness Certification
ARCADIA CITY COUNCIL
REGULAR MEETING MINUTES
TUESDAY, JUNE 6, 2017
CALL TO ORDER— Mayor Amundson called the regular meeting to order at 7:08 p.m.
INVOCATION — Reverend Julie Bryant, Church of the Transfiguration
PLEDGE OF ALLEGIANCE— Dr. Jack McEwan, WWII B17 Bomber Pilot
ROLL CALL OF CITY COUNCIL MEMBERS
PRESENT: Beck, Chandler, Verlato, Tay, and Amundson
ABSENT: None
REPORT FROM CITY ATTORNEY REGARDING CLOSED/STUDY SESSION ITEMS
City Attorney Deitsch announced that prior to the regular meeting, the City Council convened at
a Special Meeting to conduct a Study Session to receive a report from staff regarding the 2017
Recreation and Parks Master Plan; he reported that the Plan received a recommendation on
May 10, from City's Recreation and Parks Commission, and a finding by the Planning
Commission on May 23, that the proposed Plan is in conformity with the City's General Plan; he
stated that the Recreation and Parks Master Plan will be brought back before the City Council in
a Study Session on July 18, and will be presented to the City Council for consideration at their
August 1, City Council meeting.
City Attorney Deitsch further announced that the City Council met in a Closed Session to
consider the one item listed on the posted agenda under Closed Session; he indicated that the
matter was not concluded, and recommended that at the conclusion of the regular meeting, the
City Council recess to a continued Closed Session to complete discussion of the one item; and
stated that it is anticipated there will not be any action taken which is required to be reported
under the Brown Act.
SUPPLEMENTAL INFORMATION FROM CITY MANAGER REGARDING AGENDA ITEMS
City Manager Lazzaretto stated that there was no supplemental agenda information, but
requested the City Council move the Public Comment period before the Public Hearing because
some speakers in attendance traveled by Arcadia Transit and need to be out of the meeting
before the buses stop running. The City Council agreed.
MOTION TO READ ALL ORDINANCES AND RESOLUTIONS BY TITLE ONLY AND WAIVE
THE READING IN FULL
A motion was made by Mayor Pro Tern Tay and seconded by Council Member Chandler to read
all ordinances and resolutions by title only and waive the reading in full.
PRESENTATIONS
a. Presentation of the Spring Home Awards by the Arcadia Beautiful Commission.
The Arcadia Beautiful Commission presented Spring Home Awards to the following properties:
1 06-06-2017
1120 Singing Wood Drive 825 Singing Wood Drive
500 E. Lemon Avenue 415 Armada Road
1424 S. Mayflower Avenue 355 W. Palm Drive
1822 Grace Avenue 1225 Ramona Road
312 W. Palm Drive 711 San Luis Rey Road
928 Volante Drive 930 Fallen Leaf Road
1603 Perkins Drive 180 Campus Drive
133 W. Andrea Lane 388 W. Huntington Drive
b. Presentation of Mayor's Certificate of Commendation to Methodist Hospital CEO
Dan Ausman for being named "Hospital CEO of the Year" by the Los Angeles
Business Journal.
c. Presentation of Mayor's Certificate of Commendation to Highland Oaks
Elementary School Teacher Teresa Sarrail, who is retiring after many years of
service.
PUBLIC COMMENTS
Jolly Wu, an Arcadia resident, appeared and discussed the Dial-A-Ride Program; and urged the
City Council to allow Dial-A-Ride to travel outside the City limits to medical facilities for senior
residents, like surrounding cities.
Gail Marshall, an Arcadia resident, appeared and also encouraged the City Council to consider
allowing Dial-A-Ride to provide transportation services to medical facilities outside the City limits
for seniors.
Tom Metzger, President of the Arcadia Police Foundation, appeared and presented the City
with a donation for the Police Department K-9 Program; he thanked the donors for their
continued support; and thanked Mary Hansen and Lilian Lu and her family for their generous
donations.
1. PUBLIC HEARING
a. Resolution No. 7166 ordering the vacation of an easement for street and highway
purposes over land bounded on the Southwest by the Arcadia Par-3 Golf Course
and on the Northwest by Daines Drive in the unincorporated County of Los
Angeles.
Recommended Action: Adopt
Assistant Development Services Director Wray presented the staff report.
Mayor Amundson opened the public hearing. No one appeared.
A motion to close the public hearing was made by Council Member Chandler, seconded by
Mayor Pro Tern Tay, and seeing no further objection, Mayor Amundson declared the public
hearing closed.
It was moved by Council Member Chandler, seconded by Mayor Pro Tern Tay, and carried on
roll call vote to adopt Resolution No. 7166 ordering the vacation of an easement for street and
highway purposes over land bounded on the Southwest by the Arcadia Par-3 Golf Course and eta
on the Northwest by Daines Drive in the unincorporated County of Los Angeles.
2 06-06-2017
AYES: Chandler, Tay, Beck, Verlato, and Amundson
NOES: None
ABSENT: None
a. Adoption of the 2017-18 Fiscal Year Budgets.
Resolution No. 7170 adopting a budget for Fiscal Year 2017-18 and
appropriating the amounts specified therein as expenditures from the various
funds.
Recommended Action: Adopt
Resolution No. 7171 adopting a Capital Improvement and Equipment Plan for
Fiscal Years 2017-18 throuqh 2021-22.
Recommended Action: Adopt
City Manager Lazzaretto presented the staff report.
Mayor Amundson opened the public hearing. No one appeared.
A motion to close the public hearing was made by Council Member Chandler, seconded by
Mayor Pro Tern Tay, and seeing no further objection, Mayor Amundson declared the public
hearing closed.
It was moved by Council Member Chandler, seconded by Mayor Pro Tern Tay, and carried on
roll call vote to adopt Resolution No. 7170 adopting a budget for Fiscal Year 2017-18 and
appropriating the amounts specified therein as expenditures from the various funds.
AYES: Chandler, Tay, Beck, Verlato, and Amundson
NOES: None
ABSENT: None
It was moved by Mayor Pro Tern Tay, seconded by Council Member Chandler, and carried on
roll call vote to adopt Resolution No. 7171 adopting a Capital Improvement and Equipment Plan
for Fiscal Years 2017-18 through 2021-22.
AYES: Tay, Chandler, Beck, Verlato, and Amundson
NOES: None
ABSENT: None
REPORTS FROM MAYOR, CITY COUNCIL AND CITY CLERK (including reports from the
City Council related to meetings attended at City expense(AB 12341)
City Clerk Glasco spoke about last month's 20th Annual Memorial Day Tribute to Veterans and
Families, and acknowledged the one year anniversary of the Vietnam War Monument; he stated
that he was able to present a friend and Arcadia High School classmate with a pin
acknowledging his service in Vietnam; he indicated that Daniel Black, of Boy Scout Troop 104, is
working toward his Eagle Scout badge and will be devoting time to the Vietnam War Monument
by landscaping the monument with some red, white, and blue drought tolerant bushes.
Council Member Beck thanked the Arcadia Police Foundation for the $40,000 donation to the
Police Department K-9 Program, and especially thanked Lilian Lu and her family, and Mary
Hansen for their generous donations; he congratulated Mrs. Sarrail on her retirement from
Highland Oaks Elementary School, Methodist Hospital CEO Dan Ausman for being named
3 06-06-2017
"Hospital CEO of the Year" by the Los Angeles Business Journal, and everyone who received
an Arcadia Beautiful Spring Home Award; he also congratulated Community Development
Administrator Jim Kasama on his retirement; he thanked the City Council for attending the Santa
Anita Oaks Homeowner Association annual party; and announced the Lucky Baldwin Poker
Tournament fundraiser on Saturday, June 10, at the Queen Anne Cottage, and noted that
proceeds will be used to fix up historic buildings at the Arboretum.
Council Member Chandler stated that the Santa Anita Oaks Homeowners was a nice event and
that their biggest complaint was burglaries; he talked about crime and public safety, and the
impacts of AB 109.
Council Member Verlato acknowledged City Clerk Glasco for his outstanding efforts to give
recognition to our Vietnam War Veterans, and all he has done to teach the next generation
about the Vietnam War; she spoke about the pinning ceremony which she stated was very
touching and emotional; she commented on the Eagle Scout project Mr. Black will be doing at
the Vietnam War Monument; she announced that Arbor Day was on May 25, and that four male
Gingko trees were planted on Wisteria Avenue, and thanked the Arcadia Beautiful Commission;
she sent her thoughts and prayers to the mother and family of the 15-year-old who was fatally
shot by an off-duty U.S. Customs and Border Patrol agent in Arcadia on Friday, May 26, and she
also sent prayers to the off-duty U.S. Customs and Border Patrol agent; she thanked the Arcadia
Police Officers who work hard to ensure the safety of the community; and she congratulated
Community Development Administrator Jim Kasama on his retirement, and thanked him for all
his years of service to the City and the residents.
Mayor Pro Tern Tay announced that he and Council Member Verlato attended Jim Kasama's
retirement party; he noted how successful the Neighborhood Watch meeting was last Thursday
conducted by Lieutenant Flores and Community Services Officer Mike Vercillo; he also
announced that he attended, with the other Council Members, the Santa Anita Oaks
Homeowner Association annual party last Sunday, and that as part of the Neighborhood Watch
Program, Lieutenant Nakamura and Community Services Officer Mike Vercillo attended; he
commented on the backyard service program offered to residents by Waste Management; and
he also announced the Lucky Baldwin Poker Tournament at the Arboretum, and also stated that
donations can be made if someone cannot attend.
Mayor Amundson provided information about the unoccupied home registry, and explained that
residents should contact Code Services if they feel a home should be placed on the registry; he
announced a meeting regarding coyotes scheduled for June 7, and provided information for
residents to submit comments; he commented on a letter that residents should have received
from the Police Chief regarding how to stay safe from crime; he announced the Arcadia Patriotic
Festival on July 1, in Downtown Arcadia; he thanked Supervisor Barger for the tribute to the
Veterans; and reminded everyone that today, June 6, is D-Day.
2. CONSENT CALENDAR
a. Regular Meeting Minutes of May 16, 2017.
Recommended Action: Approve
b, Ordinance No. 2347 amending various sections of Article IX, Chapter 1 of the
Arcadia Municipal Code (The Development Code), with an exemption under the
California Environmental Quality Act ("CEQA"), to update the City's regulations
for accessory dwelling units, and to address minor text cleanups.
Recommended Action: Adopt
4 06-06-2017
c. Resolutions initiating proceedings for the annual levy and collection of
assessments, approving the preliminary engineer's report, and declaring
intention to levy and collect assessments for Fiscal Year 2017-18, and appointing
a time and place for a public hearing for the Arcadia Citywide Lighting District No.
1.
Recommended Action: Find that the Resolutions are exempt under the California
Environmental Quality Act("CEQA"), and adopt
Resolution No. 7167 initiating proceedings for the annual levy and collection of
assessments for the Arcadia Citywide Lighting District No. 1 pursuant to the
provisions of part 2 of Division 15 of the California Streets and Highways Code
and ordering the preparation of the Engineer's Report.
Recommended Action: Adopt
Resolution No. 7168 approving the preliminary Engineer's Report of Willdan
Financial Services for the Arcadia Citywide Lighting District No. 1.
Recommended Action: Adopt
Resolution No. 7169 declaring its intention to levy and collect assessments within
the Arcadia Citywide Lighting District No. 1 for Fiscal Year 2017-18 and
appointing a time and place for a public hearing.
Recommended Action: Adopt
d. Resolution No. 7173 establishing an Appropriations Limit for Fiscal Year 2017-18
pursuant to Article XIII-B of the California Constitution.
Recommended Action: Adopt
40.0
e. Professional Services Agreement with Unified Nutrimeals to provide the Senior
Meals Program in an amount not to exceed $78,600.
Recommended Action: Approve
f. Professional Services Agreement with Andresen Architecture, Inc. for
engineering design services for the Police Department Fuel Station Canopy
Project in the amount of$24,350.
Recommended Action: Approve
g. Professional Services Agreement with Studio Spectrum Inc. for the City Council
Chambers Audio Visual Upgrade Project in the amount of$101,593.
Recommended Action: Approve
h. Extension to the Purchase Order with Western Water Works Supply
Company for the purchase of water pipeline fittings, brass valves, and
other related accessories for the City's Water Distribution System in the
amount of$107,000.
Recommended Action: Approve
i. Purchase Order with Clean Energy for the purchase of Compressed Natural Gas
("CNG")fuel for the City's fleet in an amount not to exceed $45,000.
Recommended Action: Approve
j. Accept all work performed by Sully-Miller Contracting Co. for the Duarte Road
Rehabilitation from Santa Anita Avenue to Fifth Avenue and the Miscellaneous
Arterial Improvements Projects as complete.
5 06-06-2017
Recommended Action: Approve
k. Donation in the amount of $40,000 from the Arcadia Police Foundation for the
1
Arcadia Police Department Service Dog (K-9) Program.
Recommended Action: Accept
It was moved by Council Member Chandler, seconded by Mayor Pro Tern Tay, and carried on
roll call vote to approve Consent Calendar Item 2.a through 2.k.
AYES: Chandler, Tay, Beck, Verlato, and Amundson
NOES: Verlato and Amundson (Consent Calendar item 2.b only)
ABSENT: None
3. CITY MANAGER
a. Cancellation of the July 4, 2017, Regular City Council Meeting.
Recommended Action: Approve
City Manager Lazzaretto presented the staff report.
It was moved by Council Member Chandler, seconded by Mayor Pro Tern Tay, and carried on
roll call vote to cancel the July 4, 2017, Regular City Council meeting.
AYES: Chandler, Tay, Beck, Verlato, and Amundson
NOES: None
ABSENT: None
.404
City Manager Lazzaretto discussed with the City Council the possibility of having a Study
Session to discuss density and various construction projects that are moving forward. After
discussion by the City Council, it was agreed to meet on Monday, July 10, 2017, at 5:00 p.m., in
the Council Conference Room.
The City Council recessed at 9:10 p.m. to Closed Session.
ADJOURNMENT
The City Council meeting adjourned at 9:58 p.m. to June 20, 2017, 6:00 p.m. in the City Council
Conference Room.
r
Mayor of the City of Arcadia
ATTEST:
Chi7 Deputy City Clerk/
Records Manager
6 06-06-2017