Art3_Yucaipa_FY17_BikePed_OakGlen_7_Rescind Appeal CITY OF
July 9,2024 /1 Q
0 y
Carrie Schindler,SBTCA Deputy Executive Director
1170 W. V Street,2ntl Floor
San Bernardino, CA 9 241 0-1 71 5
Re: Request to Appeal Transportation Development Act(TDA)Article 3 Award Recission—
FY2017/2018 Oak Glen Road Bicycle and Pedestrian Facility
Dear Ms.Schindler,
This letter serves as a request to respectfully appeal the award rescission for the City of Yucaipa's
TDA Article 3 fiscal year 2017/2018 award in the amount of$89,728 for the Oak Glen Road Bicycle
and Pedestrian Facility Project.
Construction of the major components for the Oak Glen Road Bicycle and Pedestrian Facility Project
were completed and accepted by the Yucaipa City Council in August 2022. These components
included grading, paving and striping of parking area,construction of ADA connections to sidewalks,
construction of curb and gutter and minordrainage improvements.The final components of the grant
eligible items, including the installation of covered rest areas and bike racks, were installed in June
2023.
With the start of the new fiscal year in July of 2023, the City of Yucaipa's finance department
underwent a new enterprise software transition. This transition required the transfer of all existing
agreements, purchase orders, invoices, and other various financial statement information from the
previous system to a new system(Tyler-MUNIS).The transfer of data resulted in a significant backlog
and many of the existing contracts and related documents were in a hold position untilthe data could
be transferred and verified for accuracy.The backlog inhibited the City's ability to process invoices
and reimbursement requests in a timely manner.
While the data transfer was underway, staff submitted a draft grant reimbursement claim to SBTCA
in January of 2024, which did not include the financial back-up documentation. The back-up
documentation could not be generated while the transfer of data was occurringwith the new system,
but City staff wanted to make progress with the grant reimbursement process.At that time,the City
was informed by SBTCA staff that the claim package was acceptable but could not be processed by
SBCTA without the financial back-up documentation.
In March of 2024, City staff also discovered the retention payment to the contractor, IE Engineering,
had not been processed due to the transition to the new system. As a result, the City would not be
able to submit a grant reimbursement claim for the total amount of the construction contract. This
payment has since been processed.
Since receiving the letter from SBTCA regarding recission of the grant award,City staff has submitted
a complete claim form with financial back-up documentation to SBCTA, including a request for the
full construction contract amount.
We hope you find the explanation for our delay in completing and submitting an invoice reasonable,
and respectfully request to appeal recission of the grant funding.
ZL
Fermin G. Preciado, P.E.
Director of Development Services/City Engineer