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Art3_Victorville_FY23_BikePed_Village Drive Sidewalk_ResoDate:12/12/2023 Please see below instructions and checkmark the items included in your submittal. 1. 2. 3. 4. 5. 6. 7. 8. Backup Summary itemizing reimbursement request expenses. Claimant: Authorizing Resolution (one-time submission) – required within SIX months of the project award by SBCTA Board or prior to requesting reimbursement of funds, whichever comes first. Resolution should authorize the filing of the claim form, authorize the submission of reimbursement requests and designate the individuals authorized to certify project completion (Authorized Agent). Sample language is available upon request. Claim Form (one-time submission) – required prior to, or along with, your first reimbursement request. Reimbursement Request Form (as needed) – this form is required every time a reimbursement is requested. Please note, progress payments are only eligible on awards over $200,000, the requested amount must be a minimum of 20% of the award total, and the local match share percentage must be met regardless of reimbursement amount requested. Additionally, there is a 20% retention until project completion. Backup Documentation (required with Reimbursement Request Form) – invoices, paychecks, purchase orders, contracts, etc. to support both the reimbursement and match amounts noted on the Reimbursement Request Form. Please note, staff administration and/or contract project management expenses are NOT eligible match expenses. However, staff expenses may qualify for local match under select circumstances. Please identify whether supporting documentation includes staff expenses under one of the following allowable conditions: Photos of Completed Project (completed projects only) – required when project is complete and should be attached to final reimbursement request. Other (optional) – Claimants may attach additional information not included in this list to support the claim or reimbursement request. SBCTA may request additional information as necessary. Award is for an ATP Safe Routes to School (SRTS) program project, not a SRTS infrastructure project. City of Victorville Necessary staff time directly related to in-house completion of design, right-of-way acquisition, or construction including inspection and/or construction management. Note: No travel costs or per diems allowed for staff time Certification of Completion (completed projects only) – prior to filing the final request for reimbursement, written verification of project completion by the agency’s Authorized Agent is required (see Authorizing resolution above). Sample language is available upon request. 9.Approval of the Village Drive Sidewalk Project and Budget Amendment Recommendation: That the Honorable City Council approve the addition of the Village Drive Sidewalk Project to the Measure I Five Year Capital Improvement Plan and adopt Resolution No. 23-083 to: (1) Accept a Transportation Development Act (TDA) Article 3 grant in the amount of $250,000 from the San Bernardino County Transportation Authority (SBCTA) for the Village Drive Sidewalk Project; (2) Amend the Fiscal Year 2023/2024 Budget to appropriate funds for the Village Drive Sidewalk Project, inclusive of revenue and expenses in the amount of $250,000 from the TDA Article 3 grant and matching expenses in the amount of $308,000 from Measure I; (3) Authorize the City Manager or designee to execute said grant, inclusive of the submittal of claims and requests for reimbursement; and (4) Authorize the City Engineer to certify the completion of the project. Item Number: 9 City Council / Board of Directors Written Communications Meeting of: December 5, 2023 Submitted By: Fredy Bonilla, City Engineer Subject: Approval of the Village Drive Sidewalk Project and Budget Amendment Recommendation: That the Honorable City Council approve the addition of the Village Drive Sidewalk Project to the Measure I Five Year Capital Improvement Plan and adopt Resolution No. 23-083 to: (1) Accept a Transportation Development Act (TDA) Article 3 grant in the amount of $250,000 from the San Bernardino County Transportation Authority (SBCTA) for the Village Drive Sidewalk Project; (2) Amend the Fiscal Year 2023/2024 Budget to appropriate funds for the Village Drive Sidewalk Project, inclusive of revenue and expenses in the amount of $250,000 from the TDA Article 3 grant and matching expenses in the amount of $308,000 from Measure I; (3) Authorize the City Manager or designee to execute said grant, inclusive of the submittal of claims and requests for reimbursement; and (4) Authorize the City Engineer to certify the completion of the project. Fiscal Impact: The recommended action will result in a fiscal impact of $558,000 for the proposed Village Drive Sidewalk Capital Improvement Project (CIP). The Fiscal Year 2023/2024 Budget did not include this CIP. Therefore, the adoption of Resolution No. 23-083 (Attachment A) will authorize the appropriation of TDA Article 3 grant revenue and expenditures in the amount of $250,000 and the appropriation of matching expenditures in the amount of $308,000 from Measure I, Fund 250. Sufficient funds are available from the Measure I fund balance for the additional appropriation. Please refer to the table below that shows the account numbers, available budget, additional appropriation, and totals. Account No.Available Budget Additional Appropriation Total 2504500-55315-70050 $ 0 $308,000 $308,000 2304500-55315-70050 $ 0 $250,000 $250,000 Total $ 0 $558,000 $558,000 3 3 6 9 Strategic Plan Goal: This item aligns with “Goal E Invest in Infrastructure” in the City of Victorville Strategic Plan 2023-2026 by increasing funding for the construction of a pedestrian safety project for the addition of new sidewalk along Village Drive. Background: In July of 2023, the Engineering Department submitted a grant application entitled “Village Drive Sidewalk Project” in response to the 2023 TDA Article 3 Call for Projects for Bicycle and Pedestrian Facilities in the small projects category. This category has a maximum request amount of $250,000. In August of 2023, the City Engineer received a notification from SBCTA staff that the application was selected to be presented to the Board of Directors for approval of grant funding. On October 13, 2023, the Engineering Department received a notification from SBCTA that the application was approved by the Board of Directors for grant funding for the maximum amount of $250,000. A minimum match of $308,000 is required for this project. Please refer to Attachment C, the award letter from SBCTA for this project. Discussion: The submission of the application for the TDA Article 3 2023 grant and subsequent notice of award provides the City with funds to construct missing segments of sidewalk along the east side of Village Drive between Tawney Ridge Lane and Puesta Del Sol Drive. Please refer to Attachment B, a location map for the proposed project. The scope of work is intended to provide a continuous concrete path of safe travel between the intersections for pedestrians. The missing sidewalk segments in the front residential lots are approximately 90% developed. The work may include the removal and replacement of existing drive approaches to provide a wheelchair bypass to meet current City accessibility standards, portions of existing driveways on private property, earth retaining structures, and fencing. The project plans, specifications, and engineer’s estimate for the project will be prepared in-house by Engineering staff. Per SBCTA, conditions required to receive the grant funds include a 55% match by the City. The preliminary engineer’s estimate for construction costs of the sidewalk improvements at the time of application submission was $558,000. The funds required to match 55% of the grant are proposed to be appropriated from Fund 250, Measure I. The project will need to be included in a future update to the Measure I Five Year Capital Improvement Plan, which was previously approved by the City Council at the August 15, 2023 regular meeting and submitted to SBCTA. Staff is in the process of preparing an update for consideration by the City Council at a future meeting. SBCTA requires the City Council to approve a resolution to authorize the City to submit a claim for the grant funds, submit reimbursement requests, and to authorize the appropriate authorized agent to inspect and certify the completed project. A copy of the approved resolution is required to be submitted to SBCTA by April 4, 2024, for the City to become eligible for reimbursement. See Attachment C, award letter. 3 3 6 9 Staff recommends that the City Council approve the addition of the Village Drive Sidewalk Project to the Measure I Five Year Capital Improvement Plan and adopt Resolution No. 23-083 to accept the TDA Article 3 grant, appropriate revenue and expenses for the proposed project in the amount of $250,000 from SBCTA and matching expenses in the amount of $308,000 from Measure I, authorize the City Manager or designee to execute the grant, inclusive of the submittal of claims and requests for reimbursement, and authorize the City Engineer to certify the completion of the project. Staff is available to answer any questions the Council may have. Attachments:A. Resolution No. 23-083 B. Location Map C. Grant Award Letter 1 4 0 6 1 ATTACHMENT A 1 4 0 6 1 RESOLUTION NO. 23-083 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VICTORVILLE, AUTHORIZING SUBMITTAL OF A CLAIM TO THE SAN BERNARDINO COUNTY TRANSPORTATION AUTHORITY FOR TRANSPORTATION DEVELOPMENT ACT ARTICLE 3 FUNDS FOR THE VILLAGE DRIVE SIDEWALK PROJECT AND AMENDING THE ANNUAL BUDGET FOR FISCAL YEAR 2023-2024; APPROVING ADDITIONAL APPROPRIATIONS AND ADDITIONAL REVENUE AND EXPENDITURES WHEREAS, the Mills-Alquist-Deddeh Act (SB 325) was enacted by the California Legislature to improve existing public transportation services and encourage regional transportation coordination. Known as the Transportation Development Act (TDA) of 1971, this law provides funding to be allocated to transit and non-transit related purposes that comply with regional transportation plans; and WHEREAS, TDA provides two funding sources, the Local Transportation Fund (LTF) and State Transit Assistance fund (STA); and WHEREAS, LTF is derived from a ¼ cent of the general sales tax collected statewide and apportioned by population to areas within the county; and WHEREAS, STA is derived from the statewide sales tax on dissel fuel, plus an additional vehicle registration fee authorized under Senate Bill 1, referred to as the State of Good Repair, and both are apportioned by the State Controller’s Office 50% by population and 50% by transit operator revenues; and WHEREAS, the San Bernardino County Transit Authority (SBCTA) authorizes funding for a wide variety of transportation programs in San Bernardino County, including planning and program activities, pedestrian and bicycle facilities, community transit services, public transportation, and bus and rail projects to local transportation agencies through annual apportionment and allocation processes, and approves payments periodically throughout the year; and WHEREAS, SBCTA awarded the City of Victorville TDA Article 3 grant funds in the amount of $250,000.00 for development of the Village Drive Sidewalk Project within the City of Victorville jurisdiction through a competitive “Call for Projects”; and WHEREAS, TDA Article 3 grant funds are provided on a reimbursement basis; and WHEREAS, SBCTA requires the City of Victorville to submit a claim and request(s) for reimbursement; and WHEREAS, submittal of the claim for TDA Article 3 funds must be first authorized by the City Manager or designee; and 1 4 0 6 1 WHEREAS, the Village Drive Sidewalk Project award is over $200,000.00, and is eligible for progress reimbursement, or under, and eligible for reimbursement at project completion; and WHEREAS, SBCTA requires the designation of individuals authorized to certify Project completion; and WHEREAS, the City Engineer, or designee, is authorized to certify project completion; and WHEREAS, the City Manager of the City of Victorville did heretofore submit to the City Council an estimate of the expenditures and revenues of the City departments and offices, together with a proposed budget for the fiscal year 2023-2024; and WHEREAS, copies of said budget were prepared and distributed to the City Council and approved by the City Council on June 6, 2023 and have been available for the inspection by the public in the office of the City Clerk of the City of Victorville; and WHEREAS, after preparation of the budget, staff recognized the need to appropriate additional revenue and expenses for this TDA Article 3 grant in the amount of Two Hundred Fifty Thousand Dollars ($250,000.00) each, and additional expenses for Measure I in the amount of Three Hundred Eight Thousand Dollars ($308,000.00) for the Village Drive Sidewalk Project; and WHEREAS, the City Manager or designee will provide all necessary justification for the budget amendment as an attachment to this resolution or in the associated City Council agenda; and WHEREAS, the City Council wishes to amend the annual budget as set forth in this Resolution, memorialize the acceptance of the grant. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF VICTORVILLE DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. The City Council affirms acceptance of the TDA Article 3 grant funds in the amount of $250,000.00 for the Village Drive Sidewalk Project from SBCTA. SECTION 2. The annual budget for the fiscal year 2023-2024 for the City of Victorville be hereby amended to reflect a change in the amounts and associated accounts listed below and as described in the corresponding Agenda Item. Account Amount Adjusted 2304500-43110-70050 $250,000.00 2304500-55315-70050 $250,000.00 2504500-55315-70050 $308,000.00 1 4 0 6 1 SECTION 3. The City Manager is authorized to execute the TDA Article 3 grant, inclusive of submittal of a claim and request for reimbursement(s) for TDA Article 3 funds for the Village Drive Sidewalk Project in the amount of $250,000, and the City Engineer is authorized to certify project completion. SECTION 4. Copies of such amended budget, certified by the City Clerk, shall be filed with the auditors of the City of Victorville and in the office of the City Clerk for public inspection and certified copies thereof shall be made available for use by the City departments, offices and subsidiary districts of the City. SECTION 5. That this Resolution becomes effective immediately upon its adoption. ATTACHMENT B ATTACHMENT C October 13, 2023 Fredy Bonilla Transmitted via email to: fbonilla@victorvilleca.gov Re: 2023 TDA Article 3 Award – Village Drive Sidewalk Dear Fredy Bonilla, It is our pleasure to inform you that on October 4, 2023, the San Bernardino County Transportation Authority (SBCTA) Board of Directors (Board) approved funding in the amount of $250,000 from the Transportation Development Act (TDA) Article 3 Bicycle and Pedestrian Facilities Program for the Village Drive Sidewalk Project. The SBCTA Board set the period of time for completion of your project to comply with TDA provisions, therefore this project must be completed by June 30, 2027. Please note the following important funding requirements: • A (1) signed Claim Form and (2) and Authorizing Resolution Authorized Resolution must be submitted within six months (by April 4, 2024) of project award notification, or prior to requesting reimbursement of funds, whichever comes first. A sample resolution can be found at www.gosbcta.com/tda3 under the Claims section. • Completion of an Annual Proof of Progress Report (Annual Report) must be submitted on the FIRST anniversary of award notification AND by June 30 for all subsequent years thereafter. The annual report must include: o A description of the work completed during the year, o An estimate of the total project percent completed, and o An estimate of the amount spent to-date. • Funds will be rescinded if no progress has been made within ONE year of award notification or if, where appropriate, a construction contract has not yet been awarded within THREE years of award notification. Additionally, the TDA Article 3 award is paid through a reimbursement process. The award is for a maximum reimbursable amount. Should your project exceed the maximum reimbursable amount, SBCTA will not provide any additional reimbursement. For projects completed under the awarded amount, the local match percentage of 55% ($308,000) as identified in your grant application will apply to the adjusted total. Sponsor agencies receiving an allocation of $200,000 or less shall be reimbursed in arrears and upon proof of satisfactory project completion. Agencies receiving an allocation of $200,000 or more may request progress payments for a minimum of 20% of the award total; however, 20% of the awarded funds shall be held by SBCTA until proof of satisfactory project completion. Congratulations on submitting a successful grant application. We look forward to the timely completion of your project. Should you have any questions please contact me at (909) 884-8276 or gkoblasz@gosbcta.com. Sincerely, Ginger Koblasz Senior Planner