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HomeMy WebLinkAboutItem No. 12 Caltrans Planning GrantText File City of Lake Elsinore 130 South Main Street Lake Elsinore, CA 92530 www.lake-elsinore.org File Number: RES 2014-068 Agenda Date: 2/13/2018 Status: Consent AgendaVersion: 1 File Type: ResolutionIn Control: City Council / Successor Agency Agenda Number: 12) Page 1 City of Lake Elsinore Printed on 2/8/2018 REPORT TO CITY COUNCIL To:Honorable Mayor and Members of the City Council From:Grant Yates, City Manager Prepared by: Audrey Young, Management Analyst Date:February 13, 2018 Subject:Caltrans Planning Grant Recommendation adopt RESOLUTION NO. 2018-__ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKE ELSINORE, CALIFORNIA, CALTRANS SUSTAINABLE TRANSPORTATION PLANNING SUSTAINABLE COMMUNITIES GRANT AWARD Background The City of Lake Elsinore is one of the fastest growing California cities with 2% annual growth. While the City’s Healthy LE initiative offers programs to promote a healthy lifestyle, it has limited pedestrian and bicycle amenities to allow this healthy lifestyle to be practiced. The City recognizes the need for a comprehensive Active Transportation Plan / Regional Commuter Based Access Plan (ATP) that would prioritize bikeway and pedestrian improvements based on criteria such as: regional and local connectivity, safe routes to school, ten-minute neighborhoods, recreation amenities, and recommendations for smart infill growth with accompanying ATP improvements. The City Council approved $100,000 towards the development of a Bicycle and Trails Master Plan in the Capital Improvement Plan (CIP), demonstrating the importance of active transportation facility planning. In 2016, the City of Lake Elsinore applied for the Southern California Association of Governments (SCAG) Sustainability Planning Grant opportunity to leverage the CIP funding and create a quality Citywide Plan. Unfortunately, the City was not awarded this grant because this plan proposal primarily focused on active recreation facility planning rather than active transportation planning. After an in-depth debrief with SCAG staff, they recommended applying for the Caltrans Sustainable Transportation Planning Sustainable Communities Grant and taking a more active transportation approach that would focus on bicycle infrastructure and trails that would promote safety, the reduction of greenhouse gas emissions, demonstrate commuter access, and serve recreation purposes. In 2017, the City partnered with the Western Riverside Council of Governments (WRCOG) which hired a grant writing consultant to assist with the preparation of a Caltrans Sustainable Caltrans Sustainable Transportation Planning Sustainable Communities Grant Award February 13, 2018 Page 2 Transportation Planning Sustainable Communities Grant Application for the development of an ATP. In December of 2017, City staff were notified of our grant award. Discussion The ATP will include the planning of a complete network of non-motorized facilities that connect existing and future activity centers, recreation facilities, transit stations, residential neighborhoods, employment centers, as well as civic and retail hubs. In addition, the ATP will address safe routes to schools and first and last mile challenges. The project scope would include public outreach, project sheets with cost estimates, conceptual layout, a project list with implementation strategies, and funding sources. By developing and approving this ATP, the City will substantially increase opportunities for additional grant funding for implementation of related projects. City staff hereby recommends the acceptance of the Caltrans Sustainable Transportation Planning Sustainable Communities Grant Award for the preparation of the ATP and authorizing Grant Yates, the City Manager, or Jason Simpson, the Assistant City Manager, of the City of Lake Elsinore, to enter into an agreement with Caltrans for regarding the ATP. With the acceptance of this award, the City of Lake Elsinore will enter into an agreement with Caltrans for the funding of the preparation of the ATP. The preparation of a Request for Proposal will begin immediately and will be distributed upon execution of the agreement with Caltrans. The planning efforts will begin with a significant public outreach component beginning in May 2018, and it is anticipated that the final ATP would be ready for review and approval in Spring of 2020. Fiscal Impact The City of Lake Elsinore hereby commits $70,000 from the CIP budget as a funding match, for the requested $175,000 from Caltrans, towards the total project cost of $245,000. Exhibits Caltrans Planning Grant – Exhibit A Reso Caltrans Planning Grant – Exhibit B Letter of Conditions of Grant Acceptance Caltrans Planning Grant – Exhibit C Grant Application Caltrans Planning Grant – Exhibit D Proposed Project Timeline RESOLUTION NO. 2018-__ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKE ELSINORE, CALIFORNIA, CALTRANS SUSTAINABLE TRANSPORTATION PLANNING SUSTAINABLE COMMUNITIES GRANT AWARD Whereas, the City of Lake Elsinore is one of the fastest growing California cities with 2% annual growth; and, Whereas, the City’s Healthy LE initiative offers programs to promote a healthy lifestyle, it has limited pedestrian and bicycle amenities to allow this healthy lifestyle to be practiced; and, Whereas, the City recognizes the need for a comprehensive Active Transportation Plan / Regional Commuter Based Access Plan (ATP) that would prioritize bikeway and pedestrian improvements based on criteria such as: regional and local connectivity, safe routes to school, ten-minute neighborhoods, recreation amenities, and recommendations for smart infill growth with accompanying ATP improvements; and, Whereas, the City Council approved $100,000 towards the development of a Bicycle and Trails Master Plan in the Capital Improvement Plan (CIP), demonstrating the importance of active transportation facility planning; and, Whereas, in 2017, the City partnered with the Western Riverside Council of Governments (WRCOG) which hired a grant writing consultant to assist with the preparation of a Caltrans Sustainable Transportation Planning Sustainable Communities Grant Application for the development of an ATP; and, Whereas, the ATP would include the planning of a complete network of non-motorized facilities that connect existing and future activity centers, transit stations, residential neighborhoods and employment centers; and, Whereas, the ATP scope would include public outreach, project sheets with cost estimates, conceptual layout, a project list with implementation strategies, and funding sources; and, Whereas, the ATP will assist the City with future grant program endeavors for implementation projects; and, Whereas, in December of 2017, City staff were notified of our grant award; and, Whereas, upon acceptance and award of the Caltrans Sustainable Transportation Planning Sustainable Communities Grant, the Community Services Department will work with the Engineering and Community Development Department to enter into an agreement with Caltrans and begin preparing a Request for Proposal/Qualifications for the development of a citywide ATP. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LAKE ELSINORE DOES HEREBY RESOLVE, DETERMINE AND ORDER AS FOLLOWS: Reso No. 2018 - ___ Page 2 of 3 Section 1: The City Council accepts the Caltrans Sustainability Transportation Planning Sustainable Communities Grant Award for the preparation of an Active Transportation Plan / Regional Commuter Based Access Plan. Section 2:The City Council authorizes Grant Yates, the City Manager, or Jason Simpson, the Assistant City Manager, of the City of Lake Elsinore, to enter into an agreement with Caltrans to accept the grant funding and prepare the ATP. Section 3:The City Council directs and authorizes the City Manager or his designees to undertake such actions as are necessary and appropriate to proceed with the execution of an agreement with Caltrans for the ATP and to undertake such actions and activities as provided therein. Section 4: This Resolution shall take effect immediately upon its adoption. Section 5:The City Clerk shall certify to the adoption of this Resolution and enter it into the book of original Resolutions. Passed and Adopted this 13rd day of February 2018. Natasha Johnson, Mayor Attest: Susan M. Domen, MMC City Clerk STATE OF CALIFORNIA ) COUNTY OF RIVERSIDE ) ss. CITY OF LAKE ELSINORE ) I, Susan M. Domen, MMC, City Clerk of the City of Lake Elsinore, California, do hereby certify that Resolution No. ______ was adopted by the City Council of the City of Lake Elsinore, California, at the Regular meeting of _________, and that the same was adopted by the following vote: AYES: NOES: ABSENT: ABSTAIN: Reso No. 2018 - ___ Page 3 of 3 Susan M. Domen, MMC City Clerk STATE OF CALIFORNIA—CALIFORNIA STATE TRANSPORTATION AGENCY EDMUND G. BROWN Jr. Governor DEPARTMENT OF TRANSPORTATION DIVISION OF TRANSPORTATION PLANNING P.O. BOX 942873, MS -32 SACRAMENTO, CA 94273-0001 PHONE (916) 654-2596 FAX (916) 653-0001 . TTY 711 www.dot.ca.gov December 15, 2017 Mr. Grant Yates City Manager City of Lake Elsinore 130 South Main Street Lake Elsinore, CA 92530 Dear Mr. Yates: q,: 9 Making Conservation a California Way of Life. On behalf of the California Department of Transportation (Caltrans), Division of Transportation Planning, I am pleased to offer my congratulations to the City of Lake Elsinore for the recent award of the following State transportation planning grant for fiscal year (FY) 2017-18: Grant Program: Road Maintenance & Rehabilitation Account — Sustainable Communities Grant Title: City of Lake Elsinore Active Transportation Plan / Regional Commuter Based Access Plan Grant Award: $175,000 Local Match: $70,000 Total Project Amount: $245,000 Please see the list below which identifies specific conditions for a grantee to accept grant funding, to program funds, and to begin work. Conditions one through five must be fulfilled no later than January 12, 2018 by submitting these items to Caltrans District staff for approval. Failure to fulfill these conditions will result in forfeiture of funds. Also note, final products must be completed and submitted to Caltrans no later than February 28, 2020. Final requests for reimbursements must be submitted to Caltrans no later than April 28, 2020. Conditions of Grant Acce to ance These State grant funds cannot be expended or reimbursed until the following conditions are satisfied: Please revise the Project Timeline tasks and deliverables to match the Scope of Work. Also revise the Scope of Work to better describe the "Regional Commuter" aspect of the planning project. 2. The revised final Scope of Work, Project Timeline with the earliest start date of May 1 2018, and Grant Application Cover Sheet are submitted to Caltrans District 8 for "Provide a safe, sustainable, integrated and efficient transportation system to enhance California's economy and livability" Mr. Grant Yates December 15, 2017 Page 2 approval. 3. A Payee Data Record (STD. 204) is completed and submitted. Although the form indicates that government entities are not required to submit this form, it is needed to ensure payments are sent to the correct recipient. 4. If applicable, a Third Party In-kind Valuation Plan is submitted for the use of in-kind contributions to satisfy the minimum local match requirement. Third party in-kind contributions are goods and services donated from outside the grantee's agency, such as donated printing, facilities, interpreters, equipment, advertising, time and effort, staff time, and other goods and services. 5. If applicable, indirect costs must have been identified in the approved grant Scope of Work and project timeline. 6. A local resolution from the City of Lake Elsinore governing board stating the grant project title and title of the person authorized to enter into a contract with Caltrans must be provided no later than February 22, 2018. 7. The City of Lake Elsinore receives a fully executed contract and has been formally notified by Caltrans District staff to begin work. The contracting process can begin once the first six conditions have been satisfied. For your convenience, a toolbox to aid you during this process is available on our website below: http://www.dot.ca.gov/hq/tpp/offices/orip/Grants/gyants.htrnl. A Quarterly Progress Report with a brief narrative of completed project activities will need to be submitted to the district grant manager once the project is under way. Request for reimbursement with the required minimum local match can be submitted monthly, but must be submitted quarterly. "Provide a safe, sustainable, integrated and efficient transportation system to enhance California's economy and livability" Mr. Grant Yates December 15, 2017 Page 3 Please contact Rebecca Forbes, in Caltrans District 8, at (909) 388-7139, or Alison Nealon, Headquarters Liaison, at (916) 651-8202 if you have any questions concerning these grant funds or program requirements. Chief, Office of Regional Planning c: Audrey Young, Management Analyst, City of Lake Elsinore Mark Roberts, Senior Transportation Planner, Caltrans, District 8 Rebecca Forbes, Associate Transportation Planner, Caltrans, District 8 Alison Nealon, Transportation Planner, Caltrans, Headquarters "Provide a safe, sustainable, integrated and efficient transportation system to enhance California's economy and livability" Page 1 of 11 APPLICANT SUB-APPLICANT SUB-APPLICANT Organization Mailing Address City Zip Code Executive Director/designe e and title Mr. Ms. Mrs. Mr. Ms. Mrs. Mr. Ms. Mrs. E-mail Address Contact Person and title Mr. Ms. Mrs. Mr. Ms. Mrs. Mr. Ms. Mrs. Contact E-mail Address Phone Number FUNDING INFORMATION Use the Match Calculator to complete this section. Match Calculator Grant Funds Requested Local Match - Cash Local Match - In-Kind Total Project Cost $ $ $ $ Specific Source of Local Cash Match (i.e., local transportation funds, local sales tax, special bond measures, etc.) FY 2017-18 CALTRANS SUSTAINABLE TRANSPORTATION PLANNING SUSTAINABLE COMMUNITIES GRANT APPLICATION PROJECT TITLE PROJECT LOCATION (city and county) Page 2 of 11 FY 2017-18 CALTRANS SUSTAINABLE TRANSPORTATION PLANNING SUSTAINABLE COMMUNITIES GRANT APPLICATION LEGISLATIVE INFORMATION* Information in this section must directly be tied to the applicant’s address. All legislative members in the project area do not need to be listed. State Senator(s) Assembly Member(s) Name(s) District Name(s) District *Use the following link to determine the legislators. http://findyourrep.legislature.ca.gov/ (search by address) Please identify the best practices cited in the 2017 Regional Transportation Plan (RTP) Guidelines, Appendices K and L, that would be employed in the proposed transportation planning grant project. Select only those that apply and provide an explanation. For future grant cycles, this section may be considered for points and/or threshold requirements. For now, these items are for tracking and reporting purposes only and are not associated with points, and may not result in a higher score.  Coordination with Other Planning Processes Please explain how:  Regional Travel Demand Modeling and Analysis Please explain how:  RTP Consultation and Coordination Please explain how:  Integrating Ecological Considerations into Transportation Planning Please explain how:  RTP Financial Overview Please explain how: Page 3 of 11 FY 2017-18 CALTRANS SUSTAINABLE TRANSPORTATION PLANNING SUSTAINABLE COMMUNITIES GRANT APPLICATION  RTP Modal Discussion Please explain how:  Transportation System Management and Operations Please explain how:  Future of Transportation and New Technology Please explain how:  Sustainable Communities Strategy (SCS) Contents and Development Please explain how:  Land Use and Transportation Strategies to Address Regional GHG Emissions Please explain how:  Adaptation of the Regional Transportation System to Climate Change Please explain how:  Performance Measures Please explain how:  Policies and Programs that Promote Health and Health Equity Please explain how: Page 4 of 11 Please identify the Grant Program Overarching Objectives (Grant Application Guide, Page 3) that the proposed transportation planning grant project will address. Select all that apply and provide an explanation.  Sustainability – Promote reliable and efficient mobility for people, goods, and services, while meeting the State’s GHG emission reduction goals, preserving the State’s natural and working lands, and preserving the unique character and livability of California’s communities. Please explain how:  Preservation – Preserve the transportation system through protecting and/or enhancing the environment, promoting energy conservation, improving the quality of life, and/or promoting consistency between transportation improvements and State and Local planning growth and economic development patterns. Please explain how:  Mobility – Increase the accessibility of the system and mobility of people and freight. Please explain how:  Safety – Increase the safety and/or security of the transportation system for motorized and active transportation users. Please explain how:  Innovation – Promote the use of technology and innovative designs to improve the performance and social equity of our transportation system and provide sustainable transportation options. Please explain how:  Economy – Support the economic vitality of the area (i.e. enables global competitiveness, enables increased productivity, improves efficiency, increases economic equity by enabling robust economic opportunities for individuals with barriers to employment and for Disadvantaged Business Enterprises, etc.). Please explain how: Page 5 of 11 FY 2017-18 CALTRANS SUSTAINABLE TRANSPORTATION PLANNING SUSTAINABLE COMMUNITIES GRANT APPLICATION  Health – Decrease exposure to local pollution sources, reduce serious injuries and fatalities on the transportation system, and promote physical activity especially through transportation means. Please explain how:  Social Equity – All of these overarching objectives should promote transportation solutions that focus on and prioritize the needs of communities most affected by poverty, air pollution and climate change, and promote solutions that integrate community values with transportation safety and performance while encouraging greater than average public involvement in the transportation decision making process. Please explain how: Page 6 of 11 FY 2017-18 CALTRANS SUSTAINABLE TRANSPORTATION PLANNING SUSTAINABLE COMMUNITIES GRANT APPLICATION 1. Project Description (100 words maximum) (15 points): Briefly summarize project. Page 7 of 11 FY 2017-18 CALTRANS SUSTAINABLE TRANSPORTATION PLANNING SUSTAINABLE COMMUNITIES GRANT APPLICATION 2. Project Justification (Do not exceed the space provided.) (25 points): Describe the problems or deficiencies the project is attempting to address, as well as how the project will address the identified problems or deficiencies. Additionally, list the ramifications of not funding this project. Page 8 of 11 FY 2017-18 CALTRANS SUSTAINABLE TRANSPORTATION PLANNING SUSTAINABLE COMMUNITIES GRANT APPLICATION 3. Grant Specific Objective (Do not exceed the space provided.) (30 points): Explain how the proposed project addresses the grant specific objective of the Sustainable Communities grant program: to encourage local and regional multimodal transportation and land use planning that furthers the region’s RTP SCS (where applicable), contributes to the State’s GHG reduction targets and other State goals, including but not limited to, the goals and best practices cited in the 2017 RTP Guidelines, address the needs of disadvantaged communities, and also assist in achieving the Caltrans Mission and Grant Program Overarching Objectives (Grant Application Guide, Page 3). Page 9 of 11 FY 2017-18 CALTRANS SUSTAINABLE TRANSPORTATION PLANNING SUSTAINABLE COMMUNITIES GRANT APPLICATION Grant Specific Objective (Continued - Do not exceed the space provided.) Page 10 of 11 See Scope of Work and Project Timeline samples and checklists for requirements (Grant Application Guide, Pages 36-42), also online at: http://www.dot.ca.gov/hq/tpp/grants.html FY 2017-18 CALTRANS SUSTAINABLE TRANSPORTATION PLANNING SUSTAINABLE COMMUNITIES GRANT APPLICATION 4. Project Management (30 points) A. Scope of Work in required Microsoft Word format (15 points) B. Project Timeline in required Microsoft Excel format (15 points) Page 11 of 11 FY 2017-18 CALTRANS SUSTAINABLE TRANSPORTATION PLANNING SUSTAINABLE COMMUNITIES GRANT APPLICATION Application Signature Page If selected for funding, the information contained in this application will become the foundation of the contract with Caltrans. To the best of my knowledge, all information contained in this application is true and correct. If awarded a grant with Caltrans, I agree that I will adhere to the program guidelines. Signature of Authorized Official (Applicant) Print Name Title Date Signature of Authorized Official (Sub-Applicant) Print Name Title Date Grantee Task # Responsible Party Total Cost Grant Amount Local Cash Match Local In-Kind Match J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J Deliverable 1 1.1 Project Kick-off Meeting with Caltrans City $500 $0 $500 Agenda and meeting minutes 1.2 Project Kick-off Meeting with Consultant / City City / Consultant $2,800 $2,000 $800 Agenda, meeting minutes & updated schedule 1.3 Team Progress Meetings City / Consultant $8,960 $6,400 $2,560 Agenda and meeting minutes 1.4 Progress Reports, Schedule & Quarterly Reports City / Consultant $1,960 $1,400 $560 Monthly progress reports including an updated project schedule and invoice2 2.1 Outreach Plan Consultant $6,272 $4,480 $1,792 Outreach Plan 2.2 Online Community Input and Social Media Consultant / City $7,840 $5,600 $2,240 Flyers, surveys, social media 2.3 Citywide Pop-up Workshops Consultant / City $29,400 $21,000 $8,400 Four (4) Pop-up workshops, maps, display boards, flyers, surveys 2.4 Final Workshop Consultant $8,120 $5,800 $2,320 Presentation, maps, boards, flyers & surveys 2.5 Outreach with Local Schools Consultant / City $8,260 $5,900 $2,360 Flyers and surveys 2.6 Project Development Team Meetings (PDT)Consultant / City $12,040 $8,600 $3,440 List of stakeholders, agenda, meeting minutes 3 3.1 Document Review Consultant / City $2,100 $1,500 $600 Document review summary 3.2 Existing Conditions Mapping and Field Survey Consultant $13,552 $9,680 $3,872 Existing conditions summary, mapping 3.3 GIS Inventory Consultant $6,160 $4,400 $1,760 GIS files 3.4 Safety Analysis Consultant $2,800 $2,000 $800 Summary of existing bicycle and pedestrian-related collisions 4 4.1 Recommended Projects Consultant $21,000 $15,000 $6,000 List of recommended projects 4.2 Project Prioritization Consultant $8,400 $6,000 $2,400 Priority criteria & list of prioritized projects 4.3 Detailed Project Descriptions Consultant $22,400 $16,000 $6,400 Detailed project descriptions 4.4 Cost Estimates Consultant $4,340 $3,100 $1,240 Cost estimates 4.5 Wayfinding Consultant $5,320 $3,800 $1,520 Wayfinding 4.6 Funding Sources Consultant $2,800 $2,000 $800 Funding sources 4.7 Design Guidelines Consultant $8,120 $5,800 $2,320 Design guidelines 4.8 Draft Active Transportation / Regional Commuter Based Access Plan Consultant $26,796 $19,140 $7,656 Draft Active Transportation / Regional Commuter Based Access Plan 5 5.1 ATP Checklist Review Consultant $700 $500 $200 ATP Checklist 5.2 Final Active Transportation Plan / Regional Commuter Based Access Plan Consultant $28,200 $20,500 $7,700 Final Active Transportation / Regional Commuter Based Access Plan 5.3 Presentation to City Council City / Consultant $6,160 $4,400 $1,760 Presentation to City Council TOTALS $245,000 $175,000 $70,000 $0 Reimbursement of indirect costs is allowable upon approval of an Indirect Cost Allocation Plan for each year of project activities. Provide rate if indirect costs are included in the project budget. Approved Indirect Cost Rate: ______% Note: Each task must contain a grant amount and a local cash match amount. Local cash match must be proportionally distributed by the same percentage throughout each task. Local in-kind match needs to be indicated where in-kind services will be used. Please review the grant program section that you are applying to for details on local match requirements. The project timeline must be consistent with the scope of work. California Department of Transportation Transportation Planning Grants Fiscal Year 2017-2018 PROJECT TIMELINE: City of Lake Elsinore Active Transportation Plan / Regional Commuter Based Access Plan City of Lake Elsinore Funding Source FY 2017/18 FY 2018/19 FY 2019/20 Project Management Community Outreach Existing Conditions Final Active Transportation / Regional Commuter Based Access Plan Active Transportation Plan/Regional Commuter Based Access Plan Active Transportation Plan / Regional Commuter Based Access Plan