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City Council„Staff Report
July 30, 2008 CONSENT CALENDAR
Subject: APPROVAL OF PROGRAM SUPPLEMENT AGREEMENT NO. E81,
WITH THE STATE OF CALIFORNIA FOR USE OF SAFE ROUTE TO
SCHOOL PROGRAM (SR2S) STATE FUNDS FOR THE SAFE ROUTES
TO SCHOOL PROJECT, CITY PROJECT NO. 08-06, STATE PROJECT
NO. SR2SL 5282 (029)
From: David H. Ready, City Manager
Initiated by: Public Works and Engineering Department
SUMMARY
Approval of Program Supplement Agreement No. E81 will formally authorize the
disbursement and use of up to $329,400 in state funds for the Safe Routes to School
Project, City Project No. 08-06, State Project No. SR2SL 5282 (029).
RECOMMENDATION:
1) Adopt Resolution No. "A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF PALM SPRINGS, CALIFORNIA APPROVING PROGRAM
SUPPLEMENT AGREEMENT NO. E81 TO ADMINISTERING AGENCY-STATE
AGREEMENT FOR STATE FUNDED PROJECTS NO. 00164S WITH THE
STATE OF CALIFORNIA, IN THE AMOUNT OF $366,000 ($329,400 STATE
FUNDS 1 $36,600 LOCAL MEASURE A FUNDS), FOR THE SAFE ROUTES TO
SCHOOL PROJECT, CITY PROJECT NO. 08-06, STATE PROJECT NO.
SR2SL 5282 (029), AND AUTHORIZING THE CITY MANAGER TO EXECUTE
THE AGREEMENT ON BEHALF OF THE CITY OF PALM SPRINGS," and
2) Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
Safe Routes to School is an international movement that has taken hold in communities
throughout the United States. The concept is to increase the number of children who
walk or bicycle to school by funding projects that remove the barriers that currently
prevent them from doing so. Those barriers include lack of infrastructure, unsafe
ITEM NO. -
City Council Staff Report
July 30, 2008- Page 2
Program Supplement Agreement No. E81
infrastructure, lack of programs that promote walking and bicycling through
education/encouragement programs aimed at children, parents, and the community.
Thirty years ago, 60% of children living within a 2-mile radius of a school walked or
bicycled to school. Today, that number has dropped to less than 15%. Roughly 26%
commute by school bus, and well over half are driven to/from school in vehicles. And
back then, 5% of children between the ages of 6 and 11 were considered to be
overweight or obese. Today, that number has climbed to 20%. These statistics point to
a rise in preventable childhood diseases, worsening air quality and congestion around
schools, and missed opportunities for children to grow into self reliant, independent
adults.
Safe Routes to School Programs are intended to reverse these trends by funding
projects that improve safety and efforts that promote walking and bicycling within a
collaborative community framework. It is through local champions working with a
coalition of parents, schools, professionals in transportation, engineering, health, law
enforcement, that the most sustainable projects are expected to emerge.
Caltrans administers funding for Safe Routes to School projects through the state-
legislated Program (SR2S). The SR2S Program is a competitive reimbursement
program that seeks the goal of increasing the number of children who walk or bicycle to
school. Established in 1999, the State-legislated Safe Routes to School (SR2S)
program came into effect with the passage of AB 1475. In 2001, SB 10 was enacted
which extended the program for three additional years. In 2004, SB 1087 was enacted
to extend the program three more years. And in 2007, AB 57 was enacted to extend the
program indefinitely.
A call for projects for the seventh (7) cycle of the SR2S program was issued earlier this
year. The City, in consultation with the school district and the police department,
determined candidate projects for funding under the SR2S program. Proposed is
construction of pedestrian-activated flashing beacons, in-pavement lighted crosswalks,
and related improvements in the vicinity of Cahuilla, Cielo Vista, Katherine Finchy, and
Vista del Monte elementary schools. $52 Million in state funding was available in Cycle
7 of the SR2S Program. The City's request of $329,400 in state grant funding
(representing 90% of the total project cost of $366,000) was one of only 7 projects
approved in Riverside County.
The City operates under a "Master Agreement" with the state of California, identified as
the "Administering Agency — State Agreement No. 00164S" for use of state funds on
City projects. The Master Agreement is amended by each successive use of state
funds on a project, and upon the first "authorization" or obligation of the use of state
funds on a project, the City is provided with a "Program Supplement Agreement", or
amendment, to the Master Agreement.
In light of the City's authorization to proceed with construction for this project, using
SR2S Program state funds, Caltrans has submitted to the City for approval Program
City Council Staff Report
July 30, 2008- Page 3
Program Supplement Agreement No. E81
Supplement Agreement No. E81, which will facilitate the City's use of state funds for this
project.
FISCAL IMPACT:
Approval of Program Supplement Agreement No. E81 with Caltrans will formally
authorize the disbursement and use of up to $329,400 in state funds for the Safe
Routes to School Project, City Project No. 08-06, State Project No. SR2SL 5282 (029).
Submitted:
David J. Barakian Thomas J. W,ylson
Director of Public Works/City Engineer Assistant City Manager
Approved:
David H. Ready
City Manager
ATTACHMENTS.
1. Program Supplement Agreement No. E81
2. Resolution
ATTACHMENT
PROGRAM SUPPLEMENT AGREEMENT NO. E81
GGGGIE�
WRQGRAlH SUPPLEMENT NO, E81 Date:July 07,2008
to Location:08-RIV-0-PSP
ADMINISTERING AGENCY-STATE AGREEMENT Project Number:SR2SL-5282(029)
FOR STATE FUNDED PROJECTS NO, 00164S E.A. Number:08-925067
Locode:5282
This PROGRAM SUPPLEMENT,effective / / ,hereby incorporates into the Administering Agency-State Agreement No.
00164S for State Funded Projects which was entered into between the ADMINISTERING AGENCY and the STATE with an
effective date of / / and is subject to all the terms and conditions thereof.This PROGRAM SUPPLEMENT is executed in
accordance with Article I of the aforementioned Master Agreement under authority of Resolution No. approved by the
ADMINISTERING AGENCY on (See copy attached).
The ADMINISTERING AGENCY further stipulates that as a condition to the payment by the State of any funds derived from
sources noted below encumbered to this project,it accepts and will comply with the Special Covenants and Remarks set forth on the
following pages.
PROJECT LOCATION:
Vicinity of Cahuilla,Cielo Vista,Katherine Fineby,and Vista del Monte Elementary Schools
TYPE OF WORK:Pedcsuian-activated flashing beacons,in-pavemeot lighted crosswalks,sign
Estimated Cost State Funds Hatching Funds
STATE S329,400.00 LOCAL OTHER
$366,000 00 $36,600.00 $0.00 $0.00
CITY OF PALM SPRINGS STATE OF CALIFORNIA
Department of Transportation
Ey By
Chief, Office of Project implementation
Date Division of Local Assistance
Date
Title
I hcmcby certify upon my pctsanal knowledge that budgeted funds are available for that enevahranee=
Accounting Officer l�C,. �] fGt,.3 Date 1 - $329,400,00
Chapter statutes Item Year PrOgta+n SC Category Fund Source d 0=
47 2006 2660-102-042 2006-2007 20.30.010.535 C 262040 042-T 329,400.00
Program Supplement 00-164S-F81- SERIAL Page 1 of 4
08-RIV-0-PSP 07/07/2009
SR2SL-5282(029)
SPECIAL COVENANTS OR REMARKS
1. The ADMINISTERING AGENCY will reimburse the STATE for the
ADMINISTERING AGENCY share of costs for work requested to be
performed by the STATE.
2. All obligations of STATE under the terms of this Agreement are
subject to the appropriation of resources by the Legislature and
the encumbrance of funds under this Agreement. Funding and
reimbursement are available only upon the passage of the State
Budget Act containing these STATE funds_
3_ 1. This Program Supplement Agreement (PSA) is intended for Safe
Route to School (SR25) Program funded with State only funding.
Separate agreements are needed if PROJECT is also funded with any
other STATE administered State or Federal funds.
2 _ The PROJECT will be administered in accordance with the SR25
Program Guidelines (LPP 02-01 effective March 11, 2002) , as
approved and amended, and the PROJECT Application.
3 . This PSA allows reimbursement of eligible PROJECT
expenditures to the ADMINISTERING AGENCY for which State funds
are allocated. The effective State allocation date establishes
eligibility for the ADMINISTERING AGENCY to start reimbursable
work and seek reimbursement of funds. Any work done prior to the
effective allocation date is not eligible for reimbursement from
the SR2S funds.
4 . The STATE and ADMINISTERING AGENCY agree that SR25 funds
available for reimbursement to the ADMINISTERING AGENCY by the
STATE will be limited to the amount allocated and encumbered by
the STATE. Any additional funds made available by future
allocations will be encumbered on this PROJECT by use of a STATE
approved Allocation Letter and Finance Letter.
5 . The ADMINISTERING AGENCY agrees to submit to the STATE,
Exhibit 24-B "Project Status Report" as required by the SR25
Program Guidelines.
6_ The ADMINISTERING AGENCY agrees to encumber the funds under
agreement and award the construction contract by June 30th of the
fiscal year in which funds are programmed. For projects unable to
meet this deadline, the ADMINISTERING AGENCY may request, in
Program Supp7.emeat00-164E-EB1- SERIAL Page 2 of 4
0G040Cu
08-RIV-0-PSP 07/07/2008
SR2SL- 282(029)
SPECIAL COVENANTS OR REMARKS
writing, a time extension from the District Local Assistance
Engineer (DLAE) . A one-time extension, for a maximum period of
one year, may be granted by the DLAE. Projects unable to meet
the new deadline may be dropped from the program.
7 . The ADMINISTERING AGENCY agrees to provide contract award
information to the STATE when submitting first invoice for this
PROJECT. Attachment 1 of this PSA may he used for providing the
necessary contract award information.
8. The ADMINISTERING AGENCY agrees to submit the "Report of
Expenditures" to the DLAE within six (6) months after the project
completion in accordance with Section 17 .5 of the Local
Assistance Procedures Manual (LAPM) .
9 . The ADMINISTERING AGENCY agrees to follow all relevant State
laws and requirements including the California Environmental
Quality Act (CEQA) .
4. Any State and Federal funds that may have been encumbered for
this project are only available for disbursement for a period of
five (5) years and seven (7) years, respectively, from the start
of the fiscal year(s) that those funds were appropriated within
the State Budget Act. All project funds not liquidated within
these periods will revert unless an executed Cooperative Work
Agreement extending these dates is requested and is approved by
the California Department of Finance per Government Code Section
16304. The exact date of each fund reversion will be reflected
in the approved finance letter(s) issued for this project.
Notwithstanding the unliquidated sums of project specific State
and Federal funding remaining and available to fund project work,
any invoice for reimbursement that is not submitted to the
Department on or before 60 days after that applicable fixed fund
reversion date will not be paid from that fiscal year' s
encumbered funds because all of these unexpended funds will be
irrevocably reverted by the Department's Division of Accounting
on that date.
Pursuant to a directive from the State Controller's Office and
Program Supplement00-164S-E81- SERIAL Page 3 of 4
06C01C �
08-RIV-0-PSP 07/07/2008
SR2SL-5282(029)
SPECIAL COVENANTS OR REMARXS
the Department of Finance, the last date to submit invoices for
reimbursed work in each fiscal year is May 15th in order for
payment to be made out of those then current appropriations.
Project work performed and invoiced after May 15th will be
reimbursed only out of available funding that might be encumbered
in the subsequent fiscal year, and then only when those funds are
actually allocated and encumbered as authorized by the California
Transportation Commission and the Department's Accounting Office.
Program Supplement 00-164s-E81- SERIAL Page 4��of 4
013002C7
ATTACHMENT
RESOLUTION
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PALM SPRINGS, CALIFORNIA APPROVING PROGRAM
SUPPLEMENT AGREEMENT NO. E81 TO
ADMINISTERING AGENCY-STATE AGREEMENT FOR
STATE FUNDED PROJECTS NO. 00164S WITH THE
STATE OF CALIFORNIA, IN THE AMOUNT OF $366,000
($329,400 STATE FUNDS / $36,600 LOCAL MEASURE A
FUNDS), FOR THE SAFE ROUTES TO SCHOOL
PROJECT, CITY PROJECT NO. 08-06, STATE PROJECT
NO. SR2SL 5282 (029), AND AUTHORIZING THE CITY
MANAGER TO EXECUTE THE AGREEMENT ON BEHALF
OF THE CITY OF PALM SPRINGS
WHEREAS, the City of Palm Springs has submitted to the California Department of
Transportation a request for authorization to proceed with design and construction of
pedestrian-activated flashing beacons, in-pavement lighted crosswalks, and related
improvements in the vicinity of Cahuilla, Cielo Vista, Katherine Finchy, and Vista del
Monte elementary schools, requiring obligation of $329,400 of Safe Route to School
(SR2S) Program state funds; and
WHEREAS, the California Department of Transportation has prepared Program
Supplement Agreement No. E81, an amendment to administering Agency-State
Agreement No. 00164S with the state of California, obligating $329,400 of Safe Route
to School (SR2S) Program state funds for the Safe Routes to School Project, City
Project No. 08-06, State Project No. SR2SL 5282 (029).
THE CITY COUNCIL OF THE CITY OF PALM SPRINGS DOES HEREBY RESOLVE
AS FOLLOWS:
SECTION 1. Program Supplement Agreement No. E81, an amendment to
administering Agency-State Agreement No. 00164S with the state of California,
obligating $329,400 of Safe Route to School (SR2S) Program state funds for the Safe
Routes to School Project, City Project No. 08-06, State Project No. SR2SL 5282 (029),
is approved.
SECTION 2. The City Manager is authorized to execute and administer the Program
Supplement Agreement as may be necessary.
91GEL 0
Resolution No.
Page 2
ADOPTED THIS 30th day of July, 2008.
David H. Ready, City Manager
ATTEST:
James Thompson, City Clerk
CERTIFICATION
STATE OF CALIFORNIA )
COUNTY OF RIVERSIDE ) ss.
CITY OF PALM SPRINGS )
I, JAMES THOMPSON, City Clerk of the City of Palm Springs, hereby certify that
Resolution No. _ is a full, true and correct copy, and was duly adopted at a regular
meeting of the City Council of the City of Palm Springs on July 30, 2008, by the
following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
James Thompson, City Clerk
City of Palm Springs, California
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