REPORT TO THE CITY COUNCIL December 4, 2014 FROM: SCOTT L. MOZIER, PE, Director Public Works Department THROUGH: ROBERT N. ANDERSEN, PE, Assistant Director Public Works Department, Capital Management Division BY: STEVEN C. SON, PE, Capital Projects Manager Public Works Department, Capital Management Division SUBJECT ..Title Authorize staff to request an extension of time for unspent grant funds for the following projects: a. Shields Avenue Wireless Intelligent Transportation Systems (ITS) between West Avenue and Chestnut Avenue (CML 5060(201)) b. ITS Friant Road-Nees Avenue-Palm Avenue Project (CML 5060(200)) c. Traffic Signal at Peach Avenue and Church Avenue intersection (SR2SL-5060(222) (Council Districts 1, 2, 4, 5, 6, 7) ..Body RECOMMENDATION Authorize Staff to request a Cooperative Work Agreement (CWA) with the State of California, Department of Transportation, Office of Local Assistance (Caltrans) to obtain an extension of time to encumber grant funds and allow eligible project costs to be reimbursed; and to authorize the Public Works Director or his designee to sign the request on behalf of the City. EXECUTIVE SUMMARY Caltrans has notified the City of Fresno that three projects have unexpended grant funds that will be timing out. The projects are the Shields Avenue Wireless ITS between West Avenue and Chestnut Avenue; ITS Friant Road-Nees Avenue-Palm Avenue, traffic signal at Peach Avenue and Church Avenue intersection. The projects have been delayed due to factors beyond staff's control. Because of the delays, staff is unable to encumber the cost and invoice and obtain reimbursement prior to the April 30, 2015, deadline. To request an extension of time to encumber grant funds, Caltrans requires concurrence by the City Council. BACKGROUND On October 14, 2014, Caltrans notified the City of Fresno that the following projects' funds are lapsing on June 30, 2015, if close out packages or invoices are not submitted by April 30, 2015 for three grant projects. Staff has determined that these projects will not be able to expend the lapsing funds nor submit close out packages by the April 30, 2015, deadline. These projects are currently in different phases of construction and preliminary engineering and will continue to incur costs. By requesting a CWA, the City will be able to recoup expenses that are project related. The Shields Avenue Wireless ITS between West Avenue and Chestnut Avenue (CML 5060(201)) is in the final phase of the design. Staff is currently in the process of preparing general construction specifications so that the project can be advertised for bid. It is anticipated that the project will start advertisement in December 2014 with anticipated Council award in January/February 2015. The design for ITS Friant Road-Nees Avenue-Palm Avenue is ongoing (CML 5060(200)). At this time the design is approximately 90% complete and a draft construction specification has been prepared. It is anticipated that the design of the project will not be completed until spring of 2015, which will be after the Caltrans deadline. The traffic signal at Peach Avenue and Church Avenue (SR2SL-5060(222)) has been completed. However, the grant requires the City to provide bicycle safety education and staff has been working with the principal of Edith B. Storey Elementary to secure a time. Due to the upcoming holidays and other events on the school calendar, staff has not yet been able to secure a date to conduct the necessary safety education. Staff anticipates the safety education event will occur in Spring 2015, after the April 30, 2015, deadline. The CWA with Caltrans is necessary for the City to be able to recoup the cost of the educational safety event required by the grant. ENVIRONMENTAL FINDINGS By the definition provided in the California Environmental Quality Act Guidelines Section 15378, this item does not qualify as a "project" for the purposes of the California Environmental Quality Act. LOCAL PREFERENCE Local preference was not implemented because the item does not include a competitive bid. FISCAL IMPACT The total unspent grant funding is $52,224 for the Congestion Mitigation Air Quality (CMAQ) program while there is $33,695 in the Safe Route to School grant. If the City does not request a CWA with Caltrans or the CWA is rejected, the City will be required to backfill these amounts utilizing other City's funds. Approval of the CWA will avoid any loss of grant funding. Attachment: Cooperative Work Agreement