LACMTA No. LOA.P000F1605 (2009) (!) Los Angeles County
One Gateway Plaza 213.922.2000 Tel
Metropolitan Transportation Authority Los Angeles,CA 90012-2952 metro.net
Metro
FTIP#: LAF1605 UCEIVD CFP# F1605
PPNO: N/A
F city&Rancho Palos Verdes LOA.P00 F 1605
November 3, 2009
ItIOV 2 0 ?flflq
11=7Z-
Cityof Rancho Palos Verdes``" tr utu DEPARTMENT
MENT
30940 Hawthorne Blvd.
Rancho Palos Verdes, CA 90275-5391
Attn: Jim Bell
RE: LETTER OF AGREEMENT FOR PROJECTS PROGRAMMED THROUGH THE
LACMTA CALL FOR PROJECTS
Dear Sir/Madam:
As part of the Los Angeles County Metropolitan Transportation Authority ("LACMTA") 2007
Call for Projects, the LACMTA Board of Directors, at its meeting on September 27, 2007,
authorized the programming of funds to City of Rancho Palos Verdes ("Project Sponsor") for
Pedestrian Safe Bus Stop Linkage— LACMTA Call for Projects ID# F1605, FTIP# LAF1605,
(the "Project") subject to the terms and conditions contained in this Letter of Agreement
("LOA").
The terms and conditions of this LOA consist of the following and each is incorporated by
reference herein as if fully set forth herein: Specific Terms of the LOA, General Terms of the
LOA; Attachment A-the Project Funding, Attachment B -intentionally omitted,Attachment C
-the Scope of Work,Attachment D -the Reporting& Expenditure Guidelines, Attachment E -
Federal Transportation Improvement Program (FTIP), Attachment F - Caltrans Document
List.
Rev: 04.06.09 1 LOA Federal Agreement CMAQ RSTP
In the event of a conflict,the Special Conditions for the Project,if any, shall prevail over the
Specific Terms of the LOA and the Specific Terms of the LOA shall prevail over the General
Terms of the LOA.
Please acknowledge your acceptance and agreement to the terms and conditions of this LOA by
signing below.
Very truly yours,
JA"
Arthur T. Leahy
Chief Executive Officer
Project Sponsor has read and understands the terms and conditions of this LOA,including all
the attachments,and by signing below Project Sponsor hereby accepts and agrees to the terms
of this LOA.
City of Rancho Palos Verdes
By: /c6-Q_QaDJ.c,0 By:
Ray olland Larry Clark
Interim Public Works Director Mayor
Date: /�Z /01 Date: /��/07
Rev: 04.06.09 2 LOA Federal Agreement CMAQ RSTP
FTIP#: LAF 1605 CFP# F1605
PPNO: N/A LOA.P00F1605
CALL FOR PROJECTS
LETTER OF AGREEMENT
PART I
SPECIFIC TERMS OF THE LOA
1. Title of the Project (the "Project"): Pedestrian Safe Bus Stop Linkage - LACMTA Call for
Projects ID# F1605, FTIP# LAF 1605.
2. Amount of Funds Programmed (the "Funds"): LACMTA Board of Directors' action of
September 27, 2007, programmed $1,117,000 (the "Funds") to Project Sponsor for the
Project. The LACMTA funding plan reflects the programming of Funds over 2 years,
Fiscal Years (FY) 2009-10, FY 2012-13. LACMTA Board of Directors' action recertified
the Funds for FY 2009-10 only in the amount of$187,000. LACMTA Board of
Directors' action will be required annually to approve Funds for each subsequent Fiscal
Year prior to those Funds being obligated by Project Sponsor.
3. The Funding Agency for this Project (the "Agency") is CALTRAN S.
The Programming Agency for this Project is LACMTA.
4. The "Project Funding" documents all sources of funds programmed for the Project as
approved by LACMTA and is attached as Attachment A. The Project Funding includes
the total programmed budget for the Project, including the Funds programmed by
LACMTA and the Project Sponsor Funding Commitment (local match). The Project
Funding also includes the fiscal years in which all the funds for the Project are
programmed.
5. Project Sponsor shall complete the Project as described in the Scope of Work. The
"Scope of Work" for the Project is attached to this LOA as Attachment C. The Scope of
Work includes a general description of the Project and a detailed description of the
work to be completed. The Scope of Work also includes a set schedule including
Project milestones consistent with the lapsing policy described in Part II below. Work
shall be delivered in accordance with that schedule unless otherwise agreed to by the
parties in writing.
6. The "FTIP PROJECT SHEET (PDF)" is attached as Attachment E and is required to
ensure that the Project is programmed correctly in the most up-to-date FTIP document.
The FTIP PROJECT SHEET (PDF) can be found in ProgamMetro FTIP database under
the reports section at www://program.metro.net. All projects that receive funding
through the LACMTA Call For Projects must be programmed into the FTIP which
includes locally funded regionally significant projects for information and air quality
modeling purposes. Project Sponsor shall review the Project in ProgramMetro each
year and update or correct the Project as necessary during a scheduled FTIP
amendment or adoption. Project Sponsor will be notified of amendments and
adoptions to the FTIP via e-mail. Changes to the FTIP through ProgramMetro should
Rev: 04.06.09 3 LOA Federal Agreement CMAQ RSTP
• FTIP#: LAF1605 CFP# F1605
PPNO: N/A LOA.P00F1605
be made as soon as possible after Project Sponsor is aware of any changes to the
Project,but no later than October 1 of the year the change or update is effective.
Should Project Sponsor fail to meet this date, it may affect Project Sponsor's ability to
access funding, delay the Project and may ultimately result in the Funds being lapsed.
7. Prior to the obligation of the Funds, no material changes to the Project Funding or
the Scope of Work shall be funded or allowed without prior written approval of
LACMTA and Project Sponsor. Such prior approval shall be evidenced by an
amendment to this LOA, approved and signed by the LACMTA Chief Executive
Officer or his designee and Project Sponsor. After the Funds have been obligated, no
material changes will be allowed.
8. LACMTA's Address:
Los Angeles County Metropolitan Transportation Authority
One Gateway Plaza
Los Angeles, CA 90012
Attention: Fanny Pan, (MS: 99-22-3)
panf an metro.net
9. Project Sponsor's Address:
City of Rancho Palos Verdes
30940 Hawthorne Blvd.
Rancho Palos Verdes, CA 90275
Attn: Nicole Jules
nicolej Ccs rpv.com
Rev: 04.06.09 4 LOA Federal Agreement CMAQ RSTP
.
• FTIP#: LAF1605 CFP# F1605
PPNO: N/A LOA.P00F1605
PART II
GENERAL TERMS OF THE LOA
1. PAYMENT OF FUNDS: Project Sponsor understands and agrees that LACMTA
provides no Funds under this LOA and LACMTA shall have no responsibility or obligation to
provide any Funds for the Project. Project Sponsor shall receive the Funds directly from the
Agency pursuant to a separate agreement with the Agency. Project Sponsor shall submit to the
Agency the appropriate invoices in the form, manner, and schedule specified by the applicable
requirements of the Agency. Project Sponsor cannot be reimbursed for any cost incurred
without prior authorization from the Agency. Project Sponsor shall be subject to, and comply
with, all applicable requirements of the Agency and of LACMTA as required by LACMTA to
fulfill its responsibilities as the programming agency. The allowability of expenditures, the
cost reimbursement schedule, eligibility issues, resolution of disputes, and all other issues
relating to this LOA shall be subject to the rules, regulations, and requirements of the Agency
and LACMTA as the programming agency.
2. TERM.
2.1 The term of this LOA shall commence upon the date of this LOA, and
shall terminate upon completion of the Scope of Work and LACMTA's receipt of Caltrans'
final voucher paid for the Project.
2.2 Prior to the obligation of the Funds, should LACMTA determine there
are insufficient Funds available for the Project, LACMTA may terminate this LOA by giving
written notice to Project Sponsor at least thirty (30) days in advance of the effective date of such
termination.
3. USE OF FUNDS:
3.1 Project Sponsor shall utilize the Funds to complete the Project as
described in the Scope of Work and as approved by LACMTA and in accordance with the
applicable requirements of the Agency.
3.2 The Funds, as programmed under this LOA, can only be used towards
the completion of the Scope of Work originally adopted by LACMTA unless modified by an
amendment to this LOA. Project Sponsor shall also be subject to and comply with all
applicable requirements of the Agency administering this Project.
Rev: 04.06.09 5 LOA Federal Agreement CMAQ RSTP
• FTIP#: LAF1605 CFP#F1605
PPNO: N/A LOA.P00F1605
4. REPORTING AND AUDIT REQUIREMENTS:
4.1 Project Sponsor shall be subject to and comply with all applicable
requirements of the Agency regarding Project reporting and audit requirements. Project
Sponsor shall use the Federal Transportation Improvement Program ("FTIP'2 No.,
Expenditure A uthoriza tion ("EA') No., and LACMTA Call for Projects Project ID#on all
correspondence.
4.2 Since the Project is funded exclusively with Federal funds and contains
no LACMTA local funding, LACMTA has no audit responsibilities for this Project. Project
Sponsor shall comply with all Agency compliance, pre-award and performance audit
requirements as deemed necessary to assure that funding expenditures conform to all
applicable Project funding guidelines, laws and regulations. LACMTA, as the programming
agency, shall have the right, at its sole discretion, to audit the Project for compliance with the
terms of this LOA and to assure that funding expenditures conform to the terms of this
LOA. LACMTA shall have the same audit rights as the Agency to audit the Project.
4.3 Project Sponsor shall submit the Quarterly Progress Report within 60
days after the close of each quarter on the last day of the months November, February, May
and August. Annually with the 4th quarter Progress Report, Project Sponsor also shall
submit photos of key components and milestones demonstrating Project progress or
completion.
5. EXPENDITURE AND DISPOSITION OF FUNDS:
5.1 The expenditure and disposition of the Funds by Project Sponsor shall
be subject to and in accordance with the terms and conditions of this LOA and the applicable
requirements of the Agency. Project Sponsor shall not utilize the Funds in any other way or
on any project other than that specified in this LOA and the applicable requirements of the
Agency.
5.2 Project Sponsor shall be responsible for any and all cost overruns for the
Project.
5.3 Project Sponsor shall be eligible for the Funds up to the programmed
amount specified in Part I, Section 2 of this LOA subject to the terms and conditions
contained herein and in all applicable requirements of the Agency.
5.4 Subject to the requirements and regulations of the Agency, and to the
extent allowed by the Agency, any underruns to the funds shown in Attachment A shall be
apportioned between LACMTA and Project Sponsor in the same proportion as the Sources
of Funds from each party to this LOA as specified in Attachment A to this LOA. Upon
completion of the Project described in the Scope of Work and subject to the requirements
and regulations of the Agency, and to the extent allowed by the Agency, any unused
obligation of the Funds shall revert back to LACMTA for future programming at LACMTA's
discretion.
Rev: 04.06.09 6 LOA Federal Agreement CMAQ RSTP
• FTIP#: LAF1605 CFP#F1605
PPNO: N/A LOA.P00F1605
5.5 The programming of the Funds does not imply nor obligate any future
funding commitment on the part of LACMTA or the Agency.
6. TIMELY USE OF FUNDS / REPROGRAMMING OF FUNDS:
6.1 Project Sponsor must demonstrate timely use of the Funds by:
(i) executing this LOA within ninety (90) days of receiving formal
transmittal of the LOA from LACMTA, or by December 31 of the
first Fiscal Year in which the Funds are programmed, whichever
date is later; and
(ii) obligating the Funds programmed under this LOA for allowable
costs within 36 months from July 1 of the first Fiscal Year in
which the Funds are programmed. All Funds programmed for
FY 2009-10 are subject to lapse on June 30, 2012. All Funds
programmed for FY 2012-13 are subject to lapse on June 30,
2015.
If Project Sponsor fails to meet any of the above conditions, the Project shall be considered
lapsed and will be submitted to the LACMTA Board of Directors for deobligation.
6.2 Project Sponsor must demonstrate evidence of timely use and obligation
of Funds programmed for the Project within the time period described in Part II, Section 6.1 of
this LOA. Evidence of timely obligation will be either an executed "Authorization To Proceed"
document (Caltrans Version E-76).
6.3 In the event this LOA is not executed and/or evidence of timely
obligation of Funds is not provided as described in Part II, Sections 6.1 and 6.2 of this LOA, the
Project will be reevaluated by LACMTA as part of the annual Call for Projects
Recertification/Deobligation process and the Funds may be deobligated and reprogrammed to
another project by the LACMTA Board of Directors. If Project Sponsor does not complete one
element of the Project, as described in the FTIP Sheet, due to all or a portion of the Funds
lapsing, the entire Project may be subject to deobligation at LACMTA's sole discretion. In the
event the Funds are reprogrammed, this LOA shall automatically terminate without further
action by either party.
7. SOURCES AND DISPOSITION OF FUNDS:
7.1 The obligation for LACMTA to program the Funds for the Project is
subject to sufficient Funds being made available for the Project by the LACMTA Board of
Directors, the United States Government or the State of California, as applicable. If such
Funds are not made available for the Project, this LOA shall be void and have no further
force and effect, and LACMTA shall have no obligation to program the Funds for the Project,
unless otherwise agreed to in writing by LACMTA.
7.2 Project Sponsor shall fully fund and contribute the Project Sponsor
Rev: 04.06.09 7 LOA Federal Agreement CMAQ RSTP
• FTI P#: LAF 1605 CFP# F1605
PPNO: N/A LOA.P00F1605
Funding Commitment, as identified in the Project Funding (Attachment A), towards the cost
of the Project. If the Funds identified in Attachment A are insufficient to complete the Project,
Project Sponsor agrees to secure and provide such additional non-LACMTA programmed
funds necessary to complete the Project.
8. COMMUNICATIONS:
8.1 Project Sponsor shall ensure that all Communication Materials contain
recognition of LACMTA's contribution to the Project. Project Sponsor shall ensure that at a
minimum, all Communications Materials shall include (i) the phrase "This project was
partially funded by Metro" or alternative acceptable minimum language; and (ii) the Metro
logo, with the exception of press releases, which do not require a Metro logo.
8.2 If Project Sponsor produces any Communication Materials that do not
contain the information set forth in Section 8.1 above, Project Sponsor must provide an
opportunity for the prior review and written comment by the Chief Communications Officer of
LACMTA or its designee before such materials can be produced. If Project Sponsor does not
receive a response from LACMTA Communications within seven (7) working days from the
day of receipt by LACMTA Communications staff, Project Sponsor may proceed with
producing the Communications Materials as proposed.
8.3 For purposes of this LOA, "Communications Materials" include, but are
not limited to, literature, newsletters, publications, websites, advertisements, brochures, maps,
information materials, video, radio and public service announcements, press releases, press
event advisories, and all other related materials.
8.4 For signage on Project structures, facilities, vehicles and construction
sites, Project Sponsor shall use the phrase, "Funded in part by [Metro logo]" or "Your tax
dollars at work (Metro logo)" or alternative acceptable language. Further guidance on
acknowledging LACMTA contribution is provided in the Communications Materials
guidelines available from the LACMTA Communications Division.
8.5 Project Sponsor shall notify the LACMTA Chief Communications Officer
or its designee of all press events related to the Project in such a manner that allows LACMTA
to participate in such events, at LACMTA's sole discretion.
8.6 The Metro logo is a trademarked item that shall be reproduced and
displayed in accordance with specific graphic guidelines available from the LACMTA
Communications Division.
8.7 Project Sponsor shall ensure that any subcontractor, including,without
limitation, public relations, public affairs, and/or marketing firms hired to produce Project
Communications Materials will comply with the requirements contained in this Section 8.
Rev: 04.06.09 8 LOA Federal Agreement CMAQ RSTP
FTIP#: LAF1605 CFP#F1605
PPNO: N/A LOA.P00F1605
9. OTHER TERMS AND CONDITIONS:
9.1 This LOA, along with the applicable requirements of the Agency,
constitutes the entire understanding between the parties, with respect to the subject matter
herein. The LOA shall not be amended, nor any provisions or breach hereof waived, except in
writing signed by the parties who agreed to the original LOA or the same level of authority.
9.2 In the event that there is any legal court (e.g. Superior Court of the State
of California, County of Los Angeles, or the U.S. District Court for the Central District of
California) proceeding between the parties to enforce or interpret this LOA, or the applicable
requirements of the Agency, to protect or establish any rights or remedies hereunder, the
prevailing party shall be entitled to its costs and expenses, including reasonable attorneys' fees.
9.3 Neither LACMTA nor any officer or employee thereof shall be
responsible for any damage or liability occurring by reason of anything done or committed to
be done by Project Sponsor under or in connection with any work performed by and or service
provided by Project Sponsor, its officers, agents, employees, contractors and subcontractors
under this LOA. Project Sponsor shall fully indemnify, defend and hold LACMTA, and its
officers, agents and employees harmless from and against any liability and expenses, including
without limitation, defense costs, any costs or liability on account of bodily injury, death or
personal injury of any person or for damage to or loss of risk of property, any environmental
obligation, any legal fees and any claims for damages of any nature whatsoever arising out of
the Project, including, without limitation: (i) misuse of the Funds by Project Sponsor, or its
officers, agents, employees, contractors or subcontractors; (ii) breach of Project Sponsor's
obligations under this LOA; or (iii) any act or omission of Project Sponsor, or its officers,
agents, employees, contractors or subcontractors in the performance of the work or the
provision of the services in connection with the Project, including, without limitation, the
Scope of Work, described in this LOA.
9.4 Neither party hereto shall be considered in default in the performance of
its obligations hereunder to the extent that the performance of any such obligation is prevented
or delayed by unforeseen causes including acts of God, acts of a public enemy, and
government acts beyond the control and without fault or negligence of the affected party. Each
party hereto shall give notice promptly to the other of the nature and extent of any such
circumstances claimed to delay,hinder, or prevent performance of any obligations under this
LOA.
9.5 Project Sponsor shall comply with and insure that work performed
under this LOA is done in compliance with Federal Agency Regulations (FAR), Generally
Accepted Accounting Principles (GAAP), all applicable provisions of federal, state, and local
laws, statutes, ordinances, rules, regulations, and procedural requirements and the applicable
requirements and regulations of the Agency and LACMTA.
9.6 Project Sponsor shall not assign this LOA, or any part thereof,without
written consent and prior approval of the LACMTA Chief Executive Officer or his designee,
and any assignment without said consent shall be void and unenforceable.
Rev: 04.06.09 9 LOA Federal Agreement CMAQ RSTP
• FTIP#: LAF1605 CFP# F1605
PPNO: N/A LOA.P00F1605
9.7 This LOA shall be governed by California law. If any provision of this
LOA is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the
remaining provisions shall nevertheless continue in full force without being impaired or
invalidated in any way.
9.8 The terms of this LOA shall inure to the benefit of, and shall be binding
upon, each of the parties and their respective successors and assigns.
9.9 If any software/Intelligent Transportation Systems ("ITS") is developed
with the Funds and if Project Sponsor ceases to use the software/ITS for public purposes or
Project Sponsor sells, conveys, licenses or otherwise transfers the software/ITS, LACMTA
shall be entitled to a refund or credit, at LACMTA's sole option, equivalent to the amount of
the Funds spent developing the software/ITS. Such refund or credit shall not be required,
subject to LACMTA approval of the intended use, if Project Sponsor reinvests the proceeds
of such sale, conveyance, license or transfer into the Project to offset operating or systems
management costs.
9.10 If applicable, implementation of any ITS project shall be consistent
with the Regional ITS Architecture. ITS projects must comply with LACMTA's Countywide
ITS Policy and Procedures adopted by the LACMTA Board of Directors including the
submittal of a completed, signed self-certification form, in the form of Attachment F-1. (See
www.metro.net/projects_studies/call_projects/other_resources.htm for a copy of LACMTA's
Countywide ITS Policy and Procedures.)
9.11 If any parking facilities are designed and/or constructed using the
Funds, Project Sponsor shall coordinate with LACMTA parking program staff in the
planning, design and management of the facility and shall ensure that its implementation is
consistent with LACMTA-adopted parking policy. (For LACMTA's Parking Policy and contact
information, see www.metro.net/projects_studies/call_projects/other_resources.htm.)
9.12 Project Sponsor agrees that the disposal of property purchased with the
Funds shall be disposed of in accordance with the Agency's guidelines.
9.13 Notice will be given to the parties at the address specified in Part I,
unless otherwise notified in writing of change of address.
9.14 Project Sponsor in the performance of the work required by this LOA is
not a contractor nor an agent or employee of LACMTA. Project Sponsor attests to no
organizational or personal conflicts of interest and agrees to notify LACMTA immediately in
the event that a conflict, or the appearance thereof, arises. Project Sponsor shall not represent
itself as an agent or employee of LACMTA and shall have no powers to bind LACMTA in
contract or otherwise.
9.15 Project Sponsor shall notify LACMTA in advance of any key Project
staffing changes.
Rev: 04.06.09 10 LOA Federal Agreement CMAQ RSTP
ATTACHMENT A-PROJECT FUNDING
FTIP#:LAF1605 CFP#:F1605
PPNO: N/A FEDERAL GRANT AGREEMENT LOA. P00F1605
CFP#: F1605 PROJECT TITLE:PEDESTRIAN SAFE BUS STOP LINKAGE
PROJECT SPONSOR: CITY OF RANCHO PALOS VERDES
LETTER OF AGREEMENT NO: LOA.P00F1605
($in Actual Dollars)
(LACMTA Programmed Funding and Sponsors Match Only)
PROGRAMMED FUNDS FY 2007-08 FY 2008-09 FY 2009-10 FY 2010-11 FY 2011-12 FY 2012-13 BUDGET
LACMTA PROGRAMMED FUNDING:
Federal
(CMAQ)Congestion Mitigation and Air Quality Program 187,000 930,000 1,117,000 80.00%
Other: 1
-PA&ED
-PS&E
-R/W
-Construction
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GRANTEE/SPONSOR MATCH:
Grantee Funding Commitment(specify type)
City General Fund 46,750 232,500 279,250 20.00%
Prop A or C Local Return
Block Grant
Other
-PA&ED
-PS&E
-R/W
-Construction
Note:You can not match Federal with Federal
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TOTAL PROJECT FUNDING $233,750 $1,162,500 $1,396,250 100.0%
1,396,250
Rev:12.15.08 LOA Attachment A-Federal
• FTIP#: LAF1605 CFP#F1605
PPNO: (If applicable) LOA.P00F1605
ATTACHMENT C
SCOPE OF WORK
Pedestrian safe Bus Stop Linkage-City of Rancho Palos Verdes-F1605
The funds will be used for design and construction. This Project includes the construction
of sidewalk where currently a dirt path runs. This project consists of approximately
13,000 feet of sidewalk, comprising 51,000 square feet of PCC sidewalk and 31,000
square feet of landscaping on both east and west side of the Hawthorne Boulevard. The
improvement area is from Crest Road to Palos Verdes Drive West, linking 11 bus stops,
which are currently not served by a sidewalk and are generally inaccessible. The
objective of the project is to provide safe, all weather access for pedestrians.
Total Project Cost: _$1,396,250
Approved Funding _$1,117,000
General Funds: $279,250
Project Milestones
Mile stones Estimated Duration
Caltrans Approval (E-76) to solicit Six to 12 weeks
Requests for Proposal. Oct 2009 to 12 December 2009
Request for Proposal for Design and Three to four weeks
Construction Management Middle of December 2009 to January
2010
Award for the Design and Construction 30 days
Management End of February 2010
Environmental Clearances Six to Twelve weeks March 2010 to
May 2010
Design 10 to 15 months from June 2010 to
October 2011
Caltrans Approval for Construction Six to Twenty Weeks November 2011
to March 2012
Advertise/bid the project 30 plus days July 2012 to September
2012
Award the contract 90 days December 2012
Start to Finish the projects 120 days December 2012 to March
2013
LOA ATTACHMENT D
REPORTING & EXPENDITURE GUIDELINES
REPORTING PROCEDURES
• Quarterly Progress Report (Attachment D1) is required for all projects. The Grantee shall
be subject to and comply with all applicable requirements of the funding agency
regarding project-reporting requirements. In addition, Grantee will submit a quarterly
report to the LACMTA Project Manager. Please note that letters or other forms of
documentation may not be substituted for this form.
• The Quarterly Progress/Expenditure Report covers all activities related to the project and
lists all costs incurred. It is essential that Grantee provide complete and adequate
response to all the questions. The expenses listed must be supported by appropriate
documentation with a clear explanation of the purpose and relevance of each expense to
the project. Expenses must reflect the proportionate share of local match, including in-
kind, charged to the grant.
• In cases where there are no activities to report, or problems causing delays, clear
explanation, including actions to remedy the situation, must be provided.
• Grantees are required to track and report on the project schedule. LACMTA will monitor
the timely use of funds and delivery of projects. Project delay, if any, must be reported
each quarter. Projects not delivered in a timely manner will be reevaluated by LACMTA
as part of the annual Call for Projects Recertification process and the Funds may be
deobligated and reprogrammed by the LACMTA Board.
• The Quarterly Progress/Expenditure Report is due to the LACMTA as soon as possible
after the close of each quarter, but no later than the following dates for each fiscal year:
Quarter Report Due Date
July—September November 30
October- December February 28
January- March May 31
April - June August 31
Upon completion of the Project a final report that includes project's final evaluation must be
submitted.
Rev: 12.15.08 1 LOA Attachment D Admin. Guidelines
,
EXPENDITURE GUIDELINES
• Any activity or expense charged above and beyond the approved Scope-of-Work (LOA
Attachment C) is considered ineligible and will not be reimbursed by the LACMTA unless
prior written authorization has been granted by the LACMTA Chief Executive Officer or
his designee.
• Any expense charged to the grant or local match, including in-kind, must be clearly and
directly related to the project.
• Any activity or expense charged as local match cannot be applied to any other LACMTA-
funded or non-LACMTA-funded projects; activities or expenses related to a previously
funded project cannot be used as local match for the current project.
• Administrative cost is the ongoing expense incurred by the Grantee for the duration of
the project and for the direct benefit of the project as specified in the Scope-of-Work
(Attachment C). Examples of administrative costs are personnel, office supplies, and
equipment. As a condition for eligibility, all costs must be necessary for maintaining,
monitoring, coordinating, reporting and budgeting of the project. Additionally, expenses
must be reasonable and appropriate to the activities related to the project.
• LACMTA is not responsible for, and will not reimburse any costs incurred by the Grantee
prior to the execution of the LOA, unless written authorization has been granted by the
LACMTA Chief Executive Officer or her designee.
• The LOA is considered executed when the LACMTA Chief Executive Officer or her
designee signs the document.
DEFINITIONS
• Local Participation: Where local participation consists of"in-kind" contributions rather
than funds, the following contributions may be included:
o Costs incurred by a local jurisdiction to successfully complete the project. Examples
include engineering, design, rights-of-way purchase, and construction management
costs.
o Donations of land, building space, supplies, equipment, loaned equipment, or loaned
building space dedicated to the project.
o Donations of volunteer services dedicated to the project.
o A third-party contribution of services, land, building space, supplies or equipment
dedicated to the project.
• Allowable Cost: To be allowable, costs must be reasonable, recognized as ordinary and
necessary, consistent with established practices of the organization, and consistent with
industry standard of pay for work classification.
Rev: 12.15.08 2 LOA Attachment D Admin. Guidelines
,
• Excessive Cost: Any expense deemed "excessive" by LACMTA staff would be adjusted to
reflect a "reasonable and customary" level. For detail definition of"reasonable cost",
please refer to the Federal Register OMB Circulars A-87 Cost Principals for State and
Local Governments;and A-122 Cost Principals for Nonprofit Organizations.
• In-eligible Expenditures: Any activity or expense charged above and beyond the approved
Scope-of-Work is considered in eligible.
Rev: 12.15.08 3 LOA Attachment D Admin. Guidelines
Grantee To Complete
LACMTA LOA ATTACHMENT D1 LOA#
QUARTERLY PROGRESS REPORT Quarterly Report#
GRANTEES ARE REQUESTED TO MAIL THIS REPORT TO LACMTA PROJECT MANAGER
Please submit Quarterly Progress Report with 60 days after the close of each quarter
no later than November 30, February 28, May 31, and August 31.
SECTION 1: GENERAL INFORMATION
PROJECT TITLE:
LOA#:
QUARTERLY REPORT SUBMITTED FOR:
Fiscal Year: 2007-2008 2008-2009 2009-2010
2010-2011 2011-2012 2012-2013
Quarter: Q1: Jul - Sep Q2: Oct- Dec
Q3: Jan - Mar Q4: Apr-Jun
(Attach photos of key components & mileston
DATE SUBMITTED:
LACMTA MODAL CATEGORY:
Freeway RSTI Signal Synchronization
TDM Bikeway Pedestrian
Transit TEA
LACMTA Area Name:
Team Area Team:
Representative / Phone Number:
Project Mgr.
e-mail:
Contact Name:
Job Title:
Project Sponsor Department:
Contact / Project City/Agency:
Manager Mailing Address:
Phone Number:
e-mail:
SECTION 2: Quarterly PROGRESS REPORT
Rev: 12.15.08 1 LOA Attachment D1
1. Project-to-Date Expenditure
w
% of Project Budget
Expended to Date
% of Project Completion
2. PROJECT COMPLETION
A. Based on the comparison of the original and actual project milestone schedules above, project is
(select only one) :
On schedule per original LOA schedule Less than 12 months behind original sche
Between 12-24 months behind original schedule More than 24 months behind original sche
B. Was the project design started within 6 months of the date originally stated in the LOA?
Yes No Not Applicable
C. Was a construction contract or capital purchase executed within 9 months after completion of design
/specifications?
Yes No Not Applicable
3. TASKS / MILESTONES ACCOMPLISHED
List tasks or milestones accomplished and progress made this quarter.
Rev: 12.15.08 2 LOA Attachment D1
4. PROJECT DELAY
If project is delayed, describe reasons for delay(this quarter). Pay particular attention to
schedule delays. If delay is for the same reason as mentioned in previous quarters, please
indicate by writing "Same as Previous Quarter."
5. ACTION ITEMS TO RESOLVE DELAY
If the project is delayed (as described in #4), include action items that have been, or will be,
undertaken to resolve the delay.
I certify that I am the responsible Project Manager or fiscal officer and representative of
and that to the best of my knowledge and belief the inform;
stated in this report is true and correct.
Signature Date
Name Title
Rev: 12.15.08 3 LOA Attachment D1
ATTACHMENT E
Los Angeles Metropolitan Transportation Authority
2008 Federal Transportation Improvement Program ($000)
TIP 10 LAF'1605 Implementing Agency Rancho Palos Ver
SCAG RTP Project#: 1 N LO4 Project Title
PPNo: Pedestrian Safe Bus Stop Linkage. Linking 11 bus stops currently inaccessible because of lack of
sidewalks on both the East and West Side of Hawthorne Blvd.from Crest Rd.to Palos Verdes Dr. South
EA Number (about 13,000')
SCAG Model#:
Project Description
System Route Postmile Pedestrian Safe Bus Stop Linkage. Linking 11 bus stops currently inaccessible because of lack of
Transit sidewalks on both the East and West Side of Hawthorne Blvd.from Crest Rd.to Palos Verdes Dr.
Program Code South(about 13,000')
NCR27-PEDESTRIAN FACILITIES-UPGRADE Fund Engineering Right of Way Construction Total
Enviromental Document 10/11 CMAQ-Congestion Mitigation Air Quality $40 $147 $187
CATEGORICALLY EXEMPT- 11/01/2007 11/12 CMAQ-Congestion Mitigation Air Quality $1.077 $1,077
Conformity Category 09/10 CITY-City Funds $25 $115 $140
10/11 TCM CITY-City Funds $25 $115 $140
Air Basin $90 $0 $1,454 $1,544
SCAB
Project Completion Date
I 12/09/2013
Current Impementation Status
No Project Activity-10/09/2007
Project Manager
Jim Bell-(310)544-5252
Last Modified By
Herman S. J. Cheng on 03/06/2008
Change Reason:
New project
Narative:
last Ri4vised Adoption 0$-00-APPROVED Total Cost $1,544
SCAG Denied-data verification
•
Tuesday,October 20,2009
FTIP#: LAF1605 CFP#F1605
PPNO: N/A LOA.POOF1605
ATTACHMENT F
LIST OF DOCUMENTS TO BE SUBMITTED TO CALTRANS
(FOR FEDERAL FUNDED PROJECTS)
NOTE: Refer to the Local Assistance Procedure Manual (LAPM) for the Exhibits.
Request for Authorization for Preliminary Engineering (PE)
1. Copy of approved FTIP sheet.
2. Copy of LOA with LACMTA (only if RSTP, CMAQ, or Federal STIP funds are involved).
3. Field Review Form— Exhibit 7-B.
4. Preliminary Environmental Study Form (PES) — Exhibit 6-A.
5. A field review should be conducted at this stage and then the remaining documents
could be submitted. During the field review all issues of the project such as
Environmental& Right-of-Way (R/W) should be identified and addressed.
6. Request for Authorization to Proceed with PE— Exhibit 3-A.
7. Request for Authorization— Data Sheets—Exhibit 3-G.
8. Local Programs Agreement— Exhibit 4-A (only if the agency plans to begin invoicing for
PE Phase prior to contract award).
NOTE: The portion of PE work done prior to authorization is ineligible for federal
participation. The Master Agreement (if needed), Supplemental Agreement and PR2 will be
initiated upon receiving Exhibit 4-A. Invoices will be accepted only after execution of all of
these agreements. Caltrans Encroachment permit must be obtained before the Request to
Proceed with Construction Phase if Caltrans R/W is involved.
Request for Authorization for Utility Relocation
1. Request for Authorization to Proceed with Utility Relocation— Exhibit 3-L.
2. Completed Project Prefix Checklist—Exhibit 3-E (if previously not submitted).
3. Finance Letter—Exhibit 3-F.
4. Request for Authorization— Data Sheets—Exhibit 3-G.
S. Local Programs Agreement Checklist— Exhibit 4-A (if not submitted previously).
G. Approved Environmental Document. (After the authorization, the following documents
should be submitted).
7. Request for Specific Authorization: See Exhibit 14-A. (Utility relocation work can
commence only after the approval of Specific Authorization).
8. Fully executed Utility Agreement.
Rev: 12.15.08 1 LOA Attachment F Caltrans Document List
1 FTI P#: LAF 1605 CFP#F1605
PPNO: N/A LOA.P00F1605
Request for Authorization for R/W Phase
1. Request for Authorization to Proceed with R/W—Exhibit 3-B.
2. Completed Project Prefix Checklist—Exhibit 3-E (if previously not submitted).
3. Finance Letter—Exhibit 3-F.
4. Request for Authorization— Data Sheets —Exhibit 3-G.
5. Local Programs Agreement Checklist— Exhibit 4-A (if not submitted previously).
6. Approved Environmental Document (if not submitted previously.
Request for Authorization for Construction
1. Environmental Clearance Document.
2. R/W Certification— LAPM, Chapter 13.
3. PS&E Certification— Exhibit 12-C.
4. PS&E Checklist— Exhibit 12-D.
5. Request for Authorization to Proceed with Construction— Exhibit 3-C.
6. Project Prefix Checklist— Exhibit 3-E (if not previously submitted).
7. Preliminary Estimate.
8. Finance Letter— Exhibit 3-F.
9. Request for Authorization—Data Sheets— Exhibit 3-G.
10. Local Programs Agreement— Exhibit 4-A.
NOTE: The Local Agency shall not advertise the project until they receive the authorization
to proceed with construction. Every local agency must also have Quality Assurance Program
(QAP) — LAPM, Chapter 16.14, before advancing to Construction Phase. After a Program
Supplemental Agreement, Exhibit 4-A, which includes all the phases of the project, will be
mailed to the Local Agency.
Rev: 12.15.08 2 LOA Attachment F Caltrans Document List