LACMTA No. LOA.P000F1506 (2009) •
•
Los Angeles County One Gateway Plaza 213.922.2000 Tel
Metropolitan Transportation Authority Los Angeles,CA 90012-2952 metro.net
Metro
TIP#:LAF 1506 CFP#F1506
PPNO: N/A LOA.P000F1506
November 24, 2008
City of Rancho Palos Verdes
30940 Hawthorne Blvd.
Rancho Palos Verdes, CA 90275
Attn: James 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 Bike Compatible
Roadway Safety and Linkage on Palos Verdes Drive South—LACMTA Call for Projects ID#
F1506, TIP#LAF1506, (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 -Reporting&Expenditure Guidelines,Attachment D1 -Quarterly
Progress Report,Attachment E- Federal Transportation Improvement Program (FTIP) Sheet,
Attachment F- Special Conditions for the Project, Attachment G-Federal-Aid Project
Implementation Procedures.
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1110 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,
Roger Snoble
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: By:
:ell Larry C k
'ublic Works Director Mayor
Date: aefewL. 3 ° 2,saca Date:
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1110 CALL FOR PROJECTS
LETTER OF AGREEMENT
PART I
SPECIFIC TERMS OF THE LOA
1. Title of the Project(the "Project"): Bike Compatible Roadway Safety and Linkage on Palos
Verdes Drive South-LACMTA Call for Projects ID#F1506,TIP#LAF 1506.
2. Amount of Funds Programmed(the "Funds"): LACMTA Board of Directors' action of
September 27, 2007,programmed$630,000(the"Funds")to Project Sponsor for the
Project. The LACMTA funding plan reflects the programming of Funds over 2 years,
Fiscal Years (FY)2008-09, FY 2010-11. LACMTA Board of Directors' action recertified
the Funds for FY 2008-09 only in the amount of$56,000. 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 CALTRANS.
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 to this LOA 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 TIP document. The FTIP
PROJECT SHEET(PDF) can be found in ProgramMetro (The Los Angeles Transportation
Improvement Program (TIP)database)under the reports section at http://program.metro.net.
All projects that receive funding through the LACMTA Call For Projects must be
programmed into the TIP as the TIP 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 Project as necessary during a scheduled
TIP amendment or adoption. Project Sponsor will be notified of amendments and
4111/ adoptions to the TIP via e-mail. Changes to the TIP through ProgramMetro should be made
as soon as possible after Project Sponsor is aware of any changes to the Project,but no later
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411 than October 1 of the year the change or update is made. 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. Special Conditions for the Project, if any, are attached to this LOA as Attachment F.
8. 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.
9. LACMTA's Address:
Los Angeles County Metropolitan Transportation Authority
One Gateway Plaza
Los Angeles,CA 90012
Attention: Kathleen McCune(MS: 99-22-3)
mccunek@metro.net
10. Project Sponsor's Address:
City of Rancho Palos Verdes
30940 Hawthorne Blvd.
• Rancho Palos Verdes, CA 90275
Attention: James Bell
publicworks@rpv.com
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IIPART 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.
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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.
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• 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 Transportation Improvement Program ("TIP")No., Expenditure Authorization
("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.
5.5 The programming of the Funds does not imply nor obligate any future
410 funding commitment on the part of LACMTA or the Agency.
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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 2008-09
are subject to lapse on June 30,2011. All funds programmed for FY
2010-11 are subject to lapse on June 30, 2013.
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 H, 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 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
41111 agrees to secure and provide such additional non-LACMTA programmed funds necessary to
complete the Project.
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• 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 LACMTA"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.
•
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• 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.
• 9.7 This LOA shall be governed by California law. If any provision of this LOA
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0 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.
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
I) and management of the facility and shall ensure that its implementation is consistent with
LACMTA-adopted parking policy.
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.
•
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•
ATTACHMENT A - OJECT FUNDING
TIP#: LAF1506 CFP#: F1506
PPNO: N/A FEDERAL GRANT AGREEMENT LOA. P000F1506
CFP# F1506 PROJECT TITLE: Bike Compatible Roadway Safety and Linkage on Palos Verdes Drive South
GRANTEE/ PROJECT SPONSOR: City of Rancho Palos Verdes
LETTER OF AGREEMENT NO: LOA.P000F1506
($ in Actual Dollars)
(LACMTA Programmed Funding and Sponsors Match Only)
t.
PROGRAMMED ;'1':0;'08 FY 2000-09 FY
FUNDS
., .:s. y' FY 2011-12 � 012-1_31, -
•
LACMTA PROGRAMMED FUNDING:
Federal
(CMAQ)Congestion Mitigation and Air Quality Program
-PA& ED
-PS&E 56,000 56,000 7.1%
-RAN
-Construction 574,000 574,000 72.8%
LACMTA SUBTOTAL 630,000 79.9%
GRANTEE/SPONSOR MATCH:
Grantee Funding Commitment(specify type)
City General Fund
-PA& ED •
-PS&E 14,000 14,000 1.8%
-R/W
-Construction 144,000 144,000 18.3%
Note:You can not match Federal with Federal
GRANTEE ! PROJECT SPONSOR MATCH SUBTOTAL 158,000 20.1%
TOTAL PROJECT FUNDING $70,000 $718,000 $788,000 100.0%
788,000
Rev:08.06.08 LOA Attachment A-Federal
411/
Attachment C
Scope of Work
• Bike Compatible Roadway Safety and Linkage on Palos Verdes Dr South # F1506
LOCATION
The Bike Compatible Roadway Safety and Linkage on Palos Verdes Drive South is located in the City of
Rancho Palos Verdes, on Palos Verdes Drive South from Narcissa Drive and ending at Schooner Drive as
shown on the attached vicinity map. This is an east-west corridor of travel. The right-of-way is owned by
the City of Rancho Palos Verdes.
PROJECT DESCRIPTION
The Bike Compatible Roadway Safety and Linkage on Palos Verdes Drive South, consists of the design
and construction of a 5-foot wide bicycle facility constructed as part of the roadway linkage, on each side
of the public right-of-way for a length of 1.3 miles and will include an unpaved shoulder for emergency
use. The Bike Compatible Roadway Safety and Linkage on Palos Verdes Drive South will be 5 feet wide
on both sides of the right of way. This Project includes grading, signage (share the road and bike route
designations), striping, removal of half round CMP (corrugated metal pipe) and paving. The project is
part of the Palos Verdes Peninsula Regional Bikeway network connecting the City of Rancho Palos
Verdes to the City of Palos Verdes Estates and the City of San Pedro. Destinations and activity centers
are: Trump National Golf Course, Point Vicente Interpretive Center, Abalone Cove, Shoreline Park and
Portuguese Bend Preserve.
This Bike Compatible Roadway will be a link on the existing bike route along Palos Verdes Drive South,
between Narcissa Dr and Schooner Dr. The above mentioned activity centers are along the road and are
accessible to cyclists and motorist.
The Design, Preparation of Plans, Specifications and Estimates (PS&E) will be completed in accordance
with Federal, State and Metro standards. The design of the bikeways will be in conformance with:
MUTCD, California MUTCD Supplement, State of California Department of Transportation Highway
Design Manual on Bikeway Facilities (Chapter 1000); the Federal Americans with Disabilities Act
(ADA); and MTA Rights-of-Way Preservation Guidelines.
The City of Rancho Palos Verdes has responsibility for the following milestones:
Milestones for Project Tracking Begin Date End Date Duration
(months)
Execute LOA, Caltrans Field Review, Caltrans Authorization 11/2008 03/2010 16
to Proceed. Environmental Review.
Preliminary Design 03/2010 11/2010 8
Acquisition (if applies) N/A N/A 0
Bid package (final design, specifications, cost estimate) 12/2010 05/2011 6
Advertise/award construction contract 11/2011 01/2012 2
Construction 01/2012 07/2012 6
Project completion report (final invoices &report) 08/2012 12/2012 4
LOA Expiration Date 06/2013 06/2013 0
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Page 1 of 3
- 0 •
Attachment C
Scope of Work
illBike Compatible Roadway Safety and Linkage on Palos Verdes Dr South # F1506
Detailed Schedule*
Task Begin End Duration
Schedule sequentially Month 1 Year Month/Year (months)
• Develop LOA Attachments w/Metro 11/2008 02/2009 3
• Sponsor& Metro CEO signs LOA 02/20091 03/2009 1
au • Schedule & Conduct Field Review with Caltrans (Metro 03/2009 06/2009 3
u) attends)
a • Submit to Caltrans: "Request for Authorization to Proceed
To with Preliminary Engineering," executed LOA, Request for Concurrent
dAuthorization Data Sheet, Local programs Agreement(See w/ Field
E Local Assistance Procedures Manual for required forms). Review
o
-` Copies to Metro Project Manager.
—y • CTC (California Transportation Committee approves)
w • Environmental Clearance/Preliminary Engineering 06/2009 03/2010 9
• Submit paperwork to Caltrans for Authorization for Design 03/2010 08/2010 5
• CTC (California Transportation Committee approves) 08/2010 11/2010 3
0 • Caltrans must issue Notice to Proceed/Program 11/2010 12/2010 1
t Supplement Agreement E76 before starting design
a. • Design _ 12/2010 05/2011 6
0) • Acquisition Needs Authorization to Proceed (See Local N/A N/A N/A
0 ,,,„ , Assistance Procedures Manual for required forms). if
O applies. ,
• License Agreement w/MTA(if on Metro R/W) N/A N/A N/A
• Right of Way Certification (Local Ass't Manual)
• Permit applications (Local Ass't Manual)
• Complete all pieces of PS&E/Bid Package 05/2011 06/2011 1
• Submit to Caltrans: "Request for Authorization to Proceed 06/2011 09/2011 3
with Construction" and all required documents (See Local
u) Assistance Procedures Manual for required forms).
a • CTC (California Transportation Committee approves)
c • Caltrans must issue Notice to Proceed/Program 09/2011 12/2011 3
:.r Supplement Agreement E76 before advertising to bid (2-6
mos) (See Local Assistance Procedures Manual for
crequired forms).
o • Advertise Bid &Award Construction Contract 12/2011 01/2012 1
V
• Construction 01/2012 07/2012 6
Fv-- • Report of Completion (See Local Assistance Procedures 08/2012 12/2012 4
O Manual for required forms).
Contact Caltrans District Office before proceeding with any of the steps and to be reimbursed.
Refer to CTC schedule in developing project schedule.
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Attachment C
Scope of Work
• Bike Compatible Roadway Safety and Linkage on Palos Verdes Dr South # F1506
ESTIMATED PROJECT COSTS:
Item # Item Description Quantity Unit Unit Cost Total Cost
1. Project Design 1 LS $51,270.23 $51,270.23
2. Construction Survey 1 LS $25,364.00 $25,364.00
3. Project Management/Construction Management 1 LS $44,861.46 $44,861.46
4. Inspection 1 LS $25,635.11 $25,635.11
Design Subtotal $147,130.80
5. Construction
5.1. Mobilization (5% Max) 1 LS $31,705.00 $31,705.00
5.2. Construction Area Signs 1 LS $6,341.00 $6,341.00
5.3. Traffic Control, Work Area Safety, and Project Phasing 1 LS $38,046.00 $38,046.00
5.4. Remove Existing AC Curb 13,636 LF $6.34 $86,452.24
5.5. Unclassified Excavation and Import Fill 1 LS $76,000.92 $76,000.92
5.6. Grading 1 LS $31,705.00 $31,705.00
5.7. AC Pavement 1500 TN $152.18 $228,270.00
5.8. Adjust Utility Access Cover to Grade 15 EA $317.05 $4,762.50
5.9. Relocate Existing Traffic Signs 10 EA $317.05 $3,170.50
5.10.Traffic Signs, Striping, and Marking 1 LS $12,682.00 $12,682.00
• 5.11.Removal and backfill of Half Round CMP Piping 1 LS $38,046.00 $38,046.00
5.12.Construction Contingency 15% $83,688.04
Construction Subtotal $640,869.20
Grand Total (Design and Construction) $788,000.00
•
Page 3 of 3
•
411 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 dear 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, dear
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.
•
4111
Rev: 08.06.08 1 LOA Attachment D Admin.Guidelines
•
111111 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 dearly 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: 08.06.08 2 LOA Attachment D Admin.Guidelines
.
0 9
•
• 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.
•
III
Rev: 08.06.08 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 & milestones)
DATE SUBMITTED:
LACMTA MODAL CATEGORY:
Freeway RSTI Signal Synchronization
TDM Bikeway Pedestrian
Transit TEA
Name:
LACMTA Area Team Area Team:
Representative /
Project Mgr. Phone Number:
e-mail:
Contact Name:
Job Title:
Project Sponsor Department:
Contact/ Project City/Agency:
Manager
Mailing Address:
Phone Number:
e-mail:
Rev: 08.06.08 1 LOA Attachment D1
,
0 0
•
SECTION 2: Quarterly PROGRESS REPORT
1. Project-to-Date Expenditure
% 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 MOU schedule Less than 12 months behind original schedule
Between 12-24 months behind original schedule More than 24 months behind original schedule
0 B. Was the project design started within 6 months of the date originally stated in the MOU?
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: 08.06.08 2 LOA Attachment D1
•
1110 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 information
stated in this report is true and correct.
Signature Date
Name Title
•
Rev: 08.06.08 3 LOA Attachment D1
Attac nt E
• •
Los Angeles Metropolitan Transportation Authority
2008 Federal Transportation Improvement Program ($000)
TIP ID LAF1506 Implementing Agency Rancho Palos Ver
SCAG RTP Project#: Project Title
Bike Compatible Rdwy Safety and Linkage on Palos Verdes Dr.The Project will have a Class II bike lane
PPNO:
on both sides of Palos Verdes Drive South, with an unpaved shoulder for emergency use.
EA Number.
Project Description
SCAG Model#: Bike Compatible Rdwy Safety and Linkage on Palos Verdes Dr. The Project will have a Class II bike
System Route Postmile lane on both sides of Palos Verdes Drive South,with an unpaved shoulder for emergency use.
Local Hwy Fund Engineering Right of Way Construction Total
Program Code 10/11 CMAQ-Congestion Mitigation Air Quality $56 $56
NCR26-BICYCLE FACILITY-NEW 11/12 CMAQ-Congestion Mitigation Air Quality $574 $574
08/09 CITY-City Funds $14 $14
Enviromental Document •
CATEGORICALLY EXEMPT- 11/01/2007 09/10 CITY-City Funds $144 $144
Conformity Category $70 $0 $718 $788
TCM
Air Basin
SCAB
Project Completion Date
10/09/2014
Current Impementation Status
No Project Activity- 10/09/2007
Project Manager
Jim Bell-(310)544-5252
Last Modified By
Herman S. J. Cheng on 02/07/2008
Change Reason:
New project
Narative: Total Cost $788
Last Revised Adoption 08-00-SCAG PENDING
Monday,November 24,2008
0 0
TIP#: LAF1506 CFP#F1506
PPNO: N/A LOA.P000F1506
ill
ATTACHMENT F
Special Conditions for Bikeway Projects
1. Maintenance Agreement: The Project Sponsor shall maintain all bikeway and
landscaping improvements for the life of the project at its expense. The Project
Sponsor shall implement a Pavement Management System (PMS) for Class I
bikeways within its jurisdiction.
2. Submittals to Caltrans: The Project Sponsor shall comply with all Grant obligations,
including without limitations, preparing and meeting all Caltrans requirements for
federally funded projects.
3. Community Concerns: The Project Sponsor shall be responsible for addressing any
community concerns and questions relating to the bikeway or landscaping and
maintenance, relocation or removal of same.
4. Life of Project: The project shall be designated for bicycle use for a minimum of 20
years after completion of construction to comply with TEA guidelines.
ill
4110
Rev: 01.16.08 1 MOU Attachment G Special Conditions
t !
TIP#: LAF1506 CFP#F1506
PPNO: N/A LOA.P000F1506
41110 Attachment G
FEDERAL-AID PROJECT IMPLEMENTATION PROCEDURES
http://www.dot.ca.gov/hq/LocalPrograms/
Note: The following documents are to be submitted. However, local
agencies are recommended to refer to the Local Assistance Procedures
Manual (LAPM) and Local Assistance Program Guidelines (LAPG) for
further information and updates.
Request to Initiate a Federally Funded Project
1. Copy of Approved FTIP sheet
2. Copy of MOU or LOA with LACMTA (for TEA projects).
3. Field Review Form (Exhibit 7B of LAPM)
4. Preliminary Environmental Assessment Form (PES) (Exhibit 6A of LAPM)
Note: Caltrans District Local Assistance will then create federal-aid project and
Expenditure Authorization numbers. Also, every agency must have the approval of
Exhibit 9-B of LAPG (DBE Annual Submittal Form) in order to request for
• authorization of federal funds.
Request for CTC's Allocation(for STIP projects only)
1. Evidence of TE eligibility from TEA Coordinator (for TEA projects only)
2. Project Nomination Fact and Funding Sheet (Exhibit 23-G of LAPG)
3. Finance Letter (Exhibit 23-D of LAPG)
4. Request for Funding Allocation (Exhibit 23-0 of LAPG)
5. Funding Allocation Checklist (Exhibit 23-N of LAPG)
G. Environmental Clearance Document (NEPA and CEQA) for Design and
Construction phases but not Environmental Process phase
7. Copy of the current FTIP
Request for Authorization for Preliminary Engineering (PE)
1. Request for Authorization to Proceed with PE (Exhibit 3A of LAPM)
2. Request for Authorization Data sheets (Exhibit 3E of LAPM)
3. Project Prefix Checklist (Exhibit 3L of LAPM))
4. Finance Letter (Exhibit 30 of LAPM))
5. Environmental Clearance Document (NEPA) for Design phase not the
Environmental Process phase
Note: The portion of PE work done prior to authorization is ineligible for federal
411 participation. The Master Agreement (if needed) and the Supplemental Agreement
will be prepared upon authorization of the project. Invoices will be accepted only
1
TIP#: LAF1506 CFP#F1506
PPNO: N/A LOA.P000F1506
• after execution of all these agreements. If project is whithin State Right of Way,
Caltrans Encroachment permit must be obtained before the Request to Proceed with
Construction and in some cases,before the Request to Proceed with PE,when a
"survey"type permit may be required.
Request for Authorization for Right of Way(R/W)
1. Request for Authorization to Proceed with R/W (Exhibit 3B of LAPM)
2. Project Prefix Checklist (Exhibit 3L of LAPM)
3. Finance Letter (Exhibit 30 of LAPM)
4. Request for Authorization Data Sheets (Exhibit 3E of LAPM)
5. Approved Environmental Document (if not previously submitted)
Request for Authorization for Utility Relocation
1. Request for Authorization to Proceed with Utility Relocation (Exhibit
3C of LAPM)
2. Project Prefix Checklist (Exhibit 3L of LAPM)
3. Finance Letter (Exhibit 30 of LAPM)
4. Request for Authorization Data Sheets (Exhibit 3E of LAPM)
5. Approved Environmental Document (if not previously submitted)
6. Request for Specific Authorization (Exhibit 14K of LAPM)
7. Fully Executed Utility Agreement
•
Request for Authorization to Proceed with Construction
1. Approved Environmental Document (if not previously submitted)
2. R/W Certification (LAPM Chapter 13 of LAPM)
3. PS&E Certification (Exhibit 12C of LAPM)
4. PS&E Checklist (Exhibit 12D of LAPM)
5. Request for Authorization to Proceed with Construction (Exhibit 3D of
LAPM)
6. Project Prefix Checklist (Exhibit 3L of LAPM) (if not previously submitted)
7. Preliminary Engineer's Estimate
8. Finance Letter (Exhibit 30 of LAPM)
9. Request for Authorization Data Sheets (Exhibit 3E of LAPM)
10. Local Agency Construction Contract Administration Checklist (Exhibit
15A of LAPM
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 the
Construction Phase.
•
2
TIP#: LAF1506 CFP#F1506
PPNO: N/A LOA.P000F1506
Advertise and Award Project
1. Date work is scheduled to start
2. Resident Engineer Contract Administration Checklist (Exhibit 15B of
LAPM)
3. Local Agency Project Advertise Checklist (Exhibit 15C of LAPM)
4. Bid Tabulation Summary Sheet (Exhibit 15D of LAPM)
5. National Highway System Bid Tabulation Data (Exhibit 15E of LAPM)
6. Bid Price Data (Exhibit 15F of LAPM)
7. Local agency Bidder DBE Information (Exhibit 15G of LAPM)
8. Local Agency Contract Award Checklist (Exhibit 15L of LAPM)
9. Detail Estimate and Detail Summary (Exhibit 15M of LAPM)
10. Local Programs Agreement Checklist (Exhibit 4A of LAPM)
11. Finance Letter (Exhibit 15N of LAPM)
12. As Advertised PS&E with all Addenda, if any
13. Copy of executed contract
14. List of contractor's material source
Note: Local Agency may start to invoice Caltrans after Program Supplement is
executed and work has already started. The progress invoices are sent directly to
Caltrans Accounting Services in Sacramento. Final Invoices are sent to the Office of
Local Assistance in Los Angeles. (LAPM, Chapter 5).
41111
Completion
letion
P
1. Cover Letter and Report of Expenditures Checklist (Exhibit 17A of LAPM)
2. Final Inspection of Federal Aid Projects (Exhibit 17B of LAPM)
3. Final Inspection Form (Exhibit 17C of LAPM)
4. Final Invoice (Exhibit 17D of LAPM)
S. Final Detail Estimate (Exhibit 15M of LAPM)
6. Change Order Summary (Exhibit 17E of LAPM)
7. Date of Completion
8. Liquidated Damages and Contractor's Claim (LAPM, Chapter 16)
9. Final Report, Utilization of DBE and WBE (Exhibit 17F of LAPM)
10. Materials Certificate (Exhibit 17G of LAPM)
11. Form FHWA-47 (Exhibit 17H of LAPM)
12. Cover Letter and Report of Completion of Structures on Local Streets and
Roads, if applicable, (Exhibit 17I/J of LAPM)
13. Report of Completion of Right of Way Expenditures, if applicable, (Exhibit
17K of LAPM)
14. DBE Certification Status (Exhibit 17-0 of LAPM)
110
3