CC SR 20200721 E - HSIP Guardrail Project
CITY COUNCIL MEETING DATE: 07/21/2020
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA TITLE:
Consideration and possible action to apply for a Highway Safety Improvement Program
(HSIP) grant for guardrail improvements.
RECOMMENDED COUNCIL ACTION:
(1) Authorize Staff to apply for an HSIP grant to fund the Palos Verdes Drive East
Guard Rail Project; and,
(2) Authorize Blais & Associates to prepare the HSIP grant application, on behalf of
the City, for the Palos Verdes Drive East Guard Rail Project at a cost not to
exceed $7,232.50.
FISCAL IMPACT: $7,232.50.
Amount Budgeted: $50,000
Additional Appropriation: N/A
Account Number(s): 101-400-2999-5101
(General Fund - Non-Department-Prof’l Services)
ORIGINATED BY: Charles Eder, PE, Senior Engineer
REVIEWED BY: Elias Sassoon, PE, Director of Public Works
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Blais & Associates, Inc. Proposal (page A-1)
BACKGROUND AND DISCUSSION:
HSIP - Palos Verdes Drive East Guardrail Replacement Project
In May, Staff was informed of a potential grant funding opportunity through the federal
HSIP. The HSIP program is administered by the California Department of
Transportation (Caltrans) and supports its mission to “achieve a significant reduction in
traffic fatalities and serious injuries on all public roads, including non-state-owned public
1
roads.” HSIP funds are eligible for work on any public road or publicly-owned bicycle or
pedestrian pathway or trail that improves the safety for its users.
Caltrans is currently accepting project applications for the HSIP program’s latest cycle,
Cycle 10, with applications due September 4, 2020. The grant application has a per-
project limit of $1 million and requires the submission of several items, including, but not
limited to:
an engineer’s checklist
a vicinity/location map
project maps/plans
pictures of existing conditions
an HSIP analyzer form
additional narration, documentation, or letters of support.
At this time, if awarded, the grant requires the submittal of a prevailing wage report and
the completion of all phases of the project within three years which is typical for HSIP
grants. Any other additional requirements for this specific grant would be brought to the
City Council if the City’s application were accepted, as well as a resolution accepting the
grant.
The program lists four types of “set aside” projects for certain safety countermeasures
or improvements for common roadway safety concerns:
1. set-aside for guardrail projects
2. set-aside for pedestrian crossing enhancement;
3. set-aside for installing edgelines
4. set-aside for tribes (these types of projects do not require any local match)
Based on the above, Public Works Staff identified a guardrail repair project along Palos
Verdes Drive East (PVDE) as a potential candidate for this grant opportunity. The PVDE
Guardrail Project is fully eligible for this funding. The scope of work for this project
consists of installing and repairing damaged guardrail at various locations along PVDE.
The project is estimated at approximately $950,000, including design, construction, and
inspection. One hundred percent of the total project cost would be covered by HSIP
funds. This proposed project is not currently on the City’s approved Capital
Improvement Program list.
Authorize Blais & Associates to Prepare the HSIP Grant Application
Staff recommends the City Council authorize Blais & Associates to prepare the
application and supporting documents to apply for this competitive grant. Due to the
competitive nature of the grant, Staff believes that Blais & Associates’ successful grant-
writing skills will enhance the City’s chances of obtaining this grant. The proposed
preparation cost is $7,232.50. This proposal, including the scope of work, is included in
this report as Attachment A. The City Council’s approved Professional Services
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Agreement with Blais & Associates includes a sub-budget of $39,165 for grant-writing
services. To date, none of this sub-budget has been utilized.
ALTERNATIVES:
In addition to the Staff recommendations, the following alternative action is available for
the City Council’s consideration:
1. Do not authorized Staff and Blais & Associates to apply for this grant.
3
Quote Prepared by:
Andrea Owen
(949) 525-5674
aowen@blaisassoc.com
7545 Irvine Center Drive
Irvine Business Center, Suite 200
Irvine, CA 92618
www.blaisassoc.com
Client Name Rancho Palos Verdes
Client Contact Megan Barnes, Senior Administrative Analyst
Copy
Copy
Grant Program / Proposal
Proposal Due
Project Name (if known)
Date Prepared
Grant/Revenue Potential
Grant Development Cost
Cost to Develop Grant as % of Revenue Potential
Hourly Rate
Hours Cost
5 525.00$
2 210.00$
10 1,050.00$
2 210.00$
0 -$
4 420.00$
1 105.00$
0.5 52.50$
5 525.00$
0 -$
Grant Development Quote
Caltrans Highway Safety Improvement Program (HSIP), Cycle 10
June 16, 2020
September 4, 2020 (submit electronically by midnight)
PVDE Guardrail Set Aside
Preliminary Analysis Work (review solicitation, create checklist & timeline, prepare for and lead a kick-off conference call,
establish internal e-file system, attend to follow-up action items, prepare grant narrative template)
Route Engineer's Checklist to Client for review and signature. Must be signed by a licensed Engineer.
Vicinity Map/Location Map - labor hours estimated based on multiple locations (assumed)
The application reviewers and the Program Managers must be able to quickly pinpoint the project's location in the state and local
agency. This map needs to show where the project is located within the overall agency. It is not intended to show the specific
project limits.
Section I. Basic Project Information (includes time for research for various questions)
Section V. Implementation Schedule (Client will assist with timing; B&A will format/insert)
Section III. Project Cost Estimate (Client will complete the Detailed Engineer's Estimate and Cost Breakdown by Countermeasure);
B&A will develop Section III in application form
Project Maps/Plans Showing Existing and Proposed Conditions
a) These plans need to show the limits of the proposed improvements and that the proposed improvements are technically
feasible and design standard are expected to be met including: lane widths, turning movements, lane transitions/off-sets sight
distance, etc.
b) The application reviewers must be able to confirm whether the proposed improvements fall within the existing right-of-way or
they require new right-of-way acquisition. If the project encroaches on right-of-way of State Highway System, railroad or other
agencies, include a copy of an email or letter of support from the owner.
For NON-BCR Projects: QUOTE ASSUMES CLIENT WILL PROVIDE THE FOLLOWING ENGINEERING DIAGRAM(S)
a. Be to a scale which allows the visual verification of the overall project limits
b. Show the full scope of the proposed project, including any non-safety construction items
For BCR Projects: QUOTE ASSUMES CLIENT WILL PROVIDE THE FOLLOWING ENGINEERING DIAGRAM(S)
a. Be to a scale which allows the visual verification of the overall project limits and the construction limits of each safety
countermeasure (CM) included in the application’s BCR
b. Show the full scope of the proposed project, including any non-safety construction items
c. Show the “Influence Area” for each safety CM included in the application’s BCR
d. Show all changes to existing lanes and shoulder widths. Label the proposed widths
e. Show limits of all roadway excavation/demolition
f. Show agency’s right of way (ROW) lines. (Also show ROW of the State, Railroad, and all other government agencies)
Section II. Narrative Questions (five total questions, each answer is limited to 5,000 characters). Hours quoted includes time for
research and consultation with Client.
Section IV. Conduct the Benefit/Cost Ratio Calculations with collision data obtained from TIMS and/or local police department
statistics (time includes research). NOT APPLICABLE FOR SET-ASIDE APPLICATIONS.
HSIP Analyzer Form (required for non-BCR projects too). The detailed Engineer's Estimate is located in this Form.
Activity
To be determined
$105
$7,232.50
To be determined
RPV: HSIP Set-Aside 6/16/2020 1 of 3A-1
Quote Prepared by:
Andrea Owen
(949) 525-5674
aowen@blaisassoc.com
7545 Irvine Center Drive
Irvine Business Center, Suite 200
Irvine, CA 92618
www.blaisassoc.com
0 -$
2 210.00$
2 210.00$
2 210.00$
2 210.00$
0 -$
3 315.00$
8 840.00$
20 2,100.00$
68.5 7,192.50$
40.00$ 40.00$
-$ -$
-$ -$
40.00$ 40.00$
7,232.50$ 7,232.50$
Coordinate with Client and Submission. Conference calls, email correspondence, technical questions, verbal interviews, etc.;
prepare and provide 80% draft and 100% final for Client review and feedback; internal strategy meetings and quality control;
incorporate edits from client and formatting attachments; coordinate submission of proposal and create final files for Client's
permanent record-keeping
Please see "notes and assumptions."
GRAND TOTAL
Subtotal Direct Costs Per Application
Reproduction (not applicable; this is an electronic submission)
Express Delivery Mail or Courier Services
Direct Costs (charged at cost, no mark-up)
Subtotal Labor Hours Per Application
Work performed by B&A that is outside of the scope of this estimate will be billed at $105 per hour.
Warrant Studies, if applicable (Client will provided, if applicable).
Required if the project includes new installation of certain traffic control devices (e.g., traffic signals, pedestrian signals, etc.). If
yes, Traffic Signal Warrant 4, 5 and/or 7 must be met (CA MUTCD Chapter 4C).
Collision Diagram (shown separately or combined) (be to scale with crash locations accurately plotted; reveal collision patterns
necessary to justify countermeasure; influence area for each countermeasure is shown separately on the diagrams; all crashes
included in B/C are clearly shown within the influence area of that countermeasure; totals for each location and/or
countermeasure are shown with crashes segregated based on crash severity; totals shown match the totals shown in the Collision
List and Collision Summary)
Work on the State Highway System. Letter of Support from Caltrans (if required for proposed project); Any project that
encroaches the State right-of-way must include written correspondence from Caltrans-District Traffic staff, even if it does not
impact the existing roadway infrastructure. Failure to provide this documentation will result in the application being rejected
from consideration. Joint funded projects must have a formal letter of support. Encroachment projects that are not seeking
Caltrans joint funding still require a letter or email from Caltrans stating that Caltrans is in support, or is at least neutral to the
proposed project, given the scope of the project shown in the application, and that Caltrans does not see issues that would
prevent the proposed project from receiving an encroachment permit. Note: For intersection improvements on state highways,
an Intersection Control Evaluation (ICE) analysis and a cost sharing agreement with Caltrans are required. IF NEEDED.
Photographs, Support Letters (assume 3-4 support letters), and additional documentation, as needed.
A minimum of two pictures is required, showing the existing safety conditions/concerns that will be altered by project. For the
BCR applications that utilize multiple countermeasures, a minimum of two pictures per countermeasure is required, showing the
existing safety conditions/concerns that will be altered by each proposed countermeasure.
Final Files (via USB drive, if desired)
Crash Data (only required for BCR projects) (used in the B/C calculations must be from a reliable and well documented source;
within influence area of countermeasure; accurately shown in collision diagram and collision list; crashes are presented in terms
of number of crashes, not number of injuries or fatalities; most recent crash data is used minimum of 5 yrs and maximum of 10
yrs of data).
Collision List (totals for each location and/or countermeasure with crashes segregated by Crash Severity; crashes crossed through
or removed that are not applicable)
Project Cross-Section (showing existing and proposed conditions; only required for projects with roadway excavation, cut/fill
slopes, and changes to lane widths ) (show and dimension changes, ROW lines, safety countermeasures, etc.). Client will provide.
QUOTE ASSUMES CLIENT WILL PROVIDE THE REQUIRED ENGINEERING DIAGRAM(S)
Collision Summary (HSIP Form)
RPV: HSIP Set-Aside 6/16/2020 2 of 3A-2
Quote Prepared by:
Andrea Owen
(949) 525-5674
aowen@blaisassoc.com
7545 Irvine Center Drive
Irvine Business Center, Suite 200
Irvine, CA 92618
www.blaisassoc.com
Signature of Authorized Person Approving Notice to Proceed Date
Printed Name of Authorized Person
Please note that this quote is an estimate for services based on current conditions and understandings. Many factors often change during the
development of a grant application that may or may not increase the amount of labor and materials necessary to perform the services successfully. If
during the course of work, B&A believes the work is taking longer than originally estimated, B&A will immediately notify the contract point of contact and
either mutually agree to a change order or discuss alternatives. Additionally, B&A only charges for actual work performed. The total cost to perform the
tasks may be less than quoted herein.
8) The minimum project cost is $100,000. The total funding available to award is between $220 million.
6) The area of influence is 250 feet from the middle of the intersection for projects that are intersection-related.
3) Do not apply if agency (1) has existing HSIP projects red-flagged for not meeting delivery requirements and red-flags cannot be resolved as of 9/30/2020; and (2) has
more than one existing HSIP project that has not been in construction phase five years after the project selection (as of 9/30/2020), even if time extension has been
approved by Caltrans.
1) The minimum benefit-cost ratio is 3.5. The local match is 10% but it can be zero (0) for certain countermeasures.
7) Awarded projects will likely be amended into the FTIP by January 1, 2021.
2) There are two application categories (AC's) in HSIP Cycle 10:
1) AC #1: Common BCR Application: Normal application requiring a Benefit Cost Ratio. Minimum BCR must be 3.5; 75% of HSIP funds will be for AC #1.
2) AC #2: Funding Set-asides (SA): 1) Guardrail Upgrades; 2) Pedestrian Crossing Enhancements; 3) Installing Edgelines; and 4) Tribes.
4) No more than 10% of the total construction cost can be spent on rights-of-way; projects requiring significant ROW and/or extensive environmental review and
mitigation will not be competitive. No more than 25% on PE and no more than 15% for CE.
5) Key delivery requirements are: 1) must request Authorization to Proceed with Preliminary Engineering within 9 months of award; and 2) request Authorization to
Proceed with Construction within 36 months of award.
Notes and Assumptions
RPV: HSIP Set-Aside 6/16/2020 3 of 3A-3