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Home My WebLink About2016-08-23; City Council; ; Approve resolution authorizing Public Works director to execute contract with State of California for a Sustainable Transportation Planning Grant and appropriate fundsMeeting Date To: From: Staff Contact: Subject August 23, 2016 Mayor and City Council Kevin Crawford, City Manag~ Lolly Sangster, Program Manager lolly.sangster@carlsbadca.gov or 760-602-2772 CA Review 'j2.tL ......_ Approve a Resolution authorizing the Public Works Director to to execute a contract with the State of California for a Sustainable Transportation Planning Grant, accepting the Grant, and appropriating Grant funds in the amount of $300,000 for the Sustainable Mobility Plan. Recommended Action Approval of a Resolution authorizing the Public Works Director to execute a contract with the State of California for a Sustainable Transportation Planning Grant, accepting the Grant, and appropriating Grant funds in the amount of $300,000 for the Sustainable Mobility Plan (Plan). Executive Summary This action authorizes the city to work with Caltrans and their key stakeholders to write a Sustainable Mobility Plan to assess existing multimodal conditions in the city and make recommendations for improvement, consistent with the Mobility Element of the city's General Plan, as well as supporting Measure K, Action K-1 of the city's Climate Action Plan. This action directly aligns with the Council Goal to become a leader in multimodal transportation systems and creative approaches to moving people and goods through and within Carlsbad. Discussion California Department of Transportation (Caltrans) awarded $8.4 million in Sustainable Transportation Planning Grants in the Sustainable Communities category. The Sustainable Transportation Planning Grant Program was created to support their current mission: Provide a safe, sustainable, integrated and efficient transportation system to enhance California's economy and livability. The City of Carlsbad was one of two recipients in District 11 and the only city in San Diego County to receive a Grant. The city has been awarded $300,000 in Grant funds to be received over the next three years. Acceptance of the Caltrans Grant in the amount of $300,000 will allow a more comprehensive Sustainable Mobility Plan to be developed and turned into a tool for focusing our efforts on connectivity-related transportation improvements. With input from the community, the Plan will assess existing multimodal transportation conditions in the City of Carlsbad and update Item #2 August 23, 2016 Page 1 of 7 mobility-related plans (Pedestrian and Bicycle Master Plan), as well as establish safe routes to school, Transportation Demand Management (TOM) and an Access to Transit Plan, as well as incorporate the trails system into a comprehensive, integrated active and sustainable mobility plan. The proposed action plans will assist in the implementation of the city's General Plan Mobility Element, as well as the Climate Action Plan. The Plan will be developed in three phases. Phase I includes stakeholder outreach, community outreach and research of travel-related uses and needs to make multimodal options of travel more convenient, timely, and enjoyable. It also includes a gap analysis of our existing transportation infrastructure. Phase II updates mobility-related Master Plans and brings them together in the form of GIS maps to show where infrastructure improvements can have the most signification impact in improving connectivity while creating a livable streets environment. The creation of livable streets design guidelines will help to clarify and develop action plans to meet the needs of the Mobility Element. Phase Ill will bring the findings and action plans back to the community and neighboring cities to help create a regional approach to active and sustainable transportation. Fiscal Analysis The Plan has a current adopted budget in Fiscal Year 2016-17 in the amount of $125,000. The city has been awarded $300,000 in Grant funds through Caltrans. This Grant award comes with a requirement that the city match the Grant funds with $375,000 from other sources and $30,000 in in-kind expenditures. The additional matching funds needed of $250,000 will be transferred from the Public Works Department contingency in the General Fund. This amount will be added to the current year appropriation of $125,000 to equal the required $375,000 in matching funds. The in-kind expenditure requirement will be fulfilled with city staff time. Staff is requesting that City Council accept and appropriate the Grant award of $300,000. Next Steps Staff will work with Caltrans staff and local stakeholders to select a consultant and implement the tasks listed in the Grant which include; community outreach, mobility assessment and gap analysis, updates to mobility-related Master Plans, and livable streets design guidelines and action plans. Staff will return to the City Council to adopt the Plan developed by staff and community stakeholders. Environmental Evaluation (CEQA) Pursuant to Public Resources Code Section 21065, this action does not constitute a "project" within the meaning of CEQA in that it has no potential to cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and therefore does not require environmental review. Item #2 August 23, 2016 Page 2 of 7 Climate Action Plan Consistency Since the Plan includes TDM as a component, this project/action is consistent with Measure K of the Climate Action Plan. Action K-1 states "Adopt a citywide transportation demand management {TOM} plan, as described in the General Plan Mobility Element, detailing a mix of strategies to reduce travel demand, specifically of single occupancy vehicles." Public Notification Community stakeholder involvement as included in the Grant with Caltrans. Exhibits 1. Resolution authorizing the Public Works Director to execute a contract with the State of California for a Sustainable Transportation Planning Grant, accepting the Grant, and appropriate $300,000 in awarded Grant funds for the Sustainable Mobility Plan. 2. Caltrans Notification of Award of Grant. Item #2 August 23, 2016 Page 3 of 7 RESOLUTION NO. 2016-171 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE APPOINTMENT OF THE DIRECTOR OF PUBLIC WORKS AS AN AUTHORIZED REPRESENTATIVE TO ENTER INTO CONTRACTS WITH THE STATE OF CALIFORNIA FOR A SUSTAINABLE TRANSPORTATION PLANNING GRANT, ACCEPT THE GRANT, AND APPROPRIATE GRANT FUNDS IN THE AMOUNT OF $300,000 FOR THE SUSTAINABLE MOBILITY PLAN. WHEREAS, the City Council ofthe City of Carlsbad, California has applied for Grant funding from the State of California Department of Transportation through the Sustainable Transportation Planning Grant Program to develop the Sustainable Mobility Plan within the City of Carlsbad; and WHEREAS, the State of California Department of Transportation has selected the project for Grant funding; and WHEREAS, the State of California Department of Transportation requires the City of Carlsbad to appoint an authorized representative to enter into contract with the State of California; and WHEREAS, the City Council of the City of Carlsbad, California accepts the Grant; and WHEREAS, an appropriation of General Funds in the amount of $125,000 for the transportation component of the Climate Action Plan and $250,000 from the Public Works General Fund was approved in the Fiscal Year 2016-17 Operating Budget to match the Grant funds in the amount of $375,000; and WHEREAS, the scope of the current project has been expanded to complete a more comprehensive sustainable mobility plan; and WHEREAS, there are sufficient funds available in the Public Works general fund allocation to support the increased scope of the project. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. Item #2 August 23, 2016 Page 4 of 7 2. That the Director of Public Works or designee is hereby authorized to enter into contract with the State of California Department of Transportation for the Sustainable Mobility Plan, funded in part through the Sustainable Transportation Planning Grant Program. 3. That the City of Carlsbad hereby agrees and further does authorize the aforementioned representative or their designee to certify that the Agency has and will comply with all applicable state and federal statutory and regulatory requirements related to Grants received. 4. That the City of Carlsbad hereby accepts the Grant. 5. The Administrative Services Director is authorized to appropriate $300,000 to the Sustainable Mobility Plan project. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 23rd day of August, 2016, by the following vote, to wit: AYES: Hall, Wood, Schumacher, Blackburn, Packard. NOES: None. ABSENT: None. Item #2 August 23, 2016 Page 5 of 7 STATE OF CALIFORNIA-CALIFORNIA STATE TRANSPORTATION AGENCY EDMUND G. BROWN Jr .• Governor DEPARTMENT OF TRANSPORTATION DIVISION OF TRANSPORTATION PLANNING, MS-32 1120 N STREET P.O. BOX 942874 SACRAMENTO, CA 94274-0001 PHONE (916) 653-1818 FAX (916) 653-1447 www.dot.ca.gov TfY 711 June 8, 2016 Mr. Doug Bilse City Traffic Engineer City of Carlsbad 1200 Carlsbad Village Drive Carlsbad, CA 92008 . Dear Mrs. Bilse: Serious drought. Help save water! On behalf of the California Department of Transportation (Caltrans), Division of Transportation Planning, I am pleased to offer my congratulations to the City of Carlsbad for the recent award of the following State transportation planning grant for fiscal year (FY) 2016-17: Grant Program: State Highway Account -Sustainable Communities Grant Title: City of Carlsbad Sustainable Mobility Plan Grant Award: $300,000.00 Local Match: $405,000.00 Total Project Amount: $705,000.00 Please see the list below which identifies specific conditions for a grantee to accept grant funding, to program funds, and to begin work. Conditions one through four must be fulfilled no later than October 30, 2016. Please submit these items to Caltrans District staff for approval. Failure to fulfill these conditions will result in forfeiture of funds. Also note, fmal products must be completed and submitted to Caltrans no later than February 28, 2019. Final requests for reimbursements must be submitted to Caltrans no later than April 27, 2019. Conditions of Grant Acceptance These State grant funds cannot be expended or reimbursed until the following conditions are satisfied: 1. The revised final Scope of Work, Project Timeline, and Grant Application Cover Sheet are submitted to Caltrans District 11 Liaison for approval. "Provide a safe, sustainable, integrated and efficient transportation system to enhance California's economy and livability" Item #2 August 23, 2016 Page 6 of 7 Mr. Doug Bilse June 8, 2016 Page2 2. A local resolution from the City of Carlsbad governing board stating the title of the person authorized to enter into a contract with Caltrans must be provided. 3. A Payee Data Record (STD. 204) is completed and submitted. Although the form indicates that government entities are not required to submit this form, it is needed to ensure payments are sent to the correct recipient. 4. If applicable, a Third Party In-kind Valuation Plan is submitted for the use of in-kind contributions to satisfy the minimum local match requirement. Third party in-kind contributions are goods and services donated from outside the grantee's agency. Examples of third party in-kind contributions include donated printing, facilities, interpreters, equipment, advertising, time and effort, staff time, and other goods and services. The Third Party In-kind Valuation Plan Checklist and Sample Third Party In-Kind Valuation Plan can be found at the following webpage: http://www.dot.ca.gov/hq/tpp/offices/orip/Grants/grants.html 5. The City of Carlsbad receives a fully executed contract and has been formally notified by Cal trans District staff to begin work. The contracting process can begin once the first four conditions have been satisfied. For your convenience, a toolbox to aid you during this process is located on our website below: http://www.dot.ca.gov/hq/tpp/offices/orip/Grants/grants.html. Once the project is underway, a Quarterly Progress Report (a brief narrative of completed project activities) will be due to the Caltrans District staff. Please contact Mike Kent, in Caltrans District 11, at (619) 688-6822 if you have any questions concerning these grant funds or program requirements. Sincerely, '+<~ ~C't,'-c,.'.., fa KATHERINE BENOUAR Chief, Division of Transportation Planning c: Bill Figge, Deputy District Director, Caltrans, District 11 "Provide a safe, sustainable, integrated and efficient transportation system to enhance California's economy and livability" Item #2 August 23, 2016 Page 7 of 7