The URL can be used to link to this page

Home My WebLink About2023-02-16; Village and Barrio Traffic Circles and Barrio Lighting Projects Update (District 1); Gomez, PazTo the members of the: CITY COUNCIL Date2/u.f1~ CA V CC ✓ CM_1~LocM (3)L February 16, 2023 Council Memorandum To: From: Honorable Mayor Blackburn and Members of the City Council Paz Gomez, Deputy City Manager, Pub~orks Geoff Patnoe, Assistant City Manager ~ Via: {city of Carlsbad Memo ID# 2023019 Re: Village and Barrio Traffic Circles and Barrio Lighting Projects Update (District 1) This memorandum provides an update to a previous Council Memorandum dated Oct. 13, 2022 (Attachment A) on the Village and Barrio Traffic Circles, Capital Improvement Program (CIP) Project No. 4015, and the Barrio Lighting Project, CIP Project No. 4013. Background The Council Memorandum dated Oct. 13, 2022, provided background information on both projects. Discussion Village and Barrio Traffic Circles Project Staff have recei.ved approval of federal grant funding for this project, as well as the Barrio Lighting project. The grant funding, which is under the Community Project Funding/Congressionally Directed Spending (CPFCDS) program, will be overseen by the California Department of Transportation (Caltrans). Staff submitted the draft CPFCDS application to Caltrans Headquarters in January 2023. Once Caltrans approves the application, the next step is to submit the Request for Authorization (RFA) and the Authorization to Proceed, also known as an E-76, which will release the programmed funds for preliminary engineering. Staff have submitted drafts of both documents to the Caltrans District Local Assistance Engineer for their initial review. However, staff recently learned from Caltrans that the previously programmed $600,000 of grant funding for the preliminary engineering phase cannot be used on the Village and Barrio Traffic Circles and Barrio Lighting projects since the federal procurement requirements for the consultant selection process were not followed. This is because the projects were already in the design phase and the consultants had been selected before award of the grant. Staff will amend the Regional Transportation Improvement Program (RTIP), to reallocate the $600,000 preliminary engineering funding to the construction phase for the projects. The next timeframe for updates to the RTIP is February 2023, with the San Diego Association of Governments (SAN DAG) Chief Executive Officer's approval expected by April 2023. Once SAN DAG approves the RTIP amendment, staff will go through the process noted above to release Public Works Branch Transportation Department 1635 Faraday Avenue I Carlsbad, CA 92008 I 442-339-2730 t Council Memo -Village and Barrio Traffic Circles and Barrio Lighting Projects Update (District 1) February 16, 2023 Page 2 funding for construction. Staff will initiate this process once the envirol]_mental process is complete. Staff are also working with Caltrans on the National Environmental Policy Act (NEPA) process to obtain environmental clearance for both projects. NEPA clearance is required due to federal funds being applied to the projects. Concurrent with the process to receive the funding, staff submitted the Preliminary Environmental Study (PES) form to Caltrans. Caltrans reviewed and approved the PES form. The approved PES requires additional environmental studies to be completed for the projects. Staff have prepared agreements for two additional consultants to complete these technical studies for NEPA. Public Art for the Village and Barrio Traffic Circles Project As stated in the Council Memorandum dated Oct. 13, 2022, Cultural Arts staff have adjusted the timing for a release of a limited Call for Artists to align with the revised construction and funding allocation timelines, which are expected to be available in March 2023. Meetings between Public Works staff and Cultural Arts staff include an ongoing dialogue to review the infrastructure requirements related to the traffic circle located at Pine Avenue and Harding Street. Once Public Works staff have finalized the specific site parameters including the project timeline and site schematics, which are essential elements within the limited Call to Artists, Cultural Arts staff will initiate the public art process. Barrio Lighting Project Upon continued coordination with San Diego Gas & Electric (SDGE) for Phase 1, it was determined that SDGE cannot service two streetlights proposed on Pine Avenue and on Tyler Street due to SDGE's current overhead load capacity, despite SDGE's pdor approval for all locations. Staff have coordinated with SDGE to instead install a new streetlight at the south corner of Pine Avenue and Tyler Street. This results in 13 total new streetlights as part of Phase 1. Currently, 12 of the 13 streetlights have been energized and are working. The remaining light at the corner of Pine Avenue and Tyler Street is currently under construction with an estimated completion date of April 2023. Phase 2 of the Barrio Lighting Project, which is currently in the design phase, will provide pedestrian lighting in the Barrio neighborhood. An illumination study on the existing light level conditions was recently completed to evaluate lighting needs and appropriate locations for new pedestrian lights. Based on preliminary layouts, an initial layout proposed a total of 170+ pedestrian lights could be placed throughout the Barrio area. This information has been recently shared with SDGE to start their review and conflict-check of these lights to determine feasibility. Next Steps Village and Barrio Traffic Circles Project As stated above, staff will continue coordination with Caltrans regarding NEPA and release of the federal funding for construction. Staff will initiate completing the environmental technical Council Memo -Village and Barrio Traffic Circles and Barrio Lighting Projects Update (District 1) February 16, 2023 Page 3 studies once the additional consultants' agreements are executed. Staff anticipate it will take six months to complete and receive NEPA clearance. Once NEPA approval is obtained, staff will finalize the project design and request the City Council's approval of the plans and specifications and authorization to advertise for construction bids. As the design is being finalized, staff will start the process as noted above to release funding that has been allocated for the construction portion of the process. This includes submitting another application for the RFA and E-76 forms to unlock the $5 million of the grant funding programmed for the construction phase of both projects. It will take approximately three to six months to complete the release of funding process. Upon release of funding, the city plans to award the construction contract and issue a notice to proceed, which is expected to be in May 2024. Barrio Lighting Project Construction is almost complete on the last remaining streetlight in Phase 1. Once the trenching and electrical work is complete, staff will coordinate with SDGE to energize the streetlight located at the corner of Pine Avenue and Tyler Street. The remaining streetlight is expected to be energized by the end of February 2023. For Phase 2, staff are curre_ntly working with SDGE to review and perform a conflict check of the 170+ proposed pedestrian light locations throughout the Barrio area. Staff also plan to concurrently field check each location to optimize the layout based on any potential field constraints. Once SDGE is complete with its conflict check, staff plan to progress the concept level design to an engineering design phase to create finalized plans, specifications and contract documents by late 2023. Attachment: A. Council Memorandum dated Oct. 13, 2022 cc: Scott Chadwick, City Manager Cindie McMahon, City Attorney Gary Barberio, Deputy City Manager, Community Services Laura Rocha, Deputy City Manager, Administrative Services Michael Calderwood, Fire Chief Mickey Williams, Police Chief Tom Frank, Transportation Director/City Engineer David Graham, Chief Innovation Officer Jason Haber,· Intergovernmental Affairs Director Zach Korach, Finance Director Jeff Murphy, Community Development Director Vicki Quiram, Utilities Director Kristina Ray, Communication & Engagement Director Suzanne Smithson, Library & Cultural Arts Director Gina Herrera, Deputy City Attorney Council Memo -Village and Barrio Traffic Circles and Barrio Lighting Projects Update (District 1) February 16, 2023 Page 4 Hossein Ajideh, Engineering Manager Eric Lardy, City Planner Richard Schultz, Cultural Arts Manager Eric Zielke, Senior Engineer Lauren Ferrell, Associate Engineer To the members of the: CITY COUNCIL Date J!l.w_cA ✓cc ~ cM L_AcM ~CM(3)_d' October 13, 2022 ATTACHMENT A Council Memorandum To: Honorable Mayor Hall and Members of the City Council From: Paz Gomez, Deputy City Manager, Public Works Via: Geoff Patnoe, Assistant City Manage {city of Carlsbad Memo ID# 2022112 ~e: Village and Barrio Traffic Circles and rrio Lighting Projects Update (District 1) This memorandum provides an update to a previous Council Memorandum dated April 28, 2022, on the Village and Barrio Traffic Circles, Capital Improvement Program (CIP) Project No. 4015, and the Barrio Lighting, CIP Project No. 4013. Background The Council Memorandum dated April 28, 2022, provided background information on both projects. Discussion Village and Barrio Traffic Circles Project Staff are awaiting receipt of federal funding from the U.S. Department of Transportation's Local Transportation Priorities Account and under the Highway Infrastructure Programs (HIP), administered by the Federal Highway Administration (FHWA) for the traffic circles and street lighting projects. U.S. Representative Mike Levin's office secured $5 million dollars for the projects. To ensure that all federal requirements are met, the FHWA will send the funds to the California Department of Transportation (Caltrans), and Caltrans will ultimately administer the funding to the city. At this tir:ne, Caltrans has not provided an estimate on when the funds will be available · to encumber and begin the construction phase including bidding the project. Staff continue to contact both the FHWA and Caltrans representatives weekly to obtain updates on the approval process for the authorization to advertise the project for construction bids. Since the grant is federal funding, the projectwill likely require the National Environmental Policy Act (NEPA) process to obtain environmental clearance. In preparation, staff are currently working to get a consultant under contract to provide the NEPA services and coordinate approval with Ca It rans as the lead agency. Staff anticipate starting the NEPA efforts upon receipt of the grant funds. Additionally, staff will work to prepare a Notice of Exemption (NOE) to satisfy the California Environmental Quality Act (CEQA) requirements. If NEPA approval is required, the approval process using the grant funds may take between six months to one year to complete the NEPA requirements and obtain environmental clearance, Public Works Branch Transportation Department 1635 Faraday Avenue I Carlsbad, CA 92008 I 442-339-2730 t Council Memo -Village and Barrio Traffic Circles and Barrio Lighting Projects Update (District 1) October 13, 2022 Page 2 which could delay the project bid until early 2024. Staff will continue to work with the FHWA and Caltrans staff to obtain clarification on whether.the NEPA process is required. Public Art for the Village and Barrio Traffic Circles Project Cultural Arts staff have adjusted the timing to release a limited Call for Artists to align to the revised construction and funding allocation timeline. This process to select an artist for the public art at the traffic circle in the intersection of Harding Street and Pine Avenue could begin in late 2022, pending confirmation of the grant funding time line. Barrio Lighting Project The previous design for the Barrio Lighting Project included installation of 14 streetlights at various locations throughout the Barrio as part of Phase 1. Staff continue to coordinate with San Diego Gas & Electric (SDG&E) on this project, and 11 of the 14 streetlights have been energized. The three streetlights that have not yet been energized require additional work, including trenching and electrical work. SDG&E is unable to provide service to two of the three remaining lights located on Pine Avenue and Tyler Street due to SDG&E's current overhead load capacity. As an alternative, staff are working with SDG&E to install a new streetlight at the south corner of Pine Avenue and Tyler Street. The other remaining light to be energized is located at the end of the cul-de-sac at Palm Avenue, east of Harding Street. Staff continue to work with SDG&E on this effort and anticipate this work will be completed by early 2023. Phase 2 of the Barrio Lighting Project, which is currently in the design phase, will provide pedestrian lighting in the Barrio neighborhood to provide connectivity to the Village. A study to evaluate the existing lighting levels in the Barrio area has been completed. Staff are using this study's information to evaluate lighting needs and light pole locations. Design criteria for new pedestrian-scale lighting locations in the Barrio area include existing overhead utility lines, sidewalk spacing and availability, maintaining driveway access and sight distances, and Americans with Disabilities Act (ADA) requirements. Next Steps Village and Barrio Traffic Circles Project Once federal funding requirements are provided by Caltrans, staff will provide another project update including a target schedule and recommendations for completing the project. · Barrio Lighting Project Staff will continue to coordinate with SDG&E to install and energize the remaining streetlights in Phase 1. Staff expect that these lights will be energized by early 2023. For Phase 2, staff are currently reviewing placement based on the results of the lighting study and will incorporate feedback received through the public outreach efforts. Once completed, staff will finalize the engineering design and coordinate with utility companies. Once federal Council Memo -Village and Barrio Traffic Circles and Barrio Lighting Projects Update {District 1) October 13, 2022 Page 3 funding requirements are provided by Caltrans, staff will provide another project update including a target schedule and recommendations for completing the project. Attachment: A. Council Memorandum dated April 28, 2022 cc: Scott Chadwick, City Manager Cindie McMahon, City Attorney Gary Barberio, Deputy City Manager, Community Services Laura Rocha, Deputy City Manager, Administrative Services Michael Calderwood, Fire Chief Mickey Williams, Police Chief Robby Contreras, Assistant City Attorney Tom Frank, Transportation Director/City Engineer David Graham, Chief Innovation Officer Jason Haber, Intergovernmental Affairs Director Zach Korach, Finance Director Jeff Murphy, Community Development Director Vicki Quiram, Utilities Director Kristina Ray, Communication & Engagement Director Suzanne Smithson, Library & Cultural Arts Director Hossein Ajideh, Engineering Manager Eric Lardy, City Planner Richard Schultz, Cultural Arts Manager Scott Lyle, Senior Engineer Lauren Ferrell, Associate Engineer To the members of the: J;J:UNCIL Date A~CC L CM V ACM v DCM (3) t:__, ATTACHMENT A Council Memorandum April 28, 2022 To: Honorable Mayor Hall and Members of the City Council From: Paz Gomez, Deputy City Manager, Public Works Via: Geoff Patnoe, Assistant City Manager @ {city of Carlsbad Memo ID #2022050 Re: Village and Barrio Traffic Circles and Barrio Lighting Projects Update (District 1) This memorandum provides an update to a previous Council Memorandum dated Jan.'6, 2022, on the Village and Barrio Traffic Circles, Capital Improvement Program (CIP) Project No. 4015, and the Barrio Lighting, CIP Project No. 4013. Background The Council Memorandum dated Jan. 6, 2022, provided background information on both projects. Discussion Village and Barrio Traffic Circles Project In April 2021, staff worked with U.S. Representative Mike Levin's office to submit a fiscal year (FY) 2022 Community Projects Funding request for the Village and Barrio Traffic Circles and Barrio Lighting Projects to be funded through the federal budgeting and appropriations process. Staff were recently notified that Representative Levin secured $5 million dollars of federal funding from the U.S. Department ofTransportation's Local Transportation Priorities Account and under the Highway Infrastructure Programs (HIP) for the traffic circles and street lighting projects after Congress passed the Consolidated Appropriations Act, 2022. Under the HIP account, there are 309 line-item projects totaling approximately $847 million administered by the Federal Highway Administration (FHWA). Before this funding becomes available to the city, the FHWA and the California Department ofTransportation (Caltrans) must complete several steps. First, all congressionally directed projects assigned to FHWA will flow through Caltrans. Second, to ensure that all federal requirements are met, FHWA will send the funds to Caltrans, and Ca It rans will ultimately provide them to the city. Staff therefore does not know when the · city will receive these funds. In accordance with the federal requirements, the funds are available for obligation until Sept. 30, 2025. Any funding not obligated by the end of the federal FY 2025 will expire. Public Works Branch Transportation Department 1635 Faraday Avenue I Carlsbad, CA 92008 I 442-339-2730 t Council Memo -Village and Barrio Traffic Circles and Barrio Lighting Projects Update (District 1) April 28, 2022 Page 2 Since the FHWA program is a reimbursement program, expenses incurred before the FHWA project authorization date are not eligible for reimbursement. Based on this requirement, staff plan to delay going to the City Council with a request to approve the plans, specifications and contract documents and to authorize bidding for both projects until funds are ready to be disbursed. This will avoid incurring ineligible project expenditures. A city webpage is currently active to provide information to the public, available at the following link: https://www.carlsbadca.gov/departments/public-works/traffic-circles. Barrio Lighting Project Attachment A discussed installation of 14 streetlights at various locations throughout the Barrio as part of Phase 1 of the Barrio Lighting Project. Staff have coordinated with San Diego Gas & Electric (SDG&E) to energize 11 of the 14 streetlights. The three streetlights that have not yet _ been energized will require additional work, including trenching and electrical work. Staff will continue_working with SDG&E in this regard and -anticipate this work will be completed by fall 2022. Phase 2 of the Barrio Lighting Project, which is currently in the design phase, will provide pedestrian lighting in the Barrio neighborhood. Phase 2A will focus on one of the major corridors in the Barrio, which includes Roosevelt Street, Madison Street, Harding Street and Magnolia Avenue, and will provide connectivity to the Village. Staff will be evaluating lighting · needs along each corridor before determining initial light pole spacing. Staff also completed focused public outreach to solicit input from the community on corridor preference and priority in early 2022. Staff are currently performing a lighting study that will include recommendations for new pedestrian-scale lighting locations in the Barrio area. The final design of Phase 2A will proceed upon completion of the lighting study and will incorporate feedback received through the public outreach efforts. Next Steps Village and Barrio Traffic Circles Project Staff plan to finalize the plans, specifications and contract documents in late 2022 and will request City Council approval of these documents and authorization to bid after receipt of the federal funding. Cultural Arts staff have adjusted their timing to release the Call for Artists to align to the newly established construction and funding allocation timeline. A process to select an artist for the public art at the traffic circle in the intersection of Harding Street and Pine Avenue will begin in fall 2022. Barrio Lighting Project Staff will continue to coordinate with SDG&E to energize the remaining three streetlights in Phase 1. Staff expect that these lights will be energized by fall 2022. Council Memo -Village and Barrio Traffic Circles and Barrio Lighting Projects Update (District 1) April 28, 2022 Page 3 For Phase 2A, staff are currently performing a lighting study for the Barrio area. Once completed, staff will finalize the engineering design and coordinate with utility companies. Staff will then bring Phase 2A to the City Council for approval of plans, specifications and contract documents and authorization to bid after receipt of the federal funding. cc: Scott Chadwick, City Manager . Celia Brewer, City Attorney Gary Barberio, Deputy City Manager, Community Services Laura Rocha, Deputy City Manager, Administrative Services Michael Calderwood, Fire Chief Mickey Williams, Police Chief Robby Contreras, Assistant City Attorney Tom Frank, Transportation Director/City Engineer David Graham, Chief Innovation Officer Jason Haber, Intergovernmental Affairs Director Zach Korach, Finance Director Jeff Murphy, Community Development Director Vicki Quiram, Utilities Director Kristina Ray, Communication & Engagement Director Suzanne Smithson, Library & Cultural Arts Director Hossein Ajideh, Engineering Manager Scott Lyle, Senior Engineer Lauren Ferrell, Associate Engineer