REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Al Zelinka, City Manager
VIA: Sean Crumby, Director of Public Works
PREPARED BY: William Janusz, Principal Civil Engineer
Subject:
title
Approve and authorize execution of a Cooperative Agreement with the Cities of Garden Grove and Westminster for a traffic signal synchronization project along Bolsa Chica Street / Valley View Street; place project on City of Huntington Beach Fiscal Year 2022/2023 Capital Improvement Program; and authorize budget appropriation of local funds from the Air Quality Management District Fund
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Statement of Issue:
In October 2019, the City of Huntington Beach in conjunction with the City of Westminster and the City of Garden Grove submitted an application to the Orange County Transportation Authority (OCTA) for a Regional Traffic Signal Synchronization Program project on Valley View Street / Bolsa Chica Street from Chapman Avenue in Garden Grove to Warner Avenue in the City of Huntington Beach.
To clarify the roles and responsibilities of the participating agencies, the City of Huntington Beach, as lead agency, submitted a Cooperative Agreement to the Cities of Westminster and Garden Grove. With the agreement approved by the Cities of Westminster and Garden Grove, approval is required from the City of Huntington Beach.
The cooperative agreement also specifies funding commitments from the cities of Westminster and Garden Grove. Council action is required to allocate the City of Huntington Beach’s matching funds required for this project.
Financial Impact:
The total project cost is $2,343,900, with OCTA providing $1,735,949 in grant funds. The City of Huntington Beach has grant matching fund commitment of $155,532. An allocation of $329,496 is requested from the Air Quality Management District (AQMD) fund (Account No. 20190014.82700) for the grant matching funds, construction administration and construction contingency. Because the City is acting as lead agency for this project, the City will bill the cities of Westminster and Garden Grove for their matching portions. Therefore, an allocation of the grant funds of $1,735,949 and the other cities matching funds of $142,846 (Westminster) and $135,608 (Garden Grove) for a total of $2,014,403 is requested.
Recommended Action:
recommendation
A) Approve and authorize the Mayor and City Clerk to execute “Cooperative Agreement by and between the Cities of Huntington Beach, Garden Grove and Westminster for the Valley View Street / Bolsa Chica Street Corridor Traffic Signal Synchronization Project”;
B) Amend the City of Huntington Beach 2022/2023 Capital Improvement Program (CIP) to include the Traffic Signal Synchronization project along Valley View Street/Bolsa Chica Street with a total project budget of $2,343,900;
C) Allocate grant funds from the Orange County Transportation Authority of $1,735,949, project matching funds from the City of Garden Grove in the amount of $135,608 and project matching funds from the City of Westminster in the amount of $142,846 to a designated grant account approved by the Finance Department; and,
D) Allocate City of Huntington Beach funds in the amount of $329,496 from the Air Quality Management District (AQMD) fund to account no. 20190014.82700.
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Alternative Action(s):
Deny approval of the Cooperative Agreement which would result in the cancellation of the project and the forfeiture of the grant allocation. The project would be placed on hold while the City awaits future OCTA funding opportunities.
Analysis:
In October 2019, the City of Huntington Beach, in conjunction with the City of Westminster and the City of Garden Grove, submitted an application to OCTA for a Regional Traffic Signal Synchronization Program project on Valley View Street / Bolsa Chica Street from Chapman Avenue in Garden Grove to Warner Avenue in Huntington Beach. This project allows for improved traffic flow through signal synchronization along the corridor.
On December 16, 2019 the City Council formally approved the submission of this grant application to OCTA, including the commitment to lead the project and to provide the matching funds identified as identified in Resolution 2019-74. In April 2020, OCTA approved funding for this project. This is a joint project with the Cities of Westminster and Garden Grove and Caltrans, and will provide operational and infrastructure improvements at 22 signalized intersections along the corridor. Improvements within the City of Huntington Beach include the installation of fiber optic communication cable and new traffic signal controllers.
The City of Huntington Beach will manage the design and implementation efforts. Construction contracts and construction administration will be the responsibility of each participating agency, with the City of Huntington Beach following standard construction advertising, bidding and contract award procedures for work within the City of Huntington Beach. The City of Huntington Beach will manage all finances on this project, being responsible for administering the grant funds from OCTA, collecting the matching funds from the other agencies, and paying the project expenses. As Caltrans does not participate financially in this type of project, the matching funds for improvements at the Caltrans intersections are divided between the three cities.
In October 2022, the City of Huntington Beach requested an escalation to the grant allocation (City Council Resolution No. 2022-65), citing the passage of three years since the initial grant application was submitted and the subsequent price increases for construction materials and labor costs. The request was approved by OCTA in February 2023. The approved project budget is as follows:
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Total Project Cost: |
$2,343,900 |
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Work Within the City of Huntington Beach: |
$ 760,103 |
|
City of HB Matching Funds Required (Includes Caltrans locations) |
$ 155,532 |
|
City of Huntington Beach Construction Contingency (15%) |
$ 114,015 |
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City of HB Contract Administration |
$ 59,949 |
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Total City of Huntington Beach Appropriation Request |
$ 329,496 |
The City of Huntington Beach will also administer the grant funds from OCTA, collecting the matching fund contributions from the Cities of Westminster and Garden Grove, contracting with a consulting engineer to perform the analysis and design the communication improvement plans and to enter into a construction contract for the construction activities within the City of Huntington Beach. The Cities of Westminster and Garden Grove will issue their own construction contracts for work within their cities. The OCTA grant covers approximately 80% of the engineering and construction costs.
The funding for this project will be as follows:
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OCTA Project P Allocation: |
$1,735,949 |
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Matching Funds from the City of Garden Grove |
$ 135,608 |
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Matching Funds from the City of Westminster: |
$ 142,846 |
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City of Huntington Beach Matching Funds (AQMD fund) |
$ 155,532 |
|
City of Huntington Beach Project Administration: |
$ 59,949 |
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City of Huntington Beach Project Contingency (15% of construction) |
$ 114,015 |
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TOTAL PROJECT COST |
$2,343,900 |
As stipulated in the Memorandum of Understanding, the individual agencies will be responsible for any project costs within their jurisdictions that exceed the approved project budget. The OCTA project allocation will not be increased.
The City of Huntington Beach prepared a Cooperative Agreement for this project which was approved by the City of Garden Grove on August 16, 2022 and the City of Westminster on September 14, 2022. This agreement specifies the responsibilities and funding commitments for each agency. Approval of this Cooperative Agreement and the associated addition of this project to the City of Huntington Beach 2022/2023 Capital Improvement Program (CIP) will enable the City of Huntington Beach to initiate the process of issuing Requests for Proposals to engineering firms to perform the analysis and design activities for this project.
Upon acceptance of the project plans, the City of Huntington Beach will procure a construction contract utilizing the City’s standard advertising, bidding and construction contract award processes. The Cities of Garden Grove and Westminster will procure their own construction contracts for work within their cities.
Public Works Commission Action:
None required for this action. Upon completion of the project plans and contract documents within the City of Huntington Beach, these items will be brought before the Public Works Commission for approval to advertise for sealed bids.
Environmental Status:
This project is categorically exempt pursuant to the California Environmental Quality Act, Section 15303 (c).
Strategic Plan Goal:
Infrastructure & Parks
Attachment(s):
1. Location Map
2. “Cooperative Agreement by and between the Cities of Huntington Beach, Garden Grove and Westminster for the Valley View Street / Bolsa Chica Street Corridor Traffic Signal Synchronization Project”;
3. Agreement No. C-1-2765, City of Huntington Beach, “M2 CTFP Master Funding Agreement” - Letter Agreement No. 11.
4. Request for Escalation to Project P Prior Allocation, from City of Huntington Beach to OCTA dated October 12, 2022,
5. Committee Transmittal dated February 13, 2023, approving Escalation Request.
6. PowerPoint