HomeMy WebLinkAboutItem 7.4 Alamo Canal Trail Grant~ ~ r
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CITY CLERK
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: July 21, 2009
SUBJECT: Approval of Resolution Authorizing the Execution of a Grant
Funding Agreement with the Alameda County Transportation
Improvement Authority for the Alamo Canal Trail under I-580
Report Prepared by: Melissa Morton, Public Works Director
ATTACHMENTS: 1. Resolution, together with Exhibit "A," Agreement
RECOMMENDATION: Adopt the Resolution authorizing the execution of a Grant Funding
Agreement with the Alameda County Transportation Improvement
-~ Authority (ACTIA) for the Alamo Canal Trail Under I-580 and
~_~ Stating the Assurance to Complete the Project.
FINANCIAL STATEMENT: Construction of the Trail, including construction management and
administration costs, is estimated at $2,651,240. The following
funds have been applied for or approved for the project:
Funds Secured
- ACTIA Measure BBike/Ped funds (approved 4/23/09) :.....................$891,000
- EBRPD's Measure WW program (approved 11/08) :..........................$630,000
Subtotal ........................ $1, 5 21, 000
In Progress Funding Requests
- California River Parkways Program(results not yet announced):.........$1,021,240
- Measure B Matching funds (to be shared by Dublin, Pleas. & EBRPD):...$109,000
Subtotal ........................$1,130,240
Grand Total ...................$2,651,240
COPY TO: ACTIA
EBRPD
City of Pleasanton
Construction is not fully funded but could start in Spring 2010 if all
construction funds and permits are acquired. The project will not
proceed until all funding is fully secured.
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ITEM NO. /•
G:\CIP\Alamo Canal Trail under 1.580WCTIA Application\agst Approve Reso Authorizing Execution of ACTIA Agreement.doc
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DESCRIPTION: On April 23, 2009, the Alameda County Transportation
Improvement Authority (ACTIA) approved $891,000 in discretionary Measure BBicycle/Pedestrian funds
for the Alamo Canal Trail Under I-580. As project manager, the City applied for construction funds in
collaboration with the East Bay Regional Park District (EBRPD) and the City of Pleasanton.
The gap closure project will connect the Alamo Canal Trail north of the I-580 Freeway (adjacent to the
City Library) with the Pleasanton trail south of the I-580 Freeway and transform it into a continuous
regional trail. The ACTIA funds require a local match of $109,000 of which Pleasanton and the EBRPD
have agreed to contribute $36,333 each. Dublin will use its annual allocation of Measure B Bike/Ped
funds for its one-third share of the local match. The City is presently waiting to learn the outcome of its
California River Parkways Program grant application. Staff was informed that the results will not be
announced until the current State budget crisis is resolved. Staff will continue to pursue this application
and other funding opportunities to fully fund the project.
In order to execute the Grant Funding Agreement (Exhibit "A" of Attachment 1), ACTIA requires that a
Resolution be approved by the City Council to authorize its execution and to assure that the project will be
completed. The Resolution further states that Dublin will continue to partner with Pleasanton and the
EBRPD to secure the remaining funds needed for construction.
RECOMMENDATION: Staff recommends that the City Council adopt the Resolution
authorizing the execution of a Grant Funding Agreement with the Alameda County Transportation
Improvement Authority (ACTIA) for the Alamo Canal Trail Under I-580 and Stating the Assurance to
Complete the Project.
Page 2 of 2
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RESOLUTION NO. - 09
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AUTHORIZING THE EXECUTION OF A GRANT FUNDING AGREEMENT WITH THE
ALAMEDA COUNTY TRANSPORTATION IMPROVEMENT AUTHORITY (ACTIA)
FOR THE ALAMO CANAL TRAIL UNDER I-580 AND STATING
THE ASSURANCE TO COMPLETE THE PROJECT
WHEREAS, the City of Dublin ("APPLICANT") has submitted an application to the Alameda
County Transportation Improvement Authority ("ACTIA") for $1,000,000 in Measure B funding for
the Alamo Canal Regional Trail-Interstate 580 Undercrossing ("PROJECT") for Cycle 4 of the
Bicycle/Pedestrian Countywide Discretionary Program ("PROGRAM"); and
WHEREAS, the voters of Alameda County, pursuant to provisions of the Local Transportation
Authority and Improvement Act, California Public Utilities Code Section 180000 et seq., approved the
reauthorization of Measure B at the General Election held on November 7, 2000, thereby authorizing that
ACTIA be given the responsibility to administer the proceeds from the continued one-half cent transaction
and use tax. The duration of the tax will be 20 years from the initial year of collection that began April 1,
2002, with said tax to terminate/expire on March 31, 2022; and
WHEREAS, APPLICANT represents that APPLICANT is an eligible grant recipient for Measure
B funds; and
WHEREAS, Applicant has been partnering with the City of Pleasanton and the East Bay Regional
Park District in securing funds to construct the Project; and
WHEREAS, on April 23, 2009, ACTIA approved $891,000 in Measure B funding for the Alamo
Canal Regional Trail Interstate 580 Undercrossing; and
WHEREAS, as part of the application for Measure B funding, ACTIA requires a resolution be
adopted by the responsible grant recipient stating the following:
1) the commitment of the amount of project sponsor matching funds specified in the Grant Funding
Agreement; and
2) that the APPLICANT understands that the amount of Measure B funding is capped at the amount
awarded as specified in the Grant Funding Agreement, and therefore any cost increase cannot be
expected to be funded with additional Measure B funds; and
3) the assurance of the APPLICANT to complete the PROJECT as described in the Grant Funding
Agreement; and
4) that the PROJECT will comply with all the project-specific requirements as set forth in the Grant
Funding Agreement;
NOW, THEREFORE, BE IT RESOLVED that APPLICANT is authorized to submit an
application for Measure B funding for PROJECT. ~ _ 2 ~ _ ~ ~ ~
1 ATTAC~IIT
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BE IT FURTHER RESOLVED that APPLICANT, by adopting this Resolution, does hereby
state that:
1. APPLICANT will continue to partner with the City of Pleasanton and the East Bay Regional
Park District to secure the necessary matching funds to construct the PROJECT; and
2. APPLICANT understands that the amount of Measure B funding for the PROJECT is capped
at the amount awarded as specified in the Grant Funding Agreement, and that any cost
increases must be funded by the APPLICANT from other funds, and that APPLICANT does
not expect any cost increases to be funded with additional Measure B funding; and
3. PROJECT will be implemented as described in the Grant Funding Agreement and in this
Resolution; and
4. APPLICANT and the PROJECT will comply with the requirements as set forth in the Grant
Funding Agreement; and
5. APPLICANT is an eligible sponsor of Measure B funded projects; and
6. That there is no pending or threatened litigation that might in any way adversely affect the
proposed PROJECT, or the ability of APPLICANT to deliver such PROJECT; and
7. That APPLICANT authorizes its City Manager to execute a Grant Funding Agreement with
ACTIA for Measure B funding for the PROJECT, attached hereto as Exhibit "A" to the
Resolution; and
8. That a copy of this Resolution will be transmitted to ACTIA in conjunction with an executed
Grant Funding Agreement.
PASSED, APPROVED AND ADOPTED this 21st day of July, 2009, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAINING:
ATTEST:
City Clerk
Mayor
G:\CIPWIamo Canal Trail under I-580WCTIA Application\Reso Authorizing Execution of ACTIA Agmt.doc
ACTIA Bicycle/Pedestrian Countywide Grant Fund Program
Cycle 4
Funding Agreement Between
The Alameda County Transportation Improvement Authority
and
City of Dublin
for the
Bicycle/Pedestrian Countywide Discretionary Funds
for the
Alamo Canal Trail Undercrossing of I-580 (Construction)
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A09-0018
This Agreement is made and entered into between the City of Dublin, a municipal corporation ("Project
Sponsor"), and the Alameda County Transportation Improvement Authority, a local public agency
("ACTIA"), on July 1, 2009.
SECTION I
RECITALS:
1) The voters of Alameda County, pursuant to the provisions of the Local Transportation Authority and
Improvement Act, California Public Utilities Code Section 180000 et seq., approved the
reauthorization of Measure B at the General Election held on November 7, 2000, thereby authorizing
that ACTIA be given the responsibility to administer the proceeds from the continued one-half cent
transaction and use tax. The duration of the tax will be 20 years from the initial year of collection that
began April 1, 2002, with said tax to terminate/expire on March 31, 2022.
2) This funding agreement is made in furtherance of and in compliance with the Local Transportation
Authority and Improvement Act (California Public Utilities Code section 180000 et .req.). Measure B
Sales Tax Funds spent pursuant to this funding agreement will not replace funds previously provided
by property tax revenues for public transportation services.
3) ACTIr1 and Project Sponsor, a public agency in ACTIA's jurisdiction, desire to enter into this Funding
Agreement ("Agreement") to implement an eligible project ("Project") to expand and enhance bicycle
and pedestrian services in Alameda County.
NOW, THEREFORE, the parties agree as follows:
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SECTION II
PROJECT SPONSOR OBLIGATIONS:
1) Project Sponsor will implement the Project in accordance with this Agreement and Attachment A:
Project Description and Task Breakdown, Attachment B: Task Budgets and Other Funding,
Attachment C: Task Deliverables and Project Milestone Schedule, Attachment D: Project Performance
Measures, Attachment E: Project Reporting Requirements, Attachment F: Project Contact
Information, Attachment G: Sample Project Progress Report Format, Attachment H: Sample Contract
Reporting Form, and Attachment I: Sample Project Final Report Format which are hereby
incorporated into this Agreement. Project must be initiated within one year of the Grant Initiation
Date, as specified in Attachment A, and be completed in accordance with Attachment C.
2) Project Sponsor will implement the Project in a manner consistent with the information contained in
the project application submitted by Project Sponsor to ACTIA. Said application is hereby
incorporated into this Agreement by reference.
3) Project Sponsor will complete the Project in accordance with the budget described in Attachment B
and the following conditions:
A. The ACTIA funding obligation under this Agreement is limited to the "Total ACTIA Funds
Awarded to Project" as specified in Attachment A. Eligible Project costs will be reimbursed by
Measure B funds in the same proportion as the percentage listed in Attachment A of "Total
ACTIA Funds Awarded" to "Total Project Costs." Any Project cost overruns are the sole
responsibility of the Project Sponsor.
B. In the event that the "Total Project Cost" is less than the amount listed on Attachment A,
ACTIA may reduce the "Total ACTIA Funds Awarded to Project." Any reduction in ACTIA
funding will maintain the percentage, listed on Attachment A, of "Total ACTIA Funds
Awarded" to "Total Project Cost." In the event the "Total ACTIA Funds Awarded to Project"
are reduced as provided in this paragraph, ACTIA may suspend reimbursements for allowable
Project costs in excess of the reduced amount of the "Total ACTIA Funds Awarded to Project"
until such time as an amendment to this agreement is agreed upon.
C. Only those allowable Project costs incurred after the Grant Initiation Date, and up to the
completion or termination of the Project or the completion of the grant funding period shown
in Attachment C, whichever occurs first, are eligible to receive ACTIA funds for reimbursement
for expended Project costs.
D. Project Sponsor will contribute or expend those "Project Sponsor Matching Funds," if any, as
specified in Attachments A and B. In the event the specified "Project Sponsor Matching
Funds" are to be contributed by a third party, either identified by the Grant Initiation Date or
not yet identified, and the Project Sponsor does not receive all such funds and does not arrange
for an equivalent amount of replacement funds, ACTIA reserves the right to terminate this
Agreement in whole or in part, or renegotiate the terms and conditions.
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4) Project Sponsor must submit at least one invoice every six months to ACTIA for reimbursement of
.eligible Project costs and expenses consistent with the budgets and schedules contained in
Attachments B and C, respectively, in a form provided by ACTIA or in an alternative form approved
in writing in advance by ACTIA. Invoices will include a summary sheet specifying the project number;
time period for the invoice; itemized staff charges to the Project, if any; itemized payments to vendors,
consultants, or contractors and total funds being requested for the invoice period. If Project Sponsor
is requesting reimbursement for costs incurred as a result of a contract or agreement with a third parry,
e.g. a consultant, contractor or other entity, Project Sponsor shall submit a copy of the fully executed
contract or agreement to ACTIA prior to ACTIA authorizing reimbursement of such costs. Each
invoice will also include detailed supporting documentation which will include accounting summaries
documenting hourly labor costs incurred in the implementation of the Project, copies of invoices from
vendors, consultants, or contractors or an explanation of the goods or services provided for the
Project. Project Sponsor may establish an alternative method, subject to approval in advance in
writing by ACTIA, to document staff costs charged to the Project.
Project Sponsor must submit the final invoice for payment with the Final Report as required by
Attachment E.
5) Project Sponsor will submit all reports set forth in Attachment E to ACTIA by the specified due dates.
A. Project Progress Reports must be submitted every six months. These reports shall include the
current status of the Project, actions taken during the reporting period, actions expected to be
taken during the next reporting period, an updated schedule with estimated completion date,
scope changes, project-related issues, any unexpected legal, environmental or contractual
difficulties, notices of potential claims, and any additional relevant information requested by
ACTIA. Project Progress Reports shall be submitted in a format consistent with Attachment G:
Sample Project Progress Report Format, unless an alternate reporting format is requested by the
Project Sponsor in writing and approved in advance by ACTIA.
B. The employment of Small Local Business Enterprises (SLBE) and Local Business Enterprises
(LBE) by Project Sponsor as consultants or contractors on the Project is encouraged, but not
required. SLBE and LBE reporting is required, in the report format in Attachment H: Sample
Contract Reporting Form, when the Project is receiving $50,000 or more in ACTIA funds and
the ACTIA funds are used for a single consultant contract with a value of more than $50,000.
The Project Sponsor must also complete the contract reporting form for all subconsultants, as
detailed in Attachment H: Sample Contract Reporting Form.
C. In the event that a Progress Report or the Final Report is not received in a timely manner,
ACTIA reserves the right to withhold payment of invoices until the appropriate report is
submitted to ACTIA.
D. Project Sponsor shall submit a Final Report/Final Invoice within 90 days of project completion.
The cover of the Final Report must be printed on Project Sponsor letterhead. The Final Report
must include a summary of the actual total project costs including costs paid for with non-
Measure Bfunding. The summary of actual total project costs must include subtotals for each
project phase. Supporting documentation must include the following costs listed separately by
phase:
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Project costs related to Project Sponsor staff time; and
Project costs resulting from any contract with a total contract amount greater than $5,000
(for contract amounts over $50,000 a Contracting Reporting Form is also required).
The Final Report shall also include a summary of project funding by fund source and by task.
The amount of funding identified for each task must correlate with the actual total project costs
for each task. The Final Invoice must be printed on Project Sponsor letterhead and submitted
with the Final Report. Final Report shall be submitted in a format consistent with Attachment I:
Sample Final Report Format, unless an alternate reporting format is requested by the Project
Sponsor in writing and approved in advance by ACTIA.
6) Project Sponsor will keep all necessary Project records to document Project activities and
performance, including documentation of expenses and charges to support invoices submitted to
ACTIA and other Project reporting requirements as described in Attachments E, G and H. Project
Sponsor will allow ACTIA or its authorized representatives to inspect, audit, and make copies of any
Project records related to the performance of this Agreement. Project Sponsor will keep Project
records in one central location for a period of not less than one (1) year after ACTIA's final payment
of an approved final invoice as required by Section II.4 above.
7) Project Sponsor will acknowledge ACTIA as a funding source and will use or display the approved
ACTIA logo so that it is visible to the public:
A. On any capital property purchased with ACTIA funds, or on construction sites where ACTIA
funds are used, where applicable and practical.
B. On any printed or electronic material associated with the Project that is distributed to the public.
Printed material includes Project-related schedules, brochures, handbooks, or promotional
material. Electronic material includes Project-related web sites, electric signs, or e-mail
broadcasts.
C. In any Project-related media events, articles, news releases or other publicity materials.
8) Project Sponsor will obtain all state, local and federal permits and approvals for work. Project Sponsor
will comply with all applicable state and federal laws and regulations.
9) Project Sponsor will require that all professional services consultants, contractors and subcontractors
involved with the Project name ACTIA, its officers, employees and consultants as additional insureds
on all insurance required by Project Sponsor for Project.
10) Project Sponsor will arrange for maintenance of the Project at no cost to ACTIA.
11) Project Sponsor will ensure that Alameda County citizens are informed about the Project by doing the
following:
A. Project Sponsor will promptly respond to information requests from ACTIA, the Citizens
Watchdog Committee (CWC), and other ACTIA Community Advisory Committees as a means
of informing the public of the benefits being derived from the use of the Measure B funds.
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B. Project Sponsor will provide updated and accurate Project information on the Project Sponsor's
website, or create one if none exists, and provide a link to ACTIA's website, in order to inform
the public on how the Measure B funds are being used in the County.
C. Project Sponsor will publish, at least annually, an article either in the Project Sponsor's
newsletter, a newspaper, or in ACTIA's newsletter, highlighting the Project and will submit a
copy of such article to ACTIA.
12) Project Sponsor will, upon request from ACTIA, render a report or answer any and all inquiries in
regard to its receipt, compliance audit findings, and usage of its funds before ACTIA's Governing
Board, and the CWC.
13) Project Sponsor will place in the public domain any software, written document, intellectual property,
process, technique or product developed with ACTIA funds as part of the Project.
SECTION III
ACTIA OBLIGATIONS:
1) ACTIA will provide ACTIA funds not to exceed the "Total ACTIA Funds Awarded to Project."
ACTIA will make a good faith effort to provide all funds set forth in this Agreement.
2) ACTIA will endeavor to pay undisputed amounts of approved invoices within thirty (30) calendar days
of receipt.
3) ACTIA will provide timely notice prior to conducting an audit.
4) ACTIA will provide a copy of its approved ACTIA logo.
SECTION IV
GENERAL PROVISIONS:
1) Term: This Agreement will remain in effect for twenty-eight (28) months after the Grant Initiation
Date listed in Table C-2 in Attachment C, unless terminated as provided below.
2) Termination: If the Project Sponsor materially breaches this Agreement, including but not limited to
failing to meet the schedule without compelling reason, failing to submit required Progress Reports or
deliverables in the time specified by this Agreement, or failing to comply with applicable regulations,
ACTIA shall notify Project Sponsor of such breach and provide Project Sponsor with a reasonable
opportunity to cure such breach. If, after receiving written notice of breach, Project Sponsor fails to
cure, or commence to cure said breach within the time stated in the notice of breach, ACTIA may
either terminate this Agreement or suspend payments to the Project Sponsor until such time as the
Project Sponsor makes reasonable efforts to comply with this Agreement.
ACTIA may terminate this Agreement for default upon giving thirty (30) days written notice (or such
other reasonable period of time authorized in writing by ACTIA) of such default to Project Sponsor
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and Project Sponsor does not cure such default. ACTIA will reimburse Project Sponsor for qualifying
expenditures in full conformance with this Agreement made until the effective date of the termination.
3) Indemnity: Project Sponsor will indemnify and hold harmless ACTIA, its members, officers,
employees, agents, representatives, consultants, contractors, and successors-in-interest against any and
all claims, suits or actions arising out of an act or omission of the Project Sponsor or its employees,
subcontractors or agents related to or arising out of the Project, except to the extent such claim, suit or
action arises out of the sole negligence or willful misconduct of ACTIA. This indemnification will
survive expiration or termination of this Agreement.
ACTIA shall indemnify and hold harmless Project Sponsor, its officers, employees, agents, and
successors-in-interest against any and all claims, suits or actions arising out of a grossly negligent act or
omission by ACTIA in the performance of its duties under this Agreement.
4) Notices: Any notice which may be required under this Agreement shall be in writing, shall be effective
when received, and shall be given by personal delivery service or first class mail, to the addressees set
forth in Attachment F, or to such addressees which may be specified in writing by the parties.
5) Contacts: The persons listed as Contacts in Attachment F will be the first point of contact and act as
the liaisons between ACTIA and Project Sponsor with regards to the day-to-day activities of the
Project. All reports and correspondence are to be addressed to the specified Contacts.
6) Project Number: All correspondence shall reference the "ACTIA Project Number" specified in
Attachment A.
7) Integration: This Agreement represents the entire agreement of the parties with respect to the subject
matter described in this Agreement, and no representation, warranties, inducements or oral agreements
have been made by any of the parties except as expressly set forth herein.
8) Amendment: Except as otherwise provided in this paragraph, this Agreement may not be changed,
modified, or rescinded except by a writing signed by the parties hereto. Any attempt to modify this
Agreement orally will be void and of no effect. The ACTIA and Project Sponsor Contacts as specified
in Attachment F may jointly authorize, in writing, any minor schedule revisions, any task description,
task deliverable and task budget revisions that do not increase the "Total ACTIA Funds Awarded to
Project" amount shown in Attachment A, or changes to the Project scope of work. Any change in
Project scope of work must be approved by ACTIA prior to implementation of the change by the
Project Sponsor.
9) Independent Contractor: Project Sponsor and any party contracting with it renders its service under
this Agreement as an independent contractor. None of the Project Sponsor's agents, subcontractors
or employees shall be construed as agents or employees of ACTIA. The legal relationship of any
person performing services for the Project Sponsor will be solely between that person and the Project
Sponsor. This paragraph does not apply to elected ofEcials serving concurrently on the governing
boards of both the Project Sponsor and ACTIA.
10) Assignment: This Agreement may not be assigned, transferred, or subcontracted by any party without
the express written consent of the other party.
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11) Severability: Should any part of this Agreement be declared unlawful, invalid, or beyond the authority
of either party to enter into or carry out, such decision shall not affect the validity of the remainder of
this Agreement which shall continue in full force and effect; provided that, the remainder of this
Agreement can, absent the invalid portion(s), reasonably be interpreted to give effect to the intentions
of the parties.
12) Effective Date: The effective date of this Agreement is the Grant Initiation Date listed in Table C-2 in
Attachment C.
13) General Compliance with Laws: The performance of this Agreement and the expenditure of ACTIA
funds received under this Agreement will be in accordance with all applicable provisions of local and
state law.
14) Force Majeure: Neither ACTIA nor Project Sponsor shall be liable or deemed to be in default for any
delay or failure in performance under this Agreement or interruption of services, directly or indirectly,
from the acts of God, civil or military authority, acts of public enemy, war, strikes, labor disputes,
shortages of suitable parts, materials, labor or transportation, or any similar cause beyond the
reasonable control of ACTIA or Project Sponsor.
15) Governing Law: This Agreement shall be construed and interpreted and the legal relations created
thereby shall be determined in accordance with the laws of the State of California.
16) Binding on Successors: All of the terms, provisions and conditions of this Agreement will be binding
upon and inure to the benefit of the parties and their respective successors, assigns and legal
representatives.
17) Attorneys' fees: If any legal proceeding should be instituted by either of the parties to enforce the
terms of this Agreement or to determine the rights of the parties under this Agreement, the prevailing
party in said proceeding will recover, in addition to all court costs, reasonable attorneys' fees.
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement by their duly authorized
officers.
CITY OF DUBLIN ALAMEDA COUNTY TRANSPORTATION
IMPROVEMENT AUTHORITY
By: By:
Tim Sbranti Alice Lai-Bitker
Mayor ACTIA Chairperson
Recommended:
By:
Christine Monsen
ACTIA Executive Director
Approved as to form and legality:
By:
John Bakker
City Attorney
Approved as to form and legality:
By: ~
Wendel, osen, Black & Dean, LLP
Legal Counsel to ACTIA
Reviewed as to Budget/Financial Controls:
By:
Anees Azad
ACTIA Finance and Administration
Manager
Attest:
By:
LaTonia Peoples-Stokes
Clerk of ACTIA
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ATTACHMENT A
PROJECT DESCRIPTION AND TASK BREAKDOWN
Project Sponsor: Ciry of Dublin
Project Title: Alamo Canal Trail Undercrossing of I-580 (Construction)
ACTIA Project Number: A09-0018
Grant Initiation Date: July 1, 2009
Total ACTIA Funds Awarded to Project $891,000
Total Project Cost: $2,651,000
Project Sponsor Matching Funds:
Amount
$630,000
$1,130,000
$1,760,000
Source
East Bay Regional Park District's Measure WW
Local and Other Funds
Percentage Total ACTIA Funds Awarded to Project/Total Project Cost: 33.6%
Project Description:
A09-0018
The Project will construct a short multi-use trail segment, under Interstate 580, which will connect two
existing trails and close a critical gap between the cities of Dublin and Pleasanton. This segment will connect
the Alamo Canal Trail in Dublin with the Centennial Trail in Pleasanton, creating a 3.6 mile continuous
Class 1 multi-use path. Since the Alamo Canal Trail links to the Iron Horse Regional Trail, the Project will
create approximately 22 miles of continuous paved regional trail from Pleasanton through Dublin, and then
into Contra Costa County, to the City of Concord near Highway 4.
Specifically, the Project will construct amulti-use trail that is 700-feet long and 12-feet wide, under the I-580
freeway and the BART track structures. It will include constructing a concrete retaining wall along the east
side of the trail, and acut-off wall below the pavement to prevent undermining of the trail structural section.
A trail lighting system and fencing will also be installed.
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Project Task Breakdown: Table A-1 below shows the breakdown of tasks that represent the basis of
the commitment of Measure B funds to the Project. Attachments B and C include additional information at
the task level, such as descriptions of deliverables for the tasks listed in Table A-1, due dates for those
deliverables, and not-to-exceed amounts of Measure B funding for each task. ACTIA will not approve any
reimbursements of Measure B funds for any task until all prerequisite tasks indicated in Table A-1 for that
task are complete and all deliverables shown in Table C-1 in Attachment C for each of the applicable
prerequisite tasks are received by ACTIA.
Table A-1: Project Task Breakdown
Phase Prerequisite
Task (planning, Task No.s
Ops,
Task Description
No. Marketing, from
Etc.) Table A-1)
1 Construction Construct Improvements None
2 Closeout Project Closeout 1
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ATTACHMENT B
TASK BUDGETS AND OTHER FUNDING
Project Sponsor: City of Dublin
Project Title: Alamo Canal Trail Undercrossing of I-580 (Construction)
13 ~- ~,~
nU9-0018
Task Budgets and Other Funding: Table B-1 below shows the not-to-exceed amounts of Measure
B funds for each task listed in Table A-1 in Attachment A. Table B-1 also shows the other funding to be
provided by the Project Sponsor for each task. The Measure Bnot-to-exceed amount added to the other
funding amount for each task establishes the Total Task Budget shown in Table B-1. The sum of the
Measure Bnot-to-exceed amounts for all tasks shall not exceed the Total ACTIA Funds Awarded to Project
amount shown in Attachment A.
Table B-1: Task Budgets and Funding
Measure B Amount of Other Total
Task No.
Not-To-Exceed Funding Task
(from Table A-1)
Amount (Note 1) Provided by Sponsor Budget
1 $847,000 $1,760,000 $2,607,000
2 $44,000 (Note 3) $0 $44,000
Totals $891,000 $1,760,000 $2,651,000
Notes:
1. The Measure B funding for each task shall reimburse eligible costs in the percentage of Total Measure B Not to
Exceed Amount to Total Budget shown in Table B-1.
2. No Measure B funds are earmarked for this task; however the task is a prerequisite as shown in Table .-1-1.
3. The Measure B funds shown for the Project Closeout task will be released upon receipt of the deliverable. The
Measure B amount assigned to the Project Closeout task is assumed to be withheld from Measure B amounts
from other tasks, and represents 5% of total Measure BNot-To-Exceed funds.
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ATTACHMENT C
TASK DELIVERABLES AND PROJECT MILESTONE SCHEDULE
Project Sponsor: Ciry of Dublin
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A09-0018
Project Title: Alamo Canal Trail Undercrossing of I-580 (Construction)
Project Task Deliverables and Due Dates: Table C-1 below shows deliverables, if any, for the
tasks listed in Table A-1 in Attachment A. Table C-1 also shows the due dates for each deliverable.
Table C-1: Task Deliverables and Due Dates
Task No. Deliverable Due to
(from Deliverable ACTIA
Table A-1) (Date)
1 Counts of pedestrian and birycle traffic before construction October 31, 2009
(methods and locations to be approved by ACTIA in advance of
count)
1 Photographs of Project site before construction (electronic and October 31, 2009
printed formats)
1 Copy of advertisement for bids February 28, 2010
1 Copy of front cover of awarded contract and a summary of the May 31, 2010
bid
1 Contract closeout documentation: Official city documentation April 30, 2011
confirming completion of construction
1 Photographs of Project site after construction (including some June 30, 2011
from the same perspective as "before" photos, and in both
electronic and printed formats)
1 Counts of pedestrian and bicycle traffic after construction June 30, 2011
(methods and locations to be approved by ACTIA in advance of
count)
2 Final Report/Presentation to BPAC/Final Invoice September 30, 2011
2 Grant Funding Agreement Expires October 31, 2011
Notes:
1. Project Sponsor shall provide ACTIA with not less than ten (10) days advance notice of any public
meetings or events related to implementation of this grant.
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ACTIA Bicycle/Pedestrian Countywide Grant Fund Program A09-0018
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Project Milestone Schedule: Table C-2 below shows a milestone schedule for the Project.
Table C-2: Project Milestone Schedule
Project Milestone Date
ACTIA Grant Awarded (Cycle 4) July 1, 2009
Grant Initiation July 1, 2009
Advertise Construction January 31, 2010
Begin Construction (Award Contract) April 15, 2010
Construction Complete March 31, 2011
Grant Funding Period Complete (Project Complete) June 30, 2011
Project Closeout -Complete Final Report, Presentation to BPAC, Final Invoice September 30, 2011, or
Ninety (90) Days after
Project Completion,
Whichever Is Earlier
Grant Funding Agreement Expires October 31, 2011
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ATTACHMENT D
PROJECT PERFORMANCE MEASURES
A09-0018 '
Table D-1: Project Performance Measures and Targets
Performance Measure Target
None required
Project Performance Measures: Table D-1 describes what outcome-based performance measure you plan
to evaluate to ensure that the project/program is meeting its objectives.
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ACTIA Birycle/Pedestrian Countywide Grant Fund Program
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ATTACHMENT E
PROJECT REPORTING REQUIREMENTS
iiU9-0018 }
Project Reporting Requirements: Table E-1 below shows the reporting requirements for the Project
including the Project Progress Reports, Final Report and the Final Invoice. Reports are due to ACTIA by
the dates indicated in Table E-1.
Table E-1: Project Reporting Due Dates
Report Reporting Period Report Due to ACTIA
Project Progress Report No. 1 July -December, 2009 January 31, 2010
Project Progress Report No. 2 January -June, 2010 July 31, 2010
Project Progress Report No. 3 July -December, 2010 January 31, 2011
Project Progress Report No. 4 January -June, 2011 July 31, 2011
Final Report (Project Closeout) NA September 30, 2011 or Ninety
(90) Days after Project
Completion, Whichever Is Earlier
Final Invoice (Project Closeout) NA Due with Final Report
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ACTIA Bicycle/Pedestrian Countywide Grant Fund Program
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ATTACHMENT F
PROJECT CONTACT INFORMATION
Project Sponsor Contact:
Ferd Del Rosario
Senior Civil Engineer
Ciry of Dublin
100 Civic Plaza
Dublin, CA 94568
Phone: 925-833-6637
Fax: 925- 829-9248
Ferd.dekosario@ci.dublin. ca.us
ACTIA Contact:
To:
Tess Lengyel, ACTIA Programs and Public Affairs Manager
1333 Broadway, Suite 300
Oakland, CA 94612
510-267-6111
tlengyel@actia2022. com
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A09-0018
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ACTIA Bicycle/Pedestrian Countywide Grant Fund Program
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Print on Sponsor Letterhead
ATTACHMENT G
SAMPLE ACTIA BICYCLE/PEDESTRIAN FUND GRANT PROJECT
PROGRESS REPORT
PROJECT PROGRESS REPORT No.:
REPORTING PERIOD: From:
PROJECT SPONSOR:
PROJECT TITLE:
ACTIA PROJECT No.:
STATUS:
ACTIONS (in this r~ortingperiod,Z:
ANTICIPATED ACTIONS (in next reporting period
GENERAL:
^ At this time we anticipate no problems on the project.
To:
Ao~-ools! ~~ a1
^ We anticipate problems in the following area(s) but do not feel we need your assistance at this time:
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ACTIA Birycle/Pedestrian Countywide Grant Fund Program
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^ We anticipate problems in the following area(s) and would appreciate any assistance you could offer:
SCHEDULE, SCOPE, AND BUDGET:
^ The project schedule, scope, task budgets, and performance measures remain unchanged, as shown in
Attachments A, B, C, and D of the Grant Funding Agreement or previously approved amendment.
^ There are proposed changes to the project schedule, scope, task budgets, and/or performance
measures. (If checked, proceed to the section below)
^ A Grant Amendment Request was previously submitted on (enter date) and is awaiting approval.
^ Revisions to the following area(s) are being proposed and a Grant Amendment Request is
attached for review and approval. (Check all that apply)
^ Project Scope (Exhibit B of GrantAmendment Request Form)
^ Task Budgets (Exhibit C of Grant Amendment Request Form)
^ Project Schedule (Exhibit D of GrantAmendment Request Form)
^ Project Performance Measures (Exhibit E of GrantAmendment Request Form)
EXPENDITURES
^ A Request for Reimbursement is included with this Progress Report.
^ No Request for Reimbursement is included with this Progress Report. (If checked, proceed to section below.)
^ A Request for Reimbursement was submitted within the last six months on (enter aate).
^ No Request for Reimbursement has been submitted within the last six months for the following
reason(s):
PUBLICITY:
^ As required per the Grant Funding Agreement, updated and accurate project information is included,
with a link to the ACTIA Web site, at the following web address:
^ As required per the Grant Funding Agreement, an article was published, highlighting this Project, on
(enter date) in (enter name of newsletter, newspaper, publication, etc:).
^ A copy of the article is attached to this report.
^ An article was submitted to ACTIA for publication in the ACTIA newsletter on (enter date).
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ACTIA Bicycle/Pedestrian Countywide Grant Fund Program t~09-0018
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SIGNALS:
^ Signal modifications are not part of the Project.
^ Signal modifications are part of the Project. (If checked, proceed to the section below)
Considered Included (Check all that apply)
^ ^ Audible Pedestrian Signals
^ ^ Adjustable Pedestrian Timing
^ ^ Emergency Vehicle Pre-Emption
CONTRACT REPORTING:
^ Form attached. (Required with Project Progress Reports No. 2 and No. 4)
^ Form not attached. (Not required with Project Progress Reports No. 7 and No. 3, or if no grant funds have been
expended to date)
PERFORMANCE MEASURES:
^ There were trips provided during the reporting period.
^ There were people served during the reporting period.
^ Table D-1 Performance Measures Report is attached.
^ Performance Measures Report is not included.
(provide explanation)
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ACTIA Bicycle/Pedestrian Countywide Grant Fund Program A09-0018
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ACTIA CONTRACT REPORTING FORM
Form must be completed when the following is met:
• Is ACTIA Grant Award over $50,000? If yes, continue. If no, you do not need to submit this report.
• Is $50,000 or more of the ACTIA Grant Award being used for all or part of a single Consultant contract? If yes, complete form. If no, you do not
need to submit this report.
• Submit once per year, with Progress Reports No.'s 2 and 4.
Instructions:
• Complete form for the Prime Consultant and all Subconsultants that are a part of the contract. If you have multiple contracts that meet the above
requirements, you must report on all of these contracts. If multiple contracts, use an additional table for each additional contract.
Does your Agency require or encourage LBE/SLBE participation in its Contracting
Sponsor Name: Procedures?
ACTIA Project No.: (Yes/ No) If yes, explain the requirements below or in an attachment.
Progress Report No.:
Date Submitted:
Consultant/
Contract Amendment Amount
Previous
Current Total LBE
SLBE
Certified
Tier Full Address Amount s to this of ACTIA Invoice to Invoice to Invoiced Certified? ~ (Y
es
Contractor Name
(~)
amount (+/-
funds in
ACTIA
ACTIA
to Date (to
(Yes No
~ ,
) Contract ACTIA) Unk) No,
Unk)
Prime
Sub
Sub
TOTAL
Project Manager's Assurance: I hereby certify that the
information included here is true and accurate.
Signature
Date
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ACTIA Bicycle/Pedestrian Countywide Grant Fund Program
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PROJECT PERFORMANCE MEASURES REPORT
A09-0018
Project Performance Measures: Table D-1 describes what outcome-based performance measures you are
evaluating to ensure that the project/program is meeting its objectives.
Table D-1: Performance Measures Report
No. Performance Measure (N°~e t~ Progress/Activity this Period
1
2
3
4
5
Notes: 1. List all performance measures included in application for Project submitted by Project Sponsor to
ACTIA.
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ACTIA Bicycle/Pedestrian Countywide Grant Fund Program
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ATTACHMENT H
SAMPLE ACTIA CONTRACT REPORTING FORM
Form must be completed when the following is met:
A09-0018
• Is ACTIA Grant Award over $50,000? If yes, continue. If no, you do not need to submit this report.
• Is $50,000 or more of the ACTIA Grant Award being used for all or part of a single Consultant contract? If yes, complete form. If no, you do not
need to submit this report.
• Submit once per year, with Progress Reports No.'s 2 and 4.
Instructions:
• Complete form for the Prime Consultant and all Subconsultants that are a part of the contract. If you have multiple contracts that meet the above
requirements, you must report on all of these contracts. If multiple contracts, use an additional table for each additional contract.
Sponsor Name:
ACTIA Project No.:
Progress Report No.:
Date Submitted:
Does your Agency require or encourage LBE/SLBE participation in its Contracting
Procedures?
(Yes/ No) If yes, explain the requirements below or in an attachment.
Consultant/
Contract Amendment Amount
Previous
Current Total LBE SLBE
Certified
C Tier Full Address Amount s to this of ACTIA Invoice to Invoice to Invoiced Certified? ~ ~
es
ontractor Name
(~) amount + -
( / funds in
ACTIA
A
T
to Date (to
(Yes, No, ,
)
Contract C
IA
ACTIA)
Unk) No,
Unk)
Prime
Sub
Sub
TOTAL
Project Manager's Assurance: I hereby certify that the ~
information included here is true and accurate. __C_
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ACTIA Birycle/Pedestrian Countywide Grant Fund Program
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ATTACHMENT I
SAMPLE ACTIA BICYCLE/PEDESTRIAN FUND GRANT PROJECT
FINAL REPORT
PROJECT SPONSOR:
PROJECT TITLE:
ACTIA PROJECT No:
TOTAL MEASURE B FUNDS AWARDED TO PROJECT:
FINAL MEASURE B GRANT AMOUNT EXPENDED:
TOTAL PROJECT COST (All funding sources
COMPLETION/APPROVAL DATE:
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A09-0018
FINAL PROJECT DESCRIPTION: (Provide a brief description of services provided, improvements constructed,
and/or implemented in accordance with the grant funding agreement.)
SUMMARY OF PROJECT DELIVERY MILESTONES: (Provide a brief description of actions taken and
milestones reached to deliver the project.)
SUMMARY OF PROJECT BENEFITS: (Provide a brief description ofproject benefits.)
FINAL COSTS AND FUNDING SOURCES:
(In addition to submitting a final ACTIA Grant Reimbursement Request and final Contract Reporting
form, please include a summary of the total project costs by task, and a list of all funding sources and amounts, including
any additional local Measure B funds.)
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ACTIA Bicycle/Pedestrian Countywide Grant Fund Program A09-0018
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PUBLICITY
^ Project information was available during the duration of the ACTIA grant, with a link to the
ACTIA Web site, at the following web address: [enter Web addre.rrJ
^ Articles were published, highlighting this Project, on [enter date) in the following
publication(s):
PERFORMANCE MEASURES cumulative)
^ There were [enter total numberrJ trips provided during the grant funding period.
^ There were [enter total numberrJ people served during the grant funding period.
^ A final Performance Measures Report (Table D-1 from the Grant Funding Agreement) is attached to
this Progress Report.
^ Performance Measures Report not included (Provide explanation below).
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A09-0018
Project Performance Measures: Table D-1 describes what outcome-based performance measures you
are evaluating to ensure that the project/program is meeting its objectives.
Table D-1: Performance Measures Report
No. Performance Measure Target (cumulative)
1
2
3
4
5
Notes: 1. List all performance measures included in the grant funding agreement for Project.
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