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HomeMy WebLinkAboutPR 20901: TXDOT GRANTS PROGRAM City of •oft mbar Texas www.PortArthurTx.gov • INTEROFFICE MEMORANDUM Date: August 7, 2019 To: The Honorable Mayor and City Council Through: Ron Burton, Interim City Manager From: Alberto Elefano,P.E.—Director of Public Works RE: PR 20901 —Texas Department of Transportation Grants Program—2019 Transportation Alternatives and Safe Routes to School. Introduction: This Agenda Item is to inform City Council that all of the projects submitted to the Texas Department of Transportation 2019 Transportation Alternatives (TA) and Safe Routes to School Program (SRTS) have been selected to move to the second round. The Thomas Boulevard Bike/Walking Path and Seawall Drive Bike/Walking Path are Transportation Alternatives that require an 80-20 match. Background: The City of Port Arthur submitted the above projects during the Texas Department of Transportation's call for projects. TxDOT requires a resolution from the City of Port Arthur that in the event that TxDOT selects our project,that the City will provide a 20%match. Budget Impact: Transportation Alternative (TA) grants are funded at 80% with a 20% match by the City. The Thomas Boulevard Bike/Walking Path Project match is approximately $127,443.00 and the Seawall Drive Bike/Walking Path match is approximately$120,555.00. Total budget of$247,998.00 will be needed for FY 2021-2022 if the projects are selected. Recommendation: It is recommended that the City of Port Arthur City Council approve PR 20901 authorizing the City Manager to provide the 20%match in the event that TxDOT selects our TA projects. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R.20901 08/052019 mje Page 1 of 3 RESOLUTION NO. A RESOLUTION THAT AUTHORIZES THE CITY MANAGER TO PROVIDE THE 20% LOCAL MATCH FOR THE PROJECTED THOMAS BOULEVARD BIKE/WALKING PATH AND THE SEAWALL DRIVE BIKE/WALKING PATH PROJECTS PER TXDOT GUIDELINES WITH A PROJECTED BUDGETARY IMPACT OF $247,998.00. FUNDS WILL BE INCLUDED IN THE FY 2022 BUDGET. WHEREAS, pursuant to Resolution 19-155 the City of Port Arthur's City Council approved participation in the grant program through the TxDOT 2019 Transportation Alternatives (TA) and Safe Routes to School (STRS) call for projects; and, WHEREAS, the City of Port Arthur submitted the following projects for consideration to TxDOT: Port Acres Elementary School (SRTS); Staff Sgt. Lucian Adams Elementary School (SRTS); Thomas Jefferson Middle School (SRTS); Thomas Boulevard Bike/Walking Path (TA); Tyrrell Elementary School (SRTS); and Seawall Drive Bike/Walking Path (TA); and, WHEREAS, the City of Port Arthur received notification dated June 18, 2019 that all the projects submitted during the call for projects qualified for advancement to Step 2, Exhibit A; and, WHEREAS, the Thomas Boulevard Bike/Walking Path and the Seawall Drive Bike/Walking Path Projects are designated as Transportation Alternatives (TA) and require a 20% local match from the City of Port Arthur; and, WHEREAS, in the event TxDOT selects one or both of the TA projects, the City of Port Arthur commits to executing a local agreement to participate in the 20% match as a matter of procedure, Exhibit B; now therefore, P.R. 20901 08/05/2019 mje Page 2 of 3 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the facts and opinions in the preamble are true and correct; and, THAT, TxDOT guidelines require a resolution from the City of Port Arthur that a 20% match will be provided in the event the Thomas Boulevard Bike/Walking Path Project and the Seawall Drive Bike/Walking Path Project are selected; and, THAT, it is recommended that the City of Port Arthur City Council authorizes the City Manager to provide the 20% local match for the Thomas Boulevard Bike/Walking Path Project and the Seawall Drive Bike/Walking Path Project in the event they are selected; and, THAT, the funds will not be needed until the FY 2022 budget; and, THAT, a copy of the caption of this Resolution No. be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED this the day of , A.D. 2019 at a meeting of the City of Port Arthur, Texas by the following vote: Ayes: Mayor: Councilmembers: Noes: P.R. 20901 08/052019 mje Page 3 of 3 Thurman "Bill" Bartle Mayor Attest: Sherri Bellard City Secretary APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION: ()% (/1 Valecia Tize o Ron Burton City Attorney Interim City Manager APPROVED AS FOR AVAILABILITY OF FUNDS: )<CA/\AA 4., (kits._ Kandy Daniel Clifton Williams, CPPB Interim Director of Finance Purchasing Manager Alberto Elefano, P.E. Director of Public Works EXHIBIT A Jennifer Edwards From: Arnold Vowles <Arnold.Vowles@txdot.gov> Sent: Tuesday, June 18, 2019 2:28 PM To: Jennifer Edwards; Aleska Washington Subject: [NON-CoPA] FW:TxDOT's 2019 TA/SRTS Detailed Application Attachments: 2019_TASRTS_DetailedApplication.xlsm; TASRTS_DetailedApp_Instructions.pdf Importance: High FYI: From: Carl Seifert-C Sent: Tuesday, June 18, 2019 2:17 PM To: alberto.elefano@portarthurtx.gov Cc: Bonnie Sherman; Arnold Vowles Subject: TxDOTs 2019 TA/SRTS Detailed Application Importance: High Good afternoon, Alberto Elefano PE with the City of Port Arthur/Public Works-Engineering: Step 1 of TxDOT's 2019 TA/SRTS call for projects has been completed! Step 1 Recap In Step 1, we received a total of 398 preliminary applications from 234 unique entities, totaling more than $330 million in funding requests! TxDOT reviewed all preliminary applications for eligibility by funding program based on responses provided in preliminary applications. Subsequently, meetings were conducted with project sponsors to discuss preliminary applications for eligible projects submitted under this program call. A total of 357 projects are moving forward in Step 2. As part of this program call, we anticipate awarding approximately $46 million worth of federal funds. Eligible Projects As a result, the projects in the list below are ready to move forward to Step 2. The list includes, the Project Name (from the preliminary application), the funding opportunity(ies) for which the project is eligible, and a TxDOT Project ID assigned to the project. Project Name Funding Opportunity(ies) TxDOT Project ID Staff Sgt. Lucian Adams Safe Routes to School 1_BMT_PortArthurOl_SRTS-TA_Adams Elementary School SRTS/SUP Elem SRTS Port Acres Elementary Safe Routes to School 1_BMT_PortArthur02_SRTS-TA_Port School/SRTS Acres Elem SRTS THOMAS BLVD SUP/TA Transportation Alternatives, 1_BMT_PortArthur03_TA_Thomas Blvd Conditional Projects List SUP Thomas Jefferson Middle School SRTS (Twin City Safe Routes to School 1_BMT_PortArthur04_SRTS- TA Jefferson Middle School SRTS Highway/State Highway 347) Tyrrell Elementary Safe Routes to School 1_BMT_PortArthur05_SRTS-TA_Tyrrell School/SRTS Elem School SRTS Detailed Application i Attached you will find the detailed application and accompanying instructions. It is important to read the application instructions as you complete the detailed application. In the instructions, you will find further explanations for each question, required and recommended attachments, links to resources to assist successful completion, and instructions for how to submit your completed detailed application to TxDOT. The assigned TxDOT Project ID (above) must be used when submitting the detailed application to allow tracking of submitted projects through the evaluation process. To ensure that all project sponsors receive the same amount of time to prepare the detailed application, all detailed applications, regardless of funding sought, must be submitted by August 15, 2019. Refining and Prioritizing Projects for Step 2 Project sponsors are advised to incorporate feedback received during the district review meeting as the project concept is further refined and detailed application(s) and supporting materials are developed. Projects may be refined as long as the project is substantially the same project that was submitted in Step 1. (See detailed application instructions for further guidance on this topic and coordinate proposed refinements with your TxDOT District TA/SRTS Coordinator.) Projects with constructability issues, extensive coordination/ permitting needs, or right-of-way issues may not be ready for available funding under the current program call. Conditional Project List applicants should detail an approach to address/mitigate potential issues. Note: Project sponsors are not prohibited from submitting more than two detailed applications. However, understanding that funds are limited, project sponsors are strongly advised to focus their efforts on preparing detailed applications for their top two priority projects that they feel will be the most competitive. Additional Resources The detailed application and instructions along with the Program Guide, an example local government resolution, and other resources will also be available on TxDOT's Bicycle and Pedestrian Funding Programs webpage https://www.txdot.gov/inside-txdot/division/public-transportation/bicycle- pedestrian.html Please contact your local district TA/SRTS Coordinator for questions or additional information. Notice of Correction/Clarification Please note that there was an error in the Texas Register notice (published February 8, 2019) initiating the call for projects that incorrectly identified the due dates for detailed applications. For nonurban TA and SRTS detailed applications, the due date was incorrectly identified in the Texas Register as June 18, 2019; however, the Program Guide identified August 15, 2019, as the submittal deadline. For small urban TA conditional project list, the deadline in the Texas Register was identified as October 30, 2019; however, the Program Guide identified this date as a target submittal deadline. It has since been determined that all detailed applications must be submitted at the same time to ensure a fair and competitive process. All detailed applications for TxDOT's 2019 TA/SRTS Call for Projects, regardless of funding source (i.e., SRTS, TA nonurban, TA small urban, and/or conditional project list) must be submitted to TxDOT by August 15, 2019. Regards, Carl Seifert, AICP Transportation Planner Bicycle & Pedestrian Program TxDOT Contractor Cseife-cCa�txdot.gov 512.86.5974 2 A Teras Department or Transpora lee(TxDOT)message Heads up, Texas. ILLI If IT 3 EXHIBIT B DETAILED APPLICATION: 2019 SRTS/TA CALL FOR PROJECTS TA COST PARTICIPATION SUMMARY TA Federal Participation , ,. Construction Costs $0 TxDOT Administrative Costs $0 State Participation (Only if an EDCP reduction is authorized) $0 Local In-Kind Participation (Requires approval) $0 Local Cash Participation(local match TxDOT admin must be in cash) $0 Construction Costs $0 TxDOT Administrative Costs $0 Total Project Value/Estimated Cost $0 TA PROJECT COMMITME TA The applicant confirms understanding of the following requirements by checking boxes and signing below. ❑ This is a reimbursement program. If the project sponsor implements any stage of the project,then they must finance that phase until reimbursement funds are available. Invoices must be submitted with proper documentation on a regular basis (typically monthly, but no less than quarterly). ❑ If TxDOT implements the project on behalf of the project sponsor,then any local match would be due in full to TxDOT prior to commencement of each phase of project development or construction. Project selection does not guarantee that TxDOT will implement a project on behalf of any recipient. ❑ Until authorized by TxDOT with a notice to proceed,the project sponsor must not enter into a contract or incur costs for any aspect of the project(including in-kind contributions)for which the project sponsor is seeking federal participation. Otherwise,the project sponsor risks incurring costs that will not be reimbursed or credited. ❑ Project sponsors may manage elements of the project development process with written TxDOT approval.To receive approval,the project sponsor acknowledges that they must complete a Special Project Approval form in accordance with 43 TAC§15.52 and undergo a Risk Assessment. ❑ For TA projects,the project sponsor understands they are responsible for providing a local match(including cash,allowable in-kind expenses,and/or use of EDCP reduction)to cover 20%of the total project cost(including TxDOT Administrative costs). Depending on approved local match options,TxDOT will reimburse a portion of the total expenses on each invoice submitted with proper documentation of expenses. ❑ For TA projects,the project sponsor understands that eligibility for the Economically Disadvantaged County Program(EDCP) is subject to annual review. If an adjustment is granted,the adjustment percentage in effect for the county at the time the program call is initiated will be used.Should the county become ineligible for the EDCP adjustment prior to execution of the local agreement between TxDOT and the project sponsor,the Project Sponsor would be responsible for the full 20%local match for construction. ❑ For TA projects,the project sponsor must fund any project costs in excess of the amounts indicated in the budget entered into this detailed application and/or the amount awarded by the commission(i.e., project cost overruns). Signature Print Name and Title Date Telephone Number Refer to TxDOT's 2019 TA/SRTS Detailed Application Instructions for submittal instructions. Page 12 of 12