REPORT TO COUNCIL
SUBJECT
Title
Accept Pavement Management Technical Assistance Program Round 26 Grant Funds from the Metropolitan Transportation Commission to Complete a Citywide Pavement Condition Assessment and Approve Budget Modification No. 20 in the Amount of $18,241
Report
GRANT SUMMARY
On March 12, 2025, the Metropolitan Transportation Commission (MTC) approved the City’s participation in MTC’s Pavement Management Technical Assistance Program (P-TAP), which is funded by Federal Surface Transportation Program grant funds. The City has been approved for $72,965 in funding with a required local contribution requirement of $18,241. (See Attachment 1 to this report.) Once the City’s contribution funds are received, MTC will direct their contractor to complete a pavement condition assessment of the City's road network. The local contribution to the project total of $91,206 is proposed to be funded from Gas Tax Funds under the Pavement Rehabilitation project (Project 825290).
BACKGROUND
The City manages approximately 260 centerline miles of street networks. The Pavement Condition Index (PCI) measures the pavement health of the road by analyzing factors such as pavement age, climate, traffic loads, and historical treatments. The City's current network average PCI is 74 as of December 31, 2024. This PCI rating places the City's street network condition in the "Very Good" (70<PCI≤100) category. City staff conducts biennial PCI surveys of each street to maintain accurate data on street conditions and assist with selecting maintenance and rehabilitation pavement treatments such as slurry seal, chip seal, and reconstruction.
MTC is the transportation planning, financing, and coordinating agency for the nine-county San Francisco Bay Area. MTC developed the StreetSaver Pavement Management Program (PMP) to help local agencies make sound decisions on planning, managing, and allocating budgets for roadway improvements. P-TAP is MTC’s grant program that provides local agencies with funds and trained consultants to conduct Pavement Management System (PMS) assessments and PMP certifications.
To be eligible to receive regional discretionary funds for pavement upkeep and participate in MTC's technical assistance and funding program, cities and counties must have their PMP certified by MTC every two years. An active PMP certification is an ongoing requirement to participate in P-TAP. A non-compliant PMP may result in loss of local, state, and federal funding sources. P-TAP funding provides critical assistance to help the City make cost-effective decisions for maintaining and rehabilitating roads and streets. The City completed similar PMS updates in 2024 (working with Pavement Engineering, Inc.), 2017 (working with MTC consultant Adhara Systems, Inc.), 2013 (Nichols Consulting Engineers, CHTD), and 2008 (Nichols Consulting Engineers, CHTD) to remain eligible for MTC funding. MTC’s P-TAP, which includes 26 projects, has a total of approximately $3 million with $2.26 million in Federal Surface Transportation Block Grant Program (STP) funds and approximately $730,000 in local funds.
Project Description
The Project includes updating the City's PMS database in accordance with MTC StreetSaver Online Pavement Management Program. The City will work with MTC's consultant to complete a pavement management system update from May 2025 to April 2026. The Project includes reviewing the City's street inventory data, conducting PCI surveys, and analyzing maintenance and rehabilitation budget needs. The consultant's field surveys will replace the City's self-performed annual inspections and audit the City's overall road network. The Project will produce a report that utilizes the results of the field survey data to analyze and recommend budget options for the City's PMS. This report evaluates the ability of the current budget to achieve the City’s current goal, which is a PCI 80. The report will also identify recommended budget scenarios that will improve the City's Maintenance and Rehabilitation strategies over the next five years. The project will renew the City's PMP certification for two years, ensuring that the City remains eligible for future funding opportunities from MTC.
The Division of Street Operations in the Department of Public Works will manage the grant.
Granting Agency
The granting agency is Metropolitan Transportation Commission. The City applied to receive grant funding through P-TAP Round 26 call for projects to complete a pavement condition assessment of the City's street network. The City's Project was selected through a local competitive process.
EXISTING POLICY
Council Policy 7.1.5, Grants, Donations, Contributions and Sponsorship
The city manager may apply for grants of any dollar amount but shall notify the Council when grants are being pursued pursuant to Council Policy 7.1.1 (Fiscal - Long Range Goals and Financial Policies), B.4. (Grants and Intergovernmental Assistance). The city manager may accept and appropriate grant funds up to $100,000 that do not require a local match or obligate the City to any ongoing expenses, through an administrative budget modification. Any grants of $100,000 or more, or that require a local match or obligate the City to ongoing expenses, shall require Council approval of a budget modification before funds can be expended by staff. The budget modification shall include the use to which the grant will be placed; the objectives or goals of the City that will be achieved through use of the grant; the local match required, if any, plus the source of the local match; any increased cost to be locally funded upon termination of the grant; and the ability of the City to administer the grant.
Pursuant to Sunnyvale Charter Section 1305, at any meeting after the adoption of the budget, the City Council may amend or supplement the budget by a motion adopted by affirmative votes of at least four members to authorize the transfer of unused balances appropriated for one purpose or another, or to appropriate available revenue included in the budget.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(4) in that it is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.
FISCAL IMPACT
Funding Source
This Project is funded by the Pavement Management Technical Assistance Program (P-TAP) Round 26 funds administered by the Metropolitan Transportation Commission. The City does not receive the grant funds; rather, the funds are utilized by MTC to complete the City’s Project.
Required Local Match
The City is required to provide a local contribution of 20% of the total project cost of $91,206. The City’s local contribution is $18,241 and is proposed to be funded by an allocation of Gas Tax Funds from the Pavement Rehabilitation Project (825290).
Increase Cost to City Upon Grant Termination
None.
Budget Modification No. 20
FY 2024/25
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|
Current |
Increase/ (Decrease) |
Revised |
|
Gas Tax Fund |
|
|
|
|
|
|
|
|
|
Expenditures |
|
|
|
|
Project 836350 - MTC Pavement Management Technical Assistance Program Matching Funds |
$0 |
$18,241 |
$18,241 |
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|
|
|
Project 825290 - Pavement Rehabilitation |
$2,041,603 |
($18,241) |
$2,023,362 |
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the City Hall reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
RECOMMENDATION
Recommendation
Accept Pavement Management Technical Assistance Program Round 26 grant funds from the Metropolitan Transportation Commission to complete a citywide pavement condition assessment to qualify for regional discretionary funds and approve Budget Modification No. 20 in the amount of $18,241.
Levine Act
LEVINE ACT
The Levine Act (Gov. Code Section 84308) prohibits city officials from participating in certain decisions regarding licenses, permits, and other entitlements for use if the official has received a campaign contribution of more than $500 from a party, participant, or agent of a party or participant in the previous 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
An “X” in the checklist below indicates that the action being considered falls under a Levine Act category or exemption:
SUBJECT TO THE LEVINE ACT
___ Land development entitlements
___ Other permit, license, or entitlement for use
___ Contract or franchise
EXEMPT FROM THE LEVINE ACT
___ Competitively bid contract*
___ Labor or personal employment contract
___ Contract under $50,000 or non-fiscal
___ Contract between public agencies
_X_ General policy and legislative actions
* "Competitively bid" means a contract that must be awarded to the lowest responsive and responsible bidder.
Prepared by: Sean Smith, Superintendent of Public Works Operations
Reviewed by: Chip Taylor, Director of Public Works
Reviewed by: Matthew Paulin, Director of Finance
Reviewed by: Sarah Johnson-Rios, Assistant City Manager
Approved by: Tim Kirby, City Manager
ATTACHMENTS
1. March 12, 2025 Letter regarding Pavement Management Technical Assistance Program (P-TAP) Round 26