REPORT TO COUNCIL
SUBJECT
Title
Authorization to Accept the Pavement Maintenance Technology Assistance Program Grant from the Metropolitan Transportation Commission to Update the City’s Pavement Management System
Report
GRANT SUMMARY
In October 2015, Public Works applied for funding from the Pavement Maintenance Technology Assistance (P-TAP) Program of the Metropolitan Transportation Commission (MTC). The P-TAP program annually provides funding for Bay Area cities to use for pavement management. On January 15, 2016, the City was awarded grant funds in the amount of $62,496.00 to the Department of Public Works for technical assistance to update the City’s pavement management (StreetSaver) database, the keystone of the City’s Pavement Management System (PMS). The PMS is used to identify roadway segments in need of improvement, techniques that will most economically provide the longest sustainable life of the surface of City streets, and long-term planning for the most cost-effective treatment of pavement surfaces to minimize costs, and maximize the potential for extended life and reduced waste. Public Works staff annually inspects approximately 50% of city streets to maintain a current evaluation of the condition of all city arterials, collectors and residential streets. This project will provide an independent evaluation of the City’s streets and an updating of the data in the PMS.
MTC will manage the project and select the consultant to perform the work from a pool of knowledgeable professional firms. The consultant will provide a work scope and schedule for review and approval by the City, and ultimately the final report prior to completing the project. Therefore, there is no written agreement between the City and MTC, other than the grant documents, letter of project selection, and invoice for the required matching funds (Attachment 1).
EXISTING POLICY
Council Policy 7.1.5 Donations, Contributions and Sponsorships:
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.
General Plan, Chapter 3, Land Use and Transportation Element LT-5.7: Pursue local, state and federal transportation funding sources to finance City transportation capital improvement projects consistent with City priorities.
The Division of Public Works Operations in the Department of Public Works will be responsible for the management of the grant.
Granting Agency
MTC provides the P-TAP program for Bay Area cities to assist in several ways to develop, maintain, and update a city’s PMS. P-TAP provides Bay Area jurisdictions with assistance and expertise in implementing and maintaining a PMS. A project to update the survey information for residential streets in the City’s PMS with the assistance of an expert consultant is estimated at $78,120. Grant funding is authorized by MTC in the amount of $62,496, with a required 20% local match of $15,624.
Staff recommends Council accept MTC’s P-Tap grant to fund the update of the Sunnyvale Pavement Management System Field Data.
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)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
Accepting the grant requires that the City make a contribution in the amount of $15,624 to update the Sunnyvale Pavement Management System. The FY 2015/16 Adopted Budget includes funding in the Department of Public Works operating budget to update StreetSaver, the City’s pavement management database. The budgeted funds will be used to make the required local match. The P-TAP 17 grant funding from MTC will provide the remaining funds needed for the project. As MTC is administering the project, and matching funds are available in the operating budget, no budget modification is required to appropriate grant funds.
Funding Source
The new project will be funded by General Fund resources budgeted in the Department of Public Works operating budget.
Required Local Match
Yes, the required local match will be made with funds available in the Pavement Maintenance, Traffic Signs and Markings program.
Increased Cost to City Upon Grant Termination
None
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
Authorize the City Manager to Accept the Metropolitan Transportation Commission Pavement Maintenance Technology Assistance Program Grant to Update the City’s Pavement Management System.
Staff
Prepared by: James Craig, Superintendent of Public Works Operations
Reviewed by: Manuel Pineda, Director, Public Works
Reviewed by: Timothy J. Kirby, Acting Director of Finance
Reviewed by: Kent Steffens, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENT
1. Copy of Letter and Invoice from the MTC PTAP Awarding Grant Funding