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12-01-2020 - AGENDA ITEM 07 CONSIDERATION OF AUTHORIZING THE CITY MANAGER TO EXECUTE THE FUNDING AGREEMENT BETWEEN THE CITY OF WEST COVINA AND THE LOS ANGELES COUNTY METROPOLITANAGENDA ITEM NO. 7 AGENDA STAFF REPORT City of West Covina I Office of the City Manager DATE: December 1, 2020 TO: Mayor and City Council FROM: David Carmany City Manager SUBJECT: CONSIDERATION OF AUTHORIZING THE CITY MANAGER TO EXECUTE THE FUNDING AGREEMENT BETWEEN THE CITY OF WEST COVINA AND THE LOS ANGELES COUNTY METROPOLITAN TRANSIT AUTHORITY (LACMTA OR METRO) UNDER 2016 FEDERAL TRANSPORTATION EARMARK EXCHANGE PROGRAM FOR TRAFFIC SIGNAL INSTALLATION AT CAMERON AVENUE AND BARRANCA STREET PROJECT RECOMMENDATION: It is recommended that the City Council: 1. Authorize the City Manager to negotiate and execute the Exchange Agreement between the City and the Los Angeles County Metropolitan Transit Authority (LACMTA or Metro) under 2016 Federal Transportation Earmark Exchange Program for Traffic Signal Installation at Cameron Avenue and Barranca Street Project to transfer City's Federal Transportation Earmark(s) to LACMTA and exchange such funds for a like amount of LACMTA Proposition C 25% in the amount of $119,255, in substantially the form as attached and in such final form as approved by the City Attorney; and 2. Authorize the City Manager to take such additional, related actions as may be required for the exchange of funds. BACKGROUND: The 2016 Consolidated Appropriation Act allowed the City to transfer its Federal Transportation Earmark(s) to LACMTA. On May 25, 2016, the LACMTA Board of Directors approved the Federal Transportation Earmark Exchange Program. On or about September 1, 2020, the City requested to exchange $119,255 of City's Federal Transportation Earmark Funds for a like amount of LACMTA Proposition C 25% per 2016 Federal Transportation Earmark Exchange Program Agreement 920000000E1726, for the Traffic Signal Installation at Cameron Avenue at Barranca Street Project. On or about such date, the City's Federal Transportation Earmark Exchange Balance of $119,225 was transferred to LACMTA. The City desires to exchange $119,255 of City's Federal Transportation Earmark Funds for a like amount of LACMTA Proposition C 25% ("LACMTA Funds"). LACMTA is willing to exchange $119,255 in LACMTA Funds for a like amount of the City's Federal Transportation Earmark Funds, subject to the terms and conditions as contained in the agreement. DISCUSSION: In November 2020, the City received the Exchange Agreement (EA or Agreement) from LACMTA. Project sponsors are required to execute an EA for those projects funded with local sales tax dollars. The Agreement must be executed prior to the start of the project. The Agreement includes a general description of the project and the specific work elements to be completed, the source of all funds that will be used to complete the project and the project's cash flow. Based on Metro requirements, it is recommended that the City Council authorize the City Manager to execute the Exchange Agreement between the City and Los Angeles County Metropolitan Transit Authority (LACMTA) under 2016 Federal Transportation Earmark Exchange Program for the Traffic Signal Installation at Cameron Avenue and Barranca Street Project to transfer City's Federal Transportation Earmark(s) to LACMTA and exchange such funds for a like amount of LACMTA Proposition C 25% in the amount of $119,255, less a processing and administrative fee of 3%. The funds will be provided to the City on a reimbursement basis in accordance with the terms of the Exchange Agreement. LEGAL REVIEW: The City Attorney's Office will review and approve the agreement as to form. OPTIONS: The City Council has the following options: 1. Approve staffs recommendation; or 2. Provide alternative direction. Prepared by: Okan Demirci, PE, CIP Manager Fiscal Impact FISCAL IMPACT: The funds available for this project are as follows: Project No. Funds Account No. Amount 18040 Measure Ml 235.80.7006.7800 $450,000.00 Total $450,000.00 Attachments Attachment No. 1 - Exchange Agreement with LACMTA CITY COUNCIL GOALS & OBJECTIVES: Enhance the City Image and Effectiveness Protect Public Safety FTIP #: LA9918936 Agreement#: 920000000EI726 ATTACHMENT NO.1 2016 FEDERAL TRANSPORTATION EARMARK EXCHANGE PROGRAM LOCAL FUNDS This Exchange Agreement ("AGREEMENT"), is made and entered into as of September 1, 2020, by and between the City of West Covina ("CITY") and the Los Angeles County Metropolitan Transportation Authority ("LACMTA"). RECITALS: A. The 2016 Consolidated Appropriation Act allowed the CITY to transfer its Federal Transportation Earmark(s) to LACMTA. B. LACMTA Board of Directors approved the Federal Transportation Earmark Exchange Program on May 25, 2016. C. As of September 1, 2020, CITY has requested to exchange $119,255 of CITY's Federal Transportation Earmark Funds for a like amount of LACMTA Proposition C 25% per 2016 Federal Transportation Earmark Exchange Program Agreement 920000000E1726, on "Traffic Signal Installation at Cameron Avenue at Barranca Street" Project. D. As of date September 1, 2020, CITY's Federal Transportation Earmark Exchange Balance of $119,255 was transferred to LACMTA. E. CITY desires to exchange $119,255 of CITY's Federal Transportation Earmark Funds for a like amount of LACMTA Proposition C 25% ("LACMTA Funds"). F. LACMTA is willing to exchange $119,255 in LACMTA Funds for a like amount of CITY's Federal Transportation Earmark Funds, subject to the terms and conditions contained herein. G. An exchange of CITY's Federal Transportation Earmark Funds with LACMTA Funds is beneficial to and in the general interest of CITY and LACMTA. NOW THEREFORE, in consideration of the mutual benefits to be derived by CITY and LACMTA, and of the promises contained herein, it is hereby agreed as follows: AGREEMENT: 1. Title of the Project (the "Project"): Traffic Signal Installation at Cameron Avenue at Barranca Street. LACMTA Federal Transportation Earmark Exchange Program ID# E 1726; and FTIP # LA9918936. 2. CITY hereby assigns to LACMTA $119,255 of CITY's Federal Transportation Earmark Funds. This assignment shall be automatically effective upon full execution of this AGREEMENT without the necessity of the execution, delivery or recording of any further instrument whatsoever. Notwithstanding the foregoing, at LACMTA's request, CITY shall execute and deliver such documents and instruments as may be required to evidence such assignment of Federal Transportation Earmark Funds. Page 1 of 7 FTIP #: LA9918936 Agreement#: 920000000E1726 3. LACMTA hereby accepts CITY's assignment of CITY's Federal Transportation Earmark Funds for use on Proposition C 25% eligible project, to be determined by LACMTA in its sole and absolute discretion. 4. On September 26, 2002, the LACMTA Board of Directors required that prior to receiving Proposition C 10% or 25% funds, CITY must meet a Maintenance of Effort (MOE) requirement consistent with the State of California's MOE as determined by the State Controller's office. With regard to enforcing the MOE, LACMTA will follow the State of California's MOE requirement, including, without limitation, suspension and re -implementation. As a participant in the Federal Transportation Earmark Exchange Program receiving Proposition C 25% funds, CITY is subject to MOE requirements. 5. Upon receipt of (i) a fully executed AGREEMENT, (ii) CITY's written certification of the amount of CITY's Federal Transportation Earmark Exchange Fund Balance, as defined herein, which CITY's Federal Transportation Earmark Exchange Fund Balance shows that CITY has sufficient Federal Transportation Earmark Funds to meet its obligations hereunder, and (iii) LACMTA's deduction of CITY's Federal Transportation Earmark Funds, LACMTA shall pay CITY $115,677 of LACMTA Funds which includes the deduction for the processing fee described in paragraph 9 below. For purposes of this AGREEMENT, CITY's "Federal Transportation Earmark Exchange Fund Balance" shall mean the amount of funds CITY transferred to LACMTA as of April 19, 2017. CITY is prohibited from requesting any amount of funding above the amount exchanged with LACMTA, inclusive of the processing fee described in paragraph 9 below. 6. The "FTIP PROJECT SHEET (PDF)" is attached as Attachment F and is required to ensure that the Project is programmed correctly in the most up-to-date FTIP document. The FTIP PROJECT SHEET (PDF) can be found in ProgramMetro FTIP database under the reports section at https://program.metro.net. All projects that receive funding through the LACMTA Call for Projects must be programmed into the FTIP which includes locally funded regionally significant projects for information and air quality modeling purposes. CITY shall review the Project in ProgramMetro each year and update or correct the Project as necessary during a scheduled FTIP amendment or adoption to be consistent with the terms of this Agreement, as amended from time to time. CITY will be notified of amendments and adoptions to the FTIP via e-mail. Changes to the FTIP through ProgramMetro should be made as soon as possible after CITY is aware of any changes to the Project, but no later than October 1 of the year the change or update is effective. Should CITY fail to meet this date, it may affect CITY's ability to access funding, delay the Project and may ultimately result in the Funds being lapsed. LACMTA shall review and approve any changes CITY makes to the FTIP prior to incorporating such changes in to the TIP. 7. Unless otherwise stated in this Agreement, the Quarterly Progress/Expenditure Report, with supporting documentation of expenses and Project progress as described in paragraph 8 of this Agreement, and other documents as required by LACMTA, shall satisfy LACMTA invoicing requirements. Page 2 of 7 FTIP #: LA9918936 Agreement#: 920000000E1726 Submit invoice with supporting documentation to: ACCOUNTSPAYABLE@,PLETRO.NET (preferable) Or mail to: Los Angeles County Metropolitan Transportation Authority Accounts Payable P. O. Box 512296 Los Angeles, CA 90051-0296 All invoice material must contain the following information: Re: LACMTA Project ID# E1726 and FA# 920000000E1726 LACMTA Project Manager: Annie Chou; Mail Stop 99-23-3 8. CITY will be reimbursed on a quarterly basis subject to satisfactory compliance to schedule as demonstrated in a quarterly progress/expense report supported by a detailed invoice demonstrating the staff and hours charged to the project, any consultant hours, materials, etc. An amount equal to five percent (5%) of each invoice will be retained until final completion of the project and audit. In addition, final retention payment will be withheld until the project is complete and approved by LACMTA and all audit requirements including before and after photographs have been satisfied. All quarterly progress/expense reports will be due on the last day of the months of November, February, May and August. Attachments B and C contain Reporting and Expenditure Guidelines and Quarterly Progress/Expenditure Report template. 9. CITY shall pay LACMTA a three -percent (3%) processing and administrative fee ("the Processing Fee") in connection with the exchange contemplated by this AGREEMENT. The Processing Fee shall be assessed against the total amount of LACMTA Funds payable to CITY. CITY hereby authorizes LACMTA to deduct the Processing Fee from the amount LACMTA is to pay CITY hereunder. 10. The Project Budget report documents all sources of funds programmed for the Project as approved by LACMTA and is attached as Attachment C. The Project Budget report includes the total programmed budget for the Project, including the funds exchanged under this AGREEMENT and any CITY funds. The Project Budget also includes the fiscal years in which all the funds for the Project are programmed. 11. The Project Schedule report, included here as Attachment D, documents Project schedule performance measurements. The Project Schedule report identifies Project activity purchases, milestones, sequence, duration, and deliverable dates. 12. CITY shall complete the Project as described in the Scope of Work. The Scope of Work for the Project is attached to this AGREEMENT as Attachment E. The Scope of Work includes a description ofthe Project, a detailed description of the work to be completed by CITY including, without limitation, Project milestones consistent with the lapsing policy and the schedule identified in the Project Schedule report. Work shall be delivered in accordance with that schedule unless otherwise agreed to by the parties in writing. If CITY is consistently behind schedule in meeting milestones or in delivering the Project, then LACMTA will have the option to terminate Page 3 of 7 FTIP #: LA9918936 Agreement#: 920000000E1726 this Agreement for default as described in paragraph 15. 13. CITY shall expend the LACMTA Funds on the Project by the Lapsing Date. For the purposes of this AGREEMENT, `the Lapsing Date" shall mean the date that is three (3) years from the date that this AGREEMENT is fully executed. Expenses shall be invoiced no later than 60 days after the LAPSING DATE. A. For the purposes of this AGREEMENT, the term "Proposition C 25%-Eligible Project" shall mean any transportation project or program that supports transit and/or decreases single - occupancy vehicle trips. In all cases, transit service must be provided on the road street on which the project or program is proposed. B. The term "expend" as used in paragraph 14 shall mean "encumbered by an awarded contract" 14. A Default under this Agreement is defined as any one or more of the following: (i) CITY fails to comply with the terms and conditions contained herein or in the Guidelines; (ii) CITY is consistently behind schedule in meeting milestones or in delivering the Project; or (iii) CITY fails to perform satisfactorily or makes a material change, as determined by LACMTA at its sole discretion, to the Financial Plan, the Scope of Work, or the Project Funding without LACMTA's prior written consent or approval as provided herein. 15. After project is final vouchered and closed, any cost savings funds greater than $1,000 not expended, will be eligible for use on Proposition C 25%-Eligible Project, to be determined by LACMTA in its sole and absolute discretion. 16. CITY must use the LACMTA Funds in the most cost-effective manner. If CITY intends to use a consultant or contractor to implement all or part of the Proposition C 25%-Eligible Project, LACMTA requires that such activities be procured in accordance with CITY's contracting procedures and be consistent with State law as appropriate. CITY will also use the LACMTA Funds in the most cost-effective manner when the LACMTA Funds are used to pay "in-house" staff time. CITY staff or consultants with project oversight roles may not award work to companies in which they have a financial or personal interest. This effective use of funds provision will be verified by LACMTA through on -going project monitoring and through any LACMTA interim and final audits. 17. LACMTA, and/or its designee, shall have the right to conduct audits of CITY's use of the LACMTA Funds, as deemed appropriate, such as financial and compliance audits; interim audits; pre -award audits, performance audits, and final audits. CITY agrees to establish and maintain proper accounting procedures and cash management records and documents in accordance with Generally Accepted Accounting Principles (GAAP). CITY's records shall include, without limitation, any supporting evidence deemed necessary by LACMTA to substantiate CITY's use of LACMTA Funds. These records must be retained by CITY for five years following CITY's last use of the LACMTA Funds. CITY shall reimburse LACMTA for any expenditure not in compliance with the Scope of Work and/or not in compliance with other terms and conditions of this AGREEMENT. The allowability of costs for CITY's own expenditures submitted to LACMTA for the Proposition C 25%-Eligible Project shall be in compliance with Federal Transportation Page 4 of 7 FTIP #: LA9918936 Agreement#: 920000000EI726 Earmark Exchange Program Guidelines. The allowability of costs for CITY's contractors, consultants, and suppliers expenditures submitted to LACMTA through CITY's Monthly Progress Reports and Quarterly Expenditures shall be in compliance with Federal Transportation Earmark Exchange Program Guidelines. Findings of the LACMTA audit are final. When LACMTA audit findings require CITY to return monies to LACMTA, CITY agrees to return the monies within thirty (30) days after the final audit is sent to CITY. 18. The terms of this AGREEMENT shall commence on the date that this AGREEMENT is fully executed and shall terminate once CITY has expended all the LACMTA Funds and all LACMTA audit and reporting requirements have been satisfied. 19. CITY shall fully indemnify, defend and hold LACMTA and its officers, agents, and employees harmless from,and against any liability and expenses, including, without limitation, defend costs, any costs or liability on account of bodily injury, death or personal injury of any person, or for damages of any nature whatsoever arising out of (i) a breach of CITY's obligations under this AGREEMENT; or (ii) any act or omission of CITY or its officers, agents, employees, contractors, or subcontractors in the use of the LACMTA Funds. 20. LACMTA shall fully indemnify, defend and hold CITY and its officers, agents, and employees harmless from and against any liability and expenses, including, without limitation, defend costs, any costs or liability on account of bodily injury, death or personal injury of any person, or for damages to or loss of risk of property, any environmental obligations, any legal fees and any claims for damages of any nature whatsoever arising out of (i) a breach of LACMTA's obligations under this AGREEMENT; or (ii) any act or omission of LACMTA or its officers, agents, employees, contractors, or subcontractors in the use of CITY's Federal Transportation Earmark Funds. 21. This AGREEMENT may be amended or modified only by mutual written consent of LACMTA and CITY. Page 5 of 7 FTIP #: LA9918936 Agreement#: 920000000E1726 22. Any correspondence, communication, or contact concerning this AGREEMENT shall be directed to the following: City of West Covina Okan Demirci PE, QSD/P 1444 West Garvey Avenue South West Covina, CA 91790 Phone: (714) 319-6137 Email: okan.demirciAtranstech.org LACMTA: Los Angeles County Metropolitan Transportation Authority One Gateway Plaza Los Angeles, California 90012 Attn: Annie Chou [Mail Stop 99-23-3] Sr. Administrative Analyst, Countywide Planning and Development Grants Management and Oversight Phone: 213.418.3453 W Email: choua(a.metro.net 23. This AGREEMENT shall be interpreted and governed by the laws of the State of California. 24. This AGREEMENT constitutes the entire understanding between the parties with respect to the subject matter herein. Attachment A — Reporting and Expenditure Guidelines Attachment B — Quarterly Progress/Expenditure Report Attachment C — Project Budget Attachment D — Project Schedule Attachment E — Scope of Work Attachment F — Federal Transportation Improvement Program (FTIP) Page 6 of 7 FTIP #: LA9918936 Agreement#: 920000000E 1726 IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be executed by their respective officers as of the date stated below. LOS ANGELES COUNTY METROPOLITAN TRANSPORTATION AUTHORITY By: Phillip A. Washington Chief Executive Officer APPROVED AS TO FORM: RODRIGO CASTRO-SILVA Acting County Counsel By: Deputy CITY OF WEST COVINA By: David Carmany City Manager APPROVED AS TO FORM: Thomas P. Duarte City Attorney Page 7 of 7 ATTACHMENT A FEDERAL TRANSPORTATION EARMARK EXCHANGE AGREEMENT REPORTING & EXPENDITURE GUIDELINES REPORTING PROCEDURES • Quarterly Progress/Expenditure Report (Attachment B) is required for all projects. The Grantee shall be subject to and comply with all applicable requirements of the funding agency regarding project -reporting requirements. In addition, Grantee will submit a quarterly report to the LACMTA at P.O. Box 512296, Los Angeles, CA 90051.0296. Please note that letters or other forms of documentation may not be substituted for this form. • The Quarterly Progress/Expenditure Report covers all activities related to the project and lists all costs incurred. It is essential that Grantee provide complete and adequate response to all the questions. The expenses listed must be supported by appropriate documentation with a dear explanation of the purpose and relevance of each expense to the project. Expenses must reflect the proportionate share of local match, including in - kind, charged to the grant. • In cases where there are no activities to report, or problems causing delays, clear explanation, including actions to remedy the situation, must be provided. • Grantees are required to track and report on the project schedule. LACMTA will monitor the timely use of funds and delivery of projects. Project delay, if any, must be reported each quarter. If CITY is consistently behind schedule in meeting milestones or in delivering the Project, then LACMTA will have the option to terminate this Agreement for default as described in paragraph 15. • The Quarterly Progress/Expenditure Report is due to the LACMTA as soon as possible after the dose of each quarter, but no later than the following dates for each fiscal year: Quarter Report Due Date July —September November 30 October - December February 28 January - March May 31 April - June August 31 Upon completion of the Project a final report that includes project's final evaluation must be submitted. EXPENDITURE GUIDELINES • Any activity or expense charged above and beyond the approved Scope -of -Work (Attachment F) is considered ineligible and will not be reimbursed by the LACMTA unless prior written authorization has been granted by the LACMTA Chief Executive Officer or designee. Rev. 08.22.18 1 FEMX Attachment A -Expenditure Guidelines ATTACHMENT A FEDERAL TRANSPORTATION EARMARK EXCHANGE AGREEMENT REPORTING & EXPENDITURE GUIDELINES • Any expense charged to the grant or local match, including in -kind, must be clearly and directly related to the project. • Any activity or expense charged as local match cannot be applied to any other LACMTA- funded or non-LACMTA-funded projects; activities or expenses related to a previously funded project cannot be used as local match for the current project. • Administrative cost is the ongoing expense incurred by the Grantee for the duration of the project and for the direct benefit of the project as specified in the Scope -of -Work (Attachment E). Examples of administrative costs are personnel, office supplies, and equipment. As a condition for eligibility, all costs must be necessary for maintaining, monitoring, coordinating, reporting and budgeting of the project. Additionally, expenses must be reasonable and appropriate to the activities related to the project. • LACMTA is not responsible for, and will not reimburse any costs incurred by the Grantee prior to the execution of the FA, unless written authorization has been granted by the LACMTA Chief Executive Officer or her designee. • The FA is considered executed when the LACMTA Chief Executive Officer or designee signs the document. DEFINITIONS • Local Participation: Where local participation consists of "in -kind" contributions rather than funds, the following contributions may be included: • Costs incurred by a local jurisdiction to successfully complete the project. Examples include engineering, design, rights -of -way purchase, and construction management costs. • Donations of land, building space, supplies, equipment, loaned equipment, or loaned building space dedicated to the project. • Donations of volunteer services dedicated to the project. • A third -party contribution of services, land, building space, supplies or equipment dedicated to the project. • Allowable Cost: To be allowable, costs must be reasonable, recognized as ordinary and necessary, consistent with established practices of the organization, and consistent with industry standard of pay for work classification. • Excessive Cost: Any expense deemed "excessive" by LACMTA staff would be adjusted to reflect a "reasonable and customary" level. For detail definition of "reasonable cost", please refer to the Federal Register OMB Circulars A-87 Cost Principals for State and Local Governments,- and A-122 Cost Principals for Nonprofit Organizations. • Ineligible Expenditures: Any activity or expense charged above and beyond the approved Scope -of -Work is considered ineligible. Rev: 08.22.18 2 FEMX Attachment A -Expenditure Guidelines Attachment B_QuarterlyProgReport LACMTA FA Federal Earmark Exchange Exchange Program QUARTERLY PROGRESS / EXPENSE REPORT GRANTEES ARE REQUESTED TO MAIL THIS REPORT TO P.O. Box 0512295, Los Angeles, CA 90051-0296 after the close of each quarter, but no later than November 30, Febru— 228, May 31 and August 31. Please note that letters or other forms of documentation may =be substituted for this form. Refer to the Reporting and Expenditure Guidelines (Attachment C) for further information. SECTIONQUARTERLY EXPENSE REPORT Please itemize grant -related charges for this Quarter on Page 5 of this report and include totals in this Section. LACMTA Earmark Exchange Grant $ Other Total $ Project # 410080 Task # E1726 e This Quarter Expenditure - - - Retention Amount (5%) - - - Net Invoice Amount (Less Retention) $ $ _ $ Funds Expended to Date (Include his Quarter) $ $ Total Project Budget $ 115,677 $ 339,059.00 $ 454,736.00 % of Project Budget Expended to Date 0% 0% 0% Balance Remaining $ 115,677.00 $ 339.059.00 $ 454,736.00 Grantee To Complete Invoice # Invoice Date FA# 9200000000E1726 uurtez y Report # E1726 Attachment B_QPR Page I Attachment B_QuarterlyProgReport SECTION 2: GENERAL INFORMATION PROJECT TITLE: Signal Installation at Cameron Avenue at Barrance Street FA #: 9200000000E1726 QUARTERLY REPORT SUBMITTED FOR: Fiscal Year: E]2017-2018 02018-2019 =2019-2020 p2020-2021 2021-2022 O Quarter: DQt: Jul - Sep 02: Oct - Dec F-1Q3: Jan - Mar 0Q4: Apr - Jun DATE SUBMITTED: Name: Annie Chou LACMTA Project Mgr. Phone Number: 213.418.3453 e-mail: chOna(almenn nct Contact Name: Okan Demirci Job Title: PE, QSD/P Department: Engineer Department Project Sponsor Contact I Project Manager City / Agency: City of West Covina Mailing Address: 1444 West Garvey Avenue South West Covina, CA 91790 Phone Number: 1714.319.6137 e-mail: okan demirriC'trnncterh nry E1726 Attachment B_QPR Page 2 Attachment B_QuarterlyProgReport SECTIONQUARTERLY PROGRESSREPORT 1.'"bEL1VERABLEs*MILEST07JES List all deliverables and milestones as stated in the FA, with start and and dates. Calculate the total project duration. DO NOT CHANGE THE ORIGINAL FA MILESTONE START AND END DATES SHOWN IN THE 2- AND J Re COLUMNS BELOW. Grantees must make every effort to accurately portray milestone dates in the original FA Scope of Work, since this will provide the basis for calculating any project delay. If milestone start and/br end dates change from those stated in the Original FA Scope of Work, indicate the new dates under Actual Schedule below and recalculate the project duration. However, this does not change the original milestones in your FA. PER YOUR FA AGREEMENT, ANY CHANGES TO THE PROJECT SCHEDULE MUST BE FORMALLY SUBMITTED UNDER SEPARATE COVER TO LACMTA FOR WRITTEN CONCURRENCE. FA Milestones Original FA Schedule in Scope of Work Actual Schedule Start Date End Date Start Date End Date Environmental Clearance Design Bid & Award Design Right -of -Way Acpulslnon Construction Bid & Award Ground Breaking Event Construction Ribbon Curing Event Total Project Duration (Months) 2.11PROJECT COMPLETION A. Based on the comparison of the original and actual project milestone schedules above, project is (select only one) : FlOn schedule per original FA schedule Less than 12 months behind original schedule Between 12-24 months behind anginal schedule DMore than 24 months behind original schedule B. Was the project design started within 6 months of the date originally slated in the FA? Yes ❑ No Not Applicable C. Was a construction contract or capital purchase executed within 9 months after completion of design / specifications? Yes ❑ No 0 Not Applicable E1726 Attachment B_QPR Page 3 Attachment B_QuarlerlyProBRepod 3:TASKSiAiLE6TONES:ACCOMPLISHED List tasks or milestones accomplished and progress made this quarter. 4. PROA & DELAY "- If project Is delayed, describe reasons for delay (this quarter). Pay particular attention to schedule delays. If delay Is for the same reason as mentioned in previous quarters, please Indicate by writing "Same as Previous Quarter". S. kO RON ITEMS TO RiSOLVE DELAY Hthe project Is delayed (as described In 04), Include action items that have been, or will be, undertaken to resolve the delay. E1726 Attachment B_QPR Page 4 Attachment B_QuanerlyProgReport SECTION 4: ITEMIZED LISTING OF EXPENSES AND CHARGES THIS QUARTER All expenses and charges, including grant and local match, must be itemized and listed below. Each item listed must be verifiable by an invoice and/or other proper documentation. The total amounts shown here must be equal to Nis quarters expenditures listed on page 1 of thus report. All expenses and charges must be reflective of the approved budget and rates as shown in the FA Attachment B. Scope of Work. Use additional pages if needed. REts WVoILE• TOTAL EXPENSES fCHARGES ; -'$CtfltfbC+EDM' ' Mu 25EARKARR EXCHANGE _SCHARGED TO OTHER FVND`,a� 1 2 3 4 5 9 7 a 9 f0 11 12 ` TOTAL •. Not a: 1. Local match spent in each quarter, must be in the appropriate proportion to LACMTA grant. 2. All receipts, invoices, and time sheets, attached and included with this Expense Report must be listed and shown under the Invoice Number column of the Itemized Listing (above). Invoice Payment Information: LACMTA vAll make all disbursements electronically unless an exception is requested in writing. ACH Payments require that you complete an ACH Request Form and fax it to Accounts Payable at 213-922-6107. ACH Request Forms can be found at www.metro.net/callforprojects. Written exception requests for Check Payments should be completed and faxed to Accounts Payable at 213-922-6107. I certify that I am the responsible Project Manager or fiscal officer and representative of and that to the best of my knowtedge and belief the information stated in this report is true and correct. Name E1726 Attachment B_QPR Page 5 ATTACHMENT C - PROJECT BUDGET 2016 FEDERAL EARMARK EXCHANGE PROJECT TITLE: TRAFFIC SIGNAL INSTALLATION AT CAMERON AVENUE AT BARRANCA STREET GRANTEE/ PROJECT SPONSOR: CITY OF WEST COVINA FrIP ID: LA9918936 ($ in Actual Dollars) PROGRAMMED FUNDS FY 2017-18 FY 2018-19 FY 2019-20 FY 2020-21 FY 2021-22 TOTAL BUDGET LACMTA PROGRAMMED FUNDING: Proposition C 2S% 2016 Earmark Exchange $0.00 $0.00 $0.00 $115,677.00 $0.00 $115,677.00 LACMTA SUBTOTAL $0.00 $0.00 $0.00 $115,677.00 $0.00 $115,677.00 GRANTEE/SPONSOR FUND CONTRIBUTION: SELECT.' Measure M Local Return $339,059.00 $339,059.00 Other - specify type(s): GRANTEE /SPONSOR SUBTOTALI $0.001 $0.00 $0.00 $0.00 $339,059.00 $339,059.00 TOTAL PROJECT BUDGET $454,736.00 Signature: Date: Rev: 08.22.18 FEMX - ATTACHMENT C ATTACHMENT D - PROJECT SCHEDULE 2016 FEDERAL EARMARK EXCHANGE PROJECT TITLE: TRAFFIC SIGNAL INSTALLATION AT CAMERON AVENUE AT BARRANCA STREET GRANTEE/ PROJECT SPONSOR: CITY OF WEST COVINA FTIP ID: LA9918936 No. Milestone Name/Phase Milestone Definition and Status Start Date End Date 1 Execution of Master Agreement with Fully executed agreement between the City and Metro Oct-20 Dec-20 Metro for funding Preparation of plans, specifications and estimates 2 Preliminary Engineering (Project Bid Package) for construction bid Apr-1 S Dec-20 advertisement 3 Advertise, Bid & Award Construction Construction bid package advertisement, construction Jan-21 Apr-21 Contract contract award and contract execution 4 Construction Project construction phase May-21 Jan-22 5 Project Closeout Project closeout phase Feb-22 Jun-22 6 7 g Signature: Date: Rev: 8.22.18 FEW-A1TACHMEWD FTIP#:LA9918936 920000000E1726 ATTACHMENT E Metro Federal Transportation Earmark Exchange Program SCOPE OF WORK Project ID: E1726 Project Title: TRAFFIC SIGNAL INSTALLATION AT CAMERON AVENUE AT BARRANCA STREET Project Limits: The project is located at Cameron Avenue and Barranca Street in the City of West Covina. in the Los Angeles County area. Project Description: Install new traffic signal, striping and signage, construct access ramps, remove raised pork chop island and all appurtenant work as per approved plans and specifications at Cameron Avenue and Barranca Street intersection. Project Fundi: Grant funds LOCAL PROJECT ITEM LACMTA AGENCY TOTAL Planning, Design, Engineering $0 $23,098 $23,098 Project Management, Construction Management & Inspection 1 $0 $39,240 $39,240 Construction $115,677 $276,721 $392,398 TOTAL BUDGET COST $115,677 $339,059 $454,736 Rev: 08.22.18 1 FEMX•ATTACHMENT E MP#:LA9918936 920000000E1726 ESTIMATED PROJECT COSTS: ITEM DESCRIPTION QUANTITY UNIT UNIT TOTAL COST COST 1. Furnish and install Traffic Signal System Complete at Cameron Avenue and Barranca Street, including but not limited to, signal poles, conduits, conductors, controller assembly, UPS, LED vehicle heads, LED pedestrian countdown 1 LS $295,000.00 $ 295,000.00 heads, pedestrian push buttons, LED Luminaire, retro reflective street name signs, pull boxes, EVP, and video detection complete and in place as shown on City Plan Drawing 51548-D. 2. Remove existing interfering striping and pavement markings and install signing and 1 LS $ 11,000.00 $ 11,000.00 thermoplastic striping complete per plan. 3. Construct 8" Asphalt Concrete Pavement (PG- 650 SF $ 30.00 $ 19,500.00 64-10 on 6" C.A.B. on 95% compacted sub -grade 4. Sawcut, remove, and excavate unclassified material consisting of existing pork -chop PCC 50 CY $ 200.00 $ 10,000.00 island, AC/PCC pavement, and soil 5. Construct concrete Curb Ramp including detectable warning surface, case and type per 1 EA $ 5,000.00 $ 5,000.00 Ian. 6. Remove curb ramp and construct 4- inch thick 75 SF $ 15.00 $ 1,125.00 PCC sidewalk over compacted native 7. Remove and construct curb and gutter per SPPWC Std Plan No. 120- 2 to match existing 15 LF $ 50.00 $ 750.00 including 4" CAB. 8. Construct Slurry Seal Type II with 2% Latex 14,500 SF $ 0.30 $ 4,350.00 9. Traffic Control 1 LS $ 10,000.00 $ 10,000.00 Subtotal $ 356,725.00 Construction Contingency 10% $ 35 672.50 Total Construction $ 392,397.50 Planning, Design, Engineering $23,098.00 Project Management, Construction Management 8 39240.00 Oion TOTAL T 5,$ 44736.00 SCOPE: Install new traffic signal, striping and signage, construct access ramps, remove raised pork chop island and all appurtenant work as per approved plans and specifications at Cameron Avenue and Barranca Street intersection. Rev: 08.22.18 2 FEMx-ATTACHMENT E FTIP#:LA9918936 920000000E1726 Start Date Completion Date DESIGN: • PA&ED October 2020 December 2020 • PS&E April 2018 December 2020 RIGHT-OF-WAY: October 2020 December 2020 CONSTRUCTION: January 2021 January 2022 CLOSE -Out February 2022 June 2022 Rev: 08.22.18 3 FEMX-ATTACHMENT E FTIP#:LA9918936 920000000E1726 Project Map: Q13LP3 Funding IKEA Chiisro 85"C Bakery Cate v °i'e. o' ® LutheranChrist o e ah vow s ©School &Prreschool ntinenlal Hwy rvina High SchoolQ WALNUT VALLEY South Hills Country Club® FC Project Location o Tokyo Central® »oHP Rev: 08.22.18 4 FEMX-ATTACHMENT E Attachment F- Federal Transportation Improvement Program FTIP Sheet Los Angeles Metropolitan Transportation Authority 2021 Federal Transportation Improvement Program ($000) Project Description: Install new traffic signal, striping and signage; construct access ramps; remove mised "pork chop" island; SCAG RTP Pmkct #: and all appurtenant work as per approved plans and specs at Camamn Ave/Barrenca S[ intersSludy:WA IS Modactim. el: Modal#: PM: Olean Demlyd - (714)31946137 LS: N LS GROUP#: Conformity Category: EXEMPT - 93.127 System:Local Hwy Route: Poshnile: Distance: Phase: Engineering/Plans, Spedficedgns and Esti—bm(PS&E) Completion Date 0113=022 Lane it Extd: Large # Pmp: lotm Deac: Air Basin: SCAB Envir Doc: CATEGORICALLY EXEMPT-1213112020 Tall Rate: Toll Colc Lac: Toll Method: Hov acs all loc: Um: Los Angeles -Lang Sub -Area: Sub -Region: San Gabdal Valley 0.00 Beach -Santa Ana COG CTIPS ID: EA#: PPNO: Program Code: NCNH2 - SIGNAL(SMT INTERSECTIONS (NON SIGNAL SYNCH) Stop Loc PHASE PRIOR 20121 21122 MM16 -Measure M Local Return 16 % PE $23 $0 RW $0 $0 CON $0 $316 SUBTOTAL $23 $316 PC25- 2016 Earmark Repurposing PE $0 RW $0 CON $116 SUBTOTAL $116 - .... TOTAL S23 $432 TOTAL PE: $23 -General Cemmanl: City is funtling agreement wish Meno. Design is curmntly untlenway -Motlallnp Co....: Cemmant: mentlmant Cemmanr: -TCMclap •mene .—a,.. -armava: TOTAL RW: SO 22/23 23124 TOTAL CON: S4 24125 25/26 BEYOND PROG TOTAL $23 $0 $316 $339 i $0 $0 $116 $116 $455 32 TOTAL PROGRAMMED: $455 Change reason:NEW PROJECT Total Project Cost $455 Page 1 Tuesday, October 20. 2020