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Home My WebLink AboutPW TAM Funding Agreement A-FY20-28; Measure AA; Safe Pathway ProjectTAM AGREEMENT A-FY20-28 FUNDING AGREEMENT BETWEEN TRANSPORTATION AUTHORITY OF MARIN AND CITY OF SAN RAFAEL This AGREEMENT is made this ZO- of e �OV' 20�, by and between the Transportation Authority of Marin, hereinafter referred to as "TAM," a local public agency, and the City of San Rafael, hereinafter referred to as "RECIPIENT," a local public agency. SECTION 1. RECITALS 1. The voters of Marin County approved the authorization of Measure AA at General Elections held on November 6, 2018 thereby authorizing that TAM be given the responsibility to administer the proceeds from a one-half cent transaction and use tax. 2. The Measure AA Strategic Plan was developed to provide guidance on implementing the Measure AA Expenditure Plan. 3. The Measure AA Strategic Plan programs Measure AA funds over a 30 -year period to the four categories listed in the Expenditure Plan, including Category 2.2 for large safe pathway projects and Category 3.3 for small safe pathway projects. 4. Safe Pathways to Schools Projects are capital projects aimed at making physical improvements to enhance the safety of school trips. 5. Three cycles of Safe Pathway funding were allocated in 2007, 2010, and 2015. 6. TAM issued a Fourth Cycle Safe Pathway Call for Projects and received small and large applications for funding. 7. The applications were evaluated in accordance to the Measure AA Expenditure Plan with the assistance of an Evaluation Committee and the Marin Public Works Association (MPWA). 8. The recommended small and large projects were approved for funding by the TAM Board on October 24, 2019. SECTION 2. PURPOSE OF FUNDING AGREEMENT This AGREEMENT is entered into by and between TAM and RECIPIENT to document the funding conditions necessary for the RECIPIENT to comply with applicable law and TAM policies. This AGREEMENT consists of additional documents stated in these sections as being attached hereto and incorporated in the AGREEMENT by reference. SECTION 3. PROJECT DEFINITION AND SCOPE This AGREEMENT, approved by TAM Board Action on October 24, 2019, in accordance with the requirements of TAM's Measure AA Expenditure Plan and Strategic Plan, is made for the funding of the -4 PAWECTS AND PFGGRAM5%14 Wt A P 28 Doc Page 1 of 8 V -Z- I DO following projects ("PROJECTS") identified in the RECIPIENT's Safe Pathway Project Information Sheets (Attached): • Francisco Boulevard West Multi -Use Pathway Gap Closure Project • Fifth Avenue and River Oaks Road RRFB Project • Knight Drive and Ashwood Court RRFB Project • Mission Avenue and Park Street RRFB Project • Mission Avenue and Alice Street RRFB Project Additional information on project scopes are included in the Safe Pathway Project Information Sheets, referenced as Exhibit A. SECTION 4. GRANT TAM hereby grants to the RECIPIENT the sum of $600,000.00 in Measure AA funds ("FUNDS") as designated in Resolution No. 2019-17, approved October 24, 2019, which is included in this AGREEMENT by reference as Exhibit B. FUNDS allocated to one project scope cannot be used on another project scope in this AGREEMENT. SECTION 5. COST ELIGIBILITY Cost eligibility shall be determined by TAM's Strategic Plan policies. All costs incurred by RECIPIENT prior to the date of execution of this AGREEMENT shall be ineligible for reimbursement by TAM. While the costs of PROJECTS shall be eligible for reimbursement in accordance with the terms of this AGREEMENT, the timing and amount of reimbursement will be subject to a reimbursement schedule identified in Exhibit A, based on available revenues, other anticipated project requests, and project category and subcategory limits established in the Strategic Plan and Expenditure Plan. Any waiver of cost eligibility policies must be included in RECIPIENT's Safe Pathway Project Information Sheets approved by TAM. SECTION 6. BUDGET AND SCOPE RECIPIENT shall maintain a project or program budget. RECIPIENT shall carry out the project and shall incur obligations against and make disbursements of the grant in conformity with TAM's requirements and the budget. The project or program budget may be revised from time to time through the submission of a revised budget to TAM. RECIPIENT may not make any changes to the scope of the PROJECTS without prior written approval of TAM. Approval by TAM of a change of scope shall not constitute an increase in the grant amount unless additional funds are specifically provided. SECTION 7. PROJECT MANAGEMENT RECIPIENT shall be responsible for the project and provide management of consultant and contractor activities for which RECIPIENT contracts, including responsibility for schedule, scope, and budget, consistent with TAM's resolution allocating the grant unless otherwise agreed upon in writing. T'A4 PFWECTSAND PAMRAMS'14W13ri201BCYZZ R,Fav"TAMFv "Aprt NA FY 2s/ Page 2 of 8 SECTION 8. PROJECT OVERSIGHT RECIPIENT shall cooperate with TAM's project management team and shall provide any requested PROJECTS information. SECTION 9. ATTRIBUTION AND SIGNAGE If any portion of grant FUNDS is used for production of reports, acknowledgment of the TAM's role in funding PROJECTS shall be included in the documents. If any portion of grant FUNDS is used for construction, RECIPIENT shall, upon initiation of field work or at the earliest feasible time thereafter, install and maintain a sign at the construction site identifying Measure AA Local Transportation Sales Tax Funds and TAM (e.g., TAM and RECIPIENT's logos "Your Measure AA Sales Tax Dollars at Work"). For non -construction capital purchases funded by any portion of grant FUNDS, RECIPIENT shall affix permanent signage identifying TAM and the Sales Tax Funds as a funding source. RECIPIENT shall demonstrate compliance with attribution and signage requirements as an indispensable condition for authorization of reimbursement for project expenses. SECTION 10. PRESS RELEASES RECIPIENT shall notify TAM in advance of any press releases about project activities, particularly groundbreakings and ribbon cuttings, in connection with grant FUNDS expended pursuant to this AGREEMENT. SECTION 11. COMPLIANCE WITH LAW In the performance of its obligations pursuant to this AGREEMENT, RECIPIENT shall keep itself fully informed of the federal, state and local laws, ordinances and regulations in any manner affecting the performance of this AGREEMENT, and must at all times comply with such laws, ordinances, and regulations as they may be amended from time to time. SECTION 12. ENVIRONMENTAL COMPLIANCE RECIPIENT shall undertake all environmental mitigation measures that may be identified as commitments in applicable documents (such as environmental assessments, environmental impact statements and reports, and memoranda of agreement) and comply with any conditions imposed as a part of a finding of no significant impact or a record of decision; all such mitigation measures are incorporated in this AGREEMENT by reference. Recipient shall be responsible for obtaining all necessary environmental permits for performance of work. SECTION 13. FINANCES All costs charged to PROJECTS shall be supported by properly prepared and documented time records, invoices, or vouchers evidencing in detail the nature and propriety of the charges and the basis for the percentage charged to TAM. SECTION 14. RECORDS All checks, payrolls, invoices, contracts, vouchers, journal entries, work orders, or other accounting documents pertaining in whole or in part to PROJECTS shall be maintained by RECIPIENT for a period T'.14 PMECTS AND PROGRAMS 14031 21C,gory22A 3MD19C,,R,b KTAMFwm Ayr- Ai 2atl Page of of three (3) years after the later of project closeout or termination of grant. Such project documents shall be clearly identified, readily accessible, and, to the extent feasible, kept separate and apart from all other similar documents not pertaining to the PROJECTS. SECTION 15. REIMBURSEMENTS Payment shall be made by TAM for costs reimbursable under the terms of this AGREEMENT and incurred prior to the termination date of this AGREEMENT. Payment to RECIPIENT of the grant shall be upon written approval by TAM, upon submittal by RECIPIENT of appropriate support documentation and identification of expenses incurred. Reimbursements shall not exceed the schedule shown in the Reimbursement Schedule identified in Exhibit A. RECIPIENT may make a request for exceptions in writing. Exceptions may be made at the sole discretion of TAM. Each reimbursement request shall include RECIPIENT'S certification that the amounts sought are only for project elements included in Exhibit A, and that RECIPIENT is in compliance with TAM's requirements mentioned in this AGREEMENT. SECTION 16. ELIGIBLE EXPENSES RECIPIENT shall expend FUNDS only on eligible expenses as follows: operating costs, direct staff time (salary and benefits), consultants; right of way engineering and acquisition costs (including permitting), and competitively bid construction contracts. Indirect costs (as defined by OMB Circular A-87) will not be considered an eligible expense. FUNDS shall also be expended according to the applicable provisions of the Expenditure Plan and of the Public Utilities Code Section 180000 et seq. SECTION 17. AUDITS TAM reserves the right at any time to conduct or require a financial or performance audit of the RECIPIENT'S compliance with this AGREEMENT. TAM will give advance notice of the requirement. RECIPIENT shall permit TAM, or any of its duly authorized representatives, to inspect all work, materials, payrolls, and other data and records with regard to the PROJECTS, and to audit the books, records, and accounts of the RECIPIENT and its contractors with regard to the PROJECTS. SECTION 18. THIRD PARTY CONTRACT AUDITS TAM reserves the right to request an audit of other third -party contracts for any reason. If RECIPIENT is subject to third party financial audit requirements imposed by another funding source, copies of audits performed in fulfillment of such requirements shall be provided to the TAM. SECTION 19. CLOSEOUT PROCEDURES AND PROJECT CLOSEOUT REPORT Project closeout occurs either when TAM notifies RECIPIENT of the project closeout or forwards to RECIPIENT the final grant payment. RECIPIENT shall provide to TAM a Project Closeout Report as shown in Exhibit C with the final reimbursement request. Upon request by TAM or discovery by RECIPIENT, after the project completion date or termination by TAM, RECIPIENT shall submit a certified financial statement identifying all ineligible expenditures, which the RECIPIENT shall be required to refund, as well as third party audit reports, as applicable. Project closeout shall not terminate any continuing obligations imposed on the RECIPIENT by this T •14 PROJECTS AND PR0ORAM3'.14 Opt Page 4 of 8 AGREEMENT. Final reimbursement will be in accordance with TAM policies and procedures. RECIPIENT shall provide supporting documentation for expenditures and revenues from its accounting and financial management system. SECTION 20. REPAYMENT OF INELIGIBLE COSTS TAM reserves the right to offset RECIPIENT payback of ineligible costs against future grant approvals for these PROJECTS or other projects in the Expenditure Plan for which RECIPIENT is the sponsoring agency. SECTION 21. RIGHT TO WITHHOLD If a Project Closeout Report is not provided to TAM by the project closeout date and/or such items are found not to be in compliance with this AGREEMENT, Public Utilities Code Section 180000 et seq., the ballot measure or the Strategic Plan, TAM may withhold FUNDS from RECIPIENT until RECIPIENT has corrected any noted deficiencies to TAM's satisfaction. While FUNDS are being so withheld all interest on withheld FUNDS shall be retained by TAM as an administrative fee. SECTION 22. RESCISSION OF AUTHORIZATION OF FUNDS TAM reserves the right to rescind its authorization of that portion of the grant FUNDS that are unneeded prior to, or at the time of, project closeout. FUNDS are determined to be unneeded if they are uncommitted at time of project closeout. Uncommitted funds are FUNDS that have been authorized but are in excess of that total eligible costs incurred by RECIPIENT. SECTION 23. TERMINATION FOR CAUSE Except as provided by Section 24 below, RECIPIENT agrees that, upon ten (10) working days written notice, TAM may suspend or terminate all or part of the financial assistance provided herein for failure to correct a breach of this AGREEMENT. Any failure to make reasonable progress, inconsistency with the Expenditure Plan or Measure AA Sales Tax Program Safe Pathway Project Information Sheets, unauthorized use of grant FUNDS as specified in this AGREEMENT, or other violation of the AGREEMENT that significantly endangers substantial performance of the PROJECTS shall be deemed to be a breach of this AGREEMENT and cause for termination. Upon mutual consent, RECIPIENT will repay TAM any unexpended FUNDS already distributed. SECTION 24. CORRECTION OF BREACH Notwithstanding the provision of Section 23 above, with respect to any breach, which is reasonably capable of being cured, RECIPIENT shall have thirty (30) days from the date of notice of breach to initiate steps to cure. If RECIPIENT diligently pursues cure, such RECIPIENT shall be allowed a reasonable time to cure or by a time established in writing by TAM. SECTION 25. LIABILITY Neither TAM nor any officer or employee thereof, shall be responsible for any damage or liability occurring by reason of anything done or omitted to be done by RECIPIENT under or in connection with any work, authority, or jurisdiction delegated to RECIPIENT under this AGREEMENT. It is also understood and agreed that pursuant to Government Code Section 895.4, RECIPIENT shall fully defend, indemnify and hold TAM harmless from any liability imposed for injury (as defined by Government T 14 PROJECTS AND PROGRA-1-1 Me.wie AATw gApree—eOQY�,Vp 22-3] 018CKk4ZA,R M11TAMFu MApremsn A+Y 28G Page 5 of 8 Code Section 810.8) occurring by reason of anything done or omitted to be done by RECIPIENT under or in connection with any work, or jurisdiction delegated to RECIPIENT under this AGREEMENT. Neither RECIPIENT nor any officer or employee thereof, shall be responsible for any damage or liability occurring by reason of anything done or omitted to be done by TAM under or in connection with any work, authority, or jurisdiction delegated to TAM under this AGREEMENT. It is also understood and agreed that pursuant to Government Code Section 895.4, TAM shall fully defend, indemnify and hold RECIPIENT harmless from any liability imposed for injury (as defined by Government Code Section 810.8) occurring in by reason of anything done or omitted to be done by TAM under or in connection with any work, authority, or jurisdiction delegated to TAM under this AGREEMENT. In the event of concurrent negligence of RECIPIENT and TAM, the liability for any and all claims for injuries or damages to persons and/or property shall be apportioned under the California theory of comparative negligence as presently established or as may hereafter be modified. SECTION 26. OBLIGATIONS TAM agrees that any eligible cost incurred by RECIPIENT prior to the termination of this AGREEMENT shall be reimbursed to the extent that such costs could not be avoided by RECIPIENT upon receipt of notice of termination. SECTION 27. INTEGRATION This AGREEMENT represents the entire AGREEMENT of the parties with respect to the subject matter thereof. No representations, warranties, inducements or oral agreements have been made by any of the parties except as expressly set forth herein, or in other contemporaneous written agreements. SECTION 28. AMENDMENT Except as otherwise provided herein, this AGREEMENT may not be changed, modified or rescinded except in writing, signed by all parties hereto, and any attempt at oral modification of this AGREEMENT shall be void and of no effect. SECTION 29. INDEPENDENT AGENCY RECIPIENT performs the terms and conditions of this AGREEMENT as an entity independent of TAM. None of RECIPIENT'S agents or employees shall be agents or employees of TAM. SECTION 30. ASSIGNMENT The AGREEMENT may not be assigned, transferred, hypothecated, or pledged by any party without the express written consent of the other party. SECTION 31. BINDING ON SUCCESSORS, ASSIGNEES OR TRANSFEREES This AGREEMENT shall be binding upon the successor(s), assignee(s) or transferee(s) of TAM or RECIPIENT as may be the case. This provision shall not be construed as an authorization to assign, transfer, hypothecate or pledge this AGREEMENT other than as provided above. T- PRO, ECT5AND PROGRA4511-1 Ma.uaeAAlFUMinpApr.zme—epw,T "M 22..3] .C,..1l nNafaeNTAMF—.,Al—A FnD2a— Page 6 of 8 SECTION 32. EXPENSES Each party shall be solely responsible for and shall bear all of its own respective legal expenses in connection with any dispute arising out of this AGREEMENT and the transactions hereby contemplated. RECIPIENT may not use grant FUNDS, or other TAM programmed funds, for the aforementioned purpose. SECTION 33. SEVERABILITY Should any part of this AGREEMENT be declared unconstitutional, invalid, or beyond the authority of either party to enter into or carry out, such decisions 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 excised portion, be reasonably interpreted to give effect to the intentions of the parties. SECTION 34. EXHIBIT The following Exhibits are hereby made part of this AGREEMENT: 1. EXHIBIT A: Safe Pathway Project Information Sheets 2. EXHIBIT B: TAM Resolution 2019-17 3. EXHIBIT C: Project Closeout Report 35. ACCEPTANCE OF GRANT RECIPIENT does hereby declare that all written statements, representations, covenants, and materials submitted as a condition of this AGREEMENT are true and correct and does hereby accept TAM's grant and agrees to all of the terms and conditions of this AGREEMENT. The parties have executed this AGREEMENT as of the date first written above. City of San Rafael: By: - slim Schutz Print Name —Cit4t Manager Print Title Transportation Authority of Marin (TAM): By:, Anne Richman, Executive Director T-14 PROJECTS AND PROGRAMS 14001 M—AAT—N Apree—M2lCtl M 2 2 am 3T 19 C,tl 4S,, RAU,RTAM F—r Apreemen A -F 2Ee Page 7 of 8 Approved as to form (optional): By: City of San Rafael, Attorney Lam_ Ar, Print Name / T �14 PRQIEOTS A D PRMRAMS%14001 RlM - TAM FUE Aprtx d A FY 2! Doe Page 8 of 8 Exhibit A Safe Pathway Project Information 1. Application Information Responsible Agency: City of San Rafael Contact Person: Thomas Wong Phone: 415-458-5360 E -Mail: thomas.wong@cityofsanrafael.org 2. Project Information Francisco Blvd W. Multi -Use Pathway Gap Closure Project Construct a 0.4 -mile multi -use pathway along the SMART trail corridor, connecting the existing Cal Park Hill Multi -use pathway with Davidson Middle School, San Rafael High School, and Downtown San Rafael. The new path will also continue the existing Francisco Boulevard West Pathway through San Rafael, and create a vital link to the North-South Greenway in Marin The Gap Closure Project addresses these issues by creating a separated pathway, improving safety for pedestrians and bicyclists. The proposed multi -use pathway would extend from Rice Drive to Mahon Creek in the City of San Rafael, Marin County, California. The path parallels the SMART train corridor. 3. Cost Estimate Breakdown and Schedule Project Phase Cost Schedule Status Phase Total (nearest 1000's) Begin (Mo/Yr End Mo/Yr % of phase complete Environmental Studies and Permits ENV 123 01/16 10/17 100% Final Design PS&E 224 01/18 12/18 100% Right of Way Acquisition ROW N/A N/A N/A N/A Construction CON 2,447 6/20 12/20 0% Contingency (no more than 10% of the total construction cost) 371 Total Project Cost 3,195 Page 1 of 2 4. Measure AA Funds Allocated 5. Measure AA Reimbursement Schedule Agency may proceed with project and incur costs any time after October 24, 2019 but maximum payments on reimbursement requests will be remitted by TAM in accordance to the below table. Funds not requested for reimbursement in an assigned fiscal year will be made available for reimbursement the following fiscal year and thereafter. FY 19/20 FY 20/21 1 FY 21/22 Phases Allocated Amount Measure AA Funds CON 400,000 Total Allocated 400,000 5. Measure AA Reimbursement Schedule Agency may proceed with project and incur costs any time after October 24, 2019 but maximum payments on reimbursement requests will be remitted by TAM in accordance to the below table. Funds not requested for reimbursement in an assigned fiscal year will be made available for reimbursement the following fiscal year and thereafter. FY 19/20 FY 20/21 1 FY 21/22 FY 22/23 FY 23/24 $400,000 Source (list specific names 6. Other Programmed Funding Page 2 of 2 Status of funds Source (list specific names Fiscal (pending or Programmed of other funding) Phase Year secured) Amount City of San Rafael Matching Funds ENV 17 Secured 123,000 City of San Rafael Matching Funds PS&E 18/19 Secured 224,000 State Urban Greening Grant CON 2020 Secured 1,200,000 TAM TDA/TFCA CON 2020 Pending 727,000 Total Funds Programmed 2,274,000 Page 2 of 2 Safe Pathway Project Information 1. Application Information Responsible Agency: City of San Rafael Contact Person: Thomas Wong Phone: 415-458-5360 E -Mail: thomas.wong@cityofsanrafael.org 2. Project Information Fifth Avenue and River Oaks Road RRFB Proiect The project at this location will install a rectangular rapid flashing beacon (RRFB), high - visibility yellow crosswalk striping, advance yield lines and yield signage, and additional red curb to improve sightlines (daylighting). This crossing is adjacent to Sun Valley Elementary School at the intersection of Fifth Avenue and River Oaks Road. The Dan Abraham Trail, which provides access to surrounding neighborhoods and Sorich Ranch Park, begins at this intersection. 3. Cost Estimate Breakdown and Schedule Project Phase Cost Schedule Status Phase Total (nearest 1000's) Begin (Mo/Yr End Mo/Yr % of phase complete Environmental Studies and Permits ENV $1,000 11/2019 01/2020 0% Final Design PS&E $10,000 2/2020 5/2020 0% Construction CON $50,000 6/2020 8/2020 0% Contingency (no more than 10% of the total construction cost) $5,000 N/A N/A N/A Construction Support/Inspection INSP $1,000 6/2020 8/2020 0% Total Project Cost $67,000 4. Measure A Funds Allocated Phase Measure AA Funds I Construction _ _.. allocated Amount $50,000 Page 1 of 2 5. Measure AA Reimbursement Schedule Agency may proceed with project and incur costs any time after October 24, 2019 but maximum payments on reimbursement requests will be remitted by TAM in accordance to the below table. Funds not requested for reimbursement in an assigned fiscal year will be made available for reimbursement the following fiscal year and thereafter. FY 19/20 1 FY 20/21 FY 21/22 FY 22/23 FY 23/24 $50,000 Status of funds (pending or secured) 6. Other Programmed Funding Source (list specific names of other funding) Phase Fiscal Year Status of funds (pending or secured) Programmed Amount City of San Rafael CIP ENV 2020 Secured $1,000 City of San Rafael CIP PS&E 2020 Secured $10,000 Safe Pathways to School CON 2020 Pending $50,000 City of San Rafael CIP Contingency 2020 Secured $5,000 City of San Rafael CIP INSP 2020 Secured $1,000 Total Funds Programmed $67,000 Page 2 of 2 Safe Pathway Project Information 1. Application Information Responsible Agency: City of San Rafael Contact Person: Thomas Wong Phone: 415-458-5360 E -Mail: thomas.wong@cityofsanrafael.org 2. Project Information Knight Drive and Ashwood Court RRFB Project The project at this location will install a rectangular rapid flashing beacon (RRFB), a curb extension (bulb -out) at the southeast corner of the intersection, high -visibility yellow crosswalk striping, advance yield lines and yield signage, and additional red curb to improve sightlines (daylighting). This crossing is adjacent to Glenwood Elementary School, at the intersection of Knight Drive and Ashwood Court. It is roughly 120 feet from an existing pedestrian pathway (parallel to West Castlewood Drive) leading to the school's bus loop, parking lot, and main entrance. 3. Cost Estimate Breakdown and Schedule Project Phase Cost Schedule Status Phase Total (nearest 1000's) Begin (Mo/Yr End Mo/Yr % of phase complete Environmental Studies and Permits ENV $1,000 11/2019 01/2020 0% Final Design PS&E $27,000 2/2020 5/2020 0% Construction CON $135,000 6/2020 8/2020 0% Contingency (no more than 10% of the total construction cost) $14,000 N/A N/A N/A Construction Support/Inspection INSP $4,000 6/2020 8/2020 0% Total Project Cost $181,000 4. Measure AA Funds Allocated Phase Allocated Amount Measure AA Funds I Construction 1 $50,000 Page 1 of 2 5. Measure AA Reimbursement Schedule Agency may proceed with project and incur costs any time after October 24, 2019 but maximum payments on reimbursement requests will be remitted by TAM in accordance to the below table. Funds not requested for reimbursement in an assigned fiscal year will be made available for reimbursement the following fiscal year and thereafter. 6. Other Programmed Funding Identify other funds programmed for this project. Pending funds are funds for which you intend to apply. Secured funds are funds from sources that have been awarded. Source (list specific names of other funding) FY 20/21 FY 21/22 FY 22/23 FY 23/24 !�7$50,000 Status of funds (pending or secured) 6. Other Programmed Funding Identify other funds programmed for this project. Pending funds are funds for which you intend to apply. Secured funds are funds from sources that have been awarded. Source (list specific names of other funding) Phase Fiscal Year Status of funds (pending or secured) Programmed Amount City of San Rafael CIP ENV 2020 Secured $1,000 City of San Rafael CIP PS&E 2020 Secured $27,000 City of San Rafael CIP CON 2020 Secured $85,000 Safe Pathways to School CON 2020 Pending $50,000 City of San Rafael CIP Contingency 2020 Secured $14,000 City of San Rafael CIP INSP 2020 Secured $4,000 Total Funds Programmed $181,000 Page 2 of 2 Safe Pathway Project Information 1. Application Information Responsible Agency: City of San Rafael Contact Person: Thomas Wong Phone: 415-458-5360 E -Mail: thomas.wong@cityofsanrafael.org 2. Project Information Mission Avenue and Alice Street RRFB Project The project at this location will install a rectangular rapid flashing beacon (RRFB), high - visibility yellow crosswalk striping, advance yield lines and yield signage, and additional red curb to improve sightlines (daylighting). This crossing is located at San Rafael High School's main entrance, on Mission Avenue just west of Alice Street. It provides access to the surrounding neighborhood to the north. 3. Cost Estimate Breakdown and Schedule Project Phase Cost Schedule Status Phase Total (nearest 1000's) Begin (Mo/Yr End Mo/Yr % of phase complete Environmental Studies and Permits ENV $1,000 11/2019 01/2020 0% Final Design PS&E $10,000 2/2020 5/2020 0% Construction CON $50,000 6/2020 8/2020 0% Contingency (no more than 10% of the total construction cost) $5,000 N/A N/A N/A Construction Support/Inspection INSP $1,000 6/2020 8/2020 0% Total Project Costr $67,000 4. Measure A Funds Allocated Phase Allocated Amount Measure AA Funds I Construction $50,000 Page 1 of 2 5. Measure AA Reimbursement Schedule Agency may proceed with project and incur costs any time after October 24, 2019 but maximum payments on reimbursement requests will be remitted by TAM in accordance to the below table. Funds not requested for reimbursement in an assigned fiscal year will be made available for reimbursement the following fiscal year and thereafter. FY 19/20 1 FY 20/21 FY 21/22 FY 22/23 FY 23/24 $50,000 Status of funds (pending or secured) 6. Other Programmed Funding Identify other funds programmed for this project. Pending funds are funds for which you intend to apply. Secured funds are funds from sources that have been awarded. Source (list specific names of other funding) Phase Fiscal Year Status of funds (pending or secured) Programmed Amount City of San Rafael CIP ENV 2020 Secured $1,000 City of San Rafael CIP PS&E 2020 Secured $10,000 Safe Pathways to School CON 2020 Pending $50,000 City of San Rafael CIP Contingency 2020 Secured $5,000 City of San Rafael CIP INSP 2020 Secured $1,000 Total Funds Programmed $67,000 Page 2 of 2 Safe Pathway Project Information 1. Application Information Responsible Agency: City of San Rafael Contact Person: Thomas Wong Phone: 415-458-5360 E -Mail: thomas.wong@cityofsanrafael.org 2. Project Information Mission Avenue and Park Street RRFB Project The project at this location will install a rectangular rapid flashing beacon (RRFB), a curb extension (bulb -out) and directional curb ramps at the northeast corner of the intersection, high - visibility yellow crosswalk striping, and advance yield lines and yield signage. The crosswalks to be improved are immediately adjacent to San Rafael High School's soccer fields, at the intersection of Mission Avenue and Park Street. The intersection is roughly 250 feet from the northbound stop of the Marin Transit 233 and 257 buses, and just over 300 feet from the northwest entrance to the school campus. 3. Cost Estimate Breakdown and Schedule Project Phase Cost Schedule Status Phase Total (nearest 1000's) Begin (Mo/Yr End Mo/Yr % of phase complete Environmental Studies and Permits ENV $1,000 11/2019 01/2020 0% Final Design PS&E $27,000 2/2020 5/2020 0% Construction CON $136,000 6/2020 8/2020 0% Contingency (no more than 10% of the total construction cost) $14,000 N/A N/A N/A Construction Support/Inspection INSP $4,000 6/2020 8/2020 0% Total Project Cost $182,000 5. Measure A Funds Allocated Phase I Allocated Amount Measure AA Funds I Construction 1 $50,000 Page 1 of 2 5. Measure AA Reimbursement Schedule Agency may proceed with project and incur costs any time after October 24, 2019 but maximum payments on reimbursement requests will be remitted by TAM in accordance to the below table. Funds not requested for reimbursement in an assigned fiscal year will be made available for reimbursement the following fiscal year and thereafter. FY 19/20 1 FY 20/21 FY 21/22 FY 22/23 =FY 23/24 $50,000 6. Other Programmed Funding Identify other funds programmed for this project. Pending funds are funds for which you intend to apply. Secured funds are funds from sources that have been awarded. Source (list specific names of other funding) Phase Fiscal Year Status of funds (pending or secured) Programmed Amount City of San Rafael CIP ENV 2020 Secured $1,000 City of San Rafael CIP PS&E 2020 Secured $27,000 City of San Rafael CIP CON 2020 Secured $86,000 Safe Pathways to School CON 2020 Secured $50,000 City of San Rafael CIP Contingency 2020 Pending $14,000 City of San Rafael CIP INSP 2020 Secured $4,000 Total Funds Programmed $182,000 Page 2 of 2 Exhibit B TAM RESOLUTION NO. 2019-17 RESOLUTION OF THE TRANSPORTATION AUTHORITY OF MARIN FOR THE ALLOCATIONS OF $4,461,000 IN MEASURE AA, CATERGORY 2.2, FUNDS TO 12 AGENCIES AND $700,000 IN MEASURE AA, CATEGORY 3.3, FUNDS TO SEVEN AGENCIES FOR THE FOURTH CYCLE OF SAFE PATHWAYS TO SCHOOL PROJECTS WHEREAS, The voters of Marin County approved the authorization of Measure AA at General Elections held on November 6, 2018 thereby authorizing that TAM be given the responsibility to administer the proceeds from a one-half cent transaction and use tax; and WHEREAS, TAM has developed a Measure AA Strategic Plan to provide guidance on implementing the Measure AA Expenditure Plan; and WHEREAS, The Measure AA Strategic Plan programs Measure AA funds over a 30 -year period to the four categories listed in the Expenditure Plan, including Categories 2.2 and 3.3 for large and small projects, respectively, under the Safe Pathways to School Program; and WHEREAS, Safe Pathways to School Projects are capital projects aimed at making physical improvements to enhance the safety of non -motorized school trips; and WHEREAS, Public Works Directors and school officials have been encouraged to submit applications for projects identified in Safe Routes Plans when funding are available; and WHEREAS, In three previous cycles of funding, TAM programmed $7.29 million to 52 Safe Pathway projects WHEREAS, Measure AA funds are now available for programming in the Fourth Cycle and a Call for Projects was issued in June 2019; and WHEREAS, TAM received a total of 29 applications from 13 agencies for more than $6 million in total requests by the August 2019 deadline; and. WHEREAS, An Evaluation Committee was formed to evaluate the applications based on the criteria specified in the Measure AA Expenditure Plan that includes safety, gap closure, maximum usage, matching funds, and geographic equity; and WHEREAS, The Evaluation Committee recommended funding all small project applications, funding the first prioritized large project application from each applicant, and moving the excess funds of $200,000 from the small project pool to fund a large project application; and WHEREAS, The initial recommendation was presented to the Marin Public Works Association (MPWA) at its September 19, 2019 meeting; and T 07 AGREEMENTS107 01 Resolutions\201912019-17 Measure AA Safe Pathway Allocations doc Pagel of 3 WHEREAS, MPWA supported the Evaluation Committee's recommendation on the condition that Corte Madera receive $50,000 to complete a reduced scope of work for the High Canal Pathway Project; and WHEREAS, Staff supports MPWA's recommendation and presented the following final recommended projects and funding amounts to the TAM Funding, Programs & Legislation (FPL) Executive Committee for approval; and WHEREAS, On October 14, 2019, the FPL Executive Committee voted unanimously to support staff's recommendation, as shown in the above tables, and allow excess funds from the small project pool be moved to help fund a project in the large project pool; and T'107 AGREEMENTS107 01 Resolutions1201912019-17 Measure AA Safe Pathway Al ocations doc Page 2 of 3 Small Projects ($50,000 maximum allocation) Agency Project Name Funding Amount Corte Madera Pixlev Avenue and Redwood Avenue Intersection Improvement Project $50,000 Larkspur South Eliseo Drive Crosswalk Improvement Project $50,000 Larkspur South Eliseo Drive Bicycle Lane and Splitter Island Project $50,000 Marin County Marin County Unincorporated Areas RRFB Projects $50,000 Marin County Point San Pedro Road RRFB Projects $50,000 Mill Valley Throckmorton Avenue & Olive Avenue Intersection Improvement Project $50,000 San Anselmo Caleta Avenue Sidewalk Gap Closure Project $50,000 San Anselmo Surm side Avenue Sidewalk Gap Closure Project $50,000 San Anselmo Myrtle, Tamal ais and Raymond Avenues Sidewalk Gap Closure Project $50,000 San Rafael Fifth Avenue and River Oaks Road RRFB Project $50,000 San Rafael Knight Drive and Ashwood Court RRFB Project $50,000 San Rafael Mission Avenue and Park Street RRFB Project $50,000 San Rafael Mission Avenue and Alice Street RRFB $50,000 Sausalito Nevada Street Restri in Project $50,000 Total $700,000 WHEREAS, On October 14, 2019, the FPL Executive Committee voted unanimously to support staff's recommendation, as shown in the above tables, and allow excess funds from the small project pool be moved to help fund a project in the large project pool; and T'107 AGREEMENTS107 01 Resolutions1201912019-17 Measure AA Safe Pathway Al ocations doc Page 2 of 3 Large Projects $400,000 maximum allocation Agency Project Name Funding Amount Mill Valley East Blithedale Bicycle Improvements $400,000 San Rafael Francisco Blvd W. Multi -use Pathway Gap Closure Project $400,000 Caltrans/Marin County West Marin Pedestrian Improvements $354,000 San Rafael City Schools SRCS Third Street Improvements $400,000 Corte Madera The High Canal Pathway $50,000 Marin County Sir Francis Drake Blvd Bike/Ped Improvements $400.000 Larkspur Doherty Drive Bicycle Lane $400,000 Corte Madera Hart Street Bike Pathway $400,000 Ross Laurel Grove Pathway Extension Project $400,000 San Anselmo HAWK at Sir Francis Drake Boulevard/Saunders Avenue $204,000 Fairfax Azalea Avenue Crosswalks & Expanded Bike Spine Route $253,000 Sausalito Coloma Street Pedestrian Improvements $400,000 Tiburon Del Mar Middle School Improvements $400,000 Total $4,461,000 WHEREAS, On October 14, 2019, the FPL Executive Committee voted unanimously to support staff's recommendation, as shown in the above tables, and allow excess funds from the small project pool be moved to help fund a project in the large project pool; and T'107 AGREEMENTS107 01 Resolutions1201912019-17 Measure AA Safe Pathway Al ocations doc Page 2 of 3 WHEREAS, On October 24, 2019, the TAM Board adopted the recommendation as supported by the FPL Executive Committee; now therefore, be it RESOLVED, That the Transportation Authority of Marin hereby allocates Measure AA funds under Categories 2.2 and 33 to projects and amounts as shown in the above tables and allow excess funds from the small project pool to fund a large project; and be it further RESOLVED, That the Transportation Authority of Marin finds the allocations of these funds to be in conformance with the priorities and funding levels established in the Measure AA Expenditure Plan and the Measure AA Strategic Plan; and be it further RESOLVED, That the Transportation Authority of Marin hereby authorizes the actual expenditure (cash reimbursement) of funds for these activities to take place subject to the Fiscal Year Cash Flow Distribution Schedule detailed in the attached Allocation Request Forms; and be it further RESOLVED, That as a condition of this authorization for expenditure, the Executive Director shall impose such terms and conditions as are necessary for the project sponsors to comply with applicable law and adopted Authority policies and execute Funding Agreements with the respective project sponsors to that effect; and be it further RESOLVED, That as a condition of this authorization for expenditure, the referenced project sponsors shall provide the Authority with any other information it may request regarding the use of the funds hereby authorized. PASSED AND ADOPTED at a regular meeting of the Transportation Authority of Marin held on the 241h day of October 2019, by the following vote: AYES: Commissioners: NOES: Commissioners ABSENT: Commissioners ABSTAIN: Commissioners ATTEST: Anne Richman Executive Director Arnold, Campbell, Cleveland -Knowles, Colbert, Colin, Connolly, Fredericks, Hillmer, Kuhl, Kunhardt, Lucan, Moulton - Peters, Reed, Rice, Rodoni, Sears None None None 4 Ju, HAmd, Chair Trtion Authority of Marin T \07 AGREEMENTS107 01 Resclulions12019t2019-17 Measure AA Safe Pathway Allocamns doc Page 3 of 3 Exhibit C Project Closeout Report (sample format) (Due with final reimbursement request) Final amount spent on this project, including non -Measure AA funds: Describe any significant scope changes from the project application, if any: Date that the project was opened for public use: Was there any ground -breaking and/or ribbon -cutting ceremony? If so, list dates: Provide copies of any press releases issued: Provide digital photographs of completed project: Measure AA signage, if applicable - Number of signs posted: '1 \IA PROJEC I S ANO1'ROORAMSM 001 Mc w, AA\F'wuhng AVt nu\Ca Fn 2\C -g— 2 2 and 3 3\2019 Cyd, 4VNhih1C 1'nije Clam Rcpun dm Page I of RAFq�` ►1 2 <C1 yo WITH CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: DPW Project Manager: Thomas Wong Extension: x5360 Contractor Name: TAM Contractor's Contact: David Chan Contact's Email: dchan@tam.ca.gov ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE T DESCRIPTION COMPLETED REVIEWER DEPARTMENT Project Manager a. Email PINS Introductory Notice to Contractor DATE Check/Initial 1 N/A ❑ 12/6/2019 b. Email contract (in Word) and attachments to City TW Attorney c/o Laraine.Gittens@cityofsanrafael.org a. Review, revise, and comment on draft agreement 12/11/2019 ® LG 2 City Attorney and return to Project Manager N/A ® LG b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor + Clicl: or tap ❑ 3 Department Director Approval of final agreement form to send to contractor to enter a date. + 4 Project Manager Forward three (2) originals of final agreement to Click here to ❑ contractor for their signature enter a date. 5 Project Manager When necessary, contractor -signed agreement ❑ N/A agendized for City Council approval * *City Council approval required for Professional Services ❑ Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 N/A Date of City Council approval PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City City Attorney Attorney with printed copy of this routing form 7 Review and approve hard copy of signed agreement Review and approve insurance in PINS, and bonds I� 8 City Attorney (for Public Works Contracts) 9 City Manager/ Mayor Agreement executed by City Council authorized �� (� official ► 10 City Clerk Attest signatures, retains original agreement and forwards 1 copies to Project Manager