9 Desk itemMEETING DATE: 08/05/13
ITEM NO: 1
DESK ITEM
DATE: AUGUST 5, 2013
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: PPW JOB NO. 13-22 — HILLSIDE ROAD REPAIR AND RESURFACING
PROJECT 811-0007
REMARKS:
1. Authorize a change in funding source for the Hillside Road Repair and Resurfacing
Project 811-0007 in the amount of $139,000.
On Friday, August 2, 2013, VTA notified municipalities receiving OBAG grant funds that MTC
had included federal money in this grant program. Because the administration of federal funds is
handled through Caltrans, municipalities must now obtain formal Caltrans authorization before
they can proceed with advertising and construction of any project using OBAG funds.
As described in the Council Report for this item, the Town has prepared construction documents,
received bids and scheduled an award of a construction contract by the Town Council on August
5, 2013. However, with the addition of the new federal fimding process through Caltrans, the
Town would be unable to award a contract using OBAG funding at the August 5, 2013 meeting,
as it has not gone through the now -required Caltrans approval process.
The Town has received a very competitive low bid on this project and staff feels it is in the best
interest of the Town to move forward with this project currently, without delays. Staff contacted
VTA to explore the possibility of the Town funding this project using local fimds and proceeding
with the construction on the upper part of Kennedy Road as planned, and identifying an
alternative OBAG-funded project. Staff is recommending that the current hillside project be
funded through the Street Repair and Resurfacing Program, which has sufficient funds available.
The Town will then create an alternate street repair and resurfacing project using OBAG funds
PREPARED BY: Bob Kass
Interim Director of Parks and Public Works
Reviewed by: t\,�Assistant Town Manager
Town Attorney t-Y. Finance
N:\PPW\MANAGEMENT\COUNCIL\COUNCIL REPORTS\2013 Reports \080513\8-5-13 DESK ITEM Hillside.Resurfacing.docx
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AUGUST 5, 2013
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13-22 — HILLSIDE ROAD REPAIR AND RESURFACING
PROJECT 811-0007
REMARKS (confd.I
This approach will give the Town staff time to prepare the necessary documents needed for
federal approval of a new project, and the Town will not lose any of the OBAG grant funds.
Town staff met with VTA staff on August 5, 2013, and confirmed this plan of action and
received VTA concurrence. Staff has preliminarily identified road repair and resurfacing on
Shannon Road as a candidate project for OBAG funding, with construction tentatively scheduled
for the summer of 2014, after all Caltrans and federal review processes are completed. The
process will be similar to how the Highway 9/University Avenue Intersection Improvement
project utilized federal funds as part of its overall funding package.