HomeMy WebLinkAboutAgenda Report - May 5, 2021 C-15AGENDA ITEM (?15
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CITY OF LODI
' COUNCIL COMMUNICATION
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AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Funding Documents with
California Department of Transportation for Allocation of Fiscal Year 2020/21
Low Carbon Transit Operations Program Funds
MEETING DATE: May 5, 2021
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt resolution authorizing City Manager to execute funding
documents with California Department of Transportation for
allocation of Fiscal Year 2020/21 Low Carbon Transit Operations
Program funds.
BACKGROUND INFORMATION: The Low Carbon Transit Operations Program (LCTOP) is one of
several State funding programs that are part of the Transit,
Affordable Housing, and Sustainable Communities Program,
established by the California Legislature in 2014. The LCTOP was created to provide operating and
capital funding for transit agencies to reduce greenhouse gas emissions and improve mobility, with
a priority on serving designated Disadvantaged Communities.
The LCTOP is administered by California Department of Transportation in coordination with California Air
Resources Board and the State Controller's Office. Funds are distributed based on prior use of State
Transit Assistance funds with 50 percent to the regional agencies, in our case, San Joaquin Council of
Governments (SJCOG), and the other 50 percent to local transit operators. For the Fiscal Year 2020/21
LCTOP funding cycle, the City is eligible to receive $6,379 in a direct allocation as a transit operator. In
addition, SJCOG's regional allocation of $1.4 million will be allocated among transit providers, with Lodi
receiving $44,817. This provides the City with a total LCTOP allocation of $51,196.
The Transit Division proposes to increase service on Saturdays by increasing the number of trips on each
route by two. This effectively increases overall system service by two hours every Saturday, adding 416
route trips over a period of approximately one year (52 weeks). Currently, Saturday service is being
offered from 8:30 AM to 4:30 PM on Routes 30, 22, 34, and 31. This project would add additional
frequency for each route, extending service from 4:30 PM to 6:30 PM. The Lodi GrapeLine previously
operated this service; however, hours were reduced due to the COVID-19 pandemic. As vaccine rollout
continues and the city begins to open, passengers have been submitting comments requesting service
expansion back to pre-COVID levels. The Transit Division recognizes this, and is implementing this
return -to -service slowly, with regards to factors of demand, staffing, and funding. This LCTOP program is
one such way to meet the returning transportation needs of the Lodi community as normalcy returns.
This request is not to be confused with the previous two fiscal year allocations of LCTOP funds for the
Free Student Ride program. This program continues to provide free student rides, despite the pandemic
service reductions. A total of 50,559 free student trips have been provided since the project launched on
August 1, 2019. There is still $105,000 remaining to provide free student rides until all funds have been
expended. It is anticipated that student ridership will increase with the reintroduction of the Express
Routes in the fall when school resumes.
APPROVED: -A V
Stephen Sch-OVabau4r, City Manager
\\cvcfiIv02\pubwks$\WP\TRANSIT\CC LCTOP Grant FY 20-21.doc 4/21/2021
Adopt Resolution Authorizing City Manager to Execute Funding Documents with California Department of Transportation for Allocation of Fiscal Year 2020/21
Low Carbon Transit Operations Program Funds
May 5, 2021
Page 2
In order to complete the application process and receive LCTOP funds, the City is required to submit
several supporting documents, which are required to be approved by the City Council:
1. An "Authorized Agent" form to designate the City Manager, and/or designee, as signatory on
any documents associated with obtaining and managing LCTOP funds.
2. The "Certification and Assurances," which contain general conditions of the LCTOP program as
well as some additional cost principles and record retention requirements that are standard for
other State -funded projects.
3. Project Allocation form acknowledging Lodi as the Lead Agency and SJCOG as the
Contributing Sponsor of LCTOP funds.
4. A Resolution adopted by Council approving all of the submittals on behalf of the LCTOP
program.
Staff recommends authorizing City Manager to execute funding documents with California Department
of Transportation for allocation of Fiscal Year 2020/21 Low Carbon Transit Operations Program funds.
FISCAL IMPACT: $51,196 in LCTOP funds will be additional revenue for operational costs.
There is no matching requirement and there is no impact to the General
Fund. All interest accrued for these funds must also be applied to the
project. Transit services are provided within Lodi City Limits, thereby
providing service to all Districts.
FUNDING AVAILABLE: Not applicable.
U�w
Charles E. Swimley, Jr.
Public Works Director
Prepared by Georgia Graham, Transportation Manager
CES/GG/tc
Attachments
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FY 2020-2021 LCTOP
Authorized Agent
AS THE Mayor (on behalf of the City Council)
(Cli cI- I wcutive Officer/Director/President/Secretary)
OF THE City l of Lodi _
(Name of County/CityfT'ransit Organization)
I hereby authorize the following individual(s) to execute for and on behalf of the
named Regional Entity/Transit Operator, any actions necessary for the purpose of
obtaining Low Carbon Transit Operations Program (LCTOP) funds provided by
the California Department of Transportation, Division of Rail and Mass
Transportation. I understand that if there is a change in the authorized agent, the
project sponsor must submit a new form. This form is required even when the
authorized agent is the executive authority himself. I understand the Board must
provide a resolution approving the Authorized Agent. The Board Resolution
appointing the Authorized Agent is attached.
Stephen Schwabauer, City Manager OR
(Name and Title of Authorized Agent)
Charles E. Swimle , Jr., Public Works Director OR
(Name and Title of Authorized Agent)
GeoKgia Graham, Transportation Manager OR
(Name and Title of Authorized Agent)
Click here to enter text.
(Name and Title of.4uthorized Agent)
Alan Nakanishi
(Print Name)
(Signature)
Approved this
(Title)
5 day of May 1 2021
C* - M ftarLg�FY 2020-2021 LCTOP
Certifications and Assurances
Lead Agency: City of Lodi
Project Title: Increase of Fixed Route Service Hours on Saturday Evenings
Prepared by: Georgia Graham, Transportation Manager
The California Department of Transportation (Caltrans) has adopted the following
Certifications and Assurances for the Low Carbon Transit Operations Program (LCTOP).
As a condition of the receipt of LCTOP funds, Lead Agency must comply with these
terms and conditions.
A. General
1. The Lead Agency agrees to abide by the current LCTOP Guidelines and applicable legal
requirements.
2. The Lead Agency must submit to Caltrans a signed Authorized Agent form designating
the representative who can submit documents on behalf of the project sponsor and a
copy of the board resolution appointing the Authorized Agent.
B. Project Administration
1. The Lead Agency certifies that required environmental documentation is complete before
requesting an allocation of LCTOP funds. The Lead Agency assures that projects
approved for LCTOP funding comply with Public Resources Code § 21100 and § 21150.
2. The Lead Agency certifies that a dedicated bank account for LCTOP funds only will be
established within 30 days of receipt of LCTOP funds.
3. The Lead Agency certifies that when LCTOP funds are used for a transit capital project,
that the project will be completed and remain in operation for its useful life.
4. The Lead Agency certifies that it has the legal, financial, and technical capacity to carry
out the project, including the safety and security aspects of that project.
5. The Lead Agency certifies that they will notify Caltrans of pending litigation, dispute, or
negative audit findings related to the project, before receiving an allocation of funds.
6. The Lead Agency must maintain satisfactory continuing control over the use of project
equipment and facilities and will adequately maintain project equipment and facilities for
the useful life of the project.
7. Any interest the Lead Agency earns on LCTOP funds must be used only on approved
LCTOP projects.
8. The Lead Agency must notify Caltrans of any changes to the approved project with a
Corrective Action Plan (CAP).
FY 2020-2021 LCTOP
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9.
Under extraordinary circumstances, a Lead Agency may terminate a project prior to
completion. In the event the Lead Agency terminates a project prior to completion, the
Lead Agency must (1) contact Caltrans in writing and follow-up with a phone call
verifying receipt of such notice; (2) pursuant to verification, submit a final report
indicating the reason for the termination and demonstrating the expended funds were
used on the intended purpose; (3) submit a request to reassign the funds to a new project
within 180 days of termination.
C. Reporting
1. The Lead Agency must submit the following LCTOP reports:
a. Semi -Annual Progress Reports by May 15th and November 15th each year.
b. A Close Out Report within six months of project completion.
c. The annual audit required under the Transportation Development Act (TDA), to
verify receipt and appropriate expenditure of LCTOP funds. A copy of the audit
report must be submitted to Caltrans within six months of the close of the year
(December 31) each year in which LCTOP funds have been received or
expended.
d. Project Outcome Reporting as defined by CARB Funding Guidelines.
e. Jobs Reporting as defined by CARB Funding Guidelines.
2. Other Reporting Requirements: CARB develops and revises Funding Guidelines that
will include reporting requirements for all State agencies that receive appropriations from
the Greenhouse Gas Reduction Fund. Caltrans and project sponsors will need to submit
reporting information in accordance with CARB's Funding Guidelines, including
reporting on greenhouse gas reductions and benefits to disadvantaged communities.
D. Cost Principles
1. The Lead Agency agrees to comply with Title 2 of the Code of Federal Regulations 225
(2 CFR 225), Cost Principles for State and Local Government, and 2 CFR, Part 200,
Uniform Administrative Requirements for Grants and Cooperative Agreements to State
and Local Governments.
2. The Lead Agency agrees, and will assure that its contractors and subcontractors will be
obligated to agree, that:
a. Contract Cost Principles and Procedures, 48 CFR, Federal Acquisition
Regulations System, Chapter 1, Part 31, et seq., shall be used to determine the
allow ability of individual project cost items and
b. Those parties shall comply with Federal administrative procedures in accordance
with 2 CFR, Part 200, Uniform Administrative Requirements for Grants and
Cooperative Agreements to State and Local Governments. Every sub -recipient
receiving LCTOP funds as a contractor or sub -contractor shall comply with
Y FY 2020-2021 LCTOP
Federal administrative procedures in accordance with 2 CFR, Part 200, Uniform
Administrative Requirements for Grants and Cooperative Agreements to State
and Local Governments.
3. Any project cost for which the Lead Agency has received funds that are determined by
subsequent audit to be unallowable under 2 CFR 225, 48 CFR, Chapter 1, Part 31 or 2
CFR, Part 200, are subject to repayment by the Lead Agency to the State of California
(State). All projects must reduce greenhouse gas emissions, as required under Public
Resources Code section 75230, and any project that fails to reduce greenhouse gases shall
also have its project costs submit to repayment by the Lead Agency to the State. Should
the Lead Agency fail to reimburse moneys due to the State within thirty (30) days of
demand, or within such other period as may be agreed in writing between the Parties
hereto, the State is authorized to intercept and withhold future payments due the Lead
Agency from the State or any third -party source, including but not limited to, the State
Treasurer and the State Controller.
A. Record Retention
1. The Lead Agency agrees and will assure that its contractors and subcontractors shall
establish and maintain an accounting system and records that properly accumulate and
segregate incurred project costs and matching funds by line item for the project. The
accounting system of the Lead Agency, its contractors and all subcontractors shall
conform to Generally Accepted Accounting Principles (GAAP) and enable the
determination of incurred costs at interim points of completion. All accounting records
and other supporting papers of the Lead Agency, its contractors and subcontractors
connected with LCTOP funding shall be maintained for a minimum of three (3) years
after the "Project Closeout" report or final Phase 2 report is submitted (per ARB Funding
Guidelines, Vol. 3, page 3.A-16), and shall be held open to inspection, copying, and audit
by representatives of the State and the California State Auditor. Copies thereof will be
furnished by the Lead Agency, its contractors, and subcontractors upon receipt of any
request made by the State or its agents. In conducting an audit of the costs claimed, the
State will rely to the maximum extent possible on any prior audit of the Lead Agency
pursuant to the provisions of federal and State law. In the absence of such an audit, any
acceptable audit work performed by the Lead Agency's external and internal auditors
may be relied upon and used by the State when planning and conducting additional
audits.
2. For the purpose of determining compliance with Title 21, California Code of Regulations,
Section 2500 et seq., when applicable, and other matters connected with the performance
of the Lead Agency's contracts with third parties pursuant to Government Code § 8546.7,
the project sponsor, its contractors and subcontractors and the State shall each maintain
and make available for inspection all books, documents, papers, accounting records, and
other evidence pertaining to the performance of such contracts, including, but not limited
to, the costs of administering those various contracts. All of the above referenced parties
shall make such materials available at their respective offices at all reasonable times
A I &' FY 2020-2021 LCTOP
during the entire project period and for three (3) years from the date of final payment.
The State, the California State Auditor, or any duly authorized representative of the State,
shall each have access to any books, records, and documents that are pertinent to a
project for audits, examinations, excerpts, and transactions, and the Lead Agency shall
furnish copies thereof if requested.
The Lead Agency, its contractors and subcontractors will permit access to all records of
employment, employment advertisements, employment application forms, and other
pertinent data and records by the State Fair Employment Practices and Housing
Commission, or any other agency of the State of California designated by the State, for
the purpose of any investigation to ascertain compliance with this document.
F. Special Situations
Caltrans may perform an audit and/or request detailed project information of the project
sponsor's LCTOP funded projects at Caltrans' discretion at any time prior to the
completion of the LCTOP.
I certify all of these conditions will be met.
Stephen Schwabauer
(Prh+t Authorized Agent)
(Signature)
Approved as to Form:
JANICE D. MAGDICH
City Attomey j d m
Signature:!? ,4 0 1) 20. )� z -�33 roTy
Email: jmagdich@lodi.gov
City Manager
(rifle)
(Date)
RESOLUTION NO. 2021-122
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE CITY MANAGER TO EXECUTE CERTIFICATIONS AND
ASSURANCES AND AUTHORIZED AGENT FORMS FOR THE
LOW CARBON TRANSIT OPERATIONS PROGRAM (LCTOP)
FOR THE FOLLOWING PROJECT: INCREASE OF FIXED
ROUTE SERVICE HOURS ON SATURDAY EVENINGS
WHEREAS, the City of Lodi is an eligible project sponsor and may receive State funding
from the Low Carbon Transit Operations Program (LCTOP) for transit projects; and
WHEREAS, the statutes related to State -funded transit projects require a local or
regional implementing agency to abide by various regulations; and
WHEREAS, Senate Bill 862 (2014) named the California Department of Transportation
(Caltrans) as the administrative agency for the LCTOP; and
WHEREAS, Caltrans has developed guidelines for the purpose of administering and
distributing LCTOP funds to eligible project sponsors (local agencies); and
WHEREAS, the City of Lodi wishes to delegate authorization to execute these
documents and any amendments thereto to Stephen Schwabauer, City Manager; and
WHEREAS, the City of Lodi wishes to implement the LCTOP project(s) listed above.
NOW, THEREFORE, BE IT RESOLVED by the Lodi City Council that the fund recipient
agrees to comply with all conditions and requirements set forth in the Certification and
Assurances and the Authorized Agent documents and applicable statutes, regulations and
guidelines for all LCTOP funded transit projects; and
BE IT FURTHER RESOLVED that Stephen Schwabauer, City Manager, be authorized
to execute all required documents of the LCTOP program and any Amendments thereto with the
California Department of Transportation; and
BE IT FURTHER RESOLVED by the Lodi City Council that the City Manager is hereby
authorized to adjust the project expenditure budget equal to posted quarterly interest earnings
for the duration of the project; and
BE IT FURTHER RESOLVED by the Lodi City Council that it hereby authorizes the
submittal of the following project nomination(s) and allocation request(s) to Caltrans in
FY 2020-21 LCTOP funds:
Project Name: Increase of Fixed Route Service Hours on Saturday Evenings
Amount of LCTOP funds_ requested: $51,196
Project Description: Increase Saturday fixed route service by adding frequency from 4:30 PM to
6:30 PM for each route. This service increase will extend fixed route service by two trips on four
routes, effectively increasing system -wide service by two hours.
Benefit to Priority Populations_: Project improves mobility between key destinations and
communities.
Contributing Sponsors: San Joaquin Council of Governments
Dated: May 5, 2021
I hereby certify that Resolution No. 2021-122 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held May 5, 2021, by the following vote:
AYES: COUNCIL MEMBERS — Chandler, Hothi, Khan, Kuehne, and
Mayor Nakanishi
NOES: COUNCIL MEMBERS —None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
,Gv,:2ynl�-
�7ENIFER USMIR
City Clerk
2021-122