HomeMy WebLinkAboutMendocino Council of Governments (MCOG) 2021-10-27 COU No. 2122-151
SUBRECIPIENT COOPERATIVE AGREEMENT
BETWEEN
MENDOCINO COUNCIL OF GOVERNMENTS
AND
CITY OF UKIAH
Effective July 1, 2017 through June 30, 2022
Annual Exhibits
Fiscal Year 2021/22
■ Exhibit A—Subrecipient Scope of Work and Budget
■ Exhibit B—Sample Subrecipient Invoice
■ Exhibit C— MCOG's Adopted Policies & Instructions
■ Exhibit D—Special Conditions
Page 2 of 26
EXHIBIT A
Subrecipient Scope of Work and Budget
Attached:
A-1 Transportation Planning Overall Work Program (OWP)
■ Work Element 11— Local Road Safety Plans
■ Work Element 12—Trench Cut Fee Study and Implementation Services
■ Work Element 14—Training
A-2 Surface Transportation Block Grant (STBG) Program Formula Distribution
— Balances Available to Claim
MCOG FY 2021/22 Subrecipient Cooperative Agreement—City of Ukiah
Page 3 of 26
EXHIBIT A-1
Subrecipient Scope of Work and Budget
TRANSPORTATION PLANNING OVERALL WORK PROGRAM (OWP)
WORK ELEMENT 11— LOCAL ROAD SAFETY PLANS (LRSP) - Carryover
PURPOSE:
To develop individual Local Road Safety Plans (LRSP) for the County of Mendocino, and Cities of
Ukiah, Point Arena, Willits and Fort Bragg. An LRSP creates a framework to systematically
identify, analyze, prioritize, and recommend roadway safety improvements on local roads.
Beginning with Cycle 11 of the Highway Safety Improvement Program (HSIP), an LSRP will be
required for an agency to apply for HSIP grant funds.
PREVIOUS WORK:
This work element was introduced in the FY 2020/21 Overall Work Program and will has been
carried over to finalize and complete the plans. (Tasks 1 through 3 completed in FY2020/21, the
consultant is expected to continue working in Task 4 in the current FY.)
1. Project Initiation/Coordination with Project Partners
a. Review LRSP program requirements and guidelines, and work with local agencies and
Caltrans Local Assistance to assist with facilitating LRSP grant funding or allocation
process. (MCOG)
b. Develop and execute a Memorandum of Understanding (MOU) with each local
agency outlining MCOG and local agency roles, reimbursement commitments,
project parameters and processes. (MCOG)
Products may include: Coordination, teleconferences, allocation forms, correspondence,
and MOUs.
2. Procurement Process/Consultant Selection
a. Conduct competitive procurement process, including development and advertisement of
Request for Proposals (RFP)for consultant services. (MCOG)
b. Review consultant proposals and convene a Consultant Selection Committee
(composed of County and City representatives) to evaluate and rank proposals and
recommend a preferred consultant. (MCOG)
c. Develop and execute contract with selected consultant. (MCOG)
Products may include: RFP, newspaper advertisement;procurement documentation, Consultant
Selection Committee agenda and meeting notes, evaluation forms, consultant contract.
MCOG FY 2021/22 Subrecipient Cooperative Agreement—City of Ukiah
Page 4 of 26
3. Project Kick-off Meeting & Establishment of Stakeholder Group
a. Hold project kick-off meeting with MCOG, consultant, and local agency staff.
(MCOG, Local Agencies, Consultant)
b. Per Caltrans'guidance, establish a working group of interested stakeholders/safety
partners to provide input into the development of local plans. Composition of
stakeholder group may include local agency staff as well as other interested
stakeholders from the 'W's"of highway safety(engineering, law enforcement,
education, and emergency response communities). (MCOG, Consultant, Local Agencies)
c. Meet with consultant, local agency staff and stakeholder group as needed
throughout the project. (MCOG, Consultant, Local Agencies, Stakeholder Group).
Products may include: Kick-off agenda and meeting notes,stakeholder roster,-
stakeholder meetings, agenda and meeting notes.
TASKS:
4. Develop Local Road Safety Plans
a. Review LRSP Requirements—Consultant will review Caltrans' requirements for
development of LRSPs, and ensure that all requirements are addressed. (Consultant)
b. Collect & Review Data—Consultant will gather and review existing data (including
Mendocino County Dept. of Transportation's annual Traffic Safety Review, MCOG's
Regional Transportation Plan, Statewide Integrated Traffic Records System (SWITRS),
local agency plans, and any other relevant data that may be available. (Consultant)
c. Analyze Data & Make Recommendations—Consultant will analyze last five (5) years
of accident and safety data; identify emphasis areas; identify, recommend and
prioritize safety countermeasures (including a summary of costs, potential funding
sources, timelines and goals). Consultant shall ensure that all recommended safety
projects are consistent with Federal and State project funding requirements, if those
funds will be used for project implementation. (Consultant)
d. Draft Local Road Safety Plans—Consultant shall incorporate all data collected and
analyzed into separate draft plans for review by each local agency. (Consultant)
e. Final Local Road Safety Plans—Consultant shall incorporate input from local
agencies as appropriate, and prepare final plans for each agency. (Consultant)
f. Presentation of Final Local Road Safety Plans—Consultant shall make separate
presentations of final plans to City Councils/Board of Supervisors, if requested by
local agencies. (Consultant).
Products include: Draft and Final Local Road Safety Plans for the County of Mendocino,
and the Cities of Ukiah, Point Arena. Separate plans shall be provided for each local
agency. Separate presentations to City Councils/Board of Supervisors shall be provided
upon request of local agencies.
MCOG FY 2021/22 Subrecipient Cooperative Agreement—City of Ukiah
Page 5 of 26
5. Invoice Processing/Required Reporting
a. Invoice Processing— MCOG will review and process consultant invoices for payment;
and will prepare and submit invoices to local agencies for reimbursement of invoices
paid. (MCOG)
b. Required Reporting— MCOG will provide required reports associated with allocation
and reporting on LRSP funds to Caltrans. (MCOG)
Products may include: Approved/processed consultant invoices; invoice reimbursement
submittal packages; grant reporting and/or project close out forms, as required.
FUNDING AND AGENCY RESPONSIBILITIES:
Local agencies will invoice Caltrans for LRSP grant funding. MCOG will invoice local agencies.
—For more details refer to Exhibit D, "Special Conditions."
Responsible Estimated Funding
Agency Person Days Budget Source Fiscal Year
MCOG 9 $ 7,500 Local LTF 2021/22
Consultant 220 $ 220,184 State LRSP Grant 2020/21
Total 229 $227,684
ESTIMATED SCHEDULE:
Tasks Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
1-3 Tasks completed in FY 2020/21
4 x x x
5 x x x x x x
MCOG FY 2021/22 Subrecipient Cooperative Agreement—City of Ukiah
Page 6 of 26
WORK ELEMENT 12
TRENCH CUT FEE STUDY AND IMPLEMENTATION SERVICES
PURPOSE:
This project proposes to complete a Trench Cut Fee Study in order to recover costs from utilities
and contractors trenching in streets that have been rehabilitated or repaired. This project meets
the goal to secure reliable, ongoing funding for system preservation on local streets.
PREVIOUS WORK:
No related type of project work has been done in the past.
TASKS:
1. Kickoff Meeting and Summarize Utility Cut Fee Studies. (Consultant)
2. Engineering Approach and Analysis (Consultant)
Structural Analysis -Deflection Testing
Statistical Analysis— PMP Data
3. Develop Fee Schedule and Final Report. (Consultant)
4. Develop Fee Ordinance City Council Presentation. (Consultant)
PRODUCTS:
Fee Scheduled / Final Report. This report will be utilized to implement a Trench Cut Fee
Schedule in order to collect fees for ongoing street repairs.
FUNDING AND AGENCY RESPONSIBILITIES:
Responsible Estimated Budget Funding Fiscal Year
Agency Person Days Source
Consultant 45 $45,000 Local LTF 2020/21
Total 45 $45,000
ESTIMATED SCHEDULE:
Tasks Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun July
1 x
2 x x
3 x x
4 x
MCOG FY 2021/22 Subrecipient Cooperative Agreement—City of Ukiah
Page 7 of 26
WORK ELEMENT 14—TRAINING
PURPOSE:
To provide funding for technical training in the transportation planning field to the Mendocino
Council of Governments (MCOG) planning staff, and to local agency staff, to stay abreast of
changes in the field.
PREVIOUS WORK:
This is an annual training work element that has been included in MCOG's Overall Work Program
since FY 2003/04.
TASKS:
1. Attendance at transportation planning academies, seminars, workshops or training
sessions that may be offered through Caltrans or other agencies. (MCOG, County,
Cities, MTA). This task includes staff time and direct costs (i.e. registration, travel,
lodging, meals, etc.)
Specific training sessions are not identified. Examples of prior training funded under this
annual work element include: workshops provided through U.C. Berkeley's Tech
Transfer Program - SB 743/Vehicle Miles Traveled; Traffic Control for Safer Work Zones;
and training offered through Caltrans - Resident Engineer Academy; Emergency Relief
(ER); Consultant Contract training; training on various grant programs; as well as training
offered through the Rural Counties Task Force, CalCOG, and other agencies.
PRODUCTS:
Educational and training materials; trained/educated staff.
FUNDING AND AGENCY RESPONSIBILITIES:
Responsible Estimated Budget Funding Fiscal Year
Agency Person Days Source
MCOG Staff 30 $ 23,192 Local LTF 2020/21
MCOG n/a $ 12,157 Local LTF 2020/21
Direct Costs
County/Cities/
MTA n/a $ 10,754 Local LTF 2020/21
Direct Costs
Total 30 $46,103
MCOG FY 2021/22 Subrecipient Cooperative Agreement—City of Ukiah
Page 8 of 26
ESTIMATED SCHEDULE:
Tasks Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
1 x x x x x x x x x x x x
The parties to this AGREEMENT agree to the terms of this Annual Exhibit and acknowledge that
all applicable terms and conditions of the Master Agreement, effective July 1, 2017, shall apply.
The parties also agree that any amendments to the FY 2021/22 Transportation Planning Overall
Work Program (OWP) approved by MCOG's Board of Directors may result in a revised Budget
that shall apply to this Annual Exhibit.
Mendocino Council of Governments: City of Ukiah:
Nephele Barrett, Executive Director Sage Sangiacomo, City Manager
Date: 1( - 14 Z Date: OCt 27, 2021
MCOG FY 2021/22 Subrecipient Cooperative Agreement—City of Ukiah
Page 9 of 26
EXHIBIT A-2
Subrecipient Scope of Work and Budget
SURFACE TRANSPORTATION BLOCK GRANT(STBG) PROGRAM SECTION 182.6 D(1)
FORMULA DISTRIBUTION — BALANCES AVAILABLE TO CLAIM
PURPOSE:
Formerly known as Regional Surface Transportation Program (RSTP), the name has been
changed to Surface Transportation Block Grant Program. MCOG annually elects to exchange its
federal STBGP funds for state funds under a program offered by California Department of
Transportation (Caltrans). Eligible uses are as follows.
CALIFORNIA CONSTITUTION
ARTICLE 19 MOTOR VEHICLE REVENUES
SECTION 1. Revenues from taxes imposed by the State on motor vehicle fuels for use in motor
vehicles upon public streets and highways, over and above the costs of collection and any
refunds authorized by law, shall be used for the following purposes:
(a)The research, planning, construction, improvement, maintenance, and operation of public
streets and highways (and their related public facilities for nonmotorized traffic), including the
mitigation of their environmental effects,the payment for property taken or damaged for such
purposes, and the administrative costs necessarily incurred in the foregoing purposes.
(b)The research, planning, construction, and improvement of exclusive public mass transit
guideways (and their related fixed facilities), including the mitigation of their environmental
effects,the payment for property taken or damaged for such purposes,the administrative costs
necessarily incurred in the foregoing purposes, and the maintenance of the structures and the
immediate right-of-way for the public mass transit guideways, but excluding the maintenance
and operating costs for mass transit power systems and mass transit passenger facilities,
vehicles, equipment, and services.
PREVIOUS WORK: Not applicable.
PRODUCTS: Refer to Administrative Procedures, provided as Exhibit C-2, attached.
FUNDING AND AGENCY RESPONSIBILITIES:
A schedule of funds available to claim by each MCOG member agency is attached to this exhibit.
Any funding presented as an estimate may result in more or less actual funding available to claim,
without amendment to this Annual Exhibit. Refer also to Administrative Procedures, provided as
Exhibit C-2, attached. All other terms and conditions applicable to this Scope of Work and Budget
are specified in the Master Agreement, effective July 1, 2017. —Note due for update next year, so
terms of revised STBG administrative procedures might not perfectly align until reconciled.
MCOG FY 2021/22 Subrecipient Cooperative Agreement—City of Ukiah
MENDOCINO COUNCIL OF GOVERNMENTS(MCOG)
TEA-21 and SAFETEA-LU and MAP-21 and FAST Act
Surface Transportation Block Grant Program(STBG)
a.k.a.RSTP Section 182.6 d(1)
"d1 Fund"
Cumulative(Formula)Distributions by MCOG 2005/06 to 2020/21
TOTALS New distrib'n New policy Balances
1997/98 policy adopted adopted FY 2005/06 Available
through 6/5/2006* 1 6/6/11** Actuals Actuals Actuals to 2020/21 to Claim
Fiscal Year: 2004/05 2005/06 2006/07 2007/08 2008/09 2009/10 2010/11 2011/12 2012/13 2013/14 2014/15 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 Totals As of 5/14/2021
Partnership Fund 0 50,000 75,000 100,000 100,000 100,000 100,000 100,000 100,000 100,000 100,000 100,000 100,000 100,000 100,000 100,000 100,000 1,525,000 NA
Local Assistance 0 0 0 0 0 0 90,000 90,000 90,000 90,000 90,000 90,000 90,000 90,000 90,000 90,000 90,000 990,000 NA
Point Arena 347,081 49,214 51,031 43,367 51,480 45,979 54,677 54,677 62,885 54,622 65,346 55,310 50,409 60,390 67,653 72,779 71,732 911,551 71,732
Willits 501,833 74,461 77,210 65,615 77,889 69,566 82,726 82,726 95,145 82,643 98,869 83,684 76,268 91,370 102,359 110,115 108,530 1,379,177 218,645
Fort Bragg 531,697 79,333 82,262 69,908 82,986 74,118 88,139 88,139 101,370 88,051 105,338 89,159 81,259 97,348 109,057 117,320 115,631 1,469,421 439,357
Ukiah 773,729 118,820 123,207 104,703 124,290 111,009 132,009 132,009 151,825 131,876 157,767 133,536 121,703 145,801 163,337 175,713 173184 2,200,789 348,898
County DOT 582,951 88,290 91,550 77,801 92,355 82,486 98,091 98,091 112,816 97,992 117,231 99,226 90,433 108,339 121,370 130,566 128:687 1,635,323 0
10,111,262
TOTALS 2,737,291 460,119 500,261 461,393 528,999 483,158 645,642 645,642 714,041 645,185 734,551 650,915 610,072 693,249 753,777 796,494 787,764 12,848,553 1,078,632
Cross Check: 2,737,291 460,119 500,261 461,393 528,999 483,158 645,642 645,642 714,041 645,185 734,551 650,915 610,072 693,249 753,777 796,494 787,764 12,848,553
�No Shading Available to Claim
Green Shading v Paid to Claimants
Orange Shading=Estimated funding/not yet received from State
NOTES:
Administrative procedures as of 2002/03:Claimants to submit Annual Report,Project List,and compliance agreement each funding cycle.
Since 2017/18,Subrecipient Agreements replace the compliance agreement form
Reserves MCOG share"off the top"to capital fund for regional projects.
**Reserves additional MCOG share"off the top"for Local Assistance-Project Delivery.
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Prep'd by J.Orth STBG Distribution Summary-Revised Updated 9/9/2021
Page 11 of 26
EXHIBIT B
Sample Subrecipient Invoice
(Available by request in Excel format)
Agency Letterhead
INVOICE
Work Element/Project Title
To:
Mendocino Council of Governments Invoice Date:
Afln.:
367 N. State St., Suite 206 Invoice Number:
Ukiah, CA 95482
Dates of Service:
Description of Activity Personnel-Name&Title Hourly Hours Amount
Rate Billed
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Total Labor: $0.00
Reimbursable Expenses-attach Item
Quantity Total Cost
receipts Cost
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Total Reimbursable Expenses] $0.00
Total Amount Due: $0.00
Overall Funding Summary
Total Budget $ -
Amount Previously Billed
Current Amount Billed $ -
Balance Remaining $ -
I certify the charges for work billed are proper and that progress of the project is commensurate with cash
disbursements being claimed on the"Total Amount due"line above.I have reviewed the invoice and supporting
documentation and concur that expenses are consistent with the scope of work.
Agency Representative Signature:
Printftype Name and Title: date
Approved for Payment By:
Name of MCOG Representative: Date
MCOG FY 2021/22 Subrecipient Cooperative Agreement—City of Ukiah
Page 12 of 26
EXHIBIT C
MCOG's Adopted Policies & Instructions
Attached:
C-1 Transportation Planning Overall Work Program (OWP) Policies and
Application Instructions (4 pages)
C-2 Surface Transportation Block Grant (STBG) Program Administrative Procedures
(5 pages)
C-3 Local Transportation Fund 2% Bicycle & Pedestrian Program Application Form
(4 pages)
MCOG FY 2021/22 Subrecipient Cooperative Agreement—City of Ukiah
EXHIBIT C-1 Amended 1013116
MCOG's Adopted Policies & Instructions - OWP
MENDOCINO COUNCIL OF GOVERNMENTS
OVERALL WORK PROGRAM (OWP)
POLICIES AND APPLICATION INSTRUCTIONS
General Information
The Mendocino Council of Governments has adopted a policy that a portion of Local
Transportation Funds (LTF) will be allocated to assist in funding the annual transportation planning
work program. Other funding sources for the work program include various State and Federal funds.
Eligible Applicants/Projects
Eligible applicants include the parties to MCOG's Joint Powers Agreement (JPA), which are
the Cities of Ukiah, Willits, Fort Bragg, and Point Arena; and the County of Mendocino. Mendocino
Transit Authority is also an eligible applicant. Other potential applicants must have an eligible JPA
member sponsor agency.
Projects funded under the annual work program are of a planning nature, including studies
related to transportation needs, technical assistance, transportation-related training for Technical
Advisory Committee (TAC) members, Local Agency Staff, and MCOG staff; and administration of the
work program, and direct costs.
Application Cycle/Schedule
The cycle for the OWP process shall begin annually October 15, at which time MCOG staff
will forward the OWP application package consisting of these Policies and Application Instructions, an
Application/Proposed Scope of Work Form(attached), and a Quarterly Report Form(attached) to TAC
members. There shall be a six week application period of October 15 -December 1,with all
applications due to the MCOG office no later than 5:00 p.m. on December 1 of each year(if this date
falls on a weekend, the following Monday shall apply).
Applicants must submit fourteen(14) copies of the completed application/scope of work form,
and one electronic copy. Incomplete applications or applications with insufficient copies will be
returned to the applicant for completion.
A preliminary draft OWP is prepared by MCOG staff for review at the TAC level, and
submitted to Caltrans by March 1. After incorporation of Caltrans' comments, a Final OWP is
prepared for MCOG approval. The Final OWP is adopted along with the Regional Transportation
Planning Agency annual budget in June of each year.
Ouarterly Reporting/Payments
All agencies that are funded under the work program are required to submit quarterly progress
reports to the MCOG office within 15 days following the end of each quarter. The progress of each
work element is then compiled into a quarterly OWP report, which is submitted to the State.
Page 1 of 2
Amended 1013116
Payments are tied to timely submittal of quarterly reports and satisfactory performance as
determined by MCOG. Payments are made to work program participants upon invoicing with
documentation of work performed, and subject to approval by MCOG's Executive Director.
Amendments
Any change in the approved work program requires an amendment approved by both MCOG
and Caltrans, therefore any delays or problems should be promptly communicated with MCOG staff.
Amendments to the approved work program are not allowed by Caltrans after April 1 of any year.
Carryover Requests
The program period for each work program is July 1 through June 30 of each year. Every
attempt must be made to complete programmed activities within the programmed fiscal year; however,
if there is a need to carry over a project to the next fiscal year for completion, the requesting agency
must submit justification for the carry over to MCOG. Carryover requests are subject to the following
restrictions:
Projects funded with State Rural Planning Assistance (RPA) funds are expected to be
completed in the initial year of programming; however, limited extensions are possible and will be
considered on a case-by-case basis (subject to approval by the MCOG Executive Director). Caltrans
allows up to 25% of an agency's annual RPA allocation to be carried over for a maximum of one year,
after the initial year or programming.
Projects funded with Local Transportation Funds (LTF) funds maybe carried over (subject to
approval by the MCOG Executive Director) for a maximum of two years, after the initial year of
programming.
Projects funded with Planning, Programming&Monitoring(PPM) funds maybe carried over
(subject to approval by the MCOG Executive Director) for a maximum of two years, after the initial
year of programming.
Grant funded projects are subject to the carryover provisions of the pertinent State or Federal
funds.
Attachments: OWP Application— Scope of Work Form
OWP Quarterly Report Form
Page 2 of 2
Revised 1013116
MENDOCINO COUNCIL OF GOVERNMENTS
FY OVERALL WORK PROGRAM
APPLICATION - PROPOSED SCOPE OF WORK
Applicant Agency: Date Submitted:
Contact Person:
Project Title:
Use additional sheets as necessary to prepare outline.
GOAL/PURPOSE -What does this planning project intend to achieve? How does this planning work
address the goals and objectives of the Regional Transportation Plan? See RTP pages 21-30 - available
on MCOG's website www.mendocinocog.org.
PREVIOUS WORK- Has any related work been done in the past?
TASKS -List all tasks and responsible party for each task.
PRODUCTS - Identify products of the planning effort. How will these products be used to improve the
state, regional, or local transportation system?
TIME SCHEDULE -Provide a monthly schedule by task. Schedule must indicate that all tasks can be
completed in one fiscal year.
SAMPLE
Tasks Jul AugSep Oct Nov Dec Jan Feb Mar Apr May Jun
1 x x x
2-6 x x x x x x
7 x x x
ESTIMATED PERSON DAYS/COST BREAKDOWN -Provide estimated person days and costs for
each agency and consultant.
PROPOSED FUNDING SOURCES &AMOUNTS -Provide amounts of proposed funding from all
sources. Are there leveraging opportunities available? Has funding from other sources been sought for
this planning project?
Notes:
1. Receipts and documentation are required for all direct costs,including copies of consultant invoices and
receipts. Mark-up of direct costs is not allowed.
2. Travel costs are limited to Caltrans approved travel rates,available at the following link:
http://www.dot.ca.gov/hq/ase/travel/chl 2/1 consultant.htm#rr.
3. It is applicant's responsibility to comply with all fiscal and procurement requirements of federal,state,
regional,or local funding agencies.
4. The Transportation Development Act(TDA) requires recipients of Local Transportation Funds to submit
annual fiscal audits to MCOG.
Page l of 1
Revised 1013116
MENDOCINO COUNCIL OF GOVERNMENTS
OVERALL WORK PROGRAM QUARTERLY REPORT
Quarter, FY
AGENCY: DATE:
WORK ELEMENT NO./TITLE:
PURPOSE:
PROGRESS:
PRODUCT EXPECTED:
PROBLEMS:
OUTLOOK/STATUS:
FUNDS CLAIMED:
OWP Funding: $
Claimed this quarter: $
Claimed to date $
(including current quarter):
Balance to be claimed: $
Page 1 of 1
EXHIBIT C-2 STBG Program Administrative Procedures
MENDOCINO COUNCIL OF GOVERNMENTS
SURFACE TRANSPORTATION BLOCK GRANT (STBG) PROGRAM
Claim Procedures
Revised October 7,2021
Supersedes"Administrative Procedures"of 2003,2007
Funding Overview
Federal transportation legislation authorizes funding for the STBG Program, most reently through the
Fixing America's Surface Transportation(FAST)Act of 2015, administered by the Federal Highway
Administration (FHWA). Previously known as the Regional Surface Transportation Program(RSTP),
"block grant"was added to the name under the FAST Act, acknowledging the historically flexible
eligibility of these funds to best address State and local transportation needs. The funds are
apportioned to the States,which then suballocate by region.
In California, the Department of Transportation (Caltrans) offers an optional Federal Apportionment
Exchange Program to the Regional Transportation Planning Agencies. The Mendocino Council of
Governments (MCOG) customarily has taken advantage of this option to exchange for nonfederal
State Highway Account(SHA) funds, to relieve the administrative burden of receiving federal funds,
by executing an exchange agreement annually with Caltrans. The terms are governed by California
Streets and Highways Code, Article 5, Section 182.6.
MCOG annually allocates STBG funds by budget resolution to the County of Mendocino and the
Cities of Ukiah, Willits, Fort Bragg, and Point Arena, according to a distribution formula adopted by
MCOG on November 2, 1998 and amended on June 5, 2006. The funds are held until claimed by each
of these member local agencies, subject to administrative requirements to comply with State terms.
Eligible uses of the STBG funds are identified in the California Constitution Article 19, Motor Vehicle
Revenues, Section 1, summarized as:
The research,planning, construction, improvement,maintenance, and operation of public
streets and highways (and their related public facilities for nonmotorized traffic),including
the mitigation of their environmental effects,the payment for property taken or damaged for
such purposes, and the administrative costs necessarily incurred in the foregoing purposes.
Administrative Requirements
This amendment of MCOG's claim requirements is meant to better align with the master terms of its
Subrecipient Cooperative Agreement with the member agencies (started in 2017), which flow down
terms and conditions of the various public funds received and administered by MCOG. Terms for
submittal of Invoices, Reporting and Deliverables are detailed in Section 5 of the Agreement.
Whereas previously MCOG has distributed RSTP/STBG funds as either an advance or a reimbursement,
as requested by the claimant, this amendment requires documentation of costs incurred for the eligible
project before release of the funds allocated to claimants, consistent with the Agreement.
Claimants may"save up" annual allocations to accumulate in MCOG's fund for a larger project than can
be funded in a single year, until ready to submit a multi-year claim. Conversely, a project may be broken
down into phases for more manageable cash flow, to be reimbursed in annual installments.
Page 1 of 2
MENDOCINO COUNCIL OF GOVERNMENTS
Before expending funds on a project for later reimbursement, each claimant shall submit to MCOG
a list of eligible projects on which they plan to expend the funds, for determination of eligibility. A
form is provided for this purpose. MCOG will notify each claimant agency of their fund balances
available, at least annually.
The list shall include a project description, the names of all streets and roads with potential projects,
the type of project(e.g. rehabilitation, maintenance, improvement, operations, safety, etc.) and the
functional classification based on the "annual maintained mileage report" prepared by each agency.
If the project is for equipment or other street/road-related items, specify relevant details in the
description.
Upon determination by MCOG of project eligibility, reimbursable work may proceed. Claims may be
submitted for reimbursement upon project or phase completion, to include an invoice and a summary
list of expenses with date, payee, description and amount for each expenditure. Claimant shall retain
backup documentation such as receipts for at least three years after final STBG payment. Unclaimed
amounts will remain reserved in claimant's available fund balance for future claims.
Note that this revised procedure might not perfectly reflect terms of the current master Subrecipient
Agreement, which is due for review and update in Fiscal Year 2022/23, when terms may be amended
as needed.
Checklist
❑ Refer to annual Subrecipient Agreement exhibit for available funds.
❑ Plan project, consult with MCOG staff as needed.
❑ Submit list to MCOG for review and determination of eligibility.
❑ On approval, proceed with reimbursable project work.
❑ Following project or phase completion, submit invoice to MCOG.
❑ Keep expense documentation on file for the required retention period.
Attachments
■ List submittal form, available as Word document
■ Sample reimbursement invoice, available as Excel spreadsheet
■ Sample expense summary
Page 2 of 2 rev. 10/7/2021
MENDOCINO COUNCIL OF GOVERNMENTS
SURFACE TRANSPORTATION BLOCK GRANT PROGRAM (STBG)
Project List
for Fiscal Year
(List all Potential or Planned Projects)
Name of Type of Project Functional Class
Street/Road/Project (examples below)* and/or Description **
Authorized Signature Date
Printed Name &Title
Agency
* Protect Type examples: Rehabilitation, maintenance,improvement,operations,equipment,safety, bicycle lane,
pedestrian access,environmental mitigation,streetscape
** Functional Classification and/or Description examples:
Arterial, major/minor collector, local road, paving,chip seal,sidewalks,storm drains,street sweeper,traffic signal
Agency Letterhead
INVOICE
Invoice #
BILL TO: Mendocino Council of Governments
Attn. Janet Orth, Depuity Director & CFO
525 S. Main St., Suite B
Ukiah, CA 95482
PROJECT: Surface Transportation Block Grant (STBG) Program
Name of project
Date/s Completed: Date range,
Fiscal Year of MCOG Difference of Total Reimbursement
Funding Allocation by MCOG Amount Allocated Allocation and Request
Formula Distribution Amount Claimed
Example: FY 2019/20 $0
FY 2020/21 $0
FY 2021/22 $0
$0
$0
$0
$0
TOTAL INVOICE AMOUNT DUE: $0
Supporting documentation, including expense summary list, is attached.
Further detailed documentation is on file for the required retention period.
All expenditures requested for reimbursement have been processed and paid.
Name of authorized signator Date
Postion title
[Report Date]
[PROJECT NAME] EXPENSE SUMMARY
Type Date Num Source Name Memo Debit Credit Balance
Bill 07/27/2020 9094 MENDOCINO METALS 196.71 196.71
Credit Card Charge 09/01/2020 OFFICE SUPPLY.COM 233.87 430.58
Credit Card Charge 09/17/2020 OFFICE SUPPLY.COM 58.47 489.05
Bill 10/09/2020 Estimate 10092020 JERI-CO GARAGE DOORS 8,100.00 8,589.05
Bill 10/09/2020 Remaining Balance JERI-CO GARAGE DOORS 8,100.00 16,689.05
Bill 10/12/2020 9195 MENDOCINO METALS 716.76 17,405.81
Bill 10/14/2020 505237-2 AACTION RENTS 54.88 17,460.69
Bill 10/1512020 9074649 HOME DEPOT 138.23 17,598.92
Bill 10/2912020 5022154 HOME DEPOT 63.47 17,662.39
Bill 11/02/2020 1070212 HOME DEPOT 292.87 17,955.26
Bill 11/04/2020 781159 Solid Waste Systems, Inc 88.85 18,044.11
Bill 11/20/2020 513463-2 AACTION RENTS 163.52 18,207.63
Bill 11/2512020 146754 RELIABLE MILL SUPPLY INC 542.72 18,750.35
Bill 11/30/2020 November 2020 FRIEDMAN BROS. 1,966.10 20,716.45
Bill 12/04/2020 November 2020 HOME DEPOT 3,533.92 24,250.37
Credit Card Charge 12/16/2020 HOME DEPOT 85.22 24,335.59
Credit Card Charge 12/1712020 Northern Tool 420.70 24,756.29
Bill 12/18/2020 Solid Waste Systems. Inc 171.19 24,927.48
Credit Card Charge 12/22/2020 HD Supply White Cap 543.50 25,470.98
Credit Card Charge 12/23/2020 HOME DEPOT 1,598.66 27,069.64
Credit Card Charge 12/23/2020 Norcal Recycle Rock 251.86 27,321.50
Credit Card Charge 12/30/2020 Norcal Recycle Rock 90.62 27,412.12
Bill 12/31/2020 20809 NOR-CAL RECYCLED ROCK 157.43 27,569.55
Bill 12/31/2020 December 2020 FRIEDMAN BROS. 2,903.00 30,472.55
Credit Card Charge 01/01/2021 National Business Furniture 1,386.90 31,859.45
Bill 01/04/2021 321132 MENDO MILL 233.68 32,093.13
Bill 01/05/2021 December 2020 HOME DEPOT 1,055.01 33,148.14
Bill 01/11/2021 521708-2 AACTION RENTS 411.59 33,559.73
Bill 01/11/2021 1544749 HOME DEPOT 601.62 34.161.35
Bill 01/13/2021 9544826 HOME DEPOT 151.55 34,312.90
Bill 01/19/2021 20841 NOR-CAL RECYCLED ROCK 37.76 34,350.66
Bill 01/2112021 1353921 HOME DEPOT 353.46 34,704.12
Credit Card Charge 01/25/2021 AMAZON BUSINESS 269.68 34,973.80
Page 1 of 5
EXHIBIT C-3 MCOG's Adopted Policies & Instructions - Bicycle & Ped.
MENDOCINO NEPHELE BARRETT, EXECUTIVE DIRECTOR
bAWCOUNCIL OF GOVERNMENTS Administration: Suite B
(707)463-1859
MCOG 525 South Main Street—Ukiah—Cal ifornia-95482 Transportation Planning: Suite G
www.mendocinocog.org (707) 234-3434
Fiscal Year:
APPLICATION FOR MCOG FUNDING
PEDESTRIAN and/or BICYCLE FACILITIES PROJECT
Please complete each portion of the application in as much detail as possible/appropriate.
1. Project Name: 9. Line item cost estimate:
2. Applicant (City, County, MTA) a. Environmental Documentation
3. Estimated Total Cost:
� b. Design
4. Funding Requested:
$ c. Right-of-Way
5. Other Funding: (identify amounts & sources)
d. Construction
6. This Form Prepared By:
7. Phone Number:
8. Date:
10. Description of project: Specify type of facility (pedestrian walkway, standard sidewalk,
bikeway (Class I, II, or III) multi-use facility, ADA compliance, etc. How does this project
implement the 2008 California Complete Streets legislation?
Bike & Pedestrian Application
Page 2
11. How would this facility improve safety? (Upgrade existing facility, provide new facility,
remove gaps in existing system?)
12. How much use (in users per day, or per week) would this facility get? What is the basis for
this estimate? (What is the traffic volume on adjacent street/road, if applicable?)
13. To what extent would this facility be used by commuters? Commuters are people (including
children) who use the facility for utilitarian purposes (including work, school, shopping, etc.).
Identify below and on project map, non-motorized traffic generators and attractors
(residential neighborhoods, schools, shopping, recreational areas, etc.) along or at termini of
proposed project.
14. What is the readiness of this project? Include milestones for each activity below:
Activity Date (mo/yr)
Environmental
Design
Right-of-Way
Construction
Revised form approved by MCOG 101412010
Bike & Pedestrian Application
Page 3
15. Will this project completely or partially implement a specific plan that has been developed and
adopted for the area? Examples are: Downtown Design Plan, Community Action Plan,
Downtown Streetscape Plan, ADA Implementation Plan, Transit Service Implementation Plan.
16. Is the proposed project identified in or consistent with existing plans for the area (Bikeway
Plan, City/County General Plans, Coastal Commission, Regional Transportation Plan, and
others)? Identify where project is listed in plan or state how consistency with plan is
achieved.
17. What alternate sources of funding have been sought for this project?
Source Application Date Status Date Available if Approved
18. Is this non-motorized project a component of a larger project? If so, provide details of the
larger project
Revised form approved by MCOG 101412010
Bike & Pedestrian Application
Page 4
19. What other funds have already been committed to this project?
Fund Type Amount Documentation (Funding Agreement, Resolution/Minute Order)
20. Does your agency currently have any open LTF 2% Bike & Pedestrian projects? If so, what
is the status?
21. Other Comments:
Revised form approved by MCOG 101412010
Page 26 of 26
EXHIBIT D
Special Conditions
WORK ELEMENT 11— LOCAL ROAD SAFETY PLANS (LRSP)
This project was added to Exhibit A-1 in Fiscal Year 2020/21, carried over to 2021/22, and
calls for an invoicing and reimbursement process relative to the funding source that is
different than usual. MCOG member agencies have agreed to pool state grant funds by hiring
a consultant to efficiently produce the required deliverables, Local Road Safety Plans.
For this project Local Road Safety Plan (LRSP) grant funds from state sources awarded to the
participating local agencies are to be contributed to MCOG's Work Element 11, LRSP. Also the
local agencies will provide a funding match of ten percent.
The local agencies will invoice Caltrans for LRSP grant funding. MCOG will invoice the local
agencies for the grant and local funds, as listed in the table below. (MCOG will not invoice local
agencies for state PPM funds, which are provided under a separate agreement with Caltrans.)
The schedule for invoicing will be known following MCOG's procurement of contracted services.
City of Ukiah's 2021/22 funding responsibility for WE 11 (grant and local funds) is $60,937.97.
FUNDING AND AGENCY RESPONSIBILITIES:
LRSP Contributions—Carried Over
County of Mendocino $107,764.58
City of Willits 23,570.20
City of Fort Bragg 17,244.47
City of Ukiah 60,937.97
City of Point Arena 10,666.97
Subtotal $220,184.19
MCOG Local Transportation Funds (LTF) $ 7,500
TOTAL Work Element $227,684
Responsible Estimated Funding
Agency Person Days Budget Source Fiscal Year
MCOG 9 $ 7,500 Local LTF 2021/22
Consultant 220 220,184 State LRSP Grant 2020/21
Total 229 $227,684
MCOG FY 2021/22 Subrecipient Cooperative Agreement—City of Ukiah