HomeMy WebLinkAboutMendocino Council of Governments (MCOG) 2017-07-01 (2) COLT No., 11I ` _l U Ll A
SUBRECIPIENT COOPERATIVE AGREEMENT
BETWEEN
MENDOCINO COUNCIL OF GOVERNMENTS
AND
CITY OF UKIAH
Effective July 1, 2017 through June 20, 2022
Annual Exhibits
Fiscal Year 2018/19
■ Exhibit A—Subrecipient Scope of Work and Budget
• Exhibit B—Sample Subrecipient Invoice
■ Exhibit C--MCOG's Adopted Policies& Instructions
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Page 1 of 21
EXHIBIT A
Subrecipient Scope of Work and Budget
Attached:
A-1 Transportation Planning Overall Work Program (OWP)
■ Work Element 12—Comprehensive ADA Access Plan Update (Carryover)
■ Work Element 14—Training
A-2 Regional Surface Transportation Program (RSTP) Section 182.6 d(1) Formula
Distribution— Balances Available to Claim
MCOG FY 2018/19 Subrecipient Cooperative Agreement—City of Ukiah
Page 2 of 21
WORK ELEMENT 12
COMPREHENSIVE ADA ACCESS PLAN UPDATE (CARRYOVER)
PURPOSE:
To prepare an updated comprehensive plan for achieving compliance with the access requirements
of the Americans with Disabilities Act(ADA) on public streets and sidewalks in the City of Ukiah.
PREVIOUS WORK:
A draft ADA Right-of-Way Transition Pan was completed in 2006. In addition, the City has
completed an inventory of ADA ramps at all intersections within the City limits. This is a
carryover project from FY 2017/18.
TASKS.
Task 1 will be completed in FY 2017118.
1. Prepare and distribute Request far Proposals, select consultant, award consultant
contract. (City)
2. Survey existing conditions/review inventory of ADA ramps, etc. (Consultant)
3. Prepare facility access survey. Develop prioritization for ADA work. (Consultant)
4. Prepare ADA Self-Evaluation that summarizes policies and practices affecting ADA
implementation and identifies any barriers to access for people with disabilities.
(Consultant)
5. Prepare Transition Plan that identifies how access barriers will be removed. Prepare
schedule for removal of barriers. (Consultant)
6. Present Comprehensive ADA Access Plan to City Council for approval. (City)
PRODUCTS: Request for Proposals;ADA Self-Evaluation; Facility Access Survey;Transition
Plan; Comprehensive ADA Access Plan Final Report.
FUNDING AND AGENCY RESPONSIBILITIES:
Responsible Estimated Funding Fiscal Year
Agency Person Days Budget Source
MCOG FY 2018/19 Subrecipient Cooperative Agreement—City of Ukiah
Page 3 of 21
Consultant 35 $35,000 State PPM 2017/2018 C/O
Total 35 $35,000
ESTIMATED SCHEDULE:
Task 1 completed in FY2017118
Tasks Ju Sep Oct Nov Dec Jan Feb Mar Apr May Jun
2-5 x x x x x x x x x x x
6 x
MCOG FY 2018/19 Subrecipient Cooperative Agreement—City of Ukiah
Page 4 of 21
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, NITA). This task includes staff time and direct costs(i.e. registration, travel,
lodging, meals, etc.)
PRODUCTS:
Educational and training materials; trained/educated staff,
FUNDING AND AGENCY RESPONSIBILITIES:
Responsible Estimated Funding Fiscal Year
Agency Person Days Budget Source
MCOG 15 $10,000 Local LTF 2018/2019
Direct Costs n/a $6,000 Local LTF 2018/2019
County/Cities/
MTA n/a $5,000 Local LTF 2018/2019
Direct Costs
Total 15 $21,000
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
MCOG FY 2018/19 Subrecipient Cooperative Agreement—City of Ukiah
Page 5 of 21
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:
Mendocino Council of Governments: City of Ukiah:
Nephele Barrett, Executive Director Sage Sangiacomo, City Manager
Date: Date: /d ' a - i'A
MCOG FY 2018/19 Subrecipient Cooperative Agreement City of Ukiah
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Page 6 of 21
EXHIBIT A-2
Subrecipient Scope of Work and Budget
REGIONAL SURFACE TRANSPORTATION PROGRAM (RSTP) SECTION 182.6 D(1)
FORMULA DISTRIBUTION- BALANCES AVAILABLE TO CLAIM
PURPOSE:
MCOG annually elects to exchange its federal RSTP 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.
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.
MCOG FY 2019/19 Subrecipient Cooperative Agreement-City of Ukiah
Pag#7 Of 21
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Page 8 of 21
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:
Attn
367 N. State St, Suite 206 Invoice Number:
Ukiah, CA 95462
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: $700
Overall Funding Summary
Total Budget $ -
Amount Previously Billed
Current Amount Billed $ -
Balance Remaining $ -
1 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:
Print/type Name and Title: Date
Approved for Payment By:
Name of MCOG Representative: bate
MCOG FY 2018/19 Subrecipient Cooperative Agreement—City of Ukiah
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Page 9 of 21
EXHIBIT C
MCOG's Adopted Policies & Instructions
Attached:
C-1 Transportation Planning Overall Work Program (OWP) Policies and
Application Instructions (4 pages)
C-2 Regional Surface Transportation Program (RSTP) Administrative Procedures
(4 pages)
C-3 Local Transportation Fund 2% Bicycle& Pedestrian Program Application Form
(4 pages)
MCOG FY 2018/19 Subrecipient Cooperative Agreement—City of Ukiah
(Blank Page)
EXHIBIT C-1 Amended 10;3I16
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 A licants/Pro'ects
Eligible applicants include the parties to MCOG's Joint Powers Agreement(.TPA), 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 I 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 Repo rti ng/Pa-y-ments
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.
Amended 10.3 7 b
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 l 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 may be 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 may be 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
Revised 10-:3.1 d
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 Au Sep Oct Nov Dec Jan Feb Mar Apr May Jun
I 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?
_Votes:
1. Receipts and documentation are required for all direct costs,including copies of consultant invoices and
receipts. hark-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.govlhq/ascltravel/chl2/lconsultant.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.
Revised 10:116
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: $
EXHIBIT C-2
MCOG's Adopted Policies & Instructions - RSTP
MENDOCINO COUNCIL OF GOVERNMENTS
REGIONAL SURFACE TRANSPORTATION PROGRAM (RSTP)
Section 182.6(d)(1)
Administrative Procedures
As of September 15, 2003
Amended June 25,2007
General Information
The Mendocino Council of Governments (MCOG) annually distributes the RSTP Section 182.6(d)(1)
funds to the County of Mendocino, and the Cities of Ukiah, Willits, Fort Bragg, and Point Arena, based
on a distribution formula adopted by MCOG on November 2, 1998 and amended on June 5, 2006.
Prior to this annual distribution of funds, an Exchange Agreement is executed annually between MCOG
and the State Department of Transportation (Caltrans) to exchange these federal RSTP funds for state
funds,thus eliminating the administrative burden of processing federal funds and some federal
requirements for use of the funds.
Funding Cycle
During a normal funding cycle, MCOG receives instructions from the State to begin the process to
exchange the RSTP funds sometime during the calendar year, resulting in an executed Exchange
Agreement and receipt of funds by or near June 30 of each fiscal year. MCOG then notifies eligible
claimants of the amount of available funding, per the formula distribution. Funds are then distributed
to the County and Cities upon compliance with administrative requirements, as explained below.
Administrative Requirements/Response to Caltrans' Audit Findings
In response to the "Report on Caltrans Special Request Review" dated May 15, 2003,the following
administrative requirements are hereby implemented to assure that the agencies receiving the RSTP
funds are using the funds properly, and to assure that MCOG is properly tracking the funds.
I. Project Lists. Each entity shall be required to submit to MCOG a list of eligible projects on
which they expect to expend the funds, prior to funds being distributed by MCOG. The list
shall include the names of all streets and roads with potential projects, the type of project
(rehabilitation, maintenance, etc.) and the functional classification based on the "annual
maintained mileage report"prepared by each agency.
2. Agreement Compliance. MCOG is required to sign an annual Exchange Agreement with
the State which states that MCOG (and project sponsors)agree to comply with required
conditions. Therefore, each entity shall receive a copy of the agreement and be required to
sign a statement of compliance in order to receive funds.
3. Annual Report. Each entity shall be required to submit an annual report before receiving
new RSTP funds each annual cycle. The report shall indicate how funds were expended or
explain if funds are being carried over for a larger project. The first annual report was due
June 30, 2004. (Note: the annual report should agree with the project list submitted,
otherwise provide a written explanation).
MENDOCINO COUNCIL OF GOVERNMENTS
REGIONAL SURFACE TRANSPORTATION PROGRAM (RSTP)
Section 182.6(d)(1)
Annual Project List — Fiscal Year
(List all Potential Projects)
Est.
Street/Road Tyne of Project Functional Classification Amount
Authorized Signature Date
Printed Name & Title
Agency
Form rev.6?2512007
MENDOCINO COUNCIL OF GOVERNMENTS
REGIONAL SURFACE TRANSPORTATION PROGRAM (RSTP)
Section 182.6(d)(1)
Statement of Compliance
with Exchange Agreement
As required by MCOG's administrative procedures for the RSTP Section 182.6(d)(1)program,the
undersigned claimant hereby acknowledges that he/she has received a copy of the Exchange
Agreement dated_._. between MCOG and the State Department of Transportation
(Caltrans), and agency agrees to comply with the applicable required conditions contained therein.
Authorized Signature Date
Printed Name & Title This Page
For Reference Only
Agency - Superseded by
"Subrecipient
Agreement"
Form rev. 6i25::2007
MENDOCINO COUNCIL OF GOVERNMENTS
REGIONAL SURFACE TRANSPORTATION PROGRAM (RSTP)
Section 182.6(d)(1)
Annual Report
Reporting Period: Fiscal Year ending 6!301.. Amount Received $
Briefly describe how the RSTP funds were expended by your agency during the previous fiscal year.
If expenditures do not match the previously submitted project list, please provide a written
explanation.
If your agency is "saving" the RSTP funds for a larger project than cannot be funded in a single year,
please indicate below. If funds are being carried over for any other reason,please explain.
1. RSTP d(1) funds were expended on the following project(s):
Streev:Road TyPe of Project Functional Classification Amount
2. RSTP d(1) funds are being carried over as described below:
Authorized Signature Date Printed Name & Title
Agency
Form rev.6:25-2007
EXHIBIT C-3 MCOG's Adopted Policies & Instructions - Bicycle & Ped.
MENDOCINO PHILLIP J. Dow, EXECUTIVE DIRECTOR
COUNCIL O F GOVERNMENTS Administration:Suite 206
(707)463-1859
MCOG 367 North State Street—Ukiah---California-95482 Transportation Planning:Suite 204
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 streettroad, 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 (molyr)
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 Armlication 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 10.412010