HomeMy WebLinkAboutRatifu Traffic Light Synchronization PgrmCITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
STAFF REPORT
REQUEST: Ratify City Manager's Commitment to Support the Traffic Light
Synchronization Program Application for Highway 111
SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works
DATE: March 27, 2008
CONTENTS: Application Cover Letter (City Manager's Support Commitment)
Program Guidelines
Vicinity Map
Recommendation:
Ratify City Manager's Commitment to Support the Traffic Light
Synchronization Program (TLSP) Application for Highway 111.
Discussion:
The Highway Safety, Traffic Reduction, Air Quality, and Port Security Bond Act of 2006,
approved by the voters as Proposition 1 B on November 7, 2006, included a $250 million
program to fund traffic light synchronization projects and other technology -based
improvements to improve safety, operations and the effective capacity of local streets
and roads. Program funds in the amount of $150 million have already been allocated to
the City of Los Angeles for qualified program projects. TLSP project applications are
due to the California Department of Transportation (Caltrans) on March 28, 2008.
A joint application is being submitted on behalf of the cities of Palm Desert, La Quinta,
and Indian Wells for a $1.5 million grant under the TLSP program. The proposed traffic
light synchronization program project includes the 25 signalized locations on Highway
111 between Park View Avenue in the City of Palm Desert and Adams Street in the City
of La Quinta. The program will fund 100 percent of the material and construction costs
to replace controller cabinets and install fiber optic communications between the 25
signalized intersections.
The application for the program grant required a cover letter from each agency with the
signature of an officer authorized to commit the City's support for the project. If this
grant is approved, the City's commitment to support the project will consist of its fair
share of approximately 20 percent of the initial project cost for design, administration
and project management. The City will also provide for the long-term maintenance and
operation of the system within the Palm Desert city limits.
Ratify City Manager's Commitment to Support the TLSP Application for Highway 111
Page 2 of 2
March 27, 2008
Caltrans will review and rate the TLSP project applications in April 2008. The list of
proposed program of projects is scheduled for release on April 30, 2008. Adoption of
the initial TLSP program of projects by the California Transportation Commission is
scheduled for May 28-29, 2008.
Therefore, staff is requesting that City Council ratify the City Manager's commitment to
support the Traffic Light Synchronization Program (TLSP) Application for Highway 111.
Prepared by:
a CA
ark S. Diercks, P.E.
Transportation Engineer
Approval:
Paul Gibson
Finance Director
Carlos L. Ort
City Manager
Department He
Mark Greenwood, P.E
Director of Public Works
Homer Croy
ACM for Develodrr1ent Services
CITY COUNCIL ACTION:
APPROVED ✓ DENIED
RECEIVED OTHER
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ABSENT: A704e_
ABSTAIN: Alofie,
VERIFIED BY: j4/rii
Original. on File with City Clerk's Office
73-510 FRED WARING DRIVE
PALM DESERT, CALIFORNIA 92260-2578
TEL: 760 346-06H
FAX: 760 341-7098
info@palm-desert.org
March 19, 2008
California Department of Transportation
Traffic Operations, TLSP Program
1120 N Street, Mail Station 36
Sacramento, CA 95814
SUBJECT: TRAFFIC LIGHT SYNCHRONIZATION PROGRAM SUBMITTAL —
CITIES OF LA QUINTA, INDIAN WELLS AND PALM DESERT
The City of Palm Desert authorizes the City of La Quinta to submit on its behalf the
Traffic Light Synchronization Program (TLSP) grant application for the proposed project
on Highway 111 between Park View Drive located in the City of Palm Desert and
Adams Street located in the City of La Quinta. This project has to be considered an
improvement to a truly regional facility that not only serves the three cities submitting
the application but the entire Coachella Valley region.
If this grant is approved, the City of Palm Desert's commitment will consist of its fair
share of approximately 20 percent of the initial project cost for design, administration,
project management, and construction inspection. The City will also provide for the
long-term maintenance and operation of the system within Palm Desert.
Thank you for the opportunity to submit this application and your consideration of this
request.
Sincerely,
Car os L.
City Manag
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0 ION110 ON IKY(UC wru
February 13, 2008
Traffic Light Synchronization Program Guidelines
General Program Policy
1. Authority and purpose of guidelines. The Highway Safety, Traffic Reduction, Air
Quality, and Port Security Bond Act of 2006, approved by the voters as Proposition 1B
on November 7, 2006, included a $250 million program to fund traffic light
synchronization projects and other technology -based improvements to improve safety,
operations and the effective capacity of local streets and roads. This Traffic Light
Synchronization Program (TLSP) is funded from funds deposited in the Highway Safety,
Rehabilitation, and Preservation Account. The funds are available, upon appropriation by
the Legislature, to the Department of Transportation (Department), as allocated by the
California Transportation Commission (Commission).
In 2007, the Legislature enacted implementing legislation (Senate Bill 88) that designated
the Commission as the administrative agency responsible for programming TLSP funds
and the agency authorized to adopt guidelines for the program. SB 88 also specified
various administrative and reporting requirements for all Proposition 1B programs, and it
directed that $150 million from the TLSP be allocated to the City of Los Angeles for
upgrading and installing traffic signal synchronization within its jurisdiction.
2. TLSP Program of Projects. The Department will develop a proposed program of projects
for the TLSP on the basis of project applications prepared by regional agencies or
recipient local agencies. The Commission will adopt the program upon finding that it is
consistent with the program intent, which is to improve safety, operations and the
effective capacity of local streets and roads.
In developing the proposed program of projects, the Department will give priority to
projects that result in an effective and sustainable integrated local or regional
transportation system. The system should be coordinated with other transportation
facilities through a corridor system management plan or other documented coordinated
management strategies for the local street and road system. The Department will
evaluate project nominations on the basis of regional mobility and safety benefits,
especially in highly congested corridors, in terms of congestion reduction benefits or time
savings and estimated reduction in deaths and injuries.
3. Program Schedule. The Commission and the Department intend to implement the
program on the following schedule:
TLSP Guidelines Page 2
February 13, 2008
Commission adoption of TLSP guidelines.
TLSP project applications due to Department.
Department releases its proposed program of projects.
Commission adopts the initial TLSP program of projects.
February 13-14, 2008
March 28, 2008
April 30, 2008
May 28-29, 2008
4. Eligibility of applicants and projects. The Department will consider applications
submitted by a regional agency or by a public agency responsible for development of a
proposed project. Eligible projects are traffic light synchronization projects or other
technology -based improvements to improve safety, operations and the effective capacity
of local streets and roads.
Under statute, the applicant agency must provide a project funding plan that demonstrates
that the non-TLSP funds in the plan (local, state, or federal) are reasonably expected to be
available and sufficient to complete the project. The Department and Commission expect
that TLSP project funding will be limited to the costs of construction and acquisition and
installation of equipment. Project development costs should be covered with other
funding.
The useful life of a TLSP project shall not be less than the required useful life for capital
assets pursuant to the State General Obligation Bond Law, specifically subdivision (a) of
Section 16727 of the Government Code. That section generally requires that projects
have an expected useful life of 15 years or more. The corridor system management plan
discussed in Section 5 should include the actions necessary to maintain and operate the
facility to ensure this minimum useful life.
5. Project Applications. Project applications and their supporting documentation will form
the primary basis for the Department's development of the proposed TLSP program of
projects. Each project application should include:
• A cover letter with signature authorizing and approving the application.
• A brief narrative that provides:
o A concise description of the project scope proposed for TLSP funding.
o A specific description of non-TLSP funding to be applied to the project and
the basis for concluding that the non-TLSP funding is reasonably expected to
be available.
o A description of the transportation corridor and the function of the proposed
project within the corridor, including how the project would improve safety,
operations and the effective capacity of local streets and roads in the corridor.
o A description and quantification of project benefits, citing any documentation
in support of estimates of project benefits. Where applicable and available,
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TLSP Guidelines Page 3
February 13, 2008
this should include a description of how the project would support
transportation and land use planning goals and the quantification of emission
reductions due to the project.
o A description of the corridor system management plan or other coordinated
management strategy being implemented by the applicant agency and other
jurisdictions within the corridor. The corridor system management plan
should include a discussion to illustrate how the corridor integrates into the
local or regional transportation system; the agreements between jurisdictions,
and when appropriate the Department, to provide for coordinated management
of the corridor within the local or regional transportation system; and the
actions necessary to effectively maintain and operate the improved facility for
a minimum of 15 years to be consistent with the useful life expectation for
general obligation bonds. The agreements between jurisdictions should
demonstrate compliance with ITS Regional Architecture, where appropriate.
• A programming request form (Attachment A), together with a map of the project
location, that describes the project scope, useful life, cost, funding plan, delivery
milestones, and major project benefits. Cost estimates should be escalated to the year
of proposed implementation. The project delivery milestones should include the start
and completion dates for environmental clearance, land acquisition, design,
construction bid award, construction completion, and project closeout.
• TLSPEN and Safety Index Calculation worksheets (Attachments B and C). Mobility
benefits will be calculated using the TLSPEN worksheet and safety benefits will be
calculated using the Safety Index Calculation worksheet. Applicants should provide
the data specified in the instructions available with the forms. All attachments are
available at:
http ://www. dot. c a. gov/hq/traffop s/sysmgtpl/TLS P/
• Documentation supporting the benefit and cost estimates cited in the application.
This should be no more than 10 pages in length, citing or excerpting, as appropriate,
the project study report, environmental document, regional transportation plan, and
other studies that provide quantitative measures of the project's costs and benefits.
6. Submittal of project applications. For the initial program of projects, the Department will
consider only projects for which a nomination and supporting documentation are received
in the Department by March 28, 2008, in hard copy. Applications will include the
signature from an officer authorized by the nominating agency. Where the project is to
be implemented by an agency other than the applicant agency, the application will also
include the signature of the authorized officer of the implementing agency.
The Department requests that each project application include six copies of the cover
letter, the narrative description, the programming request form (Attachment A), and the
TLSPEN and Safety Index Calculation worksheets (Attachments B and C), together with
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TLSP Guidelines Page 4
February 13, 2008
two copies of all supporting documentation. All application materials should be
addressed or delivered to:
California Department of Transportation
Traffic Operations, TLSP Program
1120 N Street, Mail Station 36
Sacramento, CA 95814
7. Application from the City of Los Angeles. The City of Los Angeles may submit a single
application for a program of projects within the City for funding from the $150 million
designated for the City by statute. The City's application, however, should provide
sufficient documentation for each element of its program to permit the Department and
Commission to determine that each element meets the eligibility requirements and intent
of the program.
Project Selection and Programming
8. Program of projects based on applications. The Department will develop its proposed
TLSP program of projects and propose a TLSP project priority listing from the
applications received by the application due date. The priority listing may be by specific
project, group, or category as the Department finds appropriate. The listing may take into
account the amount of funds appropriated.
9. Project application scoring. The Department will evaluate and score project applications
on a 100 point scale according to the following weighting:
A. 50 points - the effectiveness of the project in providing transportation benefits,
including the improvement of safety, operations, energy conservation and effective
capacity of local streets and roads in a corridor, and the commitment to sustain these
benefits as document in a corridor system management plan or similar coordinated
management strategy. The Department will measure operational improvement and
capacity benefits in terms of hours of delay saved per dollar expended. The
Department will measure safety benefits in terms of the estimated reduction in the
number of deaths and injuries.
B. 20 points - the date by which the project will be ready for award of the construction
contract, giving higher priority to projects that can be delivered earlier.
C. 10 points - the degree to which the project contributes to corridor or air basin
emissions reduction of particulates and other pollutants.
D. 20 points - the degree of financial contribution from non -state funds by the local
agency in the capital costs of the TLSP project, giving higher priority to projects with
a higher local contribution. State and Federal funds under the applicant's authority
may be considered as local contributions for purposes of this evaluation. For this
purpose, funds allocated through the STIP, the SHOPP, the TCRP, or any
Proposition 1B program will not be regarded as local contributions, nor will
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TLSP Guidelines Page 5
February 13, 2008
expenditures from any source for work performed prior to the adoption of the project
into the program. Contributions from local funds, state gasoline tax subventions,
RSTP, CMAQ, or other state or federal funds that are directly programmed by or
apportioned to regional and local agencies will be considered as local contributions.
10. Evaluation committee. The Department will form a committee to conduct a review and
objective evaluation of project applications, with representatives of staff from the Federal
Highway Administration, the Department, and the Commission.
11. Program adoption. The Commission will adopt the initial TLSP program of projects after
holding at least one public hearing. The Commission anticipates that authorized TLSP
funding will be fully programmed with the initial adoption. If the authorized funding is
not fully programmed, however, the Department may propose and the Commission may
adopt amendments to add new projects to the program at a later time. The Department
may, if it finds it necessary or appropriate, advise potential applicants to submit new or
revised applications.
Project Delivery
12. Project baseline agreements. Within three months after the adoption of the TLSP
program of projects, the Department and the implementing agency will execute a project
baseline agreement, which will set forth the project scope, benefits, delivery schedule,
and the project budget and funding plan. The funding plan will identify the source of
non-TLSP funding. The Commission may delete a project for which no project baseline
agreement is executed, and the Commission will not consider approval of a project
allocation prior to the execution of a project baseline agreement.
13. Quarterly delivery reports: As a part of the project baseline agreement, the Commission
will require the implementing agency to submit quarterly reports on the activities and
progress made toward implementation of the project, including those project
development activities taking place prior to a TLSP allocation and including the
commitment status of other funding identified in the project baseline agreement.
As mandated by Government Code Section 8879.50, the Commission shall forward these
reports, on a semiannual basis, to the Department of Finance. The purpose of the reports
is to ensure that the project is being executed in a timely fashion and is within the scope
and budget identified when the decision was made to fund the project. If it is anticipated
that project costs will exceed the approved project budget, the implementing agency will
provide a plan to the Commission for achieving the benefits of the project by either
downscoping the project to remain within budget or by identifying an alternative funding
source to meet the cost increase. The Commission may either approve the corrective plan
or direct the implementing agency to modify its plan. Where a project allocation has not
yet been made, the Commission may amend the program of projects to delete the project.
14. Amendments to program of projects. The Commission may approve an amendment of
the TLSP in conjunction with its review of a project corrective plan as described in
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TLSP Guidelines Page 6
February 13, 2008
section 13. The Department may also recommend and the Commission may approve an
amendment of the program at any time. An amendment need only appear on the agenda
published 10 days in advance of the Commission meeting. It does not require the 30-day
notice that applies to a STIP amendment.
15. Allocations from the TLSP. The Commission will consider the allocation of funds from
the TLSP for a project or project component when it receives an allocation request and
recommendation from Caltrans, in the same manner as for the STIP. The
recommendation will include a determination of the availability of appropriated TLSP
funds. The Commission will approve the allocation if the funds are available, the
allocation is necessary to implement the project as included in the adopted TLSP
program, and the project has the required environmental clearance. Expenditures made
prior to adoption and allocation by the CTC are not be eligible for reimbursement.
16. Final delivery report. Within six months of the project becoming operable, the
implementing agency will provide a final delivery report to the Commission on the scope
of the completed project, its final cost as compared to the approved project budget, its
duration as compared to the project schedule in the project baseline agreement, and
performance outcomes derived from the project as compared to those described in the
project baseline agreement. The Commission shall forward this report to the Department
of Finance as required by Government Code section 8879.50.
The implementing agency will also provide a supplement to the final delivery report at
the completion of the project to reflect final project expenditures at the conclusion of all
project activities. For the purposes of this section, a project becomes operable at the end
of the construction phase when the construction contract is accepted. Project completion
occurs at the conclusion of all remaining project activities after acceptance of the
construction contract.
17. Audit of project expenditures and outcomes. The Department will ensure that project
expenditures and outcomes are audited. For each TLSP project, the Commission expects
the Department to provide a semi-final audit report within 6 months after the final
delivery report, and a final audit report within 6 months after the final delivery report
supplement. The Commission may also require interim audits at any time during the
performance of the project.
Audits will be performed in accordance with Generally Accepted Government Auditing
Standards promulgated by the United States Government Accountability Office. Audits
will provide a finding on the following:
• Whether project costs incurred and reimbursed are in compliance with the executed
project baseline agreement or approved amendments thereof; state and federal laws
and regulations; contract provisions; and Commission guidelines.
• Whether project deliverables (outputs) and outcomes are consistent with the project
scope, schedule and benefits described in the executed project baseline agreement or
approved amendments thereof.
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