Meeting Link: https://zoom.us/j/99416800587
Meeting Dial-in #: 1-669-900-6833 Meeting ID: 994 1680 0587
General Business: 9.5
Title: Consideration, discussion, and possible approval of a Cooperative Local Public Agency Agreement (AC-5748) with Nevada Department of Transportation (NDOT) for grant funding for the purchase of Multiuse Sidewalk Tractors with a potential cost of $250,000.00 in fiscal year 2022, with NDOT reimbursement not to exceed $190,000.00.
Petitioner/Presenter: John A. Martini, P.E., Assistant City Manager/Amber Sosa, P.E., Transportation Manager
Recommendation: Staff recommends that City Council approve the Cooperative Local Public Agency Agreement.
Financial Impact: None at this time. Should the Council approve this Local Public Agency Agreement and approve funding for the purchase, NDOT will reimburse the City of Sparks for 95% of the total purchase cost, not to exceed $190,000. The City of Sparks will be responsible to provide matching funds of 5%, estimated to be $10,000, and any costs incurred over the maximum amount committed from NDOT, which at this time is estimated to be $50,000. The total proposed current City funding is $60,000. This funding is proposed through Fund 1404A Capital Projects: Facilities in fiscal year 2022.
Business Impact (Per NRS 237):
A Business Impact Statement is not required because this is not a rule.
Agenda Item Brief: Background:
This Cooperative Local Public Agency (LPA) Agreement starts the process for procuring two (2) multiuse sidewalk tractors to be used by the City’s Public Works maintenance team to maintain sidewalks, cycle tracks, and other types of narrow or unique infrastructure. This agreement would require the City to initially fund 100% of the purchase cost, and NDOT would reimburse the City 95% of the purchase cost up to a maximum of $190,000. The City would be responsible for providing the 5% matching funding, estimated to be $10,000, and any other overages, currently estimated at $50,000 beyond NDOT’s maximum committed amount. Approving the attached agreement does not in any way obligate the City to fund the purchase, it simply allows staff to start the process for the purchase.
The Surface Transportation Block Grant (STBG) program is a federal-aid transportation program, administered by the Federal Highway Administration (FHWA) and the Federal Transit Administration (FTA), which provides funds to states and localities for transportation improvement projects. The program provides up to 95 percent (95%) of project-related costs, with the remaining 5 percent (5%) provided by the project sponsor. This grant is administered by the Nevada Department of Transportation (NDOT).
NDOT had made available federal STBG funding for support of maintenance activities related to pedestrians and cyclists using sidewalks, cycle tracks, and other infrastructure. The City of Sparks currently owns and operates a cycle track facility along a portion of Victorian Avenue and Nichols Boulevard. Construction is scheduled to begin soon on another cycle track facility along Oddie Boulevard. These types of facilities, along with sidewalks for pedestrians, are areas that the City's maintenance team struggles to maintain due to narrow widths and unique layouts. Through continued coordination with the Regional Transportation Commission (RTC) and discussions on maintenance concerns, RTC and NDOT notified the City that $200,000 had been programmed for the purchase of equipment to help with maintenance of sidewalks and cycle facilities. To initiate the purchase process, the City will first need to enter into a Cooperative Local Public Agency Agreement (LPA) with NDOT.
An approved LPA will allow the purchase process to move forward. City staff will be responsible for a competitive, solicited bid for the purchase of this equipment. NDOT will provide oversight of the bidding, awarding, and purchase of the equipment. NDOT must approve the complete bid package before the project can be advertised. City staff will be responsible for preparing bid documents, procuring the equipment, and providing documentation to NDOT as necessary. Approving the attached agreement does not in any way obligate the City to fund the purchase, but will allow the commencement of the purchase process.
The LPA will require the City to initially fund 100% of the equipment purchase cost. The grant budget of $200,000 has been established for the purchase. It is anticipated that the City will purchase two (2) multiuse sidewalk tractors to be used for maintenance tasks with this project. Once the purchase is completed, NDOT will reimburse the City 95% of the total purchase cost, not to exceed $190,000.
Article 2, paragraph 13, of the LPA calls out the 5% match from the City while also stating that neither NDOT nor the State will be responsible for any costs exceeding the obligated federal funds. The City is responsible for the 5% matching funding, estimated to be $10,000, and any other overages, currently estimated at $50,000 beyond NDOT’s maximum committed amount. In other words, necessary City funding is estimated at $60,000.
Article 3, paragraph 11, states that this agreement may be terminated by mutual consent of both parties without cause. Approving the attached agreement does not in any way obligate the City to fund the purchase. Article 3, paragraph 12, states that should the agreement be terminated by the City for any reason prior to the completion of the project, or the agreement is terminated by NDOT due to the City’s failure to perform, the City shall reimburse NDOT for any payments made to the City and any related costs incurred by NDOT.
Approving this LPA is the first step in moving this purchase through the bidding process. The City will be responsible for advertising the bid and procuring the equipment with NDOT oversight. Funding for the City’s portion of this project is identified through Fund 1404A Capital Projects: Facilities in fiscal year 2022. The City anticipates advertising the bid package in the summer of 2021 and then moving forward with procuring the equipment in the fall of 2021. The LPA is attached to the staff report.
- City Council may approve the Cooperative Local Public Agency Agreement as outlined by staff.
- City Council may reject the Cooperative Local Public Agency Agreement and provide direction to the City Manager.
I move to approve the Cooperative Local Public Agency Agreement (AC-5748) with the Nevada Department of Transportation for a grant for the purchase of Multiuse Sidewalk Tractors with a potential cost of $250,000.00 in fiscal year 2022, with a NDOT reimbursement not to exceed $190,000.00.
01-Examples of Sidewalk Tractors.pdf
02-Highway Agreement PR114-21-063.pdf