2021 2:00:00 PM

Meeting Link: https://zoom.us/j/95060093869
Meeting Dial-in #: 1-669-900-6833 Meeting ID: 950 6009 3869

General Business: 9.5

Title: Consideration, discussion, and possible approval of a Cooperative Local Public Agency Agreement (AC-5755) with the Nevada Department of Transportation (NDOT) for grant funding for the purchase of traffic calming equipment with a potential cost of $35,790.00 in fiscal year 2021, with a NDOT reimbursement not to exceed $34,000.

Petitioner/Presenter: John 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 $34,000. The City of Sparks will be responsible to provide matching funds of 5%, estimated to be $1,790 and any incurred costs over the maximum amount committed from NDOT. This funding is proposed through Fund 1401 Road Fund in fiscal year 2021.

Business Impact (Per NRS 237):
A Business Impact Statement is not required because this is not a rule.

Agenda Item Brief:

This Cooperative Local Public Agency (LPA) Agreement starts the process for procuring traffic calming equipment to be used as a part of the City’s Traffic Calming Program. The funding is estimated to be able to purchase two Rectangular Rapid Flashing Beacon (RRFB) Systems and two Radar Speed Feedback Signs. If approved, this agreement will require the City to initially fund 100% of the purchase cost. Per the Terms of the Agreement (attached), 95% of the purchase cost, which under this agreement amounts to a maximum of $34,000, will be reimbursed by NDOT to the City. The City would be responsible for providing the 5% matching funding, estimated to be $1,790, and any other overages 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.

Background:

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% of project-related costs, with the remaining 5% provided by the project sponsor. This grant is administered by the Nevada Department of Transportation (NDOT).

NDOT has made available federal STBG funding for support of traffic calming efforts. Through continued coordination with the Regional Transportation Commission (RTC) and discussions on maintenance concerns, RTC and NDOT notified the City that $35,790 had been programmed towards the purchase of traffic calming equipment, specifically Rectangular Rapid Flashing Beacons (RRFB) Systems and Radar Speed Feedback Signs. 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 purchase of this equipment following allowed methods approved by NDOT. NDOT will provide oversight of the purchase of the equipment and/or the bid package. NDOT must approve purchase methods and/or bid packages before the project can be advertised. City staff will be responsible for preparing bid documents or obtaining quotes, procuring the equipment, and providing, as necessary, documentation requested by NDOT. 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.

Analysis:

The project, should it move to construction, will require the City to initially fund 100% of the equipment purchase cost. The grant budget of $35,790 has been established for the purchase. It is anticipated that the City will purchase two (2) Rectangular Rapid Flashing Beacon (RRFB) Systems and two (2) Radar Speed Feedback Signs to be used with the City's Traffic Calming Program. Once the project is completed, NDOT will reimburse the City 95% of the total purchase cost, not to exceed $34.000.

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 5% matching funding, estimated to be $1,790, and any other overages beyond NDOT’s maximum committed amount are the City's responsibility.

Article 3, paragraph 10 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 11 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 Project costs incurred by NDOT.

Approving this LPA is the first step in moving this purchase forward through the purchase process. The City will be responsible for either providing vendor quotes or advertising the bid and procuring the equipment with NDOT oversight. Funding for the City’s portion of this project is identified through Fund 1401 Road Fund in fiscal year 2021. The City anticipates moving forward with the process to purchase this equipment as soon as possible. After equipment purchase, the City will be responsible for installation of the equipment.

Alternatives:

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.

Recommended Motion:

I move to approve the Cooperative Local Public Agency Agreement with the Nevada Department of Transportation for grant funding for the purchase of traffic calming equipment with a potential cost of $35,790 in fiscal year 2021, with NDOT reimbursement not to exceed $34,000.

Attached Files:

01 - PR212-21-063 For Final Signatures.pdf

03 - Potential Locations.pdf

02 - Example of TC Equipment.pdf

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