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HomeMy WebLinkAbout06/07/2011, C 12 - 2011 NATIONAL SCENIC BYWAYS PROGRAM GRANT APPLICATION council June 7,2011 acEnaa Report �N� CIA CITY OF SAN LUIS OBISPO FROM Jay D. Water, Director of Public Works JDW Prepared By: Bridget Fraser, Senior Civil Engineer SUBJECT: 2011 NATIONAL SCENIC BYWAYS PROGRAM GRANT APPLICATION RECOMMENDATION 1. Approve grant submission for a 2011 National Scenic Byways Program (NSBP) grant in the amount of$177,500 for Gateway Median Enhancements and, if grant is awarded, authorize the City Manager to execute the grant documents. 2. Approve the project for inclusion into the City's Capital Improvement Program as "Scenic Byway— Median Enhancements" and when grant is awarded, appropriate $177,500 of NSBP grant revenues and$17,500 of City matching funds into the project budget. 3. Authorize the use of Capital Improvement Program Completed Projects funds as an eligible grant match and approved the corresponding transfer of $17,500 from the CIP Completed Projects account to the project accounts. DISCUSSION Background In addition to local commuters, thousands of visitors travel along the renowned Highway 1 as the route to their vacation destinations. In fact, the stretch of Highway 1 from San Luis Obispo at Highland Drive to the northerly county line has been nationally recognized as an "All-American Road" and is recognized by the Federal Highways Administration (FHWA) as the "SLO North Coast Scenic Byway." This designation was received due to the nationally significant resources such as Hearst Castle, Morro Bay Rock and Estuary, and spectacular unspoiled views. However, after traveling south along this nationally recognized route, visitors' first impression of the City of San Luis Obispo is a stretch of sparsely landscaped medians and bare roadsides which reflect poorly on the City. In the early 1990's a first attempt to improve the median islands along Santa Rosa Street included a pallet of native plant material. These plant materials were planted in shallow soils over the underlying concrete road or in unamended road base rather than top soil. As a result, only the hardiest of the plants were able to take hold and survive leaving the medians sparse. In 2007, Caltrans installed improvements along this stretch of Santa Rosa Street which included meandering roadside sidewalks, but the adjacent exposed roadsides remained unplanted giving the street an unfinished appearance. A Capital Improvement Program (CIP) project to improve the medians and replace the deteriorated landscaping from Oak to Westmont (approximately 5,000 lineal feet of roadway) was approved as part of the 2007-2009 Financial Plan but this project was deferred as part of budget balancing efforts in 2008. CIP requests have since been submitted as part of the past two C12-1 l 2011 National Scenic Byways Program Grant Application Page 2 budget cycles but have not been approved. Refer to Attachment 1 for the 2009-11 CIP Request for more information and background on the Highway 1 (Santa Rosa) Gateway Improvement project. In early May 2011, San Luis Obispo Council of Governments (SLOCOG), the Scenic Byways coordinator, put a call out to local jurisdictions for potential projects along the North Coast Scenic Byway and a request to jurisdictions to apply for a 2011 National Scenic Byways Program grant. Staff approached SLOCOG with the question as to whether improvements to the medians and landscaping along the roadsides could be considered as an eligible project for the grant. SLOCOG has since indicated that a median enhancement to the northerly portion of the medians which reside within the designated Scenic Byway could be considered for the grant and has since indicated strong support for the project. The proposed project would include landscaping and irrigation of approximately 1,200 feet of median and unplanted roadside within the Highway 1 corridor from the City limit line northerly towards Westmont Avenue. (Refer to Attachment 2 for the draft grant application.) As the draft grant application states the median enhancement is proposed as a second phase to the current City Gateways project which includes a new entry monument at the southwesterly corner of Highland and Santa Rosa. This gateway project is substantially funded by a 2006 National Scenic Byways grant with SLOCOG. The median enhancements will compliment the new entry monument slated for installation later this year. The City's application seeks funding for design and installation of landscaping and irrigation within the medians and other unplanted roadside areas within the project boundaries. The deadline to submit the grant application to FHWA was June 3, 2011. Due to the short time period for submitting grant applications, staff was unable to obtain Council approval prior to submitting the application by the due date and therefore the City Manager approved the submission of the application. Staff will rescind the grant application already submitted if the Council decides not to authorize this application. FISCAL IMPACT Moving forward with the project and acceptance of the grant will require the City to provide a 20% local match. The match can be offered as cash and/or in-kind services such as in-house project management and construction management. The following table represents the allocations as presented in the draft application. 2011 NSBP Grant $ 177,500 Local Match (CIP Compl Proj)* ; $ 17,500 Budget $ 1951000 * Requires an additional Local Match In-kind Services $ 27,000 C12-2 2011 National Scenic Byways Program Grant Application Page 3 As shown, the total budget of "Scenic Byway — Median Enhancements" project is $195,000. This includes the City-required local cash match of $17,500. In addition, the City will provide $27,000 worth of in-kind services (which includes staff efforts related to engineering, design and support for the project) for a total local match $44,500. In return for meeting these grant match requirements, the City would receive NSBP grant proceeds in the amount of$177,500. Currently there are no funds identified for this project. However, there is adequate funding available in the CIP Completed Projects account (current balance is $66,400) to support the City's local cash match of$17,500. When the grant is awarded, staff recommends a CIP project account be created for "Scenic Byway — Median Enhancements" with an approved budget of $195,000. Staff further recommends a transfer of $17,500 from the CIP Completed Projects account to the project account. ALTERNATIVE Deny Grant Application. The City Council may direct staff to withdraw the NSBP grant application and cancel the request for funding. Staff does not recommend this alternative as the grant provides an opportunity to enhance a portion of the unsightly medians and the opportunity for future grants may not become available again any time soon. ATTACHMENTS 1. 2009-11 CIP request for Hwy 1(Santa Rosa St) Gateway Improvement Project 2. Draft 2011 National Scenic Byways Program grant application 3. Location Map \\chstore4\Team\Counci1 Agenda Reports\Public Works CAR\201I\CIP\NCSB Grant App\NSBP Grant Application- Santa Rosa Median Enhancements.doc C12-3 2009-11 CIP REQUEST �1 ATTACHMENT 1 LEISURE, SOCIAL HIGHWAY ONE (SANTA ROSA STREET)GATEWAY RvIPROVEMENT PROJECT CIP Project Summary Improving appearance of this gateway into the city by relandscaping the medians and completing the planting along the edges of state Highway 1 (Santa Rosa Street) between Oak Street and Westmont Street on this City gateway will cost $75,000 in 2009-10 for concepts and design and $575,000 in 2011-12 for construction and construction management. Project Objectives 1. Improve and enhance the appearance of this highly traveled northerly Highway One (Santa Rosa Street) gateway into the City. 2. Replace the deteriorated median landscaping and complete the landscaping of the unplanted areas along the sides of the Highway One(Santa Rosa Street)gateway to the city. Existing Situation In addition to local commuters, thousands of visitors each year travel along the renowned Highway I as a destination. In fact, the stretch of Highway 1 from San Luis Obispo to the northerly county line has been nationally recognized as an "All-American Road" and is recognized by the FHWA as the "SLO North Coast Scenic Byway." This designation is reserved for routes through nationally significant resources such as Hearst Castle, Morro Bay rock and estuary and spectacular unspoiled views. After traveling south along this nationally recognized route, visitors' first impression of our city is a stretch of sparsely landscaped medians and unlandscaped roadsides. The City has received comments that this condition reflects poorly on the City. In the early 1990's a first attempt to improve the median islands along Santa Rosa Street included a pallet of native plant material. These plant materials were planted in shallow soils over the underlying concrete road or in unamended road base rather than top soil. As a result, only the hardiest of the plants were able to take hold and survive leaving the medians sparse. Caltrans recently installed improvements along this stretch of Santa Rosa Street which included meandering roadside sidewalks. The adjacent exposed roadsides remain unplanted giving the street an unfinished appearance. Santa Rosa Street is State Route I for the portion of area under consideration. Project plans will require Caltrans review and approval. Based on past experience, the Caltrans review process could be lengthy and for this reason, the project construction timeline has been presented as a third-year project. In the 2007-2009 Financial Plan a median project was identified to do a minimal spruce up of the medians to keep costs down. After initial meetings were held, the City Manager determined a minimal spruce up might not be in the best interest of the City for this highly traveled gateway. Staff was directed to have a Landscape Architect provide three different concepts, and associated costs, for the medians - a minimal spruce up, a more traditional median with plants, small trees and shrubs, and a more unique design that might include some form of public art. These designs would be presented to Council along with their respective estimates of costs. At that point Council could provide direction on the design theme of its choice. However, before this preliminary phase of work was started, the project funds were removed and used to balance a budget deficit. Goal and Policy Links 1. Park and Landscape Maintenance Program Goal: Safe, Useful, and Attractive Parks and Landscaped Areas C12-4 2009-11 CIP REQUEST ATTACHMENT 1 SOCIALLEISURE, CULTURAL & HIGHWAY ONE (SANTA ROSA STREET)GATEWAY IMPROVEMENT PROJECT 2. 2007-09 Financial Plan, Appendix B Page 3-446 City Gateways Page 3-407 Santa Rosa Median Landscaping(Design approved,then deferred 9-30-08) Project Work Completed As part of the "City Gateway' project, general themes and design concepts will have been developed for this northerly entry way. The general themes and concepts will be the basis for the median and roadside concepts. Environmental Review This project will most likely receive Negative Declaration or possibly a Notice of Exemption if considered maintenance of existing facilities. Project Constraints and Limitations. The project will require architectural review by the Community Development Department and may require review by the Architectural Review Commission (ARC ) The project will also require review and permitting by Caltrans which can be a lengthy process. Caltrans also has restrictions on allowable types of plant materials due to perceived safety hazards. This will limit what the City will be able to present for architectural review. Because of the close proximity and relationship to the City Gateway project at Highland, the design concepts and themes should be coordinated. Stakeholders. The primary stakeholder beyond the City maintenance staff will be Caltrans. Staff will determine the appropriate contact person at Caltrans prior to start of design to understand the design restrictions prior to commencing plan development work. Project Phasing and Funding Sources Pro'ect Costs bv Phase Project Costs Budget-to-Date 2009-10 2_0.10-11 2011-12 2012-13 Total Study 25.000 25,000 Design 50,000 50,000 Construction 500,000 500,000 Construction Management 1 75,000 75,000 Total 1 - 75,000 - 575,000 - 650,000 Project Funding by Source General Fund Key Project Assumptions A study period will be needed prior to initiating final design to determine Caltrans requirements/constraints and to develop preliminary concepts for Council approval before moving forward with design. Preliminary design C12-5 2009-11 CIP REQUEST ~1 ATTACHMENT 1 LEISURE, CULTURAL & SOCIAL SERVICES HIGHWAY ONE (SANTA ROSA STREET) GATEWAY IMPROVEMENT PROJECT concepts will be coordinated with the Gateway Monument project slated for the intersection of Highland and Highway 1. Construction costs are based on recent experience and could change if there are changes in labor and material costs. The construction costs are based on a "traditional" landscaping design of plants, shrubs and small trees and include costs to excavate underlying roadway materials and provide topsoil. The project costs also assume that the formerly existing water meters would be recognized as a prior use and no water service impact fees will be assessed for this project. The project schedule assumes that completing the design and obtaining Caltrans permits will take over a year. Project Manager and Team Support Project Manager CIP Engineering Project Team. Public Works—Park Maintenance Community Development—Planning Division Alternatives 1. Deny the Project The median islands will remain in their current condition and the implanted roadsides will remain implanted. 2. Defer or Re phase the Request Deferring or rephrasing the project will increase overall costs due to designing and administering multiple projects and contracts. Also constructions costs may increase over time. 3. Resca/e the Project Upscale. Design a more distinctive and significant entryway into the City with possible use of Public Art and unique"out of the box"features reflective of the City's self-image. Downscale: Spruce up the medians by limiting new plantings to just the "noses" of the medians at intersections. Retain existing planting in mid-sections with surface treatments to minimize weed growth and maintenance. Operating Program Park and Landscape Maintenance(50200) Project Effect on the Operating Budget Project Management CIP Engineering Administration 120 hours Project management 400 hours(assuming outside design) Inspection-200 hours(assuming outside construction management) Parks Maintenance 40 hours Community Development 80 hours C12-6 2009-11 CIP REQUEST . ` ATTACHMENT 1 SOCIALLEISURE, CULTURAL & HIGHWAY ONE (SANTA ROSA STREET)GATEWAY IMPROVEMENT PROJECT Project Maintenance Operation and Maintenance after Project Completion These facilities already exist however they currently receive minimal maintenance. Some additional costs will be incurred assuming the vegetation is denser and of a type requiring more maintenance to keep it looking good. Additionally,watering will be an ongoing expense,currently not required for the existing plant material. Location Map/Schematic Design 1 i 1 i i �Lown C12-7 ATTACHMENT State Submission Date Project Summary 2011 May 20,2011 N-S-BPM< SB-201 1-CA-56566: Route 1 SLO North Division Submission Date Coast Byway Gateway Median not submitted Enhancements tate Priority This application must becompleted online athftp:Vxmxmv |imm.mru/orants/. and submitted electronically and inprinted form. Application Checklist The following statements are for informative purposes. Please read and check each statement. • I understand that this is a reimbursement program-funds are not available up-front. • I have reviewed and responded to the Complete Application statements as outlined in the Grants Guidance. • I have been in touch with the State scenic byway coordinator and have responded to recommendations orrequirements ofthe State. • Ihave verified with the State byway coordinator that this proposed project oanreoeiveauthorizationtp proceed from the State and FHWA division before the end of the fiscal year for which the application is made. Project Which category best describes the location ofthis project? w Project that is associated with a highway that has been designated as a National Scenic Byway,All- American Road. oroneofAmerica'sBywayw. o Project along a State or Indian tribe scenic byway that is carried out to make the byway eligible for designation as a National Scenic Byway, an All-American Road, or one of America's Byways. u Project that is associated with the development of a StatewrIndian tribe scenic byway program. u Project along a State or Indian tribe scenic byway. Choose from the following categories nfeligible work the type that best fits your project. « Byway Programs o Corridor Management o Safety Improvements w Byway Facilities » Access toRecreation « Resource Protection n Interpretive Information o Marketing Iothis application aresubmission pfanunfunded project hnmmpneviouoyear? » Yeo * No 1uf9 C12-8 ATTACHMENT 2 SB-2011-CA-56566: Route I SLO North Coast Byway Gateway Median Enhancements ....... ...............---------.................. ..................... -... ..................................... --............................ .......................-................... --—------ Project Location State(s)involved in project: California Indicate the byway's regional location within the State. Reference prominent landmarks such as parallel major highways, natural features, counties, or large cities, that makes the byway(s)easy to locate in a road atlas. The byway is located on the CA Central Coast in northern San Luis Obispo County approximately midway between San Francisco and Los Angeles. Briefly describe the project's location(s) on the byway using references to route numbers, byway gateway communities, project location communities and landmarks so any reviewer can identify the project sites. This project is located at the Gateway to the Byway in San Luis Obispo at the intersection of Highland and Route 1. Associated Byways State Byway Name CA Route I -San Luis Obispo North Coast Byway Is this project consistent with the Corridor Management Plan(s)for the byway(s) involved? * Yes * No/CMP not available Congressional Districts State I District I Representative(at time of application). CA 123 1 Capps, Lois Abstract Project Description Complete the sentence"This project will..."before adding remaining information. This project will improve the appearance of this gateway to the Route I North Coast Scenic Byway by landscaping the medians. Improvements include improving and enhancing the appearance of this highly traveled transition from Santa Rosa Street in the City of San Luis Obispo and the All American Road and will replace the deteriorated median landscaping and complete the landscaping of the unplanted areas. Byway Benefits Complete the sentence"This project benefits the byway traveler by..."before adding remaining information. This project benefits the byway traveler by enhancing the viewing experience as the traveler leaves the City of San Luis Obispo and begins the trip through rural areas and majestic coastal views. It also benefits the Byway traveler by enhancing their experience when arriving in the historic City of San Luis Obispo,which is currently an abrupt transition 2 of 9 C12-9 ATTACHMENT 2 SB-2,01 1 CA 56566 Route 1 SLO North Coast Byway Gateway Median Enhancements -- ---------I............................ .............. ..............................­ . .......... ............. from rural rolling hills to the suburban development around the California Polytechnic State University(Cal Poly).This project will smooth that transition and create a welcoming environment to the traveler arriving in the City. Narrative Project Summary Completely describe all the major elements of your proposed project in a concise but complete summary. This project is a subsequent phase to City of San Luis Obispo's"City Gateway"project. In partnership with the San Luis Obispo Council of Governments(SLOCOG),the seat of the Byway Organization,a NSBP grant was awarded in 2606 to construct gateway improvements at the intersection of Route I and Highland Blvd.A gateway monument designed by the City through extensive public outreach was approved and is slated for construction this Fall along with two other Route I SLO North Coast Scenic Byway communities.This project will follow in the general themesand design concepts have been developed for this entry way.The general themes and concepts identified in the City's Gateway Plan will be the basis for the median and roadside improvements. The improvements will include new landscaping in the medians and replacing the deteriorated,outdated and unattractive median landscaping where it does exist.This will occur in the median of Route I approaching the City of San Luis Obispo for 900 feet and past the Highland/Route I intersection for an additional 200 feet to the City Limits adjacent to the newly constructed Gateway Monument. The project will require architectural review by the Community Development Department and may require review by the Architectural Review Cominission(ARC)The project will also require review and permitting by Caltrans and design approval of the North Coast Scenic Byway Advisory Committee.Caltrans also has restrictions on allowable types of plant materials due to perceived safety hazards.This will guide what the City will present for architectural review. Because of the close proximity and relationship to the City Gateway project at Highland,the design concepts and themes will be coordinated.The primary stakeholders beyond the City staff will be Caltrans and SLOCOG(as the Byway organization). Benefit to Byway Traveler Describe how the proposed project will benefit a byway traveler, add to their travel experience or fulfill an important objective of your CMP. ... ....... The San Luis Obispo North Coast Scenic Byway Corridor Management Plan(CMP)identifies Highway Enhancements and Community Definition as the second top implementation priority for the Byway.The beautification of the highway is part of an ongoing regional effort to reduce the impact roads have on the communities that they passthrough,and enhance the traveler's experience.To enhance the appeal of the highway through the corridor,improvements such as gateways,fencing,textured crosswalks landscaping improvements,and removal of non-native plant species are planned. The CMP includes a listing of the planned improvements to the corridor witch identifies the project in this application as a priority project recommended for development in the short to mid-term. This project benefits the byway traveler by enhancing the viewing experience as the traveler leaves the City of San Luis Obispo and begins the trip through rural areas and majestic coastal views. It also benefits the Byway traveler by enhancing their experience when arriving in the historic City of San Luis Obispo,which is currently an abrupt transition from rural rolling hills to the suburban development around the California Polytechnic State University(Cal Poly).This project will smooth that transition and create a welcoming environment to the traveler arriving in the.City. Prior Projects Describe any relationship between this project and previously funded National Scenic Byways Program grant projects. In addition, discuss how the proposed work relates to any multi-year work plan byway leaders have developed. 3 of 9 C12-10 ATTACHMENT 2 SB-2011-CA-56566: Route 1 SLO North Coast Byway Gateway Median Enhancements ................- ...............-........... This project is a subsequent phase of the Rt I SLO North Coast Community Gateway Signs project that was awarded by the National Scenic Byway Program in 2006.This project was also identified as a priority gateway enhancement project in the NSBP funded Corridor Management Plan updated in 2007. Project Coordinator Please provide contact information for a person responsible for this project. Name: Bridget Fraser Title: Senior Civil Engineer Organization: City of San Luis Obispo Address: 919 Palm Street San Luis Obispo,CA 93401 Phone: 805-781-7192 Fax: E-mail: bfraser@slocity.org 4 of 9 C12-11 ATTACAJMENT 2 a m O ' o Z I o O a W U c A -M ami o o c z p U p O V O O C V y R C � w a"i u � � C v y •o v 7 A R N �. a Q LC] �. 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U' y L O 00 O O 00 00 N N 00 M M 7 b Im 0 z t t } O .�• Q Q. v A¢ a°�i ¢A¢ a°1i AQ u a°�i a°�i ai ai Q -14 V a0i to d Q 3 ¢ 3 Q 3 d 3 d 3 d 3 d 3 d 3 d 3 ¢ 3 Ui i m! ...; c 3 N o E y A A d 3 iorz i C 72d a R o a a Q r o pj Y w 5 c c o m d ;: _ a 7 R Ui 3 W i O a U W A a u co a 4 u a C12-12 { ; _ § � ; ] R . z LU f � j o ; i � I , \ � \ . \ \ to § d - ) 7 _ ) . § § ) _ � \ . - ƒ — : - / - _ § 3 7 / j \ )i © \ ) } ) ) $ F£ \ j' £ S \ \ \ 3 / 0 ƒ } \ \ } o; a 0 o 00 + + + \ , + * \ ƒ 03 = � . c = _ ® o ® of a < s < t < < < ! a $� e_ a: - o > u ej J k: o 0 m � 5 < - 9� k ! § § ] 2 ) 3 ) J °; ■ 2 j C}2-13 ATTACHMENT SB-2011-CA-56566: Route 1 SLO North Coast Byway Gateway Median Enhancements Budget Cost Breakdown # Description Total Cost Requested Match 1. Construction Management 22,000 0 22,000 2. Construction 150,000 142,500 7,500 3. Project Administration 15,000 0 15,000 4. 1 Design 35,000 35,000 .0 Total $222,000 $177,500 $44,500 Matching Funds Source Type Description Amount City of San Luis Obispo Services(Non-state or Non-federal) Project Administration 15,000 City of San Luis Obispo Cash 17,500 City of San Luis Obispo Services(Non-state or Non-federal) Construction Management 12,000 Total - $44,500' Funding Allocation Do the byways involved in the project cross any Federal Lands? (Check all that apply) o Bureau of Indian Affairs o Bureau of Land Management o Fish and Wildlife Service o National Park Service o USDA Forest Service If this project is selected for funding, please indicate your preference for carrying out the project(check one): • FHWA allocates the funds for the project to the State DOT o FHWA allocates the funds for the project to one of the Federal Land Management agencies marked above(provide contact information below) o FHWA allocates the funds for the project to an Indian tribe or tribal government(provide contact information below) 7of9 C12-14 -- ATTACHMENT 2 SB-2011-CA-56566: Route 1 SLO North Coast Byway Gateway Median Enhancements If funding should be allocated to a Federal land management agency or Indian tribal organization, please provide contact information for that organization: Name: Title: Organization: Address: Phone: Fax: E-mail: Attachments Use this as a checklist to verify that all attachments are provided with your printed application. ❑ Project Area Arial Image The image illustrates the project boundaries at the gateway to the Route 1 SLO North Coast 4 4. Scenic Byway. Route 1 follows US 101 for much of southem San Luis Obispo County.The . i� Route I heads westerly from US 101 in the City of San Luis Obipso.At the edge of the City ` ij4 a limit on Route 1 (or Santa Rosa Street within the City)at Highland Street the Scenic Byway • begins.This is a crucial intersection between the historic city of San Luis Obispo and the beginning of some of the most beautiful scenery seen from any highway in Califomia. Digital version:SLO-Medians-Aerial.odf(130.1 KB) ❑ SLO Gateway Monument - This image is the conceptual design of the Gateway Monument being constructed this fall as ` phase one of the gateway enhancement project.The project under consideration in this application is the landscaping planting identified in the Byway's gateway plan and is consistent with SLOCOG's Corridor Management Plan. Digital version:SLO drakodf(1.3 MB) aof9 C12-15 ATTACHMENT 2 SB-2011-CA-56566: Route 1 SLO North Coast Byway Gateway Median Enhancements ------------------ 1-1-.11---1....11 1......... ....... ......- ................... Signatures Application Completeness I certify that this application is complete and correct, and is eligible for National Scenic Byways funding. (This should be completed by the State's scenic byways coordinator.) Please print name: Title: Signature: Date: Matching Funds Certification I certify that the matching funds for this project are available for use at the time of application. Please print name: Title: Pending Board Approval Signature: Date: 9 Of 9 C12-16 1 F •I��� H ��+�fN y I LOCATION MAP4 .��... . ,