City of Bend ISSUE SUMMARY

City of Bend

ISSUE SUMMARY

MEETING DATE: 11/18/15

SUBJECT: Grant Proposal for 3rd StreetImprovements (Greenwood – Franklin)

STAFF MEMBER: Nick Arnis and KarinMorrisDEPARTMENT: Growth Management andADA

ACTION REQUIRED:

MotionPublic Hearing Date:Ordinance 1st Reading Date:Ordinance 2nd Reading Date:Resolution (roll call vote required)Information/DirectionConsent Agenda (adopted by motion)

ADVISORY BOARD/COMMISSIONRECOMMENDATION:

ApprovalDenialNone ForwardedNot applicable

Comments:

STAFF RECOMMENDATION: Staff recommends that the City Council approve the submission forand acceptance if awarded of the ODOT Enhance 2018-2021 grant funding request in the amountof $1.59 million for improvements on 3rd Street from Greenwood Ave to Wilson Ave.

RECOMMENDED LANGUAGE FOR MOTION: I move to authorize the City Manager to sign, insubstantially the same form as the attached draft ODOT Enhance 2018-2021 grant application andto accept and sign the ODOT Enhance 2018-2021 grant if awarded.

Project/issue relates to:Council Goals and Priorities Bend 2030 Vision Not Applicable Improve Transportation System to move people in a safe, accessible and cost

effective manner

ISSUE / COUNCIL DECISION & DISCUSSION POINTS:

The City of Bend will apply for funding for Oregon Department of Transportation(ODOT) Statewide Transportation Improvement Program (STIP) 2018-2021 funds formulti-modal and signal upgrades on 3rd Street from Greenwood Avenue to WilsonAvenue. Cost estimates for several components of this project at this very early stage ofthe project are class 5 planning level estimates. The cost and project feasibility will befurther defined during the scoping and preliminary design process if ODOT accepts theCity’s application.

BACKGROUND:

The recent Oregon Transportation Commission decision (OTC) on STIP funding levelshas led to the approval of a statewide $30 million Enhance Non-Highway program.Region 4 has been allocated at least $3 million for the 2018-2021 three year cyclebased on the ODOT Region Equity Formula. Each Region will work with their AreaCommission on Transportation (ACT) to develop the recommended Enhance projectlist. The ACTs developing the recommendations will be asked to review the proposalskeeping in mind how they: are consistent with applicable plans; align with the ModalAttributes; and address the Cross Modal Criteria. Consideration may also be given toenhancements for future Fix-It projects (these are primarily maintenance types ofprojects). Proposed projects will also be reviewed on the basis of the degree to whichthey benefit the state’s multimodal transportation system in recognition that the majorityof Enhance funds will be targeted to projects that do benefit the state’s multi-modaltransportation system.

More details of this funding program can be found online at:http://www.oregon.gov/ODOT/TD/STIP/pages/Whatschanged.aspx

This current application is consistent with previous design and construction funding fromODOT for sidewalks on 3rd Street. A Flexible Funds Grant from ODOT was used todesign the sidewalks on 3rd Street from Franklin to Powers Road. A subsequent fundinggrant was obtained for construction that was only able to cover a portion of theconstruction costs. This application will request most of the remaining funds to constructthe sidewalks.

PROPOSED PROJECT SCOPE FOR GRANT SUBMITTAL:

South 3rd Street (Greenwood to Murphy Road) was the state highway prior to theopening of the Bend Parkway. This section needs compliant sidewalks, bike lanes,safe crossings and intersection improvements. This project can easily be phased blockby block to extend a complete system as funding is available. The proposed sectionbetween Greenwood Avenue and Wilson Avenue is an integral section of the corridoras it is the middle piece that connects between the proposed ODOT North 3rd Streetproject (Empire to Greenwood) and the South 3rd Street Project (Wilson to Badger)that are in the process of being funded through STIP (2015-2018).

In the years since the Parkway was constructed, the function of 3rd Street hastransitioned from a through route for drivers into a business and local access orientedcorridor. With its central location within the city, multitude of destinations, and bustransit service, there are many people walking and biking along and across the corridorthroughout the day. The following are priorities for the ODOT grant request:

Priority One, Sidewalk Design/Construction:Construct portions of sidewalk that has already been partially designed by ODOT butnot funded from Franklin to Badger. The pedestrian and bike system of this project hasgone through an ODOT Design Acceptance Package (about a 30% design) fromFranklin to Badger using ODOT’s Practical Design considerations. Additional designwork for sidewalk needs are necessary from Greenwood to Franklin Ave. Thissegment includes the Cascades East Transit (CET) transit hub. Monthly ridership of

Bend’s fixed route system averages 30,000 riders. Walking or biking along 3rd streetcan be made more inviting with sidewalk improvements, bike lanes and safe crossings.

Priority Two, Crossings along 3rd Street:Pedestrian connections across this 5 lane roadway are limited to signalizedintersections. Crossing at other intersections is not an easy task. With the addition ofRectangular Rapid Flashing Beacons(RRFB) (e.g. Greenwood Avenue at 12th Street),pedestrians would be able to catch the transit route in the direction they want to go andget access to more shopping and services without making unprotected crossings.Safety analysis of Bend’s roadways shows that the 3rd Street corridor has more bicycleand pedestrian crashes than other roadways in Bend and these crashes have a higherinjury and fatality rate. Without additional improvements to this five lane roadway, thelikelihood of drivers yielding to people walking and biking will remain at less than 15percent.

Priority Three, Signal/Intersection Improvements:The 3rd Street/Franklin Avenue & Wilson Avenue intersections (transferred to the Cityby ODOT) need to be upgraded. These intersections need upgrades to signal systemsand Public Rights of Way Accessibility Guidelines compliant curb ramps.

CURRENT YEAR BUDGET IMPACTS IDENTIFIED BY DEPARTMENT:

This project would fall under the 2017-2019 biennial budget cycle if awarded. Matchfunding for the grant of $ 182,000 has been identified in the Capital ImprovementProgram reserves. Determination of funding will likely be known by October 2016.This will provide time to add match funding into the 2018-2019 budget year within thenormal budget adoption process.

FINANCIAL PERSPECTIVE & RECOMMENDATION:Reviewed by: Rose Schaefer Date: November 6, 2015

LEGAL REVIEW & RECOMMENDATION:Reviewed by: Gary Firestone Date: November 5, 2015

COMMUNITY INVOLVEMENT PROCESS:

There will be a public outreach process if the project is funded. The project was initiallyrecommended by the City Accessibility manager and City of Bend Accessibility AdvisoryCommittee in 2012. Additional outreach has been done in the South 3rd Street designwork that originally included 3rd Street from Franklin Avenue to Badger Road (nowscheduled for 2016 construction with reduced limits (Wilson Avenue to Powers Road).

POTENTIAL IMPACTS TO THE BUSINESS COMMUNITY:

Right-of-way has been identified as needed to properly align crossings at 3rd andFranklin Avenue. Traffic may need to be detoured during construction.

PROS & CONS:Pros:

Continuation of work completed with previous State Flexible Funds Grant todesign 3rd Street sidewalks and curb ramps from Franklin Avenue to BadgerRoad.

Continuation of construction work with previous ODOT Enhance funds from2015-2018 funding cycle.

Leverage of Fix-it funds that are identified for improvements on 3rd Street fromEmpire Avenue to Greenwood Avenue to create a complete system for all users.

Increase accessibility and significantly improve safety by eliminating sidewalkgaps, providing bike lanes, providing pedestrian crossings and improving theaccessibility at traffic signals.

Provide an efficient alternative to US 97 Parkway with networked traffic signaltiming capabilities in the case of emergency closures to US 97.

Cons: Funding not available until 2018. City has indicated an upcoming overlay project for 3rd Street from Franklin

Avenue to NE Burnside Avenue which plans to include a striping plan to includebike lanes on this section to 2016. Sidewalk design and construction funds workfor this section may not be completed by this time in order to coordinate with theCity work.

ATTACHMENTS: Draft project application and location map

3rd Street Corridor Improvement AreaCascades East Transit Bend Fixed Route

Route 1Route 2Route 3Route 4Route 5Route 6Route 7Route 10Route 11Route 12Transit Hub serving 30000+ riders/monthBend High 1700+ Students

Transit StopsInboundOutboundRailroadSidewalk Improvements 2016 Construction

ODOT Roadways

This map is for reference purposesonly. The information was derivedfrom various sources . Care wastaken in the creation of this map,but it is provided “AS IS”. Please contact the Bend MPO for the to verify map information or to reportany errors. www.bendmpo.org

RESIDENTIAL STANDARD DENSITY

COMMERCIAL LIMITED

INDUSTRIAL GENERAL

RESIDENTIAL MEDIUM DENSITY

INDU

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MITE

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COMMERCIAL GENERAL

COMMERCIAL LIMITED

INDUSTRIAL GENERAL

INDU

STRI

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MITE

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INDUSTRIAL LIMITED

RESID

ENTIA

L MED

IUM

DENS

ITY

MIXE

D US

E RI

VERF

RONT

COMMERCIAL CONVENIENCE

SE 3R

D ST

3RD

ST

Rt 7 Greenwood & 8th WB

Rt 7 Greenwood & 8th EB

9TH

ST

BEND PARKWAY

8TH

ST

FRANKLIN AVE4T

H ST

WILSON AVE

GREENWOOD AVE

WALL ST

COLORADO AVE

8TH ST

FRANKLIN AVE

BEND

PARK

WAY

4TH

ST

Juniper Park

¯Date: 10/29/2015

3rd Street Corridor:Sidewalk, Bike Lane,Crossing and Intersection Improvements

Questions: Contact Rose Schaefer, Accounting & Financial Reporting Manager in the Finance Department at 388-5531.

CITY OF BEND Petition to Apply for a Grant

Purpose: To provide City-wide oversight and quality control for potential grant

funding to Departments within the City of Bend

Petition to Apply for grant – ALL Grants

Responsible Party

Procedure

Requestor 1. Reviews grant requirements

2. Prepares Petition to apply for grant

3. Submits to Department manager for approval

Department Manager

4. Reviews petition, and documentation. If acceptable signs and returns to requestor for further processing

Requestor 5. Submits signed petition and documentation to Finance

Finance 6. Reviews petition, performs cost/benefit analysis, makes recommendations and determines proper signature level:

City Manager – Approval required on all Petitions to Apply

City Council – Approval required on Petitions to Apply for Grants greater than $100,000 OR with a match requirement greater than $20,000.

Finance 7. Forwards to City Manager for approval

City Manager 8. Reviews / signs petition returns to Requestor

Requestor 9. If approved by City Manager and grant is less than $100,000 and match is less than $20,000 – requestor continues with grant application process

If $100,000 or greater OR match is $20,000 or greater skip to step 13 below

Requestor 10. Completes the grant application and submits the final grant application to Finance for review prior submitting to the granting agency

Finance 11. Reviews grant application for clarity, makes recommendations or approves

Requestor 12. Submits grant application to granting agency

Additional Steps for Grant $100,000 or greater OR match $20,000 or greater – Requires Council Approval

Requestor 13. Notifies City Recorder to reserve agenda item and Prepares Issue Summary for City Council. Issue summaries must be approved by Legal and Finance and be submitted to the City Recorder two weeks prior to the scheduled Council meeting.

(Issue Summary can request authority to apply for and authority to accept grant if awarded)

City Council 14. Provides authority to apply

Requestor 15. If authorized by City Council, requestor completes the grant application and submits the final grant application to Finance for review prior submitting to the granting agency

Finance 16. Reviews grant application for clarity, makes recommendations or approves

Requestor 17. Submits grant application to granting agency

Requestor 18. If the grant is awarded, immediately notify the City Recorder and/or City

Manager’s office to reserve an agenda item at the next Council meeting (the City

Council must authorize the City Manager to accept all grants). Also notify the

Budget Manager, as a budget adjustment requiring Council approval may be

necessary and the Purchasing Manager as all normal purchasing processes

apply.

CITY OF BEND Petition to Apply for a Grant

DATE: Department: Staff Contact:

GENERAL GRANT INFORMATION (Requesting Department) Name of Grant:

Granting Agency:

Grant application due by:

Type of Grant (Check one):

Federal

Fed Pass-through

State Private

Project Amount: Grant Amount: If approved, funding would begin: Funding would end:

PURPOSE / NEED / BENEFIT AND IMPACT OF GRANT: Intended use of funds: Grant restrictions and reporting/compliance requirements:

Program’s staffing needs (estimated staff time required to prepare the application, procurement, complete the work, prepare required performance grant reports, will staff have to be reassigned, etc.): Finance Department staffing needs (estimated staff time required for preparing financial reports, billings and reimbursement documentation, auditing, etc.): Short term/long term impact (positive and negative) to City: Other relevant information: FINANCIAL GRANT INFORMATION (Finance Department) Amount of City cash match required:

$

Amount of City in-kind match required:

$

Source of City match funds:

Finance / Administrative needs:

Disbursement method: Reimbursement Basis _____

Lump Sum Advance____

Finance Staff Recommendation:

Grant Petition ___________

Deny Petition _________

Additional Comments from Finance:

______________________________________ ___________________ Department Approval Date (Required for all grant applications) ______________________________________ ___________________ City Manager Approval Date (Required for all grant applications) NOTE: If grant is $100,000 or more OR has a match requirement of $20,000 or more, an Issue Summary and approved Petition to Apply for Grant form must also be submitted to the City Council for Approval. (Issue Summary can request authority to apply for and authority to accept grant if awarded) City Council Approval Required YES NO If the grant is awarded, immediately notify the City Recorder and/or City Manager’s office to reserve an agenda item at the next Council meeting (the City Council must authorize the City Manager to accept all grants). Also notify the Budget Manager, as a budget adjustment requiring Council approval may be necessary; and the Purchasing Manager if you intend to purchase or contract utilizing grant proceeds. CC: Finance Department Purchasing Department 

Nick Arnis