City of Alexandria, Virginia
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MEMORANDUM
DATE: NOVEMBER 2, 2016
TO: THE HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL
FROM: MARK B. JINKS, CITY MANAGER /s/
DOCKET TITLE:
TITLE
Consideration of a Resolution Authorizing a Competitive Grant Application to the Virginia Department of Transportation for FY 2018 Revenue Sharing Program Funding [ROLL-CALL VOTE]
BODY
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ISSUE: City Council consideration of a competitive grant application to the Virginia Department of Transportation (VDOT) for FY 2018 Revenue Sharing Program funding in the amount of $2,750,000 for the Citywide street reconstruction and resurfacing of major roads.
RECOMMENDATION: That City Council:
(1) Adopt the attached resolution (Attachment 1) to apply for a FY 2018 Revenue Sharing Program funding allocation from the Virginia Department of Transportation for the Citywide street and alley reconstruction and resurfacing of major roads; and
(2) Authorize the City Manager to submit this resolution and enter into any agreements with the state that may be required to receive these funds should the requested allocation be approved.
BACKGROUND: The Commonwealth of Virginia's Revenue Sharing Program provides funding for use by a county, city, or town to construct, reconstruct, improve or maintain the highway systems within such county, city, or town and for eligible rural additions in certain counties of the Commonwealth. Locality funds are matched, dollar for dollar, with state funds, with certain limitations on the amount of state funds authorized per locality.
Applications for revenue sharing funds must be made by resolution of the governing body of the applicant jurisdiction, and funding is allocated by resolution of the Commonwealth Transportation Board. The Revenue Sharing Program is intended to provide funding for immediately needed improvements or to supplement funding for existing projects.
Applications for revenue sharing funds can be made for multiple types of projects including reconstruction and maintenance. Reconstruction focuses on streets in the worst condition and includes significant road base remediation along with milling and paving. Due to funding constraints in the FY 2017 VDOT Revenue Sharing Program, only streets identified for reconstruction received revenue sharing funding.
DISCUSSION: Consistent with submissions in FY 2015 to FY 2017, staff proposes to submit the City's entire paving program for the fiscal year (in this case FY 2019) that would be eligible for revenue sharing funding. If approved, revenue sharing program funding would be available to the City in the spring of 2018 in order to support the completion of the proposed FY 2019 paving schedule. If City Council approves the request, a Formal Council Resolution must be fully executed and submitted to VDOT by December 1, 2016.
Attachment 2 includes the FY 2019 paving program as approved in the FY 2017 to FY 2026 Capital Improvement Program (CIP). This list encompasses staff's current best estimate of streets that may be eligible for FY 2018 revenue sharing program funding. Earlier this year, staff completed an updated Pavement Condition Index (PCI) survey and is currently working to analyze the results and update the proposed three-year paving schedule which will be shared with Council as part of the FY 2018 to FY 2027 CIP budget submission. It is important to note that, for each fiscal year, planned/proposed paving lists are tentative and may change due to utility and/or development conflicts, contract cost variance or other unforeseen conditions.
FISCAL IMPACT: Due to the VDOT requirement to have local matching funds designated at the time of the grant submission, the City proposes this project as a new project for inclusion in the State's FY 2018 revenue sharing program. The application reflects a request for transportation projects for $2,750,000 in State revenues to match the City's proposed share of $2,750,000. Of the $2,750,000 being submitted as part of this application, $1,875,000 will be for reconstruction projects and $875,000 for maintenance projects.
The existing FY 2017 to FY 2026 Capital Improvement Program includes a planned amount of $5,500,000 in FY 2019 of which $4,000,000 is programmed to come from City sources. If the revenue sharing application is approved at the full requested amount, the planned City funds in FY 2019 would be utilized for the required 1:1 match. If City funding in FY 2019 is less than the approved revenue sharing amount, an alternate matching source may need to be identified to meet the required 1:1 match. Only non-VDOT funds can be used to match revenue sharing funds.
It is also important to note that the VDOT revenue sharing funding is subject to availability and approval. Should the FY 2018 VDOT revenue sharing amount (or the City match from the
FY 2019 CIP) be reduced from the requested $2,750,000, the scope of the Citywide street and alley reconstruction and resurfacing of major roads will be adjusted accordingly.
ATTACHMENTS:
Attachment 1: Resolution
Attachment 2: Approved FY 2019 Paving List from FY 2017 to FY 2026 Capital Improvement
Program
STAFF:
Emily A. Baker, P.E., Deputy City Manager
Yon Lambert, AICP, Director, T&ES
Morgan Routt, Director, OMB
Arthur Wicks, Capital Improvement Program Coordinator, OMB
Jeffrey DuVal, Deputy Director, T&ES
Jeremy Hassan, Division Chief, T&ES|1010|