CHAIR and COMMISSIONERS Reference No.: 2.5E.(X)

CHAIR AND COMMISSIONERS Reference No.: 2.5e.(X)

CALIFORNIA TRANSPORTATION COMMISSION June 28-29, 2017

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M e m o r a n d u m
To: CHAIR AND COMMISSIONERS
CALIFORNIA TRANSPORTATION COMMISSION /

CTC Meeting: MONTH DD-DD, YYYY

Reference No.: 2.5e.(X)

Action Item
From: NORMA ORTEGA
Chief Financial Officer /

Prepared by: District Director Name

District XX - Director
Subject: CAPITAL OUTLAY SUPPORT PROGRAMMING ACTION FOR PREVIOUSLY APPROVED PROJECTS (PPNO XX-XXXX)
RESOLUTION FA-16-XX

ISSUE

Should the California Transportation Commission (Commission) approve the California Department of Transportation’s (Department’s) request for an additional $X,XXX,XXX (Supplemental Funds Request Amount) in Capital Outlay Support (Support Cost) for the PROGRAM (example: State Highway Operation Protection Program (SHOPP) or State Transportation Improvement Program (STIP)) PROGRAM CATEGORY (example: Seismic Safety Retrofit, Roadside Safety Improvement, Pavement Rehabilitation) project (PPNO XXXX) on ROUTE (example: Interstate 5 (I-5)), in COUNTY NAME (example: Los Angeles County) for a revised amount of $X,XXX,XXX (Sum of Programmed Amount + G-12 Adjustment + Supplemental Funds Request)?

RECOMMENDATION

The Department recommends that the Commission approve an additional $X,XXX,XXX (Supplemental Funds Request Amount) in Support Cost to complete the PHASE (full name and acronym) (example: Plans, Specifications & Estimate (PS&E) phase) for the PROGRAM and PROGRAM CATEGORY project (example: SHOPP Pavement Rehabilitation project) (PPNO XXXX) on ROUTE, in COUNTY NAME for a revised amount of $ X,XXX,XXX (Sum of Programmed Amount + G-12 Adjustment + Supplemental Funds Request).

PROJECT INFORMATION

Dist-PPNO
EA / County
Route / Project Description / Project ID / Program
Fiscal Year
Program Code
Program Category
XX-XXXX
XXXXX / COUNTY
ROUTE / PROJECT DESCRIPTION / XXXXXXXXXX / PROGRAM
XX-XX
XX.XX.XXX.XXX
CATEGORY

REQUESTED PHASE FUNDING INFORMATION

Phase / PROGRAM
Original Programmed
Amount / Department
G-12 Adjustment / Total
Authorized
Amount / Supplemental
Funds
Request / % Over Total Authorized Amount / Revised
Amount
PA&ED / $x,xxx,xxx / $x,xxx,xxx / $x,xxx,xxx / $x,xxx,xxx / XX.X% / $x,xxx,xxx
PS&E / $x,xxx,xxx / $x,xxx,xxx / $x,xxx,xxx / $x,xxx,xxx / XX.X% / $x,xxx,xxx
R/W Supp / $x,xxx,xxx / $x,xxx,xxx / $x,xxx,xxx / $x,xxx,xxx / XX.X% / $x,xxx,xxx

% Over Total Authorized Amount = _____Supplemental Funds Request ______

Original Programmed Amount + G-12 Adjustment

Revised Amount = Original Programmed Amount + G-12 Adjustment + Supplemental Funds Request

BACKGROUND

Describe in detail the project location, scope of work, and other relevant information related to this supplemental request. DO NOT USE THE CTIPS PROJECT DESCRITION.

Example: This project is located on Interstate 5, in the cities of Los Angeles, Glendale and Burbank, from Main Street to south of Verdugo Avenue. The work involves (1) upgrading curb ramps to meet current ADA design standards, (2) replacing bridge railing along the north side of the Pasadena Avenue Overcrossing with concrete barrier, (3) cold plane and overlay of the pavement on the Broadway and Pasadena Avenue off-ramps, and (4) replacing signal poles, pull boxes and loop detectors.

REASON FOR INCREASE

Use the following terms when making reference to the different project development phases:

·  Project Initiation Document (PID) phase

·  Project Approval and Environmental Document (PA&ED) phase

·  Plans, Specifications and Estimate (PS&E) phase

·  Right of Way (R/W) phase

·  Construction (CON) phase

Explain in detail the reason(s) for the cost increase and the need for additional funds. (Include how much has been expended) The Department has expended $XX,XXX,XXX in Support Cost to prepare about XX percent of the PHASE phase, and the remaining tasks include completion of TASKS/MILESTONES (example: PS&E package, advertising and awarding the construction contract). Start with a summary sentence listing the reason(s) for the cost increase: “The PHASE phase Support Cost estimate increase for this project is due to reason #1, reason #2, etc.

Reason #1 (XX percent of the Support Cost Increase)

This paragraphs explains in detail reason #1. Include efforts to mitigate, options that were considered and reason(s) it was not successful.

Reason #2 (XX percent of the Support Cost Increase)

This paragraphs explains in detail reason #2. Include efforts to mitigate, options that were considered and reason(s) it was not successful.

RISK ANALYSIS

This section summarizes potential risks identified in the current phase Risk Register (example: PS&E phase Risk Register) that are related to the reason(s) for the cost increase.

EXPECTED IMPACTS

This section summarizes identified potential risks during the Construction phase that may impact the Construction Capital and/or Construction Support.

If Applicable: “Construction Capital and Support Cost will be updated at the completion of contract documents for funds allocation and are expected to be higher due to this REASON(S).”

CONSEQUENCES

If this request for an additional $ X,XXX,XXX (Supplemental Funds Request Amount) in Support Cost to complete the PHASE phase is not approved, this PROGRAM PROGRAM CATEGORY project will be re-programmed and construction will be delayed

REQUIRED SIGNATURES

Signatures are required only for internal distribution to the HQ Supplemental Executive Committee. This section will be removed after the HQ Supplemental Executive Committee review meeting. The final Book Item cover page will be signed by the District Director and the Chief Financial Officer.

Name (Print) / Signature / Title / Date
XXXXXXXXXXXXX / Project Manager / XX/XX/XX
XXXXXXXXXXXXX / SFP or District Director / XX/XX/XX

“Provide a safe, sustainable, integrated and efficient transportation system

to enhance California’s economy and livability”