HomeMy WebLinkAboutORANGE COUNTY TRANSPORTATION AUTHORITY (OCTA) (12) - 20121
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A -2012 -252
COOPERATIVE AGREEMENT NO. C -2 -1906
BETWEEN
ORANGE COUNTY TRANSPORTATION AUTHORITY
AND
CITY OF SANTA ANA
FOR
THE BICYCLE CORRIDOR IMPROVEMENT PROGRAM PROJECT
CHESTNUT AVENUE CLASS II BIKEWAY
THIS COOPERATIVE AGREEMENT is effective this 1001 day of
aar 2014, by and between the Orange County Transportation Authority, 550
South Main Street, P.O. Box 14184, Orange, California 92863 -1584, a public corporation of the
State of California (hereinafter referred to as "AUTHORITY "), and City of Santa Ana, 20 Civic Center
Plaza, Santa Ana, California 92701, a municipal corporation duly organized and existing under the
constitution and laws of the State of California (hereinafter referred to as "CITY ").
RECITALS:
WHEREAS, AUTHORITY and CITY desire to enter into a Cooperative Agreement to define
the roles and responsibilities related to funding between AUTHORITY and CITY for engineering,
right -of -way acquisition, and construction of Chestnut Avenue Class II Bikeway project as defined in
the scope of work provided in the Bicycle Corridor Improvement Program 2012 Call for Projects,
herein incorporated by reference; (hereinafter referred to as "PROJECT'); and
WHEREAS, the Bicycle Corridor Improvement Program is funded with Congestion Mitigation
and Air Quality (hereinafter referred to as "CMAQ ") funds; and
WHEREAS, the CMAQ program is authorized under Moving Ahead for Progress in the 21st
Century (MAP -21) Federal Transportation Act; and
WHEREAS, CITY is an eligible sub - recipient of Federal funding under the CMAQ program,
and PROJECT is eligible for CMAQ funding contingent on California Department of Transportation
Page 1 of 11
A -2012 -252
m ul y
t!
COOPERATIVE AGREEMENT NO. C -2 -1906
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BETWEEN
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ORANGE COUNTY TRANSPORTATION AUTHORITY
AND
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CITY OF SANTA ANA
s
FOR
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THE BICYCLE CORRIDOR IMPROVEMENT PROGRAM PROJECT
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CHESTNUT AVENUE CLASS II BIKEWAY
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THIS COOPERATIVE AGREEMENT is effective this day of
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2014, by and between the Orange County Transportation Authority, 550
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South Main Street, P.O. Box 14184, Orange, California 92863 -1584, a public corporation of the
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State of California (hereinafter referred to as "AUTHORITY "), and City of Santa Ana, 20 Civic Center
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Plaza, Santa Ana, California 92701, a municipal corporation duly organized and existing under the
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constitution and laws of the State of California (hereinafter referred to as "CITY ").
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RECITALS:
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WHEREAS, AUTHORITY and CITY desire to enter into a Cooperative Agreement to define
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the roles and responsibilities related to funding between AUTHORITY and CITY for engineering,
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right -of -way acquisition, and construction of Chestnut Avenue Class 11 Bikeway project as defined in
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the scope of work provided in the Bicycle Corridor Improvement Program 2012 Call for Projects,
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herein incorporated by reference; (hereinafter referred to as "PROJECT'); and
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WHEREAS, the Bicycle Corridor Improvement Program is funded with Congestion Mitigation
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and Air Quality (hereinafter referred to as "CMAQ`) funds; and
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WHEREAS, the CMAQ program is authorized under Moving Ahead for Progress in the 218t
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Century (MAP -21) Federal Transportation Act; and
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WHEREAS, CITY is an eligible sub - recipient of Federal funding under the CMAQ program,
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and PROJECT is eligible for CMAQ funding contingent on California Department of Transportation
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COOPERATIVE AGREEMENT NO. C- 2.1906
(hereinafter referred to as "Caltrans ") and the Federal Highway Administration (hereinafter referred
to as FHWA) approval; and
WHEREAS, on August 13, 2012, AUTHORITY's Board of Directors, approved providing
funding of up to Fifty Thousand Three Hundred Five dollars ($50,305) in CMAQ funds to be matched
with Six Thousand Eight Hundred Sixty dollars ($8,660) in CITY funds for preliminary engineering
phase, and Three Hundred Twenty Six Thousand Nine Hundred Eighty Five dollars ($326,965) in
CMAQ funds to be matched with Forty Four Thousand Five Hundred Eighty Nine dollars ($44,5$9)
in CITY funds for construction phase; and
WHEREAS, CITY and AUTHORITY agree that the total full funding for PROJECT including
engineering, right -of -way acquisition, construction management and construction shall be Four
Hundred Twenty Eight Thousand Seven Hundred Thirty Nine dollars ($42 8,739) in accordance with
Exhibit A titled "Bicycle Corridor Improvement Program Funding Plan ", which is attached herein and
incorporated by reference; and
WHEREAS, AUTHORITY and CITY agree that CMAQ funding for PROJECT is contingent
upon funding being available through MAP -21 and PROJECT maintaining its eligibility for this
Z. .
WHEREAS, AUTHORITY and CITY agree that Caltrans and FHWA authorization is required
following AUTHORITY's amendment to the Federal Transportation Improvement Program
(hereinafter referred to as "FTIP "), and in order to proceed or commence each phase of PROJECT
for performance under this Cooperative Agreement; and
WHEREAS, AUTHORITY is responsible for programming the funds to specific projects
within Orange County; and Caltrans administers the CMAQ program on behalf of the FHWA and is
responsible for acquiring federal approvals for PROJECT on behalf of CITY, determining federal
eligibility, compliance with federal requirements, and reimbursement for project activities; and
WHEREAS, CITY agrees that AUTHORITY reserves the right to change the fund source
programmed to the PROJECT;
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COOPERATIVE AGREEMENT NO. C -2 -1908
WHEREAS, CITY agrees to act as lead agency for engineering, right -of -way acquisition,
construction management and construction of PROJECT; and
WHEREAS, this Cooperative Agreement defines the specific terms and conditions and
funding responsibilities between AUTHORITY and CITY (hereinafter referred to as "PARTIES ") for
completion of PROJECT; and
WHEREAS, AUTHORITY's Board of Directors approved the Cooperative Agreement on 13`"
day of August, 2012; and
WHEREAS, The City Manager approved the Cooperative Agreement pursuant to City
Council Resolution 2012.018, approved by the City Council on the 21'f day of May 2012.
follows:
NOW, THEREFORE, it is mutually understood and agreed by AUTHORITY and CITY as
ARTICLE 1. COMPLETE AGREEMENT
A. This Cooperative Agreement, including any attachments incorporated herein and
made applicable by reference, constitutes the complete and exclusive statement of the term(s) and
conditions(s) of this agreement between AUTHORITY and CITY and it supersedes all prior
representations, understandings, and communications. The invalidity in whole or in part of any term
or condition of this Cooperative Agreement shall not affect the validity of other term(s) or
conditions(s) of this Cooperative Agreement. The above referenced Recitals are true and correct
and are incorporated by reference herein.
B. AUTHORITY'S failure to insist on any instance(s) of CITY's performance of any
term(s) or condition(s) of this Cooperative Agreement shall not be construed as a waiver or
relinquishment of AUTHORITY's right to such performance or to future performance of such term(s)
or condition(s), and CITY's obligation in respect thereto shall continue in full force and effect.
Changes to any portion of this Cooperative Agreement shall not be binding upon AUTHORITY
except when specifically confirmed in writing by an authorized representative of AUTHORITY byway
Page 3 of 11
COOPERATIVE AGREEMENT NO. C -2 -1806
i of a written amendment to this Cooperative Agreement and issued in accordance with the provisions
2 of this Cooperative Agreement.
3 C. CITY's failure to insist on any instance(s) of AUTHORITY's performance of any
a term(s) or conditions) of this Cooperative Agreement shall not be construed as a waiver or
s relinquishment of CITY's right to such performance or to future performance of such term(s) or
G condition(s), and AUTHORITY's obligation in respect thereto shall continue in full force and effect.
7 Changes to any portion of this Cooperative Agreement shall not be binding upon CITY except when
s specifically confirmed in writing by an authorized representative of CITY by way of a written
9 amendment to this Cooperative Agreement and issued in accordance with the provisions of this
10 Cooperative Agreement.
ii ARTICLE 2. SCOPE OF AGREEMENT
12 This Cooperative Agreement specifies the terms and conditions, roles and responsibilities of
13 PARTIES as they pertain to the subjects and projects addressed herein. Both AUTHORITY and
14 CITY agree that each will cooperate and coordinate with the other in all activities covered by this
is Cooperative Agreement and any other supplemental agreements that may be required to facilitate
16 purposes thereof.
17 ARTICLE 3. RESPONSIBILITIES OF AUTHORITY
is AUTHORITY agrees to the following responsibilities for PROJECT:
19 A. AUTHORITY shall formally request on behalf of CITY that the Southern California
20 Association of Governments (hereinafter referred to as "SCAG ") amend the FTIP to program up to
21 the amount in accordance with the funding plan outlined in Exhibit A, whereby AUTHORITY's
22 performance under this Cooperative Agreement is contingent upon SCAG, Caltrans and FHWA
23 approval.
24 B. AUTHORITY shall provide assistance to CITY in securing the CMAQ funds.
25 C. AUTHORITY shall not be obligated to program any amount beyond what has been
26 identified in this Agreement and what is ultimately approved for the project by Caltrans and FHWA.
Page 4 of 11
COOPERATIVE AGREEMENT NO. C -2 -1806
i D. AUTHORITY shall process any required FTIP amendments.
2 E. AUTHORITY shall review and approve CITY's request for obligation of CMAQ funds
a prior to submittal to Caltrans District 12.
4 F. AUTHORITY may cancel projects for which CITY has not submitted request for
s authorization to proceed (hereinafter referred to as "E -76 Request") by or has not advanced
G PROJECT to ready -to -list stage as determined by Caltrans guidelines February 1 of the fiscal year
7 identified in Exhibit A as required in Article 4, paragraph E.
s ARTICLE 4. RESPONSIBILITIES OF CITY
9 CITY agrees to the following responsibilities for PROJECT:
10 A. CITY will act as the lead agency for the engineering, right -of -way, construction and
it construction management of PROJECT.
12 B. CITY will comply with all local, state, and federal project delivery requirements
13 including but not limited to Disadvantaged Business Enterprise, American with Disabilities Act, and
14 Buy America provisions.
is C. CITY will submit National Environmental Policy Act (NEPA) and the California
16 Environmental Quality Act (CEQA) environmental documentation to Caltrans for approval by
17 November 1 of the programming fiscal year as provided in the project schedule in Exhibit A.
is D. CITY is responsible for preparing and submitting to AUTHORITY an Engineer's
19 Estimate of PROJECT cost ninety (90) days prior to E -76 Request, and no later than November 1 of
20 the fiscal year identified in Exhibit A.
21 E. CITY is responsible for preparing and submitting all necessary Caltrans- required
22 documentation including E -76 Request. CITY agrees to submit an E -76 Request to Caltrans District
23 12 by February 1 of the fiscal year identified in Exhibit A.
24 F. CITY acknowledges that if the E -76 Request is not submitted to Caltrans with a copy
25 to OCTA by February 1, or CITY has not advanced PROJECT to ready -to -list stage as determined
26 through Caltrans guidelines by this date, the proposed funding shall be cancelled by AUTHORITY.
Page 5 of 11
COOPERATIVE AGREEMENT NO. C -2 -1906
I G. CITY shall provide 12% of the Preliminary Engineering Phase cost and Construction
2 costs in CITY funds as the required local match consistent with Exhibit A.
s H. CITY will invoice Caltrans at minimum once every six months.
4 I. CITY agrees that any cost overruns shall be the responsibility of CITY.
5 J, CITY will submit semi - annual status reports for PROJECT to AUTHORITY due on
6 January 15 for the prior six month period and due on July 15 for the prior six (6) month period
7 (EXHIBIT B titled "Quarterly /Semi - Annual Report Form ").
a K. CITY will submit a final report to AUTHORITY within six (6) months of Caltrans
9 payment of final progress invoice for PROJECT in accordance with Exhibit C titled "CMAQ Final
10 Project Report Form."
it L. CITY is responsible for completing PROJECT in accordance with the funding plan
12 (EXHIBIT A), and to abide by all CMAQ programming guidelines, and any and all other federal,
13 state, and Caltrans requirements.
14 ARTICLE 5. DELEGATED AUTHORITY
15 The actions required to be taken by CITY in the implementation of this Cooperative
16 Agreement are delegated to its Director of Public Works, or designee, and the actions required to be
17 taken by AUTHORITY in the implementation of this Cooperative Agreement are delegated to
is AUTHORITY's Chief Executive Officer, or designee.
19 ARTICLE 6. AUDIT AND INSPECTION
20 AUTHORITY and CITY shall maintain a complete set of records in accordance with generally
21 accepted accounting principles. Upon reasonable notice, CITY shall permit the authorized
22 representatives of AUTHORITY to inspect and audit all work, materials, payroll, books, accounts,
23 and other data and records of CITY for a period of four (4) years after final payment, or until any on-
24 going audit is completed. For purposes of audit, the date of completion of this Cooperative
25 Agreement shall be the date of AUTHORITY's payment of CITY's final billing (so noted on the
26 invoice) under this Cooperative Agreement. AUTHORITY shall have the right to reproduce any such
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books, records, and accounts. The above provision with respect to audits shall extend to and /or be
included in construction contracts with CITY's contractor.
ARTICLE 7. INDEMNIFICATION
A. CITY shall indemnify, defend and hold harmless AUTHORITY, its officers, directors,
employees and agents from and against any and all claims (including attorney's fees and reasonable
expenses for litigation or settlement) for any loss or damages, bodily injuries, including death,
worker's compensation subrogation claims, damage to or loss of use of property caused by the
negligent acts, omissions or willful misconduct by CITY, its officers, directors, employees or agents
in connection with or arising out of the performance of this Cooperative Agreement.
B. AUTHORITY shall indemnify, defend and hold harmless CITY, its officers, directors,
employees and agents from and against any and all claims (including attorney's fees and reasonable
expenses for litigation or settlement) for any loss or damages, bodily injuries, including death,
worker's compensation subrogation claims, damage to or loss of use of property caused by the
negligent acts, omissions or willful misconduct by AUTHORITY, its officers, directors, employees or
agents in connection with or arising out of the performance of this Cooperative Agreement,
C. The indemnification and defense obligations of this Cooperative Agreement shall
survive its expiration or termination.
ARTICLE 8. ADDITIONAL PROVISIONS
AUTHORITY and CITY agree to the following mutual responsibilities:
A. Term of Agreement: This Cooperative Agreement shall continue in full force and effect
through December 31, 2017 or until final acceptance by AUTHORITY, whichever is later. This
Cooperative Agreement may be extended at the mutual consent of both parties.
B. Termination: This Cooperative Agreement is null and void if project is not funded.
AUTHORITY shall cancel projects for which CITY has not submitted an E -76 Request by February 1
of the fiscal year for which funds are programmed and, or has not advanced PROJECT to ready
COOPERATIVE AGREEMENT NO, C -2 -1906
i stage as determined by AUTHORITY. This Cooperative Agreement may be terminated by either
2 party after giving thirty (30) days written notice.
3 C. This Cooperative Agreement may be amended in writing at any time by the mutual
a consent of both parties. No amendment shall have any force or effect unless executed in writing by
s both parties.
6 D. AUTHORITY and CITY shall comply with all applicable federal, state, and local laws,
7 statues, ordinances and regulations of any governmental authority having jurisdiction over
a PROJECT.
9 E. Legal Authority: AUTHORITY and CITY hereto consent that they are authorized to
io execute this Cooperative Agreement on behalf of said parties and that, by so executing this
ii agreement, the parties hereto are formally bound to the provisions of this Cooperative Agreement.
12 F. Severability: If any term, provision, covenant or condition of this Cooperative
13 Agreement is held to be invalid, void or otherwise unenforceable, to any extent, by any court of
za competent jurisdiction, the remainder of this Cooperative Agreement shall not be affected thereby,
is and each term, provision, covenant or condition of this Cooperative Agreement shall be valid and
16 enforceable to the fullest extent permitted by law.
17 G. Counterparts of Agreement: This Cooperative Agreement may be executed and
is delivered in any number of counterparts, each of which, when executed and delivered shall be
19 deemed an original and all of which together shall constitute the same agreement. Facsimile
20 signatures will be permitted.
21 H. Force Maieure: Either AUTHORITY and CITY shall be excused from performing its
22 obligations under this Cooperative Agreement during the time and to the extent that it is prevented from
23 performing by an unforeseeable cause beyond its control, including but not limited to; any incidence of
24 fire, flood; acts of God; commandeering of material, products, plants or facilities by the federal, state or
25 local government; national fuel shortage; or a material act or omission by the other party; when
26 satisfactory evidence of such cause is presented to the other party, and provided further that such
Page 8 of 11
1
COOPERATIVE AGREEMENT NO. C -2 -1906
1 nonperformance is unforeseeable, beyond the control and is not due to the fault or negligence of the
2 AUTHORITY and CITY not performing.
3 I. Assignment: Neither this Cooperative Agreement, nor any of the AUTHORITY and
A CITY rights, obligations, duties, or authority hereunder may be assigned in whole or in part by either
s AUTHORITY or CITY without the prior written consent of the other party in its sole and absolute
6 discretion. Any such attempt of assignment shall be deemed void and of no force and effect. Consent
7 to one assignment shall not be deemed consent to any subsequent assignment, nor the waiver of any
s right to consent to such subsequent assignment.
9 J. Obligations To Comply with Law: Nothing herein shall be deemed nor construed to
10 authorize or require any party to issue bonds, notes or other evidences of indebtedness under the
i1 terms, in amounts, or for purposes other than as authorized by local, state or federal law.
12 K. Governing Law: The laws of the State of California and applicable local and federal
13 laws, regulations and guidelines shall govern this Cooperative Agreement,
14 L. Litigation fees: Should litigation arise out of this Cooperative Agreement for the
is performance thereof, the court shall award costs and expenses, including attorney's fees, to the
16 prevailing party.
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Page 9 of 11
C�Z•Zs7 »Js�iPl�Tc77�i §1 i i • � r .
M. Notices: Any notices, requests, or demands made between the parties pursuant to this
Cooperative Agreement are to be directed as follows:
To CITY:
To AUTHORITY:
City of Santa Ana
Orange County Transportation Authority
20 Civic Center Plaza
550 South Main Street
Santa Ana, California 92701
P. O. Box 14184
Orange, CA 92863 -1584
Attention: Zdenek Kekula
Attention: Ms. Marjorie Morris Threats
714 - 647 -5606
Senior Contract Administrator
Email:
714 - 560 -5633
ZKekulala.santa- ana.org
Email: mthreats(o)octa.net
Cc: Louis Zhao
Transportation Funding Analyst
N. Successors and Assigns: The provisions of this Cooperative Agreement shall bind and
inure to the benefit of each of the PARTIES hereto, and all successors or assigns of PARTIES hereto.
O. Time is of the Essence: Time is of the essence for the work identified in Exhibit A. All
work must be completed no later than forty -two (42) months after the E -76 request approval date.
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COOPERATi„E AGREEMENT NO. C -2 -1906
This Agreement shall be effective upon execution by both parties.
IN WITNESS WHEREOF, the parties hereto have caused this Cooperative Agreement
No. C -2 -1906 to be executed on the date first above written.
CITY OF SANTA ANA
By: V /�,' Z
David Cavazos
City Manager
ATTEST:
By: C -M i
Maria D. Huizar
City Clerk
APPROVED AS TO FORM:
ORANGE CO
By; 1/
Darrell Joh on
Chief Executive Officer
PORTATION AUTHORITY
APPROVED AS TO FORM:
By: Lo�L &��
Kennard R. Smart, Jr.
General Counsel
APPROVAL RECO
By: A,etAC) >, � -Odl"' By:
onia R. Carvalho — Kia Mortaz vi
City Attorney Executive Director, Planning
Dated: , Dated:
Page 11 of 11
BLIP FUNDING PLAN
BICYCLE CORRIDOR IMPROVEMENT PROGRAM
CALL FOR PROJECTS
CHESTNUT AVENUE CLASS II BIKEWAY
Schedule
Completlon
Date
Final Environmental Document
5/21/2012
Be in Design Engineering
3/1/2013
Plans, Specifications ' and Cost Estimates complete
9/1/2013
Start Right-of-Way Acquisition
N/A
Right-of-Way Certification
N/A
Authorization to Proceed for Construction submittal
10/112013
Authorization to Proceed for Construction
12/1/2013
Award Construction
2/1!2014
Project Completion (open for use
10/1/2014
Preliminary Engineering and Construction funding authorized through this agreement:
Funding
BCIP CMAQ: $377,290 Local Match: $51,449
Preliminary Enaineerina
Fund Source
Fiscal Year
Original Planned
Allocation
Proportion
Congestion Mitigation
and Air Quality'
2012 -2013
$50,305
880/0
Cif of Santa Ana
2012 -2013
$6,860
12%
and Air Quality'
TOTAL
$57,165
100 °l0
R i n ht- of -Wav
Fund Source
Fiscal Year
Original Planned
Allocation
Proportion
N/A
N/A
N/A
N/A
TOTAL
N/A
N/A
Fund Source
Fiscal Year
Original Planned
Proportion
Allocation Range
Congestion Mitigation
2013 -2014
$326,985
880/1 ._......
and Air Quality'
_
Santa Ana
2013 -2014
$44,589
12%
-Cityof
TOTAL
$371,574
100%
1. if needed, CMAQ and local match amounta will be reduced proportionally.
Project Manager Name (Print):
Signature:
Date:
QUARTERLY /SEMI ANNUAL REPORT FORM
Project Title
Agency: Date:
Schedule
EXHIBIT B
Original
Current
Completion
Completion
Date
Date
Draft Environmental Document
Fiscal
Year
Planned
Obligation
Final Environmental Document
Actual
Expended
Remaining
Allocation
Begin Design Engineering
Plans, Specifications, and Cost Estimates complete
Start Right-of-Way Acquisition
Right-of-Way Certification
Submit Request for Authorization for Const E -76)
Ready to Advertise
Award Construction
Project Completion open for use
Funding Table:
Preliminary Engineering ($000's)
Fund Source
Fiscal
Year
Planned
Obligation
Current
Estimates
Actual
Expended
Remaining
Allocation
Right- of -Wav ($000's)
Fund Source
Fiscal
Year
Planned
Obligation
Current
Estimates
Actual
Expended
Remaining
Allocation
Construction ($000's)
Fund Source
Fiscal
Year
Planned
Obligation
Revised
Allocation
Actual
Expended
Remaining
Allocation
EXHIBIT B
Major Activities:
Status:
Issues:
Name/Title:
Phone: Email:
EXHIBIT C
EXHIBIT C: FINAL PROJECT REPORT FORM
OCTA
Date
Instructions
The responsible agency should fill out the following: 1) Final Project Form, 2) Final Cost, 3) Certificate of
Completion. Page 4, the OCTA Staff Verification will be filled out by OCTA staff. In addition, the agency must
attach before (if available) and after photographs of the project site and the address or location of the site under
the Location and Scope of work section.
Location and Scope of Work
Verification of Match
(Actual Expenditures)
Lpcal Match�xY '.'
Project Schedule
Phase. N,,, ,
.- Pro &96 tl
Actual
Draft Environmental Document
- Other
Final Environmental Document
T' ER �
(ENTER
(IVTER1
OCTA
,(EN
Right-of-Way Certification
Phase iSOURCE)_SOU,_
rSOURCE)t
,:CMAia s`Funding
Total
Engineering
$ -
$ -
$ -
$ -
$ -
$
Right-of-Way
$ -
$ -
$ -
$ -
$ -
$
Construction
$ -
$ -
$ -
$ -
$ -
$
Total
$ -
$ -
$ -$
-
$ -
$
Project Schedule
Phase. N,,, ,
.- Pro &96 tl
Actual
Draft Environmental Document
Final Environmental Document
Begin Design Engineering
Plans, Specifications, and Cost Estimates complete
Start Right-of-Way Acquisition
Right-of-Way Certification
Read to Advertise
Award Constru ction
Project Completion (open for use
Page 1
m
OCTA
BCIP: Final Cost
Page 2
m
OCTA
OCTA STAFF USE ONLY
BCIP: OCTA Staff Verification
Orange County Transportation Authority staff has inspected the project site and
certifies that the project is complete and ready for use.
Proiect Title
Name
Title
Signature Date
Page 4