Project Final Report Instructions - California … – Project Completion Final Report Instructions January 23, 2017 2 | Page PROJECT FINAL REPORT INSTRUCTIONS & GUIDANCE General Instructions

ATP – Project Completion Final Report Instructions January 23, 2017

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Project Completion FINAL REPORT Instructions

for the

ACTIVE TRANSPORTATION PROGRAM (ATP)

As a condition of an ATP project allocation, the California Transportation

Commission (Commission) requires the implementing agency to submit semi‐

annual reports to Caltrans on the activities and progress made toward

implementation of the project and a final delivery report. An agency

implementing a project in the Metropolitan Planning Organization (MPO)

selected portion of the program must submit copies of semi‐annual reports and

final delivery report to the MPO. The purpose of the reports is to ensure

projects are executed in a timely fashion and is within the scope and budget

identified when the decision was made to fund the project.

Please note that the required final delivery report is in addition to the also

required Final Report of Expenditures.

This document is a step‐by‐step instructional guide for the preparation of ATP

semi‐annual project progress reports for all cycles. Failure to follow these

instructions may result in re‐submittal requirements and late reporting.


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PROJECT FINAL REPORT INSTRUCTIONS & GUIDANCE

General Instructions

General Project Information

Project Scope

Project Costs

Project Schedule

CORPs Usage

Project Counts

Infrastructure Project Deliverables

Non‐Infrastructure Project Deliverables

Plan Project Deliverables

General Instructions

Implementing Agencies must provide the information

requested in the project final report to the appropriate Caltrans

District Local Assistance Engineer (DLAE) to be included in a

final program delivery report to the Commission.

If you have any questions on how to complete the project final

report, please contact your DLAE.

A list of the DLAEs is available at

http://www.dot.ca.gov/hq/LocalPrograms/dlae.htm.

*Indicates applicable to federal funds only.


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General Project Information (this information will auto‐populate each page header).

Date: Using the calendar drop‐down list, select the date you are completing the report.

Project Type: Select project type from the drop down menu.

District: Using the drop‐down list, select the district your project is located in.

Implementing Agency: Using the drop‐down list, select the project’s Implementing Agency.

Project ATP ID: Using the drop‐down list, select the Unique Project ATP ID. If you do not know

your ID, they are listed here:

Cycle: Using the drop‐down list, select the cycle your project was awarded.

PPNO: Enter the project’s Project Programming Number (PPNO).

Project Title: Enter the title of the project exactly how it is listed on the Commission’s adopted

ATP award list.

Project Funding Type: Check whether your project is state only funded, federally funded or a

combination of state and federally funded.

Approved Application Project Description: Enter the description of the project as shown in the

approved application or as agreed to at the time the project was selected for programming by

the CTC.

Project Scope Approved Application Project Scope: Enter the scope of the project as shown in the approved

application or agreed to at the time the project was selected for programming by the CTC.

Have there been any changes to the approved application scope?: Select Yes or No from the

drop‐down menu.

If yes, provide Scope Change Approval Date: If you selected ‘Yes’ there has been changes to

the approved application scope, enter the date that Caltrans or the CTC approved the scope

change.

If yes, describe all approved scope changes: If you selected ‘Yes’ there has been change to the

approved application scope, enteral scope changes.

Attach Before / Pre‐condition Photos. Select the Attach button and attach before photos that

indicates location, directional view and street name(s).

Attach After / Post‐condition Photos. Select the Attach button and attach after photos that

indicates location, directional view and street name(s).


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Project Costs (enter amounts in 1,000s)

Estimated Costs

Total Phase Cost: Enter the total phase cost per component. This amount includes ATP

funds, leveraging funds and/or matching funds as shown in the approved application.

Programmed ATP Funding: Enter the total programmed amount in ATP funds by

component as shown in the original application, agreed to at the time the project was

selected for programming by the CTC or approved through a technical adjustment.

% ATP Funding: These amounts will auto‐populate based on the total phase costs and

programmed ATP funding amounts entered.

Actual Costs

Total Phase Cost: Enter the actual total phase cost per component, whether approved

in the application or not. This amount includes ATP funds, leveraging funds and/or

matching funds.

Expended ATP Funds: Enter the amount of expended funds eligible for ATP fund

reimbursement per component.

% ATP Funding: These amounts will auto‐populate based on the estimated total phase

costs and expended ATP funding amounts entered.

Project Savings:

Net Change in Project Costs: These amounts will auto‐populate based on the users entries for

Project Costs.

Net Change in Change in ATP Funds: These amounts will auto‐populate based on the users

entries for Project Costs.

Net Change in %: These amounts will auto‐populate based on the users entries for Project

Costs.

Include any Project Costs Comments: Provide reasons for any and all cost differences between

those shown in the approved application or as agreed to at the time the project was selected

for programming by the CTC.


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Project Schedule Proposed Date of Completion: Using the calendar drop‐down list, select the date of completion

per each applicable milestone as shown in the original application or as agreed to at the time

the project was selected for programming by the CTC.

NOTE: NEPA and CEQA dates are required for federally funded projects and projects, including

projects both federally and state funded. State only funded projects do not require NEPA dates.

Actual Date of Completion: Using the calendar drop‐down menu, select the actual date of

completion per milestone.

Total ATP Expenditures: Enter the total amount of eligible ATP reimbursable expenditures.

Timely Use of Funds (Leave non‐applicable fields blank)

Anticipated Allocation Date per Application: Using the calendar drop‐down menu, select the

anticipated allocation date per component as shown in the approved application, as agreed to

at the time the project was selected for programming by the CTC, or as approved through a

technical adjustment.

Allocation Deadline: Using the calendar drop‐down list, select the June 30th date of the FY the

anticipated allocation falls within.

Actual Allocation Date: Using the calendar drop‐down list, select the actual allocation date.

Expenditure Deadline: Using the calendar drop‐down list, select the expenditure deadline date

per component based on the approved application or approved time extension. Do not include

any requested/pending time extension dates.

PA&ED, PS&E and R/W: Deadlines are the remainder of the allocation year plus 2 FYs.

CON and CON‐NI: Deadline is 3 years from award date. The award date should be within

6 months after allocation, unless the project received a time extension.

Actual Expenditure Completion Date: Using the calendar drop‐down list, select the actual date

of expenditure completion.

Contract Award Deadline: Using the calendar drop‐down list, select the contract award

deadline based as shown in the approved application, as agreed to at the time the project was

selected for programming, or as approved via a time extension.

Actual Contract Award Date: Using the calendar drop‐down list, select the actual contract

award date whether after or before the approved application date.

Project Completion Deadline: Using the calendar drop‐down list, select the project completion

deadline as shown in the approved application, as agreed to at the time the project was

selected for programming by the CTC, or approved via a time extension.


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Actual Project Completion Deadline: Using the calendar drop‐down list, select the actual

project completion date whether after or before the approved application deadline, as agreed

to at the time the project was selected for programming by the CTC, or approved via a time

extension.

Include any Schedule Comments: Describe reasons why there are differences in dates between

actual allocations versus approved dates. For example, a time extension and how many months

the extension was for.

CORPs Usage NOTE: Corps’ information in this section must match all that apply to the approved application.

Applicant coordinated with corps: Check each corps the applicant coordinated with prior to

submitting the application.

Check each corps that elected to participate: Check any corps that was coordinated with that

elected to participate, must match all that apply to the approved application.

Check each corps that elected not to participate: Check each corps that was coordinated with

that elected not to participate, must match all that apply to the approved application.

Check each corps that participated in the project: Check each corps that participated in the

project.

Describe work the corps elected to participate in: Describe work the corps elected to

participate in, must match the approved application.

If corps participated in alternative work to what they elected to participate in: Describe work

the corps actually participated.

If a corps elected to participate and did not participate: If a corps elected to participate and

did not provide a reason why.


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Project Counts

Before Counts

Application Count: Enter the projects Bicycle and/or Pedestrian Before Counts at the

time of the application.

Prior to CON Count: Enter the projects Bicycle and/or Pedestrian Before Counts within

one year prior to CON award.

*If prior to CON counts were not done choose one of the below options:

1. Application counts ‐ if actual counts at the actual project location(s) were

included, and the methodology was used to obtain counts.

2. Include counts as of report date.

Begin Date: Enter the begin date for each count type.

End Date: Enter the end date for each count type.

*If the counts were taken on one day only, include the same day for begin and end date.

Describe the methodology used for each before count type: Describe the methodology used

for each count type.

After Counts

Projected Counts: Enter the projected counts (projected at the time of the application)

as a result of project completion at the completion.

Actual Counts: Enter the actual counts 1 year after project completion.

Begin Date: Enter the date when each count type was initiated.

End Date: Enter the date when each county type concluded.

NOTE: If counts were taken on only one date, enter that date as the begin and end date.

Describe the methodology used for each count type: Describe the methodology used for each

count type.

SRTS Projects Only

Original % of Students that Walk & Bike to School: Enter the percentage of students that walk

and bike to school at the time of the application.

Increase in % of Students that Walk & Bike to School: Enter the projected percentage of

students that will walk and bike to school after the project is complete.

Actual Increase in % of Students that Walk & Bike to School: Enter the actual increase in

percentage of students that walk and bike to school one year after project completion.


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Infrastructure Deliverables (Report will be denied if not completed).

Cycles 1 & 2 Infrastructure deliverables were not required in the application.

However, to the best of your ability fill in any applicable deliverables for the project.

Cycle 3 Part 4: Project Details of the application required quantification of improvements proposed by

the application that benefit both bicyclists and pedestrians.

Enter all actual quantification of improvements that benefit both bicyclists and pedestrians. Do

not double‐count the improvements (i.e. new RRFB/Signal should only show as a pedestrian or

bicycle improvement.

Non‐Infrastructure Project Deliverables NOTE: For cycle 1 projects, NI deliverables included in this section of the project progress

reports were not required in the application. These projects are still required to identify

deliverables approved by Caltrans prior to CON allocation. If this process has not occurred yet,

it is required as part of the first project progress report.

Fill in all applicable NI deliverables for the project. Reports for NI or I/NI projects will not be

accepted without this information.

Answer the following using the project’s Exhibit 22‐R approved by Caltrans:

Work Plan Task: Enter each work plan task name from attachment Exhibit 22‐R in the approved

application.

Activity #: Enter the activity number for each work plan task from attachment Exhibit 22‐R in

the approved application or as agreed to at the time the project was selected for programming

by CTC.

Deliverable: Enter deliverables from attachment Exhibit 22‐R in the approved application or as

agreed to at the time the project was selected for programming by CTC.

Start and End Date: Using the calendar drop‐down list, select the start and end date from

attachment Exhibit 22‐R in the approved application or as agreed to at the time the project was

selected for programming by CTC.


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Estimated % Complete: Based on current progress for each task, enter the percentage of

estimated completeness of each task.

Task/Activity Accomplished to Date: Check the checkbox for any tasks that were completed to

date.

Number of Schools the Project Benefits: Enter how many schools this project benefits.

Plan Project Deliverables Attach a resolution showing adoption of the plan by the city, county or district.

Attach of copy of the plan.

Documents

Project Final Report Instructions - California … – Project Completion Final Report Instructions January 23, 2017 2 | Page PROJECT FINAL REPORT INSTRUCTIONS & GUIDANCE General Instructions