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Home My WebLink AboutContracts & Agreements_61-2015_CCv0001.pdf PROGRAM SUPPLEMENT NO. N013 Adv Project ID Date: February 23, 2015 to 0814000240 Location: 08-SBD-0-RDL ADMINISTERING AGENCY-STATE AGREEMENT Project Number: HSIPL-5083(017) FOR FEDERAL-AID PROJECTS NO 08-5083R E.A. Number: Locode: 5083 This Program Supplement hereby adopts and incorporates the Administering Agency-State Agreement for Federal Aid which was entered into between the Administering Agency and the State on 06/29/09 and is subject to all the terms and conditions thereof. This Program Supplement is executed in accordance with Article I of the aforementioned Master Agreement under authority of Resolution No. 6934 approved by the Administering Agency on April 20,2010 (See copy attached). The Administering Agency further stipulates that as a condition to the payment by the State of any funds derived from sources noted below obligated to this PROJECT, the Administering Agency accepts and will comply with the special covenants or remarks set forth on the following pages. PROJECT LOCATION: Citrus Avenue from University Street to Wabash Avenue TYPE OF WORK: Class II bike lanes LENGTH: 1.6(MILES) Estimated Cost Federal Funds Matching Fund_ s MS3E $25,600.00 LOCAL OTHER $28,500.00 $2,900.00 $0.00 CITY OF REDLANDS STATE OF CALIFORNIA Department of Transportation BY -- - - - ----- By Chief, Office of Project Implementation Title - YQ� _ Division of Local Assistance Date Date-�5 - -- - _ Date - - Attest I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance: n 2�} �l 5 Accounting Officer__--_ L ,� , ;-z--1, - Date $25,600.00 - - - - - - - Chapter Statutes Item Year Program BC Category Fund Source AMOUNT Program Supplement 08-5083R-N013- ISTEA Page 1 of 3 STATE OF CALIFORNIA.DEPARTMENT OF TRANSPORTATION PROGRAM SUPPLMENT AND CERTIFICATION FORM PSCF(REV.01/2010) Page_S—of_1_ TO: STATE CONTROLLER'S OFFICE DATE PREPARED: PROJECT NUMBER: Claims Audits 2/2312015 0814000240 3301 "C"Street, Rm 404 REQUISITION NUMBER I CONTRACT NUMBER: Sacramento,CA 95816 RQS-2660-081500000374-1 FROM: Department of Transportation SUBJECT: Encumbrance Document VENDOR! LOCALAGENCY: City of Redlands $25,600.00 PROCUREMENT TYPE: Local Assistance CHAPTER STATUTES ITEM YEAR PECIPECT TASKISUBTASK AMOUNT 25 2014 2660-102-890 2014-2015 20.30.010.550 2620/0420 $25,600.00 TOTAL CONTRACT AMOUNT $25,600.00 ADA Notice For individuals with sensory disabilities,this document is available in alternate formats.For information,call(915)654.6410 of TDD(916)-3880 or write Records and Forms Management,1120 N.Street,MS-89.Sacramento,CA 95814. 08-SBD-0-RDL 02/23/2015 HS1PL-5083(017) SPECIAL COVENANTS OR REMARKS 1. A. The ADMINISTERING AGENCY will advertise, award and administer this project in accordance with the current published Local Assistance Procedures Manual. B. ADMINISTERING AGENCY agrees that it will only proceed with work authorized for specific phase(s) with an "Authorization to Proceed" and will not proceed with future phase(s) of this project prior to receiving an "Authorization to Proceed" from the STATE for that phase(s) unless no further State or Federal funds are needed for those future phase(s). C. Award information shall be submitted by the ADMINISTERING AGENCY to the District Local Assistance Engineer within 60 days of project contract award and prior to the submittal of the ADMINISTERING AGENCY'S first invoice for the construction contract. Failure to do so will cause a delay in the State processing invoices for the construction phase. Attention is directed to Section 15.7 "Award Package" of the Local Assistance Procedures Manual. D. ADMINISTERING AGENCY agrees, as a minimum, to submit invoices at least once every six months commencing after the funds are encumbered for each phase by the execution of this Project Program Supplement Agreement, or by STATE's approval of an applicable Finance Letter. STATE reserves the right to suspend future authorizations/obligations for Federal aid projects, or encumbrances for State funded projects, as well as to suspend invoice payments for any on-going or future project by ADMINISTERING AGENCY if PROJECT costs have not been invoiced by ADMINISTERING AGENCY for a six-month period. If no costs have been invoiced for a six-month period, ADMINISTERING AGENCY agrees to submit for each phase a written explanation of the absence of PROJECT activity along with target billing date and target billing amount. ADMINISTERING AGENCY agrees to submit the final report documents that collectively constitute a "Report of Expenditures" within one hundred eighty (180) days of PROJECT completion. Failure of ADMINISTERING AGENCY to submit a "Final Report of Expenditures" within 180 days of PROJECT completion will result in STATE imposing sanctions upon ADMINISTERING AGENCY in accordance with the current Local Assistance Procedures Manual. E. Administering Agency shall not discriminate on the basis of race, religion, age, disability, color, national origin, or sex in the award and performance of any Federal- assisted contract or in the administration of its DBE Program Implementation Agreement. The Administering Agency shall take all necessary and reasonable steps under 49 CFR Part 26 to ensure nondiscrimination in the award and administration of Federal-assisted contracts. The Administering Agency's DBE Implementation Agreement is incorporated by reference in this Agreement. Implementation of the DBE Implementation Agreement, including but not limited to timely reporting of DBE commitments and utilization, is a legal Program Supplement 08-5083R-N013-ISTEA Page 2 of 3 08-SBD-0-RDL 02123/2015 HSiPL-5083(017) SPECIAL COVENANTS OR REMARKS obligation and failure to carry out its terms shall be treated as a violation of this Agreement. Upon notification to the Administering Agency of its failure to carry out its DBE Implementation Agreement, the State may impose sanctions as provided for under 49 CFR Part 26 and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1986 (31 U.S.C. 3801 et seq.). F. Any State and Federal funds that may have been encumbered for this project are available for disbursement for limited periods of time. For each fund encumbrance the limited period is from the start of the fiscal year that the specific fund was appropriated within the State Budget Act to the applicable fund Reversion Date shown on the State approved project finance letter. Per Government Code Section 16304, all project funds not liquidated within these periods will revert unless an executed Cooperative Work Agreement extending these dates is requested by the ADMINISTERING AGENCY and approved by the California Department of Finance. ADMINISTERING AGENCY should ensure that invoices are submitted to the District Local Assistance Engineer at least 75 days prior to the applicable fund Reversion Date to avoid the lapse of applicable funds. Pursuant to a directive from the State Controller's Office and the Department of Finance; in order for payment to be made, the last date the District Local Assistance Engineer can forward an invoice for payment to the Department's Local Programs Accounting Office for reimbursable work for funds that are going to revert at the end of a particular fiscal year is May 15th of the particular fiscal year. Notwithstanding the unliquidated sums of project specific State and Federal funding remaining and available to fund project work, any invoice for reimbursement involving applicable funds that is not received by the Department's Local Programs Accounting Office at least 45 days prior to the applicable fixed fund Reversion Date will not be paid. These unexpended funds will be irrevocably reverted by the Department's Division of Accounting on the applicable fund Reversion Date. G. As a condition for receiving federal-aid highway funds for the PROJECT, the Administering Agency certifies that NO members of the elected board, council, or other key decision makers are on the Federal Government Exclusion List. Exclusions can be found at www.sam.gov. 2. In the event that right of way acquisition for or construction of this project of the initial federal authorization for preliminary engineering is not started by the close of the tenth fiscal year following the fiscal year in which the project is authorized, the ADMINISTERING AGENCY shall repay the Federal Highway Administration through Caltrans the sum of Federal funds paid under the terms of this agreement. Program Supplement 08-5083R-N013-ISTEA Page 3 of 3