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Home My WebLink AboutContracts & Agreements_10-2014_CCv0001.pdf PROGRAM SUPPLEMENT NO. M32 Adv Project ID Date: November 26, 2013 to 0813000078 Location: 08-SBD-0-RDL ADMINISTERING AGENCY-STATE AGREEMENT Project Number: SLPPCL13-5083(015 FOR STATE FUNDED PROJECTS NO 002955 E.A. Number: Locode: 5083 This Program Supplement, effectivehereby adopts and incorporates into the Administering Agency-State Agreement No. 002955 for State Funded Projects which was entered into between the ADMINISTERING AGENCY and the STATE with an effective date of L 16 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. (See by the ADMINISTERING AGENCY on j rr: t (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 encumbered to this project,Administering Agency accepts and will comply with the Special Covenants and remarks set forth on the following pages. PROJECT LOCATION: Intersection of Redlands Boulevard and Alabama Street TYPE OF WORK: Add through-lanes and left-turn lanes Estimated Cost State Funds Matching Funds :PROP /B- $1,000,000.00 LOCAL OTHER $5,581,000.00 $4,581,000.00 $0.00 CITY OF REDLANDS STATE OF CALIFORNIA Departme t of Transportation y B - By � ` Chief, ?ffice of Proj ct Implementation Tit:e # "—. Division of Local Assistance 14 Date i Date Attest I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance: Accountinq Officer__ j °_ Date _ $1.000.000.00 Chapter Statutes Item Year Program BC Category Fund Source AMOUNT Program Supplement 00-2955-M32-SERIAL Page I of 4 STATE OF CALIFORNIA.DEPARTMENT OF TRANSPORTATION PROGRAM SUPPLMENT AND CERTIFICATION FORM PSCF(REV.0112010) Pagel of I TO: STATE CONTROLLER'S OFFICE DATE PREPARED- PROJECT NUMBER: Claims Audits 1212/2013 1813000078 3301 "C"Street,Rm 404 REQUISITION NUMBER CONTRACT NUMBER: Sacramento,CA 96816 ROS 081400000297 FROM: Department of Transportation SUBJECT: Encumbrance Document VENDOR/ LOCAL AGENCY: CITY OF REDLANDS CONTRACT AMOUNT: $ 1,000,000.00 PROCUREMENT TYPE: Local Assistance CHAPTER STATUTES ITEM YEAR PEC/PECT COE/Category AMOUNT 21 2012 2660-104-6060 12/13 2030210200 262010420 $ 1,000,000.00 For individuals with sensory disabilities.this document is available in alternate formats.For information,call(915)654-6410 of TDD(916)-3880 or write ADA Notit Records and Forms Management,1120 N.Street,MS-89,Sacramento,CA 95814. 06-SBD-O-RDL 11/26/2013 SLOPCI-13.-5083(015) SPECIAL COVENANTS OR REMARKS 1. This PROJECT is programmed to receive State Proposition 1 B Bond funds from the State and Local Partnership Program (SLPP). This PROJECT will be administered in accordance with the California Transportation Commission (CTC) approved/adopted SLPP Guidelines, and this Program Supplement Agreement. ADMINISTERING AGENCY agrees to use eligible local matching funds of the type identified in its project application/nomination, for the required dollar for dollar minimum local match to the SLPP funds. ADMINISTERING AGENCY agrees to submit invoices for PROJECT costs in accordance with the Local Assistance Procedures Manual (LAPM). To satisfy the accountability requirements of the Governor's Executive Order# S-02-07, ADMINISTERING AGENCY agrees to: 1) Submit certified Quarterly Progress Reports on the activities, expenditures and progress made towards implementation of the PROJECT. Changes to the scope and budget from the CTC approved project application/nomination shall also be identified in these reports. The certified Quarterly Progress Reports shall be submitted to the Division of Local Assistance - Office of Project Delivery & Accountability via the Local Assistance Online Data Input System (LA-ODIS) 2) Submit a certified Final Delivery Report to the CTC, within six months of the PROJECT construction contract being accepted, on the scope of the completed PROJECT, its final costs as compared to the project budget in its project application/nomination, its duration as compared to the project schedule in its application/nomination and performance outcomes derived from the PROJECT as compared to those described in the project application/nomination. 2. ADMINISTERING AGENCY agrees to submit PROJECT specific award information, using Exhibit 23-A of the LAPD, to the STATE's District Local Assistance Engineer (DLAE) immediately after award of contract, and prior to first invoice submittal. Failure to do so will delay processing invoices for the construction contract. As a minimum, the award information should include the following information: project number, EA number, project description, date funds allocated by the CTC, date project was advertised, bid opening date, award date, award amount, and estimated completion date. 3. All obligations of STATE under the terms of this Agreement are subject to the appropriation of resources by the Legislature and the encumbrance of funds under this Agreement. Funding and reimbursement are available only upon the passage of the State Budget Act containing these STATE funds. 4. 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 Program Supplement 00-2955-M32-SERIAL Page 2 of 4 0gV-SBD-.0-RDL 11/2612013 SLPPCL13-5083(016) SPECIAL COVENANTS OR REMARKS 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 encumberances 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. 5. ADMINISTERING AGENCY agrees to comply with Office of Management and Budget (OMB) Circular A-87, Cost Principles for State and Local Governments, and 49 CFR, Part 18, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments. Notwithstanding the foregoing, ADMINISTERING AGENCY shall not be required to comply with 49 CFR, Part 18.36 (i), subsections (3), (4), (5), (6), (8), (9), (12) and (13). 6. 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. Program Supplement 00-2955-M32-SERIAL Page 3 of 4 0�V-Sl3l)-.0-RDL 11126/2013 SLOPCI-1 3-'5083(015) SPECIAL COVENANTS OR REMARKS These unexpended funds will be irrevocably reverted by the Department's Division of Accounting on the applicable fund Reversion Date. Program Supplement 00-2955-M32-SERIAL Page 4 of 4 DEPARTMENT OF TRANSPORTATION FINANCE LETTER Date: 02/18/2014 DIVISION OF ACCOUNTING Agency: 08-SBD-0-RDL LOCAL PROGRAM ACCOUNTING BRANCH Project No: SLPPCLI3-5083(015) EA No: Attention: City of Redlands FINANCE ITEMS PRO RATA OR TOTAL COST OF PART.COST STATE FUNDS LOCAL FUNDS OTHER FUNDS LUMP SUM WORK (PROP.1BSLPP)' Contract Items - Construction $5,581.000 00 $5,58t000 w $1,000,000 00 $4,581,000 00 $000 Totals: $5,581,000.00 $5,581,000.00- $1,000,000.00 $4,581,000.06- -- - $0.00 Fed. Partic: 100.00% This Finance Letter was created based on specific financial information provided by the responsible local agency.The following encumbrance history is prepared by Local Assistance Accounting Office and is provided here for local agency's information and action. Signature: i t For questions regarding finance letter,contact: Title: HQ Local Assistance Area Engineer Printed Name: Patrick Louie - Telephone No: (916)653-7349 Remarks: Prop. 1 B SLPP Competitive Program. Reimbursement ratio= 17.9%. ACCOUNTING INFORMATION _ SLPPCLI3-5083(015) Adv.Proj.ID Approp.Unit State Prog. Fed/State Encumbrance Amount Approp Year Expenditure Amount Encumbrance Balance Reversion Date 0813000078 13104 2030210200 $1,000,000.00 1213 $0.00 $1,000,000.00 06/30/18 Page 1 of 1 STATE OF CALIFORNIA-CALIFORNIA STATE TRANSPORTATION AGENCY EDMUND G.BROWN Jr.,Governor DEPARTMENT OF TRANSPORTATION Division of Local Assistance 1120 N STREET P.O. BOX 942874, MS#1 Sacramento, CA 94274-0001 TTY 711 (916)654-3883 Fax(916)654-2408 File: 08-SBD-0-RDL SLPPCL13-5083(015) February 19, 2014 Intersection of Redlands Boulevard and Alabama Street Mr. Fred Mousavipour Director of Municipal Utilities& Engineering Department City of Redlands P.O.Box 3005 Redlands, CA 92373 Attn: Ross Whitman Dear Mr. Mousavipour: Enclosed is your fully executed copy of Program Supplement Agreement No. OM32 Rev. 000 to Administering Agency- State Master Agreement No. 00295S and an approved Finance Letter. Please retain the signed Finance Letter for your records. In accordance to Government Code 16304, Federal and State funds appropriated by the State budget are available for disbursement for limited periods of time. The attached Finance Letter shows these deadlines for liquidation as "Reversion Dates". Please ensure that your invoices are submitted at least 60 days prior to the Reversion Date to avoid any lapse of funds. If your agency is unable to seek reimbursement by this date, you may request an extension through a Cooperative Work Agreement (CWA). A CWA is subject to the final approval of the State Department of Finance. If approved, the CWA may extend the deadline for up to one year to federal funds and up to three years for State funds. Please note that Government Code 16304 does not supersede any other more restrictive expenditure deadlines. Sincerely, JOHN NOOLE, Chief Office of Project Implementation -South r. Division of Local Assistance Enclosure c: OLP AE Project Files (08) DLAE -Sean Yeung (Acting)