HomeMy WebLinkAboutContracts & Agreements_62-2005_CCv0001.pdf STATE OF CALIFORNIA. BUSINESS,TRANSPORTATION AND HOUSING AGENCY Arnold Schwarzenegger,Governor
DEPARTMENT OF TRANSPORTATION
Division of Local Assistance 5-
1120 N STREET
P.O. BOX 942874, MS# 1
Sacramento, CA 94274-0001
TDD(916) 654-4014
(916)654-3151 ' � �� onand� File : 08-SBD-0-RDL
Fax(916) 653-7621 BRLS-5083(003)
March 24, 2005 ] Orange Street over the Santa Ana
River, Br. No.54C-0594.
Mr. Ronald C. Mutter a3AI3338
Director of Public Works/City Engineer
City of Redlands ''
P. O. Box 3005
Redlands, CA 92373-0629
Attn: Mr. Bill Hemisey
Dear Mr. Mutter:
Enclosed are two originals of the Program Supplement Agreement No. 020-R1 to Administering Agency-State
Agreement No. 08-5083 and an approved Finance Letter for the subject project. Please retain the signed Finance
Letter for your records.
We have included two new special covenants that allow any funding for future phases of this project be encumbered
upon approval of the "Request for Authorization" and Finance Letter. The Program Supplement Agreement need not be
revised for that purpose. However, please note that federal funding will be last if you proceed with future
phase(s)of the project prior to getting the "Authorization to Proceed" with that phase.
Please review the covenants and, sign both copies of this Agreement and return both to this office, Office of Project
Implementation -_MS1 within Q the -of-this. If the signed Agreements are not received back in this
y d, a
fir`°P office within 60 days,`funds will be disencumbered and/or deobli ated Alterations should not be made to the
agreernefiT"a guage of fiund~ng:� ttac yourToca1agerrcy'scertified authorizing resolution that clearly identifies the
project and the official authorized to execute the agreement. A fully executed copy of the agreement will be returned to
you upon ratification by Caltrans. No invoices for reimbursement can be processed until the agreement is fully
executed.
In accordance to Government Code 16304, Federal funds appropriated by the State budget are available for liquidation
only for seven years and the State funds are available only for five years. The attached Finance Letter shows these
deadlines as the "Reversion Date". 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 for 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.
Your prompt action is requested. If you have questions, please contact your District Local Assistance Engineer.
I
Sincerely,/,,/
DENIX AN IAH, Chief
Office of Project Implementation
Division of Local Assistance
Enclosure
c: DLA AE Project Files
tops nI AF - Wondv 1 i
PROGRAM SUPPLEMENT NO. 020 Rev. 1 Date:March 18,2005
to Location:08-SBD-0-RDL
LOCAL AGENCY-STATE AGREEMENT Project Number:BRLS-5083(003)
FOR FEDERAL-AID PROJECTS NO. 08-5083 E.A. Number:08-9214144
This Program Supplement is hereby incorporated into the Local Agency-State Agreement for Federal Aid which was entered into
between the Local Agency and the State on 04/10/79 and is subject to all the terms and conditions thereof.This Program Supplement
is adopted in accordance with Paragraph 2 of Article 11 of the aforementioned Master Agreement under authority of Resolution No.
, approved by the Local Agency on (See copy attached).
The Local Agency further stipulates that as a condition to payment of funds obligated to this project, it accepts and will comply with
the covenants or remarks setforth on the following pages.
PROJECT LOCATION:
Orange Street over the Santa Ana River,Br. No.54C-0594.
TYPE OF WORK: Bridge replacement LENGTH: 0.1 (MILES)
Estimated Cost Federal Funds Matching Funds
1180 $32,000-00 LOCAL OTHER
$4,350,000-00 Q100 $320,000-00 $870,000-00 $0.00 $0.00
Q120 $3,128,000-00
CITY OF REDLANDS STATE OF CALIFORNIA
Department of Transportation
By By
Gilberto GD, Mayor Pro Tem Chief, office of Project implementation
Date ADril 5, 2005 Division of Local Assistance
Attest, Date,
—7
Title Lorrie PovztYl, it Clerk
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance-
Accounting Officer Date $3,480,000-00
Chapterst I— atutes Item
-A g Year Pram 13C Category Fund Sour AMOUNT
r
157 2003 2660-102-890 2003-2004 20.-0.010.300 C 224060 892-F 320,000-00
208 2004 21660-102-890 2004-2005 20.30.010.300 C 224060 892-F 3,128,000.00
162 1996 2660-101-890 96-97 20.30.010300 C 2214060 892-F 32,000D0
Program supplement 08-5083-020-R1 ISTEA Page I of 4
03/18/2005
08-SBD-0-RDL
BRLS-5083(003)
SPECIAL COVENANTS OR REMARKS
� . The ADMINISTERING AGENCY will reimburse the STATE for the
ADMINISTERING AGENCY share of costs for work requested to be
performed by the STATE.
2 . The ADMINISTERING AGENCY agrees that payment of Federal funds
will be limited to the amounts approved by the Federal Highway
Administration (FHWA) in the Federal-Aid Project
Authorization/Agreement or Amendment/Modification (E-76) and
accepts any resultant increases in ADMINISTERING AGENCY funds as
shown on the Finance Letter, any modification thereof as approved
by the Division of Local Assistance, Office of Project
Implementation.
3. The ADMINISTERING AGENCY will advertise, award and administer
this project in accordance with the most current published Local
Assistance Procedures Manual.
4. The ADMINISTERING AGENCY agrees to commit and contribute local
funds totaling not less than 25% of the amount provided by the
STATE from the State Highway Account. For the purposes of
complying with this local contribution, CMAQ funds, allocated to
regional areas for local purposes, shall be deemed to be local
funds.
5. Award information shall be submitted by the ADMINISTERING AGENCY
to the District Local Assistance Engineer immediately after the
project contract award. A copy of the award package shall also
be included with the submittal of the ADMINISTERING AGENCY's
first invoice for the construction contract to:
Department of Transportation
Division of Accounting
Local Programs Accounting Branch, MS#33
P. O. Box 942874
Sacramento, CA 94274-0001
Failure to do so will cause a delay in the State processing
invoices for the construction phase. Please refer to Section
15.7 "Award Package" of the Local Assistance Procedures Manual
and LPP 01-06.
6. STATE and ADMINISTERING AGENCY agree that any additional funds
Program Supplement 08-5083-020-Rl ISTEA Page 2 of 4
08-SBD-0-RDL 03/18/2005
BRLS-5083(003)
SPECIAL COVENANTS OR REMARKS
which might be made available for new phase(s) of work by future
Federal obligations will be encumbered on this PROJECT by use of
a STATE approved "Authorization to Proceed" and Finance Letter.
ADMINISTERING AGENCY agrees that Federal funds available for
reimbursement will be limited to the amounts obligated by the
Federal Highway Administration.
7 . 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) .
8. Any State and Federal funds that may have been encumbered for
this project are only available for disbursement for a period of
five (5) years and seven (7) years, respectively, from the start
of the fiscal year(s) that those funds were appropriated within
the State Budget Act. All project funds not liquidated within
these periods will revert unless an executed Cooperative Work
Agreement extending these dates is requested and is approved by
the California Department of Finance per Government Code Section
16304. The exact date of each fund reversion will be reflected
in the approved finance letter(s) issued for this project.
Notwithstanding the unliquidated sums of project specific State
and Federal funding remaining and available to fund project work,
any invoice for reimbursement that is not submitted to the
Department on or before 60 days after that applicable fixed fund
reversion date will not be paid from that fiscal year's
encumbered funds because all of these unexpended funds will be
irrevocably reverted by the Department ' s Division of Accounting
on that date.
Pursuant to a directive from the State Controller' s Office and
the Department of Finance, the last date to submit invoices for
reimbursed work in each fiscal year is May 15th in order for
payment to be made out of those then current appropriations.
Project work performed and invoiced after May 15th will be
reimbursed only out of available funding that might be encumbered
in the subsequent fiscal year, and then only when those funds are
actually allocated and encumbered as authorized by the California
Program Supplement 08-5083-020-R1 ISTEA Page 3 of 4
03/1812005
08-SBD-0-RDL
BRLS-5083(003)
SPECIAL COVENANTS OR REMARKS
Transportation Commission and the Department' s Accounting Office.
9, ADMINISTERING AGENCY certifies that neither the ADMINISTERING
AGENCY nor its principals are suspended or debarred at the time
of the execution of this agreement. ADMINISTERING AGENCY agrees
that it will notify the STATE immediately, in the event a
suspension or a debarment happened after the execution of this
agreement."
10. All project repair, replacement and maintenance involving the
physical condition and the operation of project improvements
referred to in Article III MAINTENANCE, of the aforementioned
Master Agreement will be the responsibility of the ADMINISTERING
AGENCY and shall be performed at regular intervals and as
required for efficient operation of the completed project
improvements.
Program supplement 08-5083-020-R1 ISTEA Page 4 of 4
DEPARTMENT OF TRANSPORTATION FINANCE LETTER Date: 03/23/2005
QiVIS1ON._OF_ACCOUNTING A enc : BRLS-5083(00
LCAT PPRC?GRAM ACCf1UNTING BRANCH Project No: BRLS-5083(003)
EA No: 08-924144
Attention: City of Redlands
FINANCE ITEMS TOTAL COST OF FEDERAL PART. FED, FEDERAL FEDERAL FEDERAL LOCAL FUNDS OTHER FUNDS
WORK COST REIMB% FUNDS FUNDS FUNDS
1180 Q100 Q120
--- -
Agency Preliminary Engineering $440,000 $440,000 80.00 $32,000 $320,000 $0 $88,440
4 x1.i u u, t i r'` t " ti rrasststeti eS3r ts. » mt '`'y
��� yptG 'y}{, G d``�'''f,h. ,`;51•'Yb§2�''''i kL 1 :y'b`''""'' lit l• U' ,ti. 'M' j�3 i' ,x �.
t n13wszi,Y, Jk94.+uiti
RtW Acquisition $0 $Q 00 $a $4 $0 $ $0,
R/W Engineering&Administration $0 $0 A0 $4 $0 $4 $0 0'
Casts
__-. .....
-Mom t :l t; y
t c t '�I
Contras#items 34 .
00 000
Total. _$3.470.000
Construction P $3,470,004 $3,470,400 80,00 $0 $0 $2,776,044 $694,000 $0'
--- -
Agency Construction Engineering $440,000 $440,000 80.00 $0 $0 $352,004 $88,440 $0
Totals: $4,350,000 $4,350,000 $32,000 $320,000 $3,128,000 $874,440 $0
Fed. Panic: 100,00% This Finance Letter was created based on specific financial information provided by the responsible local agency.The following
encumbrance his is prepared by Local Assistance Accounting Office and is provided here for local agency's information and action.
Signature: 6 :f For questions regarding finance letter,contact:
- 1:_ .
Printed Name: Patrick Louie
Title:
HQ Local Assistance Area Engineer
Telephone Na: (916)653-7349
Remarks: Brldge#54C-0594- Federal Reimbursement=80016.
ACCOUNTING INFORMATION- BRLS-5083(003)
Fund Program Fed(State Encumbrance Amount Approp Year Expenditure Amount Reversion Date
04BB L-A.BRIDGE REHAB. F $320,000 2003 _ $0 06/30/10
_ 06/30/11
05BB L.A.BRIDGE REHAB. F $3,128,000 2004 $4
97BB BR - --l-1-1-11-F $32,000 1996 $32,000 - -- 06f30f04
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