HomeMy WebLinkAboutContracts & Agreements_94-2011_CCv0001.pdf PROGRAM SUPPLEMENT NO. N008 Rev. 1 Date: February 1, 2011
to Location: 08-SBD-0-RDL
ADMINISTERING AGENCY-STATE AGREEMENT Project Number: STPLHSR-5083(010)
FOR FEDERAL-AID PROJECTS NO 08-5083R E.A. Number: 08-925084
Locode: 5083
This Program Supplement hereby adapts 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:
Various public streets surrounding 14 public schools
TYPE OF WORK: Curb & gutter, sidewalks, curb ramps, signage and pavement LENGTH: 0.0(MILES)
markings
gFunds�n
Estimated Cost Federal Funds Match
_ _._ _ _.
LS3E $384,228.00 LOCAL OTHER
LS30 $61,272.00
$495,000.00 $49,500.00 $0.00
CITY OF REDLANDS STATE OF CALIFORNIA
Department of Transportation
EY ,5, -.. __._.. HY
"Da, - AG r R -..- . - Chief, office of Project Implementation
Title Al"Da, of Local Assistance
Date vk 3 s([
Date
Attest
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:
Accounting Officer
Date f F I I $445.500.00
Chapter Statutes Item Year Program BC Category Fund Source AMOUNT
Program Supplement 08-5083R-N008-R1- ISTE Page 1 of 3
• STATE OF CALIFORNIA. DEPARTMENT OF TRANSPORTATION
PROGRAM SUPPLMENT AND CERTIFICATION FORM
PSCF(REV 01!2010)
Page-1—of-1-
To'
tTO STATE CONTROLLER'S OFFICE DATE PREPARED PROJECT NUMBER
Claims Audits 2/112011 08-0000-0558
3301 "C"Street, Rm 404 REQUISITION NUMBER r CONTRACT NUMBER.
Sacramento, CA 95816
FROM
Department of Transportation
SLtBJECT
Encumbrance Document
VENDOR i LOCAL AGENCY
City of Redlands
CONTRACT AMOUNT:
$445,500-00
PROCUREMENT TYPE
Local Assistance
CHAPTER STATUTES ITEM! YEAR PECIPECT TASK ISUBTASK AMOUNT
268 2008 2660-102-890 2008-2009 20.30.010.530 255010200 $ 61,272.00
712 2010 2660-102-890 2010-2011 20.30.010.535 262010420 $ 384,228.00
ADA �IOtit
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08-SBD-0-RDL 0210112011
STPLHSR-5083(010)
SPECIAL COVENANTS OR REMARKS
1 . The ADMINISTERING AGENCY will advertise, award and administer this project in
accordance with the current published Local Assistance Procedures Manual.
2. 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).
3. 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 authorizationslobligations 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.
4. The 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
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.).
5 As a condition for receiving federal-aid highway funds for the PROJECT, the
Program Supplement OB-50838-N008-R1- ISTE= Page 2 of 3
08-SBD-0-RDL 02/01/2011
STPLHSR-5083(010)
SPECIAL COVENANTS OR REMARKS
• Administering Agency certifies that NO members of the elected board, council, or other
key decision makers are on the Federal Government Excluded Parties List System
(EPLS).
6. Award information shall be submitted by the ADMINISTERING AGENCY to the District
Local Assistance Engineer within 60 days of project contract award or with the submittal
of the ADMINISTERING AGENCY's first invoice for the construction contract, whichever
is earlier.
Failure to do so will cause a delay in the State processing invoices for the construction
phase.
Please refer to Section 16.7 "Award Package" of the Local Assistance Procedures
Manual.
7. 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.
Program Supplement 08-5083R-NO08-R1- ISTE Page 3 of 3
RESOLUTION NO. 6934
A RESOLUTION OF THE CITY COUNCIL OF TILE CITY OF REDLANDS
AUTHORIZING THE MAYOR AND CITY COUNCIL MEMBERS TO
EXECUTE STATE TRANSPORTATION PROGRAM DOCUMENTS
REQUIRED FOR HIGHWAY PROJECTS AND RESCINDING RESOLUTION
NO. 6845
WHEREAS, the City of Redlands (the"City„) is eligible to receive State funding for
certain transportation projects through the California Department of Transportation; and
WHEREAS, Master Agreements, Program Supplemental Agreements, Fund Exchange
Agreements, Fund Transfer Agreements and Right-of-Way Certifications with the California
Department of Transportation must be executed by an authorized City representative before such
funds can be obtained and expended by the City; and
WHEREAS,the City Council of the City wishes to authorize the Mayor or any Council
Member to execute all Master Agreements, Programs Supplemental Agreements, Fund Exchange
Agreements, Fund Transfer Agreements and Right-of--Way Certifications and any amendments
thereto,with the California Department of Transportation;
NOW,THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF REDLANDS AS FOLLOWS:
Section 1. The City Council of the City of Redlands hereby authorizes the Redlands
Mayor or any Redlands City Council Member to approve,execute and sign State documents
required to receive State funding for various transportation projects, including but not limited to
right-of-way certifications on behalf of the City. Such documents,when duly executed by the
Mayor or any Redlands City Council Member shall be binding upon the City.
Section 2. Resolution No. 6845 of the City Council of the City of Redlands is hereby
rescinded.
ADOPTED, SIGNED AND APPROVED this 20th day of April, 2€110.
Mayor of the City of Redlands
ATTVST:
City Clerk
l
1, Sam Irwin, City Clerk of the City of Redlands, hereby certify that the foregoing Resolution
No. 6934 was duly adopted by the City Council at a regular meeting thereof, held on the 20th
day of April 2014,by the following vote:
AYES: Councilmembers Bean,Harrison,Gallagher,Aguilar,Mayor Gilbreath
NOES: None
ABSENT: None
ABSTAIN: None
Sam Irwin,City Cler
City of Redlands,California
2
MUNICIPAL UTILITIES & ENGINEERING DEPARTMENT
MEMORANDUM
TO: Sam Irwin, City Clerk
FROM: Rosemary Hoerning, Municipal Utilities & Engineering Director
THROUGH: N. Enrique Martinez, City Manager
Dan McHugh, City Attorney
DATE: lune 29, 2011
SUBJECT: Request for Mayor's Signature - Cycle 5 Safe Routes to Schools Sidewalk Project
California Department of Transportation Program Supplement Agreement
Recommendation:
I am recommending the Mayor execute the two attached Program Supplement Agreements for the Cycle
5 Safe Routes to Schools Project.
Background:
On March 15, 2011, the City Council awarded the Safe Routes to Schools, Cycle 5 Sidewalk and ADA
Ramp Improvement Project to New Legacy Corporation. Both contract agreements have been signed by
New Legacy Corporation and the required bonds and insurance have been and submitted.
This project is federally funded and coordinated through the California Department of Transportation
(Caltrans). As part of the funding requirements, the City is also required to execute the attached Program
Supplement Agreements. The Program Supplement Agreement stipulates invoicing requirements,
Disadvantaged Business Enterprise selection criteria etc. The Program Supplement Agreement
supplements the Master Agreement between the City of Redlands and Caltrans.
Execution of the Program Supplement Agreement requires the Mayor to endorse both agreements.
Resolution 6434 (attached) allows the Mayor to sign and execute the Program Supplement Agreements.
Please execute and return the attached Program Supplement Agreements back to the Municipal Utilities
and Engineering Department, Attention: Fred Mousavipour
ATTACHMENT:
(1) 2 agreements to be signed by Mayor
(2) Copy of Resolution 6934
RH:ew