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HomeMy WebLinkAboutContracts & Agreements_5-1992_CCv0001.pdf RESOLUTION NO. 4851 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS, CALIFORNIA, RESCINDING RESOLUTION 4843 AND AUTHORIZING THE MAYOR OF THE CITY OF REDLANDS TO ACT FOR AND ON BEHALF OF SAID CITY IN THE EXECUTION OF A STATE-LOCAL ENTITY MASTER AGREEMENT AND ASSOCIATED PROGRAM SUPPLEMENTS UNDER STATE SENATE BILL SB300. WHEREAS, the City of Redlands, California has applied for State-Local Transportation Partnership Program State Shore Funds (SB300) ; and WHEREAS, the City is required to execute a State-Local Entity Master Agreement and associated Program Supplements in order to receive funds. WHEREAS, the State requires that City Council to designate on their behalf an individual to execute said agreement and program supplements; and WHEREAS, Resolution No. 4843 which was previously adopted relating to this matter must be rescinded. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Redlands as follows: SECTION 1. That Resolution No. 4843 is hereby rescinded. SECTION 2. That the Mayor of the City of Redlands is hereby authorized, effective February 4, 1992, to act for and on behalf of the City of Redlands in execution of the State-Local Entity Master Agreement and related Program Supplements. ADOPTED, SIGNED AND APPROVED this 4th day of February, 1992. Mayor o th � o dlands ATTEST: City e r k 'S1ATE Of CAUK)RNIA- 41USINESS, TRANSPORTATION AND HOUSING AGENCY PETE WILSON, Gowroar DEPARTMENT OF TRANSPORTATION DISTRICT 8, P.O. BOX 231 SAN BERNARDINO, CALIFORNIA 42402 TDO (714) 3834609 January 21, 1992 08-SBd-O-RDL SB91-5083 {298} Citrus Avenue - Lincoln Street to Wabash Avenue 8 Mr. Ronald C. MutterbK Fuck City Engineer 0, ttmek j£t City of Redlands P.O. Box 3005 � � Redlands, CA 92373-0629 Dear Mr. Mutter: Attached are two signature copies of Program Supplement No. 002 to State-Local Transportation Partnership Agreement No. SLTPP-5083 for the above-referenced State-Local Program project. After execution, return the original copies with a certified copy of the authorizing resolution to this office. Please type in your resolution number and date in the blanks in the third block of the agreement. After execution by this office, an original copy will be returned for your files. If you have any questions, please contact Carl Radsick at (714) 383-4579. Very truly yours, J. L. BALCOM Chief, Local Streets and Roads Att. k I G I I Date: January 13, 1992 PROGRAM SUPPLEMENT NO. 002 Location: 08-SBD-0-RDL to Project Number: SB92-5083 (298) STATE-LOCAL TRANSPORTATION I E.A. Number: 08-955388 PARTNERSHIP PROGRAM AGREEMENT NO. SLTPP-5083 This Program Supplement is hereby incorporated into the State-Local Trans- portation Partnership Program Agreement for State Share Funds which was entered into between the Local Entity and the State on and is subject to all the terms and conditions thereof. This Program Supplement is adopted in accordance with Paragraph 3 of Article I of the aforemen- tioned Master Agreement under authority of Resolution No. approved by the Local Entity on (See copy attached) . The Local Entity further stipulates that as a condition to payment of funds obligated to this project, it accepts and will comply with any covenants or remarks setforth on the following pages. PROJECT TERMINI: CITRUS AVE-LINCOLN ST TO WABASH AVE TYPE OF WORK: WIDEN & RECONST LENGTH: 0. 0 (MILES) PROJECT CLASSIFICATION OR PHASE(S) OF WORK [x3 Construction/Construction Engineering/Contingencies Estimated Cost State Share Funds I Matching Funds FY92 $ 33 , 2861 Local OTHER1 OTHER $ 110, 880 FY93 $ 0 $ 77 , 594 0 1 $ $ 0 IFY94 $ 0 CITY OF REDLANDP STATE OF CALIFORNIA Department of Transportation By By Mayo DISTRICT DIRECTOR OF TRANSPORTATION DISTRICT 08 Date February 18, 1992 Date Attest Title C ' t�)Clerk I hereby Certify upon my personat knowledge that budgeted funds are avaitable for this encumbrance: Date 14r-- Accounting Off $ 33286. 00 k / 3, 67-7 Chapterl Statutes Item Y r Program (SCI Fund Source I AMOUNT 467 1990 2660-101-042 90-91 20.25.010.120 C 258010 042-7 33286.00 08-SBD-0-RDL DATE: 01/13/92 SB92-5083 (298) PAGE: 2 SPECIAL COVENANTS OR REMARKS 1. It is mutually understood between the parties that this contract may have been written before ascertaining the availability of legislative appropriation of funds, for the mutual benefit of both parties, in order to avoid program and fiscal delays that would occur if the agreement were executed after that determination was made. The total amount of State-Local Transportation Partnership funds payable by the State shall not exceed $33286 to be encumbered and reimbursed as follows: FY 91-92 $ 33286 FY 92-93 0 FY 93-94 0 Any increase in State Partnership funds will require a revised program supplement. Any decrease in State Partnership funds will require a revised finance letter. 2 . The State Funds Share is calculated based on the lower of the approved eligible application amount or the eligible award amount. 3 . The Reimbursement Ratio for this Cycle 2 (91/92) project is 30- 02%. Off L Date: January 13 , 1992 PROGRAM SUPPLEMENT NO. 002 Location: 08-SBD-0-RDL to Project Number: SB92-5083 (298) STATE-LOCAL TRANSPORTATION E.A. Number: 08-955388 PARTNERSHIP PROGRAM AGREEMENT NO. SLTPP-50$3 This Program Supplement is hereby incorporated into the State-Local Trans- portation Partnership Program Agreement for State Share Funds which was entered into between the Local Entity and the State on and is subject to all the terms and conditions thereof . This Program Supplement is adopted in accordance with Paragraph 3 of Article I of the aforemen- tioned Master Agreement under authority of Resolution No. JI approved by the Local Entity on (See copy attached) . The Local Entity further stipulates that as a condition to payment of funds obligated to this project, it accepts and will comply with any covenants or remarks setforth on the following pages. PROJECT TERMINI: C7TRUS AVE-LINCOLN ST TO WABASH AVE TYPE OF WORK: WIDEN & RECONST LENGTH: 0. 0 (MILES) PROJECT CLASSIFICATION OR PHASE(S) OF WORK ': X] Construction/Construction Engineering/Contingencies Estimated Cost State Share Funds Matching Funds FY92 $ 33, 286 Local OTHER1 OTHER 81 $ 110 , 80 FY93 $ 0 $ 77, 594 $ 0 $ 0 IFY94 $ 01 1 CITY OF REDLANDS STATE OF CALIFORNIA Department of Transportation By By WA gi.ayor-j DISTRICT DIRECTOR OF TRANSPORTATION V I DISTRICT 08 Date February 18, 1992 Date At-test ty- Title c i it Clerk C — hereby Certify upon my personal knowledge that budgeted funds are available for this encumbrance: Accounting Office Date $ 33286. 00 Chapterl statutes I Item YUar I 4f_� Program 18C1 Fund Source AMOUNT 4,-17 1940 2660-101-042 90-91 20.25.010.120 C 258010 042-T 33286.00 GJ I N't L 08-SBD-0-RDL DATE: 01/13/92 SB92-5083 (298) PAGE: 2 SPECIAL COVENANTS OR REMARKS 1 . It is mutually i;-nderstood between the parties that this contract may have been written before ascertaining the availability of legislative appropriation of funds, for the mutual benefit of both parties, in order to avoid program and fiscal delays that would occur if the agreement were executed after that determination was made. The total amours: of State-Local Transportation Partnership fund"s payable by the State shall not exceed $331286 to be enzumbered and reimbursed as follows: FY 91-92 $ 33286 FY 92-93 0 FY 93-94 0 Any increase in State Partnership funds will require a revised prograr supplement. Any decrease in State Partnership funds will require a revised finance letter. 2 . The State Funds Share is calculated based on the lower of the approved eligible application amount or the eligible award amount. 3 . The Reimburseme--- Ratio for this Cycle 2 (91/92) project is 30. 02%. 1690 STATE-LOCAL ENTITY MASTER AGREEMENT NO SLTPP-5083 STATE-LOCAL PARTNERSHIP PROGRAM (Pursuant to S&H Code Section 2600 et seq) D8 CTT): C RED ANDS, DISTRICT LOCAL ENTITY THIS AGREEMENT, made in duplicate this day of 199 , by and between CITY OF REDLANDS , a City, County, or LOCAL ENTITY, as defined in Streets and Highways Code Section 2601 (a) , hereinafter referred to as "LOCAL ENTITY:, and the State of California, acting by and through the Department of Transportation, herein referred to as "STATE" . WITNESSTH WHEREAS, as provided by Section 2600 et seq. of the Streets and Highways Code, LOCAL ENTITY, has applied for State Share funds to be used for an "Eligible Project" as defined, herein referred to as "PROJECT" selected by LOCAL ENTITY. WHEREAS, STATE is required to enter into an agreement with LOCAL ENTITY to delineate certain responsibilities relative to prosecution of the said PROJECT. NOW, THEREFORE, the parties agree as follows: ARTICLE I - Contract Administration 1. Projects shall be constructed in accordance with this agreement and as described in the Project Termini and Type of Work of the Program Supplemental Agreement. 2 . Unless otherwise provided in the Program Supplement the LOCAL ENTITY shall advertise, award and administer the construction contract for the PROJECT. 3 . The construction work for PROJECT shall be performed by contract. As a condition of acceptance of the State Share Funds provided for this PROJECT, LOCAL ENTITY will abide by the State/Local Partnership Program policies, procedures, guidelines and any special covenants in the Program 1 Supplement which is made part of this Agreement by this reference. 4 . The estimated cost and scope of PROJECT will be as shown in the approved Project Application which, by reference herein, is made part of this agreement. A contract for an amount in excess of said estimate may be awarded and expenditures may exceed said estimate provided LOCAL ENTITY will provide the additional funding and that sufficient LOCAL ENTITY money is available to finance same. 5. If the total State Share for all eligible PROJECTS exceeds the amount specified in subdivision (b) of Section 2600 of the Street and Highways Code, the STATE shall compute the pro ratashare of State Share' funds to be available so that each eligible PROJECT will receive the same ratio of State Share to local share funding. 6 . The LOCAL ENTITY agrees that the payment- of State Share Funds will be limited to the lesser of the product of multiplying the calculated pro rata percentage as determined by the STATE by either: (a) the Total eligible State/Local Partnership Project Cost in the approved State/Local Partnership Program Application. (b) the award amount. (c) the Final Cost amount. and accepts any consequent increase in LOCAL ENTITY funding requirements. Includes contract items plus a maximum of 10% for contingencies and construction engineering. 7 . Subsequent to the Legislature appropriating the State Share funds and after the LOCAL ENTITY has entered into: a) this State-Local Entity Master Agreement; b) a project specific Program supplement; and c) awarded the contract for a eligible project, the LOCAL ENTITY may request and shall receive payment for eligible work as follows: (a) STATE will pay it's proportionate "State's Share" of the .eligible participating costs upon LOCAL ENTITY submittal of acceptable monthly progress pay estimates for expenditures. Initial progress billings should cover completed or underway contract work. (b) if PROJECT is a cooperative project and includes work on a STATE highway, PROJECT shall be the subject of a separate cooperative agreement between the STATE and LOCAL ENTITY. 2 S . The Legislature of the State of California and the Governor of the State of California, each within their respective jurisdictions, have prescribed certain employment practices with respect to contract and other work financed with State funds. LOCAL ENTITY shall ensure that work performed under this agreement is done in conformance with the rules and regulations embodying such requirements where they are applicable. 9 . After completion of all work under this agreement and after all costs are known, LOCAL ENTITY shall contract for a financial audit of the project costs. The Final Audit, to be accomplished at the LOCAL ENTITY'S expense, may be done on an individual project basis, or may be included in the LOCAL ENTITY's annual Single Audit. If an individual project audit s done, the auditor must prepare a Final Audit Report. If the LOCAL ENTITY chooses the Single Audit option, a Management Letter will be required for the State Share funding. In either case, the audit will include compliance tests required by the Single Audit Act and its implementing directive, OMB Circular A-128 . The compliance testing should ensure controls are in place to assure that: (a) Reimbursement claims submitted to the State for the project are supported by payment vouchers and canceled checks. (b) Charges for the various categories of eligible costs incurred by the LOCAL ENTITY are fully supported. (c) Ineligible costs were not claimed as reimbursable on the project. (d) Construction Engineering and contingencies do not exceed 10% of contract items. (e) Local match funds were from an approved source. 10. The Final Project Expenditure Report must be completed within 120 days of project completion and should -be in the format described in Volume I, Section 19 ,, Exhibit 19-la of the Local Programs Manual. The Final Audit must be completed by December 30th following the fiscal year of project completion. Project completion is defined as when all work identified in the approved State/Local Partnership Application and Program Supplement Agreement has been completed and final costs are known. The report documents (Final Project Expenditure Reporort and Final Audit Report) will be sent to the apppriate State Department of Transportation District Office. Failure to comply with these reporting requirements may result in withholding of future 3 allocations by the Commission. 11. The State reserves the right to conduct separate technical and financial audits if it is determined necessary. After the financial audit, LOCAL ENTITY shall refund any excess State Share funds reimbursed to LOCAL ENTITY beyond its entitlement. 12 . Should the LOCAL ENTITY fail to pay STATE claims within 30 days of demand, the STATE, acting through State Controller, may withhold an equal amount from future apportionments due the LOCAL ENTITY from the Highway Users Tax Fund. The STATE may, at its option, intercept and apply any monies otherwise due the LOCAL ENTITY to pay these claims. 13 . When THE PROJECT includes work to be performed by a railroad, the contract for such work shall be entered into by LOCAL ENTITY. LOCAL ENTITY shall enter into an agreement with the railroad providing for maintenance of the protective devices or other facilities installed under the service contract and for Railroad Protective Insurance during construction as necessary. ARTICLE Il - Right-of-Way 1. All related rights-of-way as are necessary for the construction PROJECT shall be acquired by LOCAL ENTITY at its own expense and no contract for construction of PROJECT, or any portion thereof, shall be advertised until the necessary rights-of-way have been secured. 2 . The furnishing of rights-of-way as provided for herein includes but may not be limited to: (a) all real property required for THE PROJECT free and clear of obstructions and encumbrances. (b) the payment of damages to real property not actually taken but injuriously affected by the proposed improvement. (c) the cost of relocating owners and occupants pursuant to Government Code Sections 7260-7277 . (d) the cost of demolition and sale of all improvements on the right of way. (e) the cost of all utility relocation, protection or 4 removal legally obligated to be done .by the LOCAL ENTITY. (f) the cost of all hazardous materials and waste clean up not reimbursable by prior owners. (g) the costs which arise out of delays to the contractor because utility facilities have not been removed or relocated, or because rights-of-way have not been made available to the contractor for the orderly prosecution of the work. 3 . Should LOCAL ENTITY, in acquiring right-of-way for PROJECT, displace an individual, family, business, farm operation, or nonprofit Organization, the LOCAL ENTITY shall provide relocation payments and services as required by California Government Code, Sections 7260-7277 . ARTICLE III L Engineering 1. "Preliminary Engineering" costs may not be financed with State Share funds and shall be financed by the LOCAL ENTITY `vailable to the LOCAL ENTITY. with other sources of funding a 2 . "Construction Engineering" as used herein includes actual inspection and supervision of construction work, construction staking, laboratory and field testing, preparation and processing of field reports and records, estimates, final reports, and allowable expenses of employees engaged in such . activities and may be financed with State Share funds. Established overhead for employees working directly on an approved PROJECT is eligible for cost sharing. The LOCAL ENTITY shall contribute its general administrative and overhead expense and not bill that cost as part of local contributions. 3 . Unless the parties shall otherwise agree in writing, LOCAL ENTITY's employees or engineering consultant shall be , responsible for all engineering work. When construction engineering is performed by STATE, charges therefore shall include an assessment on direct labor costs in accordance with section 8755. 1 of the State Administrative Manual. The portionofsuch charges not financed at State cost shall be paid from funds of LOCAL ENTITY. ARTICLE iv - Miscellaneous Provisions 1. The cost of maintenance performed by LOCAL ENTITY forces 5 during any temporary suspension of the work or at any other time may not be charged to the PROJECT. 2 . Neither STATE nor any officer or employee thereof shall be responsible for any damage or liability occurring by reason of anything done or omitted to be done by LOCAL ENTITY under or in connection with any work, authority, or jurisdiction delegated to LOCAL ENTITY under this agreement. it is also understood and agreed that, pursuant to Government Code Section 895. 4, LOCAL ENTITY shall fully indemnify and hold STATE harmless from any liability imposed for injury (as defined by Government Code section 810 - 8) occurring by reason of anything done or omitted to be done by LOCAL ENTITY under or in connection with any work, authority, or jurisdiction delegated to LOCAL ENTITY under this agreement. 3 . Neither LOCAL ENTITY nor any officer or employee thereof, shall be responsible for any- damage or liability occurring by reasons of anything done or omitted to be done by STATE under or in connection with any work, authority, or jurisdiction delegated to STATE under this agreement. It is also understood and agreed that pursuant to Government Code Section 895.4, STATE shall fully indemnify and hold LOCAL ENTITY harmless from any liability imposed for injury (as defined by Government Code Section 810 -8) occurring by reason of anything done or omitted to -be done by STATE under or in connection with any work, authority, or jurisdiction delegated to STATE under agreement. 4 . Auditors of STATE shall be given access to LOCAL ENTITY'S books and records for the purpose of verifying costs and pro rata share to be paid. All project documents will be available for inspection by authorized state personnel at any time during project development and for a three-year period from date of final payment under the contract or one year after the audit is completed or waived by the STATE, whichever is longer. If a State audit is conducted, the solirce of local match funds will be checked to determine if the source complies with the program requirements. ARTICLE V - Accommodation. of Utilities 1. Utility facilities may be accommodated on the right-of-way provided such use and occupancy of the right-of-way does not interfere with the free and safe flow of traffic or otherwise impair the roadway or its scenic appearance; and provided a Use and occupancy Agreement, setting forth the terms under which the utility facility is to cross or otherwise occupy the right-of-way is executed by the LOCAL ENTITY and OWNER. The Use and occupancy Agreement setting forth the terms under which the utility facility is to cross or otherwise occupy 6 LAI the right-of-way must include the provisions set forth in Volume I , Section 22 of the LOCAL PROGRAMS MANUAL published by the STATE, unless otherwise approved by the STATE. 2 . If any protection, relocation or removal of utilities is required within STATE's right-of-way, such work shall be performed in accordance: with STATE policy and procedure. LOCAL ENTITY shall require any utility company performing relocation work in the STATE'S right-of-way to obtain a State Encroachment Permit prior to the performance of said relocation work. Any relocated utilities shall be correctly located and identified on the as-built plans. ARTICLE VI - Condition of Acceptance As a condition of acceptance of the State Share Funds provided for this project, LOCAL ENTITY will abide by the State policies, procedures and guidelines pertaining to the State/Local Partnership Program. IN WITNESS WHEREOF, the parties have executed this agreement by their duly authorized officers. CITY OF REDLANDS STATE OF CALIFORNIA LOCAL ENTITY Department of Transportation By District Director of Transportation Lava j Date mate February 18,___1992 ATTEST: By C �4' Zerk