HomeMy WebLinkAboutCALIFORNIA, STATE OF - DEPARTMENT OF TRANSPORTATION (CALTRANS) (8)A-2015-120-008
,,TATE 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
April 29, 2015
Mr. Fred Mousavipour
Director of Public Works
City of Santa Ana
PO Box 1988 M-21
Santa Ana, CA 92702
Attn: Mr. Zed Kekula
Dear Mr. Mousavipour:
COPY
File: 12-ORA-0-SA
ATPL-5063(164)
Maple Avenue bicycle trail from
Central Avenue to Chestnut Avenue
Enclosed are two originals of the Program Supplement Agreement No. ON35 Rev. 000 to Administering Agency -State
Master Agreement No.00289S .
Please sign both Program Supplement Agreements and return them to this office. Office of Local Programs - MS1within
90 days from receipt of this letter. If the signed Agreements are not received back in this office within 90 days, funds will
be disencumbered and/or deobligated. Alterations should not be made to the agreement language or funding. ATTACH
YOUR LOCAL AGENCY'S CERTIFIED 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.
A copy of the State approved finance letter containing the fund encumbrance and reversion date information will be
mailed to you with your copy of the executed agreement.
Your prompt action is requested. If you have questions, please contact your District Local Assistance Engineer.
Sincerely,
MROBERT NGUYEN, Chief (Acting)
Office of Project Implementation - South
Division of Local Assistance
Enclosure
c: OLP AE Project Files
(12) DLAE - Jim Kaufman
A-2015-120-008
COPY
PROGRAM SUPPLEMENT NO. N35 Adv Project ID Date: April 21, 2015
to 1215000067 Location: 12-ORA-0-SA
ADMINISTERING AGENCY -STATE AGREEMENT Project Number: ATPL-5063(164)
FOR STATE FUNDED PROJECTS NO 00289S E.A. Number:
Locode: 5063
This Program Supplement, effective , hereby adopts and incorporates into the Administering Agency -State
Agreement No. 00289S for State Funded Projects which was entered into between the ADMINISTERING AGENCY and
the STATE with an effective date of 01/19/10 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. approved by the ADMINISTERING AGENCY on (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:
Maple Avenue bicycle trail from Central Avenue to Chestnut Avenue
TYPE OF WORK: Crosswalks, bulb outs, ADA-compliant ramps, and signage
Estimated Cost
State Funds
Matching Funds
$82,000.00
STATE $82,000.00
LOCAL
$0.00
OTHER
$0.0(
CITY OF NTw/ NA 1'
Title EXt C. D t 9,<r Top- o F PtuA
Date �'15 ) S
Attest ::2V l�at x 0-
I rko((theC ncil
�ereby ceriy upon my
Accounting Officer
STATE OF CALIFORNIA
Department of Transportation
By
Chief, Office of Project Implementation
Division of Local Assistance
Date
hrudgeted funds are available for this encumbrance -
,:Date ;jzw
$82,000.00
Chapter
at as
Item
Year
Program
BC
Category
Fund Source
AMOUNT
A
R
S TO FORM
Jose Sa l�oval
Sen rAssistant City Attorney
Program Supplement 00-289S-N35- SERIAL Page 1 of 3
STATE OF CALIFORNIA. DEPARTMENT OF TRANSPORTATION
PROGRAM SUPPLMENT AND CERTIFICATION FORM
PSCF (REV. 01/2010)
TO:
Claims Audits
3301 "C" Street, Rm 404
Sacramento, CA 95816
Page _i_ of
DATE PREPARED: PROJECT NUMBER:
4/22/2015 1215000067
REQUISITION NUMBER / CONTRACT NUMBER:
RQS # 121500000318
FROM:
Department of Transportation
SUBJECT
Encumbrance Document
VENDOR/LOCAL AGENCY:
City of Santa Ana
CONTRACTAMOUNT.
$82,000.00
PROCUREMENT TYPE:
Local Assistance
ADA No& 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.
12-ORA-0-SA
ATPL-5063(164)
0412112015
SPECIAL COVENANTS OR REMARKS
1. A. This PROJECT will be administered in accordance with the applicable CTC STIP
guidelines and the Active Transportation Program guidelines as adopted or amended, the
Local Assistance Procedures Manual (LAPM), the Local Assistance Program Guidelines
(LAPG), and this PROGRAM SUPPLEMENT,
B, This PROJECT is programmed to receive State funds from the Active Transportation
Program (ATP). Funding may be provided under one or more components. A
component(s) specific fund allocation is required, in addition to other requirements, before
reimbursable work can occur for the component(s) identified. Each allocation will be
assigned an effective date and identify the amount of funds allocated per component(s).
This PROGRAM SUPPLEMENT has been prepared to allow reimbursement of eligible
PROJECT expenditures for the component(s) allocated. Unless otherwise determined,
the effective date of the component specific allocation will constitute the start of
reimbursable expenditures.
C. STATE and ADMINISTERING AGENCY agree that any additional funds made
available by future allocations will be encumbered on this PROJECT by use of a STATE -
approved Allocation Letter and STATE Finance Letter. ADMINISTERING AGENCY
agrees that STATE funds available for reimbursement will be limited to the amount
allocated by the California Transportation Commission (CTC) and/or the STATE.
D. Upon ADMINISTERING AGENCY request, the. CTC and/or STATE may approve
supplementary allocations, time extensions, and fund transfers between components.
Funds transferred between allocated project components retain their original timely use of
funds deadlines, but an approved time extension will revise the timely use of funds criteria
for the component(s) and allocation(s) requested. Approved supplementary allocations,
time extensions, and fund transfers between components made after the execution of this
PROGRAM SUPPLEMENT will be documented and considered subject to the terms and
conditions thereof. Documentation will consist of a STATE approved Allocation Letter,
Fund Transfer Letter, Time Extension Letter, and Finance Letter, as appropriate.
E. This PROJECT is subject to the timely use of funds provisions enacted by the Active
Transportation Program guidelines, as adopted or amended, and by approved CTC and
State procedures as outlined below.
Funds allocated for the environmental & permits (E&P), plan specifications & estimate
(PS&E), and right-of-way components are available for expenditure until the end of the
second fiscal year following the year in which the funds were allocated.
Funds allocated for the construction component are subject to an award deadline and
contract completion deadline. ADMINISTERING AGENCY agrees to award the contract
within 6 months of the construction fund allocation and to complete and accept the
construction within 36 months of award.
F. Award information shall be submitted by the ADMINISTERING AGENCY to the District
Program Supplement 00-289S-N35- SERIAL Page 2 of 3
12.ORA-0-SA 04/2112015
ATPL-5063(164)
SPECIAL COVENANTS OR REMARKS
Local Assistance Engineer immediately after 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 of invoices for the construction
phase.
G. The ADMINISTERING AGENCY shall invoice STATE for environmental & permits
(E&P), plans specifications & estimate (PS&E), and right-of-way costs no later than 180
days after the end of last eligible fiscal year of expenditure. For construction costs, the
ADMINISTERING AGENCY has 180 days after project completion or contract acceptance
to make the final payment to the contractor prepare the final Report of Expenditures and
final invoice, and submit to STATE for verification and payment.
H. 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 LAPM and the
Active Transportation Program (ATP) Guidelines.
I. 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 will not be required to comply with 49 CFR, Part 18.36 (1), subsections (3), (4),
(5), (6), (8), (9), (12), and (13).
J. By executing this PROGRAM SUPPLEMENT, ADMINISTERING AGENCY agrees to
comply with all reporting requirements in accordance with the Active Transportation
Program guidelines, as adopted or amended.
Program Supplement 00-289S-N35- SERIAL Page 3 of 3
PROGRAM SUPPLEMENT NO. N158
to
ADMINISTERING AGENCY -STATE AGREEMENT
FOR FEDERAL -AID PROJECTS NO 12-5063R
A-2007-295F
Adv Project ID Date: March 25, 2015
1215000025 Location: 12-ORA-0-SA
Project Number: BPMPL-5063(158)
E.A. Number:
Locode: 5063
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 01/12/07 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. approved by the Administering Agency on
(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 locations throughout the City of Santa Ana
TYPE OF WORK: Bridge preventive maintenance plan
LENGTH: 0.0(MILES)
Estimated Cost
Federal Funds
Matching Funds
$25,000.00
33DO $22,132.00
LOCAL
$2,868.0
OTHER
$0.0(
CITY OF SA�NTAIANA /
By / /1 J,
Title
Date
Attest
STATE OF CALIFORNIA
Department of Transportation
By
Chief, Office of Project Implementation
Division of Local Assistance
Date
I hereby certify upon my peer:nal knowle get budgeted funds are available for this encumbrance:
Accounting Officer« Date 3 ,'E �� $22.132.00
Chapter atu s Item Year Program BC Category Fund Source AMOUNT
Program Supplement 12-5063R-N158- ISTEA Page 1 of 3
STATE OF CALIFORNIA. DEPARTMENT OF TRANSPORTATION
PROGRAM SUPPLMENT AND CERTIFICATION FORM
PSCF (REV. 01/2010)
Page 1_of 1_
1 U: 5 I A It GUN I KULLtK'3 U"IGt DATE PREPARED: PROJECT NUMBER:
Claims Audits 3/26/2015 12, 5000025
3301 "C" Street, Rm 404 REQUISITION NUMBER! CONTRACT NUMBER:
Sacramento, CA 95816 RQS # 121500000275
FROM:
Department of Transportation
SUBJECT:
Encumbrance Document
VENDOR I LOCAL AGENCY:
City of Santa An
CONTRACTAMOUNT:
$22,132.00
PROCUREMENT TYPE:
Local Assistance
ADA Notil For individuals with sensory disabilities, this document is available in alternate formats. For information, call (915) 654-8410 of TDD (916) -3880 or write
Records and Forms Management, 1120 N. Street, MS-89, Sacramento, CA 95814,
12-ORA-0-SA 0312512015
BPMPL-5063(158)
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 12-5063R-N158- ISTEA Page 2 of 3
12-ORA-0-SA
BPMPL-5063(158)
03/25/2015
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 12-5063R-N158- ISTEA Page 3 of 3
A-2007-296F
PAZ
p , COTC PROCESSING FORM Clear Form
t Agreements / Amendments / Deeds ��f5
CITY CF
CL. '., , _
TO: CLERK OF THE COUNCIL OFFICE
FROM: DEPT.: Public Works MAIL STOP: M-36
PROJECT MANAGER: Mindv Lv EXT.: 5665
The following information must be provided
in requesting processing of agreements /amendments / deeds for the City:
AGREEMENT NUMBER (if amendment): A / N n/a
AMENDMENT NUMBER (if applicable): ❑ 1ST ❑ 2ND ❑ 3RD ❑ A
NAME OF CONSULTANT / PARTY: Caltrans 3 o27�d 7
AMOUNT: ❑ * OVER $25,000 — (A) m *UP TO 25,000 - (N) Note: If your agreement with a vendor exceeds $25,000
within a Fiscal Year, then you will need to obtain Council
Approval.
❑ 1) NOT approved by council.
❑ 2) Approved by council.
COUNCIL APPROVAL DATE: N/A ITEM #:
TERM OF AGREEMENT- EFFECTIVE DATE: N/A TERMINATION DATE: N/A
SIGNATURES REQUIRED: ❑ VENDOR ❑ AGENCY
❑ CITY ATTORNEY ❑ OTHER
(INSURANCE APPROVAL REQUIRED BY CAO PRIOR TO SUBMITTING TO COTC)
INSURANCE REQUIRED: ❑ YES ❑ NO (Provide City Attorney Office approval)
❑ AUTO ❑ CGL (Commercial General Liability)
❑ PROFESSIONAL LIABILITY ❑ WORKERS COMPENSATION
COMMENTS: Please attest the Executive Director of Public Works signature. Please call when ready
for nick uo.
K Charter amendment effective December 21, 2006 for City Manager contract authority increase; NS-2717
I. AgreementslForm -AGREEMENT PROCESSING FORM_canary.doc
Revised: 1/17/2012
tEOUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MARCH 5, 2007
TITLE:
RESOLUTION AUTHORIZING
EXECUTION OF PROGRAM SUPPLEMENT
AGREEMENTS REQUIRED BY
ADMINISTERING AGENCY -FEDERAL
MASTER AGREEMENT NO. 12-5063R
R
CITY MANAGER
J RECOMMENDED ACTION
W
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 1S1 Reading
❑ Ordinance on 2"d Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Adopt a resolution authorizing the Executive Director of
Agency to execute the Public Works
the program supplement agreements required by
Administering Agency -Federal Master Agreement No. 12-5063R with the State
of California Department of Transportation to reimburse the City for
federally funded projects.
DISCUSSION
The City has an existing Administering Agency -Federal Master Agreement
No. 12-5063 with the California Department of Transportation (Caltrans)
that was revised on January 12, 2007. This agreement provides for the
City to receive reimbursement for federally funded projects.
resolution will authorize the Executive Director of Public Works This
Agency
to execute all program supplement agreements required by Administering
Agency -Federal Master Agreement No. 12-5063R.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
There is no fiscal impact associated with this action
Executive Director
Public Works Agency
55A-1