CC RES 2011-064 RESOLUTION NO. 2011-64
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS
VERDES, CALIFORNIA, AUTHORIZING THE SUBMISSION OF AN APPLICATION
FOR AND ACCEPTANCE OF GRANT FUNDS FROM THE CALIFORNIA
DEPARTMENT OF TRANSPORTATION SAFE ROUTES TO SCHOOL PROGRAM
AND AUTHORIZING THE EXECUTION OF DOCUMENTS BY THE PUBLIC WORKS
DIRECTOR.
WHEREAS, the Safe Routes to School program provides grant funds to eligible
agencies to improve and enhance the safety of pedestrian and bicycle facilities and
related structures that will encourage and benefit students walking and bicycling to
school safely; and
WHEREAS, the California Department of Transportation administers the grant
program and has requested applications from eligible agencies; and
WHEREAS, before grant funds can be made available, the City of Rancho Palos
Verdes ("Administering Agency" or "City") and the California Department of
Transportation are required to enter into a program supplement agreement, thereby
establishing terms and conditions applicable to the City when receiving grant funds for
the designated project; and
WHEREAS, no invoices for reimbursement of construction costs can be
processed until a program supplement agreement is fully executed;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO PALOS
VERDES DOES HEREBY RESOLVE AND ORDER AS FOLLOWS:
Section 1. The City Council approves the filing of applications for and
acceptance of the Safe Routes to School grant from the State of California and the
City's participation therein, consistent with this Resolution.
Section 2. The City Council hereby approves Program Supplement Agreement
No. N012, which is attached hereto and incorporated herein by this reference, regarding
Project Number SRTSLNI-5413(009). The City Council authorizes the Mayor to
execute Program Supplement Agreement No. N012 and directs the City Clerk to attest
thereto.
Section 3. The City Council hereby authorizes the Mayor to execute this
Resolution and directs the City Clerk to attest thereto.
1343656-1
Section 4. The City Council hereby appoints and authorizes the Public Works
Director, and his or her designee, as the agent for the City to conduct all negotiations,
execute and submit all documents including but not limited to applications, agreements,
amendments, and payment requests which may be necessary for the completion of the
aforementioned projects.
PASSED, APPROVED and ADOPTED this 16th da of August, 2011.
Mayor
ATTEST:
City Clerk
State of California )
County of Los Angeles ) ss
City of Rancho Palos Verdes )
I, Carla Morreale, City Clerk of the City of Rancho Palos Verdes, hereby certify that the
above Resolution No. 2011-64 was duly and regularly passed and adopted by the said
City Council at a regular meeting thereof held on August 16, 2011.
City Clerk
1343656-1
Resolution No. 2011-64
Page 2 of 2
f •
PROGRAM SUPPLEMENT NO. N012 Date: July 18, 2011
to Location: 07-LA-0-ROPV
ADMINISTERING AGENCY-STATE AGREEMENT Project Number: SRTSLNI-5413(009)
FOR FEDERAL-AID PROJECTS NO 07-5413R E.A. Number: 07-933079
Locode: 5413
This Program Supplement iereby adopts and incorporates the Administering Agency-State Agreement for Fede::-A-1 Aid
which was entered into between the Administering Agency and the State on 08/22/07 and is subject to all the tc;r ms and
conditions thereof. This Program Supplement is executed in accordance with Article I of the aforementioned M?aster
Agreement under authority of ResOILItion No. 2-C11/ approved by the Administering Agency on 0611 G/ 26i�
(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:
Citywide- Mira Catalina Elem, Miralesta Intermediate, Point Vicente Elem, Silver Spur Elem & Soleado Elem. Schools
TYPE OF WORK: Walk to School-Education and Incentive Program LENGTH: 0.0(MILES)
Estimated Cost Federal Funds Matching Funds
LU 1.E $30,000.00 LOCAL OTHER
$301000.00 $0.00 $0.00
CITY OF RAN O OS VERDE STATE OF CALIFORNIA
Department of r o ati n
By ' By
?/ -''Chief, O ce of Pr lect Implementation
Title 1q"o Division of Local Assistance
Date
Date
Attest
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:
7/al
t i
Accounting Officer-dim a-, Date 1 ovic $30.000.00
Chapter Statutes i Item Year Program BC Category Fund Source AMOUNT
Resolution No.2011-64,Attachment
Page 1 of 6
Program Supplement 07-54138-N012- ISTEA Page 1 of 4
4
r
STATE OF CALIFORNIA.DEPARTMENT OF TRANSPORTATION
PROGRAM SUPPLMENT AND CERTIFICATION FORM
PSCF(REV.01/2010)
Page of
TO: STATE CONTROLLER'S OFFICE DATE PREPARED: PROJECT NUMBER:
Claims Audits 7/21/2011 0700021267
3301 "C"Street,Rm 404 REQUISITION NUMBER/CONTRACT NUMBER:
Sacramento,CA 95816 RQS 071200000030
FROM:
Department of Transportation . -
SUBJECT:
_ Encumbrance Document
VENDOR/ LOCAL AGENCY:
_ CITY OF RANCHO PALQS VERDES
CONTRACT AMOUNT:
$30,000.00
PROCUREMENT TYPE:
Local Assistance
CHAPTER STATUTES ITEM YEAR PEC/PECT TASK/SUBTASK - AMOUNT
712 2010 2660-102-890 2011 20.30.010.535 2620/0420 9
ADA Noti!For individuals with sensory disabilities,this document is available in alternate formats.For information,call(915)654-6410 of TDD(916)-3880 or write
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Resolution No.2011-64,Attachment
Page 2 of 6
U/-LH-U-KLJt v U ill a/ZU11
RTSLNI-5413 009
SPECIAL-COVENANTS OR REMARKS
1. 1. This non-infrastructure PROJECT is funded by the Federal Safe Routes to School
(SRTS) program. ADMINISTERING AGENCY agrees that any changes to the PROJECT
that conflict with the approved Federal funded Safe Routes to School (SRTS) Application
and/or the SRTS Program requirements in the Local* Assistance Program Guidelines
(LAPD) may render the PROJECT ineligible for Federal reimbursement.
2. ADMINISTERING AGENCY agrees! to administer PROJECT in accordance with the
applicable SRTS Program Guidelines under which the project was selected.
ADMINISTERING AGENCY agrees to the program delivery and reporting requirements
established for the applicable SRTS Program funding cycle.
3. ADMINISTERING AGENCY agrees to submit a Student Tally and Parent Survey for
each school to the National Center for Safe Routes to School (NCSRTS). The survey
information (Student Tally and Parent Survey), collected during the regular school year,
must be completed within two months of beginning .the PROJECT and within two months
after completing the PROJECT. ADMINISTERING AGENCY agrees to submit a copy of
said surveys to the District Local Assistance Engineer (DLAE). For instructions on data
submission requirements, go to the NCSRTS website at:
http://www.saferoutesinfo.org/data/
4. ADMINISTERING AGENCY shall submit a copy of the consultant contract- award
information to the DLAE within 30 days of execution of the contract and prior to submittal
of the ADMINISTERING AGENCY's first invoice. -
Award information shall consist of an executed consultant agreement and Exhibits, 10-C,
"Consultant Reviewers Checklist", 10-02, "Local Agency Proposer DBE Information
(Consultant Contract)" and if applicable, 10-01, "Local Agency Proposer UDBE
Commitment (Consultant Contract)" of the Local Assistance Procedures Manual (LAPM).
If ADMINISTERING AGENCY is performing the PROJECT work, then ADMINISTERING
AGENCY shall submit a letter indicating the beginning of reimbursable work on the
PROJECT. Failure to do so will cause delay in the State processing-invoices.
5. , Support documentation (adequate to verify reasonableness of costs invoiced) shall
accompany ADMINISTERING AGENCY invoices and shall also include the deliverables
specified in the STATE approved SRTS Application.
2. 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 encumberances for State funded projects, as well as to suspend
invoice payments for any on-going or future project by ADMINISTERING AGENCY if
Resolution No.2011-64,Attachment
Page 3 of 6
Program Supplement 07-5413R-NQ12- iSTEA Page 2 of 4
W-LA-u-pour v 4 07/18/2011
a
SRTSLNI-5413(009)
SPECIAL COVENANTS OR REMARKS
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) .ays 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.
3. 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,:th'is Agreement. Implementation of the DBE implementation AgreementT
including but notlimited to timely reporting -of DBE commitments and utilization, is a legal,,.-
obligation
egal,,.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.).
4. 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 Excluded Parties List System
(EPLS).
5. 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
Resolution No.2011-64,Attachment
Page 4 of 6
Program Supplement 07-5413R-N012-ISTEA Page 3 of 4
u 1-LIJ-U-KUV V + ' 07/18/2011
SRI OLNI-5413 009
SPECIAL COVENANTS OR'REMARKS
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.
1
Resolution No.2011-64,Attachment
Page 5 of 6
Program Supplement 07-5413R-NO12- ISTEA Page 4 of 4
DEPARTMENT OF TRANSPORTATION FINANCE LETTER Date: 09/22/2011 -
DIVISION OF ACCOUNTING A enc : 07-LA-0-ROPV
LOCAL PROGRAM ACCOUNTING BRANCH Project No: SRTSLNI-5413(009)
EA No: 07-933079
Attention: City of Rancho Palos Verdes
FINANCE ITEMS TOTAL COST OF FEDERAL PART. FED.REIMB% FEDERAL
WORK COST
LU1E
Construction $30,000.00 $30,000.00 100.00% $30,000.0
Totals: $30,000.0 $30,000.00 0.00% $30,000.0
=ed.Partic: 100.00% This Finance Letter was created based on specific financial information provided by the responsible local agency.The following
encumbrance history is prep red b Local Assistance Accounting Office and is provided here for local agency's information and action.
Signature: r For questions regarding finance letter,contact:
Title: HQ Sr.Area Engineer Printed Name: Nahed Abdin
Telephone No: 916-653-7928
Remarks: Based on the City's FL dated 05/02/2011. Non Infrastructure Project
ACCOUNTING INFORMATION _ SRTSLNI-5413(009)
Adv.Proj.ID Approp.Unit State Prog. Fed/State Encumbrance Amount Approp Year Expenditure Amount Ecumbrance Balance Reversion Date
0700021267 11102E 1 2030010535 F $30,000.00 1011 $0.00 $30,000.00 06/30/16
Resolution No.2011-64,Attachment
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