CC RES 2013-026RESOLUTION NO, 2013 -26
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF RANCHO PALOS VERDES, CALIFORNIA,
APPROVING PROGRAM SUPPLEMENT AGREEMENT
NO. N014 FOR FEDERAL FUNDING OF THE PALOS
VERDES DRIVE EAST GUARDRAIL REPAIR PROJECT.
WHEREAS, the Highway Safety Improvement program provides grant funds to
eligible agencies to improve and enhance the safety of highway facilities and traffic
control devices that will improve traffic flow and safety for roadway users; and
WHEREAS, the California Department of Transportation oversees the grant
program and authorizes the encumbrance and disbursement of Federal -Aid funds; 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 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 hereby approves Program Supplement Agreement
No. N014, which is attached hereto and incorporated herein by this reference, regarding
Project Number HSIPL- 5413(011). The City Council authorizes the Mayor to execute
Program Supplement Agreement No. N014 and directs the City Clerk to attest thereto.
Section 2. The City Council hereby authorizes the Mayor to execute this
Resolution and directs the City Clerk to attest thereto.
Section 3. 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.
1343656 -1 Resolution No. 2013 -26
Page 1 of 2
PASSED, APPROVED and ADOPTED this 21 st day of May, 2013.
r
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. 2013 -26, was duly and regularly passed and
adopted by the said City Council at a regular meeting thereof held on May 21, 2013.
City Clerk
1343656 -1 Resolution No. 2013 -26
Page 2 of 2
•
' t
STATE OF CALIFORNIA-CALIFORNIA STS RANSPORTATION AGENCY EDMUND G.BROWN Jr.,Governor
DEPARTMENT OF TRANSPORTATION
Division of Local Assistance
1120 N STREET '~ b
P.O. BOX 942874, MS#1 RECEIVED
`:#,„
Sacramento, CA 94274-0001
TTY 711 City of Rancho Palos Verdes
(916)654-3151
Fax(916)653-7621 JUL 2 5 2013 File : 07-LA-0-ROPV
HSIPL-5413(011)
July 22, 2013 PALOS VERDES DR EAST FROM
PUBLIC WORKS DEPARTMENT' PALOS VERDES DR S TO NORTH
CITY LIMIT
Mr. Ray Holland
Interim Public Works Director
City of Rancho Palos Verdes
30940 Hawthorne Blvd.
Rancho Palos Verdes, CA 90275
Attn: Ms. Nicole Jules
Dear Mr. Holland:
Enclosed is your fully executed copy of Program Supplement Agreement No. 014-N to Administering Agency-State
Agreement No. 07-5413R and an approved Finance Letter. Please retain the signed Finance Letter for your records.
In accordance to Government Code 16304, Federal and State funds appropriated by the State budget are available for
disbursement for limited periods of time. The attached Finance Letter shows the deadlines for liquidation as "Reversion
Dates". 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 to 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.
Sincerely, /euzzi
AI-deo
JOHN HOOLE, Chief
Office of Project Implementation - South
Division of Local Assistance
Enclosure
c: DLA AE Project Files
(07) DLAE- David Sosa
PROGRAM SUPPLEMENT NO. N014 Adv Project ID Date: December 10, 2012
to 0700021074 Location: 07-LA-0-ROPV
ADMINISTERING AGENCY-STATE AGREEMENT Project Number: HSIPL-5413(011)
FOR FEDERAL-AID PROJECTS NO 07-5413R E.A. Number: 07-933582
Locode: 5413
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 08/22/07 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.2-613— 2 6approved by the Administering Agency on o 5/Z/l 2-0/3
(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:
PALOS VERDES DR EAST FROM PALOS VERDES DR S TO NORTH CITY LIMIT
TYPE OF WORK: GUARDRAIL REPLACEMENT ON PALOS VERDES DR EAST LENGTH: 0.0(MILES)
Estimated Cost Federal Funds Matching Funds
LS3R $252,450.00 LOCAL OTHER
$280,500.00 $28,050.0 $0.00
CITY OF RANCHO PALOS VERDES STATE OF CALIFORNIA
Department of Tr p do
By �;�"r' r By
Chief, Offic of Project I pl mentation
Tine �- Division of Local Assistance
J
'Date /2.8(Attest
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:
• Date a. !Z • 12--
Accounting Officer $252.450.00
Chapter Statutes Item Year Program BC Category Fund Source AMOUNT
Program Supplement 07-5413R-N014-ISTEA Page 1 of 3
STATE OF CALIFORNIA.DEPARTMENT OF TRANSPORTATION
PROGRAM SUPPLMENT AND CERTIFICATION FORM
PSCF(REV.01/2010)
Page_1_of_1_
TO: STATE CONTROLLER'S OFFICE DATE PREPARED: PROJECT NUMBER:
Claims Audits 12/11/2012 0700021074
3301"C"Street,Rm 404 REQUISITION NUMBER/CONTRACT NUMBER:
Sacramento,CA 95816 RQS-2660-071300000585-1
FROM:
Department of Transportation
SUBJECT:
Encumbrance Document
VENDOR/ LOCAL AGENCY:
CITY OF RANCHO PALOS VERDES
CONTRACT AMOUNT:
$252,450.00
PROCUREMENT TYPE:
Local Assistance
CHAPTER STATUTES ITEM YEAR PEC/PECT TASK/SUBTASK AMOUNT
21 2012 2660-102-089 2012-2013 20.30.010.550 2620/0420 $252,450.00
TOTAL 252,450.00
ADA Notit
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.
VC21790#1
07-LA-0-ROPV 12/10/2012
HSIPLL5413(011)
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 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
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 07-5413R-N014-ISTEA Page 2 of 3
07-LA-0-ROPV 12/10/2012
HSIPL-5413(011)
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 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. Please refer to Section 15.7 "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 07-5413R-N014-ISTEA Page 3 of 3
DEPARTMENT OF TRANSPORTATION FINANCE LETTER Date: 07/16/2013
DIVISION OF ACCOUNTING Agency: 07-LA-0-ROPV
LOCAL PROGRAM ACCOUNTING BRANCH Project No: HSIPL-5413(011)
EA No: 07-933582
Attention: City of Rancho Palos Verdes
FINANCE ITEMS PRO RATA OR TOTAL COST FEDERAL PART. FED.REIMB% FEDERAL LOCAL
LUMP SUM OF WORK COST
LS3R
Contract Items: $251,250
Contingencies: $24,250
Total: $275,500
Construction $275,500.00 $275,500.00 90.00% $247,950.00 $27,550.00
Fed.Partic:
Agency Construction $5,000.00 $5,000.00 90.00% $4,500.00 $500.00
Engineering
Totals: $280,500.00 $280,500.00 0.00% $252,450.00 $28,050.00
100.00% This Finance Letter was created based on specific financial information provided by the responsible local agency.The following
encumbrance history is pre red b Local Assistance Accounting Office and is provided here for local agency's information and action.
Signature: , • For questions regarding finance letter,contact:
4 :170
Title: HQ Sr.Area Engineer Printed Name: Nahed Abdin
Telephone No: 916-653-7928
Remarks: This FL based on the City's FL dated 7/30/2012.NAA
ACCOUNTING INFORMATION _ HSIPL-5413(011)
Adv.Proj.ID Approp.Unit State Prog. Fed/State Encumbrance Amount Approp Year Expenditure Amount Encumbrance Balance Reversion Date
0700021074 13102F 2030010550 F $252,450.00 1213 $0.00 $252,450.00 06/30/18
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