CC RES 2014-022 RESOLUTION NO. 2014-22
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO
PALOS VERDES, CALIFORNIA, APPROVING PROGRAM
SUPPLEMENT AGREEMENT NO. N015 FOR FEDERAL FUNDING OF
THE PALOS VERDES DRIVE EAST BRONCO TO HEADLAND SAFETY
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. N015,
which is attached hereto and incorporated herein by this reference, regarding Project Number HSIPL-
5413(015). The City Council authorizes the Mayor to execute Program Supplement Agreement No. N015
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.
PASSED, APPROVED and ADOPTED this 15th day of April, 2014.
VP; r)5'
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. 2014-22, was duly and regularly passed and adopted(lartkie said City Council at a
regular meeting thereof held on April 15, 2014.
City Clerk
STATE OF CALIFORNIA-CALIFORNIA STATE TRANSPORTATION AGENCY EDMUND C.BROWN Jr.,Governor
•
DEPARTMENT OF TRANSPORTATION
Division of Local Assistance y £:';• `;:
1120 N STREET 4.4•4.6#
P.O. BOX 942874, MS#1 ..:.
Sacramento, CA 94274-0001
TTY 711
(916)854-3883
Fax(916)654-2408 File: 07-LA-0-ROPY
HSLPL•5413(015)
May 23, 2014 Palos Verdes Dr. East from Bronco
Drive to Headland Drive
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. 015-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,
I
4tJOHNHOLE, hief
Office of Project Implementation -South
Division of Local Assistance
Enclosure
C: DLA AE Project Files
(07) DLAE-David Sosa
Resolution No.2014-22
Exhibit A
Page 1 of 7
)EPARTMENT OF TRANSPORTATION 1-INANCE LETTER. Date: t'23/2014
)IVISION OF ACCOUNTING Age 07-LA-0-ROPV
_OCAL PROGRAM ACCOUNTING BRANCH Project No: HSIPL-5413(015}
. �in rrrr�w..... �wr�w
EA No:
Attention: City of Rancho Palos Verdes
iMANGE 1 rE ...."....._.._.._...__.TPE—To-RATA o . TOTAL e Y o��" €bR ai::P .R RE1M5 P OERAL'
LUMP SUM WORK COST
MS3o
Agency Preliminary Engineering - .M.__.-14-3,700,
._._$41_.._ _ r. _.
Pro Rata ,700,00 54 1 700.00 90.00%
537,530.Ot� 54.170.00
._...._ .__._..._._..._.....__w...�._._.Totai�_.___-..___.__...,,...____.................. ...._....... ..�:�...��.... .6:. :__.�.............__.s�;sR:4a.. .._._._._.�1�:oa
ait
!d.Partic: 100.00% This Finance Letter was created based on specific financial information provided by the responsible local agency.The following
encumbrance history is prepared by Local Assistance Accounting Office and is provided here for local agency's information and action.
Signature: For questions regarding finance letter,contact
Title: HQ Sr.Area Engineer Printed Name Robert Nguyen
......_...__.._._ �......_.....__.... _....._......_.._..,.-....._.-.__...___._____ Telephone No: 916-651-8913
le-marks: This FL is based on the agency FL dated 5!2212013.Adv ID#07-13000473.
ACCOUNTING INFORMATION _ sin- 13(015)
Adv.Prof.ID Approp.Unit State Frog. Fed/State Encumbrance Amount Approp Year Expenditure Amount Encumbrance Balance Reversion Date
0713600473 2Q3QQ1 Q�54 ___._._...:._.._._._...._.._.._...___.. $37,530.00 50.04............ _.__.._.__._.___ .. S 3Q 00.._....._. ..._...........__ 30! 8. _
13102E F _._....._:....._.__.._.__.. __-_.....w.
1213 37.5 —
CD
N
0
C
r-r
0
Z
ID •o
CO M
FQ 3
o
r:
� D )')
Page 1 of 1
PROGRAM SUPPLEMENT NO. NO15 Adv Project ID Date: November 14, 2013
to 0713000473 Location: 07-LA-0-ROPV
ADMINISTERING AGENCY-STATE AGREEMENT Project Number: HSIPL-5413(015)
FOR FEDERAL-AID PROJECTS NO 07-5413R . E.A. Number:
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. 1 c i V- ..I L. approved by the Administering Agency on ': 4/, /'. " /1
(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 Bronco Drive to Headland Drive
TYPE OF WORK: Install Median Barriers, Delineators, Replace Signs LENGTH: 0.0(MILES)
Estimated Cost ---- Federal Funds.---- Matching Funds
MS30 $37,530.00 , LOCAL OTHER
$41,700.00 . $4,170.00 $0.00
- -
CITY OF RANCHO PAL . .ERDES STATE OF CALIFORNIA
Departme t f T •nsportatlon
' OW ...4.. r
By
I_ By
• May
Title -, _lbw or ,r, Chief, ce of i r. ,ct Implementation
Division of Loc-I Ass stance
Attest -(i iirite4*,Ce Date
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:
Accounting Officer .. , i ., 4_ _ _ /.
_ _ _. -
. ._.___
1, 1"----) Date - 11/4 4Z 7/3
$37.530.00
_ ......_ ...._ _
Chapter Statutes Item Year Program BC Category 1- Fund Source : AMOUNT
....._
• --- -t - - -- :
- -t - ~• i
4 -
.. .. . _
-
Program Supplement 07-5413R-N015-ISTEA
Resolurcila.1264122
Exhibit A
Page 3 of 7
STATE OF CALIFORNIA..DEPARTMENT OF TRANSPORTATION
PROGRAM SUPPLMENT AND CERTIFICATION FORM
PSCF(REV.0112010)
Page_t__of_1_
TO- STATE CONTROLLER'S OFFICE DATE PREPARED: PROJECT NUMBER:
Claims Audits 11114/2013 0713000473
3301"C"Street,Rm 404 REQUISITION NUMBER.!CONTRACT NUMBER:
Sacramento,CA 95816 RCVS-2660-071400000542.1
FROM:
Department of Transportation
SUBJECT:
Encumbrance Document
VENDOR! LOCM AGENCY:
CITY OF RANCHO PALOS VERDES
$37,500.00
PROCUREMENT TYPE:
Local Assistance
CHAPTER STATUTES ITEM YEAR PEC/PECT TASK!SUBTASK AMOUNT
21 2012 2660-102-0890 _2012-2013 20.30.010.550 2620/0420 $37,500.90
_- TOTAL 37,500.00
ADA Nobs
For individuals with sensory disabilities,this document is available in alternate formats.For information,call.(915)854.6410 of TDD(916)-3880 or write
Records and Forms Management,1120 N,Street,MS-89.Sacramento,CA 95814,
Resolution No.2014-22
Exhibit A
Page 4 of 7
07-L A-0-ROPY 11/1412013
HSIPL-5413(015)
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-N015-ISTEA Pam Z2&!
Resolution o. 4- 2
Exhibit A
Page 5 of 7
07-LSI►-0-ROPV 11/14/2013
HSIPL-5413(015)
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. 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.
7. Award information shallbe 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.
Program Supplement 07-5413R-N015-ISTEA Page 3 of 3
Resolution No.2014-22
Exhibit A
Page 6 of 7
RESOLUTION NO.2014-22
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO
PALOS VERDES, CALIFORNIA, APPROVING PROGRAM
SUPPLEMENT AGREEMENT NO. N015 FOR FEDERAL FUNDING OF
THE PALOS VERDES DRIVE EAST BRONCO TO HEADLAND SAFETY
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. N015,
which is attached hereto and incorporated herein by this reference, regarding Project Number HSIPL-
5413(015). The City Council authorizes the Mayor to execute Program Supplement Agreement No. N015
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.
PASSED, APPROVED and ADOPTED this 15,"day of April, 2014.
/s/Jerry V. Duhovic
Mayor
ATTEST:
Is/Carla Morreale
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. 2014-22, was duly and regularly passed and adopted by the said City Council at a
regular meeting thereof held on April 15, 2014.
City Clerk
Clerk
Resolution No.2014-22
Exhibit A
Page 7 of 7