RPVCCA_CC_SR_2014_12_16_D_Fed_Reimbursement_Miraleste_Arterial_Roads_RehabCITY OF RJ\NCHO PALOS VERD ES
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
REVIEWED:
Project Manager:
HONORABLE MAYOR & CITY COUNCIL MEMBERS
MICHAEL THRONE, DIRECTOR OF PUBLIC WORKS ao
DECEMBER 16, 2014
AUTHORIZE PROGRAM SUPPLEMENT AGREEMENT
AND RESOLUTION TO RECEIVE FEDERAL
REIMBURSEMENT FOR THE MIRALESTE DRIVE
ARTERIAL ROADS REHABILITATION PROJECT
CAROLYNN PETRU, ACTING CITY MANAGER k C):>
Nicole Jules, Deputy Director of Public Works "0'"'
RECOMMENDATIONS:
1) Approve the Program Supplement Agreement No. N016 for the Miraleste Drive
Arterial Roads Rehabilitation Project.
2) ADOPT RESOLUTION NO. 2014-__ , A RESOLUTION OF THE CITY COUNCIL
FOR THE CITY OF RANCHO PALOS VERDES, CALIFORNIA, APPROVING
PROGRAM SUPPLEMENT AGREEMENT NO. N016 FOR FEDERAL FUNDING OF
THE MIRALESTE DRIVE ARTERIAL ROADS REHABILITATION PROJECT.
BACKGROUND
The Capital Improvement Program includes a project to construct roadway resurfacing,
pavement repair, asphalt sidewalk repair and replacement along Miraleste Drive
between Palos Verdes Drive East and the City's limit south of First Street. The total
project cost of $2,570,000 is funded by a combination of restricted funds including
Measure R, Proposition A, Proposition C, CIP reserve funds and Federal Surface
Transportation Local (STPL) funds.
Funding sources for the project is outlined in Table 1:
D-1
CIP Fund Balance
Measure R
STPL
Proposition C
Proposition A
Total Revenue
Table 1
Project Funding Sources
$1,045,800
$1,000,000
$ 241,200
$ 235,000
$ 48,000 (for bus pads)
$2,570,000
In order for the City to be eligible to invoice for reimbursement of federal funds, the City
must execute a supplemental program agreement with Caltrans per the State
Transportation Program Local (STPL) guidelines. Attached to this staff report, for City
Council's consideration, is the Program Supplement Agreement No. N016 for $241,200
which is for the STPL funding portion for the project. The City will initiate the project by
soliciting qualified consultants to commence the design efforts. Approval of the agreement
and adoption of a resolution is necessary to obtain reimbursement for use of STPL funds
on the project.
Upon execution by the City and Caltrans, the City can begin to invoice Caltrans for federc:~I
funding reimbursements in the amount of $241,200. Resolution No. 2014-_ is the
formal authorization by the City required for executing the Program Supplement
Agreement.
The recommended action authorizes the Mayor and City Clerk to execute Supplemental
Agreement No. N016.
CONCLUSION
Adopting staff's recommendation will set forth the conditions for federal funding
reimbursement for the Miraleste Drive Arterial Roads Rehabilitation project.
Attachments:
Project Location Map
Resolution No. 2014-
D-2
Miraleste Drive
Arterial Roads Resurfacing Project
Location Map
~
Project Limits
Miraleste Drive from
PVDE to City Limits
south of 1st Street
D
-
3
RESOLUTION NO. 2014-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF RANCHO PALOS VERDES, CALIFORNIA,
APPROVING PROGRAM SUPPLEMENT AGREEMENT
NO. N016 FOR FEDERAL FUNDING OF THE MIRALESTE
DRIVE ARTERIAL ROADS REHABILITATION PROJECT
WHEREAS, the Surface Transportation Program provides flexible federal funds
to local agencies to for construction, rehabilitation, resurfacing or operational
improvements on public roads; and
WHEREAS, the California Department of Transportation oversees the program
and authorizes the encumbrance and disbursement of Federal-Aid funds; and
WHEREAS, before 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 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. N016, which is attached hereto as Exhibit "A" and incorporated herein by this
reference, regarding Project Number STPL-5413(016). The City Council authorizes the
Mayor to execute Program Supplement Agreement No. N016 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
D-4
PASSED, APPROVED and ADOPTED this 15th day of December, 2014.
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-_, was duly and regularly passed and
adopted by the said City Council at a regular meeting thereof held on December 16,
2014.
City Clerk
1343656-1
D-5
PROGRAM SUPPLEMENT NO. N016
to
ADMINISTERING AGENCY-STATE AGREEMENT
FOR FEDERAL-AID PROJECTS NO 07-5413R
Exhibit "A"
Adv Project ID Date: July 8, 2014
0714000268 Location: 07-LA-O-ROPV
Project Number: STPL-5413(016)
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 08122107 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.
• nn•·~•••••O••-•••••·---•-•••-••••• ______ ,,_, _ _,_,_,,,,,,_,
PROJECT LOCATION:
Miraleste Drive from Palos Verdes Drive East to 235 feet south of 1st Street
·-----~·""··--··-····-·•-''"''~'~"-~'-
TYPE OF WORK: Roadway resurfacing, pavement repair and replacement, asphalt
sidewalk repai and replacement.
LENGTH: O.O(MILES)
_Es_t_-~~~~~~?_·5·_c:~· ::.£.ederaiFunds ~.·.·······~···············~······l· =~~~ L230 $241,200.00 LOCAL
$241,200.00 $0.0
CITY OF RANCHO PALOS VERDES
By
Title
Attest
. _____ , ................... -...... .
I
............ =~~!£~~ng Funcrs_-··············· 1
OTHER
ST ATE OF CALIFORNIA
Department of Transportation
By-..... . .... __ _
$0.00
Chief, Office of Project Implementation
Division of Local Assistance
Date
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:
Accounting Date __ J.{f /l!f. $241,200 .. 00
AMOUNT
...... _ .... _.-.. -'---.. --... -.................. c.-.... ···--·-· .. ··-"'""""'""""" .................. ....1.---···· ............... _..c .. _ ... _ ............ -'--···· .................................... -.-L--........... __ ,~ .... : ......................................... __ ..................... .
Program Supplement 07-5413R-N016-ISTEA Page 1 of 3
D-6
Exhibit "A"
STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION
PROGRAM SUPPLMENT AND CERTIFICATION FORM
PSCF (REV. 0112010)
TO STATE CONTROLLER'S OFFICE
Clains Audits
FROM:
3301 "C" Street, Rm 404
Sacramento, CA 95816
Department of Transportation
SUBJECT:
Encumbrance Document
VENDOR I LOCAL AGENCY:
CITY OF RANCHO PALOS VERDES
CONTRACT AMOUNT:
1809553
Local Assistance
CHAPTER STATUTES ITEM
20 2013 2660-102-0890
YEAR
2013-2014
Page_or_
DATE PREPARED PROJECT NUMBER:
718/2014 0714000268
REQUISITION NUMBER I CONTRACT NUMBER
RQS-2660-071500000020
PEC I PECT TASK I SUBTASK
2030010810 2620/0400
$241,200.00
AMOUNT
241,200.00
ADA Noti/or individuals with sensory disab1iiltes, this document 1s available In alternate formats For information. cal! (915) 654·6410 ofTDD (916) -3880 orwnte
Records and Forms Management, 1120 N Street, MS·89, Sacramento, CA 95814
I
D-7
07 ·LA·O-ROPV
STPL-5413(016)
Exhibit "A"
SPECIAL COVENANTS OR REMARKS
07/08/2014
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. ST ATE 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. Any State and Federal funds that may have been encumbered for this project are
Program Supplement 07-5413R·N016· ISTEA Page 2 of3
D-8
07-LA-O-ROPV
STPL-5413(016)
Exhibit "A"
SPECIAL COVENANTS OR REMARKS
07/08/2014
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.
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. As a condition for rece1v1ng 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.
Program Supplement 07-5413R-N016-ISTEA Page 3 of 3
D-9