RPVCCA_CC_SR_2012_04_03_G_Hawthorne_Blvd_Traffic_Signal_Sync_ProjectCrTYOF
MEMORANDUM
RANCHO PALOS VERDES
TO:
FROM:
DATE:.
SUBJECT:
REVIEWED:
Project Manager:
HONORABLE MAYOR &CITY COUNCIL MEMBE~/
TOM ODOM,DIRECTOR OF PUBLIC WORK~J(J-~
APRIL 3,2012 V-
AUTHORIZE PROGRAM SUPPLEMENT AGREEMENT
AND RESOLUTION TO RECEIVE FEDERAL
REIMBURSEMENT FOR THE HAWTHORNE BLVD
TRAFFIC SIGNAL SYNCHRONIZATION PROJECT
CAROLYN LEHR, CITY MANAGERG9--
Nicole Jules,Senior Engineer "Y\C(f
RECOMMENDATIONS
1)Approve the Program Supplement Agreement No.N013 for the Hawthorne Blvd
Traffic Signal Synchronization Project.
2)ADOPT RESOLUTION NO.2012-__, A RESOLUTION OF THE CITY
COUNCIL FOR THE CITY OF RANCHO PALOS VERDES,CALIFORNIA,
APPROVING PROGRAM SUPPLEMENT AGREEMENT NO.N013 FOR
FEDERAL FUNDING OF THE HAWTHORNE BLVD TRAFFIC SIGNAL
SYNCHRONIZATION PROJECT.
BACKGROUND
The Capital Improvement Program includes a project to synchronize and coordinate the
traffic signals along Hawthorne Blvd for improved traffic progression and increased
safety.The total project cost of $785,532 is primarily funded by Federal Highway
Safety Improvement funds and partially funded with a 10%match.The project will
synchronize 7 signalized intersections inlcuding:
•Hawthorne Blvd at Palos Verdes Drive West
•Hawthorne Blvd at Vallon Drive
•Hawthorne Blvd at Dupre Drive
•Hawthorne Blvd at Crest Road
•Hawthorne Blvd at Seamount Drive/Eddinghill Road
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•Hawthorne Blvd at Granvia Altamira/Ridgegate Drive
•Hawthorne Blvd at Grayslake Road/Highridge Road
The intersection of Hawthorne Blvd at Indian Peak Road was not included because a
portion of that intersection is in the City of Rolling Hills Estates.Consequently,the
intersection of Hawthorne Blvd at Blackhorse Road was not included due to the
jurisdictional interruption and lack of continuity.
Funding for the project is allocated in phases.Table 1 outlines the funding phases and
corresponding amounts:
Table 1
Project Funding
Desi n .
Construction
Total Cost
$54,450
$652,550
$707,000
$60,500
$725,032
$785,532
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.N013 for $54,450
which is 90%of the design costs for the project.The City will initiate the program by
soliciting qualified consultants to assist with program design.Approval of the agreement
and adoption of a resolution is necessary to obtain reimbursement for costs associated
with the project.
Upon execution by the City and Caltrans,the City can begin to invoice Caltrans for federal
funding reimbursements in the amount of $54,450.Resolution No.2012-_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.N013.
CONCLUSION
Adopting staff's recommendation will set forth the conditions for federal funding
reimbursement for the Hawthorne Blvd traffic signal synchronization project.
Attachments:
Program Supplement Agreement No.N013
Resolution No.2012-
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PROGRAM SUPPLEMENT NO.N013
to
ADMINISTERING AGENCY-STATE AGREEMENT
FOR FEDERAL-AID PROJECTS NO 07-5413
Adv Project 10 Date:January 17,2012
0712000124 Location:07 -LA-O-ROPV
Project Number:HSfPL-5413(014)
E.A.Number:07-933968
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 N.o.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:
Hawthorne Blvd
TYPE OF WORK:Signal Synchronization
Estimated Cost Federal Funds
LS3E $54,450.00
$60,500.00
CITY OF RANCHO PALOS VERDES
By
Title
Date
Attest
LOCAL J
•$6,050,01
I
LENGTH:O.O(MILES)
Matching Funds
OTHER
$0.00
STATE OF CALlF.ORNIA
Department of Transportation
By
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 OfficeL::5 i:i::::";;J=Date ,/~?:d ~$54.450.00
Chapter Statutes Item Year Program BC Category Fund Source AMOUNT
I
Program Supplement 07-5413·N013·ISTEA Page 1 of 3G-3
STATE OF CALIFORNIA.DEPARTMENT OF TRANSPORTATION
PROGRAM SUPPLMENT AND CERTIFICATION FORM
PSCF (REV.01/2010)
TO:STATE CONTROLLER'S OFFICE
Clains Audits
3301 "C"Street,Rm 404
Sacramento,CA 95816
FROM:
Department of Transportation
SUBJECT:
Encumbrance Document
VENDOR 1 LOCAL AGENCY:
CITY OF RANCHO PALOS VERDES
CONTRACT AMOUNT:
PROCUREMENT TYPE:
Local Assistance
Page_of_
DATE PREPARED:PROJECT NUMBER:
01/19/2012 0712000124
REQUISITION NUMBER 1CONTRACT NUMBER:
RQS-2660-071200000589
$54,450.00
CHAPTER STATUTES ITEM YEAR PECI PECT TASK I SUBTASK AMOUNT
33 2011 2660-102-0890 2011-2012 20.30.010.550 2620/0420 54,450.00
ADA Not"I For individuals with sensory disabilities,this document is available in alternate formats.For information,call (915)654-6410 of TDD (916)-3880 or write
I Records and Forms Management,1120 N.Street,MS-89,Sacramento,CA 95814.
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HSIPL·5413(014)
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 anyon-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.submitthe 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
sanction's up~n A[)MINISTER1NG AGE:NCY 'in accordance with the'current Lioeal "..
Assistance'Prbcedures 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
DBElmplementation 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 ·5413·N013·ISTEA Page 2 of 3G-5
VI -....n-u-.'....,....
HSIPL-5413(014)
SPECIAL COVENANTS OR REMARKS
U 11.,J"-U."-
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 Finpnce.
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 f-unds 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 Progr.arns Accounting ..
Office at .Ieast 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 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.
Program Supplement 07 -5413-N013-ISTEA Page 3 of 3G-6
RESOLUTION NO.2012-_
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF RANCHO PALOS VERDES,CALIFORNIA,
APPROVING PROGRAM SUPPLEMENT AGREEMENT
NO.N013 FOR FEDERAL FUNDING OF THE
HAWTHORNE BLVD TRAFFIC SIGNAL
SYNCHRONIZATION 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.N013,which is attached hereto and incorporated herein by this reference,regarding
Project Number HSIPL-5413(014).The City Council authorizes the Mayor to execute
Program Supplement Agreement No.N013 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
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PASSED,APPROVED and ADOPTED this 3rd day of April,2012.
ANTHONY MISETICH,Mayor
ATTEST:
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.2012-_,was duly and regularly passed and
adopted by the said City Council at a regular meeting thereof held on Aril 3,2012.
City Clerk
1343656-1
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