RPVCCA_CC_SR_2011_08_16_G_Federal_Reimbursement_For_Safe_Routes_To_School_Grant_FundsCITY OF
MEMORANDUM
RANCHO PALOS VERDES
TO:
FROM:
DATE:
SUBJECT:
HONORABLE MAYOR &CITY COUNCIL MEMBERS
RAY HOLLAND,DIRECTOR OF PUBLIC WORKS~
AUGUST 16,2011
AUTHORIZE PROGRAM SUPPLEMENT AGREEMENT
AND RESOLUTION TO RECEIVE FEDERAL
REIMBURSEMENT FOR SAFE ROUTES TO SCHOOL
GRANT FUNDS
REVIEWED:CAROLYN LEHR,CITY MANAGER 09-
Project Manager:Nicole Jules,Senior Engineer"y
RECOMMENDATIONS
1)Approve the Program Supplement Agreement No.N012 for the Citywide Safe
Routes to School "Walk To School"Program.
2)ADOPT RESOLUTION NO.2011-__,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.
BACKGROUND
The Capital Improvement Program includes a project to conduct educational outreach
activities to elementary school-age students on the benefits associated with walking to
school.The total project cost of $30,000 is fully funded by a Federal Safe Routes to
School grant.The project will target six schools over two years and will include:
•Walk To School Maps
•Newsletter announcements
•"Walk To School"presentation to students and parents
•"Walk To School"art or essay contest
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•Increased enforcement in the school zones
•Pre-&Post-assessments
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.N012 for the full cost
of the project.The City will initiate the program by soliciting qualified consultants to assist
with program design.Approval ofthe 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 $30,000.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.N012.
CONCLUSION
Adopting staff's recommendation will set forth the conditions for federal funding
reimbursement for the Safe Routes to School Citywide "Walk To School"program.
Attachments:
Program Supplement No.N012
Resolution No.2011-
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PROGRAM SUPPLEMENT NO.N012
to
ADMINISTERING AGENCY-STATE AGREEMENT
FOR FEDERAL-AID PROJECTS NO 07-5413R
Date:July 18,2011
Location:07-LA-0-ROPV
Project Number:SRTSLNI-5413(009)
E.A.Number:07-933079
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.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:
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:O.O(MILES)
o
Estimated Cost Federal Funds Matching Funds
LUtE $30,000.00 LOCAL OTHER
$30,000.00 $O.OC ;$0.0
CITY OF RANCHO PALOS VERDES STATE OF CALIFORNIA
Department of Transportation
Title
Date
Attest
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:
.;/.?:.I'..-Mal/to Date 7/OJ I I 1\Accountmg Officer UlAPl.iL/W ?~$30.000.00
Chapter Statutes I Item Year Program BC Category Fund Source AMOUNT
-
.------t ---
I
----
_._--
.__._..--_.
Program Supplement 07-5413R·N012·ISTEA Page 1 of 4G-3
STATE OF CALIFORNIA.DEPARTMENT OF TRANSPORTATION
PROGRAM SUPPLMENT AND CERTIFICATION FORM
PSCF (REV.01/2010)
TO:STATE CONTROLLER'S OFFICE
Claims Audits
3301 "C"Street,Rm 404
Sacramento,CA 95816
FROM:
Department of Transportation
SUBJECT:
Encumbrance Document
VENDOR 1 LOCAL AGENCY:
Page_of_
DATE PREPARED:PROJECT NUMBER:
7/21/2011 0700021267
REQUISITION NUMBER 1CONTRACT NUMBER:
RQS 071200000030
CONTRACT AMOUNT:
$30,000.00
PROCUREMENT TYPE:
Local Assistance
CITY OF RANCHO PALOS VERDES
CHAPTER STATUTES ITEM YEAR PECIPECT TASK/SUBTASK AMOUNT
712 2010 2660-102-890 2011 20.30.010.535 2620/0420 .$&J,i!1!I.O.(1)
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ADA NflFor individuals with sensory disabilities.this document is available in alternate formats.For information.call (915)654-6410 of TDD (916)-3880 or write
o I Records and Forms Management.1120 N.Street.MS-89.Sacramento.CA 95814.
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07-LA-O-ROPV..
SRTSLNI-5413(009)
SPECIAL COVENANTS OR REMARKS
I
07/Hi/2011
1
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
(LAPG)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 contracfaward
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 anyon-going or future project by ADMINISTERING AGENCY if
Program Supplement 07-5413R-N012-ISTEA Page 2 of 4G-5
f ;07-LA-O-ROPV
..•.SRTSLNI-S413(009)
SPECIAL COVENANTS OR REMARKS
07/18/2011 f .
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.
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 referenceiin:this Agreement.Implementation of the DBE Implementation Agreement
including but notdimited 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.).
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
Program Supplement 07-S413R-N012-ISTEA Page 3 of 4
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07 -Lj-O-ROPV
SRTSLNI-5413(009)
SPECIAL COVENANTS OR REMARKS
07/18/2011
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"-',,
Program Supplement 07-5413R-N012-ISTEA Page 4 of 4
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RESOLUTION NO.2011-_
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.
1343656-1
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Section 3.The City Council hereby authorizes the Mayor to execute this
Resolution and directs the City Clerk to attest thereto.
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 day of August,2011.
THOMAS D.LONG,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.2011-_,was duly and regularly passed and
adopted by the said City Council at a regular meeting thereof held on August 16,2011.
City Clerk
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