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Home My WebLink About1/3/2007 - STAFF REPORTS - 2.J. LM SAQ �Z A c4` H,P City Council Staff Report J,ANUARY 3, 2007 CONSENT CALENDAR Subject: APPROVAL OF PROGRAM SUPPLEMENT AGREEMENT NO 017-N, WITH THE STATE OF CALIFORNIA FOR USE OF SURFACE TRANSPORTATION PROGRAM (STP) FEDERAL-AID FUNDS FOR THE STP PAVEMENT REHABILITATION PROJECT, CITY PROJECT NO. 05- 13, FEDERAL-AID PROJECT NO. STPL 5282 (024) From: David H. Ready, City Manager Initiated by: Public Works and Engineering Department SUMMARY Approval of Program Supplement Agreement No. 017-N will formally authorize the disbursement and use of up to $537,570 in federal-aid funds for the STP Pavement Rehabilitation Project, City Project No. 05-13, Federal Aid Project No. STPL 5282 (024). RECOMMENDATION: 1) Adopt Resolution No. "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA APPROVING PROGRAM SUPPLEMENT AGREEMENT NO. 017-N TO ADMINISTERING AGENCY- STATE AGREEMENT FOR FEDERAL-AID PROJECTS NO. 08-5282R WITH THE STATE OF CALIFORNIA, IN THE AMOUNT OF $731,250 ($537,570 STP FEDERAL FUNDS / $193,680 REGIONAL MEASURE A FUNDS), FOR THE STP PAVEMENT REHABILITATION PROJECT, CITY PROJECT NO. 05-13, FEDERAL-AID PROJECT NO. STPL 5282 (024), AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE AGREEMENT ON BEHALF OF THE CITY OF PALM SPRINGS;" and 2) Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: In 2005, over $19.5 Million in federal funding was made available to Riverside County for street maintenance and rehabilitation projects through Surface Transportation Program (STP). Riverside County Transportation Commission (RCTC) coordinated the allocation of pre-determined federal funding to agencies within Riverside County. The ITEM NO. \\ City Council Staff Report January 3, 2007-Page 2 Program Supplement Agreement No. 017-N City's share of this funding is $488,700. However, due to rising construction costs, staff requested RCTC approval for an additional 10% allocation of STP funds, which was approved. The total STP funding made available to the City for this project is $537,570. The City operates under a "Master Agreement" with the state of California, identified as the "Administering Agency -- State Agreement No. 08-5282R" for use of federal funds on City projects. The Master Agreement is amended by each successive use of federal funds on a project, and upon the first "authorization" or obligation of the use of federal funds on a project, the City is provided with a "Program Supplement Agreement", or amendment, to the Master Agreement. In light of the City's authorization to proceed with construction for this project, using STP federal funds, Caltrans has submitted to the City for approval Program SpAment Agreement No. 017-N, which will facilitate the City's use of federal funds f� this project. FISCAL IMPACT: � �� / Approval of Program Supplement Agreement No. 017-N with Caltrans will formally authorize the disbursement and use of up to $537,570 in federal-aid funds for the STP Pavement Rehabilitation Project, City Project No. 05-13, Federal Aid Project No. STPL 5282 (024). Submitted: - �& A rx/ David J. Barakian Thomas J. Wil n Director of Public Works/City Engineer Assistant City Manager Approved: David H. Ready City Manager ATTACHMENTS: 1. Program Supplement Agreement No. 017-N 2. Resolution ATTACHMENT PROGRAM SUPPLEMENT AGREEMENT NO. 017-N PROGRAM' S'DPPLEMENT NO. M1117 Date:Octohcr 31.2006 to Locat ion:08-RIV-0-PSP ADMINISTERING AGENCY-STATE AGREEMENT Project Number:S'I PL-5282(024) FOR FE➢ERAL-AID PROJECTS NO. 08-5282� E-A. N miber:08-924937 This Program Supplement hereby incorporates the Administering Agency-State Agreement for Federal Aid which was entered into between the Administering Agency and the State on / / and is subject to all the terms and conditions thereof.This Program Supplement is executed in accordance with Article I of the afoiementioned Master Agreement under authority ol'Resolution No. ,approved by the Administering Agency on (See copy attached). The Administering Agency further stipulates that as a condition to the payment by 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 setforth on the following pages. PROJECT LOCATION: Golf Club Drive and 34th Avenue from East Palm Canyon Drive(SR 111) to the cast city limits and Indian Drive from 20th Avenue to the north city limits at 18th Avenue TYPE OF WORK:Road rehabilitation LENGTH: 3 (MILES) Estimated Cost Federal Funds Matching Funds L240 $537,570.00 LOCAL OTHER $731,250.00 $193,690.00 S0.00 $0.00 CITY OF PALM SPRINGS STATE OF CALIFORNIA 0 Department of Transportation EY By chief, office of Project Implementation Date Division of Local Assistance Attest Date Title i hereby certify upon my per anal kn- owledge that budgeted funds, are avai7.ablc for thin cnoumbrance= Accounting Officers . /c / Pate l��b`c%�r.' $537,570.00 Chapter Statutes item Year Program He Category s d Source A== 38 2005 2660-102-890 2005-2006 20.30.010.810 C 262040 892-F 537,570.00 Program Supplement 08-5282-M017- ISTEA Page 1 of 3 AS-r t1,r.,0_psp 11/07/2006 STPL-5282(024) 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- Award information shall be submitted by the ADMINISTERING AGENCY to the District Local Assistance Engineer within 60 days after the project contract award. A copy of the award package shall also be included with the submittal of the ADMINISTERING AGENCY's first invoice for the construction contract to: Department of Transportation Division of Accounting Local Programs Accounting Branch, MS #33 P. 0. Box 942874 Sacramento, CA 94274-0001. 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. 3. ,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). 4• Any State and Federal funds that may have been encumbered for this project are only available for disbursement for a period of five (5) years and seven (7) years, respectively, from the start of the fiscal year(s) that those funds were appropriated within the State Budget Act. All project funds not liquidated within these periods will revert unless an executed Cooperative Work Agreement extending these dates is requested and is approved by the California Department of Finance per Government Code Section 16304. The exact date of each fund reversion will be reflected in the approved finance letter(s) issued for this project. Notwithstanding the unliquidated sums of project specific State and Federal funding remaining and available to fund project work, any invoice for reimbursement that is not submitted to the Department on or before 60 days after that applicable fixed fund reversion date will not be paid from that fiscal year's encumbered funds because all of these unexpended funds will be irrevocably reverted by the Department's Division of Accounting on that date. Pursuant to a directive from the State Controller's Office and the Department of Finance, the last date to submit invoices for reimbursed work in each fiscal year is May 15th in order for payment to be made out of those then current appropriations. Project work performed and invoiced after May 15th will be reimbursed only out of available funding that might be encumbered in the subsequent fiscal year, and then only when those funds Program Supplement 08-5282R-N017-ISTEA Page 2 of 3 08-FF- -O-PSP 11/07/2006 STPL-5282(024) SPECIAL COVENANT$ OR REMARKS are actually allocated and encumbered as authorized by the California Transportation Commission and the Department's Accounting Office. S. 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, and invoice payments for any on-going or future federal-aid 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. Program Supplement 08-5282R-NO17- ISTEA Page 3 of 3 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA APPROVING PROGRAM SUPPLEMENT AGREEMENT NO. 017-N TO ADMINISTERING AGENCY-STATE AGREEMENT FOR FEDERAL-AID PROJECTS NO. 08-5282R WITH THE STATE OF CALIFORNIA, IN THE AMOUNT OF $731,250 ($537,570 STP FEDERAL FUNDS / $193,680 REGIONAL MEASURE A FUNDS), FOR THE STP PAVEMENT REHABILITATION PROJECT, CITY PROJECT NO. 05-13, FEDERAL-AID PROJECT NO. STPL 5282 (024), AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE AGREEMENT ON BEHALF OF THE CITY OF PALM SPRINGS WHEREAS, the City of Palm Springs has submitted to the California Department of Transportation a request for authorization to proceed with construction of Asphalt Rubber-Hot Mix (ARHM) overlay of various City streets, requiring obligation of$537,570 of STP federal-aid funds; and WHEREAS, the California Department of Transportation has prepared Program Supplement Agreement No. 017-N, an amendment to administering Agency-State Agreement No. 08-5282R with the state of California, obligating $537,570 of STP federal-aid funds for the STP Pavement Rehabilitation Project, City Project No. 05-13, Federal-Aid Project No. STPL 5282 (024). THE CITY COUNCIL OF THE CITY OF PALM SPRINGS DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. Program Supplement Agreement No. 017 N, an amendment to administering Agency-State Agreement No. 08-5282R with the state of California, obligating $537,570 of STP federal-aid funds for the STP Pavement Rehabilitation Project, City Project No. 05-13, Federal-Aid Project No. STPL 5282 (024), is approved. SECTION 2. The City Manager is authorized to execute and administer the Program Supplement Agreement as may be necessary. Resolution No. Page 2 ADOPTED THIS 3rd day of January, 2007. David H. Ready, City Manager ATTEST: James Thompson, City Clerk CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF RIVERSIDE ) 55. CITY OF PALM SPRINGS ) I, JAMES THOMPSON, City Clerk of the City of Palm Springs, hereby certify that Resolution No. _ is a full, true and correct copy, and was duly adopted at a regular meeting of the City Council of the City of Palm Springs on January 3, 2007, by the following vote: AYES: NOES: ABSENT: ABSTAIN: James Thompson, City Clerk City of Palm Springs, California