HomeMy WebLinkAbout1/3/2007 - STAFF REPORTS - 2.K. {pE p A I.M SA9
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;FoRa�P City Council Staff Report
JANUARY 3, 2007 CONSENT CALENDAR
Subject: APPROVAL OF PROGRAM SUPPLEMENT AGREEMENT NO. 018-N,
WITH THE STATE OF CALIFORNIA FOR USE OF CONGESTION
MITIGATION AND AIR QUALITY IMPROVEMENT PROGRAM (CMAQ)
FEDERAL-AID FUNDS FOR THE AVENIDA CABALLEROS SHOULDER
PAVING, CITY PROJECT NO- 05-08, FEDERAL-AID PROJECT NO.
CML 5282 (025)
From: David H. Ready, City Manager
Initiated by: Public Works and Engineering Department
SUMMARY
Approval of Program Supplement Agreement No. 018-N will formally authorize the
disbursement and use of up to $62,000 in federal-aid funds for the Avenida Caballeros
Shoulder Paving, City Project No. 05-08, Federal Aid Project No. CML 5282 (025).
RECOMMENDATION:
1) Adopt Resolution No. "A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF PALM SPRINGS, CALIFORNIA APPROVING PROGRAM
SUPPLEMENT AGREEMENT NO. 018-N TO ADMINISTERING AGENCY-
STATE AGREEMENT FOR FEDERAL-AID PROJECTS NO. 08-5282R WITH
THE STATE OF CALIFORNIA, IN THE AMOUNT OF $70,050 ($62,000 STP
FEDERAL FUNDS / $8,050 AQMD & MSRC FUNDS), FOR THE AVENIDA
CABALLEROS SHOULDER PAVING, CITY PROJECT NO. 05-08, FEDERAL-
AID PROJECT NO. CML 5282 (025), 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:
The City received $62,000 in CMAQ federal-aid funds to install asphalt concrete paving
on the Avenida Caballeros shoulder, from Arenas Road to Tahquitz Canyon Way.
City Council Staff Report
January 3, 2007- Page 2
Program Supplement Agreement No. 018-N
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
CMAQ federal funds, Caltrans has submitted to the City for approval Program
Supplement Agreement No. 018-N, which will facilitate,the City's se of federal funds for
this project.
k'
FISCAL IMPACT:
Approval of Program Supplement Agreement No. 018-N with Caltrans will formally
authorize the disbursement and use of up to $62,000 in federal-aid funds for the
Avenida Caballeros Shoulder Paving, City Project No. 05-08, Federal Aid Project No,
CIVIL 5282 (025).
Submitted:
J�J
David J. Barakian Thomas J. Wil n
Director of Public Works/City Engineer Assistant City anager
Approved:
David H. Ready
City Manager
ATTACHMENTS:
1. Program Supplement Agreement No, 018-N
2. Resolution
ATTACHMENT
PROGRAM SUPPLEMENT AGREEMENT NO. 018-N
PROGRAN,Si7PPLEMENT NO. NO3.8 Date:Ocluhcr 31,2006
to Location c 08-R]V-0-PSP
ADMINISTFRING AGENCY-STATE AGREEMENT Project Number-CMI--5282(025)
FOR FEDZRAL-AID PROJECTS NO. 08-5282Q E.A. Number:08-924954
This Program Supplement hereby incuiportles the Administering Agency-State Agrccinent for Fedetal Aid which was entered into
between the Administering Agency and the Slate on / / 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 or 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 accepn and will comply with the Special covenants or Remarks setforth
on the following pages,
PROJECT LOCATION:
East side of Avenida Caballeros from Arenas Road to Tahqultz Canyon Way
TYPE OF WORT{:PM-10 dirt road paving LENGTH: 0.1 (MIKES)
Estimated Cost Federal Funds Matching Funds
11400 $62,000.00 LOCAL OTHER
$70,050,00 $8,050 00 $0.00 $0.00
CITY OF BALM SPRINGS STATE OF CALIFORNIA
FJf Department of Transportation
By. BY
Data Chief, Office of Project Implementation
Division of Local Assistance
Attest
Date
Title
I hereby certify upon my personal know7,edge that budgeted funds aro available for this encumbrance:
Accounting Officer ..� � / Date $62,000.00
chapter statutea Item Year program Be Category Fµnd smxce AMOU
38 2005 2660-102-890 2005-2006 20,30,010,820 C 262040 892-F 62,000.00
ProgFam Supplement 08-5282-Mo18- YSTEA Page 1 of 8
08-RW-O-PS P 11/07/2006
CML-5282(025)
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. Q. 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
1phase(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-N018- ISTEA Page 2 of 3
Q8-R!-V-0-PSP 11/07/2006
CML-5282(025)
SPECIAL COVENANTS OR REMARKS
are actually allocated and encumbered as authorized by the California Transportation
Commission and the Department's Accounting Office.
5. 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-N018- 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. 018-N TO
ADMINISTERING AGENCY-STATE AGREEMENT FOR
FEDERAL-AID PROJECTS NO. 08-5282R WITH THE
STATE OF CALIFORNIA, IN THE AMOUNT OF $70,050
($62,000 STP FEDERAL FUNDS / $8,050 AQMD & MSRC
FUNDS), FOR THE AVENIDA CABALLEROS SHOULDER
PAVING, CITY PROJECT NO. 05-08, FEDERAL-AID
PROJECT NO. CML 5282 (025), 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 paving
on Avenida Caballeros, requiring obligation of$62,000 of CMAQ federal-aid funds; and
WHEREAS, the California Department of Transportation has prepared Program
Supplement Agreement No. 018-N, an amendment to administering Agency-State
Agreement No. 08-5282R with the state of California, obligating $62,000 of CMAQ
federal-aid funds for the Avenida Caballeros Shoulder Paving, City Project No. 05-08,
Federal Aid Project No. CML 5282 (025).
THE CITY COUNCIL OF THE CITY OF PALM SPRINGS DOES HEREBY RESOLVE
AS FOLLOWS:
SECTION 1. Program Supplement Agreement No. 018-N, an amendment to
administering Agency-State Agreement No. 08-5282R with the state of California,
obligating $62,000 of CMAQ federal-aid funds for the Avenida Caballeros Shoulder
Paving, City Project No_ 05-08, Federal Aid Project No. CML 5282 (025), 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 ) ss.
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