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Home My WebLink About1/3/2007 - STAFF REPORTS - 2.L. ppLM g O� A4 iy F � V v 4 4 1 Po"` City Council Staff Report JANUARY 3, 2007 CONSENT CALENDAR Subject: APPROVAL OF PROGRAM SUPPLEMENT AGREEMENT NO. 019-N, WITH THE STATE OF CALIFORNIA FOR USE OF HIGHWAY BRIDGE PROGRAM (HBP) FEDERAL-AID FUNDS FOR THE SOUTH PALM CANYON DRIVE LOW WATER CROSSING BRIDGE PROJECT, CITY PROJECT NO. 06-18, FEDERAL-AID PROJECT NO. BR-NBIL (502) From: David H. Ready, City Manager Initiated by: Public Works and Engineering Department SUMMARY Approval of Program Supplement Agreement No. 019-N will formally authorize the disbursement and use of up to $381,494 in federal-aid funds for the South Palm Canyon Drive Low Water Crossing Bridge Project, City Project No. 06-18, Federal Aid Project No. BR-NBIL (502). RECOMMENDATION: 1) Adopt Resolution No. "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA APPROVING PROGRAM SUPPLEMENT AGREEMENT NO. 019-N TO ADMINISTERING AGENCY- STATE AGREEMENT FOR FEDERAL-AID PROJECTS NO. 08-5282R WITH THE STATE OF CALIFORNIA, IN THE AMOUNT OF $430,921 ($381,494 HBP FEDERAL FUNDS / $49,427 GAS TAX FUNDS), FOR THE SOUTH PALM CANYON DRIVE LOW WATER CROSSING BRIDGE PROJECT, CITY PROJECT NO. 06-18, FEDERAL-AID PROJECT NO. BR-NBIL (502), 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, the City applied for funding through the Highway Bridge Program (HBP) for construction of a new bridge on South Palm Canyon Drive, just north of Bogert Trail. The existing roadway is subject to flooding from the Arenas Canyon South drainage ITEM NO._S�'___ City Council Staff Report January 3, 2007- Page 2 Program Supplement Agreement No. 019-N channel; and the HBP provides federal-aid funding for construction of new bridges over low water crossings. The City's grant application applied for $3,093,308 in HBR federal- aid funds, or 88.53% of the estimated total project cost of $3,494,079. The initial, or Preliminary Engineering (PE) Phase, was estimated to cost $430,921 of which 88.53% or $381,494 is federally funded. 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 the preliminary engineering phase for this project, using HBP federal funds, Caltrans has submitted to the City for approval Program Supplement Agreement No. 019-N, which will facilitate the City's use-of federal funds for this project. I FISCAL IMPACT: Approval of Program Supplement Agreement No. 019-N with Caltrans will formally authorize the disbursement and use of up to $381,494 in federal-aid funds for the South Palm Canyon Drive Low Water Crossing Bridge Project, City Project No. 06-18, Federal Aid Project No. BR-NBIL (502). Submitted: C�avid J. Barakian oma4tyll Director of Public Works/City Engineer As5sistaager Approved: David H. Ready City Manager ATTACHMENTS: 1. Program Supplement Agreement No. 019-N 2. Resolution ATTACHMENT PROGRAM SUPPLEMENT AGREEMENT NO. 019-N PROGRAM SUPPLEMENT NO. N019 Date:I)CCCinber 06. 2006 to Location:08-RIV-O-PSP ADMINISTERING AGENCY-STATE AGREEMENT Project Number:BR-NBIL(502) FOR FEDERAL-AZD PRO,1ECTS NO. 08-5282R E.A. Numbere08-924969 This Program Supplement hereby incorporates the Administering Agency-Stalc ATecmcnt for Federal Aid which was entered into between the Administering Agency and the State on JC/&UC l-and is subject to all the lcrm�and conditions thereof.This Program Supplement is executed in accordance with Article I of the aforementioned Masici Agieentenl under authority of Resolution No- ,approved by the Administering Agency on (See copy atmchcd). 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 Administcring Agency accepts and will comply with the Special covenants or Remarks setforth on the following pages. PROJECT LOCATION: South Palm Canyon Drive over the Arenas Canyon South Drainage Channel in Palm Springs TYPE OF WORK: 4-lane bridge over low water Crossing LENGTH: 0.1 (MILES) Estimated Cost Federal Funds Matching Funds H100 $381,494,00 LOCAL OTHER $430,921.00 $49,427,00 $0,00 $0.00 CITY OF PALM SPRINGS STATE OF CALIP'ORNIA 00 Department of Transportation BY By Chief, Office Of Project Implementation Data Division of Local Assistance Attest Date Title I hereby certify upon my Personal lan lcdge that budgeted funds are available for thz5 ontu,,bra co; r � Accounting OfficU j% Date i��'J�>( $381,494.00 Chapter StatuCew Item Year Program nc Category Hand Source 1 PUNT 38 2005 2660-102-390 2005.2006 20.30,010.300 C 224060 892-F 381,494.00 Program SupPlement 08-5282R-NO19- ISTEA Page 1 of 3 08-RIV-0-PSP 11-l06/7006 BR-NBIL(502) 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. O. 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 Grogram SuPPI, 0= 0a-5282R-N019- ISTRA Page 2 vE 3 08-PIV-0-PSP 12/00/2006 BR-NBIL(502) SPECIAL COVENANTS OR REMARKS 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 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. Prog=e Supplo ant 08-5282R-NO19- 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. 019-N TO ADMINISTERING AGENCY-STATE AGREEMENT FOR FEDERAL-AID PROJECTS NO. 08-5282R WITH THE STATE OF CALIFORNIA, IN THE AMOUNT OF $430,921 ($381,494 HBP FEDERAL FUNDS / $49,427 GAS TAX FUNDS), FOR THE SOUTH PALM CANYON DRIVE LOW WATER CROSSING BRIDGE PROJECT, CITY PROJECT NO. 06-18, FEDERAL-AID PROJECT NO. BR-NBIL (502), 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 the Preliminary Engineering (PE) Phase for the South Palm Canyon Drive Low Water Crossing Bridge Project, requiring obligation of$381,494 of HBP federal-aid funds, and WHEREAS, the California Department of Transportation has prepared Program Supplement Agreement No. 019-N, an amendment to administering Agency-State Agreement No. 08-5282R with the state of California, obligating $381,494 in federal-aid funds for the South Palm Canyon Drive Low Water Crossing Bridge Project, City Project No. 06-18, Federal Aid Project No. BR-NBIL (502). THE CITY COUNCIL OF THE CITY OF PALM SPRINGS DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. Program Supplement Agreement No. 019-N, an amendment to administering Agency-State Agreement No. 08-5282R with the state of California, obligating $381,494 in federal-aid Funds for the South Palm Canyon Drive Low Water Crossing Bridge Project, City Project No. 06-18, Federal Aid Project No. BR-NBIL (502), 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