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Home My WebLink About3/17/2004 - STAFF REPORTS (13) r DATE: March 17, 2004 TO: City Council FROM:Public Works Director/City Engineer RACQUET CLUB ROAD SIDEWALK PROJECT. RECOMMENDATION: It is recommended that the City Council rescind Minute Order 7358 and approve Caltrans Program Supplement Agreement No. M-015 in the amount of$126,500.00 forthe preliminary engineering, construction and construction engineering phases of the Racquet Club Road Sidewalk Project; Federal Project No. STPLH-5282 (022) in accordance with City/State Master Agreement No. 08-5282, for federal grant projects, City Agreement No. A4216; City Project No. 02-09. SUMMARY: The City/State Master Agreement No. 08-5282 for Federal Grant Funded Projects was approved by City Council on March 18, 1998 (City Agreement No. A1459), and Program Supplement Agreement No. M-015 to that Master Agreement authorizes the Federal grant reimbursement from Caltrans upon completion of all phases of the Racquet Club Road Sidewalk project. BACKGROUND: The Racquet Club Sidewalk Project was listed as an eligible project on the 2003/2004 HES Program.The City received authorization to proceed with preliminary engineering on February 7, 2003, with a cost of $5,500.00, of which $4,950.00 was covered by federal grant funds (90%). The Public Works and Engineering Department prepared the project plans and specifications. The authorization to proceed with construction and construction engineering was received on May 19, 2003, with a total cost of$121,000.00, of which $108,900.00 was covered by federal grant funds (90%). The project was advertised, and a construction contract in the amount of $78,638.50 was awarded to J. Cardenas Construction on July 2,2003. The project was completed in October 2003. This is a revision of the original Program Supplement Agreement, approved by the City Council on September 3, 2003, for an amount of $121,000.00, which, by Caltrans' error omitted the preliminary engineering costs of $5,500.00. The revised Program Supplement Agreement includes the preliminary engineering costs and is for a new total of$126,500.00 of which $113,850.00 is covered by federal grant funds (90%). /0/4 March 17,2004 Racquet Club Road Sidewalk Project-CP.02-09 Page 2 The federally reimbursable funds to be used for this project are appropriated in federal grant capital account 261-4491-502 1 8, with the local match funds appropriated in SB821 reimbursable capital account 261-4491-502 1 5. No general fund revenue was required for this project. SUBMITTED: DAVID J. BARAKIAN Director of Public Works /City Engineer APPROVED DAVID H. READ City Manager ATTACHMENTS: 1. September 3, 2003 staff report 2. Minute Order, 3. Program Supplement Agreement No. M-015 REVIEWED BY DEPT.OF FINANCE /19 PROGRAM SUPPLEMENT NO. M015 Date:February 18,2004 to Location:08-RIV-O-PSP ADMINISTERING AGENCY-STATE AGREEMENT Project Number:STPLH-5282(022) FOR FEDERAL-AID PROJECTS NO. 08-5282 _ E.A. Number:08-924750 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 03/18/98 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 farther 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: Racquet Club Drive from Indian Canyon Drive to Avenida Caballeros TYPE OF WORK: Sidewalk,driveways,and ADA ramps LENGTH: 0.5 (MILES) Estimated Cost Federal Funds Matching Funds Q210 $103,950.00 LOCAL OTHER $126,500.00 Q280 $9,900.00 $12,650.00 $0.00 $0.00 CITY OF PALM SPRINGS STATE OF CALIFORNIA Department of Transportation By By Chief, Office of Project Implementatic Date Division of Local Assistance Attest Date Title I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance: Accounting Officer V /' ' � V� �/ � - ' Date $113,850.00 Chapter Statutes Item I Year rogr HC Category Fund Source AMOUNT 379 2002 2660-102-890 2002-2003 20.30.010.530 C 255020 892-F 113,850.00 /04415 Program Supplement 08-5282-MO15- ISTEA Page 1 of 4 08-RIV-0-PSP 02/18/2004 STPLH-5282(022) SPECIAL COVENANTS OR REMARKS 1. The ADMINISTERING AGENCY will reimburse the STATE for the ADMINISTERING AGENCY share of costs for work requested to be performed by the STATE. 2 . The ADMINISTERING AGENCY will advertise, award and administer this project in accordance with the most current published Local Assistance Procedures Manual. 3 . All project repair, replacement and maintenance involving the physical condition and the operation of project improvements referred to in Article III MAINTENANCE, of the aforementioned Master Agreement will be the responsibility of the ADMINISTERING AGENCY and shall be performed at regular intervals and as required for efficient operation of the completed project improvements. 4 . The ADMINISTERING AGENCY is required to have an audit in accordance with the Single Audit Act and OMB A-133 if it receives a total of $300, 000 or more in federal funds in a single fiscal year. The federal funds received under this project are a part of the Catalogue of Federal Domestic Assistance (CFDA) 20 .205, Highway Planning & Research. OMB A-133 superceded OMB A-128 in 1996 . A reference to OMB A-128 in a Master Agreement (if any) is superceded by this covenant to conform to OMB A-133 . 5. The ADMINISTERING AGENCY agrees that payment of Federal funds will be limited to the amounts approved by the Federal Highway Administration (FHWA) in the Federal-Aid Project Authorization/Agreement or Amendment/Modification (E-76) and accepts any resultant increases in ADMINISTERING AGENCY funds as shown on the Finance Letter, any modification thereof as approved by the Division of Local Assistance, Office of Project Implementation. 6. Award information shall be submitted by the ADMINISTERING AGENCY to the District Local Assistance Engineer immediately 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 y Division of Accounting zaff Local Programs Accounting Branch, MS#33 Program Supplement08-5282-M015- ISTEA Page 2 of 4 08-RIV-0-PSP 02/18/2004 STPLH-5282(022) SPECIAL COVENANTS OR REMARKS 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 and LPP 01-06 . 7 . STATE and ADMINISTERING AGENCY agree that any additional funds which might be made available for new phase (s) of work by future Federal obligations will be encumbered on this PROJECT by use of a STATE approved "Authorization to Proceed" and Finance Letter. ADMINISTERING AGENCY agrees that Federal funds available for reimbursement will be limited to the amounts obligated by the Federal Highway Administration. 8 . 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) . 9 . 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 Program Supplement08-5282-M015- ISTEA /age ; 4 08-RIV--0-PSP 02/18/2004 STPLI3-5282(022) SPECIAL COVENANTS OR REMARKS on that date. Pursuant to a directive from the State Controllers 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. 10,4 T Program Supplement08-5282-M015- ISTEA Page 4 of 4 MINUTE ORDER NO. RESCINDING MINUTE ORDER 7358 AND APPROVING CALTRANS PROGRAM SUPPLEMENT AGREEMENT NO. M-015 IN THE AMOUNT OF $126,500.00 FOR THE PRELIMINARY ENGINEERING, CONSTRUCTION AND CONSTRUCTION ENGINEERING PHASES OF THE RACQUET CLUB ROAD SIDEWALK PROJECT; FEDERAL PROJECT NO. STPLH-5282 (022) IN ACCORDANCE WITH CITY/STATE MASTER AGREEMENT NO. 08-5282, FOR FEDERAL GRANT PROJECTS, CITY AGREEMENT NO. A4216; CITY PROJECT NO. 02-09 I HEREBY CERTIFY that this Minute Order approving Caltrans Program Supplement Agreement No. M-015 in the amount of $126,500.00 for the preliminary engineering, construction and construction engineering phases of the Racquet Club Road Sidewalk Project; Federal Project No. STPLH-5282 (022) in accordance with City/State MasterAgreement No. 08-5282,forfederal grant projects, City Agreement No.A4216; City Project No.02-09,was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 17-th day of March, 2004. PATRICIA A. SANDERS City Clerk