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Home My WebLink About7/31/2002 - STAFF REPORTS (4) DATE: July 31, 2002 TO: City Council FROM: Public Works Director/City Engineer APPROVE CALTRANS SUPPLEMENT AGREEMENT NO. 762 FOR THE SUNRISE WAY TRAFFIC SIGNAL INTERCONNECT PROJECT USING STATE STIP GRANT FUNDING RECOMMENDATION: It is recommended that the City Council approve Caltrans Program Supplement Agreement No. 762, in the amount of $160,000 ($120,00 State/ $40,000 Local) for the Sunrise Way Traffic Signal Interconnect Project using State Transportation Improvement Plan(STIP)grant funds; State Project No. RPL-5282 (019); City Project No. 2001-14. SUMMARY: The most recent Agency-State Master Agreement No. 000281 for"State Aid"was executed on May 18, 2000 (City Agreement No. A4216, Resolution No. 19780) and Program Supplement Agreement No. 762 to the Master Agreement authorizes the state grant reimbursement from Caltrans upon completion of the project. BACKGROUND: On May 4, 2001 the Coachella Valley Association of Governments (CVAG) made written request to the Riverside County Transportation Commission (RCTC) that a portion of unallocated formula STIP grant funds be applied to regional transportation projects in Coachella Valley.The Sunrise Way Traffic Signal Interconnect was the project requested by the City. RCTC approved the project and on September 5,2001 the City and CVAG executed an agreement for the project (Agreement A4395, Minute Order No. 6917). The project was designed by consultant Albert Grover&Associates at a cost of$7,500, awarded January 17, 2001 (Amend. No.1 to A4230, Minute Order No.6778). The California Transportation Commission (CTC) approved the state funding on May 9, 2002 and on June 12 engineering staff submitted the Requestfor Authorization and construction funding allocation request to Caltrans. The City can proceed with bidding as soon as Caltrans authorizes construction. An Offsetting Budget Adjustment will allocate $120,000 in Capital Project account No. 261- 4491-50186 for the STIP grant reimbursable portion and Measure A account No. 134-4498- 50186 covers the City's $40,000 match towards the project costs. No general funds are required -ffrraoom the CiCity yffor this project. ROBERT L. MOHLER DAVID J. BARAKIAN Grants and Government Affairs Manager Public Works Director/City Engineer APPROVED--.�. - `` REVIEWED BYDEPT.OFFINANC1 City Manager 1 i� ATTACHMENTS:1. Minute Order, 2. Caltrans Agreement No. 762, 3. Location Map JZ/ A PROGRAM SUPPLEMENT NO. 762 Date:July 02,2002 to Location:08-RIV-0-PSP ADMINISTERING AGENCY-STATE AGREEMENT Project Number:RPL-5282(019) FOR STATE FUNDED PROJECTS NO. 000281 E.A. Number.:08-412464 Locode:5282 This PROGRAM SUPPLEMENT,effective 05/09/2002,is hereby incorporated into the Administering Agency-State Agreement No. 000281 for State Funded Projects entered into between the ADMINISTERING AGENCY and the STATE with an effective date of 06/28/99 and is subject to all the terms and conditions thereof.This PROGRAM SUPPLEMENT is adopted 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 father stipulates that as a condition to payment of funds encumbered to this project, it accepts and will comply with the Special Covenants and Conditions set forth on the following pages. PROJECT LOCATION: on Sunrise Way from East Palm Canyon Drive to Vista Chino(SR 111) TYPE OF WORK: interconnect signals Estimated Cost State Funds Matching Funds STATE $120,000.00 LOCAL OTHER $160,000.00 $40,000.00 $0.00 $0.00 CITY OF PALM SPRINGS STATE OF CALIFORNIA Department of Transportation By By Chief, Office of Project Implementati Date Division of Local Assistance Date Title I hereby certify upon my personal knowledge �/ythat �, budgeted funds are available for this encumbrance: Accounting offic�bl) " Date 2 ' 0 � $120,000.00 Chapter Statutes Item Year Progr BC Category Fund Source AMOUNT 106 2001 2660-101-042 2001-20 20.30.600.620 S 262042 042-T 120,000.00 tkilwao Program Supplement 00-0201-762- SERIAL Page 1 of 4 08-RIV-0-PSP 07/02/2002 RPL-5282(019) 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 . This PROJECT is programmed to receive funding from the 1998 State Transportation Improvement Program (STIP) , as amended. Funding may be provided under one or more components. A component (s) specific fund allocation is required, in addition to other requirements, before reimbursable work can occur for the component (s) identified. Each allocation will be assigned an effective date and identify the amount of funds allocated per component (s) . This PROGRAM SUPPLEMENT has been prepared to allow reimbursement of eligible PROJECT expenditures for the component (s) allocated. The start of reimbursable expenditures is restricted to the later of either 1) the effective date of the Master Agreement, 2) the effective date of the PROGRAM SUPPLEMENT, or 3) the effective date of the component specific allocation. 3 . STATE and ADMINISTERING AGENCY agree that additional funds made available by future allocations will be encumbered on this PROJECT by use of a STATE approved Allocation Letter and Finance Letter. ADMINISTERING AGENCY agrees that STATE funds available for reimbursement will be limited to the amount allocated by the California Transportation Commission (CTC) and/or the STATE. 4 . This PROJECT is subject to the timely use of funds provisions enacted by Senate Bill 45 (SB 45) , approved in 1997, and subsequent CTC guidelines and State procedures approved by the CTC and STATE, as outlined below: Funds allocated for the environmental & permits, plan specifications & estimate, and right-of-way components are available for expenditure until the end of the second fiscal year following the year in which the funds were allocated. Funds allocated for the construction component are subject to an award deadline and contract completion deadline. ADMINISTERING AGENCY agrees to award the contract within 12 months of the construction fund allocation and complete the construction or vehicle purchase contract within 36 months of award. Page 2 of 4 (0 ` Program Supplement 00-0281-762- SERIAL 08-RIV-0-PSP 07/02/2002 RPL-5282(019) SPECIAL COVENANTS OR REMARKS 5 . Upon ADMINISTERING AGENCY request, the CTC and/or STATE may approve supplementary allocations, time extensions, and fund transfers between components. An approved time extension will revise the timely use of funds criteria, outlined above, for the component (s) and allocation(s) requested. Approved supplementary allocations, time extensions, and fund transfers between components, made after the execution of this PROGRAM SUPPLEMENT will be documented and considered subject to the terms and conditions thereof. Documentation for approved supplementary allocations, time extensions, and fund transfers between components, will be a STATE approved Allocation Letter, Fund Transfer Letter, Time Extension Letter, and Finance Letter, as appropriate. 6 . This PROJECT will be administered in accordance with the CTC STIP guidelines, as adopted or amended, and the STATE Procedures for Administering Local Grant Projects in the State Transportation Improvement Program (STIP) , the Local Assistance Program Guidelines, and the Local Assistance Procedures Manual . The submittal of invoices for project costs shall be in accordance with the above referenced publications and the following. 7 . The ADMINISTERING AGENCY shall invoice STATE for environmental & permits, plans specifications & estimate, and right-of-way costs no later than 180 days after the end of last eligible fiscal year of expenditure. For construction costs, the ADMINISTERING AGENCY has 180 days after project completion to make the final payment to the contractor and prepare the final Report of Expenditures and final invoice, and submit to STATE for verification and payment. 8 . All obligations of STATE under the terms of this Agreement are subject to the appropriation of resources by the Legislature and the encumbrance of funds under this Agreement. Funding and reimbursement are available only upon the passage of the State Budget Act containing these STATE funds. 9 . Award information shall be submitted by the ADMINISTERING AGENCY to the District Local Assistance Engineer immediately after the award. Failure to do so will cause delay in processing the invoices for the construction component. As a minimum, the award Program Supple ent00-0281-762- SERIAL 4 Rg 901f 4 08-RIV-0-PSP 07/02/2002 RPL-5282(019) SPECIAL COVENANTS OR REMARKS information should have the following: Project number, project description, PPNO, date the project was advertised, award amount, bid opening date, award date and estimated completion date. Program Supplement00-0281-762- SERIAL Page 4 of 4 RADIO RD. OA95 P➢ tl F.l SAN RAFAEL DR. u ?ALP t o OF S10 o � p FRANgS DR. 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APPROVING CALTRANS PROGRAM SUPPLEMENT AGREEMENT NO. 762, IN THE AMOUNT OF $160,000 ($120,000 STATE/ $40,000 LOCAL) FOR THE SUNRISE WAY TRAFFIC SIGNAL INTERCONNECT PROJECT, USING STATE STIP GRANT FUNDS; STATE PROJECT NO. RPL- 5282 (019); CITY PROJECT NO. 2001-14. I HEREBY CERTIFY that this Minute Order approving Caltrans Program Supplement Agreement No. 762, in the amount of $160,000 ($120,000 State/ $40,000 Local) for the Sunrise Way Traffic Signal Interconnect Project, using State STIP Grant funds;State Project No. RPL-5282 (019); City Project No.2001-14 was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 31It day of July, 2002. PATRICIA A. SANDERS City Clerk