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Home My WebLink About7/17/2002 - STAFF REPORTS (13) DATE: July 17, 2002 TO: City Council FROM: Public Works Director/ City Engineer APPROVE CALTRANS AGREEMENT NO. 013-M FOR GENE AUTRY TRAIL AND RAMON MEDIAN ISLAND LANDSCAPE DESIGN PHASE USING FEDERALTEAGRANT FUNDING RECOMMENDATION: That the City Council approve Program Supplement Agreement No. 013-M, in the amount of $90,000($79,677 Federal/$10,323 Local)forthe PS&E design phase of the GeneAutry Trail and Ramon Road Median Island Landscape Project using Federal TEA Grant Funds; State Project No. STPLER-5282 (014); City Project No. 2000-01. SUMMARY: The most recent Agency-State MasterAgreement No. 08-5282 for Federal Aid was executed on March 18, 1998(City Agreement No.A1459). Program SupplementAgreement No. 013-M to that MasterAgreement gives authorization forfederal reimbursement from Caltrans upon completion of the PS&E design of the Gene Autry Trail and Ramon Road Median Island Landscape Project. Agreement No.013-M covers the$90,000 estimated PS&E design phase and an upcoming separate program supplement will cover the construction phase. BACKGROUND: In November, 1999 the Grants and Government Affairs Manager submitted a grant application to the Riverside County Transportation Commission (RCTC) for a FY99/00 federal Transportation Enhancement Activities (TEA) Grant. The application was to landscape the existing median islands on Gene Autry Trail for 2.5 miles (Mesquite Avenue to Vista Chino) and on Ramon Road for 0.5 mile (Vella Road to San Luis Rey). RCTC and California Transportation Commission (CTC) approved the grant in year 2000 and the project was placed on the Federal Transportation Improvement Plan (FTIP) in September, 2001. This is the City's 41"TEA grant(V TEA median landscape-Mesquite Ave. MVP completed in 2001). Capital Projects account 261-4491-50179(Federal Reimbursement Portion)and Measure A account 134-4498-50179 (local match portion) cover all costs without using general funds. The estimated $629,000 total cost is approved as ($521,571 Federal Share- 88.53%) and ($107,427 Local Match-11.47%) per RCTC and Caltrans approvals. j ROBERT L. MOHLER DAVID J. BARAKIAN Grants and Government Affairs Manager Public Works Director/City Engineer Ce...,_- APPROVE City Manager REVIEWED BY DK OF FINANCE Q"[ ATTACHMENTS: 1. Minute Order, 2. Caltrans Agreement No. 013-M, 3. Location Map PROGRAM SUPPLEMENT NO. M013 Date:June 18,2002 to Location:08-RIV-O-PSP ADMINISTERING AGENCY-STATE AGREEMENT Project Number:S'TPLER-5282(014) FOR FEDERAL-AID PROJECTS NO. 08-5282 E.A. Number:08-924552 This Program Supplement is hereby incorporated into the Agency-State Agreement for Federal Aid which was entered into between the Agency and the State on 03/18/98 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 Agency on (See copy attached). The Agency further stipulates that as a condition to payment of funds obligated to this project,it accepts and will comply with the covenants or remarks setforth on the following pages. PROJECT LOCATION: IN THE CITY OF PALM SPRINGS ON GENE AUTRY TRAIL/RAMON ROAD TYPE OF WORK:Median island landscaping LENGTH: O(MILES) Estimated Cost Federal Funds Matching Funds BTBO $79,677.00 LOCAL OTHER $90,000.00 $10,323.00F $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 Attest Date Title I hereby certify upon my personal knowledge that ttbbfudgeted funds are available for this encumbrance: Accounting Office/'/� Cl - Date j 'V $79,677.00 Chapter Statutes Item Year rogram Be Category Fund Source AMOUNT 106 2001 2660-101-890 2001-2002 .30.010. 7 C 262042 892-F 79,677.00 Program Supplement 08-5282-MO13- ISTEA Page 1 of 3 08-RIV-0-PSP 06/18/2002 STPLER-5282(014) 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 and 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. 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. 7 . STATE and ADMINISTERING AGENCY agree that any additional funds which might be made available for new phase (s) of work by future 106 Program Supplement08-5282-M013- ISTEA 0 "3 Page 2 of 3 O8-R1V-0-PSP 06/18/2002 STPL,ER-5282(014) SPECIAL COVENANTS OR REMARKS 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. g . 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) . 8Aq Program Supplement08-5282-M013- ISTEA Page 3 of 3 ' t1251 fflu x CITY OF \ �� = t �I PALM SPRINGS 1 rfr y �i� e TEA Grant Application ..5i�' Vista Chi 1 1 • � a� GCS 1 1 S 1 WSr r - � G - 1 PAIM LL i *�• ...... .I 1 J �AIRPORT a _ 1 1 � t w. • • • • • • • v, \ L RAMON ROAD 1 000000 1 Q�� 3 ��t'�wY��( """••" Mesquite Ave.(MVP) \ _ C 1 \ / -ter -i � � o E Prim Can 1 1 " 1 1 LEGEND 1 \ LOCATION MAP & 1 RCTC TEA Grant Application Nov. 19, 1999 1 Proposed Gene Autry Trail/Ramon Rd. Median Island Landscape1 \ J Proposed Limits of Work: - 1 Other Recent Grant Funded Landscaped Medians: O. 0• O. O. O• 1 (MVP Mesquite Ave. Median Landscape TEA Grant-Phase-1): In construction) (On-Airport FAA Grant for Median Landscape):Completed in 1998 1 �o 1 ATTACHMENT "A" 1 MINUTE ORDER NO, APPROVING PROGRAM SUPPLEMENT AGREEMENT NO. 013-M, IN THE AMOUNT OF $90,000 ($79,677 FEDERAL/ $10,323 LOCAL), FOR THE PS&E DESIGN PHASE OF THE GENE AUTRY TRAIL AND RAMON ROAD MEDIAN ISLAND LANDSCAPE PROJECT, USING FEDERAL TEA GRANT FUNDS; STATE PROJECT NO. STPLER-5282 (014); CITY PROJECT NO. 2000-01. I HEREBY CERTIFY that this Minute Order approving Program Supplement Agreement No. 013-M, in the amount of $90,000 ($79,677 Federal/ $10,323 Local) for the PS&E design phase of the Gene Autry Trail and Ramon Road Median Island Landscape Project, using federal TEA Grant funds; State Project No. STPLER-5282 (014); City Project No.2000-01, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 17th day of July, 2002. PATRICIA A. SANDERS City Clerk 8?qs>