HomeMy WebLinkAbout6/19/2002 - STAFF REPORTS (15) DATE: June 19, 2002
TO: City Council
FROM: Public Works Director/City Engineer
APPROVE CALTRANS SUPPLEMENTAGREEMENT NO. M011 FOR GENE AUTRY TRAIL
RR BRIDGE WIDENING ENVIRONMENTAL USING FEDERAL STIP GRANT FUNDING
RECOMMENDATION:
It is recommended that the City Council approve Caltrans Supplement Agreement No. M011,
in the amount of$10,000($7,000 Federal/$3,000 Local),forthe Environmental for the Gene
Autry Trail Railroad Bridge Widening Project using Federal STIP grant funds, State Project
No. RPSTPL-5282 (018); City Project No.2002-03.
SUMMARY:
The most recent Agency-State MasterAgreement No.08-5282 for Federal Aid was executed
on March 18, 1998 and Program Supplement Agreement No.M011 to that MasterAgreement
authorizes the federal grant reimbursement from Caltrans upon completion of the project.
BACKGROUND:
In January 2001 the City applied to the Riverside County Transportation Commission(RCTC)
for a $1,842,000 federal STIP grant to widen the existing Southern Pacific Railroad Bridge
and connector road to Interstate 10 from 2 to 6 lanes.The grant was approved by RCTC and
the California Transportation Commission (CTC) and was placed on the Federal
Transportation Improvement Plan (FTIP) on September 25, 2001. The grant application
requested federal funding forthe project in 3 main elements: $7,000 Environmental/$280,000
for Engineering Design(PS&E)/$1,555,000 Construction($1,842,000federal/$789,000local
for a grand total of $2,631,000. CVAG has agreed to fund the local match from Regional
Measure A funds. This current allocation is for the initial environmental phase of work. The
City has also received Caltrans authorization for the PS&E Design stage so RFP's can now
be issued to consultants for the design of the bridge and roadway widening project, which is
being coordinated with the current Gene Autry/1-10 Interchange widening project.
An Offsetting Budget Adjustment will establish an account in fund 261-4491 for this work.
ROBERT L. MOHLER DAVID J. BARAKIAN
Grants and Government Affairs Manager PublicWorks Director/City Engineer
APPROVEDF�'
City Manager
REVIEWED BY DEn OF FINANCE-
ATTACHMENTS:1. Minute Order, 2. Caltrans Program Supplemental Agreement No. M011
IM
PROGRAM 'SUPPLEMENT NO. M011 Date:April 29, 2002
to Location:08-RI V-O-pSp
ADMINISTERING AGENCY-STATE AGREEMENT Project Number:
j RPSTPL-5282(018)
FOR FEDERAL-AID PROJECTS NO. 08-5282 E.A. Number:08-412444
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:
on Gene Autry Trail from Whitewater River Wash to the Interstate 10 interchange
TYPE OF WORK:bridge and roadway connector widening LENGTH: o(MILES)
Estimated Cost Federal Funds Matching Funds
RPBO $6,197.00 LOCAL State OTHER
$10,000.00 $3'000.00 $803.00 $0.00
CITY OF PALM SPRINGS
STATE OF CALIFORNIA
Department of Transportation
By By
_ Chief, Office of Project Implementati
Date - - �aA "Division of Local Assistance
Attest Date
Title
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:
Accounting Offic (/' i Date -30 . U " $7,000.00
Chapter statutes Item Ye 2ur Progr Be Category Fund Source AMOUNT
106 2001 2660-101-890 2001- 20.30.600.620 S 262042 892-F 6,197.00
106 2001 2660-101-042 2001-2002 20.30.600.620 S 262042 042-T 803.00
IqA z
Program Supplement 08-5282-M011- ISTEA Page 1 of 5
08-RIV-0-PSP 04/29/2002
RPSTPL-5282(018)
SPECIAL COVENANTS OR REMARKS
1. The ADMINISTERING AGENCY will reimburse the State for the
ADMINISTERING AGENCY share of costs for w-Qrk requested to be
performed by the State.
2 . 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.
3 . 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 allcr-&-t.ion,
4 . 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.
5. 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
/ y*4 ?
Program Supplement08-5282-M011- ISTEA Page 2 of 5
08-R1V-')-PSP 04/29/2002
RPSTPL-5282(018)
SPECIAL COVENANTS OR REMARKS
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.
6 . 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 t'ie 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.
7 . 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.
8 . 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.
9 . All obligations of STATE under the terms of this Agreement are
/ 0V
Program Supplement08-5282-M011- ISTEA Page 3 of 5
G8-RIV-C-PSP 04/29/2002
RPSTPL-5282(018)
SPECIAL COVENANTS OR REMARKS
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 .
10 . 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 .
ll. 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.
12 . 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.
13 . 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.
14 . 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
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Program Supplement08-5282-MO11- ISTEA Page 4 of 5
OR-RN 0-PSP 04/29/2002
RPSTPL-5282(018)
SPECIAL COVENANTS OR REMARKS
are needed for those future phase (s) .
15 . The ADMINISTERING AGENCY will advertise, award and administer
this project in accordance with the most current published Local
Assistance Procedures Manual.
I �P
Program Supplement08-5282-M011- ISTEA Page 5 of 5
MINUTE ORDER NO.
APPROVING CALTRANS PROGRAM SUPPLEMENT
AGREEMENT NO. M011, IN THE AMOUNT OF $10,000
($7,000 FEDERAL/ $3,000 LOCAL), FOR THE
ENVIRONMENTAL FOR THE GENE AUTRY TRAIL
RAILROAD BRIDGE WIDENING PROJECT USING FEDERAL
STIP GRANT FUNDS; STATE PROJECT NO. RSTPL-5282
(018); CITY PROJECT NO. 2002-03.
I HEREBY CERTIFY that this Minute Order approving Caltrans Program Supplement
Agreement No. M011, in the amount of $10,000 ($7,000 Federal/ $3,000 Local) for the
Environmental for the Gene Autry Trail Railroad Bridge Widening Project, using Federal STIP
Grant funds; State Project No. RSTPL-5282 (018); City Project No.2002-03,was adopted by
the City Council of the City of Palm Springs, California, in a meeting thereof held on the 1g1h
day of June, 2002.
PATRICIA A. SANDERS
City Clerk
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