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Home My WebLink AboutCA DEPT TRANSPORTATION (23) - 2008SEP 2 2 200 r PRC1c=RAM SUPPLEMENT NO . N12 6 ' to ADMINISTERING AGENCY-STATE AGREEMENT FOR FEDERAL-AID PROJECTS NO. 12-5063R p.2008-263 Date: August 29.2008 Location: 12-ORA-O-SA Project Number: HPLUL-5063(127) E.A. Number: 12-93191 LZ 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 01/12/07 and is subject to all the terns and conditions thereof. This Program Supplement is executed in accordance with Article 1 of the aforementioned Master Agreement under authority of Resolution No. OO`7 _ ~ '?,"~ ,approved by the Administering Agency on ~~ ($` ~ p"~ (See copy attached). 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 Administering Agency accepts and will comply with the Special covenants or Remarks setforth on the following pages. PROJECT LOCATION: Bristol Street from Pine Street to 3rd Street - DEMO ID #696 TYPE OF WORK: Roadway widening LENGTH: 1(MILES) Estimated Cost Federal Funds Matching Funds $196,090.00 HY20 $156,872.00 LOCAL $39,218.00 $0.00 OTHER $0.00 CITY OF SANTA ANA By L- Date / j% 08 Attest -~ / a- [~~ ~~-~/ Title ~"~,~ dF ~y~ C4Aae'/L STATE OF CALIFORNIA Departm nt of Trans rtation ~- By ~ L ~,~hief, Office of Project Implementation Division of Local Assistance Date ~~~~~J r/~)c'i I hereby certify upon ay person knowledge that budgeted funds are available for this encumbrance: Accountin Office r ~ ~~~ r ~~~ ~~~~`'"'~ ~ ~ ~ '~~~ g r -,, Date ) , $156,872.00 Chapter Statutes Item Year P gram BC Category Fund Source AMOUNT 171 2007 2660-102-890 2007-2008 20.30.010.680 C 262042 892-F 156,872.00 Program Supplement 12-5063R-N126- ISTEA Page 1 of 3 12-ORA-O-SA HPLUL-5063(127} SPECIAL COVENANTS OR REMARKS 08/29/2008 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 th,e 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 Program Supplement 12-5063R-N126- ISTEA Page 2 of 3 l 2-ORA-O-SA HPLU~,-5063(127) 08/29/2008 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. 5. 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. Program Supplement 12-5063R-N126- ISTEA Page 3 of 3 C O U ~~ C C '~ ~ O OC O '~ ~ N ~ E ~ O M _C U 00~C OJ ~O~ V) ~ >. N Q J M ~ C ~~~m Q cn --ro -: ,;o o~ o = N Z `~ ~~ V> EA U R O r r O LL i. j i ~ N U ~ IU O O ia~ZZ ~ W ~ ~. ~ ~ c ~ . ¢'o O ' 1 ' ~ ~ ,, . i. a D lire F ~ F'-n N ~'D LL F s 1-r ~'~ ~ ~~~ y69 ' m >,> M .Q O Q ~ , qq F `J N y O ~ . ~. ~ ~ $$ ~ f~ ~ ~ ~ „1~ «" N C N h p . V J J ~ N Z ~~ I ~EA W ~ } W ILL = . ~ ~~ .~ 3 ~ ~ Efl Ow c W J Ll., ~ ~ (C V V W i - U ~ U Z ~ ° ~ - w a~ c Z LL W ~ u- ,-i ~ a~ ~ p M •v ~ ¢ i ~ to Q I ~_ iJ ~ ~ :,3 C7 C c0 ~ ~ Op L d F- J Cn ~ ~ f _. '-- ~~M ~ ..; N -ER t0 y J O) r6 ~ r .0 Q p ~ 1 u~ a -o W Q 1 ~ ~ D w a ~ ~ (~ U Q O F- O Y n ~ ~ rn o C UO ~ ~ ~ JL ~ ~ ~ Q F- ~ ~ m fO i > ;-1 S E Z ~ ~ y ~ ~ ' ~ > Z m ~- ,c '~ I- w ~ !~o ~ ~ 1~ ~ U ~ N 'c C ¢ O Q W .~ O C ~ U i ti O CU O~ Q Z c ~ U U o ° ~- Z d c u- (~ O J O R ~, U _~ Q C ~ ~' 1 C (6 ~ Q D 1 ~ a. J ', Q ~ a LL m V ~ n J M U ~ ~~ CO a ~ ~ Z Z ~ d ~ N N .~ C W m a a~ U C y Q U J Q 2 N NI m ~ c Y (l5 E N N l0 ~ ~ C Q O M fp ~ y O Gl C 3 O `l C ate. ~ v C C X M l!J 0 J J 2 ~ d ~ } O ~QO. N CQ a MGM f.V 7 _Z C O ~ Q n _Z u w I- m u~i Z ~ v3 0 V U w a o ~ r ~ n ~ u. ~ ti O1 0 a` Q J v c LL O O/ a STATE OF CALIFORNIA . BUSINESS,TRANSPORTATION AND HOUSING AGENCY DEPARTMENT OF TRANSPORTATION Division of Local Assistance 1120 N STREET P.O. BOX 942874, MS# 1 Sacramento, CA 94274-0001 TDD (916) 654-4014 (916)654-3151 Fax (916) 653-7621 September 5, 2008 Mr. James Ross Director of Public Works City of Santa Ana P.O. Box 1988 Santa Ana, CA 92702 Attn: Mr. Jason Gabriel Dear Mr. Ross: Arnold Schwarzenegger, Governor File : 12-ORA-O-SA HPLUL-5063(127) Bristol Street from Pine Street to 3rd Street - DEMO ID #696 Enclosed are two originals of the Program Supplement Agreement No. 126-N to Administering Agency-State Agreement No. 12-5063R and an approved Finance Letter for the subject project. Please retain the signed Finance Letter for your records. Please note that federal funding will be lost if you proceed with future phase(s) of the project prior to getting the "Authorization to Proceed" with that phase. Please review the covenants and sign both copies of this Agreement and return both to this office, Office of Project Implementation - MS1 within 60 days from the date of this letter. If the signed Agreements are not received back in this office within 60 days, funds will be disencumbered and/or deobligated. Alterations should not be made to the agreement language or funding. Attach your local agency's certified authorizing resolution that clearly identifies the project and the official authorized to execute the agreement. A fully executed copy of the agreement will be returned to you upon ratification by Caltrans. No invoices for reimbursement can be processed until the agreement is fully executed. In accordance to Government Code 16304, Federal funds appropriated by the State budget are available for liquidation only for seven years and the State funds are available only for five years. The attached Finance Letter shows these deadlines as the "Reversion Date". Please ensure that your invoices are submitted at least 60 days prior to the reversion date to avoid any lapse of funds. If your agency is unable to seek reimbursement by this date you may request an extension through a Cooperative Work Agreement (CWA). A CWA is subject to the final approval of the State Department of Finance. If approved, the CWA may extend the deadline for up to one year for federal funds and up to three years for State funds. Please note that Government Code 16304 does not supersede any other more restrictive expenditure deadlines. Your prompt action is requested. If you have questions, please contact your District Local Assistance Engineer.;, Sincerely, f ~~ C AY ZHANG, Chief Office of Project Implementation -South Division of Local Assistance Enclosure c: DLA AE Project Files (12) DLAE -Alan Williams ~~ RESOLUTION NO. 97-0~9 :.. '~ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORFCS AGENCY TO EXECUTE ALL PROGRAM SUPPLEMENT AGREEMENTS REQUIRED BY ADMINISTERING AGENCY-STATE AGREEMENT FOR FEDERAL AID PROJECTS BETWEEN THE CITY OF SANTA ANA ANb THE STATE OF CALIFONRIA REGARDING FEDERAL AID THAT WILL BE MADE AVAILABLE FOEt SPECIFIC PROGRAM PROJECTS. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA that the Executive Director of the Public Works Agency of the City of Santa Ana is hereby authorized to execute, on behalf of the City of Santa Ana, all program supplement agreements required by Master Agreement No. 12-5063 for Administering Agency-State Agreement for Federal Aid Projects modified by the State of California Department of Transportation on November 29, 29.95 and to take all actions and sign all documents pertaining to such funds as may be granted to the City of Santa Ana. ADOPTED this 3rd day of November 1997. -' r ATTEST: a ice C: Gu}~ guel A. Pulido C erk at-the Gounci Mayor COUNCIl';MEMBERS: Pulido Aye Moreno Aye Richardson Aye Franklin AYe Espinoza Aye Lutz Absent 365 McGuigan Aye CONSENT CALENDAR 22.M. SPEC. NO. 08-043 - PLUMBING SERVICES - FINANCE & MANAGEMENT SERVICES AGENCY -Award contracts for atwo-year period with provision for two one-year renewals in the annual aggregate amount not to exceed $60,000 with the following vendors: Coast Plumbing, Heating & Air, Inc. Service First Contracting Network 22.N. SPEC. NO. 08-042 -ROUTERS - Award a contract to Feeney Wireless California, LLC in the amount not to exceed $27,600 - Finance & Management Services Agency 22.0. SPEC. NO. 04-056 -TRANSPORTATION SERVICES FOR THE SENIOR CENTERS -Renew the contract with JFK Transportation for aone-year period in an amount not to exceed $35,000 -Finance & Management Services Agency PROJECTS 23.A. CONTRACT AWARD FOR LOCAL STREET REHABILITATION-THIN OVERLAY PHASE 3 (PROJECT NO. 08-1737-C) Motion: 1. Relieve Hardy & Harper, Inc. of their bid in an amount of $4,613,000. 2. Award a contract to All American Asphalt, the lowest responsible bidder, in accordance with unit bid prices in the estimated amount of $5,006,430 for construction of Local Street Rehabilitation-Thin Overlay Phase 3. 3. Approve a Funding Analysis with a total estimated construction cost of $5,824,000. 23.B. CONTRACT AWARD FOR BRISTOL STREET WIDENING BETWEEN PINE AND THIRD STREETS (PROJECT NOS. 1819, 07-3202 & 08-3519) Motion: 1. Approve an Appropriation adjustment. (Requires five affirmative votes) APPROPRIATION ADJUSTMENT NO. 09-004 -Accepting Federal funds in the amount of $334,417 into the Select Street Construction fund and appropriating funds to the Select Street Construction fund for the Bristol Street Widening project between Third and Pine Streets. CITY COUNCIL MINUTES 185 JULY 7, 2008 CONSENT CALENDAR 2. Award a contract to Sequel Contractors, Inc., the lowest responsible bidder, in accordance with unit bid prices in the estimated amount of $4,522,071 for construction of Bristol Street Widening between Pine and Third Streets. 3. Approve a Funding Analysis with a total estimated construction cost of $5,652,000. AGREEMENTS Motion: Authorize the City Manager and Clerk of the Council to execute the following agreements, subject to non-substantive changes approved by the City Manager and City Attorney. (Items 25.A. through 25.Y.) 25.A. AGMT NO. 2008-175 -CONSULTING SERVICES -With Wesley A. Bosch in the amount of $70,000 for aone-year term -Community Development Agency 25.B. AGMT NO. 2008-176 -REALLOCATION OF EMERGENCY SHELTER GRANT FUNDS -Execute an amendment to the 2008-2009 Emergency Shelter Grant agreement with Mercy House Transitional Living Centers, Inc. to increase the grant amount by $7,245 -Community Development Agency 25.C. AGMTS NOS. 2008-177 AND 2008-178 - REALLOCATION OF COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS - Execute amendments to the 2007-2008 Community Development Block Grant agreements with Mercy House Transitional Living Centers, Inc. and Delhi Center to increase the grant amounts by $10,000 and $5,000 - Community Development Agency 25.D. AGMT NO. 2008-179 -PARAMEDIC BILLING -With Wittman Enterprises, LLC. for aone-year term at the rate of 6.8 percent of net collection -Fire Department 25.E. AGMT NO. 2008-180 - INFORMATION TECHNOLOGY AND COMPUTER SUPPORT SERVICES - Execute an amendment with Sapphire Technologies in an aggregate amount not to exceed $875,000 - Fire Department 25.F. AGMT NO. 2008-181 - HAZARDOUS MATERIAL EMERGENCY RESPONSE SERVICES -With AIICorp Partners Acquisition d/b/a AMX Environmental Evolution, Ltd. -Fire Department CITY COUNCIL MINUTES 186 JULY 7, 2008