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Home My WebLink AboutCALIFORNIA, STATE OF - DEPARTMENT OF TRANSPORTATION (CALTRANS) (14) - 2015PROGRAM SUPPLEMENT NO. P81 to ADMINISTERING AGENCY -STATE AGREEMENT FOR STATE FUNDED PROJECTS NO 00289S A -261 s -179 - oyi Adv Project ID Date: May 3, 2017 1217000033 Location: 12 -ORA -0 -SA Project Number: ATPL-5063(177) E.A. Number: Locode: 5063 This Program Supplement, effective 12/08/2016, hereby adopts and incorporates into the Administering Agency -State Agreement No. 00289S for State Funded Projects which was entered into between the ADMINISTERING AGENCY and the STATE with an effective date of 01/19/10 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. ?D j 0y 3 approved by the ADMINISTERING AGENCY on - J . N I ?0 6See copy attached). The ADMINISTERING AGENCY further stipulates that as a condition to the payment by the State of any funds derived from sources noted below encumbered to this project, Administering Agency accepts and will comply with the Special Covenants and remarks set forth on the following pages. LOCATION: Lincoln Avenue from Park Lane to the Santiago Creek Trail TYPE OF WORK: Pedestrian and bicycle pathway Estimated Cost State Funds Matching Funds $80,000.00 STATE $80,000.00 LOCAL $0.00 _ OTHER $0.0C CITY OF SANTA STATE OF CALIFORNIA Departme t of Transpo at By By '= Fre ousavipour Title Lsxgae.k=ve D+rgc tar /l/! � �z.Chief, Office of Project Implementation Date l� _ _ Division of Local Assistance I .✓1%1 1B _ _i CynthiaJ.Kurtz p Attest Interim City Manager Date I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance: Accounting Officer Date s/� j $80.000.00 Chapter Statutes tem Year Program I3C Category Fund Source AMOUNT Program Supplement 00 -289S -P81- SERIAL Page 1 of 3 12 -ORA -0 -SA ATPL-5063(177) SPECIAL COVENANTS OR REMARKS 05/03/2017 1. A. This PROJECT will be administered in accordance with the applicable CTC STIP guidelines and the Active Transportation Program guidelines as adopted or amended, the Local Assistance Procedures Manual (LAPM), the Local Assistance Program Guidelines (LAPG), and this PROGRAM SUPPLEMENT. B. This PROJECT is programmed to receive State funds from the Active Transportation Program (ATP). 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. Unless otherwise determined, the effective date of the component specific allocation will constitute the start of reimbursable expenditures. C. STATE and ADMINISTERING AGENCY agree that any additional funds made available by future allocations will be encumbered on this PROJECT by use of a STATE - approved Allocation Letter and STATE 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. D. Upon ADMINISTERING AGENCY request, the CTC and/or STATE may approve supplementary allocations, time extensions, and fund transfers between components. Funds transferred between allocated project components retain their original timely use of funds deadlines, but an approved time extension will revise the timely use of funds criteria 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 will consist of a STATE approved Allocation Letter, Fund Transfer Letter, Time Extension Letter, and Finance Letter, as appropriate. E. This PROJECT is subject to the timely use of funds provisions enacted by the Active Transportation Program guidelines, as adopted or amended, and by approved CTC and State procedures as outlined below. Funds allocated for the environmental & permits (E&P), plan specifications & estimate (PS&E), 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 6 months of the construction fund allocation and to complete and accept the construction within 36 months of award. F. Award information shall be submitted by the ADMINISTERING AGENCY to the District Program Supplement 00 -289S -P81- SERIAL Page 2 of 3 1.2 -ORA -0 -SA 0510312017 ATPL-5063(177) SPECIAL COVENANTS OR REMARKS Local Assistance Engineer immediately after project contract award and prior to the submittal of the ADMINISTERING AGENCY'S first invoice for the construction contract. Failure to do so will cause a delay in the State processing of invoices for the construction phase. G. The ADMINISTERING AGENCY shall invoice STATE for environmental & permits (E&P), plans specifications & estimate (PS&E), 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 or contract acceptance to make the final payment to the contractor prepare the final Report of Expenditures and final invoice, and submit to STATE for verification and payment. H. 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 LAPM and the Active Transportation Program (ATP) Guidelines. I. ADMINISTERING AGENCY agrees to comply with Office of Management and Budget (OMB) Circular A-87, Cost Principles for State and Local Governments, and 49 CFR, Part 18, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments. Notwithstanding the foregoing, ADMINISTERING AGENCY will not be required to comply with 49 CFR, Part 18.36 (i), subsections (3), (4), (5), (6), (8), (9), (12), and (13). J. By executing this PROGRAM SUPPLEMENT, ADMINISTERING AGENCY agrees to comply with all reporting requirements in accordance with the Active Transportation Program guidelines, as adopted or amended. Program Supplement 00 -289S -P81- SERIAL Page 3 of 3 STATE OF CALIFORNIA, DEPARTMENT OF TRANSPORTATION PROGRAM SUPPLMENT AND CERTIFICATION FORM PSCF (REV. 01/2010) NUMBER: Claims Audits 4/4/2017 3301 "C" Street, Rm 404 REQUISITION NUMBER / CC Sacramento, CA 95615 ROS 121700000220 FROM. Department of Transportation SUBJECT: Encumbrance Document VENDOR/LOCALAGENCY. CITY OF SANTA ANA $50,000,00 PROCUREMENT TYPE: Local Assistance Page 1 of 1 ADA Notll For individuals with sensory disabilities, this document is available in alternate formats. For information, call (915) 654-6410 of TDD (916) -3880 or write Records and Forms Management, 1120 N. Street, MS -89, Sacramento, CA 95814. 5/24115 LS RESOLUTION NO. 2015-043 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA ANA AUTHORIZING THE EXECUTIVE DIRECTOR OF THE PUBLIC WORKS AGENCY TO EXECUTE ALL PROGRAM SUPPLEMENT AGREEMENTS REQUIRED BY ADMINISTERING AGENCY -STATE MASTER AGREEMENT FOR STATE FUNDED PROJECTS BETWEEN THE CITY OF SANTA ANA AND THE STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA ANA, AS FOLLOWS: Sectionl: The City Council of the City of Santa Ana hereby finds, determines and declares as follows: A. The Legislature of the State of California has enacted legislation by which certain State funds are made available for use on local transportation related projects of public entitles qualified to act as recipients of these State funds. B. The City of Santa Ana ("City") has an existing Administering Agency -State Master Agreement No. 002895 ("Master Agreement") with the California Department of Transportation ("CalTrans") that was revised on January 19, 2010, This Agreement provides for the City to receive reimbursement for such State funded projects. C. During the. term of the Master Agreement, program supplement agreements are required in order for the City to receive and administer the reimbursement of funding for State funded projects. D. The execution of this resolution authorizing the Executive Director of the Public Works Agency to execute all program supplements Is necessary In order for the City to receive and administer the reimbursement of funding for State funded projects. Section 2: The City Council hereby authorizes the Executive Director of the Public Works Agency to execute all program supplements agreements required by the Administering Agency -State Agreement for State Funded Projects. Section 3: This Resolution shall take effect immediately upon its adoption by the City Council, and the Clerk of the Council shall attest to and certify the vote adopting this Resolution. Resolution No, 2016.043 Page 1 o 2 ADOPTED this 4"' day of August, 2015 APPROVED AS TO FORM: Sonia R. Carvalho, City Attorney By: jf�'� vQ Lisa Storck Assistant City Attorney Ancent Sarmiento, Mayor Pro Tern for Miguel A. Pulido, Mayor AYES: Councilmembers: Amezcua Benavides Reyna. Sarmiento (4) NOES: Councilmembers: None �0? ABSTAIN: Councilmembers: None (01 NOT PRESENT: Councilmembers: Martinez Pulido Tinalero (3) CERTIFICATE OF ATTESTATION AND ORIGINALITY I, MARIA D. HUIZAR, Clerk of the Council, do hereby attest to and certify the attached Resolution No. 2015-043 to be the original resolution adopted by the City Council of the City of Santa Ana on August 4, 2015. Date: Glerk of the Council City of Santa Ana Resolution No, 2015-043 Page 2 of 2 STATE OF CALIFORNIA - CALIFORNIA STATE TRANSPORTATION AGENCY DEPARTMENT OF TRANSPORTATION CJ -V(- � (L (\ of c Division of Local Assistance 1120 N STREET P.O. BOX 942874, MS# 1 Sacramento, CA 94274-0001 TTY 711 (916)654-3883 Fax(916)654-2408 May 12, 2017 Mr. Fred Mousavipour Director of Public Works City of Santa Ana PO Box 1988, M-26 Santa Ana, CA 92702 Attn: Ms. Monica Suter Dear Mr. Mousavipour: A ' o s -9,79—®L9 EDMUND G. BROWN Jr., Governor k ..:.4. File: 12 -ORA -0 -SA ATPL-5063(177) Lincoln Avenue from Park Lane to the Santiago Creek Trail Enclosed are two originals of the Program Supplement Agreement No. OP81 Rev. 000 to Administering Agency -State Master Agreement No. 00289S and an approved Finance Letter for the subject project. Please retain the signed Finance Letter for your records. Please sign both Program Supplement Agreements and return them to this office, Office of Local Programs - MS1within 90 days from receipt of this letter. If the signed Agreements are not received back in this office within 90 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 OFFICIAL AUTHORIZED TO EXECUTE THE AGREEMENT ON THE AGENCY'S BEHALF. 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. The State budget authority supporting the encumbered funds is only available for liquidation up to specific deadlines. These deadlines are shown on the attached Finance Letter 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 two years. Your prompt action is requested. If you have questions, please contact your District Local Assistance Engineer. Sincerely, fq J /Wti'v ADAM AMBROSINI, Acting Chief ff Office of Project Implementation - South Division of Local Assistance Enclosures c: OLP AE Project Files (12) DLAE - Tifini Tran 0 m | ! )k { \ [�§ ! j ))\ § ! \ ¢ \) ƒ § (! § z ) ; P:\!\ Z \ , \ \ (\\ } \ | (02 \ j \ )\ } 4 (� (k/ ) \ / ! )k { | \ [�§ ! ))\ § ! \ ¢ \) ƒ § (! § z ) ; P:\!\ Z \ , \ \ (\\ \ j \ )\ (� (k/ | PROGRAM SUPPLEMENT NO. P81 to ADMINISTERING AGENCY -STATE AGREEMENT FOR STATE FUNDED PROJECTS NO 00289S Adv Project ID Date: May 3, 2017 1217000033 Location: 12 -ORA -0 -SA Project Number: ATPL-5063(177) E.A. Number: Locode: 5063 This Program Supplement, effective 12/08/2016, hereby adopts and incorporates into the Administering Agency -State Agreement No. 00289S for State Funded Projects which was entered into between the ADMINISTERING AGENCY and the STATE with an effective date of 01/19/10 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 further stipulates that as a condition to the payment by the State of any funds derived from sources noted below encumbered to this project, Administering Agency accepts and will comply with the Special Covenants and remarks set forth on the following pages. PROJECT LOCATION: Lincoln Avenue from Park Lane to the Santiago Creek Trail TYPE OF WORK: Pedestrian and bicycle pathway Estimated Cost State Funds Matching Funds $80,000.00 STATE $80,000.00 LOCAL $O,OC Title OTHER $0.0( CITY O� SANTA By �I Fre ousavipour Title to* Date Ce –(15- 7 `cid Attest L-ffjj e'w1J ,ate � Cynthia J. Kurtz Interim City Manager STATE OF CALIFORNIA Department of Transportation By Chief, Office of Project Implementation Division of Local Assistance Date I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance: Accounting Officer Date `'r �'✓ —T' $80,000.00 Chapter Statutes "'Item Year Program BC Category Fund Source AMOUNT Program Supplement 00 -289S -P81- SERIAL Page 1 of 3 12 -ORA -0 -SA ATPL-5063(177) SPECIAL COVENANTS OR REMARKS 05/0312017 �. A. This PROJECT will be administered in accordance with the applicable CTC STIP guidelines and the Active Transportation Program guidelines as adopted or amended, the Local Assistance Procedures Manual (LAPM), the Local Assistance Program Guidelines (LAPG), and this PROGRAM SUPPLEMENT. B. This PROJECT is programmed to receive State funds from the Active Transportation Program (ATP). 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. Unless otherwise determined, the effective date of the component specific allocation will constitute the start of reimbursable expenditures. C. STATE and ADMINISTERING AGENCY agree that any additional funds made available by future allocations will be encumbered on this PROJECT by use of a STATE - approved Allocation Letter and STATE 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. D. Upon ADMINISTERING AGENCY request, the CTC and/or STATE may approve supplementary allocations, time extensions, and fund transfers between components. Funds transferred between allocated project components retain their original timely use of funds deadlines, but an approved time extension will revise the timely use of funds criteria 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 will consist of a STATE approved Allocation Letter, Fund Transfer Letter, Time Extension Letter, and Finance Letter, as appropriate. E. This PROJECT is subject to the timely use of funds provisions enacted by the Active Transportation Program guidelines, as adopted or amended, and by approved CTC and State procedures as outlined below. Funds allocated for the environmental & permits (E&P), plan specifications & estimate (PS&E), 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 6 months of the construction fund allocation and to complete and accept the construction within 36 months of award. F. Award information shall be submitted by the ADMINISTERING AGENCY to the District Program Supplement 00-2895-P81- SERIAL Page 2 of 3 12 -ORA -0 -SA ATPL-5063(177) SPECIAL COVENANTS OR REMARKS 0510312017 Local Assistance Engineer immediately after project contract award and prior to the submittal of the ADMINISTERING AGENCY'S first invoice for the construction contract. Failure to do so will cause a delay in the State processing of invoices for the construction phase. G. The ADMINISTERING AGENCY shall invoice STATE for environmental & permits (E&P), plans specifications & estimate (PS&E), 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 or contract acceptance to make the final payment to the contractor prepare the final Report of Expenditures and final invoice, and submit to STATE for verification and payment. H. 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 LAPM and the Active Transportation Program (ATP) Guidelines. I. ADMINISTERING AGENCY agrees to comply with Office of Management and Budget (OMB) Circular A-87, Cost Principles for State and Local Governments, and 49 CFR, Part 18, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments. Notwithstanding the foregoing, ADMINISTERING AGENCY will not be required to comply with 49 CFR, Part 18.36 (i), subsections (3), (4), (5), (6), (8), (9), (12), and (13). J. By executing this PROGRAM SUPPLEMENT, ADMINISTERING AGENCY agrees to comply with all reporting requirements in accordance with the Active Transportation Program guidelines, as adopted or amended. Program Supplement 00 -289S -P81- SERIAL Page 3 of 3 STATE OF CALIFORNIA, DEPARTMENT OF TRANSPORTATION PROGRAM SUPPLMENT AND CERTIFICATION FORM PSCF (REV. 01/2010) Claims Audits 3301 "C" Street, Rm 404 Sacramento, CA 95816 FROM: Department of Transportation SUBJECT. Encumbrance Document VENDOR/LOCALAGENCY CITY OF SANTA ANA $80,000.00 PROCUREMENTTYPE: Local Assistance DA E PKEPAKEU: PROJECT NUMBER: 4/4/2017 1217009033 REQUISITION NUMBER/ CONTRACT NUMBER: ROS 121700000220 Page 1 of 1 ADA NOtit For individuals with sensory disabilities, this document is available in alternate formats. For information, call (915) 654-6410 of TDD (916) -3880 or write Records and Forms Management, 1120 N. Street, MS -89, Sacramento, CA 95814.