HomeMy WebLinkAboutCalifornia Department of Transportation - CALTRANS - 2009-08-03T 7�b,�,��,vs,
Council/Agency Meeting Held: ziac:)O?
Deferred/Continued to:
Ap ov d ❑ Conditionally Approved ❑ Denied
�•�' Ci ler ' Sign re
Council Meeting Date: 8/3/2009
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Department ID Number: PW 09-33
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: HONORABLE MAYOR AND CITY COUNf#IL MEMBERS
SUBMITTED BY: FRED A. WILSON, CITY ADMINI
PREPARED BY: TRAVIS K. HOPKINS, PE, DIRECTOF1/0-FPUBLIC
SUBJECT: Adopt Resolution Authorizing Execution of Program Supplement
Agreement for Edinger Avenue Parkway Improvements (Phase 2)
Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachment(s)
Statement of Issue: A resolution is required to execute Program Supplement No. N038 for
construction of the Edinger Avenue Parkway Improvements (Phase 2) Project, CC-1321. _
This project has been authorized to receive Federal funding through the American Recovery
and Reinvestment Act (ARRA).
Funding Source: Funds in the amount of $400,000 are available in the Public Works CIP
General Fund, Edinger Ave Parkway Improvements Phase II, Account No. 10040314.82300.
Additionally, the City may be reimbursed up to $156,000 in ARRA funds administered though
the State Department of Transportation (Caltrans).
Recommended Action: Motion to:
Adopt Resolution No. 2009-41 A Resolution of the City Council of the City of
Huntington Beach authorizing the Mayor and City Clerk to execute Program Supplement No.
N038 to Master Agreement No. 12-5181 R for Edinger Avenue Parkway Improvements
(Phase 2).
Alternative Action(s): Do not adopt the resolution and forfeit Federal Aid Program Funding
for construction in the amount of $156,000.
REQUEST FOR CITY COUNCIL ACTION
MEETING DATE: 8/3/2009 DEPARTMENT ID NUMBER: PW 09-33
Analysis: In 2005, area residents, represented by the Sea Isle Garden Club (SIGC)
requested landscape improvements along Edinger Avenue between Saybrook Lane and
Countess Drive. The City Council subsequently authorized construction of curb and gutter
along this stretch with a 50% contribution provided by the SIGC. In 2006 and 2007, the City
Council authorized the application for federal funding to provide landscaping at an estimated
cost of $400,000. In 2008, the City was notified that the application was approved. This
action will allow for the receipt of $156,000 in grant funding. The required local match of
$244,000 will be subsidized through a $122,000 contribution from the SIGC.
Historically speaking, on February 7, 1978 the City entered into an agreement with the State
of California (State) for the Federal Aid Program, identified as Master Agreement No. 12-
5181. On June 16, 1997, the State and City entered into an updated Agreement that
included new provisions of the Intermodal Surface Transportation Efficiency Act (ISTEA) and
the reengineered Local Assistance procedures.
The resolution will allow the City to execute Program Supplement No. N038, which covers
construction costs for the Edinger Avenue Parkway Improvements (Phase 2) Project, CC-
1321.
Public Works Commission Action: Not required for this action.
Strategic Plan Goal: Maintain, improve and obtain funding for public improvements.
Environmental Status: Not applicable.
Attachment(s):
-2- 7/22/2009 10:43 AM
ATTACHMENT #1 ----Jl
EDINGER AVE. PKWY IMPROVEMENTS PH. 2, CC-1321
PROJECT LOCATION MAP
CITY OF HUNTINGTON BEACH
DEPARTMENT OF PUBLIC WORKS
1 OF 1
ATTACHMENT #2
RESOLUTION NO. 2009-41
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE PROGRAM
SUPPLEMENT NO. N038 TO MASTER AGREEMENT NO. 12-5181R FOR
EDINGER AVENUE PARKWAY IMPROVEMENTS (PHASE 2)
WHEREAS, on December 6, 2006, the City entered into an agreement with the State of
California for the Federal Aid Program, identified as Agreement No. 12-5181 R ("Master
Agreement"); and
Program Supplement No. N038 to the above mentioned Master Agreement requires
construction of landscaping and irrigation improvements along the north side of Edinger Avenue
between Countess Drive and Saybrook Lane; and
The estimated project cost for this agreement is $400,000; and
From the estimated project cost, $156,000 will be appropriated from Federal American
Recovery and Reinvestment Act (ARRA) funds as shown on Program Supplement No. N038,
which is attached hereto as Exhibit A and incorporated by this reference.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Huntington
Beach that the Mayor and City Clerk are authorized and directed to execute the necessary
documents to implement Program Supplement No. N038 to Master Agreement No. 12-5181R for
the Edinger Avenue Parkway Improvements (Phase 2).
PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a
regular meeting thereof held on the 3rd day of August , 2009.
Mayor
REVIE APPROVED: INITIATED AND APPROVED:
4t
City A i trator ` Director of Public Wks
APP ED AS TO FORM:
ty Attorn y ,7 _�
UC
�
Res. No. 2009-41
STATE OF CALIFORNIA
COUNTY OF ORANGE ) ss:
CITY OF HUNTINGTON BEACH )
I, JOAN L. FLYNN the duly elected, qualified City Clerk of the City of
Huntington Beach, and ex-officio Clerk of the City Council of said City, do hereby
certify that the whole number of members of the City Council of the City of
Huntington Beach is seven; that the foregoing resolution was passed and adopted
by the affirmative vote of at least a majority of all the members of said City Council
at a regular meeting thereof held on August 03, 2009 by the following vote:
AYES: Carchio, Dwyer, Green, Bohr, Coerper, Hardy, Hansen
NOES: None
ABSENT: None
ABSTAIN: None
CiIUClerk and ex-officiolglerk of the
City Council of the City of
Huntington Beach, California
ATTACHMENT #3
t
z
PROGRAM SUPPLEMENT NO. N038
to
ADMINISTERING AGENCY -STATE AGREEMENT'
FOR FEDERAL -AID PROJECTS NO. 12-5181R
Date: June 12, 2009
Location: 12-ORA-0-HNTB
Project Number:ESPLE-5181(164)
E . A. Number: 12-402704
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 12/06/06 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.
2009-41 , approved by the Administering Agency OtAugUSt 3, 2009 (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:
Edinger Avenue from Countess Drive to Saybrook Lane
TYPE OF WORK: Landscaping and irrigation systems
LENGTH: 0.9 (MILES)
Estimated Cost
Federal Funds
Matching Funds
$400,000,00
C220 $156,000.00
LOCAL
$244,000.00
$0.00
OTHER
$0.00
CITY OF
HUNTINGTON BEACH
STATE OF CALIFORNIA
Department of Trans rtation
By
By
KeithBohr,
Mayor
Chief, Office of Project Implementation
Date
August
5 2009
Division of Local Assistance
Attest
,
Joa
. Fl nn
Y
Dated Lt�%
Title
r_ �
�, _._�_
/!
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:
Accounting Officer
Cyr Date
(i/ fG CI
$156,000.00
Chapter
Statutes
Item '
Year
Program
BC
Category
Fund Source
T AMOUNT
268 2008 2660-603-890
2008-2009
20.30.100.827 F
262042 898-F
156,000.00
Program Supplement 12-5181R-N038- ISTEA Page 1 of 6
T
12-0RA-0-HNTR
06/ 12/2009
ESPLE-51.81(164)
SPECIAL COVENANTS OR REMARKS
1. 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.
2. 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).
3. 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"
Program Supplementl2-5181R-N038- ISTEA Page 2 of 6
12-0RA-0-HNT13
ESPLE-5181(164)
SPECIAL COVENANTS OR REMARKS
06/ 12/2009
within 180 days of PROJECT completion will result. in STATE
imposing sanctions upon ADMINISTERING AGENCY in accordance with
the current Local Assistance Procedures Manual.
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
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. The Administering Agency shall not discriminate on the basis of
race, religion, age, disability, color, national origin, or sex
in the award and performance of any Federal -assisted contract or
in the administration of its DBE Program Implementation
Agreement. The Administering Agency shall take all necessary and
reasonable steps under 49 CFR Part 26 to ensure nondiscrimination
in the award and administration of Federal -assisted contracts.
The Administrating Agency's DBE Implementation Agreement is
Program Supplementl2-5181R-N038- ISTEA Page 3 of 6
12-ORA-0-HNTB
ESPLE-5181(164)
SPECIAL COVENANTS OR REMARKS
06/12/2009
incorporated by reference in this Agreement. Implementation of
the DBE Implementation Agreement, including but not limited to
timely reporting of DBE commitments and utilization, is a legal
obligation and failure to carry out its terms shall be treated as
a violation of this Agreement. Upon notification to the
Administering Agency of its failure to carry out its DBE
Implementation Agreement, the State may impose sanctions as
provided for under 49 CFR Part 26 and may, in appropriate cases,
refer the matter for enforcement under 18 U.S.C. 1001 and/or the
Program Fraud Civil Remedies Act of 1986 (31 U.S.C. 3801 et
seq.) .
6. Any State and Federal funds that may have been encumbered for
this project are only available for disbursement for a period of
five (6) 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
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.
Program Supplementl2-5181R-N038- ISTEA Page 4 of 6
12-ORA-0-HNTB.
06/ 12/2009
ESPLE-51-81(164)
SPECIAL COVENANTS OR REMARKS
7. The ADMINISTERING AGENCY will advertise, award and administer
this project in accordance with the current published Local
Assistance Procedures Manual.
8. As a condition for receiving federal -aid highway funds for the
PROJECT, the Administering Agency certifies that NO members of
the elected board, council, or other key decision makers are on
the Federal Government Excluded Parties List System (EPLS).
9. This project is financed, in whole or in part, with federal funds
from the American Recovery and Reinvestment Act of 2009 (Recovery
Act). ADMINISTERING AGENCY agrees:
1) Statutory provisions contained in Chapter I of Title 23
United States Code (U.S.C.) are applicable to all Recovery Act
funded projects,
2) Costs incurred prior to the date of authorization are NOT
eligible for reimbursement with federal Recovery Act funds,
3) Federal Prevailing Wage Rate requirements apply to all
Recovery Act funded construction projects regardless of location
(including projects on local roads and rural minor collectors,
and Transportation Enhancement projects outside the highway right
of way). ADMINISTERING AGENCY agrees to include the appropriate
wage rate information in the contract and also include a contract
provision that overrides the general applicability provisions in
form FHWA-1273, Sections IV and V,
4) To expend and invoice for all Recovery Act funds prior to
using other funds, and
5) To comply with the reporting requirements, terms and
.conditions set forth in Sections 1201.and 1512 of the Recovery
Act and as designated by the STATE. Failure to comply will
result in retentions from progress payments due ADMINISTERING
AGENCY and/or other sanctions,
6) Recovery Act funds are available for liquidation only until
September 30, 2015 when the remaining balance of Recovery Act
funds will expire. ADMINISTERING AGENCY agrees to submit an
invoice for the balance of project Recovery Act funds (if any) to
Program Supplementl2-5181R-N038- ISTEA Page 5 of 6
12-ORA-0-HNTB
ESPLE-518 (164)
SPECIAL COVENANTS OR REMARKS
the STATE prior to July 1, 2015.
06/12/2009
Program Supplement 12-5181R-N038- ISTEA Page 6 of 6
RCA ROUTING SHEET
INITIATING DEPARTMENT:
Public Works
SUBJECT:
Adopt Resolution for Program Supplement Agreement
for Edinger Avenue Parkway Improvements, Phase 2
COUNCIL MEETING DATE:
August 3, 2009
RCA ATTACHMENTS
STATUS
Ordinance (w/exhibits & legislative draft if applicable)
Attached
❑
Not Applicable
Resolution (w/exhibits & legislative draft if applicable)
Attached
Not Applicable
❑
Tract Map, Location Map and/or other Exhibits
Attached
Not A licable
❑
Contract/Agreement (w/exhibits if applicable)
Attached
❑
(Signed in full by the City Attorney)
Not Applicable
Subleases, Third Party Agreements, etc.
Attached
❑
(Approved as to form by City Attorney)
Not Applicable
Certificates of Insurance (Approved by the City Attorney)
Attached
❑
Not Applicable
Fiscal Impact Statement (Unbudgeted, over $5,000)
Attached
❑
Not Ap licable
Bonds (If applicable)
Attached
Not Applicable
Staff Report (If applicable)
Attached
❑
Not Applicable
Commission, Board or Committee Report (If applicable)
Attached
❑
Not Applicable
Findings/Conditions for Approval and/or Denial
Attached
❑
Not Applicable
EXPLANATION FOR MISSING ATTACHMENTS
REVIEWEDF-,,;:�. ";'
RETURNED
FOR A
DED
Administrative Staff I I"
( a )
( )
Deputy City Administrator (Initial) , „ (`
CityAdministrator (Initial) { �"` ` `UU'
City Clerk ' CITY OF HUN ;,c4CH
I ( )
EXPLANATION• • �_,
(Below Space For City Clerk's Use Only)
RCA Author: J.Claudio:jg
STATE OF CALIFORNIA. BUS IN ESS,TRANSPORTATION AND HOUSING AGENCY Amold Schwarzenegger, Govemor
DEPARTMENT OF TRANSPORTATION
Division of Local Assistance
1120 N STREET
P.O. BOX 942874, MS# 1
Sacramento, CA 94274-0001
TTY 711
(916) 654-3151
Fax (916) 653-7621
June 22, 2009
Mr. Robert Beardsley
Director of Public Works
City of Huntington Beach
2000 Main St.
Huntington Beach, CA 92648
Attn: Mr. Todd Broussard
Dear Mr. Beardsley:
0
File: 12-ORA-0-HNTB
ESPLE-5181(164)
Edinger Avenue from Countess
Drive to Saybrook Lane
i=
f 1 i� J �J
J U N 2 9 2009 - J
Enclosed are two originals of the Program Supplement Agreement No. 038-N to Administering Agency -State
Agreement No. 12-5181 R 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
ZHANG, Chief
,,—,RY
ffice of Project Implementation - South
Division of Local Assistance
Enclosure
c: DLA AE Project Files
(12) DLAE - Alan Williams
�� � r/2_/ A 9 )
City of Huntington Beach
2000 Main Street • Huntington Beach, CA 92648
OFFICE OF THE CITY CLERK
JOAN L. FLYNN
CITY CLERK
August 7, 2009
Department of Transportation
Division of Local Assistance
1120 N Street
P O Box 942874, MS#1
Sacramento, CA 94274-0001
Attn: Ray Zhang, Chief
Dear Mr. Zhang:
Enclosed please find two originals of the Program Supplement Agreement No. 038-N to
Administering Agency -Stage Agreement No. 12-5181 R Between the State of California
Department of Transportation and the City of Huntington Beach.
Upon execution, please return a complete copy to:
Joan L. Flynn
City Clerk
2000 Main Street
Huntington Beach CA 92648
Your attention to this matter is greatly appreciated.
Sincerely,
*.I. -A")
an L. Flynn, CMC
City Clerk
JF: pe
Enclosure: Agreements
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