HomeMy WebLinkAboutState of California - Department of Transportation - 2012-08-09 PROGRAM SUPPLEMENT NO. N049 Adv Project ID Date: June 26, 2012
to 1212000141 Location: 12-ORA-0-HNTB
ADMINISTERING AGENCY-STATE AGREEMENT Project Number: SRTSL-5181(173)
FOR FEDERAL-AID PROJECTS NO 12-5181 E.A. Number:
Locode: 5181
This Program Supplement hereby adopts and 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. 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 obligated to this PROJECT, the Administering Agency accepts and will comply with the special
covenants or remarks set forth on the following pages.
PROJECT LOCATION:
Various locations in the vicinity of Helen Stacey Middle School &Ada E. Clegg Elementary School
TYPE OF WORK: Traffic signal, bike lanes,signs, striping, ADA curb ramps, and non- LENGTH: 0.0(MILES)
infrastructure elements
Estimated Cost Federal Funds Matching Funds
LU20 $22,000.00. LOCAL OTHER
$22,000.00i $0.0 $0.00
CITY OF HUNTINGTON BEACH STATE OF CALIFORNIA
Departme t of Transpor ation
Bye, By r
Director of Public Works Chief,office of Project Implementation
Title Division of Local Assistance
Date
a. t..X'��Lle-� Date �F 4�1-
Attest
I hereby certify upon myy�personal knowledge-that budgeted funds are available for this encumbrance:
Accounting Officer NFL Date — � 1�` $22.000.00
Chapter Statutes Item Year Program BC I Category Fund Source AMOUNT
Program Supplement 12-5181-N049-ISTEA Page 1 of 5
STATE OF CALIFORNIA.DEPARTMENT OF TRANSPORTATION
PROGRAM SUPPLMENT AND CERTIFICATION FORM
PSCF(REV.01/2010)
Page 1 of 1
TO: STATE CONTROLLER'S OFFICE DATE PREPARED: PROJECT NUMBER:
Claims Audits 6/27/2012 11212000141
3301 "C"Street, Rm 404 REQUISITION NUMBER/CONTRACT NUMBER:
Sacramento,CA 95816 RQS 12120000629
FROM:
Department of Transportation
SUBJECT:
Encumbrance Document
VENDOR/ LOCAL AGENCY:
City of Huntington Beach
CONTRACT AMOUNT:
$ 22,000. 0
PROCUREMENT TYPE:
Local Assistance
CHAPTER STATUTES ITEM YEAR PEC/PECT COE/Category AMOUNT
33 2011 2660-102-0890 2011/2012 2030010535 2620/0400 $ 22,000.00
ADA Noth 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.
�12-ORA-O-HNTB 06/26/2012
SRTSL-5181(173)
SPECIAL COVENANTS OR REMARKS
1. 1. ADMINISTERING AGENCY agrees to administer PROJECT in accordance with the
applicable SRTS Program Guidelines under which the project was selected.
ADMINISTERING AGENCY agrees to the program delivery and reporting requirements
established for the applicable SRTS Program cycle.
2. ADMINISTERING AGENCY agrees to submit a Student Tally and Parent Survey for
each school to the National Center for Safe Routes to School (NCSRTS). The survey
information (Student Tally and Parent Survey), collected during the regular school year,
must be completed within two months of beginning the PROJECT and within two months
after completing the PROJECT. ADMINISTERING AGENCY agrees to submit a copy of
said surveys to the District Local Assistance Engineer (DLAE). For detailed instructions
on data submission requirements refer to the NCSRTS web site at:
http://ww,w.saferoutesinfo.org/data/
2. 1. This non-infrastructure PROJECT is funded by the Federal Safe Routes to School
(SRTS) program. ADMINISTERING AGENCY agrees that any changes to the PROJECT
that conflict with the approved Federal funded Safe Routes to School (SRTS) Application
and/or the .SRTS Program requirements in the Local Assistance Program Guidelines
(LAPG) may render the PROJECT ineligible for Federal reimbursement.
2. ADMINISTERING AGENCY agrees to administer PROJECT in accordance with the
applicable SRTS Program Guidelines under which the project was selected.
ADMINISTERING AGENCY agrees to the program delivery and reporting requirements
established for the applicable SRTS Program funding cycle.
3. ADMINISTERING AGENCY agrees to submit a Student Tally and Parent Survey for
each school to the National Center for Safe Routes to School (NCSRTS). The survey
information (Student Tally and Parent Survey), collected during the regular school year,
must be completed within two months of beginning the PROJECT and within two months
after completing the PROJECT. ADMINISTERING AGENCY agrees to submit a copy of
said surveys to the District Local Assistance Engineer (DLAE). For instructions on data
submission requirements, go to the NCSRTS website at:
http://www.saferoutesinfo.org/data/
4. ADMINISTERING AGENCY shall submit a copy of the consultant contract award
information to the DLAE within 30 days of execution of the contract and prior to submittal
of the ADMINISTERING AGENCY's first invoice.
Award information shall consist of an executed consultant agreement and Exhibits, 10-C,
"Consultant Reviewers Checklist", 10-02, "Local Agency Proposer DBE Information
(Consultant Contract)" and if applicable, 10-01, "Local Agency Proposer UDBE
Commitment (Consultant Contract)" of the Local Assistance Procedures Manual (LAPM).
Program Supplement 12-5181-NO49-ISTEA Page 2 of 5
12-0RA-0-1-INT13 06/26/2012
SRTSL-5181(173)
SPECIAL COVENANTS OR REMARKS
If ADMINISTERING AGENCY is performing the PROJECT work, then ADMINISTERING
AGENCY shall submit a letter indicating the beginning of reimbursable work on the
PROJECT. Failure to do so will cause delay in the State processing invoices.
5. Support documentation (adequate to verify reasonableness of costs invoiced) shall
accompany ADMINISTERING AGENCY invoices and shall also include the deliverables
specified in the STATE approved SRTS Application.
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 the 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
available for disbursement for limited periods of time. For each fund encumbrance the
limited period is from the start of the fiscal year that the specific fund was appropriated
within the State Budget Act to the applicable fund Reversion Date shown on the State
approved project finance letter. Per Government Code Section 16304, all project funds
not liquidated within these periods will revert unless an executed Cooperative Work
Agreement extending these dates is requested by the ADMINISTERING AGENCY and
approved by the California Department of Finance.
ADMINISTERING AGENCY should ensure that invoices are submitted to the District
Local Assistance Engineer at least 75 days prior to the applicable fund Reversion Date to
avoid the lapse of applicable funds. Pursuant to a directive from the State Controller's
Office and the Department of Finance; in order for payment to be made, the last date the
District Local Assistance Engineer can forward an invoice for payment to the
Department's Local Programs Accounting Office for reimbursable work for funds that are
going to revert at the end of a particular fiscal year is May 15th of the particular fiscal
year. Notwithstanding the unliquidated sums of project specific State and Federal funding
remaining and available to fund project work, any invoice for reimbursement involving
applicable funds that is not received by the Department's Local Programs Accounting
Office at least 45 days prior to the applicable fixed fund Reversion Date will not be paid.
These unexpended funds will be irrevocably reverted by the Department's Division of
Accounting on the applicable fund Reversion Date.
5. The ADMINISTERING AGENCY will advertise, award and administer this project in
accordance with the current published Local Assistance Procedures Manual.
6. 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 for
Program Supplement 12-5181-N049-ISTEA Page 3 of 5
12-ORA-0-HNTB 06/26/2012
D ,
SRTSL-5181(173)
SPECIAL COVENANTS OR REMARKS
Federal aid projects, or encumberances for State funded projects, as well as to suspend
invoice payments for any on-going or future 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.
7. Award information shall be submitted by the ADMINISTERING AGENCY to the District
Local Assistance Engineer within 60 days of 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 invoices for the construction
phase. Please refer to Section 15.7 "Award Package" of the Local Assistance
Procedures Manual.
8. 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 Administering Agency's DBE Implementation Agreement is 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.).
9. 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).
10. In the event that right of way acquisition for or construction of this project of the initial
Program Supplement 12-5181-N049-ISTEA Page 4 of 5
i
12�0RA-0-1-INT13 06/26/2012
SRTSL-5181(173)
SPECIAL COVENANTS OR REMARKS
federal authorization for preliminary engineering is not started by the close of the tenth
fiscal year following the fiscal year in which the project is authorized, the
ADMINISTERING AGENCY shall repay the Federal Highway Administration through
Caltrans the sum of Federal funds paid under the terms of this agreement.
Program Supplement 12-5181-N049-ISTEA Page 5 of 5
DEPARTMENT OF TRANSPORTATION FINANCE LETTER Date: 08/15/2012
DIVISION OF ACCOUNTING Agency: 12-ORA-0-HNTB
LOCAL PROGRAM ACCOUNTING BRANCH Protect No: SRTSL-5181(173)
EA No:
Attention: City of Huntington Beach
FINANCE ITEMS TOTAL COST OF FEDERAL PART. FED.REIMB% FEDERAL FUNDS LOCAL FUNDS OTHER FUNDS
WORK COST
LU20
Agency Preliminary Engineering $16,500.00 $16,500.00 100.00% $16,500.06 $0.0c $0.0
Agency Preliminary Engineering $5,500.00` $5,500.00 100.00% $5,500.00 $0.0 $000
Fed. Partic: Totals: $22,000.00 $22,000.0 0.00% $22,000.00 $0.00 $0.0
100.00% This Finance Letter was created based on specific financial information provided by the responsible local agency.The following
encumbrance history is prepared by Local Assistance Accounting Office and is provided here for local agency's information and action.
Signature: ✓ r, e T+ For questions regarding finance letter,contact:
Title: HQ Local Assistance Area Engineer Printed Name: Patrick Louie
Telephone No: (916)653-7349
Remarks: Project#135 03-12-HNTB-01. Reimbursement ratio=100%.
ACCOUNTING INFORMATION _ SRTSL-5181(173)
Adv.Proj.ID Approp.Unit State Prog. Fed/State Encumbrance Amount Approp Year Expenditure Amount Ecumbrance Balance Reversion Date
i 1212000141 12102E i 2030010535 F $22,000.00 1112 $0.00 $22,000.00 06/30/17
Page 1 of 1
STATE OF CALIFORNIA.BUSINESS,TRANSPORTATION AND HOUSING AGENCY EDMUND G.BROWN Jr.Governor
DEPARTMENT OF TRANSPORTATION
Division of Local Assistance
1120 N STREET
P.O. BOX 942874, MS# 1 >'` x
Sacramento, CA 94274-0001
TTY 711
(916)654-3151
Fax(916)653-7621 File: 12-ORA-0-HNTB
SRTSL-5181(173)
August 17, 2012 Various locations in the vicinity of
Helen Stacey Middle School&Ada
E. Clegg Elementary School
Mr. Travis Hopkins
Director of Public Works
City of Huntington Beach
2000 Main St.
Huntington Beach, CA 92648
Attn: Mr. Bill Janusz
Dear Mr. Hopkins:
Enclosed is your fully executed copy of Program Supplement Agreement No. 049-N to Administering Agency-State
Agreement No. 12-5181 R and an approved Finance Letter. Please retain the signed Finance Letter for your records.
In accordance to Government Code 16304, Federal and State funds appropriated by the State budget are available for
disbursement for limited periods of time. The attached Finance Letter shows the deadlines for liquidation as "Reversion
Dates". 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 to 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.
Sincerely,
fAv�l
BARRY LEAMING, Chief
Office of Project Implementation- South
Division of Local Assistance
Enclosure
c: DLA AE Project Files
(12) DLAE-Jim Kaufman