HomeMy WebLinkAboutState of California - Department of Transportation - CALTRANS - 2012-12-06 STATE OF CALIFORNIA.BUSINESS,TRANSPORTATION,AND HOUSING AGENCY Edmund G.Brown Jr.Governor
DEPARTMENT OF TRANSPORTATION
Division of Local Assistance F
1120 N STREET
P.O. BOX 942874, MS# 1 ? ;
Sacramento, CA 94274-0001
TTY 711
(916)654-3151
Fax(916)653-7621 File : 12-ORA-0-HNTB
SLPPL-5181(176)
March 8, 2013 Goldenwest Street from Pacific
Coast Highway(SR 1)to Yorktown
Avenue and Garfield Avenue from N
Mr. Travis Hopkins
Director of Public Works
City of Huntington Beach
2000 Main St.
Huntington Beach, CA 92648
Attn: Mr. James Wagner
Dear Mr. Hopkins:
Enclosed is your fully executed copy of Program Supplement Agreement No. OK41 Rev. 000 to Administering Agency-
State Master Agreement No. 00035S 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 these 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,
OHN HOOLE, Chief
Office of Project Implementation - South
Division of Local Assistance
Enclosure
c: OLP AE Project Files
(12) DLAE - Jim Kaufman
PROGRAM SUPPLEMENT NO. K41 Adv Project ID Date: January 31, 2013
to 1213000057 Location: 12-ORA-0-HNTB
ADMINISTERING AGENCY-STATE AGREEMENT Project Number: SLPPL-5181(176)
FOR STATE FUNDED PROJECTS NO 00035S E.A. Number:
Locode: 5181
This Program Supplement, effectivef%Ov, hereby adopts and incorporates into the Administering Agency-State
Agreement No. 00035S for State Funded Projects which was entered into between the ADMINISTERING AGENCY and
the STATE with an effective date of 03/23/07 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. 201 D- 4. approved by the ADMINISTERING AGENCY on 4-5_ 1 C7 (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:
Goldenwest Street from Pacific Coast Highway(SR 1)to Yorktown Avenue and Garfield Avenue from Magnolia Street to
Bushard Street
TYPE OF WORE(: Road rehabilitation
Estimated Cost State Funds Matching Funds
STATE $1,133,000.00 LOCAL OTHER
$2,339,995.00 $73,995.00 $1,133,000.00
CITY OF HUNTINGTON BEAC STATE OF CALIFORNIA
Department of Transpo tation
By By 3
Title Director of,Public Works
l ,Chief, ffice of Protect Implementation
Division of cal Assistance
Date �_ .
�Q Date '
Attes
V
I hereby c oify upon my personal knowledge that budgeted funds are available for this encumbrance:
Accounting Officer Date $1,133.000.00
Program Supplement 00-035S-K41-SERIAL 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 2/1/2013 1213000057
3301 "C"Street,Rm 404 REQUISITION NUMBER/CONTRACT NUMBER:
Sacramento,CA 95816 RQS-2660-121300000229-1
FROM:
Department of Transportation
SUBJECT:
Encumbrance Document
VENDOR/ LOCAL AGENCY:
City of Huntington Beach
$1,133,000.00
PROCUREMENT TYPE:
Local Assistance
CHAPTER STATUTES ITEM YEAR PEC/PECT TASK/SUBTASK AMOUNT
33 2011 2660-104-6060 2011-2012 20.30.210.200 2620/0420 $1,133,000.00
TOTAL CONTRACT AMOUNT $1,133,000.00
ADA Notice 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.
1'2=O RA-0-H NTB 01/31/2013
SLPPL-5181(176)
SPECIAL COVENANTS OR REMARKS
Chapter Statutes Item Year Program BC Category Fund Source AMOUNT
Program Supplement 00-035S-K41-SERIAL Page 2 of 5
1'2-ORA-0-HNTB 01/31/2013
SLP PL-5181(176)
SPECIAL COVENANTS OR REMARKS
1. This PROJECT is programmed to receive State Proposition 1 B Bond funds from the State
and Local Partnership Program (SLPP). This PROJECT will be administered in
accordance with the California Transportation Commission (CTC) approved/adopted
SLPP Guidelines, and this Program Supplement Agreement.
ADMINISTERING AGENCY agrees to use eligible local matching funds of the type
identified in its project application/nomination, for the required dollar for dollar minimum
local match to the SLPP funds.
ADMINISTERING AGENCY agrees to submit invoices for PROJECT costs in accordance
with the Local Assistance Procedures Manual (LAPM).
To satisfy the accountability requirements of the Governor's Executive Order# S-02-07,
ADMINISTERING AGENCY agrees to:
1) Submit certified Quarterly Progress Reports on the activities, expenditures and
progress made towards implementation of the PROJECT. Changes to the scope and
budget from the CTC approved project application/nomination shall also be identified in
these reports. The certified Quarterly Progress Reports shall be submitted to the Division
of Local Assistance - Office of Project Delivery & Accountability via the Local Assistance
Online Data Input System (LA-ODIS)
2) Submit a certified Final Delivery Report to the CTC, within six months of the PROJECT
construction contract being accepted, on the scope of the completed PROJECT, its final
costs as compared to the project budget in its project application/nomination, its duration
as compared to the project schedule in its application/nomination and performance
outcomes derived from the PROJECT as compared to those described in the project
application/nomination.
2. ADMINISTERING AGENCY agrees to submit PROJECT specific award information,
using Exhibit 23-A of the LAPG, to the STATE's District Local Assistance Engineer
(DLAE) immediately after award of contract, and prior to first invoice submittal. Failure to
do so will delay processing invoices for the construction contract. As a minimum, the
award information should include the following information: project number, EA number,
project description, date funds allocated by the CTC, date project was advertised, bid
opening date, award date, award amount, and estimated completion date.
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 for
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
Program Supplement 00-035S-K41-SERIAL Page 3 of 5
1 -O RA-O-H NTB 01/31/2013
SLPPL-5181(176)
SPECIAL COVENANTS OR REMARKS
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.
4. All obligations of STATE under the terms of this Agreement are 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.
5. 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 shall not be required to comply with 49 CFR; Part 18.36 (i), subsections (3), (4),
(5), (6), (8), (9), (12) and (13).
6. 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.
Program Supplement 00-035S-K41-SERIAL Page 4 of 5
12-ORA-0-HNTB 01/31/2013
SLPPL-5181(176)
SPECIAL COVENANTS OR REMARKS
These unexpended funds will be irrevocably reverted by the Department's Division of
Accounting on the applicable fund Reversion Date.
Program Supplement 00-035S-K41-SERIAL Page 5 of 5
r
RESOLUTION NO. 201.0-29
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH
AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO EXECUTE PROGRAM
SUPPLEMENTS TO THE CALIFORNIA DEPARTMENT OF TRANSPORTATION
MASTER AGREEMENT FOR TRANSPORTATION PROJECTS
WHEREAS, the City of Huntington Beach is eligible to receive federal and/or state
funding for certain transportation projects through the California Department of Transportation;
and
California Department of Transportation requires the execution of Master Agreements,
Program Supplemental Agreements, Fund Exchange Agreements and/or Fund Transfer
Agreements prior to claiming designated funds; and
The City wishes to delegate authorization to the Director of Public Works to execute
these agreements and any amendments thereto,
..NOW, THEREFORE, the City Council of the City of_Huntington Beach does hereby
resolve that the Director of Public Works is authorized to execute all Master Agreements, Master
Agreements, Program Supplemental Agreements, Fund Exchange Agreements and/or Fund
Transfer Agreements and any amendments thereto with the California Department of
Transportation-
PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a
regular meeting thereof held on the 5TH day of APRI L , 20 10 .
a r
REVI ND APPROVED:
INITIATED AND APPROVED:
Cit A rnistrator
Director of Pu lic Works
APP VED AS TO FORM:
Attorn y
C 2 ��
43514
DEPARTMENT OF TRANSPORTATION FINANCE LETTER Date: 03/05/2013
DIVISION OF ACCOUNTING Agency: 12-ORA-U-HNTB
LOCAL PROGRAM ACCOUNTING BRANCH Protect No: SLPPL-5181(176)
EA No:
Attention: City of Huntington Beach
FINANCE ITEMS TOTAL COST OF PART.COST STATE FUNDS LOCAL FUNDS OTHER FUNDS
WORK (PROP.16 SLPP) _ (MEAS.M2)
✓�� "Pe
Contract Items
Construction $2,339995.Od $2,266,0000 $1,133,0000 $73,9950 $1,133,000.0
Fed. Partic: Totals: $2,339,995.0 $2,266,000.0 $1,133,000.0 $73,995.0 $1,133,000.0
96.84% 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: 4' For questions regarding finance letter, contact:
Title: HQ Local Assistance Area Engineer Printed Name: Patrick Louie
Telephone No: (916)653-7349
Remarks: M2 Fair Share Sales Tax of$1 133 000 are Local Match funds for SLPP Other funds of$73 995 are Nonparticipating SLPP work to do additional paving&landscaping for the City of Fountain
Valley. Maximum reimbursement ratio=50%.
SLPPL-5181(176)
Adv.Proj.ID Approp.Unit State Prog. Fed/State Encumbrance Amount Approp Year Expenditure Amount Ecumbrance Balance Reversion Date
1213000057 12104 2030210200 $1,133,000.00 1112 $0.00 $1,133,000.00 06/30/17
Page 1 of 1
F�H
CITY OF HUNTINGTON BEACH
PUBLIC WORKS
INTERDEPARTMENTAL COMMUNICATION
TO: Patty Esparza
Senior Deputy City Clerk
FROM: James Wagner \ ' 1
Senior Civil Engineer Q_
DATE: April 1, 2013
SUBJECT: Program Supplemental Agreement to the City-State Master Agreement No.
00035S for State Aid for Road Rehabilitation of Garfield Avenue and Goldenwest
Street, City Project CC-1433, State Project SLPPL-5181 (176)
Presented for filing by the City Clerk is the City's original executed copy of the Program
Supplemental Agreement for State Aid for Road Rehabilitation of
1. Garfield Avenue from Magnolia Street to Bushard Street and
2. Goldenwest Street from PCH to Yorktown Avenue.
If you have any questions, please contact Jim Wagner at#5467.
JW:
Attachment
G:\Engineering Division\Broussard\Funding\OCTA\SLPP Formula Grant FY12-13\Memo Program Supplemental
Agreement to City Clerk 4-1-13.docx