HomeMy WebLinkAboutCALTRANS - California Department of Transportation - 2011-08-10 (18)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
Sacramento, CA 94274-0001
TTY 711
(916)654-3151
Fax (916) 653-7621
June 23, 2011
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:
File: 12-ORA-0-HNTB
SR2SL-5181(170)
Intersection of Goldenwest Street
and Slater Avenue
Enclosed are two originals of the Program Supplement Agreement No. 0117 Rev. 000 to Administering Agency -State
Master Agreement No. 00035S .
Please sign both Program Supplement Agreements and return them to this office, Office of Local Programs - MS1within
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.
A copy of the State approved finance letter containing the fund encumbrance and reversion date information will be
mailed to you with your copy of the executed agreement.
Your prompt action is requested. If you have questions, please contact your District Local Assistance Engineer.
Sincerely,
L
RAY ZHANG, Chief
Office of Project Implementation - South
Division of Local Assistance
Enclosure
c: OLP AE Project Files
(12) DLAE - Jim Kaufman
City of Huntington Beach
2000 Main Street ® Huntington Beach, CA 92648
(714) 536-5227 ® www.huntingtonbeachea.gov
Office of the City Clerk
Joan L. Flynn, City Clerk
July 21, 2011
Ray Zhang, Chief
Office of Project Implementation
Department of Transportation, Division of Local Assistance
1120 N Street
P.O. Box 942874, MS #1
Sacramento CA 94274-0001
Dear Mr. Zhang:
Enclosed please find Program Supplement Agreement No. 0117 to Administering Agency -State
Agreement No. 00035S for the Intersection of Goldenwest Street and Slater Avenue.
Attached to Program Supplement Agreement No. 0117 is a copy of Resolution No. 2010-29.
Upon execution by the state, 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,
n L. Flynn
City Clerk
JF:pe
1 04
Encl.: (2) Program Supplement Agreement 0117 including copy of Resolution 2010-29.
G: fol lowup: agrmtltr
Sister Cities: Anjo, Japan ® Waitakere, New Zealand
PROGRAM SUPPLEMENT NO. 117
to
ADMINISTERING AGENCY -STATE AGREEMENT
FOR STATE FUNDED PROJECTS NO 00035S
Date:
June 15, 2011
Location:
12-ORA-0-HNTB
Project Number:
SR2SL-5181(170)
E.A. Number:
12-932116
Locode:
5181
This Program Supplement, effective , 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. sU/o -X? approved by the ADMINISTERING AGENCY on 4Akk- S, 2blo (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:
Intersection of Goldenwest Street and Slater. Avenue
TYPE OF WORK: Left -turn signal phasing, pedestrian countdown heads, curb ramps,
markings and signage
Estimated Cost I State Funds I Matching Funds
STATE $224,140.00 1 LOCAL
$249, 045.00
CITY OF HUNTINGTON BEACH
By .
Title Director of Public -Works
Date
--7
$24,905.
OTHER
$0.00
STATE OF CALIFORNIA
Department of Transportation
By
_Chief, _Office of..P_roject Implementation_
Division of Local Assistance
Date
I hereby Vfy upon my personal knowledge that budgeted funds are available for this encumbrance:
Accounting Officer Date C-2-RO-if $224,140.00
Program Supplement 00-035S-117- SERIAL Page 1 of 4
STATE OF CALIFORNIA. DEPARTMENT OF TRANSPORTATION
PROGRAM SUPPLMENT AND CERTIFICATION FORM
PSCF (REV. 01/2010)
TO:
Claims Audits
3301 "C Street, Rm 404
Sacramento, CA 96816
FROM:
Department of Transportation
SUBJECT:
Encumbrance Document
VENDOR/LOCAL AGENCY:
CITY OF HUNTINGTON BEACH
CONTRACT AMOUNT:
$ 224,140.00
PROCUREMENTTYPE
Local Assistance
DATE PREPARED: PROJECT NUI
6/16/2011 1200020251-S
REQUISITION NUMBER / CONTRACT NUMBER:
RQS 120000000633
Pagel of 1
ADA NOtli 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-0-HNTB
SR2SL-5181(170)
06/15/2011
SPECIAL COVENANTS OR REMARKS
Chapter I Statutes I Item I Year I Program I BC I Category j Fund Source j AMOUNT
Program Supplement 00-035S-117- SERIAL Page 2 of 4
12-ORA-0-HNTB
SR2SL-5181(170)
06/15/2011
SPECIAL COVENANTS OR REMARKS
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.
2. 1. This PROJECT is funded with State -only funding from the Safe Route to School
(SR2S) Program.
2. ADMINISTERING AGENCY agrees to administer PROJECT in accordance with the
SR2S Program Guidelines under which the project was selected.
3. This PSA allows reimbursement of eligible PROJECT expenditures to the
ADMINISTERING AGENCY for which the SR2S State funds are allocated. The effective
State allocation date establishes the eligibility date for the ADMINISTERING AGENCY to
start reimbursable work. Any work performed prior to the effective allocation date is not
eligible for reimbursement from the SR2S funds.
4. ADMINISTERING AGENCY agrees that SR2S funds available for reimbursement will
be limited to the amount allocated and encumbered by the STATE consistent with the
scope of work in the STATE approved application. Funds encumbered may not be used
to increase the scope of work after a project is awarded for construction unless approved
by the Statewide SR2S Coordinator prior to performing work. Future allocations of SR2S
funds will be .encumbered by use of a STATE approved Allocation Letter and Finance
Letter.
5. ADMINISTERING AGENCY agrees to the program delivery and reporting requirements
established for the applicable SR2S Program funding cycle.
6. ADMINISTERING AGENCY agrees to provide contract award information to the State
prior to submitting the first invoice for construction of this PROJECT. The required
Construction Contract Award Information is available at the Caltrans Safe Routes to
School (SR2S) Project Implementation web site:
http:www.dot.gov/hq/LocalPrograms/s,aferoutes/sr2s—instruct.htm
7. The ADMINISTERING AGENCY agrees to follow all relevant State laws and
requirements including the California Environmental Quality Act (CEQA).
8. The ADMINISTERING AGENCY agrees to submit the "Final Report of Expenditures" to
the DLAE within six (6) months of project completion in accordance with Section 17.5 of
the Local Assistance Procedures Manual (LAPM).
3. 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
Program Supplement 00-035S-117- SERIAL Page 3 of 4
12-ORA-0-HNTB
SR2SL-5181(170)
06/15/2011
SPECIAL COVENANTS OR REMARKS
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).
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.
Program Supplement 00-035S-117- SERIAL Page 4 of 4
RESOLUTION NO. 2010-29
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 1�•
APPROVED:
43514
INITIATED AND APPROVED:
-Director of Pu iic Works
AP VED AS TO FORM:
Attorn y
C .a 1 C"
STATE OF CALIFORNIA. BUS IN ESS,TRANSPORTATION AND HOUSING AGENCY
EDMUND G. BROWN Jr. Governor
DEPARTMENT OF TRANSPORTATION
Division of Local Assistance
t �;
1120 N STREET
ems`
P.O. BOX 942874, MS# 1
Sacramento, CA 94274-0001
TTY 711
(916)654-3151
Fax (916) 653-7621
File: 12-ORA-0-HNTB
August 10, 2011
Mr. Travis Hopkins
Director of Public Works
City of Huntington Beach
2000 Main St.
Huntington Beach, CA 92648
Attn: Ms. Joan Flynn
Dear Mr. Hopkins:
SR2SL-5181(170)
Intersection of Goldenwest Street
and Slater Avenue
Enclosed is your fully executed copy of Program Supplement Agreement No. 0117 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 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,
RAY ZHANG, Chief
Office of Project Implementation - South
Division of Local Assistance
Enclosure
c: DLA AE Project Files
(12) DLAE - Jim Kaufman
DEPARTMENT OF TRANSPORTATION
DIVISION OF ACCOUNTING
LOCAL PROGRAM ACCOUNTING BRANCH
Attention: City oh Huntington Beach
Fed. Partic:
FINANCE LETTER Date: 08/08/2011
Agency: 12-ORA-0-HNTB
Project No: SR2SL-5181(170)
EA No: 12-932116
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.
c
Signature: _ r`, �� For questions regarding finance letter, contact:
Title: Printed Name : Patrick Louie
HQ Local Assistance Area Engineer
Telephone No: (916) 653-7349
Remarks: FY 10-11 Cycle 9 SR2S Protect ID 09-12-013. Maximum reimbursement ratio = 90% up to $224,140.
ACCOUNTING INFORMATION e SR2SL-5181(170)
Adv. Proj. ID Approp. Unit State Prog. Fed/State Encumbrance Amount Approp Year Expenditure Amount Ecumbrance Balance Reversion Date
1200020251 11102 2030010535 $224,140.00 1011 $0.00 $224,140.00 06/30/16
Page 1 of 1
PROGRAM SUPPLEMENT NO. 117 Date: June 15, 2011
to Location: 12-ORA-0-HNTB
ADMINISTERING AGENCY -STATE AGREEMENT Project Number: SR2SL-5181(170)
FOR STATE FUNDED PROJECTS NO 00035S E.A. Number: 12-932116
Locode: 5181
This Program Supplement, effective Vv'/t (, 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. A0/0 -;Lq approved by the ADMINISTERING AGENCY on /s-4,* 20/0(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:
Intersection of Goldenwest Street and Slater Avenue
TYPE OF WORK: Left -turn signal phasing, pedestrian countdown heads, curb ramps,
markings and signage
Estimated Cost State Funds Matching Funds
STATE
$249,045.00
$224,140.00
CITY OF HUNTINGTON BEACH
By
Title -Director of Public W6rkr,
Date — f G I
A
It
T LOCAL
$24,905.
OTHER
$0.00
STATE OF CALIFORNIA
Departm 7
nt of Transp rtation
By Y
Chief, Office of Project Implementation
Division of Local Assistance
R
Date � ,�_�
fi
I hereby eVify upon my personal knowledge that budgeted funds are available for this !encumbrance:
Accounting Officer Date c�"l
$224,140.00
Program Supplement 00-035S-117- SERIAL Page 1 of 4
STATE OF CALIFORNIA. DEPARTMENT OF TRANSPORTATION
PROGRAM SUPPLIVIENT AND CERTIFICATION FORM
PSCF (REV. 01/2010)
TO:
Claims Audits
3301 "C" Street, Rm 404
Sacramento, CA 95816
FROM:
Department of Transportation
SUBJECT:
Encumbrance Document
PREPARED:
6/16/2011
REQUISITION NUMBER / CONTRACT NUMBER:
RQS 12000000033
VENDOR/LOCAL AGENCY:
CITY OF HUNTINTON BEACH
CONTRACT AMOUNT:
$ 224,140.00
PROCUREMENT TYPE
Local Assistance
PROJECT NUMBER:
1200020261-S
Pagel of 1
ADA Notil 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-0-HNTB
SR2SL-5181(170)
06/15/2011
SPECIAL COVENANTS OR REMARKS
Chapter I Statutes j Item I Year j Program j BC I Category I Fund Source ( AMOUNT
Program Supplement 00-0355-117- SERIAL Page 2 of 4
12-ORA-0-HNTB
SR2SL-5181(170)
06/15/2011
SPECIAL COVENANTS OR REMARKS
1. 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.
2. 1. This PROJECT is funded with State -only funding from the Safe Route to School
(SR2S) Program.
2. ADMINISTERING AGENCY agrees to administer PROJECT in accordance with the
SR2S Program Guidelines under which the project was selected.
3. This PSA allows reimbursement of eligible PROJECT expenditures to the
ADMINISTERING AGENCY for which the SR2S State funds are allocated. The effective
State allocation date establishes the eligibility date for the ADMINISTERING AGENCY to
start reimbursable work. Any work performed prior to the effective allocation date is not
eligible for reimbursement from the SR2S funds.
4. ADMINISTERING AGENCY agrees that SR2S funds available for reimbursement will
be limited to the amount allocated and encumbered by the STATE consistent with the
scope of work in the STATE approved application. Funds encumbered may not be used
to increase the scope of work after a project is awarded for construction unless approved
by the Statewide SR2S Coordinator prior to performing work. Future allocations of SR2S
funds will be encumbered by use of a STATE approved Allocation Letter and Finance
Letter.
5. ADMINISTERING AGENCY agrees to the program delivery and reporting requirements
established for the applicable SR2S Program funding cycle.
6. ADMINISTERING AGENCY agrees to provide contract award information to the State
prior to submitting the first invoice for construction of this PROJECT. The required
Construction Contract Award Information is available at the Caltrans Safe Routes to
School (SR2S) Project Implementation web site:
http:www.dot.gov/hq/LocalPrograms/saferoutes/sr2s_instruct.htm
7. The ADMINISTERING AGENCY agrees to follow all relevant State laws and
requirements including theCaliforniaEnvironmental Quality Act (CEQA). .
8. The ADMINISTERING AGENCY agrees to submit the "Final Report of Expenditures" to
the DLAE within six (6) months of project completion in accordance with Section 17.5 of
the Local Assistance Procedures Manual (LAPM).
3. 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
Program Supplement 00-035S-117- SERIAL Page 3 of 4
12-ORA-0-HNTB
SR2SL-5181(170)
06/15/2011
SPECIAL COVENANTS OR REMARKS
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).
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.
Program Supplement 00-035S-117- SERIAL Page 4 of 4
RESOLUTION NO. 2010-29
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 I 5TH day of APRI L ' 20 10
A _-r-
a
W-nistrator
APPROVED:
INITIATED AND APPROVED:
"Director of Pu iic Works
AP VED AS TO FORM:
Attorn y�`D
a .a
43514
Res. No. 2010-29
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 April 5, 2010 by the following vote:
AYES: Carchio, Coerper, Hardy, Green, Bohr, Dwyer, Hansen
NOES: None
ABSENT: None
ABSTAIN: None
Ci Clerk and ex-officio6llerk of the
City Council of the City of
Huntington Beach, California