HomeMy WebLinkAboutRESOLUTION 2007-46 - PROGRAM SUPPLEMENT AGREEMENT FOR THE SA Council/Agency Meeting Held: �dp0-
Deferred/Continued to:
AAppr ved ❑ Conditionally Approved ❑ Denied Z p-City C 's Wnature
Council Meeting Date: 7/16/2007 Department ID Number: PW 07-040
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: HONORABLE MAYOR AND CITY CO CIL MEMBERS�CBR�4�TY
SUBMITTED BY: PENE OPE ADMINISTRATOR
PREPARED BY: TRAVIS HOPKINS, PE, ACTING DIRECTOR OF PUB L WORKS
ENGINEERING
SUBJECT: Adopt Resolution Authorizing State Funding for Safe Routes to School
Project - Sowers School
Statement of Issue, Funding Source, Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s)
Statement of Issue: The resolution will authorize the Program Supplement Agreement for
the Safe Routes to School project in the vicinity of Isaac L. Sowers School. The project has
been authorized by the California Department of Transportation (Caltrans) to receive state
funding under the Safe Routes to School Program. Caltrans requires that the agreement be
executed and returned by August 2, 2007, or the funds will be forfeited.
Funding Source: The grant amount is $224,550. Matching funds are budgeted in the Gas
Tax Fund. The estimated cost of the project is $452,000.
Recommended Action: Motion to:
1. Adopt Resolution No. 2007-46 A resolution of the City Council of the City of Huntington
Beach authorizing the Mayor and City Clerk to execute the Program Supplement Agreement
No. OD48 Rev. 000 to Administering Agency-State Master Agreement No. 00035S, for the
Safe Routes to School Program in the vicinity of Sowers School.
Alternative Action(s):
Deny adoption of the authorizing resolution and forfeit grant funding in the amount of
$224,550.
12-,ORA-0-f NTB 1 05/25/2007
SR2 SL-5181(154)
SPECIAL COVENANTS OR REMARKS
1. 1. This Program Supplement Agreement (PSA) is intended for Safe
Route to School (SR2S) Program funded with State-only funding.
Separate agreements are needed if PROJECT is also funded with any
other STATE administered State or Federal funds.
2 . The PROJECT will be administered in accordance with the SR2S
Program Guidelines (LPP 02-01 effective March 11, 2002) , as
approved and amended, and the PROJECT Application.
3 . This PSA allows reimbursement of eligible PROJECT
expenditures to the ADMINISTERING AGENCY for which State funds
are allocated. The effective State allocation date establishes
eligibility for the ADMINISTERING AGENCY to start reimbursable
work and seek reimbursement of funds. Any work done prior to the
effective allocation date is not eligible for reimbursement from
the SR2S funds.
4 . The STATE and ADMINISTERING AGENCY agree that SR2S funds
available for reimbursement to the ADMINISTERING AGENCY by the
STATE will be limited to the amount allocated and encumbered by
the STATE. Any additional funds made available by future
allocations will be encumbered on this PROJECT by use of a STATE
approved Allocation Letter and Finance Letter.
5. The ADMINISTERING AGENCY agrees to submit to the STATE,
Exhibit 24-B "Project Status Report" as required by the SR2S
Program Guidelines.
6 . The ADMINISTERING AGENCY agrees to encumber the funds under
agreement and award the construction contract by June 30th of the
fiscal year in which funds are programmed. For projects unable to
meet this deadline, the ADMINISTERING AGENCY may request, in
writing, a time extension from the District Local Assistance
Engineer (DLAE) . A one-time extension, for a maximum period of
one year, may be granted by the DLAE. Projects unable to meet
the new deadline may be dropped from the program.
7 . The ADMINISTERING AGENCY agrees to provide contract award
information to the STATE when submitting first invoice for this
PROJECT. Attachment I of this PSA may be used for providing the
necessary contract award information.
Program Supplement00-035S-D48- SERIAL Page 2 of 4
I Z-ORA-0-•HNTB • • 05/25/2007
SR2SL-5181(154)
SPECIAL COVENANTS OR REMARKS
8. The ADMINISTERING AGENCY agrees to submit the "Report of
Expenditures" to the DLAE within six (6) months after the project
completion in accordance with Section 17 .5 of the Local
Assistance Procedures Manual (LAPM) .
9. The ADMINISTERING AGENCY agrees to follow all relevant State
laws and requirements including the California Environmental
Quality Act (CEQA) .
2. The ADMINISTERING AGENCY will reimburse the STATE for the
ADMINISTERING AGENCY share of costs for work requested to be
performed by the STATE.
3 . 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
Program Supplement00-035S-D48- SERIAL Page 3 of 4
I�-OkA-0-HNTB • • 05/25/2007
SR2SL-5181(154)
SPECIAL COVENANTS OR REMARKS
actually allocated and encumbered as authorized by the California
Transportation Commission and the Department' s Accounting Office.
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.
Program Supplement00-035S-D48- SERIAL Page 4 of 4
RESOLUTION NO. 2007-46
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF HUNTINGTON BEACH AUTHORIZING THE MAYOR
AND CITY CLERK TO EXECUTE PROGRAM SUPPLEMENT
AGREEMENT NO. OD48 Rev. 000 FOR THE SAFE ROUTES TO
SCHOOL PROGRAM IN THE VICINITY OF SOWERS SCHOOL
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
WHEREAS, Master Agreements, Program Supplemental Agreements, Fund Exchange
Agreements and/or Fund Transfer Agreements need to be executed with the California
Department of Transportation before such funds could be claimed; and
WHEREAS, on June 4, 2007, the City entered into an agreement with the State of
California for State-Funded Projects, identified as Agency-State Master Agreement No. 00035S;
and
Program Supplemental No. OD48 Rev. 000 to the above-mentioned Master Agreement
has been found eligible for funding under the Safe Routes to School Program administered by
the California State Department of Transportation; and
NOW, THEREFORE, the City Council of the City of Huntington Beach does hereby
resolve as follows: that the Mayor and City Clerk are authorized and directed to execute the
necessary documents to implement Program Supplement Agreement No. OD48 Rev. 000 to
Agency-State Master Agreement No. 00035S for the Safe Routes to School Program in the
vicinity of Sowers School.
PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a
regular meeting thereof held on the 16th day of July , 20 07
oo�l� I AL � � �w ��
1VI or
REVIEWED AND APPROVED: APP VED AS TO FORM:
r City Administrator jC y Attorne �
INITIATED AND APPROVED:
Director of Public orks
07-1081/11949
�E- lor- a,
Res. No. 2007-46
STATE OF CALIFORNIA
COUNTY OF ORANGE ) ss:
CITY OF HUNTINGTON BEACH )
1, 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 the 16th day of July, 2007 by the following
vote:
AYES: Bohr, Carchio, Cook, Coerper, Green, Hansen, Hardy
NOES: None
ABSENT: None
ABSTAIN: None
The foregoing wa&umert is
Copy of cdginalon file in ft MOS. Cit Jerk and ex-officio erk of the
MGM ���, 20 City Council of the City of
DHuntington Beach, California
C rk and Clerk o n B®e
Co Of
cf City of HuMingto �h,
CWV
By Gouty
�q&E- a, ora-,,,
STATE OF CALIFORNIA.BUSINESS,T SPORTATION AND HOUSING AGENCY Arnold Schwarzenegger,Governor
DEPARTMENT OF TRANSPORTATION x
Division of Local Assistance
1120 N STREET
F
P.O. BOX 942874, MS#1
Sacramento,CA 94274-0001
TDD(916)654-4014
(916)654-3151 File : 12-ORA-0-HNTB
Fax(916)653-7621 SR2SL-5181(154)
July 25, 2007 Intersection of Indianapolis Avenue
and Titan Lane and various streets
from Atlanta Avenue to Indianapolis
Mr. Robert F. Beardsley
Director of Public Works
City of Huntington Beach
2000 Main St.
Huntington Beach, CA 92648
Attn: Ms. Joan L. Flynn
Dear Mr. Beardsley:
Enclosed is your fully executed copy of Program Supplement Agreement No. OD48 Rev. 000 to Administering Agency-
State Master Agreement No. 00035S
Sincerely,
l--
RAY ZHANG, Chief
Office of Project Implementation - South
Division of Local Assistance
Enclosure
c: CLIP AE Project Files
(12) DLAE -Alan Williams
REQUEST FOR CITY COUNCIL ACTION
MEETING DATE: 7/16/2007 DEPARTMENT ID NUMBER: PW 07-040
Analysis: In February 2004, the City applied for a grant for traffic safety improvements in
the vicinity of Sowers School under the Safe Routes to School Program. The grant was
approved and the state allocated funds in May 2007.
Adopting the resolution will allow the City to execute Program Supplement Agreement No.
OD48 Rev. 000 to the Agency-State Master Agreement No. 00035S for the Safe Routes to
School Program. This project includes the installation of a traffic signal at the intersection of
Indianapolis Avenue and Titan Lane, the installation of curb ramps, damaged sidewalk
replacement, and signing and striping improvements.
The estimated cost for this project is $452,000. State funds will be appropriated in the
amount of $224,550. The balance of the funding is being included in the proposed 2007/08
Capital Improvement Program. Execution of the Program Supplement Agreement does not
commit the City to completing the project or funding the improvements.
Strategic Plan Goal:
(1-1) Improve the City's plan for funding and completing infrastructure needs, and develop
strategies for resolving crucial infrastructure problems to preserve the physical foundation of
the community and enable the community's value to grow.
(C-1) Improve transportation through a variety of means including improving traffic flow,
synchronizing traffic signals, traffic calming, and alternative transportation methods such as
bike and walking paths.
Public Works Commission Action: Not required.
Environmental Status: Not applicable.
Attachment(s):
City Clerk's
Page Number No. Description
1. Location Map
2. Resolution No. 2007-46
3. Program Supplement Agreement No. OD48 Rev. 000 to the Agency-
State Master Agreement No. 00035S for the Safe Routes to School
Pro ram t9 copies .
-2- 6/28/2007 11:57 AM
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CITY OF HUNTINGTON BEACH * PUBLIC WORKS * TRAFFIC ENGINEERING
'J LOCATION MAP ATTACHMENT
SAFE ROUTES TO SCHOOL PROJECT - SOWERS SCHOOL
ATTACHMENT #2
r
RESOLUTION NO. 2007-46
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF HUNTINGTON BEACH AUTHORIZING THE MAYOR
AND CITY CLERK TO EXECUTE PROGRAM SUPPLEMENT
AGREEMENT NO. OD48 Rev. 000 FOR THE SAFE ROUTES TO
SCHOOL PROGRAM IN THE VICINITY OF SOWERS SCHOOL
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
WHEREAS, Master Agreements, Program Supplemental Agreements, Fund Exchange
Agreements and/or Fund Transfer Agreements need to be executed with the California
Department of Transportation before such funds could be claimed;and
WHEREAS, on June 4, 2007, the City entered into an agreement with the State of
California for State-Funded Projects, identified as Agency-State Master Agreement No. 000355;
and
Program Supplemental No. OD48 Rev. 000 to the above-mentioned Master Agreement
has been found eligible for funding under the Safe Routes to School Program administered by
the California State Department of Transportation; and
NOW,THEREFORE,the City Council of the City of Huntington Beach does hereby
resolve as follows: that the Mayor and City Clerk are authorized and directed to execute the
necessary documents to implement Program Supplement Agreement No. OD48 Rev. 000 to
Agency-State Master Agreement No. 00035S for the Safe Routes to School Program in the
vicinity of Sowers School.
PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a
regular meeting thereof held on the 16th day of July , 2007
A25A-1 101- �
Mor .
REVIEWED AND APPROVED: APP OVED AS TO FORM:
/ City A ministrator JQty"Attorne
�—
INITIATED AND APPROVED:
Director of Public Works
07-1081/11949
Res. No. 2007-46
STATE OF CALIFORNIA
COUNTY OF ORANGE ) ss:
CITY OF HUNTINGTON BEACH )
1, 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 the 16th day of July, 2007 by the following
vote:
AYES: Bohr, Carchio, Cook, Coerper, Green, Hansen, Hardy
NOES: None
ABSENT: None
ABSTAIN: None
Citjklerk and ex-officio erk of the
City Council of the City of
Huntington Beach, California
ATTACHMENT #3
PROGRAM SUPPLEMENT NO. D48 Date:May 25,2007
to Location:12-ORA-O-HNTB
ADMINISTERING AGENCY-STATE AGREEMENT Project Number:SR2SL-518](154)
FOR STATE FUNDED PROJECTS NO. 00035S E.A. Number:12-931690
Locode:5181
This PROGRAM SUPPLEMENT,effective 3XIVY,hereby 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.2007-46 approved by the
ADMINISTERING AGENCY on 7—/( -p'ASee 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,it accepts and will comply with the Special Covenants and Remarks set forth on the
following pages.
PROJECT LOCATION:
Intersection of Indianapolis Avenue and Titan Lane and various streets from Atlanta Avenue to Indianapolis Avenue
TYPE OF WORK:Curb ramps,traffic signals,and school zone signs
Estimated Cost State Funds Matching Funds
STATE $224,550.00 LOCAL OTHER
$249,500.00 $24,950.00 $0.00 $0.00
CITY OF HUNTINGTON BEACH STATE OF CALIFORNIA
Department of/Transition
By. By v
May r
I��O� Chief, Office of Project Implementation
Date /
Division of °L-�ocal Assistance
� Date /`2,s-/b7
Title e
I hereby c rtify upon my oval kn wledge that dgeted funds are available for this encumbrance:
Accounting Officer � ` "`� Date �� $224,550.00
Chapter Statutes Item Year Program BC Category Fund Source AMOUNT
38 2005 2660-102-042 2005-2006 20.30.010.535 C 262040 042-T 224,550.00
APPROVED AS TO FORM
?NNIFER McGRATH,City Attorney
By Paul D'Alessandro
Assistant City Attomey
Program Supplement 00-035S-D48- SERIAL Page 1 of 4
STATE OF CALIFORNIA.BUSINESS,T SPORTATION AND HOUSING AGENCY_ Arnold Schwarzenegger,Governor
DEPARTMENT OF TRANS ORTATION
Division of Local Assistance
1120 N STREET
P.O. BOX 942874, MS#1
Sacramento,CA 94274-0001
TDD(916)654-4014
(916)654-3151 File: 12-ORA-0-HNTB
Fax(916)653-7621 SR2SL-5181(154)
June 4, 2007 Intersection of Indianapolis Avenue
and Titan Lane and various streets
from Atlanta Avenue to Indianapolis
Mr. Robert Stachelski
Transportation Manager
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92866
Attn: Mr. William Janusz
Dear Mr. Stachelski:
Enclosed are two originals of the Program Supplement Agreement No.OD48 Rev. 000 to Administering Agency-State
Master Agreement No. 00035S 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
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,
ENIX ANBIAH, Chief
Office of Project Implementation
Division of Local Assistance
Enclosure
c: OLP AE Project Files
(12) DLAE -Alan Williams
DEPARTMENT OF TRANSPORTATION FINANCE LETTER Date: 05/31/2007
DIVISION OF ACCOUNTING Agency: 12-ORA-0-HNTB
LOCAL PROGRAM ACCOUNTING BRANCH Project No: SR2SL-5181(154)
EA No: 12-931690(.-
Attention: City of Huntington Beach
FINANCE ITEMS TOTAL COST OF PART.COST STATE FUNDS LOCAL FUNDS
WORK
i
I
Agency Preliminary Engineering $10,000 $10,000 $9,000 $1,000
---._.-- -- ----
- Contract Items
li Construction $234,00 $234,00 $210,60 $23,400
Agency Construction Engineering $5,500 $5,500 $4,950 $550
Totals: $249,50 $249,50 $224,55C $24,950
Fed.Partic: 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.
q
Signature: { s For questions regarding finance letter,contact:
Title: HQ Local Assistance Area Engineer Printed Name: Patrick Louie
Telephone No: (916)653-7349
Remarks: FY 04-05 SR2S Cycle 5 project#91. Use State funds approved 04/08/05 @ 90%up to$224,550. Reimbursement ratio=90%.
ACCOUNTING INFORMATION- SR2SL-5181(154) .
Fund Program Fed/State Encumbrance Amount Approp Year Expenditure Amount Reversion Date
06JW L.A.SAFE ROUTE"' S $224,550 2005 $0 06/30/10
Page 1 of 1
RCA ROUTING SHEET
INITIATING DEPARTMENT: Public Works
SUBJECT: Adopt Resolution Authorizing State Funding for Safe
Routes to School Project - Sowers School
COUNCIL MEETING DATE: July 16, 2007
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 Applicable ❑
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 Applicable
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 ATTACH MEN"
REVIEWED RETURNED". , . FORWARDED
Administrative Staff ( ) ( )
Deputy City Administrator (Initial) ( )
City Administrator (initial) ( )
City Clerk ( )
EXPLANATION FOR RETURN;OF ITEM:
(Below Use •
RCA Author: Janusz:jg
CITY OF HUNTINGTON BEACH
2000 MAIN STREET CALIFORNIA 92648
OFFICE OF THE CITY CLERK
JOAN L. FLYNN
CITY CLERK
July 18, 2007
Denix Anbiah, Chief
State of California Department of Transportation
1120 N Street
P. O. Box 942874, MS #1
Sacramento, CA 94274-0001
Dear Mr. Anbiah:
Enclosed please find two originals each of the Program Supplement Agreement No.
OD48 Rev/ 000 to Administering Agency-State Master Agreement No. 00035S, and two
certified copies of Resolution No. 2007-46 for the Safe Routes to School Program in the
vicinity of Sowers School.
Upon execution by the Caltrans, 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,
Or, "
) 0�_ ji")
Joan L. Flynn
City Clerk
JF:pe
Enclosure: Agreements, Resolution copies
G:fol lowup:agrmtltr
(Telephone:714-536-5227)