HomeMy WebLinkAboutCC Reso 2015-10 RESOLUTION 2015-10
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CATHEDRAL CITY, CALIFORNIA, APPROVING PROGRAM
SUPPLEMENT NO. 017-N TO ADMINISTERING AGENCY STATE
AGREEMENT FOR FEDERAL-AID PROJECTS NO. 08-5430R
BETWEEN THE CITY OF CATHEDRAL CITY AND THE STATE OF
CALIFORNIA, ACTING THROUGH THE DEPARTMENT OF
TRANSPORTATION, FOR THE PURPOSE OF ADMINISTERING AND
DISBURSEMENT OF FEDERAL FUNDS FOR THE AGENCY
CONSTRAUCTION OF PAVEMENT PREVENTATIVE MAINTENANCE
ON EAST PALM CANYON DRIVE IN CATHEDRAL CITY.
WHEREAS, The City of Cathedral City entered into an Administering
Agency- StateAgreementfor FederalAid Projects on June 13, 1997;and
WHEREAS, The City of Cathedral City applied to the State for financial
assistance in the form of a grant and is subject to all the terms and conditions
thereof; and
WHEREAS, The State has agreed to make the Grant, in accordance with
Article I of the aforementioned Master Agreement and in accordance with
Program Supplement No. 017-N; and
WHEREAS, State shall provide a grant in the amount noted in Program
Supplement No. 017-N to Administering Agency - State Agreement for Federal -
Aid Projects No. 08-5430R for the purpose of paying for the agency construction
of Pavement Preventive Maintenance on East Palm Canyon Drive in
Cathedral City,
NOW,THEREFORE, BE IT RESOLVED, DETERMINED, AND ORDERED BY
THE CITY COUNCIL FOR THE CITY OF CATHEDRAL CITY,AS FOLLOWS:
SECTION 1.
The City of Cathedral City approves Program Supplement No. 017-N to
Administering Agency-State Agreement for Federal-Aid Projects No. 08-5430R
between the City of Cathedral City and the State of California, acting through the
Department of Transportation for the purpose of Administering and Disbursing of
Federal Grantfunds on projects as entered into between the City of Cathedral City
and the State of California, and attached hereto as Exhibit "A," subject to and in
accordance with the terms and conditions setforth therein.
1
SECTION 2.
Authorize the City Engineer to sign Program Supplement No. 017-N on
behalf of the City Council of the City of Cathedral City.
SECTION 3. CERTIFICATION
That the City Clerk shall certify to the passage and adoption of this
Resolution; shall enter the same in the book of original Resolutions of said City;
and shall make a minute of passage and adoption thereof in the records of the
proceedings of the City Council of said City, in the minutes of the meeting at which
Resolution is passed and adopted.
SECTION 4. EFFECTIVE DATE
This Resolution shall take effect upon its adoption.
PASSED, APPROVED, and ADOPTED at a regular meeting of the City Council
for the City of Cathedral City held on this 25th day of February, 2015 by the
following vote:
Ayes:5_ CCUfctI members A U IcAtr Cct�flnuale_ God Ynplotn
f\GorPrb - 1 Pc1i5and1"l.ct.tcVH-Kfl
Noes:0
Absent: QS
Abstain: (25
V /.
``fin Hen r ayor
ATTEST:
.1101' 41:1"*)
Gary F. How-II, ity CY rk
APPROVED AS TO FORM:
S ,/h ,bpJ)-9
fy Charles Green',City Attorney
}
2
DEPARTMENT OF TRANSPORTATION FINANCE LETTER Date: 03/09/2015
DIVISION OF ACCOUNTING Agency: 08-RIV-0-CTHC
LOCAL PROGRAM ACCOUNTING BRANCH Project No: STPL-5430(032) ,
EA No:
Attention: City of Cathedral City
FINANCE ITEMS I PRO RATA OR j TOTAL COST OF 1FEDERAL PART. FED.REIMB% FEDERAL FUNDS LOCAL FUNDS OTHER FUNDS
LUMP SUM WORK COST
M23E
Contract Items
Construction Lump Sum $373,500.00 $373,500 00 88 53% 3330,660.001 $42,840.00 $0 001
I a
Agency Construction Lump Sum $6,800.00' $6,800.001 88.53% $6,020.00; $780.00 $0.0 11
Engineering
$380,300.00 $380,300.00 0.00% 1 $336,680.00, $43,620.0q $OAq
Totals: I I
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.
/ •\ For questions regarding finance letter,contact:
Signature: { r '
i
Title: HQ Local Assistance Area Engineer Printed Name: Patrick Louie
Telephone No: (916)653-7349
Remarks: Pavement Resurfacing(Slurry Seal). Reimbursement ratio=88.53%.
ACCOUNTING INFORMATION _ STPL-5430(032)
Adv.Proj.ID Approp.Unit State Prog. Fed/State Encumbrance Amount Approp Year Expenditure Amount Encumbrance Balance Reversion Date
0814000003 15102E 2030010810 1 1 $336,680.00 1415 1 $0.00 1 $336,680.00
Page 1 of 1
PROGRAM SUPPLEMENT NO. N017 Adv Project ID Date: January 7,2015
to 0814000003 Location: 08-RIV-0-CTHC
ADMINISTERING AGENCY-STATE AGREEMENT Project Number: STPL-5430(032)
FOR FEDERAL-AID PROJECTS NO 08-5430R E.A. Number:
Locode: 5430
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 06/13/08 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.e90I ._JO approved by the Administering Agency on fc19. a-rj a013
(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:
East Palm Canyon Drive from the west city limits at Golf Club Drive to 550 feet west of Canyon Plaza Drive and from
Melrose Street to the east city limits east of Date Palm Drive
TYPE OF WORK: Slurry seal LENGTH: 1.3(MILES)
Estimated Cost Federal Funds Matching Funds
M23E $336,680.00 LOCAL OTHER
$380,300.00 $43,620.0 $0.00
CITY OF CATHED- L ITY A STATE OF CALIFORNIA
Departme of Transport- ion
By dpi. i
BY l(/14� ■K __
Title
C ` -` {Chief, ffice of Proj'- t Implementation
3- Z 4 t� Division of11,14,04 LLoocall Assistance
Date. 6/ o�/�
Date
Attest �/ ; •t- ��
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:
Accounting O ice; ` Date // 5— $336.680.00
Chapter Statutes Item Year Program BC Category Fund Source AMOUNT
•
Program Supplement 08-5430R-N017-ISTEA Page 1 of 3
•
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 1/16/2015 0814000003
3301 "C"Street,Rm 404 REQUISITION NUMBER/CONTRACT NUMBER:
Sacramento,CA 95816 RQS 081500000314
FROM:
Department of Transportation
SUBJECT:
Encumbrance Document
VENDOR/ LOCAL AGENCY:
CITY OF CATHEDRAL CITY
$ 336,680.00
•
PROCUREMENT TYPE:
Local Assistance
CHAPTER STATUTES ITEM YEAR PEC/PECT TASK/SUBTASK AMOUNT
25 14 2660-102-890 14-15 2030010810 2620/0400 $ 336,680.00
•
ADA NOt For individuals with sensory disabilities,this document is available in alternate formats.For information,call(915)654-6410 of TDD(916)-3880 or write
I�
Records and Forms Management,1120 N.Street,MS-89,Sacramento,CA 95814.
.;0$-RLV-0-CTHC 01/07/2015
STPL-5430(032)
SPECIAL COVENANTS OR REMARKS
1. A. The ADMINISTERING AGENCY will advertise, award and administer this project in
accordance with the current published Local Assistance Procedures Manual.
B. 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).
C. 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.
D. 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 encumbrances 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.
E. 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
Program Supplement 08-5430R-N017-ISTEA Page 2 of 3
ird-RIV-0-CTHC 01/07/2015
STILL-5430(032)
SPECIAL COVENANTS OR REMARKS
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.).
F. 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.
unexpended funds will be irrevocably reverted by the Department's Division of
Accounting on the applicable fund Reversion Date.
G. 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 Exclusion List. Exclusions can be
found at www.sam.gov.
Program Supplement 08-5430R-N017-ISTEA Page 3 of 3