HomeMy Public PortalAbout10) 7G SUPPLEMENT AGREEMENT TO ADMINISTERING AGENCY-STATE MASTER AGREEMENT FOR EL MONTE AVE HWY SAFETY IMPROV PROJCity Council
March17,2015
Page 2 of 3
improve signal hardware and other safety related improvements, including
installation of dynamic/variable speed warning signs, along the following roadways:
• El Monte Avenue between Live Oak Avenue and Lower Azusa Road;
• Lower Azusa Road between El Monte Avenue and Baldwin Avenue;
• Baldwin Avenue between Lower Azusa Road and Live Oak Avenue; and
• Broadway between Baldwin Avenue and Acacia Street.
3. In December, 2013, Caltrans informed the City that a fund of $282,900, as
requested by the City, towards the total project cost of $314,500 was allocated in
an Approved Project List of HSIP, Cycle 6 for Federal Fiscal Year 2014-15.
4. On November 9, 2014, Caltrans notified the City that necessary funds for the
project's design and environmental (preliminary engineering) phase in the amount
of $18,720 had been obligated and any work done on the project from that date on
would be eligible for reimbursement.
5. On September 29, 2014, Caltrans sent the City the Program Supplement
Agreement to the Administering Agency-State Master Agreement for City's review
and approval for reimbursement of project expenditures.
ANALYSIS:
The total project cost is estimated to be $314,500 of which $20,800 is allocated for the
project's design and environmental (preliminary engineering) phase. The Federal
obligated fund for this phase is $18,720; the remaining $2,080 will be shared by the City
as a requirement of Federal funding. The cost for the project's construction and
construction engineering phase is estimated to be $293,700 of which $264,180 is
federally funded under the HSIP program. The City's share of the cost in this phase is
$29,520. See Table 1, below.
Table 1 -Funding for El Monte Avenue Improvements
$ 20,800 Project Design and Environmental Phase
$ 18,720 Federally Funded Portion
$ 2,080 City Funded Portion
$ 293,700 Project Construction and Construction Engineering Phase
$ 264, 180 Federally Funded Portion
$ 29, 520 City Funded Portion
$ 314,500 Total
The City's total contribution for this project will be $31,600. The City's adopted Capital
Improvement Budget for Fiscal Year (FY) 2014-2015 has a total of $31,600 from General
Fund allocated to this project (CIP No.: P15-07). The remaining $282,900 will be from
HSIP funds.
City Council
March 17, 2015
Page 3 of 3
The Program Supplement Agreement to the Administering Agency-State Master
Agreement received by the City on September 29, 2014 must be signed by an authorized
City personnel and returned to Caltrans. Upon receipt and ratification of the signed
agreement, Caltrans will return a fully executed copy of the agreement to the City.
Caltrans will not process any invoice from the City for reimbursement of project
expenditures until the agreements are fully executed.
CONCLUSION:
The City Council is requested to adopt Resolution No. 15-5069 authorizing the City
Manager to sign the Program Supplement Agreement to the Administering Agency-State
Master Agreement, and send these documents to Caltrans for execution.
FISCAL IMPACT:
There will be no impact to General Fund for the Fiscal Year 2014-2015.
ATTACHMENTS:
A. Program Supplement Agreement No. 009-N to Administering Agency-State Master
Agreement No. 07-5365R
B. Resolution 15-5069
C. Caltrans Letter Authorizing Federal Funds
D. Caltrans Letter Requesting the City to Sign the Agreement
ATTACHMENT A
Resolution No. 15-5069
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TEMPLE CITY
AUTHORIZING THE CITY MANAGER OF THE CITY OF TEMPLE CITY OR
HIS DESIGNEE TO SIGN THE PROGRAM SUPPLEMENT AGREEMENT
NO. 009-N TO ADMINISTERING AGENCY-STATE MASTER AGREEMENT
NO. 07-5365R.
WHEREAS, the City of Temple City's El Monte Avenue Highway Safety Improvement Program
(HSIP) project currently has $282,900 of Federal Highway Safety Improvement Program funds allocated to
the Project; and
WHEREAS, these funds will require that they are managed in accordance with the State of
California Department of Transportation (Caltrans) Local Assistance Procedures Manual (LAPM); and
WHEREAS, on December 3, 2013, Caltrans approved the City's fund allocation application
authorizing the City to utilize $282,900 of Federal funds for installing/upgrading stop signs and other
regulatory signs, improving signal hardware and other safety related improvements including installation of
dynamic/variable speed warning signs along the roadway on El Monte Avenue between Live Oak Avenue
and Lower Azusa Road; Lower Azusa Road between El Monte Avenue and Baldwin Avenue; Baldwin
Avenue between Lower Azusa Road and Live Oak Avenue; and Broadway between Baldwin Avenue and
Acacia Street.
WHEREAS, Caltrans requires the City of Temple City to execute the Program Supplement
Agreement No. 009-N to Administering Agency-State Master Agreement No. 07-5365R for the City's El
Monte Avenue HSIP Project, in order to be eligible to receive the Federal share of eligible Project costs;
and
WHEREAS, the City Council of the City of Temple City has approved and agreed to this Program
Supplement Agreement to Master Agreement; and
NOW, THEREFORE, the City Council of the City of Temple City does hereby resolve, determine
and order as follows:
Section 1.
Section 2.
That the City Manager of said City, or his designee, is hereby authorized to sign
said Agreements on behalf of the City.
The City Clerk shall certify to the passage and adoption of this resolution.
PASSED, APPROVED AND ADOPTED by the governing body of the City of Temple City on this
17th day of March, 2015.
Mayor
ATTEST: APPROVED AS TO FORM:
City Clerk City Attorney
Resolution No. 15-5069.
Page 2
I hereby certify that the foregoing resolution, Resolution No. 15-5069, was duly passed, approved
and adopted by the City Council of the City of Temple City at a regular meeting held on the 17th day of
March, 2015, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
City Clerk
Councilmember-
Councilmember-
Councilmember-
Councilmember-
CERTIFICATION-CITY OF TEMPLE CITY
I, Peggy Kuo, City Clerk of the City of Temple City, do hereby certify that the foregoing document is full,
true and correct copy of:
Resolution No. 15-5069, A Resolution of the City Council of The City of Temple City Authorizing the City
Manager of the City of Temple City or his designee to sign the Program Supplement Agreement No. 009-
N to Administering Agency-State Master Agreement No. 07 -5365R and the
The Original document is on file in the Office of the City Clerk, City of Temple City, California.
Peggy Kuo
City Clerk
Dated: March 17, 2015
PROGRAM SUPPLEMENT NO. N009
to
ADMINISTERING AGENCY-STATE AGREEMENT
FOR FEDERAL-AID PROJECTS NO 07-5365R
ATTACHMENT B
Adv Project ID Date: September 19, 2014
0715000070 Location: 07 -LA-0-TMPC
Project Number: HSIPL-5365(009)
E.A. Number:
Locode: 5365
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 10/"19/09 and Is subject to all the terms and
conditions thereof. This Program Supplement is executed in accordance with Article I of the aforementioned Mesler
Agreemenl under authority of Resolution No. approved by the Administering Agency on
(See copy attached).
The Administering Agency further stipulates that a~ 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 f01th on the following pages.
PROJECT LOCATION:
Along El Monte Ave: Live Oal( Ave & Lower Azua Rd; Lower Azusa Rd: El Monte Ave & Baldwin; Baldwin Ave: Lower
Azusa Rd & Live Oak; Broadway: Baldwin & Acadia in Temple City.
TYPE OF WORK: Upgrade traffic signals; signs; and other safety improvements LENGTH: O.O(MILES)
Estimated Cost
$20,800.00
CITY OF TEMPLE CITY
By
Title
Date
Attest
Fed(lral Funds ..
MS30 $18,720.00
-·--
LOCAL
$2,080.0(
Matching Funds
OTHER
STATE OF CALIFORNIA
Department of Transportation
$0.00
By -;--:;:c::;-~-:-=-'--;----:-c:---:--~:-:-::
Chief, Office of Project Implementation
Division of Local Assistance
Date~~-.
I hereby certify upon my personal knowied~e that budgeted funds are available for this encumbrance:
.. ··,~.
Accounting Off~r--:~~c~·i:?<Zt"'-" 3J Date •f'/171 1 '1' $18.720.00
Chapter Statutes Item Year Program BC category Fund Source AMOUNT
!
I
i I ..
I -
Program Supplement 07 ·5365R-N009-ISTEA Page 1 of 3
STATE OF CALIFORNIA. DEPARTMENT OF TRANSPORTATION
PROGRAM SUPPLMI':NT ANP CI':RTIFICATION FORM
PSGF (REV. 0112010)
TO: STATIO CONTROLLER'S OFFICE
FROM:
Clalns Audits
3301 -"C" Street, Rm 404
Sacramento, CA 95816
Department of Transportation
SUBJECT:
Encumbrance Document
VF.Nr>OR/ LOCALAGENCY:
CITY OF TEMPLE CITY
CONTRACT AMOUNT:
1SOQ559
Local Assistance
CHAPTER STATUTES ITEM
20 2013 2660-.,02-0890
YEAR
2013-2014
PiiUU nf
DATE PREPARED: PROJEC.:T NUMBER
9/19/2014 0715000070
REQUISITION NUMBEH /CONTRACT NUMBER;
RQS-2660-071500000302
PEC/PECT TASK I SUBTASK
2030010550 2620/0420
$18,720.00
AMOUNT
18,720.00
ADA Notic For individUals '.Vith sensory disabilities, this doC{)men\ Js available In altamate formals. Fot information, cull (015) 654-6410 ofTDD {916) -36B()orwrite
Records and Forms Management, 1120 N. Street. M$-89, Sacramento, CA 95914.
I
07-LA-0-TMPC
HSIPL-5365{009)
SPECIAL COVENANTS OR REMARKS
09/1812014
1. The ADMINISTERING AGENCY will advertise, award and administer this project in
accordance with the current published Local Assistance Procedures Manual.
2. 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).
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 reserv.es 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
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. 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.).
5. Any State and Federal funds that may have been encumbered for this project are
Program Supplement 07-5365R-N009-ISTEA Page 2 of 3
07-LA·D·TMPC
HSIPL-5365(009)
SPECIAL COVENANTS OR REMARKS
09/18/2014
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 tile 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 Feder<~! funding
remaining and available to fund project work, any invoice for reimbursement involving
applicable funds that is not received by tile 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.
6. 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 tile 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.
7. As a condition for recerv1ng federal-aid highway funds for the PROJECT, the
Administering Agency cetiifies that NO members of the elected board, council, or other
key decision makers a1·e on the Federal Government Exclusion List. Exclusions can be
found at www.sam.gov.
Program Supplement 07 -5365R-N009· ISTEA Page 3 of3
FEDERAL AID PROGRAM
DLA LOCATOR: 07-LA-0-TMPC
PREFIX: HSIPL
PROJECT NO: 5365(009)
AUTHORIZATION I AGREEMENT SUMMARY. (E-76)
PROJECT LOCATION:
VARIOUS LOG: TEMPLE CITY, EL MONTE, LOWER AZUSA, BALDWIN, BROADWAY
TYPE OF WORK:
CALIFORNIA DEPARTMENT OF TRANSPORTATION
SEQ NO: 1 UPGRADE TRAFFIC S!GNALS;SIGNS & SAFETY IMPROVEMENT
FED RRNO'S:
PREV AUTH I AGREE DATES:
STATE PROJ NO: 0715000070L-N
AGENCY: TEMPLE CITY
ROUTE:
TIP DATA
MPO: SCAG
FSTIP YR: 13/14
STIP REF: 209-7000-1052
DISASTER NO:
BRIDGE NO'S:
PROG CODE
MS30
FUNDING SUMMARY
PHASE
LINE NO
10
JMPVTYPE
15
PREV. OBLIGATION
PE THIS REQUEST
SUBTOTAL
PREV. OBLIGATION
R/W THIS REQUEST
SUBTOTAL
PREV. OBLIGATION
CON THIS REQUEST
SUBTOTAL
PUC CODES:
PROJ OVERSIGHT: DELEGATED/LOCAL ADMIN
ENV STATUS I DT:
RW STATUS I DT:
INV RTE:
BEGMP:
END MP:
URBAN AREA URB/RURAL FUNC SYS
M IVIJ-\r-"L I LOS ANGELES~LONG BEACH-URBI-'..1'1
PROJECT COST FEDERAL COST
$0.00 $0.00
$20,800.00 $18,720.00
$20,800.00 $18,720.00
$0.00 $0.00
$0.00 $0.00
so.oo $0.00
$0.00 $0.00
$0.00 $0.00
$0.00 $0.00
TOTAL: $20,800.00 $18,720.00
STATE REMARKS
08/25/2014 Sequence #1 request authorization for PE
PE:
R/W:
CON:
SPR:
MCS:
OTH:
DEMO ID
ACCOST
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
09/02/2014 Seq #1: Authorize federal funds for PE in the amount of $18,720.00 under MS30 with approved EPSP. Back up listing ID #hsip6-07-052. NEPA Document must be approved prior to begin Final Design(PSE).
Lump sum option selected for PE.
FEDERAL REMARKS
AUTHORIZATION
AUTHORIZATION TO PROCEED WITH REQUEST: PRE
FOR: PRELIM ENGINEERING
DOCUMENT TYPE: AAGR
PREPARED IN FADS BY: NGUYEN, MAl KHOI
REVIEWED IN FADS BY: ULAT, ALICIA
SUBMITTED IN FADS BY: NGUYEN, ROBERT
PROCESSED IN FADS BY: FOGLE, JERIL YNN
APPROVED IN FMIS BY: VENESHIA SMITH
ON 08/28/2014 897-2951
ON 09/02/2014 653-4150
ON 09/05/2014 FOR CAL TRANS
ON 09/07/2014 FOR FHWA
ON 09/09/2014
)>
-;
);!
(')
I s: m z -;
(')
SIGNATURE HISTORY FOR PROJECT NUMBER 5365(009) AS OF 09/10/2014
FHWA FMIS 4.0 SIGNATURE HISTORY
MOD# SIGNED BY
0 JERILYNN FOGLE
JOSUE M. YAMBO
VENESHIA SMITH
FHWA FMIS 3.0 SIGNATURE HISTORY
CAL TRANS SIGNATURE HISTORY
DOCUMENT TYPE SIGNED BY
AUTH/AGREE NGUYEN, ROBERT
SIGNED ON
09/08/2014
09/08/2014
09/09/2014
SIGNED ON
09/05/2014