HomeMy WebLinkAboutState of California Department of Transportation (Caltrans) 2008-08-25PROGRAM SUPPLEMENT NO. E89
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ADMINISTERING AGENCY -STATE AGREEMENT
FOR STATE FUNDED PROJECTS NO. 00059S
Date: August 25, 2008
Location: 01- MEN -0-U KI
Project Number:RPL-5049(017)
E.A. Number: 01-280964
Locode:5049
This PROGRAM SUPPLEMENT, effective 06/30/2006, hereby incorporates into the Administering Agency - State Agreement No.
00059S for State Funded Projects which was entered into between the ADMINISTERING AGENCY and the STATE with an
effective date of 07/27%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. 4060-.3q approved by the
ADMINISTERING AGENCY on f16100 (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, it accepts and will comply with the Special Covenants and Remarks set forth on the
following pages.
PROJECT LOCATION:
Gobbi St. intersection with Oak Manor Dr./ Babcok Ln including sidewalk, curb, gutter and ADA ramps
TYPE OF WORK: Intersection Realignment
Estimated Cost
State Funds
Matching Funds
$732,000.00
STATE $722,000.00
LOCAL
$10,000.00
$0.00
OTHER
$0.00
CITY OF UKIAH
I-TANE C H Wl EK -5
Date S 3j ZDD
Title CITY MAAJh&EP,
STATE ,OF CALIFORNIA
Department of Transportation
By Z.�
'Chief, Office of Project Implementation
Division of Local Assistance
Date `? Ay Od
I hereby certify upon my personal knowledge that
budgeted funds are available for this encumbrance:
Accounting Officer �c, eG { L-21_� Date �" �- ' ��$ $722,000.00
Chapter I Statutes I Item I Year I Progrk_R _J I BC I Category I Fiend Source I AMOUNT
171 2007 2660-606-008 2007-2008 20.30.600.620 C 262040 008-0 722,000.00
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RPL -5049(017)
SPECIAL COVENANTS OR REMARKS
1. 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
actually allocated and encumbered as authorized by the California
Transportation Commission and the Department's Accounting Office.
2. This PROJECT is programmed to receive funding from the State
Transportation Improvement Program (STIP). Funding may be
provided under one or more components. A component(s) specific
fund allocation is required, in addition to other requirements,
before reimbursable work can occur for the component(s).
identified. Each allocation will be assigned an effective date
and identify the amount of funds allocated per component(s).
This PROGRAM SUPPLEMENT has been prepared to allow reimbursement
of eligible PROJECT expenditures for the component(s) allocated.
The start of reimbursable expenditures is restricted to the later
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RPL -5049(017)
SPECIAL COVENANTS OR REMARKS
of either 1) the effective date of the Master Agreement, 2)the
effective date of the PROGRAM SUPPLEMENT, or 3)the effective date
of the component specific allocation.
3. STATE and ADMINISTERING AGENCY agree that additional funds made
available by future allocations will be encumbered on this
PROJECT by use of a STATE approved Allocation Letter and Finance
Letter. ADMINISTERING AGENCY agrees that STATE funds available
for reimbursement will be limited to the amount allocated by the
California Transportation Commission (CTC) and/or the STATE.
4. This PROJECT is subject to the timely use of funds provisions
enacted by Senate Bill 45 (SB 45), approved in 1997, and
subsequent CTC guidelines and State procedures approved by the
CTC and STATE, as outlined below:
Funds allocated for the environmental & permits, plan
specifications & estimate, and right-of-way components are
available for expenditure until the end of the second fiscal year
following the year in which the funds were allocated.
Funds allocated for the construction component are subject to an
award deadline and contract completion deadline. ADMINISTERING
AGENCY agrees to award the contract within 6 months of the
construction fund allocation and complete the construction or
vehicle purchase contract within 36 months of award.
5. Upon ADMINISTERING AGENCY request, the CTC and/or STATE may
approve supplementary allocations, time extensions, and fund
transfers between components. An approved time extension will
revise the timely use of funds criteria, outlined above, for the
component(s) and allocation(s) requested. Approved supplementary
allocations, time extensions, and fund transfers between
components, made after the execution of this PROGRAM SUPPLEMENT
will be documented and considered subject to the terms and
conditions thereof.
Documentation for approved supplementary allocations, time
extensions, and fund transfers between components, will be a
STATE approved Allocation Letter, Fund Transfer Letter, Time
Extension Letter, and Finance Letter, as appropriate.
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RPL -5049(017)
SPECIAL COVENANTS OR REMARKS
6. This PROJECT will be administered in accordance with the CTC STIP
guidelines, as adopted or amended, and the STATE Procedures for
Administering Local Grant Projects in the State Transportation
Improvement Program (STIP), the Local Assistance Program
Guidelines, and the Local Assistance Procedures Manual. The
submittal of invoices for project costs shall be in accordance
with the above referenced publications and the following.
7. The ADMINISTERING AGENCY shall invoice STATE for environmental &
permits, plans specifications & estimate, and right-of-way costs
no later than 180 days after the end of last eligible fiscal year
of expenditure. For construction costs, the ADMINISTERING AGENCY
has 180 days after project completion to make the final payment
to the contractor and prepare the final Report of Expenditures
and final invoice, and submit to STATE for verification and
payment.
8. 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.
9. Award information shall be submitted by the ADMINISTERING AGENCY
to the District Local Assistance Engineer immediately after the
award. Failure to do so will cause delay in processing the
invoices for the construction component. As a minimum, the award
information should have the following: Project number, project
description, PPNO, date the project was advertised, award amount,
bid opening date, award date and estimated completion date.
10.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, and invoice payments for any
on-going or future federal -aid 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,
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RPL -5049(017)
SPECIAL COVENANTS OR REMARKS
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.
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