HomeMy WebLinkAboutState of California Department of Transportation (Caltrans) 2016-09-23STATE OF CALIFORNIA - CALIFORNIA STATE TRANSPORTATION AGENCY
DEPARTMENT OF TRANSPORTATION
Division of Local Assistance
1120 N STREET
P.O. BOX 942874, MS# 1
Sacramento, CA 94274-0001
TTY 711
(916) 654-3883
Fax (916) 654-2408 CITY OF VKIAH
DEPT. OF PUBLIC WORKS
RECEIVED
OCT 13 2016
October 10, 2016
Mr. Tim Eriksen
Director of Public Works
City of Ukiah
300 Seminary Avenue
Ukiah, CA 95482-5400
Dear Mr. Eriksen:
EDMUND G. BROWN Jr., Governor
0
File: 01-MEN-0-UKI
RPL -5049(023)
In Ukiah at Gobbi St. and Waugh
Lane
Enclosed is your fully executed copy of Program Supplement Agreement No. 0052 Rev. 000 to Administering Agency -
State Master Agreement No. 00059S .
Sincerely, i-
WINTON EMMETT, Chief
7'1!r --"Office of Project Implementation - North
Division of Local Assistance
Enclosure
c: OLP AE Project Files
(01) DLAE - Suzanne Theiss
0
PROGRAM SUPPLEMENT NO. 052
to
ADMINISTERING AGENCY -STATE AGREEMENT
FOR STATE FUNDED PROJECTS NO 00059S
Adv Project ID Date: July 15, 2016
0112000223 Location: 01-MEN-0-UKI
Project Number: RPL -5049(023)
E.A. Number:
Locode: 5049
This Program Supplement, effective 06/29/2016, hereby adopts and 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. :P— JW — 3 L/ approved by the ADMINISTERING AGENCY on (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:
In Ukiah at Gobbi St. and Waugh Lane
TYPE OF WORK: Replace all way stop with traffic signal. install ADA curk ramps as
needed. Grind, replace AC
Estimated Cost I State Funds I Matching Funds
STATE $2,000.00
$2,000.
CITY OF UKIAH
By
Title
Date'�1
Attests
LOCAL
$0.
OTHER
$0.00
STATE OF CALIFORNIA
Department o Tramrportation
By
L� Chief, Office of Project Implementation
7L Division of Local Assistance
Date ��`''.- 7!//�
I hereby certify upon my ersonal knowledge that budgeted funds are available for this encumbrance:
Accounting Officer 'JCUOIt� . Date -7/1 q / / �,- $2,000.00
Program Supplement 00-059S-052- SERIAL Page 1 of 5
STATE OF CALIFORNIA. DEPARTMENT OF TRANSPORTATION
PROGRAM SUPPLMENT AND CERTIFICATION FORM
PSCF (REV. 01/2010)
TO:
FROM:
Clains Audits
3301 "C' Street, Rm 404
Sacramento, CA 95816
Department of Transportation
REQUISITION NUMBER / CONTRACT NUMBER:
RQS 011700000011
Page _ of
0112000223
SUBJECT:
Encumbrance Document
VENDOR/ LOCAL AGENCY:
CITY OF UKIAH
CONTRACT AMOUNT:
$2,000.00
PROCUREMENT TYPE:
Local Assistance
ADA NOtll 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.
0'1 -MEN -0-U KI 07/15/2016
RPL -5049(023)
SPECIAL COVENANTS OR REMARKS
Program Supplement 00-059S-052- SERIAL Page 2 of 6
a1-MEN-0-UKI 07/15/2016
RPL -5049(023)
SPECIAL COVENANTS OR REMARKS
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 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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
Program Supplement 00-059S-052- SERIAL Page 3 of 5
01-MEN-0-UKI
RPL -5049(023)
SPECIAL COVENANTS OR REMARKS
07/15/2016
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.
7. 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.
8. 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 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.
9. 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.
Program Supplement 00-059S-052- SERIAL Page 4 of 5
01-MEN=O-UKI
RPL -5049(023)
SPECIAL COVENANTS OR REMARKS
07/15/2016
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.
10. 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
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).
Program Supplement 00-059S-052- SERIAL Page 5 of 5
RESOLUTION NO. 2000-34
RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF UKIAH GRANTING BLANKET AUTHORIZATION
TO THE CITY MANAGER TO EXECUTE RIGHT-OF-WAY
CERTIFICATES AND OTHER PROJECT DOCUMENTS
WHEREAS, the City of Ukiah routinely must certify rights of way and execute
other project documents on Federal Highway Administration (FHWA) and State of
California funded highway projects; and
WHEREAS, such certification is in the form of Right -of -Way Certifications
according to Caltrans procedures, which facilitate FHWA program regulations, as set
forth in the Caltrans Local Assistance Procedures Manual, dated 1 January 1998; and
WHEREAS, Caltrans regulations, as stated in Chapter 13 of the Local
Assistance Procedures Manual, provide that local public agencies may grant blanket
authorization to a particular officer, or his or her designee, to approve and sign such
Right -of -Way Certifications; and
WHEREAS, the City Manager is the appropriate City officer to sign such Right -
of -Way Certifications by virtue of being responsible for the City Maintained Street
System; and
WHEREAS, Caltrans encourages streamlining of procedures involving local
public agencies and has therefore suggested that blanket authorization be obtained by
the City Manager to approve and sign Right -of -Way Certifications, and other project
documents.
NOW, THEREFORE, BE IT RESOLVED by the Ukiah City Council that the City
Manager be and hereby is authorized and directed to approve, execute, and sign Right -
of -Way Certifications and other project documents for all FHWA and State of California
funded projects on behalf of the City of Ukiah; and
BE IT FURTHER RESOLVED that this authorization shall remain in force until
rescinded by this Council.
Page 1 of 2
PASSED AND ADOPTED this 5th day April, 2000, by the following roll call vote:
AYES: Councilmembers Libby, Baldwin, Ashiku, and Mayor Mastin.
NOES: None.
ABSENT: Councilmember Smith.
ABSTAIN: None.
ATTEST:
Karen Yoast, De ty City Clerk
4:Res:FHW A
im M tin, Mayor
City of Ukiah. California
Certified To Se A True and Exact Copy
.
462�18- c,q, c�
Page 2 of 2