R 4429 RESOLUTION NO. 4429
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO �
GRANDE APPROVING PROGRAM SUPPLEMENT NO. 014-N TO
ADMINISTERING AGENCY-STATE AGREEMENT NO. 05-5199R FOR
CONSTRUCTION OF THE CASTILLO DEL MAR BIKE PATH PROJECT
WHEREAS, the City and the State have entered into Administering Agency-State
Agreement for Federal Aid Funded Projects No. 05-5199R; and �
WHEREAS, Program Supplement No. 014-N to the Administering Agency-State
Agreement for Federal Aid Funded Project No. 05-5199R designates the� State funds
requested and the matching funds to be provided by the City� of Arroyo Grande for the
construction of the Castillo Del Mar Bike Path Project; and
WHEREAS, the City of Arroyo Grande is eligible to receive State funds.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Arroyo
Grande hereby:
1. Approves Exhibit A attached, entitled "Program Supplement Agreement No. 014-N,
to Administering Agency-State Agreement for Federal Aid Project No. 05-5199R".
2. Appoints the Mayor as the official representative authorized to sign the Program
Supplement Agreement.
On motion of Council Member Brown, seconded by Council Member Ray, and on the
following roll call vote, to wit:
AYES: Council Members Brown, Ray, Costello, Guthrie, and Mayor Ferrara
NOES: None
ABSENT: None
the foregoing Resolution was passed and adopted this 14th day of February 2012.
RESOLUTIOW NO. �`�Zq
PAGE 2 � �
� TONY F A, MAY �
� ATTEST: .
�- KELL W MORE, CITY CLERK �
APPROVED AS TO CONTENT: � �
STE�EN ADAMS CITY MANAGER
APPROVED AS TO FORM: �
/�V V`- .
TIM � HY J. EL, CITY ATTORNEY
.. Exhibit A
PROGRAM SUPPLEMENT NO. N014 � Adv Project ID Date: October 11, 2011
to 0500020200 � L`ocation: 05-SLO-O-ARGD
ADMINISTERING AGENCY-STATE AGREEMENT Project Number: RPSTPLE-5199(024)
FOR FEDERAL-AID PROJECTS NO 05-5199 E.A.Number: 05-4A2684
Locode: 5199
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 11/13/08 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. 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 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:
In Arroyo Grande,on Castillo Del Mar.
TYPE OF WORK: Bike Path LENGTH: 0.0(MILES)
Estimated Cost Federal Funds Matching�Funds
L22E $150,000.00 LOCAL OTHER . �
$169,435.00 $19,435.0 $0.00
CITY OF ARROYO GRANDE STATE OF CALIFORNIA
Department of Transportation
By By
� Chief, Office of Project Implementation
Title Division of Local Assistance
Date Date
Attest
I hereby certify upon my personal kno ledge that budgeted funds are available for this encumbrance:
Accounting Officer
GC, �Q�l Date � �/la 1 I � $150.000.00
Chapter Statutes Item Year � Program BC Category Fund Source AMOUNT
Program Supplement 05-5199-N014-ISTEA Page 1 of 5
� � 05-SLO-O-ARGD 1 0/1 11201 1
s . . _ .
RPSTPLE-51.99(024)
SPECIAL COVENANTS OR REMARKS
. 1. This PROJECT is programmed to receive Federal Transportation Enhancement Activities .
(TEA) fund. The ADMINISTERING AGENCY agrees that any functional or operational
change to a TEA PROJECT, before, during or after PROJECT acquisition and/or �
construction, that does not comply with, or is in conflict with, the TEA program
requirements and the original purpose of the project at the time it was programmed may
render the PROJECT ineligible for Federal reimbursement and ADMINISTERING
AGENCY may be required to reimburse STATE the entire amount of TEA funds
contributed to the project or the value of the TEA fund contribution, based upon the fair
market value of the acquisition and/or construction, at the time the conflict and/or non-
compliance is determined, whichever is greater. .
2. This PROJECT is programmed to receive funding from the State Transportation �
� Irnprovement .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 arriount of fun�ds allocated per
component(s). � � �
This PROGRAM �SUPPLEMENT has been prepared to allow reirnbursement 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. � � �
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 Comrnission (CTC) and/or the STATE.
4. 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 ttie 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.
5. 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
Program 5upplement 05-5199-N014-ISTEA Page 2 of 5 .
� 05-SLO-O-ARGD 10/11/2011
' RPSTP_LE-5199(024) �
SPECIAL COVENANTS OR REMARKS
project costs shall be in accordance with the above referenced pubiications and the
� following. .
6. The ADMINISTERING AGENCY shall invoice STATE for environmental & permits,�plans
� specifications & estimate, �nd 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 1�80 days after project completion to make the final payment t� the �
contractor and prepare the final Report of Expenditures and final invoice, and submit to
� STATE for verification and payment. � � . � �� -- � �
. 7. 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 contairiing these STATE funds. .
� 8. 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 Stete or Federal funds are needed for those,;�uture
phase(s). � � .
9. This PROJECT is'subject to the timely use of funds provisions enacted by Senatec-Bill�45 �
(SB 45), approved in 1997, and subs�quent CTC guidelines and State �proccdures .
approved by the CTC and STATE, as outlined below: .
Funds allocated for the environmental � permits, plan specifications & estimafe, and . v
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.
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 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. �
Program Supplement 05-5199-N014-ISTEA Page 3 of 5
� 05-SLO-O-ARGD 10/11/2011
'RPSTPLE-5199(024)
SPECIAL COVENANTS OR REMARKS
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. � .. . � �
� 1.1. 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-
� assist�d 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 Wnder .
49 CFR Part 26 and may, in appropriate cases, refer the matter for enforcement ur�er 18 �
U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1986 (31 U.S.C. 3801 et ��:;
seq.). � � � � �
12. 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 �n the Federal Government Excluded Parties List S.ystem :�
� (EPLS). � �
13. 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 suirs of project specific State and Federal funding
remaining and available to fund project work, any invoice for reimbursement involving
Program Supplement 05-5199-N014-ISTEA Page 4 of 5
� 05-SLO-O-ARGD 10/1112011
RPSTP_LE-51.99(024) .
SPECIAL COVENANTS OR REMARKS
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. �
Program Supplement 05-5199-N014-ISTEA Page 5 of 5
� STATE OF CALIFORNIA.DEPARTMENT OF TRANSPORTATION
PROGRAM SUPPLMENT AND CERTIFICATION FORM .
PSCF(REV.D112010) '
Page_ol_
TO STATE CONTROLLER'S OFFICE DATE PREPARED: PROJECT NUMBER•
Claims Audits 11-Oct-11 0500020200
3301 "C"Street,Rm 404 RE�UISITION NUMBER/CUNTRACT NUMBER•
Sacramento,CA 95816 051200000087
FROM� • .
Dt�partment of Transportation _
SUBJECT.
. Encumbrance Document � � �
VENDOR/ LOCAL AGENCY: ' � �
CITY OF ARROYO GRANDE � �
CONTRACT AMOUNT:
$150,000.00 .
� PROCUREMENT TYPE�
Local Assistance �
� •CHAPTER STATUTES ITEM YEAR PECIPECT TASK/SUBTASK• • AMOUNT �
1 2009 2660-101-0890 2010 2030600/731 2280/0100 $ 150,000.00
ADA N Ot11 For individuals with sensory disabllities,this documenl is avallable in alternale tormats.For informalion,call(915)854•6410 of TDD(916)-3880 or wrile
Records and Forms Managemenl,1120 N.Slreet,MS-89,Sacramenlo,CA 95814.
� OFFICIAL CERTIFICAT.ION -
I, KELLY VilETMORE, City Clerk of the Catjr of Arroyo Grande, County of San Luis �
Obispo, State of California, do hereby certify under penalty of perjury, that the attached
Resolution No. 4429 is a true, full, and correct copy of said Resolution passed and
adopted at a Regular meeting of the City Council of the City of.Arroyo G{ande on the
14th day of February 2012. - . � � � � . �
WITNESS my hand and the Seal of the City�of Arroyo Grande affi�ced this 16th day of
February, 2012. � �
KELLY W T RE, CITY CLERK �