HomeMy WebLinkAboutC22310J - Agmt No. N010 for CMAQ Funds 669-02 Contract No. C22310J
CITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
� �
STAFF REPORT
REQUEST: APPROVE PROGRAM SUPPLEMENT AGREEMENT NO. N010
FOR CONGESTION MITIGATION AND AIR QUALITY FUNDS
BETWEEN THE CITY OF PALM DESERT AND THE STATE OF
CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE
CONSTRUCTION OF THE MONTEREY AVENUE AT I-10 RAMP
MODIFICATION (PROJECT NO. 669-02)
SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works
DATE: January 9, 2014
CONTENTS: Letter from California Department of Transportation
Program Supplement Agreement No. N010
Recommendation
By Minute Motion:
1. Approve Program Supplement Agreement No. N010 between the City
of Palm Desert and the State of California Department of
Transportation (Caltrans); and
2. Authorize the Mayor to execute the Agreement.
Backqround
On January 5, 2009, the City was notified of the approval of the Federal Statewide
Transportation Improvement Program (FSTIP) that included the Congestion Mitigation
and Air Quality (CMAQ) grant funded projects, which included the Monterey Avenue at
I-10 Ramp Modification project.
The City has now received the authorization to proceed with construction from
Caltrans. The Program Supplement Agreement outlines the overall parameters for the
federal funding the City will receive from Caltrans for the construction work specific to
this project. The total project cost is estimated to be $8,361,000, and this agreement
provides for CMQ funding in the amount of$2,761,000.
Contract No. C22310J
Staff Report
Approve Program Supplement Agreement N010
January 9, 2014
Page 2 of 2
Fiscal Analysis
Approval of this agreement will allow the City to receive Federal CMAQ funds for the
Monterey Avenue at I-10 Ramp Modification project. The total project cost, which is
estimated to be $8,361,000, must initially be paid by the City. As the project
progresses, invoices will be submitted to Caltrans for reimbursement of the
$2,761,000.
Prepared By: Depart n ad:
Cora L. Gaugush Mark Gr n ood, P.E.
Capital Improvement Projects Technician Director f ublic Works
Paul Gibson, Director of Finance
Ap o al:
J n M. Wohlmuth, City Manager
CLG/bl
STATE OF CAL3FORN#A-CALIFORNIA STATE TRANSPOR7A71�N AG�NCY EDMll�1D G.BROWN Jr.,Govetnor
_ . _ _ _ _
DEPARTMENT UF TRANSPORTATiON - - .- _. .
Division of Local Assistance .: '
1120 N STREET ' ',�;;.;���''
P.O.BOX 942$74,Iv1S#1 '!!;:.
SacrameMo,CA 94274-0009
TTY 791
{91fi}6;a4-3151
Fax�916)653-7629 File: 0$-RIV-1{7-PDBT
HP21 CML-5414(013)
dctober 14, 2013 �.�p��,t�,.�
rx,�at Monterey
Auenue in Palm L}esert
Mr. Ma�k Greenwnod
Direc#or of Public Works/City Engineer
City of Paim Desert
73-510 Fred Waring Drive
Paim DeseK,CA 92260
Attn: Mr. Bo!Cfien
Dear Mr.Greenwood:
Enclosed are two originals of the Pragram Supplement Agreerr►ent No. 010-�1 to Administering Agency-5tate
Agreement No,48-5414R.
Pfease note that federal fu�ding wiil be lost�f you proceed with future phase(s} of the project priot to getting
the"Authorizatio�to Proceed"with that phase.
Pfease review the covenants and sign bath copies of this Agresment and return bath to this office, Office of Project
Im�lementation-MS1 within 50 days from the date of this letter. if the signed Agreements are not rQoeived ba�k in this
office withir� 60 days, #unds will be disencumbered andlor deobtigated. Aiterations should not be made to the
agre�ment tanguage �ar fundi�g. ATfAG�i YOUR LDCAL �1GE�JCY"5 C�3��'1�I�D AUTH�RIZING RESO�UTI�JJN
THA7 CLEARLY 1bENTIFIES THE PROJECT ANb THE t�F�ICiAL AU�'HORIZED TtJ E��CUTE TNE AGREEMENT.
A futty executed copy of the agreement will be returned to you upan ratificatian by Caitrans. No invoEc�es for
reimbursemen#can be pracessed until the agreement is fully executed.
A copy of the State appr�ved finan�e 4etter containing the fund encumbrance and revetsit�n date information will be
mailed t�a you wilh your copy of the executed ag�eement.
Your prompt action is re�uested. tf you have questions, please cc�ntaci your District Loca!Asssstance Engineer.
Sincerely,
� � .
i l' t���l^"-�-'
OHN HOOLE,Chief
O�ice of Project�m�lerr�enta�is�n
Division of Loca[Assis�ance
Enclosure
c: DLA A� Project Files
{08) DLAE-�ean Yewng(Acting)
PROGRAM SUPPi.EMENT MO. N010 Adv Prs�ect IL� Date. October 1,2013
to 0600020285 Loca�ion: 08-Ri1/-10-PDST
ADM�N�ST�RING AGENCY-STATE AGREEMENT Project Number: HP21 CML-5414(013)
�OR FEDER+4L-A!D PROJECTS Nfl D8-541dR E.A.�1u�nber: 48-dF0�04
Locode; 5414
__ _
This Program Suppleme�rE hereby adopts and iracorporat�s the A�Iministering Agency-State Agreemeni for Federal A�d
which was sntered inio between the Adrninistering Agency and the S#ate on 05l11lU9 and is subject to all the terrr�s anti
co�ditions thereof. This Program Svpplemen#is executeti in accordancs with Ariic►e i of the aforemeMionsd Master
Agreement under authori#y of Resoiution�lo. approved by the Adminis#ering Agency on
{See copy attached).
The Asiministering Agency further stipulates that as a cortditian to t�e�ayment by the 5tate of any funds derived from
sources noted below obligated to this PROJECT,the Administe�ing Agency accepts and wi11 camply wi�h the speciai
covenants or re�narks set#orth on the following pages.
_ __� ___ ____ __ .-_
.._ ___ __ _ __..
gROJECT Lt7CATiflN:
1-101nterchange at IVlonterey Avenue in Palm Desert
__ __-_ _ ____ _
_ _...__ _.. ._ _ �_
TYPE OF WORK: New and r�construct access ramps LENGTH: 0.0{MILES)
- -- _ .__ ._ _ __ _ __ ..
__ ___ _. _ _ -
_ _ __ _ _. . _
— _ - - -- �.- Matct�ing Funds
Estimated Gost__ __ . __ Federal Funds_ __ _ __ __._ _ _ ____.. ___ .
___ _._. ... __ � . _
___ -_ --- - Q92� �990,0O�.OQ L�CAL � � OTHEFt
L40E �1,771,004.Dfl �2,80(},t7�t}.OQ� � S2,SOO,DOO.aO
$8,361;D00.00 �
__ _ , ._ _. � __._ .. _ _ _ _ , __
57A7�Ot�CQ�.IF4RNIA
C11'Y dF PALM DESERT p,�p�r�rnent of Transportation
_. __ . __ __ _ ___ ___ _ _ __ . ._._
8y _ y _ _.._. _
Chief,C3ffce of Project Irnplementation
title _ _ ___ ___ . _____ Divisior�of�ocal Assistance
Date _ __. __ __ _ _... -- .
L1ate __. .__ ___. _. . _ _ _.
Attest _._ _. _ __ _.-- .__
_ .._ ___ _ ___ .__ .
I hereby certify upan my personal knowled�ge that budgeted funds are avait�ble#or this encumbrance:
<.�'� /
��� �,<< /r ,�;,,..x-...� Date �d�71f.�._ �2.761.00O.t1fl
Accounting Officer __�„- > '��' -
f � _ _ _ _. _
-- - -- _ __ _ _
_ _.
_._ � _ . ._ _. . _ _ __ _ _. Furad Source AMOI�t�IT
Chap4er � Stalules Item Year Program ___BC ategory __ _. _ _ . __ _
__ _ ., __ .. _ . . _
_. _ __ .__ , _.�
_... __ ___. _ _
_. ; _. � _ _
�rogzam Supplement 08-5414R-N�74-i5TEA Page 1 ofi 3
08-RIV-10-PDST 09!'l�I2013
HP29CML-5414ifl13)
SPECiAL COVENANTS OR REMARKS
1. ADM1PdISTEl�ING AGENCY agrees that it will only pro�eed with work aUtho�zed for
specific phase{s) with an "Auth�riza#�on ta Proceed" and wili �ot pfoceed with future
phase{s� of this project prior to rer,.eiving an "Aut�torizatian to Proceed" from the STATE
for that phase(s) unless no furthe� Sta#e or Federa! funds are t�eeded for those future
p�ase(s).
2. Any Sta#e and Federal #ur�ds t�at may have been enc�ambered fic�r this pro�ect are
available for disburserner�t fflr limited �erio�ls of time. For each fund encumbrance the
limited �e�iod is frc►r►i ti�e start 4f the fiscal yea� t�at the sp�cific fiund was appropriated
within tt�e State Budget Ac# to th� applicable fur�d Reversion �ate shown on #he State
app�oved prs�ject finance te#ter. P�er �ovemment Code �ectian 963U4, all project funds
not liquad�ted w�thin th�se periods will reve�t unless an execu#ed Coape�tive Work
Agreement exten�iing these dates is �-eques#�c! by the ADMINISTERING AGENCY and
approved by the Caiifornia Department of Finance,
ADMINISTERING AGENCY should ensure that invaices are submitted to the District
Local Assistance Engineer at least 75 days p�ior to the applicable fund Reversion Date to
avoid the lapse of applicable #un�s. Pursuant to a difectiv� frorr� the Stafe Controller's
Office and the Department of Finance; in order for payment ta be made, the last date the
�istric# Loca9 Assistarace Engineer can forv,rard an invoice fior payment to the
Department's Local P�o�rams Accounting O�ce for reimbursable work for funds that are
gang ta revert at the end c�f a particular fiscal year is May 15th of the p�rticular fiscal
y�ar. Notwrthstanding the unliquidat�d sums of project specific State and Federal funding
remaining and available to fund prnject work, ar�y invoice ft�r reimbursernent involving
applir,abie funds #hat is n�t received 6y t�e Department's Local Pr�grarr�s Accounting
(3ffice at �east 45 days p�ior ta the appiicabie frxs�t fund Reversio� Date uviH not be p,aid.
These unexpended funds wil! be irrevocably reverted by the �epartr�ent's Di�rision of
Accounting on the appticable fund Revers�on bate.
�• The ADMlNISTERiNG AGE�JCY will advertise, award and adminisier this project in
accordance with the �urrerat published Local Assistance Procedures Manual.
4. Award information sha11 be submitted by the AflMINISTERlNG AGE�JCY ta the District
Local Assistance Engineer wi#hin 60 days of project contract award a�d prior to the
submittal of the ADMINISTERIlUG AGE�ICY'S first iravoice for tfie construction contract.
Failure to do so will cause a delay in the State processing invc�ices for the construc#ion
phase. Please refer to Section 1�.7 "Award Package" of the �ocal Assistance
Procedures Manual.
�• A�M��115�'ER��i� AGE�iC�'agrees, as a minirrium, tc�submit i�voices a� least once every
six rrao�ths corr�rnencing aft��t�e fur►ds are er��umbered for eac� phase by th� e�ce�cut�nn
ofi this Project Program Supple�nent Agreernen#, or by STATE's ap�roval of an applicable
�'ina�ce Letter. STA�T� r�serves the right to suspend fu#ure a�thorizatio�slobligatior�s fior
Federal aid p�t�jects, or�ncumbe�ances for �tate funded �rajects, as v�re11 �s to suspend
i�voice paym+er�#s far any on-g�ing or f�ature project by ADMINISTERIMG AGE�lCY if
Pragram Supplemeni 08-5414R-N010-iSTEA Page 2 of 3
08-RIV-IO-POST 09l19120'!3
HP21CML-5414{093)
SPECIA�COVENA�V�S OR R�MA�tKS
PROJECT �c�sts have not beer� invoiced by ADMINISTERING AGENGY for a six-mont#�
peric�d.
1f no costs �ave been invo�csd fac a six-mo�th period, ADMINlSTEF�Ii�G AGENCY
agrees to s��mit #c�r �each phase a wrikten ex��anatior� of t3�e absence o# �RtJJECT
activi�y along w'rkh targ�#bill�ng date and target billir�g amoun#.
ADM1NtS��RiNG AG�NCY ag�e�s tv ��brnit the fi�nal re�or� d�t�r�ents tha# coll�tively
constitute a "Ftep�rrt of�xpenditu�es'" tiwitt�in r�ne hundred �ig�ty {18fl) days of PROJECT
completion. Failure of A�1VI��1{STER�(�G AGE�CY #o submit a "Fi�al Report flf
�xp�r�di#ures" within 180 da�rs o# PR4.lE+�T c�mpi�tion will f@5UI'� ICt �TA�E irnposing
sanctinns upoa� ADMII�ISTE�tIN� AGE�ICY in accordan� witl� the Ci�l't'LCf� LflC�)
Assistance Pracedures Man�aal.
6. The Adminis#ering Age�c� sha#I not discriminate nn the basis of race, r�iigion, age,
disabil�ty, cofor, natic�na! origin, ar sex in tMe award a�d performance of aray Federal-
assisted contract or ir� the a+dministra#aon of its DBE Program Implem�ntation Agreement.
The Administ�ring Ager�cy shall t�ke all ne�cessary �nd reasonable steps under 49 CFR
Part 26 to ensure nor�discrimin�ation in the av�rard a�d adminis#ration of Federal-assisted
cc�ntracts. The Adm�nistering Agency's DBE lm�iementation Agreement is it�corporated
by r�ference in this Agreement. lmplementation of the DB�. lmplemen�atian Agreement,
including bu#not limited to timely rsporting of DBE comrnitments and utilization, is a legal
obligation and failure to carry ou# its terrns $hall be trea#ed as a violati�r� of this
Agreement. Upon n�t�ficatian �.o the Administ�ring Agency of i�s failure to carry out its
DB� 9mplementation Agreement, #h� S#ate may impc�se sanctions as �rovided for �ander
49 C�R Part 26 �nd may, in ��prflpr�a#e cases, �-efe�t#7e matter f�or enfiorcer��nt�nder 18
U.S.G. 9001 a�dlc�r #he Program �rau� Civil aemedies Act of 1J86 (31 �J.S.C. 3841 et
seq.y.
7. As a cor�dition #or rec�ivirag federai-aid hic�hway �unds fflr the �'ROJECT, the
Adrr�inistering Ag+�ncy certifi�s that NO mernbers of th� elected board, councit, nr other
key decision m�i�ers are on the Federal Govemment Excluded Parties List System
(EPLS).
$• This project shali be administered by the ADNIINIST'ERfNG�GE�ICY as s#ipulated under
Cooperative A�greement #8-1425, as amended. �lothing in this agrsement shall be
construed or interpreted ta supercede any of the requirements in said Cooperatiue
Ag�eerr�ent.
Program Supplemer�t 48-5414R-N010-ISTEA Page 3 of 3