HomeMy WebLinkAbout2023 CON Program Supplement Agreement #00000A238 - Caltrans Retrofeflective Back-Plates CIP No. 23-04PROGRAM SUPPLEMENT NO. 00000A238
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ADMINISTERING AGENCY -STATE AGREEMENT
FOR STATE FUNDED PROJECTS NO 11-5066S21
Adv. Project ID
1124000010
Date: August 11, 2023
Location: 11-SD-O-NATO
Project Number: HSIPSL-5066(0 )
E.A, Number:
Locode: 5066
This Program Supplement, effective 06/08/ 023, hereby adopts and incorporates into the Administering Agency -State
Agreement No. 11- O66521 for State Funded Projects which was entered into between the ADMINISTERING AGENCY
and the STATE with an effective date of 09/12/2022 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. 2023-135 approved by the ADMINISTERING AGENCY on September 19, 2023 (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 National City, along Highland Ave. from Division St. to 30th St. along Plaza Blvd. from L Ave.
to 8th St, and along National City Blvd. to 4th St. to 24th St/Miles of Cars '+ Vy.
TYPE OF WORK: Traffic Related - Other
LENGTH: 0.O(M ILES)
Estimated Cost
$1 02r500,
State Funds
STATE $92,250.00
CITY OF NATIONAL CITY
By
Title oi',ro'�
Date 0/2,5'/7-3
Attest
LOCAL
10,2 0.00
Matching Funds
STATE OF CALIFORNIA
Department of Transportation
By
ettdie,46
•
Ai
OTHER
Chief, Office of Project Implementation
Division of Local Assistance
Date November 91 2023
$0.00
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:
Accounting Officer
(46,
Date 08/11/2023 $92,250.00
Program Supplement 11-- 08-A2 8- SERIAL Page 1 of
FISIPSL-5066(057)
SPECIAL COVENANTS OR REMARKS
1, A. This PROJECT has received STATE funds from Highway Safety Improvement Program
(HSIP)1 The ADMINISTERING AGENCY agrees to administer the PROJECT in accordance
with the Highway Safety Improvement Program OOP Guidelines, the Local Assistance
Procedures Manual LAP i , the Local Assistance Program Guidelines (LAPG), and this
PROGRAM SUPPLEMENT.
B. The STATE funds for this PROJECT may be provided under one or more phases, which
are Preliminary Engineering (PE), Right -of -Way IW and Construction (Con)1
A phase -specific fund allocation is required, in addition to other requirements, before
reimbursable work can occur for the phase identified. Each allocation will be assigned an
effective date and identify the amount of funds allocated per phase. Unless otherwise
determined, the. effective . date of the phase -specific allocation will constitute the start Of
reimbursable expenditures for the phase. The STATE funds available for reimbursement will
be limited to thea eunt_all to l by -. _the ..STATE .for the _phase. . . .. .
C. At the time of the first fund allocation approval for the Project, this PROGRAM
SUPPLEMENT, a STATE -approved Allocation. Letter and STATE Finance Letter are prepared
to allow reimbursement of eligible PROJECT expenditures for the phase allocated.
D. STATE and ADMINISTERING AGENCY agree that any additional fund allocations made
after the execution of this PROGRAM SUPPLEMENT, for the phase that has been authorized
in the first fund allocation approval or.for a new phase, will be encumbered on this PROJECT
by use of a STATE -approved Allocation Letter and a STATE Finance Letter and are subject to
the terms and conditions thereof.
E. This PROJECT is subject to the delivery requirements enacted by the HSIP guidelines. The
delivery requirements may beaccessed at: http : d t, a. /programs/local-assistance/fed-
and-state-pr rams hi g hway-safety.iimpr v ment-prrar deliver wr uireme t - tatu s-
ap pr -projeet .
F. Award information shall be submitted by the ADMINISTERING AGENCY to the District
Local Assistance Engineer immediately after project contract award and prior, to the submittal
of the ADMINISTERING AGENCY'S first invoice for the construction contract Failure to do
will cause a delay in the State processing of invoices for the construction phase.
G. The ADMINISTERING ISTERIN AGENCY shalt invoice STATE for PE, RAWand CON costs no later
than 180 days after the end ofexpenditure the phase, For construction costs, the
ADMINISTERING AGENCY has 180 days after project completion or contract acceptance to
make the final payment to the contractor, prepare the final Report of Expenditures and final
invoice, and submit to STATE . for verification and
Program Supplement 1 i- -A2- SERIAL Page 2 of
11-S D-O TC
SIPSLM 6(0 7)
SPECIAL COVENANTS OR REMARKS
payment.
H. ADMINISTERING AGENCY agrees to submit the final report documents that collectively
constitute a "Report of Expenditures" within one hundredeighty 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 in sanctions upon
ADMINISTERING ING GENC in accordance with the current LAPLAPM provisions.
I. ADMINISTERING AGENCY agrees to comply with the requirements in 2 CFR Part 200,
Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards (applicable to Federal and State Funded Projects).
J. By executing this PROGRAM SUPPLEMENT, ADMINISTERING AGENCY agrees to
provide the STATE, upon request, with the information related to the PROJECT for the
purpose of project evaluation or other purposes.
K. The ADMINISTERING AGENCY shall construct the PROJECT in accordance with the
scope of work presented in the application and approved by the State. Any changes to the
approved PROJECT scope without the prior expressed approval of the State are ineligible for
reimbursement and may result in the entire PROJECT becoming ineligible for reimbursement.
Program Supplement 11 PIP4506BIA238i. SERIAL Page 3 of
RESOLUTION NO. 2023 a 136
RESOLUTION OP THE CITY COUNCIL OF THE CITY OF NATIONAL CITY, CALIFORNIA
1) AUTHORIZING THE MAYOR TO EXECUTE PROGRAM SUPPLEMENT AGREEMENT
(PSA) NO, A238 WITH THE STATE OF CALIFORNIA DEPARTMENT Cif
TRANSPORTATION (CALTRANS) FOR THE RETR4REFLECT1l/E BACKwPLATES
PROJECT, CIP NO. 2344; 2) AUTHORIZING THE ESTABLISHMENT OF AN
ENGINEERING GRANTS FUND APPROPRIATION OE $92,250 .AND CORRESPONDING
REVENUE BUDGET, AND 3) COMMITTING TO PROVIDING A L17CA1, MATCH OF
$10,250m
WHEREAS, on March 9, 2023, the California Department of Transportation t#C ltran ")
awarded a $852,930 Highway Safety Improvement Program("MP") grant to the City of National
City("City") for the etr refl cti a Back -plates project "Project" with a local match of $94,770
for a total project cost of 7,7 ; and
WHEREAS, the- award was distributed - by two Project phases, Preliminary
Engineer "PE") $92,250 and Construction "CON" -$76O68O; and
WHEREAS, on August 11 2023, Caltrans Issued an AuthcrizatIon to Proceed to the City
for the PE phase, formalized as the Program Supplement Agreement "P5", establishing the
date for eligible reimbursement and confirming the State Funds portion in the amount of to)
$92,250 and the Local Match required In the amount of (up to) 1 , ; and
WHEREAS, the Project generally consists of Improving signal, hardware with back -plates
with rtrrfltie borders, installing an advanced stop bar before the crosswalk, and modifying
signal phasing to implement a Leading Pedestrian interval at up to 23 distinct locations throughout
the City, as shown in Exhibit A; and
WHEREAS, the general location of the improvements is along Highland . from
Division ision St. to 30th St., 13along Plaza Blvd. from L, Ave. t . 8th St, and C) along National City
Blvd. from 4th St, to t St/Miles of Cars; and
WHEREAS, once the PE phase is complete, staff will return to the City Council for the
appropriation of the Construction fund; and
WHEREAS, the local match requirement Is available through prior City Council Transmit
appropriations; and
WHEREAS, City staff recommends the City Council adopt this Resolution authorizing the
Mayor to execute PSA No. A238 with Caltrans for the Project to allow for reimbursement of up to
$92,250 n eligible project expenditures through the F-ISIR
NOW, THEREFORE, E, THE CITY COUNCIL F THE CITY OF NATIONAL I`I"Y,
CALIFORNIA, DOES RESOLVE, DECLARE, DETERMINEr AND ORDER AS FOLLOWS:
Section 1: That the City Council hereby authorizes the Mayor to execute Program
Supplement Agreement No. A238 with the State of California Department of Transportation for
the Retroreflective Back -plates project, CIP No. 23 0 , to allow for reimbursement up to
$92,250 in eligible project expenditures through the Highway Safety improvement Program.
rr
Section : Authorizes the establishment of an Engineering Grants Fund appropriation
of $92 250 and corresponding revenue budget.
actetion3: Authorizes to commit to providing a local match of $1 0, 50.
Section 4: That the City Clerk shall certify to the passage and adoption of this
Resolution lution rid enter it into the book of original Resolutions,
PASSED and ADOPTED this 19th day of Se
ATTEST:
7-7
( rhelliy pf apel, MMC, City lerk
APPROVED TO FORM:
fin Barry J. Schultz City Attorney
mber, 2023.
do Morrison, Mayor
Passed and adopted by the City Council of the City of National City, California, on
September 19, 2023 by the iio ring vote,to-wit:
Ayes: Bush, Rodriguez, Yamane, Molina, Morrison
Nays: None.
Absent: None.
Abstain: None.
AUTHENTICATED BY: RON MORRISON
Mayor of the City of National City, California
Sflo- Chi
City Clerk of the City of National City, California
Agr
tit S11 y C IMMCI City Clerk
RESO! 1L1TiON/O 14 It IN AN CE/AGRE
TRANSMTT7TAL P ''.VI
SECTIONEi;
SubmittersNunez
Name: [
Date received City Attorney's Office:
TIME SENSITIVE? If so, required Date:
Is a Certified Copy Required?
F lei R _) REi1 ; 1...'E 1 1 \'' F
-WIEN T,' C..t } 1 ' i _ ATFs
CI1)--j
Date Submitted: 10/17/23
Who's Attention?
Does this document or any of its attachments required i a be recorded wit County Recorder?
If yes, who will be responsible for recording? Department City Clerk's Office
Resolution Ordinance Map l 010i 2,6U
Agreement/Contract/MIA/Amendments (Must be signed by Contractor/ end r before Submittal to
**If sending to Outside Agency for Signature (Department is responsible for obtaining Signatures)
1/IAgreement Requires City Council Action? Went to council on 0-1 -o3
Does Agreement Require Notary? If yes, make arrangements with Deputy City Clerk.
Additional Instructions to assist with final processing: Please have the Mayor sign the
Program Supplement no. Once completed please send original copy back to our Dept.
(Eng/PW) and returned to Evelyn. Thank you.
SECTION II:
ONCE PROCESSED: SIGN, DATE AND FORWARD D TO THE NEXT ON LIST: (If signature will be delayed please alert
Deputy City Clerk) Documents should be signed within one (1) day of receipt due to time -sensitivity of these documents.
zr CIT' ATTORNEY — Sign and Date (Approved as to Form can be obtained prior to City Council
Meeting) Forward to the Mayor prior to start of the City Council Meeting.
MAYOR — Sign and Date (Admin can initial here) (Make sure all signatures are complete and if the
Resolution is approving a Contract/Agreement it should also be included for signatures. If not, please
contact City Attorney's Office) Forward to the City Manager if applicable (see below) or deliver to
the Deputy City Clerk.
CITY MANAGER — Sign and Date if applicable. If Contract/Agreement require City Manager
signature obtain following City Council Meeting and forward to Mayor's Office to be included with
Signed Resolution. This should be completed Wednesday morning following City Council Meeting.
Forward to the Mayor or deliver to the Deputy City Clerk if Mayor Signature not required.
ADDITIONAL DIRECTION:
For Mayor Signature— Provide documents to the Mayor at or immediately following Council Meeting for signature following
the adoption of items. If item needs amending or was continued it will be left in folder unsigned. Confirm action on Recap
provided by Deputy City Clerk following the meeting to make sure a signature vasn't just missed. If so obtain as soon as possible.
Follow-up with City Attorney for Amendment. Let Deputy City Clerk know status and timeline for processing amendment.
Deliver to City Clerk (Should be no later than the Thursday following Tuesday Meeting unless being amended by City Attorney.
if being amended send the other resolutions to City Clerk — please do not hold them)
Date Delivered to the Deputy City Clerk: Submitted By:
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RESOLUTION/ORDINANCE "A I EE# NT TRANSMITTAL FORM I Septernber202i
CITY OF SAN DIEGO
Legend
=Nation-oi City
• Project Improvement Locations
C R
r/M611.•*, •irmi •
CITY OF CHULA VISTA
NATIONAL CITY HIGHWAY SAFETY IMPROVEMENT PROGRAM (I -(SIP) - CYCLE 11
Attachment 2 Vicinity and LOcalion Map
2000
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SCALE 1" 2000'
4000'
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STATE OF CALIFORNIA - CALIFORNIA STATE TRANSPORTATION TATIOI AGENCY
GAVIN EWSM, Governor
DEPARTMENT T F TRANSPORTATION
Division of Local Assistance
110 N STREET
P.O. BOX 942874p MS 'I
Sacramento, CA 94 74- 0 1
TTY 711
August 8, 2023
Ms. Martha Juarez
Assistant Director of Engineering & Public Works
City of National City
1243 National City Blvd.
National City, CA 91950
Dear Ms. Juarez:
File :
1-SD-O-NATC
T
FISPSL-5066(057)
In National City, along Highland
Ave. from Division St. to 30th St.
along Plaza Blvd. from L Ave. to
8th St,
Your letter dated July 26, 2023 requested an allocation of State funds from the Highway Safety Improvement Program (HSIP)
project (project location:. In National City, along. Highland Ave. from Division St. to 30th St. along Plaza Blvd. from L.Ave1...to _ _ . .
8th St, and along National City Blvd. to 4th St. to 24th St/Miles of Cars Wy.). The State hereby makes the allocation in the
amount of $92,250.00 of State funds for Preliminary Engineering phase of this project effective August 08, 2023. You may
now proceed with the Preliminary Engineering phase of the project, Any work for the Preliminary Engineering phase that has
been approved for funding and is performed after this date will be eligible for reimbursement. Please refer to the Finance
Letter for the complete approved funding of all phases for this project.
This Office will soon send you a Program Supplement Agreement for execution, along with a Master Agreement if one has
not been executed. Please do not submit invoices for this project until the agreements are fully executed by both you and the
State.
Invoices are to be submitted at a minimum of every six months in order to remain active.
If you have any questions, please contact your District Local Assistance Engineer.
Sincerely,
for ROBERT NGUYEN, Chief
Office of Project Management Oversight - South
Division of Local Assistance
c: DLA AE Project Files
(11) DLAE - Brian Ott
Local Program Accounting
HQ HSIP Manager - Richard Ke
Ms. Martha Juarez
Assistant Director of Engineering & PublEc Works
City of National City
1243 National City Blvd.
National City, CA 91950
DEPARTMENT OF TRANSPORTATION
Division of Local Assistance
1120 N Street
P.O. BOX 942874, MS# 1
Sacramento, CA, 94274-0001
DEPARTMENT OF TRANSPORTATION
FINANCE LETTER
To: City of National City
FINANCE ITEMS
•
1
PRO RATA OR
LUMP SIJM
i TOTAL COST OF
I WORK
PART. COST
STATE WSW')
LOCAL
Agency Preliminary Engineering
$102,500.00
$10 500.00
$92,250.0C
$10,250.00
Totals:
$102,500.00
$102,500.00
$92,250.00
$10,260.00
Date: 08/08/2023
D_CO l T: 11-SD-O-NATC
Project No,: HBIPL-0(7)
Adv. Project Id: 11 4000010
Project End Date:
EA No:
Participation Ratio: 100% This Finance Letter was created based on specific financial information provided by the responsible local agency. The following
encumbrance history is prepared by Local Assistance Accounting Office and is provided here for local agency's information and action.
Signature:
VatJ9u&n
Title: HQ Area Engineer
For questions regarding finance letter, contact:
Printed Name: Daniel Bui
Telephone No: ( 79) 444-7828
Remarks: * E 1: Caftans allocated $92,250 of HSIP State only funds for PE component, under Unique Proj No. H11-11-00 , Cycle 11.
*State Program Code 0. 0.010. 51
*Maximum State funds: $852,930
Est Tot Proj Costs: $947,700
ADV. PROJECT ID APPROP.
UNIT
STATE FROG. FED/ STATE
ACCOUNTING INFORMATION
HSIPSL-5066(057)
ENCUMBRANCE APPROP EXPENDITURE ENCUMBRANCE REVERSION
AMOUNT YEAR AMOUNT BALANCE DATE
Cooperative Work Agreement
APPROVED EXPIRATION
AMOUNT DATE
*Please submit invoices to the appropriate Districts by April 1st to avoid funds lapsing on the June 3Crth reversion date listed above and. to allow sufficient time
for Accounting and SCO year-end closing procedures.
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