The URL can be used to link to this page

Home My WebLink About2012 CON California Department of Transportation Caltrans - Safe Routes to School - Supplement Agreement 007-NPROGRAM SUPPLEMENT NO. N007 to ADMINISTERING AGENCY -STATE AGREEMENT FOR FEDERAL -AID PROJECTS NO 11-5066 Adv Project ID Date: 1112000221 Location: Project Number: E.A. Number: Locode: September 7, 2012 11-SD-0-NATC S RTSLN I-5066(023) 11-956741 5066 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 05/02/07 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. j],- approved by the Administering Agency on ,dc . /‘"/._ (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: Central ES, El Toyon ES, Ira Harbison ES, Kimball ES, Las Palmas ES, Lincoln Acres ES, John A Otis ES TYPE OF WORK: Conduct communty& school based safety education, school nursing LENGTH: 0.0(MILES) partnrshp, establish incentive prgm Estimated Cost Federal Funds Matching Funds $600,000.00 LU3E $500,000.00 LOCAL $100, 000.00 OTHER $0.00 CITY OF NATO` AL CITY By Title Date Attest rrison Mayor October 16, 2012 1 Michael R.'Dalla, City Clerk I hereby certify upon my personal knowledge that bu Accounting Office STATE OF CALIFORNIA Department ofjTransportation Chief, Office of Project Implementation Division of Local Assistance Date are available for this encumbrance: Date $500.000.00 Chapter Statutes Item Year Program BC Category Fund Source AMOUNT Program Supplement 11-5066-N007- ISTEA Page 1 of 4 11-SD-O-NATC 09/07/2012 SRTSLNI-5066(023) SPECIAL COVENANTS OR REMARKS 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. 2. 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 - assisted 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 under 49 CFR Part 26 and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1986 (31 U.S.C. 3801 et seq.). 3. 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 on the Federal Government Excluded Parties List System (EPLS). 4. 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 Program Supplement 11-5066-N007- ISTEA Page 2 of 4 11-SD-0-NATC SRTS;LNI-5066(023) SPECIAL COVENANTS OR REMARKS 09/07/2012 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 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. 5. 1. This non -infrastructure PROJECT is funded by the Federal Safe Routes to School (SRTS) program. ADMINISTERING AGENCY agrees that any changes to the PROJECT that conflict with the approved Federal funded Safe Routes to School (SRTS) Application and/or the SRTS Program requirements in the Local Assistance Program Guidelines (LAPG) may render the PROJECT ineligible for Federal reimbursement. 2. ADMINISTERING AGENCY agrees to administer PROJECT in accordance with the applicable SRTS Program Guidelines under which the project was selected. ADMINISTERING AGENCY agrees to the program delivery and reporting requirements established for the applicable SRTS Program funding cycle. 3. ADMINISTERING AGENCY agrees to submit a Student Tally and Parent Survey for each school to the National Center for Safe Routes to School (NCSRTS). The survey information (Student Tally and Parent Survey), collected during the regular school year, must be completed within two months of beginning the PROJECT and within two months after completing the PROJECT. ADMINISTERING AGENCY agrees to submit a copy of said surveys to the District Local Assistance Engineer (DLAE). For instructions on data submission requirements, go to the NCSRTS website at: http://www.saferoutesinfo.org/data/ 4. ADMINISTERING AGENCY shall submit a copy of the consultant contract award information to the DLAE within 30 days of execution of the contract and prior to submittal of the ADMINISTERING AGENCY's first invoice. Award information shall consist of an executed consultant agreement and Exhibits, 10-C, "Consultant Reviewers Checklist", 10-02, "Local Agency Proposer DBE Information (Consultant Contract)" and if applicable, 10-01, "Local Agency Proposer UDBE Program Supplement 11-5066-N007- ISTEA Page 3 of 4 11-SD-0-NATC , SRT.SLNI-5066(023) SPECIAL COVENANTS OR REMARKS 09/07/2012 Commitment (Consultant Contract)" of the Local Assistance Procedures Manual (LAPM). If ADMINISTERING AGENCY is performing the PROJECT work, then ADMINISTERING AGENCY shall submit a letter indicating the beginning of reimbursable work on the PROJECT. Failure to do so will cause delay in the State processing invoices. 5. Support documentation (adequate to verify reasonableness of costs invoiced) shall accompany ADMINISTERING AGENCY invoices and shall also include the deliverables specified in the STATE approved SRTS Application. Program Supplement 11-5066-N007- ISTEA Page 4 of 4 STATE OF CALIFORNIA. DEPARTMENT OF TRANSPORTATION PROGRAM SUPPLMENT AND CERTIFICATION FORM PSCF (REV_ 01/2010) Page 1 of 1 TO: STATE CONTROLLER'S OFFICE Claims Audits 3301 "C" Street, Rm 404 Sacramento, CA 95816 DATE PREPARED: 9/13/2012 PROJECT NUMBER 1112000221 REQUISITION NUMBER / CONTRACT NUMBER: RQS 111300000066 FROM: Department of Transportation SUBJECT: Encumbrance Document VENDOR / LOCAL AGENCY: a City of National City $ 500,000.00 PROCUREMENT TYPE: Local Assistance CHAPTER 33 STATUTES 2011 ITEM 2660-102-890 YEAR 2012 PEC / PECT 20300010535 TASK / SUBTASK 2620040 AMOUNT $ 500,000.00 ADA Nob Records 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. Helen Khong/HQ/Caltrans/CAGov 09/07/2012 10:11 AM To Jennie W Yee/HQ/Caltrans/CAGov@DOT cc bcc Subject Re: Funding Profile request. Thanks.[] V05122 11 LOCADM 1112000121 RPSTPLE-6066(109) 0 9/7/2012 Jennie Yee 2011 V05123 11 LOCADM r 1112000167 CML-5169(036) S 9/7/2012 Jennie Yee 2012 V05124 11 LOCADM R 1112000171 CML-5168(023) S 9/7/2012 Jennie Yee 2012 V05125 11 LOCADM r 1112000172 CML-5168(031) S 9/7/2012 Jennie Yee 2012 V05126 11 LOCADM r 1112000165 CML-5134(014) S 9/7/2012 Jennie Yee 2012 V05127 11 LOCADM 1100020414 BRLS-5381(033) S 9/7/2012 Jennie Yee 2012 V05128 11 LOCADM r 1112000164 CML-5958(077) S 9/7/2012 Jennie Yee 2012 V05129 11 LOCADM r 1112000221 SRTSLNI-5066(023) S 9/7/2012 Jennie Yee 2012 V05130 (( LOCADM 1113000006 SRTS-5381(037) S 9/7/2012 Jennie Yee 2012 V05131 (( LOCADM r 1112000190 STPL-5167(030) S 9/7/2012 Jennie Yee 2012 V05132 11 LOCADM R 1100000684 BRLS-5958(053) SE1 9/7/2012 Jennie Yee 2012 V05133 /J LOCADM r 1112000426 BPMPL-5004(188) S 9/7/2012 Jennie Yee 2012 V05134 (1 LOCADM R 1112000132 BPMPL-5004(189) S 9/7/2012 Jennie Yee 2012 V05135 (f LOCADM 1112000128 STPL-5169(034) S 9/7/2012 Jennie Yee 2012 Helen Khong Dept. of Transportation -Local Program Accounting Phone' 916.227.9162 Email' helen_khong@dot.ca.gov Jennie W Yee/HQ/Caltrans/CAGov Jennie W Yee/HQ/Caltrans/CAGov 09/07/2012 09:58 AM To Helen Khong/HQ/Caltrans/CAGov@DOT cc Subject Funding Profile request. Thanks. DEPARTMENT OF TRANSPORTATION DIVISION OF ACCOUNTING LOCAL PROGRAM ACCOUNTING BRANCH Attention: Fed. Partic: FINANCE LETTER Date: 01/24/2013 Agency: 11-SD-0-NATC Project No: SRTSLNI-5066(023) EA No: 11-956741 100.00% FINANCE ITEMS Construction Totals: TOTAL COST OF WORK $600,000.00 $600,000.00 FEDERAL PART. COST FED. REIMB % FEDERAL LU3E 83.33% % $500,000.00 0.00% S500,000.00 LOCAL $100,000.0 S100,000.0 This Finance Letter was created based on specific financial infomlation 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: -/� Title: HQ -Sr. Area Engineer Remarks: RFA for $500,000 LU3E Federal funds For questions regarding finance letter, contact: Printed Name : Winton Emmett Telephone No: 916-653-6018 ACCOUNTING INFORMATION SRTSLNI-5066(023) Adv. Proj. ID Approp. Unit State Prog. Fed/State Encumbrance Amount Approp Year Expenditure Amount Ecumbrance Balance Reversion Date 1112000221 12102E 2030010535 F $500,000.00 1112 $0.00 $500,000.00 06/30/17 Page 1 of 1 RESOLUTION NO. 2012 — 208 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NATIONAL CITY AUTHORIZING THE MAYOR TO EXECUTE AND SUBMIT PROGRAM SUPPLEMENT AGREEMENT NO. 007-N TO THE STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION TO ENCUMBER $500,000 IN FEDERAL SAFE ROUTES TO SCHOOL FUNDING FOR IMPLEMENTATION OF A SAFE ROUTES TO SCHOOL EDUCATION AND ENCOURAGEMENT SUSTAINABILITY PROGRAM FOR ALL TEN ELEMENTARY SCHOOLS CITYWIDE WHEREAS, on June 21, 2011, the City Council adopted Resolution No. 2011-114, authorizing the submittal of a Federal Safe Routes to School grant application for a Citywide Safe Routes to School Education and Encouragement Sustainability Program in the amount of $500,000, and committing to a local "in -kind" match of $100,000, for a total project cost of $600,000; and WHEREAS, on October 17, 2011 Caltrans awarded the City a $500,000 Federal Safe Routes to School Grant for implementation of a Safe Routes to School Education and Encouragement Sustainability Program for all ten elementary schools Citywide; and WHEREAS, to satisfy the Grant requirements, a Program Supplement Agreement must be executed and submitted by the Mayor. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of National City hereby authorizes the Mayor to execute and submit Program Supplement Agreement No. 007-N to the State of California Department of Transportation to encumber $500,000 in Federal Safe Routes to School Grant funding for implementation of a Safe Routes to School Education and Encouragement Sustainability Program for all ten elementary schools Citywide. Said Program Supplement Agreement is on file in the office of the City Clerk. PASSED and ADOPTED this 16th day of Octob 12. ATTEST: Aa,- el R. Della , a, City Clerk POVED AS TO FORM: C:Ta GacSilva City Attorne on Morrison, Mayor Passed and adopted by the Council of the City of National City, California, on October 16, 2012 by the following vote, to -wit: Ayes: Councilmembers Morrison, Natividad, Rios, Sotelo-Solis, Zarate. Nays: None. Absent: None. Abstain: None. AUTHENTICATED BY: RON MORRISON Mayor of the City of National City, California City Clerk of the City of ational City, California By: Deputy I HEREBY CERTIFY that the above and foregoing is a full, true and correct copy of RESOLUTION NO. 2012-208 of the City of National City, California, passed and adopted by the Council of said City on October 16, 2012. City Clerk of the City of National City, California By: Deputy CITY OF NATIONAL CITY, CALIFORNIA COUNCIL AGENDA STATEMENT C a, C, - MEETING DATE: October 16, 2012 AGENDA ITEM NO. 9 TEM TITLE: Resolution of the City Council of the City of National City authorizing the Mayor to execute and submit Program Supplement Agreement No. 007-N to the State of California Department of Transportation to encumber $500,000 in Federal Safe Routes to School Funding for implementation of an Education and Encouragement Sustainability Program for all 10 elementary schools Citywide ($100,000 local match will be "in -kind" funding for staff time and materials spent on the project) PREPARED BY: Stephen Manganiello, Traffic Engineer PHONE: 619-336-4382 EXPLANATION: DEPARTMENT: Development Services / APPROVED BY: Engineering Execution of the Program Supplement Agreement is required for use of Federal SRTS grant funds for implementation of the project. FINANCIAL STATEMENT: APPROVED: Finance ACCOUNT NO. APPROVED: MIS 323-409-500-598-9069: $500,000 (Federal SRTS Grant — Citywide Education & Encouragement); $100,000 "In -kind" local match ENVIRONMENTAL REVIEW: N/A ORDINANCE: INTRODUCTION: FINAL ADOPTION: STAFF RECOMMENDATION: Adopt the Resolution. BOARD / COMMISSION RECOMMENDATION: N/A ATTACHMENTS: Resolution 2. Program Supplement Agreement RESOLUTION NO. 2012- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NATIONAL CITY AUTHORIZING THE MAYOR TO EXECUTE AND SUBMIT PROGRAM SUPPLEMENT AGREEMENT NO. 007-N TO THE STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION TO ENCUMBER $500,000 IN FEDERAL SAFE ROUTES TO SCHOOL FUNDING FOR IMPLEMENTATION OF A SAFE ROUTES TO SCHOOL EDUCATION AND ENCOURAGEMENT SUSTAINABILITY PROGRAM FOR ALL TEN ELEMENTARY SCHOOLS CITYWIDE WHEREAS, on June 21, 2011, the City Council adopted Resolution No. 2011-114, authorizing the submittal of a Federal Safe Routes to School grant application for a Citywide Safe Routes to School Education and Encouragement Sustainability Program in the amount of $500,000, and committing to a local "in -kind" match of $100,000, for a total project cost of $600,000; and WHEREAS, on October 17, 2011 Caltrans awarded the City a $500,000 Federal Safe Routes to School Grant for implementation of a Safe Routes to School Education and Encouragement Sustainability Program for all ten elementary schools Citywide; and WHEREAS, to satisfy the Grant requirements, a Program Supplement Agreement must be executed and submitted by the Mayor. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of National City hereby authorizes the Mayor to execute and submit Program Supplement Agreement No. 007-N to the State of California Department of Transportation to encumber $500,000 in Federal Safe Routes to School Grant funding for implementation of a Safe Routes to School Education and Encouragement Sustainability Program for all ten elementary schools Citywide. Said Program Supplement Agreement is on file in the office of the City Clerk. PASSED and ADOPTED this 16th day of October, 2012. Ron Morrison, Mayor ATTEST Michael R. Dalla, City Clerk APPROVED AS TO FORM: Claudia Gacitua Silva City Attorney STATE OF CALIFORNIA . BUSINESS,TRANSPORTATION AND HOUSING AGENCY EDMUND G. BROWN Jr. Governor DEPARTMENT OF TRANSPORTATION Division of Local Assistance 1120 N STREET P.O. BOX 942874, MS# 1 Sacramento, CA 94274-0001 TTY 711 (916) 654-3151 Fax (916) 653-7621 September 18, 2012 Ms. Leslie Deese City Manager City of National City 1243 National City Boulevard National City, CA 91950 Attn: Mr. Stephen Manganiello Dear Ms. Deese: File : 11-SD-0-NATC SRTSLNI-5066(023) Central ES, El Toyon ES, Ira Harbison ES, Kimball ES, Las Palmas ES, Lincoln Acres ES, John Enclosed are two originals of the Program Supplement Agreement No. 007-N to Administering Agency -State Agreement No. 11-5066R. Please note that federal funding will be lost if you proceed with future phase(s) of the project prior to getting the "Authorization to Proceed" with that phase. Please review the covenants and sign both copies of this Agreement and return both to this office, Office of Project Implementation - MS1 within 60 days from the date of this letter. If the signed Agreements are not received back in this office within 60 days, funds will be disencumbered and/or deobligated. Alterations should not be made to the agreement language or funding. Attach your local agency's certified authorizing resolution that clearly identifies the project and the official authorized to execute the agreement. A fully executed copy of the agreement will be returned to you upon ratification by Caltrans. No invoices for reimbursement can be processed until the agreement is fully executed. A copy of the State approved finance letter containing the fund encumbrance and reversion date information will be mailed to you with your copy of the executed agreement. Your prompt action is requested. If you have questions, please contact your District Local Assistance Engineer. Sincerely, BARRY LEAMING, Chief Office of Project Implementation - South Division of Local Assistance Enclosure c: DLA AE Project Files (11) DLAE - Erwin Gojuangco STATE OF CALIFORNIA . BUSINESS,TRANSPORTATION AND HOUSING AGENCY EDMUND G. BROWN Jr. Governor DEPARTMENT OF TRANSPORTATION Division of Local Assistance 1120 N STREET P.O. BOX 942874, MS# 1 Sacramento, CA 94274-0001 TTY 711 (916) 654-3151 Fax (916) 653-7621 September 18,2012 Ms. Leslie Deese City Manager City of National City 1243 National City Boulevard National City, CA 91950 File : 11-SD-0-NATC SRTSLNI-5066(023) Central ES, El Toyon ES, Ira Harbison ES, Kimball ES, Las Palmas ES, Lincoln Acres ES, John Attn: Mr. Stephen Manganiello Dear Ms. Deese: Enclosed are two originals of the Program Supplement Agreement No. 007-N to Administering Agency -State Agreement No. 11-5066R. Please note that federal funding will be lost if you proceed with future phase(s) of the project prior to getting the "Authorization to Proceed" with that phase. Please review the covenants and sign both copies of this Agreement and return both to this office, Office of Project Implementation - MS1 within 60 days from the date of this letter. If the signed Agreements are not received back in this office within 60 days, funds will be disencumbered and/or deobligated. Alterations should not be made to the agreement language or funding. Attach your local agency's certified authorizing resolution that clearly identifies the project and the official authorized to execute the agreement. A fully executed copy of the agreement will be returned to you upon ratification by Caltrans. No invoices for reimbursement can be processed until the agreement is fully executed. A copy of the State approved finance letter containing the fund encumbrance and reversion date information will be mailed to you with your copy of the executed agreement. Your prompt action is requested. If you have questions, please contact your District Local Assistance Engineer. Sincerely, �-� BARRY LEAMING, Chief Office of Project Implementation - South Division of Local Assistance Enclosure c: DLA AE Project Files (11) DLAE - Erwin Gojuangco PROGRAM SUPPLEMENT NO. N007 to ADMINISTERING AGENCY -STATE AGREEMENT FOR FEDERAL -AID PROJECTS NO 11-5066 Adv Project ID Date: 1112000221 Location: Project Number: E.A. Number: Locode: September 7, 2012 11-S D-O-NATC S RTSLN I-5066(023) 11-956741 5066 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 05/02/07 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. 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: Central ES, El Toyon ES, Ira Harbison ES, Kimball ES, Las Palmas ES, Lincoln Acres ES, John A Otis ES TYPE OF WORK: Conduct communty& school based safety education, school nursing LENGTH: 0.0(MILES) partnrshp, establish incentive prgm Estimated Cost $600,000.00 Federal Funds LU3E $500,000.00 LOCAL $100,000.0 Matching Funds OTHER $0.00 CITY OF NATIONAL CITY By Title Date Attest STATE OF CALIFORNIA Department of Transportation By Chief, Office of Project Implementation Division of Local Assistance Date I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance: Accounting Officer Date $500.000.00 Chapter Statutes Item Year Program BC Category Fund Source AMOUNT Program Supplement 11-5066-N007- ISTEA Page 1 of 4 -2- STATE OF CALIFORNIA. DEPARTMENT OF TRANSPORTATION PROGRAM SUPPLMENT AND CERTIFICATION FORM PSCF (REV. 01/2010) Page 1 of 1 TO: STATE CONTROLLER'S OFFICE Claims Audits 3301 "C" Street, Rm 404 Sacramento, CA 95816 DATE PREPARED: 9/13/2012 PROJECT NUMBER: 1112000221 REQUISITION NUMBER / CONTRACT NUMBER: RQS 111300000066 FROM: Department of Transportation SUBJECT: Encumbrance Document VENDOR/ LOCAL AGENCY: a City of National City $ 500,000.00 PROCUREMENT TYPE: Local Assistance CHAPTER 33 STATUTES 2011 ITEM 2660-102-890 YEAR PEC / PECT 2012 20300010535 TASK / SUBTASK 2620040 AMOUNT $ 500,000.00 ADA Notii 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. -3- 09/07/2012 11-SD-O-NATC SR T SLNI-5066(023) SPECIAL COVENANTS OR REMARKS 1. 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. 2. 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 - assisted 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 under 49 CFR Part 26 and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1986 (31 U.S.C. 3801 et seq.). 3. 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 on the Federal Government Excluded Parties List System (EPLS). 4. 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 Program Supplement 11-5066-N007- ISTEA Page 2 of 4 -4- 11-SD-O-NATC SR tSLNI-5066(023) 09/07/2012 SPECIAL COVENANTS OR REMARKS 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 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. 5. 1. This non -infrastructure PROJECT is funded by the Federal Safe Routes to School (SRTS) program. ADMINISTERING AGENCY agrees that any changes to the PROJECT that conflict with the approved Federal funded Safe Routes to School (SRTS) Application and/or the SRTS Program requirements in the Local Assistance Program Guidelines (LAPG) may render the PROJECT ineligible for Federal reimbursement. 2. ADMINISTERING AGENCY agrees to administer PROJECT in accordance with the applicable SRTS Program Guidelines under which the project was selected. ADMINISTERING AGENCY agrees to the program delivery and reporting requirements established for the applicable SRTS Program funding cycle. 3. ADMINISTERING AGENCY agrees to submit a Student Tally and Parent Survey for each school to the National Center for Safe Routes to School (NCSRTS). The survey information (Student Tally and Parent Survey), collected during the regular school year, must be completed within two months of beginning the PROJECT and within two months after completing the PROJECT. ADMINISTERING AGENCY agrees to submit a copy of said surveys to the District Local Assistance Engineer (DLAE). For instructions on data submission requirements, go to the NCSRTS website at: http://www.saferoutesinfo.org/data/ 4. ADMINISTERING AGENCY shall submit a copy of the consultant contract award information to the DLAE within 30 days of execution of the contract and prior to submittal of the ADMINISTERING AGENCY's first invoice. Award information shall consist of an executed consultant agreement and Exhibits, 10-C, "Consultant Reviewers Checklist", 10-02, "Local Agency Proposer DBE Information (Consultant Contract)" and if applicable, 10-01, "Local Agency Proposer UDBE Program Supplement 11-5066-N007- ISTEA Page 3 of 4 -5- 09/07/2012 11-SD-O-NATC SRTSLNI-5066(023) SPECIAL COVENANTS OR REMARKS Commitment (Consultant Contract)" of the Local Assistance Procedures Manual (LAPM). If ADMINISTERING AGENCY is performing the PROJECT work, then ADMINISTERING AGENCY shall submit a letter indicating the beginning of reimbursable work on the PROJECT. Failure to do so will cause delay in the State processing invoices. 5. Support documentation (adequate to verify reasonableness of costs invoiced) shall accompany ADMINISTERING AGENCY invoices and shall also include the deliverables specified in the STATE approved SRTS Application. Program Supplement 11-5066-N007- ISTEA Page 4 of 4 -6- STATE OF CALIFORNIA . BUSINESS,TRANSPORTATION AND HOUSING AGENCY EDMUND G. BROWN Jr. Govemor DEPARTMENT OF TRANSPORTATION Division of Local Assistance 1120 N STREET P.O. BOX 942874, MS# 1 Sacramento, CA 94274-0001 TTY 711 (916) 654-3151 Fax (916) 653-7621 September 18, 2012 Ms. Leslie Deese City Manager City of National City 1243 National City Boulevard National City, CA 91950 File : 11-SD-0-NATC SRTSLNI-5066(023) Central ES, El Toyon ES, Ira Harbison ES, Kimball ES, Las Palmas ES, Lincoln Acres ES, John Attn: Mr. Stephen Manganiello Dear Ms. Deese: Enclosed are two originals of the Program Supplement Agreement No. 007-N to Administering Agency -State Agreement No. 11-5066R. Please note that federal funding will be lost if you proceed with future phase(s) of the project prior to getting the "Authorization to Proceed" with that phase. Please review the covenants and sign both copies of this Agreement and return both to this office, Office of Project Implementation - MS1 within 60 days from the date of this letter. If the signed Agreements are not received back in this office within 60 days, funds will be disencumbered and/or deobligated. Alterations should not be made to the agreement language or funding. Attach your local agency's certified authorizing resolution that clearly identifies the project and the official authorized to execute the agreement. A fully executed copy of the agreement will be retumed to you upon ratification by Caltrans. No invoices for reimbursement can be processed until the agreement is fully executed. A copy of the State approved finance letter containing the fund encumbrance and reversion date information will be mailed to you with your copy of the executed agreement. Your prompt action is requested. If you have questions, please contact your District Local Assistance Engineer. Sincerely, ' BARRY LEAMING, Chief Office of Project Implementation - South Division of Local Assistance Enclosure c: DLA AE Project Files (11) DLAE - Erwin Gojuangco STATE OF CALIFORNIA . BUSINESS,TRANSPORTATION AND HOUSING AGENCY EDMUND G. BROWN Jr. Governor DEPARTMENT OF TRANSPORTATION Division of Local Assistance 1120 N STREET P.O. BOX 942874, MS# 1 Sacramento, CA 94274-0001 TTY 711 (916) 654-3151 Fax (916) 653-7621 January 25, 2013 Mr. Stephen Manganiello City Engineer and EEO Officer City of National City 1243 National City Boulevard National City, CA 91950-4301 Dear Mr. Manganiello: File : 11-SD-0-NATC SRTSLNI-5066(023) Central ES, El Toyon ES, Ira Harbison ES, Kimball ES, Las Palmas ES, Lincoln Acres ES, John Enclosed is your fully executed copy of Program Supplement Agreement No. 007-N to Administering Agency -State Agreement No. 11-5066R and an approved Finance Letter. Please retain the signed Finance Letter for your records. In accordance to Govemment Code 16304, Federal and State funds appropriated by the State budget are available for disbursement for limited periods of time. The attached Finance Letter shows the deadlines for liquidation as "Reversion Dates". Please ensure that your invoices are submitted at least 60 days prior to the Reversion Date to avoid any lapse of funds. If your agency is unable to seek reimbursement by this date, you may request an extension through a Cooperative Work Agreement (CWA). A CWA is subject to the final approval of the State Department of Finance. If approved, the CWA may extend the deadline for up to one year to federal funds and up to three years for State funds. Please note that Govemment Code 16304 does not supersede any other more restrictive expenditure deadlines. Sincerely, WINTON EMMETT (ACTING), Chief Office of Project Implementation - South Division of Local Assistance Enclosure c: DLA AE Project Files (11) DLAE - Erwin Gojuangco 477