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HomeMy WebLinkAbout2014 CON California Department of Transportation Caltrans - Safety Improvement Program Division Street # N009NOTE TO FILE 04-28-16 IN THE MATTER OF: Authorizing the Mayor to execute Program Supplement Agreement No. N009 to the State of California Department of Transportation to encumber $900,000 in Federal Highway Safety Improvement Program funding for construction of the Highland Avenue Safety Enhancements Project from Division Street to East 8th Street, and authorizing the establishment of fund appropriations and a corresponding revenue budget. Please note the following: NO FULLY EXECUTED ORIGINAL AGREEMENT WAS FILED WITH THE OFFICE OF THE CITY CLERK ORIGINATING DEPARTMENT: NTF CDC Housing & Grants City Attorney _ Human Resources City Manager _ MIS Community Svcs. Planning X Engineering Police Finance Public Works Fire PROGRAM SUPPLEMENT NO. N009 to ADMINISTERING AGENCY -STATE AGREEMENT FOR FEDERAL -AID PROJECTS NO 11-5066R Adv Project ID Date: 1112000011 Location: Project Number: E.A. Number: Locode: August 8, 2014 11-SD-0-NATC HSIPL-5066(021) 11-956732 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: Highland Avenue between Division Street and E 8th. Street TYPE OF WORK: Roadway Upgrade LENGTH: 0.0(MILES) Estimated Cost $1,224,000.00 Federal Funds MS30 $900,000.00 Matching Funds LOCAL $324,000.0 OTHER $0.00 CITY OF NATIONAL CITY By Title Date Attest A Michael R. la, City Clerk September 2, 014 al 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 t ��tr1,(9I7jetrc Date 15.. i 3_ $900.000.00 Chapter Statutes Item Year Program BC Category Fund Source AMOUNT Program Supplement 11-5066R-N009- ISTEA Page 1 of 3 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: 8/13/2014 PROJECT NUMBER: 1112000011 REQUISITION NUMBER / CONTRACT NUMBER: RQS-2660-111500000054-1 FROM: Department of Transportation SUBJECT: Encumbrance Document VENDOR / LOCAL AGENCY: CITY OF NATIONAL CITY $900,000.00 PROCUREMENT TYPE: Local Assistance CHAPTER 20 STATUTES 2013 ITEM 2660-102-0890 YEAR 2013-2014 PEC/PECT 20.30.010.550 TASK/SUBTASK 2620/0420 AMOUNT $900,000.00 TOTAL 900,000.00 ADA Notit 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, 08/08/2014 11-SD-0-NATC HSIPL-5066(021) SPECIAL COVENANTS OR REMARKS 1. A. The ADMINISTERING AGENCY will advertise, award and administer this project in accordance with the current published Local Assistance Procedures Manual. B. 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 State or Federal funds are needed for those future phase(s). C. Award information shall be submitted by the ADMINISTERING AGENCY to the District Local Assistance Engineer within 60 days of project contract award and prior to the submittal of the ADMINISTERING AGENCY'S first invoice for the construction contract. Failure to do so will cause a delay in the State processing invoices for the construction phase. Please refer to Section 15.7 "Award Package" of the Local Assistance Procedures Manual. D. 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. E. 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 Program Supplement 11-5066R-N009- ISTEA Page 2 of 3 11-SD-0-NATC HSIPL-5066(021) SPECIAL COVENANTS OR REMARKS 08/08/2014 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.). F. 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 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. G. 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 Exclusion List. Exclusions can be found at www.sam.gov. Program Supplement 11-5066R-N009- ISTEA Page 3 of 3 RESOLUTION NO. 2014 — 128 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NATIONAL CITY AUTHORIZING THE MAYOR TO EXECUTE PROGRAM SUPPLEMENT AGREEMENT NO. N009 TO THE STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION TO ENCUMBER $900,000 IN FEDERAL HIGHWAY SAFETY IMPROVEMENT PROGRAM FUNDING FOR CONSTRUCTION OF THE HIGHLAND AVENUE SAFETY ENHANCEMENTS PROJECT FROM DIVISION STREET TO EAST 8T" STREET, AND AUTHORIZING THE ESTABLISHMENT OF FUND APPROPRIATIONS AND A CORRESPONDING REVENUE BUDGET WHEREAS, on February 18, 2011, the California Department of Transportation (Caltrans) awarded a $900,000 Federal Highway Safety Improvement Program (HSIP) Grant to the City of National City for construction of the Highland Avenue Safety Enhancements Project from Division Street to East 8th Street, with local matching funds required in the amount of $324,000 that are available through Prop "A" TransNet; and WHEREAS, the project includes the following traffic safety enhancements on Highland Avenue between Division Street and East 8' Street, within the public right of way, to calm traffic, reduce collisions, and improve access for pedestrians: 1. Reduce travel lanes from four lanes to two lanes with protected left -turn pockets at intersections to reduce rear -end and left -turn vs. opposing thru traffic collisions; 2. Provide ADA improvements, enhanced signing and striping, and corner bulb -outs and refuge islands to calm traffic and reduce pedestrian crossing distances at intersections; 3. Convert parallel parking to angle parking on the east side of the street to calm traffic and provide more parking for local businesses; and WHEREAS, Program Supplement Agreement No. N009 for Highland Avenue is required to allow for reimbursement of eligible construction expenses through the use of Federal Highway Safety Improvement Program grant funds. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of National City hereby authorizes the Mayor to execute Program Supplement Agreement No. N009 to the State of California Department of Transportation to encumber $900,000 in Federal Highway Safety Improvement Program funding for construction of the Highland Avenue Safety Enhancements Project from Division Street to East 81h Street. BE IT FURTHER RESOLVED that the City Council hereby authorizes a local grant match in the amount of $324,000, to be appropriated from Proposition "A" Transnet funds. BE IT FURTHER RESOLVED that the City Council hereby authorizes the establishment of fund appropriations and a corresponding revenue budget. [Signature Page to Follow] Resolution No. 2014 — 128 Page Two PASSED and ADOPTED this 2nd day of Septemlj 2014. ATTEST: A /V 1 1 Michael R. Dalla, Cit Clerk ROVED AS TO FORM: citua Silva City on Morrison, Mayor Passed and adopted by the Council of the City of National City, California, on September 2, 2014 by the following vote, to -wit: Ayes: Councilmembers Cano, Morrison, Natividad, Rios, Sotelo-Solis. Nays: None. Absent: None. Abstain: None. AUTHENTICATED BY: RON MORRISON Mayor of the City of National City, California City lerk of the City of National City, California By: Deputy I HEREBY CERTIFY that the above and foregoing is a full, true and correct copy of RESOLUTION NO. 2014-128 of the City of National City, California, passed and adopted by the Council of said City on September 2, 2014. City Clerk of the City of National City, California By: Deputy CITY OF NATIONAL CITY, CALIFORNIA COUNCIL AGENDA STATEMENT C • c \Li- 36 MEETING DATE: September 2, 2014 AGENDA ITEM NO. 7 ITEM TITLE: Resolution of the City Council of the City of National City authorizing the Mayor to execute Program Supplement Agreement No. N009 to the State of California Department of Transportation to encumber $900,000 in Federal Highway Safety Improvement Program (HSIP) funding for construction of the Highland Avenue Safety Enhancements Project from Division Street to E. 8th Street, and authorizing the establishment of fund appropriations and a corresponding revenue budget ($324,000 grant match required and appropriated from Prop A TransNet funds PREPARED BY: Stephen Manganiello PHONE: 619-336-4382 EXPLANATION: See attached. DEPARTMENT: Engineering & Public Works APPROVED BY: FINANCIAL STATEMENT: APPROVED: ACCOUNT NO. APPROVED: 296-409-500-598-6570: $900,000 (Federal HSIP Grant — Highland Ave); 307-409-500-598-6570: $324,000 (Prop A — Highland Ave) ENVIRONMENTAL REVIEW: N/A ORDINANCE: INTRODUCTION: FINAL ADOPTION: Finance MIS STAFF RECOMMENDATION: Adopt the Resolution. BOARD / COMMISSION RECOMMENDATION: N/A ATTACHMENTS: 1. Explanation 2. Program Supplemental Agreement 3. Resolution Explanation On February 18, 2011, the California Department of Transportation (Caltrans) awarded a $900,000 Federal Highway Safety Improvement Program (HSIP) Grant for construction of the Highland Avenue Safety Enhancements Project from Division Street to E. 8th Street. Required local matching funds in the amount of $324,000 are available through Prop A TransNet. The project includes the following traffic safety enhancements on Highland Avenue between Division Street and E. 8th Street, within the public right of way, to calm traffic, reduce collisions and improve access for pedestrians: 1) Reduce travel lanes from four lanes to two lanes with protected left -turn pockets at intersections to reduce rear -end and left -turn vs. opposing thru traffic collisions; 2) Provide ADA improvements, enhanced signing and striping, and corner bulb - outs and refuge islands to calm traffic and reduce pedestrian crossing distances at intersections; 3) Convert parallel parking to angle parking on the east side of the street to calm traffic and provide more parking for local businesses. Per Resolution No. 2007-67, City Council authorized the City Engineer to execute Master Agreement No. 11-5066R with Caltrans for Federal -Aid projects. City Council Resolution authorizing the Mayor to execute Program Supplement Agreement No. N009 for Highland Avenue is required to allow for reimbursement of eligible construction expenses through the use of Federal HSIP grant funds. PROGRAM SUPPLEMENT NO. N009 to ADMINISTERING AGENCY -STATE AGREEMENT FOR FEDERAL -AID PROJECTS NO 11-5066R Adv Project ID Date: 1112000011 Location: Project Number: E.A. Number: Locode: August 8, 2014 11-SD-0-NATC HSIPL-5066(021) 11-956732 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: Highland Avenue between Division Street and E 8th. Street TYPE OF WORK: Roadway Upgrade LENGTH: 0.0(MILES) Estimated Cost $1,224,000.00 Federal Funds MS30 $900,000.00 Matching Funds LOCAL $324,000.00 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 n6T61,1ty, Date g., t 3 $900.000.00 Chapter Statutes Item Year Program BC Category Fund Source AMOUNT Program Supplement 11-5066R-N009- ISTEA Page 1 of 3 -1- 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: 8/13/2014 PROJECT NUMBER: 1112000011 REQUISITION NUMBER I CONTRACT NUMBER: RQS-2660-111500000054-1 FROM: Department of Transportation SUBJECT: Encumbrance Document VENDOR / LOCAL AGENCY: CITY OF NATIONAL CITY $900,000.00 PROCUREMENT TYPE: Local Assistance CHAPTER 20 STATUTES 2013 ITEM 2660-102-0890 YEAR 2013-2014 PEC I PECT 20.30.010.550 TASK / SUBTASK 2620/0420 AMOUNT $900,000.00 TOTAL 900,000.00 ADA Noti' 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. -2- 11-SD-0-NATC HSIPL-5066(021) SPECIAL COVENANTS OR REMARKS 08/08/2014 1. A. The ADMINISTERING AGENCY will advertise, award and administer this project in accordance with the current published Local Assistance Procedures Manual. B. 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 State or Federal funds are needed for those future phase(s). C. Award information shall be submitted by the ADMINISTERING AGENCY to the District Local Assistance Engineer within 60 days of project contract award and prior to the submittal of the ADMINISTERING AGENCY'S first invoice for the construction contract. Failure to do so will cause a delay in the State processing invoices for the construction phase. Please refer to Section 15.7 "Award Package" of the Local Assistance Procedures Manual. D. 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. E. 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 Program Supplement 11-5066R-N009- ISTEA Page 2 of 3 -3- 11-SD-0-NATC HSIPL-5066(021) SPECIAL COVENANTS OR REMARKS 08/08/2014 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.). F. 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 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. G. 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 Exclusion List. Exclusions can be found at www.sam.gov. Program Supplement 11-5066R-N009- ISTEA Page 3 of 3 -4- RESOLUTION NO. 2014 — RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NATIONAL CITY AUTHORIZING THE MAYOR TO EXECUTE PROGRAM SUPPLEMENT AGREEMENT NO. N009 TO THE STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION TO ENCUMBER $900,000 IN FEDERAL HIGHWAY SAFETY IMPROVEMENT PROGRAM FUNDING FOR CONSTRUCTION OF THE HIGHLAND AVENUE SAFETY ENHANCEMENTS PROJECT FROM DIVISION STREET TO EAST 8TH STREET, AND AUTHORIZING THE ESTABLISHMENT OF FUND APPROPRIATIONS AND A CORRESPONDING REVENUE BUDGET WHEREAS, on February 18, 2011, the California Department of Transportation (Caltrans) awarded a $900,000 Federal Highway Safety Improvement Program (HSIP) Grant to the City of National City for construction of the Highland Avenue Safety Enhancements Project from Division Street to East 8th Street, with local matching funds required in the amount of $324,000 that are available through Prop "A" TransNet; and WHEREAS, the project includes the following traffic safety enhancements on Highland Avenue between Division Street and East 8th Street, within the public right of way, to calm traffic, reduce collisions, and improve access for pedestrians: 1. Reduce travel lanes from four lanes to two lanes with protected left -turn pockets at intersections to reduce rear -end and left -turn vs. opposing thru traffic collisions; 2. Provide ADA improvements, enhanced signing and striping, and corner bulb -outs and refuge islands to calm traffic and reduce pedestrian crossing distances at intersections; 3. Convert parallel parking to angle parking on the east side of the street to calm traffic and provide more parking for local businesses; and WHEREAS, Program Supplement Agreement No. N009 for Highland Avenue is required to allow for reimbursement of eligible construction expenses through the use of Federal Highway Safety Improvement Program grant funds. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of National City hereby authorizes the Mayor to execute Program Supplement Agreement No. N009 to the State of California Department of Transportation to encumber $900,000 in Federal Highway Safety Improvement Program funding for construction of the Highland Avenue Safety Enhancements Project from Division Street to East 8th Street. BE IT FURTHER RESOLVED that the City Council hereby authorizes a local grant match in the amount of $324,000, available through Proposition "A" Transnet. BE IT FURTHER RESOLVED that the City Council hereby authorizes the establishment of fund appropriations and a corresponding revenue budget. [Signature Page to Follow] Resolution No. 2014 — Page Two PASSED and ADOPTED this 2nd day of September, 2014. Ron Morrison, Mayor ATTEST: Michael R. Dal►a, City Clerk APPROVED AS TO FORM: Claudia Gacitua Silva City Attorney City of National City Office of the City Clerk 1243 National City Blvd., National City, CA 91950-4397 Michael R. Dalla — City Clerk (619)336-4226 (619) 336-4229 October 14, 2015 TO: Steve Manganiello, City Engineer FROM: Michael Dalla, City Clerk SUBJECT: Incomplete 2014 Contract Documents Please review the attached list of contracts from 2014 for which our office has never received a fully executed original document. If your Department has or is able to acquire a fully executed original document, please provide it to us. After November 1st, it is my intention to insert a "Note to File" in the respective contract folder indicating that a fully executed original was never received by our office.