2011-019-PPW Job 10-05 Agency State Master AgreementRESOLUTION 2011 -019
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
AUTHORIZING THE TOWN MANAGER
TO EXECUTE A PROGRAM SUPPLEMENT AGREEMENT
UNDER THE MASTER AGREEMENT
WITH THE STATE OF CALIFORNIA
DEPARTMENT OF TRANSPORTATION
FOR PPW JOB #10 -05 - SAFE ROUTES TO SCHOOL FUNDS FOR THE BLOSSOM
HILL ROAD SIDEWALK AND BICYCLE LANE PROJECT SR2SL- 5067(018)
WHEREAS, the Town of Los Gatos (Town) is eligible to receive Federal and /or State
finding for certain Transportation projects, through the California Department of Transportation;
and
WHEREAS, Master Agreements, Program Supplemental Agreements, Fund Exchange
Agreements, and /or Fund Transfer Agreements need to be executed with the California
Department of Transportation before such funds can be claimed; and
WHEREAS, the Town wishes to delegate authorization to execute this program
supplement agreement (Exhibit A) and any amendment thereto to the Greg Larson, Town
Manager; and
NOW, THEREFORE BE IT RESOLVED that Greg Larson, Town Manager be
authorized to execute all Master Agreements, Program Supplemental Agreements, Fund
Exchange Agreements, Fund Transfer Agreements and any amendment thereto with the
California Department of Transportation.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos, California, held on the 4th day of April, 2011, by the following vote:
COUNCIL MEMBERS:
AYES: Steven Leonardis, Diane McNutt, Steve Rice, Barbara Spector, Mayor Joe Pirzynski
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
C ERIC DMINISTR TOR OF THE TOWN OF LOS GATOS
LO GA OS, CALIFORNIA
STATE O F C BUSI N ESS, TRANSPORTATION AND HOUSIN AGENCY EDMUND G. BROWN Jr. Governo
DEPARTMENT OF TRANSPORTATION
Division of Local Assistance
1120 N STREET EXHIBIT A�
P.O. BOX 842874, MS# 1 1 `'
Sacramento, CA 94274.0001
TTY 711
(916) 654 -3151.
Fax (916) 653 -7621 File : 04- SCI-- 0-1-GT8
March 8, 2011
SR2SL- 5087(018)
Blossom Hill Rd. from Cherry
Blossom Ln. to Camino del Cerro
Mr. Kevin Rohani
Town Engineer & Assistant Director
City of Los Gatos
41 Miles Avenue
Los Gatos, CA 95031
Dear Mr. Reheat:
Enclosed are two originals for both the Administering Agency -State Master Agreement No. 003408, and the Program
Supplement Agreement No, OH93 Rev. 000 .
Please sign both originals of those two Agreements and return them to this office, Office of Local Programs - MS1wilhin
90 days from the date of this letter. If the signed Agreements are not received back in this office within 90 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 copies of the executed agreements.
sd. If you have questions, please contact your District Local Assistance Engineer,
BILL SANDOVAL, Ctfiief
Office of Project Implementation - North
Division of Local Assistance
Enclosures
c: OLP AE Project Files
(04) DLAE - Sylvia Fung
PROGRAM SUPPLEMENT NO. H93
to
ADMINISTERING AGENCY -STATE AGREEMENT
FOR STATE FUNDED PROJECTS NO 003403
Date: February 17, 2011
Location:
04-S C L- 0 -LGTS
Project Number:
SR2SL- 5067(018)
E.A. Number:
04- 985775
Locode:
5067 .
This Program Supplement, effective , hereby adopts and incorporates into the Administering Agency -Slate
Agreement No. 003405 for State Funded Projects which was entered into between the ADMINISTERING AGENCY and
the STATE with an effective date of and Is subject to all the terms and conditions thereof. This PROGRAM
SUPPLEMENT is executed In accordance wlth 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 encumbered to this project, Administering Agency accepts and will comply with the Special
Covenants and remarks set forth on the fallowing pages.
PROJECT LOCATION:
Blossom Hill Rd. from Cherry Blossom Ln. to Camino dal Cerro
TYPE OF WORK: Construct curb, gutter, sidewalks, and curb ramps with minor paving
and striping; install crosswalks
Estimated Cost
State Funds
Matching Funds it
$990,000.00
STATE $450,000.00
LOCAL
$540,000.0
Title
OTHER
.. $O.00
CITY OF LOS GATOS
STATE OF CALIFORNIA
Department of Transportation
By
BY
Title
Chief, Office of Project Implementation
Division of Local Assistance
Date
Date
Attest
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:
- od f7
Accounting OFfrceF —
Date $450,000.00
Program Supplement 00340S.1-193- SERIAL Page d of 4
STATE OF CALIFORNIA. DEPARTMENT OF TRANSPORTATION
PROGRAM SUPPLME14T AND CERTIFICATION FORM
PSCF (REV. 0112010)
➢age_ of_
Clain Audits 2JIU120111 0408020834
3301 "C" Street, Rm 04 REQUISITION NUMBER ( CONTRACT NUMBER:
Sacramento. CA 96816 ROS- 2660. 040000000979
Department of Transportati
SUBJECT: - _ - --
Encumbrance Document
VENOOR /LOCAL AGENCY:
TOWN OF LOS GATOS
CONTRACT AMOUNT:
$456,000.00
PROCUREMENTTYPE:
ADA Notit ForindividuBlswllh sensory disabl06es, this document is available in alternate formats, For infmmallon, call (915) 654-6410 vfT➢D (916) -3880 or wAlo
Records and Forms Mawaament, 1120 N. Steel, MS -69, Sacremwo, CA 99614.
04SCL- 0•LGTS
I
SR2SL- 5067(018)
0310712011
SPECIAL COVENANTS OR REMARKS
Program Supplement 00- 3408 -H93- SERIAL Page 2 of 4
04•SCL- 0 -LGTS
SR2SL- 5067(018)
03107/2011
SPECIAL COVENANTS OR REMARKS
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 containing these STATE funds.
2. 1. This PROJECT is funded with State -only funding from the Safe Route to School
(SR2S) Program.
2. ADMINISTERING AGENCY agrees to administer PROJECT in accordance with the
SR2S Program Guidelines under which the project was selected,
3. This PSA allows reimbursement of eligible PROJECT expenditures to the
ADMINISTERING AGENCY for which the SR2S State funds are allocated. The effective
State allocation date establishes the eligibility date for the ADMINISTERING AGENCY to
start reimbursable work, Any work performed prior to the effective allocation date is not
eligible for reimbursement from the SR2S funds.
4. ADMINISTERING AGENCY agrees that SR2S funds available for reimbursement will
be, limited to the amount allocated and encumbered by the STATE consistent with the
scope of work in the STATE approved application. Funds encumbered may not be used
to increase the scope of work after a project is awarded for construction unless approved
by the Statewide SR2S Coordinator prior to performing work. Future allocations of SR2S
funds will be encumbered by use of a STATE approved Allocation Letter and Finance
Letter.
5. ADMINISTERING AGENCY agrees to the program delivery and reporting requirements
established for the applicable SR2S Program funding cycle.
6. ADMINISTERING AGENCY agrees to provide contract award information to the State
prior to submitting the first invoice for construction of this PROJECT. The required
Construction Contract Award Information is available at the Caltrans Safe Routes to
School (SR2S) Project Implementation web site:
http:www.dot.gov/hq/LocalPrograms/saferoutes/sr2s
7. The ADMINISTERING AGENCY agrees to follow all relevant State laws and
requirements Including the California Environmental Quality Act (CEQA).
8. The ADMINISTERING AGENCY agrees to submit the "Final Report of Expenditures" to
the DLAE within six (6) months of project completion in accordance with Section 17.5 of
the Local Assistance Procedures Manual (LAPM).
3. ADMINISTERING AGENCY agrees to comply with Office of Management and Budget
(OMB) Circular A -87, Cost Principles for State and Local Governments, and 49 CFR,
Part 18, Uniform Administrative Requirements for Grants and Cooperative Agreements to
Program Supplement 00.3405 -H93• SERIAL Page 3 of 4
04- SCL- O -LGTS
'SR2SL- 5067(018)
03/0712011
SPECIAL COVENANTS OR REMARKS
State and Local Governments, Notwithstanding the foregoing, ADMINISTERING
AGENCY shall not be required to comply with 49 CFR, Part 18,36 (i), subsections (3),(4),
(5), (6), (8), (9), (12) and (13).
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
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.
Program Supplement 00- 3405 -H93- SERIAL Page 4 of 4