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HomeMy WebLinkAboutItem #8CITY OF LAKE LSM OKE NC09 J DREAM EXTREME* REPORT TO CITY COUNCIL TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: GRANT M YATES CITY MANAGER DATE: AUGUST 13, 2013 SUBJECT: CITY PROJECT NO. 4375, SPEED READER/FEEDBACK SIGNS PROGRAM SUPPLEMENT AGREEMENT NO. N007 TO ADMINISTERING AGENCY -STATE AGREEMENT NO. 08 -5074R FOR FEDERAL AID PROJECTS Recommendations 1. Adopt Resolution No. 2013053 approving and authorizing execution of the Federal Safe Routes To School (SRTSL- 5074(014)) Program Supplement Agreement No.N007 to Administering Agency -State Agreement No. 08- 5074R and all subsequent SRTSL- 5074(014) project specific Program Supplements. 2. Authorize the City Manager to sign SRTSL- 5074(014) Program Supplement No.N007 and all subsequent SRTSL- 5074(014) project specific Program Supplement Agreements. 3. Authorize the City Clerk to return the signed agreement, in duplicate, to Caltrans Office of Local Programs for execution. Background In July of 2011, the City of Lake Elsinore applied for a Federal Safe Routes to School Grant in the sum of $355,388 to install 18 solar powered speed activated speed reader /feedback signs to inform drivers of their speed with the intent to gain compliance with posted speed within elementary and middle school zones. An example of the type of sign is attached at Exhibit A. The City, working closely with Lake Elsinore Unified School District staff, identified (7) Lake Elsinore Unified School District elementary and middle schools in the City limits for sign placement. The schools are: Canyon Lake Middle School, Cottonwood Canyon Elementary, Elsinore Elementary, Elsinore Middle AGENDA ITEM NO. 8 Page 1 of 16 Program Supplement No N007 to Agency -State Master Agreement August 13, 2013 Page 2 School, Machado Elementary, Terra Cotta Middle School and Tuscany Hills Elementary. Exhibit B provides general information regarding the schools and the Speed Reader /Feedback Sign locations. Grant processing began in October of 2011 and tasks included Caltrans review of: (1) the environmental documents (approved in December of 2012); (2) request for expedited project selection allowing for release of project funding in fiscal 2012/13; and (3) receipt of the "E -76" document that authorizes the City to begin reimbursable activity including design, bidding and construction in 2013. Discussion Anticipated proiect timeline: Activity Start Complete Time Elapsed Advertise for Bids August September 1 month Award Construction Contract September September 2 weeks Construction October December 3 months As the State agency responsible for the administration of the Federal Safe Routes To School Grant, Caltrans has prepared and provided to the City for approval and execution Program Supplement No. N007, which provides for payment of authorized project expenses from the Federal -Aid funds. Fiscal Impact 100% of the cost for installation of the speed reader /feedback signs will be funded by the $355,388 grant. Prepared by: Peter Ramey Project Engineer Rita Thompson Senior Engineering Technician Ken Seumalo Director of Public Works Approved by: Grant M. Yates City Manager 4�0 Attachments: Exhibit A Exhibit B Program Supplement No. N007 Resolution No. 2013-0.53 Page 2 of 16 EXHIBIT A EXAMPLES OF SPEED READER/FEEDBACK SIGNS i,rV! T 25 YOUR SPEED Page 3 of 16 -i� ik h �3 Page 3 of 16 EXHIBIT B vw P I p 4. _ I BALSA CPR `. al W F- - -- cc D a ASPEN CIR - MOUNrAIN'Sr t t .�.1 - . I I { FNOTNIL-WAYr= _SEED - T LIMIT � r�--j F.AIR O" DR._ W. A I LSPRucE sr t y DRI OUD IN I v , ` • ,� ii Q � ' sELMoxr a VE i TE I _ ff JL Y J]D RDAIHW�i1'M i— t t 1• A C f SPINDRIFT CIR '�} ff - jl SPEED Approximate location �� LIMIT of Speed Reader/ oa i p p ::. Feedback Sign o ii_, sw to 0 00 SHINGTONAVE W -- rrly war R CIR t - vERSAILt�S °Sr - E CuV W A Speed Reader /Feedback Solar Powered Sign LAKE E111 E Terra Cotta Middle School �y - -r °- Gtyal Lake EI n,re GIS LIkt AM TjRI lI.ML. _ Clly nl .fR .l d. G15 cnunN of Rrvenitla GlS Page 5 of 16 EXHIBIT B COu � A Q� SPEED f 94irAf LIMIT t 25 Ar- 11 ' SPEED LIMIT 25 4: I j' �� SPEED LIMIT 25 SPEED '• Canyon Lake Middle LIMIT 25 SPEED Approximate location LIMIT of Speed Reader/ ' Cottonwood Canyon Elementary 125 Feedback Sign j Q4 *H/ C [ly C Q qu W, v: all H I x � I }` 1z i Speed Reader /Feedback Solar Powered Sign 1 p`+Ty��+ Cottonwood Canyon Elementary School Rw�itr !.mss Ie OkE 6 PreV.1 L.by: _ Canyon Lake Middle School � Clty of Lake Elelnme GIS L)511 k7.L LjCIkLMY _ Gly of Lake EWnore GlS Page 6 ©t1 !`6 CunryofRWWd.GIS EXHIBIT B CIry Speed Reader /Feedback Solar Powered Sign LAU FJ SIAOR:� Elsinore Middle School q Repared by G, of Lek. ENlnare GIS ?- NI. ry of Leke EE.r' —CIS '' Page 7 al 16 " n C0001yo1Rl erW'GIS EXHIBIT B r, Crty OF O LAKJE 441 4COr Speed Reader /Feedback Solar Powered Sign Elsinore Elementary School r aeaaa Oily of LaN, Elslrwre GIS Gala Sources: c�i 1.�,�: Page8 t'�f "` C1lY of Laka EMlnore GIS County of MY—W, GIS C a ' PROGRAM SUPPLEMENT NO. N007 to ADMINISTERING AGENCY -STATE AGREEMENT FOR FEDERAL -AID PROJECTS NO 08 -5074R Adv Project ID Date: July 1, 2013 0812000230 Location: 08 -RIV -0 -ESN Project Number: SRTSL- 5074(014) E.A. Number: Locode: 5074 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 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: Various locations throughout the city TYPE OF WORK: Install speed feedback signs Cost LU2E $355,388.00 CITY OF LAKE ELSINORE By Title Date Attest LENGTH: 0.0(MILES) Funds LOCAL OTHER $0.00 $0.00 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. '1 i1y� Date Ghaoter Statutes Item ! Year Program BC I Category Fund Source $355,388.00 AMOUNT Program Supplement 08- 5074R -N007- ISTEA Page 1 of 4 Page 9 of 16 STATE OF CALIFORNIA. DEPARTMENT OF TRANSPORTATION PROGRAM SUPPLMENT AND CERTIFICATION FORM PSCF (REV. 0112010) TO: Claims Audits 3301 "C" Street, Rm 404 Sacramento, CA 95816 FROM: Department of Transportation SUBJECT: Encumbrance Document VENDOR/ LOCAL AGENCY: CITY OF LAKE ELSINORE CONTRACTAMOUNT: $ 355,388.00 PROCUREMENT TYPE: Local Assistance REQUISITION NUMBER / CONTRACT NUMBER: RQS 081400000002 PROJECT NUMBER: 0812000230 Page 1 of 1 ADA Not For Individuals with sensory disabilities, this document is available In alternate formats. For information, call (915) 854 -8410 of TDD (816) -3580 orwrlte Records and Forms Management, 1120 N. Street, MS -89, Sacramento, CA 95814. Page 10 of 16 08 -RIV -0 -ESN 07/0112013 SRTSLc5074(014) SPECIAL COVENANTS OR REMARKS 1. 1. 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 cycle. 2. 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 detailed instructions on data submission requirements refer to the NCSRTS web site at: http://www.saferoutesinfo.org/data/ 2. 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). 3. 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. 4. The ADMINISTERING AGENCY will advertise, award and administer this project in Program Supplement 08- 5074R -N007- ISTEA Page 2 of 4 Page 11 of 16 08 -RIV -0 -ESN 07/01/2013 SRTSL »5074(014) ' - . SPECIAL COVENANTS OR REMARKS accordance with the current published Local Assistance Procedures Manual, 5. 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. 6. 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 submit4or 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. 7. 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.). Program Supplement 08.5074R -N007- ISTEA Page 3 of 4 Page 12 of 16 08 -RIV -0 -ESN 07/01/2013 SRTSLr5074 (014) SPECIAL COVENANTS OR REMARKS 8. 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). Program Supplement 08= 507411-N007- ISTEA Page 4 of 4 Page 13 of 16 RESOLUTION NO. 2013 -053 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKE ELSINORE, CALIFORNIA, APPROVING AND AUTHORIZING EXECUTION OF PROGRAM SUPPLEMENT AGREEMENT NO. N007 TO ADMINISTERING AGENCY -STATE AGREEMENT NO. 08 -5074R WITH THE STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR CITY PROJECT 4375, SPEED READER/FEEDBACK SIGNS. WHEREAS, before Federal -Aid will be made available for a specific Safe Routes To School Grant program project, the local public agency (Administering Agency) and State are required to enter into an agreement relative to prosecution of said project and maintenance of the completed facility. WHEREAS, the City has received Federal Safe Routes to School Grant authorization for Federal -Aid in the sum of $355,388.00 for the installation of 18 speed reader /feedback signs; and WHEREAS, Caltrans is the State of California agency responsible for administration of the Federal -Aid funds; and WHEREAS, Caltrans has provided to the City for approval and execution Program Supplement Agreement No. N007 providing for disbursement of Federal -Aid funding for the Speed Reader /Feedback Signs; and NOW, THEREFORE, the City Council of the City of Lake Elsinore, California, does hereby resolve as follow: SECTION 1. That it hereby approves "Program Supplement Agreement No. N007" to the Administering Agency -State Agreement No. 08- 5074R. SECTION 2. Authorizes the City Manager to sign the "Program Supplement No. N007" and all subsequent project specific Program Supplements to said Agreement; and Page 15 of 16 City Council Resolution No. 2013 -053 Page 2 of 2 SECTION 3. Authorize the City Clerk to return the signed agreement, in duplicate, to Caltrans Office of Local Programs for execution. SECTION 4. This Resolution shall take effect from and after the date of its passage and adoption. PASSED, APPROVED AND ADOPTED this 13th day of August 2013. Robert E. Magee, Mayor ATTEST: Virginia J. Bloom, City Clerk APPROVED AS TO FORM: Barbara Z. Leibold, City Attorney Page 16 of 16