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Home My WebLink About05 - CalTrans Local Assistance Transportation ProjectsJanuary 9, 2001 CITY COUNCIL AGENDA ITEM NO. 5 TO: Mayor and Members of the City Council FROM: Public Works Department SUBJECT: ADOPT RESOLUTION NO. 2001 - DELEGATING AUTHORITY TO CITY MANAGER TO APPROVE PROGRAM SUPPLEMENTS WITH CALTRANS FOR LOCAL ASSISTANCE TRANSPORTATION PROJECTS RECOMMENDATION: Adopt Resolution No. 2001- delegating authority to the City Manager to approve program supplements with Caltrans for Local Assistance Transportation Projects. DISCUSSION: The State of California, Department of Transportation ( Caltrans), is attempting to reduce the time required to process agreements for Local Agency Projects both internally and externally. Caltrans requested the City to consider this opportunity to streamline project delivery by delegating authority to the City Manager to approve program supplement agreements. Local Agency funds are administered pursuant to a document entitled, "Administering Agency -State Agreement for Federal -Aid Projects - No. 12- 5151." This Master Agreement between Caltrans and the City was adopted by Council on May 21, 1997. The Master Agreement sets the terms and conditions that must be followed for the City to receive Federal and /or State funding. Before Federal and State funding is made available for specific local transportation facility projects, the City and Caltrans are required to enter into a Program Supplement Agreement that describes the specific project, establishes the specific amount of funding for the project, and provides for maintenance of the completed facility. Paragraph 5 of Article I — Project Administration, of the Master Agreement allows a local agency governing body to delegate authority to manage the Program Supplements. Choosing to delegate authority to the City Manager will allow a quicker turn around of these agreements since Staff will not need to bring the item to Council for action. The Federal and /or State funds are allocated to the City through a competitive process administered by the Orange County Transportation Authority (OCTA). The City applies for this funding annually, project requests are approved by the City Council, and the application package is accompanied by a resolution from the Council. SUBJECT: ADOPT RESOLUTION NO. _ DELEGATING AUTHORITY TO CITY MANAGER TO APPROVE PROGRAM SUPPLEMENTS WITH CALTRANS FOR LOCAL ASSISTANCE TRANSPORTATION PROJECTS January 9, 2001 Page 2 Staff recommends Council approval of this resolution to help streamline the project delivery process with Caltrans. A sample program supplement is attached for review. After approval of this resolution and upon the City Manager's signature, a copy of any new program supplements will be distributed to the Council for information purposes. Respectfully submitted, PUBLIC WORKS DEPARTMENT Don Webb, Director By: d«ht99rNc/ Lois Thomp on Administrative Coordinator Attachments: Resolution Sample Program Supplement RESOLUTION NO. 2001- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH DELEGATING AUTHORITY TO CITY MANAGER TO APPROVE PROGRAM SUPPLEMENTS WITH CALTRANS FOR LOCAL ASSISTANCE TRANSPORTATION PROJECTS WHEREAS, the Legislature of the State of California has enacted legislation by which certain Federal funds may be made available for use on local transportation facilities of public entities qualified to act as recipients of these federal funds in accordance with the intent of Federal law; and WHEREAS, a certain amount of these funds has been apportioned to the City of Newport Beach (the City), and City Council has appropriated these funds for certain street improvement projects; and WHEREAS, to receive the reimbursement of said funds the City is required to execute the Administering Agency -State Agreement for Federal -Aid Projects, No. 12 -5151, as adopted on May 21, 1997, and a Program Supplement Agreement for each specific project; and WHEREAS, Paragraph 5 of Article I, Project Administration, of the Master Agreement allows a local agency governing body to delegate the authority to manage the Program Supplements. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Newport Beach as follows: SECTION 1. The City Manager be, and hereby is, delegated the authority to endorse the individual Program Supplement Agreements to the Administering Agency -State Agreement for Federal -Aid Projects. SECTION 2. This Resolution shall take effect immediately upon its adoption. ADOPTED this day of 2001. Mayor ATTEST: City Clerk F: IUsersTBWlSharedlCOUNCIL1Fy00- 011January- 91Caltrans Resolu6on.doc PROGRAM SUPPLEMENT NO. M003 to AGENCY -STATE AGREEMENT FOR FEDERAL -AID PROJECTS N0: 12 -5151 1. e: March 27, 1997 Location: 12- ORA- 0 -NPTB Project Number: STPLZ - 5151(003) E.A. Number: 12- 401804 This Program Supplement is hereby incorporated into the Agency -State Agreement for Federal Aid which was entered into between the Agency and the State on 5 -1a /y) and is subject to all the terms and conditions thereof. / /This Program Supplement is adopted in accordance with Article I of the aforementioned Master Agreement nder authority of Resolution No. %7 -3.5' , approved by the Agency on �411 8 /q� (See copy attached). The Agency further stipulates that as a condition to payment of funds obligated to this project, it accepts and will comply with the covenants or remarks setforth on the following pages. PROJECT TERMINI: IN THE CITY OF NEWPORT BEACH ON MARINE AVE. @ BALBOA ISLAND CHANNEL; BR. #55C -0014 TYPE OF WORK: SEISMIC RETROFIT LENGTH: 0.1 (MILES) PROJECT CLASSIFICATION OR PHASE(S) OF WORK [X] Preliminary Engineering [ ] Right -of -Way [ ] [ ] Construction Engineering [ ] Construction Estimated Cost Federal Funds Matching Funds Local ST SEISMIC OTHER $ 138000 33D $ 122171I$ 0 $ 15829I$ n $ 0 City of Newnn=r ° STATE OF CALIFORNIA eparti en of T usportation BY > <�4 x ief, Offic of Local Programs U v oject Implementation Date C � � /J .9/ FOtiN ate Attest Title I hereby Certify upon my personal knowleedgee hhattt budgeted funds are available for this encumbrance: Accounting Offic'��I 'If /� Q Date d % / $ 138000.00 Chapter Statutes I Item 162 1996 2660- 125 -042 162 1996 2660 - 101 -890 I ffear?/ I ) Program eC1 Fund source I 96 -91 20.30.010.690 C 224060 042 -T 1562.. °.00 96 -97 20.30.010.690 C 224060 592 -F '1221 _!-DD Page 1 of 3 12- ORA- 0 -NPTS DATE: 03/27/97 STPLZ - 5151(003) SPECIAL COVENANTS OR REMARKS 1. The Local Agency will reimburse the State for their share of costs for work requested to be performed by the State. 2. The Local Agency agrees the payment of Federal funds will be limited to the amounts approved by the Federal Highway Administration in the Federal -Aid Project Agreement (PR -2) /Detail Estimate, or its modification (PR -2A) or the FNM -76, and accepts any increases in Local Agency Funds as shown on the Finance or Bid Letter or its modification as prepared by the Office of Local Programs. 3. This Program Supplement will be revised at a later date to include other phases of work. 4. The Local Agency agrees to advertise the project no later than six (6) months after receipt of the structural plans, specifications and estimates from the State. 5. The Local Agency will be responsible for developing the structural and non- structural plans, specifications and estimates(PS &E) and will be responsible for preparation of the contract documents for advertisement, award and administration of this project. G. The Local Agency agrees to use local funds to match that portion of the work not eligible for match under The State Seismic Program. 7. State Seismic funds will provide the match to Federal Funds, as well as Local Agency overhead costs, relating to seismic project development until June 30, 1998. 8. All Maintenance, involving the physical condition and the operation of the improvements, referred to in Article III MAINTENANCE of the aforementioned Master Agreement will be performed by the Local Agency and /or the respective agencies as determined by agreement at regular intervals or as required for efficient operation of the completed improvements. 9. In executing this Program Supplemental Agreement, Local Agency hereby reaffirms the "Nondiscrimination Assurances" contained in the aforementioned Master Agreement for Federal -Aid Program. 10. Whenever the local agency uses a consultant on a cost plus basis, the local agency is required to submit a post audit report cover- ing the allowability of cost payments for each individual consul- tant or sub - contractor incurring over $25,000 on the project. The audit report must state the applicable cost principles utili- zed by the auditor in determining allowable costs as referenced in Page 2 of 3 12- ORA- 0 -NPTB. DATE: 03/27/97 STPLZ - 5151(003) SPECIAL COVENANTS OR REMARKS CFR 49, part 18, Subpart C - 22, Allowable Costs. Page 3 of 3