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Home My WebLink About1993-02-16; City Council; 12077; APPROVAL OF STATE AND LOCAL PARTNERSHIP AGREEMENTS FOR FUNDING THE PALOMAR AIRPORT ROAD EAST AND EL CAMINO REAL IMPROVEMENT PROJECT NO. 3166I 6s 9 0 CT a. 2 z e a 6 6 z 3 0 0 qn ly DEFT. #Y OF CARLSBAD - AGW A BILL /i L. _I! L AB ,# S TITLE:APPROVAL OF STATE AND LOCAL PARTNERSHIP MTG. 02/16/93 AGREEMENTS FOR FUNDING THE PALOMAR CITY A CITY M DEPT. FNG RECOMMENDED ACTION: AIRPORT ROAD EAST AND EL CAMINO REAL IMPROVEMENT PROJECT NO. 3166 Adopt Resolution No. 9 3 - 56 authorizing the Mayor to execute Progr Supplemental Agreements No. 003, 004 and 005 to State and Local Transportal Partnership Program Agreement No. SLTPP-5308 providing funding for Project No. 31 ITEM EXPLANATION: The attached agreements authorize State and Local Partnership funding for the th elements making up the Palomar Airport Road East Widening Project No. 3166 Th elements include: 0 0 0 El Camino Real Widening from Palomar Airport Road to Faraday Aver Palomar Airport Road/El Camino Real Intersection. Palomar Airport Road East Widening and realignment from El Camino I to east City limits. The State and Local Partnership program was approved by the legislature in 1988 received funding in conjunction with the gas tax increases authorized by Proposition These funds are designed to provide incentives to local agencies to generate revenues for transportation improvements. The only criteria for the receipt of funds that project funding not be state or federal gas tax funds. The Palomar Airport Road project being funding entirely by fee and local sales revenue is fully authorized for funding in the following amounts: 1. El Camino Real $544,454 2. Palomar Airport Road/EI Camino Real intersection $1,270,391 3. Palomar Airport Road Widening $3,426,00(3 The state contribution is based on the prorata share of funds allocated annually by state legislature relative to all projects being funded. For these projects the perceni participation is 21.57%. The City Council on May 14, 1991 approved the State and Local Partnership Mi Agreement No. SLTPP-5308 and Supplement 001, and 002 fund Monroe Street wide and various overlay programs. To date, over $200,000 has been received under program with only minor administrative effort being expended. These supplements are under Cycle 3 of the State and Local Partnership funds. U regulations for Cycle 3 only hard construction costs are eligible for reimbursen Because of favorable bids on the Palomar project the City will not receive all fi approved in the Supplemental Agreements. Staff estimates that actual reimburserr for all three projects will be approximately $848,060. 0 .. PAGE TWO OF AB# )a,O 7 7 FISCAL IMPACT Approval of the Agreement will allow the City to obtain an estimated $848,060 supplemental state funding for the Palomar Airport Road Project No. 3166. Administration of the grant will involve additional engineering, finance and audit co: estimated at under $10,000. These changes will be distributed to other proje funding sources and will not impact the General Fund. EXHIBITS: 1. Resolution No. 9 '3 - 3 6 authorizing the Mayor to execute Progra Supplemental Agreements No. 003, 004 and 005 to State and Lo( Transportation Partnership Program Agreement No. SLTPP-5308 providi funding for Project No. 3166. 2. Program Supplements Numbers 003, 004, and 005 to State Lo( Transportation Partnership Program Agreement No. SLTPP-5308. 1 2 3 4 5 6 ' 8 9 10 11 12 13 14 15 l6 17 18 19 20 21 22 23 24 25 26 27 28 0 0 RESOLUTION NO. 93-36 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA AUTHORIZING THE MAYOR TO EXECUTE STATE AND LOCAL PARTNERSHIP PROGRAM SUPPLEMENTAL AGREEMENTS 003,004 AND 005 PROVIDING FUNDING FOR PALOMAR AIRPORT ROAD PROJECT NO. 31 66. WHEREAS, the City of Carlsbad has applied for and been granted State and I Partnership Funding for the Palomar Airport Road and El Camino Real Widening Projed 3166; and WHEREAS, the City and State have previously entered into State and Local Partne WHEREAS, the City Council finds that receipt of supplemental funding is benefic NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carl! Program Master Agreement No. SLTPP-5308; and the transportation system for both the State and City. California, as follows: 1. 2. That the above recitations are true and correct. That the City Council authorizes the Mayor to execute Supplemental Agree1 PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City C( 003, 004 and 005 to the State-Local Partnership Agreement SLTPP-5308. held on the 16th day of Februaw , 1993 by the following vote, to wit: AYES: NOES: None ABSENT: None Council Members Lewis, Stanton, Kulchin, Nygaard, Finnila CLAUDE A.'bhIS, Mayor AllEST: ALETHA L. RAUTENKRANZ, City Clerk J (SEAL) ,> e 0 4' $ TO: Caltrans Dtstrict Director /q-rmJ, TERRY LOU€ LOCPC STieE073 Am POAPS rnH/Us& (name and address) Dear Director Reauest Ea rlv . Reimbursement for Pr- on the Sta te /Low I TranSDOrtat ion Partnershin Proaram It is my understanding that in order to stimulate California's economic recovery, Caltrans is offering an early reimbursement plan for the State/Local Transportation Partnership Program Projects are currently reimbursed on a pro rata basis under a proportional expenditure policy where the State's share is disbursed as a proportional part of each billing and not fully paid until a project is completed. The new option will provide 100% State reimbursement of eligible costs on monthly billings until the entire estimated State contribution has been paid. The purpose of this letter is to request relief from the proportional expenditure policy and instead receive reimbursement of the State's share as 100% of incurred costs. As a condition of this exemption, I am committed to retain these funds in my transportation program, and as a stimulus to the economy, I will use these funds rapidly to deliver other transportation projects in my area. I request this relief be applied to all active and future projects until such time as the proportional expenditure policy is reinstated. It is my understanding that where billings (already submitted), for locally administered projects, exceed the State's total share, reimbursement will be made upon receipt of a new invoice plus a certificate (this letter). I wil continue to bill, where the billings do not equal the State's total share, in order to receive full reimbursement for the projects. For State administered projects, Caltrans will refund excess deposits after receipt of a certificate (this letter) is properly executed. Adjustments will be made at the time of contract completion to provide a final accounting consistent with actual eligible costs. In addition to the above option, I understand that new reimbursement procedures have beer adopted for all projects involving less than $300,000 in State funds. These projects can now be fully reimbursed at the time of project award. The State's share will be based on the appropriate matching ratio applied to the eligible application amount or the eligible award amount, whichever is less. An invoice should be submitted expeditiously, following award of the project and execution of the program supplement, covering the appropriate eligible cost. Full state reimbursement will be made upon receipt of the invoice. The local entity is responsible for ensuring these funds are used consistent with the project application. Sincerely, (An authorized representative of the participating agency in the State/Local Transportation Partnership Program) DHBenjamin:ac-l111 0 PETE WILSON. Governor (c STATE OF CALIFORNIA-BUSINESS AND TRANSP9RTATION AGENCY DEPARTMENT OF TRANSPORTATION DISTRICT il, P.O. BOX 85406, SAN DIEGO 92186-5406 (619) 628-6790 January 20, 1993 11-SD-0-CBD SLTPP SB93-5308(32,33,35,36) Mr. Lloyd Hubbs City ENgineer City of Carlsbad 2075 Las Palmas Drive Carlsbad, CA 92009 Dear Mr. Hubbs: Enclosed for execution are two (2) originals each of Program Supplements No. 003,004,005,006 to “laster Agreement No. SLTPP-5308. Please execute and return all originals of Supplements, Also, please type your dates of approval and the authorizing resolution number in the space provided at the top of the Program Supplements. Upon the return of all originals, Caltrans will then execute them and send one original of all documents to you for your records. Please return executed agreements to: Mr. Jerry W. Love Caltrans-Local Streets and Roads P.O. Box 85406 San Diego, Ca. 92186 Attention Bill Wilder Sincerely, JESC‘S M. GARCIA District Director BY w,%u& JERRY W. LOVE District Local Streets and Roads Engineer 6 b. PROGRAM SUPPLEMENT NO. 003 to STATE-LOCAL TRANSPORTATION Location: 11-SD -0-CBD Project Number: SB93-5308(032) E.A. Number: 11-955498 $ 3426000 FY93 $ 246329 Local OTHER FY94 $ 492659 $ 2687012 $ FY95 $ 0 11-SD -0-CBD 0 0 DATE: 01/08/5 -. a, SB93-5308 (032) SPECIAL COVENANTS OR REMARKS 1. It is mutually understood between the parties that this contract may have been written before ascertaining the availability of legislative appropriation of funds, for the mutual benefit of both parties, in order to avoid program and fiscal delays that would occur if the agreement were executed after that determination was made. The total amount of State-Local Transportation Partnership funds payable by the State shall not exceed $738988 to be encumbered and reimbursed as follows: FY 92-93 $ 246329 FY 93-94 492659 FY 94-95 0 This agreement is valid and enforceable only if sufficient funds are made available by the California State Legislature. Any increase in State Partnership funds will require a revised program supplement. Any decrease in State Partnership funds will require a revised finance letter. 2. Within 120 days of project completion a Final Report of Expenditures must be transmitted to the Caltran's District Lo Streets and Roads Engineer. 3. The Reimbursement Ratio for this Cycle 3 (92/93) project is 21.57%. 4. The State Share Funds in this agreement are based on the appr, eligible application amount and represent maximum State Funds available for this project. Actual State Share Funds will be calculated after bid opening and will be based on the lower oi the approved eligible application amount or the eligible awarc amount. 5. In accordance with the State and Local Transportation Partner: Program Guidelines dated April 1992, Section IV, Project Eligibility, the 10% allowance for construction engineering ar contingencies is not eligible after Cycle 2. Only state/agencq furnished materials can be added to the contract item cost for State Partnership funds eligibility. Page 2 c to STATE-LOCAL TRANSPORTATION Project Number: SB93-5308(033 E.A. Number: 11-955499 DATE: 01/08/9 11-SD -0-CBD ”# f SB93-5308 (033) SPECIAL COVENANTS OR REMARKS 1. It is mutually understood between the parties that this contract may have been written before ascertaining the availability of legislative appropriation of funds, for the mutual benefit of both parties, in order to avoid program and fiscal delays that would occur if the agreement were executed after that determination was made. The total amount of State-Local Transportation Partnership funds payable by the State shall not exceed $274023 to be encumbered and reimbursed as follows: FY 92-93 $ 91341 FY 93-94 182682 FY 94-95 0 This agreement is valid and enforceable only if sufficient funds are made available by the California State Legislature. Any increase in State Partnership funds will require a revised program supplement. Any decrease in State Partnership funds will require a revised finance letter. 2. Within 120 days of project completion a Final Report of Expenditures must be transmitted to the Caltran’s District LC Streets and Roads Engineer. 3. The Reimbursement Ratio for this Cycle 3 (92/93) project is 21.57%. 4. The State Share Funds in this agreement are based on the appi eligible application amount and represent maximum State Funds available for this.project. Actual State Share Funds will bc calculated after bid opening and will be based on the lower c the approved eligible application amount or the eligible awai amount. . 5. In accordance with the State and Local Transportation Partnei Program Guidelines dated April 1992, Section IV, Project Eligibility, the 10% allowance for construction engineering t ’ contingencies is not eligible after Cycle 2. Only state/agenc furnished materials can be added to the contract item cost fc State Partnership funds eligibility. Page 2 x, to STATE-LOCAL TRANSPORTATION Project mber: SB93-5308(035 E.A. Number: 11-955500 DATE: 01/08/ 1. SB93-5308 (035) * 0 a- 11-SD -0-CBD SPECIAL COVENANTS OR REMARKS 1. It is mutually understood between the parties that this contract may have been written before ascertaining the availability of 1egislative.appropriation of funds, for the mutual benefit of both parties, in order to avoid program and fiscal delays that would occur if the agreement were executed after that determination was made. The total amount of State-Local Transportation Partnership funds payable by the State shall not exceed $117439 to be encumbered and reimbursed as follows: FY 92-93 $ 78293 FY 93-94 39146 FY 94-95 0 This agreement is valid and enforceable only if sufficient funds are made available by the California State Legislature. Any increase in State Partnership funds will require a revised program supplement. Any decrease in State Partnership funds will require a revised finance letter. 2. Within 120 days of project completion a Final Report of Expenditures must be transmitted to the Caltran's District I Streets and Roads Engineer. 3. The Reimbursement Ratio for this Cycle 3 (92/93) project is 21.57%. 4. The State Share Funds in this agreement are based on the apj eligible application amount and represent maximum State Funr available for this project. Actual State Share Funds will : calculated after bid opening and will be based on the lower the approved eligible application amount or the eligible awl amount. 5. In accordance with the State and Local Transportation Partnl Program Guidelines dated April 1992, Section IV, Project Eligibility, the 10% allowance for construction engineering contingencies is not eligible after Cycle 2. Only state/age: furnished materials can be added to the contract item cost State Partnership funds eligibility. Page : * ?- & February 19, 1993 Mr. Jerry W. Love District Local Streets and Roads Engineer State of California-Business and Transportation Agency Department of Transportation District 11 P. 0. Box 85406 San Diego, CA 92186-5406 Dear Mr. Love: The Carlsbad City Council, at its meeting of February 16, 199: adopted Resolution No. 93-36 (copy enclosed), approving the Stat and Local Partnership Agreements for Funding the Palomar Airpor Road East and El Camino Real Improvement Project No. Enclosed please find three (3) originals each for Progr? Supplement Nos. 003, 004, and 005, with original signatures fc processing by your agency. We request that a fully executc agreement of each supplement be sent to us for our files. 3166. ALETHA hap- L. RAUTENKRANZ, CMC City Clerk Am: ijp Enclosures 1200 Carlsbad Village Drive - Carlsbad, California 92008-1 989 - (61 9) 434-28C