HomeMy WebLinkAbout2020-10-06; City Council; Resolution 2020-196RESOLUTION NO. 2020-196
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING EXECUTION OF PROGRAM SUPPLEMENT
AGREEMENT NO. V28 WITH THE CALIFORNIA DEPARTMENT OF
TRANSPORTATION FOR THE LOCAL ROADWAY SAFETY PLAN GRANT.
WHEREAS, in November 2019, the California Department of Transportation (Caltrans) released
a call for applications for Local Roadway Safety Plan (LRSP) grant funds; and
WHEREAS, funding in the amount of $72,000 would be awarded to selected agencies, with a
local match of $8,000, resulting in a total project cost of $80,000; and
WHEREAS, the grant funding will be used to prepare an LRSP for the City of Carlsbad; and
WHEREAS, on Jan 9. 2020, Caltrans informed the City of Carlsbad that the city would be awarded
$72,000 for an LRSP grant; and
WHEREAS, the city will satisfy the in-kind funding requirement by providing $8,000 worth of
staff time to work on the project; and
WHEREAS, the City Council finds receipt of this supplemental funding beneficial to the
transportation system for both the city and the state; and
WHEREAS, the City Council finds it would be more expedient and cost-effective and, therefore,
in the best interest of the city for the city manager or designee to execute Program Supplement
Agreements as authorized by the Master Agreement No. 005725.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1. That the above recitations are true and correct.
2. That the city manager or designee is hereby authorized and directed to execute Program
Supplement Agreement No. V28 between the California Department of Transportation
and the City of Carlsbad, which is attached hereto as Attachment A.
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Oct. 6, 2020 Item #2 Page 22 of 27
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 6th day of October, 2020, by the following vote, to wit:
AYES: Hall, Blackburn, Bhat-Patel, Schumacher.
NAYS: None.
ABSENT: None. cfr4/7/il
MATT HALL, Mayor
)micrlib for
BARBARA ENGLESON, Citytlerk
(SEAL)
Oct. 6, 2020 Item #2 Page 23 of 27
By
Title
Date
Attest
Lao (A
PROGRAM SUPPLEMENT NO, V28
to
ADMINISTERING AGENCY-STATE AGREEMENT
FOR STATE FUNDED PROJECTS NO 00572S
Adv Project ID Date: August 12, 2020
1121000007 Location: 11-SD-O-CBD
Project Number: LRSPL-5308(022)
E.A. Number:
Locode: 5308
This Program Supplement, effective 8/10/2Q hereby adopts and incorporates into the Administering Agency-State
Agreement No. 00572S for State Funded Projects which was entered into between the ADMINISTERING AGENCY and
the STATE with an effective date of 10/19/2Oind 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. 2020-196 approved by the ADMINISTERING AGENCY on 10/6/2020 (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 following pages.
PROJECT LOCATION: Throughout the City of Carlsbad
TYPE OF WORK: Local road safety plan (LRSP)
Estimated Cost State Funds Matching Funds
STATE
$80.000.00
$72,000.00 LOCAL OTHER
$8,000.00 $0.00$0.00
CITY OF CARLSBAD STATE OF CALIFORNIA
Department of Transportation
By 41,) et
for Chief, Office of Project Implementation
Division of Local Assistance
Date October 19,2020
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:
Accounting Officer Date
J271 /
' '7202-G $72.000.00
Program Supplement 00-572S-V28- SERIAL Page 1 of 3
Oct. 6, 2020 Item #2 Page 24 of 27
11-SD-O-CBD
LRSPL-5308(022)
SPECIAL COVENANTS OR REMARKS
1. 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. 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.
3. ADMINISTERING AGENCY agrees to comply with the requirements in 2 CFR Part 200,
Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
Federal Awards (applicable to Federal and State Funded Projects).
4. This PROJECT is funded with State-Only funding from the Local Roadway Safety Plan
(LRSP) Program. ADMINISTERING AGENCY agrees to develop an LRSP under this
PROJECT.
The ADMINISTERING AGENCY agrees to follow all relevant State laws and
requirements including the California Environmental Quality Act (CEQA).
This PSA allows reimbursement of eligible PROJECT expenditures to the
ADMINISTERING AGENCY for which the LRSP 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 the effective allocation date is not
eligible for reimbursement from the LRSP funds.
ADMINISTERING AGENCY agrees that LRSP funds available for reimbursement will be
Program Supplement 00-572S-V28- SERIAL Page 2 of 3
Oct. 6, 2020 Item #2 Page 25 of 27
11-SD-O-CBD
LRSPL-5308(022)
SPECIAL COVENANTS OR REMARKS
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 for a
modified scope of work after a project is awarded unless approved by the Statewide
LRSP Coordinator prior to performing work.
ADMINISTERING AGENCY agrees to the program delivery and reporting requirements.
The study and the LRSP must be completed within thirty-six (36) months of the funding
allocation. The Final Report of Expenditure, the final invoice and the LRSP report must be
submitted to the DLAE within six (6) months of the report completion.
Program Supplement 00-572S-V28- SERIAL Page 3 of 3
Oct. 6, 2020 Item #2 Page 26 of 27
ADV. PROJECT ID APriT,?,P STATE PROG. FED/STATE
Cooperative Work Agreement
APP ROVED EXPIRATION
AMOUNT DATE
ACCOUNTING INFORMATION L REP L530E1(022)
ENCUMBRANCE APPROP EXPENDITURE ENCUMBRANCE REVERSION AMOUNT YEAR AMOUNT BALANCE DATE
1121000007 I 19102 I 2030010568 I $72,000.00 I 1019 I $0.00 I 072,000.00 06/30/24
DEPARTMENT OF TRANSPORTATION
To: City of Carlsbad
FINANCE LETTER Date: 10/14/2020
D CO RT: 11-SD-0-CBD
Project No: LRSPL-5308(022) Adv Project Id: 1121000007
Project End Date: 12/31/2022 Effective PE Reimburse Date:
EA No:
FINANCE ITEMS PRO RATA OR LUMP SUM TOTAL COST OF WORK PART. COST STATE FUNDS (CROP) LOCAL FUNDS OTHER FUNDS
Agency Preliminary Engineering
- PA/ED
Lump Sum $80,000.0C 180,000.00 $72,000.0d $8,000.00 $0.00
Totals: S80,00100 180,000.00 $12,000.00 $8,000.00 Moo
Participation Ratio: 100.00% This Finance Le ter was created based on specific financial info mation provided by the responsible local agency. The following
encumbrance history is prepared by Local Assistance Accounting Office and is provided here for local agency's information and action.
Signature: dAirt Oita) For questions regarding finance letter, contact:
Title: HQ Local Assistance Area Engineer Printed Name : Patrick Louie
Telephone No: (916) 653-7349
Remarks: FY 19-20 LRSP Project ID LRSP132. City of Carlsbad LRSP study. Based on agency request documents received on 7/27/20 for preliminary engineering. Reimbursement ratio = 90%.
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