HomeMy WebLinkAboutCC Resolution 15291 (Lincoln Avenue Corridor Safety Improvements Project Funding Agreement)1
RESOLUTION NO. 15291
RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY MANAGER
TO EXECUTE A PROGRAM SUPPLEMENT AGREEMENT WITH CALTRANS TO RECEIVE
STATE FUNDS
WHEREAS, the City of San Rafael is eligible to receive State funding for the Lincoln
Avenue Corridor Safety Improvements Project through the California Department of
Transportation (Caltrans); and
WHEREAS, a Program Supplement Agreement must be executed with the California
Department of Transportation before such funds may be claimed; and
WHEREAS, the City of San Rafael wishes to delegate authorization to execute the
agreement and any amendments thereto to the City Manager; and
WHEREAS, Caltrans requires the City Council to adopt a resolution authorizing the
execution of the agreement between Caltrans and the City of San Rafael to ensure receipt of the
funds; and
NOW, THEREFORE BE IT RESOLVED, that the City Council hereby authorizes the City
Manager to execute the Program Supplement Agreement, attached hereto as Exhibit A, and any
amendments thereto with the California Department of Transportation.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing resolution
was duly and regularly introduced and adopted at a regular meeting of the City Council of said
City on the 3rd day of June 2024, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Hill, Kertz & Mayor Kate
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Llorens Gulati
Lindsay Lara, City Clerk
00000A500
FOR STATE FUNDED PROJECTS NO 04-5043S21
0424000357
March 29, 2024
04-MRN-0-SRF
HSIPSL-5043(046)
5043
This Program Supplement, effective 03/22/2024, hereby adopts and incorporates into the Administering Agency-State
Agreement No. 04-5043S21 for State Funded Projects which was entered into between the ADMINISTERING AGENCY
and the STATE with an effective date of 10/31/2023 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 encumbered to this project, Administering Agency accepts and will comply with the Special
Covenants and remarks set forth on the following pages.
Lincoln Ave @ Brookdale Ave & Wilson court
Safety Improvements 0.0(MILES)
State FundsEstimated Cost Matching Funds
CITY OF SAN RAFAEL
By ________________________________By ________________________________
Title _______________________________
Date _______________________________
Attest _______________________________Date _______________________________
Division of Local Assistance
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:
Accounting Officer _______________________Date _______________
PROGRAM SUPPLEMENT NO.
to
ADMINISTERING AGENCY-STATE AGREEMENT
Adv. Project ID Date:
Location:
Project Number:
E.A. Number:
Locode:
PROJECT LOCATION:
TYPE OF WORK:LENGTH:
LOCAL OTHER
$38,700.00 $3,870.00 $0.00
Chief, Office of Project Implementation
STATE OF CALIFORNIA
Department of Transportation
$34,830.00
$34,830.00STATE
1Page of 3Program Supplement 04--504-A500- SERIAL
04/08/2024
SPECIAL COVENANTS OR REMARKS
04-MRN-0-SRF
HSIPSL-5043(046)
1.A. This PROJECT has received STATE funds from Highway Safety Improvement Program
(HSIP). The ADMINISTERING AGENCY agrees to administer the PROJECT in accordance
with the Highway Safety Improvement Program (HSIP) Guidelines, the Local Assistance
Procedures Manual (LAPM), the Local Assistance Program Guidelines (LAPG), and this
PROGRAM SUPPLEMENT.
B. The STATE funds for this PROJECT may be provided under one or more phases, which
are Preliminary Engineering (PE), Right-of-Way (R/W) and Construction (Con).
A phase-specific fund allocation is required, in addition to other requirements, before
reimbursable work can occur for the phase identified. Each allocation will be assigned an
effective date and identify the amount of funds allocated per phase. Unless otherwise
determined, the effective date of the phase-specific allocation will constitute the start of
reimbursable expenditures for the phase. The STATE funds available for reimbursement will
be limited to the amount allocated by the STATE for the phase.
C. At the time of the first fund allocation approval for the Project, this PROGRAM
SUPPLEMENT, a STATE-approved Allocation Letter and STATE Finance Letter are prepared
to allow reimbursement of eligible PROJECT expenditures for the phase allocated.
D. STATE and ADMINISTERING AGENCY agree that any additional fund allocations made
after the execution of this PROGRAM SUPPLEMENT, for the phase that has been authorized
in the first fund allocation approval or for a new phase, will be encumbered on this PROJECT
by use of a STATE-approved Allocation Letter and a STATE Finance Letter and are subject to
the terms and conditions thereof.
E. This PROJECT is subject to the delivery requirements enacted by the HSIP guidelines. The
delivery requirements may be accessed at: https://dot.ca.gov/programs/local-assistance/fed-
and-state-programs/highway-safety-improvement-program/delivery-requirements-status-
approved-projects.
F. Award information shall be submitted by the ADMINISTERING AGENCY to the District
Local Assistance Engineer immediately after 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 of invoices for the construction phase.
G. The ADMINISTERING AGENCY shall invoice STATE for PE, R/W and CON costs no later
than 180 days after the end of expenditure the phase. For construction costs, the
ADMINISTERING AGENCY has 180 days after project completion or contract acceptance to
make the final payment to the contractor, prepare the final Report of Expenditures and final
invoice, and submit to STATE for verification and
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SPECIAL COVENANTS OR REMARKS
04-MRN-0-SRF
HSIPSL-5043(046)
payment.
H. 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 LAPM provisions.
I. 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).
J. By executing this PROGRAM SUPPLEMENT, ADMINISTERING AGENCY agrees to
provide the STATE, upon request, with the information related to the PROJECT for the
purpose of project evaluation or other purposes.
K. The ADMINISTERING AGENCY shall construct the PROJECT in accordance with the
scope of work presented in the application and approved by the State. Any changes to the
approved PROJECT scope without the prior expressed approval of the State are ineligible for
reimbursement and may result in the entire PROJECT becoming ineligible for reimbursement.
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