TR2406.SR.MG
CITY OF SIMI VALLEY
MEMORANDUM
Ap
ril 15, 2024
TO: Cit
y Council
FR
OM: Department of Public Works
SUBJECT: ADOPTION OF A RESOLUTION APPROVING PROGRAM SUPPLEMENT NO. A479 TO IM PLEMENT CITYWIDE PAVEMENT DELINEATION
PROJECT NO. CRASL-5405(102)
STAFF RECOMMENDATION
It is re commended that the City Council a dopt the attached R esolution No. 2024 -07 (page 3) approving Program Supplement No. A479 to the Administering Agency -State Agreement for State-Funded Projects No. 075405S21 for the City to implement Citywide Pavement Delineation Projec t No. CRAS L-5405(102), and authorize the Mayor to execute the Program Supplement (Attachment A, page 5).
BACKGROUND AND OVERVIEW
In January 2022, City Staff requested the use of funding for “One-Time Local Street & Road Program” funds from the Ventura County Transportation Commission (VCTC). The City of Simi Valley would subsequently receive $1,300,000 in Federal Highway Infrastructure Program ( HIP) funding, and another $281,000 in Federal Coronavirus Response and Relief Supplemental Appropriations (CRRSA) funding, the latter needing to be obligated no later than September 30, 2024. The City moved forward with obligating the HIP funds for the Madera Road Overlay project, which was shovel-ready, and has since exhausted those funds. City Staff began project development for the CRRSA funds.
St
aff began obligation of the funds in March 2023, preparing and submi tting documentation to Caltrans. In the midst of the obligation process, Staff received notification from VCTC that unobligated CRRSA funds could be rescinded as part of the Fiscal Responsibility Act of 2023. Funds were officially rescinded in May 2023, pr ior to obligation. Following rescission, the State of California moved to “swap” all unobligated Federal funding with State gas tax funds. The funding was therefore saved and has now been obligated for use by the City to improve pavement delineation (striping) on Royal Avenue, Sequoia Avenue, Simi Town Center Way, and Kuehner Drive.
AGENDA ITEM NO.
Consent (9)
TR2406.SR.MG
FINDINGS AND ALTERNATIVES
Sta
te funding in the amount of $281,000 has been approved for this project using a fund swap of Federal CRRSA funds for State Gas Tax. There is no local match requirement.
Th
e following alternatives are available to the City Council:
1. Adopt the attached Re solution No. 2024-07 approving Program Supplement No.
A479 to implement Project No . CRASL-5 405(102), and authorize the M ayor to execute Program Supplement No. A479 to the Administering A gency-State Agreement for State-Funded Projects No. 075405S21;
2. Provide other direction to staff.
Sta
ff recommends Alternative No. 1.
SUGGESTED CITY COUNCIL MOTION
I m
ove to adopt a Resolution No. 2024-07 approving Program Supplement No. A479 to the Administering Agency -State Agreement for State- Funded Projects No. 075405S21 for the City to implement Citywide Pavement Delineation Project No. CRASL-5405(102), and authorize the Mayor to execute the Program Supplement.
SUMMARY
Th
e City received Federal funding in the amount of $281 ,000 under the CRRSA to improve pavement delineation on Royal Avenue, Sequoia Avenue, Simi Town Center Way, and Kuehner Drive, with no local match. Through the use of a fund swap, the funding is now State-only.
It is
re commended that the City Council adopt the attached Resolution No. 2024- 07 approving Program Supplement No. A479 to implement Citywide Pavement Delineation Project No. CRASL-5405(102), and authorize the Mayor to execute and Program Supplement.
______
______________________________
Ronald K. Fuchiwaki
Public Works Director
Pr
epared by: Justin Link, Principal Engineer
INDEX Page
Res
olution No. 2024-07…………………………………. .................... 3 Attachment A – Program Supplement No. A479 .............................. 5 2 C1902.RES.JH
RESOLUTION NO. 2024-07
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SIMI
VALLEY APPROVING PROGRAM SUPPLEMENT NO. A479 TO
IMPLEMENT CITYWIDE PAVEMENT DELINEATION PROJECT
NO. CRASL-5405(102)
WHEREAS, the City of Simi Valley has received State-only funds to improve pavement delineation on Royal Avenue, Sequoia Avenue, Simi Town Center Way, and Kuehner Drive, No. CRASL-5405(102), and
WHEREAS, Caltrans has reviewed and found the subject project eligible for State funding; and
WHEREAS, the Master Agreement Administering Agency-State Agreement for State -Funded Projects No. 07- 5405S21 with the State of California outlines t he conditions and covenants of State funding for the subject project, and
WHEREAS, Program Supplement No. A 479 to the Administering Agency- State Agreement for State Funded Projects No. 07- 5405S21 outlines supplemental conditions and covenants of State funding for the subject project; and
WHEREAS, the City Council is desirous of approving and accepting Program Supplement No. A479.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SIMI VALLEY DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1
. The above recitals are true and correct.
SECTION 2. The Program Supplement No. A479 to the Administering Agency-State Agreement for State Funded Projects No. 07-5405S21 attached hereto as Attachment A, and incorporated by reference herein, is hereby approved and accepted by the City of Simi Valley, and the Mayor is authorized to execute the Program Supplement on behalf of the City.
3 RES. NO. 2024-07
C1902.RES.JH
SECTION 3. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the Office of the City Clerk.
PASSED and ADOPTED this 15th day of April 2024.
Attest:
Lucy Blanco, City Clerk Fred Thomas, Mayor of the City of Simi Valley, California
Approved as to Form: Approved as to Content:
Algeria R. Ford, City Attorney Brian Gabler, City Manager
Ronald K. Fuchiwaki
Public Works Director
4 00000A479
FOR STATE FUNDED PROJECTS NO 07-5405S21
0724000224
This Program Supplement, effective , hereby adopts and incorporates into the Administering Agency-State Agreement No. 07-5405S21 for State Funded Projects which was entered into between the ADMINISTERING AGENCY and the STATE with an effective date of 03/06/2023 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.
Royal Avenue between Madera Road and Sycamore Drive; Sequoia Avenue between Royal Avenue and The Woodlands; Simi Town Center between First Street and Erringer Road; Kuehner Drive
Road Rehabilitation 0.0(MILES)
State FundsEstimated Cost Matching Funds
CITY OF SIMI VALLEY
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
$281,000.00 $0.00 $0.00
Chief, Office of Project Implementation
STATE OF CALIFORNIA
Department of Transportation
$281,000.00
$281,000.00STATE
1 Page of 3Program Supplement 07--540-A479- SERIAL
3/12/2024
ATTACHMENT A
March 12, 2024
07-VEN-0-SIMV
CRASL-5405(102)
5405
RES. NO. 2024-07
5 SPECIAL COVENANTS OR REMARKS
07-VEN-0-SIMV
CRASL-5405(102)
1. A. This PROJECT is programmed to receive STATE Coronavirus Response and Relief Supplemental Appropriations Act (CRRSAA) Program funds. The ADMINISTRATING AGENCY agrees to administer the PROJECT in accordance with the California Transportation Commission (CTC) approved/adopted CRRSAA Guidelines 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), Construction (Con), and Other Phase (Debt Service Payments, Personnel).
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 CRRSAA Program guidelines, which may be accessed at the Local Assistance webpage.
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, CON, and Other Phase 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 payment. 2 Page of 3Program Supplement 07--540-A479- SERIAL
RES. NO. 2024-07
6 SPECIAL COVENANTS OR REMARKS
07-VEN-0-SIMV
CRASL-5405(102)
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.
L. 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. The State and Federal funds encumbered for this project from the CRRSAA program do not qualify for a Cooperative Work Agreement. The reversion date of the CRRSAA program funds shall not extend past the reversion date shown on the State approved project finance letter.
3 Page of 3Program Supplement 07--540-A479- SERIAL
RES. NO. 2024-07
7