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Home My WebLink About11-Development Services .. . CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: James Funk, Directoo ~ . .', " . · L h'W1I,~rt Dept: Development Services Subject: Resolution authorizing the Mayor or her designee to execute Program Supplement Agreement with the State of California for the seismic retrofit of 6 bridges over flood control channels and 4 bridges at railroad grade separations. Date: August 23,2001 File: 1.7094 & 1.7094-A MCC Date: September 17,2001 Synopsis of Previous Council Action: 6/98 Allocated $1,300,000 for Bridges Seismic Retrofit as part of the FY 98/99 CIP Budget. 6/06/99 Allocated $1,284.100 for Bridges Seismic Retrofit as part of the FY 99/00 CIP Budget. 6/19/00 Approved Agreement with Lim and Nascimento Engineering, Inc. (LAN) for Civil Engineering and Construction Management Services for seismic retrofit of 6 bridges. 7/10/00 Allocated $1,284,100 for Bridges Seismic Retrofit as part of the FY 2000/01 CIP Budget. 11/21/00 Approved Agreement with Lim and Nascimento Engineering. Inc. for Civil Engineering and Construction Management Services for seismic retrofit of 4 bridges. 7/09/01 Allocated $1,284,100 for Bridges Seismic Retrofit as part of the FY 2001102 CIP Budget. Recommended Motion: ~~ Adopt Resolution James Funk Contact person: Ronald C. Blvmiller. Engineering Associate Phone: 384-5154 Supporting data attached: Staff Report, Master and Program Supplement Agreements, Resolution FUNDING REQillREMENTS: Amount: N/ A Ward: 1,2.3 & 6 Source: (Acct. No.) Acct. Description: Finance: Council Notes ~tlZCO\-2.'i\ \ q/!!ti5J Agenda Item No. I J " CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT Subiect: Resolution authorizing the Mayor or her designee to execute Program Supplement Agreement with the State of California for the seismic retrofit of 6 bridges over flood control channels and the seismic retrofit of 4 bridges at railroad grade separations. Back!!round: On May 20, 1997 the City of San Bernardino entered into an "Administering Agency - State Agreement" (Master Agreement) with the State of California Department of Transportation for Federal Aid projects. The Development Services Department is aggressively pursuing State and Federal funds for associated transportation projects. The Master Agreement has no force or effect with respect to any Program project unless and until a project-specific, Program Supplement to the Agreement (Agreement) has been executed. Each project Agreement designates the State and City responsibilities for implementing the various phases of the project, i.e., right-of-way, preliminary engineering, construction, and construction engineering. The Program Supplement Agreement for the seismic retrofit of 6 bridges over flood control channels includes preliminary engineering, construction and construction engineering phases of the project. The seismic retrofit of 4 bridges at railroad grade separations Agreement covers the preliminary engineering phase ofthe project. The State requires a copy of an approved Resolution authorizing a designee to execute a Program Supplement Agreement with the State for Federal Aid projects. Financial Imoact: There is no financial impact. Recommendation: Adopt Resolution. " '- 1 2 3 4 5 6 7 8 9 10 11 12 ~(Q)GBV RESOLUTION NO. RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO EXECUTE PROGRAM SUPPLEMENT AGREEMENT WITH THE STATE OF CALIFORNIA FOR THE SEISMIC RETROFIT OF 6 BRIDGES OVER FLOOD CONTROL CHANNELS AND THE SEISMIC RETROFIT OF 4 BRIDGES AT RAILROAD GRADE SEPARATIONS BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: WHEREAS, before Federal-aid will be made available for a specific project, the City is required to enter into agreements with the State relative to prosecution, administration, special provisions and maintenance of Project facilities. WHEREAS, before Federal-aid will be made available, other agreements related to \- 13 .,,-. federal Aid requirements may be required. 17 18 19 20 21 22 23 24 25 ..- 26 '- 27 28 14 15 WHEREAS, the City Council approves each project and allocated funding with the 16 Capital Improvement Program budget each year. NOW, THEREFORE, BE IT RESOLVED that the Mayor or her designee be authorized to execute two documents (attached and incorporated herein as Exhibits A, and B) associated with the State of California for the seismic retrofit of 6 bridges over flood control channels (Exhibit A) and the seismic retrofit of 4 bridges at railroad grade separations (Exhibit B). /// /// -- '- 1 2 3 4 5 6 RESOLUTION...AUTHORlZING THE MAYOR OR HER DESIGNEE TO EXECUTE PROGRAM SUPPLEMENT AGREEMENT WITH THE STATE OF CALIFORNIA FOR THE SEISMIC RETROFIT OF 6 BRIDGES OVER FLOOD CONTROL CHANNELS AND THE SEISMIC RETROFIT OF 4 BRIDGES AT RAILROAD GRADE SEPARATIONS I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a meeting thereof, Exhibit A ~<lGRAK StJPPLIlHIlNT NO. M006 , t GINISTBRING A:ENCY-STATB AGRBIlHIlNT FOR FBDBRAL-AID PROJECTS NO. 08-5033 Date :July 31,2001 Location: 08-SBD-0,SBD Project Number:BRLSZD-5033(021) B.A. Number:08-412224 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 OS/20/97 and is subject to all the tenns and conditions thereof. This Program Supplement is adopted in accordance with Article I of the aforementioned Master Agreement under authority of Resolution No. approved by the Agency on (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 se!forth on the following pages. PROJBCT LOCATION: Various bridge locations over flood control channels TYPB OF WORK: Seismic Retrofit PROJECT CLASSIFICATION OR PKASB(S) OF WORK LENGTH: o (JULBS) [Xl Preliminary Engineering [X] Construction Engineering [ ] Right-Of-Way [X] Construction ~timated Cost Federal Funds Matching Funds f: '- BMD $806,301.00 LOCAL SBIS MATCH OTHER $1,007,877.00 $0.00 $201,576.00 $0.00 CITY OF SAN BBRNARDINO STATB OF CALIFORNIA Department of Transportation By By Chief. Office of Local Programs Project Implementation Date Attest Date Title I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance: Accounting OffiC4/ /J1 v111 G41 -- "'1- 3;. 0 / $1,007.877.00 Chapter Item Pund Source 50 1999 2660-101-042 99-2000 20.30.010. 042-T 50 1999 2660-101-890 99-2000 20.30.010.690 892-F 52 2000 2660-101-890 2000-200 I 20.30.010.690 892-F ....J8 1989 2660-628-056 89-90 20.30.010.310 056-T ,/ '- AMOUNT 173,867.73 199,901.00 606,400.00 27,708.27 l'rogram Supplement OB-S033-M006- ISTBA Page 1 of 3 08-tBD-O-SBD 07/31/2001 \..- ...wu.SZD-5033(021 ) / r-- \...,., ,--. \...,., SPECIAL COVENANTS OR REMARKS 1. The ADMINISTERING AGENCY agrees that payment of Federal funds will be limited to the amounts approved by the Federal Highway Administration (FHWA) in the Federal-Aid Project Authorization/Agreement or Amendment/Modification (E-76) and accepts any resultant increases in ADMINISTERING AGENCY funds as shown on the Finance Letter, any modification thereof as approved by the Division of Local Assistance, Office of Project Implementation. 2. All project repair. replacement and maintenance involving the physical condition and the operation of project improvements referred to in Article III MAINTENANCE, of the aforementioned Master Agreement will be the responsibility of the ADMINISTERING AGENCY and shall be performed at regular intervals and as required for efficient operation of the completed project improvements. 3. The ADMINISTERING AGENCY will advertise, award and administer this project in accordance with the most current published Local Assistance Procedures Manual. 4. Award information shall be submitted by the ADMINISTERING AGENCY to the District Local Assistance Engineer immediately after the project contract award. Failure to do so will cause a delay in the State processing invoices for the construction phase. Please refer to Section 15.7 "Award Package" of the Local Assistance Procedures Manual. 5. The ADMINISTERING AGENCY agrees to use their own funds to pay for any portion of the project not eligible under the Seismic Safety Retrofit Program. 6. State Seismic funds will provide the match to Federal Funds, as well as ADMINISTERING AGENCY overhead costs. relating to seismic project development. 7. The ADMINISTERING AGENCY will reimburse the State for the ADMINISTERING AGENCY share of costs for work requested to be performed by the State. 8. The ADMINISTERING AGENCY is required to have an audit in accordance with the Single Audit Act and OMB A-133 if it receives a total of $300,000 or more in federal funds in a single fiscal year. The federal funds received under this project are a part Program Supplament08-S033-M006- rSTEA Page 2 of 3 08-r,ED-;)-~BD 07/31/2001 _,~SZD-5033(021) , '- SPECIAL COVENANTS OR REMARKS of the Catalogue of Federal Domestic Assistance (CFDA) 20.205, Highway Planning and Research. OMB A-133 superceded OMB A-128 in 1996. A reference to OMB A-128 in a Master Agreement (if any) is superceded by this covenant to conform to OMB A-133. - '- .- \.....r Program SupplemeDt08-S033-M006- ISTBA Pege 3 of 3 Exhibit B PROGRAM SUPPLBMBNT NO. M008 ,- to ~AINISTERING AGENCY-STATE AGREBMBNT PaR PEDERAL-AID PROJECTS NO. 08-5033 Da te :July 30, 200 I Loca tion, 08-SBD-0-SBD Project Number 'BRLSZD-5033(022) E.A. Number.08-412244 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 OS/20/97 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 under authority of Resolution No. approved by the Agency on (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 selforth on the following pages. PROJECT LOCATION, Various railroad overhead locations TYPE OP WORK. Seismic retrofit LENGTH. o (MILES) PROJECT CLASSIPICATION OR PHASE(S) OP WORK [Xl Pre1iminary Engineering [ 1 Construction Engineering ,~ \..- [ 1 Right-Of-Way [ 1 Construction ,etimated Cost Federal Punds Matching Funds BMD $74,400.00 LOCAL SEIS MATCH OTHER $93,000.00 $0.00 $18.600.00 $0.00 CITY OP SAN BERNARDINO STATE OP CALIPORNIA Department of Transportation By By Chief, Office of Local Programs Project Implementation Date Attest Date Title Chapter Fund Source AMOUNT I hereby certify upon my /??! ;;Ij~ that budgeted funde D:::vail;e . f3 t7~n/umbranc.' Item $93,000.00 52 52 2000 2000 2660-101-042 2660-101-890 042-T 892-F 18,600.00 74,400.00 .-' '- Program Supplement08-5033-KOOB- ISTBA Page 1 of 3 08-SBD-0-SBD 07/30/2001 ~SZD-5033(022) "'-. SPECIAL COVENANTS OR REMARKS -- 1. State Seismic funds will provide the match to Federal Funds, as well as ADMINISTERING AGENCY overhead costs, relating to seismic project development. 2. The ADMINISTERING AGENCY is required to have an audit in accordance with the Single Audit Act and OMB A-133 if it receives a total of $300,000 or more in federal funds in a single fiscal year. The federal funds received under this project are a part of the Catalogue of Federal Domestic Assistance (CFDA) 20.205, Highway Planning and Research. OMB A-133 superceded OMB A-128 in 1996. A reference to OMB A-128 in a Master Agreement (if any) is superceded by this covenant to conform to OMB A-133. 3. The ADMINISTERING AGENCY agrees that payment of Federal funds will be limited to the amounts approved by the Federal Highway Administration (FHWA) in the Federal-Aid Project Authorization/Agreement or Amendment/Modification (E-76) and accepts any resultant increases in ADMINISTERING AGENCY funds as shown on the Finance Letter, any modification thereof as approved by the Division of Local Assistance, Office of Project Implementation. '-' 4. Award information shall be submitted by the ADMINISTERING AGENCY to the District Local Assistance Engineer immediately after the project contract award. Failure to do so will cause a delay in the State processing invoices for the construction phase. Please refer to Section 15.7 "Award Package" of the Local Assistance Procedures Manual. 5. This Program Supplement will be revised at a later date to include other phases of work. 6. All project repair, replacement and maintenance involving the physical condition and the operation of project improvements referred to in Article III MAINTENANCE, of the aforementioned Master Agreement will be the responsibility of the ADMINISTERING AGENCY and shall be performed at regular intervals and as required for efficient operation of the completed project improvements. - 7. The ADMINISTERING AGENCY agrees to use their own funds to pay for any portion of the project not eligible under the Seismic Safety Retrofit Program. '- Program Supplament08-S033-MOOS- ISTBA Page 2 of 3 08-S'Bl.>-0-SBD 07/3012001 \..... BRLSW-5033(022) /.- .-- L ,- ........... SPECIAL COVENANTS OR REMARKS 8. The ADMINISTERING AGENCY will reimburse the State for the ADMINISTERING AGENCY share of costs for work requested to be perfor.med by the State. Program SupplementDB-SD33-MDDB- ISTBA paga 3 of 3 CITY OF SAN BERNARDINO Interoffice Memorandum CITY CLERK'S OFFICE Records and Information Management (RIM) Program DATE: September 25,2001 d TO: Ronald C. Blymiller, Engineering Associate c.""') -~i FROM: Michelle Taylor, Senior Secretary ... ? RE: Transmitting Documents for Signature - Resolution 2001-281 At the Mayor and Common Council meeting of September 17, 2001, the City of San Bernardino adopted Resolution 2001-281 - Resolution authorizing the Mayor or her designee to execute Program Supplement Agreement with the State of California for the seismic retrofit of 6 bridges over flood control channels and 4 bridges at railroad grade crossings. Attached are two original agreements (Program Supplement No. M006 and Program Supplement No. M008). Please obtain signatures in the appropriate locations and return the original agreements to the City Clerk's Office as soon as possible, to my attention. If you have any questions, please do not hesitate to contact me at ext. 3206. Thank you. Michelle Taylor Senior Secretary I hereby acknowledge receipt of the above mentioned documents. Signed:~~'(__L a _ 'Z 7- / Please sign and return Date: / 0 CITY OF SAN BERNARDINO Interoffice Memorandum CITY CLERK'S OFFICE Records and Information Management (RIM) Program DATE: November 16,2001 TO: Ronald C. Blymiller, Engineering Associate FROM: Michelle Taylor, Senior Secretary RE: Resolution 2001-281 - Program Supplement Agreements No. M006 & M008 Our office has not received the above-referenced agreements for the seismic retrofit of 6 bridges over flood control channels and 4 bridges at railroad grade crossings, which were approved at the Mayor and Common Council meeting held on September l7, 2001. Please forward the executed agreements to the City Clerk's office, to my attention; otherwise, please submit a memo detailing their status. If you have any questions, please call me at ext. 3206. DEVELOPMENT SERVICES DEPARTMENT ~ 300 North "D" Street. San Bernardino. CA 92418-0001 Planning & Building 909.384.5057. Fax: 909.384.5080 Public WorkslEngineering 909.384.5111' Fax: 909.384.5155 www.ci.san-bernardino.ca.us November 01,2001 File No. 1.7094-A F ardad F alakfarsa - Local Assistance State of California Department of Transportation Local Assistance Program P.O. Box 942874, MS #1 Sacramento, CA 94274-0001 SUBJECT: Project No. 08-SBD-0-SBD, BRLSZD-5033 (022), Various railroad overhead locations Project No. 08-SBD-0-SBD. BRLSZD-5033 (021), Various bridge locations over flood control Channels Project No. 08-SBD-0-SBD, Bll3ZD-5033 (020). Palm Ave - PUC Crossing #002-74.0 ~7{i.Ie Dear Mr.: F alakfarsa Enclosed are two originals of the Program Supplement Agreement No. 008-M (City executed) for each of the projects noted above. The City of San Bernardino looks forward to receiving its copy of the fully executed program supplements. If you have any questions or need additional information, please call me at (909) 384-5154. Sincerely, RONALD BL YMILL Civil Engineering Associate RB: Enclosures S:Public Works\Ron\Caltrans\ 3 program supplement STATE OF CALIFORNIA, BUSINESS. TRANSPORTATION AND HOUSING AGENCY GRAY DAVIS,Governor Division of Local Assistance 1120 N STREET P,O. BOX 942874. MS# 1 Sacramento, CA 94274-0001 TDD (916) 654-4014 (916) 653-5215 Fax (916) 653-7621 DEPARTMENT OF TRANSPORTATION OO~@~aw~rm DEe 03 2001 ill; CllYOfll.\N ~~ DlPARTMINT November 28, 2001 Mr. James Funk Director of Development Services City of San Bernardino 300 North "D" Street San Bernardino, CA 92418-0001 Alln: Mr. T. Jarb Thaipejr Dear Mr. Funk: File: 08-SBD-0-SBD BRLSZD-5033(021) Various bridge locations over flood control channels Enclosed is your fully executed copy of Program Supplement Agreement No. 006-M to Administering Agency-State Agreement No. 08-5033 covering: Preliminary Engineering, Construction and Construction Engineering for the above- referenced project. Sincerely, ;Jatt<<t ~ f FAR DAD FAlAKFARSA, Chief Office of Project Implementation, South Division of local Assistance Enclosure c: OlP AE Project Files (08) DLAE - louis Flores g ~, en , - TO ,......, '1 -, ~ -.:; I l..._'.) , .', ::.j STATE OF CALIFORNIA, BUSINESS. TRANSPORTATION AND HOUSING AGENCY GRAY DAVIS,Governor DEPARTMENT OF TRANSPORTATION Division of Local Assistance 1120 N STREET P.O. BOX 942874, MS# 1 Sacramento, CA 94274-0001 TOO (916) 654-4014 (916) 653-5215 Fax (916) 653-7621 OO[g@[gO\'!l~ f5\ DEe 03 2001 t!:V November 28, 2001 CITY OF SAN BERNARDINO DEVElOl'M::NT SEIIVICES DEPARTMENT Mr. James Funk Oirector of Oevelopment Services City of San Bernardino 300 North "0" Street San Bernardino, CA 92418-0001 Alln: Mr. T. Jarb Thaipejr Oear Mr. Funk: File: 08-SBD-0-SBD BRLSZD-5033(022) Various railroad overhead locations Enclosed is your fully executed copy of Program Supplement Agreement No. 008-M to Administering Agency-State Agreement No. 08-5033 covering: Preliminary Engineering for the above-referenced project. S~~ f1AROAO FALAKFARSA, Chief Office of Project Implementation, South Oivision of local Assistance Enclosure c: OlP AE Project Fiies (08) OLAE - louis Flores 9 ::t.i rT1 C-:. :-'n H"J --:, --i 'YI -:.J , , . . ..r, ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): 9- n-o \ Item # \ \ Vote: Ayes I-:~I S-<., Nays..e- Change to motion to amend original documents: - Resolution # 7M \ - '2.~ l Abstain G Absent 4, '1 Reso. # On Attachments: ~ Contract term: - Note on Resolution of Attachment stored separately: -==:::. Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY Date Sent to Mayor: q -/ q-e::, \ Date of Mayor's Signature: q -d. \ -0 \ Date ofClerk/CDC Signature: q-~ \-0 \ q-;;)S-() I it-lip-a \ NulUVoid After: - By: _ Reso. Log Updated: Seal Impressed: v V See Attached: ,,/" Date Returned: ib-~ -D \ See Attached: ./' See Attached: Date Memo/Letter Sent for Signature: 60 Day Reminder Letter Sent Qu.JIlU. day: 90 Day Reminder Letter Sent on 45th day: Request for Council Action & Staff Report Attached: Updated Prior Resolutions (Other Than Below): Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634): Updated CDC Personnel Folders (5557): Updated Traffic Folders (3985. 8234,655,92-389): Copies Distributed to: City Attorney V Code Compliance Dev. Services ,/' EDA Parks & Rec. Police Public Services Water Notes: Yes / No By Yes NoL By Yes No-L By Yes No /' By Yes NO? By Finance MIS Others: BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.) Ready to File: fYl ,- Date: 12-,!;;'-b I Revised 01/1210 I