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HomeMy WebLinkAbout05.G- Public Works RESOLUTION (ID# 1661) DOC ID: 1661 A CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION Agreement/Contract From: Nadeem Majaj M/CC Meeting Date: 04/16/2012 Prepared by: Michael Grubbs, (909) 384- 5140 Dept: Public Works Ward(s): All Subject: Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the Director of Public Works to Execute Right of Way Certification Forms for Federal-Aid Projects. Financial Impact: There is no financial impact related to this item. Motion: Adopt Resolution. Synopsis of Previous Council Action: 01/22/07 Resolution No. 2007-023 authorizing the Mayor and Common Council to execute Master Agreement No. 08-5033R for Federal-Aid projects between the City of San © Bernardino and the State of California was approved. Background In 2005, Congress enacted a new transportation bill called the Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU) to fund transportation programs which include, but are not limited to, the Surface Transportation Program (STP), the Congestion Mitigation and Air Quality Improvement Program (CMAQ), the Transportation Enhancement Activities Program (TEA), the Highway Bridge Program (HBP), and various other federal-funded sources, which originate with the Federal Highway Administration (FHWA) and are channeled to local agencies through the State of California Department of Transportation (Caltrans). Under terms of the "Administering Agency - State Agreement" (Master Agreement No. 08- 5033R) with Caltrans, which was executed on January 22, 2007, the City is required to comply 9 with Caltrans "Local Assistance Procedures" when processing projects receiving federal Iassistance(see Attachment"I'). 1 Updated:419/2012 by Stephanie Eastand A 1661 Due to changes to the Caltrans'Local Assistance Procedures Manual(LAPM)that occurred in 2011, all local assistance funded projects require a Right-of-Way Certification. Right-of-Way Certification for Federal Aid Projects require that a resolution be attached authorizing a specific City Official to sign the certification documents. Such certifications are required for all Federal-Aid projects even when the project is being constructed within existing City right-of-way. Specifically, these Right of Way Certification forms are known as Exhibit 13-A"Short Form Right of Way Certification for Local Assistance Project(Off-State Highway System Project using Federal Funds)"and Exhibit 13-B"Right of Way Certification Local Assistance Project(Off State Highway System)"(see Attachments"2"and'T'). In order to facilitate and streamline the process of submitting these documents to Caltrans, staff is recommending that the attached Resolution be adopted authorizing the Director of Public Works to execute said Exhibits 13-A and 13-B on behalf of the City. City Attorney Review: Supporting Documents: - (PDF) GAttachment 1 -Master Agreement No 08-5033R (PDF) Attachment 2 -LAPM Exhibit 13-A (PDF) Attachment 3 - LAPM Exhibit 13-B (PDF) Updated:4/9/2012 by Stephanie Eulmd A 5.G.a I RESOLUTION NO. 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO 3 EXECUTE RIGHT OF WAY CERTIFICATION FORMS FOR FEDERAL-AID 4 PROJECTS. 5 WHEREAS,the Congress of the United States in 2005 enacted the Safe,Accountable, 6 Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU) to fund E `0 7 programs which include, but are not limited to,the Surface Transportation Program(STP),the 3 8 Congestion Mitigation and Air Quality Improvement Program (CMAQ), the Transportation A 9 Enhancement Activities Program (TEA), the Bridge Replacement and Rehabilitation Program 10 `o 11 (HBRR), and various other federal-funded sources, which originate with the Federal Highway c 12 Administration (FHWA) and are channeled to local Agencies through the California a 0 m 13 Department of Transportation(Caltrans),and S `0 14 WHEREAS, on January 22, 2007, the Mayor and Common Council adopted 5 15 0 Resolution No. 2007-023 approving Master Agreement No. 08-5033R for Federal-Aid 16 17 projects between the City of San Bernardino and the State of California, which requires that 18 the City process all projects receiving federal funds in accordance with Caltrans Local c 19 Assistance Procedures;and u d 20 WHEREAS, changes to the Caltrans Local Assistance Procedures Manual(LAPM) 21 made in 2011 require that Right of Way Certification documents be executed by a City E 22 u 23 Official specifically authorized by Resolution of the Mayor and Common Council, and a 24 WHEREAS, said Right of Way Certification forms are more specifically identified as 25 Caltrans LAPM Exhibits 13-A and 13-B. 26 27 28 "Packet Pg,234 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO 2 EXECUTE RIGHT OF WAY CERTIFICATION FORMS FOR FEDERAL-AID PROJECTS. 3 4 NOW, THEREFORE, BE IT RESOLVED that the Director of Public Works, or 5 his/her designee, is hereby authorized to execute Right of Way Certification forms per 6 Caltrans LAPM Exhibits 13-A and 13-B for Federal-Aid Projects, and this Resolution shall E `o 7 take effect immediately upon its adoption. 8 m 9 L) 10 11 3 12 $ 13 14 15 0 d 16 w 17 18 0 19 d 20 21 E E 22 u m 23 a 24 25 26 27 28 PackefPPj.°235 5.G.a 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO 2 EXECUTE RIGHT OF WAY CERTIFICATION FORMS FOR FEDERAL-AID PROJECTS. 3 4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor 5 and Common Council of the City of San Bernardino at a meeting thereof,held 6 on the_day of 2012,by the following vote,to wit: E `o 7 Council Members: AYES NAYS ABSTAIN ABSENT 3 8 MARQUEZ 9 w JENKINS 10 11 VALDIVIA o 12 SHORETT 3 a o 13 KELLY 14 JOHNSON 15 a 0 MC CAMMACK 16 x 17 18 Georgeann Hanna, City Clerk c 19 20 The foregoing Resolution is hereby approved this day of 2012. 21 E 22 U Patrick J.Moms, Mayor 23 City of San Bernardino a 24 Approved as to form: 25 James F. Penman, 26 City Attorney 27 By 28 Packet Pg. 236 ATTACHMENT "I" 5.G.b 1 RESOLUTION NO, 2007-23 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN 9 N BERNARDINO AUTHORIZING THE MAYOR TO EXECUTE MASTER 4 AGREEMENT NO. 08-5033R ADMINISTERING AGENCY - STATE AGREEMENT LL FOR FEDERAL AID PROJECTS BETWEEN THE CITY OF SAN BERNARDINO AND 5 THE STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION. E2 6 c BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE 7 v m 8 CITY OF SAN BERNARDINO AS FOLLOWS: o 9 Section 1: That the Mayor of the City of San Bernardino is hereby authorized to n 0 10 execute on behalf of said City, Master Agreement No. 08-50338 Administering Agency-State 11 Agreement for Federal Aid Projects between the City of San Bernardino and the State of r a 12 California Department of Transportation,a copy of which is attached hereto as Exhibit 14 and incorporated herein by reference;and 14 15 Section 2: That the Agreement shall not take effect until fully signed and executed M 16 by all parties;and 17 Section 3: That the authorization to execute the above referenced Agreement is o Z 18 rescinded if the parties to the Agreement fail to execute it within one hundred twenty(120) 19 days of the passage of this resolution. rn 20 21 22 c 23 u 24 Q 2 26 27 a 28 Packet Pg. 237 - -- - 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN 2 BERNARDINO AUTHORIZING THE MAYOR TO EXECUTE MASTER 3 AGREEMENT NO. 08-5033R ADMINISTERING AGENCY — STATE AGREEMENT y FOR FEDER4L-AM PROJECTS BETWEEN THE CITY OF SAN BERNARDINO AND E 4 THE STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION. 0 5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor E2 point c 6 and Common Council of the City of San Bernardino at a regular meeting thereof, held on 7 U the 22ndday of January ,2007,by the following vote,to wit: m U) 8 Council Members: AYES NAYS ABSTAIN ABSENT 9 x a. ESTRADA ---- 10 N 11 BAXTER x o L 12 BRINKER x a' 0 N 13 DERRY x -- 14 KELLEY x -- 15 JOHNSON x 16 x MCCAMMACK 17 Z 18 Rachel Clark,City Clerk d E 19 The foregoing resolution is hereby approved this a'-_day of January 2007. 20 «2 G.4'15t 21 Tobin Brinker,Mayor Pro Tern 22 City of San Bernardino 23 Approved as to Form: £ L U 24 James F. Penman ° CiTy Attorney 25 0 By, �,,"'� E U I N 27 a 28 Packet Pg. 238 2007-23 MASTER AGREEMENT ADMINISTERING AGENCY-STATE AGREEMENT FOR FEDERAL-AID PROJECTS OB City of San Bernardino ---------------------- ------------- District Administering Agency E `o LL N Agreement No. 08-5033R m U This AGREEMENT, is entered into effective this IV4 day of 2007, by and in between the City of San Bernardino, hereinafter referred to as "ADMINISTERING AGENCY," and o the State of California, acting by and through its Department of Transportation (Caltrans), 3 hereinafter referred to as "STATE, and together referred to as "PARTIES" or individually as a o "PARTY." c .N O L RECITALS: a' 0 1. WHEREAS, the Congress of the United States has enacted the Intermodal Surface Transportation Efficiency Act (ISTEA) of 1991 and subsequent Transportation Authorization Bills to fund transportation programs. These transportation programs include, but are not limited to, the Surface Transportation Program (STP), the Congestion Mitigation and Air Quality Improvement =- Program (CMAQ), the Transportation Enhancement Program (TE), Highway Safety Improvement n Program (HSIP) and the Highway Bridge Program (HBP) (collectively the "PROGRAMS"); and N 2. WHEREAS, the Legislature of the State of California has enacted legislation by which certain 0 federal-aid funds may be made available for use on local transportation related projects of public entities qualified to act as recipients of these federal-aid funds in accordance with the intent of E federal law; and v rn 3. WHEREAS, before federal-funds will be made available for a specific program project, a ADMINISTERING AGENCY and STATE are required to enter into an agreement to establish w terms and conditions applicable to the ADMINISTERING AGENCY when receiving federal funds for a designated PROJECT facility and to the subsequent operation and maintenance of that completed facility. E NOW, THEREFORE, the PARTIES agree as follows: A a v E L U A Q Page 1 of 26 Packet Pg.239 2007-23 ARTICLE I - PROJECT ADMINISTRATION 1. This AGREEMENT shall have no force or effect with respect to any program project unless and until a project-specific Program Supplement to this AGREEMENT for federal-aid projects, hereinafter referred to as "PROGRAM SUPPLEMENT', has been fully executed by both STATE o and ADMINISTERING AGENCY. 2. The term 'PROJECT', as used herein, means that authorized transportation related project and i2 related activities financed in part with federal-aid funds as more fully-described in an "Authorization/ Agreement Summary" or "Amendment/Modification Summary', herein referred to as "E-76" or "E-76 (AMOD)" document authorized by STATE or the Federal Highway Administration (FHWA). in 0 3. The E-76/E-76(AMOD) shall designate the party responsible for implementing PROJECT, type of work and location of PROJECT. o rn 4. The PROGRAM SUPPLEMENT sets out special covenants as a condition for the ADMINISTERING AGENCY to receive federal-aid funds from/through STATE for designated r PROJECT. The PROGRAM SUPPLEMENT shall also show these Federal Funds that have been a initially encumbered for PROJECT along with the matching funds to be provided by o ADMINISTERING AGENCY and/or others. Execution of PROGRAM SUPPLEMENT by the PARTIES shall cause ADMINISTERING AGENCY to adopt all of the terms of this AGREEMENT as though fully set forth therein in the PROGRAM SUPPLEMENT. Unless otherwise expressly delegated in a resolution by the governing body of ADMINISTERING AGENCY, and with written concurrence by STATE, the PROGRAM SUPPLEMENT shall be approved and managed by the 0� governing body of ADMINISTERING AGENCY. 0 0 5. ADMINISTERING AGENCY agrees to execute and return each project-specific PROGRAM z SUPPLEMENT within ninety (90) days of receipt. The PARTIES agree that STATE may suspend d future authorizations/obligations and invoice payments for any on-going or future federal-aid d project performed by ADMINISTERING AGENCY if any project-specific PROGRAM SUPPLEMENT is not returned within that ninety (90) day period unless otherwise agreed by <" STATE in writing. R 6. ADMINISTERING AGENCY further agrees, as a condition to the release and payment of Federal Funds encumbered for the PROJECT described in each PROGRAM SUPPLEMENT, to comply with the terms and conditions of this AGREEMENT and all of the agreed-upon Special E Covenants or Remarks incorporated within the PROGRAM SUPPLEMENT, and Cooperative/Contribution Agreement where appropriate, defining and identifying the nature of the a specific PROJECT. v 7. Federal, State and matching funds will not participate in PROJECT work performed in advance z of the approval of the E-76 or E-76 (AMOD), unless otherwise stated in the executed project- specific PROGRAM SUPPLEMENT. ADMINISTERING AGENCY agrees that it will only proceed with the work authorized for that specific phase(s) on the project-specific E-76 or E-76 (AMOD). ADMINISTERING AGENCY further agrees to not proceed with future phases of PROJECT prior to receiving an E-76 (AMOD) from STATE for that phase's) unless no Further Federal funds are Page 2 of 26 Packet Pg. 240 !— 2007-23 5.G.b needed or for those future phase(s). 8. That PROJECT or portions thereof, must be included in a federally approved Federal Statewide Transportation Improvement Program ( S TIP F prior to ADMINISTERING AGENCY submitting the ) p "Request for Authorization". E 9. ADMINISTERING AGENCY shall conform to all State statutes, regulations and procedures ° (including those set forth in the Local Assistance Procedures Manual and the Local Assistance Program Guidelines, hereafter collectively referred to as "LOCAL ASSISTANCE PROCEDURES") relating to the federal-aid program, all Title 23 federal requirements, and all applicable federal 0 laws, regulations, and policy and procedural or instructional memoranda, unless otherwise specifically waived as designated in the executed project-specific PROGRAM SUPPLEMENT. P 10. If PROJECT is not on STATE-owned right of way, PROJECT shall be constructed in accordance with LOCAL ASSISTANCE PROCEDURES that describes minimum statewide design 3 standards for local agency streets and roads. LOCAL ASSISTANCE PROCEDURES for projects o off the National Highway System (NHS) allow STATE to accept either the STATE's minimum statewide design standards or the approved geometric design standards of ADMINISTERING H AGENCY. Additionally, for projects off the NHS, STATE will accept ADMINISTERING AGENCY- o approved standard specifications, standard plans, materials sampling and testing quality a assurance programs that meet the conditions described in the then current LOCAL ASSISTANCE N PROCEDURES. 11. If PROJECT involves work within or partially within STATE-owned right-of-way, that PROJECT shall also be subject to compliance with the policies, procedures and standards of the STATE Project Development Procedures Manual and Highway Design Manual and where M appropriate, an executed cooperative agreement between STATE and ADMINISTERING o AGENCY that outlines the PROJECT responsibilities and respective obligations of the PARTIES. o ADMINISTERING AGENCY and its' contractors shall each obtain an encroachment permit z° through STATE prior to commencing any work within STATE rights of way or work which affects STATE facilities. E a 12. When PROJECT is not on the State Highway System but includes work to be performed by a 2 railroad, the contract for such work shall be prepared by ADMINISTERING AGENCY or by STATE, as the PARTIES may hereafter agree. In either event, ADMINISTERING AGENCY shall enter into an agreement with the railroad providing for future maintenance of protective devices or m other facilities installed under the contract. 13. If PROJECT is using STATE funds, the Department of General Services, Division of the State E Architect, or its designee, shall review the contract PS&E for the construction of buildings, structures, sidewalks, curbs and related facilities for accessibility and usability. ADMINISTERING a AGENCY shall not award a PROJECT construction contract for these types of improvements until .. the State Architect has issued written approval stating that the PROJECT plans and specifications d comply with the provisions of sections 4450 and 4454 of the California Government Code, if E applicable. Further requirements and guidance are provided in Title 24 of the California Code of Regulations. a 14. ADMINISTERING AGENCY will advertise, award and administer PROJECT in accordance with the current LOCAL ASSISTANCE PROCEDURES unless otherwise stated in the executed Page 3 of 26 Packet Pg. 241 project-specific PROGRAM SUPPLEMENT. 2007-23 6.G.b 15. ADMINISTERING AGENCY shall provide or arrange for adequate supervision and inspection of each PROJECT. While consultants may perform supervision and inspection work for PROJECT with a fully qualified and licensed engineer, ADMINISTERING AGENCY shall provide a 5 full-time employee to be in responsible charge of each PROJECT. £ 0 LL 16. ADMINISTERING AGENCY shall submit PROJECT-specific contract award documents to STATE's District Local Assistance Engineer within sixty (60) days after contract award. A copy of i' the award documents shall also be included with the submittal of the first invoice for a construction contract by ADMINISTERING AGENCY to: Department of Transportation, Division of Accounting Local Programs Accounting Branch, MS #33, PO Box 942874, Sacramento, California 94274- u m 0001. n 0 17. ADMINISTERING AGENCY shall submit the final report documents that collectively constitute 3: a "Report of Expenditures" within one hundred eighty (180) days of PROJECT completion. Failure o by ADMINISTERING AGENCY to submit a "Report of Expenditures" within one hundred eighty(180) days of project completion will result in STATE imposing sanctions upon 'N ADMINISTERING AGENCY in accordance with the current LOCAL ASSISTANCE o PROCEDURES. Q' 0 18. ADMINISTERING AGENCY shall comply with: (i) section 504 of the Rehabilitation Act of 1973 which prohibits discrimination on the basis of disability in federally assisted programs; (ii) the Americans with Disabilities Act (ADA) of 1990 which prohibits discrimination on the basis of disability irrespective of funding; and (iii) all applicable regulations and guidelines issued pursuant to both the Rehabilitation Act and the ADA. 0 19. The Congress of the United States, the Legislature of the State of California and the Governor o of the State of California, each within their respective jurisdictions, have prescribed certain z° nondiscrimination requirements with respect to contract and other work financed with public funds. ADMINISTERING AGENCY agrees to comply with the requirements of the FAIR EMPLOYMENT E PRACTICES ADDENDUM (Exhibit A attached hereto) and the NONDISCRIMINATION ASSURANCES (Exhibit B attached hereto). ADMINISTERING AGENCY further agrees that any a agreement entered into by ADMINISTERING AGENCY with a third parry for performance of PROJECT-related work shall incorporate Exhibits A and B (with third party's name replacing h ADMINISTERING AGENCY) as essential parts of such agreement to be enforced by that third party as verified by ADMINISTERING AGENCY. c E E s U R a C N E L U A Q Page 4 of 26 Packet Pg.242 5.G.b 2007-23 ARTICLE II - RIGHTS OF WAY E 1. No contract for the construction of a federal-aid PROJECT shall be awarded until all necessary 0 rights of way have been secured. Prior to the advertising for construction of PROJECT, ADMINISTERING AGENCY shall certify and, upon request, shall furnish STATE with evidence that all necessary rights of way are available for construction purposes or will be available by the time of award of the construction contract. u 2. ADMINISTERING AGENCY agrees to indemnify and hold STATE harmless from any liability y that may result in the event the right of way for a PROJECT, including, but not limited to, being o clear as certified or if said right of way is found to contain hazardous materials requiring treatment 3 or removal to remediate in accordance with Federal and Slate laws. The furnishing of right of way o as provided for herein Includes, in addition to all real property required for the PROJECT, title free m and clear of obstructions and encumbrances affecting PROJECT and the payment, as required by applicable law, of relocation costs and damages to remainder real property not actually taken but injuriously affected by PROJECT. ADMINISTERING AGENCY shall pay, from its own non- S matching funds, any costs which arise out of delays to the construction of PROJECT because o utility facilities have not been timely removed or relocated, or because rights of way were not available to ADMINISTERING AGENCY for the orderly prosecution of PROJECT work. 3. Subject to STATE approval and such supervision as is required by LOCAL ASSISTANCE PROCEDURES over ADMINISTERING AGENCY's right of way acquisition procedures, ADMINISTERING AGENCY may claim reimbursement from Federal Funds for expenditures N incurred in purchasing only the necessary rights of way needed for the PROJECT after crediting o PROJECT with the fair market value of any excess property retained and not disposed of by z° ADMINISTERING AGENCY. v 4. When real property rights are to be acquired by ADMINISTERING AGENCY for a PROJECT, said ADMINISTERING AGENCY must carry out that acquisition in compliance with all applicable a State and Federal laws and regulations, in accordance with State procedures as published in State's current LOCAL ASSISTANCE PROCEDURES and STATE's Right-of-Way Manual, h subject to STATE oversight to ensure that the completed work is acceptable under the Federal g Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended. c 5. Whether or not federal-aid is to be requested for right of way, should ADMINISTERING E AGENCY, in acquiring right of way for PROJECT, displace an individual, family, business, farm operation, or non-profit organization, relocation payments and services will be provided as set a forth in 49 CFR, Part 24. The public will be adequately informed of the relocation payments and .. services which will be available, and, to the greatest extent practicable, no person lawfully E occupying real property shall be required to move from his/her dwelling or to move his/her r business or farm operation without at least ninety (90) days written notice from ADMINISTERING AGENCY. ADMINISTERING AGENCY will provide STATE with specific assurances, on each a portion of the PROJECT, that no person will be displaced until comparable decent, safe and sanitary replacement housing is available within a reasonable period of time prior to displacement, and that ADMINISTERING AGENCY's relocation program is realistic and adequate to provide Page 5 of 26 PacketPg.243 S.G.b orderly, timely and efficient relocation of PROJECT- displaced persons as provided in 49 Part 24. I 6. ADMINISTERING AGENCY shall, along with recording the deed or instrument evidencing title y in the name of the ADMINISTERING AGENCY or their assignee, shall also record an Agreement o Declaring Restrictive Covenants (ADRC) as a separate document incorporating the assurances 2 included within Exhibits A and B and Appendices A, B. C and D of the AGREEMENT, as appropriate. R U c rn M O 3 a 0 rn c N O L J Q O h d (Y (Y M M O N W O O Z C U E d v rn m N N C E E L U R Q C E E L U Q Page 6 of 26 PacketPg.244 2007-23 5.G.b ARTICLE III - MAINTENANCE AND MANAGEMENT 1. ADMINISTERING AGENCY will maintain and operate the property acquired, developed, N constructed, rehabilitated, or restored by PROJECT for its intended public use until such time as E the parties might amend this AGREEMENT to otherwise provide. With the approval of STATE, 0 ADMINISTERING AGENCY or its successors in interest in the PROJECT property may transfer 3 this obligation and responsibility to maintain and operate PROJECT property for that intended public purpose to another public entity. R 2. Upon ADMINISTERING AGENCY's acceptance of the completed federal-aid construction contract or upon contractor being relieved of the responsibility for maintaining and protecting N PROJECT, ADMINISTERING AGENCY will be responsible for the maintenance, ownership, o liability, and the expense thereof, for PROJECT in a manner satisfactory to the authorized 3 representatives of STATE and FHWA and if PROJECT falls within the jurisdictional limits of o another Agency or Agencies, it is the duty of ADMINISTERING AGENCY to facilitate a separate maintenance agreement(s) between itself and the other jurisdictional Agency or Agencies N providing for the operation, maintenance, ownership and liability of PROJECT. Until those t agreements are executed, ADMINISTERING AGENCY will be responsible for all PROJECT a operations, maintenance, ownership and liability in a manner satisfactory to the authorized 0 representatives of STATE and FHWA. If, within ninety (90) days after receipt of notice from STATE that a PROJECT, or any portion thereof, is not being properly operated and maintained and ADMINISTERING AGENCY has not satisfactorily remedied the conditions complained of, the approval of future federal-aid projects of ADMINISTERING AGENCY will be withheld until the PROJECT shall have been put in a condition of operation and maintenance satisfactory to STATE and FHWA. The provisions of this section shall not apply to a PROJECT that has been vacated N through due process of law with STATE's concurrence. o 0 3. PROJECT and its facilities shall be maintained by an adequate and well-trained staff of z engineers and/or such other professionals and technicians as PROJECT reasonably requires. Said operations and maintenance staff may be employees of ADMINISTERING AGENCY, another E unit of government, or a contractor under agreement with ADMINISTERING AGENCY. All a maintenance will be performed at regular intervals or as required for efficient operation of the complete PROJECT improvements. c E E r U N Q C d E z U R a Page 7 of 26 PacketPg.245 2007-23 S.G.b ARTICLE IV - FISCAL PROVISIONS 1. All contractual obligations of STATE are subject to the appropriation of resources by the N Legislature and the allocation of resources by the California Transportation Commission (CTC). 0 2. STATE'S financial commitment of Federal Funds will occur only upon the execution of this 3 AGREEMENT, the authorization of the project-specific E-76 or E-76 (AMOD), the execution of W each project-specific PROGRAM SUPPLEMENT, and STATE's approved finance letter. 3. ADMINISTERING AGENCY may submit signed duplicate invoices in arrears for reimbursement of participating PROJECT costs on a monthly or quarterly progress basis once the project-specific PROGRAM SUPPLEMENT has been executed by STATE. o 3 4. ADMINISTERING AGENCY agrees, as a minimum, to submit invoices at least once every six o (6) months commencing after the funds are encumbered on either the project-specific PROGRAM SUPPLEMENT or through a project-specific finance letter approved by STATE. STATE reserves N the right to suspend future authorizations/obligations, and invoice payments for any on-going or 'o future federal-aid project by ADMINISTERING AGENCY if PROJECT costs have not been a invoiced by ADMINISTERING AGENCY for a six (6) month period o d 5. Invoices shall be submitted on ADMINISTERING AGENCY letterhead that includes the address .. of ADMINISTERING AGENCY and shall be formatted in accordance with LOCAL ASSISTANCE PROCEDURES. M 6. Invoices must have at least one copy of supporting backup documentation for costs incurred N and claimed for reimbursement by ADMINISTERING AGENCY. Acceptable backup o documentation includes, but is not limited to, agency's progress payment to the contractors, o copies of cancelled checks showing amounts made payable to vendors and contractors, and/or a c computerized summary of PROJECT costs. £ E 7. Payments to ADMINISTERING AGENCY can only be released by STATE as reimbursement of actual allowable PROJECT costs already incurred and paid for by ADMINISTERING AGENCY. v H 8. An Indirect Cost Rate Proposal and Central Service Cost Allocation Plan and related documentation are to be provided to STATE (Caltrans Audits & Investigations) annually for review and approval prior to ADMINISTERING AGENCY seeking reimbursement of indirect cost incurred within each fiscal year being claimed for federal reimbursement. E U U 9. Once PROJECT has been awarded, STATE reserves the right to de-obligate any excess a Federal Funds from the construction phase of PROJECT if the contract award amount is less than the obligated amount, as shown on the PROJECT E-76 or E-76 (AMOD). E E 10. STATE will withhold the greater of either two (2) percent of the total of all Federal Funds encumbered for each PROGRAM SUPPLEMENT or $40,000 until ADMINISTERING AGENCY a submits the Final Report of Expenditures for each completed PROGRAM SUPPLEMENT PROJECT. I Page a of 26 Packet Pg.246 2007-23 11. The estimated total cost of PROJECT, the amount of Federal Funds obligated, and the required matching funds may be adjusted by mutual consent of the PARTIES hereto with a finance letter, a detailed estimate, if required, and approved E-76 (AMOD). Federal-aid funding may be increased to cover PROJECT cost increases only if such funds are available and FHWA y concurs with that increase. E 0 LL 12. When additional federal-aid funds are not available, ADMINISTERING AGENCY agrees that the payment of Federal Funds will be limited to the amounts authorized on the PROJECT specific E-76 / E-76 (AMOD) and agrees that any increases in PROJECT costs must be defrayed with L ADMINISTERING AGENCY's own funds. 13. ADMINISTERING AGENCY shall use its own non-Federal Funds to finance the local share of n eligible costs and all expenditures or contract items ruled ineligible for financing with Federal o Funds. STATE shall make the determination of ADMINISTERING AGENCY's cost eligibility for 3 federal fund financing of PROJECT costs. o m 14. ADMINISTERING AGENCY will reimburse STATE for STATE's share of costs for work 'a performed by STATE at the request of ADMINISTERING AGENCY. STATE's costs shall include 0 overhead assessments in accordance with section 8755.1 of the State Administrative Manual. a 0 15. Federal and state funds allocated from the State Transportation Improvement Program (STIP) are subject to the timely use of funds provisions enacted by Senate Bill 45, approved in 1997, and subsequent STIP Guidelines and State procedures approved by the CTC and STATE. 16. Federal Funds encumbered for PROJECT are available for liquidation for a period of seven (7) M years from the beginning of the State fiscal year the funds were appropriated in the State Budget. N State funds encumbered for PROJECT are available for liquidation only for five (5) years from the o beginning of the State fiscal year the funds were appropriated in the State Budget. Federal or o state funds not liquidated within these periods will be reverted unless an Cooperative Work Z Agreement (CWA) is submitted by ADMINISTERING AGENCY and approved by the California E Department of Finance (per Government Code section 16304). The exact date of fund reversion will be reflected in the STATE signed finance letter for PROJECT. a 17. Payments to ADMINISTERING AGENCY for PROJECT-related travel and subsistence (per y JI diem) expenses of ADMINISTERING AGENCY forces and its contractors and subcontractors claimed for reimbursement or as local match credit shall not exceed rates authorized to be paid rank and file STATE employees under current State Department of Personnel Administration I (DPA) rules. If the rates invoiced by ADMINISTERING AGENCY are in excess of DPA rates, E I ADMINISTERING AGENCY is responsible for the cost difference, and any overpayments A inadvertently paid by STATE shall be reimbursed to STATE by ADMINISTERING AGENCY on a demand within thirty (30) days of such invoice. d 18. ADMINISTERING AGENCY agrees to comply with Office of Management and Budget (OMB) E Circular A-87, Cost Principles for State and Local Governments, and 49 CFR, Part 18, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local a Governments. Page 9 of 26 Packet Pg. 247 2007-23 5.G.b 19. ADMINISTERING AGENCY agrees, and will assure that its contractors and subcontractors will be obligated to agree that (a) Contract Cost Principles and Procedures, 48 CFR, Federal Acquisition Regulations System, Chapter 1, Part 31, et seq., shall be used to determine the allowability of individual PROJECT cost items and (b) those parties shall comply with federal administrative procedures in accordance with 49 CFR, Part 18, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments. Every E sub-recipient receiving PROJECT funds as a contractor or sub-contractor under this 0 AGREEMENT shall comply with Federal administrative procedures in accordance with 49 CFR, 3: Part 18, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments. 20. Any PROJECT costs for which ADMINISTERING AGENCY has received payment or credit that are determined by subsequent audit to be unallowable under OMB Circular A-87, 48 CFR, n Chapter 1, Part 31 or 49 CFR, Part 18, are subject to repayment by ADMINISTERING AGENCY o to STATE. Should ADMINISTERING AGENCY fail to reimburse moneys due STATE within thirty 3 30 days of demand, or within such other period as may be agreed in writing between the o PARTIES hereto, STATE is authorized to intercept and withhold future payments due m ADMINISTERING AGENCY from STATE or any third-party source, including but not limited to, N the State Treasurer, the State Controller and the CTC. s 21. Upon written demand by STATE, any overpayment to ADMINISTERING AGENCY of amounts o m invoiced to STATE shall be returned to STATE. 22. Should ADMINISTERING AGENCY fail to refund any moneys due STATE as provided hereunder or should ADMINISTERING AGENCY breach this AGREEMENT by failing to complete PROJECT without adequate justification and approval by STATE, then, within thirty 30 days of demand, or within such other period as may be agreed to in writing between the PARTIES, STATE, acting through the State Controller, the State Treasurer, or any other public entity or agency, may withhold or demand a transfer of an amount equal to the amount paid by or owed to 0 STATE from future apportionments, or any other funds due ADMINISTERING AGENCY from the z Highway Users Tax Fund or any other sources of funds, and/or may withhold approval of future E ADMINISTERING AGENCY federal-aid projects. m 23. Should ADMINISTERING AGENCY be declared to be in breach of this AGREEMENT or a otherwise in default thereof by STATE, and if ADMINISTERING AGENCY is constituted as a joint w powers authority, special district, or any other public entity not directly receiving funds through the State Controller, STATE is authorized to obtain reimbursement from whatever sources of funding are available, including the withholding or transfer of funds, pursuant to Article IV - 22, from those constituent entities comprising a joint powers authority or by bringing of an action against E ADMINISTERING AGENCY or its constituent member entities, to recover all funds provided by STATE hereunder. a 24. ADMINISTERING AGENCY acknowledges that the signatory party represents the d ADMINISTERING AGENCY and further warrants that there is nothing within a Joint Powers s Agreement, by which ADMINISTERING AGENCY was created, if any exists, that would restrict or otherwise limit STATE's ability to recover State funds improperly spent by ADMINISTERING AGENCY in contravention of the terms of this AGREEMENT. Page 10 of 26 PacketPg.248 S.G.b 2007-23 ARTICLE V AUDITS, THIRD PARTY CONTRACTING, RECORDS RETENTION AND REPORTS 1. STATE reserves the right to conduct technical and financial audits of PROJECT work and records when determined to be necessary or appropriate and ADMINISTERING AGENCY agrees, 3 and shall require its contractors and subcontractors to agree, to cooperate with STATE by making o all appropriate and relevant PROJECT records available for audit and copying as required by 3 paragraph three (3) of ARTICLE V. 2. ADMINISTERING AGENCY, its contractors and subcontractors shall establish and maintain an m accounting system and records that properly accumulate and segregate incurred PROJECT costs and matching funds by line item for the PROJECT. The accounting system of ADMINISTERING AGENCY, its contractors and all subcontractors shall conform to Generally Accepted Accounting Principles, enable the determination of incurred costs at interim points of completion, and provide o support for reimbursement payment vouchers or invoices sent to or paid by STATE, a 0 3. For the purpose of determining compliance with Title 21, California Code of Regulations, Chapter 21, section 2500 et seq., when applicable, and other matters connected with the "- performance of ADMINISTERING AGENCY's contracts with third parties, ADMINISTERING z AGENCY, ADMINISTERING AGENCY's contractors and subcontractors, and STATE shall each <' maintain and make available for inspection and audit all books, documents, papers, accounting $ records, and other evidence pertaining to the performance of such contracts, including, but not limited to, the costs of administering those various contracts. All of the above referenced parties shall make such AGREEMENT and PROGRAM SUPPLEMENT materials available at their zo respective offices at all reasonable times during the entire PROJECT period and for three (3) years from the date of final payment to ADMINISTERING AGENCY under any PROGRAM M j SUPPLEMENT. STATE, the California State Auditor, or any duly authorized representative of STATE or the United States, shall each have access to any books, records, and documents that g are pertinent to a PROJECT for audits, examinations, excerpts, and transactions and zo ADMINISTERING AGENCY shall furnish copies thereof if requested. d E 4. ADMINISTERING AGENCY is required to have an audit in accordance with the Single Audit Act of OMB Circular A-133 if it receives a total of$500,000 or more in Federal Funds in a single fiscal a year. The Federal Funds received under a PROGRAM SUPPLEMENT are a part of the ; Catalogue of Federal Domestic Assistance (CFDA) 20.205, Highway Planning and Research. 5. ADMINISTERING AGENCY agrees to include all PROGRAM SUPPLEMENTS adopting the terms of this AGREEMENT in the schedule of projects to be examined in ADMINISTERING AGENCY's annual audit and in the schedule of projects to be examined under its single audit OE prepared in accordance with OMB Circular A-133. a 6. ADMINISTERING AGENCY shall not award a construction contract over $10,000 or other contracts over $25,000 (excluding professional service contracts of the type which are required to E be procured in accordance with Government Code sections 4525 (d), (e) and (f) on the basis of a noncompetitive negotiation for work to be performed under this AGREEMENT without the prior written approval of STATE. Contracts awarded by ADMINISTERING AGENCY, if intended as a local match credit, must meet the requirements set forth in this AGREEMENT regarding local match funds. Page 11 of 26 Packet Pg. 249 5.G.b 2007-23 7. Any subcontract entered into by ADMINISTERING AGENCY as a result of this AGREEMENT shall contain all of the provisions of ARTICLE IV, FISCAL PROVISIONS, and this ARTICLE V, AUDITS, THIRD-PARTY CONTRACTING RECORDS RETENTION AND REPORTS, and shall mandate that travel and per diem reimbursements and third-party contract reimbursements to subcontractors will be allowable as PROJECT costs only after those costs are incurred and paid E `o for by the subcontractors. LL 3 8. To be eligible for local match credit, ADMINISTERING AGENCY must ensure that local match funds used for a PROJECT meet the fiscal provisions requirements outlined in ARTICLE IV in the L same manner as required of all other PROJECT expenditures. U 9. In addition to the above, the pre-award requirements of third-party contractor/consultants with n ADMINISTERING AGENCY should be consistent with LOCAL ASSISTANCE PROCEDURES. 3 3 a rn c N O L J Q O N d O O M M O N O O O Z C N E d d O Q d N N C N E L U R Q C E E L U Q Page 12 of 26 Packet Pg.250 2007-23 ARTICLE VI -FEDERAL LOBBYING ACTIVITIES CERTIFICATION 1. By execution of this AGREEMENT, ADMINISTERING AGENCY certifies, to the best of the signatory officer's knowledge and belief, that: E A. No federal or state appropriated funds have been paid or will be paid, by or on behalf of ADMINISTERING AGENCY, to any person for influencing or attempting to influence an officer or 3 employee of any STATE or federal agency, a member of the State Legislature or United States Congress, an officer or employee of the Legislature or Congress, or any employee of a Member of L the Legislature or Congress in connection with the awarding of any STATE or federal contract, including this AGREEMENT, the making of any STATE or federal loan, the entering into of any cooperative contract, and the extension, continuation, renewal, amendment, or modification of any STATE or federal contract, grant, loan, or cooperative contract. 0 0 B. If any funds other than federal appropriated funds have been paid, or will be paid, to any o person for influencing or attempting to influence an officer or employee of any federal agency, a member of Congress, an officer or employee of Congress or an employee of a member of .N Congress in connection with this AGREEMENT, grant, local, or cooperative contract, ADMINISTERING AGENCY shall complete and submit Standard Form-LLL, "Disclosure Form to a Rep Lobbying," in accordance with the form instructions. o N d C. This certification is a material representation of fact upon which reliance was placed when this AGREEMENT and each PROGRAM SUPPLEMENT was or will be made or entered into. Submission of this certification is a prerequisite for making or entering into this AGREEMENT imposed by Section 1352, Title 31, United States Code. Any party who fails to file the required M certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 0 N for each such failure. o 0 2. ADMINISTERING AGENCY also agrees by signing this AGREEMENT that the language of this z certification will be included in all lower tier sub-agreements which exceed $100,000 and that all E such sub-recipients shall certify and disclose accordingly. rn a d a E U R a v E z U F Q Page 13 of 26 _— Packet Pg.251 5.G.b 2007-23 ARTICLE VII - MISCELLANEOUS PROVISIONS 1. ADMINISTERING AGENCY agrees to use all State funds reimbursed hereunder only for transportation purposes that are in conformance with Article XIX of the California State 5 Constitution and the relevant Federal Regulations. LL 3 2. This AGREEMENT is subject to any additional restrictions, limitations, conditions, or any statute enacted by the State Legislature or adopted by the CTC that may affect the provisions, terms, or funding of this AGREEMENT in any manner. 3. ADMINISTERING AGENCY and the officers and employees of ADMINISTERING AGENCY, n when engaged in the performance of this AGREEMENT, shall act in an independent capacity and o not as officers, employees or agents of STATE or the federal government. a 0 4. Each project-specific PROGRAM SUPPLEMENT shall separately establish the terms and funding limits for each described PROJECT funded under the AGREEMENT. No federal or state .N funds are obligated against this AGREEMENT. s a' 5. ADMINISTERING AGENCY certifies that neither ADMINISTERING AGENCY nor its principals o are suspended or debarred at the time of the execution of this AGREEMENT. ADMINISTERING AGENCY agrees that it will notify STATE immediately in the event a suspension or a debarment occurs after the execution of this AGREEMENT. 6. ADMINISTERING AGENCY warrants, by execution of this AGREEMENT, that no person or W selling agency has been employed or retained to solicit or secure this AGREEMENT upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, „ excepting bona fide employees or bona fide established commercial or selling agencies o maintained by ADMINISTERING AGENCY for the purpose of securing business. For breach or z violation of this warranty, STATE has the right to annul this AGREEMENT without liability, pay only for the value of the work actually performed, or in STATE's discretion, to deduct from the E price of consideration, or otherwise recover, the full amount of such commission, percentage, brokerage, or contingent fee. a d 7. In accordance with Public Contract Code section 10296, ADMINISTERING AGENCY hereby certifies under penalty of perjury that no more than one final unappealable finding of contempt of court by a federal court has been issued against ADMINISTERING AGENCY within the immediate preceding two (2) year period because of ADMINISTERING AGENCY's failure to comply with an. E order of a federal court that orders ADMINISTERING AGENCY to comply with an order of the 0 National Labor Relations Board. m a B. ADMINISTERING AGENCY shall disclose any financial, business, or other relationship with d STATE, FHWA or FTA that may have an impact upon the outcome of this AGREEMENT. r ADMINISTERING AGENCY shall also list current contractors who may have a financial interest in the outcome of this AGREEMENT. a r 9. ADMINISTERING AGENCY hereby certifies that it does not now have nor shall it acquire any financial or business interest that would conflict with the performance of PROJECT under this Page 14 of 26 ' AGREEMENT. 2007-23 S.G.b I N 10. ADMINISTERING AGENCY warrants that this AGREEMENT was not obtained or secured o through rebates, kickbacks or other unlawful consideration either promised or paid to any STATE LL employee. For breach or violation of this warranty, STATE shall have the right, in its discretion, to terminate this AGREEMENT without liability, to pay only for the work actually performed, or to deduct from the PROGRAM SUPPLEMENT price or otherwise recover the full amount of such rebate, kickback, or other unlawful consideration. c 11. Any dispute concerning a question of fact arising under this AGREEMENT that is not disposed N of by agreement shall be decided by the STATE's Contract Officer who may consider any written o or verbal evidence submitted by ADMINISTERING AGENCY. The decision of the Contract Officer, issued in writing, shall be conclusive and binding on the PARTIES on all questions of fact o considered and determined by the Contract Officer. N 12. Neither the pending of a dispute nor its consideration by the Contract Officer will excuse s ADMINISTERING AGENCY from full and timely performance in accordance with the terms of this a AGREEMENT. °w d 13. Neither ADMINISTERING AGENCY nor any officer or employee thereof is responsible for any injury, damage or liability occurring by reason of anything done or omitted to be done by, under or in connection with any work, authority or jurisdiction arising under this AGREEMENT. It is understood and agreed that STATE shall fully defend, indemnify and save harmless the ADMINISTERING AGENCY and all of its officers and employees from all claims, suits or actions o of every name, kind and description brought forth under, including, but not limited to, tortuous, o contractual, inverse condemnation and other theories or assertions of liability occurring by reason z° of anything done or omitted to be done by STATE under this AGREEMENT. z v 14. Neither STATE nor any officer or employee thereof shall be responsible for any injury, damage or liability occurring by reason of anything done or omitted to be done by ADMINISTERING a AGENCY under, or in connection with, any work, authority or jurisdiction arising under this j AGREEMENT. It is understood and agreed that ADMINISTERING AGENCY shall fully defend, N indemnify and save harmless STATE and all of its officers and employees from all claims, suits or actions of every name, kind and description brought forth under, including, but not limited to, tortuous, contractual, inverse condemnation or other theories or assertions of liability occurring by reason of anything done or omitted to be done by ADMINISTERING AGENCY under this £ L AGREEMENT. 15. STATE reserves the right to terminate funding for any PROJECT upon written notice to a ADMINISTERING AGENCY in the event that ADMINISTERING AGENCY fails to proceed with cc PROJECT work in accordance with the project-specific PROGRAM SUPPLEMENT, the bonding requirements if applicable, or otherwise violates the conditions of this AGREEMENT andfor 20 PROGRAM SUPPLEMENT, or the funding allocation such that substantial performance is a significantly endangered. Page 15 of 26 Packet Pg. 253 ----- - ' 5.G.b '` 2007-23 16. No termination shall become effective if, within thirty (30) days after receipt of a Notice of y Termination, ADMINISTERING AGENCY either cures the default involved or, if not reasonably E susceptible of cure within said thirty (30) day period, ADMINISTERING AGENCY proceeds 0 thereafter to complete the cure in a manner and time line acceptable to STATE. Any such 3 termination shall be accomplished by delivery to ADMINISTERING AGENCY of a Notice of i2 Termination, which notice shall become effective not less than thirty (30) days after receipt, specifying the reason for the termination, the extent to which funding of work under this AGREEMENT is terminated and the date upon which such termination becomes effective, if ci beyond thirty (30) days after receipt. During the period before the effective termination date, rn ADMINISTERING AGENCY and STATE shall meet to attempt to resolve any dispute. In the event of such termination, STATE may proceed with the PROJECT work in a manner deemed proper by 3 STATE. If STATE terminates funding for PROJECT with ADMINISTERING AGENCY, STATE o shall pay ADMINISTERING AGENCY the sum due ADMINISTERING AGENCY under the c PROGRAM SUPPLEMENT and/or STATE approved finance letter prior to termination, provided, .N however, ADMINISTERING AGENCY is not in default of the terms and conditions of this 'Co AGREEMENT or the project-specific PROGRAM SUPPLEMENT and that the cost of PROJECT a completion to STATE shall first be deducted from any sum due ADMINISTERING AGENCY. o m m 17. In case of inconsistency or conflicts with the terms of this AGREEMENT and that of a project- specific PROGRAM SUPPLEMENT, the terms stated in that PROGRAM SUPPLEMENT shall prevail over those in this AGREEMENT. z 18. Without the written consent of STATE, this AGREEMENT is not assignable by o ADMINISTERING AGENCY either in whole or in part. 0 19. No alteration or variation of the terms of this AGREEMENT shall be valid unless made in zo writing and signed by the PARTIES, and no oral understanding or agreement not incorporated E herein shall be binding on any of the PARTIES. d d IN WITNESS WHEREOF, the PARTIES have executed this AGREEMENT by their duly a authorized officers. STATE OF CALIFORNIA City of San Bernardino DEPARTMENT OF TRANSPORTATION E By_-- m — a robin Brinker,Mayor Pro Tem Chief, Office of Project Implementation City of San Bernardino d Division of Local Assistance Representative Name 8 Title s (Authorized Governing Body Representative) a Date 3 /Z/o7 Date APPROVED AS TO FORM: James F. Penman, City Attorney Page of 26 By' � •G�+++^'� 9 � I Packet Pg.254 ', 2007-23 EXHIBIT A FAIR EMPLOYMENT PRACTICES ADDENDUM N E 1. In the performance of this Agreement, ADMINISTERING AGENCY will not discriminate against ° any employee for employment because of race, color, sex, sexual orientation, religion, ancestry or national origin, physical disability, medical condition, marital status, political affiliation, family and medical care leave, pregnancy leave, or disability leave. ADMINISTERING AGENCY will take affirmative action to ensure that employees are treated during employment without regard to their u race, sex, sexual orientation, color, religion, ancestry, or national origin, physical disability, medical condition, marital status, political affiliation, family and medical care leave, pregnancy leave, or in disability leave. Such action shall include, but not be limited to, the following: employment; o upgrading; demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. o ADMINISTERING AGENCY shall post in conspicuous places, available to employees for employment, notices to be provided by STATE setting forth the provisions of this Fair Employment :o section. r a 2. ADMINISTERING AGENCY, its contractor(s) and all subcontractors shall comply with the o provisions of the Fair Employment and Housing Act (Government Code Section 1290-0 et seq.), and the applicable regulations promulgated thereunder (California code of Regulations, Title 2, Section 7285.0 et seq.). The applicable regulations of the Fair Employment and Housing Commission implementing Government Code, Section 12900(a-f), set forth in Chapter 5 of Division 4 of Title 2 of the California Code of Regulations are incorporated into this AGREEMENT by reference and made a part hereof as if set forth in full. Each of the ADMINISTERING o AGENCY'S contractors and all subcontractors shall give written notice of their obligations under o this clause to labor organizations with which they have a collective bargaining or other z° agreements, as appropriate. d 3. ADMINISTERING AGENCY shall include the nondiscrimination and compliance provisions of v this clause in all contracts and subcontracts to perform work under this AGREEMENT. a 4. ADMINISTERING AGENCY will permit access to the records of employment, employment N advertisements, application forms, and other pertinent data and records by STATE, the State Fair Employment and Housing Commission, or any other agency of the State of California designated by STATE, for the purposes of investigation to ascertain compliance with the Fair Employment section of this Agreement. E s U 5. Remedies for Willful Violation: a (a) STATE may determine a willful violation of the Fair Employment provision to have occurred E upon receipt of a final judgment to that effect from a court in an action to which ADMINISTERING E AGENCY was a party, or upon receipt of a written notice from the Fair Employment and Housing Commission that it has investigated and determined that ADMINISTERING AGENCY has violated a the Fair Employment Practices Act and had issued an order under Labor Code Section 1426 which has become final or has obtained an injunction under Labor Code Section 1429. Page 17 of 26 Packet Pg. 255 5.G.b 2007-23 (b) For willful violation of this Fair Employment Provision, STATE shall have the right to terminate this Agreement either in whole or in part, and any loss or damage sustained by STATE in securing the goods or services thereunder shall be borne and paid for by ADMINISTERING AGENCY and by the surety under the performance bond, if any, and STATE may deduct from any moneys due or thereafter may become due to ADMINISTERING AGENCY, the difference between the price E named in the Agreement and the actual cost thereof to STATE to cure ADMINISTERING AGENCY's breach of this Agreement. it M L) U c rn in 0 o. O c N O t 3 Q O N d O M O W O O 2 c w E d m a m N C N E L u R a a E L u m Q Page 18 of 26 PacketPg.256 • 5.G.b 2007-23 EXHIBIT B NONDISCRIMINATION ASSURANCES 0 LL ADMINISTERING AGENCY HEREBY AGREES THAT, as a condition to receiving any federal financial assistance from the STATE, acting for the U.S. Department of Transportation, it will comply with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d-42 U.S.C. 2000d-4 (hereinafter referred to as the ACT), and all requirements imposed by or pursuant to Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, "Nondiscrimination in Federally-Assisted Programs of the Department of n Transportation - Effectuation of Title VI of the Civil Rights Act of 1964" (hereinafter referred to as o the REGULATIONS), the Federal-aid Highway Act of 1973, and other pertinent directives, to the and that in accordance with the ACT, REGULATIONS, and other pertinent directives, no person in o the United States shall, on the grounds of race, color, sex, national origin, religion, age or disability, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity for which ADMINISTERING AGENCY receives s federal financial assistance from the Federal Department of Transportation. ADMINISTERING a AGENCY HEREBY GIVES ASSURANCE THAT ADMINISTERING AGENCY will promptly take e any measures necessary to effectuate this agreement. This assurance is required by subsection ow 21.7(a) (1) of the REGULATIONS. More specifically, and without limiting the above general assurance, ADMINISTERING AGENCY hereby gives the following specific assurances with respect to its federal-aid Program: 0 1. That ADMINISTERING AGENCY agrees that each "program' and each "facility" as defined in o subsections 21.23 (e) and 21.23 (b) of the REGULATIONS, will be (with regard to a "program") o conducted, or will be (with regard to a 'facility") operated in compliance with all requirements c imposed by, or pursuant to, the REGULATIONS. £ d 2. That ADMINISTERING AGENCY shall insert the following notification in all solicitations for bids a for work or material subject to the REGULATIONS made in connection with the federal-aid d Program and, in adapted form, in all proposals for negotiated agreements: ADMINISTERING AGENCY hereby notifies all bidders that it will affirmatively insure that in any agreement entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated £ against on the grounds of race, color, sex, national origin, religion, age, or disability in consideration for an award. a 3. That ADMINISTERING AGENCY shall insert the clauses of Appendix A of this assurance in E every agreement subject to the ACT and the REGULATIONS. U 4. That the clauses of Appendix B of this Assurance shall be included as a covenant running with the land, in any deed effecting a transfer of real property, structures, or improvements thereon, or interest therein. Page 19 of 26 Packet Pg. 257 S.G.b 2007-23 5. That where ADMINISTERING AGENCY receives federal financial assistance to construct a facility, or part of a facility, the Assurance shall extend to the entire facility and facilities operated in connection therewith. N 6. That where ADMINISTERING AGENCY receives federal financial assistance in the form, or for E`o the acquisition, of real property or an interest in real property, the Assurance shall extend to rights 3 to space on, over, or under such property. N 7. That ADMINISTERING AGENCY shall include the appropriate clauses set forth in Appendix C and D of this Assurance, as a covenant running with the land, in any future deeds, leases, permits, ;, licenses, and similar agreements entered into by the ADMINISTERING AGENCY with other m parties: in 0 Appendix C; a 0 (a) for the subsequent transfer of real property acquired or improved under the federal-aid m Program; and "- 0 � s Appendix D; a' 0 (b) for the construction or use of or access to space on, over, or under real property acquired, or improved under the federal-aid Program. " m S. That this assurance obligates ADMINISTERING AGENCY for the period during which federal financial assistance is extended to the program, except where the federal financial assistance is to provide, or is in the form of, personal property or real property or interest therein, or structures, or N improvements thereon, in which case the assurance obligates ADMINISTERING AGENCY or any o transferee for the longer of the following periods: Z (a) the period during which the property is used for a purpose for which the federal financial E assistance is extended, or for another purpose involving the provision of similar services or benefits; or a (b) the period during which ADMINISTERING AGENCY retains ownership or possession of the 2 m property. 9. That ADMINISTERING AGENCY shall provide for such methods of administration for the program as are found by the U.S. Secretary of Transportation, or the official to whom he delegates E I specific authority, to give reasonable guarantee that ADMINISTERING AGENCY, other recipients, sub-grantees, applicants, sub-applicants, transferees, successors in interest, and other a participants of federal financial assistance under such program will comply with all requirements .. imposed by, or pursuant to, the ACT, the REGULATIONS, this Assurance and the Agreement. v E 10. That ADMINISTERING AGENCY agrees that the United States and the State of California have a right to seek judicial enforcement with regard to any matter arising under the ACT, the a REGULATIONS, and this Assurance. Page 20 of 26 Packet Pg. 258 2007-23 5.G.b 11. ADMINISTERING AGENCY shall not discriminate on the basis of race, religion, age, disability, color, national origin or sex in the award and performance of any STATE assisted contract or in the administration on its DBE Program or the requirements of 49 CFR Part 26. ADMINISTERING AGENCY shall take all necessary and reasonable steps under 49 CFR Part 26 to ensure non E discrimination in the award and administration of STATE assisted contracts. ADMINISTERING ° AGENCY'S DBE Race-Neutral Implementation Agreement is incorporated by reference in this 3 AGREEMENT. Implementation of this program is a legal obligation and failure to carry out its i2 terms shall be treated as a violation of this agreement. Upon notification to the recipient of its failure to carry out its approved DBE Race-Neutral Implementation Agreement, STATE may impose sanctions as provided for under 49 CFR Part 26 and may, in appropriate cases, refer the `c matter for enforcement under 18 USC 1001 and/or the Program Fraud Civil Remedies Act of 1985 m y (31 USC 3801 es seq.) 0 3 THESE ASSURANCES are given in consideration of and for the purpose of obtaining any and all $ federal grants, loans, agreements, property, discounts or other federal financial assistance extended after the date hereof to ADMINISTERING AGENCY by STATE, acting for the U.S. N Department of Transportation, and is binding on ADMINISTERING AGENCY, other recipients, t subgrantees, applicants, sub-applicants, transferees, successors in interest and other participants a in the federal-aid Highway Program. o d o: M 0 0 ro 0 0 z c 0 E v m rn 0 N N C d E t U C d E U U F Page 21 of 26 Packet Pg.259 S.G.b 2007-23 APPENDIX A TO EXHIBIT B During the performance of this Agreement, ADMINISTERING AGENCY, for itself, its assignees and successors in interest (hereinafter collectively referred to as ADMINISTERING AGENCY) agrees as follows: E`o 0 (1) Compliance with Regulations: ADMINISTERING AGENCY shall comply with the regulations 3 relative to nondiscrimination in federally assisted programs of the Department of Transportation, Title 49, Code of Federal Regulations, Part 21, as they may be amended from time to time, (hereinafter referred to as the REGULATIONS), which are herein incorporated by reference and made a part of this agreement. (2) Nondiscrimination: ADMINISTERING AGENCY, with regard to the work performed by it during o the AGREEMENT, shall not discriminate on the grounds of race, color, sex, national origin, religion, age, or disability in the selection and retention of sub-applicants, including procurements o of materials and leases of equipment. ADMINISTERING AGENCY shall not participate either directly or indirectly in the discrimination prohibited by Section 21.5 of the REGULATIONS, N including employment practices when the agreement covers a program set forth in Appendix B of s the REGULATIONS. a' 0 (3) Solicitations for Sub-agreements, Including Procurements of Materials and Equipment: In all solicitations either by competitive bidding or negotiation made by ADMINISTERING AGENCY for work to be performed under a Sub-agreement, including procurements of materials or leases of equipment, each potential sub-applicant or supplier shall be notified by ADMINISTERING AGENCY of the ADMINISTERING AGENCY's obligations under this Agreement and the REGULATIONS relative to nondiscrimination on the grounds of race, color, or national origin. (4) Information and Reports: ADMINISTERING AGENCY shall provide all information and reports o required by the REGULATIONS, or directives issued pursuant thereto, and shall permit access to Z ADMINISTERING AGENCY's books, records, accounts, other sources of information, and its facilities as may be determined by STATE or FHWA to be pertinent to ascertain compliance with such REGULATIONS or directives. Where any information required of ADMINISTERING 2 AGENCY is in the exclusive possession of another who fails or refuses to furnish this information, ADMINISTERING AGENCY shall so certify to STATE or the FHWA as appropriate, and shall set h forth what efforts ADMINISTERING AGENCY has made to obtain the information. (5) Sanctions for Noncompliance: In the event of ADMINISTERING AGENCY's noncompliance with the nondiscrimination provisions of this agreement, STATE shall impose such agreement sanctions as it or the FHWA may determine to be appropriate, including, but not limited to: R (a) withholding of payments to ADMINISTERING AGENCY under the Agreement within a a reasonable period of time, not to exceed 90 days; and/or E E (b) cancellation, termination or suspension of the Agreement, in whole or in part. a Page 22 of 26 PacketPg. 260 jand 2007-23 (6) Incorporation of Provisions: ADMINISTERING AGENCY shall include the provi paragraphs (1) through (6) in every sub-agreement, including procurements of materileases of equipment, unless exempt by the REGULATIONS, or directives issued pursuant ADMINISTERING AGENCY shall take such action with respect to any sub-agreemN procurement as STATE or FHWA may direct as a means of enforcing such provisions including o sanctions for noncompliance, provided, however, that, in the event ADMINISTERING AGENCY becomes involved in, or is threatened with, litigation with a sub-applicant or supplier as a result of such direction, ADMINISTERING AGENCY may request STATE enter into such litigation to N protect the interests of STATE, and, in addition, ADMINISTERING AGENCY may request the United States to enter into such litigation to protect the interests of the United States. u a, O a 0 rn c N O t Q O N d (r b M ty 0 N W 0 O Z c m E v m rn a d N c N E L U N Q C d E L V A Q Page 23 of 26 Packet Pg. 261 �i 2007-23 APPENDIX B TO EXHIBIT B The following clauses shall be included in any and all deeds effecting or recording the transfer of PROJECT real property, structures or improvements thereon, or interest therein from the United States. (GRANTING CLAUSE) NOW, THEREFORE, the U.S. Department of Transportation, as authorized by law, and upon the 0 condition that ADMINISTERING AGENCY will accept title to the lands and maintain the project i: constructed thereon, in accordance with Title 23, United States Code, the Regulations for the Administration of federal-aid for Highways and the policies and procedures prescribed by the Federal Highway Administration of the Department of Transportation and, also in accordance with and in compliance with the Regulations pertaining to and effectuating the provisions of Title VI of v the Civil Rights Act of 1964 (78 Stat. 252; 42 U.S.C. 2000d to 2000d-4), does hereby remise, .' release, quitclaim and convey unto the ADMINISTERING AGENCY all the right, title, and interest 10 o of the U.S. Department of Transportation in, and to, said lands described in Exhibit "A" attached hereto and made a part hereof. o c (HABENDUM CLAUSE) "- `o TO HAVE AND TO HOLD said lands and interests therein unto ADMINISTERING AGENCY and a its successors forever, subject, however, to the covenant, conditions, restrictions and reservations o herein contained as follows, which will remain in effect for the period during which the real property or structures are used for a purpose for which federal financial assistance is extended or .. for another purpose Involving the provision of similar services or benefits and shall be binding on ADMINISTERING AGENCY, its successors and assigns. rr ADMINISTERING AGENCY, in consideration of the conveyance of said lands and interests in o lands, does hereby covenant and agree as a covenant running with the land for itself, its o successors and assigns, 0 Z (1) that no person shall on the grounds of race, color, sex, national origin, religion, age or disability, be excluded from participation in, be denied the benefits of, or be otherwise subjected to v discrimination with regard to any facility located wholly or in pan on, over, or under such lands a hereby conveyed (;) (and) v (2) that ADMINISTERING AGENCY shall use the lands and interests in lands so conveyed, in compliance with all requirements imposed by or pursuant to Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Non-discrimination in federally-assisted programs of the Department of Transportation - Effectuation of Title VI of the cc Civil Rights Act of 1964, and as said Regulations may be amended (;) and m s (3) that in the event of breach of any of the above-mentioned nondiscrimination conditions, the a U.S. Department of Transportation shall have a right to re-enter said lands and facilities on said d land, and the above-described land and facilities shall thereon revert to and vest in and become r the absolute property of the U.S. Department of Transportation and its assigns as such interest existed prior to this deed.' a Reverter clause and related language to be used only when it is determined that such a clause is Page 24 of 26 Packet Pg.262 necessary in order to effectuate the purposes of Title VI of the Civil Rights Act of 1964. APPENDIX C TO EXHIBIT B The following clauses shall be included in any and all deeds, licenses, leases, permits, or similar o instruments entered into by ADMINISTERING AGENCY, pursuant to the provisions of Assurance 3 7(a) of Exhibit B. C2 The grantee (licensee, lessee, permittee, etc., as appropriate) for himself, his heirs, personal representatives, successors in interest, and assigns, as a part of the consideration hereof, does hereby covenant and agree (in the case of deeds and leases add "as covenant running with the land") that in the event facilities are constructed, maintained, or otherwise operated on the said in property described in this (deed, license, lease, permit, etc.) for a purpose for which a U.S. o Department of Transportation program or activity is extended or for another purpose involving the 3 provision of similar services or benefits, the (grantee, licensee, lessee, permittee, etc.), shall o maintain and operate such facilities and services in compliance with all other requirements imposed pursuant to Title 49, Code of Federal Regulations, U.S. Department of Transportation, .N Subtitle A, Office of Secretary, Part 21, Nondiscrimination in federally-assisted programs of the s Department of Transportation - Effectuation of Title VI of the Civil Rights Act of 1964, and as said a Regulations may be amended. v rr (Include in licenses, leases, permits, etc.)` G That in the event of breach of any of the above nondiscrimination covenants, ADMINISTERING AGENCY shall have the right to terminate the (license, lease, permit etc.) and to re-enter and M repossess said land and the facilities thereon, and hold the same as if said (license, lease, permit, etc.) had never been made or issued. o 0 z (Include in deeds)" That in the event of breach of any of the above nondiscrimination covenants, ADMINISTERING v AGENCY shall have the right to re-enter said land and facilities thereon, and the above- r described lands and facilities shall thereupon revert to and vest in and become the absolute property of ADMINISTERING AGENCY and its assigns. E s U m Q c d E U U N Reverter clause and related language to be used only when it is determined that such a clause is a necessary in order to effectuate the purposes of Title VI of the Civil Rights Act of 1964. Page 25 of 26 Packet Pg.263 ♦ 2007-23 APPENDIX D TO EXHIBIT B The following shall be included in all deeds, licenses, leases, permits, or similar agreements entered into by the ADMINISTERING AGENCY, pursuant to the provisions of Assurance 7 (b) of E o , Exhibit B. 3 The grantee (licensee, lessee, permittee, etc., as appropriate) for himself, his personal representatives, successors in interest and assigns, as a part of the consideration hereof, does hereby covenant and agree (in the case of deeds, and leases add "as a covenant running with the U land") that: (1) no person on the ground of race, color, sex, national origin, religion, age or disability, shall be excluded from participation in, denied the benefits of, or otherwise subjected to discrimination in the use of said facilities; o rn (2) that in the construction of any improvements on, over, or under such land and the furnishing of H services thereon, no person on the ground of race, color, sex, national origin, religion, age or t disability shall be excluded from participation in, denied the benefits of, or otherwise be subjected a to discrimination; and 0 d (3) that the (grantee, licensee, lessee, permittee, etc.,) shall use the premises in compliance with i the Regulations. (Include in licenses, leases, permits, etc.)' M 0 That in the event of breach of any of the above nondiscrimination covenants. ADMINISTERING o AGENCY shall have the right to terminate the (license, lease, permit, etc.) and to re-enter and o repossess said land and the facilities thereon, and hold the same as if said (license, lease, permit, z etc.) had never been made or issued. E v d (Include in deeds)' a That in the event of breach of any of the above nondiscrimination covenants, ADMINISTERING 2 AGENCY shall have the right to re-enter said land and facilities thereon, and the above- described lands and facilities shall thereupon revert to and vest in and become the absolute property of ADMINISTERING AGENCY, and its assigns. d E U U a c v E z U m a ' Reverter clause and related language to be used only when it is determined that such a clause is necessary in order to effectuate the purposes of Title VI of the Civil Rights Act of 1964. Page 26 of. 26 Packet Pg. 264 Local Assistance Procedures Manual ATTACHMENT"2" E Short Form Right of Way Certification EXHIBIT 13-A SHORT FORM RIGHT OF WAY CERTIFICATION FOR LOCAL ASSISTANCE PROJECT (OFF-STATE HIGHWAY SYSTEM PROJECT USING FEDERAL FUNDS) 'm E NAME OF THE LOCAL PUBLIC AGENCY Please Note: PROJECT: Federal Program(if available) This form is intended for projects that do NOT require R/W acquisition, relocation assistance, have NO railroad involvement, and the ONLY utility relocation P involvement is limited to utility cover adjustments. Project Location For each item below. Select the ONE option most suitable o to your oroiect If the chosen option directs you to use Form 13-B please stop. This Short Form is not applicable to General Description S your Iloject. Instead, the Right of Way Certification Form o (Exhibit 13-B,LAPM)should be utilized. a 0 m RIGHT OF WAY CERTIFICATION No. I W 1. STATUS OF REQUIRED PROPERTY RIGHTS: ❑ No acquisition of right of way is required.All proposed work is within existing right of way. Right of way has been acquired in accordance with applicable policy and procedure covering the n ❑ acquisition of real property.LPA has legal and physical possession,right to enter,and required permits. w If this box is checked lease use form 13-B g n- 2. STATUS OF AFFECTED OPERATING RAILROAD FACILITIES: N None affected. c The Railroad has approved the proposed work, which is within m ❑ their right of way but does not require the adjustment of railroad facilities.The necessary clauses will be placed in the contract special provisions.If this box is checked,please use form 13-B :? a The Railroad (and when needed, the Public Utilities Commission) has approved the proposed work,which is within the railroad right of way and does require the E03 adjustment of railroad facilities. The railroad, or its contract forces, will provide the necessary E labor, materials and/or equipment to adjust their facilities. The necessary clauses will be placed ;? in the contractspecial provisions.If this box is checked,please use form 13-B 3. MATERIAL SITE(S): None required. Material site(s)required. If this box is checked,please use form 13-B Page 13-A 1 Office Bulletin Update .June 24,2011 Packet Pg. 265 S.G.c EXHIBIT 13-A Local Assistance Procedures Manua Short Form Right of Way Certification L 4. DISPOSAL SITE(S): `-- 0 1 None required. Disposal site(s)required. I this box is checked,please use form 13-B 5. STATUS OF REQUIRED UTILITY RELOCATIONS (Check all that apply) 7 No relocation required. Existing utilities located within project limits are shown on Project Plan E 0 Utility involvement is limited to adjusting UTILITY COVERS(manhole cover,water valve cover,and a ❑ box lids) to grade. If this box is checked, please complete page 4 of this form entitled "Utility Cover Adjustment Summary". ❑ All utility work(other than the adjustment of utility covers)has been completed.If this box is checked, please use form 13-B m ❑ All utility work(other than the adjustment of utility covers)will be completed by a stated date prior to u c award of the contract.If this box is checked,please use form 13-B H' in All necessary arrangements have been made for the completion of all remaining utility work(other than o the adjustment of utility covers)required to be coordinated with project consnvction. Arrangements 3 ❑ have been made with the owners of all utility encroachments which will remain within the right of way o of the project so that adequate control of the right of way will be achieved. If this box is checked, on please use form 13-B F ❑ Utility facilities (other than the adjustment of utility covers)will be relocated by Project's Contractor .o under bid items. If this boa is checked,please use form 13-B 6. RIGHT OF WAY CLEARANCE 0 v o! There are no improvements or obstructions located within the limits of this project All right of way clearance work has been completed and there are no improvements or ❑ obstructions remaining within the right of way area required for construction. If this box is checked,please use form 13-B Q All necessary arrangements have been made for remaining right of way clearance work to be ❑ undertaken and completed as required for proper coordination with the construction schedule. a If this box is checked,please use form 13-B x w 7. AIRSPACE AGREEMENTS El a There are no airspace lease properties within the limits of this project. All necessary arrangements have been made with airspace lessee(s) and/or in Contract �+ ❑ Provisions to minimize conflicts between lessee's activities and contractor's operations. If this box is checked,please use form 13-B E Airspace lease has been cancelled. If this box is checked,please use form 13-B Other: (If this box is checked,please use form 13-B) Q c 8. COMPLIANCE WITH RELOCATION ASSISTANCE PROGRAM REQUIREMENTS £ E Compliance was not required as there were no displacements for this project. w ❑ Occupants who have not yet moved from the right of way will be protected against unnecessary inconvenience ¢ and disproportionate injury or my action coercive in nature. If this box is checked,please use form 13-B LPA has complied with all the steps relative to relocation advisory assistance and payments as required by applicable policy and procedure, and no person has been required to relocate without at least 90 days' written ❑ notice. If residential relocation was involved,all individuals and/or families have been relocated to decent,safe and sanitary housing, or the LPA has made replacement housing available to the displacees. If this box is checked,please use form 13-B Page 13-A 2 June 24,2011 Office Bulled packet Pg. 266 S.G.c Local Assistance Procedures Manual F.XFtI - Short Form Right of Way Certification 9. COOPERATIVE AGREEMENTS None Required. Agency Agreement No. (ff checked,please attach a copy) 10. ENVIRONMENTAL MITIGATION N No environmental mitigation parcels are required for this project E 0 All environmental mitigation parcels on this project have been acquired If this box is checked, a- please use form 13-B ❑ Acquisition of environmental mitigation parcels is ongoing. If this boa is checked, please use to form 13-B a m U 11. CERTIFICATION m N I hereby certify the Right of Way on this project as conforming to 23 CFR 635.309(C)(1). The project cs may be advertised with contract award being made at any time. ; a 0 on 12. INDEMNIFICATION BY LOCAL AGENCY S This Local Public Agency agrees to indemnify,defend,and hold harmless the Department of Transportation s° (Caltrans)from any and all liabilities which may result in the event the right of way for this project is not clear as certified. LPA shall pay from its own non-matching funds, any costs which arise out of delays to °m the construction of the project because utility facilities have not been removed or relocated, or because rights of way have not been made available to LPA for the orderly performance of the project work. co LOCAL PUBLIC AGENCY CALTRANS ACCEPTANCE a The undersigned Caltrans Official has By. reviewed this Right of Way Certification as to a form and content. Based on the review of the x Title: documents submitted, the Certificate is w acre ted on behalf of the local public agency. a It remains the sole responsibility of the local g public agency to ensure compliance with the Date: Federal Uniform Act. c E Authorized by Resolution No. Accepted as to form and content: t u m Dated: By: C c Title: s u Date: m a Distribution: 1) Local agency completes this form,signs and sends it to the DLAE. 2) DLAE sends a copy to District Right of Way Local Program Coordinator,keeps a copy for his/her files,and sends the signed original back to the local agency. Page 13-A 3 Office Bulletin Update June 24,2011 Packet Pg. 267 5.G.c EXHIBIT 13-A Local Assistance Procedures Manual Short Form Right of Way Certification C UTILTIY COVER ADJUSTMENT SUMMARY Items to be disclosed on this summary include: Covers of utility facilities, either publicly owned (by City/County and other public agencies, including this project sponsoring agency) or privately owned that services the general population. Utility covers of facility that directly services the street/roadway operation (such as electric pull box which services streetlight, traffic signals) do not require disclosure on E this form. ° 3 a) PHYSICAL COVER ADJUSTMENTS PERFORMED BY OWNER it (XIS Word format: Tab from the last cell to add additional tow) M m Notice Notice Owner Liability% Type of Encroachment Federal ) # Date Owner/ Facility Permit# Participation rn LPA Yes(Y)' No(N) o 3 a. 0 rn c N O L 3 O b) UTILITY COVER ADJUSTMENTS WILL BE PERFORMED BY PROJECT CONTRACTOR © MS Word format Tab rom the Iasi cell to add additional Bid Item# Notice# Notice Owner Liability% Type of Federal Date Owner/ Facility Participation G LPA Yes m A n t X W 2 a J N c) FEDERAL PARTICIPATION The adjustments comply with the 23 CFR 645.119 and the RW Utility Relocation process in ❑Yes ❑No Chapter 14 of the Local Assistance Procedures Manual(LAPM) a These adjustments are required as the direct results of the proposed construction activities and the c ❑Yes ❑No local agency is legally liable to pay for the adjustment a, E z Yes Project has received Federal Authorization to Proceed(E-76)for RW Utility Relocation ❑ ❑No 3 Q Adjustments specified for Federal participation have received FHWA Specific Authorization ❑Yes ❑No (Exhibit 14-C,LAPM)approval? CNote: Any adjustment does not meet the above requirements do not qualify for Federal participation. Page 13-A 4 June 24,2011 Office Bulletin packet Pg.268 S.G.d t r Local Assistance Procedures Manual ATTACHMENT "3" EXHI Right of Way Certification ExHiB1T 13-B Right of Way Certification Local Assistance Project (Off State Highway System) CITY OF (OR) E COUNTY OF t`oi (Please note: This form is intended for use on local assistance projects, off the State Highway System, where 3 federal funds are used and where right of way or rights in real property are required.This form could also be used a when local agencies work on the State Hwy System.) m ONLY THE PARAGRAPHS RELATING TO THE PROJECT: m Federal Program# if available a SPECIFIC PROJECT SHOULD BE USED &' ( ) of RIGHT OF WAY CERTIFICATIONNO. Project Location: 3 a General Description of Project (Insert 1,2,or 3 for the type of Certification being rn c made) `o 1. STATUS OF REQUIRED RIGHT OF WAY Right of way (has been) (will be) acquired in accordance with applicable policy and procedure covering t the acquisition of real property. (City)(County)(has)(will have) legal and physical possession and right to enter on all lands as follows: (Note: Parcels shown in Items A 1-7 should total the number shown in line A.) A. Total number of parcels required. m M 1. Parcels acquired(escrow closed or Final Order of Condemnation recorded.) ` a Z 2. Parcels covered by Order for Possession. * w 2 Parcel No. Owner Effective Date a. J 3. Parcels covered by Right of Entry + "' c m Parcel No. Owner Type** Effective Date Date Funds Made E Available to m Owner++ Q C d U U *Note:Detail should be added showing expiration dates of documents Q with fixed termination dales,such as temporary easements. ++ Either RE or RE in approved RC(Right of Way Contract) ++ If no entry is made in this column a full explanation is required. Page 13-45 LPP 04-06 Packet li6.268 1 _ 6A EXHIBIT 13-B Local Assistance Procedures Manual Right of Way Certification 4. Parcels covered by a Right of Entry executed prior to appraisal. Parcel No. Owner Effective Date 5. Parcels covered by Resolution of Necessity only. N E (Used only rarely in a Certification No.3 situation where the project must be advertised,the o Resolution of Necessity has been adopted but the Order of Possession has not yet been served.) to N Parcel No. Owner City/County Anticipated Resolution Date OP m Effective v Date rn Co O 6. Parcels covered by other acquisition documents as follows: 3 (Explain: This section is meant to cover acquisitions where the document is a license, o permit,etc.,not otherwise covered by paragraph 1,2,3,4 or 5 above.) 0 'N O E Location Owner Type Document Effective Date Expiration Q (P.M./K.M.) Date w 7. Number of Parcels with a value in excess of$500,000 m Dual Appraisals for each parcel? Yes No .2 L B Construction Permits,etc.,required. t j a Location Owner Type Document Effective Date Expiration g (P.MJK.M.) Date c E E 2. STATUS OF ACCESS CONTROL t U A A. Conventional Highway,not required G c (OR) s B. Freeway/Expressway m (OR) a "Note: Detail should be added showing expiration dates of documents with fixed termination dates,such as temporary easements. Page 13-46 July 9,2004 I' PacRet'Pg:Y7g�'t Local Assistance Procedures Manual Right of Way ay Certification C. Non-Interstate Access Controlled Highway (or other facility with access control) (Access Being Acquired-Use with (b) or (c) above). Except as provided in the approved plans for the project, all right to access to, or from the section of highway to be improved under the project and the abutting property either are prohibited by law, or have been acquired, or are being acquired in condemnation proceedings heretofore commenced and which will be prosecuted to completion. N (OR) E `o LL (Access Previously Acquired-Use with(b)or(c)above.) Except as provided in the approved plans for 3 the project,all rights of access to,or from the section of highway to be improved under the project and a the abutting property either are prohibited by law,or have been acquired under a previous project. m U 3. STATUS OF AFFECTED RAILROAD OPERATING FACILITIES 'w None affected. 3 (OR) o m The Railroad has approved the proposed work, which is within their right of way S but which does not require the adjustment of railroad facilities. The necessary clauses will be placed r in the contract special provisions. The proj ect may now be advertised. Q (OR) 00 z The Railroad(and when needed,the Public Utilities Commission)has approved the proposed work,which is within the railroad right of way and does require the adjustment of railroad facilities. The railroad,or its contract forces,will provide the necessary labor,materials and/or equipment to adjust their facilities. The necessary clauses will be placed in the contract special p? provisions. The project may now be advertised. a 4. MATERIAL SITE(S) w None required a Commercial Select appropriate statement Optional site(s)secured as follows: Mandatory site(s)secured as follows: E E s Parcel/Agreement# Owner Document/F,ffective Expiration U Date Date Q c E E U U Q 'Note: Detail should be added showing expiration dates of documents with fixed termination dates,such as temporary easements. Page 13-47 LPP 04-06 Packet Pg. 271 EXHIBIT 13-B Local Assistance Procedures Manual Right of Way Certification 5. DISPOSAL SITE(S)—Select appropriate statement None required Commercial Optional site(s)secured as follows: Mandatory site(s)secured as follows: E E ° Parcel/Agreement# Owner Document/Effective Expiration a Date Date N C N 6. STATUS OF REQUIRED UTILITY RELOCATIONS-Select appropriate statement(s) m U c m N None required (OR) a All utility work has been completed. m EN (OR) `o E- All utility work will be completed by a stated date prior to award of the contract(see schedule below). G 0 N d (OR) All necessary arrangements have been made for the completion of all remaining utility work required to be coordinated with project construction. The special provisions in the contract provide for the `- coordination(see schedule below). m M .O (AND) Arrangements have been made with the owners of all conflicting utility encroachments, which will w remain within the right of way of the project so that adequate control of the right of way will be achieved. **NOTE: (Remove words in parenthesis if not applicable.) v E s (AND) m Federal participation has been authorized. (If applicable.) c m (AND) E U The following utilities are located within the project rights of way but require no relocation: Q Company Type Facility (AND) Page 13-48 July 9,2004 5.G.tl Local Assistance Procedures Manual EXHI� Right of Way Certification The following utilities are in conflict with the project and require relocation as follows:(If applicable) Right of Notice Company Liability% Type Relocation schedule Start Way Date (Owner--O) Facility Date&End Date(or) Notice No. (City/CO=C) Concurrentwith construction(or)Bid Item* a E `o *Additional information required for each bid item: (If highway contractor will complete work as part of the highway contract.) m Bid Item No. Type Facility Liability Federal Participation(Yes/No).If (Owner/City or County) yes,a copy of Specific Authorization to Relocate Utilities U memorandum must be attached. a rn N O 3 7. RIGHT OF WAY CLEARANCE o m There were no improvements or obstructions located within the limits of this project. H `o L (OR) 4 All right of way clearance work has been completed and there are no improvements or obstructions °w remaining within the right of way area required for construction. 0 (OR) All necessary arrangements have been made for remaining right of way clearance work to be undertaken and completed as required for proper coordination with the construction schedule as m follows: a Parcel No. Location(P.M.) Description Salvable/ Method Date Site w Non-Salt'. of Available to uJ Disposal Construction g Contractor c� c v S. AIRSPACE AGREEMENTS N There are no airspace lease properties within the limits of this project. c (OR) E All necessary arrangements have been made with airspace lessee(s) and/or special provisions in the contract to minimize conflicts between lessee's activities and contractor's operations. Q (OR) Airspace lease(describe)has been cancelled effective(date). (OR) Page 13-49 LPP 04-06 ,Pac7Set Pg 213„ 5.G.d EXHIBIT 13-B Local Assistance Procedures Manual Right of Way Certification (Explanation of other disposition of airspace lease area.) 9. COMPLIANCE WITH RELOCATION ASSISTANCE PROGRAM REQUIREMENTS Compliance was not required as there were no displacements for this project. m (OR) E The (City) (County) has complied with the Federal Uniform Relocation Assistance and Real Property i0 Acquisition Act, as amended. The (City) (County) has also complied with all the steps relative to relocation advisory assistance and payments as required by applicable policies and procedures, and no z person has been required to relocate without at least 90 days written notice. If residential relocation m was involved, all individuals and/or families have been relocated to decent, safe and sanitary housing, or the(City)(County)has made replacement housing available to the relocatees. U c m U) Types of relocation involved on this project: ° 3 Personal property relocation: n. 0 Residential relocation: m Business,farm or nonprofit relocation: G NOTE: (Enter only those types involved in the specific project.) `0 L n Exceptions: a 0 Occupants of residences, businesses, farms or nonprofit organizations who have not yet moved from the right of way will be protected against unnecessary inconvenience and disproportionate injury or any action coercive in nature. Parcel Location(P.M.) Name of Occupant Date to Vacate Type Occupancy (Res., 0n No. (Owner)(Tenant) Bus.,Farm,Nonprofit Org.,or Personal c Property only) _ X W a a J 10. COOPERATIVE AGREEMENTS c None required E v (OR) a Agency Agreement No. or Document No. Attach Copy of Cooperative Agreement E L U A fr 11. ENVIRONMENTAL MITIGATION a No environmental mitigation parcels are required for this project. (OR) Page 13-50 July 9,2004 L :Pcket Pg3774 ji- S.G.d Local Assistance Procedures Manual EXHI - Right of Way Certification All environmental mitigation parcels on the project have been acquired (OR) Acquisition of environmental mitigation parcels is ongoing.(Give detailed explanation) 12. CERTIFICATION(USE THE APPROPRIATE STATEMENT) 0 I hereby certify the right of way on this project as conforming to 23 CFR 635.309(b),(c)(1)or(c)(2). The project may be advertised with contract award being made at any time. Sdd w (OR) I hereby certify the right of way on this project as conforming to 23 CFR 635.309(c)(3).The project v may be advertised at any time. The project will be certified as conforming to paragraph(b), (c)(1)or m (c)(2)by rn (Date) (AND) a Explanation and reasons why a#3 Certification is being used and substantiation that the Cert.#1 or#2 en date given above is realistic. F .` 0 L_ Q The following certification statement will be used on the initial submittal of Special Certification 00 No.3: "I hereby certify the right of way on this project as conforming to 23 CFR 635.309(c)(3). The project may be advertised at any time. Approvals from FHWA are attached for the work-around.Appropriate notification has been included in the Bid Documents.An updated Certification No.3 will be provided to by (Date) a L x w (OR) 0. The following certification statement will be used on the updated Special Certification No. 3 required j no later than 15 days prior to bid opening: ' c� "I hereby certify the right of way on this project as conforming to 23 CFR 635.309(c)(3).The project cc has been advertised and the contract may be awarded. Approvals from FHWA are attached for the E work-around. I have confirmed that all appropriate notifications have been included in the Bid u Documents concerning said work-around." ¢ c 13. INDEMNIFICATION BY LOCAL AGENCY E r U The (City)(County)agrees to indemnify,defend, and hold harmless the Department of Transportation x (Caltrans)from any and all liabilities which may result in the event the right of way for this project is ¢ not clear as certified. The(City)(County)shall pay from its own nonmatching funds, any costs which arise out of delays to the construction of the project because utility facilities have not been removed or relocated, or because rights of way have not been made available to (City) (County) for the orderly performance of the project work. Page 13-51 LPP 0406 F Packet Pg. 275 5.G.d EXHIBIT 13-B Local Assistance Procedures Manual Right of Way Certification CITY (OR) COUNTY OF By: As authorized Resolution No. m Dated E 0 u_ The undersigned Caltrans Official has reviewed this Right of 3 Way Certification as to form and content. Based on the 3 review of the documents submitted, the Certificate is acce ted on behalf of the local public agency. It remains the sole responsibility of the local public agency to ensure compliance with the Federal Uniform Act and this Certificate is accepted on their behalf. rn 0 Accepted as to form and content: ; a 0 By c N Title L Date 4 0 0 m N t0 in M a r X in 2 IL Q J of C d E r U Distribution: Local agency completes this form,signs and sends it to the DLAE,who forwards it to District Right of Way for signature.Right of Way signs the completed form,keeps a copy for their files and sends original back to DLAE,who makes a copy of this file and sends the original back to the local E agency.(There is an exception: If the local agency is doing work on an Interstate Highway,and m requesting a Right of Way Certification#3 with awork-around,the Certification[Exhibit 13-B)]is Q sent to HQ Right of Way Local Programs,who forwards it to FHWA for their approval.But if the locals are doing work on the State Highway System,then they follow the instructions and guidelines of the Right of Way Manual, not the LAPM.) Page 13-52 July 9,2004 I' Packet Pg. 276