HomeMy WebLinkAbout12-01-2015 Item 11 - Administering Agency-State Cooperative Work Agreements for Federal Aid Projects
Meeting Date: 12/1/2015
FROM: Daryl R. Grigsby, Director of Public Works
Prepared By: Michael J. McGuire, Engineer III
SUBJECT: ADMINISTERING AGENCY-STATE COOPERATIVE WORK
AGREEMENTS FOR FEDERAL AID PROJECTS
RECOMMENDATION
Adopt a resolution which provides authorization to the Director of Public Works for executing
cooperative work agreements for Federal Aid projects, and any subsequent program
supplements.
DISCUSSION
Federal funds for capital improvement projects are made available to local agencies through various
programs under the Intermodal Surface Transportation Efficiency Act (ISTEA) and subsequent
Transportation Authorization Bills. In order to receive these Federal funds on any given City
project, the City must first enter into an agreement with the State of California Department of
Transportation (Caltrans), which administers the funds. This agreement consists of a Master
Agreement between the City and Caltrans, and a Cooperative Work Agreement, each of which
must be executed by the City before the funds can be made available.
The City keeps active Cooperative Work Agreements for federal Aid funds with CalTrans.
Occasionally, the Cooperative Work Agreement is required to be extended for projects that
exceed their time period for expenditure of federal funds. Failure to modify the time for
disbursement of federal funds will prompt Caltrans to cease disbursement of the funds to the City
and potentially require the City to reimburse the state for federal funds already expended for the
project. Each modified Cooperative Work Agreement requires an execution of the agreement by
the City. The authority to execute these Cooperative Work Agreements has historically been
delegated to the Public Works Director.
Although used without question in the past, the current resolution for the Director of Public
Works for signing and executing the Master Agreement has been determined to be not specific
enough and too broad-based to address the Cooperative Work Agreements required by Caltrans.
With an additional resolution in place, the recommended Council action will allow the continued
execution of the Cooperative Work Agreement to be performed by the Public Works Director.
This will streamline the process of gaining authorization to spend Federal-Aid funds on any
specific project programmed with federal money.
11
Packet Pg. 98
CONCURRENCES
The City Attorney’s office has reviewed and approved the new resolution.
FISCAL IMPACT
Execution of a Master Agreement, Cooperative Work Agreement and subsequent program
supplements is necessary for the City to receive Federal Aid funds through any of the various
Federal transportation improvement programs which provide funding to local agencies.
Attachments:
a - CWA Resolution
11
Packet Pg. 99
R ______
RESOLUTION NO. _____ (2015 Series)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, AUTHORIZING THE DIRECTOR OF PUBLIC
WORKS TO EXECUTE COOPERATIVE WORK AGREEMENTS WITH
THE STATE OF CALIFORNIA DEPARTMENT OF TRANSPORTATION
WHEREAS, the Federal Highway Administration (FHWA) makes funds available for
City roads and bridge construction projects and said funds are administered by the State of
California Department of Transportation (Caltrans); and
WHEREAS, the City has entered into a master agreement with Caltrans entitled “A
Resolution of the Council of the City of San Luis Obispo Authorizing Execution of Agreements
with the State of California Department of Transportation to receive Federal Aid Grant Funds,
Resolution No. 9907 (2007 Series)” as a prerequisite to receiving FHWA funds; and
WHEREAS, the City has entered into program supplements to the master agreement;
and
WHEREAS, each program supplement stipulated that funding authorized for each
project is available for disbursement for limited periods of times after which the funds will lapse,
unless a Cooperative Work Agreement extending these periods is approved by the California
Department of Finance; and
WHEREAS, Caltrans requires that the City Council either sign each Cooperative Work
Agreement, or delegate the authority to sign Cooperative Work Agreements.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis
Obispo that the Director of Public Works is hereby authorized to sign all Cooperative Work
Agreements which extend Federal funding of City road and/or bridge projects.
Upon motion of _______________________, seconded by _______________________,
and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this _____ day of _____________________ 2015.
____________________________________
Mayor Jan Marx
ATTEST:
11.a
Packet Pg. 100
At
t
a
c
h
m
e
n
t
:
a
-
C
W
A
R
e
s
o
l
u
t
i
o
n
(
1
1
7
8
:
A
d
m
i
n
i
s
t
e
r
i
n
g
A
g
e
n
c
y
-
S
t
a
t
e
C
o
o
p
e
r
a
t
i
v
e
W
o
r
k
A
g
r
e
e
m
e
n
t
s
f
o
r
F
e
d
e
r
a
l
A
i
d
P
r
o
j
e
c
t
s
)
Resolution No. _____ (2015 Series) Page 2
____________________________________
Jon Ansolabehere
Interim City Clerk
APPROVED AS TO FORM:
_____________________________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City
of San Luis Obispo, California, this ______ day of ______________, _________.
______________________________
Jon Ansolabehere
Interim City Clerk
11.a
Packet Pg. 101
At
t
a
c
h
m
e
n
t
:
a
-
C
W
A
R
e
s
o
l
u
t
i
o
n
(
1
1
7
8
:
A
d
m
i
n
i
s
t
e
r
i
n
g
A
g
e
n
c
y
-
S
t
a
t
e
C
o
o
p
e
r
a
t
i
v
e
W
o
r
k
A
g
r
e
e
m
e
n
t
s
f
o
r
F
e
d
e
r
a
l
A
i
d
P
r
o
j
e
c
t
s
)