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Home My WebLink About04/06/1993, C-9 - CONSIDERATION OF A SUPPLEMENT TO THE LOCAL AGENCY/STATE MASTER AGREEMENT FOR FEDERAL-AID PROJECTS F gyp p� MEETING DATE: �` �09IIy�I �I II Cit/ Of San Luis OBispO April 6, 1993 c0uniC'L AGA REIP0RT ITEM NIMI - Q FROM: Michael McCluskey, Public Works Director Prepared by: John W. Hawley, Supervising Civil Engineer SUBJECT: Consideration of a Supplement to the Local Agency/State Master Agreement for Federal-Aid Projects for the "Bridge Replacement Project- Nipomo Street at San Luis Obispo Creek, City Plan No. J-12H. CAO RECONEEMU*4DATION: Adopt a Resolution Approving Program Supplement.No. 011 to the Local Agency/State Master Agreement for Federal-Aid Projects No. 05-5016 for "Bridge Replacement Project- Nipomo Street at San Luis Obispo Creek, City Plan No. J-12H. DISCUSSION: On June 22, 1978 the Council approved a Master Agreement between the City and State for the expenditure of Federal funds on approved City projects. Currently, the City has been allocated Federal Highway Funds, specifically Bridge Replacement Rehabilitation Funds (HERR), for the preparation of plans and specifications for the above-referenced project. Replacing the bridge requires the acquisition of an easement over the property commonly known as "The Creamery." This acquisition was not anticipated when the project budget was prepared, but was determined necessary during the design phase. Staff then applied to Caltrans for supplemental Federal funds to cover the additional right-of-way costs. A fair market value appraisal report has been completed and approved by the State. The total market value of the property affected by.this project is the basis for the estimate of right-of-way costs shown in the Program Supplement No. 011 (Exhibit A). This program supplement is the documentation required by the Federal Highway Administration and must be approved by the Council by Resolution in order to encumber the Federal funds and cause such supplement to be a part of the master agreement. It designates the Federal HBRR funds that have been allocated for the right-of-way acquisition and the matching funds to be provided by the City. SIGNIFICANT EMPACT: Program Supplement No. 011 designates an estimated cost for right-of-way acquisition of $15,000 of which $12,880 is Federal participation (86%) and $2120 is City matching funds (14%). �� NuuNlllp��►�III city of san tins osispo l COUNCIL AGENDA REPORT HBRR-J12 Page Two CONSEQUENCES OF NOT TAKING THE RECOMMENDED ACTION: Federal HBRR funds will not be utilized for right-of-way acquisition costs involved with this bridge project and the City will bear the full cost of said acquisition. FISCAL EMPACT: This project is included in the 1987-89 capital improvement plan on pages E-8 and E-17 of the 1987-89 financial plan. $100,000 was budgeted to cover the City's matching requirements for the Federal grant. There is $89,819 remaining in the project budget. The City's financial obligations on this project include: 14 percent right-of-way acquisition $29120 20 percent of construction $110.000 $112,120 Although it appears the project budget may be about $22,000 short, it will not be adjusted until after the construction contract is awarded, about a year from now, and actual costs are known. Because project finances will be managed through the State system, the City will not have to front project costs and then apply for reimbursement. Instead, the State will bill the City for its matching obligation. For this reason, the City needs to budget only for those matching obligations. Attachments: Draft Resolution Program Supplement No. 011 jh41hbrtti12h c -a RESOLUTION NO. (1993 Series) A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO APPROVING PROGRAM SUPPLEMENT NO. 011 TO THE LOCAL AGENCY - STATE AGREEMENT FOR FEDERAL-AID PROJECTS NO. 05-5016 FOR THE "BRIDGE REPLACEMENT PROJECT - NIPOMO STREET AT SAN LUIS OBISPO CREEK CITY PLAN NO. J-121" WHEREAS, the City and the State have entered into Master Agreement No. 05-5016 for Federal-Aid Projects; and WHEREAS, Program Supplement No. 011 to the Master Agreement designates the Federal Funds requested and the matching funds to be provided by the City for right-of-way acquisition for the Bridge Replacement Project - Nipomo Street at San Luis Obispo Creek, City Plan No. J-12H; and WHEREAS, the City is eligible to receive Federal Bridge Replacement and Rehabilitation Funds (HBRR) for this project; NOW THEREFORE BE IT RESOLVED, that the City Council of the City of San Luis Obispo, California hereby: 1. Approved Exhibit A attached, entitled "Program Supplement No. 011 to LocalAgency State Agreement for Federal-Aid Projects No. 05-5016," and the Mayor is authorized to execute the same. 2. Directs the City Clerk to transmit the two (2) originals, attaching to each a copy of the authorizing resolution to: Mr. John W. Ritter Asst. Dist. Local Streets & Roads Engineer California Department of Transportation P. O. Box 8114 San Luis Obispo, CA 93403-8114 c�-3 Resolution No. (1993 Series) Page Two. Upon motion of , seconded by and on the following roll call vote: AYES: NOES: ABSENT: the foregoing resolution was adopted this day of. 1993. MAYOR PEG PINARD ATTEST: CITY CLERK DIANE GLADWELL APPROVED: TT R Y Jh4/hbrr-Ji2h by c-9-� L 3: December 9, 1992 PROGRAM SUPPLEMENT Nu. 011 Location: 05-SLO-0-SLO to Project Number: BRM-Y398(002) LOCAL AGENCY-STATE AGREEMENT E.A. Number: 05-929591 FOR FEDERAL-AID PROJECTS NO. 05-5016 CRP-L089 (977) This Program Supplement is hereby incorporated into the Local Agency-State Agreement for Federal Aid which was entered into between the Local Agency and the State on 06/22/78 and is subject to all the terms and conditions thereof. This Program Supplement is adopted in accordance with Paragraph 2 of Article II of the aforementioned Master Agreement under authority of Resolution No. approved by the Local Agency on (See copy attached) . The Local Agency further stipulates that as a condition to payment of funds obligated to this project, it accepts and will comply with the covenants or remarks setforth on the following pages. PROJECT TERMINI: ON NIPOMO ST AT SAN LUIS OBISPO CREEK, BR. NO. 49C-369. TYPE OF WORK: REPLACE BRIDGE AND APPROACHES LENGTH: 0.1 (MILES) PROJECT CLASSIFICATION OR PHASE(S) OF WORK [ ] Preliminary Engineering [X] Right-of-Way [ ] [ ] Construction Engineering [ ] Construction Estimated Cost Federal Funds Matching Funds $ 15000 118 $ 12880Local I $ 2120 $ OTHER OTHER 0 $ 0 $ 0 CITY OF SAN LUIS OBISPO STATE OF CALIFORNIA Department of Transportation By By DISTRICT LOCAL STREET AND ROADS ENGINEER Date Date Attest Title I hereby Certify upon my personal knowledge that budgeted funds are available for this encumbrance: Accounting Offic �*W Date Z $ 12880. 00 Chapter Statutes I Item Year Program 1BC1 Fund Source I AMOUNT 587 1992 2660-101-890 92.93 20.30.010.300 C 224060 892-F 12880.00 APPROVE AS TO FORM: Page 1 of 2 05-SLO-0-SLO DATE: 12/09/92 BRM-Y398 (002) SPECIAL COVENANTS OR REMARKS I 1. All maintenance, involving the physical condition and the operation of the improvements, referred to in Article VI MAINTENANCE of the aforementioned Master Agreement will be performed by the Local Agency at regular intervals or as required for efficient operation of the completed improvements. 2. The Local Agency will advertise, award, and administer this project and will obtain the State's concurrence prior to either award or rejection of the contract. 3 . The Local Agency agrees the payment of Federal funds will be limited to the amounts approved by the Federal Highway Administration in the Federal-Aid Project Agreement (PR-2)/Detail Estimate, or its modification (PR-2A) or the FNM-76, and accepts any increases in Local Agency Funds as shown on the Finance or Bid Letter or its modification as prepared by the Division of Local Streets and Roads. 4. In executing this Program Supplemental Agreement, Local Agency hereby reaffirms the "Nondiscrimination Assurances" contained in the aforementioned Master Agreement for Federal-Aid Program. 5. Whenever the local agency uses a consultant on a cost plus basis, the local agency is required to submit a post audit report cover- ing the allowability of cost payments for each individual consul- tant or sub-contractor incurring over $25, 000 on the project. The audit report must state the applicable cost principles utili- zed by the auditor in' determining allowable costs as referenced in CFR 4.9, part 18, Subpart C - 22, Allowable Costs. J Page 2 of 2