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Home My WebLink AboutMINUTES - 04231996 - C5 c.7 TO: " BOARD OF SUPERVISORS FROM: J. MICHAEL WALFORD, PUBLIC WORKS DIRECTOR DATE: April 23, 1996 SUBJECT: Approve and Authorize the Chair to Execute Program Supplement No. 048 for the Widening and Signalization of Hilltop Drive in the EI Sobrante Area. Project No.: 0662-6U4286°. SPECIFIC REQUEST(S)OR RECOMMENDATION(S)& BACKGROUND AND JUSTIFICATION I. Recommended Action: APPROVE and AUTHORIZE the Chair of the Board of Supervisors to execute Program Supplement No. 048 which provides $6,468 in State/Local Transportation Partnership Program funds for the widening and signalization of Hilltop Drive in the. EI Sobrante Area. II. Financial Impact: There is no impact to the general fund. The supplement provides reimbursement for 5.88% ($6,468) of the County's costs for this project. Other funding provides the remaining 94.12% of the County's costs for this project. III. Reasons for Recommendations and Background: On March 15, 1991 the Board approved the County/State Master Agreement No. SLTPP-5928 for the funding between the County and the California Department of Transportation (Caltrans). The agreement entitles the County to receive the State share of funds for roads projects that were accepted in the State/Local Transportation Partnership Program. IV. Consequences of Negative Action: If this program supplement is not approved the County will I s this funding. Continued on Attachment: SIGNATURE: w f _RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE —OTHER SIGNATURE(S): ACTION OF BOARD ON April 23, 1996 APPROVED AS RECOMMENDED X OTHER VOTE OF SUPERVISORS UNANIMOUS (ABSENT AYES: NOES: ABSENT: ABSTAIN: Ihereby cortiythat thlsIsatrue and oorrectcopyot an action taken and entered on the minutes of the NW:bh:eh Board of Supervisorson ttre date� 9a town. ATrESTED: -- g:Aranseng/bh\B023ps48.t4 PHIL BATCHELOR,Clerk of the Board of Supervisors and County Administrator Orig. Div: Public Works(Transportation Eng.) Uty} Contact: Brian Hersh,Tel. 313-2268 By cc: Public Works Accounting (2 sealed board orders and 2 original program supplements returned to Public Works Transportation Eng. Division) PROGRAM SUPPLEMENT NO., 048 Date: March 30, 1994• t0 Location: 04-CC -0-CR Project Number: S B 9 6-5 9 2 8 (018) STATE-LOCAL TRANSPORTATION EA Number: 04-9280-<2 PARTNERSHIP PROGRAM AGREEMENT NO. SLTPP-5928 This Program Supplement is hereby incorporated into the State-Local Trans- portation Partnership Program Agreement for the State Share Funds which was entered into between the Local Entity and the State on 03/15/91 and is subject to all the terms and conditions thereof. This Program Supplement, is adopted in accordance with Paragraph 3 of Article I of the aforemen- tioned Master Agreement under authority of Resolution No. �, � , approved by the Local Entity on y-z 3-9 L (See copy attached) . The Local Entity further stipulates that as a condition to payment of funds obligated to this project, it accepts and will comply with any covenants or remarks setforth on the following pages. PROJECT TERMINI: HILLTOP DRIVE FROM EL PATIO TO LA PALOMA ROAD TYPE OF WORK: WIDEN ROADWAY AND INSTALL SIGNAL LENGTH: 0 . 0 (Miles) PROJECT CLASSIFICATION OR PHASE(S) OF WORK ® Construction Estimated ,Cost State Share Funds Matching Funds FY96$ 6468 Local Other Other $ 110000 F Y 9 7$ 0 $ 103532 $ 0 $ 0 FY98$ 0 Count of CON RA (�I STATE OF CALIFORNIA Y 1�"C �.`t�E'-° AN, niy o' sel Department �Traprtation B duty By By Chief, 6frice of Local Programs Project Implementation Date April 23, 1996 Date C� Attest Title Deputy Clerk I hereby Certify upon my personal knowledge that budgeted funds are available for this encumbrance Accounting Officer Date JUN 0 3 1996 $ e- 7337.o0 Chapter I Statute Item Year Program B Fund Source AMOUNT 303 1995 2660-125-042 95-96 20.25.010.100 C 258010 042-T -6468.00- 73-L-7.00 supp. frx Page 1 of 3 04-CC -0-CR DATE: 03/30/96 SB96-5928(018) SPECIAL COVENANTS OR REMARKS 1. It is mutually understood between the parties that this contract may have been written before ascertaining the availability of legislative appropriation of funds, for the mutual benefit of both parties, in order to avoid program and fiscal delays that would occur if the agreement were . executed after that determination was made. The total amount of State-Local Transportation Partnership funds payable shall not exceed $ 6468 to be encumbered and reimbursed as follows: FY 95-96 $ 6468 FY 96-97 $ 0 FY 97-98 $ 0 Any increase in State Partnership funds will require a revised program supplement. Any decrease in State Partnership funds will require a revised finance letter. 2 . The - State Share Funds in this agreement are based on the approved eligible application amount and represent maximum State .Funds available for this project. Actual State Share Funds will be calculated after bid opening and will be based on the lower of the approved eligible application amount or the eligible award amount. 3 . In accordance with the State-Local Transportation Partnership Program Guidelines dated June 8, 1994, project eligibility is limited to contract items plus locally funded State or Local Entity furnished materials and Supplemental Work. Supplemental Work eligibility is further defined under the Project Eligibility section of the Guildelines as limited to certain maximum costs and to non-early reimbursement projects of $300, 000 or less. 4. The Reimbursement Ratio for this Cycle 6 (95/96) Project is Page 2 of 3 covnts. frx 04-CC -0-CR DATE: 03/30/96 SB96-5928(018) 5 . SPECIAL COVENANTS FOR SLTPP PROJECTS UNDER EARLY • REIMBURSEMENT PLAN AND UNDER $300, 000 STATE SHARE These Covenants supersede any conflicting provisions of the Master Agreement: A. The LOCAL ENTITY agrees that the payment of State Share Funds-will be limited to the lessor of the product of multiplying the calculated pro rata percentage as determined by the STATE by either: (a) The eligible award amount or (b) The total eligible State/Local Partnership Project cost in the approved State/Local Partnership Program Application and accepts any consequent increase in LOCAL ENTITY funding requirements . B. The LOCAL ENTITY will invoice the State for the full "State ' s Share" after the contract award or upon the State Budget Act appropriation of funds, whichever occurs later. "State' s Share" is considered a grant and will be reimbursed as a lump sum payment regardless of final project cost. C. Prior to reimbursement under this Program Supplement, a Request For Early Reimbursement form, executed by the LOCAL ENTITY, must be on file with the STATE. D. The financial audit and Final Project Expenditure Report provisions of Sections 9 and 10 of ARTICLE I of the Master Agreement are not applicable to this PROJECT. Page 3 of 3 covnts. frx STATE OF CALIFORNIA-BUSINESS,TRANSPORTATION AND HOUSING AGENCY PETE WILSON,Govemor DEPARTMENT OF TRANSPORTATION -STATE AND LOCAL PROJECT DEVELOPMENT PROGRAM mti, 1120 N STREET : P.O.BOX 942874, MS ni TDD(916)654-4014 94274-0001 {916) 654-3151 FAX(916) 654-2409 June 14, 1996 File: 04 - CC -0-CR SB96-5928(018). Hilltop Drive from El Patio to La Paloma Road Mr. Michael Walford Director of Public Works County of Contra Costa 255 Glacier Drive Martinez, CA 94553-4897 Dear Mr. Walford : Enclosed is your fully executed copy of Program Supplement Agreement Number 048 to State-Local Transportation Partnership Program Agreement No. SLTPP-5928 covering construction for the above-referenced project. Subsequent to our transmittal of the agreement to you for this Cycle 6 project (1995/96), an error was discovered in a database entry. Correction of this error increased the State participation ratio from 5.88 percent to 6.67 percent. Due to the large number of project agreements affected, Caltrans will automatically be making adjustments to the increased reimbursement percentage without the need to amend the agreement with your agency. However, it is suggested that you keep a copy of this letter with the executed agreement for future reference in explaining the revised State participation. The'new increased percentage ratio of 6.67 percent will be used to calculate any payments made to your agency in accordance to the program rules. If your agency has previously submitted a"final" invoice, no further billing is necessary and any adjustment in local agency invoicing will automatically be made by Caltrans without further request by your agency. Sincerely, RB REINL, Chief Office of Local Programs Project Implementation Enclosure cc: OLP AE project files DLAE- 04 "We'll Find a Way"