HomeMy WebLinkAbout5942313 PSA-signed.pdf PROGRAM SUPPLEMENT NO. F300 Adv. Project ID Date: August 15, 2022
to 0623000014 Location: 06-FRE-0-CR
ADMINISTERING AGENCY-STATE AGREEMENT Project Number: CML-5942(313)
FOR FEDERAL-AID PROJECTS NO 06-5942F15 E.A. Number:
Locode: 5942
This Program Supplement hereby adopts and incorporates the Administering Agency-State Agreement for Federal Aid
which was entered into between the Administering Agency and the State on 10/11/2016 and is subject to all the terms and
conditions thereof. This Program Supplement is executed in accordance with Article I of the aforementioned Master
Agreement under authority of Resolution No. 18-437 approved by the Administering Agency on 12/11/2018
(See copy attached).
The Administering Agency further stipulates that as a condition to the payment by the State of any funds derived from
sources noted below obligated to this PROJECT, the Administering Agency accepts and will comply with the special
covenants or remarks set forth on the following pages.
PROJECT LOCATION: Adams Avenue from Locan Avenue to Academy Avenue
TYPE OF WORK: Construct 4-foot and 6-foot shoulders and place AC overlay LENGTH: 0.0(MILES)
Estimated Cost Federal Funds Matching Funds
ZOE3 $692,684.00 LOCAL OTHER
$782,430.00 $89,746.00 $0.00
COUNTY OF FRESNO STATE OF CALIFORNIA
Digitally signed by Steve Department of Transportation
Steve White Date:
Date:2022.11.16
By Steve White 16:21:25-08'00' By
Title Director, Department of Public Works and Planning F6(—Chief, Office of Project Implementation
Division of Local Assistance
Date 11/16/2022
Attest Date 11/18/2022
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:
Accounting Officer C— Date 08/16/2022 $692,684.00
Program Supplement 06-5942F15-F300- ISTEA Page 1 of 7
06-FRE-0-CR
CM L-5942(313)
SPECIAL COVENANTS OR REMARKS
1. A. The ADMINISTERING AGENCY will advertise, award and administer this project in
accordance with the current published Local Assistance Procedures Manual.
B. ADMINISTERING AGENCY agrees that it will only proceed with work authorized for
specific phase(s) with an "Authorization to Proceed" and will not proceed with future phase(s)
of this project prior to receiving an "Authorization to Proceed" from the STATE for that
phase(s) unless no further State or Federal funds are needed for those future phase(s).
C. STATE and ADMINISTERING AGENCY agree that any additional funds which might be
made available by future Federal obligations will be encumbered on this PROJECT by use of
a STATE-approved "Authorization to Proceed" and Finance Letter. ADMINISTERING
AGENCY agrees that Federal funds available for reimbursement will be limited to the amounts
obligated by the Federal Highway Administration.
D. Award information shall be submitted by the ADMINISTERING AGENCY to the District
Local Assistance Engineer within 60 days of project contract award and prior to the submittal
of the ADMINISTERING AGENCY'S first invoice for the construction contract.
Failure to do so will cause a delay in the State processing invoices for the construction phase.
Attention is directed to Section 15.7 "Award Package" of the Local Assistance Procedures
Manual.
E. ADMINISTERING AGENCY agrees, as a minimum, to submit invoices at least once every
six months commencing after the funds are encumbered for each phase by the execution of
this Project Program Supplement Agreement, or by STATE's approval of an applicable
Finance Letter. STATE reserves the right to suspend future authorizations/obligations for
Federal aid projects, or encumbrances for State funded projects, as well as to suspend
invoice payments for any on-going or future project by ADMINISTERING AGENCY if
PROJECT costs have not been invoiced by ADMINISTERING AGENCY for a six-month
period.
If no costs have been invoiced for a six-month period, ADMINISTERING AGENCY agrees to
submit for each phase a written explanation of the absence of PROJECT activity along with
target billing date and target billing amount.
ADMINISTERING AGENCY agrees to submit the final report documents that collectively
constitute a "Report of Expenditures" within one hundred eighty (180) days of PROJECT
completion. Failure of ADMINISTERING AGENCY to submit a "Final Report of Expenditures"
within 180 days of PROJECT completion will result in STATE imposing sanctions upon
ADMINISTERING AGENCY in accordance with the current Local Assistance Procedures
Manual.
Program Supplement 06-5942F15-F300- ISTEA Page 2 of 7
06-FRE-0-CR
C M L-5942(313)
SPECIAL COVENANTS OR REMARKS
F. 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 Federal-assisted contract or
in the administration of its DBE Program Implementation Agreement. The Administering
Agency shall take all necessary and reasonable steps under 49 CFR Part 26 to ensure
nondiscrimination in the award and administration of Federal-assisted contracts. The
Administering Agency's DBE Implementation Agreement is incorporated by reference in this
Agreement. Implementation of the DBE Implementation Agreement, including but not limited
to timely reporting of DBE commitments and utilization, is a legal obligation and failure to carry
out its terms shall be treated as a violation of this Agreement. Upon notification to the
Administering Agency of its failure to carry out its DBE Implementation Agreement, the State
may impose sanctions as provided for under 49 CFR Part 26 and may, in appropriate cases,
refer the matter for enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil
Remedies Act of 1986 (31 U.S.C. 3801 et seq.).
G. Any State and Federal funds that may have been encumbered for this project are
available for disbursement for limited periods of time. For each fund encumbrance the limited
period is from the start of the fiscal year that the specific fund was appropriated within the
State Budget Act to the applicable fund Reversion Date shown on the State approved project
finance letter. Per Government Code Section 16304, all project funds not liquidated within
these periods will revert unless an executed Cooperative Work Agreement extending these
dates is requested by the ADMINISTERING AGENCY and approved by the California
Department of Finance.
ADMINISTERING AGENCY should ensure that invoices are submitted to the District Local
Assistance Engineer at least 75 days prior to the applicable fund Reversion Date to avoid the
lapse of applicable funds. Pursuant to a directive from the State Controller's Office and the
Department of Finance; in order for payment to be made, the last date the District Local
Assistance Engineer can forward an invoice for payment to the Department's Local Programs
Accounting Office for reimbursable work for funds that are going to revert at the end of a
particular fiscal year is May 15th of the particular fiscal year. Notwithstanding the unliquidated
sums of project specific State and Federal funding remaining and available to fund project
work, any invoice for reimbursement involving applicable funds that is not received by the
Department's Local Programs Accounting Office at least 45 days prior to the applicable fixed
fund Reversion Date will not be paid. These unexpended funds will be irrevocably reverted by
the Department's Division of Accounting on the applicable fund Reversion Date.
H. As a condition for receiving federal-aid highway funds for the PROJECT, the Administering
Agency certifies that NO members of the elected board, council, or other key decision makers
are on the Federal Government Exclusion List. Exclusions can be found at www.sam.gov.
Program Supplement 06-5942F15-F300- ISTEA Page 3 of 7
06-FRE-0-CR
CM L-5942(313)
SPECIAL COVENANTS OR REMARKS
2. A. 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 Code of Federal Regulation
(CFR) and 2 CFR Part 200 federal requirements, and all applicable federal laws, regulations,
and policy and procedural or instructional memoranda, unless otherwise specifically waived
as designated in the executed project-specific PROGRAM SUPPLEMENT.
B. Invoices shall be formatted in accordance with LOCAL ASSISTANCE PROCEDURES.
C. ADMINISTERING AGENCY must have at least one copy of supporting backup
documentation for costs incurred and claimed for reimbursement by ADMINISTERING
AGENCY. ADMINISTERING AGENCY agrees to submit supporting backup documentation
with invoices if requested by State. Acceptable backup documentation includes, but is not
limited to, agency's progress payment to the contractors, copies of cancelled checks showing
amounts made payable to vendors and contractors, and/or a computerized summary of
PROJECT costs.
D. Indirect Cost Allocation Plan/Indirect Cost Rate Proposals (ICAP/ICRP), Central Service
Cost Allocation Plans and related documentation are to be prepared and provided to STATE
(Caltrans Audits & Investigations) for review and approval prior to ADMINISTERING AGENCY
seeking reimbursement of indirect costs incurred within each fiscal year being claimed for
State and federal reimbursement. ICAPs/ICRPs must be prepared in accordance with the
requirements set forth in 2 CFR, Part 200, Chapter 5 of the Local Assistance Procedural
Manual, and the ICAP/ICRP approval procedures established by STATE.
E. 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 submits the Final Report of Expenditures for each completed PROGRAM
SUPPLEMENT PROJECT.
F. Payments to ADMINISTERING AGENCY for PROJECT-related travel and subsistence
(per 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 (DPA) rules. If the rates invoiced by ADMINISTERING AGENCY
are in excess of DPA rates, ADMINISTERING AGENCY is responsible for the cost difference,
and any overpayments inadvertently paid by STATE shall be reimbursed to STATE by
ADMINISTERING AGENCY on demand within thirty (30) days of such invoice.
Program Supplement 06-5942F15-F300- ISTEA Page 4 of 7
06-FRE-0-CR
C M L-5942(313)
SPECIAL COVENANTS OR REMARKS
G. ADMINISTERING AGENCY agrees to comply with 2 CFR, Part 200, Uniform
Administrative Requirements, Cost Principles and Audit Requirement for Federal Awards.
H. ADMINISTERING AGENCY agrees, and will assure that its contractors and
subcontractors will be obligated to agree, that 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.
I. Every sub-recipient receiving PROJECT funds under this AGREEMENT shall comply with 2
CFR, Part 200, 23 CFR, 48 CFR Chapter 1, Part 31, Local Assistance Procedures, Public
Contract Code (PCC) 10300-10334 (procurement of goods), PCC 10335-10381 (non-A&E
services), and other applicable STATE and FEDERAL regulations.
J. Any PROJECT costs for which ADMINISTERING AGENCY has received payment or credit
that are determined by subsequent audit to be unallowable under 2 CFR, Part 200, 23 CFR,
48 CFR, Chapter 1, Part 31, and other applicable STATE and FEDERAL regulations, are
subject to repayment by ADMINISTERING AGENCY to STATE.
K. STATE reserves the right to conduct technical and financial audits of PROJECT WORK
and records and ADMINISTERING AGENCY agrees, and shall require its contractors and
subcontractors to agree, to cooperate with STATE by making all appropriate and relevant
PROJECT records available for audit and copying as required by the following paragraph:
ADMINISTERING AGENCY, ADMINISTERING AGENCY'S contractors and subcontractors,
and STATE shall each maintain and make available for inspection and audit by STATE, the
California State Auditor, or any duly authorized representative of STATE or the United States
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 and ADMINISTERING AGENCY shall furnish copies thereof if requested.
All of the above referenced parties shall make such AGREEMENT, PROGRAM
SUPPLEMENT, and contract materials available at their respective offices at all reasonable
times during the entire PROJECT period and for three (3) years from the date of submission
of the final expenditure report by the STATE to the FHWA.
L. ADMINISTERING AGENCY, its contractors and subcontractors shall establish and
maintain a financial management system and records that properly accumulate and segregate
reasonable, allowable, and allocable incurred PROJECT costs and matching funds by line
item for the PROJECT. The financial management system
Program Supplement 06-5942F15-F300- ISTEA Page 5 of 7
06-FRE-0-CR
CM L-5942(313)
SPECIAL COVENANTS OR REMARKS
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 support for reimbursement payment vouchers or
invoices set to or paid by STATE.
M. ADMINISTERING AGENCY is required to have an audit in accordance with the Single
Audit Act of 2 CFR 200 if it expends $750,000 or more in Federal Funds in a single fiscal year
of the Catalogue of Federal Domestic Assistance.
N. 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 prepared in accordance with 2 CFR, Part 200.
O. ADMINISTERING AGENCY shall not award a non-A&E contract over $5,000, construction
contracts over $10,000, or other contracts over $25,000 [excluding professional service
contracts of the type which are required to 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 local match credit, must meet the
requirements set forth in this AGREEMENT regarding local match funds.
P. Any subcontract entered into by ADMINISTERING AGENCY as a result of this
AGREEMENT shall contain provisions B, C, F, H, I, K, and L under Section 2 of this
agreement.
3. Appendix E of the Title VI Assurances (US DOT Order 1050.2A)
During the performance of this agreement, the ADMINISTERING AGENCY,
ADMINISTERING AGENCY'S contractors and subcontractor, (hereinafter referred to as the
"contractor") agrees to comply with the following nondiscrimination statutes and authorities;
including but not limited to:
Pertinent Nondiscrimination Authorities:
A. Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq., 78 stat. 252), (prohibits
discrimination on the basis of race, color, national origin); and 49 CFR Part 21.
B. The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42
U.S.C. 4601), (prohibits unfair treatment of persons displaced or whose property has been
acquired because of Federal or Federal-aid programs and projects);
C. Federal-Aid Highway Act of 1973, (23 U.S.C. 324 et seq.), (prohibits discrimination on the
basis of sex);
D. Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. 794 et seq.), as
Program Supplement 06-5942F15-F300- ISTEA Page 6 of 7
06-FRE-0-CR
CM L-5942(313)
SPECIAL COVENANTS OR REMARKS
amended, (prohibits discrimination on the basis of disability); and 49 CFR Part 27;
E. The Age Discrimination Act of 1975, as amended, (42 U.S.C. 6101 et seq.), (prohibits
discrimination on the basis of age);
F. Airport and Airway Improvement Act of 1982, (49 U.S.C. 4 71, Section 4 7123), as
amended, (prohibits discrimination based on race, creed, color, national origin, or sex);
G. The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage
and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975
and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms
"programs or
activities" to include all of the programs or activities of the Federal-aid recipients,
subrecipients and contractors, whether such programs or activities are Federally funded or
not);
H. Titles II and III of the Americans with Disabilities Act, which prohibit discrimination on the
basis of disability in the operation of public entities, public and private transportation systems,
places of public accommodation, and certain testing entities (42 U.S.C. 12131-12189) as
implemented by Department of Transportation regulations at 49 C.F.R. parts 37 and 38;
I. The Federal Aviation Administration's Nondiscrimination statute (49 U.S.C. 47123) (prohibits
discrimination on the basis of race, color, national origin, and sex);
J. Executive Order 12898, Federal Actions to Address Environmental Justice in Minority
Populations and Low-Income Populations, which ensures nondiscrimination against minority
populations by discouraging programs, policies, and activities with disproportionately high and
adverse human health or environmental effects on minority and low-income populations;
K. Executive Order 13166, Improving Access to Services for Persons with Limited English
Proficiency, and resulting agency guidance, national origin discrimination includes
discrimination because of limited English proficiency (LEP). To ensure compliance with Title
VI, you must take reasonable steps to ensure that LEP persons have meaningful access to
your programs (70 Fed. Reg. at 74087 to 74100);
L. Title IX of the Education Amendments of 1972, as amended, which prohibits you from
discriminating because of sex in education programs or activities (20 U.S.C. 1681 et seq).
4. In the event that right of way acquisition for or construction of this project of the initial federal
authorization for preliminary engineering is not started by the close of the tenth fiscal year
following the fiscal year in which the project is authorized, the ADMINISTERING AGENCY
shall repay the Federal Highway Administration through Caltrans the sum of Federal funds
paid under the terms of this agreement.
Program Supplement 06-5942F15-F300- ISTEA Page 7 of 7
Resolution No. 18-437
BEFORE THE BOARD OF SUPERVISORS
OF THE COUNTY OF FRESNO
2 STATE OF CALIFORNIA
3
IN THE MATTER OF AUTHORIZATION OF)
4 PROGRAM SUPPLEMENT AGREEMENTS) RESOLUTION
5 WITH THE STATE OF CALIFORNIA )
DEPARTMENT OF TRANSPORTATION )
6
7 WHEREAS, the County of Fresno ("County") is eligible to receive Federal and/or State
8 funding for certain Transportation Projects, through the California Department of Transportation;
9 and
10 WHEREAS, Program Supplement Agreements, Fund Exchange Agreements and/or Fund
11 Transfer Agreements and amendments thereto related to Master Agreements for Federal Aid Nos.
12 06-59421715, 06-5942R, and State Aid No. 00324S need to be executed with the California
13 Department of Transportation before such funds can be claimed; and
14 WHEREAS, the County wishes to delegate authority to the Director of the Department of
15 Public Works and Planning to execute, on behalf of the County, all Program Supplement
16 Agreements, Fund Exchange Agreements, Fund Transfer Agreements and any amendments
17 thereto related to Master Agreements for Federal Aid Nos. 06-5942F15, 06-5942R, and State Aid
18 No. 00324S between the County and the California Department of Transportation; and
19 WHEREAS, the authorization provided for herein will extend only to such agreements
20 regarding those projects that previously have been identified and sufficiently described to the Board
21 of Supervisors in the Road Improvement Plan, which is updated and approved by the Board of
22 Supervisors on an annual basis; and
23 NOW, THEREFORE BE IT RESOLVED that the Director of the Department Public Works
24 and Planning is authorized to act on the County's behalf in this matter, and to execute all Program
25 Supplement Agreements, Fund Exchange Agreements, Fund Transfer Agreements and/or any
26 amendments related to Master Agreements for Federal Aid Nos. 06-5942F15, 06-5942R, and State
27 Aid No. 00324S, which meet the above mentioned criteria.
28
COUNTY OF FRESNO
Fresno,California
11/26/18
1
1 The FOREGOING,was passed and adopted by the following vote of the Board of
2 Supervisors of the County of Fresno this_11th _day of December 2018 to wit:
3
AYES: Supervisors Magsig, Mendes, Pacheco, Quintero
4
NOES: None
5
ABSENT: None
6
ABSTAINED: None
7
VACANT: District 2
8
9
10
11
Sal Q 'n ro, qhairperson of the Board of
12 S�p�isbw.4Mhe County of Fresno
13
ATTEST:
14 Bernice E. Seidel
Clerk of the Board of Supervisors
15 County of Fresno, State of California
16 ,
By: Ci -,
17 Deputy
18
19
20
21
22
23
24
25
26
27
28
COUNTY OF FRESNO
Fresno,California
11/26/18
2