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Home My WebLink About04 - Arterial Highway Rehabilitation ProgramLl 0 June 28, 1999 CITY COUNCIL AGENDA ITEM NO. 4 TO: Mayor and Members of the City Council FROM: Public Works Department SUBJECT: PROGRAM SUPPLEMENTAL AGREEMENT WITH THE STATE OF CALIFORNIA FOR ARTERIAL HIGHWAY REHABILITATION PROGRAM PROJECTS RECOMMENDATIONS: Approve Program Supplement No. M005 with the State of California for the construction of San Joaquin Hills Road from Jamboree Road to MacArthur Boulevard, with federal authorization number STPLMA 5151 (008). 2. Approve Program Supplement No. M006 with the State of California for the construction of San Joaquin Hills Road from MacArthur Boulevard to Marguerite Avenue, with federal authorization number STPLMA 5151 (009). 3. Approve Program Supplement No. M007 with the State of California for the construction of Irvine Avenue from Santiago Drive to Tustin Avenue, with federal authorization number STPLMA 5151 (011). 4. Approve Program Supplement No. M008 with the State of California for the construction of Jamboree Road from East Coast Highway to San Joaquin Hills Road, with federal authorization number STPLMA 5151 (010). 5. Adopt Resolution No. 99 - authorizing staff to enter into Program Supplements with the State of California. DISCUSSION: In 1998 staff applied to the Orange County Transportation Authority (OCTA) to compete against other Orange County agencies for Federal Highway Administration (FHWA) Arterial Highway Rehabilitation Program (AHRP) funds to share the cost of rehabilitating certain portions of San Joaquin Hills Road, Jamboree Road, and Irvine Avenue in the City. Although OCTA approved all of our applications for federal -aid funds, the funding and reimbursement authorizations are to be administered through Caltrans. Upon notification of project selection, staff arranged and submitted the final plans, specifications, cost estimates, and certification package for each project to Caltrans District 12 for their reviews and authorizations processing in Sacramento. SUBJECT: Program Supplemental Agreement With The State Of California For Arterial Highway Rehabilitation Program Projects June 28, 1999 Page 2 Similar to the AHRP requirement that no project can be advertised for bids without first securing a federal authorization number for the project, Caltrans will not approve any reimbursement requests without first having an executed Program Supplemental Agreement between the City and the State of California for the project. As such, a Resolution is needed authorizing staff to execute the Supplements (attached). Res ecttully su ed, P BLIC WORKS DEPARTMENT Don Webb, Director By: _ Aw Fong e Associate Civil Engineer Attachments: Program Supplement No. M005 Program Supplement No. M006 Program Supplement No. M007 Program Supplement No. M008 Resolution 0 \\mis_t\sys \users\pbvAshared\ council \fy98- 99\june- 28\ahrp.doc by Caltrans in Sacramento follows: The AHRP funding amounts approved are as Project Description Federal Authorization No. Supplement No. Amount San Joaquin Hills Road STPLMA- 5151 -(008) M005 $258,368.00 San Joaquin Hills Road STPLMA- 5151 -(009) M006 $177,274.00 Irvine Avenue STPLMA- 5151 -(011) M007 $ 82,087.00 Jamboree Road STPLMA- 5151 -(010) M008 $151.609.00 Total: $669,338.00 Similar to the AHRP requirement that no project can be advertised for bids without first securing a federal authorization number for the project, Caltrans will not approve any reimbursement requests without first having an executed Program Supplemental Agreement between the City and the State of California for the project. As such, a Resolution is needed authorizing staff to execute the Supplements (attached). Res ecttully su ed, P BLIC WORKS DEPARTMENT Don Webb, Director By: _ Aw Fong e Associate Civil Engineer Attachments: Program Supplement No. M005 Program Supplement No. M006 Program Supplement No. M007 Program Supplement No. M008 Resolution 0 \\mis_t\sys \users\pbvAshared\ council \fy98- 99\june- 28\ahrp.doc PF L PROGRAM SUPPLEMENT NO. M005 to ADMINISTERING AGENCY -STATE AGREEMENT FOR FEDERAL -AID PROJECTS NO. 12 -5151 Date:April 27, 1999 Location: 12 -ORA-0-NPTB Project Number:STPLMA- 5151(008) E. A. Number: 12-931121 This Program Supplement is hereby incorporated into the Agency -State Agreement for Federal Aid which was entered into between the Agency and the State on 05/21/97 and is subject to all the terms and conditions thereof. This Program Supplement is adopted in accordance with Article I of the aforementioned Master Agreement under authority of Resolution No. approved by the Agency on (See copy attached). The 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 LOCATION: In the City of Newport Beach - San Joaquin Hills Road from Jamboree Rd. to MacArthur Blvd. TYPE OF WORK: Rehab (E) AC Roadway Pavement LENGTH: 1 (MILES) PROJECT CLASSIFICATION OR PHASE(S) OF WORK [ ] Preliminary Engineering [ ] Construction Engineering [ ] Right -Of -Way [X] Construction Estimated Cost Federal Funds Matching Funds $963,390.00 34B $258,368.00 LOCAL $705,022.00 I Item OTHER I ro aM r I BC I Category $0.00 $0.00 CITY OF NEWPORT BEACH - n STATE OF CALIFORNIA Department of Transportation 2 hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance: Accounting Off" � s Date c92-95 — $258,368.00 Chapter I Statutes I Item I Isar I ro aM r I BC I Category Fund Source AMOUNT 324 1998 0 2660 - 101 -890 \98 -W 20.30.010.810 C 262040 262040 892 -F 258,368.00 Program Supplement 12 -5151 -MO05- ISTEA Page 1 of 2 12- ORA -O-NM STPLMA - 5151(008) SPECIAL COVENANTS OR REMARKS 04/27/1999 1. The Local Agency will reimburse the State for their share of costs for work requested to be performed by the State. 2. 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 Office of Local Programs Project Implementation. 3. The Local Agency will advertise, award and administer this project in accordance with the current Local Assistance Procedures Manual. 4. All maintenance, involving the physical condition and the operation of the improvements, referred to in Article III MAINTENANCE of the aforementioned Master Agreement will be the responsibility of the Local Agency and shall be performed at regular intervals or as required for efficient operation of the completed improvements. Program Supplement 12- 5151 -MOOS- ISTEA d Page 0 2 of 2 0 PROGRAM SUPPLEMENT NO. M006 to MINISTERING AGENCY -STATE AGREEMENT R FEDERAL -AID PROJECTS NO. 12 -5151 Date: April 27, 1999 Location: 12- ORA -0-NPTB Project Number :STPLMA - 5151(009) E.A. Number; 12-931122 This Program Supplement is hereby incorporated into the Agency -State Agreement for Federal Aid which was entered into between the Agency and the State on 05/21/97 and is subject to all the terms and conditions thereof. This Program Supplement is adopted in accordance with Article I of the aforementioned Master Agreement under authority of Resolution No. approved by the Agency on (See copy attached). The 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 LOCATION: In the City of Newport Beach - San Joaquin hills Road from MacArthur Blvd. to Marguerite Ave. TYPE OF WORK: Rehab (E) AC Roadway Pavement LENGTH: 0.7 (MILES) PROJECT CLASSIFICATION OR PHASE(S) OF WORK [ ] Preliminary Engineering [ J Construction Engineering [ ] Right -Of -Way [X] Construction Estimated Cost Federal Funds Matching Funds $589,930.00 34B $177,274.00 LOCAL $412,656.00 gp_Op OTHER $0.00 CITY OF NEWPORT BEACH By Date Attest Title STATE OF CALIFORNIA Department of Transportation BY Chief, Office of Local Programs Project Implementation Date I hereby certify upon //my pars 1 w e that budgeted funds are available for this encumbrance: Accounting Offij�rM Date / 9 7 $177,274.00 Chapter Statutes Item Yea P ram BC Category Fund Source AMOUNT 324 1998 2660- 101 -890 98 9 J 20.30.010.810 C 262040 262040 892 -F 177,274.00 Program Supplement 12- 5151 -M000- ISTEA Page 1 of 2 12- dRA -0-NPTB STPLMA- 5151(009) 04/27/1999 is SPECIAL COVENANTS OR REMARKS 1. The Local Agency will reimburse the State for their share of costs for work requested to be performed by the State. 2. 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 Office of Local Programs Project Implementation. 3. The Local Agency will advertise, award and administer this project in accordance with the current Local Assistance Procedures Manual. 4. All maintenance, involving the physical condition and the operation of the improvements, referred to in Article III MAINTENANCE of the aforementioned Master Agreement will be the responsibility of the Local Agency and shall be performed at regular intervals or as required for efficient operation of the completed improvements. Program Supplement 12- 5151 -M006- ISTEA Page 2 of 2 11 PROGRAM SUPPLEMENT NO. M007 to MINISTERING AGENCY -STATE AGREEMENT FEDERAL -AID PROJECTS NO. 12 -5151 Date:June 02, 1999 Location: 12- ORA -0-NPTB Project Number :STPLMA - 5151(011) E. A. Number: 12- 931151 This Program Supplement is hereby incorporated into the Agency -State Agreement for Federal Aid which was entered into between the Agency and the State on 05/21/97 and is subject to all the terms and conditions thereof. This Program Supplement is adopted in accordance with Article I of the aforementioned Master Agreement under authority of Resolution No. approved by the Agency on (See copy attached). The 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 LOCATION: In the City of Newport Beach - Irvine Ave: Santiago Dr. to Tustin Ave. TYPE OF WORK: Rehab. (E) AC Roadway Pavement LENGTH: 0 (MILES) PROJECT CLASSIFICATION OR PRASE(S) OF WORK [ ] Preliminary Engineering [ ] Construction Engineering [ ] Right -Of -Way [X] Construction Estimated Cost Federal Funds Matching Funds $322,300.00 34B $82,087.00 LOCAL $240,213.00 $0.00 OTHER $0.00 CITY OF NEWPORT BEACH STATE OF CALIFORNIA Department of Transportation By BY Chief, Office of Local Programs Date Project Implementation Attest Date Title I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance: Accounting Offic �V i / Date $82,087.00 Chapter Statutes Item Year Progr Ec Category Fund Source AMOUNT 324 1998 2660 -101 -890 98 -9 0.30.0 C 262040 892 -F 82,087.00 Program Supplement 12- 5151 -MO07- ISTEA Page 1 of 2 7 12- ORA- 0 -NPTB 06102/1999 STPLMA- 5151(011) SPECIAL COVENANTS OR REMARKS 1. The Local Agency will reimburse the State for their share of costs for work requested to be performed by the State. 2. 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 Office of Local Programs Project Implementation. 3. The Local Agency will advertise, award and administer this project in accordance with the current Local Assistance Procedures Manual. 4. All maintenance, involving the physical condition and the operation of the improvements, referred to in Article III MAINTENANCE of the aforementioned Master Agreement will be the responsibility of the Local Agency and shall be performed at regular intervals or as required for efficient operation of the completed improvements. 9 Program Supplement12- 5151 -M007- ISTEA Page 2 of 2 e PROGRAM SUPPLEMENT NO. M0o8 to MINISTERING AGENCY -STATE AGREEMENT FEDERAL -AID PROJECTS NO. 12 -5151 Date:June 02, 1999 Location: 12- ORA- 0-NPTB Project Number:STPLMA- 5151(010) E.A. Number : 12- 931143 This Program Supplement is hereby incorporated into the Agency -State Agreement for Federal Aid which was entered into between the Agency and the State on 05/21/97 and is subject to all the terms and conditions thereof. This Program Supplement is adopted in accordance with Article I of the aforementioned Master Agreement under authority of Resolution No. approved by the Agency on (See copy attached). The 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 LOCATION: In the City of Newport Beach - Jamboree Rd. from Coast Highway to San Joaquin Hills Rd. TYPE OF WORK: Rehab (E) AC Roadway Pavement LENGTH: 1 (MILES) PROJECT CLASSIFICATION OR PHASE(S) OF WORK [ J Preliminary Engineering [ ] Construction Engineering [ ] Right -Of -Way [XI Construction Estimated Cost Federal Funds Matching Funds $585,200.00 34B $151,609.00 LOCAL $433,591.00 $0.00 OTHER $0.00 Chapter Statutes Item Year CITY OF NEWPORT BEACH By Date Attest Title STATE OF CALIFORNIA Department of Transportation BY Chief, Office of Local.Programs Project Implementation Date I hereby certify upon I / pI / my personal knowledge that tthjaat budgeted funds are available for this encumbrance: Accounting Officer/ /M WDate - 99 $151,609.00 0 n Program Supplement 12- 5151 -MOOe- ISTEA Page 1 of 2 Chapter Statutes Item Year Program nC Category Fund Source AMOUNT 324 1998 2660 -101 -890 98 -99 .30.01 C 262040 892 -F 151,609.00 0 n Program Supplement 12- 5151 -MOOe- ISTEA Page 1 of 2 12- ORA -0-NPTB STPLMA- 5151(010) SPECIAL COVENANTS OR REMARKS 06/02/1999 1. The Local Agency will reimburse the State for their share of costs for work requested to be performed by the State. 2. 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 Office of Local Programs Project Implementation. 3. The Local Agency will advertise, award and administer this project in accordance with the current Local Assistance Procedures Manual. 4. All maintenance, involving the physical condition and the operation of the improvements, referred to in Article III MAINTENANCE of the aforementioned Master Agreement will be the responsibility of the Local Agency and shall be performed at regular intervals or as required for efficient operation of the completed improvements. Program Supplement 12- 5151 -M008- ISTEA Page 2 of 2 9 11 0 RESOLUTION NO. 99 -_ E A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH TO ENTER INTO PROGRAM SUPPLEMENTAL AGREEMENTS WITH THE STATE OF CALIFORNIA FOR ARTERIAL HIGHWAY REHABILITATION PROGRAM PROJECTS THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH DOES HEREBY RESOLVE, DETERMINE, AND ORDER AS FOLLOWS: WHEREAS, the City is eligible for Federal -aid construction funding under the Federal Highway Administration Arterial Highway Rehabilitation Program (AHRP); and WHEREAS, the projects approved for AHRP funding are known as San Joaquin Hills Road from Jamboree Road to MacArthur Boulevard, San Joaquin Hills Road from MacArthur Boulevard to Marguerite Avenue, Jamboree Road from East Coast Highway to San Joaquin Hills Road, and Irvine Avenue from Santiago Drive to Tustin Avenue; and WHEREAS, to obtain reimbursement for said projects, the City must enter into program supplements with the State of California and incorporate the program supplements into the City -State Agreement for Federal Aid, which was entered into between the City of Newport Beach and the State of California on May 21, 1997. NOW, THEREFORE, the City Council of the City of Newport Beach does hereby approve the Program Supplemental Agreements with the State of California for the AHRP Funding Projects, and authorizes its staff to execute the agreements. Adopted this APPROVED: City Attorney ATTEST: City Clerk f x users\pbw\sharedkesolutions tahrp.doc f day of M 1999. Mayor I*