Agenda Item Wording:
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Authorize the City Manager to execute the Administering Agency-State Master Agreement (No. 06-5044S21) for State-only Funded Projects between the City of Visalia and the California Department of Transportation; and designate the City Engineer to execute Program Supplement agreements, as well as any future amendments or related agreements as required to receive State funding for transportation related projects. Adoption of Resolution 2021-52 required.
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Deadline for Action: None. (However, transportation related projects receiving State funding will not be allowed to proceed until the agreement is executed.)
Submitting Department: Public Works
Contact Name and Phone Number:
Dolores Verduzco, Financial Analyst, dolores.verduzco@visalia.city, 713-4540
Frank Senteno, City Engineer, frank.senteno@visalia.city, 713-4331
Renee Nagel, Finance Director, renee.nagel@visalia.city, 713-4375
Nick Mascia, Public Works Director, nick.mascia@visalia.city, 713-4323
Department Recommendation:
Staff recommends that the City Council authorize the City Manager to execute the Administering Agency-State Master Agreement for State-only Funded Projects, referred to as State-only Master Agreement, between the City of Visalia and the California Department of Transportation (Caltrans); and designate the City Engineer to execute Program Supplement agreements, as well as any future amendments or related agreements as required to receive State funding for transportation related projects. Adoption of Resolution 2021-52 required.
Background Discussion:
Guidelines established by the California Department of Transportation (Caltrans) require that Local Public Agencies execute certain funding agreements with Caltrans in order for funds to be allocated and paid to a Local Public Agency.
Master Agreement
Caltrans administers state and federal-aid highway programs in which a Master Agreement is required when the Local Public Agency (Administering Agency) receives an allocation of funds from such programs. There are two types of Master Agreements; projects funded with only state funds require a State-only Master Agreement and projects funded with federal funds require a Federal-aid Master Agreement.
The Master Agreement is established to define the general terms and conditions which must be met to receive funds from a State-only funded program or a Federal-Aid Highway Program. By signing the Master Agreement, the Local Public Agency agrees to comply with all state and federal laws, regulations, policies and procedures in relation to design, right of way acquisition, environmental compliance, and construction.
The City of Visalia currently has executed Master agreements with Caltrans for approval to receive funds from state and federally funded programs. Periodically, updates may be made to Master Agreements to account for changes in laws and policies in which case the Master Agreement must be re-executed.
The State-only Master Agreement was recently updated in April 2021 and was last updated in 2006. Updates to the State-only Master agreement were made to ensure that the agreement language is in accordance with current State requirements and procedures. The updated State-only Master agreement is attached along with this agenda and is required before future State-only funded projects can be implemented.
For example, the City of Visalia was recently awarded state funds for the Caldwell Avenue Widening between Santa Fe and Lovers Lane project (CP8268) which prompted Caltrans to send the updated State-only Master Agreement to the City of Visalia. Although, state funds were approved for allocation towards this project by the California Transportation Commission (CTC) on June 23, 2021, the Master Agreement is necessary in order for funding to be made available to the City.
This agenda item requests authorization to execute just the updated State-only Master agreement for projects funded with state-only funds at this time. State-only funded programs may include but not limited to the Active Transportation Program (ATP), the State Transportation Improvement Program (STIP), and the Senate Bill 1 Local Partnership Program (SB1-LPP).
Program Supplement
The Master Agreement also sets forth conditions to be met for a Program Supplement. A Program Supplement Agreement is a supplement to the Master Agreement and is established for each specific project. The Program Supplement is the contractual basis for the state to reimburse the Local Public Agency for eligible project costs incurred by the Local Public Agency.
By designating the City Engineer as the official signatory for all Program Supplements and all related agreements, the City of Visalia will be able to process the documents in a more timely and efficient manner by not needing a new resolution for each individual project.
Staff recommends that the City Council adopt Resolution 2021-xx, authorizing the City Manager to execute the updated State-only Master Agreement and authorizing the City Engineer to execute Program Supplement Agreements, as well any future amendments or related agreements between the City of Visalia and Caltrans for projects that are funded with state-only funds.
The City Engineer is currently authorized to sign state and federal transportation related agreements. Authorization was approved by City Council at a regular meeting held on January 15, 2001, Resolution 2001-01.
Fiscal Impact:
Approval of the recommended action would facilitate compliance with Caltrans guidelines and enable the City to seek reimbursement of state allocated funds for transportation related projects
Prior Council Action:
January 15, 2001
Authorized the City Engineer to execute all State and Federal Transportation Agreements, including all Program Supplement Agreements for Administering Agency-State Agreements. Resolution 2001-01
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Alternatives:
1) Designate the Public Works Director to execute a new State-only Master Agreement between the City of Visalia and the California Department of Transportation, and/or
2) Designate either the City Manager or Public Works Director to sign Program Supplement agreements
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to adopt Resolution 2021-52, authorizing the City Manager to execute a State-only Master Agreement between the City of Visalia and the California Department of Transportation; and designate the City Engineer to execute Program Supplement agreements, as well as any future amendments or related agreements as required in order to receive State funding for transportation related projects.
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Environmental Assessment Status:
N/A
CEQA Review:
N/A
Attachments:
A. Administering Agency-State Master Agreement No. 06-5044S21
B. Resolution 2021-52