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C13-18 PTMISEA Bond Program May 21, 2013 ) C-,a-i , City of Beaumont Page 1 Public Transportation Modernization, Improvement, and Service Enhancement Account (PTMISEA) Bond Program Certifications and Assurances Project Sponsor: City of Beaumont Effective Date of this Document: May 21,2013 The California Department of Transportation(Department)has adopted the following certifications and assurances for the Public Transportation Modernization, Improvement, and Service Enhancement Account(PTMISEA)bond program. As a condition of the receipt of PTMISEA bond funds,project sponsors must comply with these terms and conditions. A. General (1) The project sponsor agrees to abide by the current PTMISEA Guidelines (2) The project sponsor must submit to the Department a PTMISEA Program Expenditure Plan,listing all projects to be funded for the life of the bond,including the amount for each project and the year in which the funds will be requested. (3) The project sponsor must submit to the Department a signed Authorized Agent form designating the representative who can submit documents on behalf of the project sponsor and a copy of the board resolution appointing the Authorized Agent. B. Project Administration (1) The project sponsor certifies that required environmental documentation is complete before requesting an allocation of PTMISEA funds. The project sponsor assures that projects approved for PTMISEA funding comply with Public Resources Code§ 21100 and § 21150. (2) The project sponsor certifies that PTMISEA funds will be used only for the transit capital project and that the project will be completed and remains in operation for its useful life. (3) The project sponsor certifies that it has the legal, financial,and technical capacity to carry out the project,including the safety and security aspects of that project. City of Beaumont Page 2 (4) The project sponsor certifies that they will notify the Department of pending litigation,dispute,or negative audit findings related to the project,before receiving an allocation of funds. (5) The project sponsor must maintain satisfactory continuing control over the use of project equipment and facilities and will adequately maintain project equipment and facilities for the useful life of the project. (6) Any interest the project sponsor earns on PTMISEA funds must be used only on approved PTMISEA projects. (7) The project sponsor must notify the Department of any changes to the approved project with a Corrective Action Plan(CAP). (8) Under extraordinary circumstances, a project sponsor may terminate a project prior to completion. In the event the Project Sponsor terminates a project prior to completion, the Project Sponsor must(1) contact the Department in writing and follow-up with a phone call verifying receipt of such notice; (2)pursuant to verification,submit a final report indicating the reason for the termination and demonstrating the expended funds were used on the intended purpose; (3) submit a request to reassign the funds to a new project within 180 days of termination. (9) Funds must be encumbered and liquidated within the time allowed in the applicable budget act. C. Reporting (1) Per Government Code§ 8879.55,the project sponsor must submit the following PTMISEA reports: a. Semi-Annual Progress Reports by February 15th and August 15th each year. b. A Final Report within six months of project completion. c. The annual audit required under the Transportation Development Act(TDA), to verify receipt and appropriate expenditure of PTMISEA bond funds. A copy of the audit report must be submitted to the Department within six months of the close of the year(December 31) each year in which PTMISEA funds have been received or expended. D. Cost Principles (1) The project sponsor agrees to comply with Title 2 of the Code of Federal Regulations 225 (2 CFR 225),Cost Principles for State and Local Government,and 49 CFR,Part 18,Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments. City of Beaumont Page 3 (2) The project sponsor agrees, and will assure that its contractors and subcontractors will be obligated to agree,that(a) 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 and(b)those parties shall comply with Federal administrative procedures in accordance with 49 CFR,Part 18, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments. Every sub-recipient receiving PTMISEA funds as a contractor or sub-contractor shall comply with Federal administrative procedures in accordance with 49 CFR,Part 18,Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments. (3) Any project cost for which the project sponsor has received payment that are determined by subsequent audit to be unallowable under 2 CFR 225,48 CFR, Chapter 1, Part 31 or 49 CFR, Part 18,are subject to repayment by the project sponsor to the State of California(State). Should the project sponsor fail to reimburse moneys due to the State within thirty(30)days of demand,or within such other period as may be agreed in writing between the Parties hereto,the State is authorized to intercept and withhold future payments due the project sponsor from the State or any third-party source,including but not limited to,the State Treasurer and the State Controller. E. Record Retention (1) The project sponsor agrees, and will assure that its contractors and subcontractors shall establish and maintain an accounting system and records that properly accumulate and segregate incurred project costs and matching funds by line item for the project. The accounting system of the project sponsor,its contractors and all subcontractors shall conform to Generally Accepted Accounting Principles (GAAP), enable the determination of incurred costs at interim points of completion,and provide support for reimbursement payment vouchers or invoices. All accounting records and other supporting papers of the project sponsor,its contractors and subcontractors connected with PTMISEA funding shall be maintained for a minimum of three(3)years from the date of final payment and shall be held open to inspection, copying,and audit by representatives of the State and the California State Auditor. Copies thereof will be furnished by the project sponsor,its contractors,and subcontractors upon receipt of any request made by the State or its agents. In conducting an audit of the costs claimed,the State will rely to the maximum extent possible on any prior audit of the Project Sponsor pursuant to the provisions of federal and State law. In the absence of such an audit, any acceptable audit work performed by the project sponsor's external and internal auditors may be relied upon and used by the State when planning and conducting additional audits. (2) For the purpose of determining compliance with Title 21, California Code of Regulations, Section 2500 et seq.,when applicable, and other matters connected with City of Beaumont Page 4 the performance of the project sponsor's contracts with third parties pursuant to Government Code§ 8546.7,the project sponsor,its contractors and subcontractors and the State shall each maintain and make available for inspection 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. All of the above referenced parties shall make such materials available at their respective offices at all reasonable times during the entire project period and for three(3)years from the date of final payment. The State,the California State Auditor,or any duly authorized representative of the State, shall each have access to any books,records,and documents that are pertinent to a project for audits,examinations,excerpts, and transactions, and the project sponsor shall furnish copies thereof if requested. (3) The project sponsor,its contractors and subcontractors will permit access to all records of employment,employment advertisements, employment application forms, and other pertinent data and records by the State Fair Employment Practices and Housing Commission,or any other agency of the State of California designated by the State,for the purpose of any investigation to ascertain compliance with this document. F. Special Situations (1) A project sponsor may lend its unused funds from one year to another project sponsor for an eligible project,for maximum fund use each fiscal year(Julyl —June 30). The project sponsor shall collect no interest on this loan. (2) Once funds have been appropriated in the budget act, a project sponsor may begin a project with its own funds before receiving an allocation of bond funds,but does so at its own risk. (3) The Department may perform an audit and/or request detailed project information of the project sponsor's PTMISEA funded projects at the Department's discretion at any time prior to the completion of the PTMISEA program. I certify all of these • ditions will be met. CITY OF :EA , 0 i BY: / Alan C. Kapanicas, City Manager City of Beaumont Page 5 ATTACHMENT I RESOLUTION 2013- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BEAUMONT FOR THE AUTHORIZATION FOR THE EXECUTION OF THE CERTIFICATIONS AND ASSURANCES FOR THE PUBLIC TRANSPORTATION MODERNIZATION,IMPROVEMENT,AND SERVICE ENHANCEMENT ACCOUNT BOND PROGRAM RESOLUTION 2013- 18 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BEAUMONT FOR THE AUTHORIZATION FOR THE EXECUTION OF THE CERTIFICATIONS AND ASSURANCES FOR THE PUBLIC TRANSPORTATION MODERNIZATION, IMPROVEMENT,AND SERVICE ENHANCEMENT ACCOUNT BOND PROGRAM WHEREAS,the City of Beaumont is an eligible project sponsor and may receive state funding from the Public Transportation Modernization, Improvement,and Service Enhancement Account (PTMISEA)now or sometime in the future for transit projects; and WHEREAS,the statutes related to state-funded transit projects require a local or regional implementing agency to abide by various regulations; and WHEREAS,Senate Bill 88(2007)named the Department of Transportation(Department)as the administrative agency for the PTMISEA; and WHEREAS,the Department has developed guidelines for the purpose of administering and distributing PTMISEA funds to eligible project sponsors(local agencies); and WHEREAS,the City of Beaumont wishes to delegate authorization to execute these documents and any amendments thereto to the City Manager; and NOW,THEREFORE,BE IT RESOLVED by the City Council of the City of Beaumont that the fund recipient agrees to comply with all conditions and requirements set forth in the Certification and Assurances document and applicable statutes,regulations and guidelines for all PTMISEA funded transit projects. NOW THEREFORE,BE IT FURTHER RESOLVED that the City Manager be authorized to execute all required documents of the PTMISEA program and any Amendments thereto with the California Department of Transportation. MOVED, PASSED AND ADOPTED this 21st day of May, 2013 upon the following vote: AYES: Mayor Berg, Council Members De Forge, Fox, and Knight NOES: None ABSTAIN: None ABSENT: Mayor Pro Tem Castaldo Mayor Berg ATT T: CERTIFIED TO BE A TRUE ND CORRE COPY' E ORIGINAL i i CUMENT ON FI , E OFF! OF I, CITY CLERK Deputy City . BY D u Cl ME •�A�'�1/A�11�� DATE a.-1���, CITY OF BEAUMONT MOIL Ncv tr \ May 22, 2013 Attn: Kevin Mariant Department of Transportation-PTMISEA Division of Mass Transportation-MS 39 P.O. Box 942874 Sacramento, CA 94274-0001 RE: City of Beaumont FY 2010-11 PTMISEA Resolution, Certifications and Assurances Dear Mr. Mariant: Enclosed you will find the following original documents and/or certified copies that have been approved by the City Council of the City of Beaumont as of May 21, 2013: 1. Certifications and Assurances 2. Resolution 2013-18 Please do not hesitate to contact me if you have any questions. Sincerely, 44/4"-j-'' ihe Kelsey De Forge Management Analyst (951) 769-8520 ext. 337 kelseyd@beaumontcares.com COPY 550 E. 6th Street • Beaumont • CA • 92223 • Phone: (951) 769-8520 • Fax: (951) 769-8526 www.ci.beaumont.ca.us QE46,� City of Beaumont F. ® 550 East Ch Street * Beaumont, California 92223 ,,; (951) 769-8520 , (951) 769-8526 Fax Transmittal TO: Kelsey De Forge, Management Analyst Date: May 22,2013 RE: Public Transportation Modernization, Improvement, and Service Enhancement Account(PTMISEA)Bond Program with a certified copy of Resolution No.2013-18 Attached please find the above referenced agreements which were approved by the City Council at the regular meeting of May 21,2013. Please forward to the applicant and provide me a copy of the cover letter indicated that it was sent. Than. •u. 4 111 Shelby Hanvey Administrative Se t-s Manag= t City of Beaumont 550 East 6t' Street Beaumont, California. 92223 (951) 769-8520 (951) 769-8526 Fax Transmittal TO: Kelsey De Forge, Management Analyst Date: May 22,2013 RE: Public Transportation Modernization, Improvement, and Service Enhancement Account(PTMISEA)Bond Program with a certified copy of Resolution No.2013-18 Attached please find the above referenced agreements which were approved by the City Council at the regular meeting of May 21,2013. Please forward to the applicant and provide me a copy of the cover letter indicated that it was sent. Than. •u. Shelby Hanvey Administrative Se trs Manag: