HomeMy WebLinkAboutLocal Roads & Bridges Matching Grant Agreement - 2021 Community Crossings Round #1 Grant 5050 Cost Share - INDOT
ELIZABETH A. MARADIK GARY A. GILOT JORDAN V. GATHERS JOSEPH R. MOLNAR MURRAY L. MILLER
1316 COUNTY-CITY BUILDING
227 W. JEFFERSON BOULEVARD
SOUTH BEND, INDIANA 46601-1830
PHONE 574/ 235-9251
FAX 574/ 235-9171
CITY OF SOUTH BEND JAMES MUELLER, MAYOR
BOARD OF PUBLIC WORKS
May 25, 2021
Office of LPA/MPO and Grant Administration
Attention: Director of LPA/MPO and Grant Administration
100 North Senate Avenue, Room N758 - Local Programs
Indianapolis, IN 46204
indotlpampo@indot.in.gov
Chief Legal Counsel/Deputy Commissioner
Indiana Department of Transportation
100 N. Senate Avenue, Room N758
Indianapolis, IN 46204-2216
Ms. Marcia Blansett
LaPorte District
315 East Boyd Blvd.
LaPorte, IN 46350
mblansett@indot.in.gov
RE: Local Roads & Bridges Matching Grant Agreement
To Whom It May Concern:
At its May 25, 2021 meeting, the City of South Bend Board of Public Works ratified the
above referenced agreement for the 2021 Community Crossings Round #1 Grant for the milling
and repaving of City streets. It is our understanding that you have already received a copy of the
agreement with an original signature from our Mayor.
Kindly sign and return the fully executed copy of this agreement electronically to
lhensley@southbendin.gov for our internal records.
Sincerely,
Anne Fuchs
Clerk of the Board of Public Works
Enclosure
SUPPLEMENTARY SIGNATURES
[Grantee]
By: _________________________________
_____________________________________
Name and Title, Printed
Date: _____________________________
By: _________________________________
_____________________________________
Name and Title, Printed
Date: _____________________________
By: _________________________________
_____________________________________
Name and Title, Printed
Date: _____________________________
By: _________________________________
_____________________________________
Name and Title, Printed
Date: _____________________________
By: _________________________________
_____________________________________
Name and Title, Printed
Date: _____________________________
By: _________________________________
_____________________________________
Name and Title, Printed
Date: _____________________________
ATTEST:
By: _________________________________
_____________________________________
Name and Title, Printed
Date: _____________________________
Revised 1/5/2021
Instructions to Accompany the CCMG Agreement to LPA
IMPORTANT: Please be advised INDOT will use DocuSign to electronically sign all LPA executed Local Roads and
Bridges Matching Grant Agreements. Please read the instructions below carefully to ensure your contracts are legal and
routed correctly.
Attached is a copy of the INDOT-LPA Local Roads and Bridges Matching Grant Agreement for your project(s).
Please review the project scope, location(s), and Grantee address listed carefully, and if you have no questions, concerns,
or corrections with the agreement, please:
1. Scan and email a signed pdf copy of the fully executed agreement to your District Program Director within four
(4) weeks of receipt.
a. INDOT does not require your LPA to return an original contract via US Mail or delivery anymore; keep any
originals for your records.
b. Signature dates cannot be over 30 days old once it reaches the INDOT LPA/MPO Division Office located in
Indianapolis.
c. Ensure scanned copy is properly aligned and not crooked.
d. Local Public Agency (LPA) must sign and return the LPA-INDOT Grant Agreement no later than two
(2) months from the date of award letter, Attachment B of Agreement.
Failure to meet this deadline will result in forfeiture of your funds.
2. Print or type the name and title of the legal signer.
a. INDOT prefers only one legal signature on a contract.
1. The signer, however, must have legal authority to sign the contract.
2. The signer MUST provide documentation of legal authority to INDOT in the form of: See ‘* Legal
Binding Authority’ below.
b. If your local ordinance requires more than one signature or requires an attest signature, you must comply with
that local ordinance.
Legal Binding Authority =
Mayor; or
Designee with one of the following to demonstrate signatory has legal authority to bind the local:
1. Ordinance showing one official signatory is sufficient to legally bind the local.
2. Resolution which shows the individual who signed has the legal authority to bind the local.
3. Meeting Minutes which delegates legal authority to one individual to sign on behalf of the local; or
Multiple signatures from a quorum of County Commissioners, Board of Public Works, or Town Council.
Attest signature – read below:
INDOT does not require an attest signature and prefers there be no attest signature.
However, if per your local ordinance your LPA requires an attest signature on contracts, you must have an
attest signature.
1. All signatory dates of the LPA and the Attest signature date must be the same date.
3. Signature(s) MUST be an original handwritten signature.
c. No stamps or Adobe electronic signatures will be accepted.
d. If your LPA requires multiple signatures, you may attach a SUPPLEMENTARY SIGNATURES page (this
page is not numbered). Place the supplementary signature page after the Non-Collusion, Acceptance page of
the contract.
1. On the Non-Collusion, Acceptance page write “see attached” in the LPA signature line.
4. This is a legal document, and no changes shall be made to the contract by the LPA or their consultant. This
includes writing anything on any page, other than the signature page. All revisions or amendments to this contract
will be created by and distributed by INDOT.
5. Contract will be returned to LPA:
If signature is NOT an original handwritten signature.
If dated and all signatures are NOT dated the same date.
If dated and any signature date is older than 30 days.
Writing anything on any page, other than signature page.
Page numbering does not match pdf file sent to you by INDOT.
6. An electronic copy of the fully executed contract will be sent to your attention once all appropriate State of
Indiana parties have signed it.
a. Please be advised there is a no “rush contract” process, and INDOT may take longer than six (6) weeks to
execute and return your copy.
Please do not hesitate to contact your District LPA Program Director if you have any questions or concerns.
BOARD OF PUBLIC WORKS
AGENDA ITEM REVIEW REQUEST FORM
Date May 18, 2021
Name Leslie Biek Department PW
BPW Date May 25, 2021 Phone Extension 9232
Required Prior to Submittal to Board
BPW Attorney Attorney Name Clara McDaniels
Dept. Attorney Attorney Name
Purchasing Michael Schmidt
Check the Appropriate Item Type – Required for All Submissions
Professional Services Agreement Contract Proposal
Open Market Contract Amendment/Addendum Special Purchase, QPA
Bid Opening Bid Award Req. to Advertise Title
Sheet
Quote Opening Quote Award Reject Bids/Quotes
Proposal Opening C/O & PCA No. PCA
Chg. Order, No. Traffic Control Resolution
Other: Ease./Encroach
Required Information
Company or Vendor Name Indiana Department of Transportation
New Vendor Yes If Yes, Approved by Purchasing
No
MBE/WBE Contractor MBE
WBE Completed E-Verify Form Attached Yes
No
Project Name 2021 Community Crossings Round 1
Project Number 121-014
Funding Source 455-442001
Account No. Capital Outlay-Infrastructure-Streets and Alleys
Amount $1,000,000
Terms of Contract
Purpose/Description _The Community Crossings Matching Grant (CCMG) 50/50 cost share for
the milling and repaving of various City streets.
__________________________
For Change Orders Only
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