LOCAL AGENCY BILLING SUMMARY INDIRECT COST RATES Date: October 5, 2011 Approved by Caltrans: YES / NO Agency: City of Moreland Rate(s) Fiscal Year(s) Local Assistance Project Number: STPL 2596(107) 9.73% 08/09 Project Location: Green Street from C to D streets Project Description: Pavement overlay and sidewalk upgrade ALLOCATIONS / AUTHORIZATION(S) / FUND(S) AVAILABLE Date Program Supplement Approved:: April 11, 2008 Page 1 of 6 FEDERAL and / or STATE FUNDS COMPONENT / DATE PHASE FUNDING REIMBURSEMENT OBLIGATED / TOTAL PREVIOUS FUNDS CURRENTLY PHASE AUTHORIZED SOURCE RATE ALLOCATED PAYMENTS REMAINING INVOICED PRELIMINARY 4/11/2008 Q400 32.57% 5,000.00 5,000.00 ENGINEERING State Match 11.47% 573.00 573.00 RIGHT OF WAY - - - - CONSTRUCTION 8/3/2010 Q240 88.53% 1,000.00 500.00 500.00 ENGINEERING Q400 88.53% 2,000.00 2,000.00 2,000.00 CONSTRUCTION 8/3/2010 Q400 83.24% 60,000.00 60,000.00 - - - - - - TOTAL 68,573.00 6,073.00 62,500.00 2,000.00 Include only the applicable sections (Consultants Contract, PE, R/W, CE and CON) below were reimbursement is sought thus far. CONSULTANT CONTRACT(S) CONSULTANTS TYPE CONTRACT EXECUTION DATE CONTRACT AMOUNT PUBLICLY ADVERTIZED (YES/ NO) APPLICABLE FEDERAL PHASE(S) GENERAL SERVICES PROVIDED CONSULTANT A Initial On Call Contract 5/7/2008 250,000 Yes PE Environmental Studies Task Order 7/8/2009 75,000 No PE Environmental Studies CONSULTANT B Initial Contract 4/16/2008 50,000 Yes PE Design Amendment 6/23/2009 25,000 No PE, CE Design and CM Services CONSULTANT C Initial Contract (N.P.) 9/10/2010 110,000 Yes CE Inspection
PRELIMINARY LOCAL AGENCY STAFF COSTS ENGINEERING TIME PERIOD AGENCY STAFF PE COSTS From To Participating Nonparticipating TOTAL 12/11/2008 6/30/2009 3,865.32 3,865.32 8/3/2010 10/31/2009 2,535.00 115.32 2,650.32 10/31/2010 11/31/2009 824.22 824.22 Staff Subtotal 7,224.54 115.32 7,339.86 DIRECT COSTS Corresponding Payment Transaction EXPENDITURE DETAILS POSTING DIRECT PE COSTS Number DATE PARTICIPATING NONPARTICIPATING TOTAL 87934 8,645.41 1 Consultant A 10/20/2008 3,889.13 3,889.13 87934 8,645.41 2 Consultant A 10/28/2008 1,178.78 912.25 2,091.03 79402 4,955.00 3 Consultant B 3/17/2009 500.00 500.00 88945 2,090.00 4 Consultant A 3/21/2009 1,040.00 1,040.00 X Direct Subtotal 2,718.78 912.25 3,631.03 PE TOTAL 9,943.32 1,027.57 10,970.89 Page 2 of 6
RIGHT OF WAY LOCAL STAFF COSTS (INCIDENTIAL) TIME PERIOD AGENCY STAFF R/W COSTS From To Participating Nonparticipating TOTAL Staff Incidental Subtotal CORRESPONDING PAYMENT TRANSACTION EXPENDITURE DETAILS POSTING INCIDENTIAL R/W COSTS DIRECT COSTS (INCIDENTIAL) Number DATE Participating Nonparticipating TOTAL Direct Costs Incidental Subtotal INCIDENTAL TOTAL CAPITAL COSTS CORRESPONDING PAYMENT TRANSACTION EXPENDITURE DETAILS POSTING CAPITAL R/W COSTS Number DATE Participating Nonparticipating TOTAL Acquistion Type, Parcel Number / Name RAP Rental / Sales Income Authorized Utility Relocation* (separate from construction contract) Utility Name, Size, Type Subtotal Authorized Utilities* Authorized Utility Relocation (included in construction contract and funds under CON E 76) Name, size, type Name, Size, Type Descrip./Bid Item No. Qty or % Price Part. PG&E 4" Gas Trans 10,000.00 PG&E 4" Gas AC / 2 Ton 15.00 65.00 975.00 Transmisssion Sidewalk / 3 Feet 200.00 27.00 5,400.00 6,375.00 < Subtotal > 6,375.00 CAPITAL TOTAL *Fed reimbursement cannot exceed the utility authorization without obtaining Caltrans preapproval and modification of the authorized amount. Page 3 of 6
CONSTRUCTION Contractor: Granite Construction Original Contract : $847,458.36 EXPENDITURE DETAILS DIRECT COSTS CON Bill # Corresponding Payment Transaction RETENTION INFORMATION Posting CONSTRUCTION CONTRACT Number Disbursement Retention Date Participating Nonparticipating TOTAL 87934 500.00 1 8C 4,500.00 500.00 10/20/2008 5,000.00 5,000.00 79402 171.25 2 8C 731.25 81.25 3/17/2009 812.50 812.50 88945 1,572.50 3 9 3,037.50 337.50 3/18/2009 3,105.00 270.00 3,375.00 X 8,268.75 918.75 < TOTALS> 3,917.50 270.00 4,187.50 Page 4 of 6 <Part. Utilities Billed to R/W* > 220.00 220.00 89578 500.00 < Retention Released 500.00 < Total > 50.00 3,967.50 <Retention Balance > 418.75 Note: Include the "Bid Summary / Cost to Date" Form or a copy of the most recent approved contractor s quantities to date summary provided it contains the same information and that participating / nonparticipating costs are clearly annotated and totaled. *Participating Utilities done by contractor billed to R/W LOCAL AGENCY STAFF COSTS CONSTRUCTION ENGINEERING TIME PERIOD AGENCY STAFF CE COSTS From To Participating Nonparticipating TOTAL 8/3/2010 10/31/2010 2,535.00 115.32 2,650.32 10/31/2010 11/31/2010 824.22 824.22 X Staff Subtotal 3,359.22 115.32 3,474.54 Corresponding Payment Transaction EXPENDITURE DETAILS DIRECT CE COSTS DIRECT COSTS Number POSTING DATES Participating Nonparticipating TOTAL 87934 8,645.41 4P Consultant C 10/20/2008 3,889.13 3,889.13 87934 8,645.41 4P Consultant C 10/28/2008 1,178.78 912.25 2,091.03 79402 4,955.02 5 Mailing 3/17/2009 50.00 50.00 X 88945 2,090.00 6 Advertizing 3/17/2009 2,955.00 2,955.00 X 88945 2,090.00 7 Copying 3/18/2009 540.00 540.00 X Direct Costs Subtotal 4,723.78 912.25 5,636.03 CE TOTAL 8,063.00 1,027.57 9,110.57
BID SUMMARY / COST TO DATE Item No. Item Description Qty or % Page 5 of 6 Construction Contract Expenditures to Date Date: October 5, 2011 Agency: City of Moreland Fed. Project #: STPL 2596(107) Bid Current Total Participating Nonparticipating Price Lump Sum Qty or % Price Qty or % 1 Moblization LS 100% 5,000.00 5,000.00 5,000.00 100% 5,000.00 5,000.00 2 AC Ton 37.00 65.00 2,405.00 13 12.50 65.00 812.50 812.50 3 Sidewalk Feet 415.00 27.00 11,205.00 125 115.00 27.00 3,105.00 10.00 27.00 270.00 3,375.00 Bid 18,610.00 <Particpating > 3,917.50 <Nonparticpating > 270.00 4,187.50 CHANGE ORDER SUMMARY Price Total Total CCOs Contract Item Price> 200.00 250.00 450.00 Total CCOs Force Acct. / Agreed Price> 10.00 10.00 Contract Change Order Expenditures @ CCO Contract Item Price Force Acct/Agreed Price No. Brief Description Total Expended Participating Expended Particpating TOTAL> 4,117.50 530.00 4,647.50 Original Contract : 18,610.00 1 Additional AC and tree removal 700.00 500.00 450.00 200.00 10.00 * Contract Changes Orders: 700.00 2 Revised Contract : 19,310.00 3 Work Complete to Date: 24% AUTHORIZED UTILITIES (If Applicable)* 700.00 500.00 450.00 200.00 10.00 Utility Name, Size, Type / Item Participating Authorized No. Description Qty or % Price PG&E 4" Gas Trans. / $30,000 2 AC Ton 15.00 65.00 975.00 3 Sidewalk Feet 200.00 27.00 5,400.00 Subtotal > > 6,375.00 * Include this section if Specific Authorization for Utilities under Construction has been approved. Utilities need to be subtotal individually. If utilities are being billed under R/W then they should be list as N.P on the Bid Summary Cost to Date Form and will be accounted for under R/W.
LOCAL AGENCY STAFF TIME SUMMARY DOCUMENT Journal Entries PHASE: PRELIMINARY ENGINEERING Hours Average Labor Labor Fringe Local Agency Labor Costs Date Name, Title Worked Rate Benefits Participating Nonparticipating TOTAL Prev. Time Period: 1/26/08 to 1/26/08 Subtotal Prev. Time Period: 1/27/08 to 2/26/08 Subtotal Date A Name A, Title Date C Name C, Title Name B, Title Date D Name B, Title Date I Name B, Title Time Period: 3/25/11 to 3/25/11 Subtotal Phase Total * An equivalent alternative would be to reverse the first two columns and organize the data by Name, then chronologically by Date. If an agency s internal accounting system captures all the information above and complies into a readily discernible printout, the printout accompanied with the simplified summary table (shown below) would be an acceptable alternative. Phase Summary PHASE: PRELIMINARY ENGINEERING Staff Average Labor Labor Fringe Local Agency Labor Costs Name Title Hours Rate Benefits Participating Nonparticipating TOTAL Name A Title A 5 45.23 115.34 341.49 341.49 Name B* Title B 3 74.51 100.59 324.12 324.12 4 74.51 134.12 432.16 432.16 Name C Title C 6 36.69 96.86 317.00 317.00 Time Period: 3/26/08 to 3/25/11 Phase Total 1,090.65 324.12 1,414.76 * Individuals with both participating and nonparticipating costs should be separated into two corresponding entries. * The project specific Task(s) / Function(s) info is preferred but optional and will help justify expenditures if the typical Caltrans/FHWA guidelines are exceeded. Page 6 of 6