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Home My WebLink About122412_ca04Department of Public Works O Consent Agenda Page 1 of 1 Jefferson County Board of Commissioners Agenda Request To: Board of Commissioners Philip Morley, County Administrator From: Frank Gifford, Public Works Director ~.~ Agenda Date: December 24, 2012 Subject: Amendment No. 1 to the Federal Highway Administration (FHWA) Reimbursable Agreement Snow Creek Road Culvert Replacement, MP 3.78, Project No. CR1899 FHWA Agreement No. DTFH70-11-E-00039 Statement of Issue: The attached Amendment with FHWA is necessary in order to proceed with Preliminary Engineering for the Snow Creek Road Culvert Replacement project. Analysis/Strategic Goals/Pro's & Con's: The culverts at Snow Creek Road Milepost 3.78 are failing and in need of replacement. In 2011, Public Works was awarded a grant for culvert replacement through the Federal Highway Administration (FHWA) Forest Highway Program. In June 2012, a preliminary design report was completed, which recommends replacing the existing culverts with a 24-ft. span, three-sided concrete box culvert. Amendment No. 1 is to provide additional funds needed for preparation of the plans, specifications, and estimates, and for completing the environmental process and permitting. Fiscal Impact/Cost Benefit Analysis: The original Preliminary Engineering grant amount was $115,000. This amendment will add $55,000 to the Preliminary Engineering grant amount. The total project cost is estimated at $624,600 and is funded at 100% by the Federal Highway Administration. Recommendation: The Board is requested to sign the four originals of the Amendment and return all four originals to Public Works. After the Amendment has been executed by FHWA, an original will be returned to the Board. Department Contact: Mark Thurston, P.E., Project Manager, 385-9160. R ie e By: ip M rle County Adm' istrator `y~~l ~/~ Date Pa e 1 of 3 U.S. DEPARTMENT OF TRANSPORTATION AGREEMENT No. FEDERAL HIGHWAY ADMINISTRATION DTFH70-~1-E-00039 REIMBURSABLE AGREEMENT Amendment No. 1 PARTIES TO THE AGREEMENT a. REIMBURSING ORGANIZATION ~ b. ORGANIZATION TO BE REIMBURSED Federal Highway Administration Jefferson County Public Works Western Federal Lands Highway Division 623 Sheridan Street 610 East Fifth Street Port Townsend, WA 98368 Vancouver, WA 98661-3893 a.l APPROPRIATION CHARGEABLE b.l APPROPRIATION REIMBURSED 151753Q4300Q1 531.PE.G2QQ.53 17530~Q00 25304 c. EFFECTIVE DATE: Original: August 09, 2011 Amend No, 1; 1Nhen Fully Executed d. AMOUNT: $ 115,000.00 Original . 55,000.00 Amend No. 1 $ 170,000.00 Amended Total Agreement Information: WA PFH 43[1). Snow Creek Road Protect The purpose of this Amendment is to add funds and revise the statement of work for the above referenced project due to revised PE estimate far the PS&E and Environmental Services. 1. Cover Paoe, .Block 5. FUND AM4~: The Agreement is hereby increased by $55,000.00 from $115,000.00 to amended total of $170,000.00 as stated in H. Cost Budget and by reason of this amendment, See attachment 1. 2. I. INTRODUCTION. B. Background ~ II, STATEMENT OF WORK. E. Summary of Deliverables H. Co Budget: The introduction and statement of work are amended to add attachment 1 and is hereby made a part of this agreement by reason of this amendment. 3. WFLHD will reimburse Jefferson County for all eligible costs incurred under this Agreement. The current estimated cost of the work described in this Agreement is $170,000.00. In no case shall the WFLHD and the County exceed this amount without a mutually agreed upon modification of this Agreement. 4. ALL OTHER PRQVISIONS OF THE ORIGINAL AGREEMENT REMAIN THE SAME. AUTHORIZED APPROVALS a.3 REIMBURSING ORGANIZATION b.3_ ORGANIZATION TO BE REIMBURSED SIGNATURE DATE ~ SIGNATURE DATE TITLE TITLE Paul M. Wood, Contracting Officer . Western Federal Lands.Highway Division _ _ Jefferson County __ Approved as ~ fo~n only: ~ 1~ ~: Jefferson Co. Prosecutor's ffice Attachment 1 I. INTRODUCTION B. Background Additional Project Development funding (PEj was requested and approved by the "Programming Decision Committee" (PDCj for increased casts for County's consultant for the PS&E and Environmental Services. The Federal Lands Access Program of the Moving Ahead for Progress in the 21st Century Act (MAP-21) authorizes FHWA to provide funding for specific projects. The PDC~ consisting of FHWA, the State of Washington, and the Association of Washington Counties is designated to decide jointly upon the projects funded. The PDC has determined to provide funding for the development of this project and to program the project for construction in FY 2013 under the Washington State Access Program. The matching requirement under MAP-21 will be provided by the Washington Department of Transportation ~WSDCJTj in the form of Toll Credits. In the state of Washington, this match is 13.5 of the project cost. This amendment will fund all of the additional PE funding. FHWA will track the toll credits and report back to WSDOT. II. STATEMENT OF WORK E. Summary of Deliverables Replace with the fol,~wrn, Revised Schedule: Task Delirvery Due Qn or Before Date 8. PRELIMINARY DESIGN 1. DESIGN * Submit a copy of the preliminary plan package and Submitted July 18, preliminary cost estimate 2012 2. ENVIRDNMENTAL COMPLIANCE • Submit a cultural resources report for FHWA review March 8, 2013 • Submit a report identifying the presence or absence of March 8, 2013 jurisdictional wetlands . Based on the preliminary analysis, the county plans to submit a short report documenting that no potential wetlands were observed in the project area. • Submit a report documenting T&E and EFH species findings March 8, 20.3 .for FHWA. Based on the preliminary analysis, the county plans to submit a Threatened and Endangered Species "No Effect" letter. • Submit other environmental surveys, studies, and Nat applicable assessments as needed to support environmental compliance to FHV11A. Based on the preliminary analysis, no other environmental documents appear to be warranted. C. FINAk DESIGN 1. DESIGN • Submit final plans, specifications, and construction estimate September 30, 2013 2. ROW ACQUISTION • Submit certification of rights-of-way and/or easements to FHWA -or- include certification that all work will occur within existing right-of--way as part of the administrative record September 30, 2013 3. UTILITY RELOCATION • Submit certification of Utility Relocation September 30, 2D13 4. PERMITS • Submit a list of all permits necessary for construction to FHWA September 30, 2013 • Submit copies of all completed applications for necessary permits to FHWA September 30, 2013 • Submit copies of approved permits September 30, 2013 5. ADVERTISEMENT • Submit Notice of Contract Award to FHWA March 31, 2014 D. CONSTRUCTION • Submit before, during, and post construction photographs to FHWA ongoing • Submit copy of the Final Construction Acceptance Letter December 31, 2014 H. Cost Budget The cost of the work is IVot to Exceed $170.000.00 for preliminary design, unless an amendment to the Agreement is made in writing and agreed to by both parties. Jefferson County shall submit all invoices to FHWA for actual and reasonable casts incurred for reimbursement. See Section IV, D. Method of Billing and ProQer Submission of Invoices Preliminary Engineering Buc~aet PE 1 8,000.00 ,0000.00 L.S. To o ra hic Surve Contract PE 1 12,p~.00 12,000.00 L.S. Geotechnical Investi ativn -Contract PE 1 $40,000.00 $4p,000.00 L.S. Hydraulic and Structural Design and PS8~E .Bid Package - Contract PE 1 $30,000.00 $30,000.00 L.S. Preporation of NEPA and/or SEPA Documents and JARPA - Contract PE 1 $25-000.00 $25,000.00 L.S._ County Staff Time - Project Management and PSS~E Bid and Award PE 1 $55,000.00 $55,0.00 Additional Funds for PS&E and Environmental Services $17Q,OQi1.DD Total far Phis RA agreement