HomeMy WebLinkAbout030413_ca09Department of Public Works
O Consent Agenda
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Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Philip Morley, County Administrator
From: Frank Gifford, Public Works Director ~~
Agenda Date: March 4, 2013
Subject: Terminate Rural Arterial Program (RAP) Grant 1607-1
South Discovery Road, MP 3.62 - 4.00
Statement of Issue: The Board is being asked to sign a form requesting termination of the
Rural Arterial Program (RAP) grant for the South Discovery Road Improvement project at
milepost MP 3.62 to 4.00. RAP is a competitive source of road improvement funds
administered by the County Road Administration Board (CRAB) at the State level.
Analysis/Strategic Goals/Pro's & Con's: The original concept for this project was a relatively
simple and low cost shift of South Discovery Road away from an eroding shoreline bluff. As a
result of information obtained during the design process, it became apparent that a
substantial road relocation would be necessary to provide lasting benefit and that this project
would have significant impact on adjacent landowners. Landowners indicated that the
impacts were not acceptable. The risks and costs associated with condemnation were not
included in the project budget. While a solution to this roadway issue needs to be found, the
project funded under the existing grant cannot be completed.
Fiscal Impact/Cost Benefit Analysis: The grant agreement provided $696,000 in grant funds
and required a 20% match of local funds. $172,239 of the grant funds were used for all of the
activities associated with preparing a road project for the bid process including surveying,
design, permitting, and some right of way acquisition. The County is requesting that it not be
required to repay the grant funds expended to date.
Recommendation: Sign the three (3) originals of the attached CRAB form requesting that the
grant contract for this project be terminated and that the County not be required to repay
funds expended to date.
Department Contact: Monte Reinders, County Engineer 385-9242
Reviewed By:
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Philip Morle , unty s rator Date
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STATE OF WASHINGTON ~~ '~~`'
COUN'T'Y ROAD ADMINISTRATION BOARD
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RURAL ARTERIAL PROGRAM .
PROJECT AGREEMENT FOR CONSTRUCTION PROPOSAL ` ---_--~---•-- ---•---~~- ------~-v~ --_a
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Submitting County: JEFFERSON
Project Number: 1607-01
Name of Road: SOUTH DISCOVERY ROAD M.P. 03.62 To 04.00
~~ Approval Date: 04-19-07
TOTAL AMOUNT OF AUTHORIZED RATA FUNDS: $ 696,000
Road No. And Sequencer: 6015007
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IN CONSIDERATION of the allocation by the County Road Administration Board (CRABoard) of Waal arterial trust account (RATA) funds to the
project in the amount set out above, the county hereby agrees that as condition precedent to payment of any RATA funds allocated at any time to the above
referenced project, it accepts and will comply with the teems of this agreement, including the terms and conditions set forth in Chapter 49, Laws of 1983,
1st Ex. Sess. (RCW 36.79); the applicable rules and revelations of the CRABoard (WAC 136-100 et.seq.} and all representations made to the CRABoard
upon which the fund allocation was based; all of which aze familiaz to and within the knowledge of the county and are incorporated herein and made a part
of this agreement, although not attached. The officer of the county, by his/her signature below, hereby certifies on behalf of the county that matching
funds and other funds represented to be committed to the project will be available as necessary to implement the projected development of the project as
set forth in the constnrctiori proposal prospectus, and acknowledges that funds hereby authorized are for the development of the constnction proposal as
defined by RCW 36.79.
The county hereby agrees and certifies that:
(1) It is in compliance with the provisions of WAC ch. 136-150 regarding eligibility for RATA funds. If the county is found not to be in
compliance with the provisions of Chapter 150, such non-compliance may be cause for the CRABoard to withdraw or deny the Certificate of .
Good Practice of that County.
If the project is reconstruction in scope the county will gain approval from WSDOT (RCW 43.32) for all deviations from the desigrt
standards listed in the Local Agency Guidelines prior to construction.
ff the ~roiect is 3R (resurfacing restoration and rehabilitation) in scope the county will document its desi~ considerations for the proposed
imkrovements in keeping with 3R standards as listed in the Local Agency Guidelines.
(4) The project will be constructed in accordance with the information furnished to the CRABoazd, and the plans and specifications prepared by
the county engineer.
(5) ~ It will notify the CRABoard when a contract has been awarded and/or when construction has started, and when the project has been completed.
(6) It will reimburse the RATA in the event a project post audit reveals improper expenditure of RATA funds.
ff the costs of the project exceed the amount of RATA funds authorized by the CRABoard, set forth above, and the required matching funds and other
funds represented by the local agency to be committed to the project, the local agency will pay all additional costs necessary to complete the project as.
submitted to the CRABoard.
'..'~' C~\SID;~.1LhTION cf u e p~,,::Zisev a:,d performance of'.'~.e ~utPd conditions by tl,e coun;~, u e CR.ABoa~d heresy agrees to reuntiurse tl:e ce~»^.!y
from RATA funds allocated, and not otherwise, for its reimbursable costs not to exceed the amount above specified. The CRABoazd will reimburse
counties on the basis of monthly progress payment vouchers received and approved on individual projects in the order in which they are received in the
CRABoazd office, and subject to the availability of RATA funds apportioned to the region. Such obligation to reimburse RATA funds extends only to
project costs incurred after the date of project approval by the.CRABoazd, 04-19-07
This agreement supercedes all prior agreements issued using the project and work order numbers listed above and shall be valid and binding only if it is
signed and returned to the CRABoazd office within 45 days of its mailing by the CRABoard.
COUNTY RO ADMINISTRATION BOARD:
By:
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JEFFERSON COUNTY:
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South Discovery Road MP 3.62 to MP 4.00 (RAP Project No. 1607-1)
RAP Expenditure Breakdown
PE $ 153,435
RW $ 18,804
CN $ -
Total $ 172,239
RAP Expenditures for PE (Estimated)
Project Management $ 16,435 Project initiation, grants, financial tracking
Surveying $ 18,000 Land, topograpic, and R/W plans
Geologic Studies $ 14,000 Professional Geologist bluff erosion analysis
Drainage Analysis $ 15,000 Stormwater system and stream culvert
Permitting $ 7,500 HPA, FPA, Wetlands, SEPA/Shorelines, Stormwater
Archeology/Hist. Reports $ 5,000 As required by State
R/W Plans $ 6,000 2 versions due to mitigation of landowner impacts
PS&E $ 55,000 Plans, specs., estimates
Pavement Design $ 3,500 WSDOT Materials Lab and Soil Analysis
Utility Coordination $ 5,000 4 Utility Companies
Landscape Design $ 2,500 Mitigation strategies
Professional Arborist $ 500 Property owner landscape impacts
Public Outreach $ 5,000 Public meetings and materials
Total $ 153,435
REQUEST FOR WAIVER OF PAYBACK OF USED RATA FUNDS
AFTER PROJECT TERMINATION
COUNTY ROAD ADMINISTRATION BOARD -WAC 136-167-030
Insert Information in shaded areas.
The RATA funded project specified below: COUNTY: Jefferson
ROAD NAME: South Discovery Road RAP PROJ NO. 1607-1
BEGIN M.P. 3.62 END M.P. 4.00
RATA approved: 696,000.00 Project RATA funds received by the County: 172,239.00 (A)
will not proceed to completion for the following reasons:
An unanticipated scope change emerged as a result of information received during the design and public involvement
process, and major geometric changes are required to mitigate identified impacts. The project was scoped as a roadway
shift away from a high, eroding shoreline bluff. As a result of information obtained during the design process, it became
clear that a substantial road/utility shift or relocation would be required to provide lasting benefit and that this would have
'major impacts on landowners, primarily a church youth camp. The landowner, their attorneys, and their independent
experts indicated that these impacts were not acceptable unless relocation of their facilities (including buildings) was
;undertaken or a completely different route for the road was found. Various mitigation strategies to reduce landowner
impact were explored including reducing the road setback from the bluff (with diminishing return), but all were ultimately
rejected. The costs and complexities of a major condemnation proceeding were never included in the scope/budget of this
i project, nor were landowner relocation costs, nor was a different route for the road which would come with different
unbudgeted right of way costs and complexities.
(attach additional sheets if necessary)
Within sixty days of written acknowledgment of this letter by the CRABoard, the county will pay back all
expended RATA funds listed in line (B). (B)
The county requests however, that it not be required to pay back amounts listed in line (C)
for the following reasons:
RAP funds were expended on land/topographic surveying, coastal shoreline bluff analysis by licensed geologists,
development of right of way plans, development of construction plans and specifications, extensive permitting,
coordination with multiple utilities, significant public involvement with landowners, and some right of way acquisition. (A
cost breakdown is attached separately.) This work was necessary to pursue the project; however, unanticipated scope
and budget changes emerged as a result of this process. A solution for this road issue needs to be found; however, it is
clear that the project must be re-scoped and that the project cannot be completed as originally conceived in the RAP
prospectus. Jefferson County requests that it be allowed to retain the funds already expended working towards a solution
for this road issue and anticipates that RAP would ultimately be part of a future funding package at this location.
(Include items of design and construction accomplished, and associated cost breakdown. Attach additonal sheets if necessary)
RATA funds the county is requesting not be paid back. 172,239.00 (C)
Project termination and
waiver request submitted by:
Commissioner/Executive Signature date
on:
If the county road administration board grants the request, the county shall repay all RATA funds not exempted from repayment,
the CRAB/County contract will be amended, and the remaining RATA funds will be allocated to other projects within the region.
If the county road administration board denies the request, full repayment shall be made as provided in subsection (1) of WAC 136-167-030.
16 SoDiscWaiver http://www.crab.wa.gov/grants/waiver.xls 4/23/96