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O Consent Agenda
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Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Philip Morley, County Administrator
From: Monte Reinders, Public Works Director /County Enginee C_
Agenda Date: May 26, 2015 �/
Subject: Rural Arterial Program (RAP) project agreement with County Road
Administration Board (CRAB): Dosewallips Road Emergency Repair
MP 3.25
Statement of Issue:
On December 10 -11, 2014, high flows in the Dosewallips River partially washed -out
the Dosewallips Road (County Road Number 250008) at MP 3.25 reducing the road to a
single lane. The Jefferson County Board of County Commissioners declared an
emergency on December 11, 2014 (Resolution # 60 -14) and the County began cleanup
and repair of the site. The emergency repair was completed using a local contractor
and county forces.
The attached agreement with the County Road Administration Board (CRAB) would
allow use of Rural Arterial Trust Account (RATA) emergency funding to cover 90% of
the costs for these repairs.
Analysis /Strategic Goals /Pro's it Con's:
Dosewallips Road is a rural minor collector that provides access to residents,
businesses, and Olympic National Forest and National Park. On April 16, 2015,
Jefferson County successfully proposed to the CRAB Board that RATA emergency
funding be used to cover 90% of the costs for repairing Dosewallips Road. Our local
funds available for road construction are limited. RATA is the primary funding source
available to counties for road improvements and may be used for emergency repairs
on eligible routes.
Generally in each biennium, counties in the state are eligible to compete for RATA
funds for qualifying projects. There is a maximum amount that each county can be
awarded in any given biennium. Jefferson County's funding limit eligibility for the
next biennium will be reduced by the amount of this agreement with CRAB for repairs
Department of Public Works
O Consent Agenda
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completed on the Dosewallips Road.
Fiscal Impact /Cost Benefit Analysis:
The cost estimate for the emergency repair is $104,000. The attached proposed
agreement would enable the use of RATA funds to cover 90% of the repair costs for
this emergency event.
Recommendation:
Authorize the chair to sign three original Rural Arterial Program Project Agreements.
Return to Public Works for further processing.
Department Contact: Zoe Ann Lamp, Transportation Planner
360 - 385 -9162
Reviewed By:
Date
STATE OF WASHINGTON - COUNTY ROAD ADMINISTRATION BOARD
RURAL ARTERIAL PROGRAM
PROJECT AGREEMENT FOR CONSTRUCTION PROPOSAL
Submitting County:
Jefferson Project Number: 1615 -02
Date Approved: 04/16/2015 AUTHORIZED RATA FUNDS: $93,600
Road Road Name(s) BMP(s) EMP(s) Segment #
25000 Dosewallips Rd 2014 Slide Repair MP 3.25 3.150 3.300 1
The State of Washington County Road Administration Board (CRABoard) and Jefferson County mutually agree as
follows:
(1) The funds hereby authorized are for completion of the proposed project as defined by chapter 36.79 RC W
Roads and bridges — rural arterial program.
(2) The County is in compliance with the provisions of chapter 136 -150 WAC regarding eligibility for Rural
Arterial Trust Account (RATA) funds. If the County is found not to be in compliance with these provisions, such non
compliance may be cause for the CRABoard to withdraw or deny the Certificate of Good Practice of the County and
require pay back of any RATA funds that have been paid to the County for this project.
(3) If the project is reconstruction, the County shall gain approval from WSDOT (chapter 43.32 RCW) for all
deviations from the design standards listed in the Local Agency Guidelines prior to construction.
(4) If the project is 3R (resurfacing restoration and rehabilitation), the County shall document its design
considerations for the proposed improvements in keeping with 3R standards as listed in the Local Agency Guidelines.
(5) The project shall be constructed in accordance with the information furnished to the CRABoard, and the plans
and specifications prepared by the county engineer.
(6) Phased construction methodology is permitted upon notification by the County Engineer of the phasing plan as
authorized under WAC 136 - 170 -030. Failure by the county to notify the CRABoard of phasing plan at least 15 days
prior to commencement of construction may result in withdrawal of funding by the CRABoard and county forfeiture of
all RATA funds expended.
(7) The County shall notify the CRABoard when a contract has been awarded and /or when construction has
started, and when the project has been completed.
(8) The County shall reimburse the RATA in the event a project post audit reveals improper expenditure of RATA
funds.
(9) Costs of the project which exceed the amount of RATA funds authorized by the CRABoard, set forth above,
and the required matching funds and other funds represented by the county to be committed to the project, shall be paid
by the County as necessary to complete the project as submitted to the CRABoard.
RAP Project Number: 1615 -02 Page 1 of 2
(10) Matching funds and other funds represented to be committed to the project shall be available as necessary to
implement the projected development of the project as set forth in the construction proposal prospectus.
(11) The CRABoard hereby agrees to reimburse the county from RATA funds allocated, and not otherwise, for its
reimbursable costs not to exceed the amount above specified.
(12) The CRABoard 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 CRABoard 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 CRABoard.
(13) Either the CRABoard or the County may request changes to the provisions contained in this agreement. Such
changes shall be mutually agreed upon and incorporated by written amendment to this agreement. No variation or
alteration of the terms of this agreement shall be valid unless made in writing and signed by authorized representatives
of the CRABoard or the County hereto.
(14) During the term of this agreement and for a period not less than six (6) years from the date of final payment by
the CRABoard, the records and accounts pertaining to this agreement are to be kept available for inspection and audit
and copies of all records, accounts, documents, or other data pertaining to the agreement will be furnished upon
request. If any litigation, claim, or audit is commenced, the records and accounts along with supporting documentation
shall be retained until said litigation, claim, or audit finding has been resolved even though such litigation, claim, or
audit continues past the six year retention period.
IN CONSIDERATION of the allocation by the CRABoard 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 terms of this agreement, including the terms and conditions set
forth in Chapter 49, Laws of 1983, 1st Ex. Sess. (chapter 36.79 RC W); the applicable rules of Title 136 WAC and all
representations made to the CRABoard upon which the fund allocation was based; all of which are familiar to and
within the knowledge of the county and are incorporated herein and made a part of this agreement, although not
attached.
This agreement supersedes all prior agreements issued using the project number listed above and shall be valid and
binding only if it is signed and returned to the CRABoard office within 45 days of its mailing by the CRABoard.
COUNTY ROAD AA- D,MIINIISSTTRRATION BOARD: Jefferson
By: ��f/�iw yc • ��C. —� 1O� By:
Date: cS�28 �� lS YA-c /1) ,5 !4 L-L-y 1 zl 1V
Date: M E -4 a l� j- 0 l ,-
RAP Project Number: 1615 -02 Page 2 of 2
A7AJ ed to form only,
k irm Co. Pro «,
David Alvarez, Chief Civil.. DPA