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Home My WebLink About122115_ca06Department 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: Monte Reinders, Public Works Director/County Engineer ,/ Agenda Date: December 21, 2015 Subject: Local Agency Agreement Supplement with the Washington State Dept. of Transportation (WSDOT), Access Preservation: Upper Hoh Road MP 6.95, Olympic National Park, CR1896, Federal Aid Project No. PLH-A160(001) Statement of Issue: The attached Local Agency Agreement Supplement with WSDOT is necessary in order to proceed with construction of the Access Preservation: Upper Hoh Road MP 6.95 Culvert Replacement. Analysis/Strategic Goals/Pro's Ft Con's: Jefferson County has been awarded Federal funding through the Public Lands Highways Discretionary (PLHD) Program. The proposed culvert replacement project at Upper Hoh Road MP 6.95 is necessary to maintain reliable access for resident, business and Olympic National Park visitor use. This agreement is for construction and construction engineering for the culvert replacement. The culvert will be replaced with a 20 ft. span three -sided concrete box culvert. Work will also include raising and reconstructing 800 lineal feet of the roadway over the new culvert. Fiscal Impact/Cost Benefit Analysis: This agreement will authorize $981,343 for the construction funding, for the construction contract and construction engineering. This will be funded at 100% by the Federal Highway Administration. Recommendation: The Board is requested to sign the three originals of the Local Agency Agreement, and return to Public Works. Department Contact: Mark Thurston, P.E., Project Manager, 385-9160. ZBy:. rtey, County Admirn rator Date DepartinneM at TFansportati«+ Local Agency Agreement Supplement Agency Supplement Number Jefferson County 4 Federal Aid Project Number Agreement Number CFDA No. 20.205 PLH-A 160 001 LA-7591(Catalog of Federal Domestic Assistance The Local Agency requests to supplement the agreement entered into and executed on September 23, 2011 All provisions in the basic agreement remain in effect except as modified by this supplement. The changes to the agreement are as follows: Project Description Name Access Preservation: Hoh Rainforest, Olympic National Park Length 3_7 Termini Upper Hoh Road MP 3.2 to MP 6.9 Description of Work ® No Change Replace failing or substandard culverts at Upper Hoh Rd. MP 3.3, 4.3, and 6.9 in three phases. Reason for Supplement Obligate CN for phase two MP 6.95. Are you claiming indirect cost rate? ❑ Yes ®No Does this change require additional Right of Way or Easements? Approved a to for only i C Mr Jefferson Co. Prosecuto ffice David Alvarez, Chief Civ—il DPA Project Agreement End Date September 23, 2021 ❑ Yes ® No Advertisement Date: January 20, 2016 The Local Agency further stipulates that pursuant to said Title 23, regulations and policies and procedures, and as a condition to payment of the Federal funds obligated, it accepts and will comply with the applicable provisions. Agency Official By Title DOT Form 140-041 Revised 04/2015 Washington State Department of Transportation 0 Director, Local Programs Date Executed Page 1 Type of Work Estimate of Funding (1) (2) (3) (4) Previous Supplement Estimated Total Estimated Agency A reement/Su I. Project Funds Funds (5) Estimated Federal Funds PE a. Agency 675,799.001 675 799.00 675 799.00 100 % b. Other c. Other Federal Aid Participation d. State 15,000.00 I S 000.00 15,000.00 Ratio for PE e. Total PE Cost Estimate (a+b+c+d) 690 799.00 690,799.00 690,799.00 Right of Way f. Agency Other Federal Aid . h. Other Participation Ratio for RW i.State j. Total RNV Cost Estimate (f+g+h+i) Construction k. Contract I. Other Contract MP 3.3 650 827.00 650 827.00 650 827.00 I00 % m. Other Contract MP 6.95 882 753.00 882 753.00 882 753.00 Federal Aid n. Other Participation o.Agency 72 738.00 88 590.00 161 328.00 161 328.00 Ratio for CN . State 10 000.00 10 000.00 20 000.00 20 000.00 . Total CN Cost Estimate k+ialn+n+o 733,561.00 981 43.00 1 714 908.00 1,714,908.00 c Total Project Cost Estimate(e+i+q) 1 1 A24-364,001 981-343- 01 2,405,707.00 2,405,707M The Local Agency further stipulates that pursuant to said Title 23, regulations and policies and procedures, and as a condition to payment of the Federal funds obligated, it accepts and will comply with the applicable provisions. Agency Official By Title DOT Form 140-041 Revised 04/2015 Washington State Department of Transportation 0 Director, Local Programs Date Executed Page 1 Agency Supplement Number Jefferson County 4 Federal Aid Project Number Agreement Number CFDA No. 20.20$ PLH-A 160 001 LA -7591 (Catabg of Federal Domestic Assistance VI. Payment and Partial Reimbursement The total cost of the project, including all review and engineering costs and other expenses of the State, is to be paid by the Agency and by the Federal Government. Federal funding shall be in accordance with the Federal Transportation Act, as amended, 2 CFR Part 200. The State shall not be ultimately responsible for any of the costs of the project. The Agency shall be ultimately responsible for all costs associated with the project which are not reimbursed by the Federal Government. Nothing in this agreement shall be construed as a promise by the State as to the amount or nature of federal participation in this project. The Agency shall bill the state for federal aid project costs incurred in conformity with applicable federal and state laws. The agency shall minimize the time elapsed between receipt of federal aid funds and subsequent payment of incurred costs. Expenditures by the Local Agency for maintenance, general administration, supervision, and other overhead shall not be eligible for federal participation unless a current indirect cost plan has been prepared in accordance with the regulations outlined in 2 CFR Part 200 - Uniform Admin Requirements, Cost Principles and Audit Requirements for Federal Awards, and retained for audit. The State will pay for State incurred costs on the project. Following payment, the State shall bill the Federal Government for reimbursement of those costs eligible for federal participation to the extent that such costs are attributable and properly allocable to this project. The State shall bill the Agency for that portion of State costs which were not reimbursed by the Federal Government (see Section IX). VII. Audit of Federal Consultant Contracts The Agency, if services of a consultant are required, shall be responsible for audit of the consultant's records to determine eligible federal aid costs on the project. The report of said audit shall be in the Agency's files and made available to the State and the Federal Government. An audit shall be conducted by the WSDOT Internal Audit Office in accordance with generally accepted governmental auditing standards as issued by the United States General Accounting Office by the Comptroller General of the United States; WSDOT Manual M 27-50, Consultant Authorization, Selection, and Agreement Administration; memoranda of understanding between WSDOT and FHWA; and 2 CFR Part 200.501 - Audit Requirements. If upon audit it is found that overpayment or participation of federal money in ineligible items of cost has occurred, the Agency shall reimburse the State for the amount of such overpayment or excess participation. VIII. Single Audit Act The Agency, as a subrecipient of federal funds, shall adhere to the federal regulations outlined in 2 CFR Part 200.501 as well as all applicable federal and state statutes and regulations. A subrecipient who expends $750,000 or more in federal awards from all sources during a given fiscal year shall have a single or program -specific audit performed for that year in accordance with the provisions of 2 CFR Part 200.501. Upon conclusion of the audit, the Agency shall be responsible for ensuring that a copy of the report is transmitted promptly to the State. IX. Payment of Billing The Agency agrees that if payment or arrangement for payment of any of the State's billing relative to the project (e.g., State force work, project cancellation, overpayment, cost ineligible for federal participation, etc.) is not made to the State within 45 days after the Agency has been billed, the State shall effect reimbursement of the total sum due from the regular monthly fuel tax allotments to the Agency from the Motor Vehicle Fund. No additional Federal project funding will be approved until full payment is received unless otherwise directed by the Director of Local Programs. Project Agreement End Date - This date is based on your projects Period of Performance (2 CFR Part 200.309). Any costs incurred after the Project Agreement End Date are NOT eligible for federal reimbursement. All eligible costs incurred prior to the Project Agreement End Date must be submitted for reimbursement within 90 days after the Project Agreement End Date or they become ineligible for federal reimbursement. XVII. Assurances Local Agencies receiving Federal funding from the USDOT or its operating administrations (i.e., Federal Highway Administration, Federal Transit Administration, Federal Aviation Administration) are required to submit a written policy statement, signed by the Agency Executive and addressed to the State, documenting that all programs, activities and services will be conducted in compliance with Section 504 and the Americans with Disabilities Act (ADA). DOT Form 140-041 Page 2 Revised 0412015