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Home My WebLink About021317_ca02Department 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, P.E., Public Works Director/County Engineer Agenda Date: February 13, 2017 �� Subject: Local Agency Agreement Supplement #3 and Local Agency Federal Aid Project Prospectus with the Washington State Department of Transportation for The Rick Tollefson Memorial Trail, Phase I, Co. Project No. CR1815 Statement of Issue: Execution of a Local Agency Agreement Supplement with the Washington State Dept. of Transportation (WDSOT) is necessary in order to obligate construction phase funds from two existing grants for the Rick Tollefson Memorial Trail, Phase I project. The two grant funds are the Federal Highway Administration (FHWA), Surface Transportation Program (STP -R) and the Washington State Pedestrian Et Bike Safety Program. The updated Project Prospectus is required to be submitted as documentation with the Supplement #3 document. Analysis/Strategic Goals/Pro's Et Con's: The Rick Tollefson Memorial Trail, Phase I project will construct a multi -use trail connecting HJ Carroll Park with Old Hadlock Road crossing the Chimacum Valley. This project is included in Jefferson County's 2017-2022 Transportation Improvement Program as item No. 5 and in the 2017 Annual Construction Program as item No. 5. Formal obligation by FHWA of the existing grant funding for the construction phase is necessary before proceeding with the construction work. Fiscal Impact/Cost Benefit Analysis: This Local Agency Supplement obligates a total of $953,311.00 of Federal and State funding for the construction phase. The FHWA STP -R grant is for $641,797.00 with a participation ratio of 86.5% and the State Pedestrian Ft Bike Safety Program grant is for $311,514 with a participation ratio of 100%. Jefferson County's Local Funds share is $100,164.85 with a participation ratio of 13.5%. Recommendation: The Board is requested to sign the three original Local Agency Agreement Supplement #3 documents and the three original Project Prospectus documents and return all six documents to this department. One fully executed original of each document will be returned to the Board after execution by the Washington State Dept. of Transportation. Department Contact: John Wayand, Project Manager, 385-9377. e iew By: Philip M e , CountyAdminitrator Date r Oil Admk M Washington State AiDepartment of Transportation Jefferson County Public Works Local Agency Agreement Supplement 3 i-eceral Aid Project Number ,agreement Numoer CFDA No. ZU.ZU5 STPR-2016(018) LA6612 (Catalog of Federal Domestic Assistance) The Local Agency requests to supplement the agreement entered into and executed on April 3, 2008 All provisions in the basic agreement remain in effect except as modified by this supplement. The change to the agreement are as follows: Project Description Name Rick Tollefson Trail - Phase One (Chimacum Valley) Length 1725 feet Termini HJ Carroll Park to Old Hadlock Rd Description of Work ✓ No Change Design, acquisition of Right of Way, and construction of a 10 foot wide multi -use trail with 2 foot wide shoulders on a new alignment. Trail requires one bridge over Chimacum Creek. The trail is part of a non -motorized transportation network. Reason for Supplement Obligate funds for construction phase. Are you claiming indirect cost rate? [—]Yes ✓ No Project Agreement End Date December 31, 2020 Does this change require additional Right of Way or Easements? ❑ Yes ✓ No Advertisement Date: March 29, 2017 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 Washington State Department of Transportation By Title Chair, Board of Jefferson County Commissioners DOT Form 140-041 14r qD $nrw- Revised 05/2015 / 2 d .CWJ By Director, Local Program Date Executed Page 1 Estimate of Fun Ina Type of Work (t) (2) (3) (4) (5) Previous Supplement Estimated Total Estimated Agency Estimated Federal Agreement/SupAgreement/Sup I. Pro'ect Funds Funds Funds PE393,546.00 86.5 % a. A enc 0.00 393,546.00 53,129.00 340,417.00 b. Other Ped. & Bike Safety 100% 130,000.00 0.00 130,000.00 0.00 130,000.00 Federal Aid c. Other 0.00 0.00 0.00 0.00 0.00 i Participaton Ratio for 10,000.00 0.00 10,000.00 1,350.00 8,650.00 e. Total PE Cost Estimate a+b+c+d 533,546.00 0.00 533,546.00 54,479.00 479,067.00 Right of Way 0.00 f. Agency oda g. Other 0.00 Federal Aid 000 h. r Participation Ratio for RW i. State 0.00 '. Total R/W Cost Estimate (f-+a--hAi 0.00 0.00 0.00 0.00 0.00 k. Contract 0.00 731,961.85 731,961.85 98,814.85 633,147.00 go6nstructio o (.Other Ped. & Bike Safety 100% 0.00 172,457.50 172,457.50 0.00 172,457.50 m. Other Consultant 0.00 37,856.50 37,856.50 0.00 37856.50 Federal Aid n. Other 0.00 Participation Ratio for CN o• AgenCy 0.00 101,200.00 101,200.00 0.00 101,200.00 P. State 0.00 10,000.00 10,000.00 1,350.00 8,650.00 Total CN Cost Estimatek+q+m+n 0.00 1,053,475.85 1,053,475.85 100,164.85 953,311.00 r. Total Pm'ect Cot Estimate a 533,546.00 1,053,475.85 1 1,587,021.85 154,643.85 1,432,378.00 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 Washington State Department of Transportation By Title Chair, Board of Jefferson County Commissioners DOT Form 140-041 14r qD $nrw- Revised 05/2015 / 2 d .CWJ By Director, Local Program Date Executed Page 1 Agency Supplement Number Jefferson County Public Works 3 Federal Aid Project Number Agreement Number CFDA No 20 205 STPR 2016(018) LA6612 (Catalog of Federal Domestic Assistance) VI Payment and Partial Reimbursement The total cost of the project including all review and engineenng 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 aftnbutable 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 consultants 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 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 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 submifted for reimbursement within 90 days after the Project Agreement End Date or they become ineligible for federal reimbursement 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 XVII Assurances Local Agencies receiving Federal funding from the USDOT or its operating administrations (i a Federal Highway Administration Federal Transit Administration Federal Aviation Administration) are required to submit a wnften 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 Amencans with Disabilities Act (ADA) DOT Forth 140 041 Page 2 Revised 05/2015 AW Washington State Department of Transportation Local Agency Federal Aid Project Prospectus DOT Form 14U -1o1 rage 1 Revised 0412015 Previous Editions Obsolete Prefix Route ( ) Date 1/17/2017 Federal Aid Project Number STPR-2016(018) DUNS Number 179278197 Lo Agency 18018150 WSDO 1 Federal Employer 91-6001322 Pro Number ` Use Only I l Tax ID Number Agency CAAgency Federal Program Title Jefferson County Public Works ❑✓ Yes ❑ No Z✓ 20.205 ❑ Other Project Title Start Latitude N 48.02033 Start Longitude W 122.77331 Rick Tollefson Trail - Ph. I (Chimacum Valley) End Latitude N 48.02060 End Longitude w 122.76779 Project Termini From -To Nearest City Name Project Zip Code (+4) H.J. Carroll Park Old Hadlock Road Port Hadlock 98339 Begin Mile Post End Mile Post Length of Project Award Type 0.00 0.33 1725 feet of new trail ./❑ Local [_1Local Forces E]State ❑Railroad Route ID Begin Mile Point End Mile Point City Number County Number County Name 16 Jefferson WSDOT Region Legislative District(s) Congressional District(s) Urban Area Number Olympic Region 24 6 Total Local Agency Federal Funds Phase Start Phase Estimated Cost Funding Date Nearest Hundred Dollar Nearest Hundred Dollar Nearest Hundred Dollar Month Year P. E. 533500 54500 479000 03 09 R/W 40000 40000 0 08 12 Const. 1053500 100200 953300 03 17 Total 1627000 194700 1432300 Description of Existing Facility (Existing Design and Present Condition) Roadway Width Number of Lanes Present condition: Rural/Residential area. This project is a new multi -use trail, see description below. Description of Proposed Work Description of Proposed Work (Attach additional sheet(s) if necessary) Design, acquisition of Right of Way, and construction of a 10 foot wide multi -use trail with 2 foot wide shoulders on a new alignment. Trail requires one bridge over Chimacum Creek. The trail is part of a non -motorized transportation network. Local Agency Contact Person Title Phone John Wayand Project Manager 360-385-9377 Mailing Address City State Zip Code 623 Sheridan Street Port Townsend WA. 98368 By Approving Authority Project Prospectus Title County Engineer Date DOT Form 14U -1o1 rage 1 Revised 0412015 Previous Editions Obsolete Agency Project Title Date Jefferson County Public Works Rick Tollefson Trail - Ph I (Chimacum Valli 1/17/2017 Type of Proposed Work Project Type (Check all that Apply) Roadway Width Number of Lanes ❑✓ New Construction ❑✓ Path / Trail ❑ 3-R 14 feet ❑ Reconstruction ❑✓ Pedestrian / Facilities ❑ 2-R ❑ Railroad ❑ Parking ❑ Other ❑ Bridge Geometric Design Data Description Through Route Crossroad ❑ Principal Arterial ❑ Principal Arterial Federal ❑ Urban ❑ Minor Arterial ❑ Urban ❑ Minor Arterial Functional ❑ Rural ❑ Collector ❑ Rural ❑ Collector Classification ❑ NHS ❑ Major Collector ❑ NHS ❑ Major Collector ❑ Minor Collector ❑ Minor Collector ❑ Local Access ❑ Local Access Terrain [—]Flat ❑✓ Roll [:]Mountain ❑ Flat ❑ Roll ❑ Mountain Posted Speed N/A N/A Design Speed N/A N/A Existing ADT N/A N/A Design Year ADT N/A N/A Design Year N/A N/A Design Hourly Volume (DHV) N/A N/A Performance of Work Preliminary Engineering Will Be Performed By Others Agency Agency 50 % 50 Construction Will Be Performed By Contract Agency Contractor 100 % 0 % Environmental Classification ❑ Class I - Environmental Impact Statement (EIS) ❑ Class III - Categorically Excluded (CE) ❑ Project Involves NEPA/SEPA Section 404 0✓ Projects Requiring Documentation Interagency Agreement (Documented CE) ❑ Class III - Environmental Assessment (EA) ❑ Project Involves NEPA/SEPA Section 404 Interagency Agreements Environmental Considerations Creek crossing and wetland buffers See attached Final Environmental Classification Summary form DOT Forth 140 101 Page 2 Revised 04/2015 Previous Editions Obsolete Agency Jefferson County Public Works Project Tide Date Rick Tollefson Trail - Ph. I (Chimacum Val& 1/17/2017 Right of Way ❑ No Right of Way Needed ❑✓ Right of Way Needed All construction required by the F�( No Relocation ❑ Relocation Required contract can be accomplished within the exiting right of way. Utilities Railroad ❑ No utility work required ❑✓ No railroad work required ❑7/ All utility work will be completed prior to the start ❑ Ali railroad work will be completed prior to the start of of the construction contract the construction contract ❑ All utility work will be completed in coordination ❑ All the railroad work will be completed in coordination with the construction contract with the construction contract Description of Utility Relocation or Adjustments and Existing Major Structures Involved in the Project Relocation of one minor power pole with service lines and one service waterline by Jefferson County PUD. FAA Involvement Is any airport located within 3.2 kilometers (2 miles) of the proposed project? ❑ Yes ] No Remarks This project has been reviewed by the legislative body of the administration agency or agencies, or it's designee, and is not inconsistent with the agency's comprehensive plan for community development. Date DOT Form 140-101 Revised 0412015 Agency Jefferson County By Mayor/Chairperson Previous Editions Obsolete Page 3