HomeMy WebLinkAbout062617_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: Monte Reinders, Public Works Director/County Engineer
Agenda Date: June 26, 2017
Subject: Local Agency Agreement Supplement with the Washington State
Dept. of Transportation (WSDOT), Access Preservation: Hoh
Rainforest, Olympic National Park, Federal Aid Project No. PLH-
A160(001)
Statement of Issue: The attached Local Agency Agreement Supplement with WSDOT
is necessary in order to de -obligate unused funding from the Access Preservation: Hoh
Rainforest project.
Analysis/Strategic Goals/Pro's Et Con's: In 2011 Jefferson County was awarded
Federal funding through the Public Lands Highways Discretionary (PLHD) Program for
Upper Hoh Road. The funding was used to complete two culvert replacements, one at
milepost 3.338 in 2015 and one at milepost 6.95 in 2016. There is a remainder of
$183,431.07 in PLHD funding. This funding can only be used by Jefferson County at
Upper Hoh Road between milepost 3.2 and milepost 6.95. The Federal Highway
Administration (FHWA) Western Federal Lands Division is currently planning a culvert
replacement and bank protection project in this vicinity of Upper Hoh Road.
Jefferson County desires to transfer the funding to the FHWA for use on that project.
Fiscal Impact/Cost Benefit Analysis: This agreement will de -obligate the remaining
$183,431.07 of Jefferson County PLHD funding.
Recommendation: The Board is requested to sign the three originals of the Local
Agency Agreement Supplement, and return to Public Works.
Department Contact: Mark Thurston, P.E., Project Manager, 385-9160.
Revi Rv: 2,
Hip Morley, Cou ty Administrator
Date
AdMIL
�NotOfin Ift3te Local Agency Agreement Supplement
Depwftnent of rranspwhakm
Agency
Supplement Number
Jefferson County
5
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
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 Access Preservation Hoh Ram Forest Olympic National Park Length 3 7
Termini Upper Hoh Road MP 3 2 to MP 6 9
Description of Work ✓ No Change
Reason for Supplement
De obligate unused funds
Are you claiming indirect cost rate? 0 Yes ✓ No Project Agreement End Date September 23 2021
Does this change require additional Right of Way or Easements'? n Yes ✓ No Advertisement Date n/a
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
DOT Form 140 041
Rev sed 05/2015
By
Director Local Program
Date Executed
Page 1
Estimate of Fundin
Type of Work
(2)
)
)
Previous
Estimated Total
EstimatedAgency
EstimatedFederal
Supplement
A reement/Su I
Project Funds
Funds
Funds
PE
100 / a Agency
675 799 00
28 400 89
647 398 11
647 398 11
b Other
000
Federal Aid c Other
000
Participation
Ratio for PE d State
15 000 00
2 333 50
12 666 50
12 666 50
e Total PE Cost Estimate a+b+c+d
690 799 00
30 734 39
660 064 61
0 00
660 064 61
Right of Way
f Agency
000
Other
0 00
Federal Aid h Other
0 00
Participation
Ratio for RW i State
000
Total R/W Cost Estimate f +h+i
000
000
000
000
000
Construction
k Contract
000
100 /
- — - -1 Other Contract MP 3 33 - —
650 827 00- -
45 018 43-
605 808 57 -
-
605 808 57
m Other Contract MP 6 95
882 753 00
101 028 86
781 72414
781724 14
Federal Aid
n Other
0 00
Participation
Ratio for CN o Agency
161 328 00
13 061 61
174 389 61
174 389 61
State
20 000 00
19 711 00
28900
.28900
Total CN Cost Estimate (k+I+ +n+o
1 714 908 00
152 696 68
1 562 211 32
000
1 562 211 32
r Total Pro ect Cost Estimate em+q) .240570700
183 431 07
2 222 275 93
000
2 222 275 93
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
DOT Form 140 041
Rev sed 05/2015
By
Director Local Program
Date Executed
Page 1
Agency
Supplement Number
Jefferson County
5
Federal Aid Project Number
Agreement Number
CFDA No 20 205
PLH A 160(001)
LA 7591
(Catalog 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 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 submitted 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 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
Re sed 05/2015