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Home My WebLink About092418_ca09 Department 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: September 24, 2018 Subject: Project Prospectus and Local Agency Agreement Supplement No. 1 for the Washington State Dept. of Transportation (WSDOT), Upper Hoh Road MP 9.7-9.8 Emergency Repair, County Project No. 18019880, Federal Aid No. ER-1601(016) Statement of Issue: This updated Local Agency Agreement Supplement is necessary to obtain federal funding to prepare required environmental documentation and permitting. Analysis/Strategic Goals/Pro's &t Con's: During a February 2016 storm event, the Hoh River eroded the roadway prism at Upper Hoh Road MP 9.7-9.8. The road embankment was reconstructed with a riprap toe, gravel and topsoil upper slope, replanting native trees and shrubs, restoring the road shoulder, and installing concrete traffic barrier. Emergency approvals were obtained at the time from the Wash. Dept. of Fish and Wildlife, Army Corps of Engineers, and various other agencies. Jefferson County has been notified by the Army Corps of Engineers that the emergency project requires permitting through the normal process, including National Environmental Policy Act (NEPA) compliance documentation. The Local Agency Agreement Supplement is necessary in order to follow through with this requirement. Fiscal Impact/Cost Benefit Analysis: The estimated cost of the follow-up permitting is $63,970. This work will be funded at 86.5% by the Federal Highway Administration and 13.5% by the County Road fund. Recommendation: The Board is requested to sign the three originals of the Project Prospectus and Local Agency Agreement Supplement, and return to Public Works. Department Contact: Mark Thurston, P.E., Project Manager, 385-9160. Rev,41e. :y ie 'p Mori: ount Ad "• strator Date • ala ?vftabion Local Agency Agreement Supplement Agency Supplement Number Jefferson County Public Works 1 Federal Aid Project Number Agreement Number CFDA No. 20.205 ER-1601(016) LA 8904 (Catalog of Federal Domestic Assistance) The Local Agency requests to supplement the agreement entered into and executed on June 10,2016 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 Upper Hoh Road MP 9.7-9.8 Emergency Repair Length 0.1 Termini Upper Hoh Road MP 9.7 to MP 9.8 Description of Work No Change Complete the required formal NEPA documentation and permitting for the ER project as required by the permitting agency. Reason for Supplement Preparation of NEPA documentation and permitting is categorized as Preliminary Engineering(PE). It is necessary to transfer funds from Construction to PE to fund the NEPA documentation and permitting. Are you claiming indirect cost rate? ( I Yes ✓ No Project Agreement End Date December 31,2024 Does this change require additional Right of Way or Easements? Yes ✓ No Advertisement Date:n/a Estimate of Funding (1) (3) (4) (5) Type of Work � )2 Previous Estimated Total Estimated Agency Estimated Federal Supplement Agreement/Suppl. Project Funds Funds Funds PE 17,726.00 17,726.00 2,393.00 15,333.00 86.5 %a.Agency b.Other Consultant 40,244.00 40,244.00 5,433.00 34,811.00 Federal Aid c.Other 0.00 Participation 6,000.00 6,000.00 810.00 5,190.00 Ratio for PE d.State e.Total PE Cost Estimate(a+b+c+d) 0.00 63,970.00 63,970.00 8,636.00 55,334.00 Right of Waya f.Agency 0.00 g.Other 0.00 Federal Aid h.Other 0.00 Participation Ratio for RW i.State 0.00 j.Total R/W Cost Estimate(f+a+h+i) 0.00 0.00 0.00 0.00 0.00 Construction k.Contract 179,000.00 -62,070.00 116,930.00 116,930.00 100/86.5 I.Other Contract-86.5% 34,000.00 1,600.00 35,600.00 4,806.00 30,794.00 m.Other Agency-86.5% 4,000.00 4,000.00 540.00 3460 Federal Aid n.Other 0.00 Participation Ratio for CN o.Agency 16,000.00 -3,500.00 12,500.00 12,500.00 p.State 0.00 q.Total CN Cost Estimate(k+l+m+n+o+o) 233,000.00 -63,970.00 169,030.00 5,346.00 163,684.00 r.Total Project Cost Estimate(e+i+q) 233,000.00 0.00 233,000.00 13,982.00 219,018.00 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 By Title Director, Local Program Date Executed DOT Form 140-041 Page 1 Revised 05/2015 A oved as t fo 01//0�` Date: Philip C.Hunsucker,Chief Civil Deputy Prosecuting rney Jefferson County Prosecuting Attorney's Office Agency Supplement Number Jefferson County Public Works 1 Federal Aid Project Number Agreement Number CFDA No. 20.205 ER-1601(016) LA 8904 (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 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. 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.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 05/2015 Washington State Local Agency Federal Aid � " Department of Transportation g y Project Prospectus Prefix Route ( ) Date 8/23/2018 Federal Aid ER-1601(016) A160 DUNS Number 179278197 Project Number Local Agency WSDOT Federal Employer 18019880 91-6001322 Project Number Use OnlyTax ID Number Agency CA Agency Federal Program Title Jefferson County Public Works Yes ❑No 1✓120.205 ❑Other Project Title Start Latitude N 47-48-36.52 Start Longitude W 124-04-48.47 Upper Hoh Road MP 9.7-9.8 Emergency Repair End Latitude N 47-48-37.71 End Longitude W 124-04-44.45 Project Termini From-To Nearest City Name Project Zip Code(+4) Upper Hoh Rd MP 9.7 Upper Hoh Rd MP 9.8 Forks 98331-9454 Begin Mile Post End Mile Post Length of Project Award Type MP 9.7 MP 9.8 0.1 ✓ Local❑Local Forces❑State❑Railroad Route ID Begin Mile Point End Mile Point City Number County Number County Name 914207 MP 9.7 MP 9.8 N/A 16 Jefferson WSDOT Region Legislative District(s) Congressional onal Districts) rUrban Area Number Olympic Region 24 6 N/A 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. $63,970 $8,636 $55,334 10/2018 RNV Const. $169,030 $5,346 $163,684 Total $233,000 $13,982 $219,018 Description of Existing Facility (Existing Design and Present Condition) Roadway Width Number of Lanes 22 feet 2 The existing roadway is a paved,two-lane major collector with 35 mph posted speed. Description of Proposed Work _ Description of Proposed Work(Attach additional sheet(s)if necessary) Emergency repair was completed in 2016,which consisted of installing armored bank protection, restoring the road shoulder, and installing concrete barrier. Remaining work consists of preparing the NEPA documentation and permitting for the ER project, as required by the permitting agency. Local Agency Contact Person Title Phone Monte Reinders, P.E. Public Works Director/County Eng. 360-385-9160 Mailing Address City State Zip Code 623 Sheridan Street Port Townsend WA 98368 By Project Prospectus Approving Authority Title Public iv or s 13irector/County Engineer Date e-711. DOT Form 140-101 Page 1 Revised 04/2015 Previous Editions Obsolete r Agency Project Title Date Jefferson County Public Works Upper Hoh Road MP 9.7-9.8 Emergency Rd 8/23/2018 Type of Proposed Work Project Type(Check all that Apply) Roadway Width Number of Lanes ❑ New Construction ❑ Path /Trail ❑3-R 22 feet 2 ❑Reconstruction ❑Pedestrian /Facilities ❑2-R ❑Railroad ❑Parking L✓ Other ❑Bridge Geometric Design Data Description Through Route Crossroad ❑Principal Arterial ❑ Principal Arterial Federal ❑ Urban ❑Minor Arterial 1=I Urban ❑Minor Arterial ❑Collector Functional ✓ Rural ❑ Rural ❑Collector ✓ Major Collector ❑ Major Collector Classification El NHS ❑Minor Collector ❑NHS ❑ Minor Collector ❑Local Access ❑ Local Access Terrain ❑Flat ✓i Roll ❑Mountain ❑ Flat ❑ Roll ❑Mountain Posted Speed 35 Design Speed 35 Existing ADT 550 Design Year ADT 675 Design Year 2034 Design Hourly Volume (DHV) 70 Performance of Work Preliminary Engineering Will Be Performed By Others Agency Consultant/Agency 75 oda 25 Construction Will Be Performed By Contract Agency Contractor 100 Environmental Classification ❑Class I - Environmental Impact Statement (EIS) ✓ Class III - Categorically Excluded (CE) ❑Project Involves NEPA/SEPA Section 404 ❑ Projects Requiring Documentation Interagency Agreement (Documented CE) ❑Class III - Environmental Assessment (EA) ❑ Project Involves NEPA/SEPA Section 404 Interagency Agreements Environmental Considerations Environmental documentation and permitting are being required by the U.S. Army Corps. of Engineers. DOT Form 140-101 Page 2 Revised 04/2015 Previous Editions Obsolete Agency Project Title Date Jefferson County Public Works Upper Hoh Road MP 9.7-9.8 Emergency Re 8/23/2018 Right of Way L✓J No Right of Way Needed El Right of Way Needed *All construction required by the ❑ No Relocation ❑ Relocation Required contract can be accomplished within the exiting right of way. Utilities Railroad (✓ No utility work required ❑ No railroad work required ❑All utility work will be completed prior to the start ❑All railroad work will be completed prior to the start of of the construction contract the construction contract ❑AII 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 none FAA Involvement Is any airport located within 3.2 kilometers (2 miles) of the proposed project?❑Yes ✓ No Remarks No comments 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. Agency Date By Mayor/Chairperson DOT Form 140-101 Page 3 Revised 04/2015 Previous Editions Obsolete