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HomeMy WebLinkAboutPW WSDOT Road Departure Project Department of Public Works O Consent Agenda Page 1 of 1 Jefferson County Board of Commissioners Agenda Request To: Board of Commissioners Mark McCauley, County Administrator From: Monte Reinders, P.E., Public Works Director/County Engineer Agenda Date: May 8, 2023 Subject: Execution of Supplement to LA 10334 with WSDOT for construction phase_funding for the Road Departure Reduction Project, County Project No. 18020980, countywide on selected roads Statement of Issue: Execution of a Supplement to Local Agency Agreement LA 10334 and a revised Prospectus for construction phase funding for the Road Departure Reduction Project. Analysis/Strategic Goals/Pro's Et Con's: In 2021, Jefferson County received $707,000 in Highway Safety Improvement Project (HSIP) funding to replace traffic signs and install other safety improvement on selected county roads. The project is intended to construct safety improvement that will reduce vehicle departing the road type accidents. LA 10334 provided preliminary engineering phase funding ($82,000) for the project. This Supplement will obligate the construction phase funding ($625,000) Fiscal Impact/Cost Benefit Analysis: Preliminary Engineering and Construction are funded at 100% up to $707,000 by the HSIP funding. Recommendation: Public Works recommends that the Board execute the originals of the LA 10334 Supplement and the revised Prospectus and return all originals to Public Works for further processing. Department Contact: Bruce Patterson, P.E., Project Manager, 385-9169. Reviewed By: r z Mark McCauley, unty Administrator Date CONTRACT REVIEW FORM I clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) pW q 043 m CONTRACT WITH: WSDOT Supplement to State Funding Agreement Contract No: LA 10334 Contract For: Road Departure Reduction Project Term: 12/31/2026 COUNTY DEPARTMENT: Public Works Contact Person: Curls spall Bruce Patterson Contact Phone: 360-385-9160 360-385-9169 Contact email: cspall&o.jefferson.wa.us bpatterson@co.jeffersonma.us AMOUNT: $625,000.00 PROCESS: Exempt from Bid Process Revenue: 18033320-333131-209BO Cooperative Purchase Expenditure: 180-Roads Competitive Sealed Bid Matching Funds Required: None if deadlines are met Small Works Roster Sources(s)of Matching Funds County Road(if required) Vendor List Bid Fund # 180-Roads RFP or RFQ Munis Org/Obj Other: APPROVAL STEPS: STEP 1: DEPARTMENT CERTIFIES C MPL CE/WITTH JCC 3.55.080 AND CHAPTER 42.23 RCW. CERTIFIED: ❑ N/A: ■ `Gnd�-�. Z Z� Signature bate STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS NOT BE DEBARRED BY ANY FEDERAL, STATE, OR LOCAL AGENCY. CERTIFIED: ❑ N/A: ignature Date STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche): lectronically approved by Risk Management on 4/28/2023. STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche): Electronically approved as to form by PAO on 4/28/2023. State language--cannot change. STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY(IF REQUIRED). STEP 6: CONTRACTOR SIGNS STEP 7: SUBMIT TO BOCC FOR APPROVAL I AM Washington State Agency Local A A Supplement Department of Transportation 9 Y Agreement Agency Supplement Number Jefferson County 1 Federal Aid Project Number Agreement Number CFDA No. 20.205-Highway Planning HSIP-OOOS(627) 10334 and Construction All provisions in the basic agreement remain in effect except as modified by this supplement. The Local Agency certifies that it is not excluded from receiving Federal funds by a Federal suspension or debarment (2 CFR Part 180).Additional changes to the agreement are as follows: Project Description Name Jefferson County Road Departure Reduction Project Length 63 miles Termini Countywide Description of Work ]No Change Add/upgrade signing and add guardrail reflectors and delineators countywide Reason for Supplement Obligate grants funds for the CN Phase Are you claiming indirect cost rate? ;Yes v/ No Project Agreement End Date 12/31/2026 Advertisement Date 6/5/2023 Estimate of Funding Type of Work (1) (2) (3) (4) (5) Previous Estimated Total Estimated Agency Estimated Federal PE A reement/Su I. Supplement —Project Funds Funds Funds 100 a.Agency 80,000.00 80,000.00 80,000.00 b.Other 0.00 Federal Aid c.Other 0.00 Participation Ratio for PE d.State Services 2,000.00 2,000.00 2,000.00 e.Total PE Cost Estimate a +c+d 82,000.00 0.00 82,000.00 0.00 82,000.00 Right of Way f.Agency 0.00 Other 0.00 Federal Ai h.Other 0.00 Participation Ratio for RW i.State Services 0.00 Total R/W Cot Estim to +h+i 0.00 0.00 0.00 0.00 0.00 Construction o k.Contract 557,690.00 557,690.00 557,690.00 0 I,0 her Contract-Non-funded 14,690.00 14,690.00 14,690.00 Other 0•00 Federal Aid n.Other Agency-Non-Funded 14,690.00 14,690.00 14,690.00 Participation Ratio for CN o.Agency 65,310.00 65,310.00 65,310.00 p.State Services 2,000.00 2,000.00 2,000.00 a.Total CN Cost Estimate k+l+m+n 0.00 654,380.00 654,380.00 29,380.00 625,000.00 r.T tal Project Cost Estimate 82,000.00 654,380.00 736,380.00 29,380.00 707,000.00 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 Chair,Jefferson County BOCC Director, Local Program Agency Date Date Executed Approved as to form only: DOT Form 140-041 ,<y--'�°�- April 28,2023 Pagel Revised 04/2022 Philip C.Hunsucker, Date Chief Civil Deputy Prosecuting Attorney Agency Supplement Number Jefferson County 1 Federal Aid Project Number Agreement Number CFDA No. 20.205-Highway Planning HSIP-OOOS(627) 10334 and Construction 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. Vill. 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 04/2022 Instructions 1. Agency—Enter the agency name as entered on the original agreement. 2. Supplemental Number—Enter the number of the supplement. Supplement numbers will be assigned in sequence beginning with Number 1 for the first supplement. 3. Project Number—Enter the federal aid project number assigned by WSDOT on the original agreement. 4. Agreement Number—Enter the agreement number assigned by WSDOT on the original agreement. 5. Project Description—Enter the project name, length, and termini. 6. Description of Work—Clearly describe if there is a change in work such as the addition or deletion of work elements and/or changes to the termini. If the work has not changed, put a check mark in the"No Change"box. 7. Reason for Supplement—Enter the reason for this supplement, i.e., increase PE funding to cover design changes presented in the revised prospectus; request funding of construction phase; decrease construction funding to the contract bid amount. If the supplement is authorizing a construction phase, the project's proposed advertisement date must be included in the space provided. 8. Claiming Indirect Cost Rate—Check the Yes box if the agency will be claiming indirect costs on the project. For those projects claiming indirect costs, supporting documentation that clearly shows the indirect cost rate being utilized must be provided with the supplement. Indirect cost rate approval by your cognizant agency or through your agency's self-certification and supporting documentation is required to be available for review by FHWA, WSDOT and/or State Auditor. Check the No box if the agency will not be claiming indirect costs on the project. See Section 23.5 for additional guidance. 9. Project Agreement End Date—Enter your previously established Project Agreement End Date. If authorizing a new phase of the project, update the Project Agreement End Date based on the following guidance: a. For PE and RW—WSDOT recommends agencies estimate when the phase will be completed and add three years to determine the"Project Agreement End Date". b. For Construction—WSDOT recommends agencies estimate when construction will be completed and add three years to determine the"Project Agreement End Date". c. If an extension to a Project Agreement End Date is required between phase authorizations, the need for the extension must be described in the Reason for Supplement.Adequate justification to approve the extension must be submitted with the supplement. See Section 22.3 for additional guidance. 10.Type of Work and Funding(Round all amounts to the nearest whole dollar). a. Column 1 —Enter the amounts from column 1 of the original local agency agreement. If the agreement has already been supplemented, enter the amounts by type of work from column 3 of the last supplemental agreement. b. Column 2—Enter increase/decrease to total amounts requested by type of work. c. Column 3—Add the amounts in columns 1 and 2. d. Columns 4 and 5—Enter the appropriate amounts based on the participation ratio recorded on the original agreement. 11.Signatures—An authorized official of the local agency signs the Supplemental Agreement and enters their title and date of signature (mm/dd/yy). Note: Do NOT enter a date on the Date Executed line. DOT Form 140-041 Page 3 Revised 04/2022 Adw T� Washington State Local Agency Federal Aid Department of Transportation g y Project Prospectus Prefix Route ( ) Date 3/08/2023 Federal Aid HSIP-000S 627 Project Number ( ) DUNS Number 179278197 Local Agency 180120980 ( WSDO 1 Federal Employer 91-6001322 Project Number ` Use Only J Tax ID Number Agency CAAgency Federal Program Title Jefferson_County ❑✓ Yes ❑No Z✓ 20.205 ❑Other Project Title Start Latitude N Countywide Start Longitude W Countywide Jefferson Co. Road Departure Reduction End Latitude N Countywide End Lon itude W Countywide Project Termini From-To Nearest City Name Project Zip Code(+4) County wide safety improvements Quilcene 98376-0000 Begin Mile Post End Mile Post Length of Project Award Type Countywid Countywide 83 miles ❑✓ Local❑Local Forces❑State❑Railroad Route ID Begin Mile Point End Mile Point City Number County Number County Name N/A Countywide Countywide 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. 1 $82,000 $82,000 04 2022 R/W _ Const. $654,380 $29,380 $625,000 104 2023 Total $736,380 $29,380 $707,000 Description of Existing Facility (Existing Design and Present Condition) Roadway Width Number of Lanes Varies with location 2 All existing facilities are two lane county roads and adjacent right-of-way Description of Proposed Work Description of Proposed Work(Attach additional sheet(s)If necessary) Add/upgrade signing and add guardrail reflectors and delineators countywide. Local Agency Contact Person Title Phone Bruce D. Patterson Project Manager (360)385-9169 Mailing Address City State Zip Code 623 Sheridan Street Port Townsend WA 98368 By Project Prospectus Approving Authority Title Public Works Director/County Engineer Date / Z DOT Form 140-101 Page 1 Revised 0112022 Previous Editions Obsolete Agency Project Title Date Jefferson County Jefferson Co. Road Departure Reduction 3/08/2023 Type of Proposed Work Project Type(Check all that Apply) Roadway Width Number of Lanes ❑ New Construction ❑ Path /Trail ❑ 3-R ❑ 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 Z✓ Flat ❑✓ Roll ❑Mountain Posted Speed 25 - 55 (varies with location) varies with location Design Speed varies with location varies with location Existing ADT varies with location varies with location 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 % 100 % Construction Will Be Performed By Contract Agency Contractor(with agency CE) 100 % % Environmental Classification ❑Class I - Environmental Impact Statement (EIS) ❑✓ Class II -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 DOT Form 140-101 Page 2 Revised 01/2022 Previous Editions Obsolete Agency Project Title Date Jefferson County Jefferson Co. Road Departure Reduction 3/08/2023 - - 1 -- Right of Way ✓j No Right of Way Needed ❑ Right of Way Needed *All construction required by the ❑ No Relocation ❑ Relocation Required contract can be accomplished j Within the existing right of way. 1 Utilities Railroad ✓I 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 i 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 FAA Involvement Is any airport located within 3.2 kilometers (2 miles) of the proposed project? ✓Yes ❑ No Remarks —At least one road(Prospect Ave.) is within 2 miles of a public airport(Jefferson County). Other locations may be within two miles of private airports. 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 Jefferson County Board of County Commissioners Date By -- -- - - - - Mayor/Chairperson DOT Form 140-101 Page 3 Revised 01/2022 Previous Editions Obsolete