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Home My WebLink AboutWashington State Department of Transportation, Supplement No. 2 re: Hwy Plan Project - 090523 (� � � 1- 5 -g3 jam} 0:6d-- 5 � = .. Washingtm i State �/ Department of Transportation Local Agency Agreement Supplement AgencY Supplement Number Jefferson County 2 Federal Aid Project Number }Agreement Number CFDA No. 20.205-Highway Planning HSIP-000S(627) I 34234. LA10334 Z A 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 83 miles Termini Countywide Description of Work L No Change _L..., Add/upgrade signing and add guardrail reflectors and delineators countywide -. / Reason for Supplement Obligate additional grant funds for the CN Phase _ Are you claiming indirect cost rate? j__.Yes / No Project Agreement End Date 12/31/2026 --- , Advertisement Date 7/5/2023 Estimate of Fun n Type of Work (1) (3) (4) (5) Previous (2) Estimated Total Estimated Agency Estimated Federal _9 Supplement PE A reement/Su I. Protect Funds Funds Funds 100 ° a AgencY__ _ 80,000.00 80,000.00 80,000.00 ,,, f b.Other 0.00 Federal Aid Participation c Other 0.00 Ratio for PE .State Services 2,000.00 2,000.00 2,000.00 (1. e.Total PE Cost Estimate(a+b+c+d1 82,000.00 0.00 82,000.00 0.00 82,000.00 Right of Way 0.00 Federal Aid ,g.Other 0.00 Partidpation h Other 0.00 Ratio for RW J.State Services 0.00 j.Total R/W Estimate(t+s±h.a 0.00 0.00 0.00 0.00 0.00 Construction k.Contract 557,690.00 145,275.00 702,965.00 702,965.00 I.Other Contract-Non-funded 14,690.00 -14,690.00 0.00 0.00 m.Other 0.00 FederalAid n Other Agency-Non-Funded 14,690.00 -14,690.00 0.00 0.00 Participation Ratio for CN °-AA4ency 65,310.00 65,310.00 65,3 10.00 p.State Services 2,000.00 2,000.00 2,000.00 q.Total CN Cost Estimatee_(k+I+m+n.o+p)_ 654,380.00 115,895.00 770,275.00 0.00 770,275.00 r.Total Project Cost Estimate(e•itnl 736,380.00 115,895.00 852,275.00 0.00 852,275.00 The Local Agency rther stipulates that pursuant to said Title 23,regulations and policies and procedures, and as a condition to paym •f the Federal funds obligated, it accepts and will comply with the applicable provisions. Agency • �` Washington State Department of Transportation By �i ` �` By Stephanie Digitailysignedby Title r, • County BoCC p Date: Tax Director,Local Program Oate:2023.09.1214:t0:t4 Agency Date 09/5"/2023 Approved as to form gnly: Date Executed Tax -07 00' t iie ~August 25,2023 DOT Form 140-041 Page 1 Revised 04/2022 PhilipC.Ilunsucker, Date Chief Civil Deputy Prosecuting Attorney lencY ement m r Jefferson County 2 Federal Aid Project Number mum-bar ___ HSIP-000S(627) -i rni. LA10334 C .205•Highway Planning andd 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, s Cost Princip les and AuditR Requirements for Federal Awards,andq 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 Revised 04/2022 Pegs 2 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: Sept. 5, 2023 Subject: Execution of Supplement #2 to LA 10334 with WSDOT for additional construction phase_funding for the Road Departure Reduction Project, County Project No. 18020980, countywide on selected roads Statement of Issue: Execution of a Supplement #2 to Local Agency Agreement LA 10334 for additional 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 improvements that will reduce vehicle departing the road type accidents. The lowest responsive bid exceeded the approved funding. This Supplement will obligate an additional $145,275.00 of HSIP grant funds for the project to permit awarding of the project to the lowest responsive bidder. Fiscal Impact/Cost Benefit Analysis: With this supplement, preliminary Engineering and Construction will be funded at 100% up to $852,275.00 by the HSIP funding. Recommendation: Public Works recommends that the Board execute the original of the LA 10334 Supplement#2 and return all original to Public Works for further processing. Department Contact: Bruce Patterson, P.E., Project Manager, 385-9169. Reviewed By: 3/ 4-3 Mark McCauley ounty Administrator Dat CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) 8,0i f„3 04U CONTRACT WITH: WS DOT Supplement to State Funding Agreement Contract No: LA 10334 Contract For: Construction Phase Funding - 18020980 Term: 12/31/2025 COUNTY DEPARTMENT: Public Works Contact Person: Bruce Patterson(Project Manager) Chris Spall(PW Administration) Contact Phone: 360-385-9169 360-385-9208 Contact email: bpatterson@co.jefferson.wa.us cpall@co.jefferson.wa.us AMOUNT: $145,275.00 PROCESS: ^ Exempt from Bid Process Revenue: 18033320-333131-20980 Cooperative Purchase Expenditure: 180-Roads — Competitive Sealed Bid Matching Funds Required: none if timelines 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: WSDOT Agreement APPROVAL STEPS: STEP 1: DEPARTMENT CERTIFIES COMPLI ► WITH JCC 3.55.080 AND CHAPTER 42.23 RCW. CERTIFIED: ❑ N/A:❑■ t,1la f rz Signature hate STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS NOT BEEN BARRED BY ANY FEDERAL, STATE, OR LOCAL AGENCY. � CERTIFIED: ❑ N/A: 1-1 ,� 6 f z",clJ z 3 Signature Date STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche): Electronically approved by Risk Management on 8/31/2023. STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche): Electronically approved as to form by PAO on 8/25/2023. Supplement to State contract. 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 1