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Home My WebLink AboutWashington State Department of Transportation Project 1802095 - 020524 11711 Washington State Local Agency Agreement Supplement �I/ Department of Transportation Agency Supplement Number JEFFERSON COUNTY 1 Federal Aid Project Number Agreement Number CFDA No. 20.205-Highway Planning TAP-0019(008) LA 10459 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 SR-19 RHODY DRIVE PED-BIKE IMPROVEMENTS-SOUTH SEGMENT Length 0.62 Termini CENTER ROAD MP 8.94 TO WEST VALLEY ROAD MP 9.56 Description of Work ✓ No Change Design and construct pedestrian bicycle facilities to serve safe routes to school and commercial corridor on a state highway(SR 19). Includes new infrastructure for a pedestrian stream crossing and pedestrian intersection crossings. Reason for Supplement Shift a portion of the existing TAP grant funds from the PE Agency line to a new PE Consultant line. Are you claiming indirect cost rate? Yes ✓ No Project Agreement End Date December 31, 2026 Advertisement Date Estimate of Funding (1) (3) (4) Type of Work Previous (2) Estimated Total Estimated Agency Estimated)Federal Agreement/Suppl. Supplement Project Funds Funds Funds PE o a.Agency /o 170,830.00 -128,633.00 42,197.00 5,696.60 36,500.40 86.5 b.Other Consultant 0.00 128,633.00 128,633.00 17,365.40 111,267.60 Federal Aid c.Other 0.00 Participation 5,000.00 0.00 5,000.00 675.00 4,325.00 Ratio for PE d.State Services - e.Total PE Cost Estimate(a+b+c+d) 175,830.00 0.00 175,830.00 23,737.00 152,093.00 Right of Wayoh,f.Agency 0.00 g.Other - 0.00 Federal Aid h.Other 0.00 Participation - Ratio for RW i.State Services 0.00 j.Total R!W Cost Estimate(f+g+h+i) 0.00 0.00 0.00 0.00 0.00 - Construction 0.00 %k.Contract I.Other 0.00 m.Other 0.00 Federal Aid n.Other 0.00 Participation Ratio for CN o.Agency 0.00 p.State Services 0.00 y.Total CN Cost Estimate(k+l+m+n+o+p) 0.00 0.00 0.00 0.00 0.00 r.Total Project Cost Estimate(e+i+q) 175,830.00 0.00 175,830.00 23,737.00 152,093.00 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 revi-t?. Decal QOCG c. t`r- Director, Local Program Agency Date 2 i51z r Afppmved as to form only: Date Executed 1 - `""""f;- January 12,2024 DOT Form 140-041 Philip C.Hunsucker, Date Page 1 Revised 04/2022 Chief Civil Deputy Prosecuting Attorney Agency Supplement Number JEFFERSON COUNTY 1 Federal Aid Project Number Agreement Number CFDA No. 20.205-Highway Planning TAP-0019(008) LA 10459 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. 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 04/2022 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, Public Works Director/County Engineer Agenda Date: February 5, 2024 Subject: WSDOT Local Agency Agreement Supplement No. 1 SR 19 Rhody Drive Ped-Bike Improvements - South Segment Project No. 1802095, WSDOT Project No. TAP-0019(008) Statement of Issue: A WSDOT Local Agency Agreement Supplement No. 1 for the SR 19 Rhody Drive Ped.-Bike Improvements - South Segment project, is necessary in order to be able to request reimbursement for Consultant expenditures, from our existing WSDOT Transportation Alternatives Program grant. Analysis/Strategic Goals/Pro's Et Con's: Public Works was awarded funding through the federal Transportation Alternatives Program (TAP) for the preliminary engineering phase of the SR 19 Rhody Drive Ped-Bike Improvements - South Project on June 26, 2020 and a WSDOT Local Agency Agreement was executed on Sept. 15, 2022. This funding is administered through WSDOT Local Programs and now requires a Local Agency Agreement Supplement to break out the estimated Consultant expenditures from the estimated Agency expenditures. This revision of the original Agreement is required in order to request reimbursement of Consultant funds. This project is part of a comprehensive plan to establish pedestrian and bicycle connectivity in the Chimacum/Hadlock area. Execution of this supplemental agreement will provide for use of consultants to survey, design, obtain environmental permitting, and prepare construction bid documents. Fiscal Impact/Cost Benefit Analysis: The estimated total project funds for the PE phase is $175,830.00 as shown on the original agreement and on the supplemental agreement. This supplemental agreement will shift $128,633.00 from the Agency expenditures line on the agreement to a new Consultant expenditures line, and retains $42,197.00 on the Agency expenditures line. This project has a funding ratio of 86.5% from TAP funds and 13.5% from the County Road Fund. Recommendation: The Board is requested to sign two originals of the Local Agency Agreement Supplement No. 1 and return them to Public Works. A fully executed copy will be returned to the Board after it is executed by WSDOT. Department Contact: John Wayand, P.E., Project Manager, 385-9256. Reviewed B . /11,4/i(ed,/,„zc. 0/AV. Mark McCauley, CWIty Administrator Date CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: Washington State Department of Transportation Contract No:rl�V f-k4 V4 92 Contract For: Local Agency Agreement Supplement No. 1/Project 1602095 Term: December 31,2026 COUNTY DEPARTMENT: Public Works Contact Person: Chris Spell,ext 208,John Wayand,ext 256 Contact Phone: Chris 360-385-9208,John 385-9377 Contact email: CSpall@co Jefferson wa us,jwayand@jefferson.wa us AMOUNT: $175,830 PROCESS: ^ Exempt from Bid Process Revenue: TAP(86.5%) Cooperative Purchase Expenditure: 18059500.410000 Competitive Sealed Bid Matching Funds Required: Yes(13.5%) Small Works Roster Sources(s)of Matching Funds J C.Road Fund Vendor List Bid Fund# 16o RFP or RFQ Munis Org/Obj 18033320.333131 ✓ Other: (modify existing agreement) APPROVAL STEPS: STEP 1: DEPARTMENT CERTIFIES COMPLIANCE WITH JCC 3.55.080 AND CHAPTER 42.23 RCW. CERTIFIED: ! N/A:t- 1 1 natu /'_e',�+" Si _ re Date STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL AGENCY. CERTIFIED: El N/A: /,✓ Vari ,�, — �/--- 6J—Z¢ Sig ature Date STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche): Electronically approved by Risk Management on 1/12/2024. STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche): 7Electronically approved as to form by PAO on 1/12/2024. (1) State language - cannot change; (2) Contract amendment 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