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Home My WebLink AboutResolutiontoTurnbackWestsideRoadFundstoCRABKITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS AGENDA STAFF REPORT AGENDA DATE: February 71h, 2017 ACTION REQUESTED: Authorize the Chair's signature on a letter to CRAB requesting to turn back RAP funds for the Westside Road Safety project. BACKGROUND: Kittitas County received RAP funding from CRAB for the Westside Road Safety Improvement project. This project has previously gone through two scope changes and funding reallocations which resulted in Public Works reimbursing CRAB approximately 55K for design efforts in 2014 that were no longer applicable to the project scope. Public Works was able to avoid repayment of approximately 55K in design funds to CRAB with the understanding that the design generated with these funds would be applicable towards the current scope of the project. After review of the current scope and authorized CRAB funds of approximately $875,000 to complete the previously estimated project at $1,140,000, Public Works has determined this is not feasible. Current estimates for the proposed work represent a cost of approximately $3,500,000. Public Works does not feel it is in the best interest of the county to fund the difference with the existing road fund reserves. CRAB has indicated that another requested scope change to work within the allotted funds would not be favorably considered. CRAB is uncertain whether repayment of the remaining design funds will be required. Public Works has drafted a letter to be approved by the BOCC and signed by the chair indicating the termination of the proposed project without formally requesting a waiver of payback for the previous design expenditures. We have however informally requested that the CRAB board consider allowing Kittitas County to avoid repayment based on the possibility of a future design having the ability to utilize the design efforts previously conducted. INTERACTION: Public Works RECOMMENDATION: Authorize the Chair's signature on a letter to CRAB requesting to turn back RAP funds for the Westside Road Safety project. HANDLING: Return one original to Public Works ATTACHMENTS: Resolution Letter from BOCC to CRAB Current Project Prospectus LEAD STAFF: Lucas Huck County Engineer BOARD OF COUNTY COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO. 2017 - TO AUTHORIZE CHAIR SIGNATURE FOR RURAL ARTERIAL PROGRAM FUNDING TURN -BACK LETTER FOR THE WESTSIDE ROAD SAFETY IMPROVEMENTS PROJECT NUMBER 1915-02 WHEREAS: Kittitas County received Rural Arterial Program Funding (RAP) from the County Road Administration Board (CRAB) for the Westside Road Safety Improvements Project Number 1915-02; and WHEREAS: Following review of the proposed project scope and the previously estimated $1,140,000 to complete the work The Department of Public Works finds the project not feasible without expending approximately $2,500,000 of road fund reserves; and WHEREAS: The Department of Public Works feels it is in the best interest of Kittitas County to no longer continue pursuing the completion of this project; and WHEREAS: The Department of Public Works feels it is in the best interest of Kittitas County to turn back the previously authorized RATA funds to CRAB; and NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best interest of the public, does hereby authorize the Chair to sign the letter requesting to turn back RATA funds in the amount of $1,026,000 to the County Road Administration Board. DATED on this 7th day of February, 2017, at Ellensburg, Washington. Attest: ❑ Clerk of the Board- Julie Kjorsvik ❑ Deputy Clerk of the Board- Mandy Buchholz BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Paul Jewell, Chairman Laura Osiadacz, Vice -Chairman Obie O'Brien, Commissioner PSUDES,-T TM 5 LC. D� 4p KI I TMs coi vv February 7, 2017 Kittitas County, Washington BOARD of COUNTY COMMISSIONERS District One District Two District Three Paul Jewell Laura Osiadacz Obie O'Brien Jay Weber Executive Director County Road Administration Board 2404 Chandler Ct. SW, Ste. 240 Olympia, WA 8504-0913 Re: Westside Road Project, RAP Project Number 1915-02 Dear Mr. Weber, Kittitas County is formally turning the grant funds for Westside Road back to CRAB for the amount requested of $1,026,000. RATA currently authorized is for the amount. of $875,100. No RATA funds have been paid on for this project to date. A letter dated July 2nd, 2013 from the Kittitas County Board of County Commissioners to Executive Director Jay Weber turned back money for a previously scoped project in the amount of $3,800,000 and requested retainage of design money amounting to $106,052. This tum back was based on the fact that the cost of the project had been found to be significantly higher than originally proposed. The basis of the request for retainage was due to the design funding already spent would be utilized for construction of future projects. The letter also identified that survey, wetland delineation, and archaeologic studies were completed, and a draft alignment and road widening design was available for future designs. Following this retainage request CRAB required Kittitas County to return $51,057 and allowed the county to retain $54,995 of the aforementioned $106,052 reimbursed design funds. This was formally documented under amendment number three, RAP Project Number 1907-01 and adopted by Kittitas County Resolution Number 2014-158 The estimated cost identified in the current project prospectus for RAP Project Number 1915-02, falls vastly short of the required funding necessary to complete the identified improvements within the prospectus. Additionally, as suggested in the letter dated July 2nd, 2013 Kittitas County has not been able to secure any additional funding from various Federal and State sources allowing us to supplement and incrementally improve the road. We believe at this time it is in the best interest of Kittitas County to no longer continue pursuing the completion of this project, or to complete the project utilizing approximately $2,500,000 of Kittitas County Courthouse 205 West 5" Avenue, STE 108 Ellensburg, WA 98926 (509) 962-7508 FAX (509) 962-7679 County reserve funds. Therefore, Kittitas County is turning back the funds to CRAB. No formal request to retain the $54,995 will be submitted at this time. We acknowledge that the decision allowing the County to retain this portion of the previously reimbursed funding was based on the ability of the County to apply the completed design efforts towards future projects. Although Kittitas County does not intend to actively pursue projects along Westside Road in the near future, the possibility to use the previously completed work on future projects still exists. With that, we ask the County Road Administration Board to please consider upholding the previous retainage decision and not require the remaining $54,995 to be returned to CRAB. Should you require additional information or have any questions, please contact Lucas Huck County Engineer at 509-962-7523. Respectfully Submitted, Paul Jewell Board of County Commissioners, Chairman Kittitas County Courthouse - 205 West 5" Avenue, STE 108 - Ellensburg, WA 98926 (509) 962-7508 FAX (509) 962-7679 RAP ONLINE County Road Administration Board Rural Arterial Program Welcome lueas.huek@eo.kittitas.wa.us' PROJECT IDENTIFICATION Page I of 2 Home Dashboard Projects Prospectus Help Log Out Final Prospectus Biennium: 2015 - 2017 dome > final Prospectus Ham > View Final Prospectus Note: Identification information is carried over from a preliminary prospectus, and cannot be changed. Road Information Roatlr Road Name BMP I EMP BMP X BMP V EMP X EMP Y FFCTRCI pe Numbeg: 22710 Westside 2.190 4.120 -120.9800000000 47.1670000000 -120.2200000000 47.1680000000 08 T3 13 Road 6 yr T.I.P. Priority #: 4 VICINITY MAP Vicinity Map Attached: view/download ROADWAY CROSS-SECTION Roadway Cross -Section Attached: view/download DESCRIPTION OF PROPOSED IMPROVEMENTS NARRATIVE Kittitas County will rehabilitate this segment of Westside Road to provide improvements to an east -west corridor that connects with 1-90 and Cie Elum. As growth and development continues to expand in this area, these road improvements are essential for public health and safety. The 22' road needs to be widened to 28' and all weather surface improvements need to be added. Sideslopes will be improved to comply with the Design Manual and guardrail will be installed where appropriate. Deviation Anticipated? Roadway Structural Section, or Bridge Condition: he overall roadway section is intact. We only Ian to widen the road to include the 3 -foot shoulders. Horizontal Alignment: he project worksheet does not include any alignment corrections. Therefore, no points were added t the score. All deficiencies will be noted and filed. Vertical Alignment: he project worksheet does not include any alignment corrections. Therefore, no points were added t the score. All deficiencies will be otad and filed. Width: he road will be widened from 22 feet to 28 feet resulting in two 3 -foot shoulders. _. Other: Clear Zone, Slopes, Guardrail, Illumination, Signals, etc.: here are mailbox posts, power poles and trees impacting the clear zone. We plan to address these with guardrail, clearing and Construciton of a red e riate mailbox posts. WORKSHEET Rating Worksheet Attached: view/download https://www.crab.wa.gov/CRABRAP/county/prospectus/final/FinalReadOnly.aspx?ID=2... 11/21/2016 Page 2 of 2 Total Points from Rating Worksheet: 92.96 ROADSIDE HAZARDS Roadside Hazard Attached: ACCIDENT NARRATIVE No Accident Narrative Attached ESTIMATED FUNDING Round to and report Estimated Total Cost ;'s to the nearest thousand, i.e., 2,235,500=2,236,000. Round to and report RATA Amount Requested Cost $'s to the nearest hundred, i.e., 2,235,550=2,235,600. Phase Estimated Total Cost RATA Amount Requested Maximum RATA Est. Start Mo/Year Est. Complete Mo/Year Design/Prelim. 190000 171000 171000 03/2016 03/2017 9 Right of Way 0 0 0 Construction 950000 855000 855000 04/2017 11/2017 TOTAL: 1140000 1026000 1026000 SPECIAL CONSIDERATIONS THAT MAY AFFECT PROJECT SCHEDULE Wetlands NMFS R.O.W. V Cultural (Hist. Arch. Palen.) _ Shorelines USFWS BIA Tied (Other Agency Work) : USACE HPA RR WDFW Other FISH PASSAGE BARRIER LISTING , ish Barrier List Attached PROJECT TYPE If project type is FA BR, Federal funding must be acquired prior to final prospectus submittal. Project Type: 311 - Rehabilitate, Resurface, Restore BEFORE PHOTOS 8/7/2014 8:14:34 AM 8/7/2014 8:15:07 AM https://www.crab.wa.gov/CRABRAP/county/prospectus/final/FinalReadOnly.aspx?ID=2... 11/21/2016