HomeMy WebLinkAboutResolution to Authorize Director Signature FLAP GrantKITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
AGENDA STAFF REPORT
AGENDA DATE: February 2, 2016
ACTION REQUESTED: Approve to accept Federal Highway Administration
Federal Lands Access Program Grant Funds for improving
road hydraulics along Teanaway Road from mile post 0.51
to mile post 7.29
BACKGROUND: Per resolution 2014-114 Kittitas County Public Works
submitted an application for Federal Highway
Administration Federal Lands Access Program grant funds
in the amount of $1,940,921 with a local match of 13.5%
($302,919).
Federal Lands Access Program Match Agreement
Documents have been received in the amount of
$2,432,074, with FLAP contribution totaling $2,103,744.
Match funding requirements (13.5%) total $328,330.
Public Works proposes funding the match requirement with
retained savings from State Conservation Grant funding
(approximately $350,000 in remaining funds).
The Federal Lands Access Program Match Agreement
requires signature from the Director of Public Works.
INTERACTION: Public Works
RECOMMENDATION: Move to accept the Federal Highway Administration
Federal Lands Access Program funding for Teanaway Road
Hydraulic Improvements in the amount of $2,103,744 with
local match of $328,330 for a total project cost of
$2,432,074 and authorize the Director of Public Works
signature on Federal Lands Access Program Match
Agreement documents
HANDLING: Return one original to Public Works
ATTACHMENTS: Federal Lands Access Program Match Agreement
LEAD STAFF: Mark R. Cook, Director
BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION NO.
A RESOLUTION ACCEPTING FEDERAL HIGHWAY ADMISTRATION
FEDERAL LANDS ACCESS PROGRAM GRANT FUNDS FOR
IMPROVING ROAD HYDRAULICS ALONG TEANAWAY ROAD, MILE
POST 0.51 TO MILE POST 7.29
WHEREAS: Public Works secured Board of County Commission support for
submitting an application for Federal Highway Administration Federal
Lands Access Program grant funds constructing hydraulic improvements
to Teanaway Road; and
WHEREAS: Public Works recently received final agreement documents from the
Federal Highway Administration Department grant funds in the amount of
$2,432,074; and
WHEREAS: The County's required grant matching funds are $328,330; and
WHEREAS: Public Works has set aside funding necessary for matching the required
Federal Lands Access Program grant; and
WHEREAS: Federal Highway Administration grant documents require the signature of
the Director of Public Works;
NOW, THEREFORE BE IT RESOLVED the Kittitas County Board of County
Commissioners does hereby accept Federal Highway Administration
Federal Lands Access Program funding for Teanaway Road hydraulic
improvements in the amount of $2,432,074 and authorizes the Director of
Public Works signature on Federal Lands Access Program Match
Agreement documents.
DATED this day of , 2016, at Ellensburg, Washington.
BOARD OF COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
Obie O'Brien, Chair
Paul Jewell. Vice -Chair
Gary Berndt, Commissioner
ATTEST:
Clerk of the Board
US Department of Transportation
Federal Highway Administration
State: Washington
Federal Lands Access Program
Match Agreement
Western Federal Lands Highway Division, FHWA
610 E. Fifth Street
Project Number/Name: WA KITTITAS (1), Teanaway Road Hydraulics Improvements
Parties to this Agreement:
U.S. Department of Transportation
Federal Highway Administration
Western Federal Lands Highway Division, FHWA
and
Kittitas County
Purpose of Agreement:
Vancouver, WA 98661
The purpose of this agreement is to document the intent of Kittitas County to meet its match requirement for the
subject project as authorized under the Moving Ahead for Progress in the 21st Century Act (MAP -21), Title 23 U.S.0
120(b). With this agreement, Western Federal Lands Highway Division, FHWA authorizes this project as eligible for
federal participation. The purpose of this project is to apply structural and hydraulic improvements are proposed for the
section north of Red Bridge Road and South of North Fork Teanaway Road. This agreement does not commit the parties
to complete the project, but, rather sets forth the respective responsibilities as the project proceeds. Any subsequent
decisions to complete final design and to construct the project will depend on authorizing legislation, NEPA analysis,
availability of appropriations, and matching funds at the time of obligation.
The authority for FHWA to enter into this agreement is under Title 23 U.S.C. Section 204.
Funding:
The Federal Lands Access Program of the Moving Ahead for Progress in the 21st Century Act (MAP -21) authorizes FHWA
to provide funding for specific projects. The Program Decision Committee (PDC), consisting of FHWA, the State of
Washington, and an organization representing the local agencies of the state, is designated to jointly decide upon projects
funded in the state. The PDC has decided to provide funding for the development of this project and to program the
project for construction in FY 2015 under the Washington State Federal Lands Access Program.
All Access Program expenditures associated with this project after execution of this match agreement will need to be
matched by a Non- Federal source, by other Federal funds other than those made available under Titles 23 and 49 of the
United States Code, or by funds made available under 23 U.S.C. 202 and 203. The matching requirement under MAP -21
will be met by Kittitas County and other agencies that have committed to the project in subsequent agreements. The
forms of match may be those consistent with the'Federal-Aid Guidance Non -Federal Matching Requirements'
(http://www.fhwa.dot.gov/legsregs/directives/policy/fedaid_guidance_nfmr.htm) as shown in the Funding Plan. In the
state of Washington, the match rate is 13.50% of the total project cost.
WA KITTITAS (1) Teanaway Road Hydraulics Improvements Page 1 of 6
doc ver: 05.22.2015
US Department of Transportation
Federal Highway Administration
Federal Lands Access Program Western Federal Lands Highway Division, FHWA
Match Agreement 610 Fifth Street
g Vancouver, WA 98661
Budget:
The following documents the expected costs of this project and the Match required:
Item Amount
Planning
Preliminary Engineering
$503,835
Construction
$1,481,866
Construction Engineering
$296,373
Contingency -Contract Mods
$150,000
Total Estimated Cost:
$2,432,074
Match Rate Required (23 USC 120):
13.50%
Value of Match Required*:
$328,330
WA KITTITAS (1) Teanaway Road Hydraulics Improvements
* Local share calculated per FLAP implementation guidance,
http://www.fhwa.dot.gov/map2l/guidance/guideflap.cfm.
Page 2 of 6
doc ver: 05.22.2015
US Department of Transportation
Federal Highway Administration
Federal Lands Access Program
Match Agreement
Western Federal Lands Highway Division, FHWA
610 E. Fifth Street
Vancouver, WA 98661
Estimated costs and fiscal year (FY) for the funding are based on the best budgeting and scheduling information known at
this time. The final cash Match will be determined based on actual expenditures at the conclusion of project work.
Matching cash funds in FHWA receipt may need to be supplemented, or returned, once actual expenditures are
determined. As noted under Modifications, if costs increase over the amount within this agreement, the PDC will consult
with the signing agency before granting approval.
The following agencies have agreed to contribute the amounts shown which will reduce the federal share by the same
amount. The Funding Plan is as follows (Includes all agencies that are cooperating in the project):
Agency Contributions:
Phase Agency Form Due Received Value Comment
PE Kittitas Cty Cash 1/1/2016
CN Kittitas Cty Cash 1/1/2017
$68,018
$260,312
Total: $328,330 Total W/O Toll Credits: $328,330
Kittitas County is ONLY responsible for their respective match as shown above.
Valuation of real property, services, materials, equipment, and use of facilities will be established at fair market value
(FMV), as determined by applicable Federal grant administration regulations and Federal Cost Principles [2 CFR 200]. Final
in-kind match will be determined based on actual expenditures at the conclusion of project work in order to determine the
minimum match commitment has been met. The value of in-kind match may need to be supplemented in order to meet the
minimum match requirement. If the value of in-kind match is in excess of the minimum match, the excess value will not be
returned or reimbursed.
Records:
Costs (both cash and non-cash) along with third party in-kind contributions counting towards satisfying a cost sharing or
matching requirement must be verifiable from the records of grantees and subgrantee or cost -type contractors. These
records must show how the value placed was derived.
Federal Highway Contributions:
Phase
Fund
FY
Amount Comment
PE
G20E
2016
$261,490
PE
G20E
2017
$174,327
CN
G20E
2017
$1,221,554
CM
G20E
2017
$150,000
CE
G20E
2017
$296,373
Total:
$2,103,744
Federal Lands Access Program funds are administered by FHWA and are subject to annual appropriations from
Congress. This document does not commit FHWA to advance the projector provide funds for the project, but provides
required matching if FHWA expends funds to advance the project.
WA KITTITAS (1) Teanaway Road Hydraulics Improvements Page 3 of 6
doc ver: 05.22.2015
US Department of Transportation
Federal Highway Administration
Modification:
Federal Lands Access Program
Match Agreement
Western Federal Lands Highway Division, FHWA
610 E. Fifth Street
Vancouver, WA 98661
This agreement may be updated periodically by mutual written consent of all parties. If project costs increase and are
approved by the PDC, this funding agreement will be modified by mutual consent of all parties.
Delivery Agency and Fund Transfers:
Western Federal Lands Highway Division, FHWA has been selected to deliver this project. Upon execution of this
agreement, FHWA will forward payment requests to the Enterprise Servicing Center (ESC) at Oklahoma City, which will send
invoices to Kittitas County in accordance with the payment schedule set forth in the Funding Plan. After receiving the
invoice, Kittitas County can transmit the funds either through Pay.Gov (https:Hpay.gov/paygov/) or by mailing a check to
ESC. The preferred method is to use Pay.Gov.
This project is authorized to use a Tapered Match. Under this approach, the non -Federal match is imposed over the entire
project rather than individual progress payments. Timing of all fund transfers are specified in the Funding Plan. Tapered
Match is authorized because it will result in an earlier completion date.
Funds Transaction Information:
Please contact the following individuals to set up the funds transaction:
FHWA: Kittitas County
Neal Christensen, Federal Lands Access Program Manager
Western Federal Lands Highway Division, FHWA
610 E. Fifth Street
Vancouver, WA 98661
(360)619-7780
neal.christensen@dot.gov
kathy lurgens, Financial Manager
411 N Ruby ST, Suite 1
205 W 5th Ave
Ellensburg, WA 98926-2887
(509)962-7608
Kathy.jurgens@co.kittitas.wa.us
WA KITTITAS (1) Teanaway Road Hydraulics Improvements Page 4 of 6
doc ver: 05.22.2015
US Department of Transportation
Federal Highway Administration
Federal Lands Access Program Western Federal Lands Highway Division, FHWA
Match Agreement 610 Fifth Street
g Vancouver, WA 98661
This Agreement shall be effective as of the date of the last signature:
Kittitas County
Approved By:
Mark Cook, Director of Public Works
WA KITTITAS (1) Teanaway Road Hydraulics Improvements
Date
Page 5 of 6
doc ver: 05.22.2015
US Department of Transportation Federal Lands Access Program
Federal Highway Administration Match Agreement
U.S. Department of Transportation
Federal Highway Administration
Western Federal Lands Highway Division, FHWA
Approved By:
Dan Donovan, Director of Program Administration
WA KITTITAS (1) Teanaway Road Hydraulics Improvements
Western Federal Lands Highway Division, FHWA
610 E. Fifth Street
Date
Vancouver, WA 98661
Page 6 of 6
doc ver. 05.22.2015