HomeMy WebLinkAbout2021-05-10-minutes-public-works-study-sessionKJTMAS COUNTY COGS vG�]i0M®NERS
PubUc Works Study Sassoon
Regular Meefing
Monday May I®9 20211 e 1,30 Pel
Webex
1. Call to Order
2. Surface Transportation Block Grant - Call for Projects
3. Other business
4. Adjourn
Created on 5/7/2021 7:26:16 AM
KITTITAS COUNTY
PUBLIC WORKS STUDY SESSION MINUTES
Webex
Regular Meeting
MONDAY 1:30 PM MAY 10, 2021
Board members present: Chairman Brett Wachsmith, and Vice -Chairman
Laura Osiadacz.
Others: Josh Fredrickson, Rebecca Cruse, Nicole Ogan, Liz Remeto,
Public Works; Jessica Miller, Community Development Services
At 1:30 pm Chairman Brett Wachsmith opened the Public Works Study
Session.
SURFACE TRANSPORTATION BLOCK GRANT - CALL FOR PROJECTS
Nicole Ogan presented that Public Works would like to reallocate the
STBG Funds to municipalities with shovel ready projects in the
county. Nicole Ogan stated the funds must be used by August 31, 2021
to prevent the money from reverting to the State. Nicole Ogan added
that staff is seeking direction to move forward with a call for
projects that have funding needs from all municipalities in Kittitas
County by May 21, 2021. Staff was directed to move forward with the
call for projects.
Meeting adjourned at 1:34 pm.
kw4,(At4'
Rebecca Cruse, Administrative
Assistant
2021-05-10 MINUTES
KITTITAS COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
Brett Wachsmith, Chairman
KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: May 10, 2021
TOPIC: Surface Transportation Block Grant — "Call for Projects"
ACTION REQUESTED: Support Staff Action
LEAD STAFF:
Josh Fredrickson
RECOMMENDATION:
Support action to issue a call for projects utilizing Federal funding allocated by
Washington State Department of Transportation's (WSDOT) rural Surface
Transportation Block Grant (STBG) funding obligation prior to August 31, 2021.
BRIEFING SUMMARY:
• Recent decision to change design consultants at Kachess Lake Culvert
replacement project forces reconsideration of using STBG funds allocated to
County Lead Agency through WSDOT's Local Programs.
• There is a known funding need supporting the City of Cle Elum's 2nd Street
improvement design proposal.
• There is a known funding need supporting the City of Ellensburg's Reecer
CreekfUniversity Way traffic signal installation project.
• Failure to obligate FY 2021 STBG money could result in the money reverting to
the State.
BACKGROUND:
Kittitas County Public Works supports the WSDOT STBG program as a County Lead
Agency through solicitation of projects from jurisdictions within the County. A call for
projects is typically a two-year cycle, or biennial, with Public Works monitoring project
progress to ensure obligation of awarded funds within the allocated time frame. Public
Works (PW) has been efficiently utilizing STBG money for the past six years. Most
recent funding awards were to the City of Kittitas, City of Ellensburg, and the County.
We recently applied project savings from Bullfrog Road revitalization efforts to Kachess
Lake Culvert replacement, believing 2021 construction was likely. Unfortunately, PW
has been forced to change consultants late in the design process. This decision now
imperils our ability in meeting our forecasted obligations of Fiscal Year (FY) 2021
construction funding. Our decision results in the repayment obligation of approximately
$70,000 and imperils approximately $372,401 in federal funding. It appears that the City
of Kittitas is on track to obligate approximately $502,000. Additional funding
consequences subsequent to non -obligation include a reduction in the next FY available
funds. For example, Kittitas County programs $864,000 in STBG funding per year. If
Page 1 of 4
Public Works "Work Session Staff Report", 2021
Kittitas County does not obligate the remaining $372,401, then Kittitas County may only
receive $560,799 in FY 2022 ($864,000-$372,401).
DISCUSSION:
PW recently learned of QUADCO Regional Transportation Planning Organization
(RTPO) grant applications from the City of Cle Elum funding design improvement to 2nd
Street. It is likely the project will fail to receive funding from QUADCO based on the
ranking committee's project rankings and PW believes we can redirect STBG funding
towards supporting the City of Cle Elum's 2nd Street improvement project. In addition,
the City of Ellensburg was previously awarded STBG funding for the traffic signal
installation at the intersection of Reecer Creek and University Way. Their recent bid
opening identified additional need based on available funding. PW believes additional
STBG funding can be directed towards the support of this traffic signal installation
project. Due to the short timeline to obligate the funding by the end of the State's fiscal
year, PW has submitted a "Call for Projects" and intends to receive applications for
projects with a May 21, 2021 deadline for submittal. While other projects may exist
within the County, we believe we can meet current year STBG obligations presuming we
receive applications from the City of Cle Elum and the City and Ellensburg. In addition,
another call for projects for funding in the next biennium is anticipated towards the end
of the year.
FISCAL IMPACTS:
Obligation of the STBG funds to the City of Cle Elum 2nd Street improvement
construction project and the City of Ellensburg's Reecer Creek/University Way traffic
signal installation project totaling of $372,401 by August 31, 2021 prevents the money
being returned to the State, as well as future funding reduction consequences for FY
2022.
ATTACHMENTS:
Exhibit 1: STBG Call for Projects
Exhibit 2: STBG Application
Page 2 of 4
Public Works "Work Session Staff Report", 2021
EXHIBIT 1: STBG CALL FOR PROJECTS
Page 3 of 4
Public Works "Work Session Staff Report", 2021
STBG Regional Federal Funds
2021 Application for roil
Federal Fiscal Years 2021
Surface Transportation Block Program (STBG)*
*formerly known as Surface Transportation Program (STP)
What is STBG?
STBG is a federal funding program for state and local transportation needs. Projects
eligible for STBG funding include highway and bridge construction and repair, transit
capital projects, bicycle, and pedestrian and recreational trails.
Kittitas County's STBG Regional Priorities
Washington State Department of Transportation (WSDOT) allocates STBG funds to
County Lead Agencies for prioritizing and selecting projects that align with their regional
priorities involving all entities eligible to participate. Kittitas County serves as the lead
agency for the Federal Surface Transportation Block Grant's (STBG) regional
prioritization and selection process to allocate funds within the Kittitas County region.
The regional priorities for utilizing federal funds to improve the transportation system
include:
1. Ability to quickly obligate funds (by August 31, 2021)
2. Preservation
3. Safety
4. Regional Corridors
STBG Selection Process
Kittitas County notifies all local jurisdictions that are eligible to receive STBG funding
within the county region of the competitive grant opportunity. In addition to Kittitas
County, eligible local jurisdictions include:
• City of Cle Elum
• City of Ellensburg
• City of Kittitas
• City of Roslyn
• Town of South Cle Elum
The selection process is open, competitive, and encourages regional partnerships. All
proposals will be reviewed by the technical committee to ensure that they are complete
and eligible to receive STBG regional funding. Project proposals are evaluated based on
the following criteria:
1. Ability to quickly obligate funds (by August 31, 2021)
2. Preservation
3. Safety
11Page
STBG Regional Federal Funds
2021 Application for
Federal Fiscal Years 2021
4. Roadway geometric deficiencies
5. Plan consistency (whether in local, RTPO, or state plans)
6. Congestion reduction
7. Partnerships (public or private)
Projects selected for STBG Regional federal funds shall be consistent with the
transportation policies in the Washington Transportation Plan and the Regional
Transportation Plan.
STBG Eligibility Requirements
Only projects located on roadways that are federally classified as an urban collector,
rural minor collector, or higher are eligible for STBG funds.
Federal functional classification and federal urban area boundaries can be viewed at:
http://www. wsdot. wa.gov/data/toolslgeoportaV?confiq=FunctionalCl ass& layers
IFFY 2021 STBG Requirements
This project call will consider projects for FFY 2021. Surface Transportation Block Grant
(STBG) applications are due 10:00 AM May 21, 2021.
Kittitas County programs $864,000 in STBG funding per year. For the fiscal year 2021
there is $372,401 remaining to be obligated.
The statewide target obligation of awards is on or before the end of the Federal fiscal
year or 8/31/2021. If this target of obligation is not met, the unobligated funding will
reduce the following years funding. For example: If $372,401 remaining to be obligated
is not obligated, Kittitas County will only receive $560,799 in 2022. ($864,000 -
$372,401). It is very important that the applicants for this award commit to obligating
the funding prior to 8/31/2021.
The lead agency/jurisdiction (or co -lead agencies) will be responsible for providing the
minimum required 13.5% match for STBG funds — the maximum federal STBG
participation on any project is 86.5%.
The STBG technical committee will score the submitted applications for proposed
funding and present to the Kittitas County Board of Commissioners for review and
adoption. Awarded Applicants will be responsible for providing the County lead agency
quarterly progress reports and copies of all reimbursement requests sent to local
programs. Quarterly progress reports shall include cost and schedule updates for project
phases. Any changes in federal funding amounts or anticipated obligation dates must be
reported to the County lead agency quarterly or as realized.
2 1 P a g e
STBG Regional Federal Funds
2021 Application for
Federal Fiscal Years 2021
Applicant Responsibilities
Project applications must include a complete and signed application, project site map,
and supporting documentation.
Applicants will identify the month of anticipated obligation of federal funds based on a
realistic timeline for 1) securing non-federal matching funds, and 2) procedural steps
that are required.
Applicants seeking funding need to identify project costs for all phases necessary to
complete their project: preliminary engineering (PE), right-of-way (RW), and
construction (CN).
Program Contact
For further questions, please contact:
Nicole Ogan
Environmental/Transportation Planner
Kittitas County Public Works
nicole.ogan@co.kittitas.wa.us
(509)962-7610
Submission
For projects to be considered for funding, applications must be received by 10:00 AM on
May 21, 2021.
Applications shall be submitted in .PDF form by electronic mail to Kittitas County Public
Works at the following address:
nicole.ogan@co.kittitas.wa.us
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EXHIBIT 2: STBG Application
Page 4 of 4
Public Works "Work Session Staff Report", 2021
STBG Regional Federal Funds
2021 Application for
Federal Fiscal Year 2021
2021 Surface Transportation Block Grant (STBG) Application
Project Title:
Project Contact:
Agency or Organization
Contact Person
Phone Number
Email Address
Project Co -Sponsor (Leave
Agency or Organization
Contact Person
Phone Number
Email Address
Regional Funding Priority
(check all that apply)
❑ Readiness
❑ Preservation
❑ Safety
❑ Regional Corridors
wanK n not
General Project Information:
Project Title
Street Name and Limits
Federal Functional Class & FFC #
Total Project Cost
STBG Requested Funding
Project is competing for:
❑ Urban
❑ Rural
❑ Both
Date of Obligation
❑X 2021 (August 31)
*(If the project is competing for both urban and rural funds, indicate the length of the urban and rural portions. To be
eligible for federal STBG funding, the project must be on a road functionally classified as urban collector, rural minor
collector, or higher).
I IP1 e
STBG Regional Federal Funds
2021 Application for
Federal Fiscal Year 2021
Project Overview
Provide a brief description of your project including work items anticipated, timelines for
completion, the regional significance of this project, and an attached vicinity map:
Project Location and Details
vrovlae a norrarive OT me projecr locarlon ona
2 1 P a g e
STBG Regional Federal Funds
2021 Application for
Federal Fiscal Year 2021
Ability to Quickly Obligate Funds
/20
Roadway Preservation Needs /20
Roadway Safety Needs AS
Roadway Geometric Deficiencies Needs /10
Describe how this project will improve roadway geometric deficiencies:
Plan consistency /10
Indicate the plans this project is identified in - local comprehensive and/or transportation plans, Regional
Transportation Planning Organization (RTPO) plan, or other plans:
STBG Regional Federal Funds
2021 Application for
Federal Fiscal Year 2021
Congestion Reduction /10
Indicate how this project will reduce congestion. Provide the Average Annual Daily Traffic (AADT) and
other traffic and congestion indicators to justify reduction of congestion:
Partnerships
Identify financial contributing partners for this project:
Freight Mobility
Show how this project enhances mobility for freight in the region:
/5
/5
Multi -Modal /5
Indicate improvements for modes of travel (besides trucks and cars) for this project:
4IPa�,c
STBG Regional Federal Funds
2021 Application for
Federal Fiscal Year 2021
Project
STBG Funding
Requested (Max
86.5%)
Local/Non-federal
Matching Funds (min
13.5%)
Source(s) of
Matching Funds
Obligation Target
(month/year)
Preliminary
Engineering
Right of Way
Construction
$
$
Total =
$
TOTAL POINTS:
5 Page
STBG Regional Federal Funds
2021 Application for
Federal Fiscal Year 2021
Project Verification and Endorsement
This project proposal reflects established local funding priorities consistent with the
Regional Transportation Plan. Stated costs represent accurate planning level estimates
needed to accomplish the work described.
If selected, the project must obligate by August 31, 2021 as specified in the award letter.
Failure to do so may result in loss of funding for the project and an alternate project
may be funded instead. I realize that the use of federal funds for this project entails
administrative and project compliance requirements over which Kittitas County has no
control, and for which this agency or organization will be responsible. This project has
the full endorsement of this agency or organization.
Project Contact Signature
Agency Signature:
Project Contact Person:
Other Contributing Agencies:
(print name and title)
(signature)
(print name and title)
(signature)
(phone)
(print name)
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