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Home My WebLink AboutLA-7852 WA State Dept of Transportation Washington State Transportation Building 310 r Park ken..ie S.E.1 Department of Transportation P.O. Box 4 7300 OI,mpia.WA 98501-7300 Lynn Peterson 360-705-7000 Secretary of Transportation Ti 3: 1-800-833-6388 October 29, 2013 :�.;r:v:ssotx a.aov RECEIVED .I—is Dowdy Public Works Director t.-,% City of Auburn 25 West Main Street cin'ofArh!ev Auburn, Washington 98001-4998 E l,l;. ,',,,_ , , City of Auburn Citywide Traffic Signal Improvements HSIP-000S(328) FUND AUTHORIZATION Dear Mr. Dowdy: We have received FHWA fund authorization, effective October 24, 2013, for this project as follows: PHASE TOTAL FEDERAL SHARE Construction $464,100 $367,376 This supplement also transfers funds within the PE Phase as per your request. Enclosed for your information and file is a fully executed copy of Supplement Number 1 to Local Agency Agreement LA-7852 between the state and your agency. All costs exceeding those shown on this agreement are the sole responsibility of your agency. You may proceed with the administration of this project in accordance with your WSDOT approved Certification Acceptance agreement. Sincerely, 1' -L.._,_t__ , , , , -v- - - , ,;'__,_c_j Stephanie Tax Manager, Program Management Highways & Local Programs ST:jg:ac Enclosure cc: Ed Conyers,Northwest Region Local Programs Engineer, MS NB82-121 V71- Washington State Department of 'Transportation Local Agency Agreement Supplement Agency Supplement Number City of Auburn 1 Federal Aid Project Number Agreement Number CFDA No. 20.205 HSIP-0005 (328) LA 7852 (Catalog of Federal Domestic Assistance) The Local Agency requests to supplement the agreement entered into and executed on December 13, 2012 All provisions in the basic agreement remain in effect except as modified by this supplement. The changes to the agreement are as follows: Project Description Name Traffic Signal Safety Improvements Length N/A Termini Description of Work a No Change Improve traffic signal phasing and timing, and improve the visibility of traffic signal heads. Reason for Supplement Obligate Federal Funds for construction and modify PE to remove Consultant costs as no Consultant was actually used. A-t' 13 Does this change require additional Right of Way or Easements? ❑Yes ® No Estimate of Funding Type of Work (1) (2) (3) (4) (5) Previous Supplement Estimated Total Estimated Agency Estimated AgreementlSuppl. Project Funds Funds Federal Funds PE a.Agency 5,000.00 26,624.00 31,624.00 31,624.00 100 % b.Other c.Other Consultant 26,624.00 -26,624.00 0.00 0.00 Federal Aid d.State Participation 1,000.00 1,000.00 1,000.00 Ratio for PE e.Total PE Cost Estimate(a+b+c+d) 32,624.00 32,624.00 32,624.00 Right of Way f.Agency q.Other Federal Aid h. Other Participation Ratio for RW i.State j.Total RM1 Cost Estimate(f+g+h+i) Construction k.Contract 366,876.00 366,876.00 366,876.00 I. Other Contract non-particip. 68,124.00 68,124.00 68,124.00 0.00 100 % m.Other Federal Aid n.Other Agency non-participat. 28.600.00 28,600.00 28,600.00 0.00 Participation o.Agency Ratio for CN p.State 500.00 500.00 _ 500.00 q.Total CN Cost Estimate(k+l+m+n+o+p) 464,100.00 464,100.00 96,724.00 367,376.00 r.Total Project Cost Estimate(et+q) 32.624.00 464.100.00 496.724.00 96,724.00 400.000.00 The Local Agency _ -• gates that pursuant to said Title 23, regulations and policies and procedures, and as a condition to payment of th Federal funds o:11.2: -. it accepts and will comply with the applicable provisions. Agency Officia\ n. Wash'ngton . a e Department f Transportation By By =x1,_ Title Mayor,_City of Auburn Director of Highways and Local Programs Date Executed OCT 15'2013 DOT Form 140-041 EF Revised 03/2011 RESOLUTION NO. 4 8 6 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, AUTHORIZING THE MAYOR TO EXUCUTE A LOCAL AGENCY AGREEMENT BETWEEN THE CITY OF AUBURN AND THE WASHINGTON STATE DEPARTMENT OF TRANSPORTATION RELATING TO THE CITYWIDE TRAFFIC SIGNAL SAFETY IMPROVEMENTS WHEREAS, the City desires to increase the safety of its transportation corridors; and WHEREAS, the need to implement traffic signal safety improvements is recognized in Auburn's adopted Transportation Improvement Program; and WHEREAS, the City applied for and was granted a Federal FY 2009-2015 Highway Safety Improvement Program grant administered through the Washington State Department of Transportation (WSDOT) in the amount of $400,000 to finance traffic signal safety improvements at various locations throughout the City; and WHEREAS, the $400,000 federal grant consists of $32,624 for design and $367,376 for construction; and WHEREAS, the $400,000 grant requires no local match, and WHEREAS, it is in the best interest of the City to use grant monies to finance traffic signal safety improvements to the transportation system. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, HEREBY RESOLVES as follows: Section 1. That the Mayor is hereby authorized to accept the $400,000 Highway Safety Improvement Program grant for the Citywide Traffic Signal Safety Improvements project. In addition, the Mayor is hereby authorized to execute a Local Agency Resolution No. 4862 September 25, 2012 Page 1 of 2 EXHIBIT A Local Agency Agreement " Washington State V7:/// Department of Transportation Agency City of Auburn CFDA No. 20.205 t� t1 r�•}� (Catalog of Federal Corn is Assistance) Address 25 West Main St `T-111t 2 Project No. S CV - 'o�� Auburn, WA 98001 Agreement No. 7 8 5 2 For OSC WSDOT Use Only The Local Agency having complied,or hereby agreeing to comply,with the terms and conditions set forth in(I)Title 23,U.S.Code Highways,(2) the regulations issued pursuant thereto, (3)2 CFR 225, (4) Office of Management and Budget Circulars A-102, and A-133, (5)the policies and procedures promulgated by the Washington State Department of Transportation, and(6)the federal aid project agreement entered into between the State and Federal Government,relative to the above project,the Washington State Department of Transportation will authorize the Local Agency to proceed on the project by a separate notification.Federal funds which are to be obligated for the project may not exceed the amount shown herein on line r, column 3, without written authority by the State, subject to the approval of the Federal Highway Administration. All project costs not reimbursed by the Federal Government shall be the responsibility of the Local Agency Project Description Name Citywide Traffic Signal Safety Improvements Length n/a Termini Various locations throughout the City of Auburn Description of Work Improve traffic signal phasing and timing, improve the visibility of traffic signal heads,and install countdown pedestrian signal displays and ADA pedestrian pushbuttons. Estimate of Funding TType of Work (1) (2) (3) YP Estimated Total Estimated Agency Estimated Project Funds Funds Federal Funds PE a.Agency 5,000.00 5,000.00 _100_ % b.Other c.Other Consultant 26,624.00 26,624.00 Federal Aid d.State 1,000.00 1,000.00 Participation Ratio for PE e.Total PE Cost Estimate(a+b+c+d) 32,624.00 32,624.00 Right of Way 1.Agency Other h.Other Federal Aid i.State Participation Ratio for RW j.Total RAN Cost Estimate(f+g+h+i) Construction k Contract I.Other m.Other _ n.Other o.Agency Federal Aid p.State Participation - Ratio for CN q.Total CN Cost Estimate(k+l+m+n+o+p) r. o r - •"ect Cost Estimate(e+j+.f 32,624.00 32,624.00_ Agency Offici_I r Washington State-De•alttment of T/ansportation B BY C, 111.7411F Y Title Mayor• Director of Highways and Local Programs GEC Date Executed DEC 1 3 Z01` DOT For 140-039 EF 1 Revised 0912011 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 225 Cost Principles for State,Local,and Indian Tribal Government, 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). 1. Project Construction Costs Project construction financing will be accomplished by one of the three methods as indicated in this agreement. Method A—The Agency will place with the State,within(20)days after the execution of the construction contract,an advance in the amount of the Agency s share of the total construction cost based on the contract award.The State will notify the Agency of the exact amount to be deposited with the State.The State will pay all costs incurred under the contract upon presentation of progress billings from the contractor. Following such payments, the State will submit a billing to the Federal Government for the federal aid participation share of the cost. When the project is substantially completed and final actual costs of the project can be determined,the State will present the Agency with a final billing showing the amount due the State or the amount due the Agency.This billing will be cleared by either a payment from the Agency to the State or by a refund from the State to the Agency Method B— The Agency's share of the total construction cost as shown on the face of this agreement shall be withheld from its monthly fuel tax allotments.The face of this agreement establishes the months in which the withholding shall take place and the exact amount to be withheld each month.The extent of withholding will be confirmed by letter from the State at the time of contract award.Upon receipt of progress billings from the contractor,the State will submit such billings to the Federal Government for payment of its participating portion of such billings. Method C—The Agency may submit vouchers to the State in the format prescribed by the State,in duplicate,not more than once per month for those costs eligible for Federal participation to the extent that such costs are directly attributable and properly allocable to this project.Expenditures by the Local Agency for maintenance,general administration,supervision,and other overhead shall not be eligible for Federal participation unless claimed under a previously approved indirect cost plan. The State shall reimburse the Agency for the Federal share of eligible project costs up to the amount shown on the face of this agreement.At the time of audit,the Agency will provide documentation of all costs incurred on the project. The State shall bill the Agency for all costs incurred by the State relative to the project.The State shall also bill the Agency for the federal funds paid by the State to the Agency for project costs which are subsequently determined to be ineligible for federal participation(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 Office of Management and Budget Circular A-I33. 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(see Section IX) VIII. Single Audit Act The Agency,as a subrecipient of federal funds,shall adhere to the federal Office of Management and Budget(OMB)Circular A-133 as well as all applicable federal and state statutes and regulations. A subrecipient who expends $500,000 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 OMB Circular A-133. Upon conclusion of the A-133 audit,the Agency shall be responsible for ensuring that a copy of the report is transmitted promptly to the State. 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 the Director of Highways and Local Programs. X. Traffic Control,Signing, Marking,and Roadway Maintenance The Agency will not permit any changes to be made in the provisions for parking regulations and traffic control on this project without prior approval of the State and Federal Highway Administration. The Agency will not install or permit to be installed any signs,signals,or markings not in conformance with the standards approved by the Federal Highway Administration and MUTCD. The Agency will,at its own expense,maintain the improvement covered by this agreement. XI. Indemnity The Agency shall hold the Federal Government and the State harmless from and shall process and defend at its own expense all claims,demands, or suits,whether at law or equity brought against the Agency,State,or Federal Government,arising from the Agency s execution, DOT Form 140-039 EF 3 Revised 09/2011 • XVI. Certification Regarding the Restrictions of the Use of Federal Funds for Lobbying The approving authority certifies,to the best of his or her knowledge and belief,that. (I) No federal appropriated funds have been paid or will be paid,by or on behalf of the undersigned,to any person for influencing or attempting to influence an officer or employee of any federal agency a member of Congress,an officer or employee of Congress,or an employee of a member of Congress in connection with the awarding of any federal contract,the making of any federal grant,the making of any federal loan,the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract,grant, loan, or cooperative agreement. (2) If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any federal agency,a member of Congress,an officer or employee of Congress,or an employee of a member of Congress in connection with this federal contract,grant, loan,or cooperative agreement,the undersigned shall complete and submit the Standard Form-LLL, "Disclosure Form to Report Lobbying,"in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subgrants,and contracts and subcontracts under grants,subgrants,loans,and cooperative agreements)which exceed$100,000,and that all such subrecipients shall certify and disclose accordingly This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification as a prerequisite for making or entering Into this transaction imposed by Section 1352,Title 31,U.S.Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than$10.000 and not more than$100,000 for each such failure. Additional Provisions DOT Farm 140-039 EF 5 Revised 09/2011