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Home My WebLink About2014-461 Funds Transfer Agreement��1ES`, w6,0\4)„ 'v 2 a a -C Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org AGENDA REQUEST & STAFF REPORT For Board Business Meeting of August 27, 2014 Please see directions for completing this document on the next page. DATE: August 18, 2014 FROM: George Kolb, County Engineer Road 541-322-7113 TITLE OF AGENDA ITEM: Consideration of Signature of Document No. 2014-461, A Funds Transfer Agreement between Deschutes County and the Federal Highway Administration for the Payment of Deschutes County's Share of the Project Costs for the Skyliners Road project. PUBLIC HEARING ON THIS DATE? NO BACKGROUND AND POLICY IMPLICATIONS: Deschutes County is working with the Federal Highway Administration, Western Federal Lands Highway Division (FHWA) on the reconstruction of Skyliners Road. On April 24, 2013, the County signed a Federal Lands Access Program Match Agreement for the Skyliners Road Project. As part of this agreement, the County was obligated to provide a 10.27% match of the project costs. The County's share of the construction engineering is $927,067. The Funds Transfer Agreement provides the necessary information for the fund transfer to proceed and has to be signed before payment can be made by Deschutes County. There are two originals that will need to be signed for future distribution to the FHWA and Deschutes County FISCAL IMPLICATIONS: The amount of $927,067 is budgeted in the FY 14 - 15 FY RECOMMENDATION & ACTION REQUESTED: After review of the information with the BOCC, move Board signature of Document No. 2014-461, Funds Transfer Agreement between Deschutes County and the Federal Highway Administration for the Payment of Deschutes County's Share of the Project Costs for the Skyliners Road project. ATTENDANCE: George Kolb, County Engineer DISTRIBUTION OF DOCUMENTS: Return both signed originals to Sheila Odle (ext. 7148) at the Road Department for further distribution to the FHWA . DESCHUTES COUNTY DOCUMENT SUMMARY (NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form electronically to the Board Secretary.) Date: 'August 18, 2014 Please complete all sections above the Official Review line. Contractor/Supplier/Consultant Name: Contractor Contact: 7672 ,Nancie Pruitt' Department: Road Federal Highway Administration Type of Document: Funds Transfer Agreement Contractor Phone #: 360 -619 - Goods and/or Services: Outlines responsiblities of the Federal Highway Adminstration and Deschutes County concerning the transfer of funds for the Skyliners Road project. Background & History: Deschutes County is working with the Federal Highway Administration, Western Federal Lands Highway Division (FHWA) on the reconstruction of Skyliners Road. On April 24, 2013, the County signed a Federal Lands Access Program Match Agreement for the Skyliners Road Project. As part of this agreement, the County was obligated to provide a 10.27% match of the project costs. The County's share of the construction engineering is $927,067. The Funds Transfer Agreement provides the necessary information for the fund transfer to proceed and has to be signed before payment can be made by Deschutes County. Agreement Starting Date: upon signature Annual Value or Total Payment: $927,067 Ending Date: ❑ Insurance Certificate Received (check box) Insurance Expiration Date: 12/31/2015 Check all that apply: ❑ RFP, Solicitation or Bid Process 0 Informal quotes (<$150K) El Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37) Funding Source: (Included in current budget? ® Yes ❑ No If No, has budget amendment been submitted? ❑ Yes 0 No Is this a Grant Agreement providing revenue to the County? ❑ Yes ® No Special conditions attached to this grant: 8/15/2014 Deadlines for reporting to the grantor: If a new FTE will be hired with grant funds, confirm that Personnel has been notified that it is a grant -funded position so that this will be noted in the offer letter: ❑ Yes ❑ No Contact information for the person responsible for grant compliance: Name: Phone #: Departmental Contact and Title: George Kolb, County Engineer Phone #: 541-322-7113 Department Director Approval: 08 l8 l` Signature Da e Distribution of Document: Who gets the original document and/or copies after it has been signed? Include complete information if the document is to be mailed. Official Review: County Signature Required (check one):/BOCC ❑ Department Director (if <$25K) ❑ Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. Legal'Review Date g " I - 1 Document Number ...--201- 44f ) 8/15/2014 REVIEWED 0)0\-1 LEGALcaurosEI US Department of Transportation Federal Highway Administration Funds Transfer Agreement Friday, August 08, 201.4 Western Federal Lands Highway Division 610 E. Fifth Street Vancouver, WA 98661 Deschutes County Providing Funding of $927,067 Western Federal Lands Highway Division, FHWA Agreement # DTFH70-14-E-00043 Project Number/Name: OR PFH 247(1), Skyliners Road Improvements This letter is to confirm that Deschutes County has committed to provide through either electronic funds' transfer or by check, $927,067 to the Western Federal Lands Highway Division, FHWA for project work and/or a construction contract to lower maintenance costs and increase safety on Skyliners Road (CR -3535). Fund Transfer Summary: Phase Form Amount Received FTA Number Amend # Comment CN Cash $862,680 DTFH7014E00043 Match for CN CE Cash $64,387 DTFH7014E00043 Match for CE Total: $927,067 The following is the Deschutes County's Finance Billing The following is Western Federal Lands Highway Information: DUNS# Tax ID# Finance Contact Finance Phone Finance Fax Finance E-mail Street Address City, State, Zip Project Contact 030-805-147 93-6002292 Wayne Lowry, Finance Director 1541) 6174721 (541) 749-2909 finance@deschutes.org 61150 SE 27th Street (Road Department) 1300 NW Wall Street. 2nd Floor (Finance) Bend, OR 97701 George Kolb Project Contact Phone (541) 322-7113 Project Contact Fax [541) 388-2719 Project Contact E-mail roadVdeschutes.orr Division, FHWA Finance Billing Information: DUNS# 139-768-597 Tax ID # • 22-3934584 Finance Contact Genise L Dance Finance Phone (360) 619-7534 Finance Fax (360) 619-7945 Finance E-mail genise.dance@dotzov Project Contact John Huestls Project Contact Phone (360) 619-7791 Project Contact Fax (360) 619-7945 Project Contact E-mail john.huestis@dot.gov Expiration Date: This Funds Transfer Agreement will expire on December 31, 2015. The current authorized funding is $927,067.00. In no case shall the Deschutes County or FHWA exceed this amount or extend the end date of the agreement without a mutually agreed upon written modification of this Agreement. Tammy Baney, Deschutes County Commissioner Date Deschutes County, Oregon Marlene M. Marceilay, Contracting Officer Western Federal Lands Highway Division, FHWA Date DC -2014-467: