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HomeMy WebLinkAboutDoc 217 - Cascade Lks Hwy Project Agrmt❑Gtu l sem. -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 April 27, 2011 Please see directions for completing this document on the next page. DATE: April 19, 2011 FROM: Tom Blust ROAD Phone # 322-7105 TITLE OF AGENDA ITEM: Consideration of Board Approval and Chair Signature of Document No. 2011-217, FHWA Agency Agreement for the Cascade Lakes Highway Preservation Project. PUBLIC HEARING ON THIS DATE? NO. BACKGROUND AND POLICY IMPLICATIONS: Deschutes County has been awarded a $600,000 federal grant for a pavement preservation project on Cascade Lakes Highway. The document before the Board is the agreement between Deschutes County and the Western Federal Lands Highway Division for this grant. The grant funding will provide reimbursement for a portion of the cost of chip sealing 29 miles of the Cascade Lakes Highway, from Elk Lake to the Klamath County line. The total cost of the chip seal work is estimated at $1,004,000. The federal grant will provide $600,000 with county funds covering the balance of the cost ($404,000). The chip seal work will be done this summer by county crews. The Cascade Lakes Highway is a designated "forest highway" under the Federal Forest Highway Program and as such is eligible for Federal Forest Highway funding. This route is a major tourist/recreation attraction in the summer months as it provides access to the High Cascade Lakes, the Deschutes National Forest and the Three Sisters Wilderness area. It has several scenic designations: National Forest Scenic Byway established in 1989, Oregon Scenic Byway established in 1997, and National Scenic Byway established in 1998. This road received a pavement overlay in 2001 through the Forest Highway Program. This proposed chip seal project will extend the life of the existing pavement and protect the investment in this valuable transportation resource. FISCAL IMPLICATIONS: This agreement provides reimbursement for road maintenance work performed by county crews on Cascade Lakes Highway in the amount of $600,000. The revenue and expenditure for this project ($600.000 federal grant and the $404,000 county portion) are included in the Road Department's proposed FY 2011-12 budget (Fund 325). RECOMMENDATION & ACTION REQUESTED: Move approval of Chair signature of Document No. 2011-217, FHWA Agency Agreement for the Cascade Lakes Highway Preservation Project. ATTENDANCE: Tom Blust, Road Department Director DISTRIBUTION OF DOCUMENTS: Return two signed originals to: Western Federal Lands Highway Division Attn: Nancie Pruitt AGREEMENTS 610 E. Fifth Street Vancouver, WA 98661 (Note: documents need to be returned on or before May 2, 2011) 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: April 19, 2011 Please complete all sections above the Official Review line. Contractor/Supplier/Consultant Name: Contractor Contact: 619-7565 Department: ROAD Western Federal Lands Highway Division Marlene Marcellay Type of Document: Grant Contractor Phone #: 360 - Goods and/or Services: FHWA Agency Agreement for the Cascade Lakes Highway preservation Project. $600,000 reimbursable agreement for chip seal work performed by county road crews. Background & History: Deschutes County has been awarded a $600,000 federal grant for a pavement preservation project on Cascade Lakes Highway. The document before the Board is the agreement between Deschutes County and the Western Federal Lands Highway Division for this grant. The grant funding will provide reimbursement for a portion of the cost of chip sealing 29 miles of the Cascade Lakes Highway, from Elk Lake to the Klamath County line. The total cost of the chip seal work is estimated at $1,004,000. The federal grant will provide $600,000 with county funds covering the balance of the cost ($404,000). The chip seal work will be done this summer by county crews. The Cascade Lakes Highway is a designated "forest highway" under the Federal Forest Highway Program and as such is eligible for Federal Forest Highway funding. This route is a major tourist/recreation attraction in the summer months as it provides access to the High Cascade Lakes, the Deschutes National Forest and the Three Sisters Wilderness area. It has several scenic designations: National Forest Scenic Byway established in 1989, Oregon Scenic Byway established in 1997, and National Scenic Byway established in 1998. This road received a pavement overlay in 2001 through the Forest Highway Program. This proposed chip seal project will extend the life of the existing pavement and protect the investment in this valuable transportation resource. Agreement Starting Date: May 2, 2011 Annual Value or Total Payment: $600,000 Ending Date: Insurance Certificate Received (check box) Insurance Expiration Date: Check all that apply: October 31, 2011 4/19/2011 RFP, Solicitation or Bid Process Informal quotes (<$150K) Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37) Funding Source: (Included in current budget? Yes I I No If No, has budget amendment been submitted? 1 I Yes I I No Is this a Grant Agreement providing revenue to the County? 7 Yes 1 I No Special conditions attached to this grant: See agreement "Statement of Work" Deadlines for reporting to the grantor: 10/31/2011 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: 1 I Yes 1 I No Contact information for the person responsible for grant compliance: Name: Marlene Marcellay, Contracting Officer Phone #: 360-619-7565 Departmental Contact and Title: Tom Blust, Road Department Director Phone #: 322-7105 Department Director Approval: Signature Distribution of Document: Return two signed originals to: Western Federal Lands Highway Division Attn: Nancie Pruitt AGREEMENTS 610 E. Fifth Street Vancouver, WA 98661 Date 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 Document Number 4/19/2011 fiC t .,,�tr .. .r Ari* fi c a t rf Jt, ti FHWA Agreement No: DTFH70- 11-E-00022 _ Other Agency's Agreement No: lh r • • � r` 1`'ii`t,#;I' t< i'{ r,, in '•� d /, k,ife ,�1{t 4t i{r { ,l(lb1g S l,., to ).t ..t� {,! i ,i{ it .j.)TnIrit -1t , i '' 1 {,,;,, ir.{ti�AiiL ` l { 1{ 1°`t{ i�,. if,L.I,{ I f EFFECTIVE DATE: See Block 8c, Signature Date Page 1 of 6 EXPIRATION DATE: October 31, 2011: 5. FUND AMOUNT Amount Obligated by this Action: $ 600 000.00 1. AGREEMENT. This Reimbursable Agreement (including the attached standard conditions) constitutes the entire agreement between the requesting agency and the servicing agency. 2a. AUTHORITY OF REQUESTING AGENCY: (check © 23. U.S.C. 204, Highways. Federal Lands Highway state agencies, civil subdivisions of a state, or Tribes who roadsibridges, or transit facilities within public lands/NPS/Indian all that apply) Program. will perforrn services reservations.) 23 U.S.C. 308 does and State other services to Program. will perform services reservations.) 23 U.S.C. 308 (Applies when FHWA is the requesting federal agency and Federal, relating to planning, research, engineering, construction not apply. Authorizes one federal agency 10 secure ilemslservices of is the of items/services from • 31 U.S.C. 1535, The Economy Act (Applies when from another federal agency.) Agencies & Foreign Countries. (Applies when FHWA another Federal agency or to State/local govemment agencies. (Applies when FHWA is the requesting federal agencyraLd Federal, relating to planning, research, engineering, construction does not apply. Authorizes one federal agency to secure 2b. AUTHORITY FOR SERVICING AGENCY: ■ 23. U.S.C. 308, Hghways, Cooperation with Federal Servicing Agency who will be performing engineering or • 23. U.S.C. 204, Highways, Federal Lands Highway state agencies, civil subdivisions of a state, or Tribes who roadsibridges, or transit facilities within public lands/NPS/Indian • 31 U.S.C. 1535, The Economy Act (Applies when another federal agency.) 3a. REQUESTING AGENCY ADDRESS Federal Highway Administration Western Federal Lands Highway Division 610 East Fifth Street Vancouver, WA 98661-3801 3b. SERVICING AGENCY ADDRESS Deschutes County Deschutes County Road Department 61150 SE 27th St Bend. OR 97702 4a. FHWA Accounting & Appropriation Data: 1517410460011 531.00,F15E.41 1741000000 25304 4b.SERVICING AGENCY Accounting & Appropriation Data: 5. FUND AMOUNT Amount Obligated by this Action: $ 600 000.00 6. PAYMENT AND BILLING The other party to this (Check one) ❑ Federal A iencv. Bill via Interagency Payment and agreement is a: Collection (IPAC) to or 7b. as an acceptable IV of for further details. Requesting Agency's Location Code (see block 7a applicable.) 0 Other than a Federal Agency. Agencies must submit Invoice in a format and frequency designated in Section Agreement. See `Financial Administration" portion of this document 7a. FHWA FINANCE CONTACT 1. 8 -digit Agency Location Code (ALC): 69-05-0001 7b. SERVICING AGENCY FINANCE CONTACT 1. 8 -digit Agency Location Code (ALC): N/A Officer 2. DUNS Number. 139-768-597 2. DUNS Number: 030-805-147 3. TAS #: 69-8083 3. Finance Office Contact: Marty Wvnne. Financg 4. Finance Office Contact: Katie Johnson 4. Finance Phone: 541-617-4721 or 5. Finance Phone: (360) 619-7660 5. Finance FAX: 541-749-2909 6. Finance FAX: (360) 619-7945 6. Finance email : Martv Wvnne@co.deschutes.or.us 7. Finance email : Katie-Johnson(dot.aov financet1deschutes.orq 8a. FHWA APPROVAL (Name & Title - (type or print) Marlene M. Marcellay, Contracting Officer 9a. OTHER AGENCY APPROVAL (Name & Title - type or print) b. Signature c. Date b. Signature c. Date d. Phone : (360) 619-7565 Email: Mariene.Marcellave)dot.aov d. Phone: Email: FHWA AGENCY AGREEMENT Project'9 4)1•0es`Hij y'Pavern preseryOtdi*Piroiect OR PF -.40(11) I. FHWA Agreement No: DTFH70-11-E-00022 Other Agency's Agreement No: EFFECTIVE DATE: See Block 8c, Signature Date EXPIRATION DATE: October 31,2Q11 CASCADE LAKES HIGHWAY PAVEMENT PRESERVATION PROJECT STATEMENT OF WORK Page 2 of 6 A Call for Oregon Forest Highway Pavement Preservation Projects was initiated in the fall of 2010 and completed in March 2011. Deschutes County has proposed and the Oregon Forest Highway Tri - Agency has agreed to fund the pavement preservation work described on page 2 of the attached two proposals under the section "Description of Proposed Work". Project limits are approved as submitted on page one of the attached two proposals and as supported by project proposal maps. The Forest Highway Program will not fund any preliminary engineering or construction engineering for the project. That work will be the responsibility of the County. No utility relocation is anticipated for this project. Funding of any utility relocation will be the responsibility of the County. Rights-of-way and/or easements acquisitions are not anticipated for this project. Funding of any property acquisition and easements will be the responsibility of the County. A. Desian Standards Design standards are not applicable to this maintenance work. The County may utilize any applicable public agency specifications for the work including customary local or County specifications. No design plan submittals are required for this maintenance work. B. Protect Management The County will provide project management throughout the duration of the project. Project management includes quality control throughout the duration of the project and establishing and adhering to timeliness necessary for the timely completion of the project. Testing procedures customary to County maintenance work of this type will be performed where applicable. The County will maintain copies of any applicable customary testing results for a period of two years. Submittal of test results to FHWA is not required. The County will submit a progress report with each reimbursement request indicating dates the reimbursement request covers, description of completed work being invoiced, 2 to 4 photos of the completed work, and anticipated dates of project completion. C. Preliminary Design Any and all preliminary design work is the responsibility of the County D. Environmental Compliance FHWA will be responsible for performing NEPA clearance analysis. In the unlikely event that a project has impacts that require clearance work beyond the normal categorical exclusion for maintenance, then the project may be delayed. No NEPA environmental clearance work is required to be performed by the County. Permits • If applicable, the County will be responsible to obtain any permits required to complete the work. FHWA AGENCY AGREEMENT Project` cascade l ake§ Hicthw y'Pev ttmef t Pr is 'va Ptyje , C►(t' PFH:46t11 i( (cheek one) I FHWA, js fh+ G :' FHWA is ttii FIIWA Agreement No: DTFH70- 11-E-00022 Other Agency's Agreement No: EFFECTIVE DATE: See Block 8c, Signature Date EXPIRATION DATE: October 31, 2011 Page 3 of 6 1 E. Construction F. • No construction may be done prior to the completion of the NEPA process. Any construction to be done will be contingent on decisions made in the NEPA process. If the NEPA decision supports going forward with the project, FHWA will notify the County of any changes that may be needed in the approved project proposal. • Unless otherwise notified by FHWA, the County will construct and administer the project in conformance with the attached and approved project proposal and customary County maintenance practices. • The County will construct and administer the project in conformance with the attached and approved project proposal and customary County maintenance practices. • It is anticipated that many of the projects will be constructed by County forces. If contractors are hired for any project work, Federal funding regulations require that the work must be competitively bid and comply with the Davis -Bacon Act, which requires payment of prevailing wages for any contractors hired. If contracted work is less than $25,000, the competitive bid requirement may be satisfied by obtaining estimates to perform the work from a minimum of three contractors. Work above $25,000 must be open and competitively bid. Applicable procedures for federal funds allocated to Counties that follow the Oregon Public Contracting Code, the Oregon Department of Transportation, or Federal Highways Administration are acceptable. Commercial material sources or asphalt materials suppliers that are currently operating are not considered contractors. • The County will complete all construction no later than October 31, 2011. Post Construcjign The project will be maintained by the County. 1. Summary Of Deliverables Preliminary Design • Not applicable Construction • Progress invoices and information described in paragraph 2 of section B."Project Management " above • Complete Construction. Final invoice and summary description of completed work 2. Cost Estimate The County's estimate for construction of the work is included in the attached project proposal and has been approved by the Tri -Agency. The cost of the work requested from the Forest Highway Program will not exceed $600.000.00 under any circumstances. Any additional cost to complete the work as proposed will be the responsibility of the County. The County agrees to perform all project work as proposed in the attached proposal. 11. TERM OF AGREEMENT — Period of Performance The terms and conditions of this agreement shall become effective with and upon execution by FHWA Contracting Officer and shall remain in effect for the Period of Performance through October 31, 2011, FHWA A,GENCY'AGREEA(ENT `. Project pascad6 s H abw Peven)ent :j resetvaUofll P� iect. 'PfIJ 46(111 , „ FHWA Agreement No: DTFH70-11-E-00022 Other Agency's Agreement No: EFFECTIVE DATE: See Block Sc. Signature Date EXPIRATION DATE: October 31. 2011 Page 4 of 6 unless modified in writing by mutual agreement or terminated by either party upon thirty (30) days written notice. Full credit shall be allowed for each party's reimbursable costs and all non -cancelable obligations properly incurred up to the effective date of termination. III. FINANCIAL ADMINISTRATION A. Total Agreement Amount: See block #5, cover page, for funds obligated by this agreement. Funding Citations: See blocks 4a & 4b. of cover page. B. R imbursable Payment: The servicing agency will receive payment on a reimbursable basis, upon receipt of invoice of costs incurred and authorized. The servicing agency is limited to recovery of actual costs only, to include back-up data with each request for payment. Back-up data includes all documents needed to support the requested reimbursement, such as record of contract payments, receipts, payrolls, and so on. C. Prompt Payment: The Govemment considers payment as being made the day a check is dated or the date of an electronic funds transfer (EFT). All days referred to in this clause are calendar days. However, when the due date falls on a Saturday, Sunday, or legal holiday, the designated payment office may make the payment on the following working day without incurring a late payment penalty. The due date for making payments by the designated payment office is the 301h day after the designated billing office receives a proper invoice from the agency, or the 30th day after Govemment acceptance of services performed or supplies delivered. The Prompt Payment regulations do not require the Government to pay interest penalties if based on improper submission of invoices and incorrect EFT information provided by the Servicing Agency. The Government will compute any interest penalty in accordance with the Office of Management and Budget prompt payment regulations (5 CFR Part 1315). D. Method of Billing and Proper Submission of Invoices: (See block 6 of cover page) The Government shall pay the Servicing Agency, upon the submission of proper invoices, the prices stipulated in the agreed upon cost budget for services rendered or supplies delivered, as stated in Section II, H. Cost Budget. All invoices and final payments should reference the Agreement number, Project reference/title, and the COTR's name and be sent to one of the following addresses: US MAIL FedEx Western Federal Lands A/P Branch, AMZ-150 Western Federal Lands A/P Branch, AMZ-150 PO Box 268865 6500 S. MacArthur Blvd. Oklahoma City, OK 73125 Oklahoma City, OK 73169 Invoices may also be sent in .PDF format by electronic mail to WFLlnvoices@faa.gov. The subject line of the message must include Agreement Number, Project reference/title, and invoice number. If the invoice is NOT Prompt Net 30, Terms should also be identified in the subject line, (for example, Prompt Net 14). The following correct information constitutes a proper invoice and is required as payment documentation: 1) Name of Organization 2) Invoice Date 3) Agreement Number FHWA AGENCY AGREEMENT. Pt Cit,, ' 4103 f h PavemOnt Pr rrrati4l Pct , OR PFH 40(11 } (chock one? i FHwA Is Reque1ng 0 FHWA `irs then Seivlcirtg,A FHWA Agreement No: DTFH70- 11-E-00022 Other Agency's Agreement No: EFFECTIVE DATE: See Block Be. Signature Date EXPIRATION DATE: October 31.011 4) Vendor Invoice Number 5) Organization Invoice Amount 6) Description and quantity of goods and services rendered. 7) Performance Period 8) Shipping and payment terms 9) Other substantiating documentation required by the Agreement Page 5 of 6 E. Administrative Fee: Unless otherwise explicitly stated in this Agreement, FHWA shall not be liable for any additional administrative fees. IV. KEY OFFICIALS REQUESTING AGENCY - FHWA/Western Federal lands Highway Division WFLHD Contact: John Murphy, Contracting Officer's Technical Representative (COTR) Voice: (360) 619-7728 Fax: (360) 619-7846 Email: John. Murphy@dot.gov SERVICING AGENCY- Deschutes County Rood Department Contact: Tom Blust , Public Works Director Voice: (541) 322-7105 Email: tomb@co.deschutes.or.us V. SPECIAL PROVISIONS All allowable costs are in accordance with OMB Circular A-87, Cost Principles for State, Local, and Indian Tribal Governments. Vi. MODIFICATIONS Any modifications to the Agreement must be made in writing and agreed to by both parties. Such authorizations are not binding unless they are in writing and signed by personnel authorized to bind each of the agencies. VH. AGREEMENT COMPLETION When the Requesting Agency has accepted all deliverables, the Servicing Agency will provide a written project evaluation and final accounting of project costs to the requesting agency contact. VIII. TERMINATION Either agency may terminate this agreement upon 30 -calendar day (or as designated in the statement of work) prior written notification to the other agency. If this agreement is terminated by the Servicing Agency, its liability shall extend only to the release of its work products and related materials to the Requesting Agency by the effective date of termination. If this agreement should be terminated by the Requesting Agency, its liability shall extend only to pay for the actual and reasonable costs of the items/services rendered and the costs of any non -cancelable obligations incurred in accordance with the terms of this agreement prior to the effective date of termination. Otherwise, the Agreement will terminate upon the expiration date of October 31, 2011 unless the period of performance is extended by amendment to the agreement and as agreed by both parties. FHWA AGENCY AGREEMENT Pci ect `Cas,r PeverT r)t :!vai1 FFH 4t3t11) FHWA Agreement No: DTFH70- 11-E-00022 Other Agency's Agreement No: EFFECTIVE DATE: EXPIRATION DATE: IX. Agreement Standard Conditions Financial 1, Funding. In no case will the Servicing Agency make commitments or expenditures beyond 100% of funds obligated under this agreement as modified. 2. Additional funds. The Requesting Agency and the Servicing Agency shall closely monitor funds. The Requesting Agency may increase the total obligation by modifying this agreement. 3. Duration of the agreement. When agreement performance is expected to extend beyond the funding limits of the Requesting Agency's appropriation, the agreement may be extended provided the agencies have executed a modification using new funding. 4. Agreement Closeout. Upon receipt of the final accounting of project costs, the Requesting Agency will close the Servicing Agency account. The remaining balance in the agreement account will be de -obligated by the Requesting Agency Finance Office upon receipt of approved close-out documentation by the Contracting Officer. Laws 5. Compliance with Applicable Laws. Both parties agree to comply with authorities, laws and regulations cited in this document. 6.508 Compatibility, Each Electronic & Information Technology (EIT) item/service furnished under this agreement shall comply with Section 508 of the Rehabilitation Act of 1973 (29 U,S.C, 794d), as updated in 1998. 7. Competition Requirements for Servicing Agency. All acquisitions awarded by the servicing agency in performance of this agreement shall comply with the Competition in Contracting Act (CICA), public law 98-369. (Applicable to agreements with other Federal agency) Administration 8. Responsibilities. The Requesting Agency COTR and the Servicing Agency designated official shall be responsible for technical oversight of the specified item/service, as set forth in the attached statement of work. See Block 8c, Signature Date October 31, 2011 Page 6of6 9. Third Party Liability. With respect to third -party liability for acts arising out of the performance of official duties by a government employee of the Servicing Agency, the Servicing Agency undertakes responsibilities for the investigation, adjudication, settlement, and payment of any claim asserted against the United States; except that, in all cases, the responsibility for the investigation, adjudication, settlement, and payment of any claim with respect to third -party liability arising out of the use, damage, or destruction of loaned personal property shall be the responsibility of the particular agency that has custody and control of the said personal property. In addition, the Servicing Agency representative shall have the duty of investigating and reporting, in accordance with the Servicing Agency's regulations and policies, incidents occurring on, or involving that Servicing Agency's real property, and the Requesting Agency agrees to cooperate fully in such investigations. 10. Disputes. Agency employees responsible for the administration of this agreement will be the initial points of contact for any disputes arising under this agreement. Disputes may be submitted in writing to either of these persons. Any disputes that are not resolved at this level may be referred to their respective agency's reviewing official for resolution. Pending the resolution or claim pursuant to this article, the parties agree that performance of all obligations shall be pursued diligently in accordance with terms and conditions of the Agreement Other 11. Property. Purchase of equipment required for performance of the work must be authorized by the agreement. 12. Travel. All travel under this agreement shall be in accordance with the Federal Travel Regulations, unless otherwise agreed to by both agencies. 2010 OREGON FOREST HIGHWAY PAVEMENT PRESERVATION PROJECT PROPOSAL (To be completed jointly by Forest Service and State/County/Local Agency) An electronic copy of this form is available for submittal at: http://www.wfl.fhwa.dot.gov/programs/_plh/fh/ Forest Highway Inventory Name: Cascade Lakes Highway FH Route # 46 Local Route # 4107 Project Name: Cascade Lakes Highway Chipseal Agency with Jurisdiction: (Consider road ownership, and operation, law enforcement. Check all that apply.) () Forest Service () State (X) County () Local Agency () Other: Agency currently maintaining roadway: (Check all that apply.) () Forest Service () State (X) County ( ) Local Agency () Other: Sponsor. (Entity with authority to finance, build, acquire right-of-way, or maintain a public highway. Sponsor will assume jurisdiction and maintenance of the improved roadway. Check all that apply.) () Forest Service () State (X) County ( ) Local Agency () Other: Route is identified within the following (Check all that apply and show plan name): () Land Management Plan: (X) County Comprehensive Plan: Considering the entire Forest transportation network, this project's priority is... Functional Classification: (Show official designations of route.) () National Highway System (X) Arterial () Major Collector () Minor Collector () Local Road (X) High ()Med O Low Considering the entire State regional or County transportation network, this project's priority is... (X) High () Med Low () Acres of National Forest accessed by this route: Primary visitor destinations: High Cascades Lakes and wilderness area Termini (Mile Posts or Begin 60.87 landmarks End 47.29 Proposed lead agency for project: () Forest Service () State (X) County () Local agency Project Length (miles 13.58 Project construction funds requested from Forest Highway Program: 0 Full costs (X) Partial costs, amount $ 300,000 Estimated Total Construction Costs: r $ 498,759 Other Funding Contributions to Project: $ 198,759 From: Deschutes County Page 1 of 5 Pages Traffic Volumes Current Actual Counts Estimated ADT SADT (peak season) % Trucks % Forest related Timber (MMBF) or other resource extraction 567 7% 95% 9 mmbf 5-10 mmbf Combination of commercial timber sales, commercial & personal firewood, & other forest commodities Problem Statement: What purpose does this roadway serve? What is the need for this project? (Describe pavement deficiencies). Describe the consequences if these conditions are not addressed. This route is a major tourist attraction in the summer months as it provides access to all the High Cascade Lakes and also several access points to the Three Sisters Wilderness area. It has several Scenic Designations; National Forest Scenic Byway established in 1989, Oregon State Scenic Byway established in 1997 and National Scenic Byway established in 1998. This road was overlaid in 2001 through the Forest Highway Program and it is the County's policy to chip seal new pavement within 7 — 9 years. This pavement is showing signs of raveling in certain areas and there is also areas of staining that have been identified by the FHWA as calcium carbonate. They did not feel the staining was deleterious to the roadway. Description of proposed work: Include roadway width and surface type. Include optimum year work should be done and year work needs to be done no later than. The current width of the roadway proposed for the chip seal varies from 28 to 32 feet. The chip seat should be completed by 2011 with the latest date being 2012 Describe level of improvement planned or constructed on adjacent sections of route: Identify funding sources. None at this time Construction Cost Estimate: Fill-in estimates for appropriate items. Add items as needed. Use current unit prices for force account or contracted out as anuronriate Quantity Item Unit Price Unit Total Crack Seal $ Linear Feet $ 243,600 Chip. Seal $ 1.80 Square Yards $ 438,480 Fog Seal, Slurry Seal $ Square Yards $ Asphalt concrete pavement $ Square Yards $ Geotextile $ Linear Feet $ 13.58 Pavement Markings $ 1,100 Mile $ 14,938 Other: Page 2 of 5 Pages How does theproject relate to the following evaluation criteria? 1. PRESERVATION GOAL Improvement of the transportation network for economy of operation and maintenance. • Is the proposed project identified within a pavement management system? Would the proposed project correct a "fair" or "good" pavement condition identified by a pavement management system? Pavements in "poor" condition require more extensive work than the scope of this call. Cascade Lakes Highway is included in Deschutes County's pavement management system. The pavement is currently rated in a "good" condition and the chip seal would put it into the "very good" category. 2. ECONOMIC GOAL A. Development and utilization of the National Forest System and its resources. • How does this proposed project enhance or maintain the access and/or utilization of the National Forest System? All of the high cascade lakes and also trailheads into the wilderness area rely on this road for access. Good examples of high use areas would be the Green Lakes trailhead, access to South Sister from Devils Lake, access to Elk Lake Resort, Cultus Lake resort and Crane Prairie Resort. Page 3 of 5 Pages Other: Sub -Total $ Mobilization (10% of Sub -Total) $ , Lump sum $ 45.341 TOTAL ESTIMATED CONSTRUCTION COST $ 498.759 How does theproject relate to the following evaluation criteria? 1. PRESERVATION GOAL Improvement of the transportation network for economy of operation and maintenance. • Is the proposed project identified within a pavement management system? Would the proposed project correct a "fair" or "good" pavement condition identified by a pavement management system? Pavements in "poor" condition require more extensive work than the scope of this call. Cascade Lakes Highway is included in Deschutes County's pavement management system. The pavement is currently rated in a "good" condition and the chip seal would put it into the "very good" category. 2. ECONOMIC GOAL A. Development and utilization of the National Forest System and its resources. • How does this proposed project enhance or maintain the access and/or utilization of the National Forest System? All of the high cascade lakes and also trailheads into the wilderness area rely on this road for access. Good examples of high use areas would be the Green Lakes trailhead, access to South Sister from Devils Lake, access to Elk Lake Resort, Cultus Lake resort and Crane Prairie Resort. Page 3 of 5 Pages B. Enhancement of economic development at the local, regional, or national level, including tourism and recreational travel. • Identify the type of Forest related economic development opportunities the proposed project would support. • How would the proposed improvement contribute to local, regional or national benefits? • Identify the community or communities economically dependent on the network, and the elements that comprise the economy (e.g. timber, tourism, etc.) How is the economy tied to the transportation network? How will the proposed project improve the transportation network and support the community's economic goals/needs or other economic plan? • Is the proposed project located on a designated scenic byway? If yes, identify the scenic byway and explain the anticipated economic benefit related to the byway. This road is heavily used by tourist traffic coming to Central Oregon with many of the local attractions and their parking areas reaching beyond their capacity during the summer months on long weekends. Many of the travelers stay over in Bend to explore the lakes and wilderness area available on this road. Portions of this road are also used as a race course for the Cascade Cycling Classic held in Bend every summer. This is a professional bicycle race that draws competitors from all over the United States and Europe. It is also highly used by recreational cyclists. Several resorts are also accessed by this route including Elk Lake Resort, Cultus Lake Resort and Crane Prairie Resort. These premier fishing lakes along with the upper Deschutes River are key elements in Deschutes County's standing by the Oregon Department of Fish and Wildlife's 2008 report listing Deschutes County as the highest non -coastal fisheries in the State, bring $1,000's of dollars into our local economy. There are several Scenic designations for this road: National Forest Scenic Byway established in 1989, Oregon State Scenic Byway established in 1997 and National Scenic Byway established in 1998 3. MOBILITY GOAL A. Continuity of the transportation network serving the National Forest System and its dependent communities. • Identify the system transportation plan or pavement management system plan and briefly describe the needs identified in plan. What are the consequences of not addressing these needs? • Is the road the sole access to the area? Title 23 of the Deschutes County Code covers the Comprehensive Plan for Deschutes County. Section 23.64.070, Road Management System states the Counties goal is to maintain the County road network pavement in good to excellent condition. One of the main policies of this section states that Deschutes County shall continue to maintain and preserve the County road network through its pavement management system which guides a program of paving, repairing, reconstruction, drainage clearance and vegetation control. By not keeping up with the maintenance schedule, this road will deteriorate to the point that it will not be accessible to all types of vehicles as it is today. Cascade Lakes Highway is also identified in the 1998 Deschutes County Transportation System Plan as a Forest Highway and is the sole access to the High Cascades Area. Many of the lakes and trailheads to wilderness area along with several resorts can only be accessed by this road. Page 4 of 5 Pages B. Mobility of the users of the transportation network and the goods and services provided. • Who are the users of the transportation network? What are the major traffic generators (destination or resource extraction) for this route? • What goods and services are transported along this segment of the network? This route is heavily used by hikers, cyclists, boaters, anglers, motorcycle and automobile clubs and campers that access the high cascade lakes and wilderness area. It is also used by logging trucks along with construction traffic that utilizes the Deschutes Bridge aggregate source. The road is also the main route for goods and services to be delivered to Elk Lake Resort, Cultus Lake Resort and Crane Prairie Resort. Other Remarks: JOINTLY SUBMITTED BY National Forest: State/County/Loca1 Sponsor: Desc tes Ce,,w.t i Forest Supervisor Name (print): 31n v-1 . Al . •ex, 0 District Administrator, Commissioner, Local Agency Head Name (print • �I�,r R6� eiP� i7''a�t•+r r- Signature: A.- �--�.. Signature: �. ..— `/� Date: 1 t 0 Date: /2J fin E -Mail: g -QS . f . . its E -Mail: tomb e�� e1e1 ��.�r.“s Telephone. (5,..4 t 5•BL,3 - 5512_ Telephone: (SA/ i) 32 2 - 710 6 -- Point Point of Contact: Point of Contact: CAto �`'8', Qq Title: Title: CA' �� tau 4...,, ,•-, too— E-mail: E-mail: :.✓sc K e Co. 6esc.Mv-k i • er. us Telephone: Telephone: C.94.) '5tt-'1113 Submittal Requirements: Proposals must be emailed to WFL.CallForProjects@dot.gov by December 15, 2010 and include the following: 1. Completed and signed project proposal along with a map identifying the proposed project location and termini. 2. Photos of the proposed preservation work representative of the condition of the proposed segment. (approximately 6-12 photos depending on project length and work need) Page 5 of 5 Pages 2Q11 Cascad - Lakes H's hwa Chipseal End Project MP: 47:29 FS Road 4830-750 • SOUTH TWIN LAKE FS RD 42 NORTH TWIN U KR 0' Countyr.`llne Deschutes Courtly Legend I Mile Points ■� Portion to Chlpeeal Ccunh, Route Gentofte Efr Rivet ® Lake County Lino 1 frit r tiff III 0 1 2 3 1:100,000 Printed: November 29, 2010 1 1 4 Miles John Mderson GIS Sow Dant mine 0.1)322.710Z Johneataaesnm or.,,, MGm[ 61150 SF 7Th2 Reed 00 97707 The IeLi mi • tlfe n p.r O&M Ren 104 elmt on a Ousd,rercoveys Qld Cam us* Odor MVie tnrarefede nap- Oesd s coral Nowt _ ra.pe,.Rei, R,r ansa enisde ,, s poniard asrce4 sink dream, a,a. w no wenw*eeahiitean rtalipedal. Mow—,,oYedeecf am viers will be eaaedlod ►w.arlsd,d, wcrs++cdcuwsn, 2010 OREGON FOREST HIGHWAY PAVEMENT PRESERVATION PROJECT PROPOSAL (To be completed jointly by Forest Service and State/County/Local Agency) An electronic copy of this form is available for submittal at: http://www.wfl.fhwa.dot.gov/orograms/nlh/fh/ Forest Highway Inventory Name: Cascade Lakes Highway FH Route # 46 Local. Route # 4107 Project Name: Cascade Lakes Highway Chipseal Agency with Jurisdiction: (Consider road ownership, and operation, law enforcement. Check all that apply.) O Forest Service O State (X) County () Local Agency () Other: Agency currently maintaining roadway: (Check all that apply.) ( ) Forest Service () State (X) County ( ) Local Agency () Other: Sponsor: (Entity with authority to finance, build, acquire right-of-way, or maintain a public highway. Sponsor will assume jurisdiction and maintenance of the improved roadway. Check all that apply.) () Forest Service () State (X) County () Local Agency () Other: Route is identified within the following (Check all that apply and show plan name): () Land Management Plan: (X) County Comprehensive Plan: Considering the entire Forest transportation network, this project's priority is... Functional Classification: (Show official designat'ons of route.) () National Highway System (X) Arterial () Major Collector () Minor Collector () Local Road ( X) High ()Med () Low Considering the entire State regional or County transportation network, this project's priority is... (X) High ()Med Low ( Acres of National Forest accessed by this route: Primary visitor destinations: High Cascades Lakes and wilderness areas Termini (Mile Posts or Begin 47.29 landmarks) End 3232 Proposed lead agency for project: ( ) Forest Service () State (X) County O Local agency Project Length (miles) 14.97 Project construction funds requested from Forest Highway Program: 0 Full costs (X) Partial costs, amount $ 300,000 Estimated Total Construction Costs: $ 505,094 Other Funding Contributions to Project: $ 205,094 From: Deschutes Coun Page 1 of 5 Pages Traffic Volumes Current Actual Counts Estimated ADT SADT (peak season) % Trucks % Forest related Timber (MMBF) or other resource extraction 567 70/0 95% 9 mmbf 5-10 mmbf Combination of commercial timber sales, commercial & personal firewood, & other forest commodities Problem Statement: What purpose does this roadway serve? What is the need for this project? (Describe pavement deficiencies). Describe the consequences if these conditions are not addressed. This route is a major tourist attraction in the summer months as it provides access to all the High Cascade Lakes and also several access points for the Three Sisters wilderness area. It has several Scenic Designations; National Forest Scenic Byway established in 1989, Oregon State Scenic Byway established in 1997 and National Scenic Byway established in 1998. This road was overlaid in 2001 through the Forest Highway Program and it is the County's policy to chip seal new pavement within 7 — 9 years. This pavement is showing signs of raveling in certain areas and there is also areas of staining that have been identified by the FHWA as calcium carbonate. They did not feel the staining was deleterious to the roadway. Description of proposed work: Include roadway width and surface type. Include optimum year work should be done and year work needs to be done no later than. The current width of the roadway proposed for the chip seal is 28. The chip seal should be completed by 2012 with the latest date being 2013 Describe level of improvement planned or constructed on adjacent sections of route: Identify funding sources. None at this time Construction Cost Estimate: Fill-in estimates for appropriate items. Add items as needed. Use current unit prices for force account or contracted out as ant,rovriate quantity Item Unit Price Unit Total Crack Seal $ Linear Feet $ 245,950 Chip Seal $ 1.80 Square Yards S 442,710 Fog. Seal, Slurry Seal $ Square Yards $ Asphalt concrete pavement $ Square Yards $ Geotextile $ Linear Feet $ 14.97 Pavement Markings $ 1,100 Mile $ 16,467 Other: Page 2 of 5 Pages How does the project relate to the following evaluation criteria? 1. PRESERVATION GOAL Improvement of the transportation network for economy of operation and maintenance. • Is the proposed project identified within a pavement management system? Would the proposed project correct a "fair" or "good" pavement condition identified by a pavement management system? Pavements in "poor" condition require more extensive work than the scope of this call. Cascade Lakes Highway is included in Deschutes County's pavement management system. The pavement is currently rated in a "good" condition and the chip seal would put it into the "very good" category. 2. ECONOMIC GOAL A. Development and utilization of the National Forest System and its resources. • How does this proposed project enhance or maintain the access and/or utilization of the National Forest System? All of the high cascade lakes and also trailheads into the wilderness areas rely on this road for access. Good examples of high use areas would be the Green Lakes trailhead, access to South Sister from Devils Lake, access to Elk Lake Resort, Cultus Lake Resort and Crane Prairie Resort. Page 3 of 5 Pages Other: Sub-Total $ Mobi[ization (10% of Sub-Total) $ Lump sum $ 45,917 TOTAL ESTIMATED CONSTRUCTION COST L.59.5.0.94 How does the project relate to the following evaluation criteria? 1. PRESERVATION GOAL Improvement of the transportation network for economy of operation and maintenance. • Is the proposed project identified within a pavement management system? Would the proposed project correct a "fair" or "good" pavement condition identified by a pavement management system? Pavements in "poor" condition require more extensive work than the scope of this call. Cascade Lakes Highway is included in Deschutes County's pavement management system. The pavement is currently rated in a "good" condition and the chip seal would put it into the "very good" category. 2. ECONOMIC GOAL A. Development and utilization of the National Forest System and its resources. • How does this proposed project enhance or maintain the access and/or utilization of the National Forest System? All of the high cascade lakes and also trailheads into the wilderness areas rely on this road for access. Good examples of high use areas would be the Green Lakes trailhead, access to South Sister from Devils Lake, access to Elk Lake Resort, Cultus Lake Resort and Crane Prairie Resort. Page 3 of 5 Pages B. Enhancement of economic development at the local, regional, or national level, including tourism and recreational travel. • Identify the type of Forest related economic development opportunities the proposed project would support. • How would the proposed improvement contribute to local, regional or national benefits? • Identify the community or communities economically dependent on the network, and the elements that comprise the economy (e.g. timber, tourism, etc.) How is the economy tied to the transportation network? How will the proposed project improve the transportation network and support the community's economic goals/needs or other economic plan? • Is the proposed project located on a designated scenic byway? If yes, identify the scenic byway and explain the anticipated economic benefit related to the byway. This road is heavily used by tourist traffic coming to Central Oregon with many of the local attractions and their parking areas reaching beyond their capacity during the summer months on long weekends. Many of the travelers stay over in Bend to explore the lakes and wilderness area available on this road. Portions of this road are also used as a race course for the Cascade Cycling Classic held in Bend every summer. This is a professional bicycle race that draws competitors from all over the United States and Europe. It is also highly used by recreational cyclists. Several resorts are also accessed by this route including Elk Lake Resort, Cultus Lake Resort and Crane Prairie Resort. These premier fishing lakes along with the upper Deschutes River are key elements in Deschutes County's standing by the Oregon Department of Fish and Wildlife's 2008 report listing Deschutes County as the highest non -coastal fisheries in the State, bring $1,000's of dollars into our local economy. There are several Scenic designations for this road: National Forest Scenic Byway established in 1989, Oregon State Scenic Byway established in 1997 and National Scenic Byway established in 1998 3. MOBILITY GOAL A. Continuity of the transportation network serving the National Forest System and its dependent communities. • Identify the system transportation plan or pavement management system plan and briefly describe the needs identified in plan. What are the consequences of not addressing these needs? • Is the road the sole access to the area? Title 23 of the Deschutes County Code covers the Comprehensive Plan for Deschutes County. Section 23.64.070, Road Management System states the Counties goal is to maintain the County road network pavement in good to excellent condition. One of the main policies of this section states that Deschutes County shall continue to maintain and preserve the County road network through its pavement management system which guides a program of paving, repairing, reconstruction, drainage clearance and vegetation control. By not keeping up with the maintenance schedule, this road will deteriorate to the point that it will not be accessible to all types of vehicles as it is today. Cascade Lakes Highway is also identified in the 1998 Deschutes County Transportation System Plan as a Forest Highway and is the sole access to the High Cascades Area. Many of the lakes and trailheads to wilderness area along with several resorts can only be accessed by this road. Page 4 of 5 Pages B. Mobility of the users of the transportation network and the goods and services provided. • Who are the users of the transportation network? What are the major traffic generators (destination or resource extraction) for this route? • What goods and services are transported along this segment of the network? This route is heavily used by hikers, cyclists, boaters, anglers, motorcycle and automobile clubs and campers that access the high cascade lakes and wilderness area. It is also used by logging trucks along with construction traffic that utilizes the Deschutes Bridge aggregate source. The road is also the main route for goods and services to be delivered to Elk Lake Resort, Cultus Lake Resort and Crane Prairie Resort. Other Remarks: JOINTLY SUBMITTED BY National Forest: State/County/Local Sponsor: Drsciktfe-.L 6t,,� Forest Supervisor Name (print): -To kY\ R A` l-ein t District Administrator,Rata Commissioner, Local Agency Head Name (print): -�- f bee D 4 e - Signature: 1 , 1 (�� . Signature: I .- - Date: 12 ( p Date: f,// 09//.. E -Mail: r COI-CI6D-05 .-c-cd . 1A5 E -Mail: 100,6®co.desvtN.rea.or, u,.c Telephone. 15.4(j 3a3 _ 55 1 2 Telephone: ( ) .2, -La -1 l a 5-- Point of Contact: Point of Contact: [; 4-6,E �17kA, i F Title: Title: ev,,,v, LI c*,,(, 14.) it - E -mail: E-mail: facors_e"v._ ett.: leick.✓k%-or,,os Telephone: Telephone: (s,41) 3 Z z - 11 t 3 Submittal Requirements: Proposals must be emailed to WFL.Ca11ForProjects(r)dot.gov by December 15, 2010 and include the following: 1. Completed and signed project proposal along with a map identifying the proposed project location and termini. 2. Photos of the proposed preservation work representative of the condition of the proposed segment. (approximately 6-12 photos depending on project length and work need) Page 5 of 5 Pages / • 4 1s 2012 Cascade Lakes Highway Chipseal s 0 SPARKLAKE End Project MP ,32.32 . FS Road 4625 North; of Elk;Lake: LITTLE L4VA LAKE 410 Legend 1 We Pointe Portion to Chipsesl County Route Centerline River Ell Lake County Line 1 1 1 j 1 I I J r 1 r 1 1 1 1 0 1 2 3 4 Miles 1:125,000 Printed: November 30, 2010 John Anderson Gu svrc331,31 Maw (5411 322.7112 trn.r r )erm.Aco deans. ar. us morels ai ISD SE 27331 S: Bend. 012 97702 Tlr Yibeidm am the imp was dnMd Ow *PM three.. m Ossetaise Coatis Olt Cos •urea.. Yr M aria areal map, D mulmeal Cosily caved escape try riapaaelegr lbs errata. aeimiaaa, o poeOmr aeaaaq.d tribe. San us no warrarilaewMldr ateorrpary tie prodart. Nararie. rOedsa Of ow errors will w aoirdaYia P.WaBre_13.103001C01300•11CanaY Woo 21712