HomeMy WebLinkAboutDoc 002 - Amend Fed Match Agrmt - Fall Cr BridgeDeschutes 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 January 5, 2015
DATE: December 22, 2014
FROM: George Kolb, County Engineer Road 541-322-7113
TITLE OF AGENDA ITEM:
Consideration of Board signature of Document No. 2015-002, Modification Number One to the Federal
Lands Access Program (FLAP-21) Match Agreement for the Fall Creek Bridge Replacement.
PUBLIC HEARING ON THIS DATE? NO.
BACKGROUND AND POLICY IMPLICATIONS:
Deschutes County is working with the Federal Highway Administration (FHWA) to reconstruct the Fall
River Bridge located on the Cascade Lakes Highway. This reconstruction will involve removal of the
existing weight limited structure and replacement with a new structure that will provide more clearance
over the stream and will meet Federal requirements for bridge structures. The funding for this project
was applied through the Federal Lands Access Program (FLAP-21) which means the County is
responsible for a 10.27% match of the project cost. The original estimated cost of the project was
$1,234,500 with Federal Highways contributing $1,107,717 and Deschutes County's contribution
estimated to be $126,783. The original proposed budget assumed the use of GRS abutments for the
new bridge, which are a less expensive foundation for the bridge construction. After the geotechnical
and seismic evaluation was completed, it was detennined that the GRS abutments would not work and
the design was changed to a steel pile foundation. This changed increased the cost of the project to
where the Federal Highways contribution will be $2,305,235 and Deschutes County's match amount
will be $263,847. The in-kind match amounts originally proposed by the County in the original
agreement are still valid and will not be revised per this agreement.
FISCAL IMPLICATIONS:
Funding for this project will be budgeted via the Capital Improvement Project (CIP) budget line. The
Road Department has accumulated CIP reserves in excess of the required match amount. Additionally,
SDC funds can be utilized for the match requirement as well.
RECOMMENDATION & ACTION REQUESTED:
Move approval of Board signature of Document No. 2015-002, Modification Number One to the
Federal Lands Access Program (FLAP-21) Match Agreement for the Fall Creek Bridge Replacement.
ATTENDANCE: George Kolb, County Engineer
DISTRIBUTION OF DOCUMENTS:
Return both originals to Sheila OdIe (ext. 7148) at the Road Department for forwarding on to the
Federal Highway Administration for final signature.
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This fonn 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 Fonn is also required. If this fonn is not included with the document. the document will be retumed 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 fonn with your documents, please submit this fonn
electronically to the Board Secretary.)
Please complete all sections above the Official Review line.
Date: IDecember 22, 20141 Department: IRoadl
Contractor/Supplier/Consultant Name: Federal Hi Administration
Contractor Contact: homas Lone an Contractor Phone #: ~
~19-789ij
Type of Document: Federal Lands Access Program Project Match Agreement
Goods and/or Services: This Agreement outlines the fiscal responsibilities of both the
Federal Highway Administration and Deschutes County concerning the completion of
the Fall Creek Bridge Replacement project
Background & History: Deschutes County is working with the Federal Highway
Administration (FHWA) to reconstruct the Fall River Bridge located on the Cascade
Lakes Highway. This reconstruction will involve removal of the existing weight limited
structure and replacement with a new structure that will provide more clearance over
the stream and will meet Federal requirements for bridge structures. The funding for
this project was applied through the Federal Lands Access Program (FLAP-21) which
means the County is responsible for a 10.27% match of the project cost. The original
estimated cost of the project was $1,234,500 with Federal Highways contributing
$1,107,717 and Deschutes County's contribution estimated to be $126,783. The
original proposed budget assumed the use of GRS abutments for the new bridge which
are less a expensive foundation for the bridge construction. After the geotechnical and
seismic evaluation was completed, it was determined that the GRS abutments would
not work and the design was changed to a steel pile foundation. This changed
increased the cost of the project to where the Federal Highways contribution will be
$2,305,235 and Deschutes County's match amount will be $263,847. The in-kind match
amounts originally proposed by the County in the original agreement are still valid and
will not be revised per this agreement.
Agreement Starting Date: IUpon Signaturej Ending Date: IProjec~
Annual Value or Total Payment: INone!
o Insurance Certificate Receiled (CleCk box)
Insurance Expiration Date:
Check all that apply: o RFP, Solicitation or Bid Process o Informal quotes «$150K)
12/22/2014
D Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37)
Funding Source: (Included in current budget? r8J Yes D No
If No, has budget amendment been submitted? DYes D No
Is this a Grant Agreement providing revenue to the County? DYes l8J No
Special conditions attached to this grant:
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: DYes D No
Contact information for the person responsible for grant compliance:
Name:
Phone#:
'------'
Departmental Contact and Title: George Kolb, County Engineer
Phone#: 541-322-7113 f __ ~.
Department Director Approval: --~----=-'7t----
SiQflitUf"e Date
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): D BOCC D Department Director (if <$25K)
Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. _____1
Legal Review Date
Document Number __
12/22/2014
Fall Creek Bridge Replacement
2013 Oregon Federal Lands Access Program
Fall Creek Bridge
Project location
I
2,000
,
3,000
I
4,000 Feet
Print: November 14, 2012
Legend
Joh n And erson, GIS Analyst
Ph<.ine; (541) 322·7102
Emil!: JOh o~.crv
A<tIre5I5 : 61150 5E 27tlt 51
) ( Bridge
Milepost
The infonnaIioo on this mep wllS *riwd fran dlJDl doiIIIt.s.. on
~CounIy's GJ.S . c••was.un in .... crnlioo olthis--County Road map, but ~ .. pr""ided "as is". Oeschules County ....noI ..apt ..y
responsibility for en<>rs, omssicons, 0' posili_l ..curacy in !he dgilal--Stream ..... Of the u~ng rec.,.ds. Th_ are now.,""ies, ..pess or
implied, inducing th_ w..,.,ney of _'mwnDIiIy or ftIness b •
partie ...., purpose, accanponying lIDs ",oGIct. ~, node..enLake of ~.,ers wil b_ ."",eciatad.
PlArcGIS_ProjedSl Bridgesl Fa ll Creek Bridge Replacement
Western Federal Lands Highway Division, FHWAUS Department of Transportation Federal Lands Access Program
610 E. Fifth Street
Federal Highway Administration Match Agreement Vancouver,WA 98661
State: Oregon Mod Number 1
Project Number/Name: OR PFH 46(13), Fall Creek Bridge Replacement
Parties to this Agreement:
U.S. Department of Transportation
Federal Highway Administration
Western Federal Lands Highway Division, FHWA
and
Deschutes County
Purpose of Agreement:
The purpose of this agreement is to document the intent of Deschutes 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.C
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 eliminate load limits and debris accumulation on the Fall Creek
Bridge on the Cascade Lakes Highway at MP 26.52. 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 (PDq, consisting of FHWA, the State of
Oregon, 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 Oregon State Federal Lands Access Program.
The matching requirement under MAP-21 will be met by Deschutes 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.-8uidance_nfmr.htm) as
shown in the Funding Plan. In the state of Oregon, the match rate is 10.27% of the total project cost. Deschutes County
will be responsible for meeting their match requirement for their share of costs incurred on the project after October 1,
2012; which is the date for implementation of MAP-21.
OR PFH 46(13) Fall Creek Bridge Replacement Page 1 of 6
Western Federal lands Highway Division, FHWA
US Department of Transportation Federal lands Access Program
610 E. Fifth Street
Federal Highway Administration Match Agreement Vancouver, WA 98661
Budget:
The following documents the expected costs of this project and the Match required:
Item Amount
Planning
Preliminary Engineering $287,000
Construction $1,816,000
Construction Engineering $284,500
Contingency -Contract Mods $181,600
Total Estimated Cost: $2,569,100
Match Rate Required (23 USC 120): 10.27% * Calculated by multiplying the Total Estimated Cost that is
Value of Match Required*: $263,847
subject to match requirements by the percentage match
required.
OR PFH 46(13) Fall Creek Bridge Replacement Page 2 of6
Western Federal Lands Highway Division, FHWA US Department of Transportation Federal Lands Access Program
610 E. Fifth Street
Federal Highway Administration Match Agreement Vancouver,WA 98661
All Access Program expenditures associated with this project after October 1, 2012 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. Estimated costs are based on the best budgeting 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 Deschutes Cty In-Kind Service 12/1/2013 $14,465 Survey
PE Deschutes Cty In-Kind Service 1/1/2015 $6,846 Plan reviews and site visits by County
Engineer
CN Deschutes Cty Cash 1/1/2015 $224,480 Match for CN, CE, CM
CE Deschutes Cty In-Kind Service 1/1/2016 $18,056 Preconst mtg, site review durign constr,
coordination
Total: $263,847 Total W/O Toll Credits: $263,847
Deschutes 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 [49 CFR 18 or 19] and Federal cost principles.
Final in-kind match will be determined based on actual expenditures at the conclusion of project work in order to determine
the minimum match committment 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 and 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 on third party in-kind contributions was derived. To the extent feasible, volunteer services will be supported by the
same methods that the organization uses to support the allocability of regular personnel costs. 49 CFR 18.24(b)(6)
Federal Highway Contributions:
Phase Fund FY Amount Comment
PE G200 2014 $106,421 Actual
PE G200 2014 $35,000 Actual -Obligation -Geotechnical drilling
PE G200 2015 $124,268
CN G200 2015 $1,591,519
CM G200 2015 $181,600 Hold in reserve
CE G200 2015 $266,445
---------~
Total: $2,305,253
OR PFH 46(13) Fall Creek Bridge Replacement Page 3 of 6
r..;,,,~}
Western Federailands Highway Division, FHWA
US Department of Transportation Federal Lands Access Program
610 E. Fifth Street
Federal Highway Administration Match Agreement Vancouver, WA 98661
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 project or provide funds for the project, but provides
required matching if FHWA expends funds to advance the project.
Modification:
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 Deschutes County in accordance with the payment schedule set forth in the Funding Plan. After receiving the
invoice, Deschutes County can transmit the funds either through Pay.Gov (https://pay.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: Deschutes County
John Huestis, Federal Lands Access Program Manager Wayne Lowry, Finance Director
Western Federal Lands Highway Division, FHWA
610 E. Fifth Street 61150 SE 27th Street (Road Department)
1300 NW Wall Street, 2nd Floor (County Office)
Vancouver,WA 98661 Bend, OR 97702
(360) 619-7791 (541) 617-4721
john.huestis@dot.gov finance@deschutes.org
OR PFH 46(13) Fall Creek Bridge Replacement Page 40f 6
Western Federal lands Highway Division, FHWA
US Department of Transportation Federal Lands Access Program
610 E. Fifth Street
Federal Highway Administration Match Agreement Vancouve~WA 98661
This Agreement shall be effective as of the date of the last signature:
Deschutes County
Approved By:
Anthony DeBone, Chair, County Commissioners Date
OR PFH 46(13) Fall Creek Bridge Replacement Page50f6
--------------------------------------
Western Federal Lands Highway Division, FHWA
US Department of Transportation Federal Lands Access Program
610 E. Fifth Street
Federal Highway Administration Match Agreement Vancouve~ WA 98661
U.S. Department of Transportation
Federal Highway Administration
Western Federal Lands Highway Division, FHWA
Approved By:
Dan Donovan, Director of Program Administration Date
OR PFH 46(13) Fall Creek Bridge Replacement Page 6 of6