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Home My WebLink AboutDoc 052 - Fed Hwy Admin - Fall Creek BridgeIDeschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 I I(541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org AGENDA REQUEST & STAFF REPORT For Board Business Meeting of January 28, 2015 Please see directions for completing this document on the next page. DATE: January 15,2015 FROM: George Kolb, County Engineer Road 541-322-7113 TITLE OF AGENDA ITEM: Consideration of Signature of Document No. 2015-052, 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 Fall Creek Bridge Replacement 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 replacement of the Fall Creek Bridge located on Cascade Lakes I Highway. On August 28,2013, the County signed a Federal Lands Access Program Match Agreement " for the Fall Creek Bridge Replacement project with a subsequent modification to the agreement signed on January 13,2015. As part ofthis agreement, the County was obligated to provide a 10.27% match of J_•• the project costs. The County's share of the project cost is $224,480. The Funds Transfer Agreement i 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 FHW A and Deschutes County FISCAL IMPLICATIONS: The amount of$284,500 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. 2015-052, 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 Fall Creek Bridge Replacement project. ATTENDANCE: George Kolb, County Engineer DISTRIBUTION OF DOCUMENTS: Return both signed originals to Sheila OdIe (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.) Please complete all sections above the Official Review line. Date: Qanuary 15, 20151 Department: IRoadl Contractor/Supplier/Consultant Name: IFederal Highway Administrationl Contractor Contact: INancie Pruiij Contractor Phone #: 1360-619j ~6721 Type of Document: Funds Transfer Agreement Goods and/or Services: Outlines responsiblities of the Federal Highway Adminstration and Deschutes County concerning the transfer of funds for the Fall Creek Bridge Replacement project. Background &History: Deschutes County is working with the Federal Highway Administration, Western Federal Lands Highway Division (FHWA) on the replacement of the Fall Creek Bridge located on Cascade Lakes Highway. On August 28, 2013, the County signed a Federal Lands Access Program Match Agreement for the Fall Creek Bridge Replacement project with a subsequent modification to the agreement signed on January 13, 2015. 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 project cost is $224,480. I 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 Agreement Starting Date: lupon signature! Ending Date: 112/31/2016 Annual Value or Total Payment: 1$224,48Q I D Insurance Certificate Receiied (CleCk box) Insurance Expiration Date: Check all that apply: D RFP, Solicitation or Bid Process D Informal quotes «$150K) D Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37) Funding Source: (Included in current budget? [8] Yes D No If No, has budget amendment been submitted? DYes D No 1115/2015 Is this a Grant Agreement providing revenue to the County? DYes I2?J 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: Phone #: 541-322-7113 l Department Director Approval: _~:..- , Da __--:;..._____ Signature I Distribution of Document: Who gets the original document and/or copies after it has i been signed? Include complete information if the document is to be mailed. Official Review: County Signature Required (check one): 0 BOCC 0 Department Director (if <$25K) o Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. ____-I) l Legal Review Document Number __________________ JDate t: I f i I t•f , I I 1115/2015 Fall Creek Bridge Replacement 2013 Oregon Federal Lands Access Program Project Location I 2,000 I 3,000 I 4,000 Feet Print: November 14, 2012 Legend ) ( Bridge I Milepost Fall Creek Bridge --County Road ---Stream Lake The informaliClll on this mepWIJS deriwd fran dpl databases on Descltutes CounCy's G.I.S . C_ was IIIIl1en in !he creation ofthis map, but it is prQ\lided "as is". ()eschules County cannot accept any responsilMty for errors, orrissi«lS, or positional accuracy in II1e clgital data Of" the underlying records . ThenI are no w.l1IhIies, I!XprHS or implied, inc:ludng the warranty of merchlllltallilily or fttness !Dr II particular pu~lICCornponying It\is prodJd. Ho_, notilclllion of eny erron> win be aW"eciated. P :lArcGIS_ProjectsI BridgesI FalJ Creek Bridge Replacement REVIEVv/ED rEGA! CO! 1blS!L_,___ us Department ofTransportation Western Federal Lands Highway Division Federal Hilhway Administration 610 E. Fifth Street . Vancouver,VVA 98661 Funds Transfer Agreement Wednesday, January 14, 2015 Deschutes County Providing Funding of $224,480 Western Federal Lands Highway Division, FHWA Agreement II DTFH70-15-E-OOOO8 Project Number/Name: OR PFH 46(13), Fall Creek Bridge Replacement This letter is to confirm that Deschutes County has committed to provide through either electronic funds' transfer or by check, $224,480 to the Western Federal Lands Highway Division, FHWA for project work and/or a construction contract to eliminate load limits and debris accumulation on the Fall Creek Bridge on the Cascade Lakes Highway at MP 26.52. Fund Transfer Summary: Phase Form Amount Received FTANumber Amend II Comment I CN Cash $224,480 DTFH7015EOO008 Match for CN, CE, CM.1 I Total: $224,480 I The following is the Deschutes County's Finance Billing The following is Western Federal Lands Highway Information: Division, FHWA Finance Billing Information: DUNS# Tax 10 II 030-805-147 93-6002292 DUNS# Tax ID# 139-768-597 22-3934584 Finance Contact Wayne Lowry Finance Phone (541) 617-4721 Finance Fax Finance E-mail Street Address City, State, Zip finance@deschutes,ors; 61150 SE 27th Street (Road 1300 NW Wall Street. 2nd Floor Bend,OR 97702 Project Contact George Kolb Project Contact Phone (541) 322-7113 Project Contact Fax Project Contact E-mail finance@deschutes.o!S Finance Contact Finance Phone Finance Fax Finance E-mail Genise L Dance (360)'619-7534 (360) 619-7945 . genise.dance@dot.gov Pete Field Project Contact Project Contact Phone (360) 619-7619 Project Contact Fax (360) 619-7945 Project Contact E-mail peter.field@dot.gov Expiration Date: This Funds Transfer Agreement will expire on December 31, 2016. The current authorized funding is $224,480.00. 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. Anthony DeBone, Deschutes County Commissioner Deschutes County, Oregon Date Marlene M. Marcellay, Contracting Officer Western Federal Lands Highway Division, FHWA Date I I f ~ ! DC 201 - 0 5?