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Match agreement with (WFLHD) and (FLAP) BEFORE THE BOARD OF COUNTY COMMISSIONERS OF LEWIS COUNTY, WASHINGTON IN THE MATTER OF: } Approving a Match Agreement between Lewis } County and Western Federal Lands Highway } Resolution No. 15- £ O Division (WFLHD), Federal Highway Administration for } Federal Lands Access Program (FLAP) grant funding } WHEREAS, Lewis County was awarded FLAP grant funding by the WFLHD of the Federal Highway Administration for roadway improvements on Cispus Road; and WHEREAS, the purpose of the Match Agreement is to document the intent of Lewis County to meet its match requirement for the Cispus Road Project as authorized under the Moving Ahead for Progress in the 21st Century Act (MAP-21); and WHEREAS, the Public Works Director/County Engineer has reviewed and recommends execution of the Match Agreement for the FLAP grant funding. NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners has determined execution of the FLAP Match Agreement to be in the best public interest and is hereby approved, and the Public Works Director/County Engineer is authorized to sign the same. PASSED IN REGULAR SESSION this 9th day of February, 2015. APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS Jonathan,L. - ger Prosecuting Attorney LEWIS COUNTY, WASHINGTON 7 AN 46--1 r 4 .."(OK& .-.0 __....AiLe-A ..: By: Deputy Prosecuting Attorney Edna J. Fd 4, h. ' M_' i. L�� ATTEST: •• UNT Iv!0 P.W. Schul e, Vice Chair \40•-\\Orn els-o.-- o o rti�d �'°ems F ,\�`�. -/ arri Mu CMC, Clerk of th14,bartlISCE 4i teary tam r, Commissioner of County Commissioners N\0 1b45 car ' s�,CAM 60 3 gjArc io s\§, ' --------- - febt • g US Department of Transportation Federal Lands Access Program Western Federal Lands Highway Division,FHWA 610 E.Fifth Street Federal Highway Administration Match Agreement Vancouver,WA 98661 State: Washington Project Number/Name: WA LEWIS 707(1), Cispus Road Improvments Parties to this Agreement: U.S. Department of Transportation Federal Highway Administration Western Federal Lands Highway Division, FHWA and Lewis County Purpose of Agreement: The purpose of this agreement is to document the intent of Lewis 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.0 120(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 stabilize stream banks, culvert replacement, pavement repair, and an asphalt prelevel course to repair spot locations as necessary then apply a single application of chipseal surfacing. 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 (PDC), consisting of FHWA,the State of Washington, 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 Washington State Federal Lands Access Program. The matching requirement under MAP-21 will be met by Lewis 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_guidance_nfmr.htm) as shown in the Funding Plan. In the state of Washington,the match rate is 13.50%of the total project cost. Lewis 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. Page 1 felt; g US Department of Transportation Federal Lands Access Program Western Federal Lands Highway Division,FHWA 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 $91,579 Construction $610,524 Construction Engineering $61,052 Contingency-Contract Mods Total Estimated Cost: $763,155 Match Rate Required (23 USC 120): 13.50% *Calculated by multiplying the Total Estimated Cost that is subject to match requirements by the percentage match Value of Match Required*: $103,026 required. Page 2 le-16`: Federal Lands Access Program Western Federal Lands Highway Division,FHWA US Department of Transportation g 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 Match will be determined based on actual expenditures at the conclusion of project work. Matching 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 CN Lewis Cty Cash $103,026 County Match-Includes R/W and Utility relocation work if needed Total: $103,026 Total W/O Toll Credits: $103,026 Lewis County is ONLY responsible for their respective match as shown in the table 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. 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 G20E 2015 $91,579 FLAP funds CN G20E 2015 $507,498 FLAP funds CE G20E 2015 $61,052 FLAP funds Total: $660,129 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. Page 3 Federal Lands Access Program Western Federal Lands Highway Division,FHWA US Department of Transportation g 610 E.Fifth Street Federal Highway Administration Match Agreement g Vancouver,WA 98661 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 Lewis County in accordance with the payment schedule set forth in the Funding Plan. After receiving the invoice, Lewis 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: Lewis County Sheryl Snyder,Acting Program Manger Carma Oaksmith, Fiscal Administrator Western Federal Lands Highway Division, FHWA 610 E. Fifth Street 351 NW North Street Vancouver,WA 98661 Chehalis,WA 98532 (360) 619-7946 (360) 740-1383 Sheryl.Snyder @dot.gov Carma.Oaksmith @lewiscountywa.gov Page 4 Executive Summary BOCC Meeting Date: 2015-02-09 Contact: Tim Elsea Department: Public Works Wording Approving a Match Agreement between Lewis County and Western Federal Lands Highway Division (WFLHD), Federal Highway Administration for Federal Lands Access Program (FLAP) grant funding Description Lewis County applied for and was awarded FLAP grant funding by WFLHD for road improvements to 9.53 miles of Cispus Road near Randle. The first step in moving the project forward is to execute a Match Agreement. The purpose of this agreement is to document the intent of Lewis County to meet the (13.5%) match requirement for the federal funding. The purpose of this project is to stabilize stream banks, culvert replacement, pavement repair, an asphalt prelevel course to repair spot locations as necessary, and a single application of chipseal surfacing. It is Public Works' intent to complete the projects using the following funding sources: FLAP Funds - $660,129.00 Lewis County Matching Funds - $103,026„00 Total - $763,155.00 Approval of this resolution will authorize the Public Works Director/County Engineer to sign the FLAP Match Agreement for this federally funded project. Recommendation Approve resolution authorizing the Public Works Director/County Engineer to sign the FLAP Match Agreement. Other BOCC AGENDA ITEM SUMMARY Resolution #: BOCC Meeting Date: Feb 09, 2015 Suggested Wording for Agenda Item: Agenda Type: Consent Approving a Match Agreement between Lewis County and Western Federal Lands Highway Division (WFLHD), Federal Highway Administration for Federal Lands Access Program (FLAP) grant funding Brief Reason for BOCC Action: This resolution will approve a Match Agreement between Lewis County and Western Federal Lands Highway Division (WFLHD),Federal Highway Administration(FHWA)for Federal Lands Access Program(FLAP)grant funding and authorize the Public Works Director/County Engineer to sign the same. Submitted By: Kroll, Mike Phone: 2697 Date Submitted: Jan 29, 2015 RECEIVED Contact Person Who Will Attend BOCC Meeting: Tim Elsea Action Needed: Approve Resolution JAN 9 2015 Publication Requirements: Hearing Date: Publications: Publication Dates: Approvals: User Group Status Elsea, Tim Pending BOCC Pending Prosecutor Pending ,. Budget Pending Additional Copies Kim Amrine-PW Tim Fife-PW Tim Elsea-PW