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Home My WebLink About*Other - Public WorksFebruary 11, 2020 Grant County Public Works 124 Enterprise St. SE Ephrata, WA 98823 Letter of Understanding for Project Administration Attn.: Sam Dart Dear Sam, This document clarifies roles and responsibilities that are required when using federal funds. Please have the appropriate person sign betWoriginals and return one fully executed document to me. The Washington State Department of Transportation Local Programs (Local Programs) is to define, for projects utilizing Federal funding, the responsibilities for grant administration, consultant selection, consultant agreements, development of plans, specifications, and estimate, environmental documents, acquisition of right of way, advertisement, award and execution of contract, and construction administration including but not limited to inspection, change orders and final project documentation. Grant County, operating under an extension of Local Programs Certification Acceptance (CA), shall administer all associated projects entirely in accordance with the Local Agency Guidelines (LAG), this Letter of Understanding (LOU), and direction as provided by the Local Programs Engineer (LPE). Failure to comply with the LAG, this LOU, or the direction of the LPE may result in loss of Federal funds. 1) The STATE and Grant County have designated CA managers as shown below: STATE WA State Department of Transportation Paul Mahre, Local Programs Engineer 2830 Euclid Avenue Building A Wenatchee, WA98801-5916 (509) 667-3090 FAX (509) 667-2940 1/3 GRANT COUNTY Grant County Public Works Sam Dart, Associate Engineer 124 Enterprise St SE Ephrata, WA 98823 (509) 754-6082 FAX 509-754-6087 All formal submittals outlined herein, either from the STATE or Grant County, will be sent through the designated CA Manager. Copies of formal submittals from the STATE will also be relayed to Grant County Project Manager: 2) Grant County shall obtain concurrence from the Local Programs Engineer for any Grant application that requires CA status and administered under this document prior to submittal to the appropriate Grant Program administrator. 3) Grant County shall obtain approval from the LPE in the solicitation and selection of a consulting engineering firm for Preliminary Engineering, Right of Way and Construction Engineering services. In addition, Grant County shall obtain the approval from the LPE of the Consulting Engineering Agreement (see LAG chapter 31). 4) Contract Plans, specifications and Estimates (PS&E) shall be prepared in accordance with the current State of Washington Standard Specifications for Road, Bridge and Municipal Construction, amendments thereto, and adopted design standards (see LAG chapter 44). The LPE will review the PS&E to ensure compliance with the LAG. 5) Any deviations to design standards must be stamped by a Professional Engineer licensed in the State of Washington. Grant County shall submit the design deviation to the LPE for further processing and approval. 6) Grant County shall be responsible for all required environmental documentation (SEPA and NEPA) and shall submit all required NEPA documentation to the LPE for further processing and approval (see LAG chapter 24). Grant County shall be responsible for obtaining all required permits and approvals. 7) No Right of Way (R/W) action shall proceed without the concurrence from the Local Agency Right of Way Coordinator. Grant County shall follow current R/W Procedures as described in the LAG (see LAG chapter 25). The LPE shall be advised of all pre-R/W meetings. All acquisitions of R/W such as construction easements, donations, permits, etc. shall be certified by Grant County and the STATE. 8) Grant County shall forward the proposed advertisement for bids to the LPE for approval. Upon approval, Grant County may begin advertisement for bids (see LAG chapter 46). Grant County shall keep the LPE advised on any pre -award issues affecting the quality and timing of the contract. Any required addenda to the contract documents shall be approved by the LPE. 9) Grant County is required to utilize either a Certified Acceptance agency or a consulting engineering firm for Construction Engineering services. 10) Grant County shall notify the LPE of the Bid Opening date and time. Grant County shall transmit to the LPE, the Engineer's Estimate and Bid Tabulations along with the complete Bid Packages of the apparent three (3) lowest bidders. Upon approval by the LPE, Grant County may Award the Contract to the lowest responsive bidder (see LAG chapter 46). 2/3 11) Upon Grant County's execution of the contract for construction, Grant County shall administer and inspect the Project in accordance with the contract documents, WSDOT Standard Specifications for Road Bridge and Municipal Construction, the WSDOT Construction Manual, and all applicable State and Federal laws (see LAG chapter 52). 12) Changes to the contract will be documented by change order as defined in the current edition of the WSDOT Standard Specifications for Road, Bridge and Municipal Construction Section 1-04.4. Grant County Project Manager shall initiate, negotiate, and document all change orders. Prior to obtaining the contractor signature Grant County Project Manager shall provide a copy of all change orders to the LPE for review. A copy of all executed Change Orders shall be sent to the LPE or the LPE's representative for final approval prior to notification to the contractor of the executed change order. 13) Grant County shall request the LPE to inspect the project prior to providing the final "punch list" to the Contractor (see LAG chapter 53). Signature below constitutes concurrence with this Letter of Understanding. GRANT COUNTY STATE OF WASHINGTON DEPARTMENT OF TRANSPORTATION By. By: CONTACT PERSON Paul J. Mahre, E. OFFICIAL TITLE Local Programs Engineer Date: 2/f S`Zy Date: al //� Z(�a 3/3