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Home My WebLink AboutResolution 23-122-CCGRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT:Public Works REQUEST SUBMITTED BY: Si11I0 Nellis CONTACT PERSON ATTENDING MEETING:Andy Booth CONFIDENTIAL INFORMATION: ❑YES *-1 NO DATE: 10/28/2023 PHONE:509-754-6082 F0710:r ❑Agreement / Contract ❑AP Vouchers ❑Appointment / Reappointment i ❑ARPA Related ❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑ Computer Related ❑ County Code ❑ Emergency Purchase ❑ Employee Rel. ❑ Facilities Related ❑ Financial ❑ Funds ❑ Hearing ❑ Invoices / Purchase Orders ❑ Grants — Fed/State/County ❑ Leases ❑ MOA / MOU ❑ Minutes ❑ Ordinances ❑ Out of State Travel ❑ Petty Cash ❑ Policies ❑ Proclamations ❑ Request for Purchase 0 Resolution ❑ Recommendation ❑ Professional Sery/Consultant ❑ Support Letter ❑ Surplus Req. ❑Tax Levies ❑Thank You's ❑Tax Title Property ❑WSLCB APPROVED�, ,�� DATE OF ACTION: �° � ' tet✓ wj\o ❑ DENIED ❑TABLED/DEFERRED/NO ACTION TAKEN: ❑CONTINUED TO DATE: ❑OTHER BOARD OF COUNTY COMMISSIONERS Grant County, Washington RESOLUTION INITIATING COUNTY RESOLUTION N - No. 23 - CC ROAD PROJECT DESIGNATED AS CRP NO. 23-13 WHEREAS ,a Comprehensive and Systematic Approach to road safety is desired by the County; and WHEREAS, the County has received a 2023 Safe Streets for All (SS4A) Grant to improve safety on County Roads; and WHEREAS the work products for the Safe Streets for All Grant are proposed to include a 2024 Comprehensive Road Safety Plan; and WHEREAS a Comprehensive Road Safety Plan is to be updated and renewed every (6) years, commencing in 2024, with the next update being in Z02T, and so forth; and WHEREAS, the Comprehensive Road Safety Plan is proposed to identify potential major Capital Road Safety Projects, Systematic Safety Signage Improvements, Systematic Safety Pavement Marking improvements; and WHEREAS annual funding from the Road Fund is proposed to be set aside to fund the identified Systematic Signage and Pavement Marking improvements; and WHEREAS applications for various safety grants are proposed to fund the identified major Capital Road Safety Projects; and WHEREAS IT IS HEREBY RESOLVED THAT that a 2024 Comprehensive Road Safety Plan and Subsequent 2025-2029 Systematic Signage and Pavement Markings Improvements, are to be improved as follows: This project provides for the preparation of a 2024 Comprehensive Road Safety Plan by a contractor and 2025-2029 Systematic Signage and Pavement Markings Improvements to be conducted by County Forces. In addition, the Comprehensive Road Safety Plan will identify major projects to be conducted as separate County Road Projects in the future. This is a 6 -Year cycle project, which will begin anew, with a 2030 Comprehensive Road Safety Plan. The 2024 Comprehensive Road Safety Plan is funded by a Federal Grant. The 2025-2029 annual improvements are funded locally and/or by potential future grant applications. This project is hereby declared to be a public necessity and the County Road Engineer is hereby ordered and authorized to report and proceed thereon as by law provided. (RCW 36.75.050, 36.80.0307 36.80.070) NOW, THEREFORE, BE IT FURTHER RESOLVED that an appropriation from the officially adopted road fund budget based on the County Engineer's estimate is hereby made in the amounts and for the purposes shown: PURPOSE PROGRAM SOURCE AMOUNT OF APPROPRIATION Comprehensive Road Plan 2024 Preliminary Engineering Federal $280,000 2024 Preliminary Engineering Local $70,000 Annual Imarovements 2025 Signage/Markings Construction Local $200,000 2026 Signage/Markings Construction Local $200,000 2027 Signage/Markings Construction Local $200,000 2028 Signage/Markings Construction Local $200,000 2029 Signage/Markings Construction Local $200,000 TOTAL $1,350,000 ❑ This project is included in the officially adopted Annual Road Program as item No. - ® This project is hereby made a part of the officially adopted Annual Road Program in accordance with RCW 36.81.130 BE IT FURTHER RESOLVED: ® The construction is to be accomplished by contract in accordance with RCW 36.81.130 ® The construction is to be accomplished by county forces in accordance with RCW 36.77.060 and WAC 136-18 9a P DATED this .w Da of y , 2023. BOARD OF COUNTY COMMISSIONERS GRANT COUNTY, WASHINGTON Yea Nay Abstain F� E] ATTEST' � o , C air A A 'JJA a � ❑ ❑ A Ci y caner, Vic -Chair 4 1A Barbara Vasqz, MC [� ❑ ❑zod ZOV07 ed Clerk of the B` and 6anny E. Stone, Member GRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT: Public Works DATE: 09/06/2023 REQUEST SUBMITTED BY: Shilo Nellis PHONE: x3501 CONTACT PERSON ATTENDING MEETING. Sam Castro CONFIDENTIAL INFORMATION: MYESM NO ®Agreement / Contract DAP Vouchers ElAppointment / Reappointment DARPA Related 0 Bids / RFPs / Quotes Award ElBid Opening Scheduled D Boards / Committees 11 Budget DComputer Related 0 County Code 0 Emergency Purchase 0 Employee Rel. ElFacilities Related 0 Financial 1-71 Funds El Hearing 0 Invoices / Purchase Orders E]Grants — Fed/State/County 01 -eases DMOA / MOU DMinutes F-10rdinances DOut of State Travel OPetty Cash 0 Policies El Proclamations E]Request for Purchase M Resolution D Recommendation OProfessional Serv/Consultant El Support Letter DSurplus Req. E]Tax Levies DThank You's E]Tax Title Property 0WSLCB US DEPARTMENT OF TRANSPORTATION GRANT AGREEMENT UNDER THE FISCAL YEAR 2022, SAFE STREETS AND ROADS FOR ALL, AWARD NO. 693JJ32340338, 24 MONTHS FROM 1:-FFECTIVE DATE, FEDERAL FUNDS OBLIGATED $280,000 !9 . . . . . . . . . ........ ----Pff"2 Signature: Date: (P rosecuto r/ Deputy Prosecutor) .f.00 El TABLED/D EFERRE DINO ACTION TAKEN DCONTINUED TO DATE: DOTHER .. ......... 1. Award No. 693JJ32340338 4. Award To Grant County Public Works 3 5 C Street NW Ephrata, WA 98823-1685 Unique Entity Id.: ZL6WM26K8KR5 TIN No.: 91-6001319 6. Period of Performance Effective Date of Award- through 24 months from effective date of award. 8. Type of Agreement Grant 10. Procurement Request No. HSSP230505PR 12. Submit Payment Requests To See article 20. 2. Effective Date 3. Assistance See No. 17 Below Listings No. 20.939 5. Sponsoring Office U.S. Department of Transportation Federal Highway Administration Office of Safety 1200 New Jersey Avenue, SE HSSA-1, Mail Drop E71-117 Washington, DC 20590 7. Total Amount Federal Share: $2802,000.00 Recipient Share: $0 Other Federal Funds: $0 Other Funds: $70p0.00 Total: $350,000.00 9. Authority Section 24112 of the Infrastructure Investment and Jobs Act (Pub. L. 117-5 8, November 15 2021; also referred to as the "Bipartisan Infrastructure Law" or "BIL") 11. Federal Funds Obligated $280,000.00 13. Payment Office See article 20. 14. Accounting and Appropriations Data 15XO 173 E50.0000,05 5 SRI 0500.5592000000.41010.61006600 15. Description of Project Development of a Safety Action Plan. The Action Plan will include all of Grant County with a preference for improvements in and around underserved areas in the County. RECIPIENT 16. Signature of Person Authorized to Sign Signa' �ure Date Name: Rob Jones/Cindy Carter/Danny E. Stone Title: VBOCC/Member FEDERAL HIGHWAY ADMINISTRATION 17. Signature of Agreement Officer S ignature Name: Hector Santamaria Title: Agreement Officer 1 of 12 Date K23-229 U.S. DEPARTMENT OF TRANSPORTATION GRANT AGREEMENT UNDER THE FISCAL YEAR 2022 SAFE STREETS AND ROADS FOR ALL GRANT PROGRAM This agreement is between the [United States Department of Transportation (the "USDOT")] [Federal Highway Administration (the "FHWA") and the Grant County (the "Recipient"). This agreement reflects the selection of the Recipient to receive a Safe Streets and Roads for All ("SS4A") Grant for the Grant County Safety Action Plan. The parties therefore agree to the following: ARTICLE I GENERAL TERMS AND CONDITIONS 1.1 General Terms and Conditions, (a) In this agreement, "General Terms and Conditions" means the content of the document titled "General Terms and Conditions Under the Fiscal Year 2022 Safe Streets and Roads for All Grant Program," dated March 28, 2023, which is available at hqps://www.transportation.gov/grants/ss4a/grant-agreements. Articles 7-30 are in the General Terms and Conditions. The General Terms and Conditions are part of this agreement. (b) The Recipient states that it has knowledge of the General Terms and Conditions. Recipient also states that it is required to comply with all applicable Federal laws and regulations including, but not limited to, the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR part 200); National Environmental Policy Act (NEPA) (42 U.S.C. § 4321 et seq.); and Build America, Buy America Act (BIL, div. G §§ 70901-27). (c) The Recipient acknowledges that the General Terms and Conditions impose obligations on the Recipient and that the Recipient's non-compliance with the General Terms and Conditions may result in remedial action, termination of the SS4A Grant, disallowing costs incurred for the Project, requiring the Recipient to refund to the FHWA the SS4A Grant, and reporting the non-compliance in the Federal -government -wide integrity and performance system. 2 of 12 ARTICLE 2 APPLICATION, PROJECT, AND AWARD 2.1 Application. Application Title: Grant County Safety Action Plan Application Date: August 3, 2022 2.2 Award Amount. SS4A Grant Amount: $280,000 2.3 Award Dates. Period of Performance End Date: See Section 6 on page 1 2.4 Budget Period Budget Period, End Date: See Section 6 on page I 2.5 Action Plan Grant or Implementation Grant Designation. Designation: Action Plan 2.6 Federal Award Identification Number. The Federal Award Identification Number is listed on page 1, line 1. ARTICLE 3 SUMMARY PROJECT INFORMATION 3.1 Summary of Project's Statement of Work. Development of a Safety Action Plan. The Action Plan will include all of Grant County with a preference for improvements in and around underserved areas in the County. 3.2 Project's Estimated Schedule, 3 of 12 330 ACTION PLAN SCHEDULE -Milestone Schedule Date Planned Draft Action Plan Completion Date: 12/01/24 Planned Action Plan Completion Date: 06/01/25 Planned Action Plan -Adoption Date: 07/01/25 Planned SS4A. Final Report Date: 08/01/25 3.3 Project's Estimated Costs, (a) Eligible Project Costs Eligible Project Costs SS4A Grant Amount: $280,000 Other Federal Funds:: $0 State Funds: $0 Local Funds: $ 7000 In -Kind Match: $0 Other Funds: $0 Total Eligible Project Cost: $350,000 (b) Supplemental Estimated Budget Cost Element Federal Share Non -Federal Share Total Budget Amount Direct Labor $1249000.00 $31,000.00 $155,000.00 Fringe Benefits $0.00 $0.00 $0.00 Travel $4,000.00 $11000.00 $5,000.00 Equipment $4,000.00 $19000.00 $5x000.00 Supplies $4,000.00 $1,000.00 $59000.00 Contractual/Consultant $140000.00 $35,000.00 $175,000.00 Other $4,000.00 $19000.00 $5,000.00 Indirect Costs $0.00 $0.00 $0.00 Total Budget $2809000.00 $70,000.00 $3509000.00 4 of 12 ARTICLE 4 RECIPIENT INFORMATION 4.1 Recipient's Unique Entity Identifier. ZL6WM26K8KR5 4.2 Recipient Contact(s)., Andy Booth Assistant Director Grant County Public Works 3 5 C Street NW, Ephrata, WA 98823-1685 (509) 754-6082 abooth@grantcountywa.gov 4.3 Recipient Key Personnel, Name j Title or Position Katherine Bren Associate Engineer 4.4 USDOT Project Contact(s), Stephen Parker Safe Streets and Roads for All Program Manager Federal Highway Administration Office of Safety HS SA- 1, Mail Stop: E71-117 1200 New Jersey Avenue, S,E. Washington, DC 20590 (202) 3664668 Stephen.Parkergdot.. ov and Hector Santainaria Agreement Officer (AO) Federal Highway Administration Office of Acquisition and Grants Management HCFA -33, Mail Stop E62-310 1200 New Jersey Avenue, S.E. 5 of 12 Washington, DC 20590 202-494-3811 Hector. S antamariagdot. gov and Kenan Hall Agreement Specialist (AS) Office of Acquisition and Grants Management HCFA -33, Mail Stop E62-204 1200 New Jersey Avenue, S.E. Washington, DC 20590 202-366-1533 Kenan.Hallgdot.,gov and Division Administrator Agreement Officer's Representative (AOR) FHWA Washington Division Office 711 C apitol Way S. Suite 5 01 Olympia, WA 98501 (360) 753-9480 hdawar& ,_,dot.gov and Joel Barnett Washington Division Office Point of Contact Safety/Design Engineer 711 Capitol Way S. Suite 501 Olympia, WA 98501 (360) 534-9323 Joel .Barnettg dot. goer ARTICLE 5 USDOT ADMINISTRATIVE INFORMATION 5.1 Office for Subaward. and Contract Authorization, USDOT Office for Subaward and Contract Authorization: FHWA Office of Acquisition and Grants Management SUBAWARDS AND CONTRACTS APPROVAL 6 of 12 Note: See 2 CFR § 200331, Subrecipient and contractor determinations, for definitions of subrecipient (who is awarded a subaward) versus contractor (who is awarded a contract). Note: Recipients with a procurement system deemed approved and accepted by the Government or by the AO are exempt from the requirements of this clause. See 2 CFR 200.317 through 200.327. Note: This clause is only applicable to Action Plan Grants. Unless described in the application and funded in the approved award, the Recipient must obtain prior written approval from the AO for the subaward, transfer, or contracting out of any work under this award above the Simplified Acquisition Threshold. This provision does not apply to the acquisition of supplies, material, equipment, or general support services. Approval of each subaward or contract is contingent upon the Recipient's submittal of a written fair and reasonable price determination, and approval by the AO for each proposed contractor/sub- recipient. Consent to enter into subawards or contracts will be issued through written notification from the AO or a formal amendment to the Agreement. The following subawards and contracts are currently approved under the Agreement by the AO. This list does not include supplies, material, equipment, or general support services which are exempt from the pre -approval requirements of this clause. (Fill in at award or by amendment) 5.2 Reimbursement Requests (a) The Recipient may request reimbursement of costs incurred in the performance of this agreement if those costs do not exceed the funds available under section 2.2 and are allowable under the applicable cost provisions of 2 C.F.R. Part 200, Subpart E. The Recipient shall not request reimbursement more frequently than monthly. (b) The Recipient shall use the DELPHI eInvoicing System to submit requests for reimbursement to the payment office. When requesting reimbursement of costs incurred or credit for cost share incurred, the Recipient shall electronically submit supporting cost detail with the SF 271 (Outlay Report and Request for Reimbursement for Construction Programs) to clearly document all costs incurred. (c) The Recipient's supporting cost detail shall include a detailed break-out of all costs incurred, including direct labor, indirect costs, other direct costs, travel, etc., and the Recipient shall identify the Federal share and the Recipient's share of costs. If the Recipient does not provide sufficient detail in a request for reimbursement, the AO may withhold processing that request until the Recipient provides sufficient detail. (d) The USDOT shall not reimburse costs unless the Agreement Officer's Representative (the "AOR") reviews and approves the costs to ensure that progress on this agreement is sufficient to substantiate payment. 7 of 12 (e) The USDOT may waive the requirement that the Recipient use the DELPHI elnvoicing System. The Recipient may obtain waiver request forms on the DELPHI eInvoicing website(htt-o://www.dot.gwov/cfo/deli-einvoicmg-system.html) or by contacting the AO. A Recipient who seeks a waiver shall explain why they are unable to use or access the Internet to register and enter payment requests and send a waiver request to Director of the Office of Financial Management US Department of Transportation, Office of Financial Management B-30, Room W93-431 1200 New Jersey Avenue SE Washington DC 20590-0001 or DOTElectroniclnvoicingg,dot.gov. If the USDOT grants the Recipient a waiver, the Recipient shall submit SF 271 s directly to: DOT/FAA P.O. Box 268865 Oklahoma City, OK 73125-8865 Attn: Agreement Specialist (f) The requirements set forth in these terms and conditions supersede previous financial invoicing requirements for Recipients. ARTICLE 6 SPECIAL GRANT TERMS 6.1 SS4A funds must be expended within five years after the grant agreement is executed and DOT obligates the funds, which is the budget period end date in section 10.3 of the Terms and Conditions and section 2.4. 6.2 The Recipient acknowledges that the Action Plan will be made publicly available, and the Recipient agrees that it will publish the final Action Plan on a publicly available website. 6.3 The Recipient demonstrates compliance with civil rights obligations and nondiscrimination laws, including Titles VI of the Civil Rights Act of 1964, the Americans with Disabilities Act (ADA), and Section 504 of the Rehabilitation Act, and accompanying regulations. Recipients of Federal transportation funding will also be required to comply fully with regulations and guidance for the ADA, Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973. .) and all other civil rights requirements. 8 of 12 6A There are no other special grant requirements for this award. 9 of 12 ATTACHMENT A PERFORMANCE MEASUREMENT INFORMATION Study Area: Grant County Baseline Measurement Date: 10/0 1/23 Baseline Report Date: 12/1/2023 Table 1: Performance Measure Table Measure Category and Description Measurement Frequency Percent of Funds to Underserved Equity Communities: Funding amount (of total End of period of project amount) benefitting underserved performance communities, as defined by USDOT Project Costs: Quantification of the cost Costs of each eligible project carried out usm*g End of period of the grant• performance Lessons Learned and Recommendations: Lessons Learned and Description of lessons learned and any End of period of Recommendations recommendations relating to future performance projects of strategies to prevent death and serious injury on roads and streets. 10 of 12 ATTACHMENT B CHANGES FROM APPLICATION INSTRUCTIONS FOR COMPLETING ATTACHMENT B: Describe all material differences between the scope, schedule, and budget described in the application and the scope, schedule, and budget described in Article 3. The purpose of this attachment B is to document the differences clearly and accurately in scope, schedule, and budget to establish the parties' knowledge and acceptance'of those differences. See section 10.1. Scope: No Change Schedule: The project will begin 10/01/23 instead of 01/01/2023 due to personnel changes and the unexpected time it has taken for the agreement to be approved. Budget: The application budget 'included $50,000 for Local funds. This is less than the required 20 percent of the total project funding coming from non -Federal sources so we increased the Local Funds to $70,000. The table below provides a summary comparison of the project budget. 11 of 12 Application Section 3.3 Fund Source $ % $ % Previously Incurred Costs INN (Non -Eligible Project Costs) Federal Funds Non -Federal Funds Total Previousll Incurred Costs Future Project Costs _Eligible SS4AFunds 300,000 85.7 280,000 80 Other Federal Funds Non -Federal Funds 50,000 14.3 70,000 20 Total Future Eligible Project Costs 350po 100 350,000 100 Total Prqj'ect_Costs 350p0 1001 350,400 100 11 of 12 ATTACHMENT C RACIAL EQUITY AND BARRIERS TO OPPORTUNITY 1. Efforts to Improve Racial Equity and Reduce Barriers to Opportunity, The Recipient states that rows marked with "X" in the following table are accurate: 2. Supporting Narrative. The Public Works Board Hardship Status for Grant County is "distressed". The nature of this project focuses on rural communities which in general are underserved. Grant County will increase outreach and access to County services for communities of color. We will collaborate with communities to eliminate racial inequity. 12 of 12 A racial equity impact analysis has been completed for the Project. (Identi a (foy report on that analysis or, if no report was produced, describe the analysis and its results in the sy2porting narrative below.) The Recipient or a project partner has adopted an equity and inclusion program/plan or has otherwise instituted 'equity -focused policies related to project procurement, material sourcing, construction, inspection, hiring, or other activities designed to ensure racial equity in the overall delivery and implementation of the Project. (Identify the relevant programs, plans, or policies in the supporting narrative below.) The Project includes physical -barrier -mitigating land bridges, caps, lids, linear parks, and multimodal mobility investments that either redress past barriers to opportunity or that proactively create new connections and opportunities for underserved communities that are underserved by transportation. (Identif. the porting narrative below.) relevant investments in the syp The Project includes new or improved walking, biking, and rolling access for individuals with disabilities, especially access that reverses the disproportional impacts of crashes on people of color and mitigates neighborhood bifurcation. (Identif new o roved' access in the sup narrative be y the r iTpro porting narra low.) The Project includes new or improved freight access to underserved communities to increase access to goods and job opportunities for those underserved communities -6 (Identify the new or improved access in the ,sypporting narrative below) The Recipient has taken other actions related to the Project to improve racial equity and reduce barriers to opportunity, as described in the supporting narrative below. The Recipient has not yet taken actions related to the Project to improve racial X equity and reduce barriers to opportunity but, before beginning construction of the project, will take relevant actions described in the supporting narrative below The Recipient has not taken actions related to the Project to improve racial equity and reduce barriers to opportunity and will not take those actions under this award. 2. Supporting Narrative. The Public Works Board Hardship Status for Grant County is "distressed". The nature of this project focuses on rural communities which in general are underserved. Grant County will increase outreach and access to County services for communities of color. We will collaborate with communities to eliminate racial inequity. 12 of 12