HomeMy WebLinkAboutAgreements/Contracts - Public Works (003)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: FlYES My, NO
1101111191 11121
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OTax Title Property
E1WSLCB
US DEPARTMENT OF TRANSPORTATION GRANT AGREEMENT UNDER THE FISCAL YEAR 2022, SAFE STREETS AND ROADS FOR ALL, AWARD NO. 693JJ32340338,
24 MONTHS FROM EFFECTIVE DATE, FEDERAL FUNDS OBLIGATED $280,000
JOE I i;i
ah WMEENNNEEM
Signature:
Date:
(Prosecutor/Deputy Prosecutor)
XAPPROVED
DDENIED
[:]TABLED/DEFERRED/NO ACTION TAKEN
❑CONTINUED TO DATE:
OOTHER
F01100FAMINIT111,41 mok,
693JJ32340338
4. Award To
Grant County Public Works
35 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
HS SA- I . Mail Drop E71-117
Washington, DC 20590
7. Total Amount
Federal Share: $280,000.00
Recipient Share: $0
Other Federal Funds: $0
Other Funds: $70,000.00
Total: $350,000.00
9. Authority
Section 24112 of the Infrastructure Investment
and Jobs Act (Pub. L. 117--58, 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 0500.5 592000000.41010.61006600
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
Signal u"re Date
Name: Rob Jones/Cindy Carter/Danny E. Stone
Title: VBOCC/Member
FEDERAL HIGHWAY ADMINISTRATION
17. Signature of Agreement Officer
zsignature
Name: Hector Santamaria
Title: Agreement Officer
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Date
K23-229
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 "-LJSDOT" )]
[Federal Highway Administration (the "FHWA") and the Grant County (the "Recipient").
This 0
nis 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:
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
htt-ps://www.transportation,.gov/ rants/ss4a/arant-agregiments. 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 arid
performance system.
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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.
S 4 Grant Amount: $280,000
2.3 Award Dates.
Period of Performance End. Date: See Section 6 on page I
2.4 . Budget Period
Budget Period End Date: See Section 6 on, page 1
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.
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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: $28000
Other Federal Funds:: $0
State Funds: $0
Local Funds: $ 70,000
In -Kind Match: $0
Other Funds: $0
Total Eligible Protect Cost: $350,000
Cost Element Federal Share
Non -Federal Share
Total Budget
Amount
Direct Labor $12400.00
$31,000.00
$1555000.00
Fringe Benefits $0.00
$0.00
$0.00
Travel $4,000.00
$1,000.00
$59000.00
Equipment $4,000.00
$1,000.00
$5,000.00
Supplies $4,000.00
$19000.00
$59000.00
Contractual/Consultant $1409000.00
$3500.00
$175,000.00
Other $4,000.00
$100.00
$500.00
Indirect Costs $0.00
$0.00
$0.00
F—Total Budget $2809000.00
$70,000.00
X3509000.00
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01 A III I
o�1�11
4.1 Recipient's Unique Entity Identifier.
ZL6WM26K8KR5
4.2 Recipient Contact(s).,
Andy Booth
Assistant Director
Grant County Public Work -s
3 5 C Street NW,
Ephrata, WA 98823-1685
(509) 754-6082
Rr
4.3 Recipient Key Personnel,
Name
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- I, Mail Stop: E71-117
1200 New Jersey Avenue, S,E.
Washington, DC 20590
(202) 366-4668
Stevhen.Parse rAd,ot.�,yov
and
Hector Santamaria
Agreement Officer (AO)
Federal Highway Administration
Office of Acquisition and Grants Management
HCFA -3 3, Mail Stop E62-310
1200 New Jersey Avenue, S.E.
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Washington, DC 20590
202-494-3811
Hector. Santamaria,kdot. 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.Hallg,dot.Rov
and
Division Administrator
Agreement Officer's Representative (AOR)
FHWA Washington Division Office
711 Capitol Way S. Suite 501
Olympia, WA 98501
(360) 753-9480
hdawa(&
dot.gov
Joel Barnett
Washington Division Office Point of Contact
Safety/Design Engineer
711 Capitol Way S. Suite 501
Olympia, WA 98501
(360) 534-9323
Joel.Barnetta dot. go,v
ARTICLE 5
USDOT ADMINISTRATIVE INFORMATIO1
5.1 Office for Subaward and Contract Authorization,
USDOT Office for Subaward and Contract Authorization: FHWA Office of Acquisition
and. Grants Management
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Note: See 2 CFR § 200.331, 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}
(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 breakout 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 "AOW') reviews and approves the costs to ensure that progress on this agreement
is sufficient to substantiate payment.
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(e) The USDOT may waive the requirement that the Recipient use the DELPHI eInvoicing
System. The Recipient may obtain waiver request forms on the DELPHI eInvoicing
website (htt 4//www.dot. aov/cfo/delphi-einvoicing,-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
1
DOTElectroniclnvoicin�,ra,dot.,gov.
If the USDOT grants the Recipient a waiver, the Recipient shall subm it SF 27 1 s directly
to:
DOT/FAA
P.O. Box 268865
Oklahoma City, O..
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
(AICA), 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 1971, and all other civil rights requirements.
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6.4 There are no other special grant requirements for this award.
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ATTACHMENT A
PERFORMANCE MEASUREMENT INFORMATION
Study Area: Grant County
Baseline Measurement Date: 10/01/23
Baseline Report Date: 12/1/2023
Measure
Category and Description
Measurement
Frequency
Percent of Funds to Underserved
Equity
Comunities-. Funding amount (of total
m
End of period of
project amount) benefitting underserved
performance
communities, as defined by USDOT
Project Costs: Quantification of the cost
End of period of
Costs
of each eligible project carried out using
performance
the grant
Lessons Learned and Recommendations:
Lessons Learned and
Description of lessons learned and any
•End of period of
Recommendations
recommendations relating to future
0
performance
projects of strategies to prevent death. and
serious injury on roads and streets.
10 0-1 e%
iz
gill
Lei 1281MV-191" W42WILT110A WKWU
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.
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Application
Section 3.3
Fund Source
% _J1
%
Previously Incurred Costs Imp,
r.111z91IRMIN-C 0
ISM_
.r1yh
on -Eligible Pr ject Costs)
`0
Federal Funds
Non -Federal Funds
Total Previously Incurred Costs
Future Eligible Pr2ject Costs
a.
MR,
I.
"'I 'R
IN 521
SS4AFunds
300 00
Other Federat runds
Non -Federal Funds
Future Eligible Project
Costs35000
a +iii iiTotal
_
ii
Total Pro ect Costs
35000 1i
�! Iii ii
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ATTACHMENT C
RACIAL EQUITY AND BARRIERS TO OPPORTUNITY
1. Efforts to Improve Racial Equity and Reduce Barriers to Opportunity.
The Recipient states that rows mark -ed 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.
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A racial equity impact analysis has been completed for the Project. (Identify a
report on that analysis or, if no report was produced, describe the analysis and
its results in the supporting 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
poncies 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. (Identi�& the
relevant investments in the sypporting narrative below.)
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.
porting narrative below.)
(Identi the new or improved access in the syp
The Project includes new or improved freight access to underserved
communities to increase access to goods and job opportunities for those
underserved communities. (Identify the new or improved access in the
supporting 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.
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