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AGENDA
Finance Committee Meeting
4:45 PM - Monday, September 14, 2020
Video-conference
1. School Crossings Supplemental Agreement
a) AB - 2693 Transportation Systems Division recommends approval to execute Supplement
No. 1 to CAG-19-306, with Washington State Department of Transportation (WSDOT),
obligating $488,700 for the construction phase of the Renton Elementary and Middle
School Crossing project.
2. Vouchers
a) Accounts Payable
b) Benefits' Deductions
c) Payroll (located in Dropbox)
3. Emerging Issues in Finance
AB - 2693
City Council Regular Meeting - 31 Aug 2020
SUBJECT/TITLE: Supplement No. 1 to CAG-19-306 with the Washington State
Department of Transportation Local Agency Agreement for the
Renton Elementary and Middle School Crossings Project
RECOMMENDED ACTION: Refer to Finance Committee
DEPARTMENT: Transportation Systems Division
STAFF CONTACT: Flora Lee, Transportation Project Manager
EXT.: 7303
FISCAL IMPACT SUMMARY:
The Transportation Systems Division was awarded funding through the Washington State Department of
Transportation for the Renton Elementary and Middle School Crossings Project (TIP No. 24) in the amount of
$555,000. The grant funded the preliminary engineering of the project. This agreement will obligate funds for
the construction phase of the project in the amount of $488,700.
SUMMARY OF ACTION:
The Renton Elementary and Middle School Crossings Project was selected for a $555,000 City Safety grant for
improvements at Sierra Heights and Maplewood Heights elementary schools and McKnight Middle School.
The attached Local Agency Agreement Supplement No. 1 and updated Prospectus with the Washington State
Department of Transportation (WSDOT) is required in order to obligate grant funding for the construction
phase of the project in the amount of $488,700. WSDOT requires separate obligation agreements for each
phase of a project to which grant funds are awarded. The preliminary engineering funds were obligated in
2019. The remainder of the awarded grant funds will need to be obligated in September, and construction is
anticipated to begin in late 2020. The construction phase has an estimated cost of $675,665 and the
additional budget need of $186,965 will be transferred from unassigned Mitigation Fund 305 as part of the
next budget adjustment.
This grant provides necessary funds for design and construction of pedestrian improvements at various
elementary and middle school crossings throughout the city. Project scope includes upgraded crosswalk
markings, ADA accessible curb ramps, widened sidewalks and bulb outs and the installation of pedestrian
refuge islands with rectangular rapid flashing beacon systems and accessible push buttons.
EXHIBITS:
A. Project Prospectus
B. Local Agency Agreement Supplement No. 1
C. Vicinity Map
STAFF RECOMMENDATION:
Authorize the Mayor and City Clerk to execute Supplement No. 1 toLocal Agency Agreement
CAG-19-306 with the Washington State Department of Transportation.
AGENDA ITEM #1. a)
Washington State Department of Transportation Local Agency Federal Aid Project Prospectus ,-----Prefix i Route --, } I Date i 7/24/2020 Federal Aid Pro·ect Number HSIP-OOOS(533) DUNS Number I 092278894 I I Local Agency Project Number LA-9739 Use Only Tax ID Number ( WSDOT )l Federal Employer, 916001271··-··--·-· -·-=-====::::;=��--=-____:_--,--------Agency City of Renton 1 CA Agency Federal Program 1itle [{] Y��D_No R1 20.205 □�o_th_e_r -�----Project Title Start Latitude NV arious Start Longitude w Various Renton Elementary and Middle School Crossings End Latitude N See Attached End_ Longitude W See 1?-t_!�c-�€?d Project Termini From-To Various, See Attached Various, See Attached Begin Mile Post End Mile Post
NIA NIA Route ID
NIA
Begin Mile Point NIA
Length of Project 0.0 miles End Mile Point NIA
Nearest City Name Renton oje-ct Zip Code (+4} 8056/98059 -----.. -----Award Type [✓] Local D Local Forces D State D Railroad
1070 17 King WSDOT Region orthwcst Region Legislative District(s} 11
I City Number County Numbe� l County Name
Congressional District(s} 7-Urban Area Number
Phase
P.E. RMI Const. [Tot§l_l
Total
Estimated Cost (Nearest Hundred Dollar) $214,149
9 __l!_.---=-1 __ _
Local Agency -11F d I F d Phase Start -
Funding e era un s Date {Nearest Hundred Dollarl (Nearest Hundred Dollar) Month Year $147,849 ---$66,300 ---1012019 n/a n/a n/a n/a $675,665 $889,814
------------1$186,965 $488,700 i9/2020
1 $334,_814 $555,000 ---=====�--
-Description of Existing Facility (Existing Design and Present Condition)Roadway Width - - -l Number�f Lanes Varies __ ______ Var_ie_s ___ _For detailed existing facility description, see attached Exhibit B.
Description of Proposed Work ---·-· ----·-------------------------· ----Description of Proposed Work (Attach additional sheet(s) if necessary) This project will upgrade crosswalk markings, upgrade to ADA accessible curb ramps, install a pedestrian refuge island and rectangular rapid flashing beacon systems with accessible push buttons, and ,vi.den [_sidewalks_as ""=!�a_s i�stall bulbouts._ .. =---=====....:.--inue
_ __ Civil Engineer III/Project Manager Phone 425-430-7303Local Ag;��Y Conta�tP;rson Flora Lee ___Mailing Address I City State Zip Code 1055 S Grady Way ---............,�-I Rent�n WA j 98057 ___ --i
By �...,,4�Approv·1ng Authon·ty ____ _Project Prospectus
DOT Form 140�101 Revised 04/2015
Title Transportation Design Manager
Previous Editions Obsolete
AGENDA ITEM #1. a)
AGENDA ITEM #1. a)
AGENDA ITEM #1. a)
AGENDA ITEM #1. a)
AGENDA ITEM #1. a)
DOT Form 140-041Revised 05/2020 Page 1
Local Agency Agreement Supplement
Agency Supplement Number
Federal Aid Project Number Agreement Number CFDA No. 20.205(Catalog of Federal Domestic Assistance)
The Local Agency requests to supplement the agreement number noted above.
All provisions in the basic agreement remain in effect except as modified by this supplement.
The Local Agency certifies that it is not excluded from receiving Federal funds by a Federal suspension or debarment
(2 CFR Part 180). Additional changes to the agreement are as follows:
Project Description
Name Length
Termini
Description of Work No Change
Reason for Supplement
Are you claiming indirect cost rate? Yes No Project Agreement End Date
Does this change require additional Right of Way or Easements? Yes No Advertisement Date:
Type of Work
Estimate of Funding(1) Previous Agreement/Suppl.
(2) Supplement
(3) Estimated Total Project Funds
(4) Estimated Agency Funds
(5) Estimated Federal FundsPE%a. Agency
b. OtherFederal Aid Participation Ratio for PE
c. Other
d. State
e. Total PE Cost Estimate (a+b+c+d)Right of Way%f. Agency
g. OtherFederal Aid Participation Ratio for RW
h. Other
i. State
j. Total R/W Cost Estimate (f+g+h+i)Construction%k. Contract
l. Other
m. OtherFederal Aid Participation Ratio for CN
n. Other
o. Agency
p. State
q. Total CN Cost Estimate (k+l+m+n+o+p)
r. Total Project Cost Estimate (e+j+q)The Local Agency further stipulates that pursuant to said Title 23, regulations and policies and procedures, and as a
condition to payment of the Federal funds obligated, it accepts and will comply with the applicable provisions.
Agency Official Washington State Department of Transportation
By By
Title Director, Local Program
Date Executed
AGENDA ITEM #1. a)
DOT Form 140-041Revised 05/2020 Page 2
Agency Supplement Number
Federal Aid Project Number Agreement Number CFDA No. 20.205(Catalog of Federal Domestic Assistance)
VI. Payment and Partial Reimbursement
The total cost of the project, including all review and engineering costs and other expenses of the State, is to be paid
by the Agency and by the Federal Government. Federal funding shall be in accordance with the Federal Transportation
Act, as amended, 2 CFR Part 200. The State shall not be ultimately responsible for any of the costs of the project. The
Agency shall be ultimately responsible for all costs associated with the project which are not reimbursed by the Federal
Government. Nothing in this agreement shall be construed as a promise by the State as to the amount or nature of federal
participation in this project.
The Agency shall bill the state for federal aid project costs incurred in conformity with applicable federal and state laws.
The agency shall minimize the time elapsed between receipt of federal aid funds and subsequent payment of incurred
costs. Expenditures by the Local Agency for maintenance, general administration, supervision, and other overhead
shall not be eligible for federal participation unless a current indirect cost plan has been prepared in accordance with
the regulations outlined in 2 CFR Part 200 - Uniform Admin. Requirements, Cost Principles and Audit Requirements for
Federal Awards, and retained for audit.
The State will pay for State incurred costs on the project. Following payment, the State shall bill the Federal Government
for reimbursement of those costs eligible for federal participation to the extent that such costs are attributable and properly
allocable to this project. The State shall bill the Agency for that portion of State costs which were not reimbursed by the
Federal Government (see Section IX).
VII. Audit of Federal Consultant Contracts
The Agency, if services of a consultant are required, shall be responsible for audit of the consultant’s records to determine
eligible federal aid costs on the project. The report of said audit shall be in the Agency’s files and made available to the
State and the Federal Government.
An audit shall be conducted by the WSDOT Internal Audit Office in accordance with generally accepted governmental
auditing standards as issued by the United States General Accounting Office by the Comptroller General of the United
States; WSDOT Manual M 27-50, Consultant Authorization, Selection, and Agreement Administration; memoranda of
understanding between WSDOT and FHWA; and 2 CFR Part 200.501 - Audit Requirements.
If upon audit it is found that overpayment or participation of federal money in ineligible items of cost has occurred, the
Agency shall reimburse the State for the amount of such overpayment or excess participation.
IX. Payment of Billing
The Agency agrees that if payment or arrangement for payment of any of the State’s billing relative to the project (e.g.,
State force work, project cancellation, overpayment, cost ineligible for federal participation, etc.) is not made to the State
within 45 days after the Agency has been billed, the State shall effect reimbursement of the total sum due from the regular
monthly fuel tax allotments to the Agency from the Motor Vehicle Fund. No additional Federal project funding will be
approved until full payment is received unless otherwise directed by the Director, Local Programs.
Project Agreement End Date - This date is based on your projects Period of Performance (2 CFR Part 200.309).
Any costs incurred after the Project Agreement End Date are NOT eligible for federal reimbursement. All eligible costs
incurred prior to the Project Agreement End Date must be submitted for reimbursement within 90 days after the Project
Agreement End Date or they become ineligible for federal reimbursement.
VIII. Single Audit Act
The Agency, as a subrecipient of federal funds, shall adhere to the federal regulations outlined in 2 CFR Part 200.501 as
well as all applicable federal and state statutes and regulations. A subrecipient who expends $750,000 or more in federal
awards from all sources during a given fiscal year shall have a single or program-specific audit performed for that year in
accordance with the provisions of 2 CFR Part 200.501. Upon conclusion of the audit, the Agency shall be responsible for
ensuring that a copy of the report is transmitted promptly to the State.
XVII. Assurances
Local Agencies receiving Federal funding from the USDOT or its operating administrations (i.e., Federal Highway
Administration, Federal Transit Administration, Federal Aviation Administration) are required to submit a written policy
statement, signed by the Agency Executive and addressed to the State, documenting that all programs, activities and
services will be conducted in compliance with Section 504 and the Americans with Disabilities Act (ADA).
AGENDA ITEM #1. a)
Instructions
1.Agency – Enter the agency name as entered on the original agreement.
2.Supplemental Number – Enter the number of the supplement. Supplement numbers will be
assigned in sequence beginning with Number 1 for the first supplement.
3.Project Number – Enter the federal aid project number assigned by WSDOT on the original
agreement.
4.Agreement Number – Enter the agreement number assigned by WSDOT on the original
agreement.
5.Project Description. Enter the project name, length, and termini.
6.Description of Work – Clearly describe if there is a change in work such as the addition or
deletion of work elements and/or changes to the termini. If the work has not changed, put a
check mark in the “No Change” box.
7.Reason for Supplement – Enter the reason for this supplement, i.e., increase PE funding to
cover design changes presented in the revised prospectus; request funding of construction
phase; decrease construction funding to the contract bid amount. If the supplement is
authorizing a construction phase, the project’s proposed advertisement date must be included in
the space provided.
8.Change Requiring Additional Right of Way or Easements – Check the Yes box when the
supplement covers a change in scope (Description of Work or Termini) that requires additional
property rights than was previously expected, or when it’s determined that property rights are
necessary and the project was previously submitted as no right of way required. Check No when
this is the case.
9.Claiming Indirect Cost Rate – Check the Yes box if the agency will be claiming indirect costs on
the project. For those projects claiming indirect costs, supporting documentation that clearly
shows the indirect cost rate being utilized must be provided with the supplement. Indirect cost
rate approval by your cognizant agency or through your agency’s self-certification and
supporting documentation is required to be available for review by FHWA, WSDOT and /or State
Auditor. Check the No box if the agency will not be claiming indirect costs on the project. See
Section 23.5 for additional guidance.
10.Project Agreement End Date – Enter your previously established Project Agreement End Date. If
authorizing a new phase of the project, update the Project Agreement End Date based on the
following guidance:
a.For PE and RW – WSDOT recommends agencies estimate when the phase will be
completed and add three years to determine the “Project Agreement End Date”.
b.For Construction – WSDOT recommends agencies estimate when construction will be
completed and add three years to determine the “Project Agreement End Date”.
c.If an extension to a Project Agreement End Date is required between phase
authorizations, the need for the extension must be described in the Reason for
Supplement. Adequate justification to approve the extension must be submitted with
the supplement. See Section 22.3 for additional guidance.
AGENDA ITEM #1. a)
11.Type of Work and Funding – Complete this section in the manner described in Appendix
22.52.05.
a.Column 1 – Enter the amounts from column 1 of the original local agency agreement. If
the agreement has already been supplemented, enter the amounts by type of work
from column 3 of the last supplemental agreement.
b.Column 2 – Enter additional amounts requested by type of work.
c.Column 3 – Add the amounts in columns 1 and 2.
d.Columns 4 and 5 – Enter the appropriate amounts based on the participation ratio
recorded on the original agreement.
12.Signatures – An authorized official of the local agency signs the Supplemental Agreement, and
writes in their title. Submit one originally signed supplement form to the Region Local Programs
Engineer. It is the responsibility of the local agency to submit an additional, originally signed
agreement form if they need an executed agreement for their file. Note: Do NOT enter a date
on the Date Executed line.
AGENDA ITEM #1. a)
ExhibitARentonElementaryandMiddleSchoolCrossings—ProjectDescription-TermmiMcKnightMiddleSchoolEdmondsAveNEatNE16thSt.SierraHeightsElementarySchoolUnionAveNEtoSouthofNE25thP1.MaplewoodHeightsElementarySchoolJerichoAveNE/144t’AveSEtoSofNE1stSt.AGENDA ITEM #1. a)
Renton Elementary and Middle School Crossings—Vicinity Map AGENDA ITEM #1. a)