HomeMy WebLinkAbout2009-032 Agrmt - Hersey Oak & Ann St Sidewalk
regon
Department of Transportation
Transportation Enhancement Program
355 Capitol St. NE, Room 326
Salem, OR 97301-3871
Theodore R. Kulongoski, Governor
April 6, 2009
RE: Economic Stimulus Project - Confirmation and Agreement
Hersey St: Oak St - Ann St Sidewalk (Ashland)
Agreement No. 25562
On March 18, 2009 the Oregon Transportation Commission approved the above named
project for funding through the American Recovery and Reinvestment Act of 2009 (ARRA). The
funds will come from a sub-allocation of Oregon's ARRA funds available for use in any area of
the state, from a portion of those funds identified as the "120-0ay Allocation". The amount
identified for this Project is $200,000.
The ARRA program has specific goals, deadlines and reporting requirements different from
those of other federal or state programs. In particular, all projects funded through the 120-0ay
Allocation must be ready for a June 18, 2009 bid date and your agency must also advance its
other ARRA-funded project(s) for obligation of construction funds on or before June 29, 2009.
To meet the June 18, 2009 bid date, OOOT must receive your "Plans, Specifications and
Estimate" package no later than May 4, 2009. If the Project fails to meet any of these deadlines
OOOT will withdraw the 120-0ay ARRA funds for redistribution to other projects.
Please inform me immediately if this project cannot meet the June 18 bid deadlines!
To proceed with the Project, you must complete several steps before it can begin:
· Complete the OOOT Project Prospectus and Environmental Classification.
· Sign the Local Agency Agreement and ARRA Checklist (enclosed).
· Secure a qualified consultant (if needed) and obtain Notice to Proceed from OOOT
Local Agency Agreement - The Agreement for your Project is attached as a POF document.
This Agreement contains provisions specific to the ARRA, and Standard Provisions that apply
to all federal-aid transportation projects in Oregon. To meet the stated deadlines, you must
sign and return by email in the form of a PDF, the Agreement and the ARRA Checklist to
karin.j.jorgensen@odot.state.or.us no later than April 17. 2009. The Agreement text is the
same for all ARRA projects. Do not reauest chanaes unless there are errors specific to your
agency or project identification.
120 Day - Pg 1
Prospectus, STIP Amendment and Notice to Proceed - When you return the signed
Agreement and Checklist your Project will be assigned to a Local Agency Liaison in the aOaT
Region 3 office. This person will work with aOaT Highway Program staff (Salem) to complete
the actions needed before giving your Project a Notice to Proceed for the ARRA funded portion
of the Project.
For general information about the ARRA program you may contact me at (503) 986-3640. If you
have specific questions about the next steps for your project or changes in your project
information, please contact Dave Galati, aOaT Local Government Section, attention:
Oavid.A.Galati@odot.state.or.us. If you have specific questions regarding the
Intergovernmental Agreement, please contact the aOaT Procurement office attention: Karin
Jorgensen via email at:karin.j.jorgensen@odot.state.or.us.
Sincerely,
(lied
Martin E. Andersen, PE
Local Government Section Manager
cc: Kelli Sparkman, aOaT Region 3, Local Program
Enclosures: (4) original agreements
(1) Checklist
(1 ) Envelope
120 Day - Pg. 2
American Recovery and Reinvestment Act of 2009
ARRA Checklist for Local Agencies - 120-Day Allocation
This checklist is required for all ARRA-funded projects awarded to local government agencies,
as a condition of ODOT signing the attached Local Agency Agreement for the Project.
Instructions: (1) Read the referenced sections of the Local Agency Agreement; (2) Initial each
box below; (3) Sign at the bottom of the page.
Hersey St: Oak St - Ann St Sidewalk (Ashland)
City of Ashland, Agreement No. 25562
II understand that the following provisions apply to the funds approved for this Project:
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ARRA funds are not a grant. They are paid as reimbursement for actual Project costs based
on invoices approved by ODOT or a certified local agency.
Project approval by ODOT, and inclusion in the Statewide Transportation Improvement
Program (STIP), do not constitute formal authorization to begin work. Any costs incurred
prior to FHW A Authorization and ODOT Notice to Proceed will not be reimbursed.
(Terms of Agreement #3)
These ARRA funds are available only for projects receiving contract bids by June 18,2009.
State may withdraw funds that are not obligated for construction by May 4, 2009, and will
not replace the withdrawn ARRA funds. (Terms of Agreement #lOa and b)
There is no match required for the ARRA funds but the Local Agency is responsible for
non-participating Project costs. (Terms of Agreement #2; Standard Provisions #23 and #24)
The Local Agency has responsibility for long-term maintenance of the Project.
(Special Provision #7; Standard Provision #47)
The Local Agency will have to repay ARRA and other federal funds under conditions
described in Terms of Agreement #10 and Standard Provision #32.
II understand that the following sections of the Standard Provisions apply to this Project:
Project Administration (1, 2)
Preliminary and Construction Engineering (3, 4)
USDOT Assistance Agreement (5-9)
State Obligations including: Project Funding Request (10), Finance
(11), Project Activities (12-16), Right-of-way (17-22)
Agency Obligations including: Finance (23-33), Railroads (34), Utilities (35, 36),
Standards (37-41), Grade Change Liability (42-44), Contractor Claims (45, 46),
Maintenance Responsibilities (47), Workers Compensation Coverage (48), Lobbying
Restrictions (49A-49E)
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Date
Authorized Agency Official
Misc. Contract & Agreement
No. 25562
LOCAL AGENCY AGREEMENT
American Recovery and Reinvestment Act of 2009
120-DAY ALLOCATION
Hersey Street: Oak Street - Ann Street Sidewalk (Ashland)
City of Ashland
THIS AGREEMENT is made and entered into by and between the STATE OF OREGON,
acting by and through its Department of Transportation, hereinafter referred to as
"State," and City of Ashland, acting by and through its elected officials, hereinafter
referred to as "Agency," collectively hereinafter referred to as the "Parties."
RECITALS
1. Hersey Street, Oak Street and Ann Street are part of the city street system under
the jurisdiction and control of Agency.
2. By the authority granted in Oregon Revised Statutes (ORS) 190.110, 366.572 and
366.576, state agencies may enter into cooperative agreements with counties, cities
and units of local governments for the performance of work on certain types of
improvement projects with the allocation of costs on terms and conditions mutually
agreeable to the contracting parties.
3. The American Recovery and Reinvestment Act of 2009, hereinafter referred to as
the "ARRA", provides funding for job preservation and creation, infrastructure
investment, energy efficiency and science, assistance to the unemployed, and state
and local fiscal stabilization, for fiscal years 2009 and 2010.
4. The ARRA provides each state a sub-allocation of ARRA funds for cities, counties
and metropolitan areas, and a sub-allocation for use in any area of the state.
NOW THEREFORE, the premises being in general as stated in the foregoing Recitals, it
is agreed by and between the Parties hereto as follows:
TERMS OF AGREEMENT
1. Under such authority, State and Agency agree to the reconstruction of sidewalks
on Hersey Street from Oak Street to Ann Street, hereinafter referred to as
"Project." The location of the Project is approximately as shown on the detailed map
attached hereto, marked "Exhibit A," and by this reference made a part hereof.
Key No. 16553
Agency/State
Agreement No. 25562
2. The Project shall be conducted as a part of the ARRA Program under Title 23,
United States Code. The ARRA funds for this Project come from a portion of State's
ARRA funds identified as the "120-Day Allocation" and are thus subject to specific
eligibility and expiration conditions. The total Project cost is estimated at $200,000,
which is subject to change. ARRA Program funds for this Project shall be limited to
$200,000. The Project will be financed with ARRA funds at 100 percent of the
maximum allowable federal participating amount. Agency will not be required to
provide a match for the ARRA funds but will be responsible for any non-participating
costs, including all costs in excess of the available federal funds. No ARRA funded
invoices will be accepted and no ARRA funded payments will be made after
September 30, 2015.
3. The federal funding for this Project is contingent upon approval by the FHW A and
receipt of federal funds by State. Any work performed prior to "authorization" (also
called obligation of funds) by FHW A or outside the scope of work will be considered
non-participating and paid for at Agency expense.
4. State considers Agency a subrecipient of the federal funds it receives as
reimbursement under this Agreement. The Catalog of Federal Domestic Assistance
(CFDA) number and title for this Project is 20.205, Highway Planning and
Construction.
5. Agency can place signs that identify the Project as "American Recovery and
Reinvestment Act of 2009" (State approved design). Agency may affix additional
signage that identifies local funds used for the Project.
6. Agency shall report to State the required reporting data by federal and state
mandates for delivery of the ARRA program. State shall inform the local agencies of
the reporting requirements once they have been received from FHW A and the
Department of Administrative Services and such requirements shall be made a part
of this Agreement.
7. The term of this Agreement will begin upon execution and will terminate upon
completion of the Project and final payment or September 30, 2015, whichever is
sooner. Any work performed prior to Notice to Proceed from State's Local Agency
Liaison will not be reimbursed.
8. This Agreement may be terminated by mutual written consent of both Parties.
9. State may terminate this Agreement effective upon delivery of written notice to
Agency, or at such later date as may be established by State, under any of the
following conditions:
2
Agency/State
Agreement No. 25562
a. If Agency fails to provide services called for by this Agreement within the
time specified herein or any extension thereof.
b. If Agency fails to perform any of the other provisions of this Agreement,
or so fails to pursue the work as to endanger performance of this
Agreement in accordance with its terms, and after receipt of written
notice from State fails to correct such failures within ten (10) days or
such longer period as State may authorize.
c. If Agency fails to provide payment of its share of the cost of the Project.
d. If State fails to receive funding, appropriations, limitations or other
expenditure authority sufficient to allow State, in the exercise of its
reasonable administrative discretion, to continue to make payments for
performance of this Agreement.
e. If federal or state laws, regulations or guidelines are modified or
interpreted in such a way that either the work under this Agreement is
prohibited or State is prohibited from paying for such work from the
planned funding source.
10a. Because of the ARRA "120-Day Allocation" funding requirements, State must
receive contract bids for the Project prior to June 18, 2009. Agency shall submit
"Plans, Specifications and Estimates" (PS&E) to State by May 4, 2009. State will
review PS&E documents in coordination with the Oregon Local Program Committee
and determine by May 9, 2009 whether the June 18, 2009 bid date will be met. If
State determines that contract bids for this Project will not be received, or unlikely to
be received, by June 18, 2009, State may terminate this Agreement effective upon
delivery of written notice to Agency, allowing the funds to be distributed to another
project at State's discretion; and State shall have no obligation to replace the ARRA
funds with other state or federal funds.
b. In the event Agency receives ARRA funds for any project from the sub-allocation to
urbanized areas, and fails to obligate those funds by June 29, 2009 for such project,
State will consider such failure to be a breach of this Agreement and Agency must
repay the amount of any ARRA funds received as reimbursement for this Project to
State.
11. Any termination of this Agreement shall not prejudice any rights or obligations accrued
to the Parties prior to termination.
12. The Special and Standard Provisions attached hereto, marked Attachments 1 and 2,
respectively, are by this reference made a part hereof. The Standard Provisions
3
Agency/State
Agreement No. 25562
apply to all federal-aid projects and may be modified only by the Special Provisions.
The Parties hereto mutually agree to the terms and conditions set forth in
Attachments 1 and 2. In the event of a conflict, this Agreement shall control over the
attachments, and Attachment 1 shall control over Attachment 2.
13. Agency, as a recipient of federal funds, pursuant to this Agreement with State, shall
assume sole liability for Agency's breach of any federal statutes, rules, program
requirements and grant provisions applicable to the federal funds, and shall, upon
Agency's breach of any such conditions that requires State to return funds to the
Federal Highway Administration, hold harmless and indemnify State for an amount
equal to the funds received under this Agreement; or if legal limitations apply to the
indemnification ability of Agency, the indemnification amount shall be the maximum
amount of funds available for expenditure, including any available contingency funds
or other available non-appropriated funds, up to the amount received under this
Agreement.
14.Agency certifies and represents that the individual(s) signing this Agreement has been
authorized to enter into and execute this Agreement on behalf of Agency, under the
direction or approval of its governing body, commission, board, officers, members or
representatives, and to legally bind Agency.
15. This Agreement may be executed in several counterparts (facsimile or otherwise) all
of which when taken together shall constitute one agreement binding on all Parties,
notwithstanding that all Parties are not signatories to the same counterpart. Each copy
of this Agreement so executed shall constitute an original.
16. This Agreement and attached exhibits constitute the entire agreement between the
Parties on the subject matter hereof. There are no understandings, agreements, or
representations, oral or written, not specified herein regarding this Agreement. No
waiver, consent, modification or change of terms of this Agreement shall bind either
Party unless in writing and signed by both Parties and all necessary approvals have
been obtained. Such waiver, consent, modification or change, if made, shall be
effective only in the specific instance and for the specific purpose given. The failure of
State to enforce any provision of this Agreement shall not constitute a waiver by State
of that or any other provision.
THE PARTIES, by execution of this Agreement, hereby acknowledge that each Party
has read this Agreement, understands it, and agrees to be bound by its terms and
conditions.
This Project is amended into the 2008-2011 Statewide Transportation Improvement
Program, Key No. 16553 that was approved by the Oregon Transportation Commission
on November 14,2007 or will subsequently be approved by amendment to the STIP.
4
Agency/State
Agreement No. 25562
The Oregon Transportation Commission on December 29, 2008, approved Delegation
Order No.2, which authorizes the Director to approve and execute agreements for day-
to-day operations. Day-to-day operations include those activities required to implement
the biennial budget approved by the Legislature, including activities to execute a project
in the Statewide Transportation Improvement Program.
On September 15, 2006, the Director of the Oregon Department of Transportation
approved Subdelegation Order No.2, Paragraph 1, in which authority is delegated to
the Deputy Director, Highways, to approve and sign agreements over $75,000 when the
work is related to a project included in the Statewide Transportation Improvement
Program.
City of Ashland, by and through its
elected officials
BY~~d
::te ~-~
Date #ti /01
STATE OF OREGON, by and through
its Department of Transportation
By
Deputy Director, Highways
Date
APPROVAL RECOMMENDED
APPROVED AS TO LEGAL
SUFFICIENCY
By
Local Government Section Manager
Date
Date --.1 .~ . () <>t
APPROVED AS TO LEGAL
SUFFICIENCY
Agency Contact:
Michael Faught
20 East Main St
Ashland, OR 97520
faughtm@ashland.or.us
541.552.2411
By
Assistant Attorney General
Date:
State Contact:
Kelli Sparkman, ODOT Region 3
1 00 Antelope Road
White City, OR, 97503-1674
kelli .sparkman@ODOT.state.or.us
541.774.6383
5
Agency/State
Agreement No. 25562
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Agency/State
Agreement No. 25562
ATTACHMENT NO.1 to Agreement No. 25562
SPECIAL PROVISIONS
1. Agency or its consultant shall, as a federal-aid participating preliminary engineering
function, conduct the necessary field surveys, environmental studies, traffic
investigations, foundation explorations, and hydraulic studies, identify and obtain all
required permits, and perform all preliminary engineering and design work required
to produce final plans, preliminary/final specifications and cost estimates.
2. Upon State's award of the construction contract, Agency, or its consultant, shall be
responsible to perform all construction engineering, field testing of materials,
technical inspection and project manager services for administration of the contract.
3. In the event that Agency elects to engage the services of a personal services
consultant to perform any work covered under this Agreement, Agency and
Consultant shall enter into a Personal Services Contract approved by State's Chief
Procurement Officer or designee (Salem). Said contract must be reviewed and
approved by State's Chief Procurement Officer or designee prior to beginning any
work. This review includes, but is not limited to the Request for Proposal, Statement
of Work, advertisement and all contract documents. This review and approval is
required to ensure federal reimbursement.
4. State may make available Region 3's On-Call Preliminary Engineering (PE), Design
and Construction Engineering Services consultant for Local Agency Projects upon
written request. If Agency chooses to use said services, Agency agrees to manage
the work performed by the Consultant and reimburse State for payment of those
services, which are not eligible as federal participating costs and included as part of
the total cost of the Project.
5. Final billings shall be submitted to State for processing within two (2) years from the
end of each funding phase as follows: 1) award date of a construction contract for
preliminary engineering (PE) and 2) third notification for construction. Partial billing
(progress payment) shall be submitted to State within one (1) year from the date that
costs are incurred. Final billings submitted after two (2) years shall not be eligible for
reimbursement. No ARRA funded invoices will be accepted and no ARRA funded
payments will be made after September 30, 2015~ State shall not be responsible to
provide additional funding to Agencies that do not have final billings processed
before this date.
6. If Project involves pavement overlay on a bridge, Agency shall either (a) load rate
the bridge when adding two (2) inches of pavement depth to an existing bridge deck
to determine the capacity of the bridge or (b) remove two inches of Asphalt Concrete
(AC) from the bridge deck and then place two inches back for a zero net gain of
7
Agency/State
Agreement No. 25562
Asphalt Concrete (in-Iay/over-Iay) on the bridge deck. Agency shall then sawcut the
new AC pavement at the bridge ends and fill with poured joint filler to account for
bridge movement.
7. Agency shall, at its own expense, maintain and operate the Project upon completion
and throughout the useful life of the Project at a minimum level that is consistent with
normal depreciation and/or service demand. State and Agency agree that the useful
life of this Project is defined as twenty (20) calendar years. State may conduct
periodic inspections during the life of the Project to verify that Project is properly
maintained and continues to serve the purpose for which federal funds were
provided. Maintenance and power responsibilities shall survive any termination of
this Agreement.
8
Misc. Contract & Agreement
No. 25562
ATTACHMENT NO.2
STANDARD PROVISIONS
JOINT OBLIGATIONS
PROJECT ADMINISTRATION
1. State (ODOT) is acting to fulfill its responsibility to the Federal Highway Administration
(FHWA) by the administration of this Project, and Agency (i.e. county, city, unit of local
government, or other state agency) hereby agrees that State shall have full authority to carry
out this administration. If requested by Agency or if deemed necessary by State in order to
meet its obligations to FHW A, State will further act for Agency in other matters pertaining to
the Project. Agency shall, if necessary, appoint and direct the activities of a Citizen's
Advisory Committee and/or Technical Advisory Committee, conduct a hearing and
recommend the preferred alternative. State and Agency shall each assign a liaison person
to coordinate activities and assure that the interests of both parties are considered during all
phases of the Project.
2. Any project that uses federal funds in project development is subject to plans, specifications
and estimates (PS&E) review and approval by FHWA or State acting on behalf of FHWA
prior to advertisement for bid proposals, regardless of the source of funding for construction.
PRELIMINARY & CONSTRUCTION ENGINEERING
3. State, Agency, or others may perform preliminary and construction engineering. If Agency or
others perform the engineering, State will monitor the work for conformance with FHWA
rules and regulations. In the event that Agency elects to engage the services of a personal
services consultant to perform any work covered by this Agreement, Agency and Consultant
shall enter into a State reviewed and approved personal services contract process and
resulting contract document. State must concur in the contract prior to beginning any work.
State's personal services contracting process and resulting contract document will follow
Title 23 Code of Federal Requlations (CFR) 172, Title 49 CFR 18, ORS 279A.055, the
current State Administrative Rules and State Personal Services Contracting Procedures as
approved by the FHWA. Such personal services contract(s) shall contain a description of the
work to be performed, a project schedule, and the method of payment. Subcontracts shall
contain all required provisions of Agency as outlined in the Agreement. No reimbursement
shall be made using federal-aid funds for any costs incurred by Agency or its consultant
prior to receiving authorization from State to proceed. Any amendments to such contract(s)
also require State's approval.
4. On all construction projects where State is the signatory party to the contract, and where
Agency is doing the construction engineering and project management, Agency, subject to
any limitations imposed by state law and the Oregon Constitution, agrees to accept all
responsibility, defend lawsuits, indemnify and hold State harmless, for all tort claims,
contract claims, or any other lawsuit arising out of the contractor's work or Agency's
supervision of the project.
STDPRO-2008.doc
Rev. 09-23-2008
9
Agency/State
Agreement No. 25562
REQUIRED STATEMENT FOR United States Department of Transportation
(USDOT) FINANCIAL ASSISTANCE AGREEMENT
5. If as a condition of assistance, Agency has submitted and the United States Department of
Transportation (USDOT) has approved a Disadvantaged Business Enterprise Affirmative
Action Program which Agency agrees to carry out, this affirmative action program is
incorporated into the financial assistance agreement by reference. That program shall be
treated as a legal obligation and failure to carry out its terms shall be treated as a violation of
the financial assistance agreement. Upon notification from USDOT to Agency of its failure to
carry out the approved program, USDOT shall impose such sanctions as noted in Title 49.
CFR. Part 26, which sanctions may include termination of the agreement or other measures
that may affect the ability of Agency to obtain future USDOT financial assistance.
6. Disadvantaged Business Enterprises (DBE) Obligations. State and its contractor agree
to ensure that DBE as defined in Title 49. CFR. Part 26, have the opportunity to participate
in the performance of contracts and subcontracts financed in whole or in part with federal
funds. In this regard, Agency shall take all necessary and reasonable steps in accordance
with Title 49. CFR. Part 26, to ensure that DBE have the opportunity to compete for and
perform contracts. Neither State nor Agency and its contractors shall discriminate on the
basis of race, color, national origin or sex in the award and performance of
federally-assisted contracts. Agency shall carry out applicable requirements of Title 49.
CFR. Part 26, in the award and administration of such contracts. Failure by Agency to carry
out these requirements is a material breach of this Agreement, which may result in the
termination of this contract or such other remedy as State deems appropriate.
7. The DBE Policy Statement and Obligations shall be included in all subcontracts entered into
under this Agreement.
8. Agency agrees to comply with all applicable civil rights laws, rules and regulations, including
Title V and Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act
of 1990 (ADA), and Titles VI and VII of the Civil Rights Act of 1964.
9. The parties hereto agree and understand that they will comply with all applicable federal,
state, and local laws, regulations, executive orders and ordinances applicable to the work
including, but not limited to, the provisions of ORS 279C.505. 279C.515. 279C.520.
279C.530 and 279B.270. incorporated herein bv reference and made a part hereof: Title 23
CFR Parts 1.11.140.710. and 771: Title 49 CFR Parts 18. 24 and 26: OMB CIRCULAR
NO. A-87 and NO. A-133 Title 23. USC. Federal-Aid Hiqhwav Act Title 41. Chapter 1. USC
51-58. Anti-Kickback Act Title 42 USC: Uniform Relocation Assistance and Real Property
Acquisition Policv Act of 1970. as amended and provisions of Federal-Aid Policv Guide
(FAPG).
STATE OBLIGATIONS
PROJECT FUNDING REQUEST
10. State shall submit a Project funding request to FHWA with a request for approval of federal-
aid participation in all engineering, right-of-way acquisition, eligible utility relocations and/or
construction work for the Project. No work shall proceed on any activity in which
federal-aid participation is desired until such approval has been obtained. The
program shall include services to be provided by State, Agency, or others. State shall notify
STDPRO-2008.doc
Rev. 09-23-2008
10
Agency/State
Agreement No. 25562
Agency in writing when authorization to proceed has been received from FHWA. Major
responsibility for the various phases of the Project will be as outlined in the Special
Provisions. All work and records of such work shall be in conformance with FHW A rules and
regulations.
FINANCE
11. State shall, in the first instance, pay all reimbursable costs of the Project, submit all claims
for federal-aid participation to FHW A in the normal manner and compile accurate cost
accounting records. Agency may request a statement of costs to date at any time by
submitting a written request. When the actual total cost of the Project has been computed,
State shall furnish Agency with an itemized statement of final costs. Agency shall pay an
amount which, when added to said advance deposit and federal reimbursement payment,
will equal 1 00 percent of the final total actual cost. Any portion of deposits made in excess of
the final total costs of Project, minus federal reimbursement, shall be released to Agency.
The actual cost of services provided by State will be charged to the Project expenditure
account(s) and will be included in the total cost of the Project.
PROJECT ACTIVITIES
12. State shall, if the preliminary engineering work is performed by Agency or others, review and
process or approve all environmental statements, preliminary and final plans, specifications
and cost estimates. State shall, if they prepare these documents, offer Agency the
opportunity to review and approve the documents prior to advertising for bids.
13. The party responsible for performing preliminary engineering for the Project shall, as part of
its preliminary engineering costs, obtain all Project related permits necessary for the
construction of said Project. Said permits shall include, but are not limited to, access, utility,
environmental, construction, and approach permits. All pre-construction permits will be
obtained prior to advertisement for construction.
14. State shall prepare contract and bidding documents, advertise for bid proposals, and award
all contracts.
15. Upon State's award of a construction contract, State shall perform independent assurance
testing in accordance with State and FHW A Standards, process and pay all contractor
progress estimates, check final quantities and costs, and oversee and provide intermittent
inspection services during the construction phase of the Project.
16. State shall, as a Project expense, assign a liaison person to provide Project monitoring as
needed throughout all phases of Project activities (preliminary engineering, right-of-way
acquisition, and construction). The liaison shall process reimbursement for federal
participation costs.
RIGHT OF WAY
17. State is responsible for proper acquisition of the necessary right of way and easements for
construction and maintenance of the Project. Agency may perform acquisition of the
necessary right of way and easements for construction and maintenance of the Project,
provided Agency (or Agency's consultant) are qualified to do such work as required by the
State's Right of Way Manual and have obtained prior approval from State's Region Right of
Way office to do such work.
STDPRO-2008.doc
Rev. 09-23-2008
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Agency/State
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18. Regardless of who acquires or performs any of the right of way activities, a right of way
services agreement shall be created by State's Region Right of Way office setting forth the
responsibilities and activities to be accomplished by each party. State shall always be
responsible for requesting project funding, coordinating certification of the right of way, and
providing oversight and monitoring. Funding authorization requests for federal right of way
funds must be sent through the State's Region Right of Way offices on all projects. All
projects must have right of way certification coordinated through State's Region Right of
Way offices (even for projects where no federal funds were used for right of way, but federal
funds were used elsewhere on the Project). Agency should contact the State's Region Right
of Way office for additional information or clarification.
19. State shall review all right of way activities engaged in by Agency to assure compliance with
applicable laws and regulations. Agency agrees that right of way activities shall be in accord
with the Uniform Relocation Assistance & Real Property Acquisition Policies Act of 1970, as
amended, ORS Chapter 35, FHWA Federal-Aid Policy Guide, State's Right of Way Manual
and the Code of Federal Regulations, Title 23, Part 710 and Title 49, Part 24.
20. If any real property purchased with federal-aid participation is no longer needed for the
originally authorized purpose, the disposition of such property shall be subject to applicable
rules and regulations, which are in effect at the time of disposition. Reimbursement to State
and FHWA of the required proportionate shares of the fair market value may be required.
21. Agency insures that all Project right of way monumentation will be conducted in
conformance with ORS 209.155.
22. State and Agency grants each other authority to enter onto the other's right of way for the
performance of the Project.
AGENCY OBLIGATIONS
FINANCE
23. Federal funds shall be applied toward Project costs at the current federal-aid matching ratio,
unless otherwise agreed and allowable by law. Agency shall be responsible for the entire
match amount, unless otherwise agreed to and specified in the intergovernmental
agreement. If federal funds are used, Agency will specify the Catalog of Federal Domestic
Assistance (CFDA) number in the Agreement. Agency will also determine and clearly state
in the Agreement if recipient is a subrecipient or vendor, using criteria in Circular A-133.
24. Agency's estimated share and advance deposit.
A. Agency shall, prior to commencement of the preliminary engineering and/or right of way
acquisition phases, deposit with State its estimated share of each phase. Exception may
be made in the case of projects where Agency has written approval from State to use
in-kind contributions rather than cash to satisfy all or part of the matching funds
requirement.
B. Agency's construction phase deposit shall be 110 percent of Agency's share of the
engineer's estimate and shall be received prior to award of the construction contract.
Any additional balance of the deposit, based on the actual bid must be received within
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forty-five (45) days of receipt of written notification by State of the final amount due,
unless the contract is canceled. Any unnecessary balance of a cash deposit, based on
the actual bid, will be refunded within forty-five (45) days of receipt by State of the
Project sponsor's written request.
C. Pursuant to ORS 366.425, the advance deposit may be in the form of 1) money
deposited in the State Treasury (an option where a deposit is made in the Local
Government Investment Pool, and an Irrevocable Limited Power of Attorney is sent to
the Highway Finance Office), or 2) an Irrevocable Letter of Credit issued by a local bank
in the name of State, or 3) cash.
D. Agency may satisfy all or part of any matching funds requirements by use of in-kind
contributions rather than cash when prior written approval has been given by State.
25. If the estimated cost exceeds the total matched federal funds available, Agency shall
deposit its share of the required matching funds, plus 100 percent of all costs in excess of
the total matched federal funds. Agency shall also pay 100 percent of the cost of any item in
which FHWA will not participate. If Agency has not repaid any non-participating cost, future
allocations of federal funds, or allocations of State Highway Trust Funds, to that Agency
may be withheld to pay the non-participating costs. If State approves processes,
procedures, or contract administration outside the Local Agency Guidelines that result in
items being declared non-participating, those items will not result in the withholding of
Agency's future allocations of federal funds or the future allocations of State Highway Trust
Funds.
26. Costs incurred by State and Agency for services performed in connection with any phase of
the Project shall be charged to the Project, unless otherwise mutually agreed upon.
27. If Agency makes a written request for the cancellation of a federal-aid project; Agency shall
bear 100 percent of all costs as of the date of cancellation. If State was the sole cause of the
cancellation, State shall bear 100 percent of all costs incurred. If it is determined that the
cancellation was caused by third parties or circumstances beyond the control of State or
Agency, Agency shall bear all development costs, whether incurred by State or Agency,
either directly or through contract services, and State shall bear any State administrative
costs incurred. After settlement of payments, State shall deliver surveys, maps, field notes,
and all other data to Agency.
28. Agency shall follow requirements of the Single Audit Act. The requirements stated in the
Single Audit Act must be followed by those local governments and non-profit organizations
receiving $500,000 or more in federal funds. The Single Audit Act of 1984, PL 98-502 as
amended by PL 104-156, described in "OMB CIRCULAR NO. A-133", requires local
governments and non-profit organizations to obtain an audit that includes internal controls
and compliance with federal laws and regulations of all federally-funded programs in which
the local agency participates. The cost of this audit can be partially prorated to the federal
program.
29. Agency shall make additional deposits, as needed, upon request from State. Requests for
additional deposits shall be accompanied by an itemized statement of expenditures and an
estimated cost to complete the Project.
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30. Agency shall present invoices for 100 percent of actual costs incurred by Agency on behalf
of the Project directly to State's Liaison Person for review and approval. Such invoices shall
identify the Project and Agreement number, and shall itemize and explain all expenses for
which reimbursement is claimed. Billings shall be presented for periods of not less than one-
month duration, based on actual expenses to date. All billings received from Agency must
be approved by State's Liaison Person prior to payment. Agency's actual costs eligible for
federal-aid or State participation shall be those allowable under the provisions of Title 23
CFR Parts 1J.1, 140 and 710, Final billings shall be submitted to State for processing within
three months from the end of each funding phase as follows: 1) award date of a construction
contract for preliminary engineering 2) last payment for right-of-way acquisition and 3) third
notification for construction. Partial billing (progress payment) shall be submitted to State
within three months from date that costs are incurred. Final billings submitted after the three
months shall not be eligible for reimbursement.
31. The cost records and accounts pertaining to work covered by this Agreement are to be kept
available for inspection by representatives of State and FHW A for a period of six (6) years
following the date of final voucher to FHWA. Copies of such records and accounts shall be
made available upon request. For real property and equipment, the retention period starts
from the date of disposition (Title 49 CFR 18.42).
32. State shall request reimbursement, and Agency agrees to reimburse State, for federal-aid
funds distributed to Agency if any of the following events occur:
a) Right of way acquisition or actual construction of the facility for which
preliminary engineering is undertaken is not started by the close of the tenth
fiscal year following the fiscal year in which the federal-aid funds were
authorized;
b) Right of way acquisition is undertaken utilizing federal-aid funds and actual
construction is not started by the close of the twentieth fiscal year following
the fiscal year in which the federal-aid funds were authorized for right of way
acquisition.
c) Construction proceeds after the Project is determined to be ineligible for
federal-aid funding (e.g., no environmental approval, lacking permits, or other
reasons ).
33. Agency shall maintain all Project documentation in keeping with State and FHWA standards
and specifications. This shall include, but is not limited to, daily work records, quantity
documentation, material invoices and quality documentation, certificates of origin, process
control records, test results, and inspection records to ensure that projects are completed in
conformance with approved plans and specifications.
RAILROADS
34. Agency shall follow State established policy and procedure's when impacts occur on railroad
property. The policy and procedures are available through State's appropriate Region
contact or State's Railroad Liaison. Only those costs allowable under Title 23 CFR Part 646,
subpart B and Title 23 CFR Part 140, subpart I, shall be included in the total Project costs;
all other costs associated with railroad work will be at the sole expense of Agency, or others.
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Agency may request State, in writing, to provide railroad coordination and negotiations.
However, State is under no obligation to agree to perform said duties.
UTI LITI ES
35. Agency shal1 cause to be relocated or reconstructed, all privately or publicly-owned utility
conduits, lines, poles, mains, pipes, and all other such facilities of every kind and nature
where such relocation or reconstruction is made necessary by the plans of the Project in
order to conform the utilities and other facilities with the plans and the ultimate requirements
of the Project. Only those utility relocations, which are eligible for federal-aid participation
under, Title 23 CFR 645A, shall be included in the total Project costs; all other utility
relocations shall be at the sole expense of Agency, or others. State will arrange for utility
relocations/adjustments in areas lying within jurisdiction of State, if State is performing the
preliminary engineering. Agency may request St9te in writing to arrange for utility
relocations/adjustments lying within Agency jurisdiction, acting on behalf of Agency. This
request must be submitted no later than twenty-one (21) weeks prior to bid let date.
However, State is under no obligation to agree to perform said duties.
36. Agency shall follow established State utility relocation policy and procedures. The policy and
procedures are available through the appropriate State's Region Utility Specialist or State's
Right of Way Section Railroad Liaison, and Utility Engineer.
STANDARDS
37. Agency agrees that design standards for all projects on the National Highway System (NHS)
and the Oregon State Highway System shall be in compliance to standards specified in the
current "State Hiqhway Desiqn Manual" and related references. Construction plans shall be
in conformance with standard practices of State for plans prepared by its own staff. All
specifications for the Project shall be in substantial compliance with the most current
"Oreqon Standard Specifications for Hiqhway Construction".
38. Agency agrees that minimum design standards for non-NHS projects shall be recommended
AASHTO Standards and in accordance with the current "Oreqon Bicycle and Pedestrian
Plan", unless otherwise requested by Agency and approved by State.
39. Agency agrees and will verify that the installation of traffic control devices shall meet the
warrants prescribed in the "Manual on Uniform Traffic Control Devices and Oregon
Supplements".
40. All plans and specifications shall be developed in general conformance with the current
"Contract Plans Development Guide" and the current "Oreqon Standard Specifications for
Hiqhway Construction" and/or guidelines provided.
41. The standard unit of measurement for all aspects of the project shall be English Units. All
project documents and products shall be in English. This includes, but is not limited to, right
of way, environmental documents, plans and specifications, and utilities.
GRADE CHANGE LIABILITY
42. Agency, if a County, acknowledges the effect and scope of ORS 105.755 and agrees that all
acts necessary to complete construction of the Project which may alter or change the grade
of existing county roads are being accomplished at the direct request of the County.
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43. Agency, if a City, hereby accepts responsibility for all claims for damages from grade
changes. Approval of plans by State shall not subject State to liability under ORS 105.760 for
change of grade.
44. Agency, if a City, by execution of Agreement, gives its consent as required by ORS
373.030(2) to any and all changes of grade within the City limits, and gives its consent as
required by ORS 373.050(1) to any and all closure of streets intersecting the highway, if any
there be in connection with or arising out of the project covered by the Agreement.
CONTRACTOR CLAIMS
45. Agency shall, to the extent permitted by state law, indemnify, hold harmless and provide
legal defense for State against all claims brought by the contractor, or others resulting from
Agency's failure to comply with the terms of this Agreement.
46. Notwithstanding the foregoing defense obligations under Paragraph 45, neither Agency nor
any attorney engaged by Agency shall defend any claim in the name of the State of Oregon
or any agency of the State of Oregon, nor purport to act as legal representative of the State
of Oregon or any of its agencies, without the prior written consent of the Oregon Attorney
General. The State of Oregon may, at anytime at its election assume its own defense and
settlement in the event that it determines that Agency is prohibited from defending the State
of Oregon, or that Agency is not adequately defending the State of Oregon's interests, or
that an important governmental principle is at issue or that it is in the best interests of the
State of Oregon to do so. The State of Oregon reserves all rights to pursue any claims it
may have against Agency if the State of Oregon elects to assume its own defense.
MAINTENANCE RESPONSIBiliTIES
47. Agency shall, upon completion of construction, thereafter maintain and operate the Project
at its own cost and expense, and in a manner satisfactory to State and FHWA.
WORKERS' COMPENSATION COVERAGE
48. All employers, including Agency that employ subject workers who work under this
Agreement in the State of Oregon shall comply with ORS 656.017 and provide the required
Workers' Compensation coverage unless such employers are exempt under ORS 656.126.
Agency shall ensure that each of its contractors complies with these requirements.
lOBBYING RESTRICTIONS
49. Agency certifies by signing the Agreement that:
A. No federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or
employee of any federal agency, a Member of Congress, an officer or employee of
Congress, or an employee of a Member of Congress in connection with the awarding of
any federal contract, the making of any federal grant, the making of any federal loan, the
entering into of any cooperative agreement, and the extension, continuation, renewal,
amendment, or modification of any federal contract, grant, loan, or cooperative
agreement.
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Agreement No. 25562
B. If any funds other than federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any federal
agency, a Member of Congress, an officer or employee of Congress, or an employee of
a Member of Congress in connection with this federal contract, grant, loan, or
cooperative agreement, the undersigned shall complete and submit Standard Form-LLL.
"Disclosure Form to Report LobbvinO,ll in accordance with its instructions.
C. The undersigned shall require that the language of this certification be included in the
award documents for all subawards at all tiers (including subgrants, and contracts and
subcontracts under grants, subgrants, loans, and cooperative agreements) which
exceed $100,000, and that all such subrecipients shall certify and disclose accordingly.
D. This certification is a material representation of fact upon which reliance was placed
when this transaction was made or entered into. Submission of this certification is a
prerequisite for making or entering into this transaction imposed by Title 31, use Section
1352.
E. Any person who fails to file the required certification shall be subject to a civil penalty of
not less than $10,000 and not more than $100,000 for each such failure.
Paragraphs 35, 36, and 47 are not applicable to any local agency on state highway projects.
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