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HomeMy WebLinkAboutResolution 2025-48 execute a contract between the City of East Wenatchee and the Washington State Department of Transportation for the 5th Street Improvements ProjectCity of East Wenatchee Resolution 2025-48 with Exhibit A Retain Resolution until no longer needed for City -business, then transfer to Washington State Archives (GS50-05A-16 Rev. 1) Page 1 of 2 City of East Wenatchee, Washington Resolution No. 2025-48 A Resolution of the City of East Wenatchee, Washington authorizing the Mayor to execute a contract between the City of East Wenatchee and the Washington State Department of Transportation for the 5th Street Improvements Project. 1. Alternate format. 1.1. Para leer este documento en otro formato (español, Braille, leer en voz alta, etc.), póngase en contacto con el vendedor de la ciudad al alternateformat@eastwenatcheewa.gov, al (509) 884- 9515 o al 711 (TTY). 1.2. To read this document in an alternate format (Spanish, Braille, read aloud, etc.), please contact the City Clerk at alternateformat@eastwenatcheewa.gov, at (509) 884-9515, or at 711 (TTY). 2. Authority. 2.1. RCW 35A.11.020 and RCW 35A.12.190 authorize the City Council to organize and regulate its internal affairs and to define the powers, functions and duties of its officers and employees. THE CITY COUNCIL OF THE CITY OF EAST WENATCHEE DO RESOLVE AS FOLLOWS: 3. Authorization. The City Council authorizes the Mayor to execute a grant agreement that conforms to the language set forth in Exhibit A. 4. Severability. If a court of competent jurisdiction declares any provision in this resolution to be contrary to law, such declaration shall not affect the validity of the other provisions of this Resolution. 5. Effective date. This Resolution becomes effective immediately. City of East Wenatchee Resolution 2025-48 with Exhibit A Retain Resolution until no longer needed for City -business, then transfer to Washington State Archives (GS50-05A-16 Rev. 1) Page 2 of 2 Passed by the City Council of East Wenatchee, at a regular meeting thereof on this 21st day of October, 2025. The City of East Wenatchee, Washington By ________________________ Jerrilea Crawford, Mayor Attest: ___________________________ Laura Leon, City Clerk Approved as to form only: ___________________________ City Attorney Filed with the City Clerk: 10-16-2025 Passed by the City Council: 10-21-2025 Effective Date: 10-21-2025 Jerrilea Crawford (Nov 3, 2025 09:43:22 PST) Jerrilea Crawford State Department of Transportation Local Programs State Funding Agreement Work by Public Agencies Agency and Address Agreement Number Project Number Project Title Description of Work (See also “Exhibit A”) Termini Advertisement Date Indirect Cost Rate Yes No This AGREEMENT is made and entered into between the STATE OF WASHINGTON, Department of Transportation, acting by and through the Secretary of Transportation, hereinafter called the “STATE,” and the above named organization, hereinafter call the “AGENCY.” WHEREAS, the AGENCY is planning the work shown above, and in connection therewith, the AGENCY has requested financial assistance for the project or program, and WHEREAS, the AGENCY has requested funds for the above shown project or program, which has been selected by the STATE for funding assistance. NOW THEREFORE, in consideration of the terms, conditions, covenants, and performances contained herein, or attached and incorporated and made a part hereof, IT IS MUTUALLY AGREE AS FOLLOWS: Type of Work PE or Planning a. Agency Estimate of Funding (1) Estimated Total Funds (2) Estimated Agency Funds (3) Estimated State Funds b. Other c. Other d. State Services e. Total PE Cost Estimate RW f. Agency g. Other h. Other i. State Services j. Total R/W Cost Estimate CN k. Contract l. Other m. Other n. Other o. Agency p. State Services q. Total CN Cost Estimate r. Total Project Cost Estimate DOT Form 140-087LP Revised 12/2024● Previous Versions Obsolete ●Page 1 City of East Wenatchee 271 9th Street NE, East Wenatchee, WA 98802 5th St NE Multimodal & Safety Improvements Various pedestrian and bike improvements to 5th Street NE. See Exhibit A Eastmont Ave & N Jonathan Ave 10/28/2025 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 3,040,000.00 $ 0.00 $ 3,040,000.00 Contract - Other Elligible $ 872,098.00 $ 872,098.00 $ 0.00 Contract - Other inelligible $ 1,117,245.47 $ 1,117,245.47 $ 0.00 Consultant $ 550,000.00 $ 0.00 $ 550,000.00 $ 20,000.00 $ 0.00 $ 20,000.00 $ 10,000.00 $ 0.00 $ 10,000.00 $ 5,609,343.47 $ 1,989,343.47 $ 3,620,000.00 $ 5,609,343.47 $ 1,989,343.47 $ 3,620,000.00 _________________________________________________ _________________________________________________ ___________________________________ ________________________________________ I General The AGENCY agrees to perform the above described work in accordance with the Project Application attached hereto as “Exhibit A” and made a part of this AGREEMENT. Plans, specifications, and cost estimates shall be prepared by the AGENCY in accordance with the current State of Washington Standard Specifications for Road, Bridge, and Municipal Construction and adopted design standards, unless otherwise noted. The AGENCY will incorporate the plans and specifications into the AGENCY’s project and thereafter advertise the resulting project for bid and, assuming bids are received and a contract is awarded, administer the contract, or if the project is of a size which the AGENCY is authorized to perform with its own forces under the laws of the State of Washington, the AGENCY may proceed with its own forces. All work performed under this AGREEMENT shall comply with the applicable provisions of state law. II Payment The STATE, in consideration of the faithful performance of the work to be performed by the AGENCY, agrees to reimburse the AGENCY for the percentage of the actual direct and related indirect cost of the work shown above, up to the “MAXIMUM AMOUNT AUTHORIZED”. The agency will comply with Governmental Accounting Auditing and Financial Reporting Standards and applicable state law and local regulations, policies and procedures. No payment will be made for work done prior to execution of this AGREEMENT. Partial payments shall be made by the STATE, upon request of the AGENCY, to cover costs incurred. These payments are not to be more frequent than one (1) per month. It is agreed that any such partial payment will not constitute agreement as to the appropriateness of any item and that, at the time of the final audit, all required adjustments will be made and reflected in a final payment. The AGENCY agrees to submit a final bill to the STATE within forty-five (45) days after the AGENCY has completed work. The AGENCY agrees that all costs in excess of the amount authorized and the AGENCY’s matching funds shall be the responsibility of the AGENCY. III Audit The AGENCY agrees that an audit may be conducted by the STATE. During the progress of the work and for a period not less than three (3) years from the date of final payment to the AGENCY, the records and accounts pertaining to the work and accounting thereof are to be kept available for inspection and audit by the STATE and copies of all records, accounts, documents, or other data pertaining to the project will be furnished upon request. If any litigation, claim, or audit is commenced, the records and accounts along with supporting documentation shall be retained until all litigation, claim, or audit finding has been resolved even though such litigation, claim, or audit continues past the three-year retention period. IV Legal Relations No liability shall attach to the AGENCY or the STATE by reason of entering into this AGREEMENT except as expressly provided herein. V Nondiscrimination The AGENCY agrees to comply with all applicable state and federal laws, rules, and regulations pertaining to nondiscrimination and agrees to require the same of all subcontractors providing services or performing any work using funds provided under this AGREEMENT. VI Venue For the convenience of the parties to this AGREEMENT, it is agreed that any claims and/or causes of action which the AGENCY has against the STATE, growing out of this AGREEMENT or the project or program with which it is concerned, shall be brought only in the Superior Court for Thurston County. VII Termination The Secretary of the Department of Transportation may terminate this AGREEMENT if the funding becomes unavailable or if the Secretary determines that it is in the best interest of the STATE. VIII Final Report and Final Inspection Within ninety (90) days following the completion of the project and submission of the final billing for the project, a final report and/or final inspection shall be submitted to the Director, Highways & Local Programs containing the following information: Non-Capital Projects 1. A description of the project or program. 2. A summary of actual costs of the project or program. 3. An evaluation of the project or program. This should address aspects such as transportation and/or other benefits to the public. Capital Projects 1. A final inspection is required. IX Supplement This agreement may be modified or supplemented only in writing by parties. IN WITNESS WHEREOF, the parties hereto have executed this AGREEMENT on the day and year last written below. AGENCY By: Title: Agency Date: S TATE By: Director, Local Programs Date Executed: DOT Form 140-087LP Revised 12/2024 ● Previous Versions Obsolete ●Page 2 Instructions – Local Programs State Funding Agreement 1. Name and Address – Enter the agency name and billing address of the lead agency that will become a party to the agreement. 2. Agreement Number – MUST be left blank. This number will be assigned by WSDOT. 3. Project Number – MUST be left blank. This number will be assigned by WSDOT. 4. Description of Work – Enter a concise statement of the major items of work to be performed. If applicable, attach the signed Project Summary from the project’s selection letter as “Exhibit A”. 5. Project Title – Enter the project’s title. 6. Termini – Enter the begin and end points of the project. 7. Advertisement Date – At construction phase authorization only, enter the proposed construction contract advertisement date. 8. Indirect Cost Rate a. 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 by the agency must be provided with the Local Programs State Funding Agreement. 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 WSDOT and/or State Auditor. b. Check the No box if the agency will not be claiming indirect costs on the project. 9. Type of Work and Funding (Round all dollar amounts to the nearest whole dollar) a. Planning – For projects that only include planning and/or study activities, lines a through d show Planning costs for the project by type of work (e.g., agency, consultant, state services, etc.). • Line a – Enter the estimated cost of agency performed work in columns 1 through 3. • Line b & c – Identify consultant, etc., and enter the estimated amounts in columns 1 through 3. • Line d – State Services. Every project must have funding for state services. Enter the estimated amounts in columns 1 through 3. • Line e – Total of lines a + b + c + d. b. Preliminary Engineering – For projects authorizing a Preliminary Engineering phase, lines a through d show PE costs for the project by type of work (e.g., agency, consultant, state services, etc.). • Line a – Enter the estimated cost of agency performed work in columns 1 through 3. • Line b & c – Identify consultant, etc., and enter the estimated amounts in columns 1 through 3. • Line d – State Services. Every project must have funding for state services. Enter the estimated amounts in columns 1 through 3. • Line e – Total of lines a + b + c + d. c. Right of Way – For projects authorizing a Right of Way phase, lines f through i show RW costs for the project by type of work (e.g., agency, consultant, state services, etc.). • Line g & h – Identify consultant, etc., and enter the estimated amounts in columns 1 through 3. • Line i – State Services. Every project must have funding for state services. Enter the estimated amounts in columns 1 through 3. • Line j – Total of lines f + g + h + i. d. Construction – For projects authorizing a Construction phase, lines k through p show CN costs for the project by type of work (e.g., contract, agency, consultant, state services, etc.). • Line k – Enter the estimated cost of the CN contract in columns 1 through 3. • Lines l, m, & n – Identify consultant, utilities, etc., and enter the estimated amounts in columns 1 through 3. • Line o – Enter the estimated cost of agency performed work in columns 1 through 3. • Line p – State Services. Every project must have funding for state services. Enter the estimated amounts in columns 1 through 3. • Line q – Total of lines k + l + m + n + o + p. e. Total Project Cost Estimate • Line r – Total Cost Estimate of the Project. Total of lines e + j + q. 10.Signatures – An authorized official of the local agency signs the agreement and enters their title and date of signature (include month, day, and year). Note: Do NOT enter a date on the Date Executed line. DOT Form 140-087LP Revised 12/2024● Previous Versions Obsolete ●Page 3 ..... :7: Washington State ~/I Department of Transportation I I I I I State Funds Project Prospectus Project Number Local Agency Project Number Date Statewide Vendor Number Agency Project Title Start Latitude N End Latitude N Start Longitude W End Longitude W Project Termini From Nearest City Name Project Zip Code (+4) Project Termini To City Number County Number County Name Begin Mile Post End Mile Post Length of Project WSDOT Region Legislative District(s) Congressional District(s) Phase P.E. Total Estimated Cost (Nearest Hundred Dollar) Local Agency Funding (Nearest Hundred Dollar) State Funds (Nearest Hundred Dollar) Phase Start Date Month Year R/W Const. Total Description of Existing Facility (Existing Design and Present Condition) Roadway Width Number of Lanes Description of Proposed Work Description of Proposed Work (Attach additional sheet(s) if necessary) Local Agency Contact Person Title Phone Mailing Address City State Zip Code State Funds Project Prospectus Approval By Approving Authority Title Date DOT Form 140-052LP Revised 12/2024 ● Previous Versions Obsolete ● 2024-01 City of East Wenatchee 5th St NE Multimodal & Safety Improvements 47.41255986118251 47.41315516942449 -120.28188371150442 -120.26554074692305 Eastmont Ave East Wenatchee 98802-7902 N Jonathan Ave 0350 09 Douglas .78 miles North Central Region 7 4 $ 715,750 $ 715,750 $ 0 February, 2024 $ 13,600 $ 13,600 $ 0 January, 2025 $ 5,609,343 $ 1,989,343 $ 3,620,000 October, 2025 $ 6,338,693 $ 2,718,693 $ 3,620,000 Varies 2 Existing roadway is 2 lanes with no marked bike lanes or sidewalk. Future cross section will include 2 lanes, bike lanes, and pedestrian facilities (combination of sidewalk and multi-use path) See attached project description. Garren Melton Public Works Director 509-423-5212 271 9th Street NE East Wenatchee WA 98802 Mayor Agency Project Title Date Type of Proposed Work Project Type (Check all that Apply) New Construction Path / Trail 3-R Reconstruction Pedestrian / Bicycle 2-R Railroad Parking Other Bridge Roadway Width Number of Lanes Performance of Work Preliminary Engineering Will Be Performed By Others % Agency % Construction Will Be Performed By Contract % Agency % Right of Way No Right of Way Needed Right of Way Needed * All construction required by the contract can be accomplished within the exiting right of way. Utilities No utility work required All utility work will be completed prior to the start of the construction contract All utility work will be completed in coordination with the construction contract Railroad No railroad work required All railroad work will be completed prior to the start of the construction contract All the railroad work will be completed in coordination with the construction contract Description of Utility Relocation or Adjustments and Existing Major Structures Involved in the Project Remarks This project has been reviewed by the legislative body of the administration agency or agencies, or it’s designee, and is not inconsistent with the agency’s comprehensive plan for community development. Agency Date By Mayor/Chairperson DOT Form 140-052LP Revised 12/2024 ● Previous Versions Obsolete ● 5th St NE Multimodal & Safety ImprovementsCity of East Wenatchee Varies 2 100Psomas 100Contractor The East Wenatchee Water District will be extending a water main from N James Ave to N Jonathan Ave, and replacing meter services between Eastmont and N Grover Ave. All other utility relocation expected to be completed prior to construction. Instructions – State Funds Project Prospectus 1. Date – Enter the date this form is filled out. 2. Project Number – Number assigned by Local Programs to each state funded project. Leave BLANK on original Prospectus. 3. Local Agency Project Number – Alpha/numeric characters that your agency identifies. 4. Statewide Vendor Number – Enter the agency’s statewide vendor number. 5. Agency – Enter your agency’s name. 6. Project Title – Enter the project’s title, as shown in the selection letter from WSDOT/Local Programs. 7. Latitude and Longitude – Enter the project start and end latitude and longitude in decimal format: Latitude N XX.XXXX Longitude W XXX.XXXX 8. Project Termini From – Enter the beginning limit of the project. 9. Nearest City Name – Enter the name of the nearest city or town to where the work is being performed. 10. Project ZIP Code (+4) – Enter the 5 plus 4-digit ZIP Code of the location where the majority of the work will be done. 11. Project Termini To – Enter the ending limit of the project. 12. City Number – For a city project, enter your city code number from Appendix 21.46. 13. County Number – Enter the county code number from Appendix 21.45. 14. County Name – Enter the county name in which the project is located. 15. Begin Mile Post – Enter the beginning mile post. 16. End Mile Post – Enter the ending mile post. 17. Length of Project – Enter project length in miles (two decimals). 18. Legislative District – Enter the legislative district(s) in which the project is located. 19. Congressional District – Enter the congressional district(s) in which the project is located. 20. Total Estimated Cost – Required for all phases of the project; estimate to the nearest hundred dollars. 21. Local Agency Funding – Required for all phases of the project; estimate to the nearest hundred dollars. 22. State Funds – Required for each phase of the project; estimate to the nearest hundred dollars. Enter only those state funds awarded through WSDOT/Local Programs for this project. State funds from other state agencies (ex. Transportation Improvement Board) should be entered in the Local Agency Funding column. 23. Phase Start Date – Enter the month and year for all phase’s expected start date. 24. Description of Existing Facility – Enter a description of the existing facility that includes an explanation of any existing facility deficiencies. 25. Description of Proposed Work – Enter a description of the proposed improvements. Indicate the major work elements involved, such as roadway reconstruction, bridge replacement, sidewalk construction, etc. 26. Local Agency Contact Person – Enter name and contact information for agency employee to be contacted in case of questions. 27. State Funds Project Prospectus Approval – Signature and title of the agency employee that reviewed and approved the prospectus. The agency shall submit a revised project prospectus at construction phase authorization and any time the project termini and/or scope is revised. 28. Type of Proposed Work – Check whether the project is new construction, reconstruction, trail, etc., as described in Chapter 42. 29. Roadway Width – Enter the curb-to-curb roadway width for the proposed facility. 30. Number of Lanes – Enter the number of lanes for the proposed facility. 31. Performance of Work a. Preliminary Engineering – Indicate who will be performing the work and the percentage of the work they will do. b. Construction – Indicate if work is to be done by contract and/or local forces and the percentage to be done by each. 32. Right of Way (Refer to Appendix 25.174 for assistance in determining whether Right of Way is needed. a. No Right of Way Needed – Check this box when the project can be accomplished within the existing right of way. b. Right of Way Needed – Check this box when the project requires additional right of way. 33. Utilities – Check the box next to the statement that best fits your project. 34. Railroad – Check the box next to the statement that best fits your project. 35. Description of Utility Relocation or Adjustments – Indicate the agency/entity responsible for any utility relocation and/or adjustments. In addition, include the type of utility, whether publicly or privately owned, and any other pertinent information. 36. Remarks – Enter other applicable project information that hasn’t already been included in the prospectus. 37. Legislative Body Approval – Signature of an elected official, such as a County Commissioner or Mayor, or their designee, confirming that the proposed project is consistent with the agency’s comprehensive plan for community development. DOT Form 140-052LP Revised 1/2024 ● Previous Versions Obsolete ● 6. Resolution 2025-48 5th Street LAA Prospectus Final Audit Report 2025-11-03 Created:2025-10-31 By:City Clerk (cityclerk@eastwenatcheewa.gov) Status:Signed Transaction ID:CBJCHBCAABAAQKVLrTa11xAybtwYETaevM0O96KnSx0a "6. Resolution 2025-48 5th Street LAA Prospectus" History Document created by City Clerk (cityclerk@eastwenatcheewa.gov) 2025-10-31 - 10:29:29 PM GMT Document emailed to Jerrilea Crawford (jcrawford@eastwenatcheewa.gov) for signature 2025-10-31 - 10:29:35 PM GMT Email viewed by Jerrilea Crawford (jcrawford@eastwenatcheewa.gov) 2025-11-03 - 5:42:59 PM GMT Document e-signed by Jerrilea Crawford (jcrawford@eastwenatcheewa.gov) Signature Date: 2025-11-03 - 5:43:22 PM GMT - Time Source: server Agreement completed. 2025-11-03 - 5:43:22 PM GMT