022-21 - WSDOT - ContractOlympic Region Local Programs Project Administration Agreement
Port Orchard Citywide Street Lighting Stud
City Project Title
Contract No. 022-21
This Agreement is entered into between the Washington State Department of Transportation
(STATE) and the above -named city (CITY).
The CITY is not currently certified as having staff with the knowledge and experience to manage a
Federal Highway Administration (FHWA) federal aid project, therefore FHWA requires the above
named project (Project) be administered under the supervision of the Washington State Department
of Transportation Olympic Region Local Programs Office (Local Programs).
NOW THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS:
1. The CITY, operating under an extension of Local Programs Certification Acceptance (CA),
agrees to administer this Project entirely in accordance with federal law, the Local Agency
Guidelines (LAG), this Project Administration Agreement, and direction as provided by the Local
Programs Engineer (LPE). Failure to comply with federal law, the LAG, this Project Administration
Agreement, or the direction of the LPE may result in loss of federal funds.
2. The STATE and the CITY have designated CA Managers as shown below:
STATE:
city
Bryan Dias P.E. Local Programs Engineer
City of Port Orchard
WSDOT Olympic Region
Mark Dorsey, City Engineer
PO Box 47440
216 Prospect ST
Olympia WA 98504
Port Orchard, WA 98366
DiasBAwsdot.wa.gov
mdorsey&citofportorchard.us
360-357-2631
(360) 876-7034
The CITY CA Manager is the full time CITY employee that is in responsible charge of the Project.
All formal submittals outlined herein, either from the STATE or the CITY, will be sent through the
designated CA Manager.
3. The CITY shall obtain approval from the LPE of the consultant solicitation method,
advertisement and selection process for using a consulting firm for PE, Right of Way and
Construction Engineering services. In addition, the CITY shall obtain concurrence of Consulting
Engineering Agreements and Supplements from the LPE before execution (see LAG chapter 31).
The scope of the negotiated agreement for PE must complete the PE phase for the entire Project.
4. Contract Plans, Specifications and Estimates (PS&E) shall be prepared in accordance with
the current State of Washington Standard Specifications for Road, Bridge and Municipal
Construction and adopted design standards (see LAG chapter 42 and 44). The CITY shall submit the
PS&E and contract to the LPE for review to ensure compliance with the LAG.
City of Port Orchard
Project Administration Agreement
Page 2 of 3
5. Any deviation to design standards (see LAG chapter 42) must be stamped by a Professional
Engineer licensed in the State of Washington. The CITY shall submit the design deviation to the
LPE for further processing and approval.
6. The CITY shall be responsible for all required environmental documentation (SEPA and
NEPA) and shall submit all required NEPA documentation to the LPE for further processing and
approval (see LAG chapter 24). The CITY shall be responsible for obtaining all required permits and
approvals.
7. No Right of Way (R/W) action shall proceed without concurrence from the WSDOT Local
Agency Right of Way Coordinator. The CITY shall follow current WSDOT approved R/W
Procedures as described in the LAG (see LAG chapter 25). The LPE and WSDOT Local Agency
Right of Way Coordinator shall be advised of all pre-R/W meetings. All acquisitions of R/W such as
construction easements, donations, permits, etc. shall be certified by the CITY and the STATE.
8. The CITY shall forward the proposed advertisement for bids to the LPE for approval. Upon
approval of the advertisement for bids and construction authorization from FHWA, the CITY may
begin advertisement for bids (see LAG chapter 46). The CITY shall keep the LPE advised on any
pre -award issues affecting the quality and timing of the contract. Any required addenda to the
contract documents must be approved by the LPE before it is issued.
9. The CITY is required to utilize a Certified Acceptance agency or qualified CITY or
consultant staff for construction management services. Experience and expertise administering and
managing construction projects funded by FHWA in accordance with the Standard Specifications for
Road, Bridge and Municipal Construction, the WSDOT Construction Manual, and the Local Agency
Guidelines must be verifiable and acceptable.
Your Project that utilizes FHWA funds will require significant effort to manage and provide all the
documentation required by FHWA. Typically, the following construction staffing is needed:
Not Applicable
This staffing does not include materials testing technicians, materials lab services, or additional
project inspectors for larger projects. One person may fill multiple roles if qualified. Adequate
experienced staffing will help assure a successful federal aid project. The CITY shall obtain
approval of construction management staff, including Project Manager, Field Engineer, Office
Manager and Lead Inspector, from the LPE before construction funds will be authorized.
10. The CITY shall notify the LPE of the Bid Opening date and time. The CITY shall transmit
to the LPE, the Engineer's Estimate, Bid Tabulations, UDBE Utilization Certificate and the UDBE
Written Confirmation of the apparent low bidder. Upon approval by the LPE, the CITY may Award
the Contract to the lowest responsive bidder (see LAG chapter 46).
11. Upon the CITY execution of the contract for construction, the CITY shall administer and
inspect the Project in accordance with the contract documents, WSDOT Standard Specifications for
Road Bridge and Municipal Construction, the WSDOT Construction Manual, the Local Agency
Guidelines and all applicable state and federal laws (see LAG chapter 52).
City of Port Orchard
Project Administration Agreement
Page 3 of 3
12. Changes to the contract will be documented by change order as defined in the current edition
of the WSDOT Standard Specifications for Road, Bridge and Municipal Construction Section 1-04.4
and consistent with the WSDOT Construction Manual. The CITY shall negotiate, and document all
change orders. Written authorization (email) by the LPE of proposed change order work, except for
emergency work, must be received by the CITY prior to proceeding with the work. Any work
performed before receiving said authorization may be deemed ineligible for federal participation.
Prior to obtaining the contractor's signature on any change order the CITY shall provide a copy of
the change order to the LPE for review and concurrence, along with separate justification for the
change and an independent estimate of price and working day impacts. A copy of all executed
Change Orders shall be sent to the LPE.
13. The CITY shall schedule inspection of the Project by Local Programs and receive Local
Programs comments prior to providing the final "punch list" to the Contractor (see LAG chapter 53).
14. If required by your grant, quarterly reports must be updated by the CITY before the 20th of
March, June, September and December until the Project is complete and final bill is paid.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the party's date
signed last below.
CITY OF PORT ORCHARD STATE OF WASHINGTON
DEPARTMENT OF TRANSPORTATION
By: By:
Robert Putaan uu, Mayor
Date: Q' 1 o - 21)0? ) Date:
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