HomeMy WebLinkAboutAG 17-157RETURN TO: PW ADMIN EXT: 2700
ID #: (64
CITY OF FEDERAL WAY LAW DEPARTMENT ROUTING FORM
ORIGINATING DEPT/Div: PUBLIC WORKS / SWM
ORIGINATING STAFF PERSON: FEI TANG
TYPE OF DOCUMENT (CHECK ONE):
❑ CONTRACTOR SELECTION DOCUMENT (E.G., RFB, RFP, RFQ)
❑ PUBLIC WORKS CONTRACT
❑ PROFESSIONAL SERVICE AGREEMENT
❑ GOODS AND SERVICE AGREEMENT
❑ REAL ESTATE DOCUMENT
❑ ORDINANCE
❑ CONTRACT AMENDM NT (AG #):
'OTHER 60-Amt 4 elves -, t
ExT: 2751 3. DATE REQ. BY: 9/18/2017
❑ SMALL OR LIMITED PUBLIC WORKS CONTRACT
❑ MAINTENANCE AGREEMENT
❑ HUMAN SERVICES / CDBG
❑ SECURITY DOCUMENT (E.G BOND RELATED DOCUMENTS)
❑ RESOLUTION
❑ INTERLOCAL
I. PROJECT NAME: AGREEMENT FOR AWARD OF FLOOD REDUCTION GRANT FUNDS BETWEEN THE CITY OF FEDERAL WAY AND KING COUNTY
1. NAME OF CONTRACTOR: KING COUNTY
ADDRESS: 201 S. Jackson St., Suite 600, Seattle, WA 98104 -3855 TELEPHONE: 206- 477 -6079
E -MAIL: KIM.HARPER(C�KINGCOUNTY.GOV FAX:
SIGNATURE NAME: TITLE:
I. EXHIBITS AND ATTACHMENTS: ❑ SCOPE, WORK OR SERVICES ❑ COMPENSATION ❑ INSURANCE REQUIREMENTS /CERTIFICATE ❑ ALL OTHER
REFERENCED EXHwIBI S ❑ PROOF OF AUTHORITY TO SIGN ❑ REQUIRED LICENSES PRIOR CONTRACT /AMENDMENTS
CFW LICENSE # / vA BL, EXP. 12/3 l/_ UBI # �`� ,?EXP. / /
TERM: COMMENCEMENT DATE: COMPLETION DATE: ` / ✓ 1 J 019
i. TOTAL COMPENSATION: $ f6-0/ 60 0, (INCLUDE EXPENSES AND SALES TAX, IF ANY)
(IF CALCULATED ON HOURLY LABOR CHARGE - ATTACH SCHEDULES OF EMPLOYEES TITLES AND HOLIDAY RATES)
REIMBURSABLE EXPENSE: ❑ YES ❑ NO IF YES, MAXIMUM DOLLAR AMOUNT: $
IS SALES TAX OWED: ❑ YES ❑ NO IF YES, $ PAID BY: ❑ CONTRACTOR ❑ CITY
RETAINAGE: RETAINAGE AMOUNT:
❑ PURCHASING: PLEASE CHARGE TO:
DOCUMENT / CONTRACT REVIEW
PROJECT MANAGER
DIVISION MANAGER
It, DEPUTY DIRECTOR
gj,DIRECTOR
❑ RISK MANAGEMENT (IF APPLICABLE)
.k LAW DEPT
0. COUNCIL APPROVAL (IF APPLICABLE)
1. CONTRACT SIGNATURE ROUTING
❑ SENT TO VENDOR/CONTRACTOR
❑ ATTACH: SIGNATURE AUTHORITY, INSURANCE CERTIFICATE, LICENSES, EXHIBITS
❑ CREATE ELECTRONIC REMINDER /NOTIFICATION FOR 1 MONTH PRIOR TO EXPIRATION DATE
(INCLUDE DEPT. SUPPORT STAFF IF NECESSARY AND FEEL FREE TO SET NOTIFICATION MORE THAN A MONTH IN ADVANCE IF COUNCIL APPROVAL IS NEEDED.)
INITIAL / DATE SIGNED
❑RETAINAGE AGREEMENT (SEE CONTRACT) OR ❑RETAINAGE BOND PROVIDED
IAA
INITIAL / DATE REVIEWED INITIAL / DATE APPROVED
COMMITTEE APPROVAL DATE: C1/1111-7
DATE SENT: 114 1 II
COUNCIL APPROVAL DATE: q it et 1i
DATE REC'D: /I 11-
❑ FINANCE DEPARTMENT
❑ LAW DEPT
IGNATORY (MAYOR OR DrnLCT .)
❑ ITY CLERK
AASSIGNED AG #
SIGNED COPY RETURNED
❑ RETURN ONE ORIGINAL
2OMMENTS:
XECUTE " " ORIGINALS
Project Name: Lakota Park Stormwater Facility Repair Award Number: 4.17.03
AGREEMENT FOR AWARD OF
FLOOD REDUCTION GRANT FUNDS
BETWEEN THE CITY OF FEDERAL WAY AND KING COUNTY
This Agreement is made between King County, a municipal corporation, and the City of
Federal Way ( "Recipient ") (collectively referred to as the "parties" and in the singular "party "),
for the purposes set forth herein. This Agreement shall be in effect from the date of execution to
January 31, 2019.
Project Contacts:
King County — Kim Harper, Grant Administrator, 206 - 477 -6079, Kim.harper @kingcounty.gov.
Recipient — Fei Tang, 253- 835 -2751, Fei.tang @cityoffederalway.com.
1.1
SECTION 1. RECITALS
Whereas, the King County Flood Control District ( "District ") is a quasi - municipal
corporation of the State of Washington, authorized to provide funding for flood control
and stormwater protection projects and activities; and
1.2 Whereas, King County is the service provider to the District under the terms of an
interlocal agreement ( "ILA ") by and between King County and the District, dated
February 17, 2009, as amended, and as service provider implements the District's annual
work program and budget; and
1.3 Whereas, on November 12, 2013, the District's Board of Supervisors passed Resolution
FCD2013 -14.3, which established a Flood Reduction Grant Program and criteria for
awarding grant funding for projects, and on November 16, 2015, the Board passed
Resolution FCD2016 -20.3, which authorized an allocation of $3,058,908 from the
District's 2016 budget to fund flood reduction projects; and
1.4 Whereas, on August 21, 2017 the District's Board of Supervisors passed Resolution
FCD2017- 05.1, which approved the flood reduction projects described in Attachment A to
that Resolution; and
1.5 Whereas, in accordance with the terms of these Resolutions, and in its capacity as
service provider to the District, King County has established policies and procedures for
administering the flood reduction grant program, a copy of which has been furnished to
Recipient and which is incorporated herein by this reference (hereinafter "Grant Policies
and Procedures "); and
1.6 Whereas, the Recipient submitted an application to receive funds for a project to be
funded by the Flood Reduction Grant Program; and
1.7 Whereas, the District's Board of Supervisors approved funding of Recipient's application
Page 1 of 6
Project Name: Lakota Park Stormwater Facility Repair Award Number: 4.17.03
for the project ( "Project "), as described in Attachment A to Resolution FCD2017 -05.1 in
the amount of $250,000 ( "Award "); and
1.8 Whereas, King County has received a Scope of Work and a Budget for the Project from
the Recipient and has determined that the Scope of Work, attached hereto and
incorporated herein as Exhibit B ( "Scope of Work "), and the Budget, attached hereto and
incorporated herein as Exhibit C ( "Budget "), are consistent with the Grant Policies and
Procedures, the Recipient's application for the Project, and the Resolution approving
funding for the Project; and
1.9 Whereas, King County and the Recipient desire to enter into this Agreement for the
purpose of establishing the terms and conditions under which King County will provide
funding from the District in accordance with Resolution FCD2017 -05.1, and the Grant
Policies and Procedures, and under which the Recipient will implement the Project.
SECTION 2. AGREEMENT
2.1. The Recitals are an integral part of this Agreement and are incorporated herein by this
reference.
2.2. King County agrees to pay the Award amount to Recipient in the total amount of
$250,000 from District funds. The Award shall be used by the Recipient solely for the
performance of the Project, as described in Exhibit A to this Agreement. Exhibit A,
attached hereto and incorporated herein by this reference, contains a description of the
Project as described in Attachment A to Resolution FCD2017 -05.1. King County shall
pay the Recipient in accordance with the terms of the Grant Policies and Procedures.
2.3. The Recipient represents and warrants that it will only use the Award for the Scope of
Work of this Agreement and in accordance with the Project Budget. The Recipient shall
be required to refund to King County that portion of the Award which is used for work or
tasks not included in the Scope of Work. Further, the Recipient agrees that King County
may retain any portion of the Award that is not expended or remains after completion of
the Scope of Work and issuance of the Final Report, as further described below.
2.4. Activities carried out for this Project and expenses incurred by the Recipient may predate
the execution date of this Agreement provided that 1) they have been identified by
Recipient as being within the scopes of numbers 2) and 3) below, and have been
approved by King County as being within such scopes; 2) the activities are specified in
the Scope of Work of this Agreement; 3) the expenses are incurred in carrying out the
Scope of Work and are authorized by the Award as identified in the Budget of this
Agreement; 4) the activities occur after the District passes a resolution approving an
award for the Project; 5) such activities and expenses otherwise comply with all
other terms of this Agreement; and 6) reimbursements shall be paid to the Recipient only
after this Agreement has been fully executed.
Page 2 of 6
Project Name: Lakota Park Stormwater Facility Repair Award Number: 4.17.03
2.5. The Recipient shall invoice King County for incurred expenses using the Request for
Payment form and Progress Report form for those documented and allowable expenses
identified in the Budget and according to the rules set forth in the Grant Policies and
Procedures. Blank forms shall be provided to the Recipient by King County upon
execution of this Agreement. A progress report (with or without a request for payment)
shall be made no less frequently than every six months after the effective date of this
Agreement nor more frequently than every three months after the aforementioned date. A
Progress Report form shall be submitted with all payment requests. A one -time advance
of no more than 25% of the Award amount may be allowed, in the discretion of King
County, for expenses anticipated to be incurred in the three months following the date of
submission of the advance Request for Payment only for work that is included in the
Scope of Work of this Agreement, and identified as such in the Request for Payment.
Documentation of payments made from the advance payment shall be submitted to King
County prior to any further requests for payment.
2.6. The Recipient shall be required to submit to King County a final report that documents
the Recipient's completion of the work in conformance with the terms of this Agreement
within thirty (30) days after the completion of the work. The final report may be
submitted on the Close -out Report form unless a more detailed final report is specified in
the scope of work. A blank form shall be provided to the Recipient by King County upon
execution of this Agreement. The final report shall include a summary of the Project's
successes and shall address the flood reduction benefits accomplished by the work.
2.7. The Recipient's expenditures of Award funds shall be separately identified in the
Recipient's accounting records. If requested, the Recipient shall comply with other
reasonable requests made by King County with respect to the manner in which Project
expenditures are tracked and accounted for in the Recipient's accounting books and
records. The Recipient shall maintain such records of expenditures as may be necessary
to conform to generally accepted accounting principles as further described in Section 2.8
below, and to meet the requirements of all applicable state and federal laws.
2.8. The Recipient shall be required to track project expenses using the Budget Accounting
and Reporting System for the State of Washington ( "BARS ") or Generally Accepted
Accounting Principles set forth by the Financial Accounting Standards Board or by the
Governmental Accounting Standards Board.
2.9. King County or its representative, and the District or its representative, shall have the
right from time to time, at reasonable intervals, to audit the Recipient's books and records
in order to verify compliance with the terms of this Agreement. The Recipient shall
cooperate with King County and the District in any such audit.
2.10. The Recipient shall retain all accounting records and project files relating to this
Agreement in accordance with criteria established by the Washington State Archivist
Local Government Common Records Retention Schedule ( "CORE ") as revised.
Page 3 of 6
Project Name: Lakota Park Stormwater Facility Repair Award Number: 4.17.03
2.11. The Recipient shall ensure that all work performed by its employees, agents, contractors
or subcontractors is performed in a manner that protects and safeguards the environment
and natural resources and that is in compliance with local, state, and federal laws and
regulations. The Recipient shall implement an appropriate monitoring system or program
to ensure compliance with this provision.
2.12. The Recipient agrees to indemnify, defend and hold harmless King County, and the
District, their elected or appointed officials, employees and agents, from all claims,
alleged liability, damages, losses to or death of person or damage to property arising out
of any acts or omissions of the Recipient, its employees, agents, contractors, or
subcontractors in performing its obligations under the terms of this Agreement.
2.13. The Recipient agrees to acknowledge the District as a source of funding for the Project
on all literature, signage or press releases related to the Project. The Recipient may
obtain from King County a District logo that may be used in the acknowledgement.
SECTION 3. GENERAL PROVISIONS
3.1. This Agreement shall be binding upon and inure to the benefit of the parties and their
respective successors and assigns.
3.2. This Agreement constitutes the entire agreement between the parties with respect to the
subject matter hereof. No prior or contemporaneous representation, inducement,
promise, or agreement between or among the parties that relate to the subject matter
hereof that are not embodied in this Agreement shall be of any force or effect.
3.3. No amendment to this Agreement shall be binding on any of the parties unless such
amendment is in writing and is executed by the parties. The parties contemplate that this
Agreement may from time to time be modified by written amendment which shall be
executed by duly authorized representatives of the parties and attached to this Agreement.
3.4. Each party warrants and represents that such party has full and complete authority to
enter into this Agreement and each person executing this Agreement on behalf of a party
warrants and represents that he /she has been fully authorized to execute this Agreement
on behalf of such party and that such party is bound by the signature of such
representative.
3.5. The Project shall be completed by no later than January 31, 2019. In the event that the
Project is not completed by this date, King County has the discretion, but not the
obligation, to terminate this Agreement and retain any unexpended Award funds.
3.6. This Agreement may be signed in multiple counterparts.
Page 4 of 6
Project Name: Lakota Park Stormwater Facility Repair Award Number: 4.17.03
3.7. If any provision of this Agreement shall be wholly or partially invalid or unenforceable
under applicable law, such provision will be ineffective to that extent only, without in any
way affecting the remaining parts or provision of this Agreement, and the remaining
provisions of this Agreement shall continue to be in effect.
3.8. The amount of the Award has been fully funded by the District. To the extent that
funding of the Award requires future appropriations by the District, King County's
obligations are contingent upon the appropriation of sufficient funds by the Board of
Supervisors of the District to complete the Scope of Work. If no such appropriation is
made, this Agreement will terminate at the close of the appropriation year for which the
last appropriation that provides funds under this Agreement was made.
This document has been approved as to form by the King County Prosecuting Attorney's Office
as of September 12, 2015.
KING COUNTY:
By (2 �->w c.
Name Taps fatQ(
Title tot rec.+tyr) D1vis,6Y)
Date /a/7 /17
By
RECIPIENT:
mein Ferret(
Title M
7
CI'
Date *I
Page 5 of 6
Project Name: Lakota Park Stormwater Facility Repair
EXHIBIT A: PROJECT DESCRIPTION
Award Number: 4.17.03
PROJECT NAME
RECIPIENT
DESCRIPTION
LEVERAGE
AWARD
Lakota Park
Stormwater
Facility Repair
City of
Federal Way
The project will rebuild and restore portions of the berm
that forms a boundary between Lakota Park and Lakota
Wetlands as well as repair approximately 470 If of an 18 -inch
pipe downstream of the control structure that regulates flow
from the wetlands area.
$79,000
$250,000
EXHIBIT B: SCOPE OF WORK
TASKS
ACTIVITIES AND DELIVERABLES
APPROX. PERCENT
OF AWARD
REQUEST
MONTH /YEAR
TASK WILL BE
COMPLETED
Task 1: Project
Administration
(Required task)
Submit reimbursement request forms, backup documentation
for billing, and progress reports at least every 6 months.
Submit a Fiscal Closeout form and a Closeout Report form with
the final reimbursement request.
1%
January 2018 —
January 2019
Task 2: Alternative
Analysis
This task was completed by a consulting firm in 2016. It
evaluated alternative ways to mitigate berm settlement,
including design life, constructability, and relative cost.
0%
2016
Task 3:
Project Design
The design work will be performed by a combination of in-
house staff and on call consulting services. Consultant services
will be required for specialty tasks such as geotechnical design,
wetland delineation, and topographic survey. In house project
design will produce plans, specifications, and cost estimate
needed for bidding the project.
9%
December 2017
Task 4:
Construction
A contractor will be hired through a competitive bidding
process to conduct the work. The project will repair the settled
berm and replace approximately 470 linear feet of 18 -inch
diameter deteriorated pipe.
80%
December 2018
Task 5:
Project inspection
and construction
management
Inspection will be performed by either in -hous staff or a
consulting firm depending on the amount of available funding.
In -house staff will perform construction management.
10%
December 2018
EXHIBIT C: BUDGET
BUDGET ITEM
GRANT
AWARD
REQUEST
FINANCIAL LEVERAGE (not required)
LEVERAGE
TOTAL
TOTAL
(Grant +
Leverage)
SOURCE NAME
City Utility Fee
STAFFING
50,000
23,000
23,000
73,000
COMMERCIAL SERVICES AND
CREW TIME
200,000
200,000
OTHER
0
56,000
56,000
56,000
TOTAL
250,000
79,000
329,000
Page 6 of 6
