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IDOT - SW Arterial Agreement D~~@UE ~~~ MEMORANDUM June 28, 2004 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Iowa Department of Transportation Agreement for the Preliminary Design of Iowa Highway 32 (Southwest Arterial) Iowa DOT Project No. STP-U-21 00(634)--70-31 Iowa DOT Agreement No. 6-03-STPU-43 Acting Public Works Director/City Engineer Gus Psihoyos is recommending execution of an agreement with the Iowa Department of Transportation for the Preliminary Design of Iowa Highway 32, the Southwest Arterial. I concur with the recommendation and respectfully request Mayor and City Council approval. (lit) ~<". J¿ ( Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Gus Psi hoyos, Acting Public Works Director/City Engineer ,; c' D~~~E ~~~ MEMORANDUM June 25, 2004 TO: Michael C. Van Milligen, City Manager 90- FROM: Gus Psihoyos, Acting Public Works Director SUBJECT: Iowa Department of Transportation Agreement for the Preliminary Design of Iowa Highway 32 (Southwest Arterial) Iowa DOT Project No. STP-U-21 00(634)--70-31 Iowa DOT Agreement No. 6-03-STPU-43 INTRODUCTION The enclosed resolution authorizes the Mayor to execute an agreement with the Iowa Department of Transportation (Iowa DOT) for the Preliminary Design of Iowa Highway 32 (hereinafter referred to as the Southwest Arterial). DISCUSSION The City of Dubuque (City) in partnership with Dubuque County (County), the Iowa Department of Transportation and the Federal Highway Administration (FHWA), secured a Transportation Equity Act for the 21 st Century (TEA-21) Surface Transportation Program (STP) Grant in the amount of $1,987,000 awarded by the FHWA for the Preliminary Design of the Southwest Arterial. Upon approval and execution of the Agreement, the City will complete the RFP process for qualified consulting engineering firms or project teams, to determine their interest and capabilities in providing major highway design services for the preliminary design of the Southwest Arterial. The preliminary design contract will be for a proposed four-lane freeway and an interim two-lane highway on a new alignment between U.S. Hwy 61/151 and U.S. Hwy 20. BACKGROUND The City, Dubuque County, the Iowa DOT and the FHWA have previously entered into a Project Agreement in which the City agreed to take over the administration of the Addendum to the 1999 Environmental Assessment, which was completed and submitted to the FHWA in November 2003. The Project Technical Committee anticipates that the issuance of Environmental Concurrence and the Finding of No Significant Impact will be received in August/September, 2004. In February 2004, the Project Technical Committee and the Dubuque Metropolitan Area Transportation Study Policy Committee (DMATS) established the locally preferred location alignment to be the Alternative E - Design Variation 1, which was presented to the FHWA for concurrence and approval. ACTION TO BE TAKEN The City Council is requested to adopt the enclosed resolution and authorize the Mayor to sign the Agreement for the Preliminary Design of Iowa Highway 32 (Southwest Arterial). Prepared by Robert D. Schiesl, Civil Engineer cc: Roger R. Walton, P.E., Local Systems Engineer, Iowa DOT Bill Baum, City of Dubuque Laura Carstens, City of Dubuque Kelley Deutmeyer, ECIA Mark Jobgen, County of Dubuque Ken TeKippe, City of Dubuque RESOLUTION NO. 269-04 RESOLUTION APPROVING THE IOWA DEPARTMENT OF TRANSPORTATION AGREEMENT FOR THE PRELIMINARY DESIGN OF IOWA HIGHWAY 32 (SOUTHWEST ARTERIAL) Whereas, the City of Dubuque (City) will be the lead public agency responsible for the administration of the Preliminary Design Phase for improvement to Iowa Highway 32 (Southwest Arterial) which will include a proposed four-lane freeway and an interim two-lane highway on a new alignment between U.S. Hwy 61/151 and U.S. Hwy 20; and Whereas, the City in partnership with Dubuque County (County), the Iowa Department of Transportation and the Federal Highway Administration (FHWA), secured a Transportation Equity Act for the 21st Century (TEA-21) Surface Transportation Program (STP) Grant (Project No. STP-U-2100 (634)--70-31) which will finance the Consultant Preliminary Design for improvement to Iowa Highway 32 (Southwest Arterial). NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: Section 1. That said Agreement (Agreement No. 6-03-STPU-43) for Transportation Equity Act for the 21 st Century (TEA-21) Surface Transportation Program (STP) Grant (Project No. STP-U-2100 (634)_c70-31), between the City of Dubuque and the Iowa Department of Transportation be approved. Section 2. That the Mayor be authorized and directed to execute two copies of said Agreement (Agreement No. 6-03-STPU-43) for Transportation Equity Act for the 21 st Century (TEA-21) Surface Transportation Program (STP) Grant (Project No. STP-U-2100 (634)--70-31), between the City of Dubuque and the Iowa Department of Transportation. Passed, adopted and approved this 6th day of July, 2004. Trance M. Duggan, Mayor Attest: Jeanne F.Schneider, CMC, City Clerk September 2002 IOWA DEPARTMENT OF TRANSPORTATION AGREEMENT FOR FEDERAL-AID SURFACE TRANSPORTATION PROGRAM (STP) PROJECT (Section 330 Project) RECIPIENT: City of Dubuque PROJECT NO.: STP-U-2l00(634)--70-3l lOW A DOT AGREEMENT NO.: 6-03-STPU-43 This is an agreement between the City of Dubuque (hereinafter referred to as the RECIPIENT) and the Iowa Department of Transportation (hereinafter referred to as the DEPARTMENT). Iowa Code Sections 306A and 307.44 provide for the RECIPIENT and the DEPARTMENT to enter into agreements with each other for the purpose of financing transportation improvement projects on streets and highways in Iowa with Federal funds. The RECIPIENT proposes a Surface Transportation Program (STP) project for funding under Section 330 of the FY 2003 Omnibus Appropriations Act, pI 108-7. The Transportation Equity Act for the 21 st Century (TEA-2l), enacted in 1998, reestablished the Surface Transportation Program (STP). Federal regulations provide that the STP funds are to be administered by the DEPARTMENT. The OMB (Office of Management and Budget) Circular A-133 requires the RECIPIENT to report the CFDA (Catalog of Federal Domestic Assistance) number and title on all Federal- Aid Projects. The RECIPIENT will use CFDA #20.205 and title, "Highway Planning and Construction" for this project. This information should be reported in "The Schedule of Expenditures of Federal Awards". Pursuant to the terms of this agreement, applicable statutes, administrative rules, and Programming by the Department and the East Central Intergovernmental Association, the DEPARTMENT agrees to provide STP funding to the RECIPIENT for the authorized and approved costs for eligible items associated with said improvements. In consideration of the foregoing and the mutual promises contained in this agreement, the parties agree as follows: 1. The RECIPIENT shall be the lead local governmental agency for carrying out the provisions of this agreement. 2. All notices required under this agreement shall be made in writing to the DEPARTMENT and the RECIPIENT's contact person. The DEPARTMENT's contact person shall be the District 6 Local Systems Engineer. The RECIPIENT's contact person shall be the City's Civil Engineer, Bob Schiesl. STP Project Agreement Page 2 3. The RECIPIENT shall be responsible for the development, administration and completion of the following described STP (Section 330) project: Highway Planning, Preliminary Engineering, Resource Mitigation and Right-of-Way acquisition for the proposed Southwest Arterial. 4. The RECIPIENT shall receive reimbursement of Federal STP funds for authorized and approved project costs of eligible items. The portion of the eligible project costs paid by Federal STP funds shall be limited to a maximum of either 100 percent of eligible costs or the amount stipulated in the East Central Intergovernmental Association current Transportation Improvement Program (TIP) and approved in the current Statewide Transportation Improvement Program (STIP), whichever is less. 5. This agreement will become null and void if the project described in Section 3. drops out of the East Central Intergovernmental Association current TIP or the approved current STIP prior to obligation of Federal funds. 6. If any part of this agreement is found to be void and unenforceable, the remaining provisions of this agreement shall remain in effect. 7. It is the intent of both parties that no third party beneficiaries be created by this agreement. 8. This agreement shall be executed and delivered in two or more copies, each of which so executed and delivered shall be deemed to be an original and shall constitute but one and the same instrument. 9. This agreement, as set forth in items 1 through 9 and EXHIBIT 1 paragraphs 1 through 30 herein, constitutes the entire agreement between the DEPARTMENT and the RECIPIENT concerning this project. The Iowa Department of Transportation's Memorandum of Understanding - Urban Primary Road, dated April 6, 1993, and Agreement number 2002-16-144, an Agreement between the city of Dubuque, Dubuque County, and the Iowa Department of Transportation for the completion of the Addendum to the 1999 Southwest Arterial Environmental Assessment, continue in full force and effect. Representations made before the signing of this agreement are not binding, and neither party has relied upon conflicting representations in entering into this agreement. Any change or alteration to the terms of this agreement must be made in the form of an addendum to this agreement. Said addendum shall become effective only upon written approval of the DEPARTMENT and the RECIPIENT. STP Project Agreement Page 3 IN WITNESS WHEREOF, each of the parties hereto has executed this Agreement Number 6-03-STPU-43 as of the date shown opposite its signature below. RECIPIENT: City of Dubuque City Signature Block (City Projects Only) By Date '- Title I, , certify that I am the City Clerk of Dubuque, and that , who signed said Agreement for and on behalf of the City of Dubuque was duly authorized to execute the same by virtue of a formal Resolution duly passed and adopted by the City on the day of '- Signed Date '- City Clerk of Dubuque, Iowa IOWA DEPARTMENT OF TRANSPORTATION Highway Division By Date Roger R. Walton, P.E. Local Systems Engineer District 6 January 2003 EXHIBIT 1 Standard Provisions for Federal-Aid Project Agreement 1. Since this project is to be financed with local and Federal funds, the RECIPIENT shall take the necessary actions to comply with applicable State and Federal laws and regulations. In all programs and activities of Federal-aid recipients, subrecipients, and contractors, no person in the United States shall be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination on the grounds of race, color, national origin, sex, age or handicap/disability. The DEPARTMENT will determine a Disadvantage Business Enterprise (DBE) Commitment on all Federal-aid projects. 2. The RECIPIENT must receive notice of FHW A authorization from the DEPARTMENT before beginning any work for which federal-aid Reimbursement will be requested. The cost of work, occurring prior to securing FHW A authorization, will not be reimbursed with federal-aid funds. The RECIPIENT must contact the District Local Systems Engineer to obtain the procedures necessary to secure FHW A authorization. 3. The RECIPIENT shaH take the appropriate actions and prepare the necessary documents to fulfill the FHW A requirements for project environmental studies including historical/cultural reviews and location/design approval. If farmland is to be acquired, whether for use as project right-of-way or permanent easement, the RECIPIENT shall submit the U.S. Department of Agriculture Farmland Conversion Impact Rating form, when required, to the U.S. Natural Resources Conservation Service (NRCS). 4. The RECIPIENT shall obtain agreements, as needed, from railroad and utility companies and shall obtain project permits and approvals, when necessary, from the Iowa Department of Cultural Affairs (State Historical Society of Iowa; State Historic Preservation Officer), Iowa Department of Natural Resources, U.S. Coast Guard, U.S. Army Corps of Engineers and the DEPARTMENT, etc. 5. The project plans, specifications and project cost estimate (PS&E) shall be prepared and certified by a professional engineer licensed to practice in the State of Iowa. The RECIPIENT shaH submit the plans, specifications and other contract documents to the DEPARTMENT for review and authorization to let the project. EXHIBIT 1 Page 2 6. 7. 8. 9. If Federal-aid is requested for in-house engineering services, the RECIPIENT wiII follow the procedure outlined by the DEPARTMENT. The RECIPIENT, desiring to claim indirect costs under Federal awards, must prepare an indirect cost rate proposal and related documentation in accordance with the requirements of Office of Management and Budget (OMB) Circular A-87 - Cost Principles for State, Local, and Indian Tribal Governments. Reimbursement eligibility requires an indirect cost rate proposal to be certified by the governmental unit designated cognizant agency or the Federal agency providing the largest amount of Federal funds to the governmental unit. If Federal-aid is requested for preliminary and/or construction engineering costs, the RECIPIENT wi\l select a consultant(s) in accordance with the DEPARTMENT's consultant selection process. The RECIPIENT and the Consultant shaH prepare a consultant contract for engineering services in accordance with Title 23, Code of Federal Regulations, Part 172 - Administration of Negotiated Contracts (23 CFR 172). This is required only if the RECIPIENT uses federal funds for engineering services. After the contents of the consultant contract have been mutuaHy approved, the RECIPIENT shall execute the contract and forward the same to the DEPARTMENT for authorization only if federal funds are used for engineering services. 10. If preliminary engineering is federally funded, if the "do nothing" alternate is not selected, and if right-of-way acquisition for or actual construction of the road is not started by the close of the tenth fiscal year following the fiscal year in which the Federal-Aid Project agreement is executed, the RECIPIENT wiII repay to the DEPARTMENT an amount equal to the amount of Federal funds made available for such engineering. 11. The RECIPIENT shall acquire the project right-of-way, whether by lease, easement or fee title and shall provide relocation assistance benefits and payments in accordance with the procedures set forth in the DEPARTMENT's Right of Way Manual. The RECIPIENT shaH contact the DEPARTMENT for assistance, as necessary, to ensure compliance with the required procedures, even if no federal funds in Right of Way purchase are involved. The RECIPIENT will need to get environmental concurrence before acquiring any needed right-of-way. With prior approval, hardship and protective buying is possible. If the RECIPIENT requests Federal-aid participation for right-of-way acquisition, the RECIPIENT wi\l need to get environmental concurrence and Federal Highway Administration's (FHW A) authorization before purchasing any needed right-of-way. 12. The RECIPIENT shaH comply with the Policy for Accommodating Utilities on City and County Federal-aid Highways Right of Way and the Policy for Accommodating Utilities on Primary Road System when on State's right of way. Certain utility relocation, alteration, adjustment, or removal costs to the RECIPIENT for the project may be eligible for Federal-aid reimbursement in accordance with the FHW A rules applicable to the type of utility involved and Iowa Code Chapter 306A. '. EXHIBIT 1 Page 3 13. 14. 15. Traffic control devices, signing, or pavement markings installed within the limits of this project shall conform to the "Manual on Uniform Traffic Control Devices for Streets and Highways" per 761 Iowa Administrative Code (lAC) Chapter 130. The safety of the general public shall be assured through the use of proper protective measures and devices such as fences, barricades, signs, flood lighting, and warning lights as necessary. The RECIPIENT shall forward a Federal-aid Project Development Certification and final PS&E to the DEPARTMENT. As a condition for the Department to let project, the RECWIENT agrees that the RECIPIENT has the financial resources to proceed with the project if bids submitted are 110% of the project cost estimate or less. If the RECIPIENT is a city, the RECIPIENT shall comply with the public hearing requirements of the Iowa Code section 384.102. If the project is to be accomplished via a contract awarded by competitive bidding, the project wiII be let by the DEPARTMENT in accordance with its normal letting procedures. After bids are received and reviewed, the DEPARTMENT will furnish the RECIPIENT with a tabulation of responsive bids received. 16. When let by the DEPARTMENT, the DEPARTMENT will prepare an Iowa DOT Staff Action for concurrence to award the contract. The DEPARTMENT wiII mail three (3) originals of the unexecuted contract(s) to the RECIPIENT. 17, The RECIPIENT shall take action to award the contract or reject all bids. Following award of contract and signature by the lowest responsive bidder, the RECIPIENT shall forward to the DEPARTMENT two (2) copies of the fully executed contract, two (2) copies of the performance bond, and two (2) copies of the certificate of insurance. 18. If Federal-aid is requested for force account construction, the RECIPIENT wiII follow the procedure outlined by the DEPARTMENT. 19. The DEPARTMENT wiII prepare the Federal-aid Project Agreement and submit it for Federal Highway Administration (FHW A) approval and obligation of Federal-aid funds. 20. The RECIPIENT shall comply with the procedures and responsibilities for materials testing and construction inspection according to Department's Instructional Memorandums (I.M.'s). The DEPARTMENT wiII biII the RECIPIENT for testing services according to its normal policy. 21. The project shall be constructed under the DEPARTMENT's Standard Specifications and applicable special provisions. Prior to their use in the PS&E, specifications developed by the RECIPIENT for individual construction items shall be approved by the DEPARTMENT. '. EXHIBIT 1 Page 4 22. 23. 24. 25. 26. If the project right-of-way is federally funded and if the actual construction is not undertaken by the close ofthe twentieth fiscal year foIlowing the fiscal year in which the Federal-Aid Project agreement is executed, the RECIPIENT will repay the sum or sums of Federal funds in the right of way to the DEPARTMENT. The RECIPIENT may submit to the DEPARTMENT periodic itemized claims for reimbursement for eligible project costs. Reimbursement claims shaIl include certification that all eligible project costs, for which reimbursement is requested, have been completed in substantial compliance with the terms of this agreement. The DEPARTMENT shall reimburse the RECIPIENT for properly documented and certified claims for eligible project costs, either by state warrant, or by crediting other accounts from which payment may have been initiaIly made. If, upon audits of contracts, the DEPARTMENT determines the RECIPIENT is overpaid, the RECIPIENT shaIl reimburse the overpaid amount to the DEPARTMENT. Upon completion of the project described in this agreement, a professional engineer licensed to practice in the State of Iowa shaIl certify in writing to the DEPARTMENT that the project was completed in substantial compliance with the plans and specifications set out in this agreement. Final reimbursement of Federal funds shaIl be made only after the DEPARTMENT accepts the project as complete. The RECIPIENT shaIl maintain all books, documents, papers, accounting records, reports and other evidence pertaining to costs incurred for the project. The RECIPIENT shall also make such materials available at all reasonable times during the construction period and for three years from the date of final Federal reimbursement, for inspection by the DEPARTMENT, FHWA, or any authorized representatives of the Federal Government. Copies of said materials shaIl be furnished by the RECIPIENT if requested. 27. The RECIPIENT agrees to indemnify, defend and hold the DEPARTMENT harmless from any action or liability arising out of the design, construction, maintenance, placement of traffic control devices, inspection or use of this project. This agreement to indemnify, defend and hold harmless applies to all aspects of the DEPARTMENT's application review and approval process, plan and construction reviews, and funding participation. 28. The RECIPIENT shaIl maintain, or cause to be maintained, the completed improvement in a manner acceptable to the DEPARTMENT and the FHWA. 29. Implementation of Clean Air Act and Federal Water Pollution Control Act (Applicable to Contracts and Subcontracts which exceed $100,000): a. The RECIPIENT stipulates that any facility to be utilized in performance under or to benefit from this agreement is not listed on the Environmental Protection Agency (EP A) List of Violating Facilities or is under consideration to be listed. This is issued pursuant to the requirements of the Clean Air Act, as amended, and the Federal Water Pollution Control Act, as amended. . . EXHIBIT 1 Page 5 30. b. The RECIPIENT agrees to comply with all of the requirements of Section 114 of the Clean Air Act and Section 308 of the Federal Water Pollution Control Act, and all regulations and guidelines issued thereunder. If the RECIPIENT elects to levy special assessments as a means of raising the local share of the total project costs, the RECIPIENT shall reimburse the DEP AR TMENT in the amount that payments of Federal-aid and collections of special assessments, excluding interest and penalties, exceed the total cost of the public improvement as established by the provisions of Iowa Code Chapter 384. 384 (Cities) and Iowa Code Chapter 311 (Counties). The RECIPIENT agrees that at such time as its collections (exclusive of interest and penalties which shall be retained by the RECIPIENT) from special assessments levied for this project exceed the local share of total projects costs, the RECIPIENT shall refund to the DEPARTMENT all funds collected in excess of the total project costs (including interest and penalties associated with the amount of the excess) within sixty (60) days ofthe receipt of any special assessment payments. The RECIPIENT shall notify the DEPARTMENT when any lands speciaIly assessed no longer qualify for an agricultural deferment of the special assessment have been satisfied. The DEPARTMENT shall credit reimbursement billings to the FHWA in the amount of refunds received from the RECIPIENT.