TO: Mayor and City Council
THROUGH: Keith Stahley, City Manager
FROM: Brian D. Martin, PE, Public Works Director
SUBJECT:
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Oregon Department of Transportation Local Agency Certification Program Agreement
Ward(s): All Wards
Councilor(s): All Councilors
Neighborhood(s): All Neighborhoods
Result Area(s): Safe, Reliable and Efficient Infrastructure
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SUMMARY:
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The City has achieved certification to deliver federal-aid projects through the ODOT Certification Program in the functional areas of consultant contracting, design, and construction contracting. This new intergovernmental agreement sets out the obligations and terms authorizing the City to deliver federal-aid projects as a certified agency.
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ISSUE:
Shall Council authorize the City Manager to execute a Local Agency Certification Program Agreement with the State of Oregon Department of Transportation as well as future Supplemental Project Authorizations after grants have been awarded?
RECOMMENDATION:
recommendation
Authorize the City Manager to execute a Local Agency Certification Program Agreement with the State of Oregon Department of Transportation as well as future Supplemental Project Authorizations after grants have been awarded.
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FACTS AND FINDINGS:
Through the development of a comprehensive federal project management program and demonstrated by multiple test project evaluations, the City has achieved approval for full certification to deliver federal-aid projects in the certified areas of consultant contracting, design (excluding bridge design), and construction contracting. Local Agency Certification Program Agreement 73000-00029503 (attached) sets out the obligations and terms authorizing the City to deliver federal-aid projects as a certified agency. This is a master document that outlines the requirements for project delivery.
Separate Supplemental Project Authorizations will be required for each project the City delivers as a Certified Public Agency. These authorizations will identify specific requirements related to each project.
Council approval of federally funded projects will continue through grant application requests, the annual Capital Improvement Plan (CIP), and the fiscal year budget process. The requested authorization for the City Manager to execute Supplemental Project Authorizations only applies to those projects in which Council approved grant applications and project funding is identified in the fiscal year budget.
BACKGROUND:
Certification to deliver federal-aid projects benefits the City for the following reasons:
• Public outreach and coordination are more efficient and effective since City staff have direct access to affected property owners, businesses, contractors, and consultants.
• Greater control over project schedule, design, and construction enabling critical project decisions to be made more quickly and effectively.
• A five to ten percent reduction in overall project costs due to elimination of multiple project control layers allowing key project tasks and decisions to be performed by City staff.
On October 10, 2011, Council approved a Local Agency Certification Program Agreement in which ODOT provided the City conditional certification for federal-aid projects in order for staff to develop a comprehensive project management program to be demonstrated through multiple test projects.
During the test project phase, ODOT partnered with the City through training, program assistance, oversight, and evaluation of the following test projects:
• High Street: Mill Creek Bridge, 2015
• Winter Street: Shelton Ditch Bridge, 2016
• Minto Island Bicycle/Pedestrian Bridge and Path, 2017
• 12TH Street (Hoyt to Fairview) Southbound Widening, 2019
• Brown Road (San Francisco to Sunnyview) Widening, 2020
Each project was evaluated for certification in the areas of consultant contracting, design, and construction contracting. The successful implementation of those projects resulted in ODOT approving the City as a Certified Public Agency.
ODOT and Staff have continued to work together on additional federal-aid projects to refine the City’s federal program. ODOT worked with multiple local agencies and the City to updated and improve the attached Local Agency Certification Program Agreement which was completed in March 2024.
Allen Dannen, PE
City Engineer
Attachments:
1. Attachment 1 - Local Agency Certification Program Agreement