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HomeMy WebLinkAbout2505 i- . RESOLUTION NO. 2505 A RESOLUTION DIRECTING THE MAYOR AND CITY CLERK TO ENTER INTO AN AGREEMENT WITH THE ARKANSAS STATE HIGHWAY COMMISSION TO PROCEED WITH TRAFFIC SURVEY AND STUDY; TO PAY FUNDS FOR EARNEST MONEY UNDER SAID AGREEMENT; TO APPOINT REPRESENTATIVES TO A STEERING COMMITTEE; AND FOR OTHER PURPOSES. WHEREAS, the City Manager of Little Rock was directed by Resolution No. 2460 to request the Arkansas State Highway Commission to undertake a traffic survey of the Little Rock Metropolitan Area and such request was made; and WHEREAS, the City of North Little Rock, Arkansas, and Pulaski County, Arkansas, made similar requests of the Arkansas State Highway Commission, agreeing to participate jointly with the Citycf Little Rock and Pu laski County; and WHEREAS, the Arkansas State Highway Commission approved the requests to undertake such a project estimated to cost $150,000.00 total as set forth in Minute Order No. 3559 of January 27 , 1960; and WHEREAS, the City of Little Rock desires to enter into an Agreement with the Arkansas State Highway Commission to proceed with the Traffic Sur- vey, furnish a proportionate share of the cost, and appoint certain persons to a Transportation Study Steering and Technical Committee to assist in the direction of the study; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE CITY OF LITTLE ROCK, ARKANSAS: SECTION 1. The Mayor and City Clerk of the City of Little Rock, Arkansas, are hereby authorized and directed to enter into an Agreement with the Ark- ansas State Highway Commission to proceed with the Traffic Survey and Study. SECTION 2. The Agreement referred to in Section 1 hereof shall be in form and substance as follows: AGREEMENT This agreement, made and entered into this day of , 1960, by and between the Arkansas State Highway Commission, hereinafter called "Commission" , and the Mayor of the City of Little Rock, Mayor of the City of North Little Rock, and the County Judge of Pulaski County, hereinafter called "Local Governments" , WITNESSETH: RECITAL The parties hereto propose, for the benefit of the public , to undertal a cooperative project, designated as a "Transportation Study of Pulaski County" , which will include a complete fact-gathering program that can be used as a basis for evaluating deficiencies, projecting future needs, and formulating a sound transportation policy and plan for the area. The Local Governments have evidenced their intention and good faith in this project by submission of a formal proposal for the study wherein it was stated that local funds would be provided for the work in an amount equal to one-half that required to match Federal-Aid funds required for the study. In order to initiate this proposal, the Commission has authorized the study to be undertaken as a Federal-Aid project at a total estimated cost of $150,000 as set forth in Minute Order No. 3559 of January 27, 1960. It is understood that the project herein contemplated is to be a Highway Planning Survey Project currently designated as HPS-1 ( 13) ; that it is to be financed in part by Federal-Aid funds apportioned by the U. S. Department of Commerce, Bureau of Public Roads, and expended under its regulations; that all work involved, claims presented for reimbursement, and procedures in general are subject at all times to all federal laws, rules, and regulations, orders, and approvals applying to it as a Federal Aid project. As a condition for initiation of the work involved in the Pulaski County 2. Transportation Study, it is necessary that the Commission and the Local Govern- ments reach agreement on all matters relating to the scope of work, methods of procedure, division of responsibility, and methods of payment. AGREEMENT: NOW THEREFORE, in consideration of the covenants and agreements herein contained, and subject to the provisions of the recital above, the parties hereto agree: (1) For the purpose of developing final plans, determining specific purposes, defin- ing overall scope, and providing general policy guidance to the study staff, • Transportation Study Steering and Technical Committee is hereby established to be comprised of not more than the following number of representatives from the participating governments and Agencies: Little Rook, 5; North Little Rock, 4; Pulaski County, 2; Highway Department, 2; Bureau of Public Roads, 2; any other participating government or agency, 1; and any cooperating agency or authority may have one ex;-officio representative if deemed advisable by a majority of the offi- cial Committee members. Although such a committee has been formed and operating on an interim basis, each participant shall officially name said committee repre- sentatives at the time this agreement is formally executed. The Steering and Technical Advisory Committee shall organize by the selection of a chairman and secretary, who will keep an official record of all meetings. Said Committee shall represent the Local Governments and participating agencies; shall meet as required to plan, guide, and direct the progress of the study, and may appoint special nib- committees as the need arises. In order to expedite the work, the Steering Committee may designate an Loeoutive Sub-Committee to work with the Director in the administration of the project, which shall be composed of one representative of each participating agency as named above. (2) The management and actual supervision of the Pulaski County Transportation Study shall be vested in a Director, to be appointed by the Commission and approved by the Steering Committee, subject only to the plans, policies, and procedures developed by the Steering Committee. The Director will give full time to r _ 3. supervision and management of the Study, and as a matter of administration shall be carried on the payroll of the Planning and Research Division of the Highway Department. The Director than develop work schedules and operation plans for the various phases of the Study and shall request, in writing, that any part or phase of work be done by one or more of the participants as he may deem appropriate, and under his direction. The Director shall prepare a monthly report outlining the progress of the Study for the Steering Committee and may request the Chairman to call special meetings of the Committee or any sub- committee thereof when deemed necessary for the progress and prosecution of the work. (3) Finance - (a) It is expressly understood by the parties hereto that the financ- ing of the Study is conditioned upon its approval and acceptance as an item of the overall Highway Planning Survey Program of the Commission in cooperation with the Bureau of Public Roads and, as such, will be subject to the rules and regula- tions governing expenditures for H.P.S. projects. (b) It is also understood that this type of Federal-Aid project is renewable from year to year with the ratio of matching funds being dependent upon the apportion,- ment of all Federal-Aid funds to the State and that for the calendar year 1960 the ratio of federal to matching funds is 67% to 33%, respectively. (c) The ratio of participation in cost of work performed during the ourrent year shall be as follows: Project Local Govt. Particits R&ti.QS Ratio( 1. Federal Aid 67.0% 2. Commission 16.5% 3. Little Rock 9.0% 54.50 4. North Little Rock 5.0% 30.3% 5. Pulaski County Total 100.0% 100.0% The ratio of Federal and State funds will be adjusted annually, but the total con- tribution of the Local Governments shall never be less than one-half of the amount required to match Federal-Aid funds. The ratio of participation between the local .:..:..F ♦.i' «'.. .n'':...:'^•.. "^.wgi+w..'ra^�' T afd�-.. .. ...,.+......:. -- - _�... -...-'-.: ir T._ 4. governments shall remain fixed as set out above for the life of the project. (d) Upon issuance of a work order to the Project Director by the Commission with concurrence of the Chairman of the Steering Committee, each participating Local Government shall within two weeks thereafter deposit with the Commission a sum equal to 10+% of their participating cost, based upon an estimated expenditure of one hundred thousand dollars ( 100,000) for the current calendar year. The amounts received by the Commission shall be credited to the account of the respec- tive Local Government and used to defray the proportionate expense of the Study. As the work progresses, the Commission will request additional funds from the Local Governments based upon total cost of work completed to date and in accordance with the ratio of participation then in effect. Upon completion and acceptance of all phases of the Study, the total cost of the entire study will be used by the Com- mission as a basis for final settlement with Local Governments. (e) No reimbursement shall be made nor credit for participation be given to the Local Governments for any work done prior to the issuance of the work order for this project. Nor shall reimbursement be made to the Local Governments .for any work performed by them which involved the use of federal funds made available for Urban Renewal Projects or Urban Planning Assistance Grants. All information previously developed or developed during the life of this project by the use of Urban Renewal or Urban Planning funds, which can be used in the study, will be made available to the Director without cost. (f) Work performed by Local Governments on any part of the Study as requested by the Director and to his satisfaction shall be subject to reimbursement by the Commission at the actual expense incurred for wages, salaries, material, and sup-. plies that were required, upon and after receipt of proper billing for such work, prepared in the form and manner prescribed by the Director. (g) Work on the Study by a Consultant may be performed and paid for subject to execution of a satisfactory agreement for such work between the Consultant 5. and the Director which has been approved by the Steering Committee, and The Commission, with the concurrence of the Bureau of Public Roads . (h) Regular personnel of the Planning and Research Division of the Highway Department and additional full or part-time employees required for this study will be assigned to the Project under the supervision of the Director as may be required, and payment for the expenses incurred will be made in the same manner as for any other phase of Highway Planning. ( i) The Director in cooperation with the Office Manager of the Planning and Research Division of the Highway Department shall establish and keep such records and accounts of the Project in order that accurate costs on each phase of the work will be available. These records and accounts will be open to audit and inspection of authorized representatives of any of the parties hereto or the Bureau of Public Roads. (4) It is understood and agreed that the Pulaski County Transportation Study will be performed in two separate phases as outlined under "Scope" in the proposal, submitted by the Local Governments, attached to and made a part of this agreement. In keeping with this plan, the detailed outline of work and itemized estimate of cost will be developed only for phase 1. of the Study which will involve development of a complete factual report. Upon completion of the factual phase, complete plans and a detailed estimate of cost will be prepared by the participants covering phase 2. of the Study which will include the various specific planning reports . ( 5) All data collected for the purpose of this study shall be retained in the files of the Commission and shall be made available to participating agencies as needed. (6) Any addition, deletion or change in the work out lined in the proposal attached hereto shall be subject to approval of the Steering Committee and the Commission with concurrence by the Bureau of Public Roads . 6. (7) This Igree:aent shall be binding upon the parties hereto, their successors, or assigns. IN ;11TNF53 . Hiac.OF, the parties hereto have hereunder set their hands and seals the day and date first written above. Arkansas State Highway Commission by Director Pulaski County, Arkansas by County Judge City of Little Rock, Arkansas Attest: City C er by Mayor City of North Little Rock, Arkansas Attest: City Clerk by Mayor I 41- ySTION 3. The City Manager and Director of Finance are hereby authori- zed and directed to issue a warrant in the amount of Nine Hundred and No/100 Dollars ($900.00) payable to the Arkansas State Highway Commission represent- .. ing earnest money for the due performance of the City' s obligation under the Contract set forth in Section 2 hereof. Said money to be paid shall be charged to the Street Fund. SECTION 4. The following named persons are hereby appointed as repre- sentatives of the City of Little Rock, Arkansas, to the Transportation Study Steering and Technical Committee to assist the planning, guiding, and direc- tion of the progress of the Traffic Survey and Study: Henry De Noble, Traffic Engineer R. A. Lile, Certified Public Accountant Frank Potter, President of American Automobile Association James A. Hatcher, Planning Consultant Ancil Douthit, Assistant City Manager. SECTION 5 . This resolution shall be in full force and effect from and after its adoption. ADOPTED: March 21, 1960 ATTEST: APPROVED: ��Ma City Clerk Ma .