City of Alexandria, Virginia
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MEMORANDUM
DATE: MARCH 15, 2022
TO: THE HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL
THROUGH: JAMES F. PARAJON, CITY MANAGER /s/
FROM: EMILY A. BAKER, DEPUTY CITY MANAGER
YON LAMBERT, AICP, DIRECTOR, T&ES
HILLARY ORR, DEPUTY DIRECTOR, T&ES
DOCKET TITLE:
TITLE
Consideration of a Resolution to Authorize the Execution of Administrative Project Agreements with the Virginia Department of Transportation. [ROLL-CALL VOTE]
BODY
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ISSUE: Should City Council reauthorize the City Manager to execute administrative project agreements with the Virginia Department of Transportation (VDOT)?
RECOMMENDATION: That the City Council adopt the attached resolution delegating to the City Manager or his designee authority to approve and execute all project agreements with VDOT.
BACKGROUND: The City of Alexandria has project agreements with VDOT for a number of projects where the City receives grant reimbursements from VDOT. By the time a project agreement is signed, these projects will have been approved by City Council either in the annual budget process or through appropriation action. These agreements typically involve projects where the City is the lead on the development and delivery of the project, and the Commonwealth reviews and provides funding reimbursement for all or a portion of the project through federal and state grants. VDOT requires a signature agreement for all project agreements, and to date, has been relying on the use of Resolution 2708, adopted by City Council on January 30, 2016, which gave the City Manager authorization to sign project agreements for the City. VDOT has notified the City that it is updating its policy to require these resolutions to be no older than four (4) years.
DISCUSSION: Since VDOT oversees the financing of certain City transportation projects, it is necessary for City Council to delegate to the City Manager or his designee authority to approve and execute all project agreements with VDOT. These agreements generally include the City’s responsibilities regarding administration and project management, funding obligations, schedule, records and documentation, invoicing, local match requirements, legal services, and compliance with federal regulations. The agreements also include the Commonwealth’s responsibilities related to funding, reimbursement, audits, claims, breach of agreement and termination.
FISCAL IMPACT: By authorizing the City Manager or his designee to execute the Project Agreements with VDOT, the City will be able to receive funding necessary to deliver critical transportation projects.
ATTACHMENTS: Resolution
STAFF:
Emily A. Baker, Deputy City Manager
Yon Lambert, AICP, Director, T&ES
Hillary Orr, Deputy Director, T&ES