HomeMy WebLinkAboutCONSENT Coastal seabird survey 615 Sheridan Street
Port Townsend, WA 98368
cef[efison www.JeffersonCountyPublicHealth.org
Consent Agenda
Public Healt
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Josh D. Peters, County Administrator
FROM: Pinky Mingo, Environmental Public Health and Water Quality Director
Tami Pokorny, Natural Resources Program Coordinator
DATE: 1 ( 12v/2-
SUBJECT: Agenda Item — Approval of Personal Services Agreement with University of
Washington for the Dead birds build life experience: A COASST internship
program for youth community science project; July 1, 2025 — May 31, 2027;
$20,477.00
STATEMENT OF ISSUE:
Jefferson County Public Health requests approval of Personal Services Agreement with University of
Washington for the Dead birds build life experience: A COASST internship program for youth community
science project; July 1, 2025 — May 31, 2027; $20,477.00
ANALYSIS/STRATEGIC GOALS/PROS and CONS:
The University of Washington Coastal Observation and Seabird Survey Team (COASST) will continue an
existing program to connect youth who reside along the outer coast of Washington in Jefferson and Clallam
counties with the opportunity to gain experience conducting environmental research as part of COASST's
beached bird survey program. A team of four, senior-level high school students or recent high school graduates
will adopt a local beach along the outer Pacific Coast and survey monthly aided by their local mentor(s). This
project was recommended for funding by the North Pacific Coast Marine Resources Committee at its meeting
on June 17, 2025 and meets Coast MRC Program benchmarks: Marine Habitats, Sound Science, Education and
Outreach and Coastal Communities.
FISCAL IMPACT/COST BENEFIT ANALYSIS:
Funding for this NPC MRC project is provided by a grant from the Washington Department of Fish and Wildlife
for projects identified and recommended by the North Pacific Coast Marine Resources Committee (NPC MRC),
#25-28152. There is no impact to the Jefferson County General Fund for this agreement and there are no
match requirements.
Community Health
Developmental Disabilities Environmental Public Health
360-385-9400 360-385-9444
360-385-9401 (f) (f) 360-379-4487
Always working for a safer and healthier community
WQ-25-076
RECOMMENDATION:
JCPH Management recommends BOCC signature for the Personal Services Agreement with University of
Washington for the Dead Bird Citizen Science for Youth Community Members: an Internship Program with
COASST Project; July 1, 2025 — June 1, 2027; $20,477.00
REVIEWED BY:
f `l '�
J D. Peters, County Administrator Date
Community Health Environmental Public Health
Developmental Disabilities 360-385-9444
360-385-9400 Always working for a safer and healthier community (f) 360-379-4487
360-385-9401 (f)
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: University of Washington Contract No: WQ-25-076
Contract For: Coastal Observation and Seabird Survey Term: 7/1/2025 - 5/31/2027
COUNTY DEPARTMENT: Public Health/Environmental Health
Contact Person: Tami Pokorny
Contact Phone: x 498
Contact email: tpokorny@co.jefferson.wa.us
AMOUNT: $20,477 PROCESS: If Exempt from Bid Process
Revenue: _ Cooperative Purchase
Expenditure: $20,477 Competitive Sealed Bid
Matching Funds Required: _ Small Works Roster
Sources(s) of Matching Funds Vendor List Bid
Fund # 128 RFP or RFQ
Munis Org/Obj 12855310 Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES COM CE /- .55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: . ■ N/A: Oct./v✓ 6, 2025
Signature Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BE DEBA D BY ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: FM-
N/A: r Oct. 6, 2025
Signature Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 10/14/2025.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 10/14/2025.
Standard PSA agreement using grant funds.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL
1
PERSONAL SERVICES AGREEMENT
Between
University of Washington
and
Jefferson County
THIS PERSONAL SERVICES AGREEMENT ("this Agreement") is entered into between the
County of Jefferson, a municipal corporation("the County"), and University of Washington
("the Contractor"), in consideration of the mutual benefits,terms, and conditions specified
below.
1. Project Designation. The Contractor is retained by the County to perform the following
Project: The University of Washington Coastal Observation and Seabird Survey Team
(COASST)will continue an existing program to connect youth who reside along the
outer coast of Washington in Jefferson and Clallam counties with the opportunity to gain
experience conducting environmental research as part of COASST's beached bird
survey program. A team of four, senior-level high school students or recent high school
graduates will adopt a local beach along the outer Pacific Coast and survey monthly
aided by their local mentor(s). The personal services are funded by a grant from the
Washington State Department of Wildlife (DFW)#23-23412. The project meets Coast
MRC Program benchmarks Marine Habitats, Sound Science, Education and Outreach
and Coastal Communities.
2. Scope of Services. Contractor agrees to perform the services identified on Exhibit"A"
attached hereto including the provision of all labor.
3. Time for Performance. This Agreement shall commence on July 1, 2025 and continue
through May 31, 2027. Work performed consistent with this Agreement during its term,
but prior to the adoption of this Agreement, is hereby ratified. The Contractor shall
perform all services pursuant to this Agreement as outlined on Exhibit"A". Time is of the
essence in the performance of this Agreement.
4. Payment. The Contractor shall be paid by the County for completed work and for
services rendered under this Agreement as follows:
a. Payment for the work provided by the Contractor shall be made as provided in
Exhibit"B" attached hereto,provided that the total amount of payment to
Contractor shall not exceed$20,477 without express written modification of this
Agreement signed by the County.
b. Invoices must be submitted by the 15th of the month for the previous month's
expenses, and all invoices and backup materials must be submitted by July 1,
2027. Such invoices will be checked by the County, and upon approval thereof,
payment will be made to the Contractor in the amount approved. Failure to
submit timely invoices and reports pursuant to Exhibit B of the Agreement may
Page 1 of 12
WQ-25-076
result in a denial of reimbursement. Invoices not submitted within 60 days may
be denied.
c. Final payment of any balance due the Contractor of the total contract price earned
will be made promptly upon its ascertainment and verification by the County
after the completion of the work and submittal of reports under this Agreement
and its acceptance by the County.
d. Contractor shall provide invoices and necessary backup documentation for all
services including timesheets and statements(specifying the services
provided). Any indirect charges require the submittal of an indirect cost
methodology and rate using 2 C.F.R. Part 255 and 2 C.F.R. Part 230.
e. The Contractor's records and accounts pertaining to this Agreement are to be
kept available for inspection by representatives of the County and state for a
period of six(6)years after final payments. Copies shall be made available upon
request.
5. Ownership and Use of Documents. All non-confidential or de-identified documents,
drawings, specifications, and other materials used by the Contractor in connection with the
services rendered under this Agreement shall remain the property of the Contractor. The
County shall be permitted to retain copies, including reproducible copies, of drawings and
specifications for County's internal information,reference and use only,without the right
to sublicense or redistribute either commercially or non-commercially. Contractor shall
not be held liable for reuse of documents or modifications thereof, including electronic
data, by County or its representatives for any purpose other than the intent of this
Agreement.
6. Compliance with Laws. Contractor shall, in performing the services contemplated by this
Agreement, faithfully observe and comply with all federal, state,and local laws,
ordinances and regulations, applicable to the services to be rendered under this Agreement.
7. Audit. An audit will be submitted to the County upon request. Upon request, Contractor
will submit the most recent financial audit within 30 days.
a. Upon request,the County shall have the option of performing an onsite review
of all records, statements, and documentation.
b. If the County fmds indications of potential non-compliance during the
monitoring process,the County shall notify Contractor within ten(10) days.
County and Contractor shall meet to discuss areas of contention in an attempt to
resolve issues.
c. Audit will provide statements consistent with the guidelines of Reporting for
Other Non-Profit Organizations AICPA SOP 78-10, and is performed in
accordance with generally accepted auditing standards and with Federal
Standards for Audit of Governmental Organizations, Programs,Activities and
Functions, and meeting all requirements of 2 C.F.R. Part 200, as applicable.
Page 2 of 12
8. Independent Contractor. The Contractor and the County agree that the Contractor is an
independent contractor with respect to the services provided pursuant to this Agreement.
The Contractor specifically has the right to direct and control Contractor's own activities,
and the activities of its subcontractors, employees, agents, and representatives, in
providing the agreed services in accordance with the specifications set out in this
Agreement. Nothing in this Agreement shall be considered to create the relationship of
employer and employee between the parties. Neither Contractor nor any employee of
Contractor shall be entitled to any benefits accorded County employees by virtue of the
services provided under this Agreement, including,but not limited to: retirement, vacation
pay; holiday pay; sick leave pay; medical, dental, or other insurance benefits; fringe
benefits; or any other rights or privileges afforded to Jefferson County employees. The
County shall not be responsible for withholding or otherwise deducting federal income tax
or social security or for contributing to the state industrial insurance program, otherwise
assuming the duties of an employer with respect to Contractor, or any employee of
Contractor.
9. Subcontracting Requirements.
a. The Contractor is responsible for meeting all terms and conditions of this
Agreement including standards of service, quality of materials and
workmanship, costs, and schedules. Failure of a subcontractor to perform is no
defense to a breach of this Agreement. The Contractor assumes responsibility for
and all liability for the actions and quality of services performed by any
subcontractor.
b. Every subcontractor must agree in writing to follow every term of this
Agreement. The Contractor must provide every subcontractor's written
agreement to follow every term of this Agreement before the subcontractor can
perform any services under this Agreement. The Public Health Director or their
designee must approve any proposed subcontractors in writing.
c. Any dispute arising between the Contractor and any subcontractors or between
subcontractors must be resolved without involvement of any kind on the part
of the County and without detrimental impact on the Contractor's performance
required by this Agreement.
10. Covenant Against Contingent Fees. The Contractor warrants that it has not employed or
retained any company or person, other than a bona fide employee working solely for the
Contractor,to solicit or secure this Agreement, and that it has not paid or agreed to pay
any company or person, other than a bona fide employee working solely for the
Contractor, any fee, commission,percentage, brokerage fee, gifts, or any other
consideration contingent upon or resulting from the award or making of this Agreement.
For breach or violation of this warranty,the County shall have the right to annul this
Agreement without liability or, in its discretion to deduct from the contract price or
consideration, or otherwise recover,the full amount of such fee, commission,percentage,
brokerage fee, gift, or contingent fee.
11. Discrimination Prohibited. The Contractor,with regard to the work performed by it under
this Agreement, will not discriminate on the grounds of race, color, national origin,
Page 3 of 12
religion, creed, age, gender, sexual orientation, material status, sex, or the presence of any
physical or sensory handicap in the selection and retention of employees or procurement of
materials or supplies.
12. No Assignment. The Contractor shall not sublet or assign any of the services covered by
this Agreement without the express written consent of the County. Assignment does not
include printing or other customary reimbursable expenses that may be provided in an
agreement.
13. N on-Waiver. Waiver by the County of any provision of this Agreement or any time
limitation provided for in this Agreement shall not constitute a waiver of any other
provision.
14. Termination.
a. The County reserves the right to terminate this Agreement at any time by
giving ten(10)days written notice to the Contractor.
b. In the event of the death of a member, partner, or officer of the Contractor, or
any of its supervisory personnel assigned to the project,the surviving members
of the Contractor hereby agree to complete the work under the terms of this
Agreement, if requested to do so by the County. This section shall not be a bar to
renegotiations of this Agreement between surviving members of the Contractor
and the County, if the County so chooses.
c. The County reserves the right to terminate this contract in whole or in part, with
10 days' notice, in the event that expected or actual funding from any funding
source is withdrawn, reduced, or limited in any way after the effective date of
this agreement. In the event of termination under this clause,the County shall be
liable for only payment for services rendered prior to the effective date of
termination.
15. Notices. All notices or other communications which any party desires or is required to
give shall be given in writing and shall be deemed to have been given if hand-delivered,
sent by facsimile, email, or mailed by depositing in the United States mail,prepaid to the
party at the address listed below or such other address as a party may designate in writing
from time to time.Notices to the County shall be sent to the following address:
Tami Pokorny,Natural Resources Program Coordinator
Jefferson County Public Health Department
615 Sheridan Street
Port Townsend, WA 98368
Ph: 360-379-4498
Email: tpokorny@co.jefferson.wa.us
Page 4 of 12
Notices to Contractor shall be sent to the following address:
Carol Rhodes
Director, Office of Sponsored Programs Box 359472
University of Washington Seattle, WA 98195-9472
Ph: 206-543-4043
Email: osp@uw.edu
16. Integrated Agreement. This Agreement together with attachments or addenda represents
the entire and integrated Agreement between the County and the Contractor and
supersedes all prior negotiations, representations, or agreements written or oral. No
representation or promise not expressly contained in this Agreement has been made. This
Agreement supersedes all prior or simultaneous representations, discussions,negotiations,
and agreements, whether written or oral, by the County within the scope of this
Agreement. The Contractor ratifies and adopts all statements, representations,warranties,
covenants, and agreements contained in its proposal, and the supporting material submitted
by the Contractor, accepts this Agreement and agrees to all of the terms and conditions of
this Agreement.
17. Modification of this Agreement. This Agreement may be amended only by written
instrument signed by both County and Contractor.
18. Disputes. The Parties agree to use their best efforts to prevent and resolve disputes before
they escalate into claims or legal actions. Any disputed issue not resolved pursuant to the
terms of this Agreement shall be submitted in writing within 10 days to the County Risk
Manager, whose decision in the matter shall be final, but shall be subject to judicial
review. If either party deem it necessary to institute legal action or proceeding to enforce
any right or obligation under this Agreement, each party in such action shall bear the cost
of its own attorney's fees and court costs. Any legal action shall be initiated in the
Superior Court of the State of Washington for Jefferson County. The parties agree that all
questions shall be resolved by application of Washington law and that the parties have the
right of appeal from such decisions of the Superior Court in accordance with the laws of
the State of Washington. The Contractor hereby consents to the personal jurisdiction of the
Superior Court of the State of Washington for Jefferson County.
19. Section Headings. The headings of the sections of this Agreement are for convenience of
reference only and are not intended to restrict, affect, or be of any weight in the
interpretation or construction of the provisions of the sections or this Agreement.
20. Limits of Any Waiver of Default.No consent by either party to, or waiver of,a breach
by either party, whether express or implied, shall constitute a consent to,waiver of, or
excuse of any other, different, or subsequent breach by either party.
21.No Oral Waiver.No term or provision of this Agreement will be considered waived by
either party, and no breach excused by either party, unless such waiver or consent is in
writing signed on behalf of the party against whom the waiver is asserted. Failure of a
party to declare any breach or default immediately upon the occurrence thereof, or delay
in taking any action in connection with, shall not waive such breach or default.
Page 5 of 12
22. Severability. Provided it does not result in a material change in the terms of this
Agreement, if any provision of this Agreement or the application of this Agreement to
any person or circumstance shall be invalid, illegal, or unenforceable to any extent,the
remainder of this Agreement and the application this Agreement shall not be affected
and shall be enforceable to the fullest extent permitted by law.
23. Binding on Successors, Heirs and Assigns. This Agreement shall be binding upon and
inure to the benefit of the parties' successors in interest, heirs, and assigns.
24. No Assignment. The Contractor shall not sell, assign, or transfer any of rights obtained by
this Agreement without the express written consent of the County.
25. No Third-party Beneficiaries. The parties do not intend, and nothing in this Agreement
shall be construed to mean, that any provision in this Agreement is for the benefit of any
person or entity who is not a party.
26. Signature in Counterparts. The parties agree that separate copies of this Agreement may
be signed by each of the parties and this Agreement shall have the same force and effect
as if all the parties had signed the original.
27. Facsimile and Electronic Signatures. The parties agree that facsimile and electronic
signatures shall have the same force and effect as original signatures.
28. Public Records Act.Notwithstanding the provisions of this Agreement to the contrary,to
the extent any record, including any electronic, audio, paper or other media, is required
to be kept or indexed as a public record in accordance with the Washington Public
Records Act, Chapter 42.56 RCW,as may hereafter be amended,the Contractor agrees
to maintain all records constituting public records and to produce or assist the County in
producing such records, within the time frames and parameters set forth in state law. The
Contractor further agrees that upon receipt of any written public record request,
Contractor shall, within two business days, notify the County by providing a copy of the
request per the notice provisions of this Agreement.
APPROVED AND ADOPTED this day of , 2025.
(SIGNATURES FOLLOW ON THE NEXT PAGE)
Page 6 of 12
SIGNATURE PAGE
JEFFERSON COUNTY WASHINGTON UNIVERSITY OF WASHINGTON
Board of County Commissioners
Jefferson County, Washington
4
By: By:
Heidi Eisenhour, Chair Signature
By: Name: Jenny Le
Greg Brotherton, Commissioner
Title: Grant&Contract Analyst
By: Date: _11/14/2025
Heather Dudley-Nollette, Commissioner
SEAL:
ATTEST:
Carolyn Gallaway,
Clerk of the Board
Approved as to form only:
liZ1 for 10/14/2025�
P ilip C. Hunsucker, Date
Chief Civil Deputy Prosecuting Attorney
Page 7 of 12
Exhibit A: Scope of Work
The University of Washington Coastal Observation and Seabird Survey Team(COASST)will
continue to connect youth who reside along the outer coast of Washington in Jefferson and
Clallam counties with the opportunity to gain experience conducting environmental research as
part of COASST's beached bird survey program. A team of four, senior-level high school
students/recent high school graduates will adopt a local beach along the outer Pacific Coast and
survey monthly aided by their local mentor(s).
Task 1: Conduct four 80-hour or longer internships for youth who reside along the outer coast
and their mentor(s), including necessary safety and bird identification trainings.
Deliverables:
la)Names and contact information for interns and mentors. Due: November 30,
2025
lb)Community training workshop for the COASST survey
program. Due: March 30, 2027
1 c) Timesheets for each intern(80 hours or more). Due: With each invoice
1d) Project presentation by interns at workshop. Due: March 30, 2026
le) Project presentation to NPC MRC. Due: December 30,2026
10 Student and mentor visit to the University of Washington, College of the Environment.
Due: January 30, 2027
1g)Five photos of project activities and photo releases naming Jefferson County; article
about the project for use as NPC MRC program outreach. Due: March 30, 2027
lh) Completed WDFW final report form by COASST and all invoicing materials. Due:
May 31, 2027
Page 8 of 12
Exhibit B: Estimated Budget
MRC
Category Detail Request Total
Salaries and Benefits or hourly
wages 6,648
Science Coordinator Salary and Base salary$6500, 32.4 %benefits rate. 3%
Benefits inflation applied. 0.75 months committed 6,648
Supplies/Equipment 110
Survey kits 2 kits, $55 each 110
Travel 1,178
travel for COASST staff from Seattle to
coastal communities,twice(Meal, Lodging,
Staff travel to training events Mileage) 1,178
Other Direct Costs 8,137
stipends for 4 interns $1,500/ea($6,000),
travel for 6 people(4 interns+2 teacher
mentors)from Clallam/Jefferson counties to
Participant Support Costs Seattle: 2 days meals($92*6 people*2 days=
(non- UW employee and $1,104), 3 rooms lodging($188/night*3
non-trainer) rooms= $564), mileage for 2 vehicles
($0.67/mile*300 miles roundtrip*2 vehicles=
$402)and WA ferry fees($33.45*2 =$66.90) 8,137
Indirect expenses(All such
expenses should be itemized) 4,404
Salary and benefits of hourly Indirect costs associated with staff salaries
wages and benefits 3,690
Indirect costs associated with producing
Supplies and Materials survey kits 61
indirect costs associated with processing
Travel travel 653
Participant Support Costs
(non-UW employee and indirect costs associated with participant
non-trainer) support costs: none 0
Totals 20,477
Page 9 of 12
Exhibit C: WDFW Final Report Form
Pale 1 0 of 12
COASTAL MRC PROGRAM — FINAL REPORT FORM
Project Title:
MRC;
Project Leader's Name:
WDFW Contract I:
Hes this project been completed?Yes ❑ Ongo ng Project ❑
If no,describe below the reasons why this project wasn't completed by the deadline:
Project Funds Awarded:S Project Funds Spent:S
If any funds ::a'e , t sPer'. cease explain why below:
Was icy in,;en:o' able equ pment ourchased with your MRC funds for this project?Yes ❑ No 0
If you did purchase any inventoriable equipment,you will be contacted about returning the equipment
to WDFW or to discuss the possibility of a loan agreement to allow continued use of the equipment.
1-a,;e it Volunteer Pe;rstrat,on Firms been turned in? Yes in No ❑
1-a;e all Volunteer T riesheets been turned in? Yes 0 No ij
Have all reimbursement requests been turned In? Yes t7 No ❑
Please submit any remaining volunteer registration forms,volunteer timesheets,and reimbursement
requests with this report.
Hoy, many total volunteer hours were used on this project?
Please describe the accomplishments of the project below:
How did the public and/or fish and wildlife benefit from your project's activities?
Please list the names of any WDFW personnel that provided assistance to your project:
Page 11 of 12
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