HomeMy WebLinkAboutCloseout Letter Contract F24-51701-004 Energy Efficiant Stock Plans Grant - 092826 JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
•
CONSENT AGENDA REQUEST
TO: Board of County Commissioners
Josh Peters, County Administrator
FROM: Jeremy Williammee, Community Development Director
DATE: September 28, 2026
SUBJECT: Closeout Letter Contract F24-51701-004 (Energy Efficient Stock Plans Grant)
STATEMENT OF ISSUE:
The Board Chair is requested to countersign the Washington State Department of Commerce's closeout
letter for Contract F24-51701-004 for Energy Efficient Stock Plans. DCD presented a full update on the
grant's status, outcomes, and challenges to the Board during an August 24, 2026 workshop.
ANALYSIS:
Contract F24-51701-004, awarded in April 2024 in the amount of$253,000, was secured to fund
engineering of selected stock residential plans for compliance with the 2021 State Building Code, while
demonstrating increased energy efficiency standards. The grant's goal was to facilitate the creation of
low-cost, energy-efficient plan sets for residential construction. As discussed in detail during an August
24, 2026 workshop, the engineering portion of the program,which represented the bulk of the grant
budget, could not be completed. Staff attempted multiple approaches but ultimately the design firms who
owned the selected plans chose not to participate due to copyright, insurance, and ownership concerns. To
overcome these concerns, DCD launched a Request for Proposals (RFP) for a third-party platform to host
a plan library. The RFP yielded no applicants.
FISCAL IMPACT/COST-BENEFIT ANALYSIS:
No appropriation is requested and no funds are owed by the County. Staff time attributed to the grant, in
the amount of$8,257.64, has been reimbursed. The contract is fully closed and the$244,742.36 in
unexpended grant funds has been de-obligated by the Department of Commerce.
RECOMMENDATION:
Sign the Department of Commerce closeout letter for Contract F24-51701-004.
REVIEWED BY:
JoseV.� c21 I fl/?h,
. 'eters, County Administrator Date
Docusign Envelope ID 04447CC7-A35C-8935.8027-8731)8404CD79
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STATE OF WASHINGTON
DEPARTMENT OF COMMERCE
1011 Plum Street SE 0 PO Box 42525 0 Olympia, Washington 98504.2525 0(360) 725-4000
www.commerce.wa.gov
September 3, 2026
Jefferson County
1820 Jefferson Street
Port Townsend,WA 98368
RE: Closeout of Jefferson County Contract F24-51701-004
Dear Jeremy Williammee&Greg Brotherton,
As of 4/30/26,Jefferson County Contract#F24-51701-004 with the Washington State Department of
Commerce for Stock energy efficient house plans to incentivize residential sector is now considered
closed. Our financial records show the following reconciliation of your agreement funding.All unexpended
funds are now de-obligated.
Agreement award $ 253,000.00
Total expended $ 8,257.64
Unexpended funds $ 244,742.36
Pursuant to RCW 40.14 Jefferson County is required to maintain all records,invoices,and backup
documentation and data pertinent to this agreement for a period of six years from the date of final
payment.These records are subject to inspection at any time by state and federal program staff and
auditors.
If any equipment was acquired under a federal funding source, please ensure that all equipment
inventories,maintenance, and disposal records, per 2 CFR 200.313,are kept up to date.All equipment
records must be kept current and retained for a period of six years following the disposition, replacement
or transfer of the equipment.
Please countersign this letter as acknowledgment of receipt of the contract closeout notification.
If there are any questions. please contact Kristen Kalbrener at Kristen.kaibrener@commerce.wa.gov.
;;r;; eirector
W Signatur�
Greg Brotheeron,Je son County Board of
Commissioners Chair
,Date: — p
oecuSignedby: Date: (/1V/24.___
Signature: S 10)1
Emily Salzberg, Managing Director
Buildings Unit
Date:9/14/2026 110:25 AM PDT
Docusign Envelope ID:D4447CC7-A35C-8935-8027-B73D8404CD79
alfil Washington State
Department of I
%► Commerce Energy Division
Clean Buildings Close Out Letter Routing Slip
Reviewed by I verify that: Initials
• Fund is NOT fully expended and must be deobligated in CMS.
In itial
• Contract is CLOSED, reached the end of the performance
PROGRAM MANAGER period
& SUPERVISOR • Consultant/grantee is aware of contract close out
--OS
• Final invoice box in CMS checked and approved for payment i �G
• Final deliverables received and verified
CLEAN BUILDINGS • Verified in CMS and budget tracking c DS
CONTRACT&BUDGET
REVIEW • Close out letter reviewed and approved Q�l
MANAGING DIRECTOR • Close out letter reviewed and approved [Signature on
Letter]
• Receives copy of close out letter&contract amendment if rDS
BUDGET STAFF
applicable
CONTRACTOR • Close out letter reviewed and signed [Signature on
REPRESENTATIVE • Provided a copy of close out letter in DocuSign Letter]
Instructions:
- Use this slip when period of performance has ended and funds remain to be deobligated
- Attach this slip to the top of your DocuSign envelope before any additional materials
- When routing, only staff implicated in a request need to initial this slip. Inapplicable initial cells may be left empty
- The DocuSign envelope should be context complete and all relevant explanatory material attached
- Questions?Contact Chelsev Weflen
CLEAN BUILDINGS CLOSE OUT LETTER ROUTING SLIP
V2 Rev Oct 13,2025