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HomeMy WebLinkAbout040416_ca10Department of Public Works O Consent Page 1 of 1 Jefferson County Board of Commissioners Agenda Request To: Board of Commissioners Philip Morley, County Administrator From: Monte Reinders, Public Works Director Agenda Date: April 4, 2016 Subject: Agreement to Replace Quincy St Section of Memorial Field Fence Statement of Issue: An agreement enabling the Friends of Jefferson County Parks and Recreation to replace the Quincy St. section of the Memorial Field Fence by donation, has been prepared and is ready for approval. Analysis/Strategic Goals/Pro's Et Con's: The fence has failed. One panel is completely missing and others are held up by rope. The City of Port Townsend has issued a building permit. The fence is important to the safety and function of Memorial Field. Fiscal Impact/Cost Benefit Analysis: Jefferson County Parks and Recreation is responsible for $1,200 in dump fees and the building permit fee $550. The value and benefits of the project far exceed this expenditure. Recommendation: Approve the agreement and return three signed copies to Public Works. Department Contact: Matt Tyler. 385-9129 Reviewed By: 34 1,K ' p Morle , strator Date _. r� Agreement Between Jefferson County and the Friends of Jefferson County Parks and Recreation This agreement is made and entered into on this day of 2016 1 The Friends of Jefferson County Parks and Recreation (Friends) seek to donate a 178 linear foot section of replacement fence along Quincy Street at Memorial Field Jefferson County accepts the offer of the Friends to donate the replacement fence The Friends gain good will by being good citizens of Jefferson County, and the County and its citizens gain a replacement fence, both items representing good and valuable consideration in support of this Memorandum of Understanding 2 Definitions a Replacement Fence: a new section of fence built along Quincy Street of Memorial Field, 550 Washington St Port Townsend, Washington See Exhibit A for the specifications and design of the fence, and Exhibit C for roles and responsibilities of each party in the project, and Exhibit D for the Construction Plan i b County: Jefferson County, Public Works Department, Parks and Recreation Division, 623 Sheridan St , Port Townsend, WA 98368 Phone (360) 385-9129 c Volunteers The Friends of Parks and Recreation, Co -Chairs Jane Storm and Cher Albright, Secretary/Treasurer Rebecca KraJewski P O Box 971, Port Townsend, WA 98368 Phone 360-385-2291 3 The end date of the agreement is June 1, 2017 4 Notice to Proceed no work will begin until written notice to proceed is provided to the Friends by the County I, 5 Construction Plan a construction plan will be completed by the Friends and approved by the County prior to construction (see Exhibit D) i 6 The fence will become the property of Jefferson (County There is no transfer of ownership, responsibility or authority associated with this agreement 7 All volunteers working on the fence project are (Jefferson County Volunteers As such, the following terms and conditions apply a All volunteers working on the site must complete a registration form supplied by the County b All volunteer hours must be documented on the form provided by the County c All volunteers will be covered by Workers Compensation Insurance paid for by the County d All volunteers must be briefed by the Friends in the dangers, risks and hazards of the work they are undertaking Page 1 e All volunteers must be trained by the Friends in proper safety protocol and techniques for the work they are doing f All hand and power equipment must be properly maintained and in good working order g Safety protective guards and equipment must be in place on all tools h The "Safety and Health Core Rules" set by the Washington State Department of Labor and Industries in Chapter 296-800 WAC shall be followed during this project as well as other applicable State and Federal safety statutes i All volunteers are held to the terms and obligations of the County Personnel Policy including, but not limited to, the following i Alcohol and Drug Free Workplace ii Anti-Harrassment Policy 8 No volunteer performing work pursuant to this AGREEMENT shall become or be considered an employee of the County 9 Administrative duties that shall be completed by the Friends a Ensure that each volunteer completes the volunteer registration form and safety training prior to beginning work b Document volunteer work and report to the County on or before the 10t1 of each month c Report near misses, incidents, and accidents that occur during volunteer work to the County immediately 10 No volunteer performing work pursuant to this AGREEMENT shall be compensated by the County 11 No modifications to the design and specifications of the fence provided in Exhibit A are allowed without the approval of the County 12 Except as described in paragraph #7 above, the County or its agents, successors and assigns shall not be liable for any injury to persons (including death) or damage to property sustained by the volunteers, its employees, agents or volunteers or others, in and about the fence construction area during the course of construction work being performed by or under the direction of the Friends, unless such injury or damage was the proximate result of the gross negligence or willful act or omission of the County or its agents, servants, employees, successors or assigns Provided further that if the claims or suits are caused by or result from the concurrent negligence of (a) the County's agents or employees, and, (b) the Friends, its officers, employees and agents, this indemnity provision with respect to claims or suits based upon such negligence, and/or the costs to the County of defending such claims and suits, etc , shall be valid and enforceable only to the extent of the Friends negligence, or the negligence of the Friends Club's agents or employees Page 2 13 The Friends indemnify and hold harmless the County against and from claims arising from the Friends sole negligence or willful act with respect to, without limitation, the construction of the replacement fence 14 If any provision of this AGREEMENT is ruled illegal or unlawful by a Court of competent Jurisdiction, then all other portions of this AGREEMENT shall remain in full force and effect 15 The parties agree that the sole venue for any legal disputes arising from this AGREEMENT shall be the Superior Court In and For Jefferson County Disputes shall first be discussed and reviewed between a designated representative of the Friends and the County before any litigation is begun Either party may seek a conference with the County Administrator if discussion and review between the Friends and County representatives fails to come to a mutually agreeable resolution 16 Conformance with Laws The Friends shall comply with all applicable County ordinances, state statutes, and other government rules and regulations as required by the District under this agreement Page 3 IN WITNESS WHEREOF, the parties hereto have executed this AGREEMENT as of the day and year written above The Friends of Jefferson County Parks and Recreation Jane Storm Date Page 4 COUNTY OF JEFFERSON BOARD OF COMMISSIONERS Kathleen Kler, Chair David Sullivan, Member Phil Johnson, Member Approved aq to form only this day of YAA PIC 2016 i Deputy Prosecuting AttoAey Monte ers Public Works Director :*:cll:l1r_l DESIGN SPECIFICATIONS Page 5 �� nz o C ;7 c 1 5— m -Z-Z c) I L X - p D `< x x r cC C r L vmn Q c T (D < O O CD 3 {� rr O _ N Q Q � - 2 UT U) Z U) J c O V) < X i O < n ` < z < sm cx- r � c n (3) _ G J rt X S; 0' p 2 O rn C OI CD 0- 0I O CG r - n J N C F U J C CD Q O m J r c o m rt O CD -�`� cr S C �,- 00 a ro _ t' k T u YL `h44 ' � IV, 0 J � Page 5 I JEFFERSON COUNTY MEMORIAL FIELD I Proposed Fence Location. Approx. 178' in Length ewe V JC 1 I. I [L� i ImageryDate:-7,:5/2011 48007'01.19" EXHIBIT C Roles and Responsibilities of Each Party The County Will 1 Provide the building permit and coordinate inspections 2 Provide the site plan, fence design, and fence specifications 3 Coordinate an on-site pre -construction meeting with the City of Port Townsend to stake the exact location of the fence 4 Coordinate scheduling of activities at Memorial Field 5 Provide a notebook containing blank volunteer registration forms, and blank timesheets for each volunteer to enter their time 6 Provide workers compensation insurance to the volunteers 7 Pay for dump fees of old fence Hauling of old fence is by the Friends The Friends Will 1 Remove the old fence and haul it to the transfer station 2 Provide all materials, equipment, and labor for construction of the new fence to the design and specifications detailed in this agreement 3 The Friends will provide a construction plan and proposal which details the plan for construction, the construction budget, the volunteers and organizations who have pledged to complete the work, the equipment to be used, expected schedule, and storage requirements 4 The Friends will allow periodic inspection of the project by the County 5 The Friends will provide and implement a project communication plan to educate and inform the general public 6 The Friends will establish and follow hours of construction that follow the City of Port Townsend code 7 The Friends will establish a construction supervisor who is qualified and who shall be the point of contact between the County and the project Volunteers Page 7 EXHIBIT D JEFFERSON COUNTY MEMORIAL FIELD QUINCY ST FENCE Construction Plan Construction Manager Construction managers Skip and Jane Storm have experience with construction projects, a strong grasp of construction management and safety, and will be in charge of project implementation as well as construction site supervision and management The construction manager will report directly to the Manager of Parks and Recreation for purposes of construction and safety Organization Jane Storm has formed a Washington State Non -Profit Association named the Friends of Jefferson County Parks and Recreation, Tax ID# 264165585 The officers of the organization are Co -Chairs — Jane Storm and Cher Albright, Treasurer/Secretary — Rebecca Krajewski The organization is entirely volunteer, with no salaries paid to the officers, and no employees at this time Scope of Work Preparation The old fence will be removed and placed in the designated area The County will be responsible for dump fees of the old fence The old concrete foundations will need to be removed Fence Posts New fence posts holes will be drilled using a machine mounted power auger New posts will be placed using site -mixed, or pre -mixed concrete Replacement Fencing Replacement fencing will be installed on the posts and painted Logistics Because this project is occurring in a public facility, a safe perimeter will be established to keep people out of the field, away from equipment, and off of the steep slopes The material for safe perimeter fencing including signs, caution tape, barricades and temporary fencing will be provided by the County, but the friends will be responsible for installing and maintaining the safe perimeter at all times Materials, equipment and vehicles will be stored within an area designated by the County Parking will be in Memorial Field in a designated parking area Only vehicles needed for delivery or equipment will be used on Quincy St Restrooms will be available in the grandstand of Memorial Field Limited use of the Maintenance shed will be available for storing hardware, tools or equipment Page 8 Schedule June 13, 2016 through July 30, 2016 Budget Cash Expenditures for lumber, concrete, forms, and fasteners $3,200 Cash on hand $3,200 Credit at Arrow Lumber $800 Boards on hand $600 Inspection Jefferson County will coordinate building permit inspections including 1 Pre -construction walk through 2 Staking of fence posts 3 Fence posts holes — pre concrete 4 Fence posts — after concrete 5 Final Approval Fr4nids of Parks and Recreation, President Jane Storm Iv \CA, U' Parksand Recreation ManagW, MattAler Page 9