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HomeMy WebLinkAbout080618_ca05 JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS CONSENT AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator la fol FROM: Mark McCauley, Central Services'Director Monte Reinders,Public Works Director DATE: August 6,2018 RE: Request for Board of County Commissioners approval of an Amendment to the Agreement By and Between Olympic Community Action Programs,OIyCAP and Jefferson County for Community Services Grant Funding,2018 adding an Additional Property to the Original Agreement dated February 12,2018. STATEMENT OF ISSUE: A group of local citizens affiliated with the Olympic Peninsula Bluebills and the WORLD VISION® Essential Supplies Program (ESP)recently contacted the Jefferson County Public Works Director,Monte Reinders seeking the use of an out-of-service county shop building in Quilcene. Their hope was to use the building as warehouse space for the supplies they bring to the county from the Seattle area for free distribution to south county residents. ANALYSIS: The out-of-service Quilcene shop building is not suitable for that or any other use due to its unsafe and dilapidated condition. In the spirit of advancing the public's interest Monte Reinders suggested an alternate facility—the northeast bay of the county owned Brinnon Shop located at 90 County Shop Road, Brinnon, WA 98320. This facility is in a condition suitable for the use proposed. The county only uses a portion of the facility and only during the late fall and winter months. Monte Reinders and Mark McCauley,Jefferson County Central Services Director,visited with staff from OIyCAP to see whether they would be interested in adding this facility(northeast bay only)to the list properties covered in the above listed agreement. Once added to the agreement OIyCAP could then enter into an agreement with the Bluebills for use of the facility. OIyCAP already has a business relationship with WORLD VISION and they agreed that the proposed arrangement would improve service delivery to south county residents. The attached Amendment adds this facility to the existing OIyCAP agreement with the county to accomplish this objective. FISCAL IMPACT: This request has no fiscal impact. RECOMMENDATION: That the Board of County Commissioners approve the attached Amendment to the Agreement By and Between Olympic Community Action Programs, OIyCAP and Jefferson County for Community Services Grant Funding, 2018 adding an Additional Property to the Original Agreement dated February 12, 2018. REVIE . 1 Bit /, Phiip orley, Cou • dmin':,t Date D ORIGINAL AMENDMENT This Amendment to the Agreement by and Between Olympic Community Action Programs, OIyCAP and Jefferson County for Community Services Grant Funding, 2018 (Agreement) amends the Agreement as follows: (1) A new Section B is added as follows: B. OLYCAP shall use its capacities to operate the Northeast shop bay of the COUNTY-owned Brinnon Shop at 90 County Shop Road, Brinnon, WA 98320 (Brinnon Shop) encompassing approximately 600 square feet of usable space (Space) as follows: 1. Space is to be used for warehousing of non-perishable items in connection with the World Vision distribution system currently operated by volunteers in connection with the Boeing Blue Bills. 2. COUNTY assumes no liability for loss of items stored in the Space. 3. No modifications shall be made to the Brinnon Shop or the Space may be made without the express written consent of the COUNTY. 4. The Brinnon Shop and the Space shall remain unheated. There shall be no attempt to heat the Brinnon Shop or the Space with any heat source using electricity or by burning any fuel, including but not limited to gas, fuel oil or wood. 5. COUNTY will continue to pay the electricity costs at the Brinnon Shop, including the Space, which are minimal. (2) Current Section B changed to Section C. (3) Term of this Amendment is in accordance with the terms of the Agreement. (4) All other terms of the Agreement remain in effect. (SIGNATURES APPEAR ON THE NEXT PAGE) 1 ORIGINAL 5 August Dated this day of , 2018 For: Jefferson County Board of Commissioners David Sullivan, Chair For: OIyCAP Dale Wilson, Executive Director Approved as to form only: g r.. op/2/4, Philip C. Hunsucker, Date Chief Civil Deputy Prosecuting Attorney 2 • Ci(i9 °IyCe . c 1\-(‘)- AGREEMENT By and Between OLYMPIC COMMUNITY ACTION PROGRAMS, OIyCAP And JEFFERSON COUNTY For Community Services Grant Funding,2018 Purpose: The purpose of this Community Services Grant is to promote community-based services for the benefit of Jefferson County residents. Parties: This grant is to assist Olympic Community Action Programs,hereinafter known as "OLYCAP," a private, non-profit corporation in the State of Washington, for the purposes provided herein,with funds allocated by Jefferson County,hereinafter known as"COUNTY," a municipal corporation. SECTION 1: SERVICES TO BE PERFORMED BY OLYCAP A. OLYCAP shall use its capacities to continue to operate the TRI-AREA, QUILCENE and BRINNON COMMUNITY CENTERS which includes: 1. Provide daily operation of the Centers including scheduling of events,program planning and activities, and building security. 2. Provide assistance to the senior population in meeting basic life-sustaining and social needs. 3. Be a conduit and referral center for senior citizens to gain access to local, state and federal programs. 4. Schedule use of the Centers by community groups and organizations. a. Should a for-profit or not-for-profit entity,business, firm or agency(collectively a "lessee") seek exclusive use(based upon delineated and agreed upon hours and days of the week for said exclusive use)of a portion of a County owned community center for more than 80 hours per month in two or more months during any calendar year, then the lessee shall be required to enter into a written lease with Jefferson County to govern the terms and obligations of said exclusive use, naming OIyCAP as a third party beneficiary for an appropriate portion of the lease payment. Jefferson County will consult with OIyCAP in developing the terms of the lease and will comply with all laws regulating the lease of public property. 5. Purchase of necessary operating supplies. Cleaning and facility operating supplies shall be approved by Jefferson County Facilities Division. 1 4 t 2018 Community Services Grant Agreement with Olympic Community Action Program (OIyCAP) 6. Purchase and replace interior light bulbs and fluorescent lamps as part of the operating supplies referred to in paragraph 5 above. Brand and style of lamps are to be approved by Jefferson County Facilities Division. All used fluorescent tubes shall be boxed and returned to Jefferson County Facilities Division for disposal. 7. Provide and manage routine custodial functions including but not limited to restrooms, floor care,room set up and minor emergency plumbing such as plugged or overflowing toilets. To ensure quality of care, OIyCAP shall receive guidance from the Jefferson County Facilities Division as outlined in Attachment A. 8. Provide general landscaping and grounds maintenance. 9. Pay utility service charges, which may include but are not limited to telephone, garbage,water and electrical services. 10. Appoint local advisory boards, one for each community center. 11. Work cooperatively with the American Red Cross and Jefferson County Department of Emergency Management in the event of an emergency to provide the use of the county owned facilities as mass care shelters. B. Reporting/Notification Responsibilities of OIyCAP. 1. Provide to the COUNTY a quarterly statistical report of Center use, services, programs and activities of each Center-based program, a report of Center costs(including but not limited to utility, and operating and cleaning supplies costs), as well as a report of all revenues from rentals or lease agreements of the Centers, and a billing for monthly payment through the Community Services Grant. 2. Notify the COUNTY of changes in the use that may significantly impact normal wear and tear of a Community Center. 3. All OIyCAP financial and program records with respect to any matters covered by this Agreement shall be made available to the County at any time during normal business hours to allow the County to verify quarterly reports and to inspect, audit and make copies of any relevant data. SECTION 2: RESPONSIBILITIES OF JEFFERSON COUNTY A. The COUNTY agrees to provide for maintenance and repair of real property(building and parking lot, and any on-site water and septic systems) including but not limited to maintenance and repair of utility lines, plumbing, kitchen equipment, floor repair, and exterior lighting. B. The COUNTY will provide OIyCAP with a grant to meet the purpose and for services performed under this Agreement. The grant shall be in the total sum of$141,270 for calendar year 2018. Grant payments shall be made monthly. Payments are predicated on quarterly reports defined in Subsection 1.B. Page 2 of 6 1 . 2018 Community Services Grant Agreement with Olympic Community Action Program (OIyCAP) SECTION 3: TERM This Agreement shall be for a term of one year, commencing on January 1, 2018 and ending December 31, 2018. All work performed consistent with this Agreement and within its term,but prior to the execution of this Agreement, is hereby ratified. SECTION 4. RENTAL AND LEASE INCOME OIyCAP will retain all income derived from the rental or lease of the Community Centers in order to support the costs of its responsibilities as described in this Agreement, except as provided in Subsection 1.A.4. SECTION 5: ASSIGNMENT Either party to the Agreement shall not assign this Agreement, except by signed amendment. SECTION 6: MODIFICATION This Agreement may be modified during the term of the Agreement by mutual agreement of the parties and appended in writing to the Agreement. SECTION 7: TERMINATION The Agreement may be terminated, upon thirty(30)days written notice for any material breach of any of the terms of the Agreement by either party. After receipt of notice, and before termination, the party in default may cure the defect, in which case the Agreement shall continue in force for the full term. The COUNTY shall be refunded a pro-rated share of the agreed funding upon termination based upon the balance of time remaining in the term unless otherwise negotiated. SECTION 8: AGREEMENT TO COMPLY WITH APPLICABLE LAWS OLYCAP shall comply with all Federal, State, and local laws and ordinances applicable to the work pYP to be done under this Agreement. This Agreement shall be interpreted and construed in accord with the laws of the State of Washington and venue shall be in Jefferson County, WA. SECTION 9: HOLD HARMLESS OLYCAP shall indemnify and hold the COUNTY, and it officers, employees and agents harmless from and shall process and defend at its own expense, including all costs, attorney fees and expenses relating thereto, all claims, demands, or suits at law or equity arising in whole or in part, directly or indirectly, from OLYCAP's negligence or breach of any of its obligations under this Agreement; provided that nothing herein shall require OLYCAP to indemnify the COUNTY against and hold harmless the COUNTY from claims, demands or suits based solely upon the conduct of the COUNTY, its officers, employees and agents, and; provided further that if the claims or suits are caused by or result from the concurrent negligence of: (a) OLYCAP's agents or employees; and(b) the COUNTY, 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 OLYCAP's negligence, or the negligence of OLYCAP's agents or employees. Page 3 of 6 2018 Community Services Grant Agreement with Olympic Community Action Program (OIyCAP) OLYCAP specifically assumes potential liability for actions brought against the COUNTY by OLYCAP's employees, including all other persons engaged in the performance of any work or service required of OLYCAP under this Agreement and, solely for the purpose of this indemnification and defense, OLYCAP specifically waives any immunity under the state industrial insurance law, Title 51 RCW. OLYCAP recognizes that this waiver was specifically entered into pursuant to provisions of RCW 4.24.115 and was subject of mutual negotiation. SECTION 10: INDEPENDENT CONTRACTOR OLYCAP and the COUNTY agree that OLYCAP is an independent contractor with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. Neither OLYCAP nor any employee of OLYCAP shall be entitled to any benefits accorded County employees by virtue of the services provided under this Agreement. 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, or otherwise assuming the duties of an employer with respect to OLYCAP, or any employee of OLYCAP. SECTION 11: INSURANCE OLYCAP shall obtain and keep in force during the term of the contract, or as otherwise required, the following insurance with companies or through sources approved by the State Insurance Commissioner pursuant to RCW 48. 1. Worker's Compensation and Employer's Liability Insurance as required by the State of Washington. 2. Commercial Automobile Liability Insurance providing bodily injury and property damage liability coverage for all owned and non-owned vehicles assigned to or used in the performance of the work for a combined single limit of not less than$1,000,000 per occurrence in connection with OLYCAP's performance of the contract, including: a. Owned Automobiles; b. Hired Automobiles; and c. Non-owned Automobiles. 3. General Commercial Liability Insurance in an amount not less than a single limit of one million dollars ($1,000,000.00)per occurrence and an aggregate of not less than two (2)times the occurrence amount($1,000,000.00 minimum) for bodily injury, including death and property damage, unless a greater amount is specified in the contract specifications. The insurance coverage shall contain no limitations on the scope of the protection provided and include the following minimum coverage: a. Broad Form Property Damage, with no employee exclusion; b. Personal Injury Liability, including extended bodily injury; c. Broad Form Contractual/Commercial Liability—including: completed operations; d. Premises—Operations Liability(M&C); e. Independent Contractors and subcontractors; Page 4 of 6 2018 Community Services Grant Agreement with Olympic Community Action Program (O1yCAP) f. Blanket Contractual Liability. 4. Said commercial automobile liability policy and general commercial liability policy shall name the County as an additional insured and shall include a provision prohibiting cancellation or reduction of coverage of said policy except upon thirty(30)days prior written notice to the County. Certificates of coverage as required by this Section shall be delivered to the County within thirty(30) days of execution of this Agreement. 5. The County may,upon the Contractor's failure to comply with any or all provisions of this contract relating to insurance, withhold payment or compensation that would otherwise be due to the Contractor. 6. If the proof of insurance or certificate indicating the County is an"additional insured"to a policy obtained by the Contractor refers to an endorsement(by number or name)but does not provide the full text of that endorsement, then it shall be the obligation of the Contractor to obtain the full text of that endorsement and forward that full text to the County. 7. All insurance policies obtained by OIyCAP in order to comply with this Section shall be primary and non-contributory as against any coverage provided through any memorandum of coverage for third party liability claims or actions obtained and retained by the County through a Ch. 48.62 RCW"Risk Pool." 8. It is agreed by the parties that insurers shall have no right of recovery or subrogation against the County(including its employees and other agents and agencies),it being the intention of the parties that the insurance policies so affected shall protect both parties and be primary coverage for any and all losses covered by the above described insurance. 9. The insurance maintained by OLYCAP under this Agreement shall not in any manner limit or qualify the liabilities or obligations of OLYCAP under this Agreement. IN WITNESS WHEREOF,the parties have caused this Agreement to be executed this /2 ' day of r-e brkc , 2018. JEFFE ' $ COUNTY Attest: BO• ' : OF COMM SIONERS Carolyn allaway, David Sullivan,Chair Deputy Clerk of the Board Approved as to Form: Olympic Community Action Programs,OLYCAP c 74.4_ 2/0 _ c,21,dir Philip Hunsucker, Auth zed 0 • Date Chief Civil Deputy Prosecutor Page 5 of 6 2018 Community Services Grant Agreement with Olympic Community Action Program(OIyCAP) ATTACHMENT A Custodial Duties Daily: Clean and sanitize restrooms Empty trash cans Bi-Weekly: Vacuum all carpets Tri-Weekly: Sweep and mop all hard floors Annually: Wash windows Wipe down all doors and woodwork Assist county staff with heavy maintenance of all floors. Other: Set-up rooms as directed by building manager Page 6 of 6 i Consent Agenda Commissioners Office JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator FROM: Leslie Locke, Executive Assistant DATE: February 12, 2018 SUBJECT: AGREEMENT re: 2018 Community Services Grant Funding; In the Amount of$141,270; Olympic Community Action Program STATEMENT OF ISSUE: This agreement provides grant funding for 2018 to certain non-profit agencies for the provision of various community services to the citizens of Jefferson County. This funding has been budgeted from the general fund. FISCAL IMPACT: Olympic Community Action Program: $141,270 RECOMMENDATION: Approve and sign the agreements. REVIEWED BY: orley, 100 A u inis for Date CONTRACT REVIEW FORM CONTRACT WITH: OIyCAP ( 01 L (Contractor) CONTRACT FOR: 2018 Community Services Grant Funding TERM: Ends 12/31/18 fnl'r✓' f f�ii /f;:. 9r..rfi •�.;1^' .,..� /d..J,✓*�jly�y�7krrar��fCiG�aEka# * -4„,„ g,"": !//° Ti, de;,-;1 'ritistojtkit,' f * f ��-3 Vi� M 1 hr r .✓; ,r ' r a � J. Y rt . � /1'4nr y ,,. r ,. £ .t.4r m tel. 's a.'. 3 f �4 4. fir/ d i( 3.3 .A.w sTr me'll yrs `$�&.:1' .r➢4� „„e„,-, AMOUNT: .$141,270 PROCESS: Exempt from Bid Process Consultant Selection Process Revenue: Cooperative Purchase Expenditure: Competitive Sealed Bid Matching Funds Required: _ Small Works Roster Source(s) of Matching Funds: Vendor List Bid 110111 RFP or RFQ Step 1: REVIEW BY RISK MANAGEME Review by: i ���.!i� / 141 % ^�� � Date Reviewed: APPROVED FORM G Returned for revision(See comments) Comments: '' - -'-- ,- -- Step 2: REVIEW BY PRO CUTIN T ORNEY Review by: C` Date Reviewed: z/ISS it El APPROVED AS TO FORM Returned for revision(See comments) Comments: Step 3: DEPARTMENT MAKES REVISIONS Have contractor sign appropriate number of originals. Step 4: SUBMIT TO PROSECUTING ATTORNEY FOR FINAL SIGN OFF Step 5: SUBMIT TO BOCC FOR APPROVAL Submit originals and 9 copies of Contract,Review Form,and Agenda Bill to BOCC Office. Place"Sign Here"markers on all places the BOCC needs to sign. MUST be in BOCC Office by 5 p.m.TUESDAY for the following Monday's agenda. (This form to stay with contract throughout the contract review process.) N �414�go :14(its.t. 1820 Jefferson Street w� PO Box 1220 Port Townsend, WA 98368 Kate Dean, District 1 David W. Sullivan, District 2 Kathleen Kler, District 3 IN February 13, 2018 Olympic Community Action Programs Dale Wilson 803 W. Park Avenue Port Townsend, WA 98368 Re: Agreement for 2018 Community Services Funding—OIyCAP Dear Mr. Wilson, Enclosed for signature are two (2) original agreements for 2018 Community Services Funding. Please sign both originals, keep one original for your records and return the second original to the address listed above. - Thank you for your assistance. Sinrel , (/Leslie Loc Executive Assistant Enclosure Phone (360) 385-9100 Fax (360) 385-9382 jeftbocc@co.jefferson.wa.us i 1 ® DATE(MM/DDIYYYY) ACORO CERTIFICATE OF LIABILITY INSURANCE • ‘....,/-- 06/01/2018 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificateholder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Christina Oakley The Partners Group LtdPHONE (877)455-5640 FAX (425)455-6727 (AIC,No,Ext): (AIC,No): 11225 SE 6th St. E4IAILs: coakley@tpgrp.com ADDRE Suite 110 INSURERS)AFFORDING COVERAGE NAIC 8 Bellevue WA 98004 wsuRER,'.A: Philadelphia Indemnity Ins Co 18058 INSURED t INSURER B: Olympic Community Action Programs INSURER C: 823 Commerce Loop INSURER D: INSURER E: Port Townsend WA 98368 INSURER F: COVERAGES CERTIFICATE NUMBER: 18-19 GL AL XS PL REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADMTYPE OF INSURANCE INSO WVDK POLICY NUMBER MMIDD/YYYY (MY EFF MIDD/YYYY) LIMITS Y EXP LTR INSD WVD ( ) X COMMERCIAL GENERAL LIABILITYEACH OCCURRENCE $ 5,000,000 DAMAGE 10 RbN IED 250,000 CLAIMS-MADE X OCCUR PREMISES(Ea occurrence) $ MED EXP(Any one person) $ 5,000 A PHPK1830062 06/01/2018 06/01/2019PERSONAL 8 ADV INJURY $ 5,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 10,000,000 X POLICY 7 J! C LOC PRODUCTS-COMP/OP AGG $ OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 5,000,000 (Ea accident) X ANY AUTO BODILY INJURY(Per person) $ A OWNED SCHEDULED PHPK1830062 06/01/2018 06/01/2019 BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $ AUTOS ONLY AUTOS ONLY (Per accident) ■ Uninsured/Underinsured $ 1,000,000 UMBRELLA LIAB OCCUR EACH OCCURRENCE $ A EXCESS UAB CLAIMS-MADE PHPK1830062 06/01/2018 06/01/2019 AGGREGATE $ DED RETENTION$ $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS'LIABILITY Y/N STATUTE ER A ANY PROPRIETOR/PARTNER/EXECUTIVE N/A WA STOP GAP ONLY 06/01/2018 06/01/2019 ( E.L.EACH ACCIDENT $ 1,000,000 OFFICER/MEMBER EXCLUDED. 1,000,0 (Mandatory in in NN00 H) E.L.DISEASE-EA EMPLOYEE $ If yes,describe under 1,000,000 DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ Professional Liability A PHPK1830062 06/01/2018 06/01/2019 $1,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more space is required) Re:Community Development Block Grant Program Funds Evidence of Insurance CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN Jefferson County ACCORDANCE WITH THE POLICY PROVISIONS. 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