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O Consent Agenda
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Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners �q
Philip Morley, County Administrate% G -/�` '���/
From: Mark McCauley, Central Services Director
Agenda Date: September 3, 2019
Subject: Execution of Historic County Courthouse Preservation Grant
Agreement Project # 30119490
Statement of Issue:
This Grant Agreement will secure grant funding from the Department of Archaeology
and Historic Preservation for the above referenced project. This grant is provided
through the Washington State Historic Courthouse Grant Program administered by the
Washington State Trust for Historic Preservation.
Analysis/Strategic Goals/Pro's Et Con's:
This $273,476 grant requires a minimum cash match of 1:1. The Boiler Replacement
Project is proposed as the cash match for this project. Staff and Consulting expenses
will provide an additional share of the match.
Fiscal Impact/Cost Benefit Analysis:
These grant funds will provide rehabilitation and repair of the original historic
windows on the second and third floors of the Walker and Jefferson Street facades.
Recommendation: The Board is asked to sign the attached three (3) originals of this
Grant Agreement to Central Services.
Department Contact: Gordon D. Ramstrom, Architectural Projects Manager
Reviewed By:
er/ aPy/7
-Rhiip Morley, •unty Administrator Date
Grant No. FY20-90006-JEFFERSON
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STATE OF WASHINGTON
Department of Archaeology and Historic Preservation
1063 S. Capitol Way, Suite 106 • PO Box 48343 • Olympia, Washington 98504-8343
(360)586-3065 • Fax Number(360)586-3067 • www.dahp.wa.gov
Grant Agreement
Between
Washington State
Department of Archaeology and Historic Preservation
and
Jefferson County
Grant No.: FY20-90006-JEFFERSON
Grant Title: County Courthouse Window Rehabilitation/Boiler Replacement Project
Effective Date: 07-01-2019
Expiration Date: 06-30-2021
Grant Amount: $273,476.00
Federal Grant No.: N/A
CFDA No.: N/A
Grant Purpose
Grant Purpose: Provide support for the rehabilitation of the historic Jefferson County
Courthouse, located in Port Townsend, WA.
This agreement is made between The Department of Archaeology and Historic
Preservation hereinafter referred to as the DEPARTMENT, and Jefferson County
hereinafter referred to as the GRANTEE.
Parties' Contact Information
DAHP Contact Person: Hannah Armitage (360) 586-3072
Email: hannah.armitage@dahp.wa.gov
WTHP Contact Person: Chris Moore(206) 624-9449
Email: cmoore@preservewa.org
GRANTEE Contact Person: Gordon Ramstrom, 360-385-9380
Email: GRamstrom( co jefferson.wa.us
Page 1 of 13
Grant No. FY20-90006-JEFFERSON
Section 1. Responsibilities of the Grantee
A. The GRANTEE will perform or cause others to perform the work described in the
"Scope of Work" (Attachment 2). Additional special conditions or specifics about
the work required by this agreement, if any, are in attachments as enumerated and
described in Section 2. The GRANTEE agrees to perform the work in accordance
with any such special conditions or specifics.
B. The GRANTEE understands that the work called for under this agreement must
conform to state administrative requirements as they relate to the
DEPARTMENT, and the GRANTEE agrees to comply with such requirements.
c. The GRANTEE agrees to comply with the restrictions of lobbying with
appropriated funds:No part of the money appropriated by any enactment of State
Legislation shall, in the absence of express authorization by such, be used directly
or indirectly to pay for any personal service, advertisement,telegram,telephone,
letter, printed or written matter, or other device, intended or designed to influence
in any manner an elected official,to favor or oppose, by vote or otherwise, any
legislation or appropriation by legislation, whether before or after the introduction
of any bill or resolution
D. The GRANTEE agrees to maintain records in a manner which will provide an
audit trail to all expenditures reported to the DEPARTMENT. The GRANTEE
agrees to keep these records for at least six years following the ending date of the
grant. In the event that an audit of the GRANTEE or of the DEPARTMENT
should take exception to any expenditure by the GRANTEE,the GRANTEE
agrees to refund to the DEPARTMENT on demand the amount determined by the
audit as due. In the event that the DEPARTMENT is required to institute legal
proceedings to enforce this repayment provision,the DEPARTMENT shall be
entitled to its costs thereof, including reasonable attorney's fees. When arranging •
for an audit,the DEPARTMENT should contact:
Gordon Ramstrom Tel: 360-385-9380
623 Sheridan Street
Port Townsend, WA 98368 Email: GRamstrom@cojefferson.wa.us
E. The GRANTEE agrees to pay all the costs involved in carrying out the terms of
this agreement prior to seeking reimbursement as provided for in Section 2. A.
When seeking reimbursement,the GRANTEE will submit a completed
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Grant No. FY20-90006-JEFFERSON
reimbursement form in writing to the DEPARTMENT and provide such
supporting documents as an affidavit of publication for newspaper advertising
soliciting bids, contracts,photocopies of canceled checks and invoices, and other
documents as may be requested by the DEPARTMENT. The DEPARTMENT
will provide the GRANTEE with the reimbursement form and guidelines for
financial reporting procedures. The GRANTEE agrees to submit its request for
reimbursement within thirty(30)days following completion of the work.
F. The GRANTEE agrees to provide the DEPARTMENT with a completion/
project report acceptable to the DEPARTMENT. The GRANTEE will submit this
on or before the end date of this grant. The GRANTEE agrees that the
DEPARTMENT shall have the right to withhold all or part of the funds under this
grant pending receipt of an accepted completion/project report.Nicholas Vann,
DEPARTMENT historical architect, shall have acceptance approval or denial of
the completion/project report.
G. The GRANTEE agrees that the"Budget" (Attachment 1) shall be a financial guide
for the work called for by this agreement. The GRANTEE may exceed the
budgeted amounts, but this shall in no way obligate the DEPARTMENT for a
greater amount than the Grant Amount. In the event that the GRANTEE should
spend less than the budgeted amount on an object or element in the Budget, the
DEPARTMENT may either reduce its obligation proportionately or it may
terminate this agreement. The GRANTEE agrees to maintain records which will
render an accurate accounting of each element or object in the Budget. The actual
expenditures for the amounts reflected in the Budget may vary by 15 percent
without requiring an amendment to this grant agreement.
H. The GRANTEE agrees that the DEPARTMENT shall have the right to terminate
this agreement if the GRANTEE shall fail to fulfill in a timely and proper manner
its obligations under this agreement or if the GRANTEE shall violate any of the
covenants, conditions, or stipulations of the agreement. In case of such
termination by the DEPARTMENT,the GRANTEE agrees to return to the
DEPARTMENT within thirty(30)days of the effective date of termination, any
payments made by the DEPARTMENT to the GRANTEE under the terms of this
agreement or any portion of such payments as may be directed by the
DEPARTMENT.
The GRANTEE agrees to submit evidence of completion of all work elements
identified in the Scope of Work on or before the grant end date. GRANTEE
acknowledges and understands that final work elements which do not conform to
the terms and conditions of this agreement will not be reimbursed.
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Grant No. FY20-90006-JEFFERSON
The GRANTEE will maintain regular contact with the DEPARTMENT regarding
the progress of the grant project. The GRANTEE agrees that the DEPARTMENT
shall have the right to monitor the work called for by this agreement.
J. The GRANTEE agrees to use competitive negotiation procedures (or small
purchase procedures for under$25,000) for procurement of professional services
and subcontracts. GRANTEE agrees to maintain records sufficient to detail the
significant history of a procurement and to forward evidence of competitive
procurement to the DEPARTMENT prior to reimbursement of funds under this
agreement.
K. The GRANTEE agrees that it, its agents, officers and employees, and any other
person or entity performing any work under this agreement, are independent
contractors and not employees of the State of Washington ("State").
L. State funds are the basis for this agreement. The GRANTEE certifies that neither
it nor its principals are presently debarred, declared ineligible, or voluntarily
excluded from participation in transactions by any State department or agency.
Should for any reason the State funds which are the basis for this agreement
become withdrawn, reduced, or not appropriated by legislation the agreement may
be terminated without penalty to the DEPARTMENT.
M. To the fullest extent permitted by law, Contractor shall indemnify, defend and
hold harmless the State, agencies of the State and all officials, agents and
employees of State, from and against all claims for injuries or death arising out of
or resulting from the performance of the Contract. Contractor's obligation to
indemnify, defend, and hold harmless includes any claim by Contractors' agents,
employees,representatives, or any subcontractor or its employees.
Contractor expressly agrees to indemnify, defend, and hold harmless the State for
any claim arising out of or incident to Contractor's or any subcontractor's
performance or failure to perform the Contract. Contractor's obligation to
indemnify, defend, and hold harmless the State shall not be eliminated or reduced
by any actual or alleged concurrent negligence of State or its agents, agencies,
employees and officials.
The parties shall make every effort to resolve disputes arising out of, or relating
to, this contract through discussion and negotiation.
Should discussion and negotiation fail to resolve a dispute arising under this
contract,the parties shall select a dispute resolution team to resolve the dispute.
The team shall consist of a representative appointed by each party and a third
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Grant No. FY20-90006-JEFFERSON
party mutually agreed upon by the parties. The team shall attempt, by majority
vote,to resolve the dispute.
N. The GRANTEE agrees to provide or purchase industrial insurance coverage, as
applicable, prior to performing work under this agreement. The DEPARTMENT
will not be responsible for payment of industrial insurance premiums or for any
other claim or benefit for this GRANTEE, or any sub-grantee or employee of the
GRANTEE, which might arise under the industrial insurance laws during
performance of work under this agreement. If the Department of Labor and
Industries, upon audit, determines that industrial insurance payments are due and
owing as a result to work performed under this agreement, those payments shall
be made by the GRANTEE;the GRANTEE shall indemnify the DEPARTMENT
and guarantee payment of such amounts.
o. The GRANTEE agrees to include written acknowledgment of The Department of
Archaeology and Historic Preservation support for all grant-related publications
and public information materials including audio-visual and workshop materials.
P. The GRANTEE agrees to any additional conditions as may be identified in
amendments under Section 3 and attached to this agreement.
Q. There shall be no discrimination against any person employed by the GRANTEE
in connection with work covered by or related to this agreement, or against any
applicant for such employment, because of race, creed, color, sex, age, marital
status, national origin,the presence of any sensory, mental, or physical handicap,
or any other condition as set forth Chapter 49.60 RCW. This provision shall
include, but not be limited to, the following: employment, upgrading, demotion,
or transfer; recruitment or advertising; layoff or termination; rates of pay or other
forms of compensation and selection for training. The GRANTEE shall insert a
similar provision in all subcontracts for services covered by this agreement.
During the performance of this agreement,the GRANTEE shall comply with all
federal and state nondiscrimination laws, regulations and policies.
R. In accordance with legislative findings and policies set forth in Chapter 39.19
RCW the GRANTEE is encouraged in the participation and use of Minority and
Women's Business Enterprise firms certified by OMWBE.
s. The GRANTEE agrees to a$273,476.00 match of funds. 50%being the full
amount of the let grant amount, 50%being the match amount by the GRANTEE.
Further, the GRANTEE will not claim match directly earmarked or identified for
this agreement as match for any other grant, agreement or contract. The
DEPARTMENT has first and exclusive claim to match provided by the
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Grant No. FY20-90006-JEFFERSON
GRANTEE to this agreement as indirect eligible match to the National Park
Service, Historic Preservation Fund awarded to the DEPARTMENT.
DEPARTMENT: Grant Amount: $273,476.00. GRANTEE Minimum Grant Match
Amount: $273,476.00.
T. The GRANTEE, as a condition of receiving this grant, agrees to maintain the
building to which this grant applies for a period of not less than five(5)years, in
accordance with the Secretary of Interior's Standards for the Rehabilitation of
Historic Properties, and further agrees that all work performed as defined in the
Scope of Work and Budget of this grant is done in accordance with the Secretary
of Interior's Standards for the Rehabilitation of Historic Properties. The
GRANTEE further agrees that failure to adhere to this provision of this grant
warrants cause for the DEPARTMENT to request full recovery or portions of
those grant monies paid out to the GRANTEE as applies to this grant.
u. If the courthouse is designated as a local landmark through a Certified Local
Government(CLG)program,the GRANTEE, as a condition of receiving this
grant, agrees to submit project documents to the local historic preservation
commission for project approval. The project receiving grant funds should only
proceed once a Certificate of Appropriateness has been secured through the local
process. This is in addition to the regular review provided by the
DEPARTMENT.
Section 2. Responsibilities of the DEPARTMENT
The DEPARTMENT agrees to reimburse the GRANTEE one hundred(100)
percent of its actual authorized expenditures for the purpose of this agreement,
provided:
(1) The total paid by the DEPARTMENT shall not exceed the amount
stipulated in the"Budget" (Attachment 1) as DEPARTMENT share.
(2) All expenditures were incurred between the beginning and ending dates of
the grant.
(3) No expenditures have been previously claimed in any other grant from any
agency of the state or federal government.
(4) The DEPARTMENT has authority to expend the funds required to meet
the obligations contained herein.
(5) The GRANTEE has met all requirements contained in this agreement.
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Grant No. FY20-90006-JEFFERSON
(6) The DEPARTMENT will accept as match expenditures presented by the
GRANTEE on rehabilitation projects completed in accordance with the
Secretary of Interior's Standards for the Rehabilitation of Historic
Properties that were completed on or after January 1 of the year 2018 and
prior to the start date of this grant.
B. The DEPARTMENT agrees to consider requests from the GRANTEE for
progress payments if, in the DEPARTMENT'S judgment,the public interest will
be served by doing so and if such payments are administratively practical and
provided appropriated funds are available for which to issue a progress payment.
c. The DEPARTMENT may unilaterally terminate all or part of this contract, or may
reduce its scope of work and budget, if there is a reduction in funds by the source
of those funds, and if such funds are the basis for this contract.
The following attachments are hereby incorporated into and made a part of this agreement.
Attachment#1. "Budget," consisting of one page.
Attachment#2 "Scope of Work consisting of two pages.
Attachment#3. "State Form A19-1 Invoice Voucher"to be used as basis for
billing, consisting of one page.
Attachment#4 "Report of Services/Labor Value Appraisal"form to be used by
GRANTEE to document labor costs.
Attachment#5 "Competitive Negotiation and Small Purchases Contracting
Documentation," consisting of one page.
Section 3. Amendments
This grant agreement may only be amended if such amendment is in writing(with the
exception of the 15%variance for actual expenditures identified in Section 1.G), agreed
to and signed by all the parties, and attached hereto.
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Grant No. FY20-90006-JEFFERSON
DEPARTMENT: GRANTEE:
Department of Archaeology and Jefferson County
Historic Preservation
Allyson Brooks, Director Kate Dean—Jefferson County
Commissioner, District 1
Date Date
David Sullivan—Jefferson County
Commissioner, District 2
Date
Greg Brotherton—Jefferson County
Commissioner, District 3
Date
roved a for only:
Date:
Philip C. H nsucker, Chief Civil Deputy Prose uting tto ey
Jefferson County Prosecuting Attorney's Office
Page 8 of 13
Grant No. FY20-90006-JEFFERSON
Attachment#1
Budget
ELEMENT/OBJECT
Construction Costs: State Dollars Hard Match Soft Match Total
Boiler Replacement $0.00 $270,000.00 $44,000.00 $314,000.00
Window Rehabilitation $273,476.00 $0.00 0.00 $273,476.00
Totals: $273,476.00 $270,000.00 $44,000.00 $587,476.00
Note: Minimum Share Required is $273,476.00. Share expenditures that are presented and that
are above the minimum are subject to the conditions of Section 1.S. of this contract.
(Specification, assignment, and claim of match to the Department of Archaeology and Historic
Preservation.)
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Grant No. FY20-90006-JEFFERSON
Attachment#2
SCOPE OF WORK
The GRANTEE shall cause or shall cause others to complete:
Rehabilitation of portions of the Jefferson County Courthouse, including but not limited to:
A. Boiler Replacement
1.) Demolish and remove from site existing boiler and all associated components, including
burner, steam, condensate, fuel oil piping, and boiler vent duct. Remove existing window
as required for new air louver(outer window frame to be retained). Disconnect water and
power supply.
2.) Install new high efficiency boiler, including necessary stainless steel piping, new gas
regulators, isolation valves, and condensate neutralizer tank.
3.) Pour new concrete pads for boilers as needed.
4.) Install new boiler communication system.
B. Window rehabilitation.
1.) Rehabilitate historic window sash and frames along the second and third floor of
the Walker Street(south) façade.
2.) Rehabilitate historic window sash and frames along the second and third floor of
the Jefferson Street(west)façade.
3.) Provide any window rehabilitation survey conducted to program staff for review.
4.) Remove existing sash, protecting window openings with temporary plywood
enclosures on exterior.
5.) Remove existing metal weather stripping.
6.) Window frames to remain in place and repaired where needed. Paint exterior of
frame.
7.) Original glazing will be retained to the greatest extend possible.
8.) Repair original sash. Where replacement material is needed, such material will be
in-kind.
9.) Patch/repair masonry as needed adjacent to window openings and at sill.
The county will provide final architectural/construction drawings and/or designs for the work
noted above to the Department of Archaeology& Historic Preservation to ensure compliance
with the Secretary of the Interior's Standards for the Rehabilitation of Historic Properties.
In implementing the above scope of work, the county will reference the following Preservation
Briefs to inform treatments and methods in compliance with the Secretary of the Interior's
Standards for the Rehabilitation of Historic Properties:
Preservation Brief#9.Repair of Historic Wooden Windows:
https://www.nps.gov/tps/how-to-preserve/briefs/9-wooden-windows.htm
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Attachment#3
FORM STATE OF WASHINGTON AGENCY USE ONLY
A1 9-1 A AGENCY NO. CONTRACT NO.OR GA AUTH.NO.
INVOICE VOUCHER 103 FY20-90006-JEFFERSON
AGENCY NAME INSTRUCTIONS TO VENDOR OR CLAIMANT:
Department of Archaeology&Historic Preservation In the absence of a detailed invoice,submit this form to claim payment for
1063 S Capitol Way Suite 106 materials,merchandise or services. Show complete detail for each item.
PO Box 48343
Olympia,WA 98504 8343 Vendor's Certificate:
I hereby certify under penalty of perjury that the items and totals listed herein
ATTN: are proper charges for materials,merchandise or services famished to the
VENDOR OR CLAIMANT(warrant is to be payable to) State of Washington,and that all goods fumished and/or services rendered have
Jefferson County been provided without discrimination because of age,sex,marital status,race,
Attention: Gordon Ramstrom creed,color,national origin,handicap,religion,or Vietnam era or disabled
623 Sheridan Street veteran status.
Port Townsend, WA 98368
By:
(Sign in ink)
(Title) (Date)
FEDERAL I D NO.OR SOCIAL SECURITY NO. RECEIVED BY DATE RECEIVED
91-6001351
DATE DESCRIPTION QUANTITY UNIT PRICE AMOUNT
PREPARED BY(Fiscal) DATE DIVISION APPROVAL DATE
DOC DATE CURRENT DOC NO REF DOC NO VENDOR NUMBER VENDOR MESSAGE
M SUB
TRANS 0 APPN PROGRAM SUB SUB INVOICE GENERAL
SUF CODE D FUND INDEX INDEX OBJ OBJ CNTY CITY PROJECT AMOUNT NUMBER LEDGER
APPROVED FOR PAYMENT BY FISCAL DATE WARRANT TOTAL
Approved CTED Form A19-1A (10/15/95)
Grant No. FY20-90006-JEFFERSON
Attachment#4
Report of Services/Labor Value Appraisal
This Attachment intentionally left blank.
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FY20-90006-JEFFERSON
ATTACHMENT 5
COMPETITIVE NEGOTIATION AND SMALL
PURCHASES CONTRACTING DOCUMENTATION
THIS FORMAT SHOULD BE USED FOR CONTRACTS FOR PROFESSIONAL
SERVICES AND OTHER PROCUREMENT TO DOCUMENT COMPLIANCE
WITH FEDERAL PROCUREMENT STANDARDS.
1. Grant Number: FY20-90006-JEFFERSON
2. Type of Contract: Professional Services
Printing
Equipment/Supplies
Other
3. Addresses of Contractors Contacted:
Name of Person/Business:
Street or PO Box:
City/State/Zip Code:
Work Telephone Number:
Quote/Bid given:
Name of Person/Business:
Street or PO Box:
City/State/Zip Code:
Work Telephone Number:
Quote/Bid given:
Name of Person/Business:
Street or PO Box:
City/State/Zip Code:
Work Telephone Number:
Quote/Bid given:
Contractor Selected:
Basis for Selection: Lowest Price Other
If the basis for selection was not the lowest price,explain the basis used:
Signature of Grantee Official Date