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October 1, 2019
Public Healt
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Stuart Whitford, Environmental Public Health Director
Tami Pokorny, Natural Resources Program Coordinator
DATE: aik ILF, 7-00
SUBJECT: Agenda Item —Amendment No. 1 to DOE Lower Big Quilcene Floodplain
Demolitions and Replanting; Nov. 15, 2018 — May 15, 2020
STATEMENT OF ISSUE:
Jefferson County Public Health requests approval of Amendment No. 1 to DOE Lower Big Quilcene
Floodplain Demolitions and Replanting to fund the acquisition, clean-up, and restoration of properties, Nov.
15, 2018 — May 15, 2020
ANALYSIS/STRATEGIC GOALS/PRO'S and CON'S:
This amendment is to shift funds between tasks. The total project budget remains the same.
The original contract is to acquire, clean-up, and restore one or more properties on the lower Big Quilcene
River floodplain for improved water quality. The project also supports a broader effort to recover the
natural, self-sustaining channel migration zone functions that generate productive fish and wildlife habitat
in the lower three miles to benefit Hood Canal Summer Chum and Puget Sound Chinook.
FISCAL IMPACT/COST BENEFIT ANALYSIS:
The total project budget remains the same.
RECOMMENDATION:
JCPH Management recommends BOCC signature of Amendment No. 1 to DOE Lower Big Quilcene Floodplain
Demolitions and Replanting to fund the acquisition, clean-up, and restoration of properties, Nov. 15, 2018 —
May 15, 2020
REVIEWED BY:
i'
,ra./ ?7/04
Philip Morley, ounty A • --•-'- . • . Date
Community Health Environmental Public Health
Developmental Disabilities 360-385-9444
360-385-9400 (f)360-379-4487
360-385-9401 (f) Always working for a safer and healthier community
DEPARTMENT OF
COLOGY
State of Washington
AMENDMENT NO. 1
TO AGREEMENT NO. SEATHA-VER3-JeCoPH-00037
BETWEEN
THE STATE OF WASHINGTON DEPARTMENT OF ECOLOGY
AND
Jefferson County Public Health
PURPOSE: To amend the above -referenced agreement (AGREEMENT) between the state of Washington Department of
Ecology (ECOLOGY) and Jefferson County Public Health (RECIPIENT) for the Lower Big Quilcene Floodplain Demolitions
and Replanting (PROJECT).
The purpose of Amendment 1 is to shift funds between the following tasks:
A. Increase the Task 1 Project Administration/Management budget by $1,712.00, from $945.00 to $2,657.00.
B. Reduce the Task 2 Property Acquisition budget by $ 924.00, from $26,330.00 to $25,406.00.
C. Reduce the Task 3 Demolition and Cleanup budget by $788.00, from $6,535.00 to $5,747.00.
D. Task 4 Site Restoration and Revegetation budget remains the same, $2,000.00.
The total project budget remains the same, $35,810.00.
IT IS MUTUALLY AGREED that the AGREEMENT is amended as follows:
CHANGES TO THE BUDGET
Funding Distribution EG190200
Funding Title: Terry Husseman Account (Coastal Protection Fund)
Funding Type:
Funding Effective Date:
Funding Source:
Title:
Type:
Funding Source %
Description:
Template Version 10/30/2015
Grant
11/15/2018
Funding Expiration Date: 05/15/2020
Terry Husseman Account (Coastal Protection Fund)
State
100%
Terry Husseman Account (Coastal Protection Fund)
State of Washington Department of Ecology
Jefferson County Public Health
Lower Big Quilcene Floodplain Demolitions and Replanting Project
Agreement No. SEATHA-VER3-JeCoPH-00037
Approved Indirect Costs Rate
Recipient Match %:
InKind Interlocal Allowed:
InKind Other Allowed:
Approved State Indirect: 30%
0%
No
No
Is this Funding Distribution used to match a federal grant? No
Terry Husseman Account (Coastal Protection Fund)
Task Total
Property Acquisition
$
25,406.00
Demolition and Cleanup
$
5,747.00
Site Restoration and Revegetation
$
2,000.00
Project Administration/Management
$
2,657.00
Total: $ 35,810.00
CHANGES TO SCOPE OF WORK
Task Number: 1 Task Cost: $2,657.00
Task Title: Project Administration/Management
Page 2 of 8
Task Description:
A. The RECIPIENT shall carry out all work necessary to meet ECOLOGY grant or loan administration requirements.
Responsibilities include, but are not limited to: maintenance of project records; submittal of requests for reimbursement and
corresponding backup documentation; progress reports; and a recipient closeout report (including photos).
B. The RECIPIENT shall maintain documentation demonstrating compliance with applicable procurement, contracting, and
interlocal agreement requirements; application for, receipt of, and compliance with all required permits, licenses, easements, or
property rights necessary for the project; and submittal of required performance items.
C. The RECIPIENT shall manage the project. Efforts include, but are not limited to: conducting, coordinating, and scheduling
project activities and assuring quality control. Every effort will be made to maintain effective communication with the
RECIPIENT's designees; ECOLOGY; all affected local, state, or federal jurisdictions; and any interested individuals or
groups. The RECIPIENT shall carry out this project in accordance with any completion dates outlined in this agreement.
Task Goal Statement:
Properly managed and fully documented project that meets ECOLOGY's grant administrative requirements.
Template Version 10/30/2015
State of Washington Department of Ecology
Jefferson County Public Health
Lower Big Quilcene Floodplain Demolitions and Replanting Project
Agreement No. SEATHA-VER3-JeCoPH-00037
Taslt Expected Outcol_n_e_
* Timely and complete submittal of requests for reimbursement, quarterly progress reports and recipient closeout report.
* Properly maintained project documentation
Recipient Task Coordinator: Tami Pokorny
Deliverables
Page 3 of 8
Number
Description
Due Date
1.1
Quarterly Progress Reports
1.2
Recipient Closeout Report
05/15/2020
1.3
Project Outcome Summary Report
05/15/2020
CHANGES TO SCOPE OF WORK
Task Number: 2 Task Cost: $25,406.00
Task Title: Property Acquisition
Task Description:
The RECIPIENT will work with project partners and landowners to acquire key parcels located in the "Lower One Mile"
Reach of the Big Quilcene River floodplain.
Property acquisitions involve one or more properties, up to the limit of available funds, in the "Lower One Mile" Reach (see
EAGL Update screen for Exhibit 2.).
Acquisition Report:
For each property purchased, The RECIPIENT will prepare an Acquisition Report. The Acquisition Report will be completed
prior to submittal to Ecology and request for reimbursement. Each Acquisition Report will include but is not limited to the
following documents:
A. Acquisition Face Sheet (ECOLOGY Form).
B. Appraisal including:
-Name/ Address of seller.
-General Vicinity Map.
-Site Specific Map.
-Legal Description.
-Title Report.
C. Offer letter of just compensation.
Template Version 10/30/2015
State of Washington Department of Ecology
Jefferson County Public Health
Lower Big Quilcene Floodplain Demolitions and Replanting Project
Agreement No. SEATHA-VER3-JeCoPH-00037
D. Settlement Statement or equivalent.
Page 4 of 8
E. Hazardous Substances Certification (ECOLOGY Form), and Property Assessment Checklist*, both signed by the County's
Public Health Department.
Note: If underground tanks/septic have been left on properties until final demolition/ decertification, please provide an
explanatory note/memorandum of action to be taken.
F. Annotated photographic documentation of each property acquired in sufficient quantity and quality to document the state of
the properties prior to and after acquisition. "After" photos are particularly needed if site is subsequently cleared of human
elements such as structures, wells, septic systems, fencing, etc.
G. Conservation Covenant (ECOLOGY Form): All properties acquired shall be protected as open space in perpetuity for
floodplain and wetland functions, including a potential setback levee, a natural riverine environment, and as applicable:
non -motorized public access trails and viewpoints with restroom facilities, nature preserves, cultivation, grazing and unimproved
porous parking.
(The Acquisition Report will include the pre-recorded Conservation Covenant and deed. The recorded Conservation Covenant
and deed will be submitted to Ecology after recording with County).
H. Escrow Process: (if applicable): If RECIPIENT requires resources to acquire property in advance of closing.
The RECIPIENT can request (an exception to Ecology's reimbursement policy) by going through the escrow process. This
process allows Ecology to pay RECIPIENT's grant funds in advance for the property acquisition through the title company.
The RECIPIENT, working through an established title company, will provide ECOLOGY with supporting documents
including:
1) (Hard copy) (red) Face Sheet for acquisitions.
2) (Electronic) Payment Request entered in Ecology's web based grant system.
3) (Hard copy) Title Company's "Wire Transfer Request" with routing number, and wiring instructions for specific property
referenced.
4) (Hard copy) Settlement Statement.
5) Closing date of property.
ECOLOGY will wire funds to the title company for acquisition at the time of closing.
NOTE: Allow sufficient time for ECOLOGY and the Office of the State Treasurer to process documentation (a minimum of
three (3) weeks prior to closing).
Task Goal Statement:
Acquire specific properties from willing sellers in the lower Big Quilcene valley to restore floodplain to open space in perpetuity
per the respective conservation covenants.
Template Version 10/30/2015
State of Washington Department of Ecology
Jefferson County Public Health
Lower Big Quilcene Floodplain Demolitions and Replanting Project
Agreement No. SEATHA-VER3-JeCoPH-00037
Page 5 of 8
Task Expected Outcome:
Protecting people from flood prone properties; removing structures unrelated to floodplain recovery; and providing open space
in perpetuity for floodplain restoration.
Recipient Task Coordinator: Tami Pokorny
Deliverables
Number
Description
Due Date
2.1
Acquisition Report for each property purchased. Upload to EAGL.
05/15/2020
2.2
Include Summary report with photos of acquisition and waste removed in
05/15/2020
the RECIPIENT Closeout Report and the Project Outcome Summary
Report (Task 1).
CHANGES TO SCOPE OF WORK
Task Number: 3 Task Cost: $5,747.00
Task Title: Demolition and Cleanup
Task Description:
A. The RECIPIENT will conduct necessary testing prior to demolition and the cleanup of solid waste and other materials. The
RECIPIENT will complete and submit all permitting required by federal, state, and local laws and ordinances, for demolition,
cleanup, decommissioning of wells including well casing removal, and decommissioning of the onsite septic system.
B. The RECIPIENT will assess the presence and condition of any underground septic and or oil tanks and, if applicable and if
necessary, will develop a removal and decommission plan.
C. The RECIPIENT will develop and distribute a Request for Proposal (RFP), conduct a proper bid process, and select a
contractor to complete the removal and cleanup.
D. The RECIPIENT will ensure the completion of the contract to safely remove debris off site, and to dispose of any
associated hazardous materials, in an environmentally approved manner, to a certified hazardous waste facility.
E. The RECIPIENT will develop two Inadvertent Discovery Plans (IDP) using an approved template provided by
ECOLOGY'S Project Manager. The RECIPIENT will upload copies of the IDP to EAGL prior to implementation. The
RECIPIENT will instruct the contractor to keep the IDPs at each of the project sites, make the IDPs readily available to
anyone working at the project sites, discuss the IDPs with the crew working at the project sites, and implement the IDP if and
when cultural resources or human remains are found at the project sites.
Task Goal Statement:
Remove threats to water quality, floodplain function, and habitat in the Lower Big Quilcene.
Template Version 10/30/2015
State of Washington Department of Ecology
Jefferson County Public Health
Lower Big Quilcene Floodplain Demolitions and Replanting Project
Agreement No. SEATHA-VER3-JeCoPH-00037
Page 6 of 8
-La s& Erected Outca_me;
The expected outcome of this task is the completion of all necessary steps for the safe removal and disposal of any associated
debris along the shoreline of Lower Big Quilcene.
Recipient 'Task Coordinator; Tami Pokorny
Deliverables
Number
Description
Due Date
3.1
Complete all required permitting and upload documentation that all
permit requirements have been met for each site to EAGL, prior to
implementation.
3.2
Complete and upload an Inadvertent Discovery Plan (IDP) for each
project site, into EAGL prior to implementation.
3.3
Complete competitive bids, contractor selection, contracting, contract
management, and u load all related documentation to EAGL.
3.4
Ensure removal of structures and associated debris from property. The
05/15/2020
RECIPIENT will provide documentation that this was done to the
ECOLOGY Project Manager and will record this in the progress report.
3.5
Include before and after photos of the site in both the Recipient Closeout
05/15/2020
Report and the Project Outcome Summary Final Report (Task 1).
Template Version 10/30/2015
State of Washington Department of Ecology
Jefferson County Public Health
Lower Big Quilcene Floodplain Demolitions and Replanting Project
Agreement No. SEATHA-VER3-JeCoPH-00037
Fundine Distribution Summa.ry
Recipient / Ecology Share
Page 7 of 8
Funding Distribution Name
Recipient Match %
Recipient Share
Ecology Share
Total
Terry Husseman Account (Coastal
Protection Fund)
0 %
$ 0.00
$ 35,810.00
$ 35,810.00
7— Total
$ 0.00
$ 35,810.00
$ 35,810.00
Template Version 10/30/2015
State of Washington Department of Ecology
Jefferson County Public Health
Lower Big Quileene Floodplain Demolitions and Replanting Project
Agreement No. SEATHA-VER3-JeCoPH-00037
AUTHORIZING SIGNATURES
Page 8 of 8
All other terms and conditions of the original Agreement including any Amendments remain in full force and effect, except as
expressly provided by this Amendment.
The signatories to this Amendment represent that they have the authority to execute this Amendment and bind their respective
organizations to this Amendment.
This amendment will be effective 04/01/2019.
IN WITNESS WHEREOF: the parties hereto, having read this Amendment in its entirety, including all attachments, do agree in
each and every particular and have thus set their hands hereunto.
Washington State
Department of Ecology
By:
Gordon White
Shorelands
Program Manager
Template Approved to Form by
Attorney General's Office
Template Version 10/30/2015
Date
Jefferson County Public Health
Kate Dean, Chair
Jefferson Co. Board of Commissioners
loved a t fo only;
Date: lG►
Philip C. H nsucker, Chief Civil Deputy Prosecu ' g torn y
Jefferson County Prosecuting Attorney's office
Date