Loading...
HomeMy WebLinkAboutWashington State Department of Archaeology and Historic Preservation - 090419Grant No. FY20-90006-JEFFERSON STATg O� O y a _ s �H't 7889 CSO 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.armitaae(a�dahp.wa.gov WTHP Contact Person: Chris Moore (206) 624-9449 Email: cmoore(cr�,preservewa.org GRANTEE Contact Person: Gordon Ramstrom, 360-385-9380 Email: GRamstrom(a�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@co.jefferson.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 Page 2 of 13 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. x. 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. Page 3 of 13 Grant No. FY20-90006-JEFFERSON i. 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. I 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 Page 4 of 13 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 Page 5 of 13 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 A. 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. Page 6 of 13 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 #I - "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 l .G), agreed to and signed by all the parties, and attached hereto. Page 7 of 13 DEPARTMENT: Department of Archaeology and Historic Allyson Brooks, Director !I& Date Page 8of13 Grant No. FY20-90006-JEFFERSON GRANTEE: Jefferson County OIVI_� Kate Dean — Jefferson County Commissioner, District 1 Date David Sullivan — Jefferson County Commissioner, District 2 931 Date reg Brotherton — Jefferson County Commissioner, District 3 � /3, �/ Date A oved all for only: C Date: Philip C. H nsucker, Chief Civil Deputy Prose ting o ey Jefferson County Prosecuting Attorney's Office__ Grant No. FY20-90006-JEFFERSON Attachment #I 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 I.S. of this contract. (Specification, assignment, and claim of match to the Department of Archaeology and Historic Preservation.) Page 9 of 13 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) fagade. 2.) Rehabilitate historic window sash and frames along the second and third floor of the Jefferson Street (west) fagade. 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 jzov/tpss/how-to-preserve/briefs/9-wooden-windows.htm Page 10 of 13 Attachment #3 FORM STATE OF WASHINGTON AGENCY USE ONLY A19 -1A AGENCY NO. CONTRACT NO. OR GA AUTH. NO. INVOICE VOUCHER 103 FY20-90006-JEFFERSON AGENCY NAME Department of Archaeology & Historic Preservation 1063 S Capitol Way Suite 106 PO Box 48343 Olympia, WA 98504 8343 ATTN: VENDOR OR CLAIMANT warrant is to be payable to Jefferson County Attention: Gordon Ramstrom 623 Sheridan Street Port Townsend, WA 98368 INSTRUCTIONS TO VENDOR OR CLAIMANT: In the absence of a detailed invoice, submit this Form to claim payment for materials, merchandise or services. Show complete detail for each item. Vendor's Certificate: I hereby certify under penalty of perjury that the items and totals listed herein are proper charges for materials, merchandise or services furnished to the State of Washington, and that all goods furnished and/or services rendered have been provided without discrimination because of age, sex, marital status, race, creed, color, national origin, handicap, religion, or Vietnam era or disabled veteran status. 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 TRANS O APPN PROGRAM SUF CODE D FUND INDEX INDEX SUB SUB SUB OBJ OBJ CNTY CITY PROJECT AMOUNT INVOICE GENERAL 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. Page 12 of 13 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 TRANSMITTAL Date: October 3, 2019 Jefferson County Department of Public Works 623 Sheridan St. Port Townsend, WA 98368 (360) 385-9160 Monte Reinders, P.E. Public Works Director/County Engineer To: Julie Shannon, Executive Secretary From: Gordon Ramstrom, Architectural Projects Planner C70/`:: " Subject: Grant Agreement # FY20-90006-JEFFERSON Project : Jefferson County Courthouse Window Rehabilitation Project- 2020 Cc: Matt Court, File Via: In house mail Please find the attached: (1) Fully executed Grant Agreement with the WA State Department of Archaeology and Historic Preservation, for your records. Department of Central Services O Consent Agenda Page 1 of 1 Jefferson County Board of Commissioners Agenda Request To: Board of Commissioners Philip Morley, County Administrato A 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: unty Administrator Date CONTRACT REVIEW FORM CONTRACT WITH: Dept of Archaeology and Historic Preservatio TRACKING NO.: (Contractor/Consultant) z� CONTRACT FOR: Historic County CH Grant Program Z,14 kJiftllt� COUNTY DEPARTMENT: Central Services For More Information Contact: Gordon D. Ramstrom AUG 28 2019 Contact Phone #: 360-385-9380CORI artw4i1,2ru RETURN TO: Renee RETURN BY Al W S (Person in Department) (Date) AMOUNT: $273,476.00 Revenue 33406.91.0000 Expenditure 59410.62.0000 Matching funds Required YES Source(s) of Matching Funds C/R Fund Balance Step 1: j APPROVED FORM Comments PROCESS: El Exempt from Bid Process ❑ Consultant Selection Process ❑ Cooperative Purchase ❑ Competitive Sealed Bid ❑ Small Works Roster ❑ Vendor List Bid ❑ RFP or RFQ ❑ Other REVIEW BY RISK Review by: Date Reviewed: Sr ' / ❑ Returned for revision (See Comments) ,.. Step 2: REVIEW BY P OSE I G ATTORNEY Review by: • (', Philip C. Hunsucker Date Reviewed: Chief Civil Deputy Prosecuting Attorney APPROVED ),STO FORM 7k4- Ty Returned for revision (See Comments) Comments -- C Step 3: (If required) DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY Step 4: CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBER OF ORIGINALS Step 5: SUBMIT TO BOCC FOR APPROVAL Submit original Contract(s), Agenda Request, and Contract Review form. Also, please send 2 copies of just the Contract(s) (with the originals) to the BOCC Office. Place "Sign Here" markers on all places the BOCC needs to sign. MUST be in BOCC Office by 4:30 p.m. TUESDAY for the following Monday's agenda. (This form to stay with contract throughout the contract review process.)