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HomeMy WebLinkAbout051120_ca01 Department of Public Works O Consent Agenda Page 1 of 2 Jefferson County Board of Commissioners Agenda Request To: Board of Commissioners Philip Morley, County Administrator From: Monte Reinders, Public Works Director/County Engineer Agenda Date: May 11, 2020 Subject: Pre-Contract Documents, Department of Commerce Direct State Legislative Appropriation Local and Community Projects (LCP) Port Hadlock Wastewater Facility Statement of Issue: Governor Inslee recently signed the 2020 Supplemental State Capital Budget, which includes an appropriation of $1,422,000 for the final design of the Port Hadlock Wastewater Facility Project. This direct appropriation grant will be managed by the Department of Commerce. The attached pre-contract forms require approval and signature by the Chair of the Board prior to proceeding to the final contract step. Analysis/Strategic Goals/Pro's Ft Con's: The Port Hadlock Wastewater System Value Engineering Review completed in May 2019 determined that significant initial project cost savings could be realized by using newly available small, pre-packaged membrane bioreactor (MBR) equipment and a pressurized collection system. This would allow the sewer to start small, just servicing the Port Hadlock "Core Area", and grow slowly as demand dictates. Final design work funded by this direct appropriation will provide plans, specifications, and cost estimates for the County and property owners and position the project favorably for construction grants including possible infrastructure stimulus funding. Jefferson County Commissioners worked closely with our State Legislators to get the funding for this important project step included in the State's budget this session. Fiscal Impact/Cost Benefit Analysis: Final design contract costs with the consulting engineering firm total $1,472,665. This work was recently approved by the Board and has already begun (note that these early expenditures prior to entering into this grant agreement will be eligible for reimbursement). This appropriation is in the amount of $1,422,000 and is not subject to any administrative fees by the Department of Commerce. The County will be responsible for providing the required cash match in the amount of $50,665 as well as costs for county staff project management. Recommendation: Please sign three (3) originals of the attached documents and return two (2) fully executed originals to Public Works for further processing. Department of Public Works O Consent Agenda Page 2 of 2 Department Contact: Monte Reinders x242 Review d By: Philip M r( , ministrator Date r Washington State Department of Counnerce 2019-2021 Capital Budget Local and Community Projects 2020 Contract Readiness Survey Grantee: Jefferson County Project Title: Port Hadlock Wastewater Facility Project Grant Amount: $1,422,000.00 Contract #: 20-96512-001 Instructions: Before you can receive funds, a contract will need to be executed between our agencies. Contract development generally takes two to three weeks once you have met our requirements. Please follow these steps to get the contracting process started: 1. Completely fill out the survey questions by typing your responses in the electronic version of this form; 2. Have the Grantee Certification (last page) signed by the person authorized to sign contracts for your organization; 3. Attach documentation for committed funds (copies of award letters, council appropriations, etc.), if applicable; 4. Fill out and have the LEED Certification Declaration form (attached) signed; 5. Compile and email these documents to your Grant Manager, Karma Shannon r Lawson, at Karma. Shannon Lawson{c�r�.commerce.wa.gov. If you have any questions or need additional information, please contact me at: Karma Shannon r Lawson, 360-810-0185 or Karma. Shannon Lawsonacommerce.wa.gov. Thank you for your assistance in making this contract -writing process as quick and easy as possible! SECTION 1. GENERAL INFORMATION 1.1 Grantee (Complete Legal Name) Jefferson County 1.2 Type of Organization ® Publicly -Owned ❑ Private Non -Profit ❑ Tribal 1.3 Statewide Vendor Number S W V # 0002430-06 1.4 uBl# 161-001-169-000 1.5 Project Street Address 236 Lopeman Rd, Port Hadlock, WA 98339 1.6 Project Mailing Address 623 Sheridan Street, Port Townsend, WA 98368 1.7 County Jefferson 1.8 Project GPS Coordinates (approximate Latitude (e.g., 45.3530) Longitude (e.g., 120.4510) center of where you will be working) 48.0290 122.7700 1.9 Current Population within Jurisdiction 32,221 Population Affected by This Project 3,574 1.10 Legislative District 24th 1.11 Congressional District 6th 1.12 Which legislator(s) took the lead in Steve Tharinger introducing your appropriation? 1.13 Authorized Person to Sign Contract Greg Brotherton, Chair, Board of Commissioners Mailing Address (if different from project PO Box 1220, Port Townsend, WA 98368 mailing address above) Telephone (360) 385-9100 Email GBrotherton@co.jefferson.wa.us 1.14 Person Administering the Grant (once Monte Reinders, P.E. Public Works Director contract is signed) Mailing Address (if different from project 623 Sheridan St, Port Townsend, WA 98368 mailing address above) Telephone (360) 385-9242 Email mreinders@co.jefferson.wa.us SECTION 2. PROJECT INFORMATION PROJECT DESCRIPTION 2.1 Please describe the project to be completed and its anticipated public benefit. Funds provided through this appropriation will be used to complete final design of the Port Hadlock Wastewater Facility including treatment and wastewater reuse facilities, sewer collection system, and sewer connections to properties for the Port Hadlock "Core Area" (Phase 1). The Port Hadlock Wastewater Facility is required for this Urban Growth Area in order to allow commercial and retail development and multi -family housing to occur. Without the sewer, the UGA is limited to rural zoning and the housing and economic benefits achievable with urban zoning are not possible. 2.2 Is this project part of a larger, phased project? If YES, explain how this phase fits in the ® YES ❑ NO overall project. This is a design project. All property needed for this project has been acquired. The next phase is construction of the Phase I facilities designed under this contract. Subsequent phases of sewer expansion are planned for the future. SITE CONTROL 2.3 Do you have control of the project site either through ownership or through a long-term lease (at least 10 years)? If NO, please explain and include the date you expect to meet ® YES ❑ NO this condition. IMPORTANT: Site control is required before we can begin writing the contract. The County owns all property on which these facilities will be sited. GOVERNOR EXECUTIVE ORDER 05.05 (EO 05.05) CULTURAL & HISTORICAL RESOURCES REVIEW (OR SECTION 106) 2.4 Does you project involve land acquisition, right-of-way, ground disturbance, or construction or rehabilitation of a building? If YES and your project includes only state and local funds, you will need to go through the EO 05-05 review process. If YES and your project includes federal funds, you will need to go through the Section ❑ YES ® NO 106 review process. EO 05-05 will not be sufficient. If NO, please explain. IMPORTANT: If EO 05-05 (or Section 106) applies to your project, you will need to complete this review before we can execute the contract.' This is a design -only project with no ground disturbing activities or demolition/alteration of any existing structures. EO 05-05 does not apply to this phase of the project. Note however that this project did go through complete consultation with DAHP and the Tribes in 2011. Updated consultation will occur prior to the construction phase. The EO 05-05 requires recipients of state funds to consult with interested parties, i.e., Department of Archaeology and Historic Preservation, and Indian Tribes, prior to starting project construction. If your project funding includes federal funds, Section 106 (National Historic Preservation Act) will be required, which supersedes the EO 05-05 review. These consultations should take place as early as possible in order to avoid delays in starting your project. If you have questions regarding the cultural and historic resources process, please contact your project manager. LEED (LEADERSHIP IN ENERGY AND ENVIRONMENTAL DESIGN) CERTIFICATION 2.5 Does your project include construction or renovation of a building or facility? YES ® NO If YES, indicate if you entered the LEED certification process with the goal of your facility obtaining the silver standard. IMPORTANT: As part of your contracting process, you are required to complete a LEED Certification Declaration form. 2 This is a design phase only. This facility may incorporate a small building to house sewer equipment and store supplies. Total building area will be under 5,000 square feet, falling under Exemption #1 of the LEED Certification Declaration. These facilities also likely fall under the exempted categories of "pumping stations" or similar building types. SCOPE OF WORK 2.6 Describe all the activities and deliverables needed to accomplish this project. IMPORTANT: Provide a description of each activity along with the estimated start and end dates. Your Scope_ of Work must correspond with your Project Cost categories and will become part of your contract. Final plans, specifications, and estimates for the Port Hadlock Wastewater Facility (Phase 1) Estimated Start: 4/23/2020 Estimated Completion: 2/28/21 2 LEED is a certification program run by the U.S. Green Building Council. In 2005 the Washington State Legislature passed a law requiring all capital projects grant recipients to comply with the LEED standards (RCW 39.35D). The goal is for major construction or renovation projects receiving state funds to be built to the LEED silver standard where "practicable." Projects that fall under certain facility types and projects demonstrating that it would not "be practicable" to meet the LEED silver standard may qualify for a LEED exemption. Please refer to the attached LEED Certification Declaration form for more details. If you have questions regarding the LEED process, please contact your project manager. PROJECT COSTS 2.7 Complete the Project Costs table below. A list of eligible and ineligible costs is attached at the end of this survey. IMPORTANT: Your Total Project Costs must equal your Total Funding in Question 2.8. The cost categories must correspond with the activities listed on your Scope of Work. The Project Cost table will become part of your contract. Please note that this is a reimbursement grant; only costs incurred after July 1, 2016, will be reimbursed. Project management (from any source), is NOT an eligible cost for reimbursement. Engineering Report Cultural & Historical Resources Review (EO 05-05, Section 106) Environmental Review Land/Right-of-Way Acquisition Permits Public Involvement/Information Bid Documents $1,472,665 Commerce, Local Construction Other: Other: Other: Other: Other: Other: PROJECT FUNDING 2.8 Complete the table below listing the amounts and funding sources for this project. State the status of your funding sources as follows: Committed: funds are considered committed if a formal notice of approval for the funds is in place from the funding source. Local Revenue must be in an approved budget or be appropriated by your council or commission to be considered committed. Attach documentation such as copies of award letters, council appropriations, etc. In -Hand: funds are considered in -hand if you have already received the funds. IMPORTANT: Your Total Project Funding must equal your Total Project Costs in Question 2.7. The Project Funding table will become part of your contract. You are required to have full funding for your project (or project phase) by either having the funds in -hand or by showing that the funds are committed. This Direct -Appropriation Grant Department of Commerce $1,422,000.00 Committed Other Grants (State/Federal Agency or Organization) Other Grant #1 Other Grant #2 Other Grant #3 Total Other Grants Loans (State/Federal, Private Agency or Organization) Loan #1 Loan #2 Loan #3 Total Loans Local Revenue (Rates, General Fund, Levies, Reserves, Assessments, Appropriations, etc.) Local Revenue #1 County Sewer Fund $50,665 Committed Local Revenue #2 Local Revenue #3 Total Local Revenue Other Funds Other Funds #1 Other Funds #2 $50,665 Total Local Revenue $50,665 PROJECTISSUES 2.9 Describe any changes that may significantly alter the project that was described in the project summary on which the Legislature based its award. For example: Project description, scope of work, financing, other. None Describe any challenges or issues that may delay or prevent the project from moving forward. None GRANTEE CERTIFICATION The Grantee certifies that: The information and financial data provided in this document are true and correct to the best of their belief and knowledge and it is understood that Commerce staff may independently verify information, and that the discovery of incomplete, false, and/or misleading information is grounds for withholding awarded funds or termination of grant contract; Records supporting the information provided in this document are on file and will be made available by the Grantee upon request; There are no outstanding liens against this project; There is currently no litigation in existence seeking to enjoin the commencement or completion of the above -described project; and The Grantee intends to enter into a grant contract with the Department of Commerce, provided that the terms and conditions for a Department of Commerce grant are satisfactory to both parties. Signed: Name: Greg Brotherton Title: Chair, Jefferson Board of Commissioners Phone Number: (360) 385-9100 Date: Attest: Eligible Costs Capital Budget funds may generally be used to pay for the following project expenses incurred as far back as July 1, 2016: design, architectural, and engineering work; building permits/fees; archeological/historical review; construction labor and materials; demolition/site preparation; capitalized equipment; information technology infrastructure (cables and wiring); construction management and observation (from external sources only)*; initial furnishings**; landscaping; real property when purchased specifically for the project, and associated costs.*** Ineligible Costs The following costs are not eligible for reimbursement under this program: internal administrative activities and staffing costs; mortgage or loan payments; project management (from any source)****; fundraising activities; feasibility studies; computers or office equipment; rolling stock (such as vehicles); lease payments for rental of equipment or facilities; ■ any maintenance or operating costs; property leases (including long- term leases) the moving of equipment, furniture, etc., between facilities. Construction management and observation is on -site management and/or supervision of the work site and workers thereon. This is an eligible project cost. Construction management does not include work typically performed by off -site consultants or consultant organizations, grant writers, project managers, or employees of the grantee, unless the employee is hired solely and specifically to perform on -site construction management as defined above and in accordance with the Office of Financial Management's 2017-2027 Capital Budget Instructions, Chapters 1.5 and 4.2. ** Furnishings and equipment are considered eligible project costs as long as the average useful life of the item purchased is 13 years or more. *** Costs directly associated with property acquisition include appraisal fees, title opinions, surveying fees, real estate fees, title transfer taxes, easements of record, and legal expenses. * ** In no way shall funds be used to supplant or subsidize operating costs such as ordinary maintenance or administrative staff expenses Note: Please do not include operating costs in your project scope and budget. Department of Commerce Innovation is in ,ur na ,. The LEED Certification Declaration Is Required of All Capital Budget Projects The 2005 Washington State Legislature passed a law that may require our grant recipients to comply with what has been termed "high- performance" or "green" building standards (RCW 39.35D). The goal is for major construction or renovation projects receiving state funds to be built to the LEED silver standard where "practicable." LEED (which stands for Leadership in Energy and Environmental Design) is a certification program run by the U.S. Green Building Council. According to the American Institute of Architects, high-performance buildings are cheaper to operate, save water and energy, and improve worker performance. These building principles offer the most savings when incorporated early in the design process. That's why we strongly encourage you to talk with your architect as soon as possible. The first issue you may wish to explore is whether your project is required to meet the LEED silver standard. The law offers two types of exemptions. Exemption 1: Facility types Four facility types are exempt: ■ acquisition -only projects; ■ new construction less than 5,000 gross square feet of occupied or conditioned space as defined by the Washington State Energy Code; ■ renovation projects whose costs are less than 50 percent of the facility's assessed value and are less than 5,000 gross square feet of occupied or conditioned space; or ■ facilities such as transmitter buildings; pumping stations; hospitals; research facilities primarily used for laboratory experimentation, research, or training in research methods; or similar building types. Exemption 2: `Not practicable' We may exempt grantees who demonstrate that it would be "not practicable" for them to meet the LEED silver standard. However, we are not permitted to offer this solely because of cost- or timing -related issues. If your project (or the phase of the project you applied for) does not include any construction or renovation of a building or facility, you may request this exemption. If you are seeking a "not practicable" exemption, in the declaration form you will need to provide a rationale for your request (your architect may be helpful here). Department of Commerce Innovation is in wr nature. LEER certification declaration 2019-2021 Capital Budget Grant Programs Directions: All recipients of state Capital Budget grants are required to fill out this form. Please type your responses in the electronic version of this form, and then have it signed by both your architect (if applicable) and the person who is authorized to sign contracts for your organization. Project Name: Port Hadlock Wastewater Facility Organization: Jefferson County Date Submitted: 51112020 1.1 Does your project only involve a land acquisition and does not include any construction or renovation of a building or facility? If Yes, you are exempt and you may skip to Step 4 and sign the form. Yes ® No ❑ 1.2 If your project is a new construction, is it less than 5,000 gross square feet of occupied or conditioned space? Yes ® No ❑ If Yes, what is the square footage? 2,500_ 1.3 If your project is a renovation, is it less than 50 percent of the facility's assessed value2, and less than 5,000 gross square feet of occupied or conditioned space? Yes ❑ No ❑ If Yes, what is the renovation total budget? $ What is the facility's assessed value? $ 1.4 Is your facility a transmitter building, pumping station, hospital, or research facility3? Yes ® No ❑ Is it a similar building type? Yes ® No ❑ If Yes, describe: Enclosure for sewer treatment equipment, storage of supplies. You are exempt if you answered Yes to ANY question in Step 1. If you are exempt, you may skip Steps 2 and 3, but please fill out Step 4 and sign the form. The Department of Commerce may exempt state Capital Budget grant awardees who demonstrate that it would not be practicable for them to meet the LEED silver standard. We are not permitted to offer this exemption solely because of cost or time constraints, but we may if: a. The project (or this phase of the project) does not involve the construction or renovation of a building or facility; b. A renovation is piecemeal in nature; and/or c. Unusual aspects of the building do not lend themselves to LEED standards. 1 Gross square feet as defined by the Washington State Energy Code. 2 Assessed value includes the building and land. 3 Primarily used for sponsored laboratory experimentation, laboratory research, or laboratory training in research methods. Page 1 LEED Certification Declaration 2.1 Does your project (or this phase of the project) involve the construction or renovation of a building or facility? Yes ❑ No ❑ 2.2 Has design begun? Yes ❑ No ❑ If Yes, date design began: Percentage of pre -design or design complete: % Has construction begun? Yes ❑ No ❑ If Yes, date construction began: Percentage of construction complete: % 2.3 Would you like to apply for this exemption? Yes ❑ No ❑ If Yes, please explain why. 3.1 Have you already entered the LEED certification process? Yes ❑ No ❑ As of what date? 3.2 If you answered No to 3.1, were you planning to enter the LEED certification process? Yes ❑ No ❑ 3.3 If you are entering the LEED process, what standard are you attempting to reach? Certified ❑ Silver ❑ Gold ❑ Platinum ❑ Grantee Representative's Name: Greg Brotherton Title: Signature: Date: Chair. Board of Commissioners Phone: (360) 385-91_00 Email: G6rotherlon(Oco.jefferson.wa.us Organization: Jefferson County Mailing Address: PO Box 1220, Port Townsend, WA 98368 Project Location (if different from above): 236 Lopeman Road, Port Hadlock, WA 98339 Applicant Architect's Name: N/A Title: Signature: Date: The Grantee and its architect, by the above signatures, certify that all of the information provided in this LEED Certification Declaration is accurate and complete to the best of their knowledge. The Grantee understands that The Department of Commerce staff may independently verify information provided, and that the discovery of incomplete, false, and/or misleading information is grounds for withholding awarded funds. Page 2 LEED Certification Declaration