HomeMy WebLinkAboutWashington State Department of Ecology, Amendment No. 1 re: Shoreline User Guide - 032723 fr1C) N,b 4 1 J3 -e;/O)T
DocuSign Envelope ID:A3603FC8-A10C-4B65-9380-62F4AAA062A5
Ire DEPARTMENT OF
ECOLOGY
State of Washington
AMENDMENT NO. 1
TO AGREEMENT NO.SEASMPC-2123-JCDCD-00010
BETWEEN s'
THE STATE OF WASHINGTON DEPARTMENT OF ECOLOGY
AND
Jefferson County Community Development
PURPOSE: To amend the above-referenced agreement(AGREEMENT)between the state of Washington Department of
Ecology(ECOLOGY)and Jefferson County Community Development(RECIPIENT)for the Shoreline Master Program User c
Guide(PROJECT).
Due to staff turnover and limited staff capacity,Amendment no. 1 is needed to increase grant funding by $3,000.00 in Task
3-SMP User Guide so the RECIPIENT may use grant funds to hire a consultant.The final SMP User Guide deliverable will
also be deleted from the scope of work and deliverables.
1) The Task 3-SMP User Guide budget will increase by$3,000.00,from$13,753.00,to$16,753.00.
2) A new subtask 3A and new deliverable 3.1 will be added for requirements to hire a consultant.
3) The final SMP User Guide will be deleted from the Task 3 scope of work and deliverables.Task 3 will be revised so the
deliverables include an initial and updated drafts of the SMP User Guide.
4) The grant Total Eligible Cost will also increase by $3,000.00,from$25,150.00,to$28,150.00.All other task budgets,
deliverables,and the June 30,2023 expiration date will remain the same.
This project is related to a new Shoreline Master Program—Periodic Review(SMP-PR)grant no.
SEASMP-2123-JCDCD-00190.This SMP User Guide project is a non-mandated companion to the SMP-PR, intended to
aid implementation by interpreting key regulatory provisions including those being revised by the periodic review process.This
SMP User Guide will help clarify and interpret requirements for the Shoreline Master Program.
IT IS MUTUALLY AGREED that the AGREEMENT is amended as follows:
Total Cost:
Original: 25,150.00 Amended: 28,150.00
Total Eligible Cost:
Original: 25,150.00 Amended: 28,150.00
Project Short Description:
Original:
Jefferson County Department of Community Development(RECIPIENT)will prepare a Shoreline Master Program(SMP)
User Guide.The User Guide will provide the public with a better understanding of shoreline development regulations,minimize
confusion over SMP implementation,clarify permit processes,and lead to complete application submittals and compliance with
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State of Washington Department of Ecology Page 2 of 8
Jefferson County Community Development
Shoreline Master Program User Guide Project
Agreement No.SEASMPC-2 I 23-1CDC D-00010
SMP requirements.The User Guide will benefit both development and shoreline and environmental protection interests in
Jefferson County.
Amended:
Jefferson County Community Development(RECIPIENT)will prepare a draft Shoreline Master Program(SMP)User Guide,
and complete a final version after the grant expiration date.The User Guide will provide the public with a better understanding
of shoreline development regulations,minimize confusion over SMP implementation,clarify permit processes,and complete
application submittals and better project compliance with SMP requirements.
Project Long Description:
Amended:
This SMP User Guide will focus on explaining/interpreting regulatory requirements. The SMP User Guide will also address any
SMP provisions that encourage property owners to voluntarily protect,restore,or exceed minimum standards.As a result,this
will increase SMP compliance and implementation,and increased compliance will help prevent uncoordinated and piecemeal
development of the state's shorelines and help to assure no net loss of shoreline ecological functions.
The RECIPIENT will prepare a draft SMP User Guide that explains some of the commonly used and complex SMP provisions
in a way that is easier for the general public to understand.After this grant expires and paid with their own funds,the
RECIPIENT will complete a final SMP User Guide to share with the public.The document will include illustrations,diagrams,
and flowcharts that can be used by shoreline property owners,potential purchasers of shoreline properties,real estate agents,
and professionals working on development applications within shoreline jurisdiction(e.g.,contractors,septic designers,
architects,consultants). Early public outreach and consultation will result in a user-friendly document that(1)increases
understanding of shoreline development regulations and(2)minimizes confusion over SMP implementation and permit
processes.
The new SMP User Guide will:
• Provide a brief overview of the Shoreline Management Act and the purpose of the county SMP.
• Identify types of shorelines regulated under the SMP and the extent of shoreline jurisdiction.
•Address shoreline permitting processes and exemptions.
•Address how shoreline environmental designations are used for regulatory review purposes.
• Review no net loss and mitigation sequencing requirements.
• Describe link between the SMP and the critical areas ordinance.
•Clarify shoreline buffer and building setback requirements.
•Clarify when and how nonconforming provisions may be used.
• Describe activities that may be allowed in shoreline buffers(e.g.,unpaved trails,tree limbing).
•Present activities that are prohibited in the SMP.
• Provide overview of natural shoreline functions and processes.
•Present options for maintaining or enhancing natural shoreline functions and processes.
• Identify how SMP protection standards are intended to maintain environmental conditions.
•Other relevant topics may be determined during preparation of the document.
Template Version 10/30/2015
DocuSign Envelope ID:A3603FC8-A10C-4B65-9380-62F4AAA062A5
State of Washington Department of Ecology Page 3 of 8
Jefferson County Community Development
Shoreline Master Program User Guide Project
Agreement No,SEASMPC-2 1 23-JCDC D-000 10
Overall Goal:
The goal is to create a draft SMP User Guide that clarifies and interprets SMP requirements for common types of shoreline use
and development projects, streamlines implementation of the SMP by improving application submittals,and describes why
effective shoreline management matters in a way that is relatable and understandable to the general public.
CHANGES TO THE BUDGET
Funding Distribution EG220553
Funding Title: Model Toxics Control Operating Account(MTCOA)
Funding Type: Grant
Funding Effective Date: 01/01/2022 Funding Expiration Date: 06/30/2023
Funding Source:
Title: Model Toxics Control Operating Account(MTCOA)
Fund: FD
Type: State
Funding Source%: 100%
Description: Model Toxics Control Operating Account(MTCOA)
Approved Indirect Costs Rate: Approved State Indirect:23.34%
Recipient Match%: 0%
InKind Interlocal Allowed: No
InKind Other Allowed: No
Is this Funding Distribution used to match a federal grant? No
Model Toxics Control Operating Account(MTCOA) Task Total
1.Project Administration/Management $ 2,601.00
2. Stakeholder Outreach $ 8,796.00
3. SMP User Guide $ 16,753.00
Total:$ 28,150.00
CHANGES TO SCOPE OF WORK
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State of Washington Department of Ecology Page 4 of 8
Jefferson County Community Development
Shoreline Master Program User Guide Project
Agreement No.SEASMPC-2123-JCDCD-00010
Task Number: 3 Task Cost: $16,753.00
Task Title: 3.SMP User Guide
Task Description:
The RECIPIENT will search previously prepared User Guides for concepts that would be appropriate for inclusion,then
organize content and revise the text,and finally create a draft version of the SMP User Guide.The User Guide will include
graphics to illustrate requirements,options,and scenarios.After the June 30,2023 grant expiration date, the RECIPIENT will
prepare a final version of the User Guide in coordination with the RECIPIENT's associated SMP Periodic Review that will be
finalized,and approved by ECOLOGY.
The RECIPIENT will create the annotated outline,draft text,pamphlet template and initial draft version of the SMP User
Guide.
A. The RECIPIENT will hire a consultant to complete a draft SMP User Guide.Services will be secured in accordance with
the RECIPIENT or State of Washington procurement procedures.The RECIPIENT will upload a copy of the signed contract
in EAGL,and notify the ECOLOGY Project Manager.
B. The RECIPIENT will be responsible for producing an initial draft of the SMP User Guide,including an annotated outline,
draft text,and pamphlet template.The process for creating the User Guide will include:
1. A search of previously prepared User Guides for concepts that would be appropriate for inclusion.
2. Solicited feedback and comments from RECIPIENT staff and managers,and ECOLOGY.
3. Graphics that enhance and complement the text and increase user accessibility.
4. An annotated outline,draft text,and pamphlet template and a draft version of the User Guide submitted to ECOLOGY by
uploading a copy in EAGL.
C. The RECIPIENT will submit an updated draft of the SMP User Guide,incorporating ECOLOGY's comments and any
collected feedback.
D. For any publications and education or outreach materials the RECIPIENT will follow ECOLOGY'S requirements in the
following sections of the Agreement General Terms and Conditions:3.ACCESSIBILITY REQUIREMENTS FOR
COVERED TECHNOLOGY;and 19.PRESENTATION AND PROMOTIONAL MATERIALS.For more information,see
in the Agreement General Terms and Conditions.
For communications and materials,the RECIPIENT will acknowledge that funding was provided by ECOLOGY.The
ECOLOGY Project Manager can provide a copy of ECOLOGY'S logo.
The RECIPIENT will provide a copy of the annotated outline and draft text to the Ecology Project Manager for review and
comment prior to the June 30th grant deadline.The RECIPIENT will submit a draft User Guide by the grant deadline.
Task Goal Statement:
Create a draft SMP User Guide that focuses on explaining/interpreting regulatory requirements,with input from stakeholders
and RECIPIENT staff.The draft SMP User Guide will also address any SMP provisions that encourage property owners to
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State of Washington Department of Ecology Page 5 of 8
Jefferson County Community Development
Shoreline Master Program User Guide Project
Agreement No.SEASMPC-2123-JCDCD-00010
voluntarily protect,restore,or exceed minimum standards. As a result,this will increase SMP compliance and implementation,
and increased compliance will help prevent uncoordinated and piecemeal development of the state's shorelines and help to
assure no net loss of shoreline ecological functions.
Task Expected Outcome:
Increase public understanding and encourage shoreline property owners to voluntarily take steps to better protect and enhance
shoreline buffers on their property.The future,final version of the SMP User Guide will enable local professionals to provide
better guidance to potential shoreline applicants and minimize confusion over SMP implementation and permitting processes.
Recipient Task Coordinator: Donna Frostholm
Deliverables
Number Description Due Date
3.1 Copy of signed consultant contract. Upload to EAGL and notify
ECOLOGY Project Manager.
3.2 Initial draft SMP User Guide. Upload to EAGL and notify ECOLOGY
Project Manager.
3.3 Updated draft SMP User Guide,including ECOLOGY's comments.
Upload to EAGL and notify ECOLOGY Project Manager.
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State of Washington Department of Ecology Page 6 of 8
Jefferson County Community Development
Shoreline Master Program User Guide Project
Agreement No.SEASMPC-2123-JCDCD-00010
Funding Distribution Summary
Recipient/Ecology Share
Funding Distribution Name Recipient Match% Recipient Share Ecology Share Total
Model Toxics Control Operating 0 % $ 0.00 $ 28,150.00 $ 28,150.00
Account(MTCOA)
Total $ 0.00 $ 28,150.00 $ 28,150.00
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State of Washington Department of Ecology Page 7 of 8
Jefferson County Community Development
Shoreline Master Program User Guide Project
Agreement No SEASMPC-2123-JCDCD-00010
AUTHORIZING SIGNATURES
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 03/14/2023.
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 Jefferson County
Department of Ecology
c—DocuSigned by:
sio L 4/3/2023 .k\\Ci
t../ 3/l7 /3
`
By. —131ns561CAF8416 By.
Joenne McGerr Date Heidi,' Eisenhour Date
Shorelands County Commissioner
Program Manager
Grego
N11"1
3/Z7/3
.mm ssioner Date
Kate Dean
Approved Telephonically 3/l-7/ 3
Commissioner Date
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State of Washington Department of Ecology Page 8 of 8
Jefferson County Community Development
Shoreline Master Program User Guide Project
Agreement No.SEASMPC-2123-JCDCD-00010
Approved as to form only:
44'.4
March 22, 2023
Philip C.Hunsucker,Chief Civil Deputy Date
Prosecuting Attorney
Template Approved to Form by
Attorney General's Office
Template Version 10/30/2015
Consent Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners (BoCC)
Mark McCauley, County Administrator
FROM: Brent A. Butler, AICP, DCD Director
Josh D. Peters, AICP, DCD Deputy Director
DATE: March 27, 2023
RE: Grant Agreements with State Department of Ecology
1) Amendment to Agreement for Shoreline User Guide
2) Agreement for Shoreline Master Program Update
STATEMENT OF ISSUE:
The Department of Ecology has offered additional funds to complete Jefferson County's periodic
update of the Shoreline Master Program (SMP) and associated Shoreline User Guide (SUG). The
purpose of these proposed grant agreements is to:
1. For the SUG, amend the current ECY grant agreement so that the deliverable due by June 30,
2023 (the end of the state's fiscal biennium) is a draft SUG rather than a final product,to enable
the use of consultant services, and to add$3,000 to the project budget, which would make a total
grant of$28,150.
2. For the SMP period update, enter into a new grant agreement for$50,000, to be expended by
June 30, 2023, in order to progress toward adoption of an updated SMP. DCD began the SMP
update project several years ago. Some of that work was reimbursed through ECY Grant
Agreement SEASMP-1921-JCDCD-00032, which expired on June 30, 2021. Jefferson County
has an active contract with BERK Consulting to complete the SMP update. That contract has
$4,688 remaining. This ECY grant agreement would enable up to $50,000 of consultant services
to be reimbursed by the state for work completed before July 1, 2023.
ANALYSIS:
SUG—The project was initially scoped to use in-house resources, which have been subsequently
curtailed due to staff turnover and development review caseload. The original ECY grant
agreement for the SUG does not provide for consultant services to draft the product. This
amendment would enable DCD to supplement the existing BERK SMP update contract to include
the associated task of developing a draft SUG in coordination with the content of the working
draft SMP update.An addition of$3,000 to the SUG budget will offset the difference between
hourly costs of in-house resources versus consultants. The SUG would be completed following
adoption of the updated SMP, which is anticipated in late summer or early autumn.
Consent Agenda
SMP Periodic Review—In light of constraints on DCD in-house resources to dedicate to this
project, consultant services are required to finish the project, including preparing a point-by-point
to ECY's Initial Determination Memo from last fall, modifying the working draft last revised
over a year ago, moving the proposal through the public process, and related tasks. The budget
for this work is estimated to exceed $50,000. By entering into this new grant agreement with
ECY, the county could recover up to $50,000 for work completed by June 30.
Following execution of these agreements, DCD will prepare supplemental agreements to the
existing contact with BERK for the work specified in the ECY grant agreements. DCD
anticipates an additional supplemental agreement with BERK for work from July 1, 2023 until
adoption of the updated SMP later this year, following by the finishing touches on the SUG to
reflect the adopted SMP.
ATTACHMENTS:
• Contract Review Forms
• ECY grant amendment for SUG
• ECY grant agreement for SMP Periodic Review
FISCAL IMPACT:
The SUG grant agreement amendment adds $3,000 to the original contract. The SMP grant
agreement enables the county to be reimbursed for up to $50,000 of consultant expenses for work
performed prior to July 1, 2023.
RECOMMENDATION:
Execute the grant agreements.
DEPARTMENT CONTACT:
Josh Peters, Deputy Director, Department of Community Development
REVIEWED BY:
Mark McCau County Administrator D e
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Washington State Dept of Ecology Contract No: WSDE/DCD User Guide
Contract For: Shoreline User Guide Term: 4/1/23-6/30/23
COUNTY DEPARTMENT: Department of Community Developement
Contact Person: Josh Peters
Contact Phone: x488
Contact email: jpeters@co.jefferson.wa.us
AMOUNT: $3,000 added to initial$25,150 PROCESS: — Exempt from Bid Process
Revenue: Cooperative Purchase
Expenditure: Competitive Sealed Bid
Matching Funds Required: — Small Works Roster
Sources(s)of Matching Funds Vendor List Bid
Fund # _ RFP or RFQ
Munis Org/Obj ✓ Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES C PLI N ^WL,T JC .080 AND CHAPTER 42.23 RCW.
CERTIFIED: Fin N/A:f . '?"3
Signature 4'a Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NO BEEN B A Y FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: El N/A: 7' '
Signature *b Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 3/23/2023.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 3/22/2023.
State language - cannot change.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL
1
ors ; -DCD tad-'
C( DEPARTMENT OF
_ ECOLOGY
State of Washington
Agreement No. SEASMPC-2123-JCDCD-00010
SHORELANDS SMP COMPETITIVE AGREEMENT
BETWEEN
THE STATE OF WASHINGTON DEPARTMENT OF ECOLOGY 1-I
AND
JEFFERSON COUNTY COMMUNITY DEVELOPMENT
This is a binding Agreement entered into by and between the state of Washington,Department of Ecology,hereinafterE
referred to as"ECOLOGY,"and JeffersonWIE
County Community Development,hereinafter referred to as the"RECIPIENT,"
to harry out with the provided funds activities described herein.
GENERAL INFORMATION
Project Title: Shoreline Master Program User Guide
Total Cost: 525,150.00
Total Eligible Cost: S25,150.00
Ecology Share: S25,150.00
Recipient Share: S0.00
The Effective Date of this Agreement is: 01/01/2022
The Expiration Date of this Agreement is no later than: 06/30/2023
lea Type: Planning
Pit Short Description;
Jefferson County Department of Community Development(RECIPIENT)will prepare a Shoreline Master Program
(SMP)User Guide.The User Guide will provide the public with a better understanding of shoreline development
nognlations,minimize confusion over SMP implementation,clarify permit processes,and lead to complete application
submittals and compliance with SMP requirements.The User Guide will benefit both development and shoreline and
environmental protection interests in Jefferson County.
Project Long Description:
This SMP User Guide will focus on explaining/interpreting regulatory requirements.The SMP User Guide will also
address any SMP provisions that encourage property owners to voluntarily protect,restore,or exceed minimum
standards.Asa result,this will increase SMP compliance and implementation,and increased compliance will help
prevent uncoordinated and piecemeal development of the state's shorelines and help to assure no net loss of shoreline
State of Washington Department of Ecology Page 2 of 25
Agreement No: SEASMPC-2123•JCDCD-00010
Project Title: Shoreline Master Program User Guide
Recipient Name: Jefferson County Community Development
ecological functions.
The RECIPIENT will prepare an SMP User Guide that explains some of the commonly used and complex SMP
provisions in a way that is easier for the general public to understand.The document will include illustrations,diagrams,
and flowcharts that can be used by shoreline property owners,potential purchasers of shoreline properties,real estate
agents,and professionals working on development applications within shoreline jurisdiction(e.g.,contractors,septic
designers,architects,consultants).Early public outreach and consultation will result in a user-friendly document that(I)
increases understanding of shoreline development regulations and(2)minimizes confusion over SMP implementation and
permit processes.
The new SMP User Guide will:
•Provide a brief overview of the Shoreline Management Act and the purpose of the county SMP.
•Identify types of shorelines regulated under the SMP and the extent of shoreline jurisdiction.
•Address shoreline permitting processes and exemptions.
•Address how shoreline environmental designations are used for regulatory review purposes.
•Review no net loss and mitigation sequencing requirements.
•Describe link between the SMP and the critical areas ordinance.
•Clarify shoreline buffer and building setback requirements.
•Clarify when and how nonconforming provisions may be used.
•Describe activities that may be allowed in shoreline buffers(e.g.,unpaved trails,tree limbing).
•Present activities that are prohibited in the SMP.
•Provide overview of natural shoreline functions and processes.
•Present options for maintaining or enhancing natural shoreline functions and processes.
•Identify how SMP protection standards are intended to maintain environmental conditions.
•Other relevant topics may be determined during preparation of the document.
Overall Opal;
The goal is to create an SMP User Guide that clarifies and interprets SMP requirements for common types of shoreline
use and development projects,streamlines implementation of the SMP by improving application submittals,and
describes why effective shoreline management matters in a way that is relatable and understandable to the general
public.
Template version 12/10/2020
State of Washington Department ofFeelogy Page 3 of 25
Agreement No: SEA3MPC-21234CDCD-000I0
Project Tide: Shoreline Muter Program User Guide
Recipient Name: Jeilbnon County Community Development
RECIPIENT INFORMATION
Organization Name: Jefferson County Community Development
Federal'Rix ID: 91-6001322
DUNS Number: 184826790
Mailing Address: 621 Sheridan Street
Port lbwnsend,WA 98368
Physical Address: 621 Sheridan Street
Port Tormsend,Washington 98368
Organization Email: dod(a3oo.joll'oraon,wa.us
Contacts
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State of Washington Department of Ecology Page 4 of 25
Agreement No: SBASMPC-2123•JCDCD•000Io
Project Title: Shoreline Master Program User Guide
Recipient Name: Jefferson County Community Development
Project Manager Donna Frostholm
Associate Planner/Wetland Specialist
621 Sheridan Street
Port lbwnsend,Washington 98368
Email: dfrostholm@co.jefferson.wa.us
Phone: (360)379-4466
Billing Contact Jodi Adams
Permit Manager
621 Sheridan Street
Port Townsend,Washington 98368
Email: jadams@co.jefferson.wa.us
Phone: (360)379-4493
Heidi Love Eisenhour
Authorized County Commissioner
Signatory
615 Sheridan St
Port Townsend,Washington 98368
Email: heisenhour@co jefferson.wa.us
Phone: (360)385-9444
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State of Washington Department of Ecology Page 5 of 25
Agreement No: SEASMPC-21234CDCD-00010
Project Title: Shoreline Master Program User Guide
Recipient Name: Jefferson County Community Development
ECOLOGY INFORMATION
Mailing Address: Department of Ecology
Shorelands
PO BOX 47600
Olympia, WA 98504-7600
•
•
Physical Address: Shorelands
300 Desmond Drive SE
Lacey,WA 98503
Contacts
Heather Bush
Project
Manager
PO Box 47775
Olympia,Washington 98504-7775
Email: hkos461@ecy.wa.gov
Phone: (425)417-6982
Layne Slone
Financial Financial Manager
Manager
PO Box 47600
Olympia,Washington 98504-7600
Email: Inak461@ecy.wa.gov
Phone: (360)867-8171
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State of Washington Department of Ecoiop Papa 6 of 25
Agreement No: SFASMPC.2123-JCDCD-00010
Project Me: Shoreline Master Program User Guide
Recipient Name: Jefferson County Community Development
AUTHORIZING SIGNATURES
RECIPIENT agrees to furnish the necessary personnel,equipment,materials,services,and otherwise do all things necessary
for or incidental to the performance of work as set forth in this Agreement.
RECIPIENT acknowledges that they had the opportunity to review the entire Agreement,including all the terms and conditions
of this Agreement,Scope of Work,attachments,and incorporated or referenced documents,as well as all applicable laws,
statutes,rules,regulations,and guidelines mentioned in this Agreement. Furthermore,the RECIPIENT has read,understood,
and accepts all requirements contained within this Agreement.
This Agreement contains the entire understanding between the parties,and there are no other understandings or representations
other than as set forth.or incorporated by reference.herein.
No subsequent modifications or amendments to this agreemert will be of any force or effect unless in writing,signed by
authorized representatives of the RECIPIENT and ECOLOGY and made a pad of this agreement.ECOLOGY and
RECIPIENT may change their respective staff contacts without the concurrence of either party.
This Agreement shall be subject to the written approval of Ecology's authorized representative and shall not be binding until so
approved.
The signatories to this Agreement represent that they have the authority to execute this Agreement and bind their respective
organizations to this Agreement.
Washington State
Department of Ecology Jefferson County Community Development
By; ¢ 2.- 4/27/2022 By:
Joanne McCierr Date Heidi Love Eisenhour Date
Shorelands County Ccnnrnissioter
Progrnn Manager
Template Approved to Form by
Attorney General's Office
Template Version 12110f2020
Seto oftlialmilos Deportment of Exam Pay?RIZ
Aweemat Mo. WASMIC-212140X1)40010
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lteeipisigName loam.Comfy ConuounityDe
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Kate Dase
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Date
Carolyn Galway
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Approved as to forte only;
4-`
April 12,2022
Philip C.liamsneker,Chidavil Deputy Date
Passeendag Memel
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Slate of Washington Department of Ecology Page 8 of 25
Agreement No: SEASMPC-2123-JCDCI.00010
Project Title: Shoreline Master Program User Guide
Recipient Name: Jefferson County Community Development
SCOPE OF WORK
Task Number: 1 Task Cost:$2,60 1.00
Task Title: 1.Project Administration/Management
Task l)cscription;
The RECIPIENT shall provide necessary project oversight to complete the scope of work in compliance with this ECOLOGY
agreement,which includes project coordination,administration and management.
A.The RECIPIENT shall coordinate with ECOLOGY throughout the project.The RECIPIENT will provide ECOLOGY
opportunities to review draft deliverables at appropriate intervals.ECOLOGY will provide ongoing technical assistance,and
will evaluate consistency of deliverables with the Shoreline Management Act and applivable guidelines throughout the review
process.
H.The RECIPIENT shall conduct project management activities including compliance with state statutes and rules,project
scheduling,adherence to the scope of work,timelines,and due dates;request for,and if applicable,conducting the competitive
procurement process including preparation of contractor bidding documents,advertisements,and grant monitoring.
C.The RECIPIENT shall submit quarterly progress reports and payment requests(PRPRs)with supporting documentation;
maintain project records;and submit ECOLOGY-approved deliverables by the due dates established between ECOLOGY
and the RECIPIENT.
Task Goal Statement:
Properly manage and fully document the project in accordance with ECOLOGY's grant administration requirements.
task Et.potted Outcome;
Timely and complete submittal of requests for reimbursement,quarterly progress reports,and recipient closeout report.
Properly maintained project documentation.
Recipient Task Coordinator; Donna Frostholm
1.Project Administration/Management
Deliverables
Number Description Due Date
1.1 Payment Request/Progress Report(PRPR)
1.2 Recipient Close Out Report(RCOR) 06/30/2023
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State of Washington Department of Ecology Page 9 of 25
Agreement No: SEASMPC•2123-JCDCD-00010
Project Title: Shoreline Master Program User Guide
Recipient Name: Jefferson County Community Development
SCOPE OF WORK
Task Number: 2 Thsk Cost:$8,796.00
Task Title: 2.Stakeholder Outreach
.Task Description:
The RECIPIENT will complete outreach to stakeholders,landowners,and recent permittees located within shoreline
jurisdiction.This will help foster understanding and support for the SMP by making sure all relevant parties have input in
preparing the SMP User Guide.Obtaining public input ensures that the User Guide addresses the needs of stakeholders and
collaborators while improving understanding of shoreline permitting and processes.Outreach will include virtual meetings.
A. The RECIPIENT will be responsible for facilitating and coordinating a minimum of five public meetings.Thee meetings will
occur prior to drafting the User Guide and two meetings will be scheduled during the final stages of drafting the document.Each
meeting will be scheduled for at least one hour,but will be longer than an hour if necessary,to ensure all who want to provide
input are heard.Coordination will include:
1. Compiling a list of relevant stakeholders.
2. Notifying and inviting stakeholders to meetings.
3. Taking meeting attendance and submitting meeting agendas and attendance logs to ECOLOGY by uploading copies in
EAGL.
4. Conducting meetings and incorporating feedback of the initial draft of the User Guide,demonstrating thoughtful
consideration of stakeholder input.
B. The RECIPIENT will produce a final memo summarizing the overall stakeholder engagement process.The RECIPIENT
will submit the report to ECOLOGY by uploading it to EAGL.
C. Light refreshments(not meals)for meetings,as defined by ECOLOGY's Administrative Requirements of Ecology's Grants
and Loans(2017 Yellow Book),may be eligible for reimbursement.Prior to each public meeting,the RECIPIENT must
request and receive approval by ECOLOGY's Project Manager for light refreshment reimbursement(s).The ECOLOGY
Project Manager will send a copy of the light refreshment request form,upon request.Approved request forms must be
submitted with the corresponding Payment Request/Progress Report(PRPR).
Task Goal Statement::
The goal is to ensure all relevant parties have opportunity for input into the User Guide,and to increase understanding and
support of the SMP.The RECIPIENT will have a comprehensive understanding of the most relevant information to include in
the User Guide based on those sections of the SMP that are most difficult for the public to interpret.
Task Expected Outcome:
The outcome of this task will be a draft and final User Guide tailored to the general public and users of the SMP that provides
better guidance to potential shoreline applicants and minimizes confusion over SMP implementation and permitting processes.
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State of Washington Department of Ecology Page 10 of 25
Agreement No: SEASMPC-2 l2J-JCDCD 010
Project Title: Shoreline Master Program User Guide
Recipient Name: Jefferson County Community Development
Redolent Teak Coordinator: Donna Frostholm
2.Stakeholder Outreach
Deliverables
Number Description Due Date
2.1 List of stakeholders contacted uploaded to EAGL.
2.2 Public meeting agendas and attendance logs uploaded to EAGL.
2,3 Memo summarizing the overall stakeholder engagement process uploaded to
EAGL.
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State of Washington Department of Ecology Page II of 25
Agreement No: SEASMPC-2I 23-JCDCD-00010
Project Title: Shoreline Master Program User Guide
Recipient Name; Jefferson County Community Development
SCOPE OF WORK
Task Number: 3 Task Cast:$13,753.00
Task Title: 3.SMP User Guide
"task Description:
The RECIPIENT will search previously prepared User Guides for concepts that would be appropriate for inclusion,then
organize content and revise the text,and finally create an initial draft version of the SMP User Guide.The User Guide will
include graphics to illustrate requirements,options,and scenarios.
The RECIPIENT will create the final version of the SMP User Guide.The final version will be published and made available
both as a hard copy,and online at the RECIPIENT's wcbsite.
A. The RECIPIENT will be responsible for producing an initial draft version and final version of the SMP User Guide.The
process for creating the User Guide will include:
1. A search of previously prepared User Guides for concepts that would be appropriate for inclusion.
2. Solicited feedback and comments from RECIPIENT staff and managers.
3. Graphics that enhance and complement the text and increase user accessibility.
4. Draft and final versions of the User Guide submitted to ECOLOGY by uploading a copy in EAGL.
B. For any publications and education or outreach materials the RECIPIENT will follow ECOLOGY'S requirements in the
following sections of the Agreement General Terms and Conditions:3.ACCESSIBILITY REQUIREMENTS FOR
COVERED TECHNOLOGY;and 19.PRESENTATION AND PROMOTIONAL MATERIALS.For more information,see
in the Agreement General Terms and Conditions.
For communications and materials,the RECIPIENT will acknowledge that funding was provided by ECOLOGY.The
ECOLOGY Project Manager can provide a copy of ECOLOGY'S logo.
The RECIPIENT will provide a copy of the SMP User Guide to the ECOLOGY Project Manager for review prior to
distribution.
Task Goal Statement:;
Create an SMP user guide that focuses on explaining/interpreting regulatory requirements,with input from stakeholders and
RECIPIENT staff.The SMP User Guide will also address any SMP provisions that encourage property owners to voluntarily
protect,restore,or exceed minimum standards.As a result,this will increase SMP compliance and implementation,and
increased compliance will help prevent uncoordinated and piecemeal development of the state's shorelines and help to assure
no net loss of shoreline ecological functions.
"task t>xpeeted Outcome:
Increase public understanding and encourage shoreline property owners to voluntarily take steps to better protect and enhance
shoreline buffers on their property.The User Guide will enable local professionals to provide better guidance to potential
shoreline applicants and minimize confusion over SMP implementation and permitting processes.
Template Version 12/10/2020
State of Washington Department of Ecology Page 12 of 25
Agreement No: SEASMPC-2123-ICDCD-000I0
Project Title: Shoreline Master Program User Guide
Recipient Name: Jefferson County Community Development
Recipient Task Coordinator: Donna Frostholm
3.SMP User Guide
Deliverables
Number Description Due Date
3.1 Draft User Guide.Upload to EAGL and notify ECOLOGY Project Manager,
3.2 Final User Guide.Upload to EAGL and notify ECOLOGY Project Manager.
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State of Washington Department of Ecology Page 13 of 25
Agreement No: SEASMPC-2123-JCDCD-00010
Project Title: Shoreline Master Program User Guide
Recipient Name: Jefferson County Community Development
BUDGET
Funding Distribution EC220553
NOTE: The above funding distribution number is used to identify this speck agreement and budget on payment
remittances and may be referenced on other communications from ECOLOGY. Your agreement may have multiple
funding distribution numbers to identify each budget.
Funding Title: Model Toxics Control Operating Account(MitFunding Type: Grant
Funding Effective Date: 01/01/2022 Funding Expiration Date: 06/30/2023
Funding Source:
Title: Model Toxics Control Operating Account(MTCOA)
Fund: FD
Type: State
Funding Source%: 100%
Description: Model Toxics Control Operating Account(MTCOA)
Approved Indirect Costs Rate: Approved State Indirect Rate:23.34%
Recipient Match%: 0%
InKind Interlocal Allowed: No
inKind Other Allowed: No
Is this Funding Distribution used to match a federal grant? No
Model Toxics Control Operating Account(MTCOA) Task Total
1.Project Administration/Management $ 2 601.00
2.Stakeholder Outreach $ 8,796.00
3.SMP User Guide $ 13,753.00
Total:$ 25,150.00
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State of Washington Dcparhncnt of Ecology Page 14 of 25
Agreement No: SEASMPC-2123-1CDCD-00010
Project Title: Shoreline Master Program User Guide
Recipient Name: Jefferson County Community Development
Funding Distribution Summary
Recipient/Ecology Share
Funding Distribution Name Recipient Match% Recipient Share Ecology Share Total
Model Toxics Control Operating 0.00 % $ 0.00 $ 25,150.00 $ 25,150.00
Account(MTCOA)
Total $ 0.00 $ 25,150.00 $ 25,150.00
AGREEMENT SPECIFIC TERMS AND CONDITIONS
N/A
SPECIAL TERMS AND CONDITIONS
Deliverable Due Date Form:
The RECIPIENT will negotiate the task deliverable due dates with the ECOLOGY Project Manager,and the ECOLOGY
Project Manager will enter the information in the Deliverable Due Date EAGL form.The RECIPIENT will keep track of these
dates,and will note any date changes on the quarterly progress reports.The Deliverable Due Date form can be found on the
Application Menu-Forms page in EAGL.(Note:This form does not automatically print out with the agreement.)
GENERAL FEDERAL CONDITIONS
If a portion or all of the funds for this agreement are provided through federal funding sources or this agreement is
used to match a federal grant award,the following terms and conditions apply to you.
A.CERTIFICATION REGAR INcr SUSPENSION.DEMOUNT,INEEKII13ll.ITY OR VOLUNTARY
EXCLUSION:
I. The RECIPIENT/CONTRACTOR,by signing this agreement,certifies that it is not suspended,debarred,proposed for
debarment,declared ineligible or otherwise excluded from contracting with the federal government,or from receiving
contracts paid for with federal funds.If the RECIPIENT/CONTRACTOR is unable to certify to the statements
contained in the certification,they must provide an explanation as to why they cannot.
2. The RECIPIENT/CONTRACTOR shall provide immediate written notice to ECOLOGY if at any time the
RECIPIENT/CONTRACTOR learns that its certification was erroneous when submitted or had become erroneous by
reason of changed circumstances.
3. The terms covered transaction,debarred,suspended,ineligible,lower tier covered transaction,participant,person,
primary covered transaction,principal,proposal,and voluntarily excluded,as used in this clause,have the meaning set
out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact
ECOLOGY for assistance in obtaining a copy of those regulations.
4. The RECIPIENT/CONTRACTOR agrees it shall not knowingly enter into any lower tier covered transaction with a
person who is proposed for debarment under the applicable Code of Federal Regulations,debarred,suspended,
declared ineligible,or voluntarily excluded from participation in this covered transaction.
5. The RECIPIENT/CONTRACTOR further agrees by signing this agreement,that it will include this clause titled
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Agreement No: SEASMPC-2123-JCDCD-00o 10
Project Title: Shoreline Master Program User Guide
Recipient Name: Jefferson County Community Development
"CERTIFICATION REGARDING SUSPENSION,DEBARMENT,INELIGIBILITY OR VOLUNTARY
EXCLUSION"without modification in all Iower tier covered transactions and in all solicitations for lower tier covered
transactions.
6. Pursuant to 2CFR1 80.330,the RECIPIENT/CONTRACTOR is responsible for ensuring that any lower tier covered
transaction complies with certification of suspension and debarment requirements.
7. RECIPIENT/CONTRACTOR acknowledges that failing to disclose the information required in the Code of Federal
Regulations may result in the delay or negation of this funding agreement,or pursuance of legal remedies,including
suspension and debarment.
8. RECIPIENT/CONTRACTOR agrees to keep proof in its agreement file,that it,and all lower tier recipients or
contractors,are not suspended or debarred,and will make this proof available to ECOLOGY before requests for
reimbursements will be approved for payment.RECIPIENT/CONTRACTOR must run a search in
<http://www.sam.gov>and print a copy of completed searches to document proof of compliance.
B,FEDERAl.FUNDIMj AccO(JrflA6ILrEY AND TRANSPARENCY ACT(FFATA)REPORTING
REQUIREMENTS:
CONTRACTOR/RECIPIENT must complete the FFATA Data Collection Form(ECY 070-395)and return it with the
signed agreement to ECOLOGY.
Any CONTRACTORJRECIPIENT that meets each of the criteria below must report compensation for its five
top executives using the FFATA Data Collection Form.
Receives more than$25,000 in federal funds under this award.
Receives more than 80 percent of its annual gross revenues from federal funds.
• Receives more than$25,000,000 in annual federal funds.
Ecology will not pay any invoices until it has received a completed and signed FFATA Data Collection Form.Ecology is
required to report the FFATA information for federally funded agreements,including the required DUNS number,at
www,fsrs, ov<ltttp;//www.fsrs,gov/>within 30 days of agreement signature.The FFATA information will be available to
the public at www.usaspcnding.gov clutp://www.uctisperuling4ovi>.
For more details on FFATA requirements,see www.fsrs.gov<htly://www.(crs,g,ovi>.
C.FEDERAL FUNDING P$Qt I:jjPIjTION ON CJIRIAtN`l"E1 COMMUNICATJPNS OR VIDEO SURVEILLANCE
SERVICES OR EQUIPMENT:
As required by 2 CFR 200.2 16,federal grant or loan recipients and subrecipients are prohibited from obligating or expending
loan or grant funds to:
1. Procure or obtain;
2. Extend or renew a contract to procure or obtain;or
3. Enter into a contract(or extend or renew a contract)to procure or obtain equipment,services,or systems that use
covered telecommunications equipment,video surveillance services or services as a substantial or essential component
of any system,or as critical technology as part of any system.As described in Public Law 1 t3-232
<hutps;//www:Rovmnfogov&content/pkg/PI.AW-I ISpubl232/pdtfpLAW-I ,pub1232,pdf,,section 889,covered
telecommunications equipment is telecommunications equipment produced by Huawei Technologies Company or ZTE
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State of Washington Department of Reolagy Page 16 of 2S
Agreement No: SEASMPC-21234CDCD-00010
Project Title: Shoreline Muter Program User Guide
Recipient Name: Jefferson County Community Development
Corporation(or any subsidiary or affiliate of such entities).
Recipients,subrecipients,and borrowers also may not use federal funds to purchase certain prohibited equipment,systems,or
services,including equipment,systems,or services produced or provided by entities identified in section 889,are recorded in
the System t'vr A l•IIag i uu(SAM)-'t ttps:/dsatlt,goviVk exclusion list.
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State of Washington Department of Ecology Page 17 of 25
Agreement No: SEASMPC-2123-JCDCD-000 I 0
Project Title: Shoreline Master Program User Guide
Recipient Name: Jefferson County Community Development
GENERAL TERMS AND CONDITIONS
Pertaining to Grant and Loan Agreements With the state of Washington,Department of Ecology
GENERAL TERMS AND CONDITIONS
For DEPARTMENT OF ECOLOGY GRANTS and LOANS
06/24/2021 Version
1. ADMINISTRATIVE REQUIREMENTS
a) RECIPIENT shall follow the"Administrative Requirements for Recipients of Ecology Grants and Loans—EAGL Edition."
(https://forlress.wa.gov/ecy/publ ications/SummatyPagts/1701004.html)
b) RECIPIENT shall complete all activities funded by this Agreement and be fully responsible for the proper management of all
funds and resources made available under this Agreement.
c) RECIPIENT agrees to take complete responsibility for all actions taken under this Agreement,including ensuring all
subgrantees and contractors comply with the terms and conditions of this Agreement.ECOLOGY reserves the right to request
proof of compliance by subgrantees and contractors.
d) RECIPIENT's activities under this Agreement shall be subject to the review and approval by ECOLOGY for the extent and
character of all work and services.
2. AMENDMENTS AND MODIFICATIONS
This Agreement may be altered,amended,or waived only by a written amendment executed by both parties. No subsequent
modification(s)or amendment(s)of this Agreement will be of any force or effect unless in writing and signed by authorized
representatives of both parties. ECOLOGY and the RECIPIENT may change their respective staff contacts and administrative
information without the concurrence of either party.
3. ACCESSIBILITY REQUIREMENTS FOR COVERED TECHNOLOGY
The RECIPIENT must comply with the Washington State Office of the Chief Information Officer,OCIO Policy no. 188,
Accessibility(https://ocio.wa.gov/policy/accessibility)as it relates to"covered technology."This requirement applies to all
products supplied under the Agreement,providing equal access to information technology by individuals with disabilities,
including and not limited to web sites/pages,web-based applications,software systems,video and audio content,and electronic
documents intended for publishing on Ecology's public web site.
4. ARCHAEOLOGICAL AND CULTURAL RESOURCES
RECIPIENT shall take all reasonable action to avoid,minimize,or mitigate adverse effects to archaeological and historic
archaeological sites,historic buildings/structures,traditional cultural places,sacred sites,or other cultural resources,hereby
referred to as Cultural Resources.
The RECIPIENT must agree to hold harmless ECOLOGY in relation to any claim related to Cultural Resources discovered,
disturbed,or damaged due to the RECIPIENT's project funded under this Agreement.
RECIPIENT shall:
a) Contact the ECOLOGY Program issuing the grant or loan to discuss any Cultural Resources requirements for their project:
• Cultural Resource Consultation and Review should be initiated early in the project planning process and must be completed
prior to expenditure of Agreement funds as required by applicable State and Federal requirements.
*For state funded construction,demolition,or land acquisitions,comply with Governor Executive Order 21-02,Archaeological
and Cultural Resources.
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State of Washington Department of Ecology Page 18 of 25
Agreement No: SEA SMPC-2I23-JCDCD-00010
Project Title: Shoreline Master Program User Guide
Recipient Name: Jefferson County Community Development
• For projects with any federal involvement,comply with the National Historic Preservation Act of 1966(Section 106).
b) If required by the ECOLOGY Program,submit an Inadvertent Discovery Plan(IDP)to ECOLOGY prior to implementing
any project that involves field activities.ECOLOGY will provide the IDP form.
RECIPIENT shall:
• Keep the IDP at the project site.
• Make the IDP readily available to anyone working at the project site.
• Discuss the IDP with staff,volunteers,and contractors working at the project site.
• Implement the IDP when Cultural Resources or human remains are found at the project site.
c) If any Cultural Resources are found while conducting work under this Agreement,follow the protocol outlined in the project
IDP.
• Immediately stop work and notify the ECOLOGY Program,who will notify the Department of Archaeology and Historic
Preservation at(360)586-3065,any affected Tribe,and the local government.
d) If any human remains are found while conducting work under this Agreement,follow the protocol outlined in the project
[DP.
• Immediately stop work and notify the local Law Enforcement Agency or Medical Examiner/Coroner's Office,the
Department of Archaeology and Historic Preservation at(360)790-1633,and then the ECOLOGY Program.
e) Comply with RCW 27.53,RCW 27.44,and RCW 68.50.645,and all other applicable local,state,and federal laws
protecting Cultural Resources and human remains.
5. ASSIGNMENT
No right or claim of the RECIPIENT arising under this Agreement shall be transferred or assigned by the RECIPIENT.
6. COMMUNICATION
RECIPIENT shall make every effort to maintain effective communications with the RECIPIENT's designees,ECOLOGY,all
affected local,state,or federal jurisdictions,and any interested individuals or groups.
7. COMPENSATION
a) Any work performed prior to effective date of this Agreement will be at the sole expense and risk of the RECIPIENT.
ECOLOGY must sign the Agreement before any payment requests can be submitted.
b) Payments will be made on a reimbursable basis for approved and completed work as specified in this Agreement.
c) RECIPIENT is responsible to determine if costs are eligible, Any questions regarding eligibility should be clarified with
ECOLOGY prior to incurring costs. Costs that are conditionally eligible require approval by ECOLOGY prior to expenditure.
d) RECIPIENT shall not invoice more than once per month unless agreed on by ECOLOGY.
e) ECOLOGY will not process payment requests without the proper reimbursement forms,Progress Report and supporting
documentation. ECOLOGY will provide instructions for submitting payment requests.
O ECOLOGY will pay the RECIPIENT thirty(30)days after receipt of a properly completed request for payment.
g) RECIPIENT will receive payment through Washington State's Office of Financial Management's Statewide Payee Desk.
To receive payment you must register as a statewide vendor by submitting a statewide vendor registration form and an IRS W-9
form at website,https://ofm.wa.gov/it-systems/statewide-vendorpayee-services. If you have questions about the vendor
registration process,you can contact Statewide Payee Help Desk at(360)407-8180 or email PayeeRegistration@ofm.wa.gov.
h) ECOLOGY may,at its sole discretion,withhold payments claimed by the RECIPIENT if the RECIPIENT fails to
satisfactorily comply with any term or condition of this Agreement.
i) Monies withheld by ECOLOGY may be paid to the RECIPIENT when the work described herein,or a portion thereof,has
been completed if,at ECOLOGY's sole discretion,such payment is reasonable and approved according to this Agreement,as
appropriate,or upon completion of an audit as specified herein.
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Agreement No: SEASMPC-2123-JCDCD-00010
Project Title: Shoreline Master Program User Guide
Recipient Name: Jefferson County Community Development
j) RECIPIENT must submit within thirty(30)days after the expiration date of this Agreement,all financial,performance,and
other reports required by this Agreement.Failure to comply may result in delayed reimbursement.
8. COMPLIANCE WITH ALL LAWS
RECIPIENT agrees to comply fully with all applicable federal,state and local laws,orders,regulations,and permits related to
this Agreement,including but not limited to:
a) RECIPIENT agrees to comply with all applicable laws,regulations,and policies of the United States and the State of
Washington which affect wages and job safety.
b) RECIPIENT agrees to be bound by all applicable federal and state laws,regulations,and policies against discrimination.
c) RECIPIENT certifies full compliance with all applicable state industrial insurance requirements.
d) RECIPIENT agrees to secure and provide assurance to ECOLOGY that all the necessary approvals and permits required
by authorities having jurisdiction over the project are obtained. RECIPIENT must include time in their project timeline for the
permit and approval processes.
ECOLOGY shall have the right to immediately terminate for cause this Agreement as provided herein if the RECIPIENT fails to
comply with above requirements.
If any provision of this Agreement violates any statute or rule of law of the state of Washington,it is considered modified to
conform to that statute or rule of law.
9. CONFLICT OF INTEREST
RECIPIENT and ECOLOGY agree that any officer,member,agent,or employee,who exercises any function or responsibility
in the review,approval,or carrying out of this Agreement,shall not have any personal or financial interest,direct or indirect,nor
affect the interest of any corporation,partnership,or association in which he/she is a part,in this Agreement or the proceeds
thereof.
10. CONTRACTING FOR GOODS AND SERVICES
RECIPIENT may contract to buy goods or services related to its performance under this Agreement. RECIPIENT shall award
all contracts for construction,purchase of goods,equipment,services,and professional architectural and engineering services
through a competitive process,if required by State law. RECIPIENT is required to follow procurement procedures that ensure
legal,fair,and open competition.
RECIPIENT must have a standard procurement process or follow current state procurement procedures. RECIPIENT may be
required to provide written certification that they have followed their standard procurement procedures and applicable state law
in awarding contracts under this Agreement.
ECOLOGY reserves the right to inspect and request copies of all procurement documentation,and review procurement
practices related to this Agreement. Any costs incurred as a result of procurement practices not in compliance with state
procurement law or the RECIPIENT's normal procedures may be disallowed at ECOLOGY's sole discretion.
11. DISPUTES
When there is a dispute with regard to the extent and character of the work,or any other matter related to this Agreement the
determination of ECOLOGY will govern,although the RECIPIENT shalt have the right to appeal decisions as provided for
below:
a) RECIPIENT notifies the funding program of an appeal request.
b) Appeal request must be in writing and state the disputed issue(s).
c) RECIPIENT has the opportunity to be heard and offer evidence in support of its appeal.
d) ECOLOGY reviews the RECIPIENT's appeal.
e) ECOLOGY sends a written answer within ten(10)business days,unless more time is needed,after concluding the review.
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Agreement No: SEASMPC-2123-JCDCD-00010
Project Title: Shoreline Master Program User Guide
Recipient Name: Jefferson County Community Development
The decision of ECOLOGY from an appeal will be final and conclusive,unless within thirty(30)days from the date of such
decision,the RECIPIENT furnishes to the Director of ECOLOGY a written appeal.The decision of the Director or duly
authorized representative will be final and conclusive.
The parties agree that this dispute process will precede any action in a judicial or quasi-judicial tribunal.
Appeals of the Director's decision will be brought in the Superior Court of Thurston County. Review of the Director's decision
will not be taken to Environmental and Land Use Hearings Office.
Pending final decision of a dispute,the RECIPIENT agrees to proceed diligently with the performance of this Agreement and in
accordance with the decision rendered.
Nothing in this Agreement will be construed to limit the parties'choice of another mutually acceptable method,in addition to the
dispute resolution procedure outlined above.
12. ENVIRONMENTAL DATA STANDARDS
a) RECIPIENT shall prepare a Quality Assurance Project Plan(QAPP)for a project that collects or uses environmental
meusurement data.RECIPIENTS unsure about whether a QAPP is required for their project shall contact the ECOLOGY
Program issuing the grant or loan.If a QAPP is required,the RECIPIENT shall:
• Use ECOLOGY's QAPP Template/Checklist provided by the ECOLOGY,unless ECOLOGY Quality Assurance(QA)
officer or the Program QA coordinator instructs otherwise.
• Follow ECOLOGY's Guidelines for Preparing Quality Assurance Project Plans for Environmental Studies,July 2004
(Ecology Publication No.04-03-030),
• Submit the QAPP to ECOLOGY for review and approval before the start of the work.
b) RECIPIENT shall submit environmental data that was collected on a project to ECOLOGY using the Environmental
Information Management system(EIM),unless the ECOLOGY Program instructs otherwise.The RECIPIENT must confirm
with ECOLOGY that complete and correct data was successfully loaded into EIM,find instructions at:
http://www.ecy.wa.gov/eim.
c) RECIPIENT shall follow ECOLOGY's data standards when Geographic Information System(GIS)data is collected and
processed.Guidelines for Creating and Accessing GIS Data are available at:
https://ecology.wa.gov/Research-Data/Data-resources/Geographic-Information-Systems-GIS/Standards.RECIPIENT,when
requested by ECOLOGY,shall provide copies to ECOLOGY of all final GIS data layers,imagery,related tables,raw data
collection files,map products,and all metadata and project documentation.
13. GOVERNING LAW
This Agreement will be governed by the laws of the State of Washington,and the venue of any action brought hereunder will be
in the Superior Court of Thurston County.
14. INDEMNIFICATION
ECOLOGY will in no way be held responsible for payment of salaries,consultant's fees,and other costs related to the project
described herein,except as provided in the Scope of Work.
To the extent that the Constitution and laws of the State of Washington permit,each party will indemnify and hold the other
harmless from and against any liability for any or all injuries to persons or property arising from the negligent act or omission of
that party or that parry's agents or employees arising out of this Agreement.
15. INDEPENDENT STATUS
The employees,volunteers,or agents of each party who are engaged in the performance of this Agreement will continue to be
employees,volunteers,or agents of that party and will not for any purpose be employees,volunteers,or agents of the other
Ply.
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Agreement No: SEASMPC-2123-JCDCD-000I0
Project Title: Shoreline Master Program User Guide
Recipient Name: Jefforson County Community Development
16. KICKBACKS
RECIPIENT is prohibited from inducing by any means any person employed or otherwise involved in this Agreement to give up
any part of the compensation to which he/she is otherwise entitled to or receive any fee,commission,or gift in return for award
of a subcontract hereunder.
17. MINORITY AND WOMEN'S BUSINESS ENTERPRISES(MWBE)
RECIPIENT is encouraged to solicit and recruit,to the extent possible,certified minority-owned(MBE)and women-owned
(WBE)businesses in purchases and contracts initiated under this Agreement.
Contract awards or rejections cannot be made based on MWBE participation;however, the RECIPIENT is encouraged to
take the following actions,when possible,in any procurement under this Agreement:
a) Include qualified minority and women's businesses on solicitation lists whenever they are potential sources of goods or
services.
b) Divide the total requirements,when economically feasible,into smaller tasks or quantities,to permit maximum participation
by qualified minority and women's businesses.
c) Establish delivery schedules,where work requirements permit,which will encourage participation of qualified minority and
women's businesses.
d) Use the services and assistance of the Washington State Office of Minority and Women's Business Enterprises(OMWBE)
(866-208-1 064)and the Office of Minority Business Enterprises of the U.S.Department of Commerce,as appropriate.
18. ORDER OF PRECEDENCE
In the event of inconsistency in this Agreement,unless otherwise provided herein,the inconsistency shall be resolved by giving
precedence in the following order: (a)applicable federal and state statutes and regulations;(b)The Agreement;(c)Scope of
Work;(d)Special Terms and Conditions;(e)Any provisions or terms incorporated herein by reference,including the
"Administrative Requirements for Recipients of Ecology Grants and Loans";(t)Ecology Funding Program Guidelines;and(g)
General Terms and Conditions.
19. PRESENTATION AND PROMOTIONAL MATERIALS
ECOLOGY reserves the right to approve RECIPIENT's communication documents and materials related to the fulfillment of
this Agreement:
a) If requested,RECIPIENT shall provide a draft copy to ECOLOGY for review and approval ten(10)business days prior to
production and distribution.
b) RECIPIENT shall include time for ECOLOGY's review and approval process in their project timeline.
c) If requested,RECIPIENT shall provide ECOLOGY two(2)final copies and an electronic copy of any tangible products
developed.
Copies include any printed materials,and all tangible products developed such as brochures,manuals,pamphlets,videos,audio
tapes,CDs,curriculum,posters,media announcements,or gadgets with a message,such as a refrigerator magnet,and any
online communications,such as web pages,blogs,and twitter campaigns.If it is not practical to provide a copy,then the
RECIPIENT shall provide a description(photographs,drawings,printouts,etc.)that best represents the item.
Any communications intended for public distribution that uses ECOLOGY's logo shall comply with ECOLOGY's graphic
requirements and any additional requirements specified in this Agreement. Before the use of ECOLOGY's logo contact
ECOLOGY for guidelines.
RECIPIENT shall acknowledge in the communications that funding was provided by ECOLOGY.
20. PROGRESS REPORTING
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Agreement No: SEASMPC-2123-JCDCD•00010
Project Title: Shoreline Master Program User Guide
Recipient Name: Jefferson County Community Development
a) RECIPIENT must satisfactorily demonstrate the timely use of funds by submitting payment requests and progress reports to
ECOLOGY. ECOLOGY reserves the right to amend or terminate this Agreement if the RECIPIENT does not document
timely use of funds.
b) RECIPIENT must submit a progress report with each payment request. Payment requests will not be processed without a
progress report. ECOLOGY will define the elements and frequency of progress reports.
c) RECIPIENT shall use ECOLOGY's provided progress report format.
d) Quarterly progress reports will cover the periods from January 1 through March 31,April I through June 30,July I through
September 30,and October 1 through December 31. Reports shall be submitted within thirty(30)days after the end of the
quarter being reported.
e) RECIPIENT must submit within thirty(30)days of the expiration date of the project,unless an extension has been approved
by ECOLOGY,all financial,performance,and other reports required by the Agreement and funding program guidelines.
RECIPIENT shall use the ECOLOGY provided closeout report format.
21. PROPERTY RIGHTS
a) Copyrights and Patents. When the RECIPIENT creates any copyrightable materials or invents any patentable property
under this Agreement,the RECIPIENT may copyright or patent the same but ECOLOGY retains a royalty free,nonexclusive,
and irrevocable license to reproduce,publish,recover,or otherwise use the material(s)or property,and to authorize others to
use the same for federal,state,or local government purposes.
b) Publications. When the RECIPIENT or persons employed by the RECIPIENT use or publish ECOLOGY information;
present papers,lectures,or seminars involving information supplied by ECOLOGY;or use logos,reports,maps,or other data
in printed reports,signs,brochures,pamphlets,etc.,appropriate credit shall be given to ECOLOGY.
c) Presentation and Promotional Materials.ECOLOGY shall have the right to use or reproduce any printed or graphic
materials produced in fulfillment of this Agreement,in any manner ECOLOGY deems appropriate.ECOLOGY shall
acknowledge the RECIPIENT as the sole copyright owner in every use or reproduction of the materials.
d) Tangible Property Rights. ECOLOGY's current edition of"Administrative Requirements for Recipients of Ecology Grants
and Loans,"shall control the use and disposition of all real and personal property purchased wholly or in part with funds
furnished by ECOLOGY in the absence of state and federal statutes,regulations,or policies to the contrary,or upon specific
instructions with respect thereto in this Agreement.
e) Personal Property Furnished by ECOLOGY. When ECOLOGY provides personal property directly to the RECIPIENT
for use in performance of the project,it shall be returned to ECOLOGY prior to final payment by ECOLOGY. If said property
is lost,stolen,or damaged while in the RECIPIENT's possession,then ECOLOGY shall be reimbursed in cash or by setoff by
the RECIPIENT for the fair market value of such property.
f) Acquisition Projects. The following provisions shall apply if the project covered by this Agreement includes funds for the
acquisition of land or facilities:
I. RECIPIENT shall establish that the cost is fair value and reasonable prior to disbursement of funds provided for in this
Agreement.
2. RECIPIENT shall provide satisfactory evidence of title or ability to acquire title for each parcel prior to disbursement of
funds provided by this Agreement. Such evidence may include title insurance policies,Torrens certificates,or abstracts,and
attorney's opinions establishing that the land is free from any impediment,lien,or claim which would impair the uses intended by
this Agreement.
g) Conversions. Regardless of the Agreement expiration date,the RECIPIENT shall not at any time convert any equipment,
property,or facility acquired or developed under this Agreement to uses other than those for which assistance was originally
approved without prior written approval of ECOLOGY. Such approval may be conditioned upon payment to ECOLOGY of
that portion of the proceeds of the sale,lease,or other conversion or encumbrance which monies granted pursuant to this
Agreement bear to the total acquisition,purchase,or construction costs of such property.
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State of Washington Department of Ecology Page 23 of 25
Agreement No: SEASM PC-2123-JCDCD-00010
Project Title: Shoreline Master Program User Guide
Recipient Name: Jefferson County Community Development
22. RECORDS,AUDITS,AND INSPECTIONS
RECIPIENT shall maintain complete program and financial records relating to this Agreement,including any engineering
documentation and field inspection reports of all construction work accomplished.
All records shall:
a) Be kept in a manner which provides an audit trail for all expenditures.
b) Be kept in a common file to facilitate audits and inspections.
c) Clearly indicate total receipts and expenditures related to this Agreement.
d) Be open for audit or inspection by ECOLOGY,or by any duly authorized audit representative of the State of Washington,
for a period of at least three(3)years after the final grant payment or loan repayment,or any dispute resolution hereunder.
RECIPIENT shall provide clarification and make necessary adjustments if any audits or inspections identify discrepancies in the
records.
ECOLOGY reserves the right to audit,or have a designated third party audit,applicable records to ensure that the state has
been properly invoiced. Any remedies and penalties allowed by law to recover monies determined owed will be enforced.
Repetitive instances of incorrect invoicing or inadequate records may be considered cause for termination.
All work performed under this Agreement and any property and equipment purchased shall be made available to ECOLOGY
and to any authorized state,federal or local representative for inspection at any time during the course of this Agreement and for
at least three(3)years following grant or loan termination or dispute resolution hereunder.
RECIPIENT shall provide right of access to ECOLOGY,or any other authorized representative,at all reasonable times,in
order to monitor and evaluate performance,compliance,and any other conditions under this Agreement.
23. RECOVERY OF FUNDS
The right of the RECIPIENT to retain monies received as reimbursement payments is contingent upon satisfactory performance
of this Agreement and completion of the work described in the Scope of Work.
All payments to the RECIPIENT are subject to approval and audit by ECOLOGY,and any unauthorized expenditure(s)or
unallowable cost charged to this Agreement shall be refunded to ECOLOGY by the RECIPIENT.
RECIPIENT shall refund to ECOLOGY the full amount of any erroneous payment or overpayment under this Agreement.
RECIPIENT shall refund by check payable to ECOLOGY the amount of any such reduction of payments or repayments within
thirty(30)days of a written notice. Interest will accrue at the rate of twelve percent(12%)per year from the time ECOLOGY
demands repayment of funds.
Any property acquired under this Agreement,at the option of ECOLOGY,may become ECOLOGY's property and the
RECIPIENTs,liability to repay monies will be reduced by an amount reflecting the fair value of such property.
24. SEVERABILITY
If any provision of this Agreement or any provision of any document incorporated by reference shall be held invalid,such
invalidity shall not affect the other provisions of this Agreement which can be given effect without the invalid provision,and to
this end the provisions of this Agreement are declared to be severable.
25. STATE ENVIRONMENTAL POLICY ACT(SEPA)
RECIPIENT must demonstrate to ECOLOGY's satisfaction that compliance with the requirements of the State Environmental
Policy Act(Chapter 43.21 C RCW and Chapter 197-11 WAC)have been or will be met. Any reimbursements are subject to
this provision,
26. SUSPENSION
When in the best interest of ECOLOGY,ECOLOGY may at any time,and without cause,suspend this Agreement or any
portion thereof for a temporary period by written notice from ECOLOGY to the RECIPIENT.RECIPIENT shall resume
performance on the next business day following the suspension period unless another day is specified by ECOLOGY.
Template Version 12/102020
State of Washington Department of Ecology Page 24 of25
Agreement No: SEASMPC.2123-1CDCD-00010
Project Title: Shoreline Master Program User Guide
Recipient Name; Jefferson County Community Development
27. SUSTAINABLE PRACTICES
In order to sustain Washington's natural resources and ecosystems,the RECIPIENT is fully encouraged to implement
sustainable practices and to purchase environmentally preferable products under this Agreement.
a) Sustainable practices may include such activities as:use of clean energy,use of double-sided printing,hosting low impact
meetings,and setting up recycling and composting programs.
b) Purchasing may include such items as:sustainably produced products and services, EPEAT registered computers and
imaging equipment,independently certified green cleaning products,remanufactured toner cartridges,products with reduced
packaging,office products that are refillable,rechargeable,and recyclable, 100%post-consumer recycled paper,and toxic free
products.
For more suggestions visit ECOLOGY's web page,Green Purchasing,
https://ecology.wa.gov/Regulations-Permits/Guidance-technical-assistance/Sustainable-purchasing.
28. 'TERMINATION
a) For Cause
ECOLOGY may terminate for cause this Agreement with a seven(7)calendar days prior written notification to the
RECIPIENT,at the sole discretion of ECOLOGY,for failing to perform an Agreement requirement or for a material breach of
any term or condition. If this Agreement is so terminated,the parties shall be liable only for performance rendered or costs
incurred in accordance with the terms of this Agreement prior to the effective date of termination.
Failure to Commence Work.ECOLOGY reserves the right to terminate this Agreement if RECIPIENT fails to commence work
on the project funded within four(4)months after the effective date of this Agreement,or by any date mutually agreed upon in
writing for commencement of work,or the time period defined within the Scope of Work.
Non-Performance.The obligation of ECOLOGY to the RECIPIENT is contingent upon satisfactory performance by the
RECIPIENT of all of its obligations under this Agreement. In the event the RECIPIENT unjustifiably fails,in the opinion of
ECOLOGY,to perform any obligation required of it by this Agreement,ECOLOGY may refuse to pay any further funds,
terminate in whole or in part this Agreement,and exercise any other rights under this Agreement.
Despite the above,the RECIPIENT shall not be relieved of any liability to ECOLOGY for damages sustained by ECOLOGY
and the State of Washington because of any breach of this Agreement by the RECIPIENT. ECOLOGY may withhold
payments for the purpose of setoff until such time as the exact amount of damages due ECOLOGY from the RECIPIENT is
determined.
b) For Convenience
ECOLOGY may terminate for convenience this Agreement,in whole or in part,for any reason when it is the best interest of
ECOLOGY,with a thirty(30)calendar days prior written notification to the RECIPIENT,except as noted below. If this
Agreement is so terminated,the parties shall be liable only for performance rendered or costs incurred in accordance with the
terms of this Agreement prior to the effective date of termination.
Non-Allocation of Funds.ECOLOGY's ability to make payments is contingent on availability of funding. In the event funding
from state,federal or other sources is withdrawn,reduced,or limited in any way after the effective date and prior to the
completion or expiration date of this Agreement,ECOLOGY,at its sole discretion,may elect to terminate the Agreement,in
whole or part,or renegotiate the Agreement,subject to new funding limitations or conditions. ECOLOGY may also elect to
suspend performance of the Agreement until ECOLOGY determines the funding insufficiency is resolved. ECOLOGY may
exercise any of these options with no notification or restrictions,although ECOLOGY will make a reasonable attempt to provide
notice.
In the event of termination or suspension,ECOLOGY will reimburse eligible costs incurred by the RECIPIENT through the
effective date of termination or suspension.Reimbursed costs must be agreed to by ECOLOGY and the RECIPIENT.In no
Template Version 12/10/2020
State of Washington Department of Ecology Page 25 of 25
Agreement No: SEASMPC-2123.CDCD-00010
Project Title: Shoreline Master Program User Guide
Recipient Name: Jefferson County Community Development
event shall ECOLOGY's reimbursement exceed ECOLOGY's total responsibility under the Agreement and any amendments,
If payments have been discontinued by ECOLOGY due to unavailable funds,the RECIPIENT shall not be obligated to repay
monies which had been paid to the RECIPIENT prior to such termination.
RECIPIENT'S obligation to continue or complete the work described in this Agreement shall be contingent upon availability of
funds by the RECIPIENT'S governing body.
c) By Mutual Agreement
ECOLOGY and the RECIPIENT may terminate this Agreement,in whole or in part,at any time,by mutual written agreement.
d) In Event of Termination
All finished or unfinished documents,data studies,surveys,drawings,maps,models,photographs,reports or other materials
prepared by the RECIPIENT under this Agreement,at the option of ECOLOGY,will become property of ECOLOGY and the
RECIPIENT shall be entitled to receive just and equitable compensation for any satisfactory work completed on such
documents and other materials.
Nothing contained herein shall preclude ECOLOGY from demanding repayment of all funds paid to the RECIPIENT in
accordance with Recovery of Funds,identified herein.
29. THIRD PARTY BENEFICIARY
RECIPIENT shall ensure that in all subcontracts entered into by the RECIPIENT pursuant to this Agreement,the state of
Washington is named as an express third party beneficiary of such subcontracts with full rights as such.
30. WAIVER
Waiver of a default or breach of any provision of this Agreement is not a waiver of any subsequent default or breach,and will
not be construed as a modification of the terms of this Agreement unless stated as such in writing by the authorized
representative of ECOLOGY.
End of General Terms and Conditions
Template Version 12/10/2020
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Board of County Commissioners
Mark McCauley, County Administrator
FROM: Brent Butler, DCD Director, AICP
Donna Frostholm, Associate Planner—Lead
Emilie Uemura, Assistant Planner
DATE: April 18 2022
SUBJECT: Washington State Department of Ecology Shoreline User Guide Grant Funding
Approval
STATEMENT OF ISSUE:
Jefferson County Department of Community Development (DCD) apprised the Board of County
Commissioners (BoCC) on September 20, 2021 of land use grant opportunities being offered by Washington
State Department of Ecology (Ecology). One of the grants discussed during the afternoon presentation to the
BoCC pertained to a producing a Shoreline User Guide, which would provide information about shoreline
regulations in layman's terms. Based on discussions during the afternoon meeting, DCD applied to Ecology
on October 14, 2021. The county received word on November 23, 2021 that we had been awarded funding
for this grant. BoCC approval is needed to enter into an agreement with Ecology.
ANALYSIS:
Jefferson County shorelines are regulated under the Shoreline Master Program (SMP, Chapter 18.25
Jefferson County Code), and the SMP must comply with the Shoreline Management Act. The SMP
requirements are complex so it is difficult for the general public to identify and interpret the policies and
regulations that may be applicable to their proposal. Additionally, Jefferson County anticipates adopting a
new SMP in the third quarter of 2022, so it would be timely now to move ahead with this grant to help
property owners, potential purchasers of property, and local professionals (such as realtors, architects, septic
designers, consultants) understand the soon to be revised SMP. DCD considers it important to take steps to
obtain grant funding now through this pilot grant opportunity, as it may not be reauthorized in the future.
DCD considers this grant to be essential for providing complex shoreline regulations in a way that is
accessible to the public.
FISCAL IMPACT:
Ecology has awarded DCD $25,150 in grant funding. There is no match for this grant so the entire amount
of the funding supports DCD staff salaries and benefits. An Assistant Planner has been hired to work on this
grant and DCD anticipates 598 staff hours across all tasks. These budgeted hours envision contributions
from other county personnel including among others, Central Services, the DCD Director, and an Associate
Planner Lead.
RECOMMENDATION:
DCD recommends the BoCC sign the grant authorization, which would allow staff to begin working on the
grant.
REVIEWED BY:
Mark McCa y, County Administrator Date
' Clear Form
CONTRACT REVIEW FORM
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Washington Department of Ecology Contract No: sensMPc2123-JCDCD-00010
Contract For: Shoreline User Guide Term: January 1,2022-January 30,2023
COUNTY DEPARTMENT: Community Development
Contact Person: Donna Frostholm
Contact Phone: 360-379-4466(Donna)
Contact email: dfrostholm@cojefferson.wa.us
AMOUNT: $25,150 PROCESS: Exempt from Bid Process
Revenue: $25,150 Cooperative Purchase
Expenditure: $0 Competitive Sealed Bid
Matching Funds Required: no Small Works Roster
Sources(s) of Matching Funds n/a Vendor List Bid
Fund# 143 .>/ RFP or RFQ
Munis Org/Obj not hired yet Other:_
APPROVAL STEPS:
STEP 1:DEPARTMENT CERTIFIES COMPLIANCE WITH JCC 3.55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: ❑ N/A:
Signature Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: ❑ N/A: Ei
Signature Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 4/13/2022.
Are signatures required when the certifications are marked N/A?
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 4/12/2022.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL
1