HomeMy WebLinkAboutPIF Quil Complete Streets Amend 1 JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Board of County Commissioners
FROM: Mark McCauley,County Administrator
DATE: August 28,2023
SUBJECT: Request for Board Approval, re: Amendment No. 1 to the Grant Agreement by and
Between Jefferson County and Jefferson County Public Works—Quilcene Complete
Streets
STATEMENT OF ISSUE:
On November 15,2001 the Board of County Commissioners approved a Public Infrastructure Fund (PIF)grant for the
above referenced project. The project remains viable but has encountered significant delays. An extension to the grant
agreement term is necessary for the project to be completed.
ANALYSIS:
Project proponents briefed the PIF Board on the status of the project during the August 24, 2023 PIF Board meeting
and asked for a project term extension through October 31, 2025. The PIF Board passed a motion to recommend that
the Board of County Commissioners approve a grant agreement amendment extending the project term.
FISCAL IMPACT:
This request has no fiscal impact—it is only an extension of time to complete the project.
RECOMMENDATION:
That the Board approve the attached grant agreement amendment.
REVIEWED BY:
Mark McCaul ounty Administrator Date
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Jefferson County Public Works Contract No: QCS Am, No 1.2023
Contract For: Quilcene Complete Streets (No. 2) l crm: Through 10-31-25
COUNTY DEPARTMENT: County Administrator
Contact Person: Mark McCauley
Contact Phone: 360-385-9130
Contact email: mmccauley@co.jefferson.wa.us
AMOUNT: no dollar amount PROCESS: ^ Exempt from Bid Process
Revenue: N/A Cooperative Purchase
Expenditure: N/A Competitive Sealed Bid
Matching Funds Required: N/A Small Works Roster
Sources(s)of Matching Funds N/A Vendor List Bid
Fund # N/A L RFP or RFQ
Munis Org/Obj N/A Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES C PLIA_ E I .' 3.55.080 AND CHAPTE 42.23 CW.
CERTIFIED: ■❑ N/A: fGf/i p Z3
nature4110 Dat
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED Y ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: 111 N/A: � •
ienature D e
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically thro Laserfiche):
Electronically approved by Risk Mana
gement on 8/24/2023.
Amendment - term extension.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 8/25/2023.
Conditionally approved only. Add a sentence that says: Other than the
amendments above, there are no other changes to this Agreement.
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
Amendment No. 1 to the Grant Agreement by and Between Jefferson County and
Jefferson County Public Works
For Public Infrastructure Project Funding
Quilcene Complete Streets
This Amendment No. 1 to the Agreement cited above is made and entered into by and
between the grantees and Jefferson County, a political subdivision under the laws of the State
of Washington ("County"), (collectively "Parties").
WHEREAS, the Parties want to amend the Agreement entered into between them;
NOW, THEREFORE, the Parties agree as, follows:
1. Purpose. The purpose of this Amendment is to revise the time for performance as
provided for in the original Agreement.All other terms of the Agreement between the Parties remain
unchanged.
2. Amendment.
The second section of paragraph 2. is amended to read: "The project begins early in
2022 and shall be completed no later than October 31, 2025."
3. Other than the amendment above there are no other amendments to this agreement.
(SIGNATURES FOLLOW ON NEXT PAGE)
1
IN WITNESS WHEREOF, the parties have caused this Grant Agreement Amendment No. I to
be executed this day of , 2023.
Jefferson County Jefferson County Public Works
Board of Commissioners
Greg Brotherton, Chair Date Monte Reinders, Director Date
ATTEST:
Carolyn Gallaway, CMC Date
Clerk of the Board
APPROVED S TO ORM:
C
August 25,2023
Philip C. Hunsucker Date
Chief Civil Deputy Prosecuting Attorney
Page 2 of 2
1 b46 )S\. 1 S PIF GraC .4.1f\X nt Agreement—Quilcene Complete Streets Project 2022 UUU
g P J
Grant Agreement by and Between
Jefferson County
and
Jefferson County Public Works
For Public Infrastructure Project Funding
Quilcene Complete Streets
WHEREAS, RCW 82.14.370 authorizes a sales and use tax to provide funding of public
infrastructure projects; and
WHEREAS, pursuant to RCW 82.14.370,Jefferson County has established the Public --Ps
Infrastructure Fund and a program for its administration as codified in Jefferson County Code
Chapters 3.28 and 3.36; and
WHEREAS, the Quilcene Complete Streets Project will fill an infrastructure gap in a planned -t-
pavement restoration project on Center Road. It replaces a 45-year old asphalt sidewalk with a ...s
new surface in keeping with Quilcene's character. It will improve walkability in the Quilcene
commercial core and will connect the town center with several tourism-based businesses. People
spend more time and more money in walkable communities. This project is important to the
economic development of unincorporated Jefferson County; and
WHEREAS, on November 2, 2021, the Public Infrastructure Fund Board recommended that the
County approve a 100% grant to the Quilcene Complete Streets Project in the amount of
$100,000; and
WHEREAS, on November 8, 2021 the Jefferson County Board of Commissioners approved the
Public Infrastructure Board's recommendation:
NOW, THEREFORE, Jefferson County, a political subdivision of the State of Washington,
(County), and Jefferson County Public Works, a Jefferson County department (Public Works), in
consideration of the mutual benefits, terms, and conditions hereinafter specified, do hereby agree
as follows:
1. Grant Commitment. A 100% grant of Public Infrastructure Funds is hereby made to Public
Works for the Quilcene Complete Streets Project. The approved maximum amount of the
grant shall be $100,000. The grant ($100,000) shall be available based on submission of
appropriate invoices pursuant to Section 3.
2. Project Description, Schedule and Budget. The Quilcene Complete Streets Project will
supplement WSDOT funding to construct enhanced pedestrian highway crossings to the
School and Community Center. It will improve walkability in the Quilcene commercial core,
will dramatically improve crossing safety for residents, students and out of town visitors.
People spend more time and more money in walkable communities.
Page 1 of 5
PIF Grant Agreement—Quilcene Complete Streets Project 2022
The project begins early in 2022 and shall be completed during the December 31, 2022.
The grant funds $100,000 of the project's total cost of$1,001,840-$1,051,840.
3. Payment. Expenses incurred for the work performed on the Quilcene Complete Streets
Project, as described herein, by the project's consultants, contractors, suppliers, or Public
Works staff shall be submitted to the PIF Administrator by Public Works using a detailed
invoice.
Each detailed invoice shall show individual items followed by the total amount incurred and
the amount eligible for reimbursement under this grant. Public Works may submit such
invoices to the County once per month during the course of the project for work completed.
All invoices shall be submitted no later than 30 days after project completion.
The PIF Administrator shall review and approve payment invoices. Payments will be limited
to the monies that are available under the grant as described in Section 1. Such invoices, once
approved, will be paid using the County's normal bill paying process and cycle.
4. Compliance with Laws. Public Works shall, in completing its project under this Grant
Agreement, faithfully observe and comply with all federal, state, and local laws, ordinances,
and regulations, applicable to the work to be completed under this Grant Agreement.
5. Legal and Regulatory Compliance. While performing under this Agreement, Public Works,
subcontractors, and their employees are required to comply with all applicable local, state
and federal laws, codes, ordinances, and regulations, including but not limited to:
a. Applicable regulations of the Washington Department of Labor and Industries,
including WA-DOSH Safety Regulations; and,
b. State and Federal Anti-Discrimination Laws.
6. Termination
c. Termination by the County.
i. Should Public Works default in providing services under this Agreement
or materially breach any of its provisions, the County may terminate this
Agreement upon ten (10) days written notice to Public Works.
ii. Public Works shall have the right and opportunity to cure any such
material breach within the ten (10) day period.
iii. The County may terminate this Agreement upon immediate notice to
Public Works in the event that the funding for the project ceases or is
reduced in amount. Public Works will be reimbursed for services
expended up to the date of termination.
Page 2 of 5
PIF Grant Agreement—Quilcene Complete Streets Project 2022
d. Termination by Public Works.
i. Should the County, its staff, employees, agents and/or representatives
default in the performance of this Agreement or materially breach any of
its provisions, Public Works, at its option, may terminate this Agreement
by giving ten (10)days written notice to the County representative.
ii. The County shall have the right and opportunity to cure any such material
breach within the ten (10) day period.
e. Termination Without Cause. This Agreement may be terminated without cause at
any time by either party subject to a sixty (60) day advance written notice of such
termination to the other party.
7. No Harassment or Discrimination. Public Works and any contractors/subcontractors will
not discriminate against any person in the performance of work under this agreement or
in the selection and retention of employees or procurement of materials or supplies on the
basis of age, sex, marital status, sexual orientation, religion, creed, color, national origin,
honorably discharged veteran or military status, or the presence of any sensory, mental,
or physical disability or the use of a trained guide dog or service animal by a person with
a disability, unless based upon a bonafide occupational qualification.
8. Contract Expiration. This contract shall run until the project is complete and until the
County has made all payments required under this Grant Agreement, except that the
project must be completed no later than December 31, 2020, unless extended by mutual
agreement.
9. Failure to Appropriate. Public Works acknowledges that the County may only
appropriate monies for this grant in the current year and in a manner consistent with
Paragraph 1 above. The County agrees to appropriate monies to fund this grant unless
emergency circumstances prevent the County from doing so. Any monies to be paid by
the County to Public Works for this grant are subject to appropriation by the County
Commission.
10. Integrated Agreement. This Grant Agreement represents the entire and integrated
agreement between the County and Public Works and supersedes all prior negotiations,
representations, or agreements written or oral.
11. Modification of this Agreement. This Agreement may be amended or supplemented only
by a writing that is signed by duly authorized representatives of all parties.
12. No Assignment. Public Works shall not sell, assign, or transfer any of rights obtained by
this Agreement without the express written consent of the County.
13. Severability. Provided it does not result in a material change in the terms of this
Agreement, if any provision of this Agreement or the application of this Agreement to
any person or circumstance shall be invalid, illegal, or unenforceable to any extent, the
Page 3 of 5
PIF Grant Agreement—Quilcene Complete Streets Project 2022
remainder of this Agreement and the application this Agreement shall not be affected and
shall be enforceable to the fullest extent permitted by law.
14. No Third-party Beneficiaries. The parties do not intend, and nothing in this Agreement
shall be construed to mean, that any provision in this Agreement is for the benefit of any
person or entity who is not a party.
15. Controlling Law. It is understood and agreed that this Agreement is entered into in the
State of Washington. This Agreement shall be governed by and construed in accordance
with the laws of the United States, the State of Washington and the County of Jefferson,
as if applied to transactions entered into and to be performed wholly within Jefferson
County, Washington between Jefferson County residents. No party shall argue or assert
that any state law other than Washington law applies to the governance or construction of
this Agreement.
SIGNATURES APPEAR ON THE FOLLOWING PAGE
Page 4 of 5
PIF Grant Agreement—Quilcene Complete Streets Project 2022
IN WITNESS WHEREOF, the parties have caused this Grant Agreement to be executed this
S- day of �f VP11--1.., , 2021.
Jefferson County Jeffers ounty P blic Works
Board of C missioners
j
I�,S/z
l j;;
Kate Dan, Chair Date Monte Reinders, Director ate
ATTEST:g �^
awe, ( �43 /%t1.,Gc i0 /Z�
Carolyn c lloway 1 Date/
Clerk of the Board
APPROVED AS TO FORM:
`(?. C' 1 , � .�- 11/12/2021
Philip C. Hunsucker Date
Chief Civil Deputy Prosecuting Attorney
Page 5 of 5
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of Commissioners
FROM: Mark McCauley,Interim County Administrator
DATE: November 15,2021
RE: AGREEMENT re: Public Infrastructure Project Funding: Quilcene
Complete Streets Project; Jefferson County Public Works; $100,000
STATEMENT OF ISSUE: On November 8,2021,the Board of County Commissioners approved
Resolution 65-21 approving the Public Infrastructure Board's recommendation to fund both projects
submitted for grant funding and to authorize the Central Services Director to draft grant agreements with
the submitting public agencies.This request is for BOCC approval of one of those grant agreements.
ANALYSIS: In response to the PIF Board's Request for Proposals issued on August 3, 2021 four public
agencies submitted two project proposals. On November 2,2021,the PIF Board evaluated both projects
and voted unanimously to recommend approval of both. The BOCC subsequently approved the PIF
Board's recommendation by approving Resolution 65-21 on November 8, 2021.
Jefferson County Public Works submitted a grant request for its second Quilcene Complete Streets
Project.The Quilcene Complete Streets Project will supplement WSDOT funding to construct enhanced
pedestrian highway crossings to the School and Community Center. It will improve walkability in the
Quilcene commercial core,will dramatically improve crossing safety for residents, students and out of
town visitors. People spend more time and more money in walkable communities.
The attached grant agreement will enable this project to proceed.
FISCAL IMPACT: Adequate funds are available in fund balance in Fund 306 to pay for the entire grant
amount of$100,000. Budget for this grant award will be part of the 2022-2023 biennial budget to be
approved by the Board in December 2021.
RECOMMENDATION: Approve the proposed Grant Agreement.
REVIE BY:
/f rZ/zi
Mark McCaule , nterim County Administra r Date
CONTRACT REVIEW FORM
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Jefferson County Public Works Contract No: QCS2-PIF-2022
Contract For: PIF Grant-Quilcene Complete Streets Phase 2 Term: Through December 31, 2022
COUNTY DEPARTMENT: County Administrator
Contact Person: Mark McCauley
Contact Phone: 360-385-9130
Contact email: mmccauley@co.Jefferson.wa.us
AMOUNT: sioo,o00 PROCESS: _ Exempt from Bid Process
Revenue: N/A _ Cooperative Purchase
Expenditure: $100,000 Competitive Sealed Bid
Matching Funds Required: N/A ^_ Small Works Roster
Sources(s)of Matching Funds N/A Vendor List Bid
x RFP or RFQ
Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES COMP N E WIT .5.080 AND CHAPTER 42 23 RCW.
CERTIFIED: ! 1 N/A: ,�� Z
Sii ture ate
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: El N/A: Ej
nature D e
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically throw serfiche):
Electronically approved by Risk Management on 11/8/2021.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 11/12/2021.
Standard County grant template.
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