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HomeMy WebLinkAboutLawrence Street Complete Streets PIF JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS CONSENT AGENDA REQUEST TO: Board of County Commissioners FROM: Mark McCauley, County Administrator DATE: November 12,2024 RE: GRANT AGREEMENT re: Lawrence Street Complete Streets; City of Port Townsend; $160,592 STATEMENT OF ISSUE: On November 11, 2024,the Board of County Commissioners approved the Public Infrastructure Fund Board's recommendation to fund three projects submitted for 2025 Public Infrastructure grant funding and directed staff to draft grant agreements with the submitting public agencies. This request is for BOCC approval of one of those grant agreements. ANALYSIS: The City of Port Townsend submitted a proposal which will fund pedestrian and ADA improvements along both sides of Lawrence Street between Harrison and Tyler Streets. The project involves construing ADA compliant bulbouts (sidewalk extensions) at 11 street corners. The bulbouts calm traffic and make crossing the street safer. This project is important to the economic development of Jefferson County. The attached grant agreement will enable this project to proceed. FISCAL IMPACT: Adequate funds are available in fund balance in the Public Infrastructure Fund - Fund 306 to pay for the entire grant amount of$160,592. Budget for this grant award will be included in the 2025 budget. RECOMMENDATION: Approve the proposed attached Grant Agreement. REVIEW D BY: ,7a 1r73//21e Mark McCaul , County Administrat Date CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: City of Port Townsend Contract No: CoPT Lawrence Contract For: PIF Grant- Lawrence Street Complete Streets Term. Through 2024 COUNTY DEPARTMENT: County Administrator Contact Person: Mark McCauley Contact Phone: 360-385-9130 Contact email: mmccauley@co.jefferson.wa.us AMOUNT: $160,592 PROCESS: — Exempt from Bid l'rocess Revenue: N/A Cooperative Purchase Expenditure: $160,592 Competitive Sealed Bid Matching Funds Required: N/A _Small Works Roster Sources(s)of Matching Funds N/A — Vendor List Bid Fund# 306 ,3/, RFP or RFQ Munis Org/Obj 306 Other: APPROVAL STEPS: STEP 1: DEPARTMENT CERTIFIES COMP CE WITH J C 3.55.080 AND CHAPTER 42.23 RCW. CERTIFIED: El N/A:a • � d0 ?1 2 Si tune �Daie 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: O S j v7 Si re D e STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche): STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche): Electronically approved by Risk Management on 10/31/2024. STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY(IF REQUIRED). STEP 6:CONTRACTOR SIGNS STEP 7: SUBMIT TO BOCC FOR APPROV.S.I. Electronically approved as to form by PAO on 10/31/2024. Standard language. PIF Grant Agreement—City of Port Townsend—Lawrence Street Complete Streets Grant Agreement by and Between Jefferson County and City of Port Townsend(Grantee) For Public Infrastructure Project Funding Lawrence Street Complete Streets 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 Infrastructure Fund and a program for its administration as codified in Jefferson County Code Chapters 3.28 and 3.36; and WHEREAS, in response to a 2024 Public Infrastructure Fund Request for Proposals the City of Port Townsend submitted a proposal for its Lawrence Street Complete Streets Project; and WHEREAS, the Lawrence Street Complete Streets Project will fund pedestrian and ADA improvements along both sides of Lawrence Street between Harrison and Tyler Streets. The project involves constructing ADA compliant bulbouts (sidewalk extensions) at 11 street corners. The bulbouts calm traffic and make crossing the street safer. This project is important to the economic development of Jefferson County; and WHEREAS, on October 29, 2024, the Public Infrastructure Fund Board recommended that the County approve a 100% grant to the City of Port Townsend for the Lawrence Street Complete Streets Project in the amount of$160,592; and WHEREAS, on November 4, 2024 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 the Grantee, 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 the Lawrence Street Complete Streets Project. The approved maximum amount of the grant shall be $160,592. The grant($160,592) shall be available based on submission of appropriate invoices pursuant to Section 3. 2. Project Description and Schedule. The Lawrence Street Complete Streets Project will fund pedestrian and ADA improvements along both sides of Lawrence Street between Harrison and Tyler Streets. The project involves constructing ADA compliant bulbouts (sidewalk Page 1 of 5 PIF Grant Agreement—City of Port Townsend—Lawrence Street Complete Streets extensions) at 11 street corners. The bulbouts calm traffic and make crossing the street safer. Project proposal is attached as Exhibit A. The project shall be completed no later than March 31, 2025. 2. Grantee Payment. Expenses incurred by the project's consultants, contractors, suppliers, or Grantee's staff for work performed on the Lawrence Street Complete Streets Project, as described herein, shall be submitted to the PIF Administrator by the Grantee 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 for that particular reimbursement request. Grantee 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. 3. Compliance with Laws. Grantee 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. 4. Legal and Regulatory Compliance. While performing under this Agreement, Grantee, 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. 5. Termination c. Termination by the County. i. Should the Grantee 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 Grantee. ii. Grantee 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 the Grantee in the event that the funding for the project ceases or is reduced in amount. Grantee will be reimbursed for services expended up to the date of termination. Page 2 of 5 PIF Grant Agreement—City of Port Townsend— Lawrence Street Complete Streets d. Termination by Grantee. 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, Grantee, at their 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. 6. No Harassment or Discrimination. Grantee 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. 7. 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 March 31, 2025, unless extended by mutual agreement. 8. Failure to Appropriate. Grantee acknowledge 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 the Grantee for this grant are subject to appropriation by the County Commission. 9. Integrated Agreement. This Grant Agreement represents the entire and integrated agreement between the County and the Grantee and supersedes all prior negotiations, representations, or agreements written or oral. 10. 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. 11. No Assignment. Grantee shall not sell, assign, or transfer any of rights obtained by this Agreement without the express written consent of the County. 12. 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—City of Port Townsend—Lawrence Street Complete Streets remainder of this Agreement and the application this Agreement shall not be affected and shall be enforceable to the fullest extent permitted by law. 13. No Third-party Beneficiaries; Relationship of the Parties. 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.No agent, employee or representative of any party shall be deemed to be an agent, employee or representative of any other party for any purpose, and the employees of one party are not entitled to any of the benefits any other party provides to its employees. 14. 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. 15. Hold Harmless and Indemnification: Each party(the"Indemnitor") shall hold the other (the "Indemnitee"), harmless, indemnify and defend the other its board or commission members, officers, officials, employees, agents, and marital communities from and against any and all claims, actions, suits, liability, loss, expenses, damages, and judgments of any nature whatsoever, including, but not limited to, reasonable costs and attorneys' fees in defense thereof, for injury, sickness, disability or death to persons or damage to property or business, caused by or arising out of the performance of this contract, its employees, agents, subcontractors, marital communities or anyone for whose acts any of them may be liable, except for injuries and damages caused by the sole negligence of the Indemnitee. If the claim, suit or action involves concurrent negligence of the Parties,the indemnity provisions provided herein shall be applicable only to the extent of the percentage of each party' s negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes each party's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this Section shall survive the expiration or termination of this Contract. SIGNATURES APPEAR ON THE FOLLOWING PAGE Page 4 of 5 PIF Grant Agreement—City of Port Townsend—Lawrence Street Complete Streets IN WITNESS WHEREOF, the parties have caused this Grant Agreement to be executed this day of , 2024. Jefferson County City of Port Townsend Board of Commissioners Kate Dean, Chair Date John Mauro Date City Manager ATTEST: Carolyn Gallaway, CMC Date Clerk of the Board APPROVED AS TO FORM: for 10/31/2024 P ilip C. Hunsucker Date Chief Civil Deputy Prosecuting Attorney Page 5 of 5 CKcitc s i T A gy2 J ___ S/!,\ ,Vl) Jefferson County, Washington Public Infrastructure Fund Project Application Return all Application Materials as One Document to: carolyn@co.jefferson.wa.us by 4:30 p.m. on September 13, 2024 Project Title: Lawrence Complete Streets Project Grant Request $198,000 Loan Request $ Amount: Amount: Contact Information Agency: City of Port Townsend Contact: John Mauro Date: 9-12-24 Phone #: 360-379-5043 Email: jmauro@cityofpt.us Address: 250 Madison Street City, Port Townsend,WA 98368 State, Zip: By signing you confirm you have authority to submit this application for PIF funds on behalf of your organization. I affirm that the information is correct to my knowledge. Signature: c--' Printed John Mauro Title: City Manager Name: 5 of 10 YOUR PROJECT What is your"Public Facilities" project? Please provide a brief description of your project in the box below. Description: This Project will make pedestrian and ADA improvements to Lawrence Street on both sides of the street between Harrison and Tyler Street with the primary focus of installing ADA compliant bulbouts (sidewalk extensions) at 11 street corners. The bulbouts are a proven way to make walking safer when crossing the street and help with traffic calming. The bulbouts will incorporate landscaping swales with trees and vegetation to aid in treating stormwater run-off. Lawrence Street sidewalks are also being brought up to specs for ADA compliance as a pre-requisite to future paving. A new bus stop to support those with disabilities as well as other transit riders attempting to reach the Farmers Market, Uptown Community Center, as well as the many other businesses in the Uptown Business District will also be installed in the Southwest Corner of Lawrence Street. This project is supported by the Jefferson County Farmers Market and PT Main Street. See attached letters of support. Where is your project located? Description/Address: The project is located on a portion of Lawrence Street in the core of the Uptown Business District of Port Townsend. The business district is similar to Downtown in that it supports a main street of businesses, and is within the Port Townsend's Historic District. The area is also home of the popular Farmer's Market and Uptown Street Fair. Which type of Public Facility Is Your Project? The public facility must be specifically listed under RCW 82.14.370. Please select the category(ies) which correspond to your project. ❑ Bridges ❑ Sanitary sewer ❑ Electrical facilities ❑ Telecommunications facilities infrastructure ❑ Earth stabilization ❑ Natural gas facilities @ Transportation infrastructure ❑ Domestic water ❑ Storm sewer facilities ❑ Buildings ❑ Commercial facilities infrastructure ❑ Railroads ❑ Structures El Port facilities ❑ Research,testing,training,or incubation facilities in an innovation partnership zone designated under RCW 43.330.270 ❑ Other—describe: 6 of 10 What will be the cost of this project? The County Commissioners may disburse funds as both grants and loans. The County negotiates the terms of each award. Total Project Cost: $1,030,525 Total PIF Request: $198,000 ❑ Loan Request: $ Grant Request: $198,000 What other funding will you use for this project: What source, how much,&what status? Funding Source Amount Status (spent,secured, applied for,or future request) TIB Transportation Improvement Board $567,525 secured City's Stormwater and Banked Capacity fund $45,000 secured Jefferson Transit $40,000 secured City's Transportation Benefit District fund $180,000 secured Is the project ready to proceed? If not ready, what work on this project has already been completed, such as planning, engineering reports, feasibility studies, permitting, etc., have been prepared, and when? Describe what must be completed before the project is ready to proceed. Description: The project is ready to proceed. In fact the project has gone to bid, contractor has been selected, contract has been signed, and the preconstruction meeting was held on 9/12/2024 with the notice to proceed being prepared and will be sent on September 23, 2024. The project is expected to be completed by the end of November, 2024. 7 of 10 How does the project satisfy, in whole or in part,the jurisdiction's economic development strategy? Description: The Uptown business core is an important business district of the City and is home to approximately 30 businesses as well as the JC Farmer's Market. Uptown not only provides an attraction to visitors, but also is a favorite among locals. The City has invested considerably in Downtown for the same economic development reasons. Basic infrastructure is critical to the success of these businesses as well as improving the aesthetics to create a welcoming environment. Goal 5 of the City's Comprehensive Plan under the Economic Development Element is "Enhance and attract small and medium sized retailed businesses that serve the community's need for goods and services." This project is squarely in line with this goal. The City's Comprehensive Plan also has the goal of promoting mixed use districts of which Uptown is a successful model. Accessibility for all users including those experience disabilities is a fundamental requirement for successful mixed-use districts. Is this project a documented county-wide priority? If so, where does it rank? Description: Policy#7 of the County-Wide Planning Policy specifies Local government role is to provide capital facilities and associated land use to support the private sector. The Jefferson County Comprehensive Plan includes goals around place making, sustainable agriculture, and supporting food-related businesses. Uptown supports these important goals for the region, especially with the Jefferson County Farmers Market. What are the anticipated outcomes of this project in terms of the criteria identified below? Quantify information where possible. • How many businesses do you plan on serving with this project? Approximately 30 • How many full-time, permanent jobs will this project create or retain? o Retain: Approximately 100 jobs o Create in 1-3 years: 5-10 o Create in 3-5 years: 10-20 • What is the size of the population that will benefit by these infrastructure improvements? 35,000—Includes East Jefferson County and visitors • How many jobs during construction? Approximately 65 jobs are supported per$1 million of investment. These jobs include engineers, contractors, suppliers, and maintenance staff. • How will this project improve local infrastructure capacity? See below. 8 of 10 Description: Presently, the Uptown sidewalks are in disrepair. Additionally, pedestrian safetycan be p improved, especially related to street crossings and the addition of ADA facilities. This project is a precursor to installation of a stormwater system to remove stormwater from the sanitary sewer system as well as repaving of Lawrence Street. This project enables cost effective improvements providing environmental, economic, and social benefits. The next phase of storm sewer separation will add capacity to the City's sewer system to support infill residential and commercial development in Uptown and Downtown approximately p P Pp Y equivalent to 1,000 units or more. How many months will the work on this project take to complete? Description: The Project has a 55 working day limit in the contract, therefore we estimate 2 %2 months. Are there other factors significant to this project that we should be aware of, such as health and safety, emergency declaration, "bird in hand" efforts,volunteer efforts, etc.? Description: This project is widely supported. Given this support, the City Council voted to move forward with the project despite very high bids. The City's original match for this project was $90,000. With the high bids, the City's match elevated to$378,000 excluding contingency. 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' E L .fo' i' .¢ - r r�. ` ..� ti - ,,.. _ �.. � a) N U raX. O 'a 4.4.01110 a1 .. O C • J CIO 'C • CU C a)CO ..4 •_ S ,,, .14..,, '''' : C6 ; 1_ �--' x J - 1 ,0 • co C co a--i C VI .. f5 �i v ro QJ C - C ak CO M u a--+ "+ U t tv0 O tLp Q ' O cJ C% _ p ,, _+ c 3 � • E t la' 0 rn aJ t JEFFERSON COUNTY ION FARMERS MARKETS40 *fir ` PORT TOWNSEND • CHIMACUM To Whom It May Concern: On behalf of the Jefferson County Farmers Market (JCFM) or Port Townsend and Chimacum farmers markets, I write to express my support for the City of Port Townsend's Lawrence Street project. This project benefits the businesses, residents, and visitors to Uptown Port Townsend, increasing the neighborhood's livability and accessibility. This year, the Port Townsend Farmers Market (PTFM) celebrates 33 years of operation. We have called Uptown Port Townsend home since 2003. Our mission as a small nonprofit is to support local farmers and artisans with vibrant marketplaces that cultivate community and provide access to healthy food for all. We bring over 40,000 visitors to Uptown Port Townsend annually, and about 100 small businesses participate in our nine-month market season. The condition of the roads and sidewalks in Uptown Port Townsend increasingly impacts the operation and inclusivity of our farmers markets and neighboring businesses. The sidewalks on Lawrence Street are badly cracked and lack ADA-accessible ramps or space for Jefferson Transit to load and unload passengers safely. This reality makes it difficult for people using walkers, wheelchairs, or other mobility assistive devices to safely get to the farmers market or Uptown businesses. Of our 32,977 county population, the median age is 59 versus 38 in Washington State, and nearly 20% of the population identifies as living with a disability, according to the US Census. While our farmers markets serve people of all ages and from all demographics, the small businesses that participate in the PTFM rely on a consistent senior shopper base. Many of our shoppers— seniors and people of all ages— live with physical disabilities that impact their ability to access Uptown Port Townsend with ease. I have seen uptown visitors trip on cracks in the sidewalk and accidentally fall off unsafe cubs. Repairing our uptown sidewalks is critical for the health and safety of our community as well as the stability of our local economy. The primary driver for the Lawrence Street project is to improve ADA accessibility and non-motorized access to Uptown Port Townsend. The project adds plantings and rain gardens to replace several large trees to enhance the aesthetics of this important commercial center. With our largest county farmers market located next to Lawrence 4, JEFFERSON COUNTY FARMERS MARKETS* * PORT TOWNSEND • CHIMACUM �. Street, this project is of significant importance to the market, the 100+ businesses we serve, our 40,000+ shoppers, and everyone else who visits and lives in Port Townsend. We are thankful for the project's funding to date and the City's commitment to move forward with it despite high bids. Funding for this project is essential for economic development, similar to past investments by the community in Downtown. This letter follows previous letters of support for a successful Transportation Improvement Board Complete Streets Grant awarded earlier this year. Thank you for considering the City of Port Townsend Lawrence Street project application. JCFM strongly supports this much-needed project. Please contact me should you have any questions. Sincerely, Amanda Milholland Executive Director • f * �16r TRANSIT 63 Four Corners Road, Port Townsend,WA 98368 September 12, 2024 John Mauro City Manager City of Port Townsend 250 Madison Street, Suite 2 Port Townsend, WA 98368 Subject: Letter of Support for the Lawrence Street Project Dear Mr. Mauro; On behalf of the Jefferson Transit Authority, I am pleased to extend our formal support for the Lawrence Street project.This initiative, which aims to enhance accessibility and streetscape in Uptown, has long been anticipated and is crucial for supporting local businesses and the Jefferson County Farmer's Market. The primary objective of this project is to improve ADA accessibility and facilitate non- motorized access to Uptown. Additionally, the project includes the addition of plantings and rain gardens to replace several large trees, thereby improving the visual appeal of this key commercial area. We appreciate the funding that has been secured thus far and commend the City's commitment to advancing this project despite the high bid costs. Such investments are vital for economic development and are reminiscent of the community's previous successes in Downtown. In support of this effort, Jefferson Transit Authority has allocated $40,000 towards the construction of a transit bulb-out stop, which will enhance access for community members to local businesses and the Farmer's Market. This letter of support complements our previous endorsements, including the successful Transportation Improvement Board Complete Streets Grant awarded earlier this year. Please feel free to contact me if you require any further information. Sincerely, Nicole Gauthier General Manager Customer Service: 360-385-4777 www.jeffersontransit.com September 12,2024 John Mauro City Manager City of Port Townsend 250 Madison Street Port Townsend,WA Dear City Manager Mauro, The Port Townsend Main Street Program is writing this letter in support for the Lawrence Street Pedestrian Improvement Project. Our mission is to preserve,promote and enhance the historic districts of Port Townsend—Uptown and Downtown. This project is much needed and long overdue in support of Uptown businesses and the Jefferson County Farmers Market in terms of accessibility and streetscape improvements. The primary driver for this project is to provide improved ADA accessibility and non-motorized access to Uptown. The project also adds plantings along with rain gardens to replace several large trees in order to enhance the aesthetics and accessibility of this important commercial center. We are thankful for the project funding to date and the City's commitment to move forward with the project despite high bids. Funding for this project is important for economic development similar to past investments by the community in Downtown. This letter of support follows previous letters of support for a successful Transportation Improvement Board Complete Streets Grant awarded earlier this year. Thank you for your consideration. Please let us know if you have any questions. Sincerely, IL Mari F. Mullen Executive Director The Port Townsend Main Street Program director@ptmainstreet.org 211 Taylor Street,#3 Port Townsend WA 98368