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Home My WebLink About2018/09/10 - Briefing Packet September 10.1 BOARD OF MASON COUNTY COMMISSIONERS DRAFT BRIEFING MEETING AGENDA 411 North Fifth Street, Shelton WA 98584 Week of September 10, 2018 Monday, September 10, 2018 Commission Chambers 9:00 A.M. Closed Session — RCW 42.30.140 (4) Labor Discussion 9:15 A.M. Executive Session — RCW 42.30.110 (1)(b) Real Estate purchase 9:30 A.M. Support Services — Frank Pinter 10:15 A.M. BREAK 10:20 A.M. Community Services — Dave Windom 10:45 A.M. Public Works — Jerry Hauth Utilities & Waste Management 11:15 A.M. WSU Extension Office — Dan Teuteberg 11:30 A.M. Audit Committee — Leo Kim Commissioner Discussion — as needed BREAK— NOON 1:30 P.M. Community Services — Kristopher Nelsen SmartGov Demonstration & Review of On-Line Permitting Commissioner Discussion — as needed Tuesday, September 11, 2018 Commission Chambers 10:00 A.M. Housing & Behavioral Health Advisory Board Interviews Briefing Agendas are subject to change,please contact the Commissioners'office for the most recent version. Last printed 09/06/18 at 12:56 PM If special accommodations are needed,contact the Commissioners'office at ext.419,Shelton#360-427-9670;Belfair #275-4467,Elma#482-5269. MASON COUNTY COMMISSIONER BRIEFING INFORMATION FOR WEEK OF September 10, 2018 In the spirit of public information and inclusion, the attached is a draft of information for Commissioner consideration and discussion at the above briefing. This information is subject to change, additions and/or deletion and is not all inclusive of what will be presented to the Commissioners. We have changed the packet format so that it is an interactive document. Please click on the agenda item which then takes you to the cover sheet of that section in the document. To get back to the agenda, hit your "home" key on the keyboard. Please see draft briefing agenda for schedule. SoN CO w. 1854 Mason County Support Services Department Budget Management COU�r t 411 North 5 " Street Commissioner Administration Emergency Management Shelton, WA 98584 Facilities, Parks&Trails 360.427.9670 ext. 419 Human Resources Information Services ' Labor Relations Risk Management MASON COUNTY COMMISSIONER BRIEFING ITEMS FROM SUPPORT SERVICES September 10, 2018 • Specific Items for Review 0 2019 Budget Workshop Schedule—suggest we schedule on Tuesdays following Commission meeting, Tuesday afternoons and Wednesdays—Diane o Real Estate Services contract expires in October 2018 and there are no more extensions available under current contract. Recommend a request for proposals be issued. Frank o Staff suggestion that review of the internal allocations be on the October 1 Elected Official/Director agenda - Frank o Review Special Pay & Out-of-Class pays—Frank • Commissioner Discussion JADLZ\Briefing Items\2018\2018-09-10.docx MASON COUNTY PROFESSIONAL SERVICES CONTRACT REAL ESTATE SERVICES This CONTRACT is made and entered into by and between Mason County, hereinafter referred to as"COUNTY"and Richard Beckman Realty Group, LLC hereinafter referred to as "CONTRACTOR." RECITALS: WHEREAS, COUNTY desires to'retain a person or firm to provide professional real estate i services including the sale of surplus property and additional services as deemed necessary; and i WHEREAS, COUNTY released a Request for Proposals (RFP)soliciting proposals from qualified individuals and/or firms, and the CONTRACTOR submitted a proposal which was awarded; and WHEREAS, CONTRACTOR warrants that it is qualified and competent to render the aforesaid services. i NOW, THEREFORE, for and in consideration of the CONTRACT made, and the payments to be made by COUNTY, the parties agree to the following; i Special Conditions Offer Acceptance to Close of Sale Timeline: CONTRACTOR is responsible for ensuring that Offers to purchase being submitted to the County Commissioners for acceptance consideration include adequate time for processing the Offer. CONTRACTOR must allow a minimum of thirty (30) days from date of Offer submission to estimated ownership transfer(Closing) date with the understanding that any Counter-Offers made by COUNTY or the potential Buyer will add and additional fifteen (15) days to the processing timeline for each Counter-Offer. It is the CONTRACTOR's responsibility to inform the potential Buyers of the timeline. Marketing: CONTRACTOR will conduct marketing efforts at the expense of CONTRACTOR except for direct cost marketing, such as neighborhood flyers, community postcards and large format newspaper ads which may be approved and paid for by COUNTY. Any direct marketing cost must be approved in writing by County prior to incurring the expense. COUNTY will not be responsible for reimbursing CONTRACTOR for any expenses incurred prior to obtaining written approval. Seller Fees: COUNTY will be responsible for the costs associated with routine seller fees and/or charges associated with Closing. These costs may include, but would not be limited to: title, escrow, property taxes and similar. 1 I I Buyer Fees: i COUNTY acknowledges that although Buyers fees and charges such as title, escrow, and property taxes are typically paid by the Buyer, these items can be negotiated as part of the real estate contract and may be paid by COUNTY if COUNTY agrees as part of the sale negotiation. Property Sale Closing After Contract Expiration: If COUNTY receives and accepts a purchase and sales agreement before the end of the term of this CONTRACT, and the Closing occurs after this CONTRACT expires, COUNTY will pay the agreed upon sales commission to CONTRACTOR. IRS W-9 Form: CONTRACTOR will provide COUNTY with a completed IRS W-9 form within five (5) days of CONTRACT execution. Additional Services: Should COUNTY request and CONTRACTOR agree to provide any additional services the services to be provided and the compensation the CONTRACTOR will receive must be detailed in a written document signed by individuals authorized to bind each of the parties. Present Offers: CONTRACTOR will present Offers to COUNTY at Commissioners' Briefings if requested by COUNTY's Property Manager or designee. General Conditions Scope of Services: The CONTRACTOR agrees to provide COUNTY the services and any materials as required to provide the identified services during the CONTRACT period. No material, labor or facilities will be furnished by COUNTY, unless otherwise provided for in the CONTRACT. Performance Period: The performance period for this CONTRACT will start upon date of the last signature and will last for one (1) year. Extension: The duration of this CONTRACT may be extended by mutual written consent of the parties for a period of one additional year. Term: Services provided by CONTRACTOR prior to or after the term of this CONTRACT shall be performed at the expense of CONTRACTOR and are not compensable under this CONTRACT unless both parties hereto agree to such provision in writing. Compensation: CONTRACTOR will be paid a commission for sales as follows: Commercial property at seven percent(7%) of the gross sales price; Residential property at six percent (6%)of the gross sales price; and Vacant Land at eight percent(8%) of the gross sales price. A minimum commission of$700.00 will be paid regardless of sales price or proceeds. CONTRACTOR's commission will be paid at time of Closing by the Escrow Company handling the transfer of ownership. 2 Labor Standards: CONTRACTOR agrees to comply with all applicable state and federal requirements, including but not limited to those pertaining to payment of wages and working conditions, in accordance with RCW 39.12.040, the Prevailing Wage Act; the Americans with Disabilities Act of 1990; the Davis-Bacon Act; and the Contract Work Hours and Safety Standards Act providing for weekly payment of prevailing wages, minimum overtime pay, and providing that no laborer or mechanic shall be required to work in surroundings or under conditions which are unsanitary, hazardous, or dangerous to health and safety as determined by regulations promulgated by the Federal Secretary of Labor and/or the State of Washington. Independent Contractor: CONTRACTOR's services shall be furnished by the CONTRACTOR as an independent contractor, and nothing herein contained shall be construed to create a relationship of employer-employee. All payments made hereunder and all services performed shall be made and performed pursuant to this CONTRACT by the CONTRACTOR as an independent contractor. CONTRACTOR acknowledges that the entire compensation for this CONTRACT is specified in "Compensation"above and the CONTRACTOR is not entitled to any benefits including, but not limited to: vacation pay, holiday pay, sick leave pay, medical, dental, or other insurance benefits, or any other rights or privileges afforded to employees of COUNTY. CONTRACTOR will defend, indemnify and hold harmless COUNTY, its officers, agents or employees from any loss or expense, including, but not limited to, settlements,judgments, setoffs, attorneys'fees or costs incurred by reason of claims or demands because of breach of the provisions of this paragraph. Assignment and Subcontracting: The performance of all activities contemplated by this CONTRACT shall be accomplished by CONTRACTOR. No portion of this CONTRACT may be assigned or subcontracted to any other individual,firm or entity without the express and prior written approval of COUNTY. Conflict of Interest: If at any time prior to commencement of, or during the term of this CONTRACT, CONTRACTOR or any of its employees involved in the performance of this CONTRACT shall have or develop an interest in the subject matter of this CONTRACT that is potentially in conflict with the COUNTY's interest, then CONTRACTOR shall immediately notify COUNTY of the same, The notification of COUNTY shall be made with sufficient specificity to enable COUNTY to make an informed judgment as to whether or not COUNTY's interest may be compromised in any manner by the existence of the conflict, actual or potential. Thereafter, COUNTY may require CONTRACTOR to take reasonable steps to remove the conflict of interest. COUNTY may also terminate this CONTRACT according to the provisions herein for termination. CONTRACTOR has disclosed that a Mason County employee works for the Richard Beckman Realty Group as a licensed Real Estate agent which, at the time of contract execution, has not been deemed a conflict. Non-Discrimination in Employment: COUNTY's policy is to provide equal opportunity in all terms, conditions and privileges of employment for all qualified applicants and employees without regard to race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status. CONTRACTOR shall comply with all laws prohibiting discrimination against any employee or 3 applicant for employment on the grounds of race, color, creed, religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status, except where such constitutes a bona fide occupational qualification. Furthermore, in those cases in which CONTRACTOR is governed by such laws, CONTRACTOR shall take affirmative action to insure that applicants are employed, and treated during employment, without regard to their race, color, creed, religion, national origin, sex, age, marital status, sexual orientation, disability, or veteran status, except where such constitutes a bona fide occupational qualification. Such action shall include, but not be limited to: advertising, hiring, promotions, layoffs or terminations, rate of pay or other forms of compensation benefits, selection for training including apprenticeship, and participation in recreational and educational activities. In all solicitations or advertisements for employees placed by them or on their behalf, CONTRACTOR shall state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin. The foregoing provisions shall also be binding upon any sub-contractor, provided that the foregoing provision shall not apply to contracts or sub-contractors for standard commercial supplies or raw materials, or to sole proprietorships with no employees. Non-Discrimination in Client Services: CONTRACTOR shall not discriminate on the grounds of race, color, creed, religion, national origin, sex, age, marital status, sexual orientation, disability, or veteran status; or deny an individual or business any service or benefits under this CONTRACT; or subject an individual or business to segregation or separate treatment in any manner related to hislherfits receipt any service or services or other benefits provided under this CONTRACT; or deny an individual or business an opportunity to participate in any program provided by this CONTRACT. Waiver of Noncompetition: CONTRACTOR irrevocably waives any existing rights which it may have, by contract or otherwise, to require another person or corporation to refrain from submitting a proposal to or performing work or providing supplies to COUNTY, and CONTRACTOR further promises that it will not in the future, directly or indirectly, induce or solicit any person or corporation to refrain from submitting a bid or proposal to or from performing work or providing supplies to COUNTY. Patent/Copyright Infringement: CONTRACTOR will defend and indemnify COUNTY from any claimed action, cause or demand brought against COUNTY, to the extent such action is based on the claim that information supplied by the CONTRACTOR infringes any patent or copyright. CONTRACTOR will pay those costs and damages attributable to any such claims that are finally awarded against COUNTY in any action. Such defense and payments are conditioned upon the following: A. CONTRACTOR shall be notified promptly in writing by COUNTY of any notice of such claim. B. CONTRACTOR shall have the right, hereunder, at its option and expense, to obtain for COUNTY the right to continue using the information, in the event such claim of infringement, is made, provided no reduction in performance or loss results to COUNTY. Confidentiality: CONTRACTOR, its employees, sub-contractors, and their employees shall maintain the confidentiality of all information provided by COUNTY or acquired by CONTRACTOR in performance of this CONTRACT, except upon the prior written consent of COUNTY or an order entered by a court after having acquired jurisdiction over COUNTY. CONTRACTOR shall immediately give to COUNTY notice of any judicial proceeding seeking disclosure of such 4 information. CONTRACTOR shall indemnify and hold harmless COUNTY, its officials, agents or employees from all loss or expense, including, but not limited to, settlements,judgments, setoffs, attorneys'fees and costs resulting from CONTRACTOR's breach of this provision. Right to Review: This CONTRACT is subject to review by any Federal, State or COUNTY auditor. COUNTY or its designee shall have the right to review and monitor the financial and service components of this program by whatever means are deemed expedient by the Administrative Officer or by COUNTY's Auditor's Office. Such review may occur with or without notice and may include, but is not limited to, on-site inspection by COUNTY agents or employees, inspection of all records or other materials which COUNTY deems pertinent to the CONTRACT and its performance, and any and all communications with or evaluations by service recipients under this CONTRACT. CONTRACTOR shall preserve and maintain all financial records and records relating to the performance of work under this CONTRACT for six(6)years after CONTRACT termination, and shall make them available for such review,within Mason County, State of Washington, upon request. Insurance Requirements: At a minimum, CONTRACTOR shall provide insurance that meets or exceeds the requirements detailed in "Exhibit A Insurance Requirements." Proof of Insurance: A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to COUNTY within five (5) days of CONTRACT execution. Industrial Insurance Waiver: With respect to the performance of this CONTRACT and as to claims against COUNTY, its officers, agents and employees, CONTRACTOR expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act,for injuries to its employees and agrees that the obligations to indemnify,defend and hold harmless provided in this CONTRACT extend to any claim brought by or on behalf of any employee of CONTRACTOR. This waiver is mutually negotiated by the parties to this CONTRACT. CONTRACTOR Commitments,Warranties and Representations: Any written commitment received from CONTRACTOR concerning this CONTRACT shall be binding upon CONTRACTOR, unless otherwise specifically provided herein with reference to this paragraph. Failure of CONTRACTOR to fulfill such a commitment shall render CONTRACTOR liable for damages to COUNTY. A commitment includes, but is not limited to, any representation made prior to execution of this CONTRACT,whether or not incorporated elsewhere herein by reference, as to performance of services or equipment, prices or options for future acquisition to remain in effect for a fixed period, or warranties. Defense and Indemnity Contract: 1. Indemnification by CONTRACTOR. To the fullest extent permitted by law, CONTRACTOR agrees to indemnify, defend and hold COUNTY and its departments, elected and appointed officials, employees, agents and volunteers, harmless from and against any and all claims, damages, losses and expenses, including but not limited to court costs, attorney's fees and alternative dispute resolution costs, for any personal injury, for any bodily injury, sickness, disease or death and for any damage to or destruction of any property (including the loss of use resulting therefrom)which 1) are caused in whole or in part by any act or omission, negligent or otherwise, of the CONTRACTOR, its employees, agents or volunteers or CONTRACTOR's 5 subcontractors and their employees, agents or volunteers; or 2) are directly or indirectly arising out of, resulting from, or in connection with performance of this CONTRACT; or 3) are based upon CONTRACTOR's or its subcontractors' use of, presence upon or proximity to the property of COUNTY. This indemnification obligation of CONTRACTOR shall not apply in the limited circumstance where the claim, damage, loss or expense is caused by the sole negligence of COUNTY. This indemnification obligation of the CONTRACTOR shall not be limited in any way by the Washington State Industrial Insurance Act, RCW Title 51, or by application of any other workmen's compensation act,disability benefit act or other employee benefit act, and the CONTRACTOR hereby expressly waives any immunity afforded by such acts. The foregoing indemnification obligations of the CONTRACTOR are a material inducement to COUNTY to enter into this CONTRACT, are reflected in CONTRACTOR's compensation, and have been mutually negotiated by the parties. Participation by County—No Waiver. COUNTY reserves the right, but not the obligation, to participate in the defense of any claim, damages, losses or expenses and such participation shall not constitute a waiver of CONTRACTOR's indemnity obligations under this CONTRACT. Survival of CONTRACTOR's Indemnity Obligations. CONTRACTOR agrees all CONTRACTOR's indemnity obligations shall survive the completion, expiration or termination of this CONTRACT. Indemnity by Subcontractors. In the event the CONTRACTOR enters into subcontracts to the extent allowed under this CONTRACT, CONTRACTOR's subcontractors shall indemnify COUNTY on a basis equal to or exceeding CONTRACTOR's indemnity obligations to COUNTY. Compliance with Applicable Laws, Rules and Regulations: This CONTRACT shall be subject to all laws, rules, and regulations of the United States of America, the State of Washington, political subdivisions of the State of Washington and Mason County. CONTRACTOR also agrees to comply with applicable Federal, State, County or municipal standards for licensing, certification and operation of facilities and programs, and accreditation and licensing of individuals. Administration of Contract: COUNTY hereby appoints, and CONTRACTOR hereby accepts,the Mason County Budget Manger or his/her designee as COUNTY's representative, hereinafter referred to as the Administrative Officer, for the purposes of administering the provisions of this CONTRACT, including COUNTY's right to receive and act on all reports and documents, and any auditing performed by the COUNTY related to this CONTRACT. The Administrative Officer for purposes of this CONTRACT is: Budget Manager Mason County 411 N. 5th Street Shelton, WA 98584 CONTRACTOR's Primary Contact's Information: Richard Beckman, Designated Agent Richard Beckman Realty Group 117 N 8th Street Shelton,WA 98584 Phone: 360-426-5521 E-mail: richard@richardbeckman.com 6 1 i Notice: Except as set forth elsewhere in the CONTRACT,for all purposes under this CONTRACT except service of process, notice shall be given by CONTRACTOR to COUNTY's Administrative Officer under this CONTRACT. Notices and other communication may be conducted via e-mail, U.S. mail, fax, hand-delivery or other generally accepted manner including delivery services. Modifications: Either party may request changes in the CONTRACT, Any and all agreed modifications, to be valid and binding upon either party, shall be in writing and signed by both of the parties. Termination for Default: If CONTRACTOR defaults by failing to perform any of the obligations of the CONTRACT or becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency or makes an assignment for the benefit of creditors, COUNTY may, by depositing written notice to CONTRACTOR in the U.S. mail, terminate the CONTRACT, and at COUNTY's option, obtain performance of the work elsewhere. If the CONTRACT is terminated for default, CONTRACTOR shall not be entitled to receive any further payments under the CONTRACT until all work called for has been fully performed. Any extra cost or damage to COUNTY resulting from such default(s) shall be deducted from any money due or coming due to CONTRACTOR. CONTRACTOR shall bear any extra expenses incurred by COUNTY in completing the work, including all increased costs for completing the work, and all damage sustained, or which may be sustained by COUNTY by reason of such default. If a notice of termination for default has been issued and it is later determined for any reason that CONTRACTOR was not in default, the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to the Termination for Public Convenience paragraph hereof. Termination for Public Convenience: COUNTY may terminate this CONTRACT in whole or in part whenever COUNTY determines, in its sole discretion, that such termination is in the interests of COUNTY. Termination of this CONTRACT by COUNTY at any time during the term, whether for default or convenience, shall not constitute breach of CONTRACT by COUNTY. Disputes: 1. Differences between the CONTRACTOR and COUNTY, arising under and by virtue of the AGREEMENT shall be brought to the attention of COUNTY at the earliest possible time in order that such matters may be settled or other appropriate action promptly taken. For objections that are not made in the manner specified and within the time limits stated, the records, orders, rulings, instructions, and decisions of the Administrative Officer shall be final and conclusive. 2. The CONTRACTOR shall not be entitled to additional compensation which otherwise may be payable, or to extension of time for(1) any act or failure to act by the Administrative Officer of COUNTY, or(2)the happening of any event or occurrence, unless the CONTRACTOR has given COUNTY a written Notice of Potential Claim within ten (10) days of the commencement of the act,failure, or event giving rise to the claim, and before final payment by COUNTY. The written Notice of Potential Claim shall set forth the reasons for which the CONTRACTOR believes additional compensation or extension of time is due, the nature of the cost involved, and insofar as possible, the amount of the potential claim. CONTRACTOR shall keep full and 7 I i I I complete daily records of the work performed, labor and material used, and all costs and additional time claimed to be additional. 3. The CONTRACTOR shall not be entitled to claim any such additional compensation, or extension of time, unless within thirty (30) days of the accomplishment of the portion of the work from which the claim arose, and before final payment by COUNTY, the CONTRACTOR has given COUNTY a detailed written statement of each element of cost or other compensation requested and of all elements of additional time required, and copies of any supporting documents evidencing the amount or the extension of time claimed to be due. Arbitration: Other than claims for injunctive relief brought by a party hereto (which may be brought either in court or pursuant to this arbitration provision), and consistent with the provisions hereinabove, any claim, dispute or controversy between the parties under, arising out of, or related to this CONTRACT or otherwise, including issues of specific performance, shall be determined by arbitration in Shelton,Washington, under the applicable American Arbitration Association (AAA) rules in effect on the date hereof, as modified by this CONTRACT. There shall be one arbitrator selected by the parties within ten (10) days of the arbitration demand, or if not, by the AAA or any other group having similar credentials. Any issue about whether a claim is covered by this CONTRACT shall be determined by the arbitrator. The arbitrator shall apply substantive law and may award injunctive relief, equitable relief(including specific performance), or any other remedy available from a judge, including expenses, costs and attorney fees to the prevailing party and pre-award interest, but shall not have the power to award punitive damages. The decision of the arbitrator shall be final and binding and an order confirming the award or judgment upon the award may be entered in any court having jurisdiction. The parties agree that the decision of the arbitrator shall be the sole and exclusive remedy between them regarding any dispute presented or pled before the arbitrator. At the request of either party made not later than forty-five (45)days after the arbitration demand, the parties agree to submit the dispute to nonbinding mediation,which shall not delay the arbitration hearing date; provided, that either party may decline to mediate and proceed with arbitration. Venue and Choice of Law: In the event that any litigation should arise concerning the construction or interpretation of any of the terms of this CONTRACT, the venue of such action of litigation shall be in the courts of the State of Washington and Mason County. Unless otherwise specified herein, this CONTRACT shall be governed by the laws of Mason County and the State of Washington. Severability: If any term or condition of this CONTRACT or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end,the terms and conditions of this CONTRACT are declared severable. Waiver: Waiver of any breach or condition of this CONTRACT shall not be deemed a waiver of any prior or subsequent breach. No term or condition. of this CONTRACT shall be held to be waived, modified or deleted except by an instrument, in writing,signed by the parties hereto. The failure of COUNTY to insist upon strict performance of any of the covenants of this CONTRACT, or to exercise any option herein conferred in any one or more instances, shall not be construed to be a waiver or relinquishment of any such, or any other covenants or contracts, but the same shall be and remain in full force and effect. 8 Order of Precedence: A. Applicable federal, state and county statutes, regulations and federal and state executive orders. B. CONTRACT-Special Conditions C. CONTRACT-General Conditions D. Request for Real Estate Services Proposal as Issued by COUNTY E. CONTRACTOR's Proposal as Submitted and Revised by CONTRACTOR Entire Contract: This written CONTRACT, comprised of the writings signed or otherwise identified and attached hereto, represents the entire CONTRACT between the parties and supersedes any prior oral statements, discussions or understandings between the parties. Exhibits: Exhibit A-Insurance Requirements Exhibit B-Request for Proposals Exhibit C-Proposal Submitted by Richard Beckman Realty Group, LLC IN WITNESS WHEREOF, COUNTY and CONTRACTOR have executed this CONTRACT as of the date and year last written below, RICHARD BECKMAN REALTY GROUP, LLC BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON Richard Bec man, Designated Efroker Terri Jeffre hai Dated: /!> i? Dated: /0 a q i cD APPROVED AS TO FORM: v �Tim �it DPA 9 EXHIBIT A INSURANCE REQUIREMENTS A. MINIMUM Insurance Requirements: 1. Commercial General Liability Insurance using Insurance Services Office"Commercial General Liability policy form CG 00 01, with an edition date prior to 2004, or the exact equivalent. Coverage for an additional insured shall not be limited to its vicarious liability. Defense costs must be paid in addition to limits. Limits shall be no less than $1,000,000 per occurrence for all covered losses and no less than$2,000,000 general aggregate. 2. Workers' Compensation on a state-approved policy form providing statutory benefits as required by law with employer's liability limits no less than $1,000,000 per accident for all covered losses. 3. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including owned, non-owned and hired autos, or the exact equivalent. Limits shall be no less than$1,000,000 per accident, combined single limit. if CONTRACTOR owns no vehicles,this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If CONTRACTOR or CONTRACTOR's employees will use personal autos in any way on this project, CONTRACTOR shall obtain evidence of personal auto liability coverage for each such person. 4. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. Such policy or policies shall include as insureds those covered by the underlying policies, including additional insureds. Coverage shall be"pay on behalf',with defense costs payable in addition to policy limits. There shall be no cross liability exclusion precluding coverage for claims or suits by one insured against another. Coverage shall be applicable to COUNTY for injury to employees of CONTRACTOR, subcontractors or others involved in the Work.The scope of coverage provided is subject to approval of COUNTY following receipt of proof of insurance as required herein. 5. Professional Liability-CONTRACTOR must provide Errors and Omissions Liability coverage with a minimum limit of no less than $1,000,000 per occurrence and as an annual aggregate. B. Certificate of Insurance: A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to COUNTY within five (5) days of CONTRACT execution. C. Basic Stipulations: 1. CONTRACTOR agrees to endorse third party liability coverage required herein to include as additional insureds COUNTY, its officials, employees and agents, using ISO endorsement CG 20 10 with an edition date prior to 2004. CONTRACTOR also agrees to require all contractors, subcontractors, and anyone else involved in this CONTRACT on behalf of the CONTRACTOR (hereinafter"indemnifying parties")to comply with these provisions. 2. CONTRACTOR agrees to waive rights of recovery against COUNTY regardless of the applicability of any insurance proceeds, and to require all indemnifying parties to do likewise. 3.All insurance coverage maintained or procured by CONTRACTOR or required of others by CONTRACTOR pursuant to this CONTRACT shall be endorsed to delete the subrogation condition as to COUNTY, or must specifically allow the named insured to waive subrogation prior to a loss. 4. All coverage types and limits required are subject to approval, modification and additional requirements by COUNTY. CONTRACTOR shall not make any reductions in scope or limits of coverage that may affect COUNTY's protection without COUNTY's prior written consent. 5. Proof of compliance with these insurance requirements, consisting of endorsements and certificates of insurance shall be delivered to COUNTY prior to the execution of this CONTRACT. If such proof of insurance is not delivered as required, or if such insurance is canceled at any time and no replacement coverage is provided, COUNTY has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests.Any premium so paid by COUNTY shall be charged to and promptly paid by CONTRACTOR or deducted from sums due CONTRACTOR. 6. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to be provided by CONTRACTOR or indemnifying party, is intended to apply first and on a primary non-contributing basis in relation to any other insurance or self-insurance available to COUNTY. 7. CONTRACTOR agrees not to self-insure or to use any self-insured retentions on any portion of the insurance required herein and further agrees that it will not allow any indemnifying party to self-insure its obligations to COUNTY. If CONTRACTOR's existing coverage includes a self- insured retention, the self-insured retention must be declared to the COUNTY.The COUNTY may review options with CONTRACTOR,which may include reduction or elimination of the self- insured retention, substitution of other coverage, or other solutions. 8. CONTRACTOR will renew the required coverage annually as long as COUNTY, or its employees or agents face an exposure from operations of any type pursuant to this CONTRACT. This obligation applies whether or not the CONTRACT is canceled or terminated for any reason. Termination of this obligation is not effective until COUNTY executes a written statement to that effect. 9. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to be provided by CONTRACTOR or any subcontractor,is intended to apply on a primary non- contributing basis in relation to any other insurance or self-insurance available to COUNTY. EXHIBIT B REQUEST FOR PROPOSAL I MASON COUNTY SUPPORT SERVICES 411 North 5th Street Shelton,WA 98584 REQUEST FOR PROPOSAL Mason County Real Estate Professional Services I Purpose of Request Mason County Support Services is requesting proposals for the fiimishing of.all staffing and services necessary to provide real estate services on a competitive level.for 2016/2017.The Mason County Real Estate Professional contract will be issued September of 2016,with an option for the County to extend the agreement for one-year. The Mason County Real Estate Professional contractor and the Mason County Board.of Commissioners will review the contractual arrangement at the conclusion of the first year to determine if the option will be exercised.The County's needs are outlined in the following Request for Proposal (RFP).Real Estate Services desired are for the contractor to market and offer for sale current Mason County surplus properties and additional services as might be deemed necessary. 11 Estimated Timeline(all dates except Deadline for Proposals are estimates) Issue RFP July 2016 Deadline for Submittal of Proposal July 29, 2016(by 3:00 p.m.) Selection September 2016 Proposers are invited to gain additional information.by contacting Mason County Support Services(360)427- 9670,ext.530 and scheduling an appointment with Frank Pinter. III All proposals should be sent to: Frank Pinter,Property Manager/Support Services 411 North Stn Street Shelton,WA 98584 (360)427-9670,ext 530 • All proposals must be in a sealed envelope and clearly marked in the lower left-hand corner: RFP-Mason County Real Estate Professional Services. All proposals must be received by Friday,July 29th,3:00 p.m,Two(2)copies of the RFP must be presented. No faxed or telephone proposals will be accepted. • Proposals should be prepared simply and economically,providing a straightforward,concise description of provider capabilities to satisfy the requirements of the request. Special bindings, colored displays,promotional materials,etc.are not desired. Emphasis should be on completeness and clarity of content. All proposals must include the following information. • The names of individuals from the firm who will be working on the project and their areas of responsibility. • A proposal of any program requirements the proposer would recommend based on a one-year contract, • Proposed financial agreement for real estate services. • A sample property marketing and sales strategy. • A short narrative of how the proposer intends to implement a real estate program for the County. • An explanation of needs or requirements the contractor would need fi•om the County. • Acknowledgement that employees will be required.to pass a criminal background check to access any County buildings,especially the courthouse • Disclosure of any conflict of interest • Current list of County Surplus Real Estate is available on request. • Proposer to submit Attachment"A"Acknowledgment with proposal. N Selection Criteria The ultimate objective of this RFP is to provide quality and dependable services to the Mason County Board of Commissioner. Accordingly,the County will select the successful contractor after evaluation of the following RFP elements: 1. Compensation to the County—financial proposal 50% Competitiveness of the proposed contract cost of the same or superior quality as those offered by competing proposers.Proposer should state the sales percentage of each sale the contractor desires from each transaction. 2 Marketiniz Plan for the sale County Real Estate 25% 3. Experience of contractor and knowledge of local real estate market 25% Total Criteria Weight 100% Each proposal will be independently evaluated on factors 1-3 V. Terms and Couditions • The County reserves the right to reject any and all proposals and to waive minor irregularities in any proposal. • The County reserves the right to request clarification of information submitted and to request additional information from any proposer. • The County reserves the right to award any contract to the next most qualified contractor if the successful contractor does not execute a contract within thirty(3 0)days after the award of the proposal. • Any proposal may be withdrawn,up until the date and time set for opening of the RFP's. Any RFP not so timely withdrawn,shall constitute an irrevocable offer for a period of ninety(90)days,to sell to the County the services described in the attached specification,or tmtil one or more of the proposals have been approved by the County Commissioners,whichever occurs first. • The contract resulting from acceptance of a RFP by the County,shall be in a form supplied or approved by the County and shall reflect the specifications in this RFP.The County reserves the right to reject any proposed agreement or contract that does not conform to the specifications contained in this RFP and which is not approved by Mason County. • The County shall not be responsible for any costs incurred by the film in preparing,submitting or presenting its response to the RFP. • Failure to submit all required items in response to this RFP shall result in rejection of any proposal not so complying. VY Scope of Services The proposer shall provide services of the highest quality and dependability,during the days and hours listed below: Mason County Real Estate Professional Services:Work to be completed at discretion of the contractor September 2016 through December 2017 with an option for the County to extend the agreement for one year. VII Compensation A. Please present detailed information on the firm's proposed fee schedule(percentage or per transaction)for the specifications proposed and for any variation for non-routine services, inclusive of any other applicable governmental charges. B. In the event of a contract award,proposers shall be required to submit an itemized statement in the form specified by the County and approved by the appropriate County representative,which shall specifically set forth the services performed and the applicable fee charged by the contractor. VIII Contractor Insurance Requirements. All insurance provided shall be primary and non- contributory. 1)Commercial General Liability. Limits shall be no less than$1,000,000 per occurrence for all covered losses and no less than$2,000,000 general aggregate; 2)Workers' Compensation. Workers' compensation on a state-approved policy form providing statutory benefits as required by law with employer's liability limits no less than$1,000,000 per accident for all covered losses; 3)Business Auto Coverage. $1,000,000 combined single limit per accident for bodily injury and property damage; 4)Excess or Umbrella Liability Insurance.If used to meet the limit requirements,shall provide coverage at least as broad as specified for the underlying coverages. 5) Contractor Errors and Omissions Liability. $1,000,000 per occurrence and as an annual aggregate. IX Independent Contractor It is the intention and understanding of the County that the Contractor shall be an independent contractor and that the County shall be neither liable for nor obligated to pay sick leave,vacation pay or any other benefit of employment,nor to pay any social security or other tax that may arise as an incident of employment. Contractor shall pay'all income and other taxes as due.Industrial or other insurance that is purchased for the benefit of Contractor shall not be deemed to convert this Contract to any employment contract.It is recognized that Contractor may or will be performing services during the term of the Contract for other parties and that the County is not the exclusive user of the Contractor's services. X Equal Opportunity Employer Mason County is an equal opportunity employer. We strive to create a working environment that includes and respects cultural,racial, ethnic,sexual orientation and gender identity diversity. Women,racial and ethnic minorities,persons of disability, persons over 40 years of age,veterans or people with military status,and people of all sexual orientations and gender identities are encouraged to apply. Attachments: Acknowledgment i I Attachment A i ACIC'tOWLEDGMKNT OF CERTAIN CONDITIONS OF MASON COUNTY REAL ESTATE PROFESSIONAL SERVICES In the event of a successful award of contract,proposer acknowledges that: • He/She will be able to comply with the insurance requirements of the Real Estate Services Contract and to provide in a timely manner,a certificate of insurance. • He/She will have in their possession, or will obtain prior to contract commencement,a valid business registration,as well as all other required permits or licenses required by the State of Washington,Mason County or any other lawful authority. Proposer: 7(Z# Ts'Si ture Da _ �Z.� a (plea pr' t) Company Name EXHIBIT C PROPOSAL SUBMITTED BY RICHARD BECKMAN REALTY GROUP, LLC i Richard Beckman Realty Group V 117 N 81h St,Shelton WA 98584 360-426-5521 The names of individuals from the firm who will be working on the project and their areas of responsibility. • Richard Beckman, Designated Broker, List properties, present offers, negotiate deals • Darin Holland, Licensed Broker, Assistant to Richard Beckman • Devoney Maetas, Assistant(clerical duties) • Robin Bums, Assistant (digital marketing: blogs, Facebook, website content, etc) A proposal of any program requirements the proposer would recommend based on a one-year contract. • Richard Beckman Realty Group would request to be awarded all the properties available to best service Mason County. This will insure a single point of contact for Mason County and provide consistency in listing properties and marketing efforts. • Mason County will provide a single electronically editable spreadsheet(preferably in Excel format) of all properties that the seller would like to potentially sell. This list should exclude properties that the County does not want to sell. Proposed financial agreement for real estate services. • Properties are one of three categories: Commercial, Residential or Vacant Land. Each category has a different commission % of the gross sales price as follows. o Commercial-7% o Residential-6% o Vacant Land-8% • A minimum commission of$700 will be paid, regardless of sales price or proceeds to Mason County. • Most marketing efforts are at the expense of Richard Beckman Realty Group. However, special requested direct cost marketing,such as: neighborhood flyers, community postcards and large format newspaper ads would be at the expense of the seller. • Richard Beckman Realty Group is also a full service rental management company. In the event Mason County owns real estate that has tenants, Richard Beckman Realty Group can service the rental (collect rent, facilitate repairs, disperse rent payments, place tenants in units, evictions,etc) • Other routine seller fees/charges associated with closings(ownership transfer) are the responsibility of Mason County.This may include, but would not be limited to: title, escrow, property tax, etc. • Although buyers fees 1 charges (title, escrow, property tax,etc) are typically paid by the buyer, these items can be negotiated as part of the real estate contract and may be paid by the seller if the seller agrees to it. This will be addressed on a case by case basis. • When representing Mason County as a purchaser of property for sale through the NWMLS or other brokerage type exchanges, the seller typically will pay commission. In the event Mason County wants the Richard Beckman Group to help acquire property outside of a MLS service, a 6% commission will be charged. • Should the County receive and accept a purchase and sales agreement before the end of the term of this agreement, and the closing occurs after this agreement expires, Mason County will pay the agreed upon sales commission to Richard Beckman Realty Group. A sample property marketing and sales strategy.. • Richard Beckman Realty Group own and maintains numerous internet domain names that specifically advertise to different market segments and communities. The use of these top ranking websites, combined with our our social media efforts insure we reach the most possible available buyers for each property. Further, we utilize email campaigns and in some cases (where justified), newspaper ads to broaden our reach and obtain more potential buyers of properties we represent. Buyers searching for property in Mason County will see our sites and thus our listings first as our sites rank on the first page of major search engines: Google, Yahoo, Bing, etc. • You may be asking why we emphasize so much on the internet marketing aspect of our business, the answer is simple. Over 90% of all property searchers, search, find and research property on the internet. Our direct marketing websites generate hundreds of unique page views daily, capturing potential buyers. A short narrative of how the proposer intends to implement a real estate program for the County. • Richard Beckman Realty Group would initially take the available properties and "drip" them into our marketing system.This will help insure that new listings each get some top of mind awareness and that we do not flood a particular community with too many new listings at once. • New properties that become available after the initial group will be placed immediately into our marketing system and efforts will be begin right away to locate buyers. An explanation of needs or requirements the contractor would need from the County. • Our only real requirement is time. Real estate transaction are time sensitive transactions. We would require Mason County to promptly respond to questions or offers and provide a point of contact so that we may know who we should address questions and concerns with. Acknowledgement that employees will be required to pass a criminal background check to access any County buildings, especially the courthouse. • It is hereby acknowledged that a background check will be required to access County buildings. Conflict of Interest • The Richard Beckman Realty Group has a Mason County employee working for them as a licensed Real Estate broker. I i Experience of contractor: • Richard Beckman Realty Group has actively marketed the sellers property for the last year. In that time, we have successfully helped Mason County dispose of numerous surplus properties. Our experience, history of these transactions and success we have had so far in assisting Mason County sell property should speak for itself. • Richard Beckman is a local expert with knowledge of our communities . Richard has been a Realtor®for over 15 years and is the designated broker/owner of Richard Beckman Realty Group, LLC. Over those 15 years, Richard went from an agent to owning his own company, In addition, Richard has seven other active Realtors ®who are experienced and work directly in our communities and neighborhoods, helping both buyers and sellers.Prior to becoming a Realtor®, Richard worked as a marketing and sales representative for Realtor.com. Proposer to submit Attachment"A" Acknowledgment with proposal. • See attached i I Attachment A ACKNOWLEDGMENT OF CERTAIN CONDITIONS OF MASON COUNTY REAL ESTATE PROFESSIONAL SERVICES In the event of a successful award of contract,proposer acknowledges that: • He/She will be able to comply with the insurance requirements of the Real Estate Services Contract and to provide in a timely manner,a certificate of insurance. • He/She will have in their possession,or will obtain prior to contract commencement, a valid business registration,as well as all other required permits or licenses required by the State of Washington,Mason County or any other lawful authority. Proposer: /i 4�0�:06107/27/2016 . e6;4 Signature Date Richard Beckman Member Name(please print) Richard Beckman Realty Group, LLC Company Name Attachment B MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Kristopher Nelsen, PAC Manager DEPARTMENT: Community Services EXT: 359 BRIEFING DATE: 9/10/2018 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information ITEM: 2018 Building Valuation Data (BVD) and charge rates for the coming year. EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): First of September following the posting of each August's Building Valuation Data of the International Code Council shall go into effect (Per Ordinance 123-08). BUDGET IMPACTS: Potential increase to revenue. RECOMMENDED OR REQUESTED ACTION: General knowledge and impact. ATTACHMENTS: BVD August 2018. Briefmg Summary 9/5/2018 iccINTERNATIONAL OD People Helping People Build a Safer World' Building Valuation Data — AUGUST 2018 The International Code Council is pleased to provide the building components, electrical, plumbing, mechanical and following Building Valuation Data (BVD) for its members. The interior finish material. The data is a national average and BVD will be updated at six-month intervals, with the next does not take into account any regional cost differences. As update in February 2019. ICC strongly recommends that all such, the use of Regional Cost Modifiers is subject to the jurisdictions and other interested parties actively evaluate and authority having jurisdiction. assess the impact of this BVD table before utilizing it in their current code enforcement related activities. Permit Fee Multiplier The BVD table provides the "average" construction costs per Determine the Permit Fee Multiplier: square foot, which can be used in determining permit fees for 1. Based on historical records, determine the total annual a jurisdiction. Permit fee schedules are addressed in Section construction value which has occurred within the 109.2 of the 2018 International Building Code (IBC) whereas jurisdiction for the past year. Section 109.3 addresses building permit valuations. The 2. Determine the percentage (%) of the building permit fees can be established by using the BVD table and a department budget expected to be provided by Permit Fee Multiplier, which is based on the total construction building permit revenue. value within the jurisdiction for the past year. The Square Foot 3. Construction Cost table presents factors that reflect relative Bldg. Dept. Budget x(%) value of one construction classification/occupancy group to Permit Fee Multiplier= another so that more expensive construction is assessed Total Annual Construction Value greater permit fees than less expensive construction. Example has developed this data to aid jurisdictions in determining The building department operates on a $300,000 budget, and nit fees. It is important to note that while this BVD table it expects to cover 75 percent of that from building permit fees. aoes determine an estimated value of a building (i.e., Gross The total annual construction value which occurred within the Area x Square Foot Construction Cost), this data is only jurisdiction in the previous year is $30,000,000. intended to assist jurisdictions in determining their permit fees. This data table is not intended to be used as an estimating $300,000 x 75% guide because the data only reflects average costs and is not Permit Fee Multiplier- =0.0075 representative of specific construction. $30,000,000 This degree of precision is sufficient for the intended purpose, Permit Fee which is to help establish permit fees so as to fund code compliance activities. This BVD table provides jurisdictions The permit fee is determined using the building gross area, the with a simplified way to determine the estimated value of a Square Foot Construction Cost and the Permit Fee Multiplier. building that does not rely on the permit applicant to determine the cost of construction. Therefore, the bidding process for a Permit Fee= Gross Area x Square Foot Construction Cost particular job and other associated factors do not affect the X Permit Fee Multiplier value of a building for determining the permit fee. Whether a specific project is bid at a cost above or below the computed Example value of construction does not affect the permit fee because the cost of related code enforcement activities is not directly Type of Construction: IIB Area: affected by the bid process and results. 1st story = 8,000 sq. ft. 2nd story= 8,000 sq. ft. Building Valuation Height: 2 stories Permit Fee Multiplier= 0.0075 The following building valuation data represents average Use Group: B valuations for most buildings. In conjunction with IBC Section 1. Gross area: 109.3, this data is offered as an aid for the building official to Business =2 stories x 8,000 sq. ft. = 16,000 sq. ft. determine if the permit valuation is underestimated. Again it 2. Square Foot Construction Cost: ild be noted that, when using this data, these are B/IIB = $173.98/sq. ft. ;rage" costs based on typical construction methods for 3. Permit Fee: each occupancy group and type of construction. The average Business = 16,000 sq. ft. x$173.98/sq. ft x 0.0075 costs include foundation work, structural and nonstructural = $20,878 • Important Points • For purposes of establishing the Permit Fee Multiplier, • The BVD is not intended to apply to alterations or the estimated total annual construction value for a repairs to existing buildings. Because the scope of given time period (1 year) is the sum of each building's alterations or repairs to an existing building varies so value (Gross Area x Square Foot Construction Cost) greatly, the Square Foot Construction Costs table for that time period (e.g., 1 year). does not reflect accurate values for that purpose. • The Square Foot Construction Cost does not include However, the Square Foot Construction Costs table the price of the land on which the building is built. The can be used to determine the cost of an addition that is Square Foot Construction Cost takes into account basically a stand-alone building which happens to be everything from foundation work to the roof structure attached to an existing building. In the case of such and coverings but does not include the price of the additions, the only alterations to the existing building land. The cost of the land does not affect the cost of would involve the attachment of the addition to the existing building and the openings between the related code enforcement activities and is not included addition and the existing building. in the Square Foot Construction Cost. Square Foot Construction Costs a,b,c Group(2018 International Building Code) IA IB IIA IIB IIIA 1116 IV VA VB A-1 Assembly,theaters,with stage 244.21 236.18 230.55 221.01 207.82 201.82 214.02 189.83 182.71 A-1 Assembly,theaters,without stage 223.45 215.42 209.80 200.25 187.31 181.32 193.26 169.33 162.21 A-2 Assembly,nightclubs 190.08 184.73 180.34 1 172.99 163.33 1 158.82 166.99 147.83 1 142.92 A-2 Assembly,restaurants,bars,banquet halls 189.08 183.73 178.34 171.99 161.33 157.82 165.99 145.83 141.92 A-3 Assembly,churches 224.47 216.44 210.82 201.27 189.73 183.73 194.28 171.74 164.62 A-3 Assembly,general,community halls,libraries, museums 188.77 180.74 174.11 165.57 151.59 146.63 158.58 133.64 127.52 A-4 Assembly,arenas 222.45 214.42 207.80 199.25 185.31 180.32 192.26 167.33 161.21 B Business 195.88 188.76 182.90 173.98 159.08 153.13 167.31 139.76 133.67 1--lucational 207.44 200.32 195.11 186.22 173.62 164.85 179.83 151.63 147.30 =actory and industrial,moderate hazard 115.30 109.99 103.87 99.84 89.72 85.56 95.69 73.79 69.57 F-2 Factory and industrial,low hazard 114.30 108.99 103.87 98.84 89.72 84.56 94.69 73.79 68.57 H-1 High Hazard,explosives 107.85 102.54 97.43 92.40 83.50 78.33 88.25 67.57 N.P. H234 High Hazard 107.85 102.54 97.43 92.40 83.50 78.33 88.25 67.57 62.34 H-5 HPM 195.88 188.76 182.90 173.98 159.08 153.13 167.31 139.76 133.67 I-1 Institutional,supervised environment 194.98 188.36 182.90 175.20 161.40 157.01 175.29 144.58 140.08 1-2 Institutional,hospitals 327.69 320.57 314.72 305.80 289.87 N.P. 299.12 270.56 N.P. I-2 Institutional,nursing homes 227.45 220.33 214.47 205.56 191.65 N.P. 198.88 172.34 N.P. 1-3 Institutional,restrained 222.66 215.54 209.69 200.77 187.11 180.16 194.09 167.80 159.71 I-4 Institutional,day care facilities 194.98 188.36 182.90 175.20 161.40 157.01 175.29 144.58 140.08 M Mercantile 141.54 136.19 130.80 124.45 114.24 110.73 118.45 98.74 94.83 R-1 Residential,hotels 196.81 190.20 184.74 177.03 162.97 158.58 177.13 146.15 141.65 R-2 Residential,multiple family 165.05 158.44 152.98 145.27 132.00 127.61 145.37 115.18 110.68 R-3 Residential,one-and two-family° 154.04 149.85 145.98 142.32 137.11 133.50 139.93 128.29 120.75 R-4 Residential,care/assisted living facilities 194.98 188.36 182.90 175.20 161.40 157.01 175.29 144.58 140.08 S-1 Storage,moderate hazard 106.85 101.54 95.43 91.40 81.50 77.33 87.25 65.57 61.34 S-2 Storage,low hazard 105.85 100.54 95.43 90.40 81.50 76.33 86.25 65.57 60.34 U Utility,miscellaneous 83.66 79.00 74.06 70.37 63.47 59.32 67.24 50.19T 47.80 a. Private Garages use Utility,miscellaneous b. For shell only buildings deduct 20 percent c. N.P.=not permitted d. Unfinished basements(Group R-3)=$22.45 per sq.ft. MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Kell Rowen, Planning Manager DEPARTMENT: DCD EXT: 286 BRIEFING DATE: September 10, 2018 ITEM: Appointment of Morgan Ireland to the Planning Advisory Commission (PAC). BACKGROUND: Mason County citizen Morgan Ireland has requested appointment to the Mason County Planning Commission. Ms. Ireland is a representative of Commissioner District number one (1). Her application is attached. BUDGET IMPACTS: This proposal will cost has no cost. RECOMMENDED OR REQUESTED ACTION: Approve the appointment of Morgan Ireland to the Planning Advisory Commission. ATTACHMENTS: Application, 2018 PAC Membership Roster Briefing Item PAC Appt 9-10-2018 Cc:CMMRS Neatherlin, Shutty, Drexler Clerk ®EU MASON COUNTY COMMISSIONERS 411 NORTH FIFTH STREET a Al f �� SHELTON WA 98584 - Mason County Fax 360-427-8437, Voice 360-427-9670, Ext,499;275-4467 or 482-5269 w rasa Commissioners IAM SEEKING APPOINTMENT TO Mason County Planning Advisory Board NAME:Morgan Ireland ADDRESS: 890 E Strong Rd PHONE:831-419-9750 CIIY/ZIP: VOTING PRECINCT: WORK PHONE: 98584 Commissioner District 1 E-MAIL: morgan.t.mccarthy@gmaii.com COMMUNITY SERVICE EMPLOYMENT: (IF RETIRED. PREVIOUS EXPERIENCE) (ACTIVITIES OR MEMBERSHIPS) City of Puyallup Planning Commission— Commissioner(2016-2017) COMPANY: Waste Management(1 year) YRS- Metro Parks Nature and Environment Advisory POSITION: Environmental Protection Manager Council—Counciiperson(2014-2017) COMPANY: Grette Associates,LLC(5 years) Mason County Search and Rescue(Current) POSITION; Biologist In your words, what do you perceive is the role or purpose of the Board,Committee or Council for which you are applying: The purpose of the Mason County Planning AdvisorV Board is to ensure that the voices of Mason Count 's residents are heard and represented in the decisions and policy updates that will affect residents for ears and decades to come. Mason CountV is facing the pressure of rapid growth and development,and it is critical that the growth is planned and conducted in a way that benefits all of the County's current and future residents,as well as the environment. What interests,skills do you wish to offerthe Board, Committee,or Council? I have spent my career at the interface of development and environmental protection. I have a decade of experience in natural resource surveys,salmon conservation,environmental cleanups, land use planning and permitting,shoreline and aquatic/marine permitting,and municipal code review. I have served residential,commercial,industrial, municipal and federal clients. My professional experience,coupled with my love of Mason County's wild places and understanding of the County's current and future development needs makes me a candidate that is uniquely suited to help the County grow responsibly,in the best interest of its residents and its environment. Please list any financial, professional, or voluntary affiliations which may influence or affect your position on this Board: (i.e. create a potential conflict of interest) None. Your participation is dependent upon attending certain trainings made available by the County during regular business hours (such as Open Public Meetings Act and Public Records).The trainings would be at no Cost to you.Would you be able to attend such trainings? Yes Realistically, how much time can you give to this position? Quarterly XX Monthly Weekly Daily Office Use Only 8/12/18 Appointment Date _ Signature Date Tema expire Date_ Mason County Planning Advisory Commission-2018 Position Comm Name Phone Mailing Address Initial Appointment Term Expires District No. 2 1 Brian Smith 1/16/2018 1/31/2022 2 2 Deborah Soper 4!18/2016 3/31/2020 3 3 Marilyn Vogler 1/2016 1/1/2022 1 4 Morgan Ireland 1/2018 1/31/2022 3 5 Aaron Cleveland 1/2017 3/31/2021 1 6 VACANT 1/31/2021 x 7 VACANT 1/31/2022 Contact: Kell Rowen, Dept. of Community Services, Planning Division @ Ext. 286 Updated 08/15/2018 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Casey Bingham DEPARTMENT: Public Health EXT: 562 BRIEFING DATE: 9/8/18 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information ITEM: Consolidated Contract CLH18253 Amendment 4 Adds Statement of work for: 1. Office of Emergency Preparedness & Response: Provide $48,453 to be used for continuing operations in Public Health Emergency Response and Preparedness Program. Amends Statement of Work for: 1. Childhood Lead Poisoning Prevention Program: Provides $1,500 for onsite visits of children who have been referred to us for elevated lead levels. 2. Maternal &Child Health Block Grant: Includes $67,694 for Public Health to continue working in Children with Special Health Care Needs and Maternal Child Health. 3. Office of Immunization and Child Profile: Changes funding cycle. 4. Promotion of Immunization to Improve Vaccination Rates: Changes funding cycle. 5. Prescription Drug Overdose Prevention Program: Provides $75,000 for Ongoing Prescription Drug Overdose Prevention and increase outreach to persons with Substance Abuse Disorder. BUDGET IMPACTS: This increasing Amendment provides an increase of $192,647 of funding for both 2018 and 2019. A budget amendment has already been included to adjust 2018 and 2019 was budgeted with these funds included. RECOMMENDED OR REQUESTED ACTION: Move Amendment 4 CLH18253 Consolidated Contract to the Action Agenda. Briefing Summary 9/5/2018 MASON COUNTY PUBLIC HEALTH 2018—2020 CONSOLIDATED CONTRACT CONTRACT NUMBER: CLH18253 AMENDMENT NUMBER: 4 PURPOSE OF CHANGE: To amend this contract between the DEPARTMENT OF HEALTH hereinafter referred to as"DOH",and MASON COUNTY PUBLIC HEALTH hereinafter referred to as"LHJ",pursuant to the Modifications/Waivers clause,and to make necessary changes within the scope of this contract and any subsequent amendments thereto. IT IS MUTUALLY AGREED: That the contract is hereby amended as follows: 1. Exhibit A Statements of Work,attached and incorporated by this reference,are amended as follows: ® Adds Statements of Work for the following programs: • Office of Emergency Preparedness&Response-Effective July 1,2018 ® Amends Statements of Work for the following programs: • Childhood Lead Poisoning Prevention Program-Effective January 1,2018 • Maternal&Child Health Block Grant-Effective January 1,2018 Office of Immunization&Child Profile-Perinatal Hepatitis B-Effective July I22018 • OICP-Promotion of Immunizations to Improve Vaccination Rates-Effective July 1,2018 • Prescription Drug Overdose Prevention for States Supplement-Effective January 1,2018 ❑ Deletes Statements of Work for the following programs: 2. Exhibit B-4 Allocations,attached and incorporated by this reference,amends and replaces Exhibit B-3 Allocations as follows: ® Increase of$192.647 for a revised maximum consideration of$672,683. ❑ Decrease of for a revised maximum consideration of ❑ No change in the maximum consideration of Exhibit B Allocations are attached only for informational purposes. 3. Exhibit C-4 Schedule of Federal Awards,attached and incorporated by this reference,amends and replaces Exhibit C-3. Unless designated otherwise herein,the effective date of this amendment is the date of execution. ALL OTHER TERMS AND CONDITIONS of the original contract and any subsequent amendments remain in full force and effect. IN WITNESS WHEREOF,the undersigned has affixed his/her signature in execution thereof. MASON COUNTY PUBLIC HEALTH STATE OF WASHINGTON DEPARTMENT OF HEALTH Date Date APPROVED AS TO FORM ONLY Assistant Attorney General Page 1 of 23 AMEND] T#4 2018-2020 CONSOLIDATED CONTRACT EXHIBIT A STATEMENTS OF WORK TABLE OF CONTENTS DOH Program Name or Title: Childhood Lead Poisoning Prevention ProgramEffective January 1,2018...................................................... 3 DOH Program Name or Title: Maternal&Child Health Block Grant-EffectiveJanuary ........ 12 DOH Program Name or Title: Office of Emergency Preparedness&Response-Effective July 1,2018...................... 1 2 DOH Program Name or Title: Office of Immunization&Child Profile-Perinatal Hepatitis B-Effective July u y 1,2 8...... .19 DOH Program Name or Title: OICP-Promotion of Immunizations to Improve Vaccination Rates-Effective July 1,2018................. DOH Program Name or Title: Prescription Drug Overdose Prevention for States Supplement-Effective January 1,2018...........................................................21 Exhibit A,Statements of Work Page 2 of 23 Contract Number CLH18253-4 Revised as of July 16,2018 AMEND] IT#4 Exhibit A Statement of Work Contract Term: 2018-2020 Local Health Jurisdiction Name: Mason County Public Health DOH Program Name or Title: Childhood Lead Poisoning;Prevention Program- Contract Number: CLH18253 Effective January 1 2018 Funding Source Federal Compliance Type of Payment ®Reimbursement SOW Type: ❑Federal<Select One> (check if applicable) C Fixed Price e Revision Revision#(for this SOW) 2 ®State ❑FFATA(Transparency Act) Period of Performance: January 1 2018 through June 30,2019 El Other Research&Develo ment lood levels in children 14 • The ose of this statement of work is to support local interventions with the case ase managgement of elevated ement services to al childrendwith elevated blood lead years Statement of Work Purpose. pm'p of age and younger.The focus of this program in 2018 is to build local capacity statewide to provide standar cgs g levels. Purpose: The urpose of this revision is to extend the period of performance from June 30,2018 to June 30,2019,add SFY2 funding and update the statement of work. Revision p P otal CFDA# BARS Master Funding Period Current Change Consideration Chart of Accounts Program Name or Title Revenue Index (LHJ Use Only) Consideration Increase(+) Code Code Start Date End Date 0 3,000 3 000 SFY1 Lead Environments of Children roviso funds N/A 334.04.93 25715110 01/01/18 06/30/18 0 1,500 1,500 SFY2 Lead Environments of Children roviso funds N/A 334.04.93 25715120 07/01/18 06/30/19 3 000 1,500 4,500 TOTALS Payment Due Date/Time Information and/or *May Support PHAB Deliverables/Outcomes Frame Task Task/Activity/Description StandardsiTAeasures Amount Number u dated Child pq�h�, by the Reimbursement of up Submit the rred P to$500 maximum per 1 Contact the provider to gather complete information on Bleed Child 38`,*fhe the assigned elevated blood lead case to conduct anhome visit,per child. Blood Lead Investigation Form via environmental assessment Washington Disease Reporting Submit as needed Up to two(2)home a) Verify the blood lead level(BLL)is confirmed. System (WDRS)available through within 60 days visits per child not to Reference Centers for Disease Control and WA DOH indicating: after completion. exceed total funding Prevention's(CDC's)confirmed case definition: consideration. hMs-//wwwn.cdc.gov/nndss/condition /lead- a) Confirmed BLL elevated-blood-levels/case-definition/2016/ Note: this excludes b) Date LHJ contacted the family indirect costs b) Call family and schedule a home visit. If c) Date the environmental interpretation services are needed, contact DOH assessment was completed at leadedoh.wa.QOV. Note:Interpretation d) Date the interview was services will not be reimbursed through the completed ConCon rocess. Contract Number CLH18253-4 Page 3 of 23 Exhibit A,Statements of Work n,..,.—A oc of hely 16_7018 AMEND 4T #4 * Due Date/Time Payment Task May Support PHAB Deliverables/Outcomes Frame Information and/or Task/Activity/Description Standards/Measures Number Amount c) Visit the child's residence(or other sites where e) Specify if the home is Section 8 the child spends significant amounts of time)at or HUD Housing and if the least once child is Medicaid enrolled d) Interview the caregivers using the Child Blood f) (If applicable)If DOH Lead Investigation Form and conduct an assistance is requested,list the environmental assessment to identify factors that DOH contact and date contacted may impact the child's blood lead level. If g) (If applicable)If the LHJ opts to laboratory services are needed, contact DOH at close the case after verifying lead_na doh.wa.gov. that the second lead level has Note: Laboratory services will not be reimbursed dropped to<5 pg/dL,it must through the ConCon process. submit a copy of the letter e) Determine if the family lives in Section 8 or HUD mailed to the family Housing.If the child is Medicaid enrolled collect the Provider One number Submit a written report summarizing f) Provide educational material to the child's the environmental assessment lab test caregivers in the family's primary language results and a Plan of Care that lists g) (Optional)If warranted,contact DOH to request recommendations on how to remove technical or environmental investigation and remediate lead exposure via assistance with an X-ray fluorescent(XRF) WDRS.Include the educational analyzer material provided to the family that addresses the child's needs.(DOH Have the child retested following the Pediatric will provide a generic template.)The Environmental Health Specialty Units(PEHSU) LHJ will previde upload a copy of medical management guidelines.If the lead level the report to DOH via WDRS,and remains>_5 gg/dL the LHJ will conduct a second home provide a copy to the child's visit to connect the family to other service providers as caregivers and provider. needed. PEHSU medical management guidelines: hitps://www.pehsu.net/ Library/facts/medical-mp-mnt- ch i ldhood-lead-exposure-June-2013.pdf If the second lead level drops to<5 pg/dL,the LHJ has the option to: 1)Mail the child's caregivers a letter recommending a developmental and nutritional screening,the letter will include providers in the child's residential area.The LHJ may then close the case.(DOH will provide a template letter.);or 2)proceed to Task 2 and conduct a second home visit. Exhibit A,Statements of Work Page 4 of 23 Contract Number CLH18253-4 Revised as of July 16,2018 AMEND IT#4 Payment Task *May Support PHAB Due Date/Time Information and/or Task/Activity/Description Deliverables/Outcomes Frame Number Standards/Measures Amount Submit an updated Plan of Care to �Afent✓4 by-t w Reimbursement of up 2 The purpose of the second home visit is to connect the p to$500 maximum per family to other service providers as needed: DOH via WDRS and provide a copy 30,44the p a) LHJ staff will facilitate and guide the child's to the child's caregivers and provider felle►aing-nrend?, home visit,per child. caregiver in completing the WithinReach that includes: Submit as needed Up to two(2)home Developmental Screening Questionnaire online a) Completion date and results of within 60 days visits per child not to http://www.parenthelp I 23.orp-/.The LHJ must the online WithinReach after completion. exceed total finding provide a hard copy of the developmental Developmental Screening consideration. screening in case it cannot be submitted online.In Questionnaire ) If blood lead testing of at-risk Note: this excludes unusual,and DOH approved cases,in which the b indirect costs. WithinReach assessment cannot be performed, family members was the LHJ may refer the family to the child's recommended,list the physician or to another entity that is trained to individuals administer developmental screening tests c) The referral date and provider of b) Encourage blood lead testing of other children the nutritional assessment, less than 72 months of age and pregnant or include all other referrals nursing caregivers in the home d) The members of the case c) If appropriate,refer the child's caregivers to the management team,their Women,Infants,and Children(WIC)program or involvement,and the case a Registered Dietitian Nutritionist(RDN)for a information provided to them nutritional assessment and to other service providers as appropriate d) Coordinate services and communicate regularly with members of the case management team 3 DOH will reimburse LHJ staff for DOH-approved case Attend approved training and submit As needed Reimbursement for training invoices and DOH- management related training opportunities and travel receipts to DOH- DOH approved training including training.fees if applicable and mileage, fees, mileage and per lodging and meals at the current federal CSA rates at diem not to exceed the time of travel. total funding consideration. (See Special Billing Requirements below. *For Information Only: Funding is not tied to the revised Standards/Measures listed here. This information may be helpful in discussions of how program activities might contribute to meeting a Standard/Measure. More detail on these and/or other Public Health Accreditation Board(PHAB)Standards/Measures that may apply can be found at: http•//www.phaboard.org/wp content/uploads/PHAB-Standards-and-Measures-Version-1.0.pdf Proaram Specific Requirements/Narrative Exhibit A,Statements of Work Page 5 of 23 Contract Number CLH18253-4 Revised as of July 16,2018 AMENDS fT#4 Program Manual,Handbook,Policy References Guide for Public Health Case Management of Children with Elevated Blood Lead Levels https//www doh wa Qov/Portals/1/Documents/4000/334-414.pdf A Targeted Approach to Blood Lead Screening in Children,Washington State 2015 Expert Panel Recommendations https://www.doh.wa.gov/Portals/i/Documents/Pubs/334-3 83.pdf Special References(RCWs,WACs,etc) Laboratories are required to report to the Department of Health all Blood Lead test results(WAC 246-101-201).Elevated results(>_5 mcg/dL)must be reported within 2days;no results:55 mcg/dL need to be reported within one month. Monitoring Visits(frequency,type) Telephone calls with contract manager at least once every quarter. Definitions BLL-Blood Lead Level EBLL-Elevated Blood Lead Level PEHSU-Pediatric Environmental Health Specialty Units Special Billing Requirements Reimbursement for pre-approved travel expenses including mileage, lodging and meals will be calculated at the current federal General Services Administration( rates at the time of travel. Current per diem rates by state can be found at: https//www Qsa Qov/travel/plan book/per-diem-rates/per-diem-rates-lookup Special Instructions Payment is contingent upon DOH receipt and approval of all deliverables and an acceptable written report to include a plan of care.Payment to completely expend the"Tota itted menth4,by th&40dq-ef Consideration"for a specific funding period will not be processed until alldelivera deliverables hin ac daysaft e approved pyre ved isitcoDOH.ronvand muoices s be based on amay be ctual allew&ble direct ng may be added upon request program costs.Billing for services on a monthly fraction of the"Total Consideration"will not be accepted or approved. If needed, additional fundi and DOH approval while funds are available. Contact 1ead@doh.wa.gov./br additional information. Note: blood lead case management reimbursement excludes indirect costs. DOH Program Contact Araceli Mendez,Health Services Consultant Office of Environmental Public Health Sciences Washington State Department of Health Street Address:310 Israel Rd SE,Tumwater,WA 98501 Telephone:360-236-3392/Fax:360-236-3059 Email:araceli.mendez@doh.wa.gov doh.wa.gov DOH Fiscal Contact Victoria Reyes,Management Analyst 1 Assistant Secretary's Office Telephone: 360-236-3071 Page 6 of 23 Contract Number CLH18253-4 Exhibit A,Statements of Work Revised as of July 16,2018 AMENDT T#4 Exhibit A Statement of Work Contract Term: 2018-2020 DOH Program Name or Title: Maternal&Child Health Block Grant- Local Health Jurisdiction Name: Mason County Public Health Effective January 1,2018 Contract Number: CLH18253 lFunding Source Federal Compliance Type of Payment SOW Type: Revision Revision#(for this SOW) 2 Federal Subrecipient (check if applicable) ®Reimbursement ❑State=N FFATA(Transparency Act) ❑Fixed Price Period of Performance: January 1,2018 through September 30,2019 Other Research&Development Statement of Work Purpose: The purpose of this statement of work is to support local interventions that impact the target population of the Maternal and Child Health Block Grant. Revision Purpose: The purpose of this revision is to provide additional funding,add activities and deliverable due dates,and extend the period of performance and funding period from September 30,2018 to September 30,2019 for continuation of MCHBG related activities. [F:FYl8MCHBG of Accounts Program Name or Title CFDA# BARS Master Funding Period Current Change otal Revenue Index (LHJ Use Only) Consideration onsideration Increase(+) Code Code Start Date End Date LHJ CONTRACTS 93.994 333.93.99 78120281 01/01/18 09/30/18 56 115 0 56,115 FFY19 MCHBG LHJ CONTRACTS 93.994 333.93.99 78120291 10/01/18 09/30/19 0 67,694 67 694 56115 67,694 123,809 TOTALS *May Support PHAB Payment Information Task TasWActivity/Descrintion Deliverables/Outcomes Due Date/Time Frame and/or Amount Number Standards/Measures Maternal and Child Health Block Grant(MCHBG)Administration la Participate in calls,at a minimum of every Designated LHJ staff will participate September 30,2018 Reimbursement for quarter,with DOH contract manager.Dates in contract management calls. September 30, 2019 actual costs,not to exceed total funding and time for calls are mutually agreed upon consideration.Action between DOH and LHJPlan and Progress p lb Report actual expenditures for October 1, Submit actual expenditures using the May 26,2018 Reports must 2017 through March 31,2018 MCHBG Budget Workbook to DOH contract manager reflect activities paid Submit MCHBG Budget Workbook September 5,2018 for with funds provided —Fc Develop 2018-2019 MCHBG Budget to DOH contract manager in this statement of Workbook for October 1,2018 through work for the specified September 30,2019 using DOH provided funding period. template. Page 7 of 23 Contract Number CLH18253-4 Exhibit A,Statements of Work Revised as of July 16,2018 AMEND 4T #4 Task Task/Activity/Description *May Support PHAB Deliverables/Outcomes Due Date/Time Frame Payment Information Number Standards/Measures and/or Amount l l Report actual expenditures for October 1, Submit actual expenditures using the May 24, 2019 See Program Specific 2018 through March 31, 2019 MCHBG Budget Workbook to DOH Requirements and contract manager. Special Billing Requirements. le Develop 2019-2020 MCHBG Budget Submit MCHBG Budget Workbook to September 5, 2019 Workbook for October 1, 2019 through DOH contract manager September 30, 2020 using DOH provided template. 11 Report actual expenditures for October 1, Submit actual expenditures using the November 30, 2018 2017 through September 30, 2018 MCHBG Budget Workbook to DOH contract manager. MCHBG Assessment and Evaluation 2a Participate in project evaluation activities Documentation using report template September 30,2018 Reimbursement for developed and coordinated by DOH,as provided by DOH September 30, 2019 actual costs,not to requested. exceed total funding 2b Report program level strategy measure data Documentation using report template January 15,2018 consideration. (CSHCN,UDS,ACEs). provided by DOH April 15,2018 July 15,2018 See Program Specific October 15, 2018 Requirements and January 15, 2019 Special Billing April 15, 2019 Requirements. July 15, 2019 2c Conduct a Maternal and Child Health Submit Needs Assessment May 24, 2019 (MCH)Needs Assessment. documentation to DOH contract manager using templates provided by DOH MCHBG Implementation 3a Develop 2018-2019 MCHBG Action Plan Submit MCHBG Action Plan to Draft August 17,2018 Reimbursement for for October 1,2018 through September 30, DOH contract manager Final September 5,2018 actual costs,not to 2019 using DOH-provided template. exceed total funding 3b Report activities and outcomes of 2017-2018 Submit Action Plan monthly reports Monthly,on or before consideration.Action MCHBG Action Plan using DOH-provided to DOH contract manager the 15v'of the following Plan and Progress template. month Reports must only Exhibit A,Statements of Work Page 8 of 23 Contract Number CLH18253-4 Revised as of July 16,2018 AMEND' T#4 Task *May Support PHAB Deliverables/Outcomes Due Date/Time Frame Payment Information Task/Activity/Description and/or Amount Number Standards/Measures 3c Develop 2019-2020 MCHBG Action Plan Submit MCHBG Action Plan to DOH Draft August 17, 2019 reflect activities paid for October 11 2019 through September 30, contract manager Final-September 5, for with funds provided 2020 usingDOH- rovided template. 2019 in this statement of 3rl Report activities and outcomes of 2018-2019 Submit Action Plan monthly reports Monthly, on or before work for the specified MCHBG Action Plan using DOH-provided to DOH contract manager the 15'of the following funding period. month template. See Program Specific Requirements and Special Billing Requirements. Children with Special Health Care Needs(CSHCN) 4a Complete Child Health Intake Form(CHIF) Submit CHIF data into Secure File January 15,2018 Reimbursement for using the CHIF Automated System on all Transport(SFT)website: April 15,2018 actual costs,not to infants and children served by the CSHCN https://sft.wa.gov July 15,2018 exceed total funding Program as referenced in CSHCN Program October 15, 2018 consideration.Action Manual. January 15, 2019 Plan and Progress April 15, 2019 Reports must only Ensure client data is collected on all children July 15, 2019 reflect activities paid served by CSHCN contractors,including for with funds provided neurodevelopmental centers,regional in this statement of maxillofacial coordinators,and the DOH work for the specified Newborn Screening Pro funding period. 4b Administer requested DOH Diagnostic and Submit completed Health Services 30 days after forms are Treatment funds for infants and children per Authorization forms and Central completed. See Program Specific CSHCN Program Manual when funds are Treatment Fund requests directly to Requirements and used. the CSHCN Program as needed. Special Billing 4c Participate in the CSHCN Regional System Submit Action Plan monthly reports Monthly,on or before Requirements. and quarterly meetings as described in the including number of regional the 151 of the following CSHCNPregram AMnual Focus of Work. meetings attended to the DOH month contract manager. Jcl Develop and update CYSHCN County Submit completed resource list September 30, 2019 Resource List and share with partners as electronically to the DOH contract described in the CSHCN Focus of Work. mana er. *For Information Only: Funding is not tied to the revised Standards/Measures listed here. This information may be helpful in discussions of how program activities might contribute to meeting a Standard/Measure. More detail on these and/or other Public Health Accreditation Board(PHAB)Standards/Measures that may apply can be found at: http//www.phaboard org/wp content/uploads/PHAB-Standards-and-Measures-Version-1.0.pdf Program Specific Requirements/Narrative Exhibit A,Statements of Work Page 9 of 23 Contract Number CLH18253-4 Revised as of July 16,2018 AMEND: IT#4 Special Requirements Federal Funding Accountability and Transaarency Act(FFATA) This statement of work is supported by federal funds that require compliance with the Federal Funding Accountability and Transparency Act(FFATA or the Transparency Act). The purpose of the Transparency Act is to make information available online so the public can see how the federal funds are spent. To comply with this act and be eligible to perform the activities in this statement of work,the LHJ must have a Data Universal Numbering System(DUNS®)number. Information about the LHJ and this statement of work will be made available on USASpending_gov by DOH as required by P.L. 109-282. Program Manual,Handbook,Policy References Children with Special Health Care Needs Manual-hllp://www.doh.wa.goy/Portals/1/Documents/Pubs/970-209-C -Manual.pdf Health Services Authorization(HSA)Form litter//www doh wa gov/Portals/l/Documents/Pubs/910-002-ApprovedHSA.docx Restrictions on Funds(what funds can be used for which activities,not direct payments,etc.) 1. At least 30%of federal Title V funds must be used for preventive and primary care services for children and at least 30%must be used services for children with special health care needs. [Social Security Law,Sec. 505(a)(3)]. 2. Funds may not be used for: a. Inpatient services,other than inpatient services for children with special health care needs or high risk pregnant women and infants,and other patient services approved by Health Resources and Services Administration(HRSA). b. Cash payments to intended recipients of health services. c. The purchase or improvement of land,the purchase,construction,or permanent improvement of any building or other facility,or the purchase of major medical equipment. d. Meeting other federal matching funds requirements. e. Providing funds for research or training to any entity other than a public or nonprofit private entity. f. payment for any services furnished by a provider or entity who has been excluded under Title XVIII(Medicare),Title XIX(Medicaid),or Title XX(social services block grant).[Social Security Law,Sec 504(b)]. 3. If any charges are imposed for the provision of health services using Title V(MCH Block Grant)funds,such charges will be pursuant to a public schedule of charges;will not be imposed with respect to services provided to low income mothers or children;and will be adjusted to reflect the income,resources,and family size of the individual provided the services. [Social Security Law,Sec. 505(1)(13)]. Monitoring Visits(frequency,type) Telephone calls with contract manager at least one every quarter,and annual site visit. Special Billing Requirements Payment is contingent upon DOH receipt and approval of all deliverables and an acceptable A19-IA invoice voucher. Payment to completely expend the"Total Consideration" for a specific funding period will not be processed until all deliverables are accepted and approved by DOH. Invoices must be submitted monthly by the 30th of each month following the month in which the expenditures were incurred and must be based on actual allowable program costs. Billing for services on a monthly fraction of the"Total Consideration"will not be accepted or approved. Exhibit A,Statements of Work Page 10 of 23 Contract Number CLH18253-4 Revised as of July 16,2018 AMEND] T#4 DOH Program Contact Mary Dussol,Community Consultant Office of Family and Community Health Improvement Washington State Department of Health Street Address:310 Israel Rd SE,Tumwater,WA 98501 Mailing Address:PO Box 47848,Olympia,WA 98504 Telephone:360-236-3781 /Fax:360-236-3646 Email: Mary Dussol(a)doh.wa.aov Exhibit A,Statements of Work Page 11 of 23 Contract Number CLH18253-4 Revised as of July 16,2018 AMEND: IT#4 Exhibit A Statement of Work Contract Term: 2018-2020 DOH Program Name or Title: Office of Emergency Preparedness&ResMonse- Local Health Jurisdiction Name: Mason County Public Health Effective July 1,2018 Contract Number: CLH18253 SOW Type: Original Revision#(for this SOW) Funding Source Federal Compliance Type of Payment ®Federal Subrecipient (check if applicable) ®Reimbursement ❑ State ®FFATA(Transparency Act) ❑Fixed Price Period of Performance: July 1,2018 through June 30.2019 E]Other Research&Development Statement of Work Purpose: The purpose of this statement of work is to establish the funding and tasks for the Public Health Emergency Preparedness and Response program for the 2018 grant period. Revision Purpose: N/A MFunding Period Current Change Total Chart of Accounts Program Name or Title CFDA# BARS aster Revenue Index (LHJ Use Only) Consideration Increase(+) Consideration Code Code Start Date End Date FFY18 EPR PHEP BPI SUPP LHJ FUNDING 93.069 333.93.06 18101580 07/01/18 06/30/19 0 48,453 48 453 0 48,453 48,453 TOTALS Payment Task *May Support PHAJI Due Date/Time Information and/or Standards/Measures Task/Activity/Description Deliverables/Outcomes Frame NumberAmount 1 Attend emergency preparedness events,(e.g. Submit summary on the mid-year December 31,2018 Reimbursement for trainings,meetings,conference calls,and and end of year progress report. and June 28,2019 actual costs not to conferences)as necessary to advance LHJ exceed total funding preparedness or complete the deliverables in this consideration amount. statement of work. Submit completed templates to Upon request by DOH 2 Complete reporting templates as requested by DOH to comply with program and federal grant DOH requirements(e.g.performance measures,gap analysis,mid-year and end-of-year reporting templates,etc. 3 Training&Evaluation: Submit mid-year and end-of-year December 31,2018 progress reports and June 28,2019 3.1)Provide training for appropriate staff who serve in the Emergency Operations Center(EOC) Provide agenda and sign in sheets June 28,2019 and the Emergency Support Function#8(ESF#8) of trainings conducted,with role on the Incident Command System,ESF#8 attendee signatures and contact response plans and policies. information or registrations if Exhibit A,Statements of Work Page 12 of 23 Contract Number CLH18253-4 Revised as of July 16,2018 AMEND] T#4 Payment *May Support PHAB Due Date/Time Information and/or Task Task/Activity/Description Deliverables/Outcomes Frame Number Standards/Measures Amount training is not conducted by the 3.2)Train appropriate public health emergency LHJ response staff on Web EOC or applicable information management system utilized by local emergency management in the county. 3.3)Participate in an evaluation of response Document participation in June 28,2019 valuation on midyear and end of capabilities based on a standard evaluation tool evaluation progress report. created b DOH. Submit mid-year and end-of-year December 31,20 4 Develop decision making protocol to support the rc progress reports and June 28,2019 Local Health Officer and the Public Health P P Administrator in making policy level decisions Submit decision making protocol June 28,2019 during an emergency. to DOH 2018 5 Maintain Washington Secure Electronic Submit mid-year and end-of-year December 31,019 ro ess reports and June 28,2019 Communication,Urgent Response and Exchange P gT p System(WASECURES)program as the primary emergency notification system within the LHJ and Submit list of registered users to June 28,2019 include all critical LHJ positions as registered include their title and role in the emergency response plan. users. 5.1) Conduct a notification drill using Submit results of notification drill. June 28,2019 WASECURES. Notes: Registered users must log in quarterly at a minimum. DOH will provide on-site technical assistance to LHJs,as needed,on utilizing WASECURES.LHJs may choose to utilize other notification systems in addition to WASECURES to alert staff during incidents. Submit mid-year and end-of--year December 31,2018 6 Use established procedures and plans to inform progress reports and June 28,2019 the public of threats to health and safety by various means. Include a list of the various mechanisms used by your LHJ for releasing Submit After Action Reports June 28,2019 (AARs)and messaging used to information to the public during drills,exercises inform the public during drills, or incident response. exercise or incident response. Include a summary of how communication tools were used. Submit mid-year and end-of-year December 31,2018 =during articipate in training on situational awareness progress reports and June 28,2019 an incident. Exhibit A,Statements of Work Page 13 of 23 Contract Number CLH18253-4 Revised as of July 16,2018 AMEND] T#4 Payment *May Support PHAB Due Date/Time Information and/or Task Task/Activity/Description Deliverables/Outcomes Frame Number Standards/Measures Amount 8 Update plan to request,receive and dispense . Submit mid-year and end-of-year December 31,2018 progress reports and June 28,2019 medical countermeasures.Plans should include the addresses of all local distribution sites(Hub) Submit updated plan to request, June 28,2019 identified by the LHJ. receive and dispense medical Note:Not all LHJs require a distribution site; countermeasures including to LHJs may partner with others to create a DOH. centralized distribution location. 9 Provide notification to the DOH Duty Officer at Submit mid-year and end-of-year December 31,2018 progress reports and June 28,2019 360-888-0838 or hanalert(a)doh.wa.gov for all response incidents involving utilization of Documentation that notification to June 28,2019 emergency response plans and structures. DOH was provided;or statement that no incident response occurred. 10 Provide LHJ situation reports to DOH during all Submit mid-year and end-of-year December 31,2018 incidents involving an emergency response by the progress reports and June 28,2019 LHJ. Submit Situation Reports. During all responses 11 Submit essential elements of information(EEIs) Submit mid-year and end-of-year December 31,2018 during incident response upon request by DOH. progress reports and June 28,2019 Provide information upon request. Upon request by DOH 12 Participate in the regional healthcare coalition Submit mid-year and end-of-year December 31,2018 (HCC)and attend coalition meetings as necessary progress reports and June 28,2019 Provide a summary of participation June 28,2019 in coalition activities. 13 2018 For all LHJs that have identified a Hub for receipt Submit mid-year and end-of-year December 31, of medical countermeasures from DOH during progress reports and June 28,2001919 disasters: • Participate in the 2019 T-Rex medication Documentation of participation in June 28,2019 distribution exercise by receiving a shipment the exercise of exercise medications from DOH at the designated local Hub. • LHJs are not required to test dispensing, transportation,or redistribution during the T- Rex exercise. Exhibit A,Statements of Work Page 14 of 23 Contract Number CLH18253-4 Revised as of July 16,2018 AMEND] 'T#4 * Due Date/Time Payment Task May Support PHABeasures Deliverables/Outcomes Frame Information and/or Task/Activity/Description/Description Standards/Measures Amount 14 Participate in one or more exercises or real world Submit mid-year and end-of-year December 31,2018 incidents testing each of the following: progress reports and June 28,2019 • The process for requesting and receiving AAR and Corrective Action Plan June 28,2019 mutual aid resources • The process for gaining and maintaining for each drill/exercise/incident situational awareness of,at a minimum: participated in. o The functionality of critical public health operations o The functionality of critical healthcare facilities and the services they provide o The functionality of critical infrastructure serving public health and healthcare facilities(roads,water,sewer, power,communications) o Number of disease cases o Number of fatalities attributed to an incident • Development of an ESF#8 situation report, or compilation of situational awareness information to be included in a County situation report • EOC or Incident Command System(ICS) activation *For Information Only: Funding is not tied to the revised Standards/Measures listed here. This information may be helpful in discussions of how program activities might contribute to meeting a Standard/Measure. More detail on these and/or other Public Health Accreditation Board(PHAB)Standards/Measures that may apply can be found at: littp•//www pliaboard org!yM content/uploads/PHAB-Standards-and-Measures-Version-l.O.pdf Program Specific Reg uirem ents/Narrative Any subcontract/s must be approved by DOH prior to executing the contract/s.. Deliverables are to be submitted to the ConCon deliverables mailbox at concondeliverables n,doh.wa.gov Special Requirements Federal Fundin¢Accountability and Transparency Act(FFATA) This statement of work is supported by federal funds that require compliance with the Federal Funding Accountability and Transparency Act(FFATA or the Transparency Act). The purpose of the Transparency Act is to make information available online so the public can see how the federal funds are spent. To comply with this act and be eligible to perform the activities in this statement of work,the LHJ must have a Data Universal Numbering System(DUNS®)number. Exhibit A,Statements of Work Page 15 of 23 Contract Number CLH18253-4 Revised as of July 16,2018 AMEND: IT#4 Information about the LHJ and this statement of work will be made available on USASpending_gov by DOH as required by P.L. 109-282. Restrictions on Funds(what funds can be used for which activities,not direct payments,etc) Please reference the Code of Federal Regulations: https//www ecfrgov/moi bin/retrieveECFR?gp=I&SID=58ffddb5363a27f26e9dl2ccec462549&ty=HTML.&h=L&mc=true&r=PART&n=pt2.1.200#se2.1.200 1439 DOH Program Contact Jennifer Albertson,Contract and Finance Specialist Department of Health P O Box 47960,Olympia,WA 98504-7960 360-236-4596/i nnifer.albertson n doh.wa.Qov Exhibit A,Statements of Work Page 16 of 23 Contract Number CLH18253-4 Revised as of July 16,2018 AMEND] T#4 Exhibit A Statement of Work Contract Term: 2018-2020 DOH Program Name or Title: Office of Immunization&Child Profile-Perinatal Local Health Jurisdiction Name: Mason County Public Health Hepatitis B-Effective July 1,2018 Contract Number: CLH18253 Funding Source Federal Compliance Type of Payment SOW Type: Revision Revision#(for this SOW) 1 ®Federal Subrecipient (check if applicable) ®Reimbursement E] State ®FFATA(Transparency Act) El Fixed Price Period of Performance: July 1,2018 through June 30,2019 ❑Other ❑Research&Develo ment Statement of Work Purpose: The purpose of this statement of work is to define required Perinatal Hepatitis B activities,deliverables,and funding. Revision Purpose: The purpose of this revision is to correct the Chart of Accounts Program Name/Title and the Master Index Code. Chart of Accounts Program Name or Title CFDA# BARS Master Funding Period Current Change Total Revenue Index (LHJ Use Only) Consideration None Consideration Code Code Start Date End Date FFY18 PPHF Ops 93.268 333.93.26 74310284 07/01/18 06/30/19 500 -500 0 FFY17 PPHF Ops 93.268 333.93.26 74310274 07/01/18 06/30/19 0 500 500 500 0 500 TOTALS Payment Task *May Support PHAB Due Date/Time Information and/or Task/Activity/Description Deliverables/Outcomes Frame Number Standards/Measures Amount 1 1. In coordination with hospitals,health care Enter information for each case By the last day of Reimbursement for providers,and health plans(if applicable), identified into the Perinatal each month actual costs incurred, conduct activities to prevent perinatal hepatitis Hepatitis B module of the not to exceed total B infection in accordance with the Perinatal Washington Immunization funding consideration Hepatitis B Prevention Program Guidelines, Information System amount. including the following: • Identification of hepatitis B surface antigen(HBsAG)-positive pregnant women and pregnant women with unknown HBsAg status. • Reporting of HBsAg-positive women and their infants. • Case management for infants born to HBsAg-positive women to ensure administration of hepatitis B immune globulin(HBIG)and hepatitis B vaccine within 12 hours of birth,the completion of the 3-dose hepatitis B vaccine series,and post vaccination serologic testing. Exhibit A,Statements of Work Page 17 of 23 Contract Number CLH18253-4 Revised as of July 16,2018 AMEND] T #4 Payment *May Support PH" Due Date/Time Information and/or res Task Task/Activity/Description Deliverables/Outcomes Frame [Number Standards/MeasuAmount 2. Provide technical assistance to birthing hospitals to encourage administration of the hepatitis B birth dose to all newborns within 12 hours of birth,in accordance with Advisory Committee on Immunization Practices(ACIP) recommendations. 3. Report all perinatal hepatitis B investigations, including HBsAg-positive infants,in the Perinatal Hepatitis B Module of the Washington State Immunization Information System. *For Information Only: Funding is not tied to the revised Standards/Measures listed here. This information may be helpful in discussions of how program activities might contribute to meeting a Standard/Measure. More detail on these and/or other Public Health Accreditation Board(PHAB)Standards/Measures that may apply can be found at: http•//www phaboard ore/"-content/uploads/PHAB-Standards-and-Measures-Version-1.O.pdf Pro¢ram Specific Requirements/Narrative Tasks in this statement of work may not be subcontracted without prior written approval from DOH OICP. Special Requirements Federal Fundin¢Accountability and Transparencv Act(FFATA) This statement of work is supported by federal funds that require compliance with the Federal Funding Accountability and Transparency Act(FFATA or the Transparency Act). The purpose of the Transparency Act is to make information available online so the public can see how the federal funds are spent. To comply with this act and be eligible to perform the activities in this statement of work,the LHJ must have a Data Universal Numbering System(DUNS®)number. Information about the LHJ and this statement of work will be made available on USA Spending_gov by DOH as required by P.L. 109-282. Staffing Requirements Provide notification via email to oicpcontracts(),doh.wa.gov within fifteen(15)days of any changes to staffing for those who conduct work outlined in this statement of work. DOH Fiscal Contact DOH Program Contact DOH Contract Manager g Vanessa Mojica Tawney Harper,MPA Steffen Burney p Budget and Operations Manager Perinatal Hepatitis B Coordinator Special Projects Coordinator Office of Immunization and Child Profile Office of Immunization and Child Profile Office of Immunization and Child Profile Department of Health PO Box 47843,Olympia WA 98504-7843 Department of Health p PO Box 47843,Olympia WA 98504-7843 PO Box 47843,Olympia,WA 98504-7843 vanessa moiica(u�doh.wa.eov,360-236-3802 tawney harper ,doh.wa.eov,360-236-3525 steffen burneyna doh.wa.gov,360-236-3569 Page 18 of 23 Contract Number CLH18253-4 Exhibit A,Statements of Work Revised as of July 16,2018 AMEND], T#4 Exhibit A Statement of Work Contract Term: 2018-2020 DOH Program Name or Title: OICP-Promotion of Immunizations to Improve Local Health Jurisdiction Name: Mason County Public Health Vaccination Rates-Effective July 1,2018 Contract Number: CLH18253 Federal Compliance Type of Payment Funding Source SOW Type: Revision Revision#(for this 50W) 1 ®Federal Subrecipient (check if applicable) ®Reimbursement ❑ State N FFATA(Transparency Act) ❑Fixed Price Period of Performance: July 1,2018 through June 30,2019 ❑Other Research&Development Statement of Work Purpose: The purpose of this statement of work is to contract with local health to conduct activities to improve immunization coverage rates. Revision Purpose: The purpose of this revision is to correct the Chart of Accounts Program Name/Title and the Master Index Code. otal Chart of Accounts Program Name or Title CFDA# BARS Master Funding Period Current Change ons Revenue Index (LHJ Use Only) Consideration None Consideration Code Code Start Date End Date FFY18 Increasin Immzs Rates ConCon 93.268 333.93.26 74310285 07/01/18 06/30/19 5,600 -5,600 0 FFY17 Increasin Immunization Rates 93.268 333.93.26 74310276 07/01/18 06/30/19 0 5,600 5,600 5,600 1 0 5,600 TOTALS Due Date/Time Payment Task May Support PHAB Deliverables/Outcomes Information and/or Number Task/Activity/Description Standards/Measures Frame Amount 1 Develop a proposal to improve immunization Written proposal and a report that August 1,2018 Reimbursement for coverage rates for a target population by increasing shows starting immunization rates actual costs incurred, promotion activities and collaborating with for the target population not to exceed total community partners. The proposal must meet funding consideration guidelines outlined in the Local Health Jurisdiction amount. Funding Opportunity Promotion of Immunizations See Restrictions on to Increase Vaccination Rates announcement. Funds below. Written report describing the November 30,2018 Reimbursement for 2 Upon approval of proposal,implement the plan to increase immunization coverage rates with the progress made on reaching actual costs incurred, target population identified. milestones for activities identified March 31,2019 not to exceed total in the plan(template will be funding consideration provided) amount. See Restrictions on Funds below Exhibit A,Statements of Work Page 19 of 23 Contract Number CLH18253-4 Revised as of July 16,2018 AMEND IT#4 Payment Task/Activity/Description Deliverables/Outcomes Frame Task *May Support PHAB Due Date/Time Information and/or Number Standards/Measures Amount Final written report,including a June 15,2019 Reimbursement for 3 Conduct an evaluation of the interventions implemented. report showing ending actual costs incurred, immunization rates for the target not to exceed total population(template will be funding consideration provided) amount. See Restrictions on Funds below *For Information Only: Funding is not tied to the revised Standards/Measures listed here. This information may be helpful in discussions of how program activities might contribute to meeting a Standard/Measure. More detail on these and/or other Public Health Accreditation Board(PHAB)Standards/Measures that may apply can be found at: littp//www phaboard orelwp content/uploads/PHAB-Standards-and-Measures-Version-1.O.pdf Pro¢ram Specific Re4uirements/Narrative Tasks in this statement of work may not be subcontracted without prior written approval from DOH OICP. Special Requirements Federal Funding Accountability and Transparency Act(FFATA) This statement of work is supported by federal funds that require compliance with the Federal Funding Accountability and Transparency Act(FFATA or the Transparency Act). The purpose of the Transparency Act is to make information available online so the public can see how the federal funds are spent. To comply with this act and be eligible to perform the activities in this statement of work,the LHJ must have a Data Universal Numbering System(DUNS®)number. Information about the LHJ and this statement of work will be made available on USASpending.gov by DOH as required by P.L. 109-282. Restrictions on Funds(what funds can be used for which activities,not direct payments,etc.) Allowable Uses of Federal Operations Funds document(dated 12/20/2017)is posted on the DOH Consolidated Contract website at this link. These federal funds may not be used for expenses related to travel or attendance at any non-DOH sponsored conference,training,or event without prior written approval from the DOH Office of Immunization and Child Profile. Other Deliverables may be sent electronically via email to oicpcontracts@doh.wa.eov,by fax to 360-236-3590,or by mail to PO Box 47843, Olympia WA 98504-7843 DOH Program Contact DOH Fiscal Contact Tawney Harper,MPA Vanessa Mojica Budget and Operations Manager Special Projects Coordinator Office of Immunization and Child Profile Office of Immunization and Child Profile Department of Health Department of Health PO Box 47843,Olympia WA 98504-7843 PO Box 47843,Olympia WA 98504-7843 tawney.harper@doh.wa.gov/360-236-3525 vanessa mojicaadoh.wa.Qov/360-236-3802 Exhibit A,Statements of Work Page 20 of 23 Contract Number CLH18253-4 Revised as of July 16,2018 AMEND] T#4 Exhibit A Statement of Work Contract Term: 2018-20207 DOH Program Name or Title: Prescription Drug Overdose Prevention for States Local Health Jurisdiction Name: Mason County Public Health Supplement-Effective January 1 2018 Contract Number: CLH18253 Funding Source Federal Compliance i ype of Payment SOW Type: Revision Revision#(for this SOW) 2 ®Federal Subrecipient (check if applicable) Reimbursement ❑State ®FFATA(Transparency AcFixed Price Period of Performance: January 1,2018 through September 30,2019 Other Research&Develo ment ant(5 02734)an Statement of Work Purpose: Under the Centers for Diseaseposition will be staffed by a public(CDCPrescription health nurse and other publ c health professio alt conductt thelwo kO Opioid Overdose Prevention position will be funded.This p described below.Positions will provide community and prescriber technical assistance and education to help prevent overdoses,and to improve clinical care for patients taking opioids for chronic pain and those with opioid use disorder. Mason County Public Health(MCPH)will 1)follow up with nonfatal overdose patients,provide training for overdose reversal,and refer nonfatal overdose patients to treatment and other services;2)if the overdose involved a prescription opioid,follow up with the prescriber regarding the nonfatal overdose; 3)when available obtain a list of patients' bing prescriptions from the Prescription Drug Monitoring Program(PD1VIPo,�►onfafollow tal overdose patients in Mason County and the niscuss opioid umber of patients erved by the pubhIc health basis provide DOH with opioid overdose reports which include the number consultant;5)perform public outreach,education and trainings to improve community awareness around opioid use and opioid overdose;and 6)attend monthly meetings with DOH and provide updates on activities. ance from September 30,2018 to September 30,2019,and add additional tasks and funding of Revision Purpose: The purpose of this revision is to extend the period of perform $75,000 for funding year September 1,2018 through August 31,2019. Chart of Accounts Program Name or Title CFDA# BARS :77:52027 ster Funding Period Current Change Total Revenue ex (LHJ Use Only) Consideration Increase(+) Consit000 Code de Start Date End Date 93.136 333.93 1 01/01/18 08/31/18 Al 027 0 FFY17 PRESCRIPTION DRUG OD-SUPP 0 75 000 FFY18 PRESCRIPTION DRUG OD 93.136 333.93.13 77520281 09/01/18 08/31/19 63,027 75,000 138 027 TOTALS *May Support PHAB ;Payment Information Task Task/Activity/Description Deliverables/Outcomes Due Date/Time Frameand/or Amount Number Standards/Measures1, Follow up with overdose patients in Provide monthly reports to DOH MCPH will submit monthlythly invoices for Mason County to connect them to which includes number of fatal and written progress reports of al cost reimbursement evidence based substance abuse nonfatal overdoses and number of ongoing activities erg DOH will DOH.be submitted to persons contacted. Fe January 1, treatment and other needed services. p 2018—August 31,2018. Increase outreach to persons with substance use disorder SUD to Page 21 of 23 Contract Number CLH18253-4 Exhibit A,Statements of Work Revised as of July 16,2018 AMEND 4T #4 Task *May Support PHAB Payment Information Number Task/Activity/Description Standards/Measures Deliverables/Outcomes Due Date/Time Frame and/or Amount navigate services such as evidence Report technical assistance Final report to be submitted Total of all invoices will based treatment and recovery support. provided(dates,location, by September 30,2018. not exceed$63,027 participants-TA consultation)If through August 31,2018. In the case of a suspected opioid materials are prepared,please (See Special Instructions overdose: share. below.) Final invoice must be Notify the person's prescribers listed in received by the PMP and person's primary care At least one(1)community forum September 15,2018. provider,if known,of the overdose will be held where opioid addiction event. and treatment is discussed. (See Special Billing Requirements below.) Provide technical assistance,training, Provide updates on ongoing consultation and resources regarding activities related to opioid opioid prescribing guidelines and opioid overdose prevention and linkages use disorder. to treatment at monthly meetings with DOH. Provide public outreach,education,and training to community around opioids Will report on these efforts and and opioid use disorder. discussions at meetings with DOH. mss` Increase prevention activities such as naloxone education to include law enforcement, discuss overdose response and prevention efforts by the sheriff's 1 office, tribal police, etc. Continuation of activities above for new Continuation of deliverables/ MCPH will submit monthly Monthly invoices for funding year. Increase staff assigned to outcomes listed above. written progress reports of actual cost reimbursement 24 hours a week. ongoing activities through will be submitted to DOH. 3 August 31, 2019. Total of all invoices for R, Final report to be submitted this funding period will by September 30, 2019. not exceed $75,000 (See Special Instructions Final invoice must be below.) received by September 15,2019. Exhibit A,Statements of Work Page 22 of 23 Contract Number CLH18253-4 Revised as of July 16,2018 AMENL_.__NT 44 Task Task/Activity/Description *May Support PHAB Deliverables/Outcomes Due Date/Time Frame Payment Information Number Standards/Measures and/or Amount (See Special Billing Requirements below. *For Information Only: Funding is not tied to the revised Standards/Measures listed here. This information may be helpful in discussions of how program activities might contribute to meeting a Standard/Measure. More detail on these and/or other Public Health Accreditation Board(PHAB)Standards/Measures that may apply can be found at: http://www.phaboard.org/wp-content/uploads/PHAB-Standards-and-Measures-Version-1 0 pdf Proeram Specific Requirements/Narrative Special Requirements Federal Fundine Accountability and Transparency Act(FFATA) This statement of work is supported by federal funds that require compliance with the Federal Funding Accountability and Transparency Act(FFATA or the Transparency Act). The purpose of the Transparency Act is to make information available online so the public can see how the federal funds are spent. To comply with this act and be eligible to perform the activities in this statement of work,the LHJ must have a Data Universal Numbering System(DUNS®)number. Information about the LHJ and this statement of work will be made available on USASpending.gov by DOH as required by P.L. 109-282. Staffing Requirements: Added time for specialist to perform community outreach Restrictions on Funds(what funds can be used for which activities,not direct payments,etc): This gram eannet be used te peogrerfeed er-&�bfkfier events. This grant cannot be used for purchase of food/drinks, lobbying,for purchase of naloxone or for distribution of sterile needles or syringes. Special Billing Requirements: DOH will provide an A19-1A invoice voucher form that must be used for monthly billing. Special Instructions AMnihly iswimen pregFess reper4s on D014 provided templaie via email and eenftrenee eags with D014pi-egram eentaets. Monthly written progress reports via email and conference calls with DOH program contacts. DOH Program Contacts: Jennifer Alvisurez Rachel Meade Program Manager Opioid Overdose Prevention Specialist Injury and Violence Prevention Injury and Violence Prevention Office of Community Health Systems Phone: 360-236-2846 Washington State Department of Health rachel.meade@doh.wa.gov P.O.Box 47853 47855,Olympia,WA 98504-7855 Phone:360-236-2845 Fax:360-236-2830 iennifer.alvisurez@doh.wa.gov Exhibit A, Statements of Work Page 23 of 23 Contract Number CLH18253-4 Revised as of July 16,2018 EXHI-._ _4 Contract Number'. CLH18253 ALLOCATIONS Date: July 16,2018 ason County Public licalth Contract Term:2018-2020 direct Rate as of January 2018: 13.71% ` DOH Use Only Funding Chart of BARS Statement of Work Chart of Accounts Period Accounts Federal Award Revenue Funding Period Funding Period Total Identification# Amend# CFDA* Code** Start Date End Date Start Date End Date Amount Sub Total hart of Accounts Program Title $85,330 00788801 Amd2 66.123 333.66.12 Ol/Ol/18 03/31!19 10/01/14 08/31/19 $10,904 $85,330 EP 5-6 Onsite Sewage Management OOJ88801 N/A 66.123 333.66.12 01/01/18 03/31/19 10/01/14 08/31/19 $74,426 EP 5-6 Onsite Sewage Management 01718001 $86,541 $86,541 Amd2 66.123 333.66.12 01/01/18 03/31/19 . 07/01/17 06/30/19 ($13,337) 'S SSI 1-5 OSS Task ON/A 66.123 333.66.12 01/01/18 03/31/19 07/01/17 06/30/19 $99,878 'S SSI 1-5 OSS Task 4 J18001 $28,979 $28,979 18 $19,991717 NU90TP921889-01 Amd2 93.069 333.93.06 01/01/18 06/30/18 07/01/17 07/02/18 $9, T'Y17 EPR PHEP BPI LHJ Funding NU90TP921889-01 N/A 93.069 333.93.06 01/01/18 06/30/18 07/01/17 07/02/ �FY17 EPR PHEP BPI LHJ Funding $48,453 $48,453 $48,453 i�FY18 EPR PREP BPI Supp LHJ Funding Nli90TP921889-01 Amd 4 93.069 333.93.06 07/01/18 06/30/19 07/01/18 06/30/19 09/01/18 08/3]/19 $75,000 $75,000 $138,027 NGA Not Received Amd 4 93.136 333.93.13 09/01/18 08/31/19 FFY18 Prescription Drug OD-Supp U17CE002734 Amd 2 93.136 333.93.13 01/01/18 08/31/18 09/01/17 08/31/18 $29,627 $63,027 FFY17 Prescription Drug OD-Supp U17CE002734 N/A 93.136 333.93.13 01/01/18 08/31/18 09/01/17 08/31/18 $33,400 FFY17 Prescription Drug OD-Supp $5,600 $5,600 FFY17 Increasing Immunization Rates NGA Not Received Amd 3,4 93.268 333.93.26 07/01/18 06/30/19` 07/01/18 06/30/19 $5,600 $500 $500 FFY17 PPHF Ops NGA Not Received Amd 3,4 93.268 333.93.26 07/01/18 06/30/19 07/01/18 06/30/19 $500 $1,423 FFY17 317 Ops 5NH23IP000762-05-00 N/A 93.268 333.93.26 Ol/Ol/18 06/30/18 � 04/01/]7 06/30/18 $1,423 $1,423 $4,293 FFY17 AF1X 5NH231P000762-05-00 N/A 93.268 333.93.26 01/Ol/18 06/30/18 ; 04/01/17 06/30/18 $4,293 $4,29 $2,228 5NH231P000762-05-00 N/A 93.268 333.93.26 01/01/18 06/30/18 ` 04/01/17 06/30/18'$ $2.228 $2,228 FFY17 VFC OpsNGA Not Received $67,694 $67,694 $123,809 Amd 4 93.994 333.93.99 10/01/18 09/30/19� 10/01/18 09/30/19 FFY19 MCHBG LHJ Contracts NGA Not Amd2 93.994 333.93.99 01/01/18 09/30/18 + 10/01/17 09/30/18 $5,344 $56,115 FFY18 MCHBG LHJ Contracts B04MC31524 N/A 93.994 333.93.99 01/01/18 09/30/18 ` 10/01/17 09/30/18" $50,771 FFY18 MCHBG LHJ Contracts $5,000 Amd3 N/A 334.04.90 07/01/18 06/30/19 07/01/17 06/30/19 $5,000 $5,000 FY2 Group B Programs for DW(FO-SW) $2,500 $2,500 N/A N/A 334.04.90 01/01/18 06/30/18 07/01/17 06/30/19 $2,500 GFS-Group B(FO-SW) a N/A 334.04.93 0 x I,-1111 $4,500 Anil 7/01/18 06/30/19 07/01/18 06/30/19 $1,500 SFY2 Lead Environments of Children Amd 2 N/A 334.04.93 01/01/18 06/30/18 07/01/17 06/30/18 $1,500 $3,000 SFYI Lead Environments of Children Amd 1 N/A 334.04.93 01/01/18 06/30/18 07/01/17 06/30/18 $1,500 SFYI Lead Environments of Children $7,500 N/A N/A 334.04.93 01/01/18 06/30/19 07/01/17 06/30/19 $7,500 $7,500 Rec Shellfish/Biotoxin Page I of 2 EXII -4 ALLOCATIONS Contract Number: CLH18253 Jason County Public Health Date: July 16,2018 Contract Term:2018-2020 ndirect Rate as of January 2018: 13.71% I DOH Use Only BARS Statement of Work Chart of Accounts Funding Chart of Federal Award Revenue Funding Period Funding Period Period Accounts ;hart of Accounts Program Title Identification# Amend# CFDA* Code** Start Date End Date Start Date End Date Amount Sub Total Total Vastewater Management-GFS N/A N/A 334.04.93 07/01/18 06/30/19 07/01/17 06/30/19 $60,000 $60,000 $60,000 THS Funding for LHJs Dir Amd 3 N/A 336.04.25 07/01/18 06/30/19 07/01/17 06/30/19 $42,000 $42,000 $42,000 lR 20 SRF-Local Asst(15%)(FS)SS Amd 3 N/A 346.26.64 01/01/18 12/31/18 07/01/17 12/31/18 ($12,000) $0 $0 (R 20 SRF-Local Asst(151/6)(FS)-SS N/A Amd 3 N/A 346.26.64 01/01/18 12/31/18 07/01/17 12/31/18 $12,000 fR 21 SRF-Local Asst(15%)(FS)SS Amd 3 N/A 346.26.64 01/01/18 12/31/18 07/01/17 06/30/19 $12,000 $12,000 $12,000 >anitary Survey Fees(FO-SW)-SS State N/A,Amd 3 N/A 346.26.65 01/01/18 12/31/18 07/01/17 06/30/19 $12,000 $12,000 $12,000 YR 20 SRF-Local Asst(15/o o )(FS)TA Amd3 N/A 346.26.66 01/01/18 12/31/18 :07/01/17 12/31/18 ($2,000) $0 $0 Yr 20 SRF-Local Asst(15%)(FS)-TA N/A,Amd 3 N/A 346.26.66 01/01/18 12/31/18 07/01/17 12/31/18 $2,000 YR 21 SRF-Local Asst(15%)(FS)TA Arad 3 N/A 346.26.66 01/01/18 12/31/18 07/01/17 06/30/19 $2,000 $2,000 $2,000 $672,683 $672,683 TOTAL Total consideration: $480,036 GRAND TOTAL $672,683 $192,647 Total Fed $525,183 GRAND TOTAL $672,683 Total State 5147,500 *Catalog of Federal Domestic Assistance **Federal revenue codes begin with"333". State revenue codes begin with"334". Page 2 of 2 EXHi_-- _ 4 Contract Number: CLH18253 ALLOCATIONS Date: July 16,2018 ,son County Public Health Contract Term:2018-2020 direct Rate as of January 2018: 13.71% "` DOH Use Only Funding Chart of BARS Statement of Work Chart of Accounts Period Accounts Federal Award Revenue Funding Period Funding Period te Amount Sub Total Total Identification# Amend# CFDA* Code** Start Date End Date Start Date End Da hart of Accounts Program Title $85,330 OOJ88801 Amd 2 66.123 333.66.12 01/01/18 03/31/19 10/01/14 08/31/19 $10,904 $85,330 EP 5-6 Onsite Sewage Management OOJ88801 N/A 66.123 333.66.12 01/01/18 03/31/19 10/01/14 08/31/19 $74,426 EP 5-6 Onsite Sewage Management $86,541 $86,541 OIJ18001 Amd 2 66.123 333.66.12 01/01/18 03/31/19 07/01/17 06/30/19 ($13,337) S SSI 1-5 OSS Task 01J18001 N/A 66.123 333.66.12 01/01/18 03/31/19 07/01/17 06/30/19 $99,878 S SSI 1-5 OSS Task 4 FY17 EPR PHEP BPI LHJ Funding NU90TP921889-01 Amd 2 93.069 333.93.06 Ol/01/18 06/30/18 07/01/17 07/02/18 $9,062 $28,979 $28'97 NU90TP921889-01 N/A 93.069 333.93.06 01/01/18 06/30/18 07/01/17 07/02/18 $19,917 FY 17 EPR PHEP BPI LHJ Funding $48,453 �FY18 CPR PREP BPI Supp LHJ Funding N1190TP921889-01 Amd 4 93.069 333.93.06 07/01/18 06/30/19 07/01/18 06/30/19 $48,453 $48,453 NGA Not Received Amd 4 93.136 333.93.13 09/01/18 08/31/19 �09/01/18 08/3]/]9 $75,000 $751000 $138,027 FFY18 Prescription Drug OD-Supp NGA N Amd 93.136 333.93.13 01/0 1/18 08/31/18 ,'09/01/17 08/31/18 $29,627 $63,027 0 Ree FY17 Prescription Drug OD-Supp U17U17CE002734 N/A 93.136 333.93.13 01/01/18 08/31/18 09/01/17 08/31/18 $33,400 FFY17 Prescription Drug OD-Supp $5,600 FFY17 Increasing Immunization Rates NGA Not Received Amd 3,4 93.268 333.93.26 07/01/18 06/30/19 ' 07/01/18 06/30/19 $5,600 $5,600 FFY171'PHFOps 1/18 06/30/19 `07/01/18 06/30/19 $500 $500 $500 NGA Not Received Amd 3,4 93.268 333.93.26 07/0 FFY17 317 Ops 5NH231P000762-05-00 N/A 93.268 333.93.26 Ol/Ol/18 06/30/18 104/01/17 06/30/18 $1,423 $1,423 $1,423 SNH23Ip000762-OS-00 N/A 93.268 333.93.26 Ol/01/18 06/30/18 =,04/01/17 06/30/18 $4,293 $4,293 $4,293 FFY17 AFIX $2,228 FFY17 VFC Ops 5NH231P000762-05-00 N/A 93.268 333.93.26 01/01/18 06/30/18 04/01/17 06/30/18 $2,228 $2,228 NCA Not Received Amd 4 93.994 333.93.99 10/01/18 09/30/19 i 10/01/18 09/30/19 a $67,694 $67,694 $123,809 FFY19 MCHBG LHJ Contracts B04MC31524 Amd2 93.994 333.93.99 01/01/18 09/30/18 10/01/17 09/30/18 $5,344 $56,115 FFY18 MCHBG LHJ Contracts B04MC31524 N/A 93.994 333.93.99 01/01/18 09/30/18 10/01/17 09/30!18 $50,771 FFY18 MCHBG LHJ Contracts for (FO-SW) Anid3 N/A 334.04.90 07/01/18 06/30/19 07/01/17 06/30/19 $5,000 $5,000 $5,000 FY2 Group B Programs (F $2,500 N/A N/A 334.04.90 01/01/18 06/30/18 07/01/17 06/30/19=' $2,500 $2,500 GFS-Group B(FO-SW) $1,500 $4,500 Amd 4 N/A 334.04.93 07/01/18 06/30/19 07/01/18 06/30/19 a $1,500 SFY2 Lead Environments of Children Amd2 N/A 334.04.93 01/01/18 06/30/18 07/01/17 06/30/18 $1,500 $3,000 SFYI Lead Environments of Children Amd I N/A 334.04.93 01/01/18 06/30/18 ' 07/01/17 06/30/18'4 $1,500 SFYI Lead Environments of Children 1 $7,500 N/A N/A 334.04.93 01/01/18 06/30/19 07/0]/17_ _06/30/19 $7,500 $7,500 Rec Shellfish/Biotoxin Page 1 of 2 EXHIBu n-y Contract Number: —LH18253 ALLOCATIONS Date: July 16,2018 son County Public Health Contract Term:2018-2020 DOH Use Only Funding Chart of irect Rate as of January 2018: 13.71% BARSStatement of Work Chart of Accounts Period Accounts Revenue Funding Period Funding Period Sub Total Total Federal Award CFDA Code Start Date End Date Start Date End Date Amount Identification# Amend# $60,000 art of Accounts Pro ram Title $60,000 $60,000 N/A N/A 334.04.93 07/01/18 06/30/19 07/01/17 06130/]9 $42,p00 astewater Management-GFS $42,000 $42,000 Amd3 N/A 336.04.25 07/01/18 06/30/19 07/01/17 06/30/]9 $0 QHS Funding for LHJs Dir $p N/A 346.26.64 01/01/18 12/31/18 07/O1/l7 12/31/18 ($12,00 Amd 3 $12,000 R 20 SRF-Local Asst(15%)(FS)SS N/A Arad 3 N/A 346.26.64 01/01/18 12/31/18 07/01/17 12/31/18 000, $12 $12,000 R 20 SRF-Local Asst(15%)(FS)-SS Amd 3 N/A 346.26.64 01/01118 12/31/18 07/01117 06/30119 $12,00 $12,000 R 21 SRF-Local Asst(15%)(FS)SS $12,000 $12,000 NIA,Amd 3 N/A 346.26.65 01/01/18 12/31/18 07101/17 06130/19 $0 unitary Survey Fees(FO-SW)- SS State $0 Amd3 N/A 346.26.66 01/01/18 12/31/18 07/01/]7 12/31/18 ($2,00 fR 20 SRF-Local Asst(15%)(FS)TA N/A,Aind 3 N/A 346.26.66 01/01/18 12/31/18 07/01/17 12/31/18 $2,000 2 0 $2,000 $2,000 �'r 20 SRF-Local Asst(15%)(FS)-TA $2,000 Amd 3 N/A 346.26.66 01/01/18 12/31/18 07/01/]7 06/30/19 YR 21 SRF-Local Asst(15%)(FS)TA $672,683 $672,683 GRAND TOTAL $672,683 TOTAL $480,036 $525,183 Total consideration: $192,647 Total Fed $147,500 Total State $672,683 GRAND TOTAL *Catalog of Federal Domestic Assistance **Federal revenue codes begin with"333". State revenue codes begin with"334". Page 2 of 2 ;hibit C-4 Sc....-ule of Federal Awards mlvl, .DMENT#4 Date:July 16,2018 ON COUNTY HEALTH SERVICESSWV0001893-04 TRACT CLI-118253-Mason County Public Health TRACT PERIOD: 01/01/2018-12/31/2020 DOH Total Amt Allocation Period 1 of Accounts Program Title BARS Federal Federal Start End Contract Amt CFDA CFDA Program Title Federal Agency Name Federal Award Federal Grant Award Name Award Date Award Date Date Identification Number Puget Sound Action Agenda: 511-5 OSS TASK 4 333.66.12 08/02/16 $5,000,000 01/01/18 03/31/19 $86,541 66.123 Technical Investigations and Environmental Protection Agency 01,118001 PUGET SOUND SHELLFISH Implementation Assistance Region 10 STRATEGIC INITIATIVE LEAD Program Puget Sound Action Agenda: 5-6 ONSITE SEWAGE MANAGEMENT 333.66.12 01/09/11 $2,490,000 01/01/18 03/31/19 $85,330 66.123 Technical Investigations and Environmental Protection Agency OOJB8801 PUGET SOUND RESTORATION Implementation Assistance Region 10 PROJECT Program Department of Health and Human HOSPITAL PREPAREDNESS Public Health Emergency PROGRAM AND PUBLIC HEALTH 8 EPR PHEP BPI SUPP LHJ FUNDING 333.93.06 06/01/18 $11,062,782 07/01/18 06/30/19 $48,453 93.069 Preparedness Services Centers for Disease Control NU9OTP921889-01 EMERGENCY PREPAREDNESS and Prevention COOPERATIVE AGREEMENT Public Health Emergency Department of Health and Human HPP AND PHEP COOPERATIVE 7 EPR PHEP BPI LHJ FUNDING 333.93.06 07/18/17 $11,062,782 01/01/18 06/30/18 $28,979 93.069 Preparedness Services Centers for Disease Control NU90TP921889-01 AGREEMENT and Prevention NGA Not NGA Not Injury Prevention and Control Department of Health and Human PRESCRIPTION DRUG OVERDOSE 8 PRESCRIPTION DRUG OD-SUPP 333.93.13 Received Received 09/01/18 08/31/19 $75,000 93.136 Research and State and Services Centers for Disease Control U17CE002734 FOR STATES Community Based Programs and Prevention Injury Prevention and Control Department of Health and Human PRESCRIPTION DRUG OVERDOSE 7 PRESCRIPTION DRUG OD-SUPP 333.93.13 03/16/16 $4,031,632 01/01/18 08/31/18 $63,027 93.136 Research and State and Services Centers for Disease Control U17CE002734 FOR STATES Community Based Programs and Prevention NGA Not NGA Not Immunization Cooperative Department of Health and Human 17 PPHF OPS 333.93.26 Received Received 07/01/16 06/30/19 $500 93.268 Agreements Services Centers for Disease Control NGA Not Received NGA Not Received and Prevention NGA Not NGA Not Immunization Cooperative Department of Health and Human 17 INCREASING IMMUNIZATION RATES 333.93.26 Received Received 07!01/18 06/30/19 $5,600 93.268 Agreements Services Centers for Disease Control NGA Not Received NGA Not Received and Prevention Immunization Cooperative Department of Health and Human IMMUNIZATION GRANT AND 17 VFC OPS 333.93.26 03/03/17 $1,201,605 01/01/18 06/30/18 $2,228 93.268 Agreements Services Centers for Disease Control 5NH231P000762-05-00 VACCINES FOR CHILDREN'S and Prevention PROGRAM Department of Health and Human IMMUNIZATION GRANT AND Immunization Cooperative 17 AFIX 333.93.26 03/03/17 $1,672,289 01/01/16 06/30/16 $4,293 93.268 Agreements Services Centers for Disease Control 5NH231P000762-05-00 VACCINES FOR CHILDREN'S and Prevention PROGRAM Immunization Cooperative Department of Health and Human IMMUNIZATION GRANT AND 17 317 OPS 333.93.26 03/03/17 $575,969 01/01/18 06/30/18 $1,423 93.266 Agreements Services Centers for Disease Control 5NH231P000762-05-00 VACCINES FOR CHILDREN'S and Prevention PROGRAM NGA Not NGA Not Maternal and Child Health Services Department of Health and Human 19 MCHBG LHJ CONTRACTS 333.93.99 Received Received 10/01/16 09/30/19 E67,694 93.994 Block Grant to the States Services Health Resources and NGA Not Received NGA Not Received Services Administration Maternal and Child Health Services Department of Health and Human MATERNAL AND CHILD HEALTH 18 MCHBG LHJ CONTRACTS 333.93.99 10/20/17 $1,650,528 01/01/18 09/30/18 $56,115 93.994 Block Grant to the States Services Health Resources and B04MC31524 SERVICES Services Administration TOTAL $525,183 Page 1 of 1 :xhibit C-4 S dule of Federal Awards „r.rL]NDMENT#4 Date:July 16,2018 1SON COUNTY HEALTH SERVICESSWV0001893.04 )NTRACT CLI-1118253-Mason County Public Health )NTRACT PERIOD: 01/01/2018-12/31/2020 DOH Total Amt Allocation Period cart of Accounts Program Title BARS Federal Federal Start End Contract Amt CFDA CFDA Program Title Federal Agency Name Federal Award Federal Grant Award Name Award Date Award Date Date Identification Number Puget Sound Action Agenda: SSI 1-5 OSS TASK 4 333.66.12 08/02/16 $5,000,000 01/01/18 03/31/19 $86,541 66.123 Technical Investigations and Environmental Protection Agency 01.178001 PUGET SOUND SHELLFISH Implementation Assistance Region 10 STRATEGIC INITIATIVE LEAD Program Puget Sound Action Agenda: P 5-6 ONSITE SEWAGE MANAGEMENT 333.66.12 01/09/11 $2,490,000 01/01/18 03/31/19 $85,330 66.123 Technical Investigations and Environmental Protection Agency OOJ88801 PUGET SOUND RESTORATION Implementation Assistance Region 10 PROJECT Program HOSPITAL PREPAREDNESS Department of Health and Human Y18 EPR PHEP BPI SUPP LHJ FUNDING 333.93.06 08/01/18 $11,062,782 07/01/18 06/30/19 $48,453 93.069 Public Health Emergency Services Centers for Disease Control NU90TP921889-01 PROGRAM AND PUBLIC HEALTH Preparedness and Prevention EMERGENCY PREPAREDNESS COOPERATIVE AGREEMENT Y17 EPR PHEP BPI LHJ FUNDING 333.93.06 07/16/17 $11,062,762 01/01/18 06/30!18 $28,979 93.069 Public Health Emergency Department of Health and Human HPP AND PHEP COOPERATIVEPreparedness Services Centers for Disease Control NU90TP921889-01 AGREEMENT and Prevention NGA Not NGA Not Injury Prevention and Control Department of Health and Human PRESCRIPTION DRUG OVERDOSE Y18 PRESCRIPTION DRUG OD-SUPP 333.93.13 Received Received 09/01/16 08/31/19 $75,000 93.136 Research and Slate and Services Centers for Disease Control U17CE002734 FOR STATES Community Based Programs and Prevention Injury Prevention and Control Department of Health and Human PRESCRIPTION DRUG OVERDOSE Y17 PRESCRIPTION DRUG OD-SUPP 333.93.13 03/16/16 $4,031,632 01/01/16 08/31/18 $63,027 93.136 Research and State and Services Centers for Disease Control U17CE002734 FOR STATES Community Based Programs and Prevention NGA Not NGA Not Immunization Cooperative Department of Health and Human Y17 PPHF OPS 333.93.26 Received Received 07/01/18 06/30/19 $500 93.268 Agreements Services Centers for Disease Control NGA Not Received NGA Not Received and Prevention NGA Not NGA Not Immunization Cooperative Department of Health and Human Y17 INCREASING IMMUNIZATION RATES 333.93.26 Received Received 07/01/18 06/30/19 $5,600 93.266 Agreements Services Centers for Disease Control NGA Not Received NGA Not Received and Prevention Immunization Cooperative Department of Health and Human IMMUNIZATION GRANT AND Y17 VFC OPS 333.93.26 03/03/17 $1,201,605 01/01/18 06/30/18 $2,226 93.268 Agreements Services Centers for Disease Control 5NH231P000762-05-00 VACCINES FOR CHILDREN'S and Prevention PROGRAM Immunization Cooperative Department of Health and Human IMMUNIZATION GRANT AND Y17 AFIX 333.93.26 03/03/17 $1,672,289 01/01/18 06/30/18 $4,293 93.268 Agreements Services Centers for Disease Control 5NH231P000762-05-00 VACCINES FOR CHILDREN'S and Prevention PROGRAM Immunization Cooperative Department of Health and Human IMMUNIZATION GRANT AND Y17 317 OPS 333.93.26 03/03/17 $575,969 01/01/18 06/30/1 t) $1,423 93.268 Agreements Services Centers for Disease Control 5NH231P000762-05-00 VACCINES FOR CHILDREN'S and Prevention PROGRAM NGA Not NGA Not Maternal and Child Health Services Department of Health and Human Y19 MCHBG LHJ CONTRACTS 333.93.99 Received Received 10/01/18 09/30/19 $67,694 93.994 Block Grant to the States Services Health Resources and NGA Not Received NGA Not Received Services Administration Maternal and Child Health Services Department of Health and Human MATERNAL AND CHILD HEALTH Y18 MCHBG LHJ CONTRACTS 333.93.99 10/20/17 $1,650,528 01/01/18 09/30/18 $56,115 93.994 Block Grant to the States Services Health Resources and B04MC31524 SERVICES Services Administration TOTAL $626,183 Page 1 of 1 PUBLIC WORKS MONDAY SEPTEMBER 10,2018— BRIEFING ITEMS FROM PUBLIC WORKS (For Commissioners Meeting September 11 &18, 2018) 5.0 CORRESPONDENCE AND ORGANIZATIONAL BUSINESS 8.0 APPROVAL OF ACTION ITEM • Solid Waste Drop Box Hauling Extension • Updating the Public Works Organization Chart • Solid Waste Advisory Committee application for Chad White • Title VI Non-Discrimination Agreement(NDA): Annual Update and Accomplishment Report for reporting period from May 1, 2016 to April 30, 2017. (Briefed August 27, 2018—for the September 11, 2018 Commission Meeting) 9.0 OTHER BUSINESS (None) 10.0 PUBLIC HEARINGS AND ITEMS SET FOR A CERTAIN TIME (None) DISCUSSION ITEMS: • Green Diamond Agreement • Teamster/Operator position Attendees: Commissioners: Public Works: Other Dept.: Press: Public: _Randy Neatherlin _Jerry Hauth List below: List below List Below: _Kevin Shutty _Bart Stepp _Terri Drexler Others-List below: MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Bart Stepp, Deputy Director/ Utilities and Waste Management DEPARTMENT: Public Works EXT: 652 BRIEFING DATE: September 10, 2018 ITEM: Solid Waste Drop Box Hauling Contract Extension EXECUTIVE SUMMARY: Mason County has a contract with Mason County Garbage Co., Inc. to provide hauling services for our drop box containers at our solid waste facilities. The contract was signed on September 20, 2016 and expires on October 23, 2018 if it is not extended. This contract is for Mason County Garbage Co., Inc. to haul containers from our Belfair, Hoodsport, and Union drop box stations to our Shelton Transfer Station where they are emptied into long haul containers. Staff is proposing to extend this contract under the existing contract pricing conditions to July 31, 2020. This is the same day that our blue box recycle container hauling contract expires. Staff feels it would be beneficial to have one contract instead of two in the future so extending this to July 31, 2020 would allow the County to go out for a RFP that combines both contracts in 2020. Cost Impact to the Countv The cost of this contract is covered by the tipping fee revenue in Solid Waste Fund #402. The existing contract allows the contractor to increase their fees by 90% of the June — June CPI annually. The contract amendment would have the same language for determining price increases. No general funds will be needed to pay for this contract extension. RECOMMENDED OR REQUESTED ACTION: Recommend the Board of Commissioners authorize the Deputy Director/Utilities and Waste Management to sign a contract amendment extending the existing drop box hauling contract with Mason County Garbage Co., Inc. through July 31, 2020. Attachment 1. 9/20/16 Signed Existing Drop Box Hauling Contract 2. Proposed Drop Box Hauling Contract Amendment Briefing Summary Agreement No. 16-006 i AGREEMENT BETWEEN MASON COUNTY DEPARTMENT OF PUBLIC WORKS AND MASON COUNTY GARBAGE CO.,INC. FOR SOLID WASTE DROP BOX HAULING INTRODUCTION This Agreement regarding servicing the SOLID WASTE DROP BOX HAULING program is entered into this day ofA_)(Dr,2016,between Mason County("County"),a political subdivision of the State of Washington,and Mason County Garbage Co.,Inc. ("Contractor"),doing business in the State of Washington. AUTHORITY TO MAKE CONTRACT This Agreement is in furtherance of the County's authority to provide for public health,safety and welfare,and is consistent with the Washington State Constitution Article XI,Section 11,and Chapter 70.95 RCW. PROCESS The County undertook a process in accordance with Chapter 36.58.090 RCW to select a firm to service the solid waste drop box stations in Mason County. The County determined that this process is the most advantageous for the County in awarding this Agreement;that the Contractor is qualified to provide the services sought by the County;and that the Contractor has offered to provide those services in a manner and at rates that the County finds to be in the best interests of the ratepayer living.within the County and using the services,and in a manner that the County finds to be financially sound and advantageous compared to other methods. It is the intent of this Agreement to provide a two-year term relationship between the County and Contractor for collection and transportation of 40 CY containers to and from the public drop box stations at Belfair,Hoodsport,and Union,to the Solid Waste Transfer Station at Shelton. The Contractor is required to keep a minimum of two-40 Cubic Yard(CY)containers at.Hoodsport and Union, and a minimum of three 40 CY containers at Belfair. COSTS Costs are the prices set out by the Contractor in the submitted proposal and later negotiated as allowed in the Chapter 36.58.090 RCW and accepted by the County. Said costs will go into effect on October 24, 2016.The cost of service shall be computed on a monthly basis according to the service provided and costs.established by this Agreement. DESIGNATED AGREEMENT ADMINISTRATION If at any time the Contractor is required to have County approval,that approval shall come from the Deputy Director of.Utilities/Waste Management.The Deputy Director or the Project Manager will work closely with the Contractor to confirm any approval(s)required by this Agreement., Page 1of10 RESPONSE TO THE RFP The response of the Contractor to the RFP was submitted to the County on August 1,2016. SERVICE AGREEMENT The Service Agreement includes this Agreement,and 1. The Request for Proposals; 2. The response to the Request for Proposals; 3. Any and all addendums to the Agreement;and 4. Any and all appendices, amendments,extensions to or extensions of the foregoing documents which the parties have agreed to in the manner prescribed by this Agreement. In the event of conflict(s)among service Agreement documents,then information from the latest documents (as determined by the date issued)shall supersede any earlier conflicting information. SCOPE OF WORK The Agreement calls for performance of work for a period of(2)two years beginning on October 24, 2016,and ending on October 23,2018. The Agreement may be renegotiated,at the County's discretion, for an additional period of time. Subsequent Agreements will not be for less than one-year increments. The Contractor must provide sufficient personnel,equipment,supplies and maintenance to perform all operations and all incidental work in accordance with these Agreement documents and all applicable laws and regulations pertaining hereto. The 40 CY containers, provided by the Contractor at each drop box station, must be hauled over public highways,when full,to the Mason County Solid Waste Facility. The applicable drop box stations are located as follows: 1. Mason County Solid Waste Facility,Shelton 2. Belf air Drop Box Station 3. Hoodsport Drop Box Station 4. Union Drop Box Station It is the responsibility of the Contractor to provide litter pickup and control at each drop box station when they are picking up the 40 CY containers. This includes the picking up of each area,sweeping of area,and removal of trash and material not deposited into the drop boxes. Mason County Station Attendants will maintain the area between pickups. The materials to be collected, hauled and disposed by the Contractor pursuant to this Agreement consist of non-hazardous municipal solid waste; provided, however, that the term "non-hazardous municipal solid waste" specifically excludes any radioactive, volatile, corrosive, highly flammable, explosive, biomedical, infectious, biohazardous,toxic or hazardous material as defined by applicable federal,state or local laws or regulations("Excluded Waste"). Title to and liability for any Excluded Waste shall never transfer to the Contractor. The Contractor has the right to refuse, any load(s) of waste(s) that Contractor reasonably believes contains Excluded Waste. The Contractor shall have the right to inspect all containers in order to determine whether the waste is Excluded Waste. Title to any Excluded Waste placed in drop boxes at the drop box stations shall remain with the generator of such Excluded Waste to the extent such generator can be identified. The County shall be responsible for, and bear all reasonable expenses and damages incurred by the Contractor as a result of Excluded Waste and in the reloading and removal of Excluded Waste disposed in the drop boxes at the drop box stations. The Contractor,may also,in its sole discretion,require the County to promptly remove the Excluded Waste. Page 2 of 10 RECORD KEEPING The Contractor shall at all times maintain an accounting system that uses generally accepted accounting principles for all services rendered in connection with this Agreement. The Contractor accounts and records covering these charges and all invoices and payments on account of this Agreement shall be open to inspection for any reasonable purpose by the County,their authorized representative and officers or employees at all times during the term of this Agreement and for six months thereafter. The County shall have the right to inspect and copy all documents,to interview any persons,and to review any evidence in the Contractor's possession or control,which may assist the County in determining what amounts are owed to the Contractor or County. COMPLIANCE WITH REGULATIONS The Contractor shall comply with all Federal,State and Local regulations,including Mason County's Solid Waste Handling and Facilities Regulations. All activities will be conducted in accordance with applicable codes and their intent to prevent illegal handling and disposal practices. PERMIT COMPLIANCE AND INDEMNIFICATION The Contractor will be required to perform all operations in complete compliance with all permits issued by the regulatory agencies. Any penalties levied by regulatory agencies for permit non-compliance due to actions of the Contractor will be paid by the Contractor at no cost to the County,or may be withheld from payment to the Contractor.The Contractor expressly agrees to indemnify and hold the County harmless for any penalties,interest and/or feed assessed or levied against it or the County due to non- compliance with any permits issued by a regulatory agency of the Federal,State,or County Government in connection with the services to be provided by the Contractor pursuant to this Agreement. SEVERABILITY If any term or provision of this Agreement,or the application thereof,to any person or circumstances, shall to any extent be invalid or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or unenforceable shall not be affected thereby,and each term and provision of this Agreement shall be valid and enforceable to the fullest extent allowed by law. Further,the parties shall negotiate in good faith regarding amendments to this Agreement that would, to the maximum extent possible,effectuate the intent of any provision determined to be invalid or unenforceable. MOBILIZATION The Contractor shall be responsible for mobilization of all personnel and equipment. NO THIRD PARTY BENEFICIARY The rights and obligations created by this Agreement are for the sole benefit of the parties,and neither person nor party shall be a beneficiary,intended or otherwise,of any such rights or be entitled to enforce any of the obligations created by this Agreement. ADDITIONAL WORK The County may from time to time, request the Contractor to provide improvements or do additional work beyond the scope of this Agreement. Upon request by the County,the Contractor agrees to good faith consideration to negotiate accomplishment of the work desired by the County. If the Contractor agrees to negotiate,the parties shall determine the work to be done and the compensation to be paid: The County shall not be precluded from awarding Contracts to any person other than the Contractor for the accomplishment of any desired improvements if the County in its sole discretion deems such Page 3 of 10 Contracts most beneficial to the County. In such case,the Contractor will cooperate and coordinate with any other Contractor or the County in allowing and facilitating installation of said improvements. WORK TO BE PERFORMED BY THE COUNTY OR OTHER CONTRACTORS During the period of this Agreement,the County(either with its own forces or under separate Contract) will require the cooperation of the Contractors in scheduling and coordination to avoid conflicts. The Contractor shall be responsible for becoming familiar with the various schedules and degree of disruption that may arise. The Contractor shall cooperate with the County in the coordination of operation in a manner that will provide the least amount of interference with the County's operation. JURISDICTION AND VENUE Any action of law or suit in equity or judicial proceeding arising out of this Agreement shall be instituted and maintained only in the courts of competent jurisdiction in Mason County,in the State of Washington. TECHNICAL REQUIREMENTS This section specifies minimum requirements for the operation of the solid waste drop box stations program. The requirements established herein are the minimum prescribed requirements and are not intended in any way to be inclusive or in any way to limit the Contractor to specific procedures or methods, but rather are intended to ensure the expected quality of drop station operation and maintenance. Contractor personnel shall be trained as required for specific tasks or functions in accordance with the specific responsibilities set forth in the Agreement for the various elements of this program. During periods of sickness and vacation,additional personnel must be available for the continued and uninterrupted operation of this collection program in the usual manner. SERVICE SCHEDULE The Contractor shall replace containers at the Facility and Stations with empty containers in accordance with the agreed upon schedule.The Contractor shall provide on-call provisions for containers which fill and need emptying in addition to the anticipated schedule. If a container becomes full unexpectedly or between regularly scheduled pick-ups,the Contractor will have provided a contact name and phone number to the County for requesting on-call services. On-call requests will require 2-3 hour turn-around time when requests are prior to 2:00 PM on the same day as the request. Requests made after 2:00 PM will be taken care of no later than 10:00 AM the following morning. A penalty fee of$100.00 per day, per container may be assessed for every day a full container remains at the site after a request has been made. ACCIDENT REPORTS The Contractor shall promptly report in writing to the Deputy Director of Utilities/Waste Management, or their designee,all accidents whatsoever arising out of,or in connection with the performance of the work whether on,or adjacent to,the sites;giving full details and statements of witnesses. In addition, should death,serious injuries,or serious damage occur,the accident shall be reported by the Contractor immediately by telephone or messenger to the Deputy Director of Utilities/Waste Management or their designee. Page 4 of 10 INDEMNITY To the fullest extent permitted by law,the Contractor shall indemnify,defend and hold harmless Mason County,agencies of the county and all officials,agents and employees of the county,from and against all claims to the extent arising out of or resulting from the Contractor's performance of the Contract. "Claim" as used in this Agreement means any financial loss,claim,suit,action damage,or expense including but not limited to reasonable attorney's fees,attributable for bodily injury,sickness,disease or death, or injury to or destruction of tangible property including loss of use resulting there from.The Contractors obligation to indemnify,defend and hold harmless includes any claim by the Contractor's agents, employees,representatives or any subcontractor or its employees. The Contractor expressly agrees to indemnify,defend and hold harmless Mason County for any claim arising out of or incident to the Contractor's or any subcontractor's performance or failure to perform the Contract. The Contractor's obligation to indemnify,defend and hold harmless Mason County shall be reduced to the extent of any actual or alleged concurrent negligence of Mason County or its agents, agencies, employees and officials. INSURANCE At a minimum,the Contractor shall provide insurance that meets or exceeds the requirements detailed in "Exhibit A Insurance Requirements." CONTRACT ADMINISTRATION This Agreement shall be administered on behalf of the County by the Deputy Director of Utilities/Waste Management or the designee. All communications to the Contractor by the Deputy Director shall be recognized as made on behalf of the County. All issues concerning Agreement provisions and requirements shall be directed to the Deputy Director. The following addresses shall be used for communication between parties: MASON COUNTY PUBLIC WORKS MASON COUNTY GARBAGE CO.,INC. Bart Stepp Rik Fredrickson Deputy Director Utilities/Waste Management PO Box 787 100 W Public Works Drive 81 E Wilbur's Way Shelton,WA 98584 ' Shelton,WA 98584 PROGRESS MEETINGS Periodically, progress meeting will be held between the parties.The meetings will be used to review and discuss activities and/or complaints accumulated during the previous hauling period. It is the responsibility of the Contractor to prepare for and respond to matters brought to their attention prior to each meeting. The Contractor will also be required to present a brief report summarizing the program activity since the previous meeting. CONFLICT OF INTEREST If at any time prior to commencement of,or during the term of this Agreement,Contractor or any of its employees involved in the performance of this Agreement shall have or develop an interest in the subject matter of this Agreement that is potentially in conflict with the County's interest,then Contractor shall immediately notify County of the same. The notification of County shall be made with sufficient specificity to enable County to make an informed judgment as to whether or not County's interest may be compromised in any manner by the existence of the conflict,actual or potential. Page 5 of 10 Thereafter, County may require Contractor to take reasonable steps to remove the conflict of interest. County may also terminate this Agreement according to the provisions herein for termination. TERMINATION Either party hereto may with or without cause terminate this Agreement by giving written notice of their intention to terminate to the other party by certified mail and return receipt requested. Such termination shall,thereafter,be effective six months following the date of written notice,during which period of time the terms and conditions of the Agreement shall remain in full force and effect. The County may terminate with cause if the Contractor does not comply with the terms of this Agreement. Such termination would occur after written notice to the Contractor and their failure to correct deficiencies within 30 days of the notice. Upon termination,the Contractor shall leave all premises in the same condition they were in at the time of implementation of this Agreement. HOURS OF OPERATION Shelton Monday through Saturday 8:00 AM to 4:00 PM Belfair Tuesday through Saturday 9:00 AM to 4:00 PM Hoodsport Friday and Saturday 9:00 AM to 4:00 PM Union Sunday and Monday 9:00 AM to 4:00 PM Except that these sites will be closed on all Mason County government recognized holidays. PERFORMANCE BOND The Contractor shall provide Mason County with a$10,000 Performance Bond or letter of credit from a bank or other approved financial institution. Said bond or letter of credit shall be furnished to Mason County on or before the effective date of this Agreement. COSTS ASSOCIATED WITH THIS AGREEMENT Mason County will be assessed the amounts shown below for boxes collected from each applicable site. Annual price increases will be calculated at 90%of the June to June Consumer Price Index-U (CPI-U),for all Urban Consumers as calculated by the US Department of Labor for the Olympia,WA area. Shelton $45.00 per haul, no containers Belfair $242.05 per haul,incl. rental of three lidded 40 CY containers Hoodsport $174.05 per haul,no containers Union $174.05 per haul,no containers Weekend On-Call Rate $151.68 per hour METHOD OF PAYMENT Mason County will pay the Contractor on a monthly basis for all work performed, providing the Contractor submits to Mason County a statement,which indicates services provided and costs of said services, by the 101h of each month. Payment will be made to Contractor within thirty(30) days of the receipt of a complete and accurate statement. Page 6of10 Signed this G�i✓ day ofi CONTRACTOR: SOARD.Of COUNTY COMMISSIONERS: MASON CO GABAGS CO.,INC. MASON COUNTY,WASHINGTON „ ate t Sign tur Signature, erx -ftzcctc cam- i - �? - Printed.Name Printed Name Company Attest: Approved As To Form:: Clerkof the Board Deputy P osecuting Attorney Page 7 of 10 EXHIBIT A INSURANCE REQUIREMENTS For the duration of this Agreement the Contractor shall maintain in effect all insurance as required herein and comply with all limits,terms and conditions stated therein. Work under this Agreement shall not commence until evidence of all required insurance and bonding is provided to the County. Evidence of such insurance shall consist of a completed copy of the Certificate of Insurance signed by the insurance agent for the Contractor and returned to the Mason County Deputy Director of Utilities/Waste Management. If for any reason,any material change in the coverage occurs during the course of this Agreement;such change will not become effective until 45 days after Mason County receives written notice of such change. The policy shall be endorsed and the certificate shall reflect that Mason County is an additional insured on the Contractor's general liability policy with respect to activities under this Agreement. The policy shall provide and the certificate reflect that the insurance afforded applies separately to each insured against whom a claim is made or suit is brought except with respect to limits of the company's liability. It is the responsibility of the Contractor to provide fire insurance for any equipment used by the Contractor. This fire insurance shall cover the entire replacement value of the equipment insured. A. MINIMUM Insurance Requirements: 1.Commercial General Liability Insurance using Insurance Services Office"Commercial General Liability" policy form CG 00 01,with an edition date prior to 2004,or the exact equivalent.Coverage for an additional insured shall not be limited to its vicarious liability.Defense costs must be paid in addition to limits. Limits shall be no less than$1,000,000 per occurrence for all covered losses and no less than $2,000,000 general aggregate,for bodily injury, personal injury,and property damage,including without limitation,blanket contractual liability. 2.Workers'Compensation on a state-approved policy form providing statutory benefits as required by law with employer's liability limits for the Contractors,with two(2)or more employees and/or volunteers, no less than$1,000,000 per accident for all covered losses. 3. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including owned; non-owned and hired autos,or the exact equivalent. Limits shall be no less than$2,000,000 per accident,combined single limit. If Contractor owns no vehicles,this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above.If Contractor or the Contractors employees will use personal autos in any way on this project, Contractor shall obtain evidence of personal auto liability coverage for each such person. B.Certificate of Insurance: A Certificate of Insurance naming County as the Certificate Holder must be provided to County within five(5)days of Contract execution. C.Basic Stipulations: 1.Contractor agrees to endorse third party liability coverage required herein to include as additional insureds County,its officials,employees and agents,using ISO endorsement CG 20 10 with an edition date prior to 2004.Contractor also agrees to require all Contractors,subcontractors, and anyone else Page 8 of 10 involved in this Contractor on behalf of the Contractor(hereinafter"indemnifying parties")to comply with these provisions. 2.Contractor agrees to waive rights of recovery against County regardless of the applicability of any insurance proceeds,and to require all indemnifying parties to do likewise. 3.All insurance coverage maintained or procured by Contractor or required of others by Contractor pursuant to this Contract shall be endorsed to delete the subrogation condition as to County,or must specifically allow the named insured to waive subrogation prior to a loss. 4.All coverage types and limits required are subject to approval,modification and additional requirements by County.Contractor shall not make any reductions in scope or limits of coverage that may affect County's protection without County's prior written consent. S.Contractor agrees to provide evidence of the insurance required herein,satisfactory to County, consisting of:a)certificate(s)of insurance evidencing all of the coverages required and, b)an additional insured endorsement to Contractor's general liability policy using Insurance Services Office form CG 20 10 with an edition date prior to 2004.Contractor agrees, upon request by County to provide complete, certified copies of any policies required within 10 days of such request.County has the right, but not the duty,to obtain any insurance it deems necessary to protect its interests.Any premium so paid by County shall be charged to and promptly paid by Contractor or deducted from sums due Contractor.Any actual or alleged failure on the part of County or any other additional insured under these requirements to obtain proof of insurance required under this Contract in no way waives any right or remedy of County or any additional insured,in this or in any other regard. 6. It is acknowledged by the parties of this Contract that all insurance coverage required to be provided by Contractor or indemnifying party,is intended to apply first and on a primary non-contributing basis in relation to any other insurance or self-insurance available to County. 7.Contractor agrees not to self-insure or to use any self-insured retentions on any portion of the insurance required herein and further agrees that it will not allow any indemnifying party to self-insure its obligations to County.If Contractor's existing coverage includes a self-insured retention,the self- insured retention must be declared to the County.The County may review options with Contractor, which may include reduction or elimination of the self-insured retention,substitution of other coverage, or other solutions. 8.Contractor will renew the required coverage annually as long as County,or its employees or agents face an exposure from operations of any type pursuant to this Contract.This obligation applies whether or not the Contract is canceled or terminated for any reason.Termination of this obligation is not effective until County executes a written statement to that effect. 9.The limits of insurance as described above shall be considered as minimum requirements. Should any coverage carried by Contractor or a subcontractor of any tier maintain insurance with limits of liability that exceed the required limits or coverage that is broader than as outlined above,those higher limits and broader coverage shall be deemed to apply for the benefit of any person or organization included as an additional insured and those limits shall become the required minimum limits of insurance in all Paragraphs and Sections of this Contract. Page 9 of 10 10. None of the policies required herein shall be in compliance with these requirements if they include any limiting endorsement that has not been first submitted to County and approved of in writing. 11.The requirements in this Exhibit supersede all other sections and provisions of this Contract to the extent that any other section or provision conflicts with or impairs the provisions of this Exhibit. 12. Unless otherwise approved by County, insurance provided pursuant to these requirements shall be by insurers authorized to do business in Washington and with a minimum A.M. Best rating of A-:VII. 13.All insurance coverage and limits provided by Contractor and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this Contract limits the application of such insurance coverage. 14. Contractor agrees require insurers,to provide notice to County prior to cancellation of such liability coverage in accordance with the notice provisions of the applicable policies.Contractor shall assure that this provision also applies to any subcontractors,joint ventures or any other party engaged by or on behalf of contractor in relation to this agreement.Certificate(s)are to reflect that the issuer will provide notice to County of any cancellation of coverage in accordance with the notice provisions of the applicable policies. 15.County reserves the right at any time during the term of the Contract to change the amounts and types of insurance required by giving the Contractor ninety(90)days advance written notice of such change. If such change results in substantial additional cost to the Contractor,the County and Contractor may renegotiate Contractor's compensation. 16. Requirements of specific coverage features are not intended as limitation on other requirements or as waiver of any coverage normally provided by any given policy.Specific reference to a coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all-inclusive. 17.Contractor agrees to provide immediate notice to County of any claim or loss against Contractor arising out of the work performed under this agreement.County assumes no obligation or liability by such notice, but has the right(but not the duty)to monitor the handling of any such claim or claims if they are likely to involve County. Page 10 of 10 SOLID WASTE DROP BOX HAULING CONTRACT AMENDMENT #1 WITH MASON COUNTY GARBAGE CO., INC. The CONTRACT between COUNTY and CONTRACTOR is amended as follows: 1. The contract expiration date is changed from October 23, 2018 to July 31, 2020. 2. The Mason County Garbage Co., Inc. contract administration contact is changed to the following: • MASON COUNTY GARBAGE CO. INC. Chad White PO Box 787 81 E Wilbur's Way Shelton, WA 98584 3. The hours of facility operations for the County have changed from the original contract. The current hours of operation are as follows: • Shelton Monday — Saturday 8 AM — 5 PM • Belfair Tuesday — Saturday 9 AM — 4 PM • Hoodsport Friday— Sunday 9 AM — 4 PM • Union Sunday and Monday 9 AM — 4 PM 4. The County finds that a performance bond is unnecessary for this contract. Accordingly, Mason County Garbage Co., Inc. is no longer required to maintain a $10,000 performance bond for this contract. 5. The June 2018 CPI-U for Olympia is 3.6% and 90% of that is 3.28%. Accordingly effective 11/1/2018 the contract prices will be increased 3.28% and are as follows: • Shelton $47.52 per haul • Belfair $255.62, includes the rental of three lidded 40 CY containers • Hoodsport $183.81 per haul • Union $183.81 per haul • Weekend On Call $160.17 per hour 6. Contract prices will increase on 11/1/2019 based on 90% of the June 2019 Consumer Price Index-U (CPI-U) for all Urban Consumers as calculated by the US Department of Labor for the Olympia, WA area. Amendment dated this day of 2018. MASON COUNTY GARBAGE CO., INC. DEPUTY DIRECTOR/UTILITIES &WASTE MASON COUNTY, WASHINGTON Chad White Bart Stepp APPROVED AS TO FORM: Tim Whitehead, Chief DPA MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Jerry W. Hauth, PE, Director/County Engineer DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: September 10, 2018 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information ITEM: Updating Public Works Organizational Chart EXECUTIVE SUMMARY: The current Public Works Department organization chart was approved back in 2007. Since then the department has restructured in a few areas, along with the U&W Management Department merge back in 2012. WAC 136-50-051 requires the county engineer to organize the road department in accordance with the policies of the county legislative authority which includes a chart that shows the chain of command within the department. RECOMMENDED OR REQUESTED ACTION: Recommend the Board approve the updated Public Works organization chart to incorporate the changes within the department. Attachments: Current Org Chart Proposed Org Chart -proved by oard ommissioners Legend Citizens of Mason County Direct Line of Authority= -Date Statutory Requirements for F r Mason CountyReporting to County Engineer= ------ Board of Commissionersr 7 Deputy Director Public Works Director Deputy Director ER& R Manager County Road Engineer ........................................................................................................................................................................................................... { Information Engineering & Systems Public Works Construction Finance Equipment Right of Way Maintenance GIS Survey Emergency Management Project Support Services Administration Road Operations &Maintenance Surface and Stormwater Management Sign Shop Legend Approved by the Board of Commissioners ---- - .._...._...... -------------------------- Direct Line of Authority Citizens of Mason County _ — Randy Neatherlin,Chair Date Statutory Requirements for ---- Reporting to County Engineer Board of County Commissioners Terri Drexler,Vice Chair (3 FTEs) Kevin Shutty,Commissioner Public Works/Utilities Director(1 FTE) - Deputy Director/ Deputy Director/ Utilities(1 FTE) County Road Engineer _ _ _ - _•. (1 FTE) "!.• Office Administrator �•• Finance Manager (1 FTE) (1 FTE) M y Office Support,Reception, Utilities Accounting Road/ER&R Accounting Scheduling(2 FTEs) and Billing(3 FTEs) and Billing(2 FTEs) r.._.._..- =...0 1 g g g/ Water/Waste,, M�.m�.:L ------- Solid Waste Operations Road O&M/ER&R Mana ager En ineerin Construction Technical Services (1 FTE) Manager(1 F7E) Manager(1 FTE) (1 FTE) Program Manager __. _ 1 FTE — — Assistant- Engineering - Water/WastewaterOperators ----.Engineering&Construction -- -- - (6 FrE's) Solid Waste Operator Road O&M/ER&R Manager - (3 FTEs) Engineering Tech- - (1 ) __.._._ ._._ (1 FTE) Transportation(2 FTE) ---—-- -- Solid Waste Attendants ER&R/Road Ops Surveying Environmental Coordinator (8 FTE's&4 Extra Help) y ) (1 FTE) -....... Administrator -- (3 FTEs) (1 FTE) - ---- -- - �--- Geog r7mces nformation Equipment Maintenance S1 FTE) (5.5 FTE) .-.......................................____...................................._.. Hydraulics Engineer Road 0&M ..... ... Supervisors Areas 1-3(3 FTEs) Right of Way(1 FTE) Road Maintenance ..__................................... Road Utility Specialist (26 FTE's&8 Seasonal) (1 FTE) Sign Shop Traffic Engineer (3 FTEs) (1 FTE) �' MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Bart Stepp, Deputy Director/ Utilities and Waste Management DEPARTMENT: Public Works EXT: 652 BRIEFING DATE: September 10, 2018 PREVIOUS BRIEFING DATE: ITEM: Approve SWAC Membership of Chad White as industry representative EXECUTIVE SUMMARY: The Solid Waste Advisory Committee is made up of citizen and industry members. Rik Fredrickson's membership, a solid waste industry representative for Mason County Garbage, expires on October 31, 2018. Rik is retiring and Chad White is the new site manager at Mason County Garbage. He has applied to take Rik's place as the industry representative for Mason County Garbage. Mason County Garbage is the only certificated hauler in the County and has recycling and drop box hauling contracts with the City. It is appropriate that Mason County Garbage continue to have an industry representative on the SWAC. Chad White would take over membership starting October 4, 2018. Cost Impact to the County: No cost impact to the county. RECOMMENDATION: Recommend the Board approve Chad White's appointment to the Solid Waste Advisory Committee effective October 4, 2018 and running through October 4, 2021. Attachment: Chad White SWAC Application Briefing Summary ,f CO .L;e°� ay _ MASON COUNTY COMMISSIONERS F- 411 NORTH FIFTH STREET SHELTON WA 98584 Fax 360-427-8437,Voice 360-427-9670, Ext.419;275-4467 or 482-5269 I AM SEEKING APPOINTMENT TO SWAC Committee ` NAME: Chad White ADDRESS: 1121 E Malaney Creek Rd PHONE: 13604905184 I CITY/ZIP: VOTING PRECINCT: WORK PHONE: 13604268729 Sheltonmbd, 3 E-MAIL: ©(OR AREA IN THE COUNTY You uvE) chadw@wasteconnections.com ------------------------------------------------------------------------------------------- COMMUNITY SERVICE EMPLOYMENT:(IF RETIRED.PREVIOUS EXPERIENCE) (ACTIVMES OR MEMBERSHIPS) COMPANY: Mason County Garbage/15 YRS { POSITION: Site Manager COMPANY: YRS � POSITION: j I -------------------------------------------------------------------------------------------- In your words,what do you perceive is the role or purpose of the Board, Committee or Council for which you are applying: IndsIstcy representative l What interests,skills do you wish to offer the Board,Committee,or Council? I AAWS n rirgig-r for about R years and then moved into operaiinns at h4ason County Garbage for the last 7 and noiu arn the site manager Please list any financial, professional, or voluntary affiliations which may influence or affect your position on this Board: (i.e.create a potential conflict of interest) Nome Your participation is dependent upon attending certain trainings made available by the County during regular business hours (such as Open Public Meetings Act and Public Records).The trainings would be at no cost to you.Would you be able to attend such trainings? Yes Realistically,how much time can you give to this position? rly X th Weekly Daily Oil Only ; 4�` Appourtnient Date Signature Date Terni Expire Date i i I MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Dan Teuteberg, Director DEPARTMENT: WSU Extension EXT: 686 BRIEFING DATE: September 10, 2018 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information ITEM: Summer 2018 Quarterly Report on accomplishments of WSU Extension Mason County. EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): BUDGET IMPACTS: RECOMMENDED OR REQUESTED ACTION: ATTACHMENTS: Spring 2018 Quarterly Report Briefing Summary 8/29/2018 #1854 Mason County WASHINGTON S'I'YYI'E UNIVERSITYEXTENSION Summer 2018 Quarterly Report Dan Teuteberg, County Director, dan.teuteberg@wsu.edu, 360-427-9670 Ext. 686 303 N 4th Street, Shelton, WA 98584, 360-427-9670 Ext. 680 http://extension.wsu.edu/mason Facebook pages: Mason County 4-H — Mason Noxious Weeds Mason County Small Farms— Mason County WSU Master Gardeners Community Intelligence Lab of Mason County Washington State University Extension Mason County helps people put research-based knowledge to work, improving their lives, communities, and the environment. To realize this mission,faculty and staff plan, conduct and evaluate research and experience-based educational programs to improve the lives of Mason County residents. WSU Extension Mason County also employs the assistance of hundreds of volunteers and community partners and provides access to the resources available at Washington State University and the National Land Grant University Extension System. Partnership Mason County and Washington State University have a long-standing partnership in providing educational programs and research-based information to residents throughout the county.This partnership ensures that resources are committed from Federal allocations and University funds to keep important educational programs available in Mason County. 1 Program • • 4-H Youth Development Program Staff: Dan Teuteberg, County Director, Regional Specialist-Associate Professor Kathy Fuller, Program Coordinator Updates: Summer learning is vital, and the Mason County 4-H Youth Development Program is excited to provide a number of low or no cost summer educational opportunities for young people in our community. ' Mason County 4-H kicked off summer programs in June with a weeklong educational overnight horse camp at Panhandle Lake 4-H Camp. 4-H members enrolled in the ' Horsemanship project enjoyed a week of overnight camping, education and recreation with their horses. Camp is packed full of ` educational workshops, fun K camping traditions, and memories that will last a lifetime. The 2018 Horse Camp was held June 17- 23. Members participated in 4-H members receive professional instruction at horse camp. equitation, showmanship, performance, and western games classes, trail rides, craft projects, and fun outdoor activities. Thirty youth members and ten adult volunteers spent the week learning teamwork, leadership, responsibility, science, and horsemanship skills. Three 4-H Summer Day Camp sessions were held in June r' and July at the Transit Community Center. The camp was filled with activity, creativity, and learning, helping to bridge the summer learning gap. Daily activities were centered around science, engineering, technology and math themes. Twenty youth ages 8 — 12 engaged in daily hands-on educational activities, nutrition lessons, creative projects, and physical activities.A sponsorship from OCCU was received to help offset the cost of the facility rental. Group activities provide a sense of belonging. 2 Mason County 4-H Summer Camp was held July 15th-2 Oth at Panhandle Lake 4- H Camp. During this six-day educational experience, Panhandle was home to more than 65 youth campers. Camp is a valuable learning experience that helps build independence and self-confidence in our campers. Camp staff provide a challenging yet nurturing setting, where children learn by doing in a hands-on learning environment based on the philosophy of 4-H. The unplugged �vr n <. � " environment of camp allows children to try new things, open new doors, meet new challenges and make new friends. u, Camp was staffed by 18 trained adults Camp builds self-confidence & independence. and teen counselors who provided leadership, educational activities, nutritious meals and mentorship to the youth campers. Many campers have indicated a strong desire to become a counselor-in-training and then a teen counselor as they approach the appropriate age for these roles. Thanks to a unique partnership with the Grays Harbor 4-H program Mason County 4-H members were able to proudly exhibit their 4-H projects August 8 — 12 at the Grays Harbor County Fair in Elma. Mason County youth entries included photography, gardening, fine f~ arts, woodworking, educational displays, and public speaking. In addition to the exceptional still life exhibits,many members attended with their project animals and participated in Fitting and Showing and other educational classes. Animal projects from Mason County �., included horses, goats, poultry, and rabbits. Many Mason County 4- H members qualified to exhibit their projects at the Washington State 4-H Fair which runs August 31—September 23 in Puyallup. Dedicated adult 4-H volunteers from Mason County play a significant role in this successful partnership by contributing their time and talents. Approximately 45 youth and adults participated in this event. Blue ribbon blackberry pie! 3 SNAP-Ed Nutrition Staff: Christine Ciancetta, SNAP-Ed Program Coordinator Pamela Bish, Educator Gabrieal Volpe, Educator Updates: The long, lazy days of summer are anything but for the WSU SNAP-Ed team. Nutrition educators Pamela Bish and Gabrieal Volpe engage youth and adults in hands-on learning experiences and show that nutrition is fun! Growing and Learning through Gardening SNAP-Ed engagement does not stop when school lets out. Nutrition educator Pamela invited some of her students from area schools to ' garden with her at the SNAP-Ed/Saints' Pantry Food Bank client o community garden bed at Catalyst Park. Youth and their families tend the bed and harvest the bounty, while receiving nutrition education. Gardening supplies and support is also given by the Master Gardeners. Somehow, learning why spinach is healthful and what nutrients it contains, while digging in the soil under the blue sky Youthful hands harvest tender greens with Miss Pamela, does not seem like a lesson! 4-H Summer Day Camp Gabrieal and Pamela taught campers to make ice cream in a bag,topping it with fruit and whole grain cereal at the August 1s'4-H Summer Day Camp , session held at the Mason Transit Center community gymnasium. Campers learned about the importance of eating calcium-rich foods and participated in weight-bearing activities for strong bones. They also discovered that using less sugar produced delicious results! You Can Play With Your Food! Pamela was invited to speak about WSU—Mason SNAP-Ed work at Pioneer School to the Kiwanis Club, which is actively engaged with Pioneer School District. Kiwanis were treated to a hands-on learning opportunity—creating healthy student snacks-just like the first graders! One Kiwanis gentleman noted that he was going to make a whole zoo of rice cake fruit animals with his grandkids during their upcoming summer visit. I1 � Pamela and Gabrieal will round out the summer with healthy food demonstrations at Saints' Pantry Food Bank,the Shelton Farmers Market, and Back To School nights at partnering schools. 4 Food Safety & Food Preservation Program Staff: Lisa DeWall, Office Manager, Food Safety and Preservation Information Assistant Updates: Check pressure gauges on Mondays from 10-12,to ensure safe operations. Of the gauges checked this summer, five were not accurate and will require pressure TE - adjustment.This continues to be a good community resource to ensure proper education on food safety and preservation. In August, submitted article to Shelton-Mason County Journal "Tips for Safe Handling of Fresh Produce". Continue to provide resident's current up to date research based = answers to their food safety and home canning questions to reduce risk of food borne illness. Master Gardener Program Staff: Jeannine Polaski, Master Gardener Coordinator Updates: • Catalyst Park o As of August 21, 1,635 pounds of fresh produce have been donated to the Saints Pantry Food Bank in Shelton.The harvest is expected to continue to the beginning of October. o The community garden beds are all occupied and vegetables are being grown by community members with the help of Master Gardener Volunteers. In addition to informal instruction, every month a gardening workshop is held on pertinent topics. The workshops have been well attended. o The City of Shelton recognized the work of the Mason County Master Gardener group via a press release the week of August 20, 2018. 5 • Garden Tour o This year's garden tour was held in the Arcadia/Kamilche area and included six local gardens. o We had a record number of tickets sold, 235, and the reviews were extremely favorable. • Master Gardener Volunteer Training Scheduled o Training has been scheduled to begin on September 21, 2018 and will run through March 2019. o We are looking for a minimum of 8 trainees in order to hold the sessions. o Applications are available at the Extension Office. o Orientation sessions will be held at the Shelton Library on September 4 at 5:30 and September 13 at noon. As of August 17, 2018 41 Master Gardener Volunteers have provided 3,064 hours for Mason County. Noxious Weed Program Staff: Patricia Grover, Program Coordinator Keith Reitz, Assistant Caleb Cowles,Assistant Updates: The final draft of the Spencer Lake Integrated Aquatic Vegetation Management Plan is now complete and awaiting final comments and edits from citizens and agencies. The document can be found at http://www.co.mason.wa.us/forms/ac/noxious-weed/Spencer-Lake-IAVM P-2018-FINAL-DRAFT.pdf For three weeks during the month of July, the Washington State Department of Natural Resources Aquatics program provided a Washington Conservation Corp crew to support Mason County Noxious Weed Control's(MCNWC)efforts to reduce the impacts of noxious weeds on multiple aquatic areas in the county. MCNWC developed the project list and provided job training in various methods of weed control and ecological a restoration. Weeds controlled included knotweed, butterfly bush, tansy ragwort, Scotch broom, English ivy, yellow flag iris, perennial pepperweed and watercress. 4 The Great Peninsula Conservancy's Klingel �► Wetlands, Capitol Land Trust's Bayshore Preserve and Twin Rivers Ranch, Belfair and Potlatch State Parks and private lands c along Stimson Creek all benefitted from the efforts of this partnership. WCC crewmembers work to control knotweed along Stimson Creek 6 The overall condition of several local rock sources continues to be improved by MCNWC inspections and guidance. Upon request, and with support from the Participating Agreement with the Olympic National Forest, rock quarries and pits can receive "weed free" certification through an inspection process. Rock being utilized for road construction on the Forest was sourced from a local, recently certified _. "weed free" quarry. y. Rock from an inspected Mason County quarry delivered for use on the Olympic National Forest. Community and Economic Development Staff: Justin G Smith, PhD, Regional Specialist-Assistant Professor Reid Tissing, CIL Program Coordinator and Software Specialist Updates: WSU CED in Mason County continued its work to deliver technical assistance and evaluation support to the County's micro-enterprise assistant program.The team has completed over 50 pre and post surveys of program participants to evaluate the impacts of the Business Readiness Workshops (BRW) put on by Enterprise for Equity. With the final BRW coming to completion, the CED evaluation team already produced a draft report of the program impacts which will be released in September 2018. The results of the surveys and continued demand from local residents highlight the value of the program and its impact on our community.The data and stories developed over the course of the 18 month program will be used to support the County's application to refund and extend the micro-lending aspect of the program. CED Community Intelligence Lab is currently working on a series of projects outside Mason County. These projects include flood modeling for the City of Aberdeen and Hoquiam, as well as support for blockchain technology development for several insurance, agriculture and health related companies operating in the Pacific Northwest.The team is also working to streamline data collection for the restaurant industry. These same services are available to Mason County government, and businesses wishing to leverage the power of blockchain and artificial intelligence. For more information please see the Metropolitan Center for Applied Research and Extension - https://metrocenter.wsu.edu 7 Water Resources Program Staff: Eli Robinson, Educator Updates: t Attendees of the Hoodsport Workshop Three septic system education workshops have been held this summer in Hoodsport, Belfair and Shelton.These workshops are held in cooperation with the Mason County Health Department, which provides a representative to help answer attendees' regulatory questions. Workshops include a basic overview of septic system function, tips for prolonging the life of systems, and a review of maintenance requirements. Attendees have continued to be encouraged to pre-register, and in return have been provided copies of their septic system records. Workshop attendance has risen compared with last year, including at least one attendee who returned for a second session. In response to an inquiry from a community member WSU Extension Water Resources will also be holding a workshop with the Harstine Island Community Club on September 14tH • Hoodsport,June 27th: 11 Attendees • Belfair,July 25th: 13 Attendees • Shelton, Aug. 22nd : 18 Attendees Small Farms Program Staff: Vacant Updates: The small farms team is currently an unfunded position. WSU Extension is looking to address this gap through a broad regionalization of the small farms program. We hope to leverage this capacity to address our focus on linking low-income residents to fresh local food purchase options through vouchers, online sales and more. 8 Other Updates • New Partnership -A new partnership has been formed with Mason County Moral Reconation Therapy (MRT) program. Our office provides a fir seedling to graduates of the program, the seedling represents a new beginning,growth,goals, and reflection. Office manager Lisa DeWall receives donations, cares for the seedlings and then presents one when a participant graduates. This year, seven seedlings have been presented to MRT graduates. Donations are from a local farm, Master Gardener Volunteers and the Department of Natural Resources- Managed Webster Forest Nursery. • Mason County Strategic Plan - Washington State University Extension is facilitating the strategic planning process with Mason County. This project support includes meeting management, facilitation services, employee survey design/summary, and next steps with the committee.This support is funded by WSU Extension.This service is valued at approximately $13,000. An employee survey regarding the strategic planning process for Mason County will be sent out in the next few weeks. Cooperating agencies: Washington State University, U.S.Department of Agriculture,and Washington counties.Extension programs and employment are available to all without discrimination. Evidence of noncompliance may be reported through your local Extension office. 9 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Leo Kim, CPA DEPARTMENT: Auditor's Office Financial Services EXT: 472 Mason County Audit Committee BRIEFING DATE: 9/10/18 PREVIOUS BRIEFING DATES: n/a If this is a follow-up briefing, please provide only new information ITEM: Mason County Audit Committee Update EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): • PriorAuditltems- physical inventory, Current Expense-financial condition, Jail inmate property, Belfair Sewer and Rustlewood financial condition • Current Audit Items- Federal highway grant-Davis Bacon, C5-fiduciary funds, grossing up affect • Future Audit Items- Schedule 6-bank statements • Risk Assessment-Internal Controls - proactive approach to decrease audit issues BUDGET IMPACTS: None RECOMMENDED OR REQUESTED ACTION: Review ATTACHMENTS: Briefing PDF Mason County, WA Audit Issues As of August,2018 Financial/Single Audit Findings • Current Expense—Financial Condition—on going • Capital Assets — Physical Inventory needed. Better internal controls need to be established. Limited resources. Certification/physical inventory is pending. Would be nice to use Munis for the capital assets and trackables • Grant reporting and accounting. Recommend shift more responsibility to departments. Accountability Exit Items • Trackable Assets (Small & Attractive Assets) — needs significant work. It is a department level responsibility. • Jail Inmate Property—contacted Sheriff's Office. Department level. • Building Department—Controls over restricted revenues and uses. Contacted Building Department. Department level. Findings • Belfair Sewer and Rustlewood Sewer financial condition—on going. Management Letters • Sheriff's Department Restricted Funds—ongoing. Contacted Sheriff's Office regarding fund 140. • Budget Compliance—ongoing. Potential/Pending Audit Items • A county department—on accountability audit. • Department of Commerce (DOC)—Financial Management Policies—in progress • HR/PR—Policy/Procedure for TDD-Temporary Duty Disability • Decreased resources may result in a weakened internal control structure — an increase in audit issues is more than likely. • Federal highway grant—Davis Bacon— will be a finding. Regular grant information is sent to departments. • Grossing up affect on some fiduciary funds on CS. • Schedule 6—detailed analysis of bank statements It is a SAO auditor's tool and is used to test internal controls. In progress. 1 Internal Controls Internal controls are the tools that management uses to achieve its objectives. Management's objectives are: • Operations — effectiveness and efficiency • Financial reporting • Compliance Internal controls are the responsibility of management. The governing board is responsible for management. The governing board is ultimately responsible for internal controls. Inherent limitations: • Cost/benefit • Management override • Collusion Management's tools (internal control framework): • Control environment • Risk assessment • Control activities • Information and communication • Monitoring Risk Assessment Purpose: Identify and rate potential risks to internal controls before problems occur. Early identification 1) allows more treatment options and 2) increases the likelihood of success. In other words, early assessment of emerging risks increase the control options available for managers, as well as the likelihood that those options will be successful. It is an ongoing process. Scope: Inside and outside threats. Change • Operating environment • Personnel • Information systems • Rapid growth Inherent Risk — some situations by their very nature (inherently) increase an entity's exposure to risk. • Complexity • Cash receipts • Direct payments to third-party beneficiaries • History of prior problems • History of prior unresponsiveness to identified control deficiencies