HomeMy WebLinkAbout2023/04/24 - Briefing Packet MASON COUNTY COMMISSIONER BRIEFING INFORMATION
FOR THE WEEK OF
April 24, 2023
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.
Please see draft briefing agenda for schedule.
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1854
BOARD OF MASON COUNTY COMMISSIONERS
DRAFT BRIEFING MEETING AGENDA
411 North Fifth Street, Shelton WA 98584
Week of April 24, 2023
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Monday
Noon WA State Association of Counties Zoom Meeting*
Virtual Assembly
*This is being noticed as a Special Commission meeting because a quorum of the Mason County Commission may
attend this event and notification is provided per Mason County Code Chapter 2.88.020-Special Meetings.
Monday,April 24, 2023
Commission Chambers
Times are subject to change,depending on the amount of business presented
9:00 A.M. Closed Session—RCW 42.30.140(4)Labor Discussion
10:00 A.M. Treasurer—Lisa Frazier
10:05 A.M. North Mason Fire Authority—Chief Beau Bakken
10:20 A.M. Public Works—Loretta Swanson
Utility&Waste Management
10:40 A.M. Support Services—Mark Neary
10:50 A.M. Public Health—Dave Windom
Commissioner Discussion—as needed
Commission meetings are live streamed at hlW://www.masonwebtv.com/and public commented is
accepted via email msmith@masoncountywa.gov;mail to Commissioners Office,411 N 5'Street, Shelton,
WA 98584;or phone at(360)427-9670 ext.419. If you need to listen to the Commission meeting via
telephone,please provide your telephone number to the Commissioners' office no later than 4 p.m.the
Friday before the meeting. If special accommodations are needed,contact the Commissioners'office at
Shelton(360)427-9670 ext.419
Briefing Agendas are subject to change,please contact the Commissioners' office for the most recent
version.
Last printed 04/19/23 at 3:28 PM
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Mason County
Agenda Request Form
Y
/A t!
To: Board of Mason County Commissioners
From: Lisa Frazier Ext.484
Department: Treasurer's Office Briefing: 0
Action Agenda: 0
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): April 24,2023 Agenda Date: May 9,2023
Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Risk
(This is the responsibility of the requesting Department)
Below for Clerk of the Board's Use Only:
Item Number:
Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken
Ordinance/Resolution No. Contract No. County Code:
Item
Increasing Amount of Change Funds for Clerk's Office
Background/Executive Summary:
Resolution No. 33-07 authorizes that all requests or changes to change funds be submitted to the County
Treasurer for review and approval before coming before the Board of approval in an open public meeting.
The Clerk has requested an increase in the amount of their cash drawers from$100 to$500($250 each),an
increase of$400. The treasurer has reviewed and approved the request asks the Board for final approval.
Budget Impact(amount,funding source,budget amendment):
$400 increase
Public Outreach (news release,community meeting, etc.):
N/A
Requested Action:
Approval of the Resolution increasing the cash drawer amounts for the Clerk's Office from $100 to $500
($250 each)for a total increase amount of$400.
Attachments
Resolution
RESOLUTION NO.
AMENDING RESOLUTION NO. 35-07 TO INCREASE THE
CHANGE FUND FOR THE CLERKS OFFICE(001-000000-070)
WHEREAS, Resolution No. 35-07 increased the change fund for the Clerks Office to $100 (one hundred
dollars).
WHEREAS,the Mason County Clerk has requested that change fund be increased from $100 (one
hundred dollars)to $500 dollars, establishing two cash drawers at$250 (two hundred fifty dollars) each.
WHEREAS, Resolution No. 33-07 authorizes that all requests or changes to change funds be submitted to
the Mason County Treasurer for review and approval before coming before the Board of County
Commissioners for approval in an open public meeting.
WHEREAS,the Mason County Treasurer has reviewed and approved the changes as submitted in this
resolution to amend Resolution No. 35.07.
WHEREAS, upon approval of this resolution by the Board of County Commissioners,the Mason County
Clerk is authorized to voucher$400 (four hundred dollars) from the Clerks Current Expense budget to
fund the requested increases in the change funds.
NOW,THEREFORE BE IT RESOLVED, by the Mason County Board of County Commissioners that
Resolution No. 35-07 is amended to establish two cash drawers for the Mason County Clerks Office at
$250(two hundred fifty dollars) each, an increase of$400 (four hundred dollars).
DATED this day of May,2023. BOARD OF COUNTY COMMISSIONERS
MASON COUNTY,WASHINGTON
Sharon Trask, Chair
Randy Neatherlin,Vice Chair
Kevin Shutty, Commissioner
ATTEST:
McKenzie Smith, Clerk of the Board
APPROVED AS TO FORM:
Tim Whitehead, Chief Deputy Prosecutor
Cc: Clerk,Auditor's Finance,Treasurer
C
Mason County
Agenda Request Form
Y
/A t!
To: Board of Mason County Commissioners
From: Lisa Frazier Ext.484
Department: Treasurer's Office Briefing: 0
Action Agenda: ❑X
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): April 24,2023 Agenda Date: May 9,2023
Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Risk
(This is the responsibility of the requesting Department)
Below for Clerk of the Board's Use Only:
Item Number:
Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken
Ordinance/Resolution No. Contract No. County Code:
Item•
Authorization for the County Treasurer to Invest Excess Funds for Health Department and Community
Support Services
Background/Executive Summary:
RCW 36.29.020 states in part"...Any municipal corporation may be action of its governing body authorize
any of its funds which are not required for immediate expenditure, and which are in the custody of the county
treasurer... to be invested by such treasurer". The Mason County Finance Committee met and reviewed the
recommendation of the county treasurer on April 11,2023. The Finance Committee approved recommending
to the Board of County Commissioners that they grant authorization to the county treasurer to invest excess
funds which are not required for immediate expenditure by the Heath Department(Fund 150)and Community
Support Services(Fund 117)as provided for in RCW 36.29.020 and the County Investment Policy.
Budget Impact(amount, funding source,budget amendment):
N/A
Public Outreach (news release, community meeting, etc.):
N/A
Requested Action:
Approval of the Resolution to grant authorization to the County Treasurer to invest excess funds which are not
required for immediate expenditure by the Heath Department(Fund 150)and Community Support Services
(Fund 117)as provided for in RCW 36.29.020 and the County Investment Policy.
Attachments
Resolution
RESOLUTION NO:
AUTHORIZATION FOR THE COUNTY TREASURER TO INVEST EXCESS FUNDS NOT REQUIRED FOR
IMMEDIATE EXPENDITURE FOR THE HEALTH DEPARTMENT FUND 150 AND COMMUNITY SUPPORT
SERVICES FUND 117
WHEREAS, RCW 36.29.020 states in part..........Any municipal corporation may by action of its governing
body authorize any of its funds which are not required for immediate expenditure, and which are in the
custody of the county treasurer or other municipal corporation treasurer,to be invested by such
treasurer...............
WHEREAS, it has been determined by the Mason County Treasurer that the Health Department (Fund
150) and Community Support Services (Fund 117) currently have excess funds not necessary for
immediate expenditure.
WHEREAS,the Mason County Finance Committee has reviewed the treasurer's findings and has made
the approved a recommendation to the County Board of Commissioners to grant authorization to the
county treasurer to invest excess funds which are not required for immediate expenditure by the Health
Department(Fund 150) and Community Support Services (Fund 117) as provided for in RCW 36.29.020
and the County Investment Policy.
NOW THEREFORE,the Board of Mason County Commissioners grant authorization to the county
treasurer to invest excess funds which are not required for immediate expenditure by the Health
Department(Fund 150) and the Community Support Services (Fund 117) as provided for in RCW
26.29.020 and in accordance with the County Investment Policy.
Dated this ,day of May, 2023 BOARD OF COUNTY COMMISSIONERS
MASON COUNTY,WASHINGTON
Sharon Trask, Chair
Randy Neatherlin,Vice Chair
Kevin Shutty, Commissioner
Attest:
McKenzie Smith, Clerk of the Board
Approved as to form:
Tim Whitehead, Chief Deputy Prosecuting Attorney
Cc: Health Department,Treasurer
MASON COUNTY PUBLIC WORKS
COMMISSIONER BRIEFING
April 24, 2023
Action Items•
Request for Proposals for Solid Waste Long Haul Transport and Disposal.
(Requesting to move to the April 25, 2023 Commission Meeting)
Discussion Items:
Roessel Road project w/Hood Canal Salmon Enhancement Group (Presentation)
Commissioner Follow-Up Items:
Upcoming Calendar/Action Items:
C
Mason County
Agenda Request Form
Y
/A t!
To: Board of Mason County Commissioners
From: Richard Dickinson Ext.450
Department: Utilities&Waste Management Briefing: ❑X
Action Agenda: ❑X
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): April 24,2023 Agenda Date: April 25,2023
Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Risk
(This is the responsibility of the requesting Department)
Below for Clerk of the Board's Use Only:
Item Number:
Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken
Ordinance/Resolution No. Contract No. County Code:
Item•
Request for Proposals for Solid Waste Long Haul Transport and Disposal
Background/Executive Summary:
The County's current Solid Waste Long Haul Export Services agreement with Republic Services expires
August 23,2023. To meet requirements of RCW 36.58.090 for soliciting for these services,the County must
publish a request for proposals in the official newspaper once a week for two weeks not less than sixty days
before final date for the submission of qualification proposals and before entering a contract with vendors for
solid waste handling systems,plants, sites,or facilities hold a public hearing. At this time,Public Works,
U&W Management Division would like to advertise a Request for Proposals(RFP)to start the procurement
process in efforts to have a new contract in place by the expiration date of the current contract.
Budget Impact(amount,funding source,budget amendment):
Unknown;last year approximately$3.1 million was spent to haul and dispose of solid waste.
Public Outreach (news release,community meeting, etc.):
A public announcement will be published in the Shelton-Mason County Journal as follows:April 27 and May
4—solicitation for proposals and July 20 and 27 notice of Public Hearing.
Requested Action:
Approval for Public Works to advertise a Request for Proposals for Solid Waste Long Haul Transport and
Disposal and set a public hearing for Tuesday,August 1,2023 at 9:15am for review and consideration of
submitted responses to the request and potentially award contract.
Attachments
Draft Request for Proposals
Notice
MASON COUNTY
DEPARTMENT OF PUBLIC WORKS
REQUEST FOR PROPOSALS (RFP)
SOLID WASTE LONG HAUL TRANSPORT AND DISPOSAL
PROJECT OVERVIEW
Mason County, Washington, Public Works Department, Solid Waste Division ("County") is soliciting
proposals from qualified firms or individuals for solid waste transport and disposal services. It is the
purpose of this RFP solicitation to secure long-term transport and disposal services for solid waste
collected at the Mason County Transfer and Recycling Station. The County is seeking proposals from
experienced entities that are technically,financially,and legally qualified to provide the required services.
The County's current contract for solid waste receiving, transport, and disposal services expires on
August 23, 2023. The 2017 amendment to the current contract granted the County the right to extend
the current contract to such time.
SCHEDULE
All dates are estimates.
• Public Announcement—April 27' and May 4', 2023 (2 consecutive Thursdays)
• Questions Due — May 30', 2023 (1 month after posting)
• Proposal Due—June 22, 2023 (8 weeks after Is,publication date, no later than 4 pm PST)
• Begin Proposal Evaluations —June 23rd, 2023
• Interviews — last week of June/first of July
• Begin Contract Finalization Discussions —July 2023
• End Contract Finalization Discussions and Brief— July 17tn
• Notice of Public Hearing — Published July 20' and 27', 2023
• Public Hearing on Proposed Selection and Commission action —August 1st, 2023
• Contract effective date —August 23rd, 2023
SUBMITTAL INSTRUCTIONS
Sealed written proposals (including complete submission of qualifications and all other information and
materials specified in this RFP) shall be submitted to the Administrative Services Manager at the Mason
County Public Works Office located at 100 W Public Works Drive, Shelton, WA 98584, no later than 4:00
pm, Thursday, June 22, 2023 ("Proposal Due Date").
1. FIRM OFFER
Submitted Proposals shall remain firm and unaltered after the time of the Proposal Due Date for one
hundred eighty (180) calendar days from such date. The County and Proposer may mutually agree to
additionally extend the evaluation period during which the proposal shall remain firm and unaltered.
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2. WITHDRAWL OF PROPOSALS
Written requests to withdraw a proposal received by the County prior to the scheduled Proposal Due
Date will be accepted and the Proposal will be returned unopened. No oral requests to withdraw a
proposal will be allowed. Requests to withdraw a proposal must be addressed and labeled in the same
manner as the proposal and marked as WITHDRAWAL of the proposal. If the Proposer wishes to
modify and resubmit the Proposal, it must be submitted prior to the Proposal Due Date. Requests for
withdrawal after the time of closing on the Proposal Due Date (final date for submission) may only be
allowed at the County's sole discretion.
3. EXAMINATION OF RFP BY PROPOSERS
The information, documents, and data contained in this RFP are provided for informational purposes
only, without any representations or warranties. Each Proposer is responsible for conducting its own
due diligence, and shall make its own examination, investigation and research regarding the proper
method of doing the work under this RFP and Contract, all conditions affecting the work to be done,
the necessary labor, equipment and materials, and the quantity of the work to be performed. The
Proposer agrees that it has satisfied itself by Proposer's own investigation and research regarding all
of such conditions, and that Proposer's conclusion to enter into the Contract and execution of the
Contract is based upon such investigation and research, and that Proposer shall make no claim against
the County because of any of the estimates, statements or interpretations made by any officer or agent
of the County that may prove to be inaccurate in any respect.
4. BACKGROUND
County Information: Mason County is located on Puget Sound, between Kitsap County to the northeast,
Pierce County to the West, Thurston County to the South, Grays Harbor County to the West and
Jefferson County to the North. Covering 959 square miles, Mason County's population is estimated at
65,726 people in 2020 (US Census).
The Mason County Comprehensive Plan provides information including population growth, housing
needs, and development projections. The Mason County Comprehensive Plan is available at:
https://masoncountywa.gov/community-services/planning/2036-comp-plan-update/full-plan.pdf.
Title 6, "Sanitary Code", of the Mason County Code governs solid waste management within Mason
County. In Mason County Code 6.72.030(i)1-8, the County enacted a "flow control" regulation requiring
all solid waste generated and collected within Mason County to be disposed of through the Mason
County Solid Waste System.
Current Transport and Disposal Services: The Mason County Solid Waste Management Plan
(SWMP) describes the management of solid waste generated in the County. The SWMP is available
at https://masoncountywa.gov/forms/utw/swmp-2018.pdf.
Solid waste generated in unincorporated areas of the County and from cities/towns is delivered to the
County's transfer station located off Eels Hill Road just North of Shelton. The County operates one (1)
transfer station and three (3) remote drop box stations.
The County transports all solid waste accepted at the County's waste sites to the main Transfer Station
on Eels Hill Road. Solid waste is further compacted and currently transported to an intermodal facility
in Centralia,WA.The County delivered approximately 48,971 tons of solid waste to the intermodal facility
in the calendar year 2021 from the transfer station. Table 1 summarizes the monthly quantity of solid
waste transported from the County transfer station for years 2019 through 2021.
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Table 1. 2019-2021 Solid Waste Tonnage at Mason County Recycling & Transfer Station
Month 2019 2020 2021
January 3150 2691 3734
February 2095 3129 3249
March 3043 3339 4439
April 3166 3378 4386
May 3506 3571 4109
June 3549 3577 4431
July 3238 4407 4735
August 4091 4179 4150
September 3380 3993 4203
October 3222 4223 4060
November 3023 3701 4095
December 2905 3941 3380
Total 38369 44129 48971
5. SCOPE OF SERVICES
The successful Proposer will be required to receive, transport, and dispose of all solid waste generated
and collected in the County in accordance with the service Contract (Contract). The Contract will be
subject to prevailing wage requirements in accordance with applicable law, including RCW 39.58.090(8)
and RCW 39.12. The following is an overview of the scope of services:
A. Transport Services: The successful Proposer will be required to transport all Loaded Containers
accepted at the Transfer Station to the Disposal Site and return empty Containers from Disposal Site to
the Transfer Station.
B. Disposal Services: For disposal services, the successful Proposer will be required to utilize the
Disposal Site identified in the Contract throughout the term of the Contract unless an alternative Disposal
Site is approved in writing by the County Representative. The Disposal Site must be in compliance with
WAC 173-351-300 Design Criteria (2)(a) or CFR Title 40, Subpart D, Section 258.40 Design Criteria,
(2)(b) and compliant with all applicable Federal, State, and Local laws, regulations, and rules.
C. Capacity: The successful Proposer will be solely responsible for providing sufficient capacity to
receive, transport, and dispose of Waste in accordance with this Contract.
D. Inspection of Loaded Containers and Unacceptable Waste: The successful Proposer may inspect
the contents of a Loaded Container. If the successful Proposer discovers Unacceptable Waste in a
Loaded Container, the successful Proposer shall comply with the procedures set forth in the Contract.
E. Average County Compacted Container Weight: The County will compact the waste that is
accepted at the County Transfer Stations. The County guarantees an annual average County Compacted
Container weight of at least twenty-six(26)tons per County Compacted Container. Twenty-six tons is the
minimum container weight, and Containers under this weight will be charged for twenty-six (26) tons.
F. Provision of Equipment: Excluding equipment explicitly stated in the Contract to be provided by the
County, the successful Proposer, at its sole cost and expense, agrees to furnish all equipment necessary
to provide the services in accordance with the Contract. The successful Proposer will provide sufficient
Containers, Chassis, and Trailers to provide services in accordance with the Contract which shall not in
any event be provided by the Proposer in quantities less than those specified in the Contract.
G. Appearance, Operation, and Maintenance of Equipment: The successful Proposer shall adhere
to the requirements for appearance, operation and maintenance of equipment set forth in the Contract.
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6. CONTRACT TERM
The initial term of the Contract shall commence on August 23, 2023 and shall expire on September 30,
2033, subject to the termination provisions and other terms of the Contract. The County shall have the
option to renew the Contract for up to two (2) additional renewal terms of ten (10) years, upon mutual
agreement with the Proposer.
The remainder of this page intentionally left blank.
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7. EVALUATION CRITERIA
Proposals will be scored according to the criteria indicated in Table 3 below.
Table 3. Evaluation Criteria
Evaluation Criteria Evaluation Factors Criteria
(Rating Percentage)
Criteria 1: Letter of — Letter of Intent/ Proposer's understanding of project Thirty percent (30%)
Intent and — Operations plan
Method of Approach 0Disposal Site
• Transport plan (Unacceptable,
• Equipment plan acceptable, good,
• Authorization to Operate better, or best).
• Safety policies and procedures and safety record
• Key personnel and staffing plan
• Proposer representative and communications
plan
• Environmental protection plan
— Transition plan
— Emergency response plan
— Monthly/Annual Reporting
Criteria 2: — Transport Mode/Distance Five percent (5%)
Sustainability — Landfill Gas/Energy Recovery (Unacceptable,
acceptable, good,
better,
or best).
Criteria 3: Similar — Service experience Fifteen percent(15%)
Service Experience/ — Performance history for similar services
Technical Expertise/ — Breach of contract resolution
References/ — References for similar services (Unacceptable,
Community — Community involvement acceptable, good,
Involvement/ Financial — Compliance history better, or best).
Stability — Litigation history
— Claims history and regulatory compliance
— Audited financial statements
— Certificate of insurability
— Proof of ability to acquire Performance Bond
— Bankruptcy history
Criteria 4: Pricing and — Fees to be paid by County Fifty percent(50%)
County Operations — Estimated financial impact to County operations
Financial Impact
Criteria 5: Ability to — Acceptance of Contract Template terms. Pass or Fail
Contract with Proposer (Acceptable or
unacceptable).
Evaluation Criteria Evaluation Factors Criteria
(Rating Percentage)
Total Percentage 100
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8. PROPOSAL EVALUATION
The selection criteria may include, but are not limited to: the Proposer's prior experience; management
capability; schedule availability; financial resources and stability; cost of services, nature of proposed
facility; system reliability; performance standards for facility; compatibility with existing service facilities;
project performance guarantees; technical expertise; enforcement provisions; environmental protection
measures; consistency with comprehensive solid waste management plan; risk allocation; and as
further described and provided per this RFP. Proposals will be evaluated based on the process
described in the Revised Code of Washington (RCW) 36.58.090, including the following steps:
A. The County will complete an initial proposal review to determine completeness and responsiveness
of all proposals received. The County will then interview each proposer whose proposal the County
finds to be complete and responsive. In the event the County determines that a proposal is not complete
or not responsive the County may at its sole discretion eliminate the proposal from further consideration.
B. The County will evaluate proposals found to be complete and responsive using the criteria set forth
in this RFP. If deemed necessary, prior to ranking the proposals, the County may request written and/or
oral clarifications of the proposals (and/or more detailed proposal information), conduct site visits to the
proposed Disposal Site, and/or conduct other investigations to confirm the information provided in the
proposals. Criteria ranking percentages are based upon "Unacceptable, Acceptable, Good, Better, or
Best" determinations made by applicable County staff, at the County's sole judgment and discretion.
C. All information and elements of the submitted proposals may be topics for discussion during
interviews. Interviews are intended to enhance the County's understanding of written proposals and
will not be separately scored.
D. After the County has determined that the initial interview process has been completed, the County
may then proceed with discussions with a Proposer recommended to the Board of County
Commissioners. Such discussions shall include any necessary minor negotiation of final Contract
terms, although such final contract terms shall be consistent with the terms of the substantial form of
the Contract Template, and shall be in conformance with applicable federal, state and local laws,
regulations and procedures. The objective of the negotiations will be to reach agreement on all
provisions of the proposed Contract. In the event negotiations with the Proposer are not successful, the
County may terminate the process and initiate negotiations with the next recommended preferred
Proposer. This process may be repeated with other Proposers until an agreement is reached.
E. Prior to entering into the Contract with a recommended preferred Proposer (vendor), the Mason
County Board of Commissioners (Board) shall make written findings after holding a public hearing as
required per RCW 36.58.090(6).
The Mason County Board of Commissioners(Board)hereby designates the Mason County Public Works
Deputy Director(or their designee), in consultation with the Mason County Prosecuting Attorney's Office
and County Administrator, to be the Board's representative for purposes of proposal evaluation and
recommendation.
9. PROPOSAL SUBMITTAL REQUIREMENTS
Proposals shall be concise and address the required content requested in this section. Proposals are
requested to be in 11-point font or greater and printed on 8.5"x 11" paper with no less than '/z" margins.
For page limitations specified herein, one side of a piece of paper constitutes one page.
All required signatures shall be made by an authorized representative of the Proposer who has legal
authority to bind the Proposer to contractual obligations. Proposals by corporations must be executed
in the corporate name by the President or Vice President (or other documented duly authorized
corporate representative). The corporate address and state of incorporation shall be shown below the
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signature. Erasures, interlineations or other modifications in the submitted proposal shall be initialed
and dated by the person authorized to sign the proposal.
The proposals shall be divided into sections, subsections, and appendices as shown in Table 4.
Table 4. Proposal Format
Section Section Title Forms
A. Letter of Intent and Transmittal Page 2
B. Method of Approach
C. Sustainability
Similar Service Experience/Technical
D. Expertise/References/Community Involvement/Financial Stability
E. Pricing and County Operations Financial Impact 2
F. Acceptance of Contract terms
Proposals shall include, at a minimum, the following:
A. Letter of Intent and Statement of Organization:
1. Letter of Intent: Recommended length two(2)pages. The letter of intent must be signed
in accordance with the signature requirements stated above. The letter of intent should
at a minimum include the following information:
i. The Proposer's understanding of the work, including a brief overview of the
Proposer's method of approach.
ii. Statement that the proposal is a firm offer valid for one hundred eighty(180)
days from the Proposal due date.
iii. Statement that the Proposer acknowledges all addenda.
iv. Statement that the Proposer acknowledges and agrees to be willing and
ready to commence services on the Commencement Date as described in
Section IV above.
2. Statement of Organization: Proposer must complete and submit Statement of
Organization. All subcontractors must be identified in the Statement of Organization.
B. Method of Approach: Recommended length (50) pages, excluding the following that shall
be included in a proposal appendix: facility drawings, equipment photos, manufacturer
equipment drawings and literature, information relevant to authorization to operate, and key
personnel resumes.
1. Operations Plan:
i. Disposal Site:
- General Information: Name, owners, operators, and description of the Disposal
Site.
- Location: Location of the proposed Disposal Site.
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General Arrangement Drawings: Show full extent of all facilities, details of bottom
liner and permanent closure construction plans, location and details of
groundwater and landfill monitoring system, pavement, rail lines, and other
features within the property boundaries. Include details of permitted and expected
future permitted landfill footprint.
Landfill Gas Management Plan: Provide description of the facilities and systems
employed for capturing and managing landfill gas generated at the Disposal Site.
Include system performance information, including capture rates, percent methane
in the landfill gas, gas uses and other explanation to describe the functioning of
the landfill gas management system. This information will be used by the County
for assessing the sustainability evaluation criteria points.
Landfill Groundwater Monitoring Plan: Provide detailed description of the
current groundwater monitoring network. Include drawings and system
performance information.
Acquisition/Construction/Renovation Plan: Description of the timeline, key
milestones, and other requirements to acquire, construct, and/or renovate the
proposed Disposal Site.
Capacity: Description of the total daily capacity, available daily capacity, and
remaining capacity of Disposal Site through the initial Term of the Contract
(September 20, 2033). Total daily capacity means the average current capacity of
the Disposal Site on a weekday. For example, "the Disposal Site has the capacity
to dispose of X tons per weekday". Available daily capacity means the total daily
capacity less the average capacity that is utilized by other customers. Available
daily capacity is capacity that can be used to serve the County. Remaining capacity
means the capacity currently available prior to closure of the Disposal Site. Total
daily capacity and available daily capacity shall be stated in tons per day. Provide
evidence supporting the available daily capacity and remaining capacity of the
Disposal Site.
- Gate House Procedures: Description of gate house procedures at Disposal Site
including daily gate house record keeping and record sharing with the County (in
compliance with applicable law, including RCW 42.56).
ii. Transport Plan: Description of transport services including:
- General Information: Overview of transport services approach. In addition,
name(s) of owner of firm or firms providing transport services.
- Teaming Experience of Proposer and Transport Service Firm(s): Description
of current and prior projects for which Proposer has teamed with firm providing
transport services. Provide evidence of the transport services firms' commitments
to fulfill their role in the services for the term of the Contract including any and all
renewal terms.
- Transport Distances: Provide distances, measured to the nearest mile, for each
leg of the transport route that will be employed, and include a description of the
mode of transportation used for each leg of the route. This information will be used
by the County for assessing the sustainability evaluation criteria points.
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iii. Alternate Operations Plan: Description of procedures and facilities Proposer will use
to address short term (five [5] days or less) and long term (greater than five [5] days)
difficulties and/or inability to provide services using Proposer's procedures and
proposed Facilities. Identify alternative transport services, and alternative Disposal
Site(s).
iv. Equipment Plan: Proposer shall provide equipment descriptions including the make,
model, and age of each proposed type of equipment. Equipment photos and
manufacturers' drawings and literature should be included in an Appendix. Proposer
shall describe the following:
Primary mobile-portable equipment used for waste transportation, including but not
limited to closed and open top containers, chassis, and trailers.
Excluding equipment at the Disposal Site, the total number of equipment units
including spare units that will be available to perform each service under the
Contract.
Excluding equipment at the Disposal Site, any equipment to be acquired in the
future, and a timeline for acquisition of such new equipment.
Excluding equipment at the Disposal Site, preventive and unscheduled
maintenance program for all Proposer-furnished equipment used to perform
services under the Contract, including the proposed frequency of cleaning waste
containers. Identify parties who will be responsible for maintenance and cleaning
of the equipment.
v. Authorization to Operate: For existing facilities, copies of all current facility operating
permits, financial assurances, and the past five (5) years of health district or other
public oversight inspection reports for the Disposal Site. Provide the last two annual
landfill monitoring reports for the proposed Disposal Site.
vi. Safety Policies and Procedures and Safety Record: Description of safety policies
and procedures that will be in effect at the Disposal Site to ensure the safety of
Proposer's personnel, County staff, and other third parties. Provide the Proposer's
documented safety record over the past five (5)years for its operations in Washington,
Oregon and Idaho, including a summary of all accidents that involved injury, death,
property damage and/or lost work time.
vii. Key Personnel and Staffing Plan: Proposer shall describe the following:
- Proposed staffing levels by function/labor classification within each element of the
services (i.e., at the Disposal Site, and in the transport element but not including
the rail leg if used).
- Key members of the Proposer's team including job descriptions, resumes,
references, and their proposed role and responsibilities for each team member.
- Subcontractors that are proposed to perform any portion of the work and their
respective roles.
- Labor management/relations provisions of existing agreements to which the
Proposer or a relevant subcontractor are parties and the Proposer's plan for
dealing with any labor disruptions that could impact operations and services.
- Compliance with payment of prevailing wages. The Contract will be subject to
prevailing wage requirements in accordance with applicable law, including RCW
39.58.090(8) and RCW 39.12.
9
viii. Proposer Representative and Communications Plan: Identification of Proposer
representative(s) who will be responsible for Contract matters and for day-to-day
operations. Description of communications plan between Proposer and County
including expected frequency of in-person coordination meetings and other forms of
regular communications.
ix. Environmental Protection Plan: Provide a description of all measures that will be
taken to prevent, minimize and/or respond to spills, releases, and/or environmental
damage that could occur as a result of the Proposer's services during waste transport
and at the Disposal Site. Environmental damage includes, but is not limited to, spills
of solid waste or leachate, or oil spills from equipment.
x. Monthly/Annual Reporting: Provide examples of monthly/annual reports prepared
and submitted to the County quantifying and documenting Federal/State disposal
compliance and adherence to sustainability.
2. Transition Plan: Description of strategies to ensure a smooth transition from the current
service provider to the successful Proposer. Proposer shall describe the following:
i. Individual who will oversee the execution of the transition plan.
ii. Proposed approach, including equipment acquisition, and personnel hiring,
assignment and training.
iii. Schedule for the transition period that identifies all key transition activities.
3. Emergency Response Plan: Description of Proposer's strategies to ensure proper
management of materials due to unplanned or unexpected increased quantities of
material. Such emergency conditions could arise due to natural disasters such as floods,
seismic events, severe storms, pandemic, conflagrations, or large explosion events.
4. Sustainability: Description of Proposer's planned and existing national and local
sustainability initiatives and practices including any documented results of these initiatives
and practices over the past five (5) years.
C. Sustainability: Recommended length two (2) pages.
1. Sustainability shall be ranked in the following way (based upon Low, Medium, High, and
Highest determinations made by applicable County staff, at the County's sole judgment
and discretion):
Category Evaluation Factor Range Ranking
Factor
Transport
Mode/Distance
Truck > 200 miles R/T Low
Truck 50-200miles R/T Medium
Train > 300miles One Way High
Train < 300miles One Way Highest
Total
10
Energy
Recovery
Recovery of Beginning with start of High
energy from service
landfill gas
Recovery of Beginning 5 years Medium
energy from after start of service
landfill gas
No energy During Contract term Low
recovery from
landfill gas
Other
Ranking
Determination
[1] Transport Mode/Distance refers to the primary means of transport between the
Receiving Facility and the Disposal Site and excludes short haul transport at either end
of the primary transport leg.
D. Similar Service Experience /Technical Expertise / References/ Community
Involvement/ Financial Stability: Recommended length fifty (50) pages.
1. Service Experience:
i. Identify the number of years the Proposer has been in business, and any previous or
additional names under which the Proposer has conducted or is conducting business.
ii. Identify the number of years of Proposer's experience providing solid waste transport
and disposal services including a description of those services, and the names of the
businesses under which the services were provided.
iii. Identify the agencies and parties for whom those services have been provided.
2. Performance History for Similar Services: Identify any solid waste long haul transport
and disposal services contract providing services in the Pacific Northwest (i.e.,
Washington, Oregon, Idaho) during the past five (5) years to which the Proposer was a
party and for which the Proposer's services under the contract ended prior to the contract
expiration date due to assignment of the contract to another vendor, mutual agreement
with the customer to discontinue Proposer's services, or any other reason. Provide a brief
explanation of the reason(s) for the termination.
3. Breach of Contract Resolution: Identify any solid waste long haul transport and disposal
services contract in the past five (5) years for which a breach of contract claim was made
against Proposer and/or its subcontractor(s). Describe the nature of the claim of breach
and the measures taken to resolve the claim.
4. References for Similar Services: Provide four (4) customer references, for which
Proposer has provided similar solid waste transport and disposal services within the last
ten (10) years. Briefly describe each service contract including annual tons of waste
managed and nature of the service provided. For each reference service contract provide
a current customer contact name, email address and phone number. Referenced service
contracts should demonstrate experience transporting large quantities of solid waste long
11
distances and disposing of such materials. For the listed reference service contracts,
describe those instances, if any, where the customer claimed that the Proposer was in
breach of any requirement(s) of the contract and describe how the claim of breach was
resolved.
5. Community Involvement: Provide a description of any community involvement activities
by Proposer including development and/or expansion of solid waste management
programs, and a description of awards/recognitions received associated with contracts
discussed in Section DA. Recommended length four(4) pages.
6. Compliance History:
i. Identify any formal enforcement actions commenced by state or federal agencies
within the past five(5)years for violations relating to Proposer's or Proposer's affiliates'
operations for transport, and disposal in Washington or any other state where
Proposer proposes to provide waste receiving, transport or disposal services under
the contract.
ii. Identify all fines, penalties, settlements, or damages of any kind paid by Proposer,
Proposers proposed subcontractor(s), Proposer's parent company and/or any of the
parent company's subsidiaries because of the enforcement actions identified in (i.)
above.
7. Litigation History: Description of any litigation with a federal, local, or state government
entity or agency in the past five (5) years. Include the name of the entity, type of services
provided, date of litigation, description of claim, and resolution of litigation.
8. Audited Financial Statements: Audited financial statements for years 2019, 2020, and
2021.
9. Certificate of Insurability. Statement that the Proposer agrees to comply with the
County's insurance requirements.
10. Proof of Ability to Acquire Performance Bond: Proof that the Proposer agrees to and
is capable of complying with the performance bond.
11. Bankruptcy History: Identification whether Proposer and/or any applicable parent,
subsidiary, and/or affiliate company has ever been declared insolvent,filed for bankruptcy,
or consented to or acquiesced in the appointment of a receiver or trustee for management
of its assets or business.
12. Pricing and County Operations Financial Impact: Proposer must have a Pricing
proposal. The lowest total cost proposal will receive significant consideration and
potentially higher evaluation based on this criterion. Proposals that are not the lowest
cost may be considered based on a percentage of the lowest cost proposal.
10. RFP QUESTIONS/CLARIFICATIONS
Questions or language service needs shall be submitted to the Public Works Deputy Director by email
to: rdickinson(a)masoncountywa.gov, no later than 4:00 pm, Thursday, June 15, 2023.
A. Oral questions will not be accepted or answered. Questions must be in written form, by email.
All addendums to this RFP will be issued by the Solid Waste Division and published under this
competitive solicitation on Builders Exchange and County website.
B. A Silent Period established between the time the County publishes notice of the RFP and the
time that the County recommends award of the RFP (prior to the public hearing on the proposed
Contract). The Silent Period includes the issuance, submittal receipt, and evaluation of the RFP. All
proposers, consultants, or individuals acting on their behalf are hereby prohibited from contacting or
12
lobbying any County employee, official, or representative regarding this RFP during the Silent Period
other that the County's designated representative (the Mason County Solid Waste Division Manager,
or her designee). Failure to observe to the Silent Period may disqualify the proposer and/or delay or
void the RFP.
11. ADDENDA
If at any time, the County changes, revises, deletes, clarifies, increases, or otherwise modifies the RFP,
the County will issue a written addendum to the RFP. Proposer must registered on Builders Exchange for
this RFP to be notified of any addenda and/or new documents on this RFP. It is the Proposer's
responsibility register for notification and to otherwise check for addenda and other new documents on-
line.
12. INSURANCE REQUIREMENTS, PERFORMANCE BOND, AND INDEMNIFICATION
The Proposer agrees to comply with the County's insurance requirements. Performance bond and
indemnification language to be provide during contract negotiations.
13. FEDERAL SUSPENSION AND DEBARMENT CERTIFICATION
Federal Executive Order 12549 prohibits federal, state, and local public agencies receiving grant
funding from contracting with individuals, organizations, or companies who have been excluded from
participating in federal contracts or grants.
The purpose of this certification is for the contractor/vendor to advise Mason County, in writing, of any
current Federal Suspension and Debarment.
Debarment Certification. By signing and submitting a response to this competitive solicitation (RFP),
I certify that this firm and its principals are not currently suspended or debarred by any Federal
Department or Agency from participating in Federal Funded Contracts.
14. PUBLIC RECORDS
Submittals received by Mason County in response to this RFP solicitation become public records upon
receipt and are subject to public disclosure pursuant to Chapter 42.56 RCW, the Public Records Act.
Unless privileged, or otherwise exempt from public disclosure pursuant to applicable law, the County shall
have the right to use and distribute any and all documents,writings, programs, data, public records or other
materials prepared by any party in connection with performance of this Agreement. The Proposer
recognizes and agrees that any documents and/or materials arising from and/or related to this Agreement
may be subject to public disclosure pursuant to applicable law (including RCW 42.56). The Proposer
should clearly identify and label in its proposal any specific information that it believes to be exempt
from public disclosure,with an explanation as to what specific exemption(s)it believes to apply. If Mason
County receives a Public Records Act request for such information so marked in the Proposer's
submitted proposal, and the County determines that it may need to produce that information in response
to the Public Records Act request, the County's sole obligation to the Proposer shall be to reasonably
attempt to notify the Proposer: (1) of the request, and (2) of the date that such information will be
released to the requester, unless the Proposer obtains a court order to enjoin thatdisclosure(at the
Proposer's sole cost and expense). If the Proposer fails to timely obtain a court order enjoining
disclosure, Mason County will release the requested information on the date specified. While the
County may take such above-described reasonable steps to attempt to prevent the disclosure of such
documents and information, the County cannot and does not represent and/or guarantee that any
specific drawings, documents, data, plans, materials and/or information will not be released, even if the
release of such drawings, documents, data, materials, plans, and/or information may be (or may
arguably be) exempt or otherwise preventable by law. The Proposer expressly waives any and all
claims against the County for any harm, liability, costs, and/or damages (direct and/or consequential)
13
incurred by Proposer arising from and/or directly or indirectly related to the release of any and all
drawings, plans, documents, data, materials, and/or information provided by Proposer.
15. TITLE VI ASSURANCE
"The (Local Agency) in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42
U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation,
Subtitle A, Office of the Secretary, Part 21, nondiscrimination in federally assisted programs of the
Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will
affirmatively insure that in any contract entered into pursuant to this advertisement, disadvantaged
business enterprises will be afforded full opportunity to submit bids in response to this invitation and will
not be discriminated against on the grounds of race, color, or national origin in consideration for an
award.
Mason County assures that no person shall on the grounds of race, color, national origin or sex, as
provided by Title VI of the Civil Rights Act of 1964 and related statues, be excluded from participation in,
be denied the benefits of, or be otherwise subjected to discrimination under any Mason County program
or activity. For more information, please contact Mason County Public Works at (360) 427-9670, Ext.
450.
Conado de Mason y El Departamento de Obras Publicas del Condado de Mason garantiza que ninguna
persona sera excluida de participar, no se le denegaran beneficios, ni estara de otra manera sujeta a
discriminacion en cualquier programa o actividad de la Conado de Mason y El Departamento de Obras
Publicas del Condado de Mason, por motivos de raza, color, origen nacional o sexo, segun Io previsto
en al Articulo VI de Ley Derechos Civiles de 1964 y Ios estatutos relacionados
It is the policy of Mason County to comply with 49 Code of Federal Regulations, Part 26, to ensure that
Disadvantaged Businesses, including minority and women, have an equal opportunity to receive and
participate in federally assisted contracts. Mason does not exclude any person from participation in,
does not deny any person the benefit of, or otherwise discriminate in connection with the award or
performance of any contract covered by 49 CFR Part 26 on the basis of race, sex, or national origin.
Mason County efforts made to use minority and female consultants during FY 2021 include the
following activities:
Disadvantaged Business Enterprise (DBE/UDBE) Goals. As part of Mason County's outreach efforts to
use minority and female consultants, when appropriate, proposals include a Disadvantaged Business
Enterprise (DBE/UDBE) goal. These firms that are certified can encompass small, minority and women
-owned firms. As a condition of award, the successful bidder must make good faith efforts to meet this
DBE/UDBE goal. The proposer establishes good faith efforts when it documents that it has obtained
enough DBE/UDBE participation to meet the DBE/UBDE goals; or documents that it has made efforts to
so, although unsuccessful.
14
Mason County Public Works
Request for Proposals
Solid Waste Long Haul and Transport Disposal
Mason County,Washington,Public Works Department, Solid Waste Division("County")is soliciting
proposals from qualified firms or individuals for solid waste transport and disposal services. It is the
purpose of this RFP solicitation to secure long-term transport and disposal services for solid waste
collected at the Mason County Transfer and Recycling Station. The County is seeking proposals from
experienced entities that are technically,financially,and legally qualified to provide the required services.
Performance of work in connection with this operation shall be for a period of 10 years with up to
two additional(10)years,upon mutual agreement with the Proposer.
The successful Proposer will be required to receive,transport, and dispose of all solid waste generated
and collected in the County in accordance with the service Contract(Contract). The Contract will be
subject to prevailing wage requirements in accordance with applicable law,including RCW 39.58.090(8)
and RCW 39.12.
The following is an overview of the scope of services:
• Transport Services
• Disposal Services
• Capacity
• Inspection of Loaded Containers and Unacceptable Waste
• Average County Compacted Container Weight
• Provision of Equipment
• Appearance, Operation, and Maintenance of Equipment
Schedule: (All dates are estimates.)
• Public Announcement—April 27th and May 4th,2023 (2 consecutive Thursdays)
• Questions Due—May 30',2023 (1 month after posting)
s'
• Proposal Due—June 22,2023 (8 weeks after I publication date, no later than 4 pm PST)
• Begin Proposal Evaluations—June 23rd,2023
• Interviews—last week of June/first of July
• Begin Contract Finalization Discussions—July 2023
• End Contract Finalization Discussions and Brief—July 17t'
• Notice of Public Hearing—Published July 20t'and 27t'',2023
• Public Hearing on Proposed Selection and Commission action—August 1st,2023
• Contract effective date—August 23rd,2023
The Request for Proposals is made available as follows:
Free-of-charge access to the Request for Proposals is provided to Vendors by going
to www.bxwa.com and clicking on"Posted Projects", "Goods and Services", and"Mason County". This
online plan room provides Bidders with fully usable online documents with the ability to: download,
view,print, order full/partial plan sets from numerous reprographic sources, and a free online
digitizer/take-off tool. It is recommended that Bidders"Register"in order to receive automatic e-mail
notification of future addenda and to place themselves on the"Self-Registered Bidders List". Bidders that
do not register will not be automatically notified of addenda and will need to periodically check the on-
line plan room for addenda issued on this project. Contact Builders Exchange of Washington at(425)
258-1303 should you require assistance with access or registration.
Submittal Instructions:
Sealed written proposals(including complete submission of qualifications and all other information and
materials specified in this RFP) shall be submitted to the Administrative Services Manager at the Mason
County Public Works Office located at 100 W Public Works Drive,Shelton,WA 98584,no later than 4:00
pm,Thursday, June 22,2023 ("Proposal Due Date").
Mason County,in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252,42 U.S.C.
2000d to 2000d-4 and Title 49,Code of Federal Regulations,Department of Transportation, Subtitle A,
Office of the Secretary,Part 21,nondiscrimination in federally assisted programs of the Department of
Transportation issued pursuant to such Act,hereby notifies all bidders that it will affirmatively insure that
in any contract entered into pursuant to this advertisement,disadvantaged business enterprises will be
afforded full opportunity to submit bids in response to this invitation and will not be discriminated against
on the grounds of race,color, or national origin in consideration for an award.
Questions regarding the RFP or special language services shall be sent via email to
rdickinsonkmasoncountywa.gov. The Mason County contact will also receive written email requests for
clarification and/or interpretation for this Request for Proposal up to seven(7)business days prior to the
due date.
PUBLISH: 2-Times—Shelton-Mason County Journal 4/27/23&5/04/23
XegalsAmasoncounty.com
2-Times—Daily Journal of Commerce 4/27/23&5/04/23
legalsAd
jc.com
Bill: Mason County
Department of Public Works—U&W Management
100 W Public Works Drive
Shelton,WA 98584
Theler Trail Levee
Breach and
Roessel Road
MENDY HARLOW, EXECUTIVE DIRECTOR
HOOD CANAL SALMON ENHANCEMENT GROUP
APRIL 24, 2023
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■ The problems of flooding on Roessel
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■ Accessibility and connection of the - --- ~-- - --~�
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oleo — Levee Removal ! � 'R► •
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PREVIOUS Theler Trail Reroute Project Elements
RECONNECT HISTORICPisvi .4 7 .
DiST IVBUTARY CHANNLES AS
10!or .
THE 4S.RFNIOVEb J '
7Aa t Remove 825 foot dike (4,818 CY of fill)
; ;,
REMOVE 825'OF EXISTING' 500' NEw SETBACK
R . 4 �►
EARTH DIKE�NDTRAIL DIKE AND,TRAIL Remove 425 foot dike 2,482 CY of fill
Construct 500 foot setback dike
Construct 425 foot concrete boardwalk
a, 4 HE L RA S
+ Raise 400 foot access road b 3 feet
�
*' .,:RD REBUILT WITH , y
�00' ACCESS RD NE\iV TRAIL
SECTION
A4 41
REMOVE 425'OF EARTH
DIKE AND TRAIL, 3 °
CONSTRUCT 425 LONG
BOARD �iVALK
THELER WETLANDS HABITAT RESTORATION
Boardwalk Construction
Theler Wetlands
Pilot.04 Dike Trail (to be removed)
-
Roessel Rd Construction
Remove 825' of
earthen dike/trail #�
Raise elevation of
� Roessel Road
Construct 1250' �
Boardwalk
! : �.� Raise elevation of
! � 400' access road
Tidal chancel _
excavation .�'•„ � •�'�/�
Remove 4Z5'of ' - o-"—Replace culvert
earthen dike/trail "'' ��
0 M425 0-0•
THELER WETLANDS HABITAT RESTORATION
Restoration actions
address flooding by
raising Roessell ' • to
PW
f (matching trail
elevation)
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0 0 0426 0 086 0 17 Miles -
,,�
Union River EstuaryEcological
Important habitat for juvenile salmonids such as Coho
Salmon, Chinook Salmon, and Hood Canal Summer
Chum
' --- � Critical habitat for federal and state listed Bull Trout
Important habitat for migratory bird species
_ - .� � / ..�✓ .. /� vim' ' �' - I ``` / / _ `_.
II' TO
BEGIN ROADWAY -- STATE ROUTE 3
REGRADE ` PROPOSED 25 LF CULVERT END EXISTING
NORTH—.w a 12' X 6' BOX DIKE REMOVAL
INVERT ELEV. = 6.0 REPLACE WITH
BOARDWALK 1,250 LF
II
TO
EXISTING
� BUILDING
EXISTING 18" CMP,
TO BE REMOVED ly
Ex
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BLOCK
PATHWA
Y
END ROADWAY ,. EXIST. GATE
f-
REGRADE 907 LF - Z�
SEL ROAD
wuuNn ROES
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ERUSH
SALMON PROPOSED CHANNEL
l`.
TO CENTER ^s ! REALIGNMENT
T�FIE - — -
/ III
WETLANCS
WETLANDS
I / 3RUSF EXISTING POND
TO BE FILLED II
BEGIN EXISTING t DIKE REMOVAL f
REPLACE WITH y
BOARDWALK _I —a„r>_ •I _.,,,--- - •— ---- 1 , '
' 4
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FILL EXISTING CHANNEL
GRADE TO EXISTING
•.vLrLAn�S ,w �' ELEV. -9.0
MATCH EXISITING
CHANNEL
PLAN V{EW 1�
SCALE:1-50-50
xr.,slox o_s°Rv„os o LOWER HOOD CANAL RRc_Ecr NO.
,LyxrrlTp� 0 1/EASURES
WASHINGTON ONE INCH ON
�•� OR CINAL DRAWINGS ll`IION RNFR FST,.ARY
" cx J P. G.CxEEx SHEEP OF
VERTICAL DAT" DEPARTMENT OF FISH AND WILDLIFE ��' ,./� "°"°^�°""'`°`°x�° """°" o�,v.smlrx.y.2. THELER WETLANDS RESTORATION PRCJECT
NAvu 86
ER £`sax;ce Fx�.xJ,= - PROJECT EXHIBIT 'LAN VIEW
EV VDHERS n w,E- u , xxvx
Pxccrzw w>E.. wie Y2�-22
��' SALMON
Project Cost Estimate - •
J _
Funding -
Mobilization/Site Prep $106,008 i
Levee Removal $62,500 State RCO (SRFB,ESRP) $531 ,760
Culvert Installation $285,500 USFWS $140,000
Channel Construction $25,500 NOAA/PSP $222,014
Access Road Work $54,850 Kitsap Audobon $500
Roessel Road Elevating $396,801 .00
Mason Co Public Works $130,000
Sales Tax $93, 1 15
Project Total $1 ,024,274.00
Total $1 ,024,274.00
Contribution from Mason County would fully
fund project
Thank you !
Questions ?
Mendy Harlow
mendy@pnwsalmoncenter . org
�r�ON CO&
Mason County Administrator
411 N 5th Street
Shelton, WA 98584
(360) 427-9670 ext. 419
Mason County Commissioner
Briefing Items from County Administrator
April 24, 2023
Specific Items for Review
The Arc of the Peninsulas Housing Consortium Memorandum of Understanding—Mark Neary
Limited Term Light Duty and Modified Work Teamsters Memorandum of Understanding—Nichole Wilston
Administrator Updates
Commissioner Discussion
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Mason County
Agenda Request Form
Y
/A t!
To: Board of Mason County Commissioners
From: Mark Neary Ext. 530
Department: County Administrator Briefing: ❑X
Action Agenda: ❑X
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): April 24,2023 Agenda Date: May 9,2023
Internal Review: ❑ Finance ❑ Human Resources ❑X Legal ❑ Information Technology ❑ Risk
(This is the responsibility of the requesting Department)
Below for Clerk of the Board's Use Only:
Item Number:
Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken
Ordinance/Resolution No. Contract No. County Code:
Item•
Memorandum of Understanding with The Arc of the Peninsulas for Housing Consortium
Background/Executive Summary:
This agreement is between Mason County and The Arc of the Peninsulas to identify new housing opportunities
and development funding strategies for low-income and affordable housing for individuals with intellectual
and developmental disabilities(IDD)residing in Mason County. The Washington State Department of
Commerce awarded The Arc of the Peninsulas$8,312,000 to construct a new 22-unit affordable housing
project in Bremerton. Mason County and The Arc of the Peninsulas will form a Mason County IDD Housing
Consortium that will be administratively led and managed by The Arc of the Peninsulas. The Consortium
Policy Board will be composed of three to five members and shall include one County Commissioner and the
President and CEO of The Arc of the Peninsulas. Appointed members shall include one State Legislator from
the 35t'Legislative District,one City of Shelton Councilmember,and one Housing Authority Member.
Appointed board members will serve one-year terms.
Budget Impact(amount,funding source,budget amendment):
None
Public Outreach (news release,community meeting, etc.):
N/A
Requested Action:
Approval to sign the Memorandum of Understanding with The Arc of the Peninsulas for the Mason County
Housing Consortium.
Attachments
Contract
MEMORANDUM OF UNDERSTANDING
Between
Mason County
And The Arc of the Peninsulas
MASON COUNTY HOUSING CONSORTIUM
1. Purpose. This agreement is between Mason County and The Arc of the Peninsulas ("Arc")
to identify new housing opportunities and development funding strategies for low-income and
affordable housing for individuals with an intellectual and developmental disability (IDD)
residing in Mason County.
2. Recitals.
a) The Arc desires to working with Mason County to plan, develop and build new low-income
and affordable housing for individuals and their families diagnosed with IDD and need
affordable housing.
b) The Board of Mason County Commissioners desires to provide additional housing options
and resources for IDD individuals and their families residing in Mason County.
c) The Washington State Department of Commerce awarded The Arc of the Peninsulas
$8,312,000.00 for constructing a new 22-unit affordable housing project in Bremerton,
Washington. Both Mason County and The Arc believe that this new housing initiative will
significantly benefit the lives of members of the IDD community by providing safety,
security, and a place to call home in Kitsap County.This experience in Kitsap County by the
Arc is valuable to Mason County in further the goal providing housing to IDD individuals and
their families in Mason County.
d) The Board of Mason County Commissioners and Arc desire to jointly undertake continuous,
cooperative study and planning of the development of new housing units for IDD individuals
and their families residing in Mason County.
e) This agreement does not intend to, or confer any substantive rights or responsibilities on
the parties.The rights and responsibilities set out in this Agreement limited to providing
administrative support and a procedural framework for the parties to strategize on how
best to provide new housing opportunities to individuals with IDD and their families within
the greater Mason County community.
3. Agreement.The parties will form the Mason County IDD Housing Consortium to ("MCHC") be
administratively led and managed but The Arc.The parties agree as follows:
a) The Arc is the lead agency for MCHC.The Arc will provide clerical and administrative support
to facilitate meetings of the parties.The Arc will support MCHC by agenda development,
minutes production, and MCHC document retention, and other administrative support.
b) Mason County is not responsible for any costs incurred by The Arc in rendering services
pursuant to this Agreement. Mason County is not permitted to expend any funds on behalf
of the Arc.
1
c) This agreement will remain in force and effect perpetually or until terminated by the parties.
Either party may terminate this agreement at any time, for any reason, by giving 30 days
notice in writing.
d) This agreement may be amended by written agreement of both parties.
4. Consortium Policy Board.There shall be a Consortium Policy Board (Policy Board) composed of
three (3)to five (5) members as follows:
a) Standing Appointments to the Policy Board:
i. County Government Member: One (1) Mason County Commissioner, selected
annual by the Mason County Board of Commissioners.
ii. Lead Agency Member:The President&CEO of The Arc of the Peninsulas, or his
designee.
b) Appointed members of the Policy Board. Annually the Board Chair of Policy Board shall
appointment the following members to the Policy Board:
i. Legislative Member: one (1) State Legislator from the 35th Legislative District.
ii. City Government Member: one (1) Shelton City Councilmember if the City of Shelton
becomes a party to this Agreement.
iii. Housing Authority Member: one (1) Mason County Housing Authority Commissioner
If the Mason County Housing Authority becomes a party to this Agreement.
c) Appointed members of the Policy Board shall serve a one-year term from the first day in
January through the last day of December of each year. Board Chair appointed members
may be removed by a majority vote of the Policy Board.
5. Board Officers.The Officers of the Policy Board shall be a Chair,whom shall also be a Mason
County Commissioner, and a Vice Chair who shall be elected by the members annually.The Vice
Chair shall serve one-year term from the first day in January to through the last day of
December of each year.
a) The duties of the Chair shall be:
i. The Chair will preside at all meetings;
ii. Call for the vote on all motions properly presented and seconded;
iii. Enforce the procedural rules of the Policy Board during meetings;
iv. Participate in deliberations of the policy board;
v. Vote in all matters before the Policy Board; and
vi. Make reports as necessary to the Policy Board.
b) The Vice Chair shall perform the duties of the Chair in the absence of the Chair.
6. Meeting,Quorum,Voting.
2
a) The Policy Board will meet monthly or as necessary to fulfill its purpose and function,to
discuss issues of mutual interest, and to take action on items as necessary or appropriate.
b) Meetings of the Policy Board shall conform to the Open Public Meetings Act, Chapter 42.30
RCW.
c) On items that are deliberative in nature,the Policy Board will strive for consensus.
Procedures in the current edition of Robert's Rules of Order-The Modern Edition are
adopted by parties for its regular and special meetings.
d) A quorum of the Policy Board is a simple majority of members present; each member who is
present at the meeting shall be entitled to cast one vote; actions by the Policy Board are
affirmed by a simple majority vote.
7. MCHC Director. Shall be an employee of The Arc, who shall serve under the general policy
guidelines of The Arc, shall be selected by the President &CEO of The Arc,will be responsible for
accomplishing the work plan and directives adopted by the Policy Board. The Director shall
attend meetings of, make regular reports to, and act upon recommendation received from the
Policy Board.
a) Mutual Indemnification. Mason County must indemnify, defend, and hold The Arc of the
Peninsulas and its affiliates and their respective officers, directors, employees, and agents
harmless from and against all third-party claims, losses, liabilities, damages, expenses, and
costs, including attorney's fees and court costs, arising out of the performance of this
Agreement except if such third-party claim, loss, liability, damage, expense, and cost,
including attorney's fees and court costs is due to The Arc of the Peninsulas gross
negligence.
b) The Arc of the Peninsulas must indemnify, defend, and hold Mason County and its affiliates
and their respective officers, directors, employees, and agents harmless from and against all
third-party claims, losses, liabilities, damages, expenses, and costs, including attorney's fees
and court costs, arising out of the performance of this Agreement except if such third-party
claim, loss, liability, damage, expense, and cost, including attorney's fees and court costs is
due to Mason County's gross negligence.
c) The Party seeking indemnification ("Indemnitee") must provide the indemnifying party
("Indemnitor")with prompt written notice of any claim and give complete control of the
defense and settlement of the Indemnitor, and must cooperate with the Indemnitor, its
insurance company, and its legal counsel in its defense of such claim(s).This indemnity will
not cover any claim in which there is a failure to give the Indemnitor prompt notice to the
extent such lack of notice prejudices the defense of the claim.
8. New Membership. Any organization that desires to become a party to this agreement must
obtain unanimous consent by Mason County and The Arc.
3
9. Witness. In witness thereof, Mason County, and The Arc of the Peninsulas has caused this
agreement to be executed. Said agreement to become effective and operative upon fixing of the
last signature hereto.
DATED this 1"day of February 2023.
APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS
MASON COUNTY
Sharon Trask, Chair
Randy Neatherlin, Commissioner
ATTEST:
Kevin Shutty, Commissioner
McKenzie Smith, Clerk of the Board
THE ARC OF THE PENINSULAS
Christopher J.Tibbs
President & CEO
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Mason County
Agenda Request Form
Y
/A t!
To: Board of Mason County Commissioners
From: Nichole Wilston Ext. 643
Department: Human Resources Briefing: ❑X
Action Agenda: ❑X
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): April 24,2023 Agenda Date: April 25,2023
Internal Review: ❑ Finance ® Human Resources ® Legal ❑ Information Technology ❑X Risk
(This is the responsibility of the requesting Department)
Below for Clerk of the Board's Use Only:
Item Number:
Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken
Ordinance/Resolution No. Contract No. County Code:
Item•
Limited Term Light Duty and Modified Work Assignments MOU for the Teamsters Local No.252 Juvenile
Detention Unit
BackEround/Executive Summary:
The County and Teamsters Union Local No.252 Juvenile Detention Unit entered into a Collective Bargaining
Agreement for 2020-2023.The agreement does not contain provisions related to temporary light duty work
assignments for employees who are recovering from injuries sustained while working.This MOU will allow
for the option to offer an employee a vacant position within the County, if the light duty assignment is
approved by a certified physician.
Budget Impact(amount, funding source,budget amendment):
N/A
Public Outreach (news release,community meeting, etc.):
N/A
Requested Action:
Approval of the Limited Term Light Duty and Modified Work Assignments Memorandum of Understanding
with Teamsters Union Local No.252 Juvenile Detention's Unit for employees who are unable to perform all of
the essential functions of their position due to an injury that occurred while on the job.
Attachments
Memorandum of Understanding
• - MASON COUNTY
rTi
Public Health & Human Services
Briefing
April 24, 2023
Briefing Items
Public Health and Human Services Strategic Plan workplan update—Dave Windom
Community Action Council Housing and Essential Needs (HEN) amendment—Melissa Casey
Overdose Data to Action (OD2A) letter of interest—Melissa Casey
RFA syndemic approach to infectious disease prevention and linkage services—Melissa Casey
Pierce County AIDS Foundation Memorandum of Understanding—Melissa Casey
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Mason County
Agenda Request Form
Y
/A t!
To: Board of Mason County Commissioners
From: David Windom Ext.260
Department: Public Health Briefing: ❑X
Action Agenda: ❑
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): April 24,2023 Agenda Date: Click or tap here to enter text.
Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Risk
(This is the responsibility of the requesting Department)
Below for Clerk of the Board's Use Only:
Item Number:
Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken
Ordinance/Resolution No. Contract No. County Code:
Item•
Strategic Plan Workplan Update
Background/Executive Summary:
An update to the workplan for Public Health and Human Services going into Quarter 2 of 2023.
Budget Impact(amount, funding source,budget amendment):
None
Public Outreach (news release, community meeting, etc.):
None
Requested Action:
Informational only.
Attachments
Update
Mason County Public Health & Human Services
Community Family Health/Environmental Health
2023 Logic Model & Work Plan
Inputs Outputs Outcomes
• Staff ACTIVITIES REACH SHORT-TERM/1-YEAR
• Training&Technical 1. Cross-training and development of 1. Community Health staff with 1. All staff demonstrate intradepartmental
Assistance an internal process for coordinating engagement of clerical and knowledge of all programs and services,
and referring services within Public Environmental Health staff as needed adopt a consistent and accurate elevator
• Data&information Health IN PROGRESS speech to promote collective programs,
2. Public;community members;key and refer clients/partners according to the
• Education 2. Transition outreach,education,and stakeholders;community partners established process
communication to video and
• Navigation infographic formats to enhance and 3. Community Health Specialists 2. Launch and maintain re-branded Public
increase reach IN PROGRESS Health&Human Services website,social
• Funding 4. Public;community members;key media,and"Vlog"for health education,
3. Conduct grant management stakeholders and decision-makers at program promotion,and to showcase
training(s)to reinforce and support a partner agencies,county leadership, Public Health"in action"
skilled and informed workforce and City of Shelton government
3. Community Health Specialists and staff
4. Conduct quantitative and qualitative 5. Public;community members with duties that include grant management
analysis of program deliverables and and oversight of subcontracts demonstrate
outcomes to measure impact of 6. Public;community members;key competency in RFP process,program
interventions/program activities stakeholders and decision-makers at development,contract deliverables,and
partner agencies,county leadership, measuring outcomes/evaluation
5. Partner with Mason Health and and City of Shelton government
Shelton Family YMCA to provide 4. Impact Reports are published for all
Women, Infant,and Children(WIC) 7. Partner agencies and community programs,describing services offered,
services IN PROGRESS members/citizens with expertise outcomes,and appropriate contact(s)
across disciplines
6. Update 2021 Community Health 5. Access to in-person and remote WIC
Assessment(CHA)with most recent 8. Subcontractors and community services is restored in South Mason County
data to determine current gaps and partners
health priorities of focus for 2022- 6. Publish 2022-2026 Community Health
2026 CHIP COMPLETE Improvement Plan(CHIP)
7. Conduct outreach and promotion of 7. Reconvene Mason County Health Coalition
Mason County Health Coalition and priority workgroups
mission&vision;recruit workgroup
leads Phase 1 complete 8. Create and maintain repository of training
modules, Policies&Procedures,and
8. Conduct trainings and demonstrate presentations to provide ongoing technical
best practices to give assistance,refresher training,and
subcontractors/partners tools to onboarding for subcontractors and partner
increase efficiency and compliance IN agency staff
PROGRESS
Mason County Public Health & Human Services
Community Family Health/Environmental Health
2023 Logic Model & Work Plan
Activity Measurement/Indicator Person/Program Timeline
Responsible
• Pre-post self-efficacy evaluation measuring staff confidence in intradepartmental
Cross-training and development of an internal knowledge
process for coordinating and referring services • All staff develop an elevator speech to promote their own programs as well as the All TBD
within Public Health(Strategic Goal2, Objective collective programs and services offered at Public Health IN PROGRESS
Q • Documented coordination/flow chart for referring services
• Ongoing CQI/feedback discussions in monthly staff meetings and 1:1 mgmt check-ins
Transition outreach,education,and Manager
communication to video and infographic formats • healthymasoncounty.com launched and promoted COMPLETE
Goal2, . Health Educator March 2023
to enhance and increase reach
(Strategic Schedule for Vlog content and social media posts through end of year
Objective A) Epidemiologist
Conduct grant management training(s)to • Pre-post self-efficacy evaluation measuring staff confidence in grant management Manager March 2023
reinforce and support a skilled and informed procedures Community Health
IN PROGRESS
workforce(Strategic Goal2, Objectives B& Q • Ongoing CQI/feedback discussions in monthly staff meetings and 1:1 mgmt check-ins Specialists
Conduct quantitative and qualitative analysis of . Impact Reports published on healthymasoncounty.com
program deliverables and outcomes to measure June 2023
• Impact Reports presented to BOH, BoCC, Housing&Behavioral Health Advisory All
impact of interventions/program activities IN PROGRESS
(Strategic Goals 1-3) Board
Partner with Mason Health and Shelton Family • WIC Coordinator and WIC Certifier hired and completing required WIC training
YMCA to provide Women, Infant,and Children within the first 6-12 months of onboarding Waiting contract Manager August 2023
(WIC)services(Strategic Goal 1, Objective A) • Client caseload re-established through outreach and promotion
Update 2021 Community Health Assessment . 2021 CHA published on healthymasoncounty.com CHA nearly complete
(CHA)with most recent data to determine current Manager
a and health priorities of focus for 2022-2026 ' Presentation of current gaps and recommendations for the 2022-2026 CHIP March 2023
gaps p presented to the Health Coalition Executive Committee Health Educator
CHIP(Strategic Goals 2 and 3)
Conduct outreach and promotion of Mason • Host Mason County Health Coalition kick-off event COMPLETE Manager
County Health Coalition mission&vision;recruit March 2023
workgroup leads(Strategic Goal Objective A) • Schedule established for Executive Committee/workgroup meetings Health Educator
• Standardized onboarding presentations in any format(i.e., PowerPoint, infographic,
Conduct n tra and demonstrate best practices video)are developed,tested,and accessible on a web-based repository and internal Manager
to give subbce ontractors/partners tools to increase shared drive
efficiency and compliance(Strategic Goal Community Health TBD
Objectives e&Q • All training modules and reporting tools that are standard to most programs are Specialists
accessible on a web-based repository and internal shared drive
Mason County Public Health & Human Services
Community Family Health/Environmental Health
2023 Logic Model & Work Plan
Staff Member Goal For
Activity Responsible How Success Will Be Measured Completion
Full online permitting services for all permit EH Manager&IT Staff • #of completed online permit submittals Q4 2023
types
Full online Sewage Contractor Licenses EH Manager&IT Staff . #of completed online initial applications and renewals Q4 2023
Train new hires thoroughly in their assigned EH Manager and . New staff able to handle 90%of duties without supervisor input. Ongoing
programs within 6mo of hire Program Staff
• New policy on webpage and distributed to all Septic Designers on
Revise Environmental Health Building Permit Rhonda Thompson and Mason County Designers list.
Policyand have it approved b the BoH Ian Tracy Q1 2023
pp Y Y Staff briefed on new policy and utilizing it during all EH building permit
reviews, Pre-apps and EH permit applications.
Explore software options for paperless food • Signed contract with vendor for inspection software
Food Program Staff Q4 2023
inspections using Microsoft Surface tablets • Eliminate staff time spent data entering inspections into SmartGov
Expand capacity for investigation of harmful WQ Staff • #of algae blooms cases opened and#of samples analyzed. Q2 2023
algal blooms in Lakes
Work with BoCC to develop strategy for EH Manager and • Establish fund.Abate two properties per year that have extreme solid
abatement of properties with extreme solid Director waste accumulations. Code review in progress Q4 2023
waste accumulations
Provide incentive for staff to attain RS/REHS EH Manager and . Signed and approved revised position descriptions Q4 2023
Director
Clean-up and revise MCC Title 6 regulations EH Manager and
for clarity and consistency and to bridge gaps Program Staff • Code revisions approved by BoCC IN PROGRESS Ongoing
in coverage.
Increase number of solid waste facilities Wendy Mathews • Number of facilities inspected Q4 2023
inspected
Onsite Sewage Advisory Committee bylaws Rhonda Thompson and 0 Approved bylaws Q2 2023
approved by Board of Health Ian Tracy
Clean Water District Advisory Committee
bylaws drafted and approved by Board of Erik Doran and JJ Stepan • Approved bylaws Q4 2023
Health
Mason County Public Health & Human Services
Community Family Health/Environmental Health
2023 Logic Model & Work Plan
Establish a schedule of regular Field days with
Manager and EHS to help establish and Manager and Staff • At least two field days per year with each staff member Q4 2023
maintain operational consistency.
Implement paperless process for filing EH Shelly and Onsite staff • Process established Q2 2023
land records
Establish updated SOPS for Water quality Ian Tracy,JJ Stepan, Erik SOP produced and implemented Q4 2023
program Doran
Integrate Permitium across all users Admin Staff • 80%of private and 100%funeral homes using Permitium Q2 2023
• Project funding based on 2023 Legislative session and FPHS changing
Monitor funding at state levels Admin Staff Q2-Q3
allocations
Build administrative support for WIC Admin and CH • WIC is fully support with administration and technology Q2-Q3
• Using FPHS communication dollars, increase public awareness as
Build brand recognition for PH All Q1-Q4
measured by initial spring surveys and late fall follow up IN PROGRESS
Develop term limits and rotation policies for Director • Term limits and rotations are established for BOH Q-1
BOH to comply with latest legislation
Build workplans for 2024 All • Workplans for 2024 completed and published by December 2024 Q4
• Performance reviews for all employees completed by end of Q1 using
Complete annual performance reviews All Q1
latest HR guidance and software IN PROGRESS
WRIA 14 data project for MOA Director • Contract in-place,data being collected IN PROGRESS Q2
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Mason County
Agenda Request Form
Y
/A t!
To: Board of Mason County Commissioners
From: Melissa Casey Ext.404
Department: Public Health Briefing: ❑X
Action Agenda: ❑X
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): April 24,2023 Agenda Date: April 25,2023
Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Other
(This is the responsibility of the requesting Department)
Below for Clerk of the Board's Use Only:
Item Number:
Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken
Ordinance/Resolution No. Contract No. County Code:
Item•
Community Action Council Housing and Essential Needs(HEN)Amendment#2
Background/Executive Summary:
The Department of Commerce is allocating additional funding to the Housing and Essential Needs(HEN)
program,which prevents the homelessness of and rehouses unemployable adults and assists them with basic
essential needs such as utility payments,personal hygiene products,and transportation. The additional funds
will be subcontracted to Community Action Council,which administers the HEN program in Mason County,
through June 30,2023.
Budget Impact(amount, funding source,budget amendment):
Additional$52,000 pass through to Community Action Council's HEN Program
Public Outreach (news release,community meeting,etc.):
None
Requested Action:
Approval for the Chair to sign the contract amendments with the Department of Commerce and Community
Action Council for additional Housing and Essential Needs funds in the amount of$52,000.
Attachments
CHG Contract 2022-2023 Amend#F
CAC Amendment 2 2021-2023.CHG.HEN
DocuSign Envelope ID:15AC7332-0035-4063-8DC9-D816115DAD02 .,mendment
Contract Number: 22416108-20
Amendment Number: F
Washington State Department of Commerce
Housing Division
Homelessness Assistance Unit
Consolidated Homeless Grant (CHQ
1.Contractor 2.Contractor Doing Business As(optional)
Mason County Public Health
415 N. 611 St
Shelton,WA 98584
3.Contractor Representative 4.COMMERCE Representative
Casey Bingham Megan Kendig PO Box 42525
Fiscal Manager Grant Manager 1011 Plum St SE
360-427-9670 ext. 562 (360) 401-5149 Olympia, WA 98504-2525
caseyb@co.mason.wa.us rnegan.keardig@commerce.wa.gov
5.Original Contract Amount 6.Amendment Amount 7.New Contract Amount
(and any previous amendments)
$4,367,387 $52,000 $4,419,387
8.Amendment Funding Source 9.Amendment Start Date 10.Amendment End Date
Federal: State: X Other: N/A: April I, 2023 June 30, 2023
11.Federal Funds (as applicable); Federal Agency: CFDA Number:
N/A N/A N/A
12.Amendment Purpose: Adds HEN SFY 23 funds.
COMMERCE, defined as the Department of Commerce, and the Contractor,as defined above,acknowledge and accept the terms
of this Contract As Amended and attachments and have executed this Contract Amendment on the date below to start as of the date
and year referenced above. The rights and obligations of both parties to this Contract As Amended are governed by this Contract
Amendment and the following otherdocuments incorporated by reference: CHO Guidelines (as they may be revised from time to
time), and Contract Temvs and Conditions including Attachment"A"—Scope of Work,Attachment"B"—Budget,and Attachment
"C"- CHG Guidelines Addendum for the HEN FCS Bridge funding.A copy of this Contract Amendment shall be attached to and
made a part of the original Contract between COMMERCE and the Contractor.Any reference in the original Contract to the
"Contract"shall mean the"Contract as Amended".
FOR GRANTEE FOR COMMERCE
KK
Sharon Trask,Chair, BOCC Corina Grigoms, Assistant Director
Housing Division
Date Date
APPROVED AS TO FORM ONLY
Sandra Adix
Assistant Attorney General
3/20/2014
Date
Department of Commerce
DocuSign Envelope ID: 15AC7332-00354063-8DC9-D8113115DA002
Amendment
This Contract is amended as follows:
Attachment B
Budget
Budget Categories Current Contract Amendment F New Total
Amount
(and any previous
amendments and
revisions
CHG Standard
Admin $58,488.00 $0 $58,488.00
Rent/Fac Support Lease $150,628.00 $0 $150,628.00
Other Rent/Fac Support Lease and $90,101.00 $0 $90,101.00
Housing Costs
Operations $124,000.00 $0 $124,000.00
PSH CHF
PSH CHF Rent/Fac Support Lease $39,000.00 $0 $39,000.00
PSH CHF Other Rent/Fac Support $1,000.00 $0 $1,000.00
Lease and Housing Costs
PSH CHF Operations $10,000.00 $0 $10,000.00
HEN SFY 2022 (July 2021June 2022)
HEN Admin 2022 $87,081.00 $0 $87,081.00
HEN Rent/Fac Support and Housing $867,722.00 $0 $867,722.00
Costs 2022
HEN Operations 2022 $289,240.00 $0 $289,240.00
HEN SFY 2023 (July 2022-J ne 2023
HEN Admin 2023 $87,081.00 $1,886.00 $88,967.00
HEN Rent/Fac Support and Housing $867,722.00 $37,586.00 $905,308.00
Costs 2023
HEN Operations 2023 $289,240.00 $12,528.00 $301,768.00
Hotel Leasing and Rapid Re-Housing
Admin for Hotel Leasin /RRH $70,000.00 $0 $70,000.00
Hotel Leas!n /RRH/O erations $399,446.00 $0 $399,446.00
Additional CHG
Additional CHG Funding $98,098.00 $0 $98,098.00
Eviction Prevention
2
DocuSign Envelope ID: 15AC7332-0035AO63-8DC9-D81B115DAD02
Amendment
EP Admin $133,312.00 $0 $133,312.00
EP Rent $422,135.00 $0 $422,135.00
EP Operations $206,160.00 $0 $206,160.00
HEN FCS Bridge
HEN FCS Bridge Admin $5,385.00 $0 $5,385.00
HEN FCS Bridge Rent $59,548.00 $0 $59,548.00
HEN FCS Bridge Operations $12,000.00 $0 $12,000.00
Total $4,367,387.00 $52,000.00 $4,419,387.00
ALL OTHER TERMS AND CONDITIONS OF THIS CONTRACT REMAIN IN FULL FORCE
AND EFFECT
3
Contract Between
Mason County and
Community Action Council
Professional Services Contract #CAC:2021-2023 CHGHEN (MC Contract#20-056)
Amendment# 2
The purpose of this amendment is to increase the total award of the contract for FCS Bridge Funding
IT IS MUTUALLY AGREED THEREFORE: That the Original Contract is hereby amended as follows:
1. FUND SOURCE: Consolidated Homeless Grant
2. AMENDMENT TERM: April 1, 2023—June 30, 2023
3. TOTAL ADDITIONAL AWARD: $52,000
Current Amount(including amend Amended Amount Total New Budget
HEN Admin—$43 541 $1,886 $2,693
HEN Rent/Fac Support Lease& Housing Costs-$867,722 $37,586 $905,308
HEN Operations 2023 -$289,240 $12,528 $301,768
TOTAL 2023—$1,200,503 $52 000 $1,252 503
4. INVOICE: Update invoice with the above categories separated out and submit with the CHG HEN Invoice no
later than the 15th of each month.
ALL OTHER TERMS AND CONDITIONS of the original Contract remain in full force and effect.
IN WITNESS WHEREOF, the undersigned has affixed his/her signature in execution thereof on the day of
, 2023.
CONTRACTOR MASON COUNTY
Kirsten York Sharon Trask, Chair
Executive Director, Community Action Council Mason County Board of County Commissioners
1
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Mason County
Agenda Request Form
Y
/A t!
To: Board of Mason County Commissioners
From: Melissa Casey Ext.404
Department: Public Health Briefing: ❑X
Action Agenda: ❑
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): April 24,2023 Agenda Date: April 25,2023
Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Other
(This is the responsibility of the requesting Department)
Below for Clerk of the Board's Use Only:
Item Number:
Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken
Ordinance/Resolution No. Contract No. County Code:
Item•
Overdose Data to Action(OD2A)Letter of Interest
Background/Executive Summary:
The CDC recently released the"Overdose Data to Action in States"(OD2A-S)Notice of Funding Opportunity.
OD2A-S focuses on the promotion of evidence-based overdose prevention interventions informed by data-
driven overdose surveillance strategies. DOH is requesting Letters of Interest(LOI)from LHJs that are
interested in applying to participate in the OD2A-S prevention activities. This funding will allow Public
Health&Human Services to continue harm reduction work in the community such as overdose surveillance,
overdose prevention awareness and education workshops,and naloxone distribution.
Budget Impact(amount,funding source,budget amendment):
Estimated max budget amount is $70,000
Public Outreach (news release,community meeting,etc.):
None
Requested Action:
Approval to submit Letter of Interest for OD2A funding
Attachments:
Letter of Interest
. • . MASON COUNTY
Public Health & Human Services
April 19, 2023
415 N 6" St.
Shelton,WA 98584
Dear Recipient:
Please accept this Letter of Intent from Mason County Public Health and Human Services to apply to the
Overdose Data to Action in States funding opportunity.
1. Mason County Public Health and Human Services are stating our interest in applying for Strategy 8 of
the Overdose Data to Action in States.Activities will include 1) using navigators to connect people to
services, 2) ensuring PWUD have access to overdose prevention and reversal tools,treatment
options, and drug checking equipment, 3) improving access to and delivery of harm reduction
services to reduce overdose, and 4) creating and disseminating education and communication
materials to increase awareness of and access to harm reduction resources and to combat stigma
and change social norms around harm reduction.
2. Navigators will be used for each strategy and activity.
3. Populations at risk for experiencing or witnessing an overdose will be prioritized by providing
services and engagement at syringe service programs, at areas people congregate like downtown
transit center, emergency homeless shelters,the county jail and juvenile detention, and at
community events. Health equity gaps will be addressed by partnering with both tribal communities
within Mason County(in five years of naloxone distribution between 2017-2022, 16%of individuals
were American Indian/Alaskan Native), co-locating with other services like community food banks,
and by providing services to the LGBTQ+community.
Line Item Annual Amount
Salaries and Wages 45,000 (.64 FTE)
Benefits 16,169
Indirect Costs 81331
Total 70,000
David Windom
Director
Mason County Public Health & Human Services
dwindom@masoncountywa.gov
(360) 427-9670 Ext 260
SHELTON,WA 98584
PH(360)427-9670 EXT 400
FAX(360)427-7787
C
Mason County
Agenda Request Form
Y
/A t!
To: Board of Mason County Commissioners
From: Melissa Casey Ext.404
Department: Public Health Briefing: ❑X
Action Agenda: ❑
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): April 24,2023 Agenda Date: Click or tap here to enter text.
Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Other
(This is the responsibility of the requesting Department)
Below for Clerk of the Board's Use Only:
Item Number:
Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken
Ordinance/Resolution No. Contract No. County Code:
Item•
RFA Syndemic Approach to Infectious Disease Prevention&Linkage Services
Background/Executive Summary:
Washington State Department of Health Office of Infectious Disease is seeking applications from
organizations interested in providing disease prevention and linkage services centering HIV, sexually
transmitted infections(STI),viral hepatitis, and drug user health to individuals and communities in
Washington state. Public Health&Human Service intends to submit an application to: continue our syringe
service program's evidence-based distribution of harm reduction supplies to prevent transmission of infectious
disease and overdose fatalities; expand services to include harm reduction care navigation to health care and
medical services, social services,behavioral health counseling,treatment,housing,etc.; and expand services to
include clinical services such as wound care,infectious disease testing, STI and hepatitis C treatment, and
medications for opioid use.
Budget Impact(amount, funding source,budget amendment):
Unknown,pending further program planning
Public Outreach (news release,community meeting,etc.):
None
Requested Action:
Approval to submit application
Attachments
Health Officer Letter of Support
FTi MASON COUVI]TV
Pr Public Health & Human Services
Dear Commissioners,
I am writing to ask for your support for Mason County Public Health& Human Services to write and
submit a proposal to receive state funds for the Syndemic Approach to Infectious Disease Prevention
& Linkage Services grant.This grant is an outstanding opportunity to receive funding that will enable
us to provide comprehensive services to our community and to fill gaps of significant need that exist
in our county.
The state has funded over$6 million for counties to address harm reduction,sexually transmitted
diseases,overdoses, and Hepatitis C.We would like to apply for the highest level of grant funding,
which requires that clinical services be provided for wound care,STI treatment, Hepatitis C
treatment,and medication for opioid use disorder.
The county has been providing limited harm reduction services, but due to inadequate funding has
not been able to meet our community's needs.This has led to Mason County being a leader in the
state in overdose deaths per capita with devastating consequences for our community.Additionally,
we have very low rates of treatment for our community members with Hepatitis C.We intend to
request funds from the state for additional FTEs and for a new mobile outreach vehicle.
Thank you in advance for your support. Mason County has a significant gap between services needed
and services available in these arenas. I am happy to answer any questions that you might have, and I
invite you to reachout to me at any time.
T 7 '
Keri Gardner, MD MPH
Mason County Health Officer
Mason County Public Health & Human Services
ksardner@masoncountywa.gov
(360) 427-9670
C
Mason County
Agenda Request Form
Y
/A t!
To: Board of Mason County Commissioners
From: Melissa Casey Ext.404
Department: Public Health Briefing: ❑X
Action Agenda: ❑
Public Hearing: ❑
Special Meeting: ❑
Briefing Date(s): April 24,2023 Agenda Date: April 25,2023
Internal Review: ❑ Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Other
(This is the responsibility of the requesting Department)
Below for Clerk of the Board's Use Only:
Item Number:
Approved: ❑ Yes ❑ No ❑ Tabled ❑ No Action Taken
Ordinance/Resolution No. Contract No. County Code:
Item•
Pierce County AIDS Foundation MOU
Background/Executive Summary:
The state DOH regionalized surveillance of HIV several years ago,restricting local health jurisdictions from
tracking and investigating the rate and burden of disease in our communities,and by extension, from designing
educational and prevention programs to reduce transmission. Mason County's Mobile Outreach engages with
individuals who are at high risk of transmissible diseases,including HIV and other sexually transmitted
diseases. The Pierce County AIDS Foundation(PCAF)provides free HIV/STI testing,navigation services for
access to care and treatment,counseling,and education. This Memorandum of Understanding between PCAF
and Public Health&Human Services will allow PCAF to provide these services during regularly scheduled
Mobile Outreach hours twice a month through May 2024.
Budtet Impact(amount, funding source,budget amendment):
None
Public Outreach (news release, community meeting, etc.):
None
Requested Action:
Approval for Director to sign Memorandum of Understanding with the Pierce County AIDS Foundation.
Attachments:
Mason County MOU
Memorandum of Understanding
8pN COUP
• PCAF
PIERCE COUNTY & _
AIDS FOUNDATION
Ma on County Public Health and Human Services
This Memorandum of Understanding (MOU) sets the terms and understanding between PCAF
and Mason County Public Health and Human Services..
Purpose
This MOU will promote healthy communities and improve HIV/STI and PrEP Service awareness
and education for individuals and families in the greater South Sound region. PCAF will provide
monthly reports to Mason County Public Health and Human Services capturing: Demographics,
number of completed tests and results, and the number of individuals who have attained
treatment.
The above goal will be accomplished by undertaking the following activities from 11 am to 4 pm
on the 1 st and 3rd Thursday each month.
• Provide confidential HIV/STI testing, PrEP enrollment navigation service, counseling,
and other areas of support for participants.
• Identify and work to resolve problems that may impede participant access to PrEP
services network, HIV/STI services, and other systems.
• Serve as a liaison with the HIV/STI and healthcare community.
• Educate the partners in regard to current information regarding PrEP, HIV/AIDS testing,
mediation, and care.
• Provide condoms and lube to the service participant.
Duration
This MOU is at will and may be modified by mutual consent of authorized PCAF and Mason
County officials. This MOU shall become effective upon signature by the authorized officials
from the PCAF and Mason County and will remain in effect until modified or terminated by any
of the partners by mutual consent. In the absence of mutual agreement by authorized officials
from PCAF and Mason County, this MOU shall end May 2024.
Contact Information
PCAF Mason County
DeCarlo Braddy David Windom
ETE Director Director of Mason County Health and Human
2101 4th Ave. E. #103, Olympia, WA 98506 Services
360-352-2375 415 N 6th St, Shelton, WA 98584
dbraddy(�pcaf-wa.orq 360-427-9670
dwindom(@masoncountywa.gov
Date: Date: