HomeMy WebLinkAbout2019/01/22 - Regular Packet BOARD OF MASON COUNTY COMMISSIONERS
DRAFT MEETING AGENDA
Commission Chambers— 6:00 p.m.
411 North Fifth Street, Shelton WA 98584
January 22, 2019
1. Call to Order
2. Pledge of Allegiance
3. Roll Call
4. Correspondence and Organizational Business
4.1 Correspondence
5. Open Forum for Citizen Input ( 3 minutes per person, 15 minutes time limit)
If you wish to address the Commission, raise your hand to be recognized by the Chair. When you
have been recognized, please step up to the microphone and give your name and address before
your comments.The Mason County Commission is committed to maintaining a meeting atmosphere
of mutual respect and speakers are encouraged to honor this principle.
6. Adoption of Agenda
Items appearing on the agenda after"Item 10. Public Hearings", may be acted upon before 6:15
p.m.
7. Approval of Minutes —January 7, and January 14, 2019 Briefing Minutes
8. Approval of Action Agenda: All items listed under the"Action Agenda" may be enacted
by one motion unless a Commissioner or citizen requests an item be removed from the
Action Agenda and considered as a separate item.
8.1 Approval to authorize Public Works to select a consultant for cultural resource
services and approval to allow the county Engineer to sign the agreements.
The maximum payout is not to exceed $20,000. Public Works will announce
the consultant selection during a regular scheduled commission meeting.
8.2 Approval to authorize Public Works/ER&R to accept Granite Construction and
Pyramid Materials 2019 Asphaltic Materials bid and approval to re-advertise,
set bid opening date/time, award and allow Chair to sign all pertinent
documents.
8.3 Approval to authorize the Public Works Director to submit the House
Legislative and Senate Legislative Request forms for funding requests for the
Belfair Sewer Extension to Puget Sound Industrial Center project.
8.4 Approval to authorize Public Works/ER&R to accept ISCO Industries, Inc.
2019 Culvert Pipes and Culvert Lining bid and approval to re-advertise, set
bid opening date/time, award and allow Chair to sign all pertinent
documents.
8.5 Approval of Amendment #1 of the Grinder Pump Service Contract with
Correct Equipment, and approval to authorize the Deputy Director/Utilities &
Waste Management to sign the amendment for the County.
Agendas are subject to change,please contact the Commissioners'office for most recent version. This agenda was last
printed on 01/18/19 10:20 AM.
If special accommodations are needed,contact the Commissioners'office at ext.419,Shelton#360-427-9670;Belfair
#275-4467,Elma#482-5269.
MASON COUNTY COMMISSIONERS' MEETING AGENDA
January 22, 2019—PAGE 2
8.6 Approval to adopt the Mason County Financial Policy and procedures guide.
8.7 Approval to appoint Susan Ickes to the Mason County Civil Service
Commission for a six year term ending December 31, 2024.
8.8 Approval of Warrants &Treasure Electronic Remittances
Claims Clearing Fund Warrant #s 8061905-8062092 $ 879,735.75
Direct Deposit Fund Warrant #s $
Salary Clearing Fund Warrant #s $
8.9 Approval to waive the 60-day waiting period for WA State Department of
Transportation (WSDOT) property that WSDOT is surplussing. This is for
parcel 42102-22-60000 and in compliance with RCW 47.12.055 and RCW
43.17.400.
8.10 Approval of the Professional Services Contract with the Mason County
Housing Authority for repairs to the Housing Authority owned apartment
complex, Fairmount Cove. Contract is not to exceed $100,000 from the
document recording fees, as allowed per 2005 legislation ESSHB2163 and
SHB 2060.
8.11 Approval to amend Resolution 92-18 to revise the Non-Represented Salary
Scale Range Alignment by approving the request to restore the Central Shop
Assistant position in the Public Works Department, at a salary Range 1 and
the Victim/Witness Advocate at Salary Range 13 on the Non-Represented
Salary Scale.
8.12 Approval to amend Resolution 20-18 designating the appointing Officers from
Mason County for the Washington Counties Risk Pool.
8.13 Approval to bind coverage for Mason County's third party liability TankGuard
Renewal Policy with Commerce and Industry Insurance Company effective
April 22, 2019 —April 21, 2020 and approval to authorize the Chair to sign
the Renewal Warranty Acknowledgement Form. There is no change in the
policy as written for 2019-2020.
8.14 Approval to call for Request for Qualifications (RFQ) from qualified individuals
and/or firms for architectural and engineering professional services for
various Mason County buildings specifically for Building #10, 414 W. Franklin
Street. This request is to select from the Municipal Research & Services
Center (MRSC) consultant roster or create our own roster by direct
advertisement. Proposals are due March 14, 2019.
9. Other Business (Department Heads and Elected Officials)
10. 6:15 p.m. Public Hearings and Items Set for a Certain Time- No hearings.
11. Board's Reports and Calendar
12. Adjournment
J:\AGENDAS\2019\2019-01-22 REG.doc
BOARD OF MASON COUNTY COMMISSIONERS'BRIEFING MINUTES
Mason County Commission Chambers,411 North 5th Street,Shelton,WA
Week of January 7,2019
Monday,January 7,2019
9:00 A.M. Closed Session—RCW 42.30.140(4)Labor Discussion
Commissioners Neatherlin,Shutty and Trask met in closed session for a labor discussion with
Frank Pinter from 9:00 a.m.to 10:00 a.m.
10:00 A.M. Support Services—Frank Pinter
Commissioners Neatherlin,Shutty and Trask were in attendance.
• Committee assignments for Commissioners were reviewed and updated.
• Operating Guidelines will be updated to reflect two copies of agenda items are needed.
• Proposed updates to Commission Meeting Agenda were approved. Public speaking time will be
set at 3 minutes each person and public hearings will be scheduled at 9:15 a.m.or 6:15 p.m.
• Request from WSDOT to waive 60-day waiting period in order for WSDOT to dispose of surplus
property(parcel#42102-22-60000)will be delayed to verify Public Works has no interest in the
parcel.
• Reappointment request for Josh Luck on Veterans Advisory Board was approved for agenda.
• James Pharris Settlement will be placed on the agenda.
• Civil Service Board applicants will be interviewed.
• Employee recognition for Tammi Wright will be at the January 10 meeting.
• Mason Lake County Park host news release was approved for circulation.
• Offer to purchase Mason County real property is delayed until next week because Frank needs to
provide additional information.
• Cmmr. Shutty will represent the Commissioners at the January 15 invitation to League of Women
Voter's meeting and Frank will also attend. Commissioners Neatherlin and Trask may also attend
and the meeting will be disclosed on the Commissioners'briefing agenda to comply with OPMA.
• Frank introduced Kelly Frazier as the new Facilities Manager.
10:00 A.M. Community Services—Dave Windom
Commissioners Neatherlin,Shutty and Trask were in attendance.
• Lydia requested the contract for Family Education Support Services(FESS)for$40,000 be placed
on next week's agenda.
• Kell requested a public hearing be set on February 5 to consider the annual update to the Capital
Facilities Plan.
• PBRS is continued to January 15 and Kell presented the amended program. Kell is recommending
that the reevaluation of Open Space properties be completed within the same time frame. There
was discussion of possibly grandfathering the current Open Space program and creating the PBRS
for future applications. Kell shared a suggestion from Ken Van Buskirk that would add points to
those that are in the current Open Space program,based on the number of years they are in the
current program. Cmmr. Shutty asked staff to contact the new Assessor to understand the impact
to their office.
• Request to set a public hearing on February 5 to consider a rezone from Rural Residential 5 to
Rural Natural Resource related to a minor expansion of the Kennedy Creek Quarry. The PAC has
recommended approval of this rezone.
• SmartGov on-line permitting has been implemented.
10:45A.M. BREAK
10:50 A.M. State Auditor Office Accountability Exit Conference
Commissioners Neatherlin,Shutty and Trask were in attendance.Zac Wilson and Carol Ehlinger
were in attendance. There is one audit finding for the Clerk's Office—did not have adequate
internal controls or oversight of its financial operations to safeguard public resources. There are
three exit items—permit fee usage for restricted funds;budget tracking and capital asset inventory.
Board of Mason County Commissioners'Briefing Meeting Minutes
January 7,2019
11:00 A.M. Public Works—Jerry Hauth
Utilities&Waste Management
Commissioners Neatherlin,Shutty and Trask were in attendance.
0 Bart presented a bond and a loan resolution for the Beards Cove Water Meter Project USDA
funding that will be placed on the agenda for approval.
• A Skokomish Executive Committee meeting has been scheduled on January 29 at the Skokomish
Valley Grange Hall.
• Approval to advertise for the GIS Technician position.
• Cyndi requested permission to fill the part time ER&R position that is budgeted. Approved by the
Board.
• Authorization to fill a Sign Shop position in anticipation of a retirement was approved.
• Request to fill a temporary position to cover anticipated leave for Sarah Grice was approved.
• Bart has a draft request to the legislature for the Belfair Sewer and will forward to the
Commissioners.
• Next week will brief the Commissioners on an archeological services contract and request it be
placed on Tuesday's agenda.
11:30 A.M. Superior Court—Judge Amber Finlay
Commissioners Neatherlin,Shutty and Trask were in attendance.
• 2019 Court Commissioner professional services agreement was approved for the agenda. This
position is paid 85%of a Superior Court Judge's salary which is set by the WA Citizens'
Commission on Salaries for Elected Officials and there will be a salary increase that was not
budgeted. The question of why there is a contract for this position when he is an employee was
brought up. Judge Finlay stated the judges appoint this position and feels the contract provides
transparency.
The meeting adjourned at 11:35 a.m.
Respectfully submitted,
Diane Zoren,Administrative Services Manager
BOARD OF MASON COUNTY COMMISSIONERS
Randy Neatherlin Sharon Trask Kevin Shutty
Chair Commissioner Commissioner
BOARD OF MASON COUNTY COMMISSIONERS'BRIEFING MINUTES
Mason County Commission Chambers,411 North 5th Street,Shelton,WA
Week of January 14,2019
Monday,January 14,2019
9:00 A.M. Executive Session—RCW 42.30.110(1)(i)Litigation
Commissioners Shutty,Trask and Neatherlin(arrived at 9:20 a.m.)met in Executive Session with
Deputy Prosecuting Attorneys Tim Whitehead and Tim Higgs from 9:00 a.m.to 9:45 a.m.
9:45 A.M. Support Services—Frank Pinter
Commissioners Shutty,Trask and Neatherlin were in attendance.
• The Commissioners agreed to hold a special meeting on January 29 in Belfair. Agenda items
include introducing Cmmr.Trask;ask WDOT to attend and provide an update to the Belfair
Bypass and the proposed round about;Public Works provide
• Agenda items for February 4 Elected Official/Director meeting will include an update on the
Strategic Plan.
• Risk Pool Resolution will be placed on the agenda.
• Underground Storage Tank Insurance will also be moved to the agenda.
• Finance Policy&Procedure was reviewed and will be placed on the agenda with minor edits.
• 2019 Budget Supplement/Transfer Calendar was approved to circulate.
• Frank provided the results of RFP for regional Jail facility. Mason County has reviewed the
proposals and selected their top two. Grays Harbor is now reviewing and by end of January the
intent is to have the top two proposers make presentations and then the firm will be selected to
move forward with the scope of work.
• Request for Qualifications for Architectural and Engineering Services will be advertised. The
newly purchased Olsen Building will be the first project.
• Offer to purchase Mason County real property,parcel 22213-11-60030,for$140,000 was
accepted to move forward.
• The Non-Represented Salary Resolution to restore the Central Shop Assistant position in the
Public Works Department was approved to move forward.
• Skookum Creek Conservation project,Squaxin Island Tribe,request for a letter of support.
Cmmr. Shutty asked to delay to better understand the potential funding impact to County projects.
10:20 A.M. Sheriff's Office—Undersheriff Adams/Chief Hanson
Commissioners Shutty,Trask and Neatherlin were in attendance.
• Chief Hanson presented a request to change the Corrections Lieutenant position from salary range
35 to range 41 on the non-represented salary scale which is 5%below the Chief Deputy's salary
range. This position supervises the Is`level supervisors(Sergeants are union positions and receive
additional pays per the union contract)therefore creating salary compression.
Cmmr.Neatherlin wants to make sure the Corrections Lieutenant position is a commissioned
position.
Cmmr. Shutty stated he is generally supportive of the request but would like a week or two and
bring back for discussion.
• Undersheriff Adams stated their Community Service Officer retired and the request is to convert
the position to a fully commissioned deputy position. The main duty is to serve civil papers and
for safety concerns,the request is for an armed deputy. Cmmr.Neatherlin is supportive if the
Sheriff doesn't need a budget adjustment in 2019.Chief Spurling stated they also got bids from
the private sector for this service and the bids were$120K to$130K. Cmmr. Shutty is supportive
of the request but asked for an additional review of their budget.
10:45 A.M. Community Services—Dave Windom
Commissioners Shutty,Trask and Neatherlin were in attendance.
• Kell Rowen and Assessor Patti McLean were in attendance to answer questions on the Public
Benefit Rating System(PBRS). The Assessor's plan is to audit the Open Space and DFL
participants to make sure the properties are in compliance with the program. Cmmr. Shutty stated
Board of Mason County Commissioners'Briefing Meeting Minutes
January 14,2019
he is trying to balance a way to audit the existing participants and make sure new applicants
qualify or adopt an entire new PBRS program. Cmmr.Neatherlin's objective is to make sure the
participants are in compliance with the program. Another concern is to determine what the benefit
to the public is. Cmmr.Neatherlin suggested tabling the PBRS for six months to allow the
Assessor's office time to audit the current participants to see if the current program is working.
The public hearing is continued to tomorrow and the intent is to continue the PBRS to allow time
for an audit.
11:10 A.M. Public Works—Jerry Hauth
Utilities&Waste Management
Commissioners Shutty,Trask and Neatherlin were in attendance.
• Request for consultant for Cultural Resources Services—Skokomish River Basin Ecosystem
Restoration project was approved for next week's agenda.
• The Board approved re-advertising the call for bids for the asphaltic materials and culvert pipes
and culvert linings for 2019.
• Review of the 2109 Legislative Capital Budget Request for the Belfair Sewer Extension to the
Puget Sound Industrial Center Project. Funding request is$11,000,000.
• Amendment 1 to Correct Equipment grinder pump contract was approved to move forward.
• Loretta has been in contact with WSDOT and suggested meeting quarterly for freight quarter
updates—1st meeting will be February 19 following Commission meeting. Staff will attend the
January 29 Belfair meeting and provide an update on the Legislative funding request.
• Loretta asked for status on the Gateway project with the City of Shelton. Cmmr.Shutty
understands the City is moving forward for a legislative ask for their project only. Public Works
is meeting with MTA tomorrow regarding the Park&Ride.
11:40 A.M. Civil Service Interviews
Commissioners Shutty,Trask and Neatherlin interviewed two applicants for the Civil Service
Commission. The Board agreed to move forward the appointment of Susan Ickes. Dean Byrd
stated he affiliates with the Republican Party and the two sitting Civil Service members are
Republicans and not more than two members can be affiliated with the same political party. Susan
affiliates with the Democratic Party.
Commissioner Discussion
• Cmmr.Shutty stated he would like to consider making changes to the EIS process to promote
development and the Commissioners agreed. Cmmr. Shutty will ask Dave Windom to bring this
forward in briefing.
The meeting adjourned at 12:15 p.m.
Respectfully submitted,
Diane Zoren,Administrative Services Manager
BOARD OF MASON COUNTY COMMISSIONERS
Kevin Shutty Randy Neatherlin Sharon Trask
Chair Commissioner Commissioner
MASON COUNTY
AGENDA ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
From: Loretta Swanson, PW Deputy Director Action Agenda
DEPARTMENT: Public Works EXT: 450
COMMISSION MEETING DATE: January 22, 2019 Agenda Item #
BRIEFING DATE: January 14, 2019
BRIEFING PRESENTED BY: Loretta Swanson and Diane Sheesley
[] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD
Please provide explanation of urgency:
ITEM: Cultural Resources Services —
Skokomish River Basin Ecosystem Restoration
BACKGROUND: Public Works requests Board authorization to select a consultant for
cultural resources services in an amount not to exceed $20,000. The Army Corps of
Engineers will use the work product to complete design of the Skokomish River Basin
Ecosystem Restoration projects.
BUDGET IMPACTS: Expenditures for this work will be paid for out of Fund 192
(Skokomish Flood Control Zone Fund). The expenditures will count as Work-in-Kind
(WIK) under the design agreement between Mason County, the Skokomish Indian Tribe
and the Department of the Army. The local sponsors are responsible for 35% of the
total design costs and the Federal sponsors contribute 65% under this design
agreement.
The Mason Conservation District secured grant funding to cover the local sponsor design
costs. Fund 192 will be reimbursed by Floodplains by Design administered by Mason
Conservation District. A budget amendment for Fund 192 is recommended to account
for additional grant revenue and design expenditures for the Skokomish Ecosystem
Restoration General Investigation.
RECOMMENDED ACTION: Recommend the Board authorize Public Works to select
and the County Engineer to sign the agreements for cultural resources services from the
County MRSC Consultant Roster. The maximum pay-out is not to exceed $20,000. Public
Works will announce the consultant selection during a regular scheduled Commission
meeting.
MASON COUNTY
AGENDA ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
From: Loretta Swanson, PW Deputy Director Action Agenda
DEPARTMENT: Public Works EXT: 450
DATE: January 22, 2019 Agenda Item #
BRIEFING DATE: January 14, 2019
BRIEFING PRESENTED BY: Loretta Swanson
[ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD
Please provide explanation of urgency
ITEM: Re-Advertise Call for Bids: Asphaltic Materials for 2019
EXECUTIVE SUMMARY: Annually, Public Works/ER&R solicits for Asphaltic
Materials used for road maintenance projects. This year's solicitation was
approved by the Board on November 27, 2018 and Public Works/ER&R held a bid
opening on December 28, 2018 and receive two (2) responsive bids (Bid
tabulation attached).
Per RCW 36.32.256, the county may award road maintenance material contracts
"to multiple bidders for the same commodity when the bid specifications provide
for the factor of hauling distance to be included to in the determination of which
vendor is truly the lowest price to the county" and the county may re-advertise
for additional bidders if it deems it necessary in the public interest.
Public Works/ER&R would like to accept the two bids received and request
authorization from the Board to re-advertise for additional bidders.
RECOMMENDED OR REQUESTED ACTION Recommend the Board authorize
Public Works/ER&R to accept Granite Construction and Pryamid Materials 2019
Asphaltic Materials bids and re-advertise, set bid opening date/time, award and
allow Chair to sign all pertinent documents.
Contract award(s) will be announced at a scheduled meeting of the Board of
Mason County Commissioners
Attachment: Bid Tabulation
BID TABULATION SHEET
BID OPENING: December 28, 2018
2019 ASPHALTIC MATERIALS Granite Construction Pryamid Materials
Shelton & Silverdale
Locations
BIDDER NO: I BIDDER NO: 2 BIDDER NO: 3 BIDDER NO: 4
ITEM ITEM UNIT TOTAL UNIT TOTAL UNIT UNIT
NO. DESCRIPTION UNIT PRICE PRICE PRICE PRICE PRICE PRICE
1 HMA Class 1/2" PG 64-22 TON $ 62.00 $ 67.27 $ 62.50 $ 67.81
2 HMA Class 3/8" PG 64-22 TON $ 65.00 $ 70.52 $ 68.50 $ 74.32
3 MC 250 Cold Mix TON $ 100.00 $ 108.50 NO BID NO BID
3 EZ Street Cold Mix TON NO BID NO BID NO BID NO BID
4 CSS 1 (undiluted tack coat) TON NO BID NO BID NO BID NO BID
1[: Perma-Patch Cold Patch (60 PALLET
5: Ib bas or approved equal NO BID NO BID NO BID NO BID
MASON COUNTY
AGENDA ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
From: Bart Stepp, Deputy Director/ U&W Management Action Agenda
DEPARTMENT: Public Works EXT: 207
COMMISSION MEETING DATE: January 22, 2019 Agenda Item #
BRIEFING DATE: January 14, 2019
BRIEFING PRESENTED BY: Bart Stepp
[] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD
Please provide explanation of urgency:
ITEM: Legislative Capital Budget Request for Belfair Sewer Extension
BACKGROUND: In the 2018 State Capital Budget the County was awarded $515,000
towards the planning and design of a sewer collection system expansion from the Belfair
Water Reclamation Facility (WRF) to the Puget Sound Industrial Center area in Bremerton.
In addition the City of Bremerton signed an interlocal agreement with the County and
committed another $1,000,000 towards completing the design of that project.
The two attached budget request forms are funding requests to complete the construction
of a sewer collection system expansion from the Belfair WRF to the northern terminus of
the SR 3 Freight Corridor Project, which will pass by close to the Belfair WRF. Construction
would occur at the same time as construction of the SR 3 Freight Corridor Project.
Completion of the project once constructed would allow for easy sewer connections for
commercial and industrial development in the north part of the Belfair UGA along the
freight corridor path. Sewer service is needed for those properties to develop to urban
densities.
Extension of the sewer collection system beyond the northern terminus to serve the Port of
Bremerton and/or the Puget Sound Industrial Center would occur later. The timing and
location of additional sewer expansions would be dependent on development and funding
from the City of Bremerton and/or private developers.
BUDGET IMPACTS: The $11,000,000 budget request would be sufficient funds to
complete construction without additional matching funds from the County. The County
would be responsible for paying the salaries and benefits of staff that manage and inspect
the project during construction. This cost would come out of the Belfair Sewer Fund #413.
RECOMMENDED ACTION: Recommend the Board authorize the Public Works Director to
submit the House Legislative and Senate Legislative Request forms for funding requests for
the Belfair Sewer Extention to Puget Sound Industrial Center project.
ATTACHMENT(S):
1. House Legislative Request Form
2. Senate Legislative Request Form
2019 Legislative Session
Member Requested Local Community Project Information Form
Request must be submitted by March 1, 2019.
Important Notes:
This is not a formal grant program. This form provides information for House members to request a separate appropriation
in the capital budget for this project. Funding any project is at the discretion of the Legislature.
Funds are available on a reimbursement basis only and cannot be advanced.
Projects may be subject to state prevailing wage law(Chapter 39.12 RCW). Requesting organization are encouraged to
consult the Industrial Statistician(David Soma:360-902-5330 or somd235@lni.wa.gov)at the Washington State
Department of Labor Industries to determine whether prevailing wages must be paid.
High-performance building requirements(Chapter 39.35D RCW)and Executive Order 13-03 regarding life cycle and
operating costs in public works projects may also apply.
Project Name: Belfair Sewer Extension to Puget Sound Industrial Center Project
Legislative Sponsor(s): Representative Drew MacEwen Funding Requested: $ 11,000,000
Do not directly enter the Funding Requested amount. Instead,enter the relevant amounts under"Requested
Dollar Amount"on page 2. Then right click the highlighted number above and select update field.
Where is the project physically located?
Address of Project Site: 25200 NE State Route 3, Belfair,WA 98584
District: 35 City: Belfair County: Mason
Use http://www.mapcoordinates.net/en
Latitude: 47.444 Longitude: -122.823 to determine coordinates of the site.
Project Contact
Name(s): Jerry W. Hauth, PE
Title: Director Public Works and Utilities
Organization: Mason County
Organization Website: www.co.mason.wa.us
Phone: (360)427-9670 x450
E-mail: jhauth@co.mason.wa.us
Mailing Address: 100 W. Public Works Drive,Shelton,WA 98584
NOTE:This form is prepared for the use of the Capital Budget Chair,Representative Tharinger.He may elect to submit this
form for filing in the Capital Budget Committee records.in addition,if the proposed request is funded in the enacted capital
budget bill, the form or information from the form may be filed with the state agency that distributes funding for the
project.if so filed, this form or new record will become a legislative record subject to public disclosure and will be archived
consistent with Chapter 40.14 RCW.
Revised October 30,2018 Belfair PSIC Sewer LCP-Form2019_1.docx Page 1 of 5
Organization Information Yes/No
Is the requesting organization registered with the state as a non-profit organization? No
Is there a current or pending 501(c)(3) IRS registration? No
If answered no to either of the above, is applicant a local government? Yes
Project Information:
(1)As concisely as possible, describe the entire project and the scope of the project for which the funds are
requested:
Project would complete the right of way(or easement) acquistion and the construction of a sewer collection
system along the new SR3 Freight Corridor Project alignment to the Belfair Wastewater Reclamation Facility.
Mason County was previously awarded $515,000 in the 2018 capital budget towards the design of this project.
In addition the City of Bremerton has committed to providing up to$1,000,000 in funds over the next three
years to assist in the planning and design for this project.
Initially the sewer system would be constructed from the northern terminus of the SR 3 Freight Corridor project
to the Belfair Belfair Water Reclamation Facility(WRF). It would be designed so that future industrial
development in the Puget Sound Industrial Center(PSIC) could connect with the Belfair WRF. This project would
also include installing a reclaimed water line from the Belfair WRF along the SR 3 Freight Corridor to the
northerly terminus for extension to the PSIC area. The ability to provide reclaimed water to PSIC customers
could be beneficial to potential large industrial water users.
By constructing this as a Bid Additive to WSDOT's SR 3 Freight Corridor Project,the County should see
substantial savings in construction costs from economies of scale related to clearing,grading,and project
management. Constructing this at the same time as the SR 3 Freight Corridor Project will be an efficient use of
taxpayerfunds.
(2) If the entire project will not be completed after the requested state funding and matching funds are used,
describe:
(a) what phase of the project will be completed with the portion funded by this request and how it will
benefit the public; and
The funding requested in this ask will complete the right of way and construction for this first segment
of the project. The County was previously awarded legislative funds to complete the design and
permitting of the project. This project will benefit the public by providing infrastructure for commercial
and residential development in the Belfair UGA and future development in the Puget Sound Industrial
Center area. It will also provide additional sewer connections to the Belfair Sewer System,which
currently has an underutilized treatment system. This, in turn,would improve the financial viability of
the Belfair Sewer System,a system which the state provided millions of dollars in loans and grants to
construct.
NOTE:This form is prepared for the use of the Capital Budget Chair,Representative Tharinger. He may elect to submit this
form for filing in the Capital Budget Committee records.In addition,if the proposed request is funded in the enacted capital
budget bill, the form or information from the form may be filed with the state agency that distributes funding for the
project.If so filed,this form or new record will become a legislative record subject to public disclosure and will be archived
consistent with Chapter 40.14 RCW.
Revised October 30,201-8 Belfair PSIC Sewer LCP-Form 2019_1.docx Page 2 of 5
(b)the phases and schedule for completion of the project.
Design—December 2019—January 2021
Right of Way and Permitting—August 2020—July 2021
Construction—Fall 2022—Winter 2024
(3)Start and Completion Dates: 12/2019 to 12/2024
(4) Eligible Project Type or Phase (Check all that apply to this funding request and insert requested amount.
Enter whole numbers(no$sign)under Requested Dollar Amount.
To calculate the fee and Total, right click on the highlighted number and select update field.
Requested Dollar Amount
® Land Acquisition $ 250000
❑ Demolition and Site Preparation $ 0
❑ Design $ 0
® New Construction $ 9500000
❑ Renovation $ 0
® Other(describe)Construction Administration $ 1200000
Total Funding Requested:
(right click highlighted number and select update field) $ 11,000,000
NOTE:Total Funding includes a mandatory Commerce Administrative Fee of 3%(up to$50,000)
❑ Attachments: (Please enclose any materials that further describe the project and its financing.)
Yes/No
(5) Is this a joint project? Yes
If yes, has a joint operating agreement been signed? No
If yes, list the partners for the project.
City of Bremerton. The Port of Bremerton is also supportive of this project.
(6) Is the site owned,optioned for purchase,or under a lease? Future WSDOT ROW
(7) Does the applicant understand and agree that any and all real property
owned,optioned for purchase, or under a lease,that is acquired,constructed,or
otherwise improved using state funds approved by the Legislature must be held
and used for the purposes stated in this application for at least ten years from the
date of the final payment made for the project? Yes
(8) Has the applicant initiated a capital fundraising campaign? No
If yes,what percent of matching funds have been secured? JEnter a number]%
NOTE:This form is prepared for the use of the Capital Budget Chair,Representative Tharinger.He may elect to submit this
form for filing in the Capital Budget Committee records. In addition,if the proposed request is funded in the enacted capital
budget bill, the form or information from the form may be filed with the state agency that distributes funding for the
project.If so filed, this form or new record will become a legislative record subject to public disclosure and will be archived
consistent with Chapter 40.14 RCW.
Revised October 30,2018 Belfair PSIC Sewer LCP-Form2019-1.docx Page 3 of 5
(9)What other sources of matching funds are being pursued? Please list all sources and amounts.
The City of Bremerton has agreed to provide up to$1,000,000 over the next three years to assist with the
planning and design for this project.
(10) Please list all past and current efforts to obtain state funding for this project,including year,state agency,
specific fund source,and whether or not funding was obtained.
2018 Capital Budget—Mason County requested $1,133,000 from the legislature for design and received
$515,000.
(11)What source(s)of non-state funds exist for completion of the project?Once completed, how will the project
fund its ongoing maintenance and operation?
The City of Bremerton has committed to providing$1,000,000 over the next three years to this project from
their capital program. Residential and commercial sewer fees to the Belfair Sewer System owned by Mason
County will fund the ongoing maintenance and operation of the system when it is completed.
(12) Public benefits of the project:
Completion of the project will enable Mason County to provide sewer service to the northeast part of the Belfair
Urban Growth Area. It will also provide the backbone of a collection system the City of Bremerton and the Port
of Bremerton will use in the future to provide sewer service to developments in the Puget Sound Industrial
Center(PSIC). Plus,this will include the Installation of a reclaimed water line from the Belfair WRF;which will
allow development in the PSIC area to tap into reclaimed water for industrial use.
(13)Will this project have a revenue-generating component that would have community and state economic
benefit? Please describe and quantify.
The sewer revenues generated from providing sewer service would go towards paying for the operation and
maintenance of the Belfair Sewer System but would not generate a profit for the County. The Belfair Sewer
System currently has a very high debt load and additional customers would improve the financial viability of the
sewer system.
(14) Please quantify any short-and long-term job creation that will result from this project.
Completion of the sewer system would provide infrastructure needed for commercial and industrial
development in the Belfair UGA and Puget Sound Industrial Center. The 2012 PSIC sub-area plan completed by
Bremerton identified a potential of 6,500 new jobs for a developed PSIC area. This type of infrastructure
development also has the potential to enable business to develop in the Belfair UGA,creating long-term job
opportunities. During construction the project would employ 5-10 employees for two years.
NOTE:This form is prepared for the use of the Capital Budget Chair,Representative Tharinger. He may elect to submit this
form for filing in the Capital Budget Committee records. In addition,if the proposed request is funded in the enacted capital
budget bill, the form or information from the form may be filed with the state agency that distributes funding for the
project. If so filed, this form or new record will become a legislative record subject to public disclosure and will be archived
consistent with Chapter 40.14 RCW.
Revised October 30,2018 Belfair PSIC Sewer LCP-Form 2019_1.docx Page 4 of 5
(15)Are there any community concerns about this project(i.e.conflict with land use, neighborhood concerns,
other)that would prevent it from moving forward?
The project would be constructed along the path of the WSDOT SR 3 Belfair Freight Corridor Project. That
project has support from the Belfair Community and Mason County.
For Office Use Only
Legislative Sponsor Click or tap here to
(Signature) Click here to paste signature. Date enter text.
Tips:
Successful past projects generally are ones in which the requested state funds:(1)are used for a facility providing an
important public benefit;(2)are a small portion of the total project funding(25%or less);(3)result in a completed project
or phase usable by the public for the intended purpose when the state funds are expended;and(4)are for a project that is
ready for construction or renovation and will be completed within the biennium.
NOTE:This form is prepared for the use of the Capital Budget Chair, Representative Tharinger. He may elect to submit this
form for filing in the Capital Budget Committee records. In addition,if the proposed request is funded in the enacted capital
budget bill, the form or information from the form may be filed with the state agency that distributes funding for the
project. If so filed, this form or new record will become a legislative record subject to public disclosure and will be archived
consistent with Chapter 40.14 RCW.
Revised October 30,2018 Belfair PSIC Sewer LCP-Form20l9_l.docx Page 5 of 5
SENATE Date Received
DEMOCRATS
FAIRNESS-OPPORTUNITY Senator Frockt
2019 Senate Democratic Caucus Budget Staff
Member Requested Local Community Project Information Form
This request must be submitted to Senator David Frockt by February 15th 2019.
Project Name: Belfair Sewer Extension to Puget Sound Industrial Center Project Legislative Sponsor:
Physical Location of Project Senator Tim Sheldon
Address of Project Site: 25200 NE State Route 3, Belfair, WA 98584
District: 35
Amount Requested-
L$
equested:$ 11,000,000.00
I. Project Contact Information
Name(s): ,Jerry W. Hauth, PE
Title:I Director Public Works and Utilities
Organization: I Mason County
Organization's Website: www.co.mason.wa.us
Phone: (360) 427-9670
E-Mail: jhauth@co.mason.wa.us
Mailing Address: 100 W. Public Works Drive
Shelton, WA 98584
II. Organization Information
(1) Is this organization registered with the state as a non-profit organization? QY (�)N
(2) Is there a current or pending 501(c)(3) IRS registration? QY (F)N
(3) If answered NO to either of the above, is applicant a local government? (i)Y ON
III. Project Description Please include the phase of the overall project for which funds are requested.
Project would complete the right of way(or easement)acquistion and the construction of a sewer collection system along the
new SR3 Freight Corridor Project alignment to the Belfair Wastewater Reclamation Facility. Mason County was previously
awarded $515,000 in the 2018 capital budget towards the design of this project. In addition the City of Bremerton has
committed to providing up to$1,000,000 in funds over the next three years to assist in the planning and design for this project.
Initially the sewer system would be constructed from the northern terminus of the SR 3 Freight Corridor project to the Belfair
Belfair Water Reclamation Facility(WRF). This project would also include installing a reclaimed water line from the Belfair
WRF along the SR 3 Freight Corridor to the northerly terminus. By constructing this as a Bid Additive to WSDOT's SR 3
Freight Corridor Project,the County would see substantial savings in construction costs from economies of scale related to
clearing, grading, and project management. Constructing this at the same time as the SR 3 Freight Corridor Project will be an
efficient use of taxpayer funds.
NOTE. This form is prepared for the use of the Capital Budget Chair, Senator Frockt.He may elect to submit this form for filing in the Capi-
tal Budget Committee records. In addition, if the proposed request is funded in the enacted capital budget bill, the form may be filed with the
state agency that distributes funding for the project. If so filed, this form will become a legislative record subject to public disclosure and will
be archived consistent with Chapter 40.14 RCW.
Member Requested Local Community Project Information Form (continued)
IV. Project Details
1) What is the Primary Project Objective? (Please check only one.)
0 Economic Development 0Health Care 0Environment
0 Social Services 0 Historic Facilities 0Housing
0 Education ®Parks&Recreation Other(describe)
Infrastructure OArts and Culture
Start Date 12/1/19 Completion Date 12/1/24
2) Eligible Project Type or Phase. (Please check all that apply to this request and insert requested amount.)
✓0 Land Acquisition $ 250,000.00
ElDemolition and Site Preparation $ 0.00
E] Design $ 0.00
✓❑ New Construction $ 9,500,000.00
❑ Renovation
✓❑ other(describe) Construction Administration $ 1,250,000.00
Total Request $ 11,000,000.00
3) Is this a joint project? IY ON
If yes, please list the partners:
The City of Bremerton has committed $1,000,000 to assist in the design of the collection system.
The collection system could be used in the future to provide sewer service to the Puget Sound
Industrial Center properties located within the City of Bremerton UGA.
4) Is the site owned? OY e N
5) Is it optioned for purchase? OY I N
6) Is it under a lease of 5 years or more with renewal options that total at least 10 years?OY Q N
7) Has project applied (or will apply) for other sources of state funding? @Y O N
If yes, please provide program and details:
In 2018 Mason County was awarded $515,000 in the state Capital Budget for the planning and
design of the sewer collection system. This funding request is for the land acquisition and
construction of the sewer collection system.
NOTE:This form is prepared for the use of the Capital Budget Chair, Senator Frockt.He may elect to submit this form for filing in the Capi-
tal Budget Committee records. In addition, if the proposed request is funded in the enacted capital budget bill, the form may be fried with the
state agency that distributes funding for the project. if so filed, this form will become a legislative record subject to public disclosure and will
be archived consistent with Chapter 40.14 RCW.
Member Requested Local Community Project Information Form (continued)
8) Has the applicant initiated a fundraising campaign? 0 Y U N
If yes, what percentage of matching funds have been secured?
What other sources of matching funds are available?
Mason County has pledged to pay for the salaries and expenses associated with managing the
design and construction of this project, including project funding management.
What source(s) of non-state funds exist for completion of the project and its ongoing maintenance
and operation?
The sewer revenues generated from providing sewer service to properties would go towards paying
for the operation and maintenance of the Belfair Sewer System but would not generate a profit for the
County. The Belfair Sewer System currently has a very high debt load and additional customers
would improve the financial viability of the sewer system.
V. Public Benefit
(1) Please describe public benefit of the project.
Completion of the project will enable Mason County to provide sewer service to the northeast part of the
Belfair Urban Growth Area. It will also provide the backbone of a collection system the City of
Bremerton and the Port of Bremerton could use in the future to provide sewer service to developments
in the Puget Sound Industrial Center (PSIC). The project will also include the Installation of a reclaimed
water line from the Belfair WRF; which will allow development in the PSIC area to tap into reclaimed
water for industrial use.
(2) Please list the measurable objectives of this benefit:
This project would enable commercial and industrial development in the northern part of the Belfair UGA
and in the future development within the PSIC area. The 2012 PSIC sub-area plan completed by
Bremerton identified a potential of 6,500 new jobs for a developed PSIC area. This type of infrastructure
development also has the potential to enable business to develop in the Belfair UGA, creating long-term
job opportunities. Construction of the system will provide prevailing wage construction jobs for 5-10
people for approximately 2 years.
(3) Please describe the measurement process:
Public benefit would be measured by how many sewer customers receive sewer service from the sewer
collection system. More customers means more commercial and industrial development for Belfair and
the PSIC area.
NOTE: This form is prepared for the use of the Capital Budget Chair, Senator Frockt. He may elect to submit this form for filing in the Capi-
tal Budget Committee records. In addition, if the proposed request is funded in the enacted capital budget bill, the form may be filed with the
state agency that distributes funding for the project. If so filed, this form will become a legislative record subject to public disclosure and will
be archived consistent with Chapter 40.14 RCW.
MASON COUNTY
AGENDA ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
From: Loretta Swanson, PW Deputy Director Action Agenda
DEPARTMENT: Public Works EXT: 450
DATE: January 22, 2019 Agenda Item #
BRIEFING DATE: January 14, 2019
BRIEFING PRESENTED BY: Loretta Swanson
[ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD
Please provide explanation of urgency
ITEM: Re-Advertise Call for Bids:
Culvert Pipes and Culvert Linings for 2019
Background: Annually, Public Works/ER&R solicits for culvert pipes and/or
culvert linings used by the Public Works Department. This year's solicitation was
approved by the Board on November 27, 2018 and Public Works/ER&R held a bid
opening on December 28, 2018 and receive one (1) responsive bid that only
provided a bid for snap title HDPE pipes (Bid tabulation attached).
Per RCW 36.32.256, the county may award road maintenance material contracts
"to multiple bidders for the same commodity when the bid specifications provide
for the factor of hauling distance to be included to in the determination of which
vendor is truly the lowest price to the county" and the county may re-advertise
for additional bidders if it deems it necessary in the public interest.
Public Works/ER&R would like to accept the one bid received for Snap title HDPE
pipes and request authorization from the Board to re-advertise for additional
bidders that can supply aluminum and polyethylene pipes.
Recommended Action: Recommend the Board authorize Public Works/ER&R
to accept ISCO Industries, Inc 2019 Culvert Pipes and culvert Lining bid and re-
advertise, set bid opening date/time, award and allow Chair to sign all pertinent
documents.
Contract award(s) will be announced at a scheduled meeting of the Board of
Mason County Commissioners.
Attachment: Bid Tabulation
BID TABULATIONS
2019
Culvert Pipe & Culvert Linings ISCO Industries Inc
BID OPENING:December 28, 2018 BIDDER NO: 1 BIDDER NO: 2 BIDDER NO: 3 BIDDER NO: 4
ITEM ITEM UNIT If Shipped FOB UNIT If Shipped FOB UNIT If Shipped FOB UNIT If Shipped FOB
NO. DESCRIPTION UNIT PRICE Destination PRICE Destination PRICE Destination PRICE Destination
Aluminum Culvert Pipe
12"Culvert
1 FT No Bid No Bid
12"Band Couplers
2 1 EACH No Bid No Bid
12"Beveled End Section
3 EACH No Bid No Bid
18"Culvert
4 FT No Bid No Bid
18"Band Couplers
5 EACH No Bid No Bid
18"Beveled End Section
6 EACH No Bid No Bid
18"Pipe Arch Culvert
7 FT No Bid No Bid
24"Culvert
8 FT No Bid No Bid
24"Band Couplers
g EACH No Bid No Bid
24"Beveled End Section
10 EACH No Bid No Bid
24"Pipe Arch Culvert
11 FT No Bid No Bid
30"Culvert
12 FT No Bid No Bid
30"Band Couplers
13 EACH No Bid No Bid
30"Beveled End Section
14 EACH No Bid No Bid
36"Culvert
15 FT No Bid No Bid
36" Band Couplers
16 EACH No Bid No Bid
36"Beveled End Section
17 EACH No Bid No Bid
42"Culvert
18 FT No Bid No Bid
42"Band Couplers
19 1 EACH No Bid No Bid
42"Beveled End Section
20 EACH No Bid No Bid
1
BID TABULATIONS
2019
Culvert Pipe & Culvert Linings ISCO Industries Inc
BID OPENING: December 28, 2018 BIDDER NO: 1 BIDDER NO: Z BIDDER NO: 3 BIDDER NO: 4
ITEM ITEM UNIT If Shipped FOB UNIT If Shipped FOB UNIT If Shipped FOB UNIT If Shipped FOB
N0. DESCRIPTION UNIT PRICE Destination PRICE Destination PRICE Destination PRICE Destination
48"Culvert
21 FT No Bid No Bid
48"Band Couplers
22 EACH No Bid No Bid
48"Beveled End Section
23 EACH No Bid No Bid
Polyethylene Pipe
12"Pipe
24 FT No Bid No Bid
12"Couplers
25 EACH No Bid No Bid
12"Beveled End Section
26 EACH No Bid No Bid
18"Pipe
27 FT No Bid No Bid
18"Couplers
28 EACH No Bid No Bid
18"Beveled End Section
29 EACH No Bid No Bid
24"Pipe
30 FT No Bid No Bid
24"Couplers
31 EACH No Bid No Bid
24"Beveled End Section
32 EACH No Bid No Bid
30"Pipe
33 FT No Bid No Bid
30"Couplers
34 EACH No Bid No Bid
30"Beveled End Section
35 EACH I No Bid No Bid
36"Pipe
36 EACH No Bid No Bid
36"Couplers
37 EACH No Bid No Bid
36"Beveled End Section
38 EACH I No Bid No Bid
.. 2
BID TABULATIONS
2019
Culvert Pipe & Culvert Linings ISCO Industries Inc
BID OPENING:December 28, 2018 BIDDER NO: 1 BIDDER NO: 2 BIDDER NO: 3 BIDDER NO: 4
F
M ITEM UNIT If Shipped FOB UNIT If Shipped FOB UNIT If Shipped FOB UNIT If Shipped FOB
DESCRIPTION UNIT PRICE Destination PRICE Destination PRICE Destination PRICE Destination
42" Pipe
FT No Bid No Bid
42"Couplers
40 1 EACH No Bid No Bid
42"Beveled End Section
41 EACH No Bid No Bid
48" Pipe
42 FT No Bid No Bid
48"Couplers
43 1 EACH No Bid No Bid
48"Beveled End Section
44 EACH No Bid No Bid
Snap Tite HDPE or Approved Equiv PER TRUCK
Snap Tite HDPE Pipe or Equiv. 10.75"
45 21'stick EACH $ 362.00 $ 4,000.00
Snap Tite HDPE Pipe or Equiv. 12.75"
46 21'stick EACH $ 493.00 $ 4,000.00
Snap Tite HDPE Pipe or Equiv. 14"
47 21'stick EACH $ 557.00 $ 4,000.00
Snap Tite HDPE Pipe or Equiv. 16"
48 21'stick EACH $ 698.00 $ 4,000.00
Snap Tite HDPE Pipe or Equiv. 18"
49 21'stick EACH $ 817.00 $ 4,000.00
Snap Tite HDPE Pipe or Equiv.20"
50 24'stick EACH $ 1,170.00 $ 4,000.00
Snap Tite HDPE Pipe or Equiv.24"
51 24'stick EACH $ 1,581.00 $ 4,000.00
Snap Tite HDPE Pipe or Equiv.28"
52 24'stick EACH $ 2,079.00 $ 4.000.00
Snap Tite HDPE Pipe or Equiv.30"
53 24'stick EACH $ 2,431.00 $ 4,000.00
Snap Tite HDPE Pipe or Equiv.32"
54 24'stick EACH $ 2,801.00 $ 4,000.00
Snap Tite HDPE Pipe or Equiv.36"
r55 24'stick EACH $ 3,441.00 $ 4,000.00
Snap Tite HDPE Pipe or Equiv.42"
56 24'stick EACH $ 4,538.00 $ 4,000.00
3
MASON COUNTY
AGENDA ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
From: Bart Stepp, Deputy Director/U&W Management Action Agenda
DEPARTMENT: Public Works EXT: 207
COMMISSION MEETING DATE: January 22, 2019 Agenda Item #
BRIEFING DATE: January 14, 2019
BRIEFING PRESENTED BY: Bart Stepp
[] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD
Please provide explanation of urgency:
ITEM: Grinder Pump Contract Amendment 1 with Correct Equipment
BACKGROUND: Mason County entered into a service maintenance agreement with
Correct Equipment in December of 2018 to provide service for the grinder pumps for the
North Bay and Belfair Sewer Systems for 2019 and 2020 under sole source resolution 79-
18. The agreement included a price list for servicing the existing pumps on the system or
replacing them as needed.
When new connections to our sewer systems require grinder pumps, the property owner
pays the County a grinder pump fee and the County provides the owner with a grinder
pump station consisting of a tank, electrical control panel, and pump. County staff installs
the pump once the owner has installed the tank and control panel and service line.
The contract we signed inadvertently left out the costs for these new grinder pump
stations. This amendment would add the attached price list that includes the cost of these
stations to the contract list.
BUDGET IMPACTS: The County expects to purchase less than 20 stations a year. Since
property owners pay grinder pump fees, $4,384.05 per connection in 2019, that pay for
97% of the cost of the stations, there is minimal impact on the overall budget of the utility
funds.
This will be paid for by the North Bay Fund #403 as part of its budget. The Belfair sewer
system also has grinder pumps, but in the Inst 2.5 years the only new grinder pump
connections have been on the North Bay Sewer System.
RECOMMENDED ACTION: Recommend the Board approve Amendment 1 of the Grinder
Pump Service Contract with Correct Equipment and authorize the Deputy Director/Utilities
&Waste Management to sign the amendment for the County.
Attachments:
1. Resolution 79-18
2. 12/13/18 Signed Grinder Pump Contract
3. Grinder Pump Station Price List
4. Proposed Amendment 1 to Grinder Pump Contract
RESOLUTION NO. 7 q"
A RESOLUTION WAIVING PUBLIC BIDDING REQUIREMENTS AND APPROVING
A SOLE SOURCE PROCURMENT FOR MAINTENANCE SERVICES FOR
INDIVIDUAL SEWER GRINDER PUMPS
WHEREAS, Mason County is responsible for the maintenance and operation of approximately 450
grinder pump systems for single-family residential properties that have been designated as low pressure
sewer areas that connect to either the North Bay Sewer System or the Belfair Sewer System; and
WHEREAS, many of the pumps used at the North Bay Sewer System are close to their maximum
operational lifespan and need repaired, tested or replaced and upgraded to a new extreme E-One pump.
WHEREAS, the County currently uses E-One Pumps for these sewer systems since they are the
only pumps that fit the size of the existing grinder pump tanks; and
WHEREAS, Correct Equipment is the only licensed supplier of the E-One Pumps in Washington
State to provide the replacement parts and accessories that meet our specifications.
WHEREAS, RCW 39.04.280(1) (a) specifies exemption to competitive bidding if the purchase is
clearly and legitimately limited to a single source supplier;
NOW, THEREFORE, BE IT RESOLVED, by the Board of Mason County Commissioners as follows:
1. Correction Equipment is a sole source supplier of the manufactured parts for the grinder pump
equipment used at the North Bay Sewer System and Belfair Sewer System,
2.That the County is authorized to purchase maintenance services without proceeding to secure
competitive bids, estimated at$200,000.
ADOPTED this,2711�_ day of Lb 1/ 2018
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
`' % �
Randy Neatherlin, Chair
Terri Drexler,Vie it
ATTEST: /
M lis r ry, ler f the Board Kevin Shutty, om ssioner
APPROVED AS TO FORM:
Tim Whi PA
AGREEMENT
BETWEEN
MASON COUNTY DEPARTMENT OF
PUBLIC WORKS
AND
CORRECT EQUIPMENT, INC.
FOR
GRINDER PUMP SYSTEM MAINTENANCE AGREEMENT
INTRODUCTION
This Agreement regarding servicing the GRINDER PUMP SYSTEM MAINTENANCE program is entered
into this 1�day of December, 2018, between Mason County("County"),a political subdivision of the
State of Washington, and Correct Equipment, Inc. ("Contractor"),doing business in the State of
Washington.
AUTHORITY TO MAKE CONTRACT
This Agreement is in furtherance of the County's authority to provide for public health,safety and
welfare,and is consistent with the Washington State Constitution Article XI, Section 11.
PROCESS
The County declared a sole source procurement under RCW 39.04.280(1)to select Correct Equipment,
Inc. to service grinder pumps in Mason County wastewater systems. In 2016 the County had gone out to
bid for this work and Correct Equipment, Inc. was the only one who bid on the project as they are the
sole supplier of the pumps in the State of Washington. Because of that the County determined that a
sole source procurement was the most advantageous for the County in awarding this Agreement;that
the Contractor is qualified to provide the services sought by the County;and that the Contractor has
offered to provide those services in a manner and at rates that the County finds to be in the best
interests of the ratepayer living within the County and using the services, and in a manner that the
County finds to be financially sound and advantageous compared to other methods. It is the intent of
this Agreement to provide a two-year term relationship between the County and Contractor for repair
and maintenance of wastewater grinder pumps.
COSTS
Costs are the prices set out by the Contractor and accepted by the County. Said costs will go into effect
on January 1, 2019. The cost of service shall be computed on a monthly basis according to the service
provided and costs established by this Agreement.
DESIGNATED AGREEMENT ADMINISTRATION
If at any time the Contractor is required to have County approval that approval shall come from the
Public Works Director or their designee. The Director or their designee will work closely with the
Contractor to confirm any approval(s) required by this Agreement.
Page 1 of 9 113018 Grinder Pump Maintenance Contract.docx
SERVICE AGREEMENT
The Service Agreement includes this Agreement, and
1. Sold Source Procurement Resolution 79-18;
2. E-one parts price list submitted 10/5/18;
3. Grinder Pump prices and service rates provided on 10/5/18;and
4. Any and all appendices,amendments, extensions to or extensions of the foregoing documents
which the parties have agreed to in the manner prescribed by this Agreement. In the event of
conflict(s)among service Agreement documents,then information from the latest documents
(as determined by the date issued)shall supersede any earlier conflicting information.
SCOPE OF WORK
The Agreement calls for performance of work for a period of(2)two years beginning on January 1, 2019,
and ending on December 31, 2020. The Agreement may be renegotiated,at the County's discretion,for
an additional period of time. Subsequent Agreements will not be for less than one-year increments and
may include price changes.
The Contractor must provide sufficient personnel,equipment, supplies and maintenance to perform all
operations and all incidental work in accordance with these Agreement documents and all applicable
laws and regulations pertaining hereto.
In general the Contractor will provide grinder pump maintenance services for Mason County
Wastewater Systems per their attached prices.
RECORD KEEPING
The Contractor shall at all times maintain an accounting system that uses generally accepted accounting
principles for all services rendered in connection with this Agreement. The Contractor accounts and
records covering these charges and all invoices and payments on account of this Agreement shall be
open to inspection for any reasonable purpose by the County,their authorized representative and
officers or employees at all times during the term of this Agreement and for six months thereafter. The
County shall have the right to inspect and copy all documents,to interview any persons,and to review
any evidence in the Contractor's possession or control,which may assist the County in determining what
amounts are owed to the Contractor or County.
COMPLIANCE WITH REGULATIONS
The Contractor shall comply with all Federal,State and Local regulations, including Mason County's
Sanitary Sewer Regulations. All activities will be conducted in accordance with applicable codes.
PERMIT COMPLIANCE AND INDEMNIFICATION
The Contractor will be required to perform all operations in complete compliance with all permits issued
by the regulatory agencies. Any penalties levied by regulatory agencies for permit non-compliance due
to actions of the Contractor will be paid by the Contractor at no cost to the County,or may be withheld
from payment to the Contractor.The Contractor expressly agrees to indemnify and hold the County
harmless for any penalties, interest and/or feed assessed or levied against it or the County due to non-
compliance with any permits issued by a regulatory agency of the Federal,State,or County Government
in connection with the services to be provided by the Contractor pursuant to this Agreement.
Page 2 of 9 113018 Grinder Pump Maintenance Contract.docx
SEVERABILITY
If any term or provision of this Agreement, or the application thereof, to any person or circumstances,
shall to any extent be invalid or the application of such term or provision to persons or circumstances
other than those as to which it is held invalid or unenforceable shall not be affected thereby,and each
term and provision of this Agreement shall be valid and enforceable to the fullest extent allowed by law.
Further,the parties shall negotiate in good faith regarding amendments to this Agreement that would,
to the maximum extent possible, effectuate the intent of any provision determined to be invalid or
unenforceable.
MOBILIZATION
The Contractor shall be responsible for mobilization of all personnel and equipment.
NO THIRD PARTY BENEFICIARY
The rights and obligations created by this Agreement are for the sole benefit of the parties,and neither
person nor party shall be a beneficiary, intended or otherwise,of any such rights or be entitled to
enforce any of the obligations created by this Agreement.
ADDITIONAL WORK
The County may from time to time request the Contractor to provide improvements or do additional
work beyond the scope of this Agreement. Upon request by the County,the Contractor agrees to good
faith consideration to negotiate accomplishment of the work desired by the County. If the Contractor
agrees to negotiate,the parties shall determine the work to be done and the compensation to be paid.
The County shall not be precluded from awarding Contracts to any person other than the Contractor for
the accomplishment of any desired improvements if the County in its sole discretion deems such
Contracts most beneficial to the County. In such case,the Contractor will cooperate and coordinate
with any other Contractor or the County in allowing and facilitating installation of said improvements.
WORK TO BE PERFORMED BY THE COUNTY OR OTHER CONTRACTORS
During the period of this Agreement,the County(either with its own forces or under separate Contract)
will require the cooperation of the Contractors in scheduling and coordination to avoid conflicts. The
Contractor shall be responsible for becoming familiar with the various schedules and degree of
disruption that may arise. The Contractor shall cooperate with the County in the coordination of
operation in a manner that will provide the least amount of interference with the County's operation.
JURISDICTION AND VENUE
Any action of law or suit in equity or judicial proceeding arising out of this Agreement shall be instituted
and maintained only in the courts of competent jurisdiction in Mason County, in the State of
Washington.
TECHNICAL REQUIREMENTS
This section specifies minimum requirements for the operation of the grinder pump maintenance
agreement program. The requirements established herein are the minimum prescribed requirements
and are not intended in any way to be inclusive or in any way to limit the Contractor to specific
procedures or methods, but rather are intended to ensure the expected quality of grinder pump
maintenance.
Contractor personnel shall be trained as required for specific tasks or functions in accordance with the
specific responsibilities set forth in the Agreement for the various elements of this program. During
Page 3 of 9 113018 Grinder Pump Maintenance Contract.docx
periods of sickness and vacation,additional personnel must be available for the continued and
uninterrupted operation of this maintenance program in the usual manner.
SERVICE SCHEDULE
The Contractor shall provide working grinder pumps and pick up grinder pumps needing repairs in
accordance with an agreed upon schedule. The Contractor shall provide on-call provisions for grinder
pumps in emergency situations when the County does not have a working pump available.
ACCIDENT REPORTS
The Contractor shall promptly report in writing to the Public Works Director, or their designee, all
accidents whatsoever arising out of,or in connection with the performance of the work whether on,or
adjacent to,grinder pump sites;giving full details and statements of witnesses. In addition,should
death,serious injuries,or serious damage occur,the accident shall be reported by the Contractor
immediately by telephone or messenger to the Public Works Director or their designee.
INDEMNITY
To the fullest extent permitted by law,the Contractor shall indemnify, defend and hold harmless Mason
County, agencies of the county and all officials, agents and employees of the county,from and against
all claims to the extent arising out of or resulting from the Contractor's performance of the Contract.
"Claim"as used in this Agreement means any financial loss, claim,suit, action damage,or expense
including but not limited to reasonable attorney's fees,attributable for bodily injury,sickness,disease or
death,or injury to or destruction of tangible property including loss of use resulting there from.The
Contractors obligation to indemnify, defend and hold harmless includes any claim by the Contractor's
agents,employees, representatives or any subcontractor or its employees.
The Contractor expressly agrees to indemnify, defend and hold harmless Mason County for any claim
arising out of or incident to the Contractor's or any subcontractor's performance or failure to perform
the Contract. The Contractor's obligation to indemnify,defend and hold harmless Mason County shall
be reduced to the extent of any actual or alleged concurrent negligence of Mason County or its agents,
agencies,employees and officials.
INSURANCE
At a minimum,the Contractor shall provide insurance that meets or exceeds the requirements detailed
in "Exhibit A Insurance Requirements."
CONTRACT ADMINISTRATION
This Agreement shall be administered on behalf of the County by the Public Works Director or their
designee. All communications to the Contractor by the Public Works Director shall be recognized as
made on behalf of the County. All issues concerning Agreement provisions and requirements shall be
directed to the Public Works Director. The following addresses shall be used for communication
between parties:
MASON COUNTY PUBLIC WORKS CORRECT EQUIPMENT,INC.
Jerry Hauth Bob Thurston
Public Works Director 14576 NE 95'St.
100 W Public Works Drive Redmond,WA 98052
Shelton, WA 98584
Page 4 of 9 113018 Grinder Pump Maintenance Contract.docx
PROGRESS MEETINGS
Periodically, progress meeting will be held between the parties.The meetings will be used to review and
discuss activities and/or complaints accumulated during the contract period. It is the responsibility of
the Contractor to prepare for and respond to matters brought to their attention prior to each meeting.
The Contractor will also be required to present a brief report summarizing the program activity since the
previous meeting.
CONFLICT OF INTEREST
If at any time prior to commencement of,or during the term of this Agreement,the Contractor or any of
its employees involved in the performance of this Agreement shall have or develop an interest in the
subject matter of this Agreement that is potentially in conflict with the County's interest,then
Contractor shall immediately notify County of the same. The notification of County shall be made with
sufficient specificity to enable County to make an informed judgment as to whether or not County's
interest may be compromised in any manner by the existence of the conflict,actual or potential.
Thereafter, County may require Contractor to take reasonable steps to remove the conflict of interest.
County may also terminate this Agreement according to the provisions herein for termination.
TERMINATION
Either party hereto may with or without cause terminate this Agreement by giving written notice of
their intention to terminate to the other party by certified mail and return receipt requested. Such
termination shall,thereafter, be effective six months following the date of written notice, during which
period of time the terms and conditions of the Agreement shall remain in full force and effect.
The County may terminate with cause if the Contractor does not comply with the terms of this
Agreement. Such termination would occur after written notice to the Contractor and their failure to
correct deficiencies within 30 days of the notice.
COSTS ASSOCIATED WITH THIS AGREEMENT
Mason County will be assessed the amounts shown below for services per the Contractor's Proposal
during the course of the agreement. Prices may be renegotiated for any contract extensions.
Field Service Rate: $137.50 per hour
Shop Service Rate: $125.00 per hour
Diagnosis & Reassembly: $100.00
Rebuilt certified core fee $1,100.00
New Drywell Pump Part#D200 $2,181.00
New Wetwell Pump Part#U200 $1,823.00
The Contractor reserves the right to deem it inadvisable to repair a core, due to corrosion,wear,or
breakage of critical parts,which would make the pump unreliable after the required repairs. In such
cases a$100.00 diagnosis and disposal fee will be charged.
Attached to this agreement is the E-one parts price list which will be used to determine the costs for all
parts not listed in the above paragraphs.
Page 5 of 9 113018 Grinder Pump Maintenance Contract.docx
METHOD OF PAYMENT
Mason County will pay the Contractor on a monthly basis for all work performed, providing the
Contractor submits to Mason County a statement,which indicates services provided and costs of said
services, by the 10'of each month. Payment will be made to Contractor within thirty J30)days of the
receipt of a complete and accurate statement.
Signed this J-3—day of December,2018.
CONTRACTOR: BOARD OF COUNTY COMMISSIONERS:
CORRECT EQUIPMENT, INC. MASON COUNTY, WASHINGTON
Signature(( Signature, hair
I(�c Le,-
Printed Name Printed Na e
Company
Attest: Approved As To Form:
Cle k f Board Deputy Prosec ting Attorney
Page 6 of 9 113018 Grinder Pump Maintenance Contract.docx
EXHIBIT A
INSURANCE REQUIREMENTS
For the duration of this Agreement the Contractor shall maintain in effect all insurance as required
herein and comply with all limits,terms and conditions stated therein. Work under this Agreement shall
not commence until evidence of all required insurance and bonding is provided to the County. Evidence
of such insurance shall consist of a completed copy of the Certificate of Insurance signed by the
insurance agent for the Contractor and returned to the Mason County Deputy Director of
Utilities/Waste Management. If for any reason,any material change in the coverage occurs during the
course of this Agreement;such change will not become effective until 45 days after Mason County
receives written notice of such change. The policy shall be endorsed and the certificate shall reflect that
Mason County is an additional insured on the Contractor's general liability policy with respect to
activities under this Agreement. The policy shall provide and the certificate reflect that the insurance
afforded applies separately to each insured against whom a claim is made or suit is brought except with
respect to limits of the company's liability.
It is the responsibility of the Contractor to provide fire insurance for any equipment used by the
Contractor. This fire insurance shall cover the entire replacement value of the equipment insured.
A. MINIMUM Insurance Requirements:
1.Commercial General Liability Insurance using Insurance Services Office"Commercial General Liability'
policy form CG 00 01,with an edition date prior to 2004, or the exact equivalent.Coverage for an
additional insured shall not be limited to its vicarious liability. Defense costs must be paid in addition to
limits. Limits shall be no less than$1,000,000 per occurrence for all covered losses and no less than
$2,000,000 general aggregate,for bodily injury, personal injury,and property damage, including without
limitation, blanket contractual liability.
2.Workers' Compensation on a state-approved policy form providing statutory benefits as required by
law with employer's liability limits for the Contractors,with two (2)or more employees and/or
volunteers, no less than$1,000,000 per accident for all covered losses.
3. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including owned, non-owned
and hired autos, or the exact equivalent. Limits shall be no less than$2,000,000 per accident, combined
single limit. If Contractor owns no vehicles,this requirement may be satisfied by a non-owned auto
endorsement to the general liability policy described above. If Contractor or the Contractor's employees
will use personal autos in any way on this project,Contractor shall obtain evidence of personal auto
liability coverage for each such person.
B.Certificate of Insurance:
A Certificate of Insurance naming County as the Certificate Holder must be provided to County within
five(5)days of Contract execution.
C. Basic Stipulations:
1. Contractor agrees to endorse third party liability coverage required herein to include as additional
insureds County, its officials, employees and agents, using ISO endorsement CG 20 10 with an edition
date prior to 2004. Contractor also agrees to require all Contractors,subcontractors, and anyone else
Page 7 of 9 113018 Grinder Pump Maintenance Contract.docx
involved in this Contractor on behalf of the Contractor(hereinafter"indemnifying parties")to comply
with these provisions.
2.Contractor agrees to waive rights of recovery against County regardless of the applicability of any
insurance proceeds, and to require all indemnifying parties to do likewise.
3.All insurance coverage maintained or procured by Contractor or required of others by Contractor
pursuant to this Contract shall be endorsed to delete the subrogation condition as to County,or must
specifically allow the named insured to waive subrogation prior to a loss.
4.All coverage types and limits required are subject to approval, modification and additional
requirements by County.Contractor shall not make any reductions in scope or limits of coverage that
may affect County's protection without County's prior written consent.
5. Contractor agrees to provide evidence of the insurance required herein,satisfactory to County,
consisting of:a)certificate(s)of insurance evidencing all of the coverages required and, b)an additional
insured endorsement to Contractor's general liability policy using Insurance Services Office form CG 20
10 with an edition date prior to 2004. Contractor agrees, upon request by County to provide complete,
certified copies of any policies required within 10 days of such request. County has the right, but not the
duty,to obtain any insurance it deems necessary to protect its interests.Any premium so paid by
County shall be charged to and promptly paid by Contractor or deducted from sums due Contractor.Any
actual or alleged failure on the part of County or any other additional insured under these requirements
to obtain proof of insurance required under this Contract in no way waives any right or remedy of
County or any additional insured, in this or in any other regard.
6. It is acknowledged by the parties of this Contract that all insurance coverage required to be provided
by Contractor or indemnifying party, is intended to apply first and on a primary non-contributing basis in
relation to any other insurance or self-insurance available to County.
7.Contractor agrees not to self-insure or to use any self-insured retentions on any portion of the
insurance required herein and further agrees that it will not allow any indemnifying party to self-insure
its obligations to County. If Contractor's existing coverage includes a self-insured retention,the self-
insured retention must be declared to the County.The County may review options with Contractor,
which may include reduction or elimination of the self-insured retention,substitution of other coverage,
or other solutions.
8. Contractor will renew the required coverage annually as long as County,or its employees or agents
face an exposure from operations of any type pursuant to this Contract.This obligation applies whether
or not the Contract is canceled or terminated for any reason. Termination of this obligation is not
effective until County executes a written statement to that effect.
9.The limits of insurance as described above shall be considered as minimum requirements. Should any
coverage carried by Contractor or a subcontractor of any tier maintain insurance with limits of liability
that exceed the required limits or coverage that is broader than as outlined above,those higher limits
and broader coverage shall be deemed to apply for the benefit of any person or organization included as
an additional insured and those limits shall become the required minimum limits of insurance in all
Paragraphs and Sections of this Contract.
Page 8 of 9 113018 Grinder Pump Maintenance Contract.docx
10. None of the policies required herein shall be in compliance with these requirements if they include
any limiting endorsement that has not been first submitted to County and approved of in writing.
11.The requirements in this Exhibit supersede all other sections and provisions of this Contract to the
extent that any other section or provision conflicts with or impairs the provisions of this Exhibit.
12. Unless otherwise approved by County, insurance provided pursuant to these requirements shall be
by insurers authorized to do business in Washington and with a minimum A.M. Best rating of A-:VII.
13.All insurance coverage and limits provided by Contractor and available or applicable to this
agreement are intended to apply to the full extent of the policies. Nothing contained in this Contract
limits the application of such insurance coverage.
14.Contractor agrees to require insurers to provide notice to County prior to cancellation of such
liability coverage in accordance with the notice provisions of the applicable policies. Contractor shall
assure that this provision also applies to any subcontractors,joint ventures or any other party engaged
by or on behalf of contractor in relation to this agreement. Certificate(s)are to reflect that the issuer will
provide notice to County of any cancellation of coverage in accordance with the notice provisions of the
applicable policies.
15.County reserves the right at any time during the term of the Contract to change the amounts and
types of insurance required by giving the Contractor ninety(90)days advance written notice of such
change. If such change results in substantial additional cost to the Contractor,the County and
Contractor may renegotiate Contractor's compensation.
16. Requirements of specific coverage features are not intended as limitation on other requirements or
as waiver of any coverage normally provided by any given policy.Specific reference to a coverage
feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party
or insured to be all-inclusive.
17.Contractor agrees to provide immediate notice to County of any claim or loss against Contractor
arising out of the work performed under this agreement. County assumes no obligation or liability by
such notice, but has the right(but not the duty)to monitor the handling of any such claim or claims if
they are likely to involve County.
Page 9 of 9 113018 Grinder Pump Maintenance Contract.docx
2018 E-One Grinder Station Price List
SONE PART INVERT DISCHARGE
CE PART NUMBER NUMBER DEPTH ELEVATION WEIGHT LIST PRICE
DH071 SERIES PRICING INCLUDES D200 CORE,TANK&SIMPLEX PANEL W/DEADFRONT
DH071-61 D200B09B10BF 24 15 238 $4,471.00
DH071-74 D200B11BIOBF 36 27 254 $4,538.00
DH071-93 D200B14BIOBF 55 46 270 $4,625.00
INDIVIDUAL CORES
D200 CORE D200AO1A0lAA 108 $2,530.00
UPGRADE D200 D200AOIA01AA 108 $2,181.00
U200 CORE U200AlOADF 108 $1,823.00
W200 CORE W200PIOAAF 108 $2,602.00
UPGRADE W200 W200PIOAAF 108 $2,181.00
DHI 52 SERIES PRICING INCLUDES QTY:2 D200 CORE,TANK&DUPLEX PANEL
DH152-93 D200L14B11BF 57 46 570 $9,601.00
SIMPLEX PANEL OPTIONS
SEAPLEX PROTECT SDIAOIOC3AA 7 $500.00
PANEL W/DEADFRONT
SIMPLEX PROTECT SDIFOI0C3AA 7 $784.00
PANEL W/Auto Gen(LFP)
SHvlPLEX PROTECT PLUS SEIA210C2AA 7 $590.00
XP
DUPLEX PANEL OPTION
SENTRY DUPLEX SJ1A210C2AA 10 $1,382.00
PROTECT PLUS
WH231 SERIES PRICING INCLUDES TANK PUMP& SIMPLEX PANEL W/DEADFRONT
W11231-73 WOOIN42C09T 40 30.8 430 $5,141.00
WH231-92 WOOIN43C09T 59 49 440 $5,219.00
CABLE OPTIONS
32'CABLE ND0036G06 $152.00
50'CABLE ND0036G07 $186.00
75'CABLE ND0036G08 $238.00
100'CABLE ND0036G09 $287.00
COVERS AND EXT
6IN RISER ND0082G0I $218.00
2 FT EXT NC0047GOI $524.00
4FT EXT NC0047G03 $589.00
ROCK COVER NA0335PO* $165.00
INDOOR UNIT
IH091-IDU I200M02D38BM $3,446.00
INSTALL KIT
DISCHARGE WHIP PA1836P0l $87.00
CURB STOP NB0I 84P01 $126.00
COMPRESSION FIGS PA1365P0I $14.00
AMENDMENT #1
FOR GRINDER PUMP SYSTEM MAINTENANCE AGREEMENT
WITH CORRECT EQUIPMENT, INC.
The CONTRACT between COUNTY and CONTRACTOR is amended as follows:
1. Appendix 1, E-One grinder station price list, is added to the contract as a list of eligible
charges to the contract.
Amendment dated this day of , 2019.
CORRECT EQUIPMENT: BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
Howard Taub, Partner Kevin Shutty, Chair
APPROVED AS TO FORM:
Tim Whitehead, Chief DPA
MASON COUNTY
AGENDA ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
From: Jennifer Beierle Action Agenda _X_
Public Hearing
Other
DEPARTMENT: Support Services EXT: 532
DATE: January 22, 2019 Agenda Item # g,(P
Commissioner staff to com tete
BRIEFING DATE: January 14, 2019
BRIEFING PRESENTED BY: Jennifer Beierle, Budget Manager
[ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD
Please provide explanation of urgency
ITEM: Mason County Financial Policies & Procedures
EXECUTIVE SUMMARY: Financial policies and procedures play an important role in a
strategic, long-term approach to financial management. Some of the benefits of
adopting formal, written financial policies include:
1. Institutionalize good financial management practices
2. Clarify strategic intent for financial management
3. Define boundaries and manage financial risk
4. Support good bond ratings
5. Promote long-term and strategic thinking
6. Comply with public management best practices
BUDGET IMPACTS: N/A
RECOMMENDED ACTION: Motion for the Board of Mason County Commissioners to
approve the adoption of the Mason County Financial Policies & Procedures
J:\Budget OfficeUennifer\Briefing,Agenda,& Public Hearing Items\Budget Action Agenda-Financial
Policy 1.22.19.doc
Mason County
Financial
POLICIES & PROCEDURES
Table of Contents
I. Overview of the Mason County Financial Policies& Procedures 4
II. Budget 4
1) Purpose 4
2) Schedule 4
3) Budget Adjustments 4
4) Operating Budget 5
5) Capital Budget 6
6) Internal Allocation Costs 6
III. Basis of Accounting 6
IV. Accounting Policy, Financial Systems, and Reporting 7
1) Accounting Policy 7
2) Financial Systems 7
3) Financial Reporting 7
4) State Audits 8
V. Cash 8
1) Receipting 8
2) Petty Cash/Revolving Funds 8
3) Bank Accounts 8
VI. Investments 8
VII. Grants & Federal or State Funding 9
1) Grant Project Form 9
2) Year End Program Contract Worksheet 9
3) Federal Policy 9
VIII. Debt 10
1) Authority for County Indebtedness 10
IX. Revenue 11
1) Accounts Receivable 11
2) Collection Policy 11
3) Refunds vs. Reimbursements 12
4) Public Fees & Charges 12
X. Expenditures 12
1) Budget Appropriation and Monitoring 12
2) Travel/Business Expenditures 12
3) Non-Travel Food Purchases 13
4) Purchasing 13
5) Lost Warrants 13
2
X. Expenditures (continued)
6) Registered Warrants 13
7) Credit Cards 13
8) Outside Vendor Credit Accounts 13
9) Miscellaneous 14
XI. Adjusting Journal Entries 14
XII. Payroll 14
XIII. Capital Assets 14
1) Real Estate Excise Tax (REET) Funds 14
XIV. Fund Balance 15
1) Classification 15
2) Minimum Level 15
3
1. OVERVIEW
This Financial Policies and Procedures handbook is intended to provide guidance to Mason
County department heads and elected officials in properly discharging their financial
responsibilities. The procedures, policies, and practices set forth below do not create an
express or implied contract between Mason County and its employees, nor are they to be
viewed as making any promises or creating contractual rights of any kind. The information
contained in this notebook represents guidelines only, and Mason County reserves the right
to limit, modify, or terminate any of these policies, procedures, or practices at any time, at
its sole discretion.
Il. BUDGET
1) Purim
The budget serves a number of functions. At the most basic level it is a legal document
that gives County officials the authority to incur obligations and pay expenses. It is also
a comprehensive business plan that should provide the following elements: public
policies, a financial plan, an operations guide, and serve as a communications device.
Mason County budgets on an annual calendar year basis.
21 Schedule
RCW 36.40 prescribes the major steps in budget preparation along with a suggested
schedule for completion of each step. However, the Board of County Commissioners
may also set other dates relating to the budget process, including but not limited to the
dates set in RCW 36.40.010, 36.40.050, and 36.81.130 to conform to the alternate date
for the budget hearing. Mason County typically adopts the alternate dates in July.
The major steps in budget preparation include:
a) Call for Estimates. County Auditor notifies all officials to file budget requests and
projected revenues for ensuing fiscal year. RCW 36.40.010
b) Filing of estimates with Auditor or Chief Financial Officer by all officials in the format as
requested by the Auditor. RCW 36.40.010
c) Preliminary County budget prepared by Auditor or Chief Financial Officer submitted
to Board of Commissioners. RCW 36.40.050
d) Preliminary budget hearing presented to the Board of County Commissioners by the
Auditor's Office. RCW 36.40.070
e) Alternative preliminary budget hearing by the Board of County Commissioners, on the
first Monday in December. RCW 36.40.071
f) Final budget adoption by the Board of County Commissioners. RCW 36.40.080
3) Budget Adjustments
Budget Transfers are used when changes in spending during the year result in a deficit in
4
one expenditure line item and an excess in another line item, in accordance with
Resolution 26-17.
• Transfers within Department's Budget
Budget transfers may be made from the excess line to the deficit line to keep their
operating budget correct with the Budget Manager's approval
• Transfers Inter-Departments
All requests for budget inter-department transfers shall be submitted, with
department head approval and justification, to the Board of County
Commissioners for consideration and approval. The Board of County
Commissioners' approval is required prior to budget expenditure.
Supplemental Appropriations are required when a department receives a new funding
source that was not planned for during the budget process and will result in additional
expenditures or when there are additional expenditures that weren't planned for during
the budget process. Supplemental appropriations must be advertised for two weeks
prior to Board approval.
Non-Debatable Emergency adjustments may be made due to an emergency caused by
fire, flood, explosion, storm, earthquake, epidemic, riot, or insurrection, or for the
immediate preservation of public health or any other emergency as defined by RCW
36.40.180.
Emergencies Other than Non-Debatable may be made when there is a public emergency
that does not fall under the qualifications of RCW 36.40.180. Emergencies other than
non- debatable must be advertised for one week prior to Board approval.
All requests for supplemental or emergency appropriations will be submitted by the
department head to the Board of County Commissioners for consideration and approval.
The request shall be in writing, containing the facts constituting the supplemental or
emergency appropriations and the estimated amount of additional budget required.
Supplemental appropriations are done as needed.
4) Operating Budget
The operating budget is the central financial planning document that encompasses all
operating revenue and expenditure decisions. It establishes the level of services to be
provided by each department within the restrictions of anticipated County revenues.
Current expenditures will be paid for with current revenues. One-time expenditures, or
revenues of a limited or indefinite term, should be used for capital projects or one time
operating expenditures to ensure that no core services are lost when such revenues are
reduced or discontinued. No operating deficits in any fund balance shall be incurred at
year end.
High priority will be given to expenditures that will reduce future operating costs, such
as increased utilization of technology and equipment and prudent business methods.
If expenditure reductions are necessary, complete elimination of a specific, non-
mandatory service is preferable to lowering the quality of existing programs.
5
5) Caoital Budget
A comprehensive six year plan for capital improvements will be prepared per RCW
82.46, updated, and included in the yearly budget. Capital project proposals should
include cost estimates that are complete, reliable, and attainable. Cost estimates should
be based on a thorough analysis of the project and are expected to be reliable and
complete. Funding sources should also be reliable and complete and the capital project
will not be budgeted unless there are reasonable expectations that revenues will be
available to pay for them.
Changes to the comprehensive six year plan may be made annually during the budget
process or concurrently with an amendment of the County budget, per RCW
36.70A.130 (2)(a)(iii). Any revision to the comprehensive plan would have to go to the
state for review sixty days prior to adoption.
The County will provide for adequate maintenance and appropriate replacement of
capital facilities and equipment. The County will also provide for maintenance schedules
to ensure that facilities and equipment are maintained so as to maximize its useful
lifespan. These amounts will be reflected in the capital budget plan. The intent of the
Capital Budget Plan is to maintain all assets at an adequate level in order to protect the
County's capital investment and to minimize unexpected future maintenance and
replacement costs. Funding of repair and replacement schedule projects will be the
funding priority before discretionary capital projects.
Decision making for capital improvements will be coordinated with the operating budget
to make effective use of the County's limited resources for operating and maintaining
facilities and capital projects.
6) Internal Allocation Costs
This is the annual charge to non-General funds for the services provided by the General
fund. Internal allocation costs shall be prepared with a detailed indirect cost allocation
plan. The internal indirect cost allocation plan shall be developed each year with audited
expenditures to identify and distribute costs of services provided by internal service
departments to funds outside of the General Fund. The Auditor's Office and the Budget
Office will prepare this after the yearly audit by the State Auditor's Office and
incorporate the charges into the following year's budget, which is adopted by the Board
of County Commissioners. These will be the actual costs charged to funds outside of
the General Fund.
Ill. BASIS OF ACCOUNTING
The basis of accounting used determines when revenues and expenditures/expenses are
recognized in the accounts and reported in the financial statements.
All funds are accounted for using the cash basis of accounting, in accordance with
Resolution 67-17.
Only the minimum number of funds consistent with legal and operating requirements should
6
be established, because unnecessary funds result in inflexibility, undue complexity, and
inefficient financial administration.
In order for a special revenue fund to be created, the following two criteria must be met:
1) Expenditure for specified purposes — Such a limitation on spending may be imposed by
external parties, constitutional provisions, enabling legislation, or board action, and
2) Proceeds of specific revenue sources — A substantial portion of resources must be
derived from one or more specific revenue sources. A surplus in the General fund does not
constitute a revenue source
The Board of County Commissioners has the authority to create or delete funds by
resolution.
IV. ACCOUNTING POLICY, FINANCIAL SYSTEMS &
REPORTING
1) Accounting Policy
Mason County will establish and maintain the highest standard of accounting practices.
Accounting and budgetary systems will conform to the State of Washington Budgeting
Accounting Reporting System (BARS) and local regulations.
2) Financial Systems
Mason County will strive to provide the technological tools, information systems support
and uninterrupted level of information systems service to sustain the successful
implementation and maintenance of a sound, reliable and efficient financial
management system.
The financial system shall also protect County departments against unauthorized
access through information systems security and controls while allowing staff the ability
to access information directly from the system.
Munis is currently the County's primary financial system. The primary financial system
serves as the County's principal journal of record.
3) Financial Reporting
Full disclosure will be provided in all County financial reports and bond representations.
Reports outlining the status of revenues and expenditures shall be prepared monthly on
cash basis by the Budget Office. It will be distributed to the Board, elected officials,
department heads, and any other interested party.
An annual financial report will be prepared by the Auditor's Office in a timely basis to
meet or exceed the State Auditor's Office standards.
7
4) State Audits
An annual audit will be performed by the State Auditor's office and include the issuance of
a financial opinion.
V. CASH
Cash deposits from the various operations are remitted to the Treasurer's Office and RCW
36.29.010 stipulates the Treasurer's responsibilities over cash. All County employees or
new hires who handle cash are required to review, sign, and follow the department's
procedures for cash handling. For additional information and detail see Mason County
Revenue (Cash) Handling Policies and Procedures.
1) Receipting
Departments that receive cash for services or fees are required to evidence receipt by
pre-numbered cash receipts. Cash shall be deemed to include cash, checks, or other
financial instruments that can be converted to cash. Checks should be endorsed
immediately and must be maintained with other cash items in a locked and secure
location. Cash receipts must be balanced and deposited with the Treasurer's Office on
a daily basis, unless exemption is approved, pursuant to RCW 43.09.240. The size and
amount of deposits vary by location and department. Alternative receipt practices may
be adopted only by approval of the County Treasurer. Where ever possible, the
functions of receipting, balancing and depositing should be performed by different
personnel to ensure adequate safeguards.
2) Petty Cash/Revolving Funds
Departments may maintain petty cash or revolving funds for the payment of incidental
expenses only with the Treasurer's prior approval and evidence of accounting ability to
maintain the fund to the County standard. These funds are not intended for repository of
cash receipts in the normal course of business and must not be commingled.
3) Bank Accounts
The use of bank or other financial institution accounts for the purpose of depositing or
maintaining public funds is forbidden without the prior consent and knowledge of the
Mason County Treasurer, his/her office and staff.
Vl. INVESTMENTS
The County Treasurer has responsibility for the investment of public funds under RCW
36.29.020. Investments are carried at book value and investments are made by fund.
Investments are held by a third party trust agreement on a delivery versus payment basis
and are booked electronically. Authorization to invest funds of a district or related entity is
required in writing by an appointed investment officer for the district. The County
Treasurer invests the County's short term cash and reserves for maximum return
according to the investment policy established by the Mason County Treasurer and the
8
County Finance Committee.
VII. GRANTS & FEDERAL OR STATE FUNDING
Grant applications will be reviewed by the Board of County Commissioners with due
consideration being given to whether locally generated revenues will be required to support
these programs when outside funding is no longer available. Grants may be accepted if the
County can be assured that the total costs and requirements of accepting funds are known
and judged not to adversely impact the County's funds. Future impacts on the budget will
be identified and analyzed prior to approval of grant contracts.
Grant related revenue and expenditures (including matching funds provided by the County)
shall be authorized, within policy, and properly accounted for in the project accounting
module of the financial management system according to Federal, State and local
regulations and the terms and conditions of the grant award.
The responsibility for understanding and adhering to County, State and Federal regulations,
policies or procedures belongs to the managing department of that particular grant.
1) Grant Project Form
When an application for grants is approved, or when a new federal or state funding
source is secured, the department must complete and provide to the County Auditor
the grant project form as prescribed by the County Auditor. A signed copy of the grant
must be submitted with the grant code request form to the Auditor's Office. This helps
ensure the required funding source information has been gathered so the Auditor can
assign the proper revenue number in accordance with the State Auditor's BARS
manual.
2) Year End Program Contract Worksheet
At the end of each fiscal year, the County Auditor will provide a listing of all federal and
state funding sources that were reported to the State Auditor's Office on Schedule 15 and
Schedule 16. Each department must complete and provide to the County Auditor the
program contract worksheet as prescribed by the County Auditor. These worksheets
are considered the final Schedule 15 and Schedule 16 data, which is compiled by the
County Auditor into a single document.
3) Federal Policy
The departments shall also use applicable cost principles from the US Code of Federal
Regulations Title 2, part 200 (2 CFR 200) to determine the reasonableness, allow ability
and allocation of costs applicable to federal grants and contracts.
The County shall recover the full cost of providing internal services to funds with grant
revenue as permitted under the grant agreement and 2 CFR 200.
Any instance where a potential conflict of interest may arise must be disclosed in writing
by the responsible department to the federal awarding agency or pass-through entity in
9
accordance with applicable Federal awarding agency policy. The definition of a conflict
of interest is described in 2 CFR 200.318(c) Reference Mason County Conflict of
Interest Policy. Any instances of violations of federal criminal law involving fraud, bribery,
or gratuity violations potentially affecting federal awards must be disclosed in writing to
the federal awarding agency or pass-through entity by the responsible department.
Elected Officials, Department Heads, and grant managers within each department are
authorized to sign the required certification as stated in 2 CFR 200.415.
For billing indirect costs to grants, use the rate determined by the simplified external
indirect cost allocation plan, which is calculated by the Auditor's Office.
Vlll. DEBT
Deficit financing and borrowing will not be used to support ongoing County services and
operations. Expenses will be reduced to conform to the long term revenue forecast.
Interfund loans are permissible to cover temporary gaps in cash flow, but only by resolution
that states a short term repayment schedule and at an interest rate based on the
Washington State Local Government Investment Pool. The lending fund must have excess
funds available and the use of those funds won't have an impact on the fund's current
operations. For additional information and detail see Mason County Interfund Loan Policy.
If the Board of County Commissioners approves lease purchasing, the useful life of the item
must be equal or greater than the length of the lease. The fixed asset information form must
be provided by the department concurrent with the submission of the lease documents.
Debt payments shall not extend beyond the estimated useful life of the project being funded.
The Mason County will maintain good communications with bond rating agencies
concerning its financial condition, and will take all appropriate and responsible measures to
sustain quality bond ratings with continuous financial management efforts to enhance the
County's bond ratings. Mason County follows the Mason County Debt Policy which is
maintained by the County Treasurer.
1) Authority for County Indebtedness
Department heads do not have the authority to commit Mason County to any
indebtedness beyond current budget authority. For additional information and detail see
Mason County Purchasing Policy.
Indebtedness includes, but is not limited to leases, lease-purchases, rental agreements,
contracts grants, and other obligations of short and long term debt.
The Mason County Commissioners shall be signatory to any obligations requiring short
or long term indebtedness beyond current budget authority, unless the Commission has
given written authority to exempt certain contracts.
10
The County will follow a vigorous policy of collecting all County revenues.
Revenue will be coded to the correct account per the Washington State BARS (Budgeting,
Accounting, and Reporting System).
Grant revenue must be deposited with the Mason County grant project code as assigned by
the Auditor's Office.
11 Accounts Receivable
Currently, billings for services, goods, and reimbursements for funds are done through a
de-centralized financial accounting system.
If revenue is anticipated, the department anticipating the revenue shall notify the
Treasurer's office by Treasurer's ACH form or deposit form prior to receipt to ensure
proper recording.
There will be adequate segregation of duties relating to accounts receivable. To
accomplish this, the billing, cash collection, recording, and reconciliation functions
should be separated. If this level of segregation of duties is not possible, compensating
controls should be implemented to ensure a proper division of functional responsibility.
21 Collection 12olicy
The collection policy and any action plan shall be established by the elected official or
department head, recognizing State requirements and the unique characteristics of the
clients served by that department. It is the responsibility of each department to collect
their accounts receivable.
Departments will review their outstanding receivables on a timely basis for past due
accounts. Accounts Receivable aging reports should be run in the de-centralized
accounting system in order to determine which accounts are past due. The oldest
outstanding accounts receivables will be reviewed on a regular basis.
Departments have the ability to handle past due accounts along reasonable business
practice guidelines.
An example of reasonable business practice could be as follows:
A past due notice is issued for all accounts that are 30 days past due. Notices
are issued by the responsible department every 30 days over a 90 day period.
Notices are distinguished as "first notice" "second notice" and "final notice';
with the final notice indicating that the account could go to a collection agency
if not paid. At the discretion of the department or elected official, the initial
notice period can be extended in limited circumstances. No receivables should
be due for longer than 90 days without past due notices being issued.
11
As soon as accounts receivable are identified as uncollectible, the department
should request a write-off approval from the Board of County Commissioners.
31 Refunds vs. Reimbursements
Cash refunds from vendors are payments received for returned goods; for services paid
for, but not used; or for overpayments. These are the only items that may reduce
expenditures. Payments received by any outside agency as reimbursements for goods
or services are not refunds and should be recorded as revenue, not as a reduction of
expenditures.
If the refund is received after the end of the accounting period in which the original
expenditure was made, and the dollar amount of the refund is not material, a BARS revenue
account established by the Auditor's office will be credited for the amount of the refund.
41 Public Fees & Charges
The full cost of services shall be evaluated by each department regularly to provide a
basis for setting the charge or fee. Full cost incorporates direct and indirect costs.
X.EXPEND/T ORES
Expenditures will be coded to the correct account per the Washington State BARS
(Budgeting, Accounting, and Recording System).
The Elected Official, Department Head, or approved designee will be verifying with their
signature on the voucher that the payment of the indebtedness is authorized by the
Commissioners through the budget process.
1) Budget Appropriation and Monitoring
The Board of County Commissioners adopts the General fund budget at the department
level and the special funds at the fund level. The County will not process expenditures
in excess of the total appropriation for that fund. Departments are responsible for
monitoring their budget expenditures. This is especially important during the last quarter
of the budget year. Invoices in excess of budget will not be paid until the budget allows.
Expenditures will be approved by the Board of County Commissioners at their next
regular business meeting.
Departments within the General Fund may exceed the approved budget within
individual line items, but shall not exceed total departmental budgets without Board
approval of a budget adjustment, per Resolution 58-17.
No fund shall exceed total fund budget without Board approval of a budget adjustment.
2) Travel/Business Expenditures
For additional information and detail see Mason County Personnel Policy, Travel Expense
Reimbursement.
12
31 Non-Travel Food Purchases
Food may not be purchased for employees with County funds unless the County is
hosting an official meeting at which non-County employees are in attendance or, in
accordance with RCW 43.03.049, each of the following criteria is met:
1) The purpose of the meeting is to conduct official County business or to provide
training to County employees or officials: and
2) The meals are an integral part of the business meeting or training session, and
3) The meeting or training session takes place away from the employee's or official's
regular workplace, and
4) The County obtains a receipt for the actual costs of the meals with meetings
4) Purchasing
For all new individual vendors, a completed Vendor Info Form or W9 must be submitted to
the Auditor's Financial Services Department before payment to that vendor can be made.
For additional information and detail see Mason County Purchasing Policy.
51 Lost warrants
The County will not reissue a warrant, due to the loss of the original warrant, until a lost
warrant affidavit is turned into the Auditor's Financial Services Office. A lost warrant
affidavit may be turned in three weeks after the issue date of the original warrant, except
in the case of a payroll warrant.
6) Registered Warrants
Restricted cash flow and decreasing cash reserves require that Mason County enlist the
aid of other financial institutions to hold registered warrants. The Mason County
Treasurer reserve the statutory authority to issue registered warrants but has available
several other alternative arrangements to cover short term financing.
Zl Credit Cards
Personal charges may not be made with a County credit card. Any charges which
cannot be properly identified or which are not properly allowed shall be paid promptly by
the card user. This includes finance charges, late fees, etc.
Retain credit card receipts with detail of purchases throughout the month. Once the
credit card statement is received, reconcile receipts to the statement, attach to an
invoice edit and send the edit, statement and receipts to the Auditor's Financial
Services Office for payment. For additional information and detail see Mason County
Credit Card Policy.
8) Outside Vendor Credit Accounts
When the County has a credit balance on an outside vendor account, the balance must
either be used within 90 days, or a reimbursement must be made to the County from the
13
vendor.
91 Miscellaneous
Volunteer Recognition
Mason County frequently receives assistance from volunteers in the community.
County departments may provide non-monetary recognition for volunteers not to
exceed the limitation on gifts, per RCW 42.52.150.
Other Recognition
Celebrations/Memorials/Flowers -
No County funds shall be used to purchase gifts or flowers for County employees or
relatives, except for retiring employees. For retiring employees, a gift with a value not to
exceed the limitation on gifts, per RCW 42.52.150, may be given by the County.
Xl. ADJUSTING JOURNAL ENTRIES
All adjusting journal entries will be accounted for by maintaining a file including the date,
posting number, description, preparer's and approver's initials.
There will be adequate documentation attached to the adjusting journal entry that will
explain the reasoning for the entry.
Departments may request an adjusting journal entry, but only Financial Services or
Treasurer's Office may post. The approver may not be the same person as the preparer.
Xll. PAYROLL
Please see the Mason County Employee Handbook and/or the Payroll/Human Resources
policy for detailed payroll and benefit policies.
XIII. CAPITAL ASSETS
Capital Assets owned by the County that are required to be registered will be recorded
in the name of "Mason County" and not of an individual Department or Fund. For
additional information and detail see Mason County Capital Asset Policy.
11 Real Estate Excise Tax (REET) Funds
The State of Washington is authorized to levy a real estate excise tax on all sales of
real estate. A locally-imposed tax is also authorized. REET I and II taxes are collected
by Mason County. RCW 82.46 governs the REET funds.
REET I funds can be imposed by all cities and counties. In order to impose REET II, the
County must be planning under the Growth Management Act.
14
REET I dollars must be spent solely on capital projects that are listed in the capital
facilities plan element of their comprehensive plan. Those include public works projects
of a local government for planning, acquisition, construction, reconstruction, repair,
replacement, rehabilitation, or improvement of streets; roads; highways; sidewalks;
street and road lighting systems; parks; recreational facilities; law enforcement facilities;
fire protection facilities; trails; libraries; and administrative and judicial facilities.
REET II dollars must be spent on public works projects in the capital facilities plan
element of their comprehensive plan such as planning, acquisition, construction,
reconstruction, repair, replacement, rehabilitation, or improvement of streets, roads,
highways, sidewalks, street and road lighting systems, traffic signals, bridges, domestic
water systems, storm and sanitary sewer systems, and planning, construction,
reconstruction, repair, rehabilitation, or improvement of parks.
XIV. FUND BALANCE
1) Classification
Mason County fund balances are classified by reserved or unreserved.
The Department of Community Development's permit fee revenues and expenditures will be
analyzed by the Financial Services Department at least annually to ensure resources are property
used.
2) Minimum Level
Maintenance of an adequate fund balance for the General fund to ensure sufficient
resources for cash flow and to mitigate revenue shortages or emergencies shall be a
priority.
The General fund's long-term fund balance target is a year-end unassigned fund
balance of 15% of annual expenditures, in accordance with Resolution 58-17.
15
MASON COUNTY
AGENDA ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
From: Brittany King Action Agenda _x_
Public Hearing
Other
DEPARTMENT: Support Services EXT: 419
DATE: January 22, 2019 Agenda Item # g '�
Commissioner staff to complete)
BRIEFING DATE: January 14, 2019
BRIEFING PRESENTED BY:
[ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD
Please provide explanation of urgency
ITEM: Approval to appoint Susan Ickes to the Mason County Civil Service Commission
for a six year term that ends December 31, 2024.
Background: The Civil Service Commission of Mason County is governed by RCW
41.14. The Civil Service Commission ensure the rules for operation of the civil service
system are consistent with state law. Hear investigations and appeals or complaints.
Certify testing process and procedures. The Commission is required to meet monthly
and the Commission serves without compensation.
RECOMMENDED ACTION:
Approval to appoint Susan Ickes to the Mason County Civil Service Commission for a
six year term that ends December 31, 2024.
Attachment(s):
Appointment letter
1/15/2019
(2�C1 —
MASON COUNTY
AGENDA ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
From: Jennifer Giraldes Action Agenda _X_
Public Hearing
Other
DEPARTMENT: Support Services EXT: 380
DATE: January 22, 2019 Agenda Item # VK
(Commissioner staff to complete)
BRIEFING DATE:
BRIEFING PRESENTED BY:
[X] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD
Please provide explanation of urgency
ITEM:
Approval of Warrants &Treasure Electronic Remittances
Claims Clearing Fund Warrant #s 8061905-8062092 $ 879,735.75
Direct Deposit Fund Warrant #s $
Salary Clearing Fund Warrant #s $
Background: The Board approved Resolution No. 80-00 Payment of Claims Against County:
Procedure Authorizing Warrant Issue and Release Prior to Board Claim Approval. Mason
County Code 3.32.060(a) requires that the board enter into the minutes of the County
Commissioners the approval of claims listing warrant numbers.
Claims Clearing YTD Total $ 951,834.16
Direct Deposit YTD Total $ 664,423.06
Salary Clearing YTD Total $ 950,639.71
Approval of Treasure Electronic Remittances YTD Total $
RECOMMENDED ACTION:
Approval to: Move to approve the following warrants:
Claims Clearing Fund Warrant #s 8061905-8062092 $ 879,735.75
Direct Deposit Fund Warrant #s $
Salary Clearing Fund Warrant #s $
Attachment(s): Originals on file with Auditor/Financial Services (Copies on file with Clerk of
the Board)
MASON COUNTY
AGENDA ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
From: Diane Zoren Action Agenda x
Public Hearing
Other
DEPARTMENT: Support Services EXT: 747
DATE: January 22, 2019 Agenda Item #
Commissioner staff to complete)
BRIEFING DATE: January 7, 2019
BRIEFING PRESENTED BY: Support Services
[ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD
Please provide explanation of urgency
ITEM: Approval to waive the 60-day waiting period for WA State Department
Transportation (WSDOT) property that WSDOT is surplussing. This is for parcel 42102-
22-60000 and in compliance with RCW 47.12.055 and RCW 43.17.400.
Background: WSDOT notified Mason County they are surplussing this parcel. Mason
County has no interest in acquiring this property and to expedite the process, Mason
County is willing to waive the 60-day waiting period.
Budgetpacts: None
RECOMMENDED ACTION: Approval to waive the 60-day waiting period for WA
State Department Transportation (WSDOT) property that WSDOT is surplussing. This
is for parcel 42102-22-60000 and in compliance with RCW 47.12.055 and RCW
43.17.400.
Attachment(s): Parcel info
To Mason County Commissioners: Randy Neatherlin, Kevin Shutty and Terry Drexler,
RE: TPN-421022260000
WSDOT ICN- WSDOT IC# 3-23-15525
The property shown in red on the attached map has been declared surplus to the needs of the Washington State
Department of Transportation.
In compliance with RCW 47.12.055 and RCW 43.17.400, this letter provides the required 60-day notice of the disposition
of this property.
If you are interested in receiving additional information regarding this surplus, please reply in writing to the undersigned
at the address below.
If you have no interest in this property, WSDOT would appreciate a written response (e-
mail or letter) stating that you waive the 60-day waiting period. This will allow the
WSDOT to move forward with the sale of the property without delay.
Thank you,
Herb Dick
Washington State Department of Transportation
Olympic Region Real Estate Services
Attn: Herb Dick
PO Box 47440
Olympia, WA 98504-7440
Direct Phone: 360-357-2797
Email:DickH@wsdot.wa.gov
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MASON COUNTY
AGENDA ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
From: MCCS Action Agenda _XX
Public Hearing
Other
DEPARTMENT: Commissioners EXT:
COMMISSION MEETING DATE: 22 January 2019 Agenda Item # 0
Commissioner staff to complete)
BRIEFING DATE: 10 Dec. 2018
BRIEFING PRESENTED BY: David Windom
[] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD
Please provide explanation of urgency:
ITEM: Mason County Housing Authority repair request for funding
EXECUTIVE SUMMARY: (If applicable, please include available options and
potential solutions) Mason County contracts with Mason County Housing
Authority to repair and replace stairs and landings at Fairmont Cove
Apartments which no longer meet building safety requirements
BUDGET IMPACTS: Uses up to $100,000 from the 2163 fund from the 2019
budget year
RECOMMENDED OR REQUESTED ACTION: Request approval
ATTACHMENTS: Bid proposal
1
MASON COUNTY
PROFESSIONAL SERVICES CONTRACT
Contract#19-2060-2163
THIS CONTRACT is made and entered into by and between Mason County, hereinafter referred
to as "COUNTY" and Mason County Housing Authority, hereinafter referred to as
"CONTRACTOR."
Contracted Entity Mason County Housing Authority
Address 415 N. 6 1h Street
City, State, Zip Code Shelton, WA 98584
Phone 360-427-9670 x720; 360-490-1977
Primary Contact: Name, Title Kathryn M. Haigh, Chairperson
Primary Contact: E-mail kathai h aol.com
Washington State UBI#
Federal EIN 91-1082643
DUNS# 832110865
Total 2060 Funds Awarded
Total 2163 Funds Awarded Up to $100,000
Total Award/Contract Value Not to exceed $100,000
RECITALS:
WHEREAS, COUNTY desires to retain a person or firm to provide the following service:
homeless housing, affordable housing and housing services that benefit low-income, homeless
and at-risk of homelessness residents residing in Mason County and detailed in "Exhibit A
Scope-of-Work;" and
WHEREAS, CONTRACTOR warrants that it is qualified and competent to render the aforesaid
services and
WHERAS, the stairs and landings for second floor apartments at Fairmount Cove Apartments
have fallen into disrepair and no longer meet building code requirements
NOW, THEREFORE, for and in consideration of the CONTRACT made, and the payments to be
made by COUNTY, the parties agree to the following:
Special Conditions
Funding Source:
Revenue from document recording fees as allowed per 2005 legislation for Engrossed Second
Substitute House Bill (ESHHB) 2163 and 2002 legislation for Substitute House Bill (SHB) 2060.
Funding Distribution:
COUNTY will provide 33% of the total funds awarded as a funding advance within 10 days of
CONTRACT execution. CONTRACTOR will be required to submit a report and an invoice
2
totaling the advancement on or before March 1St, 2019. COUNTY will furnish staff to enter
receipts into the MUNIS vouchering system.
Remaining funds will be distributed within 30 days so long as CONTRACTOR has provided the
reports and invoices as required and detailed in "Exhibit B Compensation."
Should CONTRACTOR fail to properly report and document allowable expenses COUNTY will
require CONTRACTOR to repay unaccounted for funds within 30 days of request from
COUNTY.
Should CONTRACTOR fail to submit any reports, including the final report and/or invoices as
detailed in "Exhibit B Compensation" and "Exhibit E Reporting" COUNTY reserves the right to
disqualify CONTRACTOR as an eligible contractor for subsequent funding programs.
Required Assurances from Request for Proposal:
Fair Housing and Affirmative Marketing-All housing construction, purchase or rental projects
must comply with the following federal fair housing laws, including but not limited to: Title VI of
the Civil Rights Act of 1964 as amended; The Fair Housing Act; Equal Opportunity in Housing
Act; and Age discrimination act
All housing projects must adopt affirmative marketing procedures in compliance with federal and
county policy. An affirmative marketing plan must be provided. The plan must, to the greatest
extent possible, provide information to the public and potential tenants that may be underserved
in the community.
Accessibility-All projects must comply with the accessibility laws, including the Americans with
Disabilities Act and Fair Housing Act.
Financial Management-CONTRACTOR must comply with all relevant accounting/financial
standards and have a management system in place that can demonstrate cost reasonableness.
Contract Number
CONTRACTOR must include/reference the Contract# on all invoices, reports and other
documents pertaining to this CONTRACT.
General Conditions
Scope of Services:
The CONTRACTOR agrees to provide to COUNTY the services and any materials as set forth
as identified in "Exhibit A Scope-of-Services," during the CONTRACT period. No material, labor
or facilities will be furnished by the COUNTY, unless otherwise provided for in the CONTRACT.
Performance Period:
The performance period for this CONTRACT will start on January 22, 2019 and end June 30,
2019. Allowed expenses incurred during this performance period may be billed to this
CONTRACT without regards to the actual date of CONTRACT execution.
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Term:
Services provided by CONTRACTOR prior to or after the term of this CONTRACT shall be
performed at the expense of CONTRACTOR and are not compensable under this CONTRACT
unless both parties hereto agree to such provision in writing. The term of this CONTRACT may
be extended by mutual consent of the parties; provided, however, that the CONTRACT is in
writing and signed by both parties
Compensation:
CONTRACT total values not to exceed $100,000
Taxes:
CONTRACTOR understands and acknowledges that the COUNTY will not withhold Federal or
State income taxes. Where required by State or Federal law, the CONTRACTOR authorizes
the COUNTY to withhold for any taxes other than income taxes (i.e., Medicare). All
compensation received by the CONTRACTOR will be reported to the Internal Revenue Service
at the end of the calendar year in accordance with the applicable IRS regulations. It is the
responsibility of the CONTRACTOR to make the necessary estimated tax payments throughout
the year, if any, and the CONTRACTOR is solely liable for any tax obligation arising from the
CONTRACTOR's performance of this CONTRACT. The CONTRACTOR hereby agrees to
indemnify the COUNTY against any demand to pay taxes arising from the CONTRACTOR's
failure to pay taxes on compensation earned pursuant to this CONTRACT.
The COUNTY will pay sales and use taxes imposed on goods or services acquired hereunder
as required by law. The CONTRACTOR must pay all other taxes, including, but not limited to,
Business and Occupation Tax, taxes based on the CONTRACTOR's gross or net income, or
personal property to which the COUNTY does not hold title. The COUNTY is exempt from
Federal Excise Tax.
Withholding Payment:
In the event the CONTRACTOR has failed to perform any obligation under this CONTRACT
within the times set forth in this CONTRACT, then the COUNTY may, upon written notice,
withhold from amounts otherwise due and payable to CONTRACTOR, without penalty, until
such failure to perform is cured or otherwise adjudicated. Withholding under this clause shall
not be deemed a breach entitling CONTRACTOR to termination or damages, provided that the
COUNTY promptly gives notice in writing to the CONTRACTOR of the nature of the default or
failure to perform, and in no case more than 10 days after it determines to withhold amounts
otherwise due. A determination of the Administrative Officer set forth in a notice to the
CONTRACTOR of the action required and/or the amount required to cure any alleged failure to
perform shall be deemed conclusive, except to the extent that the CONTRACTOR acts within
the times and in strict accord with the provisions of the Disputes clause of this CONTRACT.
The COUNTY may act in accordance with any determination of the Administrative Officer which
has become conclusive under this clause, without prejudice to any other remedy under the
CONTRACT, to take all or any of the following actions: (1) cure any failure or default, (2) to pay
any amount so required to be paid and to charge the same to the account of the
CONTRACTOR, (3) to set off any amount so paid or incurred from amounts due or to become
due the CONTRACTOR. In the event the CONTRACTOR obtains relief upon a claim under the
Disputes clause, no penalty or damages shall accrue to CONTRACTOR by reason of good faith
withholding by the COUNTY under this clause.
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Labor Standards:
CONTRACTOR agrees to comply with all applicable state and federal requirements, including
but not limited to those pertaining to payment of wages and working conditions, in accordance
with RCW 39.12.040, the Prevailing Wage Act; the Americans with Disabilities Act of 1990; the
Davis-Bacon Act; and the Contract Work Hours and Safety Standards Act providing for weekly
payment of prevailing wages, minimum overtime pay, and providing that no laborer or mechanic
shall be required to work in surroundings or under conditions which are unsanitary, hazardous,
or dangerous to health and safety as determined by regulations promulgated by the Federal
Secretary of Labor and/or the State of Washington.
Independent Contractor:
CONTRACTOR's services shall be furnished by the CONTRACTOR as an independent
CONTRACTOR, and nothing herein contained shall be construed to create a relationship of
employer-employee. All payments made hereunder and all services performed shall be made
and performed pursuant to this CONTRACT by the CONTRACTOR as an independent
contractor.
CONTRACTOR acknowledges that the entire compensation for this CONTRACT is specified in
Exhibit "B" and the CONTRACTOR is not entitled to any benefits including, but not limited to:
vacation pay, holiday pay, sick leave pay, medical, dental, or other insurance benefits, or any
other rights or privileges afforded to employees of the COUNTY. The CONTRACTOR
represents that he/she/it maintains a separate place of business, serves clients other than the
COUNTY, will report all income and expense accrued under this CONTRACT to the Internal
Revenue Service, and has a tax account with the State of Washington Department of Revenue
for payment of all sales and use and Business and Occupation taxes collected by the State of
Washington.
CONTRACTOR will defend, indemnify and hold harmless the COUNTY, its officers, agents or
employees from any loss or expense, including, but not limited to, settlements, judgments,
setoffs, attorneys' fees or costs incurred by reason of claims or demands because of breach of
the provisions of this paragraph.
Assignment and Subcontracting:
The performance of all activities contemplated by this CONTRACT shall be accomplished by
CONTRACTOR. No portion of this CONTRACT may be assigned or subcontracted to any other
individual, firm or entity without the express and prior written approval of the COUNTY.
No Guarantee of Employment:
The performance of all or part of this CONTRACT by the CONTRACTOR shall not operate to
vest any employment rights whatsoever and shall not be deemed to guarantee any employment
of CONTRACTOR or any employee of CONTRACTOR or any sub-contractor or any employee
of any sub-contractor by the COUNTY at the present time or in the future.
Conflict of Interest:
If at any time prior to commencement of, or during the term of this CONTRACT, CONTRACTOR
or any of its employees involved in the performance of this CONTRACT shall have or develop
an interest in the subject matter of this CONTRACT that is potentially in conflict with the
COUNTY's interest, then CONTRACTOR shall immediately notify COUNTY of the same. The
notification of COUNTY shall be made with sufficient specificity to enable COUNTY to make an
informed judgment as to whether or not COUNTY's interest may be compromised in any
5
manner by the existence of the conflict, actual or potential. Thereafter, COUNTY may require
CONTRACTOR to take reasonable steps to remove the conflict of interest. COUNTY may also
terminate this CONTRACT according to the provisions herein for termination.
Non-Discrimination in Employment:
COUNTY's policy is to provide equal opportunity in all terms, conditions and privileges of
employment for all qualified applicants and employees without regard to race, color, creed,
religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status.
CONTRACTOR shall comply with all laws prohibiting discrimination against any employee or
applicant for employment on the grounds of race, color, creed, religion, national origin, sex,
sexual orientation, age, marital status, disability, or veteran status, except where such
constitutes a bona fide occupational qualification.
Furthermore, in those cases in which CONTRACTOR is governed by such laws,
CONTRACTOR shall take affirmative action to insure that applicants are employed, and treated
during employment, without regard to their race, color, creed, religion, national origin, sex, age,
marital status, sexual orientation, disability, or veteran status, except where such constitutes a
bona fide occupational qualification. Such action shall include, but not be limited to: advertising,
hiring, promotions, layoffs or terminations, rate of pay or other forms of compensation benefits,
selection for training including apprenticeship, and participation in recreational and educational
activities. In all solicitations or advertisements for employees placed by them or on their behalf,
CONTRACTOR shall state that all qualified applicants will receive consideration for employment
without regard to race, color, religion, sex or national origin.
The foregoing provisions shall also be binding upon any sub-contractor, provided that the
foregoing provision shall not apply to contracts or sub-contractors for standard commercial
supplies or raw materials, or to sole proprietorships with no employees.
Non-Discrimination in Client Services:
CONTRACTOR shall not discriminate on the grounds of race, color, creed, religion, national
origin, sex, age, marital status, sexual orientation, disability, or veteran status; or deny an
individual or business any service or benefits under this CONTRACT; or subject an individual or
business to segregation or separate treatment in any manner related to his/her/its receipt any
service or services or other benefits provided under this CONTRACT; or deny an individual or
business an opportunity to participate in any program provided by this CONTRACT.
Waiver of Noncompetition:
CONTRACTOR irrevocably waives any existing rights which it may have, by contract or
otherwise, to require another person or corporation to refrain from submitting a proposal to or
performing work or providing supplies to the COUNTY, and CONTRACTOR further promises
that it will not in the future, directly or indirectly, induce or solicit any person or corporation to
refrain from submitting a bid or proposal to or from performing work or providing supplies to the
COUNTY.
Ownership of Items Produced:
All writings, programs, data, public records or other materials prepared by CONTRACTOR
and/or its consultants or sub-contractors, in connection with performance of this CONTRACT,
shall be the sole and absolute property of COUNTY.
CONTRACTOR further agrees to make research, notes, and other work products produced in
the performance of this CONTRACT available to COUNTY upon request.
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Patent/Copyright Infringement:
CONTRACTOR will defend and indemnify COUNTY from any claimed action, cause or demand
brought against COUNTY, to the extent such action is based on the claim that information
supplied by the CONTRACTOR infringes any patent or copyright. CONTRACTOR will pay
those costs and damages attributable to any such claims that are finally awarded against
COUNTY in any action. Such defense and payments are conditioned upon the following:
A. CONTRACTOR shall be notified promptly in writing by COUNTY of any notice of such claim.
B. CONTRACTOR shall have the right, hereunder, at its option and expense, to obtain for
COUNTY the right to continue using the information, in the event such claim of infringement, is
made provided no reduction in performance or loss results to COUNTY.
Confidentiality:
CONTRACTOR, its employees, sub-contractors, and their employees shall maintain the
confidentiality of all information provided by COUNTY or acquired by CONTRACTOR in
performance of this CONTRACT, except upon the prior written consent of the COUNTY or an
order entered by a court after having acquired jurisdiction over COUNTY. CONTRACTOR shall
immediately give to COUNTY notice of any judicial proceeding seeking disclosure of such
information. CONTRACTOR shall indemnify and hold harmless COUNTY, its officials, agents
or employees from all loss or expense, including, but not limited to, settlements, judgments,
setoffs, attorneys' fees and costs resulting from CONTRACTOR's breach of this provision.
Right to Review:
This CONTRACT is subject to review by any Federal, State or COUNTY auditor. COUNTY or
its designee shall have the right to review and monitor the financial and service components of
this program by whatever means are deemed expedient by the Administrative Officer or by
COUNTY's Auditor's Office. Such review may occur with or without notice and may include, but
is not limited to, on-site inspection by COUNTY agents or employees, inspection of all records
or other materials which COUNTY deems pertinent to the CONTRACT and its performance, and
any and all communications with or evaluations by service recipients under this CONTRACT.
CONTRACTOR shall preserve and maintain all financial records and records relating to the
performance of work under this CONTRACT for six (6) years after CONTRACT termination, and
shall make them available for such review, within Mason County, State of Washington, upon
request. CONTRACTOR also agrees to notify the Administrative Officer in advance of any
inspections, audits, or program review by any individual, agency, or governmental unit whose
purpose is to review the services provided within the terms of this CONTRACT. If no advance
notice is given to CONTRACTOR, then CONTRACTOR agrees to notify the Administrative
Officer as soon as it is practical.
Minimum Insurance Required:
At a minimum, CONTRACTOR shall provide the following types and amounts of insurance:
1. Commercial General Liability Insurance using Insurance Services Office "Commercial
General Liability" policy form CG 00 01, with an edition date prior to 2004, or the exact
equivalent. Coverage for an additional insured shall not be limited to its vicarious liability.
Defense costs must be paid in addition to limits. Limits shall be no less than $1,000,000 per
occurrence for all covered losses and no less than $2,000,000 general aggregate.
2. Workers' Compensation on a state-approved policy form providing statutory benefits as
required by law with employer's liability limits no less than $1,000,000 per accident for all
covered losses.
3. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including owned,
non-owned and hired autos, or the exact equivalent. Limits shall be no less than $1,000,000 per
7
accident, combined single limit. If CONTRACTOR owns no vehicles, this requirement may be
satisfied by a non-owned auto endorsement to the general liability policy described above. If
CONTRACTOR or CONTRACTOR's employees will use personal autos in any way on this
project, CONTRACTOR shall obtain evidence of personal auto liability coverage for each such
person.
4. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall
provide coverage at least as broad as specified for the underlying coverages. Such policy or
policies shall include as insureds those covered by the underlying policies, including additional
insureds. Coverage shall be "pay on behalf', with defense costs payable in addition to policy
limits. There shall be no cross liability exclusion precluding coverage for claims or suits by one
insured against another. Coverage shall be applicable to County for injury to employees of
CONTRACTOR, subcontractors or others involved in the Work. The scope of coverage provided
is subject to approval of County following receipt of proof of insurance as required herein.
Proof of Insurance:
A certificate of insurance is attached hereto as "Exhibit D Certificate of Insurance."
Additional Insurance Requirements and Stipulations:
CONTRACTOR is required to provide insurance as detailed and stipulated in "EXHIBIT C
Insurance Requirements."
Industrial Insurance Waiver:
With respect to the performance of this CONTRACT and as to claims against COUNTY, its
officers, agents and employees, CONTRACTOR expressly waives its immunity under Title 51 of
the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees and
agrees that the obligations to indemnify, defend and hold harmless provided in this CONTRACT
extend to any claim brought by or on behalf of any employee of CONTRACTOR. This waiver is
mutually negotiated by the parties to this CONTRACT.
CONTRACTOR Commitments, Warranties and Representations:
Any written commitment received from CONTRACTOR concerning this CONTRACT shall be
binding upon CONTRACTOR, unless otherwise specifically provided herein with reference to
this paragraph. Failure of CONTRACTOR to fulfill such a commitment shall render
CONTRACTOR liable for damages to COUNTY. A commitment includes, but is not limited to,
any representation made prior to execution of this CONTRACT, whether or not incorporated
elsewhere herein by reference, as to performance of services or equipment, prices or options
for future acquisition to remain in effect for a fixed period, or warranties.
Defense and Indemnity Contract:
Indemnification by CONTRACTOR. To the fullest extent permitted by law, CONTRACTOR
agrees to indemnify, defend and hold COUNTY and its departments, elected and appointed
officials, employees, agents and volunteers, harmless from and against any and all claims,
damages, losses and expenses, including but not limited to court costs, attorney's fees and
alternative dispute resolution costs, for any personal injury, for any bodily injury, sickness,
disease or death and for any damage to or destruction of any property (including the loss of use
resulting therefrom) which 1) are caused in whole or in part by any act or omission, negligent or
otherwise, of the CONTRACTOR, its employees, agents or volunteers or CONTRACTOR's
subcontractors and their employees, agents or volunteers; or 2) are directly or indirectly arising
out of, resulting from, or in connection with performance of this CONTRACT; or 3) are based
upon CONTRACTOR's or its subcontractors' use of, presence upon or proximity to the property
8
of COUNTY. This indemnification obligation of CONTRACTOR shall not apply in the limited
circumstance where the claim, damage, loss or expense is caused by the sole negligence of
COUNTY. This indemnification obligation of the CONTRACTOR shall not be limited in any way
by the Washington State Industrial Insurance Act, RCW Title 51, or by application of any other
workmen's compensation act, disability benefit act or other employee benefit act, and the
CONTRACTOR hereby expressly waives any immunity afforded by such acts. The foregoing
indemnification obligations of the CONTRACTOR are a material inducement to COUNTY to
enter into this CONTRACT, are reflected in CONTRACTOR's compensation, and have been
mutually negotiated by the parties.
Contractor's initials acknowledging indemnity terms:
Participation by County— No Waiver. COUNTY reserves the right, but not the obligation, to
participate in the defense of any claim, damages, losses or expenses and such participation
shall not constitute a waiver of CONTRACTOR's indemnity obligations under this CONTRACT.
Survival of CONTRACTOR's Indemnity Obligations. CONTRACTOR agrees all
CONTRACTOR's indemnity obligations shall survive the completion, expiration or termination of
this CONTRACT.
Indemnity by Subcontractors. In the event the CONTRACTOR enters into subcontracts to the
extent allowed under this CONTRACT, CONTRACTOR's subcontractors shall indemnify the
COUNTY on a basis equal to or exceeding CONTRACTOR's indemnity obligations to COUNTY.
Compliance with Applicable Laws, Rules and Regulations:
This CONTRACT shall be subject to all laws, rules, and regulations of the United States of
America, the State of Washington, political subdivisions of the State of Washington and Mason
County. CONTRACTOR also agrees to comply with applicable Federal, State, County or
municipal standards for licensing, certification and operation of facilities and programs, and
accreditation and licensing of individuals.
Administration of Contract:
COUNTY hereby appoints, and CONTRACTOR hereby accepts, the Director of the Mason
County Community Services Department and his or her designees, as COUNTY's
representative, hereinafter referred to as the Administrative Officers, for the purposes of
administering the provisions of this CONTRACT, including COUNTY's right to receive and act
on all reports and documents, and any auditing performed by the COUNTY related to this
CONTRACT.
The designated Administrative Officers for purposes of this CONTRACT is:
Program
David Windom, MSHS, Director
Mason County Public Health and Human Services
415 N. 6th Street
Phone: 360-427-9670 Ext. 293
Fax: 360-427-7787
E-mail: dwindom@co.mason.wa.us Submit all reports/forms to caseyb(a-)-co.mason.wa.us
Financial:
Casey Bingham, Finance Manager
Mason County Public Health and Human Services
9
415 N. 6th Street
Phone: 360-427-9670 Ext. 562
Fax: 360-427-7787
E-mail: caseyb@co.mason.wa.us; Submit all reports/forms to casevb(cD-co.mason.wa.us
Contractor Contact Information:
Kathryn M. Haigh, Chairperson,
Mason County Housing Authority
360-490-1977
kathaigh@aol.com
Notice:
Except as set forth elsewhere in the CONTRACT, for all purposes under this CONTRACT
except service of process, notice shall be given by CONTRACTOR to COUNTY's Administrative
Officer's designees under this CONTRACT. Notice to CONTRACTOR for all purposes under
this CONTRACT shall be given to the address provided by CONTRACTOR herein above in the
"Contractor Information" section. Notice may be given by delivery or by depositing in the U.S.
mail.
Modifications:
Either party may request changes in the CONTRACT. Any and all agreed modifications, to be
valid and binding upon either party, shall be in writing and signed by both of the parties.
Termination for Default:
If CONTRACTOR defaults by failing to perform any of the obligations of the CONTRACT or
becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency or
makes an assignment for the benefit of creditors, COUNTY may, by depositing written notice to
CONTRACTOR in the U.S. mail, terminate the CONTRACT, and at COUNTY's option, obtain
performance of the work elsewhere. If the CONTRACT is terminated for default,
CONTRACTOR shall not be entitled to receive any further payments under the CONTRACT
until all work called for has been fully performed. Any extra cost or damage to COUNTY
resulting from such default(s) shall be deducted from any money due or coming due to
CONTRACTOR. CONTRACTOR shall bear any extra expenses incurred by COUNTY in
completing the work, including all increased costs for completing the work, and all damage
sustained, or which may be sustained by COUNTY by reason of such default.
If a notice of termination for default has been issued and it is later determined for any reason
that CONTRACTOR was not in default, the rights and obligations of the parties shall be the
same as if the notice of termination had been issued pursuant to the Termination for Public
Convenience paragraph hereof.
Termination for Public Convenience:
COUNTY may terminate this CONTRACT in whole or in part whenever COUNTY determines, in
its sole discretion, that such termination is in the interests of COUNTY. Whenever the
CONTRACT is terminated in accordance with this paragraph, CONTRACTOR shall be entitled
to payment for actual work performed in compliance with Exhibit A Scope-of-Services and
Exhibit B Compensation. An equitable adjustment in the Contract price for partially completed
items of work will be made, but such adjustment shall not include provision for loss of
anticipated profit on deleted or uncompleted work. Termination of this CONTRACT by
COUNTY at any time during the term, whether for default or convenience, shall not constitute
breach of CONTRACT by COUNTY.
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Termination for Reduced Funding:
COUNTY may terminate this CONTRACT in whole or in part should COUNTY determine, in its
sole discretion that such termination is necessary due to a decrease in available project funding
including State and/or Federal grants. Whenever the CONTRACT is terminated in accordance
with this paragraph, the CONTRACTOR shall be entitled to payment for actual work performed
in compliance with Exhibit A Scope-of-Services and Exhibit B Compensation.
Disputes:
Differences between CONTRACTOR and COUNTY, arising under and by virtue of the
CONTRACT Documents, shall be brought to the attention of COUNTY at the earliest possible
time in order that such matters may be settled or other appropriate action promptly taken.
Except for such objections as are made of record in the manner hereinafter specified and within
the time limits stated, the records, orders, rulings, instructions, and decisions of the
Administrative Officer shall be final and conclusive.
Notice of Potential Claims:
CONTRACTOR shall not be entitled to additional compensation which otherwise may be
payable, or to extension of time for (1) any act or failure to act by the Administrative Officer or
COUNTY, or (2) the happening of any event or occurrence, unless CONTRACTOR has given
COUNTY a written Notice of Potential Claim within ten (10) days of the commencement of the
act, failure, or event giving rise to the claim, and before final payment by COUNTY. The written
Notice of Potential Claim shall set forth the reasons for which CONTRACTOR believes
additional compensation or extension of time is due, the nature of the cost involved, and insofar
as possible, the amount of the potential claim. CONTRACTOR shall keep full and complete
daily records of the work performed, labor and material used, and all costs and additional time
claimed to be additional.
Detailed Claim:
CONTRACTOR shall not be entitled to claim any such additional compensation, or extension of
time, unless within thirty (30) days of the accomplishment of the portion of the work from which
the claim arose, and before final payment by COUNTY, CONTRACTOR has given COUNTY a
detailed written statement of each element of cost or other compensation requested and of all
elements of additional time required, and copies of any supporting documents evidencing the
amount or the extension of time claimed to be due.
Arbitration:
Other than claims for injunctive relief brought by a party hereto (which may be brought either in
court or pursuant to this arbitration provision), and consistent with the provisions hereinabove,
any claim, dispute or controversy between the parties under, arising out of, or related to this
CONTRACT or otherwise, including issues of specific performance, shall be determined by
arbitration in Shelton, Washington, under the applicable American Arbitration Association (AAA)
rules in effect on the date hereof, as modified by this CONTRACT. There shall be one arbitrator
selected by the parties within ten (10) days of the arbitration demand, or if not, by the AAA or
any other group having similar credentials. Any issue about whether a claim is covered by this
CONTRACT shall be determined by the arbitrator. The arbitrator shall apply substantive law
and may award injunctive relief, equitable relief (including specific performance), or any other
remedy available from a judge, including expenses, costs and attorney fees to the prevailing
party and pre-award interest, but shall not have the power to award punitive damages. The
decision of the arbitrator shall be final and binding and an order confirming the award or
11
judgment upon the award may be entered in any court having jurisdiction. The parties agree
that the decision of the arbitrator shall be the sole and exclusive remedy between them
regarding any dispute presented or pled before the arbitrator. At the request of either party
made not later than forty-five (45) days after the arbitration demand, the parties agree to submit
the dispute to nonbinding mediation, which shall not delay the arbitration hearing date; provided,
that either party may decline to mediate and proceed with arbitration.
Venue and Choice of Law:
In the event that any litigation should arise concerning the construction or interpretation of any
of the terms of this CONTRACT, the venue of such action of litigation shall be in the courts of
the State of Washington in and for the County of Mason. Unless otherwise specified herein, this
CONTRACT shall be governed by the laws of Mason County and the State of Washington.
Severability:
If any term or condition of this CONTRACT or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To this
end, the terms and conditions of this CONTRACT are declared severable.
Waiver:
Waiver of any breach or condition of this CONTRACT shall not be deemed a waiver of any prior
or subsequent breach. No term or condition of this CONTRACT shall be held to be waived,
modified or deleted except by an instrument, in writing, signed by the parties hereto. The failure
of COUNTY to insist upon strict performance of any of the covenants of this CONTRACT, or to
exercise any option herein conferred in any one or more instances, shall not be construed to be
a waiver or relinquishment of any such, or any other covenants or contracts, but the same shall
be and remain in full force and effect.
Order of Precedence:
A. Applicable federal, state and county statutes, regulations, policies, procedures, federal Office
of Management and Budget (OMB) circulars and federal and state executive orders.
B. Funding source agreement(s) including attachments
C. Special Conditions
D. General Conditions
Entire Contract:
This written CONTRACT, comprised of the writings signed or otherwise identified and attached
hereto, including the Request for Proposals issues May 26, 2016 and the submitted proposals,
represents the entire CONTRACT between the parties and supersedes any prior oral
statements, discussions or understandings between the parties.
Exhibits:
Exhibit A Scope-of-Work
Exhibit B Compensation
Exhibit C Insurance Requirements
Exhibit D Certificate of Insurance
Exhibit E Reporting
Exhibit F Forms
Exhibit G Submitted Proposal
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IN WITNESS WHEREOF, COUNTY and CONTRACTOR have executed this CONTRACT as
of the date and year last written below.
Mason County Housing Authority Mason County Community
Services Department
Name, Title Kevin Shutty, Chair Mason Count BOCC
Dated: Dated:
APPROVED AS TO FORM:
Tim Whitehead, Chief DPA
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EXHIBIT A
SCOPE OF SERVICES
1. CONTRACTOR must include/reference the Contract# on all reports and other documents
pertaining to this CONTRACT.
2. CONTRACTOR is required to repair and replace as necessary the stairs and landings that
service the apartment complex located at Fairmount Cove that currently do not meet building
safety code. All repairs and replacement work shall be complete by 30 June 2019.
3. CONTRACTOR is required to acquire all necessary permits and inspections from the City of
Shelton.
4. CONTRACTOR must formulate and submit monthly invoices for reimbursements detailed in
Exhibit E Reporting and Exhibit F Forms. Submit all reports and forms to Casey Bingham -(a1
caseyb(cD-co.mason.wa.us
4. CONTRACTOR is to conduct its program as detailed in the submitted proposal included in
this CONTRACT as "Exhibit G Submitted Proposal" and meet or exceed the Performance
Measures as detailed on the following page.
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EXHIBIT B
COMPENSATION
1. Any travel expenses included in budget and detailed in this CONTRACT will be allowed at
current Washington State reimbursement rates.
2. CONTRACTOR must include/reference the Contract#on all invoices.
3. The approved budget which details the expenses that CONTRACTOR can use CONTRACT
funds for are approved in an amount not to exceed $100,000
4. Budget Revisions:
CONTRACTOR must contact COUNTY to request budget modifications prior to using program
funds for expenses outside of the approved budget
Modification request must include a justification and be submitted with a revised budget that
reflects the funds use adjustment.
COUNTY will notify CONTRACTOR of modification decision in writing.
The revised budget as submitted and approved by COUNTY will be appended to this
CONTRACT without the need for a formal CONTRACT amendment.
5. Procurement-CONTRACTOR is required to procure goods and services in alignment with
Washington State procurement standards.
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EXHIBIT C
INSURANCE REQUIREMENTS
A. MINIMUM Insurance Requirements:
1. Commercial General Liability Insurance using Insurance Services Office "Commercial
General Liability" policy form CG 00 01, with an edition date prior to 2004, or the exact
equivalent. Coverage for an additional insured shall not be limited to its vicarious liability.
Defense costs must be paid in addition to limits. Limits shall be no less than $1,000,000 per
occurrence for all covered losses and no less than $2,000,000 general aggregate.
2. Workers' Compensation on a state-approved policy form providing statutory benefits as
required by law with employer's liability limits no less than $1,000,000 per accident for all
covered losses.
3. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including owned,
non-owned and hired autos, or the exact equivalent. Limits shall be no less than $1,000,000 per
accident, combined single limit. If CONTRACTOR owns no vehicles, this requirement may be
satisfied by a non-owned auto endorsement to the general liability policy described above. If
CONTRACTOR or CONTRACTOR's employees will use personal autos in any way on this
project, CONTRACTOR shall obtain evidence of personal auto liability coverage for each such
person.
4. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall
provide coverage at least as broad as specified for the underlying coverages. Such policy or
policies shall include as insureds those covered by the underlying policies, including additional
insureds. Coverage shall be "pay on behalf', with defense costs payable in addition to policy
limits. There shall be no cross liability exclusion precluding coverage for claims or suits by one
insured against another. Coverage shall be applicable to COUNTY for injury to employees of
CONTRACTOR r, subcontractors or others involved in the Work. The scope of coverage
provided is subject to approval of COUNTY following receipt of proof of insurance as required
herein.
B. Certificate of Insurance:
A certificate of insurance is attached hereto as "Exhibit D Certificate of Insurance."
3. Basic Stipulations:
1. CONTRACTOR agrees to endorse third party liability coverage required herein to include as
additional insureds COUNTY, its officials, employees and agents, using ISO endorsement CG
20 10 with an edition date prior to 2004. [If this is a construction contract, ISO endorsement 20
37 also is required.] CONTRACTOR also agrees to require all contractors, subcontractors, and
anyone else involved in this CONTRACT on behalf of the CONTRACTOR (hereinafter
"indemnifying parties") to comply with these provisions.
2. CONTRACTOR agrees to waive rights of recovery against COUNTY regardless of the
applicability of any insurance proceeds, and to require all indemnifying parties to do likewise.
3. All insurance coverage maintained or procured by CONTRACTOR or required of others by
CONTRACTOR pursuant to this CONTRACT shall be endorsed to delete the subrogation
condition as to COUNTY, or must specifically allow the named insured to waive subrogation
prior to a loss.
16
4. All coverage types and limits required are subject to approval, modification and additional
requirements by COUNTY. CONTRACTOR shall not make any reductions in scope or limits of
coverage that may affect COUNTY's protection without COUNTY's prior written consent.
5. Proof of compliance with these insurance requirements, consisting of endorsements and
certificates of insurance shall be delivered to COUNTY prior to the execution of this
CONTRACT. If such proof of insurance is not delivered as required, or if such insurance is
canceled at any time and no replacement coverage is provided, COUNTY has the right, but not
the duty, to obtain any insurance it deems necessary to protect its interests. Any premium so
paid by COUNTY shall be charged to and promptly paid by CONTRACTOR or deducted from
sums due CONTRACTOR.
6. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to
be provided by CONTRACTOR or indemnifying party, is intended to apply first and on a primary
non-contributing basis in relation to any other insurance or self-insurance available to COUNTY.
7. CONTRACTOR agrees not to self-insure or to use any self-insured retentions on any portion
of the insurance required herein and further agrees that it will not allow any indemnifying party
to self- insure its obligations to COUNTY. If CONTRACTOR's existing coverage includes a self-
insured retention, the self-insured retention must be declared to the COUNTY. The COUNTY
may review options with CONTRACTOR, which may include reduction or elimination of the self-
insured retention, substitution of other coverage, or other solutions.
8. CONTRACTOR will renew the required coverage annually as long as COUNTY, or its
employees or agents face an exposure from operations of any type pursuant to this
CONTRACT. This obligation applies whether or not the CONTRACT is canceled or terminated
for any reason. Termination of this obligation is not effective until COUNTY executes a written
statement to that effect.
9. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to be
provided by CONTRACTOR or any subcontractor, is intended to apply on a primary non-
contributing basis in relation to any other insurance or self-insurance available to COUNTY.
17
EXHIBIT D
CERTIFICATE OF INSURANCE
18
CERTIFICATE OF INSURANCE
Placeholder
19
EXHIBIT E
REPORTING
1. Quarterly Reports:
A. Contractor will submit monthly program reports no later than the 10th day following the
reporting month.
B. Reports Include:
1. All invoices for goods, materials and services connected to the repairs and replacements as
noted in Scope of Service
2. Completed Final Report Not Later Than 10 July 2019
2. Unspent Funds:
Any unspent funds are to be returned to COUNTY on or before July 30, 2019 in the form of a
check paid to the order of the County Auditor; mailed to Casey Bingham, Mason County Public
Health and Human Services, PO Box 1666, Shelton, WA 98584
20
EXHIBIT F
FORMS
A. Budget-Financial Reporting
B. Mason County Data Collection and Reporting
?1
EXHIBIT G
SUBMITTED PROPOSAL
MASON COUNTY
AGENDA ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
From: Dawn Twiddy Action Agenda x
Public Hearing
Other
DEPARTMENT: Human Resources EXT: 422
COMMISSION MEETING DATE: 1/22/18 Agenda Item # 3,j'
(Commissioner staff to
complete)
BRIEFING DATE: January 14, 2019
BRIEFING PRESENTED BY: Dawn Twiddy
[ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD
Please provide explanation of urgency
ITEM: Approval to amend Resolution 92-18 to revise the Non-Represented Salary
Scale Range Alignment by approving the request to restore the Central Shop Assistant
position in the Public Works Department, at a Salary Range 1 and the Victim/Witness
Advocate, at a Salary Range 13, on the Non-Represented Salary Scale.
Background: Mason County Public Works was authorized to fill their 2019 budgeted
Central Shop Assistant Part-Time position. It is currently budgeted in the 2019 Public
Works budget. It was previously a Range 1 on the Non-Represented Salary Scale.
Restoral of this position is necessary on the Non-Represented Salary Scale Range.
Through the 2019 budget process, the Prosecutor's Office was authorized to create,
post, and fill a new position, Victim/Witness Advocate at Salary Range 13 on the Non-
Represented Salary Scale Range Alignment.
RECOMMENDED OR REQUESTED ACTION: Approval to amend Resolution 90-18
to revise the Non-Represented Salary Scale Range Alignment
ATTACHMENT: Resolution, Non-Represented Salary Scale Range Alignment and
current position description.
RESOLUTION NO.
AMENDING RESOLUTION NO. 92-18 TO REVISE THE NON-REPRESENTED SALARY SCALE
RANGE ALIGNEMENT BY RESTORING THE CENTRAL SHOP ASSISTANT POSITION TO A SALARY
RANGE 1 AND ADDING A VICTIM/WITNESS ADVOCATE POSITION AT A SALARY RANGE 13.
WHEREAS, RCW 36.16.070 states that ... The Board shall fix the compensation of all
employees...,
WHEREAS, The Board, through the adoption of the 2019 Budget, has approved the
restoration of the Central Shop Assistant to Salary Range 1 on the Non-Represented Salary
Scale.
WHEREAS, The Board, through the adoption of the 2019 Budget, has approved a new
position, Victim/Witness Advocate at Salary Range 13 on the Non-Represented Salary Scale.
NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners does
hereby revise the Non-Represented Salary Scale Range Alignment approving the restoration of
the Central Shop Assistant positon to Salary Range 1 and Victim/Witness Advocate at Salary
Range 13 on the Non-Represented Salary Scale.
DATED this day of January 2019.
BOARD OF COUNTY COMMISSIONERS
ATTEST: MASON COUNTY, WASHINGTON
Melissa Drewry, Clerk of the Board Kevin Shutty, Chair
APPROVED AS TO FORM:
Sharon Trask, Commissioner
Tim Whitehead, Chief DPA
Randy Neatherlin, Commissioner
Attachment A
NON-REPRESENTED SALARY RANGE ALIGNMENT
SALARY
RANGE NUMBER CLASSIFICATION TITLE JOB CLASS
29 Equipment Maintenance Supervisor 4080
Finance Manager 2010
Road Operations & Maintenance Supervisor 4022
Chief Deputy Treasurer 1139
Administrative Services Manager 1153
Human Resources/Risk Manager 1154
Chief Deputy Assessor 1099
Chief Appraiser 1107
Administrative Manager 2149
Facilities Manager 2058
28 Engineer II 4032
27 Chief Deputy 1108
Elections Superintendent 1080
26 Engineer I 4031
25 Program Manager I 2200
Operations & Maintenance/ER&R Administrator 4200
Therapeutic Court Program Manager 2199
23 Public Works Office Administrator
21 Financial Analyst
Risk & Safety Compliance Manager 1057
Personnel Analyst 1152
Noxious Weed Coordinator 2226
20 Office Manager 2040
19 Official Court Recorder/Judicial Assistant 1193
Official Court Recorder/Family Law Facilitator 1192
Clerk of the Board/Records Specialist 1056
Administrative Clerk 1055
17 Administrative Assistant 1040
13 Administrative Secretary 1046
Legal Secretary 2152
Victim/Witness Advocate
10 Receptionist/Secretary 2041
Therapeutic Courts Caseworker 1185
1 Central Shop Assistant 4099
Page2of2
Attachment A
NON-REPRESENTED SALARY RANGE ALIGNMENT
SALARY
RANGE NUMBER CLASSIFICATION TITLE JOB CLASS
46 Community Services Director 1015
Chief Deputy Prosecuting Attorney 2150
Public Works & Utilities Director 4005
Support Services Director 1156
Undersheriff 3000
44 Deputy Director Public Works/Utilities &Waste Mgmt 4010
County Engineer 4008
Interim Deputy Director Public Works 4006
43 Chief Public Defender 1160
Chief Criminal Deputy 3002
Chief Jail 3003
39 Chief Finance Officer 2000
38 DEM/IT/Parks & Trails Manager 2059
Road Operations & Maintenance/ER&R Manager 4020
Water &Wastewater Manager 4015
Chief Civil Deputy 3001
37 Administrator, Probation & Juvenile Services 1050
35 District Court Administrator 1180
Engineering and Construction Manager 4030
Superior Court Administrator 1190
Jail Lieutenant 3005
34 Assistant Road Operations & Maintenance Manager 4021
33 Deputy Administrator, Probation Services 1052
Engineer III 4033
Technical Services Manager 4220
Personal Health Manager 2171
Environmental Health Manager 2169
Planning Manager 2080
Permit Assistance Center Manager 2090
32 Budget Manager 1155
31 Public Works Finance Manager 2011
Page I 1 of 2
2018 Non Represented Salary Scale Attachment A
RANGE ENTRY STEP 1 STEP 2 STEP 3 STEP 4 STEP 5
"Step 0"
46 9,352.86 9,592.72 9,838.70 10,090.92 10,349.70 10,615.04
45 7,617.74 7,997.42 8,398.40 8,608.44 8,824.08 9,043.10
44 7,434.64 7,807.54 8,198.44 8,402.86 8,612.90 8,828.56
43 7,252.68 7,615.50 7,996.26 8,197.34 8,400.62 8,611.78
42 7,083.04 7,436.90 7,807.54 8,004.12 8,204.06 8,408.48
41 6,907.84 7,252.68 7,616.60 7,806.44 8,001.88 8,201.82
40 6,744.98 7,083.04 7,435.76 7,622.24 7,813.20 8,008.62
39 6,579.88 6,910.12 7,254.96 7,435.76 7,622.24 7,813.20
38 6,422.64 6,743.86 7,080.80 7,259.44 7,437.98 7,625.60
37 6,265.38 6,578.74 6,908.98 7,080.80 7,258.32 7,439.12
36 6,115.98 6,422.64 6,743.86 6,913.46 7,086.48 7,263.90
35 5,968.84 6,267.60 6,580.98 6,744.98 6,914.56 7,087.58
34 5,827.32 6,117.12 6,423.76 6,584.36 6,749.46 6,917.98
33 5,684.64 5,968.84 6,267.60 6,423.76 6,584.36 6,749.46
32 5,551.00 5,828.44 6,118.22 6,270.98 6,428.22 6,588.86
31 5,411.74 5,683.52 5,967.72 6,115.98 6,269.84 6,427.10
30 5,285.88 5,549.86 5,827.32 5,973.30 6,120.46 6,274.32
29 5,157.88 5,413.98 5,684.64 5,828.44 5,973.30 6,122.72
28 5,034.28 5,285.88 5,549.86 5,688.00 5,831.80 5,977.82
27 4,911.88 5,156.74 5,412.84 5,549.86 5,688.00 5,829.58
26 4,795.06 5,034.28 5,285.88 5,416.20 5,553.22 5,692.52
25 4,677.12 4,910.72 5,155.66 5,284.76 5,415.10 5,552.10
24 4,567.06 4,795.06 5,034.28 5,160.12 5,288.16 5,421.86
23 4,454.68 4,677.12 4,910.72 5,034.28 5,160.12 5,288.16
22 4,349.14 4,567.06 4,796.20 4,915.24 5,037.66 5,163.46
21 4,242.42 4,454.68 4,678.24 4,795.06 4,914.12 5,036.56
20 4,140.22 4,348.02 4,565.92 4,679.34 4,797.30 4,916.38
19 4,040.22 4,242.42 4,454.68 4,567.06 4,680.48 4,798.42
18 3,944.78 4,141.34 4,349.14 4,456.96 4,569.30 4,682.76
17 3,848.18 4,041.34 4,243.56 4,350.28 4,458.08 4,570.42
16 3,756.06 3,944.78 4,141.34 4,245.82 4,351.40 4,459.20
15 3,665.08 3,849.30 4,040.22 4,140.22 4,242.42 4,349.14
14 3,576.40 3,754.96 3,942.54 4,041.34 4,142.46 4,246.94
13 3,489.88 3,663.98 3,848.18 3,943.66 4,042.48 4,143.60
12 3,405.64 3,576.40 3,754.96 3,849.30 3,945.94 4,043.60
11 3,323.64 3,489.88 3,663.98 3,756.06 3,850.42 3,945.94
10 3,245.00 3,405.64 3,576.40 3,665.08 3,757.20 3,851.54
9 3,165.26 3,323.64 3,489.88 3,576.40 3,666.22 3,757.20_
8 3,090.00 3,242.74 3,405.64 3,491.00 3,577.48 3,667.34
7 3,013.62 3,165.26 3,323.64 3,405.64 3,491.00 3,579.76
6 2,942.88 3,091.16 3,245.00 3,325.88 3,408.98 3,494.38
5 2,870.98 3,013.62 3,165.26 3,245.00 3,325.88 3,408.98
4 2,803.60 2,942.88 3,091.16 3,168.68 3,248.38 3,328.16
3 2,735.06 2,872.10 3,014.74 3,091.16 3,168.68 3,248.38
2 2,668.80 2,802.46 2,942.88 3,015.84 3,092.26 3,168.68
1 2,605.90 2,735.06 2,870.98 2,942.88 3,015.84 3,092.26
K:\Salary Scales\2018\2018 Non Represented Salary Scale.xlsx 1/16/2019
MASON COUNTY
AGENDA ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
From: Dawn Twiddy Action Agenda x
Public Hearing
Other
DEPARTMENT: Support Services EXT: 422
COMMISSION MEETING DATE: 1/22/19 Agenda Item #
Commissioner staff to complete)
BRIEFING DATE: 1/14/19
BRIEFING PRESENTED BY: Dawn Twiddy
[ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD
Please provide explanation of urgency
ITEM: Approval to amend Resolution 20-18 designating the appointing Officers from
Mason County for the Washington Counties Risk Pool.
Background: The Washington Counties Risk Pool's Interlocal Agreement, Bylaws,
and Policies of its Board of Directors require appointees and/or designees from each
member county be acknowledged through a Resolution.
RECOMMENDED ACTION: Approval to amend Resolution 20-18 designating the
appointing Officers from Mason County for the Washington Counties Risk Pool.
Attachment: Resolution on file with Clerk of the Board
RESOLUTION No.
AMENDS RESOLUTION 20-18
IN THE MATTER OF CONTINUING RELATIONSHIPS WITH THE WASHINGTON
COUNTIES RISK POOL AND THE RELATED APPOINTMENTS AND DESIGNATIONS
OF/FOR EACH MEMBER COUNTY.
WHEREAS, several Washington counties agreed to the creation of the Washington Counties
Risk Pool ("Pool's, organized and operating under Chapters 48.62 and 39.34 RCW, to provide to
its member counties programs of joint self-insurance, joint purchasing of insurance, and joint
contracting for or hiring of personnel to provide risk management, claims handling, and
administrative services; and
WHEREAS, the Pool's Interlocal Agreement and Bylaws, and policies of its Board of Directors
require appointees and/or designees from each member county; that is:
a) Director / Alternate Director — officers or employees of each Pool member county that
are appointed by and serve at the pleasure of the respective county's legislative authority
(Article 8 of the Interlocal Agreement and Article 2 of the Bylaws
b) County Risk Manager — an employee of each Pool member county appointed to serve as
a liaison between the County and the Pool as to risk management and who is responsible
for the risk management function within the County (Article 11(b) of the Interlocal
Agreement);
c) County Safety Officer — an active employee designated by each Pool member county
who, along with a related committee, are maintained to consider all recommendations
concerning the development and implementation of a loss control policy to prevent unsafe
practices (Article 11(c) of the Interlocal Agreements and
d) County Claims Administrator — each Pool member county's must designate someone to
administer civil claims, with whom incidents should be immediately reported to, who is
responsible for sending all claims and lawsuits and reporting various known incidents to the
Pool, and with whom the Pool will coordinate the County's clams administration (section B
of the Pool Board of Directors'Claims Handling Policies and Procedures);
NOW, THEREFORE, BE IT RESOLVED that the Board of Commissioners for Mason County
hereby confirms the appointment or designation of the following individuals for the applicable
and required relationships with the Washington Counties Risk Pool:
Mason County, Washington
RESOLUTION
Page 2 of 2
WCRP Name County Email Telephone #
Relationship Position
Director: Randy Commissioner randyn@co.mason.wa.us 360-427-9670
Neatherlin ext 419
Alternate Sharon Trask Commissioner strask@co.mason.wa.us 360-427-9670
Director: ext 419
Alternate Kevin Shutty Commissioner kshutty@co.mason.wa.us 360-427-9670
Director: ext 419
Alternate Dawn Twiddy HR/Risk Manager dawnt@co.mason.wa.us 360-427-9670
Director: ext 422
Risk Nichole Wilston Risk&Safety nwilston@co.mason.wa.us 360-427-9670
Manager/Claims Compliance ext 643
Administrator: Manager
Safety Officer: Kelly Frazier Facilities kellyf@co.mason.wa.us 360-427-9670
Manager ext 806
Prosecuting Michael Dorcy Prosecutor michaed@co.mason.wa.us 360-427-9670
Attorney: ext 417
(Civil) Deputy Tim Whitehead Chief Deputy timw@co.mason.wa.us 360-427-9670
Prosecuting Atty: Prosecuting Atty ext 417
BE IT FURTHER RESOLVED that this resolution shall become effective immediately upon its
passage and shall supersede any prior conflicting action(s); and
BE IT STILL FURTHER RESOLVED that the clerk of this body shall forward a copy of this
resolution, once completed, to the attention of Executive Director Derek Bryan at the
Washington Counties Risk Pool, 2558 RW Johnson Rd. S.W., Suite 106, Tumwater, WA 98512-
6103.
PASSED this day of 2019.
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
ATTEST:
Kevin Shutty, Chair
Melissa Drewry, Clerk of the Board
APPROVED AS TO FORM: Sharon Trask, Commissioner
Tim Whitehead, Chief Deputy Prosecuting Randy Neatherlin, Commissioner
Attorney
K:\Resolutions\Risk\Resolution for WA Counties Risk Pool Designation 01222019.doc
MASON COUNTY
AGENDA ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
From: Dawn Twiddy Action Agenda x
Public Hearing
Other
DEPARTMENT: Human Resources EXT: 422
COMMISSION MEETING DATE: 1/22/19 Agenda Item# g.13
(Commissioner staff to
complete)
BRIEFING DATE: 1/14/19
BRIEFING PRESENTED BY: Dawn Twiddy
[ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD
Please provide explanation of urgency
ITEM: Approval for the Chair to sign the Commerce and Industry Insurance Company storage
tank third party liability Third Party Liability TankGuard Renewal Warranty Acknowledgement
Form to bind coverage effective April 22, 2019-April 21, 2020. This policy provides coverage
for the county's fuel storage tank systems.
Background: The County's fuel storage tank insurance policy renews on April 22,2019. This
policy provides coverage for the county's fuel storage tank systems. Arthur J. Gallagher Risk
Management Services, Inc. is the County's assigned Broker through the Washington Counties
Risk Pool.
RECOMMENDED ACTION: Approval to bind coverage for Mason County's third party
liability TankGuard Renewal Policy with Commerce and Industry Insurance Company effective
April 22, 2019 — April 21, 2020 and authorize the Chair to sign the Renewal Warranty
Acknowledgement Form. There is no change in the policy as written for 2019-2020.
Attachment: Storage Tank Third Party Liability TankGuard Renewal Warranty
Acknowledgement Form on file with Clerk of the Board.
chamber
insurance agency services
20 Commerce Drive Toll Free:800.336.2007
Second Floor Fax:973.731.2288
Cranford,N.J.07016 www.chamberagent.com
December 17, 2018
Mason County
411 N. Fifth Street
Shelton, WA 98584-
IMPORTANT RENEWAL NOTICE
Re: AIG TankGuardO Program
Insured: Mason County
Policy Number: PLC001926399
Expiration Date : 4/21/19
Dear Insured:
We are pleased to announce that we have further streamlined and improved
the renewal process for the TankGuard° program.
As you know, the above TankGuard° policy is scheduled for renewal with
Commerce & Industry Insurance Company on the date indicated above.
In order to renew the above coverage, we will simply require that you
complete the enclosed Renewal Warranty Statement . We are very pleased
to advise that upon our receipt of the fully completed Renewal Warranty
the captioned policy will now be automatically renewed. We will no longer
require a fully complete application unless there have been material
changes to the risk.
We ask that you please complete the enclosed Renewal Warranty Statement
and promptly forward it to your agent/broker:
Arthur J. Gallagher Risk Management
1501 Market Street, Suite 250
Tacoma, WA 98402-
Please note, that we will need to receive the completed Renewal Warranty
Statement from your agent/broker within 35 days of the date of this
letter. We will not be able to automatically renew the above policy
until we have received your fully completed Renewal Warranty Statement.
Please note that if we do not receive the Warranty Statement within
this time frame, State Insurance Regulations require us to send a notice
of non-renewal to you.
State Insurance Regulations also require that we provide advance notice
of any material changes in terms and conditions of your current coverage
and/or changes to underwriting guidelines . Therefore, we must advise you
that your policy may be renewed with different rates, terms and conditions
Mason County
December 17, 2018
Page 2
resulting from increased exposure or from rate increases as approved by
the applicable state agency.
In closing, we remind you that your policy is a "claims-made" form,
requiring that claims be made against the insured and reported to the
Company during the policy period for coverage to be provided, subject
to all terms, conditions and exclusions . Therefore, if your policy is
not renewed, there will be no coverage for any claims reported subsequent
to your policy' s expiration date unless an Extended Reporting Period is
purchased. Instructions for purchasing an Extended Reporting Period
Endorsement are provided in your policy.
Should you have any questions concerning the enclosed material, please
have your agent contact us .
Very truly yours,
CHAMBER INSURANCE AGENCY SERVICES, L.L. C.
Q uu -- J
La ie ymanski-Roche
Account Executive
lszymanski@chamberagent . com
cc : Ms . Vicki Alridge
Arthur J. Gallagher Risk Management
1501 Market Street, Suite 250
Tacoma, WA 98402-
A :a
Storage Tank Third Party Liability
TankGuard ® Renewal Warranty
NAMED INSURED: Mason County
INSURER: Commerce and Industry Insurance Company
POLICY NUMBER: PLCO01926399
POLICY PERIOD : 4/21/19 - 04/21/20
The undersigned warrants and represents that there have been no changes to the schedule of covered tanks or
locations:
THIS RENEWAL WARRANTY DOES NOT BIND THE APPLICANT TO BUY, OR THE COMPANY TO ISSUE THE
INSURANCE, BUT IT IS AGREED THAT THIS FORM SHALL BE THE BASIS OF THE CONTRACT SHOULD A POLICY
BE ISSUED, AND IT WILL BE ATTACHED TO THE ORIGINAL APPLICATION AND MADE A PART OF THE POLICY.
THE UNDERSIGNED APPLICANT DECLARES, WARRANTS AND REPRESENTS THAT THE STATEMENTS SET
FORTH IN THIS WARRANTY ARE TRUE AND THAT NO MATERIAL FACTS HAVE BEEN SUPPRESSED OR
MISSTATED. THE APPLICANT FURTHER DECLARES, WARRANTS AND REPRESENTS THAT IF THE
INFORMATION SUPPLIED ON THIS WARRANTY CHANGES BETWEEN THE EXECUTION DATE OF THE
WARRANTY AND THE RENEWAL POLICY EFFECTIVE DATE, THE APPLICANT WILL IMMEDIATELY NOTIFY THE
COMPANY OF SUCH CHANGES, AND THE COMPANY MAY WITHDRAW OR MODIFY ANY OUTSTANDING
QUOTATIONS AND/OR AUTHORIZATION TO BIND THE INSURANCE.
ALL WRITTEN STATEMENTS AND MATERIALS FURNISHED TO THE COMPANY IN CONJUNCTION WITH THE
MOST RECENT LONG FORM APPLICATION AS WELL AS THE RENEWAL WARRANTY SIGNED HEREUNDER ARE
INCORPORATED BY REFERENCE INTO THIS APPLICATION AND MADE A PART THEREOF.
In the event that the company issues a policy, the undersigned acting on behalf of the applicant and all
proposed insureds, acknowledges that the ccmpany, in providing coverage, will have relied upon, as
representations, the declarations and statements which are contained in or attached to or incorporated by
reference into this warranty and which are incorporated into the policy.
If the insured would like an indication for higher limits, please indicate.
LIMITS DESIRED: (each incident/aggregate)
❑ $1 million/$1 million [] $1 million/$ 2 million ❑ $2 million/$2 million
a
❑ OTHER:
DEDUCTIBLE DESIRED: (each incident)
❑ $5,000 ❑ $10,000 ❑ $25,000)(] $50,000 ❑ $100,000
For Deductibles above $50,000, please include your most current audited financial statement.
91177 (03/17)
[ AIGI
Renewal Warranty Acknowledgement
APPLICANT: BROKER: Arthur J. Gallagher Risk Managemen
Mason CJ't7'sm1 rY 1501 MarReL Street, Suite 250
APPLICANT: Tacoma, WA 98402-
(Print Name) (Street Mailing Address)
DATE: Ms . Vicki Alridge
(Contact person)
(Phone#, Fax#, Email Address)
(Signature of Broker or Agent)
247654
(License Number and State)
36-2102482
(Tax I.D.#)
Please note that if you are planning on adding either additional tanks or locations to this policy, the Company
requires that we first receive a fully completed renewal application within thirty (30) days of the policy expirations
expiration date. Please visit our website www.chamberagent.com to download to application.
NOTICE TO APPLICANTS: ANY PERSON WHO KNOWINGLY AND WITH INTENT TO DEFRAUD ANY
INSURANCE COMPANY OR OTHER PERSON FILES AN APPLICATION FOR INSURANCE OR STATEMENT OF
CLAIM CONTAINING ANY MATERIALLY FALSE INFORMATION OR, CONCEALS, FOR THE PURPOSE OF
MISLEADING, INFORMATION CONCERNING ANY FACT MATERIAL THERETO, COMMITS A FRAUDULENT
ACT, WHICH IS A CRIME AND SUBJECTS SUCH PERSON TO CRIMINAL AND CIVIL PENALTIES.
91177 (03/17)
MASON COUNTY
AGENDA ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
From: Frank Pinter Action Agenda x
Public Hearing
Other
DEPARTMENT: Support Services EXT: 530
DATE: January 22, 2019 Agenda Item #
Commissioner staff to complete)
BRIEFING DATE: January 14, 2019
BRIEFING PRESENTED BY: Support Services
[ ] ITEM WAS NOT PREVIOUSLY BRIEFED WITH THE BOARD
Please provide explanation of urgency
ITEM: Approval to or call for Request for Qualifications (RFQ) from qualified
individuals and/or firms for architectural and engineering professional services for
various Mason County buildings specifically for Building #10, 414 W. Franklin Street.
This request is to select from the Municipal Research & Services Center (MRSC)
consultant roster or create our own roster by direct advertisement. Proposals are due
March 14, 2019.
Background:
Mason County recently purchased the property located at 414 W. Franklin Street and
the Facilities Department is soliciting qualifications for design and construction
management of the 22,000 square foot building that will be used for courtroom space
and other county services.
Budget Impacts: This project is budgeted in the REET 1 Fund.
RECOMMENDED ACTION: Approval to or call for Request for Qualifications (RFQ)
from qualified individuals and/or firms for architectural and engineering professional
services for various Mason County buildings specifically for Building #10, 414 W.
Franklin Street. This request is to select from the Municipal Research & Services
Center (MRSC) consultant roster or create our own roster by direct advertisement.
Proposals are due March 14, 2019.