HomeMy WebLinkAbout2022/04/04 - Briefing Packet In-person attendance is restricted.
Our Commission meetings are live streamed at hn://www.masonwebtv.com/and we will accept public
comment via email msmith(d,)masoncountywa.gov;or mail to Commissioners Office,411 North 5d`Street,
Shelton,WA 98584;or call 360427-9670 ext.419. If you need to listen to the Commission meeting via
your telephone,please provide your telephone number to the Commissioners'office no later than 4 p.m.the
Friday before the meeting.
BOARD OF MASON COUNTY COMMISSIONERS
DRAFT BRIEFING MEETING AGENDA
411 North Fifth Street, Shelton WA 98584
Week of April 4,2022
Monday
Noon WA State Association of Counties Zoom Meeting*
Virtual Assembly
Monday
8:00 A.M. Area Command Meeting*
Public Works Meeting Room A
100 Public Works Way
*This is being noticed as a Special Commission Meeting because a quorum of the Mason County Commission
may attend this event and notification is provided per Mason County Code Chapter 2.88.020-Special Meetings
Monday,April 4,2022
Commission Chambers
Times are subject to change,depending on the amount of business presented
9:00 A.M. Support Services—Mark Neary
9:20 A.M. Community Services—David Windom
9:30 A.M. Public Works—Loretta Swanson
Utilities&Waste Management
Commissioner Discussion—as needed
Tuesday,April 5, 2022
Commission Chambers
Times are subject to change,depending on the amount of business presented
6:00 P.M. Belfair Sewer Public Hearing
Wednesday,April 6,2022
Commission Chambers
Times are subject to change,depending on the amount of business presented
3:00 P.M. Mason County Courthouse Briefing with WSAC
Briefing Agendas are subject to change,please contact the Commissioners'office for the most recent version.
Last printed 03/31/22 at 9:36 AM
If special accommodations are needed,contact the Commissioners'office at Shelton(360)427-9670 ext.419
co Mason County Administrator
^' 411 North 5th Street
Shelton, WA 98584
360.427.9670 ext. 419
Y
/X,tl
MASON COUNTY COMMISSIONER BRIEFING ITEMS FROM ADMINISTRATOR
April 4, 2022
• Specific Items for Review
o ARPA update/ARPA project prioritization criteria—Jenn
o Courthouse/Jail elevator repair (sole source)— Kelly
o Reallocation of Emergency Management Performance Grant (EMPG)—John
o Options for labor negotiation services—Mark
o Administrator authorization/2022 project prioritization — Mark
• Commissioner Discussion
J:\DLZ\Briefing Items\2022\2022-04-04.docx
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
To: Board of Mason County Commissioners
From: Mark Neary
Department: Support Services Ext:
Briefing Date: 04/04/2022
Previous Briefing Dates: 3/21/21, 6/21/21, 8/23/21, 11/21/21, 1/24/21,
2/28/22
If this is a follow-up briefing, please provide only new information
Internal Review (please check all that apply): ❑X Budget/Finance ❑ Human Resources
❑ Legal ❑ Information Technology ❑ Other— please explain
Item: American Rescue Plan Act (ARPA) of 2021 review
Executive Summary: (If applicable, please include available options and potential solutions)
On March 11, 2021, President Biden signed the American Rescue Plan Act of 2021 (HR 1319). Mason County
will receive a total of$12,949,242 in grant funding. The US Treasury continues to update guidelines and
compliance requirements.
Budget Impact:
None
Public Outreach: (Include any legal requirements, direct notice, website, community meetings, etc.)
Recommended/Requested Action:
Review for the Boards approval, ARPA Spreadsheet, ARPA questionnaire for subrecipients request for
funding, and ARPA criteria for Board approval
Attachments:
ARPA Spreadsheet
ARPA questionnaire for subrecipients request for funding
ARPA criteria for Board approval
Mason County ARPA Prioritization List of Projects Review 4/4/2022
Balance
Obligated by Remaining of
ARPA Category Mason County Project Name District Confirmed Requests BOCC Approved Contract Expended Approved Amt
A Support Public Health Response/Negative Economic Impacts
PUD 1 Customer Arrearages due to COVID 2 125,000 125,000 125,000 6,578 118,422
Reallocate from PUD Arrearages to MCC Eldon Fiber Bulldout 2 (100,000) (100,000) (100,000) (100,000)
MCC Customer Arrearages due to COVID 2 110,000 110,000 110,000 20,416 99,594
Mason County Treasurer Property Tax Reim-individual households All 125,000 125,000 125,OD0 89,203 35,797
Mason County Treasurer Property Tax Reim-small businesses All 75,000 75,000 24,535 50,365
EDC Small Business Grants All 500,000 500,000 500,000 475,000 25,000
Crossroads Housing for Assistance to Homeless Veterans All 10,000 10,000 10,000 10,000
Belfair Water Customer Arrearages 26,271 1 2/23/22 oak Webb No 26,271 -
Mason County Utilities Arrearages 2 oorun,eomeao 2 145,OW -
Housing Authority of Mason County Rent Arrears es All 2no/u Fraok-, 123 45 I -
A Support Public Health Response/Negative Economic Impacts Subtotal 1,139816 845,000 770,000 615832 229168
B Premium pay for Essential Workers
Signing Bonus for Corrections Deputies All Fvodn Ekewheret 2/20 74,266
B Premium a for Essential Workers Subtotal 74,266 - - -
C Replace Public Sector Revenue Loss Up for government services up to$10 Million
MCSO Body Cameras Ail 702,365 702,365 702,365 -
MCSO Body Camera Install All 40,000 40,000 25,790 14,211
PUD 3 Belfair Substation 1 11500,000 11500,000 1,500,000
Public Records Software GovQA All 2/ssnou olme 22,700 22,700 17,783 4,917
Public Health Message Board All Vnvn oe ew 15,000 -
Design for 2nd floor PA,MCSO$100,000 All 2/W-2 Rosy FHo - -
DCDRecordsArchlvalimage All 2/11/22 a.nR 500,000
Prosecutors Office 2nd floor expansion(Originally 700,000) All 2J./ x2 R.r,F 75,000 -
MCSO 2nd floor expansion All 2/25/2oc Holo Keay F 800,D00
Ballot sorter machine B of A Bicig All Hmov/2on2 1200,000
C Replace Public Sector Revenue Loss Subtotal 4,855 065 2,265,065 - 745,938r501,932
D Water,Sewer,and Broadband Infrastructure
PUD 1 Agate Beach Water System Mainline 3 559,000 559,000 559,000
PUD 1 Vuecrest Storage Upgrade 2 158,284 158,294 158,284 111,645
CEDS Belfair Water New Well for Commercial Core UGA 1 450,000 450,000 450,000
MCC Colony Surf Fiber Bulldout 2 313,556 313556 313556
MCC Eldon Fiber Bulldout 2 501,932 SM932 SM,932
Reallocate from PUD#1 Customer Arrearages to MCC Eldon Fiber Bulldout 100,000 1001000 100,000 100,000
Mason County IT Infrastructure Backbone/Storage upgrade All 136,261 136,261 136,098 163
PW Rustlewood Water Well&Reservoir Electrical Control System 1 2W/22 Rkrord ore. 200,000 200,000 200,OD0
PW Beards Cove AC Mainline Replacement 1 2/17/22Rtherdpye1 100,D00 100,000 100,000
PW Belfair PS#1 Improvement Project 1 2/7n2 Rtherd ova. 150,000 150,000 150,000
PW Belfair PS#3 Improvement Project 1 2/17n2Rkhardoyea 180,000 180,000 180,000
PW Lakeland Pump Station 1 2/17n2Rkhamorea 42,000 42,000 42,000
EDC Water line from 101 to Prison 2 2/25/2 E- 1,000,000 -
Belfair Water Backup Generators 1 2/u/22 mk Webb vas 197,000 -
EDC Sewer line extension from High School to Basin 3 2/un2Eoc- 2,500,000
EDC Wallace Kneeland Substation 3 2/2a/u Eoeves 3,200,000 -
PUD 3 Rural Broadband doquallum Community 2 Hold-ma,k2/2on2 500,000
Shelton Gateway 3 mark laM L2o/22 250,000 -
PW70 Grinder Pumps All 2n3n2RkWdy 1SL273
Mason County Courts Building 10 All rea 2/10/22 750000 1 -
D Water Sewer,and Broadband Infrastructure Subtotal 11439 306 2 89 O33 2,082,772 247,743 2,643,290
E Administration
Washington State Association of Counties 2022 Dues All 4,D00 4,000 4,000 -
Tem County Staff to address COVID All 250 000 92 078 157,922 7,920 84,159
E Administration Subtotal 254,000 96,078 157,922 11,920 94158
Grand Total 17,76ZX3 6 097176 3,010,694 1,621,433 4,47S,743
Total APRA Funds Available 12,949,242
Total ARPA Funds Received in 2021-First Round 6,484,451
Total ARPA Funds Expected in 2022-Second Round 6,494,451
Total ARPA Funds Available for BOCC Approval in 2021&2022 6,720,615
Approved by SOCC during Board Briefings-w/b on upcoming Actions Agendas-Included in BOCC Approved Ames 151,273
Completed projects with unexpeneded ARPA funds returned 163
Total ARPA Funds Available for BOCC Approval in 2021 236,165
MASON COUNTY
AMERICAN RESCUE PLAN ACT SUBRECIPIENT APPLICATION
Organization Name:
Organization EIN: DUNS#:
Contact Name: Phone#:
SAM Expiration Date: Contact E-Mail:
1of6
Has your organization ever received an award for a federal program?
❑ Yes ❑ No
Do you have an accounting system which allows tracking of funds related to ARPA award?
❑ Yes ❑ No
Do you have adequate &qualified staff to comply with MOU requirements?
❑ Yes ❑ No
Have you had one or more audit findings of program non-compliance in your last single audit?
❑ Yes ❑ No
Have you had one or more audit findings of significant internal control deficiencies in your last single audit?
❑ Yes ❑ No
If you were funded by a Federal program in prior years, has the funding agency ever cited findings or concerns through its
monitoring?
❑ Yes ❑ No
Within the last year, have you had new or substantially changed system or software for accounting or payroll?
❑ Yes ❑ No
Within the last year, have you had restructuring or turnover in key director,fiscal or programmatic management positions?
❑ Yes ❑ No
Within the last year, have you lost or been denied any licensure or accreditation?
❑ Yes ❑ No
Have you ever had past due property taxes?
❑ Yes ❑ No
Do you have adequate systems,staff and procedures in place to segregate costs and comply with reporting requirements and
required documentation?
❑ Yes ❑ No
Requested Amount:
Project Name
Does the project meet the eligbility IA. Support Public Health Response/Negative Economis Impact
2 of 6
requirements established by Premium Pay for Essential Workers
Treasury for one of the five B.
categories?Which category? C. Replace Public Sector Revenue Loss for Government Services up to $10 Millon
D. Water,Sewer, and Broadband Infrastructure
E. Administration
How will this project have a positivite impact on the economic growth of the community?
Community Support:
-Has your organization solicited and received public comments on the project?
-Has your organization received letters of support from organizations or indivivals?
-Has your governing board approved this project and has it been included in previos planning documents
(i.e. capital facilities plan, comprehensive plan, EDC CEDS list, ect.)
3 of 6
Project Location
-What part or parts of the county does this project serve?
-Does your project improve or expand services in underserved areas/populations?
-What percent of design is complete?
Project Timeframe
-When will this project start?
-When will this project be completed?
-Can your project be completed within the ARPA timeframe?
Is this a Capital Asset Project for the County?
4of6
Funding
-What is your projects estimated cost?
- If the estimated cost is over$1 millon,what is the justification for this project?
- Has your project received funding from other sources(i.e. other state/federal grants, locally-generated
revenue, ect.)? If so, how much?
- Has your project been vetted against appropriate state/federal regulations and meet those requirements?
-Who are your project partners? Public/private partnerships?What are their contributions?
5of6
Investment
-Why is this a good use of taxpayer dollars?
- Describe how your project will create or retain jobs, increase availability of housing or generate
long-term sustained tax revenue.
-Will your project help stabilize utility rates for your customer base or otherwise improve the services
customers receive?
-Will this project expand opportunity for employees and employers in our community?
6of6
# CRITERIA DESCRIPTION MAX VALUE SCORING DESCRIPTION ASSIGNED VALUE WEIGHT SCORE
Project Category 5 categories of projects that support Essential Projects-this category includes capital projects that have a legal,
different classifications od projects 100 safety,regulartory or other mandated minimun requirement where not 20%
which vary depending on Importance achieving these requirements would lead to legal atlon,fines,penalties or high
risk of Ilablity against the Municipality.
so Priority Projects-this category Includes projects required to maintain critical
1 components In a state of good repair.These projects are not mandatory but
will maintain critical infrastructure at current service levels.
60 Effcency or Cost Savings Projects-These projects have a positive breakeven
over the life of the capital investment due to operational cost savings and will
provide financial benefits In the future.
State of Good Repair/Llfecycle-This category Includes projects that maintain
40 existing capital Infrastructure.These projects are not mandatory but ifthe
projest is not undertaken the current level of service/condition of the capital
asset will decline.
Improvement(non-essenttal)-This category Includes:projects that will increase
20 current service level;new facilities;expansion of exciting facilities or new
Initiatives.
Strategic The project's alignment with 100 Directly aligned with Strategic Plan and/or a Master Plan.
Alignment strategic goals as set out Inca
30%
department Master or Strategic 50 Indirectly linked to Strategic Plan and/or a Master Plan.
2
Plan
0 No alignment witth any strategic goals.
Operating Incremental Increase/decrease on Significant decrease Inoperating cost(<$50,000)
Budget impact operating budget as a result of the 100
project
SO Moderate decrease In operating costs(between$20,000 and$50,000)
3 25 Marginal decrease in operating costs(between$5,00 and$20,000) 10%
0 Uttle or no Impact on operating costs(+/-$5,000)
Marginal increase in operating costs(between$5,00 and$20,00)
-25
-50 Moderate increase In operating costs(between$20,000 and$50,000)
ADD Slgnifcant Increase in operating costs(>$50,000)
Consolidation of The project combines functions and 100 Combines 3 or more functions/services
Services services creating space effciency and
4 reduces staffing demands 50 Combines 2 or more functions/services 5%
0 No consolidation offuncctions/services
Risk Assessment The extent to which the project will 100 Significant Impact
address/mitigate risk to public
health and/or occupational health
and safety 50 Moderate Impact 15%
5
Low Impact
10
0 No Impact
100 Financed entirely from external sources and
Financing must proceed immediately to leverage funds
90 Financed entirely from external sources
75
75%-99%of project financing is from 15%
external sources
6
50 50%-74%of project financing is from
external sources
25 25%-49%of the project financing is from
10 Less that 25%of project financing is from
0 Financing entirely from debt,tax levy or
tax levy funded reserves
Cost/Benefit Project will generate cost savings 100 Able to measure a positive ROI with a payback 7
(Payback) and/or revenue enchancements that period of less that 7 years
will provide a positive return on
10%
investment
50 Able to measure a positive ROI with a payback
period of greater than 7 years
0 ROI difficult to measuer
Service Levels
Impact on the service levels to the 100 Addresses a current service level deficiency so
g public as a result of the project level of service standard Is achieved
SO%
50 Increases level of service
0 Has no impact on service level
Impact on businesses and 100 Generates a significant economic benefit to the
Community and economy in terms of revenue local economy
Economic Impact generation(job creation,
9 assessment growth,tourism ect) 50 Generates a moderate economic benefit to the 5%
local economy
10 Limited,minimal or no economic benefitforthe
economy
TOiALSCORE:
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Kelly Frazier
DEPARTMENT: Facilities EXT: 519
BRIEFING DATE: 4/4/2022
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources
❑ Legal ❑ Other— please explain Audit Committee
ITEM: Request approval to declare TK Elevator Corporation (TKE) as sole source to replace
the elevator doors in the jail elevator
EXECUTIVE SUMMARY:
The jail elevator doors are the original doors (1985). The jail elevator door going to the
court room is wore out and cannot be fixed due to no parts available. The door going to the
jail is showing the same issues but functioning at this point. It is recommended to replace
both doors.
TKE provided a repair work order for $61,218.30 to replace both doors.
TKE is a sole source as this is a TKE elevator
BUDGET IMPACT: $61,218.30 and is eligible for REE-F 1
PUBLIC OUTREACH: N/A
RECOMMENDED OR REQUESTED ACTION:
Place the sole source resolution on the April 12 agenda and authorize the County
Administrator to sign any necessary repair work order/paperwork.
ATTACHMENTS:
TKE repair work order
TKE email
Mason County sole source justification form
Resolution
Briefing Summary 3/30/2022
RESOLUTION NO.
A RESOLUTION authorizing the Mason County Facilities to enter into a Sole Source Purchase
Agreement for Elevator Doors for the Mason County Jail.
WHEREAS, for the safe transfer of inmates from the Mason County Jail to the 211 floor of the
Courthouse, it is critical to use the elevator;
WHEREAS, research indicates TK Elevator Corporation (TKE) is the only company that works on
and replaces parts on a TKE elevator and will provide all the necessary functions for the
Elevator;
WHEREAS, Mason County Code Chapter 2.21.030 allows sole source purchases with approval of
the Mason County Commissioners;
NOW, THEREFORE BE IT RESOLVED by the Board of Mason County Commissioners to authorize
the Mason County Facilities Office to purchase new jail elevator doors from TK Elevator
Corporation as a Sole Source.
Adopted this 12th of April, 2022.
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
ATTEST:
Kevin Shutty, Chair
McKenzie Smith, Clerk of the Board
APPROVED AS TO FORM: Randy Neatherlin, Commissioner
Tim Whitehead, Chief DPA Sharon Trask, Commissioner
J:\RESOLUTIONS&ORDINANCES\RESOLUTIONS-ORDINANCES Word Files\2022\Jail Sole Source.DOCX
Kelly Frazier
From: Youngquist,Jeffrey <jeffrey.youngquist@tkelevator.com>
Sent: Tuesday, March 15, 2022 11:33 AM
To: Kelly Frazier
Subject: Mason County Jail Door Operator Proposals
Attachments: Mason County Jail Door Operator (Front and Rear) Proposal.pdf, Mason County Jail
Door Operator (Rear Only) Proposal.pdf
Caution: External Email Warning! This email has originated from outside of the Mason County
Network. Do not click links or open attachments unless you recognize the sender, are expecting the email,..
and know the content is safe. If a link sends you to a website where you are asked to validate using your
Account and Password, DO NOT DO SO! Instead, report the incident.
Hello Kelly,
Thank you for taking my call earlier today. I have attached the two proposals, one for the front and rear door operators
and one for the rear.The door operators are out of date and the door boards themselves are obsolete, so replacing
them will not only cut down the issues and calls that are made, but it will eliminate the possibility of an obsolete part
breaking in the future and you having an extended period of the elevator being down. If you have any questions or
concerns, please let me know.Thank you.
Regards,
ii Youngquist
Account Manager, ET-AMS-FLD
P+1 253-566-1751,M+1 253-241-5764,F+1 866-774-1991 ieffrey.voungquist(a�tkelevator.com
TK Elevator Corporation 17006 27th Street West,Suite A I University Place,WA 98466 1 USA I www.tkelevator.com/us
Facebook I Instaoram I Linkedln I Twitter I YouTube
Safety for life—own,care,be brave
1
Repair Work Order 1
March 14,2022
MASON COUNTY JAIL
Purchaser: Mason County Facilities Location: MASON COUNTY JAIL
Parks Et Trails
Address: 411 N 5th St Address: 411 N 5th St
Shelton,WA 98584-3466 Shelton,WA 98584-3466
Purchaser authorizes TK Elevator Corporation(referred to as 7K Elevator" hereafter)to perform the following work on
-.the equipment and at the location described above,in exchange for the sum of Fifty Six Thousand Two Hundred Sixty
Six Dollars and Eighty Two Cents($56,266.82)plus any applicable sales tax pursuant to the terms and conditions
contained in this Work Order(the"Work Order").
Summary:
Repair ..
-Elevator Description
ONLY/US126517 Door Operator Package Performance
For further information, please see a detailed Scope of Work on the pages that follow.
Recommended by Service Technician:ALVEY,JEFFREY
A
In the event you have any questions regarding the content of this Work Order please contact me at +1 253 2415764.
We appreciate your consideration.
Regards,
Jeffrey Youngquist
TK Elevator Corporation
7006 27th St W Ste A
University Place WA 98466
jeffrey.youngquist@tkelevator.com 1+1 253 2415764
Notice:
No permits or inspections by others are included in this work, unless otherwise indicated herein. Delivery and
shipping is included.All work is to be performed during regular working days and hours as defined in this Work
Order unless otherwise indicated herein.
2022-2-1230759 1 ACIA-1XZFN48 1 March 14, 2022 1
Repair Work Order 1
Scope of Work
TK Elevator proposed to provide the labor and material to complete the following:
Replace the door operator components for the front and rear doors on the above-mentioned elevator with current
industry standard components.Along with the operators,the drive linkage, rollers, interlocks,and clutch will all be
replaced as well.These replacements will help drastically reduce the issues with the front and rear door operators,
resulting in a smoother and safer ride.We will apply for permit with Department of Labor and Industries and schedule
an inspection upon completion.
Payment Terms
50%of the price set forth in this Work Order will be due and payable as an initial progress payment within 10 days
from TK Elevator's receipt of a fully executed copy of this Work Order.This initial progress payment will be applied to
any applicable project management, permits,engineering, drawings and material procurement. Material will be
ordered once this payment is received and the parties have both executed this Work Order.
The remaining 50%of the price set forth in this Work Order and any fully executed change orders shall be due and
payable at the time TK Elevator commences the work described in the Work Order,TK Elevator's receipt of this final
payment is a condition precedent to TK Elevator's return of the equipment described in this Work Order to the full
operation and use and Purchaser agrees to waive any and all claims to such operation and use until such time as that
payment is made in full.
Purchaser agrees that TK Elevator shall have no obligation to complete any steps necessary to provide Purchaser with
full use and operation of the affected elevator(s)until such time as TK Elevator has been paid 100%both of the price
reflected in this Work Order and for any other work performed by TK Elevator or its subcontractors in furtherance of
this Work Order. Purchaser agrees to waive any and all claims to the turnover and/or use of that equipment until such
time as those amounts are paid in full.TK Elevator reserves the right to assign payments owed to TK Elevator under
this Work Order.
Work order price: $56,266.82
Estimated tax: 8.8000 $4,951.48
Estimated contract price: $61,218.30
Initial progress payment: (50%) $30,609.15
Total due upon completion: (50%) $30,609.15
2022-2-1230759 I ACIA-1XZFN48 1 March 14,2022 2
Repair Work Order 1
Terms and Conditions TK Elevator shall not be liable for any loss,damage or delay caused by
acts of government,labor,troubles,strikes,lockouts,fire,explosions,
TK Elevator does not assume any responsibility for any part of the theft,riot,civil commotion,war,malicious mischief,acts of God,or any
vertical transportation equipment other than the specific components cause beyond its control.TK Elevator Corporation shall automatically
that are described in this Work Order and then only to the extent receive an extension of time commensurate with any delay regarding
TK Elevator has performed the work described above, the work called for in this Work Order.
No work,service,examination or liability on the part of TK Elevator is Should loss of or damage to TK Elevator's material,tools or work occur
intended,implied or included other than the work specifically described at the location that is the subject of this Work Order,Purchaser shall
above.It is agreed that TK Elevator does not assume possession or compensate TK Elevator therefor,unless such loss or damage results
control of any part of the vertical transportation equipment and that solely from TK Elevator's own acts or omissions.
such remains Purchaser's exclusively as the owner,lessor,lessee, If any drawings,illustrations or descriptive matter are furnished with
possessor,or manager thereof. this Work Order,they are approximate and are submitted only to show
Unless otherwise stated herein,TK Elevator's performance of this Work the general style and arrangement of equipment being offered.Work
Order is expressly contingent upon Purchaser securing permission or Order.
priority as required by all applicable governmental agencies and paying
for any and all applicable permits or other similar documents. Purchaser shall bear all cost(s)for any this
n of r o Elevator's
work due to items outside the scope of this Work Order or for any
It is agreed that TK Elevator's personnel shall be given a safe place in inspection arising from the work of other trades requiring the
which to work.TK Elevator reserves the right to discontinue its work in assistance of TK Elevator.
the location above whenever,in its sole opinion,TK Elevator believes Purchaser expressly agrees to waive any and all claims for
that any aspect of the location is in any way unsafe until such time as consequential,special or indirect damages arising out of the
Purchaser has demonstrated,at its sole expense,that it has performance of this Work Order and specifically releases TK Elevator
appropriately remedied the unsafe condition to TK Elevator's from any and all such claims.
satisfaction.Unless otherwise agreed,it is understood that the work
described above will be performed during regular working days and A service charge of 1.5%per month,or the highest legal rate,whichever
hours which are defined as Monday through Friday,8:00 AM to 4:30 is less,shall apply to delinquent accounts.In the event of any default of
PM(except scheduled union holidays).If overtime is mutually agreed any of the payment provisions herein,Purchaser agrees to pay,in
upon,an additional charge at TK Elevator's usual rates for such work addition to any defaulted amount,any attorney fees,court costs and.aii
shall be added to the price of this Work Order. other expenses,fees and costs incurred by TK Elevator in connection
In consideration of TK Elevator performing the work described above with the collection of that defaulted amount.
Purchaser,to the fullest extent permitted by law,expressly agrees to Purchaser agrees that this Work Order shall be construed and enforced
indemnify,defend,save harmless,discharge,release and forever acquit in accordance with the laws of the state where the vertical
TK Elevator,its employees,officers,agents,affiliates,and subsidiaries transportation equipment that is the subject of this Work Order is
from and against any and all claims,demands,suits,and proceedings located and consents to jurisdiction of the courts,both state and
made or brought against TK Elevator,its employees,officers,agents, Federal,of that as to all matters and disputes arising out of this Work
affiliates and subsidiaries for loss,property damage(including damage Order.Purchaser further agrees to waive trial by jury for all such
to the equipment which is the subject matter of this Work Order), matters and disputes.
personal injury or death that are alleged to have been caused by The rights of TK Elevator under this Work Order shall be cumulative
Purchaser or anv others in connection with the presence,use,misuse, and the failure on the part of the TK Elevator to exercise any rights
maintenance,installation,removal,manufacture,design,operation or given hereunder shall not operate to forfeit or waive any of said rights
condition of the vertical transportation equipment that is the subject of and any extension,indulgence or change by TK Elevator in the method,
this Work Order,or the associated areas surrounding such equipment. mode or manner of payment or any of its other rights shall not be
Purchaser's duty to indemnify does not apply to the extent that the construed as a waiver of any of its rights under this Work Order.
loss,property damage(including damage to the equipment which is
the subject matter of this Work Order),personal injury or death is In the event any portion of this Work Order is deemed invalid or
determined to be caused by or resulting from the negligence of unenforceable by a court of law,such finding shall not affect the
TK Elevator and/or its employees.Purchaser recognizes,however,that validity or enforceability of any other portion of this Work Order.
its obligation to defend TK Elevator and its employees,officers,agents, This Work Order shall be considered as having been drafted jointly by
affiliates and subsidiaries under this clause is broader and distinct from Purchaser and TK Elevator and shall not be construed or interpreted
its duty to indemnify and specifically includes payment of all attorney's against either Purchaser or TK Elevator by reason of either Purchaser
fees,court costs,interest and any other expenses of litigation arising or TK Elevator's role in drafting same.
out of such claims or lawsuits. In the event Purchaser's acceptance of the work called for in this Work
Order is in the form.of a purchase order or other kind of document,the
Purchaser expressly agrees to name TK Elevator along with its officers, provisions,terms and conditions of this Work Order shall exclusively
agents,affiliates and subsidiaries as additional insureds in Purchaser's govern the relationship between TK Elevator and Purchaser with
liability and any excess(umbrella)liability insurance policy(ies).Such respect to the work described herein.
insurance must insure TK Elevator,along with its officers,agents,
affiliates and subsidiaries for those claims and/or losses referenced in
the above paragraph,and for claims and/or or losses arising from the
negligence or legal responsibility of TK Elevator and/or its officers,
agents,affiliates and subsidiaries.Such insurance must specify that its
coverage is primary and non-contributory.Purchaser hereby waives the
right of subrogation.
2022-2-1230759 1 ACIA-1XZFN48 1 March 14, 2022 3
Repair Work Order Inca
Acceptance
This Work Order is submitted for acceptance within 30 days from the date executed by TK Elevator.
Purchaser's acceptance of this Work Order will constitute exclusively and entirely the agreement for
the work herein described.All prior representations or agreements regarding this work,whether
written or verbal,will be deemed to be merged herein,and no other changes in or additions to this
Work Order will be recognized unless made in writing and properly executed by both parties. No agent
or employee of TK Elevator shall have the authority to waive or modify any of the terms of this Work
Order without the written approval of an authorized TK Elevator manager.
This Work Order specifically contemplates work outside the scope of any other contract currently in
effect between the parties;any such contract shall be unaffected by this Work Order.
To indicate acceptance of this work order, please sign and return one(1)original of this agreement to
the branch address shown below. Upon receipt of your written authorization and required materials
and/or supplies,we shall implement the work called for in this Work Order.
Mason County Facilities Parks&Trails TK Elevator Corporation Management Approval
B
By: y:
(Signature of Authorized Individual) (Signature of Branch Representative)
Kelly Frazier
Tara Whitford
(Print or Type Name) Branch Manager
(Print or Type Title)
(Date of Acceptance) (Date of Execution)
Please contact to schedule work at the following phone number — - --
2022-2-1230759 1 ACIA-1XZFN48 1 March 14,2022 4
Attn: Kelly Frazier
Mason County Facilities Parks Et Trails
411 N 5th St
Shelton WA,98584-3466 .
Date Terms Reference ID Customer Reference#/PO
March 14, 2022 Immediate ACIA-1XZFN48
Total Contract Price: $56,266.82
Estimated Tax: 8.8000 $4,951.48
Estimated Invoice Amount(Incl.of taxes) $61,218.30
Down Payment: (50%) $30,609.15
For inquiries regarding your contract or services provided by TK Elevator,please contact your
local account manager at+1 253 2415764.To make a payment by phone, please call
678-424-5607 with the reference information provided below.
Current and former service customers can now pay online at:
https•//secure billtrust com/thyssenkruppelevator/ig/one-time-payment
Thank you for choosing TK Elevator.We appreciate your business.
Please detach the below section and provide along with payment.
--------- -- ---- ---- --------- -------- ---- ----- - -------- ------------ -
Customer Name: Mason County Facilities Parks Et Remit To:
Trails
Location Name: MASON COUNTY JAIL TK Elevator
PO Box 3796
Customer Number: 75387 Carol Stream, IL
Quote Number: 2022-2-1230759 60132-3796
Reference ID: ACIA-1XZFN48
Remittance $30,609.15
Amount:
2022-2-1230759 1 ACIA-1XZFN48 1 March 14,2022
Ila
Repair Completion Notice to be signed at job completion
Date: Building Name: MASON COUNTY JAIL
Repair Job#: Street Address: 411 N 5th St
City State,Zip: Shelton,WA 98584-3466
Dear Kelly Frazier,
Thank you for allowing us the opportunity to perform the repairjob listed above.
We have completed the work as outlined in job# and the unit is now up and running.You will receive a final
bill for this work shortly.
:;. We hope your experience was exceptional and look forward to serving you in the future. If you have any questions
about the repair'work or your service agreement, please check one of the boxes under."Follow-Up Request" and
the appropriate person will contact you soon.
Customer Rep�esentative TK Elevator Representative
Customer Name: Kelly Frazier Name: Jeffrey Youngquist
Print or Type Name Print or Type Name
Customer Signature:
Signature: Signature of Authorized Individual
g Signature of Authorized Individual
Title: Facilities Manager Title: Account Manager
Print or Type Title
Print or Type Title
Date: Date:
Date of acceptance
Customer Email: kellyf@co.mason.wa.us
Customer Email
Follow Up Request
If you would like a manager or department representative to contact you, please check one of the following:.
0 Sales Department Service Department
�. Branch Manager Repair Department
Phone Number
Comments:
2022-2-1230759 1 ACIA-1XZFN48 1 March 14,2022
C°N_STATF0
MASON COUNTY
o A oCD SOLE SOURCE JUSTIFICATION FORM
Y OT 2
r Ny O
Y
Date:
1864
Department: FACILITIES Department Contact: Kelly Frazier
Recommended Vendor:TKE
Address: 7006 271h street University place Phone:
Cost Estimate: $61,218.30
Describe the item requested and its function: Replace doors in elevator in Mason County Jail so Inmates
can go from Jail to Court safely
1. Check the reasons for the sole source request:
x Sole Source: No other items are known to exist which performs the same function
x Special Design: Item is of specific design to fit in with an existing installation
❑ Consultant: Providing professional or technical expertise of a unique nature or location availability
x Proprietary: Item is held under exclusive title,trademark or copyright
x Warranty Service:The vendor is the sole provider of goods and services which the County has
established a standard.
❑ Used item:The vendor/distributor is a holder of a used item that would represent good value and is
advantageous to the County(attached information on market price, availability, etc)
3. Is this product available from other sources? ❑ Yes x No
4. What necessary features does the vendor provide which are not available from other vendors?
It is their brand
5. Can your requirements be modified so that competitive products or services may be used?
❑ Yes x No
If yes, please explain modifications and potential costs:
6. How does the recommended vendor's prices or fees compare to the general market?
7. What steps were taken to verify that these features were not available elsewhere?
It is a TKE elevator that uses only TKE parts
❑ Other brands manufactures were examined. Provide a list of phone numbers and names and
explain why these did not meet the requirement:
❑ Other vendors were contacted but did not meet the requirements. Provide a list of companies and
phone numbers and why they did not meet the requirements:
❑ Other, please explain:
My department's recommendation for sole source is based upon an objective review of the
product/service required and appears to be in the best interest of the County. I know of no conflict of
interest on my part or personal involvement in any way with this request. No gratuities,favors or
compromising action have taken place. Neither has my personal familiarity with particular brands,types
of equipment, materials or firms been a deciding influence on my request to sole source this purchase
when there are other known suppliers to exist.
Elected Official or Director Signature for Approval: Date:
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: John Taylor
DEPARTMENT: Emergency Management EXT: 806
BRIEFING DATE: April 4, 2022
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing,please provide only new information
ITEM: FY20- Reallocated Emergency Management Performance Grant (EMPG)
EXECUTIVE SUMMARY: (If applicable, please include available options and
potential solutions):
This grant originates from the US Department of Homeland Security to Washington
State Military Department to State EMD then to us at the county level, The EMPG
grant is a yearly reimbursable grant we have been receiving since 2007. The purpose
of EMPG is to assist with the enhancement, sustainment and improvement of state,
local, and tribal emergency management programs. We were notified that there was
leftover EMPG funding that was being reallocated and applications could be submitted
for this competitive funding. Mason County submitted two projects and one of them
was selected.
The project selected was to purchase three (3) Community Emergency Response
Team (CERT) cargo trailers and CERT supplies for CERT response throughout the
county. The trailers will be placed in three main geographical areas of the county (at
fire stations for security) to be utilized for CERT training and emergency/disaster
response.
The CERT program educates volunteers about disaster preparedness for the hazards
that my impact their area and trains them in basic disaster response skills, such as fire
safety, light search and rescue, team organization, and disaster medical operations.
For many years Mason County has been providing CERT training for its citizens and
have several trained groups located throughout the county. As a County with very
limited resources, we rely heavily on these groups to assist us during an emergency or
disaster.
Due to topography and numerous water bodies, the county is very divided, and
communities can easily become isolated islands during winter storms, earthquakes,
landslides and other emergencies/disasters that can interrupt transportation routes. If
this happens then our CERT members may be left without the necessary equipment to
safely and efficiently do their jobs when needed. The pre-staged supplies in these
areas would allow our CERT teams to be self-sufficient and have the necessary
Briefing Summary 3/29/2022
equipment to provide life safety response without delay. Our CERT teams will likely be
the first response, especially within their own community areas, and will be able to
triage and identify where other limited resources (fire, EMS, LE) should respond,
allowing them to prioritize calls.
The amount of the grant is $17,275. There is a 50% match which will come from the
DEM professional services and facility rental budget lines.
BUDGET IMPACTS:
DEM Budget Revenue $17,275 for IFY 2021.
RECOMMENDED OR REQUESTED ACTION•
Approve to move forward with submitting the Work Plan in order to secure a contract
for the CERT Trailers and supplies.
ATTACHMENTS:
Reallocation 20EMPG Local Application (work plan and spend plan).
Briefing Summary 3/29/2022
REALLOCATION 20EMPG LOCAL APPLICATION
EMERGENCY MANAGEMENT ORGANIZATION INFORMATION
Mason county Division Emergency Management(DEM)
e 100..W Public Works Drive ss
. .................. ........I................... ...... ...... ........................................................ .............
Shelton,WA 98584-9714
................................................................................ ..................
a a -if John Taylor
Tfle DEM Manager
11 Jtavlor@rnasoncgqflj)nkajgov
360-427-9670 x806
o, t Tammi Wright
Title,Senior EM Coordinator
I tammiw(cDmasoncountVwa.gqv
360-427-9670 x806
069580751
232-002-101
ep-q SWV0001893-13
rnp bye'r I x.71 I t 91-6001354
Legg
ai A111 ims 35
6,10
.3 e e Y I a John Taylor
lip DEM Manager
Q,
Mark Neary
County Administrator
a mneary@masoncountywa.gov
-OV
ti
(360)427-9670 x530
7 :EmelgeflpN Mari 6.ent,grgahlzat(oris: Mason County Division Emergency Management(DEM)
The purpose of EMPG is to assist with the enhancement,sustainment and improvement of state, local,and tribal emergency management
programs.Activities conducted using EMPG funding should relate directly to the five elements of emergency management:prevention,
protection,response,recovery,and mitigation. Washington State does not require a specific number of activities to receive EMPG funding.
However,there are required capabilities that must be sustained in order to remain eligible for EMPG funding,including but not limited to
the ability to communicate and warn,educate the public,train and exercise,plan,and be NIMS compliant. The Work Plan delineates the
Emergency Management Organization's emergency management program planning and priority focus for this grant cycle(to include EMPG
grant and local funds).
• 4.6 Resource Management,Mutual Aid,and Logistics
,z�NV?l a ,;x r)(rtary Cpf Cgp pi , Long-term Vulnerability Reduction
�� tnt ;`;. S�corid�ry,fo,reC alillj. "Community Resilience
WORK PLANNED WHY THE WORK IS BEING DONE RESULT OF THE WORK
1 Purchase three(3)small cargo trailers(5'x 8')and The CERT program educates volunteers about Having these trailers and supplies(critical
additional Community Emergency Response Team disaster preparedness for the hazards that may infrastructure)in place prior(pre-planning)to a
(CERT)materials/supplies including but not limited impact their area and trains them in basic disaster major emergency or disaster will build a more
to cribbing,first aid supplies,marking tape, response skills,such as fire safety,light search, resilient community.The citizens within the
crowbars,hammers,gloves,helmets and team organization,and disaster medical county will have quicker and easier access to life-
chainsaws.Trailers will be dispersed to three(3) operations.For many years Mason County has saving supplies if they become and isolated
main geographical areas of the county(at been providing CERT training for its citizens and community.This project will also strengthen the
firestations)for local CERT disaster response. we now have several trained groups located communication and coordination with all our
throughout the county.As a county with very CERT,
limited resources,we rely heavily on these group
to assist us during an emergency or disaster.Due
to topography and numerous water bodies,the
county is very divided,and communities can easily
become isolated islands during winter storms,
earthquakes,landslides and other
emergencies/disasters that can interrupt
transportation routes.if this happens then our
CERT members may be left without the necessary
equipment to safely and efficiently do their jobs
when needed.The pre-staged CERT trailers,with
supplies,in these areas would allow our CERT to
be self-sufficient and have the necessary
equipment to provide life safety response without
delay.Our CERT will likely be the first response,
especially within their own communities.They will
be able to effectively triage and identify where
other limited resources(Fire,EMS,LE)would
2
3 - _
4
5
6
7
8
9F
10
S F•` a rrk. i � ..4> r � f 6 Jt'. Ta s� _� a t1 r,:-�
00 as E o Cpce,. !!es i f6 ' i75'-r 1`�?�,..•� 2 :,.� ..<:r.�`' a. �._:i :. .sn .�,>3':�,,_ a:�a.�°'_��.:.<+ � � ,._aL�.�� '�i°
Program
? 'rC RW darl)Wrl h dt ili><y f�aPd GI
WORK PLANNED I WHY THE WORK IS BEING DONE RESULT OF THE WORK
1
2
REALLOCATION LOCAL
SPEND PLAN &TIMELINE
zf xs.. Emergncy`IY)angetpent=:C+rga�lzlon: Mason County Division Emergency Management(DEM)
The Spend Plan Is the detailed budget for your EMPG award and match expenditures. What is entered can be modified as circumstances warrant,but
the entries will inform your grant agreement and matching funds budget.
20EMPG Award $17,275j see calculation below
< not enough allocated,please adjust
s'1 � �x li� a�>t?; M,,CI1 BUt1 2t4A1T�o4�nt^�}zrx
�a r Y_,. ,�,..,<a O1 —111 g..:._,._, ,. .a., $ Ir275 OQ all funds allocated M&4 under allowable S%
EMPG Ind!rect Amount $0.00 '%ofexpenditures 0.00%
NEW.FY20 OVERALL EMBUDGET $267,003.00 Include total local&grantfunds dedicated to emergency management
6.47% %of EM budget that EMPG represents
Item Program
# Position&Name or Item Amount Area/EMF# Solution Area Budget Category Fund Source
1 3 Cargo Trailers(5/x 8') $12,273.00 1 Equipment Equipment EMPG
2 CERT Material/Supplies $4,977.00 1 Equipment Equipment EMPG
3 AlertSense Notification System $16,275.00 1 Organization Goods&Services Match"
4 Facility Rent-Public Works : $1,000.00 1 Organization Goods&Services Match
5
6
7
8
9
10
11
12
13
14
15
16
17
$34,525.00
SPENDING TIMELINE
i
January 1,2022 Grant Agreement start date
September 30,2022 Grant Agreement end date
November 15,2022 Submit final reimbursement request,additional reports,and/or deliverabies.
AWARD i
REALLOCATION 20EMPG • i •
GRANT AGREEMENT BUDGET
Mason county Division Emergency Management
Below is the consolidated data from the Spend Plan tab that will be inserted in your grant agreement.
This is for reference only.
20EMPG GRANT AWARD AMOUNT 1 $ 17,250.00 please review Blue Spend Pla
SOLUTION
AREA CATEGORY Federal Award Amount Match Amount
Salaries& Benefits $ - $
Z Overtime/Backfill $ - $ _
2 Consultants/Contractors $ - $ -
QGoods&Services $ - $ -
a Travel/Per Diem $ - $
Subtotal $ - $ -
z Salaries&Benefits $ - $
0 Overtime/Backfill $ - $ -
2 Consultants/Contractors $ - $
Q Goods&Services $ - $ 17,275
a Travel/Per Diem $ - $ -
0 Subtotal $ - $ 17,275
Salaries&Benefits $
H Overtime/Backfill $ - $ -
0 Consultants/Contractors $ - $Cr
-
x Goods&Services $ - $ -
W Travel/Per Diem $ - $
Subtotal $ - $ -
Salaries&Benefits $ - $ -
(D Overtime/Backfill $ - $ -
Z
Consultants/Contractors $ - $
Goods&Services $ - $ -
F' Travel/Per Diem $ - $ -
Subtotal $
Equipment $ 17,250 $ -
u�, Subtotal $ 17,250 $ -
Salaries&Benefits $ - $ -
Overtime/Backfill $ - $
Consultants/Contractors $ - $ -
Goods&Services $ - $ -
Travel/Per Diem $ - $ -
Subtotal $ - $ -
_ _ _ Indirect - -
... ................ .•--•-..................--•-•............--•--•......•-_.... ..........--------
Indirect Cost Rate Agreement on file XX910 for Time Period of XXXX
TOTAL Grant Agreement AMOUNT: $ 17,250 $ 17,275
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Mark Neary
DEPARTMENT: Administrator EXT: 747
BRIEFING DATE: April 4, 2022
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
ITEM: Authorization to issue Request for Proposals (RFP) for labor/employment
services.
EXECUTIVE SUMMARY:
Labor and employment services, including negotiating the labor contracts, has been
provided by the Human Resources Director, which is being vacated. Mason County has
14 collective bargaining agreements and the request is to contract for these services
until this position is filled. Mason County is soliciting applicants for the Human
Resources Director position and it could be several months before the position is filled.
BUDGET IMPACTS: professional services contract is not budgeted
RECOMMENDED OR REQUESTED ACTION: Place the RFP on the April 12 Action
Agenda.
ATTACHMENT: RFP
Briefmg Summary 3/31/2022
MASON COUNTY
REQUEST FOR PROPOSALS
Labor/Employment Services
Issued by Mason County Administrator
411 N. 5th St
Shelton,WA 98584
RFP INFORMATION
Contact: Mark Neary, County Administrator
Email Addresses: MNeary@masoncountywa.gov
Phone: 360-427-9670 ext. 530 360-490-6082
Submittal Deadline: April 29, 2022@ 4:00 PM (PST)
PLEASE SUBMIT ALL CORRESPONDENCE AND PROPOSALS
VIA E-MAIL DIRECTLY TO THE CONTACT LISTED ABOVE
Page 1 of 14
J:\Requests for Proposals or Qua lifications\Labor.Employment Services.docx
Mason County
Request for Proposals (RFP)
Labor/Employment Services
Mason County is soliciting proposals for Labor/Employment Services from qualified
consultants/firms/individuals beginning on or before June 1, 2022.The County anticipates awarding
one 12-month contract.
BACKGROUND
Mason County has approximately 67,000 residents and covers 1,051 square miles. The City of Shelton
is the only incorporated city within Mason County. The County is governed by a three-member Board
of County Commissioners and a newly appointed County Administrator. Mason County has fourteen
collective bargaining contracts.
Labor and employment services, including negotiating the labor contracts, has been provided by the
Human Resources Director,which is currently vacant. Legal services are provided by the Mason County
Prosecuting Attorney and the WA Counties Risk Pool.
SCOPE OF SERVICES
DUTIES AND EXPECTATIONS: Provide a broad range of labor and employment assistance to Mason
County with a focus in state of Washington public sector labor law. Labor/Employment Consultant will
provide opinions, consultation and coordination with staff, legal counsel and the Board of County
Commissioners. Labor/Employment Consultant will provide verbal and written advice and
interpretation of labor and employment law as it applies to Mason County. Such information may
involve federal laws as well as state and local statutes and ordinances. Mason County reserves the right
to use alternate counsel on a specific case basis.
Typical Duties(not exhaustive):
• Provides labor and employment advice, consultation and recommendations; serve as a
"hotline"for ad hoc employment matters.
• Provides routine communication to the County's bargaining agents, as needed,to
anticipate/resolve issues that arise.
• Develops collective bargaining strategy in collaboration with County staff/Commissioners.
• Acts as Chief Negotiator in collective bargaining sessions.
• Leads or co-leads management teams in collective bargaining sessions.
• Draft and reviews employee and/or labor policies and contracts.
• Represents the County in grievance, mediation, arbitration hearings and/or other employment
hearings.
• Prepares staff for depositions, subpoenas and hearings.
• Advises County staff regarding the discipline and dismissal of employees.
• Conducts investigations.
Page 2 of 14
J:\Requests for Proposals or Qua lifications\Labor.Employment Services.docx
Excluded Duties:
• Providing any advice or representation to the County on general counsel related matters unless
specifically requested by the Administrator or delegated authority.
• Representing or advising County staff where the interest of the County employee may conflict
with that of the County.
• Providing legal services where the County has insurance coverage that provides for legal services
and the County has tendered the defense to the insurance carrier
Minimum Qualifications:
• The Labor/Employment Consultant must have a history of providing excellent representation to
clients and excellent collective bargaining skills.These qualifications should be described in the
submitted proposal.
• Experience with Washington public sector labor law.
• Experience with Washington State Public Employment Relations Commission (PERC).
• Knowledge of federal and state labor laws.
• Experience with interest-based bargaining.
• Familiar with grievance, mediation, arbitration processes.
• Familiar with investigation processes.
• Professional liability insurance must be maintained for all acts that occur pursuant to the
Contract. A Certificate of Insurance naming Mason County as Additional Insured by
endorsement will be secured and submitted with the completed contract documents for
approval by Mason County prior to commencement of any work under the Contract. Such
insurance may not be canceled, reduced in coverage or limits, or non-renewed except after
thirty (30) days written notice has been given to Mason County. Insurance coverage shall be
with reliable companies authorized to do business in the State of Washington.
Desired Qualifications:
• Experience with the following union groups: Teamsters,AFSCME, IWA
• Experience with classification and compensation
INSTRUCTIONS TO PROPOSERS AND GENERAL PROVISIONS
By submitting a proposal in response to this solicitation, Proposers agree to be bound by all legal
requirements and contract terms and conditions contained in this RFP. Failure to include any of
requested information and properly completed forms and documents may be cause for immediate
rejection of the proposal.
• Proposals will be received by Mason County until the date and time indicated. Mason County
reserves the right to accept or reject any and all submitted proposals, or any item or part
thereof;to waive informalities and minor irregularities in proposals;to decline award
based on available funding for the Contract; and to award in whole or in part to the most
responsive and responsible Proposer,whichever is in the best interest of Mason County.
• All proposals and submissions become the property of Mason County.
• Mason County may obtain clarification of any point in submitted proposals or request
additional information, if necessary, to properly evaluate proposals. Proposers must be
prepared to present necessary evidence of experience, ability, service facilities and financial
standing to satisfactorily meet the requirements set forth or implied in the Proposal. Failure of a
Page 3 of 14
J:\Requests for Proposals or Qua lifications\Labor.Employment Services.docx
Proposer to respond to such a request for additional information or clarification may result in
rejection of that proposal.
• Proposers must be fully insured and licensed to conduct business in the State of Washington.
• Mason County reserves the right to alter the Anticipated Schedule.This includes extending the
Proposal Due Date, by addendum, at any time prior to the announced due date or in the event
only a single proposal or no bids are received.
• Any proposal may be withdrawn, upon written request of the Proposer, at any time prior to the
set Proposal Due Date and time. No proposal may be withdrawn after this date and time unless
the award is delayed for a period exceeding sixty(60)days.
• Except as otherwise provided for herein, proposals that are incomplete or that are conditioned
in any way or contain erasures, alterations, or items not called for in the Proposal or that are not
in conformance with the law, may be rejected as non-responsive.
• Mason County reserves the right to make award within sixty(60) calendar days from the date of
Proposal closing. Should award, in whole or part, be delayed beyond the period of sixty (60)
days, such award shall be conditioned upon Proposer's acceptance.
• Submitted proposals shall be conclusive evidence to Mason County that the Proposer
has thoroughly examined and understands all requirements of the Proposal and the work to
complete the Contract. No claim for additional compensation shall be allowed that is
based upon a lack of knowledge of any proposal document.
Communications with Mason County:
• Proposers who seek to obtain information, clarification, or interpretations from contacts other
than the Mason County Administrator are advised that such material is used at the Proposer's
own risk, and Mason County shall not be bound by any such representations and such action
may result in rejection of the Proposal.
Proposal Contents:
• Proposals must be received on Exhibit A attached herein, including required forms and
additional information attached as desired. (Please be sure to reference the part or subpart to
which you are referring.)
• Proposals must be prepared simply and economically, with emphasis placed on completeness
and clarity of content.A straight-forward, concise description of your firm's capabilities to
satisfy the requirements of the request should specifically address the Evaluation Criteria listed
within this RFP. Extraneous presentation materials such as elaborate artwork, corporate
brochures, lengthy narratives, etc. are neither necessary nor desired.
• Signed proposals shall be emailed to MNeary@masoncountywa.gov.
• Proposals must be received by the Mason County Administrator's office no later than 4:00 p.m.
PST Friday, April 29, 2022.
• Mason County will not be responsible for any costs incurred by consultants in preparing,
submitting, or presenting their response to this RFP.
Submission Requirements. Proposals must encompass the following sections:
• History of the firm.
• Statement of types and scope of services performed by your firm and how they relate to the
duties and qualifications required of this RFP
Page 4 of 14
J:\Requests for Proposals or Qua lifications\Labor.Employment Services.docx
• Statement of recent labor negotiations (within the last two years) that were represented by
your firm and the outcome.
• A list of references, other than Mason County, knowledgeable of your firm's municipal related
work and/or labor and employment work. Please include telephone numbers and addresses.
• List of personnel,with resume, who would be assigned to the Contract.
• Statement of your COMPLETE fee schedule. Hourly rates would include all overhead, indirect
costs, travel and any other miscellaneous expenses.
• Availability for timely responses to Mason County requests.
• Forms (attached exhibits).
Proposals as Public Records:
• Except to the extent permitted by Washington State public disclosure laws RCW Chapter 42.17,
Mason County will regard submittals as public records, which will be available for public
inspection and/or copying after a contract is awarded with the selected company, regardless of
any markings or notices contained in the submittal documents. Information will not be released
by Mason County prior to contract award in order to protect the integrity of the procurement
process, unless otherwise required by law.
METHOD OF PROCUREMENT
• The contract(s) will be awarded to the Proposer whose proposal will be the most
advantageous to Mason County in terms of the Evaluation Criteria stated below.
• Mason County will consider all the material submitted by the Proposer and other
evidence it may obtain otherwise, to determine whether the Proposer is capable of and has a
history of successfully completing contracts of this type, including but not limited to:
a)That it is skilled and regularly engaged in the general class or type of work called for under the
Contract.
b)That it has the requisite experience and ability, sufficient capital, facilities, and personnel to
enable it to prosecute the work properly and successfully and to complete it within the time
stated in its proposal.
c)That is has performed satisfactorily other contracts of like nature, magnitude and comparable
difficulty and at comparable rates of progress.
• Failure to Execute Contract: Should the awarded Contractor fail to execute a contract within the
terms and conditions herein, Mason County may withdraw the award and contact the next
highest Proposer for award recommendation. Should events give rise to this instance,the
Proposer failing to execute a contract may be removed from Mason County's Bid List for
any future contracting opportunities.
EVALUATION CRITERIA(listed in order of importance)
1. Qualifications, experience, and education in labor/employment specialties of personnel assigned
to work the contract.
2. Qualifications, experience, and reputation of company for satisfactory work judgment, integrity,
and reliability.
3. Knowledge of federal laws, state laws, and local ordinances relating to employment and labor
law.
4. Cost of services.
5. Experience working with clients similar in size and/or structure to Mason County.
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6. Understanding of regional labor conditions within NW Washington and other local county
jurisdictions.
7. Workload and size of company in relation to work required by Mason County.
8. Responsiveness and overall ability to meet Mason County's needs.
9. Demonstrated knowledge of State laws relating to municipal corporations, particularly counties.
Page 6 of 14
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EXHIBIT A
PROPOSAL FORM
PART 1—INSTRUCTIONS
This section, EXHIBIT A, will be your Proposal.
ANSWER EACH PART DIRECTLY ON THIS FORM IN THE SPACES PROVIDED. (Documents may be
attached as needed.) Do not leave an item blank or your proposal may be considered non-
responsive. Mark spaces that do not apply to your firm with the initials N/A (Not Applicable). If
including attachments, please keep responses limited to 200 words or less (approx. one page).
NOTE: Electronic versions of this form must be signed before submittal
PART 2-ADMINISTRATIVE INFORMATION
Business Name, as registered:
Type of Business (sole proprietorship, partnership, corporation, other):
Name &Title of person preparing proposal:
Mailing Address, including Zip Code:
Physical Address, including Zip Code:
Telephone including Area Code:
E-mail Address:
Federal Tax Identification Number:
WA Unified Business Identification (UBI) Number:
WA Industrial Insurance Account Identification Number:
Disadvantaged Business Enterprise (DBE) or MBE Certification Number:
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Exhibit A
PART 3-INSURANCE COMPANY
Minimum Amounts of Insurance:
Contractor shall maintain the following insurance limits:
1. Automobile Liability insurance with a minimum combined single limit for bodily injury
and property damage of$1,000,000 per accident.
2. Commercial General Liability insurance shall be written with limits no less than
$1,000,000 each occurrence, $2,000,000 general aggregate and a $2,000,000 products-
completed operations aggregate limit.
3. Professional Liability insurance shall be written with limits no less than $1,000,000 per
claim and $1,000,000 policy aggregate limit.
Name of
Company:
Name of Insurance Agent:
Telephone, including Area Code:
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EXHIBIT A
PART 4- REFERENCES
By completing this section you give Mason County permission to contact the following
references in regards to prior job performance.
Three references are required. Do not list Mason County as a reference.
Each reference must include:
• Company Name
• Contact Name
• Type and duration of service performed
• Address
• Phone/Fax
• Email
You may list references here or attach as a document and label Exhibit A, Part 4.
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EXHIBIT A
PART 5-QUESTIONNAIRE
5.1 History
Provide a brief historical background of your company. Include the physical location of your
company(s) closest to Shelton, WA.
5.2 Services
List the types of services or specialties performed by your company and describe how well these
services relate to the Scope of Work required of this solicitation. Include experience with other
municipal corporations similar in size or structure to Mason County and how the company
proposes to provide the required labor employment services.
5.3 Qualifications
Describe the ability, capacity, and skills possessed for providing labor employment services.
5.4 Assigned Personnel
Submit resumes for the individual(s) particularly suited for working with Mason County
under this Contract. If your company is a small business or sole proprietorship, you must still
include a brief biographical summary of key staff, even if that consists solely of yourself. Explain
how Mason County will be served by this relationship.
5.5 Response Time
Describe your current work load and how many hours a week you spend on your present work
load. What would a typical response time be for requests from Mason County and how you will
integrate new cases into your existing work load?What, if any, adjustments will be made?
PART 6- FEE SCHEDULE
Proposers must price the term of the Contract with firm, fixed hourly rates.The fee schedule
must include a description of service and items included in the hourly rate.
Please attach your fee schedule document and label as Exhibit A, Part 6.
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EXHIBIT B
AFFIDAVIT CONCERNING NON-COLLUSION, SEGREGATED FACILITIES,AND OTHER ASSURANCES
I/WE CERTIFY:
THAT to the best of my/our knowledge and belief,the Scope of Work and Instructions to
Proposers and General Provisions for Mason County have been examined and read.
THAT the Proposer thoroughly understands:
• The procedure and instructions of this Request for Proposals
• The work embraced under this Contract
• The terms and conditions of the resulting contract
• The criteria upon which our Proposal will be evaluated
• That I/we have the legal authority to commit this agency to a contractual agreement
• That our submitted Proposal will become part of the public record
• That final funding for any project is based upon budget amounts approved by Mason
County.
THAT all foregoing statements are true and correct and include all material information
necessary to identify and explain the operation of(Name of Proposer), as well as the ownership
thereof. Further,the undersigned agrees to provide Mason County complete and accurate
information regarding actual work performed on Mason County projects; the payment thereof
and proposed changes, if any, of the foregoing arrangements; and to permit the audit and
examination of books, records and files of the named Proposer.Any material misrepresentation
will be grounds for terminating any contract that may be awarded and for initiating action under
federal and State laws concerning false statements.The Proposer further agrees to abide by the
conditions and terms set forth in the proposal documents.
THAT in connection with this Proposal the prices and/or cost data have been arrived at
independently without consultation, communication, or agreement for the purpose of
restricting competition and that the proposal herewith submitted is a genuine and not a sham or
collusive proposal, or made in the interest of or on behalf of any person not therein named; and
further states that the said Proposer has not directly or indirectly induced or solicited any
proposer on the above work or supplies to put in a sham proposal, or any other person or
corporation to refrain from proposing; and that said Proposer has not in any manner sought by
collusion to secure to him/herself an advantage over any other proposers
THAT the Proposer or their firm does not and will not maintain nor provide for their employees
any segregated facilities at any of their establishments, and that they do not and will not permit
their employees to perform their services at any location under its control where segregated
facilities are maintained.The Proposer agrees that a breach of this certification will be a
violation of the Equal Opportunity and Civil Rights clause in any contract resulting from
acceptance of this Proposal. As used in this Certification, the term "segregated facilities" means
any waiting rooms, work areas, restrooms and washrooms, restaurants and other eating areas,
parking lots, drinking fountains, recreation or entertainment areas,transportation, and housing
facilities provided for employees that are segregated by explicit directive or are in fact
segregated on the basis of race, color, religion or national origin because of habit, local custom,
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EXHIBIT B
CONTINUED AFFIDAVIT CONCERNING NON-COLLUSION, SEGREGATED FACILITIES,AND OTHER
ASSURANCES
or otherwise. Note:The penalty for making false statements in proposal is described in 18 U.S.C.
1001.
Authorized Signature
Date
Printed Name &Title
Company Name
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EXHIBIT C
AFFIDAVIT CONCERNING CONFLICT OF INTEREST AND ANTI-KICKBACKS
In regards to any to performance of work or the provision of services or materials under a
contract resulting from this Proposal the undersigned, being first duly sworn on oath, states on
behalf of the Proposer:
A. Conflict of Interest
1. That no officer, employee, Board member, agent of Mason County, or family member of same
shall have or acquire any personal interest in this submittal, or have solicited, accepted or
granted a present or future gift, favor, service, or other thing of value from or to any person
involved in this submittal and that no such gratuities were offered or given by the Proposer or
any of its agents, employees or representatives,to any official, member or employee of Mason
County or other governmental agency with a view toward securing a contract or securing
favorable treatment with respect to the awarding or amending, or the making of any
determination with respect to the awarding or performance of the resultant Contract.
2. That the Proposer has thereby covenanted, and by this Affidavit does again covenant and
assure, that it has no direct or indirect pecuniary or proprietary interest, and that it shall not
acquire any such interest, which conflicts in any manner or degree with the services required to
be performed under such a Contract and that it shall not employ any person or agent having
such interest. In the event that the Proposer, as Contractor, or its agents, employees or
representatives hereafter acquires such a conflict of interest, it shall immediately disclose such
interest to Mason County and take immediate action to eliminate the conflict or to withdraw
from said Contract, as Mason County may require.
B. Contingent Fees and Gratuities
1. That no person or selling agency, except bona fide employees or designated agents or
representatives of the Proposer, has been employed or retained to solicit or secure this Contract
with an agreement or understanding that a commission, percentage, brokerage, or contingent
fee would be paid.
2. That no gratuities, in the form of entertainment, gifts or otherwise, were offered or given by the
Contractor or any of its agents, employees or representatives, to any official, member or
employee of Mason County or other governmental agency with a view toward securing this
contract or securing favorable treatment with respect to the awarding or amending, or the
making of any determination with respect to the performance of this contract.
Authorized Signature
Date
Printed Name &Title
Company Name
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EXHIBIT D
CERTIFICATION REGARDING DEBARMENT,SUSPENSION AND OTHER RESPONSIBILITY
MATTERS PRIMARY COVERED TRANSACTIONS
The Proposer, certifies to the best of its knowledge
and belief, that it and its principals:
1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from covered transactions by any federal department or agency;
2. Have not within a three-year period preceding this proposal been convicted of or had a
civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain or performing a public (federal,State or
local)transaction or contract under a public transaction;violation of federal or State
antitrust statutes or commission of embezzlement, theft,forgery, bribery,falsification
or destruction of records, making false statements or receiving stolen property;
3. Are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (federal, State or local) with commission of any of the offenses
enumerated in Paragraph 2 of this certification; and
4. Have not within a three-year period preceding this proposal had one or more public
transactions (federal, State or local)terminated for cause or default.
[If the Proposer is unable to certify to any of the statements in this certification,the Proposer
shall attach an explanation to this certification.]
THE PROPOSER, CERTIFIES OR AFFIRMS THE TRUTHFULNESS AND ACCURACY OF THE CONTENTS
OF THE STATEMENTS SUBMITTED ON OR WITH THIS CERTIFICATION AND UNDERSTANDS THAT
THE PROVISIONS OF 31 USC SECTIONS 3801, ET SEQ.ARE APPLICABLE THERETO.
Authorized Signature
Date
Printed Name &Title
Company Name
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•
•
Mason County Community Services — Briefing
March 21, 2022
Briefing Items
• Request to post and fill Clerical position—Kell Rowen
• Public Hearing for May 10, 2022 at 9:15 a.m. for amendments to administrative
requirements within Title 16 Plats and Subdivisions—Malissa Paulsen
• Public Hearing for May 10, 2022 at 9:15 a.m. for CDBG 2022 Evergreen Estates Water
Project—Malissa Paulsen
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Kell Rowen
DEPARTMENT: Community Development EXT: 286
BRIEFING DATE: 4/4/2022
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ♦ Human Resources
I 1 Legal ❑ Other — please explain
ITEM: Request to post and fill a Clerical position.
EXECUTIVE SUMMARY: (If applicable, please include available options and potential
solutions): The Department of Community Development is losing a member of its team in the Permit
Center effective 4/15/2022.
BUDGET IMPACT: None.
PUBLIC OUTREACH:(Include any legal requirements, direct notice, website, community
meetings, etc.) None
RECOMMENDED OR REQUESTED ACTION: Approval to post for the vacated position of
Clerical.
ATTACHMENTS: Recruitment Request Form.
Briefing Summary 3/30/2022
}
JOB POSTING - RECRUITMENT REQUEST
#1834
Department: Permit Assistance Center Position Title:Clerical
New Position No If so, date approved by CMMRS
Existing Position Yes who formerly held this position Corey Bennett
MUNIS BARS#
**New positions,please attach a copy of the action agenving this position and a completed Job Class Set-Up/Change Form**
Please check off that the followingare attached: Merida Action Sheet Job Class Set-Up/Change Form
Human Resources use: Action Agenda sheet attached Job Class Set-Up/Change Form HR verified
Send new position and job class request information to Financial Services Assigned Job Posting#
Exempt ✓ Non-Exempt ❑✓ Regular FT ❑Regular PT Extra Help ❑Seasonal emporary
Posting requirements for bargaining unit? ✓ Yes o If yes, x Concurrent with external OR: from to
Opening Date: 4/4/2022 Closing Date: Until Filled Min. Salary: Max Salary:
Requested Advertisements and Date(s)of Publication
❑Shelton Journal-Aprox.$15 per week.(Thursday) Date(s): 1) 2)
❑ Kitsap Sun- Average price$160 for 2 Sunday paper ads Date(s): 1) 2)
[ ]The Olympian-Prices vary-Please request a quote from HR.Average price is$600-Online only options available upon request.
Date(s): 1) 2)
❑Tacoma New Tribune Online:Ask HR to get a price quote. []The Shoppers Weekly-$7.50 for 20 words and.10 for each additional word.
❑AWC—JobNet$100.00
❑Sound Publishing Approx.$30 per week.Bainbridge Island Reporter,North Kitsap Herald,Central Kitsap,Port Orchard Independent
❑ Other-specify publication: Dates: 1) 2)
Note: Each Department is responsible for their advertisement payments.
Standard Recruitment Sources -HR posts to all of the follow with no cost to your department.
WorkSource Monster.com Indeed.com Olympic College SPSCC Evergreen State College(CODA)
County Website Squaxin Island HR Skokomish HR All County E-Mail WA State Employment Security Dept.
County Facebook page Governmentjobs.com HR Lobby Pacific Mountain Workforce/Camo2Commerce
Notes:
Requested by: Kell Rowen Date: 4/4/2022
Updated 04.12.2019
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Malissa Paulsen
DEPARTMENT: Community Development EXT: 282
BRIEFING DATE: 04/04/2022
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
INTERNAL REVIEW (please check all that apply):
❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Other — please explain
ITEM: Approval to add request for public notice and hearing for May 10, 2022, regarding
amendments to administrative requirements within Title 16 Plats and Subdivisions, to Action Agenda on
April 12, 2022.
EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions)
The Planning Department has been collaborating to update and improve administrative requirements
within Title 16 Plats and Subdivisions. To move forward in the process of approval, a public hearing will
need to be held. The Planning department is requesting a hearing for May 10, 2022.
Common theme: Removal of the word 'contiguous'from all sections as listed below.
Short subdivisions
16.36.010 Application of regulations.: UGAs are allowed up to nine (9)lots when subdividing.
Clarification of what is meant by 'Land"through reference to Mason County Code.
16.36.024 Procedure — Application content.: We removed the definition of"Land"from the language
and clarified the intention through reference to Mason County Code. We also removed the
requirements for phone number of owner(s) with application material and certification of associated
land ownership.
Large lot subdivisions
16.38.015 Procedure — Application content.: Removed requirement for adjacent land owners, with
the exception of adjacent subdivision names.
Boundary line adjustment
16.40.040 Boundary line adjustment.: Alteration of issuance of certificate, to that of an approval from
the planning department, and language from certificate to approval thereafter. A survey will now be
required as prepared by a registered land surveyor, which will have the legal description and show
Title 16-Briefing Summary 3/29/2022
the proposed boundary changes. We also removed the requirement of a scale drawing since a survey
is now required and would be drawn to scale and cover the affected lots. The proponent will need to
provide a notarized declaration of Boundary Line Adjustment signed by all owners of affected lots.
Added language to ensure compliance with MC Environmental Health (EH)requirements for BLAB.
This was already a requirement, but this section assists in notifying the proponent of the
requirement, and that is necessary, review and payment of fees for EH review.
Responsibility for recordation of BLA is being transferred from the planning department to the
applicant. To assist in timely processing, a one-year expiration of approval will render the approval
invalid if not recorded with the county auditor within that window of time.
16.40.041 Decision criteria.: Added language to clarify criteria in decision determination from the
planning department to consider approval. Requirements were determined by reviewing current
allowances and requirements when reviewed.
Lot combinations
16.40.045 Lot combinations.: Language correction from division to combination. Responsibility for
recordation of lot combinations is being transferred from the planning department to the applicant.
To assist in timely processing, a one-year expiration of approval will render the approval invalid if not
recorded with the county auditor within that window of time.
Removal of explanatory language defining parcel'and/or 'lot'combination.
The Planning Advisory Commission held a public hearing to consider this update on March 21, 2022.
They recommended to forward the updates to the BOCC.
PUBLIC OUTREACH: (Include any legal requirements,direct notice,website,community meetings,etc.)
Public notice requirements per MCC Title 15.07.030 were implemented. The public hearing through the
PAC was March 21, 2021 and was advertised in the journal (03/10/2022) and on the County website
under the Planning Advisory Commission webpage.
Public notice will be implemented per MCC Title 15.07.030 for public notice and hearing regarding
proposed changes.
RECOMMENDED OR REQUESTED ACTION: Approval to add request for public notice and hearing
for May 10, 2022 regarding amendments to administrative requirements within Title 16 Plats and
Subdivisions, to Action Agenda on April 12, 2022.
ATTACHMENTS: None.
Title 16 - Briefing Summary 3/29/2022
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Malissa Paulsen
DEPARTMENT: Community Development EXT: 282
BRIEFING DATE: 04/04/2022
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
INTERNAL REVIEW (please check all that apply):
❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Other— please explain
ITEM: Approval to add request for public notice and hearing for May 10, 2022, regarding application
to the Community Development Block Grant (CDBG) for 2022 for the Evergreen Estates Water Project,
to the Action Agenda on April 12, 2022.
EXECUTIVE SUMMARY: (If applicable,please include available options and potential solutions)
Mason County Community Services, in collaboration with the City of Shelton and the residents of
Evergreen Estates Mobile Home Park, are proposing a water improvement project. This project would
work to connect the mobile home park to the City of Shelton's watermain. To move forward in the
process of approval, a public hearing will need to be held. Community Services is requesting a hearing
for May 10, 2022.
PUBLIC OUTREACH: (Include any legal requirements,direct notice,website,community meetings,etc.)
Public notice requirements per MCC Title 15.07.030 and those of the 2022 CDBG require that public
notice be provided at least two full weeks in advance of the public hearing. The public notice should be
included for publication in the Journal for the weeks of 04/21/2022 and 04/28/2022.
Community Services will also work with the residents located within or around the designated project
area to ensure that they have adequate time and accommodations to voice any concerns or questions
towards the proposed project and grant proposal request.
RECOMMENDED OR REQUESTED ACTION: Approval to add request for public notice and hearing
for May 10, 2022 regarding application to the 2022 CDBG for 2022 for the proposed Evergreen
Estates Water Project, to the Action Agenda on April 12, 2022.
ATTACHMENTS: Public Hearing Handout for 2022 CDBG
Briefing Summary 3/30/2022
Federal Citizen Participation Requirements
For Local Government Applicants to the State CDBG Program
Federal Regulations 24 CFR 570.486 (a)
(a) Citizen participation requirements of a unit of general local government. Each unit of general local
government shall meet the following requirements as required by the state at Sec. 91.115(e) of this
title.
(1) Provide for and encourage citizen participation, particularly by low and moderate income persons
who reside in slum or blighted areas and areas in which CDBG funds are proposed to be used;
(2) Ensure that citizens will be given reasonable and timely access to local meetings, information,
and records relating to the unit of local government's proposed and actual use of CDBG funds;
(3) Furnish citizens information, including but not limited to:
(i) The amount of CDBG funds expected to be made available for the current fiscal year
(including the grant and anticipated program income);
(ii) The range of activities that may be undertaken with the CDBG funds;
(iii) The estimated amount of the CDBG funds proposed to be used for activities that will meet
the national objective of benefit to low and moderate income persons; and
(iv) The proposed CDBG activities likely to result in displacement and the unit of general local
government's anti-displacement and relocation plans required under Sec. 570.488.
(4) Provide technical assistance to groups representative of persons of low and moderate income
that request assistance in developing proposals in accordance with the procedures developed by
the state. Such assistance need not include providing funds to such groups;
(5) Provide for a minimum of two public hearings, each at a different stage of the program, for the
purpose of obtaining citizens' views and responding to proposals and questions. Together the
hearings must cover community development and housing needs, development of proposed
activities and a review of program performance. The public hearings to cover community
development and housing needs must be held before submission of an application to the state.
There must be reasonable notice of the hearings and they must be held at times and locations
convenient to potential or actual beneficiaries, with accommodations for the handicapped. Public
hearings shall be conducted in a manner to meet the needs of non-English speaking residents
where a significant number of non-English speaking residents can reasonably be expected to
participate;
(6) Provide citizens with reasonable advance notice of, and opportunity to comment on, proposed
activities in an application to the state and, for grants already made, activities which are proposed
to be added, deleted or substantially changed from the unit of general local government's
application to the state. Substantially changed means changes made in terms of purpose, scope,
location or beneficiaries as defined by criteria established by the state.
(7) Provide citizens the address, phone number, and times for submitting complaints and grievances,
and provide timely written answers to written complaints and grievances, within 15 working days
where practicable.
� % Washington State
V44artment of
Commerce
a
RURAL COMMUNITY GRANTS FOR ACTIVITIES THAT BENEFIT LOW-AND MODERATE-INCOME PERSONS
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
General Purpose Grants - $11 ,500,000 Jon Galow
For planning or construction of public infrastructure,community PROGRAM MANAGER
facilities, affordable housing, and economic development projects. Local Government Division
Competitive. Maximum grant up to $1,000,000 based on project aon.galow@commerce.wa.gov
type. Application materials available in March and due in June. Phone: 509.847.5021
www.commerce.wa.gov/CDBG
Public Services Grants - $1 ,500,000 APPLICANTS:
For 17 counties and community action agencies to fund services forcities/towns
in
lower income persons. Allocated by a formula based on population •
participating
and poverty. Application materials available in February and due in population and '
in a CDBG entitlement urban
April.
county consortium;and counties
with less than 200,000 in
population.
D: -....-
National Objectives Other entiti_• • • non-profits and Indian tribes _
not
Funded by the US Department of Housing & Urban Development, eligible to apply directly
CDBG activities must meet one of these national objectives: CDBG funding,but may be ,
partner in projects• Principally benefits low-and moderate-income (LMI) persons subrecipient
• Aids in the prevention or elimination of slums or blight eligible city/town or county.
• Addresses imminent threat to public health or safety
Funding is contingent on HUD approval of the state CDBG Action COMMUNITY DEVELOPMENT
Plan. BLOCK GRANT(CDBG)
February 2022
MASON COUNTY PUBLIC WORKS—COMMISSIONER BRIEFING
April 4,2022
Briefing Items
• Approval of Resolution for CRP#2037-Sunny Side Road, CRP#2038-Californai Road,
CRP#2039-Kelly Hall Road and CRP#2040- Sunny Slope Road Resurfacing Projects.
Discussion Items
Commissioner Follow-Up Items
Upcoming Calendar/Action Items
• Continuation of Belfair Sewer Extension Hearing—April 5, 2022 @ 6pm.
Attendees:
Commissioners: Public Works: Other Dept. Staff: Public:
Randy Neatherlin _Loretta Swanson
Kevin Shutty _Mike Collins
_Sharon Trask _Richard Dickinson
Other(list below):
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Mike Collins PLS, PE, County Engineer
DEPARTMENT: Public Works EXT: 450
BRIEFING DATE: April 4 2022
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, lease provide only new information
INTERNAL REVIEW (please check all that apply): o Budget/Finance ❑ Human Resources
❑ Legal ❑ Information Technology ❑ Other— please explain
ITEM: Approval of County Road Projects (CRP) converting gravel road to Chip seal
- CRP# 2037 — Sunnyside Road - CRP# Kelly Hall Road
- CRP# 2038 — California Road - CRP# Sunnyslope Road
EXECUTIVE SUMMARY:
Public Work's County Forces will be converting Sunnyside Road (MP 0.55-3.45), California
Road (MP 0.00-1.30), Kelly Hall Road (MP 0.00-1.95) and Sunnyslope Road (MP 0.00-
0.55) from gravel to chip seal. Upgrading and chip sealing our county-maintained gravel
roads reduces maintenance and dust control costs, brings roads up to current standards
and provides a safer and more pleasant road to drive upon.
All four (4) projects are identified on the County Annual Construction Program for 2022.
BUDGET IMPACTS:
CRP 2037, Sunnyside Road
Project Estimated Expenditures: $145,000 — County Road Fund
CRP 2038, California Road
Project Estimated Expenditures: $65,000— County Road Fund
CRP 2039, Kelly Hall Road
Project Estimated Expenditures: $97,500 — County Road Fund
CRP 2040, Sunnyslope Road
Project Estimated Expenditures: $30,000— County Road Fund
RECOMMENDED OR REQUESTED ACTION:
Recommend the Board approve a resolution for CRP# 2037- Sunny Side Road, CRP# 2038
- California Road, CRP# 2039 - Kelly Hall Road and CRP# 2040 - Sunny Slope Road
projects converting gravel road to chip seal.
ATTACHMENTS:
1. Resolution
2. Project location map
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF MASON COUNTY,WASHINGTON.
In the matter of initiating county road projects and assigning CRP numbers.
IT IS HEREBY RESOLVED THAT the roads listed below be improved as shown between the points indicated. RESOLUTION NO.2022-
These projects are hereby declared to be public necessity and the county road engineer is hereby ordered and authorized to report and proceed
as by law provided.(RCW 36.75.050,36.80.030,36.80.070 and/or WAC 136-18-030).
IT IS FURTHER RESOLVED that appropriations from the officially adopted road fund budget and based on the county engineers estimates
are hereby made in the amount and for the purposes shown:
Cost Estimate(Thousand$)
2022 ;
Annual M.P. ; Type of Contract and/or Project
Road Name or Road Log j
CRP No. Const. Bridge No. No. Project Name to Work Local Grant F.ngr R/W County Forces Total
Prog.Item M.P. ;(See Code)
2037 04 Sunnyside Road 42360 Resurfacing Project 0.55-3.45 t C 145 145 50
2038 05 California Road 41100 Resurfacing Project 0.00-1.30 C 65 05
2039 06 Kelly Hall Road 01300 Resurfacing Project 0.00-1.95 C 97.5 97.5 97.5
2040 13 Sunnyslope Road 61950 Resurfacing Project 0.00-0.55 C 30 30 30
337.5 0 0 0 337.5 1 177.5
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12)
(6) TYPE OF WORK CODE
A.Grading and Drainage F.Sidewalks K.Environmental Mitigation (11) The construction is to be accomplished by contract
B. Base&Top Course G.Traffic Facilities L.Fish Passage in accordance with RCW 36.77.020 et.seq.AND/OR
C. B.S.T./SEALS H.Paths,Trails,Bikeways(RCW 47.3 The construction is to be accomplished by county
D.A.C./P.C.C.Pavement I. Bridges forces in accordance with RCW 36.77.065 and WAC 136.18
E.Curbs and Gutters J. Ferry Facilities
ADOPTED this day of .2022 BOARD OF COUNTY COMMISSIONERS
MASON COUNTY,WASHINGTON
ATTEST:
Kevin Shutty,Chair
McKenzie Smith,Clerk of the Board
APPROVE AS TO FORM: Sharon Trask,Vice Chair
Tim Whitehead, Ch.D.P.A Randy Neatherlin,Commissioner
cc: Commissioners
Engineer
JOURNAL: Publ.1t:L/_/22_(Bill Rd Dept.)
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