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HomeMy WebLinkAbout2022/05/23 - Briefing Packet MASON COUNTY COMMISSIONER BRIEFING INFORMATION FOR THE WEEK OF May 23, 2022 In the spirit of public information and inclusion,the attached is a draft of information for Commissioner consideration and discussion at the above briefing. This information is subject to change, additions and/or deletion, and is not all inclusive of what will be presented to the Commissioners. Please see draft briefing agenda for schedule. oN co 1854 Our Commission meetings are live streamed at http://www.masonwebtv.com/and we will accept public comment via email msmithAmasoncountywa.gov;or mail to Commissioners Office,411 North 5',Street, Shelton,WA 98584;or call 360-427-9670 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 May 23,2022 Mondav,May 23,2022 Commission Chambers Times are subject to change,depending on the amount of business presented 9:00 A.M. Support Services—Mark Neary 9:30 A.M. Community Services—Dave Windom 9:35 A.M. Public Works—Loretta Swanson Utilities&Waste Management Commissioner Discussion—as needed Tuesday,May 24,2022 10:00 A.M. Closed Session—RCW 42.30.140(4)Labor Discussion 12:00 P.M. Ribbon Cutting for The Arc of the Peninsulas 1051 SE State Route 3 Ste#F Shelton,WA 98584 Briefing Agendas are subject to change,please contact the Commissioners'office for the most recent version. Last printed 05/19/22 at 7:30 AM If special accommodations are needed,contact the Commissioners'office at Shelton(360)427-9670 ext.419 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Diane Zoren DEPARTMENT: Central Services Mng. EXT: BRIEFING DATE: 5/23/22 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 ❑ Information Technology ❑ Other— please explain ITEM: Review the draft Computer Replacement Policy and Procedures EXECUTIVE SUMMARY: It is necessary to establish a computer replacement policy and procedures to provide a clear outline of how and when computer systems and hardware throughout the County should be replaced to avoid interruptions, maximize efficiency, prepare for financial outlay and maintain records. The Mason County Information Technology Steering Committee reviewed the policy and recommends approval. BUDGET IMPACT: Computer equipment replacements will be anticipated in the budget adoption process. PUBLIC OUTREACH: N/A RECOMMENDED OR REQUESTED ACTION: Place the Computer Replacement Policy and Procedures on the June 7 agenda for adoption. ATTACHMENTS: Resolution and Policy Briefing Summary 5/13/2022 Resolution A Resolution Establishing the Mason County Computer Replacement Policy & Procedures WHEREAS, it is necessary to establish a computer replacement policy and procedures to provide a clear outline of how and when computer systems and hardware throughout the Countyshould be replaced to avoid interruptions,maximize efficiency, prepare for financial outlay and maintain records; WHEREAS, the Mason County Information Technology Steering Committee reviewed the Computer Replacement Policy and Procedures and recommend approval; NOW, THEREFORE BE IT RESOLVED by the County Commissioners to adopt the Mason County Computer Replacement Policy and Procedures—attachment A. Dated this 71h day of June, 2022 BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY, WASHINGTON McKenzie Smith, Clerk of the Board Kevin Shutty, Commissioner APPROVED AS TO FORM: Sharon Trask, Commissioner Tim Whitehead, Randy Neatherlin, Commissioner Chief Deputy Prosecuting Attorney J:\RESOLUTIONS&ORDINANCES\RESOLUTIONS-ORDINANCES Word Files\2022\Computer Replacement Policy.docx Attachment A MASON COUNTY COMPUTER REPLACEMENT POLICY &PROCEDURE POLICY STATEMENT It is the policy of Mason County to provide computer-related equipment to all Mason County Departments/Offices(County)in a cost-effective and efficient manner, subject to available funding. PURPOSE The purpose of this policy is to provide a clear outline of how and when computer systems and hardware throughout the County should be replaced to avoid interruptions,maximize efficiency, prepare for financial outlay and maintain records. SCOPE The scope of this policy applies to all workstations, laptops,peripherals and servers within the County. BACKGROUND The sheer number of devices managed by the Information Technology Department (IT)requires awell- defined and transparent strategy to ensure that all County elected officials, staff, and public are provided the most efficient tools to complete their duties and inquiries. An Information Technology Fund is established to pay for technology costs that are spread across the entire County. Individual department/office technology costs are the responsibility of the department/office. The Budget Manager, in consultation with IT, shall determine the annual internal cost of the Information Technology Fund to Current Expense and Other Funds. DESKTOP AND LAPTOP REPLACEMENT While replacement of computing hardware is an expensive and often labor-intensive process, it is necessary to ensure continuity of the County's business. And while computers of any age can have hardware problems, older computers are significantly more likely to fail, resulting in lost time, increased employee and public dissatisfaction, potentially lost information and cybersecurity issues. The intention of this policy is to provide a clear outline of how and when computer systems throughout the County should be replaced to avoid interruptions. Desktop and laptop computers should be purchased with the intention of providing acceptable performance for no less than three years,with the goal of replacement by the sixth year. RESPONSIBILITY It is the responsibility of IT to administer this policy, under the general direction of the Budget Manager and Mason County Administrator. DEFINITIONS Hardware -Physical computing equipment such as workstations, servers, and the subsystems they contain. Software -Non-physical programs, data suites, or operating systems used by hardware. Equipment -Physical accessories, components, or mechanisms that compliment or supplement hardware. Replacement -The removal of outdated hardware, software, or equipment for a more productive solution. Performance -The efficiency of which the hardware, software, or equipment allows for workplace production. Deployment -Installation of hardware, software, or equipment in the workplace. Maintenance -Manufacturer level support, repair, or replacement of covered item. J:\Policies\Computer Replacement Policy\Computer-Hardware-Replacement-Policy final.docx Page 1 Attachment A PROCEDURE RELATING TO COMPUTER REPLACEMENT POLICY Desktop and Laptop Replacement Desktop and laptop computers should be purchased with the intention of providing acceptable performance for no less than three years,with the goal of replacement by the sixth year. The on-going procedure is that 1/6 of the County's computers will be replaced annually. The Budget Manager will consult with IT on an annual basis to determine which computers are due to be replaced in the following budget year. During the preparation of the annual budget, the Budget.Manager will notify the departments/offices that need to include computer replacement funding in their budget request. All computer hardware and software purchases shall be made through IT, unless directed by IT to make the purchase elsewhere. The cost of all purchases is the responsibility of the requesting department/office. While computer configurations should remain relatively consistent across the County to minimize the time required for deployment and maintenance, IT recognizes that some users need unique applications. Computers should be replaced in the event that they are no longer able to run required software adequately. Systemsthat require replacement earlierthan anticipated need to be evaluated and approved by both the department head/elected official of the user requesting the replacement,IT and Budget Manager. All costs are the responsibility of the requesting department/office. Whether to replace computers with a desktop or laptop computer will be evaluated and approved by both the department head/elected official of the user and IT. Because they are both more expensive and less robust, laptops should only be purchased for users who havejob duties that require their primary workstation to be portable. Server Replacement Servers should be purchased with the intention of providing acceptable performance for no less than five years, with the goal of replacement by the sixth year. To maximize compatibility and longevity, servers should only be purchased from top-tier manufacturers providing full support for the expected lifespan of the hardware, and should not contain consumer-grade components like SATA disks. Because server downtime affects the work of many people at once, resiliency during hardware failure should always be considered. Hot-swappable and redundant components should be purchased whenever possible. Servers should be purchased with at least a five-year hardware warranty andwith response times of at most one business day by the manufacturer or representative. IT will maintain a supply of replacement components, especially for server hardware that is nearing end-of-life. Replacement Strategies Hardware replacement requires different strategies in different areas to minimize inconvenience for end users. Staff will be given adequate notice prior to workstation replacement and IT personnel will attemptto work around individual end userschedules. Server replacement typically requires software migration, which often requires an interruption of service. Migrations should take place outside of normal business hours and,when feasible,on days that minimize impact to end users. The County will annually replace outdated workstations according to the six-year replacement schedule.The replacement schedule may be completed earlier if technology and funding opportunities are available. J:\Policies\Computer Replacement Policy\Computer-Hardware-Replacement-Policy final.docx Page 2 Attachment A Maximizing Workstation Lifespan The County uses a rolling replacement strategy to ensure that computers purchased by the County are utilized to their fullest extent before decommissioning. When new computers are purchased, IT first evaluates the current hardware being used to run resource intensive applications. Any substandard computers being used for such applications are replaced first.While the computers being replaced may no longer be suitable for intensive use, they may be acceptable for normal business and may be redeployed. The remaining new computers andthe reclaimed computers arethen deployed to locations with typical application use, with the oldest computers taking the highest priority for replacement. The computers being replaced may then be redeployed to a location with very conservative usage(e.g.email and Internet access), or may bedisposed of if they are deemed too old to be reliable. Peripherals The usable lifespans of monitors and other peripheral hardware can vary significantly from the usable lifespan of a desktop computer. It is the responsibility of individual departments/offices to purchase keyboards, mice, speakers and other peripheral hardware for their employees. It is advised to confer with IT if unsure of the type of equipment that is needed. Disposal When a workstation or server reaches the end of its usable life, IT decommissions and disposes of the equipment. Exceptions may be made, at the discretion of IT. If a department/office wishes to retain ownership of the obsolete system, they are responsible for the proper disposal and destruction. Priorto disposal,all fixed disks musteither be removed for physical destruction or securely erased using an algorithm approved by IT. An asset disposal form must befilled out by IT and once destroyed, the equipment is removed from IT's inventory. If the equipment was purchased with grant funds, it is the responsibility of the department to provide any required documentation to the granting agency. Reusable components should be reclaimed as needed. All equipment must be recycled or disposed of in accordance with applicable laws. IT should keep a small number of standard workstations,monitors,and standard peripherals on hand for new employees or unexpected needs. J:\Policies\Computer Replacement Policy\Computer-Hardware-Replacement-Policy final.docx Page 3 MASON COUNTY BRIEFING ITEM SUMMARY FORM To: Board of Mason County Commissioners From: Jennifer Beierle Department: Support Services Ext: Briefing Date: 5/23/2022 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 ❑ Information Technology ❑ Other — please explain Item: American Rescue Plan Act (ARPA) of 2021 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. Addendums are required for each of the subrecipient agreements in place to address the updates guidelines for enforcement of Tile VI, Civil Rights Act of 1964. Budget Impact: None Public Outreach: (Include any legal requirements, direct notice, website, community meetings, etc.) NIA Recommended/Requested Action: Review Contract for The Arc of the Peninsulas Review Port of Allyn Water Company's Questionnaire and add to Action Agenda Review Belfair Water District #1 Backup Generators Questionnaire and add to Action Agenda Attachments: Contract for The Arc of the Peninsulas Questionnaires for both Port of Allyn Water Company and Belfair Water District ARPA Spreadsheet AMERICAN RESCUE PLAN ACT of 2021 AGREEMENT Between MASON COUNTY And THE ARC OF THE PENINSULAS This American Rescue Plan Act("ARPA")Recipient Agreement("Agreement")is dated as of the day of , 2022, by and between Mason County, a Washington political subdivision ("County"), and The Arc of the Peninsulas, a Washington state non-profit ("Recipient"). WHEREAS, The U.S. Treasury has allocated to Mason County federal stimulus funding, CFDA Number 21.027,under an amended Title VI of the Social Security Act to add section 602 and 603, Subtitle M, Section 9901 of the Act,referred to in the Act as Coronavirus State and Local Fiscal Recovery Fund("CSLFRF")for the limited purposes identified in the Interim Final Rule between U. S.Treasury and Mason County,identified as the Interim Final Rule("IFR")or 31 CFR Part 35 RIN 1505-AC77 WHEREAS,ARPA authorizes the County to offer funding from receipted ARPA funds for certain costs for projects in response to the COVID-19 public health emergency during the period of March 3,2021,obligated by December 31,2024 and expended by December 31,2026,which may include expenditures incurred to respond directly to. the emergency as well as expenditures incurred to respond to second-order effects of the emergency, such as providing economic support to those suffering from employment or business interruptions due to COVID-19, related business closures, investments to improve water, sewer and broadband infrastructure and support public health response. WHEREAS, all requests submitted by the County to the State for reimbursement must be for expenses that are 1) connected to the COVID-19 emergency; 2)necessary expenses, 3)not filling a short fall in government revenues, 4) not funded thru another budget line item, allotment or allocation, as of March 27, 2020, and 5) would not exist without COVID-19 or would be for a substantially different purpose as provided in the IFR and Program Guidelines (collectively "Reimbursements"). WHEREAS, the County desires to allocate portions of the ARPA Funds to The Arc of the Peninsulas to administer a program for the intellectual and developmental disabled who would be otherwise alienated resulting from the COVID-19 emergency.This is identified in the"Attachment A Scope of Work"to avoid further endangerment of the health and well-being of such impacted individuals,with such allocation of funds to be consistent with the Reimbursement requirements. WHEREAS,the County and Recipient desire to enter into this Agreement so that the County may grant ARPA Funds for appropriate and qualifying funds reimbursed to the Recipient by the County for provisions of education and training for the intellectual and developmental disabled individuals of Mason County. 1 NOW, THEREFORE, in consideration of the foregoing recitals which are incorporated herein by reference, and the terms and conditions set forth below,the parties agree as follows: 1. Effective Date and Term. This Agreement shall commence when last executed by all parties and remain in effect until July 31,2024,unless terminated by the County in writing. 2. Recipient's Use of ARPA Funds.The Recipient shall ensure that the ARPA Funds requests are necessary and eligible Reimbursements under one of the following cost categories: a) Response to mitigate the public health emergency with respect to the COVID-19 emergency or its negative impacts, b) Provide Government services to the extent of the reduction in revenue, c)respond to workers performing essential work, d)make necessary investments in water, sewer or broadband infrastructure. 3. Ineligible Costs. Non-allowable costs include, without limitation, the following: a) expenses for the state share of Medicaid; b) damages covered by insurance; c) payroll or benefits expenses for employees whose work duties are not substantially dedicated to mitigating or responding to the COVID-19 public health emergency;d)expenses that have been or will be reimbursed under any federal program, such as the reimbursement by the federal government pursuant to the ARPA Act of contributions by states to state unemployment funds; e) reimbursement to donors for donated items or services; f) workforce bonuses other than hazard pay or overtime; g) severance pay; and h) legal settlements. 4, COVID-19 Reimbursement Request Support. To facilitate the County's seeking reimbursement of ARPA funding under the IFR, the Recipient will submit an A-19 equivalent report to the County, on or before June 30, 2024, detailing the expended funds for office space, wages, utilities and education materials. Such schedule may be modified with the prior approval of the County.Failure to provide any of the required documentation may result in termination of the Agreement and no Reimbursement of funds paid to the Recipient by the County. 5. ARPA Funds. The County agrees to Reimburse the Recipient a total sum not to exceed $35,000 by July 31, 2024 provided that the COVID-19 Reimbursement request support is received as stated in Section 4 of this Agreement. The County will not provide the funds up front to the Recipient upon Execution of this Agreement. 6. Termination.The County may terminate this Agreement,for convenience or otherwise and for no consideration or damages,upon prior notice to the Recipient. 7. Independent Contractor. Each party under the Agreement shall be for all purposes an independent Contractor.Nothing contained herein will be deemed to create an association, a partnership, a joint venture, or a relationship of principal and agent, or employer and employee between the parties. The Recipient shall not be, or be deemed to be, or act or purport to act, as an employee, agent, or representative of the County for any purpose. 2 8. Indemnification. The Recipient agrees to defend, indemnify and hold the County, its officers, officials,employees, agents and volunteers harmless from and against any and all claims, injuries, damages, losses or expenses including without limitation personal injury, bodily injury, sickness, disease, or death, or damage to or destruction of property, which are alleged or proven to be caused in whole or in part by an act or omission of the Recipient, its officers, directors, employees, and/or agents relating to the Recipients' performance or failure to perform under this Agreement. The section shall survive the expiration or termination of this Agreement. 9. Compliance with Laws, Guidelines.The Recipient shall comply with all federal,state,and local laws and all requirements(including certifications and audits)of the IFR and Program Guidelines,to the extent applicable,when seeking Reimbursement. 10. Maintenance and Audit of Records. The Recipient shall maintain records, books, documents, and other materials relevant to its performance under this Agreement. These records shall be subject to inspection, review and audit by the County or its designee, the Washington State Auditor's Office and as required by the IFR and Program Guidelines for five(5)years following termination of this Agreement.If it is determined during the course of the audit that the Recipient was reimbursed for unallowable costs under this Agreement or any, the Recipient agrees to promptly reimburse the County for such payments upon request. 11. Notices. Any notice desired or required to be given hereunder shall be in writing, and shall be deemed received three(3) days after deposit with the U.S. Postal Service, postage fully prepaid, certified mail, return receipt requested, and addressed to the party to which it is intended at its last known address, or to such other person or address as either party shall designate to the other from time to time in writing forwarded in like manner: Recipient The Arc of the Peninsulas 3243 Perry AVE Bremerton, WA 98337 Mason County Attn: Jennifer Beierle 411 N Fifth St Shelton, WA 98584 12. Improper Influence. Each party warrants that it did not and will not employ, retain, or contract with any person or entity on a contingent compensation basis for the purpose of seeking,obtaining,maintaining, or extending this Agreement.Each party agrees,warrants, and represents that no gratuity whatsoever has been or will be offered or conferred with a view towards obtaining,maintaining, or extending this Agreement. 13. Conflict of Interest. The elected and appointed officials and employees of the parties shall not have any personal interest,direct or indirect, which gives rise to a conflict of interest. 3 14. Time. Time is of the essence in this Agreement. 15. Survival. The provisions of this Agreement that by their sense and purpose should survive expiration or termination of the Agreement shall so survive. Those provisions include without limitation Indemnification and Maintenance and Audit of Records. 16. Amendment. No amendment or modification to the Agreement will be effective without the prior written consent of the authorized representatives of the parties. 17. Governing Law;Venue. The Agreement will be governed in all respects by the laws of the Washington State,both as to interpretation and performance,without regard to conflicts of law or choice of law provisions. Any action arising out of or in connection with the Agreement may be instituted and maintained only in a court of competent jurisdiction in Mason County, Washington or as provided by RCW 36.01.050. 17. Non-Waiver. No failure on the part of the County to exercise, and no delay in exercising, any right hereunder shall operate as a wavier thereof;nor shall any single or partial exercise by the County of any right hereunder preclude any other or further exercise thereof or the exercise of any other right.The remedies herein provided are cumulative and not exclusive of any remedy available to the County at law or in equity. 18. Binding Effect. This Agreement shall be binding upon and inure to the benefit of the parties hereto and their respective successors. 19. Assignment. The Recipient shall not assign or transfer any of its interests in obligations under this Agreement without the prior written consent of the County. 20. Entire Agreement. This Agreement constitutes the entire agreement between the County and the Recipient for the use of funds received under this Agreement and it supersedes all prior or contemporaneous communications and proposals, whether electronic, oral, or written between the parties with respect to this Agreement. 21. No Third Party Beneficiaries. Nothing herein shall or be deemed to create or confer any right, action,or benefit in,to,or on the part of any person or entity that is not a party to this Agreement. This provision shall not limit any obligation which either Party has to the Washington State Department of Commerce in connection with the use of ARPA funds, including the obligations to provide access to records and cooperate with audits as provided in this Agreement. 22. Severability. In the event that one or more provisions of this Agreement shall be determined to be invalid by any court of competent jurisdiction or agency having jurisdiction thereof,the remainder of the Agreement shall remain in full force and effect and the invalid provisions shall be deemed deleted. 4 23. Counterparts. This Agreement may be executed in one or more counterparts,any of which shall be deemed an original but all of which together shall constitute one and the same instrument. 24. Authorization. Each party signing below warrants to the other party,that they have the full power and authority to execute this Agreement on behalf of the party for whom they sign. IN WITNESS WHEREOF, this Agreement is executed and shall become effective as of the last date signed below. DATED this day of , 2022. RECIPIENT, The Arc of the Peninsulas By: Print Name: Its: DATED this_day of 52022. BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON Kevin Shutty, Chair Sharon Trask, Commissioner ATTEST: Randy Neatherlin, Commissioner McKenzie Smith, Clerk of the Board AP AS TO FORM: t A 5 ATTACHMENT A SCOPE OF WORK The Board of Commissioners is directing up to $35,000 to The Arc of the Peninsulas who will be responsible for completing the tasks and activities below as well as others detailed throughout this AGREEMENT,using federal ARPA funding. These funds must be fully distributed by The Arc of the Peninsulas by June 30, 2024. The intent of this grant is to provide education and training to the intellectual and developmental disabled residents of Mason County who have been severely adversely impacted by the COVID-19 public health emergency. The Arc of the Peninsulas will be responsible for overseeing the program based upon the eligibility criteria, funding uses and process and deadline for distribution shown below. 1. Program Funding and Award Amount Mason County shall make $35,000 of ARPA funds available to The Arc of the Peninsulas program following receipt of COVID-19 Reimbursement request support as stated in Section 2 of this Agreement. 2. Reporting The Arc of the Peninsulas shall submit a final report on expenditures, and provide an A-19 equivalent report and signed certification detailing funds disbursed for the use of office space, wages,utilities and education materials. The Arc of the Peninsulas shall maintain all documentation regarding the disbursement of grant funds under this program through the contract period and will provide those materials to Mason County electronically for future audit or other use. All funds are to be disbursed by the Recipient no later than June 30, 2024. 6 Organization Name: Port of Allyn Organization EIN: 91-1272021 SAM Unique#:CXUZLV8E3266 Contact Name: Lary Coppola Phone#: 360-275-2430 SAM Expiration Date: Contact E-Mail: Ifc@portofallyn.com Has your organization ever received an award for a federal program? ❑ Yes X No Do you have an accounting system which allows tracking of funds related to ARPA award? X Yes ❑ No Do you have adequate &qualified staff to comply with MOU requirements? X Yes ❑ No Have you had one or more audit findings of program non-compliance in your last single audit? ❑ Yes XNo Have you had one or more audit findings of significant internal control deficiencies in your last single audit? ❑ Yes XNo If you were funded by a Federal program in prior years, has the funding agency ever cited findings or concerns through its monitoring? ❑ Yes X No Within the last year, have you had new or substantially changed system or software for accounting or payroll? ❑ Yes X No Within the last year, have you had restructuring or turnover in key director,fiscal or programmatic management positions? ❑ Yes X No Within the last year, have you lost or been denied any licensure or accreditation? ❑ Yes X No Have you ever had past due property taxes? ❑ Yes X No Do you have adequate systems,staff and procedures in place to segregate costs and comply with reporting requirements and required documentation? X Yes ❑ No Request Amount:$100,000 Project Name Port of Allyn Water Company New Well Does the project meet the eligibility A Support Public Health Response/Negative Economic Impact 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 Million D. Water,Sewer, and Broadband Infrastructure E. Administration How will this project have a positive impact on the economic growth of the community?The Port is the designated water provider for the Allyn UGA not currently served by another provider, and is under a DOE mandate to have this project complete by March 1, 2024.Without this project,the Port's water System will have used up all its liecnsed connections by the 8g"Sj6M$0ppability to service the entire UGA. -Has your organization solicited and received public comments on the project?Yes -Has your organization received letters of support from organizations or individuals?Yes -Has your governing board approved this project and has it been included in previous planning documents (i.e. capital facilities plan, comprehensive plan, EDC CEDS list, ect.) Yes Project Location -What part or parts of the county does this project serve?The Allyn Urban Growth Area -Does your project improve or expand services in underserved areas/populations?Yes -What percent of design is complete? 100 Project Timeframe -When will this project start? Q3 of 2022 -When will this project be completed?Q4 of 2022 or Q1 of 2023 -Can your project be completed with the ARPA timeframe?Yes Is this a Capital Asset Project for the County? Funding -What is your projects estimated cost?$500,000 - If the estimated cost is over$1 million,what is the justification for this project? N/A - Has your project received funding from other sources (i.e. other state/federal grants, locally-generated revenue, ect.)? If so, how much?Yes-$400,000 from the State Capital Budget - Has your project been vetted against appropriate state/federal regulations and meet those requirements? Yes -Who are your project partners? Public/private partnerships?What are their contributions? None 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? Organization Name: Belfair Water District#1 Organization EIN: 91-1272034 SAM Unique#: K5L7KRG8QJE7 Contact Name: Dale Webb Phone#: 360-275-3008 SAM Expiration Date: Feb 23,2023 Contact E-Mail: dwebb.bwd@hcc.net 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? XYes ❑ No Do you have adequate &qualified staff to comply with MOU requirements? X 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 X 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 X No Within the last year, have you had new or substantially changed system or software for accounting or payroll? ❑ Yes X No Wa.. Mo c- -V-ptL 1 II?- rs ,low Within the last year,have you had restructuring or turnover in key direc7or,fiscal or programmatic management positions? ❑ Yes ,1§ No Within the last year,have you lost or been denied any licensure or accreditation? ❑ Yes 11� No Have you ever had past due property taxes? ❑ Yes X No Do you have adequate systems,staff and procedures in place to segregate costs and comply with reporting requirements and required documentation? Yes Q No 3 Request Amount: $300,000.00 See attached CEDS form. Project Name Belfair Water District Backup Emergency Generators Support Public Health Response/Negative Economic Impact Does the project meet the eligibility A. 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 Million D. Water,Sewer, and Broadband Infrastructure E. Administration How will this project have a positive impact on the economic growth of the community? Yes definitely, reliability and dependability of the water system in the area encourages growth and stability. Community Support: -Has your organization solicited and received public comments on the project? Not recently,it is part of our WSP that was approved in 2021 and we are working towards those goals and projects. -Has your organization received letters of support from organizations or individuals? See attached letter from NMFA, their communications antenna on top of our reservoir allows them to have much better coverage county wide. -Has your governing board approved this project and has it been included in previous planning documents (i.e. capital facilities plan,comprehensive plan, EDC CEDS list, ect.) The Board is ready to approve this project as soon as we have funding. It is part of our WSP to increase dependibility and continuity within the system. Project Location -What part or parts of the county does this project serve? This serves the Belfair community and the UGA as well as the area covered by NMFA as mentioned above. -Does your project improve or expand services in underserved areas/populations? Yes, by having the ability to supply water uninterrupted it allows the District to serve a greater area and will in conjunction with other projects over time result in increased connections being granted by the DOH. -What percent of design is complete? 75% Project Timeframe -When will this project start? When we recieve funding. -When will this project be completed? Depending on supply chain but should be done within 1 year of receiving funding. -Can your project be completed with the ARPA tmeframe? YES Is this a Capital Asset Project for the County? NO Funding -What is your projects estimated cost? generator for Admin $ 66,576.60 generatorfor Romance Hill $ 82,861.80 generators for Well 4 Wells $210,561.60 Total est. $360,000.00 -If the estimated cost is over$1 million,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? NO - Has your project been vetted against appropriate state/federal regulations and meet those requirements? YES -Who are your project partners? Public/private partnerships?What are their contributions? NMFA,see attached letter. Investment -Why is this a good use of taxpayer dollars? Investing in Public Water infrastructure to increase the the dependabilty and soundness of the system seems like a very 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. This project will increase the water districts abilty to serve uninterrupted, and the stabilty of the system which will thru time increase the districts allotment of ERUS that the District can serve,which allows more connections, more housing,more retail, more jobs and more dependable tax revenue for the county. -Will your project help stabilize utility rates for your customer base or otherwise improve the services customers receive? YES, more connections spreads the burden over a larger area,and areas that currently are without water during a power outtage will now have water,as well as the ability to continue to produce and maintain supply. -Will this project expand opportunity for employees and employers in our community? YES,as the District grows it will need more employees to maintain and operate the District. And the increase in connections both residential but especially commercial will be a benefit in jobs produced as well as jobs saved by increasing consumer base. IVAIWI " Masmz August 241", 2021 Dale Webb, District Manager Belfair Water District Dear Mr. Webb The North Mason Regional Fire Authority and other Mason County Fire and EMS service agencies have partnered with the Belfair Water District for the Water District to provide space on the district's main water tower for the housing and operation of two public safety radio antenna units. These antenna units provide for public safety emergency radio communications for every Fire and EMS protection agency across Mason County's 1,051 square miles of geographic territory. The ideal siting of these antennas on the water tower allows emergency responders to communicate with one another in the event of an emergency and to communicate with our MACECOM 911 emergency communications center in Shelton. The antenna units at the Belfair Water District site are powered by on-site electrical power provided by Mason County Public Utility District #3. If power to the water tower site is lost, radio communications are transferred to a battery backup for a short duration of time. Any discontinuation of electrical power to the water tower site greatly jeopardizes the emergency radio communions for the entire Mason County public safety radio communication system. This past year alone, the system encountered three separate and extended losses of power at the site, which took down radio communications for a duration of time. A backup power generation system at the site would greatly enhance the operation and reliability of emergency radio communications in Mason County. In the event of a power outage, an automatically transferring power generation system would allow for an uninterrupted supply of power that would continue to power our emergency radio communication system. This would greatly enhance the safety of our emergency responders as well as the public at large. We will do everything in our power to support the acquisition of a backup power system at the Water District's water tower site, as we find it to be critical to our mission of protecting the citizens of Mason County. If we can be of any assistance, please don't hesitate to contact me. Sincerely, Beau Bakken, Fire Chief North Mason Regional Fire Authority Comprehensive Economic Development Strategy(CEDS) Project Submission Form Lead Organization: Belfair Water District#1 Project Contact Person and Dale Webb, General Manager dwebb.bwd(CD-hcc.net Cell/360-801-0119 contact information: Office/360-275-3008 Partnership(s): NMFA Project Tit[e: Backup Emergency Generators Project Location: Well 4 site x2,Office/Well 1 site and Romance Hill site Project Type: ®Utilities ❑Transportation ❑ Public Safety ❑Land Use ❑ Parks&Trails ❑Environmental ❑Healthcare ❑ Economic Development ❑Other Project Connection to local Compliant with Belfair Water District#1 Comprehensive Water System Plan,WA comprehensive and DOH and Mason Co.Capital Facilities Plan,Supported by North Mason Fire Authority strategic plans: #of Jobs created: 5 #of Jobs retained: 1 Project Timeline/Need: Immediate Project total time: August 31,2023 Project Description: To increase the Districts ability to serve water regardless of conditions, especially in the event of emergencies or inclement weather events installing on site backup generators at key places in the system. Well#4,on top of the hill near the 1.2MG reservoir,this site is the primary and largest supply currently for the Districts population. North Mason Fire Maintains a communication site on top of the reservoir,currently when power is lost to the site it is also lost to their communications system. We will also be completing a shared water right well at this site within the next two years and it will also require backup onsite generation. This increases the cost of the original ask. Romance Hill site is a separate pressure system within our system and currently when power is out this area has no water service until power is restored. Shop and Main Office/Well#1 which would run our on site well 1(additional supply)as well as our communications system and our SCADA system. Project Website/Hyperlink: belfairwater.org JA`�. � !,o Me 0 _� 4 �/}. is i� .' ¢ }x.hr M k;:- - ✓ Total cost: 360,000.00 Secured Funding Amount: 25,000.00 Secured funding Source(s): Belfair Water#1 Grant Amount: 300,000 Loan Amount: Click to enter text. Match Amount: 60,000.00 Match Committed: Needed Funding Amount: 300,000.00 Needed Funding Source(s): Mason County Application timeline for 6 months funding: Grant Amount: Click to enter text. Loan Amount: Click to enter text. Match Amount: Click to enter text. Match Committed: Click to enter text. 1 Comprehensive Economic Development Strategy(CEDS) Project Submission Form Project Phase: ❑ Planning ❑ Design ®Construction 2 Mason County ARPA Prioritization List of Projects Review 4/4/2022 Balance Obligated by Remalningof ARPA Category Mason County Project Name District Confirmed Requests BOCCApproved Contract Expended Approved Amt A Support Public Health Response/Negative Economic Impacts PUD 1 Customer Arrearages due to COVI D 2 125,000 125,000 125,000 12,734 112,266 Reallocate from PUD Arrearages to HCC Eldon Fiber Buildout 2 (100,000) (100,000) (100,000) (100,000) HCC Customer Arrearages due to COVID 2 110,000 110,000 110,000 22,445 87,555 Mason County Treasurer Property Tax Reim-individual households All 125,000 125,000 125,000 89,203 35,797 Mason County Treasurer Property Tax Reim-small businesses All 75,000 75,000 75,0D0 24,635 50,365 EDC Small Business Grants All 500,000 500,000 500,000 500,000 - Crossroads Housing for Assistance to Homeless Veterans All 10,000 10,000 10,000 1,148 8,852 Housing Authority of Mason County Rent Arrearages All 2/1o/z2Fr..awnEv 123,545 100,000 1DO,000 The Arc ofthe Peninsulas All ./sR022 uHsnEd.. 35,000 35000 350D0 A Support Public Health Response/Negative Economic Impacts Subtotal 1003,545 980,000 845,000 650165 329,835 8 Premium pay for Essential Workers Signing Bonus for Corrections Deputies-u to$30kapproved All 74266 30000 hH- 30000 B Premium pay for Essential Workers Subtotal 74,266 30 000 30,000 C Replace Public Sector Revenue Loss Up for government services up to$10 Million MCSO Body Cameras All 702,364 702,364 h Ham. 702,364 MCSO Body Camera install All 40,000 40,000 hH.. 25,790 14,211 PUD 3 Belfair Substation 1 1,500,000 1,500,000 1,500,000 Public Records Software GOVOA All 2/15/2022 M.n. 22,700 22,700 h Ho.e 17,783 4,917 DCD Records Archival Image All 2/11/22 W1l 5D0,0D0 Prosecutors Office 2nd floor expansion(Originally 700,000) All 2/12/20U x.1,F 75,000 75,000 h H- 75,000 MCSO 2nd floor expansion All 2/1a/mo HOED-V F 800,000 - Ballot sorter machine B of A Bldg All HOED 2/10/22 1,200,000 - JailElevatorandDoom All s/2/2o22 s.I111 80000 C Replace Public Sector Revenue Loss Subtotal 4920,064 2,340064 745,937 1,594,127 D Water,Sewer,and Broadband Infrastructure PUD 1 Agate Beach Water System Mainline 3 s.-s h2o23 559,000 559,000 559,000 559,000 PUD 1 Vuecrest Storage Upgrade 2 158,284 IS8,284 158,284 111,645 46,639 CEDS Belfair Water New Well for Commercial Core UGA 1 450,000 450,000 450,000 450,000 HCC Colony Surf Fiber Buildout 2 313,556 313,556 313,556 313,556 HCC Eldon Fiber Bulldout 2 501,932 501,932 501,932 501,932 Reallocate from PUD 81 Customer Arrearages to HCC Eldon Fiber Buildout 100,000 100,000 100,000 Mason County IT Infrastructure Backbone/Storage upgrade All 136,261 136,098 hHaae 136,098 PW Rustlewood Water Well&Reservoir Electrical Control System 1 2/17/22 wrn.rdov., 200,000 200,000 h Hane 200,000 PW Beards Cove AC Mainline Replacement 1 2/11/22 -rdore. 100,000 100,000 hH- 100,000 PW Belfair PS#1 Improvement Project 1 2/17/22arH.rdore. 150,000 150,000 hH-. 150,000 PW Belfair PS#3 Improvement Project 1 2/17/22w ,eor.. 180,000 180,000 h 180,000 PW Lakeland Pump Station 1 2/17/22weH.rd Dv.. 42,000 42,D00 hH.... 42,000 City of Shelton-Water line from 101 to Prison 2 2/23/22 EX Yea 1,000,000 Belfair Water Backup Generators 1 2123/22 D.I.come re 197,000 City of Shelton-Sewer line extension from High School to Basin 3 2/23/22 EDcr.. 2,500,000 City of Shelton-Wallace Kneeland Substation 3 2/23/22 E.1. 3,200,000 PUD 3 Rural Broadband Cloquallum Community 2 Hdd.Wd,2/10/2z 500,000 City of Shelton Gateway 3 W,k(01,)2/20/12 250,000 - PW70 Grinder Pumps All 2n3/U2 ,dre 151,273 151,273 - 151,273 Mason County Courts Building 10 All ve.2110/22 750,000 Port Of Allyn Water Company 1 re.4/s/2o22 raartH 100000 D Water Sewer,and Broad band Infrastructure Subtotal 11,539306 3042143 1,982,772 247743 2794400 E Administration Washington State Association of Counties 2022 Dues All 4,000 4,000 4,000 - Tem p Cou nty Staff to address COVID All 250,000 92,078 157 922 14,796 77 282 E Administration Subtotal 254,000 96,078 157 922 18 796 77 282 Grand Total 17,791,181 6,488,285 995,694 1662 641 4,825,644 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 6,224,506 Approved by BOCC during Board Briefings-w/b on upcoming Action Agendas-Included In BOCC Approved Amts 256,273 Completed projects with unexpeneded ARPA funds returned 163 Total ARPA Funds Available for BOCC Approval In 2D21 (259_" MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Jennifer Beierle DEPARTMENT: Support Services EXT: 532 BRIEFING DATE: May 23, 2022 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information INTERNAL REVIEW (please check all that apply): 4 Budget/Finance 4 Human Resources ❑ Legal ❑ Other— please explain ITEM: 2022 Take Home Vehicle assignment approval by Board of County Commissioners for the following individual in the position of Sign Shop Foreman: John Ronald. EXECUTIVE SUMMARY: Take-Home Vehicles are only to be assigned to those meeting the IRS requirements of qualified non-personal use vehicles as identified in Publication 5137, or meet the Emergency Response, Specialized Equipment, or Economic Benefit as defined by IRS and outlined in the Mason County Personnel Policy, Chapter 13, Vehicle Use Policy. PUBLIC OUTREACH:(Include any legal requirements, direct notice,website, community meetings, etc.) N/A RECOMMENDED OR REQUESTED ACTION: Request to place on the June 7, 2022 Consent Agenda consideration of one Take Home Vehicle Assignment for Sign Shop Foreman John Ronald, effective May 16 through December 31, 2022. ATTACHMENTS: Vehicle Take-Home Assignment Authorization Request Form Briefmg Summary 5/12/2022 1 VehideT ake—Home Assignment Authorization Requiest Employee Narne 00vin 12 Q'na Department DilOLic yes Title/Position SI '11- Division Vehicle No&Type 3 County of Residence O Primary Work Station sG Current Odometer Reading ($!21' Iq D Daily Commute Miles • f Mileage outsize of County(if Daily Business Miles o -/00 — .—�(%lj applicable) Number of emergency call-outs in previous years: April 1-Sept.30: Oct.I-March 31: Per P Jason County Personnel Policy adopted April 2017,Resolution 19.17,requests to authorize Take-Home vehicles must meet at least one of the following criteria. ❑ Emergency Response: The employee has the primary responsibility for responding to emergency situations which require Immediate response to protect life or property and the employee is called out at least 12 times per quarter. A"call-out"Is defined as a directive to an employee to report to work site during off duty time. Documentation listing the number and nature of call-outs for the six month period from the prioryear. In addition,there must be an explanation of why alternate transpiration cannot be used and why a Countyvehlcle cannot be picked up from a designated County parking area. Attach all fustificatlon and back-up documentation to this form. Cl Economic Benefit: There is an economic benefit to the County.This means the cost of travel reimbursement would exceed the costs associated with Take-Home vehicle. A calculation of this benefit must be submitted with the Take-Home Vehicle request. The cost of lost productivity cannot be part of the calculation. Attached all fustificatlon and back-up documentation to this form. Special Equipment: The Employee has the primary responsibility for responding to emergency situations which v require immediate response to protect life or property and the employee needs a special vehicle and or carries specialized equipment other than communications equipment in order to perform their work outside of normal working hours. A description of this equipment must be submitted with Take-Home Vehicle requests. Attach all fustlficatlons and back-up documentation to this fern), ❑ Union Contract: Collective bargaining agreement may provide general language for department director to approve Take-Home Vehicle assignment. Provide union Annie,contract number,and attached a copy of relevant contract language. Union Local: 1 Note:A Countyowned Take-Home Vehicle Is a fringe benefit that generates a tax liability,If your request for a Take-Home Vehicle assignment is approved,you are requited to check with payroll to determine your liability. equestor's Signature Dote I have read and and stand the County Policy governing Take-Home vehicles and County Vehicle use. I certify that this request meets the requirements. epartme ector Date I certify that this request meets the requirements of the County Policy and recommended the BOCC approve the request. ❑ Approved ❑ Denied Chair of BOCC Date Please submit this forn)to the Risk Manager by September90th of each year. Cr:(ai'to F.bc n.':rarer in Prrroll T.',0i_T C Lq Speci9l Equipment Justification Documentation Vehicle # 1 255 a) Searchlight b) Flood Lights c) Emergency Strobe Lights d) Service body with permanently mounted side tool boxes with tools to repair critical county road signs e) Above and over cab sign post rack on side of truck of vehicle f) Assorted signs for emergencies (Le stop signs, yeild signs, etc g) CB radio h) Company 2 way Of radio i) Permanent rear bumber mounted vise This vehicle is used for 24 hr callouts. It contains specialized equipment needed to respond and repair critical safety sign infrastructure, emergency road closures, and other emergencies to protect life and limb. Per agreement with Frank Pinter and the BOCC, record keeping not required Briefing Summary 5/19/2022 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: John Taylor DEPARTMENT: Emergency Management EXT: 806 BRIEFING DATE: May 23, 2022 PREVIOUS BRIEFING DATES: April 4, 2022 (If this is a follow-up briefing, please provide only new information) ITEM: FY20- Reallocated Emergency Management Performance Grant (EMPG) #E22- 297 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 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 FY 2021. RECOMMENDED OR REQUESTED ACTION: Approve to have Mark Neary, County Administrator, sign the contract. Contract has been approved as to form by Tim Whitehead. ATTACHMENTS: FY20 EMGP Reallocation contract E22-297 • Mason County Community Services — Briefing May 23, 2022 Briefing Items • Contract between Mason County and The Watershed Company for the 2021-2023 Shoreline Master Program—Marissa Watson MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Marissa Watson DEPARTMENT: Community Development - Planning EXT: 367 BRIEFING DATE: May 23, 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: Place on May 24, 2022 action agenda request for signature of Chair on contract between the County and The Watershed Company authorizing The Watershed Company to assist the County in completing the work outlined in the 2021-2023 SMP Competitive Grant. EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): The Planning Department, after extending the deadline, reviewed and scored two different proposals in response to the distribution of the SMP Competitive Grant— User Guide Project RFP. The Watershed Company scored higher due to their extensive experience and examples on the subject matter. The County and consultant have drafted a contract, with a Scope of Work outlined in Exhibit A. The contract has been reviewed by the County PA and the Planning Department is now requesting the Board of County Commissioners approve the contract by allowing the Chair to sign. BUDGET IMPACT: All work performed on this project is covered under a $50,000 grant the County was awarded by the Washington Department of Ecology. PUBLIC OUTREACH:(Include any legal requirements, direct notice, website, community meetings, etc.) Planning Department and The Watershed Company will be reaching out to the public for input on draft materials and new website; notice will be on the current County website and the department will be performing one workshop with the public to gather input on draft materials. RECOMMENDED OR REQUESTED ACTION: Place on May 24, 2022 action agenda authorization for the chair to sign the contract between Mason County and The Watershed Company. ATTACHMENTS: Professional Services Contract between the County and The Watershed Company. Briefing Summary 5/17/2022 Agreement for Professional Services This Agreement, dated as of , is entered into by and between Mason County ("client")and The Watershed Company, ("consultant"). Section 1. The Services 1.1 Consultant shall perform the services described in the attached Scope of Work (Exhibit A),which is incorporated herein by this reference. 1.2 Except as otherwise specifically provided in this Agreement, consultant shall furnish the following, all as the same may be required to perform the services described in paragraph 1.1 in accordance with this Agreement; personnel, labor and supervision; technical, professional and other services. All such services, property and other items furnished or required to be furnished, together with all other obligations performed or required to be performed, by the consultant under this Agreement are sometime collectively referred to in this Agreement as"Services". 1.3 All provisions of this Agreement are intended to be complementary, and any services required by one and not mentioned in another shall be performed, to the same extent as though required by all. Details of the Services are not necessary to carry out the intent of this Agreement, but that are not expressly required, shall be performed or furnished by consultant as part of the Services, without any increase in the compensation otherwise payable under this Agreement. Section 2. Schedule 2.1 Consultants shall commence, prosecute and complete such Services on a schedule as directed by client. Section 3. Compensation 3.1 As full compensation for satisfaction performance of the Services, Client shall pay Consultant $50,000. This compensation is described in Exhibit B. 3.2 Consultant shall submit each calendar month; invoice for the compensation payable under this Agreement for the Services performed during the preceding period. Each of Consultant's invoices shall set forth a detailed description of Services performed during the applicable month, the number of hours spent performing such Services and any reimbursable costs and expenses incurred in connection with such Services. 3.3 Client shall pay each of consultant's invoices within thirty(30)days. Page 1 of 8 The Watershed Company Agreement for Professional Services Section 4. Performance by Consultant 4.1 Consultant shall not (by contract, operation of law or otherwise) delegate or subcontract performance of any Services to any other person or entity without the prior written consent of Client. Any such delegation or subcontracting without Client's prior written consent shall be voidable at Client's option. 4.2 No delegation of subcontracting of performance of any of the Services, with or without Client's prior written consent, shall relieve Consultant of its responsibility to perform the Services in accordance with this Agreement. Consultant shall be fully responsible for the performance, acts and other omissions of Consultant's employees, Consultant's subcontractors and any other person or furnishes any services (collectively, the "Support"). 4.3 Consultants shall at all times be an independent contractor and not an agent or representative of Client with regard to performance of Services. Consultant shall not represent that it is, or hold itself out as, an agent or representative of Client. In no event shall Consultant be authorized to enter into any agreement or undertaking for or on behalf of Client. 4.4 Consultant shall perform the Services in a timely manner and in accordance with the standards of the profession. At the time of performance, Consultant shall be properly licensed, equipped, organized, and financed to perform the Services in accordance with this Agreement. Subject to compliance with the requirements of this Agreement, Consultant shall perform the Services in accordance with its own methods. 4.5 Consultants shall take all reasonable precautions to protect against any bodily injury (including death)or property damage that may occur in connection with the Services. Section 5. Compliance with Laws 5.1 Consultant shall comply with all applicable laws, ordinances, rules, regulations, orders, licenses, permits, and other requirements, now in effect, of any governmental authority (including, but not limited to, such requirements as may be imposed upon Client and applicable to the Services). Consultant shall furnish such documents as may be required to effect or evidence such compliance. All laws, rules, orders, required to be incorporated in agreement of this character are incorporated in this Agreement by this reference. Section 6.Inspection: Examination of Records 6.1 The services shall, at all times,be subject to inspection by and with the approval of client, but the making of(or failure or delay in making) such inspection or approval shall not relieve Consultant of responsibility for performance of the Services in accordance with Page 2 of 8 The Watershed Company Agreement for Professional Services this Agreement, notwithstanding client's knowledge of defective or noncomplying performance, its substantiality or the ease of its discovery. Consultant shall provide client sufficient, safe, and proper facilities and equipment for such inspection and free access to such facilities. 6.2 Consultant shall promptly furnish client with such information related in Service as may be requested consultant. Section 7. Proprietary and Confidential Information 7.1 Consultant shall not, without the prior written consent of client disclose to third parties any information received in connection with the Services unless: (a) the information is known to Consultant prior to receiving the same directly or indirectly in connection with the Services. (b) the information is in the public domain at the time of disclosure by Consultant; or (c) the information is received by Consultant from a third party who does not have an obligation to keep the same confidence. Section 8. Indemnities and Hold Harmless 8.1 To the fullest extent permitted by law, Consultant 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,reasonable 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 Consultant, its employees, agents or volunteers or Consultant's subconsultants 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 Consultant's or its subconsultants' use of,presence upon or proximity to the property of County for the value of the Contract or$1,000,000,whichever is less. This indemnification obligation of the Provider shall not apply in the limited circumstance where the claim, damage, loss or expense is caused by the sole negligence of County. In the event of the concurrent negligence of Consultant, its subconsultants, employees or agents,and County, its employees or agents,this indemnification obligation of Consultant shall be valid and enforceable only to the extent of the negligence of Consultant, its subconsultants, employees and agents. This indemnification obligation of Consultant 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 Consultant hereby expressly waives any immunity afforded by such acts. The foregoing indemnification obligations Page 3 of 8 The Watershed Company Agreement for Professional Services of Consultant are a material inducement to County to enter into this Contract, are reflected in Consultant's compensation,and have been mutually negotiated by the parties. Section 9. Workers' Compensation and Insurance 9.1 Insurance Requirements: At a minimum, Consultant shall provide insurance that meets or exceeds the requirements detailed in "Exhibit C Insurance Requirements." 9.2 Insurance as a Condition of Payment: Payments due to Consultant under this Contract are expressly conditioned upon the Consultant's strict compliance with all insurance requirements under this Contract. Payment to Consultant shall be suspended in the event of non-compliance. Upon receipt of evidence of full compliance, payments not otherwise subject to withholding or set-off will be released to Consultant. 9.3 Proof of Insurance: A Certificate of Insurance naming County as the Certificate Holder must be provided to County within five(5)days of Contract execution. 9.4 Industrial Insurance Waiver: With respect to the performance of this Contract and as to claims against County, its officers, agents and employees, Consultant 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 Consultant. This waiver is mutually negotiated by the parties to this Contract. 9.5 Consultant Commitments, Warranties and Representations: Any written commitment received from Consultant concerning this Contract shall be binding upon Consultant, unless otherwise specifically provided herein with reference to this paragraph. Failure of Consultant to fulfill such a commitment shall render Consultant 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. Section 10. Chances 10.1 Client may, at any time by written notice thereof to Consultant, make changes in the Services within the general scope of this Agreement (including, but not limited to, additions to or deletions from any Services, suspension of performance and change in Schedule A and location of performance). Page 4 of 8 The Watershed Company Agreement for Professional Services 10.2 If any changes under paragraph 10.1 causes an increase or decrease in cost of the time required for performance of the Services an equitable adjustment in the compensation and schedules under this Agreement shall be made to reflect such increase or decrease, and this Agreement shall be modified in writing accordingly. Such equitable adjustment shall constitute full compensation to Consultant for such change. If any change under paragraph 10.1 results in a decrease in the Services to be performed, Consultant shall not be entitled to anticipated profit on Services not performed and the loss anticipated profit shall not reduce the decrease in compensation under this Agreement resulting from such exchange. Further, Consultant shall not be entitled to any relocation of cost, profit, or overhead. 10.3 Norwithstanding any dispute or delay in arriving at a mutually acceptable equitable adjustment under paragraph 10.2, Consultant shall immediately proceed with performance of the Services as change pursuant to paragraph 10.1. If Consultant intends to assert a claim for equitable adjustment under paragraph 10.2, Consultant must, within sixty (60) days after Consultant's receipt of any notice under paragraph 10.1 that does not set forth an acceptable adjustment, submit to Client a written statement of the basis and nature of the adjustment claimed. Consultant shall not be entitled to any adjustment unless such written statement is submitted by Consultant to Client within the applicable period. Section 11. Termination 11.1 Client may, by written notice thereof to Consultant, terminate this Agreement as to all or any portion of the Services not performed, whether or not Consultant is in breach or default. Upon receipt of any such notice of termination, Consultant shall, except as otherwise directed by client, immediately stop performance of the Services to the extent specified in such notice. Consultant shall have the same termination rights as Client in Section 11. 11.2 In the event of termination pursuant to paragraph 11.1, an equitable adjustment shall be made in the compensation payable to Consultant under this Agreement, provided that such compensation as so adjusted shall in no event exceed a percentage of the total compensation otherwise payable under this Agreement equal to the percentage of the Services satisfactorily completed at the time of termination. Further, Consultant shall not be entitled to any reallocation of cost, profit or overhead. Consultant shall not in any event be entitled to anticipate profit on Services not performed on account of such termination. Consultant shall use its best efforts to minimize the compensation payable under this Agreement in event of such termination. 11.3 If Client purports to terminate or cancel all or any part of this Agreement for Consultant's breach or default when Consultant is not in breach or default which would permit such termination or cancellation, such termination or cancellation shall be deemed to have been terminated by Client pursuant to paragraph 11.1 and the rights of the parties shall be determined accordingly. Page 5 of 8 The Watershed Company Agreement for Professional Services Section 12. Miscellaneous 12.1 Any notice, request, designation, direction, statement or other communication under this Agreement shall be in writing and shall be delivered in person or mailed, properly addressed and stamped with the required postage,to the attention of. The Watershed Company 750 6"' Street South Kirkland, WA 98033 (425) 822-5242 (425) 827-8136 12.2 Consultant shall not(by contract, operation of law or otherwise) assign this Agreement or any right or interest in this Agreement without the prior written consent of Client. For the purposes of the foregoing, any transfer of a controlling interest in Consultant(e.g., by a transfer of Securities or otherwise) shall be deemed an assignment of this Agreement. Any assignment without Client's prior written consent, shall relieve Consultant from its responsibilities to perform the Services in accordance, this Agreement. Subject to the foregoing restriction on assignment by Consultant, this Agreement shall be fully binding upon, and be enforceable by the successors, assigns, and legal representatives of the respective parties to this Agreement. 12.3 The obligation of consultant under Section 6, 7, 8, 11, and 12, and all provisions of this Agreement which may reasonably be interpreted or construed as surviving the completion, termination, or cancellation of this Agreement, shall survive the completion, termination, or cancellation of this Agreement. 12.4 The rights and remedies of the Client or the Consultant set forth in any provision of this Agreement are in addition to and do not in any way limit any other rights or remedies afforded to the Client or the Consultant by any other provision of this Agreement or by law. 12.5 This Agreement sets forth the entire agreement of the parties, and supersedes any and all prior agreements, with respect to the Services. No amendment or modification of any provisions of this Agreement (other than changes pursuant to Section 10) shall be valid unless set forth in a written amendment to this Agreement signed by both parties. 12.6 The invalidity or unenforceability of any provision of this Agreement shall not affect the other provisions hereof, and this Agreement shall be construed in all respects as if such invalid or unenforceable provisions were omitted. The headings of sections of this Agreement are of any weight in the interpretation or construction of the provisions of such sections. Page 6 of 8 The Watershed Company Agreement for Professional Services 12.7 Consultant shall not commence or prosecute any suit, proceeding, or claim to enforce the provisions of this Agreement, to recover damages for breach of or default in this Agreement, or otherwise arising under or by reason of this Agreement, other than in the courts of the State of Washington or the District Court of the United States, Western Division, State of Washington. Consultant hereby irrevocably consents to the jurisdiction of the courts of the State of Washington with venue laid in Clients County and of the District Court of the United States, Western Division, State of Washington. 12.8 This Agreement shall be interpreted, construed, and enforced in all respects in accordance with laws of the State of Washington. Page 7 of 8 The Watershed Company Agreement for Professional Services Mason County: Printed Name: Title: Signature: Dated: The Watershed Company: Printed Name: Dan Nickel Titl . V�\President Signature: Dated: 5/16/2022 Page 8 of 8 THE WATERSHED COMPANY EXHIBIT A SHORELINE MASTER PROGRAM - User Guide SCOPE OF WORK Mason County SMP User Guide 1.1 Project kick-off and on-going coordination.At the start of this project,the Watershed team will "meet"with County staff to identify challenges in shoreline permitting process and corresponding regulatory concepts to focus on for illustrative purposes.The project timeline and deliverable dates will also be addressed. Periodic check-ins with County staff will occur after these subsequent deliverables for further discussion and deliverable refinement. 1.2 Draft SMP User Guide and Shoreline Application forms.Watershed will review staff shoreline permitting considerations,while reviewing shoreline permit application forms.This may include an informational workflow diagram describing the SMP permitting process for applicant assistance and education.Watershed will also provide recommended edits to shoreline application forms to incorporate key SMP and related Resource Ordinance requirements, as well as data points to help the County better track no net loss. 1.3 Develop Draft Interactive Website.The Watershed team will produce an interactive website utilizing the Squarespace website builder platform to provide a visually-engaging resource for applicants and staff. Watershed will also ensure this website is compatible with Web Content Accessibility Guidelines Level AA and Section 508 of the Americans with Disabilities Act of 1990. This site will utilize Watershed illustrations and SMP Appendix B Common Line Mitigation Manual graphics wrapped in an intuitive and user-friendly format. Revised shoreline permit forms will also be built into this platform. Initial comments from the County can be incorporated to facilitate stakeholder discussion described in task 1.4 below. Finally, Watershed will investigate(for up to two hours)Squarespace's capabilities to audit site changes. 1.4 Public Outreach.Watershed will support the County's outreach efforts to Stakeholders, including Tribes, elected officials,agencies, and the public starting with a virtual flier and social media blast notifying the public of the SMP User Guide and Draft interactive website drafts.The County can take this flyer to post on the County Department of Community Services homepage, public notice posting sites and County social media platforms. Watershed will also attend a virtual workshop hosted on Zoom in front of the County Commissioners to garner feedback from the draft SMP user guide and interactive website.The workshop will be scheduled after preliminary review from the County and Ecology on the draft SMP guide are complete. 1.5 Final SMP User Guide,Shoreline Application forms and Interactive Website. Following staff, Stakeholder/public, and Ecology input,the Watershed team will finalize the User Guide and 1 WATERSHED related shoreline application forms within the Squarespace website.The Final SMP User Guide and SMP hosting rights will be transferred to the County. 2 THE WATERSHED COMPANY EXHIBIT B SHORELINE MASTER PROGRAM User Guide BUDGET Mason County Task# Task Total Hours Total Cost SMP User Guide 1.1 Project Kick-off and ongoing coordination 43 $6,070 1.2 Draft SMP User Guide and Shoreline Permit forms 115 $14,620 1.3 Develop interactive website 108 $13,680 1.4 Public Outreach 52 $6,680 1.5 Final SMP User Guide,Shoreline Permit forms and 72 $8,950 Interactive Website Total $50,000 Project Assumptions: 1. The SMP user guide will provide graphic representations of up to 10 shoreline regulatory concepts, as covered within the budget of Task 1.2.Additional regulatory concepts may be added as budget allows. 2. Tasks 1.2 and 1.3 are limited to an initial round of comments by County staff prior to the workshop,followed by one round of comments by the County staff and Ecology. 3. Once transferred, the County will host this Interactive Website on their own County server. 3 THE WATERSHED �...OMPANY Hourly Rates Effective January 2022* Dan Nickel,MSc Environmental Engineer $210 Hugh Mortensen,PWS Senior Ecologist $210 J.Kenny Booth,AICP Senior Planner $210 Al Wald,LHg Senior H dro eolo 'st $190 Amber Mikluscak Cham oux,PLA,GISP Senior Landscape Architect/GIS Manager $180 Greg Johnston,EIT,CFP,MSc Senior Fisheries Biologist $170 Nell Lund,PWS Ecologist $170 Ryan Kahlo,PWS Ecologist $170 Mark Daniel,AICP Associate Planner/GIS Specialist $170 Marina French,PLA Landscape Architect $160 Kim Fra ier Environmental Planner/Arborist $155 Clover Mcln alls,PWS Environmental Planner $150 Peter Heltzel Fisheries Biologist $150 Heather Rogers Planner/Geomo holo 'st $150 Leila Willoughby-Oakes Associate Planner $145 Katy Crandall Ecologist/Arborist $145 Kyle Braun Landscape Architect/Arborist $140 April Mulcahy Ecological Designer/Arborist $135 Roen Hohlfeld Landscape Designer/Ecologist $135 Dawn Spilsbury GIS Analyst/FAA Licensed Drone Pilot $130 Alex Capron Planner/GIS Specialist $130 Sam E.Payne Ecologist $125 Grayson Morris Landscape Designer $120 Amanda Fleischman Landscape Designer $118 Fern Huynh Landscape Designer $117 Nathan Burroughs GIS Analyst/Environmental.Scientist $115 Grace Brennan Ecologist $115 Bri Hines Environmental Planner $115 Devin Melville Environmental Planner $113 Hui Cao Landscape Designer $112 Betsy Mann Marketing Manager $110 Debra Klein Accountant $110 Brooke Taylor Project Administrator $110 Lexi Ochoa Arborist $110 Drew Foster Arborist $110 Angela R.Mele Interpretive Planner $105 Jake Robertson Arborist $105 Sage Presster Ecologist $105 Justin Kay Ecologist $100 Laura Keil Landscape Designer $100 Jesse Rogers Arborist $90 Anna Tono Marketing Coordinator $75 4 CHE WATERSHED COMPANY Acronym Key: CFP=Certified Fisheries Professional as certified by the American Fisheries Society PE=Professional Engineer EIT=Engineer In Training GIS=Geographic Information System PWS=Professional Wetland Scientist as certified by the Society of Wetland Scientists PLA=State of Washington Professional Landscape Architect AICP=American Institute of Certified Planners MSc=Master of Science degree MLA=Master of Landscape Architecture GISP=GIS Professional Direct Costs: Auto Mileage Maximum standard rate allowable by IRS Reproduction: Black&White Printine Rate per Page 8 1/2 x 11 $0.10 Plotting Rate per SF 11 x 17 $0.20 B&W Bond $1.05 12 x 18 $0.30 Color Bond $1.18 B&W Glossy $12.18 Color Glossy $13.76 Color Printine Rate per Page 8 1/2 x 11 $1.00 11 x 17 $2.00 12 x 18 $2.50 Outside Reproduction At cost Electrofishing Equipment Fee $100.00/day Trimble Geo XH-GPS Equipment Fee $190.00/day Panasonic FZ-G I $130.00/day Solomat Water Quality Testing Equipment Fee $50.00/day YSI Salinity pH Meter $50.00/day Reimbursement will be at a rate not to exceed the WA Lodging and per diem State OFM per diem rate for location services are provided. Out-of-State locations will be reimbursed at the current GSA rate for location services are provided. Other Direct Costs At Cost 5 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, 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 CONTRACTOR's, 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 $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. Professional liability (errors & omissions) insurance. CONTRACTOR shall maintain professional liability insurance that covers the services to be performed in connection with this CONTRACT, in the minimum amount of$1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this CONTRACT and Consultant agrees to maintain continuous coverage through a period no less than three years after completion of the services required by this CONTRACT. 5. 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. 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 subcontractors, and anyone else involved in this CONTRACT on behalf of the CONTRACTOR (hereinafter"indemnifying parties") to comply with these provisions. 15 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 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. 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. 16 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 CONTRACT 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 provide prompt notice to COUNTY of any notice of cancellation of any required policy or of any material alteration or non-renewal of any such policy, other than for non-payment of premium. CONTRACTOR shall assure that this provision also applies to any of its employees, agents or subcontractors engaged by or on behalf of CONTRACTOR in relation to this CONTRACT. 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 CONTRACT. 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. D. Contract Specific Requirements: See WCRP Contracts Manual 2nd Edition for additional coverage per activity/services being provided 17 MASON COUNTY PUBLIC WORKS—COMMISSIONER BRIEFING May 23,2022 Briefing Items • Two County road closures for the following culvert replacement projects: 1. CRP 1995 -North Shore Road(Cady Creek) from 7:00am,July 25,2022 to 4:30pm, July 29, 2022 at milepost 6.90 to milepost 7.00. 2. Belfair Tahuya Road from 7:00am, June 13, 2022 to 4:30pm, June 17, 2022 at milepost 6.50 to milepost 7.47. (Requesting Move to May 24, 2022 Commission Meeting) • Rural Arterial Program(RAP)funding for Shelton Valley Road Winter Creek culvert project. • County Road Project#2041 —Mason Lake Road Improvement Project 2 Discussion Items Commissioner Follow-Up Items Upcoming Calendar/Action Items Attendees: Commissioners: Public Works: Other Dept. Staff: Public: _Randy Neatherlin _Loretta Swanson _Kevin Shutty _Mike Collins _Sharon Trask _Richard Dickinson Mark Neary _Other(list below): MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Mike Collins, PLS, PE, Deputy Director/County Engineer DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: May 23, 2022 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, lease provide only new information INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Other— please explain ITEM: County Road Closures - North Shore Road and Belfair Tahuya Road EXECUTIVE SUMMARY: Public Works plans to replace two culverts this summer that will require road closures. Both will involve the removal of the existing culvert and replacing it with a larger culvert that will improve fish passage, reduce maintenance and carry flows under these critical roadways that serve the Tahuya Peninsula. Below is information pertaining to each road closure. 1. Belfair Tahuya Road - Milepost 6.50 to Milepost 7.47 Closure scheduled to begin at 7:00am Monday, June 13, 2022 and reopen at approximately 4:00pm, Friday, June 17. 2022. Detour for local residence and emergency vehicles onto North Shore Road (see attached map) 2. CRP 1995 - North Shore Road (Cady Creek) - Milepost 6.90 to Milepost 7.00 Closure scheduled to begin at 7:00am, Monday, July 25, 2022 and reopen at approximately 4:00pm, Friday, July 29, 2022. Detour for local residence and emergency vehicles onto Belfair Tahuya (see attached map) The intent of these road closures is to protect the safety of County crews and the traveling public. PUBLIC OUTREACH: 1. Notice of closures will be published in the Shelton Journal. 2. Closure information will be posted on County Facebook page, County webpage under "Road Closures, Restrictions and Conditions" 3. Reader boards will alert drivers at least 3-days prior to the start of each closure. 4. Closure information on County Channel 3 television 5. Notices will be posted in a conspicuous place at each end of the portions of roadway to be closed. RECOMMENDED OR REQUESTED ACTION: Recommend the Board of County Commissioners approve the following county road closures at the May 24, 2022 Commission Meeting: 1. North Shore Road (M.P. 6.90 to M.P 7.00) on Monday, July 25, 2022 to Friday, July 29, 2022 to complete County Road Project (CRP) 1995, Cady Creek 2. Belfair Tahuya Road (M.P. 6.50 to M.P. 7.47) on Monday, June 13, 2022 to Friday, June 17. 2022. ATTACHMENTS: 1. Notice 2. Detour Maps ROAD CLOSURE NOTICE FOR CULVERT REPLACEMENT PROJECTS ON BELFAIR TAHUYA ROAD AND NORTH SHORE ROAD NOTICE IS HEREBY GIVEN that pursuant to RCW 47.48.010,North Shore Road and Belfair Tahuya Road shall be closed to all through traffic at the following locations and duration of time for culvert replacement projects. Belfair Tahuya Road Approximately M.P 6.50 (Tahuya Blacksmith Road)to M.P. 7.47 (Dewatto Road) Closure is scheduled to begin at 7:00am Monday, June 13, 2022 and reopen at approximately 4:00pm, Friday,June 17. 2022. North Shore Road—Cady Creek Approximately M.P. 6.90 to M.P. 7.00 Closure is scheduled to begin at 7:00am Monday, July 25, 2022 and reopen at approximately 4:00pm, Friday, July 29, 2022. Detour signs will guide local residence and emergency vehicles around on the closure using Belfair Tahuya Road. For more information, contact Public Works at(360)427-9670, Ext. 450. Dated this 24th day of May, 2022. BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON McKenzie Smith, Clerk of the Board cc: Commissioners Engineer JOURNAL: Publ. lt.: 6/2/22 (Bill Road Dept.) POST: At Least three (3)dqys prior to closure. O � i\ 0 'o ,565 Project Area �� a Rd 0 Collins J ° Lake ; 1 I Tee Lake q '539 ft f �1 Cady r Lake a Sunbeach tJS H,,rd Rd Sunse daggle t ,. Lake i � I ! 5 *' 9 La e i 1 Forest Beach 1 J, j Trails TaF�uya End Lake Twano[Ntate Park 0 1 2 — — Project Area okc Miles r P� Detour Route O� ♦ o N e P 677 R S acO�a Belfair Tahuya Road Culvert Project Detour County Park r i . i N d� 565h .c,` w• f. a Collins f 'a Rd Lake ' Tee i Lake o 539 ft , Cade s• o .r4s f. Lak i .. � Sunbeach 530 ft z a, p1E Hord Rd ! a hone Project Area Sunset ✓1 a g g i e +•�•• • Cake 1 y Lake r� .�o Forest Beach Ta�.0 a �;'�� ^� Trails Y End Lake Twanoh State 0 1 2 — — Project Area Wheeler Park Mlles Detour Route Lake North Shore Road Culvert Project Detou r MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Mike Collins, Deputy Director/County Engineer DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: May 23, 2022 PREVIOUS BRIEFING DATES: INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Other- please explain ITEM: CRABoard Rural Arterial Trust Account (RATA) Funds for Shelton Valley Road (Winter Creek) EXECUTIVE SUMMARY: Attached is a Rural Arterial Program (RAP) project agreement from the County Road Administration Board (CRAB) which set forth approved funding for the following project: Shelton Valley Road ($429,872) Winter Creek - Culvert Replacement Project MP 1.940 to MP 2.060 CRAB Project No. 2322-01 Final processing, if accepted, will be completed by the CRAB after they receive the signed agreements. BUDGET IMPACTS: The total estimate cost, authorized RATA funds and budget impacts to the County Road Fund are listed below: Shelton Valley Road Estimated Project Cost: $ 557,000 Authorized RATA Funds: $(429,872) County Road Funds: $ 127,128 The project is listed on the updated 2022-2027 Six-Year Transportation Improvement Program (#26) and will be added to next year's Annual Construction Program. RECOMMENDED ACTION: Recommend the Board of County Commissioners authorize the Chair to execute a County Road Administration Board RAP Contract for Shelton Valley Road - Winter Creek (CRAB Project No. 2322-01). ATTACHMENTS: 1. Project Agreement 2. Map AR Rib STATE�FFVCON-WUNTY ROAD ADMINISTRATION BOARD RURAL M ARTERIAL PROGRA ____ = = -= PROJECT AGREEMENT FOR-CON i1 1 NPR I =- = asks - Project Number:2322-01 ffm Sam —--� Approved:04/21/2022 AUTHORIZED RAT&FUNDSpp-!a _.wh Road Road Name(s) - _== = =- B�(s) ENS figment# 05930 —_ /alley F - c—�ve&=-- _ _ - 1:940 2.060 1 Tl te-Washington County Road Administration Board(CRABoard)and Mason C ty ut y agree-- as follows: _e s here W2 br�_npletion _ proposes project as defined by chapter 36.79 RCW ut G i b es-r �reVam. _ (2) The County is in compliance with the provisions of chapter 13_�50 E_rweligibil f= Arterial Trust Account(RATA)fiords th__ - _ not tom in n a e wit�hese pro!Nns,such non compliage ni b� c he CR oar o i_ aw deny thjWiRM orGood Practice of the County and requi p y RW A funds A en-paid to the County for this project. (3) If the project is reconstruction,the County shall gain appraxal fig -V4S_DA T(chap deviations from the design standards listed in the)ocal Ag= ( cfe�n--0rit constric EWE is 3Res Mitorati7bah and rehabilitation),the County shall document its design _ Asi r@ons Mthe propJI improvements in keeping with 3R standards as listed in the Local Agenc r�G_nid ec==_- (5) The project shall be constructed in acco nc--&4 rma s OWLABoard-_ ins= and specificatio re countgie _ �6) fta es r tion m-thodology is permitted upon notification by the county engineer of the phasin&plan as= authorize under WAC 136-170-030. Failure b the coup to notify the CRABoard=f hasin- &WV1- Y h' fY - -- P ��--- ---—�� -_ prior to commencement of construction may result in=withdrav__f_ _ ABoar n_&W �Wfeituffilof all RATA funds expended. — _ -- IF _ _eint�all notioard when a contract.has been awarded and/or when construction has - ezdwlien the project has been completed. (8) The County shall reimburse.the RA _n- xr t post QisG ropef%-xpenditure ofRATA funds. Cos the—project which exceed the amount of RATA funds authorized by the CRABoard-set and the required matching funds and other funds represented by th -cou o-h-F,-VMffmJWe d to th rojo, paw by the County as necessary to complete tprastiinitted ON1 —EAW Proje l er 12AN 1 image 1 off — =1V g sand of prasented b be committed to the project shall be available as necessary to �proje&d development of the project asset forth in the construction proposal prospectus._ (11) The CRABoard hereby agrees to reimburse tl»=�u o 1� ands all at i_other se,for its reimbursablcosts noiftex-CM aabove scif T1 CRABoar =vill&burse costs incurred by the County based on project progress as certified thy__ county engineer within the CRABoard's RAP Online project managemenita vouchers received and approved on individual pw ec-t-i ►e ordq Im M moved in t rc ffice,= subject to the ay ability�f RAT d_ i &Afihe regia _tea _ -ion t eimburse RATA funds extends o s Owed aftefte4*640ect approval by t CRABoard. (1 Eitfier the CRABoard or the County may request changes to the provisions containg d ii — Such LET changes shall be mutually agreed upon and inco�orated lb��vri-tfeza* -* * o this €e _tanati or alteration of the terms of> is aMpm i valid u ss"d��- �m d signe representatives u rTflrize nth or theoh -  _ jam =_ RsDuriffthe term of this agreement and for a period not less than six(6)years from the.date ofl Mmeso ft== the CRABoard,the records and accounts pertaining to this a_reement to ga ai`�_ for ms ctWo and copies of all records,accounts,do ne or pertaini tit _a rent vM be farm upon requg6if ti��lOm,or a t—s n e3,tWj— ecords a tco s along with supporting documentation shall t e_ a ai _igation, ,o and finding has been resolved even though such litigation,claim,or auditjd nu�sashe six year retention period. Am ow is IMF IN CONSIDERATION of the allocation&-h-_C Board_ �__ ie- ject in t _ a> Mat above,the County he-rbys that nn payme_ `I funallocated at any time to the above aft it accepal _ oily whfi the terms-7this agreement,including the terms and conditions set __ —_apterift-,Laws oM3, 1st Ex. Sess. (chapter 36.79 RCW); the applicable rules of Title 136 WAC at representations made to the CRABoard upon which the fund allocation was ba_ _ care famarnc — — _— — within the knowledge of the county and are inc rate iz nd mac a o Wee nt,alth -=— attached. — _ s agrip allprior agreements issued using the project number listed above and shall be valid and binding only if it is signed and returned to the CRABoard office within 45 days of itailinge= > Six _COUN_TYRjff - MINI&T=RATION BOARDS N COUNTY: By: __ _ AFM am M Date: flap On Arm AWL Aff=stt ___ -- __ ProjeMM_ n eiM3 0I image 2 o Rural Arterial Program Project #2322-01 Shelton Valley Rd — Winter Creek — MP 1 .940 to MP 2.060 11 1 / Seabeck SHEL MATLOC Y K --------------- S•� \,o C SHELTON GALLEY RD s I Winter Creek I till lwaup Culvert Replacement _ wE U' Z ealtalr F _ a? ©OpenStreetM'ap^(and) contributors,CC-BY-SA �Y ;_dapart is Tahuya VAllyn I Union �ayf w , I I ing" I I \ Gray,,of I ? i I � � VI-Jet I ID I'. - __� lidI I Matlock SSS^•I tan,kaR I I. Haat�n- \ 1 Eland �\ _ II` ' . T'ry I 7 I V.L 1 a •RV �/' , // Legend L---------- --- 0 2.5 5 10 '------- - Culvert Replacement i Miles g arba Y MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Mike Collins, Deputy Director/County Engineer DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: May 23, 2022 PREVIOUS BRIEFING DATES: INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Other— please explain ITEM: County Road Project 2041 — Mason Lake Road Improvement Project 2 EXECUTIVE SUMMARY: County Road Project (CRP) 2041 is a road improvement project from milepost 6.23 to milepost 10.13 that will consist of resurfacing the existing roadway, upgrading the shoulders with hot mix asphalt, roadway striping and any other necessary safety improvements. This project is on the proposed amended 2022 Annual Construction Program as item No. 26. The hearing to amend is set for 9:15am on June 7, 2022. BUDGET IMPACTS: The preliminary estimated cost of the project is $1,835,000 and fully funded with Surface Transportation Program (STP) funding. RECOMMENDED OR REQUESTED ACTION: Recommend the Board execute a resolution for County Road Project (CRP) No. 2041, Mason Lake Road Improvement Project 2 and authorize the Chair to sign all pertinent documents and Public Works to advertise, set bid opening date/time, award contract. ATTACHMENTS: 1. Resolution 2. Map Briefmg Summary MASON COUNTY COMMISSIONERS RESOLUTION NO: COUNTY ROAD PROJECT NO. 2041 WHEREAS,on Mason County Road No.52210,known locally as the Mason Lake Road and more specifically located in Sec.3,449,17,18 T.21N,R 2W.WM at approximately mile post 6.23 to mile post 10.13;work defined as"construction'in the BARS Manual,Page H-63,et seq,is determined to be necessary and proper;and, THEREFORE,BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS that it is their intention to: Roadway re-surfacing and shoulder improvements,roadway striving and other necessary safety improvements(yroiect also known as Mason Lake Road Improvement Project 2). SAID WORK is to be performed by Contract and/or County Forces in accordance with Washington State Standard Specifications for Road and Bridge Construction as adopted by Mason County (RCW 36.77.020 and/or RCW 36.77.065 and WAC 136-18). BE IT FURTHER RESOLVED that the described County Road Project is necessary and proper,and the estimated costs of said project are herewith set out as follows: Engineering: $ 35,000 Right of Way $ -0- Construction $1,800,400 The County Road project herein described in HEREBY DECLARED to be a public necessity,and the County Road Engineer is HEREBY ORDERED AND AUTHORIZED to report and proceed thereon as by law,provided and in accordance with RCW 36.75.050,36.80.080 and 36.80.070. ADOPTED this day of 2022. BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON Kevin Shutty,Chair ATTEST: Sharon Trask,Vice Chair McKenzie Smith,Clerk of the Board Randy Neatherlin,Commissioner APPROVED AS TO FORM: Tim Whitehead,Ch. Deputy Prosecuting Attorney cc: Co.Commissioners Engineer JOURNAL: Publ.1t: 6/16/2022 CRP 2041 - Mason Lake Rd Improvements c°m3PUwet P`cey5��1 �a e MP 10.13 0 ter', O� Mason lake �h 1� u Benson- O� P� �s m O. f ry .r��..•na MP 6.23 `•� �� H->caspv� Unlon E 0 0.75 1.5 Miles ea �r