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2022/06/06 - Briefing Packet
MASON COUNTY COMMISSIONER BRIEFING INFORMATION FOR THE WEEK OF June 6, 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. cou a R 1854 Our Commission meetings are live streamed at hiip://www.masonwebtv.com/and we will accept public comment via email msmith(a�masoncountywa.gov;or mail to Commissioners Office,411 North 51 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 June 6,2022 Monday,June 6, 2022 Commission Chambers Times are subject to change,depending on the amount of business presented 9:00 A.M. Pacific Mountain Workforce Development Council—William Westmoreland,CEO 9:30 A.M. Closed Session for Labor Negotiations—RCW 42.30.140(4) 10:30 A.M. Executive Session—RCW 42.30.110(1)(i)Litigation 10:45 A.M. Support Services—Mark Neary 11:15 A.M. Sheriff's Office—Chief Hanson 11:30 A.M. Community Services—Dave Windom 11:45 A.M. Public Works—Loretta Swanson Utilities&Waste Management Commissioner Discussion—as needed Briefing Agendas are subject to change,please contact the Commissioners'office for the most recent version. Last printed 06/02/22 at 11:26 AM If special accommodations are needed,contact the Commissioners'office at Shelton(360)427-9670 ext.419 Mason County Administrator 411 North 51h Street Shelton, WA 98584 360.427.9670 ext. 419 i ,:5i► MASON COUNTY COMMISSIONER BRIEFING ITEMS FROM ADMINISTRATOR June 6, 2022 • Specific Items for Review 0 2021 Open Space applications— Diane o Request for dog park @ Foothills Park—John o Scheduling Commission retreat on July 19— Mark 0 2023 Budget Guidelines—Jenn o ARPA update -Jenn • Commissioner Discussion o Space for Humane Society Clinics JADLZ\Briefing Items\2022\2022-06-06.docx MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Diane Zoren DEPARTMENT: Support Services EXT: 747 BRIEFING DATE: June 6, 2022 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information ITEM: Approval to set a public hearing on Tuesday, July 19, 2022 at 9:15 a.m. to consider the 2021 Open Space applications. EXECUTIVE SUMMARY: The Open Space Taxation Act, enacted in 1970, allows property owners to have their open space, farm and agricultural, and timberlands valued at their current use rather than their highest and best use. RCW 84.34 governs this Act. BUDGET IMPACTS: None RECOMMENDED OR REQUESTED ACTION: Approval to place on the June 21 agenda setting the hearing for July 19. Attachments: Spreadsheet summarizing applications with Assessor recommendations and DOR info on the Current Use program. Briefing Summary 6/1/2022 Recap of 2021 Current Use Applications Line# Parcel# Owner Name Transfer Info Assessor Discussion Assessor Commissioner Recommendation Approval 1 12329-11-00010 John&Kimberly Becker Reclassified as Open Space During the appraiser's physical The Assessor Application received 2/25/2021 inspection of Area 4 in Mason recommends Approval Paid$N/A County,he noted that there was of this transfer. Receipt#2021- not enough acreage out of the DFL Recorded 2/25/2021 designation for this 10 Acre parcel. At the time of inspection, 1.5 acres were assessed at Market Value,8.5 acres were assessed at DFL. 2 22304-75-00080 Zachary Schmidt Reclassified as Open Space The Assessor Application received 2/23/2021 This parcel is a total of 5 Acres and recommends Approval Paid$N/A Receipt has been in DFL designation since of this transfer. #2021- Recorded 1985.When the current owner 2/23/2021 decided to build a structure,he requested to remove 1 acre and transfer the balance of 4 acres to Current Use—Open Space.The parcel does not meet the size requirement to remain in DFL if it is under 5 acres. 3 12232-31-00020 Tiffany Somers Application Reclassified as Recreation/Tree Farm The Assessor received 8/4/2021 Paid$600.00 This parcel is Lan acres recommends Approval of Receipt#2021-77030 Undeveloped Land off Grapeview this transfer. Recorded 8/10/2021 Loop Road in Allyn.The owner would like to conserve natural and scenic resources,protect streams and wetlands,preserve and enhance visual quality and the value to the public.The owner is also interested in recreation as well as growing trees. 1:\CURRENT USE\2018\2018 applications Recap of 2021 Current Use Applications Line# Parcel# Owner Name Transfer Info Assessor Discussion Assessor Commissioner Recommendation Approval 4 12232-34-00000 Charles Somers Application Reclassified as Recreation/Tree Farm This parcel is 8.74 acres of The Assessor recormends received 8/4/2021 Paid$600.00 Undeveloped Land off Grapeview Approval of this transfer. Receipt#2021-77031 Loop Road in Allyn.The owner would Recorded 8/10/2021 like to conserve natural and scenic resources,protect streams and wetlands,preserve and enhance visual quality and the value to the public. The owner is also interested in recreation as well as growing trees. 5 32016-50-00013 1M Resources LLC attn:Joel Reclassifed as Conservation/Preservation This parcel is a total of 2.95 Acres The Assessor Manke Application and Tidelands,No Improvements recommends Approval of received 9/30/2021 Paid$600.00 and No Access by road.Access is this transfer. Receipt#2021-79646 only by water and the tidelands Recorded 11/22/2021 are farmed for shellfish.Uplands are natural forest and the owner intends for it to stay that way.The owner would like to conserve, protect and enhance the value of this property for the benefit of neighboring parcels 1:\CURRENT USE\2018\2018 applications Recap of 2021 Current Use Applications Line# Parcel# Owner Name Transfer Info Assessor Discussion Assessor Commissioner Recommendation Approval 6 42107-41-00000 Lewis Metcalf,Carole Booth,and Reclassified as Lurrerrt Us(,/Farm & This is a 40 Acre Parcel located in The Assessor Mike Metcalf Agriculture the Skokomish Valley.It has recommends Approval of Application received 12/3/2021 historically been a working farm this transfer. Paid$600 Receipt over generations of the Metcalf #2021- Recorded 12/3/2021 Family.The current owners are receiving the reduced rate for Current Use—Farm&Agriculture. However,they are not actively farming the land and would like to be honest,open and upfront about this.They have applied to re classify to Farm&Agricultural Conservation Land,since there is the possibility that this parcel could be commercially farmed in the future 1:\CURRENT USE\2018\2018 applications MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Jennifer Beierle DEPARTMENT: Support Services EXT: 532 BRIEFING DATE: June 6, 2022 PREVIOUS BRIEFING DATES: N/A ITEM: 2023 Draft Budget Guidelines EXECUTIVE SUMMARY: The call for budgets goes out to departments by the second Monday in July, per RCW 36.40.010. The Board typically sends out budget instructions on or before the date the Auditor sends out the call for budgets. The Congressional Budget Office (CBO) projects that elevated inflation continues through 2022 because of the combination of strong demand and restrained supply in the markets for goods, services, and labor. Inflation is expected to subside by 2023 as supply disruptions dissipate, energy prices decline, and less accommodative monetary policy takes hold. In response to increased personal consumption expenditures, the Federal Reserve is expected to tighten monetary policy and increase interest rates rapidly. Real gross domestic product (GDP) is estimated to grow by 3.1 percent in 2022, and the unemployment rates is estimated to be around 3.8 percent. After 2022, economic growth is expected to slow, and inflationary pressures will ease. Real GDP is expected to grow by 1.6 percent per year from 2023 to 2026. BUDGET IMPACTS: A conservative approach to the 2023 budget is recommended. RECOMMENDED OR REQUESTED ACTION: Permission to place on the June 21, 2022, Action Agenda for Board Approval and Signature ATTACHMENTS: Budget Guidelines—Draft J:\Budget Office\Briefmg,Agenda,&Public Hearing Items\2022\Briefing Summary 6.6.2022-Budget Guidelines.doc June 21, 2022 To: Elected Officials& Department Heads Re: Mason County Commissioners' 2023 and 2024 Preliminary Budget Preparation Guidelines The following are the Board of County Commissioners' guidelines for the Preliminary Budget. Preliminary budgets are due to the Auditor in the Munis Financial System by close of business on Monday,August 8, 2022. Elected Officials and Department Heads are asked to present a 2023 status quo budget at 2022 adopted budget levels,and a 2024"shadow budget" at 2023 levels.Approved contractual increases are added to the department's bottom line in a status quo budget. Please implement the following guidelines when developing both 2023 and 2024 Preliminary Budgets: BEGINNING FUND BALANCE (BFB) ESTIMATES ■The Budget Office will make initial BFB estimates based on cash on hand at June 30th and the current 2022 budget. Estimates will be emailed to Departments by July 111h. Departments should make their own estimates and changes in calculations should be communicated back to the Budget Office. REVENUE LEVELS ■ Current Expense Property Tax levy may include an increase. ■ Roads Property Tax levy may include an increase. ■ Budget with existing fees and service charge schedules; review for proposed fee increases if possible. ■ Grants should be budgeted conservatively with projected amounts to be received within the proper budget year. ■ Interest rates on investments will be .75%. ■Transfers in—Fill out the attached transfer form, send to the transferring department for signature, and return to the Budget Office.Transfers in without a form or equivalent transfer out offset will not be considered in the budget. ■ Reimbursable interdepartmental revenue budgeted in one fund should be budgeted as an expense in another fund via the attached form. Requests without a form or equivalent offset will not be considered in the budget.This includes departments receiving Mental Health Fund revenue. EXPENDITURE LEVELS SALARIES& BENEFITS: 1 Salary& Benefit Projections will be emailed to Departments by the Budget Office by July 11th. Differences in calculations should be entered into the spreadsheet provided and sent back with an explanation. Further guidance on salary& benefit calculations: ■ Wages for union represented employees with signed union contracts should reflect general wage, step,and COLA increases as outlined in the contracts. ■ Wages for non-represented employees shall reflect step increases only.The BOCC may increase non-represented wages at a later date. ■ Wages for Elected Officials shall reflect the increase stated in Resolution No.39- 19, except for Prosecuting Attorney wages in Resolution No. 22-19, and BOCC wages in Resolution No. 73-12. ■ Human Resources will supply the Benefit Rate Sheet and Medical Allocation (use budget expense accounts ending in 520040 for medical)for 2023 and 2024. Medical budgets should reflect maximum amounts paid by the County times the number of FTE's. ■The total dollar amount of salary and benefits for each new position request should be entered on a BARS line titled "2023 Unapproved Budget Request". EXPENDITURE RATES: All internally calculated rates will be emailed by the Budget Office by July 111h and include: ■ 2023 Internal Allocations—see tab A-1: use budget expense accounts ending in 541019. ■ 2023 State Auditor Charges: use budget expense accounts ending in 541510. ■ 2023 Motor Pool rates: use budget expense accounts ending in 5xx777 & 5xx778. ■ 2023 ER&R vehicle rates: use budget expense accounts ending in 545951. ■ 2023 Information Technology rates: use budget expense accounts ending in 545952. ■ 2023 Unemployment rates: $200 per FTE based on 2022's adopted budget FTE counts. Elected Officials do not receive an unemployment rate charge. Use budget expense accounts ending in 546096. OTHER EXPENDITURE GUIDANCE: ■ Budget any debt service per the Treasurer's Debt Service schedule. ■ Transfers out—The attached transfer form is signed by the transferring from department and returned to the Budget Office for processing during the budget year. 2 ■ Reimbursable interdepartmental expenses budgeted in one fund should be budgeted as revenue in another fund and approved by the other department via the attached form. ■ Building remodel request forms emailed to departments should be returned to Facilities so that Facilities may budget accordingly. ■Traffic Policing Diversion at$1,080,000—Funding from Roads Property Tax Levy. The BOCC may change the diversion amount during budget preparation. ■ Expenditure authority shall be adopted as two bottom lines for all Elected Officials and County Department budgets, including Special Funds, in accordance with Resolution No. 26-17: one bottom line for the total salaries and benefits and one bottom line for operational expenses. Ending Fund Balance is not an appropriation. ■ Overall expenditures will be reviewed in relation to reserve requirements identified in Resolution No. 58-17. ■ Departments are encouraged to seek out new grant awards.Additional expenditure requests in order to hire a grant writer will be considered by the BOCC. MUNIS BUDGET Prepare your internal budget analysis via any mechanism you prefer in preparation of Munis entry.The Auditor will send processing instructions to submit budgets in Munis. The 2023 Munis budget entry will include the following: ■ Budget 1—Preliminary Budget Request—Budget Level 1 will be populated with 2022 adopted budget numbers at 1/1/22. Departments may change the numbers to the requested amounts. ■ Budget 2—Auditor's Preliminary Budget—The Auditor will make error correction changes to preliminary budget requests. ■ Budget 3-Maintenance Level Changes(MLC)—This is departments' 2022 adopted budget plus non-discretionary changes, i.e. CBA's in effect, L&I, DRS, and medical changes. Budget Level 3 will be entered by the Budget Office. ■ Budget 4—Policy Level Requests(PLR)—This is the difference between Budget Level 2 and Budget Level 3, and will populate automatically.The Budget Office will email the budget level spreadsheet to departments after August 8th. An explanation or justification and project number should be entered into the 'Comments' and 'Project No.' columns for any amount in Budget Level 4. In addition, the attached project form may be filled out for each new"project" requested in the 2023 budget. A project request may include multiple BARS lines, 3 and both revenue and expenses to show how the "project" was derived.The following are considered projects: 1. New staffing request(s) 2. Capital &Vehicle Purchases 3. Operational requests by project 4. All other items over Maintenance Level Changes The 2024 Munis"shadow" budget entry will include the following: ■ Budget 1—Enter any changes to the 2023 budget for the 2024 budget. BUDGET NARRATIVES A Budget Narrative should include the following information and is due to the Budget Manager via email (no paper copies) by September 12tn: ■ 2021, 2022, and 2023 FTE count, and Organizational Chart ■ FTE position allocations and funding sources, if any ■ Proposed Fee Increases ■Workload Indicators—include a 3 year history comparison ■ Project Level Changes(Budget Level 4 in Munis—Instructions and training to follow) Countywide trainings will be provided by the Budget Manager via Zoom on July 14th at 9:00 am. Departmental budget workshops with the Board will begin in October.The first workshop scheduled will be an overview of the entire budget. Sincerely, BOARD OF MASON COUNTY COMMISSIONERS Kevin Shutty Sharon Trask Randy Neatherlin Chair Commissioner Commissioner 4 MASON COUNTY BRIEFING ITEM SUMMARY FORM To: Board of Mason County Commissioners From: Jennifer Beierle Department: Support Services Ext: Briefing Date: June 6, 2022 Previous Briefing Dates: May 23rd, 2022 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.) N/A Recommended/Requested Action: Add to Action Agenda to Approve and sign contract with PUD #3 Belfair Substation Adding a link for ARPA on the website Add to Action Agenda to Approve and sign contract for Mason County Housing Authority Attachments: Contract for PUD #3 Website page Contract for Mason County Housing Authority Briefing Spreadsheet 6/6/2022 AMERICAN RESCUE PLAN ACT of 2021 AGREEMENT Between MASON COUNTY And Public Utility District No.3 of Mason County 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"), Public Utility District No. 3 of Mason County ("PUD 3"), a Washington state public utility("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 July 16, 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,the County desires to allocate portions of the ARPA Funds to PUD 3 for the purpose of contributing towards the install of Belfair Electrical Substation. WHEREAS,the County and Recipient desire to enter into this Agreement so that the County may grant ARPA Funds for appropriate and qualifying projects to the Recipient by the County for provision of contributing towards the install of an electrical substation. 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 June 30,2024,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 1 ARPA Recipient Agreement 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 granting 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 improvement of the Belfair Electrical Substation. 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 granting of funds paid to the Recipient by the County. 5. ARPA Funds. The County agrees to grant the Recipient project costs not to exceed $1,500,000 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. 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 IGA and Program Guidelines,to the extent applicable,when seeking Reimbursement. 2 ARPA Recipient Agreement 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 IGA 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 Public Utility District No. 3 of Mason County Attn:Annette Creekpaum PO Box 2148 Shelton,WA 98584 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. 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. 3 ARPA Recipient Agreement 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. Assi Went. The Recipient shall not assign or transfer any of its interests in or 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. 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. 4 ARPA Recipient Agreement IN WITNESS WHEREOF, this Agreement is executed and shall become effective as of the last date signed below. DATED this_19_day of May ,2022. RECIPIENT,Public Utility District No. 3 of Mason County Ann&*-o By: Annette Creekpar � :,F5 Print Name: Annette Creekpaum Its: Manager DATED this_19_day of-May_______,2022. BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON Kevin Shutty, Chair Sharon Trask, Commissioner ATTEST: Randy Neatherlin, Commissioner McKenzie Smith, Clerk of the Board PROVED TO FORM: nn White ief DPA 5 ARPA Recipient Agreement ATTACHMENT A SCOPE OF WORK The Board of Commissioners is directing up to $1,500,000 to Public Utility District No, 3 of Mason County("PUD 3")using federal ARPA funding for the purpose of contributing towards installing the Belfair Electrical Substation. These funds must be fully distributed by PUD#3 by June 30,2024.The intent of this grant is to provide funds to contribute towards install of an electrical substation. PUD 3 will be responsible for overseeing and installing the Belfair Electrical Substation 1. Program Funding and Award Amount Mason County shall make $1,500,000 of ARPA funds available that will be reimbursed to PUD 3 by the County following receipt of COVID-19 Reimbursement request support as stated in Sections 4 and 5 of this Agreement. All funds are to be disbursed by the Recipient no later than June 30,2024. 2. Application,Review and Distribution Process: A-19 Submission,PUD 3 will submit an A-19 equivalent report to the County, on or before June 30,2024, detailing the Belfair Electrical Substation project costs. 3. Reporting PUD 3 shall submit a final report on costs detailed,and provide an A-19 equivalent report and signed certification detailing funds disbursed for the project to include a description of the work, payment amounts, and dates of payments. PUD 3 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. 6 ARPA Recipient Agreement ATTACHMENT B COMPENSATION In order to maximize the amount of ARPA funds available to construct a Belfair Electrical Substation,PUD 3 has agreed to waive any compensation under this agreement to cover its administrative costs. 7 ARPA Recipient Agreement 090T, co A 1854 Thank you for your interest in the ARPA funds provided to Mason County by the US Treasury. The second installment of funds will be in June of 2022, and we are taking applications now through June 30th, 2022. At this time, we will need a few items in order to process your request. - A formal letter requesting the ARPA funds with the project name, detailing what the funds will be used for and the dollar amount requested. - Subrecipient Questionnaire. (ADD FILLABLE FORM) - Your organization's Unique Entity ID number from SAM.GOV. Please insure that the project you are requesting funds for meets the eligibly requirements established by the Treasury for one of the five categories: -Support Public Health Response/Negative Economic Impact -Premium Pay for Essential Workers -Replace Public Sector Revenue Loss for Government Services up to$10 Million -Water,Sewer, and Broadband Infrastructure -Administration For more information on how ARPA funds can be used, please refer to the US Treasury Department's Final Rule Final Rule. To apply: Please send the required documents to KCampbell@MasonCountyWA.GOV by end of business day,June 30th, 2022. AMERICAN RESCUE PLAN ACT of 2021 AGREEMENT Between MASON COUNTY And MASON COUNTY HOUSING AUTHORITY 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 Mason County Housing Authority 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 Mason County residents experiencing severe financial hardship due to job loss, layoff, reduction of work hours or other circumstances resulting from the COVID-19 emergency that need payment assistance to avoid eviction and thereby endanger the health and well-being of such impacted residents, 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 advanced to the Recipient by the County for provision of rental arrearages assistance grants to be made by the Recipient to eligible residents who are clients of the Recipient under the IFR. 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 June 30,2024,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 rental arrearage assistance grants disbursed by the Recipient. 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 $100,000 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 Mason County Housing Authority PO BOX 1982 Shelton, WA 98584 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,Mason County Housing Authority By: Print Name: Its: DATED this_day of , 2022. BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON Kevin Shutty, Chair Sharon Trask, Commissioner ATTEST: Randy Neatherlin, Commissioner McKenzie Smith, Clerk of the Board APP S TO FORM: Ti to 5 ATTACHMENT A SCOPE OF WORK The Board of Commissioners is directing up to $100,000 for residential rental assistance for residents of Mason County who request assistance from Mason County Housing Authority using federal ARPA funding. These funds must be fully distributed by Mason County Housing Authority by June 30,2024. The intent of this grant is to provide rental assistance to Mason County residents who have been severely adversely impacted financially by the COVID-19 public health emergency due to job loss,reduction in work hours, layoff, illness or other circumstance that resulted in a significant loss of income that places them at risk of eviction, and who meet the eligibility criteria outlined below. Mason County Housing Authority will be responsible for overseeing the program based upon the eligibility criteria, funding uses and process and deadline for distribution shown below. 1. Eligible Residents Individuals seeking ARPA funding through this program must: • Be a Mason County resident; • Have incurred a financial hardship due to the COVID public health emergency, such as a job loss,reduced work hours, lay off, illness or other circumstance leading to a significant reduction in household income or increase in expenses; • Priority will be given to customers subject to eviction for non-payment; • Consent to disclosure and release by Mason County Housing Authority to Mason County of all information gathered during the application process and details of award granted under this program; • Grant limitations: one rental arrearages assistance grant will be awarded per Household; 2. Program Funding and Award Amount Mason County shall make up to $100,000 of ARPA funds available to the program that will be reimbursed to Mason County Housing Authority by the County following receipt of COVID-19 Reimbursement request support as stated in Section 4 of this Agreement. The grant will be based on the time period of the household's financial hardship due to the COVID public health emergency, and will be an arrearage-forgiveness program for charges incurred during that time period. Customers will be required to provide documentation of the financial hardship. All funds are to be disbursed by the Recipient no later than June 30, 2024. 6 3. Application,Review and Distribution Process: a. Application Submission--Applicants are required to provide proof of- 1. Loss of income(such as a layoff notice or determination letter from the Employment Security Department); and/or 2. Increase in household expenses incurred due to the COVID-19 emergency (such as costs of medical testing or treatment, care of sick or dependent household member, or costs incurred due to quarantine of a household member). b. Review Process--Mason County Housing Authority will review the application, gather any additional documentation, and make a determination whether the applicant is eligible for ARPA Act Funding. c. Award and Disbursement—Based on review of the application, Mason County Housing Authority will determine the amount of the award based on the need. 4. Reporting Mason County Housing Authority shall submit a final report on applications received, and provide an A-19 equivalent report and signed certification detailing funds disbursed to each applicant outlining the applicant address, applicant's city, brief description of applicant's COVID-19 related financial hardship (i.e. job loss, reduction in work hours, layoff, etc), amount awarded, and award disbursement date Mason County Housing Authority 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. ATTACHMENT B 7 COMPENSATION In order to maximize the amount of rental arrearages assistance available to eligible residents financially impacted by the COVID-19 public health emergency,Mason County Housing Authority has agreed to waive any compensation under this agreement to cover its administrative costs. 8 Mason County ARPA Prioritization List of Projects Review 6/6/2022 Balance Obligated by Remaining of ARPA Category Mason county Project Name District Confirmed Requests BOCC Approved Contract Expended Approved Amt A Support Public Health Response/Negative Economic Impacts PUD 1 Customer Arrearages due to COVID 2 125,000 125,000 125,000 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 12.5,000 125,000 125,000 89,203 35,797 Mason County Treasurer Property Tax Reim-small businesses All 75,000 75,000 75,000 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 Mason County Housing Authority Rent Arrearages All 2/2o/22-1,w.t.r 123,545 100,000 100,000 The Arc of the Peninsulas Ali -.-avu neat 35,000 3-1,... 35,D00 Cam Slu Youth Cam All 5/2o/2@z 30,000 A Support Public Health Response/Negative Economic Impacts Subtotal 1,033,545 980,000 945,000 650,165 329,835 B Premium pay for Essential Workers Signing Bonus for Corrections Deputies-u to$30kapproved All 74,266 30,000 mH.. 30,000 8 Premium pay for Essential Workers Subtotal 74,266 30 000 30,000 C Replace Public Sector Revenue Lass Up for government services up to$10 Million MCSO Body Cameras All 702,364 702,364 In xtw.. 702,364 - MCSO Body Camera install All 40,000 40,000 25,790 14,211 PUD 3 Belfair Substation 1 1,500,000 1,500,000 1,500,000 Public Records Software GOVOA All 2/0/2m2 a... 22,700 22,700 Nxt•e. 17,783 4,917 DCD Records Archival Image All 2/11/22 W a 500,000 Prosecutors Office 2nd floor expansion(originally 700,000) All 2/18AM WlYF 75,000 75,000 In Hwr. 75,000 MC502nd floor expansion All 2/13/mo NOW xdly F 800,000 - Ballot sorter mach ineBofABldg All xa0z/iW2 1,200,000 - JailElevatorandDoors All s/2/zo22 xeIlYF 80,000 80,000 o�x.... 61,218 C Replace Public Sector Revenue Loss Subtotal 4,920,064 2340,064 745,937 1,594,127 D Water,Sewer,and Broadband Infrastructure PUD 1 Agate Beach Water System Mainline 3 snatm.&.. 559,000 559,000 559,000 559,000 PUD 1 Vuecrest Storage Upgrade 2 159,294 158,284 158,284 132,548 25,736 CEDS Belfalr 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 Buildout 2 501,932 501,932 501,932 100,000 401,932 Reallocate from PUD##Customer Arrearages to HCC Eldon Fiber Buildout 100,000 100,000 100,000 100,000 - Mason County IF Infrastructure Backbone/Storage upgrade All 136,261 136,098 NMoa.. 136,098 PW Rustlewood Water Well&Reservoir Electrical Control System 1 2/17/22NwrdoY.s 200,000 200,000 In xaoe 200,000 PW Beards Cove AC Mainline Replacement 1 2/17A2 wawa 0 Ye 100,000 100,000 mH-. 100,000 PW Belfalr PS B1 Improvement Project 1 z/17/22a ,,Ior.t 150,000 150,000 mxtwr. 250,000 PW Belfalr PS 83 Improvement Project 1 2/u/22 Nwrd or., 180,000 180,000 u,xaee 180,000 PW Lakeland Pump Station 1 2/17/22 Nwrd 0Y. 42,000 42,000 xxae• 42,000 City of Shelton-Water line from 101 to Prison 2 2/23/2210CYn 1,000,000 - Belfalr Water Backup Generators 1 2W/22 Mi.wbb Y. 197,000 City of Shelton-Sewer line extension from High School to Basin 3 2/23/22 roc Ya 2,500,000 - CityofShelton-Wallace Kneeland Substation 3 V23AMCY.. 3,200,000 - PUD 3 Rural Broadband Cloquallum Community 2 xts&W,k2nOM 500,000 - CityofSheltonGateway 3 wrs laty)2/1W2 250,000 PW 70 Grinder Pumps All 2/23/22N.n.- 151,273 151,273 In xao• 151,273 Mason County Courts Building 10 All Y•t 2/10/22 750,000 - Port Of Allyn Water Company 1 Y-AV2022-- 100,000 D Water Sewer,and Broadband Infrastructure Subtotal 11,539,306 3,042,143 2,082,772 468,646 2,573,497 E Administration Washington State Association of Counties 2022 Dues All 4,000 4,000 4,000 - Temp County Staff to address COVID All 250,000 9Z078 157922 14,796 77,282 E Administration Subtotal 254,000 96,078 157,922 18,796 77,282 Grand Total 17 821181 6,488,285 3,085 694 1883 544 4,604,741. 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 6,484,451 Total ARPA Funds Available for BOCC Approval in 20218,2022 6,224,506 Approved by BOCC during Board brM9Flgs-w/b on upcoming Action Agendas-Included in BOCC Approved Amts 256,273 Completed projects with unexpended ARPA funds returned 163 Total ARPA Fund.AvaWhle for BOCC Approval In 2021 (259,944) MASON COUNTY BRIEFING ITEM SUMMARY FORM To: Board of Mason County Commissioners From: Chief Hanson Department: MCSO ]ail Ext: 369 Briefing Date: 06/06/22 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: Installation of cuff ports Executive Summary: (If applicable, please include available options and potential solutions) We have an unusually high percentage of inmates requiring individual cells. Some of those inmates are significant threats to staff and other inmates. In order to safely interact with these high-risk inmates, we house them in cells with a pass through (cuff port). The cuff ports allow us to deliver food, medications, and other routine jail supplies without opening the door. We have limited inmate cells that have cuff ports. Those cells are limited to maximum security areas and holding cells, which are routinely full. This request will allow us better flexibility to house inmates in other areas. We are requesting 1 cuff port be installed in every inmate living unit. Each living unit contains anywhere from 4-7 inmate rooms. Budget Impact: 12,372.74 Public Outreach: (Include any legal requirements, direct notice, website, community meetings, etc.) Recommended/Requested Action: Approve request and recommend funding through REE-F 1 funds. Attachments: • i Mason County Community Services — Briefing June 6, 2022 Briefing Items • Letter of Intent for WIC and Family Planning Clinics—Dave Windom • Recruitment News Release for the Mason County Board of Health—Dave Windom MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: David Windom DEPARTMENT: MCCS EXT: 260 BRIEFING DATE: June 6, 2022 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information NA INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Other — please explain ITEM: WIC Clinic EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): Last October, the WIC and family planning clinics ceased operations in south Mason County. Mason Matters has identified this as a significant gap in service delivery and will have detrimental effects, especially among our most vulnerable populations. Public Health is seeking to partner with Mason Health to explore the possibility of bringing these services back to the community. A letter of intent will need to be submitted no later than 8 June 2022 as a placeholder for an application due later in June. Initial estimates show that a start date for these clinics would be around January 15L, 2023. BUDGET IMPACT: Unknown. As this process is explored, a budget will be developed with the revenue sources identified and expenses forecast. PUBLIC OUTREACH:(Include any legal requirements, direct notice, website, community meetings, etc.) Briefing and action agenda RECOMMENDED OR REQUESTED ACTION: Request permission to submit a letter of intent on the action agenda for June 7tn ATTACHMENTS: None Briefing Summary 5/31/2022 i MASON COUNTY • COMMUNITY SERVICES Building,Planning,Environmental Health,Community Health June 7,2022 Terri Tresler WIC Program terri.tresler@doh.wa.gov Dear Terri, On behalf of the Mason Matters, Mason County Community Services Public Health, and Mason Health, I would like to register a notice of intent to apply to provide WIC services in the Shelton area, Mason County. Mason County Public Health and Mason Health will be exploring how to provide services and finding an appropriate location and building the business plan and application for later in June. Thank you for your time and consideration. Sincerely, David Windom, MSHS Director Public Health Community Development (Community Health/Environmental Health) (Permit Assistance Center/Building/Planning) 415 N.6'h Street—Shelton,WA 98584 615 W.Alder Street—Shelton,WA 98584 Shelton:360-427-9670,Ext.400 Shelton:360-427-9670,Ext.352 Belfair:360-275-4467,Ext.400 Belfair:360-275-4467,Ext.352 Elma:360-482-5269,Ext.400 Elma:360-482-5269,Ext.352 �. � '�'. ; ,���`.. .., • 1. Tr� �_ �� e • Purpose of the Meeting Explore options for providing WIC services to Mason County WIC participants Outreach to Medicaid participants who are not on WIC Requirements for becoming a WIC Provider WA State DOH 1 2 Today ' s Presentation What is WIC ? WIC Services Does WIC work? What is WIC in Mason County? How is WIC funded ? Timeline and process for new Shelton site Questions WA State DOH 1 3 What is WIC ? The Special Supplemental Nutrition Program for Women , Infants and Children WIC participants are : pregnant, breast/chest feeding or postpartum children up to age 5 at or below 185% of the federal poverty level WA State DOH 1 4 WIC Services Health screening and referrals Nutrition education , support for behavior change Breast/chest feeding promotion & support WIC cards to shop for specific healthy foods q , w WA State DOH 5 ~ « a: . . . � � � � � � ■ � � � � \ � � � ` � . ! � WA State D O H | 6 WIC Services Participant centered care Access to registered dietitians/nutritionists Tips on how to deal with 4 discomforts of pregnancy Information and support p p . �. about infant and ` child feeding choices _ WA State DOH 7 WIC Services Breast/chest feeding participants have : Access to trained staff i H. Pumps* s p Breast/chest Peer support* *At some, but not all, WIC agencies WA State DOH 1 8 WIC Services Tips on family meals, feeding • relationships, physical activity r� Anticipatory guidance on 1 developmental milestones affecting nutrition Encouraging well child check-up and immunizations Other referrals based on need WA State DOH 1 9 Does WIC Work? Ways WICpromotes health e uitequity Earlier prenatal care ... Healthy weight gain :f Fewer premature babies Less fetal and infant death T s 5 4 V WA State DOH 1 1 Ways WIC supports health equity Reduces very low birth weight by 44% Babies have 33% less chance of death when a participant is on WIC during pregnancy This also results in : $ 1 spent by WIC saves about $4.21 in pregnancy-related Medicaid costs 29% lower Medicaid costs for infant hospitalization WA State DOH 1 12 Ways WIC supports health equity The CDC MMWR report published in November 2019 showed a significant reduction in obesity 41 of 56 US States and territories , including Washington Children 2-4 years old enrolled in WIC during 2010-2016 WA State DOH 1 13 Ways WIC promotes health equity Children have : Healthier growth Less illness Lower risk of developmental delays Increased vocabulary and memory scores WA State DOH 1 14 WIC in Mason County FFY 21 Food Funds in Mason County Oct. 11 2020 - Sept. 30, 2021 Amount Redeemed Total Food Dollars $7101845 Redeemed without F&V Fresh Fruits and Vegetables Only (subset of total $ 1261777 redeemed food dollars) WIC Farmers Market $2,g52 Nutrition Program Total dollars redeemed (All $8405474 sources): WA State DOH 16 Mason County Local Agency WIC Participation Aug 2021 Jan 2022 Participants Participants IC Local Agency Virginia Mason Franciscan Health (Belfair) 404 361 CAC Lewis, Mason, Thurston Co (Shelton) 646 243 408 Sea Mar Community Health Centers (West Olympia) 84 South Puget Intertribal Planning Agency (in Mason County) 58 83 Totals: 1192 11P095 WA State DOH 1 17 On Medicaid , Not On WIC 1 ,363 (March 2021 data) The number of potential pregnant people and children under 5 who are eligible for WIC but not on WIC In Mason County local WIC agencies are serving 47% of those who are on Medicaid and eligible for WIC Note: not everyone who is eligible for WIC will participate WA State DOH 1 18 Map of Shelton and Nearby Communities "rv�rdslw— Mp+, Trig yt� Shelton : 985 — 45% On Medicaid not on WIC POKprchard ��ten�h—.tcr, Not on WIC(Sum):7 Not on WIC(Sum):191 « — 49 On Wic(Sum):192 Sho'wwood 24 26 40 Vacho«R'andY Park Not on WIC(Sum):27 4 51 985Al On Wic(Sum):600 n � t art `ia�a WIC Clinics ❑ CHI Franciscan Harrison Medical Center WIC Kart ❑ Sea Mar CHC Elma e ❑ Sea Mar CHC Olympia 'w SPIPA Skokomish Indian Tribe Shelton UcclearyAW SPIPA Squaxin Island Tribe Shelton link Sea Mar CHC Elma � On Wic(Sum):1 -.. _ � 1h ••• Uce y On WIC/ Not on WIC Spa ^ Frederi Ar ElNot on WIC (Sum) O� On Wic (Sum) Why People Are Not on WIC Don ' t want government assistance Not worth the return on investment Have never heard of WIC or don't know they qualify Therefore : Need to continually do outreach WA State DOH 1 20 WIC Funding $220 per participant per year Basic operations per site = $ 10,,000 Additional funding depending on agency size Other funding that may be available : WIC reallocation funds Breast/chest Peer Counseling funds Farmers Market Nutrition Program (FMNP ) funds WA State DOH 1 21 State Office Purchases Computer hardware and software Nutrition and breastfeeding promotion and support materials Breast pumps WA State DOH 1 22 State Office Support New staff training resources Certifier training takes 4-6 months (Full time FTE) Coordinator - Up to 1 year RD - About 1 -2 Months Training funds Hemoglobin testing and supplies Language line (interpreter services) WA State DOH 1 23 State Office Support Breastfeeding training and technical assistance 1 to 2 x a year meetings for WIC Coordinators Currently doing monthly webinars Local Program Consultation (LPC ) Policy support phone line or email Cascades software support WA State DOH 1 24 What Drives Local Agency Costs ? Mandatory activities Non-mandatory activities Types of staff Multiple sites/travel time Agency driven costs Multi-lingual, multi-cultural needs WA State DOH 1 25 Staffing Ratios for a caseload of 500 Certifier/clerk 1 .0 FTE Registered Dietitian (RD) about 0.2 FTE or 8 hours per week WIC coordinator about 0.25 FTE for 500 caseload or 10 hours per week Breastfeeding coordinator. 0.05 or two hours per week WA State DOH 1 26 What WIC needs for services Adequate parking and or near transit stop ADA access Clear, easy to read signage - using languages of the community Awaiting area with chairs A reception area that allows for some privacy At least one 10 by 12-foot room for services Important to have bi-lingual certifier staff WA State DOH 1 27 Mandatory Activities Enrolling participants, the " certification visit" The second nutrition education visitor high - risk appointment with a RD Benefit issuance - can be up to every 3 months Activities that do not involve participants, such as training staff, administration , reports Many regulations must be followed two volumes Program and fiscal monitors WA State DOH 1 28 WIC Time Studies WIC Grant has four cost types that we must track Client Services Nutrition education Breast/chest feeding Administrative tasks WA State DOH 1 29 Non-Mandatory Activities • Additional services in conjunction with the WIC visit • Additional nutrition counseling and follow-up • Additional referrals • Staff involvement in agency or community groups WA State DOH 1 30 Additional Handouts Budget workbook—includes specific budget items to plan for Managing a WIC Program—more WIC detail Application Application instructions This presentation WA State DOH 1 31 Type of agency we ' re looking for An organization with demonstrated experience providing services to community members who are disproportionately impacted by health disparities and structural/systemic inequities. Consider public or private health agency that provides ongoing, routine and pediatric and obstetric care WA State DOH 1 32 Tentative timeline and process May 18th - Community meeting and applications available June 8th - Email to Terri about intent to apply June 29th - Applications due, evaluated July 20th - Decision made by DOH Tentative start date - October 1 , 2022 WA State DOH 1 33 Timeline and process Start-up schedule varies depending if the agency is new or not Caseload & outreach New site/existing agency New agency WA State DOH 1 34 Contact information Pau I .Throne@doh .wa . q or 360-236-3697 Jean . O ' LearyC& doh .wa . or 360-463-6536 Terri .Trisler@doh .wa . or 360-236-3712 WA State DOH 1 35 ues t ions !20 WA State DOH 1 36 Participation in Mason County — January2022 "Z=M� IC Local Agency Allyn Belf air Grapeview Hoodsport Shelton Union Total irgina Mason Franciscan Health (Belfair) 31 254 25 1 46 4 361 CAC Lewis, Mason, Thurston Co (currently issued from state office) 1 1 3 3 234 1 243 ea Mar Comm Health Centers (west Olympia) 1 2 405 408 South Puget Intertribal PlanningA 2 79 2 Agency Y 83 Totals: 44 284 29 8 771 7 1143 WA State DOH 37 MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: David Windom DEPARTMENT: MCCS EXT: 260 BRIEFING DATE: June 6, 2022 PREVIOUS BRIEFING DATES: If this is a follow-up briefing, please provide only new information NA INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal x❑ Other — please explain ITEM: Recruitment for Mason County Board of Health EXECUTIVE SUMMARY: (If applicable, please include available options and potential solutions): With the adoption of rules surrounding ESSHB 1152 reorganizing the Mason County Board of Health, there exists a new category of board member, the consumer of public health. 'Consumers of public health" means the category of persons consisting of county or health district residents who have self-identified as having faced significant health inequities or as having lived experiences with public health-related programs. Mason County seeks two applicants to fill the category of consumers of public health. BUDGET IMPACT: None PUBLIC OUTREACH:(Include any legal requirements, direct notice,website, community meetings, etc.) Briefing RECOMMENDED OR REQUESTED ACTION: Approve news release ATTACHMENTS: News release Briefing Summary 5/25/2022 NEWS RELEASE June 7, 2022 MASON COUNTY COMMISSIONERS' OFFICE 411 N 5TH ST,BLDG 1, SHELTON,WA 98584 TO: KMAS, KRXY, SHELTON-MASON COUNTY JOURNAL, THE OLYMPIAN, SHELTON CHAMBER OF COMMERCE,NORTH MASON CHAMBER OF COMMERCE, CITY OF SHELTON, ECONOMIC DEVELOPMENT COUNCIL, THE SUN RE: Mason County Board of Health The Mason County Commissioners are seeking applicants to fill two open positions on the Mason County Board of Health. The two open positions are in the category"Consumers of Public Health". "Consumers of Public Health" means the category of persons consisting of County or health district residents who have self-identified as having faced significant health inequities or as having lived experiences with Public Health-related programs. Persons with a fiduciary obligation to a health facility or other health agency, or a material financial interest in the rendering of health services,may not be selected as a non-elected member of a local Board of Health representing consumers of Public Health. Board of Health members serve three-year terms and meet bi-monthly during business hours at the County offices in Shelton. During COVID,these meetings are being held via Zoom. Applicants must be residents of Mason County. Interested persons are encouraged to apply for this commission by completing an Advisory Board Application form that can be downloaded from the County website at: https://masoncoLmt a.gov/forms/advisory/Advisoryboardapp.pdf or by calling the Commissioners' Office at (360) 427-9670 ext. 419. Completed applications should be submitted to the Commissioners' Office located at 411 N P Street, Shelton, WA 98584. Positions are opened until filled. If there are any questions about these positions, please contact David Windom at (360) 427-9670 ext. 260 or by email at dwindomamasoncountywa.gov. BOARD OF MASON COUNTY COMMISSIONERS Randy Neatherlin, Kevin Shutty, Sharon Trask, Commissioner Chair Commissioner MASON COUNTY PUBLIC WORKS—COMMISSIONER BRIEFING June 6,2022 Briefing Items • Grant Appropriation in the amount of$550,000 for the Rustlewood System Upgrade Project (U&W). • Grant Appropriation in the amount of$500,000 for Belfair debt relief. • Sole source procurement of a FELCO Asphalt Cutter attachment from Pape Machinery. • Adopt-A-Road agreement for Friends of Pleasant Cove interested in picking up roadside litter along Lower Elfendahl Pass Road(from M.P. 0.000 to M.P 1.840) • Adopt-a-Road agreement for Mason Benson Center interested in picking up roadside litter along the following County Roads: • Mason Lake Drive West(from M.P. 0.000 to M.P.6.600) • Mason Lake Drive East(from M.P. 0.000 to MY 2.949) • Mason Lake Drive South(from M.P. 0.000 to M.P. 1.758) • Benson Lake Drive(M.P.0.000 to MY 1.653) Discussion Items • Bid Opening Results for Belfair Water Reclamation Facility Sewer Extension Project • Fill a Public Works Truck Event-Shelton Area Collection—(Donated to Saint Pantry Food Bank and Turning Pointe) - 589lbs, - 6-bags of toiletries - $235-cash 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: Richard Dickinson, Deputy Director/U&W DEPARTMENT: Public Works EXT: 199 BRIEFING DATE: June 7, 2022 INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Other— please explain ITEM: Grant Appropriation for Rustlewood Water System Upgrade Project EXECUTIVE SUMMARY: Governor Inslee recently signed a 2022 Supplemental State Capital Budget, which includes an appropriation of $550,000 for the Rustlewood Water System Upgrades project. This project will address water quality issues, update and improve drinking water system reliability and safety for the community of Rustlewood. Reservoir, wellfield and system pressurization electrical and control to be brought up to current electrical code compliance standards through rewiring and critical component replacements. This project will also include replacing/relocating a distribution system pressure reducing valve (PRV) that has failed. The Department of Commerce will retain three percent (up to a maximum of $50,000) for administering the project to cover administrative cost. The net grant award will be $533,500. BUDGET IMPACTS: No budget impacts. The grant funding will cover the project 100%. RECOMMENDED OR REQUESTED ACTION: Recommend the Board and/or Chair be authorized to execute all related documents for the Infrastructure Project grant appropriation funding for the County Rustlewood Water System Upgrades project. ATTACHMENTS: 1. Grant Questionnaire 2. Contract Readiness Survey 3. Dept. of Commerce Letter Mason County GRANT QUESTIONNAIRE Date: 05/25/2022 Office/Department: Public Works Contact Person: Richard Dickinson 1. Name of Grant/Program: Infrastructure Assistance Project Program 2. New Grant X Renewing Grant _ Term (# of years) 3. Is the grant unchanged, and does not require Current Expense funding? (If Y, please skip to number 24) Y _ N How will this grant benefit the County's citizens? This project will result in potentially reduced expenses at the Rustlewood water system due to increased reliability. It will also reduce the County's overall liability by reducing the static water pressure to downstream customers' homes where pressures are above the prescribed static water pressure limits. 5) Is this a program grant or an equipment grant? 6) Is this a "one-time only grant" or is it renewable? If renewable, how long is grant anticipated to last? One-time only grant, for costs incurred for Rustlewood water system upgrades during the period of July 1, 2021 thru June 30. 2023. 7) If this is a new grant how will the grant support a current program OR how will the program change? No effect 8) Does this grant require up front funds? Y _ N X If so, what is the source of the up-front funds needed to cover costs prior to initial and continuing reimbursements being received? 9) How many employees (new or current) will be paid by the grant? N 0 C 0 a. If this grant requires new hire(s) and grant ends, how will unemployment costs be funded? Page 1 10) Will the grant require matching funds; i.e., in-kind, cash, Employment Security, Social Security, FICA, PERS, etc? Y _ N X If so, what? Would the grant allow for an annual COLA in salary, increase in medical insurance premiums or increases in any personnel benefits? 11) What fund would support a cash match (if required)? None 12) If required what is the TOTAL cost of the match over the life of the grant? Design $ Right of Way $ Construction $ Contingencies $ Total $ Grant Request - $0 13) What fund would support the administration of the grant? 411 14) Will the grant allow for the County cost allocation plan to be funded? 15) Would the grant require the county to provide office space and/or additional equipment to administer the program? NO If so, what are the requirements? 16) Would the program require use of a county vehicle or personal vehicle? Y _ N X 17) If so, would the grant provide for the cost of the automobile and/or liability insurance? Y N X 18) Would the grant require activities by other county offices/departments? (i.e. legal review, technology services assistance, new BARS numbers.) Y N X If so, what activities? 19) Would acceptance and completion of the grant project in any way OBLIGATE the County to create/enact new ordinance or policies? Y _ N X If so, what obligations? 20) Does this grant project include any activities that may fall outside the county's standard policies (personnel policies on travel, hours of work, training required, reimbursement for meeting refreshments, paying for meeting space, etc.?) Page 2 21) Will outside consultants be solicited to work on the grant and if so, is a process in place for appropriate selection and oversight of consultant activities? Y _ N_X_ If so, what is the funding source for consultant fees?_ 22) For a program grant, how would the program be funded after the grant expires? (It should be understood that once grant funding ends, either the program ceases OR the funding for the program needs to be absorbed within the department's or office's existing budget) OR justification must be provided that the program has been and will continue to save or benefit taxpayers. 23) Please provide (attached to questionnaire) a synopsis of the grant or a copy of the fact sheet. Please feel free to submit additional information as needed. Official signature of requesting office/department: Elected Official/Department Head Date Approved by: Chair, Board of County Commissioners Date Page 3 Washington State f Department of �i►a Commerce Washington State Capital Budget Contract Readiness Survey For Local Community Projects, Infrastructure Assistance, Ports, and Work, Education, Health Monitoring Projects Grantee: Mason County Project Title: Rustlewood Water System Upgrades Contract Number: 22-96515-049 Net Grant Amount: $533,500.00 Instructions: Before you can receive funds, a contract will need to be executed between your organization and the state. Contract development generally takes four to six weeks once you have met all pre-contracting requirements. Please follow these steps to get the process started: 1. Completely fill out the survey questions by typing your responses in the electronic version of this form; 2. Have the Grantee Certification (last page) signed by the person authorized to sign contracts for your organization; 3. Attach documentation for committed funds (copies of award letters, council appropriations, etc.), if applicable; 4. A separate email will be sent for the 21-02 Cultural Review, from Connie Rivera, Section Manager, Connie.rivera(a)commerce.wa.gov or (360) 704-9535. 5. Compile and email these documents to your Project Manager, Lena Moore, Lena.moore(a)Commerce.wa.gov or (360) 764-0632. If you have any questions or need additional information, please contact: Connie Rivera, Infrastructure Assistance Section Manager, Community Assistance and Research Unit (360) 704-9535 or Connie.rivera(a,commerce.wa.gov. All grantees are required to set up an SWV number so funds can be sent electronically. Please find detailed instructions here: Office of Financial Management. It may take up to three weeks after you submit this information for an electronic transfer account to be set up. You may immediately submit your working papers survey to us; we will automatically receive your SWV number from the office that sets them up. Thank you for your assistance in making this contract-writing process as quick and easy as possible! SECTION 1. GENERAL INFORMATION 1.1 Grantee (Complete Legal Name) Mason County PW Utilities and Waste Management Government ❑ Publicly-Owned ❑ Private Non-Profit 1.2 Type of Organization _ 1 El Tribal Statewide Vendor Number(if Fiscal Year End 1.3 SWV0001893-03 12/31/2022 available) _ mm/dd : 1.4 UBI# 232-002-101 1.5 Project Street Address , WA 1.6 Project Mailing Address 100 W Public Works Drive, Shelton, WA 98584- 1.7 County Mason 1.8 Project Jurisdiction (county, city, County town) _ — 1.9 Legislative District 35 1.10 Congressional District 6 1.11 Which legislator(s)took the lead in Son. Tim Sheldon introducing your appropriation? Authorized Person to Sign Contract Kevin Shutty Authorized Signatory Title Chair, Board of Commissioners 11.12 Mailing Address (if different from project WA mailing address above) - Telephone (360) 427-9670 Email 1.13 Are you able to utilize DocuSign, to sign Yes X or, No - ---contract? -- Attorney's name (to review the contract and sin) Tim Whitehead 1.14 Firm/Title Mason County / Deputy Prosecuting Attorney Email ITimW@masoncountywa.gov Person Administering the GrantY t� (Project Manager, once contract is Richard L Dickinson signed) 1.15' Mailing Address (if different from project WA mailing address above) - Telephone (360) 427-9670 Email i rdickinson@masoncountywa. - ooy _ SECTION 2. PROJECT INFORMATION PROJECT DESCRIPTION 2.1 Please describe the_project's anticipated use and public benefit. Project will address water quality issues, update and improve drinking water system reliability and safety for the community of Rustlewood. Reservoir, wellfield and system pressurization electrical and control to be brought up to current electrical code compliance standards through rewiring and critical component replacements. Project will also include replacing/relocating a distribution system pressure reducing valve that has failed. This is a potential safety issue as static line pressure is in some cases exceeding scribed limits. 2.2 Is this project part of a larger, phased project? If YES, explain how this phase fits in the ❑ YES ® NO overall project_ 2.3 Project GPS Coordinates (approximate center of project location)The latitude-longitude coordinates https://www.gps-coordinates.net/. A written description of the specific roads, streets, neighborhoods, or other bounding information describing the pr9ject area with s ecificit Latitude 47.284795, Longitude -122.92949 E Madrona Parkway, Nearest Cross street is E Sea Vista Lane SITE CONTROL 2-- Do you have control of the project site either through ownership or through a long-term lease (at least 10 years)? If NO, please explain and include the date you expect to meet this condition. ® YES ❑ NO IMPORTANT: Site control is required before we can begin writing the contract. GOVERNOR EXECUTIVE ORDER 21.02(EO 21.02)CULTURAL& HISTORICAL RESOURCES REVIEW(OR SECTION 106) 2.5 Does your project involve pre-construction, land acquisition, ground disturbance, or construction or rehabilitation of a building over 45 years old? El Pre-construction If YES and your project includes only state and local funds, you will need to go through ❑ Land Acquisition the EO 21-02 review process. 2.5a If NO, please explain. ❑ Ground Disturbance Does your project include other federal funds? ❑ YES ® NO ❑ Building Over 45 If YES, you will need to go through the Section 106 review process. Years Old li IMPORTANT: If EO 21-02 (or Section 106) applies to your project, you will need to complete this review before we can execute the contract.' ' The EO 21-02 requires recipients of state funds to consult with interested parties, i.e., Department of Archaeology and Historic Preservation, and Indian Tribes, prior to starting project construction. If your project funding includes other federal funds (from Ecology (CWSRF), Department of Health (DWSRF), Section 106 (National Historic Preservation Act)will be required, which supersedes the EO 21-02 review. These consultations should take place as early as possible in order to avoid delays in starting your project. If you have questions regarding the cultural and historic resources process, please contact Connie Rivera at(360-704-9535 or connie.rivera@commerce.wa.gov. PREVAILING WAGE 2.6 If your project includes new construction or renovation, do you understand and acknowledge that you are required to pay state prevailing wages for all construction- ® YES related work. SCOPE OF WORK 2.7 Describe all the activities and deliverables needed to accomplish this project. IMPORTANT: Provide a description of the project along with the estimated start and end date. Your Scope of Work must correspond with your application or member request and will become part"our contract. 1.) Electrical/Control/Pumping ($100,000, shovel-ready work) 2.) 4" PRV replacement ($75,000, shovel-ready work) i 3.) Iron and manganese ($358,500, PE and/or construction) I PROJECT COSTS 2•8 Only complete the Project Costs table below if your budget is finalized(all funding is secured). A list of eligible and ineligible costs is included in the Infrastructure Projects Program Guidelines. i IMPORTANT: Your Total Project Costs must equal your Total Funding in Question 2.9. The cost categories must correspond with the activities listed on your Scope of Work. The Project Cost table will become part of your contract. Please note that this is a reimbursement grant: only costs incurred after the date project funds were awarded will be reimbursed (July 1 of year appropriated). A finalized budget (when all funding is secured) is required before we can begin writing the contract. Note: Internal project management is NOT an eligible cost for reimbursement. Cost Category Amount Archeological/Historical review Building Permits/Fees 3500 Capitalized Equipment 170000 Construction Labor and Materials 150000 Construction Management 10000 Demolition/Site Preparation 50000 Design,Architecture and Engineering Work 150000 Information Technology Infrastructure(cables and wiring) Site Acquisition" Other: TOTAL - • • ProjectFunding) *Costs directly associated with property acquisition include appraisal fees, title opinions, surveying fees, real estate fees, title transfer taxes, easements of record, and legal expenses. PROJECT FUNDING 2.9 Complete the table below listing the amounts and funding sources for this project. State the status of your funding sources as follows: ■ Committed: funds are considered committed if a formal notice of approval for the funds is in place from the funding source. Local Revenue must be in an approved budget or be appropriated by your council or commission to be considered committed. Attach documentation such as copies of award letters, council appropriations, etc. ■ In-Hand: funds are considered in-hand if you have already received the funds. IMPORTANT: Your Total Project Funding must equal your Total Project Costs in Question 2.8. The Project Funding table will become part of your contract. You are required to have full funding for your project (or project phase) by either having the funds in-hand or by showing that the funds are committed, prior for us to issue a contract. (CommittedStatus Type of Funding Identify Source Amount or In-Hand) State Grant Department of Commerce $535,000.00 Committed ..........----_ ___ __ F Other Funds (e.g.State, Federal, Local,Grants, Private, Loans) Total Other: TOTAL - • Project 000 00 CONTINGENCIES 2.10 Are there contingencies that could change your answers to any of the questions above? If so, please briefly explain. For example: Project descri tion, site control, scope of work, financing,etc_ SECTION 3. COST REIMBURSMENT PROJECTIONS INFORMATION PROJECTIONS 3.0 Please estimate how much of your award you plan to request during the upcoming quarters. This information is used for program budgeting purposes only and is not binding. Fiscal Year 2022 April 1 —June 30 2022 $100,000 Total $100,000 Fiscal Year 2023 Jul 1 -September 30, 2022 $100,000 October 1 -December 31 2022 $50,000 Janua 1 -March 31 2023 $30000 _ April 1 -June 30, 2023 $100000 _ Total $280,000 Fiscal Year 2024 Jul 1 -September 30 2023 $170,000 October 1 -December 31, 2023 January 1 -March 31, 2024 April 1 —June 30 2024 Total $170,000 Fiscal Year 2025 Jul 1 -September 30, 2024 October 1 -December 31, 2024 Janua 1 -March 31, 2025 _ A ril 1 —June 30, 2025 Total SECTION 4. LEED INFORMATION LEED Certification Declaration,2021.2023 Capital Budget Grant Programs 4.0 Directions: All recipients of state Capital Budget grants are required to complete this section IMPORTANT: As part of your contracting process, you are required to certify your capital project will comply with RCW 39.35D and be built to the LEED silver standard where "practicable."2 LEED(LEADERSHIP IN ENERGY AND ENVIRONMENTAL DESIGN) CERTIFICATION 4.1 Does your project include new construction or renovation of a building or facility? ❑ YES ® NO If YES, indicate if you entered the LEED certification process with the goal of your facility obtaining the silver standard and provide proof of documentation form your architect. type?Is your project an exempt facility 4.2 Does your project only involve a land acquisition and does not include any construction, or renovation of a building or facility? ❑ YES ❑ NO If Yes,you are exempt and sign the certification on the last page. 4.3 If your project is a new construction, is it less than 5,000 gross square feet of occupied or conditioned space3? ❑ YES ® NO If Yes what is the square footage? 4.4 If your project is a renovation, is it less than 50 percent of the facility's assessed value4, and less than 5,000 gross square feet of occupied or conditioned space? ® YES ❑ NO If Yes,what is the square foots e? If Yes, what is the What is the facility's renovation total budget? a assessed value? $ 4.5 Is your facility a transmitter building, pumping station, hospital, or research facility5? - YES ® NO Is it a similar building type? If Yes, describe below. ® YES ❑ NO You are exempt if you answered Yes to ANY questions above. 2 LEED is a certification program run by the U.S. Green Building Council. In 2005 the Washington State Legislature passed a law requiring all capital projects grant recipients to comply with the LEED standards (RCW 39.35D). The goal is for major construction or renovation projects receiving state funds to be built to the LEED silver standard where"practicable." Projects that fall under certain facility types and projects dernonstrating that it would not"be practicable"to meet the LEED silver standard may qualify for a LEED exemption. If you have questions regarding the LEED process, please contact your project manager. 3 Gross square feet as defined by the Washington State Energy Code. 4 Assessed value includes the building and land. s Primarily used for sponsored laboratory experimentation, laboratory research, or laboratory training in research methods. SECTION 5. MISCELLANOUS INFORMATION Risk Assessment 5.0 Mark an "X" in the orange box that corresponds to your organization's answer to the question. Local Government's experience administering state funds. Please mark only one answer. 0-1 year -- — 1 -2 years I - 3+years X Do you have an accounting system that is capable of recording revenues and expenditures for each funding source/award by required budget categories? Please mark only one answer. Yes X No Do you have written accounting policies and procedures? Please mark only one answer. - Yes X No Have you received a single audit finding in the last 3 years? Please mark on one answer. - - _. _. Yes X No Have you sub-contracted any state funds to a sub-recipient, for this contract? Please mark only one answer. -Yes - --- -- ------ _... No X If yes to the above question, how much funding has been sub-contracted to a sub-recipient? Please mark only one answer. >$1,000,000 $1,000,001 -$2,000,000 _ $2,000,001 -$5,000,000 $5,000,001 -$10,000,000 __ -- $10,000,001+ - - What forms of technical assistance have you received from the Department of Commerce? Select all that apply. None Email Correspondence X 1 on 1 meeting X Small Group meeting X Commerce Webinar X GRANTEE CERTIFICATION The Grantee certifies that: ■ The information and financial data provided in this document are true and correct to the best of their belief and knowledge and it is understood that Commerce staff may independently verify information, and that the discovery of incomplete, false, and/or misleading information is grounds for withholding awarded funds or termination of grant contract; ■ Records supporting the information provided in this document are on file and will be made available by the Grantee upon request; ■ There are no outstanding liens against this project; ■ There is currently no litigation in existence seeking to enjoin the commencement or completion of the above-described project; • The Grantee, certifies that all of the information provided complies with RCW 39.35D requiring major construction or renovation projects receiving state funds to be built to the LEED silver standard where "practicable and is accurate and complete to the best of their knowledge. The Grantee understands that The Department of Commerce staff may independently verify information provided, and that the discovery of incomplete, false, and/or misleading information is grounds for withholding awarded funds; and ■ The Grantee intends to enter into a grant contract with the Department of Commerce, provided that the terms and conditions for a Department of Commerce grant are satisfactory to both parties. Signed: SO— Name, Ko'J �H U-),7 Title: C (A I ✓L Phone Number: _(�00) Date: b) '13/201-1 _ FIT STATE OF WASHINGTON DEPARTMENT OF COMMERCE 1011 Plum Street SE • PO Box 42525• Olympia,Washington 98504-2525• 360-725-4000 www.commerce.wa.gov May 16, 2022 Richard Dickinson Mason County 100 W Public Works Drive Shelton, WA 98584 Dear Richard: Congratulations! Governor Inslee recently signed the 2022 Supplemental State Capital Budget, which includes an appropriation of$550,000.00 for the Rustlewood Water System Upgrades project.The Department of Commerce, which will administer the project, will retain three percent (up to a maximum of$50,000) to cover our administrative costs. Accordingly,your net grant award will be $533,500.00. Prior to receiving funds,your organization will need to fulfill the following requirements: • Provide documentation of your organization's financial ability to complete the project.All funds from sources other than the state must be expended, raised, or secured by documented pledges or loans. • For nonprofit grantees,any property relevant to the project must be owned or secured by a long-term lease that remains in effect for a minimum of ten years following the final payment date.A lien on owned property is also required when receiving grants of$250,000 or more. • Prevailing wages must be paid for all construction labor costs incurred as applicable. • Review by the Washington State Department of Archaeology and Historic Preservation and any affected Tribes(Governor's Executive Order 21-02). • Your project may also need to comply with the state's LEED green buildings standards (RCW 39.35D). Soon you will receive the Contract Readiness Survey form and 21-02 Cultural Resources Review instructions,these are the pre-contract conditions that need to be completed, please complete and submit as soon as possible.The contracting process is not initiated until the pre-contracting conditions have been met. Enclosed is Infrastructure Projects Program Guidelines to assist you with the process. If you need additional information, please contact your Project Manager, Lena Moore, at 360.764.0632 or lena.moore@commerce.wa.gov or me at 360.704.9435 or by email connie.rivera@commerce.wa.gov. Sincerely, k._ Connie Rivera, Infrastructure Section Manager Community Assistance& Research Unit MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Richard Dickinson, Deputy Director/U&W DEPARTMENT: Public Works EXT: 199 BRIEFING DATE: June 7, 2022 INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Other— please explain ITEM: Grant Appropriation for Belfair Water Reclamation Facility (Debt relief) Project EXECUTIVE SUMMARY: Governor Inslee recently signed a 2022 Supplemental State Capital Budget, which includes an appropriation of $500,000 for Debt relief for the Belfair Wastewater System. The Department of Commerce will retain three percent (up to a maximum of $50,000) for administering the project to cover administrative cost. The net grant award will be $485,000. BUDGET IMPACTS: No budget impacts. RECOMMENDED OR REQUESTED ACTION: Recommend the Board and/or Chair be authorized to execute all related documents for the Infrastructure Project grant appropriation funding for Belfair Water Reclamation Facility (debt relief) project. ATTACHMENTS: 1. Grant Questionnaire 2. Contract Readiness Survey 3. Dept. of Commerce Letter Mason County GRANT QUESTIONNAIRE Date: 05/25/2022 Office/Department: Public Works Contact Person: Richard Dickinson 1. Name of Grant/Program: Infrastructure Assistance Project Program 2. New Grant X Renewing Grant _ Term (# of years) 3. Is the grant unchanged, and does not require Current Expense funding? (If Y, please skip to number 24) Y N How will this grant benefit the County's citizens? This grant will pay off two current department of Ecology loans for the Belfair Wastewater Utility. The remaining funds will be used to offset the demand for REET2 funds otherwise required by the Belfair WW utility. 5) Is this a program grant or an equipment grant? 6) Is this a "one-time only grant" or is it renewable? If renewable, how long is grant anticipated to last? One-time only grant, for debt relief at the Belfair Wastewater Utility 7) If this is a new grant how will the grant support a current program OR how will the program change? No effect 8) Does this grant require up front funds? Y N X If so, what is the source of the up-front funds needed to cover costs prior to initial and continuing reimbursements being received? 9) How many employees (new or current) will be paid by the grant? N 0 C 0 a. If this grant requires new hire(s) and grant ends, how will unemployment costs be funded? Page 1 10) Will the grant require matching funds; i.e., in-kind, cash, Employment Security, Social Security, FICA, PERS, etc? Y _ N X If so, what? Would the grant allow for an annual COLA in salary, increase in medical insurance premiums or increases in any personnel benefits? 11) What fund would support a cash match (if required)? None 12) If required what is the TOTAL cost of the match over the life of the grant? Design $ Right of Way $ Construction $ Contingencies $ Total $ Grant Request - $0 13) What fund would support the administration of the grant? 413 14) Will the grant allow for the County cost allocation plan to be funded? 15) Would the grant require the county to provide office space and/or additional equipment to administer the program? NO If so, what are the requirements? 16) Would the program require use of a county vehicle or personal vehicle? Y _ N X 17) If so, would the grant provide for the cost of the automobile and/or liability insurance? Y N X 18) Would the grant require activities by other county offices/departments? (i.e. legal review, technology services assistance, new BARS numbers.) Y_ N X If so, what activities? 19) Would acceptance and completion of the grant project in any way OBLIGATE the County to create/enact new ordinance or policies? Y _ N X If so, what obligations? 20) Does this grant project include any activities that may fall outside the county's standard policies (personnel policies on travel, hours of work, training required, reimbursement for meeting refreshments, paying for meeting space, etc.?) Page 2 21) Will outside consultants be solicited to work on the grant and if so, is a process in place for appropriate selection and oversight of consultant activities? Y N_X_ If so, what is the funding source for consultant fees?_ 22) For a program grant, how would the program be funded after the grant expires? (It should be understood that once grant funding ends, either the program ceases OR the funding for the program needs to be absorbed within the department's or office's existing budget) OR justification must be provided that the program has been and will continue to save or benefit taxpayers. 23) Please provide (attached to questionnaire) a synopsis of the grant or a copy of the fact sheet. Please feel free to submit additional information as needed. Official signature of requesting office/department: Elected Official/Department Head Date Approved by: Chair, Board of County Commissioners Date Page 3 Washington State ip � Department of �i►® Commerce Washington State Capital Budget Contract Readiness Survey For Local Community Projects, Infrastructure Assistance, Ports, and Work, Education, Health Monitoring Projects Grantee: Mason County Project Title: Belfair WRF Debt Relief Contract Number:22-96515-013 Net Grant Amount: $485,000.00 Instructions: Before you can receive funds, a contract will need to be executed between your organization and the state. Contract development generally takes four to six weeks once you have met all pre-contracting requirements. Please follow these steps to get the process started: 1. Completely fill out the survey questions by typing your responses in the electronic version of this form; 2. Have the Grantee Certification (last page) signed by the person authorized to sign contracts for your organization; 3. Attach documentation for committed funds (copies of award letters, council appropriations, etc.), if applicable; 4. A separate email will be sent for the 21-02 Cultural Review, from Connie Rivera, Section Manager, Connie.rivera(aD-commerce.wa.gov or (360) 704-9535. 5. Compile and email these documents to your Project Manager, Lena Moore, Lena.moore(o)Commerce.wa.gov or (360) 764-0632. If you have any questions or need additional information, please contact: Connie Rivera, Infrastructure Assistance Section Manager, Community Assistance and Research Unit (360) 704-9535 or Connie.riveraC@commerce.wa.gov. All grantees are required to set up an SWV number so funds can be sent electronically. Please find detailed instructions here: Office of Financial Management. It may take up to three weeks after you submit this information for an electronic transfer account to be set up. You may immediately submit your working papers survey to us; we will automatically receive your SWV number from the office that sets them up. Thank you for your assistance in making this contract-writing process as quick and easy as possible! SECTION 1 . GENERAL INFORMATION 1.1 Grantee (Complete Legal Name) Mason County PW Utilities and Waste Management ® Government Publicly-Owned ❑ Private Non-Profit 1.2 Type of Organization ❑ Tribal Statewide Vendor Number(if Fiscal Year End L14 SWV0001893-03 12131 available) _ ---- — (min/dd IJBl# 232-002-101 . Project Street Address , Belfair, WA 98528- 1.E Project Mailing Address 100 W Public Works Dr, Shelton, WA 98584- 1.7 county Mason 1.8 Project Jurisdiction (county, city, County town_- 1.9 Legislative District 35 1.10 Congressional District 6 1.11 Which legislator(s)took the lead in Sen Tint Sheldon introducing your appropriation? Authorized Person to Sign Contract Kevin Shutty Authorized Signatory Title Chair, Board of Commissioners 1.12i - - Mailing Address (if different from project WA - mailing address above) Telephone (360) 427 9670 .Email KShutty@masoncountywa.gov 1.13 Are you able to utilize DocuSign, to sign Yes X or, No your contract? Attorney's name (to review the contract Tim Whitehead and sign)_ 1.14 Firm/Title Mason County Deputy Prosecuting Attorney Email TimW@masoncountywa.gov Person Administering the Grant (Project Manager, once contract is Richard L Dickinson signed) 1.15 Mailing Address (if different from project WA - mailing address above) Telephone (360) 427-9670 Email rdickinson@masoncountywa. god SECTION 2. PROJECT INFORMATION PROJECT DESCRIPTION 2.1 Please describe the project's anticipated use and public benefit. Debt relief 2.2 Is this project part of a larger, phased project? If YES, explain how this phase fits in the I YES ® NO overall project. L 2.3 Project GPS Coordinates (approximate center of project location)The latitude-longitude coordinates https://www.gps-coordinates.net/. A written description of the specific roads, streets, neighborhoods, or other bounding information describing the project area with specificity. Lat: 47.446787, Long: -122.811602. Wastewater Treatment Facility is directly SE of the town of Belfair. SITE CONTROL 2.4 Do you have control of the project site either through ownership or through a long-term lease (at least 10 years)? If NO, please explain and include the date you expect to meet this condition. ® YES ❑ NO IMPORTANT: Site control is required before we can begin writing the contract. GOVERNOR EXECUTIVE ORDER 21.02(EO 21-02)CULTURAL&HISTORICAL RESOURCES REVIEW(OR SECTION 106) 2.5 Does your project involve pre-construction, land acquisition, ground disturbance, or construction or rehabilitation of a building over 45 years old? ❑ Pre-Construction If YES and your project includes only state and local funds, you will need to go through ❑ Land Acquisition the EO 21-02 review process. 2.5a If NO, please explain. ❑ Ground Disturbance Does your project include other federal funds? ❑ YES ® NO ❑ Building Over 45 If YES, you will need to go through the Section 106 review process. Years Old IMPORTANT: If EO 21-02 (or Section 106) applies to your project, you will need to complete this review before we can execute the contract.' The EO 21-02 requires recipients of state funds to consult with interested parties, i.e., Department of Archaeology and Historic Preservation, and Indian Tribes, prior to starting project construction. If your project funding includes other federal funds (from Ecology (CWSRF), Department of Health (DWSRF), Section 106 (National Historic Preservation Act)will be required,which supersedes the EO 21-02 review.These consultations should take place as early as possible in order to avoid delays in starting your project. If you have questions regarding the cultural and historic resources process, please contact Connie Rivera at(360-704-9535 or connie.rivera@commerce.wa.gov. PREVAILING WAGE _ 2.6 If your project includes new construction or renovation, do you understand and acknowledge that you are required to pay state prevailing wages for all construction- YES related work. SCOPE OF WORK 2.7 Describe all the activities and deliverables needed to accomplish this project. IMPORTANT: Provide a description of the project along with the estimated start and end date. Your Scope Hof Work must correspond with your application or member request and will become part of your contract. _I Debt Relief i I I PROJECT COSTS 2.8 Only complete the Project Costs table below if your budget is finalized(all funding is secured).A list of eligible and ineligible costs is included in the Infrastructure Projects Program Guidelines. IMPORTANT: Your Total Project Costs must equal your Total Funding in Question 2.9. The cost categories must correspond with the activities listed on your Scope of Work. The Project Cost table will become part of your contract. Please note that this is a reimbursement grant: only costs incurred after the date project funds were awarded will be reimbursed (July 1 of year appropriated). A finalized budget(when all funding is secured) is required before we can begin writing the contract. Note: Internal project management is NOT an eligible cost for reimbursement. Cost Category Amount Archeological/Historical review Building Permits/Fees Capitalized Equipment Construction Labor and Materials Construction Management Demolition/Site Preparation Design, Architecture and Engineering Work Information Technology Infrastructure(cables and wiring) Site Acquisition Other: Debt relief 485000 TOTAL - • •STS (must match 2.9 Total Project ',4: 111 Funding) *Costs directly associated with property acquisition include appraisal fees, title opinions, surveying fees, real estate fees, title transfer taxes, easements of record, and legal expenses. PROJECT FUNDING 2.9 rComplete the table below listing the amounts and funding sources for this project. State the status of your funding sources as follows: ■ Committed: funds are considered committed if a formal notice of approval for the funds is in place from the funding source. Local Revenue must be in an approved budget or be appropriated by your council or commission to be considered committed. Attach documentation such as copies of award letters, council appropriations, etc. ■ In-Hand: funds are considered in-hand if you have already received the funds. IMPORTANT: Your Total Project Funding must equal your Total Project Costs in Question 2.8. The Project Funding table will become part of your contract. You are required to have full funding for your project(or project phase) by either having the funds in-hand or by showing that the funds are committed, prior for us to issue a contract. Status .- of Funding Identify Source Amount (Committed or In-Hand) State Grant Department of Commerce 1 $485,000 Committed Other Funds (e.g.State, Federal, Local, Grants, Private, Loans) Total Other: TOTAL - • Project CONTINGENCIES 2.10 %rethere contingencies that could change your answers to any of the questions above? If so, please briefly lain. For example: Project description, site control, scope of work, financing, etc. - - .. .._..--._... -- ----- ----- ------- -- --- — -- --- - _ _.. -- - SECTION 3. COST REIMBURSMENT PROJECTIONS INFORMATION PROJECTIONS 3.0 Please estimate how much of your award you plan to request during the upcoming quarters. This information is used for program budgeting purposes only and is not binding. Fiscal Year 2022 April 1 —June 30,2022 485,000 Total ; 485,000 Fiscal Year 2023 Jul 1 -September 30 2022 October 1 -December 31, 2022 Janus 1 -March 31 2023 April 1 -June 30, 2023 Total Fiscal Year 2024 Jul 1 -September 30, 2023 October 1 -December 31, 2023 Janus 1 -March 31 2024 April 1 —June 30, 2024 Total Fiscal Year 2025 July 1 -September 30, 2024 October 1 -December 31 2024 Janus 1 -March 31 2025 April 1 —June 30, 2025 Total SECTION 4. LEED INFORMATION LEED Certification Declaration,2021.2023 Capital Budget Grant Programs 4.0 Directions: All recipients of state Capital Budget grants are required to complete this section IMPORTANT: As part of your contracting process, you are required to certify your capital project will comply with RCW 39.35D and be built to the LEED silver standard where"practicable."z LEED(LEADERSHIP IN ENERGY AND ENVIRONMENTAL DESIGN)CERTIFICATION 4.1 Does your project include new construction or renovation of a building or facility? ❑ YES ❑ NO If YES, indicate if you entered the LEED certification process with the goal of your facility obtaining the silver standard and provide proof of documentation form your architect. Is your project an exempt facility type? 4.2 Does your project only involve a land acquisition and does not include any construction, or renovation of a building or facility? ❑ YES ® NO If Yes,you_are exempt and sign the certification on the last page._ 4.3 If your project is a new construction, is it less than 5,000 gross square feet of occupied or conditioned space3? ❑ YES ® NO If Yes,what is the square footage? 4.4 If your project is a renovation, is it less than 50 percent of the facility's assessed value4, and less than 5,000 gross square feet of occupied or conditioned space? ❑ YES ® NO If Yes,what is the_square footage? If Yes, what is the What is the facility's renovation total budget? $ as value? $ 4.5 Is your facility a transmitter building, pumping station,_hospital, or research facility5? ❑ YES ❑ NO Is it a similar building type? If Yes, describe below. _ ® YES ❑ NO Wastewater collection, conveyance and treatment system. You are exempt if you answered Yes to ANY questions above. 2 LEED is a certification program run by the U.S. Green Building Council. In 2005 the Washington State Legislature passed a law requiring all capital projects grant recipients to comply with the LEED standards (RCW 39.35D).The goal is for major construction or renovation projects receiving state funds to be built to the LEED silver standard where"practicable." Projects that fall under certain facility types and projects demonstrating that it would not"be practicable"to meet the LEED silver standard may qualify for a LEED exemption. If you have questions regarding the LEED process, please contact your project manager. 3 Gross square feet as defined by the Washington State Energy Code. 4 Assessed value includes the building and land. s Primarily used for sponsored laboratory experimentation, laboratory research, or laboratory training in research methods. SECTION 5. MISCELLANOUS INFORMATION Risk Assessment 5.0 Mark an "X" in the orange box that corresponds to your organization's answer to the question. Local Government's experience administering state funds. Please mark only one answer. 0-1 year 1 —2 years 3+ years X Do you have an accounting system that is capable of recording revenues and expenditures for each funding source/award by required budget categories?Please mark only one answer. Yes X No Do you have written accounting policies andprocedures?Please mark only one answer. Yes X — No Have you received a single audit finding in the last 3 years? Please mark only one answer. Yes X No Have you sub-contracted any state funds to a sub-reci ient, for this contract? Please mark onlyone ne answer. Yes No I X If yes to the above question, how much funding has been sub-contracted to a sub-recipient?Please mark only one answer. >$1,000,000 _ $1,000,001 -$2,000,000 $2,000,001 -$5,000,000 _ $5,000,001 -$10,000,000 _ $10,000,001+ What forms of technical assistance have you received from the Department of Commerce? Select all that apply, _ None _ Email Correspondence X 1 on 1 meeting X Small Group meeting X Commerce Webinar X GRANTEE CERTIFICATION The Grantee certifies that: • The information and financial data provided in this document are true and correct to the best of their belief and knowledge and it is understood that Commerce staff may independently verify information, and that the discovery of incomplete, false, and/or misleading information is grounds for withholding awarded funds or termination of grant contract; ■ Records supporting the information provided in this document are on file and will be made available by the Grantee upon request; • There are no outstanding liens against this project; ■ There is currently no litigation in existence seeking to enjoin the commencement or completion of the above-described project; ■ The Grantee, certifies that all of the information provided complies with RCW 39.35D requiring major construction or renovation projects receiving state funds to be built to the LEED silver standard where "practicable and is accurate and complete to the best of their knowledge. The Grantee understands that The Department of Commerce staff may independently verify information provided, and that the discovery of incomplete, false, and/or misleading information is grounds for withholding awarded funds; and • The Grantee intends to enter into a grant contract with the Department of Commerce, provided that the terms and conditions for a Department of Commerce grant are satisfactory to both parties. Signed: Name: y+^� ��t U 77 7� Title: A I (� Phone Number: (3W) 42-4 -gLq_+p Date: t3/23 /2022 STATE OF WASHINGTON DEPARTMENT OF COMMERCE 1011 Plum Street SE• PO Box 42525• Olympia,Washington 98504-2525• 360-725-4000 www.commerce.wa.gov May 13, 2022 Loretta Swanson, Public Works Director 100 W Public Works Drive Shelton,WA 98584 Dear Ms. Swanson: Congratulations! Governor Inslee recently signed the 2022 Supplemental State Capital Budget, which includes an appropriation of$500,000 for the Belfair Water Reclamation Facility (debt relief) Project.The Department of Commerce,which will administer the project, will retain three percent(up to a maximum of$50,000)to cover our administrative costs.Accordingly,your net grant award will be $485,000. Prior to receiving funds,your organization will need to fulfill the following requirements: • Provide documentation of your organization's financial ability to complete the project.All funds from sources other than the state must be expended, raised, or secured by documented pledges or loans. • For nonprofit grantees,any property relevant to the project must be owned or secured by a long-term lease that remains in effect for a minimum of ten years following the final payment date. A lien on owned property is also required when receiving grants of$250,000 or more. • Prevailing wages must be paid for all construction labor costs incurred as applicable. • Review by the Washington State Department of Archaeology and Historic Preservation and any affected Tribes(Governor's Executive Order 21-02). • Your project may also need to comply with the state's LEED green buildings standards (RCW 39.35D). Soon you will receive the Contract Readiness Survey form,these are the pre-contract conditions that need to be completed, please complete and submit as soon as possible. The contracting process is not initiated until the pre- contracting conditions have been met. Enclosed is Infrastructure Projects Program Guidelines to assist you with the process. If you need additional information, please contact your Project Manager, Lena Moore, at 360.764.0632 or lena.moore@commerce.wa.gov or me at 360.704.9435 or by email connie.rivera@commerce.wa.gov. Sincerely, 0 k.� Connie Rivera, Infrastructure Section Manager Community Assistance & Research Unit 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: June 6, 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 Ll Legal 11 Other— please explain ITEM: Sole Source procurement of special made Asphalt Cutter for John Deere Excavators EXECUTIVE SUMMARY: Public Works currently uses two (2) John Deere excavators (85g and 135g) regularly on maintenance and storm activities. To avoid costly and unnecessary asphalt dig outs during underground maintenance or to repair cracked or broken sections of asphalted roads or walking paths, road operations would like to buy an asphalt cutter attachment that would fit onto both excavators. This FELCO attachment is only sold through PAPE Machinery, premier John Deere dealership in Washington, selling products specifically made for this manufacturer. Budget Impacts: The attachment cost is $14,119.92 and with the savings realized on other equipment purchases this year, we remain under budget with this purchase (see attached spreadsheet). RECOMMENDED OR REQUESTED ACTION: Recommend the Board of County Commissioners execute sole source resolution to procure a John Deere excavator asphalt cutter from Pape Machinery for $14,119.92. ATTACHMENTS: 1. 2022 Equipment Budget 2. Sales Quote 3. Picture of similar Asphalt Cutter 4. Sole Source Justification Form 5. Resolution 2022 Public Works Road Operations Equipment Budget Budgeted Purchased Equipment Description Quantity Condition Unit Price Total Quantity Condition Unit Price Total Front-End Loader 1 New $ 230,000.00 $ 230,000.00 1 New $ 122,318.00 $ 122,318.00 Chipper 1 New $ 75,000.00 $ 75,000.00 $ - F-550 w/sander, plow and dump bed 4 New $ 80,000.00 $ 320,000.00 $ - Tractor and lowboy trailer 1 Used $ 130,000.00 $ 130,000.00 1 Used $ 107,500.00 $ 107,500.00 3 Axle Pup Trailer 3 Used $ 75,000.00 $ 225,000.00 2 New $ 101,601.00 $ 203,202.00 FlatBed Tailer 0 1 New $16,874.92 $16,874.92 Automated Flag Assist Device 0 1 New $ 33,998.00 $ 33,998.00 Plate Compactor 0 1 New $ 12,640.00 $ 12,640.00 FELCO Asphalt Cutter 0 1 New $14,119.92 $ 14,119.92 2022 Approved Budget= $ 980,000.00 YTD= $ 510,652.84 REMAINING BUDGET= $ 469,347.16 ®JOHN DEERS EN MACHINERY Quote Summary Prepared For: Prepared By: MASON COUNTY PUBLIC WORKS KYLE CHAPMAN 100 PUBLIC WORKS DR Pape Machinery, Inc. SHELTON, WA 98584 426 South Fleet Street Business: 360-427-9670 Montesano, WA 98563 jeremys@co.mason.wa.us Phone: 360-249-4114 kchapman@papemachinery.com This sale is subject to Pape's Terms and Conditions of Sale effective Quote Id: 26754447 on the date hereof, which are incorporated in full by this Created On: 23 May 2022 reference. The Terms and Conditions of Sale are available at www. Last Modified On: 23 May 2022 pape.com/terms, and will also be sent by mail or e-mail to the Expiration Date: 22 June 2022 purchaser upon request. Equipment Summary Selling Price Qty Extended FELCO Asphalt cutter $ 13,013.75 X 1 = $ 13,013.75 Equipment Total $ 13,013.75 Quote Summary Equipment Total $ 13,013.75 SubTotal $ 13,013.75 Sales Tax-(8.50%) $ 1,106.17 Total $ 14,119.92 Down Payment (0.00) Rental Applied (0.00) Balance Due $ 14,119.92 Salesperson :X Accepted By :X Confidential 5/25/22,8:00 AM Rototilt Asphalt Cutters—For precision and durability dh ROTOTILT Q Asphalt cutters An asphalt cutter is primarily intended for cutting asphalt, but it has many possible areas of use. Rototilt's durable and efficient asphalt cutters are perfect for tasks such as preparatory work prior to cable and pipe installation.The asphalt cutters are designed to give you optimal cuts that, as far as possible, help you to avoid costly overheads associated with asphalt being dug away unnecessarily. In addition to cutting asphalt, the lightweight design enables good precision when cutting on lawns. Wear parts made of HB500 steel ensure maximum wear time and a long service life for your asphalt cutter. If you need to replace the cutting wheel, our models are designed with a locking wedge on the shaft that makes it easy for you as a machine contractor to change the wheel yourself. Rototilt uses cookies to make sure you get the best possible experience when you visit our website. By continuing, we assume that OK you accept the use of cookies. Read more about cookies and how you can decline them, https://www.rototiIt.com/en-us/products/tooIs/asphaIt-cutters/ 1/5 STATE MASON COUNTY _> MO v 0° "s N SOLE SOURCE JUSTIFICATION FORM } O T 2 r NY y 1864 Date: May 26, 2022 Department: Public Works Department Contact: Pete Medcalf, 387 Recommended Vendor: Pape Machinery Address:426 South Fleet Street, Montesano, WA 98563 Phone:360.249.4114 Cost Estimate: $14,119.92 Describe the item requested and its function:John Deere Excavator Asphalt Cutter attachment 1. Check the reasons for the sole source request: ® Sole Source: No other items are known to exist which performs the same function ® Special Design: Item is of specific design to fit in with an existing installation ❑ Consultant: Providing professional or technical expertise of a unique nature or location availability ❑ Proprietary: Item is held under exclusive title,trademark or copyright ❑ Warranty Service:The vendor is the sole provider of goods and services which the County has established a standard. ❑ Used item: 3. Is this product available from other sources? ❑ Yes ® No 4. What necessary features does the vendor provide which are not available from other vendors? Felco Industries has created this cutter attachment made specifically for a John Deere excavator. Felco will only sell this attachment to their vendor, Pape Machinery. Other Vendors might be able to create this attachment but would need to see our excavators and build from scratch. 5. Can your requirements be modified so that competitive products or services may be used? ❑ Yes ® No If yes, please explain modifications and potential costs: 6. How does the recommended vendor's prices or fees compare to the general market?The vendor's price is reasonable and a fair value. 7. What steps were taken to verify that these features were not available elsewhere? ❑ Other brands manufactures were examined. Provide a list of phone numbers and names and explain why these did not meet the requirement: ❑ Other vendors were contacted but did not meet the requirements. Provide a list of companies and phone numbers and why they did not meet the requirements: ® Other, please explain: No other vendors offer an attachment that could be attached and operated with our 85g and 135g excavators. Reached out to NC Machinery,they did not have a vendor that could build the attachment. My department's recommendation for sole source is based upon an objective review of the product/service required and appears to be in the best interest of the County. I know of no conflict of interest on my part or personal involvement in any way with this request. No gratuities,favors or compromising action have taken place. Neither has my personal familiarity with particular brands, types of equipment, materials or firms been a deciding influence on my request to sole source this purchase when there are other known suppliers to exist. Elected Official or Director Signature for Approval: Date: RESOLUTION NO. 2022- A RESOLUTION WAIVING PUBLIC BIDDING REQUIREMENTS AND APPROVING A SOLE SOURCE PROCURMENT OF A 3OHN DEERE EXCAVATOR ASPHALT CUTTER ATTACHMENT WHEREAS, the Public Works Road Division utilizes a 35g and 135g John Deere Excavator; and WHEREAS, these machines are an essential piece of equipment to County road maintenance operations when performing regular maintenance and storm activities. WHEREAS, Public Works is requesting to procure a FELCO asphalt cutter excavator attachment to avoid costly unnecessary asphalt dig outs during underground maintenance or to repair cracked or broken sections of asphalted County roads or walking paths. WHEREAS, PAPE Machinery is the only John Deere dealership that sells products specifically made for this manufacturer that the County is interested in procuring; and, WHEREAS, RCW 39.04.280 specifies exemption to competitive bidding requirements for purchases that are clearly and legitimately to a single source of supply; NOW, THEREFORE, BE IT RESOLVED, by the Board of Mason County Commissioners as follows: 1. PAPE Machinery is a sole source supplier of the manufactured attachment for a John Deere Excavator. 2. That the County is authorized to purchase the without proceeding to secure competitive bids, estimated at$14,119.92. ADOPTED this day of 2022 BOARD OF COUNTY COMMISSIONERS MASON COUNTY,WASHINGTON Kevin Shutty, Chair Sharon Trask, Vice Chair ATTEST: McKenzie Smith, Clerk of the Board Randy Neatherlin, Commissioner APPROVED AS TO FORM: Tim Whitehead, Ch. DPA MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Mike Collins County Engineer/Deputy Director DEPARTMENT: Public Works TEXT: 450 BRIEFING DATE: June 06, 2022 INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal � Other — please explain Adopt-A-Road Application ITEM: Adopt A Road Agreement— Friends of Pleasant Cove EXECUTIVE SUMMARY: Volunteers from Pleasant Cove, herein referred to as Friends of Pleasant Cove, have submitted and signed an Adopt-A-Road Agreement to pick up roadside litter along the Lower Elfendahl Pass Road (from Milepost 0.000 to Milepost 1.840). Public Works recommends approval and execution of an Adopt-A-Road Agreement with Friends of Pleasant Cove. PROGRAM BACKGROUND: Each Adopt-A-Road agreement is for a period of two years and volunteers commit to picking up litter at least twice per year along with other conditions spelled out in the attached Agreement. Public Works agrees to furnish and pick up trash bags, provide safety materials and training aids, along with other provisions spelled out in the Agreement. Pick up and disposal of the trash happens under the Community Litter Cleanup program overseen by the Sheriff's office. RECOMMENDED OR REQUESTED ACTION: Move that the Board authorize the County Engineer to execute an Adopt-A-Road Agreement between Mason County and Friends of Pleasant Cove. ATTACHMENTS: 1. Adopt-A-Road Application 2. Vicinity Map APPENDIX 1 Date Application Received To be filled in by County ADOPT-A-ROAD APPLICATION Name of Volunteer Organization Mailing Address, City, State, ZIP Code List the sections of road you are interested in cleaning in order of preference: 1. Gr �/� f��- � � izl�l tll� ' ` f���ti- Z.11yl-e t l Road Name Vicinity 2. Road Name Vicinity 3. Road Name Vicinity Sections of County road are assigned on a safety and first-come, first-serve basis. If the sections your group have identified above are not available the Mason County Public Works Department will suggest other alternatives. Voluntee,.r OrganizationRepresentatives: 1-17-�--_�1 ' 1, Sign ur AQ epresent " e#1 Name of eJpresentative (Print or Type) Mailing Address, City, State, Zip Code Day phone number Evening phone number Signature: Reproentativ6l#2 Name of Representative (Print or Type) ;' Day phone number Evening phone number Return this application to: Adopt-A-Road Coordinator Mason County Public Works 100 W Public Works Drive Shelton,WA 98584 5 ADOPT-A-ROAD APPENDIX 2 AGREEMENT Page 1 of 4 ADOPT-A-ROAD AGREEMENT This agreement is made and entered into this day and between Mason County, a municipal subdivision of the State of Washington herein known as the "County" and ZZe2l���;�f/ r 4/ /"/� — ; a volunteer organization herein known as the "Grantee". Whereas, the County has the authority to establish a County-wide Adopt-A-Road Utter Control Program (Adopt-A-Road Program) pursuant to RCW 47.40; and Whereas the Grantee wishes to contribute toward the effort to reduce roadside litter by volunteering to assist in picking up litter on the section of road specified herein; Now,therefore,the County does hereby authorize the Grantee to participate in the Adapt-A-Road Program by picking litter within the assigned section of County road designated below, in accordance with the following terms and conditions: A. The Grantee does hereby agree:. 1. To conduct clean up activities in a safe manner and under any conditions as may be required by the County for the safety of the participants. Safety of participants is the number one priority of the program, and the volunteer organization agrees to take full responsibility for the safety of each of its participants. 2. To assign a leader to each cleanup crew, and that crew leader shall have a copy of this agreement with him/her during the cleanup activity. 3. To pick up litter no less than four times per year. Additional clean ups should be done as necessary to maintain a neat appearance. Recommended interval for cleanup is once every three months. 4. To furnish and require all participants wear a hard hat and safety vest during cleanup activities. 5. To allow no more the ten people to participate in the cleanup activity at one time over a one-mile section. 6. To have no more than two vehicles per one-mile section of assigned road parked on the County road shoulder within the assigned area during a cleanup activity. (A minimum number of vehicles shall be used to transport the participants to the assigned area.) All parking of vehicles shall be in compliance with State law. 7. To require that all participants shall be 15 years of age or older. The Grantee shall furnish supervision by one more adults for every eight (8) minors (between ages of 15 to 18 years of age) participating in the cleanup activity. 6 ADOPT-A-ROAD ,/ APPENDIX 2 AGREEMENT Page 2 of 4 8. To conduct a yearty safety training session for volunteers utilizing materials and training aids provided by the County prior to participating in a roadside cleanup. 9. Provide supplies and materials from Mason County Building I during regular business hours at the address shown on page 4 of this agreement. 10. To place filled trash bags at the County road shoulder for pickup and disposal by the County and notify the County at the time of cleanup to'coordinate the pickup time and locations. 11. To notify the County immediately in the event of any emergency on County road right-of-way. Participants who find anything that Is hazardous or suspected to be hazardous shall not touch, but take appropriate precautions flag it and leave it for disposal by the proper authorities. Participants shall also not pick up syringes, hypodermic needles, or exceptionally large, heavy or unyielding objects. These kinds of materials should be flagged and the County notified as soon as possible to arrange for proper disposal. 12, Cleanups shall not be scheduled during a legal holiday, during the afternoon on the day before a legal holiday, or during holiday weekends. 13. To provide the County a roster(Medical Aid Coverage Record) of individual participants in the cleanup within seven(7) calendar days following the cleanup activity, 14. To report any injuries,incurred by participants during cleanup activities,to the County,within two (2) working days of the injury. Notification shall include: O Name of injured person o Nature of injury o Date and time of injury O How the injury occurred 15. Furnish to the County an "Adopt-A-Road Registration Form" for each of the participants taking part in litter pickup activities. 16. It is recommended that the Grantee have a first aid kit available at the cleanup site, and at least one person with a valid First Aid Card be present during cleanup activities. B. The County does hereby agree to: 1. To designate a program administrator to act as a contact person for this agreement. 2. To furnish and install a maximum of two (2)Adopt-A-Road signs with the Grantee name and/or acronym displayed within the assigned area. 3. Furnish the Grantee with trash bags. 4. Remove the filled trash bags from County road shoulder upon notification by Grantee. ADOPT-A-ROAD ��� APPENDIX 2 AGREEMENT Page 3 Of 4 5. Assist the Grantee,in cleaning up litter if necessary CLe.,when large, heavy, or hazardous items are found). 6. Provide safety materials and training aids to the Grantee's representative for use by the Grantee in training participants. 7. To furnish a portable"Volunteer Litter Crew Ahead" advanced warning sign and stand,and make available hard hats,safety vests for all participants, and other equipment as deemed necessary (a deposit may be necessary). C. General Conditions; 1. Recycling is an accepted and encouraged activity. Recyclable items collected by participants may be removed from the site at the option of the Grantee. Profits from the sale of recyclable items shall belong to the Grantee. 2, The County may suspend this agreement temporarily because of future construction that will take place within the limits of the assigned area. Once these have been completed, the Grantee will be notified and the agreement restored. 3. The terms of this agreement shall commence on the date of execution indicated below, and shall end on the date of termination unless terminated by the County, or the Grantee on 30 days notice. Upon termination of this agreement the Adopt-A-Road sign shall be removed and remain the property of the Department. 8 ADOPT-A-ROAD APPENDIX 2 AGREEMENT Page 4 of 4 D. ASSIGNED ROAD SECTION: Office Use Only Road Name From to Side of roadway: North South East West (Circle assigned sidefs) Date of Execution: Date of Termination:January 31, Name of Volunteer Organization Mailing Addr s, City, State, ZIP Code Slgn AAAresentative Name Representative (Print or Type) Mailing Address, City, State, Zip Code of Representative#1 Day phone number Evening phone number Signature: Rep esentativ #2 Name of Representative (Print or Type) Mailing Address, City, State, Zip Code of Representative#2 Day phone number Evening phone number Chairman of the-Board, Mason County Return To; Mason County Public Works 100 W Public Works Drive Shelton,WA 98584 9 Adopt-A-Road - Elfendahl Pass Rd MP 0.00-1 .84 NE Bel tar Iary,rya RN �////����// CVO !1L cleli�:r ;a. •� _.r 0 j,60 1 m 1.50 A 1.40 c 7,30 7/O m NEz f 1 Q2 z t^ H�V:ew R,.,.D, Q-s 1 0o NE Bdy �O o• a0 Nt O aP o� SunN 0.70 rpd 0.60 IS, 0.50 o w Ono 7ohuya�Y -state Fomst 0.10 1 I 1 ;nner Hood. I Ado=ARoad Qww N 0 375 750 1,500 2,250 3,000 ws Feet urces: S i-apar ©OpenStreetMap(an'd) NGCC, (c contributors, CC-BY-SA MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Mike Collins County Engineer/Deputy Director DEPARTMENT: Public Works EXT: 450 BRIEFING DATE: June 06, 2022 INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources C1 Legal 4 Other — please explain Ado t-A-Road Application ITEM: Adopt A Road Application — Mason Benson Center EXECUTIVE SUMMARY: Chapter 12.48 of the Mason County code establishes an Adopt-A-Road litter control program allowing volunteers to enter into an agreement with the County to pick up litter on approved Mason County roadsides. An application and signed agreement have been submitted by authorized volunteers Robert Leslie and Nancy Star from the Mason Benson Center interested in picking up roadside litter along the following County Roads: • Mason Lake Drive West (from M.P. 0.000 to M.P. 6.600) • Mason Lake Drive East (from M.P. 0.000 to M.P 2.949) • Mason Lake Drive South (from M.P. 0.000 to M.P. 1.758) • Benson Lake Drive (M.P. 0.000 to M.P 1.653) Public Works recommends approval and execution of an Adopt-A-Road Agreement with Mason Benson Center. The Public Works Transportation Technician has spoken with the two representatives and if approved, will meet with the group to answer questions, go over risks, responsibilities and safety rules. PROGRAM BACKGROUND: Each Adopt-A-Road agreement is for a period of two years and volunteers commit to picking up litter at least twice per year along with other conditions spelled out in the attached Agreement. Public Works agrees to furnish and pick up trash bags, provide safety materials and training aids, along with other provisions spelled out in the Agreement. Pick up and disposal of the trash happens under the Community Litter Cleanup program overseen by the Sheriff's office. RECOMMENDED OR REQUESTED ACTION: Move that the Board authorize the County Engineer to execute an Adopt-A-Road Agreement between Mason County and Mason Benson Center. ATTACHMENTS: 1. Adopt-A-Road Application 2. Vicinity Map APPENDIX 1 ,� awls c Date Application irmwE. T GD To be filled in by County ADOPT-A-ROAD MAY 16 2022 APPLICATION WON=NiY PtlM WORKS /(M f a/,/ 1,36 I/ Son/ C�`ny Tie g Name of Volunteer Organization Mailing Address, City, State, ZIP Code List the sections of road you are interested in cleaning in order of preference: 1. i' A(f}saN 1.rc I>dZ Road Name ;�dniiv 2. 17 1a&SOn► 'e Dom_ Ile- Road -- — Nam``e�- Vicinity Road Name Vicinity 0l )b a 15z ivso.J L tc Sections of County road are assigned on a safety and first-come, first-serve basis. If the sections your group have identified above are not available the Mason County Public Works Department wilt suggest other alternatives. /�SleerO alirganization Representatives:ure: Represen ve#t ame of Representative(Print or Type) . Mailing Address, City, State, Zip Code _ Day phone number Evening phone number Ala M44 c t Sig ture: R J esen ative#2 Name of Re resentative (Print or Type) Day phone number Evening phone number Return this application to: Adopt-A-Road coordinator Mason County Public Works 100 W Public Works Drive Shelton.WA 98584 5 ADOPT-A-ROAD APPENDIX 2 AGREEMENT Page 4 of 4 ADOPT-A-ROAD AGREEMENT This agreement is made and entered into this day and between Mason County,a municipal subdivision of the State of Washington herein known as the "County" and z&, �jz�' &-:7V54rW GL/J Z" ? ;a volunteer organization herein known as the" rantee". Whereas, the County has the authority to establish a County-wide Adopt-A-Road tatter Control Program (.Adopt-A--Road PTograrri) pursuant to RCW 47.40; and Whereas the Grantee wishes to contribute toward the effort to reduce roadside litter by volunteering to assist in picking up Utter on the section of road specified herein; Now,therefore,the County does hereby authorize the Grantee to participate in the Adopt-A-Road Program by picking litter within the assigned section of County road designated below, in accordance with the following terms and conditions: A. The Grantee does hereby agree:. 1. To conduct clean up activities in a safe manner and under any conditions as may be required by the County for the safety of the participants. Safety of participants is the number one priority of the program, and the volunteer organization agrees to take full responsibility for the safety of each of its participants. 2. To assign a leader to each cleanup crew, and that crew leader shall have a copy of this agreement with hhYVher during the cleanup activity. 3. To pick up litter no less than four times per year. Additional clean ups should be done as necessary to maintain a neat appearance. Recommended interval for cleanup is once every three months. 4. To furnish and require all participants wear a hard hat and safety vest during cleanup activities. I 5. To allow no more the ten people to participate in the cleanup activity at one time over a one-mile section. 6. To have no more than two vehicles per one-mile section of assigned road parked on the County road shoulder within the assigned area during a cleanup activity. (A minimum number of vehicles shall be used to transport the participants to the assigned area.) All parking of vehicles shall be in compliance with State law. 7. To require that all participants shall be 15 years of age or older. The Grantee shall furnish supervision by one more adults for every eight (8) minors (between ages of 15 to 18 years of age) participating in the cleanup activity. 6 ADOPT-A-ROAD APPENDIX 2 AGREEMENT Page 2 of 4 8. To conduct a yea safety training session for volunteers utilizing materials and training aids provided by the County pno—r fo p—a—ffapa n n a roadside cleanup. 9. Provide supplies and materials from Mason County Building I during regular business hours at the address shown on page 4 of this agreement. 10. To place filled trash bags at the County road shoulder for pickup and disposal by the County and notify the County at the time of cleanup to'coordinate the pickup time and locations. 11. To notify the County immediately in the event of any emergency on County road right-of-way. Participants who find anything that is hazardous or suspect to be hazardous shall not touch, but take appropilate precautions flag it and leave it for disposal by the proper authorities. Participants shall also Houck up syringes, hypodermic needles, or exceptionally large, heavy or unyiektinsa oobjects. These kinds of matenals should be flagged and the County notified as soon as possible to arrange for proper disposal. 12. Cleanups shall not be scheduled during a legal holiday, during the afternoon on the day before a legal holiday, or during holiday weekends. 13. To provide the County a roster(Medical Aid Coverage Record)of Individual participants in the cleanup within seven(7) calendar days following the cleanup activity. 14. To report any injuries,incurred by participants during cleanup activities,to the County,within two (2) working days of the injury. Notification shall include: o Name of Injured person o Nature of injury o Date and time of injury o How the injury occurred 15. Furnish to the County an"Adopt-A-Road Registration Form" for each of the participants taking part in litter pickup activities. 16. It is recommended that the Grantee have a first aid kit available at the cleanup site, and at least one person with a valid First Aid Card be present during cleanup activities. B. The County does hereby agree to: i 1. To designate a program administrator to act as a contact person for this agreement. 2. To furnish and install a maximum of two (2)Adopt-A-Road signs with the Grantee name and/or acronym displayed within the assigned area. 3. Furnish the Grantee with trash bags. 4. Remove the filled trash bags from County road shoulder upon notification by Grantee. 7 ADOPT-A-ROAD APPENDIX 2 AGREEMENT Page 3 of 4 5. Assist the Grantee,in cleaning up litter If necessary(i.e.,when large,heavy,or hazardous items are found). 6. Provide safety materials and training aids to the Grantee's representative for use by the Grantee in training participants. 7. To fumish a portable"Volunteer Litter Crew Ahead" advanced warning sign and stand,and make available hard hats,safety vests for all participants, and other equipment as deemed necessary (a deposit may be necessary). C. General Conditions: t. Recycling is an accepted and encouraged activity. Recyclable items collected by participants may be removed from the site at the option of the Grantee. Profits from the sale of recyclable items shall belong to the Grantee. 2. The County may suspend this agreement temporarily because of future construction that will take place within the limits of the assigned area. Once these have been completed,the Grantee will be notified and the agreement restored. 3. The terms of this agreement shall commence on the date of execution indicated below,and shall end on the date of termination unless terminated by the County, or the Grantee on 30 days notice. Upon termination of this agreement the Adopt-A-Road sign shall be removed and remain the property of the Department. S ADOPT-A-ROAD APPENDIX 2'`` AGREEMENT ` Page 4of4 D. ASSIGNED ROAD SECTION: Office Use Only Road Name From to Side of roadway: North South East West (Circle assigned side/s) Date of Execution: Date of Termination:January 31, Name of Volunteer Organization Mailing Address, City, State,LIP Code �'��, SI nature: Represen live#1 Name of Represeniative (Print or Typo) �� Mailing Address, City, State, Zip Code of Representative#1 Day phone number Evening phone number V(' Signature: R esentative#2 Name of Reprei entative (Print or Type)T� Mailing Address, City, State, Zip Code of Representative . --- — _ . Day phone number Evening phone number Chairman of the Board, Mason County —� Return To: Mason County Public Works 100 W Public Works Drive Shelton,WA 98584 9 Adopt-A-Road - Mason Lake Drive West 0.00-6.60, Mason Lake Drive East 0.00-2.949 Mason Lake Drive South 0.000-1 .758, Benson Lake Drive 0.000-1 .653 CR LO ,f! d c o a0 � 1 �r a�' 'SO f •�O i i i 5• O Q � j i' f i ; ftaa:+n La Ae '/ Benson Lai. i 0 /.00 � 0.8 0 2 ' i 40 0.80 0 a 's E eeoso lro 0.40 r y •O ' i� I O 0.2 `--' Inner Hood N •O O _ _ O ! Canal O `p p• '`•QUO 0.60 0 2 Mason Lake Dr West Mason Lake Dr East Mason Lake Dr South s,I i w* I E 0 0.25 0.5 1 1.5 2 lari-I , ©openatreetMap(and)' - Miles - Benson Lake Dr contributors, CC-BY-SA MASON COUNTY BRIEFING ITEM SUMMARY FORM TO: BOARD OF MASON COUNTY COMMISSIONERS FROM: Loretta Swanson, Director and Richard Dickinson, Deputy Director DEPARTMENT: Public Works/Utilities and Waste Management I EXT: 199 BRIEFING DATE: June 7 2022 INTERNAL REVIEW (please check all that apply): ❑ Budget/Finance ❑ Human Resources ❑ Legal ❑ Information Technology ❑ Other — please explain ITEM: Bid Opening Results: Belfair Water Reclamation Facility Sewer Extension Project EXECUTIVE SUMMARY: On April 5, 2022 Commissioners authorized Public Works/Utilities and Waste Management to advertise and set a bid opening for a trunk extension of the Belfair sewer. The apparent low bidder is Pape and Sons Construction of Gig Harbor, WA, with a bid of $4,231,500.00. Date and time of opening was Friday, May 27, 2022 at 1:00 pm. Five (5) responsive bids were received and opened at the office of the Mason County Commissioners. The engineer's opinion of probable cost for the project was $3,920,000 with a range of $3,730,000 (- 5%) to $4,510,000 (+15%). The County has 60 days from bid opening to award. The Commerce Loan includes financial incentives if the project is completed one or two years prior to April 9, 2025. BUDGET IMPACTS: Anticipated expenditures include construction management services, real estate, and construction. Construction management and real estate are expected to be covered under the existing Commerce grant, with a remaining balance of N $1,100,000. A Commerce Loan and/or ARPA funds are available for construction. Loan repayment ultimately is to be paid for through Capital Facilities Charges (CFCs) but REET2 and/or 0.09 funds are proposed to be used if growth does not keep pace with loan repayment schedule. RECOMMENDED OR REQUESTED ACTION: Requesting Board affirmation on financial analysis and rate scenarios. Requesting Board direction on bid award schedule. Potential award dates are July 5 at regular Board meeting or June 28 at a special Board meeting after a June 27 briefing. ATTACHMENT: 1. Bid tabulation 2. Updated Schedule BELFAIR SEWER EXTENSION BID OPENING: PAPE and Sons Construction Ceccanti Rognlin's Inc Orion Marine Triton Marine 9401 Bujacich Rd Ste 1A Gig 4116 Brookdale Rd.E. Tacoma, PO Box 307,321 W.State St. 1112 E.Alexander Avenue 5405 Constance Drive SW, MAY 27,2022 1:OOPM Harbor,WA 98332 Wa 98446 Aberdeen,WA 98520 Tacoma,WA 98421 Bremerton WA 98312 BIDDER NO: 1 BIDDER NO: 2 BIDDER NO: 3 BIDDER NO: 4 BIDDER NO: 5 BOND/ADD? YES BOND/ADD? YES BOND/ADD? YES BOND/ADD? YES BOND/ADD? YES ITEM ITEM UNIT ESTIMATE UNIT ESTIMATE UNIT ESTIMATE UNIT ESTIMATE UNIT ESTIMATE NO. DESCRIPTION PRICE TOTAL PRICE TOTAL PRICE TOTAL PRICE TOTAL PRICE TOTAL 1 Mob/Demob to site LS $ 180,000.00 LS $ 300,000.00 LS $ 225,000.00 LS $ 425,000.00 LS $ 230,000.00 2 Trench and Site Safety LS $ 115,000.00 LS $ 5,000.00 LS $ 150,000.00 LS $ 185,000.00 LS $ 7,000.00 3 Pump Station 04 LS $1,200,000.00 LS $ 550,000.00 LS $1,120,000.00 LS $1,100,000.00 LS $1,180,000.00 4 Sanitary Sewer G(under 15'deep) LS $ 593,000.00 LS $ 800,000.00 LS $1,000,000.00 LS $ 800,000.00 LS $1,863,500.00 5 Sanitary Sewer G(15'and deeper) LS $ 660,000.00 LS $ 566,000.00 LS $1,050,000.00 LS $ 550,000.00 LS $ 290,000.00 6 Sanitary Sewer G Force main piping LS $ 100,000.00 LS $ 140,000.00 LS $ 150,000.00 LS $ 175,000.00 LS $ 70,000.00 7 Trenchless Crossing LS $ 750,000.00 LS $1,000,000.00 LS $ 880,000.00 LS $1,200,000.00 LS $ 800,000.00 8 Access road LS $ 175,000.00 LS $ 105,000.00 LS $ 250,000.00 LS $ 200,000.00 LS $ 50,000.00 9 Underground power LS $ 27,000.00 LS $ 460,000.00 LS $ 50,000,00 LS $ 35,000.00 LS $ 20,000.00 10 Force Account(allowance) LS $ 100,000.00 LS $ 100,000.00 LS $ 100,000.00 LS $ 100,000.00 LS $ 100,000.00 11 Sub total $3,900,000.00 $4,026,000.00 $4,975,000,00 $4,770,000.00 $4,610,500,00 12 8.5%State and County tax $ 331,500.00 $ 342,210.00 $ 422,875.00 $ 405,450.00 $ 391,892.50 TOTAL: $4,231,500.00 TOTAL: $4,368,210,00 TOTAL: $5,397,875.00 TOTAL: $5,175,450.00 TOTAL: $5,002,392.50 Engineer's Estimate:$3.7-mil to Apparent low bidder $4.5-mil Belfair Sewer Extension Schedule and Critical Dates 06/14/22 Updated financial analysis complete to share with Commissioners Draft rates/rate structure complete to share with Commissioners 06/27/22 Briefing 06/28/22 or 07/05/22 Award Contract 07/30/22 Notice to Proceed 09/08/22 Mobilize 07/01/23 Substantial Completion 09/08/23 Contractor Final Completion (365-days) 12/01/23 Project close-out 03/01/24 Project Certification to Commerce 04/09/24 Commerce Incentive Options A and B Expire Option A— repayment period increased by 24 months Option B — interest rate decreased by 0.25% (from 0.79% to 0.54%) 04/09/25 Project must be complete per Commerce loan terms