HomeMy WebLinkAbout2017/10/03 - Regular BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS
Mason County Commission Chambers, 411 North 51" Street, Shelton,WA
OCTOBER 3, 2017
1. Call to Order—The Chairperson called the regular meeting to order at 9:02 am
2. Pledge of Allegiance —Jail Chief, Kevin Hanson led the flag salute.
3. Roll Call — Present: Commissioner District 1 - Randy Neatherlin; Commissioner District 2— Kevin
Shutty; Commissioner District 3 —Terri Drexler.
4. Correspondence and Organizational Business
4.1 Correspondence - No correspondence to report this week.
4.2 Proclamation —4-H Week Staff: Cmmr. Shutty
4.3 Public Works bid award information Staff: Jerry Hauth
Jerry announced that PAC West Machinery from Kent won the bid with a price of$293,883.10
which was below the engineers estimate of$307,055.00.
4.4 Timberland Regional Library Report—Cheryl Heywood handed out a folder of information and
gave an update about the summer reading programs throughout the Timberland Regional Library
locations. Cheryl added that residents will now be able to take Microsoft Office certification tests.
There is a"test-fest"scheduled for November 7, 2017. 30 slots are available throughout the day
at no cost. Internet access has also increase to four hours per day as long as there is no line.
It was announced that Oculus is being piloted beginning around the holidays. Cheryl explained
the program will run four to six months and the University of Washington will be involved.
5. Open Forum for Citizen Input—
5.1 Jerry Eckenrode questioned the priorities set for each department regarding the upcoming
budget. She said the department heads need guidance to follow the vision of the Board. She
added that failure to communicate with the public will ensure the Levy fails using PUD as an
example saying that their budgets and priorities are being communicated not only with their own
staff, but also the public.
6. Adoption of Agenda - Cmmr. Neatherlin/Drexler moved and seconded to adopt the agenda
as published. Motion carried unanimously. N-aye; S-aye; D-aye.
7. Approval of Minutes— September 11, 2017 Briefing Minutes
Cmmr. Neatherlin/Drexler moved and seconded to approve the September 11, 2017
Briefing Minutes. Motion carried unanimously. N-aye; S-aye; D-aye.
8. Approval of Action Agenda:
8.1 Approval to set a Public Hearing for Tuesday, October 24, 2017 at 6:30 p.m. to receive public
comment on the Private Line Occupancy Permit for a new utilities crossing under North Shore
Road for 5181 NE North Shore Rd., parcel number 22210-52-01905.
8.2 Approval of the revised Small Works, Consulting and Vendor Roster Resolution that replaces
Resolution No. 62-14 and amends Chapter 3.48 of the Mason County Code. (Ex. A)
8.3 Approval of the Interlocal Agreement with Fire District 18 authorizing services provided by the
Public Works Department for vehicle, road or site maintenance, engineering, survey, GIS,
emergency assistance, sign fabrication, fueling and materials supply.
8.4 Approval to authorize the Deputy Director/Utilities &Waste Manager to sign Amendment No. 1
for crane walkway and stairs repair design by HDR Engineering, Inc. as part of the Eells Hill
Transfer Station Design Improvements project.
8.5 Approval of Amendment #1 of the 2017"Memorandum of Agreement"Appendix A between
Washington State University Extension and Mason County.
8.6 Approval of Warrants
BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS
October 3, 2017 - PAGE 2
Claims Clearing Fund Warrant #s 8051230-8051504 $ 1,892,924.40
Direct Deposit Fund Warrant #s 44186-44561 $ 657,520.05
Salary Clearing Fund Warrant #s 7003082-7003114 $ 495,112.52
Total $ 3,045,566.97
8.7 Approval of Amendment #1 on Professional Services Contract #NWR-2017.1 between
Northwest Resources II, Inc. and Mason County. This amendment increases the total award
amount by $2,000 with an effective date of October 1, 2017—June 30, 2017.
Cmmr. Neatherlin/Drexler moved and seconded to approve action items 8.1 through 8.7.
Motion carried unanimously. N-aye; S-aye; D-aye.
9. Other Business (Department Heads and Elected Officials)
9.1 Kevin Hanson, Jail Chief, addressed the need for a Jail cap. At this time there are 94 total beds,
not including the holding cells or the alternative sentencing program. The 2017 jail budget was
set at $4,973,427; $530,000 was cut during the budget cuts. The Jail has made several changes
such as reducing food costs from $450,000 to less than $200,000 and $300,000 was also saved
by housing females on site. The 2016 average inmate population was 130, with only three
deputies on night shift between 10p.m. and 6 a.m.
Cmmr. Neatherlin questioned if any staff was cut during the budget cuts. Chief Hanson said no.
Cmmr. Neatherlin gave a brief history of how the jail population was changed. Discussion
ensued.
Cmmr. Neatherlin said that because there are currently 31 uniformed officers, five deputies could
be on at all times. Chief Hanson explained that there is sick leave, vacation, FMLA, etc. which
prevents this.
9.2 Undersheriff Barrett discussed renovations and how the 144 number came to be based on
construction. He said using old numbers isn't fair to the jail staff or the public, noting that this
has been an ongoing issue that predates Sheriff Salisbury. He announced that if Cmmr.
Neatherlin wants to see the Jail, he'd be happy to give him a tour.
9.3 Jerry Eckenrode questioned what happens when a maximum security inmate is housed and how
that affects the population. Chief Hanson explained that maximum security inmates require their
own holding cell meaning inmates need to be moved around and in some cases released if they
cannot make room.
9.4 Sheriff Salisbury thanked Frank Pinter, Karen Herr, and Cmmr. Shutty for a meeting held the
previous week. He said some budget issues were handled and he said they can now move
forward and submit their budget in the format required. It was announced that $26,948.83 in
grants will be awarded to the Sheriff's department which will help with expenses.
The Sheriff closed by announcing that he attended the National Special Olympics conference in
Nashville, TN as a representative for the State of Washington.
10. 9:30 a.m. Public Hearings and Items set for a certain time— No hearings.
11. Board's Reports and Calendar -The Commissioners reported on meetings attended the past week
and announced their upcoming weekly meetings.
12. Adjournment—The meeting adjourned at 9:59 a.m.
BOARD OF MASON COUNTY COMMISSIONERS' PROCEEDINGS
October 3, 2017 - PAGE 3
BOARD OF COUNTY COMMISSIONERS
ATTEST: MASON COUNTY, WASHINGTON
I7�
Me s Dr ry, Clerk o the Board Kevin Shutty, C air
k,y,J 1 a4
Terri Drexler, ommissioner
Randy Neatherlin, Commissioner
Ex.A
RESOLUTION NO. 17
REPLACING RESOLUTION NO. 62-14
SMALL PUBLIC WORKS, CONSULTANT AND
VENDOR ROSTERS RESOLUTION
A RESOLUTION OF THE COMMISSIONERS OF MASON COUNTY WASHINGTON, ON THE
SUBJECTS OF ESTABLISHING A SMALL PUBLIC WORKS ROSTER PROCESS TO AWARD
PUBLIC WORKS CONTRACTS,A CONSULTING SERVICES ROSTER FOR ARCHITECTIURAL,
ENGINEERING,AND OTHER PROFESSIONAL SERVICES AND A VENDOR ROSTER FOR
GOODS AND SERVICES NOT RELATED TO PUBLIC WORKS CONTRACTS.
WHEREAS,RCW 39.04.155 and other laws regarding contracting for public works by municipalities,
allow certain contracts to be awarded by a small works roster process; and
WHEREAS, Ch. 39.80 RCW and other laws regarding contracting for consulting services by
municipalities allow certain contracts to be awarded by a consultant roster process; and
WHEREAS,RCW 39.04.190, regarding purchase of materials, supplies, or equipment not connected to a
public works project, allows certain purchasing contracts to be awarded by a vendor roster process;
NOW,THEREFORE,THE BOARD OF COMMISSIONERS OF MASON COUNTY, WASHINGTON,
HEREBY RESOLVES AS FOLLOWS:
Section 1. Resolution No. 62-14 hereby replaced, amending Chapter 3.48 of the Mason County
Code.
Section 2. MRSC Rosters. The County has contracted with the Municipal Research and Services
Center of Washington(MRSC)to have their official rosters hosted in the online database
for County use for small public works contracts, consulting services,and vendor services
developed and maintained by MRSC through MRSC Rosters and the Public Works
Director is authorized to sign the contract.
Section 3. Small Public Works Roster.The following small works roster procedures are
established for use by the County pursuant to RCW 39.04.155:
1. Cost.The County need not comply with formal sealed bidding procedures for the construction,
building, renovation, remodeling, alteration, repair, or improvement of real property where the
estimated cost does not exceed Three Hundred Thousand Dollars($300,000.00),which includes
the costs of labor, material,equipment, sales, or use taxes as applicable. Instead,the County may
use the Small Public Works Roster procedures for public works projects as set forth in this
resolution. The breaking of any project into units or accomplishing any projects by phases is
prohibited if it is done for the purpose of avoiding the maximum dollar amount of a contract that
may be let using the small works roster process.
2. Publication. At least once a year,MRSC shall, on behalf of the County publish in a newspaper
of general circulation within the municipality's jurisdiction a notice of the existence of the small
works roster and solicit the names of contractors for the small works roster. MRSC shall add
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Small Works,Consultant and Vendor Roster Resolution
responsible contractors to the small works roster at any time that a contractor completes the
online application provided by MRSC, and meets minimum State requirements for roster listing.
3. Telephone,Written,or Electronic Quotations.The County shall obtain telephone, written, or
electronic quotations for public works contracts from contractors on the appropriate small works
roster to assure that a competitive price is established and to award contracts to a contractor who
meets the mandatory bidder responsibility criteria in RCW 39.04.350(1).The County may
establish supplementary bidder criteria under RCW 39.04.350 (2)to be considered in the process
of awarding a contract.
a) A contract awarded from a small works roster will not be advertised. Invitations for
quotations shall include an estimate of the scope and nature of the work to be performed
as well as materials and equipment to be furnished.However, detailed plans and
specifications need not be included in the invitation.
b) Quotations may be invited from all appropriate contractors on the appropriate small
works roster. As an alternative, quotations may be invited from at least five contractors
on the appropriate small works roster who have indicated the capability of performing the
kind of work being contracted, in a manner that will equitably distribute the opportunity
among the contractors on the appropriate roster. "Equitably distribute" means that the
County may not favor certain contractors on the appropriate small works roster over other
contractors on the appropriate small works roster who perform similar services.
If the estimated cost of the work is from one hundred and fifty thousand dollars
($150,000)to three hundred thousand dollars ($300,000),the County may choose to
solicit bids from less than all the appropriate contractors on the appropriate small works
roster but must notify the remaining contractors on the appropriate small works roster
that quotations on the work are being sought. The County has the sole option of
determining whether this notice to the remaining contractors is made by:
(i) publishing notice in a legal newspaper in general circulation in the area where the �I
work is to be done;
(ii) mailing a notice to these contractors; or
(iii) sending a notice to these contractors by facsimile or email.
c) At the time bids are solicited,the County representative shall not inform a contractor of
the terms or amount of any other contractor's bid for the same project;
d) A written record shall be made by the County representative of each contractor's bid on
the project and of any conditions imposed on the bid. Immediately after an award is
made,the bid quotations obtained shall be recorded, open to public inspection, and
available by telephone inquiry.
4. Limited Public Works Process. If a work, construction, alteration,repair, or improvement
project is estimated to cost less than thirty-five thousand dollars ($35,000),the County may award
such a contract using the limited public works process provided under RCW 39.04.155 (3). For a
limited public works project,the County will solicit electronic or written quotations from a
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Small Works,Consultant and Vendor Roster Resolution
minimum of three contractors from the appropriate small works roster and shall award the
contract to the lowest responsible bidder as defined under RCW 39.04.010. After an award is
made,the quotations shall be open to public inspection and available by electronic request.
For limited public works projects,the County may waive the payment and performance bond
requirements of chapter 39.08 RCW and the retainage requirements of chapter 60.28 RCW,
thereby assuming the liability for the contractor's nonpayment of laborers, mechanics,
subcontractors,material then, suppliers, and taxes imposed under Title 82 RCW that may be due
from the contractor for the limited public works project. However,the County shall have the
right of recovery against the contractor for any payments made on the contractor's behalf.
The County shall maintain a list of the contractors contacted and the contracts awarded during the
previous 24 months under the limited public works process, including the name of the contractor,
the contractor's registration number,the amount of the contract, a brief description of the type of
work performed, and the date the contract was awarded. The list shall be kept at the Mason
County Public Works Department. It is the responsibility of the county representatives' using this
process to provide the above information to the Public Works Office Manager.
5 Determining Lowest Responsible Bidder. The Board or authorized department head/deputy
director or their designee shall award the contract for the public works project to the lowest
responsible bidder provided that,whenever there is a reason to believe that the lowest acceptable
bid is not the best price obtainable, all bids may be rejected and the Board may call for new bids.
A responsible bidder shall be a registered or licensed contractor who meets the mandatory bidder
responsibility criteria established by Chapter 133,Laws of 2007(SHB 2010)and who meets any
supplementary bidder responsibly criteria established by the County.
6. Award. All of the bids or quotations shall be collected by the department head/deputy director or
their designee.
a) The department head/deputy director or their designee shall then present all bids or
quotations and their recommendation for award of the contract to the Board. The Board
shall consider all bids or quotations received, determine the lowest responsible bidder,
and award the contract; or
b) The Board may authorize a department head/deputy director or their designee the
authority to request informal or formal bids and award for public works projects to the
lowest bidder.The Board shall be advised of these awards at the next scheduled
Commission Meeting as correspondence.
Section 4. Consulting Services Roster.The following consulting services roster procedures are
established for use by the County pursuant to RCW 39.80.030:
1. Consulting Services.Consulting services are professional services that have a primarily
intellectual output or product and include architectural and engineering services as defined in
RCW 39.80.020.
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Small Works,Consultant and Vendor Roster Resolution
P
2. Publication. At least once a year, MRSC shall, on behalf of the County publish in a newspaper
of general circulation within the municipality's jurisdiction a notice of the existence of the
consulting services roster and solicit the names of consultants for the consulting services roster.
MRSC shall add responsible consultants to the consulting services roster at any time that a
consultant completes the online application provided by MRSC, upload a Statement of
Qualifications, and meets minimum State requirements for roster listing.
3. Review and Selection of the Statement of Qualifications Proposals.The County shall use the
following process to select the most highly qualified Architectural or Engineering firm off of the
Consulting Services Roster to provide the required services:
a) The department head/deputy director or their designee shall have an established criteria
that must be consider in evaluating Architectural or Engineering firms for a given project.
Such criteria shall include a plan to insure that minority and women-owned firms and
veteran-owned firms are afforded the maximum practicable opportunity to compete for
and obtain public contracts for architectural or engineering services. The level of
participation by minority and women-owned firms and veteran-owned firms shall be
consistent with their general availability within the jurisdiction of the county.
b) The department head/deputy director or their designee shall evaluate the written
statements of qualifications and performance data on file with the county at the time that
architectural or engineering services are required;
c) Such evaluations shall be based on the criteria established by the department head/deputy
director or their designee.
d) The department head/deputy director or their designee shall conduct discussions with one
or more firms regarding anticipated concepts and the relative utility of alternative
methods of approach for furnishing the required services.
e) The firm deemed most highly qualified by the agency to do the project will be selected.
4. Award.
a) The Board considers the proposal received and awards the contract; or
b) The Board may authorize a department head/deputy director the authority to request
proposals and award contract for consultant services. The Board shall be advised of these
awards at the next scheduled Commission Meeting as correspondence.
Section 5. Vendor List Roster.The following vendor list roster procedures are established for use
by the county pursuant to RCW 39.04.190:
1. Purchase of materials,supplies or equipment not connected to a public works project in an
amount of$10,000 or less. The County is not required to use informal or formal sealed bidding
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Small Works,Consultant and Vendor Roster Resolution
procedures to purchase materials, supplies or equipment where the cost will not exceed$10,000.
The County will attempt to obtain the lowest practical price for such goods and services.
2. Purchase of materials,supplies or equipment not connected to a public works project in an
amount between$10,000 and $50,000.The County may use the following vendor list
procedure. Purchases more than$50,000 require Formal Competitive Bidding.
a)Publication.At least twice per year, MRSC shall, on behalf of the county publish in a
newspaper of general circulation within the municipality's jurisdiction a notice of the
existence of the vendor list roster and solicit the names of vendors for the vendor list roster.
MRSC shall add responsible vendors to the vendor list roster at any time when a vendor
completes the online application provided by MRSC, and meets minimum State
requirements for roster listing.
b)Telephone,Written,or Electronic Quotations. The county shall use the following
process to obtain telephone, written or electronic quotations from vendors for the purchase
of materials, supplies, or equipment not connected to a public works project:
(i) A written description shall be drafted of the specific materials,supplies, or equipment
to be purchased, including the number, quantity, quality, and type desired,the
proposed delivery date, and any other significant terms of purchase;
(ii) The department head/deputy director or their designee, shall make a good faith effort
to contact at least three(3)of the vendors on the roster to obtain telephone or written
quotations from the vendors for the required materials, supplies, or equipment;
(iii) The department head/deputy director or their designee, shall not share telephone,
written or electronic quotations received from one vendor with other vendors
soliciting for the bid to provide the materials, supplies, or equipment;
(iv) A written record shall be made by the department head/deputy director or their
designee,of each vendor's bid on the material,supplies, or equipment, and of any
conditions imposed on the bid by such vendor;
3. Determining the Lowest Responsible Bidder. The County shall purchase the materials,
supplies, or equipment from the lowest responsible bidder,provided that whenever there is reason
to believe that the lowest acceptable bid is not the best price obtainable, all bids may be rejected
and the County may call for new bids.
4. Award. All of the bids or quotations shall be collected by the department head/deputy director or
their designee. The department head/deputy director or their designee shall create a written record
of all bids or quotations received,which shall be made open to public inspection or telephone
inquiry after the award of the contract. Any contract awarded under this subsection need not be
advertised.
a) The department head/deputy director or their designee shall then present all bids or
quotations and their recommendation for award of the contract to the Board.The Board
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Small Works,Consultant and Vendor Roster Resolution
shall consider all bids or quotations received, determine the lowest responsible bidder,
and award the contract; or
b) The Board may authorize a department head/deputy director the authority to request
proposals and award for materials, supplies, or equipment purchases. The Board shall be
advised of these awards at the next scheduled Commission Meeting as correspondence.
5. Posting.A list of all contracts awarded under this procedure shall be posted on the County
webpage(www.co.mason.wa.us)under the Public Works Department. The list shall contain the
department/location of bid documents, name of the vendor awarded the contract,the amount of
the contract, a brief description of the items purchased, and the date it was awarded. It is the
department head/deputy director or their designee's responsibility,when using the vendor roster,
to get this information to the Public Work's Office Manager for posting requirements.
EFFECTIVE this 3'day of October, 2017
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY,WASHINGTON
ATTEST:
cmjrz)
It
ME IS WRY, KEVIN SHU TY, Chair
Clerk of the Board ^
W
APPROVED AS TO FORM: TERRI DREXLER, ommissioner
TIM WHITEAEAD, Ch. DPA RAN NEATHIEKLIf4, Commissioner
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Small Works,Consultant and Vendor Roster Resolution