PACKET: Commissioners Meeting at Mon, May 01, 09:00 AM

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Supply of Aggregate for Bituminous Surface Treatment (BST) Program

Topic Summary

Jefferson County Public Works proposed executing a Purchase & Sale Agreement with Northwest Rock, Inc., for the supply of crushed aggregate necessary for the County's 2023-2024 Bituminous Surface Treatment (BST) Programs. This contract was awarded after a competitive sealed bid process and is consistent with county goals for preserving roadway pavement and infrastructure. The estimated contract value is over $513,000, plus state sales tax.

Key Points

  • The contract supplies crushed aggregate for use in the Public Works Road Operations 2023-2024 BST Programs.
  • The intent of the program is the preservation of County roadway pavement and infrastructure.
  • The Board awarded the bid to Northwest Rock Inc. on April 17, prior to the execution of this agreement.
  • The agreement term for the supply of aggregate runs through December 21, 2024.
  • Payment will be made approximately 30 days after the Buyer (County) receives, inspects, and approves the goods.
  • The risk of loss remains with the Seller (Northwest Rock, Inc.) until the goods are delivered and accepted by the Buyer.
  • The contract was processed via a Competitive Sealed Bid.

Financials

  • Estimated value of the contract: $513,397.00 (plus Washington State Sales Tax).
  • Expenditure account: 1800000.54200.48.0000.
  • Purchase is accounted for in the Public Works Road Operations Budgets.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-04-17: Board awarded bid to Northwest Rock Inc.
  • 2023-05-01: Agenda date for contract execution.
  • 2024-12-21: Contract term expiration date.

Next Steps

Public Works recommends the Board approve the Purchase & Sales Agreement by signing the two attached agreements.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Conor Ferry - Project Manager
  • Northwest Rock, Inc. - Seller

Pavement Marking on County Roads (2023-2025)

Topic Summary

Jefferson County Public Works recommended executing a three-year contract for pavement marking services on County roads with Specialized Pavement Marking, LLC. The contract, resulting from a bid awarded on April 24, covers pavement marking from Calendar Years 2023 through 2025, providing for the preservation of traffic control infrastructure. The estimated cost for these services is $615,320.

Key Points

  • The contract provides Pavement Marking services on various Jefferson County Roads for Calendar Years 2023 through 2025.
  • The work involves the Contractor (Specialized Pavement Marking, LLC) furnishing all labor and equipment to install materials (traffic paint and reflective beads) provided by the County.
  • The project is consistent with County goals for preserving traffic control infrastructure.
  • The services were awarded through a bid process on April 24.
  • Work shall commence upon written Notice to Proceed by the County.

Financials

  • Estimated Contract amount (3-year contract): $615,320.00.
  • Expenditure account: 180000010.54200.48.0000.
  • Contracted pavement marking services are accounted for in the Public Works Road Operations Budgets.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-04-10: Bid solicitation date (used for wage payment certification).
  • 2023-04-24: Board awarded bid to Specialized Pavement Marking, LLC.
  • 2023-05-01: Agenda date for contract execution.
  • 2023 through 2025: Term of the contract.

Next Steps

Public Works recommends the Board execute the contract by signing the two original contracts.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Conor Ferry - Project Manager
  • Specialized Pavement Marking, LLC - Contractor

Mental Health Stigma Reduction Project Campaign Agreement

Topic Summary

Jefferson County Public Health (JCPH), Developmental Disabilities Program, requested approval of a Professional Services Agreement with Cold Pizza/Creative LLC to develop and implement a multi-platform marketing campaign aimed at reducing mental health stigma in Jefferson County. The campaign, which includes print, digital, and video assets, is funded by a state grant and County Fund 130, totaling $7,500, and is scheduled to run from April 2023 through February 2024.

Key Points

  • The project aims to develop and implement a multi-prong marketing campaign to increase knowledge and understanding of mental illness, leading to a reduction in stigma.
  • The contractor, Cold Pizza/Creative LLC, will design and deliver 7 to 10 printed materials (brochures, rack cards, posters, print ads, workplace flyers).
  • Print materials will be distributed to medical offices, public facilities, transit stops, the police station, Recovery Cafe, Churches, public bulletin boards, the ferry terminal, and certain workplace break rooms (Safeway, QFC Port Townsend/Hadlock, Chimacum Farm Stand, Port Townsend Paper Mill, Jefferson Healthcare).
  • Print Ads will be published in the PT Leader, Peninsula Daily, and Straight Up magazine, and accessed via the Port Townsend Visitor Center’s Reader Board/Marque.
  • Digital marketing includes a ten-month social media campaign for Facebook and Instagram (with paid post positioning), a dedicated branded website (domain, hosting, security for 1 year), and the production of four campaign videos.
  • The campaign website will host assets, resources (from NAMI and pertinent organizations), educational materials, and provide contact info for individuals seeking mental health help.
  • Evaluation includes tracking reach metrics (social media, website traffic, distribution), engagement metrics (likes, comments, shares), and conversion metrics (visits resulting in sign-ups, volunteering, or donations).

Financials

  • Total contract amount: $7,500.00 (Maximum total contract amount).
  • Funding Sources:
    • ACAC Grant Funding (Governor’s Committee on Disability and Employment): $5,250.00
    • NAMI Funding (for Printing and Advertising Expenses): $1,000.00
    • County Fund 130: $1,250.00
  • Printing and Advertising Expenses ($1,000.00) are to be paid directly by NAMI of Jefferson County.
  • Expenditure account: PH fund # 127/HDD-933-12756800 ($7,500.00).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-04-15: Agreement commencement date.
  • 2024-02-29: Agreement end date.
  • Campaign includes a ten month-long social media campaign.

Next Steps

Jefferson County Public Health requests approval of the Professional Services Agreement.

Sources

  • Apple Martine - Director, Developmental Disabilities Program
  • Anna McEnery - DD & BH Coordinator
  • Cold Pizza/Creative LLC - Contractor
  • Emily Sesso - Owner, Cold Pizza/Creative-LLC

Decriminalization of Entheogens Resolution (RESOLUTION NO. 19-23)

Topic Summary

The Board of County Commissioners deliberated and approved Resolution No. 19-23, which supports changing state and federal laws to fully decriminalize entheogens. The resolution formally requests that local authorities categorize the investigation, arrest, and prosecution of adults involved in non-commercial, private entheogen-related activities as among Jefferson County’s lowest law enforcement priorities.

Key Points

  • "Entheogen" is defined broadly to include psychedelic plants, fungi, and natural materials containing indole amines, tryptamines, or phenethylamines (e.g., psilocybin mushrooms, ayahuasca, mescaline cacti, iboga).
  • The Board acknowledged that clinical studies and community contexts show entheogens are beneficial for treating conditions like chronic depression, anxiety, addiction, PTSD, and end-of-life distress.
  • Entheogens are categorized as non-addictive and not associated with violent behavior, with physical and psychological risks mitigated through screening and education.
  • Criminalization is cited as a source of harm because it limits access to accurate education, harm reduction information, and discourages people from seeking emergency support due to fear of legal repercussions.
  • The resolution aims to protect equitable access by safeguarding against commercialization and regulatory limits.
  • The resolution was updated to incorporate changes discussed on April 24 with the Prosecuting Attorney and Sheriff, who had previously voiced concerns.
  • Investigative activities concerning adult use of entheogens are requested to be among the "lowest law enforcement priority" in Jefferson County (Section 2).
  • The County requests that no county resources be used to assist in enforcing criminal penalties related to the safe planting, cultivating, purchasing, transporting, distributing, possessing, or using entheogens by adults when no dangerous activity is present (Section 3).
  • The resolution explicitly does not authorize commercial sales, distribution in schools, driving under the influence, or public disturbance (Section 4).
  • County departments are encouraged to develop responses that include harm reduction, recognize substance use disorder as a public health issue, and use the criminal justice system as a pathway to treatment (Section 5).
  • The resolution commits the Board of Commissioners to adding support for full decriminalization of entheogens to its 2024 state legislative agenda, advocating for decriminalization to occur before or concurrently with any regulated legalization (Section 1).
  • Jefferson County Board of Health (July 2021) and the Port Townsend City Council (December 20, 2021) previously passed similar resolutions supporting decriminalization.

Financials

None specified.

Alternatives

None specified.

Community Input

  • 12 comments were received during the initial public comment period re: Decriminalizing Entheogens.
  • During the Regular Agenda discussion, 6 further comments were received specifically on the resolution.
  • Specific groups mentioned in the context of supporting entheogen use include local elders, end-of-life patients seeking support for anxiety, and people seeking healing from addiction or PTSD.

Timeline

  • 2021-07: Jefferson County Board of Health passed a supporting resolution.
  • 2021-12-20: Port Townsend City Council passed a supporting resolution.
  • 2023-04-24: Board discussed the draft resolution with the Prosecuting Attorney and Sheriff.
  • 2023-05-01: Resolution No. 19-23 was approved by unanimous vote.
  • 2024: Proposed target for state legislative session agenda support.

Next Steps

  • The resolution moves forward to formally request that local law enforcement prioritize non-entheogen related investigations.
  • The Board commits to lobbying the state legislature in the 2024 session for full decriminalization.

Sources

  • Heidi Eisenhour - Commissioner, District 2
  • James Kennedy - Prosecutor (participated in 4/24 discussion)
  • Joe Nole - Sheriff (participated in 4/24 discussion)

Amendment No. 3: Chimacum Confluence Environmental Site Assessments

Topic Summary

Jefferson County Public Health (JCPH) sought approval for Amendment No. 3 to its professional services agreement with Evren Northwest, Inc., for the Chimacum Confluence Project Phase I and II Environmental Site Assessments (ESA). The amendment increases the contract amount by $3,900.10, bringing the total to $47,986.30, in order to fund an increase in sampling intensity requested by the Department of Ecology (DoE).

Key Points

  • The project involves Phase I and Phase II Environmental Site Assessments (ESAs) for approximately two acres of property located at 890 Old Hadlock Road in Port Hadlock (APN 901 112 013).
  • An increased level of sampling intensity was requested by the Department of Ecology (DoE) following the receipt of the first round of sample results.
  • The scope expansion involves increasing the number of tests within the Focused Site Investigation (FSI) tasks, specifically increasing the units for various laboratory tests (NWTPH-Gx, NWTPH-Dx, EPA 8260 (VOCs), EPA 8270 (PAHs), EPA 8602/0200.8 (RCRA 8), EPA 8081 (PCBs, as aroclors)) for both surface soil and water samples. For example, water sampling in the Field Work: Surface Soil and Recon Ground Water task increased units from 4 to 5 for each contaminant test.
  • The DoE determined that the addition of the new tests is necessary for evaluating the condition of the property.
  • The initial agreement was executed on June 6, 2022. Amendment 1 (November 21, 2022) extended the performance time to June 30, 2023. Amendment 2 (December 19, 2022) increased the not-to-exceed amount to $44,086.20 and added subtasks (site visit, Work Plan preparation, additional soil sample testing, and dual groundwater sampling).

Financials

  • Original contract initial not-to-exceed amount (Phase I and II): $20,750 (Amendment 2, Item 4.a).
  • Previous not-to-exceed amount (Amendment 2): $44,086.20.
  • Requested additional amount (Amendment 3): $3,900.10.
  • New total not-to-exceed amount: $47,986.30.
  • Funding is provided by a Memorandum of Understanding (MOU) with the North Olympic Salmon Coalition and Agreement No. TCPIP-G-2123-JeCoPH-00039 with the Washington Department of Ecology.
  • There is no match requirement for this funding.
  • Expenditure account: Fund # 128 / Munis Org/Obj 12855310.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2022-06-06: Original agreement start date.
  • 2022-07-08: Phase I ESA invoiced ($2,500.00).
  • 2022-07-20: Phase I ESA paid.
  • 2022-11-21: Amendment 1 extended performance time to June 30, 2023.
  • 2022-12-19: Amendment 2 approved, increasing cost and adding scope components (Work Plan, dual groundwater sampling).
  • 2023-06-30: Agreement expiration date (Time for Performance).

Next Steps

JCPH Management recommends BOCC signature for Amendment 3.

Sources

  • Pinky Mingo - Environmental Public Health Director
  • Tami Pokorny - Natural Resources Program Coordinator
  • Evren Northwest, Inc. - Contractor
  • Victoria Bennett - Principal Environmental Scientist, Evren Northwest, Inc.
  • Washington State Department of Ecology (DoE)

Local Solid Waste Financial Assistance (LSWFA) Grant Amendment

Topic Summary

The Jefferson County Department of Public Works (DPW) is seeking approval for Amendment No. 1 to its Local Solid Waste Financial Assistance (LSWFA) grant agreement with the Washington State Department of Ecology (Ecology). This amendment re-obligates unspent LSWFA funds, increasing the total state share by $139,859.63 to $237,379.13, which DPW will use to partially offset the costs of the County's recycling program.

Key Points

  • The purpose of the amendment is to incorporate unspent LSWFA grant funds totaling $139,859.63, re-obligated from other recipients, into the current agreement.
  • The funds will be applied to the CROP Recycling Operations task.
  • The scope of work remains the same (operating the recycling facility to support drop box and curbside recycling).
  • The expected outcome has increased from collecting and recycling 564 tons of material to 1,074 tons of material.
  • The original agreement was effective July 1, 2021, and expires June 30, 2023.
  • The grant funding source is the Model Toxics Control Operating Account (MTCOA).
  • The grant requires a 25% recipient match.
  • Costs not eligible for reimbursement include: overtime compensation (all hours calculated at regular rate), costs covered by existing product stewardship organizations (E-Cycle, LightRecycle, PaintCare), and advertising/education/outreach materials (which are provided by Jefferson County Public Health under a separate grant agreement).

Financials

  • Additional State Share (Ecology Share) received: $139,859.63.
  • Recipient Match Required (25% of total eligible cost): $79,126.38 (New total, previously $32,506.50).
  • Total Eligible Cost Increase: $186,479.51 (from $130,026.00 to $316,505.51).
  • New Total Ecology Share: $237,379.13 (Previously $97,519.50).
  • New Total Cost (Original was $261,715.14): $316,505.51.
  • The grant requires a 25% match, and program costs eligible for reimbursement, including the match requirement, have "already been expended."
  • The additional $139,859.63 will be requested in one grant claim after the amendment is executed.
  • Source of Matching Funds: 401-000-010.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2021-07-01: Funding/Agreement Effective Date.
  • 2023-06-30: Agreement Expiration Date.
  • Unspecified date: Grant claim for additional $139,859.63 will be submitted after execution of the amendment.

Next Steps

Staff recommends that the Board of County Commissioners execute Amendment No. 1.

Sources

  • Monte Reinders - Public Works Director/County Engineer
  • Al Cairns - Public Works (Recipient Task Coordinator)
  • Laurie Davies - Solid Waste Management Program Manager (Ecology)
  • David Pater - Project/Financial Manager (Ecology)

Early Learning and Family Support Center CDBG Grant Application

Topic Summary

Jefferson County is pursuing a Washington Community Development Block Grant (CDBG) General Purpose Grant for the Early Learning and Family Support Center Project to secure contingency funds against potential cost increases. Current project architect estimates suggest the total cost could increase by at least $700,000, prompting staff, with assistance from Jefferson Healthcare, to apply for the maximum funding available to mitigate the risk of needing to reduce the project scope.

Key Points

  • The purpose is securing contingency funds for the Jefferson County Early Learning and Family Support Center project's role.
  • Project architect's current estimates suggest a cost increase of at least $700,000, raising the total financial need from $2.79M to about $3.5M.
  • The project team plans two actions to hedge against increased costs: applying for additional funding and reducing the project scope if alternate funding fails.
  • County staff and Jefferson Healthcare staff are preparing the CDBG General Purposes grant application.
  • CDBG program priorities include financial need, funding readiness (having secured all other funds), funding efforts (having pursued other sources), and equity (prioritizing applicants who have not recently received CDBG for similar activities).
  • Eligible CDBG activities include public facilities and community facilities, such as community centers and fire stations.
  • Projects funded by CDBG must principally benefit low- and moderate-income persons.

Financials

  • The project team plans to apply for $700,000 in CDBG funding.
  • The maximum award for CDBG construction projects in 2023 is $2,000,000.
  • Estimated total available CDBG General Purpose Grant funds in 2023 is $11,000,000.
  • The fiscal impact of CDBG funds is expected to be neutral.

Alternatives

  • Reducing the scope of the project in case additional funding cannot be secured.

Community Input

  • The public hearing is intended to review community development needs, inform citizens of fund availability/eligible uses, and receive comments, particularly from lower-income persons.

Timeline

  • 2023-05-03: Hearing Notice to be published in the Port Townsend Leader (first time).
  • 2023-05-10: Hearing Notice to be published in the Port Townsend Leader (second time).
  • 2023-05-22: Public Hearing scheduled at 11:00 a.m.

Next Steps

  • The board is requested to Review and Approve the Hearing Notice for the CDBG General Purpose Grant Application.
  • The application submission process is online via ZoomGrants.

Sources

  • Michael Mark - Grants Administrator
  • Mark McCauley - County Administrator
  • Jon Galow - CDBG Program Administrator (Washington State Department of Commerce)
  • Jacquie Andresen - Project Manager (Washington State Department of Commerce)
  • Jeff Hinckle - Project Manager (Washington State Department of Commerce, Planning Activities)

Hood Canal Bridge WSDOT Construction Schedule Concerns

Topic Summary

The Jefferson County Board of Commissioners drafted a letter to the Washington State Department of Transportation (WSDOT) expressing appreciation for WSDOT's amended Hood Canal Bridge (HCB) closure schedule, which disperses the impact away from concentrated weekend closures. However, the letter also raises concerns about resulting security issues for emergency medical services (specifically estimating $75,000 in mitigation costs for East Jefferson Fire and Rescue) and requests that WSDOT reschedule planned September vehicular ferry closures on the Bainbridge Island run, which coincide with the Wooden Boat Festival.

Key Points

  • Jefferson County and the North Olympic Peninsula are dependent on the HCB for daily commerce and emergency services.
  • The Board appreciates WSDOT's engagement with the community and the amendment of the HCB construction schedule (Center Lock Rehabilitation) away from concentrated weekend closures.
  • The new plan provides clarity that allows the community to plan and prepare.
  • Emergency responders are still attempting to mitigate the impacts of the updated closure plan and develop a safety net for resident transfers off the peninsula.
  • East Jefferson Fire and Rescue (EJFR) typically completes 60-70 medical transfers on summer weekends, and this can be a life or death issue.
  • EJFR estimates projected costs of approximately $75,000 for additional personnel and equipment to manage contingencies during scheduled closures; unplanned or extended closures would increase this cost.
  • WSDOT plans to close the Bainbridge Island Ferry run to vehicular traffic from September 7th to 13th.
  • This ferry closure coincides with the weekend of the Wooden Boat Festival (WBF). The Board urges WSDOT to move this disruption back a week, noting that events like WBF are still recovering from the pandemic's impacts.

Financials

  • Estimated cost for additional emergency response personnel and equipment required by EJFR for scheduled closures: $75,000.
  • Future costs for unplanned or extended closures would increase the estimate.
  • No fiscal impact to Jefferson County is stated for the letter itself.

Alternatives

  • The Board requests WSDOT consider moving the Bainbridge Ferry closure dates back a week to avoid coinciding with the Wooden Boat Festival.

Community Input

  • The concerns regarding the HCB closure were raised collaboratively with the City of Port Townsend and other local partners.

Timeline

  • 2023-05-01: Proposed date for Board approval of the letter.
  • 2023-09-07 to 2023-09-13: Proposed dates for Bainbridge Ferry vehicular traffic closure.

Next Steps

  • The Board is recommended to approve and sign the letter of appreciation to WSDOT (approved unanimously later in the meeting).

Sources

  • Heidi Eisenhour - Commissioner, District 2
  • Roger Millar - Secretary, Washington State Department of Transportation (WSDOT)
  • Steve Roark - Olympic Region Administrator, WSDOT
  • East Jefferson Fire and Rescue (EJFR)

Port Townsend Community Center Window Rehabilitation

Topic Summary

The Central Services Department requested approval for a construction contract with Rainshadow Woodworks, Inc. to rehabilitate wood-framed windows at the Port Townsend Community Center. The project is necessary because a water intrusion issue led to extensive damage, rot, and unsafe operating conditions for the upstairs south-facing bathroom windows. The work, costing $12,098.27, must be completed by June 1, 2023, to protect the building from further water intrusion.

Key Points

  • The issue involves water intrusion through the south-facing bathroom wall, which caused extensive damage to the existing windows, supporting framing, and trim.
  • The leakage caused wood windows in the recreation center to rot and become unsafe to operate.
  • The scope of work includes removing the failed windows, repairing or replacing rotten wood in the jamb, rebuilding wood sashes, replacing existing hardware, replacing and re-glazing broken window panes, painting the repaired windows and trim, and reinstalling/weather-stripping the windows.
  • Repairing the windows and installing appropriate flashing is considered critical for the building's function and longevity.
  • All work is required to be performed under Washington State prevailing wage requirements.
  • The contract was secured via an exemption from the bid process.

Financials

  • Total contract cost (flat fee): $12,098.27.
  • Expenditure account: 12,098.27 (Munis Org/Obj not specified).
  • Payments will be made for actual work performed and materials purchased and installed.
  • Funding source: Central Services - Facilities.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • 2023-06-01: Deadline for work completion (stated in the Construction Contract).
  • 2023-06-14: Deadline for work completion (stated in the Scope of Work/Fee Schedule). [Note: There is a discrepancy between the deadline listed in the main contract body (June 1st) and the one listed in the Scope of Work (June 14th).]

Next Steps

The Central Services Director recommends approval of the contract.

Sources

  • Chris Goy - Central Services Director
  • Matthew Court - Facilities Maintenance/Capital Projects Supervisor
  • Rainshadow Woodworks, Inc. - Contractor

Cancellation and Approval of Updated Community Wildfire Protection Plan (CWPP) Contract

Topic Summary

Jefferson County sought to cancel a previously passed contract (T3CWPP123) and approve an updated Professional Services Agreement with SWCA Environmental Consultants (SWCA) for the development of a countywide Community Wildfire Protection Plan (CWPP). The reason for the update is that the original contract did not adequately enumerate the subcontracted services of Ladris Technologies, Inc., which provides evacuation modeling; a feature requested by local fire department leadership. The updated contract, still costing $167,481.00, fully incorporates all necessary subcontractor terms, including an optional Evacuation Modeling and Planning task.

Key Points

  • Jefferson County is one of the few counties in Washington State without a CWPP.
  • The CWPP aims to lessen the likelihood of wildfires and increase community response effectiveness. Development is critical due to increasing wildfire risk in the Pacific Northwest.
  • The updated contract (total cost $167,481.00) cancels the previously passed agreement (T3CWPP123) because the original did not fully enumerate subcontracted evacuation modeling services, a feature requested by local fire department leadership.
  • The CWPP development will align with the 2003 Healthy Forests Restoration Act guidelines.
  • The project will establish a Wildfire Advisory Working Group (Advisory Group) with representatives from various communities (Bridgehaven, Brinnon, etc.) and jurisdictions (City of Port Townsend, Fire Districts, County Forestry consultant).
  • The project will involve three Advisory Group meetings (two virtual, one in-person) and four regional public outreach meetings (in-person with virtual option) for North, Tri Area, and South County, and Port Ludlow.
  • The core of Phase 3 is a Community Risk Assessment using existing local data and external spatial data (LANDFIRE, USFS Wildfire Risk to Communities) to identify high, medium, and low-risk WPS and WUI communities based on fuels, fire behavior modeling (IFTDSS, 97th percentile weather), fire history, and ignition risk.
  • Evacuation Modeling and Planning (Optional Task 10/11): This utilizes Ladris Technologies software (Ladris Operator Pro Edition), which is licensed and supported via a subcontract within the SWCA agreement. This modeling helps determine the best approach for evacuation planning, identify areas of concern, and assess strategies to reduce evacuation times.
  • Mitigation Strategies (Task 6) will address the National Cohesive Wildland Fire Management Strategy goals: Resilient Landscapes, Fire-Adapted Communities, and Safe and Effective Wildfire Response. Recommendations will cover manual, mechanical, and cultural treatments, high-level building code updates (via subconsultants Justice Jones and Jerry McAdams), and accessing new funding sources (BRIC, CWDGs).

Financials

  • Total Project Cost: $167,481.00 (Unchanged from prior estimate).
  • This amount includes all optional tasks listed in the pricing table, suggesting the total approved amount funds the entire potential scope.
  • Key Optional Costs (Included in Total):
    • Task 5a (On-the-Ground Structural Hazard Assessments): $16,193
    • Task 9 (Esri Hub Site, Story Map): $5,640
    • Task 10 (Evacuation Modeling - SWCA Labor): $13,184
    • Task 11 (Ladris Software Agreement): $15,600
  • The Ladris Software as a Service Agreement fees ($15,600) terminate either at the end of the SWCA contract or up to 12 months from the start date.

Alternatives

  • Optional Task 5a: On-the-Ground Structural Hazard Assessments.
  • Optional Task 9: Development of an Esri Hub Site, Story Map, and Project Tracker.
  • Optional Task 10/11: Evacuation Modeling and Planning using Ladris software.
  • SWCA notes that the in-person final presentation was removed from the scope, and a virtual presentation or presentation by County staff is suggested to save costs.

Community Input

  • The project is built on ensuring robust community engagement, including multiple public outreach events and comment periods.
  • Community and Advisory Group members may provide input via surveys and in-person and virtual meetings to define vulnerable resources/assets.

Timeline

  • 2023-04-18: Agreement commencement date for the updated contract.
  • Within 12 months: Project completion timeline.
  • Within 14 business days of kick-off: Final work plan and project schedule will be delivered.
  • Advisory Group Meeting 2 (In-person) and the optional on-the-ground assessments must be completed during one SWCA team mobilization to consolidate travel costs.
  • Phase 3 (Risk Assessment) is intended to be completed by the end of the summer.

Next Steps

Approval of the attached contract and explicit cancellation of the previously-passed contract (T3CWPP123) is recommended.

Sources

  • Chris Goy - Central Services Director
  • Amanda Childs - SWCA Environmental Consultants
  • Justice Jones (Subconsultant)
  • Jerry McAdams (Subconsultant)
  • Ladris Technologies, Inc. (Subcontractor/Software Provider)
  • Emily Geery - Project Manager (SWCA)
  • Breanna Plucinski - Assistant Project Manager (SWCA)
  • Victoria Amato - Technical Advisor and QA/QC (SWCA)
  • Montiel Ayala - Fire Planner (SWCA)
  • Liz Hitzfelder - Fire GIS (SWCA)

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