PACKET: Commissioners Meeting at Mon, Sep 11, 09:00 AM

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Amendment to Professional Services Agreement: Chimacum High School Mental Health Services (Cynthia Langston LLC)

Topic Summary

Jefferson County Public Health (JCPH) proposes an amendment (Amendment No. 1) to an existing Professional Services Agreement with Cynthia Langston, LLC, to continue providing school-based behavioral health counseling at Chimacum Junior Senior High School. The amendment extends the contract for the 2023-2024 school year and increases service provision from one day to two days per week. This results in an additional cost of $44,400, raising the total contract value to $67,800.

Key Points

  • The agreement provides behavioral health counseling to youth at Chimacum Junior Senior High School through the Chimacum School-based Health Center.
  • The amendment extends the service period from September 11, 2023, through June 27, 2024 (37 weeks).
  • The scope of work is expanded to include an additional day of mental health counseling per week, moving from one day to two days weekly.
  • Counseling services include addressing issues such as substance misuse, anger management, stress, conflict resolution, relationship issues, hopelessness, grief or loss, family/personal violence, and crisis events.
  • The contractor (Cynthia Langston LLC) will collaborate with local mental health/substance abuse agencies and the SBHC team of health and school professionals.
  • The contractor will implement a Positive Action Program with youth seeking services and collaborate with the Empowered Teens Coalition, Chimacum.
  • The original contract was for $23,400 (September 6, 2022, through June 16, 2023), providing counseling one day per week at $600 per day over 39 weeks.

Financials

  • Additional Amount Requested (Amendment 1): $44,400.00
  • Total Contract Amount (Final): $67,800.00
  • Weekly Cost (New rate): $1,200.00 (2 days per week at $600.00 per day)
  • Funding Sources: Fully funded through two grants—one from the Washington State Department of Health (DOH) and one from the Health Care Authority (HCA).

Alternatives

None specified.

Community Input

  • One public comment related to Consent Agenda Item No. 2 (which dealt with ADA Upgrades) was made during the 9:01 a.m. public comment period. However, no specific public comment was documented for this individual item (Consent Agenda Item No. 5).

Timeline

  • September 6, 2022 – June 16, 2023: Original contract period.
  • September 11, 2023 – June 27, 2024: Contract term for Amendment 1.
  • August 14, 2023: Department certification date.
  • August 15, 2023: Risk Management approval.
  • August 16, 2023: Prosecuting Attorney approval as to form.

Next Steps

JCPH management requests Board approval of Amendment 1.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Director
  • Cynthia Langston - Contractor (Cynthia Langston LLC)
  • Washington State Department of Health (DOH) - Grant provider
  • Health Care Authority (HCA) - Grant provider
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Amendment to Professional Services Agreement: Port Townsend High School Mental Health Services (Sun Path Healing, PLLC)

Topic Summary

Jefferson County Public Health (JCPH) seeks approval for Amendment No. 1 to the Professional Services Agreement with Andrea Knutson, Sun Path Healing, PLLC. This amendment extends and expands school-based mental health counseling at Port Townsend High School for the 2023-2024 school year, increasing the service frequency from one day to two days per week. The additional cost is $44,400, resulting in a new contract total of $67,800.

Key Points

  • The agreement delivers drop-in and scheduled mental health counseling to youth enrolled in Port Townsend High School.
  • The purpose of the amendment is to extend services for the 2023-2024 school year, spanning 37 weeks.
  • Service provision increases from one day per week to two days per week.
  • Counseling addresses issues including substance misuse, anger management, stress, conflict resolution, relationship issues, hopelessness, grief/loss, family/personal violence, and crisis events.
  • The contractor will collaborate with local mental health/substance abuse agencies and implement the Positive Action Program, working with the Empowered Teens Coalition, Port Townsend.
  • The original contract (September 6, 2022, through June 16, 2023) provided counseling at $600 per session.

Financials

  • Additional Amount Requested (Amendment 1): $44,400.00
  • Total Contract Amount (Final): $67,800.00
  • Weekly Cost (New rate): $1,200.00 (2 days per week at $600.00 per day over 37 weeks)
  • Funding Sources: Fully funded through grants from the Washington State Department of Health (DOH) and the Health Care Authority (HCA).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • September 6, 2022 – June 16, 2023: Original contract period.
  • September 11, 2023 – June 27, 2024: Contract term for Amendment 1.
  • August 10, 2023: Department certification date.
  • August 15, 2023: Risk Management approval.
  • August 16, 2023: Prosecuting Attorney approval as to form.

Next Steps

JCPH management requests approval of Amendment 1.

Sources

  • Apple Martine - Public Health Director
  • Denise Banker - Community Health Director
  • Andrea Knutson (LSWAIC) - Contractor (Sun Path Healing, PLLC)
  • Washington State Department of Health (DOH) - Grant provider
  • Health Care Authority (HCA) - Grant provider
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Change Order No. 1: Port Hadlock Sewer Project - Conduit and Fiber Vault Materials

Topic Summary

Jefferson County Public Works proposed Change Order No. 1 for the Port Hadlock Sewer Phase 1 project with Seton Construction. This change order addresses unexpected material costs for 4-inch and 2-inch conduit and fiber vaults, which must now be supplied by the contractor (Seton Construction) instead of P.U.D. #1 as originally planned. This change increases the contract total by $73,272.57.

Key Points

  • Change Order No. 1 compensates Seton Construction for the material cost of 4-inch and 2-inch conduit and fiber vaults.
  • These materials were originally intended to be supplied by P.U.D. #1 at the County's cost, but the customer (presumably the County as the PUD’s customer) is now required to supply them.
  • The installation labor for these materials was already included in the original contract price (Bid Item 59 and 60).
  • The project is officially titled "Phase 1 - Site Prep., Earthwork and Service Utilities for the Port Hadlock Sewer."
  • Items added include: 6,490 LF of 4-inch PVC Schedule 40 Conduit (material only at $8.13/LF), 2,233 LF of 2-inch PVC Schedule 40 Conduit (material only at $3.31/LF), and 2 Fiber Vaults (material only at $3,503.00/EA).
  • The power vaults (PM-1 and V2) are still being supplied by the PUD.
  • The contractor noted a supplier lead time of 14-16 weeks for the Pencell fiber vaults but requested that no Liquidated Damages be associated with their delivery and installation.
  • No change to the original contract time of 100 days is noted for Change Order No. 1.

Financials

  • Estimated Net Change (Change Order No. 1): $73,272.57 (includes 9.1% sales tax)
  • Original Contract Amount: $1,243,245.78
  • Estimated Contract Total After Change No. 1: $1,316,518.35
  • Funding Sources: The project is funded at 100% by the Department of Commerce (Commerce Project No. 22-96515-026).
  • Itemized Material Costs (Subtotal): $67,160.93
  • 9.1% Sales Tax: $6,111.64

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 14, 2023: Owner Change Request No. 2 dated.
  • August 29, 2023: Seton Construction endorsed Change Order No. 1.
  • September 7, 2023: County Administrator Mark McCauley reviewed the agenda request.

Next Steps

Public Works recommends that the Board authorize Change Order No. 1 with Seton Construction and return two originals to Public Works for further processing.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Project Manager
  • Seton Construction (Chad Smith, General Manager) - Contractor
  • Department of Commerce - Funding Source (Grant No. 22-96515-026)

Change Order No. 2: Port Hadlock Sewer Project - Unsuitable Material Removal

Topic Summary

Jefferson County Public Works seeks approval for Change Order No. 2 for the Port Hadlock Sewer Phase 1 project to compensate Seton Construction for the unexpected removal and disposal of unsuitable materials beneath the infiltration pond bottom. The field discovery of substantial non-free draining material and concrete required extra work that was not included in the original plans, resulting in an additional cost of $134,009.17 and a 12-day extension to the contract time.

Key Points

  • Change Order No. 2 pays the contractor for removing unsuitable material from the infiltration pond bottom, which was required to reach a free draining sand layer.
  • The unsuitable materials included non-free draining soils and a layer of concrete, not anticipated in the original design.
  • The removal was executed under a field directive given on August 7, 2023.
  • The volume of material hauled off-site totaled 2,030 cubic yards (CY) of unsuitable material and 1,268.03 tons of concrete.
  • The original bid included a small quantity (100 CY) of "Unsuitable Foundation Excavation Incl. Haul" (Bid Item No. 6), which is now deleted and replaced by a force account method (WSDOT Standard Specification Section 2-03.3(14)E and Section 1-04.4).
  • The extra excavation, haul, and disposal included $62,930 for 2,030 CY of pond unsuitable material ($31.00/CY) and $63,401.50 for 1,268 tons of unsuitable concrete ($50.00/ton).
  • The work also delayed the project by 12 working days, extending the contract time from 100 to 112 days. The original estimated completion date was August 3, 2023.

Financials

  • Estimated Net Change (Change Order No. 2): $134,009.17 (includes 9.1% sales tax of $11,177.67)
  • Net Change Subtotal (without tax): $122,831.50
  • Current Contract Amount (after CO No. 1): $1,316,518.35
  • Estimated Contract Total After Change No. 2: $1,450,527.52
  • Funding Sources: The project is funded at 100% by the Department of Commerce.

Contractor Force Account Details (8/7 - 8/22, excluding markup and tax): - Pond Unsuitable (CY): $43,732.49 - Pond Unsuitable Concrete (Tons): $33,529.74

Alternatives

None specified.

Community Input

None specified.

Timeline

  • August 3, 2023: Original estimated completion date for pond embankment/excavation (per approved schedule).
  • August 7, 2023: Field directive given to contractor to excavate unsuitable material until a free draining sand layer was reached.
  • August 7 – August 22, 2023: Work period for excavation and haul of unsuitable materials.
  • September 1, 2023: County Administrator Mark McCauley reviewed the agenda request and Seton Construction endorsed Change Order No. 2.
  • 12 days added to the contract time.

Next Steps

Public Works recommends that the Board authorize Change Order No. 2 with Seton Construction and return two originals to Public Works for further processing.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Project Manager
  • Seton Construction, Inc. - Contractor
  • Department of Commerce - Funding Source (Grant No. 22-96515-026)
  • WSDOT Standard Specification Section 1-04.4; Section 2-03.3(14)E

License Agreement: Use of Seal Rock Road Right-of-Way for Septic System (Judith Y. Meyers)

Topic Summary

The Public Works Department recommends granting Judith Y. Meyers a perpetual license to use a 13-foot-wide portion of the Seal Rock Road right-of-way (ROW) abutting her property (Parcel 602-264-005). The license is necessary to install a replacement septic system because her current system is failing and no suitable location exists on her private property. The license also conditionally permits existing infrastructure (garage, fence, brick wall) already encroaching on the ROW to remain.

Key Points

  • The owner, Judith Y. Meyers, requires use of the county's 60-foot-wide Seal Rock Road ROW for a portion of her replacement septic system.
  • Jefferson County Public Health concluded there are "no reasonable options" for locating a new drainfield on the property (791 Seal Rock Road) without risking potential contamination of Hood Canal.
  • The use is limited to "a portion of a new wastewater disposal system," existing utilities, a portion of the garage, a fence, and a brick wall, all within a designated 13-foot-wide "Affected Area."
  • The license is requested to protect public health, safety, and the environment by moving the drainfield out of the flood zone and reducing contamination of Hood Canal.
  • Financial compensation is waived because the public benefits (protection of Hood Canal's water quality/shellfish, maintaining residential property on the tax rolls) are deemed to "equal or outweigh the value" of Ms. Meyers' limited use of the already encumbered ROW.
  • The license is perpetual but may be terminated under several conditions, including Owner's violation of terms, County road/utility projects, or installation of a group septic system serving the property.
  • The Owner must use licensed and bonded contractors and is responsible for all permit fees, staff time accrued in preparing the license, and the recording fee.

Financials

  • Amount of Compensation for ROW Use: $0.00
  • Funding Sources: None specified.
  • Owner's Responsibility: Owner must pay all permit fees, County staff time incurred in preparing the License, and the recording fee.
  • Cost Benefit: Public benefits (environmental protection, maintaining tax base) are deemed to offset the value of the ROW use, satisfying the constitutional prohibition against gifting public funds/property.

Alternatives

  • The Public Health Department found "no reasonable options" for the new drainfield location exclusively within the property boundaries.

Community Input

None specified.

Timeline

  • July 13, 2023: Date of the OSS Site Plan prepared by Jess D. Godsalve.
  • August 29, 2023: Judith Y. Meyers acknowledged the record before a notary.
  • September 7, 2023: County Administrator Mark McCauley reviewed the agenda request.
  • The License commences upon recording and is perpetual.

Next Steps

Public Works recommends the Board grant the License, sign and notarize the attached document, and return it to Public Works for recording and distribution.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Colette Kostelec - Engineer III
  • Judith Y. Meyers - Grantee/Owner
  • Jefferson County Public Health - Confirmed need for off-property location
  • Jess D. Godsalve - OSS Site Plan preparer (dated 7-13-2023)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • RCW 4.24.115, RCW 36.01.050, RCW 51 (Industrial Insurance, Title 51)

Topic Summary

Two agreements dealing with disability and ADA accessibility upgrades were removed from the Consent Agenda for further discussion and legal review by the County Administrator. These items concern grant-funded projects related to increasing awareness and physical accessibility for residents with disabilities.

Key Points

  • Consent Agenda Item No. 1 involved an agreement with the Washington State Employment Security Department for the Jefferson County Accessible Community Advisory Committee (ACAC) to "Increase Awareness and Accessibility for County Residents with Disabilities."
  • Consent Agenda Item No. 2 involved a Professional Services Agreement with Trinity United Methodist Church for "$5,678.52" for "ADA Accessibility Upgrades."
  • Both items were removed from the Consent Agenda prior to approval.
  • The agreements were deferred for review by County Administrator Mark McCauley.
  • One public comment was made regarding Consent Agenda Item No. 2 (Trinity United Methodist Church agreement) during the initial public comment period.

Financials

  • Agreement No. 1 Amount: $5,678.52 (Interagency Agreement #K7959)
  • Agreement No. 2 Amount: $5,678.52 (Professional Services Agreement)
  • Both projects are grant-funded (ACAC Grant/Employment Security Department) and budget neutral to the county general fund.

Alternatives

None specified.

Community Input

  • One Public Comment was recorded (09:04:05 AM) regarding Consent Agenda Item No. 2.

Timeline

  • Items deferred for review "in a couple weeks" by the County Administrator.

Next Steps

These items will be reviewed by County Administrator Mark McCauley and potentially brought back to the Board at a later date.

Sources

  • Mark McCauley - County Administrator
  • Monte Reinders - Acting County Administrator
  • Washington State Employment Security Department - Funding/Partner for Item 1
  • Trinity United Methodist Church - Contractor for ADA Upgrades (Item 2)

Interagency Agreement: Behavioral Health Consortium Project Director (Lori J. Fleming)

Topic Summary

Jefferson County Public Health (JCPH) requests approval of Amendment 1 to the professional services agreement with Lori J. Fleming, extending her role as Project Director for the Behavioral Health Consortium (BHC) coordination and management. The extension is prompted by the Health Resources and Services Administration (HRSA) approving a No-Cost Extension (NCE) for the underlying grant, requiring services through August 31, 2024, and adding $10,000 to the total contract amount.

Key Points

  • The agreement covers the Project Director services for the Behavior Health Consortium (BHC), focusing on improving access to behavioral health services across Jefferson County.
  • The work includes directing and managing the completion and submission of all required elements for the HRSA RCORP-Implementation grant (GA1RH39564).
  • The grant period received a No-Cost Extension (NCE) through August 31, 2024.
  • New scope of work includes executing activities outlined in the NCE Work Plan (Exhibit C), such as utilizing a newly purchased Youth Transport Vehicle, restoring data integrity and conducting trend analysis on law enforcement data, executing expanded Naloxone box community engagement, and completion of a Final Report by November 30, 2024.
  • Original duties included facilitating monthly BHC meetings, planning sub-committee work (South County Harm Reduction, data gathering), supporting quarterly Pre-Hospital BH Summits, and integration of system priorities (therapeutic courts, transitional housing).
  • The contractor is listed as a "Sole Source" for this contract.

Financials

  • Additional Amount Requested (Amendment 1): $10,000.00
  • Total Contract Amount (Revised): $136,000.00
  • Original Contract Amount (October 1, 2022 - November 30, 2023): $126,000.00
  • Funding Sources: This extension is fully funded by HRSA Grant GA1RH39564; "There is no fiscal impact" [to the County].
  • HRSA Total Approved Budget for the project period (09/01/2020 - 08/31/2024): $1,000,000.00 (Federal Share).
  • HRSA Budget Allocation Includes: $408,790.00 for Consortium/Contractual Costs and $50,000.00 for Equipment.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • October 1, 2022 – November 30, 2023: Original contract term.
  • October 1, 2022 – August 31, 2024: Revised contract term (Amendment 1 adds time).
  • July 7, 2023: HRSA Grant Management Officer signed the Notice of Award for the No Cost Extension.
  • September 30, 2023: Due date for grant reports (PIMS, RFI, Sustainability) covering March-August 2023.
  • August 31, 2024: End date of grant performance period and revised contract term.
  • November 30, 2024: Due date for the Final Report covering performance from 9/1/2020 through 8/31/2024.

Next Steps

JCPH management requests approval of Amendment 1.

Sources

  • Apple Martine - Public Health Director
  • Lori J. Fleming - Contractor (Fleming Professional Services)
  • Health Resources and Services Administration (HRSA) - Grant provider (Grant GA1RH39564)
  • Appalachia Martine - Interim Project Director (listed on HRSA Notice)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney

Grant Agreement: Paper to Digital Conversion of Food Permit Records

Topic Summary

Jefferson County Public Health (JCPH), specifically Environmental Health, seeks approval for a Local Records Grant agreement with the Washington Secretary of State (OSOS) for $8,674. This grant will fund a vendor to scan ten bankers boxes of backlogged, paper food permit records, digitize them, and prepare them for staff upload to the Energov database, enabling public and staff access.

Key Points

  • The project aims to convert a backlog of paper food permit records to digital format.
  • The backlog consists of ten bankers boxes, estimated at 18,000 double-sided pages, which will result in approximately 9,000 scanned files.
  • A vendor will perform the scanning and name the digital records according to a required file naming convention.
  • JCPH staff will upload the digital records to the Energov database.
  • JCPH began using Energov on 12/6/22 and implemented a Scan & Toss policy for new records on 3/29/23, necessitating this project for the records received prior to going paperless.
  • Digitization will enable staff to access records both in the office and in the field.
  • Future plans include providing public access to these records via the online CSS portal in Energov.
  • The file naming convention includes the permit number and the Washington State disposition authority number (DAN), which will aid in future determination of files eligible for destruction.
  • The imaging vendor identified in the Award Determination is Printery Communications of Port Townsend, WA.

Financials

  • Total Grant Amount: $8,674
  • Funding Sources: Fully funded by the Washington Secretary of State (OSOS) Local Records Grant Program (Agreement No. G7878). No match is required.
  • Cost Allocation: $8,674.00 allocated for Imaging / Digitization.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • March 29, 2023: JCPH implemented a Scan & Toss policy for food permit records.
  • May 31, 2024: Project completion deadline and deadline for all reimbursement requests.
  • Date of Execution to 5/31/2024: Period of performance for the Agreement.

Next Steps

JCPH management requests approval of the agreement.

Sources

  • Pinky Feria Mingo - Environmental Health and Water Quality Director
  • Alisa Hasbrouck - Environmental Public Health Manager/Project Manager
  • Mark McCauley - County Administrator
  • Office of the Secretary of State (OSOS), Division of Archives and Records Management (Bonnie Hood, Coordinator) - Grant provider
  • Printery Communications - Imaging Vendor
  • RCW 40.14.026 - Statutory authority for the Local Records Grant Program
  • WAC 434-670-020 - Records maintenance/monitoring requirement

Interagency Agreement: Accessible Community Advisory Committee (ACAC) Grant

Topic Summary

Jefferson County Public Health, Developmental Disabilities Division, is requesting approval of Interagency Agreement #K7959 with the Washington State Employment Security Department (ESD) to accept $5,678.52 in grant funds. These funds will support the Jefferson County Accessible Community Advisory Committee (ACAC) project aimed at increasing awareness and accessibility for county residents with disabilities by funding ADA upgrades at Trinity United Methodist Church.

Key Points

  • JCPH Developmental Disabilities Division contracts with ESD to increase awareness, accessibility, and remove barriers for county residents with disabilities.
  • The grant project will fund ADA accessibility upgrades at Trinity United Methodist Church in Port Townsend.
  • The church allows fifteen community groups to access its facilities and meeting spaces at no cost, broadening the public benefit of the upgrades.
  • The specific upgrades include: purchasing and installing an accessible, electrified system for the main entry; purchasing seven lever-style door handles to replace older hardware; and purchasing and installing two wall-mounted infant changing tables in accessible restrooms.
  • The underlying grant is authorized by the Governor's Committee on Disability and Employment (GCDE) and Chapter 39.34 RCW (Interlocal Cooperation Act).

Financials

  • Total Agreement Amount: $5,678.52
  • Funding Sources: Fully grant-funded by the Washington State Employment Security Department (ESD) / Governor’s Committee on Disability Issues and Employment (GCDE).
  • Fiscal Impact: "Budget neutral" with "no impact on the general fund."
  • In-kind Donations: Congregational members have pledged $3,000 toward this project.

Alternatives

None specified.

Community Input

None specified (Note: Although procedural information shows this item was removed from the agenda for review, the packet does not contain substantive community input on this specific contract).

Timeline

  • The contract term is one year from the date of execution, ending June 30, 2024.
  • August 11, 2023: Department certification date.
  • August 16, 2023: Prosecuting Attorney approval as to form.

Next Steps

JCPH management requests approval of the Interagency Agreement.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH County Coordinator/Contract Manager
  • Washington State Employment Security Department (ESD) - Funding agency
  • Governor’s Committee on Disability Issues and Employment (GCDE) - Authority for grant program
  • Trinity United Methodist Church - Site of upgrades
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney
  • RCW 39.34 - Interlocal Cooperation Act

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