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Naylor's Creeks Culvert Replacements Construction Phase Engineering Services

Topic Summary

Jefferson County Public Works (JCPW) is executing an agreement with Sargent Engineers, Inc. for engineering services during the construction phase of the Naylors Creek at West Valley Road and Gibbs Lake Road Culvert Replacements Project. This project is federally funded, requiring no local match for the grant proceeds. Sargent Engineers, who were the Engineer of Record, will provide specialized services including structural engineering review, load ratings, geotechnical support, and hydraulic engineering support.

Key Points

  • The project involves replacing culverts at Naylors Creek on West Valley Road and Gibbs Lake Road (County Project # 18020592; Federal # PROTECT-2016(029)).
  • Sargent Engineers, Inc. was selected as the Engineer of Record to perform the construction phase engineering services.
  • Services include material submittal and shop drawing review, structural engineering and load ratings (preliminary and final), foundation soils inspections (geotechnical engineering), and hydraulic engineering related to imported streambed materials suitability.
  • Specific tasks outlined include:
    • West Valley Road: Reviewing shop drawings for culvert footing reinforcing steel, precast three-sided culvert, and wingwalls; preparing preliminary and final load ratings; and one requested site visit.
    • Gibbs Lake Road: Reviewing shop drawings for the precast box culvert; preparing preliminary and final load ratings; and one requested site visit.
  • Subconsultant services are required: Aspect Consulting (geotechnical engineering support) and Watershed Science & Engineering (hydraulic engineering construction support).

Financials

  • Total cost for construction phase engineering services (maximum amount payable to Sargent Engineers, Inc.): $30,991.00.
  • Source of funding: WSDOT/FHWA grant.
  • Local match required: None specified (the document states "No local match is required for the grant funds").
  • Breakdown of Estimated Costs (including subconsultants provided by Sargent's cost estimate):
    • West Valley Road EOR Services Total: $16,773
    • Gibbs Lake Road EOR Services Total: $14,217
    • Total: $30,991 (rounded from $30,990 derived from the sum of the detailed estimates)
    • Subconsultant Aspect Consulting Base Budget for Geotechnical Support: $8,100 (Gibbs Lake) + $10,200 (West Valley Road) = $18,300
    • Subconsultant Watershed Science & Engineering Total Labor/Expenses: $4,941 (allocated as $2,471 per location in Sargent's direct costs list)

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • Completion Date for agreement term: September 30, 2025.
  • Construction is anticipated to occur this summer (2024).

Next Steps

  • Public Works recommends the Board execute the two original copies of the Agreement with Sargent Engineers, Inc., returning one to Public Works.

Sources

  • Monte Reinders, PE - Public Works Director / County Engineer
  • Bruce Patterson - Engineer III (JCPW Department Contact)
  • Sargent Engineers, Inc. - Primary Consultant
  • Aspect Consulting, LLC - Subconsultant (Geotechnical Engineering)
  • Watershed Science & Engineering - Subconsultant (Hydraulic Engineering)
  • WSDOT/FHWA - Grant Funding source

Naylor’s Creeks at West Valley Road and Gibbs Lake Road Culvert Replacements Project Funding Adjustment

Topic Summary

Jefferson County Public Works (JCPW) proposes Local Agency Agreement Supplement No. 1 with WSDOT for the SR 19 Rhody Drive Ped-Bike Improvements – South Segment project. The supplement serves two main purposes: securing preliminary engineering (PE) reimbursement from the existing federal Transportation Alternatives Program (TAP) grant by shifting funds, and authorizing new state funding from the Connecting Communities Pilot Program (CCPP) for the PE phase.

Key Points

  • The agreement supplement covers the SR 19 Rhody Drive Pedestrian-Bicycle Improvements – South Segment project, spanning 0.62 miles from SR 19 M.P. 8.94 (Center Road) to SR 19 M.P. 9.56 (West Valley Road).
  • The overall goal of the project is to establish pedestrian and bicycle connectivity in the Chimacum/Hadlock area.
  • The supplement is necessary to permit the reimbursement of consultant expenditures during the PE phase from the existing federal TAP grant.
  • JCPW was awarded a new state CCPP grant, totaling $260,000. Of this, $218,800 is authorized for the PE phase under this supplement; the remaining $42,000 for the Right of Way (ROW) phase will be authorized later.
  • Execution of the supplement will allow consultants to proceed with surveying, design, environmental permitting, and preparation of construction bid documents.
  • The initial TAP agreement was executed on September 15, 2022.
  • The WSDOT CCPP grant was awarded on March 25, 2024.
  • If the ROW acquisition or construction of the road for which PE was undertaken is not started by the close of the tenth fiscal year following the PE authorization, the County must repay the federal funds.

Financials

  • Total estimated PE phase cost with this supplement: $394,630.00.
  • TAP Fund Allocation (Federal): $175,830.00 (86.5% of TAP PE cost).
  • CCPP Fund Allocation (State): $218,800.00 (100% funded).
  • Original TAP allocation breakdown revised by supplement:
    • $89,980.00 shifted from Agency expenditures to a new Consultant expenditures line.
    • $80,850.00 remains on the Agency expenditures line (of previous $170,830.00).
  • Funding Ratios: TAP funds (86.5% federal from an original agreement) requires a 13.5% match from the County Road Fund; CCPP funds are 100% funded.
  • Total Agency Funds (County Road Fund match) for PE: $23,737.00.
  • Total State Funds (CCPP): $218,800.00.
  • Total Federal Funds (TAP): $152,093.00.
  • The County Road Fund will provide cash matching under Method C (Agency cost incurred with partial reimbursement).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2020-06-26: TAP funding for PE phase awarded.
  • 2022-09-15: Original WSDOT Local Agency Agreement executed.
  • 2024-03-25: State WSDOT CCPP funding awarded.
  • 2024-07-22: Agenda date for BOCC review of Supplement No. 1.
  • 2026-12-31: Project Agreement End Date.

Next Steps

  • The Board is requested to sign one original copy of Local Agency Agreement Supplement No. 1 and return it to Public Works for execution by WSDOT.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • John Wayand, P.E. - Project Manager
  • Washington State Department of Transportation (WSDOT)
  • Federal Highway Administration (FHWA)
  • Transportation Alternatives Program (TAP) - Federal Grant
  • Connecting Communities Pilot Program (CCPP) - State Grant

2025 Mid-Biennium Budget Objectives and Procedures

Topic Summary

Jefferson County proposes adopting a resolution to establish fiscal objectives and operational procedures guiding the development of the 2025 Mid-Biennium Review and Modification to the current 2024-2025 Biennial Budget. The resolution emphasizes balancing the budget against anticipated economic slowing, addressing employee compensation, and managing extraordinary revenues and capital needs, particularly for the Port Hadlock Sewer Project.

Key Points

  • The mid-biennium review is required by JCC 3.01.020 to account for new information impacting the 2025 budget.
  • The budget process will focus on a balanced budget using multi-year forecasting due to indications of a slowing and weak economy through 2025.
  • General Fund Balance/Reserves: Anticipates using a small amount of the projected year-end 2024 General Fund balance in 2025. Allows using up to half of the estimated unreserved fund balances to balance the General Fund if unforeseen circumstances occur.
  • Extraordinary General Fund Revenues: Excess revenues (e.g., federal PILT, private timber/DNR revenue) above the adopted budget will first backfill shortfalls, then may be dedicated to one-time costs (Capital Improvement Program, Construction and Renovation, retirement transitions), or additional future reserves.
  • Employee Compensation/Salaries:
    • 2025 Base budgets will include adopted collective bargaining wage adjustments and step increases.
    • If no ratified union agreement exists, only step increases will be included in the base budget.
    • Non-union staff: Base budget includes annual step increases and a 2% general wage adjustment (COLA).
  • General Fund Base Budgets: Will include cost allocations for IS, Fleet Services, and Facilities, plus a 1.5% increase in non-labor costs.
  • General Fund Transfers: Transfers from the General Fund to other operating funds will continue at 2024 levels, but requests for increases must comply with the General Fund Assistance Policy.
  • Other Funds: Budgets must be prepared as balanced budgets, absorbing all increases (including wages/benefits) within available resources or offsetting reductions.
  • Road Fund:
    • Will reduce the Traffic Law Enforcement Diversion to the General Fund further, down to $520,000 (already reduced by $100,000).
    • Total SRS and federal PILT received by Public Works will be increased to $750,000.
  • Port Hadlock Sewer Fund:
    • The $1,000,000 transferred to the Sewer Fund from the Capital Improvement Fund in 2023 will be retained to cover operational subsidies during the initial years of operation due to a gradually growing customer base.
    • The County will establish and fund a $500,000 Hadlock Sewer Replacement Reserve and Emergency fund by depositing up to $250,000 in 2025 and 2026 using revenue generated by construction sales tax.
  • Budget Submission Deadline: Preliminary department budgets are due to the County Auditor by September 3, 2024.

Financials

  • Anticipated General Fund balance used in 2025: Small amount (up to half of unreserved balance available in unforeseen circumstances).
  • Road Fund Traffic Law Enforcement Diversion: Reduced to $520,000 (diverted to General Fund).
  • Road Fund SRS/PILT target amount: Increased to $750,000.
  • Port Hadlock Sewer Fund Reserves: $1,000,000 (retained from 2023 transfer for operational subsidy).
  • Hadlock Sewer Replacement/Emergency fund goal: $500,000 (to be funded by deposits of up to $250,000 in 2025 and 2026 from construction sales tax).
  • Non-labor cost increase for General Fund departments: 1.5%.
  • Non-union General Wage Adjustment: 2%.
  • Property Tax Growth: Shall not exceed the 1% limit plus new construction taxes (for General, Road, and Conservation Futures Funds).

Alternatives

  • None specified.

Community Input

  • The proposed resolution was previously shared with the County’s Budget Committee via email.

Timeline

  • 2024-08-01: Auditor's Budget Call (target base budget numbers/FTEs given to General Fund departments).
  • 2024-09-03: Preliminary department budgets due to County Auditor.
  • 2024-09-30: Preliminary budgets provided to County Administrator/BOCC by Auditor.
  • Early October 2024: Departments present proposed budgets to BOCC.
  • 2027-01-01: Automatic annual CPI adjustments for Port Hadlock sewer fees deferred until this date. (This is included in the Resolution's associated documents - the Sewer Fee Schedule).

Next Steps

  • The Board is requested to adopt the proposed Resolution establishing 2025 Mid-Biennium Review and Modification Objectives and Procedures.

Sources

  • Mark McCauley - County Administrator

Port Ludlow Drainage District Assessment System Ordinance

Topic Summary

Jefferson County must review and approve the Port Ludlow Drainage District's assessment system via ordinance every four years, as mandated by RCW 85.38. Public Works has prepared a draft ordinance to adopt the existing system, as the District has not requested revisions. This action is crucial to enable the District to continue funding the maintenance of drainage facilities in Port Ludlow.

Key Points

  • The Port Ludlow Drainage District (District) was established in 2000 under RCW 85.38.
  • RCW 85.38 requires the Board of Commissioners (BOCC) to review the assessment system in a public hearing and approve an ordinance on or before September 1 every four years.
  • The existing assessment system was previously adopted by Ordinance No. 06-0817-20 in August 2020.
  • The current draft ordinance, which repeals and replaces Ordinance No. 06-0817-20, re-adopts the existing assessment system without amendment, as the District did not request revisions.
  • The assessment system is primarily based on two factors: the proportion of the parcel’s land area (35% of the assessment) and the proportion of the parcel’s impervious surface area (65% of the assessment) within the District.
  • The assessment system is designed to generate a hypothetical $1,000 in revenue for the District to determine the rate structure.
  • The assessment formula divides parcels into five zones (Zone 0 to Zone 4) based on the development status and how much they drain into or out of the District, with Zone 1 (developable land) assessed at 100% of the land area assessment rate.
  • Impervious surface area is calculated based on assigned square footage for residential units (e.g., Single Family Residence = 3,000 sq ft) or measured area for commercial properties.
  • The County Engineer reviewed the existing assessment system and determined it is consistent with RCW 85.38.

Financials

  • Based on the 2024 District assessment revenue of $70,000, the annual assessment for a typical single-family residence on a half-acre lot in Zone 1 would be approximately $65.33.
  • The County does not fund the District's activities.
  • The County is authorized to charge the District for costs incurred reviewing/approving the system.
  • The County Treasurer may impose a fee (not exceeding 1% of the assessments) for collection.
  • Adopting the ordinance has no negative fiscal impact on the County.

Alternatives

  • None specified.

Community Input

  • A public hearing on the ordinance is scheduled for Monday, August 19, 2024, at 10:45 a.m.

Timeline

  • 2024-07-24 & 2024-07-31: Notice of Public Hearing to be published two times.
  • 2024-08-19 (10:45 a.m.): Public hearing before the BOCC.
  • August 2024 (Adoption date TBD): Ordinance to be adopted.
  • 21 days after adoption: Ordinance becomes effective.
  • Every four years: The assessment system must be reviewed by the BOCC.

Next Steps

  • Public Works requests that the Board schedule the public hearing for August 19, 2024, at 10:45 AM and sign the attached public hearing notice.
  • Public Works will provide a brief presentation before the hearing.

Sources

  • Monte Reinders, PE - Public Works Director/County Engineer
  • Port Ludlow Drainage District
  • RCW 85.38 (Revised Code of Washington)
  • Ordinance No. 06-0817-20 (Prior ordinance being repealed/replaced)
  • Gray & Osborne, Inc. - Consulting Engineers (Listed on District Boundary Map)

Port Hadlock UGA Water Reclamation Plant Change Order No. 2

Topic Summary

Public Works is requesting approval for Change Order No. 2 with Interwest Construction, Inc. for Phase 2 of the Water Reclamation Plant project in the Port Hadlock UGA. The change order modifies the design for key components—increasing FRP ductwork size, widening a chemical building door, and relocating influent piping/meter vault—to accommodate material submittals, equipment needs, and future expansion of the wastewater treatment plant (WWTP).

Key Points

  • Change Order No. 2 with Interwest Construction includes:
    1. Increasing the size of the Fiberglass Reinforced Plastic (FRP) ductwork (due to material submittal review comments).
    2. Increasing the width of a door within the chemical building (to allow for removal/replacement of the pressure water storage tank).
    3. Relocating the influent piping and meter vault (to accommodate future expansion of the WWTP influent headworks).
  • The changes stem from clarifications during the material submittal process and the need to plan for future capacity and maintenance requirements.
  • The order is executed under the authority of Article 9 and 11 of the General and Supplemental Conditions of the existing contract.

Financials

  • Amount of Change Order No. 2: $37,395.79 (includes 9.1% Washington State Sales Tax).
  • Original Contract Amount (prior to this change): $10,063,123.15.
  • Estimated Contract Total After Change: $10,100,518.94.
  • The project is funded 100% by the Department of Commerce.
  • Breakdown of change order costs (excluding 9.1% sales tax of $3,119.17):
    • Upsize Chem. Building door (COP 008): $7,079.63
    • Change location of influent meter vault (COP 009): $19,261.99
    • Change in size of FRP ductwork (COP 010): $7,935.00
    • CO 002 Subtotal: $34,276.62

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • No change to original contract time is specified (Contract Time Change: N/A).

Next Steps

  • Public Works recommends the Board authorize Change Order No. 2 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
  • Interwest Construction - Contractor
  • Department of Commerce - Funding Source

Port Hadlock UGA Sewer Utility Code Workshop

Topic Summary

Public Works staff is conducting a second workshop with the County Commissioners to review the proposed Sewer Utility Code (JCC Chapters 13.04 through 13.05 plus Appendix 1) for the Irondale and Port Hadlock Urban Growth Area (PHUGA). This session focuses on addressing follow-up questions from the first workshop concerning Chapter 13.04 (Connection) and proceeding to review Chapter 13.05 (Sewer Charges) and Appendix 1 (Fee Schedule), which detail connection requirements, proposed rates, charges, and low-income discounts necessary for the utility's operation.

Key Points

  • This is the second workshop on the Sewer Utility Code, following a discussion on Chapter 13.04 held on July 15, 2024.
  • The goal is to adopt the Sewer Code ordinance in the September/October 2024 timeframe, making the sewer utility operational.
  • The proposed PHUGA Sewer Utility Code was developed by researching multiple jurisdictions' sewer codes and undertaking extensive financial analysis.
  • Connection Requirements (JCC 13.04): Connection is generally required for new residential structures (other than single-family/duplex), new non-residential properties, and existing developments if the on-site sewage system (OSS) is failing. Connection is not required for existing, adequate single-family residences or duplexes.
  • Sewer Charges (JCC 13.05):
    • Bills will include a fixed base rate for residential customers.
    • Non-residential customers pay a fixed base rate, plus a volume charge for water usage over 4,000 gallons/month, and a high-strength wastewater surcharge (if applicable).
    • Low-Income Discount: Qualifying low-income persons, including low-income senior/disabled/veteran customers, are eligible for discounts, with charges not falling below 50% of the undiscounted single-family residence charge.
    • Annual Fee Adjustment: Sewer service charges (except SDCs) will be automatically adjusted annually by the Seattle-Tacoma-Bellevue CPI-W, not to exceed 5% annually, starting January 1, 2027.
  • System Development Charge (SDC):
    • SDCs capture the fair share of current and future capital costs.
    • SDCs will be set at $0.00 for 2025-2027, then increase to $1,000 per ERU in 2028, $2,000 in 2029, and $3,000 in 2030 (Table 6-1, Appendix 1).
    • Waiver/Deferral: SDCs may be waived or deferred for low-income housing developed by community action agencies, housing authorities, or non-profits, provided certain covenants are recorded to maintain low-income occupancy for 20 years.
  • ERU Determination: One ERU is equivalent to 4,000 gallons of water use per month. Residential multipliers: Single-family = 1.0 ERU; Duplex = 0.9 ERU; ADU/Multifamily/Mobile Home Park = 0.7 ERU per dwelling unit/space.

Financials

  • Monthly Residential Rates (starting 2025): Single-family residence (1.0 ERU) = $80.00/month. Duplex (0.9 ERU) = $72.00/month. ADU/Multifamily/Mobile Home Park (0.7 ERU) = $56.00/month.
  • Monthly Non-Residential Rates: Minimum base rate = $80.00/month (up to 4,000 gallons/month). Volume

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