PACKET: Commissioners Meeting at Tue, Sep 03, 09:00 AM

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Agreement for Supply of Bituminous Surface Treatment Aggregate (2025-2026)

Topic Summary

Jefferson County Public Works Department is finalizing a two-year Purchase & Sale Agreement with Bruch and Bruch Construction, Inc. for supplying crushed aggregate. This material is essential for the County’s annual Bituminous Surface Treatment (BST) pavement preservation program for Calendar Years 2025 and 2026, aligning with the County’s goal of preserving roadway infrastructure.

Key Points

  • The agreement covers the supply of crushed aggregate for use in the Public Works Road Operations Division's BST pavement preservation program.
  • The contract was awarded to Bruch and Bruch Construction, Inc. following a competitive sealed bid process on August 12, 2024.
  • The goods (aggregate) must be manufactured, sold, transferred/delivered, or made available for transfer/delivery to the Buyer (County) no sooner than January 1, 2025, and no later than April 1, 2025 for the first year, and no later than April 1, 2026 for the second year.
  • Payment will be made by the Buyer after inspection and approval of the received goods, within approximately 30 days of receiving the invoice.
  • The program directly supports the County’s goal to preserve County roadway pavement and infrastructure.

Financials

  • Total estimated contract value: $555,067.00 (plus Washington State Sales Tax).
  • Funding source: Accounted for in the Road Operations budget and budget forecast.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • August 12, 2024: Bid awarded to Bruch and Bruch Construction, Inc.
  • January 1, 2025: Earliest date goods can be delivered/made available (first year).
  • April 1, 2025: Latest date for delivery/availability of goods (first year).
  • April 1, 2026: Latest date for delivery/availability of goods (second year).

Next Steps

Public Works recommends the Board approve the Purchase & Sale Agreement by signing the two attached agreements and returning one signed copy to Public Works for final processing.

Sources

  • Monte Reinders, PE - Public Works Director/County Engineer
  • Conor Ferry - Project Manager
  • Bruch & Bruch Construction Inc. - Seller

Lodging Tax RFP Authorization (Tourism Promotion - 2025)

Topic Summary

The Board of County Commissioners is requested to authorize the issuance of a Request for Proposals (RFP) for tourism-promotion projects to be undertaken in 2025 and funded by the County’s Lodging Tax Fund. This authorization follows a recommendation from the Lodging Tax Advisory Committee (LTAC).

Key Points

  • The RFP seeks proposals from government agencies and non-profit organizations for tourism-promotion services.
  • The Lodging Tax Advisory Committee (LTAC) approved the recommendation to issue the RFP at its August 29, 2024 meeting.
  • Lodging Tax funds available for 2025 projects total up to $900,000, with an existing reserve of $275,000.

Financials

  • Maximum amount of RFP for qualifying projects: Not to exceed $900,000.
  • Reserve amount in Lodging Tax fund: $275,000.
  • Funding source: County’s Lodging Tax Fund.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • August 29, 2024: Lodging Tax Advisory Committee (LTAC) approved the motion to recommend issuing the RFP.
  • September 4, 2024: Proposed date for first publication of Call for Proposals.
  • October 4, 2024: Proposal Deadline (4:30 p.m. Friday) for vendors to submit proposals digitally.
  • Calendar Year 2025: Period for projects to be undertaken.

Next Steps

Authorize the issuance of the Lodging Tax RFP in an amount not to exceed $900,000.

Sources

  • Adiel McKnight - Deputy Clerk of the Board

Homeless and Affordable Housing RFP Authorization (2025)

Topic Summary

The Board of County Commissioners is asked to authorize the issuance of a Request for Proposals (RFP) for Homeless Housing and Affordable Housing projects planned for 2025. This action follows a recommendation by the Housing Fund Board (HFB) based on available fund balances.

Key Points

  • The RFP is for two distinct housing categories: Homeless Housing and Affordable Housing.
  • The Housing Fund Board (HFB) recommended issuing the RFP during its August 28, 2024 meeting.
  • Staff analysis determined the available amounts for the RFP in 2025 are $165,000 for Homeless Housing and $1,400,000 for Affordable Housing.

Financials

  • Maximum RFP amount for Affordable Housing: Not to exceed $1,400,000 (Fund 148).
  • Maximum RFP amount for Homeless Housing: Not to exceed $165,000 (Fund 149).
  • Funding source: Homeless Housing Fund and Affordable Housing Fund.
  • This request itself has no fiscal impact, but approval will lead to grants for 2025 housing projects.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • August 28, 2024: Housing Fund Board (HFB) approved the motion to recommend issuing the RFP.
  • September 11, 2024: Special Meeting scheduled for the HFB to finalize the RFP.
  • 2025: Qualifying projects will be undertaken in this year.

Next Steps

Authorize the issuance of the Homeless Housing and Affordable Housing RFP, not to exceed the specified amounts, and direct staff to publish the RFP once the Housing Fund Board has finalized the application.

Sources

  • Carolyn Gallaway - Clerk of the Board

Contract for Emergency Food Response Funding (ARPA/WSDA)

Topic Summary

The County Auditor's office, in conjunction with Emergency Management and Public Health, is seeking approval for an Interagency Agreement with the Washington State Department of Agriculture (WSDA) to receive $11,663.84 in grant funding for emergency food resources. These funds, derived from the federal American Rescue Plan Act (ARPA), will be used to fill gaps in emergency food resources by reimbursing expenses for meals provided at the Jefferson County Emergency Shelter (American Legion).

Key Points

  • The funding source is the Coronavirus State Fiscal Recovery Fund (Assistance Listing 21.027), provided via WSDA through ARPA's ESSB 5187.
  • The purpose is to support the food program associated with the Jefferson County Emergency Shelter at the American Legion.
  • The funds will be used to reimburse food expenses for meals provided at the shelter to Bayside Housing & Services.
  • The agreement aims to build relationships among emergency food response networks and fill gaps in emergency resources, potentially serving as an alternative to the federal USDA Farmers to Food Box program.
  • The total amount of funding received from WSDA is $11,663.84.
  • Subrecipient (County) must comply with Federal Award Uniform Guidance, including obtaining an annual Single Audit if federal expenditures reach $750,000 or more.

Financials

  • Grant amount (Revenue): $11,663.84.
  • Funding source: American Rescue Plan Act of 2021 (ARPA) via Washington State Department of Agriculture (WSDA).
  • Matching funds required: None.
  • Expenses will be reimbursed to Bayside Housing & Services for shelter food costs.
  • The funding helps defray expenses associated with operating the emergency shelter.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • August 15, 2024: Agreement performance commencement date (or upon execution, whichever is later).
  • June 30, 2025: Agreement end date.
  • Monthly (20th): Submission deadline for summary of expenses and activities.
  • July 15, 2025: Due date for Final Reports on project activities and food security recommendations.

Next Steps

Staff recommends the Board approve the agreement with the Washington State Department of Agriculture.

Sources

  • Amanda Christofferson - Grants Administrator (Auditor’s Office)
  • Mark McCauley - County Administrator
  • Washington State Department of Agriculture (WSDA)

Contract Approval for Medical Reserve Corps Funding

Topic Summary

The Board is requested to approve an agreement between the Department of Emergency Management (DEM), Public Health, and the National Association of County and City Health Officials (NACCHO). This contract provides $10,000 to financially support local Medical Reserve Corps (MRC) activities, including training and disaster preparedness supplies.

Key Points

  • The MRC is a volunteer program operated in partnership between DEM and Public Health, utilizing retired medical professionals and others.
  • MRC activities include community education, first aid, CPR, Stop the Bleed training, and disaster preparedness supply caches.
  • The funding source is a grant NACCHO received from the Department of Health and Human Services’ Office of the Assistant Secretary of Preparedness and Response (Grant No. I U3REP230718-01-00, CFDA # 93.008).
  • The MRC unit must be registered and active on SAM.gov.
  • The Organization (County) must complete three deliverables, with failure to complete Deliverable 2 by the deadline resulting in a 50% refund of payment back to NACCHO.

Financials

  • Total contract amount: $10,000.
  • Payment structure: Firm Fixed Price payment of $10,000.
  • Revenue: $10,000.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Effective Date: Date of the later signature.
  • Term End: September 29, 2024.
  • May 3, 2024: Due date for Deliverable 1 (Invoice & ORA Action Plan) (Required for 100% payment).
  • July 29, 2024: Due date for Deliverable 2 (Interim Project Survey).
  • March 2025: Due date for Deliverable 3 (Final Project Evaluation Survey) (Required for consideration in next MRC award cycle).

Next Steps

Staff recommends the Board approve the agreement.

Sources

  • Willie Bence - Emergency Management Director
  • National Association of City and County Health Officials (NACCHO)

Coordination Committee Meeting Schedule Discussion

Topic Summary

The Board of County Commissioners is scheduled for a discussion and potential action regarding the Coordination Committee meeting schedule during the Regular Agenda session.

Key Points

  • The item is framed as a "Discussion and Potential Action re: Coordination Committee meeting schedule."

Financials

None specified.

Alternatives

None specified.

Community Input

None specified.

Timeline

None specified.

Next Steps

The Board may discuss and potentially take action (vote) to establish or amend the Coordination Committee meeting schedule.

Sources

None specified.

Amendment No. 1 to Developmental Disabilities Program Training Contract (Wise)

Topic Summary

Jefferson County Public Health, Developmental Disabilities Division, requests approval of Amendment #1 to the Professional Services Agreement with Wise. This amendment extends the contract term by one year and increases the budget to continue providing technical assistance, training, and consulting regarding Developmental Disabilities employment services to County staff and providers.

Key Points

  • The scope includes providing technical assistance for:
    • A new School to Work (S2W) Transition Program (and ongoing Job Foundations Program) for High School Districts.
    • Training for Supported Employment, Group Employment, and Community Inclusion staff on various topics (e.g., C.I. Bootcamp, Wise On-line Academy Series, Positive Behavior Support).
    • Community Mapping and Informational Interview training to aid in creating jobs and community connections.
    • Start Now/Train the Trainer sessions for staff who will then lead workshops for middle/high school students and their families, focusing on employment readiness and person-centered planning.
  • The Contractor (Wise) is designated a Sole Source Provider.
  • Jefferson County will also provide general support and scholarships for the Washington State Community Summit through this contract.

Financials

  • Original contract end date: June 30, 2024.
  • Additional funding requested (Expenditure): $22,000.00.
  • New total contract amount: $33,999.29.
  • Funding source: County DD Program budget, identified as Community Information and Education and/or County Millage funding (Fund #127).
  • The intent is for this contract to be ongoing, provided DD Program funding exists.
  • Wise Fee Schedule rates include: Tier 1 ($140/hour), Tier 2 ($165/hour), Tier 3 ($175/hour).
  • Training options like ACRE Certificates range from $750 (Basic) to $1,750 (Professional).
  • A 15% Brokering Fee applies to third-party invoices handled by Wise, reduced to 10% for contracts over $35,000.

Alternatives

None specified.

Community Input

  • Intellectual/Developmental Disabilities Advisory Board: Agrees that these services are important for the community.

Timeline

  • Original contract term start: July 1, 2023.
  • Extended contract term end: June 30, 2025.
  • Start Now/Train the Trainer sessions: Involve ongoing coaching from Wise staff.

Next Steps

Jefferson County Public Health requests Board approval of Amendment #1.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH Coordinator
  • Wise - Contractor (Sole Source Provider)

Amendment No. 2 to Group Employment Services Contract (Cascade Community Connections)

Topic Summary

Jefferson County Public Health requests approval of Amendment #2 to the Professional Services Agreement with Cascade Community Connections for Group Employment Services. This amendment increases the contract funding by an additional $60,000 and extends the term through June 30, 2025.

Key Points

  • Group Supported Employment (GSE) services are intended to be short-term and provide ongoing supervised employment for groups of no more than eight workers with disabilities in integrated community settings at or above minimum wage.
  • The service outcome is sustained paid employment leading to further career development in integrated employment.
  • Group services include intake, discovery, assessment, job placement, coaching/supports, and record keeping.
  • A client in GSE must be on-site/at work at least their individual base hours (minimum 4 hours/day) per month.
  • The total direct service staff hours provided to the group must be equal to or greater than the group’s collective individual support monthly base hours.

Financials

  • Additional funding: $60,000.00.
  • New total contract amount: $123,022.44.
  • Funding source: Developmental Disabilities Administration (DDA) under DSHS, identified in the budget under Group Employment Services (Fund #127).
  • The additional funding is specifically planned for expenditure during the fiscal year 2024/2025.
  • The unit rate for GSE service is $91.04 per day (defined as 4 or more hours of paid productive work, training, or paid time off).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Original contract term start: July 1, 2023.
  • Extended contract term end: June 30, 2025.

Next Steps

Jefferson County Public Health requests Board approval of Amendment #2.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH Coordinator
  • Cascade Community Connections - Subcontractor

Amendment No. 2 to Individual Supported Employment Contract (Cascade Community Connections)

Topic Summary

Jefferson County Public Health requests approval of Amendment #2 to the Professional Services Agreement with Cascade Community Connections for Individual Supported Employment (ISE) Services and Job Foundation Services. This amendment decreases the total funding by $55,368.40 but confirms the extended contract term through June 30, 2025.

Key Points

  • Individual Supported Employment (ISE) provides services tailored to adults (21+) with intellectual/developmental disabilities (IDD) to obtain and maintain integrated employment in the general workforce at or above minimum wage.
  • Job Foundation Services target students aged 19-20 (in their second-to-last school year) for employment readiness activities and reporting.
  • The amendment updates funding categories for Individual Supported Employment Services, Individual Employment Infrastructure, Staff Training, and Job Foundation Services, specifying these amounts are for the fiscal year 2023/2024.
  • Total maximum service hours are based on the client’s Individual Employment Level per WAC and DDA assessment acuity (High, Medium, Low, None).

Financials

  • Funding decrease: $55,368.40.
  • New total contract amount: $392,338.60.
  • Funding apportionment (FY 2023/2024 expenditure):
    • Individual Supported Employment Services: $378,961.60
    • Individual Employment Infrastructure: $5,427.30
    • Training for Individual Supported Employment Staff: $750.00
    • Job Foundation Services: $7,200.00
  • Funding source: Developmental Disabilities Administration (DDA) under DSHS (Fund #127).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Contract term: July 1, 2023 – June 30, 2025.
  • Funding specified is for expenditure during the fiscal year 2023/2024.

Next Steps

Jefferson County Public Health requests Board approval of Amendment #2.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH County Coordinator
  • Cascade Community Connections - Subcontractor

Amendment No. 3 to Individual Supported Employment Contract (Cascade Community Connections)

Topic Summary

Jefferson County Public Health requests approval of Amendment #3 to the Professional Services Agreement with Cascade Community Connections, increasing funding to $801,338.60 for Individual Supported Employment (ISE) Services and Job Foundation Services. This increase is specifically allocated for the 2024/2025 fiscal year, maintaining employment support for adults with IDD and readiness activities for transition students.

Key Points

  • Individual Supported Employment (ISE) provides services to adults (21+) with intellectual/developmental disabilities (IDD) to promote integrated employment in the general workforce at or above minimum wage.
  • Job Foundation Services are intended for students aged 19-20 to document their skills and interests, providing actionable next steps for job search.
  • The contract term is confirmed to end June 30, 2025.

Financials

  • Funding increase: $409,000.00.
  • New total contract amount: $801,338.60.
  • Funding apportionment (FY 2024/2025 expenditure):
    • Individual Supported Employment Services: $400,000.00
    • Job Foundation Services: $9,000.00
  • Funding source: Developmental Disabilities Administration (DDA) under DSHS (Fund #127).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Contract term: July 1, 2023 – June 30, 2025.
  • Funding specified is for expenditure during the fiscal year 2024/2025.

Next Steps

Jefferson County Public Health requests Board approval of Amendment #3.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH County Coordinator
  • Cascade Community Connections - Subcontractor

Amendment No. 2 to Community Inclusion Services Contract (Cascade Community Connections)

Topic Summary

Jefferson County Public Health requests approval of Amendment #2 to the Professional Services Agreement with Cascade Community Connections for Community Inclusion (CI) Services. This amendment increases funding to $296,230.45 to support CI services, outcome payments for CI Plans, and new CI referrals, with the funding explicitly limited to the 2023/2024 fiscal year expenditure.

Key Points

  • Community Inclusion (CI) means individualized services provided in integrated community settings aimed at supporting clients to participate, contribute, and develop relationships with non-paid community members.
  • CI services may be authorized for individuals age 62 and older, or working-age individuals who have either received nine months of employment support or instead of employment services.
  • Outcome payments of $2,000 per CI Plan (scoring 20+ out of 24 on the Quality Review Tool) are available for initial/annual plans or six-month reviews between January 1, 2024, and June 30, 2024.
  • New Community Inclusion referrals are compensated via outcome payments at two different rates/periods.
  • The County reserves the right to review 100% of CI Plans and Scoring Tools before granting an outcome payment.

Financials

  • Additional funding: $10,754.00.
  • New total contract amount: $296,230.45.
  • Funding apportionment (FY 2023/2024 expenditure):
    • Community Inclusion Services: $182,917.44
    • Outcome Payments for CI Plans: $44,000.00
    • New CI referrals (7/2023 to 2/2024): $48,000.00 ($8,000 per client, 6 clients implied)
    • New CI referrals (2/2024 to 6/2024): $20,000.00 ($4,000 per client, 5 clients implied)
    • Training for CI Staff: $1,313.01
  • Funding source: Developmental Disabilities Administration (DDA) under DSHS (Fund #127).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Contract term: July 1, 2023 – June 30, 2025 (Amendment #1 also increased initial funding for the 2023-2024 fiscal year).
  • Outcome payments for CI Plans available: January 1, 2024 – June 30, 2024.
  • DDA will monitor reviewed CI Plans during the FY2024 monitoring cycle.

Next Steps

Jefferson County Public Health requests Board approval of Amendment #2.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH Coordinator
  • Cascade Community Connections - Subcontractor

Amendment No. 3 to Community Inclusion/PASRR Services Contract (Cascade Community Connections)

Topic Summary

Jefferson County Public Health seeks approval of Amendment #3 to the contract with Cascade Community Connections, extending the agreement to June 30, 2025, and significantly increasing funding for Community Inclusion (CI) Services and the Pre-Admission Screening and Resident Review (PASRR) Program. The total contract value will increase to $534,706.45.

Key Points

  • The amendment incorporates and funds the federally mandated Pre-Admission Screening and Resident Review (PASRR) Program, which applies to individuals with Intellectual Developmental/Disabilities or related conditions referred for nursing facility care.
  • The County administers PASRR funding for Community Inclusion Services.
  • Community Inclusion services support clients in integrated community settings, offering tailored activities for individuals (including those aged 62 and older).

Financials

  • Additional funding requested (Revenue): $238,476.00.
  • New total contract amount $534,706.45.
  • Funding apportionment:
    • Community Inclusion Services: $225,000.00
    • Pre-Admission Screening and Resident Review (PASRR) Program: $13,476.00
  • Funding source: Developmental Disabilities Administration (DDA) under DSHS (Fund #127).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Contract term extended to: June 30, 2025.
  • Initial term began: July 1, 2023.

Next Steps

Jefferson County Public Health requests Board approval of Amendment #3.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH Coordinator
  • Cascade Community Connections - Subcontractor
  • Developmental Disabilities Administration (DDA)

Approval of Electronic Funds Transfer (EFT) Policy

Topic Summary

The Board of County Commissioners is asked to approve and adopt a new county-wide Electronic Funds Transfer (EFT) Policy developed by an internal workgroup. This policy aims to enhance internal controls, ensure consistency across departments, and mitigate the risk of financial loss due to errors or fraud related to transferring funds electronically.

Key Points

  • The primary issue is the significant risk associated with transferring large sums of money via electronic means (EFTs).
  • The new policy was developed by an EFT Policy Workgroup, convened by County Treasurer Stacie Prada, consisting of financial staff across the county.
  • The policy seeks to create uniform procedures for EFTs across all county departments and elected offices.
  • EFT is broadly defined to include deposits and disbursements via wire, direct deposit, ACH, or other electronic means.
  • Internal controls mandated include:
    • Implementation of bank-offered security measures (e.g., positive pay).
    • Requirement for separate bank User IDs for initiation and authorization functions.
    • Separate users must initiate and authorize transactions.
    • Use of pre-established templates authorized by the County Treasurer or designee.
  • Changes to accounts require formal documentation:
    • Employee direct deposit changes require an Authorization Agreement for Direct Deposits and a voided check or account verification form; changes are not authorized by telephone or email.
    • Vendor ACH changes require a Vendor ACH Payment authorization form; changes are not authorized by telephone or email.
  • EFT disbursement records must include transaction number, time/date, payee details, amount, purpose, accounting system number (BARS), fund number, and bank IDs.
  • For outbound transactions (payroll/supplier payments), ACH files are generally funded one banking day prior to the issue/check date from the Treasurer's Main Checking account.

Financials

  • The request has no direct fiscal impact.
  • It is expected to increase confidence that EFTs will be administered properly and uniformly, reducing the risk of errors and fraud.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • September 3, 2024: Proposed adoption date of the EFT Policy.

Next Steps

The Board of County Commissioners is recommended to approve and adopt the attached EFT policy.

Sources

  • Mark McCauley - County Administrator
  • Stacie Prada - County Treasurer
  • EFT Policy Workgroup

On-Call Plan Review and Inspection Services Contract Extension (BHC Consultants LLC)

Topic Summary

The Department of Community Development (DCD) proposes extending its existing "on-call" contract with BHC Consultants LLC to continue providing building plan review and inspection services. The extension adds $30,000 to the contract amount and extends the term through August 31, 2028, bolstering DCD's capacity following a surge in permit applications.

Key Points

  • The contract extension is needed due to a "building permit application surge" that occurred prior to March 15, 2024, as applicants sought to vest under the existing building and energy codes before a statewide change.
  • The use of consultant services aids DCD staff training for plans examination responsibilities.
  • Services include general On Call Review and Inspection Services, plan review (structural, non-structural, code compliance, accessibility, energy, ventilation), and various building inspection tasks (structural, fire/life safety, mechanical/plumbing).
  • Standard timelines for review include: Single-Family (10 working days initial), Multi-Family (15-20 working days initial), and Commercial (20-30 working days initial).
  • Expedited plan review services are available upon request, with fees negotiated at a rate of 150% to 200% of the hourly rates.
  • The consultant bills travel time at 60% of the hourly rate plus the current IRS mileage rate (portal to portal). The County guarantees a minimum of four (4) hours of inspection work each day inspection services are provided.

Financials

  • Contract Supplement Amount: $30,000.
  • New total not to exceed amount: $60,000.
  • Current contract balance: $6,045 (prior to this supplement).
  • Funding source: Services retained are collected in the form of permit fees (Fund #143 implicit from review form, though not explicitly tied to the fee collection statement).
  • Hourly rates for consultants (Labor Rate Schedule):
    • Principal Consultant: $160
    • Combination Building Inspector: $92
    • Structural P.E.: $195
    • Plans Examiner I: $150
    • Travel Time: 60% of Hourly Rate + Mileage
  • Fixed fee plan review is based on a percentage of the County plan review fee, ranging from 35% to 75% depending on project type and valuation.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • March 15, 2024: Deadline cited for the permit application surge (related to statewide code changes).
  • August 21, 2023: Original contract executed date.
  • Agreement start date: August 1, 2023.
  • Extended contract term end: Through August 31, 2028.

Next Steps

Staff recommends the Board approve the contract extension (Amendment No. 1).

Sources

  • Phil Cecere - Building Official / Fire Marshal (DCD)
  • Mark McCauley - County Administrator
  • BHC Consultants LLC - Contractor

Contract Approval for Permit Database Administration (Little River Enterprises)

Topic Summary

The Jefferson County Department of Community Development (DCD) requests approval of a $15,000 sole source professional services agreement with Little River Enterprises, specifically Tom Shindler, to continue database administration support for the County's ongoing transition to the new Enterprise Permitting and Licensing (EPL) software. Mr. Shindler possesses unique knowledge of the County’s legacy and new database structures.

Key Points

  • DCD, Environmental Health, and Public Works are completing the transition to the new EPL software (formerly EnerGov) from the legacy Tidemark system.
  • The contract is a Sole Source procurement because contractor Tom Shindler has unique expertise, having supported the Tidemark database since approximately 2006.
  • Services include: database administration support for Tyler EPL, coordination with County Information Services, development/editing of reports using Crystal Reports, creation/modification of custom database elements, development/management of custom data elements for integration with systems like Septic Inspection and GIS, advising on permitting workflow automation, and providing training.
  • The maximum term extension proposed is through December 2025, after which a new procurement process is required.

Financials

  • Total contract amount not to exceed: $15,000.
  • Rate: $90/hour.
  • Ongoing support rate: Not to exceed $2,700 per month without written amendment.
  • Funding source: County applied for a grant with the Washington State Department of Commerce; if not awarded, funds must be sought from DCD's 2024 and 2025 budgets (Fund #143 listed on review form).

Alternatives

None specified.

Community Input

None specified.

Timeline

  • Contract term: July 1, 2024 – June 30, 2025.
  • Last contract with Mr. Shindler ended: June 30, 2024.
  • Invoices must be submitted quarterly by the 15th of the following month for the previous quarter’s expenses.

Next Steps

Staff recommends approval of the Sole Source Contract with Little River Enterprises.

Sources

  • Josh D. Peters, AICP - Director, Community Development
  • Tom Shindler - Owner, Little River Enterprises (Contractor)
  • Washington State Department of Commerce (Potential Grant Funder)

Change in Fire Danger Level and Burn Restrictions (August 27, 2024)

Topic Summary

The Jefferson County Fire Marshal requests the Board of County Commissioners review and acknowledge a recent reduction in the fire danger risk level from "Very High" to "High", effective August 27, 2024. This change lowers certain burn restrictions and is a procedural reporting requirement under recently adopted county code JCC 8.72.040(1).

Key Points

  • The Fire Marshal, in consultation with the Jefferson County Fire Chiefs Association, formally reduced the fire danger risk level from Very High (Orange) to High (Yellow) on August 27, 2024.
  • This decision aligns with the observed reduction in risk from the Washington State Department of Natural Resources (DNR) for the central lowlands region.
  • The higher risk level declared by the DNR Public Lands Commissioner remains in effect on state land.
  • Under the High Fire Danger level, restrictions include:
    • Prohibition of recreational burning (campfires) and use of fire arms (discharge) on undeveloped county lands.
    • Prohibition of fireworks, exploding targets, and incendiary ammunition.
    • Charcoal briquettes are prohibited, except for commercially made listed and labeled barbeque devices located and used at a residence.
    • Only Gas or Propane Fueled Appliances (enclosed flame only) are allowed (e.g., UL listed pellet or propane grills/smokers).
  • The prohibition on recreational fires is maintained during this High level.
  • Outdoor burning (residential, land clearing) continues to be prohibited under moderate fire levels and above.

Financials

  • No direct fiscal impacts mentioned, other than potential future increased efficiency.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • August 27, 2024: Change in fire danger level declared (from Very High to High).
  • September 3, 2024: Review requested by Board of County Commissioners.

Next Steps

Staff recommends the Board review the current changes and increase public awareness through a public discussion.

Sources

  • Phil Cecere - Building Official Fire Marshal
  • Jefferson County Fire Chiefs Association
  • Washington State Department of Natural Resources (DNR) - Central Lowlands Region
  • JCC 8.72.040(1); JCC 8.72.040(5)(c)(i); JCC 8.75.040(2)

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