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Award of Contract: Phase 4 – Stage 2 On-site Grinder Pump Installation for Port Hadlock UGA (Project No. 405-2127-0)

Topic Summary

The Public Works Department recommends awarding a construction contract to Earthwork Solutions, LLC for the installation of on-site grinder pumps in the Port Hadlock Urban Growth Area (UGA). This project, Phase 4 – Stage 2 of Project No. 405-2127-0, is supported by an agreement with the Department of Ecology (ECY). Earthwork Solutions, LLC was identified as the lowest responsive and responsible bidder after five sealed bids were received and evaluated.

Key Points

  • The scope of work is the Phase 4 – Stage 2 On-site Grinder Pump Installation for the Port Hadlock UGA.
  • The Call for Bids was issued on September 23, 2024, and sealed bids were opened publicly on October 30, 2024.
  • Earthwork Solutions, LLC of Arlington, WA, is recommended as the lowest responsive and responsible bidder.
  • The project involves utility work including low pressure HDPE sewer lines (2-inch and 1-1/4 inch diameter), PVC gravity sewer lines (4-inch and 6-inch diameter), collection vaults, grinder pump assemblies (including Type 2 and Type 3), and decommissioning existing septic systems.
  • 52 Pothole Excavation Utilities items are included, estimated at $26,000.
  • 23 Grinder Pump Assembly items are included, estimated at $382,000.
  • 26 Decommission Existing Septic items are included, estimated at $72,800.
  • The construction bid amount from Earthwork Solutions is $1,056,937.29, which includes 9.1% Washington State Sales Tax (WSST).
  • The Engineer's Estimate (with 8.1% sales tax) for the project totaled $1,473,258.03.

Financials

  • Total contract award to Earthwork Solutions, LLC: $1,056,937.29 (including 9.1% WSST).
  • The Engineer's Estimate subtotal (excluding tax): $1,350,504.00.
  • The total engineer's estimate (including 8.1% sales tax): $1,472,999.86. (Note: There is a slight discrepancy in the tax rate cited between the recommendation memo (9.1%) and the total estimate (8.1%)). The project tables show 9.1% sales tax as $122,495.86.
  • The project is associated with ECY Agreement No. WQC_2024_JCoPWE-00034.

Alternatives

  • None specified regarding the choice of bidder. Five total bids were received and checked against Mandatory and Supplementary Bidder Criteria. The lowest total bid was not awarded due to non-acceptance: Strider Construction submitted a lower total bid of $1,044,710.30, but the result of the bidder check for Strider and other low bidders is not explicitly stated in the document, resulting in the award going to the next lowest bidder, Earthwork Solutions, LLC.

Community Input

  • None specified.

Timeline

  • 2024-09-23: Call for Bids issued by the Board of County Commissioners.
  • 2024-10-30: Sealed bids were received and publicly opened.
  • 2024-11-12: Proposed contract award date.

Next Steps

  • The Public Works Department recommends that the Board of County Commissioners approve the contract award to Earthwork Solutions, LLC.

Sources

  • Monte Reinders, P.E. - Public Works Director / County Engineer
  • Samantha Harper, P.E. - Wastewater Project Manager

JUMP! Playground Construction – Phase 2 Agreement

Topic Summary

The County proposes to approve a three-party construction agreement involving Jefferson County, King County Directors Association (KCDA), and Great Western Recreation for Phase 2 of the JUMP! Universal Movement Playground. Phase 2 entails installing a play structure for children ages 2-5, three large shade structures, accessible tile safety surfacing, and subgrade drainage, with the entire project cost funded by a state grant.

Key Points

  • The project is Phase 2 of the JUMP! Universal Movement Playground, focusing on a play structure for children ages 2-5 of all abilities.
  • Phase 2 also includes three large shade structures for the new play area, the sea snail plaza, and the main Phase 1 structure, plus a custom art gate by Gunter Reimnitz, accessible tile safety surfacing, and drainage work.
  • The playground installation will occur in the remaining open, current grass area.
  • The construction contract is facilitated through the King County Directors Association (KCDA), a purchasing cooperative.
  • The Contractor is Great Western Recreation.
  • The scope of work involves equipment and installation, with a contract term from October 28 to June 30, 2025.
  • The Contractor shall achieve Substantial Completion by April 30, 2025, and Final Completion by May 30, 2025.
  • Liquidated damages are set at $650 per day for each calendar day after the Contract Time that Substantial Completion is not attained.
  • The total cost encompasses $293,115.82 in core costs (equipment, installation), $22,632.00 in estimated freight, and $28,733.05 in tax, plus an optional bond cost.

Financials

  • Total construction contract amount (including optional bond and all taxes and freight): $351,384.72. (Note: Purchase Amount calculation on the acceptance quote shows $351,384.76).
  • The County is funding this entire amount through a Dan Thompson grant from the Department of Social and Health Services (DSHS).
  • The grant "has no match requirement."
  • The Contract Sum paid to the Contractor is $322,075.82, excluding sales tax, which is calculated separately.
  • Optional Payment and Performance Bond cost: $6,328.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-10-07: Great Western Recreation Proposal date.
  • 2024-10-28: Contract term begins.
  • 2025-04-30: Deadline for Substantial Completion.
  • 2025-05-30: Deadline for Final Completion.
  • 2025-06-30: Contract term ends.

Next Steps

  • Approve the agreement and return the original to Public Works for transmittal to DSHS.

Sources

  • Eric Kuzma - Acting Public Works Director
  • Matt Tyler - Department Contact
  • DSHS - Dan Thompson Grant provider

Public Infrastructure Fund (PIF) Grant: Lawrence Street Complete Streets Project (City of Port Townsend)

Topic Summary

The County is processing approval for a 100% grant of Public Infrastructure Funds (PIF) to the City of Port Townsend for the Lawrence Street Complete Streets Project. This project, which supports Port Townsend’s Uptown Business District, will construct pedestrian and ADA improvements, specifically installing ADA compliant sidewalk extensions (bulbouts) at 11 street corners to calm traffic, enhance pedestrian safety, and incorporate landscaping swales for stormwater treatment.

Key Points

  • The project scope is pedestrian and ADA improvements along both sides of Lawrence Street between Harrison and Tyler Streets in the Uptown Business District of Port Townsend.
  • It involves constructing 11 ADA compliant bulbouts (sidewalk extensions) at street corners to improve street crossing safety and aid in traffic calming.
  • The bulbouts will include landscaping swales with trees and vegetation for stormwater runoff treatment.
  • A new bus stop will be installed at the southwest corner of Lawrence Street to support disabled individuals and transit riders accessing the Farmers Market and Uptown Community Center.
  • The project is fully aligned with the City’s Comprehensive Plan goals regarding economic development, mixed-use districts, and accessibility.
  • The project is considered ready to proceed immediately, having gone to bid, selected a contractor, and held a preconstruction meeting on 9/12/2024.
  • High bids required the City Council to increase the City’s local match commitment from $90,000 to $180,000.

Financials

  • Total PIF Grant Commitment: $160,592 (100% grant).
  • Total Project Cost: $1,030,525.
  • Other secured funding sources:
    • TIB Transportation Improvement Board: $567,525
    • City’s Stormwater and Banked Capacity fund: $45,000
    • Jefferson Transit: $40,000
    • City’s Transportation Benefit District fund: $180,000
  • The original PIF grant request amount was $198,000, but the approved grant amount is $160,592. The grant grant funds were used to offset the City's increased match needs due to high bids.
  • The PIF grant will cover "capital facilities costs" (expenditure category 5).

Alternatives

  • The City noted that the grant funding supports avoiding cutting other badly needed street infrastructure work due to the high bid increase. No other alternatives were discussed.

Community Input

  • Dan Burden (Resident, Blue Zones): Supports the project; notes Lawrence is the heart of a "compact 15-minute neighborhood" and the design needs to inform a Target Speed of 20 mph.
  • John Frasca (Resident): Experiences difficulty riding his power wheelchair due to poor sidewalk conditions between Polk and Tyler and risks crossing Lawrence Street twice. Appreciates the project for mobility device users.
  • Jefferson County Farmers Market (Amanda Milholland, Executive Director): Strongly supports the project, noting the market brings over 40,000 visitors annually and the poor sidewalk conditions and lack of ADA ramps currently impact operation and inclusivity, particularly for the consistent senior shopper base.
  • Jefferson Transit Authority (Nicole Gauthier, General Manager): Supports the project, specifically allocating $40,000 towards the construction of a transit bulb-out stop.
  • Port Townsend Main Street Program (Mari F. Mullen, Executive Director): Supports the project as much needed and long overdue for Uptown businesses and the Farmers Market, aligning with the mission to preserve, promote, and enhance the historic districts.

Timeline

  • 2024-09-12: Preconstruction meeting held.
  • 2024-09-23: Notice to proceed scheduled to be sent.
  • 2024-10-29: PIF Board recommended approval.
  • 2024-11-04: BOCC approved the PIF Board’s recommendation.
  • 2025-03-31: Project completion deadline.
  • The City estimates the project construction limit is 55 working days (approximately 2.5 months).

Next Steps

  • Approve the attached Grant Agreement between Jefferson County and the City of Port Townsend.

Sources

  • Mark McCauley - County Administrator
  • City of Port Townsend (John Mauro - City Manager, as applicant signing agent)
  • Public Infrastructure Fund Board

Public Infrastructure Fund (PIF) Grant: Jefferson County International Airport (JCIA) Eco-Industrial Park Project (Port of Port Townsend)

Topic Summary

The County is requested to approve a resolution adopting a 100% Public Infrastructure Fund (PIF) grant to the Port of Port Townsend for the JCIA Eco-Industrial Park Project. This funding will support property acquisition, and the design, engineering, permitting, and development of road and utility infrastructure (including a 3-phase PUD power line extension) needed to access and serve the planned 24-acre light industrial park adjacent to the International Airport.

Key Points

  • The project is critical for acquiring and developing access and utilities for the 24-acre JCIA Light Industrial Park.
  • The scope includes acquisition of approximately 3.4 acres of Tax Parcel 001334004 (north of Four Corners Road) to secure fee title access.
  • It covers additional design, engineering, permitting, and development of road and utility infrastructure (3-phase power, fiber, water) to and through the industrial park boundary.
  • The Industrial Park is planned to provide up to eleven (11) one-acre "pad-ready" light industrial sites for new and expanding businesses.
  • The extension of the main 3-phase PUD power line will also ensure more reliable and redundant power service to Kala Point and surrounding areas.
  • The PIF grant is a 100% grant, with the Port committing a large local match in addition to PUD contributions.
  • Two local businesses, Rain Shadow Woodworks, Inc., and Pacific Northwest Timbers, Inc. are supporters of the project and are currently space-constrained and facing expiring leases, making this project an immediate necessity for them.

Financials

  • Total PIF Grant Commitment: $486,641 (100% grant).
  • Total Project Cost Estimate (PIF Application): $2,300,000.
  • Other secured funding sources:
    • Jefferson PUD Funded/Directly Performed: $925,000
    • Port Industrial Development District (IDD) Levy Monies: $775,000 (Port matching share)
  • The PIF grant accounts for approximately 26% of the total anticipated project costs.
  • The original PIF grant request amount was $600,000, but the approved grant is $486,641.
  • Project phasing costs: Phase 1 (Acquisition, Design, Permitting) requested $125,000 PIF; Phase 2 (Road Construction and Utility Installation) requested $475,000 PIF.

Alternatives

  • None specified.

Community Input

  • The project supports job creation/retention and enhances the light manufacturing sector, consistent with the North Olympic Peninsula Comprehensive Economic Development Strategy (CEDS) and Jefferson County Comprehensive Plan Policy ED-P-3.1.
  • Estimated job retention: up to 20 existing jobs safeguarded.
  • Estimated job creation (1-3 years): 20 to 60 jobs.
  • Estimated job creation (3-5 years): a further 60 jobs (up to 140 total).
  • Rain Shadow Woodworks, Inc. and Pacific Northwest Timbers, Inc. are interested in relocating to the park due to space constraints and expiring leases.

Timeline

  • 2024-09-03: Port executed a Purchase and Sale Agreement to acquire a portion of Tax Parcel 001334004.
  • 2024-10-29: PIF Board recommended approval.
  • 2024-11-04: BOCC approved the PIF Board’s recommendation.
  • 2024-End: Land sale expected to close. Consultant submittal for Industrial Park expected to be completed.
  • 2025-Early: Project begins.
  • 2025-04-25: Completion of design and permitting for road access and utility extensions (Phase 1 end).
  • 2025-11-28: Road construction and utility installation completion (Phase 2 end).
  • 2025-12-31: Project completion deadline.

Next Steps

  • Approve the proposed attached Grant Agreement between Jefferson County and the Port of Port Townsend.

Sources

  • Mark McCauley - County Administrator
  • Port of Port Townsend (Eric Toews - Deputy Director)
  • Public Infrastructure Fund Board
  • Jefferson County Comprehensive Plan Policy ED-P-3.1

Public Infrastructure Fund (PIF) Grant: Quilcene Complete Streets Project (Jefferson County Public Works)

Topic Summary

Jefferson County Public Works (JCPW) is the recipient of a 100% Public Infrastructure Fund (PIF) grant to support the Quilcene Complete Streets Project. This Phase 1 project, located along US Hwy 101, is intended to construct pedestrian highway crossings, sidewalks, and bicycle lanes, primarily connecting the Quilcene School and Community Center, thus promoting a walkable community, safe biking, and increased economic vitality. Funding is critically needed due to design advancement and cost inflation.

Key Points

  • The project is Phase 1 of the Quilcene Complete Streets plan, located on US Hwy 101 between Milepost 294.62 and 294.95 in the Quilcene commercial center.
  • The public facility improvements include enhanced pedestrian highway crossings, sidewalks, and bicycle lanes.
  • The focus is on connections to the School and Community Center.
  • The project has been underway since 2013, with significant delays due to right-of-way negotiations, which were finalized in September 2024.
  • The project is significantly underfunded due to compounded inflation, necessitating the PIF funding request despite already having secured multiple grants and local funds.
  • This project aligns with the goals of the Jefferson County Comprehensive Plan, specifically concerning supporting Rural Commercial Centers like Quilcene (Policy ED-P-3.1), with emphasis on non-motorized and multimodal transportation options and services.
  • The project is prioritized as the "top project" in the County's Six-Year Transportation Improvement Program (TIP).

Financials

  • Total PIF Grant Commitment: $202,767 (100% grant).
  • JCPW originally sought a scalable grant of $250,000 - $350,000.
  • Total Project Cost: $1,419,900.
  • Secured funding sources:
    • WSDOT Pedestrian & Bicycle Program Grant: $884,165
    • 2021 Jefferson County PIF Funds: $95,660
    • Jefferson County Road Fund: $100,000
  • The newly approved PIF grant will cover "capital facilities costs" (expenditure category 5) during the construction phase.
  • The County Road Fund is noted to be "under significant budgetary strain" and "almost entirely reliant upon grant funds."

Alternatives

  • The alternative presented in the application was to construct the project with omissions if the higher end of the scalable PIF request was not met.

Community Input

  • Estimated businesses served: 10.
  • Estimated population benefiting: 600+ (Quilcene residents) and 33,000+ (Jefferson County).
  • Estimated jobs during construction: 15-20.
  • The improvements encourage a walkable community and safe biking for tourists, locals, and school children, as well as increased economic vitality.

Timeline

  • 2013: Project initiated.
  • 2024-09: Final right-of-way necessary for the project was acquired.
  • 2025-01-01 to 2025-02-30: Engineering/Bidding phase (partially complete).
  • 2025-05-01: Construction start (proposed).
  • 2025-12-31: Construction completion deadline.

Next Steps

  • Approve the proposed attached Grant Agreement between Jefferson County and Jefferson County Public Works.

Sources

  • Mark McCauley - County Administrator
  • Monte Reinders - Public Works Director/County Engineer
  • Eric Kuzma - PIF Application Contact

Continuation of Public Official Position Schedule Bond

Topic Summary

The Board of County Commissioners (BOCC) is requested to approve the continuation and purchase of the Jefferson County Public Official Position Schedule Bond for 11 elected/appointed public officials for the term beginning December 31, 2024, through December 31, 2025. This action is required by RCW 42.08.100.

Key Points

  • The bond is a Public Official Position Schedule Bond, No. 52BSBHB6126, issued by Hartford Fire Insurance Company.
  • The total aggregate liability of the bond is Three Hundred Seventy-Nine Thousand Dollars ($379,000.00).
  • The bond covers 11 positions: Treasurer, Clerk, Sheriff, Auditor, Prosecuting Attorney, Engineer, Commissioner #1, Commissioner #2, Commissioner #3, Judge, and Assessor.
  • The bond is renewed annually and, due to its type, does not need to be rewritten when a new individual is elected or appointed to a covered position.
  • The bond's condition is to indemnify the Obligee (Jefferson County) from loss "by reason of malfeasance or nonfeasance in the faithful performance of their public duties."
  • The Superior Court Judge is exempted from bond requirements by state law, but this bond covers the Judge for $3,000.00.
  • The largest individual bond amount is $150,000.00 for the Treasurer.

Financials

  • Annual renewal fee: $1,387.00.
  • Total bond aggregate amount: $379,000.00.
  • The bond amounts per person are specified for the 11 positions.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024-12-31: Current bond term ends; new term begins.
  • 2025-12-31: New bond term ends.

Next Steps

  • Approve continuation and purchase of the public official position schedule bond #52BSBHB6126.

Sources

  • Adiel McKnight - Deputy Clerk of the Board
  • Mark McCauley - County Administrator
  • RCW 42.08.100

Amendment No. 2 to Agreement with People First of Washington State

Topic Summary

Jefferson County Public Health, Developmental Disabilities Division, requests approval for Amendment No. 2 to the professional services agreement with People First of Washington State. This amendment extends the contract term by six months, from December 31, 2024, to June 30, 2025, and increases the total funding amount to continue providing Self-Determination and Self-Advocacy services for individuals experiencing Intellectual/Developmental Disabilities (I/DD).

Key Points

  • The agreement provides Self-Determination and Self-Advocacy Services/Education for individuals experiencing I/DD in Jefferson County.
  • The services aim to assist I/DD individuals in appreciating they are "people first" and equal citizens, aligning with the I/DD Advisory Board’s belief in the service's importance.
  • People First of Washington is a Sole Source Provider.
  • The total contract amount after this amendment is $20,277.00.
  • Additional activities supported include education and personal safety trainings, community accessibility and inclusivity, and personal growth.
  • People First will continue recruitment and support for a local chapter.
  • The intent is for this contract to be ongoing, contingent upon the DD Program having adequate funding.

Financials

  • Original contract increase via Amendment No. 2: $8,070.28.
  • Total compensation after Amendment No. 2: $20,277.00.
  • Funding is sourced from the County DD Program (County Millage funding) under PH fund #127 (Munis Org/Obj DD #12768040).
  • Budget items for July 1, 2024, to June 30, 2025 (Total: $20,277.00):
    • People First Administration: $2,344.00
    • People First Advisor Stipend: $6,000.00
    • Scholarships/Travel for P1ST State Convention/Mini Conference: $9,200.00 ($950.00 for Travel, $8,250.00 for Scholarships)
    • Supplies/Program Materials/Food/Recreational Fees: $1,233.00
    • Travel for State People First Staff: $1,000.00

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2023-07-01: Original Agreement start date.
  • 2024-03-01 to 2024-12-31: Amendment No. 1 extended the term and added $4,680.00.
  • 2024-12-31: Previous term end date before this amendment.
  • 2025-06-30: New contract end date (extended by Amendment No. 2).

Next Steps

  • Jefferson County Public Health requests Board approval of Amendment No. 2.

Sources

  • Apple Martine - Public Health Director
  • Anna McEnery - DD & BH Coordinator
  • Intellectual/Developmental Disabilities Advisory Board

Amendment No. 1 to RCO Agreement: Hoh River Resiliency – Lindner Creek Design Project

Topic Summary

Jefferson County Public Health (JCPH) is requesting approval for Amendment 1 to the Recreation and Conservation Office (RCO) grant agreement for the Hoh River Resiliency Design Project. The amendment changes the scope of work: due to a shift in landowner participation, the design effort will move upstream from the original Lindner Complex reach to the Fletcher Ranch reach, although the project name remains unchanged, and the original grant funding amount is retained.

Key Points

  • The project is funded through the Washington Coast Restoration & Resiliency Initiative (WCRRI).
  • The amendment changes the work site and restoration design reach location from the Lindner Complex reach (River Mile 21 - 23) to the Fletcher Ranch reach (RM 27.1 – 28.2).
  • An existing conditions assessment will still be completed for the Lindner Reach (500 acres).
  • The design objective is to develop reach-scale restoration designs for the placement of Engineered Log Jams (ELJs) to achieve multiple habitat and community objectives.
  • The project is highly prioritized in the North Pacific Coast Lead Entity's 2021 Salmon Restoration Strategy and is the "Highest priority" in the Middle Hoh River Resiliency Action Plan (2022).
  • Targeted species include Chinook Salmon (Washington Coast ESU), Coho Salmon (Olympic Peninsula ESU), Steelhead (Olympic Peninsula DPS), and Bull Trout.
  • The design effort aims to support area jobs through construction (subsequent funding).

Financials

  • Total Project Cost: $1,289,860.
  • Grant Award (RCO - WA Coast Rst Resiliency Proj/State): $1,139,860.
  • Matching Funds Required: $150,000.
  • The required match is provided in-kind by the Hoh Tribe through 2022 LiDAR and aerial imagery datasets, valued at $150,000.
  • The resolution requires $0 payment upon signature because there is "NO CHANGE" in the total contract amount.

Alternatives

  • None specified regarding project methodology changes, other than the location move (Lindner to Fletcher Ranch) due to landowner issues.

Community Input

  • Planned outreach events (24 total) include coordination with diverse Hoh River user groups, fishing organizations, local businesses relying on Upper Hoh Road, and 12 steering committee meetings, 24 technical meetings, and annual community picnics.
  • Landowner Recruitment targets 30 landowners.

Timeline

  • 2023-07-01: Project start date.
  • 2026-06-30: Project end date.
  • Milestones scheduled through 2026 include Draft, Preliminary, and Final Design submissions to RCO.

Next Steps

  • JCPH Management recommends Board approval of Amendment 1.

Sources

  • Pinky Mingo - Environmental Public Health and Water Quality Director
  • Tami Pokorny - Natural Resources Program Coordinator
  • Hoh Tribe (Providing in-kind match)
  • RCO - Washington State Recreation and Conservation Office

Hearing: Adoption of the 2025-2030 Six-Year Transportation Improvement Program (TIP)

Topic Summary

The Board of County Commissioners must hold a public hearing to adopt the draft 2025-2030 Six-Year Transportation Improvement Program (TIP), as required by state law (RCW 36.81.121). The TIP is a perpetual planning document outlining estimated project costs and funding sources for transportation infrastructure over six years, guiding a coordinated transportation program.

Key Points

  • State law (RCW 36.81.121) requires annual adoption of a 6-Year TIP after a public hearing to maintain perpetual advanced plans for a coordinated transportation program.
  • The TIP is a planning document that outlines estimated cost and funding availability from state, federal, and local sources.
  • Fiscal impact is evaluated via ensuing 6-year Road Fund Projections and the annual budget process.
  • The TIP includes 38 projects across various categories (Roads and Intersections, Bridges, Non-Motorized Facilities, etc.).
  • Non-Motorized projects represent the largest category of funding in the TIP at $20,206,456 (43% of $47.04M total funding excluding FLAP/Tribal/NWI projects) or 21% of $94.7M (including all projects).
  • Culvert Correction & Bridges is the most expensive category overall, projected at $56,492,973 (60% of $94.7M total funding including all projects).
  • Road safety, non-motorized needs, and grant availability were weighted as the highest priority criteria.
  • The TIP includes projects like Quilcene Complete Streets, Olympic Discovery Trail extensions, and numerous culvert/bridge replacements (e.g., Big Quilcene River Bridge Replacement Project, Little Quilcene River Bridge Replacement Project, Yarr Bridge Replacement).
  • Big Quilcene River Bridge Replacement is projected at $25,000,000, funded by a FHWA RAISE Grant.
  • Center Road Culvert Correction (Chinacum Creek) is projected at $5,166,835.
  • The total estimated cost for all 38 TIP projects over 2025-2030, including Federally Administered (FLAP, HCSEG/JST, NWI, TU) projects, is $94,765,408.
  • Total projected expenditures for 2025-2030 are heavily reliant on external funds: Federal (76.7%), State (20.9%), Local (1.4%), Other (1.1%).

Financials

  • Total Project Funding (38 projects, including FLAP, etc.): $94,765,408.
    • Federal Funds: $72,656,556 (76.7%)
    • State Funds: $19,827,538 (20.9%)
    • Local Funds: $1,285,654 (1.4%)
    • Other Revenues: $995,660 (1.1%)
  • Total TIP funding excluding Federally Administered projects: $47,041,397.
  • Projected 2025 expenditures: $8,221,769.

Alternatives

  • None specified, as document preparation is mandated by RCW.

Community Input

  • A public hearing is scheduled for November 12, 2024, at 10:30 a.m. to receive testimony.

Timeline

  • 2024-11-12: Public hearing scheduled.
  • 2025-2030: Six-Year Transportation Improvement Program period covered.
  • 2025-01-01: TIP Period Year 1 begins.

Next Steps

  • After considering public testimony, the Board is recommended to approve the 2025-2030 Six-Year Transportation Improvement Program by Resolution.

Sources

  • Monte Reinders, P.E. - Public Works Director / County Engineer
  • Eric Kuzma - Assistant Public Works Director
  • RCW 36.81.121
  • WAC 136-15-030

2024 Bridge Condition Report (Supplemental to TIP)

Topic Summary

The 2024 Annual Bridge Condition Report, mandated by WAC 136-20-060, confirms Jefferson County maintains 38 active bridges, 36 of which are subject to National Bridge Inspection Standards (NBIS). The report highlights two bridges currently eligible for replacement funds (Little Quilcene and Yarr), identifies five bridges that are load posted, and documents ongoing maintenance and planned capital replacement projects through the 2025-2030 TIP.

Key Points

  • Jefferson County has 38 active bridges (36 NBIS reportable bridges). Two bridges are permanently closed (Old Little Quilcene River Bridge and Maple Creek Bridge).
  • Biennial inspections are conducted by County staff (odd years for East County, even years for West County bridges).
  • Two bridges are currently deficient and eligible for replacement funds: Little Quilcene Bridge (Center Road, funded in 2021, design underway) and Yarr Bridge (Center Road, second funding application submitted to Freight Mobility Strategic Investment Board in 2024).
  • Five bridges are currently load posted due to insufficient Load Ratings: Little Quilcene Bridge, Yarr Bridge, Meyers Bridge, Hemphill Creek Bridge, and Fletcher Creek Bridge.
  • Current/Planned projects include:
    • Oil City Road milepost 0.5 culvert replacement (100% funded by FLAP; construction scheduled 2026).
    • Little Quilcene River Bridge Replacement (structurally deficient, load posted; construction scheduled 2026).
    • Naylor Creek culvert replacements (West Valley Road and Gibbs Lake Road) funded 100% by the PROTECT Program (construction in 2024).
    • Multiple fish-barrier culvert replacements on Upper Hoh Road and Oil City Road secured by Trout Unlimited (design phase, construction 2025+).
    • Linger Longer Bridge replacement (Big Quilcene River) led by Jamestown S’Klallam Tribe ($25M RAISE grant; construction late 2024/2025).
    • Bridge heavy maintenance projects (two or more anticipated 2025-2030 TIP) for pile bracing at Contractor’s Creek, repainting at Cassel Creek and Hurst Creek.
  • Willoughby Creek Bridge (Upper Hoh Rd) has a very low sufficiency rating of 32.99.
  • Donovan Creek Bridge requires shoulder and guardrail repair due to wave action (planned summer/fall 2024 by Road Maintenance Crew).

Financials

  • Construction of Upper Hoh Road MP 4.38 box culvert was 100% funded by a Federal Lands Access Program (FLAP) grant and toll credits.
  • Updated load rating for Specialized Hauling Vehicles (SHV) was funded 86.5% with federal STBG funds.
  • $90,830 application for preventative maintenance on Hurst Creek Bridge was deemed ineligible for WSDOT/FHWA funding in 2019, and no alternative funding has been secured yet.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2024: Biennial inspection completed for all West Jefferson County bridges.
  • 2021: Little Quilcene River Bridge replacement funded; design underway.
  • 2024-Summer/Fall: Donovan Creek Bridge repair scheduled.
  • 2026: Proposed construction start for Oil City Road culvert and Little Quilcene River Bridge Replacement.
  • 2025-2030: Projected two or more heavy bridge maintenance projects (Countywide Bridge Improvements in TIP).

Next Steps

  • The report is to be consulted during the preparation of the proposed six-year transportation program revision.

Sources

  • Monte Reinders, P.E. - Public Works Director / County Engineer
  • Mark Thurston, P.E. - Lead Bridge Inspector / Engineer IV
  • Trout Unlimited, Jamestown S’Klallam Tribe, Western Federal Lands

Discussion and Potential Action: Repealing Res. 42-03 and Adopting Code Compliance Rules of Procedure

Topic Summary

The Environmental Health, Department of Community Development (DCD), and Prosecuting Attorney’s Office jointly request the repeal of Resolution No. 42-03 (2003) and the adoption of a new Resolution establishing Code Compliance Rules of Procedure, pursuant to Chapter 19.05.020(1) JCC. This action enforces a consistent, legally sound, and compassionate approach to code compliance across County departments following the adoption of Title 19 JCC in 2020.

Key Points

  • The core objective is to replace the impliedly repealed Resolution 42-03 with specific Code Compliance Rules of Procedure authorized under Title 19 JCC.
  • Development of the rules was a joint effort between Environmental Health, DCD, and the Prosecuting Attorney’s Office.
  • The new Rules emphasize achieving code compliance through voluntary compliance whenever possible, starting with education, prevention, and warning before escalating enforcement (Rule 1).
  • Enforcement escalation tools include Notice of Violation, Order of Abatement, penalties (one-time or daily), stop work orders, notice to vacate, and property liens (Rule 4).
  • The County maintains the principle that code compliance is the goal, "not the collection of penalties."
  • Settlement Authority (Rule 5): Directors can settle monetary penalties if in the best interest of the County, including deferring payment for up to three years or canceling a portion of debt based on sustained compliance. Directors cannot waive costs of compliance or actual abatement costs.
  • Enforcement Fund (Rule 6): Fines and costs recovered from enforcement efforts will be deposited into the Enforcement Fund. Funds may be used for staff training, abatements, outreach, community clean-up events, and vouchers for fees and inspections.
  • Vouchers (Rule 7): Vouchers can be authorized by a director or designee for cases where owners lack financial resources, the property is a victim of illegal dumping, or other extenuating circumstances exist to reduce barriers to compliance.
    • Limitations: Vouchers are limited to one household every three years, a maximum annual expenditure of $5,000, and a limit of $250.00 per voucher.

Financials

  • Fiscal Impact: "No fiscal impacts at this time" for the adoption of the resolution itself.
  • Funds collected through penalties and costs are deposited into the Enforcement Fund, managed by Environmental Public Health.

Alternatives

  • The primary alternative in compliance matters (per Rule 1) is voluntary compliance to be sought before enforcement measures. No alternative proposed to repealing the outdated resolution.

Community Input

  • A prior meeting (November 4, 2024) included discussion and presentation, but due to time constraints, public comment and action were deferred to this meeting (November 12, 2024). A subsequent public hearing is scheduled for December 16, 2024, if needed for code adoption.

Timeline

  • 2003-07-28: Resolution 42-03 adopted.
  • 2020-12-10: Title 19 JCC (Compliance Code) adopted, implicitly repealing Res. 42-03.
  • Date of presentation (November 12, 2024): Discussion and potential action.

Next Steps

  • Staff respectfully request the Board of Commissioners/Board of Health Repeal Resolution 42-03 and adopt the Resolution Adopting Code Compliance Rules of Procedure.

Sources

  • Pinky Mingo - Environmental Health & Water Quality Manager
  • Greg Ballard - DCD Development Code Administrator
  • Nicki Akins - DCD Code Compliance Coordinator
  • Ariel Speser - Deputy Civil Prosecuting Attorney
  • Title 19 JCC - Code Compliance in Unincorporated Areas of Jefferson County (Codified 2020)

Workshop: Compliance with Permit Process Requirements in SB 5290

Topic Summary

The Department of Community Development (DCD) is holding a workshop to review the requirements of Washington State Senate Bill (SB) 5290, which mandates consolidating local permit review processes and establishes strict new default timelines for processing project permits, effective January 1, 2025. DCD is proposing an ordinance that amends the Unified Development Code (Title 18 JCC) and a resolution to ensure County compliance.

Key Points

  • SB 5290 modifies RCW 36.70B, which governs Local Project Review, to increase the timeliness and predictability of local project review, with an emphasis on housing development.
  • New Default Permit Processing Timelines (Effective 2025-01-01):
    • 45 days for permits without public notice (unless locally modified, default is 65 days). (Note: Document shows default is 65 days).
    • 70 days for permits requiring public notice (default is 100 days). (Note: Document shows default is 100 days).
    • 120 days for permits requiring public notice and hearing (default is 170 days). (Note: Document shows default is 170 days).
  • Fee Refund Requirement: If default timelines are not met, the local government must refund application review fees up to 20%, unless the government adopts specific measures to expedite review.
  • Completeness Determination (Effective 2023-07-23): Review for completeness must be based solely on procedural requirements outlined on the application form. A written determination (complete or incomplete) must be provided within 20 business days of receipt.
  • Deemed Complete: An application is deemed procedurally complete on the 29th day if the local government fails to provide a written determination.
  • Expediting Measures (JCC Proposal): To gain exemption from the fee refund penalties, DCD is proposing adopting at least three of the ten listed measures in RCW 36.70B.160, including:
    1. Expedited review for Type I permit applications (SEPA exempt and complete).
    2. Consultants under contract for on-call planning services (DCD currently has six).
    3. Mandatory public hearings only for permits required by statute.
    4. Making pre-application conferences optional (not a requirement for submission).
    5. Provision for mandatory meetings with applicants upon a second correction request to attempt resolution.
  • DCD notes that its compliance actions are consistent with the Board's 2019 Resolution 17-19 (Regulatory Reform) and related Comprehensive Plan policies (LU-P-14.1, 14.2, 14.3, ED-P-8.1 and 8.2).

Financials

  • Fiscal impact of implementation is yet to be determined, with final data expected at the end of 2025.
  • The new law mandates fee refunds of up to 20% if review timelines are missed, unless alternative measures are adopted.
  • The fiscal notes prepared by the Office of Financial Management during the 2023 legislative session for SB 5290 are referenced as available online.

Alternatives

  • The alternatives are either to adopt the necessary measures (ordinance/resolution) to be exempted from the new fee refund provisions or to allow the default statutory time periods and refund provisions to take effect automatically on January 1, 2025.

Community Input

  • Public input on compliance is desired during the workshop.

Timeline

  • 2023-05-08: SB 5290 signed into law.
  • 2023-07-23: Initial provisions on completeness determination become effective.
  • 2024-11-12: Workshop with Commissioners.
  • 2024-Mid November: Proposed code changes sent to Commerce for review.
  • 2024-12-16: Anticipated public hearing and BOCC action on DCD ordinance and resolution (must be adopted before year-end).
  • 2025-01-01: New default time period requirements take effect.
  • 2025-End: DCD summarizes initial data and outcomes.

Next Steps

  • Commissioners are requested to listen to the presentation, ask questions, and approve a future consent agenda request for the publication of a hearing notice required for the public hearing anticipated on December 16, 2024.

Sources

  • Josh Peters, AICP - DCD Director
  • SB 5290 (2023)
  • RCW 36.70B

Workshop: Update on Pending Solid Waste Recycling Program Revisions

Topic Summary

The Public Works Department is addressing two issues concerning the County’s recycling program: an immediate crisis due to the lack of a market for collected glass leading to its landfilling, and a structural issue regarding the high cost and contamination levels of the current source-separated drop-box system, which is subsidized by disposal tipping fees. Public Works recommends discontinuing glass collection and exploring a transition to a mixed-material roll-cart collection system for unincorporated areas to improve efficiency and reduce subsidy reliance.

Key Points

  • Immediate Issue (Glass): The largest regional buyer stopped accepting glass in mid-September 2024 due to a market slump and import competition. Since October 1, the transfer station has been shipping collected glass to the landfill as municipal solid waste (MSW) due to holding capacity limits.
  • Director’s Discretion: The Public Works Director is moving forward with discontinuing glass collection effective December 1, 2024, and directing the contractor to remove glass collection bins, as material acceptance is at the Director's discretion per the Solid Waste Management Plan (SWMP).
  • Structural Issue (Program Subsidy & Model): The source-separated drop-box collection system used by Jefferson County (making it the last county in the state using this method) is expensive, leads to high contamination rates, and is subsidized by revenue from garbage disposal tipping fees and a Department of Ecology grant.
  • Subsidy Conflict: Continued subsidy of recycling creates a funding gap for the Solid Waste Education program’s waste reduction efforts (e.g., food rescue/redistribution), which are prioritized under the SWMP goals.
  • Program Costs: Projected two-year cost (July 2023 – June 2025, excluding labor costs) is estimated at $599,250.48 after grants and commodity sales are applied.
  • Proposed Solution: Explore transitioning from fee-free drop-off sites to a mandatory dual-stream (mixed-material) curbside roll-cart system in unincorporated areas, consistent with SWMP goals (increasing curbside recycling and considering bundling with garbage).
  • This transition could increase participation (currently 18.5% in JC, vs 50.2% expected potential), lower the carbon footprint, reduce litter complaints, and apply grant funds toward high-priority waste reduction programs.

Financials

  • Glass Landfilling Cost: Estimated cost to continue landfilling glass is between $20,000 and $22,000 by January 1, 2024 (based on 2023 tonnages). The year citation may be in error, assuming 2025 is intended.
  • Two-Year Program Cost (July 2023–June 2025): $599,250.48 operating loss/subsidy.
    • Contract Fees: $1,162,974.00
    • Less Grant Funds: $241,666.00
    • Less Commodity Sales: $322,057.52
  • Proposed funding changes: Discontinuing the subsidy by transitioning to a curbside fee system would allow for a commensurate reduction in the tipping fee for garbage service.

Alternatives

  • Waste Reduction vs. Recycling Subsidy: Alternative options involve either increasing the tipping fee to fully fund waste reduction efforts or suspending waste reduction efforts to prioritize the existing recycling program.

Community Input

  • The Solid Waste Advisory Committee (SWAC) discussed the issue at two meetings. A poll showed an equal split of "Agree" or "Strongly Agree" responses (50%) with the staff recommendation to explore discontinuing the tipping fee subsidy toward drop-box recycling. No specific feedback on the glass discontinuation was noted.

Timeline

  • 2024-09-Mid: Largest regional buyer stops accepting glass.
  • 2024-10-01: Transfer station began landfilling glass.
  • 2024-12-01: Proposed date for discontinuance of glass collection.
  • 2026-03-31: Current Recycling Services Agreement with Skookum Contract Services ends.
  • Program Transition Timeline: Waste Connections requires a minimum of twelve months to implement a roll-cart service after a Level of Service Ordinance is adopted.

Next Steps

  • No immediate BoCC action is needed.
  • Staff intends to continue exploration of transitioning to a dual-stream curbside cart system, starting with drafting of a Level of Service (LOS) Ordinance for future BoCC adoption that defines service options and material types, including glass-only drop-off areas.

Sources

  • Monte Reinders - Public Works Director / County Engineer
  • Al Cairns - Solid Waste Manager
  • Skookum Contract Services (Current recycling contract holder)
  • Waste Connections (City of Port Townsend contract hauler)
  • Department of Ecology (Grant provider)
  • Solid Waste Advisory Committee (SWAC)

Exercise of Option: Contract for Hearing Examiner Services (2025)

Topic Summary

The County Administrator requests Board approval to exercise the third of four one-year option years for the contract for Hearing Examiner Services with Gary N. McLean. Mr. McLean has consistently provided services since 2021, and the extension is sought to retain his services through December 31, 2025.

Key Points

  • The original contract with Gary N. McLean began January 1, 2021, and had a base term expiring December 31, 2022, plus a four-year option period.
  • This request is to exercise the third option year (2025); the fourth option year will be for 2026.
  • The contract specifies an hourly rate of $175 for the Hearing Examiner's services.
  • Due to the volume and complexity of hearings, the contract’s total not-to-exceed amount has been increased in prior option years.

Financials

  • The contract’s base stated not-to-exceed amount is $25,000, paid from the General Fund, Non-departmental.
  • The not-to-exceed amount was previously increased to $40,000 for both 2022 and 2023.
  • Staff expects the 2025 contract amount to be similarly increased to $40,000, depending on the number and complexity of hearings conducted.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 2021-01-01: Original contract effective date.
  • 2022-12-31: Original contract base term expired.
  • 2023: First option year exercised (amount increased to $40,000).
  • 2024: Second option year exercised (amount increased to $40,000).
  • 2025-12-31: Proposed new expiration date (third option year).
  • 2026-12-31: Final possible expiration date (contract cannot exceed five years total, including base and options).

Next Steps

  • The Board is recommended to approve the exercise of the third of four option years for 2025.

Sources

  • Mark McCauley - County Administrator
  • Gary N. McLean - Contractor/Hearing Examiner

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