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Jefferson County Marine Resources Committee Contract with Hood Canal Oyster Co.

Topic Summary

The Jefferson County Marine Resources Committee (MRC), under the WSU Extension, seeks approval for a contract with Hood Canal Oyster Co. to deliver and distribute 1,500 bags of Pacific oyster shell at the South Powerlines Olympia oyster habitat enhancement site in Discovery Bay. This contracted work, costing up to $16,000, is a component of the county's Olympia oyster restoration efforts, funded by state and federal grants administered by the Northwest Straits Commission, continuing a project delayed due to difficulty securing prior contractors for large shell spreads.

Key Points

  • The contract is for the delivery and distribution of 1,500 bags of clean Pacific oyster (Magallana gigas) shell at the South Powerlines sites in Discovery Bay, WA, as part of Olympia oyster restoration efforts.
  • The work involves transporting the bagged shell via a 50-foot oyster boat at high tide (+5ft or above) and hand-tossing the bags into a buoy-demarcated area on two DNR parcels. The MRC will subsequently empty the bags at low tide.
  • The MRC has secured all necessary permits for the project except for a Washington Department of Fish and Wildlife (WDFW) shell transfer permit, which the proposed shell must be able to qualify for.
  • Each bag of shell must contain between 200-250 individual Pacific oyster shells, equating to approximately 30 bags per cubic yard, necessary for the overall project goal of spreading up to 100 cubic yards of suitable substrate (per the original grant agreement). Hood Canal Oyster Co. states their bags contain 250-300 shells.
  • Hood Canal Oyster Co. has over 15 to 20 years of experience providing oyster shell or seed to WDFW and several WA State Tribes.
  • The contract, designated as Contract No: MRC-HCO2024, was selected through an RFP/RFQ process and approved as to form by the County's Prosecuting Attorney's Office (PAO).

Financials

  • Total cost of contract: Up to $16,000.00 (Expenditure).
  • Detailed Cost Breakdown (from Hood Canal Oyster Co. proposal/Appendices):
    • Pacific oyster shell bags, boat transportation and 1-2 deckhands (1,500 bags @ $9.75/bag): $14,625.00
    • Tax (9.2%): $1,345.50
    • Total specified cost: $15,970.50
  • Funding Source: State and federal grant funds administered through the Northwest Straits Commission (part of the larger OTGP-2023-JeCoWS-00009 grant).

Alternatives

  • The original grant agreement (OTGP-2023-JeCoWS-00009) included a task to hire a contractor for a large shell spread event (up to 100 cubic yards) under Task 3. The amendment to the parent grant noted the Recipient was "unable to secure a contractor with the logistical capacity to complete the spread of 100 yards of Olympia oyster shell at restoration sites," leading to this current contractor procurement.

Community Input

  • The Request for Proposals (RFP) was sent to six oyster industry contacts: Hama Hama Co., Rock Point, Jamestown Seafood, Hood Canal Oyster Company, Taylor Shellfish, and JJ Brenner Oyster Company.
  • Hood Canal Oyster Co.'s proposal indicated they will use their 50-foot oyster boat, utilize its crane for loading, and employ 2 to 3 seasoned employees to drop oyster shell bags into the water.

Timeline

  • November 6th, 2024: Deadline for submission of proposals (RFP).
  • November 15, 2024: Contract effective date (Subrecipient Agreement Term Start).
  • December 31, 2024: Contract end date.
  • Work must be completed by December 31, 2024.

Next Steps

  • The Board of County Commissioners is recommended to grant "Signature for approval" of the contract.

Sources

  • Katie Kowal - Water Resources Program Coordinator / Jefferson County Marine Resources Committee / WSU Extension
  • Mark McCauley - County Administrator
  • Hood Canal Oyster Co. (Subrecipient)
  • Jim Hayes - President, Hood Canal Oyster Company (Signed contract on 11-23-24)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney (Approved as to form on 11/15/2024)
  • Northwest Straits Commission (Administers grant funds)

Jefferson County MRC Projects Grant Extension (OTGP-2023-JeCoWS-00009)

Topic Summary

The Jefferson County Marine Resources Committee (MRC) seeks and receives approval for Amendment No. 1 to the $118,800 federal grant agreement (OTGP-2023-JeCoWS-00009) with the Washington State Department of Ecology (ECOLOGY). The amendment extends the grant period by one year, from December 31, 2023, to December 31, 2024, because of delays in securing a contractor for Olympia oyster restoration and remaining work and funding for rain garden maintenance.

Key Points

  • The original grant agreement, effective 01/01/2023 through 12/31/2023, funds marine stewardship projects in East Jefferson County and is administered through the Northwest Straits Commission.
  • The extension is necessary because:
    • Olympia Oyster Restoration (Task 3): The Recipient was unable to secure a contractor with the logistical capacity to complete the spread of 100 cubic yards of Olympia oyster shell. The remaining distribution work and additional community outreach presentations and scoping efforts along Kilisut Harbor will continue in 2024.
    • Rain Gardens and Stormwater (Task 4): Remaining funding allows for additional workdays and general support for existing rain gardens in 2024.
    • Derelict Crab Pot Removal (Task 2): This task is reported as complete, with final reporting underway to be submitted in the first quarter of 2024.
  • The overall grant goal is to improve the health of local marine and nearshore ecosystems in East Jefferson County.
  • The project is funded 100% by a federal award, NOAA Congressionally Directed Spending (FAIN: NA22NMF4690358).

Financials

  • Total Cost (Unchanged): $118,800.00
  • Ecology Share (Unchanged): $118,800.00
  • Recipient Share (Matching Funds Required): $0.00
  • Budget Allocation by Task (No change in allocation for the extension):
    • Task 1: Project Administration and Management: $38,400.00
    • Task 2: Derelict Crab Pot Removal: $15,600.00
    • Task 3: Olympia Oyster Restoration: $50,800.00
    • Task 4: Rain Gardens and Stormwater: $14,000.00

Alternatives

  • None specified regarding the necessity of the extension or the use of existing funds.

Community Input

  • None specified.

Timeline

  • 01/01/2023: Original Grant Effective Date.
  • 12/31/2023: Original Grant Expiration Date.
  • 12/31/2024: Amended Grant Expiration Date.
  • Revised Deliverable Due Dates (2024):
    • 04/15/2024: Task 2.4 Final project report (Derelict Crab Pot Removal).
    • 10/15/2024: Task 3.3 Final project report (Olympia Oyster Restoration).
    • 10/15/2024: Task 4.4 Attendance Log of Neighborhood Work Parties (Rain Gardens).
    • 10/15/2024: Task 4.5 Final project report (Rain Gardens).
    • 12/31/2024: Task 1.2 Recipient Close Out Report (RCOR).

Next Steps

  • The Board of County Commissioners is recommended to grant "Signature for approval" of the grant extension amendment.

Sources

  • Monica Montgomery - Water Programs Coordinator / Jefferson County Marine Resources Committee / WSU Extension
  • Mark McCauley - County Administrator
  • State of Washington Department of Ecology (ECOLOGY)
  • Joenne McGerr - Shorelands Program Manager, ECOLOGY (Signed 2/15/2024)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney (Approved as to form on 12/14/2022 and 1/30/2024)
  • Sasha Horst - Project Manager, ECOLOGY

Superior Court JAVS Safeguard Maintenance Agreement

Topic Summary

The Superior Court seeks approval for a one-year maintenance and support agreement with Justice AV Solutions (JAVS) for its courtroom audio/video recording and streaming technology. The agreement for the term 02/01/2025 through 01/31/2026 costs $11,804.52 and covers extended warranty, preventative maintenance, and remote/onsite technical support for the HDA Recording System and Mobile Cart Presentation System.

Key Points

  • The agreement covers the JAVS equipment for Superior Courtrooms 1 and 2 (Mobile Cart Presentation System).
  • Services provided include:
    • Help Desk Support: Monday-Friday 8:00 am to 9:30 pm EST for troubleshooting, training, and diagnostics.
    • Extended Warranty: Coverage for JAVS and third-party equipment less than 5 years old (installation dates show all listed equipment as having warranty past 02/01/2025 except for older PA/Assisted Listening components installed pre-2021).
    • On-site Warranty Support: Includes removing/forwarding faulty equipment, installing loaner/new equipment, and re-installing repaired gear.
    • Preventative Maintenance (PM): Bi-annual inspection, review, and operational test including software/firmware updates, documented by a PM form detailing system status and hard drive capacity.
  • Response times for on-site repair range from 2 business days (Urgent) to 5 business days (Normal), prioritized by severity (Attachment B).
  • Exclusions and Limitations of Liability:
    • The agreement excludes liability for incidental or consequential damages, lost data, network stability, and normal wear-and-tear items (e.g., UPS batteries, projector lamps).
    • Non-warranted equipment (older than 5 years) requires the customer to pay for all repair parts and potential replacement. JAVS recorders older than 5 years are not eligible for part replacement repairs.
    • Onsite service for excluded systems or issues is billed at $150.00 per hour (one-hour minimum) plus travel and expenses.
  • Contractual Risks Noted by PAO: The Prosecuting Attorney's Office (PAO) noted significant contract risks, including the lack of a choice of law provision, no indemnity clause, significant contract defenses, and a requirement for binding arbitration administered by the National Arbitration Forum (NAF) for dispute resolution. The PAO noted these same provisions were accepted in previous years' contracts.

Financials

  • Total Agreement Amount: $11,804.52 (Expenditure).
  • Fee Breakdown:
    • HDA Recording System (Courtroom 1): $7,955.00
    • Mobile Cart Presentation System (Courtroom 2): $2,873.00
    • Estimated Taxes (9%): $974.52
    • Total: $11,802.52 (There is a discrepancy of $2.00 between the reported amount and the sum of the fee breakdown)
  • Funding Sources:
    • Trial Improvement Fund (SC39700397141): $4,120.00
    • Expert Services (SC51221410162): $7,684.52

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • February 1, 2025: Agreement begin date.
  • January 31, 2026: Agreement end date.

Next Steps

  • The Superior Court requests the Board of County Commissioners approve the current JAVS Maintenance Agreement.

Sources

  • Sophie Nordstrom / Maile Hollenbeck - Superior Court Contact Persons
  • Mark McCauley - County Administrator
  • Justice AV Solutions-JAVS (Contractor)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney (Approved as to form on 11/7/2024)

Public Hearing Notice for Renaming of Walker View Drive

Topic Summary

The Department of Community Development (DCD) and the Jefferson County Fire Marshal Office (JCFMO) request approval for a public hearing to consider renaming a private road currently known as "Mt. Walker View Dr. Quilcene Wa. 98376." The renaming petition was submitted by a principal petitioner and has been circulated to public entities for review pursuant to JCC 12.20.150.

Key Points

  • A properly submitted application has been received to change the name of the private road, Walker View Drive (also referred to as Mt. Walker View Dr.).
  • The name change requires the approval of 75% of the property owners adjoining the private road; documentation indicates four property owners or representatives have signed agreeing to the name change.
  • The petitioner submitted three name choices, in order of preference:
    1. Bear Claw Ln
    2. Starry Night Ln
    3. OWL Ln
  • Agency review (Jeffcom 911 Communications, Public Works, Assessor's Office, GIS) raised concerns about name duplication:
    • Bear Claw PL: Secondary preference (Jeffcom) due to length and multiple "Bear" roads in Jefferson and Clallam Counties (PW, GIS).
    • Starry Night PL: Secondary preference (Jeffcom) due to length. Rejected by GIS due to existing "Night Owl Rd" and "Nighthawk Pl." Accepted by PW.
    • Owl PL: Preferred (Jeffcom) due to single word. Rejected by GIS and Assessor's Office due to roads containing "Owl" (Owl Creek Rd, Night Owl Rd, Spotted Owl Ln).
    • Jeffcom notes a preference for "Owl PL" (shorter) but ultimately accepted all three choices. Andy Pernsteiner agreed that "Starry Night Pl" is the best option.
  • The County will ultimately determine the road type (lane, road, court, etc.).
  • The process fee for a road name change is $776.48 (paid by the petitioner).

Financials

  • Fee for road name change: $776.48.
  • Cost of one red address plate is included in the fee. Additional plates are $20 each.
  • The public hearing notice publication cost is a routine fiscal impact.

Alternatives

  • None specified in the request other than the three proposed names.

Community Input

  • The hearing is requested to allow public comment for the proposed renaming.
  • Written testimony is invited from November 27, 2024, until the close of the public hearing on December 9, 2024.
  • Property owners agree to assume responsibility to replace and maintain the private road sign if stolen or destroyed.

Timeline

  • November 27, 2024 and December 4, 2024: Notice of Public Hearing to be published.
  • December 9, 2024, at 2:00 p.m.: Date and time of the proposed public hearing (Hybrid format).

Next Steps

  • Staff recommends the Board approve the request for a public hearing.

Sources

  • Phil Cecere - Building Official/Fire Marshal
  • Kris Ann Montgomery - Applicant/Principal Petitioner
  • Matt Stewart - Director, Jeffcom 911 Communications
  • John Fleming - Reviewer, Jefferson County Public Works
  • Sherrie Shold - Chief Deputy Assessor, Jefferson County Assessor’s Office
  • Michael Perin - Reviewer, Jefferson County GIS
  • Tim McKern - Fire Chief, Quilcene Fire Rescue

Memorandum of Agreement for New Corrections Officer Hiring Incentive (Acea Such)

Topic Summary

Jefferson County's Human Resources Department seeks approval for a Memorandum of Agreement (MOA) with new entry-level Corrections Officer Acea Such, providing a $10,000 hiring incentive. This incentive is part of a broader strategy, coordinated with the Fraternal Order of Police (FOP)/Jefferson County Sheriff’s Office Uniformed Support Services (JCSOUSS), to address a critical staffing shortage in the County Corrections Center.

Key Points

  • The Corrections Center currently has four vacancies among 15 Corrections Officers, necessitating approximately 2,600 hours of overtime work in 2024 from existing staff (since Jan 2022).
  • The hiring incentive of $10,000 is offered to new hire, entry-level uniformed Corrections Officers to maintain appropriate staff levels and ensure safety and security.
  • The MOA requires the employee to complete three years of service. If the employee separates prior to completion of three years of service, they must pay back the incentive on a pro-rated basis in equal monthly installments over a 12-month period.
  • The repayment requirement applies if the employee resigns from the Corrections Officer job (even if remaining employed by the County) or is terminated (voluntarily or involuntarily) from the County.
  • The incentive repayment obligation may be waived or modified at the sole discretion of the Department Director, or another County department director if the employee is offered a position elsewhere in the County that includes reimbursement terms for the Department.

Financials

  • Total Hiring Incentive Amount: $10,000.00 (Expenditure).
  • Payment Installments:
    1. $5,000 at hire upon signing the Agreement (Acea Such was hired effective 11/01/2024).
    2. $2,500 upon successful completion of probation.
    3. $2,500 upon completion of the second year.

Alternatives

  • None specified, but the MOA is presented as necessary due to the chronic and continuing shortage of Corrections staff requiring extensive overtime.

Community Input

  • This incentive is provided under a Memorandum of Agreement previously adopted by the Board of County Commissioners on November 21, 2022, in conjunction with the FOP/JCSOUSS.

Timeline

  • 11/01/2024: Employee's commencement date (used as agreement term start date).
  • 11/01/2026: End date of the 3-year incentive term (though retention obligation is 3 years, the listed contract term is 11/01/2024 - 11/01/2026, which is two years). Note: The agreement language specifies a three-year service requirement, despite the contract term listing only two years.

Next Steps

  • The Board is recommended to approve and sign the Memorandum of Agreement with Acea Such.

Sources

  • Mark McCauley - County Administrator
  • Sarah Melancon - Human Resources Director
  • Acea Such - Employee/Applicant
  • Fraternal Order of Police (FOP)/Jefferson County Sheriff’s Office Uniformed Support Services (JCSOUSS)

Amendment 1 to Hoh River Resiliency Design Project (Lindner to Fletcher Ranch Reach)

Topic Summary

Jefferson County Public Health (JCPH) requests approval of Amendment 1 to the professional services agreement with Natural Systems Design + Coastal Geologic Services (Contractor) for the Hoh River Resiliency project. The amendment shifts the primary design focus upstream from the Lindner Complex Reach to the Fletcher Ranch Reach (RM 27.1 – 28.2) due to a change in landowner participation. The total contract value remains $835,433.00, and the term is extended from January 1, 2024, through June 30, 2026. The project employs a collaborative process with the Hoh Tribe to develop restoration designs for enhancing salmonid habitat and decreasing local flood/erosion risks.

Key Points

  • The original project scope covered the Lindner Complex Reach (RM 5 – 6.5). Due to a change in landowner participation, the primary design effort now focuses on the Fletcher Ranch Reach (RM 27.1 – 28.2).
  • The project goals remain consistent: increase spawning and rearing habitat for spring Chinook, steelhead, and coho, and improve community resiliency to flooding and erosion.
  • Lindner Reach (Original Scope - now Attachment A) Altered Work: The Contractor will now perform only an existing conditions assessment for the Lindner reach, instead of the original plan for conceptual, preliminary, and Phase 1 final design.
  • Fletcher Ranch Reach (New Scope - Attachment B): The work is phased (Phase 1 Final Design Development) and includes:
    • Existing Conditions Characterization (Tasks 1-3) focusing on forest/wetlands, habitat/fish use, and geomorphology.
    • Climate Change impact analysis.
    • Stakeholder Engagement & Community Outreach (including Hoh Tribal Council/local business presentations).
    • Concept Design Development (up to 3 alternatives) and selection of a preferred alternative (Budgeted $34,505).
    • Preliminary Design Development (30% and 60% plans) to support project permitting (Budgeted $107,509).
    • Invasive Plant Prevention Plan (using Subcontractor 10,000 Years Institute).
    • Risk Assessment (for infrastructure, private property, boater safety, and habitat risk under climate change).
    • Project Permitting (wetlands/cultural resources assessment, permit preparation, aiming for Nationwide Permit 27 pathway).
    • Phase 1 Final Design Development (90% and 100% plans, specifications, and construction cost estimates) (Budgeted $64,068).
  • The design involves planning for the installation of Engineered Log Jams (ELJs) to restore habitat and limit mass-wasting events.
  • Projected river trends, avulsion scenarios, and the effects of warming climate (specifically on Bull Trout) will be analyzed during the risk assessment.
  • Designs will be developed assuming project actions in the approximate SFHA Zone A can raise water up to 1-foot at the 100-year flood event without the need for formal Letter of Map Change (LOMC).

Financials

  • Total Contract Amount (Unchanged): $835,433.00 (Expenditure).
  • Funding Source: RCO grant #22-1375 (Washington Coast Restoration & Resiliency Initiative).
  • Matching Funds: An in-kind match of 2022 LiDAR and aerial imagery datasets valued at $150,000 is provided by the Hoh Tribe.
  • Lindner Reach (Assessment Only) Total: $230,277 (Tasks 1, 2, 3, 5, 12 budget).
  • Fletcher Ranch Reach (Full Design) Total: $605,156 (Tasks 1-12 budget).

Alternatives

  • The primary alternative implicit in the amendment is dropping the Lindner Complex Reach final design in favor of the Fletcher Ranch Reach due to landowner constraints.

Community Input

  • Stakeholder Engagement and Community Outreach tasks are detailed, including convening a technical advisory group, presenting to the Hoh Tribal Council, County leadership, City of Forks, and meeting individually with landowners (Fletcher/TNC/DNR), local businesses, and user groups.
  • The project will offer opportunities to involve students and faculty from the new Natural Resources Program at Peninsula College in Forks.

Timeline

  • Original Contract Term: 01/01/2024 – 06/30/2026.
  • Lindner Reach (Assessment): January 2024 – September 2024 (Assumed completion).
  • Fletcher Reach (Design Term): October 2024 – May 2026 (29 months duration).
  • Key Deliverable Dates (Fletcher Ranch Reach - Proposed):
    • January 2025: Existing Conditions Characterization Report.
    • May 2025: Concept Design Alternatives finalized.
    • October 2025: Draft (30%) Preliminary Design Documents/Risk Assessment.
    • January 2026: Final (60%) Preliminary Design Documents/Draft Basis of Design.
    • February 2026: Permit Applications Submitted (estimated).
    • April 2026: Draft (90%) Final Design.
    • May 2026: Final (100%) Design Documents (Final PS&E - Plan, Specifications & Estimate).

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 / JCPH
  • Leif Embertson - President, Natural Systems Design (Contractor)
  • Mike Ericsson, Ryan DeKnikker, Tim Abbe - Contractor's Project Management Team
  • Hoh Tribe (Partner/In-Kind match provider)
  • Recreation and Conservation Office (RCO) - Grant funder
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney (Approved as to form on 10/31/2024)

Noxious Weed Control Agreement with Jefferson PUD #1

Topic Summary

Jefferson County, on behalf of the Noxious Weed Control Board, seeks approval for the fifth iteration of an Interlocal Cooperative Agreement with Public Utility District #1 of Jefferson County (PUD). The agreement, spanning three years (01/01/2025 – 12/31/2027), obligates the PUD to pay $30,000 annually for noxious weed control services on PUD properties. The primary focus will be manually removing invasive plants, especially Scotch broom, from a 75+ acre PUD corridor.

Key Points

  • The agreement enables the County to perform noxious weed control on PUD-managed lands, important for utility infrastructure maintenance and compliance with RCW 17.10 regarding noxious weed control.
  • The majority of the funds will be directed toward manually removing Scotch broom (Cytisus scoparius) across the main PUD corridor between Port Townsend and Anderson Lake (over 75 acres).
  • This is the contract's fifth year; previously established methods primarily used Washington Conservation Corps (WCC) crews for manual removal.
  • The PUD has increased its monetary contribution this year to support the Weed Board’s ability to use herbicide spot treatment across more PUD properties for managing additional infestations.
  • The County agrees to provide annual reports detailing work accomplished, goals, priority sites for the following year, and participate in at least one annual review meeting.

Financials

  • Total Contract Amount (for 3 years): $90,000.00.
  • Annual Payment: $30,000.00.
  • Funding Source: Entirely funded by PUD #1 (Revenue deposited in Fund 109).
  • The PUD's maximum financial obligation is $30,000 annually.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • January 1, 2025: Agreement commencement date.
  • December 31, 2027: Agreement term end date.
  • Annual reports due to PUD each year.

Next Steps

  • The Board of County Commissioners is asked to approve the contract.

Sources

  • Sophie DeGroot - Noxious Weed Control Coordinator / WSU Ext - Noxious Weed Control Board
  • Kevin Streett - PUD General Manager, Public Utility District #1 of Jefferson County
  • Mark McCauley - County Administrator
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney (Approved as to form on 11/21/2024)
  • RCW 17.10 (Noxious Weed Control)

Ratification of Documents for Early Learning Facility Grant (USDA-RD)

Topic Summary

Jefferson County seeks to ratify the signing of two USDA Rural Development (USDA-RD) forms, the 'Letter of Intent to Meet Conditions' (Form RD 1942-46) and 'Request for Obligation of Funds' (Form 1940-1), necessary to secure a $1,375,000 federal grant for constructing an early learning facility. This grant, awarded through Congressionally Directed Spending, requires no county match. The co-applicant on the project is the Olympic Peninsula YMCA.

Key Points

  • The federal grant is for $1,375,000 for the construction of an early learning facility.
  • The grant recipient is Jefferson County; the co-applicant is the Olympic Peninsula YMCA.
  • The grant is provided by the Rural Housing Service (RHS) under the Community Facilities (CF) Program (Type of Assistance: 894).
  • Grant funds are derived from Congressionally Directed Spending.
  • The USDA-RD Letter of Conditions (LOC, dated 11/21/2024) outlines conditions that must be met prior to grant closing, or before construction begins, no later than December 31, 2026.
  • The LOC requires the applicant to secure the remaining $3,340,000 in dedicated project funding before construction funds are disbursed by the USDA.
  • Required Pre-Construction Conditions (Section I):
    • Provide evidence of $3,083,401 committed from other sources (grants/loans).
    • Record a Notice of Federal Interest in the official real property records.
    • Provide evidence of adequate fidelity bond, property, workers’ compensation, general, and vehicular liability insurance.
    • Obtain and provide evidence of all necessary permits for construction.
    • Obtain Federal, State, and tribal land/rights-of-way, if applicable, consistent with the Uniform Relocation and Real Property Acquisition Act.
    • USDA-RD must approve all key professional services agreements (Legal Services, Architectural Services with Present Future Architects).
    • Compliance with the Build America, Buy America Act (BABAA) is mandatory, requiring iron, steel, manufactured products, and construction materials to be produced in the United States. Exemptions (waivers) are possible but require approval.
  • Environmental Requirements: The project has undergone environmental review and requires adherence to three specific actions prior to Notice to Proceed: (1) Obtain all necessary permits, (2) Use Construction Best Management Practices (BMP) for controls, and (3) Implement an Inadvertent Discovery Plan (IDP) for archaeological or human remains. In the event of an inadvertent discovery, all work must cease immediately in the immediate area.
  • Final Plans and Specifications and Draft/Construction Bid Documents must be reviewed and approved by USDA-RD prior to going out to bid.

Financials

  • Total Project Cost: $4,715,000.
    • Construction: $3,593,400
    • Contingencies: $656,599
    • Design: $215,000 (Architectural $200,000 + Additional Engineering/Architectural $15,000)
    • Legal: $50,000
    • Equipment: $200,000
    • Land: $1.00
  • Funding Sources:
    • USDA Grant: $1,375,000 (No County Match Required)
    • CDBG: $2,000,000
    • DOC Community Capital Funds: $1,000,000
    • CARES: $50,000
    • ARPA: $290,000
    • Total Other Funding: $3,340,000
    • Total Funds: $4,715,000

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 11/21/2024: USDA RD signed the Letter of Conditions (LOC).
  • Within 10 days of 11/21/2024: Forms RD 1942-46 and 1940-1 required to be completed and returned (prior to 12/01/2024).
  • No later than 12/31/2026: Deadline to satisfy all conditions (Section I) prior to construction.
  • After 09/30/2032: Raised funds from the IIJA portion of the grant may cancel.

Next Steps

  • Staff requests the Board of County Commissioners ratify the Chair’s signing of the Form RD 1940-1 and Form RD 1942-46.

Sources

  • Amanda Christofferson - Grants Administrator
  • Kate Dean - BOCC Chair
  • Wendy Bart - CEO, Olympic Peninsula YMCA (Co-Applicant)
  • Koni Reynolds - Community Program Director, USDA Rural Development
  • Ian Sims - USDA RD Environmental Coordinator
  • Present Future Architects (Design Firm retained/to be approved)

RAISE Grant Agreement for Olympic Discovery Trail Planning and Design

Topic Summary

Jefferson County Public Works seeks authorization for the RAISE (Rebuilding America Infrastructure with Sustainability and Equity) grant agreement from the U.S. Department of Transportation (USDOT). This $16,130,000 grant to the Washington State Department of Transportation (WSDOT), naming Jefferson County as a Designated Subrecipient, is for planning and preliminary/final design work on the Olympic Discovery Trail (ODT) - Puget Sound to Pacific (PS2P) project. Jefferson County's portion of the multi-jurisdictional project is $2,080,000. The grant is 100% federally funded with no match required and focuses solely on planning and design work.

Key Points

  • The planning work addresses approximately 100 miles of gaps throughout the multi-use trail network connecting Bainbridge Island to La Push, including 7.5 miles of design for gaps within Jefferson County.
  • The funds are for Planning Studies (alignment alternatives, routing, environmental constraints, land ownership, public engagement) and Preliminary/Final Design (100% Plans, Specifications, and Estimates (PSE), environmental clearance, and permitting).
  • The grant explicitly funds planning and design; funds cannot be used for right-of-way acquisition or construction.
  • The project is collaborative, involving WSDOT (Recipient) and multiple Designated Subrecipients, including Clallam County, Kitsap County, City jurisdictions, and Tribal governments (Quileute and Port Gamble S’Klallam Tribe).
  • Jefferson County Components ($2,080,000 total portion):
    • J250 – Discovery Bay Trail Gap at Salmon Creek (US101) (Planning Studies): $80,000
    • J270 – Fairmount Road Trail Gap (SR20) (Planning Studies): $250,000
    • J290 – West Sound to Olympics (STO): Hood Canal Bridge to ODT (Planning Studies): $250,000
    • J280 – Eaglemount Trail Gap (SR20) (Planning Studies): $300,000
    • J240 – Old Highway 9 Trail Segment (US101) (Planning Studies and Preliminary/Final Design): $1,200,000
  • The project is classified as Rural and targets a Historically Disadvantaged Community or Area of Persistent Poverty ("Yes" designation in Schedule F).
  • The Recipient attested the project: (1) significantly reduces transportation-related pollution (through shift to walking/biking) and (2) expands active transportation usage (improving non-motorized access).

Financials

  • Total Grant Award (Multi-Jurisdictional): $16,130,000.
  • Jefferson County Portion: $2,080,000.
  • Funding Source: 100% USDOT RAISE discretionary grant program (FY 23 funding/Multiple Obligation Type).
  • Match Requirement: $0.

Alternatives

  • None specified.

Community Input

  • Engagement is required through the Planning Studies phase, fostering a meaningful public engagement process to empower stakeholders and neighbors to participate in alignment development.
  • The project seeks to improve public health and provide affordable living by reducing reliance on automobiles.

Timeline

  • Budget Period End Date: 8/31/2032.
  • Planned Project Completion Date: 6/30/2032.

Next Steps

  • Public Works recommends authorizing the Chair to digitally sign (DocuSign) the grant agreement.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • John Fleming - Public Works Contact
  • Eric Kuzma - Assistant Director/Engineering Services Manager, Jefferson County Public Works
  • Washington State Department of Transportation (Recipient)
  • Jonathan Boehme, Peter Corelis, Rod Fleck, Steve King, Josh Ranes, Katheryn Cole, Steve Gray, David Forte, Roma Call, Marla Powers, Dave Nakagawara, Annie Foster, Doug Woodruff, Amber Caldera (Designated Subrecipients’ Contacts)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney (Approved as to form on 11/15/2024)

Change Order No. 4 for Port Hadlock Low Pressure Sewer Collection System (Phase 3)

Topic Summary

The Public Works Department requests approval for Change Order No. 4 (CO No. 4) with Seton Construction for Phase 3 of the Low Pressure Sewer (LPS) Collection System project in the Port Hadlock UGA. The change order increases the contract amount by $166,076.02, extending the project time by 9 days, to account for changes in unit pricing, the addition of a parallel 6-inch LPS line, and an extended 2-inch LPS line.

Key Points

  • The purpose of the CO No. 4 is to incorporate design and pricing adjustments for the sewer system construction project (Project No. 405-2127-0).
  • Substantive Changes to Scope:
    • Addition of a parallel 6-inch LPS line spanning from the east side of the B&R alignment to Cedar Ave and Mason St.
    • Addition of a 2-inch LPS line going north along Property 14 (Burgers Landing) to serve properties 14, 16 (Stachworks), and 19 (Better Buds).
  • Financial Impact Drivers:
    • Increase in the unit price for Bid Item 37 (Combination Air Release/Vacuum Valve Assembly 2 In. (Sewer)) to $17,806.00 (from a deleted price of -$15,000.00, resulting in a net cost of $208,948.67 for new items).
    • Adding new bid items related to the extended 2-inch and 6-inch lines, clearing, earthwork, cleanouts, and gate valves, totaling $108,275.00 for existing bid items added/modified.
  • The cumulative estimated net change subtotal is $152,223.67 before taxes.

Financials

  • Original Contract Amount (incl. 9.1% tax): $4,997,707.00
  • Current Contract Amount (incl. 9.1% tax): $5,109,616.50
  • Estimated Net Change (incl. 9.1% tax): $166,076.02
  • Estimated Contract Total After Change: $5,275,692.52
  • Funding: 100% funded by combination of Department of Commerce and Department of Ecology grants.

Alternatives

  • None specified.

Community Input

  • The project is for the Phase 3 - Low Pressure Sewer Collection System for the Port Hadlock Urban Growth Area (UGA).

Timeline

  • Original Contract Time (days): 170
  • Current Contract Time (days): 184
  • Contract Time Change (Add) (days): 9
  • New Contract Time (days): 193

Next Steps

  • Public Works recommends the Board authorize Change Order No. 4.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Project Manager
  • Seton Construction (Contractor)

Consolidated Contracts Amendment #22 (Department of Health)

Topic Summary

Jefferson County Public Health (JCPH) requests approval for Amendment #22 to the Consolidated Contract with the Washington State Department of Health (DOH), covering the period January 1, 2022, through December 31, 2024. This amendment primarily results in a net decrease of $822,343, reducing the total contract maximum consideration from $10,674,468 to $9,852,125. The changes involve modifying funding and Statements of Work (SOW) across several state and federal health programs, notably decreasing COVID-19 vaccine program funds while adding funds for opioid prevention and revising infectious disease services.

Key Points

  • Overall Contract Change: Net financial decrease of $822,343, resulting in a new total contract value of $9,852,125.
  • Statements of Work (SOW) Changes (Effective Nov/Jan 2024):
    • Added SOW: Injury & Violence Prevention-LHJ Opioid Campaign Proviso (Effective 11/01/2024). This provides State General Fund (GFS) money for opioid and fentanyl awareness, prevention, and education campaigns.
    • Amended SOWs:
      • Infectious Disease-Syndemic Prevention Services (SSP): Revised to add $32,667 in FFY24 OD2A OID CDC PREVENT federal funds for 9/1/24 - 12/31/24. This program focuses on comprehensive SSP operations, clinical services (wound care, STD/Hepatitis C treatment, MOUD), and harm reduction navigation for people who use drugs (PWUD).
      • Office of Drinking Water Group A Program: Updated funding for Sanitary Survey and Technical Assistance activities for 1/1/2024 - 12/31/2024, involving both decreases and new allocations, resulting in a net zero change in total allocation for the two programs ($1,800 increase to YR 27 SRF and $1,000 increase to YR 27 TA, offset by matching decreases from YR 26).
      • Office of Immunization COVID-19 Vaccine: Significant removal of funds (Reduction of $879,510 total/net reduction of $601,396 from COVID19 Vaccines R4; net reduction of $278,114 from COVID19 CDC Vaccines).
  • Opioid Campaign Specifics: The new opioid SOW specifies creation of 2 banners and 1,000 brochures, consistent monthly public media posts (social media/videos), 6 newspaper advertising purchases, and planning stages for 4 interactive public education events and 4 radio interview programs to address stigma and education related to opioid and fentanyl use.

Financials

  • Revised Maximum Consideration (Total Contract): $9,852,125.
  • Decrease Amount (Amendment #22): $822,343.
  • Largest Financial Changes in Amendment #22:
    • Large Decrease: COVID19 CDC Vaccines: ($278,114)
    • Large Decrease: COVID19 Vaccines R4: ($601,396)
    • Increase: FFY24 OD2A OID CDC PREVENT: $32,667
    • Increase: SFY25 LHJ OPIOID CAMPAIGN PROVISO: $24,500
    • Other increases/decreases across over 30 separate accounts.
  • Funding Structure: Consolidated Contract comprising both Federal (Total Fed $2,268,885) and State (Total State $7,583,240) funds.
  • New SFY25 LHJ Opioid Campaign Proviso initial allocation: $24,500 for 11/01/2024 - 12/31/2024.

Alternatives

  • None specified regarding the proposed financial and SOW changes.

Community Input

  • None specified.

Timeline

  • 01/01/2022: Original Contract Start Date.
  • 01/01/2024: Effective date for Infectious Disease and revised Drinking Water SOW periods.
  • 11/01/2024: Effective date for Injury & Violence Prevention-LHJ Opioid Campaign Proviso SOW period.
  • 12/31/2024: Contract End Date.

Next Steps

  • JCPH Management recommends Board approval of Consolidated Contract Amendment #22.

Sources

  • Apple Martine - JCPH Director
  • Veronica Shaw - JCPH Deputy Director
  • Washington State Department of Health (DOH)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney (Approved as to form on 11/8/2024)
  • Mark McCauley - County Administrator

Professional Services Agreement for Underinsured Provider Services

Topic Summary

Jefferson County Public Health (JCPH) requests approval of a Participating Provider Agreement with Coordinated Care Corporation ("CCC") and Coordinated Care of Washington ("CCW"). This is a fee-for-service contract of indefinite term ("until terminated") that allows JCPH to bill CCC and collect payments for clinic services rendered to Washington Medicaid clients who are members of CCC/CCW managed care organizations, ensuring access to medically necessary services for underinsured citizens.

Key Points

  • JCPH, via its Community Health Division, enters the agreement as the Provider, and CCC/CCW acts as the Health Plan/Payor.
  • The agreement covers Medicaid products (Apple Health), Commercial-Exchange Products (Ambetter), and Cascade Care Select Public Option products.
  • Participation in the CCC Network generally saves clients out-of-pocket deductibles and charges, allowing underinsured citizens to receive needed services.
  • Compliance and Consumer Protections:
    • Providers must comply with detailed regulatory requirements (HIPAA, HITECH, WAC/RCW) and specific policies of the Health Plan (credentialing, utilization review, quality improvement).
    • Hold Harmless: Provider cannot bill, charge, or seek compensation from a Covered Person (other than co-payments/cost-sharing) even in cases of Payor non-payment, insolvency, or breach of the agreement. Willfully collecting payment in violation of this constitutes a Class C felony under RCW 48.80.030(5).
    • Payment Standards (RCW 48.43.600): Payor must pay 95% of Clean Claims within 30 days and 95% of all claims within 60 days, or pay interest at 1% per month on unpaid Clean Claims.
    • Telemedicine Parity (RCW 48.43.735): Compensates telemedicine providers at the same rate as in-person services, with exceptions for large provider groups/facilities. Audio-only telemedicine requires an established relationship with the provider.
    • Utilization Management (RCW 48.43.016(2)(a)): Utilization management review is prohibited for an initial evaluation and management visit and up to six treatment visits in a new episode of care for chiropractic, physical therapy, occupational therapy, acupuncture, eastern medicine, massage therapy, and speech therapy.
  • Financial Risks Noted by PAO: The PAO noted the indemnity section missed the Washington County standard "marital communities" language. Risk Management approved the contract acknowledging this as a "low risk shortcoming."

Financials

  • Nature of Contract: Fee for Service.
  • Expected Fiscal Impact: Revenue stream generated by billing for clinic services provided to eligible WA Medicaid clients.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • Effective Date - until terminated (indefinite term, subject to one-year renewal terms after initial term).

Next Steps

  • JCPH management requests approval of the Provider Agreement.

Sources

  • Apple Martine - Public Health Director
  • Veronica Shaw - Deputy Public Health Director
  • Coordinated Care Corporation (CCC) / Coordinated Care of Washington (CCW)
  • Mark McCauley - County Administrator
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney (Approved as to form on 11/8/2024)

Superior Court JAVS Maintenance Agreement (Duplicate Entry)

Topic Summary

This is a duplicate of a previously summarized agenda item. Please refer to "Superior Court JAVS Safeguard Maintenance Agreement" for details.

Key Points

  • The Superior Court is requesting approval for the JAVS maintenance agreement for 2025 funding (02/01/2025–01/31/2026).
  • Financials: $11,804.52 is the total cost, utilizing $4,120.00 from the Trial Improvement Fund and supplementing with $7,684.52 from the Expert Services budget.
  • Legal/Risk: PAO noted lack of choice of law/indemnity, significant contract defenses, and mandatory arbitration, but accepted the risks based on prior contracts.

Financials

  • Total Cost: $11,804.52.
  • Funding: Trial Improvement Fund ($4,120.00) and Expert Services ($7,684.52).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 02/01/2025 - 01/31/2026.

Next Steps

  • Approval of the maintenance agreement.

Sources

  • Sophie Nordstrom - Superior Court
  • Mark McCauley - County Administrator

Notice of Public Hearing: 2024-2025 Biennial Budget Mid-Biennium Review and Modification

Topic Summary

The Board of County Commissioners (BOCC) gives notice of a public hearing to review and potentially modify the 2024-2025 Jefferson County Biennial Budget. This hearing follows department budget presentations and incorporates the County Administrator's recommendations based on Board guidance.

Key Points

  • The purpose is the 2024-2025 Jefferson County Biennial Budget Mid-Biennium Review and Modification.
  • The County Administrator's Recommended Budget includes modifications incorporating Board decisions/guidance following department presentations.
  • The public hearing is scheduled to allow for public testimony regarding all funds.

Financials

  • The proposed 2024-2025 Biennial Budget Mid-Biennium Review and Modification information is available for public viewing online.

Alternatives

  • None specified.

Community Input

  • Written public testimony will be accepted from November 27, 2024, until the close of the public hearing.
  • The public can join the hybrid meeting virtually or in-person to provide testimony.

Timeline

  • November 27 and December 4, 2024: Notice of Public Hearing to be published.
  • December 9, 2024, at 10:15 a.m.: Date and time of the proposed public hearing (Hybrid format).

Next Steps

  • Approval of the Public Hearing Notice.

Sources

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

Notice of Public Hearing: Amendments to Development Code (RCW 36.70B / SB 5290 Implementation)

Topic Summary

The Department of Community Development (DCD) requests approval for a public hearing notice regarding an ordinance that amends the Unified Development Code (UDC, JCC Title 18), specifically adjusting permit review procedures in JCC 18.40. These changes are exclusively procedural and are required to implement Washington State Senate Bill (SB) 5290 (Chapter 338, Laws of 2023), which modernizes and streamlines local project review processes, with new time requirements taking effect January 1, 2025.

Key Points

  • The ordinance is necessary to comply with SB 5290, which modified RCW 36.70B, effective July 23, 2023.
  • New statutory permit time period requirements take effect on January 1, 2025.
  • The proposed amendments are limited to the mechanical application review procedures (JCC 18.40) and contain no substantive changes to environmental policies, land use, or SEPA procedures.
  • Due to the procedural nature of the amendments, they are exempt from SEPA (WAC 197-11-800(19)) and therefore do not require Planning Commission review and recommendation (JCC 18.40.040, Table 8-2, note 1).
  • Key Amendments proposed for JCC 18.40 include:
    • Updating "Time for Issuance of Final Decision" requirements (JCC 18.40.300) to conform with new statutory deadlines (e.g., Type I: 65 days, Type II: 100 days, Type III: 170 days).
    • Revising the definition and process for an "Incomplete Application" (JCC 18.40.110), establishing new timelines (e.g., initial completeness determination within 28 days of receipt) and deadlines (e.g., 90 calendar days to submit missing info, followed by a second request for 60 days, before abandonment).
    • Updating public notice and comment period rules for compatibility with the integrated SEPA process and the optional DNS process (WAC 197-11-355).
    • Revising discretionary conditional use permit referral process ("C(d)" uses in JCC 18.40.520) to the Hearing Examiner.

Financials

  • There are standard fees associated with publishing the legal notice two times.

Alternatives

  • None specified.

Community Input

  • Written testimony is invited from December 4, 2024, until the close of the public hearing on December 16, 2024.

Timeline

  • December 4 and December 11, 2024: Notice of Public Hearing to be published.
  • December 16, 2024, at 11:00 a.m.: Date and time of the public hearing (Hybrid format).
  • January 1, 2025: Proposed effective date of the ordinance.

Next Steps

  • Approval of the hearing notice.

Sources

  • Josh D. Peters, AICP - Community Development Director
  • Chelsea Pronovost - DCD Administrative Services Manager
  • Washington State Legislature (SB 5290, RCW 36.70B)
  • Washington State Department of Commerce (Review and expedited review request submitted 11/15/2024)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecuting Attorney (Approved proposed ordinance as-to-form)

Public Works RAISE Grant Agreement for Olympic Discovery Trail (Duplicate Entry)

Topic Summary

This is a duplicate of a previously summarized agenda item. Please refer to "RAISE Grant Agreement for Olympic Discovery Trail Planning and Design" for details.

Key Points

  • Authorization of the RAISE grant agreement for the Olympic Discovery Trail (ODT) - Puget Sound to Pacific (PS2P) project.
  • Jefferson County portion is $2,080,000 for planning/design of gaps.
  • Grant is 100% federal funding with no match required.

Financials

  • Amount: $2,080,000.
  • Funding: 100% USDOT RAISE discretionary grant.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • Term: Expected completion 6/30/2032.

Next Steps

  • Authorize the Chair to digitally sign the grant agreement.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • John Fleming - Public Works Contact
  • USDOT (Contractor)

Amendment 2 to WDFW Interagency Agreement for North Pacific Coast Marine Resources Committee

Topic Summary

Jefferson County Public Health (JCPH) seeks approval for Amendment 2 to the Interagency Agreement with the Washington Department of Fish and Wildlife (WDFW), which supports the North Pacific Coast Marine Resources Committee (NPC MRC) and its projects. The amendment increases the total contract value by $1,500, citing increased costs for venue, lodging, and meals associated with hosting the Coastal MRC Summit in autumn 2024.

Key Points

  • The agreement covers administrative capacity for the NPC MRC and funds projects directed toward coastal ecosystem health, marine resource-based livelihoods, and cultural integrity.
  • The increased funds are specifically designated for Task 7: Jefferson County – 2024 Coast MRC Summit.
  • The Coastal MRC Summit was held in October 2024 in western Clallam or Jefferson County, with 50 to 60 people anticipated to attend.
  • The additional $1,500 is necessary to cover increased venue, lodging, and meal costs for the Summit attendees and speakers.
  • The amendment revises the cost of Task 7 from $8,000 to $9,500.

Financials

  • Increase Amount (Amendment 2): $1,500.00 (Revenue).
  • New Total Contract Value: $162,000.00.
  • Funding Source: State General Fund, administered through the WDFW Coastal MRC Program (no impact to Jefferson County General Fund and no match requirements).

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • 07/01/2023: Contract Period Start.
  • 10/05/2024: Amendment #2 effective date.
  • 06/30/2025: Contract End Date (Corrected from 07/31/2025 in Amendment 1).
  • Deliverable 7b (Signed sheets/reimbursement documentation): Due January 30, 2025.

Next Steps

  • JCPH Management recommends BOCC approval for Amendment 2.

Sources

  • Pinky Mingo - Environmental Public Health and Water Quality Director
  • Tami Pokorny - Natural Resources Program Coordinator / JCPH
  • WDFW (Contractor/Agency)
  • Chris Waldbillig - WDFW MRC Coordinator
  • Jeffrey Hugdahl - Contracts & Purchasing Manager, WDFW (Signed 11/08/2024)

Change Order No. 4, Port Hadlock Sewer Project (Duplicate Entry)

Topic Summary

This is a duplicate of a previously summarized agenda item. Please refer to "Change Order No. 4 for Port Hadlock Low Pressure Sewer Collection System (Phase 3)" for details.

Key Points

  • Change Order No. 4 increases the cost by $166,076.02 and extends the time by 9 days.
  • Scope includes increased price for odor control/air vac assembly and addition of two new LPS lines (6-inch and 2-inch) to serve properties near Cedar Ave/Mason St. and Burgers Landing/Stachworks/Better Buds.
  • Funded 100% by Department of Commerce and Department of Ecology combined funding.

Financials

  • Estimated Net Change Total: $166,076.02.
  • New Contract Total: $5,275,692.52.

Alternatives

  • None specified.

Community Input

  • None specified.

Timeline

  • Contract time changed from 184 days to 193 days (9-day addition).

Next Steps

  • Authorization of Change Order No. 4.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • Samantha Harper, P.E. - Project Manager
  • Seton Construction (Contractor)

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