HomeMy WebLinkAbout2018-05-29-minutes-public-works-study-sessionKITTITAS COUNTY COMMISSIONERS
Public Works Study Session
Special Meeting
Tuesday May 29, 2018 -1:30 PM
Commissioners' Auditorium
205 West 5th Room 109 - Ellensburg
1. Call to Order
2. Request to Approve a Resolution to Award the 2018 Annual Paint Stripe Program Contract.
3. Request to Approve a Resolution to Ratify the Chair's Signature on the Local Agency
Federal Aid Project Prospectus for the University Way Bridge #88341 Repair Project.
4. Request to Approve a Resolution to Adopt Monthly Equipment Rental Rates in Fund 501.
5. Request to Approve a Resolution to Adopt Council of Governments Fund 108 Policies.
6. Request to Approve a Resolution to Authorize Notice of Award Letters for 2018-2020
Surface Transportation Block Grant Recipients.
7. Hyak Roadways Discussion.
8. Other business
9. Adjourn
Created on 5/25/2048 8:22:49 AM
KITTITAS COUNTY
PUBLIC WORKS STUDY SESSION MINUTES
COMMISSIONERS" AUDITORIUM, 205 WEST 5TH ROOM 109 - ELLENSBURG
Special Meeting
TUESDAY 1:30 PM May 29, 2018
Board members present: Chairman Laura Osiadacz; Vice -Chairman
Obie O'Brien
Others: Mark Cook, Sara Folk, Candie Leader, Public Works; Dan
Carlson, Calvana Carper, Community Development Services; Kayla
Bonar, Daily Record; Eight(8)members of the public
REQUEST TO APPROVE A RESOLUTION TO AWARD THE 2018 ANNUAL PAINT
STRIPE PROGRAM CONTRACT
At 1:48 pm Chairman Laura Osiadacz opened the Public Works Study
Session. Mark Cook requested to add two items to the agenda
under Other Business - Temporary Flaggers and Upper County Truck
Route Restrictions.
Mark Cook introduced Sara Folk to present the resolution to
award the 2018 Annual Paint Stripe Program. Sara Folk stated
that Public Works had received two bids. One bid was deemed to
be unresponsive due to the bid being unsigned. Sara Folk
continued that the low bidder was Stripe Rite and the amount was
two percent (21k) below the engineer's estimate. Chairman
Osiadacz called for a motion. Commissioner O'Brien made a
motion to approve Resolution No. 2018-084 awarding the 2018
Annual Paint Stripe Program Contract. Chairman Osiadacz
seconded the motion with discussion. Motion passed.
REQUEST TO APPROVE A RESOLUTION TO RATIFY THE CHAIR'S SIGNATURE
ON THE LOCAL AGENCY FEDERAL AID PROJECT PROSPECTUS FOR THE
UNIVERSITY WAY BRIDGE #88341 REPAIR PROJECT
Sara Folk stated that the over the past year Public Works has
been working on getting the repairs scheduled for the University
Way Bridge. Sara Folk continued that once the repairs are made
this section of roadway will be annexed into the City of
Ellensburg. Sara Folk added that due to the tight timelines of
getting the project out to bid and for funding, staff secured
the Chair's signature on the Local Agency Federal Aid Project
Prospectus and this resolution will ratify that signature.
Chairman Osiadacz called for a motion. Commissioner O'Brien
2018-05-29 MINUTES
made a motion to approve Resolution 2018-085 Ratifying the
Chair's Signature on the Local Agency Federal Aid Project
Prospectus for the University Way Bridge #88341 Repair Project.
Chairman Osiadacz seconded the motion with discussion. Motion
passed.
REQUEST TO APPROVE A RESOLUTION TO ADOPT MONTHLY EQUIPMENT
RENTAL RATES IN FUND 501
Mark Cook stated that in the 2015-2016 budget cycle Public Works
committed to evaluating the equipment rental rates and staff has
completed that task. Mark Cook continued that rates should be
adopted annually and would like to have the rates approved now
instead of waiting for the 2019 budget cycle. Mark Cook added
that the new rates will produce a savings of around $500,000 a
year to the maintenance fund and beginning June 1st, the road
crews can produce their time electronically for the first time.
Discussion was held. Chairman Osiadacz called for a motion.
Commissioner O'Brien made a motion to approve Resolution 2018-
086 to Adopt Monthly Rental Rates in Fund 501. Chairman
Osiadacz seconded the motion, commenting that she is pleased
with staff's efforts on this task. Motion passed.
REQUEST TO APPROVE A RESOLUTION TO ADOPT COUNCIL OF GOVERNMENTS
FUND 108 POLICIES
Mark Cook stated that over the winter he worked with the Council
of Governments (COG) to review the process for awarding funds
for qualified projects through the Public Facilities Fund. Mark
Cook added that the process and policies were updated with COG's
approval and the information was discussed in a previous study
session with the Board of County Commissioners (BOCC). Mark
Cook continued that he did not receive any comments for changes
to the presented updates and is now asking for approval so the
applications can be sent out for solicitation. Discussion was
held. Chairman Osiadacz called for a motion. Commissioner
O'Brien made a motion to approve Resolution 2018-087 to Adopt
Council of Governments Fund 108 Policies. Chairman Osiadacz
seconded the motion and thanked Mark Cook for his work with COG
on this matter. Motion passed.
2018-05-29 MINUTES
REQUEST TO APPROVE A RESOLUTION TO AUTHORIZE NOTICE OF AWARD
LETTERS FOR 20182020 SURFACE TRANSPORTATION BLOCK GRANT
RECIPIENTS
Mark Cook gave background on the Surface Transportation Block
Grant (STBG) process and stated that in a previous study session
had asked for approval to send out award letters. Mark Cook
continued that staff thought that the projects were ahead of
schedule, however, after Sara Folk attended a recent meeting
with Washington State Department of Transportation (WSDOT) it
was discovered that the process was actually behind schedule and
was at risk at losing funds for projects. Mark Cook stated that
staff came up with a solution, met with the subcommittee for
STBG and was able to find additional projects to utilize the
funding that was at risk. Discussion was held. Chairman
Osiadacz called for a motion. Commissioner O'Brien made a
motion to approve Resolution 2018-088 to Authorize Notice of
Award Letters for 2018-2020 Surface Transportation. Block Grant
Recipients. Chairman Osiadacz seconded the motion.
Commissioner O'Brien thanked staff for their efforts. Motion
passed.
OTHER BUSINESS:
Other business was discussed prior to the Hyak Roadways
discussion.
TEMPORARY FLAGGERS
Mark Cook stated that in 2018 the department added a new
position of Engineering Technician in Training (EIT) and the
organizational chart was updated. Mark Cook continued that in
the organizational chart the number of temporary flaggers was
shown as two (2) instead of the five (5) that were needed. Mark
Cook added that with the EIT position not being filled at this
time, the salary amount for that position could fund the
additional three (3) temporary flagger positions. Discussion
was held. Staff was directed to move forward and work with
Human Resources to complete the process of hiring the additional
temporary flaggers.
UPPER COUNTY TRUCK ROUTE RESTRICTIONS
Mark Cook reported on complaints regarding the traffic in upper
county, along the restricted truck route that was put into
effect last month. Mark Cook stated that the message boards
that were deployed did not help with the traffic and there was
2018-05-29 MINUTES
an accident in the area as well. Mark Cook added that it is
time to explore long term options, which could include placing
ecology blocks, construct a dead end on Nelson Siding Road or
tolling, however, fire life safety is an issue as well. Mark
Cook continued that Washington State Department of
Transportation is unwilling to do another ramp closure and the
county's road network is not designed to accommodate this volume
and type of traffic. Chairman Osiadacz commented that the
traffic is an every weekend occurrence not just on weekends and
the amount of people coming into the area is increasing with the
Nelson Siding route becoming a corridor for traffic. Chairman
Osiadacz suggested a community meeting be set up in upper county
with staff to discuss the issue with area residents. Discussion
was held. Staff will schedule the meeting as requested.
HYAK ROADWAYS DISCUSSION
Mark Cook gave background on previous discussions with the Board
of County Commissioners regarding the road network at Hyak.
Mark Cook stated that at the last study session he presented
information on options to be considered, however, there was no
interest by the Board of County Commissioners or the residents
to pursue those. Mark Cook continued that he did solicit legal
for an opinion on donations for maintenance but had not received
a response to report on at this meeting. Discussion was held.
Two (2) members of the public commented on the issue.
Meeting adjourned at 2:38 pm.
2018-05-29 MINUTES
KITTITAS, COUN'T'Y COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
Laura Osiadacz, Chairman
BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION NO.
TO AWARD THE CONTRACT FOR
THE 2018 ANNUAL PAINT STRIPE PROGRAM
AND AUTHORIZE THE PUBLIC WORKS DIRECTOR TO EXECUTE SAME
WHEREAS: The Department of Public Works solicited bids for the 2018 Annual Paint
Stripe Program in accordance with RCW 39.04.155 Small Works Roster
Contract Procedures; and
WHEREAS: Sealed bids were opened on May 23, 2018 at 10:00 a.m. in the Kittitas
County Permit Center, Department of Public Works, 411 N. Ruby Street,
Suite 1, Ellensburg, Washington; and
WHEREAS: Two (2) bids were received for the prescribed work. The Director of
Public Works recommends the lowest responsive bid from Stripe Rite Inc.,
of $246,121.70 be accepted; and
NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in
the best interest of the public, does hereby award the contract for the 2018
Annual Paint Stripe Program in the amount of $246,121.70.
BE IT FURTHER RESOLVED that the Director for the Department of Public Works is
authorized to sign the contract documents for said project.
DATED on this 29th day of May, 2018, at Ellensburg, Washington.
Attest:
Clerk of the Board- Julie Kjorsvik
cC UIN r y",�'%ice
DeT ihi� rk of the Board- Mandy Buchholz
nHIN,GT,n�"��0
BOARD OF COUNTY
COMMISSIONERS
KITTITAS COUNTY,
Obie O'Brien, Vice -Chairman
ASSENT
Paul Jewell, Commissioner
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BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION NO. 2018 -
TO RATIFY THE CYLkH MAN'S SIGNATURE ON THE LOCAL AGENCY FEDERAL
AID PROJECT PROSPECTUS FOR THE UNIVERISTY WAY BRIDGE #88341 REPAIR
PROJECT
WHEREAS: The University Way Bridge over BNSF railroad tracks has spalling, delaminated
concrete and exposed corroded reinforcing steel in the girders and crossbeams, as
well as settlement at the bridge approaches; and
WHEREAS: Public Works has been awarded federal funding through the Surface
Transportation Block Grant program in the amount of $129,750 for a contract to
repair these deficiencies; and
WHEREAS: In preparation to advertise the project for construction in June of 2018, Public
Works is requesting the Washington State Department of Transportation to
release funds for construction; and
WHEREAS: A Local Agency Federal Aid Project Prospectus must be executed by the Chair
acknowledging the project has been reviewed and is consistent with the agency's
comprehensive plan for community development; and
WHEREAS: Public Works staff secured the Chairman's signature on the Reimbursable
Agreement on May 23`d, 2018 allowing the project to stay on schedule; and
NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best
interest of the public, does hereby ratify the Chairman's signature on the Local
Agency Federal Aid Project Prospectus for the University Way Bridge #88341
Repair Project.
DATED on this 29th day of May, 2018, at Ellensburg, Washington.
A est:
Clerk of the Board- Julie Kjorsvik
\,``,�lltil4lllf111f1!!
C o urlr�''%,,
the Board- Mandy Buchholz
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BOARD OF COUNTY
COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
ABSENT
Paul Jewell, Commissioner
BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION NO. 2018
ADOPTING MONTHLY RENTAL RATES FOR THE EQUIPMENT RENTAL AND
REPLACEMENT FUND (501)
WHEREAS: Kittitas County Public Works is required to establish an equipment rental and
replacement fund pursuant to Revised Code of Washington 36.33A.010; and
WHEREAS: The basis of equipment rental is currently allocated on an hourly basis; and
WHEREAS: Kittitas County Public Works desires setting equipment rental rates on a monthly
basis rather than the current hourly basis; and
NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the
best interest of the public, does hereby adopt monthly equipment rental rates within Fund 501.
DATED this 29th day of May, 2018, at Ellensburg, Washington.
Attest:
Clerk of the Board- Julie Kjorsvik
1IS11111(/�r
+/,4,Zlerk of the Board- Mandy Buchholz
C: *t _
BOARD OF COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
L , Chairman
Obie O'Brien, Vice -Chairman
ABSENT
Paul Jewell, Commissioner
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BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION NO. 2018 -
ADOPTING COUNCIL OF GOVERNMENT FUND 108 POLICIES
WHEREAS: The Kittitas County Board of County Commissioners (BOCC) oversees funding
allocation of Distressed Counties Fund 108; and
WHEREAS: Annually the Kittitas County Council of Governments (COG) solicits
membership for potential infra -structure and economic development proposals
making funding recommendations to the Board of County Commissioners; and
WHEREAS: Public Works (PW) has completed a review of the Fund 108 solicitation, award
and project management processes within the Fund by creating Fund 108 policies;
and
WHEREAS: The COG has adopted Fund 108 policies created by PW and said policies are now
ready for BOCC adoption; and
NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the
best interest of the public, does hereby adopt Fund 108 Policies as adopted by the COG.
DATED this 29th day of May, 2018, at Ellensburg, Washington.
Attest:
ZZ Clerk of the Board- Julie Kjorsvik
erk of the Board- Mandy Buchholz
C� .
C�ylr;"It1 WASN1�,,,,,.
BOARD OF COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
L is a Osl&iFez, Chairman
Obie O'Brien, Vice -Chairman
ABSENT
Paul Jewell, Commissioner
Public Facilities
Master List of Policies
05-09-2018
2098-01 Project Award Process
2018-02 Project Review and Award Timelines
2018-03 Public Facility Grant Application Forms
2018-04 Public Facility Grant Matching Requirements
2018-05 Project Fund Banking
2018-06 Repurposed Funding
2018-07 Financial Reporting Requirements
2018-08 Annual Fund Reserves and Allocation
KITTITAS COUNTY CONFERENCE OF GOVERNMENTS
PUBLIC FACILITIES FUND
POLICY NUMBER: 2018-01
POLICY TITLE: Project Award Process
NARRATIVE:
Following annual receipt of distressed county funds from the State of Washington, the
Board of County Commissioners (BOCC) determines the amount of money that is
available to the Conference of Governments supporting the Public Facilities Fund Public
Infrastructure funding program. The BOCC then solicits the Conference of
Governments (COG) for prospective projects utilizing forms provided by the Kittitas
County Department of Public Works (DPW). The BOCC submits project forms along
with all other COG members.
Prospective projects are submitted to the COG and reviewed by COG members_ Rating
criterion is applied and each prospective project is evaluated for adherence to the
criterion, Project proponents are allowed a project presentation not exceeding ten (10)
minutes in duration. Once all prospective projects are scored, the Kittitas County
Department of Public Works compiles project score sheets and produces a draft
summary of scoring results for COG final evaluation. COG reserves the right to make
final adjustments creating a preferred list of projects for BOCC consideration. The final
list is created by a COG membership vote and is based on simple majority of the
membership present during voting. The BOCC, having received the preferred funding
list from the COG, takes separate and final action developing the annual project list for
funding.
Following BOCC funding action, the DPW creates contracts for all funding recipients.
Funding becomes available to all recipients on January Is' of the following year.
Recipients may "spend ahead" on an awarded project at their own expense prior to
January1$'. Reimbursement for "spending ahead" maybe submitted on or after
January 1$' of the aware! year. Recipients may submit requests for cost recovery on a
monthly basis until such time that project funding is expensed or a period of three years
terminates the funding. Any terminated funding retums to the Public Facilities Fund and
may be re -allocated by the COG at their discretion; subject to final BOCC approval.
RELATED POLICIES:
• 201 M2
Project Review and Award Timelines
.- 2018-03
Public Facility Grant Application Forms
2018-04
Public Facility Grant Matching Requirements
2018-05
Project Fund Banking
• 2018-06
Repurposed Funding
• 2018-07
Financial Reporting Requirements
• 2018-08
Annual Fund Reserves and Allocation
ADOPTION DATE: 5 - d- r oL g
REVISION DATE:
APPROVAL ;AS.
�r
W�
_.
il Dim
ABSENT
Commission DistrictO'
Conference of Government Chair
KITTITAS COUNTY CONFERENCE OF GOVERNMENTS
PUBLIC FACILITIES FUND
POLICY NUMBER: 2018-02
POLICY TITLE: Project Review and Award Timelines
NARRATIVE:
Public Facility reimbursement grants are reviewed by the Conference of Governments
(COG) for adherence to the following seven -(7) criterion:
1. Project match (minimum of 10 percent is required)
2. Ability encouraging economic development
3. Project is consistent with local development plans
4. Degree to which the project meets public benefit
5. Demonstrated need for Board of County Commissioners (BOCC) funding
(lack of other alternative funding)
6. Construction ready
7. Jobs created or retained.
The following weight is applied to each criterion as follows:
1: 10% match =10 points
10.1 - 23.5% match = 12 points
23.6 - 33.5% match = 13 points
33.6 — 38.5% match = 14 points
Over 38.6% = 15 points
2: Encourages economic development. Yes or No (10 points)
3: Meets economic development plans
Locally consistent = 5 points
Approved in community comprehensive plan = 5 points
Identified in regional plan = 5 points
4: Public benefit derived
Low = 5 points
Medium = 10 points
High -- 15 points
5: Project funding support
Single partner = 4 points
Two partners = 8 points
Three or more partners 12 points
6: Construction ready
Permit in hand = 20 points
Design complete = 10 points
7: Project Jobs created
0-5 jobs = 5 points
6 or more jobs = 10 points
The maximum attainable score is 100 points in any combination of criterion.
Once COG members complete project scoring sheets, the sheets are provided to the
Kittitas County Department of Public Works (DPW) for compilation of results. DPW
returns to the COG and presents scoring results. The COG then makes final
adjustments to its funding proposal and directs DPW present the final COG funding plan
to the BOCC.
The general timeline for Public Facilities Fund project awards are as follows:
• Call for projects -- mid April
Deadline for project submittals — mid June
• COG funding recommendation — early September
• BOCC funding action -- mid October
• Funds available —,January 1
RELATED POLICIES:
• 2018-03 Public Facility Grant Application Forms
• 2018-04 Public Facility Grant Matching Requirements
2018-05 Project Fund Banking
2018-06 Repurposed Funding
2018-07 Financial Reporting Requirements
Al2OPTION DATE:
REVISION DATE:
APPROVALS:
Commission District "I
ABSEi
Commission District 3
Zag
nference of Governments Chair
KITTITAS COUNTY CONFERENCE OF GOVERNMENTS
PUBLIC FACILITIES FUND
POLICY NUMBER: 2018-03
POLICY TITLE: Public Facility Grant Application Forms
NARRATIVE:
Kittitas County Department of Public Works provides Public Facility Grant Application
forms for each grant applicant. The forms are standardized and are made available to
grant applicants upon request (attached as Exhibit 1). Grant project financial reporting
forms are also provided by Kittitas County and are provided at the time of grant contract
execution (attached as Exhibit 2). A sample grant agreement is provided and is
attached as Exhibit 3. Only the documents provided by Kittitas County Department of
Public Works (Exhibits 1, 2 and 3) shall be used supporting grant awards.
RELATED POLICIES:
2018-01 Project Award Process
2018-02 Project Review and Award Timelines
2018-07 Financial Reporting Requirements
ADOPTION DATE: _ 5
REVISION DATE:
APPROVALS:
Commission District 7
ti istrict 2
ABSENT
Commission District 3
A J <)/ �
Conference of Governments Chair
EXHIBIT 1: GRANT APPLICATION FORMS
Kittitas County
Distressed County Sales and Use Tag Grant Application,
Guidelines & Instructions
Deadline:
Return completed application by 5:00 PK
Return To:
Kittitas County Department of Public Works
411 North Ruby Street, Suite # 1
Ellensburg, Washington 98926
The Kittitas County Public Facilities Fund solicits applications from various entities within
the County. To assist applicants completing successful grant applications, the Council of
Governments has created policies that are available to all applicants upon request. These
policies reside within the Public Works Department (509) 962-7523.
Section 1— Sales and Use Tax Funds
Current Washington State law authorizes the legislative authority of a rural county to impose a sale and use
tax in accordance with the terms of chapter 82, Revised Code of Washington (RCW). In Kittitas County,
according to RCW 82.14370, the rate ofthe tax shall not exceed .09 percent ofthe selling price in the case
of a sales tax or the value of the article used in the case of a use tax. The tax imposed is deducted from the
amount of tax otherwise required to be collected or paid over to the department of revenue under chapter
$2.08 or 82.12 RCW.
Kittitas County has authorized this tax and compiles the funds annually for distribution throughout the
county to qualifying organizations in the form of reimbursable grants. Most applications are considered
during an annual grant application process, in some cases, applications may be considered outside of the
regularly -scheduled annual process.
For consideration during the annual grant process, applications must be completed in full and submitted by
the 5:00 PM due date on the application materials to the Department of Public Works. Incomplete and/or
late applications will not be considered. Applications may not be changed or amended by the applicant after
the deadline for submission.
Permissible Uses According to Law
Funds awarded as reimbursable grants under this process may be used for the following:
1. To finance public facilities serving economic development purposes.
2. To finance personnel in economic development offices.
According to RCW 82.14.370, in order to qualify for financing the public facility must be listed as an item in
the officially adopted county overall economic development plan, or the economic development section of
the county's comprehensive plan, or the comprehensive plan of a city or town located within the county.
"Public facilities" means bridges, roads, domestic and industrial water facilities, sanitary sewer facilities,
earth stabilization, storm sewer facilities, railroad, electricity, natural gas, buildings, structures,
telecommunications infrastructure, and port facilities in the state of Washington.
"Economic development purposes" means those purposes which facilitate the creation or retention of
businesses and jobs in a county.
"Economic development office" means an office of a county, port districts, or an associate development
organization as defined. in RCW 43.330.010 which promotes economic development purposes within the
county.
Funds Availability
All funds awarded under this program will be available in the form of reimbursable grants. The funds will
be available for reimbursement beginning January 1" of the calendar year following the award notification,
unless otherwise allowed by the Kittitas County Board of Commissioners. The award process is defined in
COG policy 2018-01.
Funds Availability
All funds awarded under this program will be available in the form of reimbursable grants. The funds will
be available for reimbursement beginning January I' of the calendar year following the award notification,
unless otherwise allowed by the Kittitas County Board of Commissioners.
Kittitas County recognizes that some projects may be large and complex, requiring multiple funding sources
and years to complete. In that regard, awarded funds will remain available for reimbursement for a period of
two years following the award notification. Any unexpended funds will be returned to the Distressed County
Sales and Use Tax Grant Fund and made available for future applications. Formal requests for extension of
the two-year deadline for reimbursement may be made in writing to the Kittitas County Board of
Commissioners (BOCC). The BOCC has final say on all extension requests.
All reimbursement requests must be submitted to the Kittitas County Department of Public Works for
payment.
2
Review Process
The county is required to consult with all cities, towns, and pork districts located within the county and the
associate development organization serving the county to ensure that any expenditures of these funds meets
the goals of chapter 130, Laws of 2004 and the requitements of RCW 82.14370. To comply with this
requirement, the county will seek the assistance of the Council of Governments (COG). The COG is
comprised of two representatives from each municipality within Kittitas County, including Roslyn, South
Cle Elum, Cle Elucn, Ellensburg, Kittitas, and Kittitas County.
The Council of Governments (COG) will review all applications and score them based on the information
provided by the applicant and the Project Rating Criteria as presented in the application. The COG will then
make funding recommendations to the Kittitas County BOCC. The review and award process is defined in
COG policy 2019-02.
All applicants will be notified as to the date and time of review of their application by the COG. All
applicants will be given the opportunity to present their application to the COG and answer questions.
The BOCC will consider recommendations for grant awards by the COG at a later date. The BOCC will
make all grant awards. The decision of the BOCC is considered finaI.
Section 2—Applicadon Instrucdons
Grant applicants shall follow the instructions below in preparing their proposal.
• Complete the supplied application forms using a computer. No hand written forms.
• Do not use graphics or formatting embellishments beyond those within the application,
Answer each question and sub -question individually in each section.
0 Leave in the question and directions. This way we will be sure of the question you are answering,
and it will also facilitate easy review for the Council of Governments (COG).
• Use single spaced 12 point Tinges New Roman or similar font.
• Make certain you are answering the questions. For instance, if the question asks "how," please
answer how, not whether or when.
Please also include the following:
A detailed 8 V2" x 1 I" vicinity map that clearly shows the project.
A signature from the local/regional economic development organization supporting the project.
Any other information pertinent to the application you would like the COG to consider.
Applications are due by 5:00 PM, June at the Kittitas County Department of Public Works
Office. You will be notified that your application has been received and accepted by the COG.
Kittitas County Department of Public Works
Distressed County Sales and Use Tax Grant Fund
411 North Ruby Street, Suite 1
Ellensburg, WA 98926
Please submit 1 original and 12 copies of the entire application (13 totem.
Note: Incomplete applications will be rejected.
Question Instructions
Applicant Information (mere 1 of the avnlication): Please fill in all areas completely. The applicant is the
agency requesting funding. The contact Mame will be considered the leader of the project for the applicant
agency. The contact should also be the individual who will present the project and will be available for
questions from the COG.
Applicant Thresholds (nage 1 of the aapUcrMIgn): Your project must meet each of these requirements to
be considered. Please check each box and include the necessary documentation with your application. If
your project does not meet all of the listed requirements and/or your application does not include the
necessary documentation to support your claims, it will not be considered for funding.
Project Budget (name of the aapIication): The top line (Distressed County Funds Requested) is to list
how much funding you are asking the COG to consider awarding your project. The columns to the right then
ask you to include the specific breakdown as to how and in what phase or phases (if a construction project)
the money will be utilized. Please be as accurate as possible.
The following lines and columns are for other funding sourcEs you have secured or for which you have
applied. Again, please be as accurate as possible and fill in the final column for each signifying the status of
the funding source (whether or not the funding has been secured).
The "Project Total" line is for the total cost of the project the application represents. The sum of all the
funding sources Iines should accurately add to the figure listed here. Additionally, please also accurately
include the breakdown for phases listed to the right; again making sure the sums of the previous columns are
equal to the amount placed on each line.
Distressed County Fnnd Matching Ratio fnaee 2 of the application): This line is to show what
percentage of the total project budget the applicant is providing in local funding. For instance, if the total
project budget is $100,000 and the application is for $50,000 with combined other funding sources of
another $50,000 and the local funding source component is $20,000, the Ratio would be 20%.
A simple equation to answer this question from the Project Budget is:
(Local Government + Other (if a local funding source)) / Project Total =
Distressed County Fund Matching Ratio (converted to a percentage)
ProiectNarrative (starts on nage 3 of the amlication): Please answer each question and sub -question
completely. Incomplete applications will not be considered for funding. You may attach additional
information necessary to answer the questions as needed.
Special Instructions: Plane review the following instructions as listed below for specific
question in the Project Narrative.
Question 6: Please attach the pertinent sections of the agency's plans as listed with which the
application is consistent.
Question 9: Please attach a copy of any feasibility or predevelopment studies.
Ouestion 11: You must include the key assumptions (if any) and their justifications, methodology,
and calculations upon which your businesses created/retained estimate is based. Simply providing a
number or approximate number will not be considered a complete answer and will result in your
application being rejected from consideration.
4
Question 12: You must include the key assumptions (if any) and their justifications, methodology,
and calculations upon which your jobs createdlretained estimate is based. Simply providing a
number or approximate number will not be considered a complete answer and will result in your
application being rejected from consideration.
Potential Example Answer for Question 12:
We have completed a survey of local contractors likely to bid on a project such as this. Ourresults
(data provided as attachment) shown that due to current economic conditions, a greater supply for
building services necessary for this project exists in the local market than demand for those services.
As a result, most of those surveyed indicate lower levels of employment than in the past, including
reducing workforce levels up to 50% and/or intermittent work with extended periods of temporary
layoffs due to lack of work
A project this size, according to our estimates (data provided as attachment) will require (X) skilled
construction laborers for approximately (Xperiod of time), (X) subcontractors employing (X)
laborers for approximately (X period of time), and well as (X) support staff (administrative, clerical,
management) for (Xperlod time). 77w agency will also be employing a halftime project manager to
oversee the project.
Most studies (two examples attached) believe that Washington State's building industry is only
beginning to recover and may never reach employment levels previously seen. Keeping that in mind
and being conservative while taking into account the current economic environment of Upper Kittitas
County and especially the depressed construction industry, we estimate at least (x) jobs will be
retained for at least (Ag months (the term of the construction phase of the project). In addition, as the
agency does not currently employ a qual fled project manager, at least one part-time professional jab
will be created for the same period
This, of course does not consider any impact to other local suppliers and supporting businesses
which will certainly provide services for this project as well as those who are directly employed as a
result of the project.
Kittitas County
Department of Public Works
DISTRESSED COUNTY SALES AND USE TAX INFRASTRUCTURE
IMPROVEMENT PROGRAM APPLICATION
The Distressed County Sales and Use Tax Infrastructure improvement Program supports
Improvements to infrastructure systems that foster economic development in Klttltas County. The
goal is to create economic opportunity through Infrastructure Investment,
APPLICANT INFORMATION
Applicant:
Contact Name:
Address:
Address:
City: WA Zip:
Telephone: FAX;
E-mail Address:
Project location:
Project Title;
Jurisdiction Population:
APPLICATION THRESHOLDS
Applicant Requirement:
Check -off:
❑ 1. The project Is Improvement to an infrastructure system(s) linked to economic development
❑ Z. A detailed 8 % X 11" vicinity map that clearly shows the project is Included in the
application package.
❑ 3. Distressed County funds are not being substituted for other funds that are already secured.
❑ 4. The project involves traditional improvements, Instead of "non traditional" improvements
eligible for "Enhancement" funding
❑ S. Applicant has submitted only one application this round.
❑ S. The locallreglonal economic development organization has been lnformed of the project.
6
PROJECT BUDGET
Funding
Sources
Distressed County Funds Requested:
Other
Federal:$
state:$
LOW]
Government$
Private:$
*Other.$
Project Total:
01stressed County Fund Matching Ratio:
Vleme explain other type of Funding: _ _
Preliminary
Right of Way
Construction
Project Is Funding
C P Engineering
Phase
Phase
Total Secured —Y
Phase
or N?
$
S
$
g
$
S
$
#
#
S
$
$
$
$
$
I
$
#
$
$
7
PROJECT NARRATIVE
t. Project Description: Describe the scope of work. Indicate the majorwork involved, Including a brief
comparison of existing and proposed conditions.
2. Explain the specific Infrastructure Issues the project addresses and how they are linked to economic
development improvements.
2. Preliminary Engineering Phase:
Estimated Start Date:
Estimated End Date:
Please explain phase status (work already completed, In progress, awaiting funding, etc., and factors that
may slow phase progresej.
4. Right of Way Phase:
Estimated Start Date:
Is It Required?
Estimated End Date:
Yes No
Please explain phase status (work already completed, in progress, awaiting funding, etc., and factors that
may slow phase progress).
S. Construction Phase:
Estimated Start Date: Estimated End Date:
Please explain phase status (work already completed, in progress, awaiting funding, etc., and factors that
may slow phase progress).
B. Indicate If the project is consistent with the following applicable state, regional and local plans and
prioritization processes:
❑ Overall Economic Development Plan - Officially Adopted
❑ Comprehensive Land Use Plan - Officially Adopted
❑ Capital Facility Plan - Officially Adopted
❑ Community Action Pian (or other community-based plan) - Officially Adopted
❑ Six Year Transportation Improvement Plan - Officially Adopted
❑ Sits -specific development plans; e.g., Community Master Plan - Officially Adopted
❑ Other
7. Explain how this infrastructure project has been coordinated, orwlll be coordinated with other
jurisdictions, such as counties, cities, stataf edaral agencies, and with %economic development
organizations during planning, design, financing, construction and/or operations phases.
8. Explain how the infrastructure project will help meet the economic development goals of your community
andlor region. If this project is not done. will the anticipated private development still take place?
9. Describe any feasibility or predeveiopment studies that demonstrate the linkage between the proposed
Distressed County infrastructure Improvements and the anticipated economic outcomes.
10. Indicate if other needed Infrastructure (e.g., sewer, wafter, power) Is in place or If there is a plan for getting
It in place.
11. Indicate the Estimated Number of Businesses Created/Retained by the Project.
12. Indicated the Estimated Number of Jobs Created/Retained by the Project.
Submit the original application to:
Kittitas County Department of Public Works
411 N. Ruby, Suite #1
Ellensburg, WA 98926
10
Applicant Certification
CertifEcation is hereby given that the information provided is accurate and the applicable attachments are complete and
included as part of the application package.
I certify that application thresholds are met at the time of application.
Signature of Official Representative
Sponsoring Agency
(If Applicable)
Signature of Agency Representative
Typed or Printed Naive Date
Associate Economic Development Organization Notification
The organization listed below has received notification of this pro] act as demonstrated by the signature of the
organization's representative.
Name of Organization
Signature of Representative Date
Kittitas County Department of Public Works Conceptual Approval
Approval of the project feasibility, scope and estimated costs.
Signature of Kittitas County DPW Representative Date
Typed or Printed Name
11
KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS
DISTRESSED COUNTY INFRASTRUCTURE IMPROVEMENT PROGRAM
APPLICATION DUE DATES
FY 20
Distressed County Infrastructure Improvement Program, applications are initially due to Kiftitas
County Department of Public Works for conceptual approval of the infrastructure project.
Distressed County Infrastructure Improvement Program applicants are invited to appear at the
COG meeting when the project's criterion is reviewed.
APPLICATIONS DUE
20 Application Due Date
COG MEETING DATES
COG Meetings
June ..........................................July 24 COG SPECIAL MEETING
"Funding available January 1, 20
12
Kittitas County
Distressed County Sales and Use Tax Grant Application,
Guidelines & Instructions for
Economic Development Office Personnel
Deadline:
Return completed application by 5:00 PM, June
Return To:
Kittitas County Department of Public Works
411 North Ruby Street, Suite #1
Ellensburg, Washington 98926
The Kittitas County Public Facilities Fund solicits applications from various entities within the County. To
assist applicants completing successful grant applications, the Council of Governments has created policies
that are available to all applicants upon request. These policies reside within the Public Works Department
(509) 962-7523.
Section I — Sales and Use Tax Funds
Current Washington State law authorizes the legislative authority of a rural county to impose a sales and use
tax in accordance with the terms of chapter 82, Revised Code of Washington (RCW). In Kittitas County,
according to RCW 82.14.370, the rate of the tax shall not exceed .09 percent ofthe selling price in the case
of a sales tax or the value of the article used in the case of a use tax. The tax imposed is deducted from the
amount of tax otherwise required to be collected or paid over to the department of revenue under chapter
82.08 or 92.12 RCW,
Kittitas County has authorized this tax and compiles the fiords annually for distribution throughout the
county to qualifying organizations in the form of reimbursable grants. Most applications are considered
during an annual grant application process. In some cases, applications may be considered outside of the
regularly -scheduled annual process.
For consideration during the annual grant process, applications must be completed in full and submitted by
the 5:00 PM due date on the application materials to the Department of Public Works. Incomplete and/or
late applications will not be considered. Applications may not be changed or amended by the applicant after
the deadline for submission.
Permissible Uses According to Law
Funds awarded as reimbursable grants under this process may be used for the following:
1. To finance public facilities serving economic development purposes.
2. To finance personnel in economic development offices.
According to RC W 82.14,370, in order to qualify for financing the public facility must be listed as an item in
the officially adopted county overall economic development plan, or the economic development section of
the county's comprehensive pian, or the comprehensive plan of a city or town located within the county.
"Public facilities" means bridges, roads, domestic and industrial water facilities, sanitary sewer facilities,
earth stabilization, storm sewer facilities, railroad, electricity, natural gas, buildings, structures,
telecommunications infrastructure, and port facilities in the state of Washington.
"Economic development purposes" means those purposes which facilitate the creation or retention of
businesses and jobs in a county.
"Economic development office" means an office of county, port districts, or an associate development
organization as defined in RCW 43.330.010 which promotes economic development purposes within the
county.
Funds Availability
All funds awarded under this program will be available in the form of reimbursable grants. The finds will
be available for reimbursement beginning January 1' of the calendar year following the award notification,
unless otherwise allowed by the Kittitas County Board of Commissioners.
Kittitas County recognizes that some projects may be large and complex, requiring multiple funding sources
and years to complete. In that regard, awarded funds will remain available for reimbursement for a period of
two years following the award notification. Any unexpended funds will be returned to the Distressed County
Sales and Use Tax Grant Fund and made available for future applications. Formal requests for extension of
the two-year deadline for reimbursement may be made in writing to the Kittitas County Board of
Commissioners (BOCC). The BOCC has final say on all extension requests.
All reimbursement requests must be submitted to the Kittitas County Department of Public Works for
payment.
Review Process
The county is required to consult with all cities, towns, and port districts located within the county and the
associate development organization serving the county to ensure that any expenditures of these funds meets
the goals of chapter 130, Laws of 2004 and the requirements of RCW 82.14.370. To comply with this
requirement, the county will seek the assistance of the Council of Governments (COG). The COG is
comprised of two representatives from each municipality within Kittitas County, including Roslyn, South
Cie Elum, Cle Elurn, Ellensburg, Kittitas, and Kittitas County.
The Council of Governments (COG) will review all applications and score them based on the information
provided by the applicant and the Project Rating Criteria as presented in the application. The COG will then
make funding recommendations to the Kittitas County BOCC. The review and award process is defined in
COG policy 2018-02.
All applicants will be notified as to the date and time of review of their application by the COG. All
applicants will be given the opportunity to present their application to the COG and answer questions.
The BOCC will consider recommendations for grant awards by the COG at a later date. The BOCC will
make all grant awards. The decision of the BOCC is considered final.
Section 2 -Application Instrucdons
Chant applicants shall follow the instructions below in preparing their proposal.
• Complete the supplied application forms using a computer. No hand written forms.
• Do not use graphics or formatting embellishments beyond those within the application.
• Answer each question and sub -question individually in each section.
Leave in the question and directions. This way we will be sure of the question you are answering,
and it will also facilitate easy review for the Council of Governments (COG).
• Use single spaced 12 point Times New Roman or similar font.
• Make certain you are answering the questions. For instance, ifthe question asks "how," please
answer how, not whether or when.
Please also include the following:
A detailed 8 ys" x 11" vicinity map that clearly shows the project.
A signature from the local/regional economic development organization supporting the project.
Any other information pertinent to the application you would like the COG to consider.
Applications are due by 5:00 PM, June 15, 2016, at the l Uttitas County Department of
Public Works Office. You will be notified that your application has been received and
accepted by the COG.
Kittitas County Department of Public Works
Distressed County Sales and Use Tax Grant Fund
411 North Ruby Street, Suite 1
Ellensburg, SMA 9$926
Please submit 1 original and 12 copies of the entire application (13 total).
Note: Incomplete applications will be rejected.
Quesdon Instructions
Applicant Information (page 1 of the application): Please fill in all areas completely. The
applicant is the agency requesting funding. The contact name will be considered the leader of the project for
the applicant agency. The contact should also be the individual who will present the project and will be
available for questions from the COG.
ARRlicant Thresholds fipage 1 of the aBiplicatinn : Your project must meet each of these
requirements to be considered. Please check each box and include the necessary documentation with your
application. If your project does not meet all of the listed requirements and/or your application does not
include the necessary documentation to support your claims, it will not be considered for funding.
Proi ect Budget (Ragee 2 of the application): The top line (Distressed County Funds Requested) is
to list how much funding you are asking the COG to consider awarding your project.
The following lines and are for other fimding sources you have secured or for which you have applied.
Again, please be as accurate as possible and fill in the final column for each signifying the status of the
funding source (whether or not the funding has been secured). Make sure to include documentation that
funds have been applied for and/or awarded (grant applications, award letters, legislative resolutions, etc.).
The "Project Total" line is for the total cost of the project the application represents. The sum of all the
funding sources lines should accurately add to the figure listed here.
Distressed County Fund Matching Ratio a e 2 of thea lkation : This line is to show
what percentage of the total project budget the applicant is providing in local funding. For instance, if the
total project budget is $100,000 and the application is for $50,000 with combined other funding sources of
another $50,000 and the local funding source component is $20,000, the Ratio would be 20%.
A simple equation to answer this question from the Project Budget is:
(Local Government + Other (if a local funding source)) / Project Total
Distressed County Fund Matching Ratio (converted to a percentage)
Proiect NagAtive (starts on page 3 of the application) Please answer each question and sub -
question completely. Incomplete applications will not be considered for funding. You may attach additional
information necessary to answer the questions as needed.
4
Kittites County
Department of Public Works
DISTRESSED COUNTY SALES AND USE TAX APPLICATION FOR
ECONOMIC DEVELOPMENT OFFICE PERSONNEL
The distressed County Sales and Use Tax supports improvements to infrastructure systems that
foster economic development In Klttltas County as well as providing funding for personnel in
economic development offices. The goal is to create economic opportunity through local
Investment ..
APPLICANT INFORMATION
Applicant:
Contact Name:
Address:
Address:
City: WA Zip:
Telephone: FAX:
E -mall Address:
Office Location:
Funds Request:
APPLICATION TFMSIIOLDS
Jurisdiction Population:
Applicant Requirement:
Check -off:
❑ 1. The request is to provide funding for personnel In an economic development ofilce In
Kittites County.
❑ Z. Distressed County funds are not being s ubstituted for other funds that are already secured.
❑ 3. Applicant has submitted only one application this round.
❑ 4. The localfregional economic development organization has been Informed of this request.
5
Proposed Budget:
Funding Sources
Distressed County Funds Request:
*Other Funding Sources:
Federal (list sources):
State (list sources):
Local Government (list sources):
Other (list sources):
Project Total:
**Distressed County Fund Matching Ratio:
Amounts Funding Secured?
yes / no
yes / no
yes / no
yes / no
yes / no
*Note: You must include documentation for all other funding sources listed (i.e. grant
requests, award letter notifications, legislative resolutions, etc.).
**Note: Your Distressed County Fund matching ratio must beat least or greater than 13.5%
in order to qualify for funding consideration. The COG will not consider any requests which
do not provide at least 13.5% matching fiends from a local source.
PROJECT NARRATIVE
4. Request Description; Please describe the work this position will perform. Include a Job description and
any other pertinent information.
2. Is this a new position for you r organization? If so, plea me describe why this position is needed. if not,
why Is It a necessary for this fund to continue to support this position?
3. Will your organization be capable of supporting this position In the future without support from this fund?
Please describe your plan and include target dates for Implementation and completion. If no plan i6
currently in place andtor no plans are being made, please explain why.
4. Will this position serve the needs and/or interests of multiple Jurisdictions and/or organizations? Please
explain in detail.
5. What goals and deliverables have you set for this position? How will you measure success?
G. Indicate if the proposed position is consistentwlth the following applicable state, regional and local pians
and priorities for economic development. Please include the pertinent sections of the respective plan(s)
as justification. Please explain in detail how this position is compatible with the plan(s):
❑ Overall Economic Development Plan — Officially Adopted
❑ Community Action Plan (or other community-based pian) — Officially Adopted
0 Other,
7. How will this position meet the economic davelopment goals of the County and region?
B. Describe any research your organization has conducted which shows the need for this position. Please
include the data upon which your claims are based for our rev low.
Submit the original application to:
Kittitas County Department of Public Works
411 N. Ruby, Suite #1
Ellensburg, WA 98926
Applicant Certification
Certification is hereby given that the information provided is accurate and the applicable attachments are complete and
included as part of the application package.
I certify that application thresholds are met at the time of application.
Signature of Official Representative
Sponsoring Agency
(if Applicable)
Signature of Agency Representative
Typed or Printed Name
Date
Date
Date
Associate Economic Development Organization Notification
The organization listed below has received notification of this application as demonstrated by the signature of
the organization's representative.
Name of Organization
Signature of Representatilve
Kftdw County Department of Public Works Receipt of Application
Signature of Kittitas County DPW Representative
Typed or Printed dame
10
KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS
DISTRESSED COUNTY INFRASTRUCTURE IMPROVEMENT PROGRAM
APPLICATION DUE DATES
FY 2018
Distressed County Sales and Use Tax Application for Economic Development Office Personnel:
Applicants are invited to appear at the COG meeting when the project's criteria is reviewed.
APPLICATIONS DUE
2018 Application due _Date
COG MEETING DATES
COG Meetinas
June 15, 2017.......................................July 2017 COG SPECIAL MEETING
'Funding available January 1, 2018
m
EXHIBIT 2: FINANCIAL REPORTING FORMS
PROJECT STATUS REPORT FORM
KITTITAS COUNTY/COUNCIL OF GOVERNMENTS PUBLIC FACILITY
FUND GRANT QUARTERLY REPORT
RANT RECIPIENT -
FEDERAL ID NUMBER:
PROJECT NAME:
REPORT SURNMAL DATE:
GRANT AWARD DATE;
RQTIAL PROJECT COMPLETION DATE:
REPORT QUARTER fl. 2.3 OR 4 Chose one:
ACTIVITIES COMPLETED THIS QUARTER:
MILESTONE ACTIVITIES REMAINING a ro'ect m1camM left to cgmD-10p):
ESTIMATED PROJECT COMPLETION BATE (Please note am+ changes from previous gliarterlx
revarLs):
SUBM 17ED BY:
(Authorized Representative)
411 N. Ruby St, Suite #1 TEL (509) 982-7523
Ellensburg, WA 98926 FAX (509) 962-7663
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EXHIBIT 3: SAMPLE CONTRACT
20 DISTRESSED COUNTY SALES AND USE TAX INFRASTRUCTURE
IMPROVEMENT PROGRAM AGREEMENT
BETWEEN KITTiTAS COUNTY AND THE CITY OF CLE ELUM
This Contract, dated , 20_ is made and entered into by and
between KITTITAS COUNTY ('County', a subdivision of the State of Washington, and
("f=unding Recipient").
WHEREAS, the purpose of this Agreement is to provide for public facility
construction and foster economic development opportunities within Kittitas County;
NOW THEREFORE, in consideration of the terms and conditions contained herein,
or attached and incorporated and made a part hereof, the County and the Funding
Recipient mutually agree as follows:
SWIM 1. Scow of Work.
a. Funding Recipient shall provide the services and staff described in its Application
for Funds submitted to the Council of Governments, attached hereto as Exhibit °A"
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Funding Recipient shall
furnish the following as required to perform the services, described in Paragraph (a)
above, in accordance with this Agreement: Personnel, labor and supervision;
technical, professional and other services, All such services, properly and other
items furnished or required to be furnished, together with all other obligations
performed, or required to be performed, by Funding Recipient under this Agreement
are collectively referred to herein as "Services."
Section 2. Pint.
a. As full compensation for satisfactory performance of the Funding Recipient Services,
the County agrees to pay Funding Recipient the sum of
b. Additional payment terms: The County will make payment to the Funding Recipient
only on a reimbursement basis, as receipts for any items including marketing and/or
advertising are submitted to the County.
c. Requests for reimbursements must be submitted to:
Kittftas Public Works Finance Manager
411 North Ruby, — Suite 1
Ellensburg, WA 98926
d. Reporting requirements of your events will be required on prescribed forms from the
Kittitas Public Works Department
Distressed County Sales and Use Tax Infrastructure Improvement Program Funding Agreement 1
Section 3. Performance by Funding Recipient
a. Funding Recipient shall not (by contract, operation of law or otherwise) delegate or
subcontract performance of any Services to any other person or entity without the
prior written consent of the County. Any such delegation or subcontracting without
the County's prior written consent shall be voidable at the County's option.
b. Funding Recipient shall at all times be an independent Funding Recipient and not an
agent or representative of the County with regard to performing the Services.
Funding Recipient shall not represent that it Is, or hold itself out as, an agent or
representative of the County. In no event shall Funding Recipient be authorized to
enter into any Agreement or undertaking for or on behalf of the County. it is
understood that the Funding Recipient and the Funding Recipient's staff and
employees are not employees of the County and are not, therefore, entitled to any
benefits provided employees of the County.
c. Funding Recipient shall comply with all applicable laws, ordinances, rules,
regulations, orders, licenses, permits, and other requirements, now or hereafter In
effect, of any governmental authority (including, but not limited to, such requirements
as may be imposed upon the County and applicable to Services). Funding Recipient
shall furnish such documents as may be required to effect or evidence such
compliance. All laws, ordinances, rules, and orders required to be incorporated Into
agreements of this character are incorporated into this Agreement by this reference.
Funding Recipient agrees to obtain all required licenses and permits, and further
agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Funding Recipient agree that in fulfilling the terms and
conditions of this Agreement neither shall discriminate on the basis of race, creed,
color, national origin, age, sex, marital status, or the presence of a physical, sensory,
or mental handicap.
e. The Services shall at all times be subject to inspection by and approval of the
County, but the County's making (or failure or delay in making) such inspection or
approval shall not relieve Funding Recipient of its responsibility to perform the
Services in accord with this Agreement, notwithstanding the County's knowledge of
defective or non -complying performance, or the substantiality or ease of discovering
the same. Funding Recipient shall provide the County with sufficient, safe, and
proper facilities and equipment for such inspection and free access to such facilities.
This contract is subject to review by any Federal or State audrkor. Funding Recipient
shall promptly furnish the County or its designee, or such Federal or State auditor
with such information related to the Services as may be requested by the applicable
governmental entity. Funding Reciplent shall preserve and maintain all financial
records and records relating to performance of Services under this Agreement for six
(6) years after contract termination. Far such duration after the County makes final
payment of compensation due hereunder, Funding Recipient shall provide the
County access to (and the County shall have the right to examine, audit and copy,
with or without notice) all of Funding Recipient's books, documents, papers and
records related to the Services or this Agreement.
Distressed County Sales and Use Tax laf estructure Improvement Priogrmn Funding Agreement 2
g. Funding Recipient understands and acknowledges that Funding Recipient is solely
responsible for its own reporting and accounting of all state, federal, social security, and
local taxes, of every nature, arising from Funding Rec:iplent's performance of this
Agreement All compensation received by the Funding Recipient will be reported to the
Internal Revenue Service at the end of the calendar year in accord with the applicable
IRS regulations.
Section 4. Release. Indemnity. and Hold Harmless.
The County assumes no liability for the Funding Recipient's actions under this Agreement.
Funding Recipient releases and shall defend, indemnify, and hold harmless the County, Its
officers and employees, agents, representatives, attorneys and/or volunteers, from and
against aH claims, costs, liabilities, damages, and expenses, (including, but not limited to,
reasonable attorney fees) which arise or may arise or be alleged to arise out of or by
reason of this Agreement including:
{ Any fault, negligence, strict liability or product liability of Funding Recipient in
connection with the Services for this Agreement;
• Any lien asserted upon any property of the County in connection with the Services
for this Agreement,
+ Any failure of Funding Recipient, or of the Services, to comply with any applicable
law, ordinance, rule, regulation, order, license, permit and other requirement, now or
hereafter in effect, of any govemmental authority; or
• Any breach of or default under this Agreement by f=unding Recipient.
Section S. Corngllance with Public Records Law.
a. In compliance with Washington's public records law, the County will retain copies of
any documents associated with this Agreement, which may be required by law
unless legally exempt from such retention, for any applicable legally required
retention period.
b. In the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability
of any documents under federal or state public records laws, the County shall
provide notice to Funding Recipient pursuant to Washington's public records act,
chapter 42.56 RCW, to allow Funding Recipient to seek a court injunction.
c. The County specifically shall not be liable to Funding Recipient for the County's
release under public records laws of any documents not protected by trademark,
copyright or other law.
Distressed County Sales and Use Tax lnfmstructcma lmpnwement Program Funding Agree pens
Section S. Industrial Insurance Waiver
Wlth respect to performance of this Agreement and as to any claims against the County, Its
Additional insureds, officers, agents and employees, the Funding Recipient expressly waives
Its immunity under This 51 of the Revised Code of Washington, the Industrial Insurance Act,
for injuries to Funding Recipient's employees and agrees that the obligations to indemnify,
defend and hold harmless provided in this Agreement extend to any claim brought by or on
behalf of any employee of the Funding Recipient. This walver Is mutually negotiated by the
parkas to this Agreement.
Section 7. Insurance and Endorsements.
a. The County may require through a request in writing that the Funding Recipient
provide the County with a certificate, binder, or policy of liability insurance,
acceptable to the County in an amount specified by the County.
b. Such liability insurance shall be such as will protect Funding Recipient, its
employees, agents and representatives, from all claims, losses, harm, costs,
liabilities, damages and expenses arising out of personal injury (including death) or
property damage that may result from performance of the Services or this
Agreement, whether such performance is by Funding Recipient or any of Its
employees, agents or representatives.
c. Should the County require such liability insurance, the Funding Recipient agrees to
provide proof of insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by
Funding Recipient shall be attached to this Agreement and by this reference will be
made part hereof.
a. Where insurance is requested by the County, all liability insurance policies shall be
endorsed to include the County as an Additional Insured and shall stipulate that the
insurance afforded by the policies shall be primary insurance, and that any
insurance, self-insured retention, deductibles, or risk retention trusts maintained or
participated in by the Parties shall be excess and not contributory to any other
insurance maintained by the County. Funding Recipient shall furnish the County a
certificate of insurance with Endorsement as evidence that the required policies are
In full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Funding Recipient, terminate this Agreement
as to all or any portion of the Services not yet performed, whether or not Funding Recipient
is in breach or default Upon receiving such notice of termination, Funding Recipient shall,
except as otherwise directed by the County, immediately stop performing the Services to
the extent specified in the notice. In the event the County terminates the Funding
Recipient's Servlces, the Funding Recipient is obligated and hereby agrees to refund to the
County all monies paid for Services not yet rendered by the Funding Recipient, tf any, as of
the date of the notice of termination.
Distressed County Sales and Use Tax Infrastructure improvement Program Funding Agreement 4
Section 9. Miscellaneous.
a. Funding Recipient shall not (by contract, operation of law or otherwise) assign this
Agreement or any right or interest in this Agreement without the County's prior
written consent.
b. This Agreement embodies the entire Agreement between the County and Funding
Recipient, and supersedes any and all prior oral or written communications, proposals,
conditions, promises, representations, or understandings regarding the Services. No
change, amendment or modification of any provision of this Agreement shall be valid
unless set forth in a written amendment to the Agreement signed by both parties.
c. Notice for any purpose under this Agreement, except service of process, shall be
given by the Funding Recipient to the Kittttas County Commissioners and the Kittkas
County Public Works Director, 411 North Ruby, Suite 1, FJlensburg, WA 98926. For all
purposes under this Agreement, any notice by the County to the Funding Recipient
shall be given to the Funding Recipient=s address provided on the signature page.
Notice may be given by delivery or by depositing in the U.S. Mail, first class, postage
prepaid, certified mail, retum receipt requested.
d. The section and paragraph headings of this Agreement are for reference
convenience only and are not intended to restrict, affect or be of any weight in
interpreting or construing the provisions of such sections or paragraphs.
e. This Agreement may be executed in one or more counterparts and by facsimile,
each of which will be deemed an original, but all of which together will constitute one
and the same instrument.
f. Funding Recipient warrants to the County that the individual signing on Funding
Recipient's behalf has the requisite power and authority to enter into and to perform
Funding Recipient's obligations under this Agreement. Funding Recipient further
warrants to the County that Funding Recipient has made no misrepresentation or
misleading statement in connection with this Agreement, and Is not in violation of any
applicable law, ordinance, or regulation the consequence of which will or may
materially affect Funding Recipient's ability to perform its obligations under this
Agreement.
g. If any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions
or applications which can be given effect without the invalid term, c ondi6on or
application. To this end, the terms and conditions of this Agreement are declared
severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its
terms shall be in Kiittites County, State of Washington.
pfstressed County Sales and use Tax Infrastructure improvement Program Funding Agreement 5
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS FUNDING RECIPIENT
Chair
Viae- Chair
Commissioner
ATTEST:
Clerk of the Board
APPROVED AS TO FORM:
Deputy Prosecuting Attorney
Representative
Address
Telephone
Distressed County Sales and Use Tax lnftasb uctum improvement Program Funding Agreement �
g
KITTITAS COUNTY CONFERENCE OF GOVERNMENTS
PUBLIC FACILITIES FUND
POLICY NUMBER: 2018-04
POLICY TITLE: Public Facility Grant Matching Requirements
NARRATIVE:
The Kittitas County Conference of Governments determines that it is in the best interest
of all Public Facility grant applicants to understand grant matching requirements
pursuant to the Public Facility Fund.
Allowable grant matching funds are defined to be: cash. No "in kind" credit for
applicant project support services is allowed.
Cash may come from the following sources: Federal funds, State funds and Local
funds.
Local funds are: Municipal corporation funds or local organizational funds procured via
donation.
Matching funds are ten percent (10%) of the requested amount.
RELATED POLICIES -
2018 -02 Project Review and Award Timelines
2018-05 Project Fund Banking
2018-07 Financial Reporting Requirements
ADOPTION DATE: 5- a!- ao I?
REVISION DATE:
APPROVALS:
I S'
t
Commission Districts
&issi6rD6'strict 2
ABSENT
Commission District 3
1
' �►�►fir
KITTITAS COUNTY CONFERENCE OF GOVERNMENTS
PUBLIC FACILITIES FUND
POLICY NUMBER: 2018-05
POLICY TITLE: Project Fund Banking
NARRATIVE:
The Conference of Governments (COG) recognizes that a competitive grant award
process does not lend itself well to funding all applicant projects submitted in any given
grant award cycle. The COG also recognizes that the funding request from a COG
participant may be of significant value precluding any other awards in any given grant
cycle. The COG recognizing annual funding constraints and the group's desire to fund
as many requests as possible in any given grant cycle does hereby allow the award of
project funding on an incremental basis. Incremental funding award may span two
years of award subject to the following conditions:
No project may bank funds beyond two consecutive grant cycles. Grant
recipients may appeal to COG for consideration of project delays that could not
have been reasonably foreseen by the project sponsor. The COG retains
discretion on extending project funding beyond two years.
2. Matching funds are required for incremental fund award.
3. The project shall commence immediately upon award of the second funding
cycle -
4. The project must be completed on December 316t, two calendar years from the
and of the second funding year. Example: the second year of funding is
awarded on July 1t, 2020. The completion date for the project must be on or
before December 318t, 2022.
5. Grant applicants shall provide financial quarterly reports to Kittitas County
Department of Public Works for all banked funding pursuant to Policy 2018-09.
RELATED POLICIES:
2018-02 Project Review and Award Timelines
• 2018-04 Public Facility Grant Matching Requirements
2018-08 Annual Fund Reserves and Allocation
Page 7 of 2
ADOPTION DATE: 5—jel,gly18
REVISION DATE:
APPROVALS:
-1lC-,-,,,�--- r -A
Commission Distrr
Co"' sion istrict 2
ABSENT
Commission District I
r!�., 7., WIM
Page 2 of 2
KITTITAS COUNTY CONFERENCE OF GOVERNMENTS
PUBLIC FACILITIES FUND
POLICY NUMBER: 2018-06
POLICY TITLE: Repurposed Funding
NARRATIVE:
The Conference of Governments (COG) recognizes that grant recipients may generate
project savings through judicial management of grant funding. The COG retains the
authority to recommend repurposing of grant funding subject to Kittitas County Board of
County Commission (BOCC) final approval. Any requested grant repurposing by a
grant recipient shall be submitted using the approved Public Facilities Application form
available from Kittitas County Department of Public Works. The new application for
repurposed funding will follow review procedures pursuant to Policy 2018-02; "Project
Review and Award Timeline.
Providing the COG approves of the recipient's request to repurpose grant funds, the
BOCC snail decide to follow the recommendation of the COG or deny the request to
repurpose funding. Providing the COG denies the repurposing request, no further
action is taken.
RELATED POLICIES:
2018-03 Public Facility Grant Application Forms
2018-07 Financial Reporting Requirements
ADOPTION DATE: 5 `olq " 9618
REVISION -DATE:
APPROVALS;
Commission District
Commission District 2
ABSENT
Commission District I
-�� I /, ,� '
inference of Government Chair
KITTITAS COUNTY CONFERENCE OF GOVERNMENTS
PUBLIC FACILITIES FUND
POLICY NUMBER: 2018-07
POLICY TITLE: Financial Reporting Requirements
NARRATIVE:
Timely and accurate financial reporting is required for fund management by Kittitas
County Department of Public Works. Financial reporting requirements for all grant
awards are listed below.
Using Kittitas County Department of Public Works reporting forms, applicants will
submit project status reporting forms (Exhibit 1) within 14 calendar days from the
end of the reporting quarter as specified below:
• Quarter 1 ending date; March 315t
• Quarter 2 ending date: June 3&
• Quarter 3 ending date: September 30u`
• Quarter 4 ending date: December 31't
Recipients may submit reimbursement requests on a monthly basis on Kittitas
County Department of Public Works reporting forms (Exhibit 2).
2. Grant recipients who fail in meeting required reporting requirements are subject
to having funding withheld on the fifteenth (15th) day following the end of the
reporting quarter. Failure in submitting the required project status reports (two
consecutive reporting cycles) may result in award cancellation upon COG review.
3. Financial reporting forms shall be signed by the identified grant official or
designee.
RELATED POLICIES:
2018-04 Public Facility Grant Matching Requirements
2018-05 Project Fund Banking
201&08 Annual Fund Reserves and Allocation
ADOPTION DATE: :5
REVISION DATE:
APPROVALS:
Commission District
mission District 2
ABSENT
Commission District 3
qo((hference of Governments Chair
KITTITAS COUNTY CONFERENCE OF GOVERNMENTS
PUBLIC FACILITIES FUND
POLICY NUMBER: 2018-08
POLICY TITLE: Annual Fund Reserve and Allocation
NARRATIVE:
The Conference of Governments (COG) retains fund balance in the Public Facilities
Fund supporting all active project allocations. In addition to maintaining funds covering
previous award financial obligations, the COG sets aside an amount as reserve for
future year projects as a budget line item within the Public Facilities Fund (Kittitas
County Department of Public Works). The amount of annual fund reserve is $250,000.
These funds are intended to support emergency requests, or requests for supplemental
project funding, from recipients and/or to cover unanticipated project expenses that
could significantly impede the ability for a grant recipient to meet project delivery
timelines.
Any request to access the "annual fund reserve ($250,000)" shall be made to COG in
the following manner:
a Initial verbal request is made at a regularly scheduled COG meeting.
a Providing a majority of members present at the meeting vote to move the request
forward for immediate BOCC consideration.
a The Kittitas County Department of Public Works Director schedules a special
meeting with the BOCC (if timeline dictates) presenting the request for special
funding from the annual fund reserve budget line as supported by the COG. It is
the desire of COG that requests to access the annual fund reserve is managed
by the BOCC as rapidly as possible.
a Providing the BOCC adopts the COG's recommendation for funding, the
recipient's contract is amended or a new contract is produced in the case of
emergency project creation.
Other than the annual fund reserve ($250,000) — no other 0.09 funding is obligated for
annual set aside within the Public Facilities Fund. It is the expecWion of the COG that
all annual 0.09 "Distressed County Funding" is in play for allocation pursuant to COG
adopted project review and award policies at the onset of any given grant year_
RELATED POLICIES:
2018-03 Public Facility Grant Application Forms
2018-04 Public Facliity Grant Matching Requirements
2018-07 Financial Reporting Requirements
ADOPTION DATE: 6'
REVISION DATE:
APPROVALS:
ABSEN'r
Commission District# /
j1),V A�9��
99 V44 9- 4-(61 -
C Terence of Govemments Chair
BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION NO. 2018 -Lffi
TITLE: Award Letters to 2018 — 2021 Surface Transportation Block Grant Recipients
WHEREAS: The Kittitas County Board of County Commissioners recently directed award
letters be sent to 2018 Surface Transportation Block Grant (STBG) recipients
(Resolution 2018-081) ; and
WHEREAS: Public Works was recently noticed by the State Department of Transportation
(WSDOT) that the County utilized incorrect funding numbers for 2018; and
WHEREAS: Public Works is now required to obligate an additional $750,000 in project
funding by September 2018; and
WHEREAS: The STBG technical committee met on May 22, 2018 adding projects to meet
WSDOT obligation targets for 2018; and
WHEREAS: The technical committee agrees to obligate funding through 2021 to avoid any
future confusion about STBG obligation targets; and
NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the
best interest of the public, does hereby direct Public Works to issue grant award letters to STBG
recipients for projects added since Resolution 2018-081.
DATED this 29th day of May, 2018, at Ellensburg, Washington.
Attest:
x?1"'C1erk of the Board- Julie Kjorsvik
COM
``,j441111111fiirlih�r/1 /
l -Dep ter of the Board- Mandy Buchholz
%yam•' � : ���'?
C.>,
lj777f!! f ! U 1114y1`444
BOARD OF COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
�� Usi ccz, Chairman
Obie O'Brien, Vice -Chairman
ABSENT
Paul Jewell, Commissioner
KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: May 29, 2018
ACTION REQUESTED: Request to Approve the Resolution to Award
the 2018 Annual Paint Stripe Program
Contract.
BACKGROUND: The Department of Public Works solicited bids
for the 2018 Annual Paint Stripe Program in
accordance with RCW 39.04.155, Small Works
Roster Contract Procedures. Sealed Bids were
opened on May 23, 2018.
Two (2) bids were received for the prescribed
work. The lowest responsive bid was from
Stripe Rite, Inc., in the amount of $246,121.70.
The second bid from Transblue LLC is
considered non-responsive because the
Proposal was not signed.
The Engineer's Estimate is $250,342.70.
INTERACTION: Public Works
RECOMMENDATION: Motion to approve the Resolution to Award
the 2018 Annual Paint Stripe Program Contract
and authorize the Director of Public Works to
sign said contract documents.
HANDLING: Return a copy of the Resolution to Public
Works.
ATTACHMENTS: Resolution
Bid Tabulations
LEAD STAFF: Sara Folk
Engineering Services Manager
BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
x.`71: 11 1 13 -AT, l.��.`j 11TQ1 I�[I OU
TO AWARD THE CONTRACT FOR
THE 2018 ANNUAL PAINT STRIPE PROGRAM
AND AUTHORIZE THE PUBLIC WORKS DIRECTOR TO EXECUTE SAME
WHEREAS: The Department of Public Works solicited bids for the 2018 Annual Paint
Stripe Program in accordance with RCW 39.04.155 Small Works Roster
Contract Procedures; and
WHEREAS: Sealed bids were opened on May 23, 2018 at 10:00 a.m. in the Kittitas
County Permit Center, Department of Public Works, 411 N. Ruby Street,
Suite 1, Ellensburg, Washington; and
WHEREAS: Two (2) bids were received for the prescribed work. The Director of
Public Works recommends the lowest responsive bid from Stripe Rite Inc.,
of $246,121.70 be accepted; and
NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in
the best interest of the public, does hereby award the contract for the 2018
Annual Paint Stripe Program in the amount of $246,121.70.
BE IT FURTHER RESOLVED that the Director for the Department of Public Works is
authorized to sign the contract documents for said project.
DATED on this 29th day of May, 2018, at Ellensburg, Washington.
Attest:
❑ Clerk of the Board- Julie Kjorsvik
❑ Deputy Clerk of the Board- Mandy Buchholz
BOARD OF COUNTY
COMMISSIONERS
KITTITAS COUNTY,
WASHINGTON
Laura Osiadacz, Chairman
Obie O'Brien, Vice -Chairman
Paul Jewell, Commissioner
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KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: May 29h, 2018
ACTION REQUESTED: Ratify the Chair's Signature on the Local Agency Federal
Aid Project Prospectus for the University Way Bridge
#88341 Repair Project
BACKGROUND: Public Works (PVA) has been working for the past year
towards repairing the University Way Bridge. Repairs are
needed to keep the bridge is service. Once the repairs are
complete, the action is expected to facilitate the pending
annexation of the structure by the City of Ellensburg.
Timeline is tight to complete repairs before Rodeo. PW
secured the Chair's signature on the required prospectus for
local program review submission on 05-23-2018 — allowing
the project to stay on schedule.
INTERACTION: Public Works
RECOMMENDATION: Ratify the Chair's Signature on the Local Agency Federal
Aid Project Prospectus for the University Way Bridge
#88341 Repair Project.
HANDLING: Return one original to Public Works
ATTACHMENTS: Resolution Ratifying the Chair's Signature on the Local
Agency Federal Aid Project Prospectus for the University
Way Bridge #88341 Repair Project
LEAD STAFF: Mark R. Cook, Director
BOARD OF COUNTY COMNUSSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION NO. 2018 -
TO RATIFY THE CHAIRMAN'S SIGNATURE ON THE LOCAL AGENCY FEDERAL
AID PROJECT PROSPECTUS FOR THE UNIVERISTY WAY BRIDGE #88341 REPAIR
PROJECT
WHEREAS: The University Way Bridge over BNSF railroad tracks has spalling, delaminated
concrete and exposed corroded reinforcing steel in the girders and crossbeams, as
well as settlement at the bridge approaches; and
WHEREAS: Public Works has been awarded federal funding through the Surface
Transportation Block Grant program in the amount of $129,750 for a contract to
repair these deficiencies; and
WHEREAS: In preparation to advertise the project for construction in June of 2018, Public
Works is requesting the Washington State Department of Transportation to
release funds for construction; and
WHEREAS: A Local Agency Federal Aid Project Prospectus must be executed by the Chair
acknowledging the project has been reviewed and is consistent with the agency's
comprehensive plan for community development; and
WHEREAS: Public Works staff secured the Chairman's signature on the Reimbursable
Agreement on May 23rd, 2018 allowing the project to stay on schedule; and
NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best
interest of the public, does hereby ratify the Chairman's signature on the Local
Agency Federal Aid Project Prospectus for the University Way Bridge #88341
Repair Project.
DATED on this 29th day of May, 2018, at Ellensburg, Washington.
Attest:
❑ Clerk of the Board- Julie Kjorsvik
BOARD OF COUNTY
COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
Laura Osiadacz, Chairman
Obie O'Brien, Vice -Chairman
❑ Deputy Clerk of the Board- Mandy Buchholz
Paul Jewell, Commissioner
KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: May 29"', 2018
ACTION REQUESTED: Adopt Monthly Equipment Rental Rates in Fund 501
BACKGROUND:
Currently, Public Works is utilizing hourly rental rates for
all equipment in Fund 501 (Equipment Rental and
Replacement). For the past several years, staff has
expressed concerns that the fund is over collecting rates
from the Road Fund (106). During the past several months,
Public Works Finance Manager and Public Works Director
have conducted an extensive evaluation of equipment rental
rates and determined a business change is warranted.
Moving to monthly rates adjusts charges to Fund 106.
Savings are forecasted at approximately $500,000 per year
going forward. Staff has confirmed with the Washington
State Military Department that we can charge current
FEMA rental rates (hourly) for all work conducted outside
of Fund 106. Additional savings are gained in the Finance
Department creating some staff capacity supporting Public
Works grants in other funds (Flood Control Zone District,
Airport and work within Design Construction).
INTERACTION:
Public Works
RECOMMENDATION:
Adopt new monthly equipment rental rates for Fund 501.
HANDLING:
Return one original to Public Works
ATTACHMENTS:
Resolution with new rates
LEAD STAFF:
Mark R. Cook, Director
Kittitas County Department of Public Works
Equipment Rental and Replacement Fund
Rate Setting Business Practice
Anticipated Effective Date: May 29, 2018
Fund Administration: Finance Division of Public Works
Equipment Rental Rates: Prepared annually by the finance department. Equipment
rental rates are authorized for Board of County Commission consideration for adoption
by: Finance Manager, County Engineer and the Public Works Director.
Expense tracking and new equipment: All equipment is tracked for expense within
the department's CAYENTA software program and assigned individual numbers within
the 4000 range. The 4000 range is an indicator that the item is a capital purchase not
yet put into service. Once all costs related to the new equipment asset are verified as
complete, the new equipment asset is transferred into a newly established equipment
number and is PLACED INTO SERVICE. New equipment purchases are added to the
counties ASSETS by resolution.
Equipment Disposal: On an ongoing basis decisions are made by the public works
management as to the need to either replace or dispose of equipment. Information as to
the cost of any specific piece of equipment is accumulated and reviewed on an annual
basis at a minimum. A list of equipment to be disposed of or replaced is then
authorized by resolution.
Depreciation: As a new piece of equipment is placed into service, its life cycle is
started. For smaller vehicles such as pickups, the life cycle is set at 5 to 7 years; larger
pieces of equipment are set at 10 to 15 years. Equipment under the purchase price of
$5000 is expensed in the year of purchase.
Replacement Factor: The replacement factor is the amount of currency needed above
the amount of the original purchase price to purchase the same piece of equipment in
the future. This total amount (depreciation plus replacement factor) would be considered
the future value (price) of a current (new) asset. This replacement factor should be set
annually and should be based on the inflation factor as it relates to the specific type of
equipment.
Rates for equipment rental: Kates for the rental of equipment owned by the fund shall
be set to cover all costs of maintenance and repair, material and supplies consumed in
operating or maintaining the equipment, and the future replacement thereof. The rates
shall be determined by the county engineer or other appointee of the county legislative
body and shall be subject to annual review by the legislative body. This section does not
restrict the ability of the county road administration board to directly inquire into the
Page 1 of 4
process of setting rental rates while performing its statutory oversight responsibility.
Public Works uses a monthly rental rate for all equipment. For work outside the Road
Fund (106) equipment is tracked by actual usage and current FEMA hourly equipment
rental rates apply.
ER&R Fund rental rate structure includes the following costs:
A. EXPENSES DUE TO OPERATION AND MAINTENANCE—Accounts payable
invoices are coded to specific equipment numbers. Payroll labor is also coded to
specific equipment numbers when maintenance work is involved.
B. DEPRECIATION- depreciation is charged out monthly based on the purchase
price of the equipment and the equipment life cycle. Equipment costing under
$5000 is valuated separately.
C. SURCHARGE FOR REPLACEMENT- the current inflation rate is reviewed and a
surcharge percentage is decided on by management.
D. CORRECTIONS FROM PRIOR YEAR CHARGES- for equipment that was either
overly profitable or took a loss, the additional gain/loss will be calculated into the
following years rental rates.
Annual Basis of Rate: All costs are calculated based on the above criteria. The
revenue gained through charging rental rates is then compared against the costs to
validate whether the equipment rental rates are set appropriately. Adjustments to
the rates are made as needed in order to work toward an equitable status, as one
fund should not make a profit over another fund. Equipment under $5000 purchase
price will be bucketed into an annual rent amount.
ER&R Fund Deposits: The Road Fund shall pay 100 percent of new equipment
costs by transferring funds from the Road Fund (106) to the ER&R Fund (501). The
ER&R Fund purchases the new equipment and sets the monthly rate for the
equipment rental. Proceeds from the sale of the equipment that is not being
replaced is transferred back to the Road Fund (106).
Accumulated Monies: Annually, the Finance Manager reviews the monies
accumulated in the ER&R Fund (501). The fund maintains an annually replacement
reserve of two million dollars ($2,000,000). The reserve is maintained so as not to
reduce below one million dollars ($1,000,000). From time to time the ER&R Fund
may elect to create additional reserve accounts to cover assets other than
equipment such as building replacements or repair.
Page 2 of 4
Financial Processes:
Weekly:
On a weekly basis, the finance department will process through crew cards any
equipment hours by equipment number used for non -road maintenance projects/jobs.
The payment for non -road maintenance equipment rental will be transferred from the
fund renting the equipment to the ER&R fund within the Monthly processes.
Monthly:
1. Depreciation is processed for all ER&R equipment (listed in Cayenta as AREA -
EQ, TYPE -PV)
2. Replacement Factor is processed for all ER&R equipment (thru a User Defined
J.V. entry using the transaction group RPL (Replacement Factor)
3. Bills are processed as they are received and coded to Equipment as necessary.
4. Equipment Charges for Rent are processed through the Crew Card processing
program and coded to Road Maintenance jobs as per Management direction.
5. Funds are transferred from the divisions renting the equipment to the ER&R fund
501
6. The Cayenta Equipment report is reviewed for any high cost O&M amounts.
7. New equipment is set up under the 4000 equipment numbers as needed.
8. Equipment ready to be placed into service is transferred into permanent
equipment numbers, and the monthly equipment rental rate is added to the
monthly equipment charges.
9. Equipment disposed of is adjusted off of the books in Cayenta.
10. The fund amount in the ER&R fund is reviewed and amounts transferred to/from
investment as needed.
Annually:
1. All new equipment is reviewed and listed for resolution to the board of
commissioners.
2. All disposed of equipment is reviewed and listed for resolution to the board of
commissioners.
3. The Cayenta Equipment Report is reviewed for accuracy and equipment showing
abnormal profit or loss is identified.
4. Rates are reviewed and set for the New Year. A replacement rate based on
annual inflation is selected by the Finance Manager, County Engineer and Public
Works Director.
5. Costly equipment is identified for further review and possible replacement.
6. New Year rates are presented to the Board of County Commissioners for
consideration/adjustment and/or adoption.
7. The ER&R fund is reviewed and adjustments are made to the fund amount as
needed.
Page 3 of 4
Field Processes:
Weekly:
On a weekly basis, the road crews will identify any equipment used for non- road
maintenance. The road crew will provide finance with a report showing the equipment
number, the number of hours used, and the project/job the equipment was used on.
This information will be used to charge the various funds for equipment rental using an
hourly rate. The hourly rate will be calculated using the current FEMA rate plus
replacement factor.
This business practice is adopted for use by Public Works upon Board of County
Commission adoption (see enabling legislation — Resolution
Director
Date
Page 4of4
BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION NO. 2018 -
ADOPTING MONTHLY RENTAL RATES FOR THE EQUIPMENT RENTAL AND
REPLACEMENT FUND (501)
WHEREAS: Kittitas County Public Works is required to establish an equipment rental and
replacement fund pursuant to Revised Code of Washington 36.33A.010; and
WHEREAS: The basis of equipment rental is currently allocated on an hourly basis; and
WHEREAS: Kittitas County Public Works desires setting equipment rental rates on a monthly
basis rather than the current hourly basis; and
NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the
best interest of the public, does hereby adopt monthly equipment rental rates within Fund 501.
DATED this 29th day of May, 2018, at Ellensburg, Washington.
Attest:
❑ Clerk of the Board- Julie Kjorsvik
❑ Deputy Clerk of the Board- Mandy Buchholz
BOARD OF COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
Laura Osiadacz, Chairman
Obie O'Brien, Vice -Chairman
Paul Jewell, Commissioner
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KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: May 29, 2018
ACTION REQUESTED: Adopt Council of Governments Fund 108 Policies
BACKGROUND: Recently, Public Works (PW) presented Council of
Governments Fund 108 Policies for Board of County
Commission (BOCC) consideration. PW has not received
any comments from members of the Commission.
Providing the policies are acceptable to the BOCC,
adoption clears the way for 2018 grant solicitations from
COG members.
INTERACTION: Public Works
RECOMMENDATION: Adopt COG Fund 108 Policies
HANDLING: Return one original to Public Works
ATTACHMENTS: Resolution adopting COG Fund 108 Policies
LEAD STAFF: Mark R. Cook, Director
BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION NO. 2018 -
ADOPTING COUNCIL OF GOVERNMENT FUND 108 POLICIES
WHEREAS: The Kittitas County Board of County Commissioners (BOCC) oversees funding
allocation of Distressed Counties Fund 108; and
WHEREAS: Annually the Kittitas County Council of Governments (COG) solicits
membership for potential infra -structure and economic development proposals
making funding recommendations to the Board of County Commissioners; and
WHEREAS: Public Works (PW) has completed a review of the Fund 108 solicitation, award
and project management processes within. the Fund by creating Fund 108 policies;
and
WHEREAS: The COG has adopted Fund 108 policies created by PW and said policies are now
ready for BOCC adoption; and
NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the
best interest of the public, does hereby adopt Fund 108 Policies as adopted by the COG.
DATED this 2Wh day of May, 2018, at Ellensburg, Washington.
BOARD OF COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
Laura Osiadacz, Chairman
Attest:
❑ Clerk of the Board- Julie Kjorsvik
Obie O'Brien, Vice -Chairman
❑ Deputy Clerk of the Board- Mandy Buchholz
Paul Jewell, Commissioner
Public Facilities
Master List of Policies
05-09-2018
2018-01 Project Award Process
2018-02 Project Review and Award Timelines
2018-03 Public Facility Grant Application Forms
2018-04 Public Facility Grant Matching Requirements
2015-05 Project Fund Banking
2018-06 Repurposed Funding
2018-07 Financial Reporting Requirements
2018-08 Annual Fund Reserves and Allocation
KITTITAS COUNTY CONFERENCE OF GOVERNMENTS
PUBLIC FACILITIES FUND
POLICY NUMBER: 2418-01
POLICY TITLE: Project Award Process
NARRATIVE:
Following annual receipt of distressed county funds from the State of Washington, the
Board of County Commissioners (BOCC) determines the amount of money that is
available to the Conference of Governments supporting the Public Facilities Fund Public
Infrastructure funding program. The BOCC then solicits the Conference of
Governments (COG) for prospective projects utilizing forms provided by the Kittitas
County Department of Public Works (DPW). The BOCC submits project forms along
with all other COG members.
Prospective projects are submitted to the COG and reviewed by COG members. Rating
criterion is applied and each prospective project is evaluated for adherence to the
criterion. Project proponents are allowed a project presentation not exceeding ten (1 D)
minutes in duration. Once all prospective projects are scored, the Kittitas County
Department of Public Works compiles project score sheets and produces a draft
summary of scoring results for COG final evaluation. COG reserves the right to make
final adjustments creating a preferred list of projects for BOCC consideration. The final
list is created by a COG membership vote and is based on simple majority of the
membership present during voting. The BOCC, having received the preferred funding
list from the COG, takes separate and final action developing the annual project list for
funding.
Following BOCC funding action, the DPW creates contracts for all funding recipients.
Funding becomes available to all recipients on January 1"t of the following year.
Recipients may "spend ahead" on an awarded project at their own expense prior to
January tat. Reimbursement for "spending ahead" may be submitted on or after
January 19r of the award year. Recipients may submit requests for cost recovery on a
monthly basis until such time that project funding is expensed or a period of three years
terminates the funding. Any terminated funding returns to the Public Facilities Fund and
may be re -allocated by the COG at their discretion; subject to final BOCC approval.
RELATED POLICIES -
2018 -02
Project Review and Award Timelines
2018-03
Public Facility Grant Application Forms
2018-04
Public f=acility Grant Matching Requirements
6 2018-05
Project Fund Banking
.t 2018-06
Repurposed Funding
2018-07
Financial Reporting Requirements
2018-08
Annual Fund Reserves and Allocation
ADOPTION DATE:
REVISION DATE:
APPROVALS:
Commission District 1
Commission District 2
Commission District 3
Conference of Government Chair
KITTITAS COUNTY CONFERENCE OF GOVERNMENTS
PUBLIC FACILITIES FUND
POLICY NUMBER: 2018-02
POLICY TITLE: Project Review and Award Timelines
NARRATIVE:
Public Facility reimbursement grants are reviewed by the Conference of Governments
(COG) for adherence to the following seven -(7) criterion:
1. Project match (minimum of 10 percent is required)
2. Ability encouraging, economic development
3. Project is consistent with local development plans
4. Degree to which the project meets public benefit
5. Demonstrated need for Board of County Commissioners (BOCC) funding
(lack of other alternative funding)
6. Construction ready
7. Jobs created or retained.
The following weight is applied to each criterion as follows:
1: 10% match = 10 points
10.1 - 23.5% match = 12 points
23.6 - 33.5% match = 13 points
33.6 — 38.5% match = 14 points
Over 38.6% = 15 points
2: Encourages economic development. Yes or No (10 points)
3: Meets economic development plans
Locally consistent = 5 points
Approved in community comprehensive pian = 5 points
Identified in regional plan = 5 points
4: Public benefit derived
Low = 5 points
Medium = 10 points
High = 15 points
5: Project funding support
Single partner = 4 points
Two partners = 8 points
Three or more partners = 12 points
5: Construction ready
Permit in hand = 20 points
Design complete = 10 points
7: Project Jobs created
0-5 jobs = 5 points
6 or more jobs = 10 points
The maximum attainable score is 100 points in any combination of criterion.
Once COG members complete project scoring sheets, the sheets are provided to the
Kittitas County Department of Public Works (DPW) for compilation of results. DPW
returns to the COG and presents scoring results. The COG then makes final
adjustments to its funding proposal and directs DPW present the final COG funding plan
to the BOCC.
The general timeline for Public Facilities Fund project awards are as follows:
Call for projects — mid April
Deadline for project submittals — mid June
COG funding recommendation — early September
BOCC funding action — mid October
Funds available — January 1
RELATED POLICIES:
2018-03 Public Facility Grant Application Forms
2018-04 Public Facility Grant Matching Requirements
2018-05 Project Fund Banking
2018-06 Repurposed Funding
2018-07 Financial Reporting Requirements
ADOPTION DATE:
REVISION DATE:
APPROVALS:
Commission District 1
Commission District 2
Commission District 3
Conference of Governments Chair
KITTITAS COUNTY CONFERENCE OF GOVERNMENTS
PUBLIC FACILITIES FUND
POLICY NUMBER: 2018-03
POLICY TITLE: Public Facility Grant Application Forms
NARRATIVE:
Kittitas County Department of Public Works provides Public Facility Grant Application
forms for each grant applicant. The forms are standardized and are made available to
grant applicants upon request (attached as Exhibit 1). Grunt project financial reporting
forms are also provided by Kittitas County and are provided at the time of grant contract
execution (attached as Exhibit 2). A sample grant agreement is provided and is
attached as Exhibit 3. Only the documents provided by Kittitas County Department of
Public Works (Exhibits 1, 2 and 3) shall be used supporting grant awards.
RELATED POLICIES:
2018-01 Project Award Process
2018-02 Project Review and Award Timelines
2018-07 Financial Reporting Requirements
ADOPTION DATE:
REVISION DATE:
APPROVALS:
Commission District 9
Commission District 2
Commission District 3
Conference of Governments Chair
EXHIBIT 1: GRANT APPLICATION FORMS
Kittitas County
Distressed County Sales and Use Tax Grant Application,
Guidelines & Instructions
Deadline:
Return completed application by 5:00 PM,
Return To:
Kittitas County Department of Public Works
411 North Ruby Street, Suite #1
Ellensburg, Washington 98926
The Kittitas County Public Facilities Fund solicits applications from various entities within
the County. To assist applicants completing successful grant applications, the Council of
Governments has created policies that are available to all applicants upon request. These
policies reside within the Public Works Department (509) 962-7523.
Section I — Sales and Use Tax Funds
Current Washington State law authorizes the legislative authority of a rural county to impose a sale and use
tax in accordance with the terms of chapter 82, Revised Code of Washington (RCW). In Kittitas County,
according to RCW 82.14.370, the rate of the tax shall not exceed .09 percent of the selling price in the case
of a sales tax or the value of the article used in the case of a use tax. The tax imposed is deducted from the
amount of tax otherwise required to be collected or paid over to the department of revenue under chapter
82.08 or 82.12 RCW-
Kittitas County has authorized this tax and compiles the funds annualIy for distribution throughout the
county to qualifying organizations in the form of reimbursable grants. Most applications are considered
during an annual grant application process. Jn some cases, applications may be considered outside of the
regularly -scheduled annual process.
For consideration during the annual grant process, applications must be completed in full and submitted by
the 5:00 PM due date on the application materials to the Department of Public Works. Incomplete and/or
late applications will not be considered. Applications may not be changed or amended by the applicant after
the deadline for submission.
Permissible Uses According to Law
Funds awarded as reimbursable grants under this process may be used for the following:
1. To finance public facilities serving economic development purposes.
2. To finance personnel in economic development offices.
According to RCW 82.14.370, in order to qualify for financing the public facility must be listed as an item in
the officially adopted county overall economic development plan, or the economic development section of
the county's comprehensive plan, or the comprehensive plan of a city or town located within the county,
"Public facilities" means bridges, roads, domestic and industrial water facilities, sanitary sewer facilities,
earth stabilization, storm sewer facilities, railroad, electricity, natural gas, buildings, structures,
telecommunications infrastructure, and port facilities in the state of Washington.
"Economic development purposes" means those purposes which facilitate the creation or retention of
businesses and jobs in a county.
"Economic development office" means an office of a county, port districts, or an associate development
organization as defined in RCW 43.330.010 which promotes economic development purposes within the
county.
Funds Availability
All funds awarded under this program will be available in the form of reimbursable grants. The funds will
be available for reimbursement beginning January 1" of the calendar year following the award notification,
unless otherwise allowed by the Kittitas County Board of Commissioners. The award process is defined in
COG policy 2018-01.
Funds Availability
All funds awarded under this program will be available in the forth of reimbursable grants. The funds will
be available for reimbursement beginning January I' of the calendar year following the award notification,
unless otherwise allowed by the Kittitas County Board of Commissioners_
Kittitas County recognizes that some projects may be large and complex, requiring multiple funding sources
and years to complete. In that regard, awarded funds will remain available for reimbursement for a period of
two years following the award notification. Any unexpended funds will be returned to the Distressed County
Sales and Use Tax Grant Fund and made available for future applications. Formal requests for extension of
the two-year deadline for reimbursement may be made in writing to the Kittitas County Board of
Commissioners (BOCC). The BOCC has final say on all extension requests.
All reimbursement requests must be submitted to the Kittitas County Department of Public Works for
payment.
Review Process
The county is required to consult with all cities, towns, and port districts located within the county and the
associate development organization serving the county to ensure that any expenditures of these funds meets
the goals of chapter 130, Laws of 2004 and the requirements of RCW 82.14.370. To comply with this
requirement, the county will seek the assistance of the Council of Governments (COG). The COG is
comprised of two representatives from each municipality within Kittitas County, including Roslyn, South
Cle Elurn, Cle E1um, Ellensburg, Kittitas, and Kittitas County.
The Council of Governments (COG) will review all applications and score them based on the information
provided by the applicant and the Project Rating Criteria as presented in the application. The COG will then
make funding recommendations to the Kittitas County BOCC. The review and award process is defined in
COG policy 2018-02.
All applicants will be notified as to the date and time of review of their application by the COG. All
applicants will be given the opportunity to present: their application to the COG and answer questions.
The BOCC will consider recommendations for grant awards by the COG at a later date. The BOCC will
make all grant awards. The decision of the BOCC is considered final.
Section 2 —Application Instructions
Grant applicants shall follow the instructions below in preparing their proposal.
Complete the supplied application forms using a computer. No hand written forms.
Do not use graphics or formatting embellishments beyond those within the application.
Answer each question and sub -question individually in each section.
Leave in the question and directions. This way we will be sure of the question you are answering,
and it will also facilitate easy review for the Council of Governments (COG).
Use single spaced 12 point Times New Roman or similar font.
Make certain you are answering the questions. For instance, if the question asks "how," please
answer how, not whether or when.
Please also include the following:
- A detailed 8 '/s" x 11" vicinity map that clearly shows the project.
A signature from the local/regional economic development organization supporting the project.
Any other information pertinent to the application you would like the COG to consider.
Applications are due by 5:00 PM, June at the Kittitas County Department of Public Works
Office. You will be notified that your application has been received and accepted by the COG.
Kittitas County Department of Public Works
Distressed County Sales and Use Tax Grant Fund
411 North Ruby Street, Suite 1
Ellensburg, WA 98926
Please submit 1 original and 12 copies of the entire application (13 total).
Note: Incomplete applications will be rejected.
Question Instructions
Applicant In�mation (pane 1 of the application): Please till in all areas completely. The applicant is the
agency requesting funding. The contact name will be considered the leader of the project for the applicant
agency. The contact should also be the individual who will present the project and will be available for
questions from the COG.
Applicant Thresholds (page 1 of the anylicafta): Your project must meet each of these requirements to
be considered. Please check each box and include the necessary documentation with your application. If
your project does not meet all of the listed requirements and/or your application does not include the
necessary documentation to support your claims, it will not be considered for funding.
Project Budget (nage 2 of the apJalication): The top line (Distressed County Funds Requested) is to list
how much funding you are asking the COG to consider awarding your project. The columns to the right then
ask you to include the specific breakdown as to how and in what phase or phases (if a construction project)
the money will be utilized. Please be as accurate as possible.
The following lines and columns are for other funding sources you have secured or for which you have
applied. Again, please be as accurate as possible and fill in the final column for each signifying the status of
the funding source (whether or not the funding has been secured).
The "Project Total" line is for the total cost of the project the application represents. The sum of all the
funding sources lines should accurately add to the figure listed here. Additionally, please also accurately
include the breakdown for phases listed to the right, again making sure the sums of the previous columns are
equal to the amount placed on each line.
Distressed Count); Fund Matching Ratio (vase 2 of the application): This line is to show what
percentage of the total project budget the applicant is providing in local funding. For instance, if the total
project budget is $100,000 and the application is for $50,000 with combined other funding sources of
another $50,000 and the local funding source component is $20,000, the Ratio would be 20%.
A simple equation to answer this question from the Project Budget is:
(Local Government + Other (if a local funding source)) / Project Total
Distressed County Fund Matching Ratio (converted to a percentage)
Project Narrative (starts on nage 3 of the application): Please answer each question and sub -question
completely. Incomplete applications will not be considered for funding. You may attach additional
information necessary to answer the questions as needed.
Special Instructions: Please review the following instructions as listed below for specific
questions in the Project Narrative.
ues b: Please attach the pertinent sections of the agency's plans as listed with which the
application is consistent.
Onestion 9: Please attach a copy of any feasibility or predevelopment studies.
Qaestion 11: You must include the key assumptions (if any) and their justifications, methodology,
and calculations upon which your businesses created/retained estimate is based. Simply providing a
number or approximate number will not be considered a complete answer and will result in your
application being rejected from consideration.
Question 12.: You must include the key assumptions (if any) and their justifications, methodology,
and calculations upon which your jobs created/retained estimate is based. Simply providing a
number or approximate number will not be considered a complete answer and will result in your
application being rejected from consideration.
,Potential Example Answer for Question 12:
We have completed a survey of local contractors likely to bid an a project such as this. Our results
(data provided as attachment) show that due to current economic conditions, a greater supply for
building services necessary for this project exists in the local market than demand for those services.
As a result, most of those surveyed indicate lower levels of employment than in the past, including
reducing workforce levels up to 50% and/or intermittent work with extended periods of temporary
layoffs due to rack of work
A project this size, according to our estimates (data provided as attachment) will require M skilled
construction laborers for approximately (X period oftime), (X) subcontractors employing (A)
laborers for approximately (Xperiod of time), and well as (X) support staff (administrative, clerical,
management) for (Xperiod time). The agency will also be employing a ha y'time project manager to
oversee the project.
Most studies (two examples attached) believe that Washington State's building industry is only
beginning to recover and may never reach employment levels previously seem. Keeping that in mind
and being conservative while taking into account the current economic environment of Upper Kittitas
County and especially the depressed construction industry, we estimate at least (x) jobs will be
retained for at least (X) months (the term of the construction phase of the project). In addition, as the
agency does not currently employ a qualified project manager, at least one part-time professional job
will be created for the same period
This, of course does not consider any impact to other local suppliers and supporting businesses
which will certainly provide services for this project as well as those who are directly employed as a
result of the project.
Kittitas County
Department of Public Works
DISTRESSED COUNTY SALES AN31'' USE TAX INFRASTRUCTURE
IMPROVEMENT 13ROGR.Am APPLICATION
The Distressed County Sales and Use Tax Infrastructure improvement Program supports
Improvements to infrastructure systems that foster economic development in Kittltas County. The
goal is to create economic opportunity through Infrastructure investment.
APPLICANT INFORMATION
Applicant:
Contact Name:
Address:
Address:
City: WA Zip:
Telephone: FAX:
E-mail Address:
Project Location:
Project Title:
Jurisdiction Population:
APPLICATION THRESHOLDS
Applicant Requirement:
Check -off:
❑ 1. The project is improvementto an infrastructure systems) linked to economic development.
❑ 2. A detailed a Va X 11" vicinity map that clearly shows the project is Included in the
application package.
❑ 3. Distressed County funds are not being substituted for other funds that are already secured.
13 4. The project involves traditional improvements, instead of "non-traditlonal" improvements
eligible for "Enhancement" funding
r S. Applicant has submitted only one application this round.
❑ S. The locallreglonal economic development organization has been informed of the project
6
PROJECT BUDGET
Funding
Sources
Distressed County Funds Requested:
Other
Federal:$
Stste:$
Local
Government$
PrtraPe:$
*Other:$
Project Total:
Distressed County Fund Matching Ratio:
Preliminary
Right of Way
Construction
Project Is Funding
C P Engineering
Phase
Phase
Total Secured — Y
Phase
or N?
$
$
5
S
$
$
$
5
$
$
$
$
$
i
$
5
$
3
5
$
$
3
PROJECT NARRATIVE
9. Project Description. Describe the scope of work. Indicate the major work involved, Including a brief
comparison of existing and proposed conditions.
2. Explain the specific Infrastructure Issues the project addresses and how they are linked to economic
development Improvements.
3. Preliminary Engineering Phase:
Estimated Start Date: Estimated End Date:
Please explain phase status (work already completed, In progress, awaiting funding, etc., and factors that
may slow phase progress).
4. Right of Way Phase: Is It Required? Yes No
Estimated Start Date: Estimated End Date:
Please explain phase status (work already completed, in progress, awaiting funding, etc., and factors that
may slow phase progress).
G. Construction Phase:
Estimated Start (sate: Estimated End Date:
Please explain phase status (work already completed, in progress, awaiting funding, etc., and factors that
may slow phase progress).
B. Indicate If the project is consistent with the following applicable state, regional and local plans and
prioritization processes:
❑ Overall Economic Development Plan — Officially Adopted
❑ Comprehensive Land Use Plan — Officially Adopted
❑ Capital Facility Plan — Officially Adapted
❑ Community Action Plan (or other community-based pian) — Officially Adopted
❑ Six -Year Transportation Improvement Plan — Officially Adopted
❑ Site-specific development plans; e.g., Community Master Plan — Officially Adopted .. ,
❑ Other
7. Explain how this infrastructure project has been coordinated, or will be coordinated with other
jurisdictions, such as counties, cities, state/federal agencies, and with leconomic development
organizations during planning, design, financing, construction and/or operation phases.
9
S. Explain how the infrastructure project will help meatthe econom Ic development goals of your community
andfor region. If this project Is not done, wlli the anticipated private development still take place?
9. Describe any feasibility or prod eve lopment. studies that demonstrate the linkage between the proposed
Distressed County Infrastructure Improvements and the anticipated economic outcomes.
10. Indicate if other needed Infrastructure (e.g., sewer, water, power) Is in place or if there is a plan for getting
it in place.
11. indicate the Estimated Number of Businesses CreatedlRetained by the Project.
12. Indicated the Estimated Number of Jobs Created/Rotained by the Project.
Submit the original application to:
Xiftitas County Department of Public Works
4111. Ruby, Suite #1
Ellensburg, WA 98926
10
Applicant Certification
Certification is hereby given that the information provided is accurate and the applicable attachments are complete and
included as part of the application package.
I certify that application thresholds are met at the time of application.
Signature of Official Representative
Sponsoring Agency
(If Applicable)
Signature of Agency Represeatative
Typed or Printed Mane
Late
Date
Date
Associate Economic Development Organization Notification
The organization listed below has received notification of this project as demonstrated by the signature of the
organization's representative.
Name of Organization
Signature of Representative
Dais
Kittitas County Department of Public Works Conceptual Approval
Approval of the project feasibility, scope and estimated costs.
Signature of Kittitas County DPW Representative Dat:
Typed or Printed dame
11
KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS
DISTRESSED COUNTY INFRASTRUCTURE IMPROVEMENT PROGRAM
APPLICATION DUE DATES
FY 20
Distressed County Infrastructure Improvement Program, applications are initially due to Kittitas
County Department of Public Works for conceptual approval of the infrastructure project
Distressed County Infrastructure Improvement Program applicants are invited to appear at the
COG meeting when the project's criterion is reviewed.
APPLICATIONS DUE
20 Aaglication Due Date
COG MEETING DATES
COG Meetings
June ..........................................July 20 COG SPECIAL MEETING
**Funding available January 1, 20
tz
Kittitas County
Distressed County Sales and Use Tax Grant Application,
Guidelines & instructions for
Economic Development Office Personnel
Deadline:
Return completed application by 5:00 PIVJ(, June
Return To:
Kittitas County Department of Public Works
411 North Ruby Street, Suite 41
Ellensburg, Washington 98926
The Kittitas County Public Facilities Fund solicits applications from various entities within the County. To
assist applicants completing successful grant applications, the Council of Governments has created policies
that are available to all applicants upon request. These policies reside within the Public Works Department
(509) 962-7523.
Section i — Sales and Use Tax Funds
Current Washington State law authorizes the legislative authority of a rural county to impose a sales and use
tax in accordance with the terms of chapter 82, Revised Code of Washington (RCW). In Kittitas County,
according to RCW 82.14.370, the rate of the tax shall not exceed .09 percent of the selling price in the case
of a sales tax or the value of the article used in the case of a use tax. The tax imposed is deducted from the
amount of tax otherwise required to be collected or paid over to the department of revenue under chapter
52.08 or 82.12 RCW-
Kittitas
CW.
Kittitas County has authorized this tax and compiles the funds annually for distribution throughout the
county to qualifying organizations in the form of reimbursable grants. Most applications are considered
during an annual grant application process. In some cases, applications may be considered outside of the
regularly -scheduled annual process.
For consideration during the annual grant process, applications must be completed in full and submitted by
the 5:00 PM due date on the application materials to the Department of Public Works. Incomplete and/or
late applications will not be considered. Applications may not be changed or amended by the applicant after
the deadline for submission.
Permissible Uses According to Law
Funds awarded as reimbursable grants under this process may be used for the following:
1. To finance public facilities serving economic development purposes.
2. To finance personnel in economic development offices.
According to RCW 82.14.370, in order to qualify for financing the public facility must be listed as an item in
the officially adopted county overall economic development plan, or the economic development section of
the county's comprehensive plan, or the comprehensive plan of a city or town located within the county.
"Public facilities" means bridges, roads, domestic and industrial water facilities, sanitary sewer facilities,
earth stabilization, storm sewer facilities, railroad, electricity, natural gas, buildings, structures,
telecommunications infrastructure, and port facilities in the state of Washington.
"Economic development purposes" means those purposes which facilitate the creation or retention of
businesses and jobs in a county.
"Economic development office" means an office of a county, port districts, or an associate development
organization as defined in RCW 43.330.010 which promotes economic development purposes within the
county.
Funds Availability
All funds awarded under this programs will be available in the toren ofteimbursable grants. The funds will
be available for reimbursement beginning January I' of the calendar year following the award notification,
unless otherwise allowed by the Kittitas County Board of Commissioners.
Kittitas County recognizes that some projects may be large and complex, requiring multiple funding sources
and years to complete. In that regard, awarded funds will remain available for reimbursement for a period of
two years following the award notification. Any unexpended funds will be returned to the Distressed County
Sales and Use Tax Grant Fund and made available for future applications. Formal requests for extension of
the two-year deadline for reimbursement may be made in writing to the Kittitas County Board of
Commissioners (BOCC). The BOCC has final say on all extension requests.
All reimbursement requests must be submitted to the Kittitas County Department of Public Works for
payment.
Review Process
The county is required to consult with all cities, towns, and port districts located within the county and the
associate development organization serving the county to ensure that any expenditures of these funds meets
the goals of chapter 130, Laws of 2004 and the requirements of RCW 82.14.370. To comply with this
requirement, the county will seek the assistance of the Council of Governments (COG). The COG is
comprised of two representatives from each municipality within Kittitas County, including Roslyn, South
Cle Elunn, Cle Elum, Ellensburg, Kittitas, and Kittitas County.
The Council of Governments (COG) will review all applications and score them based on the information
provided by the applicant and the Project Rating Criteria as presented in the application. The COG will then
make funding recommendations to the Kittitas County BOCC. The review and award process is defined in
COG policy 2018-02.
All applicants will be notified as to the date and time of review of their application by the COG. All
applicants will be given the opportunity to present their application to the COG and answer questions.
The BOCC will consider recommendations for grant awards by the COG at a later date. The BOCC will
make all grant awards. The decision of the BOCC is considered final.
Section 2 —Application Instructions
Grant applicants shall follow the instructions below in preparing their proposal.
0. Complete the supplied application forms using a computer. No hand written forms.
Do not use graphics or formatting embellishments beyond those within the application.
F Answer each question and sub -question individually in each section.
Leave in the question and directions. This way we will be sure of the question you are answering,
and it will also facilitate easy review for the Council of Governments (COG).
Use single spaced 12 point Times New Roman or similar font.
Make certain you are answering the questions. For instance, if the question asks "how," please
answer how, not whether or when.
Please also include the following:
A detailed 8 %s" x 11" vicinity map that clearIy shows the project.
A signature from the local/regional economic development organization supporting the project.
Any other information pertinent to the application you would like the COG to consider.
Applications are due by 5:00 PM, June 15, 2016, at the IKittitas County Department of
Public Works Office. You will be notified that your application has been received and
accepted by the COG.
Kittitas County Department of Public Works
Distressed County Sales and Use Tax Grant Fund
411 North Ruby Street, Suite 1
Ellensburg, WA 98926
Please submit 1 original and 12 copies of the entire application (13 total).
Note: Incomplete applications will be rejected.
Question Instructions
Applicant Information (page 1 of the application): Please fill in all areas completely. The
applicant is the agency requesting funding. The contact name will be considered the leader of the project for
the applicant agency. The contact should also be the individual who will present the project and will be
available for questions from the COG.
ApyIicant Thresholds (page 1 of the application): Your project must meet each of these
requirementz to be considered. Please check each box and include the necessary documentation with your
application. If your project does not meet all of the listed requirements and/or your application does not
include the necessary documentation to support your claims, it will not be considered for funding.
Prolect Budget (vase 2 of the application): The top line (Distressed County Funds Requested) is
to list how much funding you are asking the COG to consider awarding your project.
The following lines and are for other funding sources you have secured or for which you have applied.
Again, please be as accurate as possible and fill in the final column for each signifying the status of the
funding source (whether or not the funding has been secured). Make sure to include documentation that
funds have been applied for and/or awarded (grant applications, award letters, legislative resolutions, etc.).
The "Project Total" line is for the total cost of the project the application represents. The sum of all the
funding sources lines should accurately add to the figure listed here.
Distressed County Fund Matching Ratio (page 2 of the application): This Iine is to show
what percentage of the total project budget the applicant is providing in local funding. For instance, if the
total project budget is $100,000 and the application is for $50,000 with combined other funding sources of
another $50,000 and the local funding source component is $20,000, the Ratio would be 20%.
A simple equation to answer this question from the Project Budget is:
(Local Government + Other (if a local funding source)) I Project Total
Distressed County Fund Matching Ratio (converted to a percentage)
Project Narrative (starts an nage 3 of the application): Please answer each question and sub -
question completely. Incomplete applications will not be considered for funding. You may attach additional
information necessary to answer the questions as needed.
Kittitas County
Den, ailmer>i of Fublic Works
DISTRESSED COUNTY SALES AND USE `FAX APPLICATION FOR
ECONOMIC DEVELOPMENT OFFICE FERSONNEL
The Distressed County Sales and Use Tax supports improvements to Infrastructure systems that
foster economic development in Klttitas County as well as providing funding for personnel in
economic development offices. The goal is to create economic opportunity through local
Investment.
APPLICANT INFORMATION
Applicant.-
Contact
pplicant:Contact Name:
Address:
Address:
City: VVA :dip:
Telephone: FAX:
E-mail Address:
Office Location:
Funds Request:
APPLICATION THRESHOLDS
Jurisdiction Population:
Applicant Requirement:
Check -off:
❑
1. The request is to provide funding for personnel in an economic development office In
1(ittitas County.
❑ 2. Distressed County funds are not being substituted for other funds that are already secured.
❑ 3. Applicant has submitted only one application this round.
❑ 4. The localtregional economic development organization has been informed of this request.
5
Proposed Budget:
Funding Sources
Distressed County Funds Request:
*Other Funding Sources:
Federal (list sources):
State (list sources):
Local Government (list sources):
Other (list sources):
Project Total:
**Distressed County Fund Matching Ratio:
Amounts Funding Secured?
yes /no
yes/no
yes 1 no
yes / no
yes / no
*Note: You must include documentation, for all other f ending sources listed (i.e. grant
requests, award letter notifications, legislative resolutions, etc.).
**Note: Your Distressed County Fund matching ratio must beat least or greater than 13.5%
in order to quay for funding consideration. The COG will not consider any requests which
do not provide at least 13.5% matching funds from a local source.
A
PROJECT NARRATIVE
1. Request Description: Please describe the work this position will perform. Include a Job description and
any other pertinent information.
2. Is this a new position for you r organization? If so, plea se describe why this position is needed. If not,
why is it a necessary for this fund to continue to support this position?
3. Will your organization be capable of supporting this position in the future without support from this fund?
Please describe your plan and Include target dates for implementation and completion. If no plan is
currently in place andlor no plans are being made, please explain why.
4. Will this position serve the needs and/or interests of multiple Jurisdictions and/or organizations? Please
explain in detall.
S. What goals and deliverables have you set for this position? How will you measure success?
S. indicate if the proposed position is consistent with the following appll cable state, regional and local plans
and priorities for economic development. Please include the pertinent sections of the respective plans)
as justification. Please explain in detail how this position is compatible with the plan(s):
❑ Overall Economic Development Plan — Officially Adopted
❑ Community Action Plan (or other community-based plan) — Officially Adopted _.
❑ K3.her _
7, How will this position meet the economic development goals of the County and region?
B. Describe any research your organization has conducted which shows the need for this pos ition. Please
include the data upon which your claims are based for our review.
Submit the original application to:
Kittitas County Department of Public Warks
411 N. Ruby, Suite #1
Ellensburg, WA 98926
Applicant Certification
Certification is hereby given that the information provided is accurate and the applicable attachments are complete and
included as part of the application package.
I certify that application thresholds are met at the time of applicaton.
Signature of Official Representative
Sponsoring Agency
(If Applicable)
Signature of Agency Representative
Typed or Printed dame
Date
Date
Date
Associate Economic Development Organization Notification
The organization listed below has received notification of this application as demonstrated by the signature of
the organization's representative.
Hame of Organization
Signature of Representative Cate
Kittitas County Department of Public Works Receipt of Application
Signature of Kittitas County DPW Representative Data
Typed or Printed Name
10
KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS
DISTRESSED COUNTY INFRASTRUCTURE IMPROVEMENT PROGRAM
APPLICATION DUE DATES
FY 2018
Distressed County Sales and Use Tax Application for Economic Development Office Personnel:
Applicants are invited to appear at the COG meeting when the project's criteria is reviewed.
APPLICATIONS DUE
2018 Application due Date
COG MEETING DATES
COG Meetings
June 15, 2017.......................................July 2017 COG SPECIAL MEETING
"Funding available January 1, 2018
M
EXHIBIT 2: FINANCIAL REPORTING FORMS
PROJECT STATUS REPORT FORM
KITTITAS COUNTY/COUNCIL OF GOVERNMENTS PUBLIC FACILITY
FUND GRANT QUARTERLY REPORT
GRANT RECIPIENT:
FEDERAL ID NUMBER:
PROJECT NAME:
REPORT SUBMITTAL DATE:
GRANT AWARD DATE:
INITIAL PROJECT COMPLETION DATE:
REPORT QUARTER (1, 2.3 OR 4 Chose one):
ACTIVITIES COMPLETED THIS UARTER:
MILESTONE ACTP=S REMAINING (Keyoroiect elements left to complete):
ESTIMATED PROJECT COMPLETION DATE lease note M than es from pmdous. auarterl
reports):
SUBMITTED BY:
(Authorized Representative)
411 N. Ruby St, Suite #1 TEL (509) 982-7523
Ellensburg, WA 98926 FAX (509) 962-7663
EWOII83T 2 - MONTHLY PATREWEST
K=AS COUNW DEPARTMENT OF PUBUC WORKS 7a1; {509)992 7523
411 to. RWeYRme%SuHs OL Ebmbur& WA 911926 Fuc (5119) 9EZ-7E63
H -UM Polb0a Fad1hinlF mukCopy of FwBnS Request Tor payment 20156 PAGE 1
PURM FACILITIES FUNDING REQUEST FOR PAYMENT
RegrrestlrrE Ap.ray:
lddterou
act Naw.
_ � QbY/at�7+P
Period Caaered
Fadaral 0 Na
4IPhanaif
� yes No
COWDISCRIPTIDNA
Roomstiur Peymprt mtgtbeacaemparlied Ly
hnakewpks.
0
Eayae9a Thin Peried drrpuryas PrartatrdT Repassed
A46
Eapaesas Ta Oats
CAM)
C
Required Matching Funds
(2096]
IM.'"
A+6 -t
ttomftaahlalre
IM)
rks arrd 021MMR e
aolks b
Se vkw A Cham is
Other e
Al (esb*c+dj
Tans F-p-ftre thisveriad Toot prrar period b enre
Total Eupeme to Date
Tedal hweh Iodate
Teti Reimbursable ansa
rrFrFA%COU? VU TCN1Y,
AWAP.D
LES 7REa1WS PAYMENTS
LESS PREYIOUE PAVUENTS
;REIStAfPItNG lNAFIEE
6TRL PAYMEM REQUESTTItl6 PEMOD���
I WMIT that the costs shown an thh: vuudtel' ate tnw and wrrect; the ameuut da:med Is due and payable fmm the KSHtas CwnW Public Feet" Fond urWe"pplkable bw% rulq, regulations and procedure; m claim
has hewn pennted to or pa rd: made Tar the amoum for Whldr Is clatrnd herein; claim does mt axwool thea P=d altowtiaq Tar ffiN ngad. and I am aethorkW tP$IF tar c%Imant
Granas;
Ix
Date;
1OTTR.6 G9111ETY tJ6E pNI.Y
Mcluaas tar Paymeas Q1^&sd Be
ftvMp0,Udhauaf By
Oahe
H -UM Polb0a Fad1hinlF mukCopy of FwBnS Request Tor payment 20156 PAGE 1
EXHIBIT 3: SAMPLE CONTRACT
20_ DISTRESSED COUNTY SALES AND USE TAX INFRASTRUCTURE
IMPROVEMENT PROGRAM AGREEMENT
BETWEEN KITTiTAS COUNTY AND THE CITY OF CLE ELUM
This Contract, dated _ . 20_ is made and entered into by and
between KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and
("Funding Recipient").
WHEREAS, the purpose of this Agreement is to provide for public facility
construction and foster economic development opportunities within Kittitas County;
NOW THEREFORE, in consideration of the terms and conditions contained herein,
or attached and incorporated and made a part hereof, the County and the Funding
Recipient mutually agree as follows:
Section 1. Scope of Work.
a. Funding Recipient shall provide the services and staff described in its Application
for Funds submitted to the Council of Governments, attached hereto as Exhlbft "A"
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Funding Recipient shall
furnish the following as required to perform the services, described in Paragraph (a)
above, in accordance with this Agreement: Personnel, labor and supervision;
technical, professional and other services. All such services., property and other
items famished or required to be furnished, together with all other obligations
performed, or required to be performed, by Funding Recipient under this Agreement
are collectively referred to herein as "Services."
Section 2. Payment.
a. As full compensation for satisfactory performance of the Funding Recipient Services,
the County agrees to pay Funding Recipient the sum of
b. Additional payment terms: The County will make payment to the Funding Recipient
only on a reimbursement basis, as receipts for any items including marketing and/or
advertising are submitted to the County.
C. Requests for reimbursements must be submitted to:
Kittitas Public Works Finance Manager
411 North Ruby, — Suite 1
Ellensburg, WA 98926
d. Reporting requirements of your events will be required on prescribed forms from the
Kittitas Public Works Department.
Distressed County Sales and Use Tax lnfrastructure Improvement Program Funding Agreement
Page 1
Section 3. Performance by Fundiina Reclnlent.
a. Funding Recipient shall not (by contract, operation of law or otherwise) delegate or
subcontract performance of any Services to any other person or entity without the
prior written consent of the County. Any such delegation or subcontracting without
the County's prior written consent shall be voidable at the County's option.
b. Funding Recipient shall at all times be an independent Funding Recipient and not an
agent or representative of the County with regard to performing the Services.
Funding Recipient shall not represent that it is, or hold itself out as, an agent or
representative of the County. In no event shall Funding Recipient be authorized to
enter into any Agreement or undertaking for or on behalf of the County. It is
understood that the Funding Recipient and the Funding Recipient's staff and
employees are not employees of the County and are not, therefore, entitled to any
benefits provided employees of the County.
c. Funding Recipient shali comply with all applicable laws, ordinances, rules,
regulations, orders, licenses, permits, and other requirements, now or hereafter in
effect, of any governmental authority (including, but not limited to, such requirements
as may be imposed upon the County and applicable to Services). Funding Recipient
shall furnish such documents as may be required to effect or evidence such
compliance. All laws, ordinances, rules, and orders Required to be incorporated into
agreements of this character are incorporated Into this Agreement by this reference.
Funding Recipient agrees to obtain all required licenses and permits, and further
agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Funding Recipient agree that in fulfilling the terms and
conditions of this Agreement neither shall discriminate on the basis of race, creed,
color, national origin, age, sex, marital status, or the presence of a physical, sensory,
or mental handicap.
e. The Services shall at all times be subject to inspection by and approval of the
County, but the County's making (or failure or delay in making) such inspection or
approval shall not relieve Funding Recipient of its responsibility to perform the
Services in accord with this Agreement, notwithstanding the County's knowledge of
defective or non -complying performance, or the substantiality or ease of discovering
the same. Funding Recipient shall provide the County with sufficient, safe, and
proper facilities and equipment for such inspection and free access to such facilities.
This contract is subject to review by any Federal or State auditor. Funding Recipient
shall promptly furnish the County or its designee, or such Federal or State auditor
with such information related to the Services as may be requested by the applicable
governmental entity. Funding Recipient shall preserve and maintain all financial
records and records relating to performance of Services under this Agreement for six
(6) years after contract termination. For such duration after the County makes final
payment of compensation due hereunder, Funding Recipient shall provide the
County access to (and the County shall have the right to examine, audit and copy,
with or without notice) all of Funding Recipient's books, documents, papers and
records related to the Services or this Agreemeni.
Distressed Carroty Safes and Use Tax Inftastructure improvement Program Funding Agreement
Page 2
g. Funding Recipient understands and acknowledges that Funding Recipient is solely
responsible for its own reporting and accounting of all state, federal, social security, and
local taxes, of every nature, arising from Funding Recipient's performance of this
Agreement. All compensation received by the Funding Recipient will be reported to the
Intemai Revenue Service at the end of the calendar year in accord with the applicable
IRS regulations.
Section 4. Release Indemnibl. and Hold Harmless.
The County assumes no liability for the Funding Recipient's actions under this Agreement.
Funding Recipient releases and shall defend, indemnify, and hold harmless the County, its
officers and employees, agents, representatives, attorneys and/or volunteers, from and
against all claims, costs, liabilities, damages, and expenses, (including, but not limited to,
reasonable attorney fees) which arise or may arise or be alleged to arise out of or by
reason of this Agreement including:
• Any fault, negligence, strict liability or product liability of Funding Recipient in
connection with the Services for this Agreement;
Any lien asserted upon any property of the County in connection with the Services
for this Agreement;
Any failure of Funding Recipient, or of the Services, to comply with any applicable
law, ordinance, rule, regulation, order, license, permit and other requirement, now or
hereafter in effect, of any governmental authority; or
Any breach of or default under this Agreement by Funding Recipient
Section 5. Compliance with Public Records law.
a. In compliance with Washington's public records law, the County will retain copies of
any documents associated with this Agreement, which may be required by law
unless legally exempt from such retention, for any applicable legally required
retention period.
b. In the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability
of any documents under federal or state public records laws, the County shall
provide notice to Funding Recipient pursuant to Washington's public records act,
chapter 42.66 RCW, to allow Funding Recipient to seek a court injunction.
c. The County specifically shall not be liable to Funding Recipient for the County's
release under public records laws of any documents not protected by trademark,
copyright or other law.
Distressed County Sales and Use Tax Infrastructure Improvement Program Funding Agreement
Page 3
Section 6. Industrial Insurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its
Additional insureds, officers, agents and employees, the Funding Recipient expressly waives
its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act,
for injuries to Funding Recipient's employees and agrees that the obligations to indemnify,
defend and hold harmless provided in this Agreement extend to any claim brought by or on
behalf of any employee of the Funding Recipient. This waiver is mutually negotiated by the
parties to this Agreement.
Section 7. Insurance and Endorsements.
a. The County may require through a request in writing that the Funding Recipient
provide the County with a certificate, binder, or policy of liability insurance,
acceptable to the Courdy in an amount specified by the County.
b. Such liability insurance shall be such as will protect Funding Recipient, its
employees, agents and representatives, from all claims, losses, hams, costs,
liabilities, damages and expenses arising out of personal injury (including death) or
property damage that may result from performance of the Services or this
Agreement, whether such performance is by Funding Recipient or any of its
employees, agents or representatives.
c. Should the County require such liability insurance, the Funding Recipient agrees to
provide proof of insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by
Funding Recipient shall be attached to this Agreement and by this reference will be
made part hereof.
e. Where insurance is requested by the County, all liability insurance policies shall be
endorsed to include the County as an Additional Insured and shall stipulate that the
insurance afforded by the policies shall be primary insurance, and that any
insurance, self-insured retention, deductibles, or risk retention trusts maintained or
participated in by the Parties shall be excess and not contributory to any other
insurance maintained by the County. Funding Recipient shall furnish the County a
certificate of insurance with Endorsement as evidence that the required policies are
in full force and effect.
Section B. Termination.
The County may, by written notice thereof to Funding Recipient, terminate this Agreement
as to all or any portion of the Services not yet performed, whether or not Funding Recipient
is in breach or default. Upon receiving such notice of termination, Funding Recipient shall,
except as otherwise directed by the County, immediately stop performing the Services to
the extent specified in the notice. In the event the County terminates the Funding
Recipient's Services, the Funding Recipient is obligated and hereby agrees to refund to the
County all monies paid for Services not yet rendered by the Funding Recipient, if any, as of
the date of the notice of termination.
Distressed County Sales and Use Tax infrastructure Improvement Program Funding Agreement
Page 4
Section 9. Miscellaneous.
a. Funding Recipient shall not (by contract, operation of law or otherwise) assign this
Agreement or any right or interest in this Agreement without the County's prior
written consent.
b. This Agreement embodies the entire Agreement between the County and Funding
Recipient, and supersedes any and all prior oral or written communications, proposals,
conditions, promises, representations, or understandings regarding the Services. No
change, amendment or modification of any provision of this Agreement shall be valid
unless set forth in a written amendment to the Agreement signed by both parties.
c. Notice for any purpose under this Agreement, except service of process, shall be
given by the Funding Recipient to the ICttitas County Commissioners and the Khtltas
County Public Works Director, 411 North Ruby, Suite 1, Ellensburg, WA 98926. For all
purposes under this Agreement, any notice by the County to the Funding Recipient
shall be given to the Funding Recipient's address provided on the signature page.
Notice may be given by delivery or by depositing in the U.S. Mail, first class, postage
prepaid, certified mail, return receipt requested.
d. The section and paragraph headings of this Agreement are for reference
convenience only and are not intended to restrict, affect or be of any weight in
interpreting or construing the provisions of such sections or paragraphs.
e. This Agreement may be executed in one or more counterparts and by facsimile,
each of which will be deemed an original, but all of which together will constitute one
and the same instrument.
f. Funding Recipient warrants to the County that the individual signing on Funding
Recipient's behalf has the requisite power and authority to enter into and to perform
Funding Recipient's obligations under this Agreement. Funding Recipient further
warrants to the County that Funding Recipient has made no misrepresentation or
misleading statement in connection with this Agreement, and is not in violation of any
applicable law, ordinance, or regulation the consequence of which will or may
materially affect Funding Recipient's ability to perform its obligations under this
Agreement.
g. If any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions
or applications which can be given effect without the invalid term, condition or
application. To this end, the terms and conditions of this Agreement are declared
severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its
terms shall be in Kittitas County, State of Washington.
Distressed CountySales and Use Tax Infrastructure Improvement Program Funding Agreement
Page
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS
Chair
Vice- Chair
Commissioner
ATTEST'
Clerk of the Board
APPROVED AS TO FORM:
Deputy Prosecuting Attorney
FUNDING RECIPIEWT
Representative
Address
Telephone
Distressed County Sales and Use rax infrastructure Improvement Program Funding Agreement �
9
KITTITAS COUNTY CONFERENCE OF GOVERNMENTS
PUBLIC FACILITIES FUND
POLICY NUMBER: 2018-04
POLICY TITLE: Public Facility Grant Matching Requirements
NARRATIVE:
The Kittitas County Conference of Governments determines that it is in the best interest
of all Public Facility grant applicants to understand grant matching requirements
pursuant to the Public Facility Fund.
Allowable grant matching funds are defined to be: cash. No "in kind" credit for
applicant project support services is allowed.
Cash may come from the following sources: Federal funds, State funds and Local
funds.
Local funds are: Municipal corporation funds or local organizational funds procured via
donation.
RELATED POLICIES:
2018-02 Project Review and Award Timelines
2018-05 Project Fund Banking
2018-07 Financial Reporting Requirements
ADOPTION DATE_
REVISION DATE:
APPROVALS:
Commission District I
Commission District 2
Commission District 3
Conference of Governments Chair
KITTITAS COUNTY CONFERENCE OF GOVERNMENTS
PUBLIC FACILITIES FUND
POLICY NUMBER: 2018-05
POLICY TITLE: Project Fund Banking
NARRATIVE:
The Conference of Governments (COG) recognizes that a competitive grant award
process does not lend itself well to funding all applicant projects submitted in any given
grant award cycle. The COG also recognizes that the funding request from a COG
participant may be of significant value precluding any other awards in any given grant
cycle. The COG recognizing annual funding constraints and the group's desire to fund
as many requests as possible in any given grant cycle does hereby allow the award of
project funding on an incremental basis. Incremental funding award may span two
years of award subject to the following conditions:
1. No project may bank funds beyond two consecutive grant cycles. Grant
recipients may appeal to COG for consideration of project delays that could not
have been reasonably foreseen by the project sponsor. The COG retains
discretion on extending project funding beyond two years.
2. Matching funds are required for incremental fund award.
3. The project shall commence immediately upon award of the second funding
cycle.
4. The project must be completed on December 315t, two calendar years from the
end of the second funding year. Example: the second year of funding is
awarded on July 1St, 2020. The completion date for the project must be on or
before December 31', 2022.
5. Grant applicants shall provide financial quarterly reports to Kittitas County
Department of Public Works for all banked funding pursuant to Policy 2018-09.
RELATED POLICIES:
2018-02 Project Review and Award Timelines
2018-04 Public Facility Grant Matching Requirements
2018-08 Annual Fund Reserves and Allocation
Page 1 of 2
ADOPTION DATE:
REVISION DATE:
APPROVALS:
Commission District 1
Commission District 2
Commission District 3
Conference of Governments Chair
Page 2 of 2
KITTITAS COUNTY CONFERENCE OF GOVERNMENTS
PUBLIC FACILITIES FUND
POLICY NUMBER: 2018-06
POLICY TITLE: Repurposed Funding
NARRATIVE:
The Conference of Governments (COG) recognizes that grant recipients may generate
project savings through judicial management of grant funding. The COG retains the
authority to recommend repurposing of grant funding subject to Kittitas County Board of
County Commission (BOCC) final approval. Any requested grant repurposing by a
grant recipient shall be submitted using the approved Public Facilities Application form
available from Kittitas County Department of Public Works. The new application for
repurposed funding will follow review procedures pursuant to Policy 2018-02; 'Project
Review and Award Timeline".
Providing the COG approves of the recipient's request to repurpose grant funds, the
BOCC shall decide to follow the recommendation of the COG or deny the request to
repurpose funding. Providing the COG denies the repurposing request, no further
action is taken.
RELATED POLICIES:
2018-03 Public Facility Grant Application Forms
2018-07 Financial Reporting Requirements
ADOPTION DATE:
REVISION DATE:
APPROVALS:
Commission District 1
Commission District 2
Commission District 3
Conference of Government Chair
KITTITAS COUNTY CONFERENCE OF GOVERNMENTS
PUBLIC FACILITIES FUND
POLICY NUMBER: 2018-07
POLiCY TITLE: Financial Reporting Requirements
NARRATIVE:
Timely and accurate financial reporting is required for fund management by Kittitas
County Department of Public Works. Financial reporting requirements for all grant
awards are listed below,
Using Kittitas County Department of Public Works reporting forms, applicants will
submit project status reporting forms (Exhibit 1) within 14 calendar days from the
end of the reporting quarter as specified below:
Quarter 1 ending date: March 31St
Quarter 2 ending date: June 30th
Quarter 3 ending date: September 30tj'
,h Quarter 4 ending date: December 3181
Recipients may submit reimbursement requests on a monthly basis on Kittitas
County Department of Public Works reporting forms (Exhibit 2).
2. Grant recipients who fail in meeting required reporting requirements are subject
to having funding withheld on the fifteenth (15") day following the end of the
reporting quarter_ Failure in submitting the required project status reports (two
consecutive reporting cycles) may result in award cancellation upon COG review.
3. Financial reporting forms shall be signed by the identified grant official or
designee.
RELATED POLiCIES:
20'18-04 Public Facility Grant Matching Requirements
2018-05 Project Fund Banking
2015-08 Annual Fund Reserves and Allocation
ADOPTION DATE:
REVISION DATE:
APPROVALS:
Commission District 1
Commission District 2
Commission District 3
Conference of Governments Chair
KITTITAS COUNTY CONFERENCE OF GOVERNMENTS
PUBLIC FACILITIES FUND
POLICY NUMBER: 2018-08
POLICY TITLE: Annual Fund Reserve and Allocation
NARRATIVE:
The Conference of Governments (COG) retains fund balance in the Public Facilities
Fund supporting all active project allocations. In addition to maintaining funds covering
previous award financial obligations, the COG sets aside an amount as reserve for
future year projects as a budget line item within the Public Facilities Fund (Kittitas
County Department of Public Works). The amount of annual fund reserve is $250,000.
These funds are intended to support emergency requests, or requests for supplemental
project funding, from recipients and/or to coyer unanticipated project expenses that
could significantly impede the ability for a grant recipient to meet project delivery
timelines.
Any request to access the "annual fund reserve ($250,000)" shall be made to COG in
the following manner:
Initial verbal request is made at a regularly scheduled COG meeting.
Providing a majority of members present at the meeting vote to move the request
forward for immediate BOCC consideration.
The Kittitas County Department of Public Works Director schedules a special
meeting with the BOCC (if timeline dictates) presenting the request for special
funding from the annual fund reserve budget line as supported by the COG. It is
the desire of COG that requests to access the annual fund reserve is managed
by the BOCC as rapidly as possible.
y Providing the BOCC adopts the COG's recommendation for funding, the
recipient's contract is amended or a new contract is produced in the case of
emergency project creation.
Other than the annual fund reserve ($250,000) — no other 0.09 funding is obligated for
annual set aside within the Public Facilities Fund. It is the expectation of the COG that
all annual 0.09 "Distressed County Funding" is in play for allocation pursuant to COG
adopted project review and award policies at the onset of any given grant year.
RELATED POLICIES:
2018-43 Public Facility Grant Application Forms
2018-04 Public Facility Grant Matching Requirements
2018-07 Financial Reporting Requirements
ADOPTION DATE:
REVISION DATE:
APPROVALS:
Commission District 1
Commission District 2
Commission District 3
Conference of Governments Chair
KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: May 29`x', 2018
ACTION REQUESTED: Authorize Staff to Issue Notice of Award Letters to 2018 —
2020 Surface Transportation Block Grant Recipients
BACKGROUND: Recently, Public Works (PW) requested the Board of
County Commissioners authorize notice of award letters to
2018 Surface Transportation Block Grant (STBG)
recipients. Subsequent to that action, PW was informed
that the numbers we were using for award were a year old.
The current amount for award ($750,000) requires
obligation by September 2018 — or the funds are lost. The
review committee met on 5-22-2018 and developed a
multi-year strategy investing STBG funds that ensures the
funds will get obligated and not lost. A summary of that
meeting is attached as EXHIBIT 1. A funding plan is
attached as EXHIBIT 2.
In summary, we are claiming additional guardrail in our
safety project ($230,000) that is ready to advertise (saves
fund reserve). We also propose beginning design of a
traffic signal at Reecer Creek and University Way. In
addition, we propose funding the remaining needed funds
supporting the City of Cle Elum's main street
improvements ahead of a pending WSDOT paving project.
These actions secure the $750,000.
The committee also is suggesting obligating the next
several years so that we do not find ourselves in a similar
situation next year.
INTERACTION: Public Works
RECOMMENDATION: Issue award letters.
HANDLING: Return one original to Public Works
ATTACHMENTS: Exhibit 1: Meeting summary of 05-22-2018
Exhibit 2: Funding Plan
LEAD STAFF: Mark R. Cook, Director
BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION NO. 2018 -
TITLE: Award Letters to 2018 — 2021 Surface Transportation Block Grant Recipients
WHEREAS: The Kittitas County Board of County Commissioners recently directed award
letters be sent to 2018 Surface Transportation Block Grant (STBG) recipients
(Resolution 2018-081) ; and
WHEREAS: Public Works was recently noticed by the State Department of Transportation
(WSDOT) that the County utilized incorrect funding numbers for 2018; and
WHEREAS: Public Works is now required to obligate an additional $750,000 in project
funding by September 2018; and
WHEREAS: The STBG technical committee met on May 22, 2018 adding projects to meet
WSDOT obligation targets for 2018; and
WHEREAS: The technical committee agrees to obligate funding through 2021 to avoid any
future confusion about STBG obligation targets; and
NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the
best interest of the public, does hereby direct Public Works to issue grant award letters to STBG
recipients for projects added since Resolution 2018-081.
DATED this 29th day of May, 2018, at Ellensburg, Washington.
Attest:
❑ Clerk of the Board- Julie Kjorsvik
❑ Deputy Clerk of the Board- Mandy Buchholz
BOARD OF COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
Laura Osiadacz, Chairman
Obie O'Brien, Vice -Chairman
Paul Jewell, Commissioner
STBG Meeting 5/22/18
• On May 22, 2018, Kittitas County Public Works held an STBG meeting with representatives from
City of Ellensburg, City of Kittitas, and City of Cle Elum.
• We discussed the WSDOT OA meeting in which Public Works learned that we had been working
with old data.
• We actually have $750,000 that needs to be obligated by September. For the FFY 2018-2021
STBG Call, Kittitas County has ^'$3,000,000 available. Please see the funding allocation
breakdown for an in-depth analysis.
• All attendees (including City of Roslyn via email) agreed on the following additional projects for
2018 obligation:
1. Traffic Signal at Reecer and University- Urban (129,750 without match)
2. Countywide Guardrail- Rural (203,275 without match)
3. Cle Elum First Street Improvements Phase 1- Rural (79,580 without match)
• There will be application submitted for all 3 and Cie Elum will submit 3 applications for Phase 1-
3 of their First Street Improvements project.
s Kittitas County will fulfill our STBG 2018 obligation amount.
—W1,020 leftover between rural and either 2020-2021
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KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
PUBLIC WORKS —BOARD OF COUNTY COMMISSIONERS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: May 29, 2018
TOPIC: Hyak Roadways - Maintenance Donation from Hyak Home Owners
Association
ACTION REQUESTED: Direct Staff Meet with Hyak Residents Defining
Appropriate Levels of Maintenance Donation
LEAD STAFF:
Mark R. Cook
RECOMMENDATION:
Direct that staff meet with Hyak residents defining the appropriate level of annual
maintenance donation from Hyak residents supporting continued snow removal.
BRIEFING SUMMARY:
• Numerous potential binding options have been evaluated offsetting the abnormal
cost of annual maintenance of the Hyak roadway network.
• Public Works (PW) is awaiting a response from the Board's legal advisor on the
ability of Hyak residents to donate funds offsetting the cost of annual
maintenance.
• Failing the ability of Hyak residents funding abnormally high annual maintenance
costs, vacation of the roadway network remains an option for the Board.
BACKGROUND:
During the past several months, PW has briefed the Board of County Commissioners
(BOCC) on maintenance cost issues associated with servicing the Hyak roadway
network. Numerous funding options have been evaluated and only the tolling option of a
Transportation Benefit District appears to be applicable to maintenance spending. The
BOCC requested staff evaluate "donations" as a possible funding mechanism at the PW
Study Session on May 14, 2018.
DISCUSSION:
PW has submitted a request to the BOCC's legal advisor. At the time of this writing, we
have received no response. Hyak residents should be solicited for defining the
willingness to participate in a voluntary annual donation effort supplementing the cost of
snow removal in Hyak. Using the County's GIS system and making a quick estimate of
residences in Hyak, we estimate a potential peak population of 390 — based on 2.5
persons per household. This translates to approximately 156 households.
Page 1 of 2
PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT
FISCAL IMPACTS:
Historic snow removal costs are $1,022,972 for the period: 1997 to 2017. The average
annual cost is: $1,022,972/20 = $51,148.60. Providing no credit from PW towards snow
removal, the estimated annual cost per household for Hyak snow removal is estimated at:
$51,150/156 = $330+/-.
Using the past six years, the average cost to each household increases to $385/year. It is
our understanding that residents of Alpental pay approximately $800/year per lot for
snow removal services.
Assuming the County population at 45,000 and using the same 2.5 persons per
household, we can estimate the cost per household for County residents during the same
20 year period. $11,641,458/18,000 households = $32/year.
ATTACHMENTS:
None.
Page 2 of 2
PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT