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HomeMy WebLinkAboutResolution_City of Roslyn_ARPA Funds_CemeteryKITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS 2023 AGENDA STAFF REPORT AGENDA DATE: September 5, 2023 ACTION REQUESTED: Request to Approve a Resolution to Authorize Chair Signature on the County of Kittitas American Rescue Plan Act Grant Program Agreement with the City of Roslyn for the Cemetery Water Main Extension Project BACKGROUND: The City of Roslyn desires improving the City's irrigation delivery to the cemeteries. Public Works has met with the City of Roslyn and Cemetery Commission staff detailing project design and timelines. Kittitas County Board of County Commissioners (BOCC) awarded $275,000.00 to the City of Roslyn for said project utilizing American Rescue Plan Act Grant Program Funds and the Agreement has been executed by the City of Roslyn. This agreement has been reviewed by the Prosecuting Attorney's Office for use and is ready for BOCC consideration. INTERACTION: Public Works; Kittitas County Board of County Commissioners; City of Roslyn; Kittitas County Prosecuting Attorney's Office. RECOMMENDATION: Approve the Resolution to Authorize Chair Signature on the County of Kittitas American Rescue Plan Act Grant Program Agreement with the City of Roslyn for the Cemetery Water Main Extension Project. HANDLING: Return one original to Public Works. ATTACHMENTS: Resolution; County of Kittitas American Rescue Plan Act Grant Program Agreement LEAD STAFF: Mark R. Cook, Director. BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO. 2023 - AUTHORIZING CHAIR SIGNATURE ON A COUNTY OF KITTITAS AMERICAN RESCUE PLAN ACT GRANT PROGRAM AGREEMENT WITH THE CITY OF ROSLYN FOR THE CEMETERY WATER MAIN EXTENSION PROJECT WHEREAS: The City of Roslyn was granted $275,000.00 in American Rescue Plan Act Grant Program Funding (ARPA) by the Kittitas County Board of County Commissioners; and WHEREAS: The City of Roslyn desires to utilize said ARPA Funds to upgrade a water main extension for the use of irrigation to City cemeteries; and WHEREAS: These funds were intended for use by eligible businesses and nonprofits as enumerated in the U.S. Treasury Department's Final Rule; and WHEREAS: The City of Roslyn agrees to expend said funds not to exceed $275,000.00, no later than December 31, 2023; and NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best interest of the public, does hereby authorize Chair Signature on the County of Kittitas American Rescue Plan Act Grant Program Agreement with the City of Roslyn for the Cemetery Water Main Extension Project. DATED on this 5th day of September 2023, at Ellensburg, Washington. Attest: ❑ Clerk of the Board- Julie Kjorsvik ❑ Deputy Clerk of the Board- Mandy Buchholz BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Cory Wright, Chairman Brett Wachsmith, Vice -Chairman Laura Osiadacz, Commissioner COUNTY OF KITTITAS AMERICAN RESCUE PLAN ACT GRANT PROGRAM The County of Kittitas is pleased to award your organization a financial support grant funded through the American Rescue Plan Act (ARPA). The funding objective for this program is to perform the tasks outlined in the attached Exhibit A "Scope of Work," which is incorporated herein by this reference, for eligible businesses and non -profits as enumerated in the U.S. Treasury Department's (U.S. Treasury) Final Rule. Grant Details The City of Roslyn seeks County funding for the replacement/refurbishment of the existing irrigation system serving the Historic Roslyn Cemetery. Project and cost estimates are attached to this agreement as "Exhibit A" within the "Scope of Work". Funding is awarded in the amount stated in the attached Exhibit B "Compensation" which is incorporated herein by this reference. Any funds provided by Kittitas County will be issued to the following persontentity (who may also be referred to as the "Grantee"): Name: City of Roslyn Representative: Michelle Geiger Address: 201 S. First Street, Roslyn, Washington Email: planner@ci.roslyn.wa.us Phone Number: (509) 649-3105 Ext. 2 Grant Funding Agreement I, the undersigned, make the following acknowledgements: • The information contained in this agreement is true and complete to the best of my knowledge, information, and belief. • All awarded funds shall be expended no later than December 31, 2023. • Awarded funds may only be used for eligible expenses that are outlined in the Final Rule. I agree to maintain documentation (and provide summaries as part of the annual report and complete documentation upon specific County request) regarding the manner in which the funds are expended, including but not limited to financial reports and other supporting documentation (i.e., purchase support, invoices, timecards, and payroll support, etc.). Records related to the use of grant funds must be produced promptly upon request from the Countyof Kittitas, the U.S. Treasury, and the Comptroller General of the United States, and other, and agree to submit to audit. I understand and agree that if I receive funding from the County of Kittitas's ARPA Grant Program, and I do not use all the funds by the December 31, 2023, or use the funds for expenses other than the authorized purpose outlined in my application, I will be required to return the awarded funds to the County of Kittitas. Page I of 5 I agree that if there is fraud or misrepresentation with respect to the performance of this Grant Agreement, Kittitas County reserves the right to terminate or amend this Agreement, accordingly, including the right to recapture all funds disbursed under this Grant. I agree to report in writing all known or suspected fraud or other loss of any funds provided under this Grant agreement immediately or as soon as practicable, to the Kittitas County Auditor's Office. • I have the authority to legally bind the business, non-profit, or organization. I agree to indemnify, defend, and hold harmless the County of Kittitas, U.S. Treasury, and the elected officers, employees, agents and/or representatives of each said government entity, forany ARPA funds received from the U.S. Treasury through the County of Kittitas, from and against any and all claims, damages, losses and expenses. To the fullest extent permitted by law, the Grantee shall indemnify, defend, and hold harmless Kittitas County and its officials, agents and employees and/or representatives, from and against all claims for injuries or death arising out of or resulting from the performance of this Grant Agreement. "Claim" as used in this contract, means any financial loss, claim, suit, action, damage, or expense, including but not limited to attorney's fees, attributable for bodily injury, sickness, disease, or death, or injury to or the destruction of tangible property including loss of use resulting therefrom. The Grantee's obligation to indemnify, defend, and hold harmless includes any claim by Grantee's agents, employees, representatives, or any subgrantee/subcontractor or its employees. Grantee expressly agrees to indemnify, defend, and hold harmless Kittitas County for any claim arising out of or incident to Grantee's or any subgrantee's/subcontractor's performance or failure to perform the Grant. Grantee's obligation to indemnify, defend, and hold harmless Kittitas County shall not be eliminated or reduced by any actual or alleged concurrent negligence of Kittitas County or its agents, agencies, employees and officials. Grantee waives its immunity under Title 51 RCW to the extent it is required to indemnify, defend, and hold harmless Kittitas County and its agents, officers, representatives, or employees. Kittitas County reserves the right, but not the obligation, to participate in the defense of any claim, damages, losses or expenses and such participation shall not constitute a waiver of Grantee's indemnity obligations under this Agreement. This Grant maybe amended by mutual agreement of the parties. Such amendments shall not be binding unless they are in writing and signed by personnel authorized to bind each of the parties. The parties intend that an independent contractor relationship will be created by this Grant The Grantee and its employees, volunteers, or agents performing under this Agreement are not employees, volunteers, or agents of Kittitas County. The Grantee will not hold itself out as or claim to be an officer, volunteer, or employee of Kittitas County by reason wage 2 of c hereof, nor will the Grantee make any claim of right, privilege or benefit which would accrue to such officer, volunteer, or employee under law. Conduct and control of the work will be solely with the Grantee. If all of the above outlined requirements are not met in full, or if any information provided on this application is found to be false or incorrect, the business, non-profit, crorganization will be deemed immediately in default and funds shall be returned to the County of Kittitas within 30 days of written notification of default. I also agree that, if I accept the County of Kittitas's ARPA Grant Program funding, I will be bound by the obligations and liabilities described in this agreement, and that the County of Kittitas shall have the right to enforce those obligations and liabilities in any manner provided by law. By signing below, the applicant represents, warrants, and certifies that the information provided herein is true, correct, and complete. I also understand and agree that this agreement, combinedwith award of a County of Kittitas ARPA Grant, constitutes a binding contract, and shall be deemed a valid original instrument if delivered electronically. ,C3rry►f 1161sAk ok Kam'n MAjot PPrriiinnnttt Recipient Nl�amm,Le�& Title AuthorizedSignature� Date ' y The County of Kittitas hereby enters into this grant agreement with the grantee named herein. Print County Name & Title Signature Page 3 of 5 Date EXHIBIT "A" SCOPE OF WORK and COST ESTIMATE City of Roslyn Cemetery Irrigation System Pre -Construction and Construction Engineer's Estimate ITEM UNIT UNIT PRICE QUANTITY COST Planning LS $7,545 1 $7,545 Design -Contractor Procurement LS $8,750 1 $8,750 Mobilization and Demobilization LS $5,000 1 $5,000 Temporary Traffic Control LS $Soo 1 $Soo Trench Excavation Safety LS $500 1 $500 Erosion Control Measures LS $1,500 1 $1,500 6-inch PVC w/bedding material LF $47 2265 $106,455 2-inch PVC w/bedding material LF $25 1645 $41,125 Trench Backflll CY 560 75 $4,500 Main Fittings LS $2,500 1 $2,500 6-inch Gate Valves EA $1,300 6 $7,800 Double Check Valves EA $8,100 2 $16,200 Hydrant Assembly EA $4,500 2 $9,000 Connection to Existing Water Main EA $2,000 2 $4,000 Site Restoration LS $1,500 1 $1,500 HMA Repair SF $5 750 $3,750 Estimate Subtotal: $220,625 15%Contigency: $33,094 Estimated Sales Tax at 8%: $20,298 Total Estimate: $274,016 Assume existing native soils are largely acceptable for trench backfill. - Actual Construction Costs may vary based on the Contractor, Supplier, and unexpected site conditions. Page 4 of 5 EXHIBIT "B" COMPENSATION Compensation is a one-time payment totaling $275,000,00, paid on an "advance" basis upon receipt of invoice for same. Page 5 of 5