HomeMy WebLinkAbout07/01/2013 AGENDA r IIOJ �
p M A A htEUtN
CITY COUNCIL 345 6th Street, Suite 600, Bremerton, WA 98337 ❑ Phone (360) 473 -5280
MONDAY, JULY 1, 2013
CITY COUNCIL "SPECIAL MEETING" AGENDA
1 BRIEFING 5 00 — 5 30 P M in COUNCIL CONFERENCE ROOM 603
A General Council Business
2 CALL TO ORDER 5 30 P M in FIRST FLOOR CHAMBERS
A Pledge of Allegiance
B Invocation
3 MAYOR'S REPORT
4 PUBLIC RECOGNITION
5 CONSENT AGENDA
A Claims & Check Register
B Minutes of Meeting — June 19, 2013
C Minutes of Study Session — June 26, 2013
D Bid Award to REPIPE CALIFORNIA for the 2013 Sewer Rehabilitation
E Approve Conservation Grant from Puget Sound Energy (PSE) for Energy Efficient Lighting
Project at the Harborside Parking Facility
F Interlocal Agreement with the City of Forks for Prisoner Confinement (Incarceration) Services
6 GENERAL BUSINESS
A Amending Parks & Recreation Department budget to add a 75 FTE Office Assistant I Position
7 PUBLIC HEARING(S)
A Public Hearing and approval of the Bremerton Police Department's 2013 Local Solicitation of
the Edward Byme Memorial Justice Assistance Grant (JAG) Application
B Public Hearing and approval of Resolution No 3199 adopting the 2014 to 2019 Six -Year
Transportation Improvement Plan (TIP)
8 COUNCIL MEMBER REPORTS
9 ADJOURNMENT OF CITY COUNCIL "SPECIAL MEETING"
Amencans with Disabilities Act (ADA) accommodations provided upon request Those requiring special
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THANK YOU
AGENDA BILL 151k
CITY OF BREMERTON
CITY COUNCIL
0 ■ 0NE0Mee0NM0E0N00a0NNN00NNMN0NNEEaoanaa0EE00MM00NEEEE0E0000aaa000EE0MN0E00000EE00EEE001
SUBJECT: Claims & Check Register Study Session Date
COUNCIL MEETING Date July 1, 2013
Department Financial Services
Presenter Shannon Conn
Phone 473 -5323
SUMMARY Approval of the following checks and electronic fund transfers
1) Check #'s 354100 through 354199 and EFT's 12938 through 12966 in the amount of
$813,35491
2) Regular Payroll for the pay period ending June 15, 2013 in the amount of $675,800 54
3) Retiree Payroll for the pay period ending June 30, 2013 in the amount of $55,881 95
ATTACHMENTS
FISCAL IMPACTS (Include Budgeted Amount)
STUDY SESSION AGENDA 0 No Discussion ❑ Full Presentation
STUDY SESSION ACTION 0 Consent Agenda ❑ General Business ❑ Public Hearing
RECOMMENDED MOTION:
Move to approve consent agenda as presented
COUNCIL ACTION. ❑ Approve ❑ Deny ❑ Table ❑ Continue ❑ No Action
Form Updated 11/02/12
AGENDA BILL 56
CITY OF BREMERTON
CITY COUNCIL
■■ 0 0a00EE00000EEw0w000aNawa0E0EE000e00aw0MS00000000M0000N0M00 00EEa000000aE0E0s0 s ■00N0001
SUBJECT- Study Session Date
Minutes of Meeting COUNCIL MEETING Date July 1, 2013
June 19, 2013 Department City Council
Presenter Greg Wheeler
Council President
Phone (360) 473 -5280
SUMMARY Attached is the summary of the City Council Meeting
ATTACHMENTS Meeting Minutes
FISCAL IMPACTS (Include Budgeted Amount)
STUDY SESSION AGENDA ❑x No Presentation ❑ Full Presentation
STUDY SESSION ACTION: x❑ Consent Agenda ❑ General Business ❑ Public Hearing
RECOMMENDED MOTION.
Move to approve the Consent Agenda as presented
COUNCIL ACTION: ❑ Approve ❑ Deny ❑ Table ❑ Continue ❑ No Action
Form Updated 01/25/13
DIGITAL RECORDING
CITY COUNCIL MEETING MINUTES
Wednesday, June 19, 2013
The weekly meeting of the City Council of the City of Bremerton was called to order Wednesday,
June 19, 2013, at 5 00 PM in the Council Conference Room 603 of the NORM DICKS GOVERNMENT
CENTER, 345 6 th Street, Bremerton, Washington, with Council President Greg Wheeler presiding
Council Members present were Nick Wofford, Eric Younger, Carol Arends, Faye Flemister, Wendy
Priest, Adam Brockus, Leslie Daugs, and Jim McDonald Also present were City Attorney Roger
Lubovich, City Clerk Shannon Corin, Legislative Assistant Lori Smith, and Information Services
Manager Kevin Matthew
A COUNCIL BRIEFING was held to discuss General Council Business at 5 00 PM in the Council
Conference Room At 5 30 PM the meeting moved to the Meeting Chambers
The Pledge of Allegiance was led by Council Member Jim McDonald followed by the invocation
provided by Reverend Debbie Little of First Christian Church
Police Chief Steve Strachan introduced new Police Officer Trevor Donnelly followed by the
"Oath of Office Swearing -In Ceremony" led by Municipal Court Judge James Docter
Police Chief Strachan provided a monthly briefing on the Bremerton Police Department, as well as
introduced Police Officer Dahel "Duke" Roessel and Canine Officer "Dust ' (21 -month old black
Labrador) '
MAYOR'S REPORT — Mayor Patty Lent
• Noted recent graduations including Bremerton High School (with 84% graduation rate'),
Washington Youth Academy (rated highest academic youth academy out of 32 in the nation'),
and Olympic College (with over 1,200 graduates'), and was pleased to learn the Washington
Youth Academy will be used as a model for a new Youth Academy opening in Idaho,
• Proclaimed Saturday, June 29, 2013 as "NAACP Freedom Fund Day ", and
• Invited Fire Chief Al Duke to address the Council and the public, and provide caution about the
dangers of fire with the dryer summer weather and 4 th of July dust around the corner
PUBLIC RECOGNITION
Gary Nystul Internal Auditor, expressed his concerns about recent discussions to amend Tale 18
of the Bremerton City Charter, clarified some inaccuracies about the role of the Auditor, and
referenced a few audit reports to better explain the nature of his work
Joel Jensen announced Amateur Radio Field Day would be held from Saturday, June 22 through
Sunday, June 23 at Silver Spurs Club located on Nels Nelson Road near the Kitsap Fairgrounds
Susan Brown recalled earlier days when she regularly attended Council Meetings to urge the City
to adopt a Code of Ethics, and now that Bremerton has one, she pointed out it is the City Auditor
that ensures there is a process, so she was very concerned about recent discussions to eliminate
the position, and cautioned against it
CONSENT AGENDA
7A — Claims & Check Register Check Numbers 353914 through 354099 and EFT -12905
through EFT -12937 in the amount of $1,538,689 23, and Regular Payroll for the pay period
ending May 31, 2013 in the amount of $734,943 66
719 — Minutes of Meeting — June 5, 2013
7C — Minutes of Study Session — June 12, 2013
7D— Ordinance No 5218 granting renewal of the Comcast Franchise Agreement
City Council Reg Mtg Minutes
Wednesday, June 19, 2013
Page 2 of 7
7E — Renewal of the 2013 Shelter Care Plus Agency Service Agreement with Agape
Unlimited
7F — Award contract to Nova Contracting, Inc for Anderson Cove Waterfront Low Impact
Development (LID) Project
06:04:03 Motion was made by McDonald, and seconded by Daugs
Comments from the Council were provided by Brockus
06:04:52 M /S /C (McDonald / Daugs) Move to approve the CONSENT AGENDA as presented
Voted in favor of Motion McDonald, Daugs, Priest, Flemister, Arends, Younger, Wofford, Wheeler
Voted opposed to Motion Brockus
Motion carried 8 -Yes, 1 -No
PUBLIC HEARINGS
8A — PUBLIC HEARING TO ADOPT ORDINANCE NO. 5219 AMENDING BREMERTON
MUNICIPAL CODE (BMC) CHAPTER 17.04 ENTITLED "CITY BUILDING CODE " Jeannie
Vaughn Community Development, emphasized that the action before the Council is to conduct a
public hearing and pass an ordinance amending BMC Ch 17 04 to adopt the 2012 editions of the
International Building Code, International Residential Code, International Mechanical Code,
International Property Maintenance Code, International Fuel Gas Code, and the Uniform Plumbing
Code, as amended by the Washington State Building Code Council or published by the International
Code Council, make minor housekeeping amendments for proper references in the BMC, and
amend the International Property Maintenance Code
President Wheeler opened the public hearing for comment A question was asked by Don Stauss
with a response provided by Ms Vaughn With no further questions or comments, President
Wheeler then closed the public hearing to the public, and opened discussion to the Council
06:12:50 Motion was made by Brockus, and seconded by Wofford
Clarification was requested by Daugs, with a response provided by Ms Vaughn
06:17:20 M /S /C /U (Brockus/Wofford) Move to pass Ordinance No 5219 to amend the City Building
Code Chapter 17 04 BMC
GENERAL BUSINESS
9A — RESOLUTION NO. 3194 AUTHORIZING AN INTERFUND LOAN TO FUND 120
CONFERENCE CENTER OPERATIONS FROM FUND 510 EQUIPMENT RENTAL RESERVE
FUND Chal Martin Public Works & Utilities Director, stated that the City of Bremerton, Kitsap
Transit, Kitsap Public Facilities District (KPFD), and Columbia Hospitality, Inc have embarked on a
public- private partnership for the expansion of the Kitsap Conference Center Becky Hasart ,
Financial Services Director, further explained that a total budget for this project, to include all soft
costs, has been identified at $1,100,000 $400,000 of this has been committed by the Kitsap Public
Facilities District (KPFD), the Kitsap Transit Policy Board has committed $200,000, leaving a
$500,000 commitment requested from the City Arne Bakker General Manager of the Kitsap
Conference Center, was available to answer additional questions
As the project moves forward, the following steps are pending actions (these steps may occur
simultaneously)
• Approval of the Interfund Loan Resolution by the City Council to fund no more than $500,000
toward the expansion,
• Approval of an Interlocal Agreement by City Council with KPFD for the $400,000 award,
City Council Reg Mtg Minutes
Wednesday, June 19, 2013
Page 3 of 7
• Approval of a Professional Services Agreement by City Council for architectural services to
develop the design bid package,
• Approval of the Construction Bid Award by City Council,
• Approval of an addendum to the Columbia Hospitality Inc Agreement for Management of the
new space,
• Approval of a negotiated long -term space lease between the City of Bremerton and Kitsap
Transit by both the City Council and the Transit Policy Board
Each of the items above would occur as separate actions of the Council and cannot be advanced by
administration without appropriate approval of Council
The first action being recommended by administration is approval of the Interfund Loan Approval
of the Interfund Loan would illustrate the City Council's commitment to the project within strict
parameters, as mentioned above and in the Interfund Loan Resolution, limit the City's fiscal
commitment for the expansion at no more than $500,000 and limas the total budget to no more than
$1,100,000
Comments m support of the expansion were provided by Patricia Graff -Hoke Executive Director of
the Visit Kltsap Peninsula, Mike Walton Executive Director of the Kitsap Public Facilities District,
and Mike Strube Executive Director of the Bremerton Area Chamber of Commerce
06:32:15 Motion was made by Flemister, and seconded by McDonald
Mr Wofford explained that he would recuse himself from this discussion as well as the vote
because he is also a member of the Kitsap Transit Policy Board
Comments and questions from the Council were provided by McDonald, Daugs, Brockus, Priest,
Younger, Flemister, Arends, and Wheeler, with responses provided Mr Martin, Ms Hasart, and Mr
Bakker
07:00:45 M /S /C (Flemister /McDonald) Move to authorize staff to continue to move forward with the
Conference Center expansion project as presented, and further move to approve Resolution No
3194 of the City Council of the City of Bremerton, Washington, authorizing an Interfund Loan to
Fund 120 Conference Center Operations from Fund 510 Equipment Rental Reserve Fund
Voted in favor of Motion Brockus, Priest, Flemister, McDonald, Wheeler
Voted opposed to Motion Arends, Younger, Daugs
Abstained Wofford
Motion carried 5 -Yes, 3 -No, 1- Abstention
President Wheeler called a recess from 7 00 to 715 PM
919 — ORDINANCE NO. 5220 REPEALING THE 2005 WATER SYSTEM PLAN; AND
RESOLUTION NO. 3195 ADOPTING THE CITY OF BREMERTON 2012 WATER SYSTEM PLAN
UPDATE Kathleen Cahall Water Resources Manager, pointed out that water system planning is
essential for the Bremerton Water Utility to meet forecast increases in water demand The Water
System Plan is updated every six years in accordance with Washington Administration Code 246-
290 It identifies present and future drinking water quality, water rights, and financial requirements
and describes the means to meet those requirements consistent with federal, state, and local
regulations
There were no questions or comments from the public
City Council Reg Mtg Minutes
Wednesday, June 19, 2013
Page 4 of 7
07:16:35 M /S /C /U (McDonald/Wofford) Move to approve Ordinance No 5220 repealing Ordinance
No 4992 which adopted the 2005 Water system Plan
07:16:57 M /S /C /U (McDonald/Wofford) Move to approve Resolution No 3195 adopting the City of
Bremerton 2012 Water System Plan
9C — RESOLUTION NO. 3196 ESTABLISHING THE CITY OF BREMERTON WATER
EFFICIENCY GOALS Kathleen Cahall Water Resources Manager, explained that the
Washington State Department of Health requires water systems to establish water efficiency goals
every six years at the same time the Water System Plan is being adopted Bremerton last
established water efficiency goals in 2007 Washington Administrative Code 246 -290 requires that
water efficiency goals describe measurable outcomes in reduced or maintained water usage, be set
in a public forum providing opportunity for comments, and that City Council review the comments
received Between May 24 and June 10, 2013 comments were solicited on these goals, which were
then presented to the City Council at their Study Session on June 12 for review
City staff recommends the following goals
1) Keep water use in single family homes to an average of less than 180 gallons per day
2) Businesses provided with targeted water efficiency information will reduce their water use by
3%
There were no questions or comments from the public
07:19:17 M /S /C /U (Arends/Wofford) Move to adopt Resolution No 3196 to establish water
efficiency goals for the City of Bremerton Water Utility
90 _ LETTER OF AGREEMENT WITH WEST SOUND FC PREMIER SOCCER CLUB-FOR
LEASE GF:FWG @OGGER FIELDS AT QCNDERG_AST QAQir This item was pulled
9E — ORDINANCE NO. 5221 CREATING CHAPTER 5.06 OF THE BREMERTON MUNICIPAL
CODE (BMC) ENTITLED "RENTAL PROPERTY REGISTRATION ": AND RESOLUTION NO. 3197
AMENDING COMMUNITY DEVELOPMENT — RATE TABLE C ESTABLISHING RENTAL
PROPERTY REGISTRATION FINES AND PENALTIES Roger Lubovich City Attorney, stated
that there are residential tenants within the City of Bremerton living in residences that are
substandard and potentially dangerous to their health and safety Substandard rental housing also
has a harmful effect on the value of nearby housing, and creates an environment which creates an
increased demand upon City services and thereby adversely affecting the health, safety, and
welfare of the citizens of the City of Bremerton The proposed ordinance establishes procedures
related to the licensing and registration of rental dwelling units, and will take effect January 1, 2014
Questions and comments from the public were provided by Jerry McDonald and Kurt Weist
Executive Director of the Bremerton Housing Authority
07:27:45 Motion to pass ordinance was made by Daugs, and seconded by Younger
Comments from the Council were provided by Younger, Daugs, Brockus, Flemister, Wofford,
McDonald, and Wheeler, with follow -up comments and clarification provided by Mr Lubovich and
Ms Hasart .
07:39:35 M /S /C /U (Daugs/Younger) Move to pass Ordinance No 5221 establishing a new chapter,
Chapter 5 06 of the Bremerton Municipal Code entitled "Rental Property Registration "
07:40:20 M /S /C /U (Daugs /Flemister) Move to adopt Resolution No 3197 amending Community
Development — Rate Table C establishing rental property registration fines and penalties
City Council Reg Mtg Minutes
Wednesday, June 19, 2013
Page 5 of 7
9F — INSTALL ELECTRIC VEHICLE CHARGING STATIONS ON PACIFIC AVENUE (6T TO 11
STREET) PROJECT Chal Martin Public Works & Utilities Director, summarized that with the new
bids on the Pacific Avenue project, the issue of how /whether to include the charging stations is
ready to be decided In the research conducted at Council's request, a key constraint emerged
ECOtality, the company which operates the stations provided by the Department of Commerce
grant, controls the fee structure Our analysis indicates that at $2 00 per hour, these stations can
make money for the City, but at $1 00 per hour (the fee ECOtality insists on), the stations lose
money ECOtality has held out the possibility that fees could be increased in the future, but will not
commit to a $2 00 fee for Bremerton yet Given this constraint, the Administration proposed the
following
1) All infrastructure to support charging stations be installed, as currently provided in the Pacific
Avenue reconstruction contract This will result in the ability to install four charging stations,
2) For now, install only two of the charging stations at this location Pursue other locations to install
the remaining two stations, and
3) Install the other two charging stations at locations to be determined, if arrangements satisfactory
to the Council can be developed
Comments opposed to this action were provided by Bob Dollar John H. Larson and Robert
Parker and comments in support were provided by Joel Jensen
07:48:54 Main Motion was made by Brockus, and seconded by Flemister
Questions and comments from the Council were provided by Brockus, Daugs, Priest, Flemister,
Arends, McDonald, and Wofford, with responses provided by Mr Lubovich, Mr Martin, and City
Engineer Tom Knuckey
08:10:00 Amendment to the Motion was made by Wofford, and seconded by Brockus
08:17:00 Amending Motion /S /F (Wofford /Brockus) Move to install conduit in accordance with the
Pacific Avenue Reconstruction Project documents Installation of charging stations for this location
is subject to Council approval
Voted in favor of Amendment McDonald, Brockus, Priest, Wofford
Voted opposed to Amendment Daugs, Flemister, Arends, Younger, Wheeler
Amendment failed 4 -Yes, 5 -No
08:27:45 Main Motion M /S /F (Brockus /Flemister) Move to install the base infrastructure for four
charging stations in accordance with the Pacific Avenue Reconstruction Project documents
Installation of charging stations for this location to be considered at a later date and is subject to
Council approval
Voted in favor of Main Motion Brockus, Wofford, McDonald
Voted opposed to Main Motion Daugs, Priest, Flemister, Arends, Younger, Wheeler
Motion failed 3 -Yes, 6 -No
08:29:20 M /S /C /U (Flemister/Younger) Move to direct the Mayor to execute a change order with RV
Associates, Inc to remove from the contract the installation of charging stations and related
infrastructure on Pacific Avenue
9G — RESOLUTION NO. 3198 SUBMITTING CHARTER AMENDMENTS TO CITY OF
BREMERTON VOTERS Roger Lubovich City Attorney, explained that the City Council is
proposing charter amendments for the submission to registered voters at the general election on
November 5, 2013 The proposed charter amendments authorize the City Council to hold Special
Meetings outside the City limits but within Kitsap County, allows a City Council Member to hold any
City Council Reg Mtg Minutes
Wednesday, June 19, 2013
Page 6 of 7
other elective public office in which he or she receives no compensation for holding said office,
updates language in the charter relating to the reduction of the size of the City Council from nine to
seven Council Members, establishes January 1, 2014, as the effective date of the proposed
amendments, and makes related changes
Comments from the public were received by Robert Parker Susan Brown and Todd Best
08:44:50 Main Motion to approve the resolution was made by Daugs, and seconded by Brockus
Comments were provided by Daugs, Priest, and Brockus .
08:48:05 Amendment was made by Priest, and seconded by Younger
Comments from the Council were provided by Priest, Brockus, and Daugs
08:55:05 Amending Motion /S /C (Priest/Younger) Move to amend the motion to delete the
proposed language in Article H, Section 6, Item 1 which states " in which he or she receives
compensation for holding said office ", and same language in the "Whereas" in the Resolution
Voted in favor of Amendment Priest, Flemister, Arends, Younger, Wofford,
Voted opposed to Amendment McDonald, Daugs, Brockus, Wheeler
Amendment carried 5 -Yes, 4 -No
08:56:50 Amendment was made by McDonald, and seconded by Wofford
Comments from the public opposed to the amendment were received by Robert Parker Todd
Best Bob Dollar and Susan Brown
Comments from the Council were provided by Daugs, McDonald, Wofford, Flemister, Arends,
Priest, and Brockus, with responses and clanfication provided Mr Lubovich and Ms Hasart
09:34:15 Amending Motion /S /F (McDonald/Wofford) Move to amend the motion to replace the
Resolution & Exhibit A with a new Resolution & Exhibit A, and add Exhibit B which amends Charter
provisions related to the City Auditor
Voted in favor of Amendment Flemister, McDonald, Priest, Wheeler
Voted opposed to Amendment Arends, Younger, Wofford, Daugs, Brockus
Amendment failed 4 -Yes, 5 -No
09:38:29 Main Motion /S /C (Daugs / Brockus) Move to approve Resolution No 3198 setting forth
amendments to the City Charter for submission to the voters of the City of Bremerton at the General
Election to be held November 5, 2013
Voted in favor of Main Motion Arends, Wofford, Daugs, Brockus, Priest
Voted opposed to Main Motion Younger, Wofford, McDonald, Wheeler
Main Motion carried 5 -Yes, 4 -No
President Wheeler called a recess from 9 30 to 9 43 for a tape change
COUNCIL MEMBER REPORTS
Jim McDonald announced that the Gorst "Preferred Alternative" Community Outreach Meeting will
be held on Thursday, June 20 from 5 00 to 7 00 PM at the Family Worship Center located at 3649
W Frontage Road in Gorst
Leslie Dauas reminded everyone to be extra careful now that schools are out for summer break
City Council Reg Mtg Minutes
Wednesday, June 19, 2013
Page 7 of 7
Adam Brockus announced the "Music in Manette" Concert Series to be held on Thursdays for 8-
weeks beginning on July 11 from 6 30 to 8 30 PM at Whitey Domstad Vista Park, and the Manette
Neighborhood Garage Sale on July 13 He also encouraged the public to visit local restaurants
Faye Flemister invited the community to the Anderson Cove Neighborhood Meeting on Tuesday,
June 25 beginning at 5 30 PM on site at the corner of 19 & Taft, as well as the NAACP Annual
Freedom Fund Banquet on Saturday, June 29 beginning at 6 00 PM at the Kitsap Conference
Center
Carol Arends was glad to see the progress in Anderson Cove and also pleased to see her friends
Lillian A Walker (and husband James) were being honored
Nick Wofford encouraged people to volunteer in the community or in their own neighborhood
Greg Wheeler invited the public to attend the Bremerton Farmer's Markets on Thursdays from 4 00
to 7 00 PM at Evergreen Rotary Park
Shannon Corin announced that Bremerton citizens, who wish to volunteer on a committee to
prepare the Pro & Con Statements regarding the proposed Charter Amendments, may contact her
in the City Clerk's office
With no further business, President Wheeler adjourned the Council Meeting at 9 50 PM
Prepared and Submitted by
LORI SMITH
Legislative Assistant
Attest
SHANNON CORIN, City Clerk
GREG WHEELER, City Council President
GW SC Is cg
AGENDA BILL sco
CITY OF BREMERTON
CITY COUNCIL
SUBJECT Study Session Date
Minutes of Study Session COUNCIL MEETING Date July 1, 2013
June 26, 2013 Department City Council
Presenter Greg Wheeler
Council President
Phone (360) 473 -5280
SUMMARY. Attached is the summary of the City Council Meeting
ATTACHMENTS Meeting Minutes
FISCAL IMPACTS (Include Budgeted Amount)
STUDY SESSION AGENDA 0 No Presentation ❑ Full Presentation
STUDY SESSION ACTION: 0 Consent Agenda ❑ General Business ❑ Public Hearing
RECOMMENDED MOTION.
Move to approve the Consent Agenda as presented
COUNCIL ACTION ❑ Approve ❑ Deny ❑ Table ❑ Continue ❑ No Action
Form Updated 01/25/13
DIGITAL RECORDING
CITY COUNCIL STUDY SESSION MINUTES
Wednesday, June 26, 2013
A Study Session of the City Council of the City of Bremerton was called to order in the Council
Conference Room of the NORM DICKS GOVERNMENT CENTER, 345 6 th Street, Bremerton,
Washington, Wednesday, June 26, 2013, at 5 00 PM, with Council Vice - President Faye
Flemister presiding Council Members present were Eric Younger, Carol Arends, Adam Brockus,
and Jim McDonald Council Members Greg Wheeler, Leslie Daugs, Wendy Priest, and Nick
Wofford were absent Lori Smith, Legislative Assistant, was present to provide staff support
Vice- President Flemister emphasized that the Study Session was open to the public but
(except for Item B7), there would be no opportunities for input or participation, and announced
that approved items by Council will be placed on the July 1, 2013 Council Special Meeting
Agenda or as indicated
A NO PRESENTATION ITEMS
1 Proposed public hearing to approve the Bremerton Police Department's 2013 Local
Solicitation of the Edward Byrne Memorial Justice Assistance Grant (JAG) Application
Public Hearing
2 Bid Award to REPiPE CALIFORNIA for the 2013 Sewer Rehabilitation Consent Agenda
3 Approve Conservation Grant from Puget Sound Energy (PSE) for Energy Efficient
Lighting Project at the Harborside Parking Facility Consent Agenda
4 Interlocal Agreement with the City of Forks for Prisoner Confinement (Incarceration)
Services Consent Agenda
B FULL PRESENTATION ITEMS
5 Proposed public hearing to approve resolution adopting the 2014 to 2019 Six Year
Transportation Improvement Plan (TIP) Public Hearing
6 Amending Parks & Recreation Department budget to add a 75 FTE Office Assistant I
Position General Business
7 DEPARTMENT OF ECOLOGY GRANT SUSPENSIONS Becky Hasart Financial
Services Director, explained that The City of Bremerton has grants from the Department
of Ecology for Evergreen Park Remediation and Stormwater Retrofit, and Low Impact
Development Project The agreements provide that in the event funds are not
appropriated for the grant, the agreements can be terminated Due to the uncertainty of
the enactment of a state budget, the grants are at risk of termination Rather than
terminate the agreements, the Department of Ecology has recommended that the City
enter into amendments to the agreements to suspend the funding rather than terminate
the agreements in the event a state budget is not passed by July 1, 2013
A question was asked by Bob Dollar with responses provided by City Attorney Roger
Lubowch, and Ms Hasart
05:43:00 Motion was made by McDonald and seconded by Brockus Questions and
comments were provided by Brockus, McDonald, and Younger, with responses provided
by Mr Lubovich and Ms Hasart
City Council Study Session Minutes
Wednesday, June 26, 2013
Page 2 of 2
05:46:00 M /S /C /U (McDonald /Brockus) Move to authorize the Mayor to execute the
amendments to grant agreements, with substantially the same terms and conditions as
presented Passed unanimously
C GENERAL COUNCIL BUSINESS
1 Audit Committee Report — Carol Arends, Chair
2 Finance Committee Report — Eric Younger, Chair
3 Other General Council Business was briefly discussed
D EXECUTIVE SESSION 20- minutes to "Review Personnel Performance" per RCW
42 30 110(1)(g) No action was taken
With no further business, Vice - President Flemister adjourned the Council Study Session at 615
PM
Prepared and Submitted by
LORI SMITH
Legislative Assistant
Attest
SHANNON CORIN, City Clerk
FAYE FLEMISTER, City Council Vice - President
FF SC Is cg
AGENDA BILL I SI)
CITY OF BREMERTON
CITY COUNCIL
■■ �������������������000MEEEaEM00N000o00aa000000N00000EEEEe00000X0MME0E00E0E0E0020NE
SUBJECT: Bid award to RePipe California Study Session Date June 26, 2013
for the 2013 Sewer Rehabilitation COUNCIL MEETING Date July 1, 2013 (Monday)
Department PW & U
Presenter Chal Martin/Tom
Knuckey
Phone 473 -5758
SUMMARY- The WORK to be completed includes rehabilitating approximately 5900 lineal feet of
sanitary sewer and 400 lineal feet of storm sewer using the cure -in- place -pipe (CIPP) rehabilitation
method and reinstating approximately 140 side sewers
There were 2 bids RePipe California was the lowest responsible, responsive bidder in the amount of
$416,200 51 (which includes sales tax)
ATTACHMENTS 1 Council Summary, 2 Agreement, and 3 Bid Tabulation
FISCAL IMPACTS (Include Budgeted Amount) This project is included in the 2013 Budget and is '
fully funded by wastewater and stormwater rates allocated for repairing and rehabilitating
substandard mains The budget amount is $470,000
STUDY SESSION AGENDA 0 No Presentation ❑ Full Presentation
STUDY SESSION ACTION 0 Consent Agenda ❑ General Business ❑ Public Hearing
RECOMMENDED MOTION
Move to approve the bid for 2013 Sewer Rehabilitation from RePipe California in the amount of
$416,200 51 (which includes sales tax) and authorize the Mayor to finalize and execute the
agreement with substantially the same terms and conditions as presented upon receiving all
necessary environmental permits
COUNCIL ACTION ❑ Approve ❑ Deny ❑ Table ❑ Continue ❑ No Action
Form Updated 11102/12
COUNCIL SUMMARY
2013 Sewer Rehabilitation
June 2013
Background
The City allocates money each fiscal year for rehabilitation, replacement and /or repair of substandard
sanitary sewer and stormwater mains This project provides for the rehabilitation of both sewer and
stormwater mains using trenchless technology
Contract Summary
The WORK to be completed includes rehabilitating approximately 5900 lineal feet of sanitary sewer and
400 lineal feet of storm sewer using the cure -in- place -pipe (CIPP) method, and reinstating approximately
140 side sewers The following table summarizes the sewers to be rehabilitated
2013 SEWER REHABILITATION SUMMARY TABLE
LOCATION PIPE SIZE PIPE LENGTH
(FT)
Wilbert Ave — 6"' St to 11 m St 8" 1170
Lafayette Ave from 11 u, St to 13 St 8° 600
Wheaton Way — Hanford Ave to Hollis Ave 8 910
Cherry Ave — Callahan St to Wheaton Way 8 ", 10 ", and 12" 2530
11 St — Elizabeth Ave to Warren Ave 30" 330
Schley Blvd — Callahan Dr to Chestnut St 8° 330
11 m St to Kitsap Way (STORM) 24" and 30" 410
Fiscal Summary
The 2013 budget includes $350,000 from Wastewater Capital, and $120,000 from Stormwater Capital for
repair of substandard sanitary and storm sewers The estimated cost to perform the work is $435,000
The project is fully funded by wastewater and stormwater rates
Bids were opened on June 17, 2013 There were two bids RePipe California was the lowest
responsible, responsive bidder in the amount of $416,200 51 (which includes sales tax)
2013 Sewer Rehabilitation June 2013
Council Summary
CONTRACT
(page 1 of 3)
THIS AGREEMENT is dated the day of in the year 2013 by
and between City of Bremerton (hereinafter called CITY) and
(hereinafter called CONTRACTOR).
CITY and CONTRACTOR, in consideration of the mutual covenants hereinafter set forth, agree
as follows:
ARTICLE 1. WORK.
CONTRACTOR shall complete the WORK as specified or indicated in the CITY's Contract
Documents entitled 2013 Sewer Rehabilitation
ARTICLE 2. CONTRACT TIMES.
The WORK shall obtain Substantial Completion within 75 calendar days from the commencement
date stated in the Notice to Proceed. Time is of the essence as to each and every deadline set
forth in this agreement. This provision has been specifically negotiated.
ARTICLE 3. LIQUIDATED DAMAGES.
CITY and the CONTRACTOR recognize that time is of the essence for this Agreement and that
the CITY will suffer financial loss if the WORK is not completed within the time specified in Article
2 herein, plus any extensions thereof allowed in accordance with Section 1 -08.8 of the Standard
Specifications which may be modified by the Special Provisions. They also recognize the delays,
expense, and difficulties involved in proving in a legal proceeding the actual loss suffered by the
CITY if the WORK is not completed on time. Accordingly, instead of requiring any such proof, the
CONTRACTOR shall pay the CITY liquidated damages in the amount of $500 per dly after the
date of Substantial Completion.
ARTICLE 4. CONTRACT PRICE
CITY shall pay CONTRACTOR for completion of the WORK in accordance with the Contract
Documents in the amount set forth in the Bid Proposal, which shall include sales tax as provided
in Section 1 -072(2) of the Special Provisions.
ARTICLES. PAYMENT PROCEDURES.
CONTRACTOR shall submit Applications for Payment in accordance with Section 1 -09.9 of the
Standard Specifications which may be modified by the Special Provisions. Applications for
Payment will be processed by ENGINEER as provided in the Special Provisions
Contractor Initials
My ofor —atm May 1013
2013 Sv*wAekaWtmuon CF-1
CONTRACT
(page 2 of 3)
ARTICLE 6. CONTRACT DOCUMENTS.
The Contract Documents which comprise the entire agreement between CITY and
CONTRACTOR concerning the WORK consist of this Contract and the following which are either
attached or incorporated herein by reference:
- Notice Inviting Bids,
- Bidders Cheddist,
- Bid Proposal including the Proposal Forms, Information Required of Bidder, Bid Bond, and all
required certificates and affidavits,
- Performance Bond,
- Payment Bond,
- Standard Specifications,
- Amendments to the Standard Specifications,
- Appendices,
- Special Provisions,
- Contract Plans,
- Addenda numbers to . inclusive.
- Change Orders which may be delivered or issued after Effective Date of the Agreement and
are not attached hereto.
There are no Contract Documents other than those listed in this Article 6. The Contract
Documents may only be amended by Change Order as provided in Section 1-04.4 of the
Standard Specifications which may be modified by the Special Provisions.
ARTICLE 7. INDEMNIFICATION.
The CONTRACTOR and CITY acknowledge and agree that they have negotiated the following in
accordance with the requirements of RCW 424.115 and the CONTRACTOR specifically waives
his immunity under industrial insurance under Title 51 RCW. To the fullest extent permitted by
Laws and Regulations, the CONTRACTOR shall indemnify, defend, and hold harmless the CITY,
ENGINEER, their consultants, subconsultants, and the officers, directors, employees, and agents
of each and any of them, against and from any and all claims, injuries, damages, losses or suits,
including all legal costs and attorney fees, all claims and liability arising under, by reason of,
related, or incidental to the Contract Documents or any performance of the WORK, but not from
the sole negligence or willful misconduct of the CITY and/or the ENGINEER as further defined in
the Contract Documents. The provisions of this section shall survive the termination of the
contract.
Contractor Indiaals
Cay of Bra wtw May 1013
2013 SmffAd abftadon CF-2
CONTRACT
(page 3 of 3)
ARTICLE S. ASSIGNMENT
No assignment by a party hereto of any rights under or interests in the Contract Documents will be
binding on another party hereto without the written consent of the party sought to be bound; and
specifically but without limitation monies that may become due and monies that are due may not
be assigned without such consent (except to the extent that the effect of this restriction may be
limited by law), and unless specifically stated to the contrary in any written consent to an
assignment, no assignment will release or discharge the assignor from any duty or responsibility
under the Contract Documents. The CITY, in its sole discretion, may refuse to allow the
CONTRACTOR to assign any or all of its dudes, rights and/or responsibilities under the
Agreement, except with regards to an assignment of funds for security purposes. In the case of
an assignment for security purposes the CITY may condition its approval to the extent it deems
necessary to assure that there will be adequate funds to complete the WORK and to pay a
subcontractors and suppliers.
CITY and CONTRACTOR each binds itself, its partners, successors, assigns and legal
representatives to the other party hereto, its partners, successors, assigns and legal
representatives in respect of all covenants, agreements and obligations contained in the Contract
Documents.
IN WITNESS WHEREOF, CITY and CONTRACTOR have caused this Agreement to be executed
the day and year first above written.
CITY. City of Bremerton CONTRACTOR
By By.
[CORPORATE SEAL]
Attest Attest
Address for giving notices Address for giving notices
License No.
Approved as to Form:
Agent for service of process:
(Signature)
(Tide)
City ojB,r worn May 2013
2013 Sewer RebabiliAW= CF-3
CITY OF BREMERTON
BID TABULATION
BID TITLE- 2013 Sewer Rehabilitation OPENED By' BIII Davis
DATE OPENED- 6/17/13 TIME OPENED, 2 00 p m RECORDED BY: Shannon Conn
NAME OF BIDDER BOND BASE BID TOTAL
eJ � �Jd. 2Z �5z. U X62.79
t2c 1�r eJ�aj -rc
SUMMARY TOTAL BID COMMENTS
APPARENT LOW BIDDER
SECOND LOW BIDDER
THIRD LOW BIDDER
ENGINEER ESTIMATE (INC SALES TAX) $ �/
AGENDA BILL 515
CITY OF BREMERTON
CITY COUNCIL
■■ �00N00N0W00000000aM000M0EMMMEEEEEEENNN00000000NNEaae0000MNENN000E000NaNWMNX0E00M0NMM01
SUBJECT. Acceptance of a Puget Sound Study Session Date June 26, 2013
Energy (PSE) Grant for Energy Efficient COUNCIL MEETING Date July 1, 2013
Lighting Project at the Harborside Parking Department PW &U
Facility Presenter Chal Martin
Phone 473 -5758
SUMMARY: This grant will provide for the removal & replacement of existing lighting with energy
efficient lights Total cost for this is estimated to be $75,770 00 The city will receive a Puget Sound
Energy Grant currently estimated to be $33,509 00 upon project completion PSE estimates the
upgrade will provide a monthly Maintenance & Operations savings of $1,100 00 per month
ATTACHMENTS. Council Summary, PSE Grant Agreement No C -12398
FISCAL IMPACTS (Include Budgeted Amount) City of Bremerton funded amount is $42,261 22,
these funds will come from the Parking System budget
STUDY SESSION AGENDA ❑x No Presentation ❑ Full Presentation
STUDY SESSION ACTION: px Consent Agenda ❑ General Business ❑ Public Hearing
RECOMMENDED MOTION Move to approve conservation grant from Puget Sound Energy
COUNCIL ACTION: ❑ Approve ❑ Deny ❑ Table ❑ Continue ❑ No Action
Form Updated 11/02/12
Energy Efficiency and Conservation Grant Approval
Council Summary
June 26, 2013 Study Session & July 1, 2014 Council Meeting
Background:
In 2010/2011 The City of Bremerton Public Works & Utilities Department received and
completed an ARRA /ECCBG Grant in combination with a PSE Grant for multiple energy
upgrades at various city buildings and properties.
At that time it was evident that the lighting at the Harborside Parking facility would be the next
prime candidate for similar energy efficiency and conservation upgrades to the lighting fixtures
City electronics staff identified actions that could be taken to greatly reduce energy
consumption at this facility
Scope of Work:
Harborside Parking Facility
100 Washington Avenue
Floors: P -1, P -2, P -3, KT -1, KT -2
This project is to remove existing lighting and replace with energy efficient lighting The
removal and replacement is of approximately 255 lights fixtures Estimated cost is $75,770 22
Total annual energy savings is estimated to be at 163,067 KWH per year at $0 07 /kwh, energy
savings are expected to be $11,414 72, with a projected pay back of 3 7 Years.
Fiscal Summary
A) Estimated LED Lighting Project Amount $75,77022
B) Eligible PSE Conservation Grant $33,509.00
C) Estimated City of Bremerton funded Amount $42,26122
Amount "C" is what the City will be required pay in order to implement these energy efficiency
and conservation up grades at proposed facility
PUGET SOUND ENERGY
The Energy To Do Great Things
Agreement No C -12398
Project No 089 -7254
Conservation Schedule E250
CONSERVATION GRANT
This AGREEMENT is made this day of 20 by and between
PUGET SOUND ENERGY and CITY OF BREMERTON ( "Participant")
RECITALS
A Under Puget Sound Energy's Electric Schedule 83 and Gas Schedule 183, as currently in effect and on file with
the Washington Utilities and Transportation Commission, Puget Sound Energy offers grants for electricity and
natural gas conservation measures installed or implemented at facilities that receive electric or natural gas
service from Puget Sound Energy
B Participant intends to install or implement conservation measures and is requesting a grant from Puget Sound
Energy under its filed Electric Schedule 83 and/or Gas Schedule 183 tariffs
AGREEMENTS
Puget Sound Energy and Participant agree as follows
1 Premises Participant will install or implement the conservation measures listed in paragraph 2 ( " Conservation
Measures ") at the facilities located at 100 WASHINGTON AVE BREMERTON, WA 98337 - CITY OF
BREMERTON, 100 WASHINGTON PARKING GARAGE (the "Premises ") Participant represents either
(a) that it is the owner or contract purchaser or otherwise has the lawful authority to make the statements herein
on behalf of the owner or contract purchaser of the Premises, or (b) that it is the lawful tenant of the Premises
and that it has obtained written authorization from the owner or contract purchaser of the Premises
2 Conservation Measures Participant represents that it will purchase equipment or materials or has entered into
an agreement or will enter into an agreement with a contractor or contractors (the "Contractor") for the purchase
and installation or implementation at the Premises ofthe Conservation Measures, which may be detailed in
Attachment C: Attachment to Conservation Grant, at the indicated costs, summarized below
Total Cost of Eligible
Conservation Measure Conservation Conservation
Measures Life Measures Grant
1 LED Lighting 12 $75,770 22 $33,509 00
TOTAL, (includes sales tax) $75,770 22 $33,509.00
Participant represents that the total cost of the Conservation Measures, if identified above, is the full amount of
its obligation, after adjustment for any discounts, credits or non —PSE incentives offered
3 Grant Subject to Puget Sound Energy acceptance. Puget Sound Energy will grant the Participant, after
installation ofthe Conservation Measures, an amount equal to the Eligible Electric Schedule 83 and Gas
Schedule 183 Conservation Grant (the `Grant") as identified above, provided, however, that such Conservation
Measures must be installed, and Grant paid within 24 months or less ofthe signing of this Conservation Grant
Agreement if for any reason the cost ofthe Conservation Measures is actually less than shown above, Puget
Sound Energy may decrease prorata the amount ofthe Grant Participant shall be responsible for paying any
amount in excess of the amount of the Grant
PUGET SOUND ENERGY
The Energy To Do Great Things
Agreement No C -12398
Project No 089 -7254
Conservation Sebedule E250
4 Separate Contract The purchase and installation of the Conservation Measures shall be pursuant to a separate
contract between Participant and Contractor Puget Sound Energy is not, and shall not be deemed to be, a party
to any purchase or installation contract All obligations to any Contractor pursuant to any such contract shall be
Participant's responsibility Participant expressly acknowledges that Puget Sound Energy's involvement with
respect to the Conservation Measures, including but not limited to any energy analysis or inspection by Puget
Sound Energy of the Premises or the Conservation Measures, is solely undertaken in connection with furnishing
the Grant The types of materials, methods of installation, quality and timing thereof, and any warranties with
respect to the Conservation Measures or their installation at the Premises, are matters to be agreed upon solely
between Participant and any Contractor PUGET SOUND ENERGY HAS NOT MADE AND DOES NOT
MAKE (AND PARTICIPANT ACKNOWLEDGES THAT PUGET SOUND ENERGY DOES NOT
MAKE) ANY IMPLIED OR EXPRESS WARRANTY (INCLUDING BUT NOT LIMITED TO ANY
IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS) REPRESENTATION, OR
PROMISE WITH RESPECT TO EITHER (A) THE CONSERVATION MEASURES, (B) ANY
MATERIALS AND LABOR REQUIRED FOR OR USED IN THE INSTALLATION OF THE
CONSERVATION MEASURES, OR (C) THE INSTALLATION OF THE CONSERVATION
MEASURES.
5 Access and Inspection: For a period no shorter than the longest applicable measure life, for the purposes of
verification, evaluation, or both, participant shall, upon request, provide Puget Sound Energy and its
representatives (1) reasonable access to and inspection of the Facility and Conservation Measures installed
therein before, during and/or after implementation, and (2) reasonable access to, inspection and use of energy
usage data related to the Conservation Measures including release of utility bills and Facility energy
consumption information following implementation
6 Final Cost Documentation: As a condition of Puget Sound Energy's payment of Grant(s) hereunder,
Participant agrees to promptly provide to Puget Sound Energy, upon request, documentation verifying
equipment purchased and/or work performed including, but not limited to invoice(s) and other written
information pertinent to the Conservation Measures installed
7 Release Participant releases Puget Sound Energy from any and all claims, losses, harm, costs, liabilities,
damages and expenses directly or indirectly resulting from or in connection with (a) the Conservation Measures,
(b) any materials and labor required for or used in the installation of the Conservation Measures, (c) the
installation of the Conseration Measures, or (d) the identification, handling and disposal of any associated
hazardous waste materials
8 Disclaimer Puget Sound Energy conducts energy analyses at the request of its customers to determine the
extent to which conservation measures are cost — effective Any estimate of energy savings made by Puget Sound
Energy in connection with any such analyses is solely for the purpose of determining the cost— effectiveness of
the particular conservation measures and not to be used for any other purpose Puget Sound Energy has not and
does not make any promise, warranty or representation with respect to any savings in energy consumption from
Conservation Measures
9 Termination In the event a Participant's contribution to Puget Sound Energy's (PSE) recovery of energy
efficiency program costs is affected by all or a portion of Participant's electric and/or gas delivery service being
provided by a party other than PSE, then Participant shall refund to PSE an amount equal to the ratio of the
unused Measure Life of the measure(s) to the total Measure Life of such Conservation Measure(s) multiplied by
the dollar amount of the Grant with respect to such Conservation Measure(s)
10 Incorporation of tariffs by reference This Agreement and the Attachment To Conservation Grant arc subject
to the terms of the filed Electric Schedules 83 and Gas Schedules 183 tariffs, which are incorporated herein by
this reference Further, specific terms and conditions fioin one or more Conservation Schedules (including but
not limited to Electric Schedules 217 (Multi - Family Existing Structure) 218 (Multi - Family New Construction)
• PUGET SOUND ENERGY
The Energy To Do Great Things
Agreement No C -12398
PrglectNo 089 -7254
Conservation Schedule E250
250 (Commercial and Industrial Retrofit Program), 251 (Commercial and Industnal New Construction
Efficiency), or 258 (Large Power User Self Directed Program) and Gas Schedules 250 (Commercial/ lndustnal
Retrofit Program), 217 (Multi - Family Existing Structures), 218 (Multi- Family New Construction), or 251
(Commercial/industnal New Construction Efficiency) may also apply Puget Sound Energy will determine, at its
sole discretion, which Conservation Schedule or Schedules apply This determination will be based on, but not
limited to metering type, construction type, building size, Puget Sound Energy experience and other industry
standards The applicable Schedule or Schedules number or numbers appear in the title of this Agreement
above A complete list of conservation Schedules is available at
http / /pse corn /aboutpse/RateslPages/Electric- Rate - Schedules aspx' x0020 Tvue= Conservation
11. Entire Agreement This Agreement sets forth the entire agreement between the parties and supersedes any and
all pnor agreements with respect to the Conservation Measures No change, amendment or modification of any
provision of this Agreement shall be valid unless set forth in writing and signed by both parties
PUGET SOUND ENERGY PARTICIPANT
By By
Name David Landers Print Name
Tide Msr. . Business Energy Management Title
Federal Tax I D No
12>'rk
4W PUGET SOUND ENERGY
The Energy To Do Great Things
ATTACHMENT TO CONSERVATION GRANT 'C'
Agreement No C — 12398
Project No 0 —7254
Conservation Messuro s shall consist of the followin
Retrofit (262) 100watt Metal Halide in parking garage with (262) 56 watt LED Lumark- Cooper
#QDCAST1 A
3
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The above specifications are solely for ft purpose of defining energy - related components of Conservation Measure(s) for
which the Grant is offered Puget Sound Energy is not responsible for ensuring the health, safety, comfort, or well -being of
workers or facility occupants or the suitability of equipment selected for the intended application it is the responsibility of
the grant Participant and the Participant's hired designers, contractors, consultants to ensure compliance of the
Conservation Measure(s) with ParOclparit's needs and all applicable codes and standards
The following shall be submitted by Participant prior to Grant payment
Q Completed Request for Taxpayer Identification Number (`Form W -9") or Assignment of Funds Form (assigns grant
Payment to Contracto•)
21 Copies of invoicing (no purchase orders, quotes or estimates) for all expenses, including but not limited to
equipment, materials, and labor associated with installation of Conservation Measure(s)
0 Completed PSE Lighting Waste Disposal Form 3736
Other (specify) l
B
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PUGET SOUND ENERGY
The Energy To Do Great Things
ATTACHMENT TO CONSERVATION GRANT 'C'
Conservation Measures shelf be ve ifed as follows prior to Grant payment
PSE will Inspect for installation and operation of measures upon project completion All outstanding
Issues are to be resolved prior to grant payment
f
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If intended energy savings are not being achieved by Conservation Measure(s) because specified eq xpment efficiency parameters or
performance parameters defined above are not used Parbc pant shall be requ red to coned such deficiencies pnor to Grant payment.
Fai�um to comply vnth specified equipment effitrency or performance parameters may result In forfeiture or reduction of Grant payment
PUGET SOUND ENERGY PARTICIPANT
By By
Name David Landers Print Name
T,d Mgr, Business Energy Management Tide
' ederal Tax 10 No
By
Nrn E
AGENDA BILL
CITY OF BREMERTON 5F
CITY COUNCIL
............................. ............................... 0 0 0 W N 0 0 E E 0 0 W 0 0 E M E 0 .00.00 0 0 0 1
SUBJECT. Agreement with the City of Study Session Date June 26, 2013
Forks for Incarceration of City Prisoners COUNCIL MEETING Date July 1, 2013
Department City Attorney's Office
Presenter Roger Lubovich
Phone 360- 473 -2345
SUMMARY This Agreement is a three year contract for Incarceration of City Prisoners with the City
of Forks
ATTACHMENTS: Interlocal Agreement for Prisoner Confinement Services
FISCAL IMPACTS (Include Budgeted Amount) The base daily rate per prisoner is $45 00 The City
of Forks will house any City prisoner who has a court commitment of 365 days at the special daily
rate of $40 00 each day
STUDY SESSION AGENDA ❑x No Presentation ❑ Full Presentation
STUDY SESSION ACTION: ❑x Consent Agenda ❑ General Business ❑ Public Hearing
RECOMMENDED MOTION.
Move to approve the Interlocal Agreement for Prisoner Confinement Services with the City of Forks
and authorize the Mayor to finalize and execute the agreement with substantially the same terms and
conditions as presented
COUNCIL ACTION: ❑ Approve ❑ Deny ❑ Table ❑ Continue ❑ No Action
Form Updated 11/02/12
CITY OF FORKS
INTERLOCAL AGREEMENT FOR PRISONER CONFINEMENT SERVICES
This Agreement is made and entered into this 1st day of June, 2013, by and between the
CITY OF FORKS, a municipal corporation (hereinafter "FORKS "), and the CITY OF
BREMERTON, a municipal corporation (hereinafter "CITY ")
REPRESENTATIONS
1 Pursuant to Chapters 39 34 and 70 48 RCW, FORKS and CITY may enter into an
agreement, through their respective legislative bodies, whereby FORKS shall furnish
jail facilities for CITY prisoners upon such terms as may be mutually agreed upon
2 Chapter 39 34 RCW specifies that cities are responsible for the incarceration of
misdemeanor and gross misdemeanor offenses committed by adults in their
respective Jurisdictions, and referred from their respective law enforcement agencies,
whether filed under state law or city ordinance, and must carry out this responsibility
through the use of their own courts, staff, and facilities, or by entering into contracts or
interlocal agreements to provide these services Such contracts or interlocal
agreements are required to take into account the anticipated costs of services as well
as the anticipated and potential revenues to fund the services, including fines and
fees, criminal Justice funding, and state authorized sales tax funding levied for criminal
Justice purposes
3 CITY and FORKS agree that the terms and conditions set forth herein are an
acceptable basis for FORKS providing prisoner Jail services to CITY for persons
committing misdemeanor or gross misdemeanor offenses within CITY limits
AGREEMENTS
1 Availability and Funding of Adult Correctional Facilities and Services FORKS agrees
to house, care for, and provide for the welfare and safekeeping of CITY prisoners
within its facilities In so doing, FORKS agrees to furnish its facilities and personnel
for the confinement, processing, and related services for CITY prisoners in the same
manner and to the same extent as FORKS furnishes said services for confinement,
processing, and related activities of its own prisoners FORKS Jail facilities shall be
made available and furnished for holding of CITY prisoners serving imposed Jail terms,
subject to the conditions herein Said facilities and services shall meet the
requirements of all applicable state and federal laws
2 Definition of a CITY Prisoner The term "CITY prisoner" as used in this Agreement
shall mean a person arrested by CITY police and held and confined in the FORKS
Jail, or otherwise held in detention as provided in this agreement, pursuant to a
violation of a CITY ordinance or a violation of a state law which designates the crime
for which the person is held to be a misdemeanor or gross misdemeanor The term
-1-
"CITY prisoner" shall not include a person arrested for a felony offense by CITY
police, a person arrested on a warrant issued by another Jurisdiction or for charges
initiated by a non CITY officer, or a person charged by the prosecutor with a felony or
an attempt to commit a felony even if there is a plea to or conviction of a lessor
offense
3 Prisoner Confinement Daily Fee
A Beginning 1 June 2013, CITY agrees to pay FORKS a daily per inmate fee
for the housing of prisoners in the FORKS Jail The daily confinement fee
shall be charged per prisoner for each calendar day or portion thereof,
excluding the release day when a prisoner has been confined for more than
one day The base daily rate shall be $45 00 each on a daily basis, FORKS
will house any CITY prisoner who has a court commitment of 365 days at the
special daily rate of $40 00 each day
B This rate shall be adjusted annually, based on the Seattle CPI U The first
annual adjustment will be effective June 1, 2014 and each year thereafter
C Prisoner fees shall be billed by FORKS each month and CITY shall pay said
fees within 30 days of billing In the event of an error, the next billing after
the error was discovered, it will be adjusted appropriately.
4 Partial Confinement and Alternative Confinement Programs CITY prisoners shall be
considered for FORKS alternative and partial confinement programs on an equal
basis with FORKS prisoners, and subject to the same rules and regulations, as well as
potential sanctions, for program rule violations Prisoner participation in such
programs may be limited to an operational capacity as identified by FORKS
Alternative and partial confinement programs shall include, but not be limited to, Work
Release and Work Crew It is understood by the parties that the term alternative
confinement programs shall not include electronic home monitoring
Where offenders pay a fee to FORKS for program participation, such fees shall be
deducted from the confinement daily fee
Where CITY prisoners are in a FORKS Work Crew assignment, they shall be credited
with five days "good time" for each 30 days that they are assigned to the Work Crew
If the prisoner is not on a work crew or special program that prisoner is eligible for five days
good time per thirty days served "Good time" is earned, and not automatically "given ",
once housed in Forks
5 Designated Administrators The FORKS Police Chief in consultation with the CITY
Police Chief shall administer this agreement Each administrator or designee may
consult with each other quarterly regarding costs, fees and charges and regarding
changes in policies, practices, or procedures, which may affect the responsibilities of
the other, and will try to resolve disputes between themselves or through their
designated representatives
-2-
6 Medical Costs Medical costs for emergency or necessary health care for CITY
prisoners shall be the responsibility of CITY CITY retains the option to contract with
medical providers to provide medical services to CITY prisoners FORKS will not
transport outside of FORKS city limits for medical appointments, this will be borne by
CITY if such a medical transport is necessary
FORKS shall notify CITY prior to outside medical care being provided for a CITY
prisoner, provided, however, that when emergency medical care is required in life -
threatening circumstances, the notification may occur as soon as practicable
No Waiver of Right to Seek Reimbursement The above paragraphs relating to
medical costs are intended solely to define the obligations between the parties to this
agreement Nothing contained within the provisions of this agreement shall be
construed to waive the rights of either party to seek reimbursement for costs from the
department of social and health services, or from the prisoner, or any other
responsible third -party
7 Transportation Transportation of CITY prisoners to the FORKS fail facilities will be
provided by the FORKS Police Department as needed, but not to exceed one time per
calendar week FORKS Police Department, will travel to a mutually agreed upon
location for the pick -up The one -way rate for transportation shall be included in the
daily prisoner rate Upon release of CITY prisoners, FORKS may transport the
prisoner to the Forks Transit Center A one -way ticket toward the CITY area may be
issued to the released prisoner If the prisoner is needed for Court during
incarceration in the FORKS Jail, it will be the responsibility of CITY to transport the
prisoner from FORKS Jail to Court, and return
8 Transfer of Custody When the CITY law enforcement officers are placing arrested
persons in custody of FORKS, at a designated meet point between the parties or at
the Forks Jail, the City officer shall be required to remain in the immediate presence of
the arrested person and shall be considered to have such person in their sole custody
until the FORKS booking officer audibly states that the prisoner is secured, at such
time and only then, will FORKS come into custody of said prisoner
When custody of a CITY prisoner is transferred to FORKS, the CITY prisoner shall be
subject to all applicable rules, regulations and standards governing operation of the
FORKS Jail, including any emergency security rules imposed by the FORKS Chief of
Police or designee Any CITY police officer delivering a prisoner to FORKS fail shall
comply with reasonable rules and regulations of the FORKS Jail
9 Release of CITY Prisoner from FORKS Jail No CITY prisoner confined in the FORKS
Jail subject to this agreement shall be released except (a) when requested by a
member of CITY Police Department, (b) in compliance with orders of the court in
those matters in which the courts have Jurisdiction, (c) for appearance in court, (d) for
interviews by CITY police or attorneys, (e) if the prisoner has served his or her
sentence or the charge pending against said prisoner has been dismissed, or (f) as
-3-
determined by the FORKS Chief of Police as part of a plan to reduce prisoner
population as a result of facility overcrowding
10 Record Keepinq
FORKS agrees to maintain a system of record keeping relative to the booking and
confinement of each CITY prisoner in such style and manner as equivalent to
FORKS's records pertaining to its own prisoners FORKS shall make available, upon
request, to CITY or its authorized representatives, copies of said records
11 CITY Access to Prisoners All CITY police officers, investigators and the prisoner's
legal counsel shall have the right to interview the prisoners at any time inside the
confines of the FORKS fail, subject only to necessary security rules Interview rooms
will be made available to CITY police officers in equal priority with those of any other
department
12 Equal Treatment of CITY Prisoners CITY and FORKS prisoners will be treated
equally for purposes of extradition, transportation, record keeping, and access to
special detention programs During situations where fail population exceeds
maximum capacity, FORKS retains priority for the housing of FORKS prisoners
FORKS will notify CITY if prisoner(s) are to be released due to situations where fail
population exceeds maximum capacity and give CITY an opportunity to transport
prisoner to another fail facility When known, FORKS will notify CITY if the fail
population exceeds maximum capacity prior to the transportation of new prisoners to
the facility pursuant to paragraph 7 above
13 Hold Harmless Agreement
A FORKS assumes full responsibility for the welfare, safety and safekeeping of
all CITY prisoners while in the custody of FORKS FORKS agrees to hold
harmless, indemnify, and defend CITY its elected officials, officers,
employees and agents from and against any and all suits, actions, claims,
liability, damages, judgments, costs and expenses (including reasonable
attorneys' fees) (also including but not limited to claims related to alleged
mistreatment, injury, or death to any prisoner, or loss or damage to prisoner
property while in FORKS' custody) which result from or arise out of the
negligence of FORKS, its elected officials, officers, employees, and agents
in connection with or incidental to the performance or non - performance of
FORKS' services, duties and obligations under this Agreement
B The CITY agrees to hold harmless, indemnify, and defend FORKS its
elected officials, officers, employees and agents from and against any and
all suits, actions, claims, liability, damages, judgments, costs and expenses
(including reasonable attorneys' fees) (also including but not limited to a
claim of false arrest, unlawful imprisonment and writs of habeas corpus
proceedings) which result from or arise out of the negligence of CITY, its
elected officials, officers, employees, and agents in connection with or
-4-
incidental to the performance or non - performance of CITY's services, duties
and obligations under this Agreement
C In the event that the officials, officers, agents, and /or employees of both
FORKS and the CITY are concurrently negligent, each party shall be liable
for its contributory share of negligence for any resulting suits, actions, claims,
liability, damages, judgments, costs and expenses (including reasonable
attorneys' fees)
D Nothing contained in this section of this Agreement shall be construed to
create a liability or a right of indemnification by any third party
E The provisions of this section shall survive the expiration or termination of
this Agreement with respect to any event occurring prior to such expiration or
termination
14 Duration of Agreement Subject to the provisions of RCW 39 34 040, this Agreement
shall be effective on 1 June 2013, and said Agreement shall be in effect for a period of
three years This Agreement will be renegotiated every three years The Agreement
may be terminated upon written notice by either party with a minimum 90 days notice
The notice shall state the grounds for the termination and the specific plans for
accommodating the affected lad population (per RCW 70 48 090 as amended)
Pursuant to RCW 39 34 040, each party shall be responsible for recording a copy of
this agreement with their County auditor and /or posting this agreement on the
agency's web -site
15 Disputes Disputes relating to the interpretation or administration of this agreement
that cannot be resolved by the representatives designated herein shall be referred to
the FORKS Mayor and CITY Mayor or their designees for settlement
16 Joint Undertaking or Separate Entity Pursuant to the requirements of RCW
39 34 030(3), the parties specify the following 1) no new or separate legal or
administrative entity is created by the provisions of this agreement, 2) the parties to
this Agreement are each responsible for their own duties under this agreement, 3) no
point financing or budget is required, and 4) and no real or personal property will be
jointly acquired by the parties under this Agreement All property owned by each of
the parties shall remain its sole property to hold and dispose of in its sole discretion
17 Non - Delegation /Non - Assignment Neither party may delegate the performance of any
contractual obligation, to a third party, unless mutually agreed in writing Neither party
may assign this agreement without the written consent of the other party
18 Each Agency's officers, agents, nor employees are employees of the individual
Agency for any purpose including responsibility for any federal or state tax, industrial
insurance or Social Security liability No provision of services under this Agreement
shall give rise to any claim of career service or civil service right, which may accrue to
an employee of the Agency under any applicable law, rule, or regulation
-5-
19 Severablllty If any provision of this contract shall be held Invalid, the remainder of this
contract shall not be affected thereby If such remainder would then continue to serve
the purposes and objectives of both parties
DATED this day of 2013 DATED this day of 2013
City Of Forks City of Bremerton
Mayor Mayor
Chief of Police Chief of Police
APPROVED AS TO FORM APPROVED AS TO FORM
City Attorney City Attorney
R \Legal \Legal\Files \Current Active Files\Jail Contracts \Forks Jail Contracts\Forks Jail Contract 2013 - Final doc
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AGENDA BILL i&A
CITY OF BREMERTON
CITY COUNCIL
SUBJECT Study Session Date June 26, 2013
Addition of a 75 FTE Office Assistant I COUNCIL MEETING Date July 1, 2013
Position to the Parks and Recreation Dept Department Parks and Recreation
Presenter Wyn Birkenthal
Phone 473 -5752
SUMMARY
The Parks and Recreation Department has a need for a dedicated person to assist with customer
service, program registration, park and facility reservations and telephone reception Without this
position, our ability to provide timely customer service for these functions will remain a significant
challenge The 75 FTE Office Assistant I will free Recreation Program Coordinator time to work on
Recreation sponsorships and partnerships and help the Department to become more responsive to
the public during all business hours
ATTACHMENTS:
Attachment A Office Assistant I Job Description
FISCAL IMPACTS (Include Budgeted Amount)
The fiscal impact in 2013 is $9,744 when personnel and program savings are considered
STUDY SESSION AGENDA ❑x No Presentation ❑ Full Presentation
STUDY SESSION ACTION: ❑ Consent Agenda N General Business ❑ Public Hearing
RECOMMENDED MOTION:
I move to amend the Parks and Recreation budget to add a 75 FTE Office Assistant I position for the
purpose of increasing customer service
COUNCIL ACTION. ❑ Approve ❑ Deny ❑ Table ❑ Continue ❑ No Action
Form Updated 01/25/13
City of Bremerton Classification Specification 2002
OFFICE ASSISTANT I
GENERAL FUNCTION
Provide customer service and perform a variety of clerical and receptionist duties
REPRESENTATIVE ESSENTIAL DUTIES and RESPONSIBILITIES (Note — this list is intended
only to illustrate the various types of work that may be performed. The omission of specific
statements does not exclude them from the position.)
• Provide customer service to the public and city staff members Receive and route phone
calls /messages /greet visitors and route to appropriate departments
• Receive, receipt and record monies received Process refunds Post records Balance cash
• Type, copy, distribute and mail miscellaneous letters, memos, agenda bills and minutes Prepare
miscellaneous documents for mailing File various documents and forms
• Process small stores orders Inventory office supplies on a regular basis and keep items stocked
• Perform receptionist duties
Other Duties
— Regular attendance is an essential requirement
— Performs related work as assigned and/or required
KNOWLEDGE, SKILLS AND ABILITIES (Entry Requirements)
Knowledge of•
• Office procedures and practices including Customer service reception
• Basic office machines (computer, phone, fax, copier, calculator) and various computer programs
(MSWord, Excel, PageMaker, Calendar Creator, MS Office, MS Works, Corel)
• Cashiering and equipment (cash register, credit card machine)
Ability to:
• Communicate effectively both orally and in wiring
• Work with the public and deal with irate customers
• Respond to questions and complaints in a courteous and tactful manner
• Effectively assist customers in solving problems
QUALIFYING EDUCATION AND EXPERIENCE (Minimum Requirements)
Any combination of education and experience equivalent to a High school diploma or G E D and one
year general office experience to include computer and customer service experience
PHYSICAL REQUIREMENTS
Requires sitting at a desk or computer for long periods of time Must stand, bend, carry, crouch, kneel
and reach above, at, and below waist level Lift up to 301bs Able to use fingers to type and keypunch
Must be able to talk, hear and see
WORKING CONDITIONS
Indoor office environment
Page 1 of 2
City of Bremerton Classification Specification 2002
OFFICE ASSISTANT I
LEGAL and REGULATORY EMPLOYMENT CONDITIONS
Fair Labor Standards Act The classification is non - exempt under the laws of Fair Labor Standards Act
minimum wage and overtime provisions
Representation The classification is included in the bargaining unit pursuant to the Recognition Article of
the current labor agreement between the City of Bremerton and the Teamsters Local 589
Civil Service Positions located in the Police or Fire Department are included in the City's Civil Service
System, all other are excluded
Appointment and Removal Authority: The position is filled by appointment by the Department Head
Removal is by action of the Department Head in conformance with Human Resources Policies
This classification specification does not constitute an employment agreement between the City and
employee. It is subject to change by the City, with the approval of Human Resources, as the needs
of the City and requirements change.
Page 2 of 2
AGENDA BILL 7A
CITY OF BREMERTON
CITY COUNCIL
■■ eeeeeee eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeeeeeeeee�
SUBJECT: Public Hearing to approve the Study Session Date June 26, 2013
Police Department local solicitation of 2013 COUNCIL MEETING Date July 1, 2013
Justice Assistance Grant (JAG) Application Department Police
Presenter Chief Strachan
Phone 473 -5224
SUMMARY: The Bremerton Police Department is applying for the local solicitation of the Edward
Byrne Memorial Justice Assistance Grant (JAG) Since 2010 JAGs have been used to help fund the
salary of the Community Resource Specialist The 2013 JAG will be used for the same purpose
This grant will allow the City of Bremerton to continue to sustain the Community Resource Unit and
its crime prevention function and programs which include Neighborhood Watch, the Landlord
Notification Program and enforcement of the Chronic Nuisance Property Ordinance
The grant is from the Department of Justice No matching funds are required of the City The total
grant amount is $25,688
ATTACHMENTS Grant Application
FISCAL IMPACTS (Include Budgeted Amount) None The JAG funding is a revenue source of
$25,688 with no match requirement
STUDY SESSION AGENDA ❑x No Presentation O Full Presentation
STUDY SESSION ACTION: ❑ Consent Agenda ❑ General Business ❑x Public Hearing
RECOMMENDED MOTION:
Move to approve the 2013 Justice Assistance Grant Application and grant acceptance when
awarded, and further, to authorize the Mayor to finalize and execute the agreement with substantially
the same terms and conditions as presented
COUNCIL ACTION: ❑ Approve ❑ Deny ❑ Table ❑ Continue ❑ No Action
Form Updated 01/25/13
o p
U.S. Department of Justice OMB No 1121 -0329
Office of Justice Programs
Bureau ofJusnceAssistawe
The U S Department of Justice (DOJ), Office of Justice Programs' (OJP) Bureau of Justice
Assistance (BJA) is seelang applications for funding under the Edward Byrne Memorial Justice
Assistance Grant (JAG) Program. This program furthers the Department's mission by assisting
state, local, and tribal efforts to prevent or reduce crime and violence.
Edward Byrne Memorial
Justice Assistance Grant (JAG) Program
FY 2013 Local Solicitation
Eligibility
Applicants are limited to units of local government appearing on the FY 2013 JAG Allocations
List To view this list, go to www bia Qov /programs /iag /131agallocations html For JAG Program
purposes, a unit of local government is a town, township, village, parish, city, county, borough,
or other general purpose political subdivision of a state; or, it may also be a federally recognized
Indian tribe that performs law enforcement functions (as determined by the Secretary of the
Interior) Otherwise a unit of local government may be any law enforcement district or judicial
enforcement district established under applicable state law with authority to independently
establish a budget and impose taxes. In Louisiana, a unit of local government means a district
attorney or parish sheriff. In the District of Columbia or any U.S. Trust Territory, a unit of local
government is any agency of the District of Columbia or federal government performing law
enforcement functions for the District of Columbia or U.S. Trust Territory.
Deadline
Applicants must register in OJP's Grants Management System (GMS) prior to submitting an
application for this funding opportunity. Select the "Apply Online° button associated with the
solicitation title. (See °l-low to Apply," page 19.) All registrations and applications are due by
8:00 p.m. eastern time on July 9, 2013. (See "Deadlines: Registration and Application," page 4.)
Contact Information
For technical assistance with submitting the application, contact the Grants Management
System Support Hotline at 1-888 -549 -9901, option 3, or via e-mail to
GMS HelpDesk(a)-usdoi gov
Note: The GMS Support Hotline hours of operation are Monday-Fnday from 6.00 a.m. to 12
midnight eastern time, except federal holidays.
For assistance with any other requirement of this solicitation, contact the BJA Justice
Information Center at 1- 877 - 927 -5657, via e-mail to JICCa)_teleslshg com or by live web chat
The BJA Justice Information Center hours of operation are 8:30 a.m. to 5:00 p.m. eastern time,
and 8:30 a.m. to 8:00 p.m. eastern time, Monday through Friday, on the solicitation close date.
You may also contact your State Policy Advisor
www bia gov /About/Contacts /ProgramsOffice html
Funding opportunity number assigned to announcement: BJA-2013-3599
Release date: May 30, 2013
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CONTENTS
Overview 4
Deadlines : Registration and Application 4
Eligibility 4
Program - Specific Information 4
Amount and Length of Awards 6
Budget Information 6
Other JAG Requirements 9
Reporting Requirements and Performance Measures 11
Priorities 12
What an Application Should Include 14
Information to Complete the Application for Federal Assistance
(SF -424) (Required)
Abstract and Project Identifiers (Required)
Program Narrative (Required)
Budget and Budget Narrative (Required)
Review Narrative (Required)
Tribal Authorizing Resolution (if applicable)
Additional Attachments
Other Standard Forms
Review Process 17
Additional Requirements 18
How To Apply 19
Provide Feedback to OJP on This Solicitation 21
Application Checklist 22
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Edward Byrne Memorial Justice Assistance Grant (JAG)
Program: Local Solicitation
CFDA #16.738
Overview
The Edward Byrne Memorial Justice Assistance Grant (JAG) Program (42 U.S.C. 3751(a)) is
the primary provider of federal criminal justice funding to state and local junsdictions. The JAG
Program provides states and units of local governments with critical funding necessary to
support a range of program areas including law enforcement, prosecution and court programs,
prevention and education programs, corrections and community corrections, drug treatment and
enforcement, crime victim and witness initiatives, and planning, evaluation, and technology
improvement programs
Deadlines: Registration and Application
Applicants must register in GMS prior to submitting application for this funding opportunity.
Select the "Apply Online° button associated with the solicitation title. The deadline to register in
GMS and the deadline to apply for funding under this announcement is 8.00 p m eastern time
on July 9, 2013. See "How To Apply" on page 19 for details.
Eligibility
Refer to the title page for eligibility under this program.
Program -Specific Information
Program Areas
JAG funds may be used for state and local initiatives, technical assistance, strategic planning,
research and evaluation (including forensics), data collection, training, personnel, equipment,
forensic laboratories, supplies, contractual support, and criminal justice information systems that
will improve or enhance such areas as.
• Law enforcement programs.
• Prosecution and court programs.
• Prevention and education programs.
• Corrections and community corrections programs.
• Drug treatment and enforcement programs.
• Planning, evaluation, and technology improvement programs.
• Crime victim and witness programs (other than compensation).
Award Recipient Responsibilities: The Chief Executive Officer (CEO) of an eligible unit of
local government or other officer designated by the CEO must submit the application for JAG
funds. A unit of local government receiving a JAG award will be responsible for the
administration of the funds including distributing the funds; monitoring the award; submitting
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quarterly financial status (SF -425) and performance metrics reports and annual programmatic
reports; and providing ongoing oversight and assistance to any subrecipients of the funds.
Governing Body Review: No fewer than 30 days prior to application submission, the applicant
agency (fiscal agent in disparate situations) must make the grant application available for review
by the governing body (or to the organization designated by the governing body. See the
Review Narrative section on page 15 for additional information.
Public Comment: At the time of application submission, the applicant agency (the fiscal agent
in disparate situations) must provide an assurance that the application was made public and an
opportunity to comment was provided to citizens and neighborhood or community organizations
to the extent the applicable law or established procedure makes such an opportunity available.
See the Review Narrative section on page 15 for additional information.
Prohibited Uses: No JAG funds may be expended outside of JAG program areas. Even within
these program areas, however, JAG funds cannot be used directly or indirectly for security
enhancements or equipment for nongovernmental entities not engaged in criminal justice or
public safety. Additionally, JAG funds may not be used directly or indirectly to provide for
any of the following matters unless the BJA Director certifies that extraordinary and
exigent circumstances exist; making them essential to the maintenance of public safety and
good order.
• 'Vehicles, vessels, or aircraft.
• "Unmanned aerial vehicles/unmanned aircraft, aircraft system, or aerial vehicles
(UA/UAS /UAV).
• Luxury items.
• Real estate.
• Construction projects (other than penal or correctional institutions).
• Any similar matters.
*Police cruisers, police boats, and police helicopters are allowable vehicles under JAG
and do not require BJA certification.
"Unmanned Aircraft, Aircraft System, or Aerial Vehicles (UAIUAS/UAV): No JAG funds
may be expended on these items unless the BJA Director certifies that extraordinary and
exigent circumstances exist, making them essential to the maintenance of public safety and
good order. Also, any grant award using funds for this purpose may be subject to additional
reporting criteria, which will be spelled out in a customized special condition attached to the
grant award.
For information related to requesting a waiver to obtain BJA certification for any
prohibited item, or for examples of allowable vehicles that do not require BJA
certification, refer to the JAG FAQs on BJA's JAG web page
Evidence -Based Programs or Practices
OJP places a strong emphasis on the use of data and evidence in policy making and program
development in criminal justice. OJP is committed to:
• improving the quantity and quality of evidence OJP generates;
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• integrating evidence into program, practice, and policy decisions within OJP and the
field; and
• improving the translation of evidence into practice.
OJP considers programs and practices to be evidence -based when their effectiveness has been
demonstrated by causal evidence, generally obtained through one or more outcome
evaluations. Causal evidence documents a relationship between an activity or intervention
(including technology) and its intended outcome, including measuring the direction and size of a
change, and the extent to which a change may be attributed to the activity or
intervention. Causal evidence depends on the use of scientific methods to rule out, to the extent
possible, alternative explanations for the documented change. The strength of causal evidence,
based on the factors described above, will influence the degree to which OJP considers a
program or practice to be evidence- based.
OJP's CrimeSolutions gov web site is one resource that applicants may use to find information
about evidence -based programs in criminal justice, juvenile justice, and crime victim services.
Additionally, when considering evidence -based programs and practices specific to reentry, it is
recommended that jurisdictions review the What Works in Reentry Clearinghouse for important
research on the effectiveness of a wide variety of reentry programs and practices. The
Clearinghouse provides a one -stop shop for practitioners and service providers seeking
guidance on evidence -based reentry interventions.
Amount and Length of Awards
Eligible award amounts under JAG are posted annually on BJA's JAG web page:
www bia gov /ProgramDetails aspx ?Program ID =59
Awards of at least $25,000 or more are 4 years in length with an award period of October 1,
2012 through September 30, 2016. Extensions beyond a 4 -year period may be made on a case -
by -case basis at the discretion of BJA and must be requested via the Grants Management
System (GMS) no less than 30 days prior to the grant end date.
Awards that are less than $25,000 are 2 years in length with an award period of October 1,
2012 through September 30, 2014. Requests for up to two additional years to complete
performance of the award will be granted automatically, pursuant to 42 U.S.C. § 3751(f).
Extensions beyond a 4 -year period may be made on a case -by -case basis at the discretion of
BJA and must be requested via the Grants Management System (GMS) no less than 30 days
prior to the grant end date.
All awards are subject to the availability of appropriated funds and to any modifications or
additional requirements that may be imposed by law.
Budget Information
Applicants must submit a budget and budget narrative outlining how JAG funds, including
administrative funds d applicable, will be used to support and implement the program. See the
budget narrative description under "What an Application Should Include" on page roc for
more information.
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Formula: Once each fiscal year's overall JAG Program funding level is determined, BJA
partners with the Bureau of Justice Statistics (BJS) to begin a four -step grant award calculation
process which consists of:
1. Computing an initial JAG allocation for each state and territory, based on their share of
violent crime and population (weighted equally).
2. Reviewing the initial JAG allocation amount to determine if the state or territory allocation
is less than the minimum (ode minmmus ") award amount defined in the JAG legislation
(0 25 percent of the total). If this is the case, the state or territory is funded at the
minimum level, and the funds required for this are deducted from the overall pool of JAG
funds Each of the remaining states receives the minimum award plus an additional
amount based on their share of violent crime and population.
3 Dividing each state's final award amount (except for the territories and District of
Columbia) between state and local governments at a rate of 60 and 40 percent,
respectively.
4. Determining local unit of government award allocations, which are based on their
proportion of the state's 3 -year violent crime average. If a local eligible award amount is
less than $10,000, the funds are returned to the state to be awarded to these local units
of government through the state agency. If the eligible award amount is $10,000 or
more, then the local government is eligible to apply for a JAG award directly from BJA.
Administrative Funds: A unit of local government may use up to 10 percent of the award,
including interest, for costs associated with administering JAG funds
Supplanting: Supplanting is prohibited under JAG Applicants cannot replace or supplant non-
federal funds that have been appropriated for the same purpose. See the JAG FAQs on BJA's
JAG web Page for examples of supplanting.
Leveraging of Grant Funds: Although supplanting is prohibited, the leveraging of federal
funding is encouraged. For example, a city may utilize JAG and Homeland Security Grant
Program (HSGP) money to fund different portions of a fusion center project. in instances where
leveraging occurs, all federal grant funds must be tracked and reported on separately and may
not be used to fund the same line items Additionally, federal funds cannot be used as match for
other federal awards.
Disparate Certification: A disparate allocation occurs when a city or municipality is allocated
one - and - one -half times (150 percent) more than the county, while the county bears more than
50 percent of the costs associated with prosecution or incarceration of the municipality's Part 1
violent cnmes. A disparate allocation also occurs when multiple cities or municipalities are
collectively allocated four times (400 percent) more than the county, and the county bears more
than 50 percent of the collective costs associated with prosecution or incarceration of each
municipality's Part 1 violent crimes.
* Jurisdictions certified as disparate must identify a fiscal agent that wdi submit a joint
application for the aggregate eligible allocation to all disparate municipalities. The joint
application must determine and specify the award distribution to each unit of local
government and the purposes for which the funds will be used. When beginning the JAG
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application process, a Memorandum of Understanding (MOU) that identifies which
jurisdiction will serve as the applicantifiscal agent for joint funds must be completed and
signed by the Authorized Representative for each participating jurisdiction. The signed
MOU should be attached to the application. For a sample MOU, go to
www bia Qov /Funding /JAGMOU Pd
Trust Fund: Award recipients may draw down JAG funds in advance. To do so, a trust fund
must be established in which to deposit the funds. The trust fund may or may not be an interest -
bearing account. If subrecipients draw down JAG funds in advance, they also must establish a
trust fund in which to deposit funds This trust fund requirement does not apply to direct JAG
award recipients or subrecipients that draw -down on a reimbursement basis rather than in
advance.
Limitation on Use of Award Funds for Employee Compensation; Waiver: With respect to
any award of more than $250,000 made under this solicitation, recipients may not use federal
funds to pay total cash compensation (salary plus cash bonuses) to any employee of the award
recipient at a rate that exceeds 110 percent of the maximum annual salary payable to a member
of the Federal Government's Senior Executive Service (SES) at an agency with a Certified SES
Performance Appraisal System for that year. The 2013 salary table for SES employees is
available at www opm gov /oca/13tables /indexSES asp Note: A recipient may compensate an
employee at a greater rate, provided the amount in excess of this compensation limitation is
paid with non-federal funds. (Any such additional compensation will not be considered matching
funds where match requirements apply )
The Assistant Attorney General (AAG) for OJP may exercise discretion to waive, on an
individual basis, the limitation on compensation rates allowable under an award. An applicant
requesting a waiver should include a detailed justification in the budget narrative of the
application. Unless the applicant submits a waiver request and justification with the application,
the applicant should anticipate that OR will request the applicant to adjust and resubmit the
budget.
The justification should include the particular qualifications and expertise of the individual, the
uniqueness of the service the individual will provide, the individual's specific knowledge of the
program or project being undertaken with award funds, and a statement explaining that the
individual's salary is commensurate with the regular and customary rate for an individual with
his/her qualifications and expertise, and for the work to be done
Minimization of Conference Costs: OJP encourages applicants to review the OJP guidance
on conference approval, planning, and reporting that is available on the OJP web site at
www oip gov /funding /confcost htm This guidance sets out the current OJP policy, which
requires all funding recipients that propose to hold or sponsor conferences (including meetings,
trainings, and other similar events) to minimize costs, requires OJP review and prior written
approval of most conference costs for cooperative agreement recipients (and certain costs for
grant recipients), and generally prohibits the use of OJP funding to provide food and beverages
at conferences. The guidance also sets upper limits on many conference costs, including facility
space, audiovisual services, logistical planning services, programmatic planning services, and
food and beverages (in the rare cases where food and beverage costs are permitted at all).
Prior review and approval of conference costs can take time (see the guidance for specific
deadlines), and applicants should take this into account when submitting proposals. Applicants
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also should understand that conference cost limits may change and that they should check the
guidance for updates before incumng such costs.
Note on food and beverages OJP may make exceptions to the general prohibition on using
OJP funding for food and beverages, but will do so only in rare cases where food and
beverages are not otherwise available (e.g., in extremely remote areas); the size of the event
and capacity of nearby food and beverage vendors would make it impractical to not provide food
and beverages, or a special presentation at a conference requires a plenary address where
conference participants have no other time to obtain food and beverages. Any such exception
requires OJP's prior written approval The restriction on food and beverages does not apply to
water provided at no cost, but does apply to any and all other refreshments, regardless of the
size or nature of the meeting Additionally, this restriction does not affect direct payment of per
them amounts to individuals in a travel status under your organization's travel policy.
Costs Associated with Language Assistance (if applicable): If an applicant proposes a
program or activity that would deliver services or benefits to individuals, the costs of taking
reasonable steps to provide meaningful access to those services or benefits for individuals with
limited English proficiency may be allowable. Reasonable steps to provide meaningful access to
services or benefits may include interpretation or translation services where appropriate.
For additional information, see the "Cnal Rights Compliance" section of the OJP "Other
Requirements for OJP Applications" web page at
www oip usdoi gov /funding /other requirements htm
Match Requirement: While match is not required under the JAG Program, match is an effective
strategy to expand justice funds and build buy -in for local criminal justice initiatives. Matching
funds become part of the overall award amount, and as such are subject to audit and must be
expended or dsobligated prior to closeout.
Other JAG Requirements
Body Armor Certification
• Ballistic- resistant and stab - resistant body armor can be funded through two BJA-
administered programs. the JAG Program and the Bulletproof Vest Partnership (BVP)
Program.
• The BVP Program is designed to provide a cnbcal resource to state and local law
enforcement through the purchase of ballistic- resistant and stab - resistant body armor. A
junsdiction is able to request up to 50 percent of the cost of a vest with BVP funds. For more
information on the BVP Program, including eligibility and application, refer to the BVP web
Page
• JAG funds may also be used to purchase vests for an agency, but they may not be used to
pay for that portion of the ballistic-resistant vest (50 percent) that is not covered by BVP
funds. Unlike BVP, JAG funds used to purchase vests do not require a 50 percent match
• Vests purchased with JAG funds may be purchased at any threat level, make, or model from
any distributor or manufacturer, as long as the vests have been tested and found to comply
with the latest applicable National Institute of Justice ballistic or stab standards. In addition,
vests purchased must be American -made. Information on the latest National Institute of
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justice (NIJ) standards can be found at: www nn gov /topics /technology /body- armor /safety-
initiative htm
• As is the case in BVP, grantees who wish to purchase vests with JAG funds must certify that
law enforcement agencies receiving vests have a written "mandatory wear" policy in effect.
FAQs related to the mandatory wear policy and certifications can be found at
www bia Qov /Funding /JAGFAQ pdf This policy must be in place for at least all uniformed
officers before any FY 2013 funding can be used by the agency for vests There are no
requirements regarding the nature of the policy other than it being a mandatory wear policy
for all uniformed officers while on duty. The certification must be signed by the certifying
official and must be attached to the application. If the grantee proposes to change project
activities to utilize JAG funds to purchase bulletproof vests after the application period
(during the project period), then the grantee must submit the signed certification to BJA at
that time. A mandatory wear concept and issues paper and a model policy are available by
contacting the BVP Customer Support Center vests(& -usdoi Qov or toll free at 1- 877 -758-
3787.
• A copy of the certification related to the mandatory wear can be found at
www bia gov /Funding /13JAGBVPCert pd
Interoperable Communications
• Grantees (including subgrantees) that are using FY 2013 JAG Program funds to support
emergency communications activities (including the purchase of interoperable
communications equipment and technologies such as voice - over- intemet protocol bridging
or gateway devices, or equipment to support the build out of wireless broadband networks in
the 700 MHz public safety band under the Federal Communications Commission (FCC)
Waiver Order) must ensure:
➢ Compliance with the FY 2013 SAFECOM Guidance for Emergency Communication
Grants (including provisions on technical standards that ensure and enhance
interoperable communications).
➢ Adherence to the technical standards set forth in the FCC Waiver Order, or any
succeeding FCC orders, rules, or regulations pertaining to broadband operations in the
700 MHz public safety band
➢ Projects support the Statewide Communication Interoperabiliity Plan (SCIP) and are fully
coordinated with the full -time Statewide interoperabiliity Coordinator (SWIC) in the state
of the project. As the central coordination point for their state's interoperabildy effort, the
SWIC plays a critical role, and can serve as a valuable resource. SWICs are
responsible for the implementation of the SCIP through coordination and collaboration
with the emergency response community. The U.S. Department of Homeland Security
Office of Emergency Communications maintains a list of SWICs for each of the 56
states and temtones. Contact OEC(g)-hg dhs gov
➢ All communications equipment purchased with grant award funding (plus the quantity
purchased of each item) is identified during quarterly performance metrics reporting.
DNA Testing of Evidentiary Materials and Upload of DNA Profiles to a Database
If JAG program funds will be used for DNA testing of evidentiary materials, any resulting ell ible
DNA profiles must be uploaded to the Combined DNA Index System (CODIS, the national DNA
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database operated by the Federal Bureau of Investigation (FBI)), by a government DNA lab with
access to CODIS No profiles generated with JAG funding may be entered into any other non-
governmental DNA database without prior express written approval from BJA. For more
information, refer to the NIJ FY 2013 DNA Backlog Reduction Program, available at
www ncirs gov /pdffilesl /nii/s1001062 Ddf in addition, funds may not be used for purchase of
DNA equipment and supplies when the resulting DNA profiles from such technology are not
accepted for entry into CODIS.
Reporting Requirements, Performance Measures, and JAG Showcase
Submission of performance measures data is not required for the application. Instead,
applicants should discuss in their application their proposed methods for collecting data for
performance measures Refer to the section "What an Application Should Include" on page 15
for additional information
Award recipients will be required to submit quarterly financial status (SF -425) and annual
programmatic reports through GMS quarterly performance metrics reports (see Performance
Measures section below) through BJA's Performance Measurement Tool PMT), and Federal
Funding Accountability and Transparency Act ( FFATA) reports through the FFATA Sub -award
Reporting System (FSRS) as necessary (see FFATA section below).
Performance Measures
To assist in fulfilling the Department's responsibilities under the Government Performance and
Results Act of 1993 (GPRA), P.L 103 -62, and the GPRA Modernization Act of 2010, Public Law
111 -352, applicants who receive funding under this solicitation must provide data that
measures the results of their work done under this solicitation. Quarterly performance metrics
reports must be submitted through BJXs Performance Measurement Tool (PMT) web
site, available at www.biaperformancetools.org The performance measures can be found
at: www.biaperformancetools.or-qlhelp/JAGMeasuresQuestionnalre.pd
on Project Evaluations
Applicants that propose to use funds awarded through this solicitation to conduct project
evaluations should be aware that certain project evaluations (such as systematic investigations
designed to develop or contribute to generalizable knowledge) may constitute "research" for
purposes of applicable DOJ human subjects protection regulations. However, project
evaluations that are intended only to generate internal improvements to a program or service, or
are conducted only to meet OJP's performance measure data reporting requirements likely do
not constitute "research." Applicants should provide sufficient information for OJP to determine
whether the particular project they propose would either intentionally or unintentionally collect
and/or use information in such a way that it meets the DOJ regulatory definition of research.
Research, for the purposes of human subjects protections for OJP- funded programs, is defined
as, " a systematic investigation, including research development, testing, and evaluation,
designed to develop or contribute to generalizable knowledge" 28 C.F.R. § 46.102(d). For
additional information on determining whether a proposed activity would constitute research,
see the decision tree to assist applicants on the "Research and the Protection of Human
Subjects° section of the OJP °Other Requirements for OJP Applications" Web page
(www oip usdoi gov /funding /other requirements htm) Applicants whose proposals may involve
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a research or statistical component also should review the °Confidentiality° section on that Web
page.
Notice of Post -Award FFATA Reporting Requirement
Applicants should anticipate that OJP will require all recipients (other than individuals) of awards
of $25,000 or more under this solicitation, consistent with the Federal Funding Accountability
and Transparency Act of 2006 ( FFATA), to report award information on any first-ter subawards
totaling $25,000 or more, and, in certain cases, to report information on the names and total
compensation of the five most highly compensated executives of the recipient and first -tier
subrecipients. Each applicant entity must ensure that it has the necessary processes and
systems in place to comply with the reporting requirements should it receive funding. Reports
regarding subawards will be made through the FFATA Subaward Reporting System (FSRS),
found at www fsrs gov
Note also that applicants should anticipate that no subaward of an award made under this
solicitation may be made to a subrecipient (other than an individual) unless the potential
subrecipient acquires and provides a Data Universal Numbering System (DUNS) number.
JAG Showcase
This JAG Showcase was designed to identify and highlight JAG projects that have
demonstrated success or have shown promise in reducing crime, positively impacting
communities, etc Because the JAG program provides state, tribal, and local jurisdictions with
flexibility to tailor the programs to fit their needs, a wide variety of programs have been funded
across the country. Each year, new methods to reduce and prevent crime, violence, and drug
abuse; and, to improve the functioning of the criminal justice system are being discovered. BJA
strives to increase awareness of JAG funds invested in innovation, evidence -based programs
and program evaluations This page is intended to serve as a resource for criminal justice
professionals in the field who seek to stay informed of some the most interesting, innovative,
results oriented projects that have been funded with JAG money in the last several years.
JAG success stories success stones should include the: name and location of program/project;
point of contact with phone and e-mail; amount of JAG funding received and in which fiscal
year; and a brief summary describing the program/pmject and its impact. BJA strongly
encourages and appreciates annual (or more frequent) submissions at
JAG.Showcase(-ojp.usdoi.gov or via the online form
Priorities
BJA recognizes that the downturn in the economy has resulted in significant pressures on state
and local criminal justice systems. In these challenging times, shared priorities and leveraged
resources can make a significant impact. In light of this, it is important to make SAM and local
JAG recipients aware of several areas of priority that may be of help in maximizing the
effectiveness of JAG funding at the state and local level.
In addition to our longstanding and unwavering commitment to keeping violent crime at its
lowest level in decades, the following priorities represent key areas where BJA will be focusing
nationally and invite each state and local JAG recipient to join us in addressing these challenges
as a part of our JAG partnership.
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Reducing Gun Violence
In the aftermath of the Sandy Hook Elementary School tragedy and mass shootings in Aurora,
Oak Creek, and Tucson, BJA encourages states and localities to invest valuable JAG funds in
programs to reduce gun violence, enforce existing firearms laws, and enhance reporting to the
FBI's National Instant Criminal Background Check System. Other important priorities include
strengthening school safety, improving criminal justice /mental health collaborations, and
supporting joint first responder critical incident training.
Recidivism Reduction and Justice System Realignment
In this time of fiscal austerity and smaller state and local budgets, reducing unnecessary
incarceration in a manner that promotes public safety is a paramount goal. Effective community
supervision coupled with evidence -based program interventions can result in significant
reductions in recidivism A priority funding area is the implementation of effective pretrial
services programs and innovative programs and approaches in probation and parole
supervision that improve services to offenders and increase collaborative efforts among
community supervision agencies with law enforcement and the courts. Currently 17 states and
local governments are working to control spiraling incarceration costs through justice system
reforms and realignment under the Justice Reinvestment Initiative (JRI). Strategic investment of
JAG funds to implement JRI legislation and policy changes in those states and localities can
augment federal funds and achieve greater cost savings and reinvestments in programs to
promise public safety
Indigent Defense
Another key priority area in the criminal justice system is support for indigent defense. BJA
continues to encourage states and SAAs to use JAG funds to support the vital needs of the
indigent defense community. Attorney General Holder has consistently stressed that the crisis in
indigent defense reform is a serious concern which must be addressed d true justice is to be
achieved in our nation. In 2002, the American Bar Association (ABA) published Ten Principles
of a Public Defense Delivery System which represent fundamental budding blocks for
implementing quality legal representation for indigent defendants. (See ABA Ten Principles )
Evidence -Based "Smart" Programs
As a result of the current fiscal crisis, many police departments are experiencing unprecedented
budget cuts, layoffs, and reductions in force. These challenges must be met by making wider
use of advancements in the law enforcement field in the last several decades which rely on use
of data, crime analysis, crime mapping and other analytic tools, cutting edge technology, and
research and evaluations regarding effective policing strategies and programs. BJA offers a
number of program models designed to effectively implement evidence based strategies
including Smart Policing and Smart Probation. A useful matrix of evidence -based policing
programs and strategies is available through the Center for Evidence -Based Policy at George
Mason University and provides valuable information on policing strategies and programs that
work. BJA encourages states to use JAG funds to support these "smart policing" strategies,
including a focus on real time crime analysis centers (CACs), and effective partnerships with
universities and research partners and with non - traditional criminal justice partners.
Counterterrorism continues to be the number one priority for DOJ. At the state and local level,
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high functioning, evidence- based, data - driven public safety agencies are a critical component of
our nation's "all crimes" strategy. In addition, the JAG Program has long supported effective and
collaborative multi- jurisdictional task forces and justice information sharing programs, which
continue as a priority in order to maintain our nation's historic reductions in violent crime.
What an Application Should Include
Applicants should anticipate that d they fail to submit an application that contains all of the
specked elements, it may negatively affect the review of their application; and, should a
decision be made to make an award, it may result in the inclusion of special conditions that
preclude the recipient from accessing or using award funds pending satisfaction of the
conditions.
Refer to the BJA Grant Writing and Management Academy and OJP's Grants 101 for an
overview of what should be included in each application requirement. These trainings can be
found at bia ncirs qov /gwma/index html and www oiq Qov /arants101 /
OJP strongly recommends use of appropriately descriptive file names (e.g., "Program
Narrative," °Budget Narrative," °Memoranda of Understanding," etc.) for all attachments.
1. Information to Complete the Application for Federal Assistance (SF -424)
The SF-424 is a standard form required for use as a cover sheet for submission of pre -
applications, applications, and related information. GMS takes information from the
applicant's profile to populate the fields on this form.
2. Abstract
Applicants must provide an abstract that includes the applicants name, title of the project,
goals of the project, and a description of the strategies to be used. In addition, above or
below the abstract narrative, applicants must Identify up to 5 project Identifiers that would
be associated with proposed project activities. The list of all identifiers can be found at
www bia gov /Funding /JAG Identifiers Pd f . The abstract should not exceed a half -page, or
400 -500 words.
Failure to submit this required information will result In an application being returned
In the Grants Management System (GMS) for inclusion of the missing information OR
the attachment of a withholding of funds special condition at the time of award.
3. Program Narrative
Applicants must submit a program narrative that generally describes the proposed program
activities for the two or four year grant period. The narrative must outline the type of
programs to be funded by the JAG award and provide a brief analysis of the need for the
programs. Narratives must also identify anticipated coordination efforts involving JAG and
related justice funds. Certified disparate jurisdictions submitting a joint application must
specify the funding distribution to each disparate unit of local government and the purposes
for which the funds will be used.
Failure to submit this required information will result in an application being returned
In the Grants Management System (GMS) for inclusion of the missing Information OR
the attachment of a withholding of funds special condition at the time of award.
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4. Budget and Budget Narrative
Applicants must submit a budget and budget narrative outlining how JAG funds, including
administrative funds if applicable, will be used to support and implement the program. This
narrative should include a full breakdown of administrative costs, as well as an overview of
how funds will be allocated across approved JAG purpose areas Applicants should utilize
the following approved budget categories to label the requested administrative and/or sub -
grant expenditures: Personnel, Fringe Benefits, Travel, Equipment, Supplies,
Consultants/Contracts, and an Other category. For informational purposes only, a sample
budget form may be found at www oip usdoi Qov /funding /forms /budget detail pdf
Failure to submit this required information will result in an application being returned
In the Grants Management System (GMS) for inclusion of the missing Information OR
the attachment of a withholding of funds special condition at the time of award.
5. Review Narrative
Applicants must submit information documenting that the date the JAG application was
made available for review by the governing body, or to an organization designated by that
governing body, not less than 30 days before the application was submitted to BJA. The
attachment must also specify that an opportunity to comment was provided to citizens prior
to application submission to the extent applicable law or established procedures make such
opportunity available.
Below are notification language templates that can be utilized in completing this
section of the application.
The (provide name of State/Territorv) made its Fiscal Year 2013 JAG application available
to the (provide name of governing body) for its review and comment on (provide date) or
intends to do so on (provide date)
The (provide name of City /County for Local JAG and name of State for State JAG)
made its Fiscal Year 2013 JAG application available to citizens for comment prior to
application submission by (provide means of notification) or the application has not yet
been made available for public review /comment.
Failure to submit this required information will result In an application being returned
In the Grants Management System (GMS) for inclusion of the missing information OR
the attachment of a withholding of funds special condition at the time of award.
6 Tribal Authorizing Resolution (if applicable)
Tribes, tribal organizations, or third parses proposing to provide direct services or assistance
to residents on tribal lands should include in their applications a resolution, a letter, affidavit,
or other documentation, as appropriate, that certifies that the applicant the legal
authority from the tnbe(s) to implement the proposed project on tribal lands. In those
instances when an organization or consortium of tribes applies for a grant on behalf of a
tribe or multiple specific tribes, then the application should include appropriate legal
documentation, as described above, from all tribes that would receive services/assistance
under the grant A consortium of tribes for which existing consortium bylaws allow action
without support from all tribes in the consortium (i.e., without an authorizing resolution or
comparable legal documentation from each tribal governing body) may submit, instead, a
copy of its consortium bylaws with the application.
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Applicants that are unable to submit with the application a fully- executed (i.e , signed) copy
of appropriate legal documentation, as described above, consistent with the applicable
tribe's governance structure, should, at minimum, submit an unsigned, draft version of such
legal documentation as part of its application (except in cases where, with respect to a tribal
consortium applicant, consortium bylaws allow action without the support of all consortium
member tribes). If selected for funding, use of and access to funds will be contingent on
receipt of the fully- executed legal documentation.
7. Additional Attachments
Jurisdictions certified as disparate must identify a fiscal agent that will submit a joint
application for the aggregate eligible allocation to all disparate municipalities The joint
application must determine and specify the award distribution to each unit of local
government and the purposes for which the funds will be used. When beginning the JAG
application process, a Memorandum of Understanding (MOU) that identifies which
jurisdiction will serve as the applicant/fiscal agent for point funds must be completed and
signed by the Authorized Representative for each participating jurisdiction. The signed MOU
must be attached to the application For a sample MOU, go to
www bia gov /Funding /JAGMOU pdf
Failure to submit this required Information will result in an application being change
requested in the Grants Management System (GMS) for inclusion of the missing
Information OR the attachment of a withholding special condition at the time of award
If time does not permit for a change request process.
S. Applicant Disclosure of Pending Applications
Applicants are to disclose whether they have pending applications for federally funded
assistance that include requests for funding to support the same project being proposed
under this solicitation and will cover the identical cost items outlined in the budget narrative
and worksheet in the application under this solicitation. The disclosure should include both
direct applications for federal funding (e.g., applications to federal agencies) and indirect
applications for such funding (e.g , applications to State agencies that will be subawarding
federal funds).
OJP seeks this information to help avoid any inappropriate duplication of funding.
Leveraging multiple funding sources in a complementary manner to implement
comprehensive programs or projects is encouraged and is not seen as inappropriate
duplication.
Applicants that have pending applications as described above are to provide the following
information about pending applications submitted within the last 12 months:
• the federal or state funding agency
• the solicitation name /project name
• the point of contact information at the applicable funding agency
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Federal or State Solicitation Name/Phone/E -fnail for Point of Contact at Funding
Funding Name/Project Name Agency
Agency
F n FF z=
DOJ/COPS COPS Hiring Prograr j /� Sane I \ e I Q2 /000-00 0. jandLdoe@usdoj.gov
HHS/ Substance Drug Free Comm u' n ndles Joh Doe, 2 john`doe @hhs gov
Abuse & Mental Mentonng Program/
Health Seances North County Youth
Administration Mentonng Program
Applicants should include the table as a separate attachment, with the file name °Disclosure
of Pending Applications," to their application. Applicants that do not have pending
applications as described above are to include a statement to this effect in the separate
attachment page. (e g , °[Applicant Name] does not have pending applications submitted
within the last 12 months for federally funded assistance that include requests for funding to
support the same project being proposed under this solicitation and will cover the identical
cost items outlined in the budget narrative and worksheet in the application under this
solicitation. °)
9. Other Standard Forms
Additional forms that may be required in connection with an award are available on
OJP's funding page at www oip usdoi -goy/funding/forms htm For successful applicants,
receipt of funds may be contingent upon submission of all necessary forms. Note in
particular the following forms:
a. Standard Assurances"
Applicants must read, certify, and submit this form in GMS prior to the receipt of any
award funds.
b. Certifications Regarding Lobbying, Debarment. Suspension and Other Responsibility
Matters, and Drug -Free Workplace Requirements''
Applicants must read, certify and submit in GMS prior to the receipt of any award funds.
c. Accounting System and Financial Capability Questionnaire
Any applicant (other than an individual) that is a non - governmental entity and that has
not received any award from OJP within the past 3 years must download, complete, and
submit this form.
"These OJP Standard Assurances and Certifications are forms which applicants accept in
GMS. They are not additional forms to be uploaded at the time of application submission.
Review Process
OJP is committed to ensuring a fair and open process for awarding grants. BJA reviews the
application to make sure that the information presented is reasonable, understandable,
measurable, and achievable, as well as consistent with the solicitation. Applications for formula
awards will be reviewed to ensure statutory requirements have been met.
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Absent explicit statutory authorization or written delegation of authority to the contrary, all final
grant award decisions will be made by the Assistant Attorney General will make all final award
decisions.
Additional Requirements
Applicants selected for awards must agree to comply with additional legal requirements upon
acceptance of an award. OJP encourages applicants to review the information pertaining to
these additional requirements prior to submitting an application. Additional information for each
requirement can be found at www oip usdoi Qov /funding /other requirements htm
• Civil Rights Compliance
• Civil Rights Compliance Specific to State Administering Agencies
• Faith -Based and Other Community Organizations
• Confidentiality
• Research and the Protection of Human Subjects
• Anti- Lobbying Act
• Financial and Government Audit Requirements
• National Environmental Policy Act (NEPA)
• DOJ Information Technology Standards (if applicable)
• Single Point of Contact Review
• Non - Supplanting of State or Local Funds
• Criminal Penalty for False Statements
• Compliance with Office of Justice Programs Financial Guide
• Suspension or Termination of Funding
• Nonprofit Organizations
• For - profit Organizations
• Government Performance and Results Act (GPRA)
• Rights in Intellectual Property
• Federal Funding Accountability and Transparency Act of 2006 (FFATA)
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• Awards in Excess of $5,000,000 — Federal Taxes Certification Requirement
• Policy and Guidance for Conference Approval, Planning, and Reporting
• OJP Training Guiding Principles for Grantees and Subgrantees
How To Apply
Applicants must submit applications through the Grants Management System GMS , which
provides cradle to grave support for the application, award, and management of awards at OJP.
Applicants must register In GMS for each specific funding opportunity. Although the
registration and submission deadlines are the same, OJP urges applicants to register
immediately, especially if this is their first time using the system. Complete instructions on how
to register and submit an application in GMS can be found at www oip usdoi qov /gmscbt/
Applicants that experience technical difficulties during this process should e-mail
GMS HeIDDeska -usdoi gov or call 888 -549 -9901 (option 3), Monday — Friday from 6.00 a.m. to
midnight eastern time, except federal holidays. OJP recommends that applicants register
Immediately to prevent delays in submitting an application package by the deadline.
All applicants should complete the following steps:
1. Acquire a Data Universal Numbering System (DUNS) number. In general, the Office of
Management and Budget requires that all applicants (other than individuals) for federal
funds include a DUNS number in their application for a new award or a supplement to an
existing award. A DUNS number is a unique nine -digit sequence recognized as the
universal standard for identifying and differentiating entities receiving federal funds. The
identifier is used for tracking purposes and to validate address and point of contact
information for federal assistance applicants, recipients, and subrecipients. The DUNS
number will be used throughout the grant fife cycle. Obtaining a DUNS number is a free,
one -time activity. Call Dun and Bradstreet at 866 - 705 -5711 to obtain a DUNS number or
apply online at www dnb com A DUNS number is usually received within 1 -2 business days.
2. Acquire registration with the System for Award Management (SAM). SAM replaces the
Central Contractor Registration (CCR) database as the repository for standard
information about federal financial assistance applicants, recipients, and subrecipients. OJP
requires that all applicants (other than individuals) for federal financial assistance maintain
current registrations in the SAM database. Applicants must update or renew their SAM
registration annually to maintain an active status.
Applicants that were previously registered in the CCR database must, at a minimum:
• Create a SAM account,
• Log in to SAM and migrate permissions to the SAM account (all the entity
registrations and records should already have been migrated).
Information about SAM registration procedures can be accessed at www sam Qov
3 Acquire a GMS usemame and password. New users must create a GMS profile by
selecting the "First Time User" link under the sign -in box of the GMS home page. For more
Information on how to register in GMS, go to www oip usdoi gov/gmscbt/
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4. Verify the SAM registration in GMS, formerly CCR registration. OJP requests that all
applicants venfy their SAM registration in GMS. Once logged into GMS, click the "CCR
Claim" link on the left side of the default screen. Click the submit button to verify the SAM
(formerly CCR) registration.
5. Search for the funding opportunity on GMS. After logging into GMS or completing the
GMS profile for usemame and password, go to the "Funding Opportunihes" link on the left
side of the page. Select "Bureau of Justice Assistance" and the "Edward Byrne Memorial
Justice Assistance Grant (JAG) Program —Local Solicitation."
6. Register by selecting the "Apply Online" button associated with the solicitation title.
The search results from step 5 will display the solicitation title along with the registration and
application deadlines for this funding opportunity. Select the "Apply Online" button in the
"Action" column to register for this solicitation and create an application in the system.
7. Complete the Disclosure of Lobbying Activities, if applicable. Any applicant that
expends any funds for lobbying activities must provide the detailed information requested on
the form, Disclosure of Lobbying Activities SF -LLL).
8 Follow the directions in GMS to submit an application consistent with this
solicitation. Once submitted, GMS will display a confirmation screen stating the submission
was successful. Important: In some instances, applicants must wait for GMS approval
before they can submit an application OJP urges applicants to submit the application at
least 72 hours prior to the due date of the application.
Note: GMS does not accept executable file types as application attachments These
disallowed file types include, but are not limited to, the following extensions: ".com," " bat,"
".exe," ".vbs," ".cfg," ".dat," " db," ".dbf," " dll," ".ini," ".log," ".ora," ".sys," and " zip."
Note: Duplicate Applications
If an applicant submits multiple versions of an application, BJA will review the most recent
version submitted.
Experiencing Unforeseen GMS Technical Issues
Applicants that experience unforeseen GMS technical issues beyond their control that prevent
them from submitting their application by the deadline, must e-mail the BJA Programs Office
staff within 24 hours after the application deadline and request approval to submit their
application. The e-mail must describe the technical difficulties and include a timeline of the
applicant's submission efforts, the complete grant application, the applicants DUNS number,
and any GMS Help Desk or SAM tracking number(s). Note: BJA does not automatically
approve requests. After the program office reviews the submission, and contacts the GMS
Help Desk to validate the reported technical issues, OJP will inform the applicant whether the
request to submit a late application has been approved or denied. If the technical issues
reported cannot be validated, the application will be rejected as untimely.
The following conditions are not valid reasons to permit late submissions: (1) failure to register
in sufficient time, (2) failure to follow GMS instructions on how to register and apply as posted
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on its Web site, (3) failure to follow each instruction in the OJP solicitation, and (4) technical
issues with the applicant's computer or information technology environment, including firewalls.
Notifications regarding known technical problems with GMS, if any, are posted at the top
of the OJP funding Web page at www.oip.usdoi.gov /funding /solicitations.htm
Provide Feedback to OJP on This Solicitation
To assist OJP in improving its application and award processes, we encourage applicants to
provide feedback on this solicitation, the application submission process, and/or the application
review /peer review process Feedback may be provided to
OJPSolicitationFeedback(D-usdoi qov
IMPORTANT: This email is for feedback and suggestions only. Replies are not sent from this
mailbox. If you have specific questions on any program or technical aspect of the solicitation,
you must directly contact the appropriate number or email listed on the front of this solicitation
document. These contacts are provided to help ensure that you can directly reach an individual
who can address your specific questions in a timely manner.
If you are interested in being a reviewer for other OJP grant applications, please email your
resume to oippeerreview(&-Imbps com The OJP Solicitation Feedback email account will not
forward your resume. Note: Neither you nor anyone else from your organization can be a peer
reviewer in a competition in which you or your organization have submitted an application.
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Application Checklist
Edward Byrne Memorial Justice Assistance Grant (JAG) Program
FY 2013 Local Solicitation
The application checklist has been created to assist in developing an application.
Eligibility Requirement:
Jurisdiction listed as the legal name on the application corresponds with the eligible
junsdicbon listed on BJA's JAG web page
Federal amount requested is within the allowable limit of the FY 2013 JAG
Allocations List as listed on BJA's JAG web page
What an Application Should Include:
Application for Federal Assistance (SF -424) (see page 14)
Abstract (see page 15)
Program Narrative (see page 14)
Budget and Budget Narrative (see page 15)
Review Narrative (see page 15)
Applicant Disclosure of Pending Applications (see page 16)
Other Standard Forms, if applicable (see page 17)
DUNS Number (see page 19)
SAM Registration (see page 19)
Disclosure of Lobbying Activities, if applicable SF -LLL (see page 20)
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2013 WASHINGTON JAG ALLOCATIONS
Listed below are all jurisdictions in the state that are eligible for FY 2013 JAG funding, as determined by the
JAG formula If your jurisdiction is listed with another city or county government in a shaded area, you are
In a funding disparity. in this ease, the units of local government must develop a Memorandum of
Understanding (MOU) and apply for an award with a single, joint application.
Finding your jurisdiction:(1) Disparate jurisdictions are listed in shaded groups below, in alphabetic order
by county.(2) Eligible individual allocations are listed alphabetically below the shaded, disparate groupings.
Counties that have an asterisk (*) under the "Eligible Individual Allocation" column did not submit the level
of violent crime data to qualify for a direct award from BJA, but are in the disparate grouping Indicated by
the shaded area. The JAG legislation requires these counties to remain a partner with the local jurisdictions
receiving funds and must be a signatory on the required Memorandum of Understanding (MOU). A sample
MOU is provided online at: httos:// www.bla.aov/FundinalJAGMOU.adf Disparate jurisdictions do not need
to abide by the listed individual allocations, which are provided for information only. Jurisdictions in a
funding disparity are responsible for determining individual amounts within the Eligible Joint Allocation and
for documenting Individual allocations in the MOU. For additional details regarding the JAG formula and
award calculation process, with examples, please refer to the updated JAG Technical report:
httos://www bia. uov /Pubiieations/JAGTechRoLodf
For JAG Frequently Asked Questions, please refer to 13JXs JAG webpage:
httos:/ /www.bia.aoWFundina/JAGFAQ.odf
WA BENTON COUNTY County
WA KENNEWICK CITY Municipal $24,189 $24,189
WA CLARK COUNTY County $25,994
WA VANCOUVER CITY Municipal $66,775 $92,769
WA COWLITZ COUNTY County
WA LONGVIEW CITY Municipal $14,036 $14,036
I WA FRANKLIN COUNTY County
WA PASCO CITY Munici $20,782 $20,782
WA KING COUNTY County $50,183
WA AUBURN CITY Municipal $26,846
WA BELLEVUE CITY Municipal $14,990
WA KENT CITY Municipal $53,999
WA RENTON CITY Municipal $30,185
WA SEATTLE CITY Municipal $376,118
WA TUKWILA CITY Municipal $17,375
WA SEATAC CITY Municipal $12,844
WA FEDERAL WAY CITY Municipal $31,990
WA BURIEN CITY Municipal $21,088 $635,618
I WA PIERCE COUNTY County $110,859
WA TACOMA CITY Municipal $175,760 $286,619
I WA SPOKANE COUNTY County $16,285
WA SPOKANE CITY Munici pal $130,960 $147,245
I WA WALLA WALLA COUNTY County
WA WALLA WALLA CITY Municipal $12,163 $12,163
WA WHATCOM COUNTY County $12,878
WA BELLINGHAM CITY Municipal $22,281 $35,159
WA YAKIMA COUNTY County $13,150
WA YAKIMA CITY Municipal $42,586 $55,736
WA BREMERTON CITY Municipal $25,688
WA EVERETT CITY Municipal $54,339
WA GRANT COUNTY County $10,493
WA KITSAP COUNTY County $59,756
WA LAKEWOOD CITY Municipal $53,590
WA MARYSVILLE CITY Municipal $10,663
WA MASON COUNTY County $11,651
WA OLYMPIA CITY Municipal $13,559
WA PUYALLUP CITY Municipal $12,810
WA SKAGIT COUNTY County $10,050
WA SNOHOMISH COUNTY County $41,155
WA SPOKANE VALLEY CITY Municipal $20,612
WA THURSTON COUNTY County $31,922
WA UNIVERSITY PLACE CITY Municipal $10,323
Local total $1,690,927
I
AGENDA BILL
CITY OF BREMERTON
CITY COUNCIL
■0 se0 0E0E0E0N0MEEsn00NNEE0M0000N0000M000M0E0000000000NEE0a00NNEN00N9a00N0000XN000E0N0XaI
SUBJECT. Public Hearing and Study Session Date June 26, 2013
Resolution No 3199 Adopting the COUNCIL MEETING Date July 1, 2013
2014 — 2019 Six Year Transportation Department Public Works & Utilities
Improvement Plan Presenter Tom Knuckey
Phone 473 -2376
SUMMARY. The Six -Year Transportation Improvement Program (TIP) is prepared pursuant
to RCW 35 77 010 The TIP is updated annually and filed with the Secretary of
Transportation, Local Programs Office It is intended as a planning tool for the local, State
and Federal transportation funding entities The TIP has been prepared for City Council
approval by Resolution prior to submittal to the Washington State Department of
Transportation This TIP is consistent with Bremerton's Comprehensive and Non - Motorized
Transportation Plans, and Street CIP We did add a project in 2017to construct sidewalks in
the vicinity of Crown Hill Elementary School
ATTACHMENTS. List of 2014 — 2019 Six Year TIP Projects, Resolution No 3199
FISCAL IMPACTS (Include Budgeted Amount) Annual adoption of a six -year TIP is required by
State law, and is necessary to receive certain State and Federal Transportation funds The
TIP includes $50,295,000 in projects over the 6 -year planning period
STUDY SESSION AGENDA Nx No Discussion ❑ Full Presentation
STUDY SESSION ACTION ❑ Consent Agenda ❑ General Business N Public Hearing
RECOMMENDED MOTION -
Move to approve Resolution No 3199, which approves the City's 2014 — 2019 Six -Year
Transportation Improvement Plan, and direct the Mayor to forward the Resolution and Plan
to the Department of Transportation, Local Programs Office
COUNCIL ACTION ❑ Approve ❑ Deny ❑ Table ❑ Continue ❑ No Action
Form Updated 11/02/12
RESOLUTION NO. WU' k
A RESOLUTION of the City Council of the City of
Bremerton, Washington, adopting the 2014 — 2019 Six Year
Transportation Improvement Plan.
WHEREAS, after proper notice, the City Council of the City of Bremerton held a
public hearing at the regular meeting of the City Council at 5:30 p.m. on July 1, 2013 to consider
public testimony on the City's proposed 2014 - 2019 Six Year Transportation Improvement Plan
and, having considered public testimony to the Plan and in accordance with the provisions of
RCW 47 80, NOW THEREFORE,
THE CITY COUNCIL OF THE CITY OF BREMERTON, WASHINGTON,
DOES HEREBY RESOLVE AS FOLLOWS
SECTION]. The 2014 through 2019 Six Year Transportation Improvement
Plan, set forth in Exhibit "A" attached hereto and herewith filed with the City Clerk, is hereby
adopted
SECTIONZ Severabtlity If anyone or more sections, subsections, or
sentences of this Resolution are held to be unconstitutional or invalid, such decision shall not
affect the validity of the remaining portion of this Resolution and the same shall remain in full
force and effect
SECTION3. Effective Date This Resolution shall take effect and be in force
immediately upon its passage
PASSED by the City Council of the City of Bremerton, Washington this
day of 9 2013
Greg Wheeler, Council President
APPROVED AS TO FORM ATTEST
ROGER A. LUBOVICH, City Attorney SHANNON CORN, City Clerk
R TegahLegahResolunonsTublic Works\2008 Resolution for nP doc
1 Six Year Transportation Plan
I
TIP PROJECTS
Project
Total
Project Title 2014 2015 2016 2017 2018 2019 Budget
Sig S sty em U pgrades 200,000 200,000 200,000 200,000 200,000 1,000,000
Pavement Preservation 350,000 350,000 350,000 350,000 350,000 350,000 2,100,000
Local Street Major Maintenance
and Reconstruction 1,000,000 3,500,000 3,500,000 3,500,000 3,500,000 3,500,000 18,500,000
Arterial Streets Major Maintenance
and Reconstruction 2,200,000 2,200,000 2,200,000 2,200,000 2,200,000 11,000,000
Sidewalk Im provements 25,000 250,000 500,000 250,000 500,000 250,000 1,775,000
Traffic Calmin 30,000 30,000 30,000 30,000 30,000 150 000
Armin Jahr Elementary Safe Routes
to Schools 400,000 400,000
Construct street lighting on Ricky
Road per 2008 developer
ag reement 40,000 40 000
Construct street lighting on Pine
Road for the Brandywine
Development per 2006 developer
agreement 100,000 100,000
Construct Werner Road widening
and signal improvements 3,000 000 3,000,000
Washington Avenue Complete
Street Project 100,000 1,550,000 1,650,000
Bremerton Highway Safety
Im provements Phase II 120,000 600,000 720,000
SR303 Corridor Improvements -
Burwell to Riddell 250,000 2,000,000 700,000 4,000,000 1,000,000 7,950,000
Harrison District Traffic Circulation
Improvements 10,000 10,000
4th Street Landscaping
Replacement 1 1 150,0001 1 1 1 1 150,000
Page 1
TIP PROJECTS
Project
Total
Project Title 2014 2015 2016 2017 2018 2019 Budget
Marine Drive NMT Im provements 100,000 100,000
O sty er Ba y Avenue Im provements 300,000 300,000
Access way in Dockside 20,000 20,000
Kitsap Way at Harlow Drive
Intersection 40,000 40,000
Naval Ave Road Diet 50,000 50,000
Shore Drive Shared Use path 40,000 40,000
Arsenal Way /Patton Ave Safety
Improvements 100,000 100,000
Gorst Sinclair Trail 100,000 100,000
Crownhdl Elementar Sidewalks 2,000,000 2,000,000
Lower Wheaton Way 1,600,000 1,600,000
Total 3,075 000 9 010,000 9,380,000 9,230,000 10 780,000 11,420,000
Page 2