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Home My WebLink About07/13/2022 STUDY SESSION AGENDA PACKET______________________________________________________________ CITY COUNCIL 345 6th Street, Suite 100, Bremerton, WA 98337 Phone (360) 473-5280 * * * A M E N D E D* * * WEDNESDAY, JULY 13, 2022 CITY COUNCIL STUDY SESSION AGENDA 5:00 PM – Via Zoom Webinar Until further notice, the City Council is conducting all meetings via Zoom Webinar. The Study Session is open to the public to listen-in, but there will be no opportunities for input; the content of these items is subject to change; and no action is anticipated. If approved by the Council, these items will be placed on the July 20, 2022 City Council Meeting Agenda…  Members of the public are invited to join the Zoom webinar by clicking on the following link: https://us02web.zoom.us/j/84108358417?pwd=UmRacU5WcDNrYkRXek90dGkrZ0M5QT09  Or iPhone one-tap: US: +12532158782,,84108358417#,,,,*209823# or +16699006833,,84108358417#,,,,*209823#  Or Telephone: Dial (for higher quality, dial a number based on your current location): US: +1 253 215 8782 or +1 669 900 6833 or +1 346 248 7799 or +1 669 444 9171 Webinar ID: 841 0835 8417 Passcode: 209823 Public questions or comments may be submitted ahead of time to City.Council@ci.bremerton.wa.us A. INFORMATION ONLY ITEM 1. Presentation on Gold Mountain Cascade Course Master Plan – Parks & Recreation Director Jeff Elevado; Gold Mountain Golf Club General Manager Daryl Matheny; and Columbia Hospitality Area Director Mark Knowles B. BRIEFINGS ON AGENDA ITEMS 1. Approval to Submit Grant Funding Applications for Kitsap County Mental Health, Chemical Dependency, and Therapeutic Court Programs 2. Public Works Agreement with Intermountain Slurry Seal, Inc. for 2022–2024 Unit Priced Contract for the Preservation of City Streets by Chip Seal and/or Slurry Seal Project Pulled… 3. Professional Services Agreement with Helix Design Group, Inc. for the Equipment Services Building Tenant Improvements Project 4. Purchase of 2022 Replacement Vehicles (Order No. 3) 5. Professional Services Agreement with HDR Engineering, Inc. for Puget Sound Nutrient General Permit Support 6. Professional Services Agreement with Bruce Dees & Associates for Architectural/ Engineering Services for the Pendergast Regional Park Field Improvements; and related Budget Adjustment 7. Professional Services Agreement with Parametrix, Inc. for Engineering Services for t he Haddon Park Renovation Project; and related Budget Adjustment Continued on next page… 8. Create the position of Forestry Manager at Band 16 of the Management, Professional, Confidential and Fiduciary Salary Plan; and authorize the mid-year hire of the Forestry Manager 9. Create the position of Managing Engineer–Transportation Capital Program at Band 17 of the Management, Professional, Confidential and Fiduciary Salary Plan; and authorize the mid- year hire of the Managing Engineer 10. Revise Pay Bands for Engineering Project Managers to Band 16 and Managing Engineers to Band 18 of the Management, Professional, Confidential and Fiduciary Salary Plan 11. Ordinance amending Section 2.76.100 “Contract Approval Required” of the Bremerton Municipal Code under Chapter 2.76 entitled “Procurement and Disposal Code” 12. Professional Services Agreement with the Marvin Williams Center for the Coder-Dojo Afterschool STEM Academy – “Bridging the Digital Divide” Program 13. Approval of 2022 City Council Goals & Priorities C. GENERAL COUNCIL BUSINESS o Lodging Tax Advisory Committee Briefing (Last Meeting 6/24/22) – Chair Denise Frey o Audit Committee Briefing (Last Meeting 6/27/22) – Chair Jeff Coughlin o Finance, Investment & Parking Committee Briefing (Last Meeting 6/28/22) – Chair Jennifer Chamberlin o Public Safety Committee Briefing (Last Meeting 7/07/2022) – Chair Jennifer Chamberlin o Other General Council Business D. ADJOURNMENT OF STUDY SESSION Form Created 5/4/15 INFORMATION ONLY ITEM CITY OF BREMERTON CITY COUNCIL SUBJECT: Presentation on Gold Mountain Cascade Course Master Plan Study Session Date: July 13, ,2022 Presenter: Jeff Elevado Phone: (360) 473-5428 SUMMARY: The Cascade Course at Gold Mountain opened to the public in 1971. City staff worked with the management team from Columbia Hospitality to develop a plan for improvements to the Cascade Course to address its aging infrastructure, improving course conditions, enhance playability and address maintenance and operation challenges. Requests for Qualifications for Golf Course Architectural and Design Services to develop a Master Plan for the Cascade Course were solicited with Council approving a PSA with Mingay Golf Course Design, Ltd. in December of 2020. This presentation will provide an overview of the completed master plan. HANDOUTS: 1. Gold Mountain Cascade Course Master Plan; 2. Cascade Course Master Plan PowerPoint Slides STUDY SESSION AGENDA: ☐ No Presentation ☒ Full Presentation A1 Proposed fairway expansion Proposed cart paths Proposed bunker Proposed mounding Proposed tree removal Contour lines representing slope Eliminate bunker Remove mainicured turf, naturalize: fescue Improvement Plan Illustrated By: Christine Fraser, Design Associate Jeff Mingay Golf Course Architect A PRELIMINARY PLAN FOR IMPROVEMENT OF THE CASCADE GOLF COURSE at Gold Mountain Golf Club Bremerton, Washington 3rd draft, july 2021 Legend Expand reservoir to increase water storage capacity Landform provides separation between 1st tee and bunker practice green Improve surface drainage at 1st green Eliminate pond, widen fairway approach Strategically clear to better connect 4th and 5th holes, improve green-to-back tee transition Install alternate green at 12th hole: 303 yards from Pro tee Alternate tee for 9th hole: 455 yards Preserve existing green/hole at 12th hole, with new path route Bunker practice Current 1st tee Existing practice green and bunker Existing F&B building New chipping greens Putting course Putting green Patio overlooking puttng course and play at the 10th hole Shift tees at 11th hole, left Grade slope, reduce pitch Abandon high back tee at 15th hole Abandon tee, replace in new location (left) Shift tees at 16th hole, left Shared fairway at 11th and 16th holes Rebuild green at 17th hole Shift tee at 18th hole, right Fill/level fairway between approx. 215 and 375 off proposed back tee New back tee at 10th hole tied into putting green Shared fairway area at 4th, 5th, and 13th holes Current 5th green Alternate tee for 3rd hole: 185 yards Alternate tee for 3rd hole: 160 yards Relocate turf nursery relative to new 12th hole Alternate back tee at 2nd hole: 400-410 yards Alternate tee at 7th hole Relocate 5th green, 50-60 yards back: 550 yards from Pro tee CONCEPTS FOR IMPROVEMENT OF THE CASCADE COURSE AT GOLD MOUNTAIN GOLF CLUB BREMERTON, WASHINGTON JANUARY 2022 JEFF MINGAY GOLF COURSE ARCHITECT 1 Featured on the following pages are concepts for improvement of the Cascade course at Gold Mountain Golf Club, Bremerton, Washington. 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th Hole: Current View 18th Hole: Proposed 29 ,QVWDOOSXWWLQJJUHHQFRXUVHRQODZQDW) %EXLOGLQJVTIW 5HPRYHH[LVWLQJVHFWLRQRIFDUWSDWKOLQHDUIW ,QVWDOOWZRWDUJHWJUHHQVLQERZOVTIWWRWDO *UDGHODUJHIDLUZD\DUHDLQERZOVTIW ,QVWDOOSXWWLQJJUHHQWRVHUYHDVDOWHUQDWH3URWHHDWVWKROHVTIW ,QVWDOOSUDFWLFHJUHHQIHDWXULQJWZREXQNHUVDGMDFHQWWRVWWHHVTIW*UHHQVTIW RIEXQNHUVWRWDO %XLOGQDWXUDOORRNLQJODQGIRUPEHWZHHQVWWHHDQGSUDFWLFHJUHHQWRHQKDQFHVDIHW\VHSDUDWLRQ 7RWDOZRUNDUHDILQLVKDQGSUHSDUHIRUJUDVVLQJVTIW 3UDFWLFH $UHDV -DQXDU\ 127(6 *ROG0RXQWDLQ*ROI&OXE %UHPHUWRQ:$ GUDZLQJQRWWRVFDOH AGENDA BILL CITY OF BREMERTON CITY COUNCIL SUBJECT: Study Session Date: July 13, 2022 Approval to Submit Grant Funding Applications for Kitsap County Mental Health, Chemical Dependency, and Therapeutic Court Programs COUNCIL MEETING Date: July 20, 2022 Department: Municipal Court Presenter: Judge Tracy Flood Dawn Williams Phone: (360) 473-5242 SUMMARY: The Bremerton Municipal Court would like to apply for the Kitsap County Mental Health, Chemical Dependency & Therapeutic Court Programs (TST) Grant. This grant would provide funding to assist in establishing a therapeutic court. No matching funds are required for this grant. These funds are available for use from 1-1-2023 until 12-31-2023. ATTACHMENTS: 2023 RFP - Kitsap County Mental Health, Chemical Dependency & Therapeutic Court Programs (TST) Grant FISCAL IMPACTS (Include Budgeted Amount): This grant does not require any matching funds. STUDY SESSION AGENDA: ☐ Limited Presentation ☒ Full Presentation STUDY SESSION ACTION: ☐ Consent Agenda ☐ General Business ☐ Public Hearing RECOMMENDED MOTION: Move to approve the Court to apply for the grant opportunity through Kitsap County Mental Health, Chemical Dependency & Therapeutic Court Programs (TST) Grant. COUNCIL ACTION: Approve Deny Table Continue No Action Form Updated 01/02/2018 B1 2023 New Grant Request for Proposals (RFP) January 1, 2023 – December 31, 2023 Deadline: August 4, 2022 KITSAP COUNTY MENTAL HEALTH, CHEMICAL DEPENDENCY AND THERAPEUTIC COURT PROGRAMS 2022 NEW GRANT REQUEST FOR PROPOSALS (RFP) Treatment Sales Tax (TST) TABLE OF CONTENTS Request for Proposal Summary ...................................................................................................... 2 I. BACKGROUND ........................................................................................................................ 4 II. APPLICANT ELIGIBILITY ........................................................................................................ 4 III. AVAILABLE FUNDING ............................................................................................................ 5 IV. PERIOD OF PERFORMANCE .................................................................................................. 6 V. PURPOSE AND SCOPE OF PROJECT .................................................................................. 6 VI. ANTICIPATED SCOPE OF WORK .......................................................................................... 8 VII. APPLICATION TECHNICAL REQUIREMENTS........................................................................ 8 VIII. NEW GRANT PROPOSALS ..................................................................................................... 9 IX. REVIEW AND SELECTION CRITERIA .................................................................................. 13 X. ATTACHMENTS ....................................................................................................................14 x ATTACHMENT A – Definitions… ..................................................................................... 15 x ATTACHMENT B – Anticipated Scope of Work (Strategic Plan Goals, Objectives ............ 19 and Strategies) x ATTACHMENT C – Proposal General Terms and Conditions ............................................ 24 x ATTACHMENT D - New Grant Proposal Evaluation Worksheet ........................................ 27 x ATTACHMENT E – Total Agency Budget ......................................................................... 30 x ATTACHMENT F – New Grant Proposal Special Project Budget Form ............................. 31 x ATTACHMENT G – New Grant Proposal Sub-Contractor Special Project Budget .............32 x ATTACHMENT H – New Grant Proposal Project Salary Summary ................................... 33 x ATTACHMENT I – New Grant Proposal Evaluation and Scoring Form ............................. 34 x ATTACHMENT J – Contract General Terms and Conditions ............................................. 43 x ATTACHMENT K – Prevailing Wage Requirements… ....................................................... 54 KITSAP COUNTY MENTAL HEALTH, CHEMICAL DEPENDENCY AND THERAPEUTIC COURT PROGRAMS 2023 NEW GRANT REQUEST FOR PROPOSALS (RFP) SUMMARY Treatment Sales Tax (TST) The Kitsap County Department of Human Services (KCDHS) is requesting New Grant Proposals for moneys collected under RCW 82.14.460. New Grant Proposals are proposals from organizations which have not been funded during the previous funding year (2022) using the TST. Proposals “must be used solely for the purpose of providing for the operation or delivery of chemical dependency or mental health treatment programs and services and for the operation or delivery of therapeutic court programs and services. Programs and services includes, but is not limited to, treatment services, case management, transportation, and housing that are a component of a coordinated chemical dependency or mental health treatment program or service.” Approximately $7,000,000 will be awarded for projects or program services delivered between January 1, 2023 and December 31, 2023. Proposal Deadline: August 4, 2022 at 3:00 p.m. Eligibility Requirements: All New Grant Applicants must attend a Mandatory New Grant Proposer’s Conference and submit a letter of intent online via Survey Monkey Apply to be eligible to apply for the 2023 TST funding. Access to the “New Grant Proposal Letter of Intent” will be made available to those in attendance. The Mandatory New Grant Proposers Conference will be a Zoom Webinar held on June 15, 2022, 10:00 a.m. – 12:00 p.m. Registration is required at: https://us02web.zoom.us/webinar/register/WN_q36VgSRgTKu-dbhOn50W0g. After registering, you will receive a confirmation email containing information about joining the webinar. The “New Grant Proposal Letter of Intent” is due June 30, 2022 at 3:00 p.m. Background: In 2005, Washington State approved legislation allowing counties to raise their local sales tax by one-tenth of one percent to augment state funding of mental health and chemical dependency programs and services. In September 2013, the Kitsap County Board of Commissioners (BOCC) passed a resolution authorizing a sales and use tax for Mental Health, Chemical Dependency and Therapeutic Court Programs. This sales and use tax shall be known as “Treatment Sales Tax” or TST. The BOCC has the decision-making authority for funding decisions, the KCDHS serves as the fund manager, and the Citizens Advisory Committee (CAC) has the recommending authority. Scope of Work: Proposals for TST funding must address the Goals, Objectives and Strategies prioritized in the 2021 Kitsap County Behavioral Health Strategic Plan. The Strategic Plan can be found at https://www.kitsapgov.com/hs/Documents/Final%202021%20Behavioral%20Health%20Strategic% 20Plan.pdf. Access the RFP at https://www.kitsapgov.com/das/Pages/Online-Bids.aspx or by contacting Vicki Martin at: Kitsap County Purchasing Department, 614 Division Street MS-7, Port Orchard, Washington 98366, Phone: 360.337.4788, Fax 360.337.4638, Email: purchasing@co.kitsap.wa.us. The Kitsap County Human Services Department reserves the right to make unilateral modifications to the RFP to address changes at the state and/or local level. Questions about the RFP and related issues should be directed to Vicki Martin at the address and phone number above. 2023 NEW GRANT REQUEST FOR PROPOSALS (RFP) TIMELINE Mental Health, Chemical Dependency and Therapeutic Court Programs All New Grant Applicants must attend a Mandatory New Grant Proposer’s Conference and submit a letter of intent online via Survey Monkey Apply to be eligible to apply for the 2023 Treatment Sales Tax funding. The “New Grant Proposal Letter of Intent” will be made available at the New Grant Proposer’s Mandatory Conference. The “New Grant Proposal Letter of Intent” is due on Thursday, June 30, 2022 at 3:00 p.m. New Grant Proposal Deadline: August 4, 2022 at 3:00 p.m. Date Activity May 2022 CAC presents RFP recommendations to the Board of Kitsap County Commissioners (BOCC) in Work Study Session May 17, 2022 Citizens Advisory Committee (CAC) Meeting to Approve RFP and Timeline May 23th – 27th, 2022 2023 New Grant Request For Proposals Released upon Board of Commissioners approval June 15, 2022 Mandatory New Grant Proposers Conference – 10:00 a.m. – 12:00 p.m. Via Zoom June 20, 2022 Notes and Q&A from Proposers Conference Posted June 30, 2022 Mandatory “New Grant Proposal Letter of Intent” Due by 3:00 p.m. Online submission only via Survey Monkey Apply. August 4, 2022 New Grant Proposals Due by 3:00 P.M. Online submission only via Survey Monkey Apply August 4th – September 6th, 2022 CAC reviews Proposals and completes Rating Sheets September 6, 2022 CAC Rating Sheets due to Department of Human Services at 12:00 p.m. September 12, 2022 CAC convenes to discuss Proposals and develop questions for Proposers September 14, 2022 Questions for Question and Answer (Q&A) Sessions emailed to Proposers September 28, 2022 Mandatory written responses to the CAC Questions Due at 3:00 p.m. Online submission only via Survey Monkey Apply. September 28th – October 7th, 2022 CAC reviews written responses to Questions October 10-11th – 14th, 2022 Mandatory Proposer Question and Answer Sessions. Organizations must make time available for their Question and Answer Session which will be scheduled during this time frame. October 17th and 18th, 2022 CAC Executive Committee Meetings to develop funding recommendations October 18, 2022 CAC Regular Business Meeting to Approve Recommendations for BOCC November 2022 Make funding recommendations to BOCC (Work Study) November 2022 BOCC Acts on Funding Recommendations – Public Meeting November – December 2022 Statements of Work, Expenditure Plans and Contracts completed January 1, 2023 2023 Program Year Begins I. BACKGROUND The Kitsap County Department of Human Services (KCDHS) is requesting New Grant Proposals for moneys collected under RCW 82.14.460 which must be used solely for the purpose of providing for the operation or delivery of chemical dependency or mental health treatment programs and services and for the operation or delivery of therapeutic court programs and services. In 2005, Washington State approved legislation allowing counties to raise local sales tax by one-tenth of one percent to augment state funding of mental health and chemical dependency programs and services (including, but not limited to, treatment services, case management, and housing that are a component of a coordinated chemical dependency or mental health treatment program or service) and for the operation or delivery of therapeutic court programs or services. In September 2013, the Kitsap County Board of Commissioners (BOCC) passed a resolution authorizing a sales and use tax for Mental Health, Chemical Dependency and Therapeutic Court Programs. This sales and use tax shall be known as “Treatment Sales Tax” or TST. The BOCC has the decision-making authority for funding decisions, the KCDHS serves as the fund manager, and the Citizens Advisory Committee (CAC) has the recommending authority. II. APPLICANT ELIGIBILITY This RFP is seeking interested providers, both public and private, with applicable licensure, experience and infrastructure to provide Mental Health, Chemical Dependency and Therapeutic Court related services within Kitsap County. 1. Requirements for New Grant Funding: New Grant funding is for programs which have not received TST funding during the previous funding year (2022). 2. Requirements for Attendance at Mandatory New Grant Proposers Conference and Submission of a Letter of Intent: All New Grant Applicants must attend a Mandatory New Grant Proposer’s Conference and submit a “New Grant Proposal Letter of Intent” to be eligible to apply for the 2023 TST funding. The “New Grant Proposal Letter of Intent” will be made available at the New Grant Proposer’s Mandatory Conference. The “New Grant Proposal Letter of Intent” for New Grant Proposals must be submitted online by June 30, 2022 at 3:00 p.m. 3. Requirements for providing behavioral health “treatment” services include: Organization is proposing to provide mental health, substance use disorder, co- occurring and/or problem and pathological gambling “treatment” services, and meets the requirements of chapter 388-877 WAC, applicable local and state rules, state and federal statutes, must be authorized, licensed and/or certified to provide these services, and/or subcontract with organizations or individuals authorized, licensed and/or certified to provide these services. Or Organization is proposing to provide mental health, substance use disorder, co- occurring and/or problem and pathological gambling “treatment” services and subcontracts with an agency who meets the requirements of chapter 388-877 WAC, applicable local and state rules, state and federal statutes, must be authorized, licensed and/or certified to provide these services, and/or subcontract with organizations or individuals authorized, licensed and/or certified to provide these services. Or Organization is proposing to provide mental health, substance use disorder, co- occurring and/or problem and pathological gambling “treatment” services and subcontracts with an individual who is licensed through the Washington State Department of Health as an advanced social worker, a licensed independent clinical social worker, a licensed mental health counselor, or a licensed marriage and family therapist. The individual meets the requirements of 18.225 RCW and practices within their scope of work. Or Organization is proposing to provide behavioral health services on the continuum of care that do not require licensure or certification as a “treatment” service. All licensed individuals and/or organizations must maintain their licensure through the duration of the project. Organization must meet all county requirements for contracting including insurance requirements, audit and financial requirements. III. AVAILABLE FUNDING Approximately $7,000,000 for a 12-month period between January 1, 2023 through December 31, 2023 is to be allocated to projects addressing the Board of Commissioner’s Strategic Goals. Programs must identify and select objectives and strategies prioritized in the 2021 Behavioral Health Strategic Plan developed to achieve the following policy goals: x Improve the health status and wellbeing of Kitsap County residents. x Reduce the incidence and severity of chemical dependency and/or mental health disorders in adults and youth. x Reduce the number of chemically dependent and mentally ill youth and adults from initial or further criminal justice system involvement. x Reduce the number of people in Kitsap County who cycle through the criminal justice systems, including jails and prisons. x Reduce the number of people in Kitsap County who use costly interventions including hospitals, emergency rooms, and crisis services. x Increase the number of stable housing options for chemically dependent and mentally ill residents of Kitsap County. IV. PERIOD OF PERFORMANCE Funding under this grant program is allocated for a 12-month period. The period of performance for services solicited under this RFP will begin January 1, 2023 and end December 31, 2023. All funds awarded must be used during this 12-month period. Carry over of unspent funds into the next program year is not allowed. Initial funding is not an assurance or guarantee of ongoing operational funding. The CAC places a high value on maintaining availability of funding for meritorious proposals without regard to prior funding history. Proposers are cautioned not to assume a commitment to future funding based on the receipt of funds in prior years. The funding process is competitive and funding recommendations are made based on the relative merits of all proposals received in each yearly cycle. V. PURPOSE AND SCOPE OF PROJECT Kitsap County seeks to assure that citizens and policy makers spend the funds collected in an accountable and transparent manner, with community input and support, and with measures to determine the effectiveness of these publicly funded investments. The County will require appropriate oversight, accountability, and status and progress reports for programs supported with the TST. Each funded project or program will be reviewed for impact in the following areas: 1. Decrease the impact of systemic racism on the mental health and well- being of Kitsap County’s communities of color. Behavioral health disparities result in differences in outcomes and access to services related to mental health and substance misuse which are experienced by groups based on their social, ethnic, and economic status. Racial/ethnic, gender, and sexual minorities often suffer from poor mental health outcomes due to multiple factors including inaccessibility of high-quality mental health care services, cultural stigma surrounding mental health care, discrimination, and overall lack of awareness about mental health. To improve access to quality services for underserved populations, the proposer should ensure that its activities will be responsive to the cultural and linguistic needs of underserved populations. Examples of cultural and linguistic responsiveness include, but are not limited to, partnering with programs that serve these populations, ensuring community representation with regard to study protocol development and dissemination of materials, and when possible, hiring bilingual/bicultural staff for the project to work directly with participants. In addition, culturally responsive skills need to be developed to improve client engagement in services, therapeutic relationships between clients and providers, and treatment retention and outcomes. Cultural competence is an essential ingredient in decreasing disparities in behavioral health. The development of cultural competence can have far-reaching effects not only for clients, but also for providers and communities. Cultural competence improves an organization’s sustainability by reinforcing the value of diversity, flexibility, and responsiveness in addressing the current and changing needs of clients, communities, and the healthcare environment. 2. Increase Trauma Informed Care training, policies, and practices. As awareness of trauma and its effects continue to permeate our organizations and community, we recognize the need to invest in strengthening a system of care that is trauma informed. Many individuals who seek treatment in behavioral health settings have histories of trauma, but they often don’t recognize the significant effects of trauma in their lives; either they don’t draw connections between their trauma histories and their presenting problems, or they avoid the topic altogether. Likewise, treatment providers may not ask questions that elicit a client’s history of trauma, may feel unprepared to address trauma-related issues proactively, or may struggle to address traumatic stress effectively within the constraints of their treatment program, the program’s clinical orientation, or their agency’s directives. By recognizing that traumatic experiences and their emotional consequences tie closely into behavioral health problems, front-line professionals and community-based programs can begin to build a trauma informed environment. Key steps include meeting client needs in a safe, collaborative, and compassionate manner; preventing treatment practices that retraumatize people with histories of trauma who are seeking help or receiving services; building on the strengths and resilience of clients in the context of their environments and communities; and endorsing trauma-informed principles in agencies through support, consultation, and supervision of staff. Additionally, procedures are in place to support staff with trauma histories and/or those experiencing significant secondary traumatic stress or vicarious trauma, resulting from exposure to working with individuals with complex trauma. 3. Program Evaluation All funded organizations must participate in the Evaluation Plan for TST Programs. Programs or services implemented under the TST are monitored by the Citizens Advisory Committee. Grantees will have an evaluation plan with performance measures developed for each funded proposal. This plan is developed in partnership with Kitsap Public Health District staff. The emphasis will be on capturing data at regular intervals that can be used to determine whether TST funded programs met expectations. Some common measures will be identified that programs will need to report. Evaluation efforts must include standardized data collection and reporting processes that produce the following types of information: x Quantity of services (outputs) *required* x Level of change occurring among participants (outcomes) *required* x Return-on-investment or cost-benefit (system savings) *strongly encouraged* x Adherence to the model (fidelity) *required if applicable* x Common measures (to be identified by the Citizens Advisory Committee and Kitsap Public Health District staff that all programs must report) *required if applicable* Promising, best, and innovative practices will be considered for funding, but must include a robust evaluation process. Preference will be given to evidence-based programs that demonstrate fidelity based on project data for fidelity measures. 4. Collective Impact The Kitsap County Board of Commissioners have recognized Collective Impact as a framework for making it possible for local behavioral health service providers to work together to help solve complex social problems, such as mental illness and chemical dependency. By working together with behavioral health partners from different sectors of the community, Kitsap County can transform a fragmented system of behavioral health programs into a coordinated system that is working towards improving the overall health of the community. An example of sectors working together for mutual benefits would include behavioral health treatment providers and housing programs. Housing advocates in Kitsap County have identified the lack of housing for individuals with behavioral health issues as one of their funding priorities. Behavioral health treatment providers have identified the lack of housing for individuals with behavioral health issues as a major gap in services. By working together these partners can develop and fund supportive housing programs that are mutually beneficial to both. VI. ANTICIPATED SCOPE OF WORK Kitsap County Human Services Department is requesting proposals for TST programs addressing the Board of Commissioner’s Strategic Goals. Projects must implement interventions and programs that address a minimum of one Goal, Objective and Strategy from the list prioritized in the 2021 Behavioral Health Strategic Plan and outlined in Attachment B (page 19) of this Request for Proposal. VII. APPLICATION TECHNICAL REQUIREMENTS All New Grant Applicants must attend a Mandatory New Grant Proposer’s Conference and complete a “New Grant Proposal Letter of Intent” online via Survey Monkey Apply to be eligible to apply for the 2023 TST funding. The Letter of Intent will be made available to those in attendance at the New Grant Proposer’s Conference. The “New Grant Proposal Letter of Intent” is due June 30, 2022. New Grant Proposals are proposals from organizations which have not been funded during the previous funding year (2022) using the TST. Following the Mandatory New Grant Proposer’s Conference, those in attendance will receive a link to the New Grant Proposal’s Eligibility Criteria. If the organization and project meet Eligibility Criteria the applicant will be forwarded to the “New Grant Proposal Letter of Intent”. The letter of intent is required to move forward in the application process but does not obligate the applicant to apply for TST funding. The Letter of intent must be submitted online via Survey Monkey Apply by June 30, 2022 at 3:00 p.m. Following submission of the “New Grant Proposal Letter of Intent”, Kitsap County Department of Human Services staff will review both the Eligibility Criteria and Letter of Intent for completeness. If the organization meets eligibility requirements and completes the letter of intent, they will receive an invitation to apply and a link to the 2023 TST funding application. The New Application Summary Form, the Narrative and all Attachments will be completed online via Survey Monkey Apply. All proposals must be submitted electronically by August 4, 2022 at 3:00 p.m. Proposals not submitted by the Proposal deadline will not be considered for review. VIII. NEW GRANT PROPOSALS All new grant proposals will be screened and rated based on the following Narrative information which must be submitted via Survey Monkey Apply. Narrative Information 1. Project Description 35 Points A. Project Design (300 words) Describe your project. Who do you intend to serve? Include what services you will provide, when you will provide them and where services will be delivered including specific locations if applicable. B. Evidence-Based, Promising, Best, or Innovative Practices (300 words) What evidence-based, promising, best or innovative practice(s) will you use to serve your target population? Please describe: x Practice’s target population demographics: age, sex, race/ethnicity, and disorder type x Practice’s demonstrated, measurable outcomes; x Research support for the practice; x Links to online documents or web pages that provide details. C. Outreach (300 words) Describe your outreach/marketing plan for your target population and how it ensures that eligible persons from underserved communities learn about and have access to your program. D. Culturally Competent Care (300 words) How will you deliver culturally appropriate and competent services that meet the needs of both clients and staff? (See Attachment A page 15 for Definitions) E. Trauma Informed Care (300 words) Describe how you will incorporate trauma informed care principles and practices into your services for clients and support for staff? (See Attachment A page 15 for Definitions) 2. Community Needs and Benefit 25 Points A. Policy Goal, Objectives and Strategies (300 words) Which Policy Goal(s), Objective(s) and Strategy(s) from the 2021 Kitsap County Behavioral Health Strategic Plan does your project address? (See Attachment B page 19) B. Needs Assessment and Target Population (300 words) Referring to the strategies you identified in 2.A. above, how many people in Kitsap County are in need of the service(s) you propose? What method did you use to estimate that number? How many will you screen for services each year? How many will you serve in the program? C. Evaluation (300 Words) Provide a brief summary of the evaluation plan you outlined in your Evaluation Worksheet. What are your primary program goals and expected outcomes for those you will serve? D. Community Collaboration, Integration and Collective Impact (300 words) Describe any other organizations or sub-contractors that will participate in this project and their roles and responsibilities. Describe how this project will achieve collective impact by integrating with other programs in the community. 3. Organizational Capacity 30 Points A. Organizational Governance (250 words) Provide an organization chart and a brief description of your internal governance and leadership structure. B. Organizational Finances (250 words) Provide a description of your basic managerial and fiscal structure including program management, accounting and internal controls. Summarize the results of your Agency's (or your unit of financial independence) last audit and/or administrative inspection. Include description of any disallowed costs, questioned costs and administrative findings. C. Behavioral Health Equity (250 words) What policies, practices or procedures are being implemented to proactively seek to eliminate racial inequities and advance equity in service delivery? (See Attachment A page 15 for Definitions) D. Staffing Qualifications (250 words) Provide a complete list of staff positions dedicated to this project, including the role of each and their Fulltime Equivalent (FTE) designation. What are the professional certifications/licenses required for each position? Does your staff have the professional certifications/licenses required for billing private insurance or Medicaid? E. Organization Licenses and Certifications (250 words) Is your organization itself licensed to provide behavioral health services through the Washington State Department of Social and Health Services, Department of Health and/or Health Care Authority? If so, What services is the organization certified to provide? Clearly state if there is no licensing/certification requirement for the organization or service provided. F. History of Project Management (250 words) Provide evidence and examples of similar projects implemented and managed which demonstrates the ability of the organization to successfully implement and manage publicly funded projects in a timely manner, within budget, and consistent with funding requirements. 4. Project Financial Feasibility 10 Points A. Budget Narrative (300 words) Provide a brief narrative justification for items included in your proposed budget. Provide clear evidence that the project scope will not supplant current project funding and confirm that other funding sources are exhausted prior to the utilization of these funds. Indirect expenses are limited to 5%. B. Additional Resources and Sustainability (250 words) Describe your attempts to leverage federal, state, local or private funds and/or in-kind resources for this project. Specifically address your attempts and success in leveraging Federal Medicaid funds. Initial funding is not an assurance or guarantee of further funding in future grant cycles. Describe the organization’s plan to sustain services after the conclusion of the grant period. New Grant Proposals must download, complete and upload the following required components. The Attachments will be available in Survey Monkey Apply. 1. Attachment D – New Grant Proposal Evaluation Worksheet Directions – Evaluation is the collection of information about a program in a systematic and defined manner to demonstrate success, identify areas for improvement and lessons learned. Every program has at least one end goal and might have several – one or more activities are required to make progress toward meeting the goal. Progress is measured with one or more objectives that might cover an output (number of something) or outcome (change over time) due to the program. The type of outcome (column D) and expected timeframe for change (column E) should be defined. Objectives must follow the “SMART” guideline: specific, measurable, attainable, realistic, and time-bound (column C). Each objective should include an expected target result and completion date (“time- bound” part of column C). 2. Attachment E – Total Agency Budget Form Directions – The purpose of the Total Agency Budget Form is to assess the financial capacity of the parent organization. Complete this form for the entire agency budget. For extremely large or complex organizations, the Proposer may substitute an operational unit or department budget, provided that the organization can demonstrate the financial stability required. Include actual revenue and expenses for year 2021. Use projected budget figures for 2022 - 2023. 3. Attachment F – New Grant Proposal Special Project Budget Form Directions - In Requested Funds column, include all the funds you are requesting in this grant proposal including sub-contracts. In Other Funds column, include matching funds invested from your own organization, other grant funds and/or funds which are committed from a partner organization. The two columns will be added together for the total project budget. Indirect will be limited to 5%. 4. Attachment G – New Grant Proposal Sub-Contractor Special Project Budget Form Directions – Complete separate New Grant Proposal Sub-Contractor Special Project Budget Forms for each organization you are planning to subcontract services. Only include the funds within each sub-contract. Indirect costs will be limited to 5%. 5. Attachment H – New Grant Proposal Project Salary Summary Directions - This is for the proposed project only, not the entire agency. Provide Number of FTE’s, salary and benefit information for the entire project including sub-contracts. 6. Organizational Chart Directions - Provide an Organizational Chart and explain the relationship of your agency to any parent or sponsoring agency. 7. Letter of Resource Commitment (Optional) Directions – Include Letters of Resource Commitment to document contributions. Resource Commitment letters from organizations participating in your project must state what resources are being committed to the project and a statement of how Collective Impact will be achieved. Resources include cash donation or ongoing financial contribution; donation of supplies, equipment, or other goods; use of facilities or services; staff time devoted to the project. Please only include letters that specifically describe the provision of resources. IX. REVIEW AND SELECTION CRITERIA The Kitsap County Citizens Advisory Committee (CAC) will individually review and score each proposal, as well as convene as a group to evaluate and prioritize eligible proposals and make recommendations to the Kitsap County Board of Commissioners. The CAC consists of persons who do not have a conflict of interest and are in alignment with the Bylaws and Mission Statement of the CAC. New Grant Proposals will be individually evaluated using Attachment I: New Grant Proposal Evaluation and Scoring Form. The full Committee will evaluate expected client and system impact, and fulfillment of the strategic plan. In addition, proposals will be evaluated for cost/price reasonableness. 1. Request for Proposal Evaluation Process The CAC members will individually evaluate and rate each proposal after which they will convene as a group and develop a list of questions for each proposal. All Proposers will be required to provide written responses to questions about their proposals and attend Question and Answer Sessions. The CAC will convene to develop written questions they have regarding each proposal the week of September 12, 2022. Proposers will be notified of their questions through Survey Monkey Apply by September 28, 2022. Written responses must be submitted online in Survey Monkey Apply by Wednesday, September 28, 2022. Proposers will be scheduled for Mandatory Question and Answer Sessions the week of October 10-11th and 14, 2022. During this two-way conversation, proposers will have 20 minutes to address their written responses to the questions from the CAC and share additional information about their proposal they feel needs clarification. The sessions are used to further the evaluation process and clarify questions raised by the written proposals. Be prepared for an open discussion on topics related to project design, community collaboration and the budget. We request attendance of a maximum 1 - 3 persons within the organization who can provide a response to these questions. Following applicant question and answer sessions, the CAC will discuss the proposals and perform any necessary review or verification of their content. Based on the content of the proposals and the proposal question and answer sessions, the CAC will give final rankings to the proposals and present recommendations to the Kitsap County Board of Commissioners. County staff will provide support for the committee work but will not participate in the selection of proposals. 2. Unacceptable Proposals The CAC will also determine which proposals are not responsive to the RFP and therefore will be deemed unacceptable and will not be reviewed by the CAC for funding. Some examples of what would constitute an unacceptable proposal are those which meet any one of the following criteria: A. Is not in compliance with RCW 82.14.460. B. Does not address the essential requirements as part of the Project Narrative Questions in the RFP. C. Does not address the essential requirements of the particular project. D. Demonstrates that the applicant does not understand the requirements of the RFP or the project. E. Contains inappropriate or unreasonable costs. All applicants will be notified in writing of the acceptance or rejection of their proposals. If a proposal is not selected for funding, the organization may resubmit an updated proposal at the next grant cycle. X. ATTACHMENTS ATTACHMENT A – Definitions ATTACHMENT B – Anticipated Scope of Work (Strategic Plan Goals, Objectives and Strategies) ATTACHMENT C – Proposal General Terms and Conditions ATTACHMENT D - New Grant Proposal Evaluation Worksheet ATTACHMENT E - Total Agency Budget Form ATTACHMENT F – New Grant Proposal Special Project Budget Form ATTACHMENT G – New Grant Proposal Sub-Contractor Special Project Budget Form ATTACHMENT H – New Grant Proposal Project Salary Summary ATTACHMENT I – New Grant Proposal Evaluation and Scoring Form ATTACHMENT J – Contract General Terms and Conditions ATTACHMENT K – Prevailing Wage Requirements MENTAL HEALTH CHEMICAL DEPENDENCY AND THERAPEUTIC COURT PROGRAM 2023 DEFINITIONS Adverse Childhood Experiences (Aces) – Adverse childhood experiences (ACEs) are traumatic events, such as abuse or neglect, occurring in a person’s life before the age of 18. Best Practice - Method or technique that has been generally accepted as superior to any alternatives because it produces results that are superior to those achieved by other means or because it has become a standard way of doing things. Certified Counselor - A person certified who is engaged in private practice counseling to the extent authorized in RCW 18.19.200. Certified Chemical Dependency Professional - An individual certified in chemical dependency counseling, under RCW 18.205.020. Collective Impact - Collective impact is a process that occurs when organizations from different sectors agree to solve a specific social problem using a common agenda, aligning their efforts, and using common measures of success. Communities of Color – Includes Black, Indigenous, Asian, Pacific Islander and Latinx. Continuum of Care - The continuum of care describes the delivery of health care over a period of time. An integrated system of health care that follows a patient through time or through a range of services. Culturally Appropriate Healthcare - A healthcare approach that understands the influence cultural values and beliefs (for the patient and provider) in health care delivery and provides care to address cultural needs. Culturally Competent Care - Cultural competence in health care is broadly defined as the ability of providers and organizations to understand and integrate factors such as race, ethnicity, language, gender, socioeconomic status, physical and mental ability, sexual orientation, and occupation into the delivery and structure of the health care system. Diversity - The presence of differences that may include race, gender, religion, sexual orientation, ethnicity, nationality, socioeconomic status, language, (dis)ability, age, religious commitment, or political perspective, with a focus on underrepresented communities of color. Equity - Promoting justice, impartiality and fairness within the procedures, processes, and distribution of resources by institutions or systems. Tackling equity issues requires an understanding of the root causes of outcome disparities within our society. Evidence-Based Programs - Programs, services, strategies, activities, or approaches which have been shown through scientific research and evaluation to be effective at preventing and/or delaying an untoward outcome. ATTACHMENT A Health Disparities – Differences that exist among specific population groups in the United States in the attainment of full health potential that can be measured by differences in incidence, prevalence, mortality, burden of disease, and other adverse health conditions. Health/Behavioral Health Equity – The state in which everyone has the opportunity to attain full health/behavioral health potential and no one is disadvantaged from achieving this potential because of social position or any other socially defined circumstance. Health Inequity - Differences in health determinants and health outcomes that are the result of social and structural imbalances and are thus avoidable and preventable. Historic Trauma - Cumulative emotional and psychological wounding, over the lifespan and across generations, emanating from massive group trauma experiences. Implicit Bias – The automatic and often unconscious association people make between groups of people and stereotypes about those groups. Inclusion - An outcome to ensure that diverse communities of color actually feel and/or are welcomed. Inclusion outcomes are met when you, your institution, and your program are truly inviting to all. To the degree to which communities of color are able to participate fully in the decision-making processes and development opportunities within an organization or group. In-Kind Contributions - In-kind contributions include goods or services, other than cash. Examples of in-kind gifts include: • Goods, like computers, software, furniture, and office equipment, for use by your organization or for special event auctions • Services, like meeting space, photocopy and mail services, and administrative/financial support • Expertise, like legal, tax, or business advice; marketing and website development; and strategic planning • Cash equivalents, like stocks, bonds, mutual funds Innovative Programs – Programs that introduce new ideas, methods and concepts that have not yet been researched however have some scientific research or data showing positive outcomes. Licensed Counselor - A licensed marriage and family therapist, licensed mental health counselor, licensed advanced social worker, or licensed independent clinical social worker regulated under chapter 18.225 RCW. Matching Funds – Contributions of cash. Measurable Outcomes - Outcomes are benefits or changes for individuals or populations during or after participating in program activities. Outcomes may relate to behavior, skills, knowledge, attitude, values, condition, or other attributes. To measure outcomes, the service must be able to provide evidence that the outcome was or was not achieved. Below is an example of an individual measurable outcome objective: •90% of participants successfully completing the program will not reoffend during the subsequent 18 months. •85% of participants remain drug free (for example, no positive UA results) during the current quarter. Medicaid –The federally funded social health care program for families and individuals with limited resources. In Washington State, Medicaid is called Apple Health. Model Fidelity - The strategies that monitor and enhance the accuracy and consistency of an intervention to ensure it is implemented as designed, and that each component is delivered in a comparable manner to all study participants over time. Other –Budget line items that must be defined and excludes“miscellaneous”as an accepted description. Promising Programs - Programs, services, strategies, activities, or approaches that have some scientific research or data showing positive outcomes in delaying an unfavorable outcome, but do not have enough evidence to support generalizable conclusions. Return on Investment (ROI)- A performance measure used to evaluate the efficiency of an investment or to compare the efficiency of several different investments. ROI measures the amount of return on an investment relative to the investment’s cost. To calculate ROI, the benefit (or return) of an investment is divided by the cost of the investment, and the result is expressed as a percentage or a ratio. Supplanting -Means to “replace” or “take the place of.” Existing funds for a project and its activities may not be displaced by TST funds and reallocated for other organizational expenses. TST funds must not replace those funds that have been appropriated for the same purpose. Supportive Housing –A combination of stable housing and behavioral health services intended as a cost-effective way to help people with mental illness or chemical dependency live more stable, productive lives. Services may be delivered by 24-hour staff on premises, staff located on premises during business hours, visiting support staff, or mobile behavioral health teams that visit residents several times per week. Sustainability - Refers to the continuation of the project or program beyond the grant funding cycle. Sustainability answers the question, “How will you continue your project if you do not receive further funding?” The focus is on developing new and creative funding mechanisms to help organizations become more sustainable in the long term, allowing them to focus more oI their resources on the important programs and services they offer. Examples: Agency 1:Used the 1/10th funding to secure, train, and obtain certification for employees. Having the certified staff allowed them to leverage federal Medicaid funding and apply as an authorized private insurance provider. Through thisthey established a model of success and demonstrated value to the agency, who then was able to integrate portions of the positions into general operations in the future. In addition, they identified other applicable grants for which they were eligible to apply. Agency 2:Agency took direct action to apply for various other local funds from city to community housing and block grants. Although, they did not receive awards from all sources, they demonstrated clear action towards sustainability. The outreach engagement led them to other foundational funds for which they were able to leverage individual and organizational financial support. In addition, they actively conduct a variety of fundraising campaigns year round. Sustainability Plan –The action plan to increase program sustainability. Systemic Racism - A system in which public policies, institutional practices, cultural representations, and other norms work in various, often reinforcing ways to perpetuate racial group inequity. Trauma - Trauma results from an event, series of events, or set of circumstances that is experienced by an individual as physically or emotionally harmful or threatening and that has lasting adverse effects on the individual’s functioning and physical, social, emotional, or spiritual well-being. Trauma Informed Approach - A program, organization, or system that is trauma-informed realizes the widespread impact of trauma and understands potential paths for recovery; recognizes the signs and symptoms of trauma in clients, families, staff, and others involved with the system; and responds by fully integrating knowledge about trauma into policies, procedures, and practices, and seeks to actively resist re-traumatization. Trauma-Informed Care (TIC)- TIC is a strengths-based service delivery approach that is grounded in an understanding of and responsiveness to the impact of trauma, that emphasizes physical, psychological, and emotional safety for both providers and survivors, and that creates opportunities for survivors to rebuild a sense of control and empowerment. It also involves vigilance in anticipating and avoiding institutional processes and individual practices that are likely to retraumatize individuals who already have histories of trauma, and it upholds the importance of client participation in the development, delivery, and evaluation of services. Treatment Sales Tax (TST)–A sales and use tax for Mental Health, Chemical Dependency and Therapeutic Court Programs (1 10th of 1%). MENTAL HEALTH CHEMICAL DEPENDENCY AND THERAPEUTIC COURT PROGRAM 202ANTICIPATED SCOPE OF WORK Projects must implement interventions and programs that address a minimum of one Goal, Objective and Strategy from the following list prioritized in the 202 Behavioral Health Strategic Plan. Goal #1: Improve the health status and wellbeing of Kitsap County residents. Objective #1: Decrease the impact of systemic racism on the mental health and well- being of Kitsap County’s communities of color. Strategies include: •Examine funding priorities and decision-making process from an equity lens. •Examine policy and procedures with an equity lens, including evaluating common practices. •Involve communities of color in shaping funding decisions, performance outcomes and evaluation. Objective #2: Expand prevention and early intervention programs for youth. Strategies include: •Increase capacity of programs that provide evidence-based prevention and early intervention programs. •Promote proactive support for student well-being in schools starting at elementary. •Deliver culturally relevant materials, education and outreach. Objective #3: Increase Trauma Informed Care training, policies and practices. Strategies include: •Provide education on equity, inclusion, diversity and historical trauma to the behavioral health workforce. •Provide targeted funding for organizations to invest in trauma-informed care. •Require workforce policy and procedures be developed through a trauma informed lens. Goal #2: Reduce the incidence and severity of chemical dependency and/or mental health disorders in adults and youth. Objective #1: Increase the variety and options of nontraditional behavioral health treatment programs and approaches. Strategies include: ATTACHMENT B •Fund nontraditional treatment approaches including Housing First, Workforce Development programs and Harm Reduction programs - neuroscience informedand body-based. •Develop culturally appropriate and sensitive programs and services for Objective #2: Address service gaps along the behavioral health Continuum of Care, especially targeting services for children, youth and the aging populations. Strategies include: •Establish more certified youth behavioral health treatment providers county wide including outlying areas of the County. •Ensure behavioral health treatment services are available in all of the schools at all of the age levels. •Establish in home behavioral health services for individuals who are struggling to age in place. Objective #3: Enhance Recovery Support Services. Strategies include: •Build in options for work, school, or volunteer experiences for individuals in behavioral health treatment programs. •Provide transportation to ancillary services not covered by Access or Paratransit, including court appearances, social service appointments, and to and from jail. •Create more diverse and nontraditional self-help groups. Goal #3: Reduce the number of chemically dependent and mentally ill youth and adults from initial or further criminal justice system involvement. Objective #1: Enhance diversion approaches, practices and programs for individuals with behavioral health disorders. Strategies include: •Offer more prevention services targeting juveniles before they become involved in the criminal justice system. •Sustain and enhance juvenile therapeutic treatment courts. •Offer pretrial diversion, such as voluntary, post-charging diversion programs in which formal adjudication is avoided and charges are dismissed upon completion of a specific set of requirements, such as participating in treatment, completing community service, and paying restitution. Objective #2: Expand police training in crisis intervention and de-escalation approaches, practices and policies. Strategies include: •Support Crisis Intervention Training (CIT) for all law enforcement agencies countywide. •Advocate for Crisis Intervention Training to include ongoing and advanced training; expand partnership with community organizations; and include neuroscience and• individualswho shy away from traditional behavioral health approaches. Establish behavioral health support groups with a focus on the needs of gay, lesbian, transgender and questioning youth. people with psychiatric issues. Objective #3: Increase specialized police responses in dealing with individuals with behavioral health disorders. Strategies include: •Expand specialized law enforcement responses, such as co-response teams, in which a police officer and a mental health professional respond to calls together. •Expand navigator programs to offer individuals with behavioral health issues and have potential involvement in the criminal justice with advocacy. •Promote differential police response. Goal #4: Reduce the number of people in Kitsap County who cycle through our criminal justice systems, including jails and prisons. Objective #1: Improve availability and coordination of in-jail behavioral health screening, assessment, treatment and referral services. Strategies include: •Expand training for correctional officers in the Crisis Intervention Team (CIT) model. •Reinforce screening of inmates as soon as possible for symptoms of a behavioral health issue. •Expand behavioral health treatment options and recovery support services within the jail. Objective #2: Intensify transitional behavioral health services for individuals reentering the community from jail and/or inpatient treatment services. Strategies include: •Enhance behavioral health transition services to support successful reentry to the community. •Strengthen the continuum of effective behavioral health reentry services including outpatient, inpatient and recovery support services. •Provide direct admission into treatment from jail to services-inpatient and outpatient programs. Objective #3: Expand Therapeutic Court Programs to provide access to all eligible individuals in the community. Strategies include: •Expand therapeutic treatment courts to include superior, district and municipal jurisdictions. •Support coordination, screening and swift referral and entry into all therapeutic court programs •Enhance behavioral health treatment and recovery support services for all Promote coordination and collaboration with law enforcement for better handling of equity. interventions including hospitals, emergency rooms, and crisis services. Objective #1: Expand behavioral health treatment providers, approaches and options for high utilizers. Strategies include: •Establish less restrictive local options to the Involuntary Treatment Act (ITA). •Strengthen partnerships with Law Enforcement, EMS, and Fire to create co- response or follow-up (DCR/Crisis Worker/behavioral health staff) units with a paramedic and Law Enforcement officers. •Establish low-barrier crisis services for the hard-to-engage. Objective #2: Intensify supportive and/or treatment services for family members experiencing a behavioral health crisis. Strategies include: •Designate shelter services for women (and/or men) with behavioral health issues and their children. •Provide families approaching crisis wraparound services and support. •Support easily accessible 24/7 sexual assault hotline with trained providers. Objective #3: Intensify supportive and/or treatment services for youth experiencing a behavioral health crisis. Strategies include •Provide behavioral health specialist to work with children/adolescents and their families in their homes, after responding to engage with them at Emergency Department. •Establish a Juvenile Designated Crisis Responder. •Establish a Crisis Residential Center providing short-term crisis services for youth. Goal #6: Increase the number of stable housing options for chemically dependent and mentally ill residents of Kitsap County. Objective #1: Expand behavioral health services for the homeless who experience mental illness or substance use disorders. Strategies include: •Provide strong case management to support the homeless with behavioral health issues. •Establish a proactive, community-based approach to preventing homelessness for those with behavioral health issues. •Provide access to treatment services prior to getting housing assistance and placement. Objective #2: Strengthen support for individuals with behavioral health disorders to Goal #5: Reduce the number of people in Kitsap County who use costly therapeutic courts. •Provide access to more subsidized housing options for individuals with behavioral health issues. •Offer rental assistance to individuals with behavioral health issues with realistic limitations including fixed rent/housing. •Recruit more private apartment- community housing for individuals with behavioral health issues. Objective #3: Increase supportive shelter, transitional and permanent housing options for individuals with behavioral health disorders. Strategies include: •Build affordable housing for individuals with behavioral health issues with onsite caseworker support. •Build additional shelter(s) for individuals with behavioral health issues with 24/7 access. •Establish more long-term housing supports and options for individuals with serious mental illness. Strategies include: establish and maintain housing long-term. MENTAL HEALTH CHEMICAL DEPENDENCY AND THERAPEUTIC COURT PROGRAM 202PROPOSAL GENERAL TERMS AND CONDITIONS A. Authorship Proposals developed with the assistance of organizations or individuals outside the bidders own organization are to be identified. No contingent fees for such assistance will be allowed to be paid under any contract or grant resulting from this RFP. All proposals submitted become the property of Kitsap County, and it is understood and agreed that the bidder claims no proprietary rights to the ideas contained therein. B. Proprietary information/public disclosure Materials submitted in response to this Request for Proposals shall become the property of Kitsap County and the proposals shall be deemed public records as defined by RCW 42.56. The Responder’s Proposal must include a statement identifying the pages of its Proposal, if any, which contain information the Responder considers proprietary. Each page claimed to be proprietary must be clearly marked by printing the word “Proprietary” on the lower right hand corner. Responders may not mark their entire Proposal proprietary. If Kitsap County receives a request to view or copy a Responder’s Proposal, the County will respond according to applicable law and policy governing public disclosure. The County will not disclose any information marked “Proprietary” in a Proposal without giving the Responder ten (10) days’ notice to seek a relief in superior court per RCW 42.56.540. B. Independent Price Determination The proposer guarantees that in connection with this proposal the prices and/or cost data have been arrived at independently, without consultation, communication or agreement for the purpose of restricting competition. D. Subcontracting Proposers must include any plans for subcontracting of services or activities of the programs. It is understood that the contractor(s) is held responsible for the satisfactory accomplishment of the service or activities included in such subcontract. Kitsap County reserves the right to approve all subcontractors. C. Rejection of Proposal No Proposals submitted under this Request for Proposals (RFP) will be returned for correction or clarification. If the application is incomplete, it will be rejected. Verbal, alternative, and late proposals will not be considered for selection. Kitsap County reserves the right to accept or reject any or all proposals received as a result of this RFP, to negotiate with all qualified sources, or to cancel in part, or in its entirety, this ATTACHMENT C RFP if it is in the best interest of Kitsap County to do so. F. Appeal Process Non-selected applicants have the right to appeal the decision of the County, limited to a procedural or legal violation in the selection process. 1. The applicant has the burden of proof and must specifically identify what statute, regulation or procedure has been violated. 2. An aggrieved applicant may, within five (5) working days after notification of a non- selected RFP application, appeal in writing to the Kitsap County Human Services Contract Administrator. 3. The appeal must state all facts and arguments upon which the aggrieved party believes a procedural or legal error occurred. 4. The Director of Human Services will render a written decision within thirty (30) working days of the receipt of the appeal. 5. In the event that no such procedural or legal errors are found to have occurred, the decision of the County shall be final. G. Cancellation of Award Kitsap County reserves the right to cancel an award immediately if new State Laws or policy determinations make it necessary to substantially change the project purpose or content, or prohibit such a project, or if the funds became unavailable. H. Price Warranty The proposer warrants that the rates quoted for services in response to this RFP are not unreasonably greater than the rates for the same services performed by the same individuals under any other existing contracts or grants. I. Waivers The right is reserved by Kitsap County to waive specific terms and conditions contained in this Request for Proposals (RFP). It shall be understood that any proposal is predicated upon the acceptance of all terms and conditions in the RFP unless the proposer has obtained such a waiver. J. Nondiscrimination in Programs and Employment It is the policy of Kitsap County to encourage and support equal opportunity in employment. No person shall, on the grounds of race, color, religion, sex, handicap, sexual orientation, national origin, age, citizenship, political affiliation or belief, be denied employment or benefits, or be discriminated against as a participant, administrator, or staff person under any program or activity receiving funds under Kitsap County. In compliance with Department of Labor Regulations implementing Section 504 of the Rehabilitation Act of 1973, as amended, no qualified handicapped individual shall be discriminated against in the admission, access, treatment, or employment in any program or activity. The proposer agrees to comply with all provisions of the Americans with Disabilities Act and regulations interpreting or enforcing such Act. The proposer agrees to provide equal opportunity in the administration of the contract, and its subcontracts, purchase orders or other agreements, and in the delivery of services to applicants/participants. The proposer agrees to make every feasible effort to remove artificial barriers to employment, including, but not limited to, the elimination of sex stereotyping in employment and architectural barriers for the handicapped. Every effort shall be made to employ members of the eligible population in the staffing and administration of the project. K. Addenda to the Request for Proposals In the event it becomes necessary to revise any part of this RFP, addenda will be provided to all proposers who received the RFP. L. Publicity No informational pamphlets, notices, press releases, research reports, or similar public notices concerning this proposal will be released by the proposer without obtaining prior written approval of the Kitsap County Human Services Department. M. Limitation This Request for Proposals does not commit the Kitsap County to award a contract, to pay any costs incurred in the preparation of a proposal to this request, or to procure or contract for services or supplies. N. Signature The proposal shall be signed by an official authorized to bind the bidder and shall provide the following information: name, title, address, and telephone number of individual(s) with authority to negotiate and contractually bind the bidder, and who may be contacted during the period of proposal evaluation. O. Contract Award Kitsap County may award a contract based on proposals received; therefore, each proposal should be submitted in the most favorable terms from a budgetary, technical, and programmatic standpoint. Kitsap County reserves the right to request additional data, discussion or presentation in support of written proposals. 202 NEW GRANT PROPOSAL EVALUATION WORKSHEET INSTRUCTIONS: Evaluation is the collection of information about a program in a systematic and defined manner to demonstrate success, identify areas for improvement and lessons learned. Every program has at least one end goal and might have several – one or more activities are required to make progress toward meeting the goal. Progress is measured with one or more objectives that might cover an output (number of something) or outcome (change over time) due to the program. The type of outcome (column D) and expected ƚŝŵĞĨƌĂŵĞ for change (column E) should be defined. Objectives must follow the “SMART” guideline: specific, measurable, attainable, realistic, and time-bound (column C). Each objective should include an expected target result and completion date (“time-bound” part of column C). New and continuing grant proposals must fill out the Evaluation Worksheet. Please replicate the last row as many times as necessary. DEFINITIONS: Program Goal: A broad statement or a desired, longer-term, outcome of a program. A program can have one or multiple goals. Each goal has a one or more related specific objectives that, if met, will collectively achieve the stated goal. Activity: Actions taken or work performed to produce specific outputs and outcomes. SMART Objective: A statement of a desired program result that meets the criteria of being SMART (specific, measurable, achievable, realistic, and time-bound). Output: Results of program activities; the direct products or deliverables of program activities; such as number of: sessions completed, people served, materials distributed. Outcome: Effect of a program (change) - can be in: participant satisfaction; knowledge, attitude, skill; practice or behavior; overall problem; or a measure of return-on- investment or cost-benefit. Identify any measures that are “fidelity” measures for an evidence based practice. Timeline: Is the outcome expected to measure short-term, medium-term or a longer-term change? When will measurement begin start)? How often will measurement be done for reporting (reporting frequency: quarterly, semi-annual, annual, other)? How often will the program be accountable for achieving the smart objective (accountability frequency: quarterly, semi-annual, annual, other)? In what way will the data be collected (measurement period type: current quarter or year-to-date)? Baseline: The status of services or outcome-related measures before an intervention against which progress can be assessed or comparisons made. Should include data and time frame. Source: How and from where will data be collected? $77$&+0(17' 202 NEW GRANT PROPOSAL EVALUATION WORKSHEET SCOPE OF WORK: Based on the list of goals, objectives, and strategies provided in the Scope of Work (Attachment B), please state those your program will focus on for this grant cycle. Your program can select more than one goal, objective, and strategy. Please use these goals, objectives, and strategies as guidance in your evaluation worksheet. GOAL: OBJECTIVE: STRATEGY: PROJECT NAME: A. PROGRAMGOALB.ACTIVITYC.SMART OBJECTIVED.TYPE OF MEASUREE.TIMELINEF.BASELINEG.SOURCEUnderstand general number of participants and services Track universal measures WITH RESPECT TO THE CURRENT QUARTER: # unduplicated individuals served -By type (types determined by contractor)-By ZIP code -By health insurance type# services (naturally unduplicated) -By type (types determined by contractor)Narrative -Reflecting on evaluation results and overall programefforts, describe what has been achieved this Quarter.If objectives went unmet, why? Are there any neededchanges in evaluation or scope of work?-Briefly describe collaborative efforts and outreachactivities employing collective impact strategies.-Please describe your sustainability planning – newcollaborations, other sources of funding, etc- Success Stories܈Output_______________________________________________________________________________________________________________ Outcomes: ܆Participant satisfaction܆Knowledge, attitude, skill܆Practice or behavior܆Impact on overall problem_______________________________________________________________________________________________________________ ܆ROI or cost-benefit܆Fidelity measure܈S / ܆M / ܆LTo be completed by program Program Data Start: 1/1/2022 Reporting Frequency: ܈Q / ܆SA / ܆A / ܆O:Accountability Freq.: ܈Q / ܆SA / ܆A / ܆O:Measure. Period Type: ܈CQ / ܆ YTD / ܆O: WITH RESPECT TO THE ENTIRE GRANT CYCLE: # unduplicated individuals served -By type (types determined by contractor)-By ZIP code -By health insurance type܈Output_______________________________________________________________________________________________________________ Outcomes: ܆Participant satisfaction܆Knowledge, attitude, skill܆Practice or behavior܆Impact on overall problem_______________________________________________________________________________________________________________ ܆S / ܈M / ܆LTo be completed by program Program Data Start: 1/1/2022 Reporting Frequency: ܆Q / ܆SA / ܈A / ܆O:Accountability Freq.: ܆Q / ܆SA / ܈A / ܆O:Measure. Period Type: ܆CQ / ܈ YTD / ܆O: 202 NEW GRANT PROPOSAL EVALUATION WORKSHEET A. PROGRAMGOALB.ACTIVITYC.SMART OBJECTIVED.TYPE OF MEASUREE.TIMELINEF.BASELINEG.SOURCE܆ROI or cost-benefit܆Fidelity measureTo be completed by program To be completed by program To be completed by program ܆Output_______________________________________________________________________________________________________________ Outcomes: ܆Participant satisfaction܆Knowledge, attitude, skill܆Practice or behavior܆Impact on overall problem_______________________________________________________________________________________________________________ ܆ROI or cost-benefit܆Fidelity measure܆S / ܆M / ܆LTo be completed by program To be completed by program Start: 1/1/2022 Reporting Frequency: ܆Q / ܆SA / ܆A / ܆O:Accountability Freq.: ܆Q / ܆SA / ܆A / ܆O:Measure. Period Type: ܆CQ / ܆ YTD / ܆O: Agency Name:Project: Accrual Cash AGENCY REVENUE AND EXPENSES Actual Percent Budget Percent Budget Percent AGENCY REVENUE Federal Revenue -$ -$ -$ WA State Revenue -$ -$ -$ Local Revenue -$ -$ -$ Private Funding Revenue -$ -$ -$ Agency Revenue -$ -$ -$ 2WKHU Revenue6HH'HILQLWLRQ-$ -$ -$ Total Agency Revenue (A) -$ -$ -$ AGENCY EXPENSES Personnel Managers -$ -$ -$ Staff -$ -$ -$ Total Benefits -$ -$ -$ Subtotal -$ -$ -$ Supplies/Equipment Equipment -$ -$ -$ Office Supplies -$ -$ -$ -Other (6HH'HILQLWLRQ)______________________$ -$ -$ Subtotal -$ -$ -$ Administration Advertising/Marketing -$ -$ -$ Audit/Accounting -$ -$ -$ Communication -$ -$ -$ Insurance/Bonds -$ -$ -$ Postage/Printing -$ -$ -$ Training/Travel/Transportation -$ -$ -$ % Indirect -$ -$ -$ -Other (6HH'HILQLWLRQ) _____________________$ -$ -$ Subtotal -$ -$ -$ Ongoing Operations and Maintenance Janitorial Service -$ -$ -$ Maintenance Contracts -$ -$ -$ Maintenance of Existing Landscaping -$ -$ -$ Repair of Equipment and Property -$ -$ -$ Utilities -$ -$ -$ - -$ -$ - -$ -$ - Other (6HHB'HILQLWLRQ) ____________BBBBBBBBBB$ OtherB(6HH'HILQLWLRQ)_____________________B OtherB6HHB'HILQLWLRQ) __________________________$ -$ -$ Subtotal -$ -$ -$ Other Costs Debt Service -$ -$ -$ -Other (6HH'HILQLWLRQ) ______________________$ -$ -$ Subtotal -$ -$ -$ Total Direct Expenses -$ -$ -$ Balance Total Agency or Departmental Budget Form 202202202 -$ -$ -$ $77$&+0(17( Agency Name: Project: Enter the estimated costs assoicated with your project/program Budget Percent Budget Percent Budget Percent Personnel Managers -$ -$ -$ Staff -$ -$ -$ Total Benefits -$ -$ -$ SUBTOTAL -$ -$ -$ Supplies & Equipment Equipment -$ -$ -$ Office Supplies -$ -$ -$ Other (6HH'HILQLWLRQ):-$ -$ -$ SUBTOTAL -$ -$ -$ Administration Advertising/Marketing -$ -$ -$ Audit/Accounting -$ -$ -$ Communication -$ -$ -$ Insurance/Bonds -$ -$ -$ Postage/Printing -$ -$ -$ Training/Travel/Transportation -$ -$ -$ % Indirect (Limited to 5%) -$ -$ -$ Other (6HH'HILQLWLRQ):-$ -$ -$ SUBTOTAL -$ -$ -$ Ongoing Operations & Maintenance Janitorial Service -$ -$ -$ Maintenance Contracts -$ -$ -$ Maintenance of Existing Landscaping -$ -$ -$ Repair of Equipment and Property -$ -$ -$ Utilites -$ -$ -$ Other (6HH'HILQLWLRQ):-$ -$ -$ Other (6HH'HILQLWLRQ):-$ -$ -$ Other (6HH'HILQLWLRQ):-$ -$ -$ SUBTOTAL -$ -$ -$ Sub-Contracts Organization:-$ -$ -$ Organization:-$ -$ -$ Organization:-$ -$ -$ Organization:-$ -$ -$ SUBTOTAL -$ -$ -$ Other Debt Service -$ -$ -$ Other (6HH'HILQLWLRQ):-$ -$ -$ SUBTOTAL -$ -$ -$ Total Project Budget -$ -$ -$ NOTE: Indirect is limited to 5% Total Funds Requested Funds Other Matching Funds Mental Health, Chemical Dependency and Therapeutic Court Program 202 New Grant Proposal Special Project Budget Form $77$&+0(17) Sub-Contractor Agency Name: Project: Enter the estimated costs assoicated with your project/program Budget Percent Budget Percent Budget Percent Personnel Managers -$ -$ -$ Staff -$ -$ -$ Total Benefits -$ -$ -$ SUBTOTAL -$ -$ -$ Supplies & Equipment Equipment -$ -$ -$ Office Supplies -$ -$ -$ Other (6HH'HILQLWLRQV):-$ -$ -$ SUBTOTAL -$ -$ -$ Administration Advertising/Marketing -$ -$ -$ Audit/Accounting -$ -$ -$ Communication -$ -$ -$ Insurance/Bonds -$ -$ -$ Postage/Printing -$ -$ -$ Training/Travel/Transportation -$ -$ -$ % Indirect (Limited to 5%) -$ -$ -$ Other (6HH'HILQLWLRQV):-$ -$ -$ SUBTOTAL -$ -$ -$ Ongoing Operations & Maintenance Janitorial Service -$ -$ -$ Maintenance Contracts -$ -$ -$ Maintenance of Existing Landscaping -$ -$ -$ Repair of Equipment and Property -$ -$ -$ Utilites -$ -$ -$ Other (6HH'HILQLWLRQV):-$ -$ -$ Other (6HH'HILQLWLRQV):-$ -$ -$ Other (6HH'HILQLWLRQV):-$ -$ -$ SUBTOTAL -$ -$ -$ Other Debt Service -$ -$ -$ Other (6HH'HILQLWLRQV):-$ -$ -$ SUBTOTAL -$ -$ -$ Total Project Budget -$ -$ -$ NOTE: Indirect is limited to 5% Total Funds Requested Funds Other Matching Funds Mental Health, Chemical Dependency and Therapeutic Court Program 202 New Grant Proposal Sub-Contractor Special Project Budget Form $77$&+0(17* Agency Name: Project: Description Number of Professional FTEs 0.00 Number of Clerical FTEs 0.00 Number of All Other FTEs 0.00 Total Number of FTEs 0.00 Salary Information Salary of Executive Director or CEO -$ Salaries of Professional Staff -$ Salaries of Clerical Staff -$ Other Salaries (Describe Below)-$ Description: -$ Description: -$ Description: -$ Description: -$ Description: -$ Total Salaries -$ Total Payroll Taxes -$ Total Cost of Benefits -$ Total Cost of Retirement -$ Total Payroll Costs -$ Mental Health, Chemical Dependency and Therapeutic Court Program 202 New Grant Proposal Project Salary Summary $77$&+0(17+ 202ϯ Mental Health, Chemical Dependency and Therapeutic Court Programs New Grant Proposal Evaluation and Scoring Form 1. PROJECT DESIGN (35 Points) A. Project Design: Describes the design, target population and services to be delivered. 0 = Described the target population but did not describe services to be delivered. 1 = Described the target population, services to be delivered, but did not describe when and where they will be delivered. 5 = Described the target population, services to be delivered, when and where they will be delivered. 10 = Detailed description of the target population, services to be delivered, when and where they will be delivered. --- Reviewer Comments: B. Evidence-Based, Promising, Best or Innovative Practices: Identifies practices and includes a robust evaluation process. 0 = No mention of selected practice. 1 = Listed selected practice but did not provide evaluation outcomes. 5 = Listed the practice, provided evidence of outcomes, but did not include a robust evaluation process. 10 = Detailed description of Evidence-Based or Promising Practice, demonstrates the relationship between the practice and the target population, and includes a robust evaluation process that includes fidelity measures. --- Reviewer Comments: C. Outreach Provided a detailed description of how to outreach to their target population and hard to reach individuals. 0 = No mention of an outreach plan. 1 = Described an outreach plan, but not specific about reaching the target population or hard to reach individuals. 3 = Described the outreach plan and the target population but did not provide a clear plan to ensure hard to reach persons have access to the program. 5 = Described the outreach plan and the target population and provided a clear plan to ensure all eligible persons have access to the program. --- Reviewer Comments: D. Culturally Competent Care: Provided a detailed description of how to ensure delivery of culturally competent behavioral health care services. 0 = No mention of delivering culturally competent behavioral health care. 1 = Described culturally competent behavioral health care, but not specific about ensuring implementation. 3 = Described implementing services that meet the social, cultural and linguistic needs of program participants, but no mention of staff having the culturally responsive skills needed. 5 = Provided clear detailed description of services that meet the social, cultural and linguistic needs of program participants and staff have the culturally responsive skills. --- Reviewer Comments: E. Trauma Informed Care: Provided a detailed description of how the project will incorporate trauma-informed care principles and practices. 0 = No mention of incorporating trauma informed care principles or practices. 1 = Described trauma informed care principles, but not specific about how they will put into practice. 3 = Described how the project will incorporate trauma-informed care principles and practices but did not explain what procedures are in place to support staff. 5 = Provided clear detailed description of how the project will incorporate trauma-informed care principles, practices and how they will support staff. --- Reviewer Comments: 2. COMMUNITY NEED AND BENEFIT (25 Points) A. Policy Goal: Describes the project goal(s), objective(s) and strategy(s) and how they would be implemented. 0 = Did not mention policy goal(s), objective(s) and strategy(s). 1 = Described the goal(s) but did describe objective(s) and/or strategy(s) to be implemented. 5 = Described goal(s) and objective(s) but did not describe strategy(s) to be implemented. 10 = Detailed description of project goal(s), objective(s) and strategy(s) and how they would be implemented. --- Reviewer Comments: B. Needs Assessment and Target Population: Project sponsor objectively establishes the acuteness and quantifies the community need and identifies the specific target population to be served by the project. 0 = Did not give statistics on the target population, nor how many people they will screen or serve. 1 = Described only population statistics, or number to be screened or number to be served, but only 1 of these categories was discussed. 3 = Described 2 of the 3 categories. 5 = Detailed description of target population statistics, how many people they will screen and serve. --- Reviewer Comments: C. Evaluation: Developed a realistic plan for data collection, management and analysis is clear. Project goals, activities and objectives are clearly defined. 0 = Did not describe a plan for data collection, management and analysis. 1 = Described a plan for data collection, management and analysis but no listing of goals, activities and objectives. 3 = Minimal description of data collection, management and analysis, goals, activities and objectives. 5 = Detailed description of a plan for data collection, management and analysis, goals, activities and objectives. --- Reviewer Comments: D. Community Collaboration, Integration and Collective Impact Project sponsor provides detailed information on community collaboration, roles and responsibilities, including subcontractors. 0 = No mention of other agencies or subcontractors participating in the project. 1 = Mentioned that there were “other agencies” or subcontractors but did not specify who these agencies were or their roles and responsibilities. 3 = Listed specific agencies or subcontractors who are participating in the project but did not specify how the applicant would work with them. 5 = Listed other agencies or subcontractors in the community, their roles and responsibilities and describes how the proposed project will provide a collective impact in the community. --- Reviewer Comments: 3. ORGANIZATION CAPACITY (30 Points) A. Organizational Governance: Organization chart, leadership and governance. 0 = No mention of internal governance or organizational chart. 1 = Organizational Chart, but vague mention of their organizational structure. 3 = Partially demonstrated evidence that the agency has adequate leadership experience, but evidence was not complete. 5 = Clear detailed description of adequate level of governance and leadership experience. --- Reviewer Comments: B. Organizational Finances: Description of basic fiscal management structure including accounting and auditing controls. Summary of last audit. 0 = No mention of fiscal management/auditing structure. 1 = Vague mention that they have adequate fiscal management/auditing structure and controls. 3 = Partially demonstrated that the agency has adequate fiscal management/auditing structure and controls. 5 = Clear detailed description of adequate fiscal management/auditing structure and controls. --- Reviewer Comments: C. Behavioral Heath Equity: Project sponsor specifically addressed policies, practices or procedures that they are implementing to proactively seek to eliminate racial inequities and advance equity in service delivery. 0 = No mention of health equity policies, practices or procedures. 1 = Vague explanation of health equity policies, practices or procedures. 3 = Clear explanation of health equity policies, practices or procedures, but partially demonstrated implementation. 5 = Provided clear detailed explanation health equity policies, practices or procedures that they are implementing. --- Reviewer Comments: D. Staffing Qualifications: Project sponsor demonstrates that they have proper level, qualifications and licensed staff for the project. 0 = No mention of staff qualifications or experience or of current level of staffing. 1 = Vague mention that they have adequate staffing but no evidence of such. 3 = Partially demonstrated that the staff has adequate experience and qualifications and that the proper level of staffing is available; provided some evidence but evidence was not complete. 5 = Clear detailed description of staffing level and organizational structure was provided; qualifications, experience and licensure of staff for the project were clearly presented. --- Reviewer Comments: E. Organizational Licenses and Certificates: Organization demonstrates that it has adequate licensing for the agency and to carry out the project. 0 = No mention of agency licensing. 1 = Vague mention that they have an adequate licensure, but no evidence of such. 3 = Partially demonstrated that the agency has adequate licensure, but evidence was not complete. 5 = Clear detailed description of adequate level of licensure or that there is no licensing requirements for the organization. --- Reviewer Comments: F. History of Project Management: Project sponsor demonstrates the ability to successfully implement and manage federally and locally funded projects in a timely manner, within budget, and consistent with funding requirements. 0 = No mention of previous project management experience. 1 = Mentioned that agency has managed projects in the past but no evidence or further details were provided. 3 = Partially demonstrated that implementation and management of projects had occurred; provided some evidence but evidence was not complete. 5 = Provided clear and complete evidence of similar projects implemented and managed with all relevant details included (e.g., timelines, budget adherence, funding requirements, deliverables.). --- Reviewer Comments: 4. PROJECT FINANCIAL FEASABILITY (10 Points) A. Budget Narrative: Project budget estimates and costs are reasonable and well supported or justified relative to the number of persons to be served and the services to be provided. 0 =Inappropriate budget was submitted. 1 = Project’s appropriate budget forms were submitted, but are not reasonable, or are inconsistent or inaccurate. 3 = Project’s appropriate budget submitted, estimates and costs mostly reasonable; budget forms appear consistent and accurate but are not thorough. 5 = Project’s appropriate budget submitted, estimates and costs are reasonable; budget forms are clear, consistent, accurate and thorough. Lists all subcontractors. Clear evidence that the project will not supplant current funding is documented. --- Reviewer Comments: B. Additional Resources and Sustainability: Project leverages other federal, state, local or private financial and/or in-kind resources and organization has a clear plan for sustainability. 0 = Did not mention additional funding or resources that had been leveraged. 1 = Vague mention that other funding or resources had been leveraged but no clear evidence that monies or resources were secured or how they would sustain the project. 3 = Partial evidence showing that additional funding or resources (not including in-kind) were secured, but no clear sustainability plan developed. 5 = Evidence clearly shows that additional funding or resources (not including in-kind) were secured and there is a clear plan for sustaining the project after the grant funds expire. --- Reviewer Comments: Total Score: 0/100 Questions for Proposer: Questions: Save & Continue Editing Mark as complete CONTRACT FOR HUMAN SERVICES This contract for Human Services (the Contract) is entered into by Kitsap County, a municipal corporation, having its principal offices at 614 Division Street, Port Orchard, Washington, 98366 (the County); and ___ having its principal office at ___ (the Contractor). SECTION 1. EFFECTIVE DATE OF CONTRACT The Contract will become effective on __ and terminate on __. In no event will the Contract become effective unless and until it is approved and executed by the Kitsap County Board of County Commissioners or the Kitsap County Administrator. SECTION 2. SERVICES TO BE PROVIDED 2.1 A description of the services to be performed by the Contractor is set forth in Attachment B: Statement of Work, which is attached to the Contract. 2.2 The Contractor agrees to provide its own labor and materials. Unless otherwise provided for in the Contract, no material, labor or facilities will be furnished by the County. 2.3 The Contractor will perform the work specified in the Contract according to standard industry practice. 2.4 The Contractor will complete its work in a timely manner and in accordance with the schedule agreed to by the parties. 2.5 The Contractor will confer with the County from time to time during the progress of the work. The Contractor will prepare and present status reports and other information that may be pertinent and necessary, or as may be requested by the County. SECTION 3. CONTRACT REPRESENTATIVES The County and the Contractor will each have a contract representative. A party may change its representative upon providing written notice to the other party. The parties’ representatives are as follows. County’s Contract Representative +DQQDK6KRFNOH\3URJUDP&RRUGLQDWRU Kitsap County Department of Human Services 614 Division Street MS-23, Port Orchard, WA 98366 (360) 337- Contractor’s Contract Representative $77$&+0(17- SECTION 4. COMPENSATION 4.1 A description of the compensation to be paid to the Contractor is set forth in Attachment C: Budget Summary, which is attached to the Contract. 4.2 The total amount payable under the Contract, by the County to the Contractor, in no event will exceed $. Any cost incurred by the Contractor over and above the year-end sums set out in the budgets shall be at the Contractor’s sole risk and expense. 4.3 Unless otherwise provided in the Contract, the Contractor may submit an invoice to the County once a month for payment of work actually completed to date. Contractor shall use the Department of Human Services Contractor Invoice Form, available from the County. Subject to the other provisions of the Contract, the County generally will pay such an invoice within 30 days of receiving it. 4.4 The County will submit payments for work performed to; 4.5 The Contractor will be paid only for work expressly authorized in the Contract. 4.6 Payments shall not be construed as a waiver of the County’s right to challenge the level of the Contractor’s performance under this Contract, and to seek appropriate legal remedies. 4.7 The Contractor will not be entitled to payment for any services that were performed prior to the effective date of the Contract or after its termination, unless a provision of the Contract expressly provides otherwise. 4.8 If the Contractor fails to perform any substantial obligation, and the failure has not been cured within 10 days following notice from the County, the County may, in its sole discretion and upon written notice to the Contractor, withhold all monies due the Contractor, without penalty, until such failure to perform is cured. 4.9 The Contractor shall pay no wages in excess of the usual and accustomed wages for personnel of similar background, qualifications and experience. 4.10 The Contractor shall pay no more than reasonable market value for equipment and/or supplies. SECTION 5. AMENDMENTS AND CHANGES IN WORK 5.1 In the event of any errors or omissions by the Contractor in the performance of any work required under the Contract, the Contractor will make all necessary corrections without additional compensation. All work submitted by the Contractor will be certified and checked by the Contractor for errors and omissions. The Contractor will continue to be responsible for the accuracy of work even after the work is accepted by the County. 5.2 In order to be effective, any contract renewal, amendment or modification must be in writing, be signed by both parties, and be attached to the Contract. Work under a renewal, amendment or modification may not commence until the renewal, amendment or modification has been approved by the County and has become effective. 5.3 Either party may request that the Contract terms be renegotiated when circumstances, which were neither foreseen nor reasonably foreseeable by the parties at the time of contracting, arise during the period of performance of the Contract. Such circumstances must have a substantial and material impact upon the performance projected under this Contract, and must be outside the control of either party. SECTION 6. HOLD HARMLESS AND INDEMNIFICATION To the fullest extent permitted by law, Contractor shall indemnify, defend and hold harmless the County and its elected and appointed officials, officers, employees and agents from and against all claims resulting from or arising out of the performance of the Contract, whether such claims arise from the acts, errors or omissions of Contractor, its subcontractors, third parties or the County, or anyone directly or indirectly employed by any of them or anyone for whose acts, errors or omissions any of them may be liable. “Claim” means any loss, claim, suit, action, liability, damage or expense of any kind or nature whatsoever, including but not limited to attorneys’ fees and costs, attributable to personal or bodily injury, sickness, disease or death, or to injury to or destruction of property, including the loss of use resulting therefrom. Contractor’s duty to indemnify, defend and hold harmless includes but is not limited to claims by Contractor’s or any subcontractor’s officers, employees or agents. Contractor’s duty, however, does not extend to claims arising from the sole negligence or willful misconduct of the County or its elected or appointed officials, officers or employees. For the purposes of this indemnification provision, Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington and acknowledges that this waiver was mutually negotiated by the parties. This indemnification provision shall survive the expiration or termination of the Contract. SECTION 7. INSURANCE 7.1 Professional Legal Liability.The Contractor, if it is a licensed professional, will maintain professional legal liability or professional errors and omissions coverage appropriate to the Contractor’s profession. The coverage will have a limit of not less than $1 million per occurrence. The coverage will apply to liability for a professional error, act or omission arising out of the Contractor’s services under the Contract. The coverage will not exclude bodily injury or property damage. The coverage will not exclude hazards related to the work rendered as part of the Contract or within the scope of the Contractor’s services under the Contract, including testing, monitoring, measuring operations or laboratory analysis where such services are rendered under the Contract. 7.2 Workers’ Compensation and Employer Liability. The Contractor will maintain workers’ compensation insurance as required by Title 51, Revised Code of Washington, and will provide evidence of coverage to the Kitsap County Risk Management Division. If the Contract is for over $50,000, then the Contractor will also maintain employer liability coverage with a limit of not less than $1 million. Any additional workers’ compensation requirements can be found in Attachment A, Special Terms and Conditions. 7.3 Commercial General Liability.The Contractor will maintain commercial general liability coverage for bodily injury, personal injury and property damage, subject to a limit of not less than $1 million per occurrence. The general aggregate limit will apply separately to the Contract and be no less than $2 million. The Contractor will provide commercial general liability coverage that does not exclude any activity to be performed in fulfillment of the Contract. Specialized forms specific to the industry of the Contractor will be deemed equivalent provided coverage is no more restrictive than would be provided under a standard commercial general liability policy, including contractual liability coverage. 7.4 Automobile Liability.The Contractor will maintain automobile liability insurance as follows (check ONE of the following options): Not Applicable. The Contractor will maintain commercial automobile liability insurance with a limit of not less than $1 million each accident combined bodily injury and property damage. The aggregate limit will be at least $2 million. Coverage will include owned, hired and non-owned automobiles. The Contractor will maintain automobile liability insurance or equivalent form with a limit of not less than $100,000 each accident combined bodily injury and property damage. The aggregate limit will be at least $300,000. If a personal lines automobile liability policy is used to meet this requirement, it must include a business rider and must cover each vehicle to be used in the performance of the Contract and the certificates of insurance must evidence that these conditions have been met. If the Contractor will use non-owned vehicles in performance of the Contact, the coverage will include owned, hired and non-owned automobiles. 7.5 Miscellaneous Insurance Provisions A.The Contractor’s liability insurance provision will be primary with respect to any insurance or self-insurance programs covering the County, its elected and appointed officers, officials, employees and agents. B.The Contractor’s commercial general liability insurance and automobile liability insurance (if applicable) will include the County, its officers, officials, employees and agents as additional insureds with respect to performance of services. C.The Contractor’s commercial general liability insurance and automobile liability insurance (if applicable) will contain no special limitations on the scope of protection afforded to the County as an additional insured. D. Any failure to comply with reporting provisions of the policies will not affect the coverage provided to the County, its officers, officials, employees or agents. E.The Contractor’s insurance will apply separately to each insured against whom claim is made or suit is brought subject to the limits of the insurer’s liability. F. The Contractor will include all subcontractors as insureds under its policies or will furnish separate certificates and endorsements for each subcontractor. All coverage for subcontractors will be subject to all of the requirements stated in these provisions. G. The insurance limits mandated for any insurance coverage required by the Contract are not intended to be an indication of exposure, nor are they limitations on indemnification. H. The Contractor will maintain all required policies in force from the time services commence until services are completed. Certificates, policies and endorsements scheduled to expire before completion of services will be renewed before expiration. If the Contractor’s liability coverage is written as claims-made-policy, then the Contractor must evidence the purchase of an extended-reporting period or “tail” coverage for a three-year period after completion of the services. 7.6 Verification of Coverage and Acceptability of Insurers. $The Contractor will place insurance with insurers licensed to do business in the State of Washington and having A.M. Best Company ratings of no less than A-VII, with the exception that excess and umbrella coverage used to meet the requirements for limits of liability or gaps in coverage need not be placed with insurers or re-insurers licensed in the State of Washington. %The Contractor will furnish the County with properly executed certificates of insurance or a signed policy endorsement which will clearly evidence all insurance required in this Section before work under this Contract shall commence. The certificate will, at a minimum, list limits of liability and coverage. The certificate will provide that the underlying insurance contract may not be canceled, or allowed to expire, except on 30-days' prior written notice to the County. Any certificate or endorsement limiting or negating the insurer’s obligation to notify the County of cancellation or changes must be amended so as not to negate the intent of this provision. &The Contractor will furnish the County with evidence that the additional-insured provision required above has been met. Acceptable forms of evidence are the endorsement pages of the policy showing the County as an additional insured, or a letter of self-insurance from a public entity risk pool which waives the requirement. 'Certificates of insurance will show the certificate holder as Kitsap County and indicate “care of” the appropriate County office or department. The address of the certificate holder will be shown as the current address of the appropriate County office or department. (The Contractor will request that the Washington State Department of Labor and Industries, Workers Compensation Representative, send verification to the County that the Contractor is currently paying workers’ compensation. )Evidence of such insurance, as required above, shall be provided to the County at the following address: +DQQDK6KRFNOH\3URJUDP&RRUGLQDWRU Kitsap County Department of Human Services 614 Division Street, MS-23 Port Orchard,WA 98366 Upon receipt, the Human Services Department will ensure submission of all insurance documentation to the Risk Management Division, Kitsap County Department of Administrative Services. *Written notice of cancellation or change will be mailed to the County Human Services Department as provided above. +The Contractor or its broker will provide a copy of all insurance policies specified in the Contract upon request of the Kitsap County Risk Manager. SECTION 8. TERMINATION 8.1 The County may terminate the Contract in whole or in part whenever the County determines, in its sole discretion, that such termination is in the best interests of the County. The County may terminate the Contract upon giving the Contractor 10-days’ written notice. In that event, the County will pay the Contractor for all costs incurred by the Contractor in performing the Contract up to the date of such notice, subject to the other provisions of the Contract. 8.2 If funding for the underlying project or matter is withdrawn, reduced or limited in any way after the Contract is signed or becomes effective, the County may summarily terminate the Contract notwithstanding any other termination provision in the Contract. Termination under this provision will be effective upon the date specified in the written notice of termination sent by the County to the Contractor. No costs incurred after the effective date of termination will be paid. 8.3 If the Contractor breaches any of its obligations under the Contract, and fails to cure the breach within 10 days of written notice to do so by the County, the County may terminate the Contract. In that event, the County will pay the Contractor only for the costs of services accepted by the County. Upon such termination, the County, at its discretion, may obtain performance of the work elsewhere, and the Contractor will bear all costs and expenses incurred by the County in completing the work and all damages sustained by the County by reason of the Contractor’s breach. SECTION 9. ASSIGNMENT, DELEGATION AND SUBCONTRACTING 9.1 The Contractor will perform under the Contract using only its bona fide employees or agents, and the obligations and duties of the Contractor under the Contract will not be assigned, delegated or subcontracted to any other person or firm without the prior express written consent of the County. 9.2 If permitted to use subcontractors, the Contractor is responsible for subcontractor compliance with applicable terms and conditions of this Contract and all applicable laws. 9.3 The Contractor warrants that it has not paid, nor has it agreed to pay, any company, person, partnership or firm, other than a bona fide employee working exclusively for the Contractor, any fee, commission percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of the Contract. SECTION 10. INDEPENDENT CONTRACTOR 10.1 The Contractor’s services will be furnished by the Contractor as an independent contractor and not as an employee, agent or servant of the County. The Contractor will perform the services in strict accordance with the provisions of the Contract, but will be free from control or direction over the performance of the services. 10.2 At least one of the following applies: (a) the services to be provided are outside the usual course of business for which the services are performed; (b) the services to be provided will be performed outside all of the places of business of the Contractor; or (c) the Contractor is responsible for the costs of the principal place of business from which the services will be performed. 10.3 The Contractor warrants that it either: (a) is customarily engaged in an independently established trade, occupation, profession or business of the same nature as that involved in the Contract; or (b) has a principal place of business for the business it is conducting that is eligible for a business deduction for federal income tax purposes. 10.4 The Contractor acknowledges or warrants that it: (a) is responsible for filing at the next applicable filing period a schedule of expenses with the Internal Revenue Service for the type of business the Contractor is conducting; (b) has established an account with the State of Washington Department of Revenue and any other applicable state agencies for the business the Contractor is conducting for the payment of all state taxes normally paid by employers and businesses; and (c) has registered for and received a unified business identifier number from the State of Washington. 10.5 The Contractor warrants that it maintains a separate set of books or records that reflect all items of income and expenses of the business that the Contractor is conducting. 10.6 The Contractor acknowledges that the entire compensation for the Contract is set forth in the compensation provisions of the Contract and that the Contractor is not entitled to any County benefits, including, but not limited to: vacation pay; holiday pay; sick leave pay; medical, dental or other insurance benefits; fringe benefits; or any other rights or privileges afforded to County employees or agents. 10.7 In the event that any of the Contractor’s employees, agents, servants or subcontractors, carry on activities or conduct themselves in any manner which may either jeopardize the funding of this Contract or indicates that they are unfit to provide those services as set forth within, the Contractor shall be responsible for taking adequate measure to prevent said employee, agent or servant from performing or providing any such services. 10.8 The Contractor will hold harmless, indemnify and defend the County, its officers, officials, employees and agents from and against any loss or expense, including, but not limited to, settlements, judgments, set-offs, attorneys’ fees or costs, incurred or suffered by reason of claims or demands arising in connection with the provisions of this Section. SECTION 11. COMPLIANCE WITH LAWS 11.1 The Contractor, its employees, assignees, delegates or subcontractors will not discriminate against any person in performance of any of its obligations under the Contract on the basis of race, color, creed, religion, national origin, age, sex, sexual orientation, marital status, veteran status or the presence of disability. 11.2 The Contractor, its employees, assignees, delegates and subcontractors will comply with all applicable provisions of the Americans With Disabilities Act and all regulations interpreting and enforcing such act. 11.3 The Contractor and its subcontractors, employees, agents, assignees and representatives will comply with all applicable federal, state and local laws, rules and regulations in their performance under the Contract. 11.4 Religious Activities. If the Contractor is a faith-based or religious organization, it retains its independence and may continue to carry out its mission, including the definition, development, practice, and expression of its religious beliefs. Such a Contractor, however, may not use any funding provided under this Agreement to support or engage in any explicitly religious activities, including activities that involve overt religious content such as worship, religious instruction, or proselytization, nor may such a Contractor condition the provision of services provided pursuant to this Agreement upon a participant’s engaging in any such explicitly religious activities. SECTION 12. DOCUMENTATION AND OWNERSHIP OF MATERIALS 12.1 The Contractor will maintain readily accessible records and documents sufficient to provide an audit trail needed by the County to identify the receipt and expenditure of funds under this Contract, and to keep on record all source documents, such as time and payroll records, mileage reports, supplies and material receipts, purchased equipment receipts, and other receipts for goods and services. 12.2 The Contractor will maintain property record cards and property identification tabs as may be directed by County codes and changes thereto. This applies only to property purchased from funds under this Contract specifically designated for such purposes. Ownership of equipment purchased with funds under this Contract so designated for purchase shall rest in the County and such equipment shall be so identified. 12.3 The Contractor will provide a detailed record of all sources of income for any programs it operates pursuant to this Contract, including state grants, fees, donations, federal funds and other funds outlined in this Contract, or any amendments or modifications to this Contract. Expenditure of all funds payable under this Contract must be in accordance with the attached Statement of Work. 12.4 All reports, drawings, plans, specifications, all forms of electronic media, and data and documents produced in the performance of the work under the Contract will be “works for hire” as defined by the U.S. Copyright Act of 1976 and will be owned by the County. Ownership includes the right to copyright, patent, and register, and the ability to transfer these rights. 12.5 All property and patent rights, including publication rights, and other documentation, including, machine-readable media, produced by the Contractor in connection with the work provided for under this Contract shall vest in the County and such materials will be provided to the County upon request. 12.6 An electronic copy of all word processing documents will be submitted to the County upon request or at the end of the job using the word processing program and version specified by the County. SECTION 13. PATENT/COPYRIGHT INFRINGEMENT The Contractor will hold harmless, indemnify and defend the County, its officers, officials, employees and agents, from and against any claimed action, cause or demand brought against the County, where such action is based on the claim that information supplied by the Contractor or subcontractor infringes any patent or copyright. The Contractor will be notified promptly in writing by the County of any notice of such claim. SECTION 14. DISPUTES Differences, disputes and disagreements between the Contractor and the County arising under or out of the Contract will be brought to the attention of the County at the earliest possible time so that the matter may be settled or other appropriate action promptly taken. Any dispute relating to the quality or acceptability of performance or compensation due the Contractor will be decided by the County’s contract representative or designee. All rulings, orders, instructions and decisions of the County’s contract representative will be final and conclusive. SECTION 15. CONFIDENTIALITY The Contractor, its employees, subcontractors and their employees will maintain the confidentiality of all information provided by the County or acquired by the Contractor in performance of the Contract, except upon the prior express written consent of the County or an order entered by a court of competent jurisdiction. The Contractor will promptly give the County written notice of any judicial proceeding seeking disclosure of such information. SECTION 16. CHOICE OF LAW, JURISDICTION AND VENUE 16.1 The Contract will be construed as having been made and delivered within the State of Washington, and it is agreed by each party that the Contract will be governed by the laws of the State of Washington, both as to its interpretation and performance. 16.2 Any action at law, suit in equity or other judicial proceeding arising under or out of the Contract may be instituted and maintained only in a court of competent jurisdiction in Kitsap County, Washington. 16.3 If the Contractor is a federally recognized Indian tribe, the following provision applies: Each party hereby grants a limited waiver of sovereign immunity to suit solely with respect to claims made against it by the other party relating to, or arising under, this Contract. Each party hereby voluntarily consents to the personal jurisdiction of the Superior Court of the State of Washington, County of Kitsap, solely for this purpose. SECTION 17. MISCELLANEOUS 17.1 Authority.The Contractor certifies that it has the legal authority to apply for the funds covered under this Contract. 17.2 No Waiver.The parties agree that the excuse or forgiveness of performance, or waiver of any provisions of the Contract, does not constitute a waiver of such provision or future performance, or prejudice the right of the waiving party to enforce any of the provisions of the Contract at a later time. 17.3 Remedies.All remedies provided for in this Contract will be construed as cumulative and will be in addition to any other remedies provided by law. 17.4 Tax Payments.The Contractor will pay all applicable federal, state and local taxes, fees (including licensing fees) and other amounts. 17.5 Conflict of Interest.The Contractor will avoid organizational conflicts of interest or the appearance of a conflict of interest in disbursing contract funds for any purpose and in the conduct of procurement activities. The Contractor will ensure that its subcontractors, employees, agents or representatives avoid conflicts of interest or the appearance of a conflict of interest in disbursing contract funds for any purpose and in the conduct of procurement activities. 17.6 Personnel Removal.The Contractor agrees to remove immediately any of its subcontractors, employees, agents or representative from assignment to perform services under the Contract upon receipt of a written request to do so from the County’s contract representative or designee. 17.7 Records Inspection and Retention.The County may, at reasonable times, inspect the books and records of the Contractor relating to the performance of the Contract. The Contractor will retain for audit purposes all Contract-related records for at least six (6) years after termination of the Contract. 17.8 Publication.The Contractor will not publish any results of the works performed under this Contract without the advance written permission of the County. 17.9 County Review. The County may, at reasonable times, review and monitor the financial and service components of the program as established by the Contractor by whatever means are deemed expedient by the Board of County Commissioners, or its respective delegates. Such review may include, but is not limited to, with reasonable notice, on-site inspection by County agents or employees, and the inspection of all records or other materials which the County deems pertinent to the Contract and its performance, except those deemed confidential by law. 17.10 Successors and Assigns.The County, to the extent permitted by law, and the Contractor each bind themselves, their partners, successors, executors, administrators and assigns to the other party to the Contract and to the partners, successors, administrators and assigns of such other party in respect to all covenants to the Contract. 17.11 Severability.If a court of competent jurisdiction holds any provision of the Contract to be illegal, invalid or unenforceable, in whole or in part, the validity of the remaining provisions will not be affected and the parties’ rights and obligations will be construed and enforced as if the Contract did not contain the particular provision held to be invalid. If any provision of the Contract conflicts with any statutory provision of the State of Washington, the provision will be deemed inoperative to the extent of the conflict or modified to conform to statutory requirements. 17.12 Suspension, Debarment, and Lobbying.The Contractor shall certify, on a separate form (Attachment D), that it is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency. Also, the Contractor, on a separate form (Attachment E), will certify that it does not use Federal funds for lobbying purposes. Both forms are attached to this Contract. 17.13 Attachments.The parties acknowledge that the following attachments, which are attached to this Contract, are expressly incorporated by this reference: Attachment A –Special Terms and Conditions Attachment B –Statement of Work Attachment C –Budget Summary/Estimated Expenditures Attachment D –Certification Regarding Debarment, Suspension, and Other Responsibility Matters Attachment E –Certification Regarding Lobbying In the event of an inconsistency between these General Terms and Conditions and the attachments, precedence shall be given in the following order: (1) General Terms and Conditions; (2) Special Terms and Conditions; (3) Statement of Work; (4) Budget Summary/Estimated Expenditures. 17.14 Whole Agreement. The parties acknowledge that the Contract is the compete expression of their agreement regarding the subject matter of the Contract. Any oral or written representations or understandings not incorporated in the Contract are specifically excluded. 17.15 Notices.Any notice will be effective if personally served upon the other party or if mailed by registered or certified mail, return receipt requested, to the addresses set out in the contract representatives provision of the Contract. Notice may also be given by facsimile with the original to follow by regular mail. Notice will be deemed to be given three days following the date of mailing, or immediately if personally served. For service by facsimile, service will be effective at the beginning of the next working day. 18 SECTION 16. PREVAILING WAGE Contractor shall comply with the prevailing wage requirements identified in Attachment F, which is incorporated in full by this reference. This contract is effective __________. Dated this ___ day of ________, 202. Dated this ___ day of _________, 202. CONTRACTOR KITSAP COUNTY BOARD OF COMMISSIONERS __________________________________________________________________ Chair ___________________________________ Commissioner ___________________________________ Commissioner ATTEST: ___________________________________ Dana Daniels, Clerk of the Board Approved as to form by the Prosecuting Attorney's Office PREVAILING WAGE Effective January 1, 2020, contractors must file weekly certified payroll reports for all prevailing wage jobs (regardless of project amount) and submit them directly to L&I. General Contractor shall comply with the prevailing wage requirements of chapter 39.12 RCW and WAC 296-127, specifically including RCW 39.12.020 and WAC 296-127-023 (Building Service Maintenance), if applicable. Contractor shall pay not less than the prevailing rate of per diem wages to its employees and shall provide documentation to the County of its compliance with prevailing wage laws and regulations. A copy of such prevailing rates of wage statement shall be posted by the Contractor in a location readily visible to workers at the job site or as provided in RCW 39.12.020 Over $2,500 For contracts greater than $2,500, a “Statement of Intent to Pay Prevailing Wages: (hereinafter “Statement of Intent”) must be submitted to and approved by the State Department of Labor and Industries prior to beginning work by the Contractor. If the Contract is more than $10,000, the Statement of Intent shall include the Contractor's registration number, the prevailing wage for each classification of workers, and an estimate of the number of workers in each classification. An “Affidavit of Wages Paid” must be submitted to and approved by the State Department of Labor and Industries by the Contractor prior to release of the retained percentage. Copies of these documents shall be provided to the County prior to any payment being made to the Contractor. The fee for each of these documents shall be paid by the Contractor. $2,500 or Less For contracts $2,500 or less, the Contractor may submit the Statement of Intent to the County directly without the approval by the Washington State Department of Labor & Industries. Upon final acceptance of the work, the Contractor will submit an “Affidavit of Wages Paid” to the County. Statement of Intent The Statement of Intent and Affidavit of Wages Paid must be submitted on forms approved by the Department of Labor and Industries. A77$&+0(17 K AGENDA BILL CITY OF BREMERTON CITY COUNCIL SUBJECT: Study Session Date: July 13, 2022 Public Works Agreement with Intermountain Slurry Seal, Inc. for 2022–2024 Unit Priced Contract for the Preservation of City Streets by Chip Seal and/or Slurry Seal Project COUNCIL MEETING Date: July 20, 2022 Department: Public Works & Utilities Presenter: Dave Carter Phone: (360) 473-5333 SUMMARY: The City annually programs pavement preservation using Chip Seal and/or Slurry Seal in the Transportation Capital Fund. This work has historically been bid each year; however, for 2022 we have prepared a Unit Priced Contract that follows RCW 35.22.620. The intent of this approach is to reduce the administrative work associated with contracting. Using this approach, we will award a three-year contract that establishes the unit price of each of the materials to be incorporated into the work and will execute annual task orders, that define the roadways to be preserved. The roads to be maintained in 2022 are generally located within West Bremerton as shown in the attached figure. The project was competitively bid, and 2 bids were received. Intermountain Slurry Seal, Inc. was the lowest responsive responsible bidder at $1,684,520.34. ATTACHMENTS: 1) 2022-2024 Chip Seal and Slurry Seal Unit Priced Contract; 2) Bid Tab; 3) Intermountain Bid Proposal; 4) Site Plan FISCAL IMPACTS (Include Budgeted Amount): This project is included in the Transportation Capital Projects Fund with a budget of $650,000. STUDY SESSION AGENDA: ☐ Limited Presentation ☐ Full Presentation STUDY SESSION ACTION: ☐ Consent Agenda ☐ General Business ☐ Public Hearing RECOMMENDED MOTION: Move to approve the project titled “3-year Unit Priced Contract for the preservation of city streets by Chip Seal and/or Slurry Seal” in the amount not to exceed $1,684,520.34, including sales tax; and authorize the Mayor to finalize and execute the contract with substantially the same terms and conditions presented. COUNCIL ACTION: Approve Deny Table Continue No Action Form Updated 11/09/2021 B2 Pulled AGENDA BILL CITY OF BREMERTON CITY COUNCIL SUBJECT: Study Session Date: July 13, 2022 Professional Services Agreement with Helix Design Group, Inc. for the Equipment Services Building Tenant Improvements Project COUNCIL MEETING Date: July 20, 2022 Department: PW & Utilities Presenter: Chris Mottner Phone: (360) 473-2316 SUMMARY: The Professional Services Agreement with Helix Design Group, Inc. is for design of office and space remodel for the Equipment Services Division Building, at 104 Oyster Bay Avenue N. This is to improve the common crew areas and the automotive parts storage on the main floor and add mezzanine space above. This design will upgrade building systems and functions and will provide a staff lunchroom and training space as well as correct material storage issues identified from recent inventory and building audits. The plan is to complete the design this summer and advertise for construction this fall. ATTACHMENTS: 1. Professional Services Agreement 2. Helix Design Group, Inc. fee proposal FISCAL IMPACTS (Include Budgeted Amount): The project is included in the Water Capital budget; the estimated cost is $175,000. STUDY SESSION AGENDA: ☒ Limited Presentation ☐ Full Presentation STUDY SESSION ACTION: ☐ Consent Agenda ☐ General Business ☐ Public Hearing RECOMMENDED MOTION: Move to approve the Professional Services Agreement with Helix Design Group, Inc. for the equipment services – interior remodel/material storage project in the amount not to exceed $50,000.00, including sales tax; and authorize the Mayor to finalize and execute the agreement with substantially the same terms and conditions presented. COUNCIL ACTION: Approve Deny Table Continue No Action Form Updated 11/09/2021 B3 Page 1 of 7 Bremerton/Helix Design Group ESD Building TI Project Rev. 06/2020 PROFESSIONAL SERVICES AGREEMENT Equipment Services Building Tenant Improvements Project The City of Bremerton (“City”) and Helix Design Group, Inc. (“Consultant”), referred to collectively as the “Parties,” enter into the following Agreement for professional services: I. Scope: The Consultant agrees to perform the services more specifically described in the Scope of Work, dated April 23, 2022, including any attachments thereto incorporated by reference herein. The Scope of Work may be modified only pursuant to Section VII.H of this Agreement. If the Scope of Work provides for unspecified additional services such services shall only be performed upon the express written request of the City. Consultant further represents that the services furnished under this Agreement will be performed in accordance with generally accepted professional practices in effect at the time such services are performed. II. Term: The City and the Consultant agree that work will begin on the tasks described in the scope of work immediately upon execution of this Agreement. Design and Permit Submittal completion to be within 120 days from date of City’s Notice to Proceed. III. Compensation: In consideration of the services provided pursuant to this Agreement, the City shall pay Consultant in an amount not to exceed $50,000.00. Consultant’s charges and bills shall conform to the fee schedule attached hereto and incorporated herein by this reference. The Consultant shall submit regular billing statements detailing work performed and amount charged on each task or portion thereof. The descriptions shall conform to and fall within the categories set out in the Scope of Work and/or Fee Schedule. Upon receipt of a conforming billing statement, the City shall promptly process payment. PROVIDED, HOWEVER, the City reserves the right to prioritize scoped work and accelerate and/or delay work tasks under the time frame set forth in Section II herein. Consultant shall not perform work beyond the Scope of Work, nor shall be compensated for such work, unless the Scope of Work or amount of compensation is modified pursuant to this Agreement. Consultant shall only be compensated for additional services if requested pursuant to Section I and, if not otherwise provided, such compensation shall be in accordance with the attachments. If a billing statement does not conform to this Agreement, the City may withhold payment until the statement is brought into compliance. Such withholding does not relieve Consultant of its obligations under this Agreement. IV. Relationship of Parties: Consultant represents that it is skilled in the matters addressed in the Scope of Work and is performing independent functions and responsibilities within its field of expertise. Consultant and its personnel are independent Consultants and not employees of the City. Consultant and its personnel have no authority to bind the City or to control the City’s employees and other Consultants. None of the benefits provided by the City to its employees, including, but not limited to, compensation, insurance, and unemployment insurance are available Page 2 of 7 Bremerton/Helix Design Group ESD Building TI Project Rev. 06/2020 from the City to the employees, agents, representatives, or sub-consultants of the Consultant. Consultant will be solely and entirely responsible for its acts and for the acts of Consultant's agents, employees, representatives and sub-consultants during the performance of this Agreement. The City may, during the term of this Agreement, engage other independent Consultants to perform the same or similar work. As an independent Consultant, Consultant is responsible for its own management. The City’s administration and enforcement of this Agreement shall not be deemed an exercise of managerial control over Consultant or its personnel. As an independent Consultant, Consultant is responsible for payment of all taxes and licensing fees necessary to perform its obligations under this Agreement. These taxes and fees include but are not limited to State industrial insurance, Business & Occupation, State professional licensing, and City business licensing. If any taxes or fees due the City have been declared delinquent, the City may withhold the delinquent amount, plus any additional charges arising from the delinquency, from any payments due Consultant. V. Indemnification: A. Consultant shall defend, indemnify and hold the City, its officers, officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and attorney fees, arising out of or in connection with the performance of this Agreement except for that portion of the injuries and damages caused by the City’s sole negligence, unless Consultant is conducting work pursuant to Subsection B below. The City's review or acceptance of any of the work when completed shall not be grounds to avoid any of these covenants of indemnification. B. Architects, Engineers and Any Other Professional Listed In and Performing Services Defined in RCW 4.24.115. Should a court of competent jurisdiction determine that Consultant’s services provided pursuant to this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees, agents and volunteers, the Consultant's liability hereunder shall be only to the extent of the Consultant's negligence. IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE CONSULTANT'S WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY FOR THE PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER. The provisions of this section shall survive the expiration or termination of this Agreement. Page 3 of 7 Bremerton/Helix Design Group ESD Building TI Project Rev. 06/2020 VI. Insurance: The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, employees, sub-consultants or sub-contractors. Before beginning work on the project described in this Agreement, the Consultant shall provide a Certificate of Insurance evidencing: 1. Automobile Liability insurance with limits no less than $1,000,000 combined single limit per accident for bodily injury and property damage; and 2. Commercial General Liability insurance written on an occurrence basis with limits no less than $1,000,000 combined single limit per occurrence and general aggregate for personal injury, bodily injury and property damage. Coverage shall include but not be limited to: blanket contractual; products/completed operations/broad form property damage; explosion, collapse and underground (XCU) if applicable; and 3. Excess Liability insurance with limits not less than $1,000,000 limit per occurrence and aggregate; and 4. Professional Liability insurance with limits no less than $1,000,000 limit per occurrence/claim; and 5. Workers Compensation insurance as statutorily required by the Industrial Insurance Act of the State of Washington, Title 51, Revised Code of Washington and employer's liability with limits not less than $1,000,000. Any payment of deductible or self-insured retention shall be the sole responsibility of the Consultant. All required policies shall be provided on an “occurrence” basis except professional liability insurance (if required), which may be provided on a “claims-made” basis. The City shall be named as an additional insured on the Commercial General Liability insurance policy, as respects work performed by or on behalf of the Consultant and a copy of an endorsement that is acceptable to the City, which names the City as an additional insured shall be attached to the Certificate of Insurance. The City reserves the right to receive a certified copy of all the required insurance policies and endorsements. The City further reserves the right to reject any unacceptable policies and/or endorsements. The Consultant's Commercial General Liability insurance shall contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer's liability. The Consultant's insurance shall be primary and non-contributory insurance as respects the City and shall contain a waiver of subrogation against the City for claims arising out of a ny operations, liabilities and obligations to which coverage applies. It shall be an affirmative obligation upon Consultant to advise the City’s Risk Manager by fax at (360) 473-5161, or by certified mail, return receipt requested to City of Bremerton, Attn: Risk Management, 345 6th Page 4 of 7 Bremerton/Helix Design Group ESD Building TI Project Rev. 06/2020 Street, Suite 100, Bremerton, WA 98337 within two days of the cancellation, suspension or substantive change of any insurance policy set out herein, and failure to do so shall be construed to be a breach of this Agreement. The City also reserves its unqualified right to require at any time and for any reason, proof of coverage in the form of a duplicate of the insurance policy with all endorsements as evidence of coverage. In the event that the Consultant employs other consultants or contractors (sub-consultants or sub-contractors) as part of the work covered by this Agreement, it shall be the Consultant’s responsibility to require and confirm that each sub-consultant or sub-contractor meets the minimum insurance requirements specified above. The Consultant shall, upon demand of the City, deliver to the City copies of such policy or policies of insurance and the receipts for payment of premiums thereon. VII. General Conditions: A. Reports and Information: When requested by the City, Consultant shall furnish periodic reports and documents on matters covered by this Agreement. The reports and documents shall be furnished in the time and form requested. Consultant shall maintain accounting records in accordance with Generally Accepted Accounting Principles (“GAAP”) to substantiate all billed amounts. B. Ownership and Use of Records and Documents: Original documents, drawings, designs and reports, including those in electronic format, developed under this Agreement are the property of the City. All written information submitted by the City to the Consultant in connection with the services performed by the Consultant under this Agreement will be safeguarded by the Consultant to at least the same extent as the Consultant safegu ards like information relating to its own business. If such information is publicly available or is already in Consultant's possession or known to it, or is rightfully obtained by the Consultant from third parties, Consultant shall bear no responsibility for its disclosure, inadvertent or otherwise. All data, documents and files created by Consultant under this Agreement may be stored at Consultant's office in Tacoma, Washington. Consultant shall make such data, documents, and files available to the City upon its request at all reasonable times for the purpose of editing, modifying and updating as necessary until such time as the City is capable of storing such information in the City's offices. Duplicate copies of this information shall be provided to the City upon its request, and at reasonable cost. All documents, including all reports, drawings, specifications, computer software or other items prepared or furnished by Consultant pursuant to this Agreement, are instruments of service with respect to the project and are the property of the City. Any reuse by the City for other than the specific purpose intended will be at City’s sole risk. C. Use of Photographs and Images. Consultant shall not use or distribute photographs or images depicting City officials, personnel, property, or equipment whether prepared by Page 5 of 7 Bremerton/Helix Design Group ESD Building TI Project Rev. 06/2020 Consultant or provided by City without prior written consent of the City. The City will not unreasonably withhold its consent. D. Work Performed at Consultant's Risk: Consultant shall take all precautions necessary and shall be responsible for the safety of its employees, agents, and sub -consultants in the performance of the work hereunder and shall utilize all protection necessary for that purpose. All work shall be done at Consultant's own risk, and Consultant shall be responsible for any loss of or damage to materials, tools, or other articles used or held for use in connection with the work. E. Place of Work: The Consultant shall perform the work authorized under this Agreement at its offices in Tacoma, Washington. Meetings with the City staff as described in Exhibit A, Scope of Work, shall take place at the City's offices, or at locations mutually agreed upon by the parties. F. Entire Agreement: This Agreement and its Exhibits constitutes the entire agreement between the Parties, and the Parties acknowledge that there are no other agreements, written or oral, that have not been set forth in the text of this Agreement. G. Severability: Should any part of this Agreement be found void, the balance of the Agreement shall remain in full force and effect. H. Modification: This Agreement may only be modified by written instrument signed by both Parties. I. Written Notices: All communications regarding this Agreement shall be sent to the parties at the addresses listed below by registered or 1st class mail, or by personal service, and shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement or such other address as may be hereafter specified in writing. Notices to be sent to: Notices to be sent to: CITY: CONSULTANT: Attn: Chris Mottner Attn: Lowell Cate City of Bremerton Helix Design Group, Inc. 345 6th Street, Suite 100 6021-12th Street E. Suite 201 Bremerton, WA 98337-1891 Tacoma, WA 98424-1308 J. Waiver: Failure to enforce any provision of this Agreement shall not be deemed a waiver of that provision. Waiver of any right or power arising out of this Agreement shall not be deemed waiver of any other right or power. K. Non-Waiver of Breach: The failure of the City to insist upon strict performance of any of the covenants and agreements contained herein, or to exercise any option herein conferred in one or more instances shall not be construed to be a waiver or relinquishment of said covenants, agreements or options, and the same shall be and remain in full force and effect. Page 6 of 7 Bremerton/Helix Design Group ESD Building TI Project Rev. 06/2020 L. Compliance with Laws: Consultant shall comply with all applicable Federal, State, and local laws in performing its obligations under this Agreement. M. Choice of Law and Venue: This Agreement shall be interpreted according to the laws of the State of Washington. Any judicial action to resolve disputes arising out of this Agreement shall be brought in Kitsap County Superior Court. N. Attorneys’ Fees: In the event of litigation to enforce any of the terms or provisions herein, each party shall pay all its own costs and attorney’s fees. O. Assignment: Any assignment of this agreement by the Contractor without the written consent of the City shall be void. VIII. Equal Employment Opportunity Statement: In the hiring of employees for the performance of work under this Agreement, the Consultant, its subcontractors, or any person acting on behalf of Consultant shall not discriminate in any employment practice on the basis of age (40+), sex, race, creed, color, national origin, sexual orientation/gender identity, marital status, military status, or the presence of any physical, mental or sensory disability. IX. ADA Statement: The City of Bremerton does not discriminate on the basis of disability in programs and activities, which it operates pursuant to the requirements of the Americans with Disabilities Act of 1990, and ADA Amendments Act. This policy extends to both employment and admission to participation in the programs, services and activities of the City of Bremerton. Reasonable accommodation for employees or applicants for employment will be provided. X. Termination: This Agreement shall remain in force until completion and acceptance of the services, terminated by written instrument upon mutual consent, or by the City of Bremerton for convenience. This Agreement may be immediately terminated for cause by a Party if the other Party substantially fails to perform through no fault of the terminating Party, and the non- performing Party does not commence correction of the failure of performance within thirty (30) days of the terminating Party’s sending notice to the non-performing Party. Any Notice by Consultant shall include a report showing the status of all items listed in the Scope of Work current through the termination date. If the City receives reimbursement by any federal, state, or other source for work described in Section I herein, and that funding is withdrawn, reduced or limited in any way, or the project is cancelled or substantially reduced after the execution date of this Agreement and prior to the completion of the work, the City may summarily terminate this Agreement. A. Excusable Delays: The right of Consultant to proceed shall not be terminated nor shall Consultant be charged with liquidated damages for any delays in the completion of the work due to: 1) any acts of the federal government in controlling, restricting, or requisitioning materials, equipment, tools, or labor by reason of war, national defense, or other national emergency; 2) any acts of the City, its consultants, or other public agencies causing such delay; and 3) causes not Page 7 of 7 Bremerton/Helix Design Group ESD Building TI Project Rev. 06/2020 reasonably foreseeable by the parties at the time of the execution of the Agreement that are beyond the control and without the fault or negligence of the Consultant, including, but not restricted to, acts of God, fires, floods, strikes, or weather of unusual severity. PROVIDED, HOWEVER, that the Consultant must promptly notify the City within ten (10) calendar days in writing of the cause of the delay. If, on the basis of the facts and the terms of this Agreement, the delay is properly excusable, the City shall, in writing, extend the time for completing the work for a period of time commensurate with the period of excusable delay. B. Rights Upon Termination: In the event of termination, the City shall pay for all services performed by the Consultant to the effective date of termination, as described on a final invoice submitted to the City. After termination, the City may take possession of all records and data within the Consultant's possession pertaining to this project which may be used by the City without restriction. Any such use not related to the project which Consultant was contracted to perform shall be without liability or legal exposure to the Consultant. XI. Suspension & Debarment. For contracts involving Federal funding, Consultant hereby certifies, by signing this agreement, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. Consultant shall provide immediate written notice to the City if at any time it learns that it is or has become ineligible for certification. Should Consultant enter into a covered transaction with another firm, Consultant agrees by signing this agreement that it will verify that the firm with whom it intends to do business is not debarred, suspended, ineligible, excluded or disqualified. IN WITNESS WHEREOF, the parties below have executed this Agreement. CITY: CONSULTANT: CITY OF BREMERTON Helix Design Group, Inc. By: By: Print Name: Print Name: Its: Its: Date: Date: APPROVED AS TO FORM: ATTEST: By: By: Kylie Finnell, Bremerton City Attorney Angela Hoover, City Clerk R:\Legal\Legal\Forms\FORMS ON COBWEB\Professional Services Agreement Rev. 06 2020.docx O:\03-Fee Proposals-Contracts\2022\033-22 ESD Bldg. TI\02-Fee Proposals\Working\A2_ESD Building TI Fee Proposal (Revised).docx April 23, 2022 Chris Mottner Inventory/Facilities Supervisor City of Bremerton 100 Oyster Bay Ave. N. Bremerton, WA 98312 RE: ESD Building Tenant Improvements; City of Bremerton Public Works (Revised) Dear Mr. Mottner: Thank you very much for inviting us to propose our services for the referenced project. The opportunity to work with you again is sincerely appreciated, and we look forward to a successful and interesting assignment. Per our correspondence we have reviewed our proposal and found that by revising a few assumptions, such as eliminating a formal specification in favor of notes and tables on the drawings, that we are able to reduce the proposal by approximately 10%. We are pleased to submit the following revised proposal for your consideration. I. SCOPE OF WORK The project area in the ESD Building is shown in the attached sketch. Specific project components include: Architecture & Structural Engineering: • Remove overhead counter roll up door and infill fire rated wall. • Remove 8’ -8” high wall if not able to structurally support mezzanine extension, install new wall as required for mezzanine support. • Remove office window, infill and paint. • Remove existing metal stair, install new wood stair to mezzanine. • Demo exterior opening for new window install at kitchen to align with window above. • Install new 42”, 1-1/2 hr. fire rated door. • Salvage all casework to Owner. • Relocation of fixtures by Owner. • New casework in breakroom to match building standards, appliances and accessories by Owner. • Flooring to be existing concrete, kitchenette area to be LVT, mezzanine to be plywood. • Extend mezzanine, install new 2x4 guard rails. • Wall finishes: paint, rubber base, match building standards. • Furr out breakroom exterior wall. Mechanical/Electrical/Plumbing Engineering: • Relocate the existing mechanical ducts 14’ +/- over and extend the ducts and add (2) elbows. Adjust mechanical equipment as needed for new configuration. • Relocate/adjust height of light fixtures, to accommodate new mezzanine/mechanical duct location. • Add cardkey reader to secured door. • New sink at kitchenette, waterlines coming overhead from toilet rooms, run waste line to exterior sidewalk area. • New space to be sprinklered. • Horizontal outlets to support kitchen equipment/appliances. • Review existing cooling capacity for new break area, add if needed. • Additional tasks T.B.D. We do have some drawings of the building from a previous assignment, but as-built conditions will have to be verified. II. PROPOSED PROJECT TEAM We propose the following consultant team for your project (individual proposals attached, as indicated): Helix Design Group, Inc. Tacoma, WA Prime Consultant. Architecture and Project Management. Attachment ‘A’ Hultz/BHU Engineers, Inc. Tacoma, WA Mechanical, Electrical and Plumbing (M/E/P) Engineering. Attachment ‘B’ PCS Structural Solutions, Inc. Tacoma, WA Structural Engineering. Attachment ‘C’ Bill Acker Consulting Services Gig Harbor, WA Cost Estimating. Attachment ‘D’ III. TASKS AND FEES The following proposal will quote fees for the Design Phase, while subsequent phases (Permitting, Bidding and Construction Support) will be quoted as “hourly”, pending City’s decision on required level of support from the consultant team. A. DESIGN 1. Architecture Please see Attachment ‘A’. FEE: $26,340 2. M/E/P Engineering Please see Attachment ‘B’. FEE: $ 7,700 Hultz/BHU: $7,000 Helix Mark-up @ 10%: 700 3. Structural Engineering Please see Attachment ‘C’. FEE: $ 6,050 PCS: $5,500 Helix Mark-up @ 10%: 550 4. Cost Estimating Please see Attachment ‘D’. FEE: $ 4,290 Bill Acker: $3,900 Helix Mark-up @ 10%: 390 SUB-TOTAL, LABOR: $44,380 5. Reimbursable Expenses Reimbursable expenses (eg. prints, copies, postage, etc.) will be invoiced at cost +10%; personal auto mileage at $0.585/mile. Reimbursable expenses are additional to quoted fees. Allowance: $ 660 TOTAL, DESIGN PHASE: $45,040 B. PERMITTING We will have discussions with the City of Bremerton; prepare and submit building permit applications; respond to questions; and follow up through the permitting process for building permit. FEE: Hourly C. BIDDING Services during bidding may include, but not necessarily be limited to the following: • Bidding solicitation support, clarifications, and review. • Review and respond to substitution requests and questions. FEE: Hourly D. CONSTRUCTION SUPPORT Services during construction may include, but not necessarily be limited to the following: • Visit site at appropriate intervals to verify that construction meets the design intent, and attend construction meetings. • Respond to construction questions, RFI’s, etc. • Review submittals and shop drawings. • Review and respond to change order requests. • Prepare punch lists at substantial and final completion stages. • Prepare as-built drawings based on contractor mark-ups. FEE: Hourly IV. ASSUMPTIONS Our proposal has been based on the following assumptions: 1. Actual fees have been proposed for the Design Phase only. Support during the Permitting, Bidding and Construction Phase have been shown as “hourly”, pending City determination of the level of support required. 2. Hourly services will be provided per attached rates. 3. Specifications will be included as notes on the drawings, “front end” and documentation will be provided by the City. 4. It is assumed that no new HVAC equipment will be required. We hope this proposal is acceptable. If you have any questions, please let us know. Thank you! Sincerely yours, HELIX DESIGN GROUP, INC. Lowell Cate Principal Attachments AGENDA BILL CITY OF BREMERTON CITY COUNCIL SUBJECT: Study Session Date: July 13, 2022 Purchase of 2022 Replacement Vehicles (Order No. 3) COUNCIL MEETING Date: July 20, 2022 Department: PW & U Presenter: Chris Mottner Phone: (360) 473-2316 SUMMARY: The approved 2022 budget includes replacement and purchase of twenty one vehicles. Order No 1 included thirteen vehicles and was approved by Council on December 1, 2021. Order No 2 included three vehicles and was approved by Council on March 16, 2022. This Order No. 3 includes three vehicles – similar to the other orders the vehicles will be purchased using the Washington State DES Procurement Contract #05916. At this time, only these three vehicles are available from the original 2022 Vehicle Replacement Listing. The remaining two vehicles will be purchased in late 2022, when those vehicles are available for purchase by the Washington State DES Procurement Contract. ATTACHMENTS: 1) Justification; 2) Vehicle Purchase Summary; 3) Quotes FISCAL IMPACTS (Include Budgeted Amount): All vehicles identified on the 2022 vehicle purchase list are budgeted in ERR. STUDY SESSION AGENDA: ☐ Limited Presentation ☐ Full Presentation STUDY SESSION ACTION: ☐ Consent Agenda ☐ General Business ☐ Public Hearing RECOMMENDED MOTION: Move to approve the 2022 vehicle purchase order as presented in the summary in the amount of $248,151.49, including Washington State Sales Tax. COUNCIL ACTION: Approve Deny Table Continue No Action Form Updated 11/09/2021 B4 Working for and with our residents to establish Bremerton as Puget Sound’s most beautiful and livable waterfront city ! Public Works and Utilities Department 100 Oyster Bay Ave. N. • Bremerton, WA 98312 • (360) 473-5315 • FAX (360) 473-5360 MEMORANDUM DATE: June 30, 2022 TO: File FROM: Charles Ernst – ESD Supervisor SUBJECT: 2022 Vehicle Replacement Justification This purchase replaces the following vehicle and equipment: These vehicles will go to surplus through public auction. Vehicle # Description Purchase Year Approx. Mileage Criteria Replace With #1343 2002 CHEVROLET EXPRESS PASSENGER VAN 2002 41722 Vehicle meets life cycle requirements, needs body paint, cost higher than 50% of residual value, reliability issues. 2023 FORD CARGO VAN WITH PRISONER TRANSPORT INSERT #1818 2005 CHEVROLET EXPRESS PASSENGER VAN 2005 66202 Vehicle meets life cycle requirements, needs body paint, cost higher than 50% of residual value, reliability issues. 2023 FORD TRANSIT FULL-SIZE PASSENGER VAN #1819 2005 CHEVROLET EXPRESS PASSENGER VAN 2005 72382 Vehicle meets life cycle requirements, needs body paint, cost higher than 50% of residual value, reliability issues. 2023 FORD TRANSIT FULL-SIZE PASSENGER VAN 2022 VEHICLE PURCHASE SUMMARY -JULY 2022 ORDER State Equipment V�hlde Crltetla Contrn:t Sales & Cost Numhet' n-anment Ratlrlnz 1/ehlcle/EciullJment Met l>l<nosltlon Putdiaslng Vehlde D.ealer No. Amount Exdse-Tn Subtotal (Notell BUD CLARY 1343 POLICE 2.002 Chevrolet Express Passenger Van X Surplus 2023 Ford Cargo Van with Prisoner Transport Insert FORD HYUNDAI 5916 $ 91,052.00 $7,648.37 $ 98,700.37 $ 3,000.00 BUD CLARY 1818 PARKS 2005 Chevrolet Express Passenger Van X Surplus 2023 Ford Transit Full-size Passenger Van FORD HYUNDAI 5916 $ 67,090.00 $5,635.56 $ 72,725.56 s 500.00 BUD CLARY 1819 PARKS 2005 Chevrolet Express Passenger Van X Surplus 2023 Ford Transit Full-size Passenger Van FORD HYUNDAI 5916 $ 67,090.00 $5,635.56 $ 72.725.56 $ 500.00 s s - $ $ s $ $ $ - Total $225,232.00 $18,919.49 $244,151.49 $ 4,000.00 Notes: 1) Equipment Cost is approximate $248,151.49 AGENDA BILL CITY OF BREMERTON CITY COUNCIL SUBJECT: Study Session Date: July 13, 2022 Professional Services Agreement with HDR Engineering, Inc. for Puget Sound Nutrient General Permit Support COUNCIL MEETING Date: July 20, 2022 Department: PW&U Engineering Presenter: Bill Davis Phone: (360) 473-2312 SUMMARY: The Department of Ecology recently issued the Puget Sound Nutrient General Permit, which regulates the discharge of nitrogen to the Puget Sound from 58 wastewater treatment plants. The City has applied for and obtained coverage under this permit. The City has selected HDR to support the City technically with the selection and implementation of nitrogen removal optimization strategies, planning for future capital improvements, and understanding the regulatory framework in order to comply with the permit requirements. The permit cycle is 5 years (January 1, 2022 to December 31, 2026). This current contract for $199,963 is to support the City for one year of the permit cycle. The City intends to renew the contract annually to provide consistent support over the permit cycle. $750,000 has been budgeted from 2022 to 2024 ($250,000 per year) for this work. ATTACHMENTS: 1) Professional Services Agreement, with attached Exhibits A, B and C Added FISCAL IMPACTS (Include Budgeted Amount): This project is included in the Wastewater Capital Budget for $250,000 each year for 2022, 2023, and 2024. STUDY SESSION AGENDA: ☒ Limited Presentation ☐ Full Presentation STUDY SESSION ACTION: ☐ Consent Agenda ☐ General Business ☐ Public Hearing RECOMMENDED MOTION: Move to approve the Professional Services Agreement between the City of Bremerton and HDR Engineering, Inc. for Nutrient General Permit Support in the amount of $199,963; 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 01/02/2018 B5 Updated Bremerton/HDR Engineering, Inc Page 1 of 7 Nutrient General Permit Support July 2022 PROFESSIONAL SERVICES AGREEMENT Nutrient General Permit Support / Project #5871 The City of Bremerton (“City”) and HDR Engineering, Inc. (“Consultant”), referred to collectively as the “Parties,” enter into the following Agreement for professional services: I. Scope: The Consultant agrees to perform the services more specifically described in the Scope of Work, dated July 2022, including any attachments thereto, attached hereto as Exhibit A, which is incorporated by reference herein. The Scope of Work may be modified only pursuant to Section VII.H of this Agreement. If the Scope of Work provides for unspecified additional services such services shall only be performed upon the express written request of the City. Consultant further represents that the services furnished under this Agreement will be performed in accordance with generally accepted professional practices in effect at the time such services are performed. II. Term: The City and the Consultant agree that work will begin on the tasks described in Exhibit A immediately upon execution of this Agreement. The parties agree that the work described in Exhibit A is to be completed as provided for in the work schedule attached hereto as Exhibit B; provided however, that additional time shall be granted by the City for excusable delays or extra work as provided for in Section X.A of this agreement. III. Compensation: In consideration of the services provided pursuant to this Agreement, the City shall pay Consultant in an amount not to exceed $199,963. Consultant’s charges and bills shall conform to the fee schedule attached hereto as Exhibit C and incorporated herein by this reference. The Consultant shall submit regular billing statements detailing work performed and amount charged on each task or portion thereof. The descriptions shall conform to and fall within the categories set out in the Scope of Work and/or Fee Schedule. Upon receipt of a conforming billing statement, the City shall promptly process payment. PROVIDED, HOWEVER, the City reserves the right to prioritize scoped work and accelerate and/or delay work tasks under the time frame set forth in Section II herein. The Consultant's labor rates and billing fees shall be as delineated in Exhibit C. Consultant shall not perform work beyond the Scope of Work, nor shall be compensated for such work, unless the Scope of Work or amount of compensation is modified pursuant to this Agreement. Consultant shall only be compensated for additional services if requested pursuant to Section I and, if not otherwise provided, such compensation shall be in accordance with Exhibit C. If a billing statement does not conform to this Agreement, the City may withhold payment until the statement is brought into compliance. Such withholding does not relieve Consultant of its obligations under this Agreement. IV. Relationship of Parties: Consultant represents that it is skilled in the matters addressed in the Scope of Work and is performing independent functions and responsibilities within its field Bremerton/HDR Engineering, Inc Page 2 of 7 Nutrient General Permit Support July 2022 of expertise. Consultant and its personnel are independent Consultants and not employees of the City. Consultant and its personnel have no authority to bind the City or to control the City’s employees and other Consultants. None of the benefits provided by the City to its employees, including, but not limited to, compensation, insurance, and unemployment insurance are available from the City to the employees, agents, representatives, or sub-consultants of the Consultant. Consultant will be solely and entirely responsible for its acts and for the acts of Consultant's agents, employees, representatives and sub-consultants during the performance of this Agreement. The City may, during the term of this Agreement, engage other independent Consultants to perform the same or similar work. As an independent Consultant, Consultant is responsible for its own management. The City’s administration and enforcement of this Agreement shall not be deemed an exercise of managerial control over Consultant or its personnel. As an independent Consultant, Consultant is responsible for payment of all taxes and licensing fees necessary to perform its obligations under this Agreement. These taxes and fees include but are not limited to State industrial insurance, Business & Occupation, State professional licensing, and City business licensing. If any taxes or fees due the City have been declared delinquent, the City may withhold the delinquent amount, plus any additional charges arising from the delinquency, from any payments due Consultant. V. Indemnification: A. Consultant shall defend, indemnify and hold the City, its officers, officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and attorney fees, to the extent any claim arises out of or in connection with the Consultant’s wrongful or negligent acts, errors, or omissions in the performance of this Agreement, except for that portion of the injuries and damages caused by the City’s sole negligence, subject to Subsection B below. The City's review or acceptance of any of the work when completed shall not be grounds to avoid any of these covenants of indemnification. B. In the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees, agents and volunteers, the Consultant's liability hereunder shall be only to the extent of the Consultant's negligence. IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE CONSULTANT'S WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY FOR THE PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER. Bremerton/HDR Engineering, Inc Page 3 of 7 Nutrient General Permit Support July 2022 VI. Insurance: The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, employees, sub-consultants or sub-contractors. Before beginning work on the project described in this Agreement, the Consultant shall provide a Certificate of Insurance evidencing: 1. Automobile Liability insurance with limits no less than $1,000,000 combined single limit per accident for bodily injury and property damage; and 2. Commercial General Liability insurance written on an occurrence basis with limits no less than $1,000,000 combined single limit per occurrence and general aggregate for personal injury, bodily injury and property damage. Coverage shall include but not be limited to: blanket contractual; products/completed operations/broad form property damage; explosion, collapse and underground (XCU) if applicable; and 3. Excess Liability insurance with limits not less than $1,000,000 limit per occurrence and aggregate; and 4. Professional Liability insurance with limits no less than $1,000,000 limit per occurrence/claim; and 5. Workers Compensation insurance as statutorily required by the Industrial Insurance Act of the State of Washington, Title 51, Revised Code of Washington and employer's liability with limits not less than $1,000,000. Any payment of deductible or self-insured retention shall be the sole responsibility of the Consultant. All required policies shall be provided on an “occurrence” basis except professional liability insurance (if required), which may be provided on a “claims-made” basis. The City shall be named as an additional insured on the Commercial General Liability insurance policy, as respects work performed by or on behalf of the Consultant and a copy of an endorsement that is acceptable to the City, which names the City as an additional insured shall be attached to the Certificate of Insurance. The City reserves the right to receive a certified copy of all the required insurance policies and endorsements. The City further reserves the right to reject any unacceptable policies and/or endorsements. The Consultant's Commercial General Liability insurance shall contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer's liability. The Consultant's insurance shall be primary and non-contributory insurance as respects the City and shall contain a waiver of subrogation against the City for claims arising out of any operations, liabilities and obligations to which coverage applies. It shall be an affirmative obligation upon Consultant to advise the City’s Risk Manager by fax at (360) 473-5161, or by certified mail, return receipt requested to City of Bremerton, Attn: Risk Management, 345 6th Street, Suite 100, Bremerton, WA 98337 within two days of the cancellation, suspension or Bremerton/HDR Engineering, Inc Page 4 of 7 Nutrient General Permit Support July 2022 substantive change of any insurance policy set out herein, and failure to do so shall be construed to be a breach of this Agreement. The City also reserves its unqualified right to require at any time and for any reason, proof of coverage in the form of a duplicate of the insurance policy with all endorsements as evidence of coverage. In the event that the Consultant employs other consultants or contractors (sub-consultants or sub-contractors) as part of the work covered by this Agreement, it shall be the Consultant’s responsibility to require and confirm that each sub-consultant or sub-contractor meets the minimum insurance requirements specified above. The Consultant shall, upon demand of the City, deliver to the City copies of such policy or policies of insurance and the receipts for payment of premiums thereon. VII. General Conditions: A. Reports and Information: When requested by the City, Consultant shall furnish periodic reports and documents on matters covered by this Agreement. The reports and documents shall be furnished in the time and form requested. Consultant shall maintain accounting records in accordance with Generally Accepted Accounting Principles (“GAAP”) to substantiate all billed amounts. B. Ownership and Use of Records and Documents: Original documents, drawings, designs and reports, including those in electronic format, developed under this Agreement are the property of the City. All written information submitted by the City to the Consultant in connection with the services performed by the Consultant under this Agreement will be safeguarded by the Consultant to at least the same extent as the Consultant safeguards like information relating to its own business. If such information is publicly available or is already in Consultant's possession or known to it, or is rightfully obtained by the Consultant from third parties, Consultant shall bear no responsibility for its disclosure, inadvertent or otherwise. All data, documents and files created by Consultant under this Agreement may be stored at Consultant's office in Bellevue, Washington. Consultant shall make such data, documents, and files available to the City upon its request at all reasonable times for the purpose of editing, modifying and updating as necessary until such time as the City is capable of storing such information in the City's offices. Duplicate copies of this information shall be provided to the City upon its request, and at reasonable cost. All documents, including all reports, drawings, specifications, computer software or other items prepared or furnished by Consultant pursuant to this Agreement, are instruments of service with respect to the project and are the property of the City. Any reuse by the City for other than the specific purpose intended will be at City’s sole risk. C. Use of Photographs and Images. Consultant shall not use or distribute photographs or images depicting City officials, personnel, property, or equipment whether prepared by Consultant or provided by City without prior written consent of the City. The City will not unreasonably withhold its consent. Bremerton/HDR Engineering, Inc Page 5 of 7 Nutrient General Permit Support July 2022 D. Work Performed at Consultant's Risk: Consultant shall take all precautions necessary and shall be responsible for the safety of its employees, agents, and sub-consultants in the performance of the work hereunder and shall utilize all protection necessary for that purpose. All work shall be done at Consultant's own risk, and Consultant shall be responsible for any loss of or damage to materials, tools, or other articles used or held for use in connection with the work. E. Place of Work: The Consultant shall perform the work authorized under this Agreement at its offices in Bellevue, Washington. Meetings with the City staff as described in Exhibit A, Scope of Work, shall take place at the City's offices, or at locations mutually agreed upon by the parties. F. Entire Agreement: This Agreement and its Exhibits constitutes the entire agreement between the Parties, and the Parties acknowledge that there are no other agreements, written or oral, that have not been set forth in the text of this Agreement. G. Severability: Should any part of this Agreement be found void, the balance of the Agreement shall remain in full force and effect. H. Modification: This Agreement may only be modified by written instrument signed by both Parties. I. Written Notices: All communications regarding this Agreement shall be sent to the parties at the addresses listed below by registered or 1st class mail, or by personal service, and shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement or such other address as may be hereafter specified in writing. Notices to be sent to: Notices to be sent to: CITY: CONSULTANT: Attn: Angela Hoover Attn: Eric Bergstrom City of Bremerton 929 108th Avenue NE 345 6th Street, Suite 100 Suite 1300 Bremerton, WA 98337-1891 Bellevue, WA 98004 J. Waiver: Failure to enforce any provision of this Agreement shall not be deemed a waiver of that provision. Waiver of any right or power arising out of this Agreement shall not be deemed waiver of any other right or power. K. Non-Waiver of Breach: The failure of the City to insist upon strict performance of any of the covenants and agreements contained herein, or to exercise any option herein conferred in one or more instances shall not be construed to be a waiver or relinquishment of said covenants, agreements or options, and the same shall be and remain in full force and effect. L. Compliance with Laws: Consultant shall comply with all applicable Federal, State, and local laws in performing its obligations under this Agreement. Bremerton/HDR Engineering, Inc Page 6 of 7 Nutrient General Permit Support July 2022 M. Choice of Law and Venue: This Agreement shall be interpreted according to the laws of the State of Washington. Any judicial action to resolve disputes arising out of this Agreement shall be brought in Kitsap County Superior Court. N. Attorneys’ Fees: In the event of litigation to enforce any of the terms or provisions herein, each party shall pay all its own costs and attorney’s fees. O. Assignment: Any assignment of this agreement by the Contractor without the written consent of the City shall be void. VIII. Equal Employment Opportunity Statement: In the hiring of employees for the performance of work under this Agreement, the Consultant, its subcontractors, or any person acting on behalf of Consultant shall not discriminate in any employment practice on the basis of age (40+), sex, race, creed, color, national origin, sexual orientation/gender identity, marital status, military status, or the presence of any physical, mental or sensory disability. IX. ADA Statement: The City of Bremerton does not discriminate on the basis of disability in programs and activities, which it operates pursuant to the requirements of the Americans with Disabilities Act of 1990, and ADA Amendments Act. This policy extends to both employment and admission to participation in the programs, services and activities of the City of Bremerton. Reasonable accommodation for employees or applicants for employment will be provided. X. Termination: This Agreement shall remain in force until completion and acceptance of the services, terminated by written instrument upon mutual consent, or by the City of Bremerton for convenience. This Agreement may be immediately terminated for cause by a Party if the other Party substantially fails to perform through no fault of the terminating Party, and the non- performing Party does not commence correction of the failure of performance within thirty (30) days of the terminating Party’s sending notice to the non-performing Party. Any Notice by Consultant shall include a report showing the status of all items listed in the Scope of Work current through the termination date. If the City receives reimbursement by any federal, state, or other source for work described in Section I herein, and that funding is withdrawn, reduced or limited in any way, or the project is cancelled or substantially reduced after the execution date of this Agreement and prior to the completion of the work, the City may summarily terminate this Agreement. A. Excusable Delays: The right of Consultant to proceed shall not be terminated nor shall Consultant be charged with liquidated damages for any delays in the completion of the work due to: 1) any acts of the federal government in controlling, restricting, or requisitioning materials, equipment, tools, or labor by reason of war, national defense, or other national emergency; 2) any acts of the City, its consultants, or other public agencies causing such delay; and 3) causes not reasonably foreseeable by the parties at the time of the execution of the Agreement that are beyond the control and without the fault or negligence of the Consultant, including, but not restricted to, acts of God, fires, floods, strikes, or weather of unusual severity. PROVIDED, HOWEVER, that the Consultant must promptly notify the City within ten (10) calendar days in writing of the cause Bremerton/HDR Engineering, Inc Page 7 of 7 Nutrient General Permit Support July 2022 of the delay. If, on the basis of the facts and the terms of this Agreement, the delay is properly excusable, the City shall, in writing, extend the time for completing the work for a period of time commensurate with the period of excusable delay. B. Rights Upon Termination: In the event of termination, the City shall pay for all services performed by the Consultant to the effective date of termination, as described on a final invoice submitted to the City. After termination, the City may take possession of all records and data within the Consultant's possession pertaining to this project which may be used by the City without restriction. Any such use not related to the project which Consultant was contracted to perform shall be without liability or legal exposure to the Consultant. XI. Suspension & Debarment. For contracts involving Federal funding, Consultant hereby certifies, by signing this agreement, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. Consultant shall provide immediate written notice to the City if at any time it learns that it is or has become ineligible for certification. Should Consultant enter into a covered transaction with another firm, Consultant agrees by signing this agreement that it will verify that the firm with whom it intends to do business is not debarred, suspended, ineligible, excluded or disqualified. IN WITNESS WHEREOF, the parties below have executed this Agreement. CITY: CONSULTANT: CITY OF BREMERTON HDR ENGINEERING, INC. By: By: Print Name: Greg Wheeler Print Name: Rob Berman Its: Mayor Its: Senior Vice President Date: Date: APPROVED AS TO FORM: ATTEST: By: By: Kylie J. Finnell, Bremerton City Attorney Angela Hoover, City Clerk R:\Legal\Legal\Forms\FORMS ON COBWEB\Professional Services Agreement Rev. 09 2021.docx 929 108th Avenue NE Suite 1300 Bellevue, WA 98004 (425)450-6200 Exhibit A City of Bremerton Puget Sound Nutrient General Permit Support Scope of Services July 2022 HDR – Nutrient General Permit Support Exhibit A – Scope of Services July 2022 i Table of Contents Background ................................................................................................................... 1 Scope of Services ......................................................................................................... 1 Summary ....................................................................................................................... 1 Task 100 Project Management ..................................................................................... 2 Objective ............................................................................................................. 2 HDR Services ..................................................................................................... 2 Client Responsibilities ......................................................................................... 2 Assumptions ....................................................................................................... 2 Deliverables ........................................................................................................ 2 Task 200 Optimization Plan Development .................................................................. 3 Objective ............................................................................................................. 3 HDR Services ..................................................................................................... 3 Client Responsibilities ......................................................................................... 3 Assumptions ....................................................................................................... 3 Deliverables ........................................................................................................ 3 Task 300 Optimization Implementation and Evaluation ............................................. 3 Objectives ........................................................................................................... 3 HDR Services ..................................................................................................... 4 Client Responsibilities ......................................................................................... 4 Assumptions ....................................................................................................... 4 Deliverables ........................................................................................................ 4 Task 400 Optimization Field Support .......................................................................... 4 Objective ............................................................................................................. 4 HDR Services ..................................................................................................... 4 Client Responsibilities ......................................................................................... 4 Assumptions ....................................................................................................... 5 Deliverables ........................................................................................................ 5 Task 500 Overall Plant Nutrient Removal Performance Assessment ....................... 5 Objectives ........................................................................................................... 5 HDR Services ..................................................................................................... 5 Client Responsibilities ......................................................................................... 5 Assumptions ....................................................................................................... 5 Deliverables ........................................................................................................ 5 Task 600 Annual Report ............................................................................................... 6 Objective ............................................................................................................. 6 HDR Services ..................................................................................................... 6 Client Responsibilities ......................................................................................... 6 Assumptions ....................................................................................................... 6 Deliverables ........................................................................................................ 6 HDR – Nutrient General Permit Support Exhibit A – Scope of Services July 2022 ii Task 700 Regulatory Strategic Planning Support ...................................................... 7 Objective ............................................................................................................. 7 HDR Services ..................................................................................................... 7 Client Responsibilities ......................................................................................... 7 Assumptions ....................................................................................................... 7 Deliverables ........................................................................................................ 7 Task 800 PSNGP Compliance Meetings ..................................................................... 7 Objective ............................................................................................................. 7 HDR Services ..................................................................................................... 7 Client Responsibilities ......................................................................................... 8 Assumptions ....................................................................................................... 8 Deliverables ........................................................................................................ 8 Task 900 Management Reserve ................................................................................... 8 Objective ............................................................................................................. 8 Schedule ............................................................................ Error! Bookmark not defined. HDR – Nutrient General Permit Support Exhibit A – Scope of Services July 2022 1 EXHIBIT A SCOPE OF SERVICES Background The City of Bremerton (City) owns and operates a municipal wastewater collection and treatment system as a service to the residents and businesses within the city. The City’s West Side Wastewater Treatment Plant (WWTP) is included the Puget Sound Nutrient General Permit (PSNGP) recently issued by Washington Department of Ecology (Ecology) effective January 1, 2022. The City has applied for coverage under the PSNGP and therefore must comply with PSNGP requirements, which largely focus on best management practices for nitrogen removal optimization in effort to stay below annual total inorganic nitrogen (TIN) Action Levels that generally correspond to current annual TIN discharge loads. A combined Nitrogen Optimization Plan and Report documenting optimization efforts and treatment performance must be submitted by March 31, 2023 and resubmitted annually with revisions and updates. Permit compliance and reporting requires ongoing adaptive planning and optimization; thus the annual Optimization Plan and Report can be considered a “living document” to be revised and updated each year. Other PSNGP requirements include a Nutrient Reduction Evaluation which is not due until December 31, 2025. Additionally, certain engineering analyses may be required if the Action Level is exceeded, thus triggering Corrective Action planning and implementation activities under the PSNGP. This scope of services will provide the City with PSNGP compliance support. The current scope addresses the first year or “Year 1” of PSNGP compliance through the March 31, 2023 Nitrogen Optimization Plan and Report submittal milestone. To manage the evolving nature of optimization and sequence of PSNGP requirements, HDR will submit annual scope of service amendments to be approved by the City in annual authorizations, when there is better clarity around each upcoming year’s compliance activities. The current scope of services includes tasks anticipated to be required with each annual reporting period. Scope of Services Summary The following tasks are included in this scope of services: Task 100 Project Management Task 200 Optimization Plan Development Task 300 Optimization Implementation and Evaluation Task 400 Optimization Field Support Task 500 Overall Plant Nutrient Removal Performance Assessment Task 600 Annual Report Task 700 Regulatory Strategic Planning Support Task 800 PSNGP Compliance Meetings HDR – Nutrient General Permit Support Exhibit A – Scope of Services July 2022 2 Task 900 Management Reserve Task 100 Project Management Objective The purpose of this task is to monitor, control and adjust scope, schedule, and budget as well as provide monthly status reporting, accounting, and invoicing. HDR Services 1. Prepare a Project Management Plan (Project Guide) outlining the project scope, team organization, schedule, and communications information. This document is for internal HDR use but available for review by the City if requested. 2. Coordinate and manage the project team. 3. Prepare monthly status reports describing the following: A. Services completed during the month B. Services planned for the next month C. Needs for additional information D. Scope/schedule/budget issues E. Schedule update and financial status summary 4. Prepare monthly invoices formatted in accordance with contract terms. 5. Project Manager will attend project management meetings with the client Project Manager to review project scope, schedule, and budget issues. 6. Quality assurance – Complete periodic quality assurance management review to monitor project execution. Client Responsibilities 1. Attend project management meetings. 2. Timely processing and payment of invoices. 3. Review and process contract change requests and amendments, if needed. Assumptions 1. Project management meetings will be approximately 30 minutes in duration and held monthly or as requested by the city by telephone or Webex virtual meetings. 2. 11 months under this authorization (June 2022 through April 2023). 3. Invoices will be HDR standard invoice format. 4. Expense backup will not be provided with invoices but will be available for review at HDR. Deliverables 1. Monthly status reports and invoices (one copy with invoice will be e-mailed in a PDF file). 2. Monthly project schedule and budget updates. HDR – Nutrient General Permit Support Exhibit A – Scope of Services July 2022 3 3. Project management meeting agenda and notes (e-mailed PDF files). Task 200 Optimization Plan Development Objective • Develop the Year 1 Optimization Plan HDR Services 1. Identify a list of potential immediate-term to longer-term optimization strategies and overview of each strategy including rationale, general approach, means of implementation, operations assessment, advantages, disadvantages, process risks, and long-term potential as a permanent solution for nitrogen removal. 2. Assess nitrogen reduction potential with each optimization strategy. 3. Conduct engineering calculations and analyses needed to inform viability of optimization strategies. 4. Assist City with decision-making for Year 1 approach including decision-making structure based on qualitative rankings of optimization strategies. Client Responsibilities 1. Provide feedback on optimization strategy ranking and selection criteria. 2. Provide plant operating and/or design data as needed. Assumptions 1. The majority of the work in this task has already been developed under previous contract. 2. Wastewater process modeling not required to evaluate Year 1 optimization strategies. 3. Design drawings not required for Year 1 optimization. 4. Year 1 Optimization Plan will be incorporated into the Annual Report under Task 600. Deliverables 1. Year 1 Optimization Plan (Draft and Final in electronic PDF format). documenting optimization strategies considered, viability, ranking, decision-making, and longer-term optimization vision as relevant. Task 300 Optimization Implementation and Evaluation Objectives • Develop detailed test plans for selected optimization strategy/strategies. • Evaluate and memorialize optimization performance and test results as applicable. HDR – Nutrient General Permit Support Exhibit A – Scope of Services July 2022 4 HDR Services 1. Develop more detailed study/test plans as applicable to individual selected optimization strategy/strategies. This is anticipated to be primarily selection and placement of instruments for real time monitoring of nutrients consistent with the year one optimization plan. 2. Analyze data and evaluate performance as applicable to individual selected optimization strategy/strategies. Optimization may include small-scale tests or temporary full-scale tests where regular full-plant data would not capture optimization testing performance. Hence the potential need for separate analysis of a distinct data set. Representative analysis may include mass balances, etc. 3. Document performance, findings, full-scale implications, etc. for individual optimization strategy/strategies implemented. Client Responsibilities 1. Execute test plans including additional sampling/analytical needs as may be necessary. 2. Procure and install any equipment, apparatuses, pilot units, etc. needed for optimization strategy/strategies. Assumptions 1. Year 1 optimization strategies will involve smaller-scale “side tests” and purpose-specific laboratory analytical plans. Thus, results will not be apparent in routine full-scale plant results and will require purpose-specific memos or reports to document optimization performance and implications. 2. Two smaller-scale “side tests” with respective memos will occur in Year 1. 3. Design drawings and/or specifications not required for Year 1 optimization. Deliverables 1. Two detailed Test Plans (Draft and Final) for selected optimization strategies (total 2 per assumptions) 2. Results Memorandum (Draft and Final) for each optimization strategy (total 2 per assumptions) Task 400 Optimization Field Support Objective • Provide field support as needed. HDR Services 1. Provide field support as needed for implementation and/or testing of optimization strategy/strategies. Representative needs may include on site system inspection, system testing, troubleshooting, miscellaneous calculations, etc. Client Responsibilities 1. Coordinate with HDR on field support needs as the arise. HDR – Nutrient General Permit Support Exhibit A – Scope of Services July 2022 5 Assumptions 1. 60 hours of field support from senior engineer including field, travel, and office-based support for field activities. 2. Documentation of support will be in the form of email and incorporated into the annual report as appropriate. 3. Field support will be on as needed basis as mutually determined by the City and HDR. Deliverables 1. Email summary of findings, action items, calculations, etc. as applicable. Task 500 Overall Plant Nutrient Removal Performance Assessment Objectives • Assess nutrient removal performance before and after optimization as required by for PSNGP compliance • Assess Naval Base Kitsap (NBK)-Bremerton contribution to plant influent nitrogen loads HDR Services 1. Use plant process control and discharge monitoring data to assess influent and effluent TIN loadings, removal performance, and unit process removal metrics as relevant to assess performance and optimization efforts. Such metrics may include mass loading rates, percent removal and/or nitrogen species conversion, mass balances, etc. 2. Make recommendations on supplemental sampling at West WWTP and elsewhere (e.g., PS WB-3) that may be needed to support loading and performance assessments. Client Responsibilities 1. Provide monthly datasets for analysis. 2. Conduct supplemental sampling as needed and practicable. 3. City will coordinate and be responsible for direct communication with NBK – Bremerton. 4. City to track and document notable changes in Navy operations, ships in port, etc. that may affect Navy’s loading contribution. Assumptions 1. Monthly data will be used to provide quarterly “snapshots” or updates on performance assessments. These will be conveyed in presentation or conference call format during routinely-scheduled PSNGP compliance meetings (Task 800). 2. Performance will ultimately be memorialized as part of the Annual Report (Task 600). Deliverables 1. Quarterly performance assessment updates. 2. Performance assessment incorporated into Annual Report (Task 600) HDR – Nutrient General Permit Support Exhibit A – Scope of Services July 2022 6 3. Performance assessment tracking spreadsheets to City upon request. Task 600 Annual Report Objective • Prepare the annual Nitrogen Optimization Plan and Report HDR Services 1. Memorialize optimization planning, decision making, implementation activities, and treatment performance in a conformed Nitrogen Optimization Plan and Report for submittal to Ecology. 2. Address other Nitrogen Optimization Plan and Report requirements including answering the 20 annual report questions specified in the PSNGP. Client Responsibilities 1. Review draft Annual Report Assumptions 1. Annual Report will generally consist of the following: A. Optimization Plan with long-term vision and selection rationale (Task 200) B. Detailed Plans and Results for calendar year optimization efforts (Task 300) C. Treatment performance assessment (Task 500) D. Additional requirements (20 questions specified in PSNGP) E. Narrative structure to conform the Annual Report components listed above Deliverables 1. Nitrogen Optimization Plan and Report in electronic format (Draft and Final in electronic PDF format) HDR – Nutrient General Permit Support Exhibit A – Scope of Services July 2022 7 Task 700 Regulatory Strategic Planning Support Objective • Keep City abreast of PSNGP regulatory and legal landscape; advise City on long-term strategic planning and positioning as pertains to PSNGP-related matters. HDR Services 1. Advise City on long-term PSNGP compliance strategies, drawing on experience from other nationwide nutrient permit compliance case studies. 2. Advise City on implications of PSNGP legal appeals. 3. Advise City on position statements that may be needed in response to revisions to PSNGP or related Ecology activities and policy statements, etc. 4. Conduct one workshop with Bremerton and other Kitsap County dischargers on cumulative load permit strategies, also known as “bubble permit” strategies. Client Responsibilities 1. Update HDR on City staff and executive leadership internal discussions regarding PSNGP. Assumptions 1. Bubble permit workshop in video conference format. 2. Allocation of 24 hours for senior HDR regulatory advisor (Dave Clark) outside of bubble permit workshop specified in this task and regularly-scheduled compliance meetings (Task 800). Deliverables 1. PowerPoint presentations for workshops specified in this task and regularly-scheduled compliance meetings (Task 800) Task 800 PSNGP Compliance Meetings Objective • Allocation of meetings intended to be multi-purpose addressing a variety of topics as addressed in Tasks 200 – 700 including: progress reporting, optimization concept development, decision-making, treatment assessment, coordination, and deliverable review meetings associated with PSNGP compliance activities. HDR Services 1. Prepare and present meeting material associated with Tasks 200 – 700 to City core staff. 2. Memorialize key decisions and action items in email format. 3. Prepare material for presentation City Council PSNGP Compliance updates to be presented by City Staff. HDR – Nutrient General Permit Support Exhibit A – Scope of Services July 2022 8 Client Responsibilities 1. Attend and participate in meetings. 2. Present City Council updates and provide guidance on desired content. Assumptions 1. Eight general PSNGP compliance meetings between City core staff and HDR team, including project manager (Eric Bergstrom) and senior process engineer (Bryce Figdore). Two-hour video or teleconferences. Four such meetings to include senior regulatory advisor (Dave Clark). 2. Meeting allocation excludes those specified elsewhere (Task 700). 3. City Council PSNGP updates assumed to be two meetings: one focusing on PSNGP introduction and optimization selection; the second a year-end summary. Deliverables 1. Meeting material in PowerPoint format and/or screen share of working files. 2. City Council updates in PowerPoint format. Task 900 Management Reserve Objective This management reserve is an allowance of $20,000 to be used only with the authorization of the City. HDR – Nutrient General Permit Support July 2022 Exhibit B Schedule The preliminary schedule for the project is as follows: Milestones Date Anticipated Notice to Proceed August 1, 2022 Task 200 – Optimization Plan Development August – November 2022 Task 300 – Optimization Plan Evaluations December 31, 2022 Task 400 – Optimization Field Support as needed / on-call Task 500 – Overall Plant Nutrient Removal Performance Assessment December 31, 2022 Task 600 – Annual Report (Draft) February 1, 2023 Task 600 – Annual Report (Final) March 1, 2023 Task 700 – PSNGP Compliance Meetings ongoing Task 800 – Regulatory Strategic Planning Support as needed / on-call LABOR ESTIMATE, HDR ENGINEERING STAFF City of Bremerton, WA: PSNGP Support Bartle, Brian D Bergstrom, Eric C Clark, David L Figdore, Bryce Alan Garg, Aparna Johnson, Michelle Kathy Roe, Patrick C Jr. Salam, Khaled W Wilkinson, John James (Jack)Total Labor Total Labor Dollars Project Role Project Principal Project Manager Sr. Regulatory Advisor Sr. Process Engineer Engineer Project Support Specialist QC Review Engineer Project Accountant Labor Hours Total Labor Dollars Billing Rate 368.03 345.73 445.86 253.09 124.13 103.10 313.31 119.58 104.16 1 2 40 0 2 0 6 0 0 40 90 19,856.44$ Project Setup 4 4 6 14 2,420.28$ Project Mgmt Plan / Quality Mgmt Plan / HASP 4 2 6 1,589.12$ Coordination and Monitoring 8 8 2,765.84$ Project Management Calls 8 8 2,765.84$ Invoicing / Status Reporting / EV / WorkPlan 8 30 38 5,890.64$ Project Closeout / Year 2 Amendment 4 2 6 1,889.10$ Management Reviews 2 4 4 10 2,535.62$ 2 0 6 0 8 0 0 2 0 0 16 4,725.72$ Optimization Plan Development, Ranking, Decision 2 2 4 1,197.64$ Draft Plan Memo 2 2 2 6 1,824.26$ Final Plan Memo 2 4 6 1,703.82$ 3 0 8 0 112 32 10 4 0 0 166 37,368.32$ Test Plan 1 (Draft and Final)2 20 1 2 25 6,482.98$ Test Plan 2 (Draft and Final)2 20 1 2 25 6,482.98$ Results Evaluation 1 16 8 24 5,042.48$ Results Evaluation 2 16 8 24 5,042.48$ Results Memo 1 (Draft and Final)2 20 8 4 34 7,158.70$ Results Memo 2 (Draft and Final)2 20 8 4 34 7,158.70$ 4 0 0 0 60 0 0 0 0 0 60 15,185.40$ Field Support 60 60 15,185.40$ 5 0 0 0 36 16 0 0 16 0 68 13,010.60$ Assess Plant Performance 24 8 8 40 8,023.84$ Assess Navy Load Contribution 12 8 8 28 4,986.76$ 6 0 16 4 104 24 20 4 24 0 196 42,800.76$ Prepare Annual Report - Draft 12 4 80 24 16 4 24 164 34,931.28$ Prepare Annual Report - Final 4 24 4 32 7,869.48$ 7 0 4 34 8 0 0 0 0 0 46 18,566.88$ Clark General Allowance 24 24 10,700.64$ Workshop 1 - Preparation and Time 4 10 8 22 7,866.24$ 8 0 16 10 60 0 0 0 0 0 86 25,175.68$ Meeting Time 16 8 24 48 15,172.72$ Meeting Preparation (Clark time in Task 700)24 24 6,074.16$ City Council Presentation Preparation 2 12 14 3,928.80$ Task Total Hours 2.00 90.00 48.00 390.00 72.00 36.00 10.00 40.00 40.00 728.00 Task Total Fee 736.06$ 31,115.70$ 21,401.28$ 98,705.10$ 8,937.36$ 3,711.60$ 3,133.10$ 4,783.20$ 4,166.40$ 176,689.80$ Task 100 - Project Management Task 200 - Optimization Plan Development Task 300 - Optimization Implementation and Evaluation Task 400 - Optimization Field Support Task 500 - Overall Plant Nutrient Removal Performance Assessment Task 600 - Annual Report Task 700 - Regulatory Strategic Planning Support Task 800 - NGP Compliance Meetings c:\pwworking\nat\d0207326\Bremerton Nutrient Reduction and Plant Opt ESTIMATE - v4.xlsm Printed 6/28/202210:44 AM EXHIBIT C - FEE (page 1 of 3)NGP SUPPORT EXPENSES City of Bremerton, WA: PSNGP Support Miscellaneous Miscellaneous OTHER DIRECT COSTS Each Unit Cost $100.000 0.00% 1 Quantity 0 Task Total $0.00 $0.00 $0.00 $0.00 2 Quantity 0 Task Total $0.00 $0.00 $0.00 $0.00 3 Quantity 0 Task Total $0.00 $0.00 $0.00 $0.00 4 Quantity 8 Task Total $800.00 $800.00 $0.00 $800.00 5 Quantity 0 Task Total $0.00 $0.00 $0.00 $0.00 6 Quantity 0 Task Total $0.00 $0.00 $0.00 $0.00 7 Quantity 0 Task Total $0.00 $0.00 $0.00 $0.00 8 Quantity 0 Task Total $0.00 $0.00 $0.00 $0.00 9 Quantity 0 Task Total $0.00 $0.00 $0.00 $0.00 Total ODC 800.00$ 800.00$ -$ 800.00$ Task 200 - Optimization Plan Development Task 300 - Optimization Implementation and Evaluation Task 400 - Optimization Field Support Total ODCODC MarkupTotal ODC + MarkupTask 500 - Overall Plant Nutrient Removal Performance Assessment Task 600 - Annual Report Task 700 - Regulatory Strategic Planning Support Task 800 - NGP Compliance Meetings Task 900 - Management Reserve Task 100 - Project Management c:\pwworking\nat\d0207326\Bremerton Nutrient Reduction and Plant Opt ESTIMATE - v4.xlsm EXHIBIT C - FEE (page 2 of 3)NGP SUPPORT FEE ESTIMATECity of Bremerton, WA: PSNGP SupportTask # Task DescriptionTotal LaborTotalEscalationTotal ExpensesTotal For Proposal1 Task 100 - Project Management$19,856$278$0$20,1342 Task 200 - Optimization Plan Development$4,726$66$0$4,7923 Task 300 - Optimization Implementation and Evaluation$37,368$523$0$37,8914 Task 400 - Optimization Field Support$15,185$213$800$16,1985 Task 500 - Overall Plant Nutrient Removal Performance Assessment$13,011$182$0$13,1936 Task 600 - Annual Report$42,801$599$0$43,4007 Task 700 - Regulatory Strategic Planning Support$18,567$260$0$18,8278 Task 800 - NGP Compliance Meetings$25,176$352$0$25,528$176,690$2,473$800$179,96320,000.00$ 199,963.00$ Management Reserve Fundc:\pwworking\nat\d0207326\Bremerton Nutrient Reduction and Plant Opt ESTIMATE - v4.xlsmPage 3EXHIBIT C - FEE (page 3 of 3) AGENDA BILL CITY OF BREMERTON CITY COUNCIL SUBJECT: Study Session Date: July 13, 2022 Professional Services Agreement with Bruce Dees & Associates for Architectural/ Engineering Services for the Pendergast Regional Park Field Improvements; and related Budget Adjustment COUNCIL MEETING Date: July 20, 2022 Department: Parks & Recreation Presenter: Jeff Elevado Phone: (360) 473-5428 SUMMARY: A Request for Qualifications (RFQ) was advertised on March 15, 2022 for the consultant selection for architectural and engineering services for the Pendergast Regional Park Field Improvements. Of the three submittals received, Bruce Dees & Associates ranked as the most qualified to perform the design services necessary for this project. ATTACHMENTS: Attachment #1: Professional Services Agreement; Attachment #2: Bruce Dees & Associates Scope of Work (Exhibits A & B); and Attachment #3: Concept Plan FISCAL IMPACTS (Include Budgeted Amount): This portion of the project is funded by a $49,000 Department of Commerce grant. The remaining balance of $6,824 will be from the Park Capital Fund balance. STUDY SESSION AGENDA: ☒ Limited Presentation ☐ Full Presentation STUDY SESSION ACTION: ☐ Consent Agenda ☐ General Business ☐ Public Hearing RECOMMENDED MOTION: Move to approve the Professional Services Agreement between the City of Bremerton and Bruce Dees & Associates in the amount not to exceed $55,824, authorize an expenditure budget adjustment in the same amount 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 11/09/2021 B6 Page 1 of 8 Bremerton/Bruce Dees & Associates A/E Services for the Pendergast Regional Park Field Improvements PROFESSIONAL SERVICES AGREEMENT A/E Services Pendergast Regional Park Field Improvements The City of Bremerton (“City”) and Bruce Dees & Associates (“Consultant”), referred to collectively as the “Parties,” enter into the following Agreement for professional services: I. Scope: The Consultant agrees to perform the services more specifically described in the Scope of Work, dated June 27, 2022, including any attachments thereto, attached hereto as Exhibit A, which is incorporated by reference herein. The Scope of Work may be modified only pursuant to Section VII.H of this Agreement. If the Scope of Work provides for unspecified additional services such services shall only be performed upon the express written request of the City. Consultant further represents that the services furnished under this Agreement will be performed in accordance with generally accepted professional practices in effect at the time such services are performed. II. Term: The City and the Consultant agree that work will begin on the tasks described in Exhibit A immediately upon execution of this Agreement. The parties agree that the work described in Exhibit A is to be completed as described in Exhibit B; provided however, that additional time shall be granted by the City for excusable delays or extra work as provided for in Section X.A of this agreement. III. Compensation: In consideration of the services provided pursuant to this Agreement, the City shall pay Consultant in an amount not to exceed $55,824. Consultant’s charges and bills shall conform to the fee schedule attached hereto as Exhibit C and incorporated herein by this reference. The Consultant shall submit regular billing statements detailing work performed and amount charged on each task or portion thereof. The descriptions shall conform to and fall within the categories set out in the Scope of Work and/or Fee Schedule. Upon receipt of a conforming billing statement, the City shall promptly process payment. PROVIDED, HOWEVER, the City reserves the right to prioritize scoped work and accelerate and/or delay work tasks under the time frame set forth in Section II herein. The Consultant's labor rates and billing fees shall be as delineated in Exhibit C. Consultant shall not perform work beyond the Scope of Work, nor shall be compensated for such work, unless the Scope of Work or amount of compensation is modified pursuant to this Agreement. Consultant shall only be compensated for additional services if requested pursuant to Section I and, if not otherwise provided, such compensation shall be in accordance with Exhibit C. If a billing statement does not conform to this Agreement, the City may withhold payment until the statement is brought into compliance. Such withholding does not relieve Consultant of its obligations under this Agreement. Page 2 of 8 Bremerton/Bruce Dees & Associates A/E Services for the Pendergast Regional Park Field Improvements IV. Relationship of Parties: Consultant represents that it is skilled in the matters addressed in the Scope of Work and is performing independent functions and responsibilities within its field of expertise. Consultant and its personnel are independent Consultants and not employees of the City. Consultant and its personnel have no authority to bind the City or to control the City’s employees and other Consultants. None of the benefits provided by the City to its employees, including, but not limited to, compensation, insurance, and unemployment insurance are available from the City to the employees, agents, representatives, or sub-Consultants of the Consultant. Consultant will be solely and entirely responsible for its acts and for the acts of Consultant's agents, employees, representatives and sub-Consultants during the performance of this Agreement. The City may, during the term of this Agreement, engage other independent Consultants to perform the same or similar work. As an independent Consultant, Consultant is responsible for its own management. The City’s administration and enforcement of this Agreement shall not be deemed an exercise of managerial control over Consultant or its personnel. As an independent Consultant, Consultant is responsible for payment of all taxes and licensing fees necessary to perform its obligations under this Agreement. These taxes and fees include but are not limited to State industrial insurance, Business & Occupation, State professional licensing, and City business licensing. If any taxes or fees due the City have been declared delinquent, the City may withhold the delinquent amount, plus any additional charges arising from the delinquency, from any payments due Consultant. V. Indemnification: A. Consultant shall defend, indemnify and hold the City, its officers, officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and attorney fees, arising out of or in connection with the performance of this Agreement except for that portion of the injuries and damages caused by the City’s sole negligence, unless Consultant is conducting work pursuant to Subsection B below. The City's review or acceptance of any of the work when completed shall not be grounds to avoid any of these covenants of indemnification. B. Architects, Engineers and Any Other Professional Listed In and Performing Services Defined in RCW 4.24.115. Should a court of competent jurisdiction determine that Consultant’s services provided pursuant to this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees, agents and volunteers, the Consultant's liability hereunder shall be only to the extent of the Consultant's negligence. IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE CONSULTANT'S WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY FOR THE Page 3 of 8 Bremerton/Bruce Dees & Associates A/E Services for the Pendergast Regional Park Field Improvements PURPOSES OF THIS INDEMNIFICATION. THE PART IES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER. The provisions of this section shall survive the expiration or termination of this Agreement. VI. Insurance: The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, employees, sub-consultants or sub-Consultants. Before beginning work on the project described in this Agreement, the Consultant shall provide a Certificate of Insurance evidencing: 1. Automobile Liability insurance with limits no less than $1,000,000 combined single limit per accident for bodily injury and property damage; and 2. Commercial General Liability insurance written on an occurrence basis with limits no less than $1,000,000 combined single limit per occurrence and general aggregate for personal injury, bodily injury and property damage. Coverage shall include but not be limited to: blanket contractual; products/completed operations/broad form property damage; explosion, collapse and underground (XCU) if applicable; and 3. Excess Liability insurance with limits not less than $1,000,000 limit per occurrence and aggregate. 4. Professional Liability insurance with limits no less than $1,000,000 limit per occurrence/claim. 5. Workers Compensation insurance as statutorily required by the Industrial Insurance Act of the State of Washington, Title 51, Revised Code of Washington and employer's liability with limits not less than $1,000,000. Any payment of deductible or self-insured retention shall be the sole responsibility of the Consultant. All required policies shall be provided on an “occurrence” basis except professional liability insurance (if required), which may be provided on a “claims-made” basis. The City shall be named as an additional insured on the Commercial General Liability insurance policy, as respects work performed by or on behalf of the Consultant and a copy of an endorsement that is acceptable to the City, which names the City as an additional insured shall be attached to the Certificate of Insurance. The City reserves the right to receive a certified copy of all the required insurance policies and endorsements. The City further reserves the right to reject any unacceptable policies and/or endorsements. The Consultant's Commercial General Liability insurance shall contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brough t, except with respects to the limits of the insurer's liability. Page 4 of 8 Bremerton/Bruce Dees & Associates A/E Services for the Pendergast Regional Park Field Improvements The Consultant's insurance shall be primary and non-contributory insurance as respects the City and shall contain a waiver of subrogation against the City for claims arising out of any operations, liabilities and obligations to which coverage applies. It shall be an affirmative obligation upon Consultant to advise the City’s Risk Manager by fax at (360) 473-5161, or by certified mail, return receipt requested to City of Bremerton, Attn: Risk Management, 345 6th Street, Suite 100, Bremerton, WA 98337 within two days of the cancellation, suspension or substantive change of any insurance policy set out herein, and failure to do so shall be construed to be a breach of this Agreement. The City also reserves its unqualified right to require at any time and for any reason, proof of coverage in the form of a duplicate of the insurance policy with all endorsements as evidence of coverage. In the event that the Consultant employs other consultants or contractors (sub-consultants or sub-contractors) as part of the work covered by this Agreement, it shall be the Consultant’s responsibility to require and confirm that each sub-consultant or sub-contractor meets the minimum insurance requirements specified above. The Consultant shall, upon demand of the City, deliver to the City copies of such policy or policies of insurance and the receipts for payment of premiums thereon. VII. General Conditions: A. Reports and Information: When requested by the City, Consultant shall furnish periodic reports and documents on matters covered by this Agreement. The reports and documents shall be furnished in the time and form requested. Consultant shall maintain accounting records in accordance with Generally Accepted Accounting Principles (“GAAP”) to substantiate all billed amounts. B. Ownership and Use of Records and Documents: Original documents, drawings, designs and reports, including those in electronic format, developed under this Agreement are the property of the City. All written information submitted by the City to the Consultant in connection with the services performed by the Consultant under this Agreement will be safeguarded by the Consultant to at least the same extent as the Consultant safeguards like information relating to its own business. If such information is publicly available or is already in Consultant's possession or known to it, or is rightfully obtained by the Consultant from third parties, Consultant shall bear no responsibility for its disclosure, inadvertent or otherwise. All data, documents and files created by Consultant under this Agreement may be stored at Consultant's office in Tacoma, Washington. Consultant shall make such data, documents, and files available to the City upon its request at all reasonable times for the purpose of editing, modifying and updating as necessary until such time as the City is capable of storing such information in the City's offices. Duplicate copies of this information shall be provided to the City upon its request, and at reasonable cost. All documents, including all reports, drawings, specifications, computer software or other items prepared or furnished by Consultant pursuant to this Agreement, are instruments of service Page 5 of 8 Bremerton/Bruce Dees & Associates A/E Services for the Pendergast Regional Park Field Improvements with respect to the project and are the property of the City. Any reuse by the City for other than the specific purpose intended will be at City’s sole risk. C. Use of Photographs and Images. Consultant shall not use or distribute photographs or images depicting City officials, personnel, property, or equipment whether prepared by Consultant or provided by City without prior written consent of the City. The City will not unreasonably withhold its consent. D. Work Performed at Consultant's Risk: Consultant shall take all precautions necessary and shall be responsible for the safety of its employees, agents, and sub -consultants in the performance of the work hereunder and shall utilize all protection necessary for that purpose. All work shall be done at Consultant's own risk, and Consultant shall be responsible for any loss of or damage to materials, tools, or other articles used or held for use in connection with the work. E. Place of Work: The Consultant shall perform the work authorized under this Agreement at its offices in Tacoma, Washington. Meetings with the City staff as described in Exhibit A, Scope of Work, shall take place at the City's offices, or at locations mutually agreed upon by the parties. F. Entire Agreement: This Agreement and its Exhibits constitutes the entire agreement between the Parties, and the Parties acknowledge that there are no other agreements, written or oral, that have not been set forth in the text of this Agreement. G. Severability: Should any part of this Agreement be found void, the balance of the Agreement shall remain in full force and effect. H. Modification: This Agreement may only be modified by written instrument signed by both Parties. I. Written Notices: All communications regarding this Agreement shall be sent to the parties at the addresses listed below by registered or 1st class mail, or by personal service, and shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement or such other address as may be hereafter specified in writing. Notices to be sent to: Notices to be sent to: CITY: CONSULTANT: Attn: Jeff Elevado Attn: Shawn Jensen, PLA City of Bremerton Bruce Dees & Associates 345 6th Street, Suite 100 222 East 26th St., No. 202 Bremerton, WA 98337 Tacoma, WA 98421 J. Waiver: Failure to enforce any provision of this Agreement shall not be deemed a waiver of that provision. Waiver of any right or power arising out of this Agreement shall not be deemed waiver of any other right or power. Page 6 of 8 Bremerton/Bruce Dees & Associates A/E Services for the Pendergast Regional Park Field Improvements K. Non-Waiver of Breach: The failure of the City to insist upon strict performance of any of the covenants and agreements contained herein, or to exercise any option herein conferred in one or more instances shall not be construed to be a waiver or relinquishment of said covenants, agreements or options, and the same shall be and remain in full force and effect. L. Compliance with Laws: Consultant shall comply with all applicable Federal, State, and local laws in performing its obligations under this Agreement. M. Choice of Law and Venue: This Agreement shall be interpreted according to the laws of the State of Washington. Any judicial action to resolve disputes arising out of this Agreement shall be brought in Kitsap County Superior Court. N. Attorneys’ Fees: In the event of litigation to enforce any of the terms or provisions herein, each party shall pay all its own costs and attorney’s fees. O. Assignment: Any assignment of this agreement by the Consultant without the written consent of the City shall be void. VIII. Equal Employment Opportunity Statement: In the hiring of employees for the performance of work under this Agreement, the Consultant, its sub consultants, or any person acting on behalf of Consultant shall not discriminate in any employment practice on the basis of age (40+), sex, race, creed, color, national origin, sexual orientation/gender identity, marital status, military status, or the presence of any physical, mental or sensory disability. IX. ADA Statement: The City of Bremerton does not discriminate on the basis of disability in programs and activities, which it operates pursuant to the requirements of the Americans with Disabilities Act of 1990, and ADA Amendments Act. This policy extends to both employment and admission to participation in the programs, services and activities of the City of Bremerton. Reasonable accommodation for employees or applicants for employment will be provided. X. Termination: This Agreement shall remain in force until completion and acceptance of the services, terminated by written instrument upon mutual consent, or by the City of Bremerton for convenience. This Agreement may be immediately terminated for cause by a Party if the other Party substantially fails to perform through no fault of the terminating Party, an d the non- performing Party does not commence correction of the failure of performance within thirty (30) days of the terminating Party’s sending notice to the non-performing Party. Any Notice by Consultant shall include a report showing the status of all items listed in the Scope of Work current through the termination date. If the City receives reimbursement by any federal, state, or other source for work described in Section I herein, and that funding is withdrawn, reduced or limited in any way, or the project is cancelled or substantially reduced after the execution date of this Agreement and prior to the completion of the work, the City may summarily terminate this Agreement. Page 7 of 8 Bremerton/Bruce Dees & Associates A/E Services for the Pendergast Regional Park Field Improvements A. Excusable Delays: The right of Consultant to proceed shall not be terminated nor shall Consultant be charged with liquidated damages for any delays in the completion of the work due to: 1) any acts of the federal government in controlling, restricting, or requisitioning materials, equipment, tools, or labor by reason of war, national defense, or other national emergency; 2) any acts of the City, its consultants, or other public agencies causing such delay; and 3) causes not reasonably foreseeable by the parties at the time of the execution of the Agreement that are beyond the control and without the fault or negligence of the Consultant, including, but not restricted to, acts of God, fires, floods, strikes, or weather of unusual severity. PROVIDED, HOWEVER, that the Consultant must promptly notify the City within ten (10) calendar days in writing of the cause of the delay. If, on the basis of the facts and the terms of this Agreement, the delay is properly excusable, the City shall, in writing, extend the time for completing the work for a period of time commensurate with the period of excusable delay. B. Rights Upon Termination: In the event of termination, the City shall pay for all services performed by the Consultant to the effective date of termination, as described on a final invoice submitted to the City. After termination, the City may take possession of all records and data within the Consultant's possession pertaining to this project which may be used by the City without restriction. Any such use not related to the project which Consultant was contracted to perform shall be without liability or legal exposure to the Consultant. XI. Suspension & Debarment. For contracts involving Federal funding, Consultant hereby certifies, by signing this agreement, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. Consultant shall provide immediate written notice to the City if at any time it learns that it is or has become ineligible for certification. Should Consultant enter into a covered transaction with another firm, Consultant agrees by signing this agreement that it will verify that the firm with whom it intends to do business is not debarred, suspended, ineligible, excluded or disqualified. IN WITNESS WHEREOF, the parties below have executed this Agreement. CITY: CONSULTANT: CITY OF BREMERTON By: By: Print Name: Greg Wheeler Print Name: Its: Mayor Its: Date: Date: Page 8 of 8 Bremerton/Bruce Dees & Associates A/E Services for the Pendergast Regional Park Field Improvements APPROVED AS TO FORM: ATTEST: By: By: Bremerton City Attorney City Clerk R:\Legal\Legal\Forms\FORMS ON COBWEB\Professional Services Agreement Rev. 03 2018.docx Exhibit 'A' 1 of 4 6/27/2022 EXHIBIT 'A' CITY OF BREMERTON PENDERGAST REGIONAL PARK FIELD IMPROVEMENTS SCOPE OF WORK APRIL 22, 2022 REVISED MAY 10, 2022 JUNE 27, 2022 In general the scope of works entails the design of field improvements to two (2) existing fields at Pendergast Regional Park to enhance field use, improve drainage and provide ADA accessibility. Bruce Dees & Associates (BDA) will provide professional services for Site Analysis and Inventory, and Schematic Design (30%). SCOPE OF WORK The scope of work entails the following: • Development of field layouts, materials and details to convert two (2) “all weather” fields to multi-purpose artificial turf fields. • Hardscape elements include ADA accessible pathways, fencing, curbing, concrete stairs, ramps and a concrete foundation for a pre-engineered restroom. • Grading and drainage design (including temporary erosion and sediment control) to ensure positive drainage of the site and multi-purpose fields including underdrainage. • Extension of utilities (water, sewer, electric) to a new or future pre-engineered restroom. • Preparation of preliminary construction cost estimate. PROJECT BUDGET (or MAXIMUM ALLOWABLE CONSTRUCTION COST (MACC) TBD COMPENSATION Refer to Exhibit 'C' TASK 1 – PROJECT ADMINISTRATION A. Project Coordination Michael Faulkner, PLA, ASLA, with BDA, will be the Project Manager, coordinating the overall efforts of the team and maintaining continuous coordination with City staff and subconsultants for drawings, contract documents, schedule, and permitting. Work performed by subconsultants is as follows: • Sitts & Hill – Survey & Civil Engineering • Stantec, Inc – Electrical Engineering Exhibit 'A' 2 of 4 6/27/2022 BDA will provide progress billing reports, project management, quality control / quality assurance reviews and team coordination. In addition, BDA will document project decisions and provide regular status updates to the entire project team. TASK 2 - SITE ANALYSIS & INVENTORY A. Site Survey A topographic survey of the existing park will be provided to prepare construction plans for the park improvements. Site Survey shall include topography, surface features, paved surfaces, significant trees, and utilities. B. Background Data Collection The design team will review and compile: • Overall goals, objectives and program of activities and facilities with the City. • Applicable regulations, laws, statues, and codes. • Existing as-built information. • Existing site conditions. • Existing conduit at the field and capacity of the electrical panel. • Existing storm drainage system. Client Meetings & Reviews • Project Site Visit (Meeting #1) Deliverables • Site Topographic Survey • Site Photos • Background Data Collection Summary TASK 3 – SCHEMATIC DESIGN (30%) A. Synthetic Turf Research BDA will review the available synthetic turf products which have been installed and tested in the region. A summary report and product cut sheets will be provided. B. Preliminary Site Plan & Narrative A preliminary site plan will be developed by BDA to document the overall scope of work, construction impacts and preliminary material quantities. The site layout will confirm field layouts, field striping, fencing, accessible pathways, ramps, stairs and facility locations. A design narrative will be prepared to communicate the full scope of work along with preliminary cost estimating. C. Site Plan Rendering A site plan rendering will be developed to graphically communicate the park improvements for fund- raising and grant application purposes. D. Schematic Design 30% Design & Engineering Package will include development of the following: • Layout and Material Plans • Grading and Drainage Plans • Utility Plans and Details • Landscape & Irrigation Plans Exhibit 'A' 3 of 4 6/27/2022 Client Meetings & Reviews • Preliminary Site Plan Review (Meeting #2) • Pre-Application Meeting (Meeting #3) Deliverables • Synthetic Turf Research Summary • Preliminary Site Plan & Narrative • Preliminary Construction Cost Estimate • Site Plan Rendering SUBCONSULTANTS Stantec, Inc Stantec, Inc will provide the following Professional Services for electrical engineering: • Schematic site drawing and electrical details (30%). • Preliminary cost estimating. Exclusions include: • Load monitoring, data, and PA design services. Sitts & Hill Sitts & Hill will provide surveying and civil engineering services for the project. Their scope of work includes the following: • Limited topographic site survey as necessary to prepare construction documents. • Review of park improvement plans and specifications. Assumptions include: • A boundary survey of the park is assumed to not be required. • No off-site improvements are anticipated. Any scope of work items not included in the scope of work is excluded. PROVIDED BY THE CLIENT The Client will provide the following: 1. Site Access Rights-of-entry upon all lands necessary for the performance of the Scope of Work described above. 2. Video Investigation of Existing Drain Lines The Client will provide video survey of the existing drain lines as recommended. BDA will assist in coordination. Exhibit 'A' 4 of 4 6/27/2022 EXTRA WORK 1. Project Completion Geotechnical Engineering, Design Development (60%), Construction Documentation (90%, 100%), Permitting, Bidding, Construction Review, and Project Closeout services are not currently included within this Scope of Work. If the Client elects to move forward with final documentation and construction, design fees for the additional work shall be negotiated, and documentation will be finalized to address the current permitting requirements and applicable regulations, laws, statutes and codes at that time. 2. Expanded Scope of Work If during the course of the project, the Client elects to expand the Scope of Work, design fees for the additional work shall be negotiated. 3. Extra Work Any work not included in this Scope of Work or any meeting(s) in addition to those listed in the Scope of Work shall be considered extra work. No extra work shall be commenced without written authorization from the Client. 4. Changes in Project Schedule In the event there are significant changes to the project schedule, fees for the additional time and expenses shall be negotiated. 5. Phased Development The Scope of Work is based on a single construction phase. In the event the Client elects to divide the project into multiple construction phases, the fees for additional work to separate and prepare multiple construction document packages shall be negotiated. TASK ITEMSJul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22Site Analysis & InventorySite SurveyBackground Data CollectionSchematic Design (30%)Synthetic Turf ResearchPreliminary Site Plan & NarrativeSite Plan Rendering30% Schematic Design & Engineering PackageClient Meetings & ReviewsMid-Julymid Septembermid NovemberPreliminary Site Plan Review (Meeting #2)Pre-Application Meeting (Meeting #3)Site Analysis & InventoryProject Site Visit (Meeting #1)Schematic Design (30%)JUNE 27, 2022SCHEDULE (PRELIMINARY)FIELD IMPROVEMENTSPENDERGAST REGIONAL PARKCITY OF BREMERTONEXHIBIT 'B'Exhibit 'B' 1 of 1 06/27/2022 Exhibit 'C' 1 of 1 6/27/2022 Exhibit 'C' CITY OF BREMERTON PENDERGAST REGIONAL PARK FIELD IMPROVEMENTS FEE SCHEDULE JUNE 27, 2022 TASK AMOUNT 1. Project Administration $ 4,400.00 2. Site Analysis & Inventory $ 5,510.00 3. Schematic Design (30%) $ 37,334.00 $ 47,244.00 ______________________ SPECIALTY CONSULTANTS _____________________ Sitts & Hill - Site Survey $ 8,580.00 100% $ 8,580.00 PENDERGAST REGIONAL PARK TOTAL $55,824.00 The Scope of Work described in Exhibit A will be provided on a lump sum basis with payments made each month on a percent of completed work. 307.8 307.3 318.0 3250'10'20'40' AGENDA BILL CITY OF BREMERTON CITY COUNCIL SUBJECT: Study Session Date: July 13, 2022 Professional Services Agreement with Parametrix, Inc. for Engineering Services for the Haddon Park Renovation Project; and related Budget Adjustment COUNCIL MEETING Date: July 20, 2022 Department: Parks & Recreation Presenter: Jeff Elevado Phone: (360) 473-5428 SUMMARY: A Request for Qualifications (RFQ) was advertised on March 15, 2022 for the consultant selection for the Haddon Park Renovation Project. Of the two submittals received, Parametrix ranked as the most qualified to perform the engineering services necessary for this project. ATTACHMENTS: Attachment #1: Professional Services Agreement; Attachment #2: Parametrix Scope of Work (Exhibits A, B & C); and Attachment #3: Haddon Park Concept Plan FISCAL IMPACTS (Include Budgeted Amount): The total project estimate is $1,081,625. Comprised of $500,000 RCO Local Parks Grant, $350,000 RCO Youth Athletic Facilities Grant and $132,000 CDBG grant. The remaining balance of $99,625 will be from donations, Park Capital Fund Balance and REET. STUDY SESSION AGENDA: ☒ Limited Presentation ☐ Full Presentation STUDY SESSION ACTION: ☐ Consent Agenda ☐ General Business ☐ Public Hearing RECOMMENDED MOTION: Move to approve the Professional Services Agreement with Parametrix, Inc. in the amount not to exceed $118,723, authorize an expenditure budget adjustment in the same amount 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 11/09/2021 B7 Page 1 of 8 Bremerton/Parametrix Engineering Services for the Haddon Park Renovation Project PROFESSIONAL SERVICES AGREEMENT Engineering Services Haddon Park Renovation Project The City of Bremerton (“City”) and Parametrix (“Consultant”), referred to collectively as the “Parties,” enter into the following Agreement for professional services: I. Scope: The Consultant agrees to perform the services more specifically described in the Scope of Work, dated May 2022, including any attachments thereto, attached hereto as Exhibit A, which is incorporated by reference herein. The Scope of Work may be modified only pursuant to Section VII.H of this Agreement. If the Scope of Work provides for unspecified additional services such services shall only be performed upon the express written request of the City. Consultant further represents that the services furnished under this Agreement will be performed in accordance with generally accepted professional practices in effect at the time such services are performed. II. Term: The City and the Consultant agree that work will begin on the tasks described in Exhibit A immediately upon execution of this Agreement. The parties agree that the work described in Exhibit A is to be completed as provided for in the work schedule attached hereto as Exhibit B; provided however, that additional time shall be granted by the City for excusable delays or extra work as provided for in Section IX.A of this agreement. III. Compensation: In consideration of the services provided pursuant to this Agreement, the City shall pay Consultant in an amount not to exceed $118,723. Consultant’s charges and bills shall conform to the fee schedule attached hereto as Exhibit C and incorporated herein by this reference. The Consultant shall submit regular billing statements detailing work performed and amount charged on each task or portion thereof. The descriptions shall conform to and fall within the categories set out in the Scope of Work and/or Fee Schedule. U pon receipt of a conforming billing statement, the City shall promptly process payment. PROVIDED, HOWEVER, the City reserves the right to prioritize scoped work and accelerate and/or delay work tasks under the time frame set forth in Section II herein. The Consultant's labor rates and billing fees shall be as delineated in Exhibit C. Consultant shall not perform work beyond the Scope of Work, nor shall be compensated for such work, unless the Scope of Work or amount of compensation is modified pursuant to this Agreement. Consultant shall only be compensated for additional services if requested pursuant to Section I and, if not otherwise provided, such compensation shall be in accordance with Exhibit C. If a billing statement does not conform to this Agreement, the City may withhold payment until the statement is brought into compliance. Such withholding does not relieve Consultant of its obligations under this Agreement. Page 2 of 8 Bremerton/Parametrix Engineering Services for the Haddon Park Renovation Project IV. Relationship of Parties: Consultant represents that it is skilled in the matters addressed in the Scope of Work and is performing independent functions and responsibilities within its field of expertise. Consultant and its personnel are independent Consultants and not employees of the City. Consultant and its personnel have no authority to bind the City or to control the City’s employees and other Consultants. None of the benefits provided by the City to its employees, including, but not limited to, compensation, insurance, and unemployment insurance are available from the City to the employees, agents, representatives, or sub-Consultants of the Consultant. Consultant will be solely and entirely responsible for its acts and for the acts of Consultant's agents, employees, representatives and sub-Consultants during the performance of this Agreement. The City may, during the term of this Agreement, engage other independent Consultants to perform the same or similar work. As an independent Consultant, Consultant is responsible for its own management. The City’s administration and enforcement of this Agreement shall not be deemed an exercise of managerial control over Consultant or its personnel. As an independent Consultant, Consultant is responsible for payment of all taxes and licensing fees necessary to perform its obligations under this Agreement. These taxes and fees include but are not limited to State industrial insurance, Business & Occupation, State professional licensing, and City business licensing. If any taxes or fees due the City have been declared delinquent, the City may withhold the delinquent amount, plus any additional charges arising from the delinquency, from any payments due Consultant. V. Indemnification: A. Consultant shall defend, indemnify and hold the City, its officers, officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and attorney fees, arising out of or in connection with the performance of this Agreement except for that portion of the injuries and damages caused by the City’s sole negligence, unless Consultant is conducting work pursuant to Subsection B below. The City's review or acceptance of any of the work when completed shall not be grounds to avoid any of these covenants of indemnification. B. Architects, Engineers and Any Other Professional Listed In and Performing Services Defined in RCW 4.24.115. Should a court of competent jurisdiction determine that Consultant’s services provided pursuant to this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees, agents and volunteers, the Consultant's liability hereunder shall be only to the extent of the Consultant's negligence. IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE CONSULTANT'S WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY FOR THE Page 3 of 8 Bremerton/Parametrix Engineering Services for the Haddon Park Renovation Project PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER. The provisions of this section shall survive the expiration or termination of this Agreement. VI. Insurance: The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, employees, sub-consultants or sub-Consultants. Before beginning work on the project described in this Agreement, the Consultant shall provide a Certificate of Insurance evidencing: 1. Automobile Liability insurance with limits no less than $1,000,000 combined single limit per accident for bodily injury and property damage; and 2. Commercial General Liability insurance written on an occurrence basis with limits no less than $1,000,000 combined single limit per occurrence and general aggregate for personal injury, bodily injury and property damage. Coverage shall include but not be limited to: blanket contractual; products/completed operations/broad form property damage; explosion, collapse and underground (XCU) if applicable; and 3. Excess Liability insurance with limits not less than 1,000,000 limit per occurrence and aggregate. 4. Professional Liability insurance with limits no less than $1,000,000 limit per occurrence/claim. 5. Workers Compensation insurance as statutorily required by the Industrial Insurance Act of the State of Washington, Title 51, Revised Code of Washington and employer's liability with limits not less than $1,000,000. Any payment of deductible or self-insured retention shall be the sole responsibility of the Consultant. All required policies shall be provided on an “occurrence” basis except professional liability insurance (if required), which may be provided on a “claims-made” basis. The City shall be named as an additional insured on the Commercial General Liability insurance policy, as respects work performed by or on behalf of the Consultant and a copy of an endorsement that is acceptable to the City, which names the City as an additional insured shall be attached to the Certificate of Insurance. The City reserves the right to receive a certified copy of all the required insurance policies and endorsements. The City further reserves the right to reject any unacceptable policies and/or endorsements. The Consultant's Commercial General Liability insurance shall contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought , except with respects to the limits of the insurer's liability. Page 4 of 8 Bremerton/Parametrix Engineering Services for the Haddon Park Renovation Project The Consultant's insurance shall be primary and non-contributory insurance as respects the City and shall contain a waiver of subrogation against the City for claims arising out of any operations, liabilities and obligations to which coverage applies. It shall be an affirmative obligation upon Consultant to advise the City’s Risk Manager by fax at (360) 473-5161, or by certified mail, return receipt requested to City of Bremerton, Attn: Risk Management, 345 6th Street, Suite 100, Bremerton, WA 98337 within two days of the cancellation, suspension or substantive change of any insurance policy set out herein, and failure to do so shall be construed to be a breach of this Agreement. The City also reserves its unqualified right to require at any time and for any reason, proof of coverage in the form of a duplicate of the insurance policy with all endorsements as evidence of coverage. In the event that the Consultant employs other consultants or contractors (sub-consultants or sub-contractors) as part of the work covered by this Agreement, it shall be the Consultant’s responsibility to require and confirm that each sub-consultant or sub-contractor meets the minimum insurance requirements specified above. The Consultant shall, upon demand of the City, deliver to the City copies of such policy or policies of insurance and the receipts for payment of premiums thereon. VII. General Conditions: A. Reports and Information: When requested by the City, Consultant shall furnish periodic reports and documents on matters covered by this Agreement. The reports and documents shall be furnished in the time and form requested. Consultant shall maintain accounting records in accordance with Generally Accepted Accounting Principles (“GAAP”) to substantiate all billed amounts. B. Ownership and Use of Records and Documents: Original documents, drawings, designs and reports, including those in electronic format, developed under this Agreement are the property of the City. All written information submitted by the City to the Consultant in connection with the services performed by the Consultant under this Agreement will be safeguarded by the Consultant to at least the same extent as the Consultant safeguards like information relating to its own business. If such information is publicly available or is already in Consultant's possession or known to it, or is rightfully obtained by the Consultant from third parties, Consultant shall bear no responsibility for its disclosure, inadvertent or otherwise. All data, documents and files created by Consultant under this Agreement may be stored at Consultant's office in Bremerton, Washington. Consultant shall make such data, documents, and files available to the City upon its request at all reasonable times for the purpose of editing, modifying and updating as necessary until such time as the City is capable of storing such information in the City's offices. Duplicate copies of this information shall be provided to the City upon its request, and at reasonable cost. All documents, including all reports, drawings, specifications, computer software or other items prepared or furnished by Consultant pursuant to this Agreement, are instruments of service Page 5 of 8 Bremerton/Parametrix Engineering Services for the Haddon Park Renovation Project with respect to the project and are the property of the City. Any reuse by the City for other than the specific purpose intended will be at City’s sole risk. C. Use of Photographs and Images. Consultant shall not use or distribute photographs or images depicting City officials, personnel, property, or equipment whether prepared by Consultant or provided by City without prior written consent of the City. The City will not unreasonably withhold its consent. D. Work Performed at Consultant's Risk: Consultant shall take all precautions necessary and shall be responsible for the safety of its employees, agents, and sub -consultants in the performance of the work hereunder and shall utilize all protection necessary for that purpose. All work shall be done at Consultant's own risk, and Consultant shall be responsible for any loss of or damage to materials, tools, or other articles used or held for use in connection with the work. E. Place of Work: The Consultant shall perform the work authorized under this Agreement at its offices in Bremerton, Washington. Meetings with the City staff as described in Exhibit A, Scope of Work, shall take place at the City's offices, or at locations mutually agreed upon by the parties. F. Entire Agreement: This Agreement and its Exhibits constitutes the entire agreement between the Parties, and the Parties acknowledge that there are no other agreements, written or oral, that have not been set forth in the text of this Agreement. G. Severability: Should any part of this Agreement be found void, the balance of the Agreement shall remain in full force and effect. H. Modification: This Agreement may only be modified by written instrument signed by both Parties. I. Written Notices: All communications regarding this Agreement shall be sent to the parties at the addresses listed below by registered or 1st class mail, or by personal service, and shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement or such other address as may be hereafter specified in writing. Notices to be sent to: Notices to be sent to: CITY: CONSULTANT: Attn: Jeff Elevado Attn: City of Bremerton Parametrix 345 6th Street, Suite 100 60 Washington Ave. #390 Bremerton, WA 98337 Bremerton, WA 98337 J. Waiver: Failure to enforce any provision of this Agreement shall not be deemed a waiver of that provision. Waiver of any right or power arising out of this Agreement shall not be deemed waiver of any other right or power. Page 6 of 8 Bremerton/Parametrix Engineering Services for the Haddon Park Renovation Project K. Non-Waiver of Breach: The failure of the City to insist upon strict performance of any of the covenants and agreements contained herein, or to exercise any option herein conferred in one or more instances shall not be construed to be a waiver or relinquishment of said covenants, agreements or options, and the same shall be and remain in full force and effect. L. Compliance with Laws: Consultant shall comply with all applicable Federal, State, and local laws in performing its obligations under this Agreement. M. Choice of Law and Venue: This Agreement shall be interpreted according to the laws of the State of Washington. Any judicial action to resolve disputes arising out of this Agreement shall be brought in Kitsap County Superior Court. N. Attorneys’ Fees: In the event of litigation to enforce any of the terms or provisions herein, each party shall pay all its own costs and attorney’s fees. O. Assignment: Any assignment of this agreement by the Contractor without the written consent of the City shall be void. VIII. Equal Employment Opportunity Statement: In the hiring of employees for the performance of work under this Agreement, the Consultant, its subcontractors, or any person acting on behalf of Consultant shall not discriminate in any employment practice on the basis of age (40+), sex, race, creed, color, national origin, sexual orientation/gender identity, marital status, military status, or the presence of any physical, mental or sensory disability. IX. ADA Statement: The City of Bremerton does not discriminate on the basis of disability in programs and activities, which it operates pursuant to the requirements of the Americans with Disabilities Act of 1990, and ADA Amendments Act. This policy extends to both employment and admission to participation in the programs, services and activities of the City of Bremerton. Reasonable accommodation for employees or applicants for employment will be provided. X. Termination: This Agreement shall remain in force until completion and acceptance of the services, terminated by written instrument upon mutual consent, or by the City of Bremerton for convenience. This Agreement may be immediately terminated for cause by a Party if the other Party substantially fails to perform through no fault of the terminating Party, and the non - performing Party does not commence correction of the failure of performance within thirty (30) days of the terminating Party’s sending notice to the non-performing Party. Any Notice by Consultant shall include a report showing the status of all items listed in the Scope of Work current through the termination date. If the City receives reimbursement by any federal, state, or other source for work described in Section I herein, and that funding is withdrawn, reduced or limited in any way, or the project is cancelled or substantially reduced after the execution date of this Agreement and prior to the completion of the work, the City may summarily terminate this Agreement. Page 7 of 8 Bremerton/Parametrix Engineering Services for the Haddon Park Renovation Project A. Excusable Delays: The right of Consultant to proceed shall not be terminated nor shall Consultant be charged with liquidated damages for any delays in the completion of the work due to: 1) any acts of the federal government in controlling, restricting, or requisitioning materials, equipment, tools, or labor by reason of war, national defense, or other national emergency; 2) any acts of the City, its consultants, or other public agencies causing such delay; and 3) causes not reasonably foreseeable by the parties at the time of the execution of the Agreement that are beyond the control and without the fault or negligence of the Consultant, including, but not restricted to, acts of God, fires, floods, strikes, or weather of unusual severity. PROVIDED, HOWEVER, that the Consultant must promptly notify the City within ten (10) calendar days in writing of the cause of the delay. If, on the basis of the facts and the terms of this Agreement, the delay is properly excusable, the City shall, in writing, extend the time for completing the work for a period of time commensurate with the period of excusable delay. B. Rights Upon Termination: In the event of termination, the City shall pay for all services performed by the Consultant to the effective date of termination, as described on a final invoice submitted to the City. After termination, the City may take posses sion of all records and data within the Consultant's possession pertaining to this project which may be used by the City without restriction. Any such use not related to the project which Consultant was contracted to perform shall be without liability or legal exposure to the Consultant. XI. Suspension & Debarment. For contracts involving Federal funding, Consultant hereby certifies, by signing this agreement, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. Consultant shall provide immediate written notice to the City if at any time it learns that it is or has become ineligible for certification. Should Consultant enter into a covered transaction with another firm, Consultant agrees by signing this agreement that it will verify that the firm with whom it intends to do business is not debarred, suspended, ineligible, excluded or disqualified. IN WITNESS WHEREOF, the parties below have executed this Agreement. CITY: CONSULTANT: CITY OF BREMERTON By: By: Print Name: Greg Wheeler Print Name: Its: Mayor Its: Date: Date: Page 8 of 8 Bremerton/Parametrix Engineering Services for the Haddon Park Renovation Project APPROVED AS TO FORM: ATTEST: By: By: Bremerton City Attorney City Clerk R:\Legal\Legal\Forms\FORMS ON COBWEB\Professional Services Agreement Rev. 03 2018.docx City of Bremerton 233-1896-8BB Haddon Park Renovation 1 May 2022 EXHIBIT A SCOPE OF WORK City of Bremerton Haddon Park Renovation INTRODUCTION This exhibit presents Parametrix’s proposed scope of work (SOW) for preparation of construction plans, specifications, and engineer’s opinion of probable cost (PS&E) for the Haddon Park Renovation project. Construction drawings for the project will be prepared using conceptual designs provided by City staff. A proposed schedule for the work is provided in Exhibit B and our proposed budget is attached as Exhibit C. Limits of Survey are shown on attached Figure 1. The following tasks are associated with this SOW. Task 1 – Project Management and Meetings Objective Obtain project data; monitor and manage scope, schedule, and budget; and periodically meet with the City and other members of the design team to review project status. Activities The following activities will be performed as part of this task: • Manage and direct the project technical team. • Provide routine project management and communications (scope, schedule, budget, and invoicing). • Prepare monthly progress reports and progress billings and submit to the City for approval and payment. Deliverables The following deliverables will be prepared: • Routine correspondence and monthly progress reports • Meeting agendas and notes Assumptions The following assumptions apply to this task: • Design deliverable review meetings will be attended by the Parametrix project manager. • Project duration will be 7 months (May through December 2022). SCOPE OF WORK (continued) City of Bremerton 233-1896-8BB Haddon Park Renovation 2 May 2022 Task 2 – Preliminary Design (30%) Objective Prepare 30% plans and engineer’s opinion of probable cost. Activities The following activities will be performed as part of this task: • Perform a site walk with City staff. • Procure a geotechnical subconsultant to perform soil borings at the picnic shelter location, the rest room location and at two additional locations in order to identify site soils suitable as on-site fill. • Prepare 30% complete design plans based on City-provided schematics. • Develop 30% engineer’s opinion of probable cost using City’s preliminary estimates to vet cost assumptions and evaluate budget. Deliverables The following deliverables will be prepared: • Plan sheets as follows  Cover Sheet 1 sheet  Park Site Plan 1 sheet at 1-inch = 30- feet scale  Park Layout Plan – East 1 sheet at 1-inch = 20-feet scale  Park Layout Plan – West 1 sheet at 1-inch = 20-feet scale  Park Grading and Drainage Plan - East 1 sheet at 1-inch = 20-feet scale  Park Grading and Drainage Plan - West 1 sheet at 1-inch = 20-feet scale  Electrical Plan 1 sheet at 1-inch = 30- feet scale 7 Sheets Total • 30% engineer’s opinion of probable cost • Drainage technical memorandum • Draft and final geotechnical report Assumptions The following assumptions apply to this task: • New impervious surface will be less than 10,000 square feet and no flow control will be triggered at the site. SCOPE OF WORK (continued) City of Bremerton 233-1896-8BB Haddon Park Renovation 3 May 2022 • Structural design for modular block retaining wall, restroom facility slab, and picnic shelter will be provided by each respective vendor, including plans stamped by a Washington State licensed professional engineer. • Landscape and irrigation design will be by the City. • Special provisions and all drawings will follow WSDOT format. • One PDF set of all plans (11-inch x 17-inch), special provisions, and cost estimates at each design stage will be provided. • AutoCAD and PDF files of all drawings and documents will be provided electronically. Task 3 – 60%, 90%, and Final Plans, Specifications, and Estimates (PS&E) Objective Prepare 60%, 90%, and Final PS&E for the project. Activities The following activities will be performed as part of this task: • Develop final engineering plans from the 30% plans. • Prepare an engineer’s opinion of probable cost at each deliverable stage. • Prepare special provisions at each deliverable stage. • Prepare contract documents for the 60%, 90%, and final deliverables packages. Deliverables The following deliverables will be prepared: • Plan sheets as follows:  Cover Sheet 1 sheet  Notes, Legend, and Abbreviations 1 sheet  Survey and Horizontal Ctl. 1 sheet at 1-inch = 30- feet scale  Demolition and TESC Plan and Details 1 sheet at 1-inch = 30- feet scale  Park Site Plan 1 sheet at 1-inch = 30- feet scale  Park Layout Plan – East 1 sheet at 1-inch = 20-feet scale  Park Layout Plan – West 1 sheet at 1-inch = 20-feet scale  Park Grading and Drainage Plan - East 1 sheet at 1-inch = 20-feet scale  Park Grading and Drainage Plan - West 1 sheet at 1-inch = 20-feet scale  Grading Points 1 sheet  Path Grading Plan and Profile sheets 2 sheets at 1-inch = 20-feet scale SCOPE OF WORK (continued) City of Bremerton 233-1896-8BB Haddon Park Renovation 4 May 2022  Picnic Shelter Grading Plan and Details 1 sheets  Site, Utility, and Drainage Details 2 sheets  Modular Bock Wall Plan and Profile 1 sheet  Electrical Legend and Abbreviations 1 sheet  Electrical Site Plan 1 sheet at 1-inch = 30-feet scale  Electrical One-line Diagram and Schedules 1 sheet  Electrical Details 1 sheet  Total Sheets 20 • 60%, 90%, and final engineer’s opinion of probable cost. • 60%, 90%, and final contract documents. • One PDF set of all plans (11-inch x 17-inch), special provisions, and cost estimates at each design stage will be provided. • AutoCAD and PDF files of all drawings and documents will be provided electronically. Assumptions The following assumptions apply to this task (in addition to the assumptions under Task 2): • Electrical design will use existing power drop along the 15th Street frontage and will consist of providing trench, conduit, and power service across the field to the new restroom and picnic shelter. • City will perform bid advertisement, provide all additional document reproduction, and pay fees for advertisements and reproduction. • Special provisions and drawings will follow WSDOT format. Task 4 – Survey Objective Parametrix will provide the following professional services: Topographic Survey: The subject property consists of Lulu D Haddon Park Kitsap County parcel numbers 3774-004-004-0006 and 3787- 000-006-0403. Parametrix will perform a topographic survey of the subject property with survey coverage sufficient to support design. The topographic mapping shall extend 10 feet beyond the boundary of the subject properties (subject to right of entry) and include street frontage improvements to the properties adjacent edge of asphalt on 15th Street and Lafayette Avenue. Storm and sanitary structures to be located shall include one structure upstream and downstream of the property. Contours will be at 1-foot intervals, based on a vertical datum of North American Vertical Datum 1988 (NAVD88). Activities The following activities are associated with this task: SCOPE OF WORK (continued) City of Bremerton 233-1896-8BB Haddon Park Renovation 5 May 2022 • Establish horizontal control. Set and measure horizontal control necessary for mapping. • Establish vertical control. The field survey will locate visible evidence of, including but not limited to, the following improvements: • Buildings • Curbs • Sidewalks/paths • Driveways/curb cuts • Pavement-delineation between concrete and asphalt • Retaining walls, bulkheads and fences – materials and heights • Storm drainage and storm drain structures • Sanitary sewer manholes and/or Septic Tank/Drain field areas as identified to our field survey crew by the client. • Water valve measurements to top of nut • Electrical power vaults and associated surface features • Telephone pedestals • Natural gas • Cable or fiber optic pedestals • Street lighting • Fire Hydrants • Signage • Ponds • Overhead wires, guy wires • Meters or utility connects to existing buildings. Note: Our survey crews are not allowed to enter sub-surface vaults. Our work will be conducted from the surface, using measure-down techniques. Crews will also not open any structure covers in excess of 80 pounds. • Underground utility location paint marks set by others if visible at time of the field survey. • Significant trees with drip lines (6” or larger as measured 4 1/2 foot above the ground). Deliverables At completion of our work on this project, Parametrix will provide: 1. One (1) paper copy of the Topographic Survey. 2. Upon request, an electronic drawing file of the Topographic Survey in AutoCAD Civil 3D 2018 format in one drawing file. Assumptions This proposal is based on the following assumptions and/or receiving the following site-specific information. 1. Parametrix will be provided reasonable access to all areas requiring surveys. SCOPE OF WORK (continued) City of Bremerton 233-1896-8BB Haddon Park Renovation 6 May 2022 2. For safety reasons Parametrix personnel are not permitted to enter enclosed utility structures. These structures will be detailed and inventoried only to the extent feasible from the surface. 3. All electronic mapping standards will be based on Parametrix drafting standards unless specified otherwise. 4. Parametrix field crews may need to perform minor brushing with machetes to conduct this survey, and we have the City’s permission to do so. 5. We have not accounted for the cost of an independent utility locating service to identify the location of existing conductible underground utilities. 6. We have not accounted for the cost of an arborist. If it is determined in the interest of the City, to retain an arborist, and if there are tags, flagging, etc. on site during the field survey, we will incorporate this information into the topographic mapping. 7. The setting of any survey monuments at any of the exterior boundary points of the subject properties has not been included in this proposal. The boundary of the property will be merged into the topographic mapping, as appropriate, and shown for graphical purposes only. This service can be provided if required at a later date; however, any setting of property corners, and filing of a Record of Survey (if required) will be considered Additional Services and billed separately as described below. 8. All property lines will be shown as GIS lines from Kitsap County information. 9. Unless otherwise specified by the client, Horizontal Datum shall be North American Datum 2011 (NAD 83/11) Washington Coordinate System, North Zone, and Vertical datum shall be NAVD88. Additional Services It is understood that any Additional Services beyond those included in this Scope of Services shall be authorized in writing by the City prior to commencement of the “Additional Service(s),” and the City shall reimburse Parametrix for said Additional Services monthly according to the work actually accomplished in the preceding month, provided such Additional Services have been approved in writing. SCOPE OF WORK (continued) City of Bremerton 233-1896-8BB Haddon Park Renovation 7 May 2022 EXHIBIT B – SCHEDULE Work Element Completed By Notice to Proceed June 1, 2022 Survey (4 weeks) June 29, 2022 30% Plans and Cost Estimate* (4 weeks) July 27, 2022 60% PS&E* (6 weeks) September 14, 2022 90% PS&E* (8 weeks) November 16, 2022 Final PS&E* (6 weeks) December 30, 2022 Construction June – September 2023 Project Closeout September 30, 2023 NOTE: * Indicates submittals to be reviewed by the City. The assumed turnaround time for City review of deliverables is 1 week. PARAMETRIX EXHIBIT C - BUDGET 5/4/2022 Eng III QC - Eng IV Cooper J. Hillyard TOTAL TOTAL PHASE TASK 3.00 Burdened Labor Rate $250.44 $126.27 $120.09 $157.14 $219.03 $140.73 $127.14 $133.08 $121.68 $152.28 $218.40 $152.46 $130.41 $118.98 $100.62 $134.22 HOURS COST 1 1 Project Management and Meetings Virtual Project Meetings (2) 2 2 $501 Project Management - 7 mo. (June through December 2022) 7 7 7 21 $3,575 Subtotal 9 7 7 21 $4,076 1 2 Preliminary Design Site Walk 1 2 4 7 $1,132 1 1 2 $377 2 2 12 4 20 $2,681 2 2 $253 16 16 $2,020 24 24 $3,030 24 24 $3,030 24 24 $3,030 24 24 $3,030 12 4 16 $2,449 2 1 3 $720 2 8 8 18 $2,768 $11,750 Subtotal 8 127 12 24 1 4 4 173 $36,271 1 3 Final Design 2 3 5 $880 2 2 $253 2 2 $253 12 12 $1,515 16 16 $2,020 8 8 $1,010 22 22 $2,778 22 22 $2,778 24 24 $3,030 24 24 $3,030 24 24 $3,030 24 24 $3,030 16 16 $2,020 24 24 $3,030 16 16 $2,020 1 1 2 $298 4 8 12 $1,754 8 8 16 $2,383 8 8 16 $2,383 8 8 10 8 34 $4,648 Senior Survey K. Allinson General Notes, Legend and Abbreviations (1 sheet) Park Layout Plan - East (1 sheet @ 20 scale) Park Layout Plan - West (1 sheet @ 20 scale) Park Grading and Drainage Plan - East (1 sheet @ 20 scale) PLS L. Miller Elec Eng R. Rohler Elec Des III D. Peterson Drainage TM Planner III J. Ceralde 30% Review Meeting Park Site Plan (1 sheet @ 30 scale) Park Grading and Drainage Plan - West (1 sheet) SHEET TOTAL - 7 QC 30% Engineer's Opinion of Probable Cost Cvr w/ Vty Map & Sht Index (1 sheet) Project: City of Bremerton STAFFPMX # Haddon Park Renovation BILLING MULT.: Acct. L. Gilbertson PM D. Dinkuhn Client: Elec Des IV J. Reinmuth Survey PC Lauretha L. Ruffin Survey III M. D'Agostino Survey II J. Austin Sr. PC S. Harris Survey Tech S. Sharpe WP A. Lucas Geotechnical (Shannon & Wilson), incl. 5% markup 60%, 90%, & Bid Set Review Meetings SHEETS Park Grading and Drainage Plan - West (1 sheet @ 20 scale) 60% Specials Site, Utility, and Drainage Details (2 sheets) Modular Block Wall Plan and Profile (1 sheet) SHEET TOTAL - 20 Survey and Horizontal Control (1 sheet @ 30' scale) Demolition and TESC Plan and Details (1 sheet) Grading Points (1 sheet) Path Grading Plan and Profile Sheet (2 sheets @ 20 scale) Picnic Shelter Grading Plan and Details (1 sheet) Electrical Legned and Abbreviations (1 sheet) Electrical Plan (1 sheet @ 30 scale) Electrical One-Line Diagram and Schedules (1 sheet) Electrical Details (1 sheet) 23318968CD Park Site Plan (1 sheet @ 30 scale) SHEETS Cvr w/ Vty Map & Sht Index (1 sheet) Electrical Plan (1 sheet @ 30 scale) Park Layout Plan - East (1 sheet @ 20 scale) Park Layout Plan - West (1 sheet @ 20 scale) Park Grading and Drainage Plan - East (1 sheet) 5/4/2022 Haddon Park Budget 050422.xlsx PARAMETRIX EXHIBIT C - BUDGET 5/4/2022 Eng III QC - Eng IV Cooper J. Hillyard TOTAL TOTAL PHASE TASK 3.00 Burdened Labor Rate $250.44 $126.27 $120.09 $157.14 $219.03 $140.73 $127.14 $133.08 $121.68 $152.28 $218.40 $152.46 $130.41 $118.98 $100.62 $134.22 HOURS COST Senior Survey K. Allinson PLS L. Miller Elec Eng R. Rohler Elec Des III D. Peterson Planner III J. Ceralde Project: City of Bremerton STAFFPMX # Haddon Park Renovation BILLING MULT.: Acct. L. Gilbertson PM D. Dinkuhn Client: Elec Des IV J. Reinmuth Survey PC Lauretha L. Ruffin Survey III M. D'Agostino Survey II J. Austin Sr. PC S. Harris Survey Tech S. Sharpe WP A. Lucas23318968CD 1 8 8 17 $2,518 8 8 8 4 28 $3,880 1 6 4 11 $1,637 1 6 4 4 4 19 $2,686 6 17 8 31 $6,444 $150 Subtotal 11 275 53 17 47 16 8 427 $59,460 1 4 Survey 4 4 $610 2 2 50 54 $7,262 2 50 30 82 $9,273 6 $960 350 $205 Subtotal 2 8 50 50 30 146 $18,105 1 MR Management Reserve TBD 1 ESC Salary Escalation $811 28 402 12 77 18 51 7 7 20 8 2 8 50 50 30 767 PROJECT TOTAL $118,723 Expenses (mileage) Management Reserve Survey Field (6 days field) Equipment fees (6 days) Salary Escalation (3% effective 10/7/22) Labor Hours Total 60% Engineer's Opinion of Probable Cost 90% Contract Docs 90% Engineer's Opinion of Probable Cost Processing/drafting topo map Research/Lineout QC Bid Documents and Engineer's Opinion of Probable Cost Expenses (mileage) 5/4/2022 Haddon Park Budget 050422.xlsx Haddon Park Site Development PlanSee Plan EnlargementFutureCommunityGardenLafayette Ave.Open LawnArea w/ NewShade TreesExisting PathNew Pathways Regraded for AccessibilityNew Tree Plantings under UtilitiesExisting Trees Haddon Park Site Plan Enlargement (Rotated for legibility, with inspirational images)AccessibleRenovatedSports CourtChildren;s Playground w/ Retaining WallAccessible Pathway Connecting FeaturesPaved Accessible ParkingNew FencingPicnic Shelter & New Accessible PathwaysAccessible Parking & Entry PathwayExample of New Restroom & Drinking FountainExample of ShelterInterpretive SignageFuture Proposed Stairway Connection from Future SidewalkLandscaping to Stabilize SlopeExample of New Children’s Play AreaPicnicTablesBenchesBenchesNew RestroomShade TreesEntrySignageRenovated Multi-Sport Court AGENDA BILL CITY OF BREMERTON CITY COUNCIL SUBJECT: Study Session Date: July 13, 2022 Create the position of Forestry Manager at Band 16 of the Management, Professional, Confidential and Fiduciary Salary Plan; and authorize the mid-year hire of the Forestry Manager COUNCIL MEETING Date: July 20, 2022 Department: Public Works & Utilities Presenter: Tom Knuckey Phone: (360) 473-2376 SUMMARY: The Forestry Division of Public Works and Utilities was historically managed by a Forestry Manager; however, that position was eliminated in 2014 when the incumbent retired. Since 2014 Forestry has been managed by 4 different Division Managers as an additional duty; this approach has not been successful. The proposal is to restore the historic staffing from 2014 and entails transferring the incumbent in the Forest Service Specialist Senior position to a similar vacant position in another Division of Public Works and creating a Forestry Manager position. ATTACHMENTS: 1) PowerPoint presentation Updated; 2) Excerpt from 2022 Management, Professional, Confidential & Fiduciary Salary Plan (for reference) FISCAL IMPACTS (Include Budgeted Amount): The cost to the Water Fund will increase by approximately $60,000/year. Sufficient labor budget is available in the Water Fund; a budget adjustment is not required. STUDY SESSION AGENDA: ☐ Limited Presentation ☒ Full Presentation STUDY SESSION ACTION: ☐ Consent Agenda ☐ General Business ☐ Public Hearing RECOMMENDED MOTION: Move to create the position of Forestry Manager at Band 16 of the Management, Professional, Confidential and Fiduciary Salary Plan; and authorize the mid-year hire of a Forestry Manager. COUNCIL ACTION: Approve Deny Table Continue No Action Form Updated 11/09/2021 B8 Updated Public Works & Utilities -Forestry Management July 13, 2022 •Pre-1980: the City began purchasing forest lands in 1917, with major acquisitions completed by 1939. From 1960’s to 1980 the City had a forester and logging crew. •1980 –2014: in 1980 the City hired a Forestry Manager who developed current forest management practices. The Forestry Manager position was eliminated in 2014 when the incumbent retired •2014 –2016: forestry was managed by the Admin Division Manager •2016 –2019: forestry was managed by the Wastewater Manager with assistance from the PW Operations (Streets) Manager •2019 –Mid 2021: forestry was managed by the Public Works Operations (Streets) Manager •Mid 2021 –Present: forestry is managed by the Water Utilities Manager with contracted assistance Director Public Works Operations Manager Water Resources Division Manager Wastewater Operations Division Manager Utility Division Manager Engineering Division Manager/City Engineer Public Works Financial Manager Internal Services Manager Administrative Assistant Administrative Project Manager Water Resources (10-FTE, $6.4M) Forestry (4-FTE, $1.5M) Street Division (14-FTE, $5.5M) Wastewater Operations WWTP’s & Pump Stations (20-FTE, $6.4M) Utility Maintenance W, WW, SW Mains (31-FTE, $18M) Facility & Signal Electrical Maint (4-FTE) Transportation, Utilities, Development (21-FTE, $28M) Storm/NPDES Compliance (2-FTE, $3M) Admin Division (3-FTE, $1M) Facilities & Inventory (9-FTE, $2M) Eqpt. Services (4-FTE, $3M)PW&U Safety Officer •Manage 8,400-acres of Utility and Forest lands for compliance with Forest Practices Act and other actions (leases, easements, sale/purchase/exchange)•Plan and implement sustainable annual timber harvest •Silviculture (reforestation) management including seedling purchase and planting contracts, vegetation control, stand management, animal control, etc.•Maintain 60+ miles of forest roads including 7 bridges, culverts, etc.•Manage biosolids application program; calculate load rates and report to Ecology•Watershed security including coordinate patrols, gate and monitoring maintenance, identify and block trails, etc. •Wildfire assessment, DNR & BFD coordination and response•Comprehensive planning and implementation •Forestry management is a full-time position; assigning to a separate division is untenable and has resulted in deferred maintenance •Actions we take today will have impacts for decades into the future •For the last year, the former Public Works Operations Manager has been under contract to assist in managing forestry 3- days/wk +/-; this contract expired in June •For the last year, the Water Utilities Manager has been working half-time +/-on Forestry, which has impacted management of Water Resources. She does not have the capacity to manage Forestry without assistance Restore historic forestry staffing (1990 –2014): •Upgrade Forest Svc Specialist Sr position to Forestry Mgr (Band 16) •Transfer the Forest Svc Specialist Sr incumbent to a vacant position in Utility Maintenance; eliminate the position with the 2023 budget •Shift all Water Utilities Manager time to Water Resources Since Forestry is in the Water Fund, shifting 0.33-FTE of the Water Utilities Manager from Forestry to Water Resources results in no savings to the Water Fund. The net cost of the upgrade is $60,200 to the Water Fund; net savings of $15,800 considering the cost of the temporary assistance: •New Forestry Manager ($167,400/yr) •Eliminate Forest Service Specialist Senior ($107,200/yr) Note –field staffing need will be reassessed with the update to the Utility Lands Comp Plan AGENDA BILL CITY OF BREMERTON CITY COUNCIL SUBJECT: Study Session Date: July 13, 2022 Create the position of Managing Engineer– Transportation Capital Program at Band 17 of the Management, Professional, Confidential and Fiduciary Salary Plan; and authorize the mid-year hire of the Managing Engineer COUNCIL MEETING Date: July 20, 2022 Department: Public Works & Utilities Presenter: Tom Knuckey Phone: (360) 473-2376 SUMMARY: Transportation Engineering has operational responsibilities that include traffic engineering (accident review and mitigation, channelization, signage, ROW management, multi-modal facilities, etc.,) traffic operations (signal timing, LOS, throughput evaluation and optimization, etc.,) local comprehensive planning, regional and countywide transportation planning committees (PSRC, RPEC, RTOC, BPAC, Freight Advisory, PRTPO, KRCC, ADA, Complete Streets, etc.,) along with capital program design and construction. The span of responsibilities is excessive and cannot be managed successfully by a single Managing Engineer. The requested new Managing Engineer – Transportation Capital Program position will allow workload to be separated to concentrate the responsibility for all capital construction, grant pursuit and management under a single managing engineer, and allow the Managing Engineer – Transportation to focus on traffic engineering, operations, and planning. ATTACHMENTS: 1) PowerPoint presentation; 2) Excerpt from 2022 Management, Professional, Confidential & Fiduciary Salary Plan (for reference); 3) Prothman Announcement FISCAL IMPACTS (Include Budgeted Amount): The cost of the new position is $174,531. Due to vacancies in 2022 a budget adjustment for Engineering General Fund is not required. STUDY SESSION AGENDA: ☐ Limited Presentation ☐ Full Presentation STUDY SESSION ACTION: ☐ Consent Agenda ☐ General Business ☐ Public Hearing RECOMMENDED MOTION: Move to create the Managing Engineer-Transportation Capital Program position at Band 17 of the Management, Professional, Confidential and Fiduciary Salary Plan; and authorize the mid-year hire of the Managing Engineer. COUNCIL ACTION: Approve Deny Table Continue No Action Form Updated 11/09/2021 B9 Position Upgrade and Pay Band Adjustment for Engineering Managers June 28, 2022 Engineering –Staffing Background Engineering staffing has been an ongoing issue. The City Council requested an evaluation to identify appropriate staffing levels that was completed by FCS Group in November of 2020. Findings from the study: •Bremerton had the lowest percentage of engineers and assigned 6.7 projects per engineer, compared to 2.5 -4 projects per engineer for the benchmark cities •There has been and remains significant turnover in Engineering; since 2019 over 50% of staff are new hires •FCS recommended 6 new positions; 5 plus “Development Staff.” Incremental implementation was recommended, with annual confirmation of need Engineering –Staffing Background Two positions were added with the 2020 budget that were considered existing in the FCS study. Implementation of the study recommendations began in 2021: •Four positions have been added to date, with two of those positions directed to support Transportation •While not recommended by the study, one position upgrade was made with the 2022 budget due to an inability to recruit •In addition to this mid-year position upgrade request, two positions are proposed to be requested with the 2023 budget; one for Transportation & one for Utilities Capital Program is Increasing The 2020 FCS Study used 2016 –2018 capital data to evaluate capital workload. Current CIP forecasts a 50% increase in all capital and nearly double in Transportation. Note that the CIP doesn’t include any projects resulting from the Joint Compatibility Transportation Plan, Nutrient General Permit, or other projects resulting from future State or Federal grants or earmarks Transportation Engineering Staffing Challenges •Span of control issue with the Managing Engineer confirmed by FCS study: “…multiple cities have a dedicated transportation planner…respondents have dedicated, separate engineering groups to address such functions as transportation, traffic engineering and transportation development review” •Bremerton’s Managing Engineer is responsible for all aspects of Transportation •Chronic retention issue with the Managing Engineer-Transportation; 3 FTEs in the last 10-yrs, 8 in in the last 25-yrs (3-yr ave) •Last May Council created a Project Manager/Transportation Planner position to help address workload; however, recruiting is proving unsuccessful: •The Development Engr was promoted to the new position, but we couldn’t recruit the vacant Development Engr position until it was upgraded with the 2022 budget •An existing Project Manager-Transportation resigned Nov 2021, unable to recruit •Note an Engineering Technician resigned in March 2021, similarly unable to recruit •We’re not receiving applications for either of the vacant positions Recruiting Challenges Recruiting for the vacant Project Manager position: •Continuous city-standard advertisement since November 2021: •Kitsap Sun, AWC, Diversity job board, LinkedIn, Facebook, Twitter, APWA, Government Jobs, Diversity Jobs, ZipRecruiter, Indeed, Craigslist •Offering $10,000 signing bonus, 4 weeks vacation, flex schedule/work from home & highlighting 4% deferred comp •Two-month advertisement through recruiting firm (Prothman): •All City job postings plus APWA-Washington, ITE, NSPE, Careers in Government, The Job Board, Instagram, Glassdoor, Jobs2Careers, NEXXT, Appcast, Talroo, 8 separate Diversity websites, and Prothman.com •Approximately 800 announcements sent to engineers and engineering project managers in 13 western and central states •Approximately 42,000 outreach emails sent to public works and transportation engineers on 4 separate occasions •No viable applications received to date •Four consulting firms approached to coordinate 2023 Project Management delivery; none can support Request Position Upgrade Request to upgrade the vacant Project Manager to Managing Engineer-Transportation Capital: •Staff believe we may have success filling this position based on conversations with local engineers, and recent hiring experience •Upgrade addresses the span of control concern with the existing Managing Engineer •The position is necessary to deliver both the Capital and Operations/Planning workload •The existing Project Manager position would be held vacant until restoring is considered and approved with the 2023 budget •Modest annual cost increase ($14K/yr); no 2022 budget adjustment is required due to savings from vacancies City Engineer Stormwater Group Managing Engr Utilities (W & WW) Managing Engr TransCap Program (New Position) Managing Engr Traffic, Opns, Planning Managing Engr Development Development Engineer (CEII) Development Inspector (ETIV) Development Inspector (ETIV) Project Assistant Project Manager / Planner Project Assistant Project Manager (Future Request) Project Engineer (CEIII) Engineer Technician Senior Engineer Technician (ETIV) Engineering Technician (ETIV) Note* Permit Technician Project Assistant Project Manager (To Remain Vacant) Project Engineer (CEII) Engineer Technician (ETIV) Engineer Technician (ETIV) Project Manager NPDES Permit Coordinator Engineer Technician (ETIII) Organization Environmental Tech Engineer Technician (ETIII) *Note -potential future need for additional Engineering Technician to support Customer Response. Will evaluate through 2023 Adjust Pay Bands of Engineering Managers •Composite pay separation between CEIII (Teamster) and Project Manager (Management) is minimal. Managers receive 4% deferred compensation; however, teamsters are paid overtime (1.5X) and longevity pay (1% -4%) •One pay-band increase for Managing Engineers and Project Managers will help recruiting and retention and does not create compression with the City Engineer Net annual cost is $66,400 (2022 dollars): •New Transportation Capital Program Manager $174,500/yr •Project Manager –Transportation to remain vacant $160,500/yr •Cost to increase pay bands of Engineering Managers is $52,400/yr ENGINEERING PROJECT MANAGER - TRANSPOR TATION $9 7,498 - $118,791 Plus Excellent Benefits Including: $10,000 Hi ring Bonus and Negotiated Relocation Expenses Employer also c ontributes 4% of salary to deferred compensation ! Apply by June 11, 2022 (First R eview, open until filled) WASHIN GTO N C I T Y O F B R E M E R T O N , WA ♦ E N G I N E E R I N G P R O J E C T M A N A G E R - T R A N S P O R T A T I O N 2 THE COMMUNITY The City of Bremerton offers affordable, quality living in a spectacular water and moun- tain setting. Located on the Kitsap Peninsula in Washing- ton State, Bremerton lies east of the Olympic mountains and directly across the waters of the Puget Sound from Seattle. The ferry terminal and Bremerton Transportation Center at the foot of downtown lead visitors into a growing community of galleries, theaters, shops, restau- rants, museums, and cafes. Bremerton was platted by William Bremer in 1891 and was officially incorporated on October 15, 1901. With a population of 43,500, the City of Bremerton is the largest city in Kitsap County and serves as the urban center for the Bremerton- Silverdale Metropolitan Area. There is a lot to see and do in Bremerton, like taking a stroll along the boardwalk, touring the historic USS Turner Joy, visiting Harborside Fountain Park and PSNS Me- morial Plaza, spending the afternoon browsing through Bremerton's historic Arts District and unique shops, or enjoying golf at the City-owned Gold Mountain Golf Complex which is rated one of the best public golf courses in the country. Bremerton also hosts a variety of annual festivals. The popular Blackberry Festival is held during La- bor Day weekend on the waterfront boardwalk to celebrate everything Blackberry with over 130 vendors. In July the boardwalk also hosts 30 mi- crobreweries for the Bremerton Brewfest, and in August a wine festival is hosted by the Bremerton Conference Center in the Harborside Fountain Park. Bremerton is also home to the nation's larg- est Armed Forces Day parade. Bremerton is a great place to live and offers quali- ty schools, vast recreation, a clean environment, 35 beautiful parks, cultural programs, convenient shopping, and excellent medical facilities, such as the state-of-the-art Heart & Vascular Center at St. Michael Medical Center in nearby Silverdale. Olympic College in Bremerton provides advanced technical and baccalaureate degrees and enriches the community with many educational and com- munity services and a Business Relations Center. The Bremerton High School complex boasts a modern performing arts center which provides a venue for opera, dance, theater, and the Bremer- ton Symphony. For over a century, the City of Bremerton has been home to Naval Base Kitsap-Bremerton and the Puget Sound Naval Shipyard, which employs over 14,000 civilians that service U.S. Navy ships. In addition, nearly 1,000 active duty military personnel, 6,000 Navy-ship based personnel and 2,000 contractorsare based at this site. Additional major employers in the region include St. Michael Medical Center in nearby Silverdale and Olympic College. Kitsap County’s business climate is healthy and the naval and Department of Defense installations in the county have a significant positive impact on the City’s economy. Bremerton's downtown core is undergoing a comprehensive revitalization and the City has developed a master plan for the Puget Sound Industrial Area to encourage manufacturing and industrial development. THE CITY Bremerton is a full-service city that operates under the laws of the State of Washington applicable to a home-rule charter city under a Mayor/Council form of government. The City Council is comprised of seven members, elected by district by the citizens of the City, each serving a four-year term. The Mayor, a full-time elected official, is the chief ex- ecutive officer of the City. The department direc- tors are appointed by the Mayor with City Council approval, and work under the direction of the Mayor. The management team is comprised of the City’s seven department heads who enjoy a colle- gial and cooperative working relationship. As of 2022, Bremerton operates on a budget of approx- imately $225 million including a general fund of $68 million and employs 395.55 FTEs. The City provides a full range of municipal services includ- ing fire protection and emergency medical ser- vices, law enforcement, municipal court, parks and recreation facilities and activities, in-house legal department, transportation, infrastructure con- struction and maintenance, economic develop- ment, building and planning, zoning, finance and administration, and operates water, sewer, and storm water utility systems. C I T Y O F B R E M E R T O N , WA ♦ E N G I N E E R I N G P R O J E C T M A N A G E R - T R A N S P O R T A T I O N 3 THE DEPARTMENT The Engineering Project Manager - Transportation works under the general direction of the City Engi- neer, who leads the engineering division of the City’s Public Works and Utilities department. Engi- neering manages comprehensive planning, de- sign, and construction of City infrastructure; traffic engineering; development project review and per- mitting; provides engineering services to all City departments; obtains grant and low interest loan funding from Federal and State sources; and as- sists in regional transportation coordination. City-wide Engineering personnel and supplies and services costs are allocated and budgeted in one cost center within the General Fund. The $3.5 mil- lion budget for Engineering consists of 24.69 FTEs. Total recoverable charges for services and other work performed by engineering staff for capi- tal projects and utilities operations and mainte- nance total $1.8 million. THE POSITION The Engineering Project Manager – Transportation has multiple responsibilities to support Transportation Engineering. Primary duties will in- clude performing project and construction management to ensure the delivery of quality construction of City of Bremerton transportation capital projects. Additional duties may include traffic analysis, transportation planning support, grant application support and traffic operations assessments. Depending on the area of assignment, the project manager may supervise the work of technical staff. To view a full job description and the full scope of responsibilities, please view the attachment here. IDEAL CANDIDATE Education and Experience: • Graduation from an accredited college or uni- versity with a bachelor's degree in civil engineer- ing, construction management, or other related field and five (5) years of full-time experience as a licensed Professional Engineer. • An equivalent combination of education and experience sufficient to provide the applicant with knowledge, skills and ability to successfully per- form the essential functions of the job will be con- sidered. • A valid Washington State driver's license is re- quired and must be obtained prior to date of ap- pointment, or another date set by the City. • Professional Engineering license in the State of Washington. Necessary Knowledge, Skills, and Abilities: • The ability to exercise a high degree of inde- pendent professional judgement in resolving ad- ministrative and technical problems within program goals and objectives. • Experience with transportation planning, capital project delivery, construction management and traffic engineering. • Knowledge of the principles and practices of transportation planning, civil engineering, and construction standards and methods. • The ability to analyze challenges, define suc- cessful solutions and proactively solve problems. • Experience planning and managing street im- provement projects, or other special projects, providing both administrative and technical over- sight of such projects. C I T Y O F B R E M E R T O N , WA ♦ E N G I N E E R I N G P R O J E C T M A N A G E R - T R A N S P O R T A T I O N 4 © 2022 Prothman. All Rights Reserved. COMPENSATION & BENEFITS ➢ $97,498 - $118,791 DOQ ➢ Excellent medical, dental and vision plans with 100% of employee premiums paid by the City. ➢ $10,000 hiring bonus. ➢ City 4% contribution to deferred compensation. ($3,899 to $4,751 based on salary) ➢ WA State retirement benefits. ➢ Sick leave. (Earns 1 day per month) ➢ Vacation is front loaded annually January 1st. Vacation – 20 days per year starting, 25 days per year after five years. ➢ 11 paid holidays plus one floating holiday. ➢ HRA VEBA. (tax-free health savings account) ➢ Optional Flexible Spending benefit plan. (After one year of employment) ➢ Employee Wellness Program. ➢ Employee Assistance Program. ➢ Authorized relocation expenses paid for. For more information on the City of Bremerton, please visit: www.bremertonwa.gov The City of Bremerton is an Equal Opportunity Employer. All qualified candidates are strongly encouraged to apply by June 11, 2022 (first review, open until filled). Applications, supplemental questions, resumes and cover letters will only be accepted electronically. To apply online, go to www.prothman.com and click on "Open Recruitments", select “City of Bremerton, WA – Engineering Project Manager - Trans- portation”, and click “Apply Online”, or click here. Resumes, cover letters and supplemental questions can be uploaded once you have logged in. www.prothman.com 371 NE Gilman Blvd., Suite 310 Issaquah, WA 98027 206.368.0050 AGENDA BILL CITY OF BREMERTON CITY COUNCIL SUBJECT: Study Session Date: July 13, 2022 Revise Pay Bands for Engineering Project Managers to Band 16 and Managing Engineers to Band 18 of the Management, Professional, Confidential and Fiduciary Salary Plan COUNCIL MEETING Date: July 20, 2022 Department: Public Works & Utilities Presenter: Tom Knuckey Phone: (360) 473-2376 SUMMARY: Public Works has been unable to recruit for a vacant Engineering Project Manager position since November 2021. During review of pay it was identified that minimal (10.9%) separation exists between the Union and Management engineer positions; however, a separation of 16% exists between the Managing Engineers and the City Engineer. Staff believe a one-pay band increase for the Engineering Project Managers from Band 15 to Band 16 and for the Managing Engineers from Band 17 to Band 18 will help with recruiting and retention and will not create a compression problem between the Managing Engineers and the City Engineer. ATTACHMENTS: 1) PowerPoint presentation; 2) Excerpt from 2022 Management, Professional, Confidential & Fiduciary Salary Plan (for reference) FISCAL IMPACTS (Include Budgeted Amount): The total annual cost of the pay band increase is $52,400 (2022 dollars.) Due to vacancies in 2022 a budget adjustment for Engineering General Fund is not required. STUDY SESSION AGENDA: ☐ Limited Presentation ☐ Full Presentation STUDY SESSION ACTION: ☐ Consent Agenda ☐ General Business ☐ Public Hearing RECOMMENDED MOTION: Move to revise the pay band for the Engineering Project Managers to Band 16 and revise the pay band for the Managing Engineers to Band 18 of the Management, Professional, Confidential and Fiduciary Salary Plan. COUNCIL ACTION: Approve Deny Table Continue No Action Form Updated 11/09/2021 B10 Position Upgrade and Pay Band Adjustment for Engineering Managers June 28, 2022 Engineering –Staffing Background Engineering staffing has been an ongoing issue. The City Council requested an evaluation to identify appropriate staffing levels that was completed by FCS Group in November of 2020. Findings from the study: •Bremerton had the lowest percentage of engineers and assigned 6.7 projects per engineer, compared to 2.5 -4 projects per engineer for the benchmark cities •There has been and remains significant turnover in Engineering; since 2019 over 50% of staff are new hires •FCS recommended 6 new positions; 5 plus “Development Staff.” Incremental implementation was recommended, with annual confirmation of need Engineering –Staffing Background Two positions were added with the 2020 budget that were considered existing in the FCS study. Implementation of the study recommendations began in 2021: •Four positions have been added to date, with two of those positions directed to support Transportation •While not recommended by the study, one position upgrade was made with the 2022 budget due to an inability to recruit •In addition to this mid-year position upgrade request, two positions are proposed to be requested with the 2023 budget; one for Transportation & one for Utilities Capital Program is Increasing The 2020 FCS Study used 2016 –2018 capital data to evaluate capital workload. Current CIP forecasts a 50% increase in all capital and nearly double in Transportation. Note that the CIP doesn’t include any projects resulting from the Joint Compatibility Transportation Plan, Nutrient General Permit, or other projects resulting from future State or Federal grants or earmarks Transportation Engineering Staffing Challenges •Span of control issue with the Managing Engineer confirmed by FCS study: “…multiple cities have a dedicated transportation planner…respondents have dedicated, separate engineering groups to address such functions as transportation, traffic engineering and transportation development review” •Bremerton’s Managing Engineer is responsible for all aspects of Transportation •Chronic retention issue with the Managing Engineer-Transportation; 3 FTEs in the last 10-yrs, 8 in in the last 25-yrs (3-yr ave) •Last May Council created a Project Manager/Transportation Planner position to help address workload; however, recruiting is proving unsuccessful: •The Development Engr was promoted to the new position, but we couldn’t recruit the vacant Development Engr position until it was upgraded with the 2022 budget •An existing Project Manager-Transportation resigned Nov 2021, unable to recruit •Note an Engineering Technician resigned in March 2021, similarly unable to recruit •We’re not receiving applications for either of the vacant positions Recruiting Challenges Recruiting for the vacant Project Manager position: •Continuous city-standard advertisement since November 2021: •Kitsap Sun, AWC, Diversity job board, LinkedIn, Facebook, Twitter, APWA, Government Jobs, Diversity Jobs, ZipRecruiter, Indeed, Craigslist •Offering $10,000 signing bonus, 4 weeks vacation, flex schedule/work from home & highlighting 4% deferred comp •Two-month advertisement through recruiting firm (Prothman): •All City job postings plus APWA-Washington, ITE, NSPE, Careers in Government, The Job Board, Instagram, Glassdoor, Jobs2Careers, NEXXT, Appcast, Talroo, 8 separate Diversity websites, and Prothman.com •Approximately 800 announcements sent to engineers and engineering project managers in 13 western and central states •Approximately 42,000 outreach emails sent to public works and transportation engineers on 4 separate occasions •No viable applications received to date •Four consulting firms approached to coordinate 2023 Project Management delivery; none can support Request Position Upgrade Request to upgrade the vacant Project Manager to Managing Engineer-Transportation Capital: •Staff believe we may have success filling this position based on conversations with local engineers, and recent hiring experience •Upgrade addresses the span of control concern with the existing Managing Engineer •The position is necessary to deliver both the Capital and Operations/Planning workload •The existing Project Manager position would be held vacant until restoring is considered and approved with the 2023 budget •Modest annual cost increase ($14K/yr); no 2022 budget adjustment is required due to savings from vacancies City Engineer Stormwater Group Managing Engr Utilities (W & WW) Managing Engr TransCap Program (New Position) Managing Engr Traffic, Opns, Planning Managing Engr Development Development Engineer (CEII) Development Inspector (ETIV) Development Inspector (ETIV) Project Assistant Project Manager / Planner Project Assistant Project Manager (Future Request) Project Engineer (CEIII) Engineer Technician Senior Engineer Technician (ETIV) Engineering Technician (ETIV) Note* Permit Technician Project Assistant Project Manager (To Remain Vacant) Project Engineer (CEII) Engineer Technician (ETIV) Engineer Technician (ETIV) Project Manager NPDES Permit Coordinator Engineer Technician (ETIII) Organization Environmental Tech Engineer Technician (ETIII) *Note -potential future need for additional Engineering Technician to support Customer Response. Will evaluate through 2023 Adjust Pay Bands of Engineering Managers •Composite pay separation between CEIII (Teamster) and Project Manager (Management) is minimal. Managers receive 4% deferred compensation; however, teamsters are paid overtime (1.5X) and longevity pay (1% -4%) •One pay-band increase for Managing Engineers and Project Managers will help recruiting and retention and does not create compression with the City Engineer Net annual cost is $66,400 (2022 dollars): •New Transportation Capital Program Manager $174,500/yr •Project Manager –Transportation to remain vacant $160,500/yr •Cost to increase pay bands of Engineering Managers is $52,400/yr AGENDA BILL CITY OF BREMERTON CITY COUNCIL SUBJECT: Study Session Date: July 13, 2022 Ordinance amending Section 2.76.100 “Contract Approval Required” of the Bremerton Municipal Code under Chapter 2.76 entitled “Procurement and Disposal Code” COUNCIL MEETING Date: July 20, 2022 Department: Financial Services Presenter: Michael Riley Phone: (360) 473-5303 SUMMARY: Discussion to amend the current BMC 2.76.100 adjusting the purchasing authority limit for Mayor/Director Designee from $25,000 to $100,000. ATTACHMENTS: Ordinance No. amending BMC 2.76.100; Purchase Authorization Limit Comparison; Procurement Levels Analysis FISCAL IMPACTS (Include Budgeted Amount): No Budgetary Impact STUDY SESSION AGENDA: ☒ Limited Presentation ☐ Full Presentation STUDY SESSION ACTION: ☐ Consent Agenda ☐ General Business ☐ Public Hearing RECOMMENDED MOTION: Move to pass Ordinance No. amending Bremerton Municipal Code Section 2.76.100 relating to Procurement and Disposal Code. COUNCIL ACTION: Approve Deny Table Continue No Action Form Updated 01/02/2018 B11 Page 1 of 2 City Ordinance Form BMC 2.76.100 Rev. 09/2021 Contract Approval Required ORDINANCE NO. ________ AN ORDINANCE of the City Council of the City of Bremerton, Washington, amending Section 2.76.100 of the Bremerton Municipal Code entitled “Contract Approval Required.” WHEREAS, the current provisions of Chapter 2.76 of the Bremerton Municipal Code relating to purchasing procedures often results in inefficient purchasing of goods and services such as delays in purchasing and project schedules; and WHEREAS, the City Council desires to update provisions of Chapter 2.76 of the Bremerton Municipal Code by amending Section 2.76.100 relating to contract approval limits in order to allow for contract approval limits aligned with the current market prices; NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF BREMERTON, WASHINGTON, DOES HEREBY ORDAIN AS FOLLOWS: SECTION 1. Section 2.76.100 of the Bremerton Municipal Code entitled "Contract Approval Required" is hereby amended to read as follows: 2.76.100 CONTRACT APPROVAL REQUIRED. (a) Mayor/Director Approval. Any contract which is twenty-five thousand dollars ($25,000) one-hundred thousand dollars ($100,000) or less intended for the purchase, lease or rental of supplies, material, equipment or services must be approved by the Mayor or Director or his or her designee to become effective and binding upon the City. Such authorization must coincide with BMC 3.02.020 and not cause an overexpenditure of any Budget Category group and must also be in accordance with BMC 3.02.030. (b) Council Approval. Any contract which is over twenty-five thousand dollars ($25,000) one-hundred thousand dollars ($100,000) intended for the purchase, lease or rental of supplies, material, equipment or services must be approved by the City Council to become effective and binding upon the City. Such authorization must coincide with BMC 3.02.020 and not cause an overexpenditure of any Budget Category group and must also be in accordance with BMC 3.02.030. (c) Prior Council Consideration. For contracts or purchases under $100,000, when the Council has specifically considered and approved by formal action a particular program, budgeted item, or matter in which the amount of the contract and the contracting parties have been identified, such as awards of bids, funding of certain programs, authorization to purchase or to negotiate for the purpose of a particular item or service, or other similar program or matter, such consideration and approval shall constitute Council authorization for the purpose of this section. SECTION 2. Corrections. The City Clerk and codifiers of this ordinance are authorized to make necessary corrections to this ordinance including, but not limited to, the Page 2 of 2 City Ordinance Form BMC 2.76.100 Rev. 09/2021 Contract Approval Required correction of scrivener, clerical, typographical, and spelling errors, references, ordinance numbering, section/subsection numbers and any references thereto. SECTION 3. Severability. If any one or more sections, subsections, or sentences of this ordinance are held to be unconstitutional or invalid, such decision shall not affect the validity of the remaining portion of this ordinance and the same shall remain in full force and effect. SECTION 4. Effective Date. This ordinance shall take effect and be in force ten (10) days from and after its passage, approval and publication as provided by law. PASSED by the City Council the___________ day of ____________________, 20___. _________________________________ MICHAEL GOODNOW, Council President Approved this ________ day of ________________________, 20___. _________________________________ GREG WHEELER, Mayor ATTEST: APPROVED AS TO FORM: __________________________________ _________________________________ ANGELA HOOVER, City Clerk KYLIE J. FINNELL, City Attorney PUBLISHED the ________ day of ______________________, 20__. EFFECTIVE the ________ day of ______________________, 20__. ORDINANCE NO. ________. R:\Legal\Legal\Ordinances\Finance\2022.07.07 Ordinance - BMC 2.76.100 - Contract Approval Required.docx City of Bremerton Purchase Authorization Survey 4/26/2022 Department Director City/County Administrator/Manager Mayor/General Manager Council Bremerton, WA (March 2005) Ordinance #4934 Materials, services or equipment $25,000 or less NA $25,000 or less More than $25,000 Maintenance & non-professional services $25,000 or less NA $25,000 or less More than $25,000 Professional or technical services/consultants (including A&E)$25,000 or less NA $25,000 or less More than $25,000 Contract change orders (less than $100,000)NA NA Up to 30% of original contract not to exceed $30,000(7)All exceeding Mayor's authority Contract change orders ($100,000 to $500,000)NA NA Up to 20% of original contract not to exceed $100,000(7)All exceeding Mayor's authority Contract change orders (greater than $500,000)NA NA Up to 10% of original contract not to exceed $200,000(7)All exceeding Mayor's authority Marysville, WA (2017) Any contract, agreement, or other document NA NA $75,000 or less More than $75,000 Public works change orders NA NA $75,000 or less - total contract with amendments More than $75,000 - total contract with amendments Olympia, WA (2016) Any contract, agreement, or other document $150,000 or less (10)$300,000 or less NA More than $300,000 Public works change orders Cumulative of $300,000 or less (10) Cumulative of $300,000 or less NA More than $300,000 Kirkland, WA(9) Small purchases of goods, services, and multi-craft or trade public works $50,000 or less(2)(3)NA NA More than $50,000 Small purchases of single-craft or trade public works $30,000 or less(2)(3)NA NA More than $30,000 Contract amendments - professional service agreements $50,000 or less More than $50,000(8)NA More than $50,000 Public works change orders (under $50K) - total contract value including change order $50,000 or less NA NA NA Public works change orders (over $50K) Cumulatively or singly do not exceed project contingency funding Cumulatively or singly exceed project contingency funding by $25K or less(8)NA Cumulatively or singly exceed project contingency funding beyond $25K. Approval Authority City of Bremerton Purchase Authorization Survey 4/26/2022 Department Director City/County Administrator/Manager Mayor/General Manager Council Puyallup, WA (2017) Public Works - small works roster or limited PW project $40,000 or less $65,000 or less NA More than $65,000 Materials, supplies, equipment $40,000 or less $65,000 or less NA More than $65,000 Maintenance & non-professional services $40,000 or less $65,000 or less NA More than $65,000 Consulting/professional services (including A&E)$40,000 or less $65,000 or less NA More than $65,000 Arlington, WA (2017) Public Works - single trade or craft Up to $40,000 Up to $50,000 Up to $100,000 Over $100,001 Public Works - multi trade or craft Up to $50,000 NA Up to $100,000 Over $100,001 Materials, supplies, equipment Up to $15,000 Up to $50,000 Up to $100,000 Over $100,001 Maintenance & non-professional services Up to $25,000 Up to $50,000 Up to $100,000 Over $100,001 On-call service contracts (legal, HR, design, development review)NA Up to $50,000 Up to $100,000 Over $100,001 Non-A&E consulting/professional services Up to $25,000 Up to $50,000 Up to $100,000 Over $100,001 Monroe, WA (2018) Public Works - projects under $300K NA NA Up to $100,000(1)Over $100,001 Public Works - projects over $300K NA NA NA All Materials, supplies and equipment Up to $7,500 NA Up to $50,000(1)Over $50,001 Professional services and purchase services contracts NA NA Up to $100,000(1)Over $100,001 Service contracts NA NA Up to $50,000(1)Over $50,001 La Center, WA (2017) Public Works NA NA unlimited(2)NA Materials, supplies, equipment NA NA unlimited(2)NA Personal services NA NA unlimited(2)NA Poulsbo, WA (2016) Public Works - state contracts Up to $15,000(3)NA Up to $75,000(3)Over $75,001 Public Works - limited public works process NA NA Up to $35,000(3)Over $35,001 Public Works - limited public works process (single craft)NA NA Up to $40,000(3)Over $40,001 Public Works - limited public works process (multi craft)NA NA Up to $65,000(3)Over $65,001 Public Works - small works roster (single craft)NA NA Up to $65,000(3)Over $65,001 Public Works - small works roster (multi craft)NA NA Up to $75,000(3)Over $75,001 Materials, supplies, equipment (large purchases)Up to $15,000(3)NA Up to $75,000(3)Over $75,001 Professional services Up to $15,000(3)NA Up to $75,000(3)Over $75,001 A&E purchases Up to $15,000(3)NA Up to $75,000(3)Over $75,001 Purchases of general services Up to $15,000(3)NA Up to $75,000(3)Over $75,001 Contract Amendments if no change in value NA Up to $75,000 or less than 10%Up to $75,000 or more than 10% Change Orders 5% of original award or accumulated $35K, whichever is less NA 5%-10% of original award or accumulated $75K, whichever is less(3)over $75K or more than 10% of original award City of Bremerton Purchase Authorization Survey 4/26/2022 Department Director City/County Administrator/Manager Mayor/General Manager Council Bainbridge Island, WA (2016) Materials, supplies, equipment Up to $10,000(2)NA Up to $50,000(2)Over $50,000 Professional services, including A&E services NA NA Up to $50,000(2)Over $50,000 Non-professional services (purchased services Up to $10,000(2)NA Up to $50,000(2)Over $50,000 Public Works Up to $10,000(2)NA Up to $50,000(2)(6)Over $50,000 Port Orchard, WA (2017) Purchases and contracts NA NA $35,000 or less(3)More than $35,000 Purchases and contracts not in adopted budget NA NA $7,500 or less More than $7,500 Public works change orders Maximum $50,000(11)NA Maximum $100,000(11) Exceeds $100,000 and/or 10% of project budget or contract approved by Council Clallam County, WA (2017) Multi-year expenditure contracts Up to $25,000 NA NA Over $25,000 unless a non-appropriation included in contract All expenditure or revenue contracts Up to $50,000 NA NA Over $50,000 Public Works - small works contracts Up to $35,000(2)NA NA Over $35,000 Vendor contracts Up to $10,000 NA NA Over $10,000 San Juan County, WA All contracts for any purpose not requiring formal bid process Up to $10,000(2)NA NA Over $10,000 or not included in County budget All contracts, including public works, obtained through formal bidding process NA Unlimited(2)NA If not included in County budget Beacon Hill Water and Sewer District, WA (2011) Public Works - small works roster NA NA Up to $200,000 (4)Over $200,000, or not previous budgeted Materials, supplies, equipment NA NA Up to $50,000(5)Over $50,000, or not previously budgeted Professional services NA NA Up to $50,000(5)Over $50,000 A&E purchases NA NA Up to $50,000(5)Over $50,000 Footnotes (1) Mayor or designatee (2) If previously budgeted or otherwise approved by Council (3) If budget capacity exists (4) Requires board approval upon completion. (5) If vendor is on approved vendor list. (6) If included in the Capital Improvement Plan (CIP) (7) Must be within scope of the project; consistent with initial bid process; value of all change orders must be aggregated. (8) May choose to seek additional Council approval. (9) Director means the Director of Finance and Administration or his/her designee. (10) If designated by City Manager (11) Within 10% of legally authorized project budget or contract amount approved by Council 2021 Vendors Total Vendor Payment 2021 Contracts Between 25k and 100k Years HENDERSON LAW GROUP PL 100,000.00 Vendor Contracts 2021 CORE & MAIN LP 98,682.22 KITSAP COMMUNITY RESOURCES 100,000.00 CHINOOK PROPERTIES INC 98,224.64 SETON CONTRUCTION INC 97,153.00 KELLERMEYER BERGENSONS 93,069.06 STANTEC CONSULTING SERVICES, INC.94,999.00 NEOGOV 92,816.31 CENTRISYS, INC 69,549.00 SETON CONSTRUCTION INC 92,295.35 PETERSON BROTHERS 69,319.00 CINTAS FIRE PROTECTION 92,174.65 CULTURAL RESOURCE CONSULTANTS, LLC 59,575.00 KUBWATER RESOURCES INC 86,553.52 AIMS, CO 57,970.56 SLABJACK GEOTECHNICAL 85,203.93 MATERIALS TESTING AND CONSULTING 56,834.00 DELL MARKETING LP 83,035.28 GOVERNMENT PORTFOLIO ADVISORS 54,000.00 KITSAP COUNTY DEPT OF 82,145.00 SPECTRA CONTRACT FLOORING 52,904.68 ASHLEY GARDENS OF BREM 81,582.00 HENDEN ELECTRIC 52,401.75 SUPERION LLC A CENTRAL 80,715.00 LUSIGNAN FORESTRY 50,000.00 CASCADE SIGNAL CORP 74,855.80 LNS ENGINEERING 30,000.00 LANDSCAPE STRUCTURES I 73,614.46 Peninsula Community Health Services 30,000.00 STANTEC CONSULTING SER 70,707.90 TREBRON 28,931.00 PUBLIC SAFETY TESTING 68,230.47 Grand Total 1,146,721.76 PYRAMID MATERIALS INC 67,345.74 Total Contracts 2021 28,747,461.24$ CONFLUENCE ENGINEERING 67,114.00 Percent to total between 25k and 100k 4% STATE OF WASHINGTON 64,612.90 TREBRON COMPANY INC 62,848.49 JOHNSTON GROUP LLC 60,000.00 THE COFFEE OASIS 60,000.00 KITSAP CONSERVATION DI 59,971.81 HOUSING KITSAP 59,904.73 NORTHSTAR CHEMICAL INC 57,976.95 PMI TRUCK BODIES INC 57,860.65 MCCORMICK LAND COMPANY 57,426.26 GALLS 56,408.89 L2 SYSTEMS LLC 55,897.38 PARK VISTA RETIRED/ASS 54,924.97 BMC CONSULTING LLC 54,000.00 SPECTRA LABORATORIES -53,154.00 GREAT FLOORS LLC 52,592.69 ROBINSON & NOBLE INC 52,523.38 EATON CORPORATION INC 52,476.26 KEY CODE MEDIA INC 52,292.73 AIMS COMPANIES 51,705.56 BURDICK HEATING 49,890.14 PROFORCE LAW ENFORCEME 49,367.87 PETERSEN BROTHERS 48,031.95 COMCAST BUSINESS 47,997.85 WASTE MANAGEMENT WA (B 47,963.19 ATWORK COMMERCIAL ENTE 45,179.41 KITSAP MENTAL HEALTH S 43,101.87 LAW OFFICE OF KENT BRA 42,500.00 ALL PHASE COMMUNICATIO 41,085.81 WEST SOUND JANITORIAL 41,000.00 SEA WESTERN INC 39,382.96 CORRECT EQUIPMENT CO I 38,783.76 ESRI 38,150.00 TEMPLETON HORTON WEIBE 37,954.72 OTIS ELEVATOR COMPANY 37,864.76 WA MULTI-CITY BUSINESS 37,508.00 INET INC 37,393.87 KITSAP COUNTY ALCOHOL 37,371.14 YMCA OF PIERCE & KITSA 37,308.00 DARREL EMELS TREE SERV 36,651.25 SOUND LAW CENTER 36,000.00 SOFTWARE ONE INC 35,908.14 MILES SAND & GRAVEL 35,272.47 NORTHWEST ADMINISTRATO 34,651.90 MIDWEST SIGN & SCREEN 34,220.70 OWEN EQUIPMENT COMPANY 33,948.67 MATERIALS TESTING & CO 33,444.75 LAKESIDE INDUSTRIES IN 33,287.36 ZUMAR INDUSTRIES INC 32,898.71 SITE RESPONSE LLC 32,885.00 DOUBLE D ELECTRICAL IN 32,819.67 REDS ELECTRIC MOTOR SE 31,682.18 WATER MANAGEMENT LABOR 31,367.00 LAWSON PRODUCTS 31,311.51 AUSTIN MAC 31,266.65 ENDRESS + HAUSER SYSTE 30,170.56 THE SPYGLASS GROUP LLC 30,123.24 PENINSULA COMMUNITY HE 30,000.00 ANCHOR QEA LLC 29,686.60 PRO-VAC 29,566.26 CITIES DIGITAL INC 29,403.78 HELMSMAN MANAGEMENT SE 28,950.00 MCLOUGHLIN & EARDLEY C 28,691.51 OGLETREE DEAKINS 28,657.25 WEX HEALTH INC 28,298.95 RICOH USA INC 28,116.53 DUDE SOLUTIONS 28,070.89 KITSAP REGIONAL COORDI 27,873.00 STANDARD INSURANCE COM 27,678.00 ECONOLITE CONTROL PROD 27,529.30 ESO SOLUTIONS INC 26,224.02 STRYKER SALES CORPORAT 25,977.45 PUGET SOUND CLEAN AIR 25,917.00 TRIMLINE DESIGN 25,469.41 ARC DOCUMENT SOLUTIONS 25,126.96 Grand Total 4,561,925.00 Total Vendor Payments 2021 69,509,140.02 7% AGENDA BILL CITY OF BREMERTON CITY COUNCIL SUBJECT: Study Session Date: July 13, 2022 Professional Services Agreement with the Marvin Williams Center for the Coder-Dojo Afterschool STEM Academy – “Bridging the Digital Divide” Program COUNCIL MEETING Date: July 20, 2022 Department: Executive Presenter: Mayor Wheeler/ Mike Riley Phone: (360) 473-5266 SUMMARY: The rise of the digital age has made science, technology, engineering, and mathematics (STEM) education more critical than ever. Early STEM education can promote ongoing academic success, and children who learn STEM concepts throughout their education are better prepared to meet increasingly technology-focused professional requirements. STEM education has been shown to be a predictor of future academic achievement. The city is proposing partnering with the Coder Dojo program through the Marvin Williams Center to address the digital divide in our community. The program’s annual operating costs are estimated at $105,000 with city contributions of $60,000. The program will be available two days a week through the summer serving 35 students. Additionally, the program will operate on Saturdays during the school year. ATTACHMENTS: 1. Summary of Program – Coder Dojo 2. Agreement FISCAL IMPACTS (Include Budgeted Amount): $60,000 of unallocated ARPA funds STUDY SESSION AGENDA: ☒ Limited Presentation ☐ Full Presentation STUDY SESSION ACTION: ☐ Consent Agenda ☐ General Business ☐ Public Hearing RECOMMENDED MOTION: Move to approve the agreement with Marvin Williams Center; 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 11/09/2021 B12 Page 1 of 7 Bremerton/Marvin Williams Center [Coder-DOJO Afterschool STEM Academy] Rev. 09/2021 PROFESSIONAL SERVICES AGREEMENT CODER-DOJO AFTERSCHOOL STEM ACADEMY The City of Bremerton (“City”) and Marvin Williams Recreation Center, (“Consultant”), referred to collectively as the “Parties,” enter into the following Agreement for professional services: I.Scope: The Consultant agrees to perform the services more specifically described in the Scope of Work, dated July 1, 2022, including any attachments thereto , attached hereto as Exhibit A, which is incorporated by reference herein. The Scope of Work may be modified only pursuant to Section VII.H of this Agreement. If the Scope of Work provides for unspecified additional services such services shall only be performed upon the express written request of the City. Consultant further represents that the services furnished under this Agreement will be performed in accordance with generally accepted professional practices in effect at the time such services are performed. II.Term: The City and the Consultant agree that work will begin on the tasks described in Exhibit A immediately upon execution of this Agreement. The parties agree that the work described in Exhibit A is to be completed as provided for in the work schedule attached hereto as Exhibit A and conclude at the end of the 2023 school year; provided however, that additional time shall be granted by the City for excusable delays or extra work as provided for in Section X.A of this agreement. III.Compensation: In consideration of the services provided pursuant to this Agreement, the City shall pay Consultant in an amount not to exceed $60,000. Consultant’s charges and bills shall conform to the fee schedule attached hereto as Exhibit A and incorporated herein by this reference. The Consultant shall submit regular billing statements detailing work performed and amount charged on each task or portion thereof. The descriptions shall conform to and fall within the categories set out in the Scope of Work and/or Fee Schedule. Upon receipt of a conforming billing statement, the City shall promptly process payment. PROVIDED, HOWEVER, the City reserves the right to prioritize scoped work and accelerate and/or delay work tasks under the time frame set forth in Section II herein. The Consultant's labor rates and billing fees shall be as delineated in Exhibit A. Consultant shall not perform work beyond the Scope of Work, nor shall be compensated for such work, unless the Scope of Work or amount of compensation is modified pursuant to this Agreement. Consultant shall only be compensated for additional services if requested pursuant to Section I and, if not otherwise provided, such compensation shall be in accordance with Exhibit A. If a billing statement does not conform to this Agreement, the City may withhold payment until the statement is brought into compliance. Such withholding does not relieve Consultant of its obligations under this Agreement. Page 2 of 7 Bremerton/Marvin Williams Center [Coder-DOJO Afterschool STEM Academy] Rev. 09/2021 IV. Relationship of Parties: Consultant represents that it is skilled in the matters addressed in the Scope of Work and is performing independent functions and responsibilities within its field of expertise. Consultant and its personnel are independent Consultants and not employees of the City. Consultant and its personnel have no authority to bind the City or to control the City’s employees and other Consultants. None of the benefits provided by the City to its employees, including, but not limited to, compensation, insurance, and unemployment insurance are available from the City to the employees, agents, representatives, or sub-consultants of the Consultant. Consultant will be solely and entirely responsible for its acts and for the acts of Consultant's agents, employees, representatives and sub-consultants during the performance of this Agreement. The City may, during the term of this Agreement, engage other independent Consultants to perform the same or similar work. As an independent Consultant, Consultant is responsible for its own management. The City’s administration and enforcement of this Agreement shall not be deemed an exercise of managerial control over Consultant or its personnel. As an independent Consultant, Consultant is responsible for payment of all taxes and licensing fees necessary to perform its obligations under this Agreement. These taxes and fees include but are not limited to State industrial insurance, Business & Occupation, State professional licensing, and City business licensing. If any taxes or fees due the City have been declared delinquent, the City may withhold the delinquent amount, plus any additional charges arising from the delinquency, from any payments due Consultant. V. Indemnification: A. Consultant shall defend, indemnify and hold the City, its officers, officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and attorney fees, arising out of or in connection with the performance of this Agreement except for that portion of the injuries and damages caused by the City’s sole negligence, unless Consultant is conducting work pursuant to Subsection B below. The City's review or acceptance of any of the work when completed shall not be grounds to avoid any of these covenants of indemnification. B. Architects, Engineers and Any Other Professional Listed In and Performing Services Defined in RCW 4.24.115. Should a court of competent jurisdiction determine that Consultant’s services provided pursuant to this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees, agents and volunteers, the Consultant's liability hereunder shall be only to the extent of the Consultant's negligence. IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE CONSULTANT'S WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY FOR THE Page 3 of 7 Bremerton/Marvin Williams Center [Coder-DOJO Afterschool STEM Academy] Rev. 09/2021 PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER. The provisions of this section shall survive the expiration or termination of this Agreement. VI. Insurance: The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, employees, sub-consultants or sub-contractors. Before beginning work on the project described in this Agreement, the Consultant shall provide a Certificate of Insurance evidencing: 1. Automobile Liability insurance with limits no less than $1,000,000 combined single limit per accident for bodily injury and property damage; and 2. Commercial General Liability insurance written on an occurrence basis with limits no less than $1,000,000 combined single limit per occurrence and general aggregate for personal injury, bodily injury and property damage. Coverage shall include but not be limited to: blanket contractual; products/completed operations/broad form property damage; explosion, collapse and underground (XCU) if applicable; and 3. Excess Liability insurance with limits not less than $1,000,000 limit per occurrence and aggregate; and 4. Professional Liability insurance with limits no less than $1,000,000 limit per occurrence/claim; and 5. Workers Compensation insurance as statutorily required by the Industrial Insurance Act of the State of Washington, Title 51, Revised Code of Washington and employer's liability with limits not less than $1,000,000. Any payment of deductible or self-insured retention shall be the sole responsibility of the Consultant. All required policies shall be provided on an “occurrence” basis except professional liability insurance (if required), which may be provided on a “claims-made” basis. The City shall be named as an additional insured on the Commercial General Liability insurance policy, as respects work performed by or on behalf of the Consultant and a copy of an endorsement that is acceptable to the City, which names the City as an additional insured shall be attached to the Certificate of Insurance. The City reserves the right to receive a certified copy of all the required insurance policies and endorsements. The City further reserves the right to reject any unacceptable policies and/or endorsements. The Consultant's Commercial General Liability insurance shall contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer's liability. Page 4 of 7 Bremerton/Marvin Williams Center [Coder-DOJO Afterschool STEM Academy] Rev. 09/2021 The Consultant's insurance shall be primary and non-contributory insurance as respects the City and shall contain a waiver of subrogation against the City for claims arising out of any operations, liabilities and obligations to which coverage applies. It shall be an affirmative obligation upon Consultant to advise the City’s Risk Manager by fax at (360) 473-5161, or by certified mail, return receipt requested to City of Bremerton, Attn: Risk Management, 345 6th Street, Suite 100, Bremerton, WA 98337 within two days of the cancellation, suspension or substantive change of any insurance policy set out herein, and failure to do so shall be construed to be a breach of this Agreement. The City also reserves its unqualified right to require at any time and for any reason, proof of coverage in the form of a duplicate of the insurance policy with all endorsements as evidence of coverage. In the event that the Consultant employs other consultants or contractors (sub-consultants or sub-contractors) as part of the work covered by this Agreement, it shall be the Consultant’s responsibility to require and confirm that each sub-consultant or sub-contractor meets the minimum insurance requirements specified above. The Consultant shall, upon demand of the City, deliver to the City copies of such policy or policies of insurance and the receipts for payment of premiums thereon. VII. General Conditions: A. Reports and Information: When requested by the City, Consultant shall furnish periodic reports and documents on matters covered by this Agreement. The reports and documents shall be furnished in the time and form requested. Consultant shall maintain accounting records in accordance with Generally Accepted Accounting Principles (“GAAP”) to substantiate all billed amounts. B. Ownership and Use of Records and Documents: Original documents, drawings, designs and reports, including those in electronic format, developed under this Agreement are the property of the City. All written information submitted by the City to the Consultant in connection with the services performed by the Consultant under this Agreement will be safeguarded by the Consultant to at least the same extent as the Consultant safeguards like information relating to its own business. If such information is publicly available or is already in Consultant's possession or known to it, or is rightfully obtained by the Consultant from third parties, Consultant shall bear no responsibility for its disclosure, inadvertent or otherwise. All data, documents and files created by Consultant under this Agreement may be stored at Consultant's office in Bremerton, Washington. Consultant shall make such data, documents, and files available to the City upon its request at all reasonable times for the purpose of editing, modifying and updating as necessary until such time as the City is capable of storing such information in the City's offices. Duplicate copies of this information shall be provided to the City upon its request, and at reasonable cost. All documents, including all reports, drawings, specifications, computer software or other items prepared or furnished by Consultant pursuant to this Agreement, are instruments of service Page 5 of 7 Bremerton/Marvin Williams Center [Coder-DOJO Afterschool STEM Academy] Rev. 09/2021 with respect to the project and are the property of the City. Any reuse by the City for other than the specific purpose intended will be at City’s sole risk. C. Use of Photographs and Images. Consultant shall not use or distribute photographs or images depicting City officials, personnel, property, or equipment whether prepared by Consultant or provided by City without prior written consent of the City. The City will not unreasonably withhold its consent. D. Work Performed at Consultant's Risk: Consultant shall take all precautions necessary and shall be responsible for the safety of its employees, agents, and sub-consultants in the performance of the work hereunder and shall utilize all protection necessary for that purpose. All work shall be done at Consultant's own risk, and Consultant shall be responsible for any loss of or damage to materials, tools, or other articles used or held for use in connection with the work. E. Place of Work: The Consultant shall perform the work authorized under this Agreement at its offices in Bremerton, Washington. Meetings with the City staff as described in Exhibit A, Scope of Work, shall take place at the City's offices, or at locations mutually agreed upon by the parties. F. Entire Agreement: This Agreement and its Exhibits constitutes the entire agreement between the Parties, and the Parties acknowledge that there are no other agreements, written or oral, that have not been set forth in the text of this Agreement. G. Severability: Should any part of this Agreement be found void, the balance of the Agreement shall remain in full force and effect. H. Modification: This Agreement may only be modified by written instrument signed by both Parties. I. Written Notices: All communications regarding this Agreement shall be sent to the parties at the addresses listed below by registered or 1st class mail, or by personal service, and shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement or such other address as may be hereafter specified in writing. Notices to be sent to: Notices to be sent to: CITY: CONSULTANT: Attn: Contracts Administrator Attn: City of Bremerton Marvin Williams Recreation Center 345 6th Street, Suite 100 725 Park Avenue Bremerton, WA 98337-1891 Bremerton, WA 98337-1545 J. Waiver: Failure to enforce any provision of this Agreement shall not be deemed a waiver of that provision. Waiver of any right or power arising out of this Agreement shall not be deemed waiver of any other right or power. Page 6 of 7 Bremerton/Marvin Williams Center [Coder-DOJO Afterschool STEM Academy] Rev. 09/2021 K. Non-Waiver of Breach: The failure of the City to insist upon strict performance of any of the covenants and agreements contained herein, or to exercise any option herein conferred in one or more instances shall not be construed to be a waiver or relinquishment of said covenants, agreements or options, and the same shall be and remain in full force and effect. L. Compliance with Laws: Consultant shall comply with all applicable Federal, State, and local laws in performing its obligations under this Agreement. M. Choice of Law and Venue: This Agreement shall be interpreted according to the laws of the State of Washington. Any judicial action to resolve disputes arising out of this Agreement shall be brought in Kitsap County Superior Court. N. Attorneys’ Fees: In the event of litigation to enforce any of the terms or provisions herein, each party shall pay all its own costs and attorney’s fees. O. Assignment: Any assignment of this agreement by the Contractor without the written consent of the City shall be void. VIII. Equal Employment Opportunity Statement: In the hiring of employees for the performance of work under this Agreement, the Consultant, its subcontractors, or any person acting on behalf of Consultant shall not discriminate in any employment practice on the basis of age (40+), sex, race, creed, color, national origin, sexual orientation/gender identity, marital status, military status, or the presence of any physical, mental or sensory disability. IX. ADA Statement: The City of Bremerton does not discriminate on the basis of disability in programs and activities, which it operates pursuant to the requirements of the Americans with Disabilities Act of 1990, and ADA Amendments Act. This policy extends to both employment and admission to participation in the programs, services and activities of the City of Bremerton. Reasonable accommodation for employees or applicants for employment will be provided. X. Termination: This Agreement shall remain in force until completion and acceptance of the services, terminated by written instrument upon mutual consent, or by the City of Bremerton for convenience. This Agreement may be immediately terminated for cause by a Party if the other Party substantially fails to perform through no fault of the terminating Party, and the non- performing Party does not commence correction of the failure of performance within thirty (30) days of the terminating Party’s sending notice to the non-performing Party. Any Notice by Consultant shall include a report showing the status of all items listed in the Scope of Work current through the termination date. If the City receives reimbursement by any federal, state, or other source for work described in Section I herein, and that funding is withdrawn, reduced or limited in any way, or the project is cancelled or substantially reduced after the execution date of this Agreement and prior to the completion of the work, the City may summarily terminate this Agreement. Page 7 of 7 Bremerton/Marvin Williams Center [Coder-DOJO Afterschool STEM Academy] Rev. 09/2021 A. Excusable Delays: The right of Consultant to proceed shall not be terminated nor shall Consultant be charged with liquidated damages for any delays in the completion of the work due to: 1) any acts of the federal government in controlling, restricting, or requisitioning materials, equipment, tools, or labor by reason of war, national defense, or other national emergency; 2) any acts of the City, its consultants, or other public agencies causing such delay; and 3) causes not reasonably foreseeable by the parties at the time of the execution of the Agreement that are beyond the control and without the fault or negligence of the Consultant, including, but not restricted to, acts of God, fires, floods, strikes, or weather of unusual severity. PROVIDED, HOWEVER, that the Consultant must promptly notify the City within ten (10) calendar days in writing of the cause of the delay. If, on the basis of the facts and the terms of this Agreement, the delay is properly excusable, the City shall, in writing, extend the time for completing the work for a period of time commensurate with the period of excusable delay. B. Rights Upon Termination: In the event of termination, the City shall pay for all services performed by the Consultant to the effective date of termination, as described on a final invoice submitted to the City. After termination, the City may take possession of all records and data within the Consultant's possession pertaining to this project which may be used by the City without restriction. Any such use not related to the project which Consultant was contracted to perform shall be without liability or legal exposure to the Consultant. XI. Suspension & Debarment. For contracts involving Federal funding, Consultant hereby certifies, by signing this agreement, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. Consultant shall provide immediate written notice to the City if at any time it learns that it is or has become ineligible for certification. Should Consultant enter into a covered transaction with another firm, Consultant agrees by signing this agreement that it will verify that the firm with whom it intends to do business is not debarred, suspended, ineligible, excluded or disqualified. IN WITNESS WHEREOF, the parties below have executed this Agreement. CITY: CONSULTANT: CITY OF BREMERTON MARVIN WILLIAMS RECREATION CENTER By: By: Print Name: Print Name: Its: Its: Date: Date: APPROVED AS TO FORM: ATTEST: By: By: Kylie J. Finnell, Bremerton City Attorney Angela Hoover, City Clerk LAWRENCE ROBERTSON STEM ACADEMY --- July 1, 2022 Our Mission is to improve the quality of life for underserved children and families of West Bremerton in Kitsap County. We will do this by hosting a STEM Coding Program which will provide opportunities for youth and families to build productive futures. SCOPE OF THE PROGRAM THE OBJECTIVE: The rise of the digital age has made science, technology, engineering and mathematics (STEM) education is more critical than ever. Early STEM education can promote ongoing academic success, and children who learn STEM concepts throughout their education are better prepared to meet increasingly technology-focused professional requirements. STEM education has been shown to be a predictor of future academic achievement. We will bring a STEM Coding Program to historically disadvantaged young learners between the ages of 10 – 16 years old, who lack this opportunity otherwise. This program will give our children early exposure to STEM programs, prepare them for the digital world, enhance their critical thinking skills and expose them to future careers in Information Technology. PLACE OF PERFORMANCE: The program will be held at the Marvin Williams Center in a clean, state-of-the-art facility with seating capacity equipped with thirty-five new laptops for 35 STEM Scholars. We will have a capable staff of mentors and paraprofessionals to support our students who participate in the program. PROGRAM DELIVERABLES: The Coder Dojo Program will be an in-person class for up to 35 STEM Scholars, held at the Marvin Williams Community Center, 725 Park Avenue Bremerton, WA 98337. Healthy snacks will be available to our STEM Scholars as they participate in the program. Additionally, our children will have an opportunity to engage in organized recreational activities at the end of the day, to optimize their mental focus and enhance learning. PROGRAM DELIVERABLES/ Coding Curriculum: We will utilize the student Curriculum of CoderDojo. This curriculum is for students between the ages of 10 – 16-years. The Coder Dojo program will introduce the STEM Scholars to coding, web proficiency, app production, robotics and gaming. Optimal class sizes will be determined by age, grade and learners per cohort. Our program will provide a coding instructor and Tech Support for learning groups as determined by the class size. PERIOD OF PERFORMANCE: The target start date is July 25th, 2022, and will run full time, 2 – 3 hours, two days weekly in the summer break. During the regular school session, the program continues for 2 hours every Saturday morning , 10 am – 12:30p, with the option of 2 evening hours if requested. PROGRAM DURATION: This program will begin the Summer of 2022 and will continue year-round throughout the school year. This will allow us to accommodate different sets of learners in several different cohorts in consideration of school and student requirements. PROGRAM DELIVERABLES Tech Coding Assistant: $22,000.00 Our program will provide a coding instructor and Tech Support for STEM Scholars as determined by the class size. Recreation Instructor: $12,000.00 This instructor will manage gym equipment, organize activities and guide students through indoor and outdoor physical activities safely at the MWC. Administrative Assistant: $22,000.00 This employee with advertise the STEM Program on all Social Media platform and within the community. The student registration and volunteer coordination will be handled by the Admin Assistant. The Admin Assistant will manage all requirements, give updates and communicate with the City of Bremerton CDBG Program as mandated. Food Services & Attendant: $24,000.00 This attendant will procure, prepare and served healthy snacks to all participating students at each session. Student Participation Incentives/ Rewards: $10,000.00 We will encourage students to excel as STEM Scholars and incentivize them to reach desired milestones as defined by the Tech Instructor. Facility Usage/ Maintenance/ Security $10,000.00 We will provide a clean state of the art facility maintained per safe CDC guidelines for disease prevention. This employee will ensure that the students are safe, and that all audio/visual and internet services are optimally functioning at all times. This employee will be the custodian of all tech supplies. Variable Cost/ Equipment /Supplies $5,000.00 Gym & recreation equipment, computer equipment upkeep & repair, depreciation of usage Total Budget for Year-Round STEM Program $105,000.00 City of Bremerton Contribution $60,000.00 Other Partner Donations Kitsap Community Resources $20,000.00 Kitsap United Way $25,000.00 In Kind Donation Help Desk Calvary Employee Volunteers- Tech Support AGENDA BILL CITY OF BREMERTON CITY COUNCIL SUBJECT: Study Session Date: July 13, 2022 Approval of 2022 City Council Goals & Priorities COUNCIL MEETING Date: July 20, 2022 Department: City Council Presenter: Council President Michael Goodnow Phone: (360) 473-5280 SUMMARY: The City Council holds an annual strategic Joint Planning Workshop with the Mayor and Department Directors to monitor progress and determine goals and priorities for the year. Through dedication, tenacity, and the will to serve the Bremerton community, the City Council ensures every plan is connected to a relevant City goal or priority to help them stay focused and move forward to do the best they can for the people who live here. ATTACHMENTS: 2022 City Council Goals & Priorities (2 pages) FISCAL IMPACTS (Include Budgeted Amount): STUDY SESSION AGENDA: ☒ Limited Presentation ☐ Full Presentation STUDY SESSION ACTION: ☐ Consent Agenda ☐ General Business ☐ Public Hearing RECOMMENDED MOTION: Move to approve the 2022 City Council Goals & Priorities as established at the Joint Planning Session on June 11, 2022. COUNCIL ACTION: Approve Deny Table Continue No Action Form Updated 11/09/2021 B13 2022 City Council Goals & Priorities As established at the Joint Planning Session on June 11, 2022 1. Economic Development Support incentives and secure additional funding for redevelopment of: o Wheaton Way Corridor o Callow Business District Identify opportunities and implement actions to support local small businesses: o Improve outreach to businesses on contract opportunities o Encourage purchase of local goods and services Continue support for: o Main Street Community Designation o ArtsWA Creative District Certification 2. Intra-City Traffic Flow and Parking Congestion Update and improve parking signage and markings throughout the City Re-evaluate parking enforcement for effectiveness 3. Pedestrian Safety Increase and measure active transportation options: o Review and revise standards for Non-Motorized Transportation o Develop and implement a plan for bicycle and scooter sharing programs Complete a Sidewalk Policy Support improvements for pedestrian safety including parks and schools Secure additional sustainable funding source for local streets and sidewalks 4. Quality Affordable Housing Continue connection with Bremerton Housing Authority and Kitsap Community Resources for Weatherization & Minor Home Repair, Rental Assistance and First Time Home Buyers Programs Identify new partnerships and programs for greatest impact Explore feasibility of implementing findings of March 2020 Affordable Housing Recommendations report Identify surplus property for possible affordable housing development Increase residential housing density through incentives for ADUs and promote our Infill Toolkit Secure additional funding for affordable housing programs Maximize affordability by using equity and racial justice lens 2022 City Council Goals & Priorities 5. Environmental Stewardship and Access to Open Spaces Continue support of Kitsap Lake Water Quality Program Pursue additional funding to address noxious weeds Develop policies that encourage environmental stewardship Support the planning and development of a Trail System through Bremerton Secure dedicated sustainable funding for Parks Capital Improvement Projects and expansion 6. Public Outreach, Access, and Transparency in Government Re-establish outreach program with Bremerton High School Youth Advisory Council Continue strengthening relationship with Naval Base Kitsap and PSNS-IMF Development of a City of Bremerton “Good Neighbor Handbook” Develop policies and implement changes that encourage civic engagement Continue to improve communication, transparency, and responsiveness to citizen concerns 7. Equity in Government Coordinate with the Mayor on reviewing and implementing policies and programs Consider program needs and funding options to support equity policies and programs Evaluate and implement REAC recommendations including, but not limited to: o Encourage GARE participation and professional development for Council Members, Department Directors, and Human Resources staff o Support the Mayor in hiring a consultant or staff to further race equity work City of Bremerton Audit Committee Work Plan Last Updated: 2022-07-12 Project (Listed by Current Priority) Description and Objective Status Primary Stakeholders Estimated Duration Comments Conduct Cash Counts Regularly conduct surprise cash counts of city departments and facilities. Assess cash handling procedures. Ongoing Finance N/A Occurs year-round. Assess Gold Mountain Golf Course Internal Controls: Pro Shop Inventory Review segregation of duties and perform test counts of select inventory to evaluate whether inventory is safeguarded, and controls are designed to reduce risk of fraud or error occurring or going undetected. In-Progress Parks, Finance 2 Months Summarize Budget Development Review and summarize how the city budget is developed. Planned Finance, Council 2 Months Test Mathematical Accuracy of Budget On a test basis, review mathematical and clerical accuracy of budget schedules, narrative, and select fund balances. Planned Finance, Council 2 Months Requires ‘Summarize Budget Development’ done first. Aiming to have in-place prior to Fall budget presentation. Third Party Contract Compliance: Parking Review and test whether third party vendor is performing the terms of the contract. Potentially assess if enforcement is following best practices compared to other vendors. Under Consideration Contracts 4 Months Update Surplus Land Review Identify potential City surplus properties that could be used to develop affordable housing units in partnership with other public or private entities. Under Consideration Community Development 3 months Suggestion from Council retreat. C. General Council Business 7/13/22 Evaluate B&O Tax Reporting Compliance To improve tax reporting compliance, on a test basis, evaluate whether large businesses (revenue >$1 million) are reporting City B&O tax, with a specific focus on subcontractors. Under Consideration Community Development and Finance 4 Months Written Policy Compilation Inventory the City’s written policies, by department, for specific areas, e.g., purchasing/procurement, payroll, inventory management, etc. Under Consideration Potentially All Departments 1-4 Months Could start with one department then expand. Landlord License Compliance To help ensure dwelling units meet the minimum standards of the Landlord Tenant Act, create a list of likely rental addresses with unlicensed landlords. Under Consideration Community Development 4 Months Fixed Assets (PP&E) Review internal controls of fixed assets. Under Consideration Public Works, Finance 3 Months Audit Credit Transaction and Purchase Order Controls Examine effectiveness of central purchasing policy, especially as it relates to the bi-weekly checks and claims register. Under Consideration Finance 3 Months