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HomeMy WebLinkAboutLION'S PARK (GRANT) PROJECT AGREEMENT Project Titl.e Lionls Park Project t!umber 4KTP-70-OllD 1. Nature of .A_g_reement. This instrument, in 8 pages, of which this is the first, is intended to set out the terms and conditions, not otherwise appearing in statutes or regulations, of a grant of mone7 from the Outdoor Recreation Accoun.~ of the General Fund oF the State of Wash- ' ington to a state a~ency or local public body, herein cai]ed the Contract- ing Party, in aid of ~n outdoor recreation project. The state e~ency ~dmlnisterinB the grant ~s the I~teragency Committee for Outdoor Recreation, herei~ called the In~eragencv Committee. 2. Assent of Contrectlnq Part~. The Contrac~in9 Party by the signature of its authorized repr~sen~atlve below a~rees to be bound by this instrument: City of 8remerton ~nt ract lng Party Approved as to form ~ ~ ~ .day  Title ~. Assent of Interaqencv Committee. The signeture of the Adminis- trator of the IntereDancy Co~ttee be]ow w~nassas that the Insara3ancy Co~ittee egreas to be bound by th~s instrument: Approved as to form STATE OF WASHINGTON This ..?,,9~ _day Interagenoy Co.~nittee for Outdoor Recreation SLADE GORTON Attorney General · - ~inist rotor Date: Ass istant At~ey G~I 4. Te~s_o.f Aqr~e.e_~e~,t_. This ~9~'eement shall be in effect for the period frol.~ March 3 , 19 70 until _. December 31 _, 1971 5. P__r.o_~ec_~___A~sis.t_e~d.. The outdoor ...... project to be assisted is th~ one set out i~ t?.e Contractln9 Party's Application to the Inter- agency Comml.ttee, dated Janua_r~v_8, 19.69 __. as approved for fund- in9 by the Interagency ¢oi~mittee at its meet]n9 on the ~rd day of March ., 19__70 . For identification purposes it is entitled Lion's Park and briefly described as follows: This project agreement is for the development of recreational facilities ~t Lion's Park, a 14 acre park located in north Bremerton, Kitsap County, Washington. The following units of work will be accomplished: 1. Construction of tennis courts (4) including concrete curbln9; rubberized asphalt playing surface, perimeter fencing, net post, and drinkin9 fountain. 2. Turfing approximately four acres of main athletic field including site preparation, top soil, fertilizer, seed. 3. Irrigation of approximately four acres of main athletic field including under9round, fully automatic rotary pop-up type heads. 6. Fundlnq of Proiect. (a) The total cost of the project covered by this a9re~ment is $ 50~000 (b) The Intere3ency Committee a9rees to pay $ 2~,000 or 50 percen~ of the total project cost, whichever amount is Ies~, from m~nles available in the Outdoo~ Recreation Account of the State General Fund. (c) In addition, the lntera9ency Commlttee agrees to recommend to the Bureau of Outdoor Recreation, United States Department of :nterlor, that federal matching funds in the amount of $_ N.A. or N.A.__ percent of the estimated cost, whichever anount is less, be approved for this pro~ect, and the I~teragency Committee agrees to pay to the Contracting Party any federal matching money made available to the State of Washington for the outdoor recreation project covered by this agreement. 7.' ContlnAencles. The duty of the Interagency Committee to approve disbursement of funds pursuant to this agreement is contlngent upon strict compliance by the Contracting Party with the terms of this a~ree:~ent. The duty of the State of ~4ashington to disburse funds is contingent on the funds being available in the Outdoor Recreation Account of the State General Fund. 8. .Re.quirements of Bureau of Outdoor Recreation. If application has been made to the Bureau of Outdoor Recreation, United States Depart- ment of Interior, for assistance from the United States Land and \4ater Conservation Fund (see paragraph 6 (c)) then a copy of Attachment 1 to Form BOR 8-92, Land and ~/ater Conservation Fund Project Agreement, General Provisions, is attached to this agreement and marked "Attachment A". If United States Land and Water Conservation Fund money is made available for this project, the Interagency Committee will be required to sign an agreement with the Bureau of Outdoor Recreation and the State of Wash- ington and the recipient public body will be bound by the attached pro- visions. Therefore, if Land and ¥!ater Conservation Fund money is in- volved in this project, then the Contracting Party agrees to faithfully comply with all the requirements of Attachment A. 9. Project Performance. The Contracting Party shall execute and complete the approved project in accordance with the time schedule set forth in the project application. Unless a different schedule appears in the application or in this agreement, the contractor's performance shall commence not later than sixty days after the date this agreement has been signed by the Administrator. Unless otherwise agreed in writing, the Contracting Party's performance shall be completed by the end of the period covered by this agreeme~t. 10. Proiect Administration. (a) The Contracting Party shall promptly submit such reports as the Administrator of the Interagency Committee may request. (b) Property and facilities acquired or developed pursuant to this agreement shall be available for inspection by the Administrator upon request. (c) The Contracting Party shall submit a final report when the project is completed or prematurely terminated, or project assistance is terminated. The report shall include a final accounting of all expenditures and a description of the work accomplished. If the project is not completed, the report shall contain an estimate of the percentage of completion, and shall indicate the degree of usefulness of the completed project, if not previously reported. The report shall contain a final accounting summarizing all ex- penditures not previously reported and shall include an overall summary for the entire project. ll. P__roiect Termination. All obligations of the Interagency Co[~mittee under this agreement may be suspended or canceled, at the option of the Interagency Committee, if any of the following has occurred: (a) The Contracting Party has failed to make satisfactory progress to complete the project, or will be unable to complete the project, or any portion of it. (b) The Contracting Par~y is failin9 to mal<e satisfactory progress to complete any other project assisted with funds from the Outdoor Rec- reation ACcount of ti~e State General Fund, or will be unable to complete another such project, or any portion of it. (c) The Contracting Party has made misrepresentation in its application or in any other information furnished to the Interagency Committee in connection with this project. 12. Remedies. Because the benefit to be derived from the fulT compliance with the terms of this agreement is the preservation, pro- tection, and the net increase in the quantity and quality of public outdoor recreation facilities and resources which are available to the people of the state and of the United States, and because such benefit exceeds to an immeasurable and unascertainable extent the amount of money furnished under the terms of this agreement, the Con- tracting Party agrees that repayment of an amount equal to the amount of assistance extended under this agreement by the state of Washington would be inadequate compensation for any fa'ilure to comply with the terms of this agreement. The Contracting Party agrees, therefore, that in the event of a breach of this agreement by it, specific performance shall be an appropriate remedy. 13. Restriction on Conversion of Facility to Other Uses. The Contracting Party shall not at any time convert any property or facility acquired or developed pursuant to this agreement to uses other than those for which state assistance was originally approved without the prior approval of the Interagency Committee, in the manner provided by RCW 49.99.100 for marine recreation land, whether or not the property was acquired with Initiative 215 funds. 14. Use and Maintenance of Assisted Facility. The Contracting Party shall operate and maintain, or cause to be operated and maintained, the property or facilities which are the subject matter of this agreement, as follows: (a) The property or facilities shall be maintained so as to appear attractive and inviting to the public. (b) Sanitation and sanitary facilities shall be maintained in accord- ance with applicable state and local public health standards. (c) The property or facilities shall be kept reasonably safe for public use. (d) Buildings, roads, trails, and other structures and improvements shall be kept in reasonable repair throughout their estimated lifetime, so as to prevent undue deterioration that would discourage public use. (e) The facility shall be kept open for public use at reasonable. hours and times of the year, according to the type of area or' facility. 15. ~eportin_~. Once a year, the Contracting Party shall certify to the Adminlstrator that the project and all assisted facilities are being retained, operated, maintained, and used in accordance with the terms oF this agreement. A report and certification will be partially prepared by the Interagency Committee and will be sent to the Contracting Party for completion. The Contracting Party shall also report on specific matters whenever requested to do so by the Administrator. 16. No Waiver b~ Int~raflq~y Committee° The Contracting Party agrees that failure by the Interagency Committee to insist upon the strict performance of any provision of this project agreement or to exercise any right based upon a breach thereof, or acceptance by it of performance d~rlng such breach, shall not constitute a waiver of any of its rights under this project agreement. 17. IdentifY_Lnq Flarkers. The tnteragency Committee reserves the right to display, during the period covered by this agreement and after project completion, appropriate signs or markers identifying the roles of the state and federal agencies participating financially in this project. 18. Disbursement of Assistance. Disbursement of the grant-in.-aid shall be made in accordance with ~IAC 286-24-040, after the Contracting Party has furnished the Administrator such information as he shall deem necessary to show compliance with applicable statutes and rules and this ag reemen t. 19. Provisiops Applyin9 0nly to ~cqu_isition Proiects. The following provisions shall be in force if the project covered by this agreement is for the acquisition of outdoor recreation land or facilities, but shall not apply when the project is for development only: (a) Evidence of Land Value. Prior to disbursement of the assistance ~rovided for in thls agreement, the Contracting Party shall supply evidence establishin9 to the satisfaction of the Administrator that the land acquis- ition cost represents a fair and reasonable price for the land in question. (b) Evidence of Title. The Contracting Party shall be responsible for providing satisfactory evidence of title or ability to acquire title for each parcel prior to disbursement of funds provided by this agreement. Such evidence may include title insurance policies, Torrens certificates, or abstracts, and attorneys' opinions establishing that the land is free from any impediment, lien, or claim which would impair the uses contemplated by this agreement. (c) Recital in Deeds. The Contracting Party shall require that every deed or other instrument of conveyance of land acquired for this project with state assistance shall contain the following provision: "This conveyance is made in consideration of money coming in whole or in part from the Outdoor Recreation Account of the General Fund of the State of W~shington. The purchaser takes subject to the obligations of the project agreement contract between it and the Washington State Interagency Committee for Outdoor Recreation dated (insert date of this agreement), copies of which are in possession of the purchaser and the Interagency Committee. qhe project agreement contract provides, among other 5 things, that the purchaser shall not at any time convert this property to uses other than for which state assistance was originally granted unless it has obtained prior approval of the Interagency Committee for Outdoor Recreation in the manner required by RCW 43:99.100 for marine recreation land, whether or not the property is marine rec- reation land.'~ 20. Provisions App]yinq Only to Developme~ ProieCtSo The following provisions shall be in force if the project covered by this agreement is for development of outdoor recreation land or facilities, but shall not apply when the project is for acquisition only: (a) ~_ompliance with the Law. The Contracting Par~y shall comply with all laws and regulations applicable to the development project and to contracts for work done to carry it out. (b) Compliance with Application. Unless othemvlse agreed to in writing by the Administrator, the project shall be carried out according to the plans and proposals submitted by the Contracting Party in, or in connection with, its application for assistance for the project. (c) Installment Payments. Assistance provided by this agreement for development may be remitted to the Contracting Party in installments, after receipt of billings, and upon satisfactory proof of completior, of each sLage of construction or development. Determination of appropriate stages for installment payments shall be made by the Administrator, after consultation with the Contracting Party and with the approval of the Bureau of Outdoor Recreation, if United States Land and Water Conservation Funds are involved. Installment payments shall in no event be made more frequently than monthly. An amount equal to 10% of the funding assistance provided the Contracting Party by this agreement for eligible development costs may be withheld until final inspection and certification of project completion is made by the Interagency Committee and approved by the Bureau of Outdoor Recreation. (d) Contracts for Construction. Contracts for construction shall be awarded through a process of competitive bidding if required by state law. No contract required to be let after competitive bidding shall be awarded until approved by the Admi~istrator. Copies of all bids and contracts awarded shall be retained for inspection by the Administrator upon request. Where all bids are substantlal]y in excess of project estimates, the A6~inistrator may, by notice in writing, suspend the project and refer the matter to the Interagency Committee for deter- mination of appropriate action, which may include termination of assistance for development of the project. (e) Chanqe Orders. Any change orders shall be in writing and shall be made a part of the project file and kept available for in- spection or audit upon request. (f) Nondiscrimination Clauses. Except where a non-discrimination clause required by the United States is used, the Contracting Party shall insert the foliowin9' nondiscrimination clause in each contract for con~ struction of this project: "During the performance of this contract, the Contractor a9rees as follows: "(1) The Contractor will not discriminate against any employee or applicant for employment be- cause of race, creed, color, or natlona] origin. The Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, with- out regard to their race, creed, color, or national origin. Such action shall include, but not be limited to, the following: ployment, upgradin9, demotion or transfer; recruitment or recrult~ent advertislng; layoff or termination; rates of pay or other forms of compensation; and selection for training, includln9 apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this nondiscrimination clause. "(2) The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all quali- fied applicants will receive consideration for employment without re9ard to race, creed, color, or national origin. "(3) The Contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other con- tract or understanding, a notice, to be provided by the agency contracting officer, advising the said labor union or workers~ representative of the Contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 7 "(4) The Contractor will include the provisions of the foregoing paragraphs in every sub-co~tract exceeding $5,000, so that such provisions will be binding upon each such subcontractor or vendor. The Contractor will take such action with respect to any subcontract or purchase order as the lnteragency Committee may direct as a means of enforcing such provisions, in- cluding sanctions for noncompliance; Provided, how- ever, that in the event the Contractor becomes in- volved in, or is threate~ed with, litigation witb a subcontractor or vendor as a result of such dir- ection by the contracting agency, the Contractor may request the State of Washington to enter into such litigation to protect its interests." 21. Notices. Ail notices, demands, requests, consents, approvals, and other communications which may or are required to be given by either party to the other under this agreement shall be in writing and shall be deemed to have been sufficiently given for all purposes when delivered or mailed by first class postage or certified mail, postage prepaid, addressed as follows: (a) Notice to tile State To: Interagency Committee for Outdoor Recreation P. O. Box 1489 Olympia, Washington 98501 or at such address as the Interagency Committee shall have furnished to the.Contracting Party in writing. (b) Notice to the Contracti~ Party To ., who serves in the capacity of for the Contracting Party, and who has been designated as the Contracting Party's liason officer for the purposes of this agreement, or to such other officer or address as the Contracting Party shall have furnished to the Administrator in writing. 22. Additional Provisions~ or Hodifications of Standard Provisions. STATE OF WASHINGTON ~: Phon~ {2061 7S3 7140 J~'ebruary 'lg ,,..,,c,^,,.,~*~,.,:,~* Hr. Andrew Pendergas~. o., ~.,. o~.~, City of Bremerron ~..~. ...... ,~.~,.~ Po O.'Box 2016 I~e: City of ~remer%on '"~ ~" ~ ~'~'~ She~:id'~n Park Station Lions t'ark ~,p~,t,~e~ of Fisher;e, Bremerton, Washington 9r~310 IAC ~70-OllD ~, .....,o,.,~, We are enclosing a w~rrmt in the ~o,~nt of g1+04.03 represen[- -- '3'' ~ ' ~''~'~W~ ~'r~'O' ing the final pa~ent for the City oF Bremerton's Lions Park ~, .....,~,~,.,-, development pro ect TbSs payment completes *he project wi(h- ~'r' [ CO}~r C ....... ~ *~ in~ the terms of the agreement. Clqr:c~d U~' ~}~r'~ O '~tO' the ~ea is being utSlized, operated and maintained, or in lieu cm~,~s of a report~ will conduct an inspection of the project. Your ~,~ ~,~ office will be notified when the re~ort is due or when the in- ~,, ;~.,~,~ ..... spection will be made. Congratulations on tho complo~ion of this project. SSncere~7, STAN~Y E~ F~NCIS A~inis~rator ~ SEF:GWM:pf Enclosure FEB 1 9 1972 PARK & REC. DEPT. CiTY OF BREM. Oecembe~ 2~ 1~71 O. ~xl~ 01~p4a~ ~shtnet~ ~ also ~ld lth ~ ~ ~s 0~t~ ~ fl~ ~tt~ gtm our ~t. k 1~ STATE OF Tq(ASHINGTON INTERAGENCY cO~h~LTTEE FOR OUTDOOR RECREATI0fl VOUCHER FO~ - LOCAL AGENCY USE Agency C~ ~ ~ PROJECT &~,m,~. ~ lAC NO.__ ;, Voucher No. 3 Period covered by This Voucher: From ~r 1 PaTient is hereby requested for expenditures by the above listed project agency for the period indicated. ~ ~xpendltures Total Since ~pendltures For lAC ~ost C~teqories Last Dillin~' to Date Use O~er Con.acta1 ~tm ~,32 43,~3.14 ~ppltes and Ha~rlils 331~Z~ ~,107.7e Eflut~t S.~S Rett~t and ~s~s ~.~ ~2 , Total ,808__,05 , 49~679.04 I certify that the.above is correct and just and ls based upon actual payment(s) of record. Dec. 3, 1971 Signature Date Title ............................ FOR lAC USE ONLY BELOW THIS LINE ................................... FUNDING FO?J~ULA Voucher Total Participant: % Amount Less Loca) Contribution Federal: % Amount Subtotal State: Fund % Amount Less Federal Contribution Fund % Amount Subtotal TOTAL: State Contribution CERTIFICATION FOR PAYMENT Proj .Officer Date __Asst. Admin. Date PAYMENT RECORD VD. t State Share j CUmulative No. Local' Federal Fund "~ Fund '" Fund Total REMARKS: INTEItA(;IqNCt' CO,d), I£Tk.I,~ FOR O UTDOOI~ ItLCI,,EATION ~ 1.'IN:M~ Pi~OGI~I;SS lli;l'Ol~T ON DEVEI~Oi'MENT :~ A~,,~.c:, CITY OF BR~ION Project ' '. I~ ~P.~IO.Olla .................... Project l'czicd ~rch 3, lgYO.~r 31.71 Projeet Title LIOn'S PA~ DEV[~ ........... Work h'eimrr: Descril , x;or'k :.ccompl~;hcd, major dcviatiozas from proposal, etc. The klon's Parr develo~nt pmJect ts comple~d as planned. Unde~mund au~ttc Irrigation syst~ has been tns~11~ ~nd ~s functioning sat~sf~c~rlly. App~x~mately four acres h~ve been tu~. This pMse of the p~Ject ,1so enteiled ~e application of approxtmtely s~x inches of topsoil. Four n~ tennis courts of the Laykold type have been constructed including all accessories -,. cmplete chain link fencing, spect~r benches and landscaping. The project, tn our estimation is complete in everg detail and the entire project ~ill be available for public use on april 1, 1972. The tennis court portion of the project has been in use since duly 28, 1971. All cost esttmtes for the project ~ere accurate and the to~l p~Ject cost ~as within the esttmat~ f~sure of $50,000. M1 vouchers along w~th subs~ntl~ttn~ details have been su~dtted for pa~nent. Post C,,,.,crt, c'rir,* Ccz;.;cct;ou.', ~o bc s.~,, .~, by. A~cne.y~ Representative for devcloDment project. I }u:~,L,~ certify t}:'~ c.,nstructic, p of Pro,ecl Number I~ ~.~0.~beencompleted in accordance with '*[. , . co~,~ ~f tL~' !roj,:ct apl)~ovcd by the interagency Co~ni~['e f~ Su~rtntenden~ of Parks a~Recreatto~ ... Title D~r 1, lg71 TOTALS +t~% TOTAL Detail, Individual ttme slips, time cards, and payrolls on ¢fle Park and Recreation Department office. January 18, lg72 Mr. Ken Cole Accounts Officer Xnteragency Committee for Outdoor Recreation 4800 Capitol Boulevard Olympia, Washington 98504 Dear Mr. Cole: Enclosed is the information you requested in your letter of January 12. I have enclosed th~ individual time slips for the forced labor salaries paid to our e~loyees for the period of October 1 through November 30, lg71. Would a~prectate if these could be returned after your review. Also enclosed is a code sheet showtng how we identify the e~q~loyee's time on the various duties involved. Warrant numbers for all of the purchase orders you requested have been written in on the respective general claim and the two invoices that were missing are attached;- one for the Raecolith purchase order t2086B, and one for the Classic Construction Co. ~2016g. Sorry we missed these details when submitting voucher f3 and hope the enclosed material is satisfactory. Sincerely, Andrew Pendergast Superintendent AP/lbd cc: Gerald Yeaden, City Clerk STATE OF WASHINGTON 4800 Capitol Blvd. ~ : Olympia, Washington98501 " January 14, 1971 Mail Address: P.O,Box 1489 ~ Phone; (206) 753-7140 D ............ ,c ............... ~ Mr. Andrew Pendergast, Superintendent Parks and Recreation ............ ...... ,,~,,,, Sheridan Park P.O. Box 2016 r,,,, ,,,, ~ ....... Bremerton, Washington 98310 ~., ......... ,,.,,~....,~ ~e ar~ findino_ ~n~t as the number of projects which have b~en ~,,uco,~c,,,. ......... apprcve~ by :he Interagency Committee increases we are also bring'- ,~,~,~u~,,~ trig an increased number o~ projects to completion in making c~,,,~;~., payments ~o cori~:;~bn~t~es, ~ ?ess release ts prepared by [his c,,,,,~..o.,,~,,~.,~,~,.~, office and dir'~ct~ ~o '?our office and to the local r, ewspaper or M~.~,~,~,:~.,~,. O~r problem lies in the f~ct that ~ome ne'~spapers do not ~'"~ any credit to the Interaoencv Commit~ee or to the ~ureeu o~ Out- ,. _ ___Recreation for ~rants to cer,~munities. We realiz~ ~h~t door s.~,,,,~e~,~.,,~ many cases where BOR funds ~re par~ cf the lAC gra~t dir~c~ ~_ ~s~ rele~.ses fr~rn ~4ashlngton, D.C., are qulte often m~de by me~ber~ Congress representing the district. No mention ~s ever m,~dc in these instances concerning any other funds except federal. Whot we ~ould l~ke to ask you to do ~s to use your cons~der~b!e ~nfluence w~th t~e med~a through which you release y~c t~ o~ve ~roper credit to the Interagency Committee and ~o whatever federal agency is involved in match~ng grants for yoer prcject. It is most important as you know that the people who vo~eo for the funds ~hat we dlsburse be kept informed of their ~isposltlon. We know that ~ press release coming from your agency is much more likely to ~e used locally than one origlnati~g from our office. ~-:-Whatever yo~ can do to assist us will be very much aporecia~ed, ~ ,'~ SincereiT, E.V. PUTNA?~ Adr,lin istrator EVP STATE OF WASHINGTON .j~0R~,~, PARK & L C. DEPT. CiTY OF £REM. ,u,:;! ;,~u ....... o t~,~, ~,~,~,, October 8, 1971 Mr. Andrew Pendergast, Supt. RE: City of Bremerton Parks and Recreation Department Lion's Park P. O, Box 2016 lAC #4KTP-70--011D Sheridan Park Station Bremerton, Washington 98310 Dear Andy: I received your letter today (with the three copies of Voucher #2 for our accountant) advising me of the completion of the Lion's Park project in Bremerton. It is most heartening to receive this type of information on a project and to know that alt has progressed so satisfactorily. Ed informs me that you and your people have done an outstanding construction job and have handled all transactions between our two agencies in an exemplary manner. You are to be congratulated, Andy, not only on this project but the golf course as well. Would that other communities followed the fine example set by the city of Bremerton in the completion of projects with such high calibre. I wish that it had been possible for me to attend the dedication. I do intend to come up one of these days and visit the project with you. Thanks for the invitation! Sincerely, STANLEY E. FRANCIS Administrator SEF:mmf cc: R. S. Lemcke t~ our LIo,',,'s C,.xm,unity Pl~tyfleld Project, IAC ~4~PL70,-GItD. This i,~ ,~ffecL, ls t'ut fl~l ~ouch r ~p~senttna all ~'des spent by th~ Cf: l,.',.; .Jl 9,~(w~'~l cla!~;s cove~.g p~nt for c~tract~J set'- ,~...'..r su~plf~:J by trm Po~ ~par~t to the ~ject. A ~taiiad ~, :~,::r.,)m,~c~ .'itq thc ~mt~4tnal plans p~vlo~sly $u~tttnd to ~' ~Ly ~:fficta~s i~cluding ~e ;~yor end ~m of the ctt~ council ~t7 ~:'er'~ · ' ot;)~.,,~ local dignitaries. ~e Interapency ~i r'~pr(~sente, d by [4r Ed Putn~. ~ a ~tnt o~ interest i ~x~tior that U~e trite1 m~unt ex~n~ ~ the p~Je~ was ..... ~ti t~ our Lion's ~ity Pla~telU ~ ~ald like to th~! lnteragency C~dttee and ~ ~ a~ ~rS~ for the splen~fd Ll,:m :~ C~;{fty Playfteld p~Ject. ~ a~ 11 w ~r daily Mr. Stanley £, FP~nc~s October. ~ 1971 Page 2 ~re betn~ gs~d heavily The b~rfed ~ w111 be officially ~ned ~n We s'lncer~ely h:¥~e that ~u pers~lty wil) he ~h)e t~ ~tn,i t()~' In the Aqdrew F.'ende~ gast, Enc. l~ C ~ a~ k, .omni S s Jcner nf Finance ~ fro! Sch~r, er~an, C~m~:~lssioner of P~ltc Works IN[EP~V:?Y?Y ~, I'IFEE ~0', 0~1[ ..... R~C~'J,, 4 KTP-70-OllD Ac~.c,; _ .... C_.i_~, o~.R!_,?m~rt:~n _ _ [,c:i~,c~, ........ LiOn'S ?ark ........ l^c Ko. ,,~,,~r.~,~r ~:~. ..... P~,i ,i c .'..r.., L.~ ;Lis vu,,ch~,': 7,'o_ ~lov. I, 1970 . tn...Sepgember.~.~9~_ loewi ¢~ 2?7 41 ............... :-;z ; .; -;.:~': Si ,r~a; .,~,' Date ....................... Fhft I&L USF OHL.'~ BELOW TqlS State CO~IL i J~'LI( JO11 L(~c.,~, i ;eder,tt i FLit,ct L[:~ ;~ [ rU~o . Tot.:'] "~ .............. ~ .............. ! ................. ¢ ............ ~ .......................... : ' ......... ~ ............... i;; i;:Z~--]E_i_ _ZTJZLZ~ ,; I ~ ~ 7 ~ il ~ Z._LZLZ~ ~ ~CZ;~ ........... J .............. J ................ ~ ................. . %i, for work don/ - , ,[:~fle,d. IAC P~oject 4 KTP-70..O]I[): )ave Siliven, Park c .... ~,~, o., ~ !5% TOTAL tinJe slips, time cards, and pay,,'c, lls Department office, Mr. Andrew Penderqast Re: City of Bremerton Supt. of Parl<s and Recreation Municipal Goll C~ur~e P. 0. Box 2016 lAC [~remecior~, Wasbington 98310 l ions Park lAC //70-01 lO Dear Mr. Pendergast: We are enclosinq a warrant in the amount of $L8,427.11. ~ ~35 (~5.32 represents payment of bi 1 lin9 voucher nunlber five for' tile ' Golf Course Development project. This is the Final paymenE ~ Golf Course pFojecl and completes t:he project within the terms o1: the , From time to ~ime the lAC may request a status report on how [:h~: ar~a is being uLilized, operated and maintained, or in lieu of a will conduct ah insi)ec~ion of the project. Your office w~ll when the reporl is due or when [he inspecEion w[]l be The balance of lhe vJal'rallt, $7,771.79,is in paymen~ of billing voucher number one for the Lions Park Developmen~ projecl~ Sincereiy, STANLEY E. FRANCIS Admini s Lrator SEF:RSL.:bc Enclosure ~lt~ Auditor STATE OF WASHINGTON 4800 Capitol 81vd. ~ ~; ~ ~ecembe r 1 5, 1 ~70 Olympia, Washington 98501 (~ ~ ; ~ ~ Mail Addre~: P.O.Box 1~9 Phone: (206) 753 7140 Mr. Andrew Pendergast RE: City of Bremerton Superintendent Lions Park Department of Parks and Recreation lAC 4KTP-70-OllD P.O. #2016 Bremerton, Washington 98310 Dear Hr. Pendergast: Within two or three weeks you will be receiving a State Warrant in the amount of $7,771.79 as reimbursement of the lAC share of the costs claimed on Voucher No. 1 for subject project. During the processing of this voucher we took note that certain requirements relative to the billing process were not being met; specifically, regarding the "proof of payment" and the "receipt dates". We realize that in the past we have allowed payment to be made on projects with your agency without insisting that all of the supporting documentation contain all of the required information; however, now that the Procedural Guidelines which include detailed instructions on this matter are published and distributed, there can no longer be any excuse on our part for overlooking the over- sights! An acceptable method of establishing "proof of payment" is to sub- mit a copy of the General Claim on which the Warrant No. appears. If it is inconvenient to obtain a copy of the form on which this number has been entered by the fiscal office, you can continue to hand-post it as you have done on some of the supporting General Claims recelved with Voucher No. i~ It will not be necessary to furnish these warrant numbers for the documentation already re- ceived. On page (26) of the Guidelines, paragraph 2, Proof of Payment, explains that the supporting documentation must show among other things, "the date or dates of receipt of services or commodities .... " This information does not usually appear on the General Claims we have at hand for t~is project. Sometimes, but not often, the date (or inclusive dates, if a span of time is involved) of receipt of the goods or services may be shown on the invoice rendered by the vendor; but this. significant information is infrequently transferred to the General Claim. Some agencies have a "receiving copy" of their paying document on which they require this information, Mr. Andrew Pendergast Bremerton, Washington - 2 - December 15, 1970 but even if they do employ such a desirable tool of accounting control, the copy ts filed away and the information does not flnd its way to the documents we are sent. At any rate, the time of receipt Ts required information and the evidence of this must be furnished as part of the documentation support- ing the vouchers submitted ~n the future. We will not require this receipt information for the General Claims applicable to Voucher No. 1 except for the payment of $262.50 made by General Claim dated May 4, 1970, to Orlin Tharaldson on Purchase Order NO. 16580. Please furnish us a copy of the docu- mentation showing date or dates of receipt of the services described on that General Claim for inclusion in our records establishing the audit tra~l. Finally, we would like an explanation of how your agency determined the use of 15 percent as the rate applied to salaries as a charge for employer con- tributions to Retirement and Pensions. It is our experience that expenditures in this cost category, for State employees, would seldom exceed twelve percent, and fluctuate from pay period to pay period depending upon a variety of factors. Sincerely, KENN ~COLE Fiscal Officer KC :mmf ~.~ ge~mber ~0, 1970 Ym~y Ceemtttee for ~r ~e~t~ ~ Cl~ ~f ~n ~.0. ~ ~ ~ ~ A~ of tb ~ ~o~ for b p~, i.e., re~q~ ~ ~n ~, ~ ~11 ~ ~ ~ ~ for ~e ~ ~te~ A~ ~, 1~1. Depe~mf~t of PM~ and Ree~eatl~n April 9, 1970 Mr. Stanley E. Francis, A~4~iltrator Interagency Committee for Outdoor Recreation P.O. Box 1~9 Re: City of Bremerton Olympia, ~ashington 98501 Lion~ Park lAC #~KTP-70-OllD Dear Mr. Francis: Enclosed is one copy of the Interagency Committee's Project Agreement that ~aa received by our Department on March 27, 1970, for the develo~aent of Lions Park. The Project Agreement has been signed by our Mayor and City Attorney, and we have retained the second copy for our file. We underlta~ that the Project Agreement is for the period of March 3, 1970 until December 31, 1971. Project develo~nt will proceed exactly as outlined in our original application dated January 8, 1969. You may be assured that all major phases of the project to be contracted for w~ll be advertised for bid. Plans and specifications, advertieement for bide, instruc- tion to bidders, hid docents, cor~truction contracts, and any other s~m~l,~ doctmentB relating to the project will Be cleared through your office prior to proceeding with actual cor~truction. All material purchases necessary to the project under $500 in value will be handled in a routine manner by our City Purchae~_e Department by approved requisi- tion and official City purchase orders ~Jsued to the vendorl. All Park Department forced labor colts will be charged at the current Park Department scale and recorded on the official Depax~aent payroll on a hi-monthl~ basis. Overall project supervision will be under the direction of the Superintendent of Parks and Recreation, inspection of all conltrnction w~l~ be handled in the usual manner through the City's Buildir~ ?~a~eetion Department. All e~ine®ring will be cleared through the City,s Engineering Department. Progress reports will he submitted to your office from time to time in order that you be kept u~-to-date. Actual work on the project will get under ~y approximately August 1, 1~70. Completion date has been scheduled for May 15, 1971. I sincerely B~pe the above information meets with your approval. Please infor~ us if a~ further information i~ needed. Sincerely, Andrew Pendergalt, Superintendent AP:gf Department of Parka and Recreation Enclosure: ProJ. A~nt. #~KTP-?0-OllD Mayor Glenn Jarstad City Council ~ City Clerk Interagency Committee STA~T~ ~ ~l ~ ~ ~= ~ ~ for Outdoor Recreation r.C 'I, March 10, 1970 Mr. A~r~ Su~. of Parks a~ Recreation Re: City of Bre~rton P. 0. ~x Z016 Lion's Park Sheri48n Park S~a~ion lAC ~KTP-70-Oi Br~r~on, Washington 98110 At ~he ~rch ~rd ~Jing in Vancouver, the I~eragency Co~it~e for Outdoor Recreation ~;~r~ved ~he a~ve ~roject for a ~o~al cost of SS0,000. The fu~ s~Ir~s ~nd percentsge ~wlll b~ 8s foll~s: $ z5,000 (50) $ ~5,000 (50) Presently, ~he lAC agre~n~ is bei~ written. As s~n as m~re~ent ~dministration has been c~pieted, i~ wili ~ fo~arded to your offi~ for ~ecution. Further infor~ion and instructions will PJ~se no~e ~ha~ with ~he ~c~ti~n construction costs ~y ~e in~r~d ~rior ~o ~uJy J, 1970. I~-you h~ve tony questions concernl~ ~ a~ve ~ints, please con~act this of f i ce. ~mlnl~tr*tor Interagency Committee for Outdoor Recreation 114 North Columbia, Olympia I~non~ ~206) 753-7140 March 24, 1970 Andrew Pendergast RE: City of Bremerton Supt. of Parks & Recreation Lion's Park P.. O. Box 2016 lAC #4KTP-70-OllD Sheridan Park Station Bremerton, ~4ashlngton 98310 Dear Mr. Pendergast: A letter from this office recently notified you of lAC approval for funding assistance on the above project. That letter stipulated that no construction costs could be incurred prior to July 1, 1970, due to the fact that a deferment had been placed on construction pro3ects within the State. Governor Evans has recently lifted this restriction, paving the way for an earlier starting date on your project. It will still be necessary to execute a project agreement, which is presently being prepared, before formal permission to proceed will be given. This, however, should not be long in comlh9, and you will now be able to schedule your work program much earlier than anticipated. If you have any questions on this matter, please feel free to call our office. Sincerely, Admln i st rator SEF:RSL:sj CllY C)i- STATE OF WASNINSTON i Interagency Commit. tee for Outdoor Recreation 114 No~'th Columbia, O~ympia P~on, 1206) 7S3-7140 Mail address: P. O. Box 1489, Olympia, Washington 98501 March 26, 1970 gndr,~ ~d~r~ast : City of 8r~erton Supt. of Park and Recreation MA 71970 L;o~,~ P,~k P. 0. Box 2016 IRC ~KTP-70-OllD :Sheridan Park Station Br~erton, ~ashlngton ~8310 ~'~ ~ ~ ~ "' ~T. CITY O~' ~:F(~M. 0ear Mr Pendergast: At t~ ~rch 3, 1970 meeting in Vancouver the Interag~cy C~ittee for Outer Recreation approv~ the above p~ject. ~ t~ share &f this project ~ill be ~25,000. Enclosed are t~ copies of the Interagen~ Co~ittee Project Agree- m~t. Both copies have been slgn~ by the State, and if acceptable, please have th~ executed by your agency's appropriate authorities and return one copy to our office. The only eligible costs for services performed prior to tee date of pr~ ject approval, ~rch 3, 1970, are those for planning which ~re necessary for the preparation of the lAC application. These may ~nclude ~n- sultant fees or contributed staff services for such ~rk as site ~ planning, feasibility studies, architectural or engineering drawings and/or similar ~rk. Any other costs incurred or services perfo~ed prior to that date are ineliglble. ~e ~uld suggest that the c~struc- tion plans and specifications be c~pleted and bids called for as q~n as ~ssible. Construction costs are rapidly rising and the Inter- agency ~lttee will not author ze increased ~;tate assistance In the evene bids or other costs are higher than ~pected, nor will we be willing to extend the project period except for unforeseen clrcu~ stances. ~ request ~at qne copy ~ch of the plans and specifications, a.~vertis~n~' for b[~, insfruct~ to bfdde~T~ ocuments, Con- '~ ..s~Fuctlonr cmtra~s' an~"a~"ot~er sim~aF ~ , - T~'~' ~[oj_ec~ ~e su~ tted for our rev~ and peman~t f~Te. Please sen~ ~ zn~se o~C~n~'~'"'to ~u'r-ott'i~' tof rev~eto~ p~ceeding~'th con- struction., ~ w~l ~evie~ th~ ~ the'y c~ l'n ~n:d .......... any ques~ons~w~ b ' e raised ~d~ately. Further, ~ r~uire that construction plans and specifications meet all appli~ble codes and current engineering practices; that health, safety, durability.and the econ~y receive consideration ~ith the scope and objectives ef the project; that the design is in g~d taste; that the p~posed develo~ent is suitable for the enrichment and will not unduly detract from the esthetic value of the area; and that provisions have been made to insure adequate supervision by c~ petent personnel. Mr. Andrew Pendergast -2- March 26, 1970 Please set forth in detail in a letter to our office exactly how construction inspection and overall project supervision and adminis- tration will be undertaken. This should include assignments of specific personnel to specific tasks so that we can obtain a clear understanding of the City's administration of the project. You may not deviate from I;l~e scope of the project without the written concurrence of the Administrator, and any changes that would materially alter the purpose, use, or form of the end product will have to be approved by th~ Interagency Committee. The Committee may not agree to the deviation if it Is so material as to render the project a signifi- cantly different one from that originally approved. Also enclosed with this letter are the instructions for billing for reimbursement costs incurred on the project. Billing may be submitted as desired, but not more often than every thirty days. · I trust that the above sets forth %he information necessary for you to proceed with the project. Please keep in mind that any problems or questions you may have are best hartdled with a call to our office right away. We will be available to provide whatever assistance available. Sincerely, , STANLE~E. FRANCIS Administrator SEF:RSL:sj Enclosure Interagenc¥ Committee ' [ for Outdoor Recreation ~.~ ~ ~-,'~O. QS~'I' ~rch 10, 1970 Hr. Andr~ Pendergast Supt. of P~rks ~ Recr~tlon R~: City of Bremerton P. O. ~x 2016 Lion~s Park Sheridan Park St~tton lAC ~KTP-70-OllD Br~rton, ~shington ~8]10 D~r Hr. Pendergast: At the ~rch ~d ~tin9 In V~ncouver, the I~ter~9~ncy C~itte for Outd~r Recr~tlon ~pproved the a~ve project for ~ total cost of $~0,000. The fu~ shares a~ p~rcentage ;will be as foll~s: lAC Share (%) Local Share $ 2~,000 (s0) S 2s,000 (S0) Presently, the lAC agre~ent is bei~ written. As soon as agre~ent ~dmlnistr~tion has be~n c~pleted, it ~ill be fo~arded to your office for execution. Further Infor~tion and instructions ~ill be fo~arded at that tlm~. Please ~t~ that with the exception of planning ~nd engineerin9 costs, n~ construction costs ~y be incurred, prior to July I, 1970, office. gdmlnist rotor SEF:RLP:bc i Interagency Committee for Outdoor Recreation ~ ~'T, ~rch 10, 1970 Hr. A~r~ Pend~rgast Su~t. of Parks ~nd Recr~tion Re: City of Bremerton P. O. Box 2016 Lion's Park Sheridan Park Station lAC ~KTP-70-OIID Br~rton, Washington 58310 D~r Hr. Pend~r~ast: At the ~rch 3~d ~eting in Vancouver, the Int~rsg~ncy C~itl~ for Outd~r R~cr~ation approved the a~ve project For & tot81 cost of $50,000. The ~und shar~s snd percentage ~wlll be as eoll~s: lAC Share (~) Local Share (%) $ ~5,000 (s0) $ 2S,000 (50) Presently, the lAC agre~ent is being written. As s~n as agre~ent administration h$~ been c~pleted, it will be fo~rded to your office for e~ecution. Further lnfor~tion and instructions will be fo~arded 8t that time. PI~s~ note that with the exception of pl&nning and engineering costs, ~ construction costs ~y be incurred prior to July 1, 1~70. If you have any questions concerning the above ~ints, please contact this of~ I Sificer~ly, ~RANC I S Admlnist rato~ SEF:RLP:bc ' / STA,,TE ~F : IN1EI~AGENCY CI)tiFill'~ E FOP, OU1DOOA RECEi:A'I'ION U ,uche;' i~k). __..~_ PeFiod Covered by lh~s Voucher; Fr,x,~ ~rch }, 1970 Io ,,c~..~ >i:. iL , Expend it utes ~ota Since Expcr;(litu~as Fei' I~C Salarias and Wages .............. T I-~ v c ] r~etlFeh,en[ a,,cl P.:nsleqs _ ..................... Land Bu i 1 d i ImpFOVCq:~?:S otheF than Buildings I ~er~fy that the ob~.coFrect and ~nst and is based upon actn&] ~),ni'm:;nl (:~) of record ....................................... FOP, lAC USE ONLY BELOW'v~" F..,S LINE 0~ FU~qD I NG [ ~,~N/JLA Voucher To~I PaFeicip~r,t: ',~ ........ Amount ....... Less Locel ContFJbuLior~ Federa]: '7~, Amount S~a~,:. FunJ o/ Amount Less Fed.:ral Cone Fuhd ....... '~ Amount .............. Subtota, TOTAL State Cont ribuL gER'[IFICATiON FOI~ PAYHENT Proj. O~fice(. ............ Pale ......... Assr, Admin.~ .................. Data F'AY/.! ENT RECOFID ' ,']o, Local lFede,'~l J l Fund I Fund [Fcnd REt A~ ~S: