HomeMy WebLinkAboutR-2023-037 Resolution approving Grant Change Request Letter to Washington State Department of CommerceRESOLUTION NO. R-2023-037
A RESOLUTION authorizing the City Manager to submit a Grant Change Request to
Washington State Department of Commerce.
WHEREAS, the City of Yakima (City) is obligated to develop property adjacent to SOZO
as part of the RCO Conversion process at Chesterley Park; and
WHEREAS, said property is to be developed as a replacement of the park area utilized
to build the YMCA Aquatic/Fitness Center at Chesterley Park; and
WHEREAS, The City has an agreement with SOZO for SOZO to develop and manage
the property as a City -owned park at the expense of SOZO; and
WHEREAS, the YMCA to assist SOZO with the cost of developing the property, secured
a grant from the Washington State Department of Commerce; and
WHEREAS, the grantee of a grant awarded by the Washington State Department of
Commerce is typically the property owner; and
WHEREAS, The City is requesting approval from City Council to submit a Grant Change
Request to Washington State Department of Commerce to transfer the grant from YMCA to the
City; and
WHEREAS, the City Council deems it to be in the best interest of the City of Yakima and
its residents to approve the Grant Change Request; now, therefore
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized to submit the Grant Change Request letter to
Washington State Department of Commerce to request the transfer of the grant from YMCA to
the City of Yakima. The Grant Change Request letter is attached hereto and fully incorporated
herein.
ADOPTED BY THE CITY COUNCIL this 7th day of\March, 2023
ATTEST:
ndy t . Brad'' ord, Acng City
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 10.
For Meeting of: March 7, 2023
ITEM TITLE: Resolution approving Grant Change Request Letter to Washington
State Department of Commerce
SUBMITTED BY: Scott Schafer, Public Works Director - (509) 576-6411
SUMMARY EXPLANATION:
The City of Yakima (City) is obligated to develop property adjacent to SOZO as part of the RCO
Conversion process at Chesterley Park. The property is to be developed as a replacement of the
park area utilized to build the YMCAAquatic/Fitness Center at Chesteriey Park. The City has an
agreement with SOZO for SOZO to develop and manage the property as a City -owned park at the
expense of SOZO.
Because the RCO Conversion process was required to allow the YMCA to build the Aquatic/Fitness
Center, the YMCA desired to assist SOZO with the cost of developing the property by securing a
grant from the Washington State Department of Commerce in an approximate amount of $225,000.
The grantee of a grant awarded by the Washington State Department of Commerce is typically the
property owner. As a result, the City is requesting approval from City Council to submit a Grant
Change Request to Washington State Department of Commerce to transfer the grant from the YMCA
to the City. If approved, the new grant agreement between the City and the Washington State
Department of Commerce would be brought back to City Council.
ITEM BUDGETED: NA
STRATEGIC PRIORITY: Public Trust and Accountability
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
RECOMMENDATION:
Adopt Resolution.
ATTACHMENTS:
Description
O RespetutiQn ("?rant R. q last C fancy
o Grant Olenge Reqtrar?tt Letter
Upload Date
1 r 2023
212412023
Type
Resolution
Backup iMiatenal
February 24, 2023
Mara Isaacson
Washington State Department of Commerce
Community Development and Assistance Unit 1 Local Government Division
Pa Box 42525
Olympia, WA 98504-2525
Reference: Yakima YMCA
Grant # 2-96643-141
Yakima YMCA Park Development
Dear Ms. Isaacson,
As a follow-up to your discussions with the Yakima YMCA regarding this project, the
parties below affirm that they wish to transfer the responsibilities of grantee from
the YMCA to the City of Yakima.
The City of Yakima is the land owner for the new park. In addition, the City has a
contract with Bozo Sports for the development and maintenance of the park. The
park is also part of an obligation between the City of Yakima and the Washington
Recreation Conservation Office. The YMCA was connected via a Memorandum of
Understanding with Sozo to help secure park funding.
Given the City's land ownership, contractual cor
the grant funds and ability to facilitate construction,
grant to the control of the City of Yakima.
Please process our request for this change.
ely,
Bob Romero
Executive Director
Yakima YMCA
ents, capacity to administer
makes sense to transfer this
Bob Harrison
Yakima City Manager
0/1% Washington State
j Coerce
Washington State Capital Budget
Contract Readiness Form
Grantee: City of Yakima
Project Title: Yakima YMCA Park Development (Yakima)
Contract Number: 23-96643-141
Net Grant Amount: $225,040.00
Instructions:
Before you can receive funds, a contract will need to be executed between your organization
and the state. Contract development generally takes four to six weeks once you have met all
pre-contracting requirements. Please follow these steps to get the process started:
1. Completely fill out the survey questions by typing your responses in the electronic version
of this form;
2. Have the Grantee Certification (last page) signed by the person authorized to sign
contracts for your organization;
3. Attach documentation for committed funds (copies of award letters, council
appropriations, etc.), if applicable;
4. Attach completed and signed LEED Certification Declaration form;
5. Compile and email these documents to your Grant Manager, Mara Isaacson at
mara.isaacson@commerce.wa.gov
If you have any questions or need additional information, please contact me at:
mara.isaacson@commerce.wa.gov or(360) 742-7665
All grantees are required to set up an SWV number so funds may be sent electronically.
Please find detailed instructions here: Office of Financial Management. It may take up to
three weeks after you submit this information for an electronic transfer account to be set up.
You may immediately submit your working papers survey to us; we will automatically receive
your SWV number from the office that sets them up.
Thank you for your assistance in making this contract-writing process as quick and easy as
possible!
SECTION 1 . GENERAL INFORMATION
1.1 Grantee (Complete Legal Name) City of Yakima
1.2 Type of Organization P ly-Own Private Non-Profit Tribal
1.3 Statewide Vendor Number(if available) SWV0007122-02
1.4 Fiscal Year End (mm/dd) 12/31
1.5 UBI#(if available) 397-000-272
1.6 Project Street Address 1900 S 36th Ave, Yakima , WA 98902 -
1.7 Project Mailing Address 2301 Fruitvale Blvd, Yakima, WA 98902 -
County(https://www.gps-
1'$ coordinates.net) Yakima
Project GPS Coordinates (approximate Latitude (e.g., 45.3530) Longitude(e.g., 120.4510)
1.9 center of where you will be working) 46.6131809 -120.5395132
1.10 Project Jurisdiction (county, city, town) City of Yakima, Yakima, WA
1.11 Legislative District 14th District
1.12 Congressional District 4th District
1.13 Which legislator(s)took the lead in Rep. Chris Corry
introducing your appropriation?
Authorized Person to Sign Contract Robert Harrison
Authorized Signatory Title City Manager
Mailing Address (if different from project 129 N 2nd St, Yakima, WA 98901
1.14 mailing address above)
Telephone (509) 575- 6040
Email bob.harrison@yakimawa.gov
Person Administering the Grant(once
contract is signed) Scott Schafer
Mailing Address (if different from project 2301 Fruitvale Blvd, Yakima, WA 98902
1.15 mailing address above)
Telephone (509) 576- 6411
Email scott.schafer@yakimawa.gov
1.16 Are you able to utilize DocuSign to sign a Yes No
contract?
Sara Watkins, City Attorney
City of Yakima- Legal Department
Attorney Name, Firm &Address, if 200 S 3rd St #2
1.17 required on contract documents Yakima, WA 98901
SECTION 2. PROJECT INFORMATION
PROJECT DESCRIPTION
2.1 Please describe the project's anticipated use and public benefit.
The City of Yakima (City) is obligated to construct a new 32-acre public park adjacent to the SOZO
Sports Complex near the Yakima airport via RCO Conversion process due to the City partnering with the
YMCA in constructing a new YMCA Aquatic/Fitness Center at Chesterley Park. The City has an
agreement with SOZO for SOZO to construct, operate and maintain the new City owned public
park. The park once fully developed, will provide nature trails, open green space, picnic area, restroom
and playground. The YMCA was assisting SOZO with the cost of the development of the park by
applying for a Department of Commerce grant. Because the City is the owner of the property, the City
requested that the awarded grant from the Department of Commerce be transferred from the YMCA to
the City.
2.2 Is this project part of a larger, phased project? If YES, explain how this phase fits in the YES ENO.)
overall project.
SITE CONTROL
23 Do you have control of the project site either through ownership or through a long-term
lease (at least 10 years)? If NO, please explain and include the date you expect to ,YES NO
meet this condition.
IMPORTANT: Site control is required before we can begin writing the contract.
GOVERNOR EXECUTIVE ORDER 21.02 (EO 21-02)CULTURAL & HISTORICAL RESOURCES REVIEW(OR SECTION 106)
2.4 Does your project involve pre-construction, land acquisition, ground disturbance, or pre-Construction
construction or rehabilitation of a building over 45 years old?
If YES and your project includes only state and local funds, you will need to go through Land Acquisition
the EO 21-02 review process.
If NO, please explain. Develop a City Park Ground Disturbance
2.4a Does your project include federal funds? YES %NO
If YES, you will need to go through the Section 10$-review process. Building Over 45 Years
IMPORTANT: If EO 21-02 (or Section 106) applies to your project, you will need to Old
complete this review before we can execute the contract.'
1 The EO 21-02 requires recipients of state funds to consult with interested parties, i.e., Department of Archaeology and Historic
Preservation,and Indian Tribes, prior to starting project construction. If your project funding includes federal funds, Section 106
(National Historic Preservation Act)will be required,which supersedes the EO 21-02 review.These consultations should take place as
early as possible in order to avoid delays in starting your project. If you have questions regarding the cultural and historic resources
process, please contact your project manager.
LEED (LEADERSHIP IN ENERGY AND ENVIRONMENTAL DESIGN)CERTIFICATION
2,5 Does your project include new construction or renovation of a building or facility? CyYES NO
If YES, indicate if you entered the LEED certification process with the goal of your facility obtaining the silver
standard.
IMPORTANT: As part of your contracting process, you are required to complete a LEED Certification
Declaration form.2
PREVAILING WAGE
2.6 If your project includes new construction or renovation, do you understand and
acknowledge that you are required to pay state prevailing wages for all construction- YES ~
related work as of the enacted date of the state capital budget including the project's
appropriation.
SCOPE OF WORK
2.7 Describe all the activities and deliverables needed to accomplish this project.
IMPORTANT: Provide a description of the project along with the estimated start and end date. Your Scope
of Work must correspond with your application or member request and will become part of your contract.
The park will have a grass picnic/play area with a nature walking trail. The infrastructure includes a
restroom building and parking.
The scope of work to complete the parking includes:
Water- complete
Sewer and power connections —June - August 2023
Restroom building — July—August 2023
Parking lot— prep, pave, and gravel with stormwater swales and lighting —August 2023
Plant and irrigate grass area - complete
Define the walking path — September 2023
City park signage —August 2023
2 LEED is a certification program run by the U.S. Green Building Council. In 2005 the Washington State Legislature passed a law
requiring all capital projects grant recipients to comply with the LEED standards(RCW 39.35D).The goal is for major construction or
renovation projects receiving state funds to be built to the LEED silver standard where"practicable." Projects that fall under certain
facility types and projects demonstrating that it would not"be practicable"to meet the LEED silver standard may qualify for a LEED
exemption. Please refer to the attached LEED Certification Declaration form for more details. If you have questions regarding the
LEED process, please contact your project manager.
PROJECT COSTS
2.8 Only complete the Project Costs table below if your budget is finalized. A list of eligible and ineligible costs is
attached at the end of this survey.
IMPORTANT: Your Total Project Costs must equal your Total Funding in Question 2.9. The cost categories
must correspond with the activities listed on your Scope of Work. Please note that this is a reimbursement
grant; only costs incurred after the date protect funds were awarded will be reimbursed (July 1 of year
appropriated).
IMPORTANT: A finalized budget is required before we can begin writing the contract.
IMPORTANT: Internal project management is NOT an eligible cost for reimbursement.
Has the project incurred eligible costs prior to receiving the appropriation in the state capital budget? Yes
No
If yes, please provide date costs were incurred and explain.
Cost Category Amount
Archeological/Historical Review
Site Acquisition
Architecture and Engineering Design
Construction/Renovations
Construction Management
Demolition and Site Preparation
Capitalized Equipment
Other:
TOTAL PROJECT COSTS (must match 2.9 Total Project
Funding)
PROJECT FUNDING
2.9 Complete the table below listing the amounts and funding sources for this project. State the status of your funding
sources as follows:
■ Committed: funds are considered committed if a formal notice of approval for the funds is in place from the
funding source. Local Revenue must be in an approved budget or be appropriated by your council or
commission to be considered committed. Attach documentation such as copies of award letters, council
appropriations, etc.
■ In-Hand: funds are considered in-hand if you have already received the funds.
IMPORTANT: Your Total Project Funding must equal your Total Project Costs in Question 2.8. The Project
Funding table will become part of your contract. You are required to have full funding for your project (or
project phase) by either having the funds in-hand or by showing that the funds are committed.
IMPORTANT: All project funding is required before we can begin writing the contract.
Status
T •e of Fundin• Identif Source Amount (Committed or In-Hand
State Grant Department of Commerce $225,040.00 Committed
Other Funds (eg. State, Federal, Local, Grants, Private, Loans)
Total Other:
TOTAL PROJECT FUNDING (must match 2.8 Total Project $
Costs)
CONTINGENCIES
2.10 Are there contingencies that could change your answers to any of the questions above? If so, please briefly
explain. For example: Project description, site control, scope of work, financing, etc.
PROJECTIONS
3.0 Please estimate how much of your award you plan to request during the upcoming quarters. This information is
used for program budgeting purposes only and is not binding.
Fiscal Year 2022
Q4 April 1 -June 30, 2022
Total
Fiscal Year 2023
Q5 July 1 -September 30, 2022
Q6 October 1 - December 31, 2022
Q7 January 1 - March 31, 2023
Q8 April 1 —June 30, 2023
Total
Fiscal Year 2024
Q1 July 1 - September 30, 2023 $225,040.00
Q2 October 1 - December 31, 2023
Q3 January 1 - March 31, 2024
Q4 April 1 —June 30, 2024
Total $225,040.00
Fiscal Year 2025
Q5 July 1 - September 30, 2024
Q6 October 1 - December 31, 2024
Q7 January 1 - March 31, 2025
Q8 April 1 —June 30, 2025
Total
GRANTEE CERTIFICATION
The Grantee certifies that:
• The information and financial data provided in this document are true and correct to the best of their
belief and knowledge and it is understood that Commerce staff may independently verify
information, and that the discovery of incomplete, false, and/or misleading information is grounds
for withholding awarded funds or termination of grant contract;
• Records supporting the information provided in this document are on file and will be made available
by the Grantee upon request;
• There are no outstanding liens against this project;
• There is currently no litigation in existence seeking to enjoin the commencement or completion of
the above-described project; and
• The Grantee intends to enter into a grant contract with the Department of Commerce, provided that
the terms and conditions for a Department of Commerce grant are satisfactory to both parties.
Signed:
Name: Bob Harrison
Title: City Manager- City of Yakima
Phone Number: 509-575-6040
Date: (Q,` ( (il
CITY CONTRACT NO� T
:` 7
RESOLUTION NO:l 1- : c: •J`(')37
Eligible Costs Ineligible Costs
Capital Budget funds may generally The following costs are not eligible
be used to pay for the following for reimbursement under this
project expenses. program:
• design, architectural, and • internal administrative activities
engineering work; and staffing costs;
• building permits/fees; • mortgage or loan payments;
• archeological/historical review; • project management (from
• construction labor and materials; any source)****;
• demolition/site preparation; • fundraising activities;
• capitalized equipment; • feasibility studies;
• information technology • computers or office equipment;
infrastructure (cables and wiring); • rolling stock (such as vehicles);
• construction management and • lease payments for rental of
observation (from external equipment or facilities;
sources only)*; • any maintenance or operating
• initial furnishings**; costs;
• landscaping; • property leases (including long-
• real property when purchased term leases)
specifically for the project, and • the moving of equipment,
associated costs.*** furniture, etc., between
facilities.
* Construction management and observation is on-site management and/or supervision of the
work site and workers thereon.This is an eligible project cost. Construction management does
not include work typically performed by off-site consultants or consultant organizations,grant
writers, project managers,or employees of the grantee, unless the employee is hired solely and
specifically to perform on-site construction management as defined above and in accordance with
the Office of Financial Management's 2017-2027 Capital Budget Instructions, Chapters 1.5 and
4.2.
** Furnishings and equipment are considered eligible project costs as long as the average useful
life of the item purchased is 13 years or more.
*** Costs directly associated with property acquisition include appraisal fees,title opinions,
surveying fees, real estate fees, title transfer taxes, easements of record,and legal expenses.
**** In no way shall funds be used to supplant or subsidize operating costs such as ordinary
maintenance or administrative staff expenses
Note: Please do not include operating costs in your project scope and budget.
41►. Washington State
' . Department of
.► Commerce
The LEED Certification Declaration
Is Required of All Capital Budget Projects
The 2005 Washington State Legislature or conditioned space; or
passed a law that may require our grant recipients • facilities such as transmitter buildings;
to comply with what has been termed"high- pumping stations; hospitals; research facilities
performance"or"green"building standards primarily used for laboratory experimentation,
(RCW 39.35D). research,or training in research methods; or
The goal is for major construction or similar building types.
renovation projects receiving state funds to be
built to the LEED silver standard where
"practicable." LEED(which stands for Exemption 2: Not practicable'
Leadership in Energy and Environmental Design) We may exempt grantees who demonstrate
is a certification program run by the U.S. Green that it would be"not practicable"for them to meet
Building Council. the LEED silver standard. However, we are not
According to the American Institute of permitted to offer this solely because of cost-or
Architects,high-performance buildings are timing-related issues. If your project(or the phase
cheaper to operate, save water and energy, and of the project you applied for)does not include
improve worker performance. any construction or renovation of a building or
These building principles offer the most facility, you may request this exemption. If you
savings when incorporated early in the design are seeking a"not practicable"exemption, in the
process. That's why we strongly encourage you declaration form you will need to provide a
to talk with your architect as soon as possible. rationale for your request(your architect may be
The first issue you may wish to explore is helpful here).
whether your project is required to meet the
LEED silver standard. The law offers two types
of exemptions.
Exemption 1: Facility types
Four facility types are exempt:
• acquisition-only projects;
• new construction less than 5,000 gross
square feet of occupied or conditioned space as
defined by the Washington State Energy Code;
• renovation projects whose costs are less
than 50 percent of the facility's assessed value or
are less than 5,000 gross square feet of occupied
4MA Washington State
ins' . Department of
4. Commerce
LEED Certification Declaration
Capital Budget Grant Programs
Directions: All recipients of state Capital Budget grants are required to fill out this form. Please type your responses in the
electronic version of this form, and then have it signed by both your architect(if applicable)and the person who is authorized to sign
contracts for your organization.
Project Name: Yakima YMCA Park Development (Yakima)
Organization: City of Yakima
Date Submitted:
STEP 1: Is your project an exempt facility type?
1.1 Does your project only involve a land acquisition and does not include any construction or renovation of a building or facility?
If Yes,you are exempt and you may skip to Step 4 and sign the form.
Yes❑ No®
1.2 Does your project involve construction or major renovations to a project that does not include a structure or building(i.e.water
distribution,sewer collection or transportation system)?
Yes❑ No
1.3 If your project is a new construction, is it less than 5,000 gross square feet of occupied or conditioned space12
Yes® No❑ If Yes,what is the square footage?
1.4 If your project is a renovation, is it less than 50 percent of the facility's assessed value2, or less than 5,000 gross square feet of
occupied or conditioned space? Yes❑ No
If Yes,what is the renovation total budget? $ What is the facility's assessed value? $
1.5 Is your facility a transmitter building, pumping station, hospital,or research facility3? Yes❑ No
Is it a similar building type? Yes® No❑
If Yes,describe:
Restroom
You are exempt if you answered Yes to ANY question in Step 1. If you are exempt,you may skip Steps 2 and 3,but please
fill out Step 4 and sign the form.
STEP 2: Is meeting the LEED silver standard 'not practicable'?
The Department of Commerce may exempt state Capital Budget grant awardees who demonstrate that it would not be practicable for
them to meet the LEED silver standard. We are not permitted to offer this exemption solely because of cost or time constraints, but
we may if:
1 Gross square feet as defined by the Washington State Energy Code.
2 Assessed value includes the building and land.
3 Primarily used for sponsored laboratory experimentation, laboratory research,or laboratory training in research methods.
Page 1 LEED Certification Declaration
a. The project(or this phase of the project)does not involve the construction or renovation of a building or facility;
b. A renovation is piecemeal in nature; and/or
c. Unusual aspects of the building do not lend themselves to LEED standards.
2.1 Does your project(or this phase of the project)involve the construction or renovation of a building or facility? Yes ❑ No
2.2 Has design begun? Yes❑ No❑ If Yes,date design began:
Percentage of pre-design or design complete. 0/0
Has construction begun? Yes❑ No❑ If Yes,date construction began:
Percentage of construction complete:
2.3 Would you like to apply for this exemption? Yes❑ No ❑ If Yes, please explain why.
STEP 3: Are you planning to enter the LEED process?
3.1 Have you already entered the LEED certification process? Yes❑ No❑ As of what date?
3.2 If you answered No to 3.1,were you planning to enter the LEED certification process? Yes❑ No❑
3.3 If you are entering the LEED process,what standard are you attempting to reach?
Certified ❑ Silver❑ Gold ❑ Platinum❑
STEP 4: Certification of LEED Declaration'
Grantee Representative's Name: Robert Harrison
Title: City Manager
- r
Signature:
Date. fio it 31 ZU y3
Phone: 509-575-6040 Email: Bob.harrison@vakimawa.gov
Organization: City of Yakima
Mailing Address: 129 N. 2nd St.Yakima, WA 98901
Project Location(if different from above). 1900 S. 36th Ave.Yakima,WA 98902
Applicant Architect's Name:
Title:
Signature:
Date.
The Grantee and its architect, by the above signatures,certify that all of the information provided in this LEED Certification
Declaration is accurate and complete to the best of their knowledge. The Grantee understands that The Department of Commerce
staff may independently verify information provided,and that the discovery of incomplete,false,and/or misleading information is
grounds for withholding awarded funds.
Page 2 LEED Certification Declaration