Accept grant award from Dept of Archaeology and Historic Preservation for Repair/Rehabilitation of Historic Lewis County Courthouse. BEFORE THE BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY, WASHINGTON
IN THE MATTER OF: RESOLUTION NO. 21-401
ACCEPT A GRANT AWARD FROM THE
DEPARTMENT OF ARCHAEOLOGY AND HISTORIC
PRESERVATION FOR THE REPAIR AND
REHABILITATION OF THE HISTORIC LEWIS
COUNTY COURTHOUSE
WHEREAS, the State of Washington has made funding available to restore
historic courthouses in the state through a program administered by the
Department of Archaeology and Historic Preservation; and
WHEREAS, Lewis County, through the Internal Services Department, Capital
Projects office, has made application to receive grant funds to complete identified
historical restoration or preservation to the exterior facades of the Historic
Courthouse, interior restoration and preservation work, including finishes,
entrance doors on the North and South entrances, and painting; and
WHEREAS, the said application was successful, and Lewis County has been
awarded up to $375,736.00 in matching funds for a total project of up to
$785,736.00; and
WHEREAS, it appears to be in the best public interest to accept the grant and
complete the work identified in the Grant Application.
NOW THEREFORE BE IT RESOLVED the grant agreement between the
Washington State Department of Archaeology and Historic Preservation and Lewis
County is hereby authorized and executed by the Board of County Commissioners
(BOCC); and
NOW THEREFORE BE IT FURTHER RESOLVED the Chair of the Board is hereby
authorized to sign on behalf of the BOCC.
DONE IN OPEN SESSION this 23rd day of November, 2021.
Page 1 of 2 Res. 21-401
APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS
Jonathan Meyer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON
Kevin McDowell Lindsey R. Pollock, DVM
By: Kevin McDowell, Lindsey R. Pollock, DVM, Chair
Deputy Prosecuting Attorney
�•CpUTY,l{'9S••
ATTEST: Sean D. Swope
• PRDOF'•
Sean D. Swope, Vice Chair
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• t coM�`.S`o•Rieva Lester '•;Sys - -s� F. Lee Grose
Rieva Lester, F. Lee Grose, Commissioner
Clerk of the Lewis County Board of
County Commissioners
Page 2 of 2 Res. 21-401
Grant No. FY22-90006-001
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Allyson Brooks Ph.D.,Director
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State Historic Preservation Officer
Grant Agreement
Between
Washington State
Department of Archaeology and Historic Preservation
and
Lewis County
Grant No.: FY 22-90006-001
Grant Title: Historic Courthouse Rehabilitation Project—Lewis County
Effective Date: July 1, 2021
Expiration Date: June 30, 2023
Grant Amount: $375,736.00
Federal Grant No.: N/A
CFDA No.: N/A
Grant Purpose
Grant Purpose: Provide support for the rehabilitation of the historic Lewis County
Courthouse, located in Chehalis, WA.
Project work includes exterior masonry rehabilitation in addition to interior rehabilitation
addressing historic finishes.
This agreement is made between The Department of Archaeology and Historic
Preservation hereinafter referred to as the DEPARTMENT, and Lewis County,
hereinafter referred to as the GRANTEE.
Parties' Contact Information
DAHP Contact Person: Marivic Quintanilla(360) 870-6383
Email: marivic.quintanilla@dahp.wa.gov
GRANTEE Contact Person: Doug Carey (360)-740-1337
Email: doug.carey@lewiscountywa.gov
....
State of Washington • Department of Archaeology& Historic Preservation
P.O. Box 48343 • Olympia, Washington 98504-8343 • (360) 586-3065
www.dahp.wa.gov
Grant No. FY22-90006-001
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Allyson Brooks Ph.D.,Director
1.11.11111111111413
State Historic Preservation Officer
Section 1. Responsibilities of the Grantee
A. The GRANTEE will perform or cause others to perform the work described in the
"Scope of Work"(Attachment 2).Additional special conditions or specifics about
the work required by this agreement, if any, are in attachments as enumerated and
described in Section 2. The GRANTEE agrees to perform the work in accordance
with any such special conditions or specifics.
B. The GRANTEE understands that the work called for under this agreement must
conform to state administrative requirements as they relate to the
DEPARTMENT,and the GRANTEE agrees to comply with such requirements.
c. The GRANTEE agrees to comply with the restrictions of lobbying with
appropriated funds:No part of the money appropriated by any enactment of State
Legislation shall, in the absence of express authorization by such, be used directly
or indirectly to pay for any personal service,advertisement,telegram,telephone,
letter,printed or written matter,or other device, intended or designed to influence
in any manner an elected official,to favor or oppose,by vote or otherwise, any
legislation or appropriation by legislation,whether before or after the introduction
of any bill or resolution.
D. The GRANTEE agrees to maintain records in a manner which will provide an
audit trail to all expenditures reported to the DEPARTMENT. The GRANTEE
agrees to keep these records for at least six years following the ending date of the
grant. In the event that an audit of the GRANTEE or of the DEPARTMENT
should take exception to any expenditure by the GRANTEE,the GRANTEE
agrees to refund to the DEPARTMENT on demand the amount determined by the
audit as due. In the event that the DEPARTMENT is required to institute legal
proceedings to enforce this repayment provision,the DEPARTMENT shall be
entitled to its costs thereof, including reasonable attorney's fees. When arranging
for an audit,the DEPARTMENT should contact:
Doug Carey Tel: (360)-740-1 337
351 NW North Street
Chehalis, WA 98532 Email: doug.carey@lewiscountywa.gov
State of Washington • Department of Archaeology&Historic Preservation €s�' 4
P.O.Box 48343 • Olympia,Washington 98504-8343 • (360) 586-3065 1••
www.dahp.wa.gov
by 1889 a
Grant No. FY22-90006-001
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Allyson Brooks Ph.D.,Director
State Historic Preservation Officer
E. The GRANTEE agrees to pay all the costs involved in carrying out the terms of
this agreement prior to seeking reimbursement as provided for in Section 2.A.
When seeking reimbursement,the GRANTEE will submit a completed
reimbursement form in writing to the DEPARTMENT and provide such
supporting documents as an affidavit of publication for newspaper advertising
soliciting bids,contracts,photocopies of canceled checks and invoices,and other
documents as may be requested by the DEPARTMENT. The DEPARTMENT
will provide the GRANTEE with the reimbursement form and guidelines for
financial reporting procedures. The GRANTEE agrees to submit its request for
reimbursement within thirty(30)days following completion of the work.
F. The GRANTEE agrees to provide the DEPARTMENT with a completion/
project report acceptable to the DEPARTMENT. The GRANTEE will submit this
on or before the end date of this grant. The GRANTEE agrees that the
DEPARTMENT shall have the right to withhold all or part of the funds under this
grant pending receipt of an accepted completion/project report.Nicholas Vann,
DEPARTMENT deputy director, shall have acceptance approval or denial of the
completion/project report.
G. The GRANTEE agrees that the"Budget"(Attachment 1) shall be a financial
guide for the work called for by this agreement. The GRANTEE may not request
reimbursement for funds greater than the Grant Amount unless both the
GRANTEE and DEPARTMENT execute an Amendment. The GRANTEE agrees
to maintain records which will render an accurate accounting of each element or
object in the Budget. The actual expenditures for the amounts reflected in the
Budget may vary by 15 percent without requiring an amendment to this grant
agreement, so long as it does not exceed the maximum amount payable under this
contract($375,736.00).
H. The GRANTEE agrees that the DEPARTMENT shall have the right to terminate
this agreement if the GRANTEE shall fail to fulfill in a timely and proper manner
its obligations under this agreement or if the GRANTEE shall violate any of the
covenants,conditions,or stipulations of the agreement. In case of such
termination by the DEPARTMENT,the GRANTEE agrees to return to the
DEPARTMENT within thirty(30)days of the effective date of termination, any
payments made by the DEPARTMENT to the GRANTEE under the terms of this
n
....
State of Washington • Department of Archaeology&Historic Preservation :::::• s
P.O. Box 48343 • Olympia,Washington 98504-8343 • (360) 586-3065 e tir
www.dahp.wa.gov 4.
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Grant No. FY22-90006-001
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Allyson Brooks Ph.D.,Director
State Historic Preservation Officer
agreement or any portion of such payments as may be directed by the
DEPARTMENT.
The GRANTEE agrees to submit evidence of completion of all work elements
identified in the Scope of Work on or before the grant end date. GRANTEE
acknowledges and understands that final work elements which do not conform to
the terms and conditions of this agreement will not be reimbursed.
L , The GRANTEE will maintain regular contact with the DEPARTMENT regarding
the progress of the grant project. The GRANTEE agrees that the DEPARTMENT
shall have the right to monitor the work called for by this agreement.
J. The GRANTEE agrees to use competitive negotiation procedures(or small
purchase procedures for under$30,000)for procurement of professional services
and subcontracts. GRANTEE agrees to maintain records sufficient to detail the
significant history of a procurement and to forward evidence of competitive
procurement to the DEPARTMENT prior to reimbursement of funds under this
agreement.
K. The GRANTEE agrees that it, its agents, officers and employees, and any other
person or entity performing any work under this agreement,are independent
contractors and not employees of the State of Washington("State").
L. State funds are the basis for this agreement.The GRANTEE certifies that neither
it nor its principals are presently debarred, declared ineligible, or voluntarily
excluded from participation in transactions by any State department or agency.
Should for any reason the State funds which are the basis for this agreement
become withdrawn,reduced,or not appropriated by legislation the agreement may
be terminated without penalty to the DEPARTMENT.
M. To the fullest extent permitted by law, Contractor shall indemnify, defend and
hold harmless the State,agencies of the State and all officials,agents and
employees of State, from and against all claims for injuries or death arising out of
or resulting from the performance of the Contract. Contractor's obligation to
indemnify, defend, and hold harmless includes any claim by Contractors' agents,
employees,representatives,or any subcontractor or its employees.
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State of Washington • Department of Archaeology&Historic Preservation e::::;
P.O. Box 48343 • Olympia,Washington 98504 8343 • (360) 586-3065 1 , "•!!!=z
www.dahp.wa.gov `d'
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Grant No. FY22-90006-00dah
Allyson Brooks Ph.D.,Director
State Historic Preservation Officer
Contractor expressly agrees to indemnify, defend, and hold harmless the State for
any claim arising out of or incident to Contractor's or any subcontractor's
performance or failure to perform the Contract. Contractor's obligation to
indemnify,defend, and hold harmless the State shall not be eliminated or reduced
by any actual or alleged concurrent negligence of State or its agents, agencies,
employees and officials.
The parties shall make every effort to resolve disputes arising out of, or relating
to,this contract through discussion and negotiation.
Should discussion and negotiation fail to resolve a dispute arising under this
contract,the parties shall select a dispute resolution team to resolve the dispute.
The team shall consist of a representative appointed by each party and a third
party mutually agreed upon by the parties. The team shall attempt,by majority
vote,to resolve the dispute.
N. The GRANTEE agrees to provide or purchase industrial insurance coverage,as
applicable,prior to performing work under this agreement. The DEPARTMENT
will not be responsible for payment of industrial insurance premiums or for any
other claim or benefit for this GRANTEE,or any sub-grantee or employee of the
GRANTEE,which might arise under the industrial insurance laws during
performance of work under this agreement. If the Department of Labor and
Industries,upon audit,determines that industrial insurance payments are due and
owing as a result to work performed under this agreement,those payments shall
be made by the GRANTEE;the GRANTEE shall indemnify the DEPARTMENT
and guarantee payment of such amounts.
o. The GRANTEE agrees to include written acknowledgment of The Department of
Archaeology and Historic Preservation support for all grant-related publications
and public information materials including audio-visual and workshop materials.
P. The GRANTEE agrees to any additional conditions as may be identified in
amendments under Section 3 and attached to this agreement.
Q. There shall be no discrimination against any person employed by the GRANTEE
in connection with work covered by or related to this agreement, or against any
applicant for such employment,because of race, creed,color, sex,age,marital
status,national origin,the presence of any sensory,mental,or physical handicap,
�,sTarE of
State of Washington • Department of Archaeology&Historic Preservation Q ?
P.O. Box 48343 • Olympia,Washington 98504-8343 • (360) 586-3065 :!=s
www.dahp.wa.gov
Grant No. FY22-90006-001
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dial" Allyson Brooks Ph.D.,Director
State Historic Preservation Officer
or any other condition as set forth Chapter 49.60 RCW. This provision shall
include,but not be limited to,the following: employment,upgrading, demotion,
or transfer;recruitment or advertising; layoff or termination;rates of pay or other
forms of compensation and selection for training. The GRANTEE shall insert a
similar provision in all subcontracts for services covered by this agreement.
During the performance of this agreement,the GRANTEE shall comply with all
federal and state nondiscrimination laws,regulations and policies.
R In accordance with legislative findings and policies set forth in Chapter 39.19
RCW the GRANTEE is encouraged in the participation and use of Minority and
Women's Business Enterprise firms certified by OMWBE.
s. The GRANTEE agrees to a$375,736.00 match of funds. 50%being the full
amount of the let grant amount, 50%being the match amount by the GRANTEE.
Further,the GRANTEE agrees that any match specifically identified to this grant
agreement by the GRANTEE the GRANTEE will not claim match directly
earmarked or identified for this agreement as match for any other grant,
agreement or contract. The DEPARTMENT has first and exclusive claim to
match provided by the GRANTEE to this agreement as indirect eligible match to
the National Park Service,Historic Preservation Fund awarded to the
DEPARTMENT.
DEPARTMENT: Grant Amount: $375,736.00. GRANTEE Minimum Grant Match
Amount: $375,736.00.
Section 2. Responsibilities of the DEPARTMENT
A. The DEPARTMENT agrees to reimburse the GRANTEE one hundred(100)
percent of its actual authorized expenditures for the purpose of this agreement,
provided:
(1) The total paid by the DEPARTMENT shall not exceed the amount
stipulated in the"Budget"(Attachment 1)as DEPARTMENT share.
(2) All expenditures were incurred between the beginning and ending dates of
the grant.
State of Washington • Department of Archaeology&Historic Preservation
P.O. Box 48343 • Olympia,Washington 98504-8343 • (360) 586-3065 Ili!!!
www.dahp.wa.gov
Grant No. FY22-90006-001
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protect Me pas,mpe
Allyson Brooks Ph.D.,Director
State Historic Preservation Officer
(3) No expenditures have been previously claimed in any other grant from any
agency of the state or federal government.
(4) The DEPARTMENT has authority to expend the funds required to meet
the obligations contained herein.
(5) The GRANTEE has met all requirements in Section 1 of this agreement.
(6) The DEPARTMENT will certify that specific scope of work items have
been performed by reviewing and approving progress reports submitted
with each reimbursement request prior to issuing reimbursement
payments.
(7) The DEPARTMENT will accept as match expenditures presented by the
GRANTEE on rehabilitation projects completed in accordance with the
Secretary of Interior's Standards for the Rehabilitation of Historic
Properties that were completed on or after January 1 of the year 2020 and
prior to the start date of this grant.
B. The DEPARTMENT agrees to consider requests from the GRANTEE for
progress payments if, in the DEPARTMENT'S judgment,the public interest will
be served by doing so and if such payments are administratively practical and
provided appropriated funds are available for which to issue a progress payment.
c. The DEPARTMENT may unilaterally terminate all or part of this contract, or
may reduce its scope of work and budget, if there is a reduction in funds by the
source of those funds,and if such funds are the basis for this contract.
The following attachments are hereby incorporated into and made a part of this agreement.
Attachment#1. "Budget,"consisting of one page.
Attachment#2 "Scope of Work consisting of two pages.
Attachment#3. "State Form A19-1 Invoice Voucher"to be used as basis for
billing,consisting of one page.
Attachment#4 "Report of Services/Labor Value Appraisal"form to be used by
GRANTEE to document labor costs, consisting of one page.
Attachment#5 "Competitive Negotiation and Small Purchases Contracting
Documentation,"consisting of one page.
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State of Washington • Department of Archaeology&Historic Preservation Q €
P.O.Box 48343 • Olympia,Washington 98504-8343 • (360) 586-3065
www.dahp.wa.gov %,•• yea
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Grant No. FY22-90006-001
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Allyson Brooks Ph.D.,Director
State Historic Preservation Officer
Section 3.Amendments
This grant agreement may only be amended if such amendment is in writing(with the
exception of the 15%variance for actual expenditures identified in Section 1.G),agreed
to and signed by all the parties, and attached hereto.
DEPARTMENT: GRANTEE:
Department of Archaeology and Lewis County
Historic Preservation
• ti Liar VII 91£ atioc4 2)
Allyson oaks(Feb 11,2022 10:58 PST) Lindsey R.P ock,DVM(Feb 11,2022 10:28 PST)
By: Allyson Brooks,Director By: Dr. Lindsey Pollock, Chair—
Board of Lewis County
Commissioners
Feb 11, 2022 Feb 11, 2022
Date Date
a�.9TATF'��
State of Washington • Department of Archaeology& Historic Preservation
P.O. Box 48343 • Olympia,Washington 98504-8343 • (360) 586-3065
www.dahp.wa.gov
Grant No. FY22-90006-001
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xUlert•I>t•F1U5.f'vJNC IrSU'l"lre.
Allyson Brooks Ph.D.,Director
•
State Historic Preservation Officer
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Attachment#1
Budget
ELEMENT/OBJECT
Construction Costs: State Dollars Hard Match Prior Work Total
Match
Exterior Rehabilitation $236,714.00 $103,000.00 $12,000.00 $351,714.00
Interior Rehabilitation $139,022.00 $125,000.00 $160,000.00 $424,022.00
Architectural and Engineering $10,000.00 $10,000.00
Totals: $375,736,000.00 $238,000.00 $172,000.00 $785,736.00
Note: Minimum Share Required is 375,736.00. Share expenditures that are presented and that are
above the minimum are subject to the conditions of Section 1; S. of this contract. (Specification,
assignment, and claim of match to the Department of Archaeology and Historic Preservation.)
���•9TAT�i��
State of Washington • Department of Archaeology&Historic Preservation
P.O. Box 48343 • Olympia,Washington 98504-8343 • (360) 586-3065 ,=: $
www.dahp.wa.gov
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Grant No. FY22-90006-001
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Allyson Brooks Ph.D.,Director
State Historic Preservation Officer
Attachment#2
SCOPE OF WORK
The GRANTEE shall cause or shall cause others to complete:
Rehabilitation of portions of the Lewis County Courthouse, including but not limited to:
A. Exterior Rehabilitation work will follow the Secretary of the Interior's Standards for
Rehabilitation, and applicable preservation briefs.
1.) Repoint exterior masonry elements on the west and north exterior. Specific concentration
given to the cornice near the top of the building. Specifications for repointing of south
façade to be approved by program staff. [Preservation Brief#2: Repointing Mortar Joints
in Historic Masonry Buildings]
2.) Replace deteriorated balusters on the south side of the building with cast replacements.
Existing baluster will be used to create the mold for cast replacements.
3.) Repair/replace several cast sandstone blocks on and around the south entrance that are
severely cracked and in danger of failing completely. Specifications for
repair/replacement of south entry sandstone blocks to be approved by program staff.
B. Interior Rehabilitation
4.) Replace existing metal frame doors on the north and south building entrances with
historically accurate reproduction doors and frames.New doors to be ADA accessible
and incorporate security card locks. Replacement doors and hardware to be approved by
program staff.
5.)Rehabilitate select interior finishes, including but not limited to plaster,terrazzo,
decorative painting and others. Design guidelines developed by the county to inform
interior finish work must be approved by program staff.Areas targeted for rehabilitation,
along with methods to be implemented must be approved by program staff.
The county will provide final architectural/construction drawings and/or designs for the work
noted above to the Department of Archaeology& Historic Preservation to ensure compliance
with the Secretary of the Interior's Standards for the Rehabilitation of Historic Properties.
In implementing the above scope of work,the county will reference the following Preservation
Briefs to inform treatments and methods in compliance with the Secretary of the Interior's
Standards for the Rehabilitation of Historic Properties:
Preservation Brief#2.Repointing Mortar Joints in Historic Masonry Buildings:
https://www.nps.gov/tps/how-to-preserve/briefs/2-repoint-mortar joints.htm
State of Washington • Department of Archaeology& Historic Preservation €
P.O. Box 48343 • Olympia, Washington 98504-8343 • (360) 586-3065 Ark
www.dahp.wa.gov ��...:a
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Grant No. FY22-90006-001
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Allyson Brooks Ph.D.,Director
State Historic Preservation Officer
Preservation Brief#18. Rehabilitating Interiors in Historic Buildings:
https://www.nps.gov/tps/how-to-preserve/briefs/18-rehabi l itating-interiors.htm
Preservation Brief#21. Repairing Plaster Walls: https://www.nps.gov/tps/how-to-
preserve/briefs/21-flat-plaster.htm
....
State of Washington • Department of Archaeology&Historic Preservation
P.O. Box 48343 • Olympia,Washington 98504-8343 • (360) 586-3065 �'-�'•��_ .,
www.dahp.wa.gov
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Grant No. FY22-90006-001
Attachment#3
State Form A-19 Invoice Voucher(attached)
Page 12 of 14
Grant No. FY22-90006-001
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Allyson Brooks Ph.D.,Director
State Historic Preservation Officer
Attachment#4
Report of Services/Labor Value Appraisal
This Attachment intentionally left blank.
T SATF'04,
.
State of Washington • Department of Archaeology&Historic Pres a 4
P.O. Box 48343 • Olympia,Washington 98504-8343 • (360) ' er
www.dahp
b,4 1889
Grant No. FY22-90006-001
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Allyson Brooks Ph.D.,Director
•
ER State Historic Preservation Officer
Attachment#5
Competitive Negotiation and Small Purchases Contracting Documentation
THIS FORMAT SHOULD BE USED FOR CONTRACTS FOR PROFESSIONAL SERVICES
AND OTHER PROCUREMENT TO DOCUMENT COMPLIANCE WITH FEDERAL
PROCUREMENT STANDARDS.
1. Grant Number: FY22-90006-001
2. Type of Contract: Professional Services
Printing
Equipment/Supplies
Other
3. Addresses of Contractors Contacted:
Name of Person/Business:
Street or PO Box:
City/State/Zip Code:
Work Telephone Number:
Quote/Bid given:
Name of Person/Business:
Street or PO Box:
City/State/Zip Code:
Work Telephone Number:
Quote/Bid given:
Name of Person/Business:
Street or PO Box:
City/State/Zip Code:
Work Telephone Number:
Quote/Bid given:
Contractor Selected:
Basis for Selection: Lowest Price Other
If the basis for selection was not the lowest price, explain the basis used:
Signature of Grantee Official Date
0:.9TATF•
State of Washington • Department of Archaeology&Historic Pres
P.O. Box 48343 • Olympia,Washington 98504-8343 • (360)
'
www.dahp
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BOCC AGENDA ITEM SUMMARY
Resolution: BOCC Meeting Date: Nov. 23, 2021
Suggested Wording for Agenda Item: Agenda Type: Deliberation
Acceptance of Grant Award from the Department of Archaeology and Historic Preservation for the
Repair and Rehabilitation of the Historic Lewis County Courthouse
Contact: Doug Carey Phone: 3607401337
Department: IS - Internal Services (including SWWF and Facilities)
Description:
Acceptance of Grant Award from the Department of Archaeology and Historic Preservation for the
Repair and Rehabilitation of the Historic Lewis County Courthouse
Approvals: Publication Requirements:
Publications:
User Status
PA's Office Pending
Additional Copies: Cover Letter To: