Fourteenth Supplement to PSA with West Consultants, Inc. BEFORE THE BOARD OF COUNTY COMMISSIONERS
OF LEWIS COUNTY, WASHINGTON
APPROVAL OF THE FOURTEENTH SUPPLEMENT TO A ) RESOLUTION NO. 18- b b(P
PERSONAL SERVICES AGREEMENT BETWEEN WEST )
CONSULTANTS, INC. AND LEWIS COUNTY, ACTING AS )
THE FISCAL AGENT FOR THE CHEHALIS RIVER BASIN )
FLOOD AUTHORITY, AND AUTHORIZATION FOR THE
DIRECTOR OF COMMUNITY DEVELOPMENT TO SIGN
THE SAME ON BEHALF OF LEWIS COUNTY
WHEREAS, WEST Consultants, Inc. (WEST) has an existing Personal Services Agreement (PSA)
with Lewis County, acting as the fiscal agent for the Chehalis River Basin Flood Authority (Flood Authority),
related to the ongoing support of the early flood warning system;and
WHEREAS,the Flood Authority Executive Committee,on December 14,2017,recommended approval
of the Fourteenth Supplement to the PSA with WEST for operating and maintaining an Early Flood Warning
System, including gage/sensor network maintenance, operational support, parts inventory and website
subscriptions fees, at a cost not to exceed $58,647.00, further described in Attachment A, the Scope of Work,
for a period ending December 31, 2018;and
WHEREAS, the Fourteenth Supplement to the PSA between Lewis County and WEST must be
approved by the Board of County Commissioners (BOCC) and the Director of Community Development must
be authorized to sign said agreement on behalf of the County;and
WHEREAS,the BOCC has reviewed the attached Fourteenth Supplement to the PSA with WEST and
it appears to be in the best interest to enter into said agreement upon the recommendation of the Flood Authority.
NOW THEREFORE BE IT RESOLVED that the BOCC concurs with the recommendation of the Flood
Authority,and approves the attached Fourteenth Supplement to the PSA between WEST Consultants, Inc. and
Lewis County, acting as the fiscal agent for the Flood Authority, which continues the operational and
maintenance support to the Early Flood Warning System,parts inventory and subscription fees for an additional
compensation not to exceed $58,647.00. All other terms of the existing PSA, as well as supplemental
agreements remain in full force and effect;and
BE IT FURTHER RESOLVED that the BOCC authorizes the Director of Community Development to
sign the Fourteenth Supplemental Agreement with WEST on behalf of the County, acting as the fiscal agency
for the Flood Authority.
•PASSED IN REGULAR SESSION by the Board of County Commissioner this �� day of February 2018.
APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS
Jonathan Meyer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON
By: '` T Deputy Prosecuting Attorney ••/J Fund in
ATTEST: Robert C. Jackson, Vice Chair
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Rieva Lester, Clerk of the Board,$7 o ary Stanper, ommissioner SIN
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FOURTEENTH SUPPLEMENT TO PERSONAL SERVICES AGREEMENT BETWEEN
LEWIS COUNTY, ACTING AS THE FISCAL AGENT
FOR THE CHEHALIS RIVER BASIN FLOOD AUTHORITY,
AND WEST CONSULTANTS, INC.
THIS FOURTEENTH SUPPLEMENT to PERSONAL SERVICES AGREEMENT(FOURTEENTH
SUPPLEMENTAL AGREEMENT) is made and entered into by and between LEWIS COUNTY,
WASHINGTON, herein referred to as "County", acting as the fiscal agent for the Chehalis River
Basin Flood Authority ("Flood Authority"), and WEST Consultants, Inc., 12509 Bel-Red Road,
Suite 100, Bellevue, WA 98005 herein referred to as "Contractor", together referred to as
"Parties."
IT IS THE PURPOSE OF THIS AGREEMENT to amend the Parties' Agreement for consulting
and coordination services for designing, implementing and maintaining an Early Flood Warning
System, including a gage/sensor network study, installation, testing and calibration of river,
precipitation, temperature, wind gages, etc., as executed on October 19, 2009, and
subsequently amended through Supplemental Agreements (hereinafter referred to as the
"Existing Agreement").
CONTRACTOR acknowledges and by signing agrees to the amendments to the Existing
Agreement set forth in this Supplemental Agreement, agrees that they have been mutually
negotiated and, further, agrees that all of the terms of the Existing Agreement not amended or
modified by this Supplemental Agreement are and shall remain in full effect.
THEREFORE, IT IS MUTUALLY AGREED THAT this Fourteenth Supplemental Agreement
amends the Existing Agreement as set forth below:
Section 1. Statement of Work
CONTRACTOR shall furnish the necessary personnel, equipment, material and/or services and
otherwise do all things necessary for, or incidental to, the performance of the work set forth in
the Fourteenth Supplemental Scope of Work, attached hereto as Attachment "A" and fully
incorporated into the Existing Agreement.
Section 2. Period of Performance
Subject to its other provisions, the period of performance of this Agreement shall commence on
the date of signing by both Parties and be completed as agreed and shown in the attached
Fourteenth Supplemental Scope of Work, Attachment "A," but may be modified or extended by
mutual agreement in accordance with the amendment provisions of the Existing Agreement.
Section 3. Payment
Compensation for the work provided in accordance with this FOURTEENTH Supplemental
Agreement shall be as set forth in Attachments "A" (Supplemental Scope of Work) and "B"
(Supplemental Compensation). Compensation for this Fourteenth Supplemental Agreement
shall not exceed fifty-eight thousand, six hundred forty-seven dollars ($58,647) without written
prior approval of the COUNTY and authorization by the Flood Authority. Compensation for this
Fourteenth Supplemental Agreement is increased over the Thirteenth Supplemental Agreement
by fifty-eight thousand, six hundred forty-seven dollars ($58,647) for purposes of operating and
maintaining the Chehalis Basin Flood Warning System for calendar year 2018 as authorized by
WEST Consultants FOURTEENTH Supplemental PSA Page 1 of 5
the Flood Authority's Executive Committee on December 14, 2017 (see January 18, 2018 Flood
Authority staff report here
https://www.ezview.wa.gov/site/alias 1492/34798/meetings.aspx#Jan2018).
Section 4. Future Non-Allocation of Funds
If sufficient funds are not appropriated or allocated for payment under this contract for any future
fiscal period, the County, acting as the lead fiscal agent for the Flood Authority, will not be
obligated to make payments for services or expenses incurred after December 31, 2018. No
penalty or expense shall accrue to the County in the event this provision applies.
This Fourteenth Supplemental Agreement and statement of work, period of performance and
compensation constitutes a supplement to the Parties'Existing Agreement and supplements
and amends the scope of work, period of performance and compensation, with such additional
provisions agreed upon by the parties for good and sufficient consideration, the receipt of which
is hereby acknowledged.
IN WITNESS WHEREOF,the parties have executed this Fourteenth Supplemental Agreement
this S day of Fe ary_, 2018.
Lewis County Contract Manager Contractor Program Manager
Lee Napier, Director of Community Henry Hu, Ph.D., P.E., P.H., CFM, D.WRE
Development WEST Consultants, Inc.
2025 NE Kresky Ave. 12509 Bel-Red Road, Suite 100
Chehalis, WA 98532 Bellevue, WA 98005
360/740-2606 425/646-8806
LEWIS OUNTY WEST C•N SU LTANTS, INC,
By: ig! ' of Lk" By: •...Ala / t
Lee Napier Henr Hu
Director of Community Development Title: Vice President,WEST Consultants, Inc.
Date: Date: 3/2-b_o
WEST Consultants FOURTEENTH Supplemental PSA Page 2 of 5
ATTACHMENT "A"
FOURTEENTH SUPPLEMENTAL SCOPE OF WORK
FOURTEENTH SUPPLEMENTAL PERSONAL SERVICES AGREEMENT
Between
LEWIS COUNTY
And
WEST Consultants, Inc.
Performance Period Ending December 31, 2018
Who: David Curtis, Jeffery Budnick, and staff.
Time and Expense: $58,647.
Period of Performance: January 1, 2018 through December 31, 2018.
Tasks: Tasks for the period of performance under this Fourteenth Supplemental Agreement
shall be as follows:
1, Routine gage maintenance (approximately three times per year per site with unscheduled
trips for unforeseen circumstances):
a. Access shelter and retrieve live readings from data logger: total rain accumulation; air
temperature; and battery.
b. Obtain a live air temperature reading using a calibrated thermometer placed close to the
fixed air temperature probe at the site.
c. Visually inspect rain gage bucket and funnel for debris.
• Remove rain gage bucket and rinse with water. Let water drain through bucket and
funnel to remove any possible debris broken free from the rinse or unable to be
seen. Tap water or store-bought water will be used.
• Check level bubble on base of rain gage.
• Removal of bucket may involve the use of a step ladder if height of rain gage is
above the reach of the personnel. (10' step ladder would be best for some sites)
d. If weather permits, perform a tip-test on the system.
• Retrieve a live reading from the data logger.
• Manual tip collection buckets a known amount of times.
• Retrieve a live reading from the data logger to confirm number of tips.
• Reset data logger to original rain accumulation number before tip test was executed.
e. Reinstall rain gage bucket and check for loose equipment (solar panels and antenna)
and wire connections. Check inside shelter wire connections.
f. Retrieve live readings from data logger: total rain accumulation; air temperature and
battery; and retrieve one last live air temperature reading with thermometer.
WEST Consultants FOURTEENTH Supplemental PSA Page 3 of 5
g. Download data from data logger, check data for accuracy and fill out site inspection form
at site.
h. Retrieve one last set of live readngs to confirm data logger is working properly.
i. Close shelter, attach lock and store ladder for transport.
Prior to each rainy season, the calibration of each rain gage will be checked with a
Hydrological Services Field Calibration Device.
2. Operational support: Provide on-going support for website monitoring and updates for both
routine operations and during potential flood events, including damage to gage systems,
evenly spread during the period of performance.
3. Parts inventory: Ensure sufficient parts inventory for period of performance.
4. Website: Secure Contrail annual subscription (175 total sensors or more in and near
Chehalis River Basin), paid once agreement is commenced.
WEST Consultants FOURTEENTH Supplemental PSA Page 4 of 5
ATTACHMENT "B"
FOURTEENTH SUPPLEMENTAL COMPENSATION
FOURTEENTH SUPPLEMENTAL PERSONAL SERVICES AGREEMENT
Between
LEWIS COUNTY
And
WEST Consultants, Inc.
Performance Period Ending December 31, 2018
Reimbursement for services consistent with the FOURTEENTH Supplemental Scope of Work
(Attachment"A") and Section 3, Payment, shall be as follows:
Operation and Maintenance: Cost: Details:
1. Routine Gage Maintenance (10 $39,207 Provide routine gage maintenance evenly
gages, including 2 stream gages). spread during period of performance.
2. Operational Support. $11,563 Provide on-going support for website
monitoring and updates for both routine
operations and during potential flood
events, evenly spread during the period of
performance.
3. Parts Inventory. $2,000 Ensure sufficient parts inventory for period
of performance.
4. Website. $5,877 Secure Contrail annual subscription (175
total sensors or more in and near Chehalis
River Basin), paid once agreement is
commenced.
TOTAL $58,647
WEST Consultants FOURTEENTH Supplemental PSA Page 5 of 5
4
CHEHALIS
RIVER BASIN
FLOOD AUTHORITT
December 14, 2017
TO: Flood Authority Executive Committee Members
FROM: Scott Boettcher, Staff
SUBJECT: 2018 Flood Warning System Budget and County Shares
Purpose of this memo is to allocate 2018 Flood Warning System annual costs(www.chehalisriverflood.com). We will
discuss this later today. Please feel free to contact me with questions(360/480-660o,scottb(a sbgh-partners.com).
Breakdown of 2018 Costs
Breakdown of 2018 Annual 0& M Costs 2014 2015 2016 2017 2018 Difference
2017-2018
Gage maintenance--10 gages $38,438 $38,438 $38,438 $38,438 $39,207 $76g(a)
(including 2 stream gages)
WEST located across Chehalis Basin.
-
Consultants Gage maintenance-- 2 new $o $o $o $0 $0 $o
Centralia stream gages funded
under previous contract.
Operational support—Includes: $11,336 $11,336 $11,336 $11,336 $11,563 $227(h)
WEST Website monitoring;Updates for
Consultants routine operations; Updates for
potential flood events; Etc.
Spare parts inventory--Extra so $6,000 $2,000 $2,000 $2,000 $0
WEST parts in the event of broken or
Consultants malfunctioning gages.
Website--One-rain annual $3,811 $3,811 $5,261 $5,261 $5,877 $616(`)
OneRain subscription (225 sensors in and
near Chehalis Basin). _
Lewis Billing and processing. $0 $900 $900 $900 $900 $0
County
Total--> $53,585 $60,485 $57,935 $57,935 $59,547 $1,612
Notes:
(a)2%cost increase for WEST services/support.
(b) 2%cost increase for WEST services/support.
(c)1o%cost increase for an additional 105 sensors. WEST inventory(see here)recommends adding 67 additional
professionally-maintained rain gages, and leaving capacity to add additional gages like new stream gages in lower
basin(Grays Harbor County, Aberdeen), ground water monitoring wells(Thurston County, USGS), etc.
2018 Flood Warning System Costs (1) 12/14/2017
Recap of 2014-2017 Allocation Approach
Annual costs for 2014, 2015, 2016,and 2017 were allocated among the three Flood Authority counties as follows:
o Grays Harbor County--22%.
o Lewis County--64%.
o Thurston County--14%.
The method behind the allocation was as follows:
O 5o%of the allocation was based on populations of communities prone to flooding.
O 5o%was based on historic FEMA flood insurance payments.
This allocation approach was unanimously supported by the Flood Authority beginning in 2014(see here).
Staff Recommendation
Flood Authority agrees to use the same allocation approach as last year(see here)on the basis that relatively not a lot
has changed in the Basin in terms of population shifts and/or exposure to flood risk, i.e., Lewis County still has largest
population and risk exposure in the Basin.
2018 annual costs are proposed in the same manner as 2017 with Grays Harbor County paying 22%of costs, Lewis
County paying 64%of costs,and Thurston County paying 14%of costs. Costs for 2017 2018 are as follows:
2017: 2018: Difference:
Grays Harbor County(22%) $12,745.70 $13,100.34 $354.64
Lewis County(64%) $37,078.40 $38,110.08 $1,031.68
Thurston County(14%) $8,2io.go $8,336.58 $225.68
Staff will work with Lewis County to prepare payment schedule(ist half due 31312018;2"d half due 7/31/2018).
2018 Flood Warning System Costs (2) 12/14/2017
BOCC AGENDA ITEM SUMMARY
Resolution: BOCC Meeting Date: Feb 12, 2018
Suggested Wording for Agenda Item: Agenda Type: Consent
Approval of the fourteenth supplement to a Personal Services Agreement between West Consultants, Inc. and
Lewis County
{
Contact Lee Napier Phone: 3607402606
vi.
Department: Community Development FEB 0 5 2018
Action Needed: Approve Resolution LEVVIS COUNTY
PROSECUTING AT'TORNET
Description
Amend the Personal Services Agreement with WEST Consultants, Inc., (WEST) to cover the cost associated
with operating and maintaining an Early Flood Warning System, including gage/sensor network maintenance,
operational support,parts inventory and website subscription fees at a cost not to exceed $58,647.00 for a period
ending December 31, 2018.
Approvals:
User Group Status
Gowing, Graham Community Development Pending
Napier, Lee Community Development Pending
McRea, Lara Public Works Pending
Lester, Rieva BOCC Pending
Mart Erik Public Works Pending
L Isenberg, Eric Prosecutor Pending Lei
Additional Copies
Graham Gowing,Lee Napier, Becky Butler, Suzette Smith, Lara McRea