Ratify a consultant supplement over $40,000 for an active Public Works project BEFORE THE BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY, WASHINGTON
IN THE MATTER OF: RESOLUTION NO. 19-354
RATIFYING A CONSULTANT SUPPLEMENT OVER
$40,000 FOR AN ACTIVE PUBLIC WORKS PROJECT
WHEREAS, pursuant to Resolution 11-437, an after-the-fact Board of County
Commissioners (BOCC) is required for all contracts, projects, agreement, grant
applications, contract amendments, and change orders involving expenditures in
excess of $40,000 but less than $150,000, and
WHEREAS, on October 14, 2019, the BOCC approved $170,000 of .09 Distressed
County funds for the North Lewis County Industrial Access project by Resolution 19-296;
and
WHEREAS, the BOCC approved a contract with SCJ Consulting Services (SCJ) in the
amount of $138,164 by Resolution 15-257, and
WHEREAS, the BOCC has subsequently approved Supplement #1• $128,232 Resolution
16-162, Supplement #2. $137,154 Resolution 16-335, Supplement #3• $ 7,113
Resolution 18-093, Supplement #4. $ 49,693 Resolution 18-093, Supplement #5• (due
date only, no budget change) , and
WHEREAS, Public Works executed Supplement #6 in excess of $40,000 but less than
$150,000 to complete the work associated with Phase 5 - Non-Access Feasibility Study,
bringing total contract costs to $592,905.
NOW THEREFORE BE IT RESOLVED that Supplement #6 previously executed by
Public Works is hereby ratified by the BOCC.
DONE IN OPEN SESSION this 2nd day of December, 2019
APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS
Jonathan Meyer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON
Amber Smith Robert C. Jackson
By. Amber Smith, Robert C Jackson, Chair
Deputy Prosecuting Attorney
ATTEST: OFAS9; Gary Stamper
Gary Stamper, Vice Chair
Std �;•
*s,0
'•
`O""' `� Edna J . Fund
Rieva Lester sf `, ;. -•
..
Rieva Lester, Edna J. Fund, Commissioner
Clerk of the Lewis County Board of County
Commissioners
� Washington State
�I/ Department of Transportation
Supplemental Agreement Organization and Address
Number 6 Shea Carr&Jewell,Inc (dba SCJ Alliance)
Original Agreement Number 8730 Talton Lane NE Suite 200
Lacey, WA 98516
0635 02
Phone. 360-352-1465
Project Number Execution Date Completion Date
15-257 12/31/2020
Project Title New Maximum Amount Payable
North Lewis County- Industrial Access $592,905
Description of Work
See Attached Scope of Work.This Supplement completes Phase 5.
The Local Agency of Lewis County
desires to supplement the agreement entered in to with Shea Carr&Jewell, Inc
and executed on 08/31/2015 and identified as Agreement No. 0635 02
All provisions in the basic agreement remain in effect except as expressly modified by this supplement
The changes to the agreement are described as follows.
I
Section 1, SCOPE OF WORK, is hereby changed to read'
See Attached Scope of Work.This Supplement completes Phase 5.
II
Section IV, TIME FOR BEGINNING AND COMPLETION, is amended to change the number of calendar days
for completion of the work to read Completion By December 31.2020
III
Section V, PAYMENT, shall be amended as follows.
Original SI 38,164+Supplements.#1 S 1 28,232+#2 S137,154+#3 $7,113 +#4 S49,693 +#6 S 132,549=Total S592,905
(Note.Supplement No 5 Modified Completion Date but not the Budget.)
as set forth in the attached Exhibit A, and by this reference made a part of this supplement.
If you concur with this supplement and agree to the changes as stated above, please sign in the Appropriate
spaces below and return to this office for final action ��//
By Eric Johnston Pf rift.mat By, J (a MEteAe.E' f d I te.e . 0-
o .i
a*sultant Signature — /--'' '",pprovin■Author Atignature
/x_ 26–'g
ate
DOT Form 140-063
Revised 09/2005
SCJ ALLIANCE
CONSULTING SERVICES
EXHIBIT A
SCOPE OF WORK
for
North Lewis County Industrial Access Project
Phase 5—Non-Access Feasibility Study
Lewis County,WA
Prepared for: Lewis County
Jack Niehuser, PE
2025 NE Kresky Ave.
Chehalis,WA 98532
PH: 360-740-1394
Prepared by: Eric Johnston PE,Principal
SCJ Alliance
Date prepared: November 6,2019
Scope of Work
The purpose of this Scope of Work Is to repackage earlier transportation planning and
conceptual design studies conducted for the NLCIA to satisfy requirements for a Non-Access
Feasibility Study based on Chapter 550.05 of the WSDOT Design Manual. Specifically,this effort
will focus on determining whether the local street and highway improvements(non-I-5 access-
related) recommended in the NLCIA Framework and Action Plan can adequately meet the draft
Purpose and Need statement for the project area. If it is found that non-freeway improvements
fully satisfy the intended purpose of the NLCIA Action Plan, then the process of approving a
change in freeway access would conclude and no highway modifications would be considered
With a finding that non-freeway improvements cannot meet the intent of the NLCIA Plan,then
the planning, preliminary design and environmental process for the ARR would continue as
described in Chapter 550 and a separate Work Order will be prepared to conduct this work
effort
The analysis conducted under this Work Order will be built on planning studies completed as
part of the North Lewis County Industrial Access,Strategic Framework and Action Plan which
focused on enhancing access between key industrial properties in North Lewis County and 1-5.
This Plan made recommendations for projects to
• Maximize the efficiency of the existing transportation system through signal timing,
access management and railroad crossing enhancements
• Increase north/south connectivity through the improvement and extension of Eckerson
Road,extension of Foron Road, improvements to Scheuber Road and Russell Road, and
extension of Reynolds Avenue to connect with Big Hannaford Road
North Lewis County Industrial Access Study
Phase 5—Non-Access Feasibility Study
November 6,2019 Page 1 of 7
APP. All■
This scope has been organized in a series of discrete steps with decisions on if and how to move
forward at the end of each step.The overall approach is based on assumptions made by the
Consultant related to our expectations on WSDOT's potential requirements to prepare a NAFS
using the extensive materials prepared and widely reviewed during earlier phases of the NCLIA
study process.These discrete steps include:
Yp p
1 Consultation with WSDOT
2. Consultation with Key Stakeholders
3 Preparation of Methods and Assumptions Report
4. Preparation of Draft and Final NAFS Report(assumes no new analysis but solely a
repackaging of the prior study products into an acceptable NAFS format)
5 Coordinate with Puget Sound & Pacific Railroad and Western Washington Railroad to
assess the feasibility and steps necessary to develop a switching agreement between
the two to reduce rail crossing impacts on local streets
Depending on the outcome of the initial stakeholder consultation or further WSDOT
coordination,it may be necessary to conduct additional technical transportation analysis.These
tasks have been identified below as contingency items
Task Description and Work Plan
Task 01 Kick-off Consultation with WSDOT
At the outset of this work scope meetings will be held with Lewis County and WSDOT to
determine the level of information that needs to be included in a NAFS report for it to be
acceptable to WSDOT.Work elements to be discussed would include
• Updated guidance to develop a draft Purpose and Need Statement for the Project
• Appropriate Evaluation Criteria for assessing benefits of local street improvements
• An outline of the necessary process and coordination that should occur to reach a
conclusion on the NAFS
Assumptions for Task 01
• It is assumed that this work effort will be conducted using the existing remaining project
funding from Phase 4.
Deliverables for Task 01
• Meeting materials including agendas, minutes or meeting notes, hand-outs and
presentations as needed
• Documentation to memorialize key findings and conclusions related to the NAFS process
that will be undertaken
Task 02 Kick-off Consultation with Key Stakeholders
A kick-off meeting will be held with Lewis County,WSDOT and other key stakeholders as
appropriate to present and discuss the level of information that needs to be included in a NAFS
report for it to be acceptable to WSDOT Work elements to be discussed would include.
• Updated guidance to develop a draft Purpose and Need Statement for the Project
• Appropriate Evaluation Criteria for assessing benefits of local street improvements
• An outline of the necessary process and coordination that should occur to reach a
conclusion on the NAFS
North Lewis County Industrial Access Study
Phase 5—Non-Access Feasibility Study
November 6,2019 Page 2 of 7
T
s i
• Discussion of Blakeslee Junction rail coordination issues and development of a path
forward
Deliverables for Task 02
• Meeting materials including agendas, minutes or meeting notes, hand-outs and
presentations as needed
• Documentation of the discussion related to the NAFS and Blakeslee Junction processes,
project Purpose and Need,and key evaluation criteria
Task 03 Preparation of Methods and Assumptions Report
Building on the consultation process undertaken as part of Tasks 01 and 02,this task would
involve preparation of a formal methods and assumptions report to guide preparation of the
NAFS. Included will be a refined project Purpose and Need Statement and evaluation criteria to
guide decisions on a project path forward. Key analysis locations will be determined along with
an analysis approach that will be used to document findings and conclusions consistent with the
identified evaluation criteria. One draft and one final document will be prepared for the
Methods and Assumptions Report and the Purpose and Need Statement.
Deliverables for Task 03
• Draft Methods and Assumptions Report
• Final Methods and Assumptions Report
• Purpose and Need Statement
Task 04 Prepare Preliminary Non-Access Feasibility Study Report
Sub-Task 4 1 Prepare NLCIA Framework Study to NAFS Mapping Matrix
Based on the guidance presented in Chapter 550 05 of the WSDOT Design Manual and ongoing
coordination/communication with WSDOT,develop a matrix for WSDOT review identifying
analysis completed in previous phases of work and mapping those efforts to the required
elements of the NAFS report.
Sub-Task 4.2 Prepare First Draft NAFS Report
Based on the guidance presented in Chapter 550.05 of the WSDOT Design Manual and ongoing
coordination/communication with WSDOT,a first draft of the NAFS report will be prepared This
report will package the previous analysis conducted to date.The draft report will be distributed
to project stakeholders(including Lewis County and/or WSDOT for discussion on report
sufficiency, key findings and conclusions and preliminary recommendations
The Consultant Team will request review comments from project stakeholders for use in
preparation of a second draft Formal response to these comments will be prepared to inform
the team how each comment has been addressed
Sub-Task 4.3 Prepare Second Draft NAFS Report
Based on comments received on the First Draft of the NAFS Report,a second draft report will be
prepared This work scope and its accompanying budget assumes that comments will be
relatively minor and will not require substantial new transportation planning work and no
preliminary design Options for access to/from I-5 will not be addressed in the context of this
report.
North Lewis County Industrial Access Study
Phase 5—Non-Access Feasibility Study
Page 3 of 7
November 6,2019
-co-
-cm..
e Q
The Consultant Team will request review comments from project stakeholders for use in
preparation of a final NAFS report. Formal response to these comments will be prepared to
inform the team how each comment has been addressed.
Sub-Task 4.4 Prepare Final NAFS Report
Based on comments received on the Second Draft of the NAFS Report,a final report will be
prepared and submitted to project stakeholders and for formal WSDOT review and/or approval.
This final report will include identification of a path forward indicating whether local street
improvements would be adequate to meet the Purpose and Need for the Project or whether I-S
access modifications should be further studied.
Deliverables for Task 04
• Framework Study to NAFS Mapping Matrix
• Non-Access Feasibility Study report(first draft,second draft and final)
Task 05 Railroad Switching Agreement Feasibility Assessment at Blakeslee Junction
The Puget Sound and Pacific Railroad (PS&P)changes rail cars in Centralia, a process that results
in trains stopping to cross surface streets like Harrison Avenue and Pearl Street for extended
periods of time At Blakeslee Junction the PS&P crosses the rail lines owned by Western
Washington Railroad(WWRR).A switch in this vicinity and an operating agreement between the
railroads can allow PS&P to switch to WWRR tracks and use them as a siding to facilitate rail car
and crew changes without the commensurate blockage of local streets Bringing together
representatives of the two railroads is the first step in assessing the feasibility and steps
necessary to enable this switching to occur.
This task will involve coordinating with Puget Sound & Pacific Railroad and Western Washington
Railroad to assess the feasibility and steps necessary to develop a switching agreement between
the two to reduce rail crossing impacts on local streets.The effort will also include a site visit
and a general assessment of conceptual feasibility and potential impacts of a switching
improvement.
Deliverables for Task 05
• Railroad Switching Feasibility Assessment report(draft and final)
Task 06 Project Management and Stakeholder/WSDOT Coordination
This task includes management,scheduling, planning/scoping, and project coordination and
meetings for the timeframe covered by this work scope.Work elements in this task include:
• Monthly team meetings with Lewis County and/or WSDOT are anticipated from
November 1, 2019 through March 1,2020—total of 3 meetings in addition to the kick-
off meeting described under Tasks 01 and 02 that would be held in Lewis County Public
Works offices
• Up to two Technical Support Group Meetings plus meeting preparation time to review
and approve the NAFS.These meetings would likely involve the full complement of
stakeholders who participated in the NLCIA Framework and Action Plan. One of these
meetings could be the annual project Steering Committee meeting
• Work task also includes internal consultant team management, monthly progress report
and invoicing, and one general coordination meeting with WSDOT in addition to the
monthly team meetings
North Lewis County Industrial Access Study
Phase 5—Non-Access Feasibility Study
November 6,2019 Page 4 of 7
-4111. •
Deliverables for Task 06
• Meeting materials including agendas, minutes or meeting notes, hand-outs and
presentations as needed
• Monthly progress reports and invoices
Task 07 Develop Project Status Brochure
A one to two-page project brochure will be prepared to discuss the current status of project
development including findings and recommendations from the preceding tasks and a request
for advance funding of the ARR, preliminary design and NEPA documentation from the
Connecting Washington program
Deliverables for Task 07
• Draft and final project status brochure in electronic format
Task 08 Research on Access Revision Report and Environmental Requirements
This task would involve conducting research and coordinating with WSDOT to refine an
approach to conducting an Access Revision Report and determining potential environmental
documentation requirements if the decision is made to continue the planning process beyond
the NAFS This task would also include development of a draft and final Task Order work scope
and budget.
Deliverables for Task 08
• White paper on ARR and preliminary environmental documentation requirements. It is
assumed that an environmental scan will be necessary to accurately determine finalize
any decision on appropriate NEPA/SEPA documentation.An environmental scan is not
included with the Phase 5 work effort
• Draft and final Task Order Scope of Work and budget
Contingent Tasks
In the event that WSDOT requires for an acceptable NAFS quantitative analysis of existing and
potential future traffic operations beyond that included in previous analyses,the following
contingent tasks have been identified It should be noted that these tasks are included only as
Work Scope and Budget placeholders until such time as a refined level of effort is formally
requested
Task 09 Transportation Analysis in Support of NAFS
Sub-Task 91 Methods&Assumptions Report/Refined Purpose and Need Statement
Based on the analysis and coordination conducted under the previous tasks,it is assumed that
direction will be provided by WSDOT on the analysis scope and parameters to guide
transportation analysis in support the NAFS.This task will focus on documenting that guidance
and will include
• An updated project Purpose and Need Statement for which project stakeholders have
broad consensus
• Evaluation criteria to assess how achievement of the Purpose and Need Statement can
be measured
• Identification of key analysis locations that must be addressed
• Preparation of a draft Methods&Assumptions Report
North Lewis County Industrial Access Study
Phase 5—Non-Access Feasibility Study
November 6,2019 Page 5 of 7
•selo.
• Preparation of a final Methods&Assumptions Report based on comments received on
the draft
Sub-Task 9.2 Data Collection
This task focuses on collection of traffic-related data at key intersections and for key roadway
segments(up to four locations each)to use as the basis for producing quantified traffic analysis
in support of the NAFS. Data to be collected will include.
• PM peak hour traffic counts at key locations(four locations have been assumed for
budgeting purposes)
• Daily traffic counts on up to four key roadway links including vehicle classification
information to identify the existing level of truck activity(four locations have been
assumed for budgeting purposes)
• Crash history(2014-2018) at the same key intersections and along the same key
roadway links
Sub-Task 9.3 Develop Future Traffic Volume Forecasts for Local Street Alternatives
This task identifies an approach to evaluating the range of potential local street improvements
that could be implemented to help meet the Project's Purpose and Need Statement As noted in
the introduction to this work scope,the NLCIA Plan identified a range of possible improvements.
These will be tested by layering improvements on top of each other in a logical manner with
improvements that might achieve the greatest benefit being considered first.A total of three-
layered alternatives will be considered,and the incremental benefits associated with each layer
will be identified.
To accomplish this analysis the travel demand model developed by TRPC for Lewis County will
be used to prepare up to three travel model runs Model output will be reviewed and tested for
reasonableness and data will be post-processed to identify future year(2040 PM peak hour)
traffic projections.
Sub-Task 9.4 intersection/Roadway Capacity Analysis
Traffic operations analysis will be conducted for the key study area intersections and roadway
segments for the layered improvement alternatives.Analysis will be focused on both existing
(2019)conditions and projected (2040)conditions. Operational deficiencies will be identified
including delay, levels of service,queuing and truck activity.An operations summary report will
be prepared documenting the analysis process,assumptions, results and conclusions
Sub-Task 9.5 Safety Analysis
Five-year traffic crash data (2014-2018)for key study area intersections and roadway segments
will be obtained,stratified and evaluated to identify any existing safety concerns in the study
area.
Deliverables for Task 09
• Existing and Future Year PM Peak Hour Traffic Volumes and Operations Analysis
• Summary of Traffic Safety Analysis
Task 10 Stakeholder and WSDOT Coordination
This task would include two monthly team meetings with Lewis County and/or WSDOT as
needed to facilitate coordination and review of the analysis,and one Technical Support Group
meeting to review key findings and conclusions with the larger stakeholder committee Two
monthly progress reports and invoices are also included
North Lewis County Industrial Access Study
Phase 5—Non-Access Feasibility Study
November 6,2019 Page 6 of 7
0
0 Q
Deliverables for Task 10
• Meeting materials including agendas, minutes or meeting notes, hand-outs and
presentations as needed
• Monthly progress reports and invoices
Approval
If this proposal is acceptable, please provide a signature on the attached contract
END OF SCOPE OF WORK AND FEE ESTIMATE
North Lewis County Industrial Access Study
Phase 5—Non-Access Feasibility Study
Page 7 of 7
November 6,2019
Consultant Fee Determination Summary-Exhibit D-1 „-�1.
... .►
SCJ ALLIANCE
CONSULTING 66wvK all
SCJ Alliance
Client: Lewis County
Project North Lewis County-Industrial Access
Job#. 635.02 Template version: 9/27/2019
File Name: REVISED NLCIA Ph.5 Labor Estimate Template 2019-1122_Final.xlsm Contract Type: WSDOT
Consultant Fee Determination
DIRECT SALARY COST
Classification Hours Direct Hourly Rate Amount
Principal 125.0 $87 02 $10,878
Senior Principal Consultant 16.0 $100.13 $1,602
Senior Consultant 208.0 $63.83 $13,277
Senior Transp.Planner 178.0 $44.22 $7,871
Planner 44.0 $32.96 $1,450
Principal 6.0 $71.47 $429
Planner 56.0 $32.93 $1,844
Project Accountant 13.0 $30.50 $397
Project Coordinator II 7 0 535.09 5246
Total Direct Salary Cost $37,993
OVERHEAD
Overhead Rate 157 35% Direct Salary Cost $37,993 Overhead Cost $59,781
FIXED FEE
Fixed Fee Rate 30.00% Direct Salary Cost $37,993 Fixed Fee Cost $11,398
TOTAL SALARY COST Total Salary Cost $109,172
SUBCONSULTANTS
Wiser Engineering Phase 05 Non-Access Feasibility Study $18,000
Subconsultant Fee $18,000
Subconsultant Markup' 0% $0
Total Subconsultant Cost $18,000
REIMBURSABLES
Copies,Printing,etc 1.5% of the Direct Salary Costs $1,638
Traffic Counts Traffic Counts $2,000
Mileage 3,000 miles at $0.580 per mile $1,740
Total Expenses $5,378
SUBTOTAL(SALARY,SUBCONSULTANTS AND EXPENSES)
Subtotal(Salary,Subconsultants and Expenses) $132,549
MANAGEMENT RESERVE FUND(MRF)
Management Reserve SO $0
Total Estimated Budget: $132,549
1 t/22/2019 Page:
L BOCC AGENDA ITEM SUMMARY
Resolution: BOCC Meeting Date: Dec 2, 2019
Suggested Wording for Agenda Item: Agenda Type: Deliberation
ratifying a consultant supplement over $40,000 for an active Public Works project
Contact: Josh Metcalf Phone: 2762
Department: PW - Public Works
Description:
This resolution will ratify a consultant supplement over $40,000 for the North Lewis County
Industrial Access contract with SCJ Alliance.
Description (full)
Pursuant to Resolution 11-437, Directors of each of the County departments, under authority of the
Board of County Commissioners, possess authority to execute and bind Lewis County to consulting
services, contracts, projects, agreements, grant applications, contract amendments, and change
orders involving the actual expenditure or receipt of less than $150,000 per year provided that, by
resolution, acceptance of such funding has been authorized and approved by the Board. Further,
the Board will ratify by resolution, after-the-fact, such contracts, projects, agreements, grant
applications, contract amendments, and change orders in excess of $40,000 but less than
$150,000.
Public Works executed an individual consultant supplement in excess of $40,000 with SCJ Alliance
Consulting Services (SCJ) for the North Lewis County Industrial Access project. Therefore, post
contract ratification is requested for the following cumulative expenditure for the project.
North Lewis County Industrial Access
Consultant. SCJ
Original Contract. $138,164 Resolution 15-257
Supplement #1 $128,232 Resolution 16-162
Supplement #2• $137,154 Resolution 16-335
Supplement #3: $ 7,113 Resolution 18-093
Supplement #4. $ 49,693 Resolution 18-093
Supplement #5. (due date only, no budget change)
Supplement #6: $147,791
New Total $608,147
The original contract contained additional phases to be performed if warranted. Supplement #6
allows SCJ to complete the work associated with Phase 5 - Non-Access Feasibility Study.
This resolution will ratify the previously executed consultant Supplements #6 signed by the
Director of Public Works
Approvals: Publication Requirements:
Publications:
User Status
PA's Office Pending
Additional Copies
Kim Amrine-PW, Robin Saline-PW, Rose Williams-PW, Josh Metcalf-PW, Tim Fife-PW