19th Supplement Agreement with West Consultants Inc., acting Fiscal Agent for CRBFCA BEFORE THE BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY, WASHINGTON
IN THE MATTER OF: RESOLUTION NO. 20-012
APPROVAL OF THE NINETEENTH SUPPLEMENT
AGREEMENT BETWEEN WEST CONSULTANTS, INC.
AND LEWIS COUNTY, ACTING AS 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
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, on November 1, 2019, the Flood Authority Executive Committee reviewed
and recommended approval of the scope of work to the Nineteenth Supplement
Agreement with West further described in the Attachment A, the Scope of Work and
Attachment B Compensation, for a total amount not to exceed $69,181; and
WHEREAS, the Nineteenth Supplement Agreement 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 Nineteenth Supplement Agreement
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 Executive Committee and approves the attached Nineteenth
Supplement Agreement between WEST Consultants, Inc and Lewis County, acting as
the fiscal agent for the Flood Authority. All other terms of the existing PSA, as well as
supplemental agreements remain in full force and effect; and
NOW THEREFORE BE IT FURTHER RESOLVED that the BOCC authorize the Director
of Community Development to sign the Nineteenth Supplement Agreement with WEST
on behalf of the County.
DONE IN OPEN SESSION this 13th day of January, 2020.
APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS
Jonathan Meyer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON
Amber Smith Gary Stamper
By: Amber Smith, Gary Stamper, Chair
Deputy Prosecuting Attorney
NTV,'µ, �
ATTEST: ••co- qs . Edna J . Fund
E,RDofi .b�
; CE "� Edna J. Fund, Vice Chair
i
Rieva LesterI.••'V"'}CO `• Robert C. Jackson
Rieva Lester, Robert C.Jackson, Commissioner
Clerk of the Lewis County Board of County
Commissioners
NINETEENTH 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 NINETEENTH SUPPLEMENT to PERSONAL SERVICES AGREEMENT (NINETEENTH
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, webcams, 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 Nineteenth 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 Nineteenth 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
Nineteenth 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 Nineteenth Supplemental
Agreement shall be as set forth in Attachments "A" (Supplemental Scope of Work) and "B"
(Supplemental Compensation). Compensation for this Nineteenth Supplemental Agreement
shall not exceed sixty-nine thousand, one hundred and eighty-one dollars ($69,181) without
written prior approval of the COUNTY and authorization by the Flood Authority.
WEST Consultants Nineteenth Supplemental PSA Page 1 of 5
System as approved by the Chehalis River Basin Flood Authority Executive Committee on
November 1, 2019 as presented by staff(see staff memo and meeting summary here
https://www.ezview.wa.goviPortalsl 14921images12020%20Flood%1%20Warninq`/c20System%20
Costs%2011-01-2019.pdf).
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, 2020. No
penalty or expense shall accrue to the County in the event this provision applies.
This Nineteenth 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 Nineteenth Supplemental Agreement
this C( day of De se 5er 200' �j j,J)
JCUAK
Lewis County Contract Manager Contractor Program Manager
Lee Napier, Director of Community Development Henry Hu, Ph.D., P.E., P.H., CFM, D.WRE
2025 NE Kresky Ave. WEST Consultants, Inc.
Chehalis, WA 98532 12509 Bel-Red Road, Suite 100
360/740-2606 Bellevue, WA 98005
425/646-8806
LEWIS UNTY WEST C NSULTANTS INC
By. By:
Lee Napier Hen Hu
Title: Director of Comm ' y evelopment Title:Vice President,WEST Consultants, Inc.
Date: Iq i 2 O7Th Date: 1 / 7 /2o2p
WEST Consultants Nineteenth Supplemental PSA Page 2 of 5
ATTACHMENT "A"
NINETEENTH SUPPLEMENTAL SCOPE OF WORK
NINETEENTH SUPPLEMENTAL PERSONAL SERVICES AGREEMENT
Between
LEWIS COUNTY
And
WEST Consultants, Inc.
Performance Period Ending December 31, 2020
Who: David Curtis, Jeffery Budnick and staff.
Time and Expense: $69,181
Period of Performance: January 1, 2020 through December 31, 2020.
Tasks: Tasks for the peri od of performance under this Nineteenth 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; stage; and battery.
b. Obtain a live air temperature reading using a calibrated thermometer placed close to the
fixed air temperature probe at the site. Compare stage readings to reference gage.
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 Nineteenth 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 readings 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. Webcam Cell Fees: Fee for three cell data plans for three webcams.
5. Webcam Subscription Fees: Fee for three webcam subscriptions with OneRain (Contrail).
6. Website: Secure Contrail annual subscription (260 total sensors or more in and near
Chehalis River Basin), paid once agreement is commenced.
WEST Consultants Nineteenth Supplemental PSA Page 4 of 5
ATTACHMENT "B"
NINETEENTH SUPPLEMENTAL COMPENSATION
NINETEENTH SUPPLEMENTAL PERSONAL SERVICES AGREEMENT
Between
LEWIS COUNTY
And
WEST Consultants, Inc.
Performance Period Ending December 31, 2020
Reimbursement for services consistent with the Nineteenth Supplemental Scope of Work
(Attachment"A") and Section 3, Payment, shall be as follows:
Operation and Maintenance: Cost: Details:
1. Routine Gage Maintenance (12 $46,391 Provide routine gage maintenance
gages, including 4 stream gages). evenly spread during period of
performance.
2. Operational Support. $12,030 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. Webcam Cell Fees $1,500 Fee for three cell data plans for three
webcams.
5. Webcam Subscription Fees $1,260 Fee for three webcam subscriptions
with OneRain (Contrail).
6. Website. $6,000 Secure OneRain (Contrail)annual
subscription (260 total sensors or more
in and near Chehalis River Basin),
paid once agreement is commenced.
TOTAL $69,181
WEST Consultants Nineteenth Supplemental PSA Page 5 of 5
Lee Napier
From: Scott Boettcher <scottb@sbgh-partners.com>
Sent: Friday, November 1, 2019 5:39 PM
To: Lee Napier
Cc: Graham Gowing
Subject: FW:Today's Call -- RE: Executive Committee Call in October
Attachments: Staff memo -- 2020 Flood Warning System Costs 11-01-2019.pdf
Hi Lee.The Flood Authority's Executive Committee met today(we held a conference call).The purpose of the call was to
review and discuss proposed O&M costs for the flood warning system for 2020. Executive Committee members
(Commissioner Menser,Commissioner Fund and Commissioner Raines)were asked whether or not they agreed with the
proposed costs for their jurisdiction for 2020. Each of the members did agree with the proposed costs for their
jurisdiction as presented (see attached) and did agree to pay those costs for 2020. Further, Executive Committee
members agreed that Lewis County as fiscal agent to the Flood Authority should move forward to collect payments.
Please let me know if this summary of today's Executive Committee call is satisfactory.Thanks!
Scott
From:Scott Boettcher
Sent: Friday, November 1, 2019 6:42 AM
To:VRaines@co.grays-harbor.wa.us; Edna.Fund@lewiscountywa.gov;Tye Menser
Cc: Lee Napier
Subject:Today's Call-- RE: Executive Committee Call in October
All—Here is call in number for our 2:30 p.m.call today(Friday, 11/01/2019):
• Dial-in number: (605)313-5377
• Access code:405697
Attached is my staff memo to you with recommendation regarding 2020 Flood Warning System annual O&M costs.
Feel free to call or email with any questions or matters to discuss.
Otherwise,talk with you later today.
Scott
From:Scott Boettcher
Sent: Friday, October 18,2019 3:00 PM
To:y?aines@co.grays-harbor.wa.us; Edna.Fund@lewiscountywa.gov;Tye Menser<tye.menser@co.thurston.wa.us>;
Lee Napier<Lee.Napier@lewiscountywa.gov>
Subject: RE: Executive Committee Call in October
All—Based on everyone's availability it looks like the only available time common for all is Friday 11/01/2019 after 2
p.m. I will send a meeting invite for 2:30 to 3:15. Hope this date/time works.Thanks!
1
Scott
From:Scott Boettcher
Sent:Tuesday, October 15, 2019 9:07 AM
To:VRa nes@co.grays-harbor.wa.us; Edna.Fund@lewiscountywa.gov;Tye Menser<tye.menser@co.thurston.wa.us>;
Lee Napier<Lee.Napier@lewiscountywa.gov>
Subject: Executive Committee Call in October
Executive Committee. Our last Flood Authority meeting in September was cancelled. Our next meeting is 11-21-2019.
We (Lee Napier and myself) have a time-sensitive matter we'd like to discuss with you before the next Flood Authority
meeting.That is: (1)2020 Flood Warning System O&M costs; and(2) Lewis County inter-agency reimbursement
agreements with Grays Harbor County and Thurston County for those O&M costs. In order for Lewis County(acting as
fiscal agent to the Flood Authority)to best sync with the end of the calendar year, Lee and I thought it prudent to meet
with you (via conference call) before the end of October. I think 30 to 45 minutes would do. Can you please reply with
your general blocks of availability for the weeks of 10/21-25/2019 and 10/28/2019-11/01/2019.Thanks!
Scott
Scott Boettcher,Staff
Chehalis River Basin Flood Authority
360/480-6600
scottb@sbgh-partners.com
External Email - Remember to think before you click!
This message may contain links with malware, viruses, etc. Please ensure the message is
le•itimate before o•enin• it.
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CHB`HA`IIS
RIVER BASIN
FLOOD AUTHORITY
November 1, 2019
TO: Flood Authority Executive Committee Members
FROM: Scott Boettcher, Staff
SUBJECT: 2020 Flood Warning System Budget and County Shares
Purpose of this memo is to discuss and allocate 2020 Flood Warning System annual costs
(www.chehalisriverflood.com). This will be done via conference call this Friday, 3.3./o2/2o19, at 2:3o. We walk
through the following attachments to this memo:
• Attachment A—Breakdown and Comparison of Annual 0& M Costs(201.4 through 2023)
• Attachment B—Staff Recommendation
• Attachment C—Draft Outreach Content
• Attachment D—Flood Warning System Usage
Please feel free contact me with any questions(360/480-6600, scottb(a>sbgh-partners.com).
2020 Flood Warning System Costs (1) 11/01/2019
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Attachment B
Staff Recommendation
Recap of 2014-2019 Allocation Approach
Annual cost for 2014, 2015, 2016, 2017, 2018 and 2019 were allocated among Flood Authority counties
as follows:
o Grays Harbor County-- 22%.
o Lewis County--64%.
o Thurston County--14%.
The method behind this 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 Flood Authority beginning in 2014(see here).
II. 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.
2020 annual costs are proposed in the same manner as 2019 with Grays Harbor County paying 22%of
costs, Lewis County paying 64%of costs, and Thurston County paying 14%of costs. 2020 costs are:
2019 2020 Difference (increase)
Grays Harbor County
(22%) $13,323.73 $15,417.72 $2,093.99
Lewis County(64%) $38,759.94 $44,851.56 $6,091.62
Thurston County(14%) $8,478.74 $9,811.28 $1,332.54
Increased costs are due to increased O&M from recent Flood Authority approved expansions to Flood
Warning System (new gages, new webcams). Costs are warranted, especially given consistently
increasing usage of system (discussed further in Attachments C and D).
Staff and Lewis County(as fiscal agent)are directed to implement and prepare payment schedules(1st
half due 3/31/2020; 2nd half due 7/31/2020).
Note: Lewis County, acting as fiscal agent for the Flood Authority, has historically handled billing and
processing for payments associated with the Flood Warning System. It is assumed this practice will
continue for 2020. It should be noted however that Lewis County's role could be modified/adjusted as
further thought and consideration is put into ownership, operation and maintenance of the Flood
Warning System in light of the Office of Chehalis Basin and Lewis County Flood Control Zone District
assuming more prominent roles.
2020 Flood Warning System Costs (3) 11/01/2019
Attachment C
Draft Outreach Content
I. Flood Warning System Usage(1)
Increasing annual O&M costs are warranted when Flood Warning System usage increases. One
measure of usage is email gage alert sign-ups. As alert sign-ups increase, per capita costs decrease.
Flood Season Gage Alert Sign-Ups Annual O&M Cost Per Sign-Up Cost
2013/14 n/a $ 53,585
2014/15 379 $ 60,485 $ 159.59
2015/16 845 $ 57,935 $ 68.56
2016/17 951 $ 57,935 $ 60.92
2017/18 984 $ 59,169 $ 60.13
2018/19 1037 $ 60,562 $ 58.4o
2019/20 1500 $ 70,081 $ 46.72
2020/21 1600 $ 77,961 $ 48.73
2021/22 1700 $ 79,267 $ 46.63
2022/23 1800 $ 80,599 $ 44.78
II. Draft Outreach Content(for letter or email)
To continue to increase gage alert sign-ups, as (1) an inexpensive way to keep citizens, businesses,
first-responders, etc. informed of changing river conditions and (2)a way of continuing to lower per
capita costs, a targeted outreach campaign for the month of November 2019 is planned. First on the
order is outreach to churches and faith communities in the Basin to increase gage alert sign-ups.
DRAFT email outreach content. . .
Dear**name**:
My name is Scott Boettcher. I am staff to the Chehalis River Basin Flood Authority.
I am contacting you to raise your awareness of the Chehalis River Basin Flood Warning System
(www.chehalisriverflood.com)and would like to ask that you share the attached with your
congregation.
The Chehalis River Basin Flood Warning System provides an email alert flood notification program.
The email alert flood notification program allows individuals and organizations to sign-up to receive
automatic email alerts from select river gages once those river gages reach elevated and potentially
threatening flood levels. The Chehalis River Basin Flood Warning System is one way the Chehalis
River Basin Flood Authority is working to ensure Basin residents are flood aware and flood
prepared.
Here are some additional resources:
2020 Flood Warning System Costs (4) 11/01/2019
• 2019-2o Flood Alert Sign-Up Information --> Click here.
• Interactive Gage Alerts map--> Click here.
• Flood Warning System icon for posting to your website --> Click here(option 2), here(option 2).
Thank you for your consideration and feel free to contact me to discuss further.
Scott
Be Aware, Be Prepared.
Scott Boettcher, Staff
Chehalis River Basin Flood Authority
360/480-6600
scottb(a�sbgh-partners.com
2020 Flood Warning System Costs (5) 11/01/2019
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BOCC AGENDA ITEM SUMMARY
Resolution: 20-012 BOCC Meeting Date: Jan. 13, 2020
Suggested Wording for Agenda Item: Agenda Type: Deliberation
Approval of the Nineteenth Supplement Agreement between West Consultants, Inc. and Lewis
County, acting as 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
Contact: Lee Napier Phone: 360.740.2606
Department: CD - Community Development
Description:
Approve Nineteenth Supplement to Personal Services Agreement between Lewis County, acting as
the Fiscal Agent for the Chehalis River Basin Flood Authority, and West Consultants, Inc.
Approvals: Publication Requirements:
Publications:
User Status n/a
PA's Office Approved
Additional Copies: Cover Letter To:
Graham Gowing, Chehalis FCZD n/a