Approve Twenty-first Supplement Agreementwith CRBFA, and West Consultants, Inc. BEFORE THE BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY, WASHINGTON
IN THE MATTER OF: RESOLUTION NO. 21-009
APPROVAL OF THE TWENTY-FIRST 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, as well as an amended scope of work to relocate 6
gages. The amendment will increase the existing budget by $77,561.00 for a total
amount not to exceed of $184,086.40; and
WHEREAS, during the November 19, 2020, meeting, the Flood Authority
discussed and directed Lewis County, as fiscal agent for the Flood Authority, to
negotiate and execute a contract amendment to the existing Supplement
Agreement with West further described in the Attachment A, the Scope of Work
and Attachment B Compensation, for a revised total amount not to exceed
$184,086.40 through the 2021 calendar year; and
WHEREAS, the Twenty-first 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 Twenty-first 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 and approves the attached Twenty-first
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 authorizes the
Director of Community Development to sign the Twenty-first Supplement
Agreement with WEST on behalf of the County.
DONE IN OPEN SESSION this 11th day of January, 2021.
Page 1 of 2 Res. 21-009
APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS
Jonathan Meyer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON
Eric Eisenberg Gary Stamper
By: Eric Eisenberg, Gary Stamper, Chair
Chief Civil Deputy Prosecuting Attorney
ATTEST: Lindsey R. Pollock, DVM
Lindsey R. Pollock, DVM, Vice Chair
Rieva Lester Sean D. Swope
Rieva Lester, Sean D. Swope, Commissioner
Clerk of the Lewis County Board of
County Commissioners
Page 2 of 2 Res. 21-009
I; 1`I
-
November 18, 2020
TO: Flood Authority Members
FROM: Scott Boettcher, Staff
SUBJECT: 2021 Flood Warning System Budget and County Shares
Purpose of this memo is to discuss and allocate 2021 Flood Warning System annual operations and
maintenance costs(www.chehalisriverflood.com). We will discuss at tomorrow's Flood Authority meeting.
Please feel free to contact me with questions(360/480-6600; scottb(a�sbgh-partners.com).
We walk through the following attachments:
• Attachment A—Breakdown and Comparison of Annual 0 & M Costs(2014 through 2023)
• Attachment B—Staff Recommendation
Please feel free contact me with any questions(360/480-660o, scottb(a sbgh-partners.com).
2021 Flood Warning System Costs (1) 11/18/2020
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Attachment B
Staff Recommendation
Recap of 2014-2019 Allocation Approach
Annual cost for 2014, 2015, 2016, 2017, 2018, 2019, and 2020 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 little 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.
2021 annual costs are proposed in the same manner as 2020 with Grays Harbor County paying 22%of
costs, Lewis County paying 64%of costs, and Thurston County paying 14%of costs. 2021 costs are:
2020 2021 Difference(increase)
Grays Harbor County(22%) $15,417.72 $17,261.42 $1,843.69
Lewis County(64%) $44,851.56 $50,215.03 $5,363.46
Thurston County(14%) $9,811.28 $10,984.54 $1,173.26
Increased costs for 2021 are due to:
1. Operations and maintenance costs for Flood Authority gages(12)and webcams(3)are now the
responsibility of local resources(i.e., State Capital Budget is not eligible for on-going O&M).
2. Need to renew domain name and website subscriptions for www.chehalisriverflood.com.
3. Need to add 25 additional sensors as current 26o sensor limit has been met(e.g., Thurston
County added 11 new or upgraded weather stations and stream stations to system in 202o).
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 Flood Authority's fiscal agent, has historically handled billing and
processing for costs with Flood Warning System. It is assumed this practice will continue for 2021.
2021 Flood Warning System Costs (3) 11/18/2020
TWENTY-FIRST 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 TWENTY-FIRST SUPPLEMENT to PERSONAL SERVICES AGREEMENT (TWENTY-
FIRST 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 Twenty-first 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 Twenty-first 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
Twenty-first 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 Twenty-first Supplemental
Agreement shall be as set forth in Attachments "A" (Supplemental Scope of Work) and "B"
(Supplemental Compensation). Compensation for this Twenty-first Supplemental Agreement
shall not exceed one hundred eighty-four thousand, eighty-six dollars, and forty cents
($184,086.40) without written prior approval of the COUNTY and authorization by the Flood
Authority. Compensation for this Twenty-first Supplemental Agreement is increased over the
Twentieth Supplemental Agreement by seventy-seven thousand, five hundred sixty-one dollars
WEST Consultants Twenty-first Supplemental PSA Page 1 of 5
($77,561.00) for purposes of 2021 Annual 0 & M Costs as authorized by the Flood Authority at
their November 19, 2020 meeting as presented in the following: Flood Authority staff memo.
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 Twenty-first 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 Twenty-first Supplemental Agreement
this k ` day of January 2021.
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 90UNTY WES CONSULTANTS, N
By: 11111 ...,(-)2.- By:
Lee Napier 1 Henry Hu
Title: Director of Community Development Title: Vice President, WEST Consultants, Inc.
Date: 1 11 "Z-C)Z. 1 Date: 12/31/2020
WEST Consultants Twenty-first Supplemental PSA Page 2 of 5
ATTACHMENT "A"
TWENTY-FIRST SUPPLEMENTAL SCOPE OF WORK
TWENTY-FIRST SUPPLEMENTAL PERSONAL SERVICES AGREEMENT
Between
LEWIS COUNTY
And
WEST Consultants, Inc.
Performance Period Ending December 31, 2021
Who: David Curtis, Jeffery Budnick, and staff.
Time and Expense: $184,086.40.
Period of Performance: January 1, 2020 through December 31, 2021.
Tasks: Tasks for the period of performance under this Twenty-first 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 Twenty-first 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.
7. Gage Relocation: Relocate the following six gages by June 30, 2021 (as approved by the
Flood Authority at their May 21, 2020 meeting as described in Flood Authority staff memo):
Brooklyn; Haywire; Rock; Skookumchuck; Chehalis BIw Thrash Creek; and Newaukum.
a. Coordinate relocation of gages to a suitable site that is in the best interests of primary
data users (Flood Authority, NWS).
b. Conduct a field visit to potential new locations prior to installation. (Sites with the
potential for longest service will be prioritized.)
c. Coordinate with property owners and Flood Authority to secure access and permits to
install and maintain gages.
d. If timberland is a desired relocation site, a plot of land will be picked that has recently
(within 1-2 years) been harvested to provide maximum time between relocation efforts.
e. Remove precipitation gage components at existing sites, including cutting off mounting
posts at or below ground level and removing any sharp objects.
f. Reinstall precipitation components at new locations, reusing as many existing
components as possible.
g. Work with NWS to update the Hydrometeorological Automated Data System (HADS) for
the relocated sites.
h. Update Flood Authority website as needed to add/remove gage locations.
WEST Consultants Twenty-first Supplemental PSA Page 4 of 5
ATTACHMENT "B"
TWENTY-FIRST SUPPLEMENTAL COMPENSATION
TWENTY-FIRST SUPPLEMENTAL PERSONAL SERVICES AGREEMENT
Between
LEWIS COUNTY
And
WEST Consultants, Inc.
Performance Period Ending December 31, 2021
Reimbursement for services consistent with the Twenty-first Supplemental Scope of Work
(Attachment "A") and Section 3, Payment, shall be as follows:
Operation and Maintenance: Cost: Details:
1. Routine Gage Maintenance (12 $99,422.00 Provide routine gage maintenance
gages, including 4 stream gages). evenly spread during period of
performance.
2. Operational Support. $24,300.00 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. $5,000.00 Ensure sufficient parts inventory for
period of performance.
4. Webcam Cell Fees $3,000.00 Fee for three cell data plans for three
webcams.
5. Webcam Subscription Fees $2,520.00 Fee for three webcam subscriptions
with OneRain (Contrail).
6. Website. $12,500.00 Secure OneRain (Contrail) annual
subscription (285 total sensors or more
in and near Chehalis River Basin),
paid once agreement is commenced.
7. Gage Relocation 37,344.40 Relocate the following six gages by
June 30, 2021: Brooklyn; Haywire;
Rock; Skookumchuck; Chehalis Blw
Thrash Creek; and Newaukum.
TOTAL $184,086.40
Note: Item 7 ("Gage Relocation") shall be invoiced separately and received by Lewis County
prior to June 30, 2021.
WEST Consultants Twenty-first Supplemental PSA Page 5 of 5
BOCC AGENDA ITEM SUMMARY
Resolution: 21-009 BOCC Meeting Date: Jan. 11, 2021
Suggested Wording for Agenda Item: Agenda Type: Deliberation
Approval of the Twenty-first 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 Twenty-first 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, Kaity Nissell. Tina Hemphill,
Lara McCrea