Approval of Twenty-second Supplement Agreement with West Consultants Inc., Chehalis River Basin Flood Authority BEFORE THE BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY, WASHINGTON
IN THE MATTER OF: RESOLUTION NO. 21-294
APPROVAL OF THE TWENTY-SECOND
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 install a
webcam relocation. The amendment will increase the existing budget by
$2,818.40 for a total amount not to exceed of $186,904.80; and
WHEREAS, during the May 20, 2021, 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 $186,904.80 through the
2021 calendar year; and
WHEREAS, the Twenty-second 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-second 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-second
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-second Supplement
Agreement with WEST on behalf of the County.
DONE IN OPEN SESSION this 10th day of August, 2021.
Page 1 of 2 Res. 21-294
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
ATTEST: ••C UNTY""'k•SF. Lindsey R. Pollock, DVM
Nsto OF
• Cdsey R. Pollock, DVM, Vice Chair
•O'
00,5
mow;Sao, •
Rieva Lester �'4ayT°• N'Y " �.; Sean D. Swope
Rieva Lester, Sean D. Swope, Commissioner
Clerk of the Lewis County Board of
County Commissioners
Page 2 of 2 Res. 21-294
TWENTY-SECOND SUPPLEMENT TO PERSONAL SERVICES AGREEMENT
BETWEEN LEWIS COUNTY, ACTING AS FISCAL AGENT
FOR THE CHEHALIS RIVER BASIN FLOOD AUTHORITY
AND WEST CONSULTANTS, INC.
THIS TWENTY-SECOND SUPPLEMENT to PERSONAL SERVICES AGREEMENT (TWENTY-
SECOND 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, and 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-second 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-second 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-second 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-second Supplemental
Agreement shall be as set forth in Attachments "A" (Supplemental Scope of Work) and "B"
(Supplemental Compensation). Compensation for this Twenty-second Supplemental
Agreement shall not exceed one hundred and eighty-six thousand nine hundred and four dollars
and eighty cents ($186,904.80) without written prior approval of the COUNTY and authorization
by the Flood Authority. Compensation for this Twenty-second Supplemental Agreement is
increased over the Twenty-first Supplemental Agreement by two thousand eight hundred and
eighteen dollars and 40 cents ($2,818.40) for purposes of fulfilling a webcam relocation as
WEST Consultants Twenty-second Supplemental PSA Page 1 of 5
authorized by the Flood Authority at their May 20, 2021 meeting as presented in the 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-second 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-second Supplemental
Agreement this 17 day of August 2021.
Lewis County Contract Manager Contractor Program Manager
Lee Napier, Director of Community Development David C. Curtis, Sr. Vice-President
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 COUNTY WEST CONSULTANTS, INC.
By: /40.4;vL By: X : '
Lee Napier David C. Curtis
Title: Director of Community Development Title: Sr. Vice President, WEST Consultants,
Inc.
Date: 8-17-2021 Date: 8/12/2021
WEST Consultants Twenty-second Supplemental PSA Page 2 of 5
ATTACHMENT "A"
TWENTY-SECOND SUPPLEMENTAL SCOPE OF WORK
TWENTY-SECOND 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: $186,904.80
Period of Performance: January 1, 2020 through December 31, 2021.
Tasks: Tasks for the period of performance under this Twenty-second 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-second 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 October 1, 2021 (as approved by the
Flood Authority at their May 21, 2020 meeting and further described here: Brooklyn;
Haywire; Rock; Skookumchuck; Chehalis Blw 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.
8. Webcam Relocation: Relocate Monte-Elma Bridge webcam to Chapman Farms (see here).
WEST Consultants Twenty-second Supplemental PSA Page 4 of 5
ATTACHMENT "B"
TWENTY-SECOND SUPPLEMENTAL COMPENSATION
TWENTY-SECOND SUPPLEMENTAL PERSONAL SERVICES AGREEMENT
Between
LEWIS COUNTY
And
WEST Consultants, Inc.
Performance Period Ending December 31, 2021
Reimbursement for services consistent with the Twenty-second 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 (260 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
October 1, 2021: Brooklyn; Haywire;
Rock; Skookumchuck; Chehalis Blw
Thrash Creek; and Newaukum.
8. Webcam Relocation $2,818.40 Relocate Monte-Elma Bridge webcam
to Chapman Farms.
TOTAL $186,904.80
Note: Item 7 ("Gage Relocation") shall be invoiced separately and received by 10/01/2021.
WEST Consultants Twenty-second Supplemental PSA Page 5 of 5
•
•
Attachment A
Chehalis River Basin Flood Authority
Satsop Webcam Relocation
April20,2021
Prepared bp. Prepared for
WEST 1. i,
Senior
Hydrologist Hynrolgm
Total Test,
,.,.t S1SC.Of SIN 00 Hours COST
A.LABOR COSTS
TASK SUR-TASK DESCRIPTION
Remove and Reirsscak Sass,*WeOcam 9 9 18 $2,430-00
TOTAL HOURS 9 9 18
TOTAL LABOR COST $1,33000 $1,080.00 $2,430.00
B. DIRECT COSTS COST
Task Ram
1 Mat 03ls Faunas/hardware $100.00
I Mkaee 2 v.HKlef 250 oaks roundtrp $280.00
Taxes 8A0, SS SO
TOTAL DIRECT COSTS $388.40
itJ TAt FOR ALL TASKS&DIRECT COSTS! $2,818.40
Webcam Relocation (2) 5/18/2021
J `. I i '.
May 20, 2021 -- UPDATED
TO: Flood Authority Members
FROM: Scott Boettcher, Staff
SUBJECT: Webcam Relocation
Purpose of this memo is to discuss and approve a recommendation to relocate one of the Flood Authority's
Flood Warning System webcams. We will discuss this recommendation at Thursday's Flood Authority
meeting. Feel free to call or email with questions(i.e., 360/480-6600, scottbRsbgh-partners.com).
A. Background
i. In 11/08/2019 WEST Consultants installed a Chehalis River Basin Flood Warning System webcam on the
Monte-Elma bridge (Grays Harbor County) looking upriver at the Satsop river.
2. On two occasions Flood Authority staff(Scott) have been alerted to minor vandalism to the webcam
(8/26/202o and 4/19/2021).
3. On 4/27/2019 Flood Authority staff(Scott) notified WEST Consultants to remove the webcam until a
suitable and safe relocation site and funding can be found. Rationale for removing the webcam was that
it was too expensive and important to risk further(and perhaps more substantial)vandalism.
B. Recommendation
WEST Consultants, Flood Authority Staff, and Grays Harbor County have conferred on several relocation
options and identified a preferred location downstream of the Monte-Elma bridge on private agricultural
property(Chapman Farms). In addition to this location being safe and secure, it also has the added benefit of
being able to observe downstream structures and erosion issues being considered through the Lower Satsop
Restoration & Protection Program (Phase I project and Phase II project).
Staff recommendation is to approve:
a. this preferred relocation location (Chapman Farms);
b. a relocation cost of$2,818.40(per Attachment A); and
c. relocation funding out the $425,00o Phase II Lower Satsop"jump start"funding set aside and authorized
at the 3/18/2021 Flood Authority meeting (see here), or out of the Lower Satsop Phase II Design project
($32oK currently unspent), or out of some combination thereof.
Webcam Relocation (1) 5/18/2021
BOCC AGENDA ITEM SUMMARY
Resolution: 21-294 BOCC Meeting Date: Aug. 10, 2021
Suggested Wording for Agenda Item: Agenda Type: Deliberation
Approval of the Twenty-second 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-second 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 Pending
Additional Copies: Cover Letter To:
Graham Gowing, Grace Jimenez