Seventeenth Supplement to PSA with West consultants, Inc. BEFORE THE BOARD OF COUNTY COMMISSIONERS
OF LEWIS COUNTY, WASHINGTON
APPROVAL OF THE SEVENTEENTH SUPPLEMENT TO ) RESOLUTION NO 19- IDS
A 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 reviewed and recommended approval of the
Seventeenth Supplement to the PSA with West for operating and maintaining an Early Flood Warning System,
included gage/sensor network maintenance, operational support, spare parts inventory and website
subscriptions fees at a cost not to exceed $59,662 further described in the Attachment A, the Scope of Work
for a period ending December 31 2019. and
WHEREAS,the Seventeenth Supplement to 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 Seventeenth Supplement to PSA with WEST and it
appears to be in the best interest to enter into said agreement upon the recommendation of the Flood Authority
Executive Committee
NOW THEREFORE BE IT RESOLVED that the BOCC concurs with the recommendation of the Flood
Authority Executive Committee, and approves the attached Seventeenth Supplement to the PSA 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
BE IT FURTHER RESOLVED that the BOCC authorizes the Director of Community Development to
sign the Seventeenth Supplement Agreement with WEST on behalf of the County
PASSED IN REGULAR SESSION by the Board of County Commissioner this 1511" day of April 2019
APPROVED AS TO FORM . "BOA OF COUNTY COMMISSIONERS
Jonathan Meyer, Prosecuting Attorney LE S COUNTY, SHJNGTON A
By Depu y 'rosecuti 1 Attorney '5(•,,3-1 Robert C. ackson, Chair
5t-'1-41-&---ATTEST Gary•Sta er, Vice air
•••••
••SCOUN •••• 67,...,4_, .y9 e
Rieva Lester, Clerk of the B �pNRD o��rs,•, Edna J Fund Co , ssioner
a j. ,r
SEVENTEENTH 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 SEVENTEENTH SUPPLEMENT to PERSONAL SERVICES AGREEMENT
(SEVENTEENTH 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, web-cams, 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 Seventeenth 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 Seventeenth 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
Seventeenth 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 SEVENTEENTH Supplemental
Agreement shall be as set forth in Attachments "A' (Supplemental Scope of Work) and "B"
(Supplemental Compensation) Compensation for this Seventeenth Supplemental Agreement
shall not exceed fifty-nine thousand, six hundred and sixty-two dollars ($59,662.00) without
written prior approval of the COUNTY and authorization by the Flood Authority. Compensation
for this Seventeenth Supplemental Agreement is increased over the Sixteenth Supplemental
Agreement by fifty-nine thousand, six hundred and sixty two dollars ($59,662.00) for purposes
of 2019 annual operations and maintenance of the Early Flood Warning System as authorized
WEST Consultants SEVENTEENTH Supplemental PSA Page 1 of 5
by the Flood Authority's Executive Committee on December 14, 2018 and reported to the full
Flood Authority at their January 17, 2019 meeting (see email correspondence here
https.!'www.ezview.wa,aov/Portals/ 1492/images/Executive%20Action%2012-14-
2018%20re%202019%20FIood%20Warning%20Svstem%20O&M.pdf and Flood Authority
Agenda item "Executive Action 12-14-2018 re 2019 Flood Warning System O&M" here
https.1/www.ezview.wa.govisite/alias 1492/34798/meetings.aspx#January2019 and
subsequent meeting notes
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, 2019 No
penalty or expense shall accrue to the County in the event this provision applies
This Seventeenth 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 Seventeenth Supplemental Agreement
this 15 day of April, 2019
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 CONSULTANTS, INC• .)
By, By -gik(Vi\
ee ,apier Henry Ffu
Title Director of Community Development Title Vice President, WEST Consultants Inc
Date y t 1(1. Date. 4- I.
WEST Consultants SEVENTEENTH Supplemental PSA Page 2 of 5
ATTACHMENT "A"
SEVENTEENTH SUPPLEMENTAL SCOPE OF WORK
SEVENTEENTH SUPPLEMENTAL PERSONAL SERVICES AGREEMENT
Between
LEWIS COUNTY
And
WEST Consultants, Inc.
Performance Period Ending December 31 , 2019
Who David Curtis, Jeffery Budnick, and staff
Time and Expense $59,662
Period of Performance January 1, 2019 through December 31, 2019
Tasks. Tasks for the period of performance under this Seventeenth 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 cf 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 SEVENTEENTH 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. Website Secure Contrail annual subscription (175 total sensors or more in and near
Chehalis River Basin), paid once agreement is commenced
WEST Consultants SEVENTEENTH Supplemental PSA Page 4 of 5
ATTACHMENT "B"
SEVENTEENTH SUPPLEMENTAL COMPENSATION
SEVENTEENTH SUPPLEMENTAL PERSONAL SERVICES AGREEMENT
Between
LEWIS COUNTY
And
WEST Consultants, Inc.
Performance Period Ending December 31 , 2019
Reimbursement for services consistent with the SEVENTEENTH Supplemental Scope of Work
(Attachment "A") and Section 3, Payment, shall be as follows
Operation and Maintenance Cost Details
1 Routine Gage Maintenance (10 $39,991 Provide routine gage maintenance
gages, including 2 stream gages) evenly spread during period of
performance
2 Operational Support $11,794 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 $59,662
WEST Consultants SEVENTEENTH Supplemental PSA Page 5 of 5
Scott Boettcher
From Lee Napier <Lee.Napier @lewiscountywa.gov>
Sent Monday, December 17, 2018 9.02 AM
To Scott Boettcher
Subject RE Summary and Results of Polling ---- RE Flood Authority Executive Committee Call
Thank you
From Scott Boettcher<scottb @sbgh partners.com>
Sent Friday, December 14, 2018 4:45 PM
To Lee Napier<Lee Napier @lewiscountywa.gov>
Cc Graham Gowing<Graham Gowing @lewiscountywa gov>
Subject Summary and Results of Polling--- -- - -- RE Flood Authority Executive Committee Call
Hi Lee As we discussed, 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 2019 Executive Committee
members (Commissioner Blake, Commissioner Fund and Commissioner Raines)were asked whether or not they agreed
with the proposed costs for their jurisdiction for 2019 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 2019 Please let me know if this summary
of today's Executive Committee call is satisfactory Thanks!
Scott
-- Original Appointment--
From Scott Boettcher
Sent. Wednesday, December 12, 2018 8 22 AM
To Scott Boettcher, Bud Blake, Edna.Funclpiewiscountywa.gov, VRaines @co.grays harbor.wa.us
Subject Flood Authority Executive Committee Call
When Friday, December 14, 2018 3 15 PM 3 30 PM (UTC 08.00) Pacific Time (US&Canada)
Where. Call
Topics
1 Discuss/approve Flood Warning System annual (2019) 0 & M cost (Scott will prepare memo )
2 Discuss nominations process for 2019 Flood Authority chair positions(Scott will prepare a proposed process )
Scott
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.
CHEHALIS
RJVFR BASIN
8000 AUTHORITY
December 14, 2018
TO. Flood Authority Executive Committee Members
FROM. Scott Boettcher, Staff
SUBJECT 2019 Flood Warning System Budget and County Shares
Purpose of this memo is to allocate 2019 Flood Warning System annual costs(www chehalisriverflood.com) We will
discuss this later today Please feel free to contact me with questions(360/480-6600,scottb(a�sbgh-partners,com)
Breakdown of 2019 Annual 0 & M Costs
Breakdown of 2019 2014 2015 2016 2017 2018 2019 Differenc
Annual 0& M Costs e 2018
24919
Gage maintenance $38,438 $38,438 $38,438 $38,438 $39,207 $39,991 $784(a)
10 gages(including 2
stream gages) located
WEST across Chehalis Basin
Consultants Gage maintenance 2 $0 $0 $0 $o $o $o $0
new Centralia stream
gages funded under
previous contract
Operational support— $11,336 $11,336 $11,336 $11,336 $11,563 $11,794 $231{b)
Includes:Website
WEST monitoring; Updates
Consultants for routine operations,
Updates for potential
flood events; Etc.
Spare parts inventory so $6,000 $2,000 $2,000 $2,000 $2,000 $o
WEST Extra parts in the
Consultants event of broken or
malfunctioning gages
Website--One-rain $3,811 $3,811 $5,261 $5,261 $5,877 $5,877 $0
OneRain annual subscription
(225 sensors in and
near Chehalis Basin)
Lewis Billing and processing $o $900 $900 $900 $900 $900 $o
County
Total -> $53,585 $60,485 $57,935 $57,935 $59,547 $60,562 $1,015
Notes
(a) 2%cost increase for WEST services/support
(b) 2%cost increase for WEST services/support
2019 Flood Warning System Costs (1) 12/14/2018
Recap of 2014 1018 Allocation Approach
Annual costs for 2014, 2015, 2016, 2017, and 2018 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
2019 annual costs are proposed in the same manner as 2018 with Grays Harbor County paying 22%of costs, Lewis
County paying 64%of costs, and Thurston County paying 14%of costs Costs for 2019 are as follows
2018 2019 Difference
Grays Harbor County(22%) $13,100 34 $13,323 73 $223 39
Lewis County(64%) $38,110.08 _ $38,759.94 $649 86
Thurston County(14%) _ $8,336.58 $8,478 74 $142 16
Staff will work with Lewis County to prepare payment schedule(15t half due 3/31/2019; 2nd half due 7/31/2019)
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 2019 It should be
noted however that Lewis County's role here 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 in the Basin
2019 Flood Warning System Costs (2) 12/14/2018
BOCC AGENDA ITEM SUMMARY
Resolution. BOCC Meeting Date Apr 15, 2019
Suggested Wording for Agenda Item. Agenda Type: Consent
Approval of the seventeenth supplement to a Personal Services Agreement between West Consultants, Inc and
Lewis County
Contact Lee Napier Phone 3607402606
Department Community Development
Action Needed Approve Resolution
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, spare parts inventory and website subscription fees at a cost not to exceed $59,662 for a
period ending December 31, 2019
Approvals:
User Group Status
Lester, Rieva Pending
Eisenberg, Eric ' Pending
Butler, Becky Pending
Smith, Suzette Pending
Gowing, Graham Pending
Additional Copies
Graham Cowing, Lee Napier, Becky Butler, Suzette Smith Lara McRea Kim Amrine