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Eighteenth supplement to a PSA between West Consultants, INC. BEFORE THE BOARD OF COUNTY COMMISSIONERS OF LEWIS COUNTY, WASHINGTON APPROVAL OF THE EIGHTEENTH SUPPLEMENT TO A ) RESOLUTION NO. 19- 17 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 reviewed and recommended approval of the Eighteenth Supplement to the PSA with West for re-installation of the Riverside Rain Gage In a memo, dated May 15th, 2019,the Flood Authority directed Lewis County to enter into an agreement with West, provided funding become available prior to the end of the biennium This recommendation also included a proposal cost of$4,795, further described in the Attachment A, the Scope of Work and Attachment B Compensation, for a total amount not to exceed $64,457, and WHEREAS the Eighteenth 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 Eighteenth 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 NOW THEREFORE BE IT RESOLVED that the BOCC concurs with the recommendation of the Flood Authority and approves the attached Eighteenth 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 authorize the Director of Community Development to sign the Eighteenth Supplement Agreement with WEST on behalf of the County' PASSED IN REGULAR SESSION by the Board of County Commissioner this a`i day of June 2019 APPROVED AS TO FORM :O, 'D OF COUNTY CO MISSIONERS Jonathan Meyer, Prosecuting Attorney • IS COUNTY, WAS NGTON ,tC .� . L� By D uty Prosecuting Attorney Retie acks n, Chair ATTEST Ga Sta per, is Chair e•••• Rieva Lester, Clerk of the Board `coUNrk •• Edna J Fund Co 1' ' sioner �s ws 0 o,���`fir• o • ` \ te • SINCE i \3 1845 0l • ; •4�. \ M_N�1S,� '• ••`e �bNStsies• EIGHTEENTH 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 EIGHTEENTH SUPPLEMENT to PERSONAL SERVICES AGREEMENT (EIGHTEENTH 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 Eighteenth 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 Eighteenth 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 Eighteenth 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 EIGHTEENTH Supplemental Agreement shall be as set forth in Attachments "A" (Supplemental Scope of Work) and "B" (Supplemental Compensation) Compensation for this Eighteenth Supplemental Agreement shall not exceed sixty-four thousand, four hundred and fifty seven dollars ($64,457) without written prior approval of the COUNTY and authorization by the Flood Authority Compensation for this Eighteenth Supplemental Agreement is increased over the Seventeenth Supplemental Agreement by four thousand, seven hundred and ninety five dollars ($4,795) for purposes of reinstallation of the Riverside Rain Gage as authorized by the Flood Authority at their May 16 WEST Consultants EIGHTEENTH Supplemental PSA Page 1 of 5 2019 meeting as presented by staff (see staff memo here https.i/www.ezview.wa.gov/Portals/ 1492limagesiStaii%20memo%20 ' 20Riverside%20Rain%20Gape%20- %20%2051 5201 91 1).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 2019 No penalty or expense shall accrue to the County in the event this provision applies This Eighteenth 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 Eighteenth Supplemental Agreement this 24th day of June 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 LEWI' COUNTY WEST C•NSULTANTS, INC' B dp I i 1 ( J1 By P ee Napier Henr Hu —�1 Title Director of Co ity Development Title Vice President,WEST Consultants, Inc Date (42'`-} (1 Date /9_0 WEST Consultants EIGHTEENTH Supplemental PSA Page 2 of 5 ATTACHMENT "A" EIGHTEENTH SUPPLEMENTAL SCOPE OF WORK EIGHTEENTH 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 $64,457 Period of Performance. January 1, 2019 through December 31, 2019 Tasks Tasks for the period of performance under this Eighteenth 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 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 EIGHTEENTH 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 5 Reinstall Riverside Rain Gage Reinstall Riverside Rain Gage as described in May 15, 2019 staff memo here https.//www.ezview.wa.gov/Portals/ 1492/images/Staff%20memo%20-- %20Riverside%20Rain%20Gage%20- %20%205152019(1).pdf. WEST Consultants EIGHTEENTH Supplemental PSA Page 4 of 5 ATTACHMENT "B" EIGHTEENTH SUPPLEMENTAL COMPENSATION EIGHTEENTH SUPPLEMENTAL PERSONAL SERVICES AGREEMENT Between LEWIS COUNTY And WEST Consultants, Inc. Performance Period Ending December 31, 2019 Reimbursement for services consistent with the EIGHTEENTH 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 5 Reinstall Riverside rain Gage 4,795 Reinstall Riverside Rain Gage as described in May 15, 2019 staff memo TOTAL $64,457 WEST Consultants EIGHTEENTH Supplemental PSA Page 5 of 5 4 CI-IEHALIS RIVER BASIN itOOD AUTHORITY May 15, 2019 TO Flood Authority Members FROM Scott Boettcher, Staff SUBJECT Riverside Rain Gage The purpose of this memo is to discuss funding reinstallation of the Flood Warning System's Riverside Rain Gage We will discuss this at Thursday's 5 16 2019 Flood Authority meeting Please feel free to call or email if you have questions (i e , 360/480 6600, scottb(ahsbgh partners corn). A. Background 1 The Riverside Rain Gage is one of the original io gages funded and installed by the Chehalis River Basin Flood Authority It was installed in March 2011 The gage collects and reports atmospheric and weather data (rain, temperature, etc )to the Flood Authority's Flood Warning System and the National Weather Service The gage is located at the Riverside Fire Authority's Station #8 (1220 Garrard Creek Road, Oakville, WA 98568) and can be viewed here https.//chehalis.onerain.com/site.php?site id=16003&site=4b1o29bc-782a-452e-9a1-1 bd947456od7a 2 On December 31, 2018, the Riverside Rain Gage was removed and taken off line by WEST Consultants This was done to accommodate the Fire Authority and an adjacent landowner The property where the gage was installed was on an easement granted to the Fire Authority by the adjacent landowner and not in fact Fire Authority property Removing the gage was necessary to accommodate the adjacent landowner's need to use the easement for other purposes 3 In October 2018 WEST Consultants provided a proposal to relocate and reinstall the gage The cost is $4,795 WEST Consultants proposal is attached 4 The Flood Authority Projects Committee has identified reinstallation of the Riverside Rain Gage as a high priority should funding become available B. Recommendation 1 While funding is not currently available to reinstall the Riverside Rain Gage, it is possible that funding could become available in the next several weeks as the biennium comes to a close and staff(Scott) works with each of the local projects to close out or extend their projects 2 It is recommended that staff be authorized to move forward with reinstallation of the Riverside Rain Gage should $4,795 in funding become available before the end of the biennium and to report back to the Flood Authority at their July 18, 2019 meeting WEST RIVER MEASUREMENT M " - A()mawnof Consultants Ine WEST Consolfanta.Inc Proposal to Relocate Riverside (RFA8) Rain Gage October 4, 2018 Background The Chehalis River Basin Flood Authority(CRBFA)requested a proposal from WEST Consultants Inc (WEST)to relocate the Riverside(RFA8)rain gage WEST installed the rain gage in March of 2011 after securing permission from Riverside Fire Authority(RFA) In 2018, it was brought to the attention of the CRBFA and RFA that the rain gage was installed on an easement owned by the Dickerson family The Dickerson family intends to develop their land and wishes to put a road on the easement As such,they request the rain gage to be relocated off of the easement Representatives from RFA, WEST and the Dickerson family met at the Riverside Rain Gage(RFA STAB)to discuss the relocation effort on 10/4/2018 Based on discussion with all parties it was decided that the new rain gage location should be approximately 75 ft north of the east/west fence line marking the southern edge of the property This will put the gage at least 50 ft north of the current easement The gage will also be approximately 50 ft east of the east wall of the fire building—still on fire department property See map a- 'may ' o' • River Measurement,a division of WEST Consultants,Inc. 1 of 2 811 NE 154'St. Vancouver WA 98685-1347 Phone(360)571-2290 www.westconsultants.com WEST RIVER /' F MEASUREMENT �* AW nstonOt C o n s u l t a n t s I n c WEST Consultants Inc Tasks WEST will relocate the rain gage to the new location approved by all parties The existing pipe will be cut off at the top of the concrete slab, and the slab will be left in place As part of the relocation, WEST needs to cement a new pipe in the ground, disassemble the existing gage components, and then reassemble the gage once the new pipe has cured in the cement Total cost for this task is. $4,795 Schedule Once notice to proceed is given and a contract amendment is issued, WEST can begin with the relocation The final schedule will be determined in consultation with the CRBFA, but is anticipated to occur by the end of October 2018 River Measurement,a division of WEST Consultants, Inc 2 of 2 811 NE 154m St. Vancouver WA 98685 1347 Phone(360)571 2290 www.westconsultants.com I BOCC AGENDA ITEM SUMMARY Resolution: BOCC Meeting Date Jun 24, 2019 Suggested Wording for Agenda Item. Agenda Type Consent Approval of the eighteenth supplement to a Personal Services Agreement between West Consultants, Inc and Lewis County RECEI VIED Contact Lee Napier Phone 3607402606 JUN 2 0 2019 Department: Community Development Action Needed' Approve Resolution LEWIS COUNTY PROSECUTING ATTORNEY Description Amend the Personal Services Agreement with WEST Consultants Inc (WEST), by $4,795, to cover the cost associated with re installation of the Riverside Rain Gage The amount not to exceed is now $64,457 The performance period remains the same, ending December 31, 2019 Approvals: User Group Status Lester, Rieva Pending Eisenberg, Eric , Pending Gowing, Graham Pending Napier, Lee Pending Additional Copies Graham Gowing, Lee Napier, Becky Butler,and Suzette Smith