HomeMy WebLinkAbout2.10.25 PW SS Briefings KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
PUBLIC WORKS—BOARD OF COUNTY COMMISSIONERS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: February 10, 2025
TOPIC: City of Roslyn Water Main Extension Agreement
ACTION REQUESTED: Request to Approve a Resolution authorizing an
extension to the City of Roslyn Cemetery Water Main
Extension Project award.
LEAD STAFF:
Joshua Fredrickson
RECOMMENDATION:
Approve the Resolution authorizing an extension of the payment conditions identified in
the agreement for the Roslyn Cemetery Water Main Extension Project.
BRIEFING SUMMARY:
• City of Roslyn was awarded $275,000 in American Plan Act Grant Program
Funding
• Resolution 2023-151 authorized execution of an agreement with the City for a
water main extension project in the City cemetery.
• Construction contract award by the City was done on December 10, 2023
• Construction of the water main extension completed in 2024
BACKGROUND:
The City of Roslyn was granted $275,000 in American Plan Act Grant Program Funding
(ARPA) by the Board of County Commissioners. On September 5, 2023, Resolution
Number 2023-151 authorized execution of the funding agreement with the City for a
water main extension project. The water main extension is to improve the City's
irrigation delivery to the City cemetery.
Kittitas County Public Works assisted in the design work of the water main extension
project. Utilizing this design and specifications,the City noticed a call for bids for the
project on November 10, 2023 and awarded a contract for the work to the contractor on
December 10, 2023.
The County agreement for funding with the City of Roslyn did not include a required
local match amount. The City of Roslyn awarded a contract amount for construction that
exceeded the grant amount, utilizing local funds for the amount exceeding the County
awarded amount.
Page 1 of 2
Public Works"Work Session Staff Report",2025
DISCUSSION:
The agreement between the City and County stipulated a completion date of December
31,2023,to expend awarded funds from the County. Due to the timing of the project bid
and award in 2023,the project did not begin construction until 2024. The City of Roslyn
continued with the project and completed the project on November 15, 2024.
Approximately $8,000 has been paid for this project for design. The remaining $267,000
is accounted for in the fund balance and available to release for payment to the City.
FISCAL IMPACTS:
Awarded funds are accounted for in fund balance.
ATTACHMENTS:
Resolution
2023 Agreement with City of Roslyn for water main extension
Page 2 of 2
Public Works"Work Session Staff Report",2025
BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION NO.2025-
AUTHORIZING AGREEMENT EXTENSION WITH THE CITY OF ROSLYN FOR THE
CEMETERY WATER MAIN EXTENSION PROJECT
WHEREAS: The City of Roslyn was granted$275,000.00 in American Rescue Plan Act Grant
Program Funding(ARPA)by the Kittitas County Board of County
Commissioners in 2023;and
WHEREAS: The City of Roslyn desired to utilize said funds for a water main extension to
City cemetery;and
WHEREAS: Original contract from September 2023 identified a completion date of December
31,2023,to expend funds;and
WHEREAS: The City of Roslyn noticed bids on November 10,2023,and following
procurement the project was awarded on December 10,2023;and
WHEREAS: Project construction occurred during 2024 with completion of construction
November 15, 2024.
NOW,THEREFORE BE IT RESOLVED that the Board of County Commissioners,in the best
interest of the public,does hereby authorize the extension of the payment
condition date identified in the contract to allow for full payment of the awarded
amount to the City of Roslyn.
DATED on this 10''day of February 2025,at Ellensburg,Washington.
BOARD OF COUNTY
COMMISSIONERS
KITTITAS COUNTY,WASHINGTON
Laura Osiadacz,Chairman
Attest:
❑ Clerk of the Board-Julie Kjorsvik
Cory Wright, Vice-Chairman
❑ Deputy Clerk of the Board-Mandy Buchholz
Brett Wachsmith, Commissioner
COUNTlr OF KITTiTAS AIv CRICANI RESCUES PLAN ACT GRANT"PROGRAM
The County of:lKittitas is pleased to award your organization a financial support grant funded
through the American Rescue Plan Act (ARPA). The funding objective for this program is to
perform the tasks outlined in the attached Exhibit A"Scope of Work,"which;is inatmporated herein
by this reference, for eligible businesses and non-profits as enumerated in the U.S. Treasury
Department's(US.Treasury)Final Rule.
Grant Details
The City of Roslyn seeks County funding for the replacement/refurbishment of the existing
irrigation system serving the Historic Roslyn Cemetery. ,Prot and cost estimates are attached
to this agreement as"Exhibit A"within the*Scope of Work:".
Funding is awarded in the amount stated In the attached Exhibit B "Compensation" which is
incorporated herein by this reference. Any funds provided by Kittitas County will be issued to the
following persontentity (who may also be referred to as the"Grantee"):
Name: City of Roslyn
Representative: Michelle Geiger
Address: 201 S.First Street,Roslyn,Washington
Email: planner@ci.roslyn.wa.us
Phone Number. (509)649-3105 East.2
Grant Funding Agreement
1,the undersigned, make the following acknowledgements:
« The information contained in this agreement is true and complete to the best of my
knowledge,Information,and belief.
• Ali awarded funds shall be expended no later than December 31,2023.
Awarded funds may only be used for eligible expenses that are outlined in the Final Rule.
• I agree to maintain documentation (and provide summaries as part of the annual report
and complete documentation upon specific County request) regarding the manner in
which the funds are expended, including but not limited to financial reports and other
supporting documentation (i.e., purchase support, invoices, timecards, and payroll
subpart etc,),
• Records related to the use of grant funds must be produced promptly upon request from
the County or,Kittitas,the U.S.Treasury,and the Comptroller General ofthe United States,
and other,and agree to submit to audit•
I understand and agree that if I receive funding,from the County of Kitdtas's ARPA Grant
Program,and I do not use all the funds by the December 31,2023,or use the funds for
expenses other than the authorized purpose outlined in my application, I will be required
to return the awarded funds to the County of Kittitas'.
Page 1 of 5
• I agree that if there is fraud or misrepresentation with respect to the performance of this
Grant Agreement,Kittitas County reserves the right to terminate or amend this Agreement,
accordingly,including the right to recapture all funds disbursed under this Grant.
• I agree to report in writing all known or suspected fraud or other loss of any funds provided
under this Grant agreement immediately or as soon as practicable,to the Kittitas County
Auditor's Office.
6 1 have the authority to legally bind the business, non-profit,,or organization.
l agree to indemnify,defend,and hold harmless the County of Kittitas, U.S.Treasury,and
the elected officers,employees, agents and/or representatives of each said government
entity,for any ARPA funds received from the U.S.Treasury through the County of Kittitas,
from and against any and all claims,damages, losses and expenses.
• To the fullest extent permitted by law, the Grantee shall indemnify, defend, and hold
harmless Kittitas County and its officials,agents and employees and/or representatives,
from and against all claims for injuries or death arising out of or resulting from the
performance of this Grant Agreement. "Claim" as used in this contract, means any
financial loss, claim, suit, action, damage, or expense, including but not limited to
attorney's fees,attributable for bodily injury,sickness,disease, or death, or injury to or the
destruction of tangible property including loss of use resulting therefrom,
The Grantee's obligation to indemnify,defend, and hold harmless includes any claim by
Grantee's agents, employees, representatives, or any subgrantee/subcontractor or its
employees. Grantee expressly agrees to indemnify,defend, and hold harmless Kittitas
County for any claim arising out of or incident to Grantee's or any
subgrantee'stsubcontractor's performance or failure to perform the Grant. Grantee's
obligation to indemnify, defend, and hold harmless Kittitas County shall
not be eliminated or reduced by any actual or alleged concurrent negligence of Kittitas
County or its agents, agencies, employees and officials. Grantee waives its immunity
under Title 51 RCW to the extent it is required to indemnify,defend, and hold harmless
Kittitas County and its agents, officers, representatives,or employees.
• Kittitas County reserves the right, but not the obligation, to participate in the defense of
any claim; damages, loses or expenses and such participation shall not constitute a
waiver of Grantee's indemnity obligations under this Agreement.
• This Grant maybe amended by mutual agreement of the parties. Such amendments shall
not be binding unless they are in writing and signed by personnel authorized to bind each
of the parties.
• The parties intend that an independent contractorrelationship will be created by this Grant
The Grantee and its employees,volunteers, or agents performing under this Agreement
are not employees, volunteers, or agents of Kittitas County. The Grantee will not hold
itself out as or claim to be an officer,volunteer,or employee of Kittitas County by reason
Page 2 of
hereof'
nor will the Grantee make any claim of right, privilege or benefit which would
accrue to such officer,volunteer,or employee under law. Conduct and control of the work
will,be solely with the Grantee.
if ell of the above outlined requirements are not met in full,or if any information provided
on this application is fetid to be false rIncorrect,the business, non-profit,or organization
will be deemed immediately in default and funds shall be returned to the County of Kittitas
within 30 days of written notification of default. I also agree that, if l accept the County of
Kiftitas's ARPA Grant Program funding; l will be bound by,the obligations and liabilities
described in this agreement,and that the County of Kittitas shall have the right to enforce
those,:.obligations and liabilities in any manner provided by law.
• By signing below, the applicant represents, warrants, and certifies that the information
provided herein is true, correct, and complete. l also understand and agree that this
agreement, combinedwith award of a County of Kittitas ARPA Grant,constitutes a binding
contract,and shall be deemed a valid original instrument if delivered electronically.
LA
PrintRecipient Name&Titleul
a
Authorized Signature Date
The County of Kittitas hereby enters into..hiss grant agreement with the grantee named herein,
.Print County Name&Tits:
Signature Date
Page 3 of 5
EXHIBIT "A"
SCOPE OF INORK and COST ESTIMATE
City of Roslyn
Cemetery Irrigation System
Pre-Construction and Construction
Enillneer`s`Estimate
ITEM UNIT UNIT PRICE QUANTITY COST
Planning L5 $7,545 1 $7,545
Design-Contractor Procurement LS $8,750 1 $8,750
Mobilization and Demobilization L5 $5,ow 1 $5,000
Temporary Traffic Control LS $S00 1_ $506
Trench Excavation Safety LS $500 1 $500
Erosion Control Measures LS $1,5W 1 $1,500
6-inch PVC w/bedding material LF $47 2265 5106,455
2-inch PVC w/bedding material LF $25 1645 $41125
Trench Sackfill a $60 75 $4,500
Main Fittings LS 52,500 1 $2,500
6-inch Gate Valves EA $1,300 6 $7,800
Double Check Values EA $8,100 2 $16,200
I{ydrantAssembly EA $4,500 2 $9,000
Connection is Existing l 4ater Main EA $2,000 2 $4,000
Site Restoration LS $1,500 1 $1,500
HMA Repair SF $5 750 $3,750
Estimate Subtotal: $220,625
15%Contigency. $33,094
Estimated Sales Tax at 3%; $20,298
Total Estimate: $274,016
»_Assume existing native soils are largely acceptable for trench backfill.
Actual Construction Costs may very based on the Contractor,Supplier,and unexpected site
conditions.
Page 4 of 5
EXHIBIT"B"
COMPENSATION
Compensation is a one-time payment totaling$275,000.00,paid on an"advance"basis upon recut
of invoice for same.
Page 5 of 5
KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
PUBLIC WORKS—BOARD OF COUNTY COMMISSIONERS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: February 10,2025
TOPIC: Public Works Fees Update
ACTION REQUESTED: Direct Staff to Prepare Enabling Documents and
Schedule a Public Hearing
LEAD STAFF:
Joshua Fredrickson
RECOMMENDATION:
Direct staff to prepare enabling documents and schedule a public hearing regarding
Staff s proposed permit fee schedule update.
BRIEFING SUMMARY:
• Public Works fees are adopted by the Board of County Commissioners pursuant
Kittitas County Code chapter 4.16
• Fees are adopted by resolution
• Public Works fees were adopted May 18, 2021, and amended May 3, 2022, and
January 16,2024
• Current schedule does not include a Franchise Renewal or Road Use Agreement
fee.
• Update to the Water Banking fee will also be considered.
BACKGROUND:
Public Works permit fees are established by resolution as codified in KCC 4.16. The
Board of County Commissioners adopted the current amendment to the fee schedule by
resolution on January 16,2024 (Exhibit A). The current Board directed fee model is to
achieve full cost recovery for permit activities,with discretion to set fees at 25 percent
cost recovery. Additional permit fees have been identified for consideration, including a
Franchise Renewal fee and a Road Use Agreement fee.
DISCUSSION:
Public Works receives Franchise Applications for non-exclusive use of County rights-of-
way. Franchise agreements have a set term and then expire. Public Works has received
requests from franchisee agreement holders to amend existing franchise agreements with
the County.An amendment to a franchise requires similar efforts as a new franchise
agreement. PW proposes to modify the listed title from"Franchise Fee"to"New
Franchise or Amended Franchise Fee".
Page 1 of 2
Public Works"Work Session Staff Report"2025
Public Works has received requests from entities to utilize the public rights-of-way for
purposes other than transportation or utility installation. As an example, we have received
requests from companies associated with the Film Industry to utilize sections of the
roadway for short durations. To address cost recovery of this a Road Use Agreement fee
has been developed. The proposed fee is$972.00, or the same fee as a Road Closure
Request.
The Water Resources Program will need to update Water Banking fees to incorporate the
Roan Bank water rights,which the County is under contract to purchase. Water
mitigation from the Roan Bank serves a different area than the rest of the water bank
assets and has a more limited supply. These factors, including the purchase price of the
bank,will be considered when setting fees.
FISCAL IMPACTS:
The additional fee proposal moves Public Works to actual cost recovery supporting the
permitting process.
ATTACHMENTS:
Exhibit A—PW Fee Schedule
Page 2 of 2
Public Works"Work Session Staff Report"2025
Exhibit A- Public Works Fee Schedule
Kittitas County Public Works
as of January 16,2024
Road:
Fees for Planning Services Current Fee
Fees with set hours will be billed monthly for additional time as needed at$243/hr.
Access Permit 437.00
Address Permit w/plate 183.00
Alternative Energy Application/Review(8 hrs included) 1,944.00
Building Move Permit 900.00
Franchise Fee(6hrs included)) 1,615.00
Haul Route Permit(3 hrs included)) 750.00
Land Use Permit(5 hrs included)) 1,215.00
(Plats,Boundary Lines,Conditional Use,Grading,Lots,Rezoning,Site Plans,Civil Reviews,,Other)
Lot Consolidation 586.00
On System County Road Establishment 3,770.00
Over Weight/Super load 750.00
Preliminary Site Analysis/meeting 220.00
Private Bridge/Road Inspection(8hrs included)) 1,944.00
Private Road Name Establishment 750.00
Road Certification 1,095.00
Road Standard Variance 1,075.00
Administrative Variance Appeal 1,944.00
Road Vacate 3,888.00
Road Closure Requests 972.00
Right of Way
850.00
Sepa(2 hrs included)) 950.00
Land Use Variance(s) 500.00
Road Sign Review 243.00
Transportation Concurrency(12hrs included)) 3,690.00
Vehicle Towing
972.00
Road:
Sales: Current Fee
-4��11 Nn�I�e�WW�I�
Road Atlas 30.00`
Address Plate 61.00
Flood Control:
.Sales: _ Current Fee ,
Flood Plain Management Permit(4hrs included,billed monthly for cost exceeding 4 hrs)_ 970.00
CLOMR Permit(8 hrs included,billed monthly for cost exceeding 8 hrs) 1,940.00
Flood Development Permit(Propane Tank,Solar Panels,Other) 120.00
Shoreline Permit 550.00
Water Resource:
Mitigation and Metering Program Fees _ --Current Fee
Water Mitigation Package A 3,895.00
Water Mitigation Package B 4,810.00
Water Mitigation Package C(Cisterns) 2,780.00
Water Metering Annual Fee 180.00
Meter Inspection Fee(Non-County water) 370.00
Water Budget Neutral Determination(Non-County Water outside Upper County Rule Area,1 hr included,
billed monthly for costs exceeding 1 hr) 120.00
NOTE: Affordable housing proposal sponsored by the Board of County Commissioners shall have Public Works fees
automatically waived from this fee schedule.
KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
PUBLIC WORKS—BOARD OF COUNTY COMMISSIONERS
STUDY SESSION STAFF REPORT
STUDY SESSION DATE: February 10,2025
TOPIC: Safety Plan Briefing
ACTION REQUESTED: No Action Required
LEAD STAFF:
Cameron Curtis, County Engineer
RECOMMENDATION:
No Action Required
BRIEFING SUMMARY:
• Public Works Local Road Safety Plan is updated biannually. Counties must
submit a local road safety plan that addresses fatal and serious injury crashes to be
eligible to apply for the Highway Safety Improvement Program call for projects.
(HSIP)
• The Local Road Safety Plan identifies projects utilizing crash data,pavement
management data,and previous Safety Plan details. The plan must identify and
prioritize improvements/countermeasures to address the highest priority locations,
while also documenting how and why the priorities were selected.
• Currently Public Works is utilizing 2023 HSIP funding for Huntzinger Road
Guardrail Phase 1 and Horizontal Curve County-Wide Data Collection.
• Public Works anticipates the following projects to be included in the upcoming
Safety Plan:
o Kittitas Hwy at No. 6 Road Intersection Improvements
o Huntzinger Guardrail Phase 2
o Corridor Improvements Countywide
o Denmark Road Corridor Improvements
o Bridge and Structure Improvements
• HSIP Funding applications are due by March 15, 2025. Public Works intends to
present the final Safety Plan at a regular Agenda session on March 4,2025.
BACKGROUND:
The Washington State Department of Transportation(WSDOT)administers federal
funding for safety improvements through the Highway Safety Improvement Program
(HSIP). WSDOT has issued a call for projects for the upcoming biennium,with
applications due by March 15, 2025. Every other year Public Works is required to update
the Kittitas County Local Road Safety Plan to qualify for the funding. Currently,Public
Works is utilizing this funding source for the Huntzinger Guardrail Phase 1 and the
Horizontal Curve County-Wide Data Collection projects.
Page 1 of 2
Public Works"Work Session Staff Report",2025
Projects for the Safety Plan are identified by compiling fatal and serious injury crash data
provided by WSDOT as well as an analysis of the infrastructure around incident sites
including safety features, signage, pavement conditions, road geometry, and drainage.
Projects are developed utilizing this strategy and ranked by county staff on several
conditions.
DISCUSSION:
Through analysis of this data, Public Works anticipates this year's Safety Plan to include
the following:
Kittitas Hwy at No. 6 Road Intersection Improvements. Public Works has made
several incremental improvements at the intersection over the last few years, but the
criteria(specifically crashes in the last 5 years) evaluated in the Safety Plan still identifies
a need at this location. This project would identify a large-scale capital improvement
project at the intersection.
Huntzinger Guardrail Phase 2. Public Works is currently in the design phase for
guardrail improvements on the first phase of improvements addressing approximately
half of the road segment. This project would look to fund the remaining road segment.
Corridor Improvements Countywide. The compiled data shows a trend of serious
accidents which happen on certain high-volume roads throughout the County including
Look Road,Hanson Road, Cove Road, Bullfrog Road, etc. which could be mitigated with
minor improvements to the corridor. Improvements may include embedded LED
markers, roadway edge-line rumble strips, and/or carsonite delineation markers to
enhance visibility. The low cost of these improvements makes bundling several projects
together an option for addressing several high-risk areas at once.
Denmark Road Corridor Improvements. Denmark Road from Tjossem Road to Fourth
Parallel Road has several safety concerns including narrow structures, non-compliant
horizontal and vertical curve, and drainage concerns. This project would address all
identified safety risks within this corridor.
Bridge and Structure Improvements. Throughout the County there are numerous
bridges and structures with identified safety concerns including unprotected side slopes
and narrow lane widths. This project may include a County Wide evaluation of existing
structures, as well as an implementation phase to address the safety concerns specifically.
Public Works intends to present the complete Safety Plan for adoption at the regular
Agenda session on March 4, 2025, in order to submit applications for funding by the
March 15, 2025, deadline.
FISCAL IMPACTS:
Previous HSIP projects have been authorized for 100%Federal Funding if the County
obligates the construction funding within approximately 2.5 years of award.
Page 2 of 2
Public Works"Work Session Staff Report",2025