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HomeMy WebLinkAbout2019-06-24-minutes-public-works-study-sessionKITTITAS COUNTY COMMISSIONERS Public Works Study Session Regular Meeting Monday June 24, 2019 -1:30 PM Commissioners' Auditorium 205 West 5th Room 109 - Ellensburg 1. Call to Order 2. Request to Approve a Resolution to Award the Contract for the Weihl Road Improvements Project No. RC1574-B2/CRP No. 281-18 to Granite Construction Company and Authorize the Director's Signature on Contract Documents. 3. Request to Approve a Resolution Authorizing the Chair's Signature on Jacobs Engineering Amendment No. 2 to Task Order No. 16 - Fairview Road Culvert Replacement Project. 4. Request to Approve a Resolution to Authorize the Chair's Signature on the Quit Claim Deed Conveying Schaake Levee to the United States Bureau of Reclamation. 5. Tax Parcel Creation and Access Permits Discussion 6. Airport Lease Update 7. Community Rating System Audit Update 8. Other business 9. Adjourn Created on 6/21/2019 7:27:49 AM KITTITAS COUNTY PUBLIC WORKS STUDY SESSION MINUTES COMMISSIONERS' AUDITORIUM, 205 WEST 5TH ROOM 109 - ELLENSBURG Regular Meeting MONDAY 1:30 PM JUNE 24, 2019 Board members present: Chairman Cory Wright; Vice -Chairman Brett Wachsmith Others: Mark Cook, Candie Leader, Public Works; Dan Carlson, Lindsey Ozbolt, Community Development Services; Christy Garcia, Haley Duke, Assessor's Office; Neil Caulkins, Greg Zempel, Prosecuting Attorney's Office and Four (4) Members of the Public At 1:29 pm Chairman Cory Wright opened the Public Works Study Session. No items were added to Other Business. REQUEST TO APPROVE A RESOLUTION TO AWARD THE CONTRACT FOR THE WEIHL ROAD IMPROVEMENTS PROJECT NO. RC1574-B2/CRP NO. 281-18 TO GRANITE CONSTRUCTION COMPANY AND AUTHORIZE THE DIRECTOR'S SIGNATURE ON CONTRACT DOCUMENTS Mark Cook gave background on the project and presented the resolution for approval. Mark Cook stated that the bid opening was on June 20, 2019 and five (5) bids were received. Mark Cook added that the lowest responsive bidder is Granite Construction Company in the amount of $773,258.75. Vice -Chairman Brett Wachsmith made a motion to approve Resolution 2019-107 to award the Contract for the Weihl Road Improvements Project No. RC1574-B2/CRP No. 281-18 and authorize the Public Works Director to Execute Said Contract. Chairman Cory Wright seconded the motion. Motion passed 2-0. REQUEST TO APPROVE A RESOLUTION AUTHORIZING THE CHAIR'S SIGNATURE ON JACOBS ENGINEERING AMENDMENT NO. 2 TO TASK ORDER NO. 16 - FAIRVIEW ROAD CULVERT REPLACEMENT PROJECT Mark Cook stated that with the departure of staff several months ago Public Works elected to enter into a Task Order with Jacobs Engineering for permitting and design support for the Fairview Road Culvert Replacement Project. Mark Cook continued that this Amendment No. 2 to the original task order is for additional civil design services for continued support of the project. Discussion was held. Vice -Chairman Brett Wachsmith made a motion to approve Resolution 2019-108 Authorizing the Chair's Signature on Jacobs Engineering Amendment No. 2 to Task Order No. 16 - Fairview Road Culvert Replacement Project. Chairman Cory Wright seconded the motion. Motion passed 2-0. 2019-06-24 MINUTES REQUEST TO APPROVE A RESOLUTION TO AUTHORIZE THE CHAIR'S SIGNATURE ON THE QUIT CLAIM DEED CONVEYING THE SCHAAKE LEVEE TO THE UNITED STATES BUREAU OF RECLAMATION Mark Cook gave a brief overview of the Schaake Levee and the flood storage impacts affecting local irrigators. Mark Cook continued that in 2015 the end of the levee was damaged and required repairs to be PL 84-99 Program that is managed by the U.S. Army Corp of Engineers. Mark Cook added that the U.S. Army Corp of Engineers sent out a design team and presented repair options to Public Works. Mark Cook stated that staff and stakeholders had concerns on the options presented. Mark Cook continued that this prompted discussions with the Bureau of Reclamation (BOR) taking over the levee without the repairs being completed. Mark Cook commented that staff is now presenting the Quit Claim Deed for consideration giving BOR ownership of the Schaake Levee. Vice -Chairman Brett Wachsmith made a motion to approve Resolution 2019-109 to Authorize the Chair's Signature on the Quit Claim Deed Conveying the Schaake Levee to the United States Bureau of Reclamation. Chairman Cory Wright seconded the motion. Motion passed 2-0. TAX PARCEL CREATION AND ACCESS PERMITS DISCUSSION Mark Cook stated that recently an issue came up regarding issuing access and address permits for a new subdivision that had been approved by the Board of County Commissioners. Mark Cook continued that once a subdivision has been approved the developers are applying for access permits and building permits, however, the parcel number creation isn't complete yet due to workload and timelines in other departments. Mark Cook added that this causes developers and builders to get upset because the issuance is taking longer than expected. Christy Garcia added that preliminary parcel numbers are currently being given to developers upon request so the permitting process can get started and there hasn't been an issue with this until now. Christy Garcia continued that it can take up to a couple of months to get numbers created due to the workload of staff and the process of creating the lots themselves. Mark Cook stated that expectations are being set for the building community to get immediate issuance of parcel numbers and the current practice needs to be more formalized. Discussion was held. Staff was directed to meet internally and present options at a future study session for further discussion. AIRPORT LEASE UPDATE Mark Cook reported that direction was given to staff by the Board to get additional information for formalizing a new lease document for Bowers Field. Mark Cook stated that staff has received a copy of the lease that Yakima uses and a meeting is scheduled with legal counsel to review the modification and termination clause in the current lease. Mark Cook added that the Board is holding a public hearing on July 2, 2019 for a lease at the airport and the new lease can be submitted for approval after that public hearing if the lease is 2019-06-24 MINUTES approved. COMMUNITY RATING SYSTEM AUDIT UPDATE Mark Cook gave background on the Community Rating System (CRS) for the reduction of flood insurance rates to residents of Kittitas County. Mark Cook stated that the current rating for Kittitas County is at a six (6) giving a twenty percent (20%) reduction in flood insurance rates. Mark Cook continued that staff recently had its first audit for the program and the results are troublesome. Mark Cook added that the main issue is the way elevation certificates by surveyors are being completed and the lack of a complete review by staff. Mark Cook further explained that staff has three opportunities to submit the required documentation to maintain the current rating status, however, with two submittals being done already the county is only at a fifty percent (50%) compliance rate for accuracy and ninety percent (90%) is required. Mark Cook added that several staff members are working on getting documentation completed for the final submittal. Mark Cook concluded that it is a realistic expectation the CRS Rating will drop but can't predict how much. Discussion was held. Mark Cook stated that he will follow up with an update once the audit is finalized. Meeting adjourned at 2:08 pm. 2019-06-24 MINUTES KITTITAS COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Cory Wright, Chairman BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO. 2019- 10-1 TO AWARD THE CONTRACT FOR THE WEIHL ROAD IMPROVEMENTS PROJECT NO. RC1574-B2/CRP NO. 281-18 AND AUTHORIZE THE PUBLIC WORKS DIRECTOR TO EXECUTE SAME WHEREAS: The Department of Public Works solicited bids for the Weihl Road Improvements Project No. RC 1574-132 and CRP No. 281-18 contract in accordance with RCW 36.77.020 Contract Procedures; and WHEREAS: Sealed bids were opened on June 20, 2019 at 2:00 p.m. in the Kittitas County Permit Center, Department of Public Works, 411 N. Ruby Street, Suite 1, Ellensburg, Washington; and WHEREAS: Five (5) bids were received for the prescribed work. The Director of Public Works recommends the lowest responsive bid be accepted; and NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best interest of the public, does hereby award the contract for the Weihl Road Improvements Project No. RC1574-132 and CRP No. 281-18 in the amount of $773,258.75 to Granite Construction Company. BE IT FURTHER RESOLVED that the Director for the Department of Public Works is authorized to sign the contract documents for said project. DATED on this 24`s day of June, 2019, at Ellensburg, Washington. .. /0 •,,, Clerk o ,tfq-�board- Julie Kjorsvik ',;,c0llNTY ❑ Deputy Clerk of the Board- Mandy Buchholz BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON ABSENT Laura Osiadacz, Commissioher YLL f n z i "s 8 z c s a s s YLL T J � R E g 9 3 qt . E 2 x 8 i 3 1 J BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO. 2019 1 Ot AUTHORIZING THE CHAIR'S SIGNATURE ON AMENDMENT NO.2 TO TASK ORDER NO. 16 WITH JACOBS ENGINEERING FOR FAIRVIEW ROAD CULVERT I��f��L�1BuI�I►1f]l' ' 1a1�C�l1Y WHEREAS: Jacobs Engineering is currently a Engineering service provider to Public Works selected from County procurement process in 2017; and WHEREAS: Task Order No. 16 with Jacobs provides for civil design services supporting the Fairview Road Culvert Replacement project; and WHEREAS: Fairview Road Culvert Replacement project is listed on Public Works annual construction program for 2019; and WHEREAS: The initial task order ($222,025) is nearing completion and PW desires supplementing the original task order for additional civil design support; NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best interest of the public, does hereby authorize the Chair's signature on Amendment No. 2 to Jacobs Engineering Task Order No. 16 — Fairview Road Culvert Replacement Project. DATED this 24th day of June 2019, at Ellensburg, Washington. OOMMIgs "0'��9 Ui.—_— N' C, c J Cdej,}� ifi oard- Julie Kjorsvik ❑ Deputy Clerk of the Board- Mandy Buchholz BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON ABSENT Laura Osiadacz, Commissioner pS,,D" -.. To uhf o `,,e9 KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS K=AS COUNTY Formal Task Order Document Amendment Jacobs Engineering Group Agreement KCPW2017-19ENV1 Task Order Number 16 AMENDMENT 02 Jacobs Project Number: W3X76516 New Max. Amount Payable: $294,373 Completion Date: 12/31/19 The general provisions and clauses of Local Agency Agreement Number KCPW2017- 19ENV1 shall be in full force and effect for this Task Order Amendment. Location of Project: Kittitas County, Ellensburg Project Title: Fairview Road Culvert Replacement — Amendment 02: Hydraulic Final Design and Project Redesigns per Landowner Concerns Scope of Work: This Task Order Amendment is being provided to Kittitas County (COUNTY) at their request. The original scope of work for Hydraulics included only a 60% design package, with the completion the responsibility of the COUNTY. A lack of COUNTY forces now requires Jacobs to complete full hydraulic design. In addition, a change in access demanded by the property owner during the final phase of design requires project redesign. Changes will include removing planned access road, designing a new water -crossing bridge, associated roadway geometric and hydraulic changes, and providing forward -compatible irrigation infrastructure through the new roadway. A summary of amended tasks follows • Amend Task 2 (Agency Coordination) to provide additional budget to cover multiple additional meetings with property owners, KCCD, and WDFW. C^s,,DES. p�<� `°y�9 KZTTZTAfS COUNTY DEPARTMENT OF PUBLIC WORKS KITTITAS COONTI • Amend Task 4 (Hydraulic Analysis and Reporting) to complete full hydraulic design, from 60% through final design. Additional stream modeling and design is also required based on the addition of the landowner access bridge and evaluations required for crossing options. • Amend Task 5 (Environmental) to include additional work on permitting the new landowner access bridge. • Amend Task 8 (Civil Engineering) to include project redesign efforts and coordination with the design team resulting from the need for a new landowner access bridge and irrigation infrastructure. Jacobs will identify location options for the new structure and provide design details sufficient for final PS&E. Jacobs will also provide a second plans package for COUNTY forces to construct the access bridge. Due to these late changes, the project construction date is pushed to fall of 2019. In order to allow for engineering and environmental support during construction, we are amending the end date of the task order to December 31, 2019. The amendment will include the following specific changes: Task 01— Project Management No changes to the original task order. Task 02 — Agency Coordination Task 02 is amended as follows: Jacobs will facilitate meetings with landowners, WDFW, and Kittitas County Conservation District to determine project design needed to advance the project. This will include up to four meetings as a group or facilitation with individual parties. Task 03 — Geotechnical Investigations and Reporting No changes to the original task order. Task 04 — Hydraulic Analysis and Report Task 04 is amended as follows: Jacobs will now complete full creek realignment design in support of the final PS&E package and provide hydraulic support for the addition of the new landowner access bridge. 1. 100% PSE Development: a. Structural and hydraulic plans, elevations, details, and special provisions for both the roadway culvert and landowner access bridge. 2. New bridge modeling a. 2D modeling in support of the new landowner access bridge. Modeling is required at each potential bridge location for the permit package. 3. Deliverables a. Hydraulic base of design for new bridge structure U,SClnE _.10% Heck`-X=XTzkiSi COUNTY DEPARTMENT OF PUBLIC WORKS KITT%TAS COUNTY b. 100% Draft and Final Plans (8 sheets) Task 05 - Environmental Documentation and Permitting Task 05 is amended as follows: The addition of the landowner access bridge requires a JARPA amendment package for WDFW. Jacobs will amend the JARPA and coordinate with WDFW for acquisition of the HPA. 1. Deliverables: a. JARPA package amendment, with maps and plans, in support of the HPA. Task 06 - Structural Engineering No changes to the previous Task Order. Task 07 - Right of Way No changes to the original Task Order. Task 08 - Civil, Plans, and MOT Assistance Task 08 is amended as follows: 1. Roadway Design Services a. Remove landowner access road from design file and plans. b. Develop full designs for new landowner access bridge. Coordinate with COUNTY and subconsultant team to incorporate changed Right of Way, and Hydraulic design elements into the new Project Design File. c. Revise existing and proposed geometrics, design elements, design variances, design decisions, drainage design, based on the new project design. d. Update Project Design File. e. Incorporate irrigation infrastructure into the roadway plan set and specials. f. Revise PS&E to include multiple design changes. g. Updated construction cost for advertisement. 2. Deliverables: a. Draft and Final Basis of Design Memo b. 30% Plan Set c. 60% Progress set of Plans, Specifications, and Estimate d. 90% Design Plans (11x17 PDF and CAD files) e. Special Provisions for Roadway Elements f Compiled 90% PS&E Set g. 100% Design Plans (11x17 PDF and CAD files) h. Compiled 100% PS&E Set for Roadway i. Compiled plan set for COUNTY forces work. j. List of Bid Items and Quantities with backup calculations k. Probable construction cost for advertisement c ^\ C ,,DES, ro IHF n l 9 KITTITAS COUNTY xaz-raTAs covrTz� DEPARTMENT OF PUBLIC SIO Task 09 — Construction Support No changes to the original Task Order. TASK ORDER AMENDMENT ASSUMPTIONS: 1. None provided. AMENDED COST ESTIMATE: Total - $294,373 amended as shown in the following table: Amended Cost and Hours Surninary Additional Hours Task Name Jacobs Task 01 — Project Management Task 02 — Agency Coordination 15 Task 03 — Reporting Geotechnical Analysis and Task 04 — Reporting Hydraulic Analysis and 220 Task 05 — Environmental Documentation and Permitting 50 Task 06 — Structural Engineering Task 07 — Right -of -Way Task 08 — Civil Plans MOT Assistance 220 Task 09 — Construction Support Previous Task Order Hours 1,349 AMENDED TASK ORDER HOURS 1,854 Previous Task Order Cost $243 173 AMENDED TASK ORDER COST t 24,343 Project Schedule: • Advertisement: 6/27/19 • Task Order Completion: 12/31/19 Agency Signature: c Date: Consultant Signature: Date: J ASolr W •S+'^C� � l� � SacabS BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO. 2019 - 109 AUTHORIZE THE CHAIR'S SIGNATURE ON THE QUITCLAIM DEED CONVEYING INTERESTS IN THE SCHAAKE LEVEE TO UNITED STATES BUREAU OF RECLAMATION WHEREAS: Kittitas County accepted an easement in September 1952 for the purposes of accessing and maintaining a Yakima River dyke (levee) on lands near/on the Schaake property; and WHEREAS: Kittitas County accepted an additional easement for access and maintaining a dyke (levee) in December 1975; and WHEREAS: The County has maintained the dyke (levee) since acceptance of the easements; and WHEREAS: The United States Bureau of Reclamation desires setting the dyke (levee) back from the Yakima River bank and has prepared engineering and construction documents supporting dyke (levee) relocation; NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best interest of the public, does hereby quitclaim deed all interest in Schaake dyke (levee) easements to the United States Bureau of Reclamation. BE IT FURTHER RESOLVED that the Board of County Commissioners does authorize the Chair's signature on the Quitclaim deed conveying all interest in the Schaake dyke (levee) and access. DATED this 24th day of June, 2019, at Ellensburg, Washington. `JOp❑$'if Ilhryp.. \�"�� GOMM/SSS'''% SEAL �'Atfesl - rk tl�( Board- Julie Kjorsvik ❑ Deputy Clerk of the Board- Mandy Buchholz BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON ABSENT Laura Osiadacz, Commissioner QUITCLAIM DEED KITTITAS COUNTY OF WASHINGTON, hereinafter referred to as the Grantor, for and in consideration of mutual benefits, hereby conveys and quitclaims unto the UNITED STATES OF AMERICA and its successors and assigns, hereinafter referred to as the Grantee, all right, title and interest in that certain dyke, in its current condition, and to the following described as: That Dyke in West Half (W 1/2) of Section Eleven (11), and the North Half (NI/2) of Section Fourteen (14), all within Township Seventeen (17) North, Range Eighteen (18) East, Willamette Meridian, State of Washington, Kittitas County, lying on the east side of the Yakima River. The specific details concerning all of which may be found in that certain survey as parcels 16 and 21 as recorded April 29, 2002 in Book 27 of Surveys, Pages 148 and 149, under Auditor's File No. 200204290002, records of Kittitas County, Washington, being a portion of the Southwest Quarter (SW1/4) of Section 11 and of the North Half (NI/2) of Section 14, all within Township 17 North, Range 18 East, WM, in the County of Kittitas, State of Washington. In addition, this includes the easements to Kittitas County as follows: for access, dyke and borrow area, recorded September 5, 1952 and September 10, 1952, Instrument No. 232781 and 232864, Volume 90, Pages 233 and 239, respectively, for the Southeast Quarter of the Northwest Quarter of said Section 14; an easement for access and a dyke recorded March 31, 1972, Instrument No. 374298 and 374299 of Volume 28, Page 731 and 732 for the SW1/4 of the NW 1/4 and NW 1/4 of Section 11, and NW 1/4 of Section 14, respectively; an easement for access and a dyke dated November 26, 1975, recorded December 2, I975, Instrument No. 401513 of Volume 67 Page 82, affecting aportion of the Southwest Quarter of Section 11, lying east side of the Yakima River; and an easement for access and a dyke recorded February 17, 1976, Instrument No. 402860, affecting the North Half of Section 14; all within Township Seventeen (17) North, Range Eighteen (18) East, WM, Kittitas County, Washington. Subject to all existing encumbrances, including easements, restrictions and reservations, if any. 06/24/2019 02:34:42 PM 201906240031 $101.00 Page:f of 3 Quit Claim Dead KC PUBIC WORKS illIE I11Illl llI4III 1111111111 1111 111111 IN After Recording Return To: Cory Wright Kittitas County REVIEWED BY 205 W. 5"Avenue, Suite 108 KITTITAS COUNTY TREA URUR R!1 Ellensburg, WA 98926-2887 �����QQ DEPUTY ATE DATE- Quitclaim Quitclaim Deed Grantor(s): Kinitas County of Washington Gramee(s): United States of America Legal Description: WI/2 See 11, Nl/2 See 14, all within Tl7N, RISE, WM Tax Parcels: pms of 738633, 17155, 17156, 17161, 17162, 218733, 758633, 258733, 028733, 228733, 218733, 188733, 178733, 168733 QUITCLAIM DEED KITTITAS COUNTY OF WASHINGTON, hereinafter referred to as the Grantor, for and in consideration of mutual benefits, hereby conveys and quitclaims unto the UNITED STATES OF AMERICA and its successors and assigns, hereinafter referred to as the Grantee, all right, title and interest in that certain dyke, in its current condition, and to the following described as: That Dyke in West Half (W 1/2) of Section Eleven (11), and the North Half (NI/2) of Section Fourteen (14), all within Township Seventeen (17) North, Range Eighteen (18) East, Willamette Meridian, State of Washington, Kittitas County, lying on the east side of the Yakima River. The specific details concerning all of which may be found in that certain survey as parcels 16 and 21 as recorded April 29, 2002 in Book 27 of Surveys, Pages 148 and 149, under Auditor's File No. 200204290002, records of Kittitas County, Washington, being a portion of the Southwest Quarter (SW1/4) of Section 11 and of the North Half (NI/2) of Section 14, all within Township 17 North, Range 18 East, WM, in the County of Kittitas, State of Washington. In addition, this includes the easements to Kittitas County as follows: for access, dyke and borrow area, recorded September 5, 1952 and September 10, 1952, Instrument No. 232781 and 232864, Volume 90, Pages 233 and 239, respectively, for the Southeast Quarter of the Northwest Quarter of said Section 14; an easement for access and a dyke recorded March 31, 1972, Instrument No. 374298 and 374299 of Volume 28, Page 731 and 732 for the SW1/4 of the NW 1/4 and NW 1/4 of Section 11, and NW 1/4 of Section 14, respectively; an easement for access and a dyke dated November 26, 1975, recorded December 2, I975, Instrument No. 401513 of Volume 67 Page 82, affecting aportion of the Southwest Quarter of Section 11, lying east side of the Yakima River; and an easement for access and a dyke recorded February 17, 1976, Instrument No. 402860, affecting the North Half of Section 14; all within Township Seventeen (17) North, Range Eighteen (18) East, WM, Kittitas County, Washington. Subject to all existing encumbrances, including easements, restrictions and reservations, if any. Filed for Record 06/24/2019 02:34:42 PM - Kittitas County, WA Auditor - 201906240031 Page 2 of 3 The acquiring federal agency is the Department of the Interior, Bureau of Reclamation. The Grantee herein, on behalf of itself and its successors or assigns, releases the Grantor from any operation and maintenance responsibilities. Dated this o `I day of�� 4e, 2019. KITTITAS COUNTY OF WASHINGTON Coryn t Chair of the Kittitas County Board of Commissioners ACCEPTANCE BY: United States of America Department of the Interior Bureau of Reclamation Filed for Record 06/24/2019 02:34:42 PM - Kittitas County, WA Auditor - 201906240031 Page 3 of 3 ACKNOWLEDGEMENT STATE OF WASHINGTON) ss:) COUNTY OF KITTII'AS ) On this the a day of 2019, personally appeared before me, the undersigned Notary, Cory Wright, Chair of the Board of Commissioners for Kittitas County of Washington, a Washington State entity, known to me to be the individual that executed the within and foregoing instrument and acknowledged said instrument to be the free and voluntary act and deed, for the uses and purposes therein mentioned, and on oath stated that h! , to execute said instrument, for the entity. STATE OF WASHINGTON) ss:) COUNTY OF YAKIMA ) tary PubliEl for the State of Washington Residing at: 'I ( 81.15 b t ISL My Commission Expires: ACKNOWLEDGMENT On this the /L3,;? day of iT,t/G" , 2019, personally appeared before me, the undersigned Notary, Dawn Wiedmeier, known to me to be the official of THE UNITED STATES OF AMERICA, that executed the within and foregoing instrument and acknowledged said instrument to be the free and voluntary act and deed of the United States, for the uses and purposes therein mentioned, and on oath stated that she was authorized to execute said instrument. IN WITNESS WHEREOF, I have hereunto set my'hand and affixed my official seal on the day and year first above written. tary. Public (4LY uiWashingt9 1kL) MVAN;METER15, 2020 tary Public for the State of Washington esiding at: _Oxelynx API My Commission expires: /.5 p KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS STUDY SESSION STAFF REPORT STUDY SESSION DATE: June 24, 2019 ACTION REQUESTED: Request to Approve a Resolution to Award the Contract for the Weihl Road Improvements Project No. RC1574-B2/ CRP No. 281-18 to Granite Construction Company and Authorize the Director's Signature on Contract Documents. BACKGROUND: Public Works opened construction bids for the Weihl Road Improvements Project No. RCI 574-B2/CRP No. 281-18 on June 20, 2019. Five (5) bidders responded and the lowest responsible bidder is Granite Construction Company in the amount of $773,258.75. The Engineer's estimate is $861,320. INTERACTION: Public Works RECOMMENDATION: Approve the Resolution to Award the contract to for the Weihl Road Improvements Project No. RC1574-B2/CRP No. 281-18 to Granite Construction Company and authorize the Director's signature on contract documents HANDLING: Return one original to Public Works ATTACHMENTS: Resolution LEAD STAFF: Mark R. Cook, Director BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO. 2019 - TO AWARD THE CONTRACT FOR THE WEIHL ROAD IMPROVEMENTS PROJECT NO. RC1574-B2/CRP NO. 281-18 AND AUTHORIZE THE PUBLIC WORKS DIRECTOR TO EXECUTE SAME WHEREAS: The Department of Public Works solicited bids for the Weihl Road Improvements Project No. RCI 574-132 and CRP No. 281-18 contract in accordance with RCW 36.77.020 Contract Procedures; and WHEREAS: Sealed bids were opened on June 20, 2019 at 2:00 p.m. in the Kittitas County Permit Center, Department of Public Works, 411 N. Ruby Street, Suite 1, Ellensburg, Washington; and WHEREAS: Five (5) bids were received for the prescribed work. The Director of Public Works recommends the lowest responsive bid be accepted; and NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best interest of the public, does hereby award the contract for the Weihl Road Improvements Project No. RCI 574-132 and CRP No. 281-18 in the amount of $773,258.75 to Granite Construction Company. BE IT FURTHER RESOLVED that the Director for the Department of Public Works is authorized to sign the contract documents for said project. DATED on this 24`s day of June, 2019, at Ellensburg, Washington. Attest: ❑ Clerk of the Board- Julie Kjorsvik ❑ Deputy Clerk of the Board- Mandy Buchholz BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Cory Wright, Chairman Brett Wachsmith, Vice -Chairman Laura Osiadacz, Commissioner . y......f | .........� | ..� ! I .........� ! | ..!....... | I id 0 W ° o 3 6 g� E d 3gg� B. 8 R 8 4 W KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS STUDY SESSION STAFF REPORT STUDY SESSION DATE: June 24, 2019 ACTION REQUESTED: Request to Approve a Resolution Authorizing the Chair's Signature on Jacobs Engineering Amendment No. 2 to Task Order No. 16 — Fairview Road Culvert Replacement Project BACKGROUND: Jacobs Engineering is one of Public Works (PW) engineering consultants selected in early 2017 pursuant to County procurement process for professional engineering services. Task Order No. 16 is nearing completion of the initial $222,025 limit established by the Board and PW desires having Jacobs conduct additional civil design services supporting the Fairview Road Culvert Replacement project. The new maximum task order amount is: $294,373. INTERACTION: Public Works RECOMMENDATION: Approve the Resolution authorizing the Chair's signature on Jacobs Engineering Amendment No. 2 to Task Order No. 16 — "Fairview Road Culver Replacement". HANDLING: Return one original to Public Works. ATTACHMENTS: Resolution; Task Order Amendment. LEAD STAFF: Mark R. Cook, Director BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO. 2019 - AUTHORIZING THE CHAIR'S SIGNATURE ON AMENDMENT NO.2 TO TASK ORDER NO. 16 WITH JACOBS ENGINEERING FOR FAIRVIEW ROAD CULVERT REPLACEMENT PROJECT WHEREAS: Jacobs Engineering is currently a Engineering service provider to Public Works selected from County procurement process in 2017; and WHEREAS: Task Order No. 16 with Jacobs provides for civil design services supporting the Fairview Road Culvert Replacement project; and WHEREAS: Fairview Road Culvert Replacement project is listed on Public Works annual construction program for 2019; and WHEREAS: The initial task order ($222,025) is nearing completion and PW desires supplementing the original task order for additional civil design support; NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best interest of the public, does hereby authorize the Chair's signature on Amendment No. 2 to Jacobs Engineering Task Order No. 16 — Fairview Road Culvert Replacement Project. DATED this 24th day of June 2019, at Ellensburg, Washington. BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Cory Wright, Chairman Attest: ❑ Clerk of the Board- Julie Kjorsvik Brett Wachsmith, Vice -Chairman ❑ Deputy Clerk of the Board- Mandy Buchholz Laura Osiadacz, Commissioner ADES... YO ]fIECO�G�b KIMTns coonry Form Ky2W11TA8 COILTWWW DEPARTMENT OF PUBLIC WORKS Order Document Jacobs Engineering Group Agreement KCPW2017-19ENV1 Task Order Number 16 AMENDMENT 02 Jacobs Project Number: W3X76516 New Max. Amount Payable: $294,373 Completion Date: 12/31/19 The general provisions and clauses of Local Agency Agreement Number KCPW2017- 19ENV1 shall be in full force and effect for this Task Order Amendment. Location of Project: Kittitas County, Ellensburg. t Project 'Title: Fairview Road Culvert Replacement — Amendment 02: Hydraulic Final Design and Project Redesigns per Landowner Concerns Scope of Work: This Task Order Amendment is being provided to Kittitas County (COUNTY) at their request. The original scope of work for Hydraulics included only a 60% design package, with the completion the responsibility of the COUNTY. A lack of COUNTY forces now requires Jacobs to complete full hydraulic design. In addition, a change in access demanded by the property owner during the final phase of design requires project redesign. Changes will include removing planned access road, designing a new water -crossing bridge, associated roadway geometric and hydraulic changes, and providing forward -compatible irrigation infrastructure through the new roadway. A summary of amended tasks follows: Amend Task 2 (Agency Coordination) to provide additional budget to cover multiple additional meetings with property owners, KCCD, and "FW. Aspmes _.ro'naeco o DEPARTMENT OF PUBLIC WORKS KITTITAS COC,�'1'Y • Amend Task 4 (Hydraulic Analysis and Reporting) to complete full hydraulic design, from 60% through final design. Additional stream modeling and design is also required based on the addition of the landowner access bridge and evaluations required for crossing options. • Amend Task 5 (Environmental) to include additional work on permitting the new landowner access bridge. • Amend Task 8 (Civil Engineering) to include project redesign efforts and coordination with the design team resulting from the need for a new landowner access bridge and irrigation infrastructure. Jacobs will identify location options for the new structure and provide design details sufficient for final PS&E. Jacobs will also provide a second plans package for COUNTY forces to construct the access bridge. Due to these late changes, the project construction date is pushed to fall of 2019. In order to allow for engineering and environmental support during construction, we are amending the end date of the task order to December 31, 2019. The amendment will include the following specific changes: Task 01— Project Management No changes to the original task order. Task 02 — Agency Coordination Task 02 is amended as follows: Jacobs will facilitate meetings with landowners, WDFW, and Kittitas County Conservation District to determine project design needed to advance the project. This will include up to four meetings as a group or facilitation with individual parties. Task 03 — Geotechnical Investigations and Reporting No changes to the original task order. Task 04 — Hydraulic Analysis and Report Task 04 is amended as follows: Jacobs will now complete full creek realignment design in support of the final PS&E package and provide hydraulic support for the addition of the new landowner access bridge. 100% PSE Development: a. Structural and hydraulic plans, elevations, details, and special provisions for both the roadway culvert and landowner access bridge. New bridge modeling a. 2D modeling in support of the new landowner access bridge. Modeling is required at each potential bridge location for the permit package. 3. Deliverables a. Hydraulic base of design for new bridge structure �, �PSCPOFS._'fO YHE COC pa KXTTIA� C®UPTTY DEPARTMENT OF PUBLIC WORKS KIiTIIAS CAUNTY b. 100% Draft and Final Plans (8 sheets) Task 05 — Environmental Documentation and Permitting Task 05 is amended as follows: The addition of the landowner access bridge requires a JARPA amendment package for WDFW. Jacobs will amend the JARPA and coordinate with WDFW for acquisition of the HPA. 1. Deliverables: a. JARPA package amendment, with maps and plans, in support of the HPA. Task 06 — Structural Engineering No changes to the previous Task Order. Task 07 — Right of Way No changes to the original Task Order. Task 08 — Civil, Plans, and MOT Assistance Task 08 is amended as follows: 1. Roadway Design Services a. Remove landowner access road from design file and plans. b. Develop full designs for new landowner access bridge. Coordinate with COUNTY and subconsultant team to incorporate changed Right of Way, and Hydraulic design elements into the new Project Design File. c. Revise existing and proposed geometries, design elements, design variances, design decisions, drainage design, based on the new project design. d. Update Project Design File. e. Incorporate irrigation infrastructure into the roadway plan set and specials. f. Revise PS&E to include multiple design changes. g. Updated construction cost for advertisement. 2. Deliverables: a. Draft and Final Basis of Design Memo b. 30% Plan Set c. 60% Progress set of Plans, Specifications, and Estimate d. 90% Design Plans (11x17 PDF and CAD files) e. Special Provisions for Roadway Elements f. Compiled 90% PS&E Set g. 100% Design Plans (11x17 PDF and CAD files) h. Compiled 100% PS&E Set for Roadway i. Compiled plan set for COUNTY forces work. j. List of Bid Items and Quantities with backup calculations k. Probable construction cost for advertisement �GpSCADES... Tp 1HECD �rT T►q J��'V ��1 T�T/��� `PD�� CG'65 L�i�11 Aim `I® V 1� 1 Z DEPARTMENT OF PUBLIC WORKS KI'I"I't'1'AS COUMfY Task 09 — Construction Support No changes to the original Task Order. TASK ORDER AMENDMENT ASSUMPTIONS: 1. None provided. AMENDED COST ESTIMATE: Total - $294,373 amended as shown in the following table: Amended Cost and Hours Summan, Additional Hours Task Name Jacobs Task 01 — Project Management Task 02 — Agency Coordination 15 Task 03 — Geotechnical Analysis and Reporting Task 04 — Hydraulic Analysis and Re ortin 220 Task 05 — Environmental Documentation and Permitting 50 Task 06 — Structural Engineering Task 07 — Right -of -Way Task 08 — Civil Plans MOT Assistance 220 Task 09 — Construction Support Previous Task Order Hours 1 349 AMENDED TASK ORDER HOURS 1854 Previous Task Order Cost $243 173 AMENDED TASK ORDER COST $294,373 Project Schedule: • Advertisement: 6/27/19 • Task Order Completion: 12/31/19 Agency Signature: Date: Consultant Signature: �.>,l� � ,,%" Date: �( � S KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS STUDY SESSION STAFF REPORT STUDY SESSION DATE: June 24, 2019 ACTION REQUESTED: Request to Approve a Resolution to Authorize the Chair's Signature on the Quit Claim Deed Conveying Schaake Levee to the United States Bureau of Reclamation BACKGROUND: United States Bureau of Reclamation (USBR) is implementing a restoration project on the Schaake property that will reconnect approximately 130 acres of natural floodplain to the Yakima River. This project will improve habitat conditions and will reduce flood risk at I-90, the City of Ellensburg Waste Water Treatment Plant, the Burlington Northern Santa Fe railroad, and Wilson Creek through and downstream from the Schaake property. DISCUSSION: Conveying Kittitas County's rights for building and maintaining flood control structures on the Schaake property will enable USBR to proceed with their project, which improve riverine habitat and reduce flood risks. Transferring these rights also clearly establishes USBR's responsibilities for maintaining flood control structures at this location. The transfer eliminates flood control liability from the County for downstream property owners and ongoing maintenance costs. The Board's attorney has communicated to Public Works staff that Real Estate Excise Tax Affidavit is not required supporting the conveyance of the easement. INTERACTION: Public Works RECOMMENDATION: Authorize the Chair's signature on the quitclaim deed conveying Schaake Levee to USBR. HANDLING: Return one original to Public Works ATTACHMENTS: Resolution; Quit Claim Deed; Electronic message regarding REETA LEAD STAFF: Mark R. Cook, Director BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO. 2019 - AUTHORIZE THE CHAIR'S SIGNATURE ON THE QUITCLAIM DEED CONVEYING INTERESTS IN THE SCHAAKE LEVEE TO UNITED STATES BUREAU OF RECLAMATION WHEREAS: Kittitas County accepted an easement in September 1952 for the purposes of accessing and maintaining a Yakima River dyke (levee) on lands near/on the Schaake property; and WHEREAS: Kittitas County accepted an additional easement for access and maintaining a dyke (levee) in December 1975; and WHEREAS: The County has maintained the dyke (levee) since acceptance of the easements; and WHEREAS: The United States Bureau of Reclamation desires setting the dyke (levee) back from the Yakima River bank and has prepared engineering and construction documents supporting dyke (levee) relocation; NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best interest of the public, does hereby quitclaim deed all interest in Schaake dyke (levee) easements to the United States Bureau of Reclamation. BE IT FURTHER RESOLVED that the Board of County Commissioners does authorize the Chair's signature on the Quitclaim deed conveying all interest in the Schaake dyke (levee) and access. DATED this 24th day of June, 2019, at Ellensburg, Washington. BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Cory Wright, Chairman Attest: ❑ Clerk of the Board- Julie Kjorsvik Brett Wachsmith, Vice -Chairman ❑ Deputy Clerk of the Board- Mandy Buchholz Laura Osiadacz, Commissioner Arden Thomas From: Neil Caulkins Sent: Thursday, June 13, 2019 9:28 AM To: Arden Thomas Subject: RE: REET tax affidavit exception WAC Sounds like it is not. From: Arden Thomas Sent: Wednesday, June 12, 2019 4:20 PM To: Lisa Murray Cc: Neil Caulkins; Amy Cziske Subject: RE: REET tax affidavit exception WAC Thank you Lisa for digging into this. Neil, do you think that a REETA is necessary? If not, we will proceed without it, using that process that Lisa has identified. Arden From: Lisa Murray Sent: Wednesday, June 12, 2019 11:03 AM To: Arden Thomas Cc: Neil Caulkins; Amy Cz!ske Subject: RE: REEF tax affidavit exception WAC Hello Arden, So, I did a little more digging and found that RCW 458-61A-111 specifically states that, in the cases of easements, an excise affidavit is required only if the transfer is taxable. Since there is no consideration being given, this means that if you brought the quit claim deed to our office, we could confirm that it was for an easement with no money was changing hands and then place a "review by' stamp on it. The Auditor's office has indicated that as long as we've reviewed it, then they are willing to record it. Should you feel that a REETA is absolutely necessary, I cannot tell you which specific exemption code to use. Based upon what you've shared with me regarding the transaction and what I read in the RCWs, there are a couple that might fit your situation. Again, if you choose to go that route, you should ask Neil to review them and determine which is best. The codes that might be applicable: 458-61A-205 (4) —Governmental transfers —Transfers for a public purpose 458-61A-215 — Clearing or exiting title, and additions to title: this code requires a narrative that explains the nature of the clearance and it must be signed by both parties or their agents. Please let me know if you have any questions. Thank you! Lisa Murray Administrative Assistant III I Kittitas County Treasurer From: Arden Thomas Sent: Wednesday, June 12, 2019 8:03 AM To: Lisa Murray Cc: Neil Caulkins Subject: REET tax affidavit exception WAC Lisa, I spoke with Reclamation and Neil Caulkins, and will be proceeding, utilizing the quitclaim deed to convey our interests in the dyke to Reclamation. Can you provide me with the correct REET tax affidavit exception, and I will fill out the REET form. Thanks for your help, Arden Arden Thomas I Water Resource Program Manager Kittitas County Public Works 1 411 North Ruby, Suite 1 I Ellensburg, WA 98926 Direct: 509.962.7690 1 Cell: 509.306.5048 Notice: Fa4I sent to Kittitas County inay be subject to public disclosure as required by taw. message id: 38eb45916c6dcbdac24bb8719d004a14 After Recording Return To: Cory Wright Kittitas County 205 W. 5t' Avenue, Suite 108 Ellensburg, WA 98926-2887 Quitclaim Deed Grantor(s): Kittitas County of Washington Grantee(s): United States of America Legal Description: W1/2 Sec 11, N1/2 Sec 14, all within T17N, R18E, WM Tax Parcels: pins of 738633, 17155, 17156, 17161, 17162, 218733, 758633, 258733, 028733, 228733, 218733, 188733, 178733, 168733 QUITCLAIM DEED KITTITAS COUNTY OF WASHINGTON, hereinafter referred to as the Grantor, for and in consideration of mutual benefits, hereby conveys and quitclaims unto the UNITED STATES OF AMERICA and its successors and assigns, hereinafter referred to as the Grantee, all right, title and interest in that certain dyke, in its current condition, and to the following described as: That Dyke in West Half (W1/2) of Section Eleven (11), and the North Half (NI/2) of Section Fourteen (14), all within Township Seventeen (17) North, Range Eighteen (18) East, Willamette Meridian, State of Washington, Kittitas County, lying on the east side of the Yakima River. The specific details concerning all of which may be found in that certain survey as parcels 16 and 21 as recorded April 29, 2002 in Book 27 of Surveys, Pages 148 and 149, under Auditor's File No. 200204290002, records of Kittitas County, Washington, being a portion of the Southwest Quarter (SW 1/4) of Section I 1 and of the North Half (N1/2) of Section 14, all within Township 17 North, Range 18 East, WM, in the County of Kittitas, State of Washington. In addition, this includes the easements to Kittitas County as follows: for access, dyke and borrow area, recorded September 5, 1952 and September 10, 1952, Instrument No. 232781 and 232864, Volume 90, Pages 233 and 239, respectively, for the Southeast Quarter of the Northwest Quarter of said Section 14; an easement for access and a dyke recorded March 31, 1972, Instrument No. 374298 and 374299 of Volume 28, Page 731 and 732 for the SWIA of the NWl/4 and NW 1/4 of Section 11, and NWl/4 of Section 14, respectively; an easement for access and a dyke dated November 26, 1975, recorded December 2, 1975, Instrument No. 401513 of Volume 67 Page 82, affecting a portion of the Southwest Quarter of Section 11, lying east side of the Yakima River; and an easement for access and a dyke recorded February 17, 1976, Instrument No. 402860, affecting the North Half of Section 14; all within Township Seventeen (17) North, Range Eighteen (18) East, WM, Kittitas County, Washington. Subject to all existing encumbrances, including easements, restrictions and reservations, if any. The acquiring federal agency is the Department of the Interior, Bureau of Reclamation. The Grantee herein, on behalf of itself and its successors or assigns, releases the Grantor from any operation and maintenance responsibilities. Dated this day of 2019. KITTITAS COUNTY OF WASHINGTON Cory Wright Chair of the Kittitas County Board of Commissioners ACCEPTANCE BY: United States of America Department of the Interior Bureau of Reclamation B V v� Name:Q Title: AyrAr ACKNOWLEDGEMENT STATE OF WASHINGTON ) ss:) COUNTY OF KITTITAS ) On this the day of , 2019, personally appeared before me, the undersigned Notary, Cory Wright, Chair of the Board of Commissioners for Kittitas County of Washington, a Washington State entity, known to me to be the individual that executed the within and foregoing instrument and acknowledged said instrument to be the free and voluntary act and deed, for the uses and purposes therein mentioned, and on oath stated that he is authorized to execute said instrument for the entity. Notary Public for the State of Washington Residing at: My Commission Expires: ACKNOWLEDGMENT STATE OF WASHINGTON) ss:) COUNTY OF YAKIMA ) On this the X55 day of , 2019, personally appeared before me, the undersigned Notary, Dawn Wiedmeier, known to me to be the official of THE UNITED STATES OF AMERICA, that executed the within and foregoing instrument and acknowledged said instrument to be the free and voluntary act and deed of the United States, for the uses and purposes therein mentioned, and on oath stated that she was authorized to execute said instrument. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal on the day and year first above written. Notliry Public LDEB Stnte,ofWashington ORli M VAN METEROMMISSION'EXPIRES JULY 15, 2020 0tPublic for the State of Washington ng at: yi0eflnx /o/I My Commission expires: do KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION DATE: June 24, 2019 TOPIC: Tax Parcel Creation and Access Permits ACTION REQUESTED: Direct Staff Work with the Assessor's Office Identifying Possible Options LEAD STAFF: Mark R. Cook RECOMMENDATION: Direct staff to work with the Assessor's Office identifying possible options allowing newly created parcels to move through the initial permit process in the absence of specific tax parcel numbers being assigned. BRIEFING SUMMARY: • Newly recorded plats create legal lots • Developers rush in for building permits • Access permits require lot numbers for processing • Work load in the Assessor's Office does not always support developer timelines BACKGROUND: Currently, upon the recording of new land use developments that create new lots in the Auditor's Office, developers are immediately seeking building permits. Public Works requires each lot obtain an access permit that follows the building permit. Increasingly, owing to work load, developers are seeking access permits before tax parcel numbers are assigned by the Assessor's Office. The absence of an assigned tax parcel number creates issues with PW processing access permits. DISCUSSION: Working around the current process, the Assessor's Office has recently given "preliminary parcel" numbers as a list to PW attempting to facilitate building permits for developers. PW expects eventual issues will inevitably come up as we attempt to process permits ahead of final tax parcel number allocation. PW believes several options exist: • Setting appropriate expectations for developers allowing sufficient time for the Assessor's Office to produce tax parcel numbers following plat recording • Develop a system creating blocks of numbers for use and assignment by PW to individual access permits • A third undefined option likely created by staff working cooperatively in the Assessor's Office with PW staff Page 1 of 2 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT FISCAL IMPACTS: Undefined at this time. ATTACHMENTS: None. Page 2 of 2 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION DATE: June 24, 2019 TOPIC: Airport Lease Update ACTION REQUESTED: Informational — No Action Required LEAD STAFF: Mark R. Cook RECOMMENDATION: Informational briefing only — no Board action required. BRIEFING SUMMARY: • Board directed action obtaining Yakima lease is complete and has been routed to the Prosecuting Attorney's Office • Staff has also provided portions of Revised Code of Washington (RCW 14.08.120) • The two items provide sufficient guidance resolving potential lease rates and concerns over section 22 of our current lease BACKGROUND: • Current lease language is being opposed by hangar owners specifically section 22 of the existing lease • It appears that state law provides resolution likely acceptable to leasees • Yakima imposes a set percentage of lease increase for every five year period and audits the increase against the Consumer Price Index for Seattle, WA DISCUSSION: RCW 14.08.120 (5) appears to require arbitration resolving lease disputes between the Board and leasees. PW has a legal request pending with the Prosecuting Attorney's Office that will resolve the issue. Imposing a fixed percentage of increase and/or the use of the consumer price index as measured in Seattle, WA provides predictability to leasees and to Airport management. The Board is currently seeking professional advice on an appropriate rate structure for Bowers Field. FISCAL IMPACTS: Undetermined at the time of this briefing. ATTACHMENTS: None. Page 1 of 1 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION DATE: June 24, 2019 TOPIC: Community System Rating Audit Update ACTION REQUESTED: Informational Brief — No Action Required LEAD STAFF: Mark R. Cook RECOMMENDATION: Informational briefing only, no Board action required. BRIEFING SUMMARY: • Kittitas County participates in the Community Rating System (CRS) • CRS is administered by Insurance Services Office Inc (ISO) • The system allows communities to receive reduced floodplain insurance rates based on performance within system requirements • The County currently participates in the program as a 6 rating receiving 20 percent reduction for floodplain insurance premiums • A five year audit of County program performance in underway • The potential to slip to 15 percent reduction is more likely than not BACKGROUND: The Flood Control Zone District (FCZD) entered the CRS and placed as a 6 in the rating system. The bandwidth for placement as a 6 is 500 points and we got in the band with 30 points. The County barely qualifies as a 6. ISO is currently conducting an audit of County CRS activities during the past five years. Several mandatory pass fail items are of specific interest to ISO. Significant evaluation is placed on County performance of elevation certificates supporting building permits. DISCUSSION: Elevation certificates are produced by professional land surveyors licensed to practice in the State of Washington. During the past five years, ten certificates have been issued and are currently under audit by ISO. ISO requires a minimum of 90% performance on elevation certificate review to remain in CRS. Our initial submittal resulted in 30% acceptance. A second submittal raised our performance to 50%. A third submittal (due 06-28-2019) must result in 90% or the County will be dropped from the CRS program. The FCZD has been engaged in numerous activities that are expected to generate additional points towards insurance premium rate reduction (two dimensional flow Page 1 of 3 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT modeling to name one). Public Works has the County Surveyor, two Planner IIls and the Water Resource Manager all working to meet product delivery to ISO by 06-28-2019. The work plan is aggressive. Numerous exchange of information from the County to ISO suggests that the County will achieve the required 90% for elevation certificates. Given the volume of product delivery and the time remaining to perform suggests that slipping from 20% rate reduction to 15% is likely the best we can expect. Loss of credibility with FCZD rate payers is a concern for the FCZD administrator. FISCAL IMPACTS: Fiscal impacts are not determined at this time. ATTACHMENTS: Exhibit 1: May 31, 2019 audit deliverables Page 2 of 3 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT EXHIBIT 1: May 31, 2019 ISO AUDIT DELIVERABLES Page 3 of 3 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT -- IoNSUR00 Bishops lANCEe Blvd, Suite o PSERVI.CnE,SwJerOFsey oFICE, INC. 54 Phone: (856) 787-0412 or (800) 444-4554 FAX 1-800-777-3929 Please send correspondence to Marlene Jacobs, 1177 E Virginia St. Slayton; OR 97383 May 31, 2019 Ms. Karen Hodges Floodplain Manager 441 Ruby Street Ellensburg, Washington 98926 Dear Ms. Hodges Thank you for meeting with me on May 30, 2019 to review Kittitas County's ongoing participation in the Community Rating System (CRS). I am most appreciative of the time you took from your schedule to devote to our efforts. also appreciate all the documentation that was prepared in advance of our meeting. During the meeting we reviewed activities the County is requesting credit for and determined the following items still need to be provided. Please provide information for the activities identified below within the next 30 days but no later than June 30, 2019. CC230 — Verification Cover Sheet: This is the only form that must be signed by the Chief Executive Officer (CEO). All other forms (CC -RL, CC-EHP), checklist and worksheets can be completed by the CRS Coordinator. G Please have the CC -230 signed by CEO. Mark each activity the County anticipates applying for. If we determine additional activities are applicable, I will mark those on your behalf before the file is closed and return a corrected copy to the County. Program Data Form: All lines on this form must be completed if you have previously cycled under the 2013 CRS Coordinator's Manual. ❑ Use the form to calculate the acreage of your SFHA (line #13) and the number of buildings in the SFHA (line #6). Be sure to include an explanation of how the numbers where generated (lines #14 -16). ❑ The period covered will be from the date of the last recertification date to the date of our current visit (05/22/19). Activity 310 - Elevation Certificates IEC): ❑ For Elevation Certificate (EC) credit, please continue to work with the Resource Specialist by providing complete and correct ECs, until it is confirmed that the County has met the 90% accuracy threshold. Provide a description of how the County receives, maintains, stores and provides copies of elevation certificates to the public. This statement should identify which department makes ECs available to the public and must include how the County deals with an incomplete or incorrect ECs when submitted. Be sure to identify how corrections to ECs are obtained before the certificate of occupancy is issued. Activity 320 - Map Information (MI 1-7): n Provide the most recent publicity document that shows this activity is publicized annually. The easiest way to meet the publicity requirement is to use a letter to Banks, Realtors and Insurance Companies. Additional publicity options are explained on page 320-4. 1; The publicity document must describe in a few words all the services being credited (MI 1-7). Items for MI 1 credit are found on page 320-8 of the Manual and must be included in the publicity. n If requesting credit for MI 2-7 elements, mention having floodway maps (MI 2), problem drainage areas (MI 3), flood depths (MI 4), historical flood photos (MI 6), and wetland maps (MI 7). The publicity must also mention the mandatory flood insurance purchase requirement which is a credit prerequisite. 2 Include the mailing list for the audience receiving the annual publicity. ❑ Use the activity 320 log to document several recent contacts for the map information services. This log must include a contact for each MI 1-7 elements mentioned in the letter. ❑ For each element applied for (MI 2-7), provide a sample map showing the type of map information provided to the public (i.e. floodway, flood depths, wetlands). ❑ To provide accurate map information services, the County must keep the FIRMS up to date. Provide a written statement which discusses how the County maintains the FIRMs and where they are kept. Use the statement to identify how the County tracks annexations, new subdivisions, LOMAs, LOMRs and other FIRM changes. Activity 330 - Outreach Projects (OP, FRP): The prerequisite for OP credit is at least one submittal must cover the topic of flood insurance. Provide copies of outreach documents that are distributed to the community, posted in public offices or provided as presentations to community groups. ❑ Outreach items are scored based on action messages covering the following topics: know the hazard; buy flood insurance; protect people; protect property; build responsibility; and understand the natural function of floodplains. P Points are based on the type of outreach (targeted, general or informational). To score outreach items, I need to know the audience receiving the information. Keep in mind that target audience outreach projects worth 6 points per topic must tell the reader "they are receiving the information because they live in or near a floodplain or flood prone area." If a project is sent to the SFHA, provide a copy of the mailing list. Community presentations should include a sign in sheet, agenda and talking points which identify the messages delivered. ❑ Informational outreach is now scored based on location or the number of buildings the information is found in. Take a photo of any community or FEMA publications and identify the address of the building where the public can access the information. Flood Response Preparation (FRP) credits are awarded for developing a pre -flood plan for public information projects that will be implemented during and after a flood. FRP projects and procedures are prepared, reviewed and updated each year. If no flood occurs, credit is still awarded, providing an annual review is conducted. ❑ To receive this credit, provide master copies of pre -scripted messages that include evacuation routes, shelter locations and other messages identified on page 330-9. Keep in mind that the messages must be related to the six topics scored in outreach projects. ❑ For FRP credit, also provide written procedures that explain where the pre - scripted documents are stored, who distributes the information, and how the information is disseminated to the public. Activity 340 — Hazard Disclosure (DFH, ODR, REB, DOH): ❑ Although the Other Disclosure Requirements (ODR) element tends to be the only element credited in this activity, the Manual does include additional element (DFH, REB, DOH) that may be of interest to the County. 7 Please also review ODR 4 on page 340-6 as some communities require the flood hazard area to be recorded on the final plat of subdivision. If this applies in your community, provide the ordinance section that includes this regulatory language. Activity 350 — Flood Protection Information (LIB, LPD, WEB 1- 3): ❑ For Library (LIB) credit, provide a list of the publications that have been cataloged in the community's local public library system. A list of qualifying publications can be found on page 350-3. ❑ For Locally Pertinent Documents (LPD) credit, provide a list of locally pertinent publications that have been cataloged in the community's public library system. ❑ For Website (WEB) credit, check your local website to ensure there is a link to "flood protection information" on the home Flood & Floodplain Information page or by using the search engine. ❑ There must also be a link to FEMA or Flood Smart on the flood information page. ❑ Provide a letter stating the community has checked the website, fixed any broken links, and confirmed that the content is still current and pertinent. ❑ For WEB 2 credit, provide a pdf screen shot showing a link to real-time river gage information. For WEB 3 credit, provide a list of addresses for which the community has ECs available or posted on the website. Also identify the percentage (25%, 50%, 75%) of ECs from the County's files that are posted on the website. Activity 360 — Flood Protection Assistance (possible new credit) PPA, PPV: Property Protection Advice (PPA) credit is awarded for telling property owners what they can do to protect their property from flood damage. For full credit, the advice must include the types of protection measures listed in Figure 360-1 (page 360-2). L Provide the annual publicity document for this service. The publicity must provide contact information and tell the reader the County is available to discuss flooding and drainage problems, sewer backflow options (if applicable) and structural retrofitting options. For PPV credit, the publicity must also state the County is available to conduct site visits. [i Provide a brief statement which identifies who will provide this information and list their technical qualifications. The qualifications need to be applicable to the services mentioned above. A resume or cover letter will suffice, however; a job description is not creditable. L Provide records of the service (log) that include the date and type of assistance given, what problems were discussed and what recommendations were provided to the inquirer. Note: the log provided for this activity is different from the log provided under activity 320. This log (360) is used to records advice provided to existing property owners who ask about flooding drainage, sewer backflow devices, and structural retrofitting advice. (ommnnitc Name (eauumm� bnwn �[ 12aID �L1fa�,2RIP11[ F:or..I.^. (AS W—iim!Prgaa<n All,, m . L . m i-:e::�� L-Imanxm:m,mun: n-p«�e:uvaw�. t'_„le,�era:.4 osmawt m"M«,xv r,,:, FM Lw»ul(w,wueC:,.< TAG+�iu: mvs� Activity 370 — Flood Insurance Promotion (new credit) FIA, CP, CIP, TA: 0 Flood Insurance Coverage Assessment (FIA) credit is documented by following the five-step process identified on page 370-3 through 5. If applying for this activity, please see the insurance sheets and the sample FIA document that will be sent separately. Once prepared, the assessment document must be submitted to the community's governing body. For FIA credit, provide both documents. Activity 410 — Floodplain Mapping (NS, LEV, SR, HSS, FWS, MAPSH): This activity has several elements including New Study (NS); Leverage (LEV); State Review (SR); Higher Study Standards (HSS); More Restrictive Floodway Standards (FWS); Floodplain Mapping of Special Flood -Related Hazards (MAPSH) and Cooperating Technical Partner (CTP) credits. Li Credit is typically valid when a community identifies additional areas outside of the SFHA where floodplain development regulations are applied. During our meeting we identified Currier Creek as a possible area that might qualify for new study credit. Please review the Manual and provide any relevant documentation. Activity 420 - Open Space Preservation (OSP, DR NFOS LZ OS! When identifying OSP parcels, be sure to identify and count only the portion of open space that is within the SFHA. Remember to remove Federal Lands and waterbodies greater than 10 acres as well as large areas of impervious surface. Add a note to the open space map to indicate buildings, parking lots and impervious surfaces were removed from the sites identified as open space. ❑ For Open Space Preservation (OSP) credit, provide a master list of all parcels preserved as open space. Identify the total acreage of the parcel as well as the area of open space within the SFHA. Organize the list by acreage from largest to smallest parcel. Include the parcel owner and land use designation. Include a unique identifier in the first column of the list and use the identifier on the map requested below. ❑ Provide a map (or set of maps) showing the jurisdictional boundaries (do not include UGA or UGB), the SFHA and OSP parcels marked with the unique identifier used in the list above. The map must include a legend showing the total acreage of SFHA, OSP, DR, NFOS, LZ5 and LZ10 (if applicable). K For each parcel that is preserved as open space because of private ownership or because of a regulatory requirement, provide the documentation that shows the owner will keep the parcel in open space or the ordinance language that prohibits structures, fill and storage of material in part or all of the floodplain. El If the OSP parcel is Deed Restricted (DR), provide a qualifying deed showing future development will not be allowed. Mark the deed with the unique identifier from the master list. ❑ If the OSP parcel qualifies for Natural Functions Open Space (NFOS) credit, provide a document that describes the natural floodplain functions of the parcel. This can be a plan, a report prepared by a qualified agency or a letter signed by a professional with a background in the field of natural science (see NFOS 1-4 in the Manual). ❑ For Low Density Zoning (LZ) credit, make sure LZ areas do not overlap with OSP areas. When possible, use the same parcel list and map to show sites where zoning is limited to 1 dwelling per 5 -acre lot (LZ5) or 1 dwelling per 10+ acre lots (LZ10). L Provide the code sections for each low-density zoning district and highlight the section that identifies the number of dwellings allowed based on the size of the lot or parcel. For Open Space Incentives (OSI 1-7) credit, provide the regulatory requirement or ordinance language for density transfers, transfers of development rights, PUDs, cluster development, greenway setback rules or open space ratio credit for OS in the floodplain. ❑ Provide a separate impact adjustment map or if using the OSP map, mark OSI on the qualifying areas making sure to show areas that are currently vacant and areas that are credited for OSP. Activity 430 — Higher Regulatory Standards (DL FRB PCF LDP BC BCEGS, RA): Many of the higher regulatory standards will be found in the County's Flood Hazard Development Regulations and a copy of those regulations may be all that is needed. ❑ Freeboard (FRB) credits apply to structures (including electrical, heating, ductwork, ventilation, plumbing and air conditioning equipment), attached garages, and floodproofing of non-residential structures which are protected to one foot or greater above the Base Flood Elevation (BFE). C For Protection of Critical Facilities (PCF) credit is provided for regulations that either prohibits critical facilities in the SFHA or set higher standards for protecting them from flood damage. Full credit is for a prohibition on new critical facilities in the 500 -year floodplain. i For Building Code (BC) credit, provide a copy of the state or local ordinance language that adopts the State Statutes for building codes or the following International Codes (IBC, IRC, Plumbing, Mechanical and Fuel Gas Code). ❑ For Building Code Effectiveness Grading Schedule (BCEGS) credit, provide the first and last page of the BCEGS report along with the cover letter from Robert Ferrell. Ci For Local Drainage Protection (LDP) credit, provide five examples of buildings showing foundation drainage is directed away from the structure. r? Regulations Administration (RA - new) provides credit for the community's procedures for administering its floodplain management regulations. This includes staff training (RA1); ISA accreditation (RA2); inspections (RA3); re -inspections (RA4); detailed WJACfM 6RFOE. iI.3 1 ��. OTB Edc \A' and off-site record storage (RA5). Activity 440 — Flood Data Maintenance (ADM, FM): L, For Additional Map Data (ADM) credit, provide zoomed in screen shot GIS map images for any of the thirteen elements identified on page 440-4 & 5. AMD 1 is the prerequisite for this credit so be sure to provide a map showing the SFHA boundary, corporate limits, streets, and parcels or lot boundaries. 11 For FIRM Maintenance (FM) credit, provide copies of the indexes from all past FIRMs, Flood Boundary and Floodway Maps, as well as the cover of each Flood Insurance Study. Provide the data sheets and a map showing qualifying Benchmarks (BMM — possible new) that are in the National Spatial Reference System (NSRS) or the communities' publicly accessible database. Qualifying benchmarks have a vertical rating of 1 or 2, a stability rating of A or B, have been recovered within the last 5 years and should be located within one mile of the County's SFHA. ❑ I checked the NGS database and found the following qualifying benchmarks: DN4490; DN4492; DN4493, and SX1030. ❑ Provide a map showing the location of the benchmarks. The map should have a one -mile radius circle drawn around the benchmark with the area of SFHA (within the local jurisdiction) identified within the radius. When two or more benchmarks overlap, do not count the overlapping areas. Be sure to identify the total area of SFHA within the qualifying benchmarks in the map legend. For information on using CORS stations, please refer to the Manual for further instructions. When identifying the area of SFHA to be credited, keep in mind that only the area within three overlapping stations can be credited. Activity 450 — Stormwater Management (SMR, WMP, ESC, WQ): This activity includes a technical review checklist for the SMR element that must be submitted. ❑ Stormwater Management Regulations (SMR) credit is awarded only when runoff from the 10 -year storm or greater is regulated. If applicable, provide a copy of the ordinance or legal language that regulates surface water runoff from new development in the watershed. 11 The language must require that peak runoff from new development be no greater than the runoff from the site in its pre -developed condition. The language submitted must also include the elements that are credited: size of development regulated, design storms to be used, low impact development criteria (if applicable), and how the maintenance of required facilities are handled. ❑ Along with the regulations for stormwater, provide only the drainage calculations from five different recent development proposals. Try to include the calculations from a subdivision, a commercial site, a short plat, and a single-family site when applicable. For CRS credit, the SMR regulations must be legally enforceable. Policies and guidelines are not acceptable unless the County's legal counsel states that they are enforceable. For Erosion and Sedimentation Control (ESC) credit, provide the ordinance language that identifies "how much land can be disturbed" before the ESC requirements must be implemented. ❑ Provide five construction plans from different development showing the ESC measures that were required. These sites do not have to be within the SFHA. If no new development has occurred, provide older plans showing ESC requirements D For Water Quality Regulations (WQ) credit, provide the ordinance that requires new development to implement appropriate best management practices to preserve water quality. D Provide site plans from at least five different sites showing the water quality facilities that were required. Activity 501 - Repetitive Loss (RL): D After reviewing the most recent RL information, identify where the RL structures are in your community and provide a written statement about the cause of flooding for each area. i Next identify adjacent structures that might also experience flooding due to the same cause of flooding. This will become the RL "area" for the County. Draw the RL area on a map but do not indicate which structure is the actual RL structure. Provide a copy of this map. F Kittitas County has 14 Repetitive Loss properties based on the June 30, 2018 update and an annual outreach project is required. The outreach letter must include information identified on page 500-12 & 13 of the Manual. Provide the most recent copy of this outreach letter. Provide a mailing list for the structures within the RL area. Be sure the number of addresses on the mailing list matches the number of structures within the RL area and if it doesn't explain why (i.e. multiple owners for an individual structure). If any of the RL structures have been mitigated, use the AW -501 form to update the list. Use the transmittal sheet in the RL packet to provide documentation Fedeca! borgeey Naragecant Agency showing the structure has been mitigated wianai pm iceu me Program or why it isn't located within your EPIP REPETITIVE LOSS UPDATE EORISREET (AW -501) :ar mrmra a m ra:s uec a Gana a a avm nn:co.! jurisdiction. I Provide a signed copy of the CC -RL form. This form can be signed by the CRS Coordinator. Activity 510 - Floodplain Management Planning (FMP): For Floodplain Management Planning (FMP) credit, use the technical review checklist to identify where in the plan the 10 -step planning process can be found on. This form must be completed to submit this activity for technical review. Once the plan is updated, adopted and ready for verification, the following documentation is needed: D Provide a digital copy of the plan or a website link to the plan. D Provide a copy of the adoption resolution. D If the plan was submitted to FEMA for review and approval, provide a copy of the FEMA review letter. ❑ Provide a copy of the progress report of the action items within the plan submitted during the last recertification period. ❑ Be sure to include the technical review activity checklist with this submittal. Activity 520 — Acquisition and Relocation (possible new credit): ❑ For any structures that were demolished or moved outside of the SFHA, provide a property address list which identifies the date the project was permitted or initiated and identify the source of funding for the project (FMA, HMGP, CDBG). This list should include a unique identifier that will be used to match the list to the map and the supporting documentation. ❑ Mark the supporting documentation (demolition permit or relocation permit) showing all structure on the site have been removed from the SFHA with the unique identifier. ❑ Provide a map (marked with the unique identifier) showing the location of structures that have been removed from the SFHA. This map need only show the part of the County in which buildings have been demolished and/or relocated to. It does not need to show the entire jurisdiction. ♦n ergvwav�vwmee ❑ For projects that were permitted or initiated after the effective date of the 2013 CRS Coordinator's Manual (April 30, 2013), complete the CC520-EHP activity worksheet. Activity 530 — Flood Protection (TU): ❑ For structures that are pre -FIRM and voluntarily elevated, identify when the structure was originally built by submitting tax records, original placement permits, or pre -FIRM ECs along with copies of the post elevation certificate for each elevated building. Mark the EC with a unique identifier to match the list and map identified in the next bullet. ❑ Provide an address list of all structures that have been elevated. On this list identify if FMA grant funds were used (as FMA funding only qualifies for 25% of the credit). If the funding source was HMG, CDBG, or any other funding source where, those structures will receive 100% credit (as federal funding loses its identify when passed through a State or Local agency). Use this list to identify if the building removed was a regular building in the SFHA, RL, SRL, or a Critical Facility. ❑ Provide a map showing the location of all protected buildings for which credit is being requested. This map must include a unique identifier that matches the list and supporting documentation but need only show the part of the community in which buildings have been protected. It does not need to show the entire jurisdiction. ❑ For project that were permitted or initiated after the effective date of the 2013 CRS Coordinator's Manual (April 30, 2013), complete the CC530-EHP activity worksheet. Activity 630 — Dams (SDS): This credit is only applicable when the jurisdiction could experience flooding from the failure of an upstream high -hazard -potential dam. ❑ For State Dam Safety Program (SDS) credit, provide a description of the high -hazard -potential dam. C Also provide a map showing the jurisdiction is within the area of inundation of the high -hazard -potential dam. Additional Notes: All letters, statement or written descriptions should be on the jurisdictions letterhead and be signed by the appropriate staff or CRS Coordinator. Maps produced for CRS Activities must include at least the following basic information: A map title, the floodplain, street names, parcels and the map date. The map legend should include any necessary disclaimers and should be used to identify the area of SFHA, OSP, open channel conveyance sections, storage basins or any other information appropriate to the activity applied for. Sincerely, Marlene Jacobs, CFM ISO Senior Floodplain Specialist 1177 E Virginia St Stayton, OR 97383 541-704-5434 (cell) 503-769-3210 (office) miacobsta'�iso.com Cc: Ms. Laura Osiadacz, Chairman Board of Commissioners Ms. Roxanne Pilkenton, DHS/FEMA Region X Ms. Suzie Sarpong, DHS/FEMA Region X Mr. Dave Radabaugh, Washington State NFIP Coordinator