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Home My WebLink About2016-10-10-minutes-public-works-study-sessionKITTITAS COUNTY COMMISSIONERS Public Works Study Session REGULAR MEETING Monday, October 10, 2016 - 1:30 PM Commissioners' Auditorium 205 West 5th Room 109 - Ellensburg 1. Call to Order 2. Request to Approve a Resolution to Authorize the Sale of Equipment Rental and Revolving Fund Equipment No. 423 - 2002 Sakai SW800 Roller, Serial No. VSW19-10152 to Pape' Machinery, Inc. 3. Request to Approve a Resolution to Ratify the Chair's Signature on FEMA Community Rating System Reporting Documents. 4. Mt. Daniels Drive Extension Project Update 5. FEMA CTP Whiskey Creek Notice of Award 6. Bureau of Reclamation Schaake Levee Update 7. Acknowledge Kathy Jurgens' Signature on Cayenta Change Order 8. Other business 9. Adjourn Created on 10/772016 757:14 AM ` �`° KITTZTAB COUNTY pis y�''v E DEPARTMENT OF PUBLIC WORKS KMITASCOL'MY Mark Cook, Director STUDY SESSION MINUTES October 10, 2016 THOSE PRESENT: Paul Jewell, Laura Osiadacz, Obie O'Brien (BOCC), Luke Huck, Mark Cook, Candie Leader (DPW), Steph Mifflin, Dan Carlson, Doc Hansen (CDS), Neil Caulkins (PA) GUESTS PRESENT: Regan Eberhart REQUEST TO APPROVE A RESOLUTION TO AUTHORIZE THE SALE OF EQUIPMENT RENTAL AND REVOLVING FUND EQUIPMENT NO. 423 — 2002 SAKAI SW800 ROLLER, SERIAL NO. VSW19-10152 TO PAPE' MACHINERY, INC.: Mark Cook presented a Resolution for Board approval to surplus Equipment No. 423 — 2002 Sakai SW800 Roller to Pape' Machinery. The roller was placed on the website for outside bidding and no bids were received. Pape' Machinery submitted a bid for purchase. Board Direction: Commissioner Jewell made a motion to approve Resolution No. 2016-125 to authorize the Sale of Equipment Rental and Revolving Fund Equipment No. 423 — 2002 Sakai SW800 Roller, Serial No. VSW19- 10152 to Pape' Machinery. Commissioner Osiadacz seconded the motion. No discussion was held. Resolution No. 2016-125 was approved. REQUEST TO APPROVE A RESOLUTION TO RATIFY THE CHAIR'S SIGNATURE ON FEMA COMMUNITY RATING SYSTEM REPORTING DOCUMENTS: Mark Cook reported that Kittitas County participates in the Community Rating System with FEMA to lower flood insurance rates for residents located within flood zones. Annually, the department is required to submit a report to FEMA for review. Due to time constraints the Chair of the BOCC signed the reporting documents and staff is now requesting to ratify Commissioner O'Brien's signature. 411 N. Ruby, Suite #1 TEL (509) 962-7523 Ellensburg, WA 98926 FAX (509) 962-7663 Dept. of Public Works Page 2 Board Direction: Commissioner Jewell made a motion to approve the Resolution to ratify the Chair's Signature on the FEMA Community Rating System reporting documents. Commissioner Osiadacz seconded the motion. No discussion was held. Resolution No. 2016-126 was approved. MT. DANIELS DRIVE EXTENSION PROJECT UPDATE: Mark introduced Regan Eberhart, who was in attendance for the project update. Mark stated that the design for the Mt. Daniels Drive Extension was done in house by staff and is now ready for construction by county forces. Luke Huck explained that when county right of way was staked it was discovered that there were structures and trees in the right of way. After discussion with the Eberhart's who are residents along the project location they requested that staff preserve the tree that is located within county right of way. County staff worked on a new design reducing the road width and was re -staked after the modification. Staff also looked at a design to create an "S" curve to avoid removing said tree within the right of way. Commissioner Jewell questioned if the tree creates any safety issues by remaining within the right of way. Luke replied that it could. Further discussion was held. Board Direction: Remove tree from County right of way. FEMA CTP WHISKEY CREEK NOTICE OF AWARD: There is now newer technology that can create a new two dimensional map that the current maps don't show. Staff requested to use this new mapping program and FEMA is allowing this. Previously Currier Creek was done and now staff is looking at Whiskey Creek for the next project. Karen Hodges was able to get a grant finalized for said project. The mapping that was done in years past was not acceptable to the County so new mapping will be done. Board Direction: No Direction BUREAU OF RECLAMATION SCHAAKE LEVEE UPDATE: Mark stated that for numerous years the Bureau of Reclamation has been working to set back the County's Schaake Levee. This effort includes many stakeholders. In late 2015, the Bureau of Reclamation produced a 30 percent design report provided to the stakeholders for comment. Kittitas County has committed to being the levee owner with staff working with the Bureau of Reclamation during all elements of project design. Recently, staff met with the Bureau of Reclamation 411 N. Ruby, Ste. #1 TEL (509) 962-7523 Ellensburg, WA 98926 FAX (509) 962-7663 Dept. of Public Works Page 3 discussing the comments provided by staff for the 30 percent design. Staff will continue to be directly involved in all design elements as the Bureau of Reclamation moves forward to 60 percent design. During the meeting current pending levee repairs was discussed and staff is supportive of the repair recommendations. Board Direction: No Direction ACKNOWLEDGE KATHY JURGEN'S SIGNATURE ON CA YENTA CHANGE ORDER: Mark reported that currently Public Works and the Auditor's Office are working to update the Cayenta accounting software. The Auditor's Office is requesting a delay in contract deliverables due to workload and staffing issues at this time. Public Works supports the delay and the request results in a zero value change order to the contract and changes the timeline only. Board Direction: Board of County Commissioner's acknowledged Kathy Jurgen's signature on said change order. OTHER BUSINESS: Mark gave a brief update on airport activities. Dave Lehman with lasco currently severed his position with the company. Mark also stated that he has received a call from Jason Underhill with CWU inquiring on the possibility of the Aviation program getting their own plane to catch students up on training activity. Currently, Mark is working to get the County owned T - Hangars assessed by a structural engineer. Mark Cook Public Works Director 411 N. Ruby, Ste. #1 TEL (509) 962-7523 Ellensburg, WA 98926 FAX (509) 962-7663 BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO.J21"_5 TO AUTHORIZE THE SALE OF EQUIPMENT RENTAL AND REVOLVING FUND EQUIPMENT NO. 423 – 2002 SAKAI ROLER SW800, SERIAL NUMBER VSW19- 10152 TO PAPE MACHINERY, INC. WHEREAS: Kittitas County Resolution No. 2015-135 declared Equipment Rental and Revolving Fund Equipment No. 423 - 2002 Sakai SW800 Roller, Serial Number VSW19-10152 surplus to our needs; and WHEREAS: The equipment did not receive the listed minimum bid of Forty Thousand Dollars ($40,000.00) during the public call for bids through Publicsurplus.com; and WHEREAS: The County has received a bid in the amount of Thirty -Two Thousand Dollars ($32,000.00) from Pape Machinery, Inc. for E. R. & R. Equipment No. 423 - 2002 Sakai SW800 Roller, Serial Number VSW19-10152; and WHEREAS: The Public Works Director recommends the bid in the amount of Thirty -Two Thousand Dollars ($32,000.00) from Pape Machinery, Inc. for Equipment No. 423 - 2002 Sakai SW800 Roller, Serial Number VSW19-10152 be accepted. NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best interest of the public, does hereby authorize the Director of Public Works to sell said equipment to Pape Machinery, Inc. for the amount of Thirty -Two Thousand Dollars ($32,000.00). DATED on this 10th day of October, 2016, at Ellensburg, Washington. I:10T:7CZE]aKellifM COMMISSIONERS KITTIT4 COUNTK, WASHINGTON M Attest: clerk of the Board- Julie Kjorsvik co •�MMiss% 4aueyw-11, Vi 'o ��epia lerk of the Board- Mandy Buchholz 4LIura Osia acz, Commissioner ' "Y "'�� BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO. 2016 -JI& RATIFY THE CHAIR'S SIGNATURE ON FEDERAL EMERGENCY MANAGEMENT AGENCY ANNUAL COMMUNITY RATING SYSTEM REPORT DOCUMENTS WHEREAS: Kittitas County is enrolled in the Federal Emergency Management Agency (FEMA) Community Rating System (CRS); and WHEREAS: This federal program lowers flood rate insurance premiums for all county residents receiving federal floodplain insurance; and WHEREAS: The County is required to report annual activities to FEMA consistent with maintaining its CRS rating; and WHEREAS: FEMA required the Chair's signature prior to staff preparing appropriate enabling documentation; NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best interest of the public, does hereby ratify the Chair's signature on 2016 FEMA CRS reporting documents. DATED this 10th day of October, 2016, at Ellensburg, Washington. Attest: -,,fl-Clerk of the Board- Julie Kjorsvik Clerk of the Board- Mandy Buchholz ///�'l�lllllll 111\111\\\ BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WAS HINGTON KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS AGENDA ITEM STAFF REPORT AGENDA DATE REQUESTED: October 10, 2016 ACTION: Approve a Resolution To Authorize the Sale of Equipment Rental And Revolving Fund Equipment No. 423 - 2002 Sakai SW800 Roller, Serial Number VSW19-10152 to Pape Machinery, Inc. Q Routine ❑ Public Hearing BACKGROUND: Resolution No. 2015-135 declared Equipment Rental and Revolving Fund Equipment No. 423 - 2002 Sakai SW800 Roller, Serial Number VSW19- 10152 surplus to our needs on October 20, 2015. The equipment was advertised for sale through Publicsurplus.com but did not receive the minimum bid of Forty Thousand Dollars ($40,000.00). The Public Works Department has received an offer from Pape Machinery, Inc. to purchase the surplus used equipment for the amount of Thirty -Two Thousand Dollars ($32,000.00). It is our recommendation that we accept the bid from Pape Machinery, Inc. to purchase E.R. and R. Equipment No. 423 - 2002 Sakai SW800 Roller, Serial Number VSW19-10152 for the amount of Thirty -Two Thousand Dollars ($32,000.00). INTERACTION: None HANDLING: Department of Public Works — Maintenance Division Department of Public Works — Finance Division ATTACHMENTS: Resolution To Authorize the Sale of Equipment Rental And Revolving Fund Equipment No. 423 - 2002 Sakai SW800 Roller, Serial Number VSW19-10152 to Pape Machinery, Inc. LEAD STAFF: Mark Cook, Director BOARD OF COUNTY COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO. TO AUTHORIZE THE SALE OF EQUIPMENT RENTAL AND REVOLVING FUND EQUIPMENT NO. 423 — 2002 SAKAI ROLER SW800, SERIAL NUMBER VSW19- 10152 TO PAPE MACHINERY, INC. WHEREAS: Kittitas County Resolution No. 2015-135 declared Equipment Rental and Revolving Fund Equipment No. 423 - 2002 Sakai SW800 Roller, Serial Number VSW19-10152 surplus to our needs; and WHEREAS: The equipment did not receive the listed minimum bid of Forty Thousand Dollars ($40,000.00) during the public call for bids through Publicsurplus.com; and WHEREAS: The County has received a bid in the amount of Thirty -Two Thousand Dollars ($32,000.00) from Pape Machinery, Inc. for E. R. & R. Equipment No. 423 - 2002 Sakai SW800 Roller, Serial Number VSW19-10152; and WHEREAS: The Public Works Director recommends the bid in the amount of Thirty -Two Thousand Dollars ($32,000.00) from Pape Machinery, Inc. for Equipment No. 423 - 2002 Sakai SW800 Roller, Serial Number VSW19-10152 be accepted. NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best interest of the public, does hereby authorize the Director of Public Works to sell said equipment to Pape Machinery, Inc. for the amount of Thirty -Two Thousand Dollars ($32,000.00). DATED on this 10th day of October, 2016, at Ellensburg, Washington. Attest: ❑ Clerk of the Board- Julie Kjorsvik BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Obie O'Brien, Chairman Paul Jewell, Vice -Chairman ❑ Deputy Clerk of the Board- Mandy Buchholz Laura Osiadacz, Commissioner 10,05/2016 14:56 October 5, 2016 5413895081 Kittitas County Attn: Willie Adams MACHINERY PapA Machinery, Inc. - Bend would like to purchase One (1) Used 2002 Sakai Roller SW800, serial number VSW19-10152 for the amount of $32,000 from your company. PAPS It INC - James Brierley Territory Manager 01(01 906-602.6365 Prpd Madilnery, Ira Ti r6eriack Taerca; TImborPm Dp pn W-399-5369 20434 NE Udv'-Na4, rx:nw. OR 977a1 Tail King i*d iSCqs Mal,erTerO!rabgy, lnc, v... r.n�oon rna•, iNw,rono(raMk's�vMm �OHl1 C]ERR6 HITACHI Ar Burn Brs, I --C iNlbellre Mor0afk KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS AGENDA DATE: ACTION REQUESTED: AGENDA STAFF REPORT October 10, 2016 Ratify the Chair's Signature on FEMA CRS reporting documents BACKGROUND: The County is enrolled in FEMA's CRS program. The program provides flood insurance premium reductions for qualified communities. Communities are required to annually report activities consistent with maintaining program accreditation. This year's report required signature on the part of the Chair ahead of final report preparation. Staff has subsequently completed the annual report and it has been filed with FEMA. INTERACTION: Public Works RECOMMENDATION: Ratify the Chair's signature on FEMA CRS reporting documents. HANDLING: Return one original to Public Works ATTACHMENTS: Exhibit 1: Copy of signed documents LEAD STAFF: Mark R. Cook, Director Karen Hodges, Planner III BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO. 2016 - RATIFY THE CHAIR'S SIGNATURE ON FEDERAL EMERGENCY MANAGEMENT AGENCY ANNUAL COMMUNITY RATING SYSTEM REPORT DOCUMENTS WHEREAS: Kittitas County is enrolled in the Federal Emergency Management Agency (FEMA) Community Rating System (CRS); and WHEREAS: This federal program lowers flood rate insurance premiums for all county residents receiving federal floodplain insurance; and WHEREAS: The County is required to report annual activities to FEMA consistent with maintaining its CRS rating; and WHEREAS: FEMA required the Chair's signature prior to staff preparing appropriate enabling documentation; NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best interest of the public, does hereby ratify the Chair's signature on 2016 FEMA CRS reporting documents. DATED this 10th day of October, 2016, at Ellensburg, Washington. Attest: ❑ Clerk of the Board- Julie Kjorsvik ❑ Deputy Clerk of the Board- Mandy Buchholz BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Obie O'Brien, Chairman Paul Jewell, Vice -Chairman Laura Osiadacz, Commissioner Community Kittitas County State WA County Kittitas OMB No. 1660-0022 Expires. December 31, 2016 CID 530095 (6 -digit NFIP Community Identification Number) COMMUNITY RATING SYSTEM ANNUAL RECERTIFICATION CC -213 Recertification Recertification Due Date: October 1, 2016 i If there are any changes or corrections to the information below, please cross out the old item and write in the correction. Chief Executive Officer CRS Coordinator Obie O'Brien Mark Cook/Karen Hodges EChairman, Board of'Commissioners Director/Planner III/ Floodplain Manager Address 205 West 5th Avenue, Suite 108 411 Ruby Street, Suite 1 Ellensburg, Washington Ellensburg, Washington 98926-2887 98926-2887 Phone 509-962-7508 509-962-7523 E-mail obic.obrien@co.kittitas.wa.us co.kittitas.wa.us karen.hodges,ca)co.kittitas.wa.us I hereby certify that Kittitas County, Washington is continuing to implement the activities on the attached pages as credited under the Community Rating System and described in our original application to the CRS and subsequent modifications. I hereby certify that, to the best of my knowledge and belief, we are maintaining in force all flood insurance policies that have been required of us as a condition of federal financial assistance for insurable buildings owned by us and located in the Special Flood Hazard Area (SFHA) shown on our Flood Insurance Rate Map. I further understand that disaster assistance for any community -owned building located in the SFHA is reduced by the amount of National Flood Insurance Program (NFIP) flood insurance coverage (structure and contents) that a community should be carrying on the building, regardless of whether the community is carrying a policy. Signed 1" _ (Chief Executive Officer) --- Community Certifications CC -213-1 Edition: 2013 KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION DATE: October 10, 2016 TOPIC: Mount Daniels Drive Extension Project Update ACTION REQUESTED: Information Only LEAD STAFF: Mark R. Cook RECOMMENDATION: Information only. BACKGROUND: Public Works is preparing construction of the Mount Daniels Drive extension. During design, we have worked closely with an area resident (Ms. Jennifer Eberhart, 2206 E Mount Daniels Drive) relocating a playhouse and pruning trees to keep from removing them. We have not been able to design around one remaining tree that Ms. Eberhart desires saving. We have evaluated placing several curves in the roadway (designed as being straight) and evaluated placing a vertical curve in roadway. The root system is extremely shallow (four inches) which makes avoidance of root impact very difficult. The tree is not mature (10 inches). Despite our efforts of avoidance, destruction of the tree is likely. DISCUSSION: The cost of realigning the road or adding vertical curves to save the immature tree is not justifiable by staff. Additionally, the tree's location is such that it is too close to the roadway to remain (well within the required clear zone). Despite our best efforts resolving right of way impacts to our design favorably for Ms. Eberhart, we anticipate removing the immature Tamarac supporting our most cost effective driver friendly design alternative. FISCAL IMPACTS: The road is being constructed by County forces and being funded by local money within the Road fund. ATTACHMENTS: Exhibit 1: Design showing the location of the tree in question. 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: October 10, 2016 TOPIC: FEMA CTP Whiskey Creek Notice of Award ACTION REQUESTED: Acknowledge the Award LEAD STAFF: Mark R. Cook RECOMMENDATION: Acknowledge the award. BACKGROUND: During early 2016, staff approached the Federal Emergency Management Agency (FEMA) regarding a potential Cooperative Technical Partner (CTP) grant remodeling a portion of the Whiskey Creek 100 year floodplain. Using innovative technologies, we propose conducting detailed and general floodplain mapping activities supporting eventual re -issued 100 year floodplain maps for a portion of Whiskey Creek. The Board may recall that a similar effort is underway for a portion of Currier Creek utilizing the same FEMA program funding source. DISCUSSION: While staff managed to submit the grant ahead of the grant deadline, significant issues remained unsettled with FEMA. Owing to the addition of a new staff member (Ms. Karen Hodges) we have been able to successfully resolve all of FEMA's concerns and her efforts are in large part responsible for this notice of grant award. FISCAL IMPACTS: Public Works will contribute $60,000 from the Flood Control Zone fund towards matching FEMA's $50,000. Our on call hydraulics and hydrology engineer (Watershed Science and Engineering) will conduct technical grant services. That task order will come to the Board for review and action later in October. ATTACHMENTS: Exhibit 1: Notice of Award and grant financial detail Page 1 of 2 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT EXHIBIT 1: NOTICE OF FEMA CTP GRANT AWARD AND FINANICAL DETAIL Page 2 of 2 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT October 7. 2016 Mark Cook, Director Kittitas County Public Works 411 North Ruby Street, Suite 1 Ellensburg, Washington 98926-6300 U.S. Department of Homeland Security Region X 130 228" Street, SW Bothell, WA 98021-9796 50 tion say. FEMA AWARD OF THE 2016 COOPERATING TECHNICAL PARTNERS CTP) COOPERATIVE AGREEMENT, EMS2016RX0005 Dear Mr. Cook: Attached please find the document demonstrating execution of the award of the CTP Program cooperative agreement. The performance period for award number EMS2016RX0005 began October 3, 2016 and ends on December 29, 2017. Please reference EMS2016RX0005 on your quarterly financial reports, performance reports and all related correspondence. As indicated in the Agreement Articles, payment requests for allowable costs are conducted using the Federal Emergency Management agency's Payment and Reporting System (PARS). The PARS account for the total funding provided by this award is as follows: PARS account number Federal Amount EMS2016RX0005 $50,000 Please ensure payment requests initiated through the PARS only reimburse allowable costs in accordance with the terms and conditions attached to this funding and are supported by adequate source documentation. If you have any programmatic questions, please contact Kelly Stone at 425-487-4636. I can be reached at (425) 487-4583 if you have any financial or grants management questions. Attachment Respectfully, wwwfama. eov signed hGovverrnmen y ROBERT IN LE DDNiCa ROBERT W LJS, o=USy `ou----Department of Homeland Security, ou=FEMA, ou=Peopie, LITTLE 191231.FEMA 2.19 00 Date:O9.2342.19200300.100.1.1-052719123 071 0 571- 000' Rob Little, Grants Management Specialist Grant Programs Division wwwfama. eov September 23, 2016 Mark Cook, Director Kittitas County Public Works 411 North Ruby Street, Suite I Ellensburg, Washington 98926-6300 AWARD OF THE 2016 COOPERATING TECHNICAL PARTNERS COOPERATIVE AGREEMENT, EMS2016RX0005 Dear Mr. Cook: Under the Flood Disaster Protection Act of 1973; the Housing and Urban Development Act of 1968, also known as the National Flood Insurance Act of 1968, as amended, 42 USC 4101; the Housing and Urban Development Act of 1969; and the National Flood Insurance Reform Act of 1994, the Department of Homeland Security, Federal Emergency Management Agency is authorized to provide funding to support program management, technical mapping, and program support activities. This letter confirms federal funding in the amount of $50,000 has been approved for technical mapping activities under the Cooperating Technical Partners Program. Please find attached to this award letter the documents comprising your award package. If you agree to the terms and conditions of the award, please sign the attached FEMA Form 112-0-7 and email back to me at Robert.little2nfema. dhs.eov ; retaining the signed original document in your organization's grant files. Notification will be provided upon full execution of the cooperative agreement. By signing the Obligating Document for Awards/Amendments you signify your acceptance of this award and assume certain administrative and financial management responsibilities, including but not limited to: the timely transmission of all financial and performance reports, resolution of interim review or audit findings, and the maintenance of minimum levels of cash on hand. Should you not adhere to the financial and administrative responsibilities; your organization will be in violation of the terms and conditions of this cooperative agreement. If you have any programmatic questions, please contact Kelly Stone at 425487-4636. I can be reached at 42511874583 should you have any grant financial management or administrative questions. Attachment Respectfully, Digitally signed fly ROBERT W LITRE nt of ROBERT W LITTLE Hm� 9 ec Security, S. � �:;;-PD5 ple, cn-ROBEA W Date: 2016.0923 09:33:25 -07'00' Rob Little, Grants Management Specialist Grant Programs Division RM'\v.terna.gnv U.S. Department of Homeland Security Region X 130 22818 Street, SW Bothell, WA 98021-9796 C,ART,, . FEMA September 23, 2016 Mark Cook, Director Kittitas County Public Works 411 North Ruby Street, Suite I Ellensburg, Washington 98926-6300 AWARD OF THE 2016 COOPERATING TECHNICAL PARTNERS COOPERATIVE AGREEMENT, EMS2016RX0005 Dear Mr. Cook: Under the Flood Disaster Protection Act of 1973; the Housing and Urban Development Act of 1968, also known as the National Flood Insurance Act of 1968, as amended, 42 USC 4101; the Housing and Urban Development Act of 1969; and the National Flood Insurance Reform Act of 1994, the Department of Homeland Security, Federal Emergency Management Agency is authorized to provide funding to support program management, technical mapping, and program support activities. This letter confirms federal funding in the amount of $50,000 has been approved for technical mapping activities under the Cooperating Technical Partners Program. Please find attached to this award letter the documents comprising your award package. If you agree to the terms and conditions of the award, please sign the attached FEMA Form 112-0-7 and email back to me at Robert.little2nfema. dhs.eov ; retaining the signed original document in your organization's grant files. Notification will be provided upon full execution of the cooperative agreement. By signing the Obligating Document for Awards/Amendments you signify your acceptance of this award and assume certain administrative and financial management responsibilities, including but not limited to: the timely transmission of all financial and performance reports, resolution of interim review or audit findings, and the maintenance of minimum levels of cash on hand. Should you not adhere to the financial and administrative responsibilities; your organization will be in violation of the terms and conditions of this cooperative agreement. If you have any programmatic questions, please contact Kelly Stone at 425487-4636. I can be reached at 42511874583 should you have any grant financial management or administrative questions. Attachment Respectfully, Digitally signed fly ROBERT W LITRE nt of ROBERT W LITTLE Hm� 9 ec Security, S. � �:;;-PD5 ple, cn-ROBEA W Date: 2016.0923 09:33:25 -07'00' Rob Little, Grants Management Specialist Grant Programs Division RM'\v.terna.gnv G } Z �w2 �QQ LUZ� in � ❑ W Q 5< 0LU Zp _ } IL LL Z F W Z Z M E UJ 22 F-wv as<� 0 LU W f J m O s N w<Z O o M = m W M O N d Z ^ n n � w O Q\ O v a o o Doo 00 o z Z Z �' OzC) O o O Jp•r- a. O Y Z N O O O ❑ O. 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E [i `✓ a a$ 1 9 � = o g a c y y y E E d 1O d m 6 E 0 Yp_ Y^ c o 3 o L S E d £ E `a A o d A o c do � in W 6 C LL A A d A d 9 i0 0 d N 'V ' J N o cm E V a p C ¢ d 1O n r^ LEp O C A F W C v a, ' w Oc £ E A € c o :.o E A V A « N a W $mE pp p a ma IM «N x E d 2- o g O j A C O E 4L d:5 Mc O A C O JE >,QA m X A C "o 01 d Svc B E ay g'� s n mGq C0gT�'d0 V rp aQ £ c d Q E£ n .� G _ £ > .d. w m V c `d c c E a t o c ££ a d c c a v v z cv 1O E!e N C C $ r y Yi E O « n N= IE 4 iO a 1O L° L° t ° F d V 7R d N q S S C W ZZ O N W C d d J A V V iI r AS q 0 V Q O w W E C E a V c A O o m m n $ 6 ¢¢£~¢ W 2 Z E d d 5r $ d c ° d ¢ a d d Q 0 'i w 3 K a O z` w w E E n ° z & z i w z er O ¢ P C C d d ¢ d d d d d d d d d€ ¢« O y C n r H p n It « �' w z 0 O¢ O E O c� V" E G y C G W C W T H C G G C C C C L L W p W (CLL 'S- Or d O E a.J W W W W W W W V V 1 (L t O V¢ O ¢¢ m u m c Tv I-z m a o r ,.i y KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION DATE: October 10, 2016 TOPIC: Bureau of Reclamation Schaake Levee Update ACTION REQUESTED: Informational Only LEAD STAFF: Mark R. Cook COPY: Ms. Jeanne K. Demorest, YRBWEP Floodplain Property Manager RECOMMENDATION: Information only. BACKGROUND: For numerous years, Bureau of Reclamation (BoR) has been working to set back the County's Schaake Levee. The effort entails numerous federal, state, tribal and local agencies and area stakeholders. In late 2015, BoR produced a 30 percent design report circulating to project stakeholders for comment. Kittitas County has committed to being the levee owner pursuant to Public Law 84-99. To that end, staff has been working with BoR during all elements of project design. BoR is preparing to resume design work on the levee in the next several months. DISCUSSION: Recently, staff met with BoR discussing our comments on the 30 percent design (Exhibit 1 attached). Staff will continue being directly involved in all design elements as BoR moves towards 60 percent design. The meeting also afforded a discussion about pending current levee repairs (Exhibit 2 attached). Staff is supportive of BoR levee repair recommendations and is seeking concurrence from our partners at United States Army Corps of Engineers (USAGE). It is our understanding that the USACE desires constructing levee repairs later this fall/winter. FISCAL IMPACTS: Design and project costs are being borne by BoR. Levee repairs costs will be borne by the Flood Control Zone District fund at 20% of all construction. ATTACHMENTS: Exhibit 1: Staff 30 percent design comment letter Exhibit 2: Schaake Levee repair documents Page 1 of 2 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT EXHIBIT 1: STAFF 30 PERCENT DESIGN COMMENT LETTER EXHIBIT 2: SCHAAKE LEVEE REPAIR DOCUMENTS Page 2 of 2 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT KITTR.4S COUNTY October 5, 2016 I�I'1'T`Z'I'Al5 C®LINTY DEPARTMENT OF PUBLIC WORKS Mark R. Cook, PE Director Ms. Jeanne K Demorest US Department of the Interior Bureau of Reclamation F&WL Administrator Yakima River Basin Water Enhancement Project RE: Schaake Property Habitat Improvement Project 30 Percent Design Dear Ms. Demorest: Kittitas County Department of Public Works has completed review of CH2M Hill, Inc. "Schaake Property Habitat Improvement Project, 30 Percent Design" report dated November 2, 2015. We regret our response was not timely. Please find our comments below. Page 3-5. 3.3.4 Offsite Spoil Area: It is unclear that the County currently poses a valid stockpile permit for Hansen Pit. Verification of stockpile capability at Hansen Pit will be verified prior to final design. Page 3-5, 3.3.5 Permanent Access: Access via the City WWTP will require a perpetual easement granted to the County from the City. Page 3-7: 3.5.1 Levee Removal: Analysis of levee breaching velocities is required. The County anticipates that Bureau of Reclamation (BoR) will design downstream armoring sufficient to mitigate breach scour. Page 3-8: 3.5.3 Utility Considerations: Kittitas County presumes that the gas line, 15 kV line and 115 kV line do not impact County owned property. If this is not the case, we anticipate a discussion regarding probable impacts. Page 3-8: Setback Levee: We anticipate a more developed evaluation and explanation of underseepage in subsequent design proposals. Page 3-9: 3.6.2 Vertical Profile/Level of Protection: Third bullet, first statement, Kittitas County will revisit the level of protection with USACE and advise BoR prior to moving forward with additional level of design effort. 411 N. Ruby St, Suite #1 TEL (509) 962-7523 Ellensburg, WA 98926 FAX (509) 962-7663 Dept. of Public Works Page 2 Paste 3-10: 3.6.2 Vertical Profile/Level of Protection: Current County staff was not as involved in setback design as previous staff (now gone). We are unfamiliar with the specifics of the proposed controlled overflow structure and request further discussion with BoR regarding this proposed levee feature. Page 3-12: 3.6.6 Slope Protection: Kittitas County requests a product submittal or literature assisting us in understanding the proposed "articulating concrete blocks" proposed for slope protection. Page 3-13: 3.6.7.1 Crossing Feature: We desire revisiting the methodology utilized in sizing the proposed flap gate. We are concerned that seepage will adversely impact the integrity of the levee. We desire a more developed discussion of probable adverse impact resulting from seepage in subsequent levels of design. Page 3-16: 3.7.3.3 Side Channel 1: It appears that BoR anticipates diverting flow into Tjossem Ditch or returning flow to the Yakima River. We desire a better understanding of the conditions that would cause a return flow to the Yakima River. We anticipate BoR will obtain a fill and grade permit from Kittitas County Public Works. Page 5-1: Construction Constraints and Sequencing (b): We desire a more developed discussion regarding containment of the ACE 10 -year. It is our understanding that the minimum protection level is the 10 -year plus two feet. Thank you for the opportunity reviewing BoR's 30 percent design report, "Schaake Property Habitat Improvement Project". Please let us know if we can be of further assistance to the Bureau as you forward towards 60% design of the project. �Sincerely, 1� Mark R. Cook Director C: Karen Hodges, KCPW Planner III Doc Hansen, KC SEPA Review Officer 411 N. Ruby St, Suite #1 TEL (509) 962-7523 Ellensburg, WA 98926 FAX (509) 962-7663 OF United States Department of the Interior o�Pp�NENT N � D $ BUREAU OF RECLAMATION Pacific Northwest Region �4RC, .e COIUImbla-Cascades Area Office 1917 Marsh Road i,Rrrn RerrR n, Yakima, WA 98901-2058 CCA -5700 APR 7 2016 PRJ-3.00 VIA ELECTRONIC MAIL ONLY Mr. Mark Cook, Director Kittitas County Public Works 411 N. Ruby Street, Suite I Ellensburg, WA 98926 Subject: Schaake Levee Repair Dear Mr. Cook: As you are aware, the U.S. Army Corps of Engineers (CORPS) has determined that a portion of the Schaake levee, just downstream of where the Tjossent access channel returns to the Yakima River, is in need of repair. Ms. Cathie Desjardin has communicated the Corps intent to repair approximately 350 feet of the levee in this area (Figure 1). The Corps' proposed repair is presented as Figure 2 and entails setting back the existing levee a distance of approximately 20 feet. Under Public Law 84-99 (PL 84-99), Kittitas County (as the non -Federal owner of the levee) is responsible for 20 percent of the repair cost. As conveyed by Ms. Desjardin in her April 1, 2016 e-mail, the intent of the Corps' repair is to repair the toe, embankment, and armor that were damaged by flooding this past winter and not to improve the levee. However, being familiar with the Schaake levee and dynamics of the Yakima River at this location, we would like to bring a few suggestions to your attention that we feel will benefit Kittitas County and the Bureau of Reclamation in the long term. Given the sizeable effort to setback the levee as proposed by the Corps, we believe these suggestions will have a relatively minor impact on the cost of the repair but will significantly reduce the risk of the levee failing when the next 5- to 10 -year flow event occurs. Reclamation and our consultant (CH2M) have discussed the Corps' intended design and repair for this portion of the Schaake levee as it related to our greater restoration design and levee setback on the property. In the latest design (30 percent), Reclamation proposes to retain the portion of the Schaake levee in the vicinity of where damage occurred this past winter, primarily for protection of the Tjossem irrigation infrastructure in this area (Figure 3). The Yakima River's energy against the left bank at this location is significant, as evidenced by the failure of the levee protection during a moderately frequent flood (less than a 10 -year return interval in this latest case). River conditions at this location are becoming more similar to those at the 90 -degree bend (identified by the `600' of damage 1996" on 1996" on Figure 1). At a minimum. these river conditions have damaged the levee and necessitated repair at least three times, including this year, since the Corps first inspection of the levee in 1991. Our past experience with the Corps in Yakima County is that they are willing to consider a levee setback if the non -Federal owner prefers it, however they will still only pay 80 percent of the cost of the Corps' identified repair. Based on our interest in this levee and the adjacent property, Reclamation might be able to assist Kittitas County with the repair, particularly if the setback results in increased cost -share to the County. For your consideration and discussion, we have formulated the following recommendations that we feel will benefit the County and Reclamation in the long term: The levee alignment should follow a path similar to what is shown in Figure 3 (red line). This setback is approximately 80 feet at the greatest setback distance, whereas the Corps is recommending 20 feet. This alignment will alleviate the constriction at this location in the river, Figure 3 shows this quite well. Our recommended alignment will create a river top width similar to what exists at the downstream of the levee (also shown in Figure 3) and will act to reduce the erosive forces against the levee itself and on the river bed (which presumably scoured and caused failure of the riprap toe). 2. We recommend a flatter side slope than what the Corps has proposed (21-1:1 V). Decreasing the side slope to 3H:1 V or to 411:1 V will reduce the erosive forces on the levee and the river bed. 'These gentler slopes are also consistent with Corps guidance for riprapped slopes in rivers with heavy wood/debris loads. as the Yakima River has. Also, as owner of the protected property, Reclamation acknowledges and accepts that some loss of real estate would occur as a result of the lower sideslopes and revised alignment. 3. Based on past failures of the levee. we recommend a thicker blanket of riprap than what is being proposed by the Corps. This would increase the resilience of the levee and is consistent with Corps guidance to increase the thickness of riprap blankets where debris impacts are expected-, it is also consistent with Corps guidance to increase the thickness of riprap blankets when riprap is placed underwater. 4. It appears that the Corps is planning to use the same size riprap as has been used in the past. -]'his may be acceptable if the failure mechanism of this winter's damage was related to undermining of the toe. However, conditions at this location may warrant an increased size of riprap to resist the high-energy of the river at this locations. We have offered hydraulic modeling results to the Corps to assist in the sizing of riprap. At a minimum. we suggest that the riprap blanket is extended to the current riverbed and the launchable toe extended from that point, whereas in Figure 2 it appears the Corps proposes to restore the riverbed to a pre -flood condition. The scour that occurred at this location this past winter is a natural process and we have no reason to expect that it would not occur again. Otherwise. the proposed repair may function no better than the existing slope did this past winter. In an effort to reduce both the cost of the Corps' repair and our proposed setback levee, Reclamation is willing to provide the necessary easement and accept the spoil material from the Corps' repair and allow it to be staged on site (Reclamation property). This reduces hauling and disposal cost and Reclamation will likely be able to make use of this material when we construct a setback levee of our own (currently planned for 2017 construction). We would like to set up a time when Reclamation and CHUM can discuss this important matter with you over the phone. Please contact me either by email at nnccmTa usbci�, or by phone at 509-575-5848, extension 209, regarding your thoughts on this and when we might be able to schedule a conference call. Sincerely, Timothy McCoy YRB WEP Manager Enclosures i a- 600'. of o`kamage 1996, k+ma Tense,, 4 a t� r .' � ak• e� h k ®1 ` ;i 350' of damage -2016 damage j b r r� A, -i - -- � } �_K_ �:p� - i .� i I I ` .y :. A 2 � 4 «� -. � 2 -__ may_ __ W ��i fi'Y x 'I i. y 'i N d i ` e' o r .. F- I i{ c•. - __ u. - u -.- -� � L A $ I ~ w � L e� t i fr .. _ n 1 � � m r�4�' i � v ';. �_ n � a ... 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' i ,` ' y a�a „e ;dam yL 4 v r pr KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION DATE: October 10, 2016 TOPIC: Cayenta Change Order ACTION REQUESTED: Acknowledge Kathy Jurgen's Signature on Cayenta Change Order LEAD STAFF: Mark R. Cook RECOMMENDATION: Acknowledge Kathy Jurgen's Signature on Cayenta Change Order. BACKGROUND: The Auditor's office and Public Works are currently engaged in updating the Cayenta accounting software. The Auditor's office is requesting a delay in contract deliverables owing to workload issues in the office at this time. Public Works supports the delay request. The request results in a zero value change order to the contract. Cayenta prepared contract documents for Ms. Jurgen's signature at our end and I directed her signature on change order documents. DISCUSSION: Public Works has a defined change order process for all construction projects. We do not have a defined change order process for professional service contracts, and routinely send all change orders to the Board for authorization. This zero value change order to the contract was administered at the staff level. FISCAL IMPACTS: None. ATTACHMENTS: None. Page 1 of 2 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT HARRIS u T I L t T I E s rn nrevmnn Cf�+al�c.�c� Orcl��r {I)0 Title Updates to the due dates of Milestone Payment in reference to Time Entry WO 14-012 Background and Justification The purpose of this Change Order is to amend the Kittitas County Work Order 14-012 by: 1. Changing the due dates for milestones 6,7,8 This Change Order and Amendment to Software License ("Change Order") is made by and between Cayenta, a Division of N. Harris Computer Corporation and Kittitas County and relates to that certain Software License, Implementation and Support and Maintenance Agreement ("License Agreement") made effective as of September 261h, 2016. This change order is essential in order to ensure both parties are in agreement to the proposed changes Contact & General Information Kittitas County Contact Kathy Jurgens Email Kathy.jurgens@co.kitlitas.wa.us Date September 261h, 2016 Product Cayenta Time Entry Harris Computer Systems 1 of 3 Cayenta, a Division of N.Harris Computer Systems Ayesha Khan akhan@cayenta.com Description of Changes 1. Change in due date of following Milestone Payments Changes to Milestone Due Dates vor HARRIS UTI L I TIES MP# Milestone Description Services Due Date Resources No additional resources are required Billed Refer to the "Description of changes" section of this change order. 6 Train the Trainer Assistance $4,440 nrtnj.� pr 41 7 Cut Over $4,440 D::-. - ber 30" 2016 8 Post Go -Live $4'440 �,.��,",2g;y December 30" 2016 Project Impact Attachments: ❑ 2 of 3 Harris Computer Systems If Approved Budget No change to project budget Resources No additional resources are required Payment Milestones Refer to the "Description of changes" section of this change order. Schedule The delivery schedule of milestone 6,7,8 have changed, this change adjusts the project delivery dale to 121h December 2016 as agreed upon by Kittitas County and Cayenta. There is no financial impact to the project. Risk The risk associated with these changes impacts the overall project deadline; however there is no change in the budget Attachments: ❑ 2 of 3 Harris Computer Systems nnnuuarnn' Approval 000 000 Chargeable Hours Rate 000 000 Non -Chargeable Hours Total Hours HARRIS L\� UTI L I T I E S Amount $0.00 i 26_1bS pWm, r201s Client Signatuy� Date U Kathy Jurgens Client Name Cayenta Signature Scott MacKendrick Cayenta Name 261h September 2016 Date Monetary change orders will be executed with the return of signed change order and an initial payment of 50% of the total change amount as outlined above. Change order will not be executed and processed until both of these two requirements are satisfied. The remaining fees shall be invoiced after delivery of goods and services and due thirty (30) days from the date of invoice. Any applicable travel and lodging expenses, shall be billed monthly as the work is performed and due thirty (30) days from the date of invoice. Your signature serves as an acceptance of the "Amount' listed above as it relates to the description of work contained in this Change Order. Your signature also indicates you have reviewed and agree to the scope of work as detailed in any accompanying enclosures or attachments. This signed document indicates that you have provided all of the accurate information necessary to produce the work as stated in the above Change Order. Customer # Application # Originated by # PO# 0000000 Harris Computer Systems 3 of 3