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HomeMy WebLinkAbout2020-06-08-minutes-public-works-study-sessionKITTITAS COUNTY COMMISSIONERS Public Works Study Session Regular Meeting Monday June 8, 2020 - 1:30 PM Commissioners' Auditorium 205 West 5th Room 109 - Ellensburg 1. Call to Order 2. Request to Approve a Resolution to Execute a Cost Recovery Agreement with DR Horton 3. Request to Approve a Resolution to Award the Contract for the Coleman Creek Culvert Replacement at Vantage Highway and Authorize the Public Works Director to execute the same. 4. Upper County Shop Contract Incidentals 5. Upper County Traffic Committee Update 6. Other business 7. Adjourn Created on 6/5/20209:09:12 AM KITTITAS COUNTY PUBLIC WORKS STUDY SESSION MINUTES COMMISSIONERS' AUDITORIUM, 205 WEST 5TH ROOM 109 - ELLENSBURG Regular Meeting MONDAY 1:30 PM JUNE 8, 2020 Board members present: Chairman Brett Wachsmith, Vice -Chairman Laura Osiadacz, Commissioner Cory Wright Others: Mark Cook, Candie Leader, Arden Thomas, Public Works; Lindsey Ozbolt, Calvana Carper, Dan Carlson, Rachael Stevie, Jessica Miller, Community Development Services and One (1) member of the Public. At 1:30 pm Chairman Brett Wachsmith opened the Public Works Study Session. Mark Cook requested to add three (3) items to the Agenda: County Engineer Update, Construction Update and Intern Discussion. REQUEST TO APPROVE A RESOLUTION TO EXECUTE A COST RECOVERY AGREEMENT WITH DR HORTON Mark Cook gave background on the Whiskey Creek flow model and explained that DR Horton requested to use the model for development purposes and ongoing hydrology issues. Mark Cook continued that this agreement is for repayment for use of the model. Discussion was held. Chairman Brett Wachsmith made a motion to approve Resolution 2020-114 to execute a Cost Recovery Agreement with DR Horton. Vice - Chairman Laura Osiadacz seconded the motion. Motion passed 3-0. REQUEST TO APPROVE A RESOLUTION TO AWARD THE CONTRACT FOR THE COLEMAN CREEK CULVERT REPLACEMENT AT VANTAGE HIGHWAY AND AUTHORIZE THE PUBLIC WORKS DIRECTOR TO EXECUTE THE SAME Mark Cook gave background on the project and stated that the project is partially funded through the Brian Abbott Fish Passage grant. Mark Cook stated that two (2) bids were received and today's action will award the project to Belsaas and Smith. Discussion was held. Chairman Brett Wachsmith made a motion to approve Resolution 2020-115 awarding the Contract for the Coleman Creek Culvert Replacement at Vantage Highway and Authorize the Public Works Director to execute the same. Vice -Chairman Laura Osiadacz seconded the motion. Motion passed 3-0. 2020-06-08 MINUTES UPPER COUNTY SHOP CONTRACT INCIDENTALS Mark Cook stated that with the Upper County Maintenance Facility project starting he'd like to get Board direction on establishing a Change Order process for the project. Mark Cook continued that previously he had established a Change Order Policy for road projects that allows the Director's signature on change orders at and/or below fifty thousand dollars ($50,000). Discussion was held. Staff was directed to draft a process for approval. UPPER COUNTY TRAFFIC COMMITTEE UPDATE Mark Cook stated that the Upper County Traffic Committee was finalized, and staff has produced a Request for Information (RFI) that was sent to two (2) On -Call Consultants for traffic solutions to be discussed once they are submitted. Mark Cook continued that he has scheduled calls to discuss the RFI with members of the Committee and will send score sheets to the members once submittals are received. No direction was given. OTHER BUSINESS: COUNTY ENGINEER UPDATE Mark Cook reported that a County Engineer candidate will be traveling from out of state for an interview on June 25th and would like to set up a time for the Board to meet him. Staff was directed to schedule time for each Board member to meet the candidate. UPDATE Mark Cook updated the Board on the upcoming construction projects for the Department. Mark Cook stated that local contractors were awarded two (2) projects and Big Boulder will be opened on the 9th. Mark Cook continued that the Upper County Maintenance Facility was awarded to a contractor from Spokane with a local contractor conducting the site work; Belsaas and Smith was awarded the Coleman Creek project and Advantage Dirt will be doing the Fairview Road project. Mark Cook added that the Bullfrog Road project will be advertised next. Mark Cook thanked the Board for their support in getting these projects out and awarded. INTERN DISCUSSION Mark Cook stated that Public Works has had internships available in the past for surveying and construction inspection. Mark Cook continued that staff sees it as a good program to continue especially with the Construction Management Program at Central Washington University. Discussion was held. Staff was directed to work with Human Resources to get this completed. 2020-06-08 MINUTES Meeting adjourned at 1:58 pm FAV 2020-06-08 MINUTES KITTITAS COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Brett Wachsmith, Chairman BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO. 2020 - APPROVING A COST RECOVERY AGREEMENT WITH DR HORTON WHEREAS: The Black Horse at Whiskey Creek plat received preliminary plat approval with Ordinance 2007-06 (02/06/2007); and WHEREAS: A condition of preliminary plat approval requires compliance with the County's flood damage prevention code (KCC 14.08); and WHEREAS: The Flood Control Zone District has developed a flood model for Whiskey Creek and this model provides the best available science predicting likely flood limits at Black Horse; and WHEREAS: DR Horton and Public Works agreed to utilize the model for vetting various flood alleviation alternatives for the plat using the County's flood model consultant; and WHEREAS: DR Horton and the Director of Public Works have agreed upon a cost recovery model reimbursing the Flood Control Zone District for flood modeling services; NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best interest of the public, does hereby approve the Cost Recovery Agreement with DR Horton. DATED this 86' day of June 2020, at Ellensburg, Washington. \\,11111111111,/// / �Go00�sslo/v 2r �✓'/ Atte : � z, ...........�P ( 1% "', \ 'tii�,\$oard- Julie Kjorsvik 4/llu li111191\ Lk](57eputy Clerk of the Board- Mandy Buchholz BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY -WASHINGTON Brett Wachsmtth, Chairman aura , Vice -Chairman Cd43 right, Commissioner KITTITAS COUNTY HYDROLOGIC AND HYDROLOGY COST RECOVERY AGREEMENT FOR THE BLACK HORSE AT WHISKEY CREEK DEVELOPMENT THIS COST RECOVERY AGREEMENT FOR THE BLACK HORSE AT WHISKEY CREEK DEVELOPMENT PROJECT ("AGREEMENT") is entered into this t f` day of June, 2020 by and between DR Horton ("Applicant") and Kittitas County, Was�mgton ("County") (hereinafter, the "Parties"). I. RECITALS WHEREAS, the Applicant proposes to develop approximately 73.34 acres of land described as follows: All of that parcel lying East of Reecer Creek Road and North of Bender Road at 1406 Bender Road, Ellensburg, Washington 98926 within Section 27 described as being a portion of Section 27 of Township 18 North, Range 18 East, W.M., in the County of Kittitas, State of Washington, which parcel is known as Kittitas County Assessor's Tax Parcel Number 18-18-27010-0002; and WHEREAS, Kittitas County previously issued approval of the final development plan PUD Rezone (Z-06-00015) and Preliminary Plat (P-06-00022) pursuant to Resolution No. 2015-043 ("Development"); and WHEREAS, the Applicant is required to mitigate floodplain impacts resulting from the Development pursuant to Resolution No. 2015-043; and WHEREAS, Kittitas County Flood Control Zone District did prepare a detailed flood inundation model for Whiskey Creek that is pending final Federal Emergency Management Agency approval for County floodplain regulatory use ("Flood Model"); and WHEREAS, the Parties believe that the County's Flood Model represents the best available science for flood prediction at Black Horse at Whiskey Creek; and WHEREAS, the Applicant desires to use the County's Flood Model to evaluate various development options that would comply with applicable laws and regulations governing the floodplain; NOW THEREFORE, the Applicant and the County agree as follows: II. AGREEMENT Model Use: The Applicant agrees to utilize the County's Whiskey Creek modeling consultant, Watershed Science and Engineering ("Consultant")) for all flood alleviation alternative modeling efforts associated with the Development. Prior to directing the Consultant to perform work for Applicant in conjunction with the Development, the Applicant and the County agree to develop scopes of work (verbal or written), which scopes of work the Parties shall thereafter communicate to the Consultant. Prior to commencing any work pursuant to this Agreement, the Consultant shall provide a fee estimate for each scope of work developed and agreed upon by the Applicant and the County, and, upon Applicant's authorization of the work that is the subject of the fee estimate, and Consultant's performance of such work, Applicant shall become obligated to pay for such costs or to reimburse County for such costs, in accordance with the provisions herein. 2. Accounting of Fees Expended to Date: Within thirty (30) calendar days of executing this Agreement, the County shall provide the Applicant with an accounting of the amount of fees spent on flood alleviation modeling associated with the Development to date. That accounting shall be accompanied by supportive invoicing from the Consultant. Within thirty (30) calendar days of the Parties' executing this Agreement and receipt by Applicant of the invoices referenced herein, the Applicant will reimburse the County for the invoiced amounts. 3. County Expense Reimbursement: Until such time as Applicant has obtained final plat approval for the Development or its applications therefore have expired Applicant agrees to pay the County for expenses incurred in flood alleviation scoping, analysis, and processing and review services related to analysis of flood alleviation modeling efforts requested by the Applicant described in Section 1 above. The County charges an administrative fee of 15 percent on all processed consultant invoices. 4. Expeditious Review and Performance by the County: The County agrees, as a general principle, to make its best efforts to expedite the review of all flood alleviation alternatives prepared pursuant to this Agreement in close coordination with the Applicant. The Applicant recognizes that the ability of the County to meet the Applicant's desired development schedule is, in part, dependent on the timely receipt of complete documents from the Applicant, and that additional time may be required completing review of all flood alleviation alternatives. 5. Periodic Review. The County and Applicant acknowledge that the implementation of this Agreement may require adjustments in the procedures detailed above. The Parties will meet as necessary to review the stafrmg levels and procedures required for the implementation of this Agreement. It is the Parties' intent that the implementation of this Agreement shall be revenue neutral to the County and that the County will neither subsidize nor obtain excess revenue from the rendering of services described herein. 6. Dispute Resolution: The Parties agree to use mediation, as necessary, to attempt to resolve any dispute under this Agreement. Amendments: Amendments to this Agreement shall be in writing, approved by the Board of County Commissioners and signed by the Parties. Applicant shall give the County at least thirty (30) days written notice of its intent to revise this Agreement at which time the County and Applicant will confer to address such revisions and amendments upon request by either party. 8. Term of Agreement: The tern of this Agreement shall commence on January 1, 2017 and shall continue until project construction is completed and/or upon final plat acceptance by the County. The scope or term of this Agreement may be amended pursuant to Paragraph 7 above. 9. Assignments: The Applicant may assign this Agreement and any flood alleviation modeling results associated herewith without requiring approval by the Board of County Commissioners. DR HORTON President KITTITAS COUNTY BOARD OF COUNTY.COMMIS IONERSi Gppvty C �, -F—c Z- Cory right, Commissioner 0 BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO. 2020 - 115 TO AWARD THE CONTRACT FOR THE COLEMAN CREEK CULVERT REPLACEMENT AT VANTAGE HIGHWAY PROJECT CRP #299-19 AND AUTHORIZE THE PUBLIC WORKS DIRECTOR TO EXECUTE THE SAME WHEREAS: The call for sealed bids was authorized by the Kittitas County Board of Commissioners on May 11, 2020; and WHEREAS: The Department of Public Works solicited bids for the Coleman Creek Culvert Replacement at Vantage Highway Project in accordance with RCW 36.77.020 Contract Procedures; and WHEREAS: Sealed bids were opened on June 1, 2020 at the Kittitas County Permit Center, Department of Public Works, 411 N. Ruby Street, Suite 1, Ellensburg, WA; and WHEREAS: Two (2) bids were received for the prescribed work. The Director of Public Works recommends the lowest responsive bid from Belsaas & Smith, Inc. be accepted; and NOW, THEREFORE BE IT RESOLVED that the Director for the Department of Public Works is authorized to sign the contract documents for said project. DATED on this 8th day of June, 2020 at Ellensburg, Washington. ""01111111 .., \SSIO.... .U: rn m "aP ❑ ClerT otthe Board- Julie Kjorsvik BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY. W k-Lwff?OsiZacz, Vice -Chairman e ty Clerk of oard- Mandy Buchhol 1 V_ 1 11 1- `_ Cory Wright, Commissioner i �j P U 000 000 00 oog0 .0 O O go O oggogoc0i O p p O ry NN NNVIN rie oo�'Q vpiggN �xii �ti4m ??55 . U T N O F Z J W NN V!M MIR M O O O O O I�I�npO O O O U S SSyOy��Spp OpSp S ONS ONNNNNNIOTS80NN�INf1NNN0� pSp pSp IISIl� U r a J PPS+ .rn $Qg B 8QQ8$88QgQ o8ggSg gra pg g 3�1F gg S�_g 3i8A ggq 5���Ti<pm $3 .8gQ W NIO Of �-q fpm V x825 a U a L A Y u M N 8888.9,R8g88gggg 888888$8 r 10+Si .4. c49i8 Ir g J r aQ<a q LLQa¢ Q Z Q w O ;y yg 2�x � _ w&a �fTi N -dfr Ifn�n �. di c+�min �����a33°�AN ilt rii tii vi 3+U C�C7 w U' ON =Ym yp� El.J0 p F NOMI VmV N4 �4(_V 4tb _o ._-���YfHWA �rfl mANryN N& ei aS ab ei���o5mm�� winnl°4n�ve"a �"a �e�aSi of uNi vmi u�Ivi �i i �j KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS STUDY SESSION STAFF REPORT STUDY SESSION DATE: June 8, 2020 ACTION REQUESTED: Request to Approve a Resolution to Execute a Cost Recovery Agreement with DR Horton BACKGROUND: Whiskey Creek flood flows have historically impacted the property now owned by DR Horton supporting the plat of Black Horse at Whiskey Creek. An unpermitted fill in the floodplain was originally thought to be mitigatable by creating offsetting floodplain storage. During early stages of Whiskey Creek flow model development, it became evident that offsetting floodplain storage was unlikely. During 2018/19 several flood alleviation alternatives were evaluated for the plat resulting is fill removal. Use of the County's flood model was instrumental in decision- making. A cost recovery agreement (approved for use by the Prosecuting Attorney's Office) is now available for use making the FCZD whole. The cost to date for consultant modeling services is estimated at approximately $11,600. INTERACTION: Public Works. RECOMMENDATION: Approve the Resolution to execute the Cost Recovery Agreement with DR Horton. HANDLING: Return one original to Public Works. ATTACHMENTS: Resolution; Cost Recovery Agreement with DR Horton. LEAD STAFF: Mark R. Cook, Director. BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO. 2020 - APPROVING A COST RECOVERY AGREEMENT WITH DR HORTON WHEREAS: The Black Horse at Whiskey Creek plat received preliminary plat approval with Ordinance 2007-06 (02/06/2007); and WHEREAS: A condition of preliminary plat approval requires compliance with the County's flood damage prevention code (KCC 14.08); and WHEREAS: The Flood Control Zone District has developed a flood model for Whiskey Creek and this model provides the best available science predicting likely flood limits at Black Horse; and WHEREAS: DR Horton and Public Works agreed to utilize the model for vetting various flood alleviation alternatives for the plat using the County's flood model consultant; and WHEREAS: DR Horton and the Director of Public Works have agreed upon a cost recovery model reimbursing the Flood Control Zone District for flood modeling services; NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the best interest of the public, does hereby approve the Cost Recovery Agreement with DR Horton. DATED this 8"' day of June 2020, at Ellensburg, Washington. Attest: ❑ Clerk of the Board- Julie Kjorsvik ❑ Deputy Clerk of the Board- Mandy Buchholz BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Brett Wachsmith, Chairman Laura Osiadacz, Vice -Chairman Cory Wright, Commissioner KIITTIITAS COUNTY HYDROLOGIC AND HYDROLOGY COST RECOVERY AGREEMENT FOR THE BLACK HORSE AT WHISKEY CREEK DEVELOPMENT THIS COST RECOVERY AGREEMENT FOR THE BLACK HORSE AT WHISKEY CREEK DEVELOPMENT PROJECT ("AGREEMENT") is entered into this day of June, 2020 by and between DR Horton ("Applicant") and Kittitas County, Washington ("County") (hereinafter, the "Parties"). I. RECITALS WHEREAS, the Applicant proposes to develop approximately 73.34 acres of land described as follows: All of that parcel lying East of Reecer Creek Road and North of Bender Road at 1406 Bender Road, Ellensburg, Washington 98926 within Section 27 described as being a portion of Section 27 of Township 18 North, Range 18 East, W.M., in the County of Kittitas, State of Washington, which parcel is known as Kittitas County Assessor's Tax Parcel Number 18-18-27010-0002; and WHEREAS, Kittitas County previously issued approval of the final development plan PUD Rezone (Z-06-00015) and Preliminary Plat (P-06-00022) pursuant to Resolution No. 2015-043 ("Development"); and WHEREAS, the Applicant is required to mitigate floodplain impacts resulting from the Development pursuant to Resolution No. 2015-043; and WHEREAS, Kittitas County Flood Control Zone District did prepare a detailed flood inundation model for Whiskey Creek that is pending final Federal Emergency Management Agency approval for County floodplain regulatory use ("Flood Model"); and WHEREAS, the Parties believe that the County's Flood Model represents the best available science for flood prediction at Black Horse at Whiskey Creek; and WHEREAS, the Applicant desires to use the County's Flood Model to evaluate various development options that would comply with applicable laws and regulations governing the floodplain; NOW THEREFORE, the Applicant and the County agree as follows: II. AGREEMENT Model Use: The Applicant agrees to utilize the County's Whiskey Creek modeling consultant, Watershed Science and Engineering ("Consultant")) for all flood alleviation alternative modeling efforts associated with the Development. Prior to directing the Consultant to perform work for Applicant in conjunction with the Development, the Applicant and the County agree to develop scopes of work (verbal or written), which scopes of work the Parties shall thereafter communicate to the Consultant. Prior to commencing any work pursuant to this Agreement, the Consultant shall provide a fee estimate for each scope of work developed and agreed upon by the Applicant and the County, and, upon Applicant's authorization of the work that is the subject of the fee estimate, and Consultant's performance of such work, Applicant shall become obligated to pay for such costs or to reimburse County for such costs, in accordance with the provisions herein. 2. Accountinc of Fees Expended to Date: Within thirty (30) calendar days of executing this Agreement, the County shall provide the Applicant with an accounting of the amount of fees spent on flood alleviation modeling associated with the Development to date. That accounting shall be accompanied by supportive invoicing from the Consultant. Within thirty (30) calendar days of the Parties' executing this Agreement and receipt by Applicant of the invoices referenced herein, the Applicant will reimburse the County for the invoiced amounts. 3. County Expense Reimbursement: Until such time as Applicant has obtained final plat approval for the Development or its applications therefore have expired Applicant agrees to pay the County for expenses incurred in flood alleviation scoping, analysis, and processing and review services related to analysis of flood alleviation modeling efforts requested by the Applicant described in Section 1 above. The County charges an administrative fee of 15 percent on all processed consultant invoices. 4_ Exoedidous Review and Performance bs the County: The County agrees, as a general principle, to make its best efforts to expedite the review of all flood alleviation alternatives prepared pursuant to this Agreement in close coordination with the Applicant. The Applicant recognizes that the ability of the County to meet the Applicant's desired development schedule is, in part, dependent on the timely receipt of complete documents from the Applicant, and that additional time may be required completing review of all flood alleviation alternatives. 5. Periodic Review: The County and Applicant acknowledge that the implementation of this Agreement may require adjustments in the procedures detailed above. The Parties will meet as necessary to review the staffing levels and procedures required for the implementation of this Agreement. It is the Parties' intent that the implementation of this Agreement shall be revenue neutral to the County and that the County will neither subsidize nor obtain excess revenue from the rendering of services described herein. 6. Dilute Resolution: The Parties agree to use mediation, as necessary, to attempt to resolve any dispute under this Agreement. 7. Amendments: Amendments to this Agreement shall be in writing, approved by the Board of County Commissioners and signed by the Parties. Applicant shall give the County at least thirty (30) days written notice of its intent to revise this Agreement at which time the County and Applicant will confer to address such revisions and amendments upon request by either party. 8. Term of Agreement: The term of this Agreement shall commence on January 1, 2017 and shall continue until project construction is completed and/or upon final plat acceptance by the County. The scope or term of this Agreement may be amended pursuant to Paragraph 7 above. 9. Assignments: The Applicant may assign this Agreement and any flood alleviation modeling results associated herewith without requiring approval by the Board of County Commissioners. DR HORTON Clerk of the Board KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS Brett Wachsmith, Chairman Laura Osiadacz, Vice -Chairman Cory Wright, Commissioner KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS STUDY SESSION STAFF REPORT STUDY SESSION DATE: June 8,2020 ACTION REQUESTED: Request to Approve a Resolution to Award the Contract for the Coleman Creek Culvert Replacement at Vantage Highway and authorize the Public Works Director to execute the same. BACKGROUND: On May 11, 2020, the Kittitas County Board of County Commissioners authorized a Notice of Call for Bids for the Coleman Creek Culvert Replacement at Vantage Highway Project. Bids were opened on June 1, 2020 and the lowest qualified bidder was Belsaas & Smith Inc. The bid total was $793,810.00. The work is being completed with state funding (Brain Abbott fish passage program — approximately $1.3 million) with supplemental funding from Public Works. The project will consist of the construction of a County furnished pre -cast 27 -ft long flat slab bridge, regrading and paving Vantage Highway, constructing guardrail, installing culverts and permanent signage. INTFRACTEON: Public Works RECOIO' MENDATQON: Approve a Resolution to Award the Contract for the Coleman Creek Culvert Replacement at Vantage Highway and authorize the Public Works Director to execute the same. HANDLING: Original - Public Works ATTACHMENTS: Resolution; Bid Tabs LEAD STAFF: Mark Cook Director of Public Works/County Engineer BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO. 2020 - TO AWARD THE CONTRACT FOR THE COLEMAN CREEK CULVERT REPLACEMENT AT VANTAGE HIGHWAY PROJECT CRP #299-19 AND AUTHORIZE THE PUBLIC WORKS DIRECTOR TO EXECUTE THE SAME WHEREAS: The call for sealed bids was authorized by the Kittitas County Board of Commissioners on May 11, 2020; and WHEREAS: The Department of Public Works solicited bids for the Coleman Creek Culvert Replacement at Vantage Highway Project in accordance with RCW 36.77.020 Contract Procedures; and WHEREAS: Sealed bids were opened on June 1, 2020 at the Kittitas County Permit Center, Department of Public Works, 411 N. Ruby Street, Suite 1, Ellensburg, WA; and WHEREAS: Two (2) bids were received for the prescribed work. The Director of Public Works recommends the lowest responsive bid from Belsaas & Smith, Inc. be accepted; and NOW, THEREFORE BE IT RESOLVED that the Director for the Department of Public Works is authorized to sign the contract documents for said project. DATED on this 8th day of June, 2020 at Ellensburg, Washington. Attest: ❑ Clerk of the Board- Julie Kjorsvik ❑ Deputy Clerk of the Board- Mandy Buchholz BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Brett Wachsmith, Chairman Laura Osiadacz, Vice -Chairman Cory Wright, Commissioner z z w Z U u U 0 on U w 9 C" OR WE I K F PRE R - - - N iz- � # 4 r lv § r Q 7 ! [ ex x�e �:■_\� y.� Wq al���������� \ �\ 7 ! [ KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION DATE: June 8, 2020 "TOPIC: Upper County Shop Contract Incidentals ACTION REQUESTED: Authorize $50,000 for Incidental Contract Expenses LEAD STAFF: Mark R. Cook RECOMMENDATION: Authorize the Director to execute a $50,000 change order covering incidental contract expenses associated with Upper County Shop construction. BRIEFING SUMMARY: • Shop construction is under way. • Recently, two unidentified trees on the contract site plan have been identified for removal, one being a danger tree and the other was mis- located on contract grading plans. • Maintenance is now requesting a wider front gate for equipment delivery BACKGROUND: Recently, the Board of County Commissioners awarded construction of the Upper County Maintenance Shop. The approximate cost of the new is shop is $5.2 million. Construction is getting underway beginning with site clearing operations. DISCUSSION: Last week, staff negotiated removal of two trees during initial land clearing at no additional charge to the County. The action has caused staff to consider the value of having a change order to the construction contract for incidentals that will likely come up during construction such as the recent tree removal. Bringing small change orders to the Board will create more cost in the long run as there is staff and contractor costs associated with Change Order preparation, let alone the time of the Board and its staff. The Public Works Director currently has $50,000 contract authority. Staff is requesting the Board authorize the Director to create a change order that can be utilized during shop construction without creating separate change orders for smaller priced items. FISCAL IMPACTS: $50,000 represents approximately one percent of contract value. 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 8, 2020 TOPIC: Upper County Traffic Committee Update ACTION REQUESTED: None Required LEAD STAFF: Mark R. Cook RECOMMENDATION: No action required. BRIEFING SUMMARY: • Recently a committee was formulated dealing with Upper County traffic issues — formally a task force. • Public Works (PW) is contacting committee members. • Request for additional information out to Fehr and Peers and SCJ Alliance for deploying traffic calming devices on rural County Roads. BACKGROUND: During all of 2019, PW staffed the Upper County Traffic Task Force. That effort has evolved into a committee of the Board of County Commissioners. Recently the Board appointed committee members. DISCUSSION: PW has completed our solicitation for consultant professional services supporting Transportation Planning. Two firms (Fehr and Peers and SCJ Alliance) are selected to provide services. Responding to the recent formulation of the committee, PW prepared a "Request for Additional Information" and solicited the two planning firms for response. The firms are being asked to inventory County roads impacted by 1-90 weekend traffic, assess the roads for deployment of traffic calming devices and to recommend various devices and various locations. Both firms have the capacity to support future design elements. It is likely that funding will be extended into the 2021 budget, owing to delays formulating the committee. The committee is staffed by the District Two Commissioner, Ms. Laura Osiadacz. Committee members will be asked to review and score the submittals once received by Public Works. Page I of 3 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT FISCAL IMPACTS: PW has budgeted $500,000 in 2020 towards this effort. ATTACHMENTS: Exhibit 1: Request for Additional Information Page 2 of 3 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT EXHIBIT 1: REQUEST FOR ADDITIONAL INFORMATION Page 3 of 3 PUBLIC WORKS BOARD OF COUNTY COMMISSIONERS WORK SESSION STAFF REPORT DEPARTMENT OF PUBLIC WORKS Mark Cook, Director h)mr�s cou�ry Request for additional information to Kittitas County current Task Order Transportation Planning Consultants for responding to a solicitation for professional services supporting evaluation and deployment of traffic calming devices in Upper County. June 1, 2020 Back ogr und: Recently, Kittitas County formulated the Upper County Traffic Committee evaluating various traffic concerns from diverting I-90 traffic during weekends and slow -downs on the Interstate. In 2019, Fehr and Peers conducted specific traffic modeling for the County further identifying traffic impacts from diverting I-90 traffic. Kittitas County has budgeted $500,000 in fiscal year 2020 towards deployment of traffic calming devices along the following roadways: Thorp Prairie, Upper Peoh Point, Westside and Nelson Siding. Request: You are invited to prepare a four-page response for consideration of award evaluating specific Upper County Roads for possible traffic calming device deployment. Kittitas County desires learning of your firm's specific experience adapting traffic calming devices to rural road networks. We want to learn of specific traffic -calming studies conducted by your firm and any agency recommendations you have made regarding deployment. Please also address any engineering work that you have performed supporting deployment of rural traffic calming devices. Please respond to this request no later than 10:00 AM July 1, 2020. Please respond to the following issues in your reply: 1. State your understanding of the project and any particular challenges you foresee. 2. Please address your ability delivering the requested evaluation of local roadways supporting deployment of traffic calming devices and follow up engineering design support. 3. Please detail your abilities integrating project delivery with Kittitas County Public Work's staff. 4. Please provide a project schedule with your response supporting device construction beginning in June 2021. 5. Detail your expectations from the County necessary in meeting the June 2021 construction deadline. 411 N. Ruby, Suite #1 TEL (509) 962-7523 Ellensburg, WA 98926 FAX (509) 962-7663 Dept. of Public Works Page 2 Responses are reviewed by a selection committee as follows: Director Mark R. Cook and members of the Upper County Traffic Committee. The following point allocation is used to evaluate responses: Issue 1: 20 points Issue 2: 40 points Issue 3: 20 points Issue 4: 20 points Issue 5: 20 points ATTACHMENT: 2019 Infographic 411 N. Ruby, Suite #1 TEL (509) 962-7523 Ellensburg, WA 98926 FAX (509) 962-7663 INTERSTATE `. How does Summer holiday traffic causes traffic backups on 1-90 and sonic drivers use county roads to bypass the traffic. Interstate 90 Typical weekday Summer Holiday County Roads Typical Workday Summer Holiday 40 60 40 60 40 60 40 W 2000 2000 20so 2�. 0 c//too a loo uUN119«,o.r o too o t oo *b dD /Mb ab Data shows the people who divert due to 1-90 congestion drive taster on our local roads. Typical weekday Summcr Holiday Typical Weekday Summcr Holiday ?B00 3.900 - so 150 . Peak Hour • • • • • • Traffic Volumes - -too -tea .. so so .. .. .. .. .. .. .. .. .. .. .. .. =700 vehicles .0 -o On holiday travel days, volumes o ,-t a nmea for I-90 and about - i, .- -• ,.. . Typical Weckday Summer Holiday Typical®Weekday summer Holiday T a1 T hoofs Hours *fours of Congestion hJU"S '• 6- 12nrs What's Next? M1;�ln' 50 petluco Ross to CounlY ROJhs Docs this data match your experience? Ate there other things we should consider?