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HomeMy WebLinkAbout2021-11-22-minutes-public-works-study-sessionKITTITAS COUNTY COMMISSIONERS Public Works Study Session Regular Meeting Monday November 22, 2021 -1:30 PM Commissioners' Auditorium and Webex 205 West 5th Room 109 - Ellensburg 1. Call to Order 2. New Datums Replacing NAVD 88 and NAD 83 Discussion 3. Washington State Department of Transportation Public Works Emergency Response Assistance Mutual Aid Agreement 4. Other business S. Adjourn Created on 11/19/2021 9:34:11 AM KITTITAS COUNTY PUBLIC WORKS STUDY SESSION MINUTES In -Person and Webex Regular Meeting MONDAY 1:30 PM November 22, 2021 Board members present: Chairman Brett Wachsmith, and Vice -Chairman Laura Osiadacz. Others In -Person: Mark Cook, Rebecca Cruse, Public Works. Others Virtual: Mandy Buchholz, Commissioners Office; Dan Carlson, Jeremiah Cromie, Community Development Services; Neil Caulkins, Prosecutors Office; (0) Members of the Public. At 1:30 pm Chairman Brett Wachsmith opened the Public Works Study Session. NEW DATUMS REPLACING NAVD 88 AND NAD 83 DISCUSSION Mark Cook briefed the Board of County Commissioners on County Surveyor Justin Turnbull's efforts in the past year to update the coordinates of monuments as the National Geodetic System moves to a satellite system in 2022. Mark Cook continued those updates to the NGS will increase accuracy and improve the county's parcel layers. Mark Cook is requesting to begin dialogue with the IT Department to update the parcel layers with this data. WASHINGTON STATE DEPARTMENT OF TRANSPORTATION PUBLIC WORKS EMERGENCY RESPONSE ASSISTANCE MUTUAL AID AGREEMENT Mark Cook briefed the Board on a mutual aid agreement request from the Washington State Department of Transportation (WSDOT). Mark Cook is requesting to amend sections of the contract to mitigate risk to the County service level and the road crew. Discussion was held. Staff was directed to draft changes to the agreement and sign once agreed upon by WSDOT. Meeting adjourned at 1:56 pm. 2021-11-22 Minutes Rebecca Cruse, Administrative Assistant 2021-11-22 Minutes KITTITAS COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Brett Wachsmith, Chairman KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION DATE: November 22, 2021 TOPIC: New Datums Replacing NAVD 88 and NAD 83 ACTION REQUESTED: Support Staff Efforts LEAD STAFF: Mark R. Cook RECOMMENDATION: Complete updating National Geodetic Survey monuments to the maximum extent possible before year's end. BRIEFING SUMMARY: • The National Geodetic Survey is switching the nation's datums and reference system in 2022. • For the past eleven months, County Surveyor Turnbull and his team have been updating NGS monument data countywide. • In the state of Washington, Kittitas County and Yakima County lead the state in the monument revisiting effort. • A large GIS effort is needed responding to pending changes in the nation's datum and geospatial reference systems. • Once this round of NGS updating is complete, all of the past five years of Public Works monument data updating will tie back making improvements to the County's tax parcel layer possible. BACKGROUND: To improve the National Spatial Reference System (NSRS), NGS will replace all three North American Datum of 1983 (NAD 83) frames and all vertical datums, including the North American Vertical Datum of 1988 (NAVD 88), with foie- new terrestrial reference frames and a geopotential datum. The new reference frames will rely primarily on Global Navigation Satellite Systems (GNSS), such as the Global Positioning System (GPS), as well as on a gravimetric geoid model resulting from our Gravity for the Redefinition of the American Vertical Datum (GRAY -D) Project. These new reference frames will be easier to access and to maintain than the current NSRS, which relies on physical survey .marks that deteriorate over time. Page 1 of 4 Public Works "Work Session Staff Report", 2021 NAD 83 and NAVD 88, although still the official horizontal and vertical datums of the National Spatial Reference System (NSRS), have been identified as having shortcomings that are best addressed through defining new horizontal and vertical datums. Specifically: NAD 83 is non -geocentric by about 2.2 meters. NAVD 88 is both biased (by about one-half meter) and tilted (about 1 meter coast to coast) relative to the best global geoid models available today. These issues derive from the fact that both datums were defined primarily using terrestrial surveying techniques at passive geodetic survey marks. This network of survey marks deteriorates over time (both through unchecked physical movement and simple removal), and resources are not available to maintain them. It is likely that existing County vertical data could be as much one-half of one foot off from Vantage to Snoqualmie Pass. In late 2020, the NGS solicited surveyors across the county for support of the spatial shift imitative. Kittitas County built the 2021 survey work program supporting the request (EXHIBIT 1 — map detailing the monuments updated). A current state map depicting other county and state efforts is attached as EXHIBIT 2. DISCUSSION: PW has done a good job getting the County ready for the national shift in reference frames. Once NGS completes this national effort, the amount of data upload and associated GIS layer work is expected to be significant. The potential benefits to the County's tax parcel layer appear equally significant. Once the NGS reference frame shift is complete, PW recommends evaluating the impacts to the County's tax parcel database and incorporating refined monumentation data provided by PW the past several years. Current NGS efforts will improve State Plane coordinates in the County adding additional accuracy to the network supporting eventual improvements to the County's tax parcel layer. FISCAL IMPACTS: Undetermined at this time. ATTACHMENTS: Exhibit 1: Kittitas County Monument Map Exhibit 2: WA State Map Page 2 of 4 Public Works "Work Session Staff Report", 2021 EXHIBIT 1: KITTITAS COUNTY MONUMENT MAP Page 3 of 4 Public Works "Work Session Staff Report", 2021 C 2 NQC� va0 Nvr�r�� c n azo t o i n 3 J0 30400 x m v Q Q Q Q 0 1 N m m m w 3 S c c c c m m m m m O O N 7 N 2 NQC� va0 Nvr�r�� c n azo t o i EXHIBIT 2: WA STATE MAP Page 4 of 4 Public Works "Work Session Staff Report", 2021 J CD G a rD n � G G G G m � U KITTITAS COUNTY DEPARTMENT OF PUBLIC WORKS PUBLIC WORKS — BOARD OF COUNTY COMMISSIONERS STUDY SESSION STAFF REPORT STUDY SESSION DATE: November 22, 2021 TOPIC: Washington State Department of Transportation Public Works Emergency Response Assistance Mutual Aid Agreement ACTION REQUESTED: Direct Staff LEAD STAFF: Mark R. Cook RECOMMENDATION: Amend the agreement to eliminate any aid on Interstate 90. BRIEFING SUMMARY: • Washington State Department of Transportation (WSDOT) is requesting a mutual aid agreement with Kittitas County Department of Public Works (PW) • PW is willing to assist on state highways in the County as resources become available (HWY 903, 907 and 10) • PW is concerned about providing support for Interstate 90 • PW desires supporting WSDOT on all highways but not I-90 BACKGROUND: PW recently received a mutual aid agreement request from WSDOT. PW is familiar with snow and ice operations on two lane roadways. PW is not experienced on managing snow and ice removal operations on multi -lane roadways. The supplied mutual aid agreement does not contemplate removing multi -lane roadways from the agreement. PW believes the recent reduction in force at the WSDOT Bull Frog maintenance facility is driving the request for assistance. DISCUSSION: PW supports assisting WSDOT on two lane highways. The indemnification clause (Section 7) of the standard mutual aid agreement provides broad protection for all but "sole negligence of the Responding Agencies or their authorized agents or employees". PW is confident that our standard business practices managing snow and ice on two-lane roadways provides for a high likelihood of compliance against sole negligence. Our concern is our lack of experience or understanding as to how WSDOT manages snow and ice removal operations on I-90. It is common to see snowplows working multiple lanes in tandem with one another. PW is not versed in how these operations are conducted. We could easily find ourselves "over our heads" and get into a "solely negligent' positions without even understanding how we got there in the first place. Page 1 of 3 Public Works "Work Session Staff Report", 2021 One option is to amend the provided agreement specifically eliminating multi -lane aid or work with legal to bolster Section 7 (Indemnification) adding additional protections for I- 90 support. FISCAL IMPACTS: All costs for labor, rental and material are eligible for cost reimbursement in the agreement. ATTACHMENTS: Exhibit 1: WSDOT Mutual Aid Agreement GCB 3207 Page 2 of 3 Public Works "Work Session Staff Report", 2021 EXHIBIT 1: WSDOT MUTUAL AID AGREEMENT GCB 3207 Page 3 of 3 Public Works "Work Session Staff Report", 2021 GCB 3207 (Local Agency Emergency Event — IVO PROCLAMATION) PUBLIC WORKS EMERGENCY RESPONSE ASSISTANCE MUTUAL AI® AGREEMENT This Agreement is between those Government Agencies (local, county, tribal or state), herein after "Agency" or "Agencies," that have executed the Agreement, as indicated by the signatures at the end of this document. 1. This Agreement is authorized by Washington State Chapter 39.34 RCW (Interlocal Agreement Act), which provides that any one or more public agencies may contract with any one or more other public agencies to perform any governmental service, activity, or undertaking, which each public agency entering into the contract is authorized by law to perform. 2. The purpose of this pre -disaster agreement between the Agencies is to provide for immediate assistance to protect life and property by facilitating the cooperation between Agencies to assist in a disaster in the absence of a "Proclamation of Emergency" as that term is defined in Chapter 38.52 RCW. 3. A separate agreement, GCB 3187 (Emergency Proclamation) PUBLIC WORKS EMERGENCY RESPONSE ASSISTANCE MUTUAL AID AGREEMENT, has been prepared to address those events where a Proclamation of Emergency has been declared invoking the broader statutory emergency powers provided to agencies in Chapter 38.52 RCW. 4. The parties to this Agreement are responsible for the construction and maintenance of public facilities such as street, road, highway, and related systems during routine and emergency conditions. 5. Each of the parties owns and maintains equipment, and employs personnel who are trained to provide service in the construction and maintenance of street, road, highway, and related systems and other support. NOW, THEREFORE pursuant to Chapter 39.34 RCW and in consideration of the terms, conditions, and performances contained herein, the recitals as stated above, and the attached Exhibits which are incorporated and made a part hereof, It is Mutually Agreed as Follows: 1. Request If confronted with an emergency situation requiring personnel, equipment or material not available to it, the requesting party (Requestor) may request assistance from any of the other parties who have executed this Agreement. GCB 3207 Page 1 of 5 The Requestor may make the Emergency Response Assistance (Work) request by contacting the Designated Primary Contact of a participating agency, from the signatory Agencies list maintained by the WSDOT Office of Emergency Management (OEM), by phone or email. 2. Response Upon receipt of such request, the party receiving the request (Responder) shall immediately take the following action: A. Determine whether it has the personnel, equipment, or material available to respond to the request. B. Determine what available personnel and equipment should be dispatched and/or what material should be supplied. C. Dispatch available and appropriate personnel and equipment to the location designated by the Requestor. D. Provide appropriate access to the available material. E. Advise the Requestor immediately in the event all or some of the requested personnel, equipment, or material is not available. NOTE: It is understood that the integrity of dedicated funds needs to be protected. Therefore, Agencies funded with road funds are limited to providing services for road activities; sewer funds are limited to providing services for sewer activities and so on. 3. Incident Commander The Incident Commander of the emergency shall be designated by the Requestor, and shall be in overall command of the operations under whom the personnel and equipment of the Responder shall serve. The personnel and equipment of the Responder shall be under the immediate control of a supervisor of the Responder. If the Incident Commander specifically requests a supervisor of the Responder to assume command, the Incident Commander shall not, by relinquishing command, relieve the Requestor of responsibility for the incident. 4. Documentation Documentation of hours worked, and equipment or materials used or provided will be maintained on a shift by shift basis by the Responder, and provided to the Requestor as needed. S. Release of Personnel and Equipment All personnel, equipment, and unused material provided under this Agreement shall be returned to the Responder upon release by the Requestor, or on demand by the Responder. GCB 3207 Page 2 of 5 6. Compensation It is hereby understood that the Responder will be reimbursed (e.g. labor, equipment, materials and other related expenses as applicable, including loss or damage to equipment) at its adopted usual and customary rates. Compensation may include: A. Compensation for workers at the Responder's current pay structure, including call back, overtime, and benefits. B. Compensation for equipment at Responder's established rental rate. C. Compensation for materials, at Responder's cost. Materials may be replaced at Requestor's discretion in lieu of cash payment upon approval by the Responder for such replacement. D. The Responding Agency shall submit a Mutual Aid Cost Recovery Submittal (Exhibit A) and itemized voucher of costs to the Designated Primary Contact of the Requesting Agency within sixty (60) days after completion of Work). Unless otherwise agreed, the Responding Agency shall receive reimbursement within ninety (90) days after the voucher submittal date. (Note: after execution of the Agreement the participating agency Designated Representative will be provided the electronic fillable pdf of Exhibit A) 7. Indemnification The Responding Agency shall have no responsibilities or incur any liabilities because it does not provide resources and/or services to any other party to this Agreement. A. To the extent permitted by law, the Requesting Agency shall protect, defend, hold harmless and indemnify all other Responding signatory Agencies, and their officers and employees from any and all claims, suits, costs, damages of any nature, or causes of action, including the cost of defense and attorney's fees, by reason of the acts or omissions, whether negligent, willful, or reckless, of its own officers, employees, agency or any other person arising out of or in connection with any acts or activities authorized by this Agreement, and will pay all judgments, if any, rendered. This obligation shall not include such claims, costs, damages or other expenses which may be caused by the sole negligence of the Responding Agencies or their authorized agents or employees. 8. Worker Compensation Withholdings and Employer Liability Each party shall remain fully responsible as employer for all taxes, assessments, fees, premiums, wages, withholdings, workers compensation and other direct and indirect compensation, benefits, and related obligations with respect to its own employees. Likewise, each party shall insure, self -insure, or both, its own employees as required by Washington Revised Code of Washington (RCW). 9. The Agreement A. It is understood that all parties may not execute this Agreement at the same time. It is the intention of the parties that any governmental entity in the State of Washington may enter into this Agreement and that all parties who execute this Agreement will be considered to be equal parties to the Agreement. GCB 3207 Page 3 of 5 The individual parties to this Agreement may be "Requestor" or "Responder's" as referred to in Section 1. and 2. above, to all others who have entered this Agreement. B. Authorization and approval of this Agreement shall be in a manner consistent with the Agency's current procedures. This Agreement shall be effective upon approval by two or more Agencies and shall remain in effect as long as two or more Agencies are parties to this Agreement. Upon execution of this Agreement, the Agency shall send an original or a certified copy of the Agreement to the Washington State Department of Transportation, Office of Emergency Management (OEM). The OEM shall maintain a list of all signatory Agencies. 1) Written notice of intent to terminate this Agreement must be given to all other parties on the master list of parties at least 30 days prior to termination date. This notice shall automatically terminate the Agreement as to the terminating party on the date set out in the notice unless rescinded by that party in writing prior to that date. 2) Termination will not affect a party's obligations for payment arising prior to the termination of this Agreement. 10. Non-exclusive This Agreement is not intended to be exclusive among the parties. Any party may enter into separate cooperative assistance or mutual aid agreements with any other entity. No such separate agreement shall terminate any responsibility under this Agreement. 11. Parties to This Agreement Participants in this Agreement are indicated on the following pages, one party per page. IN WITNESS WHEREOF, the parties hereto have caused this Agreement for Public Works Emergency Response Assistance to be executed by duly authorized representatives as of the date of their signatures. WASHINGTON STATE DEPARTMENT OF TRANSPORTATION )Q,, t -C7 , 4/4& Pasco Bakotich III, P.E. State Maintenance Engineer D ! / Date ortation Date GCB 3207 Page 4 of 5 IN WITNESS WHEREOF, the parties hereto have caused this Agreement for Public Works Emergency Response Assistance to be executed by duly authorized representatives as of the date of their signatures. Agency Jurisdiction Authorized Representative Date Designated Primary Contact: Office Contact Name: Phone Number: L�'iMIN Emergency 24 Hour Phone Number: GCB 3207 Page 5 of 5