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Home My WebLink About2022-08-09-minutes-solid-waste-and-maintenanceKITTITAS COUNTY SOLID WASTE AND MAINTENANCE MINUTES BOCC CONFERENCE ROOM, 205 WEST 5TH ROOM 108 - ELLENSBURG Regular Meeting TUESDAY 2:00 PM August 9, 2022 Board members present: Laura Osiadacz, Chairman Cory Wright, Vice -Chairman and Commissioner Brett Wachsmith. (Absent) Others: Patti Stacey and Lisa Lawrence Meeting called to order at 2:02 p.m. No citizen comments. Request Board Approval for Chair's Signature on Tenelco, Inc. Contract: Patti informed the Board the contract for pumping the lagoons allowed for price increase for the economy/fuel and this amendment reflects a .03 -cent increase on fuel. Discussion was held on septage disposal fees and cost recovery. Commissioner Wright moved to approve Chair's signature on Tenelco Contract Amendment. Commissioner Osiadacz seconded the motion. Motion passed 2-0. Request Board Approval for Chair's Signature on Jacobs Work Order No.2: Patti informed the Board that Change Order No. 2 is for the Cle Elum Transfer Station entrance design adding a new scale and a white goods area. Commissioner Wright moved to approve Chair's signature on Jacobs Change order No. 2. Commissioner Osiadacz seconded the motion. Motion passed 2-0. Update on Grants and Loans: Patti informed the Board that she has not heard back from FEMA on the Grant and that she is proceeding with the Public Works Trust Fund loan application that is due September 9th. She said she will be applying for 10 million, which will require a 2 million match, stating that the sale of the property and the water rights should cover the match. Update on Grinder Pump: Patti gave the Board an update that the Grinder pump failed and that McKinstry is unable to find a replacement and that they are working on finding the parts to rebuild it. Executive Session RCW42.30.110 (c) To consider the minimum price at which real estate will be offered for sale or lease when public knowledge regarding such consideration would cause a likelihood of decreased price. However, final action selling or leasing public property shall be taken in a meeting open to the public. 2022-08-09 MINUTES The Board recessed into executive session at 2:11 p.m. and reconvened at 2:22 p.m. Minimum price was set. OTHER BUSINESS - None Meeting concluded at 2:23 p.m. 4 Lk - Lisa awrence 2022-08-09 MINUTES 2 KITTITAS COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON Laura Osiadacz, Chairman Glr T]TWAS COU HTY CONNUSSMA ERS SoHd Waste and 6jgaontenance Regular Meeting Tuesday August 9, 2022 o 2o00 Pili BOCC Conference Room 205 West 5th Room 108 - Ellensburg 1. Call to Order 2. Citizen Comments (1 min. time limit) 3. Request Board approval for Chair's Signature on Tenelco, Inc. Contract Amendment 4. Request Board approval for Chair's Signature on Jacobs Work Order No.2 5. Update on Grants and Loans 6. Update on Grinder Pump 7. Executive Session RCW42.30.110 (c) To consider the minimum price at which real estate will be offered for sale or lease when public knowledge regarding such consideration would cause a likelihood of decreased price. However, final action selling or leasing public property shall be taken in a meeting open to the public; 8. Other business 9. Concluded Created on 8/8/2022 1:59:17 PM August 04, 2022 Tenelco Inc. 2824 Old Hartford Road, Unit A Lake Stevens, WA 98258 Kittitas County Solid Waste Programs 925 Industrial Way, Ellensburg, WA 98926 Telephone: (509) 962-7542 Fax: (509) 962-7087 RE: Contract Amendment This Amendment is to change the cost per gallon for the septage land application from $0.32 per gallon to $0.35 per gallon. This change is due to the increased costs for supplies and the increased septage available for land application from 475,974 gallons last year to 1,000,000 gallons. I have enclosed two copies of this change, please sign and return. Approval KiMoE93--ar f County Commissioners B Name:i�S3_�C�Q� 7v TITLE: Chair DATE: !j� - Z Tenellc.,o/Inc. BY: 1' Name: Zr2�l �2�t1 TITLE - DATE: August 5, 2022 Mttitas County Solid Waste Programs 925 Industrial Way, Ellensburg, WA 98926 Telephone: (509) 962-7542 Jacobs Project Management Co. 1999 Bryan Street, Suite 1200, Dallas TX 75201, United States RE: Work Order 2 At this time Kittitas County would like to accept the proposal for Work Order 2 for the Cie Elum transfer station front entrance redesign per Exhibit A, Scope of Work, Work Order 2. Description: Work order 2: Cie Elum front entrance Redesign Not to exceed Please sign and return. Approval Kito my BY: / Name: TITLE: Chair DATE: $280,000 $ 280,000 Jacobs Project Management Co. BY: v Name: Jash I awson TITLE: Manager of Projects DATE: 08/08/2022 August 5, 2022 Jacobs Project Management Co. 1999 Bryan Street, Suite 1200, Dallas TX 75201, United States RE: Work Order 2 Kittitas County Solid Waste Programs 925 Industrial Way, Ellensburg, WA 98926 Telephone: (509) 962-7542 At this time Kittitas County would like to accept the proposal for Work Order 2 for the Cle Elum transfer station front entrance redesign per Exhibit A, Scope of Work, Work Order 2. Description: Work order 2: Cle Elum front entrance Redesign Not to exceed Please sign and return. Ap R�,fita,7ty BY: Name: 11jt ,,XG-- TITLE: Chair DATE: 3 • C� ` [—Z $280,000 $ 280,000 Jacobs Project Management Co. BY: Name: Josh 1 awsnn TITLE: Manager of Projects DATE: 08/08/2022 Kittitas County Solid Waste On -Call Jacobs Project Management Co. Professional Services Agreement effective June 7, 2022 Scope of Work Work Order No. 02 Work Order Title: Kittitas County Solid Waste On -Call Cie Elum Transfer Station Front Entrance Design Project No.: KITTC002 Task No.: 02 Kittitas County Contact: Patti Stacey Facility Name: Cie Elum Transfer Station Jacobs Project Manager/Phone: Sarah Anunsen (541) 206-2273 Work Order Background In the spring of 2022 Jacobs was awarded the On -Call engineering services contract from Kittitas County Solid Waste (KCSW). Jacobs was asked to address KCSW traffic queuing that is occurring onto the State Route 903 from the operation of the Cie Elum Transfer Station. The mitigation approach is a replanned entrance that separates incoming and outgoing traffic and a new road that allows more onsite queuing. Work Order Obiective The objective of this Work Order is to design and permit a replanned entrance to the Cie Elum transfer station. The new entrance will be aligned with the neighbor's parcel to the southeast of the transfer station and will be designed for incoming transfer station traffic as well as incoming and outgoing traffic from the future storage unit business planned for the neighbors' parcel. A new exit from the transfer station will be planned to the west-southwest. In addition, the design will include a new scale, a visual screening wall around the white goods recycling area, and site lighting. The design needs to increase the onsite queuing capacity and reduce the queuing that is occurring onto State Route 903. Safety Concerns Field work planned for this Work Order consists of a field walk and surveying. A Health and Safety Plan (HASP) will be required prior to field work. Health & Safet A site-specific HASP will be required, as well as an Operational Readiness Review (ORR) attended by the PM, any staff that will be on site, and the health and safety manager prior to any field work. Environmental/Permits Jacobs will participate in two pre -application meetings, Kittitas County Community Development Services and or Public Works and a permit pre -application meeting Washington Department of Transportation (WSDOT). Jacobs permitting efforts will support a WSDOT Highway Access Permit, a State Environmental Protection Act (SEPA) Checklist, updates to the site's National Pollution Discharge and Elimination System (NPDES) Permit, and the Kittitas County Public Works Permit Applications for Access Permit, Building Permit (for the white goods wall), and Grading Permit. Task 030 describes Jacobs permitting scope. Anticipated Work Order Schedule A detailed schedule is provided in Schedule below. The project is expected to begin August 8, 2022 and conclude April 28, 2023. Anticipated Work Order Fee Based on the scope described above, Jacobs proposes a fee of $280,000 for Work Order No. 2, to be billed on a time and materials basis. A Work Order 2 Fee Break -Down is provided below. Jacobs will advise when the approved budget limit is reached. COVID-19 Response In response to the Coronavirus (COVID-19) outbreak, Jacobs has taken appropriate steps to ensure the health and well-being of our people as well as the continuity of our business operations around the globe. Jacobs has adopted mitigation strategies and protocols based on recognized world standards and guidelines, applying appropriate travel restrictions, and abiding by state and municipal proclamations/ declarations regarding shelter in place and/or business closures. Based on the foregoing, this proposal, including the schedule of activities, is contingent on being able to appropriately and safely staff and perform (including travel), considering the Coronavirus outbreak. Task Summary Task 010 — Layout Finalization Task 020 — Field Survey Task 030 — Permitting Task 040 — New Scale Specification Task 050 — Design Drawings and Specifications Task 060 — Project Management Detailed description of the Tasks and assumptions are in provided in section below. Task 010 — Layout Finalization Jacobs will conduct a site visit and lead two virtual meetings to gain alignment with KCSW on layout options. The purpose of the Layout Finalization meetings is to capture KCSW input prior to the design phase. KCSW will the ask the adjacent neighbor to participate in the layout finalization meetings to gain alignment on their shared driveway. The front entrance design and onsite vehicle circulation needs to reduce KCSW transfer station traffic queuing onto State Route 903. Onsite queuing capacity will be assessed for layout options to support the basis for the Traffic Impact Analysis of Task 030 — Permitting. Jacobs will prepare a PowerPoint presentation for the first virtual meeting to allow for design validation of the new onsite roadway layout, new scale, concrete block wall at the white goods recycle area, and onsite lighting improvements. Jacobs will update the PowerPoint presentation for the second virtual meeting capturing the input received from KCSW. Jacobs will use the finalized layout to begin permit pre -application meetings and confirm assumptions required for design. Tasks include: • Attend one site visit. • Prepare and lead two one-hour virtual layout finalization meetings. • Request and review existing records, data, drawings, maps, groundwater, and geotechnical information. • Coordination for agency engagement. • Prepare two layout finalization PowerPoint slides. • Assess traffic queuing improvements of layout options. Deliverables • Draft and final layout finalization (PowerPoint presentations delivered in PDF format). • Meeting agendas and minutes. Assumptions • Site visits will be limited to one visit, attended by up to two Jacobs staff. • Up to two one-hour layout finalization meetings will be held and attended by up to three Jacobs staff. • The adjacent neighbor will be available to participate in layout finalization meetings and their input will be aligned to project scope and design schedule. Any input from the adjacent neighbors to be incorporated into to design after layout finalization will require schedule and cost adjustments. • Virtual layout finalization meetings will be attended by up to three Jacobs staff. • Layout options and traffic queuing assessments are limited to three scenarios. Task 020 — Field Surrey Jacobs will utilize available survey data provided by Kittitas County for design. Jacobs expects additional survey information will be required to complete the design. Jacobs will subcontract a surveyor for any additional survey needed. Field survey activities may include picking up utility locates, detailed survey with break lines, edges of road, grades, manholes, culverts, and trees. Jacobs or Jacobs subcontractor will perform the following work under this task: • Review and process site survey data provided by KCSW and Surveyor. • Request utility locates (811). • Perform field survey as described above. Deliverables • No deliverables will be provided to KCSW. ri Assumptions KCSW will provide site topographic survey, as -built plans, utilities pothole data and other relevant background information in support for this project, in digital data format. Contracted surveyor, Cruse and Associates will be reasonably available and not delay the project schedule. Jacobs can subcontract another surveyor in the event Cruse and Associates is not available to meet the project schedule. Task 030 — Permitting Jacobs will meet with KCSW to align on permit requirements during progress meetings from Task 060. Jacobs will perform the following work under this task: • Coordination and preparation for two one-hour long virtual agency meetings. • Agency meetings are permit pre -application conference with Kittitas County Community Development Services and Public Works and a pre -application meeting with WSDOT. • Attend one site visit for an archeological assessment and hazard assessment. • Request and review documents including the National Pollution and Discharge Elimination System (NPDES) Permit, owner's site geotechnical and groundwater information, and Washington Information System for Architectural and Archaeological Records Data (WISAARD), and Environmental Database Report (EDR). • Prepare and update a permit status tracker for the project progression meetings. • In support of WSDOT, preparation of Highway Access permit package including a Traffic Impact Analysis. • Prepare a State Environmental Protection Act (SEPA) Checklist. • Prepare permit packages for Kittitas County Public Works: Access Permit, Building Permit (white goods recycle area) and Grading Permit. • In support of the site's existing NPDES, Jacobs will provide an updated Stormwater Site Plan and calculations for the site improvements. • Prepare back-up permit documentation, Cultural Resources Report, Hazard Assessment Report, Stormwater Site Plan, and Grading Plan. • In support of the site's existing NPDES, Jacobs will provide an updated Stormwater Site Plan and calculations for the site improvements. Deliverables Two virtual agency agendas and minutes, in PDF format. Permit status tracker, in PDF format. Draft and Final Permit Applications and documentation related to site improvements, in PDF format. ■ WSDOT Highway Access Permit ■ Traffic Impact Analysis ■ Environmental summary memorandum ■ SEPA Checklist ■ Cultural Resources Report ■ Kittitas County Public Works Access Permit ■ Kittitas County Public Works Building Permit (for white goods wall) ■ Kittitas County Public Works Grading Permit 4 ■ NPDES Updates ■ Stormwater Site Plan ■ Grading Plan Assumptions • One site visit for the archeological assessment and hazard assessment is anticipated to be attended by two Jacobs staff. • Up to two one-hour virtual agency meetings will be held and attended by up to two Jacobs staff. • The permit tracker will be used to reduce or increase the permitting scope and budget, if needed, after agency input is received on the development of this project. • There will be no historic buildings or structures to be recorded. • Jacobs will address one round of comments from Kittitas County on draft reports. • Jacobs will address one round of comments from reviewing agencies. • Permit deliverables will be provided electronically. • KCSW will be responsible for all permit fees. • Tribal consultation will not be required. • Air quality or noise analysis will be not be required. • Project construction and operation will not affect floodplains, Crystal Creek, wetlands, or other aquatic resources buffers; therefore, no Clean Water Act permitting will be required. • No endangered species or critical habitats will be identified. • A Critical Areas report will not be required. Additional budget will be needed if impacts to critical areas are required. • No more than two Shovel Test Pits required during archaeological site visit. • No more than one archaeological site/isolate identified. • Kittitas County will provide existing geotechnical and groundwater monitoring information and the information will be sufficient to support engineering and permitting purposes. • Washington Department of Ecology Permitting will not be required. • Modifications to the solid waste permit will not be required. • Public outreach and community meetings will not be required. • Federal permitting or National Environmental Policy Act (NEPA) will not be required. • Kittitas County Site Development Permit will not be required. • Agency review can be initiated with 60% Design drawings. • Pre -application conferences can be initiated with the layout finalization presentation from Task 010. • WSDOT permitting efforts will not require Intersection Control Evaluation or assessment of non - motorized modes (bikes and pedestrians) or transit. • No Right of Way acquisition will be required for new entrance. Task 040 — Replacement Scale Specification Jacobs will meet with Kittitas County to discuss replacement scale criteria. Jacobs will develop a scale specification. Jacobs will perform the following work under this task: • Attend two one-hour long virtual meetings with KCSW to align on replacement scale criteria. • Contact up to two scale vendors and provide specification. Deliverables • Meeting agendas and minutes (2 total) • Scale specification (1 total) Assumptions • KCSW can provide scale as-builts and documentation how the existing scales tie in KCSW electronic systems. • No site visits will be required to verify electrical or data systems associated with the replacement scale. • Two one-hour virtual meetings will be attended by up to two Jacobs staff. Task 050 — Design Drawings and Specifications Jacobs will prepare design drawings and specification for the new entrance and exit, onsite roadway, new scale, concrete block wall at the white goods recycle area, and onsite lighting improvements based on the Layout Finalization Task. Jacobs will prepare 60% and final design drawings and specification based on the final Layout Finalization —Task 010. Jacobs will lead one 60% review meeting for KCSW input into final design. Deliverables 60% and Final design plans and specifications, in PDF format. 60% design review meeting agenda and minutes. Assumptions • Up to 15 design sheets (expected design set to include: one title sheet, one notes sheet, one existing site plan, one proposed site layout, four enlarged layout areas, three plan profile and four details sheet) will be prepared. • The specifications will be based on Jacobs standard specifications. • The drawings will be prepared on Jacobs CAD standards. • Construction Administration or Services During Construction (SDC) is not included in this scope of work. • Stormwater assessment is limited to onsite conveyance, scope assumes receiving stormwater systems will have adequate capacity and no onsite stormwater detention ponds will be required. • No site visits are scoped for this task. • Cost estimating is not included. • KCSW will provide site topographic survey, as -built plans, utilities pothole data and other relevant background information in support for this project, in digital data format. • Legal, easement and plat surveys of the existing site will not be required. • Jacobs assumes all site data will be provided by KCSW and will be adequate for design. Any geotechnical or field verification will require additional budget. • Site lighting improvements will be onsite, no additional State Highway lighting will be required. • Site lighting can use onsite existing power sources. • Concrete block wall will not be a retaining or push wall, concrete block wall is for visual screening purposes. Task 060 — Project Management Jacobs will perform the following work under this task: • Project management support including preparing, reviewing, and submitting (10) monthly invoices. • Subcontract administration for Cruse and Associates for field survey. • Jacobs will lead six project progress meetings. • Monitor task budgets, operational administration, and task progression. • Prepare and maintain a HASP. Deliverables Monthly invoices (10 total) Project progress meeting agendas and minutes (6 total) Assumptions • Up to six one-hour Project progress meetings will be held and attended by up to two Jacobs staff. • There will be one site visit, attended by up to three Jacobs staff • This scope of work is based upon a 10 -month project duration and this contract is expected by be completed at the end of April 2023. • Jacobs services are based upon the scope anticipated at the time that these services are agreed. Deviations from the anticipated scope or extension of duration of this contract will require an adjustment to Jacobs compensation. • Execution of services will not be delayed by travel and/or self -isolation restrictions locally or nationally imposed due to COVID-19. Jacobs is not responsible for schedule changes related to COVID-19. Scope Management As a result of the nature of the work being performed, there is potential for changes to occur to the scope and the cost of services. As part of ongoing project management, Jacobs will monitor progress of this project, especially as it relates to the original scope of work and schedule. Changes to the project assumptions or scope of work, delays in the schedule, additional reporting requirements, delays caused by KCSW or other project issues may increase the budget. If additional work or changes outside of the provided scope are deemed necessary, Jacobs will submit a revised scope and budget for approval by KCSW prior to performing work outside of this proposed scope of work. Work Order 2 Schedule Week of- Activity 8/8/2022 Contract executed 8/15,E2022 PM Kick-off 1 of 6 9/5/2022 Layout Finalization Meeting 1 of 2 9,/26/2022 SurveX Complete 10,%3/'2022 'Layout Finalization Meeting 2 of 2 10/10/2022 Design Start ;Permitting Start 10/17/2022 ; PM Check-in 2 of 6 11 /7/2022 (Scale Specifcation Meeting 1 1 1,x'21,12(322 160% Design and Review Meeting 12/5/2022 ; PM Check- in 3 of 6 12/ 19/2022 (Scale Specifcalidn Meeting 2 1/16/2023 I PM Check-in 4 of b 2/20/2023 I PM Check-in 5 of 6 3/27/2023 (Final Design and Final Scalp Specifications 4/'31/2023 1PM Check-in 6 of 6 4/10/2023 !Permitting Complete A/24/'2023 I Contract Complete Work Order 2 Fee Break -Down Task j Labor hours i Labor Cost Subcontractor EXpense Travel Total Cost 1;Layout Finalization i 2:32 j $ 43,_Q0 5 1,200 5 22,520 2IFieldSurvey 39 $ 6,F,95 $ 8,80D j j-- S 15,495 3�p97 rrneb tCin - -_... -- 509 $ 19 70 - ' $ 1,000 - - --1- S 550 ---- $ 99,5 7, 0 - 4�(\� BCW 5Gale Spcdficabon 30 5,815 ='Design Drawing and Spetiiicatians I 80,890 6 Project Manage nent1 —469 176 15 33,760 $ 33,760 TOTALS 1 1455 j $ 269,450 $ s,san j $ 1,000 $ 1,750 $ 280,000 Noce: Sube-antiactor crists kiclude a 10% markup,