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HomeMy WebLinkAbout111813_ca11Department of Public Works Consent Agenda Page 1 of 1 Jefferson County Board of Commissioners Agenda Request To: Board of Commissioners Philip Morley, County Administrator From: Monte Reinders, P.E. Public Works Director /County -Engineer Agenda Date: November 18, 2013 Subject: Contract with Wash. State Dept. of Transportation ( WSDOT) for Snow Et Ice Control on Clearwater Rd., County Road No. 107508 Statement of Issue: Approval of this agreement is necessary to procure WSDOT services to help maintain safe public access and use of Clearwater Rd. during periods of dangerous winter conditions. Analysis /Strategic Goals /Pro's ft Con's: Identical agreements with WSDOT have been in place in past years. Described roadway winter maintenance services will be in place from November 15 to April 15 of each year for a period of five (5) years from the date of agreement execution. Fiscal Impact /Cost Benefit Analysis: It is in the interest of the County to obtain these cost effective services from WSDOT crews stationed in the vicinity of Clearwater Rd. rather than stress distant County staffing and equipment resources during periods of dangerous winter conditions. Estimated cost of described services is approximately $10,000 over five (5) years. Funds are accounted for in annual PW maintenance budgets. Recommendation: Public Works recommends the Board approve this agreement with WSDOT and authorize the Chair to sign the three (3) attached contract documents where indicated, and then return all three (3) documents to Public works for further processing. Department Contact: Dale Seward, Eng -I 385 -9353 Reviewed By: Morle , unty A ministr r /l/J /� Date Adlilk Washington State �� Department of Transportation Maintenance Agency and Billing Address Agreement Number JC8470 Jefferson County Department of Public Works Agreement P.O. Box 1200 Port Hadlock WA 98339 Work by WSDOT for Other State, Federal, Contact Name/Phone # Paul Walters, 360- 385 -0890 and Local Governmental Agencies Federal Tax ID # 91- 6001322 (Total Cost of Agreement Estimated Costs May Not Exceed $50,000 Per $10,000 Year) Description of Work WSDOT will furnish winter snow and ice control including sand and/or deicing chemicals to the Clearwater Road (County Road Number 107508) from MP 0.00 to MP 4.13. WSDOT will maintain the Clearwater Road as a Roadway Tratment Level 4 and follow the prescribed roadway treatment actions for Level 4 Treatment Goals (see attached). The term of this Agreement will be from November 15 until April 15 each year. This Agreement is made and entered into by and between the Washington State Department of Transportation, hereinafter the "WSDOT," and the above named governmental agency, hereinafter the "AGENCY," WHEREAS, the AGENCY has requested and the WSDOT has agreed to perform certain work as described above, NOW THEREFORE, pursuant to chapter 39.34 RCW, IT IS HEREBY AGREED AS FOLLOWS: 1. GENERAL 2.2 The AGENCY agrees to pay the WSDOT for the 1.1 The WSDOT agrees to perform the above work done within thirty (30) days from receipt of a WSDOT invoice, which shall include described work, using state labor, equipment and documentation supporting the work done. materials, as requested by the AGENCY. 1.2 The AGENCY agrees, in consideration of the faithful performance of the above described work to be done by the WSDOT, to reimburse the WSDOT for the actual direct and related indirect costs of the work. Administrative Charges at current rate are considered part of indirect costs. 2. PAYMENT 2.1 The estimated cost of the work is stated above. The AGENCY agrees to set aside funds for payment to the WSDOT in this amount. DOT Forth 224-083 EF R"I"d 5109 2.3 If the AGENCY is a county or city, the AGENCY agrees that if it does not make payment as provided under the terms of this Agreement, the AGENCY authorizes the WSDOT to withhold and use as payment Motor Vehicle Fund monies credited or to be credited to the AGENCY. 2.4 The AGENCY agrees further that if payment is not made to the WSDOT within thirty (30) days from receipt of WSDOT's invoice, the WSDOT may charge late fees and/or interest in accordance with Washington State Law. 3. INCREASE IN COST 3.1 The parties agree that the estimated cost of the work may be exceeded by up to 25 %. In the event of such increased costs the parties agree to modify the estimated cost of work by written amendment, signed by both parties. WSDOT shall notify the AGENCY of increased costs as they become known. 4. RIGHT OF ENTRY 4.1 The AGENCY grants to the WSDOT a right of entry upon all land in which the AGENCY has interest for the purpose of accomplishing the work described above. 5. TERMINATION CLAUSE (Check the Appropriate Box Below) ® 5.1 This Agreement will automatically terminate five (5) years after date of execution. This Agreement may be terminated by either party upon thirty (30) days advanced written notice to the other party. In the event of termination, payment will be made by the AGENCY for work completed by the WSDOT as of the effective date of termination. ❑ 5.2 This Agreement will terminate upon completion of the work described herein. 6. DISPUTES AND VENUE 6.1 In the event that a dispute arises under this Agreement, it shall be resolved as follows: The WSDOT's Secretary of Transportation or designee and the AGENCY's head or designee shall review the applicable facts, contract terms, statutes and rules affecting the dispute to resolve the matter. If the parties cannot reach a resolution, the parties agree that any legal action to enforce any right or obligation under this Agreement may only be brought in Thurston County Superior Court. The venue specified in this section shall not apply to any federal agency that is a party to this Agreement. 7. MODIFICATION 7.1 This Agreement may be amended by the mutual agreement of the parties. Such amendments or modification shall not be binding unless they are in writing and signed by persons authorized to bind each party. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year last wTitten below. REQUESTING AGENCY By: Printed: John Austin, Chair Title: Jefferson County Board of Commissioners Date: DOT Form 224 -093 EF Revised SM WASHINGTON STATE DEPARTMENT OF TRANSPORTATION By Printed: Title: Date: App}!pVOd 88 fOr[ll 011 (yJwJ1 (1 513 [avid Alwrez, Chief C' A Page 2 of W Agreement JCa470 Nashington State Department of Transportation reatmenl Level Goals Description of Roadway Treatment Actions 1. Pre - event: Pre- Ireatrnadway wlih anti -icing chemicals if conditions are appropriate for such treatment. Monitor the treatment for effectiveness and for the need to reapply. 2. During event Apply deicing chemicals to roadway during a snow event to keep snow and ice from accumulating and bonding to the pavement and to expedite the process of mechanical removal. If compact snow or black ice forms on the roadway, apply pre -wel solid chemicals to break the sno% /ice bond and to assist the process of mechanical removal. Post -event (Conlinue snow and ice removal operations including chemical and mechanical methods until bare pavement is achieved. 1. Pre -event Maintain the same as higher priority roadways after Ihose roadways have been treated and as resources allow. 2 During e% em: Apply deicing chemicals to road. a7 during a snow event to keep snow and ice Irom aces, mulcting and bonding to the pavenwnt and to expedite the process of mechanical removal. If compact snow or black ice forms on the roadway, apple pre -w el solid chemicals to break the snow /ice bond and to assist the process of mechanical removal. 3. Post Event Return pavement to Its re and wet sand ition as soon as practical using plowing as the prima rs operation with moderate use of pre -wet materials to assist snow and ice removal. 1. Pre - event: Maintain the same as higher priority road% ays after Ihose roadways have been treated and as resources allow. '_ During event: Apply deicers on first passes when and where necessan to keep snow and ice from accumulating. Subsequent passes should rely primarily on plowing with the moderate use of pre -wet materials to assist mechanical snow and ice removal. J. Post event: Return pavement to bare and wet condition as soon as practical using plowing as the printers operation with moderate use of pre -wel materials to assist snow and ice removal. I. Pre - event: Maintain the same as higher priority roadways after those roadways have been treated and as resources During e%ent; Apph deicers on first passes "hen and where necessaq to keep snow and ice from accumulating. Tsequent passes should rcl y primarily on plowing with the moderate use of pre -wet materials to assist mechanical snov and removal. 3. Post event: Return pavement to bare and wet condition as soon as practical using plowing as The prim r% operation with moderate use of pre -wet materials to assist snow and ice removal. Pre -oent: Maintain the same as higher priority roadways after those roadways have been treated and as resources During event: Apply deicers on first passes when and where necessary to keep snow and ice from accumulating. passes should rely primarily on plowing with the moderate use of pre -wet materials to assist mechanical snow and removal. 3. Post event: Return pavement to bare and wet as conditions allow. Note: The use of abrasives, either alone or in combination with salt is allowable at all levels when conditions are appropriate for such use. This would include, but not limited to conditions too cold for the effective use of salt, heavy snow or black ice where maintaining traction is a concern and on subsequent passes.