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HomeMy WebLinkAbout042919_ca02 Department of Public Works O 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: April 29, 2019 Subject: Maintenance agreement with Washington State Department of Transportation Statement of Issue: The proposed maintenance agreement provides for WSDOT to provide snow/ice control on 4.13 miles of Clearwater Rd on the West End for five years beginning terminating with the 2023-24 winter season. Analysis/Strategic Goals/Pro's & Con's: WSDOT is more readily able to serve Clearwater Rd within their existing snow-/ice-control routes than the Upper Hoh-based Public Works crew that maintains our West End roads. This is primarily due to driving distances and climatic differences around the West End of the county. WSDOT has been providing this service under previous, similar agreements for many years. Fiscal Impact/Cost Benefit Analysis: The cost to the Road Fund varies annually with snow/ice conditions but is minimal and is advantageous versus the cost and resource drain of the minimum half day of work that would be required for the Upper Hoh-based crew to travel to and maintain the road. Recommendation: The Department of Public Works recommend the Board execute the attached maintenance agreement and return it for processing. Department Contacts: Matt Stewart, Road Maintenance Superintendent Reviewed By: 1K46' " Philip Morley, Co`rrtrt1Administratbr__ Date Jefferson County Department of Public Works Agency and Billing Address P.O. Box 1200 Port Hadlock WA 98339 Work by WSDOT for Other State, Federal, and Local Governmental Agencies (Total Cost of Agreement May Not Exceed $50,000 Per Year) Estimated Costs 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. $10,000 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 1.1 2. PAYMENT The estimated cost of the work is stated above. The AGENCY agrees to set aside funds for payment to the WSDOT in this amount. 2.2 2.4 Contact Name/Phone # Matt Stewart, 360-385-0890 Agreement Number JC8470 Federal Tax ID #91-6001322 2.3 DOT Form 224-093 EF Revised 5/09 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. The WSDOT agrees to perform the above described work, using state labor, equipment and materials, as requested by the AGENCY. 1.2 2.1 The AGENCY agrees to pay the WSDOT for the work done within thirty (30) days from receipt of a WSDOT invoice, which shall include documentation supporting the work done. 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. 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. 4. RIGHT OF ENTRY 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. REQUESTING AGENCY WASHINGTON STATE DEPARTMENT OF TRANSPORTATION By: Date: IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year last written below. 3. INCREASE IN COST 5. TERMINATION CLAUSE (Check the Appropriate Box Below) Printed: Title: By: Date: Printed: Title: 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. 6. DISPUTES AND VENUE 6.1 7. MODIFICATION 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. 5.1 5.2 3.1 4.1 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. This Agreement will terminate upon completion of the work described herein. 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. 7.1 DOT Form 224-093 EF Revised 5/09 Page 2 of 2 Agreement JC8470 • • Washington State Department of Transportation reatment v Description of Roadway'Treatment Actions I Pre-event:Pre-treat roadway with anti-icing chemicals if conditions are appropriate for such treatment. Monitor the treatment for effeetiseness and for the need to reapply. 2 During esent:Apply deicing chemicals to roadway during a snow event to keep snow and ice front accumulating and bonding to the pavement and to expedite the process of mechanical remosal.If compact snow or black ice forms on the roadway,apply pre-wet solid chemicals to break the snowrice bond and to assist the process of mechanical remosal. Post-event.Continue snow and ice remosal operations including chemical and mechanical methods until hare ,avement is achieved. L Pre-event:Maintain the same as higher priority roadways after those roadways base been treated and as resources How. 2. During esent:apple deicing chemicals to roadway during a snow esent to keep snow and ice from accumulating nd bonding to the pasenent and to expedite the process of mechanical removal.If compact snow or black ice forms on the oaths ay.apply pre-wet solid chemicals to break the snow ice bond and to assist the process of mechanical removal. 3. Post Event:Return pavement to bare and wet condition as soon as practical using plossing as the primary operation with moderate use of pre-wet materials to assist snow and ice removal. !. Pre-event:Maintain the sante as higher priority roadways after those roadways base been treated and as resources .w. During event: Apply deicers on first passes when and where necessary to keep snow and ice front accumulating. s•bsequent passes should rely primarily on plowing with the moderate use of pre-wet materials to assist mechanical snow and ce removal. 3. Post event:Return pasenent to hare and wet condition as soon as practical using plowing as the primary operation with moderate use of pre-wet materials to assist snow and ice removal. 1. Pre-event:Maintain the same as higher priority roadways after those roadways Kase been treated and as resources allow. 2. During event: Apply deicers on first passes when and where necessary to keep snow and ice from accumulating. Levet4 Subsequent passes should rely primarily on plowing with the moderate use of pre-wet materials to assist mechanical snow and lice removal. 3. Post event:Return pavement to bare and wet condition as coon as practical using plowing as the primary operation with moderate use of pre-wet materials to assist snow and ice remosal. I. Pre-es vitt:Maintain the sane as higher priority roadways after those roadways have been treated and as resources allow. 2. During event: Apply deicers on first passes when and where necessary to keep snow and ice from accumulating. Levet 5 Subsequent passes should rely primarily on plowing with the moderate use of pre-wet materials to assist mechanical snow and 4 ice removal. 3. Post event:Return pavement to hare 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.