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City of Vancouver, WA
Letter of Understanding to Specify Services Delivered by the Clark County to the city of Vancouver

The purpose of this Letter of Understanding is to specify services delivered by the Clark County Department of Public Works to the City of Vancouver Department of Public Works for the period January 1, 1997 to December 31, 1997. This administrative agreement is in accordance with and implements the provisions specified in the Master Agreement signed between Clark County and the City of Vancouver on December 16, 1996 and does not constitute an amendment or modification of any previously approved interlocal agreement(s) between the City and County. Each year, this agreement will be revised to reflect current service levels and budgets.

Description of Services to be Performed

Under this agreement, the County will provide the services listed below in the area shown on the map attached hereto as Exhibit "A" ("annexation area"). Each month, the City will be sent a production report which indicates service level activities consistent with actual costs billed to the City for that month. The production report shall include, but not be limited to disposal tonnage, administration hours, field personnel hours, equipment use and hours of operation, and corresponding actual costs; and the per catchbasin cleaning cost. This report will also include a map of the general area cleaned; problems found with the system which may include illegal dumping, broken systems, missing grates, etc.; and a summary of the material retrieved from the drainage systems.

A detailed catchbasin map (1"=200’) of the annexation area will be provided to the City by the County prior to any work being conducted for the City. The map will identify catchbasin locations and piping. The County will provide a maintenance map that divides the annexation area into zones. Each map provided by the County will indicate each facility to be maintained, and will include a general street location, a quarter section map, and a facilities map showing size and dimension, easements, structures, fencing and any appurtenances that require maintenance or special considerations.

The County will also provide a detailed list of personnel (administrative and field), and equipment assigned to the operation of the service contract.

Clark County will provide the following services under this agreement:

• Cleaning and clearing catch basins once a year
• Cleaning and clearing drywells and stormlines as necessary
• Ditching by request (approximately 22,700 feet per year)
• Maintenance of Burnt Bridge Creek utility area according to the service levels in the Burnt Bridge Creek service manual
• Facility maintenance of Columbia slope (two cuttings per year)

  Installation of storm water drainage systems as per drainage plans are not funded through this agreement. Any services provided by the County upon request by the City would be negotiated through a separate agreement.

  Customer Requests For Service

  Requests for service within the annexed area that are the responsibility of the County under this service agreement will be responded to by the County. A summary of these calls will be sent to the City once a week. Calls to the County regarding City drainage utility billing issues, or billing issues as they relate to levels of service, will be directed to the City.

  The City will be notified immediately of situations that have required emergency response by the County. If the County is unable to handle all emergency calls during peak periods, the County will contact the City for assistance.

  Service request calls received by the County that are not the County’s responsibility under the terms of this Agreement will be referred to the City; the same process applies to calls that may be received by the City that are the County’s responsibility.

  Cost of Service

  The total estimate for services under this agreement is for $ 230,000. This amount includes labor, equipment, and materials. It also includes an overhead charge of 12.31%, which includes costs for county indirect, program administration, general liability, and business and operating taxes.

  The City will be charged only for actual costs incurred. The above estimate is the maximum amount which may be expended under this service agreement. Any change to this amount must be negotiated and agreed to in writing by each party.

  Communication Methods

  A contract manager for both the County and the City will be assigned to monitor the service level and budget provisions of the service agreement. Each quarter, this service agreement will be reviewed by each jurisdiction’s contract manager to review service levels, service delivery, and costs. In between these times, communication via telephone or e-mail will be used to relay information, answer questions, or raise concerns. If disputes cannot be resolved between the contract managers, the directors of the respective departments have final decision-making authority.

  Billing Method and Process

  Services performed under this agreement will be billed on a monthly basis. The billing will identify the amount owed and the work performed during that billing period. Billings will be first signed by the contract manager for the County, then will be sent to the County Auditor’s office for processing and formal billing of the City. The bill will be sent to the contract manager for the City.

  _____________________________
  Ron Bergman, Director
  Clark County Department of Public Works

  _____________________________
  John Ostrowski, Director
  City of Vancouver Department of Public Works