Within-Year Modification Request Form for FY 2008

 
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Table of Contents
Part 1. Administration and Budgeting
Section 1: General Administrative Information
Section 2: Description
Section 3: Related Projects
Section 4: Planning and Design
Section 5: Construction/Implementation
Section 6: Operations and Maintenance
Section 7: Monitoring and Evaluation
Section 8: Total Budget
Section 9: Project Documents
Part 2. Current Status of Modification Request
Part 3. Comments on this Modification Request


Part 1 of 3. Administration and Budgeting
Section 1: General Administrative Information
Process Information:
Date Proposal Submitted & Finalized Status BOG Meeting Date
February 25, 2009 Finalized March 4, 2009

Modification Type: FY 2008 Within-Year Ongoing
BPA Project Number: 200740000
BPA Project Name: 200740000 UPA Wenatchee Access
COTR/BPA Project Manager: David Byrnes
Agency, Institution or Organization Requesting Rescheduling: Chelan County Natural Resource Department
Funding Type: capital
Project Leader: Alan Schmidt
Province: Columbia Cascade
Subbasin: Wenatchee
 
Contact Person
First Name: Carolyn
Last Name Pearson
Address: 246 West Manson Highway #126
City, State Zip: Chelan, Washington 98816
Phone: (509) 699-1999
Fax: (509) 435-4605
Email: pearsonc@nwi.net

Administrative Contacts
Primary Administrative Contact Secondary Administrative Contact:
Name Mike Kane Name Kathy Bangs
Address: 316 Washington Street, Suite 401 Address: 316 Washington Street, Suite 401
City, State Zip: Wenatchee, Washington 98801 City, State Zip: Wenatchee, Washington 98801
Phone: (509) 667-6533 Phone: (509) 667-6533
Fax: (509) 667-6527 Fax: (509) 667-6527
Email: mike.kane@co.chelan.wa.us Email: kathy.bangs@co.chelan.wa.us
Note: Natural Resource Specialist Note: Chief Accountant

Section 2a: Description (Species Information)
Target Species Oncorhynchus mykiss (steelhead)
Oncorhynchus tshawytscha (chinook)

Provide explanations as to why the following alternative funding solutions are not feasible and will jeopardize the project:
Reduction in existing scope of project: A reduction in existing scope of work is not necessary for the CR-102977 contract, because it has the planned scope of work and funding necessary to replace the 12 culverts that were scheduled for the Access Scope of Work. This within-year budget and scope request is part of the Chumstick Creek Culvert Project implementation and funding strategy to replace as many barrier culverts in the Chumstick Creek watershed as possible during the 2009 construction season (refer to Table 2 in the narrative). A "reschedule" request that involves contracts 37517, 37821 and CR-102977 is also being submitted for BOG review.

Seventeen barrier culverts were identified in the Chumstick Creek watershed during the 2008 performance period (Table 3 in narrative). The overall plan is to replace the fish passage barrier culverts in a sequential order to provide the maximum biological benefit to anadromous and resident fish species with the existing budget. Unfortunately, the Access contract does not currently have enough money to replace all 17 barrier culverts. Therefore, the first eleven culverts will be replaced, the twelfth (Sunitsch) will be skipped due to higher construction costs, and the thirteenth (Beardsley) will be replaced. If the remaining funds from the Access and Passage contracts are rescheduled into the CR-102977 contract, the County plans to implement Sunitsch prior to Beardsley, and continue upstream in a sequential order as more funding becomes available.

An additional $948,556 is needed to replace the remaining 5 culverts. This cost estimate is based on engineer’s estimates that were verified with local suppliers. These estimates are believed to be the maximum cost for each site. The County is working to obtain cost-savings in all aspects of project implementation. Based on the current economic environment, it may be possible to obtain lower construction estimates than what is estimated. Cost savings and additional funding will be applied toward replacing more barrier culverts.

Reschedule

The reschedule request will address the UPA Wenatchee Access (contract number 37517), UPA Wenatchee Passage (contract number 37821), and upcoming UPA Wenatchee Access (CR-102977) contracts. The Chelan County Natural Resource Department is requesting that the remaining funds in the Access and Passage contracts (approximately $200,000) be rescheduled from FY2008 to FY2009 to be used in the CR-102977 contract during the 2009 performance period. The exact amount of money that will be available for reschedule will be known by the end of April (after the March 15, 2009 contract end date). The new UPA Wenatchee Access performance period is 03/15/2009 through 03/14/2010. The 2009 performance period includes work to incorporate stakeholder and permitting agency comments into the designs, ad and award construction contracts, purchase bridges and gravel, provide traffic control, construction, and monitoring. The performance period schedule is appropriate for the work that needs to occur. At this time, the performance period schedule is not being extended for the CR-102977 contract.

The Chelan County Natural Resource Department is requesting that the remaining funds from the Access (37517) and Passage (37821) be rescheduled from FY2008 to FY2009 because the full amount of funding was not needed for the required scope of work for this performance period. Some of the cost savings occurred due to cost-share funding with the Bureau of Reclamation for Salary, Benefits and Travel. These unspent funds will be needed during the next performance period for construction in 2009. Therefore, the reschedule request is solely to shift funds from FY2008 to FY2009 so that the projects can be successfully implemented in a manner consistent with project management for culvert replacements.

Within-year budget and scope modification

The UPA Wenatchee Access contract for the 2009 performance period has the budget to replace 12 barrier culverts. Therefore, the existing work load does not need to be reduced. However, 17 barrier culverts have been identified, replacement bridges have been designed, and the permit applications for all 17 have been submitted to the permitting agencies. The Chelan County Natural Resource Department is requesting additional funds to realize the full biological potential of removing the 17 barrier culverts. If funding, such as the reschedule, becomes available, the within-year budget request will be decreased accordingly or the additional funding will be used to identify and replace as-of-yet unidentified fish passage barriers.

Yakama Nation Accord Funding

The County is working with staff from the Yakama Nation to determine if Accord funding can be used to replace any remaining barrier culverts. Any funds that are obtained through this process would decrease the overall funding request through the within-year budget request.

Additional Funding

The Chelan County Natural Resource Department is applying funding from the US Fish and Wildlife Service and the Bureau of Reclamation toward Chumstick Creek Culvert projects. Additional funding sources will be solicited as needed.

Deferral of existing work elements to later date: Plan A: Ideally, funding will be provided to take advantage of the cost efficiencies associated with constructing all 17 barrier culvert replacement projects in 2009. This will provide immediate biological benefit and measurable cost savings.

The Upper Columbia Regional Technical Team ranked the Chumstick Culverts as a High priority in the Wenatchee subbasin. These culverts, in addition to the replacement of the North Road Culvert in 2009, would open up over 4.5 miles of habitat to benefit Upper Columbia steelhead and spring Chinook.

In addition to providing greater biological benefit, by adding the 5 additional culvert replacement projects to the existing UPA Wenatchee Access contract 2009 performance period, a cost savings would occur with Salary, Benefits, Supplies, Travel, and Overhead, as well as consultant costs for Permitting, Mobilization of Construction Contractors, Construction Oversight, Traffic Control, and Monitoring. Since the North Road Culvert is scheduled for replacement in 2009, spring Chinook may migrate further upstream which would create a need to re-initiate permitting for any projects constructed in 2010. For these reasons, the Chelan County Natural Resource Department is working to obtain funding to implement all 17 of these projects in 2009.

Plan B: Replacement of the 5 additional barrier culverts could be postponed to 2010 by extending the contract performance period. However, this action would increase the costs and the biological benefit would be postponed if the work is not completed in 2009.


Section 2b: Description (Location Information)
Location(s) at which the action will be implemented
Latitude Longitude Location Description
47.670842 -120.643654 Sunitsch
47.691674 -120.640303 Jester
47.692436 -120.639999 Wolgamuth
47.693197 -120.639542 Himes-Mazur
47.693806 -120.639694 Zirjack

Is this/Are these the same study location(s) that was/were identified in the original proposal? Yes

Condition/situation creating the need for the modification:
Is the situation the result of a catastrophic event that occurred within the existing location? No
Has a habitat/population/mechanical/structural dilemma developed in the proposed study location since the contract was signed with BPA? No

Section 2c: Description (Work Element Information)
What work elements in the existing proposal does the proposed modification address?
Work Element Work Element Title
184 Install 5 Fish Passage Structures
165 Produce Environmental Compliance Documentation for 5 barrier culvert replacement projects
119 Manage and Administer Projects for 5 sites
175 Produce Design and/or Specifications: include stakeholder and permitting agency input to finalize designs for 5 sites
157 Pre- and post-construction monitoring at 5 sites
47 Plant native plants to mitigate for construction activities at 5 sites
185 Produce PISCES status reports for 5 sites

Proposed action to achieve the objective(s) The fish passage barriers that have been identified so far in the Chumstick Creek Cuvlert watershed are listed in Table 3 of the narrative. Five fish passage barrier culverts can be replaced with the additional "within-year budget and scope" request. Information for the upstream six (6) culverts is being provided for this within year budget request to provide details on the projects that would be affected by the "within-year budget and scope" and "reschedule" requests. At this time, the CR-102977 contract can replace 12 culverts. The first eleven are in sequential order, the twelfth barrier (Sunitsch) must be skipped since it has a higher construction cost, and the thirteenth (Beardsley) is being replaced. Table 2 in the narrative describes the project implementation and funding plan.

Attachments include the following:

1. Narrative

2. Line item budget,

3. JARPA applications, which include designs, construction narrative, and wetland delineations (if applicable),

4. Chumstick Creek No Effect Letter,

5. BPA Project Notification Form,

6. Signed Landowner Willingness Forms,

7. Draft monitoring plan,

8. Two documents from the Upper Columbia Regional Technical Team that describe the high biological benefit that can be obtained by replacing the Chumstick Creek barrier culverts.

Table 4 in the narrative describes the work elements and project timeline for the proposed work.


Does not implementing this modification jeopardize the ability to achieve existing biological objectives of this project, as well as other projects? Yes

Explain: Up to eighteen culverts could be replaced in 2009 (Table 3 in the narrative). They include the North Road Culvert, which is within the Chelan County Public Works right-of-way and is the most downstream fish passage barrier on Chumstick Creek. The Chelan County Public Works Department and Chelan County Natural Resource Department cooperated to obtain funding to replace the North Road Culvert.

The other 17 barrier culverts are located on private lands upstream of the North Road Culvert. The UPA Wenatchee Access budget can replace 11 consecutive culverts. The twelfth barrier culvert will need to be skipped due to lack of funding, even though it is a higher biological priority. The thirteenth barrier culvert will be replaced since it can be accomplished within the existing UPA Wenatchee Access budget.

The Upper Columbia Regional Technical Team (UCRTT) identified the Chumstick Creek culverts as a High Priority (see the two attached UCRTT barrier prioritization documents).


Section 2d: Description (BiOp Information)
NMFS and/or FWS Biological Opinion that this funding request addresses Strategy
NMFS &/or USFWS
How proposed actions will address the BiOp
(i.e., substrategy / limiting factor / metric to be achieved)
NMFS 2004 habitat Replace existing fish passage barriers with modular bridges. Supports Subbasin Plan Goal: " Man-made barriers present in watershed allow upstream and downstream fish passage at all flows. There are no barriers to fish passage within the subbasin." Replacement of all 17 culverts and the North Road Culvert will provide fish passage for over 4.5 miles of habitat.

Section 2e: Description (Objectives)
Objectives of this proposed project
Objective
(abbreviation)
Full Description
Replace fish passage barriers Five additional barrier culverts are proposed to be replaced during the 2009 construction season to provide immediate biological benefit to Upper Columbia steelhead and spring Chinook. Bull trout may re-populate the Chumstick Creek watershed once the fish passage barriers are removed. Constructing all the culverts this year will also maximize cost efficiencies.

Section 3: Is This Funding Request Related to Other Projects in the Basin?

Other projects that are related to this request
Project # Project Title/Description Nature of Relationship
Chelan County Fish Barrier Inventory Identified barrier culverts that interrupt adult and juvenile fish migration in the Wenatchee subbasin. This inventory was combined with inventories from other agencies, so they could be ranked and replaced according to biological priority.
Chumstick Creek Barrier Removal Eight barrier culverts were removed on Chumstick Creek.
200728300 UPA Wenatchee Access A Chelan County Natural Resource Department proposal to replace up to 43 barrier culverts to address metrics for the FCRPS HIP BiOp.
200704200 UPA Wenatchee Passage A Chelan County Natural Resource Department proposal to replace up to 9 culverts on Alder, Beaver and Clear creeks. This funding has been applied to the Chumstick Creek culvert replacement projects.
200708500 UPA Nason Oxbow A Chelan County Natural Resource Department culvert replacement project that reconnected oxbow habitat on Nason Creek, in the Wenatchee subbasin.
200708600 UPA Wenatchee Riparian A Chelan County Natural Resource Department proposal to plant native riparian vegetation in the Wenatchee subbasin to provide shade and streambank stability.
North Road Culvert replacement A Chelan County Public Works road restoration and culvert replacement project. Chelan County Natural Resource Department obtained match funding to assist with the barrier replacement.

Section 4: Estimated Budget for Planning & Design phase for this request (request amount only)

Work element-based estimated budget
Planning & Design
Objective Work Element Work Element Title Work Element Description Description of Metrics Task Duration
in FYs
Estimated Budget Subcontractor?

Outyear work element-based estimated 2009 - 2012 budget for this proposal
Planning & Design
Work Element Work Element Outyear Description Starting FY
numbers only
Ending FY
numbers only
Estimated cost
Produce Environmental Compliance Documentation Respond to agency comments, provide permit coordination, and create permit packages. 2009 2009 $8,000
Install Fish Passage Structure Incorporate stakeholder and permitting agency input to develop the final plans and specifications. 2009 2009 $4,000
Manage and Administer Projects Manage and administer 5 projects 2009 2010 $15,000
Produce PISCES Status Report Produce PISCES Quarterly Status Reports 2009 2010 $1,200

Outyear totals
Planning & Design
FY 2009 FY 2010 FY 2011 FY 2012
$22,600 $5,600 $ 0 $ 0

Section 5: Estimated Budget for Contruction/Implementation phase for this request (request amount only)

Work element-based estimated budget
Contruction/Implementation
Objective Work Element Work Element Title Work Element Description Description of Metrics Task Duration
in FYs
Estimated Budget Subcontractor?

Outyear work element-based estimated 2009 - 2012 budget for this proposal
Contruction/Implementation
Work Element Work Element Outyear Description Starting FY
numbers only
Ending FY
numbers only
Estimated cost
Install Fish Passage Structure General construction: purchase bridges 2009 2009 $274,359
Install Fish Passage Structure General construction: purchase gravel 2009 2009 $74,520
Install Fish Passage Structure Assist with/attend pre-construction meeting 2009 2009 $1,000
Install Fish Passage Structure Ad and award for procurement 2009 2009 $2,000
Install Fish Passage Structure Pre-bid walk-through 2009 2009 $1,000
Install Fish Passage Structure Traffic control (only 1 is necessary and it will be paid for with Access) 2009 2009 $ 0
Install Fish Passage Structure Replace 5 barrier culverts 2009 2009 $482,328
Install Fish Passage Structure Coordination of activities 2009 2010 $10,800
Install Fish Passage Structure Project inspection as COR representative 2009 2010 $20,000
Install Fish Passage Structure Consultant admin, travel, per diem, miscellaneous 2009 2010 $1,000
Install Fish Passage Structure Construction contingency 2009 2010 $72,349
Install Fish Passage Structure Post-construction contract administration 2010 2010 $1,000
Install Fish Passage Structure Purchase plants to revegetate construction areas 2010 2010 $5,000
Install Fish Passage Structure Plant native vegetation post-construction 2010 2010 $10,000

Outyear totals
Contruction/Implementation
FY 2009 FY 2010 FY 2011 FY 2012
$911,256 $44,100 $ 0 $ 0

Section 6: Estimated Budget for Operations & Maintenance phase for this request (request amount only)

Work element-based estimated budget
Operations & Maintenance
Objective Work Element Work Element Title Work Element Description Description of Metrics Task Duration
in FYs
Estimated Budget Subcontractor?

Outyear work element-based estimated 2009 - 2012 budget for this proposal
Operations & Maintenance
Work Element Work Element Outyear Description Starting FY
numbers only
Ending FY
numbers only
Estimated cost

Outyear totals
Operations & Maintenance
FY 2009 FY 2010 FY 2011 FY 2012
$ 0 $ 0 $ 0 $ 0

Section 7: Estimated Budget for Monitoring & Evaluation phase for this request (request amount only)

Work element-based estimated budget
Monitoring & Evaluation
Objective Work Element Work Element Title Work Element Description Description of Metrics Task Duration
in FYs
Estimated Budget Subcontractor?

Outyear work element-based estimated 2009 - 2012 budget for this proposal
Monitoring & Evaluation
Work Element Work Element Outyear Description Starting FY
numbers only
Ending FY
numbers only
Estimated cost
Collect/Generate/Validate Field and Lab Data Pre-construction monitoring 2009 2009 $2,500
Collect/Generate/Validate Field and Lab Data Post-construction monitoring 2010 2010 $2,500

Outyear totals
Monitoring & Evaluation
FY 2009 FY 2010 FY 2011 FY 2012
$2,500 $2,500 $ 0 $ 0

Section 8: Total Budget Modification Request

Itemized Estimated Budget
Item Note FY 2008 Cost
Personnel Paid for with Reclamation cost share $ 0
Fringe Benefits Paid for with Reclamation cost share $ 0
Supplies Paid for with Reclamation cost share $ 0
Travel Paid for with Reclamation cost share $ 0
Capital Equipment N/A $ 0
Overhead Paid for with Reclamation cost share $ 0
Other Subcontracted $948,556

Total Estimated Budget Modification
Total FY 2008 budget modification $ 0
Total FY 2008 budget for this project, including modification request $ 0

Outyear Budget Totals
  2009 2010 2011 2012
Planning & Design $ 22,600 $ 5,600 $ 0 $ 0
Construction & Implementation $911,256 $ 44,100 $ 0 $ 0
Operations & Maintenance $ 0 $ 0 $ 0 $ 0
Monitoring & Evaluation $ 2,500 $ 2,500 $ 0 $ 0
Total Outyear Budgets $936,356 $ 52,200 $ 0 $ 0

Cost sharing associated with this modification
Organization Item or Service Provided Amount ($) Cash or in-kind?
Bureau of Reclamation Unknown in-kind amount; They will provide at least one Construction Observer (in-kind). $ 0 In-Kind
Bureau of Reclamation Unknown cash amount; They will provide funding for staff time and office expenses. $ 0 Cash
US Fish and Wildlife Service Cash for construction-related items. $40,000 Cash

Section 9: Narrative, Maps and Project Documents
Document Type Size Date

Part 2 of 3. Current Status of Modification Request
Meeting Date Status Record Entry Date Decision Group Adjustment Category Urgency Status Budget Impact Reconsider Date
3/4/2009  2/25/2009  NA      Submitted  $ 0   
Decision Comments Next Steps
   
3/4/2009  3/4/2009  BOG  Budget  CAT-4: Lost Opportunity  Under BOG Review  $ 0  5/21/2009 
Decision Comments Next Steps
This request is tied to the reschedule request for project #200740000.  This request will be reviewed by Fish Four in April with a recommendation by Council in May. 
3/4/2009  3/20/2009  NA      Withdrawn  $ 0   
Decision Comments Next Steps
This request has been withdrawn by the Sponsor (Chelan Cty NR Dept.). Twelve culverts will be funded with the UPA Wenatchee Access contract. Five culverts will be funded with the Yakama Nation Accord. The seventeen Chumstick Creek barrier culvert sites are listed by funding type, project name and sequence number, which is labeled from downstream to upstream. The sites include: 1.UPA Wenatchee Access contract (project number 200740000, CR-102977) a. Lemons 1 (1) b. Ells (2) c. DeRosier (3) d. Dolozycki (4) e. Ownby (5) f. Schiel (6) g. Laird (7) h. Lemons 2 (8) i. Lemons 3 (9) j. Watkins (10) k. Hinthorne (11) l. Beardsley (13) 2. Yakama Nation Accord a. Sunitsch (12) b. Jester (14) c. Wolgamuth (15) d. Himes-Mazur (16) e. Zirjack (17)   

Part 3 of 3. Comments on this Modification Request
There are no comments on this proposed modification.