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HomeMy WebLinkAboutTrans 2013-10-29 Item 2C - Agreement - 2014 Overlay and Repair Program with KPG IncTO: FROM: BY: DATE: SUBJECT: City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM Mayor Haggerton Transportation Committee Bob Giberson, Public Works Director David Sorensen, Project Manager October 25, 2013 2014 Overlay and Repair Program Project No. 91410401 Consultant Selection and Agreement ISSUE Execute a contract with KPG, Inc. to provide design services for the 2014 Overlay and Repair Program. BACKGROUND Five (5) engineering firms were evaluated to provide design services for the City's 2014 Overlay and Repair Program (see attached scoring and selection matrix). Each consulting firm provides services with expertise in multiple engineering disciplines. All of the firms are qualified, but KPG, Inc. provides a unique knowledge and understanding of the City's program that provides efficiency and benefits which cannot be matched at this time by any other firm. KPG, Inc. has prepared preliminary plans for several of the project segments as part of the 2013 Overlay and Repair Program and has also performed very well on previous City projects. The selection of a consultant to provide these services will continue to be evaluated annually as a consultant's staffing and expertise changes over time. Starting the design process in the fall of 2013 and advertising for construction bids in the first quarter of each year allows the City to take advantage of an optimal bidding climate. The list of streets for the 2014 Overlay and Repair Program was developed using the City's Pavement Management Program with input from engineering and maintenance staff. DISCUSSION KPG, Inc. has provided a contract, scope of work, and fee estimate to complete design of the 2014 Overlay and Repair Program and advertise for construction bids. Contract Budget Remaining 2013 Budget $ 50,000.00 2014 Design Contract & Budget $ 119,876.81 100,000.00 Total $119,876.81 $150,000.00 Locations in Design Contract 1) Beacon Ave S: Bangor St to S 107th St 2) S 107th St: 49th Ave S to Beacon Ave S 3) 49th Ave S: S 107th St to S 114th St 4) S 114th St: 49th Ave S to 51st Ave S 5) Evans Black Dr: Andover Park East to west end 6) S 180th St: Southcenter Pkwy to bridge spot repair 7) Fort Dent Park: Parking lot spot repairs and overlay 8) S 152nd St: east of Macadam Rd S 9) 40th Ave S: Southcenter Blvd, south to dead end 10) Gateway Dr: Fort Dent Way to S 143rd St 11) S 112th St: TIB to East Marginal Wy S 12) 48th Ave S: Interurban Ave S, east to dead end RECOMMENDATION Council is being asked to approve the design contract with KPG, Inc. for the 2014 Overlay and Repair Program in the amount of $119,876.81 and consider this item on the Consent Agenda of the November 4, 2013 Regular Meeting. Attachments: Consultant Selection Scoring Matrix Vicinity Map Page 15, Proposed 2014 CIP Contract, Scope of Work and Fee Estimate W:IPW EngIPROJECTSIA- RW & RS ProjectslAnnual Overlay & Repair Programs12014 Overlay & Repair Program (91410401)IDesignIInfo Memo Consult Select 2014 OR 10 -12 -12 rt sb.docx 15 rn 2014 Overlay Program — Contract for Design Services DEA Associates a m Y Jason Engineering d c O- a CH2M Hill, Inc. Paving project design/ constuction experience. 2 2 2 2 3 3 Current Knowledge of FHWA, State, and Tukwila Standards and Procedures 1 2 4 3 Environmental Experience 1 1 1 2 2 Experience with similar federal aid projects? 2 1 2 3 3 Expertise Using Federal Funds 1 1 2 2 2 Project Manager 2 1 2 3 3 Small Scale Projects 2 2 1 4 2 Utilities 2 2 3 3 3 Stormwater, Drainage, and Detention Design. 2 2 3 4 4 Plan Review 2 2 3 4 4 Contruction Inspection 1 2 3 4 4 Survey Crew In -House 2 1 4 4 1 TOTALS 21 18 28 40 34 For each category, highest score is 5 (with the lowest or worst score 1) Consultant with the highest score is ranked the best. Staff: Dave Sorensen Selection Date: 10/22/13 _ Selected Consultant: KPG, Inc. _ Selection Justification: This firm has demonstrated relevant pavement project design experience including exceptional familiarity with WSDOT/ FHWA standards, and a solid DBE approach and commitment. Based on overall score KPG prevailed. rn Project Locations City of Tukwila Department of Public Works 2014 Overlay Program 10/23/2014 Vicinity Map 17 CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2014 to 2019 PROJECT: Annual Overlay and Repair Program Project No. 91310401 DESCRIPTION: Select, design and construct asphalt and concrete pavement overlays of arterial and residential streets. JUSTIFICATION: Preserve and maintain the street structure in a safe and useable state by resurfacing before failure which also minimizes costs. Some individual sites may be coordinated with water, sewer, and surface water projects. STATUS: Each year various sections of roadway throughout the City are designed and constructed for asphalt overlay. MAINT. IMPACT: Reduces annual maintenance. COMMENT: Ongoing project. Only one year actuals shown in first column. FINANCIAL Through Estimated in $000's 2012 2013 2014 2015 2016 2017 2018 2019 BEYOND TOTAL EXPENSES Design 194 100 100 125 125 150 150 175 175 1,294 Land (RJW) 0 Const. Mgmt. 165 175 175 175 200 200 225 225 1,540 Construction 969 1,225 1,250 1,260 1,300 1,320 1,325 1,325 9,974 TOTAL EXPENSES 1,328 100 1,500 1,550 1,560 1,650 1,670 1,725 1,725 12,808 FUND SOURCES Awarded Grant 0 Proposed Grant 0 Mitigation Actual 0 Mitigation Expected 0 City Oper. Revenue 1,328 100 1,500 1,550 1,560 1,650 1,670 1,725 1,725 12,808 TOTAL SOURCES 1,328 100 1,500 1,550 1,560 1,650 1,670 1,725 1,725 12,808 2014 - 2019 Capital Improvement Program 15 18 City of Tukwila 6200 Southcenter Boulevard, Tukwila WA 98188 Contract Number: CONSULTANT AGREEMENT FOR ENGINEERING DESIGN SERVICES THIS AGREEMENT is entered into between the City of Tukwila, Washington, hereinafter referred to as "the City", and KPG, Inc., hereinafter referred to as "the Consultant ", in consideration of the mutual benefits, terms, and conditions hereinafter specified. 1. Project Designation. The Consultant is retained by the City to perform engineering design services in connection with the project titled `2014 Overlay Program'. 2. Scope of Services. The Consultant agrees to perform the services, identified on Exhibit "A" attached hereto, including the provision of all labor, materials, equipment and supplies. 3. Duration of Agreement; Time for Performance. This Agreement shall be in full force and effect for a period commencing upon execution and ending December 31, 2014, unless sooner terminated under the provisions hereinafter specified. Work under this Agreement shall commence upon written notice by the City to the Consultant to proceed. The Consultant shall perform all services and provide all work product required pursuant to this Agreement no later than December 31, 2014 unless an extension of such time is granted in writing by the City. 4. Payment. The Consultant shall be paid by the City for completed work and for services rendered under this Agreement as follows: A. Payment for the work provided by the Consultant shall be made as provided on Exhibit "B" attached hereto, provided that the total amount of payment to the Consultant shall not exceed $119,876.81 without express written modification of the Agreement signed by the City. B. The Consultant may submit vouchers to the City once per month during the progress of the work for partial payment for that portion of the project completed to date. Such vouchers will be checked by the City and, upon approval thereof, payment shall be made to the Consultant in the amount approved. C. Final payment of any balance due the Consultant of the total contract price earned will be made promptly upon its ascertainment and verification by the City after the completion of the work under this Agreement and its acceptance by the City. D. Payment as provided in this section shall be full compensation for work performed, services rendered, and for all materials, supplies, equipment and incidentals necessary to complete the work. E. The Consultant's records and accounts pertaining to this Agreement are to be kept available for inspection by representatives of the City and the state of Washington for a period of three (3) years after final payments. Copies shall be made available upon request. 19 5. Ownership and Use of Documents. All documents, drawings, specifications and other materials produced by the Consultant in connection with the services rendered under this Agreement shall be the property of the City whether the project for which they are made is executed or not. The Consultant shall be permitted to retain copies, including reproducible copies, of drawings and specifications for information, reference and use in connection with the Consultant's endeavors. The Consultant shall not be responsible for any use of the said documents, drawings, specifications or other materials by the City on any project other than the project specified in this Agreement. 6. Compliance with Laws. The Consultant shall, in performing the services contemplated by this Agreement, faithfully observe and comply with all federal, state, and local laws, ordinances and regulations, applicable to the services rendered under this Agreement. 7. Indemnification. The Consultant shall defend, indemnify and hold the City, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or resulting from the acts, errors or omissions of the Consultant in performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees, and volunteers, the Consultant's liability, including the duty and cost to defend, hereunder shall be only to the extent of the Consultant's negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Consultant's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. 8. Insurance. The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees. Consultant's maintenance of insurance as required by the agreement shall not be construed to limit the liability of the Consultant to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. A. Minimum Amounts and Scope of Insurance. Consultant shall obtain insurance of the types and with the limits described below: 1. Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. Automobile Liability insurance shall cover all owned, non - owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. CA revised 2012 Page 2 20 2. Commercial General Liability insurance with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors and personal injury and advertising injury. The City shall be named as an insured under the Consultant's Commercial General Liability insurance policy with respect to the work performed for the City. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 4. Professional Liability with limits no less than $1,000,000 per claim and $1,000,000 policy aggregate limit. Professional Liability insurance shall be appropriate to the Consultant's profession. B. Other Insurance Provision. The Consultant's Automobile Liability and Commercial General Liability insurance policies are to contain, or be endorsed to contain that they shall be primary insurance with respect to the City. Any Insurance, self - insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not be contributed or combined with it. C. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII. D. Verification of Coverage. Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Consultant before commencement of the work. Certificates of coverage and endorsements as required by this section shall be delivered to the City within fifteen (15) days of execution of this Agreement. E. Notice of Cancellation. The Consultant shall provide the City with written notice of any policy cancellation, within two business days of their receipt of such notice. F. Failure to Maintain Insurance. Failure on the part of the Consultant to maintain the insurance as required shall constitute a material breach of contract, upon which the City may, after giving five business days notice to the Consultant to correct the breach, immediately terminate the contract or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion of the City, offset against funds due the Consultant from the City. 9. Independent Contractor. The Consultant and the City agree that the Consultant is an independent contractor with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. Neither the Consultant nor any employee of the Consultant shall be entitled to any benefits accorded City employees by virtue of the services provided under this Agreement. The City shall not be responsible for withholding or otherwise deducting federal income tax or social security or for contributing to the state industrial insurance program, otherwise assuming the duties of an employer with respect to the Consultant, or any employee of the Consultant. CA revised 2012 Page 3 21 10. Covenant Against Contingent Fees. The Consultant warrants that he has not employed or retained any company or person, other than a bonafide employee working solely for the Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any company or person, other than a bonafide employee working solely for the Consultant, any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon or resulting from the award or making of this contract. For breach or violation of this warrant, the City shall have the right to annul this contract without liability, or in its discretion to deduct from the contract price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. 11. Discrimination Prohibited. The Consultant, with regard to the work performed by it under this Agreement, will not discriminate on the grounds of race, color, national origin, religion, creed, age, sex or the presence of any physical or sensory handicap in the selection and retention of employees or procurement of materials or supplies. 12. Assignment. The Consultant shall not sublet or assign any of the services covered by this Agreement without the express written consent of the City. 13. Non - Waiver. Waiver by the City of any provision of this Agreement or any time limitation provided for in this Agreement shall not constitute a waiver of any other provision. 14. Termination. A. The City reserves the right to terminate this Agreement at any time by giving ten (10) days written notice to the Consultant. B. In the event of the death of a member, partner or officer of the Consultant, or any of its supervisory personnel assigned to the project, the surviving members of the Consultant hereby agree to complete the work under the terms of this Agreement, if requested to do so by the City. This section shall not be a bar to renegotiations of this Agreement between surviving members of the Consultant and the City, if the City so chooses. 15. Applicable Law; Venue; Attorney's Fees. This Agreement shall be subject to, and the Consultant shall at all times comply with, all applicable federal, state and local laws, regulations, and rules, including the provisions of the City of Tukwila Municipal Code and ordinances of the City of Tukwila. In the event any suit, arbitration, or other proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and agree that venue shall be properly laid in King County, Washington. The prevailing party in any such action shall be entitled to its attorney's fees and costs of suit. Venue for any action arising from or related to this Agreement shall be exclusively in King County Superior Court. 16. Severability and Survival. If any term, condition or provision of this Agreement is declared void or unenforceable or limited in its application or effect, such event shall not affect any other provisions hereof and all other provisions shall remain fully enforceable. The provisions of this Agreement, which by their sense and context are reasonably intended to survive the completion, expiration or cancellation of this Agreement, shall survive termination of this Agreement. CA revised 2012 Page 4 22 17. Notices. Notices to the City of Tukwila shall be sent to the following address: City Clerk City of Tukwila 6200 Southcenter Boulevard Tukwila, WA 98188 Notices to Consultant shall be sent to the following address: KPG, Inc. 753 - 9th Avenue N. Seattle, WA 98109 18. Entire Agreement; Modification. This Agreement, together with attachments or addenda, represents the entire and integrated Agreement between the City and the Consultant and supersedes all prior negotiations, representations, or agreements written or oral. No amendment or modification of this Agreement shall be of any force or effect unless it is in writing and signed by the parties. DATED this CITY OF TUKWILA day of , 20 Mayor CONSULTANT By: Printed Name: Nelson Davis, KPG Title: Principal Attest /Authenticated: Approved as to Form: City Clerk Office of the City Attorney CA revised 2012 Page 5 23 EXHIBIT A City of Tukwila 2014 Overlay Program Scope of Work October 23, 2013 The Consultant shall prepare final Plans, Specifications and Estimates for the 2014 Overlay Program. Specific projects will be determined from the following list of candidate streets: ❑ Beacon Ave ❑ 49th Ave S ❑ S 114th St ❑ S 107th St ❑ S 152nd St ❑ Evans Black Drive ❑ 48th Avenue S ❑ Gateway Drive ❑ 40th Avenue S ❑ S 112th Street ❑ S 180th Street ❑ Fort Dent Park Bangor St to S 107th St S 107th St to S 114th St 51st Ave S to 49th Ave S S 114th St to Beacon Ave East of Macadam Road Andover Park East to west end Interurban east to dead end Fort Dent Way to S 143rd St Southcenter Boulevard south to dead end Tukwila Int'I Boulevard to East Marginal Way Southcenter Parkway to Bridge (Spot repairs) Parking lot spot repairs and overlay The Consultant performed preliminary mapping and design on the first four project sites to the approximate 90% level of completion for in 2013. Design and specifications for the first four project sites will be completed through the final bid documents. The Consultant shall provide all necessary field reviews, base mapping, and utility notification required to complete final bid documents for the 2014 Overlay Program. The Consultant shall also prepare the bid tabulation, check low bidder(s) references, and provide a recommendation for award to the City. The 2014 Overlay Program will be bid as a single bid package as budget allows. The anticipated construction budget is approximately $1.1 Million for the 2014 Overlay Program and $250,000 for Fort Dent Park parking lot repairs. Projects may be re- prioritized or deferred to a future overlay program based on available budget and other considerations. Detailed estimates will be prepared at the 50% design to verify the final project list to be included in the 2014 Overlay Program. The City of Tukwila may require other services of the consultant. These services could include additional design, right of way, environmental documentation, construction phase services, or other work tasks not included in the scope of work. At the time these services are required, the Consultant will provide the City with a detailed scope of work and an hour and fee estimate. The Consultant will not proceed with the work until the City has authorized the work and issued a Notice to Proceed. City of Tukwila KPG, Inc. 2014 Overlay Program Page 1 of 3 October 23, 2013 24 SCOPE OF WORK TASK 1 — MANAGEMENT /COORDINATION /ADMINISTRATION 1.1 The Consultant shall provide continuous project management and administration for the duration of the Project. (Estimate 6 months). • Hold project coordination meetings with the City to update progress and review submittals. Assume (4) meetings. • The Consultant shall provide monthly status reports and billings. 1.2 The Consultant shall provide independent QA/QC reviews by senior in -house staff of all deliverables prior to submittal to the City. TASK 2 — PREPARE PLANS, SPECIFICATIONS AND ESTIMATE 2.1 The Consultant shall prepare base maps for the all project segments using field measurements, available record drawings and /or ortho- photography. 2.2 The Consultant shall prepare 50 %, 90% and final Plans for the proposed improvements including the following: • Plans shall be prepared with such provisions in such detail as to permit field layout and construction within a degree of accuracy acceptable to the City and per industry standards. • Plan sheets will be prepared at 1"=20' scale full size (22" X 34 "), 1"=40' at reduced scale (11" X 17 "). • Typical sections and details will be prepared for items not available as standard details from the City, State, or APWA standard drawings. • Plans will identify curb ramp replacement limits and pedestrian push button modifications in accordance with ADA requirements. • The Plans shall illustrate complete details of construction of the proposed improvements including limits of construction and removals, utility adjustments, surfacing depths and details, and applicable channelization and signing. • The Consultant shall perform Project site walkthroughs with the City maintenance staff to determine extent of roadway improvements /resurfacing (Estimate 2 meetings). • The Consultant shall perform Project site walkthroughs with the City Parks staff to determine extent of necessary parking lot repairs and prioritize based on available budget (Estimate 2 meetings). • Pavement sections will be determined through consultation with the City's maintenance staff and previous experience. No geotechnical investigations are anticipated. City of Tukwila 2014 Overlay Program Page 2 of 3 KPG, Inc. October 23, 2013 25 2.3 The Consultant shall calculate quantities and prepare Engineers Estimate of Probable Construction Cost for each review submittal and the bid documents. Projects will be prioritized in collaboration with the City following the 50% Submittal to determine the final project segments 2.4 The Consultant shall prepare the Contract Specification per 2012 WSDOT Standard Specifications at the 90% and Final submittals. 2.5 The Consultant shall distribute 50% and 90% review submittals to franchise utility owners for utility adjustments within the Project limits. 2.6 The consultant shall assist the City with Project Advertisement and Award by uploading plans and specifications to bxwa.com, preparing addenda, bid tabulation, and recommendation for award. Assumptions • Field survey will not be required. • Typically, only surface utilities requiring adjustment to grade will be shown. • No federal funding is anticipated for the Project engineering or construction. • No utility upgrades are anticipated in the project design. • Drainage & Water Quality Reports will not be required. • Geotechnical Engineering services will not be required. • Environmental Documentation will not be required. Deliverables • 50% review submittal with Plans and Estimate for all street segments • 90% review submittal with Plans, Specifications, and Estimate for selected segments • Bid Documents and Engineer's Estimate • 6 sets of Plans (11" X 17 ") and specifications provided for each review submittal. • 10 sets of Plans (11" X 17 ") and specifications for the Bid Documents. • Coordinate upload of Plans and Specifications to Builders Exchange. City of Tukwila 2014 Overlay Program Page 3 of 3 KPG, Inc. October 23, 2013 26 HOUR AND FEE ESTIMATE Project: City of Tukwila 2014 Overlay Program EXHIBIT B • Architecture Landscape Architecture • Civil Engineering • Task Description Labor Hour Estimate Total Fee Project Manager $ 171.00 Senior Project Engineer Engineer $ 134.29 S 118.28 Design CAD Const Survey Senior Engineer Technician Inspector Crew Admin $ 98.67 $ 79.46 $ 105.45 $ 142.50 1 $ 95.90 Office Admin $ 65.78 Fee Task1 - Management/coordination /administration 1.1 Management and administration (estimate 6 months) ; 6 0 I 0 0 j 0 0 0 0 2 2.2 6 $ 1,612.47 1.2 QA/QC reviews 120 8 8 0 0 , 0 0 0 2.3 0 1 4 $ 2,705.45 24 Reimbursable - Mileage 16 0 1 0 0 $ 9,814.94 2.4 Project Specifications (90% and Final) j 24 40 $ 25.00 0 Reimbursable - Reproduction 0 0 0 8 $ 11,428.90 r Utility Coordination 4 ! 0 16 8 $ 25.00 1 T....L T..1...t.. 0 1 1 0 fl Yl $ 3,891.96 2.6 Project Advertisement and Award n - 1 n 16 10 I Q A r1C7 O') 0 Task 2 - Plans, Specifications and Estimate 2.1 Base Maps 4 8 40 60 80 0 0 0 0 $ 18,766.00 2.2 Project Plans (5O ,, 90%, and Anal) 40 j 80 120 160 200 0 0 4 0 4 $ 63,717.79 2.3 Project Cost Estimates (So'h'o, 90%, and Final) 4 8 24 40 16 0 0 0 0 $ 9,814.94 2.4 Project Specifications (90% and Final) 8 24 40 16 0 0 0 0 8 $ 11,428.90 2.5 Utility Coordination 4 ! 0 16 8 0 1 0 0 0 8 $ 3,891.96 2.6 Project Advertisement and Award 4 8 16 16 8 0 0 0 1 8 $ 6,391.30 Reimbursable - Mileage $ 500.00 Reimbursable - Reproduction $ 1,000.00 Task Total 64 128 256 f 300 304 0 0 0 28 8 115,508.89 Total Estimated Fee: $ 119,876.81 10/23/2013