Loading...
HomeMy WebLinkAboutCOW 2008-08-25 Item 5G - Agreement - Storm Lift Station #18 Consulting with PACE Engineering for $60,000 COUNCIL AGENDA SYNOPSIS Initials Il EMNO. i 2% y� t a i Meeting Date 1 Prepared 1 Mayor's review 1 Council trim .n� 8/25/08 R 4_ fi RL I a 1 9/02/08 rsoa 1 1 1 1 1 3 ITEM INFORMATION CAS NUMBER: 08-108 I ORIGLNAL AGENDA DAI'E: AUGUST 25, 2008 AGENDA ITEM TITLE Storm Lift Station No. 18 Improvement Project Consultant Agreement CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other Mtg Date 8/25/08 Mtg Date 9/02/08 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date: SPONSOR Council Mayor Adrn Svcs DCD Finance Fire Legal P&R Police PI/ SPONSOR'S This contract is for design services for the Storm Lift Station No. 18 Improvement Project. SUMMARY Storm Lift Station No. 18 has only one pump and any mechanical failure could lead to flooding. Staff would like to configure No. 18 to operate automatically rather than the current manual operation. PACE Engineering is recommended for this project as they have designed improvements to Storm Lift Station No. 19 at Fort Dent Park as well as Lift Station No. 17 at Bicentennial Park and both have operated properly. REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DATE: 8/18/08 RECOMMENDATIONS: SPONSOR /ADMIN. Authorize Mayor to sign the consultant's agreement with PACE. COMMITTEE Unanimous approval; forward to COW. COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $60,000.00 $60,000.00 Fund Source: 412 Surface Water Fund (page 137, 2008 CIP) Comments: I MTG. DATE I RECORD OF COUNCIL ACTION I 08/25/08 1 09/02/08 1 MTG. DATE I ATTACHMENTS 08/25/08 1 Information Memo dated August 13, 2008 Consultant Agreement with Scope of Work Utilities Committee Meeting Minutes from August 18, 2008 09/02/08 1 INFORMATION MEMO To: Mayor Haggerton From: Public Works Directora Date: August 13, 2008 Subject: Storm Lift Station No. 18 Improvements Project No. 07 -DRO3 Design Services ISSUE Approve a consultant agreement with PACE Engineering, Inc., to conduct an assessment of Storm Lift Station No. 18 and provide preliminary design of the required upgrades. BACKGROUND Storm Lift Station No. 18 drains the Allentown area and was constructed in 1997 as part of the Allentown Phase 1 Sewer project. The station contains one 8" pump and is manually brought online prior to winter each year and then taken offline each spring. Staff is concerned with several aspects of Storm Lift Station No. 18. No. 18 has only one pump and any mechanical failure could lead to flooding. Also, additional flows are being directed to the station due to infill and installation of a formal drainage system along existing roadways. Staff would like to configure Lift Station No. 18 to operate automatically rather than the current manual operation. ANALYSIS roster was reviewed and the following three firms were short listed to perform the The current consultant ros g P analysis and design work: 1. KPG, Inc. 2. PACE Engineering Inc. 3. Perteet, Inc. PACE has designed improvements to Storm Lift Station No. 19 (Fort Dent) and the new Storm Lift Station No. 17 (Bicentennial Park) and both stations have operated properly. PACE also works well with City staff and is knowledgeable of City requirements. BUDGET AND BID SUMMARY Contract Budget Storm Lift Station No. 18 Design $60,000.00 60,000.00 RECOMMENDATION Approve the consultant agreement with PACE Engineering Inc., for design services of the Storm Lift Station No. 18 Improvement Project in the amount of $60,000.00. Attachments: Consultant Agreement P:\PROJECTS\A- DR Projects \07 -DRO3 (Storm Lift Station No. 18 Improvements)\Design\Info Memo Consultant Selection.doc CONSULTANT AGREEMENT FOR DRAINAGE DESIGN SERVICES THIS AGREEMENT is entered into between the City of Tukwila, Washington, herein -after referred to as "the City and PACE Engineers, 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 perfouui design services in connection with the project titled Stogy i Lift Station No. 18 Improvements. 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. Time for Performance. Work under this contract shall commence upon the giving of 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 within 180 calendar days from the date written notice is given to proceed, 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 $60,000.00 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 is 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 state for a period of three (3) years after fmal payments. Copies shall be made available upon request. 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 to be rendered under this Agreement. 7. Indemnification. The Consultant shall indemnify, defend and hold harmless the City, its officers, agents and employees, from and against any and all claims, losses or liability, including attorney's fees, arising from injury or death to persons or damage to property occasioned by any negligent act, omission or failure of the Consultant, its officers, agents and employees, in performing the work required by this Agreement. With respect to the perfoim- ance of this Agreement and as to claims against the City, its officers, agents and employees, the Consultant expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees, and agrees that the obligation to indemnify, defend and hold harmless provided for in this paragraph extends to any claim brought by or on behalf of any employee of the Consultant. This waiver is mutually negotiated by the parties. This paragraph shall not apply to any damage resulting from the sole negligence of the City, its agents and employees. To the extent any of the damages referenced by this paragraph were caused by or resulted from the concurrent negligence of the City, its agents or employees, this obligation to indemnify, defend and hold harmless is valid and enforceable only to the extent of the negligence of the Consultant, its officers, agents and employees. 8. Insurance. The Consultant shall secure and maintain in force throughout the duration of this contract comprehensive general liability insurance, with a minimum coverage of $500,000 per occurrence and $1,000,000 aggregate for personal injury; and $500,000 per occurrence/ aggregate for property damage, and professional liability insurance in the amount of $1,000,000 per occurrence and annual aggregrate. Said general liability policy shall name the City of Tukwila as an additional named insured and shall include a provision prohibiting cancellation of said policy except upon thirty (30) days prior written notice to the City. Certificates of coverage as required by this section shall be delivered to the City within fifteen (15) days of execution of this Agreement. 9. Independent Contractor. The Consultant and the City agree that the Consultant is an inde- pendent 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. 10. Covenant Against Contingent Fees. The Consultant warrants that they have 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 they have 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, paltuer 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 telins 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. Attorneys Fees and Costs. In the event either party shall bring suit against the other to enforce any provision of this Agreement, the prevailing party in such suit shall be entitled to recover its costs, including reasonable attorney's fees, incurred in such suit from the losing party. 16. 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: PACE Engineers, Inc. 1601 Second Ave, Suite 1000 Seattle, WA 98101 17. Integrated Agreement. 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. This Agreement may be amended only by written instrument signed by both the City and the Consultant. DATED this day of 20 CITY OF TUKWILA CONSULTANT By: Jim Haggerton, Mayor Printed Name: Title: Attest/Authenticated: Approved as to Form: Christy O'Flaherty, CMC, City Clerk Office of the City Attorney EXHIBIT A ALLENTOWN PUMP STATION SCOPE OF SERVICES Project Understanding The existing stormwater pump station serves the Allentown area located approximately between South 124 Street and South 118 Street between the railroad tracks and the river. It is perceived by the City that this pump station is undersized to handle the anticipated flows and being a single pump station does not have any back -up capacity. In addition, the City has been improving the stormwater conveyance in this area. While these improvements are improving the local drainage system they are also adding additional burden on the existing pump station. The City has requested that PACE prepare a hydrologic analysis of the drainage basin along with a hydraulic analysis of the existing pump station in order to determine the flows entering the pump station and the ability of the pump station to convey those flows to the river. (It is assumed that this analysis will demonstrate the need for an upgraded duplex pump station). PACE will design either a new pump station or retrofit the existing pump station in accordance with City standards. The capacity and condition of the existing outfall pipe will also be analyzed. The City has expressed a desire to eliminate the force main to the river and instead have a single gravity flow /forcemain to the river with a flap gate system similar to the Strander pump station. In addition, PACE will evaluate the potential to set the grades at the new pump station such that 44 Ave South will drain without surface ponding. Scope of Services A detailed proposal consisting of nine (9) tasks follows. This proposal includes necessary engineering services through the design phase of this project. PACE will be the prime consultant for the entire Scope of Work and will oversee and administer this Scope of Work. PACE will complete all civil engineering and survey services in- house. PACE will subcontract with Follet Engineering for the electrical engineering portion of the project. Based upon our discussions we have not included a geotechnical engineer nor environmental consultant on this project. If during the course of the project, if either of these specialties are required the scope and budget would need to be modified accordingly. SCOPE OF WORK Task 1— Hydrologic /Hydraulic Analysis PACE will conduct a hydrologic analysis of the drainage basin conveying runoff to the Allentown Pump Station using the KCRTS model. The area will be modeled under existing conditions assuming that 44 Ave 5, 48 Ave S and 49 Ave S will ultimately have storm systems that will connect to South 122r St. PACE will also apply a typical "full built out" block across the entire drainage basin to evaluate potential redevelopment impacts on the system. The hydrographs from this model will then be routed through the existing and proposed pump station and downstream conveyance system to ensure that the pumps and pipes are adequately sized to prevent flooding. It is assumed that the pump station and conveyance pipes will be designed to provide flood protection of road flooding within the project area for a 25 -year rainfall with 9000 cfs flow in the river (City to provide the tailwater elevation for 9000 cfs). It is assumed that regional parameters will be used and there will be no calibration of the model. The discharge pipe to the river will be included in the analysis to assure that increased pump flows can be carried by the downstream pipe. It is assumed that this pipe will not be replaced as part of this project. If that is not the case the scope of work will need to be modified to allow for additional environmental analysis and permitting. As part of this analysis, PACE will prepare a drainage report addressing the hydraulic and hydrologic analysis. These findings will be submitted to the City for review and comment. Task 2 Preliminary Pump Station Design This task includes preparing a preliminary layout of the proposed improvements to submit to the City for review and comment. This work includes: 1. Develop project base map based upon survey information provided by the City including existing surveys and GIS data. PACE will augment this information with additional survey as described in Task 8 of this proposal. 2. Confirm /evaluate capacity of the existing conveyance system from the pump station to the river as well as wetwell capacity to prevent frequent cycling of the pumps. 3. Prepare preliminary sizing of pump station. 4. Prepare budget -level construction cost estimate. Task 3 Environmental Coordination /Permitting /SEPA This Task is not included in this contract. This work will either be done by City staff or included in a future phase of this contract. Task 4 Design PACE will provide 75% design plans for the following items based upon review comments on the above described tasks: Refurbish the existing gravity storm line to the river and abandon in place the existing forcemain. New stormwater pump station with properly sized wetwell /storage pipe. Required road /landscape restoration This task does not include any specifications or contract documents Gravity Storm Drain PACE will design improvements to the existing gravity storm line to the river. It is our understanding that portions of this may be in poor condition. In order to prevent working within the ordinary high water mark of the river we will be looking at slip lining or similar techniques. It is envisioned that the existing force main will be abandoned in place with the ends of the pipes at each structure filled with low strength concrete. Pump Station PACE will design a new stormwater pump station (or retrofit of the existing pump station) along South 122n Street that will pump the stormwater from the study area to the river during periods of high river flow. The pump station design will include the sizing of the pumps, the wetwell, design of all appurtenances associated with new pump station, and electrical design. It is assumed that the building design will be the standard design previously designed by the City with minor modifications to the structure possible in order to meet the site constraints. It is assumed that no structural calculations will be required or any major modification to the City's standard building design. This pump station will be a below grade duplex pump station. We understand that the City's preference is for submersible pumps. The pump station will include full telemetry, which will be coordinated closely with the City. The PACE team will design all electrical components except the motor control center which will by supplied by Calvert Technologies. Road Restoration /Improvements PACE will prepare a road /landscape restoration plan for the area impacted by the proposed improvements. The reconstruction of any required road section will be done in accordance with City standards. The following drawing list is anticipated for the final design: List of Drawings Title Sheet 1 Existing Conditions 1 Temporary Erosion Control and Sedimentation Plan, Notes and Details 2 Stormwater Details, Forcemain Plan 1 Stormwater Pump Station Plan and Section 1 Stormwater Pump Station Details 2 Stormwater Pump Station Electrical 4 Restoration Plan 1 Miscellaneous Details 1 Total: 14 Task 5 Project Management /Coordination /Meetings PACE will provide administration and coordination of the project. The following items are included in this task: 1. Attend coordination meetings with the City as required. For budgetary purposes 16 hours have been allotted for meetings. Since the amount of meeting time is not under our control, any time in excess of the budgeted 16 hours will be billed on a time and material basis. 2. Conduct a field reconnaissance of site and other facilities with the design team and City staff. 3. Coordination with subconsultant. 4. In -house project administration, scheduling, and direction of design team staff. 5. Preparation of monthly progress reports Task 6 Contract Document Preparation This Task is not included in this contract. Taking the 75% plans to construction ready plans along with the required contract bid documents will be part of a future phase of this contract. Task 7 QA (Quality Assurance) In order to assure that the final plans and specifications are complete, accurate and appropriate, PACE will conduct a Quality Assurance review of the final documents prepared under this contract prior to submittal to the City. This review will be assigned to a senior level principal who has not been associated with the project. The review will consist of a complete sheet -by -sheet and contract document review to assure the City that the documents meet or exceed the "level of care" of our industry and are the highest quality possible. Task 8— Survey PACE will conduct a limited topographic survey of this project to augment the information gathered in Task 2. This task will include a survey of the existing storm outfall from the existing pump station to the river. In addition, this task will include a detailed survey of the existing pump station. Task 9 Construction Services (Optional Task) This Task is not included in this contract. This work will either be done by City staff or included in a future phase of this contract. In summary, we have developed a scope of work based on our present knowledge of the proposed project. We have tried to cover all aspects of the proposed project; however, if you feel that additional areas of work require our attention, please don't hesitate to call. EXHIBIT B ALLENTOWN PUMP STATION PAYMENT FOR SERVICES PACE proposes to bill this work based upon their 2008 Standard Rates. The estimated cost per task is as follows. Task 1 Hydrologic /Hydraulic Analysis $13,750 Task 2 Preliminary Pump Station Design $8,900 Task 3 Environmental Coordination /Permitting /SEPA NIC Task 4 Design (75 $18,350 Task 5 Project Management /Coordination /Meetings $4,800 Task 6 Contract Document Preparation NIC Task 7 QA (Quality Assurance) $2,800 Task 8 Survey $4,500 Task 9 Construction Services (Optional Task) NIC Technology Fee $1,150 Electrical Engineer Subconsultant $5,500 Direct Costs $250 TOTAL $60,000 While PACE has estimated the cost for each Task the project will be billed as a whole and not by individual Tasks. PACE will provide a monthly status report outlining the work done on a Task by Task basis. Task 1 While complete this work using ou q s'' o: Z. City of Tukwila u.2 10 r i d t.6)\ Utilities Committee i908 UTILITIES COMMITTEE Meeting Minutes August 18, 2008 5:00 p.m. Conference Room #1 PRESENT Councilmembers: Verna Griffin, Chair; Joan Hernandez, and Kathy Hougardy Staff: Jim Morrow, Bob Giberson, Ryan Larson, Gail Labanara and Kimberly Matej Guests: Chuck Parrish CALL TO ORDER: Committee Chair Griffin called the meeting to order at 5:04 p.m. I. PRESENTATIONS No Presentations. 11. BUSINESS AGENDA A. 2008 Small Drainage Program Bid Award Staff is seeking full Council approval to award a bid in the amount of $253,015 to Washington Pipeline, LLC of Mercer Island for the 2008 Small Drainage Program. This annual program constructs drainage projects throughout the City that are too large for completion by City staff but smaller than the average capital improvement project. This year the Small Drainage Program will construct five projects. Each year, projects considered for this program are reprioritized based on such things as need, expense, time on the list, etc. Highest priority projects are designed and constructed within annual budget limitations. The City has never worked with Washington Pipeline, who is a fairly new business. However, the City's project consultant has stated that the Washington Pipeline staff assigned to the City has significant experience in public works contracting and reference checks have resulted in positive comments. UNANIMOUS APPROVAL. FORWARD TO AUGUST 25 COW FOR DISCUSSION. B. Interurban Avenue South Waterline Bid Award Staff is seeking full Council approval to award a bid in the amount of $338,990 to Gary Merlino Construction Company for replacement of the Interurban Avenue South Water Line. This project will replace an aging cast iron water line which has been consistently problematic. A bid protest was filed by the second lowest bidder due to the first lowest bidder's delay in signing the addendum acknowledgement. This delay is considered an immaterial bid irregularity providing no advantage to the lowest bidder and the second lowest bidder has chosen to withdraw the protest. UNANIMOUS APPROVAL. FORWARD TO AUGUST 25 COW FOR DISCUSSION. C. Storm Lift Station No. 18 Improvements Consultant Agreement Staff is seeking full Council approval to enter into a consultant agreement with PACE Engineering, Inc. in the amount of $60,000 for design services of required upgrades relative to Storm Lift Station No. 18 Improvement Project (station is located on South 122 Street between 42n and 44 Lift Station No. 18 was constructed during Phase I of the Allentown Sewer Project (1996). Staff is concerned that redevelopment of and increased usage in the area coupled with the station's single pump and manual valve operation could lead to mechanical failure. The lift station's original construction was not designed to operate at its current capacity. Upgrades may include automatic valve operation, addition of a back -up pump and a remote alarm system. UNANIMOUS APPROVAL. FORWARD TO AUGUST 25 COW FOR DISCUSSION. III. MISCELLANEOUS Meeting adjourned at 5:15 p.m. Next meeting: Tuesday, September 2, 2008 5:00 p.m. Conference Room No. 1. Committee Chair Approval Minutes by KAM. Reviewed by GL.