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HomeMy WebLinkAboutCOW 2008-02-25 Item 4E - Agreement - 2008 Overlay Program Consulting with KPG Inc for $89,561.60 COUNCIL A GENDA SYNOPSIS =F .pI1L W9�ti e. I' Inittals Q t rit% Meeting Date 1 Prepared by Mayor's review J_ Council review r866 ITEM INFORMATION CAS NUMBER: 08-028 ORIGINAL AGENDA DATE: FEBRUARY 25, 2008 AGENDA ITEM TITLE 2008 Overlay Program Consultant Selection and Agreement CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Heating Other Mtg Date 2/25/08 Mtg Date 3/03/08 Mtg Date Mtg Date Mtg Date Mg Date Mtg Date SPONSOR Council Mayor Actin Svcs DCD Finance Fire Legal LJ P&R Li Police PW SPONSOR'S The agreement is for design services and the preparation of bid documents for the 2008 SUMMARY Overlay Program. Both commercial and residential streets are included. The agreement also includes gathering data to update the Pavement Management System and the ability to supplement for 2009 Overlay Program design services. The work is to be completed for $89,561.60. REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DATE: 2/12/08 RECOMMENDATIONS: SPONSOR /ADMIN. Authorize Mayor to sign the consultant's agreement with KPG, Inc. COMMUTER Unanimous approval; forward to COW. COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $89,561.60 $124,000.00 Fund Source: 103 RESIDENTIAL STREETS 104 ARTERIAL STREETS (PAGES 3 44, 2008 cIP) Comments: I MTG. DATE RECORD OF COUNCIL ACTION 02/25/08 03/03/08 MTG. DATE ATTACHMENTS 02/25/08 Information Memo dated February 7, 2008 Consultant Agreement with Scope of Work Transporation Committee Meeting Minutes from February 12, 2008 03/03/08 INFORMATION MEMO To: Mayor Haggerton From: Public Works Director all) Date: February 7, 2008 Subject: 2008 2009 Overlay and Repair Programs Project No. 08 -RWO1 Consultant Selection, Scope of Work, and Fee Estimate ISSUE Select a consultant to provide design and plans, specifications and estimates (PS E) for the City's 2008 and 2009 Overlay Programs. BACKGROUND Task I The CIP includes two components (Residential Commercial) for the Annual Overlay Program to provide repairs and overlays on the City's street system. The 2008 list of projects include: Residential Street From To 1. S 140 St 53r Ave S 55 Ave S 2. S 132 St 32 Ave S 34 Ave S 3. S 131 P1 Localized leveling East of Macadam Rd 4. S 139 St TIB 42n Ave S 5. S 140 St TIB 42 Ave S 6. S 137 St West of Macadam Rd as budget allows Commercial Street From To 7. S'center Pkwy Klickitat Dr Nordstrom Signal 8. Frager Road Localized leveling near creek crossing 9. Airport Way NB ramp from Boeing Access Rd 10. E Marginal Wy BAR Sound Transit Project 11. E Marginal Wy BAR Norfolk 12. S 130 PI South of S 129 St as budget allows P:IPROJECTS\A- RW RS Projects108RW01 2008 Overlay Repair\ConSelctfor2008.doc Mayor Haggerton Page 2 February 7, 2008 Task 2 Other Work Pavement ratings for all streets in the City will be updated to reflect current conditions and entered into the Pavement Management System. Results from the updated Pavement Management System will be used to prioritize future overlay and repair candidates, estimate costs to maintain the street system to an acceptable condition, and assist in establishing an annual budget for the Overlay Program. An analysis of the estimated construction costs vs. budget will occur at the 50% design level. If estimated project costs exceed the 2008 budget, then selected projects will be automatically delayed and included in the 2009 Overlay Program. The scope of work will include the option to supplement the contract for design of the 2009 Overlay Program. ACTION TAKEN In order to advertise the City's annual overlay program early in the year, work must begin in the 4 quarter of the previous year. The CIP budget was established to include the design costs for 2008 as well as funds to begin design for 2009. The 2008 consultant selection process also includes selection for the 2009 Overlay Program. Three firms were short- listed from the City's consultant roster of finis that indicated they provide expertise in pavement design, overlay design and pavement management. All three firms were rated based on the expertise and experience necessary to perform the work. KPG, Inc. was selected as the most qualified (see rating sheet attached). KPG, Inc., has provided design and construction services for the City in past years. A draft Scope of Work and Fee Estimate are attached. Contract Budget Design (Commercial) $67,209.60 $100,000.00 Design (Residential) 22352.00 24.000.00 Totals $89,561.60 $124,000.00 RECOMMENDATION Approve the selection of KPG, Inc. as Design Consultant for the 2008 and 2009 Overlay Programs and authorize the Mayor to execute a contract with KPG, Inc., in the amount of $89,561.60. Attachments: 2008 Overlay Project Maps Rating Sheet KPG Letter dated 2/6/08 Eshibit A:Scope of Work Exhibit B: Fee Estimate P:\PROJECTS\A- RW RS Projects \08RW01 2008 Overlay Repair \ConSelctfor2008.doc 2008 OVERLAY PROJECTS VICINITY MAP '''6? t) �S 150 St N v �S 150 S 150 S 1 49 St Park/ N l_ S 151 St Litif-1 5 151 Si �G St S152Stf S152St S151SN 1 S152St 5 151P /Az l W1 4 0 J�/ S o a� ns o n f• Q 5 153 St 5153 St 0, 4 J mitt o ry m s I h v' s► r_,,( S 156 St p W 405 g�vd S 15� St N� o St 158 u, w v' a Tu kw ila Parkvny S 158 St H �°S158St I S 160 Evans �_,......_,.o.:, Slack Dr S o S 161 u' St Faker Blvd „p^ n 162 n fo y L no St o oP Q k n `'j Ln �nJ yS 16 t a a r AU T.__ l' 43 Strander ,Blvd G- 3 S 164 St v' a h /4 fl v H Treck ��o S 166 5 c Dr e� J h w 2� m S t4 co 1 2 rt �h v x.�' Corporate z- Drive N p Corporate U °�v, Drive S Mink er B v Upland Dr a a 3 3 Q Midland Dr g 'D Saxon z Drive Q o ,o ',..,„.S../?,, S Triland Dr o S 180St I __SW4; St c o1 En St Pk Dr1 ''o i i g D ti Rive rside �•o i�/ C rn g Q Q Toad Q Q se 4-) k o BI vd a 1 ar A �i ar O C :-s cs J rdv4, S G lacier St te a 0 ,y/ L_ .-.0 4 a /�1 I LI k 2008 OVERLAY PROJECTS (o Cit2'y of Tukwila z Vicinity o y February 7, 2008 Map 1908 CONSULTANT SELECTION 2008 2009 OVERLAY REPAIR PROGRAM David Evans W H Associates Pacific KPG Project Manager 1 1 1 Pavement Design Rehabilitation Repair Expertise 2 2 1 Agency Overlay Program Management 1 1 1 Tukwila Overlay Program Knowledge 2 1 1 Pavement Management System Experience 2 2 1 Expertise Using Federal Funds 1 1 1 TOTALS 9 8 6 For each category, highest score is 1 (with the lowest or worst score at 4) Consultant with the lowest score is ranked the best. P:IPROJECTS'A- RW RS Projects108RWO1 2008 Overlay Repair12008 consel ECP 753 9th Acer.V Seattle, WA 981 Fax 1 206 56.16.3 SEA1 1 LE TACOMA phone 12C61861t ENGINEERS ARCHITECTS La.NDSCAPE ARCHITECTS is SURVEYORS fm! i February 6, 2008 Mr. Robin Tischmak, P.E. City of Tukwila Department of Public Works 6300 Southcenter Blvd. Tukwila, WA 98188 Re: 2008 Overlay Program Dear Robin, KPG is pleased to submit to you the attached scope of work and hour and fee estimate for the referenced project. The work scope includes preparation of plans, specifications and estimates for the 2008 overlay program (Up to 12 sites total), construction support for Interurban Avenue, and update of the Pavement Management Program by Pavement Engineers, Inc. Our total estimated fee for this work is $89,561.60 and we are ready to begin immediately upon your notice to proceed. We look forward to working with you on this project. Please feel free to contact me at 206 -267- 1052 if you should have any questions or would like to discuss this proposal. Very Truly Yp i Nelson Davis, P.E. Principal 6 CONSULTANT AGREEMENT FOR ROADWAY DESIGN SERVICES THIS AGREEMENT is entered into between the City of Tukwila, Washington, herein -after 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 roadway design services in connection with the project titled 2008 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_ 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 365 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 $89,561 60 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 final 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 act, omission or failure of the Consultant, its officers, agents and employees, in performing the work required by this Agreement With respect to the perform- 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_ Ihis 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 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 2 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 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. 11 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 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. 3 16. Notices. Notices to the City of Tukwila shall be sent to the following address: 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 17. Integrated Agreement. Ihis 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 2008 CITY OF IUKWILA CONSULIANT By: Jim Haggerton, Mayor Fels n Davis Principal Title: Attest/Authenticated: Approved as to Form: Jane E. Cantu, CMC, City Clerk Office of the City Attorney 4 Exhibit A City of Tukwila 2008 Overlay Program Scope of work February 6, 2008 TASK 1 2008 OVERLAY PROGRAM The Consultant shall prepare final Plans, Specifications and Estimates for the following overlay projects: Commercial Roadways: Frager Road: Localized leveling near slough at creek crossing Southcenter Parkway Klickitat to Nordstrom signal, northbound inside lane maintenance Airport Way Northbound Ramp from Boeing Access Road E. Marginal Way Boeing Access Road to Sound Transit Project E. Marginal Way Boeing Access Road to Norfolk S. 130 Place South of S 129 Street as budget allows Residential Roadways: S 131 Place Localized leveling east of Macadam Road S 132 Street 32 Avenue S to 34 Avenue S S 140 Street 53` Avenue S to 55 Avenue S S 139 Street Tukwila International Boulevard to 42n Avenue S S 140 Street Tukwila International Boulevard to 42 Avenue S S 137 Street West of Macadam as budget allows The Consultant shall provide all necessary field reviews, base mapping, and utility notification required to complete final bid documents. 40 copies of the final bid documents will be provided to the City for bid advertisement. Interim review submittals (10 copies) will be prepared at the 50% and 90% stage of plan completion. The Consultant shall also prepare the bid tabulation, check low bidder(s) references, and provide a recommendation for award to the City. Permitting, environmental documentation, geotechnical review, or stormwater detention and water quality have not been included in this scope and estimate. Projects will be bid as a single bid package as budget allows. 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 determine the final projects to be included in the 2008 Overlay Program. TASK 2— INTERUBAN AVENUE CONSTRUCTION SUPPORT The Consultant will attend the pre- construction meeting, provide field observation services, and prepare pay estimate for construction of the Interurban Avenue Overlay. It is anticipated that construction will last 3 working days and will be completed in February, 2007. TASK 3 PAVEMENT MANAGEMENT SUPPORT An allowance of $15,000 is included to provide support and upgrades to the City's pavement management system. This work will be performed primarily by Pavement Engineers, Inc. under subcontract to the Consultant. KPG 1 of 1 2008 Overlay Program 44. (O N V' V' sr •ct Cr '4Y d Cr sr O I N Cr co O O d• 1 a 0 O O O O O p i'll!0; tf) M M V' ct M co M M M O) OD N O N O I Cr V I (O O N N CD N to N OD O (D O CO CO CO (D CO O 0- M to I` O O 0:1011 O to N O N N CO MMh �ti M CO N 0- CV V N SO MIMnt0M NON r p C to M O CO co er V co 0o co d_ et et co d' (o t- N V_t0 co V co P� N O N to 7 F L N N r s— r N c- 1 r N N CO 0 '7s CO c) r to N tO t.. 0 LL CO v C F- W 69 AA/ EA) Ef} EH EA ER 69 09 11) if/ EA 69 EH EA EA EA 69 EFT Era EA 69 I E0 En. ER EA 164 E.9 EA d U'� t I I b U co I a O OD O O 0 0 0 0 0 0 O O O 0 0 0 0* t o N O O Cr yr V cr I 0 69 1 1 1 .11.. 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U N 0 c O tll IL�QLLI IlJ CO (O(�?E/1 En�� N d 0-2 N d 0) 0 O o Q a 0 a a E Q E co cp E .E Z c o= d mk a) c o 0I• a co h c» a 0- CJ 0..10_ N Q iilala 0_ Cr w EC 0 X Y r N M <f to CO I Is- Y Nicol Y Q O s c r r- p C CSI R M1 N N �Ir I a F t I 1- I I I- 0 888 G 8q 00 k 2 %f 00 *a o f aka 0 .).8.4 k 13 ee_ em_ ee_ _Q, I- CO CV I.13 x k \k 0 co CO 0 k 0 0 E 0 c w f c cm E e a E 0 7 E I t- 2 e 0 o a f t t e 0 2 e «m ¥c 2o LLI al .co a- o Ee o14 LL »S 2aE/ CI 0 o 23cc k §3k 2 2 a e m 3 a. t o cc 0 7 k 1 a co CO CO r. �t� w zy City of Tukwila N Transportation Committee 196-8.. soa TRANSPORTATION COMMITTEE Meeting Minutes February 12, 2008 5:00 p.m. PRESENT Councilmembers: Pam Linder, Chair; Dennis Robertson and De'Sean Quinn Staff: Jim Morrow, Bob Giberson, Frank Iriarte, Robin Tischmak and Kimberly Matej CALL TO ORDER: Committee Chair Linder called the meeting to order at 5 :01 p.m. L PRESENTATIONS No presentations. II. BUSINESS AGENDA A. 2008/2009 Overlay Program Consultant Selection and Agreement Staff is seeking full Council approval of KPG, Inc. as the design consultant for the 2008/2009 Overlay Programs and authorization for the Mayor to enter into a contract with said consultant in the amount of $89,561.60. KPG, Inc. was selected from three consultants who provide pavement and overlay design and pavement management. KPG, Inc. has provided services for the City in the past. Their past work has met staffs expectations. The consultant contract with KPG, Inc. is for 2008 design work; however, when estimated project costs exceed the 2008 budget, the projects will automatically be delayed and included in the 2009 Overlay Program. Additionally, in order to advertise in early 2009 for the Overlay Program, work must begin in the 4 quarter of 2008. The City's annual investment in the overlay program is approximately $1 million. This pavement management system evaluates the status of all the streets in order to fulfill the City's self-imposed maintenance requirement. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 25 COW MEETING FOR DISCUSSION. B. Museum of Flight Pedestrian Bridge Airspace Lease Staff is seeking full Council authorization for the Mayor to enter into a lease agreement with the Museum of Flight for airspace required for a pedestrian bridge. The Museum of Flight intends to construct a pedestrian bridge over East Marginal Way. This bridge will offer a non traffic walkway for Museum visitors. The Museum received a Federal Transit Grant to assist in paying for this safety project. Since the bridge will encroach in the airspace over East Marginal Way, law requires the City to charge a fair market value for the space as well as outline an agreement for use. Staff has negotiated an agreement for use, and will charge $1,200 annually for the lease. Additionally, the City will impose the same requirements on the Museum that are set for bridge requirements. The pedestrian bridge will be inspected every two years, resulting in a formal report, and all required repairs will be made at the Museums' expense. Bridge construction will begin shortly. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 25 COW MEETING FOR DISCUSSION. III. ANNOUNCEMENTS No announcements. W. MISCELLANEOUS Meeting adjourned at 5 :38 p.m. Next meeting: Monday, February 25, 2008 5:00 p.m. Conference Room 1 P.SL Committee Chair Approval Minutes by KAM. Reviewed by BG. r