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HomeMy WebLinkAboutCOW 2009-11-23 Item 4G - Contract Supplement #8 - Tukwila Urban Center Access (Klickitat) with HNTB for $147,384 COUNCIL AGENDA Siwosis y41LA lnztzalr _V s II�Nr O Z 1 Meetinx Date Prepared by 1 Mayor's review I Council repo/ I 61 I 11/23/09 y CK I 1.6 I ni 1 11/23/09 ICK I I 1 190 1 1 1 3P& 3 6 `E. ITEM.INFORM4TIQN cAS NUMBER: 09-168 f ORIGINAL AGENDA DA'ZE: NOVEMBER 23, 2009 1GENDA ITEM TITLE Tukwila Urban Center Access (Klickitat) Project Design Supplement No. 8 with HNTB :ATEGORY Discussion Motion Resolution Ordinance Bid Avard Public Hearing Other Mtg Date 11/23/09 Mtg Date 11/23/09 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date PONSOR Council Mayor Adm Svcs DCD Finance Fire Legal P&R Police PTV PONSOR'S The design of the Tukwila Urban Center Access (Klickitat) Project has a number of UMMARY outstanding issues requiring this additional Supplement No. 8 with HNTB. There are extensive coordination and negotiation issues with WSDOT as well as difficulties in obtaining right -of -way. This supplement is for final design and bid documents. Council is being asked to approve Supplement No. 8 for $147,384.00 with HNTB. EVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DAI'E: 11/16/09 RECOMMENDATIONS: SPONSOR /ADMIN. Public Works COMMrI.1'EE Unanimous Approval; Forward to Committee of the Whole Special COST�IMPACT FUN SOU EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $147,384.00 $0.00 $0.00 and Source: 104.02 ARTERIAL STREETS (NEW PAGE 15, PROPOSED 2010 CIP) omments: VITG.' RECORD OF COUNCIL ACTION 11/23/09 1 11/23/09 i VITG. DATE s ATTACHMENTS 11/23/09 J Informational Memorandum dated 11/12/09 (revised after TC) 2009 CIP page 15 (revised from Proposed 2010 2015 CIP) HNTB Supplement No. 8 Minutes from the Transportation Committee meeting of 11/16/09 11/23/09 91 92 TO: City of Tukwila Mayor Haggerton Transportation Committee FROM: Interim Public Works Director DATE: November 12, 2009 INFORMATIONAL MEMORANDUM SUBJECT: Tukwila Urban Center Access (Klickitat) Project Project No. 84 -RW19, Contract No. 05 -071 Supplemental Agreement No. 8 ISSUE Approve Supplemental Agreement No. 8 to the HNTB contract #05 -071 for final design and final bid documents associated with the Tukwila Urban Center Access (Klickitat) Project. BACKGROUND The design of the Tukwila Urban Access Project was shelved at the 100% design in May of 2007 At the time it was shelved, there were a number of outstanding issues requiring resolution once the project design efforts resumed. Those issues included: WSDOT approvals, design of the buttonhook ramp, right of way acquisition, property coordination and associated design efforts, construction phasing and staging. The Supplemental Agreement is for the work necessary to complete the project design and prepare ad -ready contract documents. It also includes the work to redesign certain aspects of the project as required by WSDOT and any potential changes to existing conditions which may have occurred since the project was shelved. Delays in the project timeline have been primarily associated with extensive coordination and negotiation with WSDOT on certain design issues as well as difficulties in obtaining right -of -way. The right -of -way acquisition is essentially complete and agreement between the City and WSDOT on the outstanding design requirement issues is imminent. However, WSDOT is requiring certain changes to the project design in order to accommodate movement of large trucks through the Southcenter Parkway Klickitat Drive intersections. Those changes have resulted in additional design and permitting work not originally anticipated when the project was shelved. DISCUSSION Because of the extremely tight timeline to bring this project to construction in 2010, staff has negotiated the Supplemental Agreement with HNTB in a highly unusual manner. Although staff feels that agreement between Tukwila and WSDOT on the design changes is imminent, the final details are not yet known. The attached Supplemental Agreement is based on certain assumptions of what the final requirements will be by WSDOT. Waiting for final agreement with WSDOT before beginning negotiations with HNTB would have resulted in a long delay in the project schedule, possibly resulting in not being able to construct the project in 2010. Waiting until the Supplemental Agreement included all necessary work that may be required by WSDOT before bringing to the Transportation Committee for review would have also resulted in a long delay in getting the designers working on the final product. The attached supplemental agreement does not include anything but the most simple redesign efforts. It is anticipated that substantial redesign of certain elements may still be required by WSDOT The additional design fees have been incorporated into a revised CIP page (see attached). RECOMMENDATION Approve Supplement #8 with HNTB for final design and PS &E work in the amount of $147,384 consider this item at the November 23, 2009 COW followed by a Special Meeting that same evening. attachments: Supplemental Agreement No. 8 C:ID000ME -11 GAIL- 1. TUKILOCALS- 11Temp\XPGrpWise \INFOMATION MEMO Supplement #8 Final PS &E 11- 12- 09.doc Jim Haggerton, Mayor 93 PROJECT: DESCRIPTION: JUSTIFICATION: STATUS: MAINT. IMPACT: COMMENT: FINANCIAL (in $000's) EXPENSES Design LID Expenses Land (R/W) Const. Mgmt. Construction TOTAL EXPENSES FUND SOURCES Awarded Fed Grant Earmark future) Awarded State Grant LID Mitigation Actual ROW Donation Impact Fees City Oper. Revenue TOTAL SOURCES 94 Tukwila Urban Center Access (Klickitat -S \C Pkwy)'' LINE ITEM: 104.02.595. .20 PROJECT NO. 98410419 Improve traffic flow on Southcenter Parkway, Klickitat Drive and Strander Boulevard by constructing an underpass for the southbound lane on Southcenter Pkwy. Coordinate with WSDOT on 1 -5 on- ramps. Provide needed future traffic capacity, safety improvements and reduce accidents. Design Report completed in 2005, design in 2006 2007, and LID formation in 2009. Proposed Southcenter Pkwy /Klickitat road closure for duration of construction will save a significant amount of costs. Overlay on a 10 -20 year cycle. Project is on Impact Fee List under Zone 1. Federal funds for $3.1m. Westfield Mali mitigation $653k cash and $846k ROW, Boeing (Longacres) mitigation is $65k, ACME Bowling $103k. Construction grants; State TIB $5m, Federal STP $3m, and State funds $250k. Local Improvement District (LID) is a range from $6.5 to $10.5 million. Through Estimated 2008 2009 2010 3,188 90 573 3,851 135 85 230 450 12 2,434 2,446 2,272 2,272 15,145 15,145 18,220 0 0 0 0 0 0 24,164 3,335 2,609 974 195 1,674 600 Project Location 2010 2015 Capital Improvement Program CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2010 to 2015 2011 2012 2013 2014 2015 BEYOND TOTAL 2,805 3,974 2,274 5,250 5,250 8,921 8,921 827 827 846 846 1,127 5 1,132 (2,113) 1,809 1,244 0 0 0 0 0 0 940 3,335 2,609 18,220 0 0 0 0 0 0 24,164 15 Aar Washington State Department of Transportation Supplemental Agreement Number 8 Original Agreement Number Project Number Project Title Klickitat/Southcenter Parkway Access Improvement Project Description of Work Final Design Services Total Amount Authorized Management Reserve Fund Maximum Amount Payable 05-071 84 -RW19 Agreement 1 2 3 $50,000 $0 $0 Organization and Address Phone: City of Tukwila Public Works Department 6300 Southcenter Blvd., Suite #100 Tukwila, WA 98188 206 -431 -3665 Execution Date New Maximum Amount Payable III I I Completion Date June 30, 2010 $3,426,398 The Local Agency of Tukwila desires to supplement the agreement entered into with HNTB Corporation and executed on April 6, 2005 and identified as Agreement No. 05 -071. All provisions in the Agreement remain in effect except as expressly modified by this supplement. The changes to the Agreement are described as follows: Section 11, SCOPE OF WORK, shall be amended as follows: The scope of work for this project is supplemented as detailed in the attached Exhibit A, and by this reference made part of the Agreement. 11 Section IV, TIME FOR BEGINNING AND COMPLETION, shall be amended as follows: All work under this Agreement shall be completed by the date shown in the heading of this Supplemental Agreement Number 8 under Completion Date. Section V, PAYMENT, shall be amended as follows: Compensation due to Consultant for work performed or services rendered for this project is supplemented as detailed in the attached Exhibit B, and by this reference made part of this Agreement. Original Supp. No. Supp. No. Supp. No. Supp. No. Supp. No. Supp. No. Supp. No. Supp. No. 4 5 6 7 8 TOTAL $1,168,322 $1,956,680 $17,200 $0 $14,759 $63,350 $4,500 $4,200 $147,387 $3,376,398 $0 $0 $0 $0 $0 $0 $50,000 $1,218,322 $3,175,002 $3,192,202 $3,192,202 $3,206,961 $3,270,311 $3,274,811 $3,279,011 $3,426,398 $3,426,398 Page 1 of 2 95 If you concur with this Supplemental Agreement and agree to the changes as stated above, please sign in the appropriate spaces below and return to this office for final action. By: HNTB Corporation By: City of Tukwila James E. Thomson, Vice President Approving Authority Signature Date Date DOT Form 140 -063 EF Revised 9/2005 96 Page 2 of 2 Scope of Work Final Design /PS &E Tukwila Urban Access Improvement Project Supplement 8 November, 2009 INTB 97 98 TABLE OF CONTENTS I. SUPPLEMENT PURPOSE 1 II. PROJECT DESCRIPTION 2 III. PROJECT GOALS 3 IV. DESIGN CRITERIA 3 V. PROJECT SCHEDULE 4 VI. ITEMS AND SERVICES TO BE FURNISHED BY THE CITY 5 VII. ABBREVIATIONS 5 VIII. PROJECT DOCUMENTATION 6 IX. WORK TASKS 6 TASK 1 PROJECT MANAGEMENT 8 Task 1.1 Issues Resolution 8 Task 1.2 Measure Project Requirements 9 Task 1.3 Measure Budget Conformance 9 Task 1.4 Measure Schedule Conformance 9 Task 1.5 Communicate Progress 9 Task 1.6 Lead the Project CONSULTANT Team 9 Task 1.7 Manage Quality 9 Task 1.8 Manage Change 10 TASK 2 COORDINATION AND PUBLIC INFORMATION 10 Task 2.1 Coordinate Activities with Southcenter Place Building, Doubletree Hotel and McDonald's restaurant and other property owners 10 3.0 WSDOT COORDINATION 11 Task 3.1 WSDOT Coordination 11 TASK 4 DEVELOP CONSTRUCTION STAGING PLAN AND SCHEDULE 12 Task 4.1 Construction Staging and Scheduling 12 TASK 5 UPDATE CONSTRUCTION COST ESTIMATE 12 Task 5.1 Construction Cost Estimate 12 TASK 6 REVIEW OF DRAINAGE DESIGN 12 Task 5.1 Review of Drainage Design Concepts 12 c: \docume -1 \cyndy -1.tuk \locals 1\ temp \xpgrpwise \exhibit_a_scope_of work_sup8_v1a_1.docx Printed 11/13/2009 a1NTB Page i During the term of this Agreement, the engineering Consultant (CONSULTANT) shall perform professional services for the CITYfinal design and assistance during construction, in connection with the: Tukwila Urban Access Improvement: Klickitat Drive /Southcenter Parkway Area Project This document shall be used to plan, conduct and complete the work on the project. I. SUPPLEMENT PURPOSE The design of the Tukwila Urban Access Improvement Project was shelved at the 100% design in May of 2007. The purpose of this supplement is to finalize the project specifically: 1) complete the work not completed at the time the project was schelved; 2) updating the shelved design to reflect changes in standards and specifications and 3) design revisions required to meet WSDOT design approval requirements. Specific items to be addressed in finalizing the design from May 2007 include: WSDOT approval materials including deviations and channelization plans. Acquiring permits and revising permit conditions for improvements made after the project was shelved. Updates to project specifications. Structural analysis and design of overhead sign supports Design changes at the south buttonhook ramp to accommodate a WB -67 design vehicle and related potential impacts to Hydrology report, drainage design, plans, grading, removals, erosion control and site preparation plans for project. Design work at McDonald's entrance and parking. Design work on Doubletree and Legacy properties. Maintenance of Traffic and Construction Phasing and Staging plans. Design updates to reflect changed conditions in project area. Coordmation with property owners adjacent to the project to convey the current design which has new curb, gutter, sidewalk, driveway and storm sewer reconstruction on the west side of the project Address the removal and re- setting of private business monument signs on the project. (These are located on the Doubletree and Legacy properties) Confirm final paving limits between disciplines. WSDOT review and approval of signing plans. In addition, at the time this scope was developed for the City of Tukwila, WSDOT and the HNTB design team coordinated to develop design modifications to accommodate a WB 67 design vehicle. The WB 67 design vehicle was a change over the original project assumption of a WB 50 design vehicle. This change in design vehicle has so far resulted in the following changes to the shelved project design which are used as the basis of redesign. Tese changes reflect modifications resulting from meetings between the City, WSDOT and the Consultant on November 3 2009. Any subsequent changes will require this scope of work to be revised. c: \docume -1 \cyndy- I.tuk\locals -1\ temp \xpgrpwiselexhibit_a_scope_of work_sup8_v1a_1.docx Printed 11/13/2009 INTB Page 1 99 1 Elimination and reduction of landscape islands at the intersection of Klickitat Drive and Southcenter Parkway. Widening of the southwest quadrant of the Klickitat Drive and Southcenter Parkway. intersection resulting in additional impervious area, modifications to the intersections curb radius, ADA ramp modifications, relocation of existing traffic signal, controller cabinet, conduit, pavement markings, possible new retaining wall, additional grading, changes to site preparation. Traffic signal timing/synchronization modifications. Relocation of traffic signal pole Type III at Sta. 16 +08. Crosswalk modifications. Modifications to traffic island at the north buttonhook reduce island size and associated landscaping. Addition of a fillet on the north bridge abutment providing a cantilever to accommodate wider truck tuming movements. Extension of c -curb on Southcenter Parkway. ROW and Limited Access line locations will be as shown on the 100% shelf submittal. II. PROJECT DESCRIPTION The Southcenter Access Improvement: Kliclitat Drive /Southcenter Parkway Area Project, hereinafter referred to as the PROJECT, consists of the following features: A two lane widening of northbound Southcenter Parkway. Widening will be supported by construction of a new retaining wall along the existing slope east of Southcenter Parkway. Grade separation of southbound Southcenter Parkway. Grade separation will be accomplished by depressing the southbound alignment under the Klickitat intersection using a bridge structure and retaining walls. Reconstruction of the northbound lanes of Southcenter Parkway, south of Strander Boulevard. This construction is required to channelize traffic to the new northbound widening. Safety and pedestrian improvements. Signal modifications at the Klickitat Drive intersection and signal coordination between Strander Blvd., Klickitat Drive, and the Nordstrom shopping entrance intersection. New signal at westbound Klickitat Drive and southbound Interstate 5 on ramp. Horizontal and vertical alignment consistent with current design speed standards. Utility adjustments and relocations associated with the new improvement. Construction of detention and water quality facilities. c: \docume- 1 \cyndy -1.tuk \locals -1\ temp \xpgrpwise \exhibit_a_scope_o1 work_sup6_v1a_1.docx Printed 11/13/2009 INTB Page 2 III. PROJECT GOALS The specific goals for the project are: Improve traffic flow in the project area Improve operations at area traffic signals Minimize delay for motorists Improve safety Benefit transit route efficiency and allow for future transit improvements Provide a solution compatible with WSDOT and I-405 and I -5 improvements Minimize impacts on current business and property owners Maintain or improve freight access Develop a design that creates a visual signature for the Urban Center IV. DESIGN CRITERIA Documents developed as part of this scope of work will be in accordance with the latest edition and amendments to the following documents, as of the date the AGREEMENT is signed. Changes in any design standards or requirements after work has begun may result in the need for Extra Work. City of Tukwila Publications: a. Year 2004 Comprehensive Plan b. City of Tukwila Development Guidelines and Design and Construction Standards, 2003 WSDOT Publications: a. Standard Specifications for Road, Bridge and Municipal Construction, English edition (2008) (M41 -10) b. Standard Plans for Road, Bridge and Municipal Construction, English edition (M21 -01) c. Design Manual, (M22 -01) d. Hydraulic Manual, (M23 -03) e. Plans Preparation Manual, (M22 -31) f. Bridge Design Manual, (M23 -50) g. Amendments and General Special Provisions c:ldocume 1 \cyndy -1.tuk \locals- 1\templxpgrpwse \exhibit a_scope_of work_sup8_v1a_1.docx Printed 11/13/2009 a1NTB Page 3 101 102 h. Standard Item Table i. Traffic Manual, (M51 -02) j. Highway Runoff Manual, (M31 -16) k. Utilities Manual, (M22 -87) 1. Local Agency Guidelines, (M36- 63(PA)) m. Environmental Procedures Manual, (M31 -11) American Association of State Highway and Transportation Officials (AASHTO) Publications: a. A Policy on Geometric Design of Highways and Streets, 5 Edition (2004) b. Standard Specifications for Highway Bridges, Seventeenth Edition, (2002) c. Highway Design and Operational Practices Related to Highway Safety, (1997) U.S. Department of Transportation (USDOT) Publications: a. Manual of Uniform Traffic Control Devices for Streets and Highways, 2001 b. Highway Capacity Manual Other Publications/Design Guides: a. National Electrical Code b. Standards of the American Waterworks Association c. Book of American Society for Testing and Materials Standards d. American Public Works Association standards e. Americans With Disabilities Act (ADA) f. General Electric's ALADAN program (Illumination design) V. PROJECT SCHEDULE The preliminary project schedule will be developed upon notice to proceed. The duration of the reviews by the CITY, and by others, will be given in the project schedule. Mutually agreeable changes to the project schedule, whether initiated by the CITY or CONSULTANT, may be the basis for adjustments in the project budget. c: \docume -1 \cyndy -1.tuk \locals -1\ temp \xpgrpwise \exhibit_a_scope_of work_sup8 v1a_l.docx Printed 11/13/2009 G INTB Page 4 VI. ITEMS AND SERVICES TO BE FURNISHED BY THE CITY The CITY will provide the following items and services to the CONSULTANT that will facilitate the preparation of the documents for work within the limits of the PROJECT. The CONSULTANT is entitled to rely on the accuracy and completeness of this and other data furnished and represented by the CITY and others, including but not limited to, survey and traffic data. The City will be responsible for leading WSDOT coordination, permitting, preparation of agreements and private property coordination. Reviews of CONSULTANT submittals at the mutually agreed upon times set forth in the project schedule and the consolidation of all review comments by others onto one review set prior to return to the CONSULTANT. Lighting requirements and design criteria per CITY requirements, if available (DCD). CITY will prepare and provide documents for rights -of -entry upon all lands necessary for the performance of the design work. Official notices to property owners and agencies. Arrangements for the public meetings, including meeting place, announcements, etc. Assistance with public involvement and information for the PROJECT, including the responsibilities discussed in Task 4.0. Payment of all review and/or permit fees. Computer generated files supplied by the CITY will be in AutoCAD, and in a format compatible with the CONSULTANT's hardware /software. Any reformatting or reconfiguration or hardware /software purchase necessary to make the supplied files compatible will be considered Extra Work. VII. ABBREVIATIONS The following abbreviations are referred to throughout this scope of work: AASHTO American Association of State Highway and Transportation Officials BDM WSDOT Bridge Design Manual DCE Documented Categorical Exemption DFW Washington State Department of Fish and Wild Life DNR Washington State Department of Natural Resources DOE Washington State Department of Ecology ESA Endangered Species Act FEMA Federal Emergency Management Agency c:\ docume 1lcyndy- 1. 1uk11ocals- 1\temp\xpgrpwise \exhibit_a scope_of work_supB_v1a_1.docx Printed 11/13/2009 INTB Page 5 103 104 FHWA Federal Highway Administration LOS Level of service NEPA National Environmental Projection Act NMFS National Marine Fisheries Service NPDES National Pollutant Discharge Elimination System NRHP National Register of Historic Places ROW Right -of -way PS &E Plans, specifications, and estimates SEPA State Environmental Protection Act TDM Transportation Demand Management TS &L Type, Size and Location WSDOT Washington State Department of Transportation USFWS United States Fish and Wildlife Service VIII. PROJECT DOCUMENTATION The documents listed as "Deliverables" in the Work Tasks, Section IX of this scope of work, and other exhibits or presentations for the work covered by this AGREEMENT and associated supplements, if necessary, will be furnished by the CONSULTANT to the CITY upon completion of the various tasks of work. Whether the documents are submitted in electronic media or in hard copy, any use of the materials on another project or on extensions of this project beyond the use for which they were intended, or any modification of the materials or conversion of the materials to an alternate system or format will be without liability or legal exposure to CONSULTANT. The CITY will assume all risks associated with such use, modifications, or conversions. The CONSULTANT may remove from the electronic materials delivered to the CITY, all references to the CONSULTANT involvement and will retain a tangible copy of the materials delivered to the CITY which will govern the interpretation of the materials and the information recorded. Electronic files are considered working files only; the CONSULTANT is not required to maintain electronic files beyond 90 days after the project final billing, and makes no warranty as to the viability of electronic files beyond 90 days from date of transmittal. IX. WORK TASKS General Assumvtions: The level of effort for each phase and task of work is limited to the amount of labor and expenses indicated in Exhibit C. These costs are itemized in Exhibit C to aid in project tracking purposes only. The budget may be transferred between tasks, provided the total c:\docume -1 \cyndy- 1.tuk\ locals -1\ temp \xpgrpwise \exhibil_a_scope_of work_sup6 vla_1.docx Printed 11/13/2009 a1 NTB Page 6 contracted amount is not exceeded. Additional services beyond these limits will be considered Extra Work. The preliminary project schedule is as shown in Exhibit B.1. The CONSULTANT is responsible for meeting deadlines for their tasks only; having no control over those portions of the schedule related to the tasks performed by the CITY or any third party. Subsurface investigation and remedial action associated with hazardous wastes located within the project limits are not within this scope of services. No hazardous, dangerous, or contaminated soil/ground water is anticipated on or within the project limits. Should any of these materials be encountered, it will be considered Extra Work. Electronic files of PS &E contract documents will be delivered to the CITY in AutoCAD format (latest version) at the conclusion of Phase 2 Final Design. Preparation of the record drawings (as builts) will be the responsibility of the CITY. The analyses, design, plans, specifications, and estimate performed or prepared as part of the PROJECT will be in English units. Metric units will not be used on this PROJECT. The plans will be prepared in accordance with City of Tukwila drafting standards, with WSDOT /APWA standards being the default standards to follow. c: \docume -1 \cyndy -1.tuk \locals -1\ temp\ xpgrpwise\ exhibit_a_scope_of_work_supB_v a_1.docx Printed 11/13/2009 INTB Page 7 105 106 TASK 1 PROJECT MANAGEMENT In this task are described those services necessary to plan, perform, and control the various elements of the project so that the needs and expectations of the CITY and other project stakeholders will be met or exceeded. Assumvtions: To accurately establish and manage the total project budget, the CITY will provide to the CONSULTANT their anticipated administrative costs through construction. The CONSULTANT shall generate the estimated right -of -way acquisition costs. The CONSULTANT's Project Manager and/or deputy Project Manager will meet with the CITY's Project Manager on biweeldy basis throughout Phases the completion of the project. The Consultant shall submit monthly invoices with a written summary of project progress to -date and activities expected for the next month. The workplan components developed in Phase 1 of the project will be used as the guidelines for performing the work in this supplement. Issues may arise that are beyond the provisions of this scope of work. Flexibility will be maintained in the workplan to address these urgent project issues; however, the reallocation of resources may result in justification for Extra Work. Internal project team coordination meetings will be held on an as- needed basis.. These meetings will be in addition to the coordination meetings held with the CITY, but budgeted as part of the specific work tasks, separate from Task 1 Project Management. The project duration will be 5 months. Task 1.1 Issues Resolution In accordance with the Change Management Plan, this task may involve: Identifying and assessing a given issue relative to schedule, budget, resources, and risk. Initiating the appropriate action(s) by assigning the issue to specific team member(s) for resolution using the Communication Plan provisions as a guideline. Monitors the issue resolution progress. Providing assurance for the timely resolution of issues. Adjusting the project work plan components as required. The level of effort associated with each individual issue is contained within the appropriate task(s) available to the team member(s) responsible for its resolution. c:\ docume -1\ cyndy- 1. tuk\l ocal s- 1\t emp \xpgrpwlse\exhibit_a_scope_of work_sup13_v1a 1.docx Printed 11/13/2009 aINTB Page 8 Task 1.2 Measure Project Requirements Maintain the focus of the team members on satisfying the project purpose, objectives, and scope of work. Monitor and confirm that the technical aspects of the project are being performed and prepared in compliance with the CITY's expectations. Verify that the information generated on the project is being filed. Task 1.3 Measure Budget Conformance On a monthly basis, monitor the Phase 1 engineering budget. Monitor the planned versus actual rate of expenditure for each element, and identify trends, taking corrective actions if necessary by implementing the applicable provisions of the Change Management Plan. Task 1.4 Measure Schedule Conformance Monitor and modify the Project Schedule on a monthly basis or as needed to determine potential impacts of proposed changes. Adjust the durations, predecessor relationships, constraints, linkages, deliverable descriptions and dates, reviews, percent completes, milestones, cntical path, and task completion dates to reflect the current status of the project and the revisions made to the work breakdown structure. Task 1.5 Communicate Progress Conduct ongoing, proactive, responsive communications with the CITY staff involved in the direction and execution of the project. Coordinate the schedule of the reviews to be performed by the CITY. Prepare and submit a monthly progress report that will mclude identification of work performed in the previous month's schedule, measures for mitigating schedule slippage and identification and discussion of potential problems that may arise. Prepare meeting minutes if necessary and distribute to attendees. Task 1.6 Lead the Project CONSULTANT Team Provide direction to the project CONSULTANT team. Conduct project coordination meetings as required with appropriate task leaders. Monitor the planned versus actual rate of expenditure for each task and take corrective actions if necessary. Collect from each task leader, the percent complete as measured by how much work is left to be accomplished on a task by task basis. Maintain a high exposure to the project team of the issues to be resolved and their potential impacts to the measures of success for the project. Task 1.7 Manage Quality Implement the processes described in the Quality Management Plan to meet the project objectives established by the stakeholders. Perform continual Quality Planning to reaffirm which quality standards are relevant and how they are to be satisfied. Verify that Quality Control has been provided for each technical specialty to evaluate the overall project performance on a regular basis and to build confidence that the project will satisfy the current quality standards for the design, drawings, specifications, and cost estimates. Confirm that specific project results are being monitored by each technical specialty through Quality Control activities to determine if they are in compliance with the quality standards and, if not, that potential solutions to eliminate the cause(s) of unsatisfactory performance have been identified and implemented. Facilitate the c: \docume -1 \cyndy- 1.tuk\Iocals -1\ temp \xpgrpwise \exhibit_a_scope_of work_sup8_v1a_1.docx Printed 11/13/2009 •INTB Page 9 107 108 identification and assignment of appropriate senior reviewers for each technical specialty. Confirm that the current Quality Control activities are clearly indicated in the Project Schedule. Task 1.8 Manage Change Based on the project budget established by the CITY: 1. Identify, Analyze Develop Change Strategies. Orchestrate the Change Management Plan by logging and tracking potential changes identified from any source (Step 1); facilitating the analysis of the change and determination of its impacts (Step 2), and facilitating the development of a response strategy (Step 3). The specific activities associated with completing Steps 2 3 on a given potential change will be largely the responsibility of each technical specialty staff. 2. Identify Analyze Risk of Change. Identify and analyze the likelihood of the potential change introducing risk into the project. Characterize the risk to the extent possible and outline control measures for minimizing its negative effects. 3. Change Authorization. Communicate the proposed strategy(s) to resolve the change and make appropriate revisions as necessary to gain endorsement for the change (Step 4). Obtain a written change authorization from the CITY, by the City Public Works Director, and from the CONSULTANT, by its Project Manager, as representatives of the project stakeholders. 4. Workplan Revisions. Prior to undertaking the work as a result of the change, revise the project workplan (Step 5) to avoid misunderstandings, discontent, and poor project performance. Monitor the implementation of the change using the standard project tools and techniques. TASK 2 COORDINATION AND PUBLIC INFORMATION The objectives of this task are: the development of a successful design through coordination with project stakeholders. Task 2.1 Coordinate Activities with Southcenter Place Building, Doubletree Hotel and McDonald's restaurant and other property owners Assumvtions: The Consultant shall schedule and conduct one meeting with McDonalds and one joint meeting with the Doubletree Hotel and Legacy Partners during the Final Design of the project. The purposes of the meetings are: to solicit input on the reconfiguration of parking, right -of -way impacts and pedestrian facilities on each owner's property and to describe impacts during construction. This task shall include the development of one sketch for each property to showing the agreed upon parking lot configuration. c: \docume- 1\cyndy- 1.tuk\ locals- 1\t emp \xpgrpwise \exhibit_a_scope_of work_sup8_v1a_l.docx Pdnted 11/13/2009 C•INTB Page 10 Deliverables: One sketch for each revised parking lot layout for the three parcels. Prepare meeting minutes for two meetings. 3.0 WSDOT COORDINATION Task 3.1 WSDOT Coordination WSDOT coordination and approvals will be required on several items including channelization and signing plans, limited access issues, deviations or evaluate upgrades and other project elements potentially within WSDOT's purview. Assumptions: The City of Tukwila will write and assemble any deviations required for the project. WSDOT design coordination assume coordination and approvals are only required for the Buttonhook Ramp design, Klickitat Dr. Southcenter Parkway Intersection geometry, northern I -5 ramp terminal intersection with Southcenter Parkway, and areas of Southcenter Parkway within WSDOT limited access boundaries that require WSDOT review and approval. WSDOT design coordination assumes that the 2007 100% plans will only require minimal changes. WSDOT design coordination assumes there will no redesign or reconstruction of existing WSDOT interstate ramp elements beyond the intersection returns with Southcenter Parkway. Four Channelization plan sheets plus 4 design vehicle intersection turning template sheets will be required and prepared for WSDOT approval. It is estimated that up to seven design deviations or evaluate upgrades will be required and prepared by the CITY for WSDOT approval. For budgeting purposes 48 hours have been included to support the CITY in the preparation of design deviations and the project analysis report, including the preparation of exhibits. Time required beyond 48 hours shall be considered Extra Work. Attendance will be required at meetings with WSDOT to present information and discuss design issues. It is assumed that two CONSULTANT staff will attend 4 meetings with WSDOT staff. Each meeting is assumed to be 4 hours duration including preparation and travel time. Deliverables: WSDOT Channelization Plans for Approval and preparation of Project Development Package. Prepare meeting minutes for up to four meetings. c:\docume- 1 \cyndy- 1.tuk \f orals- 1\tempixpgrpwiselexhibit_a scope_of work_sup8_vla_1.docx Printed 11/13/2009 a1NTB Page 11 109 110 TASK 4 DEVELOP CONSTRUCTION STAGING PLAN AND SCHEDULE Task 4.1 Construction Staging and Scheduling The purpose of this task is to develop a feasible approach to staging the construction over a two year period. The two year construction period will meet the requirements of the City's construction moratorium. In this task the consultant shall: Develop one staging concept. Identify potential cost savings or escalation for staging concept at a planning level of cost estimation. Identify traffic impacts for staging concept developed. Develop a critical path schedule for the each staging concept. Deliverables: Technical memorandum of construction staging concept, related impacts and critical path schedules. TASK 5 UPDATE CONSTRUCTION COST ESTIMATE Task 5.1 Construction Cost Estimate The CONSULTANT shall update the Engineer's Estimate of Probable Construction Cost developed for the 2007 shelf submittal with current unit bid prices. The costs shown in the estimate represent an estimate of probable costs prepared in good faith with reasonable care. HNTB has no control over the costs of construction labor, materials or equipment, nor over competitive bidding or negotiating methods and does not make any commitment or assume any duty to assure that bids or negotiated prices will not vary from this estimate. Deliverables: Updated Engineer's Estimate of Probable Construction Cost. TASK 6 REVIEW OF DRAINAGE DESIGN Task 5.1 Review of Drainage Design Concepts c: \docume -1 \cyndy- 1.tukMocals -1\ temp \xpgrpwise \exhibit_a_scope_of work_sup8_v1a_1.docx Printed 11/13/2009 a1NTB Page 12 The CONSULTANT shall review the drainage design from the 2007 shelf submittal to identify opportunities to optimize drainage facilities based on current drainage requirements from Washington State DOE and WSDOT FIRM. Deliverables: Brief Technical Memorandum documenting potential cost savings opportunities. c: \docume- 1\cyndy- 1.tuk\ locals- 1 \temp\xpgrpwise\ exhibit_ a_scope_of_work_sup Printed 11/13/2009 INTB Page 13 111 M M M Exhibit C1 HNTB Corporation Consultant Fee Determination Summary Sheet (Lump Sum) Tukwila Urban Center Access Project: Klickitat/Southcenter Parkway Supplement No. 8 Final Design DIRECT SALARY COSTS Staff Classification Hours Rate Total Cost Principal 8 $269.34 $2,155 Project Manager 230 $186.65 $42,929 Construction Program Manager 40 $233.60 $9,344 Sr. Engineering Manager 0 $158.38 $0 Sr. Architectural Manager 0 $175.43 $0 Senior Project Engineer 176 $177.54 $31,246 Project Engineer 24 $137.12 $3,291 Design Engineer/Traffic Engineer 32 $90.87 $2,908 Landscape Architect 0 $92.97 $0 Technician 24 $96.48 $2,315 Project Administrator 38 $113.06 $4,296 Admin. Asst. /Clerical 0 $67.74 $0 Total Hours TOTAL SALARY COSTS REIMBURSEABLE COSTS 572 Local Travel (Mileage /Parking): $100 Reproduction: $400 Other: $100 TOTAL REIMBURSEABLE COSTS $6001 SUBCONSULTANT COSTS HDR Engineering, Inc. $48,303! TOTAL FEE $147,3871 C: \DOCUME -1 \CYNDY- 1.TUK\ LOCALS -1 Temp\ XPgrpwise \Exhibits_B_ &_C_supp8_v1 a Exhibit_C- 1_HNTB 1 1 1 123/200911:50 AM $98,484! TRANSPORTATION COMMITTEE Meeting Minutes November 16, 2009 5:00 p.m. Conference Room 1 PRESENT Councilmembers: Absent: Staff: I. PRESENTATIONS No presentations. City of Tukwila Transportation Committee Dennis Robertson and Verna Griffin De'Sean Quinn, Committee Chair, was unable to make it on time for the meeting due to traffic Bob Giberson, Jack Pace, Robin Tischmak, Pat Brodin, Cyndy Knighton, Gail Labanara and Kimberly Matej CALL TO ORDER: The meeting was called to order at 5:07 p.m. IL BUSINESS AGENDA A. Interlocal Agreement with Kine County Road Services Division Staff is seeking full Council approval to enter into an interlocal agreement with King County Road Services Division which will allow the City to request services from King County relative to traffic and road maintenance, construction management and engineering, environmental services and other road related services. There is no cost associated with the execution of this agreement. The agreement will allow the City to use King County Road Services Division in circumstances where a project is too large for the City to complete, or there is limited time or staff availability. The agreement allows for contracting with the County on short notice essentially to act on behalf of City staff. Additionally, County services can be contracted and used in the event of an emergency and /or disaster for things such as clean -up, maintenance and construction. Costs would only be incurred when the City requests service work. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 23 COW FOR DISCUSSION. B. Ordinance for Kine County South Park Bridge Adopting Kina County Development Regulations Staff is seeking full Council approval of a draft ordinance which adopts all King County development codes for the South Park Bridge Replacement project. On November 4, 2002, the City Council passed Resolution 1508 which authorized an interlocal agreement between the City and King County for the transfer of responsibilities relating to the maintenance, operation, rehabilitation and/or replacement of the South Park Bridge. A section of the interlocal agreement required that the City adopt all County zoning, land use, shoreline and development regulations and fees for work related to the replacement design and construction of the South Park Bridge. This draft ordinance adopts all requirements related to the South Park Bridge authorized by the interlocal agreement. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 23 COW FOR DISCUSSION. C. Tukwila Urban Center Access Klickitat) Proiect Supplemental Agreement No. 8 with HNTB Staff is seeking full Council approval for Supplemental Agreement No. 8 with HNTB Corporation in the amount of $147,384 for final design and final bid documents associated with the Tukwila Urban Center Access (Klickitat) Project. This supplemental agreement will include completion of the project design and preparation of ad -ready contract documents for project bid. Additionally, in the interest of time and efficiency, this agreement includes anticipated WSDOT redesign requirements that have been pre- negotiated with HNTB in order to 113 114 Transportation Committee Minutes November 16. 2009 Paae 2 avoid potential construction delays. Although staff is working with WSDOT, WSDOT has not made any specific decisions, and their changes are currently estimated between $300,000 $400,000 additional for consultant charges and changes. This additional contract funding is not currently budgeted and is anticipated to be taken from current transportation impact fees and the LID. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 23 COW FOR DISCUSSION. D. 2009 3rd Ouarter Reports The Committee had no questions regarding the status of program goals as outlined in the 2009 3` Quarter Report. III. MISCELLANEOUS Meeting adjourned at 5:28 p.m. Next meeting: Monday, December 7, 2009 5:00 p.m. Conference Room 1 Committee Chair Approval Minute 1,y KAM. Reviewed by GL. Reviewed by Verna Griffin for De'Sean Quinn.