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HomeMy WebLinkAboutCOW 2006-07-10 Item 4C - Contract Supplement #2 - 2006 Small Drainage Program Management with DMJM Harris for $62,700 COUNCIL AGENDA SYNOPSIS A q t 2 Waal; ITEM NO. t ;dew J i Afutinj Dare 1 Prepared by 11 1 Mayor''rmi:w 1 o.wi. (ntiew 1 .,tN\ 7/10/06 1 BG 'DV -L- 15{I I 7/17/06 1 1 1 t908 C I I I I I ITEM INFORMATION I CAS NUMBER: 06-079 I ORIGLNALAGENNDA DATE: JULY 10, 2006 AGENDA ITEM TITLE 2006 Small Drainage Program Construction Management Services Supplement No. 2 with DMJM Harris, Inc. CATEGORY Discussion Motion Resolution Ordinance El Bid Award Public Hearing Other MIs Dote 7/10/06 Mtg Dale 7/17/06 Mtg Date lltg Dat. Mtg Dde 3Ug Da Mtg Datr: I SPONSOR Council Mc or Adrn Svcs DCD Finance Fire Le P6R Police PTV SPO $SOR'S Construction Management Services have been negotiated with DMJM Harris for the 2006 SU`L`LARY Small Drainage Program in the amount of $62,700.00. The scope of work includes full -time construction inspection and part-time project management and contract administration during the 70- calendar day construction contract. REVIEWED COW Mtg CA &P Cmte FRJS Cmte Transportation Cmte BY Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DATE: 7/5/06 RECOMMENDATIONS: SPONSOR /ADS>L\. Authorize Mayor to sign the supplement with DMJM Harris. Coi rr RE Majority approval; forward to COW. COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $62,700.00 $150,000.00 $0.00 Fund Source: 412.02 Surface Water Funds (pages 139, 2006 CEP) Comments. MTG. DATE RECORD OF COUNCIL ACTION 7/10/06 7/17/06 MTG. DATE ATTACHMENTS 7/10/06 Information Memo dated June 27, 2006 Supplement No. 2 with DMJM Harris Utilities Committee Meeting Minutes from July 5, 2006 7/17/06 INFORMATION MEMO To: Mayor Mullet From: Public Works Directo7 Date: June 27, 2006 �J Subject: 2006 Small Drainase Program Project No. 06 -DRO1 Construction Management Services Consultant Supplemental Agreement ISSUE Authorize the Mayor to sign a contract supplement for construction management (CM) services on the 2006 Small Drainage Program. BACKGROUND The construction contract for the 2006 Small Drainage Program was awarded to Dennis R. Craig Construction on June 19, 2006, and the preconstruction activities will begin soon. City staff is not available to work on this project, so DMJM +Harris, Inc., was asked to prepare a CM contract supplement to include full -time construction inspection and part -time project management and contract administration during this 70 calendar day construction contract. DMJM +Harris, Inc., of Bellevue, Washington, and the City of Tukwila entered into a two- year CM Agreement (Contract No. 06-047) covering typical scopes of work and ranges of rates and fees. This Supplemental Agreement No. 2 was negotiated for a fee not to exceed $62,700.00 for CM and inspection services for the construction phase of the 2006 Small Drainage Program. ANALYSIS This Supplemental Agreement No. 2 is within budget and is approximately 19% of the construction contract award amount. This percentage is higher than the average 15 CM fee, however, the value of CM is based more on the number of days allowed for construction than the value of the construction contract. This fee is reasonable and under budget. RECOMMENDATION Authorize the Mayor to sign Supplemental Agreement No. 2 to Contract No 06-047 with DMJM +Harris, Inc., in the amount of $62,700 00. BG:ad attachment: Supplemental Agreement No. 2 C.ivjmOA- DR PriectLeDkal 31:6 SD?Coas�m =33i LL. DAN Elc361S p 2 o 05041) SUPPLEMENTAL AGREEMENT NUMBER 2 TO CONSULTANT AGREEMENT NUMBER 06 -047 THIS SUPPLEMENTAL AGREEMENT is entered into between the City of Tukwila, Washington, herein -after referred to as "the City", and DMJM +HARRIS, Inc., hereinafter referred to as "the Consultant", in consideration of the mutual benefits, terms, and conditions hereinafter specified. The City desires to supplement the agreement entered into with the Consultant and executed on, June 14, 2006 and identified as Agreement No. _06 -047_ All provisions in the basic agreement remain in effect except as expressly modified by this supplement. The changes to the agreement are described as follows: 1 Scope of Services, is hereby amended to include the scope of services as listed in Exhibit "A -1" 2. Payment, shall be amended as follows: The total amount of this supplement, with markup and subconsultants, as detailed in Exhibit "B -1 is: $62,700.00. 3. Time for Performance, shall be amended as follows: Payment for the work provided by the Consultant as part of this supplement shall be made and the total amount of payment to the Consultant for this work shall not exceed $62,700.00 without express written modification of the Agreement signed by the City The maximum amount payable under this agreement as supplemented inclusive of all fees and other costs is now $62,700.00. DATED this day of 20 CITY OF TUKWILA DMJM+HARRIS, Inc. By I )�t/►/I/`^ 9 Steven M. Mullet, Mayor Printed Name: Dennis J. Ceams Title: Vice President 2tc6Smal Dralge Prcgram EXHIBIT A -1 cayolTukhb SCOPE OF SERVICES 2006 Small Drainage Plan City of Tukwila Construction Management Services This work will be to provide construction management services for the construction contract to complete the 2006 Small Drainage Program (hereinafter called "Project"). These services will include project management, inspection, materials testing, basic public involvement, and contract administration during the construction of the project, as detailed below. DMJM Harris "Consultant") will provide to the City of Tukwila, Washington "Client') construction management services for the project. A detailed scope for the Contract follows: I. INTRODUCTION The following scope of services and associated costs are based upon the assumptions outlined below. Assumptions: The proposed project team will include a part-time project manager, a part-time inspector, a part- time documentation specialist, and other supporting tasks as deemed necessary The level of services is based on a project duration of 70 calendar days, or approximately 10 weeks. Services will be performed in accordance with the Local Agency Guidelines (LAG) and the WSDOT Construction Manual. Mileage: Mileage will be charged on a round trip basis from our Bellevue office, unless staff are traveling directly to the site from locations closer than Bellevue. At no lime will mileage be charged from locations beyond our Bellevue office. The Contractor shall add Consultant as additional insured during the course of construction in the event of theft, vandalism, or other incident(s) including 3" party liability, and the Contractor will include the Consultant as an indemnified party under its indemnity obligation in the contract with the Client. Design by Others: It is further understood and agreed that because Consultant did not prepare the Contract Documents for the project, Client waives all claims against Consultant arising from or in any way connected with errors, omissions, conflicts or ambiguities in the Contract Documents prepared by others. In addition, Client agrees, to the fullest extent permitted by law, to indemnify and hold Consultant harmless from any damage, liability or cost, including reasonable attorneys' fees and defense costs, arising from any errors or omissions contained in the plans, specifications or other Contract Documents prepared by others, except for the negligence or willful misconduct of the Consultant. It. DETAILED SCOPE OF WORK Task 1 Project Management Provide overall project management, coordination with the Client, monthly progress reports, and invoicing. This effort will include the following elements. 1 1 Organize and layout work for project staff. Prepare project instructions on contract administration procedures to be used during construction. RI-Scope 20C,S Smai Drainage Pfmttloc Page 1 of 4 2C OS Small Drahrage Program EXHIBIT A -1 1.2 Review monthty expenditures, prepare invoice and submit project progress letter to the Client. Task 2 Preconstruction Services 2.1 Preconstruction Conference: The Consultant will prepare an agenda for, distribute notices of, and conduct a preconstruction conference in the Client's offices. The Consultant's project manager, resident engineer, and document specialist will attend the preconstruction conference. The Consultant will prepare a written record of the meeting and distribute copies of the minutes to all attendees and affected agencies, staff, etc. 2.2 Preconstruction Photos: Preconstruction photographs will include existing condition of the project right -of -way, and all relevant buildings and infrastructure adjoining the site. Photos will be cataloged as to their location, date, and other relevant information. Consultant will provide one set of preconstruction photographs to the Client. 2.3 Property Owner Notification: Prepare and distribute flyers to surrounding property owners to notify them of the construction and provide contact information. Task 3 Construction Services Field 3.1 Provide the services of one part-time inspector for drainage and other items, as needed, on the project site who will observe the technical progress of the construction, including providing day to-day contact with the Contractor and the Client. By providing such assistance, the Consultant shall assume no responsibility for proper construction techniques or job site safety The presence of the Consultant's personnel at the construction site is for the purpose of providing to the Client a greater degree of confidence that the completed work will generally conform to the Contract Documents and that the integrity of the design concept as reflected in the Contract Documents has been implemented and preserved by the construction Contractor(s). The Consultant's personnel shall act in accordance with Section 1 -05.1 and 1 -05.2 of the current WSDOT Standard Specifications. The Consultant will endeavor to protect all parties against defects and deficiencies in the work of the Contractor(s), but cannot guarantee the Contractors' performance and shall not be responsible for construction means, methods, techniques, sequences of procedures, or for safety precautions and programs in connection with the work performed by the construction contractor(s) and any subcontractors. Field staff will perform the following duties as a matter of their daily activities: i. Prepare daily construction reports, utilizing Consultant report forms, detailing the contractors operations performed for each day the Consultant is on site; measure the quantities of materials installed, log equipment and staff used, and other associated information. ii. Respond to questions which may arise as to the quality and acceptability of material famished, work performed, and rate of progress of work performed by the Contractor, including response to related questions from adjacent property owners and the general public. iii. Prepare field records and documents to help assure the project is administered in accordance with funding requirements. iv Provide periodic photographs during the course of construction. Photographs will be labeled with date taken and subject matter. v. Coordinate with the contractor- provided surveying. vi. Coordinate with the Client's storm drainage and other operations personnel. 3.2 Materials Testing: Coordinate and manage materials testing subconsultants for construction services, who will provide materials testing services as required. Coordinate the work of the Ft\Scop3 2006 &ml Dralage P¢rtEOc Page 2 of 4 2006 Small Dranage Program EXHIBIT A -1 City of Tu'ax materials testing technicians and testing laboratories in the observation and testing of materials used in the construction; document and evaluate results of testing; and address deficiencies. 3.3 Punchlist: Upon substantial completion of work, coordinate with the Client and other affected agencies, to perform a project inspection and develop a comprehensive list of deficiencies or punchtist' of items to be completed. A punchlist and Certificate of Substantial Completion will be issued by the Consultant. Task 4 Construction Services Office 4.1 Project coordination: Liaison with Client on a regular basis to discuss project issues and status. Coordinate with utilities and public involvement issues. 4.2 Plan interpretations: Provide technical interpretations of the drawings, specifications, and contract documents, and evaluate requested deviations from the approved design or specifications 4.3 Weekly meetings: Lead weekly meetings, including preparing meeting minutes and distributing copies of minutes to attendees. Outstanding issues to be tracked on a weekly basis. Contractor to provide a 3 -week schedule of upcoming work at each meeting. Due to the size and nature of this project, it is assumed that the meetings will be conducted in the Client's office space. 4.4 Record drawings: Review record drawings prepared by the Contractor and forward red -lined set of drawings to the designer for drafting. 4.5 Monthly Pay Requests: Prepare monthly requests for payment, review with the Client and contractor and approve, as permitted. Utilize Client provided format for pay estimates, or Consultant format. 4.6 Monthly Schedule Review: At the monthly cutoff, review contractor's updated schedule and compare with field observed progress. 4.7 Physical Completion Letter: Following completion of all punchlist work, prepare physical completion fetter to the contractor, and recommend that Client accept the project. 4.8 Project Closeout: Transfer all project documents to the Client for permanent storage. Task 5 Submittal Processing 5.1 Submittals: Coordinate review process for shop drawings, samples, traffic control plans, test reports, and other submittals from the Contractor for compliance with the contract documents. Key submittals to be transmitted to the Designer (KPG Inc.) for their review. Submittals will be logged and tracked. 5.2 Request for Information (RFI): Review and respond RFI's, or obtain input from the Designer. RFI's shall be togged and tracked. Task 6 Change Orders 6.1 Change Orders: Develop change orders, provide technical assistance to negotiate change orders, and assist in resolution of disputes which may occur during the course of the project. A total of 10 man -hours have been included in the cost for services. Additional effort shall be considered additional services. (Note: Change orders that may affect project performance, or significantly modify the design, will be transmitted to the Designer for review and concurrence.) a'\Scope -2006 Sara Draege Plait&c Page 3 of 4 20C6Sma9DrakogeProgram EXHIBIT A -1 Cry of Tusn!a Task 7 Additional Services The services described under this task, and any other additional services requested by the Client, will be performed only when authorized by the Client. Authorization to perform additional services will be in the form of a supplement to this agreement, specifying the work to be performed, and basis of payment. 7 1 Provide any additional services resulting from changes in scope or design of the project. Changes include, but are not limited to, changes in size, complexity, the schedule, character of construction, or method of financing. 7.2 Provide claims analysis and assistance in resolving claims that are protracted in nature and beyond the scope of the change order process described herein. Deliverables Preconstruction Conference agenda ii. Preconsiruction Conference minutes Daily Reports iv. Test Reports v Construction Photographs —1 set, including preconstruction photographs vi. Weekly meeting minutes vii. Certificate of Substantial Completion viii. Monthly contractor pay requests ix. Punchlist x. Physical completion letter and recommendation of final acceptance letter xi. Public involvement literature (project flyers) xii. All project records at the completion of the contract, including submittals, RFI's, change orders, correspondence, and other information. atscpe- 2a6sma7ra g e Piaa&c Page 4 of 4 j gt r! i 6! 1 l eb I WI gRfl 8 f -E-3 :'j-:� `j o k S. -I iI ti k !a�) i! 8e.anRe444oeg44esng4a Hi !I!!!!l t aa:a 3 t 1 Re 3 f,i! i5 :I! Fl I !1 I gag :f 1 !!!!l f .I.3 Utilities Committee July 5, 2006 5:00 p.m. Present: Jim Haggerton, Chair; and Pam Under Excused: Verna Griffin Jim Morrow; Bob Giberson; Frank [date; Gail Labanara; Pat Brodin; Mike Cusick, Diane Jenkins. Business Agenda A. 2006 Small Drainage Proaram Construction Manaaement Suoolemental Aareement The 2006 Small Drainage Program (SPD) was awarded to Dennis R. Craig Construction on June 19. 2006. City staff is not available to provide construction management of the project. Therefore, supplemental agreement No. 2 is being submitted with DMJM Harris for $62,700. Jim H. asked about the first supplemental agreement. Council approved Five consultant companies for blank construction management agreements over a two-year period. The first supplemental agreement (No. 1) with DMJM Harris was for the Allentovm/Foster Point project. This agreement for the 2006 SOP is vrithin budget and is approximately 19% of the construction award amount. Though this percentage is higher than the average 15% construction management fee, it was felt that the value is based more on the number of days allowed for construction. Only the work performed will be paid. Unanimous approval; forward to Committee of the Whole. B. Water District 125 Infrastructure Assessment Foster Point How best to serve the customer's water needs in the Foster Point area, in accordance with the Growth Management Act (GMA), is being explored. It was pointed out that the City of Tukwila assumed the former Water District 25 system in Allentown, Foster Point, and Campbell Hill areas in order to correct deficiencies and ensure sufficient fire flow. There are similar concerns for Water District 125. Water District 125 serves five residential services in Foster Point and 91 water customers from a distribution pipe west of Interurban/east of 1 -5. Recently, the City embarked to make water and sewer improvements in Allentown/Foster Point. All water services in Foster Point will be transferred to Water District's 125 newer main. This means Tukwila customers would be supplied water wholesale through another agency's system. There are concems related to GMA in terms of how an area is planned and who should provide utility services. There are three options to alleviate these concems and the third option is preferred for the acquisition of the areas. The consensus from committee was to proceed in this direction. It is estimated that it would cost approximately $250,000 for this acquisition. Jim H. asked about 125's infrastructure. Pat highlighted the length and dimensions of the pipes, water mains, hydrants, etc. Upon acquisition, the deficiencies and fire flow issues could then be addressed. Also, the City could provide coordinated responses and be more fully prepared for emergency situations. Water District 125 does not wish to consider transferring Baker Commodities (the rendering facility) at this time. The next step would be to proceed with the development of a memorandum of understanding (MOU) and include the improvements in the Capital Improvement Program (CIP) to correct deficiencies. Discussion Only. Old Business Pam thanked city staff for responding to citizen's concems on the Allentown Project, specifically along 42 Ave S. She also asked what is happening on S 144 Street. The City has met with Seattle City Light and expressed displeasure with the progress that they are making. Jim H. asked for an update on public works projects. Some of the projects include: the Allentovm/Foster Point sewer project; Cascade View drainage (substantially complete); Tukwila International Blvd. Phase 2 and 3 (90% of design phase is complete); S 144 St (Seattle City Light still has to underground Comcast and Qwest have removed their equipment. This will be followed by asphalt overlay and bus shelters). Also, bids are being advertised for the 2006 Overlay Program, Boeing Access /East Marginal Way intersection will be next, and preparations are underway for bids on the Traffic Signal Interconnect Project. Work is continuing on the development of a Local Improvement District (LID) for Klickitat; it was announced that the City was successful in receiving a $3 million grant for construction an Klickitat. There will be sewer line improvements at Fort Dent Park as the Family Fun Center is ready to build their final phase, which is smaller than originally proposed. Flow meters are being installed to monitor capacity for Family Fun Center and Starfire. It is unknown if there is sufficient capacity at this time; funds may need to be set aside in the GIP Westfield Mall there is a small dip in the sewer line on the north end of the marl that will have to be corrected prior to the Mall assuming responsibility for the utilities. Southcenter Parkway the design has been put on hold; Mr. Segale will not go forward with the annexation unless there is a signed developers agreement, however, the City cannot proceed with right -of -way acquisition until the annexation process has been completed. Once these steps have been completed, it was noted that construction would not begin for 15 months. Jim H. provided an update on the hiring of a finance director for the Cascade Water Alliance. An offer has been made and it is assumed that the candidate will begin August 1 Also, he highlighted activities being planned for the National League of Cities' ITC Steering Committee coming to Tukwila September 14 -16. Adjo 5:50 p.m. N' Committee Chair Approval utes by DJ, Reviewed by GL.