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HomeMy WebLinkAboutCOW 2004-06-14 Item 4D - Contract Supplement #1 - Boeing Access Road Bridge Deck Rehabilitation Management with Sargent Engineers for $72,024i COUNCIL .4 GENDA SYNOPSIS ......................... Initials ......................... ITEM NO. ~ -I Meeting Date Prepared by Mayor's review Coujlcil rqvjew ~ ' . I 'ITEM INFORMATION CAS Number: 04-087 I Original Agenda Date: June 14, 2004 Agenda Item Title: Boeing Access Rd Bridge Deck Rehabilitation Project Consultant's Supplement Original Sponsor: Council Admin. Public Works Timeline: Sponsor's Summary: In 2003, Sargent Engineers began design of the Boeing Access Road Bridge Deck Rehabilitation Project. Final design is complete and the bid award for construction is underway. This supplement is for Sargent to perform construction management services for the bridge overlay project for a fee not to exceed $72,024.00. Recommendations: Sponsor: Authorize the Mayor to sign supplement with Sargent Engineers, Inc. Committee: Authorize Mayor to sign supplement and forward to COW for information only. As a supplement to an existing contract, no formal action is needed by Council. Administration: Same as Sponsor. Cost Impact (iflmown): $72,024.00 for a new contract amount of $97,719.00 Fund Source (if known): 104.01 Bridges (pg. 33 2004 CIP) ~CORD OF COUNCIL ACTION: ~ I Meeting Date Action : 6/14/04 Meeting Date Attachments 6/14/04 Information Memo dated June 9, 2004 Supplemental Agreement No. 1 to Contract 03-079 with Exhibits - igh Submitted to Transportation Committee June 14, 2004 (same n INFORMATION MEMO To: Mayor Mullet From: Public Works Directo~ Date: June 9, 2004 Subject: Boelm, Access Road Bridge Deck Rehabilitation Construction Management Services Project No. 04-RW03 Contract No. 03-079 ISSUE Authorize the Mayor to sign a contract supplement for construction management services on the Boeing Access Road Bridge Deck Rehabilitation project. BACKGROLrND Sargent Engineers, Inc., of Olympia, Washington, and the CiW of Tukwila entered into Contract No. 03-079 for bridge inspection and design services related to the Boeing Access Road Bridge in 2003. Sargent Engineers, Inc., has teamed with KBA, Inc., to perform the construction management services for this project. ANALYSIS A contract supplement for construction services has been negotiated for a fixed fee not to exceed $72,024.00. Contract and Supplement Budget Base Contract $ 25}6~5.00 Construction Services 72,024.00 TOTAL $ 97,719.00 .$194,000 RECOMMENDATION Authorize the Mayor to sign Supplemental Agreement No. 1 to Contract No. 03-079 with Sargent Engineers, Inc., in the amount of $72,024.00. attachment: Supplemental Agreement No. 1 SUPPLEMENTAL AGREEMENT NUMBER 1 TO CONSULTANT AGREEMENT NUMBER 03-079 THIS SUPPLEMENTAL AGREEMENT is entered into between the City of Tukwila, Washington, herein-after referred to as "the City", and Sargent Engineers, Inc., Inc., her.einafter 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, April 8, 2003 and identified as Agreement No. 03-079. 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 changed to include the attached Exhibits A-1 and B-1. 2. Payment, 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 $72,024.00 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 $97,719.00. DATED this day of ,20 CITY OF TUKWILA Sargent Engineers, Inc. Steven M. Mullet, Mayor Monte J. Smith President EXHIBIT A-I CONSULTANT AGREEMENT NUMBER 03-079 SUPPLEMENTAL AGREEMENT NUMBER 1 SCOPE OF WORK Sargent Engineers, Inc. will establish an agreement with a subconsulmnt to perform construction management services for the Boeing Access Road Bridge Deck Rehabilitation Project and will provide administrative services between the City of Tukwila and the subconsultant. Sargent Engineers, Inc. will provide structural engineering services at the project site or from their office when required by the subconsultant'or the City of Tukwila and will attend project meetings when requested. Services may include, but are not restricted to: Responding to unanticipated conditions that occur during construction, reviewing requests to change or modify the work shown in the plans and specifications, attending project meeting when requested by the City of Tukwila or the subconsultant, etc. The subconsultant's scope of work and budget details are shown in Exhibits B-1 and B-2. EXHIBIT B-1 Boeing Access Road Bridge Deck Rehabilitation City of Tukwila Project #04-RW03 Scope of Work Construction Management Services KBA will provide construction management services for the construction contract to complete the improvements entitled BOEING ACCESS ROAD BRIDGE DECK REHABILITATION, City of Tukwila project no. 04-RW03. These services will include consultation, contract administration, field observation, documentation, and materials testing as required during the construction of the project, as detailed below: I. INTRODUCTION The Consultant (KBA, Inc.) will perform the following anticipated scope of work items in performing.the construction management services on this project. Consultant will be working closely with the City of Tukwila (City) during construction. Contractual arrangements for KBA will be handled by the Design Engineer (Sargent Engineers, Inc.). II, DETAILED SCOPE OF SERVICES A. Project Management. Provide overall project management, coordination with the City, monthly progress reports, and invoicing. This effort will include the following elements. 1. Day-to-day project management: liaison with the City on a regular basis to discus project issues and status. 2. Manage subconsultants and Consultant's staff. Organize and layout work for project staff. Prepare project instructions on contract administration procedures to be used during construction. 3. Review monthly expenditures, prapara invoice, and submit project progress leffer to the city. B, Task 1 - Preconstruction Services 1. Organize and lead preconstruction conference a. Prepare and distribute notices. b. Prepare agenda c. Conductthe meeting d. Prepare and distribute meeting notes to attendees and affected agencies C. Task 2 - Construction Services - Field EXHIBIT B-I 1. Provide the services of one full/part-time Field Representative and supplemental assis*]nts, as needed, on the project site who will observe the technical conduct of the construction, including providing day-to-day contact with the Contractor, the City, and Design Engineer, and will monitor for adherence to the Contract Documents. The Consultant's personnel shall act in accordance with Section 1-05.1 and 1-05.2 of the current WSDOT Standard Specifications. 2. Observe the placement of materials. Measure the quantities of materials installed. 3. Provide Record of Materials indicating anticipated material approvals, material compliance documentation, and materials testing requirements. Maintain records of material compliance documentation received, and advise of any known deficiencies 4. Advise City of any non-conforming work observed during site visits. 5. Prepare daily construction reports, recording the cofistruction cofitractors' operations observed while the Consultant is on site; prepare documentation of completed work, and other items. 6. Decide questions which may arise as to the quality and acceptability of material furnished and work performed. 7. Respond to related questions from adjacent property owners and the general public. 8. Monitor compliance with approved permits, if applicable. 9. Prepare field records and documents to help the project to be administered in accordance with City requirements. 10. Maintain orderly files at the project site: a copy of the Contract Documents, Project Approvals, Materials Compliance, Shop Drawings or Submittals, Correspondence, and other Project related documents. 11. Attend and actively participate ~:mweekly on-site meetings~ ........... 12. Provide periodic photographs during the course of construction. Photographs to be labeled with date taken and subject matter. 13. Punch list. Upon substantial completion of work, coordinate with the City and affected parties, to perform a project inspection and develop a 'punch list' of items to be completed. 14. Prepare Certificate of Substantial Completion for signature by City. 15. Conduct or cause to be conducted, materials tests, laboratory tests, equipment inspections and tests during the work at each construction site. a. Coordinate and manage testing subconsultants for construction services. Provide materials testing services. Coordinate the work of the resident Field Representative(s) and .testing laboratories in the observation and testing of materials used in the construction; document and evaluate results of testing; and address deficiencies. EXHIBIT B-1 D, Task 3 - Construction Services - Office 1. Liaison with City, contractor, designer, appropriate agencies, property owners, and utilities. 2. Review the contractor's proposed schedule for constructability and contract compliance. Monitor the contractor's conformance to schedule and request updates as necessary. Advise City of schedule changes. 3. Weekly meetings. Lead weekly meetings, including preparing agenda, meeting notes, and distributing copies of meeting notes to attendees. Track outstanding issues on a weekly basis. 4. Shop Drawings/Submittal Review. Review or cause to be reviewed shop drawings, samples, traffic control plans, test reports, and other data submitted by the Contractor for general conformance to the contract documents. Such review is not intended as an approval of the submittals if they deviate from the Contract Documents or contain errors, omissions and inconsistencies, nor is it intended to relieve the Contractor of their full responsibility for Contract performance, nor is the review intended to ensure or guarantee lack of inconsistencies, errors, and/or omissions between the submittals and the Contract requirements. Provide copy of review comments on each submittal to City. Turnaround time for initial review of each submittal and shop drawing will be a minimum of two weeks. The turn-around time for subsequent reviews, if required, will be a minimum of one week. 5. Respond to requests for information (RFIs). Provide technical interpretations of the drawings, specifications, and contract documents, and evaluate requested deviations from the approved design or specifications. 6. Change orders. Develop minor change orders and provide technical assistance to - negotiate the change cu:ders 7. Monthly Pay Requests. Prepare monthly requests for payment and/or review payment requests submitted by the Construction Contractor, review with City and contractor and approve, as permitted. Format of pay estimate to be reviewed with City prior to first pay request being issued. 8'. Assist the City in the investigation of malfunctions, failures, or accidents during construction. 9. Assist the City with media communications of project status. The Consultant will coordinate media releases and traffic advisory updates if requested by the City. 10. Record drawings. Monitor Contractor's compliance with maintenance of current as-built drawing information as required in contract. 1t. Document Control. Collect, organize, and prepare final documentation on the project, following funding agency guidelines / WSDOT Construction Manual guidelines. Establish and maintain a document retention and tracking system, compatible with City EXI4IBIT B-1 requirements. Log in and out, and maintain files on, RFIs, submittals, correspondence, Meeting notes, and project documents. E. Task 4- Additional Services The services described under this Agreement and any other additional services requested by the City, will be performed only when authorized by the City. Authorization to perform additional services will be in the form of a Supplement to this Agreement, specifying the work to be performec[, and basis of payment. Deliverables 1. Preconstrucfion Conference Meeting Notes 2. Daily Reports 3. Test reports · ' 4. Construction Photographs - 1 set, including preconstruction photographs. 5. Weekly meeting notes 6. Certificate of Substantial Completion and punch list 7. Required Federal Aid Documents, if applicable Assumptions: · Consultant will provide the above services for the days/hours the Field Representative is on- site. The Field Representative will not be able to observe or report construction activities, or collect documentation, during the time he/she is not on-site. · One full-time Field Representative, with a vehicle and cell phone and part-time Office Engineer and Project Manger are anticipated. The estimate was made assuming 40 shifts of night time work, 5 days a week and an average .10 hour shift for the Field Representative. Additional time was allowed for start-up of work and for final completion. · The accompanying budget for the services is based on a 72 calendar day contract. An increase or decrease in the number of working days affects the time a Field Representative will be on-site. Supplemental assistance may be needed depending upon contractor's activities (number of crews). As night work is anticipated, more than one Field Representative may be required during peak times. · The level of effort required will not exceed the approved budget. The work is budgeted from June 1, 2004 through September 30, 2004. Should further services be required, or should the construction contract run longer than this time period, the City will negotiate a supplement to this Agreement. · The rates in the budget are based on work being performed in 2004. If services are needed past that date, rates will need to be adjusted. · A job site trailer will be provided as part of the contractor's mobilization and will be equipped with a copy machine, fax machine (on a separate line), phone and digital answering machine, EXI-IIBIT B-1 desk, file cabinet, and other items necessa~j to organize project documentation, track progress of the construction, and to allow good communication. Also, the Contractor will add CONSULTANT as additional insured during the course of construction in the event of theft, vandalism, or other incident(s), including third party liability. Disclaimers: · The Consultant cannot guarantee the construction 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, or for any contractor's failure to perform its work in accordance with the contract documents, or for the safety of any other parties on the work site. · Any opinions of probable construction cost provided by the Consultant will be on the basis of experience and professional judgment. However, since Consultant has no control over competitive bidding or market conditions, the Consultant cannot and does not warrant that bids or ultimate construction costs will not vary from these opinions of probable construction costs. · It is further understood and agreed that because Consultant did not prepare the Contract Documents for the project, the City 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, the City 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.