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HomeMy WebLinkAboutReg 2003-02-18 Item 6D - Contract Supplement #1 - West Valley Highway / Strander Boulevard Construction Management with Entranco for $60,000COUNCIL AGENDA SYNOPSIS \�r r at k A S t e 1908 CAS Number: 03-020 Agenda Item Title: Construction Management Services with Entranco, Supplement No. 1 for West Valley Hwy/ Strander Blvd Intersection Improvements. I Original Sponsor: Timeline: Sponsor's Summary: Meeting Date 2/18/03 Meeting Date 2/18/03 Initials Meeting Date Prepared by 1 Mayor's review 1 Council review 1 2/18/03 RTart 1 6,!e. Li Council aINFO I Original Agenda Date: February 18, 2003 1 1 Admin. Public Works This supplement to contract No. 01 -072 with Entranco will provide construction management services for the intersection improvements at West Valley Hwy and Strander Blvd (Project No. 93- RW11). The $60,000 fee includes a full time on -site construction inspector, contractor surveying, and part-time project management and contract administration. Recommendations: Sponsor: Forward to Regular Council authorizing Mayor to sign Supplement No. 1. Committee. Same as Sponsor. Administration: Same as Sponsor. Cost Impact (if known): $60,000 Fund Source (if known): 104/02 Commercial Streets (2003 CIP pg. 45) Action aRgkIDIG Attachments Information Memo dated February 5, 2003 Supplement No. 1 to Contract Ag 01 -072 Transportation Committee Meeting Minutes from February 10, 2003 ITEMNO. INFORMATION MEMO To: Mayor Mullet From: Public Works Directo� Date: February 5, 2003 Subject: West Valley Highway Strander Blvd. Intersection Improvements Construction Management Services Supplement No. 1 to Agreement No. 01 -072 ISSUE Approve this Supplement No. 1 with Entranco, Inc., for construction management services on the West Valley Highway Strander Blvd. Intersection Improvements project in the amount of $60,000.00. BACKGROUND The construction bid is on the February 10, 2003, Transportation Committee agenda with a recommendation to award the bid at the February 18, 2003, Regular Council Meeting to R. W. Scott Construction Company in the amount of $439,034.87. ANALYSIS The $60,000.00 fee includes a full -time on -site construction inspector, construction survey control setting for contractor surveying, part-time project management and contract administration. This fee meets the budgeted amount of $60,000.00 and is approximately 13.7% of the low construction bid. RECOMMENDATION Approve this Supplement No. 1 with Entranco, Inc., for construction management services on the West Valley Highway Strander Blvd. Intersection Improvements project in the amount of $60,000.00. RT:ad attachment: Supplement No. 1 to Agreement No. 01 -072 Direct Salary Cost $19,148.00 Overhead $27,764.60 Direct Non -Salary Costs $1,707.89 Fixed Fee $5,629.51 Subconsultant Costs" $5,750.00 Includes Materials Testing (Subconsultant) City of Tukwila On -Call Construction Management Services Contract 01 -072 Summary Addendum Supplement No. 1 No. 1 Total $60,000.00 aill, Washington State Department of Transportation Supplemental Agreement Agreement Number Project Number 01 -072 93 -RW 11 Project Title W Valley Hwy /Stander Blvd. Intersection Improve. Description of Work Construction services of the construction contracts to complete improvements at the intersection of W. Valley Highway and Strander Boulevard in the City of Tukwila. The Local Agency of City of Tukwila desires to supplement the agreement entered into with Entranco, Inc and executed on and identified as Agreement No. 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: Section 1, SCOPE OF WORK, is hereby changed to read: Arcnrdino to Prhihit AA Section V, PAYMENT, shall be amended as follows: Arcnrdiro to Pvhihit 11_9 By: Rirk Pella Exerutive Vire President By. DOT Form 140-063 EF Revised 10/97 c laia Organization and Address Entranco, Inc. 10900 NE 8th Street, Suite 300 Bellevue, Washington 98004 Phone 425 -454 -5600 New Maximum Amount Payable 60,000.00 01 -072 11 Section IV, TIME FOR BEGINNING AND COMPLETION, is amended to change the number of calendar days for completion of the work to read: 111 as set forth in the attached Exhibit A, and by this reference made a part of this supplement. If you concur with this supplement and agree to the changes as stated above, please sign in the appropriate spaces below and return to this office for final action. Consultant Signature Approving Authority Signature ENTRANCO December 13, 2002 City of Tukwila W. Valley Hwy. Strander Blvd. Intersections Improvements P- STPUL -TA96 (157) This phase of work will provide construction services for the construction contracts to complete the improvements at the intersection of West Valley Highway and Strander Boulevard in the City of Tukwila. These services will include necessary inspection, construction engineering, and contract administration required for the construction of the project, as detailed below: I. INTRODUCTION The Consultant will perform the following scope of construction services on the West Valley Highway Strander Blvd. project. Assumptions: The Contract duration is 200 calendar days. With the first notice to proceed, the contractor will proceed with material procurement. During this approximate 2 to 4 month phase, Entranco (Consultant) will review shop drawing information, conduct the preconstruction conference, coordinate with affected agencies utilities, and other related office engineering tasks. Following this material procurement phase will be the construction phase, anticipated to be 2.5 months, or 43 working days. The accompanying budget for the services detailed below is based on one full -time inspector during a 43 working day or approximately 2.5 month construction period. An increase or decrease in the number of working days affects the time an inspector will be on site. Supplemental assistance may be needed depending upon contractor's activities (number of crews). Mileage: For inspection, assume 43 trips at 30 miles round trip from Bellevue and 5 miles on site per day. For meetings, assume 24 trips at 30 miles round trip from Bellevue and miles on site per visit. A job site trailer will be provided as part of the contractor's mobilization and will be equipped with a copy machine, desk, file cabinet, and other items necessary to organize project documentation, track progress of the construction and to allow good communication. Also, the Contractor will add Entranco as additional insured during the course of construction in the event of theft, vandalism, or other incident(s). II. DETAILED SCOPE OF WORK EXHIBIT A -2 Construction Services Scope of Services Task 1 Project Management. Provide overall project management, coordination with the City of Tukwila (Owner), 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. 1.2 Review monthly expenditures, prepare invoice and submit project progress letter to Owner. Y eeisior3\conslrunion%PROMO\TUKW ILAW Valley Seamier Signai'COnswnion Stomata 1 of 5 ENTRANCO December 13, 2002 Task 2 Construction Survey Construction survey to be provided by the Contractor. Any quality checks or verification surveys performed by the Consultant will be considered additional services, as described under Task 6. Task 3 Preconstruction Services This item of work to include the material procurement stage of work. General tasks include preconstruction meeting, shop drawing and submittal review, schedule review, and other related tasks. 3.1 The Consultant shall prepare an agenda for, distribute notices of the conference, and will conduct a preconstruction conference in the Owner's offices. The Consultant's project manager, contract administrator, and resident inspector will attend the preconstruction conference and will prepare a written record of the meeting. The consultant shall also distribute copies of the minutes to all attendees and affected agencies, staff, etc. The Owner will invite all necessary attendees, to include utilities, WSDOT, and affected agencies. 3.2 Provide one set of preconstruction photographs. 3.3 Review, or cause to be reviewed, Contractor provided submittals for the signal system and related construction. The Consultant will track submittals and provide copies of current submittal logs to the Owner and the Contractor on regular intervals to inform parties as to status. This item shall include review of the proposed project schedule for conformance to project specifications. Task 4 Construction Services Field 4.1 Provide the services of one full -time inspector and supplemental assistants, as needed, on the project site who will observe the technical conduct of the construction, including providing day to day contact with the Contractor and the Owner. By providing such assistance, the Consultant shall assume no responsibility for proper construction techniques and job site safety. The presence of the Consultant's personnel at the construction site is for the purpose of providing to the Owner a greater degree of confidence that the completed work will conform generally 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. 4.2 'Prepare daily construction reports, 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 items. 4.3 Decide questions which may arise as to the quality and acceptability of material furnished, 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. 4.4 Prepare field records and documents to help assure the project is administered in accordance with Federal, State, and /or funding agency requirements. 4.5 Attend and actively participate in weekly on -site meetings. 4.6 Provide periodic photographs during the course of construction. Photographs to be labeled with date taken and subject matter. 4.7 Punch list. Upon substantial completion of work, coordinate with the Owner and other affected agencies, to perform a project inspection and develop a comprehensive 'punch list' of items to E 4312thsscooe.doc Page 2 of 5 ENTRANCO December 13, 2002 be completed. This will be issued with the Certificate of Substantial Completion, which will be issued by the Consultant 4.8 Coordinate and manage testing subconsultants for construction services. Provide materials testing services as identified below. Coordinate the work of the resident inspector(s) and testing laboratories in the observation and testing of materials used in the construction; document and evaluate results of testing; and address deficiencies. Estimated materials testing services are tabulated below Service or test procedure Est. Qtv. A. Crushed rock and gravel materials i. Field sampling 2 sets ii. Mileage [estimate no. of days round trip mileage] 30 miles iii. Sieve Analysis 2 each iv. In place density tests 6 hours v. Proctor analysis (assume modified proctor) 2 each B. Concrete i. Field testing for air and slump 8 hours ii. Concrete cylinders (1 set 3 cylinders) 2 sets C. Asphalt Concrete Pavement (ACP) i. In place density tests 8 hours ii. Extraction 2 each iii. Gradation including percent fractured face 2 each iv. Stability test 1 each Task 5 Construction Services Office 5.1 Day to day project management: liaison with Owner on a regular basis to discus project issues and status; and management of subconsultants and Consultant's staff. 5.2 Provide administrative and support services during construction which are not included in the above scope of services, which may include: a. Investigations, meetings, and negotiations with the Contractor involving claims and legal complaints, or a significant amount of defective or rejected work. A "significant amount" would be an item that might represent more than 2.5 percent of the total contract bid amount. b. Additional work resulting from delinquency or insolvency of the Contractor; or as a result of damage to the construction project caused by fire, flood, earthquake or other acts of God, all exclusive of additional work resulting from litigation. c. Additional work resulting from strikes, walkouts, or other acts of trade or labor unions or work required to resolve disputes or goals involving minorities. Additional work resulting from significant delays or acceleration of the work by the Contractor. d. Assistance to legal, financial, or other consultants engaged by the City beyond the services previously described. 5.3 Plan Interpretations change orders. Provide technical interpretations of the drawings, specifications, and contract documents, and evaluate requested deviations from the approved s:%consrorome Page 3 of 5 ENTRANCO December 13, 2002 design or specifications. Develop minor change orders and provide technical assistance to negotiate the change orders. It is assumed that there will be no more than 4 minor change orders. Additional change orders will be conducted under Task 6 Additional Services. 5.4 Weekly meetings. Lead weekly meetings, including preparing agenda, 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. 5.5 Record drawings. Revise the original drawings and submit to the City, upon completion of the work, using available information supplied by the Contractor(s), on site representative personnel, suppliers, and other sources. Contractor shall provide as -built information detailing final location of installed items based on the same pattern as conducted for initial design. The Owner shall supply original mylars to the Consultant. The Consultant shall provide one set of original red -ink on mylar record drawings and one set of bond copies. The Consultant shall retain one set of bond copies for their records. 5.6 Monthly Pay Requests. Prepare monthly requests for payments, review with Owner and contractor and approve, as permitted. 5.7 Project Management Review. Participate in 2 project management reviews, including time to perform internal audits on project documentation, preparing files for review, and responding to questions by the reviewing agency. 5.8 Assist the Owner in the investigation of malfunctions, failures, or accidents during construction. 5.9 Assist the City with media communications of project status. The Consultant will coordinate media releases and traffic advisory updates if requested by the City. This item of work will include preparation of notices to adjacent property owners of upcoming construction activities and updates of project status on an approximate monthly basis. 5.10 Project Close -out. Transfer necessary records and prepare project records for project closure. Task 6 Additional Services The services described under this task, and any other additional services requested by the Owner, will be performed only when authorized by the Owner. Authorization to perform additional services will be in the form of an addendum to this agreement, specifying the work to be performed, and basis of payment. 6.1 Prepare additional copies of approved drawings, specifications, and other contract documents, either for bidding purposes, or as requested by the City, Contractor, Agencies, or others. 6.2 At the conclusion of the bidding process, prepare a conformed set of drawings and specifications incorporating all addendum's' and distribute. 6.3 Provide assistance to the City if rebidding is necessary. 6.4 Provide record drawings on media other than described previously, including electronic or scanned images of the record drawings. Also, providing additional sets beyond what is specified above. 6.5 Perform quality control survey or other survey tasks requested by the Owner. 6.6 Organize and aid in conducting a partnering workshop to be attended by the relevant project stakeholders, including securing meeting space, retaining catering service, and securing the services of a trained partnering facilitator. 6.7 Provide any additional services resulting from changes in scope or design of the project due to circumstances beyond the Consultant's control. Changes include, but are not limited to, changes in size, complexity, the schedule, character of construction, or method of financing. s:'consn orno∎S3121hUCOpe.doc Page 4 of 5 ENTRANCO December 13, 2002 6.8 Prepare and maintain a project web site showing current construction progress and traffic impacts. Deliverables Preconstruction Conference Minutes ii. Survey grade sheets provided to the Contractor Daily Reports on a [monthly weekly]. basis iv. Test reports v. Record Drawings —1 set original mylars, 1 bond copy vi. Construction Photographs —1 set, including preconstruction photographs. vii. Weekly meeting minutes viii. Certificate of Substantial Completion and punch list General Notes 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 indemnity 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. slconsroromo\$3121M1cope.doe Page 5 of 5 4( Transportation Committee February 10, 2003 Present: Richard Simpson, Chair; Dave Fenton, Pam Linder Jim Morrow, Gail Labanara, Robin Tischmak, Lucy Lauterbach; Citizen Dennis Robertson, consultant Nelson Davis -KPG 1. West Vallev /Strander Intersection Imurovements Bid Award This project has been in the CIP since 1997; it is now ready to be awarded. RW Scott was the lowest bidder. The committee asked if the company was deep enough to manage this at the same time as TIB, and was told they can easily manage that. The project bids were higher than anticipated. That problem was solved when WA DOT agreed to pay the City $50,000 for paving West Valley. The lanes east of West Valley will curve to add a new lane. Recommend bid award to RW Scott for $439.034.87 at a Regular Meeting. 2. West Vallev /Strander Proiect Construction Management Entranco won the bid to do construction management on projects like this in the City. Because we have a contract with them already, only a supplement is needed. Construction management will cost $60,000 for the $439,000 project. Recommend Construction Management Agreement to Regular Meeting for approval. 3. 2003 Overlay Proiect Though four firms were short listed for this work, KPG won the award easily, receiving the highest scores from the three scorers. KPG has done this work since 1992, and is known to staff and citizens as a responsible and responsive team. Jim said neither the staff nor KPG has been complacent about the work. Because several of the projects in this year's plan were mostly designed because they were originally scheduled for Last year, they won't have too much design work to do. Committee approved design contract of overlay proiects to KPG. 4. Tukwila International Boulevard (TIBI Phase 2 Phase I of TIB is now being built from S. 152 138` What had been planned as Phase 2 was a section to the south; S. 132 116 and grants have been received for that. However, two things have happened. When Phase 2 was originally planned, leaving a gap in the middle between Phase 1 and Phase 2, grants were easier to come by, and it was assumed the city could get a grant for that last section phase in the future. The second issue was that Sabey built two buildings, and is about to build a third, at about S. 120 Staff presented an alternative to move from the current Phase 2 to an alternate Phase 2 The alternate would continue from Phase 1 at S. 138 and go north to the Sabey driveways. Though costs for the two alternatives are in the same range, one big issue is dealing with the two creeks that start (or continue) from TIB. Southgate creek is a lesser problem that will be dealt with in Phase 1. Riverton Creek is a bigger problem because it needs to be drained to the river, which is quite a distance from the highway.. The higher range of estimated costs for the alternative, would include a bypass and taking the creek to the river. The old Phase 2 did not deal with the creek. Six cost reduction alternatives were listed; three have already been included in the costs, and four could be done to save money. The committee agreed with the staff recommendation for the alternative, but they wanted the whole COW to receive the same information to ensure the whole Council agreed. Staff would need to get approval to move their