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HomeMy WebLinkAboutCOW 2010-10-25 Item 3B - Agreement - 2011 Overlay and Repair Program Design Services with KPG Inc for $99,596.67 COUNCIL AGENDA S ATOPSIS �ItLA J r O y Meetzn� Initials Date Prepared b o May evzew Council review ITEM NO. ,a G) 17 10/25/10 1 BG �l, I ida I I 11/01/10 I BG 1 I '2 I 8. I I ago= 1 I I I 3 ITEM INFORMATION CAS NUMBER: 10-119 'ORIGINAL AGENDA DATE: OCTOBER 25, 2010 AGENDA ITEM TITLE 2011 Annual Overlay Repair Program Consultant Agreement with KPG, Inc. CATEGORY Discussion Motion Resolution 1 1 Ordinance 1__I Bid Award [1 Public Heanng Other Mtg Date 10/25/10 Mtg Date 11/01/10 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date SPONSOR 1 1 Council Mayor Adm Svcs n DCD Finance 1 1 Fire 1J Legal n P&R n Police PW SPONSOR'S The contract is for design of the 2011 Annual Overlay and Repair Program. Three SUMMARY consultant firms were short- listed from the Consultant Works Roster and KPG was chosen as the most qualified. The street improvements scheduled for 2011 include overlay for eleven road sections. Council is being asked to approve the design contract with KPG, Inc. in the amount of $99,596.67. REVIEWED BY n COW Mtg. CA &P Cmte Il F &S Cmte Transportation Cmte Utilities Cmte 1 1 Arts Comm. [1 Parks Comm. Planning Comm. DATE. 10/18/10 RECOMMENDATIONS: SPONSOR /ADMIN. Public Works COMMIriEE unanimous Approval; Forward to Committee of the Whole COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $99,596.67 $100,000.00 $0.00 Fund Source: 104 ARTERIAL STREETS (PG. 18, PROPOSED 2011 CIP) Comments MTG. DATE I RECORD OF COUNCIL ACTION 10/25/10 11/01/10 MTG. DATE I ATTACHMENTS 10/25/10 1 Informational Memorandum dated 10/13/10 Consultant Selection Scoring Sheet Vicinity Map Consultant Agreement with Scope of Work and Fee Minutes from the Transportation Committee meeting of 10/18/10 11/01/10 6 A L`J 30 �1. City of Tukwila Jim Haggerton, Mayor 90 IV INFORMATIONAL MEMORANDUM TO: Mayor Haggerton TRANSPORTATION COMMITTEE FROM Public Works Director DATE. October 13, 2010 SUBJECT: 2011 Overlay and Repair Program Project No. 911/0401 Consultant Selection and Agreement ISSUE Execute a contract with KPG, Inc. to provide design services for the 2011 Overlay Program. BACKGROUND The City uses the Municipal Research and Services Center (MRSC) consultant roster whenever possible to select engineering firms to provide necessary services From that roster, a list of firms which provide pavement design overlay services was developed. Three firms that have previously worked with the City and have proven knowledge and expertise in pavement design were selected for consideration. The final scoring sheet is attached KPG, Inc. has been selected to provide design services for the City's 2011 Overlay and Repair Program. Starting the design process in the fall and advertising for construction bids in January or February of each year allows the City to take advantage of the optimal bidding climate that usually occurs early in the year This contract will complete final design and advertise the project for construction bids The list of streets for the 2011 program was developed using the City's Pavement Management Program and input from our engineering and maintenance staff DISCUSSION KPG, Inc. has provided a contract, scope of work, and fee estimate to design the 2011 Overlay and Repair Program and advertise for construction bids (see attached). Contract Budctet Design Budget (2010) $99,596 67 $75,000 00 Design Budget (2011) 25.000.00 $99.596.67 $100.000.00 31 INFORMATIONAL MEMO Page 2 The list includes 1 Interurban Ave S: 1 -5 to S 143 St (select areas only) 2 East Marginal Way 200 yards south of S 81 PI to north city limits 3. East Marginal Way: 9400 block 4. Tukwila Parkway Andover Park W to Bahama Breeze (including 61 Ave S to bridge) 5. S 150 St: Tukwila International Blvd. to 42 Ave S 6. Beacon Avenue: Bangor St to S 107 St 7. Andover Park East. Strander Blvd to Tukwila Parkway 8. Andover Park West: S 180 St to Minkler Blvd. (including intersection) 9 49 Avenue South. S 107 St to S 114 St 10. S 114 St: 49 Ave S to 51 Ave S 11 41 Ave S: S 139 St to north end RECOMMENDATION The Council is being asked to approve and forward the proposed contract with KPG, Inc. in the amount of $99,596.67 for consideration at the October 25, 2010 Committee of the Whole meeting and subsequent November 1, 2010 Regular Meeting. Attachments: Consultant Selection Scoring Sheet Vicinity Map Contract, Scope of Work and Fee Estimate 3 2 W'IPW Eng\PROJECTSIA- RW RS Projects191110401 (2011 Overlay and Repair Program)1Consult Select 10- 14- 10.doc CONSULTANT SELECTION 2011 OVERLAY REPAIR PROGRAM David Evans W H Associates Pacific KPG Project Manager 1 1 1 Pavement Design Rehabilitation Repair Expertise 2 2 1 Agency Overlay Program Management 1 1 1 Tukwila Overlay Program Knowledge 2 1 1 Pavement Management System Experience 2 2 1 Expertise Using WSDOT Standards 1 1 1 TOTALS 9 8 6 For each category, highest score is 1 (with the lowest or worst score at 4) Consultant with the lowest score is ranked the best. 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A 9/5391 !"i 3153 n d!i .•l N 4� owns 815131 1 5 S, H x 913 SIM5. f t 5550 5151 y S 9 010091 T s5 r n J I d gga� 1- I -i, `V S+S.She 0 I Il� ub C`0111 Seogr sp. �G 0 T �a In 8 r. ilns 1 lei it a 50• I. g cvod.l. °fin g r 0' !rile 5 I 'k i O UP•nep 1 33a1ana °.y 1yy B S 5 Ta O r E i Stes 51 5 5,443 5I LEGEND x 5s 500 11 CITY LIMITS ''''''''''.40 J dN J i m STREET CENTERLINE 9 a m BRIDGE '�1: 3va SCALE 1" =1500' Fe 'a y DATE JANUARY 26, 2001 ona.,m... m. m.aan m!•anr•9 e.a •r. �m•n>•a r9. m.en.. a -a3 /1 s 345 s J s,o. s1 C. 3 4 CONSULTANT AGREEMENT FOR ENGINEERING DESIGN SERVICES THIS AGREEMENT is entered into between the City of Tukwila, Washington, herein -after referred to as "the City and KPG, Inc., hereinafter referred to as "the Consultant in consideration of the mutual benefits, terms, and conditions hereinafter specified. 1. Project Designation. The Consultant is retained by the City to perform engineering design services in connection with the project titled 2011 Overlay Program. 2. Scope of Services. The Consultant agrees to perform the services, identified on Exhibit "A" attached hereto, including the provision of all labor, materials, equipment and supplies. 3. Time for Performance. Work under this contract shall commence upon the giving of written notice by the City to the Consultant to proceed. The Consultant shall perform all services and provide all work product required pursuant to this Agreement within 365 calendar days from the date written notice is given to proceed, unless an extension of such time is granted in writing by the City. 4. Payment. The Consultant shall be paid by the City for completed work and for services rendered under this Agreement as follows: A. Payment for the work provided by the Consultant shall be made as provided on Exhibit "B" attached hereto, provided that the total amount of payment to the Consultant shall not exceed $99,596.67 without express written modification of the Agreement signed by the City. B. The Consultant may submit vouchers to the City once per month during the progress of the work for partial payment for that portion of the project completed to date. Such vouchers will be checked by the City and, upon approval thereof, payment shall be made to the Consultant in the amount approved. C. Final payment of any balance due the Consultant of the total contract price earned will be made promptly upon its ascertainment and verification by the City after the completion of the work under this Agreement and its acceptance by the City. D. Payment is provided in this section shall be full compensation for work performed, services rendered, and for all materials, supplies, equipment and incidentals necessary to complete the work. E. The Consultant's records and accounts pertaining to this Agreement are to be kept available for inspection by representatives of the City and state for a period of three (3) years after final payments. Copies shall be made available upon request. 35 5. Ownership and Use of Documents. All documents, drawings, specifications and other materials produced by the Consultant in connection with the services rendered under this Agreement shall be the property of the City whether the project for which they are made is executed or not. The Consultant shall be permitted to retain copies, including reproducible copies, of drawings and specifications for information, reference and use in connection with the Consultant's endeavors. The Consultant shall not be responsible for any use of the said documents, drawings, specifications or other materials by the City on any project other than the project specified in this Agreement. 6. Compliance with Laws. The Consultant shall, in performing the services contemplated by this Agreement, faithfully observe and comply with all federal, state, and local laws, ordinances and regulations, applicable to the services to be rendered under this Agreement. 7. Indemnification. The Consultant shall indemnify, defend and hold harmless the City, its officers, agents and employees, from and against any and all claims, losses or liability, including attorney's fees, arising from injury or death to persons or damage to property occasioned by any act, omission or failure of the Consultant, its officers, agents and employees, in performing the work required by this Agreement. With respect to the perform- ance of this Agreement and as to claims against the City, its officers, agents and employees, the Consultant expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees, and agrees that the obligation to indemnify, defend and hold harmless provided for in this paragraph extends to any claim brought by or on behalf of any employee of the Consultant. This waiver is mutually negotiated by the parties. This paragraph shall not apply to any damage resulting from the sole negligence of the City, its agents and employees. To the extent any of the damages referenced by this paragraph were caused by or resulted from the concurrent negligence of the City, its agents or employees, this obligation to indemnify, defend and hold harmless is valid and enforceable only to the extent of the negligence of the Consultant, its officers, agents and employees. 8. Insurance. The Consultant shall secure and maintain in force throughout the duration of this contract comprehensive general liability insurance, with a minimum coverage of $500,000 per occurrence and $1,000,000 aggregate for personal injury; and $500,000 per occurrence/ aggregate for property damage, and professional liability insurance in the amount of $1,000,000. Said general liability policy shall name the City of Tukwila as an additional named insured and shall include a provision prohibiting cancellation of said policy except upon thirty (30) days prior written notice to the City. Certificates of coverage as required by this section shall be delivered to the City within fifteen (15) days of execution of this Agreement. 9. Independent Contractor. The Consultant and the City agree that the Consultant is an inde- pendent contractor with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. Neither the Consultant nor any employee of the Consultant shall be entitled to any benefits accorded City employees by virtue of the services provided under 2 36 this Agreement. The City shall not be responsible for withholding or otherwise deducting federal income tax or social security or for contributing to the state industrial insurance program, otherwise assuming the duties of an employer with respect to the Consultant, or any employee of the Consultant. 10. Covenant Against Contingent Fees. The Consultant warrants that he has not employed or retained any company or person, other than a bonafide employee working solely for the Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any company or person, other than a bonafide employee working solely for the Consultant, any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon or resulting from the award or making of this contract. For breach or violation of this warrant, the City shall have the right to annul this contract without liability, or in its discretion to deduct from the contract price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. 11. Discrimination Prohibited. The Consultant, with regard to the work performed by it under this Agreement, will not discriminate on the grounds of race, color, national origin, religion, creed, age, sex or the presence of any physical or sensory handicap in the selection and retention of employees or procurement of materials or supplies. 12. Assignment. The Consultant shall not sublet or assign any of the services covered by this Agreement without the express written consent of the City. 13. Non- Waiver. Waiver by the City of any provision of this Agreement or any time limitation provided for in this Agreement shall not constitute a waiver of any other provision. 14. Termination. A. The City reserves the right to terminate this Agreement at any time by giving ten (10) days written notice to the Consultant. B. In the event of the death of a member, partner or officer of the Consultant, or any of its supervisory personnel assigned to the project, the surviving members of the Consultant hereby agree to complete the work under the terns of this Agreement, if requested to do so by the City. This section shall not be a bar to renegotiations of this Agreement between surviving members of the Consultant and the City, if the City so chooses. 15. Attorneys Fees and Costs. In the event either party shall bring suit against the other to enforce any provision of this Agreement, the prevailing party in such suit shall be entitled to recover its costs, including reasonable attorney's fees, incurred in such suit from the losing party. 3 37 16. Notices. Notices to the City of Tukwila shall be sent to the following address: City of Tukwila 6200 Southcenter Boulevard Tukwila, WA 98188 Notices to Consultant shall be sent to the following address: KPG, Inc. 753 9th Avenue N. Seattle, WA 98109 17. Integrated Agreement. This Agreement, together with attachments or addenda, represents the entire and integrated Agreement between the City and the Consultant and supersedes all prior negotiations, representations, or agreements written or oral. This Agreement may be amended only by written instrument signed by both the City and the Consultant. DATED this day of 2010 CITY OF TUKWILA CONSULTANT By: Jim Haggerton, Mayor Nelson Davis, KPG Principal Title: Attest/Authenticated: Approved as to Form: Christy O'Flaherty, CMC, City Clerk Office of the City Attorney 4 38 EXHIBIT A City of Tukwila 2011 Overlay Program Scope of Work October 12, 2010 PROJECT DESCRIPTION The Consultant shall prepare final Plans, Specifications and Estimates for the 2011 overlay program. Specific projects will be determine from the following list of candidate streets. Interurban Ave S 1 -5 to S 143rd St (select areas only) East Marginal Way 200 yards south of 81st to north city limits East Marginal Way 9400 block Tukwila Parkway Andover Park West to Bahama Breeze (including 61st Ave to S -line bridge) S 150th St Tukwila International Blvd to 42nd Ave S Beacon Ave Bangor St to S 107th St Andover Park East Strander to Tukwila Parkway Andover Park West S 180th St to Minkler (including intersection) 49th Ave S S 107th St to S 114th St S 114th St 51st Ave S to 49` Ave S 41st Avenue S: S 139th Street to north end The Consultant shall review the street segments above to do a visual confirmation and budget level estimates. This information will be summarized in a technical memorandum with recommended street segments amounting to a total program construction budget of approximately $1 Million. Upon approval by the City, selected road segments for the 2011 Overlay Program will be advanced into final design. The Consultant shall provide all necessary field reviews, base mapping, and utility notification required to complete final bid documents. The Consultant shall also prepare the bid tabulation, check low bidder(s) references, and provide a recommendation for award to the City Projects will be bid as a single bid package as budget allows. Projects may be re- prioritized or deferred to a future overlay program based on available budget and other considerations. Detailed estimates will be prepared at the 50% design to verify the final project list to be included in the 2011 Overlay Program. An allowance is included to provide support to the City's pavement management system. This work will be performed by the Consultant and /or Pavement Engineers Inc. under subcontract to the Consultant as required. City of Tukwila KPG, Inc. 2011 Overlay Program Page 1 of 3 October 12, 2010 39 SCOPE OF WORK TASK 1— MANAGEMENT /COORDINATION /ADMINISTRATION 1.1 The Consultant shall provide continuous project management and administration for the duration of the Project. (Estimate 6 months). Hold project coordination meetings with the City to update progress and review submittals. Assume (4) meetings. The Consultant shall provide monthly status reports and billings. 1.2 The Consultant shall provide independent QA /QC reviews by senior in -house staff of all deliverables prior to submittal to the City TASK 2 PREPARE DESIGN BASEMAPS /PRIORITY BUDGET MEMO 2.1 The Consultant shall review the street segments included in the project description to do a visual confirmation of condition and budget level estimates. This information will be summarized in a technical memorandum with recommended street segments amounting to a total program construction budget of approximately $1 Million. Upon approval by the City, selected road segments for the 2011 Overlay Program will be advanced into final design. 2.2 The Consultant shall prepare base maps for the selected project segments using field measurements, available record drawings and ortho- photography. Assumptions The Consultant shall provide existing mapping or record drawings, GIS information, and existing aerial ortho- photography for the Project areas FieId survey will not be required. Typically, only surface utilities requiring adjustment to grade will be shown. Deliverables Technical memorandum with budget estimates and program recommendations Base maps for selected Project sites. TASK 3 PREPARE PLANS, SPECIFICATIONS AND ESTIMATE 3.1 The Consultant shall prepare final Plans for the proposed improvements including the following: Plans shall be prepared with such provisions in such detail as to permit field layout and construction within a degree of accuracy acceptable to the City and per industry standards It is assumed there will be thirty (30) plan sheets at 1 =20' scale full size (22" X 34 1"=40' at reduced scale (11" X 17 City of Tukwila KPG, Inc. 2011 Overlay Program Page 2 of 3 October 12, 2010 40 Typical sections and details will be prepared for items not available as standard details from the City, State, or APWA standard drawings The Plans shall illustrate complete details of construction of the proposed improvements including limits of construction and removals, utility adjustments, surfacing depths and details, and applicable channelization and signing. The Consultant shall perform Project site walkthroughs with the City to determine extent of roadway improvements /resurfacing (Estimate 2 meetings) Pavement sections will be determined through consultation with the City's maintenance staff and previous experience. 3.2 The Consultant shall calculate quantities and prepare Engineers Estimate of Probable Construction Cost for each review submittal and the bid documents. 3.3 The Consultant shall prepare the Contract Specification per 2010 WSDOT Standard Specifications. 3.4 The Consultant shall distribute 50% and 90% review submittals to franchise utility owners for utility adjustments within the Project limits. 3.5 The consultant shall assist the City with Project Advertisement and Award. Assumptions No federal funding is anticipated for the Project engineering or construction. No utility upgrades are anticipated in the project design. Drainage Water Quality Reports will not be required. Geotechnical Engineering services wiII not be required. Environmental Documentation will not be required. Deliverables 50% review submittal with Plans and Estimate 90% review submittal with Plans, Specifications, and Estimate. Bid Documents and Engineer's Estimate 6 sets of Plans (11" X 17 and specifications provided for each review submittal. 10 sets of Plans (11" X 17 and specifications for the Bid Documents Coordinate upload of Plans and Specifications to Builders Exchange. TASK 4 PAVEMENT MANAGEMENT SUPPORT (AS NEEDED) 4.1 The City may require other services of the consultant in updating the City's Pavement Management Program. This work will be conducted on an as needed basis within the budget allowances contained in Schedule B. For budgeting purposes, we have included 24 hours of staff time and a $2,000 allowance for Pavement Engineers under subcontract to the Consultant. City of Tukwila KPG, Inc. 2011 Overlay Program Page 3 of 3 October 12, 2010 41 -p IV HOUR AND FEE ESTIMATE EXHIBIT B Project: City of Tukwila lc. IP G Architecture 4 2011 Overlay Program 4 Civil E gincering Labor Hour Estimate 1 Total Fee Project Senior Project Design CAD Const Survey Senior Office Task Description Manager Engineer Engineer Engineer Technician Inspector Crew Admin Admin 179 18 129.22 114 85 100 49 81 41 94 10 139 01 100 49 58 11 Fee Task! Management /coordination /administration 1 1 Management and administration (estimate 6 months) 6 0 0 I 0 0 0 I 0 2 6 1,624 71 1.2 QA/QC reviews 8 8 0 I 0 0 0 0 0 4 2,699 60 Reimbursable expenses see breakdown for details 1 1 1 1 40 00 Task Totals 14 8 I 0 I 0 0 I 0 I 0 2 10 1 4,364.31 Task 2 Prepare Design Basemaps /Priority Budget Memo 2.1 Project prioritization memo 4 4 1 12 12 0 0 0 0 0 3,817 69 2.2 Basemap preparation 8 16 60 120 120 0 0 0 0 32,219 55 Reimbursable expenses see breakdown for details 400 00 Task Totals 12 1 20 1 72 132 120 0 0 0 0 1 32,619.55 Task 3 Plans, Specifications and Estimate 3 1 Project Plans 24 40 I 60 100 160 0 0 0 4 39,666.53 3.2 Project Cost Estimates 4 8 16 24 16 0 0 0 0 7,302 34 3 3 Project Specifications 4 8 24 16 0 0 0 0 8 6,579 63 3.4 Utility Coordination 2 0 1 4 4 0 0 0 0 4 1,452.16 3 5 Project Advertisement and Award 4 0 I 8 0 0 0 0 0 8 2,100 42 Reimbursable expenses see breakdown for details 1 1,100 00 Task Total 38 56 1 112 144 176 0 0 0 24 1 58,201 08 Task 4 Pavement Management Support (As Needed) 4 1 Pavement Management Support Allowance 0 0 0 24 0 0 I 0 0 0$ 2,411 74 Reimbursable expenses see breakdown for details 1 2,000 00 Task Total 0 0 0 0 0 0 0 0 0 1$ 4,411 74 Total Estimated Fee: 99,596.67 10/20/2010 HOUR AND FEE ESTIMATE EXHIBIT B Architecture Landscape Architecture Project: City of Tukwila 0 Civil Engineering 2011 Overlay Program Reimbursable Breakdown Cost Task! Management /coordination /administration Mileage 20 00 Reproduction 20 00 Task 1 Total 40.00 Task 2 Prepare Design Basemaps /Priority Budget Memo Mileage 300 00 Reproduction 100 00 Task 2 Total 400.00 Task 3 Plans, Specifications and Estimate Mileage 100 00 Reproduction 1,000 00 Task 3 Total 1,100.00 Task 4 Pavement Management Support (As Needed) Pavement Engineers Allowance 2,000 00 Reproduction Task 4 Total 2,000.00 Total Reimbursable Costs. 3,540.00 10/20/2010 CO J �vJiLA k Cit-v of Tukwila Q X 0 j 2,/ Transportation Committee x 9_ 08; TRANSPORTATION COMIVIITTEE Meeting Minutes October 18, 2010 5:00 p.m. Conference Room 1 PRESENT Councilmembers: Verna Seal, Committee Chair Chair; Joan Hernandez and De' Sean Quinn Staff: Bob Giberson, Frank Iriarte, Robin Tischmack, Gail Labanara, Pat Brodin, Jack Pace, Shawn Hunstock and Kimberly Matej CALL TO ORDER: The meeting was called to order at 4:57 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. 2011 Overlay and Renoir Prouram: Consultant Selection and Agreement Staff is seeking full Council approval to enter into a contract with KPG, Inc. in the amount of $99,596.67 for design services for the 2011 Overlay Program. KPG, Inc. was identified as the best selection of three firms considered from the Municipal Research and Services Center (MRSC) consultant roster. Staff has developed a list of 11 streets for KPG to complete final design on and advertise for construction bids. Bid advertisement is anticipated for January/February. As with ast practice, the list of streets for p p f repair was largely developed from the City's Pavement Management Program. Staff will return to Committee at a later date with a construction bid. The final list of projects will depend on cost estimates, with a balance made between the cost of the project and its priority. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 25 COW FOR DISCUSSION B. City Council Preliminary 2011 -12 Budget Review The Committee reviewed the 2011 -12 Biennial Budget pages as listed below in preparation of full Council discussion and review of the budget. SECTION 1 Budget Pages 1 CIP Pages Public Works I GF -149 to GF -162 1 I 1 Facility Maintenance 1 GF -163 to GF -166 1 Street Maintenance 1 GF -167 to GF -171 1 I III. MISCELLANEOUS Meeting adjourned at 5:2.5 p.m. Next meeting: Monday, November 1, 2010 5:00 p.m. Conference Room 1 J 7 Committee Chair Approval MintIy KAM. Reviewed by GL. 44