HomeMy WebLinkAboutReg 2014-02-03 Item 3D - Contract Supplement #2 - Commercial Business District Sanitary Sewer Rehabilitation with RH2 Engineers for $59,070COUNCIL AGENDA
-
feeting Date
Prepared by 1la) arr review
02/03/14
BG
Council review
ITEM INFORMATION
OPSIS
ITEM No.
3.D.
S FAIT SPONSOR: BOB GIBERSON
1N\) , GENII ).A DATE, 02/03/14
Commercial Business District (CBD) Sanitary Sewer Rehabilitation Project
Approve Supplement No. 2 to Contract No. 13-076 with RH2 Engineering
CATEGORY 0 Discussion
Mtg Date
Motion
Alts Date 02/03/14
Resolution
AIi . ate
Ell Ordinance
11 Bid Award
,)fig Date
El Public f eareug
ate
0 Other
Mt) Date
SPoNsoR 111 Coanal Mayor H.R L DCD ['Finance II rim fl IT 0 P&R 0 Police PW
SPONSOR'S
SUMMARY
RH2 Engineering was selected to design the CBD Sanitary Sewer Rehabilitation Project
with Contract No. 13-076. With the Andover Park W sewer break in March 2013, RH2
added Supplement No. 1 for additional design of that repair. Upon lengthy negotiations
with Union Pacific Railroad that was deemed unacceptable, an additional supplement is
needed for the redesign without UPRR. Council is being asked to approve Supplemental
Agreement No. 2 to Contract #13-076 with RH2 Engineering in the amount of $59,070.00.
REV WWII) :KY El COW Mtg.
lJtilities Crnte
DATE: 01/21/14
111 CA&1' Cmte
0 Arts Comm.
D F&S Cmte 0 Transportation Cmte
El Parks Comm. Planning Comm.
COMMITTEE CHAIR.: KATE KRULLER
RECOMMENDATIONS:
SPoNs()R/ADmiNL Public Works Department
)smil rITIF Unanimous Approval; Forward to Regular Consent Agenda
COST IMPACT / FUND SOURCE
E:XPINDITURE REQIIRED
$59,070.00
AMU INT UDGEFED
$180,000.00
APPROPRIATION REQUIRED
$0.00
Fund Source: 402 SEWER FUND (PAGE 73, 2014 CIP)
Comments':
MTG. DATE
RECORD OF COUNCIL ACTION
02/03/14
MTG. DATE
ATTACHMENTS
02/03/14
Informational Memorandum dated 01/17/14
Supplemental Agreement No. 2 to Contract No. 13-076
2014 CIP, page 73
Minutes from the Utilities Committee meeting of 01/21/14
9
10
TO:
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
Mayor Haggerton
Utilities Committee
FROM: Bob Giberson, Public Works Director
BY: Mike Cusick, Senior Program Manager
DATE: January 17, 2014
SUBJECT: CBD Sanitary Sewer Rehabilitation Project
Project No. 91140203, Contract No. 13-076
Supplemental Agreement No. 2
ISSUE
Approve Supplemental Agreement No. 2 with RH2 Engineering (RH2) for the Commercial Business District (CBD) Sanitary
Sewer Rehabilitation Project in the amount of $59,070.00.
BACKGROUND
On March 11, 2013 a major break was discovered in the 12-inch sewer pipe between Andover Park East and Andover Park
West. A temporary pumping system has been installed to bypass the sewer line failure and has been in place while design of a
repair is underway. A similar sewer main failure in 2011 prompted the City to apply for a Public Works Trust Fund Loan for the
relining of a significant portion of the aging sewer pipes in the CBD. The design and construction of this sewer repair has been
included in the contract with RH2 for the CBD Sanitary Sewer Rehabilitation Project.
DISCUSSION
The initial design approach for the sewer repair included replacement of the sewer main to the east of the break where the sewer
main crosses under a Union Pacific Railroad (UPRR) spur line. While UPRR initially was supportive of the project and expressed
willingness to work with the City, several months of design effort (with the lack of response from UPRR) finally resulted in project
costs and delays that are unacceptable to the City. The revised design approach includes repair of the sewer break and relining
of the existing sewer pipe under UPRR that will not require any permits from or payments to UPRR.
A supplement with RH2 is necessary to re-design the project using the revised scope of work for repair of the broken sewer main.
Supplement No. 2 will complete the bid package for the sewer repair and reline as much sewer main in the CBD as possible with
the remaining budget.
FINANCIAL IMPACT
Supplement No. 2 with RH2 is proposed in the amount of $59,070.00.
Contract
RH2 Original Contract $79,977.00
Supplement No. 1 30,064.00
Supplement No. 2 59 070.00
Total $169.111.00
2013 & 2014 Budget
$180,000.00
RECOMMENDATION
Council is being asked to approve Supplemental Agreement No. 2 with RH2 Engineering in the amount of $59,070 for the CBD
Sanitary Sewer Rehabilitation Project and consider this item on the Consent Agenda of the February 3, 2014 Regular Meeting.
Attachments: Supplemental Agreement No. 2
CIP page 73, 2014 CIP
WAPW Eng \ PROJECTSAA- SW Projects \CBD Sewer Rehabilitation (91140203) \Info Memo Supplemental Agreement 2 RRT Rev.doc
11
12
SUPPLEMENTAL AGREEMENT NUMBER 2
to
CONSULTANT AGREEMENT NUMBER 13 -076
THIS SUPPLEMENTAL AGREEMENT is entered into between the City of Tukwila, Washington, herein-
after referred to as "the City ", and RH2 Engineering 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, April 5,
2013, and identified as Agreement No. 13 -076. 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, for Supplemental Agreement #2 to the CBD Sanitary Sewer Rehabilitation Project for
the City of Tukwila per the attached exhibit:
Task 1 — Project Planning and Capital Improvement Scheduling
Objective: Prepare project schedule including estimated dates for design and permitting completion,
bidding phase, council approvals and construction phase. Schedule will show the estimated UPRR track
shutdown and approximate dates and duration of construction.
Approach:
1.1 Identify project activities involving design, permitting, municipal approvals and construction,
and estimate durations for these activities. Create critical -path schedule in Microsoft Project
linking project activities to determine a working calendar of events. Contact contractors,
geotechnical engineers, and City staff to assist in determining activity durations. Present draft
of schedule to City and incorporate edits.
1.2 For capital improvement planning, estimate costs of various groups of improvements, in
accordance with priorities determined by the City, and arrange these items into a sequence of
projects that may potentially be performed within the City's established budgets. The
amount of work that can be accomplished under the 2013 CBD project varies as the amount
sewer repair near the Nordstrom warehouse varies. RH2 can assist the City determine the
amount of work that may be accomplished in late 2013 and early 2014. Prepare plan-view
graphic showing the City's desired work and priority level.
1.3 Attend two (2) meetings to discuss capital planning and to present progress.
Assumptions: RH2 can only provide estimates of cost that are dependent upon a number of factors
and conditions beyond the control of RH2. As such, RH2 cannot warrant or guarantee that any
of the estimated work will be accomplished within the City's budget as it stands at any given time.
RH2 Deliverables:
• One (1) hardcopy and PDF version of the project schedule. If requested by the City, the
schedule can also be provided in MPP format (readable by Microsoft Project).
• Cost estimates.
• Graphic of City priority work areas.
• Attendance at two (2) meetings.
W: \PW Eng \PROJECTS\A- SW Projects \CBD Sewer Rehabilitation (91140203) \RH2 Supplemental Agreement No 2 Revised 1- 16- 2014.docx
' 13
Participation or Information Needed from City:
• Attendance at meetings, feedback via phone and email regarding project budget, and a
determination of the priority of work items to be accomplished.
Task 2 — Additional UPRR Permitting Effort
Objective: Assist City in the City's efforts to obtain UPRR track crossing permit.
Approach:
2.1 Provide additional information to UPRR via phone and email to respond to questions and
concerns. This includes investigating tunneling options with geotechnical engineer and
tunneling contractors and preparing cost estimate for tunneling. Work includes phone calls
and emails to various UPRR representatives to further the permitting process, as well as
modifications to plans and specifications to respond to UPRR comments.
Assumptions: The track crossing permit is granted entirely at UPRR's discretion. RH2 cannot
guarantee that such a permit will be issued by UPRR or that, if granted, a permit will be received
within a reasonable period of time.
RH2 Deliverables:
• Email and phone correspondence with UPRR.
• Edits to plans and specifications.
Participation or Information Needed from City:
• Conference calls and other coordination efforts with UPRR.
• Provide project schedule to adjacent property owners that will be affected by the closure of
the railroad and obtain letters from them stating how they will obtain supplies for their
operations during the rail shutdown. Furnish those letters to UPRR to facilitate permitting.
Task 3 — Easement Assistance and Coordination with Property Owners Adjacent to
Work Zone
Objective: Assist City in obtaining temporary construction easements from the adjacent property
owners as needed.
Approach:
3.1 Create graphics showing easement boundaries needed for ingress, egress and
staging. Meet with City and property owners adjacent to work to explain construction
approach.
RH2 Deliverables:
• Graphic provided in hardcopy and electronically showing temporary easement
boundaries and list of activities anticipated in each easement.
• Responses to emails and telephone calls from property owners and City.
Participation or Information Needed from City:
• Preparation of temporary easement agreements.
• Coordination with adjacent property owners.
W:\PW Eng\PROJECTS\A- SW Projects \CBD Sewer Rehabilitation (91140203) \RH2 Supplemental Agreement No 2 Revised 1- 16- 2014.docx
14
2
Task 4 — Preparation of Monitoring Plan and Construction Phase Staffing
Approach
Objective: Develop vibration, groundwater level, and ground/building position
monitoring plan and a staffing plan for the construction phase. The monitoring activities
are intended to allow warning of conditions that may damage buildings adjacent to the
sewer.
Approach:
4.1 Create specifications defining techniques and criteria for monitoring vibration,
building /ground position, and groundwater level monitoring. Specification
preparation includes coordination with Shannon and Wilson to determine
equipment, methods, monitoring frequency, and reporting of measurements by
the contractor and others.
4.2 Meet with City staff to review monitoring plan and determine a balance between
the amount of monitoring (number of points and frequency of recording) and
the cost to perform monitoring.
4.3 Meet with City staff to discuss construction phase staffing and approach. Create
a scope of work for services during construction.
RH2 Deliverables:
• Technical specifications pertaining to vibration, building/ground position, and
groundwater level.
• Meeting with City to discuss, phone conferences, and email.
Scope of work for construction phase services, including monitoring.
Participation or Information Needed from City:
• Feedback on monitoring plan via email, phone calls, and meetings.
Task 5 — Modification to Plans & Specifications for APE to APW Replacement
Objective: Revise plans and specifications to remove the repairs shown in the UPRR
easement and east of the easement. Add the replacement of the pipe beneath the sinkhole
and a manhole in this location.
Approach:
5.1 Delete the portion of the plans that show work being performed on the
UPRR easement and to the east of it. Delete portions of the specifications
associated with the removed work.
5.2 Add to the plans the replacement of the sewer main under the existing
sinkhole and the addition of one (1) manhole. Modify plans to show CIPP
extending from APE to APW.
5.3 Meet with City staff to review plans and receive edits. Incorporate City edits
and produce final plans and specifications.
RH2 Deliverables:
• Plans and specifications modifications to match the City's current approach to work
that will remove open -cut construction from the UPRR easement.
• Meeting with City to discuss edits to final plans.
W: \PW Eng \PROJECTS \A - SW Projects \CBD Sewer Rehabilitation (91140203) \RH2 Supplemental Agreement No 2 Revised 1- 16- 2014.docx
3 15
Participation or Information Needed from City:
• Review of plans and participation in meeting to present desired edits.
Task 6 — Services During Bidding
Objective: Provide assistance in bidding project for award. It is assumed the City will
conduct the bid opening and prepare bid tabulations.
Approach:
6.1 Prepare up to two (2) addenda to modify the construction contract documents
during the advertisement period. It is assumed the City will distribute any
addenda.
6.2 Prepare and submit a Recommendation for Award to the City.
RH2 Deliverables:
• Preparation of up to two (2) addenda.
• Recommendation for award letter — electronic and one (1) hard copy sent to City.
Task 7 — Project Management and Coordination with Other Team
Members
Objective: Coordinate with City staff Shannon and Wilson, and project surveyor;
monitor scope, budget, and schedule; review and issue invoices; and maintain project files
and records.
Approach:
7.1 Coordinate (emails and phone calls) with City staff on schedule, progress, and
design issues.
7.2 Coordinate with City for easement preparation, contract modifications and
building settlement monitoring. Coordinate with Shannon and Wilson regarding
placement of vibration monitoring devices and groundwater level monitoring.
7.3 Prepare invoices. Monitor budget spent. Provide monthly status updates.
7.4 Maintain project records and files.
7.5 Attendance at three (3) progress meetings with the City and other project team
members.
RH2 Deliverables:
• Monthly invoices and progress reports that outline in written and graphical form
the status of various tasks and that compare actual progress with the original
project schedule.
• Email and phone communication with other project team members.
• Weekly status phone calls with City.
• Attendance at three (3) meetings.
Participation or Information Needed from City:
• Attendance at review meetings by members of City's engineering and operations
staff.
W: \PW Eng\PROJECTS\A- SW Projects \CBD Sewer Rehabilitation (91140203) \RH2 Supplemental Agreement No 2 Revised I- 16- 2014.docx
16
4
Due to the risks associated with and to the nature of the work needed to complete the 2013 APE
to APW Sewer Repair and CBD Sewer Restoration and due to the scope of the indemnity
language in the original agreement, Article 7. Indemnification is hereby removed in its entirety
and replaced with the following:
The Consultant agrees to indemnify and hold harmless the City, its officers and employees from
claims, demands or suits at law or equity arising from the Consultant's negligence or breach of its
obligations under this Agreement provided that nothing herein shall require the Consultant to
indemnify the City against and hold harmless the City from claims, demands or suits based upon the
conduct of the City, its officers or employees, and provided further that if the claims or suits are
caused by or result from the concurrent negligence of (a) the Consultant's agents or employees and
(b) the City, its agents, officers and employees, this provision with respect to claims or suits based
upon such concurrent negligence shall be valid and enforceable only to the extent of the City's
negligence or the negligence of the Consultant's agents or employees.
2. Time for Performance, is amended to the completion date of work until August 31, 2014.
3. Payment, shall be amended as follows:
• Payment for the work provided by the Consultant as part of this supplement shall
be made for an additional $59,070.00. The total amount for the Consultant for
this contract shall not exceed $169,111.00 without express written modification of
the Agreement signed by the City.
DATED this
CITY OF TUKWILA
Jim Haggerton, Mayor
day of , 2014.
CONSULTANT
By:
Printed Name:
Title:
W: \PW Eng \PROJECTS \A - SW Projects \CBD Sewer Rehabilitation (91140203) \RH2 Supplemental Agreement No 2 Revised 1- 16- 2014.docx
17
18
EXHIBIT B
City of Tukwila
Supplemental Agreement No. 2 to Contract No, 13-076
2013 Central Business District Sewer Rehabilitation
Estimate of Time and Ex wnse
Description
Classification
Total
Hours
Total Labor
Total
Eapense
Total Cost
Task 1 PROJECT PLANNING AND CAPITAL IMPROVEMENT SCHEDULING
1.1 Identify project activities and create detailed project schedule of design, permitting, and construction
1.2 Prepare cost estimating and phasing for capital improvement planning
1.3 Attend two (2) meetings
28
9
10
$ 4,588
1,544
1,740
$ 115
41
111
$ 4,703
1,585
1,851
Subtotal
47
7,872
267
8,139
Task 2 ADDITIONAL UPRR PERMITTING EFFORT
2.1 Provide assistance to UPRR with additional permitting questions and concerns and design mods
57
9,339
953
10„292
Subtotal
57
9,339
953
10,292
Task 3 EASEMENT ASSISTANCE AND COORDINATION WITH PROPERTY OWNERS ADJACENT TO WORK ZONE
3.1 Prepare easement graphic preparation, definition of easement uses, and meeting and phone calls with owners
9
1,412
324
„736
Subtotal
1,412
324 $ 1,736
Task 4 PREPARATION OF MONITORING PLAN AND CONSTRUCTION PHASE STAFFING APPROACH
4.1 Create specifications for vibration, position, and groundwater monitoring
4.2 Meet with City staff to review monitoring plan
4.3 Meet with City staff to discuss construction phase monitoring
23
15
12
$ 3,975
2,705
2,197
$ 788
68
55
$
4,763
2,773
2,252
Subtota
50
8,877 $
911 $
9.788
Task 5 Modification to Plans for APE to APW Replacement
5.1 Delete portions of work from plans and specs related to work in UPRR easement and to east of easement
10
$ 1,471
508
$ 1,979
5.2 Design of new approach that involves replacement pipe beneath sinkhole
9
$ 1,394
$ 145
$ 1,539
5.3 Design review meeting with City and incorporation of edits
9
$ 1,513
$ 282
$ 1,795
Subtota 28 $
4,378 1 $
935 1 $
5.313
Task 6 SERVICES DURING BIDDING
6.1 Prepare up to two (2) addenda
28
4,471
801
$ 5,272
6.2 Prepare and submit recommendation for award letter
8
1,325
8 33
$ 1,358
Subtotal 36 1 $
5,796 $
834 1 $
6,630
Task 7 PROJECT MANAGEMENT AND COORDINATION WITH OTHER TEAM MEMBERS
7.1 Coordinate with City staff regarding schedule, progress, and design issues
7.2 Coordinate with other consultants
7.3 Prepare invoices, monitor project budget, and modify scope
7.4 Maintain project files
7.5 Attend meetings with City to present progress and receive comments
34
13
10
5
26
5,997
2,090
1,872
742
4,619
492
394
389
361
217
6,489
2484
2,261
1,103
4,836
Subtotal
88
15,320
1,853
17,173
Supplemental Agreement No. 2 Total
1 315 1 s 52,994
6,076 1 $ 59,070
2:2M222UKA II.52,CruMacc,timpAgun21 22, 2 FEE 22.22 C1312 som kanatb,2,2K
W:\PW Eng\PROJECTS \A- SW Projects \CHD Sewer Rehabilitation (91 140203)1RH2 Supplemental Agreement No 2 Revised I-16-2014..docx
fl /ZOO 622811 FM
6 19
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2014 to 2019
PROJECT: CBD Sanitary Sewer Rehabilitation Project No. 91140203
DESCRIPTION:
JUSTIFICATION:
STATUS:
MAINT. IMPACT:
COMMENT:
The asbestos concrete pipe in the CBD (commercial business district) is approximately 45 year old and
becoming soft. Slip lining the pipe will reinforce the strength with little impact to roadways and minimal excavation.
If the pipe collapses, the stree will have to be excavated and the cos of the repairs will be significant. In the
Iast five years we have had two major pipe failures on Andover Park West.
A Public Works Tr utFund|oanwosauccenofu|lynbtainedin2012fovommstructiom.
Reduced maintenance and repair costs.
The Iimits of the 2013 project is APW to APE from Minkler Blvd to S 180th St and will now includ the repair to the
sewer under the railroad tracks.
FINANCIAL Through Estimated
(in $000's)
EXPENSES
2012 2013 2014
2015 2016 2017 2018
2019
BEYOND TOTAL
Design
Land (R880
Const. Mgmt.
Construction
TOTAL EXPENSES
FUND SOURCES
Awarded Grant
PVVTF
Mitigation Actua
Mitigation Expected
Utility Revenue
TOTAL SOURCES
0
160
10
10
180
20
100
700
820
20
120
900
1,040
20
120
900
1,040
20
120
900
1,040
80
120
900
1,100
0
0
320
590
4,310
5,220
0
0
45
135
180
705
115
820
1,040
1,040
1,040
1,040
1,040
1,040
800
300
1,100
0
0
0
0
0
1,550
D
3,670
NA
20 om4'omo Capital Improvement Program
73
UTILITIES COMMITTEE
Meeting Minutes
January 21, 2014 — 5:15 p.m. — Conference Room 1
City of Tukwila
Utilities Committee
PRESENT
Councilmembers: Kate Kruller, Chair; Kathy Hougardy, Allan Ekberg
Staff: David Cline, Bob Giberson, Robin Tischmak, Frank Iriarte, Gail Labanara, Mike Cusick,
Pat Brodin, Peter Lau, Kimberly Matej and Laurel Humphrey
CALL TO ORDER: Committee Chair Kruller called the meeting to order at 5:15 p.m.
PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. 2013 Annual Sewer Repair Proiect Completion and Acceptance
Staff is seeking Council approval of project completion and release of retainage to King
Construction Company, Inc. in the amount of $77,881.85 for the installation of side sewers to 6532
and 6542 Southcenter Boulevard. Work began on August 19, 2013 and was completed on
September 3, 2013. Retainage in the amount of $3,556.25 will be paid from the 2013 Annual
Sewer Repair Program. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 3, 2014
REGULAR CONSENT AGENDA.
B. CBD Sanitary Sewer Rehabilitation Proiect Supplemental Agreement No. 2
Staff is seeking Council approval of Supplemental Agreement No. 2 with RH2 Engineering in the
amount of $59,070.00 for the Commercial Business District (CBD) Sanitary Sewer Rehabilitation
Project. On March 11, 2013 a major break was discovered in the 12 -inch sewer pipe between
Andover Park East and Andover Park West. A temporary pumping system is in place, and the
design and construction of this repair are included in the contract with RH2 for the CBD Sanitary
Sewer Rehabilitation Project. This supplement is necessary to re- design the project using a
revised scope of work that does not require permitting or payments to Union Pacific Railroad, an
aspect of the original design that was causing costs and delays eventually deemed unacceptable
to the City. This supplement will complete the bid package. UNANIMOUS APPROVAL.
FORWARD TO FEBRUARY 3, 2014 REGULAR CONSENT AGENDA.
C. 2013 Annual Small Drainage Program Supplemental Agreement No. 2
Staff is seeking Council approval of Supplemental Agreement No. 2 to Contract No. 13 -113 with
KPG, Inc. in the amount of $34,987.16. Supplemental Agreement No. 1 was executed for KPG,
Inc. to provide construction management support in addition to design services for the 2013
Annual Small Drainage Program. The original contract completion date was December 26, 2013,
but weather conditions in December did not allow for final paving to occur. This supplemental
agreement is needed to cover the additional support, inspections, and material testing to complete
the project construction and final paving in appropriate weather conditions. An additional delay
was caused by the City Inspector providing project management services on another project that
became more time demanding than expected due to changed site conditions. Funding for this
supplement will come from the 2014 Construction Management budget. Committee members
inquired about the overall project budget with staff confirming that the construction contract is
going well and the project will be completed within budget. UNANIMOUS APPROVAL.
FORWARD TO FEBRUARY 3, 2014 REGULAR CONSENT AGENDA.
21