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HomeMy WebLinkAboutReg 2014-02-18 Item 4C - Contract Supplement #2 - East Marginal Way South Overlay and Repair Construction Management with KPG Inc for $189,503.82COUNCIL AGENDA SYNOPSIS lntttali .j te'Pttlz• Date ORIGINAL AG1:\n;\ D.u] : 02/18/14 A1a -'ord red'iew Gmna/rel'leu 02/18/14 BG ,vir ❑ Resolution Mtg Date U Ordinance AI g Date ❑ Bid_ ward Mtg Date ❑ Public Hearing Artg Date U Other Mtg Date 02/18/14 311g Date SPONSOR ❑ Council ❑ Major • FIR ❑ DCD ❑ Finance ❑ Fire ❑ IT ❑ P 'R fl Police II PW SPONSOR'S KPG, Inc. was selected to design the Overlay and Repair - East Marginal Way South Project SUMIM \RY with Contract No. 13 -029. KPG was determined to be the most qualified to perform construction management services that will include inspections and material testing. Council is being asked to approve Supplemental Agreement No. 2 to Contract No. 13 -029 with KPG, Inc. in the amount of $189,503.82. Ri:vIi:' I:D BY • CO\C' Nitg. ❑ CA &P Crnte ❑ F &S Cmte Irki Cmte ❑ Arts Comm. ❑ Parks Comm. 14 COMMITTEE CHAIR: ALLAN Transportation Crnte ITEM INFORMATION ITEM No. S AN SPCONSOR: BOB GIBERSON ORIGINAL AG1:\n;\ D.u] : 02/18/14 AGENDA I r1: u TI Ill . Overlay and Repair - East Marginal Way S Project Construction Management Supplement No. 2 with KPG, Inc. C.\ I'I :GORY ❑ Discussion Mfg Date 0 Motion ❑ Resolution Mtg Date U Ordinance AI g Date ❑ Bid_ ward Mtg Date ❑ Public Hearing Artg Date U Other Mtg Date 02/18/14 311g Date SPONSOR ❑ Council ❑ Major • FIR ❑ DCD ❑ Finance ❑ Fire ❑ IT ❑ P 'R fl Police II PW SPONSOR'S KPG, Inc. was selected to design the Overlay and Repair - East Marginal Way South Project SUMIM \RY with Contract No. 13 -029. KPG was determined to be the most qualified to perform construction management services that will include inspections and material testing. Council is being asked to approve Supplemental Agreement No. 2 to Contract No. 13 -029 with KPG, Inc. in the amount of $189,503.82. Ri:vIi:' I:D BY • CO\C' Nitg. ❑ CA &P Crnte ❑ F &S Cmte Irki Cmte ❑ Arts Comm. ❑ Parks Comm. 14 COMMITTEE CHAIR: ALLAN Transportation Crnte ❑ Utilities DATE: 02/1044 ❑ Planning Comm. EKBERG RECOMMENDATIONS: SPONSOR CO.INIFFFE-'IE /ADMIN. Public Works Department Unanimous Approval; Forward to Regular Consent Agenda COST IMPACT / FUND SOURCE Exn1•: \DI 1l'R1 . RFt I-IRI .I) AMOUNT BUDGETED APPROPRIATION REQUIRED $189,503.82 $2,019,334.00 $0.00 Fund Source: 104 ARTERIAL STREETS (PAGE 18, 2014 CIP) Comments: MTG. DATE RECORD OF COUNCIL ACTION 02/18/14 MTG. DATE ATTACHMENTS 02/18/14 Informational Memorandum dated 02/07/14 Consultant Selection Sheet 2014 CIP, page 18 Supplemental Agreement No. 2 to Contract No. 13 -029 Minutes from the Transportation Committee meeting of 02/10/1.4 13 TO: City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM Mayor Haggerton Transportation Committee FROM: Bob Giberson, Public Works Director BY: David Sorensen, Project Manager DATE: February 7, 2014 SUBJECT: Overlay and Repair - East Marginal Way S (S 815` PI to Norfolk St) Project No. 91210406, Contract No. 13 -029 Supplemental Agreement No. 2 with KPG, Inc. ISSUE Approve Supplemental Agreement No. 2 to consultant Contract No. 13 -029 with KPG for construction management (CM) services. BACKGROUND Base Contract No. 13 -029 with KPG provided design engineering services for the Overlay and Repair - East Marginal Way S (S 81`1 PI to Norfolk St) Project. Council awarded the construction contract to Miles Resources, LLC on February 3, 2014. KPG's Supplemental Agreement No. 2 will provide construction management (CM) support during the construction phase. Construction is anticipated to begin in early April, ANALYSIS KPG, Inc. was determined to be the most qualified to perform the CM work for this project. KPG offers services that include construction management, construction inspection, transportation, natural resources, and environmental engineering and sciences. BUDGET SUMMARY The cost negotiated with KPG for $189,503.82 is reasonable for the size and scope of this overlay project. A material testing sub - consultant is also included in this proposal, mainly for asphalt compaction and oil content tests. An in -house CM Project Manager has been assigned to work with the proposed consultant inspector and project manager to successfully complete this construction project. The contract timeline will also be extended to December 31, 2014. Contracts 2014 Budget Construction Bid Amount (to Council2 /3/14) $1,738,991.50 $1,800,000.00 Construction Contingency (5 %) 86,949.58 2014 Small Drainage Program Budget 65,000.00 Aviation High School Contribution 4,334.00 KPG, Inc. Construction Management 189,503.82 150,000.00 Total $2.015,444.90 $2,019,334.00 RECOMMENDATION Council is being asked to approve Supplemental Agreement No. 2 to Contract No. 13 -029 for construction management services with KPG, Inc. in the amount of $189,503.82 for the Overlay and Repair - East Marginal Way S Project and consider this item on the Consent Agenda at the February 18, 2014 Regular Meeting. Attachments: Consultant Selection Sheet 2014 CIP, page 18 Consultant Agreement W:s.PW Eng■PROJECTSA- RW & RS Projects'EMW Overlay & Repair (91210406JCN Management\Docs to TC',lnfo Mn e© CM Mgmnt KPG gl.dac 15 17 'mil `II!H WZH3 co C') N M N C) N r 'oul `DdN co N M N M 1- N 6u!iaau!6u3 uoser N N T N N N r I' r CD V 9N N T T T T T N T Q sew!oossd d3Q N N r N r N N r r EMW Overlay & Repair (91210406) Construction Management Consultant Selection Matrix (Internal Selection, No Interviews) Paving project design and construction experience. Current Knowledge of FHWA, State, and Tukwila Standards and Procedures Environmental Experience Experience with similar federal aid projects? Expertise Using Federal Funds Pavement Design / Rehabilitation Repair Expertise Small Scale Projects Survey Crew In -House !TOTALS 'For each category, highest score is 5 (with the lowest or worst score 1) Consultant with the highest score is ranked the best. Staff: Dave Sorensen Selection Date: 10/17/13 Selected Consultant: KPG, Inc. Selection Justification: This firm has demonstrated relevant project experience, and they seem to have exceptional familiarity with WSDOT/ FHWA standards, and a solid DBE approach and commitment. Based on overall score KPG prevailed. 17 CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2014 to 2019 PROJECT: Overlay and Repair - East Marginal Way S Project No. 91210406 DESCRIPTION: Construct pavement preparation and an asphalt overlay of East Marginal Way South between 5 81st PI and 5 Norfolk Street, including new pavement markings. JUSTIFICATION: Preserve and maintain the street structure in a safe and useable state by resurfacing before failure. STATUS: Advertise far construction bids in late 2013. MAINT. IMPACT: Reduces annual maintenance. COMMENT: Federal grant funding available through PSRC 2012 STP /CMAQ for $1,000,000. FINANCIAL Through Estimated in $000's 2012 2013 2014 2015 2016 2017 2018 2019 BEYOND TOTAL EXPENSES Protect Location "�- °- ~ si A W E OM S 97 Pi *47 .LA i T . - 594PI i. Design S 125 125 Land(RVV) 0 Const. Mgmt. 150 150 Construction 1,800 1,800 TOTAL EXPENSES 0 125 1,950 0 0 0 0 0 0 2,075 FUND SOURCES Awarded Grant 0 Proposed Grant 1,000 1,000 Mitigation Actual 0 Impact Fees 0 City Oper. Revenue 0 125 950 0 0 0 0 0 0 1,075 TOTAL SOURCES 0 125 1,950 0 0 0 0 0 0 2,075 2011- 2019 Capital Improvement Program 18 19 Protect Location "�- °- ~ si A W E OM S 97 Pi *47 .LA i T . - 594PI i. t Ill S 2011- 2019 Capital Improvement Program 18 19 20 ,a'•311"4111111t 11111mlington Stale Vair Deportment of Transportation Supplemental Agreement Number No. 2 Organization and Address 753 9th Avenue N Seattle, WA 98109 Phone: 206 - 286 -1640 Original Agreement Number 13 -029 Project Number 91210406 Execution Date 1/29/2013 Completion Date 12/31/2014 Project Title E. Marginal Way Overlay (Norfolk to 81st P1 S.) New Maximum Amount Payable $ 314,481.87 Description of Work Provide Engineering and Observation Services during construction. The Local Agency of City of Tukwila desires to supplement the agreement entered into with KPG and executed on 01/29/2013 and identified as Agreement No. 13-029 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: The cnntract shall include the additinnal scnpe fnr ennctrnctinn cervices identifier) in the attached Exhibit A -7 11 Section IV, TIME FOR BEGINNING AND COMPLETION, is amended to change the number of calendar days for completion of the work to read: Completinn by 17/31 /7014 111 Section V, PAYMENT, shall be amended as follows: Payment fnr the added scope items shall not exceed S189,501 R7 without prior apprnval by the City 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. By: Nelcnn Mavis KPG By: DOT Form 140 -063 EF Revised 9/2005 Consultant Signature Approving Authority Signature Date 21 EXHIBIT A -2 City of Tukwila East Marginal Way S S 815' PI to S Norfolk Street SCOPE OF WORK January 22, 2014 . Supplement No. 2 Construction Services This work will be to provide construction services for the construction contract to complete the East Marginal Way S Project (hereinafter called "Project "). These services will include project management, inspection, materials testing, public involvement, and contract administration during the construction of the project, as detailed below. KPG ( "Consultant ") will provide to the City of Tukwila, Washington ( "City ") construction management and engineering 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 project engineer, a part-time documentation specialist, and one full -time inspector during construction activities, necessary sub - consultants to provide services for materials testing, and other supporting tasks as deemed necessary. The level of services is based on project duration of approximately 4 months, or approximately 80 working days. It is anticipated that full time site observation will be required for the entire duration of construction and that supplemental observation averaging 1 day per week will be necessary for paving operations and specialized elements such as signal modifications. • Services will be performed in accordance with the Local Agency Guidelines (LAG) and the WSDOT Construction Manual. • Hours of work: Work is anticipated to take place during a single shift of 8 hours per day. Night or weekend work is anticipated as part of this scope of services. Consultant will coordinate contractor operations with Boeing and Museum of Flight events in order to avoid disruption of traffic. Project Objectives The objective and purpose of this Construction Management Services Agreement is for the Consultant to successfully deliver the construction of the Project to the City by ensuring that the improvements are constructed in accordance with the approved Plans and Specifications, as may be amended or revised, that all of the required Project documentation is accounted for, and ultimately that the City receives an outstanding review by WSDOT local programs at the end of the Project. East Marginal Way KPG Supp 2 — Construction Services 1 of 9 January 22, 2013 23 EXHIBIT A -2 II. SCOPE OF WORK TASK 1— MANAGEMENT /COORDINATION /ADMINISTRATION Provide overall project management, coordination with the City, monthly progress reports, and invoicing. This effort will include the following elements. • Organize and layout work for project staff. Prepare project instructions on contract administration procedures to be used during construction. • Review monthly expenditures and CM team scope activities. Prepare and submit project progress letters to the City along with invoices describing CM services provided each month. Prepare and submit reporting required by funding source(s), if any. Deliverables • Monthly invoices and progress reports TASK 2 — PRECONSTRUCTION SERVICES 2.1 Contractor Bid Documentation Review: The Consultant will review the bids submitted my the contractors for conformance to the required project documentation, prepare a bid tab of the submitted bids and check contractor references. 2.2 File Setup: Attend meeting with City Project Manager to review standard Consultant and City file systems and develop file structure for management of the project as described in Task 3. 2.3 Field Review: Perform plans in hand field review with inspector and project engineer to review the overall scope, identify challenging areas, and identify traffic concerns to be addressed in the Contractors traffic control plans. 2.4 Preconstruction Conference: The Consultant will prepare an agenda for, distribute notices of, and conduct a preconstruction conference in the City's offices. The Consultant's project manager, project engineer, document control specialist, and inspector 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. At the Pre - construction conference, the Consultant shall facilitate discussions with the Contractor concerning the plans, specifications, schedules, and issues with utilities, unusual conditions, federal, state, and local requirements, EEO, DBE, and any other items that will result in better project understanding among the parties involved. Deliverables • Bid review and recommendation of award • Preconstruction conference agenda with meeting minutes TASK 3 — CONSTRUCTION SERVICES A. FIELD SERVICES 3.1 The Consultant shall provide the services of one part-time project engineer, one full -time inspector, and one part-time documentation control specialist, and other tasks necessary to East Marginal Way KPG Supp 2 — Construction Services 2 of 9 January 22, 2013 24 EXHIBIT A -2 monitor the progress of the work. Construction staff shall oversee the following items of work, on the project site, and will observe the technical progress of the construction, including providing day -to -day contact with the Contractor and the City. o Street improvements. o Excavating and removing of existing pavement, curb, sidewalk and driveways. o Constructing curb, gutter, ADA ramps and concrete sidewalks. o Asphalt paving for roadway. o Property restoration o Installing channelization and signing o Traffic signal and push button modifications. o Adjusting surface utilities to grade o Coordination of Traffic Control with the City of Tukwila o And all incidental items necessary to complete the Work as described in the Plans and /or Specifications. The presence of the Consultant's personnel at the construction site is for the purpose of providing to the City a greater degree of confidence that the completed work will generally conform to the Contract Documents, meet all applicable federal funding requirements, and ensure 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 the city 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 inspection staff will perform the following duties as a matter of their daily activities: i. Observe technical conduct of the construction, including providing day -to -day contact with construction contractor, City, utilities, and other stakeholders, and monitor for adherence to the Contract Documents. The Consultant's personnel will act in accordance with Sections 1 -05.1 and 1 -05.2 of the Standard Specifications. ii. Observe material, workmanship, and construction areas for compliance with the Contract Documents and applicable codes, and notify construction contractor of noncompliance. Advise the City of any non - conforming work observed during site visits. iii. Document all material delivered to the job site in accordance with the LAG Manual and WSDOT Construction Manual. iv. Prepare daily inspection reports, recording the construction contractor's operations as actually observed by the Consultant; includes quantities of work placed that day, contractor's equipment and crews, and other pertinent information. All daily inspection reports will adhere to WSDOT Local Agency Guidelines. v. Interpret Contract Documents in coordination with City. East Marginal Way KPG Supp 2 — Construction Services 3 of 9 January 22, 2013 25 EXHIBIT A -2 vi. Resolve questions which may arise as to the quality and acceptability of material furnished, work performed, and rate of progress of work performed by the construction contractor. vii. Establish communications with adjacent property owners. Respond to questions from property owners and the general public. viii. Coordinate with permit holders on the Project to monitor compliance with approved permits, if applicable. ix. Prepare field records and documents to help assure the Project is administered in accordance with funding agency requirements (Construction Manual 10- 2.1B). x. Collect and calculate delivery tickets and scalesman's daily reports of aggregate. All tickets will be initialed with correct bid item and stationing identified. xi. Attend and actively participate in regular on -site meetings. xii. Take periodic digital photographs during the course of construction. xiii. Coordinate with the City's maintenance personnel. xiv. Conduct wage rate interviews and DBE interviews in accordance with the LAG Manual. xv. Punch list. Upon substantial completion of work, coordinate with the Client and affected agencies, to prepare a `punch list' of items to be completed or corrected. Coordinate final inspection with those agencies. xvi. Audits: Provide oversight during audits performed by WSDOT Local Programs and others. Assumptions: • Consultant will provide observation services for the days /hours that their Inspector personnel is /are on -site. The Inspector will not be able to observe or report construction activities, or collect documentation, during the time they are not on -site. • The Consultant's monitoring of the construction contractor's activities is to ascertain whether or not they are performing the work in accordance with the Contract Documents; in case of noncompliance, Consultant will reject non - conforming work, and pursue the other remedies in the interests of the City, as detailed in the Contract Documents. The Consultant cannot guarantee the construction contractors' performance, and it is understood that Consultant shall assume no responsibility for: proper construction means, methods, techniques; project site safety, safety precautions or programs; or for the failure of any other entity to perform its work in accordance with laws, contracts, regulations, or City's expectations. 3.2 Materials Testing: Coordinate and manage materials testing sub - consultants for construction services, who will provide materials testing services as required, up to $15,000. Coordinate the work of the 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. Frequency of testing shall be as prescribed in the WSDOT Construction Manual and LAG manual for the following materials: structural concrete, roadway asphalt, roadway surfacing, roadway base material, and structural grout and any other testing as prescribed within the project Specifications and WSDOT Standard Specifications 2012. East Marginal Way Supp 2 — Construction Services 4 of 9 26 KPG January 22, 2013 EXHIBIT A -2 Qualified tester requirements as identified in WSDOT LAG 52.3.32 illustrate that for projects on non -NHS highway systems, there is no requirement for qualified testers, but the requirements within the manual must be followed if federal funding applies. Therefore, material testing will be conducted by contracted sub - consultant laboratories services that meet the following accreditations: AASHTO R18, A2LA, USACE, Ecology, AMRL, CCRL. The sub - consultant laboratory personnel will hold certifications from AC1 and NICET. Assumptions: It is assumed that materials that require fabrication inspection per WSDOT LAG 52.3.32 will be conducted by WSDOT through contract with the City. Materials that fall within this category include: structural steel beams or fabricated welded items, structural precast concrete items, and signs. 3.3 Substantial Completion: Upon substantial completion of work, coordinate with the City and other affected agencies, to perform a project inspection and develop a comprehensive list of deficiencies or ` punchlist' of items to be completed. A punchlist and Certificate of Substantial Completion will be prepared by the Consultant and issued by the City. Deliverables • Daily Construction Reports with project photos — submitted on a weekly basis • Punch List, Certificate of Substantial Completion • Review test reports for compliance B. OFFICE SERVICES 3.4 Document Control: Original documentation will be housed at the Consultant's office, and filed in accordance with standard filing protocol to meet WSDOT Highways & Local Program Requirements. A copy of working files will be maintained in the field office. Document Control also consists of preparing Final Project Reports for the City for WSDOT and FHWA acceptance and includes: • Final Estimate (Approving Authority File) • Comparison of Preliminary and Final Quantities (Approving Authority File) • Final Records as identified in WSDOT LAG (Approving Authority File) • Record of Material Samples and Tests • Materials Certification • Affidavit of Wages Paid • Release for the Protection of Property Owners and General Contractor • DOT Form 422 -102 EF, Quarterly Report of Amounts Credited as DBE Participation 3.5 Project Coordination: Liaison with City, construction contractor, engineer, utilities and property owners on a regular basis to discuss project issues and status. 3.6 Plan Interpretations: Provide technical interpretations of the drawings, specifications, and contract documents, and evaluate requested deviations from the approved design or specifications. Coordinate with City for resolution of issues involving scope, schedule, and/or budget changes. East Marginal Way KPG Supp 2 — Construction Services 5 of 9 January 22, 2013 27 EXHIBIT A -2 3.7 Weekly Meetings: Lead weekly meetings, including preparation of agenda, meeting minutes, and distribution of minutes to attendees. Outstanding issues to be tracked on a weekly basis. 3.8 Initial Schedule Review: Perform detailed schedule review of contractor provided CPM for conformance with the contract documents. 3.9 Lump Sum Breakdown: Evaluate construction contractors' Schedule of Values for lump sum items. Review the Contract Price allocations and verify that such allocations are made in accordance with the requirements of the Contract Documents. Lump Sum Breakdowns for payment each month will be calculated with detailed data per WSDOT LAG Requirements. 3.10 Monthly Pay Requests: Prepare monthly requests for payment, review with the City and contractor and approve, as permitted. Utilize City provided format for pay estimates, or Consultant format. The Utilities to provide quantities for payment for work associated with Utility Schedules. 3.11 Monthly Schedule Review: At the monthly cutoff, review contractor's updated schedule and compare with field- observed progress, as described in Section 1 -08 of the Special Provisions. In addition, perform schedule analysis on contractor provided CPM updates and review schedule for delays and impacts. Coordinate with Contractor in the development of recovery schedules, as needed, to address delays caused by either events or issues within the Contractor's control or other events or issues beyond the Contractor's control. 3.12 Certified Payroll: Process and track all certified payroll per WSDOT Highways & Local Program Requirements. This includes verifying 30% of all payrolls submitted and tracking payroll each week. Payroll and payroll logs will adhere to WSDOT LAG requirements. 3.13 Weekly Statement of Working Days: Prepare and issue weekly statement of working day report each week. 3.14 WSDOT & FHWA Reporting: Prepare and track all necessary reports per WSDOT Highways & Local Program Requirements. This will include DBE condition of award tracking throughout the project, DBE Reporting, EEO reporting, and DBE on site reviews. Periodically meet with WSDOT Highways and Local Programs staff as requested to review project status. 3.15 Subcontractor Documentation: Process / approve all required subcontractor documentation per WSDOT Highways & Local Program Requirements. Request to Sublets will be verified and logged. Certification for Federal Aid will be obtained from all subcontractors. This includes checking System Award Management System (SAMS), verifying OM/WBE, verifying business licensing, reviewing insurance documentation, verifying city business licensing, Intent to Pay Prevailing Wage and Affidavit of Wages Paid. All subcontractor documentation will be logged into WSDOT's subcontractor logs. C. SUBMITTAL/RFI PROCESSING 3.16 Submittals: Coordinate review process for shop drawings, samples, traffic control plans, test reports, and other submittals from the Contractor for compliance with the contract East Marginal Way KPG Supp 2 — Construction Services 6 of 9 January 22, 2013 28 EXHIBIT A -2 documents. Key submittals to be transmitted to the City for their review and approval. Submittals shall be logged and tracked. 3.17 Request for Information (RFI): Review and respond to RFI's. RFI's shall be logged and tracked. 3.18 Record of Materials (ROM): Utilize ROM prepared by WSDOT and update based on Special Provisions and Plans for use on the project, based on the contract specifications and WSDOT/LAG requirements. Maintain the ROM according to WSDOT Highways & Local Program Requirements. The ROM will track all of the materials delivered to the site including manufacturer /supplier, approved RAM's, QPL items, material compliance documentation, and all other required documentation. Deliverables • Submittal log • RFI Log • Completed Record of Material for Material Certification D. CHANGE MANAGEMENT 3.19 Case Log: Develop and maintain a case log which includes change orders, RFP's, Field Work Directives per Highway & Local Programs Guidelines 3.20 Change Orders: Develop change orders per Highway & Local Programs Guidelines, 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 160 hours have been included in the cost for services. Each change order will be executed in accordance with WSDOT Local Agency Guidelines and contain the following: • Change order • Independent Cost Estimate • Time Impact Analysis • Contractor's Pricing • Verbal Approval Memo • Change Order Checklist (LAG Manual) • Change Order Request Form • Back up documentation 3.21 Field Work Directives: Prepare field work directives as necessary to keep the contractor on schedule. 3.22 Force Account: Track contractor force account labor, equipment and materials. Provide payment according to WSDOT requirements. All force account calculations will be verified by the engineer and double checked by the documentation specialist per WSDOT LAG Manual. Deliverables • Change Order(s) • Case Management Log • RFI Log • Minor Change Order(s) • Force Account Records East Marginal Way KPG Supp 2 — Construction Services 7 of 9 January 22, 2013 29 EXHIBIT A -2 TASK 3 — CLOSEOUT / RECORD DRAWING SERVICES 4.1 Record Drawings: Review record drawings prepared by the Contractor, and prepare a conformed set of project record drawings based on Contractor provided information and from inspection notes. Record drawings to be verified on a monthly basis, as part of the progress payment to the Contractor. Upon project completion, contractor provided markups will be verified for completeness and supplemented with inspection information. The Consultant will prepare record drawings in AutoCAD format based on construction records provided by the Contractor. Electronic and full size mylar record drawings will be provided to the City. 4.2 Audit Oversight: Prepare for and attend post construction audit performed by WSDOT Local Programs and others. 4.3 Punchlist oversight: Provide field observation of punchlist items and attend final walk through review with City staff. 4.4 Physical Completion Letter: Following completion of all punchlist work, prepare physical completion letter to the contractor and WSDOT, and recommend that City and/or Utilities accept the project. 4.5 Project Closeout: Transfer all project documents to the City for permanent storage. • Meeting agendas and notes • Monthly Pay Estimates • WSDOT Reporting • Subcontractor Packets • Physical Completion Letter • Final Project Documents ADDITIONAL SERVICES The services described under this task, 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 performed, and basis of payment. • Produce traffic advisories and other news releases at project milestones. • Right of Entry Support: Develop a matrix of property owners that will document commitments to each property owners, property restoration, and other related impacts. Assist the City with any right of entry agreements that have not been previously secured. • 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. East Marginal Way KPG Supp 2 — Construction Services 8 of 9 January 22, 2013 30 EXHIBIT A -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. • Media Relations: Produce and distribute periodic press releases at key milestones about the project and its progress. Meet with press to help develop stories about the project. • Other activities deemed necessary by the City. III. TO BE PROVIDED BY CITY: 1. Construction office and access to copy machine. 2. Postage to be provided by the City for any mass mailings. 3. Copies of Rights of Entries and Easements acquired for the Project. East Marginal Way KPG Supp 2 — Construction Services 9 of 9 January 22, 2013 31 74 42 216 0 40 736 0 240 174 Project Name: Consultant: COST PLUS FIXED FEE Exhibit E -2 Consultant Fee Determination East Marginal Way S 81st PI to S Norfolk Street Supplement 2 - Construction Services KPG Classification. Project Manager Senior Engineer Project Engineer Design Engineer CAD Technician Construction Inspector Survey Crew Document Specialist Office Admin Total Direct Salary Cost (DSC) Overhead (145.78% x DSC) Fixed Fee (30% x DSC) Hours 1,522 Rate Cost $ 64.90 $ 4,803 $ 52.06 $ 2,187 $ 41,65 $ 8,996 $ 36.44 $ - $ 30.33 $ 1,213 $ 38.74 $ 28,513 $ 50.41 $ - $ 37.00 $ 8,880 $ 24.91 $ 4,334 Subtotal: $58,925 $85,901.11 $17,677.55 $162,503.82 REIMBURSABLES Construction Vehicle (4 months @ $750) Miscellaneous - Mileage, Repro, Field Supplies $3,000 $4,000 Subtotal: $7,000 SUBCONSULTANT COSTS Material Testing Allowance $20,000 Subtotal: $20,000 TOTAL $ 189,503.82 33 TRANSPORTATION COMMITTEE - Meeting Minutes February 10, 2014 — 5:15 p.m. — Foster Conference Room City of Tukwila Transportation Committee PRESENT Councilmembers: Allan Ekberg, Chair; Dennis Robertson, Kate Kruller Staff: David Cline, Bob Giberson, Robin Tischmak, Frank Iriarte, Gail Labanara, Cyndy Knighton, David Sorenson, Pat Brodin, Laurel Humphrey CALL TO ORDER: Committee Chair Ekberg called the meeting to order at 5:15 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Supplemental Agreement: Overlay and Repair — East Marginal Way South Staff is seeking Council approval of Supplemental Agreement No. 2 to Contract No. 13 -029 with KPG, Inc. in the amount of $189,503.82 for construction management services. Contract No. 13 -029 provided design engineering services for the Overlay and Repair — East Marginal Way South (South 81st Place to Norforlk Street) Project. Miles Resources, LLC was awarded the construction contract, and this supplemental agreement with KPG will provide construction management support. Construction is expected to begin in April 2014. The contract timeline will be extended to December 31, 2014. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 18, 2014 REGULAR CONSENT AGENDA. B. Change Orders: Tukwila Urban Center (TUC) Transit Center and Andover Park West Widening Staff is seeking Council approval of two change orders in the amount of $75,914.80 to the Utility Relocation Agreement (Contract No. 13 -121) between the City of Tukwila and Puget Sound Energy (PSE). Executed in July 2013, this agreement defined the roles and responsibilities for relocation of two underground vaults and two above ground switches in association with the TUC Transit Center and Andover Park West Widening Projects. The two switches are on Westfield property and the financial responsibility of the City. The two underground vaults straddled the right -of -way line along the Mall frontage and the relocation costs to move them are shared between Tukwila and PSE. PSE has completed the relocation of the northern vault and the two above ground switches, at a cost that exceed the original estimate due to excessive dewatering of the vaults, extensive traffic control, changes in field conditions, and additional property restoration. Tukwila's cost of the change orders combined, $75,914.80, is currently within the total project budget. Final costs for the remaining vault relocation are unknown. Any cost overruns exceeding the City responsibility of $738,400 as defined in the original agreement will be paid from the construction contingency budget. Councilmember Kruller asked if the City uses metrics for contingency planning. Staff confirmed that the goal of "on time, under budget" is usually met, but agreed to provide a spreadsheet indicating trends in award and contingency amounts. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 18, 2014 REGULAR CONSENT AGENDA. 35