HomeMy WebLinkAboutUtilities 2014-01-21 Item 2B - Contract Supplement #2 - Commercial Business District Sanitary Sewer Rehabilitation with RH2 EngineeringCity of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: 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
W: \PW Eng \ PROJECTS \A- SW Projects \CBD Sewer Rehabilitation (91140203)\ Info Memo Supplemental Agreement 2 RRT Rev.doc
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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.
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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.
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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.
Participation or Information Needed from City:
• Review of plans and participation in meeting to present desired edits.
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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.
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
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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:
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EXHIBIT B
City of Tukwila
Supplemental Agreement No. 2 to Contract No. 13 -076
2013 Central Business District Sewer Rehabilitation
Estimate of Time and Expense
Description
Classification
Total
Hours
Total Labor
Total
Expense
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
28
$ 4,588
$ 115
$ 4,703
1.2 Prepare cost estimating and phasing for capital improvement planning
9
$ :1,544
$ 41
$ ':c1,585
1.3 Attend two (2) meetings
10
$ 1,740
$ 111
$ 1,851
Subtotal
47 -
$ 7,872
$ 267
$ 8,139
Task 2 ADDITIONAL UPRR PERMITTING EFFORT
2.1 Provide assistance to UPRR
h additional permitting questions and concerns and design mods
Sub
ota
57
9,339
953
0.292
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
,412
324
$ 1,736
Subtotal
9
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
23
3.975
788
$ 4,763
15
2,705
68
4.3 Meet with City staff to discuss construction phase monitoring
12
2,197
55
2,773
$ 2,252
Subtotal -- 50 < $
8,877 $
91
$
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
5.3 Design review meeting with City and incorporation of edits
9
9
$ 1,394
$ 145
$ 282
$ 1,539
$ 1,795
$ 1,513
Subtotal 28
4,378 $
935 $
5,313
Task 6 SERVICES DURING BIDDING
6.1 Prepare up to two (2) addenda
28
$ 4,471
6.2 Prepare and submit recommendation for award letter
8
,325
801
33
5,272
1,358
Subtotal
36
$ 5,796
834
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
34
5,997
13
10
2,090
1,872
742
$ 492
394
389
361
6,489
2,484
2,261
1,103
7.5 Attend meetings with City to present progress and receive comments
26
4,619
217
4,836
Subtotal
88
$ 15,320
$ 1,853
17,173
Supplemental Agreement No. 2 Total 315 ] 8 52,994 I $ 6,076 1 $ 59,070
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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 years 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 street will have to be excavated and the cost of the repairs will be significant. In the
last five years we have had two major pipe failures on Andover Park West.
A Public Works Trust Fund loan was successfully obtained in 2012 for construction.
Reduced maintenance and repair costs.
The limits of the 2013 project is APW to APE from Minkler Blvd to S 180th St and will now include the repair to the
sewer under the railroad tracks.
FINANCIAL Through Estimated
(in $000's)
2012 2013 2014
2015
2016
2017
2018
2019
BEYOND TOTAL
EXPENSES
Design
160
20
20
20
20
80
320
Land (RAN)
0
Const. Mgmt.
10
100
120
120
120
120
590
Construction
10
700
900
900
900
900
4,310
TOTAL EXPENSES
0
180
820
1,040
1,040
1,040
1,100
0
0
5,220
FUND SOURCES
Awarded Grant
0
PWTF /Proposed PWTF
45
705
800
1,550
Mitigation Actual
0
Mitigation Expected
0
Utility Revenue
0
135
115
1,040
1,040
1,040
300
0
0
3,670
TOTAL SOURCES
0
180
820
1,040
1,040
1,040
1,100
0
0
5,220
2014 - 2019 Capital Improvement Program
73
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