HomeMy WebLinkAboutTrans 2014-05-27 Item 2D - Contract Supplement #1 - 2014 Overlay and Repair Program Construction Management with KPG IncCity of Tukwila
Jim Haggetton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Transportation Committee
FROM: Bob Giberson, Public Works Director
David Sorensen, Project Manager
DATE: May 23,2014
SUBJECT: 2014 Overlay and Repair Program
Project No. 91410401, Contract No. 13-193
Supplement No. 1 for Construction Management Services
ISSUE
Execute Supplement No. 1 with KPG, Inc. to provide Construction management services for the 2014
Overlay and Repair Program.
BACKGROUND
Five (5) engineering firms were evaluated to provide construction management services for the City's
2014 Overlay and Repair Program (see attached scoring and selection matrix). Each consulting firm
provides services with expertise in multiple engineering disciplines. All of the firms are qualified;
however KPG, Inc. possesses a knowledge and understanding of the City's program that provides
efficiency and benefits which cannot be matched at this time by any other firm. KPG, Inc. has
prepared preliminary plans for several of the project segments as part of the 2013 Overlay and Repair
Program and has also performed very well on previous City projects, including preliminary design of
the 2014 Overlay and Repair Program. The selection of a consultant to provide these services will
continue to be evaluated annually as consultant's staffing and expertise change over time.
DISCUSSION
KPG, Inc. has provided a supplement, scope of work. and fee estimate for construction management
services for the 2014 Overlay and Repair Program for $168.729.49. Construction bid opening is
scheduled for May 28, 2014.
FISCAL IMPACT
Sup No. 1 CM Budget
Construction Management Sup No. 1 $6_812149 17§;.000 Q,Q
RECOMMENDATION
Council is being asked to approve Supplement No. 1 to Contract No. 13-193 for construction
management services with KPG, Inc. for the 2014 Overlay and Repair Program in the amount of
$168,729.49 and consider this item on the Consent Agenda at the June 2, 2014 Regular Meeting.
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2014 Overlay Program — Contract for Construction Management
Services
DEA Associate:
a
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Jason
Engineering
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Y
CH2M Hill, Inc.
Paving project design/ constuction experience.
1
3
1
3
2
2
2
3
4
2
3
3
3
2
3
Current Knowledge of FHWA, State, and Tukwila Standards and Procedures
2
Environmental Experience
2
2
Experience with similar federal aid projects?
2
2
Expertise Using Federal Funds
2
2
3
3
3
Project Manager
1
1
2
5
4
Small Scale Projects
2
2
1
4
2
Utilities
2
2
3
3
3
Stormwater, Drainage, and Detention Design.
1
2
3
4
4
Plan Review
1
2
3
4
4
Contruction Inspection
1
3
3
4
4
Survey Crew In -House
2
1
4
4
2
TOTALS
19
23
31
43
37
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: 5/13/14
Selected Consultant: KPG, Inc.
Selection Justification: This firm has demonstrated relevant pavement project design
experience including exceptional familiarity with WSDOT/ FHWA standards, and a
solid DBE approach and commitment. And has performed well on previous city overlay
projects in providing design and CM services. Based on overall score KPG prevailed.
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City of Tukwila
Department of Public Works
2013 Overlay Program
10/9/2013
Vicinity Map
35
PROJECT:
DESCRIPTION:
JUSTIFICATION:
STATUS:
MAINT. IMPACT:
COMMENT:
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2014 to 2019
Annual Overlay and Repair Program Project No. 91310401
Select, design and construct asphalt and concrete pavement overlays of arterial and residential streets.
Preserve and maintain the street structure in a safe and useable state by resurfacing before failure which also
minimizes costs. Some individual sites may be coordinated with water, sewer, and surface water projects.
Each year various sections of roadway throughout the City are designed and constructed for asphalt overlay.
Reduces annual maintenance.
Ongoing project. Only one year actuals shown in first column,
FINANCIAL Through Estimated
in $000's
2012 2013 2014
2015
2016
2017
2018
2019
BEYOND TOTAL
EXPENSES
Design
194
100
100
125
125
150
150
175
175
1,294
Land (R/W)
0
Const. Mgmt.
165
175
175
175
200
200
225
225
1,540
Construction
969
1,225
1,250
1,260
1,300
1,320
1,325
1,325
9,974
TOTAL EXPENSES
1,328
100
1,500
1,550
1,560
1,650
1,670
1,725
1,725
12,808
FUND SOURCES
Awarded Grant
0
Proposed Grant
0
Mitigation Actual
0
Mitigation Expected
0
City Oper. Revenue
1,328
100
1,500
1,550
1,560
1,650
1,670
1,725
1,725
12,808
TOTAL SOURCES
1,328
100
1,500
1,550
1,560
1,650
1,670
1,725
1,725
12,808
2014 - 2019 Capital Improvement Program
15
36
SUPPLEMENTAL AGREEMENT NO. 1
AGREEMENT No. 13 -193
PROJECT No. 91410401
City of Tukwila
Public Works Department
6300 Southcenter Boulevard #100
Tukwila, WA 98188
KPG, Inc.
753 - 9th Avenue N.
Seattle, WA 98109
PROJECT: 2014 Overlay Program — Construction Services
This SUPPLEMENTAL AGREEMENT NO. 1 is to supplement the agreement entered into with KPG,
Inc. and the City of Tukwila, which was executed on the 2nd day of December, 2013.
All provisions in the basic agreement remain in effect, except as expressly modified as follows:
Article 2, Scope of Services, shall be supplemented with the following:
The Consultant agrees to provide construction services in accordance with the scope of work included as
Exhibit A.
Article 4, Payment, shall be modified as follows:
Payment for work provided by Consultant shall be made as provided on Exhibit B, attached hereto,
provided that the total amount of payment to the Consultant for this work not exceed $168,729.49 without
express written modification of the Agreement signed by the City. The new total contract shall not exceed
$288, 606.30 without express written modification of the Agreement signed by the City.
IN WITNESS WHEREOF, the parties hereto have set their hands and seals this day
of , 2014.
APPROVED: APPROVED:
CITY OF TUKWILA KPG, INC.
Jim Haggerton
Mayor
Attested:
Christy O'Flaherty, City Clerk
Nelson Davis, P.E.
Principal
37
EXHIBIT A
City of Tukwila
2014 Overlay Program
Supplement No. 1
Construction Services
Scope of Work
May 19, 2014
0
This work will provide construction services for the construction contract to complete the City of Tukwila
— 2014 Overlay Program. These services will include design support, project management,
documentation control, 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 ( "City ") construction management 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.
General Assumptions:
• The proposed project team will include a part -time project manager, one part -time
documentation control specialist, a part -time project engineer during construction activities,
one full -time inspector during construction activities when unit price work is being performed,
and sub - consultant to provide services for materials testing.. It is anticipated that full -time site
observation will be required for the entire project.
• The level of service is based on a construction project duration of approximately 60 calendar
days.
• KPG estimates a total project duration of 126 calendar days (18 weeks) including
preconstruction service, construction services, and project closeout.
• It is anticipated that the KPG will develop the Record of Materials (ROM). This scope of services
provides the management of the ROM and scheduling of required materials testing respectively.
• It is anticipated that the City will review and execute the insurance, bonds, and the Construction
Contract.
• It is anticipated that all Community Outreach will be completed by the City.
• The design engineers from KPG will be available during construction to answer questions during
construction and review RAM's, shop drawings, and answer RFI's that require a level of
engineering expertise outside of the capabilities of the Consultant.
• Services will be performed in accordance with the Contract plans & special provisions, and City
of Tukwila engineering standards.
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EXHIBIT A
II. SCOPE OF WORK
The objective and purpose of this Construction 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.
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.
Deliverables0
• MonthlOnvoicesG3bndlprogressC eportsE
TASK 2 — PRECONSTRUCTION SERVICES
2.1 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, resident engineer, inspector, and document control specialist 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, issues with utilities, unusual
conditions, Federal, State, and local requirements and any other items that will result in better
project understanding among the parties involved.
DeliverablesE
• PreconstructionlonferenceC3bgendal vithl ineetinganinutes0
TASK 3 — CONSTRUCTION SERVICES - FIELD
3.1 On -site Observation: The Consultant shall provide the services of one full time inspector
during construction activities and other tasks necessary to monitor the progress of the work.
An additional part time inspector may be incorporated as dictated by the Contractor's
approach to 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:
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EXHIBIT A
o Preparation to include mobilization, clearing and grubbing, removal of structures
o Grading, installation of drainage and storm sewer
o Erosion Control and Planting
o HMA grinding and paving
o Driveways, curb, gutter and sidewalk
o And all incidental items necessary to complete the Work as described in the Plans
and /or Specifications.
Field inspection staff will perform the following duties as a matter of their daily activities:
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.
Document all material delivered to the job site in accordance with the contract
documents.
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.
v. Interpret Contract Documents in coordination with the City and KPG.
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 the funding requirements.
x. Collect and calculate delivery tickets and salesman's daily reports of aggregate. All
tickets will be initialed with correct bid item and stationing identified (Construction
Manual 10 -2).
xi. Attend and actively participate in regular on -site weekly construction meetings.
xii. Take periodic digital photographs during the course of construction, and record
locations.
xiii. Coordinate with the City's maintenance personnel.
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EXHIBIT A
xiv. 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.
•
3.2 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.
3.3 Materials Testing: 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
determined by the resident engineer.
Assumptions:
• Consultant will provide observation services for the days /hours that the contractor's
personnel are 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.
Deliverablesi
• Daily Construction Reports with project photos — submitted on a weekly basis
• Punch List, Certificate of Substantial Completion
• Review test reports for compliance
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EXHIBIT A
TASK 4.1— CONSTRUCTION SERVICES — OFFICE
A. Document Control. Original documentation will be housed at the Consultant's office, and
filed in accordance with standard filing protocol. A copy of working files will be maintained in
the field office.
Document Control consists of:
• Final Estimate (Approving Authority File)
• Comparison of Preliminary and Final Quantities (Approving Authority File)
• Final Records (Approving Authority File)
• Record of Material Samples and Tests
• Affidavit of Wages Paid
• Release for the Protection of Property Owners and General Contractor
B. Project Coordination: Liaison with City, construction contractor, engineer, utilities and
property owners on a regular basis to discuss project issues and status.
C. 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.
D. 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.
E. Initial Schedule Review: Perform detailed schedule review of contractor provided CPM for
conformance with the contract documents.
F. 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.
G. Monthly Pay Requests: Prepare monthly requests for payment, review with the City,
contractor and approve as permitted. Utilize City provided format for pay estimates, or
Consultant format.
H. 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.
Certified Payroll: Process and track all certified payroll per State Prevailing Wage
Requirements. This includes verifying the initial payroll for compliance and 10% of all payrolls
submitted thereafter. Tracking payroll each week.
J. Weekly Statement of Working Days: Prepare and issue weekly statement of working day
report each week.
K. Subcontractor Documentation: Process / Approve all required subcontractor documentation.
Request to Sublets will be verified and logged. This includes checking System Award
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EXHIBIT A
Management System (SAMS), 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 KPG's subcontractor logs.
L. 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
provide the marked up plan sheets with both the contractors and inspectors as -built
information. Revise CAD drawings to reflect as -built conditions based on Contractor /Inspector
provided redlines.
M. Physical Completion Letter: Following completion of all punchlist work, prepare physical
completion letter to the contractor, and recommend that City and /or Utilities accept the
project.
N. Project Closeout: Transfer all project documents to the City for permanent storage.
• Schedule review comments
• As -built schedule
• Meeting agendas and notes
• Monthly Pay Estimates
• Subcontractor Packets
• Cost Projection
• Physical Completion Letter
• Final Project Documents
TASK 4.2 — SUBMITTAL /RFI PROCESSING
A. Submittals: Coordinate review process for shop drawings, samples, traffic control plans, test
reports, and other submittals from the Contractor for compliance with the contract documents.
Key submittals to be transmitted to the City for their review and approval. Submittals shall be
logged and tracked.
B. Request for Information (RFI): Review and respond to RFI's. RFI's shall be logged and tracked.
C. Record of Materials (ROM): Utilize ROM prepared by KPG and update based on Special
Provisions and Plans for use on the project, based on the contract specifications. The ROM will be
maintained by the Resident Engineer. 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.
Deliverables0
• Submittal log
• RFI Log
• Completed Record of Material for Material Certification
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EXHIBIT A
TASK 4.3 — CHANGE MANAGEMENT
A. Case Log: Develop and maintain a case log which includes change orders, RFP's, Field Work
Directives
B. Change Orders: Develop change orders and provide technical assistance to negotiate change
orders, and assist in resolution of disputes which may occur during the course of the project. Each
change order will be executed in accordance with WSDOT Standard Specifications and contain the
following:
• Change order
• Independent Cost Estimate
• Time Impact Analysis
• Contractor's Pricing
• Verbal Approval Memo
• Back up documentation
C. Field Work Directives: Prepare field work directives as necessary to keep the contractor on
schedule.
D. Minor Change Orders: Develop minor change orders per WSDOT Standard Specifications. Each
minor change order will be executed and contain the following:
• Independent Cost Estimate
• Verbal Approval Memo
• Back up documentation
E. Force Account: Track contractor force account labor, equipment and materials. All force account
calculations will be verified by the engineer and double checked by the documentation specialist.
Deliverables0
• Change Order(s)
• Case Management Log
• RFI Log
• Minor Change Order(s)
• Force Account Records
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54 20 320 0 20 440 80 136 20 0 264 148 $ 145,979.49 1
HOUR AND FEE ESTIMATE
Project: City of Tukwila
2014 Overlay Program
Construction Services
EXHIBIT B
KPG
• Architecture •
Landscape Architecture
• Civil Engineering •
Task Description
Labor Hour Estimate
Project Senior Project Design CAD Const Const Senior Senior Survey Document Office
Manager Engineer Engineer Engineer Technician Inspector Inspector Const Insp Const Insp Crew Specialist Admin
(night) (night)
$ 179.26 6 143.58 $ 123.96 S 99.45 S 86.18 6 62.05 S 74.46 $ 112.71 S 135.25 $ 139.96 $ 112.71 $ 74.24
Total Budget
Budget
1 - Management, Coordination, Administration (Estimated duration 18 weeks)
Weekly level of effort by Classification 1 0
Preconstruction Budget Estimate 18
0
0
0 I 0
0
0
0
0
2
0 0
0 0
0 0
0
0 0
2 Preconstruction Services (Estimated duration 4 weeks)
Weekly level of effort by Classification
Preconstruction Budget Estimate
36 $ 5,899.27
2
0
20
0
10 0 5
0
0 10 4
8
0
80
O 0
40 0 20
0
0
40
3 Construction Services (Estimated duration 10 weeks)
Weekly level of effort by Classification
16 $ 21,783.64I
2 I 2
20
O 0
40 2 10
2
16 8
Construction Period Budget Estimate
20 20
200
O 0
400
20
100
20
4 - Closeout/Record Dwg Services (Estimated duration 4 weeks)
0 160 80 $ 95,508.001
Weekly level of effort by Classification
2
0 1 10 0 5
10
0
16 4
Closeout / Record Dwg Budget Estimate
8 0 40 0 20
40 0 16
0
0
64 16 $ 20,802.971
Subtotal - Labor
Reimbursables & Subconsultants
Material Testing Allowance $
Construction Vehicle (3 months @ $750) $
Miscellaneous - Mileage. Repro, Field Supplies $
17500.00
2,250.00
3.000.00
Subtotal - Reimbursables
$ 22,750.00
Total Project Budget
$ 168,729.49
5/20/2014
Project Cost Estimate
Special Inspection and QA Testing
Tukwila 2014 Overlay Program
Tukwila, Washington
Prepared For: Nathan Monroe with KPG
HWA GEOSCIENCES INC.
HWA Ref:
Date:
Revised:
Prepared By:
2014- P088 -23
16- May -14
SB
PROPOSED WORK SCOPE:
This cost estimate was prepared from a set of drawings and specifications obtained from Client
HWA proposed services will consist of field inspection and testing, including:
1. Sampling and Laboratory testing of compacted aggregates (Gravel Borrow, CSTC).
2. Inspection and compaction testing of Gravel Borrow and CSTC.
3. Sampling bitumen oil and aggregates at HMA plant to establish Oven Correction Factor.
4. Inspection and testing of HMA placement and compaction.
5. Sampling of HMA mix at the Plant, laboratory testing for theoretical Rice Density, bitumen content and gradation.
6. Written field reports will be prepared for all inspections and reviewed for QC.
Not included in HWA work scope:
Assessment of safety or environmental issues.
ESTIMATED HWA LABOR:
WORK TASK
DESCRIPTION
2014 PERSONNEL & HOURLY RATES
TOTAL
AMOUNT
Principal
$190.00
Proj Mgr
$160.00
Inspector
$80.00
Clerical
$71.00
TOTAL
HOURS
Soils Inspection and Testing, including:
Sampling CSTC and Gravel Borrow for laboratory testing
6
6
$480
Compaction testing of Gravel Borrow and CSTC
24
24
$1,920
Asphalt Inspection and Testing, including:
Sampling of Cold Feed and Oil at the HMA batch plant
4
4
$320
Sampling of HMA from Batch Plant
28
28
$2,240
Monitoring and Testing during Placement of HMA
60
60
$4,800
Project Management, QA Review and Reporting
4
16
2
22
$3,462
TOTAL LABOR:
4
16
122
2
144
$13,222
2014- P088 -23 Tukwila 2014 overlay Program 1 of 2
HWA GeoSciences Inc.
LABORATORY TESTING ESTIMATE:
LABORATORY TEST
Est. No.
Tests
Unit Test
Cost
Total
Cost
Laboratory acceptance testing of CSTC
1
$215
$215
Laboratory acceptance testing of Gravel Borrow
1
$175
$175
Proctors on compacted Materials
2
$200
$400
HMA ignition oven correction factor
3
$90
$270
HMA testing for Rice, extraction and grading
7
$235
$1,645
LABORATORY TOTAL:
$2,705
ESTIMATED DIRECT EXPENSES:
Mileage IRS Rate
$300
Mileage for sampling aggregates and I-IMA at sources
$300
Nuclear Gauge Rental @ $30 /day
$240
TOTAL DIRECT EXPENSES:
$840
ESTIMATED PROJECT TOTALS AND SUMMARY:
Total labor cost
$13,222
Laboratory testing
$2,705
Direct expenses
_ $840
ESTIMATED TOTAL:
$16,767
Assumptions:
1. These estimates may require adjustment due to the Contractor's rate of construction, weather delays, night work and /or other factors
beyond our control.
2. The HWA PM reserves the right to shift hours between the various subtasks as required.
3. All night work is charged at 8 hour minimum segment and at additional 15% over normal charge out rate.
2014- P088 -23 Tukwila 2014 overlay Program
2 of 2 HWA GeoSciences Inc.