HomeMy WebLinkAboutSpecial 2014-06-23 Item 2D - Contract Supplement #3 - Commerical Business District Sanitary Sewer Rehabilitation with RH2 Engineering for $63,124COUNCIL AGENDA SYNOPSIS
Meeting Date
Prepared by
Mayor's review,/
Council review
06/23/14
..„ BG
Z Motion
Mtg Date 06/23/14
E Resolution
Mtg Date
0 Ordinance
Alts Date
• Bid
Award
0 Public Hearing
A Itg Date
0 Other
illtg Date
A N Date
SPONSOR E Council fl Mayor 111 HR 0 DCD E Finance Fire IT E P&R 1I Pala' P117/
SPONSOR'S RH2 Engineering was selected to design the CBD Sanitary Sewer Rehabilitation Project
SUMMARY with Contract No 13-076. With the Andover Park W sewer break in March 2013, RH2
added Supplement No. 1 and 2 for additional design of the repair. On 4/14/14, one bid
was received and was rejected by Council as it was over budget. Supplement No. 3 will
split the bid package for the repair and another for sliplining. Council is being asked to
approve Supplemental Agreement No. 3 with RH2 Engineering in the amount of
REVIEWED BY E COW Mtg. D CA&P Cmte E F&S Cmte 0 Transportation Cmte
Z Utilities Cmte 11 Arts Comm. El Parks Comm. Ell Planning Comm.
DATE: 06/16/14 COMMITTEE CHAIR: KATE KRULLER
RECOMMENDATIONS:
SPONSOR/ADMIN.
CommITTFE
Public Works Department
Unanimous Approval; Forward to C.O.W & Special Consent
ITEM INFORMATION
ITEM No.
4.E.
Spec 2.D.
103
STAFF SP( NSOR: BOB GIBERSON
ORIGINAL AGENDA DATE: 06/23/14
AciENDA ITEm Tril,F, Commercial Business District (CBD) Sanitary Sewer Rehabilitation Project
Approve Supplement No. 3 to Contract No. 13-076 with RH2 Engineering
CATEGoRY E Discussion
1111g Date
Z Motion
Mtg Date 06/23/14
E Resolution
Mtg Date
0 Ordinance
Alts Date
• Bid
Award
0 Public Hearing
A Itg Date
0 Other
illtg Date
A N Date
SPONSOR E Council fl Mayor 111 HR 0 DCD E Finance Fire IT E P&R 1I Pala' P117/
SPONSOR'S RH2 Engineering was selected to design the CBD Sanitary Sewer Rehabilitation Project
SUMMARY with Contract No 13-076. With the Andover Park W sewer break in March 2013, RH2
added Supplement No. 1 and 2 for additional design of the repair. On 4/14/14, one bid
was received and was rejected by Council as it was over budget. Supplement No. 3 will
split the bid package for the repair and another for sliplining. Council is being asked to
approve Supplemental Agreement No. 3 with RH2 Engineering in the amount of
REVIEWED BY E COW Mtg. D CA&P Cmte E F&S Cmte 0 Transportation Cmte
Z Utilities Cmte 11 Arts Comm. El Parks Comm. Ell Planning Comm.
DATE: 06/16/14 COMMITTEE CHAIR: KATE KRULLER
RECOMMENDATIONS:
SPONSOR/ADMIN.
CommITTFE
Public Works Department
Unanimous Approval; Forward to C.O.W & Special Consent
COST IMPACT / FUND SOURCE
EXPI :INDITU RI REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$63,124.00 $290,000.00 $0.00
Fund Source: 402 SEWER FUND (PAGE 73, 2014 CIP)
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
06/23/14
MTG. DATE
ATTACHMENTS
06/23/14
Informational Memorandum dated 06/13/14
2014 CIP, page 73
Supplemental Agreement No. 3 to Contract No. 13-076
Minutes from the Utilities Committee meeting of 06/16/14.
103
104
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Utilities Committee
FROM: Bob Giberson, Public Works Director
BY: Mike Cusick, Senior Engineer
DATE: June 13.2014
SUBJECT: CBD Sanitary Sewer Rehabilitation Project
Project No. 91140203, Contract No. 13-076
Supplemental Agreement No. 3
ISSUE
Approve Supplemental Agreement # 3 with RH2 Engineering (RH2) for design of the replacement sanitary sewer line between
Andover Park East and Andover Park West.
BACKGROUND
On March 11, 2013, City staff received a call from a business owner on Andover Park East (APE) reporting sewage coming up in
his parking lot. City staff discovered that the 12-inch pipe between APE and Andover Park West (APW) was full of sewage and
not flowing. Maintenance staff then tried jetting the sewer line and the jet head was only able to go out approximately 150 feet of
the 430 foot sewer line, indicating a major break in the sewer pipe and that it has caved in.
On March 12, 2013, staff noted gravel in the downstream manhole and determined that the sewer pipe had, in fact, collapsed
and a sink hole had formed west of the railroad tracks. This portion of sewer line was known to have a sag and cannot be
videoed due to the pipe being full of water. A temporary rental pump has been installed to bridge the railroad tracks and the
plugged sewer line.
In February 2011, this section of sewer pipe failed just east of APW, resulting in a major excavation for repair of the sewer and
water lines, In 2012 the City of Tukwila received a Public Works Trust Fund Loan for relining of sewer pipes in this portion of the
CBD for 2013. The new failure is about 150 feet east of the failure which occurred in 2011.
DISCUSSION
On April 14, 2014 the City received only one bid for the CBD Sanitary Sewer Rehabilitation Project. The bid was rejected by the
Council on May 19, 2014 for being over budget. Supplement No. 2 directed RH2 to revise the plan set to repair only the
collapsed sewer line west of the Union Pacific Railroad tracks, reline 2,440 feet of sewer line and install a manhole south of
Strander Blvd In APE. The City has now directed RH2 to split the project into 2 bid packages. The first project is for repair of the
collapsed line west of the railroad tracks and installation of a manhole in APE. The second project is for relining of the sewer line
between APE and APW, and the first 600 feet of pipe south of Strander Blvd. in APE. These 2 segments of sewer pipe have the
highest risk of collapse and greatest need of relining. The remaining scope of work included in the Public Works Trust Fund Loan
will be accomplished using funds from the 2015 CIP.
FINANCIAL IMPACT
Supplement No. 3 with RH2 is proposed in the amount of $63,124.00. The additional funds required to complete the engineering
will be from the 2014 Construction Management Budget for the CBD Sanitary Sewer Rehabilitation project.
RH2 Origina Contract
SupplementNn.1
Supplement No. 2
Supplement No. 3
Total
Contract
$ 79.077.00
30,064.00
59,070.00
63,124.00
2013 & 2014 Design
2013 & 2014 CM
Budget
$ 180,000.00
110,000.00
0.00
0.00
RECOMMENDATION
Council is being asked to approve Supplemental Agreement No. 3 with RH2 in the amount of $63,124.00 for the CBD Sanitary
Sewer Rehabilitation Project and consider this item at the June 23, 2014 Committee of the Whole and on the Consent Agenda at
the subsequent Special Meeting that same night.
Attachments: Supplemental Agreement #3
w:IPnEngTRuJEnmwxw Projects CBo Sewer Rehabilitation (91140203)1DesigrAInfo Memo Supp Ag #306-13-14 gl.doc
106
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2014 to 2019
PROJECT: CBD Sanitary Sewer Rehabilitation Project No 91140203
The asbestos coricrete pipe in the CBD (commercial business district) is approximately 45 years old and
DESCRIPTION:
becoming soft SIip lining the pipe will reinforce the strength with Iittle 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
JUSTIFICATION:
last five years we have had two major pipe failures on Andover Park West.
STATUS: A Public Works Trust Fund loan was successfully obtained in 2012 for construction.
MA|NT IMPACT: 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
COMMENT: sewer under the railroad tracks.
FINANCIAL Through Estimated
•
2017
2018
2019
BEYOND TOTAL
p'°"""~,
EXPENSES
~~'^
---
--• .
-- -
Design
160
20
20
20
20
80
320
Lend(R«V)
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
O
PVVTRPmposedPVVTF
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 /mprovement Program
73
108
ORIGINAL I PAGE NO I OF PAGES
SUPPLEMENTAL AGREEMENT NUMBER 3 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:
Task 1— Design Revisions and Modification of Plans and Specifications to Rebid
Project as Two Separate Contracts
Objective: Revise plans to modify original concept of open- cutting railroad easement to that of
point repair with lining. Separate existing single set of plans and specifications into two projects
for construction.
Approach:
1.1 Revise plans and specifications, and incorporate edits from City staff to modify plans from
original design concept. Modify cover sheets, sheet indices, sheet numbering, and drawing
notes to segregate Schedules A (APW repair), B (APE manhole insertion), and D
(restoration of seven manholes), from Schedule C (CIPP work).
1.2 Create two (2) project manuals (including bid forms, construction contract, and technical
specifications) to separate Schedules A/B/D from Schedule C as described above. Submit
90- percent, 95- percent, and final copies to the City for review, and incorporate City edits
following each iteration.
1.3 Perform internal QA/QC check on final draft and update project cost estimates. Perform
additional revisions to plans and specifications per City preferences.
1.4 Conduct one (1) design review meeting with City prior to the bid advertisement to discuss
modifications.
RH2 Deliverables:
• 90- percent, 95- percent, and Final Plans and Specifications for both projects provided in
PDF format and delivered to City via FTP site.
109
ORIGINAL I PAGE Ma OF PAGES
Task 2 — Services During Bidding
Objective: Assist the City and project bidders during bidding phase.
Approach:
2.1 Convert bid packages to PDF format preferred by Builders Exchange of Washington
(BXWA) and upload to BXWA's website.
2.2 Respond to questions from bidders and City during the bidding phases via phone and email.
2.3 Prepare up to one (1) addendum per project to modify bid documents and to provide
clarification, if needed.
Assumptions: Because the project documents will be uploaded to BXWA, it is assumed that no
hard copies of bid sets will be provided to bidders.
R112 Deliverables:
• Preparation of up to two (2) addenda.
• Responses to technical questions.
Task 3 — Services During Construction
Objective: Assist the City with technical efforts during the construction phases for two projects.
Approach:
3.1 Pre - construction conference: Prepare a meeting agenda with the City and schedule a
preconstruction conference with the contractor, utilities, and adjacent property owners.
Assist the City in conducting the meeting, and prepare and circulate meeting minutes.
3.2 Submittal review: Review contractor- provided submittals and provide written response. It
is assumed that Shannon and Wilson will review the submittals for Schedule A trench
shoring and dewatering. RH2 will review shoring and dewatering submittals for Schedule
B.
3.3 Pay request processing: Coordinate with the City's inspectors via email or telephone to
review bid -item quantities being requested for payment by the contractor. Prepare the pay
requests for signature by the contractor and City. The pay requests will include tabulation
of the total amount previously paid to the contractor, the amount currently being requested,
and the total expended at the time of the pay request. It is assumed that three (3) pay
requests will be required, and that RH2 's assistance with change order negotiation and
preparation will be paid on a time and expense basis.
3.4 General consultation and construction coordination meetings: Assist City with
interpretations to plans and specifications via phone or email. Attend one (1) construction
coordination meeting at Tukwila City Hall. It is assumed that RH2 will assist the City up
to the number of hours shown in the fee estimate.
110
ORIGINAL ? PAGE NO .3 OF C2 PAGES
3.5 Part-time on -site construction observation: Perform construction observation as requested
by the City. It is assumed that RH2 will observe up to the number of hours shown in the fee
estimate. Prepare written construction observation reports for the times that RH2 is in the
field and email reports to the City in PDF format.
3.6 Perform final walkthrough with City and contractor, and help generate punch -list items.
Revise punch -list if needed after contractor addresses initial list items.
Assumptions: It is assumed that the City will conduct and lead on -site construction observation
duties. It is further assumed that Shannon and Wilson will provide an on -site representative
during the excavation activities of Schedule A near the Union Pacific Railroad easement.
Shannon and Wilson will review the submittals for shoring and dewatering and perform periodic
groundwater and vibration tests to review the contractor's measurements.
RH2 Deliverables:
• Participation in pre - construction conference.
• Pre - construction meeting agenda and minutes.
• Written submittal responses transmitted via email.
• Pay request processing and change order negotiation.
• Construction observation reports in PDF format.
• Punch -list preparation including one revision of punch -list following contractor's first
attempt to address items on list.
Participation or Information Needed from City:
• Attendance at pre - construction conference.
• Verification of pay - request quantities.
• Construction observation.
• Procurement of consultants for:
o Geotechnical and hydrogeologic review of dewatering plan review for Schedule A
(Shannon and Wilson).
o Structure position monitoring measurements.
o Trench backfill compaction testing.
o Asphalt compaction testing.
• Notification of construction events and dates RH2 is requested to be on -site.
• Review of punch -list prior to submittal to contractor.
Task 4 — Project Management
Objective: Coordinate with City staff; monitor scope, budget, and schedule; review and issue
invoices; and maintain project files and records.
Approach:
4.1 Coordinate with City staff on schedule, progress, and technical questions.
111
ORIGINAL I PAGE NO 4 OF lP PAGES
4.2 Prepare invoices. Review for consistency and monitor budget spent. Provide monthly status
updates.
4.3 Maintain project records and project files.
1. Time for Performance, is amended to the completion date of work until January 31,
2015.
2. 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 $63,124.00. The total
amount for the Consultant for this contract shall not exceed $232,235.00
without express written modification of the Agreement signed by the
City.
DATED this
day of , 2014.
CITY OF TUKWILA CONS ANT
Jim Haggerton, Mayor
112
By:
Printed Name: Richard H. Harbert
Title: Chief Executive Officer
EXHIBIT B
City of Tukwila
Supplemental Agreement No. 3 to Contract No. 13 -076
2013 Central Business District Sewer Rehabilitation SDB and SDC
Estimate of Time and Expense
Task 1 DESIGN REVISIONS AND MODIFICATIONS OF PLANS AND SPECIFICATIONS TO RE -B1D PROJECT AS TWO SEPARATE CONTRACTS
Description
Ho�un
TotalLabar
Subconsultant
Total Expense
Total Cost
Classification
Task 1 DESIGN REVISIONS AND MODIFICATIONS OF PLANS AND SPECIFICATIONS TO RE -B1D PROJECT AS TWO SEPARATE CONTRACTS
SERVICES DURING BIDDING PHASE
1.1 Revise plans and specifications to segregate Schedules
35
$ 5,591
4,766
$ -
$ -
$ 567
$ 439
$ 6,158
$ 5,205
1.2 Create two protect manuals of separate Schedules A /B /D from Schedule C, prepare 90% 95 %, and final copies, Incorporate City edit
28
1.3 Perform Internal QA /QC of plans and specifications and Incorporate City edits; update project cost estimates
68
22
$ 11,117
$ 3,486
-
$ -
$ 1,442
$ 606
$ 12,559
5 4,092
1.4 Conduct one final design meeting with City staff prior to bld advertlsemeni
Subtotal
153
$ 24,960
$ -
$ 3,053
$ 28,013
Task 2
SERVICES DURING BIDDING PHASE
3.1 Prepare for and attend two pre - construction conferences
23
$ 3,813
2.1
Convert bid packages to PDF format for uploading to BXWA
$ 4,512
9
28
1,364
5 -
$ 60
1,424
2.2
Respond to contractor and City questions during bidding phases
$ 1,671
10
$
1,834
$ -
$ 72
$ .1,906
2.3
Prepare addenda
4,910
12
$
1,879
$ -
$ 73
$ 1,952
3.6 Perform final walkthrough with City and contractor, revise punch -list
7
Subtotal
31
$
5,077
$ -
$ 205
$ 5,282
Task 3 SERVICES DURING CONSTRUCTION
PROJECT MANAGEMENT
3.1 Prepare for and attend two pre - construction conferences
23
$ 3,813
$
699
$ 4,512
32 Perform submittal review
28
4,886
$ -
Sc
$ 128
$ 5,014
3.3 Process pay requests
10
$ 1,671
$
�S 46
$ 1,717
3.4 Provide general consultation and attend 1 construction coordination meetini
28
$ 4,789
_
$
$ 121
4,910
3.5 Perform construction observation as requested by the CIty
32
$ 5,765
-
$ 327
$ 6,092
3.6 Perform final walkthrough with City and contractor, revise punch -list
7
$ 1,214
$ -
$ 88
$ 1,302
Subtotal
128
$ 22,138
$ -
$ 1,408
$ 23,546
Task 4
PROJECT MANAGEMENT
4.1
Coordinate with City staff on schedule, progress and technical Issues
24
4,389
$ -
$ 170
$ 4,559
4.2
Prepare invoices and monitor project budget
3
1
611
42
$ 653
4.3
Maintain project files
7
1,019
-
51
$ 1,070
Subtotal
34
$
6,019
$ -
$ 264
$ 6,283
Supplemental Agreement No. 3 Total
346 I $
58,194 1 $
$ 4,930 $
63,124
J: IDatmtTUM1113 -0581ControchSuppAgml No. 3 FEE_CBD Relwbltnllon 508 and SDC JH 5.21 -14 ed0.daa
0/102014 8:35 AM
PAGE N PAGES
EXHIBIT C
RII2 Engineering, Inc.
SCHEDULE OF RATES AND CHARGES
2014 HOURLY RATES
CLASSIFICATION
RATE CLASSIFICATION
RATE
Professional IX 5209.00 Technician IV
Plofessional VIII 5209.00 Technician III 5127.00
Professional VII 5201.00 Technician II 595.00
Technician 1 590.00
Professional VI 5186.00
Professional V 5177.00 Administrative V 5126.00
Professional W 5167.00 Administrative IV 5105.00
Administrative 111 591.00
Professional III 5157.00 Administrative 11 575.00
Professional 11 5)47.00 I 563.00
Professional - 5135.00
IN-ROUSE SERVICES
Irihouse copies (cich)
1n-house copies (each)
In-house copies (each)
In-house copies (color) (each)
In-house copies (co)or) (each)
1n-house copies (color) (each)
. " X 11"
8.5" X 14"
11X 17"
8.5" X 11"
8.5" X 14"
11 X IT
50.09
50.14
50.20
50.90
51.20
52.00
CAD Plots
CAD Plots
CAD Plots
CAD System
GIS System
Technology Charge
Mileage
ge
Full Sag
Half Size
Per Hour
Per Hour
5
OUTSIDE SERVICES
Outside direct costs for permit fees, reports, maps, data, reprographics, couriers, postage, and non-mileage related travel expenses that are necessary for
the execution of the project and are not specifically identified elsewhere in the contract will be invoiced at cost_
All Subconsullant services art billed at cost plus 15%.
CHANGES IN RATES
Rates listed here arc adjusted annually. The currant hedule of rates and charges is used for billing puiposes. Payment for work
accomplished shall be based an the houdy rates and expenses in effect at the time of billing as stated in this Exhibit.
V trt, /141
114
1 •Aldi.TIVII I 34$.ConasaurrApecN, 3.171.011111tdatiks. *A SM.,.
Utilities Committee Minutes June 16, 2014 Page 2
UNANIMOUS
a result of favorable bids in other projects. The total 2014 budget is $1,487,000.00.
APPROVAL. FORWARD TO JUNE 23 , 2014 COMMITTEE OF THE WHOLE AND SPECIAL
CONSENT AGEND A.
D.
Supplemental Agreement: Central Business District Sanitary Sewer Rehabilitation Project
Staff is seeking Council approval of Supplemental Agreement No. 3 with RH2 Engineers in the
amount of $63,124.00 for the CBD Sanitary Sewer Rehabilitation Project. This supplement would
authorize RH2 to prepare two separate bid packages that would 1) design a repair for the failed
sanitary sewer line between Andover Park East and Andover Park West, and 2) design a
rehabilitation project to slip line sanitary sewer lines within CBD. These items were both included
in one bid package earlier this year, and the only bid received was rejected by Council for being
significantly over budget. Staff believes that separating the project into these two components will
bring forward more favorable bids. If approved, Supplement No. 3 will bring the total contract to
$23 2,235.00. Additional funds are available from the construction management budget.
UNANIMOUS APPROVAL. FORWARD TO JUNE 23 , 2014 COMMITTEE OF THE WHOLE AND
SPECIAL MEETING CONSENT AGENDA.
III. MISCELLANEOUS
Meeting adjourned at 5:32 p.m.
Next meeting : Monday, July 7 , 2014 – 5:1 5 p.m. – Foster Conference Room
Committee Chair Approval
Minutes b y LH , Reviewed by GL
DRAFT