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HomeMy WebLinkAboutTrans 2014-07-14 Item 2A - Contract Supplement #2 - Thorndyke Safe Routes to School Construction Management with KPG IncTO: City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM Mayor Haggerton Transportation Committee FROM: Bob Giberson, Public Works Director BY: Grant Griffin, Senior Program Manager DATE: July 11, 2014 SUBJECT: Thorndyke Safe Routes to School Project Project No. 91210302, Contract No. 13- 160(b) Supplemental Agreement No. 2 with KPG, Inc. ISSUE Approve Supplemental Agreement No. 2 to consultant Contract No. 13 -160 with KPG, Inc. for construction management (CM) services. BACKGROUND Base Contract No. 13 -060 with KPG provided design services for the Thorndyke Safe Routes to School Project. Council awarded the construction contract to Road Construction Northwest, Inc. on June 23, 2014 for the residential improvements to S 150th St between Tukwila International Blvd and 42nd Ave S. KPG's Supplemental Agreement No. 2 will provide construction management (CM) support during the construction phase. Construction is anticipated to begin in July. 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 $136,894.64 is reasonable for the size and scope of the Thorndyke is project. With Supplement No. 2, the total contract amount for design and construction management will be $211,842.45. An in -house Project Inspector has been assigned to work with the Consultant and Project Manager to successfully complete this residential street project. Contracts 2014 Budget Construction Bid Amount $1,136,256.00 $567,000.00 Contingency (10 %) 113,625.60 0.00 Construction Mgmt KPG 136,894.64 55,000.00 City In -house CM Staff 63,105.36 Annual Overlay Program 300,000.00 Interurban Ave S Budget Balance 295,000.00 Annual Small Drainage 270,000.00 Total $1,449,881.60 $1,487,000.00 RECOMMENDATION Council is being asked to approve Supplemental Agreement No. 2 to Contract No. 13 -160 for construction management services with KPG, Inc. in the amount of $136,894.64 for the Thorndyke Safe Routes to School Project and consider this item on the Consent Agenda at the July 21, 2014 Regular Meeting. Attachments: Consultant Selection Sheet Proposed 2015 CIP, page 4 Consultant Agreement W: \PW Eng \ PROJECTS \A- RW & RS Projects \Safe Routes to School - Thorndyke (91210302) \CN Management \Info Memo Thorndyke CN Mgmnt KPG.doc 1 Thorndyke Safe Routes to School (91210302) Construction Management Consultant Selection Matrix (MSRC Statement of Qualifications and Telephone Interviews) Associates 'acific Anchor QEA, LLC 0 c a Y Paving project design and construction experience. 4 4 2 4 Current Knowledge of FHWA, State, and Tukwila Standards and Procedures 4 4 4 5 Environmental Experience 3 3 5 4 Experience with similar federal aid projects in Tukwila 3 5 5 5 Expertise Using Federal Funds 4 4 4 4 Small Scale Projects 4 4 1 5 Experience with WSDOT Project Management Reviews (Phone) 4 5 5 4 TOTALS 26 29 26 31 For each category, highest score is 5 (with the lowest 1) Consultant with the highest score is ranked the best. Staff: Grant Griffin Selection Date: 6/17/14 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. This scoring was based on information included in the firm's Statement of Qualification included in the MRSC Roster as well a telephone conversation to obtain specific information not generally included online. CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2015 to 2020 PROJECT: Thorndyke Safe Routes to School Project No. 91210302 DESCRIPTION: Construction of roadway improvements and new sidewalk on the north side of S 150th St between Tukwila International Blvd and 42nd Ave S. Also a new crosswalk on S 150th St in front of Thorndyke Elementary. JUSTIFICATION: Enhance safety for students walking and biking to Thorndyke Elementary and encourages alternate transportation choices. STATUS: This route is one of the high priority missing sidewalk areas prioritized as part of Walk and Roll Plan. MAINT. IMPACT: Negligible. COMMENT: WSDOT Safe Routes to School Federal grant for $457K. Surface water on S 150th St is also programmed for $270k (see SDP on page 82). Education, enforcement, and encouragement are included as part of the Safe Routes to School grant requirements and $57k is programmed in 2015. FINANCIAL Through Estimated (in $000's) 2013 2014 2015 2016 2017 2018 2019 2020 BEYOND TOTAL EXPENSES Design 27 49 57 133 Land(R/W) 0 Const . Mgmt. 200 200 Construction 1,250 980 TOTAL EXPENSES 27 1,229 57 0 0 0 0 0 0 1,313 FUND SOURCES Awarded Grant 22 384 51 457 Proposed Grant 0 Surface Water 270 0 Mitigation Expected 0 City Oper. Revenue 5 845 6 0 0 0 0 0 0 856 TOTAL SOURCES 27 1,229 57 0 0 0 0 0 0 1,313 2015 - 2020 Capital Improvement Program 4 3 Vaislikigitan Stole TI/ Deperbitent Transportallon Supplemental Agreement Number 2 Organization and Address KPG, Inc. 753 9th Avenue N Seattle, WA 98109 Phone: Original Agreement Number 13 -160 Project Number 91210302 / SRTS- 1320(003) Execution Date 10/10/2013 Completion Date 12/31/2014 Project Title Thorndyke Elementary Safe Routes to School New Maximum Amount Payable $ 211,842.45 Description of Work Provide construction engineering and documentation support to City project manager and inspector for pre- construction, construction and closeout activities. The Local Agency of City of Tukwila desires to supplement the agreement entered into with KPG, Inc. and executed on 10/10/2013 and identified as Agreement No. 13 -160 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: Provide construction support services in accordance with Fxhihit A -2 11 Section IV, TIME FOR BEGINNING AND COMPLETION, is amended to change the number of calendar days for completion of the work to read: No rhang in time for rnmpletinn 111 Section V, PAYMENT, shall be amended as follows: Payment shall he in accordance with Exhibit F -2, attached hereto, provided that the total amount of payment to the Conultant for this work not exceed $136.894.64 without written modification to the agreement by the City. 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: Nelson Davis Principal By: DOT Form 140 -063 EF Revised 9/2005 Consultant Signature Approving Authority Signature Date 4 EXHIBIT A -2 City of Tukwila Thorndyke Elementary Safe Routes to School SCOPE OF WORK July 8, 2014 Supplement No. 2 Construction Services This work will be to provide construction services for the construction contract to complete the Thorndyke Elementary Safe Routes to School Project (hereinafter called "Project "). These services will include project management, materials testing, and construction documentation during the construction of the project, as detailed below. KPG ( "Consultant ") will provide assistance to the City of Tukwila, Washington ( "City ") staff assigned to the project to provided construction services as described below: I. INTRODUCTION The following scope of services and associated costs are based upon the assumptions outlined below. Assumptions: • The City will provide project management and full time inspection for construction management of the Thorndyke Elementary School Safe Routes to School project. • The Consultant shall support the City project manager and inspector by providing construction engineering services (submittal reviews, RFI's, etc.), preconstruction services, running weekly construction meetings, pay estimate assistance, and setup and review of project files in accordance with LAG Manual requirements for FHWA funded projects. The proposed consultant project team will include a part -time resident engineer (1.5 day /week average), a part -time documentation specialist (1.5 day /week average), design team engineering support 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 100 calendar days for construction. • Services will be performed in accordance with the Local Agency Guidelines (LAG) and the WSDOT Construction Manual. Project Objectives The objective and purpose of this Construction Services Agreement is for the Consultant to assist City staff to successfully deliver the construction of the Project by ensuring 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. Thorndyke SRTS KPG Supp 2 - Construction Services 1 of 7 July 8, 2014 5 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 Prepare the Record of Materials (ROM): The Consultant shall prepare the ROM to aid consultant, City and Contractor staff to track material submittals and testing throughout the project. 2.2 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. 2.3 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. 2.4 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. 2.5 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 • Record of Materials (ROM) • Preconstruction conference agenda with meeting minutes Thorndyke SRTS KPG Supp 2 - Construction Services 2 of 7 July 8, 2014 6 EXHIBIT A -2 TASK 3 — CONSTRUCTION SERVICES A. FIELD SERVICES 3.1 City 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. ii. Observe material, workmanship, and construction areas for compliance with the Contract Documents and applicable codes, and notify construction contractor of noncompliance. 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. 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. vi. Establish communications with adjacent property owners. Respond to questions from property owners and the general public. vii. Coordinate with permit holders on the Project to monitor compliance with approved permits, if applicable. viii. Prepare field records and documents to help assure the Project is administered in accordance with funding agency requirements (Construction Manual 10- 2.1B). The inspector will provide measurement and payment information to the consultant for development of monthly pay estimates. ix. Collect and calculate delivery tickets and scalesman's daily reports of aggregate. All tickets will be initialed with correct bid item and stationing identified. x. Attend and actively participate in regular on -site meetings. xi. Take periodic digital photographs during the course of construction. xii. Coordinate with the City's maintenance personnel. xiii. Conduct wage rate interviews and DBE interviews in accordance with the LAG Manual. The Consultant shall support the City field inspector as follows: i. Provide periodic site visits to respond to questions or unanticipated conditions. Advise the City of any non - conforming work observed during site visits. ii. Interpret Contract Documents in coordination with City. 3.2 Materials Testing: Provide materials testing sub - consultants for construction services, who will provide materials testing services as required, up to $20,000. The City inspector shall coordinate the work of the materials testing technicians and testing laboratories in the observation and testing of materials used in the construction. The Consultant shall document and evaluate results of Thorndyke SRTS KPG Supp 2 - Construction Services 3 of 7 July 8, 2014 7 EXHIBIT A -2 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 2014. Assumptions: It is assumed that day to day coordination of testing services will be by the City inspector. The Consultant shall assist with evaluation of any deficiencies noted. 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 • 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 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. 3.6 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. 3.7 Initial Schedule Review: Perform detailed schedule review of contractor provided CPM for conformance with the contract documents. 3.8 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. Thorndyke SRTS KPG Supp 2 - Construction Services 4 of 7 July 8, 2014 8 EXHIBIT A -2 3.9 Monthly Pay Requests: Assist City with 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. 3.10 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. 3.11 Weekly Statement of Working Days: Prepare and issue weekly statement of working day report each week. 3.12 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. 3.13 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 3.14 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. 3.15 Request for Information (RFI): Review and respond to RFI's. RFI's shall be logged and tracked. 3.16 Record of Materials (ROM): With assistance from the inspector, utilize and 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 Thorndyke SRTS KPG Supp 2 - Construction Services 5 of 7 July 8, 2014 9 EXHIBIT A -2 3.17 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 40 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 3.18 Field Work Directives: Prepare field work directives as necessary to keep the contractor on schedule. 3.19 Force Account: The inspector will 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 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: Attend final walk through review with City staff. Field observation of punchlist items will be by the City. 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. Thorndyke SRTS KPG Supp 2 - Construction Services 6 of 7 July 8, 2014 10 EXHIBIT A -2 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. • Field inspection services. • 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. • 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. Thorndyke SRTS KPG Supp 2 - Construction Services 7 of 7 July 8, 2014 11 Exhibit E -2 Consultant Fee Determination Project Name: Thorndyke Elementary Safe Routes to Supplement 2 - Construction Services Consultant: COST PLUS FIXED FEE KPG Classification Hours Rate Cost Project Manager 76 $ 64.90 $ 4,932 Senior Engineer 44 $ 52.06 $ 2,291 Project Engineer 300 $ 41.65 $ 12,494 Design Engineer 192 $ 36.44 $ 6,996 CAD Technician 48 $ 30.33 $ 1,456 Construction Inspector 0 $ 38.74 $ Survey Crew 0 $ 50.41 $ - Document Specialist 212 $ 37.00 $ 7,844 Office Admin 154 $ 24.91 $ 3,835 Total Direct Salary Cost (DSC) Overhead (145.78% x DSC) Fixed Fee (30% x DSC) REIMBURSABLES 1,026 $39,849 $58,091.38 $11,954.60 Subtotal: $109,894.64 Construction Vehicle (4 months @ $750) Miscellaneous - Mileage, Repro, Field Supplies SUBCONSULTANT COSTS 'Material Testing / Geotechnical Allowance Subtotal: $3,000 $4,000 $7,000 $20,000 Subtotal: $20,000 TOTAL $ 136,894.64 12