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HomeMy WebLinkAboutTrans 2016-05-02 Item 2B - Contract Supplement #1 - 2016 Overlay and Repair Program Construction Management with KPG IncSUBJECT: 2016 Overlay and Repair Program Project No. 91610401, Contract No. 15-192 Supplemental Agreement No. 1 for Construction Management Services ISSUE Execute Supplemental Agreement No. 1 with KPG, Inc. (KPG) to provide construction management services for the 2016 Overlay and Repair Program. BACKGROUND Three engineering firms were evaluated to provide construction management services for the City's 2016 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 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 has prepared preliminary plans for several various current and past city projects, including the preliminary design of the 2015 and 2016 Overlay and Repair Program. DISCUSSION KPG has provided a supplement, scope of work, and fee estimate for construction management services for the 2016 Overlay and Repair Program for $155,992.36. Construction bid opening is scheduled for May 3, 2016. la molil a I m IxTo I sup Ro. 1 C Construction Mgmnt Sup No. 1 $ 155,992.36 $ 175,000.00 RECOMMENDATION Council is being asked to approve Supplemental Agreement No. 1 to Contract No. 15-192 for construction management services with KPG, Inc. for the 2016 Overlay and Repair Program in the amount of $155,992.36 and consider this item on the Consent Agenda at the May 16, 2016 Regular Meeting. Attachments: Consultant Selection Scoring Matrix Vicinity Map Page 18, 2015 CIP Contract, Scope of Work and Fee Estimate W:\PW Eng\PROJECTS\A- RW & RS Projects\Armual Overlay & Repair Programs\2016 Overlay & Repair Program\CN ManagemedConstruction ManagementTocs to TC\Info Memo KPG CM Sup #104-29-16 gi sb.docx 5 2016 Overlay Program - Contract for Construction Management Services . v c o co < < w 0 0 - (. a 1 o v C 0 0 o 0 c Q Paving project design/constuction experience. Current Knowledge of FHWA, State, and Tukwila Standards and Procedures. Environmental Experience. Experience with similar local agency projects? Past Postive Experience on City Paving Projects? Small Scale Projects. Utilities Coordination. Contruction Inspection. TOTALS CY) co Cr) d O CO CY) C7 N N d d C7 d LO LC) M Cr1 N CO Cr) CO O: CO N CV CO 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: 4/4/16 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. rn CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2015 to 2020 PROJECT: Annual Overlay and Repair Program Project No. 91310401 DESCRIPTION: Select, design and construct asphalt and concrete pavement overlays of arterial and residential streets. JUSTIFICATION: P'r'eserve and maintain the street structure in a safe and useable state by resurfacing before failure which also minimizes casts. Some individual sites may be coordinated with water, sewer, and surface water projects. STATUS: Each year various sections of roadway throughout the City are designed and constructed for asphalt overlay. MAINT. IMPACT: Reduces annual maintenance. COMMENT: Ongoing project. Only one year actuals shown in first column. FINANCIAL Through Estimated In $000's 2013 2014 2015 2016 2017 2018 2019 2020 BEYOND TOTAL EXPENSES Design 48 100 125 125 150 150 175 175 175 1,223 Land (R111u) 0 Const. Mgmt, 175 175 175 200 200 225 225 230 1,605 Construction 1,125 1,250 1,260 1,300 1,320 1,325 1,330 1,340 10,250 TOTAL EXPENSES 481 1,400 1 1,550 1 1,5601 1,650 1,670 1,725 1,730 1,745 13;078 FUND SOURCES Awarded Grant 0 Proposed Grant 0 Mitigation Actual 0 Mitigation Expected 0 City Oper. Revenue 48 1,400 1,550 1,560 1,650 1,670 1,725 1,730 1,745 13,078 TOTAL SOURCES 48 1,400 1,550 1,560 1,650 1,670 1,725 1,730 1,745 13,078 2015 - 2020 capital Improvement Program 18 8 SUPPLEMENTAL AGREEMENT No. I AGREEMENT No. 15-192 PROJECT No. 91610401 City of Tukwila Public Works Department 6300 Southcenter Boulevard 4100 Tukwila, WA 98188 KPG, Inc. 753 - 9th Avenue N. Seattle, WA 98109 PROJECT: 2016 Overlay Program — Construction Services This SUPPLEMENTAL AGREEMENT NO. I is to supplement the agreement entered into with KPG, Inc. and the City of Tukwila, which was executed on the 16th day of December, 2015. 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 ExhibitA. 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 $155,992.36 without express written modcation of the Agreement signed by the City. The new total contract shall not exceed $289,853.52 without express written modcation of the Agreement signed by the City. IN WITNESS WHEREOF, the parties hereto have set their hands and seals this day of 2016. F.-I 19 9 "NIVA a CITY OF TUKWILA Allan Ekberg Mayor Attested: Christy O'Flaherty, City Clerk EV0ralav"s IN WCA 10 100 Nelson Davis, P.E. Principal A 1 *114 0 114 111 W_1W April 22, 2016 City of Tukwila — 2016 Overlay Program This work will provide construction management services for the construction contract to complete the City of Tukwila — 2016 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 ("Consukant") will provide to the City of Tukwila ("City") construction management services for the project. A detailed scope for the Contract follows: The following scope of services and associated costs are based upon the assumptions outlined below. General Assumptions: � The proposed project team will include one port-time documentation control specialist, a part-time resident engineer during construction activities, afuU-time inspector, an additional inspector if required, sub-consultants to provide services for materials testing, and other supporting tasks as deemed necessary. It is anticipated that full- time site observation will be required for the entirety of the project. � The level of service is based on a construction project duration of approximately 40 working � KPG estimates o total project duration of65 working days (13 weeks) including preconstruction service, construction services, and project closeout. No suspensions or stop work periods are anticipated during this duration. � 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. w It is anticipated that the City will review and execute the insurance, bonds, and the Construction w KPG will do all public outreach, and ensure affected business and residents are notified of impending contractor activities one week prior to work by door to door and orA,boand signs that include date, hours of work, and a KPG staff phone number to call for questions. ° The design engineers from KPG will be available during construction to answer questions during construction and review RAM's, shop drawings, and answer RF|'o that require a level of City oƒ Tukwila —2026 Overlay Program Page 2?ƒ7 KPG Construction Management Services Project Number 2S179 Scope oƒWork 4122116 10 EXHIBOA-1 engineering expertise outside of the capabilities nf the Consultant. � Services will be performed in accordance with the Contract plans 8'special provisions, and City engineering standards. 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, ms may be amended orrevised, that all of the required Project documentation is accounted for. TASK 1—MA0AGEK8ENT/COORD|NAOQN/4DK8|N|STQATO0 Provide overall project management, coordination with the Oty, 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 tobe 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 snume(s),ifany. Deliverables p Monthly invoices and progress reports TASK 2-9RECONSTRU[DO0SERVICES 21 Preconstruction Conference: The Consultant will prepare an agenda for, distribute notices of, and conduct a preoonstnuc1)on conference in the City's offices. The Consultant's project manager, resident engineer, inspector, and document control specialist will attend the ppeconsLruction conference. The Consultant will prepare o 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. Deliverables 0 Preconstruc1inn conference agenda with meeting minutes 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 inspector, may be incorporated as dictated by the Contractor's approach to City nf Tukwila —2O16 Overlay Program Poge3of7 KPG Construction Management Services Project Number 25279 Scope oƒWork 4122116 11 EXH|BB[A-1 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-{u'day contact with the Contractor and the City: o Preparation to include mobilization and clearing and grubbing m Erosion Control o HK4Agrinding 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: L 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 l'OS.l and 1'U5.2of 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 o[ any non-conforming work observed during site visits. iii, 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, ifapplicable. 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. City of Tukwila —Z016 Overlay Program Poge4nf7 Construction Management Services Scope of Work 0PG Project Number I5179 12 EXHIBITA-1 Xi^ 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. • 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. 3.2 Substantial Completion: Upon substantial completion of work, coordinate with the City and other affected agencies, to perform a project inspection and develop comprehensive list of deficiencies or 'punch|ist' of items to be completed. A punch|ist 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. Deliverables � Daily Construction Reports with project photos — submitted ona weekly basis � Punch List, Certificate of Substantial Completion Review test reports for compliance 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. � 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. L Plan Interpretations: Provide technical interpretations of the drawings, specifications, and contract documents, and evaluate requested deviations from the approved design or City uf Tukwila —2O26 Overlay Program Page 5uƒ7 KPG Construction Management Services Project Number IJI79 Scope ofWork 4122116 13 EXH|BITA'1 specifications. Coordinate with City for resolution of issues involving scope, schedule, and/or budgetchanges. D. Weekly Meetings: Lead weekly meetings, including preparation of agenda, meeting minutes, and distribution of minutes toattendees. Outstanding issues tobe tracked ona weekly basis. E. Initial Schedule Review: Perform detailed schedule review of contractor provided [PK8 for conformance with the contract documents. F. Lump Sumo Breakdown: Evaluate construction contractors' Schedule of Values for lump sum items. Review the Contract Price allocations and verify that such allocations are mode 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 I'O8of 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 10Y6 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 Management System (5AW1S), verifying business licensing, reviewing insurance City of Tukwila —Z026 Overlay Program Page 6of7 Construction Management Services Scope of Work NPG Project Number 15179 14 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 tothe 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. Revisions to the CAD drawings are not included M. Physical Completion Letter: Following completion of all punch|ist 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 • Asbu\ltachedu|e • Meeting agendas and notes • Monthly Pay Estimates • Subcontractor Packets • Cost Projection • Physical Completion Letter • Final Project Documents TASK 4L2-0JBKH 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 (RF|): Review and respond toRF|'s.RF|'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 onthe 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, (lPL items, material compliance documentation, and all other required documentation. Deliverables • Submittal log • RRLo8 • Completed Record of Material for Material Certification TASK 4.3—CHANGE K8A048EK8ENT A. Case Log: Develop and maintain a case log which includes change orders, RFPs, Field VVod' Directives City of Tukwila —2026 Overlay Program Page 7of7 K9G Construction Management Services Project Number 25l7B Scope oƒWork 4122116 15 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 VVSDOT Standard Specifications and contain the • Change order • independent Cost Estimate • Time Impact Analysis • Contractor's Pricing • Verbal Approval Memo • Back updocumentation C. Field Work Directives: Prepare field work directives as necessary to keep the contractor on schedule. D. Minor Change Orders: Develop minor change orders perVVSDCK 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. Deliverables � [hangeOrderb> � Case Management Log � RR Log w Minor Change Onder(s) Force Account Records City of Tukwila —2O26 Overlay Program Page 8of7 Construction Management Services Scope ofWork KPG Project Number 15179 16 HOUR AND FEE ESTIMATE Project: City of Tukwila 2016 Overlay Program Construction Services EXHIBIT B • Architecture + Landscape Architecture • Civil Engineering Task Description Labor Hour Estimate Total Budget Project Senior Project Design CAD Const Const Senior Senior Survey Document Office Manager Engineer Engineer Engineer Technician inspector Inspector Const Insp Const !nap Crow Specialist Admin (night) (night) S 196.12 1 136.13 1 5 13075 1 S 94 29 5 91.72 1 S 98.09 1 9 111 13 1 S 10913 $ 121.20 1 5 132 71 1 $ 96.75 1 S 1 Management, Coordination, Administration (Estimated duration 16 weeks) Weekly level of effort by Classification 0 0 O 0 0 0 0 0 0 I 0 70.39 Budget 2 Preconstruction Budget Estimate 0 0 13 0 0 0 I 0 0 0 0 0 26 [ $ 3,529.91 2 - Preconstruction Services (Estimated duration 3 weeks) Weekly level of effort by Classification 0 0 16 O 0 14 0 14 0 0 ( 10 Preconstruction Budget Estimate 0 0 32 0 0 28 0 28 0 0 I 20 0 0 11,892.04 3 - Construction Services (Estimated duration 9 weeks) Weekly level of effort by Classification 0 0 16 O 0 30 10 30 10 0 20 0 Construction Period Budget Estimate 0 0 128 0 i 0 240 80 240 80 0 160 0 100,286.64 4 Closeout/Record Dwg Services (Estimated duration 4 weeks) Weekly level of effort by Classification 0 0 4 5 0 0 0 0 16 Closeout! Record Dwg Budget Estimate 0 0 12 0 15 0 0 I 24 0 0 48 Subtotal -Labor 0 0 185 0 15 268 80 292 80 0 228 0 0 10,033.76 26 S 125,742.36 Reimbursables & Subconsultants Material Testing Allowance $ Construction Vehicle (3 months $750) $ Miscellaneous - Mileage, Repro, Field Supplies $ 25,000.00 2,250.00 3,000.00 Subtotal - 5 30,250.00 Total Project Oak-lc:let S 155,992.36 4/22/2016 leTerinnfr7mim- --my-U-MUT7=4 Project Name: City of Tukwila 2016 Overlay Project Consultant: KPG Classification Hours Rate Cost Project Manager 0 $ 75.00 $ Senior Engineer 0 $ 52.06 $ - Project Engineer 185 $ 50.00 $ 9,250 Design Engineer 0 $ 36.06 $ - CAD Technician 15 $ 31.25 $ 469 Construction Inspector 268 $ 37.50 $ 10,050 Construction Inspector (nighttime) 80 $ 42.50 $ 3,400 Senior Construction Inspector 292 $ 41.35 $ 12,074 Senior Construction Inspector (nighttime) 80 $ 46.35 $ 3,708 Survey Crew 0 $ 50.75 $ - Document Specialist 228 $ 37.00 $ 8,436 Office Admin 26 $ 26.92 $ 700 Total Direct Salary Cost (DSC) 1,174 $48,087 Overhead (131.49% x DSC) $63,229.431 Fixed Fee (30% x DSC) $14,426.06 Subtotal: $125,742.36 I ,onstruction Vehicle (3 months @ $750) $2,250 Oiscellaneous - Mileage, Repro, Field Supplies $3,OOC Subtotal: $5,25C Oaterial Testing Allowance $25,OOC Subtotal: $25,OOC 11191if-.111 18