HomeMy WebLinkAboutReg 2016-05-16 Item 4D - Contract Supplement #1 - 2016 Overlay and Repair Program with KPG Inc for $155,992.36.COUNCIL AGENDA SYNOPSIS
Initials
Meeting Date
Prepared by
Mayors review
zuzcil review
05/16/16
BG
, WA�
❑ Resolution
illtg Date
❑ Ordinance
Nltg Date
❑ Bid Award
AItg Date
❑ Public Hearing
Mtg Date
❑ Other
Mtg Date
1
Mtg
SPONSOR ❑ Council ❑ Mayor ❑ HR ❑ DCD ❑ Finance ❑ Fire ❑ IT ❑ P&R ❑ Police
►1 PIFI
SPONSOR'S KPG, Inc. is currently the design consultant for the 2016 Annual Overlay & Repair Program
SUMMARY with Contract No. 15 -192. Three engineering firms were evaluated for construction
management services and KPG was chosen as the most qualified. The construction bid
opening is scheduled for 5/3/16. Council is being asked to approve Supplemental
Agreement No. 1 for construction management with KPG in the amount of $155,992.36.
RFy'ILWI:D BY ❑ COW Mtg. ❑ CA &P Cmte 1 1 F &S Cmte
1 1 Utilities Cmte 1 1 Arts Comm. ❑ Parks Comm.
DATE: 05/02/16 COMMII"IEE CHAIR: DENNIS
11 Transportation
ITEM INFORMATION
ITEM No.
4.D.
CAS NUMBER:
STAFF SPONSOR: BOB GIBERSON
ORIGINAL. AGI?ND :A DA'L'E: 05/16/16
AGENDA LIEN' TI ll.I: 2016 Overlay & Repair
Construction Management Supplement No. 1 with KPG, Inc.
C:A1 EGORY ❑ Discussion
Mtg Date
Motion
Date 05/16/16
❑ Resolution
illtg Date
❑ Ordinance
Nltg Date
❑ Bid Award
AItg Date
❑ Public Hearing
Mtg Date
❑ Other
Mtg Date
1
Mtg
SPONSOR ❑ Council ❑ Mayor ❑ HR ❑ DCD ❑ Finance ❑ Fire ❑ IT ❑ P&R ❑ Police
►1 PIFI
SPONSOR'S KPG, Inc. is currently the design consultant for the 2016 Annual Overlay & Repair Program
SUMMARY with Contract No. 15 -192. Three engineering firms were evaluated for construction
management services and KPG was chosen as the most qualified. The construction bid
opening is scheduled for 5/3/16. Council is being asked to approve Supplemental
Agreement No. 1 for construction management with KPG in the amount of $155,992.36.
RFy'ILWI:D BY ❑ COW Mtg. ❑ CA &P Cmte 1 1 F &S Cmte
1 1 Utilities Cmte 1 1 Arts Comm. ❑ Parks Comm.
DATE: 05/02/16 COMMII"IEE CHAIR: DENNIS
11 Transportation
Cmte
❑ Planning Comm.
ROBERTSON
RECOMMENDATIONS:
SPONSOR /ADvIIN.
COMMrrrr.l:
Public Works
Unanimous Approval; Forward to Consent Agenda
COST IMPACT / FUND SOURCE
EXPINDITURI, RI?QVIRI?D AMOUNT BUDGETED APPROPRIATION REQUIRED
$155,992.36 $175,000.00 $0.00
Fund Source: 104 ARTERIAL STREETS (PAGE 18, 2015 CIP)
Continents:
MTG. DATE
RECORD OF COUNCIL ACTION
05/16/16
MTG. DATE
ATTACHMENTS
05/16/16
Informational Memorandum dated 04/29/16
Consultant Selection Scoring Matrix
Consultant Supplemental Agreement No. 1
Minutes from the Transportation Committee meeting of 05/02/16
37
City of Tukwila
Public Works Department - Bob Giberson, Director
INFORMATIONAL MEMORANDUM
Allan Ekberg, Mayor
TO: Mayor Ekberg
Transportation Committee
FROM: Bob Giberson, Public Works Directo4CA
BY: David Sorensen, Project Manager
DATE: April 29, 2016
SUBJECT: 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.
FISCAL IMPACT
Sup No. 1 CM Budget
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\Annual Overlay & Repair Programs\2016 Overlay & Repair Program \CN Management \Construction Management\Docs to TC \Info Memo KPG CM Sup #1 04 -29 -16 gl sb.docx
39
40
2016 Overlay Program - Contract for Construction Management
Services
DEA Associates
KPG, Inc.
Anchor Constructior
Paving project design/constuction experience.
2
4
3
Current Knowledge of FHWA, State, and Tukwila Standards and Procedures.
3
4
3
Environmental Experience.
3
3
3
Experience with similar local agency projects?
3
4
4
Past Postive Experience on City Paving Projects?
0
5
0
Small Scale Projects.
3
4
3
Utilities Coordination.
2
4
3
Contruction Inspection.
2
5
3
TOTALS
18
33
22
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.
42
SUPPLEMENTAL AGREEMENT NO. 1
AGREEMENT No. 15 -192
PROJECT No. 91610401
City of Tukwila
Public Works Department
6300 SouthcenterBoulevard #100
Tukwila, WA 98188
KPG, Inc.
753 - 9th Avenue N.
Seattle, WA 98109
PROJECT: 2016 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 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
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 $155,992.36 without
express written modification of the Agreement signed by the City. The new total contract shall not exceed
$289, 853.52 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 , 2016.
APPROVED: APPROVED:
CITY OF TUKWILA KPG, INC.
Allan Ekberg
Mayor
Attested:
Christy O'Flaherty, City Clerk
Nelson Davis, P.E.
Principal
4.4
EXHIBIT A-1
Construction Management Services
Scope of Work
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 ( "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 one part -time documentation control specialist, a
part-time resident engineer during construction activities, a full -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
days.
• KPG estimates a total project duration of 65 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.
• It is anticipated that the City will review and execute the insurance, bonds, and the Construction
Contract.
• 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 or A -board 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 RFI's that require a level of
City of Tukwila —2016 Overlay Program
Construction Management Services
Scope of Work
Page 2 of 7
KPG
Project Number 15179
4/22/16
45
EXHIBIT A -1
engineering expertise outside of the capabilities of the Consultant.
• Services will be performed in accordance with the Contract plans & special provisions, and City
engineering standards.
1I. SCOPE OF WORK
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, 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.
Deliverables
• Monthly invoices and progress reports
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.
Deliverables
• Preconstruction 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 of Tukwila — 2016 Overlay Program
Construction Management Services
Scope of Work
46
Page 3 of 7
KPG
Project Number 15179
4/22/16
EXHIBIT 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 -to -day contact with the Contractor and the City:
o Preparation to include mobilization and clearing and grubbing
o Erosion Control
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:
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. 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.
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, 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.
City of Tukwila — 2016 Overlay Program
Construction Management Services
Scope of Work
Page 4 of 7
KPG
Project Number 15179
4/22/16
47
EXHIBIT A -1
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.
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.
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.
Deliverables
• Daily Construction Reports with project photos — submitted on a 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.
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
City of Tukwila — 2016 Overlay Program Page 5 of 7 KPG
Construction Management Services Project Number 15179
Scope of Work 4/22/16
EXHIBIT A-1
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.
I. 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
Management System (SAMS), verifying business licensing, reviewing insurance
City of Tukwila —2016 Overlay Program
Construction Management Services
Scope of Work
Page 6 of 7
KPG
Project Number 15179
4/22/16
49
EXHIBIT A -1
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. Revisions to the CAD drawings are not included
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.
Deliverables
• Submittal log
• RFI Log
• Completed Record of Material for Material Certification
TASK 4.3 — CHANGE MANAGEMENT
A. Case Log: Develop and maintain a case log which includes change orders, RFP's, Field Work
Directives
City of Tukwila —2016 Overlay Program
Construction Management Services
Scope of Work
50
Page 7 of 7
KPG
Project Number 15179
4/22/16
EXHIBIT A -1
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.
Deliverables
• Change Order(s)
• Case Management Log
• RFI Log
• Minor Change Order(s)
• Force Account Records
City of Tukwila —2016 Overlay Program
Construction Management Services
Scope of Work
Page 8 of 7
KPG
Project Number 15179
4/22/16
51
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HOUR AND FEE ESTIMATE
City of Tukwila
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Preconstruction Budget Estimate
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Subtotal - Labor
Reimbursables & Subconsultants
Subtotal - Reimbursables
Total Project Budget
Exhibit B
Consultant Fee Determination
Project Name: City of Tukwila
2016 Overlay Project
Consultant: KPG
COST PLUS FIXED FEE
Classification
Project Manager
Senior Engineer
Project Engineer
Design Engineer
CAD Technician
Construction Inspector
Construction Inspector (nighttime)
Senior Construction Inspector
Senior Construction Inspector (nighttime)
Survey Crew
Document Specialist
Office Ad min
Total Direct Salary Cost (DSC)
Overhead (131.49% x DSC)
Fixed Fee (30% x DSC)
Hours
0
0
185
0
15
268
80
292
80
0
228
26
1,174
Rate Cost
$ 75.00 $ -
$ 52.06 $ -
$ 50.00 $ 9,250
$ 36.06 $ -
$ 31.25 $ 469
$ 37.50 $ 10,050
$ 42.50 $ 3,400
$ 41.35 $ 12,074
$ 46.35 $ 3,708
$ 50.75 $ -
$ 37.00 $ 8,436
$ 26.92 $ 700
$48,087
$63,229.43
$14,426.06
Subtotal: $125,742.36
REIMBURSABLES
Construction Vehicle (3 months @ $750) $2,250
Miscellaneous - Mileage, Repro, Field Supplies $3,000
Subtotal: $5,250
SUBCONSULTANT COSTS
Material Testing Allowance $25,000
Subtotal: $25,000
TOTAL $ 155,992.36
54