HomeMy WebLinkAboutReg 2016-10-03 Item 5D - Contract Supplement #1 - Crystal Springs Emergency Surface Water Repair Construction Management with KPG Inc for $39,905.11COUNCIL AGENDA SYNOPSIS
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SPONSOR ❑ Council [:] Mayor ❑ HR E]DCD E]Finance ❑ Fire ❑ IT ❑ P&R ❑ Police Z PV
SPONSOR'S KPG, Inc. is currently the design consultant for the Crystal Springs Emergency Surface
SUMMARY Water Repair Project with Contract No. 16-104. The construction bid was awarded to
Hoffman Construction on September 19, 2016. Council is being asked to approve
Supplemental Agreement No. 1 with KPG for construction management support during the
construction phase in the amount of $39,905.11.
REVIEWED BY ❑ cow Mtg- F-1 CA&P Cmte ❑ F&S Cmte ❑ Transportation Cmte
❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DATE: 09/27/16 COMMITTEE CHAIR: KATHY HOUGARDY
RECOMMENDATIONS:
SPONSOR/ADMIN. Public Works Department
COMMITTEE Unanimous Approval; Forward to Regular Consent Agenda
COST IMPACT/ FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$39,905.11 $80,000.00 $0.00
Fund Source: 412 SURFACE WATER FUND (PAGE 82, 2015 CIP)
Comments: 2016 Small Drainage Program
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STAFF SPONSOR: BOB GIBERSON
I ORIGINAL AGENDA DATE: 10/01/16
AGENDA ITEM TITLE Crystal Springs Emergency Surface Water Repair
Supplemental Agreement No. 1 with KPG for Construction Management
CATEGORY [:] Discussion
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❑ Motion
Mtg Date 10101116
FlResolution
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F-1 Ordinance
-Alt
,g Date
EI Bid Axard
Mtg Date
❑ Public Hearing
Mtg Date
E]Other
Mtg Date
SPONSOR ❑ Council [:] Mayor ❑ HR E]DCD E]Finance ❑ Fire ❑ IT ❑ P&R ❑ Police Z PV
SPONSOR'S KPG, Inc. is currently the design consultant for the Crystal Springs Emergency Surface
SUMMARY Water Repair Project with Contract No. 16-104. The construction bid was awarded to
Hoffman Construction on September 19, 2016. Council is being asked to approve
Supplemental Agreement No. 1 with KPG for construction management support during the
construction phase in the amount of $39,905.11.
REVIEWED BY ❑ cow Mtg- F-1 CA&P Cmte ❑ F&S Cmte ❑ Transportation Cmte
❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DATE: 09/27/16 COMMITTEE CHAIR: KATHY HOUGARDY
RECOMMENDATIONS:
SPONSOR/ADMIN. Public Works Department
COMMITTEE Unanimous Approval; Forward to Regular Consent Agenda
COST IMPACT/ FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$39,905.11 $80,000.00 $0.00
Fund Source: 412 SURFACE WATER FUND (PAGE 82, 2015 CIP)
Comments: 2016 Small Drainage Program
MTG. DATE
RECORD OF COUNCIL ACTION
10/01/16
MTG. DATE
ATTACHMENTS
10/01/16
Informational Memorandum dated 09/23/16
Consultant Selection Scoring Matrix
Page 82, 2015 CIP
KPG Supplement No. 1 to Contract No. 16-104
Minutes from the Utilities Committee meeting of 09/27/16
We,
20
City of Tukwila
Allan Ekberg, Mayor
TO: Utilities Committee
FROM: Bob Giberson, Public Works Director 10
BY: Ryan Larson, Senior Program Manager
CC: Mayor Ekberg
DATE: September 23, 2016
SUBJECT: 'Crystal Springs Emergency Surface Water Repair
Project No. 91641206, Contract No. 16-104
Supplemental Agreement No. 1 for Construction Management Services
ISSUE
Approve Supplemental Agreement No. 1 with KPG, Inc. (KPG) to provide construction
management services for the Crystal Springs Emergency Surface Water Repair project.
BACKGROUND
Three engineering firms were evaluated to provide construction management services for the
Crystal Springs Emergency Repair Project (see attached scoring and selection matrix). Each of
the consulting firms evaluated were well qualified with expertise in construction management;
however, KPG possesses the best overall knowledge and understanding of the City's
construction requirements and the project design. KPG has provided design and construction
management services for numerous City projects as well as prepared the design for this project
DISCUSSION
KPG provided and staff has reviewed a contract supplement, scope of work, and fee estimate
for construction management services for the Crystal Springs Emergency Surface Water Repair
for $39,905.11. Council awarded the construction contract to Hoffman Construction on
September 19, 2016.
FISCAL IMPACT
Funding is proposed from the 2016 Annual Small Drainage Program, as only one bid that was
over budget was received and rejected by Council by Resolution 1886.
Construction Management Sup No. 1
RECOMMENDATION
Sup. No. 1 - CM 2016 Bud-get (SDP)
$39,905.11 $80,000.00
Council is being asked to approve Supplemental Agreement No. 1 to Contract No. 16-104 for
construction management services with KPG, Inc. for the Crystal Springs Emergency Surface
Water Repair in the amount of $39,905.11 and consider this item on the Consent Agenda at the
October 3, 2016 Regular Meeting.
Attachments: Consultant Selection Scoring Matrix
CIP Page 82, 2015 CIP
KPG Supplement No. 1, Scope of Work and Fee Estimate
WAPW Eng\PROJECTS\A- DR Projects\Crystal Springs Emergency Surface Water Repair (91641206)\CM SelectiomInfo Memo CM KPG Sup #1 092316.doex
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FINANCIAL Through Estimated
EXPENSES
CITY OF TUhWLA CAPITAL PROJECT SUMMARY
2015 to 2020
PROJECT:
Annual Small Drainage Program Project No. Varies
DESCRIPTION:
Select, design, and construct small drainage projects throughout the City.
Pmvidedminagoconauionofor emiodnQ/onguingdminagepmb|emoihmuQkout theChy.inu|udingou|ve�
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replacements, drain extensions, and pavement upgrades.
STATUS:
Projects for this annual program are taken from Small Drainage Project List.
MA|0T.|MPACT:
Reduces maintenance.
80
Ongoing project, only one year shown in first column. Construction expenses may occur over two calendar
COMMENT:
years. Budget for 2014 includes $270k for Thorndyke Safe Routes to School IS 150th St). Grants from State
80
Municipal Gtormwoter Capacity Grants.
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FINANCIAL Through Estimated
EXPENSES
Design
60
80
80
80
80
80
80
80
620
Const. Mgmt.
70
80
80
80
80
80
80
80
630
Construction
279
270
325
525
525
525
525
525
525
4,024
TOTAL EXPENSES
409
270
485
685
685
685
685
685
685
5,274
FUND SOURCES
Awarded Grant
50
50
100
Proposed Grant
0
Mitigation Actual
0
Mitigation Expected
0
Utility Revenue
409
220
485
635
685
685
685
685
685
5,174
TOTAL SOURCES
409
270
485
685
685
685
685
615
185
5,274
82
20,5-20oVCopdo Improvement Program
SUPPLEMENTAL AGREEMENT NO. 1
AGREEMENT NO. 16 -104
PROJECT NO. 916412061
City of Tukwila
Public Works Department
6300 Southcenter Boulevard #100
Tukwila, WA 98188
KPG, Inc.
753 - 9th Avenue N.
Seattle, WA 98109
PROJECT: Crystal Springs Emergency Surface Water Repair — 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 26th day of August, 2016.
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 $39,905. 11 without
express written modification of the Agreement signed by the City. The new total contract shall not exceed
$99,884.79 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.
_ •"• 10
CITY OF TUKWILA
Allan Ekberg
Mayor
Attested:
Christy O' Flaherty, City Clerk
KPG, INC.
Nelson Davis, P.E.
Principal
25
26
EXHIBITA
Construction Management Services
Scope of Work
September 19, 2016
City of Tukwila — Crystal Springs
Emergency Surface Water Repairs
This work will provide construction management services for the construction contract to complete the
City of Tukwila — Crystal Springs Emergency Surface Water Repair Project. These services will include
design support, project management, inspection, materials testing, 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 project engineer, a full -time inspector, sub - consultants to provide services for
materials testing and observation of sinkhole compaction, and other supporting tasks as
deemed necessary.
• The level of service is based on a construction project duration of approximately 25 working
days.
• KPG estimates a total project duration of 45 working days (9 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 City will review and execute the insurance, bonds, and the Construction
Contract.
• The design engineers from KPG will be available during construction to answer questions during
construction and review RAM's, shop drawings, and answer RFI's that require a level of
engineering expertise outside of the capabilities of the Consultant.
• Services will be performed in accordance with the Contract plans & special provisions, and City
engineering standards.
Crystal Springs Emergency Repair Page 2 of 7 KPG
Construction Management Services Project Number 16001A
Scope of Work 9119116
27
EXHIBIT A
II. 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, project 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. Construction staff shall oversee the following items of work, on
theproject site, and will observe the technical progress of the construction, including
providing day -to -day contact with the Contractor and the 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
Crystal Springs Emergency Repair Page 3 of 7 KPG
Construction Management Services Project Number 16001A
Scope of Work 9119116
EXHIBITA
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. 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).
ix. Attend and actively participate in regular on -site weekly construction meetings.
X. Take periodic digital photographs during the course of construction, and record
locations.
xi. Prepare monthly requests for payment, review with the City, contractor and approve as
permitted. Utilize City provided format for pay estimates, or Consultant format.
xii. 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.
xiii. Prepare and issue weekly statement of working day report each week.
xiv. 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
xv. Punch list. Upon substantial completion of work, coordinate with the Client to prepare
a 'punch list' of items to be completed or corrected. Coordinate final inspection
with those the City. A punchlist and Certificate of Substantial Completion will be
prepared by the Consultant and issued by the City.
3.2 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 inspector. A geotechnical subconsultant will be on site to monitor
compaction of the sinkhole area.
Assumptions:
Crystal Springs Emergency Repair Page 4 of 7 KPG
Construction Management Services Project Number 16001A
Scope of Work 9119116
29
EXHIBIT A
• Consultant will provide observation services for the days /hours that the contractor's
personnel are on -site.
• Consultant will provide qualified personnel for inspection of all bid item work.
• 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.
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 — RECORD DRAWINGS AND CLOSEOUT
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 provide the
marked up plan sheets with both the contractors and inspectors as -built information as well as
CAD revisions.
4.2 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.
4.3 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
• Physical Completion Letter
• Final Project Documents
Crystal Springs Emergency Repair Page 5 of 7 KPG
Construction Management Services Project Number 16001A
Scope of Work 9119116
30
HOUR AND FEE ESTIMATE
Project: City of Tukwila
Crystal Springs Emergency Surface Water Repair
Supplement No. 1 - Construction Services
EXHIBIT B
KPG
• Architecture •
Landscape Architecture
• Civil Engineering •
Task
Description
Labor Hour Estimate
Total Fee
Project
Manager
$ 162.12
Senior
Engineer
$ 125.72
Project
Engineer
$ 109.38
Design
Engineer
$ 94.29
CAD
Technician
$ 81.72
Const
Inspector
$ 112.44
Survey
Crew
$ 143.82
Senior
Admin
$ 106.87
Office
Admin
$ 91.52
Fee
Task 1 - Crvstal Springs Emergency Surface Water Repair
1.1 ManagementlCoordination /Administration
2
0
0
0
0
0
0
0
4
$ 690.33
1.2 Preconstruction Services
2
0
0
4
0
16
0
0
8
$ 3,232.64
1.3 Construction Services
4
0
0
40
0
200
0
0
40
$ 30,569.23
1.4 Record Drawings /Closeout
0
11111111111111=11111111
IIMIIIIIIIIIIIIIIIIIIIIIIIIMIIIIIIIIMIIIIIIIIIIIIIIIIM
0
0
-
8
-
4
-
8
--
0
-
0
MIMI
8
-
-
$ 2,712.91
$ 400.00
$ 300.00
Reimbursable - Mileage
Reimbursable - Reproduction
Reimbursable - Material Testing allowance
MIIIIIIIIIIIIIIII
11.111.1111111111.111M1
-
MIMI
$ 1,000.00
Reimbursable - Geotechnical review of sinkhole
11111111111111111.11111111MMI11111111
--
MIIII
$ 1,000.00
Task 1 Total
8
0
0
52
4
224
0
0
60
39,905.11
Total Estimated Fee: $ 39,905.11
9/19/2016
32
City of
Council City •
UTILITIES COMMITTEE
Meeting Minutes
September 27, 2016 —5.30 P.M. —Foster Conference Room, 630o Building
Councilmembers: Kathy Hougardy, Chair; Kate Kruller, Thomas McLeod
Staff: Bob Giberson, Robin Tischmak, Ryan Larson, Pat Brodin, Greg Villanueva, Gail
Labanara, and Laurel Humphrey
CALL TO ORDER: Committee Chair Hougardy called the meeting to order at 5:30 P.M.
I. PRESENTATIONS
II. BUSINESS AGENDA
A. Supplemental Agreement: Crystal Springs Emergency Surface Water Repair
Staff is seeking Council approval of Supplemental Agreement No. 1 to Contract No. 16 -104 in the
amount of $39,905.11 with KPG, Inc. for construction management services for the Crystal Springs
Emergency Surface Water Repair project. KPG was selected from three firms due to experience
with the City and the project design. Funds will come from the 2016 Annual Small Drainage
Program. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 1, 2o16 REGULAR CONSENT
AGENDA.
B. Amendments to Tukwila Municipal Code Title 16, Grading
The City's current National Pollutant Discharge Elimination System (NPDES) permit requires the
City make Low. Impact Development (LID) techniques the preferred and common approach to
development and redevelopment. Significant amendments are proposed to Title 16, Grading, of
the Tukwila Municipal Code to be consistent with the changes made by the Department of
Ecology's requirements . Changes are proposed in the areas of permit applications, erosion and
sediment control, standards, inspections and hazard damage. Because the November 15, 2016
meeting will likely be cancelled, the Committee agreed that the draft ordinance including the
amendments can go directly to the Committee of the Whole. UNANIMOUS APPROVAL.
FORWARD TO NOVEMBER 28,2o16 COMMITTEE OF THE WHOLE.
33