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Home My WebLink AboutTIC 2017-01-24 Item 2C - Contract Amendment #2 - 53rd Avenue South (South 137th Street - South 144th Street) Real Estate Acquisition with KPG IncCity of Tukwila Allan Ekberg, Mayor Public Works Department - Bob Giberson, Director INFORMATIONAL MEMORANDUM TO: Transportation and Infrastructure Committee FROM: Bob Giberson, Public Works Director,199 BY: Ryan Larson, Senior Program Manager CC: Mayor Ekberg DATE: January 20, 2017 SUBJECT: 53rd Ave South (S 137th St — S 144th SO Project No. 99110301, Contract No. 15 -159 Amendment No. 2 ISSUE Approve Contract Amendment No. 2 to Contact No. 15 -159 with KPG, Inc. for real estate acquisition services. BACKGROUND KPG's Consultant Agreement No. 15 -159 consists of developing project plans, specifications, and cost estimates for the 53rd Ave S Project. The original agreement did not include real estate acquisition services since the preferred design layout had not been completed. The project is now at the 60% design level and real estate acquisition needs are now known. DISCUSSION The 60% design identified 19 locations where additional right -of -way or easements will be required. The additional right -of -way and easements will allow for radius returns, utility placement, retaining walls, sidewalk, and landscaping. Each acquisition is relatively minor. Staff, working with KPG, have developed a supplemental scope for the required acquisitions and easements for the 19 locations. The total fee for this additional work is $79,858.20. FINANCIAL IMPACT A total of $98,000 is budgeted for right -of -way acquisitions in the CIP. RECOMMENDATION Council is being asked to approve Supplement No. 2 to Contract No. 15 -159 with KPG, Inc. in the amount of $79,858.20 for the 531d Ave S Project and consider this item on the Consent Agenda at the February 6, 2017 Regular Meeting. 195 WAPW Eng1PROJECTSW RW & RS Pro)eetsWrd Ave S f99110301)0esign Consultant Seleo *KInfo Memo Amendment 2.doox City of Tukwila Agreement Number: • 6200 Southcenter Boulevard, Tukwila WA 98188 CONTRACT FOR SERVICES Amendment #2 Between the City of Tukwila and KPG Inc. That portion of Contract No. 15 -159 between the City of Tukwila and KPG Inc. is amended as follows: Article 2, Scope of Services, shall be supplemented with the following: The Consultant agrees to provide right of way 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 8, attached hereto, provided that the total amount of payment to the Consultant for this work not exceed $79,858.20 without express written modification of the Agreement signed by the City. The new total contract shall not exceed $655,589.69 without express written modification of the Agreement signed by the City. All other provisions of the contract shall remain in full force and effect. Dated this day of -0 �'Le7a01 "A►JIII_1 Allan Ekberg, Mayor ATTEST /AUTHENTICATED 20 CONTRACTOR Printed Name: APPROVED AS TO FORM Christy O'Flaherty, MMC, City Clerk City Attorney Page 1 of 132 EXHIBIT A City of Tukwila 53,d Avenue South S 14411 Street to S 137th Street Supplement No. 2 — Property Acquisition Services KPG Scope of Work January 9, 2017 PURPOSE: This supplement is provided to provide right of way and easement acquisition services for the 53rd Avenue S project. Following completion of the selected roadway alternative, it has been determined that additional property rights are needed on 19 parcels along the project corridor in order to accommodate required retaining walls, luminaires, utility vaults, and curb returns. Work includes obtaining additional title reports that were not anticipated in original scope, administrative offer summaries to determine value, property negotiations, and closing for required easements and right of way as described herein. City of Tukwila Page I of 2 KPG 33 53' Avenue South 11912017 SCOPE OF WORK: Task 8 Right of Way Calculations 8.4 Right of way acquisition services will be provided by RES Group Northwest under subcontract to the Consultant in accordance with the scope of work, assumptions, and deliverables included as Attachment 1. School district negotiations will be performed by the City and is not included in this scope of work. The level of effort for negotiation of each parcel is lower than is typical for this type of project in order to meet project budget constraints based on the assumption that this will be a straight forward acquisition with minimal negotiations required. Additional Services The City may require additional services of the Consultant in order to advance all or portions of the project corridor through final design and construction. This work may include items identified in the current task authorizations as well other items, which may include, but are not necessarily limited to the following: ♦ Obtaining title reports and providing final right of way / easement legal descriptions and exhibits beyond the quantity estimated in the scope (19 parcels) ♦ Providing additional property appraisals and negotiations ♦ Providing additional permitting or environmental studies ♦ Providing additional design services ♦ Providing construction services These services will be authorized under a future contract supplement if necessary. At the time these services are required, the Consultant shall provide a detailed scope of work and an estimate of costs. The Consultant shall not proceed with the work until the City has authorized the work and issued a notice to proceed. City of Tukwila Page 2 of 2 KPG 34 53 ' Avenue South 11912017 HOUR AND FEE ESTIMATE Project: City of Tukwila 53rd Avenue South Supplement No. 2 - Property Acquistion Services EXHIBIT B • Architecture It Landscape Architecture ▪ Civil Engineering • Task Description *Labor Hour Estimate Total Budget Project Manager $ 184,79 Senior Engineer $ 157.13 Design Eng / LA $ 100.57 Technician $ 81.72 Survey Crew Senior Admin $ 106.86 Office Admin $ 71.96 Budget Task 8 - Ri ht of Wav Calculations 8.4 Support property negotiations by RES Group Title Reports (7 parcels) 0 0 4 0 0 0 2 0 $ 666.20 $ 3.500.00 $ 75.692.00 $ Valuation, negotiations, and closing - RES Group Reproduction Task Total 0 o 4 0 0 0 2 0 $ 79,858.20 Total Estimated Fee: 79,858.20 1/9/2017 SCOPE OF WORK AND COST ESTIMATE: KPG Inc., City of Tukwila, 53rd Avenue South PROJECT OVERVIEW AND SCOPE OF WORK KPG Inc., is the (PRIME) consultant with RES GROUP NW (RESGNW) serving as a sub - consultant on the project for City of Tukwila. The City of Tukwila, 53`d Avenue South Project will impact approximately 15 properties, preliminary review identified 15 single family residential properties. It is anticipated that 4 out of 15 properties owners will dedicate the right of way needed for the project to the City. These will be strip take acquisition for the purposes of residential street improvements to include curb, gutter, sidewalk, and illuminations. This scope and fee is based on limited information provided by the Prime dated 1/4/2017 and may be adjusted in the future. The project is currently funded with TIB (Transportation Improvement Board) funds from State of Washington. All right of way acquisition cost will be funded with City funds only. RESGNW's comprehensive knowledge of the state and federal law and administrative regulation, coupled with our experience on complex projects, enables us to work cooperatively with agency staff to find simple and cost - effective ways to accomplish City's objectives. Priorities will be based on the City's plan schedule, level of impact, acquisition time, and complexities. Preliminary Right -of -Way Services TITLE REVIEW, CLEARING AND CLOSING RESGNW will review Prime supplied title reports for affected parcel and provide Title Review Memos identifying all potential encumbrances to project team members. It is anticipated that all strip take acquisitions for this project will be under $10,000 and will not require partial conveyances from deeds of trusts nor a waiver from the property owners. RESGNW will assist in facilitating in -house closing on Iow impact parcel or manage closing through escrow should those services become necessary. Valuation Services TRUE COST ESTIMATE Following review of the right -of -way plan, RESGNW will prepare a True cost estimate parcel work sheets and (AOS) Administrative Offer summaries for the impacted parcels. Project Management Services RESGNW staff management will review all documents, files, maps, title reports, legal descriptions and other information provided. Staff manager will prepare project schedule or the right of way phase. Monitor and update the schedule as needed, report on progress reports including identification of work performed and discuss of potential problems that may rise, including issues of resolution. Staff manager will keep constant quality in coordination with the Prime's Project Manager. 1013 601 Street, IKuirkbind, WA 98033 - 624 S Lander, Street #202, S� aLfle, WNW 98134 .. a ph, 206 45 7 -5681. iURR ^man w.resgwr w.coFr K% aw Group Northwest Acquisition and Relocation Services Acquisition Services RIGHT -OF -WAY DOCUMENTATION, NEGOTIATIONS AND CLOSING RESGNW will assist the City in developing all right -of -way documents /offer letters in accordance with the City's right -of -way procedures manual for acquisition of impacted properties. RESGNW will draft the acquisition documents using City approved forms or QC any forms that are created directly by City staff for pre - acquisition review, before any offers are made to property owners. RESGNW agents will act in good faith at all times and never coerce owners in an attempt to settle the parcel. All negotiations will start with an in- person presentation of all offers when feasible. We will identify property owner issues, concerns and differences early on and document that information in the individual parcel negotiation diary. RESGNW will work with City staff throughout the negotiation process with the property owner until settlement is reached. Cost Estimate Payment to RESGNW for its professional services is not dependent upon outcome, the amount or terms of any agreement reached for the property, or on any contractual arrangement between the Prime and any third party. Prime agrees to compensate RESGNW for actual professional services rendered as follows: Our fees for services are calculated based upon the applicable hourly rates for those professional who perform the work -at -hand. The ICR billing rate is $109.00 per hour for all tasks performed under this agreement. In addition, necessary mileage will be billed at $0.535 per mile (2017 IRS mileage rate) TRUE COST ESTIMATE PARCEL WORKSHEETS AND AOS Senior Acquisition Agent: NEGOTIATION Senior Acquisition Agents: R/W Acquisition 45 hours per parcel x 11 Donation /Dedication 15 hours per parcel X 4 PROJECT MANAGEMENT Project Manager: 4 hours per parcel x 15 TITLE REVIEW AND CLEARANCE / CLOSING Senior Acquisition Agents: 3 hours per parcel x 11 ODC / Other Direct Cost (mileage and postage) 40 hours @$109 per hours = $ 4,360 495 hours @ $109 per hours = $53,955 60 hours @ $109 per hours = $ 6,540 60 hours @ $109.00 per hour = $ 6,540 33 hours @ $109 per hours = $ 3,597 $ 700 TOTAL ESTIMATED COST: $75,692 1913 6th Stireett, Nrkllaaird„ WA 98033 624 S tt..aaadeir,, "yttreett N202, SeaUle, WA a)EH;:'k .,. ttsN ph, 206 45 / E)U:31, a wwvaa maagnw,a or 37 4vG �r"O U P Northwest AcqWsiflon and Rdocaton SeiMces KPG Inc. RES GROUP NW 1,913 0111, Street, Khtlaid, WA 98(')33 624 S LamlorStiireel #202, SeaWE,�, WA 98134 IM ph, 206-457 5681 M www,ulsgi-iwlCoM 38