HomeMy WebLinkAboutTIC 2017-04-11 Item 2A - Contract Supplement #2 - Cascade View Safe Routes to School Phase II Construction Management with KPG IncCity of Tukwila
Allan Ekberg, Mayor
19oa INFORMATIONAL MEMORANDUM
TO: Transportation and Infrastructure Committe
FROM: Bob Giberson, Public Works Director
BY: David Sorensen, Project Manager
CC: Mayor Ekberg
DATE: April 7, 2017
SUBJECT: Cascade View Safe Routes to School Phase II
Project No. 91510302, Contract No. 16 -023
Supplemental Agreement No. 2 for Construction Management Services
ISSUE
Execute Supplemental Agreement No. 2 with KPG, Inc. to provide construction management services for the
Cascade View Safe Routes to School Phase II Project.
BACKGROUND
In September 2015, the City was awarded a federal grant as part of the Safe Routes to School Program that is to be
used for Cascade View Elementary School Phase II. The project will provide construction of a roundabout at 33rd Ave
S/S 140th St and sidewalks on the east side of 33rd Ave S between S 140th St and S 144th St and the south side of S
140th St between Military Rd S and 34th Ave S.
DISCUSSION
On February 16, 2016 the Council approved the contract with KPG to provide engineering design services for the
project. KPG was selected to also provide construction management services as a supplement to the design
contract.
FINANCIAL IMPACT
KPG has prepared the attached contract, scope of work, and fee estimate to provide the necessary construction
management services for the Cascade View Safe Routes to School Phase II Project. The 2017 CIP has $140,000
budgeted for construction management, but the estimated costs completed with the grant application are not
sufficient to cover the updated cost estimates. As the project includes roadway and surface water improvements,
additional budget will come from those two projects. The construction cost estimates are also higher than anticipated
and funds may also be needed for the construction award.
Contract Budget
KPG Supplement Agreement No. 2, Construction Mgmt $180,387.80 $ 140,000.00
2017 Overlay /2017 Small Drainage Programs 40,387.80
Total $180,387.80 $180,387.80
RECOMMENDATION
Council is being asked to approve Supplemental Agreement No. 2 with KPG, Inc. in the amount of $180,387.80 for
construction management services of the Cascade View Safe Routes to School Phase II Project and consider this
item at the April 24, 2017 Committee of the Whole Meeting and subsequent May 1, 2017 Regular Meeting.
attachments: Vicinity Map
Page 4, 2017 CIP sheet
Supplemental Agreement No. 2
1
W: \PW Eng \ PROJECTS \A- RW & RS Projects \Safe Routes to School - Cascade View Phase II (91510302) \Construction Management \Docs to TIC \Info Memo KPG Supp #2r CM 040717.docx
CASCADE VIEW ELEMENTARY SAFE ROUTES TO SCHOOL PHASE 2 j City of Tukwila
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CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2017 to 2022
PROJECT: Cascade View Safe Routes to School Phase II Project No. 91510302
91210301
Construct an off- street, paved shared use path, sidewalks, and a traffic circle at 33rd Ave S and S 140th St.
DESCRIPTION: This route was identified in the Walking Audit prepared for the Cascade View school zone. S 140th St is one
of the high priority missing sidewalk areas prioritized as part of the Walk and Roll Plan.
JUSTIFICATION: Enhance safety for students walking to Cascade View Elementary School and encourage transportation choices
for Cascade View neighborhood residents.
STATUS: Phase I completed an off- street, paved shared use path between S 137th St and S 140th St in 2015 (91210301).
Phase 11 includes a traffic circle at 33rd Ave S/S 140th St. Also includes sidewalks on the east side of 33rd Ave S
between S 140th St & S 144th St and the south side of S 140th St between Military Rd S and 34th Ave S.
MAINT. IMPACT: New trail, traffic circle, sidewalks, and drainage will need to be maintained.
COMMENT:
Phase II WSDOT Safe Routes to School Federal grant for $839K. Mitigation of $37k from Orcas Homes.
Phase I included a WSDOT Safe Routes to School State grant for $428K.
FINANCIAL Through Estimated
in $000's
2015 2016 2017
2018
2019
2020
2021
2022
BEYOND TOTAL
EXPENSES
Phase I
Phase II
Phase II
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Design
84
125
20
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229
Land (R/W)
65
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65
Const . Mgmt.
89
140
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229
Construction
310
654
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964
TOTAL EXPENSES
548
125
814
0
0
0
0
0
0
1,487
FUND SOURCES
Awarded Grant
404
125
714
1,243
School District Grant
22
22
Proposed Grant
0
Mitigation
37
37
City Oper. Revenue
122
100
0
0
0
0
0
0
185
TOTAL SOURCES
548
125
814
0
0
0
0
0
0
1,487
2017 - 2022 Capital Improvement Program
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Project Location
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2017 - 2022 Capital Improvement Program
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jl)Washington State
Department of Transportation
Supplemental Agreement
Number 2
Organization and Address
KPG, Inc.
3131 Elliott Avenue, Suite 400
Seattle WA 98121
Phone: 206.286.1640
Original Agreement Number
16-023(0
Project Number
91510302
Execution Date
2/17/2016
Completion Date
12/31/2017
Project Title
Cascade View Safe Routes to School Phase 2
New Maximum Amount Payable
$318,593.10
Description of Work
Provide Construction Management Services.
The Local Agency of City of Tukwila
desires to supplement the agreement entered in to with KPG, Inc.
and executed on 2/17/2016 and identified as Agreement No 16 -023
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 Management Services in accordance with attached Exhibit A.
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 Change.
111
Section V, PAYMENT, shall be amended as follows:
Payment for this work shall not exceed $180,387.80 as shown in Exhibit B without prior authorization from the City.
as set forth in the attached Exhibit A, and by this reference made a part of this supplement.
If you concur with this supplement and agree to the changes as stated above, please sign in the Appropriate
spaces below nd t rn to this office for final action.
•
By: By
goa Doves v...e
Consultant Signature/ Approving Authority Signature
DOT Form 140 -063
Revised 09/2005
Date
4
EXHIBIT A
construction and review RAM's, shop drawings, and answer RFI's as required.
• Services will be performed in accordance with the Contract plans & special provisions, and City
engineering standards.
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.
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
engineer, 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.
Construction staff shall oversee the following items of work, on the
Cascade View SRTS — Phase 2
Page 2 of 8 KPG
Construction Management Services 1/3/17
7
EXHIBIT A
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:
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.
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.
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
Cascade View SRTS — Phase 2 Page 3 of 8 KPG
Construction Management Services 1/3/17
8
EXHIBIT A
final inspection with those agencies.
Assumptions:
• 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.
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
Cascade View SRTS — Phase 2
Page 4 of 8 KPG
Construction Management Services 1/3/17
9
EXHIBIT A
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.
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
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 will be based on these construction records.
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
Cascade View SRTS — Phase 2
Page 5 of 8 KPG
Construction Management Services 1/3/17
10
EXHIBIT A
• 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 WSDOT 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
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.
Cascade View SRTS — Phase 2
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Construction Management Services 1/3/17
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EXHIBIT A
Deliverables
• Change Order(s)
• Case Management Log
• RFI Log
• Minor Change Order(s)
• Force Account Records
Cascade View SRTS — Phase 2 Page 7 of 8 KPG
Construction Management Services 1/3/17
12
Project Name:
Consultant:
COST PLUS FIXED FEE
Exhibit B
Consultant Fee Determination
City of Tukwila
Cascade View SRTS - Phase 2
Supplement 2 - Construction Services
Classification
Project Manager
Project Engineer
Design Engineer
CAD Technician
Construction Inspector
Survey Crew
Document Specialist
Office Admin
Total Direct Salary Cost (DSC)
Overhead (131.49% x DSC)
Fixed Fee (30% x DSC)
Hours
23 $
324 $
80 $
16 $
736 $
0 $
260 $
215 $
1,654
Subtotal:
Rate
70.69
51.00
43.26
29.50
29.50
58.00
46.75
29.50
Cost
1,625.87
16,524.00
3,460.80
472.00
21,712.00
12,155.00
6,342.50
$ 62,292.17
$ 81,907.98
$ 18,687.65
$162,887.80
REIMBURSABLES
Mileage
Miscellaneous - Mileage, Repro, Field Supplies
Subtotal:
$1,500
$1,000
$2,500
SUBCONSULTANT COSTS
Material Testing Allowance $15,000
Subtotal: $15,000
TOTAL $ 180,387.80
13
EXHIBIT B
HOUR AND FEE ESTIMATE
City of Tukwila
Cascade View SRTS - Phase 2
Supplement 2 - Construction Services
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