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HomeMy WebLinkAboutTIC 2017-07-25 Item 2D - Contract Supplement #2 - 2017 Overlay and Repair Program Construction Management 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,) :zr BY: David Sorensen, Project Manager CC: Mayor Ekberg DATE: Friday July 21, 2017 SUBJECT: 2017 Overlay and Repair Program Project No. 91710401, Contract No. 16 -109 Supplemental Agreement No. 2 for Construction Management Services ISSUE Execute Supplemental Agreement No. 2 with KPG, Inc. (KPG) to provide construction management services for the 2017 Overlay and Repair Program. BACKGROUND On September 6, 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. DISCUSSION KPG has provided a supplement, scope of work, and fee estimate for construction management services for the 2017 Overlay and Repair Program for $159,233.76. Construction re bid opening was July 13, 2017. FISCAL IMPACT Sup No. 2 CM Budget Construction Management Sup No. 2 $ 159,233.76 $ 200,000.00 RECOMMENDATION Council is being asked to approve Supplemental Agreement No. 2 to Contract No. 16 -109 for construction management services with KPG, Inc. for the 2017 Overlay and Repair Program in the amount of $159,233.76 and consider this item on the Consent Agenda at the August 7, 2017 Regular Meeting. Attachments: Vicinity Map Page 18, 2017 CIP Contract, Scope of Work and Fee Estimate WAPW Eng \PROJECTS\A- RW & RS ProjectsWnnual Overlay & Repair Programs\2017 Overlay & Repair Program \CN Management\Construction Management 23 24 CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2017 to 2022 PROJECT: Annual Overlay and Repair Program Project No. 9xx10401 DESCRIPTION: Select, design and construct asphalt and concrete pavement overlays of arterial and residential streets. Preserve and maintain the street structure in a safe and useable state by resurfacing before failure which also JUSTIFICATION: minimizes costs. 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 fin 2015 2016 2017 2018 2019 2020 2021 2022 BEYOND TOTAL EXPENSES Design 123 135 150 150 175 175 200 200 200 1,508 Land (RM) 0 Const. Mgmt. 276 175 200 200 225 225 250 250 275 2,076 Construction 1,289 1,260 1,050 1,050 1,330 1,340 1,350 1,350 1,375 11,394 TOTAL EXPENSES 1,688 1,570 1,400 1,400 1,730 1,740 1,800 1,800 1,850 14,978 FUND SOURCES Awarded Grant 0 Proposed Grant 0 Mitigation Actual 0 Mitigation Expected 0 City Oper. Revenue 1,688 1,570 1,400 1,400 1,730 1,740 1,800 1,800 1,850 14,978 TOTAL SOURCES 1,688 1,570 1,400 1,400 1,730 1,740 1,800 1,800 1,850 1 14,978 2017 - 2022 Capital Improvement Program 18 25 SUPPLEMENTAL AGREEMENT No. 2 AGREEMENT No. 16 -109 PROJECT No. 91610401 City of Tukwila Public Works Department 6300 Southcenter Boulevard #100 Tukwila, WA 98188 KPG, Inc. 753 - 9th Avenue N. Seattle, WA 98109 PROJECT: 2017 Overlay Program — Additional Design and Construction Services This SUPPLEMENTAL AGREEMENT NO. 2 is to supplement the agreement entered into with KPG, Inc. and the City of Tukwila, which was executed on the 6th day of September, 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 ExhibitA -2. Article 4, Payment, shall be modified as follows: Payment for work provided by Consultant shall be made as provided on Exhibit B -2, attached hereto, provided that the total amount of payment to the Consultant for this work not exceed $159,233.76 without express written modification of the Agreement signed by the City. The new total contract shall not exceed $281,900.30 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 , 2017. APPROVED: CITY OF TUKWILA Allan Ekberg Mayor Attested: Christy O'Flaherty, City Clerk APPROVED: KPG, INC. Nelson Davis, P.E. Principal 26 EXHIBIT A -2 Additional Design and Construction Management Services Scope of Work July 7, 2017 City of Tukwila — 2017 Overlay Program This work will provide additional design for one (1) additional overlay site on 42nd Avenue S, preparation of revised bid documents for re -bid, and construction management services for the construction contract to complete the City of Tukwila — 2017 Overlay Program. These services will include preparation of bid documents, bid period services, 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 construction duration of 60 working days (12 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 City of Tukwila — 2017 Overlay Program Page 2 of 7 KPG Construction Management Services Project Number 16101 Scope of Work 717117 27 EXHIBIT A -2 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 RA'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. 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 — ADDITIONAL DESIGN SERVICES 2.1 The Consultant will prepare base map, plans, specifications, and quantity estimates for maintenance of 42nd Avenue S settlement near the Allentown bridge. 2.2 The Consultant shall revise bid documents to include the 42 "d site and remove other sites in an effort to match project construction budget. Work will include posting to bxwa.com, bid period services, preparation of bid tabulation and recommendation to award letter. Deliverables • Uploaded bid documents to bxwa.com • Bid tabulation • Recommendation of award City of Tukwila — 2017 Overlay Program Page 3 of 7 KPG Construction Management Services Project Number 16101 Scope of Work 77117 28 EXHIBIT A -2 TASK 3 — PRECONSTRUCTION SERVICES 3.1 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 4 — CONSTRUCTION SERVICES - FIELD 4.1 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 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: • Preparation to include mobilization and clearing and grubbing • Erosion Control • HMA grinding and paving • Driveways, curb, gutter and sidewalk • 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 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 City of Tukwila — 2017 Overlay Program Page 4 of 7 KPG Construction Management Services Project Number 16101 Scope of Work 717117 29 EXHIBITA -2 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 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. 4.2 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. 4.3 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 City of Tukwila — 2017 Overlay Program Page 5 of 7 KPG Construction Management Services Project Number 16101 Scope of Work 717117 30 EXHIBIT A -2 TASK 4.4 — 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 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 City of Tukwila — 2017 Overlay Program Page 6 of 7 KPG Construction Management Services Project Number 16101 Scope of Work 717117 31 EXHIBIT A -2 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 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 4.5 — 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 4.6 — CHANGE MANAGEMENT A. Case Log: Develop and maintain a case log which includes change orders, RFP's, Field Work Directives City of Tukwila — 2017 Overlay Program Page 7 of 7 KPG Construction Management Services Project Number 16101 Scope of Work 717117 32 EXHIBIT A -2 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 — 2017 Overlay Program Page 8 of 7 KPG Construction Management Services Project Number 16101 Scope of Work 717117 33 Exhibit B -2 Consultant Fee Determination Project Name: 2017 Overlay Program Supplement No. 2 - Additional Design and Construction Services Consultant: IMF COST PLUS FIXED FEE Classification Hours Rate Cost Resident Engineer 28 $ 66.00 $ 1,848 Senior Engineer 224 $ 52.88 $ 11,845 Project Engineer 104 $ 43.27 $ 4,500 Design Engineer 8 $ 37.60 $ 301 CAD Technician 20 $ 31.90 $ 638 Construction Inspector 544 $ 38.00 $ 20,672 Survey Crew 0 $ 60.00 $ - Document Specialist 176 $ 40.87 $ 7,193 Office Admin 80 $ 26.92 $ 2,154 Total Direct Salary Cost (DSC) 1,184 $49,151 Overhead (138.02% x DSC) $67,837.82 Fixed Fee (30% x DSC) $14,745.22 Subtotal: $131,733.76 REIMBURSABLES Construction Vehicle Mileage $1,000 Miscellaneous - Repro, Field Supplies $1,500 Subtotal: $2,500 SUBCONSULTANT COSTS Material Testing Allowance $25,000 Subtotal: $25,000 TOTAL $ 159,233.76 CM HOUR AND FEE ESTIMATE Project: City of Tukwila 2017 Overlay Program Supplement No. 2 - Additional Design and Construction Services EXHIBIT B -2 KPG • Architecture • Landscape Architecture • Civil Engineering • Task Description Labor Hour Estimate Project Manager $ 176.89 Resident Engineer $ 141.73 Project Engineer $ 115.97 Design Engineer $ 100.78 CAD Technician $ 85.50 Const Inspector $ 101.85 Survey Crew $ 160.81 Document Office Specialist Admin $ 109.54 $ 72.15 Total Budget Budget 1 - Management, Coordination, Administration (Estimated duration 14 weeks Weekly level of effort by Classification 2 4 0 0 01 0 0 0 2 Preconstruction Budget Estimate 24 48 0 0 01 01 0 0 24 $ 12,780.05 2 - Additional Design Services Weekly level of effort by Classification 4 0 40 0 4 0 0 0 8 Additional Design Budget Estimate 8 0 80 0 8 0 0 0 3 - Preconstruction Services (Estimated duration 2 weeks) Weekly level of effort by Classification 0 16 $ 12,531.33 8 0 0 0 8 0 8 4 Preconstruction Budget Estimate 0 16 0 0 0 16 0 16 4 - Construction Services (Estimated duration 8 weeks 8 $ 6,227.07 Weekly level of effort by Classification 0 16 8 0 0 60 0 16 4 1 Construction Period Budget Estimate 0 128 64 0 0 480 0 128 32 $ 90,780.30 5 - Closeout/Record Dwg Services (Estimated duration 2 weeks) Weekly level of effort by Classification 0 16 0 4 8 24 0 16 4 Closeout / Record Dwg Budget Estimate 0 32 0 8 16 48 0 32 8 $ 15,680.67 Subtotal - Labor 28 224 104 8 20 544 0 176 80 Reimbursables 8 Subconsultants $ 131,733.76 Total Project Budget Material Testing Allowance $ Construction Vehicle Mileage $ Miscellaneous - Repro, Field Supplies $ 7/10/2017 25,000.00 1,000.00 1,500.00 $ 159,233.76