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HomeMy WebLinkAboutTIC 2018-09-10 Item 2F - Contract Supplement #1 - 2018 Annual Small Drainage Program Construction Management with KPGCity of Tu Public Works Department - Henry Hash, Director INFORMATIONAL MEMORANDUM Allan Ekberg, Mayor TO: Transportation and Infrastructure Committee FROM: Henry Hash, Public Works Director // BY: Dave Sorensen, Project Manager CC: Mayor Allan Ekberg DATE: September 7, 2018 SUBJECT: Surface Water Fund - 2018 Annual Small Drainage Program Project No. 98741201, Contract No. 18-063 Supplemental Agreement No. 1 for Construction Management Services ISSUE Approve KPG, Inc. to provide construction management services for the 2018 Annual Small Drainage Program. BACKGROUND The Annual Small Drainage Program repairs and installs needed surface water infrastructure that is identified through maintenance activities as well as citizen complaints. DISCUSSION Supplement No. 1 is an extension of the design engineering services contract executed with KPG for the 2018 Annual Small Drainage Program. FINANCIAL IMPACT KPG has prepared the attached contract amendment with a scope and fee estimate to provide the necessary construction management services for the 2018 Small Drainage Program project. Sup. No. 1 CM Budget Construction Management Supplement No. 1 $ 57,480.00 $ 80,000.00 Transferred for Construction funding (37,842.00) King County Flood District Grant Funds 15,378.00 Total $ 57,480.00 $ 57.536.00 RECOMMENDATION Council is being asked to approve Supplement No. 1 to Contract No. 18-063 with KPG, Inc. in the amount of $57,480.00 for construction management services for the 2018 Small Drainage Program project and consider this item on the Consent Agenda at the September 17, 2018 Regular Meeting. Attachments: Page 96 CIP, 2017 CIP Contract, Scope of Work, and Fee Estimate w:\pw eng\projects\a- dr projects\annual small drainage programs\2018 sdp (91841201)\construction managementldocs to tic\info memo 2018 sdp cm.docx 45 CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2017 to 2022 PROJECT: Annual Small Drainage Program Project No. 9XX41201 DESCRIPTION: Select, design, and construct small drainage projects throughout the City. JUSTIFICATION: Provide drainage corrections for existing/ongoing drainage problems throughout the City, including culvert replacements, drain extensions, and pavement upgrades. STATUS: Projects for this annual program are taken from Small Drainage Project List. MAINT. IMPACT: Reduces maintenance. COMMENT: Ongoing project, only one year shown in first column. Construction expenses may occur over two calendar years. FINANCIAL Through Estimated (in $000's) 2015 2016 2017 2018 2019 2020 2021 2022 BEYOND TOTAL EXPENSES Design 74 80 80 80 80 80 80 80 80 714 Streamgages/Monitor 10 10 35 35 36 36 36 36 40 274 Const. Mgmt. 62 80 80 80 80 80 80 80 80 702 Construction 255 515 515 515 514 514 514 513 513 4,368 TOTAL EXPENSES 401 685 710 710 710 710 710 709 713 6,058 FUND SOURCES Awarded Grant 0 Proposed Grant 0 Mitigation Actual 0 Mitigation Expected 0 Utility Revenue 401 685 710 710 710 710 710 709 713 6,058 TOTAL SOURCES 401 685 710 710 710 710 710 709 713 6,058 Project Location: Entire System 2017 - 2022 Capital Improvement Program 96 46 SUPPLEMENTAL AGREEMENT NO. 1 AGREEMENT No. 18-063 PROJECT NO. 91841201 City of Tukwila Public Works Department 6300 Southcenter Boulevard #100 Tukwila, WA 98188 KPG, Inc. 3131 Elliott Ave, Suite 400 Seattle, WA 98121 PROJECT: 2018 Small Drainage 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 25th day of April, 2018. 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 $57,480.00 without express written modification of the Agreement signed by the City. The new total contract shall not exceed $137,230.00 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 , 2018. APPROVED: APPROVED: CITY OF TUKWILA KPG, INC. Allan Ekberg Mayor Attested: Christy O'Flaherty, City Clerk Nelson Davis, P.E. Principal 47 EXHIBIT A Construction Management Services Scope of Work August 15, 2018 City of Tukwila 2018 Small Drainage Program — Project No. 91841201 This work will provide construction management services for the construction contract to complete the City of Tukwila 2018 Small Drainage Program. These services will include design support, project management, documentation control, 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 (2 days/week), a part-time resident engineer (1 day/week) during construction activities, sub - consultant to provide services for materials testing, structural review, and other supporting tasks as deemed necessary. • It is anticipated that part time site observation will be required based on contractor's specific activities. The City will provide all required site observation and supporting documentation. • KPG estimates a total project duration of 80 working days 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 update and modify 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. • The City will do all public outreach, and ensure affected residents are notified of impending contractor activities by door to door and/or A -board signs that include date, hours of work, and a staff phone number to call for questions. • The design engineers from KPG and structural subconsultants will be available during construction to answer questions during construction and review RAM's, shop drawings, and 2018 Small Drainage Program Page 2 KPG Construction Management Services 8/15/18 48 EXHIBIT A 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 TTASN 3 — CONSTRI CTION SERVICES _ FIE D 3.1 On cito Obcorvation: The Consultant shall providc thc scrviccs of one full timc inspcctor during construction activitics and othcr tasks nccc: Cary to monitor thc progress of thc work. Construction staff shall ovcrscc all itcms ncccssary to complctc thc Work as 2018 Small Drainage Program Page 3 KPG Construction Management Services 8/15/18 49 EXHIBIT A dcscribcd in thc Plans and Spccifications, and will obscrvc thc technical progrcss of Ficld inspcction staff will perform thc following dutics as a mattcr of thcir daily activitics: i. Observe teck +ca-I conduct of thc construction, including providing day to day contact with construction contractor, City, utilitics, and othcr stakcholdcrs, and monitor for adhcrcncc to thc Contract Documcnts. Thc Consultant's personncl will act in accordancc with Scctions 1 05.1 and 1 05.2 of thc Standard Spccifications. ii. Observe material, workmanship, and construction areas for compliancc with thc Contract Documcnts and applicablc codcs, and notify construction contractor of noncompliance. Advisc thc City of any non conforming work obscrvcd during sitc visits. Document all material dclivcrcd to thc job sitc in accordancc with thc contract documcnts. iv. Prepare daily inspcction rcports, recording thc construction contractor's operations a, actually obscrvcd by thc Consultant; includcs quantities of work placed that day, contractor's cquipmcnt and crcws, and othcr pertincnt information. v. Interpret Contract Documcnts in coordination with thc City and KPG. vi. Resolve qucstions which may arise as to thc quality and acceptability of material furnishcd, work performcd, and rate of progrcss of work performcd by thc construction contractor. vii. Establish communications with adjacent property owncrs. Rcspond to qucstions from property owncrs and thc general public. viii. Coordinate with permit holders on the Projcct to monitor compliancc with approvcd permits, if applicablc. ix. Prepare field records and documents to hclp assurc thc Projcct is administcrcd in accordancc with thc funding rcquircmcnts. x. Collect and calculate dclivcry tickcts and salesman's daily rcports of aggrcgatc. All tickets will bc initialed with corrcct bid itcm and stationing idcntificd (Construction Manual 10 2). xi. Attcnd and actively participate in regular on sitc wcckly construction meetings. xii. Take periodic digital photographs during thc course of construction, and rccord locations. xiii. Punch list. Upon substantial completion of work, coordinatc with thc Client and affcctcd agcncics, to prcparc a 'punch list' of itcms to bc completed or corrcctcd. Coordinate final inspcction with those agcncics. Assumptions: • Consultant will providc part timc obscrvation services for thc days/hours that thc contractor's personncl arc on sitc based on thc Contractor's specific activitics. Full timc sitc obscrvation is not anticipated. • Consultant will providc qualified personncl for inspcction of all bid itcm work. • Thc Consultant's monitoring of thc construction contractor's activitics is to ascertain whether or not they arc performing thc work in accordancc with thc Contract Documcnts; 2018 Small Drainage Program Page 4 KPG Construction Management Services 8/15/18 50 EXHIBIT A in case of noncompliance, Consultant will rejeet non conforming work, and pursue the othcr remedies in thc interests of thc City, as detailed in thc Contract Documents. The Consultant cannot guarantee thc construction contractors' performance, and it i:, Understood that Consultant shall assume no responsibility for: proper construction means, methods, techniques; projcct site safety, safety precautions or programs; or for thc failure of any othcr 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 projcct 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: City to provide day to day coordination of 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. Materials testing provider will be managed as a subconsultant to KPG. 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 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 2018 Small Drainage Program Page 5 KPG Construction Management Services 8/15/18 51 EXHIBIT A 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. ▪ 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. Rccord drawings to bc verified on a monthly basis, as part of thc progress payment to thc Contractor. Upon project completion, contractor provided markups will bc verified for completeness and supplemented with inspection information. The City 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 • 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 2018 Small Drainage Program Page 6 KPG Construction Management Services 8/15/18 52 EXHIBIT A 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): Prepare ROM 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. Deliverables • Change Order(s) • Case Management Log • RFI Log • Minor Change Order(s) • Force Account Records 2018 Small Drainage Program Page 7 KPG Construction Management Services 8/15/18 53 HOUR AND FEE ESTIMATE Project: City of Tukwila 2018 Small Drainage Program Construction Services 1 - Management and Administration (Estimated duration 16 weeks) Weekly level of effort by Classification 0.25 0 EXHIBIT B 0 0 0 0 0.25 0 Per t Atchitc.xt,t. • tv.dxatx Architmturo • ci.-it t_nginc.,ring • Preconstruction Budget Estimate 2 - Preconstruction Services (Estimated duration 2 weeks) Weekly level of effort by Classification 4 O 0 2 0 2 0 0 1 0 0 0 4 8 0 0 1,256.00 Preconstruction Budget Estimate 3 - Construction Services (Estimated duration 12 weeks) Weekly level of effort by Classification O O 4 8 4 2 2 0 0 0 0 0 16 0 16 0 3,296.00 Construction Period Budget Estimate 0 96 24 0 0 192 0 $ 38,208.00 4 - Closeout/Record Dwg Services (Estimated duration 2 weeks) Weekly level of effort by Classification O 4 2 4 4 0 8 0 Closeout / Record Dwg Budget Estimate O 8 4 8 8 0 16 0 $ 5,520.00 Reimbursables & Subconsultants Material Testing Allowance $ Mileage $ Structural Shop Drawing Review $ 3,200.00 1,000.00 5,000.00 itiVISQF t e\\ 8/27/2018 \I E.. \.3