HomeMy WebLinkAboutReg 2018-09-17 Item 3H - Contract Supplement #1 - 2018 Annual Small Drainage Program Construction Management with KPG Inc for $57,480 COUNCIL AGENDA SYNOPSIS
/01LA 4,„
InataIs ITEM No.
Meeting Date Prepared by Mayor'i review Council review
09/17/18 HH 4,/, LAT/ L„,-1
4. 3. H .
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20-613
ITEM INFORMATION
SIAN,SPONSOR: HENRY HASH ORIGINAL AGENDA DATE: 09/17/18
AGENDA ITEM TITLE Surface Water Fund - 2018 Annual Small Drainage Program
Construction Management Supplemental Agreement with KPG, Inc.
CATEGORY El Discussion • Motion E] Resolution El Ordinance El] Bit Award EI Public Hearing E1 Other
Mtg Date Mtg Date 09/17/18 Mtg Date Mtg Date Mtg Date ilk Date Mtg Date
SPONSOR EI Council El Mayor E]HR E] DCD El Finance El Fire El] IT E] P&R E] Police
SPONSOR'S KPG is currently the design consultant for the 2018 Annual Small Drainage Program with
SUMMARY Contract No. 18-063. During construction, the City will need construction management
support and KPG was selected as the most qualified. The construction bid was awarded to
Ceccanti, Inc. on 8/20/18. Council is being asked to approve Amendment No. 1 for
construction management with KPG in the amount of$57,480.00.
REVIEWED BY El COW Mtg. LI CA&P Cmte LI F&S Cmte Transportation Cmte
El Utilities Cmte E]Arts Comm, r]Parks Comm. E1 Planning Comm.
DATE: 09/10/18 COmmi EE CHAIR: THOMAS MCLEOD
RECOMMENDATIONS:
SPONSOR/ADMIN. Public Works Department
CommvITEE Unanimous Approval; Forward to Regular Consent Agenda
COST IMPACT / FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$57,480.00 $57,536.00 $0.00
Fund Source: 412 SURFACE WATER FUND(PAGE 96, 2017 CIP)
Comments: Additional grant funds are expected for$15,378.00
MTG. DATE RECORD OF COUNCIL ACTION
09/17/18
MTG. DATE ATTACHMENTS
09/17/18 Informational Memorandum dated 09/07/18
Page 96, 2017 CIP
KPG Amendment No. 1 to Contract 18-063, Scope of Work, and Fee
Minutes from the Transportation &Infrastructure Committee meeting of 09/10/18
73
74
I Allan Ekberg,Mayor
Public Works Department-Henry Hash,Director
\‘'.;3"\• //"/
INFORMATIONAL E ORANDUM
TO: Transportation and Infrastructure Committee
FROM: Henry Hash, Public Works Director /XI_
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$57,480.00 for construction management services for the 2018 Small Drainage
Program project and consider this item on the Consent Agenda at the September 17, 2018
Regular Meeting.
Attachments: Page 96 CIP,2017 CIP
Contract,Scope of Work,and Fee Estimate
w\pw eng\projects\a-dr projects\annual small drainage programs\2018 sdp(91841201)\construction managementkdocs to tic\info memo 2018 sdp cm docx 75
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CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2017 to 2022
PROJECT: Annual Small Drainage Program Project No. 9XX41201
DESCRIPTION: Select,design, and construct emaDdnsinegepnojednihmughouttheCNy.
PmvidadnoinaAeoorveotionofnrexiobng/ongoinQdnainagepmb|amothmuQhuuttheCdy. ino|udingou|ve�
JU8�|�|�A�|O�� replacements,drain extensions, and pavement upgrades,
STATUS: Projects for this annual program are taken from Small Drainage Project List.
K0A|NT.|KMPACT: Reduces maintenance.
COMMENT: Ongoing project, only one year shown in first column. Construction expenses may occur over two calendar
years.
FINANCIAL Through Estimated
(in$QOQ's) 2015 2016 2817 2018 2019 2020 2021 2022 BEYOND TOTAL
EXPENSES
Design 74 80 80 80 80 80 80 80 80 714
SKmamQageu/N|onj0or 10 10 35 35 36 36 38 36 40 274
ConuLK8gmt 62 00 80 80 80 80 OO 80 80 702
Construction 255 515 515 515 514 514 514 513 513 4.388
TOTAL EXPENSES 401 685 710 710 710 710 710 789 713 6'058
`
FUND SOURCES
Awarded Grant u
Proposed Grant O
Mitigation Actual O
Mitigation Expected u
Utility Revenue 401 885 710 710 710 710 710 709 713 0.058
TOTAL SOURCES 401 685 710 710 710 710 718 709 713 6,058
Project Location.,
Entire System
C,�O
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� m 96
78
SUPPLEMENTAL AGREEMENT NO.1
AGREEMENT No.18-063
PROJECT NO. 91841201
City of Tukwila KPG,Inc.
Public Works Department 3131 Elliott Ave, Suite 400
6300 Southcenter Boulevard #100 Seattle,WA 98121
Tukwila,WA 98188
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 Nelson Davis,P.E.
Mayor Principal
Attested:
Christy O'Flaherty,City Clerk
79
EXH|B|TA
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 2018Sma|| 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:
|' 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 (Z
days/week), a part-time resident engineer (l 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,
, |tls anticipated that the KPG will update and modify the Record of Materials (ROK1).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 tn call for questions.
^ The design engineers from KPG and structural subconsu|tants will be available during
construction to answer questions during construction and review RAM's, shop drawings, and
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answer RFysasrequired.
~ Services will be performed in accordance with the Contract plans & special provisions, and City
engineering standards.
H. 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, ay may be amended nrrevised,
that all of the required Project documentation is accounted for.
TASK.1—K8AN&GEW1EN7/COOND|NAJ|ON/AQN1|N|STQPJ|ON
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 tobe 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—PREC8NSTNUCT|ONSERVICES
%.l 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
preconst,uct1on conference. The Consultant will prepare written record of the meeting and
distribute copies#fthe 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
^ Preconstructioo conference agenda with meeting minutes
TASK 3—[ONSTQU[T|ON SERVICES FIELD
3.1 On-site Observation: The Consultant shall provide the services of one full time inspector
Construction staff shall oversee all items necessary to complete the Work as
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described in the Plans and Specifications, and will observe the technical progress of
the construction, inc|udingp
field in.-pcction 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
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 lOS.1 and 1O5.2of the Standard Specifications.
ii. Observe material, workmanship, and construction zrqps 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 sitevbits.
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
aGtwally ebseFved by the GensultaRt; includes qu—nitit;es ef weFk placed that day,
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, ifapplicable.
ix. Prepare 0c|d records and documents to help aeunc 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.
19-4
vi. 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. 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 part time observation services for the days/hours that the
contractor's personnel arc on site based onthe Contractor's specific activities. Full time site
observation is not anticipated.
^ The Consultant's monitoring of the construction contractor's activities is to ascertain
whether or not they ore performing the work in accordance with the Contract Documents;
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in case of noncompliance, Consultant will reject non conforming work, and pursue tho
other remedies inthe intorcst,- ofthr City, as detailed in the Contract Documents. Tho
Consultant cannot guarantee the construction contractors' performance, and it ir,
understood that Consultant shall assume no responsibility for: proper construction means,
nncthodx, techniques; project site safety, safety precautions or programs; or for the td|uro
of any other entity to perform its work in accordance with laws, contracts, regulations, or
Qty'scxpcctations.
3.2 Substantial Completion: Upon substantial completion of work, coordinate with the City and
other affected agencies, to perform o project inspection and develop a comprehensive list of
deficiencies or 'punch|ist' of items to be completed. A punch|iat and Certificate ofSubstantial
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 asasubconsu|tanttoKPG.
Deliverables
^ Daily Construction Reports with project photos—submitted on a weekly basis
^ Punch List Certificate ofSubstantial 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 ofworking files will be maintained in
the field office.
Document Control consists of:
� Final Estimate (Approving Authority File)
� Comparison ofPre|im1naryandFinal 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 ono 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. VVeeWV Meetings: Lead weekly meetings, including preparation of agenda, meeting minutes'
and distribution of minutes toattendees. Outstanding issues to be tracked on a weekly basis.
E. Initial Schedule Review: Perform detailed schedule review of contractor provided [PK8 for
conformance with the contract documents.
F. Lump Sum Breakdown: Evaluate construction contractors' Schedule ofValues for lump sum
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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 2'08of the Special Provisions.
In addition, perform schedule analysis on contractor provided [PKX 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 port of the progress
payment to the Contractor. Upon project completion, contractor provided markups will bu
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 punch|ist 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—SQ8W4|7TAL/RF| 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
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logged and tracked.
B. Request for Information(NF|): Review and respond tnRF|'o. RF|'s shall be logged and tracked.
C. Record of Materials (ROM): Prepare ROM based on Special Provisions and Plans for use pnthe
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, [lPL items, material compliance documentation, and
all other required documentation.
Deliverables
^ Submittal log
^ DF| Log
^ Completed Record uf Material for Material Certification
TASK 4.3—CHANGE MANAGEMENT
A. Case Log: Develop and maintain a case |o8 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 updocumentation
C. Field Work Directives: Prepare field work directives as necessary to keep the contractor on schedule.
Q. Minor Change Orders: Develop minor change orders perVVSDOT Standard Specifications. Each
minor change order will be executed and contain the following:
^ Independent Cost Estimate
° Verbal Approval Memo
~ Back updocumentation
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
, [han0eOrder(s)
^ Case Management Log
" RFILoQ
, Minor Change Order(s)
^ Force Account Records
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HOUR AND FEE ESTIMATE EXHIBIT B
Project: City of Tukwila
4 Architecture
2018 Small Drainage Program Lundticape Arettiteeture
A Civil Engineering A
Construction Services
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1-Management and Administration(Estimated duration 16 weeks)
Weekly level of effort by Classification 0.25 0 0 0 0 0 0.25 0
Preconstruction Budget Estimate 4 0 0 0 0 0 4 0 $ 1,256.00
2 - Preconstruction Services(Estimated duration 2 weeks)
Weekly level of effort by Classification 0 2 2 1 0 0 8 0
Preconstruction Budget Estimate 0 4 4 2 0 0 16 0 $ 3,296.00 i
3 - Construction Services(Estimated duration 12 weeks)
Weekly level of effort by Classification 0 B 2 0 0 0 16 0
Construction Period Budget Estimate 0 96 24 0 0 0 192 0 $ 38,208.00
4 - Closeout/Record Dwg Services(Estimated duration 2 weeks)
Weekly level of effort by Classification 0 4 2 4 4 0 8 0
Closeout/Record Dwg Budget Estimate 0 8 4 8 8 0 16 0 $ 5,520.00 I
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Reimbursables&Subconsultants
Material Testing Allowance $ 3,200.00
Mileage $ 1,000.00
Structural Shop Drawing Review $ 5,000.00
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88
Transportation&Infrastructure Committee Minutes September 10,2018
C. Grant Acceptance: Stormwater Quality Retrofit Project
Staff is seeking Council approval of a grant agreement with the Washington State Department
of Ecology (DOE) in the amount of $287,500.00 for the Stormwater Quality Retrofit Project.
This project will select seven candidate sites for water quality retrofits and advance up to four
projects to 90%design.The 15%required City match will come from Surface Water funds with
$115,000 currently budgeted in 2019. Councilmember Quinn reiterated his request to expand
the memo to better define the Surface Water fund. UNANIMOUS APPROVAL. FORWARD TO
SEPTEMBER 17, 2018 REGULAR CONSENT AGENDA.
D. Contract Amendment: Riverton Creek Flapgate Removal Project
Staff is seeking Council approval of Amendment 2 to Contract 17-070 in the amount of
$37,064.00 with OTAK, Inc. for the Riverton Creek Flapgate Removal Project. The project will
remove two culverts and flap gates and replace a section of at-grade trail with a bridge over
the restored open channel. The proposed amendment will incorporate current
recommendations into final design and bid documents and will bring the total contract
amount to $182,420. The amendment will be funded through remaining 2018 surface water
design funds and the 2019 design budget,then be partially or wholly reimbursed through the
2017 Salmon Recovery Funding Board design and construction grant. Councilmember Idan
asked if any projects would go funded as a result, and staff replied there is adequate budget
for other planned projects. UNANIMOUS APPROVAL. FORWARD TO SEPTEMBER 17, 2018
REGULAR CONSENT AGENDA.
,
E. Project Completion: 2017 Small Drainage Program
Staff is seeking Council approval of project completion and release of retainage to McCann
Construction, Inc.in the amount of$448,471.71 for the 2017 Annual Small Drainage Program.
Drainage improvements were installed at three locations: 48th Avenue South between South
160th Street and South 162hd Street, Strander Boulevard sidewalk in front of Target, and 58th
Avenue South,14423 to 14455.The project was physically completed on January 16,2018 and
concluded under budget. UNANIMOUS APPROVAL. FORWARD TO SEPTEMBER 17, 2018
REGULAR CONSENT AGENDA.
F. Supplemental Agreement:2018 Annual Small Drainage Program
* Staff is seeking Council approval of 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. This is an extension of the design engineering services contract already executed
with KPG. To save money, staff will be doing more of the inspection work rather than
contracting it out. UNANIMOUS APPROVAL. FORWARD TO SEPTEMBER 17,2018 REGULAR
CONSENT AGENDA.
89