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Home My WebLink AboutSpecial 2019-02-11 Item 2C - Public Safety Plan - Justice Center Forestry and Environmental Contract Amendment #3 with DLR Group for $18,920COUNCIL AGENDA SYNOPSIS Initials Meeting Date Prepared by Mayor's review Council review 02/04/19 RB 4'1.1 f4 (-I- ITEM INFORMATION ITEM No. Spec 2.C. STAFF SPONSOR: RACHEL BIANCHI ORIGINAL AGENDA DATE: 02/04/19 AGENDA ITEM TITLE Contract Amendment No. 3 for DLR Group CATEGORY E Discussion Mtg Date E Motion Mtg Date 02/04/19 DResolution Mtg Date E Bid Award Mtg Date E Public Hearing Mtg Date E Other Mtg Date 111 Ordinance Mg Date SPONSOR E Council ZMayor EIHR EDCD Z.Finance E Fire LITS EP&R Police EPIV Court SPONSORS The Council is being asked to approve a contract amendment with DLR group for forestry SUMMARY and environmental services associated with the Justice Center. These costs are expected and well within the project budget. REVIEWED BY E C.O.W. Mtg. Trans &Infrastructure DATE: 01/22/19 111 CDN Comm E Finance Comm. Z Public Safety Comm. E Parks Comm. 0 Planning Comm. COMM 1'1 EE CHAIR: ROBERTSON II Arts Comm. RECOMMENDATIONS: SPONSOR/ADMIN. Commiyru, Mayor's Office Unanimous Approval; Forward to 2/4/19 Regular Meeting Consent COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $18,920 $$18,920 $18,920 Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 02/04/19 MTG. DATE ATTACHMENTS 02/04/19 Informational Memorandum dated January 2, 2019 Draft Contract Minutes from the Public Safety Committee meeting of 1/22/19 47 48 I t Administrative Services Department- Rachel Bianchi, Deputy CityAdministrator INFORMATIONAL MEMORANDUM TO: Public Safety Committee CC: Mayor Allan Ekberg FROM: Rachel Bianchi, Deputy City Administrator BY: Justine Kim, Senior Program Manager, Shiels Obletz Johnsen DATE: January 2, 2019 SUBJECT: DLR Contract Amendment for Forestry and Environmental Services Allan Ekberg, Mayor ISSUE The City requires an amendment to the DLR contract for forestry and environmental services associated with the Justice Center project. The cost of these additional services is included in the overall project budget and staff is not asking for additional budget authority. BACKGROUND The City of Tukwila hired DLR Group Inc. for $2,146,084 to perform architectural design and planning services related to the Justice Center in connection with the Tukwila Public Safety Plan. On August 7, 2018, Amendment No. 1 added additional services due to changes in building construction cost estimate, in the amount of $953,830. On September 20, 2018, Amendment No. 2 added additional services and fee to prepare the SEPA checklist in the amount of $21,395, bringing the new not -to -exceed contract amount to $3,121,309. ANALYSIS Amendment No. 3 is for additional services and fee for managing Washington Forestry Consultants and Environmental Science Associates. An arborist is required for the project, and an Inadvertent Discovery Plan is also required as per state law to deal with potential hazardous materials in the soils. These are anticipated expenditures and are included in the council approved project budget. FISCAL IMPACT DLR Group, Inc. has provided a cost of $18,920 to perform the additional services. The total contract amount will now be $3,140,229. A. Original Contract Amount $2,146,084.00 B. Amendment No. 1 — Budget Design & Property Conditions $953,830.00 C. Amendment No. 2 — SEPA checklist, ADA Counseling $21,395.00 D. Amendment No. 3 — Arborist/SEPA/Contaminated soils requirements $18,920.00 New Contract Amount $3,140,229.00 Tukwila City Hall • 6200 Southcenter Boulevard • Tukwila, WA 98188 • 206-433-1800 • Website: TukwilaWA.gov 49 RECOMMENDATION The Committee is being asked to approve the amendment to the contract and place the item on the February 4, 2019 Regular Meeting Consent Agenda. ATTACHMENTS Proposed DLR contract amendment No. 3. Phone: 206-433-1800 • Email: Mayor@TukwilaWA.gov • Website: TukwilaWA.gov 50 City of Tukwila 6200 Southcenter Boulevard, Tukwila WA 98188 Agreement Number 17-157(c) CONTRACT FOR SERVICES Amendment No. 3 Between the City of Tukwila and DLR Group, Inc. That portion of Contract No, 17-157 between the City of Tukwila and DLR Group, Inc, is hereby amended as follows: Section 1 Proiect Designation: The Consultant is retained by the City to perform Architectural Design and Planning services in connection with the project titled Tukwila Public Safety Plan. Section 2 Scope of Services: The Consultant agrees to perform the services, identified on Exhibit "A" attached hereto, including the provision of all labor, materials, equipment and supplies. Section 4 Payment, The Consultant shall be paid by the City for completed work and for services rendered under this Agreement as follows: Payment for the work provided by the Consultant shall be made as provided on Exhibit "A" attached hereto, provided that the total amount of payment to the Consultant shall not exceed $3,140,229 (including estimated expenses) without express written modification of the Agreement signed by the City. The total fee for the additional services related to Amendment No. 3 will be $18,920, All other provisions of the contract shall remain in full force and effect. Dated this day of , 2018 CITY OF TUKWILA CONSULTANT Allan Ekberg, Mayor Erica Loynd, Principal CA Revised Dccembcr 2016 Page 1 of 1 51 52 DLR Group Architecture Engineering Planning Interiors 51 University Street, Suite 600 Seattle, WA 98101 December 20, 2018 Justine Kim Shiels Obletz Johnsen 101 Yesler Way Suite 606 Seattle, WA 98104 justinek@sojsea.com Project Name: City of Tukwila Justice Center DLR Group Project No.: 73-17158-00 Re: Design Services Proposal - Additional Services #3 Dear Justine: EXH B Per your request, this letter will serve as our proposal for managing the arborist consultant for the City of Tukwila Justice Center and City of Tukwila Fire Stations in Tukwila, WA, and preparation of the Inadvertent Discovery Plan for SEPA. We appreciate the opportunity to continue to develop this project and ensure it meets the requirements of the City. The proposal from Washington Forestry Consultants, Inc. is an hourly services with a not to exceed value. The scope of services is to provide the information required for Tukwila Municipal Code 18.54 Tree Regulations. The proposal from Environmental Science Associates is a flat fee service for Phases 1 and 2, and a contingency hourly not to exceed for Phase 3 of $3,000. If this contingency is used, DLR Group will add the necessary 10% administrative markup to the invoices. With the recommendations provided from ESA, KPFF will need to modify their drawings and this scope is detailed in their additional service proposal. The civil base services scope was identified for the initial proposal with the anticipation of providing a more detailed additional service for items that would be above and beyond standard permitting or site conditions once the information is detailed in the investigations. Seattle and locations worldwide 53 Justine Kim December2l2Ol8 Page The scope of services provided in the additional services include the following: Washington Forestry Consultants, Inc. (NTEvalue) $ 4.000 Environmental Science Associates (flat fee) $ 1.500 KPFF(lump~sumfee) $11.700 10Y6DLR Group consultant mark-up (NTEvalue) $ 1.720 Total additional service (MTE) $18.920 This scope imlimited tothe services provided tomeet the tree regulations ofan arbodst review and the requirements for SEPA. Inclusion of this report into the project review in response to existing assumptions will be included with the design teem. Should the City request additional documentation, public hearings, or detailed response outside the identified review process for the design team, an amendment for additional service may bwrequired. The total fee for the additional design omrvoemdeaodbadabove!mncthoexceed value ofeighteen thousand nine hundrmdmndtwenty dollars and zero cents Thank you for the opportunity toprovide this proposal for additional services, and we look forward noour continued partnership with City ofTukwila. Sincerely, DLR Group Erica Loynd Principal in the Firm Encl: Consultant proposals nu: 54 WASHINGTON FORESTRY CONSULTANTS, INC. FORESTRY AND VEGETATION MANAGEMENT SPECIALISTS W F CI 360/943-1723 1919 Yelm Hwy SE, Suite C FAX 360/943-4128 Olympia, WA 98501 November 26, 2018 Erica Loynd, AIA DLR Group Architecture Engineering Planning Interiors 51 University Street, Suite 600 Seattle, WA 98I01 RE: Tree Inventory, Evaluation, and Protection Plan Proposal — Tukwila Project Dear Ms. Loynd: 1 am pleased to have the opportunity to provide a proposal to assist you with an inventory, evaluation and tree protection and replacement recommendations for trees on your 3 Tukwila projects. I propose to provide my services to you on an hourly basis with a 'Cost Not to Exceed'. Since we have not seen the site, this will insure that we can provide you the necessary field review and report for the least cost. On each of the 3 sites, the following items will be completed: 1. Conduct an inventory and assessment of existing live trees that are 4 inches DB1-I and larger, excluding black cottonwood which is not a significant tree in Tukwila. This inventory would be done on all lands outside of the critical areas and their buffers - in this case these are the landslide hazard areas along the east and southerly portions of the project. The inventory will be a 100% assessment. 2. Evaluate the health and long-term survival potential for all significant trees within the buildable area of the project site and make recommendations for retention, protection, and necessary cultural care. The evaluation will include an assessment of: a. Species and size b. Tree condition rating c. Insect and disease problems URBAN/RURAL FORESTRY a TREE APPRAISAL a HAZARD TREE ANALYSIS RIGHT-OF-WAYS o VEGETATION MANAGEMENT m ENVIRONMENTAL STUDIES a CONTRACT FORESTERS Member of International Society of Arboriculture end Society of American Foresters 55 Tukwila City Buildings - Tree Evaluation and Protection Proposal — Tukwila, WA Project d Tree structural defects e. Stem and root collar condition f. Overall tree health and potential tree hazards (tree risk assessment) 3. Make recommendations for areas of tree retention and protection. Provide summary tables of tree counts to be removed and saved within the buildable area. 4. All necessary tree inventory summaries and tree replacement calculations can then be provided. 5. Prepare a professional report for each of the 3 sites summarizing my findings, conclusions, and recommendations for protection and improvement of tree health along with a graphic detail of necessary tree protection fencing. The report will meet or exceed requirements of the Tukwila 18.54 Tree Regulations ordinance. 6. The 'Cost Not to Exceed' is $4,000. 1 project it will take just over 3.5 days to do the field evaluations and prepare the report. All meetings or work outside of this scope would be done at our hourly rates, or a previously agreed upon lump sum amount. 7. We can begin this project and be complete within 8 working days of your notice to proceed. All work would be completed at our attached hourly rates. You will only be billed for the actual time. Any work items outside of the above described assessment would be at our regular hourly rates, or a previously agreed upon lump sum amount. Please give me a call if you have questions. Respectfully submitted, Washington Forestry Consultants, Inc. Galen M. Wright, ACF, ASCA ISA Board Certified Master Arborist No. PN-0129BU Certified Forester No. 44 ISA Tree Risk Assessor Qualified attachment: rate sheet cc: Justine Kim (Washington Forestry Consultants, Inc. Page 2 56 Tukwila City Buildings - Tree Evaluation and Protection Proposal — Tukwila, WA Project WASHINGTON FORESTRY CONSULTANTS, Inc. Rate Schedule Client: Tukwila City Projects Professional Classification Rate Galen Wright —Board Certified Master Arborist/Certified Forester $ 130.00/hr or Staff Forester Clerical Support $ 42.00/hr Trimble Nomad Data GPS Handheld $ 60.00/day * Travel time to he pilled one-way only. Mileage rate is billed @ $0.66/mik: for round-trip mileage. Miscellaneous expenses (e.g. parking, overnight expenses, and meals) are hilted at actual cost. Other items e.g. soil testing, tree marking paint, or plant tissue analysis at cost plus 10%. Payment is due upon receipt of invoice. Interest will he charged on all past due accounts a1 rate of 1.5% per month or 18% per annum. Purchaser is to pay reasonable attorne 's fee and costs in the event WFCI is required to employ an attorney for collection or legal action to enforce the terms of payment as specified herein. AL -A Title: President Washington Forestry Consultants, Inc. Date: November 26, 2018 Washington Forestry Consultants, Inc. Page 3 57 Tukwila City Buildings - Tree Evaluation and Protection Proposal — Tukwila, WA Project Acceptance of Proposal The above specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. Payment will be made as outlined above. (Signature) (Date) (Title) (Company) (Address) (City, State, & Zip) (Area Code/Telephone) Washington Forestry Consultants, Inc. Page 4 58 5309 Shitshole Avenue NW Suite 200 Seattle, WA 98107 206.789.9658 206,789.9684 City of Tukwila Justice Center Project Cultural Resources Services Scope of Work (September 24, 2018) Project Description: On behalf of the City of Tukwila (City). Shiels Obletz Johnsen (SOJ) is proposing to develop ajustice center located at Tukwila International Boulevard and South 150'' Street, in King County. The proposed project consists of constructing an approximately 47,200-square foot building to house the City's Police Department, Municipal Court, and Emergency Operations Center. The City is in the process of acquiring nine (9) properties for the Project (Tax Parcels # 0041000515. 0041000514.0041000480.0041000494. 0041000513, 0041000516, 0041000517, 0041000335, and 0041000330), The project is subject to the State Environmental Policy Act (SEPA) and a SEPA checklist has been prepared. SO.I/City has requested cultural resources services for the proposed project to meet SEPA requirements. Scope of Work: The Scope of Work to be conducted by ESA includes three (3) tasks: Task 1: Inadvertent Discovery Plan (IDP). ESA will prepare an inadvertent discovery plan (IDP) for City personnel and contractors to use during construction of the Project. This assumes the SEPA Responsible Official will not require archaeological monitoring or a preconstruction survey. Deliverables: Inadvertent Discovery Plan (draft and final; submitted as pdf) — one round of edits on draft. Budget: $1,200 flat fcc Task 2: Orientation with Contractor. ESA will conduct one pre -construction orientation onsite in Tukwila with the construction project manager. contractor, and leads of any subcontractors that will be engaged in ground disturbing work. The orientation is expected to last approximately 30 minutes; scheduling and travel arc included. Deliverables: Meeting attendance. Budget: $300 flat fee Task 3: Inadvertent Discovery Assistance (Contingent). Task 3 is an IDIQ (not to exceed $3,000) to assist in the event of an inadvertent discovery. Use of funds for Task 3 will require notice to proceed (NTP) from SOJ/City of Tukwila, and will he killed on a time and materials basis. Additional services in excess of $3.000 will require an amendment to the contract. Task 3 will be used as a contingency in the instance of inadvertent discoveries only. if no inadvertent discoveries are reported, then no funds will he used from this task. Schedule: Schedule will be determined once NTP has been received. Budget: $3,000 (contingent) Cost Proposal: ESA estimates that the sum of S1,500 will be required to complete Tasks I and 2 as described above; an additional $3,000 is proposed as a contingency in Task 3. Extra services will be initiated by ESA only 59 after agreement by both ESA and SOJ/City concerning revisions to the scope of work and additional cornpensation, if necessary. 60 1601 Fifth Avr'nuP. Surto 1600 Stvtttle. Wi4 98101 206.622,58P? khft.cenu AGREEMENT FOR PROFESSIONAL SERVICES DATE: December 20, 2018 JOB NUMBER: 1700643 CLIENT: DLR Group PROJECT NAME: Tukwila Justice Center RE: Additional Service #2 — SWPPP, NOI and Contaminated Soils SCOPE OF SERVICES As previously discussed, we submit this additional service proposal to prepare the pre - construction SWPPP report and assist the City of Tukwila in filing the Notice of Intent with Department of Ecology. KPFF will also include contaminated soils information in the SWPPP report and contaminated runoff discharge limits on the TESC plan. Pre -construction SWPPP Report KPFF will lead the preparation of the SWPPP report. The SWPPP report is a "living" document that must be updated throughout construction. Our effort will be limited to the pre -construction phase. We assume that BN Builders will be available to provide input on the construction schedule and BMP selection during pre -construction. At the start of construction, BN Builders will assume control of the SWPPP report and will be responsible for making updates. The SWPPP report will list BMP options for contaminated soil runoff such as BMP C250: Construction Stormwater Chemical Filtration; however the contractor (or their sub -consultant) will be responsible for designing the treatment BMP's to meet discharge requirements. We assume SoundEarth Strategies will be available to provide existing site contaminant information as needed for the SWPPP report. Notice of Intent KPFF will support the City of Tukwila in filing the Notice of Intent (NOI) application with the Department of Ecology. The NOI application is required for any site that disturbs more than one acre of soil to obtain construction stormwater permit coverage under the state Construction Stormwater General Permit. Specifically, KPFF will provide site acreage, existing site condition, and receiving water information. We assume the City of Tukwila or BN Builders will act as the permittee and will lead the NOI effort, KPFF will not be responsible for advertising public notices. Page 1 of 1 61 Contaminated Soils — TESC and Demo Plan Information Per our conversation with Ethan Bernau, a bid allowance will be allocated for contaminated soil removal during construction and a unit price will be provided with the contractor bids for soil removal above the allowance. The full extents and methods for contaminant remediation will be determined by SoundEarth Strategies in the field during construction. There will not be any further site investigation prior to construction. Since the full extent of remediation will be determined in construction, KPFF will identify the approximate areas of expected contamination on the TESC and site demolition plans based on input from SoundEarth Strategies. The TESC plan will also identify stormwater discharge requirements for potentially contaminated runoff. These requirements will be coordinated with authority having jurisdiction over the storrn drain or sewer main proposed for contaminated construction stormwater discharge. We assume that the contractor will provide all required water quality treatment design for construction stormwater and will obtain the required permits for the temporary stormwater discharge. Following the remediation effort, we assume SoundEarth Strategies will submit to Ecology to request a No Further Action determination on behalf of City of Tukwila. FEE We propose to accomplish the above scope of work for a lump -sum fee of $11,700 in accordance with our current contract with DLR Group: Offered By (KPFF, Inc.) Accepted by (DLR Group) (Signature) (Signature) Michael Herseth, Civil Engineer (Print Name/Title) (Print Name/Title) Page 2 of 2 62 City of Tukwila City Council Public Safety Committee PUBLIC SAFETY COMMITTEE Meeting Minutes January 22, 2019 - 5:30 p.m. - Hazelnut Conference Room, City Hall Councilmembers: Dennis Robertson, Chair; Kate Kruller, Zak Idan Staff: David Cline, Rachel Bianchi, Bruce Linton, Randy Edwards, Trish Kinlow, Jay Wittwer, Laurel Humphrey Guests: Justine Kim, Shiels Obletz Johnsen; Jay Stark, resident CALL TO ORDER: Chair Robertson called the meeting to order at 5:30 p.m. I. ANNOUNCEMENT II. BUSINESS AGENDA A. Contract Amendment: Forestry and Environmental Services for the Justice Center Staff is seeking Council approval of Amendment No. 3 in the amount of $18,920 with DLR Group, Inc. for forestry and environmental services associated with the Justice Center. An arborist is required for the project and state law requires an Inadvertent Discovery Plan to deal with potential hazardous materials in the soil. These services were anticipated and the cost is included within the overall budget. Councilmember Idan asked that the project budget be explained in greater detail in future contract memos. Councilmember Kruller inquired about the reference to fire stations in Exhibit A. This includes Stations 51 and 52 and is noted in the event services are needed at those locations, although the City does not expect they will be. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 4, 2019 REGULAR CONSENT AGENDA. B. Contract: Commissioning Services for the Fire Station 51 and Justice Center Projects Staff is seeking Council approval of a contract with Keithly Barber Associates, Inc. in the amount of $96,291 for commissioning services for the Fire Station 51 and Justice Center projects. Keithly Barber was selected from eight firms responding to the RFP. Commissioning services help ensure the project mechanical and electrical systems and components are installed and performing correctly in accordance with the design and manufacturers standards. These services were anticipated and included in the project budget. UNANIMOUS APPROVAL. FORWARD TO JANUARY 28, 2018 COMMITTEE OF THE WHOLE. C. Contract: Special Testing Services for the Fire Station 51 and Justice Center Projects Staff is seeking Council approval of a contract with Mayes Testing Engineers, Inc. in the amount of $57,075 for construction testing and inspection on the Fire Station 51 and Justice Center projects. Mayes Testing was selected from five firms that responded to the RFP. These services were anticipated and included in the project budget. UNANIMOUS APPROVAL. FORWARD TO JANUARY 28, 2018 COMMITTEE OF THE WHOLE. 63