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HomeMy WebLinkAboutReg 2019-05-20 Item 4E - Contract Amendment #2 - 2019 Overlay and Repair Program Construction Management with KPG Inc for $179,576COUNCIL AGENDA SYNOPSIS Initials Meeting Date 05/20/19 Prepared by HH Mayor's review 00'1 Council review ITEM INFORMATION ITEM No. 4.E. STATE SPONSOR: HENRY HASH ORIGINAL AGENDA DATE: 05/20/19 AGENDA ITEM TITLE 2019 Annual Overlay & Repair Construction Management Amendment Program No. 2 with KPG, Inc. CATEGORY Discussion Mtg Date ri Motion Date 05/20/19 [1] Resolution Mig Date El Ordinance Mtg Date 0 131d Mg Date Award . Public Hearing Eill Other Altg Date Mfg AN Date SPONSOR ElCouncil flMayor OHR DCD Fznance flP&R Eourt liFire TS Po/ice 0 PW SPONSOR'S KPG is currently the design consultant for the 2019 Overlay & Repair Project with Contract SUMMARY No. 18-199. During construction, the City will need construction management support and KPG was selected as the most qualified. The construction bid will be awarded to Tucci and Sons on 05/20/19. Council is being asked to approve Amendment No. 2 for construction mananagement with KPG in the amount of $179,576.00. REVIEWED BY 0 C.O.W. Mtg. CDN Comm fl Arts Comm. El Finance 0 Parks Comm. Eil Public Safety Comm. Comm. Ej Planning Comm. CHAIR: ZAK IDAN Trans &Infrastructure DATE: 05/07/19 COMM 11 EE RECOMMENDATIONS: SPONSOR/ADMIX. CommuTEE Public Works Department Majority Approval; Forward to Regular Consent Agenda COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $179,576.00 $200,000.00 $0.00 Fund Source: 104 ARTERIAL STREET FUND (PAGE 16, 2019 CIP) Comments: MTG. DATE RECORD OF COUNCIL ACTION 05/20/19 MTG. DATE ATTACHMENTS 05/20/19 Informational Memorandum dated 05/03/19 KPG Supplement No. 2 to Contract 8-199, Scope of Work, and Fee Minutes from the Transportation & Infrastructure Committee meeting of 05/07/19 71 72 aNtIlLit 1/4 10, Public Works Department - Henry Hash, Director INFOR ATIONAL E ORANDU TO: Transportation and Infrastructure Committee FROM: Henry Hash, Public Works Director BY: Scott Scott Bates, Traffic Engineering Coordinator CC: Mayor Ekberg DATE: May 3, 2019 SUBJECT: 2019 Overlay and Repair Program Project No. 91910401, Contract No. 18-199 Amendment No.2 for Construction Management Services Allan Ekberg, Mayor ISSUE Execute Amendment No. 2 to Contract No. 18-199 with KPG, Inc. (KPG) to provide construction management services for the 2019 Overlay and Repair Program. BACKGROUND On October 19, 2018 the Council approved the contract with KPG to provide design services for the 2019 Overlay and Repair Project. Amendment No.1 was added to design the repairs from the water main break on Andover Park East. KPG was selected to provide construction management services as Amendment No. 2 to the 2019 Overlay and Repair Program design contract. DISCUSSION KPG has provided Contract Amendment No. 2, with the scope of work and fee for construction management services for $179,576.00. The contract duration will be extended until December 31, 2019 to allow for project closeout and the new contract total will now be $350,308.00. FISCAL IMPACT Amend No.2 CM 2019 Budget Amend No.2 for Construction Management $179,576.00 $200,000.00 RECOMMENDATION Council is being asked to approve Amendment No. 2 to Contract No. 18-199 for construction management services with KPG, Inc. for the 2019 Overlay and Repair Program in the amount of $179,576.00 for a new total contract amount of $350,308, and consider this item on the Consent Agenda at the May 20, 2019 Regular Meeting. ATTACHMENTS • KPG Amendment No. 2 RIM Eng1PROJECTSIA- RW & RS Projects1Annual Overlay & Repair Programs12019 Overlay & Repair Program (91910401)1DesignlAd and AwardlAwardIDocs to TIC Bid Award\Final Docs to TICIInfoMerno Overlay 2019 CM Am No2 50319.docx 73 74 City of Tukwila 6200 Southcenter Boulevard, Tukwila WA 98188 Agreement Number: CONTRACT FOR SERVICES Amendment #2 Between the City of Tukwila and KPG, P.S. That portion of Contract No. 18-199(a) between the City of Tukwila and KPG, P.S. is hereby amended 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-2. Article 3 - Duration of Agreement; Time for Performance shall be modified as follows: This Agreement shall be in full force and effect for a period commencing upon execution and ending December 31, 2019, unless sooner terminated under the provisions hereinafter specified Work under this Agreement shall commence upon written notice by the City to the Consultant to proceed. The Consultant shall perform all services and provide all work product required pursuant to this Agreement no later than December 31, 2019 unless an extension of such time is granted in writing by the City. 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 $179,576.00 without express written modification of the Agreement signed by the City. The new total contract shall not exceed $350,308.00 without express written modification of the Agreement signed by the City. All other provisions of the contract shall remain in full force and effect. Dated this day of 20 CITY OF TUKWILA CONTRACTOR Allan Ekberg, Mayor Printed Name: AE:LS 6.3 1:4404 ATTEST/AUTHENTICATED APPROVED AS TO FORM Christy O'Flaherty, MMC, City Clerk Office of the City Attorney CA Revised December 2016 Page 1 of 1 75 EXHIBIT A-2 Construction Management Services Scope of Work April 18, 2019 City of Tukwila — 2019 Overlay Program This work will provide construction management services for the construction contract to complete the City of Tukwila — 2019 Overlay Program. These services will include design support, project management, documentation control, inspection, materials testing, 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, a full-time inspector, project design staff as needed, and a sub -consultant to provide services for materials testing. It is anticipated that full-time site observation will be required for the entirety of the project, which includes night work on select sites. 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 two weeks for preconstruction service, eight weeks for construction services, and two weeks for project closeout and record drawing preparation. 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. • It is anticipated that the Contractor will do all public outreach, and ensure affected business and residents are notified of impending contractor activities one week prior to work. • The design engineers from KPG will be available during construction to answer questions during construction and review RAM's, shop drawings, and answer RFI's as required. City of Tukwila —2019 Overlay Program Construction Management Services Scope of Work Page 1 of 7 KPG Project Number 18161 4/19/2019 76 EXHIBIT A-2 • 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 invoicing. This effort will include the following elements. • Organize and layout work for project staff. • Review monthly expenditures and CM team scope activities. Prepare and submitinvoices describing CM services provided each month. Deliverables • Monthly invoices 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 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 3 — CONSTRUCTION SERVICES - FIELD 3.1 On -site Observation: The Consultant shall provide the services of one full time inspector during construction activities and other tasks necessary to monitor the progress of the work. 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 the project site, and will observe the technical progress of the construction, including providing day-to-day contact with the Contractor and the City: o Preparation to include mobilization and clearing and grubbing City of Tukwila — 2019 Overlay Program Page 2 of 7 KPG Construction Management Services Project Number 18161 Scope of Work 4/19/2019 77 EXHIBIT A-2 o Erosion Control o HMA grinding and paving o Driveways, curb, gutter and sidewalk o And all incidental items necessary to complete the Work as described in the Plans and/or Specifications. Field inspection staff will perform the following duties as a matter of their daily activities: 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 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 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. Prepare field records and documents to help assure the Project is administered in accordance with the funding requirements. ix. 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). x. Attend and actively participate in regular on -site weekly construction meetings. xi. Take periodic digital photographs during the course of construction, and record locations. xii. Coordinate with the City's maintenance personnel. 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 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 City of Tukwila — 2019 Overlay Program Page 3 of 7 KPG Construction Management Services Project Number 18161 Scope of Work 4/19/2019 78 EXHIBIT A-2 in accordance with laws, contracts, regulations, or City's expectations. 3.2 Substantial Completion: Upon substantial completion of work, coordinate with the City and other affected agencies, to perform a project inspection and develop a comprehensive list of deficiencies or 'punchlist' of items to be completed. A punchlist and Certificate of Substantial Completion will be prepared by the Consultant and issued by the City. 3.3 Materials Testing: Coordinate the work of the materials testing technicians and testing laboratories in the observation and testing of materials used in the construction; document and evaluate results of testing; and address deficiencies. Frequency of testing shall be determined by the resident engineer. Deliverables • Daily Construction Reports with project photos — submitted on a weekly basis • Punch List, Certificate of Substantial Completion • Review test reports for compliance TASK 3.4 — 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) 2 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 City of Tukwila — 2019 Overlay Program Construction Management Services Scope of Work Page 4 of 7 KPG Project Number 18161 4/19/2019 79 EXHIBIT A-2 delays and impacts. Coordinate with Contractor in the development of recovery schedules, as needed, to address delays caused by either events or issues within the Contractor's control or other events or issues beyond the Contractor's control. Certified Payroll: Process and track all certified payroll per State Prevailing Wage Requirements. This includes verifying the initial payroll for compliance and 10% of all payrolls submitted thereafter. Tracking payroll each week. J. Weekly Statement of Working Days: Prepare and issue weekly statement of working day report each week. K. Subcontractor Documentation: Process / Approve all required subcontractor documentation. Request to Sublets will be verified and logged. This includes checking System Award Management System (SAMS), verifying business licensing, reviewing insurance documentation, verifying city business licensing, Intent to Pay Prevailing Wage and Affidavit of Wages Paid. All subcontractor documentation will be logged into KPG's subcontractor logs. L. Record Drawings: Review record drawings prepared by the Contractor, and prepare a conformed set of project record drawings based on Contractor provided information and from inspection notes. Record drawings to be verified on a monthly basis, as part of the progress payment to the Contractor. Upon project completion, contractor provided markups will be verified for completeness and supplemented with inspection information. The Consultant will provide the marked up plan sheets with both the contractors and inspectors as -built information to the design team to make revisions in AutoCAD and prepare record mylars. 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 • Record Drawings (AutoCAD, .pdf, and 1 full size mylar copy) TASK 3.5 — 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 City of Tukwila — 2019 Overlay Program Page 5 of 7 KPG Construction Management Services Project Number 18161 Scope of Work 4/19/2019 80 EXHIBIT A-2 • Completed Record of Material for Material Certification TASK 3.6 — 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 City of Tukwila —2019 Overlay Program Construction Management Services Scope of Work Page 6 of 7 KPG Project Number18161 4/19/2019 81 82 HOUR AND FEE ESTIMATE Project: City of Tukwila 2019 Overlay Program Amendment No. 2 - Construction Services 1 - Management, Coordination, Administration (Estimated duration 12 weeks) Weekly level of effort by Classification 2 2 EXHIBIT B-2 0 0 0 0 0 0 2 • Architectures• Landscape Architecture 4 Civil Engineering • Preconstruction Budget Estimate 24 24 0 0 0 0 0 0 24 9,456.00 - Preconstruction Services (Estimated duration 2 weeks) Weekly level of effort by Classification 0 8 8 0 0 8 0 12 4 Preconstruction Budget Estimate 4 - Construction Services (Estimated duration 8 weeks) 0 16 16 0 0 16 0 24 8 $ 9,440.00 Weekly level of effort by Classification 4 20 16 0 0 60 0 20 8 1 Construction Period Budget Estimate 32 160 128 0 0 480 0 160 64 $ 120,448.00 5 - Closeout/Record Dwg Services (Estimated dura Weekly level of effort by Classification ion 2 weeks) 0 16 4 8 8 24 0 16 4 Closeout / Record Dwg Budget Estimate 0 32 8 16 16 48 0 32 8 18,232.00 j Reimbursables & Subconsultants Material Testing Allowance $ Construction Vehicle Mileage $ Miscellaneous - Repro, Field Supplies $ 4/23/2019 20,000.00 1,000.00 1,000.00 84 City of Tukwila City Council Transportation & Infrastructure Committee TRANSPORTATION & INFRASTRUCTURE COMMITTEE Meeting Minutes May 7, 2019 - 5:30 p.m. - Hazelnut Conference Room, City Hall Councilmembers: Staff: CALL TO ORDER: Zak Idan, Chair; Kate Kruller, Kathy Hougardy David Cline, Henry Hash, Hari Ponnekanti, Gail Labanara, Han Kirkland, Susan Murrietta, Peter Lau, Scott Bates, Laurel Humphrey Committee Chair Idan called the meeting to order at 5:30 p.m. I. PRESENTATIONS II. BUSINESS AGENDA A. Bid Award: 2019 Overlay and Repair Program Staff is seeking Council approval of a construction contractth Tucci & Sons, Inc. in the total amount of $1,286,764.50 for the 2019 Overlay and Repair Program. Construction will include pavement repairs and an asphalt overlay at seven locations citywide. The contract total includes bid additive "D" in the amount of $74,848,00 for the overlay of S. 124th St. at 50th Place South. Councilmember Kruller asked if the ADA'mprovents on Interurban Avenue South near the bike path will benefit bicyclists, and staff confirmed that tom` bicycle ramp will be widened. Chair Idan noted that the City should have a broader conversation about expanding funding for the Overlay program. MAJORITY AP OVAL. FORWARD TO MAY 20, 2019 REGULAR CONSENT AGENDA. B. Contract Amendinent: 2019 overlay and Repair Program Staff is seeking Council,,approval of Amendment No. 2 to Contract No. 18-199 with KPG, Inc. in the amount of $179,57 to provide construction management services for the 2019 Overlay and RepairProram. With phis amendment the contract will be extended until December 31, 2019'arid the to will be $ ,308.00. MAJORITY APPROVAL. FORWARD TO MAY 20, 2019 REGULAR CONSENT AGENDA. C. Contract' Amendment: 53rd Avenue South Project Staff is seeking Council approval of Amendment No. 6 to Contract No. 15-159 with KPG, Inc. in the amount of $259,770 for the 53rd Avenue South Project. This amendment will support the full completion''f the pject, anticipated by June 2019. It is possible that utility conversion work will interfere with the construction completion. The current project budget can cover the amendment and leaves a contingency of $350,000. Speed cushions will be installed within the next couple of weeks. Councilmember Kruller inquired about a strategy to plan for more budget at the outset of projects as she has seen in the City of Seattle. Staff noted that contingency funding varies by project, and that utility undergrounding presents unknown risks and problems. Councilmember Kruller mentioned that it is common for cities to experience delays and other issues with Seattle City Light and it would be good to work toward solutions. 85