The URL can be used to link to this page

Home My WebLink AboutReg 2019-11-18 Item 4D - Public Safety Plan - Contract Amendment #6 for Justice Center Environmental Abatement with SoundEarth for $73,000COUNCIL AGENDA SYNOPSIS ----------------------------------Initials Meeting Date Prepared by Ma r s review Council review 11/18/19 RB ITEM INFORMATION ITEM NO. 4.D. S1'r\F SPONSOR: RACHEL BIANCHI ORIGINAL AGENDA DATE: 11/18/19 AGENDA ITEM TITLE Sound Earth Contract Amendment CATEGORY ❑Discussion Mtg Date ❑Motion Mtg Date Il/IS/19 ❑ Resolution Mtg Date ❑Ordinance Mtg Date ❑Bid Award Mtg Date ❑Public Hearing Mig Date ❑ Other Mtg Date SPONSOR ❑Council ®Mayor ❑HR ❑DCD ❑.Finance ❑Fire ❑TS ❑P&R ❑Police ❑PW ❑Court SPONSOR'S Council is being asked to amend the SoundEarth contract to provide sufficient funding for SUMMARY environmental abatement associated witht the Justice Center. REVIEWED BY ❑ C.O.W. Mtg. ❑ CDN Comm ❑ Finance Comm. ® Public Safety Comm. ❑ Trans &Infrastructure ❑ Arts Comm. ❑ Parks Comm. Planning Comm. DATE: 11/4 COMMITTEE CHAIR: ROBERTSON RECOMMENDATIONS: SPONSOR/ADMIN. Administrative Services COMMITTEE Unanimous approval; Forwarded to Consent Agenda COST IMPACT / FUND SOURCE EYPI:NI)I'I'U1ZLi RI3QUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 11/18/19 MTG. DATE ATTACHMENTS 11/18/19 Informational Memorandum dated November 1, 2019 Contract amendment Minutes from the 11/4 Public Safety Committee 27 w City of Tukwila Allan Ekberg, Mayor Administrative Services Department- Rachel Bianchi, Deputy CityAdministrator INFORMATIONAL MEMORANDUM TO: Public Safety Committee FROM: Rachel Bianchi, Deputy City Administrator BY: Justine Kim, Senior Program Manager, Shiels Obletz Johnsen CC: Mayor Allan Ekberg DATE: November 1, 2019 SUBJECT: Public Safety Plan — Justice Center Project Number 91630501, Contract 17-167 SoundEarth Strategies, Inc., Amendment No. 6 ISSUE Approve Amendment No. 6 to Contract No. 17-167 with SoundEarth Strategies for additional remedial excavation, field support and tank removal activities 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 SoundEarth Strategies, Inc. to perform Environmental Site Assessment services (ESA) in connection with the Tukwila Public Safety Plan. ESA services involve two phases; Phase I is the research of potential contamination and Phase II is soils testing. The initial contract provided Phase I services related to the Justice Center (JC) and Fire Station 52 (FS 52) sites. Amendment No. 1 added Phase I and 11 services to the Public Works (PW) site, Phase 11 for the Justice Center site and Phase I to the Fire Station 54 (FS 54) site, in the amount of $111,937. Amendment No. 2 added Phase II services to Fire Stations 52 and 54, as well as some additional services needed for soils testing on the Justice Center site, in the amount of $36,325. Amendment No. 3 called for additional due diligence services, however they were able to be covered by previously approved contingency as well as reallocating funds previously allocated to soils testing work on Fire Station 54, which were no longer needed, and therefore, the contract amount did not increase. Amendment No. 4 changed the duration of the contract, extending it to December 31, 2019. Amendment No. 5 added remedial excavation and field support activities during construction, in amount of $85,770, bringing the not -to -exceed amount to $249,032. ANALYSIS SoundEarth Strategies' Amendment No. 6 will add additional remedial excavation, field support and tank removal activities at the Justice Center site. The additional costs in this amendment are due to the presence of several undocumented Underground Storage Tanks (USTs) and associated contaminated soils encountered during earthwork activities, the exact quantity and extent of which could not be determined prior to groundbreaking. Four USTs encountered during construction were decommissioned and removed by SoundEarth and their subcontractor. Several areas of contaminated soils were encountered and either capped or removed during construction in various areas of the site. It is a typical and routine part of the construction process that unforeseen conditions, such as USTs, are encountered during construction. To avoid unnecessarily delaying construction progress, the owner's expert consultants and subcontractors on call are directed to sample, analyze, decommission and remove such USTs as quickly as possible. These are anticipated expenditures and are included in the Council approved project budget. FISCAL IMPACT SoundEarth Strategies has provided a proposal of $73,000 to complete this scope of work. The following table shows the original contract amount, the amendments, Amendment No. 6, and the new total. The amounts shown below are all within the approved project budgets and staff is not asking for additional budget authority. Project Management Quality Assurance (PMQA) consultant has reviewed these documents and provided his concurrence. 29 Sound Earth Info Memo Page 2 Original Contract Amount — research of potential contamination to JC and FS 52 $ 15,000.00 Amendment No. 1 — research of potential contamination and soils testing to PW, JC, & research of potential contamination to FS 54 111,937.00 Amendment No. 2 — soils testing to FS 52/FS54, Additional soils testing to JC 36,325.00 Amendment No. 3 — Additional Due Diligence $0.00 Amendment No. 4 — Extend duration of contract $0.00 Amendment No. 5 — Remedial Excavation Observation of JC Site 85,770.00 Amendment No. 6 — Add. Remedial Excavation, Field Support and Tank Removal 73,000.00 New Contract Amount $ 322,032.00 RECOMMENDATION Council is being asked to approve Amendment No. 6 for $73,000 to Contract No. 17-167 for a new total contract amount of $322,032.00 with SoundEarth and to consider this item on the Consent Agenda at the November 18, 2019 Regular meeting. attachments: SoundEarth contract amendment No. 6 SoundEarth proposal for services with scope of work and fee Monthly budget report summary (current w/construction related costs highlighted) W:12019 Info MemosUnfo Memo SoundEarth Amend 6110119.dou 30 City of Tukwila Agreement Number: 17-167 (f) • 6200 Southcenter Boulevard, Tukwila WA 98188 CONTRACT FOR SERVICES Amendment No. 6 Between the City of Tukwila and SoundEarth Strategies, Inc. That portion of Contract No. 17-167 between the City of Tukwila and SoundEarth Strategies, Inc. is hereby amended as follows: Section 1 Project Designation: The Consultant is retained by the City to perform remedial excavation observation services in connection with the project titled Tukwila Public Safety Plan, Justice Center site. 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 $322,032 (including estimated expenses) without express written modification of the Agreement signed by the City. The total amount of this amendment is $73,000. All other provisions of the contract shall remain in full force and effect. Dated this day of 12019 CITY OF TUKWILA CONTRACTOR Allan Ekberg, Mayor ATTEST/AUTHENTICATED Christy O'Flaherty, MMC, City Clerk Printed Name: Ryan Bixby APPROVED AS TO FORM Office of the City Attorney CA Revised December 2016 Page 1 of 1 31 32 Sound Strategies October 4, 2019 City of Tukwila 6200 Southcenter Boulevard Tukwila, Washington 98188 SOUndEartli Strategies, Inc. 2811 Fairview Avenue East, Suite 2000 Seattle, Washington 98102 SUBJECT: ADDITIONAL SERVICES REQUEST JC7NL Property 15005 Tukwila International Boulevard, Tukwila, Washington Project Number: 1318-001 To Whom It May Concern: Pursuant to your recent request, SoundEarth Strategies, Inc. (SoundEarth) is pleased to submit the following additional services request for remedial excavation and tank removal services provided for the JC7NL property located at the address above in Tukwila, Washington (the Property). SoundEarth received approval for remedial excavation observation and confirmation sampling activities at the Property in March 2019. The original SoundEarth proposal assumed that the excavation of known contaminated soil would take approximately five days of field work. During the course of redevelopment, several additional areas of impacted soil were encountered at the Property. SoundEarth mobilized to the Property approximately 20 times in response to these discoveries. In addition, four previously undocumented underground storage tanks (USTs) were encountered. At the request of the client, SoundEarth coordinated the permitting, decommissioning, and removal of these USTs. In our original estimate, SoundEarth assumed the collection of 15 soil samples to be analyzed for gasoline - range petroleum hydrocarbons (GRPH) and benzene, toluene, ethylbenzene, and total xylenes (BTEX). As a contingency, SoundEarth also assumed up to 15 diesel -range petroleum hydrocarbons (DRPH) and oil - range petroleum hydrocarbons (GRPH) soil samples. At the time of this writing, the additional discoveries resulted in the collection and analysis of 65 samples for GRPH and BTEX, and 47 samples for DRPH and GRPH. The estimated cost for the additional services described above is $73,000. SoundEarth understands that the additional services were performed based on the terms and conditions contained within the City of Tukwila Contract No. 17-167. vVWNJ.sounrleai thinc.carn I 866.850.I900 AtWays da rigid. I Ills Wit graLlfy some people end asIoil ish thn rasl. -Mark kJain 33 City of Tukwila October 4, 2019 We appreciate the opportunity to provide this request for additional environmental services on this project. Please call us at 206-306-1900 if you have any questions. Respectfully, SnoundEarth Strategies, Inc. /1 Travis Zandi Associate Scientist TJZ/RKB:hsb Sound Earth Strategies, Inc. Page 1 2 PA1318 City of Tukwila\3318-001 City of Tukwila Properties\Project Manage ment\Proposalsand Contracts\Excavation Oversight\3318-001 Additional S-1ces Request_F.docx 34 Sound Strategies Table 1 Revised Remedial Excavation Summary of Charges JC7NL Property 15005 Tukwila International Boulevard Tukwila, Washington 1318-001 1 2 Soil Management Plan Pre -Field Activities and Waste Profile $ $ 5,778 2,987 $ $ - - $ $ - - $ $ 5,778 2,987 $ $ - - $ - $ - 3 Excavation Observation and Confirmation Sampling $ 9,321 $ 1,575 $ 4,054 $ 25,517 $ 39,193 $ 14,817 4 Monitoring Well Decommissioning Observation $ 2,029 $ 2,430 $ - $ 2,029 $ 2,435 $ - 5 Groundwater Monitoring Well Installation $ 3,729 $ 12,401 $ - $ 3,729 $ 12,401 $ - 6 Groundwater Monitoring Events (4 Quarters) $ 6,304 $ 2,094 $ 1,196 $ 6,304 $ 2,094 $ 1,196 7 Reporting $ 13,472 $ - $ -ELUU&IL5 13,472 $ - $ - 8 Project Management, Client Communications, and Meetings $ 7,210 $ - $ - $ 10,210 $ - $ - Contingency 15% $ 11,185 Contingency $ 16,609 • $ 50,830 $ 18,500 $ 5,250 $ 85,770 $ 70,026 $ 56,123 $ 16,013 $ 158,770 ■ Original task total based on the proposal (SounclEarth proposal number PROP-190-18) submitted on February 7, 2019. ■ Revised total includes additional site visits and laboratory charges in excess of the original estimated cost. ■ Revised total also includes the permitting, decommissioning, and removal of four previously undocumented underground storage tanks. ■ Support for the revised total is included in the Additional Services Request letter dated October 4, 2019. W Cn P:\1318 City of Tukwila\131M01 City of Tukwila Properties\Project Manag ement\Proposals and Contracts\Excavation Oversight\1318-001_RevisedCE_F/1318-001_RevisedCE_F 1 of 1 W City of Tukwila - Facilities Plan MONTHLY Budget Report G)" TOTAL PROJECT (REVISED Budgets; D-20 Plan Adopted by Council) Life to Date Costs A/E Services (both Design & CA) $ 1,070,000 $ 322,781 $ 1,392,781 $ 1,299,917 Land Acquisition $ - $ - $ - $ - Permits/Fees $ 234,000 $ 100,000 $ 334,000 S 151,939 Construction (Pre -Con, Const & Tax) S 9,396,000 $ 1,315,046 $ 10,711,045 S 10,711,045 Construction Related Costs (incl Bond) $ 931,000 $ (300,000) $ 631,000 S 167,917 PM Services (incl Other Professional Svcs) S 526,000 $ (50,000) $ 476,000 $ 363,412 Contingency line] Construction & Project) $ 8 ,06 9,6TOTAL $ - 3,26,000 4306 E $ 12,694,230 $ 998,788 $ 301,129 $ 92,864 S - $ $ $ $ $ 136,151 S 15,788 $ 182,061 $ $ 2,241,189 S 8,469,857 $ - S $ 103,304 S 64,613 $ 463,083 $ - $ 193,304 S 170,108 $ 112,588 $ $ - $ - $ 1,269,806 $ S 3,672,736 S 9,021,495 $ 2,120,402 $ \ w Public Safety Committee Minutes........................................................................................................................ November 4, 2019 Department headquarters. Councilmember Kruller stated she is opposed to including the alternate as it was cut out of the project to save money. MAJORITY APPROVAL WITH ROBERTSON AND IDAN IN FAVOR, KRULLER OPPOSED. FORWARD TO NOVEMBER 12, 2019 COMMITTEE OF THE WHOLE. C. Public Safety Plan Contract Amendment: Mayes Testing Engineers Staff is seeking Council approval of Amendment No. 1 to Contract 19-027 in the amount of $78,378.50 for additional construction testing and inspection services forthe Justice Center and Fire Station 52 projects. The amendment is within budget and has the approval of Mr. Goldblatt. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 18, 2019 REGULAR CONSENT AGENDA. D. Public Safetv Plan Contract Amendment: Sound Earth Strategies Staff is seeking Council approval of Amendment No. 6 to Contract No. 17-167 with Sound Earth Strategies in the amount of $73,000 for additional remedial excavation, field support and tank removal activities associated with the Justice Center. The amendment is also within budget and has the approval of Mr. Goldblatt. Councilmember Kruller asked questions about the additional underground storage tanks. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 18, 2019 REGULAR CONSENT AGENDA. III. MISCELLANEOUS Chair Robertson stated that the next Committee meeting will include further discussion on location - based public safety data, referencing the 2017 FACETS "Fire Station Location Study" and a handout on crime around Cascade View Park that was recently handed out at the Community Development & Neighborhoods Committee. The Committee requested that the Committee work plan also be included on the next agenda. Adjourned 6:01 p.m. Committee Chair Approval 39