HomeMy WebLinkAboutCOW 2011-11-28 Item 4N - Contract Supplement #14 - Andover Park West Improvements with IBI Group for $313,037COUNCIL AGENDA SYNOPSIS
CAS NUMBER:
AGENDA ITEM TITLE
CATEGORY Discussion
Initials
Meeting Date Prepared 6y Mayo; s review
11/28/11 I B I ""k
12/05/11 I B I
I
I
ITEM INFORMATION
STAFF SPONSOR: BOB GIBERSON
Council review
t�
ITEM NO.
4.N.
ORIGINAL AGENDA DATE: 11/2
Andover Park West Street Improvements
Consultant Supplemental Agreement No. 14 with IBI Group
Motion Resolution Ordinance BidAwatd Public Hearing Other
Mtg Date 11/28/11 Mtg Date 12/05/11 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date
(SPONSOR Council Mayor Adm Svcs DCD Finance Fire Legal P &R Police Plr
SPONSOR'S This supplemental agreement will complete the final design of the Andover Park West
SUMMARY street improvements as well as the design of the APW water main replacement. Combining
these two projects with the Transit Center into one design and construction project will
reduce costs. With the State TIB grant of $1.42 million, the project is funded and scheduled
to begin construction in 2012. Council is being asked to approve Supplemental Agreement
No. 14 in the amount $313,037.00.
REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 11/21/11 COMMITTEE CHAIR: JOAN HERNANDEZ
RECOMMENDATIONS:
SPONSOR/ADMIN. Public Works
COMMTITEE Unanimous Approval; Forward to Committee of the Whole
COST IMPACT FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$313,037.00 $530,000.00 $0.00
Fund Source: 104 ARTERIAL STREETS &401 WATER (NEW PAGE 17 AND 89, PROPOSED 2012 CIP)
Comments: $167,693000 for APWStreet and $145,344.00 for APW New Water Main
MTG. DATE
11/28/11
12/05/11
MTG. DATE
11/28/11
12/05/11
RECORD OF COUNCIL ACTION
ATTACHMENTS
Informational Memorandum dated 11/18/11
New page 17 and 89, Proposed 2012 CIP
Supplemental Agreement No. 14 with IBI Group
Minutes from the Transportation Committee meeting of 11/21/11
405
E1.
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Transportation Committee
FROM: Bob Giberson, Public Works Director
DATE: November 18, 2011
SUBJECT: Andover Park West
Project No. 98810404, Contract 06 -019
Supplemental Agreement No. 14
ISSUE
Supplement to the IBI Group on the combined Tukwila Urban Center Transit Center design and
Andover Park West in the amount of $313,037.00.
BACKGROUND
In August 2011, the City modified the agreement with IBI Group to add in the design of the Andover
Park W water main replacement to the previously existing contract to design the Andover Park W
widening project. Combining these design efforts is a prudent use of public funds, intended to capitalize
on related work, much as the Andover Park W widening project was combined with the Tukwila Urban
Center Transit Center design work. All three projects are logically interconnected. Design of the road
widening and the water main replacement is currently at 30
DISCUSSION
This supplemental scope of work adds new scope and fee associated with final design and PS &E for
the Andover Park W widening and water main replacement projects. Design work associated with the
road widening and water main replacement has been separated for project accounting.
Fiscal Impact: Supplement No. 14's fee amount associated with the Andover Park W Widening Project
is $167,693.00 and the fee for the Andover Park W Water Main Replacement project is $145,344.00 for
a total supplement amount of $313,037.00. New CIP pages are attached to represent the funds needed
for design in 2012, with right -of way costs reduced (page 17 and 89, Proposed 2012 CIP).
This project is dependent on successful grant funding of $1,420,000.00. Results from the State
Transportation Improvement Board will be released Friday, November 18, 2011, so an update will be
given at the November 21 Transportation Committee on the status of the grant funding.
RECOMMENDATION
Approve Supplement No. 14 to Contract No. 06 -019 with the IBI Group in the amount of $313,037.00
and consider this item at the November 28, 2011 Committee of the Whole and subsequent December
5, 2011 Regular meetings.
Attachments: Page 17 and 89, Proposed 2012 CIP
Supplemental Agreement #14
WAPW Eng \PROJECTS\A- RW RS Projects \06RW02 Transit Center \INFO MEMO Supp #14 IBI APW Water Design 11- 18- 11.docx
407
K1:
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
FUND SOURCES
Awarded TIB Grant 355 1,065
Proposed Grant
Mitigation Actual 316
Impact Fees 101 5
City Oper. Revenue (340) 5 444 253 0 0 0 0
TOTAL SOURCES 77 10 799 1,318 0 0 0 0
Project Location
2012 2017 Capital Improvement Program
0
0
n
GIS
1,420
0
316
106
362
2,204
17 409
2012 to 2017
PROJECT:
Andover Park West (Tukwila Pkwy Strander Blvd) Project No. 98810404 Zone 1
DESCRIPTION:
Study and implement revised channelization.
JUSTIFICATION:
Revising left turn lanes will reduce accidents and lessen congestion.
Major portion of Andover Park W at intersections are complete. Next phase is to revise turn lanes along
STATUS:
length of project. To be coordinated with Tukwila Urban Center Transit Center and APW water improvements.
MAINT.IMPACT:
Negligible.
Project is on impact fee list and goal is to begin project by 2011. Design report completed in 1991 was updated
COMMENT:
in 2009. ACME Bowling mitigation of $111 k and Westfield Mall of $205k in 2007. Received State TIB grant of
$1.42m. Partial match from APW water overlay for $346k (see page 89).
FINANCIAL
Through Estimated
(in $000's)
2010 2011 2012 2013 2014 2015 2016 2017 BEYOND TOTAL
EXPENSES
Design
77 10 278 365
Land(R/W)
80 80
Const. Mgmt.
41 122 163
Construction
400 1,196 1,596
TOTAL EXPENSES
77 10 799 1,318 0 0 0 0 0 2,204
FUND SOURCES
Awarded TIB Grant 355 1,065
Proposed Grant
Mitigation Actual 316
Impact Fees 101 5
City Oper. Revenue (340) 5 444 253 0 0 0 0
TOTAL SOURCES 77 10 799 1,318 0 0 0 0
Project Location
2012 2017 Capital Improvement Program
0
0
n
GIS
1,420
0
316
106
362
2,204
17 409
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2012 to 2017
PROJECT: Andover Park W /Strander New Water Main Project No. 99840105
DESCRIPTION: Design and construct 2,100 LF of a 12" pipe along Andover Park West from Tukwila Pkwy to Strander Blvd
JUSTIFICATION: Aging cast iron pipe and deficiencies under fire flow conditions.
STATUS: Coordinated with the Transit Center and Andover Park West street improvements
MAINT. IMPACT: Improved service would reduce maintenance liability.
COMMENT:
FINANCIAL
Through
Estimated
(in $000's)
2010
2011
2012
2013 2014 2015 2016 2017 BEYOND
TOTAL
EXPENSES
Design
N ee
165
L A
165
Land (R/W)
W# E
Sflmn
0
Const. Mgmt.
177
177
Construction
1,212
1,212
TOTAL EXPENSES
0
0
1,554
0 0 0 0 0 0
1,554
FUND SOURCES
Awarded Grant
0
Proposed Grant
0
Mitigation Actual
0
Mitigation Expected
0
Utility Revenue
0
0
1,554
0 0 0 0 0 0
1,554
TOTAL SOURCES
0
0
1,554
0 0 0 0 0 0
1,554
Project Location -7 y
GIs
ollia
410 2012 2017 Capital Improvement Program 89
Y rcc�ur
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410 2012 2017 Capital Improvement Program 89
SUPPLEMENTAL AGREEMENT NUMBER 14
TO
CONSULTANT AGREEMENT NUMBER 06 -019
THIS SUPPLEMENTAL AGREEMENT is entered into between the City of Tukwila,
Washington, herein -after referred to as "the City and IBI Groum hereinafter referred to as "the
Consultant in consideration of the mutual benefits, terms, and conditions hereinafter specified.
The City desires to supplement the agreement entered into with the Consultant and executed on,
February 23, 2006 and identified as Agreement No. 06 -019. All provisions in the basic
agreement remain in effect except as expressly modified by this supplement.
The changes to the agreement are described as follows:
Scope of Services, is hereby changed to include work described in Exhibit A for
additional design work on the Andover Park West project.
2. Payment, shall be amended as follows:
A. Payment for the work provided by the Consultant shall be made as provided on
Exhibit B attached hereto, provided that the total amount of payment to the Consultant
shall not exceed $313,037 without express written modification of the Agreement signed
by the City. The maximum amount payable under this agreement as supplemented
inclusive of all fees and other costs is now $1,534,852.
3. Time for Performance, shall be amended as follows:
The Consultant shall perform all services and provide all work product required pursuant
to this Agreement by December 31, 2012, unless an extension of such time is granted in
writing by the City.
DATED this day of 20
CITY OF TUKWILA
Jim Haggerton, Mayor
CONSULTANT
By:
Printed Name:
Title:
411
412
City of Tukwila
ANDOVER PARK WEST IMP_ ROVEMENTS
PHASE 2: FINAL DESIGN
ANNAMMM
IBI
GROUP
413
IBI GROUP SCOPE OF WORK
PHASE2: FINAL DESIGN 1
Task 9: Project Management.... 1
Task 10: Stakeholder Coordination 2
Task 11: Construction Documents (60% and 100 3
Task12: Cost Estimates (60% and 100%). 5
PHASE 3: BID AND CONSTRUCTION SUPPORT OPTIONAL) 5
Task13: Bid Support 5
Task14: Construction Support...... 6
SCHEDULEAND FEE 6
November 11, 2011
414 Page i
IBI GROUP SCOPE OF WORK
City of Tukwila
ANDOVER PARK WEST IMPROVEMENTS
PHASE 2: FINAL DESIGN
PHASE 2: FINAL DESIGN
The objective of this Phase of the project is to develop final design documents (60% and 100 for
Andover Park West improvements that provide design documentation, cost information and
environmental and geotechnical information to the City that allows for future bidding of the project.
A work breakdown structure of five primary tasks has been developed for this Phase of the work,
covering in general:
1. Conduct and management of the work.
2. Preparation of stakeholder presentation materials and meeting summaries and
participation at meetings.
3. Review and assembly of relevant information and investigation, including geotechnical and
environmental appropriate to completing the design phase of the project.
4. Preparation of construction documents (60% and 100 plans and specifications
Construction cost estimate for Andover Park West Improvements (60% and 100
The following scope describes the work to be conducted, assumptions and deliverables to be
provided.
Task 9: Project Management
This task includes the day -to -day activities to be performed by the Consultant to manage and
administer the work and deliver quality work products that meet the needs of the City.
ASSUMPTION(S)
Primary project management coordination will be through the Consultant Project
Manager and City Project Manager.
All Consultant requests for meetings with City staff shall come from the Consultant
Project Manager. Such requests will be issued to the City Project Manager.
All sub consultant requests for meetings will be coordinated through the Consultant
Project Manager or Consultant Design Coordinator (the latter if a design related
issue).
Steps will be taken to schedule meetings as far ahead as reasonable to secure
participation of invitees, City assistance may be requested from time -to -time to
expedite design or information collection related meetings.
The City will be responsible for providing meeting space and issuing invites to City
staff and other stakeholders for all stakeholder and city council meetings and
presentations.
The Consultant will be responsible for all work products delivered, and commits to
providing staff and resources to complete the work in a timely manner.
November 11, 2011
IBI
GROUP
415
IBI GROUP SCOPE OF WORK
WORK ACTIVITIES
9.1 Contract Administration
This activity covers basic administration of the work including:
9.1.1 Preparation of a Project Schedule in MS Project, ongoing tracking of that
schedule, and reporting of any variances on a monthly basis. Issues identified
during the course of the work that have the potential to affect schedule will be
promptly identified for the City Project Manager (this is in addition to regular
monthly reporting).
9.1.2 Cost and staff time control.
9.1.3 Monthly client invoicing and project progress reporting (report to be included with
invoice).
9.1.4 Sub consultant administration.
9.2 Meetings and Coordination
This includes general coordination and project management meetings. Meeting and
coordination are expected to include the following, with the number of required
meetings determined when the overall schedule has been developed:
9.2.1 Monthly meetings with City staff.
9.2.2 Internal design team coordination meetings.
9.2.3 Bi- weekly client coordination calls and ad -hoc coordination.
9.3 Quality Control
9.3.1 All work products will be subject to internal quality review before issuance per
IBI Group quality control procedures.
DELIVERABLES
Project schedule
Invoices and monthly progress reports
Meeting agendas
Meeting notes
Task 10: Stakeholder Coordination
This task will continue the Stakeholder coordination efforts through final design by assisting the City
with communication with key stakeholders. Key stakeholders include the City project team, council
committees, review boards and commissions and adjacent property owners. In each case, the
Consultant will prepare one set of presentation materials for all stakeholder workshops and
generate notes /documentation of the outcomes.
ASSUMPTION(S)
The City will be responsible for publicizing stakeholder meetings and for arranging
meeting logistics.
The Consultant will be responsible for producing one set of stakeholder meeting
presentation materials, and for producing meeting notes for the stakeholder meeting.
November 11, 2011
Page 2
M
IBI GROUP SCOPE OF WORK
WORK ACTIVITIES
10.1 Preparation for Stakeholder Workshops
10.1.1 Stakeholder meeting agendas will be developed through collaborative planning
sessions involving the City Project Manager, Consultant Project Manager, and
other key staff.
10.1.2The Consultant will prepare one set of graphics and a rendering for the
stakeholder meetings. The graphics prepared will reflect the Draft Final Design.
10.2 Documentation of Stakeholder Workshops
10.2.1 The Consultant will provide the City with copies of meeting materials and
meeting notes for all stakeholder events (paper and electronic).
DELIVERABLE(S)
One set of stakeholder meeting graphic materials and rendering.
Stakeholder meeting notes /documentation.
Task 11: Construction Documents (60% and 100
This task will include the design development (60 and final (100 design plans and
specifications for civil, urban design, landscape architecture, ITS /communications and electrical
systems.
ASSUMPTION(S)
A Value Engineering Study is not anticipated as part of the work.
Per conversations with the City, the previously scoped Phase 1 B work that included
sewer line improvements is no longer required. This work has been removed from
this phase of the scope and fee.
Information will be prepared in CSI format for Lump Sum bidding. City shall provide
Contract boilerplate, and Divisions 0, and 1, and all City General Special Provisions
in this format.
Proposed contours are not included for the Plans. All grading information will be
conveyed with typical section and control line profile.
Storm water runoff assessment and report will be based upon 2009 King County
Surface Water Design Manual and will follow requirements of the City. Stormwater
assessment shall include areas disturbed with the Tukwila Transit Center project.
Water quality and detention facilities, if required, will be designed to address needs
for both projects.
City shall lead public outreach effort to coordinate utility service transfer issues with
all adjacent properties.
Structural design and layout of retaining walls for roadway excavation is not included
within this work.
Waterline improvement plan details will include only special details necessary for the
work. City and State standard plans are not included within the planset. City and
State standard plans will be referenced only within the Plans. Contract specifications
may include City and State standard plans within appendix.
November 11, 2011
Page 3
417
IBI GROUP SCOPE OF WORK
WORK ACTIVITIES
11.1 Civil
11.1.1 The Consultant will develop final design documents covering drainage facilities.
Work includes storm drainage technical report showing tributary areas and
calculations for required detention and water quality. Report will loosely follow
King County report format, but will be abridged, and will not include assessment
of downstream analysis, offsite analysis, Construction stormwater pollution
prevention worksheet forms, dedication and indemnification clause, bond
quantities, or any covenants or easements.
11.1.2The final design for utilities will include relocation and new utility services that
may be required for project. These include both public utilities being disturbed as
well as private utilities requiring relocation.
11.1.3The final design for roadway improvements for widening to accommodate five
(5) lanes and two -inch asphalt grind and overlay, including design of grading and
pavement markings for the speed table at the intersection with Baker. Plans
include removal plan, typical sections paving plans, channelization plans and
temporary erosion control plans.
11.1.4Waterline Design: the Consultant shall develop final plans from schematic water
main design to replace the existing eight -inch waterline with a 12 -inch waterline.
The design shall include proposed service connections to existing services, fire
hydrant placement, service connections, and other necessary appurtenances.
The design shall include critical construction staging sequences. Plans shall
include plan and profile, and miscellaneous detail sheets as necessary. Work
shall also include cost estimate and contract specifications.
11.1.5 Sewer Line: this work is no longer required and has been removed from this
project.
11.2 Landscape Design
11.2.1 Final landscape design documentation will be developed for the roadway.
11.3 Urban Design
11.3.1 The Consultant will develop final urban design project site plans and details
including for the Streetscape Design for Andover Park West.
11.4 Electrical
11.4.1 The Consultant will develop final designs for site electrical power service and
distribution, and receptacle locations. The Consultant will coordinate any
required discussions between the City, service utility, and design team members
to determine power availability and access.
11.4.2The Consultant will develop a final design lighting plans and coordinate lighting
system standards with the City.
11.5 ITS /Signals
11.5.1 The Consultant will develop final designs for communication system
requirements to maintain the existing signalized intersections and provide for
future ITS requirements through installation of conduit.
November 11. 2011
Page 4
i l
IBI GROUP SCOPE OF WORK
DELIVERABLE(S)
Design Development (60 documentation submittal for all disciplines.
Buoyancy calculations shall be included under separate cover.
Final Design (100 ready- for -bid design documentation submittal for all disciplines.
Cost estimates will be developed for the 60% and 100% submittals with a level of accuracy
commensurate with the level of design. The cost estimates will include the cost of construction for
the design and include any potential risks that have been identified as a result of the conceptual
engineering and design tasks. The cost estimate will be subdivided into costs for each of the
disciplines listed below.
ASSUMPTIONS)
Information will be prepared in CSI format for Lump Sum bidding.
WORK ACTIVITIES
12.1 60% Cost Estimating
12.1.1 The Consultant will develop a 60% cost estimate based on the civil, landscape,
urban, ITS /Communications, mechanical and electrical design.
12.2 100% Cost Estimating
12.2.1 The Consultant will develop a 100% cost estimate based on the civil, landscape,
urban, ITS /Communications /Signals, and electrical design.
DELIVERABLE(S)
Lump sum construction cost estimates for 60% and 100% documentation.
PHASE 3: BID AND CONSTRUCTION SUPPORT (OPTIONAL)
Task 13: Bid Support
ASSUMPTIONS)
The City will be responsible for all aspects of the procurement not spelled out
specifically below.
No Conformed set of documents (including addenda) will be prepared.
No budget is included for this work. Final Budget and Scope will be determined at a
later date.
DELIVERABLE(S)
13.1 The Consultant will make a "camera ready" or digital record of the Final bid documents
available to the City for their use in the copying and dispersal of documents to
prospective bidders.
13.2 The Consultant will respond to bidder questions forwarded by the City with Addenda
information in the form of text and drawings necessary and appropriate to obtain bids.
November 11, 2011
Page 5
419
IBI GROUP SCOPE OF WORK
ASSUMPTION(S)
The City will retain personnel as required to manage the day to day administration of
the construction.
No budget is included for this work. Final Budget and Scope will be determined at a
later date.
DELIVERABLE(S)
14.1 The Consultant shall provide the following:
Review and comment on submittals.
Review and comment on requests for information.
Review and respond to owner questions.
Issue clarifications, including supplemental drawings.
Maintain a log of all submittals, requests for information, owner questions,
supplemental drawings and issued clarifications.
The consultants will make site visits to review progress.
SCHEDULE AND FEE
Phase 2 work will begin upon completion of Phases 1A and 1 B. Phase 3 work will be refined
during Phase 2 work and finalized with the City prior to the development of a fee proposal. In
order to meet strict City budgeting requirements, this work will be split into two discrete
budgets for the roadway improvements and waterline replacement. These efforts will be
shown clearly on invoicing under the correct City budget line items.
The fee for the project has been prepared for the tasks outlined in this document for Phase 2.
The estimated fee for the work is summarized below:
Phase 2 Roadway Improvements:
Phase 2 Waterline Replacement
November 11, 2011
$167,693
$145,344
Page 6
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Transportation Committee Minutes
November2l, 2011 —Paae2
Statewide Transportation Enhancement Program. This is Washington State Department of Transportation
Grant in the amount of $500,000. The City applied for the grant in July 2010, and was awarded funding in
2011. No matching funds are required. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 28
COW FOR DISCUSSION.
D. Tukwila Urban Center Pedestrian /Bicycle Bridle: Supplemental Agreement No. 9 with KPFF
Staff is seeking Council approval for Supplemental Agreement No. 9 of Contract No. 07 -123 with KPFF
Consulting Engineers in the amount of $1,367,580.11 to:
Complete design and environmental permitting for the Tukwila Urban Center
Pedestrian/Bicycle Bridge
Design of a new pedestrian signal across West Valley Highway
Trail design connecting bridge users to the Tukwila Longacres Sounder Station
Design along Baker Boulevard to add bike lanes and on- street parking
KPFF conducted the Type, Size and Location (TSL) study and resulting report for the Pedestrian /Bicycle
Bridge. Funding for the Supplemental Agreement will come from the grants described in Item C above,
including matching funds. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 28 COW FOR
DISCUSSION.
E. Tukwila Urban Center Transit Center Supplemental Agreement No. 13 with IBI Group
Staff is seeking Council approval for Supplemental Agreement No. 13 with the IBI Group for completion of
the final design and PS &E documents for the Tukwila Urban Center Transit Center in the amount of
$429,000.
Funding for this Supplemental Agreement will come from the TOD grant and the WSDOT Regional
Mobility grant. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 28 COW FOR
DISCUSSION.
F. Andover Park West Street Water Improvements Supplement No. 14 with IBI Grout)
Staff is seeking Council approval for Supplemental Agreement No. 14 with the IBI Group for completion of
the final design and PS &E documents for the Andover Park West widening and water main replacement in
the amount of $313,037 (widening $167,693 water main $145,344).
Funding for this Supplemental Agreement will come from mitigation and traffic impact fees. The City was
recently awarded $1,420.000 in grant funds for construction from the State Transportation Improvement
Board. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 28 COW FOR DISCUSSION.
G. Ordinance: Tukwila Urban Center Transit Center
Staff is seeking Council approval to acquire property /condemnation authority as required for right -of -way
and easements need for the Tukwila Urban Transit Center Project as follows:
One right -of -way dedication
Three temporary construction easements
One permanent easement
It is standard for City staff to request condemnation authority at the beginning of a property acquisition
process for public projects. Although it is highly unlikely that any parcel of land within this area will
require condemnation, establishing the ordinance prepares the City for condemnation proceedings, if
required. Four parcels with three separate owners are included in the project area. The agenda packet
provides specific details on ownership. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 28
COW FOR DISCUSSION.
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