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Home My WebLink AboutTIS 2021-05-24 Item 2B - Contract Amendment #1 - 2021 Overlay and Repair ProgramCity of Tuk wild Alan Elohotn, Kiva Jul:411)'dekr INFORMATIONAL MEMORANDUM TO: Transportation and Infrastructure Services Committee FROM: Hari Ponnekanti, Public Works Director/ City Engineer BY: Scott Bates, Project Manager CC: Mayor Allan Ekberg DATE: May 21, 2021 SUBJECT: 2021 Overlay and Repair Program Project No. 92110401, Contract No. 21-002 Amendment No. 1 for Construction Management Services ISSUE Execute Amendment No. 1 to Contract No. 21-002 with KPG, Inc. (KPG) to provide construction management services for the 2021 Overlay and Repair Program. BACKGROUND On December 4, 2020, the Council approved the contract with KPG to provide engineering design services for the 2021 Overlay and Repair Project. KPG was selected to provide construction management services as Amendment No.1 to the 2021 Overlay and Repair Program Design contract. DISCUSSION The KPG design contract was for $149,912.00 and will reallocate $53,000.00 in remaining design funds for construction management. KPG has provided a Contract Amendment No.1, with the scope of work and fee estimate for construction management services for $147,206.00. The new contract total will now be $297,118.00. Construction bid opening was May 18, 2021. FISCAL IMPACT Design Contract Construction Management Am No. 1 Contract Amount Budget $ 149,912.00 $ 150,000.00 147,206.00 200,000.00 $ 297,118.00 $ 350,000.00 RECOMMENDATION Council is being asked to approve Amendment No. 1 to Contract No. 21-002 for construction management services with KPG, Inc. for the 2021 Overlay and Repair Program in the amount of $147,206.00 for a new total contract amount of $297,118.00 and consider this item on the Consent Agenda at the June 7, 2021 Regular Meeting. Attachments: Page 12, 2021 CIP Contract Am No.1, Scope of Work and Fee Estimate https://tukwilawa.sharepoint.com/sites/publicworks/engineering/PW Drop Box/01 TIC Agenda/2021 Agenda Items/TIC 05-24-21/b. 2021 Overlay Program CM/InfoMemo Overlay 2021 CM Am Nol.docx 5 CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2021 to 2026 PROJECT: Annual Overlay and Repair Program Project No. 9xx10401 DESCRIPTION: Select, design and construct asphalt and concrete pavement overlays of arterial and residential streets. Preserve and maintain the street structure in a safe and useable state by resurfacing before failure which JUSTIFICATION: also minimizes costs. Some individual sites may be coordinated with water, sewer, and surface water projects. STATUS: Each year various sections of roadway throughout the City are designed and constructed for asphalt overlay. MAINT. IMPACT: Reduces annual maintenance. COMMENT: Ongoing project. Only one year actuals shown in first column. FINANCIAL Through Estimated (in $000's) 2019 2020 2021 2022 2023 2024 2025 2026 BEYOND TOTAL EXPENSES Design 209 190 150 150 150 150 150 150 150 1,449 Land (R/W) 0 Const. Mgmt. 121 15 200 200 200 200 200 200 200 1,536 Construction 1,224 312 1,050 1,050 1,050 1,050 1,150 1,150 1,300 9,336 TOTAL EXPENSES 1,554 517 1,400 1,400 1,400 1,400 1,500 1,500 1,650 12,321 FUND SOURCES Awarded Grant 0 Proposed Grant 0 Mitigation Actual 0 Mitigation Expected 0 City Oper. Revenue 1,554 517 1,400 1,400 1,400 1,400 1,500 1,500 1,650 12,321 TOTAL SOURCES 1,554 517 1,400 1,400 1,400 1,400 1,500 1,500 1,650 12,321 2021 - 2026 Capital Improvement Program 12 6 it ii VIP ' Y +.. Eig 2021 - 2026 Capital Improvement Program 12 6 City of Tukwila 6200 Southcenter Boulevard, Tukwila WA 98188 Agreement Number: CONTRACT FOR SERVICES Amendment #1 Between the City of Tukwila and KPG, P.S. That portion of Contract No. 21-002 between the City of Tukwila and KPG, P.S. is hereby amended as follows: Article 2, Scope of Services, shall be amended with the following: The Consultant agrees to provide construction support services in accordance with the scope of work included as ExhibitA-1. Article 4, Payment, shall be modified as follows: An estimated budget for work provided by Consultant is included as Exhibit B-1, attached hereto, provided that the total amount of payment to the Consultant under this agreement shall not exceed $297,118.00 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: Nelson Davis, KPG, P.S. 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 7 Construction Management Services Scope of Work City of Tukwila 2021 Overlay Program Amendment #1 Project No: 92110401 This work will provide construction management services for the construction contract to complete Hot Mix Asphalt (HMA) Overlay of up to SEVEN (7) sites, all within the City of Tukwila. Specific tasks shall include, but are not necessarily limited to: Paving with HMA, planing bituminous pavement, removing pavement and pavement repairs; Adjusting surface utilities to grade; installing drainage modifications at two project sites; Installing RRFB system at pedestrian crossing; Installation of traffic loops and junction boxes; installing new channelization and signage; Removing and replacing concrete curbs, sidewalks, driveways, and ramps; providing temporary erosion/water pollution control and all necessary property restoration; Providing all necessary traffic control labor and devices; And, other items necessary to complete the Work as shown on the Contract Documents. This amendment assumes the 2021 design scope is completed to the City's satisfaction and the unused budget amount of $53,000 will be used to offset construction services costs. A detailed scope for the Contract follows: 1. INTRODUCTION The following scope of services and associated costs are based upon the assumptions outlined below. General Assumptions: • The level of service and fee is based on project duration of 2.5 months, or 50 working days with 5 days prior to construction and 10 days for closeout for a total of 65 days. • The proposed project team will include part-time project manager full-time resident engineer, part-time documentation control specialist, and full-time inspector. Team also includes sub - consultants to provide services for materials testing. • KPG will utilize the Record of Materials (ROM). This scope of services provides the management of the ROM and scheduling of required materials testing respectively. • City will review and execute the insurance, bonds, and the Construction Contract. • KPG will work with the City's Contractor to conduct all community outreach in relation to phasing and direct impacts due to construction. The City's Contractor shall be responsible for the communication to the community on schedule and work activities. Exhibit A-1 8 • KPG design engineers will be available during construction to answer questions and review RAM's, shop drawings, and answer RFI's. • Services will be performed in accordance with the Contract plans & special provisions, and City of Tukwila engineering standards. • City will be responsible for all aspects of PSIPE. This will include monthly PSIPE inspections, final PSIPE acceptance and final PSIPE payment. 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, and ultimately that the City of Tukwila receives a successful Project. TASK 1: MANAGEMENT / COORDINATION /ADMINISTRATION Provide overall project management, coordination with the City, monthly progress reports, and invoicing. This effort will include the following elements. 1.1 Organize and layout work for project staff. Prepare project instructions on contract administration procedures to be used during construction. 1.2 Review monthly expenditures and CM team scope activities. Prepare and submit monthly project progress letters to the City along with invoices describing CM services provided each month. Prepare and submit reporting required by funding source(s), if any. Deliverables: • Monthly invoices and progress reports TASK 2: Assist City with the award process This task assists the City with vetting the bid package for contract compliance, drafting recommendation of award, and award letter. • Attend bid opening • Review for responsible bids to include o Preparation and review of Bid Tabs for math errors o Verification of the Contractor's ✓ license from the Department of Labor and Industries ✓ City Business License ✓ Current status with their "Certificate of Worker's Compensation Coverage" with the Department of Labor and Industries Exhibit A-1 9 ✓ Status with the Department of Revenue's "Delinquent Taxpayer List — Western Washington" ✓ Status with the Department of Labor and Industries "Employers That Have Violated Wage Law" ✓ Status that they are not on Labor and Industries "Debarred Contractor's List" ✓ State Excise Tax Registration ✓ Status that they are not shown on Labor and Industries "Contractor Strike List" ✓ Status that they are not on the list of Parties excluded from Federal Procurement or Non -Procurement Programs • Reference Check • Recommendation of Award Letter • Draft Award Letter TASK 3: Administrative Services up to Contractor Notice to Proceed (NTP) Administrative services are required up to NTP to establish procedures, communication and documentation with the City. This task also provides set up of the files, familiarization with the contract, and the beginning of material management and general "kick-off" coordination activities. Work under task 300 includes the following. • Solicit input from the City to establish system and procedures for managing • Tracking and storing project documentation to include the following • Communications o Change Management ✓ Authority ✓ Field Directives ✓ Change Orders to include justifications • Administrative process o Approval of Subcontractors o Material management o Contractor progress payments o Consultant invoices • Prepare hard and electronic files • The following logs will be prepared o Record of Materials (ROM) o Material Tracking ✓ Monitors testing frequency per WSDOT Construction Manual ✓ Log acceptance and compaction tests ✓ Log pass or fail to include resolution of failing tests ✓ Track Tickets and tonnages o Submittal Reviews o Request for Information (RFI) o Change Management ✓ Change Order Exhibit A-1 10 ✓ Case Log (Issues) ✓ Design Changes/Clarifications o Subcontractors o Certified Payroll o Materials on Hand o Training • The following templates will be prepared o Field Note Records o Estimate o Forecasted Cost at Completion o Project Report o Weekly Statement of Working Days o Change Order o Change Order Justifications o Design Changes/Clarifications o Field Material Verifications • Site visits to become familiar with project limits and physical constraints • Familiarization with Contract Plans, Specifications, Permits and Geotechnical Report • Review ROW commitment files • Manage RAMs by reviewing against the Contract and/or facilitating Engineer of Record Reviews • Manage the ROM • Develop Team Communications and Stakeholders List • Comb the Contract Provisions and compile list of submittals • Prepare Pre -Construction (Precon) Agenda • Comb the Contract Provisions to insert Precon agenda items • Prepare Precon attendees list • Send invite to Precon attendees • Attend Precon, take notes, prepare and distribute minutes • Pre -construction photographs • Review Contractor's Schedule for Contract Compliance TASK 4: Construction Management (CM) and Administrative Services. NTP to Project Closeout CM and administrative services are provided by the Resident Engineer (RE) and Documentation Specialist. Support includes stakeholder coordination, documentation and change management in general compliance with City and State requirements. Work includes the following. • Maintain Logs identified in Task 300 • Coordinate material inspections from materials lab • Facilitate WSDOT special inspections (signal and luminaire poles), if applicable. • Review material reports from testing lab, Task 700, for Contract compliance and contact the Contractor to bring resolution to any deficiencies • Track quantities according to the Construction Manual to get the required amount of testing Exhibit A-1 11 • Review RAMs and apply or facilitate approval codes • Transmit ROM to the Contractor and request that they submit material requirements via the RAM process • Facilitate approved RAMs to the Inspector who will verify that all the material delivered to the site is according to the approved RAMs • Administer Contractor adherence of the ROM • Cursory review and facilitation of Traffic Control Plans • Review and respond to Contractor Serial Letters • Issue Field Directives/Corrective Action memorandums • Receive RFIs and issues raised by the Contractor answer RFIs and/or facilitate responses • Change Management o Negotiations with Contractor regarding 1-04.4 Changes o Writing Change Orders to include Engineer's Estimate and Justifications o Update Case Log which includes ✓ Tracking issues ✓ Anticipated impact to schedule ✓ Costs ✓ Forecast cost at completion ✓ Warrant assessment for additional working days • Confirm that submittals are in general Contract conformance. Review and/or facilitate review and approvals of submittals • Maintain project electronic and hard files • Review Contractor's schedule for contract compliance • Prepare coordination agendas, conduct coordination meetings • Prepare minutes for coordination meetings and distribute to attendees • Prepare Weekly Statement of Working Days and send to Contractor • Obtain Request to Sublet (421-012), review for compliance and return to the Contractor • Utility Coordination • Employee Interviews (424-003) • Payroll Compliance to include checking o Certified Payrolls o Labor and Industry documentation (Statement of Intent, Affidavits of Wages Paid) o Notification to the Contractor of non-compliance • Perform quality control checks on Inspector Field Note Records and Inspector Daily Reports • Prepare progress pay estimates • Review Contractor's weekly "look ahead" and monthly schedule and compare with the Contractor's approved schedule • Maintain a submittals list and prompt the Contractor for submittals • Prepare and be available for outside audits and/or record reviews • Secure Contract schedule and activities for coordination with the public. Respond to general coordination regarding items such s status, schedule and access. Provide a broader public involvement that may involve flyers, news releases and public meetings • Maintain hard and electronic files Exhibit A-1 12 • Perform internal monthly audits for compliance TASK 5: Provide Field Inspection for each of the Project's Working Days Inspections shall be made for each working day. The Inspector will act as the projects "in the field" focal point of coordination and field documentation. The inspector will monitor the Contractor's activities, produce Inspector Daily Reports, Field Note Records, verify that material delivered to the site is in contract compliance, coordinate with stakeholders to include the Contractor, material testing lab, Fire and Police Departments, School Districts, businesses, residents and traveling public. The following Tasks will be the responsibility of the Inspector: • Produce and Conduct o Inspector Daily Reports o Field Note Records for all Contract Items o Progress photographs o Punch list items • Observe and Monitor the Contractor's o Work for compliance with the Contract Documents o Traffic control procedures and implementation of the approved traffic control plans which could include notification to the Contractor on deficiencies that require immediate correction o Temporary erosion and sediment control procedures and systems and provide recommendations o Compliance with project permits • Coordinate o Materials testing as required under the ROM and WSDOT Construction Manual with materials Sub -Consultant. See Task 7 o With stakeholders like utilities, City departments, local businesses, traveling public, fire and police departments, and residences o With the Resident Engineer to identify and resolve project conflicts between the plans, special provisions and unforeseen conditions • Meetings o Provide input to the RE for meeting agendas o Attend meetings as required to include o Weekly Coordination o Others such as pre -paving, signal turn on, utility coordination and public outreach TASK 6: Project Close Out Assume the Contractor will be completed with punch list work and missing documentation within 50 calendar days of Substantial Completion at which time Physical Completion will be issued (all but plant establishment). Items of work within these 10 calendar days include the following: • Inspector Exhibit A-1 13 o Prepare and monitor completion of the Punch List o Final Field Note Records • Administrative o Project resolution meetings with the Contractor to resolve final quantities and issues o Prepare Substantial, Physical and Completion letters o Final pay estimate excluding PSIPE o Gather remaining documentation for ROM and facilitate signature on Materials Certifications o Gather outstanding labor compliance documentation such missing Certified Payrolls and Affidavits of Wages Paid with Labor and Industries o Facilitate "Final Notice of Completion of Public Works Contract" form (F215-038-000) o Coordinate final Record Reviews by funding agencies TASK 7: Materials Testing Material testing is performed by a Sub -Consultant. Task 700 Scope and Fee belongs entirely with KPG Sub -Consultant. All KPG fee affiliated with managing the Task 700 Subconsultant are included in Tasks 300 through 600. The Sub -Consultant material's lab will perform services such as; • Review Record of Materials (ROM) • Perform HMA Job Mix Formula Verification under Special Provision 5-04.3(7)A • Review Concrete RAM submittals and provide recommendations for approval codes • Conduct material testing for Document items in in accordance with the Local Agencies Guidelines (LAG), WSDOT Construction Manual and the ROM • Provide written field reports for all inspections • Coordinate with Inspector regarding test results and re -testing as necessary • Assist RE with end of project Materials Certification TASK 8 — ADDITIONAL SERVICES 8.1 Management Reserve: A five percent (5%) fee has been included in the cost for services as a placeholder and serves as the Management Reserve for the Project. At the time these services are required, the Consultant shall provide a detailed scope of work and an estimate of costs. The Consultant shall not proceed with the work until the City has authorized the work and issued a notice to proceed. Additional services requested by the City will be performed only when authorized by the City. Authorization to perform additional services will be in writing, specifying the work to be performed, and basis of payment. Items such as Community Outreach (except as completed on a day to day basis by the inspector and resident engineer as described in task 3.1— vii), Public Meetings, Ribbon Cutting Ceremony, claims analysis, surveying, services during shutdown periods of non -working days, and services for extended working days are examples of possible additional services. This fee is based on 1 week prior to construction, an 50 working day contract, and 2 weeks for closeout, 8 hour days, additional extension of days will be approximately $1,040.00 per day for one person. (8 hours x $130.00 = $1,040.00) Exhibit A-1 14 EXHIBIT B-1 PRIME CONSULTANT COST COMPUTATIONS Client: City of Tukwila Project: 2021 Overlay Program KPG, P.S. PROJECT NUMBER: 20139 50 working days + 1 week startup and 2 weeks closeout (65 days/ 8 hour days= 520 hours) DATE: 5/11/2021 Task No. Task Description Labor Hour Estimate Total Hours and Labor Fee Estimate by Task Project Engineer 11 Senior Construction Manager Resident Engineer Construction Observer III Document Control Specialist Office Admin 146 224 130 134 117 92 Hours Fee Task 1 - MANAGEMENT / COORDINATION / ADMINISTRATION 1.1 Project Management and Administrative Services 10 20 30 $ 4,080.00 1.2 Prepare, review and submit monthly expenditures 2 10 12 $ 1,368.00 Task Total 0 12 0 0 0 30 42 $ 5,448.00 Task 2 - Assist City with the Award Process 2.1 Assist City with Award Process 5 5 $ 650.00 2.2 Bid Tab Analysis and Verify Contractor 5 5 $ 585.00 2.3 Communications 5 5 $ 650.00 Task Total 0 0 10 0 5 0 15 $ 1,885.00 Task3 - Administrative Services up to Contractor Notice to Proceed (NTP) 3.1 Administrative Services up to Contractor Notice to Proceed 30 40 15 85 $ 11,015.00 Task Total 0 0 30 40 15 0 85 $ 11,015.00 Task 4 - Construction Management (CM) and Administrative Services. NTP to Project Closeout. 4.1 Construction Management Office Support 50 20 400 200 670 $ 87,180.00 4.2 Construction Management Field Paperwork 0 $ - Task Total 50 20 400 0 200 0 670 $ 87,180.00 Task 5 - Provide Field Inspection for Each of the Project's Working Days 5.1 Construction Inspection _ 400 400 $ 53,600.00 Task Total 0 0 0 400 0 0 0 $ 53,600.00 Task 6 - Project Closeout 6.1 Construction Management Office Support 80 40 120 $ 15,080.00 15 6.2 Construction Management Field Paperwork/Inspection 80 80 $ 10,720.00 Task Total 0 0 80 80 40 0 200 $ 25,800.00 Task 7 - Materials Testing 7.1 Subcontract with Material Tester 0 $ - Task Total 0 0 0 0 0 0 0 $ - Task 8 - Management Reserve 8.1 Upon City Authorization Only (5% of contract) 0 $ 9,600.00 Task Total 0 0 0 0 0 0 0 $ 9,600.00 Total Labor Hours and Fee 7,300 7,168 67,600 69,680 30,420 2,760 1,012 $ 194,528.00 Subconsultants Task 7 Material Testing $ 5,000.00 Subtotal $ 5,000.00 Administrative Charge (5%) $ 250.00 Total Subconsultant Expense $ 5,250.00 Reimbursable Direct Non-Salary Costs Mileage at current IRS rate $ 428.00 Reproduction Allowance $ - Total Reimbursable Expense $ 428.00 Total Estimated Budget $ 200,206.00 Less Remaining Design Contract $ 53,000.00 Total Budget Amendment #1 $ 147,206.00 16