HomeMy WebLinkAboutTIS 2023-11-06 Item 2D - Contract Supplement #1 - Transportation Element of Comprehensive Plan with Fehr & PeersCity of Tukwila
Allan Ekberg, Mayor
Public Works Department - Hari Ponnekanti, Director/City Engineer
INFORMATIONAL MEMORANDUM
TO: Transportation and Infrastructure Services Committee
FROM: Hari Ponnekanti, Public Works Director/City Engineer
BY: Cyndy Knighton, Senior Program Manager
CC: Mayor Ekberg
DATE: November 3, 2023
SUBJECT: Transportation Element of the Comprehensive Plan
Project No. 90810406, Contract No. 22-061
Supplemental Agreement
ISSUE
Execute a supplemental agreement with Fehr & Peers for Phase 2 of the transportation modeling
services in conjunction with the 2024 update to the Transportation Element of the City's
Comprehensive Plan.
BACKGROUND
In April 2022, the City entered into a contract with Fehr & Peers in the amount of $396,993.43 to
perform the modeling services and background analysis for the update to the Transportation
Element. At the time of the initial contract, only $400,000 was available for the work, which was
inadequate to perform all the necessary analysis for this major update. To work within the available
budget, the scope included only the initial model development and partial outreach efforts.
DISCUSSION
The attached scope of work will complete the required analysis of future conditions, including
analyzing some alternative future land uses and developing a list of future road projects that could
be necessary over the next 20 years. Additional public outreach will be conducted to share the
results of the existing conditions analysis and to gather input on whether this long-range plan is
capturing the needs of the greater Tukwila community. The report will include a new update to the
transit needs, which will aid the City's lobbying efforts with our partner transit providers. A new level
of service standard will be developed to include all modes of transportation, not just the automobile.
A major safety analysis will be done under a separate contract, but the findings will be incorporated
into the Transportation Element. Finally, a comprehensive look at all transportation needs — for
mobility as well as safety — will be presented, including an analysis of the future financial needs.
FINANCIAL IMPACT
The CIP document, published in 2022, estimated that the extra scope of work would cost roughly
$300,000. Due to rising labor costs, this supplement will increase the fee by $367,190 to a new total
of $764,183.42. Additional funding to complete the work is coming from the City's 104 fund.
RECOMMENDATION
The Council is being asked to approve the supplemental contract with Fehr & Peers in the amount of
$367,190 and consider this item on the Consent Agenda at the November 13, 2023 Special Meeting.
ATTACHMENTS
• CIP Page 17
• Supplemental Agreement
• Scope of work and Fee Proposal
91
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2023 to 2028
PROJECT: Transportation Element of Comprehensive Plan Project No. 72010405
DESCRIPTION: Update Transportation Element of the Comprehensive Plan to include updated traffic model and street
network plan.
JUSTIFICATION: Growth Management Act transportation concurrency and traffic impact mitigations need updated traffic
and capital planning. Adoption by 2024 required by Community Trade and Economic Development (CTED).
Update every 8 years. Transportation Element will be coordinated with updates to Comprehensive Plan
STATUS: by the Department of Community Development. Next update is scheduled for 2024. (Updated with extended time
due to COVID impacts)
MAINT. IMPACT: None.
COMMENT: An update to the Transit Plan and incorporation of the Walk and Roll Plan (non -motorized) are included in the
Transportation Element of the Comp Plan update. Also included is a Road Safety Plan.
FINANCIAL Through Estimated
(in $000's)
2021 2022 2023
2024
2025
2026
2027
2028
BEYOND TOTAL
EXPENSES
Design
396
300
650
1,346
Land (R/W)
0
Const. Mgmt.
0
Construction
0
TOTAL EXPENSES
0
396
300
0
0
0
0
0
650
1,346
FUND SOURCES
Awarded Grant
0
Proposed SS4A Grant
240
240
Mitigation
0
Impact Fees
0
Concurrency Fees
0
396
60
0
0
0
0
0
650
1,106
TOTAL SOURCES
0
396
300
0
0
0
0
0
650
1,346
2023 - 2028 Capital Improvement Program
® ,M
17
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CONTRACT FOR SERVICES
Amendment #1
Between the City of Tukwila and Fehr & Peers
That portion of Contract No. 22-061 between the City of Tukwila and Fehr & Peers is hereby
amended as follows:
Section XX:
2. Scope of Services. The Consultant agrees to perform the services, identified on Exhibit
"A-1" attached hereto, including the provision of all labor, materials, equipment and
supplies.
3. Duration of Agreement; Time for Performance. This Agreement shall be in full force and
effect for a period commencing upon execution and ending December 31, 2024, 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, 2024 unless an extension of such time is
granted in writing by the City.
4. Payment. The Consultant shall be paid by the City for completed work and for services
rendered under this Agreement 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 $764,183.42 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
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CITY OF TUKWILA CONTRACTOR:
Allan Ekberg, Mayor
ATTEST/AUTHENTICATED:
Christy O'Flaherty, City Clerk
APPROVED AS TO FORM:
Office of the City Attorney
By:
Printed Name:
Title:
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City of Tukwila Transportation Element
Update
Fehr & Peers Scope of Work - October 16, 2023
The scope outlined in this document describes the second phase of the Transportation Element
Update, anticipated to span between November 2023 and December 2024. At the beginning of the
project, the full project scope was divided into two sections to identify the timeframes in which
tasks were expected to be completed. The following tasks covers Phase 1, through adoption of the
Transportation Element. This effort is intended to be developed in tandem with the Tukwila Local
Road Safety Plan (LRSP), which will be incorporated in the final Transportation Element (TE) Update.
Phase 2
Task >L Project Management
1.1 Project Management and Communication
Fehr & Peers will continue to lead biweekly project team meetings. Project team meetings are
anticipated to be half-hour check -in calls with in -person meetings scheduled as needed.
Deliverables:
• Biweekly project team meeting notes
• Monthly invoices showing the previous month's billing by hours and tasks, and a project
status report by task
Task 2 - Future Model Development and Application
2.1 Future Year Scenarios
This task will develop the inputs and necessary modifications for the two future year scenarios: a
long-term horizon (no action) and one additional land use scenario. The land use assumptions and
transportation networks within the City of Tukwila will be updated based on information provided
by the City. Outside of the City, changes will be based on the assumptions in the PSRC model. In
conjunction with reviewing model outputs, Fehr & Peers will develop the intersection volume post -
processor to be used in analyzing vehicle intersection operations.
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Deliverables:
• Model forecasting report summarizing future year inputs and assumptions
• Spreadsheet of future year intersection -level forecasts
2.2 Future Auto Operations Assessment
Fehr & Peers will use the travel demand model to develop future year forecasts at the intersections
identified in the existing (year 2018) PM peak hour operations analysis. We will again analyze up to
75 intersections during the PM peak hour using the Synchro model, applying state of the practice
methodology. For each intersection, we will report average delay per vehicle and level of service
(LOS). Furthermore, future year forecasts will be utilized to perform corridor analyses for both
weekdays and weekends during the midday and PM peak hours using SimTraffic. At locations where
the LOS standard is not met, we will identify mitigations and report LOS results with mitigations
included. If additional intersections are requested by the City, Fehr & Peers will put together a
separate scope on a time and materials basis.
Then, we will update the 2018 Synchro network and SimTraffic models to incorporate the proposed
project list and analyze operational performance.
Fehr & Peers will draft a memorandum, which will discuss both intersections and corridors
operational performance including identifying those that fail to meet the identified operational
standard.
Deliverables:
• Forecasted No Action Scenario — PM peak hour Synchro intersection -level and weekday
and weekend (midday and PM peak hour) corridor traffic operations results
• Forecasted Land Use Alternative Scenario — PM peak hour Synchro intersection -level and
weekday and weekend (midday and PM peak hour) corridor traffic operations results
• One draft and one final summary memo that tabulates traffic operations results with and
without the proposed project list. These will include results from two total model runs, and
Synchro results for the No Action and Forecasted Land use Alternative scenarios (with and
without the proposed project list).
Task 3 - Public Outreach
3.1 Online Engagement and Public Outreach Materials
We will assist the City by defining project messages and creating templates and materials. In order
to update the public on for the project, this task includes the following outreach methods:
• Update a project website in English and translated into up to three additional languages.
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• Three fact sheets/flyers on the project — one draft and one final version of each — that
incorporate Tukwila staff feedback to serve as handout material at events and when
engaging with the public and stakeholders.
• Three public outreach boards and activities — one draft and one final version of each — to
facilitate in -person discussion.
3.2 City Council Check -Ins
The Consultant team will present at up to two City Council or boards/commissions meetings to
report on progress made and to request input from the Council/board/commission. Input will be
needed at key points during the development of the Transportation Element, such as:
• MMLOS metrics
• Performance metrics
• Draft project list
• Draft Plan
• LRSP and Vision Zero Statement
• Implementation items (impact fees, financial plan, etc.)
Deliverables:
• Consultant attendance at City Council/boards/commissions meetings
• Presentation materials
Assumptions:
• It is anticipated that any Council presentations related to the LRSP will be coordinated as
part of the TE scope of work. If additional meetings with Tukwila City Council are needed
to adopt the LRSP or Vision Zero statement, we will develop a separate scope and fee on a
time and materials basis.
3.3 Targeted Outreach and Personalized Engagement
Building off targeted outreach performed in Spring 2023, this targeted outreach is likely to consist
of phone calls, emails, or attendance (virtually or in person) at community events or meetings. In
addition to targeted outreach, Fehr & Peers will attend up to two open house meetings facilitated
by the Comprehensive Plan team. In addition, Fehr & Peers will identify locations and audiences for
pop-up events or online focus groups designed to serve traditionally underserved communities.
We will design targeted outreach events and online focus groups/pop-up events at 1-2 locations
to gain public input on the draft project list.
Locations, timing, and activities may vary based on the results of the targeted outreach. We will
make use of translators regarding materials and interpreters to help facilitate in -person meetings;
these interpreters can be City staff who want to cull long-term relationships or interpreters engaged
through a vendor (e.g. Dynamic Languages). For the purposes of budgeting, we have included $750
in vendor translation services.
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Deliverables:
• Meeting agenda and notes
• Pop-up materials including electronic copies of poster boards and PDF files of hand-outs
3.4 Outreach Summary
Fehr & Peers will create a document that summarizes the outreach efforts that were conducted as
part of this project, including a description of outreach events and meetings, communities of
emphasis, and collected feedback.
Deliverables:
• Outreach summary with graphics
Task 4 - Future Projects Development and Evaluation
Following the understanding of trends and the identification of priorities, the project team will
identify policies, programs, and projects that advance the city's priorities.
4.1 Develop Proposed Project List
After reviewing projects in adopted plans, crash data, developing modal networks, identifying
MMLOS standards and modal networks, and identifying systemic safety trends in the LRSP, Fehr &
Peers will develop the proposed project list. This includes suggesting capital improvements that fill
a gap in the multimodal networks. In addition, Fehr & Peers will work with City staff to add projects
identified in the online webmap. These improvements will address needs identified for all modes
and support the established transportation goals.
Fehr & Peers will lead up to three meetings with City staff. In the first meeting with City staff, we
will review the final list of roadway projects in adopted plans and programs provided by City staff.
In addition, Fehr & Peers will work with City staff to add projects identified in the transportation
needs assessment, projects to meet future MMLOS standards, and projects identified in the online
webmap. Then, we will lead up to two meetings to review the "expanded" project list with the
identified additions, which will include the full list of project ideas developed in the LRSP.
Assumptions:
• City staff will provide a list of roadway projects currently planned for Tukwila and actively
participate in project list development meetings
Deliverables:
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• List of draft policies, programs, and projects
• Meeting materials including agenda and meeting notes
4.2 Policy, Program, and Project Prioritization
As part of this task, Fehr & Peers will use the performance metrics developed in TASK 4 of Phase 1,
to prioritize policies, programs, and projects. The prioritized list will be presented to the City Council,
and members of the public during the second phase of public outreach and will be refined based
on their feedback. Fehr & Peers will lead a meeting with City staff to review the prioritized project
list. Projects from the LRSP will also be evaluated in this process.
Assumptions:
• City staff will participate in meetings to review the prioritized project list.
Deliverables:
• Draft and Final prioritized lists
• Meeting materials including agenda and meeting notes
4.3 Transit Service Recommendations
The transit element will update the direction for transit. It can include updated recommendations
for fixed -route service and on new technologies that can expand coverage and serve hard -to -reach
areas where big 40-foot buses may not be appropriate. Recommendations may focus on the span
of service of Metro Flex, additional types of on -demand services to enhance intra-Tukwila trips and
first/last mile access, and ensuring job -access.
The short-term plan will provide an overview of the proposed changes and detailed descriptions of
all individual changes. For each proposed change, the service plans will include:
■ A description of proposed changes
■ The rationale for the change
■ Maps of proposed changes
■ Planning level operating cost increases for either King County Metro or Sound Transit
services, recognizing that these are not City of Tukwila costs
■ Capital cost planning -level estimates
■ Other relevant information
Deliverable:
• Service recommendations memo
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Task 5 - Project Cost Estimates
This task will involve providing cost estimating services to provide project construction cost for use
in the City of Tukwila Transportation Element of the Comprehensive Plan Update.
5.1 Cost Estimate Review and Updates
KPFF will review the previously developed cost estimates of up to five (5) projects listed in the
Transportation Element of the Comprehensive Plan Update. The pay items will be evaluated for
their relevance to the project's scope of work, and missing pay items will be identified. Measurable
quantities of major cost items will be quantified using aerial imagery. Unit prices and lump sum
cost will be reviewed and compared to current bid results and the WSDOT Unit Bid Analysis.
Updated cost estimates will be provided for use in the Transportation Element of the
Comprehensive Plan.
Assumptions:
• Five (5) previously developed cost estimate in the Transportation Element of the
Comprehensive Plan Update will be reviewed and updated. Fehr & Peers will direct KPFF
on which projects to review.
• Cost estimates will be submitted in MS Excel and PDF formats.
• Unit prices will be developed using recent project bid history and the WSDOT Unit Bid
Analysis.
• Quantities calculations will be created for the measurable pay items. Percentage based
costs may be used for pay items that cannot be clearly measured at this level of design.
5.2 New Project Development and Cost Estimating
KPFF will develop order -of -magnitude cost estimates for up to fifteen (15) new projects to be
identified as part of this work, incorporating safety concepts identified as part of the LRSP. Figures
for up to five (5) projects will be created. The figures will be CAD layouts on aerials that show major
project elements. These will be used to quantify major cost items such as HMA, sidewalk, curb and
gutter, ramps, earthwork, RRFB's, and utility impacts. Items that cannot be quantified such as
drainage, signing, mobilization, illumination, etc., will be estimated based on a percentage of the
overall project cost.
Assumptions:
• Cost estimates for up to fifteen (15) new projects will be developed. Fehr & Peers will
provide the location and scope of work for each project.
• Project figures consisting of 11x17 sheets with CAD linework depicting major project
elements overlayed on aerials.
• Cost estimates will be submitted in MS Excel and PDF formats.
100
• Unit prices will be developed using recent project bid history and the WSDOT Unit Bid
Analysis.
• Quantities calculations will be created for the measurable pay items. Percentage based
costs may be used for pay items that cannot be clearly measured at this level of design.
• Fehr & Peers will provide project limits and details of the 15 new projects.
Deliverable(s):
• Draft and Final Cost estimates for up to fifteen (15) projects identified by the City and
Consultant team. Estimates will be delivered in MS Excel and PDF formats.
• Figures for up to five (5) projects. Figures to be delivered as 11x17 PDF's.
Task 6 - Project Funding Evaluation
The goal of the funding analysis is to provide the City with a planning -level understanding of the
baseline funding availability as well as potential resources available for future transportation capital
projects. The funding analysis will focus on identifying the primary funding elements for
transportation projects.
6.1 Funding Opportunities
Fehr & Peers and the City will jointly work to develop a financial plan. The City will provide estimates
of historical and anticipated transportation expenditures City-wide Fehr & Peers and the City will
develop a list of the potential future funding sources, estimate amounts likely to be available and
identify projects that would be eligible for each funding source. The City will summarize available
grant sources that Tukwila may pursue in the future. The transportation improvements will be
evaluated from a point of the financial feasibility.
Fehr & Peers will prepare a memo summarizing the financial situation and available funding
opportunities.
Deliverable:
• Draft and final memo
Task 7 - Report Development
The goal of this task will be to create Tukwila's Transportation Element Background Report, which
lays out the vision developed through the prior tasks in this scope and prior scopes.
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7.1 Draft Report
Fehr & Peers will compile the modal elements into a Transportation Element Background report.
These documents will be concise and user-friendly, while also conveying the necessary information
to fulfill the scope items described above.
Deliverable:
• Draft report
7.2 Administrative Draft Report
In response to a single consolidated round of comments from City staff, the project team will revise
the draft report for presentation to the City Planning Commission.
In response to another single consolidated round of comments compiled by City staff from the
Planning Commission, the project team will prepare an Administrative Draft Report for members of
the public.
Assumptions:
• A single consolidated round of non -conflicting comments will be compiled by City staff
and provided to Fehr & Peers.
• After incorporating edits, a secondary round of consolidated round of non -conflicting
comments will be compiled by City staff from the Planning Commission and provided to
Fehr & Peers.
Deliverable:
• Revised Draft Report (based on feedback from City staff)
• Administrative Draft Report (based on feedback from Planning Commission)
7.3 Final Report
In response to feedback received during public outreach, the project team will revise the
Administrative Draft Report to develop the Final Report.
Assumptions:
• Comments from members of the public will be compiled in the memorandum presenting
key takeaways from the public event and will be addressed in the final report.
• A single consolidated round of comments will be compiled by City staff and provided to
Fehr & Peers.
Deliverables:
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• Final Report
• All tables, graphics and maps in appropriate formats
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10/16/2023
Tasks
Graphics
Krystle Li
$ 190
Senior
Principal II
Thomas
Wittmann
$ 283
Nelson\Nygaard
Senior
Associate II Associate I
Peter
James Hughes
Soderberg
$ 153 $ 104
FP Total
NN Total
K=
Subtotal
Principal Senior Planner
in Charge / Deputy PM
Chris Emily Alice
Breiland Gerhart
$ 365 $ 220
Modeling/
Operations
Lead
Jeff Pierson
$ 240
Outreach
Lead
Sydney
Weisman
$ 150
Project
Planner
Tino Jonga
$ 175
Admin
Brittany
Skinner
$ 145
Senior
Designer I
Jenny Boone
$ 142
Civil Lead
Nathan
Anderson
$ 220
Project
Engineer
Taylor Masuda
$ 164
CAD
Technician
Michael Vu
$ 120
Phase 2
Task 1: Project Management
$
20,835
$ 5,368
$ -
$
26,203.02
1.1 Project Management and Communication
24
32
4
2
5
20
6
24
$
20,835
$ 5,368.02
$ -
$
26,203.02
Task 2: Model Development
$
75,660
$ -
$ -
$
75,660.00
2.1 Future Year Scenarios
12
20
40
80
10
$
33,830
$ -
$ -
$
33,830.00
2.2 Future Auto Operations Assessment
2
12
16
8
180
4
8
$
41,830
$ -
$ -
$
41,830.00
Task 3: Public Outreach
$
33,875
$ 4,894
$ -
$
38,768.82
3.1 Online Engagement and Public Outreach Materials
2
4
12
6
4
2
2
8
8
16
$
5,510
$ 4,893.82
$ -
$
10,403.82
3.2 City Council/Boards/Commission Check -Ins
8
16
4
2
$
7,490
$ -
$ -
$
7,490.00
3.3 Targeted Outreach and In -person engagement
8
20
32
16
12
6
$
18,070
$ -
$
18,070.00
3.4 Outreach Summary
8
6
1
$
2,805
$ -
$ -
$
2,805.00
3.5 *Optional task - see below
Task 4: Future Projects Development and Evaluation
$
44,325
$ 14,277.48
$ -
$
58,602.48
4.1 Develop Proposed Project List
16
40
4
24
8
6
$
22,190
$ -
$ -
$
22,190.00
4.2 Policy, Program, and Project Prioritization
4
24
4
48
16
8
7
$
20,235
$ -
$ -
$
20,235.00
4.3 Transit Service Recommendations
4
2
0
20
40
24
$
1,900
$ 14,277.48
$ -
$
16,177.48
Task 5: Project Cost Estimates
$
2,925
$ 2,205.82
$ 65,760
$
70,890.82
5.1 Cost Estimate Review and Updates
4
6
1
2
8
4
60
120
$
2,925
$ 2,205.82
$ 32,880
$
38,010.82
5.2 New Project Cost Esimating
60
120
$
-
$ -
$ 32,880
$
32,880.00
Task 6: Project Funding Evaluation
$
7,770
$ 2,355.72
$ -
$
10,125.72
6.1 Funding Opportunities
8
8
16
2
4
8
$
7,770
$ 2,355.72
$ -
$
10,125.72
Task 7: Report Development
$
65,090
$ 14,693.22
$ -
$
79,783.22
7.1 Draft Report
16
60
20
40
40
11
2
24
40
12
$
38,235
$ 10,103.70
$ -
$
48,338.70
7.2 Administrative Draft Plan
4
36
8
20
8
5
2
4
8
$
16,325
$ 2,010.82
$ -
$
18,335.82
7.3 Final Report
5
20
4
10
8
3
2
4
8
4
$
10,530
$ 2,578.70
$ -
$
13,108.70
Labor Total 117
308
68
140
413
96
84 40
120
92
32 120
240
0
$
250,480
$ 43,794
$ 65,760
$
360,034.08
Other Direct Expenses on optional tasks (mileage, printing, translations, etc.)
$
7,010
$ 150
$ -
$
7,160.00
Subtotal (2023 - 2024)
1
$
257,490
$ 43,940
$ 65,760
$
367,190.00
Total (Labor + Expenses)
$
367,190.00
Optional Tasks II
II
-11
3.5 Optional Intercept Survey 2
2
0 8
12
32
I
$
1,170 $ 7,431.80 $ - $
8,601.80
Notes:
This fee proposal is valid for a period of 90 days from the proposal submittal date.
Actual billing rate at the time of service may vary depending on the final staffing plan at the time the project starts; the overall fee will not be exceeded.
Mileage is billed at the IRS rate plus 10% handling fee
All other direct expenses are billed with 10% handling fee
Other direct costs including computer, communications, parking, and reproduction charges are billed as a percentage of labor
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