HomeMy WebLinkAboutTIS 2024-09-23 Item 2D - Contract Amendment #1 - Gilliam Creek Fish Barrier Removal and Habitat Enhancement with OtakTO:
FROM:
BY:
CC:
DATE:
SUBJECT:
Thomas McLeod, Mayor
Public Works Department - Pete Mayer, Interim Director
INFORMATIONAL MEMORANDUM
Transportation and Infrastructure Services Committee
Pete Mayer, Public Works Director
Joshua Hopkins, Surface Water Project Manager
Mayor Thomas McLeod
September 11, 2024
Gilliam Creek Fish Barrier Removal and Habitat Enhancement
Project No. 99830105, Contract No. 24-093
Amendment No. 1 Additional Design and Engineering Services
ISSUE
Approve amendment No. 1 to Contract No. 24-093 with Otak, Inc. for additional design and engineering
services in the amount of $138,270.
BACKGROUND
The Gilliam Creek Fish Barrier Removal and Habitat Enhancement project was established as a City
CIP project in 2019. It is a priority project with the Water Resource Inventory (WRIA) 9 and the Salmon
Recovery Fund Board. The goals of the project are to restore fish passage between Gilliam Creek and
the Green River, enhance habitat, and maintain or improve flood protection, maintenance and operation
of the tide gate system.
ANALYSIS
This contract amendment will include nine tasks to further design development and support upcoming
National Oceanic and Atmospheric Administration (NOAA) Grant application(s). Tukwila used Otak's
work product to apply for two NOAA grants ($19.7M/22.6M) in 2023, both were unsuccessful. NOAA
provided Tukwila feedback to improve future applications. This project has a complex set of
requirements in one of the more complex urban settings for fish passage with State 1-405, local arterial
roads (66th Ave S & Tukwila Pkwy) and the Federal 205-levee. The project is adapting to feedback, as
well as recent damage to the upstream streambanks at the 66th culvert inlet
FISCAL IMPACT
Otak has provided a cost estimate not to exceed $138,270.00 to perform additional design and
engineering services. Total grant funding for this project is $1,350,000.00.
Otak Contract 22-068 (original)
Otak Contract 23-191*
Otak Contract 24-093
24-093 Amendment No. 1
Grants
Total:
Consultant
$330,622.00
($39,500.00)
$402,934.42
$138,270.00
Budget
$1,350,000.00
$871,826.42 $1,350,000.00
* = Contract amount is the balance remaining in expired contract 22-068.
RECOMMENDATION
Council is being asked to approve Amendment No. 1 to Contract 24-093 with Otak for additional design
and engineering services in the amount of $138,270.00 and to consider this item on the Consent Agenda
at the October 7, 2024, Regular Council Meeting.
Attachments: CIP '23 '28, Pg 81.pdf, Contract 24-093 Amend #1.pdf
43
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
PROJECT:
DESCRIPTION:
JUSTIFICATION:
STATUS:
M AI N T. IMPACT:
COMMENT:
2023 to 2028
Gilliam Creek Fish Barrier Removal
Project No. 99830105
Construct fish passage improvements at existing flap gate and restore salmonid habitat; replace flap gate
which may include a self-regulating tide gate or flood wall.
Enable fish access to lower Gilliam Creek under wider range of flow conditions; fish barrier per WDFW and
City; WRIA 9 salmon habitat project.
Analysis of lower Gilliam Creek is being conducted in 2018 to determine the best solution for fish passage
and to address potential flooding.
Likely a shift in maintenance commitments with potential elimination of flapgate maintenance.
In 2020, SRFB listed as Project of Concern, WRIA pulling funding from this cycle; BA Fish Barrier Board -
scored 63 of 94; outcomes yet to be determined; $100K allocated in CWM via WRIA 9.
FINANCIAL
(in $000's)
Through Estimated
2021 2022 2023
2024
2025
2026
2027
2028
BEYOND TOTAL
EXPENSES
Design
60
150
600
650
1,460
Land (R/W)
0
Monitoring
0
Const. Mgmt.
1,000
1000
Construction
7,500
7,500
TOTAL EXPENSES
60
150
600
650
8,500
-
-
0
0
9,960
FUND SOURCES
Awarded Grant
150
325
375
850
Proposed Grant
275
275
6,800
-
7,350
Mitigation Actual
0
Mitigation Expected
0
Utility Revenue
60
0
0
0
1700
-
-
0
0
1,760
TOTAL SOURCES
60
150
600
650
8,500
-
0
0
0
9,960
2023 - 2028 Capital Improvement Program
44 81
City of Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
Agreement Number: 24-093(a)
CONTRACT FOR SERVICES
Amendment # 1
Between the City of Tukwila and Otak, Inc.
That portion of Contract No. 24-093 between the City of Tukwila and Otak, Inc. for the Gilliam Creek
Fish Barrier Removal and Habitat Enhancement project is hereby amended as follows:
Section 2 Scope of Services:
The following language shall be added to the end of the existing Section 2:
In addition, work under this contract shall include reimbursement for services, direct expenses, and
costs associated with the additional contract scope of services as described in Exhibit A-2 attached.
Section 4 Payment:
Section 4A is hereby amended to read as follows:
Payment for the work provided by the Consultant shall be made as provided on Exhibits "B-
1", provided that the total amount of payment to the Consultant for that work shall not exceed
$402, 934.42 without express written modification of the Agreement signed by the City.
Payment for the work provided by the Consultant shall be made as provided on Exhibit B-2
attached hereto, provided that the total amount of payment to the Consultant for that work
shall not exceed $138,270.00 without express written modification of the Agreement signed
by the City.
The maximum amount payable under this contract as amended inclusive of all fees and other
costs shall not exceed $541,204,42 without express written modifications 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
CA Reviewed May 2020
45
Page 1 of 2
City of Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
Agreement Number: 24-093(a)
** City signatures to be obtained by ** Contractor signature to be obtained by
City Clerk's Staff ONLY. ** sponsor staff. **
CITY OF TUKWILA CONTRACTOR:
Thomas McLeod, Mayor
ATTEST/AUTHENTICATED:
Andy Youn, City Clerk
APPROVED AS TO FORM:
Office of the City Attorney
By:
Printed Name:
Title:
CA Reviewed May 2020
46
Page 2 of 2
EXHIBIT A-2
SCOPE OF WORK
DESIGN/ENGINEERING SERVICES
City of Tukwila
Gilliam Creek Fish Barrier Removal and Habitat Enhancement Project
OTAK Project No. 20610.003
September 2024
Amendment No. 1
Introduction and Background
There are technical elements of the conceptual design alternatives that require further analysis to determine
feasibility and assess existing culvert conditions and debris and maintenance issues.
The Scope of Services for Amendment No. 1 is described in detail in the following sections.
SCOPE AND BUDGET MODIFICATIONS
6.0 Alternatives Analysis
Otak previously prepared a Draft Alternatives Analysis Report and the City provided the first round of comments.
This task is amended to add the following work items:
• Prepare Phase 1 Alternatives Analysis Report (draft & final). The Phase 1 draft report will address the first
round of City comments that have already been received. This task will also include addressing a second
round of City comments and incorporating into the Phase 1 final report.
• The report outline remains the same but the content will be expanded to address the City's first round of
comments including the following items:
o Expand content in Executive Summary
o Section 2 - Add table correlating each alternative to the WRIA 9 Habitat Goals
o Section 7 - Add figure and expand table in Section 7 related to key elevations at project site for
modeling
o Section 8 — Expand and reorder content for more detailed description of solution elements that
vary within each alternative such as confluence and upstream habitat, gate location, stream
alignment, stream profile, gate location, and crossing length and width. Expand alternative
descriptions and Comparison Matrix Table.
o Section 10 — Expand content for Recommendations.
o Section 11 — Expand content for next steps into narrative description.
TASK 6.0 DELIVERABLES
• Phase 1 Alternatives Analysis Report (Draft and Final, electronic PDF file format)
Otak — Scope of Work
47
TASK 6.0 ASSUMPTIONS
• City will provide one list of consolidated comments on the draft Phase 1 Alternatives Analysis Report.
Comments will be addressed and incorporated into the final Phase 1 Alternatives Analysis Report.
6.3.1 Feasibility Study
The task 6.3.1 assumptions are added as follows for clarification:
TASK 6.3.1 ASSUMPTIONS
• City will review outline and draft development, in particular the evaluation criteria.
• City will provide one list of consolidated comments for the outline and draft. Comments will be addressed
and incorporated.
10.2.1 Agency Meeting and Coordination
This task scope is expanded to include up to two meetings with the City and Otak engineering and sciences staff
to discuss NLAA and potential to engage NFMS and USFWS and obtain feedback from the agencies to address
debrief comments from previous grant applications submitted by the City.
NEW SCOPE TASKS
1.5 Schedule Preparation
Otak will develop a schedule for contract 24-093 and Amendment No. 1. Otak, with input from the City, will
prioritize tasks for early coordination with permitting agencies for erosion repair and production of supporting
documentation for upcoming grant applications to be prepared by the City. Grant applications are anticipated to
occur during Q3 and Q4, 2024 and integrate non -critical path tasks to be completed during Q3 and Q4 (2024) and
Q1 and Q2 (2025).
TASK 1.5 DELIVERABLES
• Schedule for Contract 24-093 and Amendment 1 Tasks (electronic pdf)
TASK 1.5 ASSUMPTIONS
• City will provide one list of consolidated comments on the draft schedule. Comments will be addressed and
incorporated into the final schedule.
6.4 Existing Culvert Technical Condition Assessment and Technology
Compatibility
Otak will utilize the following corrosion guidance documents to estimate the service life of the existing corrugated
metal plate pipe:
o WSDOT BDM Section 6.7 Corrosion of Steel Foundations and Buried Structures
o CalTrans Corrosion Guidelines V3.2
o Manufacturer product data (i.e. Contech)
The service life estimation will rely on geotechnical data for soil pH and the corrosivity properties of the Gilliam
Creek and Green River draining within the culvert. The Gilliam Creek and the Green River water chemistry
Otak — Scope of Work
48
properties will be based on analytical information from publicly available reports and the vegetation type and
conditions at the site. If reports can be found with the water chemistry information, assumption will be made
based on the known freshwater conditions at the site and factors that can be assigned within the corrosion
guidance documents.
Otak will consult with a testing provider to determine cost and methods to take core samples of the existing
culvert and have the level of corrosion analyzed by a steel materials lab. If the City requests the testing to be
performed, a request for authorization of Management Reserve funds will be made to cover the vendor expenses
for testing.
Otak will assess optional materials for coating or slip -lining of the existing culvert to extend the service life that are
compatible with the proposed Alternative 1 flood gate retrofit and fish passage criteria. Criteria to be considered
includes SRT/MTR actuator arm installation inside the culvert, aquatic organism compatibility, and abrasion.
TASK 6.4 DELIVERABLES
• Existing Culvert Condition Assessment and Technology Compatibility - narrative of findings for future Phase II
Alternatives Analysis Report (Draft and Final, electronic pdf)
TASK 6.4 ASSUMPTIONS
• City will provide one list of consolidated comments on the draft narrative of findings for future Phase II
Alternatives Analysis Report. Comments will be addressed and incorporated into the narrative.
6.5 Alt 1 Retrofit Option Feasibility Study - Integrating STR/MTR
Otak will develop schematic design plans for Alternative 1 focusing on retrofitting the existing culvert with a side
hinge self-regulating tide gate with muted tidal regulator (SRT MTR). The schematic design plans are estimated to
include the following sheets:
o Culvert Cross Section and Elevation (depicting MTR actuator integration)
o Culvert Inlet Treatment Details integrating MTR float apparatus
o Culvert Outlet Details for installing an SRT gate at the existing outlet concrete headwall and
apron structure
Otak will reach out to a regional manufacturer of side hinge self-regulating tide gate with muted tidal regulators
(SRT MTR) to discuss constructability issues related to retrofitting the existing culvert with this technology
including issues related to debris interrupting gate function, mitigating design approaches, and anticipated
maintenance. A meeting with be conducted with the manufacturer representative, City staff, and Otak engineers
including hydraulic and structural engineers. Details of a SRT MTR that can be incorporated into the schematic
plans will be requested from the manufacturer.
• This task is intended to understand the viability of retrofitting the existing culvert and address the following
issues:
• Compatibility of MTR actuator arm technology with a 208 LF length of culvert.
• Compatibility of slip lining or CIPP technology with MTR actuator technology running inside/on the ceiling
of the culvert.
• Can the actuator arm be installed in a new, parallel conduit?
• What is the risk of debris entanglement on MTR float system.
• What is the risk of debris entanglement on the actuator arm if it runs through the culvert the existing
culvert?
• How much conveyance capacity is reduced with the actuator arm being installed inside the current
Otak — Scope of Work
49
culvert?
• What is the ability or lack of ability to prevent debris build up on MTR float system that would interfere with
its function?
• Can the MTR float system be placed downstream?
Otak will prepare a narrative with the schematic plans documenting design criteria, design considerations,
constructability issues, and maintenance issues.
TASK 6.5 DELIVERABLES
• Alternative 1 Schematic Design Plans (draft and final, electronic pdf)
• Alternative 1 Schematic Design Narrative for future Phase II Alternatives Analysis Report (draft and final,
electronic .docx format)
TASK 6.5 ASSUMPTIONS
• City will provide one list of consolidated comments on the draft plans and draft report Section. Comments will
be addressed and incorporated into the final schematic design plans and final section for inclusion in the
future Phase II Alt. Analysis.
6.6 Levee Setback Feasibility Assessment
6.6.1 Levee Setback South Extension Feasibility Assessment
This task will assess the feasibility of excavating and setting back the levee face to the south of the project site
and east of public parking. Otak will start by reviewing the agreement in place between the City and the property
owner to the south for shared parking lot use.
Otak will review LIDAR surface and Tukwila topographic basemap data and assess the potential extents of levee
setback slopes or vertical walls that would be required to provide levy protection up to the current levy top height
and the future projected levy raising height of approximately 5' additional height to provide flood protection during
a 500-yr flood event.
The conceptual setback extents will be shown and described on a GIS plan figure, an engineering cross section
depicting existing conditions, 100-year and 500-year proposed elevations, and a narrative description of the
improvements and constructability issues. The figures and narrative will be provided in a technical section to be
added to the future Phase II Alternatives Analysis Report.
TASK 6.6.1 DELIVERABLES
• Plan and Cross section depicting the Green River, Green River Trail and Public Parking (draft and final,
electronic pdf)
• Narrative Description of levee setback solution element and constructability issues to be integrated into future
Phase II Alternatives Analysis Report (draft and final, electronic .docx format)
TASK 6.6.1 ASSUMPTIONS
• City will provide one list of consolidated comments on the draft figures and narrative description. Comments
will be addressed and incorporated into the final figures and final narrative.
6.7 Three Additional Alternative 3 Options E, F, &G (Optimize Alignment)
Otak will develop three additional options for the Alternative 3 alignment (Optimized Alignment). The options will
be labeled E, F, and G. Conceptual plans and cost estimate will be prepared for each new option in the same
Otak — Scope of Work
50
format as the initial set of alternative figures and costs provided by Otak under a previous contract. The options
will consist of the following crossing structures:
(E) In -kind 9-Foot Dia. CMP
(F) Upgraded 10-Foot width box culvert
(F) Upgraded 15-foot width box culvert
Each alternative will include corresponding inlet and outlet structures (head, apron and wing walls) and the figures
will also demonstrate the channel section and streambed approaching the structures, and channel section and
streambed through the crossing structure. The intent is to establish an alternate in -kind replacement option,
comparable to the retrofit option, that the City would be responsible for, and two incremental upgrades to be
considered for cost sharing with other parties to improve fish and debris passage.
Otak will prepare a narrative description with the concept plan for each alternative documenting design criteria,
design considerations, constructability issues, and maintenance issues.
TASK 6.7 DELIVERABLES
• Concept plans and cost estimates for each of the Alt 3 optional culverts (draft and final, electronic pdf)
• Concept Design Narrative for each alternative for future Phase II Alternatives Analysis Report (draft and
final, electronic .docx format)
TASK 6.7 ASSUMPTIONS
• City will provide one list of consolidated comments on the draft concept plans, cost estimates, and narratives.
Comments will be addressed and incorporated into the final conceptual design plans, estimates, and
narratives.
6.8 Preferred Alternative - Plan, Estimate, and Construction Schedule
Otak will conduct review meetings with the City to compare the new Alt 3 options developed under Task 6.7.
Through the meetings and review comments from the City, a preferred alternative will be selected for
development of schematic plans, construction cost estimate, and construction schedule suitable for grant funding
applications. The schematic plans will show proposed confluence habitat improvements for the preferred
alternative and will incorporate the upstream habitat improvements being developed under a separate task.
Cross -sections will be developed to show the grading for habitat enhancement upstream and downstream of the
crossing structure. The schematic plans are anticipated to include the following sheet list developed in AutoCAD:
The schematic design plans are estimated to include the following sheets developed in AutoCAD:
o Overall Site Plan
o Culvert Plan and profile
o Site Cross -Section Details
o Culvert Inlet and Outlet Details (Headwalls and retaining wall structures)
o Habitat Landscaping and Large Woody Material Plan
o Channel Section Details
The cost estimate and construction schedule will be developed in the same format as the initial Alt 3 cost and
schedule developed by Otak under a previous contract.
TASK 6.8 DELIVERABLES
• Preferred Alternative 3 Option Schematic Design Plans (draft and final, electronic pdf)
• Preferred Alternative 3 Option Construction Cost Estimate (draft and final, electronic pdf)
Otak — Scope of Work
51
• Preferred Alternative 3 Option Construction Schedule Estimate (draft and final, electronic pdf)
TASK 6.8 ASSUMPTIONS
• City will provide one list of consolidated comments on the draft plans, cost estimate and construction
schedule. Comments will be addressed and incorporated into the final schematic design plans and final
construction cost estimate and final construction schedule.
10.2.1.A Culvert Inlet Erosion Repair Preliminary Design and Permitting
Memo
Otak will prepare a Preliminary Design and Permitting Memo describing the need to repair scour protection
measures around the inlet of the existing culvert to minimize impacts to the environment, infrastructure and O&M
safety. The memo will also provide a summary of Tukwila's efforts to implement fish passage improvements at the
confluence of Green River and Gilliam Creek, including work completed to date, secured grants, unsuccessful
grant applications and debrief information, and the proposed pathway for implementing passage improvements.
The memo will also describe the permitting nexus for federal and local agencies for the inlet erosion repair work
and how those agencies will be engaged with future fish passage improvements if grant funding can be obtained.
The memo will also include proposed habitat enhancement measures that are proposed to be installed with the
erosion repair to compensate for impacts. This memo is intended to describe the necessary near -term erosion
repair improvements and to provide documentation that the City can utilize in preliminary discussions with
permitting agencies and working to obtain endorsements for the future fish passage improvements that will
support funding applications.
TASK 10.2.1.A DELIVERABLES
• Preliminary Design and Permitting Memo (draft and final, electronic pdf)
• Early coordination presentation slides for dissemination with memo and use during early coordination
meeting and as print out during site visit under Task 10.2.1. (draft and final, electronic pdf)
TASK 10.2.1.A ASSUMPTIONS
• City will provide one list of consolidated comments on the draft memo. Comments will be addressed and
incorporated into the final memo.
• City will provide one list of consolidated comments on the draft presentation slide deck. Comments will be
addressed and incorporated into final slide deck for early coordination.
Otak — Scope of Work
52
Exhibit B-2
City of Tukwila - Gilliam Creek Fish Barrier Removal and Habitat Enhancement
Fee Estimate - AMENDMENT NO. 1
Otak Project #020610.003
September 2024
WATER & NATURAL RESOURCES ENGINEERING
ENVIRONME
NTAL
SCIENCES
STRUCTURAL
TRANSP &
INFRASTRU PLANNING &
CTURE LANDSCAPE
ADMIN
Task
Description
Sr. PIC/Sr.
PM Civil
Civil
Engineer X
Civil
Engineer VII
Engineering
Designer IV
Scientist VI
Civil
Engineer X
Civil
Engineer VI
Civil
Engineer X
Landscape
Architect IV
Project
Coord I
Otak
Total
Hours
Otak Budget
by Sub -Task
Total Budget By
Task
1
Project Management and Coordination
1.5
Schedule Preparation
12
8
4
24
$5,064.00
$5,064.00
6.0
Alternatives Analysis
6
24
70
16
6
6
128
$24,502.00
$24,502.00
6.4
Existing Culvert Technical Condition Assessment
and Technology Compatibility
2
10
20
16
6
8
62
$11,492.00
$11,492.00
6.5
Alt 1 Retrofit Option Feasiblity Study -Integrating
STR/MTR
4
14
34
16
10
16
94
$17,958.00
$17,958.00
6.6
Levee Setback Feasibility Assessment
6.6.1
Levee Setback South Extension Feasibility
2
10
18
28
6
64
$11,318.00
$11,318.00
6.7
Three Additional Alt 3 Options E, F, & G (Optimize
Alignment)
6
24
66
32
14
24
6
172
$32,570.00
$32,570.00
6 8
Preferred Alternative -Plan, Estimate, and
Construction Schedule
4
18
36
24
8
14
6
12
122
$22,598.00
$22,598.00
10.2.1
Agency Meeting and Coordination
6
6
8
20
$4,140.00
$4,140.00
10.2.1.A
Culvert Inlet Erosion Repair Preliminary Design and
Permitting Memo
8
28
8
44
$8,628.00
$8,628.00
Total Hours
24
126
286
132
26
44
62
12
12
6
730
Current Billing Rate
$344.00
$231.00
$183.00
$130.00
207.00
$231.00
$171.00
$231.00
$144.00
127.00
Total Labor Cost
$8,256.00
$29,106.00
$52,338.00
$17,160.00
$5,382.00
$10,164.00
$10,602.00
$2,772.00
$1,728.00
$762.00
$138,270.00
$138,270.00
050
Direct Expenses
Project Total
$138,270.00
Notes:
(1) Billing rates may vary based on the actual staff performing the work.
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