HomeMy WebLinkAbout24-174 - Herrera Environmental Consultants, Inc - PCB Evaluation: Stormwater DrainageCity of Tukwila Contract Number: 24-174
Council Approval 11/4/24
N 6200 Southcenter Boulevard, Tukwila WA 98188
PROFESSIONAL SERVICES AGREEMENT
(Includes consultants, architects, engineers, accountants, and other professional services)
THIS AGREEMENT is entered into between the City of Tukwila, Washington, hereinafter
referred to as "the City", and _Herrera Environmental Consultants: Inc., hereinafter referred to as
"the Consultant", in consideration of the mutual benefits, terms, and conditions hereinafter specified.
1.Project Designation. The Consultant is retained the Cit to b perform consultant..,
services in connection with the project titled _PCB Evaluation within Stormwater Drainage.
2. Scope of Services. The Consultant agrees to perform the services, identified on Exhibit "A"
attached hereto, including the provision of all labor, materials, equipment and supplies.
3. Duration of Agreement; Time for Performance. This Agreement shall be in full force and
effect for a period commencing upon execution and ending July 30, 2025 , 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 July 3012025unless 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 _$421,206_ _ without express written modification of the Agreement signed by the
City.
B. The Consultant may submit vouchers to the City once per month during the progress of
the work for partial payment for that portion of the project completed to date. Such
vouchers will be checked by the City and, upon approval thereof, payment shall be made
to the Consultant in the amount approved.
C. Final payment of any balance due the Consultant of the total contract price earned will be
made promptly upon its ascertainment and verification by the City after the completion of
the work under this Agreement and its acceptance by the City.
D. Payment as provided in this section shall be full compensation for work performed,
services rendered, and for all materials, supplies, equipment and incidentals necessary to
complete the work.
E. The Consultant's records and accounts pertaining to this Agreement are to be kept
available for inspection by representatives of the City and the state of Washington for a
period of three (3) years after final payments. Copies shall be made available upon
request.
5. Ownership and Use of Documents. All documents, drawings, specifications and other
materials produced by the Consultant in connection with the services rendered under this
Agreement shall be the property of the City whether the project for which they are made is
executed or not. The Consultant shall be permitted to retain copies, including reproducible
copies, of drawings and specifications for information, reference and use in connection with
the Consultant's endeavors. The Consultant shall not be responsible for any use of the said
documents, drawings, specifications or other materials by the City on any project other than
the project specified in this Agreement.
6. Compliance with Laws. The Consultant shall, in performing the services contemplated by
this Agreement, faithfully observe and comply with all federal, state, and local laws, ordinances
and regulations, applicable to the services rendered under this Agreement.
7. Indemnification. The Consultant shall defend, indemnify and hold the City, its officers,
officials, employees and volunteers harmless from any and all claims, injuries, damages,
losses or suits including attorney fees, arising out of or resulting from the acts, errors or
omissions of the Consultant in performance of this Agreement, except for injuries and damages
caused by the sole negligence of the City.
Should a court of competent jurisdiction determine that this Agreement is subject to RCW
4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or
damages to property caused by or resulting from the concurrent negligence of the Consultant
and the City, its officers, officials, employees, and volunteers, the Consultant's liability
hereunder shall be only to the extent of the Consultant's negligence. It is further specifically
and expressly understood that the indemnification provided herein constitutes the Consultant's
waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this
indemnification. This waiver has been mutually negotiated by the parties. The provisions of
this section shall survive the expiration or termination of this Agreement.
8. Insurance. The Consultant shall procure and maintain for the duration of the Agreement,
insurance against claims for injuries to persons or damage to property which may arise from
or in connection with the performance of the work hereunder by the Consultant, its agents,
representatives, or employees. Consultant's maintenance of insurance as required by the
agreement shall not be construed to limit the liability of the Consultant to the coverage provided
by such insurance, or otherwise limit the City's recourse to any remedy available at law or in
equity.
A. Minimum Amounts and Scope of Insurance. Consultant shall obtain insurance of the
types and with the limits described below:
1. Automobile Liability, insurance with a minimum combined single limit for bodily injury
and property damage of $1,000,000 per accident. Automobile Liability insurance
shall cover all owned, non -owned, hired and leased vehicles. Coverage shall be
written on Insurance Services Office (ISO) form CA 00 01 or a substitute form
providing equivalent liability coverage. If necessary, the policy shall be endorsed to
provide contractual liability coverage.
2. Commercial General Liability insurance with limits no less than $2,000,000 each
occurrence, $2,000,000 general aggregate. Commercial General Liability
insurance shall be at least as broad as ISO occurrence form CG 00 01 and shall
cover liability arising from premises, operations, stop -gap independent contractors
and personal injury and advertising injury. The City shall be named as an
additional insured under the Consultant's Commercial General Liability insurance
policy with respect to the work performed for the City using an additional insured
endorsement at least as broad as ISO endorsement form CG 20 26.
3. Workers' Compensation coverage as required by the Industrial Insurance laws of
the State of Washington.
CA revised May 2020 Page 2
4. Professional Liability, with limits no less than $2,000,000 per claim and $2,000,000
policy aggregate limit. Professional Liability insurance shall be appropriate to the
Consultant's profession.
B. Public Entity Full Availability of Contractor Limits. If the Contractor maintains higher
insurance limits than the minimums shown above, the Public Entity shall be insured for the
full available limits of Commercial General and Excess or Umbrella liability maintained by
the Contractor, irrespective of whether such limits maintained by the Contractor are greater
than those required by this Contract or whether any certificate of insurance furnished to
the Public Entity evidences limits of liability lower than those maintained by the Contractor.
C. Other Insurance Provision. The Consultant's Automobile Liability and Commercial
General Liability insurance policies are to contain, or be endorsed to contain that they shall
be primary insurance with respect to the City. Any Insurance, self-insurance, or insurance
pool coverage maintained by the City shall be excess of the Consultant's insurance and
shall not be contributed or combined with it.
D. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M.
Best rating of not less than A:VII.
E. Verification of Coverage. Consultant shall furnish the City with original certificates and a
copy of the amendatory endorsements, including but not necessarily limited to the
additional insured endorsement, evidencing the insurance requirements of the Contractor
before commencement of the work. Upon request by the City, the Consultant shall furnish
certified copies of all required insurance policies, including endorsements, required in this
Agreement and evidence of all subcontractors' coverage.
F. Notice of Cancellation. The Consultant shall provide the City with written notice of any
policy cancellation, within two business days of their receipt of such notice.
G. Failure to Maintain Insurance. Failure on the part of the Consultant to maintain the
insurance as required shall constitute a material breach of contract, upon which the City
may, after giving five business days notice to the Consultant to correct the breach,
immediately terminate the contract or, at its discretion, procure or renew such insurance
and pay any and all premiums in connection therewith, with any sums so expended to be
repaid to the City on demand, or at the sole discretion of the City, offset against funds due
the Consultant from the City.
9. Independent Contractor. The Consultant and the City agree that the Consultant is an
independent contractor with respect to the services provided pursuant to this Agreement.
Nothing in this Agreement shall be considered to create the relationship of employer and
employee between the parties hereto. Neither the Consultant nor any employee of the
Consultant shall be entitled to any benefits accorded City employees by virtue of the services
provided under this Agreement. The City shall not be responsible for withholding or otherwise
deducting federal income tax or social security or for contributing to the state industrial
insurance program, otherwise assuming the duties of an employer with respect to the
Consultant, or any employee of the Consultant.
10. Covenant Against Contingent Fees. The Consultant warrants that he has not employed or
retained any company or person, other than a bonafide employee working solely for the
Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any
company or person, other than a bonafide employee working solely for the Consultant, any
fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon
or resulting from the award or making of this contract. For breach or violation of this warrant,
the City shall have the right to annul this contract without liability, or in its discretion to deduct
from the contract price or consideration, or otherwise recover, the full amount of such fee,
commission, percentage, brokerage fee, gift, or contingent fee.
CA revised May 2020 Page 3
11. Discrimination Prohibited. Contractor, with regard to the work performed by it under this
Agreement, will not discriminate on the grounds of race, religion, creed, color, national origin,
age, veteran status, sex, sexual orientation, gender identity, marital status, political affiliation,
the presence of any disability, or any other protected class status under state or federal law,
in the selection and retention of employees or procurement of materials or supplies.
12. Assianment. The Consultant shall not sublet or assign any of the services covered by this
Agreement without the express written consent of the City.
13. Non -Waiver. Waiver by the City of any provision of this Agreement or any time limitation
provided for in this Agreement shall not constitute a waiver of any other provision.
14. Termination.
A. The City reserves the right to terminate this Agreement at any time by giving ten (10) days
written notice to the Consultant.
B. In the event of the death of a member, partner or officer of the Consultant, or any of its
supervisory personnel assigned to the project, the surviving members of the Consultant
hereby agree to complete the work under the terms of this Agreement, if requested to do
so by the City. This section shall not be a bar to renegotiations of this Agreement between
surviving members of the Consultant and the City, if the City so chooses.
15. Applicable Law; Venue; Attorney's Fees. This Agreement shall be subject to, and the
Consultant shall at all times comply with, all applicable federal, state and local laws,
regulations, and rules, including the provisions of the City of Tukwila Municipal Code and
ordinances of the City of Tukwila. In the event any suit, arbitration, or other proceeding is
instituted to enforce any term of this Agreement, the parties specifically understand and agree
that venue shall be properly laid in King County, Washington. The prevailing party in any such
action shall be entitled to its attorney's fees and costs of suit. Venue for any action arising
from or related to this Agreement shall be exclusively in King County Superior Court.
16. Severability and Survival. If any term, condition or provision of this Agreement is declared
void or unenforceable or limited in its application or effect, such event shall not affect any other
provisions hereof and all other provisions shall remain fully enforceable. The provisions of this
Agreement, which by their sense and context are reasonably intended to survive the
completion, expiration or cancellation of this Agreement, shall survive termination of this
Agreement.
17. Notices. Notices to the City of Tukwila shall be sent to the following address:
City Clerk
City of Tukwila
6200 Southcenter Boulevard
Tukwila, WA 98188
Notices to Consultant shall be sent to the following address:
Herrera Environmental Consultants, Inc.
2200 Sixth Ave.. Suite 1100 / Seattle. WA 98121
Attn: Revecca Dugodski
18. Entire Agreement; Modification. This Agreement, together with attachments or addenda,
represents the entire and integrated Agreement between the City and the Consultant and
supersedes all prior negotiations, representations, or agreements written or oral. No
amendment or modification of this Agreement shall be of any force or effect unless it is in
writing and signed by the parties.
CA revised May 2020 Page 4
DATED this 14th day of November _,2024
CITY OF TUKWILA
ff
Signed by:
yr iz...S BtiI.�.,4
Thomas McLeod, Mayor
ATTEST/AUTHENTICATED:
Signed by:
Andy Youn, City Clerk
APPROVED AS TO FORM:
L
by:((ll� V _ JQ "A�
Office of the City Attorney
CONSULTANT:
By:
Printed Name. Theresa M. Wood
Title: Vice President
CA revised May 2020 Page 5
QAJ.
Science + Planning + Design
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On August 21, 2024, the City of Tukwila (City) authorized Herrera Environmental Consultants (Herrera) to
prepare a scope of work and cost estimate to be funded by an additional allocation from the Washington
State Department of Ecology (Ecology) to support a polychlorinated biphenyl (PCB) evaluation within the
City's stormwater drainage system. We propose to monitor PCBs using sediment traps to evaluate
stormwater suspended particulate matter (SSPM), also commonly referred to as suspended sediment or
stormwater solids. This scope of work includes a discussion of the activities, assumptions, deliverables,
and a schedule associated with the following tasks for this project:
e Task 2 — Study Planning
e Task 3 — PCB Study
The proposed task numbering starts with Task 2 since Task 1 is reserved for the City's Grant and Loan
Administration task.
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The Quality Assurance Project Plan (QAPP) will guide all study design, sample collection, field and
laboratory analyses, data analyses, quality assurance, and reporting activities. The QAPP will follow
Ecology's "Guidelines and Specifications for Preparing Quality Assurance Project Plans for Environmental
Studies." The QAPP will (1) describe in detail the monitoring and data quality objectives, procedures, and
methodologies that will be used to ensure that all environmental data generated will meet the QAPP
requirements; (2) describe in detail the sediment quality monitoring approach and laboratory protocols,
including types of data and samples to be collected, sampling frequency, sampling procedures, analytical
methods, quality control procedures, and data handling protocols; (3) describe data assessment
procedures; (4) explain how the project will yield sufficient information to achieve the purpose and intent
of monitoring, and (5) discuss data accuracy and statistical requirements.
To expedite the Ecology review process, the draft QAPP will not contain information on specific
monitoring locations, but a placeholder appendix will be included in the draft QAPP for the monitoring
location maps. These site selection process to identify monitoring locations will be concurrently with the
QAPP review to ensure sufficient time for identifying monitoring sites and expedite the start of data
collection for the 2024-2025 wet season.
October 24, 2024 Page 1 of 6
tw tukwila_emp_pcb_evaluation_scape_final_20241024.docx iiERRERA
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The City will provide Herrera with a list of up to 30 sites based on an initial land use evaluation. Herrera
will visit and evaluate up to 30 sites in the field to evaluate feasibility for sediment trap installation.
Following this field evaluation, Herrera will select a minimum of 15 locations for monitoring. After the site
selection has been finalized, Herrera will update the placeholder QAPP appendix to include maps of each
monitoring location and stormwater infrastructure and facilities located in the vicinity of each location. It
is assumed that this QAPP appendix will not need to be approved by Ecology prior to equipment
procurement and installation (Subtask 3.1) and starting the sediment monitoring (Subtask 3.2).
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Herrera will be responsible for ongoing administration of the project, including ECOLOGY's standard
contract clauses and/or specification, preparing invoices and progress reports, as well as coordination of
work efforts with the City project manager (Sherry Edquid). Herrera's project manager (Rebecca
Dugopolski) and contract manager will have phone and e-mail contact with the City project manager and
other City representatives on an as -needed basis regarding scope, schedule, budget, and invoicing
issues.
This Subtask also includes regular check-in meetings between the Herrera and City project manager. The
regular meetings will be the primary forum for discussing schedule and budget status, additional
information needs, and to identify and address any emerging or ongoing concerns. These regular
meetings are in addition to subtask-specific meetings outlined in other subtasks.
Herrera's project manager will be responsible for ongoing administration of the project, including
preparing invoices and progress reports, as well as coordination of work efforts with the City and
analytical laboratories.
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• The City will identify priority areas for monitoring based on a GIS evaluation of land use.
• The City will provide GIS shapefiles for the stormwater conveyance network, catch basins/
maintenance holes, flow control/water quality treatment BMPs, and land use.
• The City will provide schedules and routes for street sweeping and line -cleaning.
• Herrera staff will conduct 2 to 3 days of field assessment to determine the final site selection.
• The City will provide a single set of comments on the draft QAPP and draft technical
memorandum within 7 business days of its delivery.
Ecology will provide a single set of comments on the revised draft QAPP and revised draft
technical memorandum within 15 business days of its delivery.
e The QAPP will be approved by Ecology by November 15, 2024.
October 24, 2024 Page 2 of 6
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• Up to two 1 -hour virtual working meetings are anticipated to be scheduled with City staff for this
task. Official meeting notes will not be prepared for the City following these meetings, but
comments will be addressed in the QAPP based on these discussions.
• The City will be responsible for submitting deliverables to Ecology for review according to grant
timelines.
• Project management check-in meetings will be scheduled on a bi-weekly basis. Meetings will be
virtual (conducted using Microsoft Teams or a conference call) and will last up to 30 minutes.
IIII VIII liii 'iiia°°� Illhlllll
• Draft QAPP (for City review) (Microsoft Word and PDF)
• Revised draft QAPP (for Ecology review) (PDF)
• Final QAPP (Microsoft Word and PDF)
• Monthly invoices and progress reports
• Site selection criterion, methodology and justification along with results in map form acceptable
to Ecology
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Herrera will procure a minimum of 15 in-line sediment traps (e.g., Hamlin traps), which may require
custom fabrication. Sediment traps will be deployed at selected sites for approximately one (1) month
and then the collected sediment will be gathered and delivered to the laboratory for analysis. The traps
will be deployed, and samples collected at the same monitoring locations monthly for 3 to 4 months
during the wet season, expected to be December 2024 to March 2025.
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Herrera will conduct sampling per the methods identified in the QAPP developed under Subtask 2.1.
Herrera will collect monthly sediment samples from up to 20 locations for 3 to 4 months during the wet
season. Sediment samples will be analyzed by an Ecology -accredited laboratory for low-level PCBs (using
EPA 8082A), grain size, total organic carbon (TOC), and total solids. The grain size, TOC, and total solids
data will be used to characterize the PCBs. Since PCBs bind to organic matter in sediment, TOC is
recommended for normalization and characterization of the sediment.
Herrera will construct a database for managing the laboratory data. Herrera will complete quality control
of submitted data per the QAPP. Herrera will use an established system of quality assurance/ quality
October 24, 2024 Page 3 of 6
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control review to ensure high quality deliverables that comply with the requirements of this scope of
work.
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As outlined in the QAPP, Herrera will analyze data to summarize in-line sediment quality at the
monitored sites and evaluate where PCB hot spots are located. Herrera will also submit collected data to
the EIM at the conclusion of the project. City will coordinate the Canine facilitated inspection of upstream
branches and potential sources of hot spot locations.
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Herrera will prepare a technical memorandum documenting the findings of the PCB evaluation. The
technical memorandum will include analysis of sample results and recommendations for maintenance
(e.g., line cleaning) or source control best management practices (BMPs) to address PCB hot spots that
are identified.
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Herrera will be responsible for ongoing administration of the project, including preparing invoices and
progress reports, as well as coordination of work efforts with the City project manager (Sherry Edquid).
Herrera's project manager (Rebecca Dugopolski) and contract manager will have phone and e-mail
contact with the City project manager and other City representatives on an as -needed basis with regard
to scope, schedule, budget, and invoicing issues.
This subtask also includes regular check-in meetings between the Herrera and City project manager. The
regular meetings will be the primary forum for discussing schedule and budget status, additional
information needs, and to identify and address any emerging or ongoing concerns. These regular
meetings are in addition to subtask-specific meetings outlined in other subtasks.
Herrera's project manager will be responsible for ongoing administration of the project, including
preparing invoices and progress reports, as well as coordination of work efforts with the City and
analytical laboratories.
9 The procurement and fabrication of Hamlin sediment traps are assumed to cost up to $2,000
each.
e If necessary, the City will provide traffic control at sampling locations with potential traffic
conflicts or safety concerns.
e A 10 -percent contingency for equipment failure or loss is included in the budget.
October 24, 2024 Page 4 of 6
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• The analytical laboratory will provide results within 4 weeks of sample delivery.
Up to two 1 -hour virtual working meetings are anticipated to be scheduled with City staff for this
task. Official meeting notes will not be prepared for the City following these meetings, but
comments will be addressed in the QAPP and the technical memorandum based on these
discussions.
The City will be responsible for submitting deliverables to Ecology for review according to grant
timelines.
a The City will coordinate the Canine facilitated inspection of upstream branches and potential
sources of hot spot locations. Budget for the canine facilitated inspection is not included in this
scope of work.
Project management check-in meetings will be scheduled on a bi-weekly basis. Meetings will be
virtual (conducted using Microsoft Teams or a conference call) and will last up to 30 minutes.
IIII VIII liii �iiir°� Illh 11111
• Laboratory analysis reports (PDF)
• Data submittal to EIM
• Draft technical memorandum (for City review) (Microsoft Word and PDF)
• Revised draft technical memorandum (for Ecology review) (PDF)
• Final technical memorandum (Microsoft Word and PDF)
• Monthly progress reports and invoices (PDF)
• Procured and fabricated sediment traps
October 24, 2024 Page 5 of 6
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Task Deliverable/Meeting Timeline 8
Task 2 — Study Planning
Subtask 2.1 — Quality
Assurance Project
Plan Development
Draft QAPP (for City review)
Nov. 15, 2024
Virtual working meeting #1
Nov. 2024 (TBD)
Revised draft QAPP (for Ecology review)
Nov. 22, 2024
Final QAPP (with updated monitoring location appendix)
Dec.]') 2024
Subtask 2.2 — Site
Selection
Virtual working meeting 42
Nov. 2024 (TBD)
Site selection
Nov. — Dec. 2024
Subtask 2.3 —Project
Management
Monthly invoices and progress reports
Nov. —Dec. 2024
Bi -weekly project management check-in meetings
Nov. —Dec. 2024
Task 3 — PCS Study
Subtask 3.1 —
Equipment
Procurement and
Installation
Equipment procurement
Oct. —Nov. 2024
Equipment installation
Dec. 2024
Procured and fabricated sediment traps
June 2025
Subtask 3.2 — Data
Collection,
Management, and
Quality Assurance
Sediment data collection
Dec. 2024 —Mar. 2025
Laboratory analysis report review
Jan. — May 2025
Data submittal to EIM
May 2025
Subtask 3.3 — Data
Analysis
PCB hots of evaluation
Apr. — May 2025
Virtual working meeting #3
May 2025 TBD
Subtask 3.4 — Develop
Maintenance
Recommendations
Draft technical memorandum for City review
May 16, 2025
Virtual working meeting #4
May 2025 TBD
Revised draft technical memorandum for Ecology review
June 6, 2025
Final technical memorandum
June 27, 2025
Subtask 3.5 —Project
Management
Monthly invoices and progress reports
Jan. — June 2025
Bi -weekly project management check-in meetings
Jan. — June 2025
TBD: to be determined
a The proposed project timeline assumes that the notice to proceed will be issued on November 5, 2024 or sooner.
October 24, 2024 Page 6 of 6
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Cost Estimate for
Herrera Project No.
10/24/2024
Herrera Labor based on:
Dugopclski, Rebecca
Packman, James
Banish. Nicholas
Garcia. David
Luell, Stacy
Hobson, Paul
Mullen. Meghan
Siegel, Andrew
Jackowich, Pamela
Maloof. Charles
Travel and Per Diem (PD)
M
Auto Use
Laboratory Costs
ARI
City of Tukwila PCB Evaluation within Stormwater Drainage
24-08544-000
Task No.
Burdened Labor Rates
Scientist VII
$316.35
Engineer Vl
$273.41
Scientist V
$230.50
Scientist 11
$134.51
Scientist 11
$132.29
Engineer IV ..
....Engineer
.. _. ..._ $221.15 .. _. .. _.
IV
....Engineer
.. _. ..._ $217.97 .. _. .. _.
III...
$169.27
GIS Analyst 111
$153.42
Administrative
Coordinator IV $143.83
Project Accountant 111 $135.81
.. _. 43..128..
Total Hours per Task
.. _. 171.....
Subtotal Labor
.. _. 2...
Subtotal Herrera Labor
5%
Escalation on Herrera Labor in 2025
.. _. ..
Escalated Subtotal Herrera Labor
Unit
Other Direct Costs (ODCs)
In-line sediment trap Each
Confined space tripod & winch Day
Tools (Hilti power) Day
IIS II- 1 III IIS, III IIIII.,
0.67 �� 60 480540
Subtotal Per r DI@rMIIIIIIIIIIIIIjjffIIIIIIIrIIIrrIrlrl(IfIII(IfIrIIIIIIfIIIrIfIrlfl(IsfIIIjIIIofIIIIIIIrIIIrrIrlrl(IfIII(IfIrIIIIIIfIIIrIfIrlfl $40 Irr��r(fl��flrlll��Ilr��$321Ir2��rrr(IfII(IfrIIIIfIIrflrl $332
.. ....$ IOD iDO ....M4%IlVuuuuuuuuuuVVuuuuuuuVuuuuuuVVuuuVuuuuuuuuuuVVuuuuuuuVuuuuu�UIUIUIUIUUIUIUUUIUIUIUIUlUIU8UlUIUUUUIUIUUIUUIUUUUIUUIU„ , $$.,, ,
3/ Fee on Lab Costs $D � $D � $lssa � $lssa
Subtotal Lab Costs $o I $o I $64,394 I $64,394
RIMIN. I[[[
25
21777=
5 5
3% Fee onODCs $o $o "661 $1,551
Subtotal ODCs $0 I $0 I $53,251 I $53,251
Subtotal Per Diem, Lab Costs, and ODCs $0 I $40 I $107,957 I $107,997
Grand Subtotal $0 I $79,987 I $341,219 I $421,206
Grand Total ®r
Note: Herrera adjusts labor rates annually in January unless contract specifies otherwise.
12
14
26
...
.. _. 124
184
.. _. 308.....
...
.. _. 94..
280..
.. _. 374.....
...
...
.. _. 20..
.. _.
214
.. _. 234.....
.. _.
20..
194
214.....
...
.. _. 43..128..
.. _. 171.....
.,
.. _. 2...
32_.
.. _. 34 .....
...
.. _. ..
24 _.
_.
.. _. 24 .....
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16
39
55
...
.. _. 16
14 _.
.. _. 30 .....
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8. _.
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0
I 351
I 1,131
I 1482
$D
I $79,947
$222.154
I $302.101
so
I $79,947
I $222,154
.I
I $302,101
$D
I $0
$11,108
I $11,108
$0
I $79,947
I $233,262
I $313,209
0.67 �� 60 480540
Subtotal Per r DI@rMIIIIIIIIIIIIIjjffIIIIIIIrIIIrrIrlrl(IfIII(IfIrIIIIIIfIIIrIfIrlfl(IsfIIIjIIIofIIIIIIIrIIIrrIrlrl(IfIII(IfIrIIIIIIfIIIrIfIrlfl $40 Irr��r(fl��flrlll��Ilr��$321Ir2��rrr(IfII(IfrIIIIfIIrflrl $332
.. ....$ IOD iDO ....M4%IlVuuuuuuuuuuVVuuuuuuuVuuuuuuVVuuuVuuuuuuuuuuVVuuuuuuuVuuuuu�UIUIUIUIUUIUIUUUIUIUIUIUlUIU8UlUIUUUUIUIUUIUUIUUUUIUUIU„ , $$.,, ,
3/ Fee on Lab Costs $D � $D � $lssa � $lssa
Subtotal Lab Costs $o I $o I $64,394 I $64,394
RIMIN. I[[[
25
21777=
5 5
3% Fee onODCs $o $o "661 $1,551
Subtotal ODCs $0 I $0 I $53,251 I $53,251
Subtotal Per Diem, Lab Costs, and ODCs $0 I $40 I $107,957 I $107,997
Grand Subtotal $0 I $79,987 I $341,219 I $421,206
Grand Total ®r
Note: Herrera adjusts labor rates annually in January unless contract specifies otherwise.
ity of Tukwila
Thomas McLeod, Mayor
Public Works Department - Pete Mayer, Interim Director
INFORMATIONAL MEMORANDUM
TO: Transportation and Infrastructure Committee
FROM: Pete Mayer, Interim Public Works Director
BY: Sherry Edquid, Levee and Floodplain Project Manager
CC: Mayor Thomas McLeod
DATE: October 25, 2024
SUBJECT: Polychlorinated biphenyls (PCB) Evaluation within Stormwater Drainage
Consultant Services, Project No. 32441201
ISSUE
Request to execute a Consultant Agreement for services with Herrera Environmental Consultants, Inc.
(Herrera) to conduct a Polychlorinated biphenyls (PCB) evaluation within our stormwater drainage
system.
BACKGROUND
In 2023, the City received an Ecology Water Quality grant to develop an Enhanced Maintenance Plan
(EMP), which has been assigned to Herrera. Recently, Ecology informed us that additional grant funds
are available for conducting a PCB evaluation within our stormwater drainage system. PCBs were
domestically manufactured from 1929 until manufacturing was banned in 1979. PCBs were used in
hundreds of industrial and commercial applications including electrical, heating, and hydraulic
equipment as well as in paints, plastics and rubber products.
ANALYSIS
Herrera will sample stormwater and provide a report that details where PCBs are present in stormwater
as outlined in the Ecology grant.
The MRSC Consultant Roster was used to select Herera. The City has been very satisfied with
Herera's past work.
FISCAL IMPACT
Herera has provided a cost not to exceed $421,206 to perform the attached scope of work. This
contract will be entirely funded by the Department of Ecology grant with no city cost share.
RECOMMENDATION
Council is being asked to approve the consultant agreement with Hererra in the amount of $421,206
and consider this item on the Consent Agenda at the November 4, 2024 Regular Meeting.
Attachment: Consultant Agreement for Engineering Services, Cost Estimate, Scope of Work
(&,,HERRERA
Science + Planning + Design
On August 21, 2024, the City of Tukwila (City) authorized Herrera Environmental Consultants (Herrera) to
prepare a scope addendum and cost estimate to add a task to the Enhanced Maintenance Plan (EMP)
contract to be funded by an additional allocation from the Washington State Department of Ecology
(Ecology) to support a polychlorinated biphenyl (PCB) evaluation within the City's stormwater drainage
system. We propose to monitor PCBs using sediment traps to evaluate stormwater suspended particulate
matter (SSPM), also commonly referred to as suspended sediment or stormwater solids. This scope of
work includes a discussion of the activities, assumptions, deliverables, and a schedule associated with the
following tasks for this project:
Task 2 — Study Planning
• Task 3 — PCB Study
The proposed task numbering starts with Task 2 since Task 1 is reserved for the City's Grant and Loan
Administration task.
`T °°°°°°° "' ��° VIII VIII 111111 VIII
..d1bi ta s IIk 2 1 QU iIII lii ts i..uii aii.. e III irqlject
The Quality Assurance Project Plan (QAPP) will guide all study design, sample collection, field and
laboratory analyses, data analyses, quality assurance, and reporting activities. The QAPP will follow
Ecology's "Guidelines and Specifications for Preparing Quality Assurance Project Plans for Environmental
Studies." The QAPP will (1) describe in detail the monitoring and data quality objectives, procedures, and
methodologies that will be used to ensure that all environmental data generated will meet the QAPP
requirements; (2) describe in detail the sediment quality monitoring approach and laboratory protocols,
including types of data and samples to be collected, sampling frequency, sampling procedures, analytical
methods, quality control procedures, and data handling protocols; (3) describe data assessment
procedures; (4) explain how the project will yield sufficient information to achieve the purpose and intent
of monitoring, and (5) discuss data accuracy and statistical requirements.
To expedite the Ecology review process, the draft QAPP will not contain information on specific
monitoring locations, but a placeholder appendix will be included in the draft QAPP for the monitoring
location maps. These site selection process to identify monitoring locations will be concurrently with the
QAPP review to ensure sufficient time for identifying monitoring sites and expedite the start of data
collection for the 2024-2025 wet season.
October 17, 2024 Page 1 of 6 6jr draft-scopeofwork
HERRERA
SCORE AIDIDIEINIDUIM
t.flI tas� Ik '''''. 'G) ....... &i[te ' dIkeI� UI III.i
The City will provide Herrera with a list of up to 30 sites based on an initial land use evaluation. Herrera
will visit and evaluate up to 30 sites in the field to evaluate feasibility for sediment trap installation.
Following this field evaluation, Herrera will select a minimum of 15 locations for monitoring. After the site
selection has been finalized, Herrera will update the placeholder QAPP appendix to include maps of each
monitoring location and stormwater infrastructure and facilities located in the vicinity of each location. It
is assumed that this QAPP appendix will not need to be approved by Ecology prior to equipment
procurement and installation (Subtask 3.1) and starting the sediment monitoring (Subtask 3.2).
i.r� ta s 2 3 , II IIo.i t�i
Herrera will be responsible for ongoing administration of the project, including preparing invoices and
progress reports, as well as coordination of work efforts with the City project manager (Sherry Edquid).
Herrera's project manager (Rebecca Dugopolski) and contract manager will have phone and e-mail
contact with the City project manager and other City representatives on an as -needed basis with regard
to scope, schedule, budget, and invoicing issues.
This subtask also includes regular check-in meetings between the Herrera and City project manager. The
regular meetings will be the primary forum for discussing schedule and budget status, additional
information needs, and to identify and address any emerging or ongoing concerns. These regular
meetings are in addition to Subtask-specific meetings outlined in other subtasks.
Herrera's project manager will be responsible for ongoing administration of the project, including
preparing invoices and progress reports, as well as coordination of work efforts with the City and
analytical laboratories.
Assu iiirn 1ati crias
• The City will identify priority areas for monitoring based on a GIS evaluation of land use.
• The City will provide GIS shapefiles for the stormwater conveyance network, catch basins/
maintenance holes, flow control/water quality treatment BMPs, and land use.
• The City will provide schedules and routes for street sweeping and line -cleaning.
• Herrera staff will conduct 2 to 3 days of field assessment to determine the final site selection.
• The City will provide a single set of comments on the draft QAPP and draft technical
memorandum within 7 business days of its delivery.
• Ecology will provide a single set of comments on the revised draft QAPP and revised draft
technical memorandum within 15 business days of its delivery.
• The QAPP will be approved by Ecology by November 15, 2024.
October 17. 2024
jr draft-scopeofwork
Page 2 of 6
SCORE AIDIDIEINIDUIM
• The procurement and fabrication of Hamlin sediment traps are assumed to cost up to $2,000
each.
• Up to two 1 -hour virtual working meetings are anticipated to be scheduled with City staff for this
task. Official meeting notes will not be prepared for the City following these meetings, but
comments will be addressed in the QAPP based on these discussions.
• The City will be responsible for submitting deliverables to Ecology for review according to grant
timelines.
• Project management check-in meetings will be scheduled on a bi-weekly basis. Meetings will be
virtual (conducted using Microsoft Teams or a conference call) and will last up to 30 minutes.
IIII °'��IIIII liii � iiii��� 1114 X11111 ����
• Draft QAPP (for City review) (Microsoft Word and PDF)
• Revised draft QAPP (for Ecology review) (PDF)
• Final QAPP (Microsoft Word and PDF)
• Monthly invoices and progress reports
nm 3 u
...
��.�u III a III . 1 "'ICII ui IIIA iii uJuieii m .�
Herrera will procure a minimum of 15 in-line sediment traps (e.g., Hamlin traps), which may require
custom fabrication. Sediment traps will be deployed at selected sites for approximately one (1) month
and then the collected sediment will be gathered and delivered to the laboratory for analysis. The traps
will be deployed and samples collected at the same monitoring locations monthly for 3 to 4 months
during the wet season, expected to be December 2024 to March 2025.
SdIIA t a s IIk 3� �6II eflaim , INA' m i�� �im��.� i��� . s i.i ra fi c e
Herrera will conduct sampling per the methods identified in the QAPP developed under Subtask 2.1.
Herrera will collect monthly sediment samples from up to 20 locations for 3 to 4 months during the wet
season. Sediment samples will be analyzed by an Ecology -accredited laboratory for low-level PCBs (using
EPA 8082A), grain size, total organic carbon (TOC), and total solids. The grain size, TOC, and total solids
data will be used to characterize the PCBs. Since PCBs bind to organic matter in sediment, TOC is
recommended for normalization and characterization of the sediment.
Herrera will construct a database for managing the laboratory data. Herrera will complete quality control
of submitted data per the QAPP. Herrera will use an established system of quality assurance/ quality
October 17, 2024 Page 3 of 6 6jr draft-scopeofwork
HERRERA
SCORE AIDIDIEINIDUIM
control review to ensure high quality deliverables that comply with the requirements of this scope of
work.
Si.,flof a s Ik 3 X,4[i(&si
As outlined in the QAPP, Herrera will analyze data to summarize in-line sediment quality at the
monitored sites and evaluate where PCB hot spots are located. Herrera will also submit collected data to
the EIM at the conclusion of the project.
4��
�
��� 11� taIII k ��.3111.
Herrera will prepare a technical memorandum documenting the findings of the PCB evaluation. The
technical memorandum will include analysis of sample results and recommendations for maintenance
(e.g., line cleaning) or source control best management practices (BMPs) to address PCB hot spots that
are identified.
St.fl'oi�ta s�ISP„: 3,5 D IIIco.�, illl l '���:;” ':� io III"" fi�� IIIA"'III III'""I
Herrera will be responsible for ongoing administration of the project, including preparing invoices and
progress reports, as well as coordination of work efforts with the City project manager (Sherry Edquid).
Herrera's project manager (Rebecca Dugopolski) and contract manager will have phone and e-mail
contact with the City project manager and other City representatives on an as -needed basis with regard
to scope, schedule, budget, and invoicing issues.
This subtask also includes regular check-in meetings between the Herrera and City project manager. The
regular meetings will be the primary forum for discussing schedule and budget status, additional
information needs, and to identify and address any emerging or ongoing concerns. These regular
meetings are in addition to subtask-specific meetings outlined in other subtasks.
Herrera's project manager will be responsible for ongoing administration of the project, including
preparing invoices and progress reports, as well as coordination of work efforts with the City and
analytical laboratories.
su rri IIIb iiii oiiii,.is
If necessary, the City will provide traffic control at sampling locations with potential traffic
conflicts or safety concerns.
e A 10 -percent contingency for equipment failure or loss is included in the budget.
e The analytical laboratory will provide results within 4 weeks of sample delivery.
e Up to two 1 -hour virtual working meetings are anticipated to be scheduled with City staff for this
task. Official meeting notes will not be prepared for the City following these meetings, but
October 17, 2024 Page 4 of 6 6jr draft-scopeofwork
HERRERA
SCOPE AIDIDIEINIDUIM
comments will be addressed in the QAPP and the technical memorandum based on these
discussions.
• The City will be responsible for submitting deliverables to Ecology for review according to grant
timelines.
• Project management check-in meetings will be scheduled on a bi-weekly basis. Meetings will be
virtual (conducted using Microsoft Teams or a conference call) and will last up to 30 minutes.
IIII °����IIIII liii ��� iiii� 1114 ��11111 ����
• Laboratory analysis reports (PDF)
• Data submittal to EIM
• Draft technical memorandum (for City review) (Microsoft Word and PDF)
• Revised draft technical memorandum (for Ecology review) (PDF)
• Responses to Ecology's comments on revised draft technical memorandum (Word or Excel)
• Final technical memorandum (Microsoft Word and PDF)
• Monthly progress reports and invoices (PDF)
October 17, 2024 Page 5 of 6 6jr draft-scopeoflmork
HERRERA
SCORE AIDIDIEINIDUIM
111[ iiIir ,QUI n dn
Task Deliverable/Meeting Timeline a
Task 2 — Study Planning
Subtask 2.1 —Quality
Assurance Project
Plan Development
Draft QAPP (for City review)
Nov. 15, 2024
Virtual working meeting # I
Nov. 2024 (TBD)
Revised draft QAPP (for Ecology review)
Nov. 22, 2024
Final QAPP (with updated monitoring location appendix)
Dec. 13, 2024
Subtask 2.2 — Site
Selection
Virtual working meeting 42
Nov. 2024 (TBD)
Site selection
Nov. — Dec. 2024
Subtask 2.3 — Project
Management
Monthly invoices and progress reports
Nov. — Dec. 2024
Bi -weekly project management check-in meetings
Nov. — Dec. 2024
Task 3 — PCB Study
Subtask 3.1 —
Equipment
Procurement and
Installation
Equipment procurement
Oct. — Nov. 2024
Equipment installation
Dec. 2024
Subtask 3.2 — Data
Collection,
Management, and
uali Assurance
Sediment data collection
Dec. 2024 — Mar. 2025
Laboratory analysis report review
Jan. — May 2025
Data submittal to EIM
May 2025
Subtask 3.3 — Data
Analysis
PCB hots of evaluation
Apr. — May 2025
Virtual working meeting #3
May 2025 TBD
Subtask 3.4 — Develop
Maintenance
Recommendations
Draft technical memorandum (for City review)
May 16, 2025
Virtual working meeting #4
May 2025 TBD
Revised draft technical memorandum for Ecology review
June 6, 2025
Final technical memorandum
June 27, 2025
Subtask 3.5 — Project
Management
Monthly invoices and progress reports
Jan. — June 2025
Bi -weekly project management check-in meetings
Jan. — June 2025
TBD: to be determined
a The proposed project timeline assumes that the notice to proceed will be issued on November 5, 2024 or sooner.
October 17. 2024
jr draft-scopeofwork
Page 6 of 6
RtHERRERA
Cost Estimate for
Herrera Project No.
10/17/2024
Herrera Labor based on:
Dugopolski, Rebecca
Packman. James
Bartish, Nicholas
Garcia, David
Luell, Stacy
Hobson, Paul
Mullen, Meghan
Siegel, Andrew
Jackowich. Pamela
Maloof, Charles
Travel and Per Diem
Z'21
Auto Use
Laboratory Costs
IIV ,x,1,1
ARI
City of Tukwila PCB Evaluation
24-08544-000
Task
Burdened Labor Rates
Scientist Vll
EngineerVI
Scientist V
Scientist 11
Scientist 11
Engineer IV
Engineer IV
Engineer III
GIS Analyst III
Administrative Coordinator IV
$316.35
$273.41
$230.50
$134.51
$132.29
$221.15
$217.97
Project Accountant III $135.81
Total Hours per Task
Subtotal Labor
Subtotal Herrera Labor
5% Escalation on Herrera Labor in 2025
Escalated Subtotal Herrera Labor
Unit
Other Direct Costs (ODCs)
M, �1 N M M N I M I N N M N Wj I
In-line sediment trap Each
Confined space tripod & winch Day
Tools (Hilti power) Day
1 60... �. 480_ 540...
Subtotal Per Diem so 1 $40 � $322 � $362
$„8D0A0 I I 88 I 88
3/ Fee on Lab Costs $0 $0' $1,584 $1,584
Subtotal Lab Costs $0 I $0 I $54,364 I $54,364
$2 I l i �VVVVVVVIVVVVVVVVVVVVVV��VVVVVVVV�VVVV�VVVVVVVVVVVV�� �,,,, , ,,, ,,,,, , ,,,, ,,,,,, ����UI�IUIUIUIUIU�U����U�UI�IUIUI�����IUU�UIUIU�UI�� ",,,, ,,, ,,,,,, ,
... .. ..
$25.00
DO 25 25
.. .. ..
$75.00 J 21 . 21
$25 00 5 5
3% fee onODCs $0 $0 "551 � Ei,551
Subtotal ODCs $0 I $0 I $53,251 I $53,251
Subtotal Per Diem, Lab Costs, and ODCs $0 I $40 I $107,957 I $107,997
Grand Subtotal $0 I $79,957 I $341,219 I $421,206
Grand Total WIT,
Note: Herrera adjusts labor rates annually in January unless contract specifies otherwise.
.. _. 12
14
.. _. 26 ...
124
184
308...
.,
.... 94
280
374
20
214
.... _..
234
20
194
214
...
....
.. _. 43 ...
128 _.
.... _..
171
2
32
.. _. 34.... .
24 _.
.. _. 24 .....
...
.. _. 16 ..
39 _.
.. _. 55 .....
...
...
.. _. 16_
._.
14 _.
.. _. 30 .....
4...
a._.
._. 12 ...
0
I 351
.I 1.131
I 1482
$0
I $79,947
I $222,154
I $302,101
$0
I $79,947
I $222,154
I E302,101
$0
I $0
I $11,108
I $11,108
$0
I $79,947
I $288,262
I $313,209
1 60... �. 480_ 540...
Subtotal Per Diem so 1 $40 � $322 � $362
$„8D0A0 I I 88 I 88
3/ Fee on Lab Costs $0 $0' $1,584 $1,584
Subtotal Lab Costs $0 I $0 I $54,364 I $54,364
$2 I l i �VVVVVVVIVVVVVVVVVVVVVV��VVVVVVVV�VVVV�VVVVVVVVVVVV�� �,,,, , ,,, ,,,,, , ,,,, ,,,,,, ����UI�IUIUIUIUIU�U����U�UI�IUIUI�����IUU�UIUIU�UI�� ",,,, ,,, ,,,,,, ,
... .. ..
$25.00
DO 25 25
.. .. ..
$75.00 J 21 . 21
$25 00 5 5
3% fee onODCs $0 $0 "551 � Ei,551
Subtotal ODCs $0 I $0 I $53,251 I $53,251
Subtotal Per Diem, Lab Costs, and ODCs $0 I $40 I $107,957 I $107,997
Grand Subtotal $0 I $79,957 I $341,219 I $421,206
Grand Total WIT,
Note: Herrera adjusts labor rates annually in January unless contract specifies otherwise.