HomeMy WebLinkAboutTIS 2025-02-24 Item 2E - Contract - 2025 Annual Overlay Program Engineering Services with PsomasCity of Tukwila
Thomas McLeod, Mayor
Public Works Department - Pete Mayer, Interim Director
INFORMATIONAL MEMORANDUM
TO: Transportation & Infrastructure Services Committee
FROM: Pete Mayer, Public Works Interim Director
BY: David Baus, Public Works Transportation Project Manager
CC: Mayor McLeod
DATE: February 21, 2025
SUBJECT: 2025 Annual Overlay Program - Engineering Services Contract
Project No. 82510401
Design and CM Consultant Selection and Agreement
ISSUE
Execute a contract with Psomas, Inc. to provide design and CM services for the 2025 Overlay and Repair Program.
BACKGROUND
Every year, Public Works issues a construction project to grind and overlay several blocks of roadways in the City of Tukwila.
The annual overlay program is intended to preserve and maintain the street structure in a safe and useable state by
resurfacing before failure, which also minimizes costs. Before work can commence, an engineer of record is required to
prepare, design, and manage construction of the project. Psomas provides a unique blend of knowledge and understanding of
the City's overlay program that provides efficiency and benefits which cannot be matched at this time by any other firm.
Psomas has also performed very well in providing construction management services.
DISCUSSION
City staff issued a Request for Qualifications for this project in January 2025 and received one response from Psomas. City
staff interviewed Psomas in January and determined that Psomas staff meet project requirements and the City's objectives.
Psomas has provided a contract, scope of work, and fee estimate to complete the design of the 2025 Overlay and Repair
Program and advertise for construction bids. The preliminary location for the 2025 Overlay is shown on the attached map.
The final selections of relevant roadways will be made after the design cost estimates have been completed. Specific roadway
segments are based on several factors, including but not limited to Pavement Condition Index which accounts for the condition
of the pavement surface distress, roughness, structural conditions, community complaints, and street classification. Water
District 125 recently upgraded the water main under Macadam Road, resulting in damage to the road. Their project initially
included partial asphalt overlays. However, we've collaborated with them to perform a full -width overlay, with Water District
125 covering part of the cost.
FINANCIAL IMPACT
2025 Design and CM Contract
Psomas Contract Budget
$487,198.99 $500,000.00
RECOMMENDATION
Council is being asked to approve a new contract for Psomas on the 2025 Annual Overlay Program in the amount of $487,198.99
and consider this item on the Consent Agenda at the March 03, 2025 Regular Council Meeting.
ATTACHMENTS: 2025 CIP page
Psomas 2025 Overlay Consultant Contract
2025 Overlay Map
Tukwila City Hall • 6200 Southcenter Boulevard • Tukwila, WA 98188 • 206-433-1800 • Website: TukwilaWA.gov
101
2025 - 2026 Biennial Budget
City of Tukwila, Washington
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2025 to 2030
J
PROJECT:
Annual Overlay and Repair Program
Project # 80010401
Project Manager David Baus
Department Arterial Streets
DESCRIPTION:
Select, design, and construct asphalt and concrete
pavement overlays
and useable
with
of arterial and residential streets.
JUSTIFICATION:
Preserve and maintain the street structure in a safe
minimizes costs. Some individual sites may be coordinated
state by resurfacing before failure which also
water, sewer, and surface water projects. ii
ch year various sections of roadway throughout the City are designed and constructed for asphalt
overlay.
half, hence
MAINTENANCE IMPACT:
COMMEN
Roughly 1,300 Man Hours go to filling in potholes per year, so if budget is increased
Ongoing project. Only one year actuals shown in fist column.
this
could be cut in
FINANCIAL (in thousands)
2025
2026
2027
2028
2029
2030
Beyond
TOTAL
Project Costs
Project Mgmt (Staff Time/Cost)
Design
Construction Mgmt.
Construction
Contingency
$ 50
$ 300
$ 200
$ 2,000
$ -
$ -
$ -
$ -
$ -
$ -
$ 20
$ 150
$ 200
$ 2,000
$ 150
$ 20
$ 150
$ 200
$ 2,000
$ 150
$ 20
$ 150
$ 200
$ 2,200
$ 150
$ 20
$ 150
$ 200
$ 2,200
$ 150
$ 20
$ 150
$ 200
$ 2,400
$ 150
$ 150
$ 1,050
$ 1,200
$ 12,800
$ 750
Total Project Costs
$ 2,550
$ -
$ 2,520
$ 2,520
$ 2,720
$ 2,720
$ 2,920
$ 15,950
Project Funding
Dedicated/Restricted Rev
General Fund Transfer
$ 2,550
$ -
$ -
$ -
$ 1,520
$ 1,000
$ 1,520
$ 1,000
$ 1,650
$ 1,070
$ 1,650
$ 1,070
$ 1,650
$ 1,360
$ 10,540
$ 5,500
Total Project Funding
$ 2,550
$ -
$ 2,520
$ 2,520
$ 2,720
$ 2,720
$ 3,010
$ 16,040
363
City of Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
Contract Number:
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 Psomas 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 by the City to perform Survey, Design, and
Construction Management services in connection with the project titled 2025 Annual
Overlay Program .
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 December 31, 2026, 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, 2026, 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 $487,198.99 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.
103
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
104
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
105
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. Assignment. 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:
Psomas Inc.
3131 Elliott Avenue, Suite 400
Seattle, WA 98121
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
106
DATED this day of , 20
** City signatures to be obtained by ** Consultant signature to be obtained by
City Clerk's Staff ONLY. ** sponsor staff. **
CITY OF TUKWILA
Allan Ekberg, Mayor
ATTEST/AUTHENTICATED:
Christy O'Flaherty, City Clerk
APPROVED AS TO FORM:
Office of the City Attorney
CONSULTANT:
By:
Id-
YY----
Printed Name: Nandez Miller
Title: Vice President
CA revised May 2020
Page 5
107
EXHIBITA
City of Tukwila
2025 Annual Overlay Program
Scope of Work
February 10, 2025
The Consultant shall prepare final Plans, Specifications and Estimates for the 2025 Annual
Overlay. The project extents shall be Macadam Rd S/ 515t Ave S from Interurban Ave S to
Klickitat Dr. Project length may be adjusted based on the Construction Cost Estimate. The
design work will involve survey and basemapping, pavement evaluation, ADA ramp design, and
channelization design. Construction Administration during construction will also be included in
this scope of work.
The 2025 Annual Overlay Program will be bid as a single bid package as budget allows. Detailed
estimates will be prepared at the 30% design to verify the final project extents to be included in
the 2025 Overlay Program.
The Consultant shall utilize the data collection and analysis provided by Infrastructure
Management Service (IMS) to identify additional roadway segments to be included in the
design and construction of the 2025 Overlay Program.
The City of Tukwila may require other services of the consultant. These services could include
additional design, right of way, environmental documentation, or other work tasks not included
in the scope of work. At the time these services are required, the Consultant will provide the City
City of Tukwila PSOMAS
2025 Annual Overlay Page 1 of 12 February 2025
108
with a detailed scope of work and an hour and fee estimate. The Consultant will not proceed
with the work until the City has authorized the work and issued a Notice to Proceed.
Assumptions for the 2025 Overlay Program Bid Package
• Roadway and utility casting mapping will be based on aerial photography, GIS, and
field reviews by the Consultant. Topographic field survey may be required for ADA
ramp improvements and will be performed by the Consultant as required.
• Typically, only surface utilities requiring adjustment to grade will be shown.
• No utility upgrades are anticipated in the project design.
• No signal upgrades are anticipated in the project design.
• Drainage & Water Quality Reports will not be required.
• Environmental Documentation will not be required.
• Consultant shall not be responsible for printing and supplying City or Contractor with
hard copies of plans and specifications at interim submittals or contract award.
• Anticipated Sheet Set is as follows:
o Cover 1
o Details 2
o Roadway and Channelization Plans 13
o Curb Ramp Details 4
o Traffic Control Plans 4
(for WSDOT Limited Access Only)
o Total 24
SCOPE OF WORK
TASK 1 - Project Management
1.1 The Consultant shall provide continuous project management and administration for the
duration of the Project. (Estimate 6 months).
• Hold project coordination meetings with the City to update progress and review
submittals. Assume six (6) meetings.
• The Consultant shall provide monthly status reports and billings.
• The Consultant shall provide independent QA/QC reviews by senior in-house staff
of all deliverables prior to submittal to the City.
1.2 The Consultant shall coordinate with WSDOT to get approval needed for work within
limited access. (Estimate 4 months)
• Distribute 90% Plans for review
• Hold project coordination meetings with WSDOT to review traffic control plans.
Assume three (3) meetings
City of Tukwila PSOMAS
2025 Annual Overlay Page 2 of 12 February 2025
109
TASK 2 - Survey and Basemapping
Limits of survey: Intersection of Macadam Ave S/ S 144th St/ 515t Ave S
2.1 Generate a project basemap based on field survey, available GIS, aerial imagery, and field
verification.
• Establish horizontal and vertical control points along the corridor for field
topographic survey. Basis of control will be NAD83(2011) and NAVD88. The
Consultant will locate, field survey, and calculate positions for all monuments and
control points throughout the survey limits, using the Washington State plane
coordinate system. Conventional or GPS surveying methods will be used on this
project.
• Detailed survey within survey extents including invert elevations of gravity utilities
present.
• Right of Way will be determined based on publicly available information and
existing street monuments.
• Features in areas not surveyed will be drawn in based a combination of aerial
imagery, GIS, street view, and field verification.
TASK 3 - Preliminary and Final Design
3.1 Complete Macadam Speed and Safety Study
• The Consultant shall complete the speed and safety study to inform the City of
potential opportunities to install traffic calming and safety installations along the
corridor.
3.2 The Consultant shall prepare 30% Plans
• Ramp grading will not be included in 30% Plans.
• Incorporate desired potential speed and safety management installations from task
3.1.
• Traffic Control Plans will not be included in 30% Plans.
3.3 The Consultant shall calculate quantities and prepare a Preliminary Engineers Estimate of
Probable Construction Cost for the 30% Plans.
3.4 The Consultant shall prepare 90% Plans. The proposed improvements including the
following:
City of Tukwila PSOMAS
2025 Annual Overlay Page 3 of 12 February 2025
110
• The Consultant shall perform site walkthroughs with the City staff to determine extent
of roadway improvements / resurfacing (Estimate 2 meetings) and to optimize the
available budget.
• Plans shall be prepared with such provisions in such detail as to permit field layout
and construction within a degree of accuracy acceptable to the City and per industry
standards.
• Typical sections and details will be prepared for items not available as standard details
from the City, State, or WSDOT standard drawings.
• Plans will identify curb ramp replacement limits and pedestrian push button
modifications in accordance with ADA requirements.
• The plans shall illustrate complete details of construction of the proposed
improvements including limits of construction and removals, utility adjustments,
surfacing depths and details, and applicable channelization and signing for the
segments selected for final design.
• Plans and specifications will include required criteria for traffic control plans and
pedestrian traffic control during construction. Criteria will be developed in
collaboration with the City.
• Pavement sections will be determined through consultation with the City's
maintenance staff and previous experience. No geotechnical investigations are
anticipated.
3.5 The Consultant shall calculate quantities and prepare an Engineers Estimate of Probable
Construction Cost for the 90% Plans.
3.6 The Consultant shall prepare the Contract Specification per 2025 WSDOT Standard
Specifications for the 90% Review Submittal and the Bid Documents.
3.7 The Consultant shall prepare Final Plans, Engineers Estimate of Probable Construction
Cost, and Contract Documents including Project Special Provisions.
Deliverables
• Updated Macadam Speed and Safety Study Memorandum
• 30% Plans & Cost Estimate (pdf)
• 90% Plans, Cost Estimate, & Project Special Provisions (pdf)
• Final Plans, Cost Estimate, & Contract Documents including Project Special Provisions
(pdf)
City of Tukwila PSOMAS
2025 Annual Overlay Page 4 of 12 February 2025
111
TASK 4 - Bid Period Services
4.1 The Consultant shall assist the City with Project Advertisement and Award by uploading
plans and specifications to bxwa.com, preparing addenda, bid tabulation, and
recommendation for award.
Deliverables
• Recommendation of Award Letter (pdf)
• Bid Tabulation (excel and pdf)
• Addenda, as required
TASK 5 - Construction Administration Management
Provide overall project management, coordination with the City, monthly progress reports, and
invoicing. This effort will include the following elements.
5.1 Organize and layout work for project staff. Prepare project instructions on contract
administration procedures to be used during construction.
5.2 Review monthly expenditures and CM team scope activities. Prepare and submit monthly
project progress reports to the City along with invoices describing CM services provided each
month. Prepare and submit reporting required by funding source(s), if any.
Deliverables:
• Monthly invoices and progress reports
TASK 6- Pre -construction Services
6.1 Administrative Services up to Contractor Notice to Proceed (NTP): Psomas will provide
support startup of the project with any miscellaneous administrative needs as further
detailed below:
a. Preconstruction (PreCon) Photos: Psomas staff shall collect and log a
comprehensive set of precon photos, prior to City Contractor mobilizing to the
site, for the purpose of documenting pre-existing site conditions. These shall be
delivered to the City in digital form as part of the final project files.
b. Review Plans and Specs: Psomas staff shall familiarize themselves with all plans,
specs, and City standards that will be incorporated into this project, in order to
familiarize themselves with project limits, elements of work to be performed,
measurement and payment, and other project -specific considerations, prior to
the first working day.
City of Tukwila PSOMAS
2025 Annual Overlay Page 5 of 12 February 2025
112
c. Prepare Hard and Electronic Files: The Consultant will prepare all electronic and
hard copy files in preparation for the project. SharePoint will not be utilized on
this contract.
d. Prepare Record of Materials (ROM): Consultant shall modify WSDOT-provided
ROM, to algin with LAG manual exceptions and to improve ease of use by all
project parties. In the absence of a WSDOT-provided ROM, Psomas can generate
a ROM from scratch, however creation of a complete project ROM is outside the
scope of the current budget and may require a supplement.
e. Preconstruction Conference: Psomas will prepare an agenda for, distribute
notices of, and conduct a preconstruction conference in the City's offices or via an
on-line platform of the City's choice. The Consultant's team will attend the
preconstruction conference. Pertinent City staff and private utilities will also be
present at this meeting. Psomas will prepare a written record of the meeting and
distribute copies of the minutes to all attendees and affected agencies, staff, etc.
At the Preconstruction conference, the Consultant shall help facilitate discussions
with the Contractor concerning the plans, specifications, schedules, pay estimate
timelines and cutoff dates, issues with utilities, any unusual conditions, State and
local requirements and any other items that will result in better project
understanding among the parties involved.
f. Prepare Templates: Psomas will pre -populate all electronic forms, either
Consultant or City provided, in preparation for contract administration. This
includes pay estimate templates, weekly working days statements, inspector daily
reports, change management tracking templates, etc.
g•
Utility Coordination: Consultant will assist with external and internal
communications regarding utility coordination required for successful completion
of the project, including utility relocations, required service interruptions, etc.
Deliverables:
• Preconstruction conference meeting minutes
Pre -construction Photos
TASK 7- Construction Office Support
7.1 Construction Management Office Support: Original documentation will be housed at the
Consultant's office and filed in accordance with standard filing protocol. Document Control
will consist of the following:
City of Tukwila PSOMAS
2025 Annual Overlay Page 6 of 12 February 2025
113
a. Project Coordination: Liaison with City, construction Contractor, engineer,
utilities and property owners on a regular basis to discuss project issues and
status.
b. Plan Interpretations: Provide technical interpretations of the drawings,
specifications, and Contract Documents, and evaluate requested deviations from
the approved design or specifications. Coordinate with City for resolution of
issues involving scope, schedule, and/or budget changes.
c. Submittals: Consultant shall take lead on submittal reviews/ approvals.
Consultant shall coordinate review process for shop drawings, samples, traffic
control plans, test reports, and other submittals from the Contractor for
compliance with the contract documents. Submittals shall be logged and tracked
by Consultant.
d. Requests for Information (RFI): Consultant shall review and respond to RFI's. RFI's
shall be logged and tracked by Consultant.
e. Weekly Meetings: Consultant will lead weekly meetings. Consultant will prepare
agenda for City review and distribute meeting minutes to attendees. Outstanding
issues to be tracked on a weekly basis. Weekly Statement of Working Days will be
reviewed/accepted by Contractor during the Weekly Meeting.
f. Change Orders: The Consultant will develop change orders and the Consultant
will provide technical assistance to negotiate change orders, and assist in
resolution of disputes which may occur during the course of the project. The City
will approve all change orders before being fully executed. Each change order will
be executed in accordance with WSDOT Standard Specifications.
g•
Field Work Directives: The Consultant will prepare field work directives as
necessary to keep the Contractor on schedule.
h. Force Account: The Consultant will track Contractor force account labor,
equipment and materials. All force account calculations will be verified by the City
and double checked by the Consultant. The City shall have final authority to
approve any Force Account work prior to agreement with the Contractor.
i. Schedule Review: Consultant shall perform review of initial Contractor provided
CPM for conformance with the Contract Documents. Any discrepancies, conflicts
or unreasonable work durations will be brought to the attention of the Contactor
and City. Consultant will provide one (1) intermediate review of Contractor's
updated schedule and compare with field -observed progress and duration of the
project.
j•
Lump Sum Breakdown: Consultant shall evaluate construction Contractors'
Schedule of Values for lump sum items. Review the Contract Price allocations and
verify that such allocations are made in accordance with the requirements of the
City of Tukwila PSOMAS
2025 Annual Overlay Page 7 of 12 February 2025
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Contract Documents. Lump Sum Breakdowns for payment each month will be
calculated.
k. Monthly Pay Requests: Consultant shall prepare monthly requests for Contractor
payment based on field note records prepared by Consultant field inspector in
accordance with contract documents.
I. Weekly Statement of Working Days: Consultant shall prepare, and issue weekly
statement of working day report each week to the Contractor and City for review
and approval. Weekly statement of working days will be based on field inspection
reports provided by Consultant.
m. Subcontractor Documentation: Process / approve all required subcontractor
documentation. Request to Sublets will be verified and logged. This includes
checking System Award Management System (SAMS), verifying business licensing,
reviewing insurance documentation, verifying city business licensing, Intent to Pay
Prevailing Wage and Affidavit of Wages Paid. All subcontractor documentation will
be logged into PSOMAS's subcontractor logs.
7.2 Certified Payroll: The Consultant will process and check the Contractor and Subcontractor's
certified payroll per State Prevailing Wage Requirements. Tracking of payroll shall consist of
recording each payroll received from the Prime and Subcontractors and checking pay rates
against Contract requirements. Any discrepancies will be brought to the Contractor and City.
Deliverables:
• Approved Submittals and Submittal log
• Responded RFIs and RFI Log
• Weekly Meeting minutes
• Fully -executed Change Orders and Field Work Directives, with Change Management Log
• Force Account Documentation and Tracking Log
• Fully -executed Monthly Progress Payments
• Subcontractor Packets
• Weekly Statements of Working Days
• Certified Payroll Tracking Log (hard copy binder not included)
• Contractor -generated As-builts, if required by Contract
All other project documentation generated during the course of project construction duration.
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TASK 8- Construction Observation
8.1 Construction Observation: The Consultant will provide one (1) inspector during construction
activities and other tasks necessary to monitor the progress of the work. The Inspector will
ensure that the daily inspection reports and working days reporting are completed in a timely
manner and contain sufficient information to assess whether the work is being conducted in
compliance with the Contract Documents per City, WSDOT,. Consultant will make IDR's
available to the City by Friday of the same work week upon request.
The Inspector may perform the following duties as a matter of his daily activities:
Observe technical conduct of the construction, including providing day-to-day
contact with construction contractor, City, utilities, and other stakeholders, and
monitor for adherence to the Contract Documents. The Consultant's personnel
will act in accordance with Sections 1-05.1 and 1-05.2 of the WSDOT Standard
Specifications.
ii. Observe material, workmanship, and construction areas for compliance with the
Contract Documents and applicable codes, and notify construction contractor of
noncompliance. Advise the City of any non -conforming work observed.
Document all material delivered to the job site in accordance with the Contract
Documents.
iv. Prepare daily inspection reports, recording the construction contractor's
operations as actually observed by the Consultant; includes quantities of work
placed that day, contractor's equipment and crews, and other pertinent
information.
v. Interpret Contract Documents in coordination with the City, Contractor, and
PSOMAS.
vi. Resolve questions which may arise as to the quality and acceptability of material
furnished, work performed, and rate of progress of work performed by the
construction contractor.
vii. Support the Contractor's communication and responsibilities to answer questions
from property owners and the general public as needed.
viii. Monitor compliance of approved permits per the project specifications, if
applicable.
ix. Prepare field records and documents to ensure the Project is administered in
accordance with the plans and specifications.
x. Collect and calculate delivery tickets and scaleman's daily reports of aggregate. All
tickets will be initialed with correct bid item and stationing identified
(Construction Manual 10-2).
xi. Attend and actively participate in regular on -site weekly construction meetings.
City of Tukwila PSOMAS
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xii. Take digital photographs during the course of construction, and record locations.
Assumptions:
• Consultant will provide observation services for the days/hours that the contractor's
personnel are on -site.
• Assumption is Client's Contractor shall work normal 40-hour work weeks. For this project
the "normal" work week may occur at night. Psomas does not differentiate day shift from
night shift. However, if the City's Contractor works a double shift (both day and night)
within a single 24-hour period this will constitute two working days. Consultant's hours
for inspection are based on one shift for number of working days allowed per Contract.
• Assumption is if Contractor is working at multiple sites within the City of Tukwila, the
Consultant will split their time at the multiple locations and prioritize what location to be
at for observation.
• The Consultant's monitoring of the construction contractor's activities is to ascertain
whether they are performing the work in accordance with the Contract Documents; in
case of noncompliance, Consultant will reject non -conforming work, and pursue the other
remedies in the interests of the client, as detailed in the Contract Documents.
Deliverables:
• Daily Construction Reports with project photos.
• Field Note Records for all field -measurable pay items.
• Review material test reports for compliance.
TASK 9- Project Closeout
9.1 Closeout Office Support: Consultant shall assist with generation of closeout documentation
and pursuit of successful project final completion, as detailed below:
a. Substantial Completion Letter: Following full and unrestricted use of the project status
being obtained by the Contractor and agreed to by the City, Consultant shall draft
Substantial Completion Letter on City letterhead, for issuance to Contractor.
b. Physical Completion Letter: Following completion of all punch list work verified by the
Consultant and any stakeholders required the Consultant shall prepare physical
completion letter to the Contractor and the City shall issue the final contract voucher.
c. Final Pay Estimate: Consultant shall prepare final payment estimate, along with any final
quantity adjustments needed to existing bid items, for issuance to Contractor, in
conjunction with the final contract voucher, issued by the City.
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d. Closeout Inspection and Punchlist: Consultant shall assist in a punchlist walkthrough
with Contractor, City staff, and any other necessary agencies for the purposes of
developing a final project punchlist. The Consultant shall assemble walkthrough
comments and provide the preliminary list to the City for concurrence, prior to issuing
the list to the Contractor. On notification of completion of the punchlist, Consultant shall
perform a final walkthrough to confirm satisfactory completion of all items on the list
and shall note any remaining discrepancies. Subsequent project walkthroughs are
beyond the scope of this agreement, but will be accommodated should the request be
made by the City, and sufficient remaining budget allows.
e. Certified Payroll Closeout: Consultant shall attempt to ensure that all certified payrolls
and affidavits of wages paid are current and complete at the time of project physical
completion. This will include regular checks of the L&I portal and frequent reminders to
the Contractor to provide any missing information in a timely manner. As the task of
gathering the final documentation from Contractors and their Subcontractors can
sometimes be an extended process, outside the control of the City or Consultant, after 8
weeks post -physical completion, the Consultant shall perform a final status update of
the CP tracking log, along with memos to file of any missing documentation, and shall
hand off the remaining verification process to the Client.
f. Prepare Documentation to Deliver to City: Consultant shall perform QA/QC on all
project documentation deliverables as outlined in Task 4.1, as well as any documentation
generated in the course of completion of Task 5, and shall transfer all project documents
to the City for permanent storage.
• Substantial Completion Letter
• Physical Completion Letter
• Final Payment Invoice
• Project Punchlist
• Final Project Documents
Additional Services
The City may require additional services of the Consultant in order to advance all or portions of
the project. This work may include items identified in the current task authorizations as well as
other items, which may include, but are not limited to the following:
• Planning of future City Street overlay candidates
• Permitting or environmental studies
• Additional design services
• Right of Way services
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These services will be authorized under a future contract supplement if necessary. At he time
these services are required, the Consultant shall provide a detailed scope of work and an
estimate of the costs. The Consultant shall not proceed with the work until the City has
authorized the work and issued a notice to proceed.
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EXHIBIT B
PRIME CONSULTANT COST COMPUTATIONS
Client:
Project Name:
Psomas Project Number:
Date:
City of Tukwila
2025 Annual Overlay
9XXX0X0X00
2/10/2025
PSOMAS
Task
No.
Task Description
Labor Hour Estimate
Total Hours and Labor
Cost Computations by Task
Principal
Project Engineer
II
Design Engineer
II
Design Engineer
III
Engineering
Technician
Senior CAD
Technician
Survey Crew II
(W/Equip)
Field Surveyor III
Senior
Transportation
Planner
Transportation
Planner
Senior
Construction
Manager
Senior Resident
Engineer
Construction
Observer III
Document
Control Specialist
III
Senior Admin
$110.00
$65.13
$48.87
$55.29
$40.00
$50.00
$94.00
$53.56
$70.70
$42.43
$89.50
$65.15
$49.10
$53.50
$50.00
Hours
Totals
Task 1- Project Management
1.1
Project Management
8
20
20
8
8
64
$ 4,116.40
1.2
WSDOT Coordination
8
12
16
12
8
56
$ 3,756.00
0
$ -
Task Total
16
32
0
36
0
0
0
0
0
0
0
12
0
16
8
120
$ 7,872.40
Task 2 - Survey and Basemapping
2.1
Survey and Basemapping
40
20
16
16
92
$ 5,315.76
0
$ -
Task Total
0
0
40
0
0
20
16
16
0
0
0
0
0
0
0
92
$ 5,315.76
Task 3 - Preliminary and Final Design
3.1
Update Complete Traffic Calming Memorandum
8
8
32
48
96
$ 5,262.40
3.2
30% Plans
40
80
40
60
220
$ 11,726.40
3.3
30% Cost Estimate
20
40
20
80
$ 4,363.20
3.4
90% Plans
8
40
80
60
16
204
$ 12,144.20
3.5
90% Cost Estimate
40
30
40
110
$ 6,282.90
3.6
90% Special Provisions
16
80
40
136
$ 7,065.28
3.7
Final Contract Documents
8
20
40
32
100
$ 5,674.20
0
$ -
Task Total
16
184
230
288
72
60
0
0
32
48
16
0
0
0
0
946
$ 52,518.58
Task 4 - Bid Period Services
4.1
Bid Assistance
2
8
4
2
16
32
$ 1,997.20
0
$ -
Task Total
2
8
0
4
0
0
0
0
0
0
2
0
0
16
0
32
$ 1,997.20
120
Task 5 - Construction Administration Management
5.1
Project Management
4
20
4
28
$ 2,250.52
5.2
Monthly Progress Reports
8
8
$ 400.00
0
$ -
Task Total
0
4
0
0
0
0
0
0
0
0
20
0
0
0
12
36
$ 2,650.52
Task 6 - Pre -Construction Services
6.1
Admin up to NTP
2
30
20
30
82
$ 4,720.50
0
$ -
Task Total
0
0
0
0
0
0
0
0
0
0
2
30
20
30
0
82
$ 4,720.50
Task 7 - Construction Office Support
7.1
Construction Management Office Support
8
14
20
200
200
442
$ 27,311.82
7.2
Certified Payroll
28
28
$ 1,400.00
0
$ -
Task Total
8
14
0
0
0
0
0
0
0
0
20
200
0
200
28
470
$ 28,711.82
Task 8 - Construction Observation
8.1
Construction Observation
500
500
$ 24,550.00
0
$ -
Task Total
0
0
0
0
0
0
0
0
0
0
0
0
500
0
0
500
$ 24,550.00
Task 9 - Project Closeout
9.1
Closeout Support
8
50
20
60
138
$ 8,165.50
0
$ -
Task Total
0
0
0
0
0
0
0
0
0
0
8
50
20
60
0
138
$ 8,165.50
Total Labor Hours and Fee
42
242
270
328
72
80
16
16
32
48
60
242
20
262
48
1,778
$ 136,502.28
ICR Overhead @ 174.17% =
$ 237,746.02
Fixed Fee @ 30% =
$ 40,950.68
Total Psomas (DL + OH + Fixed Fee) =
$ 415,198.99
Subconsultants
Materials Testing (HWA)
$ 50,000.00
Subtotal
$ 50,000.00
Total Subconsultant Expense
$ 50,000.00
Reimbursable Direct Non -Salary Costs
Mileage at current IRS rate
$ 1,500.00
Reproduction Allowance
$ 500.00
Total Reimbursable Expense
$ 2,000.00
Management Reserve
$ 20,000.00
121
Thomas McLeod, Mayor
City of Tukwila
Public Works Department - Pete Mayer, Interim Director
IP Tukwila
w`Cammunity Cer}te
Tukwila City Hall • 6200 Southcenter Boulevard • Tukwila, WA 98188 • 206-433-1800 • Website: TukwilaWA.gov
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