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Home My WebLink AboutCOW / Special 2026-06-22 Item 4B - Contract Amendment #6 - Gilliam Creek Fish Barrier Engineering with Otak Inc for $77,400City of Tukwila Thomas McLeod, Mayor Marty Wine, City Administrator AGENDA BILL ITEM NO. 4 B Agenda Item Creek Fish Barrier Removal and Habitat Enhancement Project Sponsor Joshua Hopkins, Surface Water Project K4anagar Public Works Department Legislative History June 22, 2026 Committee of the Whole Contract Amendment No. 6to Contract 24-O93with {]tuh. Inc. for Gilliam June 22.2O26 SpecialK4gebno Recommended Motion O Discussion Only M Action Requested MOVE TO authorize the Mayor bzexecute Amendment No. 6bz Contract 24-093 with OCak. Inc. for the Gilliam Creek Fish Barrier Removal and Habitat Enhancement Project EXECUTIVE SUMMARY The Department requests Council authorization for the Mayor to execute Amendment No. 6 to Contract No. 24'093vvith (]tok. Inc. for additional engineering services in the amount nf$77.40U. Expedited consideration isrequested because Amendment No. 0funds completion ufexisting grant deliverables that will also beused tosupport the City'aU8OC)TAquatic Organism Passage (AC)P) Program application due July 1O.2028. DISCUSSION The Gilliam Creak Fish Barrier Removal and Habitat Enhancement project was established as a City C|P project in 2019 and is 8 priority project with Water Resource Inventory Area NVR|A\ 9 and the Salmon Recovery Funding Board (8RFB).The goals Ofthe project 8r9t0r8Sk}r9fiShp2SSGg8b8twe8n Gi||i8OO Creek and the G[88D River, SOh8OC8 S8|OOOOid habitat, and nO8iDt8iO or improve OOOd pFOt8diOD and nO8iOt8O8OCH and OpH[@hOD of the tide 0@i8 SyS[8Dl. Amendment No. 0 provides additional engineering and design services necessary to complete the p j8Ct'S 30% P[8|iOOiD@ry Design Dli|8StOD8 required by Washington State RHC[88bOO and Conservation Office (RCO) and Salmon Recovery Funding Board (GRFB) grant agreements. Amendment No. 2 established the preferred alternative framework and advanced the project tOvv8nd 3096 Preliminary Design. Amendment NO. O completes preferred alternative refinement, Basis Of Design documentation, and remaining 30% Preliminary Design deliverables. Stakeholder engagement and technical evaluation informed refinement Offish pGSS8g8 performance 0bi8{tiv8S, flood gate configuration criteria, maintenance 8CC8SS r9quir8m8ntS, flood response COOSid8[8dODS' and |OOQ-tO0O Open8dOO@| 888urOpUODS. Additional hydraulic GOG|ySiS. Op0[8UOD8| eva|uadon, and supporting documentation were necessary to mature a technically feasible, op8n3Uon@||y informed, and stakeholder -supported preferred alternative. CO0p|8dOD of Amendment NO. G d8|iV8r8b|8S satisfies eXiSUOQ grant requirements while also providing technical dOCu[OeOL@LiOO, design development, and COSt 8Sti[DGtiDQ that can be iDCO[pOr@t8d into the Citv'S UGO{JTAquatic Organism Passage (A(]P) Program @pp|in@UOn due July 18. 2020. The resulting work products improve project r8odineee.strengthenfundingCnnnpeUbveness.8ndSuppOrtnontinued advancement Of@ multi -benefit flood protection, fish p8SS@Qe, and habitat [eSLOr8tiOD project. 52 FISCAL IMPACT Otak provided a cost estimate not to exceed $77,400.00 to perform additional engineering and design services associated with completion of the 30% Preliminary Design milestone. The additional services will be funded through budgeted 2026 Surface Water CIP funds. Otak Contract 22-068, 23-191, 24-093 24-093 Amendment No. 1 24-093 Amendment No. 2 24-093 Amendment No. 3 (time ext.) 24-093 Amendment No. 4 24-093 Amendment No. 5 (time ext.) 24-093 Amendment No. 6 Totals: FINANCIAL IMPACT Consultant $719,593.42 $138,270.00 $769,952.00 $4,977.00 1- $77,400.00 $1,710,192.42 Fund Source Secured Grants Secured Grants Secured Grants Budgeted 412 Funds Budgeted 412 Funds Budget $1,650,000.00 $18,000.00 $78,000.00 $1,746,000.00 Complete for all items with fiscal Disclaimer: Final terms and scope of implications work subject to review by the City Attorney Expenditure - Budgeted 0 Expenditure - Unbudgeted 0 Expenditure - Grant -Funded 0 Revenue — One -Time (e.g. asset sale, surplus equipment) 0 Revenue - Ongoing Expenditures: Fund Source: $77,400.00 Revenues(if applicable): Budgeted 412 Funds Contractor (if applicable) Otak, Inc. Scope of Work Engineering Services to complete existing grant deliverables and development of technical materials that will be used in the City's USDOT Aquatic Organism Passage (AOP) Program application due July 16, 2026. Amount $77,400.00 Duration Existing grant deliverables are 093 expires on 12/31/26. due September 2026. Contract 24- Additional Comments: is being fast tracked to accelerate completion of existing used in the upcoming federal USDOT AOP grant application due July This agenda item for contract amendment grant deliverable so they can be 16, 2026. ATTACHMENTS Amendment No. 6 to Contract 24-093 Capital Project Summary (2025-2030) - Gilliam Creek Fish Barrier Removal & Habita Enhancement Project blipslitukwilawa.sharepoint_comisitesiclerksintranefiCouncil Agenda Items/U6-22-26 COW & Special/for CoW 6-22 - Contract Amendment with Otak for Gilliam Creek/a_ Agenda Bill - 24-092 Amend. No. 6.docx 53 City of Tukwila 6200 Southcenter Boulevard, Tukwila WA 98188 Agreement Number: 24-093(f) CONTRACT FOR SERVICES Amendment #6 Between the City of Tukwila and Otak, Inc. That portion of Contract No. 24-093 between the City of Tukwila and Otak, Inc. for the Gilliam Creek Fish Barrier Removal and Habitat Enhancement project is hereby amended as follows: Section 2: Scope of Services: The following language shall be added to the end of the existing Section 2: In addition, work under this contract shall include reimbursement for services, direct expenses, and costs associated with the contract scope modifications and additional contract scope of services as described in Exhibit A-6 attached. Section 4: Payment: Section 4A is hereby amended to read as follows: Payment for the work provided by the Consultant shall be made as provided on Exhibit B-6 attached hereto, provided that the total amount of payment to the Consultant for that work shall not exceed $77,400.00 without express written modification of the Agreement signed by the City. The maximum amount payable under this contract as amended inclusive of all fees and other costs shall not exceed $1,393,533.42 without express written modifications of the Agreement signed by the City. All other provisions of the contract shall remain in full force and effect. 54 CA Reviewed May 2020 Page 1 of 2 Dated this City of Tukwila 6200 Southcenter Boulevard, Tukwila WA 98188 Agreement Number: 24-093(f) day of , 20 ** City signatures to be obtained by ** Contractor signature to be obtained by City Clerk's Staff ONLY. ** sponsor staff. ** CITY OF TUKWILA Thomas McLeod, Mayor ATTEST/AUTHENTICATED: Andy Youn-Barnett, City Clerk APPROVED AS TO FORM: Office of the City Attorney CONTRACTOR: By: Printed Name: Title: CA Reviewed May 2020 Page 2 of 2 55 EXHIBIT A-6 SCOPE OF WORK DESIGN/ENGINEERING SERVICES City of Tukwila Gilliam Creek Fish Barrier Removal and Habitat Enhancement Project OTAK Project No. 20610.003 June 2026 Amendment No. 6 Introduction and Background Amendment No. 2 provided services to evaluate project alternatives, develop the preferred alternative framework, and advance the project toward the 30% Preliminary Design and cost estimate milestone. Amendment No. 6 provides additional engineering services to complete preferred alternative refinement, supporting Basis of Design documentation, and remaining 30% Preliminary Design deliverables. The amendment fee includes a budget crosswalk and additional engineering effort necessary to complete those deliverables. The Scope of Services for Amendment No. 6 is described in detail in the following sections. Project Refinement and Basis of Design Development As the project advanced toward completion of the 30% Preliminary Design milestone, stakeholder engagement and technical evaluation informed refinement of the preferred alternative. Feedback received from fisheries stakeholders, regulatory and funding partners, and City maintenance and operations staff refined fish passage performance objectives, flood gate configuration criteria, maintenance access requirements, flood response considerations, and long-term operational assumptions. Additional hydraulic analysis, operational evaluation, and supporting documentation were necessary to mature a technically feasible, operationally informed, and stakeholder -supported preferred alternative. During stakeholder engagement completed in 2025, fisheries stakeholders recommended increasing the fish passage performance criterion from approximately 4,000 cfs to approximately 6,000 cfs Green River flow conditions to better support juvenile flood -flow refuge objectives. This recommendation had significant hydraulic and operational implications for the preferred alternative and required additional evaluation of flood gate configuration, gate operation strategies, flood response conditions, and pump station performance. The resulting analyses demonstrated that dual gate configurations and refined operational approaches could improve fish access while maintaining flood protection. Modeling also indicated that alternative flood gate configurations and operating strategies may improve drainage response within the Southcenter Basin by allowing Gilliam Creek to continue discharging during a broader range of Green River conditions relative to traditional flap gate systems. These findings materially influenced refinement of the preferred alternative, improved alignment with salmon recovery objectives, and strengthened stakeholder support for the project and future grant funding efforts. Otak — Scope of Work 56 As refinement of the preferred alternative advanced, portions of the retrofit evaluation work were further developed to better understand tradeoffs associated with lower -cost implementation pathways relative to the preferred alternative. This evaluation informed comparison of flood protection performance, fish passage objectives, maintenance access, durability, hydraulic performance, lifecycle operational considerations, and overall project effectiveness. The resulting analysis helped validate the preferred alternative and improve understanding of the functional improvements achieved relative to lower -cost retrofit approaches. BUDGET CROSSWALK As discussed with the City, engineering effort and available task budgets were redistributed during advancement of the preferred alternative. The amendment includes a proposed budget crosswalk to transfer funds between tasks where actual effort differed from original assumptions. The proposed additional fee shown on Exhibit B-6 supports completion of remaining Basis of Design documentation and 30% Preliminary Design deliverables. PHASE 2 TASK MODIFICATIONS 1.0 Project Management and Coordination 1.1 Coordination with City This task includes additional project management necessary to support completion of Amendment No. 6 deliverables and project activities extending beyond the July 30, 2025 completion schedule established under Amendment No. 2. Otak coordinated with the City of Tukwila on a regular basis by phone and email to keep the City's project manager informed about project progress, project issues and schedule. Otak assisted in scheduling project related meetings, reviews, and other coordination activities needed to keep the project moving forward. Regular communication with the City occurred on a weekly basis, and status reports were provided to the City summarizing the status of action items and deliverables. This task will include coordination with the City and status updates through the completion of final deliverables which are now scheduled for completion by September 13, 2026. 1.4 Project Monitoring and Reporting Project monitoring and reporting has included the coordination of design team members, project schedule updates, and the preparation of a monthly progress report and a monthly billing statement beyond the completion schedule originally scheduled for July 30, 2025 under Amendment No. 2. Project monitoring and reporting will continue through the completion of final invoicing which is due within 90 days of the final deliverables which are scheduled for completion by September 13, 2026. TASK 1 DELIVERABLES • Status reports submitted to the City by email (electronic PDF file format) • Schedule updates submitted to the City by email (electronic PDF file format) • Monthly progress report and monthly invoice (electronic PDF file format) TASK 1 ASSUMPTIONS • The duration for this phase of the project is assumed not to extend beyond December 31, 2026. Otak - Scope of Work 57 6.9 Alternatives Analysis Report - Phase 2 (Basis of Design Documentation) As the project advanced toward completion of the 30% Preliminary Design milestone, the Phase 2 Alternatives Analysis Report was refined to document stakeholder coordination outcomes, hydraulic performance criteria, preferred alternative refinements, and operational considerations associated with project implementation. Otak will advance the Phase 2 Alternatives Analysis Report to document: • Comments from the last stakeholder engagement (Tribes, WDFW) • Performance criteria for dual gate configurations that achieve fish passage for flood refugia at higher river stages (in response to stakeholder comments) • Preliminary results of dual gate configuration hydraulic modeling • Updated preliminary design figures and cost estimates Otak will prepare a Draft 1 Report for review by the City Project Manager. For the Draft 2 Report, Otak will make revisions based on one round of review comments from the City. The Draft 2 Report will be submitted to the grant technical review board, Otak will perform a second round of revisions based on one round of comments from the grant technical review board to finalize the report. TASK 6.9 DELIVERABLES • Draft 1 Report (pdf) • Draft 2 Report (pdf) • Final Report (pdf) 11.1.1 30% Preliminary Plans Otak will update the plans to incorporate the preferred flood gate and site plan configuration for Alternative 3 that is based on feedback from stakeholders and City staff. This includes revising the crossing structure size, flood gate location, maintenance access, trail alignment, related structural wall layout, and incorporating dual flood gates. 11.1.2 30% Construction Cost Estimate Otak will update the cost estimate to incorporate the preferred site plan configuration for Alternative 3 that is based on feedback from stakeholders and City staff, as described in Task 11.1.1 above. Management Reserve If directed by the City, consultant will provide services needed to assist the City for unforeseen tasks related to this project that were not specifically addressed in this scope of work. When requested by the City, the consultant will provide a scope and budget for the task identified by the City. The consultant will not proceed with the task until written authorization has been provided by the City. The allotted amount for this task is $4,000.00. Otak — Scope of Work 58 EXHIBIT B-6 Otak ik FEE ESTIMATE - DESIGN/ENGINEERING SERVICES City of Tukwila - Gilliam Creek Fish Barrier Removal and Habitat Enhancement Amendment No. 6 - Fee Estimate Otak Project #020610.003 June 2026 FISH BARRIER REMOVAL AND HABITAT PROJECT INLET EROSION REPAIR PROJECT Task No. Task Name BUDGET CHARGED (1) BUDGET REMAINING BUDGET CROSSWALK ADDITIONAL PEE TOTAL REMAINING BUDGET (2) TOTAL REMAINING BUDGET 1.0 Project Management and Coordination $ 113,298.00 $ 137,968.75 $ (24,670.75) $ 24,670.75 $ 7,000.00 $ 7,000.00 4.0 Topographic Survey and Basemap $ 20,912.00 $ 20,905.39 $ 6.61 $ (6.61) $ 0.00 5.5 Preliminary Flood Study $ 92,620.00 $ 98,947.24 $ (6,327.24) $ 6,327.24 $ - 5.6 Flood Study Proposed Conditions $ 79,562.00 $ 107,066.50 $ (27,504.50) $ 27,504.50 $ - 5.7 Flood Study Report $ 34,070.00 $ 47,504.25 $ (13,434.25) $ 13,434.25 $ - 5 8 Open Channel Hydraulic Analysis for Proposed Improvement Area $ 83,860.00 $ 83,886.50 $ (26.50) $ 26.50 $ - 6.0 Alternatives Analysis Report - Phase 1 $ 29,221.00 $ 33,953.50 $ (4,732.50) $ 4,732.50 $ - 6.3.1 Flood Gate System Assessment $ 18,540.00 $ 21,602.00 $ (3,062.00) $ 3,062.00 $ - 6.3.1.A Flood Gate System Tech Memo (SUB- Kleinschmidt) $ 48,000.00 $ 42,087.78 $ 5,912.22 $ 5,912.22 6.4 Existing Culvert Tech Condition Assessment $ 11,492.00 $ 7,252.50 $ 4,239.50 $ (4,239.50) $ - 6.5 Alt 1 Retrofit Option Feasibility Study (BoD) $ 17,958.00 $ 41,358.25 $ (23,400.25) $ 23,400.25 $ - 6.6.1 Levee Setback South Extension Feasibility $ 11,318.00 $ 15,372.50 $ (4,054.50) $ 4,054.50 $ - 6.7 Alt 3 Options E, F, & G $ 32,570.00 $ 32,613.50 $ (43.50) $ 43.50 $ - 6.8 Preferred Alt -Plans, Est, & Const Sched $ 22,598.00 $ 22,608.00 $ (10.00) $ 10.00 $ - 6.9 Alternatives Analyis Report - Phase 2 (BoD) $ 16,114.00 $ 14,665.75 $ 1,448.25 $ 23,000.00 $ 24,448.25 7 2 Culvert Inlet Erosion Repair Geotechnical Design Review $ 1,915.00 $ 735.00 $ 1,180.00 $ (1,180.00) $ - 7.3 Geotechnical 30% Preliminary Design $ 47,200.00 $ 20,875.00 $ 26,325.00 $ (26,325.00) $ - 8.1 Franchise Utility Coordination $ 13,452.00 $ 4,151.00 $ 9,301.00 $ (9,301.00) $ - 9.3.1 Engagement Kickoff and On -going Coordination $ 13,668.00 $ 14,630.50 $ (962.50) $ 962.50 $ - 9.3.2 Collaborative Workshops $ 54,830.00 $ 53,630.25 $ 1,199.75 $ (1,199.75) $ - 9.2 Agency and Stakeholder Coordination $ 18,108.00 $ 20,602.25 $ (2,494.25) $ 2,494,25 $ - 9.4 Engagement Materials $ 35,686.00 $ 50,156.00 $ (14,470.00) $ 14,470.00 $ - 11.1.1 30% Preliminary Plans $ 226,858.00 $ 224,764.00 $ 2,094.00 $ 40,000.00 $ 42,094.00 11.1.2 30% Construction Cost Estimate $ 34,492.00 $ 39,522.50 $ (5,030.50) $ 5,030.50 $ 3,400.00 $ 3,400.00 11.1.3 QA/QC $ 17,016.00 $ 17,016.00 $ (14,609.60) $ 2,406.40 11.2 Value Engineering Review $ 39,898.00 $ 39,898.00 $ (39,898.00) $ - 11.3 Constructability Review $ 12,000.00 $ 12,000.00 $ (12,000.00) $ - 10.0 Inlet Erosion Repair $ 147,075.75 $ 133,703.25 $ 13,372.50 Total Labor Cost $ 1,294,331.75 $ 1,290,562,16 $ (9,602.91) $ 21,463.78 $ 73,400.00 $ 85,260,87 $ 13,372.50 999 Management Reserve $ 20,000.00 $ - $ 20,000,00 $ (20,000.00) $ 4,000.00 $ 4,000,00 050 Direct Expenses $ 1,801.67 $ 337.89 $ 1,463.78 $ (1,463.78) $ - Project Total $ 1,316,133.42 $ 1,290,900.05 $ 11,860.87 $ - $ 77,400.00 $ 89,260.87 $ 13,372.50 Notes: (1) Not all charges have been invoiced, therefore, charged amount does not match the invoiced to date amount. (2) Budget Remaining reflects work yet to be completed. Otak - Fee Estimate O:\PROJECT\20600\20610\08 Corporate\ Contracts \Scoping\1220610.003 Amend 6\V3 Current Scope Amendment w Addtl fee \GCFBRHE_LOE_Amend 6_2026_0607.xis Page 1 of 1 59 2025 - 2026 Biennial Budget City of Tukwila, Washington OF TUKVVILA CAPITAL PROJECT SUMMARY INOMMV,V. MMEZMIIMUMMMUSIMIUMMINCINZ,‘ 2(2025 to 2030 WM kt,VM %UM Project # 998301051 Enhancement Project 'Project Manager Joshua Hopkins Department Surface Water Gilliam Creek Fish Barrier Removal and Habitat PROJ ECT: Construct fish passage improvements at existing flap gate and restore satmonid habitat; replace Rap gate which may include a self-regulating tide gate or ftood wall. Enable fish access to lower Milani Creek under wider range of now conditions; fish barrier per vvtinv and Cke:SlIRIA 9 salmon habitat project, Alternatives AnalySi$ Design completed in 202a MAINTENANCE IMPACT: M&D is typically 3-5 years for HPA permits to revegetate streambanks following barrier removal. City appl ied to NOVA grants (Fish PaSSage81, Transformational Habitat) in 2923 for design development and construct on funding Tor the preferred alternative (estimated $24 f4), City was riot selected for one of the COMMENT: hive+ grants, Meanwhile, the 66th AveS Otibkirt tide gate and upstream debris rack (fish barriers) are causing erosion of the streambanks upstream of the 66th Ave cu vert. Permitting agencies may require fish pass es acondition of permits to repair the eforeinendoned erosion. kff 1FINANCIAL (in thousands) 2025 2026 2027 2028 2029 2030 Beyond TOTAL Project Costs ,Project Mgmt (Staff Time/Cost) Design Construction Mgmt. Construction $ 78 $ 620 $ 78 $ 1,000 $ 78 $ - $ 1,076 $ 4,648 $ $ $ $ $ $ 234 $ 1,620 $ 1,076 $ 4,648 'Total Project Costs 698 $ 1,078 $ 5,802 $ 7,578 Project Funding Awarded Grant Proposed Grant tlitititv Revenues $ 680 $ $ 18 $ - $ 1,000 $ 78 $ - $ 5,802 $ - $ $ $ $ 680 $ 6,802 96 Total. Project Funding 698 $ 1,078 $ 5,802 7,578 60