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HomeMy WebLinkAboutCOW 2012-08-27 Item 3D - Contract Supplement #16 - Andover Park West Widening with IBI Group for $86,450COUNCIL AGENDA SYNOPSIS CAS NUMBER: AGENDA ITEM TITLE Initials Meeting Date Prepared by Ma or's review 08/27/12 BG 09/04/12 BG ITEM INFORMATION STAFF SPONSOR: BOB GIBERSON Council review v &44 ITEMNO. 3.D. ORIGINAL, AGENDA DATE: 08/27/12 Andover Park West Street Improvements Consultant Supplemental Agreement No. 16 with IBI Group CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing ❑Other Mt g Date 08/27/12 Mtg Date 09/04/12 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date SPONSOR Council ❑Mayor Adm Svcs DCD .Finance .Fire Legal E] PAR E] Police ®PTdI SPONSOR'S This supplemental agreement provides funding for additional design regarding recently SUMMARY discovered utility conflict complications and additional right -of -way acquisition services Council is being asked to approve Supplemental Agreement No. 16 in the amount of $86,450.00. REVIEWED BY COW Mtg. CA &P Cmte F &.S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DATE: 08/20/12 COMMITTEE CHAIR: ALLAN EKBERG RECOMMENDATIONS: SPONSOR /ADMIN. Public Works COMMIrrEE Unanimous Approval; Forward to Committee of the Whole COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $86,450.00. $86,450.00. $0.00 Fund Source: 104 ARTERIAL STREET FUND(PAGE 20 PROPOSED 2013 CIP) Comments: move $45, 927.00 from construction budget to design MTG. DATE 08/27/12 09/04/12 MTG. DATE 08/27/12 09/04/12 RECORD OF COUNCIL ACTION ATTACHMENTS Informational Memorandum dated August 17, 2012 Page 20, Proposed 2013 CIP Supplemental Agreement No. 16 with IBI Group Minutes from the Transportation Committee meeting of 08/20/12 63 p City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Transportation Committee FROM: Bob Giberson, Public Works Director BY: Cyndy Knighton, Senior Engineer DATE: August 17, 2012 SUBJECT: Andover Park West Street Widening Project No. 98810404, Contract No. 06 -019 Supplemental Agreement No. 16 ISSUE Approve Supplement No. 16 to Contract No. 06 -019 with the IBI Group for the combined Tukwila Urban Center Transit Center and Andover Park West design contract. BACKGROUND In November 2011, the City modified the agreement with IBI Group to complete the design of the Andover Park W roadway widening as well as the water main replacement. Earlier, these projects were joined with the TUC Transit Center Project for coordinated design efforts. Design on all projects is currently at 75% with 90% design expected by early September. The supplemental agreements are presented separately to aid in the ease of billing and tracking expenditures by project. DISCUSSION Supplement No. 16 adds new scope and fee associated with final design and PS &E for the Andover Park W widening and water main replacement projects. Design work associated with the road widening and water main replacement has been separated for project accounting. As the design of the projects progressed and more information was known, it became apparent that more complex utility conflicts exist than was originally anticipated. Extensive potholing of existing utilities is necessary to avoid future construction problems, which is followed by some minor re- design to avoid or mitigate extensive conflicts. Additional work is also being added to the scope for assistance with obtaining rights -of -entry from the adjacent property owners. No actual R.O.W. acquisition is required, but rights -of -entry are necessary to facilitate the construction and transition between the public roadway and private property. Fiscal Impact: Supplement No. 16's fee associated with the Andover Park W Widening Project right -of- way acquisition is $37,353.00 and the fee for the Andover Park W Water Main Replacement project is $3,170.00. The R.O.W. budget for the APW Widening project has $80,000.00 available and additional design funds are available for the Water Main project. Supplement No. 16 also includes $45,927.00 for roadway and potholing and budget will come from the construction budget as pre -award work in order to avoid more significant construction impacts in the future. The total amount for Supplement No. 16 is $86,450.00 RECOMMENDATION Approve Supplement No. 16 to Contract No. 06 -019 with the IBI Group for the Andover Park West and Water Main Replacement in the amount of $86,450.00 and consider this item at the August 27, 2012 Committee of the Whole and subsequent September 4, 2012 Regular meeting. Attachments: CIP Sheets Supplemental Agreement No. 16 W' \PW Eng \PROJECTS\A- RW RS Projects \Transit Center (90610402) \Design \INFO MEMO Supp #16 181 APW Water Design 8- 17- 12.docx 65 p CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2013 to 2018 PROJECT: Andover Park West (Tukwila Pkwy Strander Blvd) Project No. 98810404 Zone 1 DESCRIPTION: Study and implement revised channelization. JUSTIFICATION: Revising left turn lanes will reduce accidents and lessen con v STATUS: Major portion of Andover Park W at intersection a qeirn(ter x phase is to revise turn lanes along length of project. To be coordinated with Tukwila „5' Transit Center and APW water improvements. MAINT.IMPACT: Negligible. Project is on impact fee list. Design report completed in 1991 was updated in 2009. ACME Bowling mitigation COMMENT: of $111 k and Westfield Mall of $205k in 2007. Received State TIB grant of $1.42m. Partial match from APW water overlay for $346k (see Water fund project). FINANCIAL Through Estimated (in $000's) 2011 2012 2013 2014 2015 2016 2017 2018 BEYOND TOTAL EXPENSES Design 119 292 411 Land (R/W) 2 78 80 Const. Mgmt. 10 153 163 Construction 54 1,542 1,596 TOTAL EXPENSES 121 434 1,695 0 0 0 0 0 0 2,250 FUND SOURCES Awarded TIB Grant 100 1,320 1,420 Proposed Grant 0 Mitigation Actual 316 316 Impact Fees 104 10 114 City Oper. Revenue (299) 324 375 0 0 0 0 0 0 400 TOTAL SOURCES 121 434 1,695 0 0 0 0 0 0 2,250 Project Location 2013 2018 Capital Improvement Program S151 N1 0 GIs 67 r SUPPLEMENTAL AGREEMENT NUMBER 16 TO CONSULTANT AGREEMENT NUMBER 06 -019 THIS SUPPLEMENTAL AGREEMENT is entered into between the City of Tukwila, Washington, herein -after referred to as "the City and IBI Group, hereinafter referred to as "the Consultant', in consideration of the mutual benefits, terms, and conditions hereinafter specified. The City desires to supplement the agreement entered into with the Consultant and executed on, February 23, 2006 and identified as Agreement No. 06 -019. All provisions in the basic agreement remain in effect except as expressly modified by this supplement. The changes to the agreement are described as follows: 1. Scope of Services, is hereby changed to include work described in Exhibit A for additional design work on the Andover Park West project. 2. Payment, shall be amended 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 $86,450 without express written modification of the Agreement signed by the City. The maximum amount payable under this agreement as supplemented inclusive of all fees and other costs is now $1,687,272. DATED this day of 20 CITY OF TUKWILA Jim Haggerton, Mayor CONSULTANT By: Printed Name: Title: 70 City of Tukwila ANDOVER PARK WEST IMPROVEMENTS PHASE 2: FINAL DESIGN ADDITIONAL SERVICES SCOPE OF WORK AUGUST 10, 2012 IBI GROUP 71 IBI GROUP SCOPE OF WORK TABLE OF CONTENTS PHASE 2: FINAL DESIGN ADDITIONAL SERVICES ..............................1 Task 11: Construction Documents ..............................1 Task 12: Cost Estimates (60% and 100 2 Task15: ROW Acquisition 3 SCHEDULEAND FEE ..............................4 August 10, 2012 Page 72 IBI GROUP SCOPE OF WORK City of Tukwila ANDOVER PARK WEST IMPROVEMENTS PHASE 2: FINAL DESIGN ADDITIONAL SERVICES PHASE 2: FINAL DESIGN ADDITIONAL SERVICES The Andover Park West Improvements scope of work has been expanded to provide additional services that have been identified during the development of the Phase 2 Final design. During the development of the civil design, additional design services are required to prepared the final design documents (100 for Andover Park West improvements in order to finalize design documentation including utility conflicts, land acquisition and cost information to the City that allows for future bidding of the project. The following additional services have been identified, covering in general: Right of Way (ROW) Acquisition primarily focused on Right of Entry for no compensation. Potholing of the corridor and updated survey plans. Civil and Landscape updates related to gas line conflicts, line of sight conflicts, and extension of project limits. IBI Group management and oversight for all activities are included in the tasks under which the work will be completed. The following scope describes the work to be conducted, assumptions and deliverables to be provided. Task 11: Construction Documents As identified in the previous scope of work submitted for Phase 2, this task includes design development (60 and final (100 design plans and specifications for civil, urban design, landscape architecture, ITS /communications, and electrical systems. During the 60% design process, new issues and conflicts have been identified. ASSUMPTIONS Updates to Civil plans to resolve driveway line of sight and gas line conflicts are covered in existing Civil design scope for the roadway and waterline replacement design. PACE will hire and manage a potholing sub consultant. WORK ACTIVITIES 11.6. Potholing Several potential utilities conflicts for the roadway and waterline design have been identified. In order to resolve these conflicts, potholing at locations approved by the City is required in order to complete the roadway and waterline design and mitigate utility impacts during construction. KPFF will review the potholing results and update the civil plans to reflect the utility location information received. PACE will hire a potholing subcontractor to perform the field work and coordinate and manage the effort. Traffic control plans and any permits required to complete the work are August 10, 2012 IBI GROUP 73 IBI GROUPSCOPE OF WORK City of Tukwila ANDOVER PARK WEST IMPROVEMENTS PHASE 2: FINAL DESIGN ADDITIONAL SERVICES included. PACE will update the survey plans with the updated utility information and provide an updated base plan to the design team for incorporation. 11.7. Utility Conflicts Plans will be updated to reflect the results of the potholing utility conflicts. An existing PSE gas line is located along the east side of Andover Park West from Baker Blvd to Strander Blvd in the vicinity of the new sidewalk and landscape design with curbside trees. An existing telephone line is also located along the east side of Andover Park West between Baker Blvd and Strander Blvd. A decision will be made by the City as to which, if any utility relocates will be done or if modifications to the street tree plans is needed depending on the results of the potholing. 11.8. Existing Detection The City has existing traffic loops and video detection at the intersection of Baker Blvd. and Andover Park West and at the north and south limits of the project at Strander Blvd and Tukwila Parkway. The existing loops and the conduit and j -boxes will be impacted by Andover Park West improvements and the new pavement overlay. IBI will work with the City to prepare plans for the installation of new loops and infrastructure using City standard details and prepare specifications and bid items for the work. The existing video detection will be replaced. IBI will work with the City to identify the equipment and include the new system components in the specifications and bid items. The City will be responsible for installation, testing and integration of the new video detection equipment as well as signal timing updates to accommodate the lane reconfigurations along Andover Park West. DELIVERABLE(S) Draft 100% Design package will include updates to design with the incorporation of the tasks identified above. Updated Survey plans (PACE) Task 12: Cost Estimates (60% and 100 Cost estimates will need to be updated to reflect the new design that resolves the issues outlined above. Per City direction, cost estimates have also been updated from the original scoped CSI format to WSDOT format for all disciplines. ASSUMPTIONS Information will be prepared in WSDOT format for Unit Price bidding. WORK ACTIVITIES 12.2. 100% Cost Estimating The Consultant will update the current cost estimate will be updated to reflect based on the civil and landscape design updates. DELIVERABLE(S) Unit price construction cost estimates for 100% documentation August 10, 2012 Page 2 74 IBI GROUPSCOPE OF WORK City of Tukwila ANDOVER PARK WEST IMPROVEMENTS PHASE 2: FINAL DESIGN ADDITIONAL SERVICES August 10, 2012 Task 15: ROW Acquisition The ROW Acquisition scope of work has been added to provide assistance to the City under the Phase 2 Andover Park West Improvement project, for ROW acquisition services. The objective of this task is to assist the City with ROW acquisitions. Work to be performed includes the preparation of legal documents detailing the ROW acquisition necessary along Andover Park West for construction of a new sidewalk, landscape improvements, and fire hydrant replacement. The general approach will be as follows: Obtain a Right of Entry for no compensation. A Right of Entry agreement will be utilized to allow for access to the private properties for landscaping improvements and for repair to existing commercial driveways to accommodate the new roadway grading and sidewalk improvements. In addition, upgrades to existing and new fire hydrants will be required and a right of entry will be used to perform the work. ASSUMPTION(S) All forms and conveyance documents will be based on WSDOT templates. There are no relocations for this project. No sign relocations will be required for this project. All utilities easements, permits, and clearing will be handled by the City. No compensation is anticipated for these ROEs; however, should property owners refuse the ROE and the area is deemed necessary for the completion of the project, additional scope to cover Temporary Construction Easement negotiations is included. Commercial parcels typically have multiple parties in interest. All parties in interest will be addressed in clearing title. IBI Group will be responsible for oversight and any coordination required with the City for acquisitions. Assumed ROE to TCE transition for three sites. WORK ACTIVITIES State and /or federal funds are involved in this project requiring strict adherence to Federal Highways Administration policies and procedures as well as all applicable federal, state and local laws including, but not limited to the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 and its amendments, 49CFR Part 24, and state Revised Statutes. Work will be in accordance with the WSDOT Local Agencies Guidelines and by reference the WSDOT Right of Way Manual. 15.1. Right of Entries The project involves two (2) parcels, which are all commercially zoned properties, as follows: Parcel #0223100070 (Property Owner: Garfield Southcenter; Property Tenant(s): REI, Bed Bath Beyond, etc.) Parcel #0223100075 (Property Owner: O'Brien Autogroup; Property Tenant(s): ACURA) Page 3 75 IBI GROUPSCOPE OF WORK City of Tukwila ANDOVER PARK WEST IMPROVEMENTS PHASE 2: FINAL DESIGN ADDITIONAL SERVICES Parcel #0223100020 (Property Owner: OpenFrame; Property Tenant(s): ACME Bowl) Due to the critical path nature of the acquisitions, IBI will lead the oversight of the acquisition process to ensure acquisitions move forward at the rate required to meet overall project schedule requirements. Weekly status calls with UFS will be held with updates forwarded to the City on a biweekly basis unless a critical path issue is identified, in which case the City would be notified immediately. 15.2. Right of Entry to Temporary Construction Easement During the negotiation process, one or more of the above parcels' owners may refuse to grant a ROE. A TCE would be the next step. If a TCE becomes necessary, additional scope and fee is included and work would be authorized by the City. This task includes work to transition Right of Entries to Temporary Construction Easements and will require additional negotiations, additional survey to stake the appraisal sites, appraisals, and review appraisals. IBI will lead the oversight of the process to ensure this task moves forward at the rate required. 15.3. Shared Driveways Design As a part of the negotiations for acquisitions as identified by property owners, a shared driveway may be designed linking Parcels 0223000020 and 0223100010 to provide for better access to these properties. 15.3.1. Civil Updated design will also include reconfiguration of west access to Southcenter Annex (Parcel 0223000020) and northwest access to the Open Frame property (Parcel 0223100010). Work also includes coordination with Landscape Design team. 15.3.2. Landscape Additional updates to landscape design will be required for the driveway reconfigurations to allow for adequate line of sight and driveway access. DELIVERABLES Bi- Weekly status reports (IBI /UFS) Detailed written diary for the parcel (UFS) Documents required to clear any liens or encumbrances (UFS) A complete record including all files will be provided at the close of negotiations (UFS) SCHEDULE AND FEE Phase 2 Additional Services work will begin upon approval by the City. Phase 3 as defined in the Phase 2 Scope of Work dated November 11, 2011 will be refined during this time and finalized with the City prior to the development of a fee proposal. In order to meet strict City budgeting requirements, this work will be split into two discrete budgets for the roadway August 10, 2012 Page 4 76 IBI GROUPSCOPE OF WORK City of Tukwila ANDOVER PARK WEST IMPROVEMENTS PHASE 2: FINAL DESIGN ADDITIONAL SERVICES improvements and waterline replacement. These efforts will be shown clearly on invoicing under the correct City budget line items. The fee for the project has been prepared for the tasks outlined in this document for Phase 2 Additional Services. The estimated fee for the work is summarized below: Phase 2 APW Improvements Additional Services: Roadway $32,109 Task 6: Technical Memorandum for Phases 1 a and 1 b of this project has been completed and shows an amount remaining of $10,544 that is being carried forward to this task and will be applied to the additional services fee request reducing the total design budget for this effort from $42,653 to the amount shown above. Phase 2 APW Improvements Additional Services: ROW Acquisitions $37,353 Phase 2 APW Improvements Additional Services: Potholing $13,818 Phase 2 Waterline Improvements Additional Services: Potholing $3,170 August 10, 2012 Page 5 77 IBI GROUP SCOPE OF WORK City of Tukwila ANDOVER PARK WEST IMPROVEMENTS PHASE 2: FINAL DESIGN ADDITIONAL SERVICES FEE SUMMARY i August 10, 2012 IBI GROUP andover park west final design phase 2 street improvements ibi group andover park west final design phase 2 final street improvements budget ibi group TRANSPORTATION COMMITTEE Meeting Minutes August 20, 2012 5:15 p.m. Conference Room 91 Citv of Tukwila Transportation Committee PRESENT Councilmembers: Allan Ekberg, Chair; Kathy Hougardy and De'Sean Quinn Staff: David Cline, Bob Giberson, Frank Iriarte and Robin Tischmak Guest: Chuck Parrish CALL TO ORDER: The meeting was called to order at 5:15 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. WSDOT Regional Mobilitv Grant: TUC Pedestrian/Bicvcle Bridle Staff is seeking Committee approval to apply for the Washington State Department of Transportation WSDOT) Regional Mobility Grant for right -of -way and construction phases of the Tukwila Urban Center Pedestrian /Bicycle Bridge project. The total grant request would be in the amount of $6,870,000, and requires a minimum 20% City match. The Committee discussed concerns regarding the amount of City matching funds for the grant, and the amount of effort required to calculate the Vehicel Mile Travel (VMT) and Vehicel Time (VT) reduction calculations. Without concerns this application would usually be approved for submission by the Committee; however, the Committee would like to move this forward to full Council for discussion due to the concerns above. FORWARD TO AUGUST 27 COW FOR DISCUSSION. B. TUC Transit Center Supplemental Agreement No. 15 Staff is seeking Council approval for the Supplemental Agreement No. 15 with IBI Group for a new scope and fee that addresses additional utility conflict resolution potholing, minor re- design for conflict resolution, additional right -of -way acquisition services and additional survey work for the Transit Center in the amount of $65,970. UNANIMOUS APPROVAL. FORWARD TO AUGUST 27 COW FOR DISCUSSION. C. Andover Park West Street Widenina Supplemental Agreement No. 16 Staff is seeking Council approval for the Supplemental Agreement No. 16 with IBI Group for a new scope and fee that addresses additional utility conflict resolution potholing, minor re- design for conflict resolution, additional right -of -way acquisition services and additional survey work for the Andover Park West Street Widening in the amount of $86,450. UNANIMOUS APPROVAL. FORWARD TO AUGUST 27 COW FOR DISCUSSION. III. SCATBd No discussion held. INFORMATION ONLY. IV. MISCELLANEOUS Committee Chair Ekberg mentioned that the brush in the median on northbound SR -599 just north of the bridge over I -5 appears to be a hindrance to the sight distance for northbound vehicles. Bob Giberson will forward this on to the WSDOT maintenance office for review and response.