HomeMy WebLinkAboutR-2025-024 Resolution authorizing Task Order 2025-01 with HLA Engineering and Land Surveying, Inc. to provide engineering services for Yakima Arboretum Force Main Rehabilitation Project SC2819 RESOLUTION NO. R-2025-024
A RESOLUTION authorizing Task Order 2025-01 with HLA Engineering and Land Surveying,
Inc. to provide engineering services for Project SC2819 Yakima Arboretum
Force Main Rehabilitation.
WHEREAS, the City of Yakima maintains the Wastewater Collections System in
accordance with applicable Federal, State and Local regulations; and
WHEREAS, the City of Yakima Wastewater Division has identified pipeline segments that
require rehabilitation or replacement; and
WHEREAS, this and future projects will stabilize current conditions of the city's
wastewater pipe system and reduce infiltration of groundwater which will save treatment costs,
improve collection system reliability, and limit the need for upgrades to the Wastewater Treatment
Plant; and
WHEREAS, by resolution R-2023-107, the City entered into Professional Services
Agreement 2023-139 with HLA Engineering and Surveying (HLA) to prepare the plans and
contract documents for the rehabilitation of City of Yakima sanitary sewer main lines in various
locations in city, and
WHEREAS, the City of Yakima Wastewater Division requires design and engineering
services during construction for the rehabilitation of the 4,100 linear feet of the Yakima Arboretum
Sewer Force Main; and
WHEREAS, the City desires to enter into Task Order 2025-01 under the existing
Professional Services Agreement 2023-139 with HLA, Inc. to provide engineering services
required for Yakima Arboretum Force Main Rehabilitation; and
WHEREAS, the City Council finds that it is in the best interest of the City of Yakima and
its residents to enter into Task Order 2025-01 under Professional Services Agreement 2023-139
with HLA, Inc, to provide engineering services for the Yakima Arboretum Force Main
Rehabilitation; now, therefore
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized and directed to execute the attached Task Order
2025-01 under Professional Services Agreement 2023-139 between the City of Yakima and HLA,
Inc. in the amount of THREE HUNDRED TWENTY-THREE THOUSAND EIGHT HUNDRED AND
TEN DOLLARS ($323,810) for design and engineering services required to rehabilitate the
Yakima Arboretum Sewer Force Main Rehabilitation.
ADOPTED BY THE CITY COUNCIL this 4th day of February, 2025.
ti
ATTEST: �: q* •• atricia Byers„I`Aayor
• SEAL
' Rosalinda Ibarra, City Clerk
TASK ORDER NO. 2025-01
(CITY CONTRACT NO. 2023-139, RESOLUTION NO. R-2025-0111
AGREEMENT REGARDING TASK ORDER UNDER CITY CONTRACT 2023-139 AND
RESOLUTION R-2023-107 BETWEEN
CITY OF YAKIMA
AND
HLA ENGINEERING AND LAND SURVEYING, INC. (HLA)
WHEREAS, CITY and ENGINEER entered into City Contract No. 2023-139 ("the contract") as
authorized by City Resolution No R-2023-107; and
WHEREAS, the parties agreed in the contract, Section 2 1 that ENGINEER shall be expected to
perform the work required by each task or group of tasks as assigned by the City for completion as
required by the City and approved by Yakima City Council;
THEREFORE, the parties agree ENGINEER shall complete the following tasks as part of the
Basic Services as defined in Section 2.1 of the contract subject to all the terms and conditions contained
in the contract, which is incorporated by reference
PROJECT DESCRIPTION:
Yakima Arboretum Force Main Rehabilitation
City Project No. SC2842
HLA Project No. 24188E
The CITY of Yakima (CITY) desires to replace approximately 4,100 linear feet of the Arboretum sewer
force main and cleanouts, including jacking and boring under State Route (SR) 24 in the City, necessary
to properly maintain and operate existing sewer force main
SCOPE OF SERVICES:
At the direction of the CITY, HLA shall provide professional engineering services for the Arboretum Force
Main Improvements (PROJECT). HLA services shall include the following.
1.0 Design Engineering
1 1 Provide complete PROJECT management to deliver the PROJECT within mutually
determined expectations.
1.2 Conduct a topographic survey of the PROJECT area as required to complete design, plans,
and specifications, including call for utility locates
1 3 Coordinate with WSDOT for utility crossing and prepare necessary permitting documentation
for utility crossing.
1.4 Perform field investigations necessary to design the identified improvements including
measuring inverts within manholes, field checking topographic survey, and all associated
traffic control for field investigations.
1 5 Attend up to two (2) PROJECT meetings with CITY staff—one each at 60% and 90% plan
completion -to fully review all elements of the PROJECT
1.6 Assist with PROJECT updates and related administrative documents to the appropriate
agencies that have jurisdiction over design and construction of this PROJECT.
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1.7 Notify private utilities of pending improvements.
1.8 Perform the preliminary design and submit 30% preliminary plans to the CITY.
1.9 Following receipt of 30% plan review comments by the CITY, prepare 60% design plans and
cost estimate, and submit to the CITY for review.
1.10 Meet with CITY to review 60% submittal
1.11 Following receipt of 60% review comments by the CITY, prepare 90% design plans,
specifications, and cost estimate, and submit to the CITY for review.
1.12 Review and discuss 90% submittal with CITY staff.
1 13 Following receipt of 90% review comments by the CITY, perform the final design, and
prepare 100% plans, specifications, and cost estimate for publicly bid improvements, as
authorized by the CITY
1.14 Perform quality control and assurance review of all final documents.
1.15 Prepare final Engineer's construction cost estimate.
1.16 Provide final plans and specifications to the CITY in electronic format suitable for printing and
use at time of bid advertisement It is anticipated HLA will prepare one (1) complete set of
plans and specifications for one (1) bid call; additional bid packages will be considered
additional services
1.17 Following receipt of authorization from CITY, prepare advertisement for bids and provide to
the CITY for use and implementation All advertising fees to be paid by the CITY.
1.18 Submit bid advertisement to the Yakima Herald Republic
1.19 Post bid documents to HLA website and notify potential bidders, utility companies, and plan
centers of PROJECT posting, and maintain planholder list.
1 20 Respond to questions, if any, from prospective bidders.
1.21 Prepare and issue addenda to contract documents, if necessary
1 22 Attend the bid opening and participate in the evaluation process.
1.23 Prepare summary of bids received and review bidder's qualifications and responsiveness
1.24 Make recommendation of award to the CITY for construction contract
1 25 Prepare administrative documents to the appropriate agencies which have jurisdiction over
funding, design, and construction of the PROJECT.
2.0 Construction Engineering
2.1 Following City Manager intent to award authorization, prepare notice of intent to award to the
Contractor, assemble construction contract documents, and coordinate contract execution
with the CITY and Contractor.
2.2 Review Contractor's submission and resubmissions, if necessary, of certificate of insurance
and contract bond Assemble final Contractor-signed contract documents and supply to the
CITY for execution
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2 3 Coordinate and facilitate preconstruction meeting with the CITY, Contractor, private utilities,
and affected agencies, including preconstruction agenda and meeting record
2 4 Prepare and transmit notice to proceed to Contractor.
2 5 Furnish a field survey crew to provide geometric control, including construction staking, if
necessary. Any re-staking efforts will be charged to the Contractor by deducting payment
from the progress estimate, consistent with the contract documents.
2.6 Furnish a field survey crew to provide ground monitoring once a day everyday during the
trenchless pipe installation and once a week for thirty days after the last day of the trenchless
construction
2.7 Furnish a resident engineer (inspector) to observe construction for substantial compliance
with plans and specifications and CITY Construction Standards.
2.8 Review and respond to Contractor's submission of samples and shop drawings.
2.9 Maintain a record of materials (ROM) for duration of PROJECT and provide to the Contractor
for their use.
2.10 Interpret plans and specifications when necessary.
2.11 Respond to Contractor requests for information (RFI).
2 12 Prepare Inspector Daily Reports (IDRs) to document daily progress
2 13 Prepare weekly statements of working days, and distribute to the Contractor
2 14 Create and maintain construction documentation for the life of the PROJECT.
2.15 Consult and advise the CITY during construction and make final review and report of the
completed work with CITY representatives.
2.16 Coordinate testing scheduling with the Contractor's materials testing firm and review
acceptance sampling and testing for construction materials
2.17 Coordinate and attend construction meetings anticipated once per week during the duration
of PROJECT.
2.18 Perform measurement and computation of pay items and include in IDRs.
2.19 Prepare and provide monthly progress estimates to the CITY and recommend progress
payments for the Contractor.
2.20 Prepare proposed contract change orders and/or force account computations as required
2 21 Conduct final walkthrough inspection with the Contractor and CITY, and prepare punchlist of
remaining physical and administrative work Prepare and transmit punchlist to Contractor.
2.22 Prepare and furnish record drawings and field notes of completed work in accordance with
PROJECT field records provided by the resident engineer and those submitted by the
Contractor.
2 23 Prepare administrative documents to the appropriate agencies which have jurisdiction over
funding, design, and construction of this PROJECT
2.24 Monitor the Contractor's compliance with State labor standards
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2 25 Prepare and submit recommendation of PROJECT acceptance.
2 26 Following PROJECT acceptance recommendation, transmit electronic construction
documentation to the CITY through an electronic file transfer website, such as OneDrive.
2.27 Notify CITY when retainage may be released
2 28 Monitor the PROJECT is completed as designed and contract specifications are adhered to
during construction.
2.29 Participate in project debrief with CITY staff to address project successes, challenges, and
lessons learned.
3.0 Additional Services
Provide professional engineering services for additional work requested by the CITY that is not included
in this Task Order
4.0 Items to be Furnished and Responsibility of the CITY
The CITY will provide or perform the following
4.1 Provide all CITY requirements for the PROJECT.
4.2 Provide all available information pertinent to the PROJECT relative to completion of design
and construction of the PROJECT.
4.3 Provide video inspection files of all PROJECT pipeline segments
4.4 Contact property owners affected by the PROJECT and gain necessary access to property
for field investigation, design, and construction of the improvements. Entry to private property
will not be made until a CITY approved agreement is obtained.
4.5 Examine all documents presented by HLA and provide written decisions within a reasonable
time so as not to delay the work of HLA as represented in Time of Performance
4 6 Obtain approval of all governmental authorities for the PROJECT, and approvals and
consents from other individuals as necessary for completion of the PROJECT.
4.7 Pay for advertising, notices, or other publications as may be required
4 8 Pay for all necessary permits.
4 9 The CITY will prepare and submit the Notice of Completion of Public Works Contract(NOC)
and monitor lien releases from state agencies.
TIME OF PERFORMANCE:
HLA will diligently pursue the completion of the PROJECT as follows:
1.0 Design Engineering
1 1 HLA will provide 30% draft plans for CITY review within sixty (60)working days from receipt
of this signed Task Order.
1 2 HLA will provide 60% draft plans and cost estimate for CITY review within sixty (60)working
days from receipt of CITY comments from 30% plans
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1.3 Each successive plan review set(90% and 100%) shall be completed within thirty (30)
working days of comment receipt from that previously submitted set.
1 4 The bid advertisement will be scheduled for a Thursday publication in the Yakima Herald
Republic, such that the bid opening will be scheduled on a Thursday consistent with City bid
opening schedules.
1.5 The bid opening will be two (2)weeks following the bid advertisement.
1.6 A bid summary and recommendation of award will be prepared within two (2)working days of
the bid opening
1 7 Following award concurrence by the CITY, contracts will be prepared and provided to the
Contractor within three (3) working days.
2.0 Construction Engineering
2.1 Construction engineering services shall begin upon construction contract award by the CITY
and extend through the completion of construction, and construction closeout, as requested
and directed by the CITY.
2.2 A maximum of fifty-five (55) working days has been assumed for the construction of the
improvements and the construction observation estimate is based on twelve (12) working
hours per day.
2 3 Should the Contractor be granted time extensions for construction completion due to
recognized delays, requested additional work, and/or change orders, services during
construction beyond the fifty-five (55)working days shall be considered additional services.
3.0 Additional Services
Time for completion of work directed by the CITY under additional services shall be negotiated and
mutually agreed upon at the time service is requested by the CITY
FEE FOR SERVICES:
For the services furnished by HLA as described within this Task Order, the CITY agrees to pay HLA the
fees as set forth herein. The amounts listed below may be revised only by written agreement of both
parties.
1.0 Design Engineering
All work directed by the CITY for design engineering shall be performed on a time-spent basis at the
current hourly billing rates in effect at the time of this Task Order, provided in EXHIBIT B of the
Agreement(City Contract No. 2023-139, Resolution No. R-2023-107), plus reimbursement for direct non-
salary expenses as described in section 6.1.1.1. An estimate of time and expenses for services is
provided in EXHIBIT 1 below. The estimated maximum fee for this work is $155,080.00.
2.0 Construction Engineering
Construction is anticipated to occur during the fall of 2025. All work for construction engineering services
shall be performed on a time-spent basis at the current hourly billing rates in effect at the time of this Task
Order, provided in EXHIBIT B of the Agreement(City Contract No. 2023-139, Resolution No. R-2023-
107), plus reimbursement for direct non-salary expenses as described in section 6 1.1 1 An estimate of
time and expenses for services is provided in EXHIBIT 1 below The estimated maximum fee for this work
is$168,730.00.
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3.0 Additional Services
Additional work requested by the CITY not included in this Task Order shall be authorized by the CITY
and agreed upon by HLA in writing prior to proceeding with services. HLA will perform additional services
as directed/authorized by the CITY on a time-spent basis at the current hourly rates in effect at the time of
this Task Order, provided in EXHIBIT B of the Agreement(City Contract No. 2023-139, Resolution No. R-
2023-107), plus reimbursement for direct non-salary expenses as described in section 6.1.1.1.
Proposed: (�/20ZS--
HLA Engineering and L e ing, Inc. Da{{e
Michael T. attle, PE, President
Approved:
City of Yakima Date
Victoria Baker, City Manager
CITY CONTRACT NO: 0 3- 139 "ro#t arras-ol
RESOLUTION NO: -Da 1
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EXHIBIT 1 — PROFESSIONAL SERVICES
During the term of this Task Order, HLA Engineering and Land Surveying, Inc. (HLA), shall perform
professional services in connection with the following project.
Yakima Arboretum Force Main Rehabilitation
Design Engineering
Task Order No. 2025-01
City Project No. SC2842
HLA Project No. 24188E
For the services described in Task Order No. 2024-02, compensation shall be paid per Section 6 of the
Agreement (City Contract No. 2023-139, Resolution No. R-2023-107). The following spreadsheets show
the estimated time and expenses to perform said services
ENGINEER'S HOURLY DESIGN ESTIMATE
Client City of Yakima
Project Title Yakima Arboretum Force Main Rehabilitation
City Contract Number 2023-139
HLA Project No 24188E
Date January 6,2025 LABOR
Unector or Supervisor of Licensed
Senior Licensed Surveyor on Contract
Task Principal Principal Engineering, Project Construction,Professional CAD Drafter/ Two Man Administrator I, Total
NO Project Task Engineer Engineer Construction, Engineer ll Planning, Land Designer Crew Administrative Hours Task Direct Costs
Other Other Surveyor
$274 $245 $245 $202 $202 $199 $160 $141 $107
1.0 DESIGN ENGINEERING
1 Project Management 2 10 0 8 0 0 0 , 0 0 20 $4,614
2 Project Meetings 4 8 0 8 0 0 0 0 0 20 $4,672
3 WSDOT Coordination 2 6 0 10 0 4 16 0 16 56 $9,596
4 Field investigations and field surveying 0 8 0 8 0 8 0 80 0 104 $16,448
5 Pipeline evaluation,review video inspection 0 8 0 40 0 0 0 0 0 48 $10,040
6 Preliminary 30%design plans 2 20 0 60 0 4 10 0 10 106 $21,034
7 60%design plans and cost estimate 1 10 0 30 0 2 5 0 5 53 $10,517
8 90%design plans,specifications,cost estimate 1 10 0 30 0 2 5 0 5 53 $10,517
9 In-house project review,quality control 4 20 6 20 6 8 20 0 20 104 $19,650
10 Incorporate Agency review comments 0 8 0 20 0 0 20 0 10 58 $10,270
11 Final design,plans,and specifications 4 20 0 20 0 2 20 0 16 82 $15,346
12 Prepare estimate of construction cost 0 4 0 20 0 0 8 0 0 32 $6,300
13 Manage and administer bid process 0 8 0 8 0 0 0 0 8 24 $4,432
14 Answer bidder questions 0 8 0 8 0 0 0 0 3 19 $3,897
15 Prepare and issue addenda 0 6 0 8 0 0 6 0 4 24 $4,474
16 Mend bid opening 0 2 0 2 0 0 0 0 0 4 $894
17 Prepare tabulation of bids 0 2 0 2 0 0 0 0 2 ' 6 $1,108
18 Make recommendation of contract award 0 2 0 2 0 0 0 0 2 6 $1,108
Labor Subtotal 20 162 6 304 6 30 110 I 80 101 819 $154,917
DIRECT NON-SALARY EXPENSES.
Travel Cost/Unit Miles/Days - - - - - - - - -
VehicleMleage $070 100 . . _ $7000
Out-of-town Meals $0.00 0 . _ _ _ . _ _ $0 00
-
Out-of-town Lodging $0 00 0 _ _ _ _ _ _ _ _ $0 00
Miscellaneous Expenses
Advertising $0 00 - . _ _ _ . _ $0 00
Printing 3 copies plans/specs $93 00 - _ _ _ _ _ _ _ _ $93 00
Other $0 00 - _ _ - - - - _ $0 00
Subtotal-Labor $154,917 00
Subtotal-Direct Non-Salary Expenses $163 00
GRAND TOTAL-DESIGN ENGINEERING S155,080.00
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EXHIBIT 1 — PROFESSIONAL SERVICES (Continued)
Yakima Arboretum Force Main Rehabilitation
Construction Engineering
Task Order No. 2025-01
City Project No. SC2842
HLA Project No. 24188E
ENGINEERS HOURLY CONSTRUCTION ESTIMATE
Client City of Yakima
Project Title Yakima Arboretum Force Main Rehabilitation-Construction Engineenng
City Contract Number 2023-139
HLA Project No 24188C
Date: January 6,2025 LABOR
Director of Licensed
Licensed Surveyor on Contract
Task Principal Engineering, Project Professional Resident Two Man Administrator II, Total Task Direct
No Protect Task Engineer Construction, Engineer II Land Engineer Crew Administrative II Hours Costs
Other Surveyor
$245 $245 $202 $199 $149 $141 $139
2.0 CONSTRUCTION ENGINEERING
1 Assist City withRevew/Contract Prep 2 0 2 0 0 0 2 6 $1,172
2 Conduct Pre-Construction Meeting 2 2 2 0 2 0 2 10 $1,960
3 Construction Observation 0 8 0 0 660 0 0 668 $100,300
4 Field Inspection Reports 2 8 8 0 80 0 8 106 $17,098
5 Construction Staking 0 0 0 8 0 16 0 24 $3,848
6 Construction Administration 0 6 0 0 4 0 60 70 $10,406
7 Construction Meetings 2 4 2 0 4 0 4 16 $3,026
8 Submittal Review 0 8 0 0 20 0 8 36 $6,052
9 State Labor Standards Compliance 0 0 0 0 0 0 20 20 $2,780
10 Progress Payments 2 6 8 0 6 0 16 38 $6,694
11 Change Orders 2 2 8 0 8 0 16 36 $6,012
12 Final Walk-Through/Punchlist 2 2 2 0 2 0 4 12 $2,238
13 Project Closeout 2 4 2 0 2 0 16 26 $4,396
14 Record Drawings 2 2 2 0 4 0 2 12 $2,258
Labor Subtotal 18 52 36 8 792 16 158 1080 $168,240
DIRECT NON-SALARY EXPENSES:
Travel Miles/Days - - - - - -
Vehicle Mileage 700 - _ - - _ $490 00
Out-of-town Meals 0 - - - - - $0 00
Out-of-town Lodging 0 - - - - $0 00
Miscellaneous Expenses
Advertising - - - - - - $0 00
Pnnting X copies plans/specs -
-
- - - - $000
Other - - - - - - $0 00
$168,240 00
$490 00
$168,730.00
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•
cop,
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 7.D.
For Meeting of: February 4, 2025
ITEM TITLE: Resolution authorizing Task Order 2025-01 with HLA Engineering and
Land Surveying, Inc. to provide engineering services for Yakima
Arboretum Force Main Rehabilitation Project SC2819
SUBMITTED BY: Scott Schafer, Director of Public Works
* Mike Price, Wastewater Manager
SUMMARY EXPLANATION:
City of Yakima (City) Project SC2819 will rehabilitate the approximately 4,100 feet of sewer force main
pipe that conveys wastewater from the Yakima Arboretum and Humane Society to the wastewater
treatment plant. The project restores reliability to a wastewater force main that crosses under the busy
Nob Hill Boulevard/State Route 24 arterial.
The City previously entered into Contract No. 2023-139 with HLA Engineering and Land Surveying, Inc.
to develop Task Orders at the direction of the City to provide engineering services for wastewater
collection system improvements. HLA will perform the design, bidding, and construction engineering
services for Project SC2819 under Task Order 2025-01 to the existing contract.
The terms of Task Order 2025-01 would be in an amount not to exceed Three Hundred Twenty-Three
Thousand Eight Hundred and Ten Dollars ($323,810). Task Order 2025-01 including EXHIBIT 1 -
PROFEESSIONAL SERVICES is attached for Council review. Funds are budgeted from Wastewater
Capital Fund 476.
ITEM BUDGETED: Yes
STRATEGIC PRIORITY 24-25: A Resilient Yakima
RECOMMENDATION: Adopt Resolution.
ATTACHMENTS:
Resolution
Contract.pdf