HomeMy WebLinkAbout11/03/2025 07.D. Resolution authorizing Supplemental Agreement No. 4 to Task Order No. 2022-01 with HLA Engineering and Land Surveying, Inc. for the Water/Irrigation and Wastewater Divisions Low-Income and Unserved Utility Areas Project AC2570 and SC2605 < `y 1ljlt
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 7.D.
For Meeting of: November 3, 2025
ITEM TITLE: Resolution authorizing Supplemental Agreement No. 4 to Task Order
No. 2022-01 with HLA Engineering and Land Surveying, Inc. for the
Water/Irrigation and Wastewater Divisions Low-Income and Unserved
Utility Areas Project AC2570 and SC2605 (Water and Wastewater
Capital, Grant Funded)
SUBMITTED BY: Scott Schafer, Public Works Director
Mike Price, Wastewater and Stormwater Manager
* Mike Shane, Water/Irrigation Manager
SUMMARY EXPLANATION:
City of Yakima has a project that provides funding to connect low-income and unserved areas with city
utilities. The city received additional funding for the project from Bureau of Reclamation. The city
contracts with HLA Engineering to provide design, bidding and construction management assistance for
this project. Task Order 4 provides additional funding, through the Bureau of Reclamation funds, for HLA
to perform this work. Further details below.
On August 17, 2022, the City entered into a Professional Services Agreement with HLA Engineering and
Land Surveying, Inc. for the Water/Irrigation and Wastewater Divisions Low-Income and Unserved Utility
Areas project (City Contract No. 2022-140 and Resolution R-2022-10), which included Task Order 2022-
01 for the design services for water and wastewater collection systems in the North East and South
Central area of the City, as well as funding source recommendations and application assistance to
provide possible funding for construction of the designed project.
On May 6, 2024, the City of Yakima Water/Irrigation and Wastewater Divisions were notified of the
selection by the United States Bureau of Reclamation (BOR) to receive $4,949,298.00 as part of the
WaterSMART Drought Response Program Drought Resiliency Projects for FY2024 to complete the
construction of water and sewer infrastructure in unserved areas of Yakima.
Proposed Supplemental Agreement No. 4 to Task Order No. 2022-01 provides for tasks associated with
extending water and sewer connections into private property to connect to residents' households,
including design engineering, bidding support, and construction services for the on-site physical water
and sewer connections (Phase 2), connecting the dwelling units to the water and sewer stubs installed in
the right-of-way as part of Phase 1.
Funding for Supplemental Agreement No. 4 will come through reimbursements from the BOR grant.
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Supplemental Agreement No. 4 between City of Yakima (City Contract No. 2022-140, Resolution R-
2022-109, Task Order No. 2022-01) and HLA Engineering and Land Surveying, Inc., in an amount not to
exceed $239,105, is attached for City Council review.
ITEM BUDGETED: Yes
STRATEGIC PRIORITY 24-25: A Safe and Healthy Yakima
RECOMMENDATION: Adopt Resolution.
ATTACHMENTS:
Resolution_HLA- Unserved Area Supplemental Agreement No. 4
22133 Water-Irr and WW- Low-Income and Unserved Supp No. 4_HLA Signed.pdf
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RESOLUTION NO. R-2025-
A RESOLUTION authorizing the City Manager execute Supplemental Agreement No. 4 to
Task Order No. 2022-01 entered into with HLA Engineering and Land
Surveying, Inc. for the Water/Irrigation and Wastewater Divisions Low-
Income and Unserved Utility Areas Project AC2570 and SC2605.
WHEREAS, the City of Yakima maintains and operates water distribution and wastewater
collection systems in accordance with applicable Federal, State and Local regulations; and
WHEREAS, there are several areas in Yakima considered low income that are not served
by water or wastewater; and
WHEREAS, the City of Yakima entered into an agreement with HLA Engineering and Land
Surveying, Inc. on August 17, 2022 for the Water/Irrigation and Wastewater Divisions Low-Income
and Unserved Utility Areas, including Task Order 2022-01, as part of City Contract No. 2022-140
and Resolution R-2022-109; and
WHEREAS, HLA Engineering and Land Surveying, Inc. has completed the design
services associated with the Water/Irrigation and Wastewater Divisions Low-Income and
Unserved Areas Project AC2570 and SC2605; and
WHEREAS, the City of Yakima Water/Irrigation and Wastewater Divisions were selected
by the United States Bureau of Reclamation to receive $4,949,298.00 as part of the WaterSMART
Drought Response Program Drought Resiliency Projects for FY2024 to complete the construction
of water and sewer infrastructure in unserved areas of Yakima; and
WHEREAS, the HLA Engineering and Land Surveying, Inc. has provided Supplemental
Agreement No. 4 to Task Order No. 2022-01 to provide required tasks associated with extending
water and sewer connections into private property to connect to residents' households, including
design engineering, bidding support, and construction services for the on-site physical water and
sewer connections (Phase 2), connecting the dwelling units to the water and sewer stubs installed
in the right-of-way as part of Phase 1., in an amount not to exceed $239,105; and
WHEREAS, the City Council has determined that it is in the best interest of the City of
Yakima to enter into Supplemental Agreement No. 4 to Task Order No. 2022-01 with HLA
Engineering and Land Surveying, Inc., attached hereto and incorporated herein by this reference,
to perform design engineering, bidding support, and construction services for the on-site physical
water and sewer connections (Phase 2) now, therefore
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized to execute Supplemental Agreement No. 4 to Task Order
No. 2022-01 with HLA Engineering and Land Surveying, Inc., in the amount of two hundred forty-
three thousand, eight hundred three dollars ($243,803) to provide design engineering, bidding
support, and construction services for the on-site physical water and sewer connections (Phase
2), which is attached hereto and by this reference made a part hereof.
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ADOPTED BY THE CITY COUNCIL this 3rd day of November, 2025.
ATTEST: Patricia Byers, Mayor
Rosalinda Ibarra, City Clerk
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Contract Supplemental Agreement
Supplemental Agreement Organization and Address:
Number: 4 HLA Engineering and Land Surveying, Inc. (HLA)
2803 River Road
Yakima, WA 98902
Original Contract Number: Execution Date of Supplement:
2022-140
City Project Number: Completion Date of Supplement:
AC2570/SC2605 December 31, 2026
Project Title: Original Amount Payable:
Water/Irrigation and Wastewater Divisions $558,200
Low-Income and Unserved Utility Areas
HLA Project No. 22133E
Revised Amount Payable this Supplement: $1,582,322 (Increase of$243,803)
Supplemental Agreement No. 4
The City of Yakima (CITY), Washington, desires to supplement Task Order No. 2022-01 entered into with
HLA Engineering and Land Surveying, Inc. on August 17, 2022, by Resolution No. 2022-109. All
provisions in the basic contract remain in effect except as expressly modified by this supplement. The
changes to the Agreement are described as follows:
Exhibit A: Scope of Services
The attached Exhibit A- Scope of Services for additional tasks to be performed as part of this
Supplemental Agreement includes assistance with Phase 2 Design Engineering, Bidding Support, and
Construction Engineering.
Exhibit B: Fee Breakdown
Payment for this supplemental work, as shown on Exhibit B, is not to exceed $243,803, bringing the total
amount of the Agreement to $1,582,322 (Original Task Order for $558,200, Supplement No. 1 for $0
increase, Supplement No. 2 for$682,019 increase, Supplement 3 for$98,300 increase, and Supplement
4 for$243,803 increase). The remaining balance from the Phase 1 design engineering phase (Task 2.0)
is carried forward to the Phase 2 design engineering phase for the net increase of$243,803. Invoices will
be split between the Water/Irrigation and Wastewater Divisions, 28% and 72%, respectively, consistent
with historic and current project splits.
A project expenditure breakdown is presented on the following page.
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PROJECT EXPENDITURE BREAKDOWN
Supplement Supplement Supplement Supplement
Phase Original No. 1 No. 2 No. 3 No.4
Totals
WATER/IRRIGATION DIVISION
1.0 Funding Source
Recommendations $15,000 $0 $0 $0 $1,606 $16,606
and Applications
2.0 Design Engineering $207,700 $0 $0 $0 ($3,468) $204,232
3.0 Bidding and
Construction $0 $0 $166,094 $0 $0 $166,094
Engineering
4.0 Additional Services N/A N/A N/A N/A N/A N/A
5.0 Items To Be N/A N/A N/A N/A N/A N/A
Furnished By the City
6.0 CDBG Environmental $0 $0 $0 $0 $0 $0
Compliance
7.0 BOR Environmental $0 $0 $1,837 $0 $0 $1,837
Compliance
8.0 Cultural Resource $0 $0 $18,545 $0 $0 $18,545
Survey
9.0 Funding $0 $0 $4,489 $0 $0 $4,489
Administration
10.0 Public Outreach $0 $0 $0 $27,524 $0 $27,524
11.0 Phase 2 Design $0 $0 $0 $0 $23,685 $23,685
Engineering
12.0 Phase 2 Bidding $0 $0 $0 $0 $2,907 $2,907
Support
13.0 Phase 2 Construction $0 $0 $0 $0 $60,790 $60,790
Engineering
WASTEWATER COLLECTION DIVISION
1.0 Funding Source
Recommendations $15,000 $0 $0 $0 $3,092 $18,092
and Applications
2.0 Design Engineering $320,500 $0 $0 $0 ($69,502) $250,998
3.0 Bidding and
Construction $0 $0 $427,098 $0 $0 $427,098
Engineering
4.0 Additional Services N/A N/A N/A N/A N/A N/A
5.0 Items To Be N/A N/A N/A N/A N/A N/A
Furnished By the City
6.0 CDBG Environmental $0 $0 $0 $0 $0 $0
Compliance
7.0 BOR Environmental $0 $0 $4,725 $0 $0 $4,725
Compliance
8.0 Cultural Resource $0 $0 $47,688 $0 $0 $47,688
Survey
9.0 Funding $0 $0 $11,543 $0 $0 $11,543
Administration
10.0 Public Outreach $0 $0 $0 $70,776 $0 $70,776
11.0 Phase 2 Design $0 $0 $0 $0 $60,903 $60,903
Engineering
12.0 Phase 2 Bidding $0 $0 $0 $0 $7,474 $7,474
Support
13.0 Phase 2 Construction $0 $0 $0 $0 $156,316 $156,316
Engineering
Totals $558,200 $0 $682,019 $98,300 $243,803 $1,582,322
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Exhibit C: Schedule of Rates
Exhibit C shall be supplemented with the attached 2026 calendar year schedule of rates for the
completion of the Agreement for Professional Services. The 2026 calendar year schedule of rates will be
effective January 1, 2026, through December 31, 2026.
If you concur with this supplement and agree to the changes as stated above, please sign the
appropriate spaces below and return to this office for final action.
By: AlA-401A % ~/(/ By:
Consultant Signature City Manager Signature
Date
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EXHIBIT A
Scope of Services
Water/Irrigation and Wastewater Division
Low-Income and Unserved Utility Areas
The City of Yakima (CITY) has received WaterSMART Drought Resilience funding from the Bureau of
Reclamation (BOR) for this PROJECT. The funding award included the design and construction
associated with extending water and sewer connections into private property to connect to residents'
households. The funding award also included the connection charge for new water and sewer services,
well abandonment, and septic system decommissioning. This Supplemental Agreement Number 4 is for
the design engineering, bidding support, and construction services for the on-site physical water and
sewer connections (Phase 2), connecting the dwelling units to the water and sewer stubs installed in the
right-of-way as part of Phase 1. Phase 2 design engineering will include design for 100% of water and
sewer connections, as the public outreach to confirm properties desiring connections is still in process,
and connection confirmations are yet to be determined. Phase 2 construction engineering includes only
75% of property water and sewer connections based on initial trends of public outreach responses.
11.0 Phase 2 Design Engineering
11.1 Land Survey
a. Request field locates from 811 Call Before You Dig to confirm existing utility horizontal
locations. No excavations will occur by HLA to determine vertical locations.
b. Conduct drone and topographic survey of the private properties within the PROJECT
area to complete design, plans, and specifications.
c. Review available plat maps, documents, and surveys to identify public right-of-way
widths, easements, and other identified encumbrances. No title reports are anticipated to
be ordered. If required, title reports will be ordered by HLA and paid for by the CITY.
11.2 Draft Plans, Specifications, and Estimate
a. Perform field investigations necessary to design the identified improvements.
b. Prepare and provide draft plans, specifications, and a cost estimate of the water and
sewer connections into private property for review and comment by the CITY.
c. Notify private utilities of pending improvements and advise of the PROJECT schedule.
11.3 Final Plans, Specifications, and Estimate
a. Attend a review meeting with the CITY to address and resolve Draft review comments.
b. Perform quality assurance and quality control (QA/QC) review of all documents.
c. Address CITY review comments and QA/QC comments, and prepare final plans,
specifications, and estimate.
d. Provide final plans and specifications to the CITY in PDF format suitable for printing and
use at the time of bid advertisement. It is anticipated that HLA will prepare one (1)
complete set of plans and specifications for one bid call; additional bid packages will be
billed as additional services.
e. Provide two (2) printed copies of contract documents to the CITY.
f. Prepare advertisement for bids. Coordinate with CITY on the number and location of
publications and submit the advertisement to the selected publication(s) on behalf of the
CITY. All advertising fees are to be paid by the CITY.
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11.4 Following is the proposed sheet list:
Plan Sheets Comment
Cover Sheet
Legend and General Notes
Class'A' Signing Plans
TESC Plans 1"=40' Scale
Plan Sheets
Details CITY, storm, sewer, water, irrigation, etc.
12.0 Phase 2 Bidding Support
12.1 Post bid documents to the HLA website and notify the CITY, funding agency, approving
authority(ies), utility companies, and plan centers of the PROJECT posting.
12.2 Create and maintain a planholder list and post to the HLA website.
12.3 Answer questions and/or supply information as requested by prospective bidders.
12.4 Prepare and issue addenda to contract documents, if necessary.
12.5 Participate in the bid opening, evaluate bids, prepare bid tabulation, and make a
recommendation for award.
13.0 Phase 2 Construction Engineering
13.1 PROJECT Management, Invoicing, and Controls
a. Perform management of overall PROJECT delivery and PROJECT controls.
b. Provide monthly status reports and invoices for the work performed.
c. Prepare and maintain the PROJECT schedule in conjunction with funding requirements
and timelines, to be updated monthly or as otherwise requested by the CITY.
d. Maintain PROJECT files for CITY review.
e. Consult and advise the CITY during construction and perform a final review and report on
the completed work with representatives of the CITY.
13.2 Staking
a. Furnish a field survey crew to provide geometric control, including construction staking
(as needed).
13.3 Construction Observation
a. Furnish a resident engineer(inspector) to be on site and provide surveillance of
construction for compliance with plans and specifications for the duration of construction,
based on 60-hour work weeks, and seventy (70) contract working days. If the Contractor
is authorized by the CITY to work extra hours or extend contract time, then a supplement
will be executed by the CITY to compensate for additional work required by HLA.
b. Prepare daily progress reports for the PROJECT.
c. Monitor compliance with environmental requirements.
d. Interpret plans and specifications when necessary.
e. Coordinate and attend construction meetings, anticipated once per week during the
duration of construction.
f. Review acceptance sampling and testing for construction materials.
g. Perform measurement and computation of pay items.
h. Review Contractor's submission of contract and materials submittals, samples, and shop
drawings. Provide field verification of materials incorporated into the PROJECT, where
applicable.
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13.4 Construction Administration
a. Following Council award authorization, prepare notice of award to the Contractor,
assemble construction contract documents, and coordinate contract execution with the
CITY and Contractor.
b. Review the Contractor's submission of their certificate of insurance and contract bond.
c. Prepare and transmit notice to proceed to Contractor.
d. Coordinate and facilitate preconstruction meeting with the CITY, Contractor, private
utilities, and affected agencies, including preconstruction agenda and meeting record.
e. Receive and maintain PROJECT communications from the Contractor during
construction and compile PROJECT documentation.
f. Maintain a Record of Materials (ROM) for the duration of the PROJECT.
g. Respond to Contractor requests for information (RFI).
h. Prepare and distribute weekly statements of working days.
i. Prepare and provide monthly progress estimates and recommend Contractor progress
payments to the CITY.
j. Monitor the Contractor's compliance with state labor standards.
k. Assist the CITY with funding reimbursement information and supporting documentation.
13.5 PROJECT Closeout
a. Prepare and furnish record drawings and field notes of completed work in accordance
with PROJECT field records.
b. Conduct final walkthrough inspection with the Contractor and CITY. Prepare and transmit
the punchlist to the Contractor.
c. Monitor lien releases from state agencies.
d. Notify CITY when retainage may be released.
e. Coordinate and administer a PROJECT completion debrief meeting with CITY, HLA, and
the Contractor.
f. Prepare and submit the recommendation of PROJECT acceptance.
g. Prepare and submit Notice of Completion of Public Works Contract(NOC).
Assumptions:
1. Assumed 100% of properties (94) within PROJECT limits will receive a water and sewer
service design.
2. Assumed 75% of property owners(71) within PROJECT limits will physically connect to water
and sewer services.
3. The Contractor is responsible for obtaining any permitting needed to decommission septic
systems and cap discharge points on wells and is also responsible for completing this work.
This will be specified in the construction contract documents.
TIME OF PERFORMANCE
11.0 Phase 2 Design Engineering
Work described in Item 11.0 Phase 2 Design Engineering within the Scope of Services above shall begin
upon execution of this Supplement and be completed within eighty (80) working days.
12.0 Phase 2 Bidding Support
Work described in Item 12.0 Phase 2 Bidding Support within the Scope of Services above shall begin
upon completion of Phase 2 Design Engineering and be completed within thirty (30) working days.
13.0 Phase 2 Construction Engineering
Work described in Item 13.0 Phase 2 Construction Engineering within the Scope of Services above shall
begin upon completion of Phase 2 Bidding Support and be completed within seventy (70)working days.
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EXHIBIT B
Fee Breakdown
The following attached spreadsheet shows the estimated time and expenses to perform said services.
The maximum amount of compensation to the ENGINEER shall not exceed the amount indicated, but the
ENGINEER reserves the right to move fees and hours between tasks as necessary to complete the
PROJECT.
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EXHIBIT B
OHLA ENGINEER'S HOURLY ESTIMATE SUPPLEMENT 4
Waterllrrigation and Wastewater Divisions Low-Income and Unserved Utility Areas
HLA Project 22133E
Project Role Principal in Project
Charge Manager
Director of
Licensed Licensed Licensed Supervisor of Contract Engineering
Senior Principal Engineering, Project Engineer Resident Surveyor (I- Administrative(I- Total Labor
Employee Classification Principal Principal Land Professional Construction, Administrator(I- CAD(I-II) Technician (I. Total Labor Hours
Engineer Engineer Surveyor Construction, Engineer (1411) Planning,Other III) Engineer (141) II) III) Ill) Dollars
Other
Rate Used $274 $245 $245 $245 $221 $202 $202 $166 $166 $180 $160 $149 $166
11.0 Phase 2 Design Engineering 8 12 8 12 4 280 0 4 4 12 40 10 16 410 $81,510
11.1 Land Survey 0 0 4 0 0 120 0 0 0 0 40 0 0 164 $31,620
11.2 Preliminary Plans,Specifications,and Estimate 4 8 0 8 0 100 0 0 0 8 0 8 8 144 $29,176
11.3 Final Plans,Specifications,and Estimate 4 4 4 4 4 60 0 4 4 4 0 2 8 102 $20,714
Vehicle Mileage 200 Miles @ $ 0.70 $140
Printing 100 $100
Aerotas 2000 $2,000
4%Annual Escalation for One(1)Year,If Applicable $838
11.0 Phase 2 Design Engineering Total $84,588
12.0 Phase 2 Bidding Support 2 8 0 6 0 10 0 18 0 0 0 0 6 50 $9,982 I
12.1 Post bid documents 0 0 0 0 0 0 0 2 0 0 0 0 2 4 $664
12.2 Create and maintain planholder list 0 0 0 0 0 0 0 4 0 0 0 0 2 6 $996
12.3 Address questions from prospective bidders 0 4 0 2 0 4 0 0 0 0 0 0 0 10 $2,278
12.4 Prepare addenda 2 2 0 2 0 4 0 4 0 0 0 0 2 16 $3,332
12.5 Participate in bid opening and award process 0 2 0 2 0 2 0 8 0 0 0 0 0 14 $2,712
4%Annual Escalation for One(1)Year,If Applicable $399
12.0 Phase 2 Bidding Support Total $10,381
13.0 Phase 2 Construction Engineering 4 24 0 20 0 36 58 90 890 0 70 23 0 1215 $208,171
13.1 Project Management 2 8 0 8 0 8 16 0 0 0 0 0 0 42 $9,316
13.2 Staking 0 0 0 0 0 0 0 0 0 0 70 0 0 70 $11,200
13.3 Construction Observation 0 0 0 0 0 8 16 0 840 0 0 8 0 872 $145,480
13.4 Construction Administration 0 8 0 8 0 10 16 70 40 0 0 8 0 160 $28,624
13.5 Project Closeout 2 8 0 4 0 10 10 20 10 0 0 7 0 71 $13,551
Vehicle Mileage 800 Miles @ $ 0.70 $560
4%Annual Escalation for One(1)Year,If Applicable $8,375
13.0 Phase 2 Construction Engineering Total $217,106
Task Total Hours 14 44 8 38 4 8. '$8: 4Z-, ''j`.. 410
Task Total Hours Fee $3,836 $10780 $1,960 $9,310 $884 $65' $11 r716 $18,592 '7 $"rir.95 T' $299,663
GRAND TOTAL $312,100
Wastewater Share(72%) $224,712 I
Water Share(28%) $87,388
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EXHIBIT C
SCHEDULE OF HOURLY RATES FOR
HLA Engineering and Land Surveying, Inc.
Effective January 1, 2026, through December 31, 2026
Senior Principal Engineer $285.00
Licensed Principal Engineer $255.00
Licensed Principal Land Surveyor $255.00
Director of Engineering, Construction, Other $255.00
Licensed Professional Engineer $230.00
Other Licensed Professional $230.00
Project Engineer II $211.00
Supervisor of Construction, Planning, Other $211.00
Licensed Professional Land Surveyor $211.00
Planner III $193.00
Project Engineer I $189.00
CAD II $188.00
Administrative III $172.00
Contract Administrator III $172.00
Resident Engineer II $172.00
Planner II $169.00
CAD I $164.00
Surveyor II $167.00
Engineering Technician III $155.00
Planner I $155.00
Resident Engineer I $155.00
Surveyor I $147.00
Surveyor on Two-Man Crew $147.00
Administrative II $145.00
Contract Administrator II $145.00
Engineering Technician II $145.00
Surveyor on Three-Man Crew $123.00
Administrative I $112.00
Contract Administrator I $112.00
Engineering Technician I $112.00
Survey Scanner $156.00
Vehicle Mileage Federal Rate
Schedule of Rates may be adjusted during the term of this Agreement to the HLA Standard Hourly Rates
in effect at the time.
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