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HomeMy WebLinkAboutR-2026-104 agmt with JUB Engineers_contract mgmt svcs_runway rehab crosswind runway projA RESOLUTION RESOLUTION NO. R-2026-104 authorizing the City Manager to execute an agreement between J-U-B Engineers, Inc. and the City of Yakima for Runway 4/22 Construction Management Services for the Yakima Air Terminal — McAllister Field. WHEREAS, the City owns and operates the Yakima Air Terminal -McAllister Field in accordance with applicable Federal, State, and Local regulations; and WHEREAS, the City desires to rehabilitate the legacy crosswind runway 4/22 (Project); and WHEREAS, the City and J-U-B ENGINEERS, INC. (JUB) are parties to that certain professional services agreement dated on or about February 24, 2023 (Contract) to provide for engineering services for the Project; and WHEREAS, this agreement is a supplement to the Contract and details tasks to be completed by JUB for the Project; and WHEREAS, the City Council finds and determines that approval of such agreement is in the best interests of residents of the City of Yakima; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAK MA: The City Manager is hereby authorized to execute and administer the agreement between J-U-B Engineers, Inc. and the City of Yakima for Runway 4/22 Construction Management Services a copy of which is attached hereto as Exhibit "A" and incorporated herein by this reference. ADOPTED BY THE CITY COUNCIL this 7th day of July, 2026, ATTEST: R saIinda Ibarra, CMC, City Clerk '4' Matt Brown, Mayor 1 (J-U-B J•U•B ENGINEERS, INC. J-U-B ENGINEERS, Inc. TASK ORDER NO. 2026-3 AGREEMENT FOR PROFESSIONAL SERVICES — (FAA FORMAT) Attachment 1 — Scope of Services, Basis of Fee, and���Schedule THIS SUPPLEMENTAL ENGINEERING AGREEMENT is made as of theCl day ok , 2026, by and between City of Yakima, 129 N. Second Street, Yakima, WA 98901, hereinafter refer r to as the CLIENT, and J-U-B ENGINEERS, Inc., 999 W. Riverside Ave., Suite 700, Spokane, WA 99201, hereinafter referred to as J-U-B. These services are a supplement to J-U-B's existing Agreement for Professional Services for this project made on the 24th day of February 2023, by and between the CLIENT and J-U-B. All other TERMS AND CONDITIONS of said agreement remain in full force and effect. PROJECT NAME: Runway 4/22 Rehabilitation Construction AIRPORT NAME: Yakima Air Terminal — McAllister Field CLIENT: City of Yakima A.I.P. NUMBER: 3-53-0089-063-2026 J-U-B PROJECT NUMBER: RP-2.6-00356 CLIENT PROJECT NUMBER: The referenced Agreement for Professional Services executed between J-U-B ENGINEERS, Inc. (J-U-B) and the CLIENT is amended and supplemented to include the following provisions regarding the Scope of Services, Basis of Fee, and/or Schedule: PART 1 - PROJECT UNDERSTANDING FAA AIP 3-53-0089-063-2026 included the Project Formulation, Construction and Project Closeout Engineering Services for the following Items: Rehabilitate Runway 4/22 Pavement.. This will include mill and overlay of existing pavement measuring approximately 3,835-ft x 150-ft (excluding 150-ft width of Runway 9/27 pavement at runway intersection), crack filling, paving fabric, and re -striping of pavement markings. PART 2 - BASIS OF FEE A. CLIENT shall pay J-U-B for the identified Services in PART 1 as follows: 1. Project Formulation and Closeout Phase. The CLIENT shall compensate J-U-B on the basis of a lump sum amount of Twenty Five Thousand Nine Hundred Seventeen Dollars and Fifty Five Cents ($25,917.55). See Attachment 1 B for a detailed cost breakdown. 2. Construction Phase a. The CLIENT shall compensate J-U-B for the Bidding and Construction Phase, on a Cost - Plus -Fixed -Fee basis. The CLIENT shall reimburse J-U-B for the following items: i. Payroll Cost: Actual salaries paid J-U-B's employees, without markup, for the time such employees are directly used on work necessary to fulfill the terms of this AGREEMENT. At the request of the CLIENT, a list of names of personnel actually working on this project and their salaries shall be submitted prior to the start of work on the project and shall be updated as needed to reflect any reasonable salary increases, promotions and other payroll adjustments during the course of this work. ii. Payroll Additives: Additives representing the employee benefits based on payroll cost shall be computed as a percentage of the payroll cost above. For the purposes of this AGREEMENT, that additive shall be 64.08 percent of the payroll cost based on existing audits, cost data, and other information mutually agreed to by both parties. This factor is J-U-B Agreement for Professional Services Attachment 1 A — Detailed Scope of Work Page 1 subject to adjustment by the parties based on audits occurring during the life ofthis AGREEMENT. Independently prepared cost data shall be submitted, at the request of the CLIENT, at intervals not less than every 18 months to support the payroll additives for this AGREEMENT. iiiGeneral and Administrative Overhead Cost: These overhead costs shall bein accordance with Federal requirements contained inthe 41 CFR1-15.These costs shall be computed at 117.52% percent of the payroll costs above. This percentage may be adjusted by the parties based on audits occurring during the life of this AGREEMENT. Independently prepared cost data shall basubmitted, at the request ofthe CLIENT, ot intervals not less than every 18months tosupport the General and Administrative Overhead for this AGREEMENT. iv. Direct Cost and Out -of -Pocket Cost: These costs shall be directly na|mbad to this project and determined in accordance with Federal requirements contained in 41 CFR 1 - 15. x.Fixmd Fee: The Fixed Fee for performance completed under this task shall b$ Eighteen Thousand Seven Hundred Seventy Two Dollars and Thirty Five Cents ($18,772.35). Should there be a change in the scope of work under this AGREEMENT; the fixed fee shall be negotiated with an appropriate adjustment for change in the scope of work. Additional fixed fees, as approved as a portion of Supplemental Engineering Agreements, shall be in addition to the above agreed upon amount. FAA participation in those costs isconditioned ontheir approval oYthe increased costs. b. Total estimate for Construction Phase, including fixed fee, for the work under this AGREEMENT shall not exceed Two Hundred Ten Thousand Five Hundred Sixty Two Dollars and Forty Five Cents ($210,562.45). This maximum amount is subject to adjustment in the event ofany approved increases inscope ofservice as approved bythe CLIENT and the FAA and documented bvapproved Authorization for Additional Services. 3.Total Project Fees. Total fees aaoutlined above are Two Hundred Thirty Six Thousand Four H u nd red Eig hty Dollars ($236,480. 00). See Attachment 1 B for a detailed fee breakdown. PART 3-SCHEDULE OF SERVICES J-U-Bwill perform all services according hothe following schedule: June 161h2O28UoJune 3Oth.2O27 This ohmU be in effect from Juno 18th 2026to Juno 30th. 2027. In the event the aanvioae described shall not be completed during the term of this Agreement, the Agreement shall be amended. This schedule shall be equitably adjusted as the PROJECT progresses, for changes in scope, character or size of the PROJECT requested by the CLIENT or for delays or other causes beyond J-U-B'o PART 4-SCOPE OF SERVICES BY J-U-B J-U-B's Services under this Agreement are limited to the following tasks. Any other items necessary to plan and implement the project, including but not limited to those specifically listed in PART 3, are the responsibility ofCLIENT. A. Task 010: Project Formulation Phase 1. Assist the CLIENT with Project Scope development and formulation. J-U-Bwill prepare oScope of Services narrative and detailed description of all work tasks for CLIENT and FAA review and approval. Discuss review comments and revise accordingly. 2. pnopano a listing of work tasks in a spreadsheet with pmnsmn-houre, hourly natea, axpensea, and omotm based on the Scope of Services. This spreadsheet will be used for both J-U-B and the J-U-13 Agreement for Professional Services Independent Fee estimate. J-U'8shall prepare a detailed cost proposal onthe spreadsheet, based on estimates of work toaccomplish the Scope of Services. 3. Provide the CLIENT and the Independent Fee Estimator (IFE) with m blank person -hour spreadsheet, Scope mfServices, Project LovoutK8ap.ondoveraUproject estimate. 4. Prepare an Agreement for Professional Services for submittal and review by the CLIENT and FAA, including the FAA Professional Service Agmmmnnant Checklist. The Aonwennmnt mhmU be comprehensive in description of services and responsibilities of all contract parties. 5. Assist CLIENT with preparation and submittal of FAA Grant Application for Federal Assistance for the project, |ndudin8msUmatedp jaotoosts.draxvinQm.andosohedu|aforFAAsubmnitto|pho, bobeginning ofthe project. G. Assist CLIENT in the submittal of FAA Sponsor Certifications. These include the "Selection of Conmu|tontm^."Project P|anaondSpecificationa^."DrugFnoo8Vorhpkscm^."EqUipnnonVConstruction Contracts", "Disclosure Regarding Potential Conflicts" and "Construction ProjectFino|Accepbance" 7. Provide the following services related to Federal Disadvantaged Business Enterprise requirements (DBE). m. Redevelop aponaor'o DBE Program Plan in accordance with the Disadvantaged Business Enterprise (DBE) Program triggered by the |nhyhnn Final Rule dated October 3. 2026 and submit to FAA Civil Rights for review and approval. b. Analyze opportunities for Disadvantaged Business Enterprise (DBE) participation during construction and assist CLIENT in preparing e three-year goal for the AC|P Coordinate CLIENT DBE Goal Advertisements for the new three-year goal on the CLIENT's website for a minimum of 30 days. Finalize and submit new three-year goal to FAA Civil Rights office, notify FAA ADO inwriting once goal has been submitted. 8. Prepare and submit four (8) FAA Quarterly Padbnnanoo Reports and two (2) Fiscal Year End Financial FAA 371and 425forms throughout the project. 9. Attend three (3) nnewdinQm with the Airport and/or City Council during the project in order to keep Airport personnel and management abreast ofthe progress ofthe projects. Discussions will include project phasing, budget and schedule updates. These meetings are anticipated to include one in person meeting inthe City ofYakima and two virtual meeting. 10. Assist CLIENT in preparation and processing of monthly Request for Reimbursement (RFR) by submitting data aodescribed. |t|eanticipated that the CLIENT will prepare and process ten (1O) monthly sets ofRFR'paokages'for this project. J-U-BvviUpnoxidmdooumnenbaUonof000bsforthe CLIENT'm use in performing the Request for Reimbursements including consultant invoices, reimbursement spreadsheet and Standard Form 271. B. Subtask 020:Cons0rxotion Phase 1. Prepare and distribute Notice of Award, Construction Agreement and other contract documents. Review Construction Agreement, bonds and insurance documents submitted by Contractor, and assist CLIENT and Contractor inprocessing documents for the project 2. Coordinate with FAA and the CLIENT throughout the award process. Submit bid documentation including copies of all executed contract documents as required by the FAA. 3 Provide truodmnmpnndinedi#n; prepare detailed Pre -Construction Conference agenda and displays; conduct a Pre -Construction Conference on behalf mfthe CLIENT and prepare and issue minutes of the Pre -Construction Conference; include FAA items in conference agenda. It is anticipated that J-U-Bwill conduct this meeting at the Airport. 4. Review the Contractor's Work Schedule and verify that it is consistent with the requirements of the Contract Documents. Coordinate construction activity schedule with CLIENT and Airport operations. J-U-B Agreement for Professional Services Attachment 1A—Detailed Scope of Work Page 5. Review submitted shop drawings, Contractor Safety and Security P|an, Quality Control Plan and all submittals required by the Contract Documents. Comment and return all submittals to Contractor for their use and/or revisions and remubmittm. 6. Construction staking shall be provided by the contractor as part ofthe construction contract. J-U-13 will provide benchmarks and horizontal control points for the contractor's use. Prior bostart of construction, J-U-B survey crew will provide survey check to confirm control xt|U has not be a|bnnwd prior. 7. Prepare a Construction Management Plan in accordance with FAA guidelines. Incorporate Contractor's Quality Control Plan information into the plan. Submit document bothe FAA and CLIENT for review. 8. Organize and conduct weekly construction meetings with CLIENT, Contractor and others as appropriate. The Resident Project Representative will hold these meetings onthe construction site. 9. Provide one full-time project representative to monitor and document construction activities as appropriate. |tioanticipated that J-U-Bwill provide mResident Project RepnasontaUxaforapehod of31 working days at 12 hours per day plus 4 hours m week for drive time and 3 nights per week of lodging accommodations. Ammoond Resident Project Representative is also anticipated to be provided during paving operations which is estimated to last 3weeks, or 15mnorkinQ days. In addition, the Project yNanagerxxiUV|mitthmo|haoncmavvaekor8tobx|vim(bmfor3houneeonhvioit plus 6hours ofdrive time boprovide construction review. 10. Provide offioa administration support and assistance to the Resident Project Representative with the Project Manager or Office Administration as field activities may require. 11. J-U-B shall receive and review the Contractor's monthly requests for payment. J-U-B shall determine whether the amount requested reflects the progress of the Contractor's work and is in accordance with the contract for construction. 12. Monitor and coordinate Contractor Quality Testing Program pursuant to current FAA specifications for Quality Control and Quality Assurance. It is anticipated that J-U-B will monitor and test for Quality Assurance testing on asphalt o|onemnont only, through the use of a subconeu|Uant. Fmoo for the Gomtaohniuo|TosUng Finn Gubconsu|bantshoU be nnOootad in the ^8uboonou|tant"line below. 13. The pavement contract on this project is expected to exceed $500.000; as such a Clua|ih/ Control (QC)/ Quality Assurance ([3A)Workshop shall beconducted ENGINEER inaccordance with the latest version of AC 150K5370-12. This workshop ieanticipated toba held virtually. 14. Assist CLIENT with m»vimm/ of Contractor Wage and EEO documentation review. Conduct Wage interviews with Contractor personnel as required. 15. Coordinate with CLIENT and FAA throughout the construction process. Submit required construction documnentmtion, including weekly activity report forms, mix dms|Qno, change orders, etc. Coordinate with CLIENT and FAA verbally concerning change orders, as required. 16. Prepare Contract Change Order/Supplemental Agreements in accordance with FAA Order 5100.38D+AppondixU. Conduct services associated with evaluation, negotiation, and preparation and processing of Contract Change Orders or Supplemental Agreements. Cost estimate is based onthe production oftwo Change Orders. 17. Conduct final and oubobonda| completion inspections. Produce substantial and final completion inspection certificates and field review and documentation of "punch list' items. 18. Prepare Record drawings of "As Constructed" revisions to Design and Construction Drawings for project improvements as provided by the contractor. Provide CLIENT and FAA with copies of Record Drawings and one electronic copy tobesubmitted tothe FAA aorequired. Provide CLIENT with one set ofprints ofRecord Drawings. J-U-B Agreement for Professional 8mmkceo C. Subtask 030: Project Closeout Phase 1. Prepare the final project report and close-out documents according to FAA requirements and submit to CLIENT and FAA. 2. Prepare an Airport Layout Plan Set (ALP) Revision to document updated runway classification. A draft copy of the revised ALP will be submitted to the FAA and CLIENT for review. Upon review and comment changes, copies with be distributed to the FAA and CLIENT for signatures. 3. Report Disadvantaged Business Enterprise (DBE) project participation to FAA dbE-Connect including all calculations and background information for review and approval. 4. Assist and coordinate with independent auditors in locating appropriate documents for performing A-133 annual audit. In addition to finding appropriate project files, answer questions as required. 5. Provide assistance to the CLIENT in assessing, costing, and updating the five-year Capital Improvement Plan for submittal to State Division of Aeronautics. PART 5 - ASSUMPTIONS AND EXCEPTIONS Design was completed under a separate project. A Safety Risk Management (SRM) Panel was soaped under a separate contract for design. No additional work related to SRM or Safety Management Systems (SMS) Plans are anticipated to be required under this scope of work. No AGIS or any other field survey is required for this project, No FAA reimbursable agreement is required for this project. CLIENT: tTY OF YAKIMA Name: Title: J-U-B: J-U-B ENGINEERS, Inc. ©ig4atly signog by Toby J, ep Toby J. epler ©N.Cn'rppy J.eplec o,USu=JGro Engineccs, air=AYId4Fon Services raup. email—topiorgjub, rpm Dale 2026.06 10 07:34;05.06'00` Name: Toby Epler, P.E Title: Aviation. Services Group Manager For internal J-U-B use only: PROJECT LOCATION (STATE): Washington TYPE OF WORK: City R&D: No GROUP: Airport PROJECT DESCRIPTION(S): • Airport (A05) • Construction Management (C"15) CETY CONTRACT NO: v' RESOLUTION NO: J-U-B Agreement for Professional Services Attachment 1 A — Detailed Scope of Work Page 5 ITEM TITLE: BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 7.K. For Meeting of: July 7, 2026 Resolution authorizing a contract with J.U.B. Engineers, to perform contract management services for Runway Rehabilitation of Crosswind Runway 4-22, Yakima Air Terminal - McAllister Field (FAA/PFCs) SUBMITTED BY: Christopher Hopkins, Director of Yakima Air -Terminal SUMMARY EXPLANATION: A resolution authorizing the City Manager to execute a contract with J.U.B. Engineers, to perform Contract management services for Runway Rehabilitation of Crosswind Runway 4-22, Yakima Air Terminal - McAllister Field. Contract amount $236,480.00 The Federal Aviation Administration (FAA) has approved the grant for project Contract management Services. No City General Revenue funds are being used in this project. • AIG Grant 063 - $529,104.00 • AIP Grant 064 - $2,628,660.00 • FAA share of project — 95% • Total project cost - $3,323,962.70 • Source of local funds — Passenger Facility Charges (PFC's) $166,198.70 ITEM BUDGETED: Yes STRATEGIC PRIORITY 24-25: An Engaged Yakima RECOMMENDATION: Adopt Resolution. ATTACHMENTS: Resolution_JUB_Runway_4_22_Construction_Management_Award J-U-B_YKM_RWY-4-22_ASG_Task©rder2026-3_JUBSigned.pdf 82