HomeMy WebLinkAbout10/13/2026 07.A. Resolution - agmt with HDR Engineering, Inc. for Engineering and Permitting Services - Nelson Phase 2 Conveyance Improvements Project IC2010 !,
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 7.A.
For Meeting of: October 13, 2026
ITEM TITLE: Resolution authorizing an agreement with HDR Engineering, Inc. for
Professional Engineering and Permitting Services during construction
for the Nelson Phase 2 Conveyance Improvements Project IC2010
(Grant Funding)
SUBMITTED BY: Scott Schafer, Public Works Director
*Daniel Tiliano, Water/Irrigation Manager
SUMMARY EXPLANATION:
The Resolution authorizes the City Manager to execute a contract supplement with HDR Engineering for
continued construction engineering work on the Nelson Project in an amount not to exceed $549,820.00.
The Water/Irrigation Division is currently in the process of resuming the construction contract for the
Nelson Dam Removal Project: Water Supply, Fish Passage, and Riverine Process Phase 2 Conveyance
Improvements Project IC2010. The project is to be resumed in the first part of October 2026 and
requires construction engineering and permitting services for the duration of the project.
The City of Yakima (City) entered into contracts with HDR Engineering, Inc. in 2019 and 2021 for design
and construction services for Phase 1 and design of Phase 2 of the Nelson Dam Removal Project: Water
Supply, Fish Passage, and Riverine Process and Conveyance Improvements Project IC2010 (R-2019-
055 and R-2021-092). HDR Engineering, Inc. was selected as the consultant using the procedures
established by the State of Washington and the City to select a firm.
HDR Engineering Inc. has provided a proposed Scope of Work and Budget as part of the Agreement,
which meets the needs and requirements for this project. The Agreement with HDR Engineering, Inc. in
an amount not to exceed $549,820.00, has been attached for City Council review. The project is being
funded by grants.
ITEM BUDGETED: Yes
STRATEGIC PRIORITY 24-25: A Resilient Yakima
RECOMMENDATION: Adopt Resolution.
ATTACHMENTS:
RESOLUTION NO for Nelson Phase 2 HDR Contract.docx
COY_NelsonDam_Phase2_Supplemental_SOS Approved.pdf
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RESOLUTION NO. R-2026-
A RESOLUTION authorizing a supplemental agreement with HDR Engineering, Inc. not to
exceed $549,820.00 to provide construction engineering
and permitting services for the Nelson Dam Removal Project: Water
Supply, Fish Passage, and Riverine Process Phase 2 Conveyance
Improvements Project IC2010
WHEREAS, the City of Yakima previously selected HDR Engineering, Inc. as the
consultant to perform engineering, design and construction services using the
procedures established by the State of Washington and the City of Yakima to select a firm;
and
WHEREAS, the City of Yakima had previously entered into contracts with HDR
Engineering, Inc. for the design and construction services for Phase 1 and design of Phase 2
of the Nelson Dam Removal Project: Water Supply, Fish Passage, and Riverine Process
Improvements Project IC2010, which was authorized by R-2019-055 and R-2021-092; and
WHEREAS, the City of Yakima is in the process of resuming the construction contract
for the Nelson Dam Removal Project: Water Supply, Fish Passage, and Riverine Process
Phase 2 Conveyance Improvements Project IC2010; and
WHEREAS, the City of Yakima Water/Irrigation Division requires construction
engineering for the Nelson Dam Removal Project: Water Supply, Fish Passage, and Riverine
Process Phase 2 Conveyance Improvements Project IC2010; and
WHEREAS, the Scope of Work and Budget included in this agreement meet the
needs and requirements of the City of Yakima for this project; and
WHEREAS, the City Council for the City of Yakima find that entering into the Agreement
with HDR Engineering, Inc. is in the best interest of the city and its residents; now, therefore
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized to execute a Professional Services Agreement between
the City of Yakima and HDR Engineering, Inc. attached hereto and incorporated herein
by this reference, not to exceed Five Hundred Forty-Nine Thousand Eight Hundred and
Twenty dollars ($549,820.00) to provide the Professional Services as described in the
Agreement.
ADOPTED BY THE CITY COUNCIL this 13th day of October 2026.
Matt Brown, Mayor
ATTEST:
Rosalinda Ibarra, City Clerk
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Contract Supplemental Agreement
Supplemental Agreement Organization and Address:
HDR Engineering, Inc.
Number: 555 110th Ave. NE, Ste 1200
Bellevue, WA 98004
Original Contract Number: Execution Date of Supplement:
2024-193
City Engineering Project Number: Completion Date of Supplement:
IC 2010 October 16, 2028
Project Title: Maximum Amount Payable this Supplement:
Nelson Ph. 2 Conveyance Improvements $549,820
Maximum Total Amount Payable for the
Agreement: $1,223,020
Section 1: Supplemental Agreement
The City of Yakima, Washington desires to supplement the contract agreement entered into with HDR
Engineering, Inc., and executed on Oct 16, 2024 by Resolution No. 2024-184 and identified as
Contract 2024-193. 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:
Scope of Services
As shown in Exhibit A
Section 8: Project Schedule and Budget
Payment for this supplemented work will, as shown on Exhibit A is not to exceed $549,820, bringing the
total amount of the Agreement to $1,223,020.
The End Date for this Agreement is revised to October 16, 2028
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: By:
Consultant Signature City Manager
Date
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EXHIBIT"A"
Scope of Services
Introduction
Contract 2A services under the Nelson Phase 2 Conveyance Improvements Project have been completed,
including the applicable construction-phase engineering, on-site observation, and close-out activities.
Accordingly, Contract 2A related activities are not included in the new scope of services authorized by this
agreement supplement, except where completed Contract 2A information must be referenced or
incorporated into consolidated project documentation.
This amended Scope of Services is expressly limited to the additional professional services required to
implement Contract 2B and Contract 2C. These services include project management and administration;
completion of the final Design Documentation Report, bid and contractor-negotiation support; engineering
services during construction; discipline-specific on-site engineering and observation; construction close-
out, record drawings, and updates to the Operations and Maintenance Manual; and local permitting and
environmental support. These services build upon the previously prepared construction documents and
lessons learned during Contract 2A, with revisions made as necessary to address current construction
conditions, agency requirements, contractor coordination, and the sequencing of Contract 2B and Contract
2C.
The anticipated period of performance for Contract 2B and Contract 2C services extends through October
2028. Services will be provided on a time-and-materials basis within the amended fee authorization and in
accordance with the assumptions, responsibilities, deliverables, and limitations stated herein. Any work
outside the expressly defined Contract 2B and Contract 2C scope, or effort exceeding the identified
allowances because of changed conditions or factors beyond the ENGINEER's control,will require separate
authorization by the CITY.
Task 1.0 - Project Management and Administration
Add level of effort and modify assumptions to account for twenty-four(24) months of project management
and administration activities as follows.
Objective
• Extend project management activities through October 16, 2028.
• Continue project management communications and controls to monitor scope, schedule,
budget, and quality.
• Carry out regular administrative activities, provide guidance, and coordinate multi-disciplinary
integration of the project team.
ENGINEER Services
1. Maintain the existing OneDrive shared file directory for use by the project team.
2. Update the existing Project Management Plan outlining the project scope, team organization,
schedule, and communications for use by the project team.
3. Regularly coordinate and guide day-to-day project activities.
4. Update the exiting project specific Health and Safety plan, as well as Job Hazard Assessments
(JHAs) for site visits.
5. Perform regular schedule updates and financial status summaries to track and guide budget
expenditures.
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6. Prepare monthly ENGINEER invoices formatted in accordance with contract terms.
7. Prepare monthly status reports describing the following:
a. Services accomplished during each accounting period
b. Needs for additional information
c. Current known items that may influence scope, schedule, or budget
CITY Responsibilities
• Coordinate with the County to help maintain open communication and active communication
among the project management team.
• Timely processing of invoices and project amendments
Assumptions
• Phase 2B and 2C related services will be performed through October 14, 2028.
• Project management meetings are assumed to occur at the same time as the internal weekly
construction meetings outlined in Task 5.2.
• ENGINEER invoices and progress reports will be prepared monthly and formatted in
ENGINEER standard invoice format.
Deliverables
• Electronic copies of monthly progress reports and invoices.
• Overall project schedule and schedule revisions.
Task 2.0 - Design Documentation Report
Update the existing Design Documentation Report (DDR) prepared by ENGINEER with updated
information available at the completion of Contract 28 and 2C.
Objective
• Document the design basis for each project element.
• Record the design process and major decisions or factors that influenced the final constructed
configuration.
ENGINEER Services
1. Prepare and submit a 100% DDR for City review and distribution by the City incorporating the
final features constructed as part of construction Contract 2B and 2C.
2. Prepare a final wet-sealed DDR at the time final as-builts for the project are complete.
Client Responsibilities
• Coordinate documentation review and provide no more than two sets of comments to ENGINEER
for incorporation at the 100% level of completion (prior to final wet sealed documentation).
Assumptions
• ENGINEER will track, respond to, and incorporate comments received, as appropriate, on the
previous 60%, and new 100% Design Documentation Report.
• For budgetary purposes, it is assumed that the DDR will include a body of approximately 150 to
200 pages and it is anticipated that up to eight (8)Appendices will be included as part of the
report.
• The Final DDR will be sealed and signed by the responsible engineers licensed in the State of
Washington.
Deliverables
• Electronic copy of the 100% DDR in pdf and MS Word formats
• Electronic copy of the Final Sealed DDR with Appendices in pdf format
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Task 3.0— 100% Construction Documentation
This task is 100% complete and has been removed.
Task 4.0 - Preparation of Final Bid Documents
This task is 100% complete and has been removed.
Task 5.0 — Engineering Services During Construction
Tasks 5.1 through 5.5 provide the anticipated engineering services to be provided throughout the
completion of construction Contract 2B and 2C which is anticipated to occur before April 2028.
Task 5.1 - Bid Support Services
Add the following bid services to support anticipated revision of construction scope and additional bidding
negotiations with the existing construction contractor for Contract 28 and Contract 2C.
Task Objective
• The purpose of this task is to support the CITY as Owner's Representative with construction
scope modifications, preparation of revised bid drawings, and review of contractor cost proposals
in comparison to County of Yakima and WSDOT approved traffic control plans and work already
completed as part of Contract 2A. This effort is in addition to contract changes identified in Task
5.2 Engineering Services During Construction.
HDR Services
1. Develop and distribute revised description of construction scope and related design drawings to
represent work required of the current construction contractor as part of Contract 2B and 2C.
2. Arrange and facilitate up to six(6) virtual meetings with the construction contractor, CITY, and
County of Yakima to review price proposals and address construction related questions.
3. For each virtual meeting, prepare and distribute meeting materials such as agenda, example
construction strategies, proposed construction schedules, and example traffic control strategies to
facilitate construction coordination among attendees.
Client Responsibilities
• Coordinate internal review of construction contractor proposals by CITY legal and engineering.
• Attend and participate in virtual meetings required for bid-related conversations with the County
and Construction Contractor.
Assumptions
• HDR is responsible for the coordination and facilitation of up to six(6) 1-hour virtual meetings as
part of task.
• For budgetary purposes, it is assumed that each meeting will be attended by up to four (4) HDR
staff.
• The preparation of revised construction scopes of work and associated CAD drawings for each
contract revision includes 24 hours each for up to four(4) HDR staff. It is assumed that up to four
(4) revised drawings will be prepared for each proposed contract (2B and 2C). Note that the basis
of these drawings will originate from the original 2024 bid-ready drawings already available to
HDR.
Page 4 8
Deliverables:
• Electronic versions of revised bid drawings and construction scope item descriptions.
• Action item tracking log updates.
Task 5.2 - Engineering Services During Construction
Engineering Services During Construction (ESDC) have been completed for Phase 2A. Similar ESDC
activities are anticipated to be performed for Phase 28 and 2C. The level of effort for Task 5.2 is reflected
in the fee estimate and revised assumptions to accommodate additional services for Phase 28 and 2C are
provided herein.
Objective
• ENGINEER will provide a Project Manager, Construction Contract Lead, and additional discipline-
specific technical and support staff to administer the construction contract on behalf of the CITY.
ENGINEER will administer the contract in accordance with the terms and conditions of the
EJCDC Construction Contract and EJCDC General Conditions. Regular communication with the
CITY and County construction management team will occur through multiple means to
communicate construction progress, address construction related issues and administer the
terms of the construction contract as described herein.
ENGINEER Services
1. Schedule of Values Review: Review two additional Contractor's Schedule of Values (one cost
breakdown each for Contract 2B and 2C) prior to construction and provide the CITY with
feedback to support establishment of a reasonably balanced distribution of costs to the various
elements of the total construction to serve as a basis for progress payments and determination of
cost impact of changes.
2. Submittal Review: Review shop drawings, diagrams, illustrations, catalog data, schedules and
samples, the results of tests and inspections, and other data which the Contractor is required to
submit as part of the contract. These shall be reviewed for conformance to the design intent of
the Project and for compliance with the information given in the Contract Documents.
3. Request for Information/Interpretation (RFI): Provide responses to questions by the Contractor on
the drawings, specifications, or other Contract document.
4. Change Orders: Provide coordination and review to identify the need for minor changes in the
Work consistent with the design intent which do not require a change in Contract Time or
Contract Price; changes to Work consistent with the design intent which require changes in
Contract Price and/or Contract Time; or provide a directive to Contractor when fair and
reasonable pricing for a change item cannot be negotiated or when a change item is critical to
project schedule. Review and provide to CITY feedback on Contract Price and/or Contract Time
to be forwarded to Contractor. Coordinate the combining of change documentation into Change
Orders for execution by Contractor and CITY.
5. Contractor's Application for Payment Review and Processing: Review draft application for
payment in comparison to progress of the work. Make notations of deficient work not
recommended for payment until corrected; deletion of payment for stored materials and/or
equipment which do not have approved shop drawings and/or proper invoices; reduction of value
for partially completed items claimed as complete. Provide recommendations for completed
applications for payment indicating amount recommended for payment and transmit to the CITY
for processing of payment.
6. Contractor's Baseline Schedule and Updates Review: Review Contractor's Baseline Schedule in
accordance with Contract Documents. Review Contractor's monthly schedule updates in
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accordance with Contract Documents. Provide comments to Contractor through the Shop
Drawing process.
7. Contract Administration Meetings
a. Pre-Construction Conference: Prepare for and facilitate two (2) in-person Pre-
Construction Conferences with the CITY, Yakima County, Irrigation Companies, available
agencies, and the Construction Contractor. The purpose of this Conference is to
establish a working understanding among parties as to the Work, discuss the
construction schedule and activities, discuss site logistical constraints and approaches to
good communication, discuss requirements of the permits and environmental protection
during the construction contractor's work, discuss the schedule of submittals, discuss the
schedule of values, discuss procedures for handling shop drawings and other submittals,
discuss procedures for processing applications for payment, discuss requirements for
maintaining records, discuss impacts to existing utilities, and discuss other requirements
of the Contract Documents.
b. Weekly Construction Progress Meetings: Attend weekly on-site construction meetings
during periods of active construction with representatives from the Contractor, CITY, and
County construction team to support construction progress. Contractor will present their
rolling 3-week look-ahead schedule, discussion of topics related to active construction
activities, a review of open and pending RFIs, submittals, field orders, and change
orders, and other related topics related to the immediate progress of the construction.
c. Internal Weekly Construction Progress Meetings: Coordinate and facilitate weekly virtual
construction meetings during periods of active construction with representatives from the
CITY and County construction team to assist in facilitating construction progress.
Discussion topics will include review of construction progress, open and pending RFIs,
submittals, field orders, and change orders, and other related topics related to the
immediate progress of the construction.
d. Technical Coordination Meetings: Coordinate, facilitate, and/or attend impromptu
meetings required to address ongoing construction related topics with the CITY, County,
and/or Contractor.
8. Document Management System: Maintain an electronic Document Management System (DMS)
for receiving, logging, and tracking project electronic files using the Newforma database platform.
Electronic files to be included but not limited to daily field reports, digital photographs, contractor
payment certifications, submittals, RFIs, schedules, Field Orders, Change Proposal Requests,
Work Change Directives, Change Orders, and correspondence between Consultant, Contractor,
utility companies/agencies, other parties, County, and CITY.
CITY Responsibilities
• CITY Project Manager and/or CITY representatives, as designated, will attend site visits,
conferences, meetings, field observations, etc. as needed or as desired to monitor
completion of CITY project objectives.
• Attend construction conferences, design and construction progress and other job-related
meetings, and Substantial Completion and final payment inspections.
• Provide, as required for the Project:
o Accounting, bond and financial advisory, and insurance counseling services.
o Legal services regarding issues pertaining to the Project as the CITY requires, the
Contractor raises, or ENGINEER reasonably requests.
o Auditing services as the required by the CITY.
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Assumptions
The level of effort provided in this amendment is based upon a time and materials budget, as
authorized/requested by the CITY and with the following assumptions:
• Construction is anticipated to occur intermittently over an overall calendar duration of
approximately 17 months. Construction activity is anticipated to occur for a total of eight (8)
months within that general timeframe.
• Correspondence relating to the review and response of Submittals, RFIs, Change Orders,
Schedules, Application for Payment, will be performed electronically through the DMS.
o ENGINEER Team, CITY, County, and Contractor will be provided access to
ENGINEER's Newforma Document Management System.
o ENGINEER Team will not maintain a hard copy of documentation in addition to the
Document Management System.
o For budgetary purposes, it is assumed that it will take an average of four(4) hours per
week of administrative time to maintain the DMS.
• ENGINEER Team Staff
o Construction engineering services requires the participation of multiple engineering
disciplines and design engineers. Specific ENGINEER team members providing services
related to this task will vary as appropriate up to the budget allocated for this task.
Estimated level of effort and associated budget is described in the document reviews
provided below.
• Submittal Review
o Contractor will prepare a listing of submittals and dates of expected submittal,
coordinated with supply contract schedules to allow adequate time for review,
resubmittal, and review to meet the construction schedule.
o It is assumed that up to 40 submittals will require administration, review, and response
development at an average budget of 3-hours per submittal spread between multiple
ENGINEER disciplines.
o ENGINEER will coordinate participation and external reviews with representatives from
the CITY and County when required.
• Request for Information
o It is assumed that up to 20 RFIs will require administration, review, and response
development at an average budget of 3-hours per RFI spread between multiple
ENGINEER disciplines.
o ENGINEER will coordinate participation and external reviews with representatives from
the CITY and County when required.
o Actual review and response time may vary depending upon clarity and complexity of the
RFI.
• Change Proposal Requests
o Negotiations between ENGINEER and Contractor are not binding until accepted by
the CITY.
o The fee for this sub-task is based upon preparing, processing, and negotiating pricing
of six(6) Change Proposal Requests.
o Actual preparation, processing, and negotiating time may vary depending upon the
complexity of the Change Proposal Request. It is estimated that, on average, it will
take 6 hours of ENGINEER team member time to prepare, process, and negotiate
pricing for each Change Proposal Request.
• Work Change Directives
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o The fee for this task is based upon preparing and processing six(6) Work Change
Directives.
o Actual preparation, processing, and review time may vary depending upon the
complexity of the Work Change Directive. On average, it is estimated that it will take
6 hours of ENGINEER team member time to prepare, process, and review each
Work Change Directive.
• Change Orders
o CITY has the sole responsibility to authorize any changes to the construction
contract.
o The fee for this task is based upon preparing and processing six(6) Change Orders.
Actual preparation and processing response time may vary depending upon the
complexity of the Change Order. It is estimated that, on average, it will take 6 hours
of ENGINEER team member time to prepare and process each Change Order.
o CITY will provide ENGINEER with copies of the fully executed Change Order after
signed by CITY and Contractor.
• Field Orders
o Field Orders may be generated from responses to RFIs, design changes, Contractor
initiated changes, CITY initiated changes, or unanticipated conditions.
o The fee for this task is based upon preparing and processing six(6) Field Orders.
o Actual preparation and processing time may vary depending upon the complexity of
the Field Order. It is estimated that, on average, it will take 3 hours of ENGINEER
team member time to prepare and process each Field Order.
• ENGINEER has not included budget to review hazardous material issues. Additional budget
may be required should they arise during construction.
• Contractor's Application for Payment Review
o The draft and final payment application requests will be submitted by Contractor each
month on days agreed upon to meet the CITY's payment processing schedule.
o ENGINEER's recommendations for payment can be modified until final payment is
approved and authorized by the CITY.
o Up to nine (9) payment applications will be reviewed by ENGINEER.
o For purposes of estimating, it is assumed that each payment application will take 3 hours
to review and process.
o The Contractor will provide HDR certified payroll information for review as part of regular
submittal of Application for Payment.
• Construction Administration Meetings
o Pre-Construction Conference
ENGINEER will coordinate, facilitate, prepare agenda and meeting notes.
Budget assumes up to three (3) ENGINEER team members attending one
(1) in-person, three (3)-hour meeting in Yakima, WA.
Budget includes travel expenses.
o Weekly Construction Progress Meetings
Construction Contractor will coordinate and facilitate up to 32, one (1)-hour
meetings.
ENGINEER budget assumes that at least one (1) staff member will attend in-
person for each meeting, and up to three (3)will attend virtually.
Budget includes travel expenses from Ellensburg to Yakima for 32 meetings.
o Internal Weekly Construction Progress Meetings
ENGINEER will coordinate, prepare agenda, and record meeting notes for up
to 32, one (1)-hour, virtual meetings.
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ENGINEER budget assumes that up to five (5) staff will attend each meeting.
o Technical Coordination Meetings
ENGINEER will attend general technical coordination meetings on an
impromptu basis up to an allocated budget.
ENGINEER budget assumes that up to three (3) ENGINEER staff will attend
up to ten (10) additional one (1)-hr meetings.
Meetings are assumed to be virtual, and no travel expenses are included.
Additional on-site engineering and observation services is included as part of
Task 5.3.
• CITY has the sole responsibility to authorize changes to the construction contract. CITY will
provide ENGINEER team with copies of fully executed Change Orders after signed by CITY
and Contractor.
• Additional or extended services will be provided under a future Contract Supplemental
Agreement during construction, if necessary, due to circumstances beyond the control of
ENGINEER.
Deliverables
• Newforma Document Management System (DMS) administration
• Electronic copies of contractor Submittals and Submittal responses transmitted via the DMS
• Electronic copies of contractor Requests for Information and responses transmitted via the
DMS
• Electronic copies of Change Proposal Requests transmitted via the DMS
• Recommendations for Contractor's Application for Payment transmitted via the DMS
• Electronic copies of Change Order review comments and negotiated Change Orders
transmitted via the DMS
• Electronic copies of Agenda and Meeting Notes for the Pre-Construction Conference and
Internal Weekly Construction Meetings
Task 5.3 - On-Site Engineering and Observation Services
On-Site Engineering and Observation Services have been completed for Phase 2A. Similar ESDC activities
are anticipated to be performed for Phase 28 and 2C. The level of effort for Task 5.2 is reflected in the fee
estimate and revised assumptions to accommodate additional services for Phase 28 and 2C are provided
herein.
Objective
• Provide discipline specific in-person oversight of certain construction activities and material
placement throughout the course of construction and provide visual interpretations to
supplement daily inspections/observations being performed by the County Inspection Team.
ENGINEER Services
1. Observe specific activities and material placements being performed at the construction site by
the Construction Contractor to review conformance with the construction contract. Observations
will be performed by applicable engineering discipline leads for the following anticipated activities.
a. Establishing staging and clearing limits (assume one (1) day)
b. General earthwork including excavation, trenching, improvements, sorting, stockpiling,
import, placement, and compaction of aggregate, soil, and earth (assume eight (8) days)
c. Pipe fusion, fitting installation, pre-cast structures, air management systems, and
placement at the project site (assume ten (10) days)
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d. Utility building activities including integration of fiber line and control panel modifications
(assume one (1) day)
2. Prepare field reports to document activities observed and coordinate with County Inspection
Team to address non-conformance items, conflict resolution, and/or corrections when necessary.
CITY Responsibilities
• None identified
Assumptions
• ENGINEER's observation of the work performed under the construction contract shall not
relieve Contractor from responsibility for performing work in accordance with applicable
contract documents.
• ENGINEER shall not control, direct, or have charge of, and shall not be responsible for
construction means, methods, techniques, sequences, procedures of construction, health or
safety programs or precautions connected with the work and shall not manage, supervise,
control or have charge of construction.
• ENGINEER shall not be responsible for the acts or omissions of construction Contractor(s) or
other parties on the project.
• Observations will be performed in accordance with industry-recognized standard practices.
• The level of effort is based upon an initial allowance and to be expended on a time and
materials budget as described below:
o Level of effort assumed to require ten (10) days on-site in addition to attendance at
regular weekly construction meetings.
o Budget assumes that up to two (2) ENGINEER staff may attend on average during
the additional on-site observation days.
o One (1) remote working ENGINEER will travel to the site for each visit.
o Travel expenses to the project location are included.
o Lodging and overnight expenses are assumed for up to 10 total nights divided up
among different staff resources and site visits.
o This task requires the participation of multiple engineering disciplines and design
engineers. Specific ENGINEER team members providing services related to this task
will vary as appropriate to conduct the services described.
o The need to mobilize HDR staff resources and attend each site visit will be reviewed
and approved by the CITY via email.
o Additional effort beyond the initial allowance will require a Contract Supplemental
Agreement to be initiated later if required.
o The CITY reserves the right to request an increase or decrease in the level of effort
based upon construction progress and complexity.
• Field reports will be prepared for each site visit and require up to three (3) hours per report.
Deliverables
• Field reports, photographs, and recommendations for correction based upon visual
observation at the Project site.
Task 5.4 - Start-Up and Commissioning
Start-Up and Commissioning services have been completed for Phase 2A. Similar activities are
anticipated for Phase 28 and 2C. Additional assumptions and level of effort are added as part of this
agreement supplement.
Objective
• Observe and document testing and functionality of the system for compliance with design
objectives, project operations intent, and coordination with the CITY's operations system.
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• Provide ENGINEER design staff on site to coordinate testing activities and observe
operations to gauge compliance with design and operations intent.
ENGINEER Services
1. Review equipment supplier training agendas and training material outlines as provided by
Contractor. Coordinate vendor training schedule with Contractor and CITY staff.
2. Observe Manufacturer's Field Services and training of CITY personnel required by the Contract
Documents to be performed by the Contractor.
3. Provide Startup, Pre-Demonstration, and Demonstration testing coordination between Contractor,
ENGINEER's team and CITY staff during testing/acceptance/balancing/tuning of new equipment.
4. Attend and document Pre-Demonstration and Demonstration periods.
5. Administer Vendor-Supplied Operations & Maintenance Manual Reviews
a. Receive, log, and maintain vendor-supplied O&M manual documents in the DMS.
b. Conduct review of vendor-supplied O&M manual transmittal form and manual contents to
confirm Contractor's compliance with administrative requirements and distribute to
appropriate ENGINEER team member(s) for review.
c. Review vendor-supplied manuals for compliance with the specifications.
d. Provide written comments or approval to Contractor.
e. Obtain from Contractor the required number of hard copies for distribution and project
files.
CITY Responsibilities
• CITY will provide Operations staff on site as needed to observe and work with Contractor to
coordinate testing and communicate system operations coordination with CITY operations
control center systems and methods.
Assumptions
• The level of effort is based upon an initial allowance to be expended on a time and materials
budget as described below:
o Level of effort assumed to require four(4) days on-site.
o Budget assumes that up to three (3) ENGINEER staff may attend on average during the
facility commissioning days.
o Travel and lodging expenses to the project location are included.
o This task requires the participation of multiple engineering disciplines and design
engineers. Specific ENGINEER team members providing services related to this task will
vary as appropriate to conduct the services described.
o Additional effort beyond the initial allowance will require a contract amendment to be
initiated later if required.
o The CITY reserves the right to request an increase or decrease in the level of effort
based upon construction progress and complexity.
o Review of vender Operations & Maintenance Manuals is assumed to require up to forty
(40) ENGINEER hours.
Deliverables
• Review comments on Manufacturer Field Service Reports.
• Reviewed and completed training agendas and training material outlines.
• Field report describing observations during startup and commissioning activities.
• Final reviewed and accepted vendor supplied Operations and Maintenance Manuals.
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Task 5.5 - Construction Close-Out and Operations & Maintenance Manual
Construction close-out services have been completed for Phase 2A. Similar activities are anticipated
for Phase 28 and 2C. Additional assumptions and level of effort are added as part of this contract
supplement in addition to the level of effort required to prepare the Operations and Maintenance
Manual.
Objective
• Coordinate project approvals and close-out activities as described in the contract documents.
• Prepare record drawings, final records, and project files for the project.
• Update the existing Phase 1 facility operations and maintenance manual previously prepared
by ENGINEER by adding Phase II operations and maintenance data.
ENGINEER Services
1. Perform Substantial Completion Review for construction contract 2B and 2C
a. Receive and review Contractor's required substantial completion submittal, and
determine if Project is ready for substantial completion inspection, including:
o Develop substantial completion submittal checklist.
o Verify submittal of required documents.
o Review Contractor's punch list and ENGINEER's progressive list of incomplete
and deficient items and determine if the substantial completion inspection is
appropriate in accordance with Contract requirements.
o Schedule substantial completion inspection or notify Contractor that the Work
has not progressed to point of substantial completion as defined by the Contract
Documents.
b. Coordinate, conduct and document the substantial completion inspection and issuance of
the Certificate of Substantial Completion including:
o Notify CITY and design team members of date of substantial completion
inspection.
o Prepare and distribute the punch list format to the parties conducting the
inspection.
o Conduct the substantial completion inspection.
o Compile the punch list and identify the tentative date of substantial completion
and prepare and issue tentative Certificate of Substantial Completion to CITY for
review and concurrence.
o If there are multiple portions of the Work with different substantial completion
dates, prepare a summary of the dates of expiration of the various Correction
Periods.
o Upon concurrence of CITY, issue the definitive Certificate of Substantial
Completion and punch list setting the date of Substantial Completion.
c. Review progress of corrective action on punch list items and periodically update and re-
issue the punch list and issuance of Certificate of Substantial Completion for the entire or
designated portions of the Work.
2. Construction Contract 2B and 2C Final Completion Inspection
a. Receive and review Contractor's required final completion submittal.
b. Coordinate and attend the final inspection meeting and physical walk-through of the
Project, including:
c. Schedule the final inspection date and notify Contractor, CITY and Regulatory Agencies.
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d. Assemble the final completion submittal documents, required by the Contract
Documents, for the final inspection meeting and review them with the various parties.
e. Conduct, document and distribute the findings of the final inspection.
f. Collect close-out documents required by the Contract Documents and electronically
transmit to the CITY and Contractor via the DMS.
g. Transmit Contractor's Final Application and Certificate for Payment to CITY for
processing by CITY.
3. Coordinate and prepare Draft and Final Record Drawings by incorporating data received for
Construction Contracts 2B and 2C
a. Perform monthly check-ins with the Contractor, CITY's Project Manager, County
Inspection Team for the sole purpose of reviewing the Contractor's progress in producing
and maintaining redlines associated with the Project Record Drawings.
4. ENGINEER Team will provide a consolidated set of project records including record drawings
(from red lines provided by the Contractor), correspondence files, meeting notes, submittal files,
RFI's and responses, change order records and approvals, and design change documentation for
the construction project.
CITY Responsibilities
• Participate in Substantial Completion and Final Completion Inspections, list reviews, and
observe that corrections have been made to the CITY's satisfaction.
• Provide final approval of Substantial Completion and Final Completion recommendations and
certification letters prepared by ENGINEER.
• Review and provide comments on Draft Record Drawings and O&M Manuals.
Assumptions
• Substantial Completion and Final Completion documentation will be prepared using the
requirements outlined in the Construction Contract.
• Record Drawings will be prepared for information only as follows:
o Content of Record Drawings and CAD files will be based on information provided by the
Contractor as well as Daily Field Reports, Submittals, RFI responses, Change Orders,
and other documents relating to plan changes occurring during construction.
o Topographic and Utility Information such as valves, meters, rims (CB, Manholes etc.) and
inverts are collected in the field by the Contractor.
o The revision box shall identify the drawing as a Record Drawing with the date of
submission.
o Major changes, such as completely revised drawing sheets, supplemental sheets, or
sketches, that shall replace or supplement the original design sheets, are not included as
part of the anticipated level of effort. The level of effort assumes modifications using red-
lines and submittal information only.
o Record Drawing notes will be added to each sheet in the plan set. Record Drawings will
not be signed.
o CAD formatting standards shall be the same as those used for the design phase.
Deliverables
• Electronic copies of Substantial Completion Checklists and Certifications transmitted via the
DMS
• Electronic copies of Final Completion Checklists and Certifications transmitted via the DMS
• Electronic Record Drawings in PDF and AutoCAD files formats
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Task 7.0 - Permitting Support
Amend Task 7.0 Permitting Support scope and level of effort as described in the following subtask
descriptions.
Task 7.1 - Site Visits and Reconnaissance of New Staging Areas
This task is 100% complete and has been removed from the scope of services.
Task 7.2 - Update Existing Federal Authorizations
This task is 100% complete and has been removed from the scope of services.
Task 7.3 - Update Existing State Authorizations and Prepare Notice of Intent
This task is 100% complete and has been removed from the scope of services.
Task 7.4 - Local Permitting
Add additional level of effort for development of new Yakima County Right-of-Way Work Permit and
WSDOT General Permit to account for revised Contract 28 and 2C work.
Objective
• Prepare documentation to amend existing State Environmental Policy Act (SEPA)
determination issued for full project (Phase I and II), if required.
• Prepare applications for CITY land use development/planning and building permits, as
applicable.
ENGINEER Services
1. Prepare Yakima County Right-of-Way Work Permit including coordination meetings with Yakima
County, CITY, HDR and Contractor staff.
2. Prepare WSDOT General Permit Application for implementation of Contractor traffic control plan.
3. Develop WSDOT franchise agreement amendment to modify pipeline alignment and additional
tree removal within the WSDOT ROW
CITY Responsibilities
• Coordinate document review and provide one consolidated set of comments to ENGINEER
for incorporation at the Draft level of completion for each deliverable.
• CITY will be applicant and will sign all application forms as owner/applicant.
• CITY will publish required notifications in newspapers and pay fees.
• CITY will pay all application fees.
• CITY will participate in all formal pre-application meetings.
Assumptions
• ENGINEER will serve as the primary point of contact for WSDOT communications associated
with the franchise amendment process.
• ENGINEER will facilitate communications between Yakima County and additional
stakeholders associated with the development of Right-of-Way Work Permit.
Deliverables
• Final Yakima County Right-of-Way Work Permit
• Final WSDOT General Permit Application
• Final WSDOT franchise amendment
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Task 7.5 - Permitting and Environmental Support During Construction
Amend the level of effort to perform similar services throughout construction Contracts 28 and 2C.
Objective
• Provide environmental support services during Phase II construction
• Provide verbal and written guidance to CITY and Contractor to support compliance with
permit stipulations issued for the Phase II construction project.
ENGINEER Services
1. ENGINEER's permitting staff will provide permitting-related support as requested by the CITY for
the duration of Project, up to an additional budgetary allowance of 40 hours to be used on as
needed basis.
2. Permitting lead will support CITY in development of project completion forms required by
regulatory entities (e.g., USACE) at the end of Phase II.
CITY Responsibilities
• Coordinate document review and provide one consolidated set of comments to ENGINEER
for incorporation at the Draft level of completion for each deliverable.
• Attend meetings with the CITY of Yakima Planning Division and Offices of Code
Administration and coordinate request for shoreline exemption for the Cowiche Creek
pipeline crossings.
Assumptions
• Construction is anticipated to occur intermittently over an overall calendar duration of
approximately 17 months. Construction activity is anticipated to occur for a total of eight (8)
months within that general timeframe.
•
• Effort associated with attendance at construction progress and coordination meetings is
included as part of Task 5.2.
• Project completion documents will be provided at the end of Phase II, defined to be the latter
of construction contract 2A, 2B, or 2C as authorized by the CITY.
Deliverables
• None
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EXHIBIT"B"
Professional Fees
The project will be billed on a time and material basis and fee will not exceed the Initial Contact 2A value presented in the following table until amended through
Supplemental Contract Modification. A detailed breakdown of fee by labor resource is presented in Table B-2.
Table 8-1.Summary of anticipated contract fee by sectional project phase.
Task Description Total Estimated Fee Contract Supplement 2B and New Contract Total
2C
Task 1 Project Management and Administration $45,095 $55,795 $100,890
Task 2 Design Documentation Report $44,339 $39,411 $83,750
Task 3 100% Construction Documentation $0 $0 $0
Task 4 Preparation of Final Bid Documents $0 $0 $0
Task 5 Engineering Services During Construction
Task 5.1 Bid Support Services $0 $44,483 $44,483
Task 5.2 Engineering Services During Construction $305,085 $231,818 $536,903
Task 5.3 On-Site Engineering Observation $56,434 $57,915 $114,349
Task 5.4 Start-Up and Commissioning $28,198 $45,891 $74,089
Task 5.5 Construction Close-Out and O&M Manual $50,456 $55,996 $106,452
Task 6 Real Estate Support $72,849 $0 $72,849
Task 7 Permitting Support $70,744 $18,511 $89,255
Total Fee by Contract or Supplement $673,200 $549,820 $1,223,020
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EXHIBIT"C"
Schedule of Rates
Monthly invoices are to be paid on a time and material basis based upon the following classifications and
rates. Staff resources will be billed based upon the following billing rate schedule effective through
Sectional Phases 2A, 2B, 2C. Adjustment of assigned staff category rates for each staff may be adjusted
as required.
Title Billing Rate
EIT-Level 1 $134.15
EIT-Level 2 $173.76
EIT-Level 3 $196.80
Engineer-Level 1 $165.64
Engineer-Level 2 $184.00
Engineer-Level 3 $207.00
Engineer-Level 4 $230.00
Engineer-Level 5 $253.01
Engineer-Level 6 $276.01
Senior Engineer-Level 1 $299.02
Senior Engineer-Level 2 $322.02
Senior Engineer-Level 3 $341.19
Senior Engineer-Level 4 $364.20
Senior Engineer-Level 5 $387.20
Senior Engineer-Level 6 $448.92
CAD-Level 1 $114.98
CAD-Level 2 $134.15
CAD-Level 3 $153.32
CAD-Level 4 $172.49
CAD-Level 5 $191.66
CAD-Level 6 $210.83
CAD-Level 7 $264.00
Project Controller/Assistant-Level 1 $118.82
Project Controller/Assistant-Level 2 $141.82
Project Controller/Assistant-Level 3 $164.83
Project Controller/Assistant-Level 4 $187.83
Project Controller/Assistant-Level 5 $231.04
Project Manager-Level 1 $210.83
Project Manager-Level 2 $249.18
Project Manager-Level 3 $287.52
Senior Project Manager-Level 1 $306.69
Senior Project Manager-Level 2 $345.03
Senior Project Manager-Level 3 $404.42
Deputy Project Manager-Level 1 $153.32
Deputy Project Manager-Level 2 $172.49
Deputy Project Manager-Level 3 $191.66
Managing Principal -Level 1 $356.53
Managing Principal -Level 2 $402.54
Managing Principal -Level 3 $473.18
QA/QC-Level 1 $291.35
QA/QC-Level 2 $333.52
QA/QC-Level 3 $413.48
ROW Services Agent- 1 $144.00
ROW Services Agent-2 $176.00
ROW Services Agent-3 $200.00
ROW Services Manager- 1 $250.00
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Title Billing Rate
GIS Analyst-Level 1 $134.15
GIS Analyst-Level 2 $180.16
GIS Analyst-Level 3 $235.22
Environmental Scientist/Planner-Level 1 $122.65
Environmental Scientist/Planner-Level 2 $153.32
Environmental Scientist/Planner-Level 3 $184.00
Environmental Scientist/Planner-Level 4 $214.67
Senior Environmental Scientist/Planner-Level 1 $237.67
Senior Environmental Scientist/Planner-Level 2 $260.68
Senior Environmental Scientist/Planner-Level 3 $283.68
Senior Environmental Scientist/Planner-Level 4 $311.09
Architect-Level 1 $141.82
Architect-Level 2 $180.16
Architect-Level 3 $218.50
Architect-Level 4 $256.84
Construction Manager-Level 1 $256.84
Construction Manager-Level 2 $299.02
Construction Manager-Level 3 $341.19
Construction Manager-Level 4 $383.37
Construction Inspector-Level 1 $198.30
Construction Inspector-Level 2 $221.64
Construction Inspector-Level 3 $248.47
ODC Mark-up 5%
Subconsultant Mark-up 5%
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