HomeMy WebLinkAbout07/10/2018 06N Hathaway Street Sanitary Sewer Improvements Agreement with HLABUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
1
Item No. 6.N.
For Meeting of: July 10, 2018
ITEM TITLE: Resolution authorizing Task Order 2018-02 to the agreement with
HLA, Inc., in an amount not to exceed $113,160, to provide
engineering services for the Hathaway Street Sanitary Sewer
I mprovements project
SUBMITTED BY: Mike Price, Wastewater/Stormwater Division Manager, 249-6815
Scott Schafer, Director of Public Works
SUMMARY EXPLANATION:
The Wastewater Division entered into Contract No.2017-072 with HLA as approved by City
Council on June 6, 2017 to engineer, design, and assist in multiple projects in an amount not to
exceed two -hundred and fifty -thousand dollars ($250,000) per calendar year (2017, 2018, and
2019) for tasks requested by the City Wastewater Manager for the Yakima Wastewater
Collections System.
Task Order 2018-02 provides design and construction engineering services for the Hathaway
Street Sanitary Sewer I mprovements project. This proposed project will construct 1,900 feet of
new sewer main between North 6th Avenue and North 15th Avenue in public right-of-way (ROW)
along Hathaway Street. The placement and extension of the new sewer main in the public ROW
will also allow for the decommission of a deteriorated sewer main that traverses backyard
easements between North 6th Avenue and North 8th Avenue; providing public sanitary sewer
service available to an additional 24 properties adjacent to Hathaway Street.
This Wastewater Division project will coincide with the Water Division's Hathaway Street
Watermain Replacement project, allowing the water system and sewer system projects to be bid
and constructed under one contract. Savings to the City resulting from the combination of the
water and sewer system projects into one contract are estimated to total as much as $185,000:
• Single roadway restoration for both projects saves $100,000
• Economy of scale pipe installation savings of $35,000
• Single traffic control for both projects saves $25,000
• Single contract administration for both projects saves $15,000
• Single topographic survey for both projects saves $10,000
• Impacts to customers along Hathaway are minimized by executing the sewer and water
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projects at the same time.
The terms of Task Order 2018-02 would be in an amount not to exceed $113,160. (See
attached Task Order 2018-02 with Exhibit A and B) Exhibit A of the Agreement describes the
Scope of Work. Exhibit B of the Agreement Describes the Estimated Cost.
ITEM BUDGETED:
Yes
STRATEGIC PRIORITY: Economic Development
APPROVED FOR
SUBMITTAL:
City Manager
STAFF RECOMMENDATION:
Adopt Resolution
BOARD/COMMITTEE RECOMMENDATION:
ATTACHMENTS:
Description Upload Date
0 resolution 6/28/2018
0 HLA Contract Hathaway Impro\.ements 6;11/2018
Type
Coker Memo
tract
A RESOLUTION
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RESOLUTION NO. R -2018 -
authorizing Task Order 2018-02 to the Professional Services Agreement
with HLA, Inc., for $113,160 to provide engineering services for the
Hathaway Street Sanitary Sewer Improvements project.
WHEREAS, the City of Yakima owns and operates wastewater collection and treatment
facilities in accordance with applicable Federal, State and Local regulations; and
WHEREAS, the City of Yakima Wastewater/Stormwater Division requires engineering and
consulting services associated with Hathaway Street sanitary sewer improvements; and
WHEREAS, the City of Yakima used the procedure established by the State of
Washington and used the Municipal Research and Service Center Professional Services Roster
process to select a firm to perform the engineering work; and
WHEREAS, HLA, Inc. was determined to be qualified to perform the needed engineering
services; and
WHEREAS, the Scope of Work and Budget included in this Task Order meet the needs
and requirements of the City of Yakima for this project; and
WHEREAS, the City desires to enter into Task Order 2018-02 to the existing Professional
Services Agreement with HLA, Inc. 2017-072 to provide engineering services required for
Hathaway Street sewer system improvements; and
WHEREAS, the City Council has determined that it is in the best interest of the City of
Yakima to enter into Task Order 2018-02 under the Professional Services Agreement with HLA,
Inc., 2017-072 as approved by Council on June 6, 2017, to provide engineering services for
Hathaway Street sewer improvements; now, therefore
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized and directed to execute the attached Task Order
2018-02 to the Professional Services Agreement between the City of Yakima and HLA, Inc., 2017-
072 in an amount not to exceed One -Hundred Thirteen Thousand One Hundred and Sixty Dollars
($113,160).
ADOPTED BY THE CITY COUNCIL this 10th day of July, 2018.
ATTEST: Kathy Coffey, Mayor
Sonya Claar Tee, City Clerk
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TASK ORDER NO. 2018-02
REGARDING AGREEMENT BETWEEN CITY OF YAKIMA
(CITY CONTRACT NO. 2017-072, RESOLUTION NO. R-2017'069)
AND
HLA ENGINEERING AND LAND SURVEYING, INC.
PROJECT DESCRIPTION:
HatbmwaVStrmmtSan|tarVSmwer|mnprovemnmntn—Primrity 3 (PROJECT)
HLA Pject No. 18091E
The City of Yakima (CITY) desires to install approximately 1,900 linear feet of 8 -inch diameter sanitary
sewer main along Hathaway Streetincluding seven new manholes. A new sewer main will be constructed
between North 6th Avenue and North 8th Avenue to replace an existing deteriorated sewer main that
traverses through back yard easements. Side sewer stubs will be installed to the north and south properties
to allow for future connections when the deteriorated line is taken out of commission. A new sewer main
will be oonntructed, extending west from the existing sewer main along Hathaway Street to North 15th
Avenue. This new sewer main will serve properties to the north and oouth, providing stubs for future
connections. New side sewer stubs will be constructed along the existing sanitary sewer main for future
connections, and locations will be identified by the CITY. Sanitary sewer improvements will coincide with
the CITY's Hathaway Street Watermain Replacement project, City Contract No. 2O18 -U40. HLA PjectNo.
18041, and pjects will be bid and constructed under one contract.
SCOPE OF SERVICES:
At the direction of the CITY, HLA Engineering and Land Surveying, Inc. (HLA), shall provide professional
engineering and land surveying services for the PROJECT. HLA services shall include:
PHASE 1�_EN ESIGN AND FINAL PLANS, SPECIFICATIONS, AND ESTIMATE
A. Meet with CITY staff to confirm manhole installation locations and limits of sanitary sewer
collection pipeline replacement.
B. Provide assistance for pjeo updates and related administrative documents to the appropriate
agencies that have jurisdiction over design and construction of this project.
C. A topographic survey of the project area was completed as part of the Hathaway Street
Watermain Replacement project. Limited additional topographic nunxay, if any, is anticipated
as necessary to complete design, p|ons, and specifications including caII for utility locates.
D. Perform the field investigations necessary to design the identified improvements including
measuring inverts within manholes and all associated traffic control for field investigations.
E. Perform the preliminary design and present preliminary plans to the CITY prior to detailing final
plans.
F. Review and discuss preliminary plans with CITY staff,
G. On the basis of approved preliminary p|ans, perform the final deokgn, and prepare complete
Plans and Specifications for publicly -bid improvements, as authorized by the CITY.
H. Prepare the Engineer's Estimate of construction cost.
I. Furnish the CITY electronic copies of the final Plans and Specifications for bidding and
construction. It is anticipated HLA will prepare one (1) complete set of Plans and Specifications
for one bid call; additional bid packages will be considered additional services.
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J. Answer and supply such information as is requested by prospective bidders.
K. Prepare and issue addenda, if necessary.
L. Attend bid opening and participate in the bid evaluation process,
M. Prepare tabulation of all bids received by the CITY and review bidder's qualifications.
N. Make recommendation of construction contract award to the lowest responsible bidder.
PHASE 2— SERVICES DURING CONSTRUCTION
A. Prepare and transmit Notice of Award to the Contractor,
B. Coordinate execution of the Contract with the CITY and Contractor, including review of Bond
and Insurance requirements.
C. Coordinate and facilitate Preconstruction Meeting with the CITYContractor, private utilities,
and affected agencies.
D. Prepare and issue Notice to Proceed to the Contractor.
E. Furnish the field survey crew necessary to set horizontal and vertical control for the
improvements authorized for construction.
F. Furnish a qualified resident engineer who shall make construction observations and be on the
job site at all times that significant work is in pnogneun, whose duty shall be to provide
surveillance of pjeotconmtructionforsubstanda|connp|ianoawithP|onsandSpeuificationo.
G. Perform measurement and computation of pay items, prepare and file progress reports on the
PROJECT with the CITY, and provide monthly progress pay estimates to the CITY.
H. Administer construction meetings (as needed).
I. Consult and advise the CITY during construction and make a final report of the completed work.
J. The CITY is required to monitor the Contnacto/n payment of prevailing wage rates. As part of
construction services, HLA will monitor General Contractor and Subcontractor compliance with
State labor standards during the construction phase of the PROJECT. This work includes
checking monthly certified payno||o, conducting employee interviews in the fie|d, and issuing
letters of non-compliance and/or Ietters of missing documents.
K. Review Contractor's submission of samples and shop drawings, where applicable.
L. Review materials testing results for compliance with Plans and Specifications,
M. Prepare and submit proposed contract change orders when applicable.
N. Perform final walk-through with the CITY and Contractor, and issue final punch list.
0. Prepare and furnish reproducible record drawings of all completed work from as -built drawings
furnished by the resident engineer and Contractor. If as -built drawings from the Contractor are
not received by HLA within thirty (30) calendar days from the date of the letter of
recommendation of project acceptance, HLA will submit the reproducible record drawings to
the CITY with a note stating that no as -built information was received by HLA.
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ADDITIONALSERNCES
Provide professional engineering and land surveying services for additional work requested by the CITY
that is not included in other phases of work.
ITEMS TO BE FURNISHED AND RESPONSIBIL
The CITY will provide or perform the following:
A. Provide full information as to CITY requirements of the PROJECT,
B. Assist HLA by placing at their disposal all available information pertinent to the site of the
PROJECT including previous eopurtn, drmwinga, p|ete, aunxsya, utility rauonds, and any other
data relative to design and construction of the PROJECT.
C. Make contact with property owners affected by the PROJECT and gain necessary access to
property for field investigation, design, and construction of improvements.
D. Examine all studies, reports, sketches, estimates, specifications, drawings, pnopnools, and
other documents presented by HLA and render in writing decisions pertaining thereto within a
reasonable time so as not to delay the work of HLA.
E. Obtain approvaof all governmental authorities having jurisdiction overthe PROJECT and such
approvals and consents from such other individuals or bodies as may be necessary for
completion of the PROJECT.
F. Pay for PROJECT bid advertisement costs.
TIME OF PERFORMANCE:
The services called for under the various phases of this Agreement shall be completed as follows:
PHASE 1 — ENGINEERING DESIGN AND FINAL PLANS, SPECIFICATIONS, AND ESTIMATE
Plans, specifications, and cost estimate for all project elements shall be completed within 45 calendar
days foliowing authorization to proceed. The design will be completed concurrently with the Hathaway
Street Watermain Replacement project, and one contract bid package will be prepared for Contractor
bidding.
PHASE 2 — SERVICES DURING CONSTRUCTION
Engineering services during construction for the PROJECT shall begin upon construction contract
award by the CITY to the lowest responsible bidder and shall extend through both the completion of
construction and completion of as -constructed drawings and labor documentation closeout, as
requested and directed by the CITY. A maximum of 70 working days has been assumed for the
construction of watermain and sanitary sewer improvements. Should the Contractor be granted time
extensions for construction completion due to recognized de|oys, requested additional work, and/or
change orders, engineering services beyond the 70 working days shall be considered additional
services.
PHASE 3 — ADDITIONAL SERVICES
Time of completion for work directed by the CITY under this phase shall be negotiated and mutually
agreed upon at the time of service requested by the CITY,
FEE FOR SERVICE:
For the services furnished by HLA as described under this Agreement, the CITY agrees to pay HLA the
fees as set forth herein, The amounts listed below may be revised only by written agreement of both parties.
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�U�EE�UNG[)ES|8NAND FINAL PLANS, SPECIFICATIONS, AND ESTIMATE
All work shall be performed on a time -spent basis at the normal hourly billing rates in affectat time of
the Task Order. All work directed by the CITY for this PROJECT phase shall be performed on a time -
spent basis at the hourly billing rates provided in EXHIBIT 6 of theAgreement (City Contract No. 2017-
072. Resolution No. R'2817-060). plus reimbursement for direct non -salary expenses as described in
section 5.1.1. An estimate of time and expenses for services is provided in EXHIBIT 1 below. The
estimated maximum amount of this phase of work is $45,390.00.
PHASE 2—SERVICES DURING CONSTRUCTION
All work shall be performedonmUmo'epentbasisct the normal hourly billing rates in affect at time of
the Task Order. All work directed by the CITY for this PROJECT phase shall be performed on a time -
spent basis at the hourly billing rates provided in EXHIBIT B of the Agreement (City Contract No. 2017-
072, Resolution No. R-2017-069). plus reimbursement for direct non -salary expenses as described in
section 5.1.1. An estimate of time and expenses for services is provided in EXHIBIT 1 below. The
estimated maximum amount of this phase of work is $67,77000.
PHASE 3— ADDITIONAL SERVICES
Any additional work requested by the CITY that is not included in other phases shall be authorized by
the CITY and agreed to by HLA in writing prior to proceeding with the services. HLA shall perform the
additional services as directed/authorized by the CITY on a time -spent basis at the hourly billing rates
included in our General Agreement, plus reimbursement for direct non -salary expenses such as
laboratory testing, reproduction expenses, out of town travel costs, and outside engineers.
Proposed:
Approved:
HLA Engin,Inc.
Michael T. Battle. PE, President
City of Yakima
Cliff Moore, City Manager
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Date
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EXHIBIT 1 — PROFESSIONAL SERVICES
During the term of this AGREEMENT, the ENGINEER shall perform professional services in connection
with the following project:
Hathaway Street Sanitary Sewer Improvements — Priority 3 (PROJECT)
Task Order No. 2018-02
HLA Project No. 18091E
For the services described in Task Order No. 2018-02, compensation shall be paid per Section 5 of the
Agreement (City Contract No. 2017-072, Resolution No. R-2017-069). The following spreadsheet shows
the estimated time and expenses to perform said services.
Project Title: Hathaway Street Sanitary Sewer Improvements - Priority 3
Client: City of Yakima
Task Order No 2018-02
Date: May 14, 2018
Task
No.
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Project Task
Senior
Principal
Engineer
$202
Licensed
Principal
Engineer
3181
Project
Engineer
3136
ENGINEER'S HOURLY ESTIMATE
Senior Prin
Land
Suneyor
3197
ENGINEERING DESIGN AND FINAL PLANS, SPECIFICATIONS, AND ESTIMATE
Project Management
Project Meetings
Field intesbgations and topographic survey
Reaew public and private utilities
Retiew easting easements and right-of-way
Preliminarydesign
In-house project review, quality control
Review w/and Incorporate Agency comments
Final design, plans, and specifications
Prepare estimate of construction cost
Furnish copies of plans and specifications
Answer bidders questions
Prepare and issue addenda
Attend bid opening
16
Labor Subtotal
Review bids/Prepare tabulation of bids
Make recommendation of contract award
2
0
0
2
2
2
2
0
0
0
0
0
13
4
4
2
2
2
12
2
2
2
2
2
2
2
50
4
4
2
4
2
44
2
4
24
6
2
6
6
2
2
2
116
0
1
0
0
0
0
0
0
7
Two Man
Survey
Crew
$214
0
2
0
0
14
CAD
Technician
3119
0
2
2
4
2
48
2
24
2
0
0
4
0
0
0
98
Word
Processing
Technician
$79
2
2
0
0
0
2
2
2
0
2
0
2
2
2
20
Total
Hours
Task Direct
Costs
13 , $1,106
13 $1,142
16 1 $2,222
12 31,448
8
113
11
18
60
11
4
8
14
4
6
7
318
$510
$13,114
$1,072
$2,058
$6,682
$1,256
3430
3816
$1,450
$272
3430
$632
$45,069
EXPENSES:
Travel.
Mileage
Meals/Lodging
Misc, Expenses:
Advertisement
Telephone
Postage
Printing 12 copies plans/specs
Sub -Consultants:
None Anticipated
Cost/Unit
3054
$000
$0.00
Ground
Days
Days
Miles
Subtotal - Labor
Subtotal - Expenses
40
Multiplier
Total - ENGINEERING DESIGN AND FINAL PLANS, SPECIFICATIONS, AND ESTIMATE
G:1Contracts 8. Task Orders \Yakima \201[311Naslewaler - Priority 3 Hathaway - 2018-02\2018-05-10 COY MN Task Order 2018-02.d ocx
$300,00
$0.00
$45,069,00,
$32l::60:
$45,390,60,
Page 5 of 6
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Project Mtle: Hathaway Street Sander, Sewer Improvements - Priority 3
Client: City of Yakima
Task Order No, 2018-02
Date: May 14, 2018
Task
No,
1
2
3
4
5
6
10
Project Task
SERVICES DURING CONSTRUCTION
Assist City with Reviewitontract Prep,
Conduct Pre -Construction Meeting
Construction Obsenration
Construction Staking
Field Inspection Reports
Construction Administration
Construction Meetings
Submittal Review
State Labor StandaMs Compliance
Progress Payrn encs
Change Orders
12
13
14
Labor Subtotal
Final Walk-Through/Punchlis
Project Closeout
Record Drawings
Senior
Principal
Engineer
$202
0
0
0
0
a
1
0
16
Licensed
Principal
Engineer
81
Project
Engineer
$136
2 2
12 24
12
4
30
4
4
44 96
tic Pane
Land
Surveyor
$197
4
0
0
ENGINEER'S HOURLY ESTIMATE
Two Man
Survey
Drew
$214
0
16
Resident
Engineer/
Inspector
12
290
16
O 4
O 2
O 2
2
336
Contract
AdmirmstratO
124
8
0
16
24
6
8
4
4
2
94
Engineering
Technician
$79
Total
Hours
2 10
2
0 334
0 27
8 43
16 82
18
24
29
2
8
16
4
4
2
6
2
70
22
14
14
20
15
660
Task Direct
Costs
$792
$792.
$37,916
$4,373
$2,877
$7,516
$2,008.
$2 148
$1,941
$1,670
$1,174
91,288
$1,604
$1,507
667,608
EXPENSES:
Travel:
Mileage
Meals/Lodging
Misc. Expenses: (None)
Advertisement
Telephone
Postage
Sub -Consultants:
Cost/Unit
00 541
Ground
Days
Days
Miles
300
$162 00
None Anticipated
$0.00 $0 i001
Subtotal - Labor
Subtotal - Expenses
Total - SERVICES DURING CONSTRUCTION
[Multiplier
0: \Contracts & Task OrdersWakima1.20181Wastewater - Priority 3 Hathaway - 2018-0212018-05-16 COY VVVV Task Order 2018-02.docx
90 00
$67,606 00
$162.00
567,768 00
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