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Home My WebLink AboutR-2020-089 Cascade Mill Redevelopment Project – Amendment to HLA AgreementA RESOLUTION RESOLUTION NO. R-2020-089 authorizing an amendment to contract with HLA Engineering and Land Surveying, Inc. to include engineering support for the Cascade Mill Redevelopment project WHEREAS, the redevelopment of the Cascade Mill site is one of the City of Yakima highest economic development strategic priorities, WHEREAS, the City's Engineering Division, at times, does not have adequate staff to complete all of its assigned tasks and projects; and, WHEREAS, the City of Yakima executed a professional services agreement with HLA Engineering and Land Surveying Services on April 22, 2020 in Contract 2020-066 for supplemental staffing services and support for the Engineering Division tasks, but did not expressly provide for project review and management of the Cascade Mill Redevelopment Project, and WHEREAS, the City desires to implement the construction and environmental remediation projects necessary to execute the Cascade Mill Redevelopment tasks; and WHEREAS, funding for a portion of the first phase of remediation has been awarded to the City of Yakima from the Washington State Department of Ecology with additional funding from the Washington State Local Infrastructure Financing Tool (LIFT) and, WHEREAS, the City Council deems it to be in the best interests of the City to enter amend the agreement with HLA Engineering and Land Surveying Inc. to perform project management and review services for the City, now, therefore BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The Interim City Manager is hereby authorized to execute Amendment #1 to Contract 2020-066 with HLA Engineering and Land Surveying, Inc. for project management and review of the Cascade Mill Redevelopment Project services for the City of Yakima not to exceed $212,000. ADOPTED BY THE CITY COUNCIL this 4th day of August, 2020. ATTEST: Sonya C a r Tee, City Clerk Patricia Byers, ayor Contract � f rfSupplemental Agreement' v�� ^°� t�| 8mt Supplemental — Su|6��F��0O6�� J Organizationand Address: HLAEngineehnQand Land Gumeying Inc.Number: 2HU3R�Yakima,V� River Road, Original Contract Number: 2020-066 Execution ate of Supplement: August q .2020 City Project Number: N//\ Completion Date of Supplement: No Change toOriginal Contract Project Title: Professional Services, General Civil Engineering and Staff Support Services tothe City ofYakima on Various Projects and Related Work yWaxinnunn Annual Amount Payable this Supplement: $212.000 Maximum Annual Amount Payable for the Agreement: $362.000 Original Contract Amount $150000+ Supplement No. 1$212000 Section 1:SupKle00ental Agreement The City of Yakima, Washington desires to supplement the Agreement for Professional Gpnvioaa first entered into with HLA Engineering and Land Surveying, Inc., and executed on April 22. 2020. by Resolution No. 2020-047 and identified as Contrant2O2O'DO8. All provisions in the basic contract remain ineffect except asexpressly modified bythis supplement. The changes <othe agreement are described anfollows: Section 2:Scope of Services _ 21 Basic Services The change in basic services to be performed as part of this Supplemental Agreement are specific VoProject Management assistance 'ofthe Cascade Mill Site Infrastructure Improvements, esan mdonaiun of staff. The Consultant shall work on & part-time boain. up to 18 hours per week on uvnmge, and report directly toJoan Davenport, Director nfCommunity Development. Exhibit Aof the original Agreement for Professional Services shall bwsupplemented toinclude the following: ' q. Primarily work within the Local Infrastructure Financing Tool (LIFT) boundary. c Interim Action Work Plan compliance and municipal solid waste removal. S. Agency coordination including WSDOT, Yakima County, Department of Ecology, BNSF (CWR), urother agencies aodirected. L Street and Utility Infrastructure improvements. U. Private utility company coordination. V. Funding strategy recommendations and budget coordination, W. Permit review and compliance. x Assist City with contract management. Y. Other duties uoassigned, Section 5:Compensation 5.2 Unless specifically authorized in writing by the CITY, the total budgetary amount for this PROJECT shall not exceed Three Hundred Sixty -Two Thousand Dollars ($362,000) during any calendar year for the term of the AGREEMENT. s»ContractaaTask Supplement No. 1(Mill Site Engineering menaoemenm,uocx 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. B B CITY CONTRACT NO: RESOLUTION NO: G:\Contracts & Task Orders\Yakima\2020\Engineering Depart ment12020-08-04 - Supplement No. 1 (Mill Site Engineering Menagement).docx B US INE S S O F T HE C I T Y C O UNC I L YAK I M A, WAS HING T O N AG E ND A S TAT E M E NT I tem No. 4.D. F or Meeting of: August 4, 2020 I T E M T IT L E :Resolution authorizing amendment to contract with HL A to provide engineering and project management services for the Cascade Mill Redevelopment Project S UB M IT T E D B Y:J oan Davenport, Community Development Director S cott S chafer, P ublic Works Director S UM M ARY E X P L ANAT I O N: I n April 2020, the City of Yakima established a contract with HL A for professional engineering services related to a variety of tasks which would otherwise be performed by a City E ngineer. The contract (Contract No. 2020-066) did not include professional services for management of the Cascade Mill project. Given that this project is now on an accelerated path for construction and environmental clean-up, the City of Yakima is adding professional engineering services for the Cascade Mill Redevelopment project to the contract. I T E M B UD G E T E D:Yes S T RAT E G I C P RI O RI T Y:E conomic Development AP P RO V E D F O R S UB M IT TAL B Y T HE C IT Y M ANAG E R RE C O M M E ND AT I O N: A dopt Resolution AT TAC HM E NT S : Description Upload Date Type reso 7/28/2020 Cover Memo Amendment 1 to Contract 2020-066, Scope of Work 7/28/2020 Backup Material Contract 2020-066 Engineering Services with HLA 7/28/2020 Contract 1 Contract Supplemental Agreement Supplemental Agreement �2 Number: (]qgon�adnnand Address: HLA Engineering and Land Surveying, Inc. 28O3River Road, Yakima, VVA 38902 C}hgina|(�mntnactNunlber� Number: ExecutionofSupplement: [}ecambar .2020 City Pr ectNunn�er� � N�� -x Completion Date of Supplement: No Change toOriginal Contract Project Title: Professional Services, General Civil Engineering and Staff Support Services to the City ofYakima mnVarious Projects and Related Work Maximum Annual Amount Payable: NoChange toOriginal Contract and Supplement Agreement Number 1 K8axinnurnAnnual ArnountPayable for the � �3O2DOO Agreement: ' (]ri0iO�|Contr�n�Amoun�� 15O'OOO � Supplement Number 1� $212000 � Supplement Number 2: $O ' Section 1: Supplemental Agreement. The City of Yakima desires to supplement the Agreement for Professional Services first entered into with HLA Engineering and Lend Surveying, Inc., and executed on April 23. 2020. by Resolution No. R-2020'047 and identified as Contract 2020-066; and amended by Supplement Agreement Number 1, executed on August 4. 2020. by Resolution No. R-2020'089 and identified aoContract 2O2O-05OGup#1. All provisions inthe basic contract and the first supplement remain in effect except as expressly modified by this supplement. The changes to the agreement are described esfollows: Section 9: Audit and Access to Records, shall be replaced with the following: SECTION 9: AUDIT AND ACCESS TO RECORDS 8.1 The EN{3|NEER, including its subconsukonta, shall maintain booko, recorda, documents and other evidence directly pertinent to performance of the WORK under this AGREEMENT in accordance with generally accepted accounting principles, the Public Records Act, and practices consistently applied. The ENGINEER shall promptly furnish the CITY with such records which are related to the WORK of this AGREEMENT as may be requested by the CITY. The CITY, or the C|TY'e duly authorized representative, shall have access tosuch books, recqrds, documenta, and other evidence for iOspecUon, audit, and copying fora period of six /O\ years after completion ofthe PROJECT, orfor alonger period ifrequired bylaw o[bythe Washington State Secretary of Stete's records rabandmn schedule. The CITY shall also have access to such books, records, and documents during the performance of the PROJECT VVORK, if deemed necessary by the CITY 8.2 Audits conducted pursuant to this oaudon shall be in accordance with generally accepted auditing standards and established procedures and guidelines of the reviewing mrauditing agency. oAContmmuTask Orde rs\vak ima\2 020\ng ineering oe��11-30Supplement No. u.Docx 9.3 The ENGINEER agrees to the disclosure of all information and reports resulting from access to records pursuant to this section, provided that the ENGINEER is afforded the opportunity for an audit exit conference and an opportunity to comment and submit any supporting documentation on the pertinent portions of the draft audit report and that the final audit report will include ENGINEER's written comments, if any. 9.4 The ENGINEER shall ensure that the foregoing paragraphs are included in each subcontract for WORK on the PROJECT. 9.5 Any charges of the ENGINEER paid by the CITY which are found by an audit to be inadequately substantiated shall be reimbursed to the CITY. 9.6 During the performance of the tasks assigned under this Agreement ENGINEER shall at all times maintain strict confidentiality with respect to all documents, materials, plans, designs, specifications and any other information belonging to the CITY that ENGINEER may have access to or observe while performing the tasks presented in this Agreement; further, ENGINEER shall not disclose any confidential CITY information that ENGINEER may have access to or come into contact with to any third parties whatsoever, at any time during the term of this Agreement; such prohibition shall be a continuing obligation that shall remain effective after the termination of this Agreement. 9.7 All records relating to ENGINEER's work under this Agreement must be made available to the CITY, and the records relating to the WORK are City of Yakima records. They must be produced to third parties, if required pursuant to the Washington State Public Records Act, Chapter 42.56 RCW, or by law. All records relating to ENGINEER's services and WORK under this Agreement must be retained by the ENGINEER for the minimum period of time required pursuant to the Washington Secretary of State's records retention schedule. 9.8 The terms of Section 9 shall survive any expiration or termination of this Agreement. 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. ENGINEER By: Robert Harrison City Manager, City of Yakima ATTEST: te\ 0.0 iN Sonya CEaar Tee • * - 1City Cle CITY CONTRACT N RESOLUTION NO: GAContracts & Task Orders\Yakima \2020\ Engineering Department \2020-11-30 Supplement No. 2.Docx