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HomeMy WebLinkAbout09/15/2020 04D Task Order 2020-01 with HLA Engineering and Land Surveying a\'4\lyy bxk ik 1 1-:41 PPPPPP+Pd s' lii it tYlltYlA.\ta. BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 4.D. For Meeting of: September 15, 2020 ITEM TITLE: Resolution authorizing Task Order 2020-01 with HLA Engineering and Land Surveying SUBMITTED BY: Scott Schafer, Director of Public Works David Brown,Assistant Director of Public Works, 509-575-6204 SUMMARY EXPLANATION: This is a Resolution authorizing Task Order 2020-01 with HLA Engineering and Land Surveying. The Task Order contains the design elements for water main improvement on East Viola Avenue, including construction engineering. This Task Order is attached to Contract 2018-048 and Resolution R-2018-018 in the amount not to exceed $284,050. This project was identified by priority within the 2017 Water System Plan. The Water/Irrigation Division used the Municipal Research and Services Center(MRSC)of Washington Roster, a statewide small works and consultants roster system, followed by a competitive selection process, prior to selecting HLA Engineering and Land Surveying for a 4 year contract to complete design of water system improvements by task order. The Project is funded by a Public Works Trust Fund Loan. ITEM BUDGETED: Yes STRATEGIC PRIORITY: Public Trust and Accountability APPROVED FOR SUBMITTAL BY THE CITY MANAGER RECOMMENDATION: Adopt Resolution ATTACHMENTS: Description Upload Date Type resolution 9/1/20 0 resolution Task order 9/3/ 020 retract 2 RESOLUTION NO. R-2020- A RESOLUTION authorizing the City Manager to execute Task Order 2020-01, incorporated in Professional Services Agreement with HLA Engineering and Land Surveying, Inc. to provide engineering services in accordance with the Yakima Water and Irrigation Distribution Systems Contract 2018-048. WHEREAS, the City of Yakima maintains Waste and Irrigation distribution Systems in accordance with applicable Federal, State and Local regulations; and WHEREAS, the City of Yakima Water/Irrigation Division requires engineering services for improvements identified in the adopted 2017 Water System Plan and the 1999 Irrigation Master Plan; and WHEREAS, the City of Yakima Water/Irrigation Division representatives have complied with the provisions of RCW 39.80 which concerns the procurement of engineering and architectural services by a city; and WHEREAS, In December, 2017 the City evaluated qualification submittals from three Engineering firms, selected the two most qualified, and on December 11 and 12 the City held interviews with the Engineering firms; and WHEREAS, as a result of these interviews, the City selected HLA Engineering and Land Surveying, Inc. as the most qualified engineering firm to perform the required work; and WHEREAS, the 2017 Water System Plan has identified a necessary water main replacement project on Viola Avenue: and WHEREAS, the City Council has determined that it is in the best interest of the City of Yakima to enter into Task Order 2020-01 with HLA Engineering and Land Surveying, Inc., attached hereto and incorporated herein by this reference, to perform the required engineering services for the water main replacement project; now, therefore BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized and directed to execute Task Order 2020-01, incorporated in Professional Services Agreement between the City of Yakima and HLA Engineering and Land Surveying, Inc. (City Contract No. 2018-048) to provide engineering services for the replacement of water main on Viola Avenue; a copy of Task order 2020-01 is attached hereto and by this reference made a part hereof. ADOPTED BY THE CITY COUNCIL this 15 day of September, 2020. ATTEST: Patricia Byers, Mayor Sonya Clear Tee, City Clerk 3 For City of Yakima Use Only: Contract No 2018-048 Project No.__AC2503____ Resolution No. R-2018-018 TASK ORDER NO. 2020-01 SOQ No._ REGARDING AGREEMENT BETWEEN CITY OF YAKIMA (CITY CONTRACT NO. 2018-048, RESOLUTION NO. R-2018-018) AND HLA ENGINEERING AND LAND SURVEYING, INC. PROJECT DESCRIPTION: East Viola Avenue Watermain Improvements, D-16,AC2503(PROJECT) HLA Project No. 20147E The City of Yakima (CITY) desires to improve system operation and reduce unscheduled repairs by replacing approximately 4,000 linear feet of existing 6-inch diameter cast iron watermain with new 12-inch diameter ductile iron watermain in East Viola Avenue, between Fair Avenue and Rudkin Road. Improvements will include new crossing connections, water services, valves, fire hydrants, and related surface repairs. 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: 1.0 Project Administration and Environmental Assistance 1.0 Assist City with financial management requirements of funding agency. 1.1 Assist CITY with environmental process requirements for the PROJECT. 2.0 Design Engineering 2.1 Provide complete project management to deliver the PROJECT within mutually determined expectations. 2.2 Attend two (2) PROJECT meetings with CITY staff at 60% and 90% plan completion to fully review all elements of the PROJECT. 2.3 Perform detailed topographic survey of the project area as required to complete design, plans, and specifications, including call for utility locates and obtaining invert elevations of existing infrastructure (no potholing is anticipated to be performed). 2.4 Perform field investigations necessary to design the identified improvements. 2.5 Review and identify public and private utilities within the PROJECT area. Notify utilities of pending construction and potential impacts. 2.6 Research and identify existing easements and right of way limits. 2.7 Perform the preliminary design. Present, review, and discuss preliminary plans with the CITY at both 60% and 90% completion. 2.8 On basis of approved preliminary plans, perform the final design, and prepare complete plans and specifications for publicly-bid improvements, as authorized by the CITY. C?Program Files (x86)\neevia.com\clocConverterProVempWVDC\71CA24A5-7910-4122-BB2E-7275E29E366E\Yakima.13849.1.HLA- Water_Division_Task_Order 2020-01.clocx Page 1 of 7 4 2.9 Prepare the Engineer's Estimate of construction cost. 2.10 Furnish the CITY electronic copies of the final plans and specifications for bidding and construction. Print up to twelve (12) paper copies of the final plans and specifications. 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. 2.11 Submit bid advertisements to Paper of Record and Publications directed by the CITY (All advertisement fees to be paid by the CITY). 2.12 Post contract plans and specifications to the HLA website for bidding purposes. 2.13 Prepare and maintain planholders list, including CITY staff, private utility companies, and plan centers. 2.14 Answer and supply such information as requested by prospective bidders. 2.15 Prepare and issue addenda, if necessary. 2.16 Attend bid opening and participate in the bid evaluation process. 2.17 Prepare tabulation of all bids received by the CITY and review bidder's qualifications. 2.18 Make recommendation of construction contract award to the lowest responsible bidder. 3.0 Construction Engineering 3.1 Coordinate execution of the Contract with the Contractor, including review of Bond and Insurance requirements, and provide Contracts for City Council consideration. 3.2 Prepare and transmit Notice of Award to the Contractor. 3.3 Coordinate and facilitate preconstruction meeting with the CITY, Contractor, private utilities, and affected agencies. 3.4 Prepare and issue Notice to Proceed to the Contractor. 3.5 Furnish the field survey crew necessary to set horizontal and vertical control for the improvements authorized for construction. 3.6 Furnish a qualified resident engineer (inspector) to observe construction at the PROJECT site during all significant work. The resident engineer shall provide surveillance of construction for substantial compliance with plans and specifications. 3.7 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. 3.8 Administer weekly construction meetings (as needed). 3.9 Consult and advise the CITY during construction and make a final report of the completed work. 3.10 The CITY is required to monitor the Contractor's 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 weekly certified payrolls, conducting employee interviews in the field, and issuing letters of non-compliance and/or letters of missing documents. C?Program Files (x86)\neevia.com\clocConverterProVempWVDC\71CA24A5-7910-4122-BB2E-7275E29E366E\Yakima.13849.1.HLA- Water_Division_Task_Order 2020-01.clocx Page 2 of 7 5 3.11 Review Contractor's submission of samples and shop drawings, where applicable. 3.12 Review materials testing results for compliance with plans and specifications. 3.13 Prepare and submit proposed contract change orders when applicable. 3.14 Perform final walk-through with the CITY and Contractor, and issue final punch list. 3.15 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. 4.0 Additional Services Provide professional engineering and land surveying services for additional work requested by the CITY that is not included above. 5.0 Items to be Furnished and Responsibility of CITY The CITY will provide or perform the following: 5.1 Provide full information as to CITY requirements of the PROJECT. 5.2 Assist HLA by placing at their disposal all available information pertinent to the site of the PROJECT, including previous reports, drawings, plats, surveys, utility records, and any other data relative to design and construction of the PROJECT. 5.3 Provide staff and equipment to pothole at specific areas of potential conflict or interest, necessary to confirm the design. 5.4 Contact property owners affected by the PROJECT and gain necessary access to property for field investigation, design, and construction of improvements. 5.5 Examine all studies, reports, sketches, estimates, specifications, drawings, proposals, and other documents presented by HLA and provide written decisions within a reasonable time as not to delay the work of HLA. 5.6 Obtain approval of all governmental authorities having jurisdiction over the PROJECT and approvals and consents from other individuals or bodies as necessary for completion of the PROJECT. 5.7 Pay for project bid advertisement costs. 5.8 Pay for all necessary testing costs and permit fees. TIME OF PERFORMANCE: The services called for in this Agreement shall be completed as follows: 1.0 Protect Administration and Environmental Assistance These assistance services shall begin immediately following receipt of the signed Task Order and continue until all funding and labor compliance closeout requirements for the PROEJCT have been satisfied. 2.0 Design Engineering C?Program Files (x86)'neevia.com\clocConverterProVempWVDC\71CA24A5-7910-4122-BB2E-7275E29E366E\Yakima.13849.1.HLA- Water_Division_Task_Order 2020-01.clocx Page 3 of 7 6 Plans, specifications, and cost estimate for all project elements shall be completed within 120 working days following authorization to proceed. 3.0 Construction Engineering 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 sixty (60) working days has been assumed for the construction of improvements. Should the Contractor be granted time extensions for construction completion due to recognized delays, requested additional work, and/or change orders, engineering services beyond the sixty (60) working days shall be considered additional services. 4.0 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 in amounts not to exceed the fees as set forth in 1.0, 2.0 and 3.0, below. The amounts listed below may be revised only by written agreement of both parties. A fee breakdown is provided in EXHIBIT 1 attached. 1.0 Protect Administration and Environmental Assistance 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. 2018-048, Resolution No. R-2018-018), plus reimbursement for direct non-salary expenses as described in section 5.1.1 for the estimated maximum amount of$7,600. 2.0 Design Engineering All work directed by the CITY for this PROJECT phase shall be performed on a lump sum basis in the amount of$122,500. 3.0 Construction Engineering 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. 2018-048, Resolution No. R-2018-018), plus reimbursement for direct non-salary expenses as described in section 5.1.1 for the estimated maximum amount of$136,000. 4.0 Additional Services Any additional work requested by the CITY that is not included above 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 (City Contract No. 2018-048, Resolution No. R-2018-018), plus reimbursement for direct non-salary expenses such as laboratory testing, printing expenses, out of town travel costs, and outside consultants. C?Program Files (x86)'neevia.com\clocConverterProVempWVDC\71CA24A5-7910-4122-BB2E-7275E29E366E\Yakima.13849.1.HLA- Water_Division_Task_Order 2020-01.clocx Page 4 of 7 7 CITY OF YAKIMA HLA Engineering and Land Surveying, Inc. Signature Signature Printed Name: Robert Harrison Printed Name: Michael T. Battle, PE Title: City Manager Title: President Date: Date: Attest City Clerk C?Program Files (x86)\neevia.com\clocConverterProVempWVDC\71CA24A5-7910-4122-BB2E-7275E29E366E\Yakima.13849.1.HLA- Water_Division_Task_Order 2020-01.clocx Page 5 of 7 8 EXHIBIT 1 — PROFESSIONAL SERVICES East Viola Avenue Watermain Improvements, D-16 (PROJECT) Task Order No. 2020-01 HLA Project No. 20147E For the services described in Task Order No. 2020-01, compensation shall be paid per Section 5 of the Agreement (City Contract No. 2020-_, Resolution No. R-2020- ). The following spreadsheet shows the estimated time and expenses to perform said services. Project Title: East Viola Avenue Watermain Improvements,0-16 Client City of Yakima Task Order No.202Q•O1 Cate August 26.2020 ENGINEER'S HOURLY ESTIMATE Senior Licensed Project Licensed Two Man Contract Word Task Principal Principal Engineer Land Survey Admin Processing Total Task Direct No. Project Task Engineer Engineer . Surveyor Crew Technician Hours Costs 6215 $193 $145 5160 5226 5132 384 1.0 Project Administration and Environmental Assistance 1 Assist City with financial management 2 4 4 0 0 16 0 26 $3.894 requirements of funding agency 2 Assist City with environmental process 2 4 10 0 0 8 0 24 $3,708 requriementfor the PROJECT Labor Subtotal 4 8 14 0 0 24 D 50 $7,602 1.0 Project Administration and Environmental Assistance $7,6QO Senior Licensed Project Licensed Two Man CAD Word Task Pr©jecl Task Principal Principal Engineer Land Survey Technician Processing Taal Task Direct No, Engineer Engineer Surveyor Crew Technician Hours Costs S215 S193 5145 $160 $226 5127 Sf34 2,0 Design Engineering 1 Protect Management 4 16 4 2 0 0 4 30 $5,184 Z Project Meetings U<ick-off,60%and 90%) 2 B 16 0 0 8 4 38 $5,646 3 Detailedtopographic survey 0 4 8 16 64 16 0 106 $20,968 4 Field investigations 1 4 16 2 0 8 0 31 $4,643 5 Review public and private utilities 1 4 16 2 4 12 0 39 $6,055 6 Review eataimg easements and right-of-way 0 0 4 8 0 8 0 20 $2,876 7 Preliminary Engineering°as'ign(6O and 9Oz) 6 24 80 2 4 144 6 266 $37,538 8 In-house project review,quality control 2 6 2 0 0 2 2 14 S2,300 9 Review wland Incorporate Agency comments 2 4 12 0 0 16 2 36 t5,142 10 Final design,plans,and specifications 2 18 40 0 0 60 8 128 1:17r996 11 Prepare Engineer's Estimate of construction cost 1 4 16 0 0 8 0 29 44,323 12 Furnish copies of plans and specifications 0 2 2 0 0 0 4 8 $1012 13 Submit Bid Advertisements to Publications 0 2 0 0 0 0 4 6 5722 l4 Manage Advertisement,Contract Documents, 0 2 0 0 0 0 4 6 $722 PlanholderoLla:,and Addenda 15 answer bidders questions 0 4 8 0 0 0 0 12 s1,932 16 Prepare and issue addenda 1 2 6 0 0 4 2 15 $2,147 17 Attend bid opening 0 2 2 0 0 0 0 4 $676 18 Review bids/Prepare tabulation of bids 1 2 2 0 0 0 6 11 $1,395 13 Make recommendation of contract award 0 1 2 0 0 0 2 5 $651 Labor Subtotal 23 109 236 32 72 286 48 806 $121,948' EXPENSES; Expenses' Cost/Unit Ground Days Days Niles Units Mileage $0,58 224 $130 Printing 12 copies plansa'speos $35 12 S420 2.0 Design Engineering 122,500 Total Phase 1,0 and Phase 2,0 148,050 C:\Program Files (x86)\neevia.com\docConverterPro\temp\NVDC\71CA24A5-7910-4122-BB2E-7275E29E366E\Yakima.13849.1.HLA- Water_Division_Task Order 2020-01.docx Page 6 of 7 9 EXHIBIT 1 — PROFESSIONAL SERVICES (Continued) Project Title: East Viola Avenue WatermainImprovernents.0-16 Client: City of Yakima Task Order No.2020.01 Date: August 25.2020 I I ENGINEER'S HOURLY ESTIMATE Staka Licerired Prortel Lk.Prine, Two Men Resident Contract Engineering TnSk P Task Principal Principal Enginter Lnoil Surto). Entori Administrator Techoition Tort! Tools Diroct rO14•97 No. Engiriecr Engineer Surveyor Crew Inepoetor Mourn Coett $222 $200 $150 $164 $226 $119 $132 $84 3.0 Constcuction Engineering Coordihu4 coramct Exacatioa itscHadir9 1 0 2 2 0 0 0 4 a 10 $'1,334 roviow or bond ond ineurorko 2 Prepara sad boot Notice of Award 0 I 2 0 0 0 2 0 5 1764 3 Conduct Pro•Gorktruction Prloctiog 1 2 4 0 0 2 2 2 13 $1,892 4 Ptapart sad 14s Notice to Procood 0 I 1 0 0 0 2 2 6 1782 5 r reld Soma:Cast:for Horn:NW Control 9 1 4 12 48 2 9 0 67 $13,854 6 Conotrnetion Obeorvatior,(60d) 4 18 45 0 0 570 4 4 6415 $80,382 7 hold Inspection Roporte 0 I 4 0 0 16 4 4 28 $3,568 0 Cs0,3103c0o6 Ad16343044638 4 4 8 0 0 0 32 16 64 18,456 3 Weekly Cos3t.tuctiott 61kating; 2 8 18 0 0 0 4 4 34 15,608 10 t314e3nolo SubenittoI',holm 0 2 8 0 0 2 0 6 20 $2,510 II Strto Labor Standard:GornpLuneo 0 0 1 0 0 2 4 12 19 $1,924 12 Prograll Pay E.:Gino-too I 2 4 0 0 4 16 4 31 $4,146 Review'Natalia!:Te:tia9 Reunite for 13 0 0 4 0 0 2 1 4 II 41306 Coniplionct 14 Prepare and Submit Ghorigo Ordtr: 0 4 6 0 0 2 4 4 20 32,802 IS Final WullioThroughfPonchliet 0 2 4 0 0 2 2 0 10 11302 16 Project Vol:tout 0 I 4 0 0 2 6 6 19 $2,334 I? Record Otawi693 0 I 2 0 0 8 2 2 15 $1,884 Labor Subtotal 12 SO 124 12 48 311. 00 84 1023 $133,110 EXPENSES; Travef: Cosf fUnik Gtound Oags Delis Miles Milana $0.350 1340 too Maal:71.odgin9 Misc.Empensts.(None) Advortietronot , , Ttkphanc . . . Po:tsgt Su6•ConSUIL9793: Norio Anticipate d I S0O0 I 10.001 I I I Innultiplior I 131 111 I $0.00 Sobtoto1.Labor 1135,110 Sat:total•Experiver, MO Toed v CONOTRUCTION ENGINEERING $136,000 C:\Program Files (x86)\neevia.com\docConverterProVemONVDC\71CA24A5-7910-4122-BB2E-7275E29E366E\Yakima.13849.1.HLA- Water_Division_Task Order2020-01.docx Page 7 of 7