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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 5
For Meeting of: March 19, 2013
ITEM TITLE: Resolution authorizing an Addendum to an existing
Professional Services Agreement with Huibregtse, Louman
Associates, Inc (HLA) in the amount not to exceed $98,600
to provide Engineering Services for the extension of the
City's Industrial Wastewater Collection System to the
vicinity of 1000 Block S 3rd St (Noel Canning Corporation)
SUBMITTED BY: Debbie Cook, Director of Utilities & Engineering
Scott Schafer, Wastewater Division Manager
CONTACT Shelley Willson, Utility Engineer /(509) 575 -6077
PERSON /TELEPHONE:
SUMMARY EXPLANATION:
The City of Yakima (City) is currently extending its industrial waste (IW) collection system to
connect existing high strength industries funded by a Public Works Trust Fund Loan. This
will separate the high strength loading from the rest of the domestic sanitary sewer;
restoring significant capacity for future users, treat the IW process more effectively and
efficiently, lower operational costs, increase economic development opportunities within the
City and will help to stabilize future rates for all users, residential, commercial, and
industrial.
Using the Municipal Research and Services Center (MRSC) of Washington Roster, a
statewide small works and consultants roster system, followed by a competitive selection
process, the City selected HLA. Their previous work with the City's IW project provided the
qualifications and expertise necessary to successfully complete this project.
The Addendum (Addendum No.2) to the existing Professional Services Agreement with
HLA, City Contract No. 2012 -42, is to provide all services for project administration,
formulation, field investigations, pre- engineering, environmental compliance, permitting, final
design, plans and specifications, including services during construction for the extension of
the City's Industrial Wastewater Collection System to the vicinity of 1000 Block S 3rd St
(Noel Canning Corporation).
The terms of Addendum No. 2 would be in an amount not to exceed ninety -eight thousand
six hundred dollars ($98,600). (See attached Agreement with Exhibit A and B.)
Exhibit "A” of the Agreement describes the Scope of Work in more detail.
Exhibit "B" of the Agreement describes the Schedule of Rates.
Other
Resolution X Ordinance
(specify)
Mail to: PE President, 801 North ' ' ' ' Ave.,
Contract: Yakima, WA. 989O2
Contract Term: Amount: $98.000 Expiration Date:
Insurance Required? No
Funding Sewer Construction Fund 476 - Budgeted
Phone: /5OQ\900-7OOO
Source: and Public \8�»rkoTrust Fund Loan ' ` '
APPROVED FOR
Cit
SUBMITTAL: '
STAFF RECOMMENDATION:
Staff respectfully requests City Council approve the Resolution authorizing the City Manager
to execute the accompanying contract.
BOARD/COMMISSION RECOMMENDATION:
ATTACHMENTS:
Click xodownload
Resolution HL4 Addendum Nn2 Noel Canning |VV
HLA Agreement |VV Extension Noe|Canning
RESOLUTION NO. R -2013-
A RESOLUTION authorizing the City Manager to execute an Addendum to existing
Professional Services Agreement 2012 -42 with Huibregtse, Louman
Associates, Inc. (HLA), in the amount not to exceed $98,600 for
Engineering Services for the Extension of the Industrial Wastewater
Collection System to Noel Canning Corporation.
WHEREAS, the City of Yakima (City) owns and operates wastewater collection
and treatment facilities in accordance with applicable Federal, State and Local
regulations; and
WHEREAS, the City maintains a roster of consultants whose statements of
qualifications represent that they have the expertise necessary to perform the services
required by the City; and
WHEREAS, the state of Washington requires these services to be performed by a
Professional Licensed Engineer; and
WHEREAS, the City already has an Agreement 2012 -42 with HLA Inc. for
Engineering Services related to the design and construction services on recent Industrial
Waste Line improvements for the City's wastewater system and are identified to meet
regulatory requirements, community growth, replacement needs, and operational
efficiencies; and
WHEREAS, the City desires to retain HLA Inc., through an Addendum (Addendum
No. 2) of the existing Agreement 2012 -42 to provide engineering services for design and
construction of the extension of the City's Industrial Waste Line to the vicinity of Noel
Canning Corporation and other related wastewater collection system pipeline services;
and
WHEREAS, this segment of the extension project was not included with the
original HLA Professional Services Agreement 2012 -42, as it was dependant upon
funding availability; and
WHEREAS, upon completion, the installation of the industrial waste line allows
Noel Canning to discharge its high strength process wastewater to the City's wastewater
treatment plant to be treated significantly more effectively and efficiently; and
WHEREAS, the City Council has determined that it is in the best interest of the
City to enter into an Addendum (Addendum No.2) of the existing Professional Services
Agreement 2012 -42 with HLA; 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 Addendum
(Addendum No. 2) to existing Professional Services Agreement 2012 -42 with HLA,
attached hereto and incorporated herein by this reference not to exceed ninety -eight
thousand six hundred dollars ($98,600), to provide Professional Engineering Services
required to design an extension of the City's Industrial Waste Line to Noel Canning
Corporation and to oversee the construction and inspection thereof.
ADOPTED BY THE CITY COUNCIL this 19th day of March, 2013.
ATTEST: Micah Cawley, Mayor
Sonya Claar -Tee, City Clerk
AGREEMENT FOR PROFESSIONAL SERVICES
City of Yakima Contract No. 2O12-42
Resolution R-2012'60
Project No. WW2327
ADDENDUM NO'2
This Addendum, hereinafter identified as Addendum No. 2, is hereby entered into and made a part of the
Agreement between City of Yokimo. Washington, and Huibregtse, Louman Associates, Inc., for
Professional Services first entered into on the 2nd day of May, 2012. and Addendum No. 1 entered into
on the 2 day of July 2012. by the CITY OF YAK|MA, hereinafter called the "CITY," and HUIBREGTSE,
LOUMAN ASSOCIATES, INC., henainofternaUedthe^ENG|NEER.^
WITNESSETH: That in consideration of the mutual covenants and agreements herein oonbsined, the
parties hereto do mutually agree to amend, revise, and/or add the following to the referenced Agreement:
SECTION 2 - SCOPE OF SERVICES
2.1 Basic Services: ENGINEER agrees to perform additional work tasks described in the
attached Addendum No. 2 Exhibit A: Noel Canning Industrial Waste line Extension
SECTION 4- AUTHORIZATION, PROGRESS, AND COMPLETION
4.1 In signing this Addendum, CITY grants ENGINEER specific authorization to proceed with
additional work tasks described in Exhibit A: Noel Canning Industrial Waste line
Extension, beginning with Phases 2 and 3. Work on Phases 5 and 6 shall only proceed
after receipt of written authorization from the CITY based on approved recommendations
from Phases 2 and 3. The time for completion is defined in Exhibit A.
SECTION 5- COMPENSATION
5.1 COMPENSATION for the additional work tasks in Phase 6 described in Exhibit A: Noel
Canning Industrial Waste line Emdenm|mn, shall be in accordance with EXHIBIT B —
SCHEDULE OF RATEG, attached hereto and incorporated herein by this rmfarenoe, on a
time spent basis plus reimbursement for direct non-salary expenses. These hourly rates
shall be subject to periodic modifications based on annual adjustments in individual
employee salaries and State-approved overhead rates. COMPENSATION for the
additional work tasks in Phases 2, 3, and 5 described in Exhibit A: Noel Canning
Industrial Waste line Extension, shall be per lump sum fee. The maximum amount of
compensation to the ENGINEER for Phases 2, 3, S. and 6, as described in the FEE FOR
SERVICE section of Exhibit A: Noel Canning Industrial Waste line Em±eno|on, shall
not exceed $98,600 without the written agreement of the CITY and ENGINEER.
Other than the specific amendments identified hanain, all other terms, nonditiono, and requirements of the
underlying contract and Addendum No. 1 shall remain in full force and effect throughout the term of the
Contract's performance.
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IN WITNESS WHEREOF the parties hereto duly enter into and execute this Addendum No. 2, as of this
day of , 2013.
CITY OF YAKIMA HUIBREGTSE, LOUMAN ASSOCIATES, INC.
Signature Sign ure 7 ir
Printed Name: Tony O'Rourke Printed Name: Jeffrey T. Louman, PE
Title: City Manager Title: President
Date: Date:
Attest
Printed Name: Sonya Claar Tee
Title: City Clerk
City Contract No 201242
Resolution No R-2012-
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ADDENDUM NO. 2
EXHIBIT A
CITY OF YAKIMA
NOEL CANNING INDUSTRIAL WASTELINE EXTENSION
SCOPE OF WORK
During the term of this AGREEMENT, the ENGINEER shall perform professional services in connection
with the following project:
This scope of work shall include the furnishing of all services, labor, mmbaha|s, aquipnlant, oupp|iea, and
incidentals necessary to conduct and complete the work as indicated hereinafter. The work to be
performed involves project adminiotnoUon, formu|atiun, field invoaUgations, pra-enginearing,
environmental oomp|ienoe, parmittin0, final deoi0n, plans and apecifioaUons, and services during
construction.
PROJECT: The City of Yakima Wastewater Department desires to install a new 8-inch diameter
industrial waste sewer line from the approximate intersection of E. Nob Hill Blvd./S. G St. to
Arlington Ave. near Noel Canning Corporation (est. 1,900 linear feet).
SCOPE OF SERVICES:
PHASE 2 ' PROJECT FORMULATION. INVESTIGATION AND PRE-ENGINEERING
A. Perform field review and investigation of anticipated pipe alignments and determine potential
project constraints.
B. Perform topographic field survey at specific locations to determine existing ground elevations
and elevations of existing facilities.
C. Perform review of public and private utilities including City VVoter, City Gawar, Cascade
Natural Gam, Pacific Povver, Century Link Communications and Fiber Optic lines to determine
general locations and size of facilities. Make recommendation of potential project impacts
due to existing utilities. No excavation work to determine location or depth will be conducted.
O. Perform review of existing plans and studies previously prepared and/or approved by the
CITY which may impact the proposed alignment or construction of the proposed facilities.
E. Perform review of existing easements and public right of way along the proposed alignments.
Identify locations where easements and/or right of way may need to be acquired.
F. The CITY shall arrange for access to and make all provisions for ENGINEER and
ENGINEER's consultants to enter upon public and private property as required to perform the
services under this Agreement.
G. Meet with City of Yakima Wastewater staff up to six (6) times to discuss elements of the
PROJECT and coordinate work.
H. Prepare engineering report of existing oondiUunu, alignment nacommendeUons, project
oonstnyints, preliminary cost estimates and construction phasing.
PHASE 3 _ ENVIRONMENTAL COMPLIANCE
A. Assist CITY with compliance of Public Works Trust Fund (PWTF) environmental review
requirements.
B. Prepare an Archaeological and Historic Preservation Resource Gurvmy, if required, for review
by the controlling authority.
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C. An Environmental Impact Statement (EIS) is not anticipated to be required for this PROJECT.
Should it be determined an EIS must be pnepeIed, it will be added as a separate and
additional phase of work.
PHASE AND FINAL PLANS AND SPECIFICATIONS
A. On the basis of approved recommendations from Phase 2 above, perform topographic field
survey of the final alignment required to complete the dmaign, plans and specifications for
publicly bid improvements. Call for underground utility locates prior to survey.
B. Perform detailed field investigations necessary to design the identified improvements.
C. Prepare preliminary design plans and specifications.
D. Prepare easement documents and legal descriptions necessary for installation of the
facilities. CITY responsible to negotiate and pay all costs and fees associated with obtaining
utility easements.
E. Prepare right of way documents and legal descriptions necessary for installation of the
facilities. CITY responsible to negotiate and pay all costs and fees associated with obtaining
right of way.
F. Review and discuss preliminary plans with CITY staff.
G. On the basis of approved preliminary p|ana, perform the final deoign, 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 to the CITY engineering data for and assist in the preparation of the required
documents so the CITY may secure approval of such governmental authorities as have
jurisdiction over design criteria applicable to the PROJECT.
J. Furnish the CITY fifty (50) copies of the final plans and specifications for bidding and
construction. It is anticipated the ENGINEER will prepare one (1) complete set of plans and
specifications for one bid call; additional bid packages will be considered additional services.
K. Send advertisement for bids to the Paper of Record and other papers selected by the CITY.
CITY shall pay all advertisement fees.
L. Answer and supply such information as is requested by prospective bidders.
M. Prepare and issue addenda, if necessary.
N. Attend bid opening and participate in the bid opening and evaluation process.
O. Prepare tabulation of all bids received by the CITY and review bidder's qualifications.
P. Make recommendation of construction contract award to the lowest responsible bidder.
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PHASE 6 - SERVICES DURING CONSTRUCTION
A. Furnish the field survey crew necessary to set horizontal and vertical control for the
improvements authorized for construction.
B. Furnish a qualified resident engineer who shall make construction observations and be
on the job at all times that significant work is in prognumn, whose duty shall be to provide
surveillance of p ject construction for substantial compliance with plans and specifica-
tions.
C. Prepare progress reports on the PROJECT for the days during which a resident engineer
is present and file same with the CITY.
D. Consult and advise the CITY during construction and make a final report of the
completed work.
E The CITY is required to monitor the contractor's payment of prevailing wage rates. As
part of construction men/icem. ENGINEER will monitor General Contractor and
Subcontractor compliance with State labor standards during the construction phase of
this p jeot. This work includes checking monthly certified payrolls, conducting employee
interviews in the fie|d, and issuing letters of non-compliance and/or letters of missing
documents. ENGINEER will perform this task until the PROJECT has been accepted by
the CITY. At that time, ENGINEER will turn over all files kept during the performance of
this task to the CITY. It will then be the CITY's responsibility to pursue any outstanding
labor issues.
F. Review Contractor's submission of samples and shop dnevvinga, where applicable,
G. Recommend progress payments for the construction contractor to the CITY.
H. Prepare and submit proposed contract change orders when applicable.
L
Prepare and furnish reproducible record drawings from as-built drawings furnished by the
resident engineer and Contractor. If as-built drawings from the Contractor are not
received by ENGINEER within thirty (30) calendar days from the date of the letter of
recommendation of project acceptance, ENGINEER will submit the reproducible record
drawings to the CITY with a note stating that no as-built information was received by
ENGINEER.
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COMPLETION TIMES:
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of Work.
PHASE 2 - PROJECT FORMULATION. INVESTIGATION AND PRE-ENGINEERING
All work necessary for this Phase of work, including Engineering Raport, shall be completed within 60
calendar days after the date of authorization to proceed.
PHASE 3— ENVIRONMENTAL COMPLIANCE
All work necessary for this Phase of work, shall be completed within 120 calendar days after the date of
authorization to proceed.
PHASE 5 - DESIGN AND FINAL PLANS EC|F|CA7-|[]NS
Plans, specifications and estimates for all p ject elements shall be provided within 80 calendar days after
the date of authorization to proceed following CITY approval/adoption of the Phase 2 Engineering Report.
PHASE 6 - 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. A maximum of 25 working
days has been assumed for the construction of improvements. Should the Contractor be granted time
extensions for construction completion due to recognized de|oym, requested additional vvork, and/or
change ondero, engineering services beyond the 30 working days shall be considered additional services.
PHASE 7— ADDITIONAL SERVICES
Time of completion for work directed by the CITY under additional services shall be negotiated and
mutually agreed to at the time of service request by the CITY.
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FEE FOR SERVICE:
PHASE 2 — PROJECT ULATION, INVESTIGATIO
All work for this PROJECT phase shall be performed for the lump sum fee of $12,000.00
PHASE 3— ENVIRONMENTAL COMPLIANCE
All work for this PROJECT phase shall be performed for the lump sum fee of $3,000.00.
DESIGN AND FINAL PLANS AND SPECIFICATIONS
All work for this PROJECT phase shall be performed for the lump sum fee of $38,300.00.
PHASE 6— SERVICES DURING CONSTRUCTION
All work shall be performed on a time-spent basis at the hourly billing rates provided in EXHIBIT B plus
reimbursement for direct non-salary expenses as described in section 5.1.1 of the AGREEMENT. The
estimated maximum amount of this phase of work is $45,300.00.
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EXHIBIT B
SCHEDULE OF RATES
FOR
HUIBREGTSE, LOUMAN ASSOCIATES, INC.
Effective January 1, 2013, Through December 31, 2013
Licensed Principal Engineer $170.00 per hour
Licensed Principal Land Surveyor $156.00 per hour
Licensed Professional Engineer $140.00 per hour
Licensed Professional Land Surveyor $128.00 per hour
Project Engineer $115.00 per hour
CAD Technician $101.00 per hour
Resident Engineer/Inspector $96.00 per hour
Surveyor $96.00 per hour
Senior Engineering Technician $96.00 per hour
Engineering Technician $67.00 per hour
Word Processing Technician $67.00 per hour
Surveyor on Two Man Crew $92.00 per hour
Surveyor on Three Man Crew $80.00 per hour
Vehicle Mileage $0.52 per mile
Global Positioning Survey System Fee $88.00 per hour
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EXHIBIT B
SCHEDULE OF RATES
FOR
HUIBREGTSE, LOUMAN ASSOCIATES, INC.
Effective January 1, 2014, Through December 31, 2014
Licensed Principal Engineer $176.00 per hour
Licensed Principal Land Surveyor $160.00 per hour
Licensed Professional Engineer $145.00 per hour
Licensed Professional Land Surveyor $132.00 per hour
Project Engineer $11S.00parhmur
CAD Technician $104.00 per hour
Resident Engineer/Inspector $99.00 per hour
Surveyor $99.00 per hour
Senior Engineering Technician $99.00 per hour
Engineering Technician $70.00 per hour
Word Processing Technician • $70.00 per hour
Surveyor on Two Man Crew $95.00 per hour
Surveyor on Three Man Crew $83.00 per hour
Vehicle Mileage $0.55 per mile
Global Positioning Survey System Fee $90.00 per hour
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