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HomeMy WebLinkAboutR-2009-094 Lincoln Avenue Railroad Grade Separation Project Contract with Berger/ABAM Engineers, Inc.RESOLUTION NO. R-2009-94 A RESOLUTION authorizing the City Manager to execute an additional (sixth) supplemental agreement with BERGER/ABAM Engineers, Inc., for project administration, inspection and engineering support for the Lincoln Avenue Grade Separation Project. WHEREAS, in July 2000 the City of Yakima issued and advertised _a request for qualifications from firrns interested in providing consulting services for the design and development of a grade separation railroad project; and WHEREAS, the request for qualifications advertisement described the matter as a multi- phase project that would later include preparation of plans, specifications and estimates and construction project management for the Railroad Grade Separation Project ("Project"); and WHEREAS, as a result of that request for qualifications process, the City selected and contracted with BERGER/ABAM Engineers, Inc., to provide the said services for the Project; and WHEREAS, additional engineering and consulting services are required for project administration and inspection to construct the Project, as described in the Scope of Work Description included in the Supplemental Agreement; and WHEREAS, it is requested that the City Manager have the authority to execute an additional (sixth) supplemental agreement for additional engineering and consulting services -to administer and inspect the Project and to extend the completion date and term of the second contract with BERGER/ABAM Engineers, Inc., through July 31, 2011; and WHEREAS, the City Council deems it to be in the best interest of the City of Yakima to authorize the City Manager to execute an additional (sixth) supplemental agreement with BERGER/ABAM Engineers, Inc., for additional engineering and consulting services to administer and inspect the Lincoln Avenue Railroad Grade Separation Project and to extend the completion date and term of the contract with BERGER/ABAM Engineers, Inc., through July 31, 2011, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized to execute an additional (sixth) supplemental agreement with BERGER/ABAM Engineers, Inc., for additional engineering and consulting services to administer and inspect the Lincoln Avenue Railroad Grade Separation Project and to extend the completion date and term of the contract with BERGER/ABAM Engineers, Inc., (City Contract No. 2003-53) through July 31, 2011. The total additional compensation authorized by said supplemental agreement shall not exceed $1,513,059. The form of said supplemental agreement shall be reviewed and approved by the City Attome or his designee. ADOPTED BY THE CITY COUNCIL this 7'h day o uly,,2009. 1 David E , Mayor IV"Washington State Department of Transportation Su lemental A reement pp g Number 6 Organization and Address BERGER/ABAM Engineers, Inc. , 33301 Ninth Avenue South, Suite 300 Federal Way, WA 98003 Phone 206-431-2300 Original Agreement Number LA - 4453 Project Number STPX-NCPD-000S (062) Execution Date 6/30/2009 Completion Date 7/31/2011 Project Title MLK Blvd. and Lincoln Ave. Grade Separation New Maximum Amount Payable $ 3,989,244.00 Description of Work The Consultant shall provide project administration, inspection and engineering support for the Lincoln Avenue , Grade Separation project. 1 The Local Agency of City of Yakima desires to supplement the agreement entered into with BERGER/ABAM Engineers, Inc. and executed on 6/20/2003 and identified as Agreement No LA -4453 All provisions in the basic agreement remain in effect except as expressly modified by this supplement. The changes to the agreement are described as follows Section 1, SCOPE OF WORK, is hereby changed to read 'See attached 11 Section IV, TIME FOR BEGINNING AND COMPLETION, is amended to change the number of calendar days for completion of the work to read Work will he completed by lily 11, 7011 III Section V, PAYMENT, shall be amended as follows See attached as set forth in the attached Exhibit A, and by this reference made a part of this supplement. If you concur with this supplement and agree to the changes as stated above, please sign in the appropriate spaces below and return to this office for final action By ByRGFR/ARAM Fngineers Inr By / //el DOT Form 140-063 EF Revised 9/2005 Consultant Signature CITY CONTRAC f NO: City of Yakima Approviuthority Signature R. A. Zais, J , City Manager 05. -1,1473 RESOLUTION N0 _ ae2t_9S/ Date SECTION II, SCOPE OF WORK This Scope of Work Modification adds construction project management, construction inspection and engineering support during construction to the Exhibit B, Scope of Work description of the Local Agency Standard Consultant Agreement numbered LA — 4453 for the Yakima Railroad Grade Separations Project The various tasks are listed below. SCOPE OF WORK DESCRIPTION The Consultant shall provide project administration, inspection, and engineering support for the Lincoln Avenue Grade Separation project. Should construction funding become available, project administration, inspection, and engineering support will be provided as supplemental services for the MLK, Jr. Blvd. Grade Separation. The project will be constructed by the successful low bidder for the project, hereafter referred to as the Contractor. Services to be provided by the Consultant during construction include shop drawing review, submittal review, responses to Contractor requests for information (RFIs) during construction, inspection, and construction administration of the construction contract on behalf of the City of Yakima, hereafter referred to as the City. Prior to the start of construction, the Consultant will meet with City staff to clarify and agree on roles, responsibilities, and communication procedures to be followed by both the Consultant and City during the administration of the construction contract. The following tasks are to be performed by the Consultant on a time -and -materials basis. These tasks have been developed to estimate the level of effort required and shall be performed only as required to complete construction of the project, in consultation with City staff. ASSUMPTIONS 1. It is assumed that the Contractor will achieve substantial completion within 12 months after award of the Construction Contract. 2. The Consultant shall provide a resident project engineer, a lead inspector, a part-time inspector as needed, and a part-time administrative assistant for record keeping, filing and other document management tasks as required. 3 The Consultant shall provide review of RFIs and submittals for project elements designed by the Consultant. Responses to RFIs and submittal review will be prepared within a mutually agreed time frame. 4 Revisions to environmental documents and/or project permits will not be required. 5 Contract administration and inspection duties, as described above and in Task 1 below, will be provided for an additional two months beyond the substantial completion milestone, if required, to facilitate close out of the project. During this two-month period, the project will be closed out and inspection services will be reduced or be discontinued as the project is completed. City of Yakima Lincoln Avenue Grade Separation Project Yakima, Washington Section 11 BERGER/ABAM1, FAPWT-04-016 June, 2009 Page 1 of 14 6. The Construction Contract shall include the provision of an office facility for the construction administration team with power, heat, air conditioning, suitable furniture (file cabinets, desks, and chairs) for four staff, an alarm, security, and communications, including high-speed internet. 7. The Consultant shall provide computers, copiers, fax, and other miscellaneous office equipment as required. TASK 1 - PROJECT ADMINISTRATION AND MEETINGS The Consultant will organize and facilitate a preconstruction conference that will include representatives from the City, the Contractor, and all utility agencies affected by the project. The Consultant's field staff will attend weekly site meetings and other meetings with City staff as required for monitoring the Contractor's workplans, methods, and schedule. The Consultant shall also prepare monthly estimates of payments to be made to the Contractor in accordance with the terms of the Construction Contract. This task includes the setting up of project documentation files for correspondence, pay estimate, and other constriction inspection records, and the subsequent submittal of these records to the City at the conclusion of the project. The Consultant shall review the Contractor's baseline schedule for construction of the project and shall monitor the Contractor's progress relative to that schedule and request updates as necessary. All documentation and project administration activities shall be sufficient to comply with current state and federal aid requirements as established by the Federal Highway Administration (FHWA) and the Washington State Department of Transportation (WSDOT). The Consultant shall be available to meet with local and state auditors when required. The Consultant shall also prepare monthly invoices for the Consultant's services that include a brief description of services provided during the month. Invoices will be based on the task descriptions contained in this scope of work. The Consultant shall set up and maintain a file transfer protocol (FTP) site to allow City, Contractor, and other consultants to upload and download electronic documents during construction. The Consultant shall add and delete files on the FTP site as necessary to enable expedient sharing of information. Deliverables ■ Monthly pay estimates ■ Meeting minutes for preconstruction meeting ■ Meeting minutes for weekly site meetings City of Yakima Lincoln Avenue Grade Separation Project Yakima, Washington Section II BERGER/ABAM, FAPWT-04-016 June, 2009 Page 2 of 14 ■ Meeting minutes for coordination meetings with City staff if requested by the City (assume two per month) ■ Meeting minutes for meetings with auditors if required (assume three during the life of the project) ■ Monthly Consultant invoices and progress reports ■ Substantial completion notice and list of deficiencies (punchlist) ■ One set of all project -related inspection and correspondence at the end of the project (project close out) TASK 2 - REQUESTS FOR INFORMATION (RFIs) AND SUBMITTAL REVIEW The Consultant shall respond to questions and RFIs by the Contractor, and shall review all submittals. The Consultant shall create and maintain a log of RFIs and submittals. It is assumed that up to 100 RFIs will be submitted. Deliverables ■ Responses to RFIs in format to be agreed to with the Contractor ■ Submittals will be returned with comments written directly on the submittal material and/or accompanied by a memo if required ■ A record of telephone conversation will be prepared where required to coordinate the submittal review with the Contractor. TASK 3 - CHANGE ORDERS The Consultant shall evaluate change order requests and provide revised plans and specifications, as required, to execute agreed changes. The Consultant shall provide legal review of the change orders when requested by the City. An allowance for assistance with change orders has been provided with the fee estimate. It is assumed that all change order requests will be successfully negotiated. Deliverables ■ Independent estimate of proposed change orders ■ Revised plans and specifications will be provided if required ■ Change orders will be issued in a format as approved by the City TASK 4 - INSPECTIONS The Consultant shall provide a full-time inspector and other specialized inspection services on an as -needed basis. The Consultant shall also provide a field engineer to maintain project documentation and assist with inspection. Inspectors shall observe the construction work in progress, the placement of materials, and monitor the overall adherence to the Contract Documents The Consultant shall provide coordination for all material testing in accordance with WSDOT and FHWA requirements. The Consultant shall provide construction survey Cit of Yakima Lincoln Avenue Grade Separation Project Yakima, Washington Section II BERGER/ABAM, FAPWT-04-016 June, 2009 Page 3 of 14 services, if required by the construction administration team, to validate the Contractor's survey or to resolve project issues related to surveying. Deliverables ■ Inspector's Daily Report including Inspector's Summary of Quantities ■ Preconstruction photographs and/or videos, periodic photo records during construction, and postconstruction project photos (digital photos, minimum resolution of 2 mega pixels) ■ Inspection records ■ Survey notes TASK 5 - RECORD DRAWINGS The Consultant shall prepare a set of record drawings for the City that reflects field changes (additions, modifications, or deletions) made from the bid drawing set during construction. The record drawing set shall include any drawings revised or reissued during construction as a result of change orders and shall include changes resulting from RFI responses. These drawings shall be noted as "Record Drawings" in the drawing revision block, but shall not require seals or signatures of registered professionals. The intent of the record drawing set is to provide the best information available to capture significant field changes, but not necessarily every minor change that may occur. It is assumed that the Contractor shall keep independent records of field changes and shall provide any requested information from their records to validate and/or clarify changes during construction in order to provide the most complete information available for preparation of the record drawings. Deliverables ■ One full-size Mylar plan set of final record drawings TASK 6 - PUBLIC INVOLVEMENT PROGRAM The following is a list of public involvement services that are to be provided by the Consultant on this project The outline/list of recommended activities and corresponding deliverables provides the basis for establishing a public involvement budget. It is anticipated that public involvement services may be revised in consultation with the City during the course of the project in response to task and activity additions or unforeseen necessities, and that reasonable changes to the budget for public involvement services may be required. A key assumption of the Public Involvement Plan (PIP) and associated fee estimate surrounds the formation of a Project Advisory Group (PAG). By virtue of this group's vested interest in the successful outcome of this project, they will be charged with carrying out specific outreach and communications activities, which are discussed below The proposed public involvement services are intended to address the following key issues. City of Yakima Lincoln Avenue Grade Separation Project Yakima, Washington Section 11 BERGER/ABANI, FAPWT-04-016 June, 2009 Page 4 of 14 1 Anticipated public dissatisfaction with work zone congestion, delays, and safety issues associated with a road closure anticipated to last about one year. Detours will create additional travel time for emergency vehicles, school, and public transit buses, and may inconvenience residents, both those traveling within the area and those whose streets become part of construction detours. 2. Business owners are concerned about loss of business due to yearlong construction, most of them adjacent to the closure and the detour. Businesses in the limited access area will need safe access alternatives. 3. Eastbound traffic on MLK Blvd. will be affected as it is reduced from three lanes to two and has opposing traffic where it normally doesn't. Stakeholder Outreach/Public Involvement Plan Development The blueprint for these activities is the PIP. The PIP will identify the project goals, public involvement schedule, stakeholder groups, communication tools and what they will communicate, and address the concerns of the community while adequately evaluating and mitigating potential levels of controversy. The PIP will be developed with input obtained from stakeholder interviews. Stakeholder interviews or "knowledge mapping" involve one-on-one discussions with select individuals representing communities of interest and are designed to identify knowledge needs, gain a deeper understanding of the issues and concerns, and uncover potential risks to project success. BERGER/ABAM recommends the following to gather stakeholder intelligence and prepare the PIP. 1. Prepare for and participate in a 60 -minute teleconference with the City to develop a list of potential stakeholders or stakeholder groups for interviews, including identification of potential proponents (champions) and opponents of the project. This first meeting will also be used to establish/confirm communication protocols, both internal and external, to ensure consistent messaging and point(s) of contact. 2. Conduct background research via review of available information and City -provided historical documentation, reports, surveys, and the City's existing downtown merchant and property owner stakeholder database(s), along with other relevant materials to inform development of stakeholder questions and PIP. 3. Develop questions and process schedule (two review cycles), and conduct by phone up to six, 30 -minute stakeholder interviews. 4. Prepare an aggregate stakeholder interview summary report. 5. Prepare for and participate in one, 60 -minute teleconference with the City to review key findings and outline messaging and next steps. Cit- of Yakima Lincoln Avenue Grade Separation Project Yakima, Washington Section 11 BERGER/ABAM, FAPWT-04-016 June, 2009 Page 5 of 14 6. Draft and provide one electronic copy of the preliminary PIP for review. 7. Prepare for and participate in teleconference (review cycle) to review the draft PIP. 8. Revise the preliminary plan for final approval. BERGER/ABAM Deliverables ■ Questions and process for stakeholder interviews ■ Up to six, 30 -minute stakeholder interviews (by phone) ■ Aggregate summary report of stakeholder interviews ■ Preliminary draft of the PIP ■ Final PIP To Be Provided by City ■ City will provide contact information for identified stakeholders to facilitate BERGER/ABAM scheduling of stakeholder interviews. ■ City will provide relevant background information and data for research task item. Messaging Creating consistent key messages and messaging format, responsibilities, and protocols early in the process will help "brand" the project and ensure that everyone working on the project is on the same page. BERGER/ABAM recommends the following. 1. Draft main and audience -specific messages (e.g., residents, businesses, commuters, etc.) outlined through PIP process (one review cycle). Identify benefits and opportunities of project. 2. Create a FAQ for distribution. Up to two review cycles. Up to three update revisions as needed throughout the course of the project (based on new or changed information). 3. Maintain and update messaging on project website (up to six updates), including progress and closures. 4. Prepare and participate in a 60 -minute teleconference with the City once a month for one year, to coordinate messaging, updates, and identify needed strategies, tactics, or course corrections. BERGER/ABAM Deliverables ■ Main and audience -specific messaging for internal and external use ■ FAQ updated up to three times over the course of the project City of Yakima Lincoln Avenue Grade Separation Project Yakima, Washington Section 11 BERGER/ABAM, FAPWT-04-016 June, 2009 Page 6 of 14 ra Maintain and provide up to six updates on the project website • Twelve, 60 -minute teleconference update and coordination meetings with the City To Be Provided by City • City will provide updated information as needed for FAQ and website updates. Project Advisory Group The creation of a PAG of impacted stakeholders to provide oversight and advice on, as well as carry out some important project outreach and communications activities, is an integral component of the public involvement strategy. The PAG, selected based on their constituent networks and stakeholder representation, would provide advice through the duration of the project, preconstruction through completion, in addition to providing a key component of the outreach effort itself. The main focus of this group will be to help develop strategies (business retention, marketing) for keeping local businesses viable during construction, and provide ongoing liaison or information dissemination to constituencies and organizational affiliations about project status. BERGER/ABAM recommends the following for development of a PAG. 1. BERGER/ABAM will prepare for and conference call with the City to identify potential membership and a recruitment approach for the PAG (target 10 to 15 members). Constituency pools for consideration include - City technical/project management staff — Representatives or business owners in the immediately affected area - Representatives of the greater area business association - Larger property owners - Local business district property management representatives - Emergency services (fire and police) — School district - Neighborhood association representation 2. Develop a PAG charter (two review cycles) to establish parameters and manage expectations. The PAG charter could include protocols related to - Roles/responsibilities/decision-making limits - Operating protocols and structure - Facilitator expectations — Constituency relations/volunteer recruitment — Duration of committee - Media protocols 3. Schedule and send notifications for ten, 1- to 2 -hour monthly meetings 4. Prepare for, facilitate, and prepare meeting notes for ten, 1- to 2 -hour monthly meetings City of Yakima Lincoln Avenue Grade Separation Project Yakima, Washington Section 11 BERGER/ABAM, FAPWT-04-016 June, 2009 Page 7 of 14 5. Develop with (as part of the working charge of) the PAG, a business/neighborhood outreach plan, and schedule, including construction mitigation,business retention, and marketing strategies. Prepare final plan document. BERGER/ABAM Deliverables • Assist with PAG development and recruitment strategy (conference call) • PAG charter • Meeting notification for 10 PAG meetings • Facilitation and meeting notes for ten, 1- to 2 -hour PAG meetings • PAG -driven business/neighborhood outreach plan To Be Provided by City • City will assist identifying potential members and recruit PAG members. • City will provide staff person (or persons) to be seated on the PAG. Informational Meetings/Events Existing events and organizational meetings are excellent opportunities for disseminating and reinforcing messages and project updates. Initial outreach could include recruiting and developing a list of neighborhood volunteers and/or PAG members to assist with the various events. 1. Identify opportunities, locations (shopping malls, library, community centers, etc.), and well -attended business, community, school, safety, sports, City, and other events to piggyback communications efforts. Deliverables • A list and calendar of potential activities with which to piggyback and disseminate communications about the project. To Be Provided by City • City will determine which recommended activities to engage in. • Some events/activities may require City staffing/attendance or displays. Create/Disseminate Collateral information The use of carefully chosen communication tools and collateral pieces will educate and reinforce messaging throughout the duration of the project. BERGER/ABAM recommends the following. 1. Up to three project updates to be submitted to local neighborhood newsletters; school district newsletters (via backpack marketing), and/or business association publications. One review cycle per submission. 2. Develop and orchestrate PAG distribution of door hangers and/or door -hanging packages that may include items like earplugs, detour map, magnet with website or hotline number, etc , for businesses and residents in the immediately impacted area City of Yakima Lincoln Avenue Grade Separation Project Yakima, Washington Section 11 BERGER/ABAA4, FAPWT-04-016 June, 2009 Page 8of 14 3 Create stand-alone/point-of-purchase information display(s) to be rotated among businesses in the area (e.g., grocery stores, banks, restaurant lobbies). (Assumption is one display, two review cycles.) 4. Develop one-page PAG -informed, locally -driven business retention/marketing tip sheet for impacted businesses (two review cycles). Deliverables ■ Up to three project updates submitted through locally identified communications channels ■ PAG door hanger or door -hanger package and orchestration of PAG dissemination ■ One stand-alone display for use at rotating locations To Be Provided by City ■ City will provide contact information for identified communications channels. ■ City will determine locations and be responsible for placement of rotating display. Preconstruction Press Conference A press conference held on site will give the media an early opportunity to learn the facts about the project, critical safety issues, detour and road alternatives, business impacts, website information, construction schedule, meet the project spokespersons and citizen champions. and reinforce that impacted businesses are open during construction. BERGER/ABAM tasks include 1. Develop event agenda and timeline 2. Identify and draft press release and media background materials and graphics (two review cycles); disseminate media release and assemble media kit 3. Draft talking points for speakers (City, PAG, fire, police) (two review cycles) 4. Secure logistics (with City assistance), including seating, refreshments, chairs, sound, and shelter, if needed 5. On-site orchestration, media management, and tear down Deliverables ■ Press conference agenda and timeline ■ Press release, background materials and graphics, media kit ■ Talking points for speakers ■ On-site orchestration and media management To Be Provided by City ■ City will determine best location for press conference. ■ City will assist with printing media kit pieces, securing seating, refreshments, chairs, sound, and shelter. City of Yakima Lincoln Avenue Grade Separation Project Yakima, Washington Section II BERGER/ABAM, FAPWT-04-016 June, 2009 Page 9 of 14 Media Coordination The media is a powerful conduit to the general public and will play a key role in educating and informing stakeholder audiences and commuters about every aspect of the project BERGER/ABAM recommends the following media strategy. 1. Prepare for and meet with the Yakima Herald Editorial Board to inform and generate support for the project. 2. Meet with and conduct follow up with the business editor of the Yakima Herald to broker business promotion/marketing opportunities that could include (more ideas may be forthcoming from the PAG) - Writing business profiles for local impacted businesses ("advertorials") - Creating a project "column" with frequently asked questions or project updates - Providing weekly construction schedule updates for a construction column - Develop "open for business" ads - Develop inserts for local distribution, if affordable 3. Up to four press release updates when key milestones are reached (e.g., 50 percent complete, etc.) (one review cycle per release) 4. Draft and provide up to eight traffic/detour updates and alerts (one review cycle each). (Assumes communications/coordination with construction field team.) Deliverables • Prepare for and attend Yakima Herald Editorial Board, including preparation of media kit/background materials • Prepare for and attend meeting with Yakima Herald business editor to broker business and marketing opportunities • Up to four project update press releases • Up to eight traffic/detour updates/alerts To Be Provided by City • City representative will attend Editorial Board meeting Grand Reopening Event A grand reopening event can serve to engage the community in the revitalization of the area, provide businesses the opportunity to remind customers their services are again fully accessible, and allow the City to celebrate a project well done and on time and budget. The PAG will also be integrally involved planning this event, which can also involve area businesses. BERGER/ABAM tasks include 1. Develop event agenda and timeline, one review City of Yakima Lincoln Avenue Grade Separation Project Yakima, Washington Section 11 BERGER/ABAM, FAPWT-04-016 June, 2009 Page 10 of 14 2. Identify and draft press release, media background materials, and graphics (two review cycles); disseminate media release and assemble media kit 3. Draft talking points for speakers (two review cycles) 4 Secure logistics,(with City assistance), including seating, refreshments, chairs, sound, and shelter if needed 5. Coordinate with PAG on event participation, business involvement, and miscellaneous outreach needs 6. On-site orchestration, media management, and tear down Deliverables • Press conference agenda and timeline • Press release, background materials and graphics, media kit • Talking points for speakers • PAG coordination • On-site orchestration and media management To Be Provided by City • City will determine best location for press conference and will assist with securing seating, refreshments, chairs, sound, and shelter. Business Coordination Prior to construction, if possible, but certainly after construction commences, BERGER/ABAM recommends that businesses and business groups develop contingency plans and marketing strategies to prepare for the closure and, thereby, minimize the amount of potential economic loss. The PAG will be helpful in this effort. Once construction begins, ongoing marketing and public relations efforts will be necessary to further mitigate impacts to those most directly affected due to access issues, utility relocation, and the like. BERGER/ABAM recommends the following strategies, but additional ideas could emerge from meetings with businesses and the PAG, and these possibilities will be assessed for efficacy and cost-effectiveness. Budget assumes a collaborative effort (one-third each) between BERGER/ABAM, the City, and PAG 1. Assistance with initial (prior to project kick-off) door-to-door business contacts to key impacted entities with general information, including schedule and contact information, ways to stay informed, and perhaps tips to prepare for construction impacts, as well as gathering specific or preferable business contact information. 2. Create an e-mail blast list for businesses and interested others, and prepare informational updates up to twice a month, or as needed before and during construction. In addition to construction updates, business tips and information about upcoming meetings, etc., can be included via e-mail. City 01 Yakima Lincoln Avenue Grade Separation Project Yakima, Washington Section 11 BERGER/ABAN1, FAPWT-04-016 June, 2009 Page 11 of 14 3. Conduct PAG -driven (City sponsored) workshops on "managing your business to minimize disruption" based on the premise that problems faced by business owners during construction projects can be anticipated, tapping low -to -no cost expertise such as S.C.O.R.E., and educational business expertise Planning for such disruptions can significantly reduce potential economic loss and overall impact on the business. (Details of workshop to be determined which may impact budget estimate.) 4. Conduct a planning workshop for businesses to discuss and share creative marketing techniques. (Details of workshop to be determined which may impact budget estimate.) 5. Design a locally focused one-page support piece for business -to -customer marketing Deliverables - • Assistance with initial (prior to project kick-off) door-to-door business contacts • Up to two e-mail update blasts per month • Orchestrate and conduct "managing your business to minimize disruption" workshop (details TBD) • Orchestrate and conduct a planning workshop for businesses to discuss and share creative marketing techniques (details TBD) • Business -to -customer marketing support piece To Be Provided by City • City staff contact person will participate in initial door-to-door business contacts Commuter Coordination Thousands of commuters, local residents, shoppers, and emergency and municipal services use this thoroughfare every day. BERGER/ABAM recommends partnering with public transit for information dissemination. 1. Coordination with public transit for their development of a flier with construction and detour/schedule change information for distribution on the transit system and posting on the website. Determine origin/designation information for affected lines Post rider alerts at bus stops and at transit centers Deliverables • Coordination assistance with public transit on informational flier To Be Provided by City • City will provide contact information for public transit liaison Public Information Summary Report At the conclusion of the project, BERGER/ABAM will produce a public involvement summary report that identifies all actions, activities, methods, and outcomes conducting throughout the City of Yakima Lincoln Avenue Grade Separation Project Yakima, Washington Section II BERGER/ABAM FAPWT-04-016 June, 2009 Page 12 of 14 course of the project. One conference call to review the draft report and identify needed revisions. Deliverables s Draft public involvement summary report (two review cycles) • Final summary report SERVICES PROVIDED BY THE CITY It is assumed that the City will identify one contact person/City representative to coordinate public involvement (PI) activities throughout the duration of the project and will provide support for all PI activities as identified for the various activities in Task 6. The City shall provide final approval for all contract changes and payments. Unless specifically identified in Task 6, the City shall provide all public notice/involvement services required, including notices regarding the closure of streets and other facilities affected by the project. The City shall contract with WSDOT to provide at a minimum the following. 1. A record of materials (ROM) 2. Provide plant inspection of the prestressed concrete girders 3. Others as deemed necessary and agreed upon by the City and WSDOT EXPENSES Direct nonsalary costs (expenses) listed in Exhibits E and G are considered billable expenses. The following is a summary of the how the expenses will be treated for invoicing purposes. Field Office Equipment Field office equipment includes computers, printer, faxes, copiers, and phones, including cell phones. Allowances have been established for the purpose of acquiring these items and/or covering monthly expenses associated with their use. The actual monthly expenses will be invoiced The actual cost to purchase the equipment shall also be invoiced. All equipment purchased with project funds will become the property of the City at the conclusion of the project Some field office equipment, such as a copier, may be provided by the Contractor. Contractor - provided equipment will become the property of Contractor or the City, depending on the terms of the Construction Contract. Vehicles and Mileage Travel expenses for part-time inspection services by BERGER/ABAM and its subconsultants shall be invoiced on the basis of mileage. Living Expenses The full-time resident engineer, full-time inspector, and part-time office administrator will be locally based and will not require subsidies for living expenses. It is assumed that the part-time City of Yakima Lincoln Avenue Grade Separation Project Yakima, Washington Section 11 BERGER/ABAM, FAPWT-04-016 June, 2009 Page 13 of 14 inspector, if needed, will be living in Yakima during the workweek and returning home to the Seattle area on the weekend. This individual, as well as any other part-time staff required to travel and stay overnight at the project site, would be compensated for living expenses in accordance with the latest WSDOT per diem allowances for lodging and meals. Public Involvement Expenses No allowance has been made for renting space for PAG group workshops, providing refreshments, and other expenses associated with public involvement activities. It is assumed that the City will pay for all public involvement expenses directly. City of Yakima Lincoln Avenue Grade Separation Project Yakima, Washington Section 11 BERGER/ABANt, FAPWT-04-016 June, 2009 Page 14 of 14 EXHIBIT D CONSULTANT FEE DETERMINATION SUMMARY (All Tasks) DIRECT SALARY COSTS (DSC) for BERGER/ABAM Engineers, Inc. Personnel 1 Project Manager 2 Resident Engineer 3 Field Engineer 4 Office Engineer 5 Inspector 6 Public Involvement 7 CADD Operator/Graphics 8 Proj Coord./Clerical Hours Rate 474 0 0 1,136 2,813 720 212 222 $56 62 $50 96 $45 91 $50 07 $41 52 $32.39 $30 82 $27 57 Cost 26,839 56,876 116,794 23,317 6,534 6,120 BERGER/ABAM Hours, TOTAL 5,577 Subtotal Direct Salary Costs (DSC) = $ Escalation of DSC @ 5% per year (assume 2/3 of work done in FY 2009) = 3.33% $ Subtotal (DSC + SE) _ $ Overhead (OH) 158.23% of (DSC + SE) _ $ Fixed Fee (FF) 32.00% of (DSC + SE) = $ 236,480 7,883 244,363 386,656 78,196 TOTAL SALARY COSTS (DSC + SE + OH + FF) = $ DIRECT NONSALARY COSTS (DNSC) Courier Field Office Computer Portable Laptop Printer Copier (by contractor) Fax Office Phones Cell Phones Vehicle Lease Fuel and Maintenance Mileage (Engineering Support) Mileage (Public Involvement) Daily Per Diem (field visits) Daily Per Diem (temporary inspector) Daily Per Diem (public involvement) Info meeting / event booth reservation Press conference Paid media, advertorials, etc Grand Reopening Event Workshop (room, refreshments, etc) Refreshments for PAG Meetings Misc Printing & Expendables (film, etc) 40 packages @ 2 0 1 1 16 months @ 0 months @ 0 months @ 0 months @ 6,888 miles @ 4,305 miles @ 30 days @ 90 days @ 15 days @ 1 estimate @ 1 estimate @ 5 each @ 1 estimate @ 2 each @ 15 days @ 1 estimate @ $ 25 00 $ 1,200 00 $ 1,500 00 $ 4,000 00 $ 900 00 $ 150 $ 100 $ 1,000 $ 500 $ 0 550 $ 0 550 $ 109 $ 109 $ 109 $ 2,500 $ 1,500 $ 150 $ 1,500 $ 750 $ 100 $ 1,000 TOTAL REIMBURSABLE EXPENSES (DNSC) = 709,215 1,000 2,400 4,000 900 2,400 3,788 2,368 3,270 9,810 1,635 2,500 1,500 750 1,500 1,500 1,500 1,000 41,821 TOTAL BERGER/ABAM FEE (DSC + SE + OH + FF + DNSC) = $ 751,036 City of Yakima Construction Admin Fee_3 March 09 xlsx Page 1 of 2 EXHIBIT D CONSULTANT FEE DETERMINATION SUMMARY (All Tasks) SUBCONSULTANTS HLA Transpo Shannon & Wilson Widener Associates Kennedy -Jenks Hanson Professional Services Baer Testing $ 347,650 $ 58,154 $ 110,354 $ 13,783 $ 49,068 $ 15,384 $ 67,631 1 TOTAL SUBCONSULTANT FEES = $ 662,023 1 I TOTAL AUTHORIZED AMOUNT = $ 1,413,059 1 MANAGEMENT RESERVE = $ 100,000 TOTAL CONTRACT AMOUNT = $ 1,513,059 City of Yakima Construction Admin Fee_3 March 09 xlsx Page 2 of 2 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. -*it) For Meeting of July 7, 2009 ITEM TITLE: Consideration of Resolution authorizing the City Manager to execute Supplement No. 6 of the Professional Services Contract with Berger/ABAM Engineers, Inc. for project management and inspection services and engineering support during the construction of the Lincoln Avenue Railroad Grade Separation Project SUBMITTED BY: William Cook, Director CED CONTACT PERSON/TELEPHONE: Doug Mayo, City Engineer — 576-6678 SUMMARY EXPLANATION: The City and our consultant Berger/ABAM Engineers, Inc. have been working closely with BNSF over the past several months on the completion of the Construction and Maintenance Agreement for the project and the Purchase and Sale Agreement for the needed right of way and easements to be purchased from BNSF. After many months of negotiations, the City and BNSF have reached agreement on the content of these two agreements. The City Manager has signed these agreements and we are waiting for BNSF to sign and retum them. The City has secured enough funding to construction the Lincoln Avenue Underpass and it is anticipated that the Lincoln Avenue Underpass project will be advertised by mid to late August, with construction beginning in late October. The city has a consultant agreement with Berger/ABAM under which they provide the City with design, right of way and administrative services for the development of the Lincoln Avenue/MLK Boulevard Grade Separations Project. At this time, staff requests authorization to execute Supplement No. 6 of this agreement, which would increase the scope of services to include project management, construction inspection services and engineering support during the construction of the Lincoln Avenue Underpass. This supplement would extend the agreement to July 31, 2011, and would be at an additional cost not to exceed $1,513,059. It was always anticipated that administration and inspection services for this project would be performed by consultants. (Continued on Page Two) Resolution X Ordinance Contract X Other (Specify) Funding Source: Cumulative Reserve for Capital movements: Fund 392 APPROVED FOR SUBMITTAL: City Manager ' STAFF RECOMMENDATION: Approve resolution authorizing Supplement No 6 with Berger/ABAM Engineers, Inc. BOARD/COMMISSION/COMMITTEE RECOMMENDATION: COUNCIL ACTION: 1 Page Two The need to hire a consultant to perform the project management, construction inspection and engineering support for this project is due to the fact that the work required to build this underpass is highly specialized. The City does not often construct highly complex projects and does not have the experience required to perform all of the required duties. , Berger/ABAM has done a very good job to date with the -design of this project, and has been very receptive and responded quickly to requests made by the City. We are very comfortable extending their contract to handle the many objectives that will be required with this complex construction project, including all of the federal regulations. 2 Agreements with Berger/ABAM for the Yakima Railroad Grade Separations Project Item Description Begin Date End Date , Dollar Amount Accumulated Amount Scope of work Description Design Consultant Agreement 06/20/03. 03/31/07 $1,250,000 $1,250,000 Develop the design, acquire the necessary right of way and prepare the environmental documentation for the Lincoln Ave. and MLK Blvd. grade separations. Supplemental Agreement #2 08/30/05 03/31/07 $620,000 $1,870,000 Compensation for additional efforts required to complete the original scope of work, salary escalation for the project taking longer than originally anticipated, and work outside of the original scope of work. Supplemental Agreement #3 01/16/07 06/30/08 $177,284 $2,047,284 Compensation for additional efforts required to complete the original scope of work, salary escalation for the project taking longer than originally anticipated, and work outside of the original scope of work. Supplemental Agreement #4 06/30/08 12/31/08 $210,989 $2,258,273 Compensation for additional efforts required to complete the original scope of work, salary escalation for the project taking longer than originally anticipated, and work outside of the original scope of work. Removal of certain items of work that was originally scoped. Supplemental Agreement #5 12/31/08 06/30/10 $217,912 $2,476,185 Out of scope work required to reach agreement with BNSF. Proposed Supplemental Agreement #6 07/31/09 07/31/11 $1,513,059 $3,989,244 Provide project management, inspection services and engineering support during construction of the Lincoln Avenue Grade Separation Project.