HomeMy WebLinkAbout02/20/2024 07.H. Resolution authorizing Task Order No. 2022-02 with HLAEngineering and Land Surveying, Inc. for water and wastewater systems design 1
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 7.H.
For Meeting of: February 20, 2024
ITEM TITLE: Resolution authorizing Task Order No. 2022-02 with HLA
Engineering and Land Surveying, Inc. for water and wastewater
systems design in low-income and unserved areas
SUBMITTED BY: Scott Schafer, Director of Public Works
*Mike Shane, Water/Irrigation Manager
SUMMARY EXPLANATION:
City of Yakima (City) Projects AC2570 and SC2605 provide for the design of public water
distribution and wastewater collections systems, respectively, in underserved low-income areas of
Yakima.
On August 17, 2022, the City entered into a Professional Services Agreement with HLA
Engineering and Land Surveying, Inc. for the Water/Irrigation and Wastewater Divisions Low-
Income and Unserved Utility Areas project (City Contract No. 2022-140 and Resolution R-2022-
10), which included Task Order 2022-01. Proposed Task Order No. 2022-02 includes design
services for water and wastewater collection systems in the Northcentral area of the City, as well
as funding source recommendations and application assistance to provide possible funding for
construction of the designed project.
With Task Order No. 2022-02, funding for the design of water distribution systems is from the
Water Capital Fund 477 in an amount not to exceed $141,100. Funding for the wastewater
collection systems is from the Wastewater Capitol Fund 476 in an amount not to exceed
$157,300. The total amount for Task Order No. 2022-02 bewtween Water and Wastewater is not
to exceed $298,400.
Task Order No. 2022-02 Agreement between the City and HLA Engineering and Land Surveying,
Inc., in an amount not to exceed $298,400 is attached for City Council review.
ITEM BUDGETED: Yes
STRATEGIC PRIORITY: Public Safety
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
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RECOMMENDATION:
Adopt Resolution.
ATTACHMENTS:
Description Upload Date Type
D Resolution HLA Unsemd Areas Task Order 2022-02 2/8/2024
Water&Wastewater Unserved Areas-Task Order 2/7/2024
2022-02
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RESOLUTION NO. R-2024-
A RESOLUTION authorizing the City Manager to execute Task Order No. 2022-02 with
HLA Engineering and Land Surveying, Inc. to provide engineering
services for the design of water distribution systems and wastewater
collection systems in low income and underserved areas in Yakima.
WHEREAS, the City of Yakima (City) maintains and operates water distribution and
wastewater collection systems in accordance with applicable Federal, State and Local
regulations; and
WHEREAS, there are several areas within Yakima considered low income that are not
currently served by water distribution and wastewater collection systems maintained by the City;
and
WHEREAS, the City entered into an Agreement with HLA Engineering and Land
Surveying, Inc. on August 17, 2022 for the Water/Irrigation and Wastewater Divisions Low-
Income and Unserved Utility Areas, including Task Order 2022-01, as part of City Contract No.
2022-140 and Resolution R-2022-109; and
WHEREAS, the City Water/Irrigation and Wastewater Divisions have identified additional
areas within the City that require water distribution and wastewater collection systems; and
WHEREAS, HLA Engineering and Land Surveying, Inc. has provided Task Order No.
2022-02 to provide the design services for the water distribution ($141,100) and wastewater
collection systems ($157,300) or a total amount not to exceed $298,400; and
WHEREAS, the City Council has determined that it is in the best interest of the City of
Yakima to enter into Task Order No. 2022-02 Agreement with HLA Engineering and Land
Surveying, Inc., to perform the design of water distribution systems and wastewater collection
systems in low income and underserved areas in Yakima; now, therefore
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized to execute Task Order No. 2022-02 with HLA
Engineering and Land Surveying, Inc., in an amount not to exceed Two Hundred Ninety-Eight
Thousand Four Hundred Dollars ($298,400), to provide engineering services for the design of
water distribution systems and wastewater collection systems in low income and underserved
areas in Yakima, which is attached hereto and by this reference made a part hereof.
ADOPTED BY THE CITY COUNCIL this 20th day of February, 2024.
Patricia Byers, Mayor
ATTEST:
Rosalinda Ibarra, City Clerk
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For City of Yakima Use Only:
Contract No.2022-140 TO2 _
Project No._AC2570/SC2605
Resolution No.2024-
SOQ No. 12215Q
TASK ORDER NO. 2022-02
REGARDING AGREEMENT BETWEEN CITY OF YAKIMA
(CITY CONTRACT NO. 2022-140, RESOLUTION NO. R-2022-109)
AND
HLA ENGINEERING AND LAND SURVEYING, INC.
PROJECT DESCRIPTION:
Water/Irrigation and Wastewater Divisions
Unserved Utility North West Area—Water and Wastewater System Expansion
AC2570 and SC2605
HLA Project No. 24031 E
The City of Yakima (CITY) desires to make available both domestic water and sanitary sewer in low-
income and currently unserved areas of north west Yakima. Improvements are to consist of water
distribution mains, sanitary sewer collection mains, service lines to existing right of way, associated
improvements, and surfacing repair.
The project is located in the north west area generally falling east of N. 32nd Avenue, west of N. 20th
Avenue, north of Englewood Avenue and south of Fruitvale Boulevard.
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 Unserved Utility North West Area—Water and
Wastewater System Expansion (PROJECT). HLA shall provide the following services:
1.0 Funding Source Recommendations and Applications
1.1 Assist CITY with identifying funding sources applicable to the PROJECT.
1.2 As directed, assist the CITY with preparation and submittal of funding application(s).
2.0 Design Engineering
2.1 Provide complete project management to deliver the PROJECT within mutually determined
expectations.
2.2 Attend kick-off meeting with the CITY to identify extent and type of improvements.
2.3 Provide preliminary cost estimate(s) for CITY selected initial improvements.
2.4 Perform detailed topographic survey of the PROJECT area(s) 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).
2.5 Research and identify existing easements and right of way limits for the PROJECT.
2.6 Perform field investigations necessary to design the identified improvements.
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2.7 Complete review of the existing system, connection locations and looping alternatives, and
provide any change in improvement recommendations from CITY selected initial
improvements.
2.8 Review and identify public and private utilities within the PROJECT area.
2.9 Perform the preliminary design. Present, review, and discuss preliminary plans, cost
estimates, and specifications, with the CITY at 30%, 60%, and 90% completion.
2.10 Provide quality assurance and quality control review for each level of design completion
(30%, 60%, and 90%).
2.11 Coordinate CITY reviews and incorporate CITY comments for each level of design
completion (30%, 60%, and 90%).
2.12 Based on approved preliminary plans, perform the final design, and provide final plans and
specifications to the CITY in electronic format suitable for printing and use at time of bid
advertisement. 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
2.13 Prepare the Engineer's Estimate of construction cost and update at all design submission
levels.
2.14 Prepare specifications at the 90% and final submission levels.
3.0 Bidding Services
Bidding services will be added by an amendment to this task order once the CITY moves forward with
construction.
4.0 Construction Engineering
Construction engineering-may be added by an amendment to this task order once the CITY moves
forward with construction.
5.0 Additional Services
Provide professional engineering and land surveying services for additional work requested by the CITY
that is not included above.
6.0 Items to be Furnished and Responsibility of CITY
The CITY will provide or perform the following:
6.1 Provide full information as to CITY requirements of the PROJECT.
6.2 Provide all available information pertinent to the PROJECT relative to completion of design of
the PROJECT.
6.3 Provide staff and equipment to pothole at specific areas of potential conflict or interest,
necessary to confirm the design.
6.4 Contact property owners affected by the PROJECT and gain necessary access to property
for field investigation, design, and construction of improvements.
6.5 Examine all documents presented by HLA and provide written decisions within a reasonable
time so as not to delay the work of HLA.
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6.6 Obtain approval of all required governmental authorities with jurisdiction over the PROJECT
and approvals and consents from other individuals or bodies as necessary for completion of
the PROJECT.
TIME OF PERFORMANCE:
The services called for in this Task Order shall be completed as follows:
1.0 Funding Source Recommendations and Applications
These services shall begin immediately following receipt of the signed task order and continue until
funding is secured for bidding and construction of the PROJECT. Once a funding source is identified, the
associated funding application will be completed within a mutually agreeable timeframe.
2.0 Design Engineering
Plans, specifications, and cost estimate for this phase shall be completed within one-hundred sixty (160)
working days following receipt of signed task order. It is anticipated one complete bid package will be
prepared for all improvements. If the City directs a portion of the work and/or multiple bid packages. then
time of completion to prepare multiple bid packages will be mutually agreed and included by amendment
to this task order.
3,0 Bidding Services
Time of completion for work directed by the CITY for bidding services shall be negotiated and mutually
agreed upon when services are requested by the CITY and per execution of an amendment to this task
order.
4.0 Construction Engineering
Time of completion for work directed by the CITY for construction engineering shall be negotiated and
mutually agreed upon when services are requested by the CITY and per execution of an amendment to
this task order.
5.0 Additional Services
Time of completion for work directed by the CITY for additional services shall be negotiated and mutually
agreed upon when services are requested by the CITY.
FEE FOR SERVICE:
For services furnished by HLA as described in this task order, the CITY agrees to pay HLA up to the not
to exceed fees as set forth below. The amounts listed may be revised only by written agreement of both
parties. A fee breakdown is provided in EXHIBIT 1 attached. Current published HLA hourly rates will be
utilized at the time of invoicing. As a baseline, HLA rates for calendar year 2024 are attached as EXHIBIT
2.
WATER/IRRIGATION DIVISION
1.0 Funding Source Recommendations and Applications
Work directed by the CITY for this phase shall be performed on a time-spent basis at the current hourly
billing rates, plus reimbursement for direct non-salary expenses as described in section 5.1.1 of the
Agreement for Professional Services(City Contract No. 2022-140, Resolution No. R-2022-109) for the
estimated maximum fee of$23,400.
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2.0 Design Engineering
Work directed by the CITY for design engineering shall be performed on a time-spent basis at the current
hourly billing rates, plus reimbursement for direct non-salary expenses as described in section 5.1.1 of
the Agreement for Professional Services (City Contract No. 2022-140, Resolution No. R-2022-109)for the
estimated maximum fee of$117,700. It is anticipated one complete bid package will be prepared for all
improvements. If the CITY directs a portion of the work and/or multiple bid packages, then efforts to
prepare multiple bid packages will be performed as additional services or under an amendment to this
task order.
3.0 Bidding Services
Work directed by the CITY for bidding services shall be negotiated and mutually agreed upon when
services are requested by the CITY and per execution of an amendment to this task order.
4.0 Construction Engineering
Work directed by the CITY for construction engineering shall be negotiated and mutually agreed upon
when services are requested by the CITY and per execution of an amendment to this task order.
5.0 Additional Services
Additional work requested by the CITY not included above shall be authorized by the CITY and agreed to
by HLA in writing prior to proceeding with services. HLA shall perform additional services as
directed/authorized by the CITY on a time-spent basis at the current hourly billing rates, plus
reimbursement for direct non-salary expenses such as laboratory testing, printing expenses, out of town
travel costs, and outside consultants.
WASTEWATER COLLECTIONS DIVISION
1.0 Funding Source Recommendations and Applications
Work directed by the CITY for this phase shall be performed on a time-spent basis at the current hourly
billing rates, plus reimbursement for direct non-salary expenses as described in section 5.1.1 of the
Agreement for Professional Services (City Contract No. 2022-140, Resolution No. R-2022-109) for the
estimated maximum fee of$19,400.
2.0 Design Engineering
Work directed by the CITY for this design engineering shall be performed on a time-spent basis at the
current hourly billing rates, plus reimbursement for direct non-salary expenses as described in section
5.1.1 of the Agreement for Professional Services (City Contract No. 2022-140, Resolution No. R-2022-
109) for the estimated maximum fee of$137,900. It is anticipated one complete bid package will be
prepared for all improvements. If the CITY directs a portion of the work and/or multiple bid packages, then
efforts to prepare multiple bid packages will be performed as additional services or under an amendment
to this task order.
3.0 Bidding Services
Work directed by the CITY for bidding services shall be negotiated and mutually agreed upon when
services are requested by the CITY and per execution of an amendment to this task order.
4.0 Construction Engineering
Work directed by the CITY for construction engineering shall be negotiated and mutually agreed upon
when services are requested by the CITY and per execution of an amendment to this task order.
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5.0 Additional Services
Additional work requested by the CITY not included above shall be authorized by the CITY and agreed to
by HLA in writing prior to proceeding with services. HLA shall perform additional services as
directed/authorized by the CITY on a time-spent basis at the current hourly billing rates, plus
reimbursement for direct non-salary expenses such as laboratory testing, printing expenses, out of town
travel costs, and outside consultants.
CITY OF YAKIMA HLA ENGINEERING AND LAND SURVEYING, INC.
Signature Signature
Printed Name. Printed Name: Michael T. Battle, PE
Title: City Manaaer Title: President
Date: Date: 2 / 2 f Zv Z 71,
Attest
Rosalinda Ibarra, City Clerk
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EXHIBIT 1 —PROFESSIONAL SERVICES
Unserved Utility North West Area
AC2570 and SC2605
Task Order No. 2022-02
HLA Project No. 24031E
For the services described in this Task Order, compensation shall be paid per Section 5 of the Agreement
(City Contract No. 2022-140, Resolution No. R-2022-109) and attached EXHIBIT 2. The following
spreadsheet shows the estimated time and expenses to perform said services.
project Tills. Low-Income And Unnerved Utility Areas
Client City of Yakima
Task Order No.2022-02
Date! January 23,2024 l ENGINEER'S HOURLY ESTIMATE
Senior Licensed Project Licensed Two Men Senior Admin/
Task Project Task Principal Principal Engineer I Land Survey Planner Clerical Tow Hau, Task Direct
No, Engineer Enoineer — Surveyor Crew ,. Casts
5263 5235 $1.74 $191 5270 $157 5102
WATERIIRtRJCATION DMSION�
1.0 Funding Source Recommendations and Applications
1 Assist CiLy will,identifying funding sources applicable to tic 4 8 8 0 0 16 8 44 $7.452
PROJECT
2 Prepare and submit funding applications 4 8 40 0 0 32 8 92 $15,732
Labor Sublata a 16 48 0 0 48 16 136 $23,384
1.0 Funding Source Recommendations and Applications $23,40(
Senior Licensed Project Licensed Two Man CAD Admin/
Task Project Task Principal Principal Engineer I Land Survey Technician Clerical Total Hours Task Direct
No. Enoineer Engineer r, , Surveyor Crew Costs
$263 _ $235 $174 $191 5270 5153 5102
2.0 Design Engineering-Water Division
1 Protect Management 18 16 _ 0 0 0 0 0 32 $7,968
2 Project Kickoff Meeting 2 4 _ 4 0 0 _ 0 0 10 $2,162
3 Preliminary cost estimates for identified Improvements 4 4 8 0 0 0 0 16 $3,384
4 Detailed topographic survey 0 4 8 18 40 16 0 86 $19,01E
5 Review existing easements and right-of-way 4 4 6 16 8 8 0 46 $9,824
6 Field investigations 4 6 8 0 0 0 0 20 $4,324
7 Review and provide improvement recommendations 4 8 8 0 0 0 0 20 $4,324
8 Review public and private utilises 0 8 16 8 8 0 0 40 58,352
9 Preliminary Engineering Design(30%,60%and 90%) 4 16 50 0 0 16 8 94 $10,776
10 In-house project review,quality control(30%,60%and 90% 8 18 8 8 0 16 8 64 $12,048
11 Review wised Incorporate Agency comments(30%.66% 4 8 40 0 0 8 16 76 $12,748
and 90%) •
12 Final design.plans,and specifications 4 16 24 0 0 8 8 60 $11,02E
13 Prepare Engineer's Estimate of construction cost 4 8 16 0 0 0 0 28 55,715
Labor Subtotal 58 120 198 s 50 56 72 40 594 6117.672
EXPENSES:
Expenses: CosuUnti Ground Days , Days _ Miles Undo
Mileage $0 66 100 — $70
2.0 Design Engineering 6117,70(
TOTAL WATER/IRRIGATION DIVISION $141,100
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EXHIBIT 1 —PROFESSIONAL SERVICES (Continued)
Unserved Utility North West Area,
AC2570 and SC2605
Task Order No. 2022-02
HLA Project No. 24031E
Project Title! Lnw•lncome and Unserved Utikty Areas
Client. City of Yakima -
Task Order No.2022.02
Dale January 23._2024 ENGINEERS HOURLY ESTIMATE
Senior Licensed Project Licensed Two Men Senior Admin/
Task Project Task Pnnclpal Pnnclpal Engineer I Land Survey Planner Clerical Task Direct
Total Hours Casts
No. Enaineer , Engineer Surveyor Crew
_ 5263 $235 5174 $191 S270 S153 S102 I l
WASTEWATER COLLECTIONS DIVISION
1.0 Funding Source Recommendations and Applications
`Assist City with identifying funding sources applicable to th . r
e
4 4 6 0 0 8 4 28 s5848
1 PROJECT
2 Prepare and submit funding applications 4 8 32 0 0 32 8 84 $14,34C,
Labor Stdktota 8 12 40 0 0 40 12 112 $19,38E
1.0 Funding Source Recommendations and Applications $19,40C
Senior Licensed Project Licensed Two Man CAD Admin/
Task Project Task Principal Principal Engineer I Land Survey Technician Clerical Total Hours Task Direct
No. Enaineer Engineer Surveyor Crew Casts
5235 $210 $155 5170 $240 $136 _ S91
2.0 Design Engineering-Wastewater Collections Division
1 Project Management 16 16 0 0 0 0 0 32 $7.968
2 Project Kick-off Meeting 4 4 4 0 0 _ 0 0 12 $2,680
3 .Preliminary cost estimates for identified improvements 4 4 6 0 0 0 0 16 $3,384
-
4 Detailed topographic surrey 0 4 8 16 80 16 0 124 $29,436
5 Review existing easements and right•of•way 0 4 8 16 6 _ 10 0 46 $9,078,
6 Field Investigations 2 4 12 0 0 0 0 18 $3,554
7 Review and provide improvement recommendations 2 16 8 0 0 0 0 26 $5,67$
8 Review public and private utilities 0 8 16 16 8 8 0 56 $11,104
9 Preliminary Engineering Design(30%.60%and 90%) 8 16 48 4 0 12 12 100 $18,040
10 In•house project review,quality control(30%,60%and 90% 8 16 8 8 0 16 16 72 $12,864
11 Review w/and Incorporate Agency comments(30%,60% 4 8 40 0 0 12 8 72 $12,544
and 90%)
12 Final design,plans,and specifications 6 16 40 2 0 12 12 86 $15,740
13 Prepare Engineer's Estimate of construction cost 4 8 16 0 0 0 0 28 $5,71E6
Labor Subtotal _ 58 124 216 62 96 86 48 690 S137.794
EXPENSES:
Expenses: CosUUnit , Ground Days , Days Miles Units
Mileage $0 66 200 $130
$0
I
2.0 Design Engineering 137,900
TOTAL WASTEWATER COLLECTIONS DIVISION S157,300
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EXHIBIT 2
SCHEDULE OF RATES FOR
HLA Engineering and Land Surveying. Inc.
Effective January 1, 2024,through December 31, 2024
Senior Principal Engineer $263.00 per hour
Licensed Principal Engineer $235.00 per hour
Licensed Principal Land Surveyor $235.00 per hour
Licensed Professional Engineer $212.00 per hour
Other Licensed Professional $212.00 per hour
Project Engineer II $194.00 per hour
Construction Supervisor $194.00 per hour
Licensed Professional Land Surveyor $191.00 per hour
Project Engineer I $174.00 per hour
Contract Administrator III $159.00 per hour
Senior Resident Engineer $159.00 per hour
Senior Planner $157.00 per hour
CAD Technician $153.00 per hour
Engineering Technician Ill $143.00 per hour
Planner $143.00 per hour
Resident Engineer $143.00 per hour
Surveyor $141.00 per hour
Surveyor on Two Man Crew $135.00 per hour
Contract Administrator II $133.00 per hour
Engineering Technician II $123.00 per hour
Surveyor on Three Man Crew $118.00 per hour
Contract Administrator I $102.00 per hour
Engineering Technician I $102.00 per hour
Administrative/Clerical $102.00 per hour
Vehicle Mileage Federal Rate
Schedule of Rates may be adjusted during the term of this Agreement to the HLA Standard Hourly
Rates in effect at the time.
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