HomeMy WebLinkAboutR-2024-204 Resolution authorizing the City Manager to execute Supplemental Agreement No. 2 to Task Order No. 2022-01 entered into with HLA Engineering and Land SurveyingA RESOLUTION
RESOLUTION NO. R-2024-204
authorizing the City Manager execute Supplemental Agreement No. 2 to
Task Order No. 2022-01 entered into with HLA Engineering and Land
Surveying, Inc. for the Water/Irrigation and Wastewater Divisions Low -
Income and Unserved Utility Areas Project AC2570 and SC2605.
WHEREAS, the City of Yakima maintains and operates water distribution and wastewater
collection systems in accordance with applicable Federal, State and Local regulations; and
WHEREAS, there are several areas in Yakima considered low income that are not served
by water or wastewater; and
WHEREAS, the City of Yakima 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, HLA Engineering and Land Surveying, Inc. has completed the design
services associated with the Water/Irrigation and Wastewater Divisions Low -Income and
Unserved Areas Project AC2570 and SC2605; and
WHEREAS, the City of Yakima Water/Irrigation and Wastewater Divisions were selected
by the United States Bureau of Reclamation to receive $4,949,298.00 as part of the WaterSMART
Drought Response Program Drought Resiliency Projects for FY2024 to complete the construction
of water and sewer infrastructure in unserved areas of Yakima; and
WHEREAS, the HLA Engineering and Land Surveying, Inc. has provided Supplemental
Agreement No. 2 to Task Order No. 2022-01 to provide required tasks associated with a Cultural
Resource Survey, NEPA environmental compliance, bidding processes, Construction
Engineering services and Funding Administration, in an amount not to exceed $682,020; and
WHEREAS, the City Council has determined that it is in the best interest of the City of
Yakima to enter into Supplemental Agreement No. 2 to Task Order No. 2022-01 with HLA
Engineering and Land Surveying, Inc., attached hereto and incorporated herein by this reference,
to perform a Cultural Resource Survey, NEPA environmental compliance, bidding processes,
Construction Engineering services and Funding Administration now, therefore
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized to execute Supplemental Agreement No. 2 to Task Order
No. 2022-01 with HLA Engineering and Land Surveying, Inc., in the amount of six hundred eighty-
two thousand twenty dollars ($682,020) to provide engineering services for a Cultural Resource
Survey, NEPA environmental compliance, bidding processes, Construction Engineering services
and Funding Administration, which is attached hereto and by this reference made a part hereof.
ADOPTED BY THE CITY COUNCIL this 19th day of November, 2024.
ATTEST: _ ��Patricia Byers, (Mayor
osalinda Ibarra, City Clerk
• o,
Contract Supplemental Agreement
Supplemental Agreement
Number: 2
Organization and Address:
HLA Engineering and Land Surveying, Inc. (HLA)
2803 River Road
Yakima, WA 98902
Original Contract Number:
2022-140
Execution Date of Supplement:
City Project Number:
AC2570/SC2605
Completion Date of Supplement:
December 31, 2025
Project Title:
Water/Irrigation and Wastewater Divisions
Low -Income and Unserved Utility Areas
HLA Project No. 22133E
Original Amount Payable:
$558,200
Revised Amount Payable this Supplement:
$1,240,220 (Increase of $682,020)
Supplemental Agreement No. 2
The City of Yakima (CITY), Washington desires to supplement Task Order No. 2022-01 entered into with
HLA Engineering and Land Surveying, Inc. on August 17, 2022, by Resolution No. 2022-109. All
provisions in the basic contract remain in effect except as expressly modified by this supplement. The
changes to the Agreement are described as follows:
Exhibit A: Scope of Services
The attached Exhibit A - Scope of Services for additional tasks to be performed as part of this
Supplemental Agreement include assistance with a Cultural Resource Survey, NEPA environmental
compliance, bid advertisement and bid process, and Construction Engineering services associated with
two hundred (200) contract working days, specifically to construct the North East and South Central
project locations.
Exhibit B: Fee Breakdown
Payment for this supplemental work, as shown on Exhibit B is not to exceed $682,020, bringing the total
amount of the Agreement to $1,240,220 (Original Task Order for $558,200, Supplement No. 1 for $0
increase, and Supplement No. 2 for $682,020 increase).
Exhibit C: Schedule of Rates
Exhibit C shall be supplemented with the attached 2024 calendar year schedule of rates for the
completion of the Agreement for Professional Services The 2025 calendar year schedule of rates will be
effective January 1, 2025.
Signature page follows.
G \Contracts & Task Orders\Yakima\2022\Water & Irrigation and Wastewater Collections\Supplement 2\2024-11-04 Task Order No 2022-01 Supplement 2 docx
If you concur with this supplement and agree to the changes as stated above, please sign the
appropriate spaces below and return to this office for final action.
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Consultant
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G \Contracts & Task Orders\Yakima\2022\Water & Irrigation and Wastewater Collections\Supplement 2\2024-11-04 Task Order No 2022-01 Supplement 2 docx
EXHIBIT A
Scope of Services
Water/Irrigation and Wastewater Division
Low -Income and Unserved Utility Areas
The City has received WaterSMART Drought Resilience grant funding from the United States Bureau of
Reclamation (BOR) for this PROJECT in the amount of $4,949,298.00, specifically for the North East and
South Central PROJECT locations BOR funded projects require a Cultural Resource Survey and NEPA
environmental review. The BOR Environmental Compliance and Cultural Resource Survey phases shall
be added to the Scope of Services for two project areas designed in 2023 — North East and South
Central. Following completion of these phases, final plans and specifications will be prepared, the
PROJECT will be advertised for construction bids, and construction will commence The Bidding and
Construction Engineering phase shall be added to the Scope of Services as described below. Services
provided under this supplement will be reimbursed by the grant funding.
3.0 Bidding and Construction Engineering
The construction contract duration is two hundred (200) working days. The fee estimate assumes each
working day consists of twelve (12) hours per day
3.1 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
3 2 Prepare all documentation necessary to request Construction funding obligation
3 3 Prepare advertisement for bids. Coordinate with CITY on number and location publications.
All advertising fees to be paid by the CITY
3.4 Post documents to HLA website and notify potential bidders, utility companies, and plan
centers of PROJECT posting, and maintain planholder list.
3.5 Answer and supply information as requested by prospective bidders.
3.6 Prepare and issue addenda to contract documents, if necessary
3.7 Attend the bid opening and participate in the evaluation process.
3.8 Prepare a summary of bids received and review bidder's qualifications and responsiveness.
3.9 Make recommendation of award to the CITY for the construction contract and coordinate City
Manager approval for the Intent to Award.
3.10 Following City Manager Intent authorization, prepare notice of intent to award to the
Contractor, assemble construction contract documents, and coordinate contract execution
with the Contractor.
3.11 Review Contractor's submission of certificate of insurance and contract bond.
3.12 Prepare administrative documents to the appropriate agencies which have jurisdiction over
funding, design, and construction of the PROJECT.
3 13 Following Council award authorization, coordinate contract execution with the CITY.
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3.14 Coordinate and facilitate preconstruction meeting with the CITY, Contractor, private utilities,
and affected agencies, including preconstruction agenda and meeting record.
3.15 Prepare and transmit notice to proceed to Contractor
3.16 Furnish a field survey crew to provide geometric control, including construction staking.
3.17 Furnish a qualified resident engineer (inspector) to observe construction for substantial
compliance with plans and specifications and CITY Construction Standards.
3 18 Review Contractor's submission of samples and shop drawings.
3.19 Maintain record of materials (ROM) for duration of PROJECT.
3.20 Respond to Contractor requests for information (RFI).
3.21 Interpret plans and specifications when necessary
3.22 Prepare daily progress reports.
3.23 Prepare weekly statements of working days.
3.24 Create and maintain accurate construction documentation for the life of the PROJECT.
3.25 Ensure the CITY has all necessary files for potential audits.
3.26 Consult and advise the CITY during construction and make final review and report of the
completed work with CITY representatives.
3.27 Coordinate testing scheduling with the Contractor's materials testing firm and review
acceptance sampling and testing for construction materials.
3.28 Coordinate and attend construction meetings anticipated once per week during the duration
of improvements.
3.29 Perform measurement and computation of pay items.
3.30 Prepare and provide monthly progress estimates to the CITY and recommend progress
payments for the Contractor.
3.31 Prepare proposed contract change orders and/or force account computations as required.
3.32 Conduct final walkthrough inspection with the Contractor and CITY Prepare and transmit
punchlist to Contractor.
3 33 Prepare and furnish record drawings and field notes of completed work in electronic format
(PDF) in accordance with PROJECT field records provided by the resident engineer and
those submitted by the Contractor
3.34 Provide construction photos (.jpeg or other common format) on a shared network drive or
thumb drive storage device for download.
3.35 Prepare administrative documents to the appropriate agencies which have jurisdiction over
funding, design, and construction of this PROJECT
3.36 Monitor the Contractor's compliance with federal and state labor standards.
3.37 Assist the CITY with funding reimbursement information and supporting documentation, as
requested.
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3 38 Monitor the Contractor's compliance with Disadvantaged Business Enterprise (DBE) goals
and reporting requirements
3 39 Prepare and submit recommendation of PROJECT acceptance.
3.40 Prepare and submit Notice of Completion of Public Works Contract (NOC) for Agency review
and processing
3.41 Notify CITY when retainage may be released.
3.42 Ensure the PROJECT is completed as designed and contract specifications are adhered to
during construction.
7.0 BOR Environmental Compliance
7.1 Assist CITY with compliance of BOR environmental review requirements
7.2 Process Area of Potential Effect (APE) documentation package to BOR NEPA Specialist and
Archaeologist.
7.3 Process Section 106 with BOR NEPA Specialist and Archaeologist.
7.4 Assist the CITY with coordinating a Cultural Resource Survey (CRS) and requirements set
forth by BOR.
7.5 Conduct Cultural Resource Survey review according to the BOR Scope of Work.
7.6 This PROJECT is considered exempt from SEPA under WAC 197-11-800 (3) and (23). A
SEPA checklist will not be prepared.
8.0 Cultural Resource Survey
Drayton Archaeology was hired as a subconsultant to perform the Cultural Resources Survey
assessment The cultural resource review will consist of two phases of work. A background review, field
investigation of the right of way (ROW) main replacement corridor(s) will be conducted. A second phase
of work will be conducted to assess service connections and any historic property inventories. Reports for
each phase will be composed as final reports of each phase.
8.1 Prepare a proposed Level of Effort for the identification of historic properties which includes
record search and field methodology for BOR review and acceptance.
8.2 Conduct background research using Department of Archaeology and Historic Preservation's
(DAHP) Washington Information System for Architectural and Archeological Records Data
(WISAARD) database.
8 3 Generate maps for review
8.4 Compose narratives based on a review of previously recorded sites to inform survey methods
and provide context for consultation and reporting.
8.5 Tabulate previously conducted archaeological surveys and recorded sites within a 0.25 mile
radius based on background review for consultation and reporting.
8 6 Conduct a pedestrian survey inspecting the property to identify surface visible traces of
cultural/archaeological material
8.7 Excavate shovel probes with standard shovel to sterile soils
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8.8 Screen soils through standard 1/4-inch steel mesh mounted on standing rockers.
8.9 Observe soils, geologic inclusions/biologic Intrusions and any cultural materials and activities
in field journals.
8.10 Record spatial data by hand -drawn mapping and with handheld GPS devices, the locations of
shovel probes, cultural resources, utilities, and areas of concern or interest
8 11 Photograph the area, along with any exposed soils as needed and any cultural materials
observed during the review.
8.12 Conduct a pedestrian survey and documentation of fifty-seven (57) identified historic age
properties within the project's Area of Potential Effect.
8.13 Capture a thorough background review of properties using historic aerials, assessor data,
property records, archive sources etc., that may affect its National Register of Historic Places
(NRHP) eligibility such as additions, remodeling, and related events.
8.14 Conduct a review and author a background history of the area to satisfy DAHP's requirement
for a historic context as well as identify if the properties represent a cohesive district per
NRHP criteria
8 15 Author fifty-seven (57) individual Historic Property Inventory Forms (HPIF) that will include a
Statement of Significance, Historic Context, Ownership History, and Architectural Description
per DAHP requirements.
8.16 Upload all HPIF's to DAHP online WISAARD system to initiate Section 106 review and
consultation
8.17 Provide findings and author applicable sections in the final report.
8.18 Draft a report detailing background review, field methodology, fieldwork results, and provide
recommendations.
8.19 Submit a draft report to the CITY and BOR for initial review and comment.
8 20 Provide a period for comments by the CITY, BOR, and State Historic Preservation Office, to
inform the final reporting.
8 21 Following receipt of comments, prepare and submit the final report to the CITY, BOR, and
State Historic Preservation Office, for approval/concurrence to begin construction activities.
9.0 Funding Administration
Funding administration includes managing the BOR WaterSMART Drought Resilience grant and
associated reimbursements and reporting requirements.
9.1 Assist CITY with review of funding agency contract forms and documents, providing
information to BOR staff, and finalizing the grant agreement for execution by BOR and the
CITY.
9.2 Complete reporting requirements for administration of the grant throughout the PROJECT as
required by BOR. This task will begin upon receipt of funding (anticipated in winter of 2024-
2025) through the end of construction in 2025.
9.3 Assist CITY with funding agency reimbursement process, preparation of payment vouchers,
and supportive documentation.
9.4 Assist CITY with funding agency project closeout process.
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EXHIBIT B
Fee Breakdown
The following spreadsheet shows the estimated time and expenses to perform said services. The
maximum amount of compensation to the ENGINEER shall not exceed the amount of the agreement in
total, but the ENGINEER reserves the right to move fee and hours between all phases as necessary to
complete the PROJECT.
ENGINEER'S HOURLY FEE ESTIMATE BREAKDOWN
Client City of Yakima
Project Title Water/Irrigation and Wastewater Divisions Low -Income and Unserrved Utility Areas (North East and South Central Areas) - Construction Engineering
City Contract Number 2022-140, Supplement 2
HLA Project No 22133C
Date: October 31, 2024
LABOR
Task
No
Project Task
Senior
Principal
Engineer
Project
Engineer II
Construction
SupervisorLand
Licensed
Professional
Surveyor
Contract
Administrator III
CAD
Technician
Resident
Engineer
Surveyor on
Two Man
Crew
Total Hours
Task Direct
Costs
$263
$194
$194
$191
$159
$153
$143
$135
3.0
Bidding and Construction Engineering
1
Prepare Final PS&E and Coordinate Bid Advertisement
8
40
0
0
6
0
0
0
54
$10,818
2
Administer Bid Process
4
8
0
0
8
0
0
0
20
$3,876
3
Prepare Bid Summary and Recommendation of Award
1
2
0
0
6
0
0
0
9
$1,605
4
Assist City with Review/Contract Prep
0
1
1
0
6
0
0
0
8
$1,342
5
Conduct Pre -Construction Meeting
1
2
4
0
4
0
8
0
19
$3,207
6
Prepare and Issue Notice to Proceed
1
1
0
0
2
0
0
0
4
$775
7
Field Survey Crew for HorizNert Control
0
0
0
30
0
30
0
240
300
$42,720
8
Materials Submittal Review
2
30
30
0
60
0
30
0
152
$25,996
9
Weekly Construction Meetings (40wks)
2
40
40
0
40
0
40
0
162
$28,126
10
Construction Observation (200d)
8
16
40
0
0
0
2400
0
2464
$356,168
11
Field Inspection Reports
4
4
8
0
40
0
40
0
96
$15,460
12
Weekly Statement of Working Days
5
10
6
0
40
0
40
0
101
$16,499
13
Prepare Monthly Progress Pay Estimates
8
8
16
0
40
0
40
0
112
$18,840
14
Review Matenals Testing Results for Compliance with
Contract
2
12
4
0
8
0
10
0
36
$6,332
15
Force Account/ Change Orders
4
8
8
0
16
0
8
0
44
$7,844
16
Review Labor Standards Compliance
2
4
4
0
40
0
0
0
50
$8,438
17
Conduct Final Walk-Through/Prepare Punchlist
1
8
8
0
8
0
8
0
33
$5,783
18
Project Closeout
2
4
12
0
40
0
8
0
66
$11,134
19
Record Drawings
1
4
4
0
4
0
14
0
27
$4,453
7.0
BOR Environmental Compliance
20
Environmental Review 2 30 0 0 0 0 0 0 32 $6,346
9.0
Funding Administration
21
BOR WaterSMART Grant Administration
8
16
0
0
16
0
0
0
40
$7,752
22
BOR WaterSMART Reimbursements
8
16
0
0
16
0
0
0
40
$7,752
Labor Subtotal
74
264
185
30
400
30
2646
240
3869
$591,266
DIRECT NON -SALARY EXPENSES:
Trawl
Cost/Unit
Miles
-
-
-
-
-
-
-
-
Vehicle Mleage
$0 67
6320
_
-
-
_
_
_
-
$4,234 40
Subconsultants
8.0 Cultural Resource Survey (Drayton Archaeology) $58,229 00 - - Multiplier 1 1 - - - - $64,051 90
Subtotal - Labor
$591,266 00
Subtotal - Direct Non -Salary Expenses
$68,286 30
4% Annual Escalation for One (1) Year, Assumes 95% of work will occur in 2025
$22,468 11
TOTAL
$682,020.41
Wastewater Share (72% Based on Construction Cost Estimate)
$491,054.69
Water Share (28% Based on Construction Cost Estimate)
$190,965.71
G \Contracts & Task Orders\Yakima\2022\Water & Irrigation and Wastewater Collections\Supplement 2\2024-11-04 Task Order No 2022-01 Supplement 2 docx
EXHIBIT C
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
Planning 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 III $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.
G \Contracts & Task Orders\Yakima\2022\Water & Irrigation and Wastewater Collections\Supplement 2\2024-11-04 Task Order No 2022-01 Supplement 2 docx
SCHEDULE OF RATES FOR
HLA Engineering and Land Surveying, Inc.
Effective January 1, 2025, through December 31, 2025
Senior Principal Engineer $274.00 per hour
Licensed Principal Engineer $245.00 per hour
Licensed Principal Land Surveyor $245.00 per hour
Licensed Professional Engineer $221.00 per hour
Other Licensed Professional $221.00 per hour
Project Engineer II $202.00 per hour
Construction Supervisor $202.00 per hour
Planning Supervisor $202.00 per hour
Licensed Professional Land Surveyor $199.00 per hour
Project Engineer I $181 00 per hour
Contract Administrator III $166.00 per hour
Senior Resident Engineer $166 00 per hour
Senior Planner $164.00 per hour
CAD Technician $160.00 per hour
Engineering Technician III $149 00 per hour
Planner $149 00 per hour
Resident Engineer $149 00 per hour
Surveyor $147.00 per hour
Surveyor on Two Man Crew $141.00 per hour
Contract Administrator II $139.00 per hour
Engineering Technician II $128.00 per hour
Surveyor on Three Man Crew $123.00 per hour
Contract Administrator I $107.00 per hour
Engineering Technician I $107.00 per hour
Administrative/Clerical $107.00 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.
G \Contracts & Task Orders\Yakima\2022\Water & Irrigation and Wastewater Collections\Supplement 2\2024-11-04 Task Order No 2022-01 Supplement 2 docx
ITEM TITLE:
SUBMITTED BY:
SUMMARY EXPLANATION:
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 7.G.
For Meeting of: November 19, 2024
Resolution authorizing the City Manager to execute Supplemental
Agreement No. 2 to Task Order No. 2022-01 entered into with HLA
Engineering and Land Surveying, Inc. for the Water/Irrigation and
Wastewater Divisions Low -Income and Unserved Utility Areas Project
AC2570 and SC2605
Scott Schafer, Director of Public Works
*Mike Shane, Water/Irrigation Manager
Mike Price, Wastewater and Stormwater Manager
City of Yakima (City) Projects AC2570 and SC2605 provide for the design of public water distribution and
wastewater collections systems 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 for the design services for water and wastewater collection systems in the North East and South
Central area of the City, as well as funding source recommendations and application assistance to
provide possible funding for construction of the designed project.
On May 6, 2024, the City of Yakima Water/Irrigation and Wastewater Divisions were notified of the
selection by the United States Bureau of Reclamation (BOR) to receive $4,949,298.00 as part of the
WaterSMART Drought Response Program Drought Resiliency Projects for FY2024 to complete the
construction of water and sewer infrastructure in unserved areas of Yakima.
Proposed Supplemental Agreement No. 2 to Task Order No. 2022-01 provides for tasks associated with
a Cultural Resource Survey, NEPA environmental compliance, final funding agreement assistance,
bidding processes, Construction Engineering services and Funding Administration. Funding for
Supplemental Agreement No. 2 will come through reimbursements from the BOR grant. Supplemental
Agreement No. 2 between City of Yakima (City Contract No. 2022-140, Resolution R-2022-109, Task
Order No. 2022-01) and HLA Engineering and Land Surveying, Inc., is attached for City Council review.
ITEM BUDGETED: Yes
STRATEGIC PRIORITY 24-25: A Resilient Yakima
RECOMMENDATION: Adopt Resolution.
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ATTACHMENTS:
HLA - Unserved Area Supplemental Agreement No. 2 - Resolution_Final.docx
COY Water-WW TO No. 2022-01 Supp No. 2 - HLA Signed.pdf
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