HomeMy WebLinkAbout01/17/2017 06G Engineering and Consulting Services Addendum to HLA Enineering and Land Surveying, Inc. ContractBUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDASTATEMENT
Item No. 6.G.
For Meeting of: January 17, 2017
ITEM TITLE: Resolution authorizing Addendum 1 to existing Contract 2009-114
with HLA Engineering and Land Surveying, Inc. in the amount
of $71,200
SUBMITTED BY: Scott Schafer, Director of Public Works
David Brown, Water/Irrigation Manager, 575-6204
SUMMARY EXPLANATION:
On October 9, 2009 with Resolution R-2009-133 and Contract 2009-114 Council authorized the
design of a water line replacement along E. Viola Ave. from S. 18th Street to S. 22nd Street the
Wastewater Treatment Plant. The design work was completed in early 2010 but the project was
put on hold because funds were not available to complete the project.
The Legal Department determined an addendum would be sufficient for this work as the original
contract had not expired and the completion of the project was anticipated when funds were
available. Funds are available in the 2017 budget with Project AC 2262 scheduled for completion
in 2017. During a system review it was determined the water line in S. 22nd Street should be
upgraded to a 12". Addendum 1 contracts with HLA Engineering and Land Surveying (the original
designers) to design that upgrade in S. 22nd Street and to perform services during construction.
The cost of this contract addendum will not exceed $71,200.
ITEM BUDGETED:
Yes
STRATEGIC PRIORITY: Neighborhood and Community Building
APPROVED FOR
SUBMITTAL:
City Manager
STAFF RECOMMENDATION:
Adopt resolution
BOARD/COMMITTEE RECOMMENDATION:
ATTACHMENTS:
Description Upload Date
0 Resolution 12/23/2016
0 Addendum 1 1227/2016
Type
Resolution
Contract
A RESOLUTION
RESOLUTION NO. R -2017 -
authorizing execution of addendum 1 to the engineering and consulting
services agreement 2009-114 with HLA Engineering and Land Surveying,
Inc. in the amount of $71,200 for design of a 12 inch water line and
services during construction.
WHEREAS, the City of Yakima Water/Irrigation Division requires engineering, consulting
services and construction associated with the Viola Avenue Water Main Replacement Project
2262; and
WHEREAS, the City of Yakima Water/Irrigation Division representatives have complied
with the provisions of RCW 39.80 which concerns the procurement of engineering and
architectural services by a city; and
WHEREAS, the City of Yakima Water/Irrigation Division representatives will continue to
comply with the provisions of RCW 39.80 which concerns the procurement of engineering and
architectural services by a city for future engineering and architectural services; and
WHEREAS, HLA Engineering and Land Surveying, Inc. has the necessary expertise and
experience to perform and provide the required engineering services identified in the attached
and incorporated Addendum 1 and is willing to do so in accordance with the attached
agreement; and
WHEREAS, the City Council deems it to be in the best interest of the City to enter into
an agreement with HLA Engineering and Land Surveying, Inc., for engineering and consulting
services associated with Addendum 1 for the Viola Avenue Water Main Replacement Project
2262; and
WHEREAS, the City Council deems it to be in the best interest of the City to authorize
the City Manager to execute all documents related to Addendum 1 associated with the Viola
Avenue Water Main Replacement Project 2262; 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 attached and
incorporated Addendum 1 to Contract 2009-114 the engineering and consulting services
agreement with HLA Engineering and Land Surveying, Inc. for engineering and consulting
services associated with the Viola Avenue Water Main Replacement Project 2262.
ADOPTED BY THE CITY COUNCIL this 17th day of January, 2017.
Kathy Coffey, Mayor
ATTEST:
Sonya Claar Tee, City Clerk
AGREEMENT FOR PROFESSIONAL SERVICES
ADDENDUM NO. 1
This Addendum, hereinafter identified as Addendum No. 1, is hereby entered into and made a part of the
Agreement between City of Yakima, Washington, and HLA Engineering and Land Surveying, Inc.
(formerly Huibregtse, Louman Associates, Inc.), for Professional Services first entered into on the 9th day
of October, 2009, by the CITY OF YAKIMA, hereinafter called the "CITY," and HLA ENGINEERING AND
LAND SURVEYING, INC., hereinafter called the "ENGINEER."
WITNESSETH: That in consideration of the mutual covenants and agreements herein contained, 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: In addition to the duties set forth in the underlying agreement,
ENGINEER agrees to perform additional work tasks described in the attached
Addendum No. 1 Exhibit A: East Viola Avenue Watermain Replacement Project
(under 1-82) — Design Engineering and Engineering Services During Construction.
SECTION 5 - COMPENSATION
5.1 COMPENSATON ON A LUMP SUM BASIS: For the PHASE 1 services described in
Addendum No. 1 Exhibit A, compensation shall be paid per lump sum fee, as described
in the FEE FOR SERVICE section of Addendum No. 1 Exhibit A and detailed in
Exhibit B.
COMPENSATION ON A TIME SPENT BASIS AT SPECIFIC HOURLY RATES: For the
PHASE 2 and PHASE 3 services described in Addendum No. 1 Exhibit A,
compensation shall be according to EXHIBIT C — SCHEDULE OF HOURLY BILLING
RATES, attached hereto and incorporated herein by this reference, on a time spent basis
plus reimbursement for direct non -salary expenses.
IN WITNESS WHEREOF the parties hereto duly enter into and execute this Addendum No. 1, as of this
day of , 2017.
Other than specific amendments stated herein, all other terms, conditions, and requirements of the
underlying contract shall remain in full force and effect throughout the term of the underlying contract.
CITY OF YAKIMA HLA ENGINEERING AND LAND SURVEYING, INC.
Signature Signature
Printed Name: Cliff Moore Printed Name: Michael T. Battle, PE
Title: City Manager Title: President
Date: Date:
Attest
City Clerk
City Contract No. 2009-114
Resolution No. R-2009-133
Page 1 of 7
ADDENDUM NO. 1
EXHIBIT A
CITY OF YAKIMA
EAST VIOLA AVENUE WATERMAIN REPLACEMENT PROJECT (UNDER 1-82)
DESIGN ENGINEERING AND ENGINEERING SERVICES DURING CONSTRUCTION
SCOPE OF WORK
During the term of this AGREEMENT, the ENGINEER shall perform professional services in connection
with the following project:
City of Yakima - East Viola Avenue Watermain Replacement Project (under 1-82) (PROJECT)
(City Project No. AC2262)
This scope of work shall include the furnishing of engineering services during construction, labor,
materials, equipment, supplies, and incidentals necessary to conduct and complete the work as indicated
hereinafter, for the following project:
PROJECT:
The City of Yakima Water/Irrigation Department desires to construct the East Viola Avenue
Watermain Replacement Project (under 1-82), also including approximately 350 linear feet of water
main installation along South 22nd Street.
PHASE 1 - DESIGN AND FINAL PLANS AND SPECIFICATIONS
• Perform topographic field survey as required to complete the design, plans, and specifications for
publicly bid improvements. Call for underground utility locates prior to survey.
• Perform detailed field investigations necessary to design the identified improvements.
• Prepare preliminary design plans.
• Review and discuss preliminary plans with CITY staff.
• On the basis of approved preliminary plans, perform the final design, and prepare complete plans
and specifications for publicly -bid improvements, as authorized by the CITY.
• Assist CITY staff with securing WSDOT permits for crossing 1-82. CITY shall pay all permitting
fees and expenses.
• Prepare the Engineer's Estimate of construction cost.
• Furnish to the CITY engineering data 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.
• Furnish the CITY forty (40) 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.
• Send advertisement for bids to the Paper of Record and other papers selected by the CITY.
CITY shall pay all advertisement fees.
• Answer and supply such information as is requested by prospective bidders.
Page 2 of 7
• Prepare and issue addenda, if necessary.
• Attend bid opening and participate in the bid opening and evaluation process.
• Prepare tabulation of all bids received by the CITY and review bidder's qualifications.
• Make recommendation of construction contract award to the lowest responsible bidder.
PHASE 2 - SERVICES DURING CONSTRUCTION
• Furnish the field survey crew necessary to set horizontal and vertical control for the
improvements authorized for construction.
• Furnish a qualified resident engineer who shall make construction observations and be on the job
at all times that significant work is in progress, whose duty shall be to provide surveillance of
PROJECT construction for substantial compliance with plans and specifications.
• Prepare progress reports on the PROJECT for the days during which a resident engineer is
present and file same with the CITY.
• Consult and advise the CITY during construction and make a final report of the completed work.
• The City of Yakima is required to monitor the Contractor's payment of prevailing wage rates. As
part of construction services, HLA will monitor Contractor and Subcontractor compliance with
State labor standards during the construction phase of this PROJECT. This work includes
checking monthly certified payrolls, conducting employee interviews in the field, and issuing
letters of non-compliance and/or letters of missing documents. HLA will perform this task until the
PROJECT has been accepted by the CITY. At that time, HLA will turn over all files kept by HLA
during the performance of this task to the CITY. It will then be the CITY's responsibility to pursue
any outstanding labor issues.
• Review Contractor's submission of samples and shop drawings where applicable.
• Recommend progress payments for the construction contractor to the CITY.
• Prepare and submit proposed contract change orders when applicable.
• 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
HLA within thirty (30) calendar days from the date of the letter of recommendation of project
acceptance, HLA will submit the reproducible record drawings to the CITY with a note stating that
no as -built information was received by HLA.
PHASE 3 — ADDITIONAL SERVICES
• Provide professional engineering and surveying services for additional work requested by the
CITY that is not included in Phases 1 and 2.
This scope of work is offered with the following understanding:
• CITY shall provide full information as to project requirements.
• CITY shall assist the ENGINEER by placing at his disposal all available pertinent information
including previous reports, drawings, plats, surveys, easements, utility records, and any other
data relative to design and construction of the Project.
• CITY shall provide all easements and rights-of-way necessary for replacement/installation of
these facilities.
Page 3 of 7
• CITY shall examine all studies, reports, sketches, estimates, specifications, drawings, proposals,
and other documents presented by the ENGINEER and render decisions in writing pertaining
thereto within a reasonable time so as not to delay the work of the ENGINEER.
• CITY shall obtain approval of all governmental authorities having jurisdiction over the Project and
such approvals and consents from such other individuals or bodies as may be necessary for
completion.
TIME OF PERFORMANCE:
In conjunction with Section 7 of the AGREEMENT, following are anticipated completion times for phases
of work.
PHASE 1 - DESIGN AND FINAL PLANS AND SPECIFICATIONS
Plans, specifications, and estimates for all project elements shall be provided within 60 calendar days
following contract execution. However, final plans and specifications preparation is contingent upon
WSDOT permitting. Final plans, specifications, and estimates shall be provided within 30 calendar days
following receipt of WSDOT permit.
PHASE 2 - 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 delays, requested additional work, and/or
change orders, engineering services beyond the 25 working days shall be considered additional services.
PHASE 3 — 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.
FEE FOR SERVICE:
PHASE 1 — DESIGN AND FINAL PLANS AND SPECIFICATIONS
All work for this PROJECT phase shall be performed for the lump sum fee of $21,300.00.
PHASE 2 — SERVICES DURING CONSTRUCTION
All work for this PROJECT phase 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 $49,900.00.
PHASE 3 — ADDITIONAL SERVICES
Any additional work requested by the CITY that is not included in Phases 1 and 2 shall be authorized by
the CITY and agreed to by the ENGINEER in writing prior to proceeding with the services. The
ENGINEER shall perform the additional services as directed/authorized by the CITY on a time -spent
basis at the hourly billing rates provided in EXHIBIT C plus reimbursement for direct non -salary expenses
as described in section 5.1.1 of the AGREEMENT.
Page 4 of 7
EXHIBIT B — PROFESSIONAL SERVICES
During the term of this AGREEMENT, the ENGINEER shall perform professional services in connection
with the following project:
CITY OF YAKIMA - EAST VIOLA AVENUE WATERMAIN REPLACEMENT PROJECT (UNDER 1-82)
(CITY PROJECT NO. AC2262)
For the services described in EXHIBIT A, compensation shall be paid per Section 5 of this AGREEMENT.
The following spreadsheet shows the estimated time and expenses to perform said services.
Project Title: East Viola Avenue Water Main Replacement
Client: City of Yakima
City Project Number: AC2262
Date: December 13, 2016
ENGINEERS HOURLY ESTIMATE
Task
No.
Project Task
Senior
Principal
Engineer
Licensed
Principal
Engineer
Project
Engineer
Senior Prin.
Land
Surveyor
Two Man
Survey
Crew
CAD
Technician
Word
Processing
Technician
Total
Hours
Task Direct
Costs
$196
$175
$131
$191
$208
$115
$77
DESIGN AND FINAL PLANS AND SPECIFICATIONS
A
Project Management
1
2
4
0
0
0
0
7
$720
B
Project Meetings
0
1
2
0
0
0
0
3
$262
C
Field investigations and topographic survey
0
1
2
2
8
6
0
19
$2,616
D
WSDOT permitting
1
4
10
0
0
6
0
21
$2,196
E
Preliminarydesign
1
3
10
0
0
24
6
44
$4,728
F
In-house project review, quality control
0
2
2
0
0
2
2
8
$646
G
Incorporate Agency review comments
0
1
4
0
0
4
4
13
$1,292
H
Final design, plans, and specifications
1
1
4
0
0
4
3
13
$1,411
I
Prepare estimate of construction cost
0
1
4
0
0
1
0
6
$639
J
Furnish copies of plans and specifications
0
0
1
0
0
0
2
3
$285
K
Answer bidders questions
0
1
2
0
0
0
0
3
$262
L
Prepare and issue addenda
0
1
2
0
0
1
1
5
$454
M
Attend bid opening
0
1
1
0
0
0
0
2
$131
N
Prepare tabulation of bids
0
0
2
0
0
0
2
4
$416
O
Make recommendation of contract award
0
1
2
0
0
0
2
5
$416
Labor Subtotal
4
20
52
2
8
48
22
156
$20,356
EXPENSES:
Travel:
Cost/Unit
Ground
Days
Days
Miles
Mileage
$0.54
40
$21.60
Meals/Lodging
$0.00
Misc. Expenses:
Advertisement
Telephone
Postage
Outside Printing 30 copies plans/specs
$930.00
Sub -Consultants:
None Anticipated $0.00 Multiplier 1.1 $0.00
Subtotal - Labor
$20,356.00
Subtotal - Expenses
$951.60
Total - DESIGN AND FINAL PLANS AND SPECIFICATIONS
$21,307.60
Page 5 of 7
Project Title: East Viola Avenue Water Main Replacement
Client: City of Yakima
City Project Number: AC2262
Date: December 13, 2016
ENGINEERS HOURLY ESTIMATE
Task
No.
Project Task
Licensed
Principal
Engineer
Project
Engineer
Two Man
Survey
Crew
Resident
Engineer/
Inspector
Contract
Administrator
$175
$131
$208
$109
$120
Total
Hours
Task Direct
Costs
SERVICES DURING CONSTRUCTION
A
Construction Observation
2
24
16
250
0
292
$34,072
B
Construction Administration
8
24
0
0
20
52
$6,944
C
Construction Meetings
1
6
0
6
2
15
$1,855
D
Submittal Review
1
4
0
2
4
11
$1,397
E
State Labor Standards Compliance
0
2
0
2
8
12
$1,440
F
Progress Reports
1
2
0
0
1
4
$557
G
Progress Payments
2
4
0
4
4
14
$1,790
H
Change Orders
1
2
0
2
2
7
$895
Record Drawings
1
2
0
2
1
6
$775
Labor Subtotal
17
70
16
268
42
413
$49,725
EXPENSES:
Travel:
Cost/Unit
Ground
Days
Miles
Mileage
$0.535
330
$176.55
Meals/Lodging
$0.00
Misc. Expenses:
Advertisement
Telephone
Postage
Outside Printing 30 copies plans/specs
Sub -Consultants:
None Anticipated
$0.00
Multiplier
1.1
$0.00
Subtotal - Labor
$49,725.00
Subtotal - Expenses
$176.55
Total - SERVICES DURING CONSTRUCTION
$49,901.55
Page 6 of 7
EXHIBIT C
SCHEDULE OF RATES
FOR
HLA Engineering and Land Surveying, Inc.
Effective January 1, 2017, through December 31, 2017
Senior Principal Engineer $196.00 per hour
Licensed Principal Land Surveyor $191.00 per hour
Licensed Principal Engineer $175.00 per hour
Licensed Professional Engineer $160.00 per hour
Other Licensed Professional $160.00 per hour
Licensed Professional Land Surveyor $146.00 per hour
Project Engineer $131.00 per hour
Contract Administrator $120.00 per hour
CAD Technician $115.00 per hour
Resident Engineer/Inspector $109.00 per hour
Surveyor $109.00 per hour
Senior Engineering Technician $109.00 per hour
Engineering Technician $77.00 per hour
Word Processing Technician $77.00 per hour
Surveyor on Two Man Crew $104.00 per hour
Surveyor on Three Man Crew $92.00 per hour
Vehicle Mileage $0.535 per mile
Page 7 of 7