HomeMy WebLinkAbout05/16/2017 06I Project Review Reimbursable Agreement with WSDOT; East-West Corridor Post-Construction VideosBUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDASTATEMENT
Item No. 6.1.
For Meeting of: May 16, 2017
ITEM TITLE: Resolution authorizing a project review reimbursable agreement, in
an amount not to exceed $31,250, with the Washington State
Department of Transportation (WSDOT) to have their Visual
Engineering Resource Group create videos displaying what the
East-West Corridor will look like after construction
SUBMITTED BY: Brett Sheffield, Chief Engineer, 576-6797
Scott Schafer, Director of Public Works
SUMMARY EXPLANATION:
The redevelopment of the Cascade Mill site is an economic development priority of the City
Council. As the project is getting closer to construction, many people have questions regarding
how access will be provided to the former Cascade Mill site. Since enough of the design has
been completed to provide the necessary information needed to provide a design visualization,
the City, Yakima County and WSDOT feel that it is a good time to do this work to show the
modifications to the Yakima Avenue Interchange and the future East-West Corridor.
The first video to be created will be a joint venture of WSDOT, the City and Yakima County that
will cost each entity a maximum amount of $12,500. An additional maximum amount of $18,750
is being set aside by the City to develop additional videos (if needed) to explore the City's history
with the site and the future north -south roadway access. The amount listed in the agreement is
for $25,000; however, the contract allows for 25% more, if needed, and based upon the City's
approval, therefore, the City's maximum amount authorized is $31,250. Funding from the Local
I nfrastructure Financing Tool (LI FT) will be used to pay for this work.
The terms of the Project Review Reimbursable Agreement is attached for City Council review
with Exhibit "A" and "B") Exhibit "A" of the Agreement describes the Scope of Work and
Schedule in more detail. Exhibit "B" of the Agreement describes the Cost Estimate in more
detail.
ITEM BUDGETED: Yes
STRATEGIC PRIORITY: Public Trust and Accountability
C
APPROVED FOR ity Manager
SUBMITTAL:
STAFF RECOMMENDATION:
Adopt resolution.
BOARD/COMMITTEE RECOMMENDATION:
ATTACHMENTS:
Description Upload Date Type
D Resolution 5/512017 CD%r Memo
D VERG Project Reoew 5/5/2017 Ca Merno
G
RESOLUTION NO. 2017 -
A RESOLUTION authorizing the City Manager to execute a Project Review Reimbursable
Agreement, in an amount not to exceed $31,250, with the Washington
State Department of Transportation (WSDOT) to have their Visual
Engineering Resource Group create videos displaying what the East-
West Corridor will look like after construction.
WHEREAS, the Yakima City Council has established that redevelopment of the former
Boise Cascade Mill (known as the Cascade Mill Redevelopment Project site) is an economic
development priority; and
WHEREAS, the City, Yakima County and WSDOT all have a part in this project and
have been cooperatively working on it for the past several years; and
WHEREAS, the City, County and WSDOT feel that a design visualization video
displaying what the completed project will look like could provide answers, as well as, garner
additional support for the project; and
WHEREAS, the Visual Engineering Resource Group has developed many design
visualizations for transportation projects throughout the State and has proven their ability to
develop videos of exceptional quality; and
WHEREAS, the Scope of Work and Budget included in this Project Review
Reimbursable Agreement meets the needs and requirements of the City of Yakima for design
visualization video(s) for this project, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized to execute the Project Review Reimbursable
Agreement with WSDOT attached hereto and incorporated herein by this reference not to
exceed Thirty -One Thousand Two Hundred Fifty Dollars ($31,250) to provide the services as
described in the Agreement.
ADOPTED BY THE CITY COUNCIL this 16th day of May, 2017.
Kathy Coffey, Mayor
ATTEST:
Sonya Claar-Tee, City Clerk
Project Review
Project Review Applicant or Local Agency City of Yakima . .... .... ........... . .......
Reimbursable Billing Address
Agreement 129 N. 2nd Street
Yakima, WA 98901
Region South Central Contact Email brett.sheffield@yakimawa.gov
Agreement J Contact Name Contact Phone
Number Brett Sheffield (509) 576-6797
Estimated Coats Qurety
This estimate is based on the best Amount
'
available information hu date and F--1
� U �_� Not Applicable
includes VV8DOT'aIndirect Cost Rate 1
SR MP Project Name
82 � 31.37 - 33.48 � 1-82/US 12 Interchange to Yakima Ave -Add lanes / Replace Bridges
Review [--�
..`x~.^ ^__^
See Exhibit "A" and Exhibit "B" for Scope of work and Cost Estimate
Inspection [--�
^_�
Other 5|
(see description of work)
This AGREE4TIENT is made and entered into by and between the Washington State Department of
Transportation, hereinafter "WSDOT," and the above named "APPLICANT OR LOCAL AGENCY", hereinafter
the "ENTITY,"
WHEREAS, the ENTITY has requested WSDOT to perform the above described work, and WSDOT is
authorized and willing to perform the work, and
NOW TMEREFORE, pursuant to the terms, conditions and performances contained herein and/or attached
hereto, and by this reference made a part of this Agreement, it is mutually agreed between the Parties herett
as follows:
1.1 The WSDOT agrees to perform the above described work requested by the ENTITY, using state labor,
equipment and materials.
DOT Form 224-1D2EF
_n
1.3 All WSIDOT reviews, and/or inspections provided by WSIDOT are solely for the benefit of WSIDOT and
not for the ENTITY or any other third party.
2.1 The ENTITY, in consideration of the faithful performance of the work by WSIDOT, agrees to reimburse
WSIDOT for the actual direct and related indirect costs associated with the work, including WSIDOT's current
administrative indirect cost rate.
2.2 The ENTITY agrees to make payment for the work by WSIDOT within thirty (30) calendar days from the
date of a state invoice.
2.3 The ENTITY agrees that if it fails to make payment within thirty (30) calendar days of the invoice, the
WSIDOT may charge interest in accordance with RCW 43.17.240 and may elect to send the outstanding
invoice(s) to a WSIDOT contracted collection agency resulting in the assessment of additional fees and/or
penalties.
2.4 Upon payment of all WSIDOT invoices by ENTITY, WSDOT will release rights of remaining Sureli
Amount.
3.1 The Parties agree that the estimated cost of the work may be exceeded by up to twenty-five (25) percent.
In the event costs exceed the estimated costs by more than twenty-five (25) percent the Parties agree to
modify the estimated cost of work by written amendment, signed by both Parties.
4. ASSIGNMENT
4,.1 This Agreement, and any claim arising under this Agreement, shall not be assignable or delegable by
either Party, either in whole or in part.
5.1 The ENTITY shall defend, protect and hold harmless WSIDOT, its officers, officials, employees, and/or
agents from and against all claims, suits or actions arising from the negligent acts or omissions of ENTITY, its
officers, officials, employees, assigns, contractors, sub -contractors, tenants, sub -tenants, licensees, invitees
and/or agents while performing under the terms of this Agreement. This defense and indemnity obligation
shall not include such claims, actions, costs, damages, or expenses which may be caused by the sole
negligence of WSIDOT, its officers, officials, employees, contractors, sub -contractors and/or agents; provided,
however, that if the claims, suits or actions are caused by or result from the concurrent negligence of (a)
WSIDOT, its officers, officials, agents, contractors, sub -contractors or employees and (b) the ENTITY, its
officers, officials, employees, assigns, contractors, sub -contractors, tenants, sub -tenants, licensees, invitees
and/or agents, or involves those actions covered by RCW 4.24.115, this indemnity provision shall be valid
and enforceable only to the extent of the negligence of the ENTITY or its officers, officials, employees,
assigns, contractors, sub -contractors, tenants, sub -tenants, licensees, invitees and/or agents. ENTITY
specifically assumes potential liability for the actions brought by ENTITY'S employees and solely for the
purposes of this indemnification and defense, ENTITY specifically waives any immunity it may be afforded in
connection with such claims under the State industrial insurance law, Title 51 RCW. ENTITY recognizes that
this waiver was the subject of mutual negotiations.
DOT Form 224-102 EF Page 2
Revised 02/2013
�V
6.1 This Agreement may be amended by the mutual agreement of the Parties. Such amendments shall not
be binding unless they are in writing and signed by persons authorized to bind each of the Parties.
7.1 Either Party may terminate this Agreement, with or without cause, by providing written notice to the other
of such termination and specifying the effective date thereof at least thirty (30) calendar days before the
effective date of such termination. The ENTITY will reimburse WSDOT for all charges up to the date of
8.1 The Parties shall work collaboratively to resolve disputes and issues arising out of, or related to this
Agreement. Disagreements shall be resolved promptly and at the lowest level of hierarchy.
8.2 In the event that a dispute arises under this Agreement which cannot be resolved by the parties as
outlined in Section 8.1, the dispute will be settled in the following manner: Each Party will appoint a member
to a dispute board. The members so appointed will jointly appoint a third member to the dispute board who is
not employed by or affiliated in any way with either Party. The dispute board will evaluate the facts, contract
terms, and applicable statutes and rules and make a determination of the dispute. The determination of the
dispute board will be final and binding on the Parties. Any costs associated with appointing the third member
will be equally shared between the Parties. Each Party shall be responsible for its own costs, including
attorneys fees.
8.3 The Parties agree that any legal action to enforce any right or obligation under this Agreement may only
be brought in Thurston County Superior Court.
9.1 The term of the Agreement shall begin upon the date of execution and shall remain in effect until
WSDOT has completed the above desribed work and the ENTITY has made full payment, whichever comes
last, unless modified according to Section 6, "AMENDMENT," above.
DOT Form 224'1D2EF
Revised 02/2013 Page 3
7
IN WITNESS WHEREOF, the Parties hereto have executed this Agreement as of the date last signed by the
PARTIES •-'r
Signature.--, ................
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Title:
Date:
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Social Security Number:
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Signature, ............ —11,11,11, . .....................................
Printed:
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a
BOISE CASCADE MILL PROJECT & TRANSPORTATION
CORRIDOR
Construct 31) Computer Model of the transportation corridor — as shown in attached print from
HW Lochner. Note, the proposed 1-82 interchange design that will be modelled will be the
design referenced in the WSDOT IJR. All other design aspects will be represented from the HW
Lochner/HLA engineering design files. The over-all 3D model will be immersive as possible by
including city/county buildings, trees, etc. that are close to the corridor alignment. Additionally,
the Greenway pedestrian bridge will be 3D modeled in conjunction with the over-all corridor
2. Produce Project Introduction Video. This video will intro the over-all transportation corridor
and the resultant benefits following construction. It will also topically speak about other,
related, chaptered videos and end with "stay tuned for more productions" to come. Note, an
official project name is needed.
3. Aerial Photography/ Videography. As part of the above-mentioned productions, there will
most likely be a need to obtain supportive aerial imagery that will be worked into the 31) design
visualizations and video productions.
1. Produce additional work products based on additional scoping discussions between VERG and
City. A written scope for these additional work products will be developed and agreed to prior to
commencing the work. There are related stories to the building of the transportation corridor
and those will be told through separate work products such as 2D renderings, chapter videos or
animations. Additional videos that will act as "chapters" to the Introduction video. Note, some
of these productions can come from previously finished videos and / or from other partner
productions. Here are recommencled-chaptered videos:
a. Cultural history of the Boise Cascade Mill site — why it existed and what it brought to the
b. Detailed review of the new east -west transportation corridor connecting Terrace
Heights to the City, reducing stress on Yakima Ave., a RxR crossing and ultimately
]Agreement
ExhibitA—ScopeofVVork
Page 2of2
making connections to Fruitvale Ave. Here is where the 3D modeling of the design will
be extensively used.
c. Environmental issues of the municipal landfill and what the city is doing about it so
development of the Boise Cascade Mill site can move forward.
d. Deve lo pme nt/im prove ment of "H" St. and why it needs to occur.
e. How the Greenway will be integrated into the new east -west transportation corridor.
Developing the Boise Cascade Mill Site for commercial use and how it will integrate with
the over-all city downtown revitalization.
Although the detail of the HLA/HW Lochner and WSDOT (182 Interchange) engineering design is
unknown at this time, the construction of the 3D computer model of the transportation corridor
and the production of the Introduction video will be done concurrently. Conservatively, at least
JAgreement
ExhibitA—ScopeofVVnrk
Page 2of2
HE
BOISE CASCADE MILL PROJECT & TRANSPORTATION
CORRIDOR
Cost Estimate Phase 1 —
For 3D computer model of corridor and production of Project Introduction video —
$57/hr. (I VERG modeler/videographer) x 8 hrs. x 5 days x 7 weeks = (conservatively) $15,000.0#
$62/hr. (VERG manager) x 8 hrs. x 10 days = (conservatively) $5,000.00
For Aerial Photography /Videography
~$1,OOO.00/hr.x3hours =$3,OUU.00(3hours are used for estimate; actual flight time could be
less. Helicopter isfrom JR Helicopters in Yakima)
VERGstaff time included above
Costs of Phase 1 will be split equally between WSDOT, City of Yakima and Yakima County except for
WSIDOT administrative overhead, which will be applied only to the costs for CITY and County. Cost
Contingency of 25% for increased costs is included in the estimate.
Phase I Cost Estimate Summary of City share of the cost:
3D Model Production: $6,667
Aerial Photography/ Videography: $1,00
Increased cost Contingency (25%): $1,917
Total Cost less WSDOT AdIrnImAratiVe overhead
WSDOT Administrative Overhead (10.52%): $1,00
m^
Additional work products including but not limited to 2D renderings, chapter videos, animations,
etc.
Each product has yet to be decided on, scoped and a script written, which will detail actual
coos.
For estimating purposes, videos will most likely range from $6,000.00 to $12,000.00 each.
EXHIBIT "B" Cost Estimate
lim
For these products, any work beyond the $15,000 will only be allowed through written and signed
amendment to this agreement.
Costs of Phase 2 will be split equally between City of Yakima and Yakima County. WSDOT administrative
overhead of 10.52% and Cost Contingency of 25% for increased costs are included in the estimate.
Video Production: $10,430
Increased cost Contingency (25%): $2,607
Total Cost less WSDOT Administrative Overhead $13,037
........ .... ... .............. I
WSDOT Administrative Overhead (10,52%): $1,371
Total Cdstto City Of Yakima, 14,M
$22,621
Agreemerit Total CoA EAlmate including WSDCrT Administrative Overhead to billed to City of Wwkilma