HomeMy WebLinkAbout06/07/2011 12 Railroad Grade Separations, Phase 2 - Lincoln Avenue, Agreement Supplements BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
410 AGENDA STATEMENT
Item No. 1 Z'
For Meeting of: ' June 7, 2011
ITEM TITLE: Consideration of Resolutions authorizing the City Manager to execute the
following supplements for continued construction oversight on the Yakima
Railroad Grade Separations, Phase 2 – Lincoln Avenue project:
A) Supplement No. 8 of the Professional Services Agreement with
Berger /ABAM Engineers, Inc.
B) Supplement No. 1 of the Professional Services Agreement with
Cascade Project Management.
SUBMITTED BY: Joan Davenport, Acting Director of Community & Economic Development
CONTACT PERSON/TELEPHONE: Doug Mayo, City Engineer — 576 -6678
SUMMARY EXPLANATION:
A) The City has a professional services agreement with Berger ABAM under which they
provide the City with project management, inspection services and engineering support
during construction of the Lincoln Avenue Grade Separation Project. Due to the difficulties
that have been encountered in constructing the bottom seal for the Lincoln Avenue
Underpass, the time and cost to construct this project have increased. This consultant
agreement is scheduled to expire in July, and, due to the increased engineering required to
develop other construction options for the bottom seal, the funds will run out by the end of
May. At this time, staff requests authorization to execute Supplement No. 8 of this
agreement, which would compensate Berger ABAM for continuing to provide project
management, construction inspection services and engineering support throughout
construction of the Lincoln Avenue Underpass. This supplement would extend the
agreement to July 31, 2012, and would carry an additional cost not to exceed of $601,482,
bringing the total amount of the Berger ABAM Consultant Agreement Number 2 to
$4,780,726. With the difficulties that have been encountered so far on this project, it is
imperative that we continue to have consistency to ensure federal reimbursement.
(Continued on Page Two)
Resolution. (2) Ordinance Contract (2) Other (Specify)
Funding Source: Cumulative Reserve for Capital Improvements; Fund 392
APPROVED FOR SUBMITTAL:
City Manager
STAFF RECOMMENDATION: Approve resolutions authorizing Supplement No. 8 with
Berger /ABAM Engineers, Inc. and Supplement No. 1 with
Cascade Project Management, PLLC
BOARD /COMMISSION /COMMITTEE RECOMMENDATION:
COUNCIL ACTION:
(Page Two) •
0 B) The City also has a professional services agreement with Cascade Project Management
under which they are the City's Representative for the Lincoln Avenue Grade Separation
Project and provide services such as, reviewing the Contractor's schedule, provide
independent project progress and process input and review any potential claims. This
agreement is scheduled to expire in July, and due to the extended length of the project, the
consultant is warranted salary escalation. Due to some uncertainties that have arisen, staff
deems it appropriate to increase the Management Reserve to the maximum amount
allowable. At this time, staff requests authorization to execute Supplement No. 1 of its
professional services agreement with Cascade Project Management for continuing services
throughout construction of the Lincoln Avenue Underpass. This supplement would extend
the agreement to July 31, 2012, and would carry an additional cost not to exceed of
$28,535.67, bringing the total amount of the Cascade Project Management professional
services agreement to $440,499.92.
0
III
• RESOLUTION NO. R- 2011 -
A RESOLUTION authorizing the City Manager to execute an additional (eighth)
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 firms 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 (eighth) supplemental agreement for additional engineering and consulting services to
S 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, 2012; 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 (eighth) 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,
2012, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized to execute an additional (eighth) 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, 2012. The total additional compensation authorized by
said supplemental agreement shall not exceed $601,482. The form of said supplemental
agreement shall be reviewed and approved by the City Attorney or his designee.
ADOPTED BY THE CITY COUNCIL this 7 day of June, 2011.
Micah D. Cawley, Mayor
ATTEST:
III City Clerk
1
410 RESOLUTION NO. R -2011-
A RESOLUTION authorizing the City Manager to execute a supplemental agreement with
Cascade Project Management, PLLC for continued services as the City's
Representative for the Lincoln Avenue Grade Separation Project.
WHEREAS, in January 2009, the City of Yakima issued and advertised a request for
qualifications from firms interested in providing consulting services as the City's Representative
on the Lincoln Avenue Underpass project; and
WHEREAS; as a result of that request for qualifications process, the City selected and
contracted with Cascade Project . Management, PLLC, to provide the said services for the
Project; and
WHEREAS, continued engineering and consulting services are required for 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 a
supplemental agreement for additional engineering and consulting services to represent the City
and to extend the completion date and term of this agreement with Cascade Project
Management, PLLC through July 31, 2012; 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 a supplemental agreement with Cascade Project
Management, PLLC, for additional engineering and consulting services to represent the City on
the Lincoln Avenue Railroad Grade Separation Project and to extend the completion date and
term of the contract with Cascade Project Management, P LLC, through July 31, 2012, now,
therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized to execute a supplemental agreement with
Cascade Project Management, PLLC, for additional engineering and consulting services to
represent the City on the Lincoln Avenue Railroad Grade Separation Project and to extend the
completion date and term of the contract with Project Management, PLLC, (City Contract No.
2009 -76) through July 31, 2012. The total additional compensation authorized by said
supplemental agreement shall not exceed $28,535.67. The form of said supplemental
agreement shall be reviewed and approved by the City Attorney or his designee.
ADOPTED BY THE CITY COUNCIL this 7th day of June, 201 t
Micah D. Cawley, Mayor
ATTEST:
III City Clerk
1
Berger ABAM Consultant Agreements and Supplements
0 Date Accumulative
Item Executed Amount Amount
Professional Services Agmt. No. 1 1/19/2001 $729,400 $729,400
Professional Services Agmt. No. 2 6/20/2003 $1,250,000 $1,250,000
Supplemental Agreement No. 1 - $0 $1,250,000
Supplemental Agreement No. 2 8/16/2005 $620,000 $1,870,000
Supplemental Agreement No. 3 1/16/2007 $177,284 $2,047,284
Supplemental Agreement No. 4 6/30/2008 $210,989 $2,258,273
Supplemental Agreement No. 5 12/31/2008 $217,912 $2,476,185
Supplemental Agreement No. 6 6/30/2009 $1,513,059 $3,989,244
Supplemental Agreement No. 7 6/30/2010 $190,000 $4,179,244
Supplemental Agreement No. 8 5/17/2011 $624,129 $4,803,373
0
Ai
Washington State
Department of Transportation
Supplemental Agreement Organization and Address S
Berger ABAM Engineers, Inc.
Number 8 33301 Ninth Avenue South, Suite 300
Federal Way, WA 98003
Original Agreement Number
LA - 4453 Phone: 206 - 431 -2300
Project Number Execution Date Completion Date
STPX - NCPD -000S (062) 6/7/2011 7/31/2012
Project Title New Maximum Amount Payable,
MLK Blvd. and Lincoln Ave. Grade Separation $ 4,780,726.00
Description of Work
The Consultant shall continue to provide project administration, inspection and engineering support for the Lincoln
Avenue Grade Separation project.
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:
The Consultant shall continue to provide the Engineering services as described in Supplemental Agreement Number
6 which are 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 fitly 31_ 7017
111
Section V, PAYMENT, shall be amended as follows:
Payment Shall he increased by 5601,487 as shown in Fxhihit D
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: Berger ARAM Fngineers, Inc By: City of Yakima
Consultant Signature Approving Authority pp g y Signature
DOT Form 140 -063 EF Date
Revised 9/2005
•
EXHIBIT D
CONSULTANT FEE DETERMINATION SUMMARY
(All Tasks)
III
DIRECT SALARY COSTS (DSC) for BERGER/ABAM Engineers, Inc.
Personnel Hours Rate Cost
1 Project Manager 600 X $56.62 = $ 33,973
2 Resident Engineer 0 X $50.96 = $ -
3 Field Engineer 0 X $45.91 = $ -
4 Office Engineer 452 X $50.07 = $ 22,630
5 Inspector 1,264 X $41.52 = $ 52,490
6 Public Involvement 0 X $32.39 = $ -
7 CADD Operator /Graphics 180 X $30.82 = $ 5,548
8 Proj. Coord. /Clerical 88 X $27.57 = $ 2,426
BERGER/ABAM Hours, TOTAL 2,584 Subtotal Direct Salary Costs (DSC) = $ 117,067
Escalation of DSC @ 5% per year (assume 2/3 of work done in FY 2009 ) = 0.00% $ -
Subtotal (DSC + SE) = $ 117,067
Overhead (OH) 158.23% of (DSC + SE) = $ 185,235
Fixed Fee (FF) 32.00% of (DSC + SE) = $ 37,461
TOTAL SALARY COSTS (DSC + SE + OH + FF) = $ 339,764
DIRECT NONSALARY COSTS (DNSC)
Courier 10 packages @ $ 25.00 $ 250
Field Office Computer @ $ 1,200.00 $ -
Portable Laptop 0 @ $ 1,500.00 $ -
Printer @ $.4,000.00 $ -
Copier (by contractor) @ $ -
Fax @ $ 900.00 $ -
Office Phones • 6 months @ $ 150 $ 900
Cell Phones 0 months @ $ 100 $ -
Vehicle Lease 0 months @ $ 1,000 $ -
Fuel and Maintenance 0 months @ $ 500 $ -
Mileage (Engineering Support) 6,300 miles @ $ 0.550 $ 3,465
Mileage (Public Involvement) miles @ $ 0.550 $ -
Daily Per Diem (field visits) 6 days @ $ 109 $ 654
Daily Per Diem (temporary inspector) days @ $ 109 $ -
Daily Per Diem (public involvement) days @ $ 109 $ -
Info. meeting / event booth reservation estimate @ $ 2,500 $ -
Press conference estimate @ $ 1,500 $ -
Paid media, advertorials, etc. each @ $ 150 $ -
Grand Reopening Event - estimate @ $ 1,500 $ -
Workshop (room, refreshments, etc) each @ $ 750 $ -
Refreshments for PAG Meetings days @ $ 100 $ -
Misc. Printing & Expendables (film, etc) 1 estimate @ $ 500 $ 500
4). TOTAL REIMBURSABLE EXPENSES (DNSC) = •$ 5,769
I TOTAL BERGER/ABAM FEE (DSC + SE + OH + FF + DNSC) = $ 345,533 1
Budget Revision May 2011 R2.xlsx Page 1 of 2
EXHIBIT D
CONSULTANT FEE DETERMINATION SUMMARY
(All Tasks)
SUBCONSULTANTS
HLA @ $15,000 / Month Average Plus 2.5 Months for Temp Inspection $ 144,626
Transpo $ 18,462
Shannon & Wilson $ 34,725
Widener Associates $ 3,528
Kennedy -Jenks $ 21,279
Hanson Professional Services $ 4,756
Baer Testing $ 28,573
I TOTAL SUBCONSULTANT FEES = $ 255,950 I
I TOTAL AUTHORIZED AMOUNT = $ 601,482 I
1 MANAGEMENT RESERVE = $ -
I TOTAL CONTRACT AMOUNT = $ 601,482 I
4110
Budget Revision May 2011 R2.xlsx Page 2 of 2
0 EXHIBIT - CITY OF YAKIMA LINCOLN AVENUE GRADE SEPARATION PROJECT .
SUPPLEMENTAL SCOPE OF WORK FOR CONSTRUCTION ADMINISTRATION AND SUPPORT
SERVICES
PROJECT 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.
0 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 BERGER /ABAM, FAPWT -04 -016
Lincoln Avenue Grade Separation Project March 2009
Yakima, Washington Exhibit B 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 construction 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
s Meeting minutes for weekly site meetings
City of Yakima BERGER /ABAM, FAPWT -04 -016
Lincoln Avenue Grade Separation Project March 2009
Yakima, Washington Exhibit B Page 2 of 14
0 • 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. .
City of Yakima BERGER /ARAM, FAPWT -04 -016
Lincoln Avenue Grade Separation Project March 2009
Yakima, Washington Exhibit.B Page 3 of 14
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
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.
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.
City of Yakima BERGER /ABAM, FAPWT -04 -016
Lincoln Avenue Grade Separation Project March 2009
Yakima, Washington Exhibit B Page 4 of 14
• 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.
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.
City of Yakima BERGER /ABAM, FAPWT -04 -016
Lincoln Avenue Grade Separation Project March 2009
Yakima, Washington Exhibit B Page 5 of 14
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 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
• 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.
City of Yakima BERGER /ABAM, FAPWT -04 -016
Lincoln Avenue Grade Separation Project March 2009
Yakima, Washington Exhibit B Page 6 of 14
• 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)
4. — 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
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 .
City of Yakima BERGER /ABAM, FAPWT -04 -016
Lincoln Avenue Grade Separation Project March 2009
Yakima, Washington - Exhibit B Page 7 of 14
• 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.
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).
City of Yakima BERGER /ABAM, FAPWT -04 -016
Lincoln Avenue Grade Separation Project March 2009
Yakima, Washington Exhibit B Page 8 of 14
• 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.
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
411 support for the project.
•
City of Yakima BERGER /ABAM, FAPWT -04 -016
Lincoln Avenue Grade Separation Project March 2009
• Yakima, Washington Exhibit B Page 9 of 14
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
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
City of Yakima BERGER /ABAM, FAPWT -04 -016
Lincoln Avenue Grade Separation Project March 2009
Yakima, Washington Exhibit B Page 10 of 14
0 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
0 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.
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.)
0
City of Yakima BERGER /ABAM, FAPWT -04 -016
Lincoln Avenue Grade Separation Project March 2009
Yakima, Washington Exhibit B Page 11 of 14
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
course of the project. One conference call, to review the draft report and identify needed
revisions.
Deliverables
• Draft public involvement summary report (two review cycles)
• Final summary report
City of Yakima BERGER /ABAM, FAPWT -04 -016
Lincoln Avenue Grade Separation Project March 2009
Yakima, Washington Exhibit B Page 12 of 14
•
• 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 provide construction staking and other survey services, if required by the
construction administration team to validate the Contractor's survey or to resolve project issues
related to surveying.
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.
41) 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 .
inspector, if needed, will be living in Yakima during the workweek and returning home to the
ill Seattle area on the weekend. This individual, as well as any other part -time staff required to
City of Yakima BERGER /ABAM, FAPWT -04 -016
Lincoln Avenue Grade Separation Project March 2009
Yakima, Washington Exhibit B Page 13 of 14
•
. 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 PAGgroup 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.
•
•
•
•
•
•
•
•
•
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City of Yakima BERGER /ABAM, FAPWT -04 -016
Lincoln Avenue Grade Separation Project March 2009
Yakima, Washington Exhibit B Page 14 of 14
CPM Consultant Agreement and Supplements
Date Accumulative
Item Executed Amount Amount
Professional Services Agreement 6/16/2009 $411,964.25 $411,964.25
Supplemental Agreement No. 1 6/7/2011 $28,535.67 $440,499.92
lb
•
el
7 � Washington State
Department of Transportation
Supplemental Agreement Organization and Address
�� Cascade Project Managment, PLLC
Number 1 55332 Highway 155N
Electric City, WA 00123
Original Agreement Number
2009 -76 Phone: 360 - 420 -3484
Project Number Execution Date Completion Date
STPX - NCPD- 000S(062) 6/7/2011 7/31/2012
Project Title New Maximum Amount Payable
Yakima Railroad Grade Separations, Phase 2 $ 440,499.92
Description of Work
Cascade Project Management is to perform services as the Owner's Representative on the Yakima Railroad Grade
Separations, Phase 2 - Lincoln Avenue Underpass.
The Local Agency of City of Yakima
desires to supplement the agreement entered into with Cascade Project Management, PLLC
and executed on 6/16/2009 and identified as Agreement No. 2009 -76
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:
The task, "provide nn -site representative, who will serve as Owner's paint of contact with the Construction
Manager" is deleted and a new task, "provide independent project progress and process input to the City" is added
11
Section IV, TIME FOR BEGINNING AND COMPLETION, is amended to change the number of calendar days for
completion of the work to read: This supplement extends the agreement through .holy 11, 7017
111 •
Section V, PAYMENT, shall be amended as follows:
The maximum amount payable is increased by S7R,S1S 67_ to account for salary escalation and increase the -
Manarment Reserve to %40_000
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: Cascade Project Managment PT ;LC By: City of Yakima
Consultant Signature Approving Authority Signature
DOT Form 140 -063 EF Date
Revised 9/2005
Exhibit A
Maximum Amount Payable Determination
REMAINING DIRECT SALARY COST (DSC) for CASCADE PROJECT MANAGEMENT
Personnel Hours Rate Cost
Project Manger 595 X $70.00 = $41,650.00
Construction Specialist 64 X $40.OQ = $2,560.00
Contract Administrator 72 X ,$30.00 = $2,160.00
$46,370.00
Escalation of DSC for two years at 7.25% /year = 15.025% = $6,967.09
Overhead of Salary Escalation (74.28 %) = $5,175.16
Fixed Fee of Salary Escalation (20 %) = $1,393.42
Total Increase for Personnel Costs = $13,535.67
Management Reserve Increased to $40,000.00
Original Mangement Reserve = $25,000.00
Total Increase for Mangement Reserve = - $15,000.00
Maximum Amount Payable Increase = $28,535.67
Original Maximum Amount Payable: $411,964.25
New Maximum Amount Payable: $440,499.92
410