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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 4.E.
For Meeting of: September 15, 2020
ITEM TITLE: Resolution authorizing Task Order 2020-02 with HLA Engineering
and Land Surveying
SUBMITTED BY: Scott Schafer, Director of Public Works
David Brown,Assistant Director of Public Works, 509-575-6204
SUMMARY EXPLANATION:
This is a Resolution authorizing Task Order 2020-02 with HLA Engineering and Land Surveying.
The Task Order contains the design elements for fire flow improvements on North 41st and 42nd
Avenues, including construction engineering. This Task Order is attached to Contract 2018-048
and Resolution R-2018-018 in an amount not to exceed $177,680. This project was identified by
priority within the 2017 Water System Plan.
The Water/Irrigation Division used the Municipal Research and Services Center(MRSC)of
Washington Roster, a statewide small works and consultants roster system, followed by a
competitive selection process, prior to selecting HLA Engineering and Land Surveying for a 4
year contract to complete design of water system improvements by task order.
The Project is funded through a Public Works Trust Fund Loan.
ITEM BUDGETED: Yes
STRATEGIC PRIORITY: Public Trust and Accountability
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
RECOMMENDATION:
Adopt Resolution
ATTACHMENTS:
Description Upload Date Type
resolution 9/1/2020 Resolution
Task order 9/1/ 020 ntract
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RESOLUTION NO. R-2020-
A RESOLUTION authorizing the City Manager to execute Task Order 2020-02, incorporated
in Professional Services Agreement with HLA Engineering and Land
Surveying, Inc. to provide engineering services for the Yakima Water and
Irrigation Distribution Systems, City Contract No. 2018-048.
WHEREAS, the City of Yakima maintains Waste and Irrigation distribution Systems in
accordance with applicable Federal, State and Local regulations; and
WHEREAS, the City of Yakima Water/Irrigation Division requires engineering services for
improvements identified in the adopted 2017 Water System Plan and the 1999 Irrigation Master
Plan; 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, In December 2017 the City evaluated qualification submittals from three
Engineering firms, selected the two most qualified, and on December 11 and 12 the City held
interviews with the Engineering firms; and
WHEREAS, as a result of these interviews, the City selected HLA Engineering and Land
Surveying, Inc. as the most qualified engineering firm to perform the required work; and
WHEREAS, the 2017 Water System Plan has identified a necessary water main—fire flow
improvement project on North 41 st and North 42'Avenue; and
WHEREAS, the City Council has determined that it is in the best interest of the City of
Yakima to enter into Task Order 2020-02 with HLA Engineering and Land Surveying, Inc.,
attached hereto and incorporated herein by this reference, to perform the required engineering
services for the water main-fire flow project; now, therefore
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized and directed to execute Task Order 2020-02, incorporated
in Professional Services Agreement between the City of Yakima and HLA Engineering and Land
Surveying, Inc. (City Contract No. 2018-048) to provide engineering services for the water main-
fire flow project on North 41 n and 42'Avenues; a copy of Task Order 2020-02 is attached hereto
and by this reference made a part hereof.
ADOPTED BY THE CITY COUNCIL this 15 day of September, 2020.
ATTEST: Patricia Byers, Mayor
Sonya Clear Tee, City Clerk
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For City of Yakima Use Only:
Contract No 2018-048
Project No.__AC2504____
Resolution No. R-2018-018 TASK ORDER NO. 2020-02
SOQ No._
REGARDING AGREEMENT BETWEEN CITY OF YAKIMA
(CITY CONTRACT NO. 2018-048, RESOLUTION NO. R-2018-018)
AND
HLA ENGINEERING AND LAND SURVEYING, INC.
PROJECT DESCRIPTION:
North 41st Avenue and North 42nd Avenue Waterline Fire Flow Improvements, D-1, AC2504
(PROJECT)
HLA Project No. 20148E
The City of Yakima (CITY) desires to improve fire flow capacity to the area between W. Lincoln Avenue and
Snowmountain Road, and N. 41st Avenue and N. 42nd Avenue by reconfiguring watermain connections from
Zone 3 to Zone 2, including replacement of approximately 1,700 linear feet of existing 6-inch and 8-inch
diameter watermains with new 12-inch diameter ductile iron watermain, relocation of an existing PRV
station, water services, valves, hydrants, and related surface repairs.
SCOPE OF SERVICES:
At the direction of the CITY, HLA Engineering and Land Surveying, Inc. (HLA), shall provide professional
engineering and land surveying services for the PROJECT. HLA services shall include:
1.0 Protect Administration and Environmental Assistance
1.1 Assist City with financial management requirements of funding agency.
1.2 Assist CITY with environmental process requirements for the PROJECT.
2.0 Design Engineering
2.1 Provide complete project management to deliver the PROJECT within mutually determined
expectations.
2.2 Attend two (2) PROJECT meetings with CITY staff at 60% and 90% plan completion to fully
review all elements of the PROJECT.
2.3 Perform detailed topographic survey of the project area as required to complete design, plans,
and specifications, including call for utility locates and obtaining invert elevations of existing
infrastructure (no potholing is anticipated to be performed).
2.4 Perform field investigations necessary to design the identified improvements.
2.5 Review and identify public and private utilities within the PROJECT area. Notify utilities of
pending construction and potential impacts.
2.6 Research and identify existing easements and right of way limits.
2.7 Perform the preliminary design. Present, review, and discuss preliminary plans with the CITY
at both 60% and 90% completion.
2.8 On basis of approved preliminary plans, perform the final design, and prepare complete plans
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and specifications for publicly-bid improvements, as authorized by the CITY.
2.9 Prepare the Engineer's Estimate of construction cost.
2.10 Furnish the CITY electronic copies of the final plans and specifications for bidding and
construction. Print up to twelve (12) paper copies of the final plans and specifications. It is
anticipated HLA will prepare one (1) complete set of plans and specifications for one bid call;
additional bid packages will be considered additional services.
2.11 Submit bid advertisements to Paper of Record and Publications directed by the CITY (All
advertisement fees to be paid by the CITY).
2.12 Post contract plans and specifications to the HLA website for bidding purposes.
2.13 Prepare and maintain planholders list, including CITY staff, private utility companies, and plan
centers.
2.14 Answer and supply such information as requested by prospective bidders.
2.15 Prepare and issue addenda, if necessary.
2.16 Attend bid opening and participate in the bid evaluation process.
2.17 Prepare tabulation of all bids received by the CITY and review bidder's qualifications.
2.18 Make recommendation of construction contract award to the lowest responsible bidder.
3.0 Construction Engineering
3.1 Coordinate execution of the Contract with the Contractor, including review of Bond and
Insurance requirements, and provide Contracts for City Council consideration.
3.2 Prepare and transmit Notice of Award to the Contractor.
3.3 Coordinate and facilitate preconstruction meeting with the CITY, Contractor, private utilities,
and affected agencies.
3.4 Prepare and issue Notice to Proceed to the Contractor.
3.5 Furnish the field survey crew necessary to set horizontal and vertical control for the
improvements authorized for construction.
3.6 Furnish a qualified resident engineer (inspector) to observe construction at the PROJECT site
during all significant work. The resident engineer shall provide surveillance of construction for
substantial compliance with plans and specifications.
3.7 Perform measurement and computation of pay items; prepare and file progress reports on the
PROJECT with the CITY, and provide monthly progress pay estimates to the CITY.
3.8 Administer weekly construction meetings (as needed).
3.9 Consult and advise the CITY during construction and make a final report of the completed work.
3.10 The CITY is required to monitor the Contractor's payment of prevailing wage rates. As part of
construction services, HLA will monitor General Contractor and Subcontractor compliance with
State labor standards during the construction phase of the PROJECT. This work includes
checking weekly certified payrolls, conducting employee interviews in the field, and issuing
letters of non-compliance and/or letters of missing documents.
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3.11 Review Contractor's submission of samples and shop drawings, where applicable.
3.12 Review materials testing results for compliance with plans and specifications.
3.13 Prepare and submit proposed contract change orders when applicable.
3.14 Perform final walk-through with the CITY and Contractor, and issue final punch list.
3.15 Prepare and furnish reproducible record drawings of all completed work 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.
4.0 Additional Services
Provide professional engineering and land surveying services for additional work requested by the CITY
that is not included above.
5.0 Items to be Furnished and Responsibility of CITY
The CITY will provide or perform the following:
5.1 Provide full information as to CITY requirements of the PROJECT.
5.2 Assist HLA by placing at their disposal all available information pertinent to the site of the
PROJECT, including previous reports, drawings, plats, surveys, utility records, and any other
data relative to design and construction of the PROJECT.
5.3 Provide staff and equipment to pothole at specific areas of potential conflict or interest,
necessary to confirm the design.
5.4 Contact property owners affected by the PROJECT and gain necessary access to property for
field investigation, design, and construction of improvements.
5.5 Examine all studies, reports, sketches, estimates, specifications, drawings, proposals, and
other documents presented by HLA and provide written decisions within a reasonable time as
not to delay the work of HLA.
5.6 Obtain approval of all governmental authorities having jurisdiction over the PROJECT and
approvals and consents from other individuals or bodies as necessary for completion of the
PROJECT.
5.7 Pay for project bid advertisement costs.
5.8 Pay for all necessary testing costs and permit fees.
TIME OF PERFORMANCE:
The services called for in this Agreement shall be completed as follows:
1.0 Protect Administration and Environmental Assistance
These assistance services shall begin immediately following receipt of the signed Task Order and continue
until all funding and labor compliance closeout requirements for the PROEJCT have been satisfied.
2.0 Design Engineering
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Plans, specifications, and cost estimate for all project elements shall be completed within 120 working days
following authorization to proceed.
3.0 Construction Engineering
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, as requested and directed
by the CITY. A maximum of forty (40) 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 forty
(40) working days shall be considered additional services.
4.0 Additional Services
Time of completion for work directed by the CITY under this phase shall be negotiated and mutually agreed
upon at the time of service requested by the CITY.
FEE FOR SERVICE:
For the services furnished by HLA as described under this Agreement, the CITY agrees to pay HLA the
amounts not to exceed the fees as set forth in 1.0, 2.0 and 3.0, below. The amounts listed below may be
revised only by written agreement of both parties. A fee breakdown is provided in EXHIBIT 1 attached.
1.0 Project Administration and Environmental Assistance
All work directed by the CITY for this PROJECT phase shall be performed on a time-spent basis at the
hourly billing rates provided in EXHIBIT B of the Agreement (City Contract No. 2018-048, Resolution No.
R-2018-018), plus reimbursement for direct non-salary expenses as described in section 5.1.1 for the
estimated maximum amount of$5,680.
2.0 Design Engineering
All work directed by the CITY for this PROJECT phase shall be performed on a lump sum basis in the
amount of$86,000.
3.0 Construction Engineering
All work directed by the CITY for this PROJECT phase shall be performed on a time-spent basis at the
hourly billing rates provided in EXHIBIT B of the Agreement (City Contract No. 2018-048, Resolution No.
R-2018-018), plus reimbursement for direct non-salary expenses as described in section 5.1.1 for the
estimated maximum amount of$86,000.
4.0 Additional Services
Any additional work requested by the CITY that is not included above shall be authorized by the CITY and
agreed to by HLA in writing prior to proceeding with the services. HLA shall perform the additional services
as directed/authorized by the CITY on a time-spent basis at the hourly billing rates included in our General
Agreement (City Contract No. 2018-048, Resolution No. R-2018-018), plus reimbursement for direct
non-salary expenses such as laboratory testing, printing expenses, out of town travel costs, and outside
consultants.
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CITY OF YAKIMA HLA Engineering and Land Surveying, Inc.
Signature Signature
Printed Name: Robert Harrison Printed Name: Michael T. Battle, PE
Title: City Manager Title: President
Date: Date:
Attest
City Clerk
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EXHIBIT 1 — PROFESSIONAL SERVICES
N. 41st Ave and N. 42nd Ave Watermain Fire Flow Improvements, D-1 (PROJECT)
Task Order No. 2020-02
HLA Project No. 20148E
For the services described in Task Order No. 2020-02, compensation shall be paid per Section 5 of the
Agreement (City Contract No. 2020-_, Resolution No. R-2020- ). The following spreadsheet shows
the estimated time and expenses to perform said services.
Project Title: 6.141st Avenue and N.42nd Avenue Waterline Fireftow Improvements
Ctient City of Yakima
Task Order No,2020-02
Date, August 26,2020 ENGINEERS HOURLY ESTIMATE
StIkr LiC{6:4C1 Pr oject Licensed Two Man Ccoottt Word
Task Principal Principal Engineer Land Stacey Admin Noce:ling Total Tack Direct
Project Task
No, Engineer Engineer , Surveyor Crew Technician 11*w CO
. $215 $193 $145 $160 $226 $132 $84
1.0 Project Administration and Environmental Assistance
A:dint City with fiftWi41mariasrernent requirement,.of
1 1 4 6 0 0 12 0 23 13,441
funding agency
Aeziet City with environmental proce:e requirement
2 1 2 4 0 o a o 15 12,23?
f or the PROJECT
Labor Subtotal 2 8 to 0 0 20 0 38 t%we
1.0 Project Admidistrotiod did Edvirosintital Assistaa4e 33.660
Senior Licenzed Project Licensed Two M . CAD Word
Task Proect Task Principal Prpal Engineer Land Survey Technician Procwing Total Talk Direct
i
No. Engineer Engineer Surveyor Crew Techrkiari Now, Coete
$215 $193 $145 $160 8226 $127 $84
2.0 Design Engineering
1
1 Project Management 4 ; 8 4 2 0 0 2 20 13,472
2 Project Meeting:(Kkh-off,60%lfid 90%) 2 1 6 12 0 0 a 4 32 14,680
3 Detailed topogr aphic enracy 0 j 4 6 12 40 10 0 ?2 113,512
4 fkid invcztigationa 1 4 8 2 0 6 0 21 13,223
, 1
5 ,Review pablic and private utilitie: 1 j 4 a a 4 a 0 2? 14,387
6 .Review exi:ting ealernent:and right.of.wasi 0 1 0 4 a 0 e 0 18 $2,622
i
1 Prefimirory Engine Cfirpg Oczign(60%and 90%) 4 ; 16 48 2 4 aa 6 16,3 123,812
--1
8 ln-heerc ptoject minty,quality control 2 I 4 2 0 0 2 2 12 11,914
9 R4Y1t5S.wiand Incorpor ate Agency comment: MINEI 0 0 12 3 . 23 14,138,
10 final deeign,plan:,and epecificatione 2 12 24 0 0 40 6 84 11%610
11 Prepare El4Pt4et Eztimatt of cooNfoction cont 1 .. 4 12 0 0 6 0 23 13,489
12 Firmieh<opine of phn:md Ipt cif icatione 0 I 2 2 0 0 0 4 8 11,012
13 .Submit Bid AdvertWement;to Pubticatione 0 .. 2 0 0 0 0 4 6 1122
Manage Adr-ertizement,Contract Docerrient:,
14 0 2 0 0 0 0 4 6 1122
Ranholdern Lilt,and Addenda ,
15 Answer bidder:que:tion: 0 .. 2 6 0 0 0 0 8 11,256
16 Prepare and Le:ire addenda 1 2 4 0 0 2 2 11 1%603
17 Attend bid opening 0 2 2 0 0 0 0 4 1616
18 ,Review bide/Prepare tabulation of bide. 1 I 2 2 0 9 0 6 11 11,335
12 MJ*4 recommendation of contract award 0 j 1 2 0 0 0 2 S 1651
Labor Subtotal 21 i 81 ' 134 28 45 188 45 565 185,460
EXPENSES:
Expenses, . CostfUnit 1. Ground Days Days Miles Units
PAilease , 10,58 1 205 $120
Printing 12 copier,planed:peel : 135 12 $420
2.0 Design.Eigimmeriag 86,000
Total Phase 1.0 and Phase 2.0 91.680
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EXHIBIT 1 — PROFESSIONAL SERVICES (Continued)
Project Tide: N.41st Avenue an N.42nd Avenue Waterline Fir&low Improvements
Client: City or Yakima
Task Order No.2020.02
Date: August 26.2020 I ENGINEERS HOURLY ESTIMATE
Senior Stewed Protect Ski Princi Two Man Resident Contract Engineering
Task Principal Principal Engineer Send Survey Engineer/ A drainicti ator Tee Ankieri Total Tule Direct
Proiect Task
No, Engineer Engineer S9CY•trg Cr<54 tfirepcctor Hour; Coi,t;
$222 ' $200 ;tee $164 $225 $IB S132 $84
3.0 Construction Engineering
Coop:1)114u Contras.t Ex etution including
1 0 1 2 0 0 0 4 2 3 11,136
review or bond and if.:4/Onte
2 Prepare and Neue Notice of Award 0 I 2 0 0 0 2 0 5 :764
3 Conduct Pft-Constrection Meeting 1 2 4 0 0 2 1 0 10 S1392
4 Prepare 44d EreVA Notice to Proceed 0 1 1 0 0 0 a 2 6 13$2
5 Field Survey Crew for 0ork/Yert Control 0 I 2 6 24 1 0 0 34 $7,027
6 Conntrimtion Obeervation(40d) 2 12 28 0 0 360 4 2 405 00300
7 Field Impe Won Report; 0 1 2 0 0 6 4 2 IS 51,810
8 milintryreen Mametier. 2 2 4 0 0 0 15 12 38 S4,825
3 Weekly Conaruction tvletting; 1 6 12 0 0 0 4 3 26 54,002
10 Material:,Subwik 01 Review 0 2 6 0 0 2 0 6 16 12,942
II State Labor StOOdald:Comp/lance 0 0 1 0 0 2 4 8 IS $1,585
12 Progre;:Pay Eatintate; 1 2 2 0 0 2 12 4 23 53,000
Review Meteriel;Tecting Rer-ulte tor
13 0 0 2 9 0 2 I 2 1 len
Compliance
14 Prepare and Submit Change Ot dem 0 I 2 0 0 2 2 2 5 $1,170
15 Fift5IWA-Thtoogh/Punch5cA 0 2 2 0 0 2 2 0 8 e1,202
16 Project Cle:e0Ot I I 2 0 0 2 2 2 10 $1,352
IT Record Drawing; 0 I 1 0 0 5 2 2 II $1,377
Labor Subtotal 8 ' 36 75 6 24 388 64 85 650 $35,370
EXPENSE&
Travel: . Cost/Unit Ground Days Days Miles
Mileage : $0.550 . .1050 $630
Nicalakodling _
Misc,Expenses;(None)
Adverticement
Telephone
'
Poltage
Sub.Consukants:
None Anticipated I $0,001 10,00 I I Multiplier I 61 :II $0,00
Subtotal"Labor 05,370
Subtotet-Expon:tz S630
Total-CONSTRUCTION ENGINEERING 166,000
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