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03/16/2021 04G Task Order 2021-01 for Project SC2548 with HLA Engineering and Land Surveying, Inc. ti i..asxntntj kd d g$Ag kcj.\400-!?" x°'naa.x,,4n BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 4.G. For Meeting of: March 16, 2021 ITEM TITLE: Resolution authorizing Task Order 2021-01 with HLA Engineering and Land Surveying, Inc. to provide Engineering Services for City of Yakima Project SC2548 —2021 Priority 2 Wastewater Collections System Improvements SUBMITTED BY: Scott Schafer, Director of Public Works David Brown,Assistant Director of Public Works Mike Price, Wastewater/Stormwater Division Manager, 249-6815 SUMMARY EXPLANATION: This resolution authorizes Task Order 2021-01 with HLA Engineering and Land Surveying for engineering design, bidding and construction services for City Project SC2548 - 2021 Priority 2 Wastewater Collection System Improvements. The improvements are located at several locations as shown on the attached Project Location Map. The improvements restore system reliability and maintainability at the project locations by replacing 2,200 linear feet of deficient existing sewer mains including manholes, rerouting side sewer connections, and the construction of two new sanitary sewer manholes. Task Order No. 2021-01 is in an amount not to exceed $270,656 under an existing agreement with HLA (Resolution No. R-2020-034). The Task Order with EXHIBIT 1 — PROFESSIONAL SERVICES is attached for Council review. Funds are budgeted from Sewer Construction Fund 476. ITEM BUDGETED: Yes STRATEGIC PRIORITY: Public Safety APPROVED FOR SUBMITTAL BY THE CITY MANAGER RECOMMENDATION: Adopt Resolution ATTACHMENTS: Description Upload Date Type 2 D Resolution-Task Orrles 7021-01 311/2021 Resolution D Task ceder 212512021 Contract D Project Location Map 2/2512E21 cover Memo 3 RESOLUTION NO. R-2021- A RESOLUTION authorizing Task Order 2021-01 with HLA Engineering and Land Surveying, Inc. to provide engineering services for City of Yakima Project No. SC2548— 2021 Priority 2 Collection System Improvements WHEREAS, the City of Yakima owns and maintains the Wastewater Collections System in accordance with applicable Federal, State and Local regulations; and WHEREAS, the Wastewater Division has identified the need to replace eight sanitary sewer collection pipes including manholes, install two new manholes, and re-route side sewer connections at various locations throughout the City in order to properly maintain the existing sanitary sewer collection system; and WHEREAS,the City of Yakima Wastewater Division requires engineering design, bidding, and construction services for the sanitary sewer system improvements; and WHEREAS, the City previously entered into City of Yakima Contract No. 2020-046 with HLA Engineering and Land Surveying, Inc. to develop Task Orders at the direction of the City to provide engineering services for sewer system improvements; and WHEREAS, at the direction of the City, HLA developed Task Order 2021-01 for the engineering services required for the improvements identified in Project No. SC2548; now, therefore WHEREAS, the City Council has determined that it is in the best interest of the City of Yakima to approve Task Order 2021-01 with HLA Engineering and Land Surveying, Inc., to perform the required engineering services; 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 2021-01 under Contract No. 2020-046 between the City of Yakima and HLA Engineering and Land Surveying, Inc., in an amount not to exceed Two Hundred Seventy Thousand Six Hundred and Fifty-Six Dollars ($270,656) to provide engineering services for Project No. SC2458 — 2021 Priority 2 Collection System Improvements; a copy of Task Order 2021-01 with Exhibit 1 is attached hereto and by this reference made a part hereof. ADOPTED BY THE CITY COUNCIL this 16'h day of March, 2021. ATTEST: Patricia Byers, Mayor Sonya Clear Tee, City Clerk 4 TASK ����� �� ���M��1 � . (CITY CONTRACT NO. 2021 . RESOLUTION NO. R'2021- ) AGREEK8ENT REGARDING TASK ORDER UNDER CITY CONTRACT 2O20'O4OAND RESOLUTION R,2820'034 BETWEEN CITY OFYAK|K8A AND HLA ENGINEERING AND LAND SURVEYING, INC. WHEREAS, CITY and ENGINEER entered into City Contract No. 2020'046 ("the contract") an authorized by City Resolution No. R'202O'U34; and WHEREAS, the parties agreed in the contract, Section 2.1 that ENGINEER shall he expected to perform the work required by each task or group of tasks as assigned by the City for completion as required by the City and approved by Yakima City Council; THEREFORE, the parties agree ENGINEER shall complete the following tasks as part of the Basic Sen/iono as defined in Section 2.1 of the contract subject to all the terms and conditions contained in the oontraot, which is incorporated by nofonanoe. PROJECT DESCRIPTION: 2021CitV Wide Wastewater Improvements City Project No. SC2548 HLA Project Nw' 21088E The City of Yakima (CITY)desires to replace eight sanitary sewer collection pipelines, including manholes, reroute side sewer connections, and install two now sanitary sewer drop /nunho/on at various locations throughout the CITY necessary to properly maintain and operate existing sewer mains. Project elements � include the following: 1. Replace approximately 590 linear feet of 8-inch diameter sanitary sewer main southeast of North 16wAvenue and Jerome Avenue in1erue(tion, easterly through u aide yand. VV3K8H1 to E3MH12. line segment 81US. 2. Replace approximately 730 linear feet of 6-inch diameter sanitary sewer main with 8-inch sanitary sewer main in the alley east ofPierce Avenue, beginning at West K8LK Boulevard and ending southernly in alley north of West Yakima Avenue, E21 MH22 to E21 MH24, line segments 7690 and 7081. 3. Replace approximately 320 linear feet of0'inoh diameter sanitary oevvnr main with 8-inch sanitary sewer main south of West Lincoln Avenue, from Milroy Park easterly to Lewis Avenue, E4MH36 to E4FE37. line segment 5121. 4. Replace approximately 80 linear feet of 1 0-inch diameter sanitary sewer main at the intersection of South 16th Avenue and West Prasch Avenue, W`7MH1 9 to E7MH2A, line segment 5233. 5. Replace approximately 370 linear feet nf8'innh diameter sanitary sewer main southeast of North 18��mAvenue and West Mead Avenue intereeotion, through n yord. E8&1H9B to E7K8H0A. line segment 11235. 0. Replace approximately 110 linear ha*t of 8-inch diameter sanitary sewer main northwest of Pleasant Avenue and Saint John Street inbamedion, through a yard. E8FE43 to E8MH42. line nognnantb13O. Wmzmonn,axovntramxxTask C)rderF,\Yakima\2021\VVaste%vater CallectionsCO21 City Wde Wastewater mprovementsQUA-U2-19 COY VwW Task Order No zunutdvcx Page of n 7. Reroute approximately 2O side sewer connections in the alley north of West Yakima Avenue, from North 0mAvenue to North 2»uAvenue. 8. Construct two new sanitary sewer drop manholes at the following locations: VV18 102 711 G. 32n«Avenue VV21 10 315N. 28/»mAv*nu* 0. Replace a sanitary sewer manhole at the following location: E30 3A Division Street and S. 2»uAvenue SCOPE OF SERVICES: At the direction of the CITY, HLA Engineering and Land Surveying, Inc. (HLA), shall provide professional engineering and land surveying aen/ioan for the 2021 City V0dm Wastewater Improvements project (PROJECT). HLA services shall include: 1.0 Design EmKineerinq 1.1 Provide complete PROJECT management tu deliver the PRDJECTwithin mutually determined expectations. 1.2 Attend up to two (2) PROJECT meetings with CITY staff at 80Y6 and 0096 plan completion to fully noviavv all elements of the PROJECT. 1.3 Assist with PROJECT updates and related administrative documents to the appropriate agencies that have jurisdiction over design and construction of this PROJECT. 1.4 Conduct o topographic survey of the PROJECT areas as required to complete demign, plans, and specifications, including call for utility locates. 1.5 Perform the field investigations necessary to design the identified improvomentu, including measuring inverts within nnenho|eo, measuring water main depths, field checking topographic survey, and all associated traffic control for field investigations. 1.0 Review video inspection of the newer main as provided by the CITY and identify existing side sewer locations. 1.7 Perform the preliminary design and submit 30% preliminary plans to the CITY. 1.8 Following receipt of 30% plan review comments by the CITY, prepare 60% design plans and submit to the CITY for review. 1.8 Review and discuss 6096 design plans with CITY staff, 1.10 Following receipt ofGU96 plan review comments by the CITY, prepare 0096 design p|ann, cost estimate, and specifications, and submit to the CITY for review. 1.11 Following receipt of 9096 plan review comments by the CITY, perform the final design, and prepare complete plans and specifications for publicly-bid improvements, as authorized by the C|l`/. 112 Prepare the Engineer's Estimate of construction cost, 1.13 Following receipt of authorization from CITY, prepare advertisement for bids and provide to the CITY for use and implementation. All fees oanndutod with bidding will be paid by the CITY. \\fs0z\Gonmol\Contramau Task ordem\Yomma\20u1waatewate,Collection oo021City Wide Wastewater/mpm. meots\2021o2-19oo,vwvrasxomorwo 2021'01«w* Page 2 of o 1]4 Furnish the CITY electronic copies of the final plans and specifications for bidding and construction. It is anticipated HLAwiU prepare one (1) unnnp|obe net of plans and specifications for one bid call; additional bid packages will be considered additional services. Six (6) printed copies of the contract documents will be made for later distribution to the CITY and Contractor after contracts are awarded. 1.15 Submit bid advertisement{o the Yakima Herald Republic. 1.18 Post contract plans and specifications to the HLA website for bidding purposes. 1.17 Prepare and maintain p|onhu|dom list, including CITY stm#, private utility companies, and plan centers. 1.18 Answer and supply such information as requested by prospective bidders, 1.19 Prepare and issue addenda, i<necessary, 1.20 Attend bid opening, if and when public attendance is allowed at such opening, and participate in the bid evaluation process. 1.21 Prepare tabulation of all bids received by the CITY and review bidder's qualifications. 1.22 Make recommendation of construction contract award to the lowest responsible bidder. 1.23 Coordinate execution of the Contract with the CITY and Contractor, including review of bond and insurance requirements. 2.0 CommtvmwtionEngineerinq 2.1 Coordinate and tnoi|ita10 preoonntruntion meeting with the CITY, Controctnr, private utilities, and affected agencies. 2.2 Prepare and issue Notice 1n Proceed to the Contractor. 2.4 Assist CITY with preparing construction impacts informational worksheets for CITY distribution to nearby property owners, aarequested. 2.3 Furnish the field survey onevv necessary to met horizontal and vertical control for the improvements authorized for construction. 2.4 Furnish o qualified resident engineer(inspector) to obnune construction at the PROJECT site during all significant work. The resident engineer shall provide surveillance of construction for substantial compliance with plans and specifications. 2.5 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. 2.6 Consult and advise the CITY during construction and make efinal report of the completed work. 2.7 The CITY in 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 construction of the PROJECT. This work includes checking monthly certified poyroUu, conducting employee interviews in the 8e|d, and issuing letters of non-compliance and/or letters of missing documents. 2.8 Review Contractor's submission of samples and shop drewings, where applicable, msUzmeneraACuntract"a Task omn,s\vammauo21mmotewote,c"lloct/oosom1 City vwue Wastewater /mprovementsm//-m-1n COY vmm/aok Order wo 20/1-01 u"cx Page 8nf7 7 2.9 Review materials testing results for compliance with plans and specifications, 2.10 Recommend progress payments for the Contractor 10 the CITY, 211 Prepare and submit proposed contract change orders when applicable. 2.12 Perform final walk-through with the CITY and Contractor, and issue final punch list. 2.13 Prepare and furnish reproducible record drawings nf all completed work from an'bui|{drawinga furnished by the resident engineer and Contractor. .3.0 Additional Services Provide professional engineering and land surveying nen/ioon for additional work requested by the CITY that is not included above. 4.0 Items to be Furnished and RempwoeibilitV of CITY The CITY will provide or perform the following: 4.1 Provide full information ooto CITY requirements of the PROJECT. 4.2 Assist HLA by placing at their disposal all available information pertinent to the site of the PRDJECT, including previous reports, dravvings, plats, ourvmya, utility r000ndo, and any other data relative to design and construction of the PROJECT. 4.3 Contact property owners affected by the PROJECT and gain necessary access to property for field investigation, design, and construction ofimprovements. 4.4 Examine all studies, napodo, sketches, eoUmo1no, apeuifivationn, drawings, propomo|s, and other documents presented by HLA and provide written decisions within a reasonable time as not to delay the work ofHLA. 4.5 Obtain approval of all governmental authorities having jurisdiction over the PROJECT and approvals and consents from such other individuals or bodies as necessary for completion of the PROJECT. 4.6 Pay for project bid advertisement costs. 4.7 Pay for all necessary testing costs and permit fees. TIME OF PERFORMANCE: The services called for under this Task Order shall be completed as follows: 1.0 Design Engineering 30Y6 preliminary plans shall be uunnp|otod within forty-five (45) calendar days following receipt of signed Task Order. Each eucoonaivo plan review set (8096. 9096. and final) shall be completed within thirty (30) calendar days nf comment receipt from that previously submitted set. 2.0 Construction Engimeerinq Engineering uen/ioen during construction for the PROJECT uhu|| begin upon construction contract award by the CITY tothe lowest responsible bidder and uho|| extend through both the completion of construction and completion ofos'nonotruoted drawings and labor documentation n|oaeout, as requested and directed by the CITY. A maximum of sixty-five (65) working days has been assumed for the construction of improvements. Should the Contractor be granted time extensions for construction completion due to W502me""raxc"mrau5ur°6komerg�,"mm"o021mVa,/e°ate,C"llecfi""+on21 City vwo"mm,»=°/e./m,rov°mw,9\/n21-o2'1e COY vwv Task Order No 20/1'ol'u"": Page 4of7 a recognized deluyu, requested additional wmrk, and/or change ordom, engineering onrvinon beyond the sixty-five (8S)working days shall be considered additional services. 3.0 Additional Services Time of completion forworkdirected bythe CITY underadditional servicesshall be negotiated and mutually agreed upon at the time service is requested by the CITY. FEE FOR SERVICE: For the services furnished by HLA as described under this Tusk Order, the C|l-f agrees to pay HLA the fees ma set forth herein. The amounts listed below may bo revised only by written agreement ofboth parties. 1'0 DmmiamEmaineerima All work shall be performed on a time-spent basis at the normal hourly billing rates in affect at time of the Task Order. All work directed by the CITY for this PROJECT phase oho|| be performed on a 1ima'opon1 basis at the hourly billing rates provided in EXHIBIT B of the Agreement (City Contract No. 2020-46. Resolution No. R'2020'34). plus reimbursement for direct non-salary expenses as described in section 5.1.1. An estimate of time and expenses for eon/ioos in provided in EXHIBIT 1 below. The estimated maximum fee for this work io $135.300.00. 2.0 Construction Enninmerinq All work shall be performed on a time-spent basis at the normal hourly billing rates in affect at time of the Task Order. The Construction Engineering phase is anticipated to occur in early 2022. All work directed by the CITY for this PROJECT phase ohoU be performed on m time-spent basis at the hourly billing rates provided in EXHIBIT B of the Agreement (City Contract No. 2020'46. Resolution No. R'2020-34), plus reimbursement for direct non-salary expenses as described in section 5.1.1. An estimate of time and expenses for services is provided in EXHIBIT 1 below. The estimated maximum fee for this work is $135.300.00. .,3'0 Additional Services Any additional work requested by the CITY that is not included above shall be authorized by the CITY and agreed upon by HLA inwriting prior ho proceeding with the services. HLA will perform the additional services oo directed/authorized by the CITY ono time-spent basis ot the hourly billing rates included in our General AQroonnent, plus reimbursement for direct non-salary expenses such as laboratory tenUng, printing expenses, vehicle mileage, out-of-town travel costs, and outside consultants. ��/ Proposed: ' � ~ . m~w����� HLA Engineering and Land Surveying, Inc. Date // , Theodore W. Poo|er, PE, Vice President Approved: City of Yakima Oa1m Robert Harrison, City K8onogor xuu2\oeoem/\C*ntramou Task orde,onamma\2nIx*astewoteroo/iections\2n21 City vuue Wastewater Improve mentmzoz1-0x-10 COY vwV Task Order wo 2021'01.uocx Page 5uf7 9 EXHIBIT 1 —PROFESSIONAL SERVICES During the term of this AGREEMENT, the ENGINEER shall perform professional services in connection with the following project: 2021 City Wide Wastewater Improvements(PROJECT) Task Order No. 2021-01 City Project No. SC2648 HLA Project No. 21058E For the services described in Task Order No. 2021-01, compensation shall be paid per Section 5 of the Agreement(City Contract No. 2020-46, Resolution No. R-2020-34). The following spreadsheet shows the estimated time and expenses to perform said services. Project Title: 2021 City Wide Wastewater Improvements Client: City of Yakima City Contract Number: 2021- Date: February 5,2021 ENGINEERS HOURLY ESTIMATE ,.: Senior Licensed Project Licensed Two Man CAD Administrative/ Task Principal Principal Engineer Land Survey Technician Clerical Total Task Direct Project Task No Engineer Engineer I Surveyor Crew Hours Costs $222 $200 $150 $164 $115 $130 $87 1.0 DESIGN ENGINEERING 1 Project Management 6 20 20 0 0 0 0 46 $4,332 2 Project Meetings 3 12 12 0 0 0 0 27 $2,466 3 Field investigations and field surveying D 0 20 6 112 12 C 15D $17,440, 4 Pipeline evaluation,reviewvideo inspection D 30 50 0 0 0 C BD $7,5C0 5 Preliminarydesign 5 25 BO 8 0 8D 20 219 $25,472 6 In-house project re‘new,quality control 0 16 20 8 0 25 20 95 $9,322 ..........- 7 Incorporate Agency review comments 0 10 38 0 0 24 24 96 $10,908 8 Final design,plans,and specifications 8 10 40 0 0 40 20 116 $14,272 9 Prepare estimate of construction cost C 4 8 0 0 8 0 20 $2,240 10 Copies of plans and specifications 0 4 4 0 0 0 4 12 $948 11 Answer bidder questions C 6 6 0 0 0 0 12 $900 12 Prepare and issue addenda 0 6 6 0 0 6 6 24 $2,202 13 Attend bid opening 0 4 4 0 0 0 0 8 $600 14 Prepare tabulation of bids C 8 0 0 0 0 6 12 $522 15 Make recommendation of contract award 0 6 0 0 0 0 6 i 12 $522 Labor Subtotal . 27 159 308 i 22 112 195 106 , 929 $135,054, EXPENSES: _ Traver, Cost/Unit Ground Days Days Miles • Mileage $0 56 15D $84.00 , . l . Meals/Lodging $0.00 MISC.Expenses: - Advertisement . . , Telephone Postage Printing 6 copies plans/specs $180 DO Sub-Consultants: None Anticipated 50 OD Il I Multiplier 1.1 I 50,00 .............. Subtota I-Labor $135,054.00 Subtotal-Expenses $264 OD Total-DESIGN ENGINEERING $135,31800 1V502\General\Contracts&Task Orders\Yekima\2021\VVastewater CollectionsQ021 City V\Acle Wastewater Improvements\2021-02-19 COY VWV Task Order No, 2021-01,docx Page 6 of 7 10 Project Title: 2021 City Wide Wastewater Improvements Client: City of Yakima City Contract Number: 2021- Date: Februa 5, 2021 ENGINEER'S HOURLY ESTIMATE Licensed Project Resident Contract Engineering Task Principal Engineer Engineer! ,dministrato Technician Total Task Direct Project Task No, Engineer I Ins,ector III I Hours Costs $208 $155 $126 j $90 2.0 CONSTRUCTION ENGINEERING MinAssist City with Review/Contract Prep. 1.1... 0 • 16 $2,301 Conduct Pre-Construction Meeting MIMMIIME 20 IM=I Ell Construction Observation 11111111111111:11111 580 0 0 MEM= 111 Field Inspection Reports 0 IIIIIIMMIEMIMMEEMIEtll Construction Administration MINEDE 0 30 EZE 80 $10,402 Ell Construction Meetings EIMMINEMEMMIEN $3,910 Ell Submittal Review EMIELEMEMERMIM 60 $8,090 Ell State Labor Standards Compliance 0 IMEIMEMEMEn=i11: En Progress Payments MEMEMEMIMMMEil== 10 Change Orders 0 IMEIMEMIUMEIM=SI =Final Walk-Through/Punchlist MMM:MMIMMMMEE $3,702 Ell Project Closeout 0 IZEMEMMIMMEM=1:21 CI Record Drawings 0 IMIMIEMMIMM 20 =1113 Labor Subtotal IIEM 80 =MEM 108 1043 $134,750 EXPENSES: Cost/Unit Ground Days 1.12= Mileage $0.560 111111.1=.1 1050 $588.00 Meals/Lodging $0.00 . II Misc. Expenses: Advertisement 111.1.1111.111111.1111=1111111.1111 Telephone Postage IIMEII Outside Printing 30 copies plans/specs Sub-Consultants: None Anticipated $0.00 11.11.1 Multiplier 'MEM. $0.00 Subtotal-Labor $134,750.00 IIII Subtotal-Expenses $588,00 Total-CONSTRUCTION ENGINEERING $135,338.00 Ws021GeneralContracts&Task Orders\Yakima\2021\Wastewater Collections\2021 City Wide Wastewater Improvements\2021-02-19 COY VVVV Task Order No 2021-01.docx Page 7 of 7 . . . . . 11 " . .. . LIJ w WE WE .. WE 's WE i .Fr, S ` UNGO\'NP S S W.NOB HILL BLVD, 5 z GARFIELD AVE JEROME AVE ?m NI M CK.1Rg\'v0 W LINCOLN AVE ... .. S . . w .. . Z" . Q •..a ..+. ,YZ Q I .. w m x . . W PRASCH AVE rE FAIR@ANES AVE . . . . H •••• p51' Z CI " Ill a a F CHERRY AVE : • FOLSOM AVE - a Z ROOSEVELT AVE BROWN AVE ... MCKINLEY AVE SUMMITVIEWAVE . WE" Q w WE \Npd\-N pVE "WE TIETON DR WE �f > w x z zQ.. .S VIo a S \C Rg�V� W KING ST Zti YZ W MEAD AVE. .. . <w w M... •k*.\. a a..a. j .• I x . . .. Z w.PS .* F F . . . .. . . •.N. 5, .o W KING ST " " " H, m - 7 • ' - •...• r•' . .*.• W PIERCE ST - .. W YPK\MP P�e .. . ARLINGTON ST 2 NJ w w VD CO Q Q .Q > H Z I H In , coZ Pv ., W Ill W di H m w m �NESTNN r < < a 4 ¢ x' M H H F H M N W• E WP\NE PEE WE .. . . t\EtON CDR. W LINCOLN AVE •••••• DIVISION ST. w w w > La Ill w di If Q Q Q Q Q G Q x I x I I F F F 3� a H ry ry 0 0� op � ¢ 21 Z Z Z Z Z Z Z SUMMI7VIEW AVE" A HLA 2803 River A989Road CITY509.966.7000 ID YAKIMA Yakima,WA98902 2021 CITY WIDE WASTEWATER Fax 509965.3800 IMPROVEMENTS 41, Engineering and land Surveying,Inc. WwW.Llacivil.com PROJECT LOCATIONS