HomeMy WebLinkAboutR-2021-036 Task Order 2021-01 for Project SC2548 with HLA Engineering and Land Surveying, Inc.ATTEST: Patr)'cia Byers, Mayor
Sonya Claa ee, City Clerk
RESOLUTION NO. R-2021-036
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 16th day of March. 2021.
771,
1
ITEM TITLE:
SUBMITTED BY:
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEM ENT
Item No. 4.G.
For Meeting of: March 16, 2021
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
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 71121-01 311/2021 Resolution
D Task Order 212512021 Curaract
D Project Location Map 2/2512E21 cover Memo
TASK ORDER NO. 2021-01
(CITY CONTRACT NO 2021-ON&v, RESOLUTION NO R-2021-03(p)
AGREEMENT REGARDING TASK ORDER UNDER CITY CONTRACT 2020-046 AND
RESOLUTION R-2020-034 BETWEEN
CITY OF YAKIMA
AND
HLA ENGINEERING AND LAND SURVEYING, INC
WHEREAS, CITY and ENGINEER entered into City Contract No 2020-046 ("the contract") as
authorized by City Resolution No R-2020-034, and
WHEREAS, the parties agreed in the contract, Section 2.1 that ENGINEER shall be 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
Services as defined in Section 2 1 of the contract subject to all the terms and conditions contained in the
contract, which is incorporated by reference.
PROJECT DESCRIPTION:
2021 City Wide Wastewater Improvements
City Project No. SC2548
HLA Project No. 21058E
The City of Yakima (CITY) desires to replace eight sanitary sewer collection pipelines, including manholes,
reroute side sewer connections, and install two new sanitary sewer drop manholes 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
16th Avenue and Jerome Avenue intersection, easterly through a side yard, W3MH1 to E3MH12,
line segment 8105
2 Replace approximately 730 linear feet of 6-inch diameter sanitary sewer main with 8-inch sanitary
sewer main in the alley east of Pierce Avenue, beginning at West MLK Boulevard and ending
southernly in alley north of West Yakima Avenue, E21MH22 to E21MH24, line segments 7690 and
7691
3 Replace approximately 320 linear feet of 6-inch diameter sanitary sewer 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 10-inch diameter sanitary sewer main at the intersection of
South 16th Avenue and West Prasch Avenue, W7MH19 to E7MH2A, line segment 5233.
5. Replace approximately 370 linear feet of 8-inch diameter sanitary sewer main southeast of North
16th Avenue and West Mead Avenue intersection, through a yard, E8MH9B to E7MH9A, line
segment 11235.
6. Replace approximately 110 linear feet of 8-inch diameter sanitary sewer main northwest of
Pleasant Avenue and Saint John Street intersection, through a yard, E8FE43 to E8MH42, line
segment 5130
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7 Reroute approximately 20 side sewer connections in the alley north of West Yakima Avenue, from
North 6th Avenue to North 2nd Avenue
8. Construct two new sanitary sewer drop manholes at the following locations.
W19 102 711 S. 32nd Avenue
W21 19 315 N. 28th Avenue
9. Replace a sanitary sewer manhole at the following location:
E30 3A Division Street and S. 2nd Avenue
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 2021 City Wide Wastewater Improvements project
(PROJECT). HLA services shall include.
1.0 Design Engineering
1.1 Provide complete PROJECT management to deliver the PROJECT within mutually determined
expectations
1.2 Attend up to two (2) PROJECT meetings with CITY staff at 60% and 90% plan completion to
fully review 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 a topographic survey of the PROJECT areas as required to complete design, plans,
and specifications, including call for utility locates.
1.5 Perform the field investigations necessary to design the identified improvements, including
measuring inverts within manholes, measuring water main depths, field checking topographic
survey, and all associated traffic control for field investigations.
1.6 Review video inspection of the sewer 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 9 Review and discuss 60% design plans with CITY staff.
1.10 Following receipt of 60% plan review comments by the CITY, prepare 90% design plans, cost
estimate, and specifications, and submit to the CITY for review.
1.11 Following receipt of 90% plan review comments by the CITY, perform the final design, and
prepare complete plans and specifications for publicly -bid improvements, as authorized by the
CITY.
1 12 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 associated with bidding will be paid by the CITY
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1.14 Furnish the CITY electronic copies of the final plans and specifications for bidding and
construction. 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. 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 to the Yakima Herald Republic
1 16 Post contract plans and specifications to the HLA website for bidding purposes
1 17 Prepare and maintain planholders list, including CITY staff, private utility companies, and plan
centers.
1.18 Answer and supply such information as requested by prospective bidders.
1.19 Prepare and issue addenda, if 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 Construction Engineering
2 1 Coordinate and facilitate preconstruction meeting with the CITY, Contractor, private utilities,
and affected agencies
2.2 Prepare and issue Notice to Proceed to the Contractor
2.4 Assist CITY with preparing construction impacts informational worksheets for CITY distribution
to nearby property owners, as requested.
2.3 Furnish the field survey crew necessary to set horizontal and vertical control for the
improvements authorized for construction
2.4 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.
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 a final report of the completed work.
2.7 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 construction of the PROJECT This work includes checking
monthly certified payrolls, conducting employee interviews in the field, and issuing letters of
non-compliance and/or letters of missing documents
2.8 Review Contractor's submission of samples and shop drawings, where applicable.
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2 9 Review materials testing results for compliance with plans and specifications.
2 10 Recommend progress payments for the Contractor to the CITY.
2.11 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 of all completed work from as -built drawings
furnished by the resident engineer and Contractor.
3.0 Additional Services
Provide professional engineering and land surveying services for additional work requested by the CITY
that is not included above
4.0 Items to be Furnished and Responsibility of CITY
The CITY will provide or perform the following-
4.1 Provide full information as to CITY requirements of the PROJECT
4.2 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
4 3 Contact property owners affected by the PROJECT and gain necessary access to property for
field investigation, design, and construction of improvements.
4 4 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.
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
30% preliminary plans shall be completed within forty-five (45) calendar days following receipt of signed
Task Order. Each successive plan review set (60%, 90%, and final) shall be completed within thirty (30)
calendar days of comment receipt from that previously submitted set.
2.0 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 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
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recognized delays, requested additional work, and/or change orders, engineering services beyond the
sixty-five (65) working days shall be considered additional services
3.0 Additional Services
Time of completion for work directed by the CITY under additional services shall 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 Task Order, the CITY agrees to pay HLA the
fees as set forth herein. The amounts listed below may be revised only by written agreement of both parties.
1.0 Design Engineering
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 shall be performed on a 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.
2.0 Construction Engineering
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 shall be performed on a 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 in writing prior to proceeding with the services. HLA will 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, plus reimbursement for direct non -salary expenses such as laboratory testing, printing
expenses, vehicle mileage, out-of-town travel costs, and outside consultants.
Proposed:
Approved:
ZA,/Z /
HLA Engineering and Land Surveying, Inc Date
Theodore W Pooler, PE, Vice President
48.f1
City of Yakima Date
Robert Harrison, City Manager
CITY CONTFIAfT M
RESOLUTI®P) b®:
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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. SC2548
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
Task
No.
Project Task
Senior
Principal
Engineer
Licensed
Principal
Engineer
Project
Engineer
I
Licensed
Land
Surveyor
Two Man
Survey
Crew
CAD
Technician
Administrative/
Clerical
Total
Hours
Task Direct
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
0
0
20
6
112
12
0
150
$17,440
4
Pipeline evaluation, review video inspection
0
30
50
0
0
0
0
80
$7,500
5
Preliminarydesign
6
25
80
8
0
80
20
219
$25,472
6
In-house project review, quality control
6
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
6
10
40
0
0
40
20
116
$14,272
9
Prepare estimate of construction cost
0
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
0
6
6
0
0
0
0
12
$900
12
Prepare and issue addenda
0
6
6
0
0
8
6
24
$2,202
13
Attend bid opening
0
4
4
0
0
0
0
8
$600
14
Prepare tabulation of bids
0
6
0
0
0
0
6
12
$522
15
Make recommendation of contract award
0
6
0
0
0
0
6
12
$522
Labor Subtotal
27
159
308
22
112
195
106
929
$135,054
EXPENSES.
Travel.
Cost/Unit
Ground
Days
Days
Miles
Mileage
$0 56
150
$84 00
Meals/Lodging
$ 0.00
Misc. Expenses.
Advertisement
Telephone
Postage
Printing 6 copies plans/specs
$180.00
Sub -Consultants:
None Anticipated $0 00 Multiplier 11 $0.00
Subtotal - Labor
$135,054 00
Subtotal - Expenses
$264.00
Total - DESIGN ENGINEERING
$135,318.00
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Project Title: 2021 City Wide Wastewater Improvements
Client: City of Yakima
City Contract Number 2021-
Date: February 5, 2021
ENGINEER'S HOURLY ESTIMATE
Task
No
Project Task
Licensed
Principal
Engineer
Project
Engineer
I
Resident
Engineer/
Inspector
Contract
/Administrator
III
Engineering
Technician
1
Total
Hours
Task Direct
Costs
$208
$155
$126
$142
$90
2.0
CONSTRUCTION ENGINEERING
1
Assist City with Review/Contract Prep
3
3
0
6
4
16
$2,301
2
Conduct Pre -Construction Meeting
4
4
4
4
4
20
$2,884
3
Construction Observation
6
6
580
0
0
592
$75,258
4
Field Inspection Reports
0
3
54
6
6
69
$8,661
5
Construction Administration
4
18
0
30
28
80
$10,402
6
Construction Meetings
4
6
6
6
6
28
$3,910
7
Submittal Review
4
18
6
16
16
60
$8,090
8
State Labor Standards Compliance
0
2
3
24
16
45
$5,536
9
Progress Payments
6
3
6
12
6
33
$4,713
10
Change Orders
0
3
4
12
6
25
$3,213
11
Final Walk-Through/Punchlist
3
6
6
6
6
27
$3,702
12
Project Closeout
0
6
6
8
8
28
$3,542
13
Record Drawings
0
2
14
2
2
20
$2,538
Labor Subtotal
34
80
689
132
108
1043
$134,750
EXPENSES:
Travel
Cost/Unit
Ground
Days
Miles
Mileage
$0.560
1050
$588.00
Meals/Lodging
$0.00
Misc Expenses
Advertisement
Telephone
Postage
Outside Printing 30 copies plans/specs
Sub -Consultants
None Anticipated
$0.00
Multiplier
1 1
$0.00
Subtotal - Labor
$134,750.00
Subtotal - Expenses
$588.00
Total - CONSTRUCTION ENGINEERING
$135,338.00
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