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06/01/2021 04H Resolution authorizing Supplement 4 to contract 2016-109 with Landau Associates, Inc. for construction oversight of the Municipal Solid Waste and Woody Debris Removal project to\'4\lyy tbxk ik 1 PP1-:4P PPP g. A P p P 1 PPi ittYlltYlt.\ta. BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 4.H. For Meeting of: June 1, 2021 ITEM TITLE: Resolution authorizing Supplement 4 to contract 2016-109 with Landau Associates, Inc. for construction oversight of the Municipal Solid Waste and Woody Debris Removal project SUBMITTED BY: Scott Schafer, Public Works Director Bill Preston, City Engineer(509) 575-6754 SUMMARY EXPLANATION: The City of Yakima desires to modify the scope of services provided by Landau Associates, Inc. for the purpose of providing construction oversight and project management services associated with the Municipal Solid Waste and Woody Debris Removal project(2529). Landau Associates, Inc. is currently providing similar duties under this contract and has the required knowledge and experience to complete the work as described. The scope of work includes construction support and oversight for the interim action municipal solid waste (MSW) and wood debris removal activities within the roadway project right-of-way/construction easement. Specifically, project management and meetings, landfill excavation oversight, and low permeability landfill gas barrier wall construction. Landau Associates, I nc. will also continue to provide technical support and advisory services to the City related to environmental issues that may arise during construction and interim action implementation, and associated communications and planning with the Washington State Department of Ecology. The additional activities are to be funded out of the Mill Site Clean Up project consisting of Department of Ecology funding, Yakima County SIED funding and LIFT funding. Enclosed for City Council review is Supplement 4 in an amount not to exceed $36,000. ITEM BUDGETED: Yes STRATEGIC PRIORITY: Economic Development APPROVED FOR SUBMITTAL BY THE CITY MANAGER 2 RECOMMENDATION: Adopt Resolution ATTACHMENTS: Description Upload Date Type D resolution 5121/2021 Geer Memo D 1n5ultant Stiuulotnent 51712021 antract D Scouc of 1,Vork 5'1 2221 Exhibit 3 RESOLUTION NO. R-2021- A RESOLUTION authorizing Supplement 4 to the Professional Services Agreement with Landau Associates, Inc. (LAI) to conduct additional tasks in the construction oversight of the Municipal Solid Waste and Woody Debris Removal project (City project 2529). WHEREAS, the Yakima City Council established that the environmental cleanup and redevelopment of the former Cascade Mill Site is both an "Economic Development" and "Improving the Build Environment" priority; and WHEREAS, WHEREAS, the Washington State Department of Ecology has provided $8.7 million in funding for the cleanup of this site, and the Yakima County SEID board provide an additional $1.5 million; and WHEREAS, the City of Yakima previously entered into a contract with LAI in 2016 (Contract 2016-109) to prepare the Department of Ecology Agreed Order and Interim Action Work Plan for $356,000. Supplements 2 and 3 provided $143,000 in additional funds for engineering plans and contract management of the clean-up of the site; Supplement 4 shall not exceed $36,000; and WHEREAS, the Scope of Services for Supplement 4 includes additional construction support and oversight for the interim action municipal solid waste (MSW) and wood debris removal activities within the roadway project right-of-way/construction easement. Specifically, project management and meetings, landfill excavation oversight, and low permeability landfill gas barrier wall construction; and WHEREAS, LAI is currently providing similar duties under this contract and have the required knowledge and experience to complete the work as described, and WHEREAS, the City Council of the City of Yakima finds that it is in the best interests of the City and its residents to enter into Contract Supplement 4 of the Professional Services Agreement with Landau Associates, Inc. for tasks associated with construction oversight of the solid waste and woody debris removal at the former municipal solid waste site; now, therefore BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized to execute Contract Supplement 4 of the Professional Services Agreement with Landau Associates, Inc. (LAI) attached hereto and incorporated herein by this reference not to exceed Thirty-Six Thousand Dollars ($36,000) to provide the Professional Services as described in the tasks of the Agreement. ADOPTED BY THE CITY COUNCIL this 1st day of June, 2021. ATTEST: Patricia Byers, Mayor Sonya Clear Tee, City Clerk 4 5 Contract Supplemental Agreement Supplemental Agreement Organization and Address: Number: 4 Landau Associates, Inc. 130 2nd Ave S Edmonds, WA 98020 Original Contract Number: Execution Date of Supplement: 2016-109 June 1, 2021 City Engineering Project Number: 2529 Completion Date of Supplement: (Previously associated with 2337) December 31, 2022 Project Title: Maximum Amount Payable this Supplement: MSW Removal / Bravo Co Blvd $36,000 Maximum Total Amount Payable for the Agreement: $535,000 Section 1: Supplemental Agreement The City of Yakima, Washington desires to supplement the contract agreement entered into with Landau Associates, Inc. and executed on June 10, 2016 by Resolution No. 2016-072 and identified as Contract 2016-109. All provisions in the basic contract remain in effect except as expressly modified by this supplement. The changes to the agreement are described as follows: Section 2: Scope of Services The additional tasks to be performed by Landau Associates, Inc., as part of this Supplemental Contract will include construction support and oversight for the interim action municipal solid waste (MSVV) and wood debris removal activities within the roadway project right-of-way/construction easement. Specifically, Project Management and Meetings, Landfill Excavation Oversight, and Low Permeability Landfill Gas Barrier Wall Construction. Exhibit A, Scope of Services. Section 3: Compensation Payment for this supplemented work will, as shown on Exhibit A is not to exceed $36,000, bringing the total amount of the Agreement to $535,000 If you concur with this supplement and agree to the changes as stated above, please sign the appropriate spaces below and return to this office for final action. By: Piper Roelen By: pgaamysgn. Piper Roelen p .,o=„b;aoy,no Consultant Signature City Manager Date 6 LANDAU ASSOCIATES EXHIBIT A April 28, 2021 City of Yakima 200 South Third Street Yakima, Washington 98901 Attn: Mr. Bill Preston, City Engineer Re: Request for Scope and Budget Revision (Change Order No. 4)—Roadway Project Interim Action Construction Oversight for Roadway Waste Removal—Schedule Extension Closed City of Yakima Landfill Site Yakima,Washington Dear Mr. Preston: Landau Associates, Inc. (LAI) is pleased to submit this request to the City of Yakima (City) to extend and modify the current scope of services and associated budget under LAI's existing Contract No. 2016-109 with the City. The existing contract covers construction support and oversight for interim action municipal solid waste (MSW) and wood debris removal activities for the Bravo Company Boulevard and East-West Corridor roadway project (roadway project). The requested modification would be to extend the period of performance (and associated budget) to match Halme Construction's (Contractor) extended schedule and add additional services and budget related to geotechnical oversight of construction of the low-permeability landfill gas barrier wall around the roadway project limits. LAI will also continue to provide technical support and advisory services to the City related to environmental issues that may arise during construction and interim action implementation, and associated communications and planning with the Washington State Department of Ecology (Ecology). Scope of Services LAI's current approved budget assumed construction oversight support services would be needed on a weekly basis through the end of April 2021. The Contractor's schedule has been extended through approximately the end of May 2021. Therefore, in addition to the existing authorized scope of services and budget, LAI requests modification and extension of the budget related to construction oversight and support activities through the end of this construction period for the following tasks: • Project Management and Meetings • Landfill Excavation Oversight (Environmental) • Low-Permeability Landfill Gas Barrier Wall Construction (Geotechnical). These tasks are described in the following sections. 130 2nd Avenue South a Edmonds,Washington 98020 • (425)778-0907 a www.landauinc.com 7 Yakima Landfill Roadway Project—Extended Construction Oversight Support Revised Scope of Services(Change Order No.4) Landau Associates Task 1—Project Management and Meetings Additional budget is requested to provide typical project management activities such as task revision setup; invoicing; internal coordination; and coordination with the City,Yakima County (County), the Contractor, and Ecology. This task will include up to 5 weekly construction status meetings via web- meeting (1 hour each) and additional budget for direct consultation calls/meetings with the City. Task 2—Landfill Excavation Oversight (Environmental) LAI will continue to provide environmentally related construction oversight services through completion of the excavation of MSW and wood debris. The scope of work will be substantively similar to LAI's current approved scope of work, which includes: • Evaluating whether the Contractor is properly performing excavation, hauling, and disposal of wood debris and MSW such that known solid waste or previously unidentified dangerous waste or other dangerous materials/special wastes that may be encountered during construction (including potentially impacted groundwater) are properly identified, characterized, managed, and disposed of in accordance with applicable, relevant, and appropriate requirements, including local, state, and federal health and safety, disposal, and cleanup laws and regulations. Assumptions • LAI will travel to the site and be onsite for up to 1 day per week (approximately 10 hours/day plus travel) for up to 3 additional weeks to be available through the duration of MSW and wood debris excavation activities (through the week of May 17) to provide ongoing assistance with the activities indicated above. Daily costs include travel, lodging (overnight stay), meals, and equipment/vehicle costs. • For the purposes of this proposal, LAI will also budget for up to 2 additional days onsite to respond to the potential discovery of unexpected dangerous or special waste and provide characterization/delineation of the material and direction to the Contractor for management thereof. • The budget for this task is based on the proposed time onsite indicated above and a budget of up to $2,000 for laboratory analytical services. The laboratory budget is not based on any specific number of samples or analytes (which will be determined based on LAI's professional judgement); it is only an allowance for LAI to be responsive to the needs of the project, which may need to be adjusted if the allowance is exceeded. Task 3—Low-Permeability Landfill Gas Barrier Wall Construction (Geotechnical) LAI will continue to provide geotechnical construction oversight services related to completion of construction of the low-permeability landfill gas barrier wall. The scope of work will be substantively similar to LAI's current approved scope of work, which includes: • Evaluating whether the Contractor is properly performing placement and compaction of low- permeability soil along the edge of the roadway alignment in such a manner that meets the construction specifications for the low-permeability landfill gas barrier wall. April 28,2021 2 8 Yakima Landfill Roadway Project—Extended Construction Oversight Support Revised Scope of Services(Change Order No.4) Landau Associates Assumptions • LAI will travel to the site and be onsite for up to 1 day per week for up to 5 additional weeks to be available through the duration of low-permeability landfill gas barrier wall construction activities (through the week of May 31) to provide ongoing assistance with the activities indicated above. Daily costs include travel, lodging (overnight stay), meals, and equipment/vehicle costs. • For the purposes of this proposal, LAI will also budget for up to 2 additional days onsite to respond to unexpected conditions or situations that may require specialized attention or decision-making. Terms & Conditions, Schedule, and Estimated get The scope of work for the additional services described above will be performed in accordance with the existing Contract No. 2016-109 between LAI and the City. Actual schedule and duration of oversight of the activities described herein will be dependent on the Contractor's schedule. If the schedule is longer than estimated in this proposal or the City requests additional oversight tasks and time onsite, LAI will provide an estimate of the additional time and costs necessary to complete these activities for authorization. The estimated cost for the additional services outlined above was developed on a cost-plus-fixed-fee basis consistent with the Local Agency Guidelines (LAG) Manual prepared by the Washington State Department of Transportation (WSDOT) using LAI's most recent audited overhead rate. These rates were provided in Exhibit C (Schedule of Rates) to Supplemental Agreement Number 3 between LAI and the City, dated November 17, 2020. The estimated costs are summarized below by task and detailed in the attached Exhibit B. Task Estimated Budget Task 1—Project Management and Meetings ';$3,100 Task 2—Landfill Excavation Oversight(Environmental) $15,400 Task 3—Low Permeability Landfill Gas Barrier Wall Construction(Geotechnicalj $17,500 Estimated Total Cost $36,000 Approval of this additional estimated budget will increase the total authorized contract value from $499,000 to$535,000. As noted above, these services will be provided on a cost-plus-fixed-fee basis based on the attached contract compensation schedule. Estimated labor costs have been developed based on direct labor costs established as the "Not-To-Exceed" labor rate for each LAI billing category calculated using LAI's contract rates. However, labor charges will be accrued based on the actual direct labor rate for the LAI staff member(s) working on the various aspects of the project. April 28,2021 3 9 Yakima Landfill Roadway Project—Extended Construction Oversight Support Revised Scope of Services(Change Order No.4) Landau Associates If the scope of work related to the roadway project is increased or requires a higher level of effort than assumed above, or unforeseen conditions or circumstances are encountered during performance of these services, LAI will bring these to your attention and seek modification to this scope of services and budget, as appropriate. Authorization Approval for the additional services described above can be authorized by signing the attached authorization form,or by the City's preferred method. An email authorization to proceed is acceptable. Project Staff LAI staff for this project will include Piper Roelen, PE, Principal Engineer, who will be the Project Manager responsible for day-to-day management of the project. Piper will be supported by other engineers and field staff familiar with the site and/or with the appropriate experience to execute the proposed scope of services. Thank you for giving LAI the opportunity to provide this request for modifying the contracted scope of services. We look forward to working with the City team on this project. Please contact me at (425) 329-0319 or PRoelen(clandauinc.com if you have any questions regarding this proposal. LANDAU ASSOCIATES, INC. f � � • "" Piper Roelen, PE Principal PM R/JAF/Ijl [X'.AC YAKIMAA2020-10_YAKI MA LF IA CONSIR OVERSIGHT VCO#4\YAKIMA LF IA CONST OVERSIGHT EXTENSION_CONTRACT SUPP#4_APR2021.DOC] Attachments: Exhibit B—Professional Fees April 28,2021 4 10 Yakima Landfill Roadway Project—Extended Construction Oversight Support Revised Scope of Services(Change Order No.4) Landau Associates AUTHORIZATION The scope of services and contractual conditions as described in this proposal and its attachments are accepted and Landau Associates, Inc. is authorized to proceed. By Signature* Printed For Firm* Date *Name of person with contractual authority and firm responsible for payment of Landau Associates, Inc. billing. Request for Scope and Budget Revision(Change Order No.4)—Roadway Project Interim Action Construction Oversight for Roadway Waste Removal—Schedule Extension Closed City of Yakima Landfill Site Yakima,Washington April 28,2021 5 11 EXHIBIT B Professional Fees Project:City of Yakima-Landfill Roadway Construction Interim Action Plans and Specifications ett 3alar y (L)3L). Classification(b) Hours = Typical Rate(a) = Cost Principal* 14 X $72.79 $1,019.04 Senior Associate 0 X $60.10 $0.00 Associate 0 X $54.86 $0.00 Senior 0 X $43.27 $0.00 Senior Project 0 X $43.27 $0.00 Project 85 X $38.61 $3,281.85 Senior CAD/GIS Technician 0 X $40.75 $0.00 Senior Staff 0 X $32.70 $0.00 Staff/Senior Technician II 112 X $36.50 $4,088.00 Data Specialist 0 X $35.10 $0.00 CAD/GIS Technician 0 X $39.00 $0.00 Project Coordinator 3 X $34.92 $104.76 Assistant/Senior Technician I 0 X $25.00 $0.00 Technician 0 X $21.00 $0.00 Support Staff 0 X $26.60 $0.00 Total Hours = 214 Total Direct Salary = $8,493.65 Overhead Cost @ 212.63%of Direct Labor Cost(c) = $18,060.05 Fixed Fee @ 30%of Direct labor Cost = $2,548.09 Total Direct Labor = $29,101.79 3uumnsmcann(u) Laboratory Analytical $2,000.00 Other Subconsultant $0.00 Subcontractor Markup(0%) $0.00 Total Subcontractor/Subconsultant Cost = $2,000.00 nrmnrurearl a(U) I ravel Expenses(est.#miles @ $0.575/mile IRS) 4240 X $0.575 $2,438.00 Per Diem(WSDU I Hates- Yakima) 12 X $96.00 $1,152.00 Other Non-Labor Expenses(equipment and supplies) $1,310.00 Total Reimbursables = $4,900.00 Subconsultant Total = $36,001.79 Prepared By: Piper Roelen Date: 4/27/2021 (a) Rates shown reflect the typical compensation rate of employees assigned to the billing category listed. Each category may have multiple employees assigned to that billing category and each employee may have a different hourly rate of pay. Employee compensation is subject to adjustment annually. (b)Classifications shown are general,the actual invoice will show our employee's specific discipline for e.g.,Senior Engineer,Senior Geologist,Senior Planner. (c)Per WSDOT analytical review of Landau Associates'financial statements for the year ended 6/30/19. (d)Per terms of Contract No.2U16-1U9,subcontractor and reimbursable expenses include a markup not to exceed 1U%.IRS allowable mileage charges apply. *Excludes CEO