HomeMy WebLinkAbout09/21/2021 04.G. Resolution authorizing a Supplemental Professional Services Agreement with Gray& Osborne, Inc. to provide engineering services for the 1st Level Reservoir Repairs, Improvements and Services 1
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 4.G.
For Meeting of: September 21, 2021
ITEM TITLE: Resolution authorizing a Supplemental Professional Services
Agreement with Gray& Osborne, Inc. to provide engineering
services for the 1st Level Reservoir Repairs, Improvements and
Services
SUBMITTED BY: Scott Schafer, Director of Public Works
David Brown,Assistant Director of Public Works, 509-575-6204
SUMMARY EXPLANATION:
The City of Yakima's Water/Irrigation Division requires engineering services for the 1st Level
Reservoir Repairs, Improvements and Services during construction. On December 2, 2020 the
City contracted with Gray& Osborne, Resolution R-2020-138 and Contract 2020-204, to
complete an initial evaluation and inspection of the 1st Level Reservoir. The Reservoir was
suspected of leaking and having some structural issues. After inspection and evaluation, it was
determined there were no structural issues however there are a number of leaks identied.
It was anticipated in the original agreement and scope of work that the Professional Services
Agreement would be supplemented after it was determined the scope of work regarding
construction and repair of the leakage and structural issues. This Supplement to the original
agreement is to design necessary leak repairs and piping improvements for the reservoir and to
provide contract management services during construction.
Attached for City Council review is the Supplemental Agreement in an amount not to exceed
$216,500. Water Capital Fund 477 is funding the project.
ITEM BUDGETED: Yes
STRATEGIC PRIORITY: Neighborhood and Community Building
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
RECOMMENDATION:
Adopt Resolution
ATTACHMENTS:
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Description Upload Date Type
D Resolution G&O Supplement 1st Level Reservior 9/3/2021 Resolution
D Agreement 9/2/2021 Contract
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RESOLUTION NO. R-2021-
A RESOLUTION authorizing the City Manager to execute the Supplemental Professional
Services Agreement with Gray& Osborne, Inc. to provide engineering
services for the 1st Level Reservoir Repairs, Improvements and Services.
WHEREAS, the City of Yakima (City) maintains water distribution and storage systems
in accordance with applicable Federal, State and Local regulations; and
WHEREAS, the City's Water/Irrigation Division requires engineering services for 1st
Level Reservoir Repairs, Improvements and services during construction; and
WHEREAS, the City's Water/Irrigation Division representatives have complied with the
provisions of RCW 39.80 regarding the procurement of engineering and architectural services
by a city; and
WHEREAS, in September, 2020, the City evaluated qualification submittals from two
Engineering firms, and on September 16, 2020, the City held interviews with those Engineering
firms; and
WHEREAS, as a result of these interviews, the City selected Gray and Osborne, Inc. as
the most qualified engineering firm to perform the required work; and
WHEREAS, the 1st Level Reservoir is leaking and has structural issues that need to be
repaired: and
WHEREAS, it was anticipated in the original agreement and scope of work that the
Professional Services Agreement would be supplemented after it was determined the scope of
work regarding construction and repair of the leakage and structural issues; and
WHEREAS, the initial inspection and evaluation of the reservoir through contract 2020-
204 resulted in the determination of the necessary work to repair the reservoir, which is outlined
in the attached supplement agreement; and
WHEREAS, the City Council has determined that it is in the best interest of the City of
Yakima and its residents to enter into the Supplemental Professional Services Agreement with
Gray & Osborne, Inc., to perform the required engineering services for the 1st Level Reservoir
Repairs and Improvements 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 Supplemental
Professional Services Agreement with Gray & Osborne, Inc., attached hereto and incorporated
herein by this reference, not to exceed Two Hundred Sixteen Thousand Five Hundred Dollars
($216,500) to provide engineering services for the 1st Level Reservoir Repairs, Improvements
and Services During Construction Project.
ADOPTED BY THE CITY COUNCIL this 21st day of September, 2021.
Patricia Byers, Mayor
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ATTEST:
Sonya Claar Tee, City Clerk
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Contract Supplemental Agreement
Supplemental Agreement Organization and Address:
Number: 2 Gray&Osborne, Inc.
1130 Rainier Ave. S., Suite 300
Seattle, WA 98144
Attn: Michael B. Johnson, President
Original Contract Number: Execution Date of Supplement:
2020-204 September 21, 2021
City Water/Irrigation Project Number: Completion Date of Supplement:
AC2533 August 31, 2022
Project Title: Maximum Amount Payable this Supplement:
1st Level Reservoir Repairs and Improvements $216,500.00
Maximum Total Amount Payable for
the Agreement: $314,370.00
Section 1: Supplemental Agreement
The City of Yakima,Washington desires to supplement the agreement entered into with Gray&
Osborne, Inc., and executed on December 2, 2020 by Resolution No. R-2020-138 and identified as
Contract 2020-204. 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 as part of this Supplemental Agreement include: Design and
construction administration services,as part of the improvements of the 1st Level Reservoir.
Section 5: Compensation
Payment for this supplemented work, as shown on Exhibit A is not to exceed$216,500.00, bringing the
total amount of the Agreement to$314,370.00.
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: ieif ts. i��.s,,0 R>�. By:
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Consultant Signature Robert Harrison City Manager Signature
Date
\\yakima_city\ykpw\Users\dbrown\My Documents\CIP Projects\Reservoir\Supplemental\GO-1st Level Resv.Supplement to Agreement db edit.docx
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EXHIBIT A
SCOPE OF WORK
CITY OF YAKIMA
1st LEVEL RESERVOIR IMPROVEMENTS
DESIGN AND CONSTRUCTION ADMINISTRATION SERVICES
This Scope of Work presents the professional engineering services requested by the City
of Yakima(City)for the design and construction administration for the City's 14 Level
Reservoir Improvements project. The City completed an assessment of the reservoir in
2021. Based on the assessment, the City would like to design and construct the following
improvements to the reservoir:
• Access Hatch and Ladder Installation and Modifications
• Vent Modifications and New Vents
• Inlet/Outlet Piping Modifications
• Existing Inlet/Outlet Piping Abandonment
• New Wash Water Piping
• New Valves and Valve Stem System
• Structural Concrete Repairs at Floor Slab Joints
• Crack Repairs/Void Fillings Under Reservoir Floor
• Expansion Joint Repair
• Safety Tie-Off Cable Replacement
This project is funded by the City of Yakima. The design and construction administration
services will include the following tasks:
SCOPE OF WORK
Gray & Osborne has prepared the following scope of work for this project.
Task 1 —Project Management
Provide overall project management and oversight of engineering resources and conduct
reviews during the project to ensure a quality product. Work includes procuring and
maintaining sufficient resources, overseeing budget and schedule, overseeing and
preparing monthly invoices, preparing project progress reports, and assisting in timely
delivery of engineering products per contract.
Task 2—Design Engineering Services
Complete civil and structural engineering design of the Pt Level Reservoir Improvements
Project. This task includes completing the engineering analysis and calculations
necessary to complete the design. This task also includes preparation of detailed plans,
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specifications, and cost estimates to adequately describe the work for a public works
contractor. Gray & Osborne will provide the following services to complete this task.
• Prepare 50%Plans and Cost Estimate
Prepare 50%plans and construction cost estimates for the project. Plans
will include preliminary civil and structural sheets, including reservoir
civil and structural plans and preliminary details. A specification outline
will be submitted. 50%plans and cost estimates will be submitted to the
City for review and comment. Gray & Osborne will meet with City staff
to complete a facilitated review of the plans.
• Prepare 90%Plans and Cost Estimate
Prepare 90%plans, specifications, and construction cost estimates for the
project. City comments from the 50% submittal will be addressed. Plans
and specifications will be near completion. Specifications will be
prepared in CSI format with applicable City of Yakima contract forms.
90%plans, specifications, and cost estimates will be submitted to the City
for review and comment. Gray & Osborne will meet with City staff to
review any comments.
• Prepare Final Plans, Specifications, and Cost Estimate
Prepare final plans, specifications, and construction cost estimates for the
project. City comments from the 90% submittal will be addressed. Plans
and specifications will be suitable for public works bid. Specifications
will be prepared in CSI format with applicable City of Yakima General
Conditions and contract forms. Final plans, specifications, and cost
estimates will be submitted to the City for regulatory approval and
distribution to contractors.
Task 3— Complete QA/QC Review
Conduct Quality Assurance/Quality Control reviews (50 percent and 90 percent
completion levels) of the design documents to review critical project milestones,
constructability, deliverables, permitting issues, regulatory approvals, cost, methods, and
materials to be employed during construction, and environmental concerns. Provide this
review by both project and non-project engineers, experienced in design of similar
project facilities. Document the review comments and revise the design documents to
incorporate these comments.
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Task 4— Conduct Meetings and Site Visits
Attend meetings with City staff and stakeholders during development of the plans and
specifications to discuss project issues and review draft deliverables. Prepare exhibits for
communication with the public and stakeholders.
• Project Kick-off Meeting
• 50% Design Review Meeting
• 90% Design Review Meeting
• Pre-Bid Walkthrough
Task 5—Bid and Award Services
Assist the City with the bid and award process for the 14 Level Reservoir Improvements
project. Participate in a pre-bid walkthrough. Respond to bidder inquiries. Prepare
addenda as necessary. Review bid results and bidder qualifications. Prepare an award
recommendation for the City.
Task 6— Construction Management Services
Gray & Osborne will assist the City with management of the construction phase of the
project by providing the following services:
• Act as liaison between the City and the contractor through construction.
The City's instructions to the contractor will be through the Engineer who
will act on behalf of the City, as provided in the contract documents.
• Coordinate and conduct a preconstruction conference to establish
administrative procedures and review schedule for the project. Prepare and
distribute minutes of the preconstruction conference to all attendees.
• Coordinate and conduct weekly onsite construction meetings with the
contractor and the City. Prepare and distribute meeting minutes to all
attendees.
• Review shop drawings and submittals for compliance with design intent
and conformity to the contract documents.
• Review proposals from the contractor to substitute an "or equal"product
for a specified product based on design and conformity to the contract
documents.
• Respond to contractor questions and provide interpretation of the contract
documents to clarify design.
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• Review and comment on the contractor's proposed schedule relative to the
project's time limits and City coordination.
• Provide on-site review of structural components of the project as requested
by the City. Four visits have been assumed.
• Prepare a monthly progress estimate recommending payment to the
contractor based on the actual work performed. Review monthly progress
payment requests as prepared by the contractor. For each monthly
progress payment request,the field inspector will review the contractor's
record of quantities and completion percentages.
• Estimate the cost impact of changes during the course of construction to
be used in negotiation of contract change orders. Evaluate the impact of
change orders on the construction schedule and recommend any
appropriate time extensions.
• Represent the City in negotiations of change orders with the contractor.
Prepare change orders for execution by the contractor subject to approval
and authorization of the City.
• Prepare record drawings from field observations and information provided
by the contractor.
• Provide notices of substantial completion and final acceptance of the
construction. Obtain bonds, warranties, and record drawings from the
contractor. Prepare the "Certificate of Completion of Public Works
Contract"forms and assist the City with release of the retainage
percentage or bonds in lieu of retainage.
Task 7— Construction Observation
Provide full-time construction observation of the contractor's work to monitor
conformance with the contract documents. The specific subtasks are as follows:
• Provide full-time construction observation.
• Prepare and maintain daily logs, lists of construction issues, weekly
schedule reports,job site photos, and quantity measurements.
• Review the contractor's construction schedule. Monitor the contractor's
progress in relation to the construction schedule.
• Issue weekly reports to the City and contractor concerning the
construction time consumed on the project.
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This scope of work and resulting maximum amount payable is based on performing full-
time inspection services for up to 240 hours. An amendment to this Agreement shall be
executed to reimburse the Engineer for inspection and engineering time required beyond
this limit, should the allowable construction time be exceeded.
DELIVERABLES
Deliverables will be provided in the following formats. Electronic files will also be
supplied for each deliverable.
• Plans and Specifications —Five paper copies of each submittal
• Record Drawings —Three paper copies
CITY SUPPLIED SERVICES
The following will be supplied by the City:
• Payment for all required permits, approvals, and publications.
• All easements needed to construct the facilities.
BUDGET
The maximum amount payable to the Engineer for completion of all work associated
with this Scope of Work, including contingencies, salaries, overhead, direct non-salary
costs, and net fee shall be as shown in the attached Exhibit B. This amount shall not be
exceeded without prior written authorization of the City.
PROJECT SCHEDULE
The City would like the reservoir returned to service no later than March 1, 2022. If
contracting and material lead time results in an extension of the project schedule, draining
and taking the reservoir out of service may need to be delayed until the fall of 2022. It is
anticipated that the project schedule will be coordinated with City staff after issuance of
the notice to proceed.
EXHIBIT B
ENGINEERING SERVICES
SCOPE AND ESTIMATED COST
City of Yakima-1st Level Reservoir Improvements
Project Project Structural Field AutoCAD
Principal Manager Engineer Civil Engineer Engineer Inspector Engineer-In- Technician
Tasks Hours Hours Hours Hours Hours Hours Training Hours Hours
1 Project Management 8 8
2 Design Engineering Services
a. Prepare 50 Percent Design Submittal 2 20 20 40 40 40 30
b. Prepare 90 Percent Design Submittal 4 20 60 40 60 60 30
c. Prepare Final Design Submittal 2 20 40 20 30 20 20
3 Complete QA/QC Review 12 16 16 16 16 16
4 Conduct Meetings and Site Visits 8 8 8 8 8 8
5 Bid and Award Services 2 6 6 8 8
6 Construction Management Services 8 40 80 100 120 120 20
7 Construction Observation 240
Hour Estimate: 44 134 230 230 282 240 272 100
Fully Burdened Billing Rate Range:* $140to$213 $130to$213 $119to$155 $105to$145 $110to$171 $95to$154 $92to$141 $50to$140
Estimated Fully Burdened Billing Rate:* $180 $160 $140 $130 $160 $140 $125 $100
Fully Burdened Labor Cost: $7,920 $21,440 $32,200 $29,900 $45,120 $33,600 $34,000 $10,000
Total Fully Burdened Labor Cost: $ 214,180
Direct Non-Salary Cost:
Mileage&Expenses(Mileage @ current IRS rate) $ 2,320
TOTAL ESTIMATED COST: S216,500
* Actual labor cost will be based on each employee's actual rate. Estimated rates are for determining total estimated cost only. Fully burdened billing rates include direct salary cost,