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09/21/2021 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 /-444 ,1\ i rr 11 i „„�i3O enc unTry 1 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: 2 Description Upload Date Type D Resolution G&O Supplement 1st Level Reservior 9/3/2021 Resolution D Agreement 9/2/2021 Contract 3 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 4 ATTEST: Sonya Claar Tee, City Clerk 5 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: - 1‘413(Rg---- 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 6 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, 7 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. 8 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. 9 • 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. 10 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,