HomeMy WebLinkAbout12/13/2022 06.H. Resolution authorizing supplemental agreement 3 with HLA Engineering and Land Surveying Inc for the Russell Lane Improvements Project 2650 s� Y�'1114�'+
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 6.H.
For Meeting of: December 13, 2022
ITEM TITLE: Resolution authorizing supplemental agreement 3 with HLA
Engineering and Land Surveying Inc for the Russell Lane
I mprovements Project 2650
SUBMITTED BY: Scott Schafer, Director of Public Works
*Bill Preston, City Engineer- (509) 576-6754
SUMMARY EXPLANATION:
The City of Yakima (City) desires to enter into Supplemental Agreement Number 3 with HLA
Engineering and Land Surveying Inc (HLA)for providing professional engineering design and
surveying for the Russell Lane Improvements project.
The change in basic services to be performed as part of this Supplemental Agreement is specific
to both Design Engineering and Construction Engineering Services for Russell Lane. The
improvements consist of approximately 380 feet of new roadway, curb and gutter, sidewalk, storm
water system, and addition of signal pole to existing traffic signal system.
The City of Yakima received funding from the Yakima County Supporting Investments in
Economic Development (S I E D) program in the amount of$416,000 grant and $416,000 loan
(total funding of $832,000), for design and construction of Russell Lane Improvements. The City
desires to supplement the Agreement for Professional Services first entered into with HLA, and
executed on April 22, 2020, by Resolution No. 2020-047 and identified as Contract 2020-066.
All provisions in the basic contract remain in effect except as expressly modified by this
supplement.
The Supplemental Agreement 3 with HLA is in an amount not to exceed $196,300.00
ITEM BUDGETED: Yes
STRATEGIC PRIORITY: Neighborhood and Community Building
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
RECOMMENDATION:
2
Adopt Resolution
ATTACHMENTS:
Description Upload Date Type
❑ Resolution 11/23/2022 Resolution
❑ Supplemental Agreement 3 11/22/2022 Contract
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RESOLUTION NO. R-2022-
A RESOLUTION authorizing Supplement 3 to the Professional Services Agreement
with HLA Engineering and Land Surveying Inc (HLA) for the Russell Lane Improvements Project
2650
WHEREAS, the City of Yakima previously entered into a contract with HLA on April 22,
2020 under Contract 2020-066 and Resolution 2020-047 for$450,000. Supplements 1 and 2
provided $212,000 for added work; and
WHEREAS, the Scope of Services for Supplement 3 includes both Design Engineering
and Construction Engineering Services for Russell Lane Improvements; and
WHEREAS, the city received funding from the Yakima County Supporting Investments
in Economic Development (SIED) program in the amount of $416,000 grant and $416,000 loan
(total funding of$832,000), for design and construction of Russell Lane Improvements; and
WHEREAS, the developer is responsible for repayment of the SIED loan via a
Developer Agreement with the City; 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 3 of the Professional Services
Agreement with HLA for tasks associated with the Russell Lane Improvements, now, therefore
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized to execute Contract Supplement 3 of the
Professional Services Agreement with HLA Engineering and Land Surveying Inc attached
hereto and incorporated herein by this reference, not to exceed One Hundred Ninety-Six
Thousand Three Hundred Dollars ($196,300) to provide the Professional Services as described
in the Agreement.
ADOPTED BY THE CITY COUNCIL this 13th day of December, 2022.
ATTEST: Janice Deccio, Mayor
Sonya Clear Tee, City Clerk
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Contract Supplemental Agreement
Supplemental Agreement Number: 3 Organization and Address:
HLA Engineering and Land Surveying, Inc.
2803 River Road, Yakima,WA 98902
Original Contract Number: 2020-066 Execution Date of Supplement:
August , 2022
City Project Number: N/A Completion Date of Supplement:
December 31, 2023
Project Title: Maximum Annual Amount Payable this
Russell Lane Improvements (SIED) Supplement: $196,300
Maximum Annual Amount Payable for the Original Contract Amount$150,000 +
Original Agreement including Supplements No. 1 Supplement No. 1 $212,000 + Supplement
and No. 2: $362,000 No. 2 $0.00
Maximum Amount Payable for Supplement No. 3: $196,300
Supplement No. 3: $196,300
Section 1: Supplemental Agreement
The City of Yakima, Washington, received funding from the Yakima County Supporting Investments in
Economic Development program in the amount of $416,000 grant and $416,000 loan (total funding of
$832,000), for design and construction of Russell Lane Improvements. The City desires to supplement the
Agreement for Professional Services first entered into with HLA Engineering and Land Surveying, Inc.
(HLA), and executed on April 22, 2020, by Resolution No. 2020-047 and identified as Contract 2020-066.
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
2.1 Basic Services: The change in basic services to be performed as part of this Supplemental
Agreement is specific to both Design Engineering and Construction Engineering Services for Russell Lane
Improvements (SIED). Improvements consist of approximately 380 feet of new roadway, curb and gutter,
sidewalk, storm water system, and addition of signal pole to existing traffic signal system. It is intended for
design engineering to be completed necessary to allow bidding and construction of improvements in
calendar year 2023. Exhibit A of the original Agreement for Professional Services shall be supplemented
to include the following specific services for Russell Lane Improvements (SIED):
Design Engineering
Preliminary Engineerinq Design (30%)
1. Provide monthly status reports and invoices for work performed.
2. Prepare SEPA Checklist for processing by the City.
3. Conduct a topographic survey as required to prepare preliminary design plans.
4. Conduct site visit to review existing conditions within project limits.
5. Perform review of public and private utilities, including City Water, City Sewer, City Storm,
Cascade Natural Gas, Pacific Power, Lumen, and any others in the project vicinity to determine
general locations, size of facilities, and repair/relocation needs. No excavation work to determine
location or depth will be conducted.
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6. Prepare 30% design plans, including a cover sheet, legend and general notes, street
improvement plan alignment and profile, general storm drain system layout, identify right or way
and easements, and prepare preliminary signal improvement layout.
7. Prepare 30% Engineer's opinion of construction cost.
8. Transmit 30%design plans and Engineer's opinion of construction cost to the City for review and
approval.
9. Notify private utilities of pending improvements.
10. Transmit 30% design plans to City Water, Wastewater Collections, Stormwater and Public
Works.
11. Attend one (1) meeting with the City to review the 30% design package.
Engineering Design, Plans, and Estimate (60%)
1. Prepare 60% design plans, including a cover sheet, legend and general notes, demolition plans,
street improvement plans, storm drain system plans, and signal improvement plans.
2. Prepare 60% Engineer's opinion of construction cost.
3. Transmit 60%design plans and Engineer's opinion of construction cost to the City for review and
approval.
4. Transmit 60% design plans to impacted utility companies and identify any repair/relocation
requirements.
5. Transmit 60% design plans to City Water, Wastewater Collections, Stormwater and Public
Works.
6. Attend one (1) meeting with the City to review the 60% transmittal package.
Engineering Design, Plans, Estimate, and Specifications (90%)
1. Based on approved 60% design plans, perform the 90% design.
2. Prepare 90% design plans, including a cover sheet, legend and general notes, construction
sequence plans, demolition plans, street improvement plans, storm drain system plans, signal
improvement plans, traffic control plans, pavement marking plans, and details.
3. Prepare 90% Engineer's opinion of construction cost.
4. Prepare 90% project specifications and contract documents.
5. Transmit 90% design plans, Engineer's opinion of construction cost, and specifications to the
City for review and approval.
6. Transmit 90% design plans to City Water, Wastewater Collections, Stormwater and Public
Works.
7. Attend one (1) meeting with the City to review the 90%transmittal package.
Final Engineering Design, Plans, Estimate, and Specifications (100%)
1. Based on approved 90% design plans, perform the final design.
2. Prepare 100% design plans, including a cover sheet, legend and general notes, construction
sequence plans, demolition plans, street improvement plans, signal improvement plans, traffic
control plans, pavement marking plans, and details.
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3. Prepare 100% Engineer's opinion of construction cost.
4. Prepare 100% project bid documents, contracts, specifications, and special provisions.
5. Transmit 100% design plans, Engineer's opinion of construction cost, and specifications to the
City for review and approval, and authorization to Advertise for Bids.
Assumptions:
1. Work does not include design/replacement of existing utilities.
Bid Process
1. Prepare advertisement for bids and transmit to City selected newspaper(s) for publication.
Advertising fees to be paid by the City.
2. Answer and supply such information as requested by prospective bidders.
3. Prepare and issue addenda to contract documents, if necessary.
4. Provide contract documents to potential bidders as requested and maintain planholder list.
5. Attend bid opening and evaluate bids.
6. Prepare summary of bids received and review bidder's qualifications.
7. Make recommendation of award for construction contract.
Construction Engineering
Construction Engineering and Administration
1. Provide monthly status reports and invoices for work performed.
2. Maintain project files for City review.
3. Construction contract duration is fifty (50) working days.
4. Coordinate and facilitate preconstruction meeting, including preconstruction agenda and meeting
record.
5. Prepare and transmit Notice to Proceed to Contractor.
6. Furnish the field survey crew to set horizontal and vertical control for the project.
7. Provide staking for construction, including but not limited to structures, curb and gutter, sidewalk,
subgrade elevations, signing, and pavement markings.
8. Provide submittal review for project materials as provided by the Contractor per the
specifications.
9. Respond to contractor Request for Information (RFI).
10. Administer construction meetings anticipated once per week during the duration of
improvements.
11. Furnish a qualified resident engineer (inspector) to observe project construction for substantial
compliance with plans and specifications.
12. Prepare daily progress reports.
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13. Prepare weekly statements of working days.
14. Consult and advise the City during construction and report of the completed work with City
representatives.
15. Review acceptance sampling and testing of construction materials.
16. Perform measurement and computation of pay items.
17. Recommend progress payments for the Contractor to the City.
18. Prepare proposed contract change orders and/or force account computations as required.
19. Conduct final inspection with the Contractor, City, and HLA, and prepare punchlist of items to be
addressed by the Contractor and provide to the City.
20. Prepare and furnish record drawings and field notes of completed work in accordance with project
field records provided by the resident engineer.
21. Prepare administrative documents to the appropriate agencies which have jurisdiction over
funding, design, and construction of this project.
22. Monitor the Contractor and subcontractor's compliance with State labor standards during
construction of this project, including requests to sublet, intents to pay prevailing wages, affidavits
of wages paid, monthly certified payrolls as needed, and issuing letters of non-compliance and/or
missing documentation.
23. All project communications including City, contractor, utilities, and others shall be directed
through HLA.
24. Prepare and submit recommendation of project acceptance and Notice of Completion of Public
Works Contract (NOC) for City review and processing.
Section 5: Compensation
5.2 Unless specifically authorized in writing by the City, the total annual budgetary amount for the Original
Contract including Supplements 1 and 2 shall not exceed three hundred sixty-two thousand ($362,000)
dollars during any calendar year for the term of the Agreement. The total budget amount for Supplement
3, Russell Lane Improvements, shall not exceed one hundred ninety-six thousand three hundred
($196,300) dollars.
a. Original Contract $150,000
b. Supplement No. 1 $212,000
c. Supplement No. 2 $ 0
d. Supplement No. 3—Russell Lane $196,300
Design Engineering $ 94,700
Construction Engineering $101,600
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: By:
Consultant Signature City Manager Signature
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