HomeMy WebLinkAboutR-2023-059 Resolution authorizing Supplement 5 to the Professional Services Agreement with Landau Associates, Inc. for construction oversight of the Bravo Co. Blvd Utilities Project AF2337RESOLUTION NO. R-2023-059
A RESOLUTION authorizing Supplement 5 to the Professional Services Agreement
with Landau Associates, Inc. (LAI) to conduct additional tasks in the construction oversight of
the Bravo Company Blvd Underground Utilities Project AF2337.
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, 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, and
WHEREAS, LAI has completed the work for Supplements 2, 3, and 4, but there remains
work to be done on the utility infrastructure on Bravo Company Boulevard which LAI has the
capacity to do on behalf of the City and under the contract terms and conditions; and
WHEREAS, the Scope of Services for Supplement 5 includes additional construction
support and oversight for the interim action on the Bravo Company Blvd Underground Utilities
project; and
WHEREAS, WHEREAS, the City has $4,000,000 of ARPA funds available for water and
sewer infrastructure investments which can be applied to this project and LAI's costs associated
with the work; and
WHEREAS, LAI is currently providing similar duties under this contract and have the
required knowledge and experience to complete the work as described in the amount of
$109,700, 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 5 of the Professional Services
Agreement with Landau Associates, Inc. for tasks associated with construction oversight of the
Bravo Co Boulevard Underground Utilities project; now, therefore
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized to execute Contract Supplement 5 of the
Professional Services Agreement with Landau Associates, Inc. (LAI) attached hereto and
incorporated herein by this reference not to exceed One Hundred Nine Thousand and Seven
Hundred Dollars ($109,700.00) to provide the Professional Services as described in the tasks of
the Agreement.
ADOPTED BY THE CITY COUNCIL this 18th day of April, 2023.
etA
Janice Decao, Mayor
ATTEST:
Sonya taar Tee, City Clerk
ITEM TITLE:
SUBMITTED BY:
,0 1k, Ptt
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 6.L.
For Meeting of: April 18, 2023
Resolution authorizing Supplement 5 to the Professional Services
Agreement with Landau Associates, Inc. for construction oversight
of the Bravo Co. Blvd Utilities Project AF2337
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 Bravo Co Blvd Underground Utilities project. Landau Associates, Inc. is currently providing
similar duties under this agreement 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 installation of
underground utilities within the roadway project right-of-way/construction easement. Specifically,
project management and meetings, water and sewer pipe installation, and related construction.
Landau Associates, Inc. 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 ARPA funds. Enclosed for
City Council review is Supplement 5 in an amount not to exceed $109,700.
ITEM BUDGETED: Yes
STRATEGIC PRIORITY: Economic Development
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
RECOMMENDATION:
Adopt Resolution
2
ATTACH TS:
escription
D Resolution
D Contract
3/28/2023
3/21/2023
Type
Resolution
Contract
Contract Supplemental Agreement
Supplemental Agreement
Number: 5
Original Contract Number:
2016-109
City Engineering Project Number:
TBD
Project Title:
Bravo Co Blvd Utilities
Maximum Total Amount Payable for the
Agreement:
Organization and Address:
Landau Associates, Inc.
130 2nd Ave S
Edmonds, WA 98020
Execution Date of Supplement:
April 18, 2023
Completion Date of Supplement:
December 31, 2024
Maximum Amount Payable this Supplement:
$109,700
$644,700
Section 1: Supplemental Agreement
The City of Yakima, Washington desires to supplement the contract a reernent entered into with Landau
Associates, Inc. a • executed on April 18, 2023 by Resolution No. ikh, • — 5 and identified as
Contract j Il 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
See attached Exhibit A - Scope and Budget Proposal: East-West Corridor/Bravo Co. Boulevard Roadway
Project Environmental and Construction Support Services Closed City of Yakima Landfill Yakima,
Washington
Section 5: Compensation
Payment for this supplemented work will, as shown on Exhibit A is not to exceed $109,700, bringing the
total amount of the Agreement to $644,700
Section 7: Project Schedule and Budget
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.
L ci - ? Q v` i-1 Ss PC CO -
Consultant Signature
CITY CONTRACT:
RESOLUTION NO*
City Manager
Cf�l,
Date
AS&C)C|ATES
March D0,ZU23
Transmitted via email to:
City ofYakima
Engineering Department
1Z9North ZndStreet
Yakima, WA 98901
Attn: Mr. Bill Preston, City Engineer
Re: Scope and Budget Proposal: East-West Corridor/Bravo Co.@ou|evardRoadwoyProje:t
Environmental and Construction Support Services
Closed City mfYakima Landfill
Yakima, Washington
Dear Mr. Preston,
Landau Associates, Inc. (Landau) is pleased to submit this scope and budget proposal to the City of
Yakima (City) to provide environmental and construction support services related to the Bravo
Company Boulevard and East-West Corridor roadway project (roadway project) through the Closed
City of Yakima Landfill Cleanup Site (Landfill Site) and Boise Cascade Mill Site (Mill Site) in Yakima,
Washington. As you are aware, the City has entered into an Agreed Order (AO; No. D[ 15861) with the
Washington State Department ofEcology (Ecu|ogy)tocomplete the Model ToxicsControl Act (MT[A)'
re|ateddeanupactiunsattheLandMU3ite.A|sn,unde,theAO,Eco|oQyhasauthorizedcomp|etionof
the roadway project through the Landfill Site and Mill Site through approval of an Interim Action (IA)
Work Plan (Landau 2019). Landau has previously provided support for City -directed municipal solid
waste (MSW) and wood debris removal activities within the roadway project right-of-way
(ROW)/construction easement. This letter describes the proposed services and estimated budget for
Landau to provide additional environmental, regulatory, and construction support services for the
next phase of roadway project construction, primarily pertaining to the planning and installation of
sewer and water infrastructure inthe ROW across the Landfill Site and Mill Site.
As described below, Landau will assist the City with communications and coordination with Ecology
related to the planned roadway project work; prepare an addendum to the IA Work Plan or other
applicable submittal to Ecology; assist the City and its civil engineering consultant with the
environmental elements of the project design, specifications, and bid documents; and provide
construction observation and/or oversight related to the environmentally related elements of the
project (e.g., excavation, management, and disposal of contaminated media that may be encountered
during construction).
The following summarizes scope of services included in this proposal.
Yakima Roadway Project —Environmental and Construction Support Proposal
March 10, 2023
Task 1: Project Management, Administration, and Meetings
This task includes typical project management activities such as project setup, contracting with
subcunsu|tants and subcontractors (if needed), invoicing, budget tracking, and internal coordination
activities. This task also includes coordination and communication with the City, the City's civil
engineering consultant, the City's selected contractor, and Ecology (or other regulatory agencies, as
needed) during planning and construction implementation. The budget for this task assumes that
project management will occur for a duration ofupto 12 months for this phase of roadway project
construction planning and implementation. The budget also assumes participation in up to three
meetings in Yakima with the City, Ecology, and/or other project stakeholders (up 8 hours each
including meeting, travel, and preparation time) for two individuals (project manager and field
engineer/geologist/technician). Additionally, the budget assumes Landau's participation in weekly
teleconference status meetings (I hour each) attended by the project manager o/ appropriate task
manager, for the duration ofconstruction (assumed tobeupto3months).
Task 2: Interim Action Work Plan Addendum
Landau will prepare an addendum to the IA Work Plan (or other applicable or equivalent submittal) to
provide Ecology with notification and documentation of the planned roadway project construction
activities, including the removal, management, and disposal of known contaminated media (identified
in the Mill Site remedial investigation report [Barr 20211) and management of wood debris that is
expected to be encountered during the installation of the roadway utilities, and the management of
methane risks during construction to mitigate potential explosive gas hazards and protect worker and
public health and safety. The IA Work Plan addendum will provide Ecology with necessary and
required information in compliance with MTCA regulations, and supplement (as necessary) the
excavated materials management plan (EMMP) and sampling and analysis plan (SAP) in the 1A Work
Plan (Appendices C and D of the IA Work Plan, respectively) for the contractor if unexpected
contamination \sencountered during construction.
The |AWork Plan Addendum will include adescription of:
° Planned roadway project construction activities (i.e,location/alignment ofplanned utility
corridors, estimated volumes of soil removal/backfilling, construction methods).
w Location and summary of known contaminated soil and wood debris anticipated to be
encountered during construction.
~ Management/disposal procedures for excavation, stockpiling, loading, hauling, and disposal of
contaminated soil and excavated wood debris during roadway construction activities.
• Contingency procedures for responding to unexpected areas of contamination encountered in
the roadway project utility excavations, including sampling, analysis, characterization, and
management of the contaminated media (addendum to EMMP and/or SAP, as necessary).
An initial draft of the 1A Work Plan Addendum will be submitted for the City's review. Upon receipt of
the [it\/s written comments, Landau will prepare an agency -review draft for Ecology's review. Upon
receipt of Ecology's comments, Landau will discuss the comments with the City, address the
Yakima Roadway Project —Environmental and Construction Support Proposal
comments asappropriate, and prepare ofinal version for submittal tuthe City and Ecology. The
budget for this task assumes that City and Ecology comments will be minimal and require no more
than 8 hours to address each set of comments (text, figures, tables, document quality
assurance/quality control/production) and prepare the subsequent versions of the work plan.
Task 3: ~v'U ~~onsuUtan*y
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Landau will provide as -needed support tothe Cit/scivil consultant (HVVLochner) related tothe
environmental aspects of the project design, specifications, and/or bid documents for construction of
the roadway project utility corridors. This may include:
• Preparation of plan view and/or cross sections of the roadway alignment including estimated
areas where contaminated soil and wood debris may be encountered during utility installation.
• Preparation of individual sections of the technical specifications related to management of
contaminated media and wood debris and/or applicable environmental health and safety
related tumanagement ofcontaminated soil and methane.
• Preparation of text or sections of the construction bid documents related to the presence
and/or management ofcontaminated soil and methane.
Landau will work directly with HW Lochner to determine the specific needs for the project planning
and bid documents. The budget for this task assumes that Landau may prepare:
Uptothree plan sheets for inclusion inthe master plan set:
1. Plan view sheet showing the locations of soil contamination and wood debris in roadway
Z. Cross section sheet showing location and depth of soil contamination and wood debris in
roadway ROW; and
3. Miscellaneous details sheet.
Uptothree separate sections for the special provisions sections for inclusion in the master
technical specifications:
1. Environmental Health and Safety (Contaminated Soil and Methane) section;
2. Solid Waste (Contaminated Soil) and Wood Debris Removal section; and
3. Hazardous Materials Management section.
m Miscellaneous text, details, and descriptions related to environmental issues needed for the bid
documents.
Up to three versions of each of the above items may be prepared (e.0, 60 percent' 90 percent' out -to -
bid),
Task
A
enera8 onstKuct^on/ ontractoK
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ort
Landau will provide as -needed support to the Contractor related to removal of the contaminated soil
and wood debris, and implementation of the EK4MP(Appendix [tnthe |AWork P|an),asamended by
the |AWork Plan Amendment, This support includes the following:
Yakima Roadway Project —Environmental and Construction Support Proposal
xxarch10, 2023
Reviewing the following required Contractor submittals:
— Health and Safety Plan
Construction Sequencing Plan/Schedule
Responding toContractor requests for information (KF|s)related to:
Health and safety or other issues related to the management or disposal of contaminated
soil and wood debris
Implementation of the EIVIMP
— Regulatory requirements applicable to environmental issues and construction activities that
are related tnthe |A(roadway construction).
� Providing oversight of contaminate soil excavation and supporting implementation of the EIVIMP
— Construction observation and oversight services related tothe excavation ufcontaminated
soil and wood debris, asneeded
— Field support, as needed, for the Contractor relating to implementation of applicable
portions of the EIVIMP, including waste characterization for any unanticipated
contamination discovered during construction and determination of waste management
and disposal requirements.
SSU
t^ons
This task assumes that the City, City's civil consultant, or others will provide support for submittal
review and RF| response related togeneral construction -related tasks (civil designs, specifications,
back0Uin#,etcland archaeological/cultural resources/natural resources services. These activities are
not included in this proposed scope of services.
This task also assumes that Landau will be onsite for up to 4 weeks in conjunction with excavation
through known areas of contaminated soil to generally evaluate whether the Contractor is properly
performing excavation, hauling, and disposal of the material; and up to 1 additional week if previously
unidentified contamination, dangerous waste, or other dangerous materials/special wastes are
encountered during construction. (tisassumed that utility installation and associated excavation will
not come into contact with groundwater; therefore, characterization and management ufimpacted
groundwater will not be necessary and is not included in Landau's scope of services, Specifically,
Landau will:
Observe and, as needed, screen materials being excavated from the ROW toevaluate
appropriateness for transport-ation and disposal of the material to the designated disposal
faci|ity(ies)selected/approved for the project.
Provide guidance to City staff or City construction management representatives on how to
execute the [IVIMP.
� If necessary, provide field analytical testing and/or collect and submit samples for laboratory
analysis to characterize materials that are identified as potentially hazardous or other special
waste.
Yakima Roadway Project —Environmental and Construction Support Proposal
xxooh 10,2023
0 If necessary, direct the Contractor on how tosegregate, manage, transport, and dispose of
wastes not suitable to be disposed at the designated Subtitle D disposal facility for the project.
0 Landau's site visits will either be on a specified/scheduled days or weeks as agreed to between
Landau, the City, the City's representative, and the Contractor; or on an on -call basis. For on -call
services, Landau will be onsite or available to be onsite within 48 hours (during normal business
days) to execute the SAP (Appendix D to the IA Work Plan) as needed or to assist the Contractor
with implementation of the EW1yNP.
0 When onsite, Landau will bring appropriate monitoring equipment for screening of solid
materials and/or laboratory sampling containers needed to sample, identify, and analyze the
materials to determine appropriate management and disposal requirements. The City will be
responsible for providing its own equipment for such screening activities when Landau is not
unsite.
= The proposed budget for this task is based on the proposed time onsite indicated above and a
budget of up to $5,000 for laboratory analytical services. The laboratory budget is not based on
any specific number of samples or analytes (which will be determined based on Landau's
professional judgement); it is only an allowance to allow Landau to be responsive to the needs
of the project. This budget will need to be adjusted if the allowance is exceeded.
w General construction quality assurance work (e.g., quality assurance for Contractor's general
compliance with construction specifications; soil compaction testing, etc.) is to be performed by
the City (or City's representative) and is not included in Landau's proposed scope or budget
except where specifically identified herein.
° Actual schedule and duration of oversight of these activities 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, Landau will provide an estimate of the
additional time and cost necessary tocomplete these activities.
Terms & Conditions, Schedule, and Estimated Budget
The scope of work for the additional services described above will be performed in accordance with
our existing Contract No. ZU16'1OQbetween Landau and the City.
The schedule for performance of this work is dependent on the overall roadway project construction
schedule (not yet determine6/avai|ab|e). While this schedule is outside of Landau's direct control,
Landau will work with the City, City's representative, and Contractor to identify and meet construction
milestones and deadlines.
The estimated cosLforthesemicesout|inedinthisppoposa|wmsdeve|opedunncost-p|u*fixe6-fee
basis consistent with the Local Agency Guidelines (LAG) Manual prepared by the Washington State
Department of Transportation using Landau's most recent audited overhead rates. Accordingly, we
propose to update the compensation schedule included in Contract No. 2016-109 (i.e., update
Exhibit 8 —Professiuna| Fees and Exhibit [—Schedule of Rates) to be consistent with these rates. The
estimated costs are summarized below by task and detailed in the attached revised Exhibits B and C.
Yakima Roadway Project —Environmental and Construction Support Proposal
March 10, 2023
Task
Task 1. Project Management, Administration, and
Task 2. Interim Action Work Plan Addendum
Task 3. Civil Consultant/Bid Document Support
Task 4. General Construction/Contractor Support
Estimated Total Cost
Estimated Budget
,900
$8,900
$15,000
$63,900
$109,700
As noted above, Landau's 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 Landau billing category
calculated using our proposed contract rates. However, labor charges will be accrued based on the
actual direct labor rate for the Landau staff member(s) working on the various aspects of the project,
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, we will bring these to your attention and seek modification to this scope of services
and budget, as appropriate.
ut orization
Approval for adding 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.
roject taff
Landau 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.
6
landauinc.com
Yakima Roadway Project -Environmental and Construction Support Proposal
Thank you for giving Landau the opportunity to provide this proposal for the contracted scope of
services. We look forward to working with the City team on this project. Please give us a call if you
have any questions regarding this proposal.
LANDAU ASSOCIATES, INC.
- --- --- '-
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Attachments: ExhibbB-[onoukantProfessional Fees
Exhibb[-Schedu|eofRatps
References
Barr. 2021. Revised Draft Remedial Investigation Report, Yakima Mill Site (aka Boise Cascade Mill Site).
Barr Engineering. November 15.
Landau. 2019. Final (Revision 1), Interim Action Work Plan - Roadway Project, Closed City of Yakima
Landfill Site, Yakima, Washington. Landau Associates, Inc. July 29.
7 |and*uinczom
Yakima Roadway Project —Environmental and Construction Support Proposal
A�
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The scope of services and contractual conditions as described in this proposal and its attachments are
accepted and Landau Associates, Inc. isauthorized toproceed.
By
For
Signature*
*Name of person with contractual authority and firm responsible for payment of Landau Associates, Inc. billing.
Scope and Budget Proposal: mst-westmmum/ m.o Co. Boulevard Roadway po4e*
Environmental and Construction Support Services
Closed City orYakima Landfill, Yakima, Washington
Exhibit B
Consultant Professional Fees - Summary Sheet
Landau Associates, Inc.
Project: City of Yakima - East-West Corridor/Bravo Co. Blvd Roadway Project Support
Subconsultant: Landau Associates
Direct Salary Cost (DSC):
passification (131 Hours = Tveleal Rate (a) = Cost
Principal* 65 X $85.34 $5,546.78
Senior Associate 0 X $67.31 $0.00
Associate 0 X $58.90 $0.00
Senior 90 X $55.00 $4,950.00
Senior Project 75 X $49.28 $3,696.00
Project 0 X $44.48 $0.06
CAD Designer/GIS Technician 33 X $48.35 $1,595.55
Senior Staff 239 X $40.87 $9,767.93
Staff/Senior Technician II 0 X $0.00
$37.26
Data Specialist 8 X $36.30 $290.40
CAD Operator/GIS Technician 0 X $41.35 $0.00
Project Coordinator 8 X $39.50 $316.00
Assistant/Senior Technician I 0 X $28.00 $0.00
Technician
Support Staff
12 X $23.50 $282.00
6 X $28.00 $168.00
Total Hours = 536 Total Direct Salary = $26,612.66
Overhead Cost @ 222.81% of Direct Labor Cost (c) = $59,295.66
Fixed Fee @ 30% of Direct labor Cost = $7,983.80
Total Direct Labor = $93,892.11
Subconsultants (d)
Laboratory Analytical $5,000.00
Driller $0.00
Excavation Contractor $0.00
Other Subconsultant (Utility Locator, Surveyor) $0.00
Injection Material Vendors (Oxygen, ISCO/ORC) $0.00
Subcontractor Markup (10%) $500.00
Total Subcontractor/Subconsultant Cost = $5,500.00
Reimbursables (d)
Travel Expenses (est. #miles @
$0.655/mile IRS) 4250 X $0.655 $2,783.75
Per Diem (WSDOT Rates -
Yakima) 36 X $98.00 $3,528.00
Other Non -Labor Expenses (equipment and supplies) $3,988.25
Total Reimbursables
Subconsultant Total
$10,300.00
$109,692.11
Prepared By: Piper Roelen Date: 3/1/2023
(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 employees specific discipline
for e.g., Senior Engineer, Senior Geologist, Senior Planner.
(c) Per WSDOT analytical review of Landau Associatesfinancial statements for the year ended 6/30/19,
(d)Per terms of Contract No. 2016-109, subcontractor and reimbursable expenses include a markup not to exceed 10%. IRS
allowable mileage charges apply.
• Excludes CEO
EXHIBIT C
Schedule of Rates
Landau Associates, Inc.
Classification Hourly Rates
Principal $301.07
Senior Associate $237.48
Associate $207.81
Senior $194.05
Senior Project $173.86
Project $156.93
CAD Designer/GIS Analyst $170.58
Senior Staff $144.19
Staff $131.46
Data Specialist $128.07
Senior Technician II $130.72
Assistant/Senior Tech I $98.79
Technician $82.91
CAD Operator $128.78
GIS Technician $145.89
Project Coordinator $139.36
Support Staff $98.79