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HomeMy WebLinkAboutAdden 1 • CAG-19-258, Adden #1-19 V7Washington State 4; Department of Transportation Supplemental Agreement Organization and Address Number 1 Otak,Inc. Original Agreement Number 11241 Willows Rd NE,Suite 200 Redmond,WA 98052 CAG-19-258 , Phone: (425)822-4446 ' Project Number Execution Date Completion Date Otak No.33191 9/5/2019 12/31/2025 Project Title New Maximum Amount Payable Highlands to Landing Pedestrian Lighting $99,100.00 Description of Work Phase 2-final design and(optional)'construction support • • The Local Agency of City of Renton desires to supplement the agreement entered in to with Otak,Inc. and executed on 9/5/2019 and identified as Agreement No, CAG-19-258 All provisions in the basic agreement remain in effect except as expressly modified by this supplement. The changes to the agreement are described as follows: 1 Section 1, SCOPE OFWORK, is hereby changed to read: Scope of Work as shown in Exhibit A II Section IV, TIME FOR BEGINNING AND COMPLETION, is amended to change the number of calendar days for completion of the work to read: no change III Section V, PAYMENT, shall be amended as follows: Final design budget shall increase the maximum amount payable by$86,000.00 plus a management reserve of$8,600.00 as shown in Exhibit D. as set forth in the attached Exhibit A, and by this reference made a part of this supplement. If you concur with this supplement and agree to the changes as s ted above, ase sign in the Appropriate space below and return to this office for final action. By: ojk LJC. ``�paunniu„ y: //� 44,,,..,,,:P"'"1"1"",,Akor • pF REN ,,,CieJS '(/JVL.- Denis LawConsultant 5ignat a j� � �7 s. ti i'% � ' Jason S th, Ay Cle k DOT Form 140-063 lii_n0 ��''4y,li i lu"```, ' - Revised 09/2005 �'''i,-„°RATED St'?\�.�`- EXHIBIT A SCOPE OF SERVICES City of Renton Highlands to Landing— Pedestrian Lighting Phase 11 Otak Project No. 33191 October 28, 2019 Description of Project: In 2014, pedestrian improvements were made to improve connectivity between the Highlands neighborhood on the east side of 1-405 and the recently constructed Landing shopping area and Gene Coulon Beach Park on the west side. With concerns about available funding, all work for the planned pedestrian lighting — except conduits, junction boxes, and anchor assemblies on Bridge 900/23 and the sloped barrier under 1-405—was designated as a bid alternative. This bid alternative was not included in the awarded project or constructed. The City now wishes to complete the pedestrian lighting system. Phase I has verified the constructed improvements to narrow the scope of this phase (Phase II), to update the original design and provide a complete bid package, and at the city's option, construction management services. This work is expected to be complete in accordance with the Corrective Action Plan timeline, showing construction complete by November 2020. Work to be Performed by Subconsultants The following work will be performed by subconsultants: • Illumination design by Transportation Engineering Northwest (TENW) Items and Services to Be Furnished by the City The City will provide the following items and services to Otak. Otak is entitled to rely on the accuracy and completeness of this and other data furnished and represented by the City and others. • Payment for permit fees • Expedited design reviews by the City and consolidated review comments Payment Provisions • The following payment provisions were incorporated into the contract through the Phase 1 agreement and continue to apply for subsequent phases: Section V. Payment Provisions is modified by the following: Billing rates for Otak and subconsultants will be determined by the following formula: Individual employees base rate x (1.0 + ICR + Profit) The individual employee base rate is the rate at which the employee is paid when the work is performed. Otak and subconsultants will provide notice of rate changes when salary Highlands to Landing — Pedestrian Lighting Ph . 1 1 otak K:\Project\33100\33191\Contract\Phase 2\Otak Scope 11052019.docx adjustments are made. Otak and subconsultants will also provide notice of changes to the ICR when approved by WSDOT. No supplement is required to the contract for these changes to take effect. 1.0 PROJECT MANAGEMENT AND COORDINATION OTAK will coordinate with the CITY of Renton on a regular basis to keep the CITY's project manager informed about project progress, project issues and schedule. OTAK's project manager will provide direction to the project team, including subconsultants. Deliverables • Progress updates with monthly invoices Assumptions • Duration of 7 months through Ad and Award Support services • Minimal effort will be required 2.0 EXISTING CONDITIONS VERIFICATION (Phase I only) 3.0 TOPOGRAPHICAL SURVEY/BASEMAPPING/ UTILITY COORDINATION The survey area is defined as the north side of NE Park Drive from Garden Ave N to the northbound ramps of 1-405, from the north curb to 10 feet north of the back of sidewalk. OTAK will hire a utility locate service to identify current utility locations within the survey area and request record drawings. Basemapping will be derived from the original design plans except where changes are identified as requiring new survey shots. The field crew will search for the pedestrian lighting conduit stubs from junction boxes and will verify the vertical clearance between the sloped barrier under 1-405 and the bottom of the superstructure. Only utility locates, junction boxes and conduit ends will be shot. OTAK will review current WSDOT right of way maps to reflect current turnback lines in the project vicinity. Deliverables • Basemap in AutoCAD version 2018 or newer • Updated right of way map Assumptions • The City of Renton will supply a tool to open the junction boxes • Traffic control will not be required during field work • No utilities will be relocated by the proposed design • Existing control will be available within the immediate project vicinity • Minimal effort will be required to produce an existing conditions map 4.0 DESIGN, PS&E, AND PERMITTING OTAK and subconsuitant TENW will prepare the design and construction documents, including plans, specifications and cost estimates (PS&E), for pedestrian lighting and associated restoration. Highlands to Landing — Pedestrian Lighting Ph . 1 2 otak K:\Project\33100\33191\Contract\Phase 2\Otak Scope 11052019.docx The project lies within WSDOT's limited access right of way and all project elements are subject to WSDOT's review and approval, and therefore, WSDOT design standards apply. Certain elements may be designed to City of Renton standards upon agreement with WSDOT. Agreement was reached prior to construction of the 2014 project, and no change in design standards is anticipated. The design will attempt to use existing conduits and junction boxes, without disturbing roadway pavement, curb/gutter and sidewalk. Fencing and railing will likely require temporary removal and replacement. The estimated sheet list is as follows: General 3 TESC & Demolition 2 Illumination Plan 4 Illumination Details at Bridge 3 Restoration Plan and Details 4 Temporary Traffic & Pedestrian Control 2 • Totals 18 Advance contact will be made with both WSDOT and BNSF railroad prior to submitting the permit set for review. One meeting is anticipated with WSDOT and one site visit is anticipated with BNSF. Two additional meetings are anticipated with the City to discuss review comments. Refer to the attached scope of services for TENW for additional information. Deliverables • 90%, 100% (Permit), and Final Plans in scaleable pdf format, and up to 8 half-size hardcopies • 90%, 100% and Final contract manual, including technical specifications, boilerplate, Division 1 special provisions, and appendices • • 90%, 100% and Final cost estimates • Permit applications for WSDOT General Permit and BNSF Railroad Temporary Occupancy Permit • AutoCAD files Assumptions • Deviations, channelization plans, and Maximum Extent Feasible (MEF) documentation will not be required • Permit fees will be paid by the City • The missile barrier and pedestrian rail will not require removal or representation in the plan set. Original details may be included in the appendix without editing. • No more than 18 plan sheets will be required • Existing plans and specifications will be used wherever possible 5.0 AD AND AWARD SUPPORT OTAK will prepare the final construction documents for upload and coordinate with Builder's Exchange to post the documents. provide responses to bidders' questions and assistance to the City, including: • Assisting City in responding to engineering questions from Bidders Highlands to Landing — Pedestrian Lighting Ph . 1 3 otak K:\Project\33100\33191\Contract\Phase 2\Otak Scope 11052019.docx • Interpreting and clarifying the bid documents • Assisting the City preparing contract addenda • Assisting the City Project Manager in evaluating the bids, including preparation of the bid tabulation spreadsheet • Providing a recommendation on award of the contract Deliverables • Addenda, if any • Bid tabulation spreadsheet Assumptions • The City will coordinate with the newspaper of record to advertise the project and cover any advertising fees • Addenda preparation and bid support will not exceed the 40 hours The above services will provided on a time and materials basis, not to exceed $72,192 including subconsultant and direct expenses. 6.0 ALLOWANCE FOR EXTRA EFFORT This work carries higher risks than normal for the type of work due its location within WSDOT's limited access right of way and over a BNSF active rail line. Both agencies require permits for the work and can add unexpected complexities to the permitting process. An allowance of $13,808 is included to fund any work that does not comply with the assumptions made in the scope. The services in Tasks 1.0 through 6.0 will provided on a time and materials basis, not to exceed $86,000 including subconsultant and direct expenses. Use of Task 6 budget will require approval by the City's project manager. Further, a management reserve budget of 10% is included in the contract. 7.0 CONSTRUCTION MANAGEMENT (OPTIONAL ALLOWANCE) The following scope generally describes the work anticipated as it is understood at this time. The nature of construction services is unpredictable, relying on the performance of the contractor and the direction of the City.As such, these services will be provided on a time and materials basis, as directed by the City. The contract amount will not be exceeded without City authorization of additional budget. • 7.1 CONSTRUCTION ADMINISTRATION AND PROJECT MANAGEMENT OTAK's Resident Engineer and/or Office Engineer will administer the contract on behalf of the City of Renton in accordance with the following: • Coordinate with the City on consultant contract issues including invoices, project status reports, and adjustments to scope and budget if necessary • Coordinate with subconsultant TENW • Set up and attend the preconstruction conference, prepare the agenda and meeting minutes, and set up quantity notebooks, daily report forms and other forms as needed • Review material submittals, construction sequence schedules, and other items to verify compliance with the contract specifications, the WSDOT LAG manual and the WSDOT Construction Manual Highlands to Landing — Pedestrian Lighting Ph . 1 4 otak K:\Project\33100\33191\Contract\Phase 2\Otak Scope 11052019.docx • Coordinate with the Construction Inspector throughout the duration listed under Assumptions. Otak will provide support including field meetings with the Construction Inspector as necessary • Attend progress meetings or make site visits at the frequency deemed necessary to promote effective communication between the City, the Inspector, and the Contractor • Review and respond to correspondence and RFI's from the Contractor and others • Make recommendations to the City regarding changes and with the City's input and approval, negotiate change orders • Review the Contractor's progress and final payment estimates for review by the Construction Inspector, the Contractor, and the City • Review Requests to Sublet, certified contractor payrolls, and Intents to Pay Prevailing Wages • Prepare notifications for Notice to Proceed, Substantial Completion, and Physical Completion for the City to send to the Contractor Deliverables • Meeting agendas and notes • Materials documentation including submittals, certifications and materials of origin • Pay documentation including pay estimates, Intents to Pay Prevailing Wages, Affidavits of Wages Paid, Requests to Sublet, certified payrolls • Correspondence including contract notifications, responses to RFIs and contractor letters Assumptions • The duration of this task is estimated at six months • Documentation may be subject to a WSDOT audit so will be kept to standards used on federally-funded projects • Progress meetings will be weekly while the contractor is working on-site—estimate 5 meetings, and monthly while waiting for long lead items to be delivered —estimate 3 meetings, not including the preconstruction meeting 7.2 CONSTRUCTION OBSERVATION AND SITE VISITS OTAK will provide construction observation as needed to cover the contractor's schedule. One Inspector will be on-site whenever the contractor is performing work that will be covered up, needs immediate inspection, or may require input from the Engineer. The Inspector will perform the following tasks: • Observe construction • Attend the preconstruction conference and progress meetings • Complete daily inspection reports. Otak will provide daily inspection (electronically or hard copy) reports to the City within one week of the completed work week. • Prepare weekly statements of working days with concurrence from the Resident Engineer • Measure quantities and keep quantity pay books • Maintain a photograph log • Review quantities with the Contractor prior to submittal to the City for payment • Maintain a half-size set of plans, noting changes to the work, to be used as the basis for construction record drawings, along with the Contractor's as-built records Highlands to Landing — Pedestrian Lighting Ph . 1 5 otak K:\Project\33100\33191\Contract\Phase 2\Otak Scope 11052019.docx Site visits will be made by TENW related to illumination; Otak's Landscape Architect related to plant inspections; and Otak's Structural Engineer related to bridge mountings. When notified by the Contractor, Otak will coordinate a final inspection with the City and compile a punch list. After the Contractor(s) has completed all punch list items, the construction management team will again inspect the project and establish the physical completion date. Deliverables • Inspector's Daily Record • Weekly Statement of Working Days • Quantity calculations • Photo log • Red-line drawings of changes Assumptions • • The Inspector's time is estimated for 25 working days, full time while the contractor is on site and to attend other meetings. Full time will vary between 40 and 50 hours per week • This scope assumes 1 site visit for the Structural Engineer, 3 site visits for the TENW, and 1 site visit for the Landscape Architect • Planting bid items will not include Plant Establishment 7.3 PROJECT CLOSEOUT OTAK will pursue project closeout performing the following tasks: • Coordinating with the Contractor and the City to ensure that all required procedures are completed • Assemble and deliver to the City project documentation for archive and record review by the City (if needed). Otak will verify concurrence from the State Department of Labor and Industries and the Washington State Department of Revenue • Review Affidavits of Wages Paid • Prepare notification for Completion Date, for the City to send to the Contractor • Prepare as-constructed record drawings from information supplied by the Contractor and • Inspector. One hardcopy set of final"construction record" plans and a CD with an electronic copy of the plans (AutoCAD.dwg file format) will be submitted to the City. The construction management services will be estimated at a future date at the City's request. Expenses Expenses will include mileage from Redmond for staff other than the inspector(up to 24 trips), inspector's vehicle, reprographic charges for plan sets up to fifteen (15) hardcopies of half-size plans and the project manual. Highlands to Landing — Pedestrian Lighting Ph . 1 6 otak K:\Project\33100\33191\Contract\Phase 2\Otak Scope 11052019.docx Highlands to Landing—Pedestrian Lighting EXHIBIT A SCOPE OF SERVICES Highlands to Landing—Pedestrian Lighting PROJECT DESCRIPTION The following is TENW's proposed Scope of Services for the Highlands to Landing Pedestrian Lighting System project. This scope is to prepare construction documents to complete the installation of the pedestrian lighting system associated with the Highlands to Landing Pedestrian Connection project as described in the Scope of Services below. Documents will be prepared per City of Renton standards. Three total submittals (90%/100%/Ad) are assumed. SCOPE OF SERVICES Below is a summary of task items that the TENW team will provide for this scope of services: Phase 2: Illumination Design and Construction Administration Task 2.1:Project Management and Coordination Budget: $2,500 Scope: TENW will provide project management and coordination services, and will attend project team/agency coordination meetings as follows: Deliverable: • Project coordination meetings with City (Assume 4 meetings) • Site Visits (Assume 2 visits) Task 2.2:Illumination Design/Engineering Budget: $14,000 • Scope: TENW will prepare illumination construction documents (90%/100%/Ad) to complete the City Pedestrian Illumination System for the Highlands to Landing Pedestrian Connection. Documents will include luminaire pole placement, conduit, junction boxes, loop detectors, and other associated elements. Plans are anticipated to be reviewed by City of Renton and WSDOT. Deliverable: • Preparation of Illumination Design/Plans • Response to City and WSDOT comments • Photometric Calculations (Approx. 2 Sheets, 1 1"xl 7") • Project Specifications • Construction cost estimate VTENW 1 October 31, 2019 TENW Transportation Engineering NorthWest Task 2.3: Construction Administration-Optional Budget: TBD—Estimate to be provided at a later date Scope: TENW will provide construction support services for the project. Deliverable: • Material submittals/shop drawing review • Response to RFI's • Field Meetings including punchlist inspection • As-built preparation FEES The total cost to complete the Phase 2.as described above is $16,500.00. TENW proposes to work on a Time and Materials basis. We will keep you informed of our budget status and project progress. We will work with you to adjust our scope and budget should additional work outside the above scope be required. Work will not be performed outside the current budget without your prior authorization. This scope and budget is valid for six months from the date of this proposal. If work is not commenced within six months, a new scope and budget may be required. ASSUMPTIONS & EXCLUSIONS • The following assumptions and exclusions were made in the preparation of this Scope of Services: 1. Projects lasting longer that 12 months may be subject to additional services. 2. If the review/permitting agency requires changes not included in the above scope of work, this may be Extra Work. 3. All permit/application fees shall be provided by the Client or a Client representative. All permits shall be obtained and all applications shall be submitted by the Client or a Client representative. 4. Participation in meetings and/or conference calls in addition to those listed above will be Extra Work. This Scope of Services and fee includes the attendance of up to four(4) meetings and/or conference calls. 5. It is assumed that the City of Renton and WSDOT will be the lead review/permitting agencies for this project. All deliverables shall be prepared consistent with City of Renton and WSDOT standards and specifications. If review/permitting involvement is required from other jurisdictions, it will be Extra Work. 6. This Scope of Services and associated fee includes up to three (3) submittal milestones. This includes two (2) permitting agency review submittals plus one (1) City approval/mylar submittal. Submittal milestones in excess of this quantity (including permitting agency submittals, check sets, client review submittals, etc.) shall be considered additional services, and shall be invoiced on a time & materials basis in addition to the budget provided herein. 7. All permitting agency submittals shall be made by the Client or a Client representative. TENW shall provide the Client with PDF copies of all deliverables for use in making required copies. 8. If required, easement and/or right-of-way acquisition coordination shall be provided by others. If required, legal descriptions will be prepared by others. Transportation Planning I Design I Traffic Impact&Operations 11400 SE 8m Street Suite 200,Bellevue,WA 98004 I Office(425)250-5002 TENW .Transportation Engineering North West 9. Design deviations, variances, and similar documentation materials are excluded from this proposal. Should the permitting agency or others require these types of documentation, it will be Extra Work. 10. A topographic and boundary survey of existing conditions in the area will be provided by others, including all necessary information for design purposes. The survey will include existing edges of pavement, roadway centerlines, channelization, sidewalks, driveways, curbs, utilities (above and below ground), right-of-way, easements, elevations, and all other elements of a typical complete topographic and boundary survey for both sides of the road (project side and opposite side). The survey shall include the location of all existing traffic signal poles & luminaire poles, and fixtures within 200-ft of the project limits. The topographic and boundary survey shall also meet the minimum requirements established by the permitting agency. 1 1. Civil Improvements Plans including traffic control, sidewalk, curb ramps, drainage, grading, paving, TESC, etc. shall be provided by others. Any work needed that is considered Extra Work will require a separate contract Supplement and Client authorization before proceeding. Transportation Planning I Design I Traffic Impact&Operations 11400 SE 8m Street Suite 200,Bellevue,WA 98004 I Office(425) 250-5002 Exhibit D - Supplement 1 Prime Consultant Cost Computations 1 Highlands to Landing Pedestrian Lighting Project Otak, Inc. Otak Project No. 33191 Direct Salary Cost(DSC): Classification Labor Hours Rate = Cost Civil Engineer(CE)X 106 X $ 64.00 = $ 6,784 CE IX X $ 58.33 = $ - CE VII 96 X $ 50.60 = $ 4,858 CE V 40 X $ 42.00 = $ 1,680 CE IV X $ 39.00 = $ - CE III 136 X $ 36.60 = $ 4,978 Engineering Technician V 68 X $ 31.00 = $ 2,108 Engineering Technician IV X $ 29.33 = $ - Landscape Architect (LA)VI 2 X $ 50.50 = $ 101 LA V X $ 46.00 = $ - LA III 16 X $ 37.00 = $ 592 PLS III 12 X $ 48.00 = $ 576 Sr. PLS 16 - X $ 36.00 = $ 576 1-Man Crew 20 X $ 43.00 = $ 860 Project Coordinator 8 X $ 36.00 = $ 288 520 Total DSC = $ 23,400 Overhead (OH Cost-- Including Salary Additives): OH Rate x DSC of 155.09% X $23,400 = $ 36,291 Fee Fee Rate x DSC of 31.65% X $23,400 = $ 7,406 Reimbursables: Miscellaneous- Mileage, Printing, etc. Total Reimbursables = $ 2,402 Subconsultant Costs Transportation Engineering NorthWest(TENW) $ 16,500 Total Subconsultants = $ 16,500 Grand Total • $ 86,000 Exhibit E - Supplement 1 Subconsultant Cost Computations Highlands to Landing Pedestrian Lighting Project Transportation Engineering NorthWest Direct Salary Cost(DSC): Classification Labor Hours Rate = Cost Principal 8 X $ 86.00 = $ 688 Project Manager 32 X $ 62.50 = $ 2,000 Project Engineer 72 X $ 56.00 = $ 4,032 112 Total DSC = $ 6,720 Overhead (OH Cost— Including Salary Additives): OH Rate x DSC of 110.00% X $6,720 = $ 7,392 Fee Fee Rate x DSC of 30.00% X $6,720 = $ 2,016 Reimbursables: Miscellaneous-Mileage, Printing, etc. Total Reimbursables = $ 372 Grand Total $ 16,500