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Department of Public Works
o Consent Agenda
Page 1 of 2
Jefferson County
Board of Commissioners
Agenda Request
From:
Board of Commissioners
Philip Morley, County Administrator
Frank Gifford, Public Works Director :J./J
To:
Agenda Date:
2/13/2012
Subject:
Contract Supplement-Port Hadlock Wastewater Facility
Preliminary Design Services
Statement of Issue:
Public Works is requesting Board consent to add scope and budget to the Port Hadlock
Wastewater Facility Preliminary Design Services Contract with Tetra Tech, Inc.
Analysis/Strategic GoalslPro's & Con's:
The supplement funds local improvement district (LID) work, moving it forward under
the preliminary design contract. The contract completion date is amended to be
September 30, 2012.
This contract supplement extends the scope and budget for additional mailings,
meetings and workshops between the consultant team and the County, and between
the project team and the public, to implement outreach activities pertaining to LID
formation. It also includes additional survey work for new lot certification
requirements.
Fiscal Impact/Cost Benefit Analysis:
The cost estimate for the amended scope is $107,981. Funds will come from the Tri-
Area Sewer Fund 405.
Recommendation:
Sign the attached contract amendment (3 originals) and return to Public Works for
further processing.
Department Contact:
Joel Peterson, Project Manager, 385-9173
Reviewed By:
Department of Public Works
o Consent Agenda
Page 2 of 2
rator
Date
Supplemental Agreement Organization and Address:
Number I
Tetra Tech, Inc.
1420 Fifth Avenue, Suite 600
Seattle W A 98101
Agreement Number: Phone:
(206) 883-9326
Project Number:
40516930
Original Contract Amount Amount This Supplement: New Maximum Amount Payable:
$599,395.92 $107,981.00 $707,376.92
Project Title:
Port Hadlock Wastewater Facility Preliminary Design Services, Reclamation PIant and Influeni Pipeline
Description of Work:
Supplemental Agreement #Iprovides additional budget for ongoing Funding and Finance Strategy, Policy
and Ordinances, and Public Outreach. This ~greement also supplements the scope of work; adding LocaI
Improvement District objectives, interlocaI agreement support, and survey scope for lot certification
requirements.
The LocaI Agency of Jefferson Countv desires to supplement the agreement entered
into with Tetra Tech.lnc and executed on Aori125.201l and
identified by project title "Port Hadlock Wastewater Facilitv Preliminarv Desian Services. RecIamation
PIant and Influent Pineline".
Ail provisions in the basic agreement remain in effect except as expressly modified by this supplement.
The changes to the agreement are described as follows:
[
Section II, SCOPE OF WORK, is hereby changed to read:
"The Scope of Work and projected level of effort required for this PROJECT is detailed in Exhibit "A".
along with SZfJ1Plemental Af!1'eement 1 "ExIu"bit AA ". attached hereto and by this reference made part of
this AGREEMENT."
II
Section IV, TIME FOR BEGINNING AND COMPLETION, is amended to change the number of
calendar days for completion of the work to read: "Ail work under this AGREEMENT shall be
comtlleted by Se{ltember 30. 2012". The comoletion date shown in the headinl! of this AGREEMENT
shall be amended to read "9/30/2012". .
Page lof2
Revised 1/06/12
m
Section V, PA YMENT,shall be amended as follows:
''The CONSULTANT shall be paid by the AGENCY for completed work and services rendered under
this AGREEMENT as orovided in EXHIBIT "0". a1ont! with Supplemental All1'eement 1 "Exhibit DD".
_"hed hereto. and by reference m""e part of this AGREEMENT."
If you concur with this supplement and agree to the changes as stated above, please sign in the
appropriate spaces below and return to this office for final action.
!e.-r42.A \~r.".} - 1 f'IC
Consultant
COUNTY OF JEFFERSON
BOARD OF COMMISSIONERS
tant's Signature
7./7-/ I 'L
Date' ,
John Austin, Chair
Phil Johnson, Member
David W. Sullivan, Member
-1b
Approved as to form only this3V
dayof:)AtJvAf{7 ,2012-.
rJ)~_~
Deputy Prosecuting Attorney
Page2of2
Revised 1/06112
Exhibit AA
PORT HADLOCK WASTEWATER FACU,ITY PRELIMINARY DESIGN
SERVICES
AMENDMENT NO. ~
SCOPE OF WORK FOR PUBLIC OUTREACH IN SUPPORT OF LID
FORMATION, FUNDING & FINANCE, AND SURVEY LOT
CERTIFICATION
Background
This scope of work supplements the existing Port Hadlock Wastewater Facility Preliminary Design
Services, Reclamation Plant and IFIfluent Pipeline contract, entered into on April 25, 201 I. This
amendment extends the contract completion date to September 30, 2012. Additional scope and budget
provides support to address the need and intent described below:
UD Outreach Support
As a result of meetings with the County and consultant team, considerations of preliminary-design
components, advantage in moving more quickly with LID formation, the importance of involving the
pubUc to understand their perspectives and opinions, and to know public motivation with regard to
implementing a municipal sewer system, the County has requested the consultant team revise the public
outreach and involvement scope to provide public outreach services in support of LID formation.
The public involvement activities in support of LID formation are aimed to achieve the following
objectives:
. Proactively help the public understand the purpose and process for developing a wastewater
system for the Port Hadlock area and establishing a LID for the initial phase of the project.
. Support educating and updating County officials and BoCC
. EduCate the public in the LID process and its requirements.
. Solicit public input that will inform the Port Hadlock wastewater system pre-design.
. Build public interest and trust in the pre-design and decision making process.
. Through public dialogue, determine the level of support for the sewer system LID as well as
to gamer support for its formation; and determine the boundaries of the initia1 phase of the
project.
. IdentifY one or more key supporters of the project within the Pt. HadlocklIrondale community
to be the voice of public support, a resource for exchange of project information and to
increase public understanding of the project.
Interlocal Agreement Support
The 2009 Sewer Advisory Group discussed the efficiency that could be realized from Public Utility
District #1 participating at some level in the operation and management of the wastewater facility. The
favorable discussions between PUD #1 and Jefferson County will be documented through written
understanding and agreement. This new subtask is added to the poliey development portion of the
~ntrllctand provides budget for review and input from Tetra Tech and Katy Isaksen & Associates upon
one draft agreement.
I
Exhibit AA
Funding and Finance Support
Task 1200 budget is supplemented to continue routine funding and finance support such as revising the
project spending plan and supporting staff's development of reports and presentations to the Board of
County Commissioners and County Administrator.
Scope and budget are added to Task 1200 to support the following objectives:
. Assistance with a potential second application to the Public Works Trust Fund (PWTF) as part
of the finance strategy for construction of the wastewater treatment plant and design and
construction of the first phase collection system.
. Assistance with an on-site Tech Team project update with funding program administrators.
. Provide support for the grant/appropriation request efforts to be led by Strategies 360.
. Assist in sewer policy meetings with county officials
Right-of-Way Lot Certification
Jefferson County Department of Community Development (DCD) has implemented a Lot Certification
requirement which applies to the right-of-way segregation from Parcel #90 I 112 001. One requirement of
the Lot Certification is to conduct a survey of the boundary alteration and provide descriptions of the
existing and newly formed parcels resulting from the segregation. Additional survey services are
provided in this scope of work to conduct the required surveying work in support of this lot certification.
Detail of Additional Budget, Scope Activities and Work Products by
Task
Task 600 - County Sewer Policies and Ordinances
600.04 Meetings with County Officials (Existing Subtask)
This subtask involves preparation for, and presentation at meetings with Jefferson County officials
regarding development of sewer policies and corresponding ordinances in task series 600. Scope and
budget is added to provide four (4) additional meetings with Jefferson County officials. It is anticipated
that up to two (2) of the four meetings will be in session with the Board of County Commissioners for
briefings on project components, LID formation strategy, activities, and results. (This would provide a
total of five (5) meetings; cine meeting remains in the project scope to-date.)
Assumptions:
. Up to two (2) meetings will be in session with the Board of County Commissioners, requiring
additional preparation and presentation materials beyond that of County administration and staff
meetings.
. Tetra Tech Project Manager scope is estimated at eight (8) hours per meeting with county
officials and twelve (12) hours per Board meeting.
. Triangle & Associates scope is estimated at sixteen (16) hours for county official meetings and
ten (10) hours for Board meeting.
. Katy Isaksen & Associates scope is estimated at three (3) meetings with work duration of eight
(8) hours and two (2) meetings with work duration of (1 0) hours.
Deliverables:
. Meeting materials and summary documentation.
2
Exhibit AA
600.05 Interlocal Agreement Support (New Subtask)
This subtask includes review and support of County efforts to develop an interlocal agreement for
sewer facility opemtions with Public Utility District #1 to opemte the new sewer system.
Assumptions:
· Provide input and review on one (1) draft version of an interlocal agreement prepared by
Jefferson County.
Delivembles:
· Review comments and edits to one draft interlocal agreement between Jefferson County and
Public Utility District No.1.
Task 700 - Public Involvement
700.06 - LID Outreach Materials and Efforts (New Subtask)
Subtask 700.06 involves preparing documents, such as newsletter, Frequently Asked Questions,
infonnation sheets comparing sewer with septic, infonnation on comparing sewer costs with other types
of property improvements, along with updating the website and providing ongoing updates and tracking
of web site and comments received.
Assumptions:
. Assume two newsletters, one FAQ document and one update, two information documents on
comparison of sewer with septic and with other property improvements
. Assume one major website overhaul and monthly updates. Also, assume website comments
every two weeks
Deliverables:
. Two newsletters, one FAQ document and one update, two information documents, and one
(1) major website update along with monthly minor updates
700.07 -Support Group Formation and Meetings (New Subtask)
This subtask involves working with the County to identifY a group of supporters for the wastewater
project, convening them, and holding up to 4 meetings with that group. The intent is for this group to
take the message to the community and work in genemting support for the project, especially the initial
phase of the project and fonnation of the LID, potentially creating a petition to fonn the LID. Consultants
will work with the group, develop strategies and approaches for helping them dialogue with the
community about the project and LID, facilitate their meetings, prepare presentations and complete
follow up materials to meetings focused on action steps.
Assumptions:
. The County will be responsible for printing and postage for public notices, other mailings,
and for making armngements for suitable meeting venues. Tt will prepare maps and other
graphics for meetings.
. Work to convene and participate in up to 4 meetings with support group.
Deliverables:
. Participate in the developmeut of meeting materials, presentation materials, meeting agendas,
and actions out of meetings
3
Exhibit AA
700.08 - LID Formation Support (New Subtask)
This subtask involves working on strategies and approaches, and materials that support efforts to
determine the scope and reach of the initial phase LID boundmy(ies). This subtask includes working with
the County and the public support group to work with information regarding properties that support
participation in the initial phase LID, and those that do not support participation in the initial phase.
Information will be used to identifY an optimal LID boundaIy based upon the public support, scope of the
initial project, and planning level cost estimate.
Assumptions:
. Maps identifying level of interest for LID participation will be developed based upon
feedback from the support group.
. Up to two updates will be made from the initial map.
. Collection system reach and extent within the recommended LID boundary will be updated
and cost estimates will be made based upon the facility plan planning level unit costs.
Deliverables:
. Map showing proposed boundaIy, supporters, and non-supporters of the proposed LID.
. Updated collection system configuration within proposed LID boundaIy.
. Planning level cost estimate based upon updated collection system configuration.
Task 800 - Survey
800.05 - Right of Way Lot Certification (New Subtask)
Conduct a field survey in support of a lot certification for the 75-foot right-of-way segregation from
Parcel #901 112 001.
Tasks include the following:
. Field Survey of new property line created by ROW acquisition.
. Place survey monuments for all four comers of ROW rectsngle--two for new line and
whatever is necessary to monument the original (western) parcel comers, i.e. existing or new
if none existing.
. Write description of original parcel.
. Write description of new [ROW] parcel.
. Write description of remainder of the original parcel.
. Submit draft survey sheet emailedtoCounty.sright-of-way manager for review.
. Develop record of survey sheet needs to include these elements:
o Lot Certification Statement-sample text forthcoming from DeD. It references the
exemption in Jefferson County Code used for the parcel segmentation.
o Signature lines for Assessor, Treasurer, DCD Administrator
. Submit signed record of survey sheet in recorduble format to right-of-way manger; who will
have it recorded at the assessor's office.
Deliverables:
. Survey monuments placed for right-of-way.
4
Exhibit AA
. Written property descriptions.
o Draft record of survey for right-of-way.
o Final record of survey for right-of-way.
Task 1200- Funding and Financing Strategy Development and Implementation
1200.05 - Granf/Loan Applications (Existing Subtask)
Prepare a PWTF application to be snbmitted in Spring 2012 for the next funding cycle.
Assnmotions:
o Jefferson County will be the primary writer of the application.
Deliverable:
o Completed PWTF application to be submitted by Jefferson County.
1200.07 - Support Finance CoordlnatlQn Efforts (Existing Subtask)
Provide additional budget to allow ongoing support of funding and finance coordination efforts to
respond to funding needs as requested by the County. Provide funding and finance snpport to help prepsre
staff for meetingslbriefings, update spending plan, attend meetings, and review and comment on meeting
materials.
Assnmotions:
o Four (4) updates to spending plan.
o Preparation and attendance at four BoCC briefings by funding and finance lead.
. Additional budget is provided for on an as needed basis as follows: 20 hours Tetra Tech
project manager and 40 hours finance lead.
. SuPPOn the County in preparing for and holding one Tech Team meeting of funding program
administrators in Port Hadlock in Spring 2012.
o Support the grant/appropriations request process to be led by Stategies 360.
Deliverables:
o Updated spending plans.
· Support materials for meetings.
5
Exhibit DD
Estimate of Professional Services
JeIfenon County
Port H.adIock wastewater FadIity Prededmt Servkes
,............-.t Nol- LID Outreadl Servkes & Lot Ca1:tficaticu SuneySttpoort
PI'oJ. NfU 13~12S62-11001
Date: 1211212011
",-. - '-,- .- ,~.. . -,...--, ,-'-,- .... ".~. " ~,; - . "-"".',-;- . i"~.' ";.,-" ...-,....--,-'
'IE11lA TECH
""l'" - GIllA...,." CAD Adm., -..... ...... ....CAD - ......
-- -' -, """'....... -' """"" ,_.... - T<d>/ "'l ""'" -- T.... TotaILaIlo:r
..... Dour ...v..... .....- ""- ........ ..... - T<<h
_......
Meeliaa wi CoaD1vOfDdab f4 &fI) 40 40 $711l
_......
""""'" 4 4 $711
.........
LlDOlItreadlMateriatsaadEflixls 4 8 4 16 9'
...-
( to''''''''' 24 24 $4.267
T.........
lJDFQm:IIl:foQ8:u:DDoU 8 24 16 16 4 68 $9.303
T.........
'BIWLotCerti:ftcatlon 4 6 16 16 18 18 78 $9=
Tak.......
""""""'" 4 4 $711
TakUOO.ll1
SUDDOJtFbmcoCoold. Eft'orl:t 20 20 $3.506
ToohT_ 8 8 ~
""''- .:.;.::....>.-". ~',",,:.,-..',. "H" " .", .." " ,.' .,>"
TOTAL HOURS 116 24 24 16 8 6 16 16 18 18 262
DlBECTJOBWAGES(DJW) $0,.58 $4163 $49,44 $34.89 $32.76 $04.59 $43.26 $38.37 $32.4' $20.24
Ondtead (1'14J560-') $97.02 $12.67 $86.30 $60.90 $07.19 $90.29 $15..51 $66.98 $06.64 $44.06
.....(,......., .18 $18.86 $22,40 S1.5.81 $14.84 824.73 $19.60 $17.38 $14,70 SlI.43
BlLIJNGBATE $177.'" $133.16 $108.14 $111.60 $104.79 $174.61 $138.37 $l22.73 $103.80 $80.73
lAIlOBSUBTOTAlS S20 622 $3196 S3.m $1'lS6 $838 $1048 14 $1 $1868 $1453
.to&l"~
TnmI ($100 xl.lO) SIlO
Per DJem and Hotd ($330 x 1.1Q) S363
Prbtiag. Pa:hOl::aIkmI & r , II (Sf! x 1.10) $83
"""'- ...... .... -
- Bade@$2.'16perhour 230 2.76 x 1.(0) om
.CA,D@$14perhear 32 14.00 x 1.00) $448
""""_ (SO xl.oo) SO
SUBTOTAL TE'l"RA TECH ."
SlJBCONllDLTANTS
K8\Y""'- ~.8S0
($34.sso xl.tO) ,
T__ -
($26.S67 .x1.10)
TOTALAMENDMENT BlIDGET $107""
~ote.r.
1. Dlrm:tJob WogezomIn=h<1rtlf/wunarefor__
on(v. _..mholx=1onad1mJ_omI/wuntlfimdf
_fI1I'dwthsprr!/e<1
:I. Dlrm:tJob_ are ""*'" w cIttmge to nifkctperlbdJe~
In T_ Te&bsalmy Iev.u.
J. This_ufP~_lsbosedonths_
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" n ....;"" ..,-.""". .. . , . "'",4>-/:".
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BxldbitDD
DEFINITIONS
~E:Ipeases.includobutarenotlimitedto:
. AIr Fare &pe.ases - Cost ofticht and travel to and
__bypob60_
. .........._-...............on._
....-
. Tdra TechAato EspeDIeI-CostofusiDgTdraTecll-
owned vebic1es lit tho cum:m IRS milc:agc rate.
. BoatEspeusa-CostofusiDsR:DtllIorleasedboatsata
fairCOlIlZlleldalratelhour.
. MeaI~-.Oat-of-pocbt"COSltocmployees
while away ftom office an busiDeas.
.'-""_-.""'..r_......_
whiIeawayfillmofficeoobusioes:s.
. EqtdpDIeat Espmsa - Cost ofremal or lease ofspecia1
--.."""""'.....
. Lab Fee Idpeasa - Cost of COl2Sllm8bJe Iabmmory
_....Jab....
. eoaq.terEzpe.set-CostfurTetraTetlbmdoutsido
CCIIIIpUtmasfOiIoM:
- Tetra Tech oomputcm
. CADD andteclmioal oompdlClr. 514.(.I0/holl1'"
. ADOtberCCll:llpllleN: S3.DOtbour
- Outside computer lattdware and llOflware
ilwoioedatcosttoTctraTeob.
. __-eomm...;.t.... .........
_bmdios....._.r_...._
documtmts at ittvoioo IIII1Ol!lll or . fair commcrcial nile.
.~_-Di<ootjob..........._
notdeflncdinabovecategoriea.su:chasspecialli:censes.
_......r___-.....
..~..........Ifaod EspeDsea" represent the cost of oc!BickI
tcclmicaI seMces and expllblleS.
stVa&.n" &aLl..EJ:peasoFador" isanamoumwhichtakes
int& account Tetra Tech 8CIIiWia related to specific
pom............. apeases; e.g.. __ tax, liability iDsmance, aDd
special addedadmioistrativeCllStl and fees IIOtrelatedlo Tetta
Tech wa;ges.. and as indicated in the ProfessioaaI Semccs
Agreement andfor Estimate ot'PndissionaI Senices.
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