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Home My WebLink About030215_ca03Department of Public Works O Consent Agenda Page 1 of 1 Jefferson County Board of Commissioners Agenda Request To: Board of Commissioners Philip Morley, County Administrator From: Monte Reinders, Public Works Director /County Engineerf Agenda Date: March 2, 2015 Subject: Supplemental Agreement for Consultant Services with Sargent Engineers, Inc. for Upper Hoh Road Culvert Replacements, Federal Aid No. PLH- A160(001), County Project No. CR1896 Statement of Issue: Public Works staff requests a modification of the scope of work and budget in the basic agreement with Sargent Engineers, Inc. to include additional services for Upper Hoh Road Culvert Replacements. Analysis /Strategic Goals /Pro's 8: Con's: This supplement to the existing scope of work between Jefferson County and Sargent Engineers is for construction support services for the culvert replacements at Upper Hoh Road MP 3.338, MP 4.38, and MP6.95. It also provides for necessary updates to the contract documents for the culvert replacement projects at Upper Hoh Road MP 4.38 and MP 6.95. Fiscal Impact /Cost Benefit Analysis: The maximum amount payable for this supplement is $49,398.00. The maximum amount payable for the Sargent Engineers agreement will increase from $398,925.00 to $448,323.00. This project is 100 percent funded by the Federal Highway Administration. Recommendation: The Board is requested to sign all three originals of the Supplemental Agreement with Sargent Engineers, and return two originals to Public Works. Department Contact: Mark Thurston, P.E., Project Manager, 385 -9160. Date The Local Agency of Jefferson County desires to supplement the agreement entered into with Sargent Engineers, Inc. and executed on November 5, 2012 and identified as Agreement No. 1896- SARGENT -2 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: II Section II, SCOPE OF WORK, shall be amended by creating a new task -- Task No. 9, Construction Support. The items of work that will be done under Construction Support are set forth in the attached Exhibit A, and by this reference made a part of this supplement. UT Section V, PAYMENT, shall be amended as follows: Task No. 9, Construction Support, will have a maximum amount payable of $49,398. The new, total maximum amount payable will be $448,323.00, as shown below. Page 1 of 3 Revised 8/9/2013 Organization and Address: Supplemental Agreement Sargent Engineers, Inc. Number 3 320 Ronlee Ln. NW Olympia, WA 98502 Phone: (360) 867 -9284 Agreement Number: 1896- SARGENT -2 Project Number: CR1896 Execution Date: Completion Date: December 31, 2016 •Project Title: Upper Hoh Road Culvert New Maximum Amount Payable: Replacements $448,323.00 Description of Work: This supplement provides for construction support services for the culvert eplacement projects at Upper Hoh Road MP 3.338, MP 4.38, and MP 6.95. It also provides for ecessary updates to the contract documents, prior to bidding, for the culvert replacement projects at Upper Hoh Road MP 4.3 8 and MP 6.95. The Local Agency of Jefferson County desires to supplement the agreement entered into with Sargent Engineers, Inc. and executed on November 5, 2012 and identified as Agreement No. 1896- SARGENT -2 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: II Section II, SCOPE OF WORK, shall be amended by creating a new task -- Task No. 9, Construction Support. The items of work that will be done under Construction Support are set forth in the attached Exhibit A, and by this reference made a part of this supplement. UT Section V, PAYMENT, shall be amended as follows: Task No. 9, Construction Support, will have a maximum amount payable of $49,398. The new, total maximum amount payable will be $448,323.00, as shown below. Page 1 of 3 Revised 8/9/2013 Task Description Current Maximum Amount Payable Supplement #3 New Maximum Amount Payable EXISTING TASKS: Project Management $17,615.00 $0.00 $17,615.00 Geotechnical Analysis $57,294.00 $0.00 $57,294.00 Pipe Boring Analysis and Design $16,049.00 $0.00 $16,049.00 Environmental Services $119,840.00 $0.00 $119,840.00 Stream Hydraulic Design $19,874.00 $0.00 $19,874.00 Road and Bridge Design $107,391.00 $0.00 $107,391.00 Land Surveying $56,205.00 $0.00 $56,205.00 Culvert Load Rating $4,657.00 $0.00 $4,657.00 NEW TASKS: Construction Support $0.00 $49,398.00 $49,398.00 TOTAL $398,925.00 $49,398.00 $448,323.00 Page 2 of 3 Revised 8/9/2013 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. Sargent Engineers, Inc. Consultant Consult t s Signature Z f7 je- Date COUNTY OF JEFFERSON BOARD-OF COMMISSIONERS Chair Member Member Approved as tQ form only: q)OA"tt 4 David Alvarez U Date Deputy Prosecuting Attorney MonTe Reinders, P.E. Date Public Works Director /County Engineer Page 3 of 3 Revised 8/9/2013 EXHIBIT A SUPPLEMENT NO.3 -- SCOPE OF WORK UPPER HOH RD. MP 3.338 CULVERT REPLACEMENT UPPER HOH RD. MP 4.38 CULVERT REPLACEMENT UPPER HOH RD. MP 6.95 CULVERT REPLACEMENT INTRODUCTION This supplement- provides for additional professional services necessary to provide support during construction for the three projects listed above. The work is described per site and per task category below. Upper Hoh Rd. MP 3.338 1. Review Contractor Submittals: The Consultant will assist the County with review and approval of Contractor submittals, which may include but not be limited to: • Pipe ramming work plan. • Pipe sliplining and grouting plan. • Materials acceptance and approval. The County will handle materials acceptance and approval, but may request assistance for specific items. A limited time allocation is established to provide this assistance. • Temporary stream diversion plan. 2. Respond to Questions during Construction: The Consultant will assist the County in answering questions that may arise during construction. The majority of these requests will be responded to by the County. A limited time allocation is established for the Consultant to respond to questions when requested by the County. 3. Trenchless Engineering Support: Time is allocated for five days of on -site inspection by the subconsultant Staheli Trenchless Consultants, to assist the County with inspection and approval of the installation of the steel casing. 4. Site Visit: Time is allocated for one site visit by the prime consultant, Sargent Engineers, on an as needed basis. Page 1 of 3 Upper Hoh Rd. MP 4.38 1. Assist County with final revisions to Contract Documents: The Consultant will assist the county in performing minor revisions /updates to the contract documents in order to be in accordance with current WSDOT specifications, standard plans, and other applicable requirements, for bid advertisement in January 2016. This item will only be utilized if Task 6 Road and Bridge Design funds are exhausted. 2. Review Contractor Submittals: The Consultant will assist the County with review and approval of Contractor submittals, which may include but not be limited to: • Shop drawings for the Precast voided slabs • Shaft Construction Submittal • Crosshole Sonic Log Testing results • Materials acceptance and approval. The County will handle materials acceptance and approval, but may request assistance for specific items. A limited time allocation is established to provide this assistance. 3. Respond to Questions during Construction: The Consultant will assist the County in answering questions that may arise during construction. The majority of these requests will be responded to by the County. A limited time allocation is established for the Consultant to respond to questions when requested by the County. 4. Geotechnical Construction Support: Time is allocated for five days of on -site inspection by the subconsultant PanGEO, Inc., to observe pile foundation conditions and to provide recommendations for the placement of the drilled shafts. 5. Site Visit: Time is allocated for one site visit by the prime consultant, Sargent Engineers, on an as needed basis. Upper Hoh Rd. MP 6.95 6. Assist County with final revisions to Contract Documents: The Consultant will assist the county in performing minor revisions /updates to the contract documents in order to be in accordance with current WSDOT specifications, standard plans, and other applicable requirements, for bid advertisement in January 2016. This item will only be utilized if Task 6 Road and Bridge Design funds are exhausted. 1. Review Shop Drawings for Three -Sided Structure: The Consultant will perform review of shop drawings for the precast reinforced concrete three sided structure. 2. Respond to Questions during Construction: The Consultant will assist the County in answering questions that may arise during construction. The majority of these requests Page 2 of 3 will be responded to by the County. A limited time allocation is established for the Consultant to respond to questions when requested by the County. 3. Geotechnical Construction Support: Time is allocated for one site visit by the team's geotechnical engineer, PanGEO, Inc., to observe footing conditions and to provide recommendations for the placement of the precast concrete footings. 4. -Site Visit: Time is allocated for one site visit by the prime consultant, Sargent Engineers, on an as needed basis. Page 3 of 3 Exhibit E -2 Consultant Fee Determination Project: Hoh River Culverts - Construction Support Salary Cost Task Principal Senior Engineer Senior Project Engineer Project Engineer Drafter 11 Task Cost Rate: $158.31 $123.13 $121.53 $99.14 $85.55 Upper Hoh Road MP 3.338 1. Review of Contractor Submittals b. Pipe sliplining and grouting plan 4 $397 c. Materials acceptance and approval 4 $397 d. Temporary stream diversion plan 6 $595 2. Respond to questions during construction 4 12 $1,823 4. Site Visit 8 $1,266 Mileage 282 miles at 0.56 per mile $158 Total Sargent Engineers $4,635 Staheli Trenchless Principal Engineer Trencless Inspector Admin. Assistant $194.00 $130.00 $83.00 1. Review of Contractor Submittals a. Pipe ramming work plan 8 4 $2,072 3. Trenchless Engineering Support 2 50 5 $7,303 Ferry Fee 1 trip at 14 $14 Mileage 420 miles at 0.56 per mile $235 Lodging and Per Diem 5 days at 189 per day $945 Total Staheli Trenchless $10,569 Total Upper Hoh Road MP 3.338 $15,205 Exhibit E -2 Page 1 Exhibit E -2 Consultant Fee Determination Project: Hoh River Culverts - Construction Support Salary Cost - Task _ Principal Senior Engineer Senior Project Engineer Project Engineer Drafter II Task Cos Rate: $158.31 $123.13 $121.53 $99.14 $85.55 Upper Hoh Road MP 4.38 1. Assist County with final revisions to contract documents 24 12 24 $7,042 2. Review Contractor Submittals a. Shop drawings for precast voided slabs 8 $793 d. Materials acceptance and approval 4 $397 3. Respond to questions during construction 4 12 $1,823 5. Site Visit 8 $1,266 Mileage 285 miles at 0.56 per mile $160 Total Sargent Engineers $11,481 PanGEO Geotechnical Project Manager Project Engineer / Geologist $151.71 $91.89 2. Review Contractor Submittals b. Shaft construction submittal 2 8 $1,039 c. Crosshole sonic log test results 3 2 $639 4. Geotechnical Construction Support 4 57 $5,845 Mileage 300 miles at 0.56 per mile $168 Per Diem 51 days at 189 per day $945 Ferries and Field Consumables $200 Total PanGEO - $8,835 Total Upper Hoh Road MP 4.38 $20,316 Exhibit E -2 Page 2 E Exhibit E -2 Consultant Fee Determination Project: Hoh River Culverts - Construction Support Salary Cost Task Principal Senior Engineer Senior Project Engineer Project Engineer Drafter II Task Cost Rate: $158.31 $123.13 $121.53 $99.14 $85.55 Upper Hoh Road MP 6.95 1. Assist County with final revisions to contract documents 241 12 24 $7,042 2. Review Contractor Submittals a. Shop drawings for precast culvert 8 $793 3. Respond to questions during construction 4 12 $1,823 5. Site Visit 8 $1,266 Mileage 2901 miles at 0.56 per mile $162 Total Sargent Engineers 1 $11,087 PanGEO Geotechnical Project Manager Project Engineer/ Geologist $151.711 $91.89 4. Geotechnical Construction Support 2 21 $2,233 Mileage 300 miles at 0.56 per mile $168 Per Diem 1 days at 189 per day $189 Ferries and Field Consumables $200 Total PanGEO $2,790 Total Upper Hoh Road MP 6.95 $13,878 Grand Total - $49,398 Exhibit E -2 Page 3 CONTRACT REVIEW FORM ILI 01�9' CONTRACT WITH: Sargent Engineers, Inc. (Contractor /Consultant) CONTRACT FOR: Upper Hoh Road Culvert Replacements TERM: December 31, 2016 W"r n cam.,+ za V ME COUNTY DEPARTMENT: Public Works For More Information Contact: Mark Thursto: Contact Phone #: (360) 385 -9210 RETURN TO: Mark RETURN BY: (Person in Department) AMOUNT: $49,398.00 PROCESS: Revenue: Expenditure: Matching Funds Required: Sources(s) of Matching Funds Step 1: Ex APPROVED FORM omtnents 180000010.333.20.22 180000010.595.00.65 yes 100% FHWA REVIEW BY Review by: �li Date Reviewed. Step 2: REVIEW BY Review by: Date Reviewed: NZ/ APPROVED AS TO FORM DEC 12 201 Exempt from Bid Process X Consultant Selection Process Cooperative Purchase Competitive Sealed Bid Small Works Roster Vendor List Bid RFP or RFQ Other QReturned for revision (See Comments) ATTORNEY Returned for revision (See Comments) Mor David Alvarez Step 3: (if required) DEPARTMENT MAKES REVISIONS AND RESUBMITS TO RISK MANAGEMENT AND PROSECUTING ATTORNEY Step 4: CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBER OF ORIGINALS Step 5: SUBMIT TO BOCC FOR APPROVAL Submit originals and 7copies of Contract, Review Form, and Agenda Bill to BOCC Office. Place "Sign Here" markers on all places the BOCC needs to sign. MUST be in BOCC Office by 4:30 p.m. TUESDAY for the following Monday's agenda. (This form is to stay with the contract throughout the contract review process and accompany the Agenda Bill.) C: \Active Files \Active Projects \Upper Hoh Rd PLHD culverts \Consultant \Sargent Engineers\PS &E Contract\Supplement No. 3\Contract Review Form.docx rev. 6/10/2013