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O Consent Agenda
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Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Philip Morley, County Administrator
From: Monte Reinders, Public Works Director/ County Engineer
Agenda Date: 6/26/2017
Subject: Contract Supplement #1 to Professional Services Agreement for Civil
Engineering Services for the Quilcene Complete Streets Project
Statement of Issue:
Execution of a Standard Consultant Agreement Supplement with SCJ Alliance of Lacey, WA for a
modification in scope of Civil Engineering Services for the Quilcene Complete Streets project.
Analysis/Strategic Goals/Pro's & Con's:
This project is included in the officially adopted 2017-2022 TIP (Transportation Improvement
Program) as well as in the 2017 Annual Construction Program, in each as Item No. 6. This project
is funded through the WSDOT Pedestrian It Bicycle program, whose objective is to improve the
transportation system so as to enhance safety Et mobility for people who choose to walk or bike.
This Supplement will provide Civil Engineering Services for both the preparation of a Preferred
Design Alternative, in response to the two previous Community Design Workshops, and
participation in an additional Community meeting.
Fiscal Impact/Cost Benefit Analysis:
This Supplemental Agreement to the original Professional Services Agreement is for $16,229, for
a revised contract total of $24,659. This project is funded by an $884,165 WSDOT Pedestrian Et
Bicycle Program grant.
Recommendation:
The Board is asked to execute the three (3) originals of the Supplemental Agreement with SCJ
Alliance, and return (2) signed originals to Public Works (attn. Eric Kuzma).
Department Contact:
Eric Kuzma, (360) 385-9167
Reviewed By:
4-A
Philip MorleytC unty Administrator
E�31�
Date
Supplemental Agreement
Organization and Address:
Number: I
SCJ Alliance
8730 Tallon Lane NE, Suite 200
Lacey, WA 98516
Agreement Number: LA8311
Phone: (360) 352-1465
Project Number:
Execution Date:
Completion Date:
18019330
10/26/15
12/31/17
Project Title:
New Maximum Amount Payable:
Quilcene Complete Streets
$24,659
Description of Work:
his supplement includes services to prepare preliminary design documents for improvements along US Hwy 101
n Quilcene to be used as the basis for a final community meeting co -conducted by the County and SCJ Alliance.
he approximate limits of the project are from the US Bank to the Community Center. The project's goal is to
reate streetscape improvements within the available project budget which will serve to lower vehicle speeds
ddress safety concerns, establish a sense of place, and have the potential to spur economic development.
The Local Agency of Jefferson County Department of Public Works desires to supplement the Professional
Services Agreement entered into with SCJ Alliance, of Lacey WA, executed on 10/26/15.
All provisions in the original agreement remain in effect except as expressly modified by this Supplemental
Agreement.
The changes to the original agreement are described as follows:
�V MiT, �' TOOT -277,
ideitified oi Exhibit "A- I" attached hereto.
III
Section 4, PAYMENT, shall be amended as follows:
Original Agreement Maximum Amount Payable: $ 8,430.00
Sgolemental Agreement #1 Amount: --- $16.229.00
New Agreement Maximum Amount Pa able: $24.659.00
as set forth in the attached Exhibit "E-311 attached hereto.
Page 1 of 2 Revised 1/4/2017
If you concur with this supplement and agree to the changes as stated above, please sign in the appropriate
spaces below and return to Public Works for final action.
SCJ Alliance
;fit 454 er
Consultant's Name
_Lv - W i —
Consultant's Signature
3V
Date
101
Monte R ' ders, P.E. Date
Public Works Director/County Engineer
COUNTY OF JEFFERSON
BOARD OF COMMISSIONERS
Kathleen Kler, Chair Date
David Sullivan, Member Date
Kate Dean, Member Date
Approved as to form only:
fi). C, 6�r
Pvtq C • N+ o tK a e
Chief Civil Deputy Prosecutor
Page 2 of 2
Revised 1/4/2017
EXHIBIT A-1
SCOPE OF WORK
SUPPLEMENTAL AGREEMENT NO. 1
QUILCENE COMPLETE STREETS
QUILCENE, WA
Overview
This amendment includes services to prepare preliminary design documents for improvements
along US Highway 101 in Quilcene, WA to be used as the basis for a final community workshop
co -conducted by the County and SCJ Alliance. The approximate limits of the project are from the
US Bank to the Community Center (MP 294.5 to 295.0). The goal is to create streetscape
improvements within the available project budget which will serve to lower vehicle speeds,
address safety concerns, establish a sense of place, and spur economic development.
Improvements may include:
• Sidewalks and bike lanes
• Medians/pedestrian refuge areas
• Pedestrian activated signals at key crosswalk(s)
• Traffic signs and beacons
• Pedestrian lighting
• Transit stops and bike racks
• Landscaping and street furniture
• Curb and gutter
• Stormwater improvements
SCJ previously contracted with Jefferson County (County) to assist in two community charrettes
and provide cost estimates for the preliminary designs presented at each charrette.
The work will consist of the following phases:
• Final Design Scoping
• Project Management
• Concept Design Verification
Assumptions
1. The project is funded by the WSDOT Pedestrian and Bicycle Program. The State funds
will be administered by WSDOT Local Programs, but Federal Aid requirements do not
apply (including NEPA), since the grant program is State funding.
2. The County previously contracted separately with Fischer Bouma Partnership to lead the
initial charrette stage of the project (two community workshops and associated
deliverables). SCJ is providing support as directed by the County per this scope/budget
amendment.
Quilcene Complete Streets May 26, 2017
Jefferson County Page 1
Exhibit A-1 - Scope of Work
3. The County has provided topographic survey (including a digital terrain model
compatible with AutoCAD Civil 3D) and rights of way mapping.
4. SEPA documentation will not be required. It is assumed the project is exempt per WAC
197-11-800 Section 2(d) and 23(b).
5. An archaeological resource inventory report will not be required. The County will fill out
the forms for the Department of Archaeology and Historic Preservation (DAHP) to verify
no additional reporting is required. The County will send the DAHP determination to the
interested Tribes.
6. Right of way is not required. The County will secure any temporary rights for
construction.
Phase 1 Final Design Scoping
Task 1 Final Design Scoping
1) Final Design Scoping: Prepare scope and budget for this amendment and a draft scope
of work for Final Design.
Understanding
• None.
Deliverables
• Scope and budget for this amendment submitted via email in PDF format.
Phase 2 Project Management
This phase includes tasks to plan, manage, and administer the work; attend project meetings
with the County; and provide quality assurance/quality control.
Task 1 Project Management
1) Management: Manage the project by directing and supervising staff and reviewing
work for the duration of the project. This management is for the overall work rather
than specific tasks.
2) Schedule and Budget: Develop a critical path project schedule to match the scope of
work. Review and update the schedule on a monthly basis. Monitor earned value and
actual costs on a bi-weekly basis. Provide monthly billing statements to the County
including overall budget and schedule confirmation and review for each progress billing
period.
3) Weekly Progress Reports: Prepare and submit a weekly progress report. Weekly
progress reports will show: (1) work performed last week, (2) work planned this week,
(3) schedule and budget status (including a 3 -line earned value chart), (4) a summary of
scope changes/added value, and (5) items needed from the TOWN and/or others.
4) Progress Billings: Prepare a monthly progress bill with weekly progress reports
attached. Bills will show staff hours for each phase (i.e., Phase 1: Project Management).
Quilcene Complete Streets May 26, 2017
Jefferson County Page 2
Exhibit A-1 - Scope of Work
Task 2 Project Meetings
1) Project Status Meetings: Attend up to two meetings in Port Townsend to discuss the
status of the project, present draft materials in progress, and coordinate with County
staff. Meetings will be attended by the Consultant project manager.
Task 3 Quality Assurance/Quality Control
1) Quality Control: Provide senior level review of task deliverables before submittals.
2) Quality Assurance: Audit quality check activities and documentation on a periodic basis.
Understanding
• Project management will be provided over a 3 -month time frame and the estimated
number of meetings and project coordination is reflected in the budget.
• Progress billings will be submitted monthly to the County.
• Monthly progress billings will be deemed incomplete and subject to non-payment if
associated weekly progress reports are not submitted.
Deliverables
• Weekly Progress Report submitted via email in PDF format.
• Progress billings submitted monthly submitted via US Mail.
• Minutes for meetings submitted via e-mail in PDF format.
Phase 3 Concept Design Verification
This phase includes preliminary designing to a specific budget. It is also for additional charrette
support beyond the support scoped and budgeted in the original contract.
Task 1 Concept Design Verification
1) Auto -Turn Analysis: Complete Auto -Turn analysis at US Hwy 101/Center Road and
proposed refuge locations.
2) Draft Layout: Draw the preliminary Fisher Bouma Partnership hand -drawn concept
design in AutoCad incorporating conceptual level strategies to mitigate commercial
access limitation created by refuges/turn lane modifications.
3) Project Cost Analysis: Estimate construction costs and total project costs for the
updated/drafted concept design. Create a Pareto Diagram to help analyze the cost of
construction and determine how to reduce the scope of improvements to match the
County's project grant budget. Meet with the County to review SCJ recommendations.
4) Revised Layout: Prepare revised concept design per changes made from the Pareto
diagram results and analysis and input from the County.
S) Cost Estimate: Prepare a concept -level project cost estimate for the revised layout.
6) Technical Memorandum: Prepare a technical memorandum to document scope of
improvement, design layout, and project cost estimate decisions.
Quilcene Complete Streets May 26, 2017
Jefferson County Page 3
Exhibit A-1 - Scope of Work
Task 2 Charrette Support
1) Community Workshop: Co -conduct with the County a final community design meeting
presenting the revised concept designs.
Understanding
• Support for Task 2 will be as directed by the County, and the support is limited to
budgets provided herewith.
Deliverables
• Concept layout submitted via email in PDF and DWG format.
• Concept cost estimate submitted via email in PDF and Excel format.
• Technical memorandum, including Pareto Diagram and Auto -Turn analysis, submitted
via email in PDF format.
Future Phases for Final Design and Construction
Geotechnical Study
Preliminary Design
Agency Coordination
Final Design
Bidding Services
Construction Management
END OF SCOPE OF SERVICE
Quilcene Complete Streets May 26, 2017
Jefferson County Page 4
Consultant Labor Hour Estimate - Exhibit E-3
PrWiitt: Quilcene Complete Streets (Supplemental Agreement NoA i
Ptlry Scott Whitney Matt Ali-
$/
Task No Task Description 1nncipal Principal Protect Senior Project EMP Cat 6 EMP Ca[ 7 EMP Cat 8 EMP Cat 9 EMP Cat Toto)
Engineer I Designer Coord 1 10
Phase 01 Final Design Scoping
Task Ol Final Design Scoping
1 Final Design Scoping 2.0 10.0
Project Management
1.0
Task Ol
13 0
Subtotal Hours.1 2.0 10.0 1.0
13.0
Total Phase Hours 2.0 10.0 1.0 I I I I 13.0
Total Phase Direct Labor: $144.00 $400.00 $26.00 $570.00
Phase 02
Project Management
Task Ol
Task 01
Project Management
1
1
2
3
4
Management
Schedule and Budget
Weekly Progress Reports
Progress Billings
1.0
3.0
3.0
3.0
1.5
3.0
3.0
3.0
1.5
Draft Layout
Subtotal Hours:
1.0
9 0
1.5
10 5
Task 02
Project Meetings
6.0
1.0
10.0
4
1Project
Meetings
1.0
4.0 140
8.0
5
Cost Estimate
Subtotal Hours:
1.0
4.0
4.0
4.0
Task 03
Quality Assurance/Quality Control
6.0
1
Quality Control
10.0
2.0
60.0
2.0
2
Quality Assurance
0.5
0.S
!Community Charrettes
Subtotal Hours:
0.5
2.0
2.5
Subtotal Hours:
8.0
Total Hours All Tasks:
0.5
15.0
1.5
17.0
Total Direct Labor Estimate
$50.00
1 $1,080.00 1
$39.00
$1,169.00
Phase 03 Concept Design Verification
Task Ol
Concept Design Verification
1
Auto -tum Analysis
1.0
12-0
2
Draft Layout
1.0
20.0
3
Project Cost Analysis
6.0
1.0
10.0
4
Revised Layout
1.0
8.0
5
Cost Estimate
1.0
4.0
6
Technical Memorandum
6.0
Subtotal Hours:
10.0
t.0
60.0
Task 02
Charrette Support
1
!Community Charrettes
8.0
Subtotal Hours:
8.0
Total Phase Hours:
18.0
1.0
60.0
Total Phase Direct Labor:
57.296.0C
S40.00
$2,160.00
Total Hours All Phases 0.5
3S.0
11.0
60.0 2.5
Total Direct
Labor Estimate All Phases $50.00
$2,520.00
$440.00
I $2,160.00 S6S.00
13.0
21.0
17.0
9.0
5.0
6.0
71 0
8.0
8.0
[1111111,
109.0
$5,235.00
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Consultant Fee Determination - Exhibit E-3
Project: Quilcene Complete Streets (Supplemental Agreement No.t)
Consultant Fee Determination
DIRECT SALARY COST
Discipline
Hours
Rate
Amount
Sr Principal Consultant
0.5
$100.00
$50
Principal
35.0
$72.00
$2,520
Project Engineer 1
11.0
$40.00
$440
Senior Designer
60.0
$36.00
$2,160
Project Coord 1
2.5
$26.00
$65
Subtotal:
109.0
Total Direct Salary Cost
$5,235
OVERHEAD
Overhead Rate:
165.37%
Direct Salary Cost: $5,235
Overhead Cost
$8,657
FIXED FEE
Fixed Fee Rate:
32.00%
Direct Salary Cost: $5,235
Fixed Fee Cost
$1,675
TOTAL SALARY COST
Total Salary Cost
$15,567
SUBCONSULTANTS (Yes or No) Yes
Subconsultant Fee $0
Subconsultant Markup: 0% $0
Total Subconsultants $0
REIMBURSABLES
Copies, Reproductions, et 1.5% of Total Salary Cost $234
Mileage: 800 miles at $0.535 $428
Total Expenses: $662
SUBTOTAL (SALARY, SUBCONSULTANTS AND EXPENSES)
Subtotal (Salary, Subconsultants and Expenses) $16,229
MANAGEMENT RESERVE FUND (MRF)
Management Reserve 0.0% of Subtotal $0
Total Estimated Budget: $16,229
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