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HomeMy WebLinkAbout082420_ca05 Department 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 Engineer Agenda Date: August 24, 2020 Subject: Supplemental Agreement No. 1 to Professional Services Agreement with KPFF Consulting Engineers for Thorndyke Road MP 4.71 Culvert Replacement, County Project No. 18020580 Statement of Issue: It is necessary to execute a supplement to the Professional Services Agreement with KPFF Consulting Engineers of Lacey, Washington in order to complete the Phase 2 work for Thorndyke Road MP 4.71 Culvert Replacement. Analysis/Strategic Goals/Pro's Et Con's: Thorndyke Road MP 4.71 Culvert Replacement is a transportation improvement project included in the officially adopted 2019-2024 Transportation Improvement Program (TIP) as Item No. 11. The project will replace the fish barrier culverts at this location with a new fish-passable structure. Jefferson County secured funding from the Fish Barrier Removal Board (FBRB) for project design in July 2019. This supplement to the Professional Services Agreement is for Phase 2 work, consisting of the Plans, Specifications and Estimates, environmental permitting, and bridge load rating. Phase 2 work will be based on the Preliminary Design Report completed by KPFF under Phase 1 of the agreement. Fiscal Impact/Cost Benefit Analysis: The supplement amount for Phase 2 work is $131,582. The new maximum amount payable under this agreement is $232,132. Cost will be reimbursed at 85% from the FBRB grant and 15% from the Road Fund. Recommendation: Public Works recommends that the Board execute all three (3) originals of the Supplement with KPFF Consulting Engineers, and return two (2) originals to Public Works for further processing. Department Contact: Mark Thurston, P.E., Project Manager, 385-9160. Byd,-, 9216,_ .69 4/1 p Mor Zip ounty :d or Date Supplemental Agreement Number: 1 Agreement Number: Professional Services Agreement executed September 16, 2019 Organization, Address, and Phone: KPFF Consulting Engineers 612 Woodland Square Loop SE, Suite 100 Lacey, WA 98503 (360) 292-7230 Project Number Execution Date: Completion Date: 18020580 September 16, 2019 No contract expiration date. Project Title New Maximum Amount Payable: Thorndyke Road MP 4.71 Culvert Replacement $232,132.00 Description of Work: This supplement to the original contract is to provide professional services to develop the Plans, Specifications, and Estimates, obtain necessary permits and environmental clearances to construct the project, and provide a load rating for the new structure. This work will be based on the preliminary design report and preliminary plans developed by KPFF under Phase 1. SUPPLEMENTAL AGREEMENT The Local Agency of Jefferson County Public Works hereby amends the agreement with KPFF Consulting Engineers ("the Agreement"), executed on September 16, 2019. All provisions in the Agreement remain in effect, except as expressly modified by this Supplemental Agreement. The changes to the Agreement are described as follows: Item 2, Scope of Services, shall be amended by supplementing Task No. 1, PROJECT MANAGEMENT, adding Task No. 7, PLANS, SPECIFICATIONS AND ESTIMATES, adding Task No. 8, ENVIRONMENTAL PERMITTING, and adding Task No. 9, LOAD RATING. The revised scope of work under Task Number 1, 7, 8, and 9 are set forth in the attached Exhibit A, and by this reference made a part of this supplement. Item 4, Payment shall be amended as follows: Task No. 1, PROJECT MANAGEMENT, will have a new maximum amount payable of $19,888.00 Task No. 7, PLANS, SPECIFICATIONS AND ESTIMATES, will have a maximum amount payable of $108,767.00. Task No. 8, ENVIRONMENTAL PERMITTING, will have a maximum amount payable of $11,586.00. Task No. 9, LOAD RATING, will have a maximum amount payable of $5,655.00. The new, total maximum amount payable for the Agreement will be $232,132.00 as shown below, and as detailed in the attached Exhibit B. Supplemental Agreement (to A & B) Contract C, Version 1, Risk Legal Review Date 04/30/2018 Page 1 of Task No. Task Description Original Maximum Amount Payable Supplement # 1 New Maximum Amount Payable 1 Project Management $13,814.00 $5,574.00 $19,388.00 2 GeotechnicalInvestigation $31,110.00 $0.00 $31,110.00 3 -Hydraulic Analysis $19,768.00 $0.00 19,768.00 4 Environmental Permitting Review $2,630.00 $0.00 $2,630.00 5 Topographic/Land Survey $541.00 $0.00 $541.00 6 -Preliminary Design Report $29,643.00 $0.00 $29,643.00 Subconsultant Markup $2,544.00 $0.00 $2,544.00 Reimbursable Expenses $500.00 $0.00 $500.00 7 j Plans, Specifications, and Estimates $0.00 $108,767.00 $108,767.00 8 Environmental Permittirla $0.00 $11,586.00 $11,586.00 9 Load Rating $0.00 $5,655.00 $5,655.00 TOTAL 1 $100,550.00 $131,582.00 $232,132.00 Supplemental Agreement (to A & B) Contract C, Version 1, Risk Legal Review Date 04/30/2018 Page 2 of This Supplemental Agreement shall be effective upon execution by both parties. Work performed consistent with the Agreement prior to execution of this Supplemental Agreement is hereby ratified. In witness whereof, the parties hereto have executed this Supplemental Agreement Number 1 as shown below. (Consultant Firm Name) KPFF Consulting Engineers Consultant's Name (Please print) -�oxr-�o--L Consultant's Signature y /l3 o Date Approved as to form only: PRE -APPROVED CONTRACT FORM Philip C. Hunsucker Date Chief Civilpepmy-P—ro-gNuting Attorney P.E. Public Engineer Date COUNTY OF JEFFERSON BOARD OF COMMISSIONERS Kate Dean, District 1 David Sullivan, District 2 Greg Brotherton, District 3 Date Date Date Supplemental Agreement (to A & B) Contract C, Version 1, Risk Legal Review Date 04/30/2018 Page 3 of 3 Exhibit A Scope of Work — Phase 2 Thorndyke Road MP 4.71 Culvert Replacement: PS&E, Environmental Permitting & Load Rating OBJECTIVE This supplement to the original contract is to provide professional services to Jefferson County (the County) necessaryto develop the Plans, Specifications, and Estimates, obtain the necessary permits and environmental clearances to construct the project, and provide a load rating for the new structure. This work will be based on the preliminary design report and preliminary plans developed by KPFF under Phase 1. DURATION Tasks associated with completing the PS&E, permitting, and load rating are anticipated to require six to twelve months, depending on permitting timelines. The County's RCO (Recreation and Conservation Office) grant for design requires that final PS&E be submitted to RCO no later than December 31, 2020. Permit approvals may extend beyond that deadline. SERVICES KPFF, with subconsultants, will oversee and manage services necessary to accomplish the scope of work for the following efforts: Phase 2: ❑ Task 16 — Project Management (Phase 2) ❑ Task 7 — Plans, Specification, and Estimate (PS&E) ❑ Task 8 — Environmental Permitting ❑ Task 9 — Load Rating TASK 1B — PROJECT MANAGEMENT (Phase 2) This task includes necessary work to plan and manage the project resulting in a quality product on -time and within budget. This task was included under Phase 1, but will be supplemented under Phase 2. Task items include the following sections for the duration of Phase 2: 1.1 ProjectSchedule KPFF has prepared a project schedule under Phase 1. The schedule will be revised with Phase 2 milestones and task durations throughout Phase 2. The schedule will detail individual work elements of the project scope, and schedule requirements incorporating both internal and external milestones. The schedule will extend from the end of Phase 1 (preliminary design) through final PS&E, permit approvals, and load rating, and meet the grant agency (RCO and Fish Barrier Removal Board) deadline of completing the PS&E no later than December 31, 2020. The schedule will be Page 1 of 7 Thorndyke Rd MP 4.71 Culvert Replacement Exhibit A - Scope of Work developed by a critical path method. Deliverables: Project Schedule (Microsoft Project) 1.2 Progress Meetings Progress meetings will be held to coordinate work activities and keep the County informed of progress to date. Every two weeks the County will be informed of current progress. This will be done by a phone call from KPFF's project manager to the County's project manager. Meetings will be held via teleconference or video conference as necessary to coordinate design progress with the County and the funding agency. Deliverables: email summary of action items. 1.3 Coordination Meetings In addition to progress meetings with the County, KPFF will host or attend coordination meetings with stakeholders such as WDFW, Tribes, the Brian Abbott Fish Barrier Review Board Technical Review Team, and permitting agencies in order to facilitate design and permitting of the project. Two teleconference meetings are assumed. No on -site meetings are anticipated. Deliverables: Agendas and Meeting Minutes 1.4 Progress Reports and Billings KPFF will continue with progress reports and billings as specified in the original contract Scope of Work. 1.5 Managing Subconsultants KPFF will continue with managing subconsultants as specified in the original contract Scope of Work. 1.6 Quality Assurance Reviews KPFF will continue with quality assurance review as specified in the original contract Scope of Work. TASK 7 — PLANS, SPECIFICATION, AND ESTIMATE (PS&E) The general focus of this task will be preparation of the plans, specifications, and estimated construction costs for the selected alternative (35 ft. span buried bridge), roadway approaches, and creek restoration. Contract plans shall be prepared in general conformance with the WSDOT Design Manual, and the WSDOT Plans Preparation Manual. KPFF will complete these elements of the bid package and stamp the appropriate plan sheets and specifications. 7.1 Structural Design KPFF will perform the structural engineering analysis necessary to size and design the buried bridge structure per the current AASHTO LRFD Bridge Design Specifications, supplemented by the WSDOT Bridge Design Manual, for an HL-93 vehicular live load. This design will be based Page 2 of 7 Thorndyke Rd MP 4.71 Culvert Replacement Exhibit A - Scope of Work on a typical flat -top, non -arched reinforced concrete three -sided box unit. Alternative structure shapes or 3rd party configurations will not be investigated as part of this task. This work will include providing complete structural design information on the Plans for the typical flat -top, non -arched three -sided box units and their associated footing elements. The structural design effort includes a required seismic racking analysis. KPFF assumes that the precast concrete wingwalls will be designed by the Contractor. Therefore, KPFF will provide the wall lengths, heights, and general geometric information in the plans for the Contractor to design and fabricate each required wingwall unit. 7.2 Civil Design KPFF will perform the civil engineering analysis necessary to ensure that the roadway and roadside features meet all applicable standards and requirements of the WSDOT Design Manual, with the exception of road geometric decisions made during Phase 1 work. KPFF shall prepare a draft and final memo documenting the fact that stormwater requirements are not triggered for the project. 7.3 Plans, Specifications, and Estimate KPFF will prepare plans for the construction of the new water crossing structure, roadway approaches, and creek restoration in general conformance with the WSDOT plans preparation manual. Project technical specifications will be prepared to supplement the 2020 Washington State Department of Transportation (WSDOT) Standard Specifications for Road, Bridge and Municipal Construction. KPFF will provide specifications required for the civil and structural elements of the project. The County will be responsible for Division 1, Contract Documents, Appendices, and final assembly. KPFF will be responsible for Divisions 2-9. KPFF will provide an Engineers estimate of construction costs, and will fill in bid items and quantities on a County -provided bid proposal form. The anticipated drawing package for phase 2 includes: 1. 30 Percent PS&E Submittal: o Preliminary Drawings — PDF 11x17 electronic file ❑ Cover Sheet including Vicinity Map and Drawing Index (1) ❑ Legend and Abbreviations (1) ❑ Existing Conditions (survey) (1) ❑ Roadway Typical Sections (1) ❑ Roadway Plan and Profile (1) ❑ Maintenance of Traffic Plan (1) ❑ Fish Passage Structure Plan View (1) Page 3 of 7 Thorndyke Rd MP 4.71 Culvert Replacement Exhibit A - Scope of Work ❑ Fish Passage Structure Profile (1) ❑ Stream Details (1) o Quantity calculations and Cost Estimate 2. 60 Percent PS&E Submittal: o Updated Drawings — PDF 11x17 electronic file ❑ Cover Sheet including Vicinity Map and Drawing Index (1) ❑ Legend and Abbreviations (1) ❑ Typical Roadway Section (1) ❑ Roadway Plan and Profile (2) ❑ Roadway Details (1) ❑ Stream Plan View (1) ❑ Stream Profile (1) ❑ Stream Details (stream cross-section, stream grade control, LWD, etc.)(1) ❑ Buried Bridge Layout (1) ❑ Foundation Plans (1) ❑ Foundation Details (1) ❑ Buried Bridge Structural Details (2) ❑ Wingwall Details (1) ❑ TESC Plan (1) ❑ TESC Details (1) ❑ Maintenance of Traffic Plan/Temporary Traffic Control (shoofly plan, profile & section) (2) ❑ Dewatering & Stream Bypass Plan (1) ❑ Planting Plans (1) o Outline Specification —electronic, PDF format o Cost Estimate —electronic, excel spreadsheet format 3. 90 Percent PS&E Submittal: o Updated Drawings — PDF 11x17 electronic file ❑ Cover Sheet including Vicinity Map and Drawing Index (1) ❑ Legend and Abbreviations (1) ❑ Typical Roadway Section (1) ❑ Roadway Plan and Profile (2) ❑ Roadway Details (1) Page 4 of 7 Thorndyke Rd MP 4.71 Culvert Replacement Exhibit A - Scope of Work ❑ Stream Plan View (1) ❑ Stream Profile (1) ❑ Stream Details (stream cross-section, stream grade control, LWD, etc.)(1) ❑ Buried Bridge Layout (1) ❑ Foundation Plans (1) ❑ Foundation Details (1) ❑ Buried Bridge Structural Details (2) ❑ Wingwall Details (1) ❑ TESC Plan (1) ❑ TESC Details (1) ❑ Maintenance of Traffic Plan/Temporary Traffic Control (shoofly plan, profile, and section)(2) ❑ Dewatering & Stream Bypass Plan (1) ❑ Planting Plan (1) o Draft Specification —electronic, PDF format o Cost Estimate —electronic, excel spreadsheet format o Final Design Report (draft for Jefferson County review) for RCO o Stormwater Technical Memo 0 4. 100 Percent PS&E Submittals: 0 Stamped/Signed Drawings — PDF 11x17 electronic file, electronic AutoCADDfile o Stamped/Signed Specifications —electronic, PDF format, and stamped cover sheetin PDF format o Cost Estimate — electronic, excel spreadsheet format o Final Design Report for RCO Assumptions: • The County will provide advertisement, Plan Holder's List, and manage the bidding process. TASK 8 — ENVIRONMENTAL PERMITTING KPFF will manage the environmental process to obtain all environmental clearances and permits necessary for the culvert project. Proper documentation identified in Task 4 will be attained in this phase and KPFF will assist the County with responses to comments from permit reviewers. 8.1 Field Work and Data Collection Page 5 of 7 Thorndyke Rd MP 4.71 Culvert Replacement Exhibit A - Scope of Work KPFF will conduct field survey to acquire stream channel, habitat, riparian, and wetlands information to incorporate into the JARPA and HPA applications. Field work will verify physical and biological information derived from the desktop analysis. Physical habitat data derived from field work will be integrated into reporting and design as the baseline condition. Baseline Conditions will be utilized for the application process in evaluating potential effects. 8.2 Environmental Permits KPFF will prepare and coordinate the JARPA Application, Corps permit and WDFW Hydraulic Permit Application (HPA). KPFF will identify the relevant recipients to ensure proper routing. KPFF will revise the DARPA, Corps permit, and HPA as appropriate and provide final versions to the County for submittal. The consultant will respond to comments from the resource agencies in regards to the reports. 8.3 Wetland Delineation Report KPFF will perform field delineation of wetland boundaries adjacent to the project site and prepare a wetland delineation report. Delineation of complete wetland boundaries will not be performed. Only the wetland borders adjacent to the project site will be delineated. Deliverables: 1. Draft and final JARPA (pdf) for USACE. 2. Draft and final HPA Application (PDF). 3. Documentation to support other Jefferson County Permit requirements such as the Hood Canal Coordinating Council letter of support and Limit 8 self -certification. 4. Wetland Delineation Report. Assumptions: • The NEPA process will not be required unless the funding gained for this project is federal. If federal funding is acquired, that will create a federal nexus and will therefore require the NEPA process to be added to the permitting requirements. ■ A biological Assessment will not be required. • A mitigation plan for wetland impacts will not be required. If the project will impact wetlands at the level to require a mitigation plan. A mitigation plan, if required, can be added by KPFF as an additional service. • The County will be responsible for the Cultural Resources assessment and obtaining concurrence from the Department of Archaeology and Historic Preservation (DAHP). TASK 9 — LOAD RATING KPFF shall provide a load rating for the structure using the Load and Resistance Factor Rating (LRFR) method in accordance with the latest edition of the AASHTO Manual for Bridge Evaluation and the Page 6 of 7 Thorndyke Rd MP 4.71 Culvert Replacement Exhibit A - Scope of Work latest WSDOT Bridge Design Manual requirements. Deliverables: 1. Load Rating Report FUTURE TASKS THAT KPFF MAY BE CONSIDERED FOR: 1. Bidding support 2. Construction support services 3. Fish exclusion 4. 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