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HomeMy WebLinkAbout062121_ca07 Department of Public Works O Consent Page 1 of 1 Jefferson County Board of Commissioners Agenda Request To: Board of Commissioners From: Monte Reinders, Public Works Director/County g En ineer Agenda Date: June 21, 2021 Subject: Supplemental professional services contract for JUMP! playground Statement of Issue: The project agreement between the County and the JUMP! playground group was approved July 10, 2017. The scope of the initial architectural services contract, approved on January 6, 2020, with Nakano Associates is up to 60% design. Based on the successful RCO grant application, the contract now needs to be supplemented to include civil engineering, 90% design, 100% design, and limited construction administration services. Analysis/Strategic Goals/Pro's Et Con's: Nakano Associates are skilled and experienced in park and playground projects. The supplemental scope will enable completion of the project. Fiscal Impact/Cost Benefit Analysis: The contract supplemental cost is $57,630. Costs for project design, engineering, and limited construction administration are eligible for reimbursement by the RCO per the grant agreement. Recommendation: Sign three copies of the supplemental professional services contract and return them to Public Works. Department Contact: Matt Tyler. 385-9129 Reviewed By: Mark McCaule terim County Admin' for Dat Supplemental Agreement (to A & B) Contract C, Version 1, Risk Legal Review Date 04/30/2018 Page 1 of 2 Supplemental Agreement Organization, Address, and Phone: Nakano Associates 853 Hiawatha Place South Seattle, Washington 98144 206-292-9392 Supplement Agreement Number:1 Project Number 17520650 Execution Date: 1/6/2020 Completion Date: 7/1/2023 Project Title Jefferson Universal Movement Playground (JUMP!)at HJ Carroll Park New Maximum Amount Payable: $88,990 Description of Work: Architectural design services for the JUMP! playground at HJ Carroll Park including 60%, 90% and 100% design work, two technical design meetings, and engineering services. SUPPLEMENTAL AGREEMENT The Local Agency of Jefferson County Public Works hereby amends the agreement with Nakano Associated (“the Agreement”), executed on January 6, 2020. 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: I. Scope:60%, 90%, and 100% design plans including 11 plan sheets, specification sheet, civil engineering. Technical design meetings for 60% and 90%. Limited construction administration. (See attached scope). II. Schedule: 60% Design Complete July 15, 2021 90% Design Complete September 1, 2021 100% Design Complete October 15, 2021 Construction Services June 1, 2022 –October 1, 2022 Legacy2012 LLC dba Nakano Associates Ida Ottesen, Principal June 14, 2021 1932 First Avenue, Suite 201 Seattle, Washington 98101 P. 206.725.1211 F. 206.973.5344 lpdengineering.com Proposal for Civil Engineering Services Date:March 1, 2021 To: Nakano Associates 853 Hiawatha Place South Seattle, WA 98144 Attn: Ida Ottesen, PLA, ALA, Principal, LEED AP BD+C From: Laurie J. Pfarr, PE Project: Jefferson County Parks JUMP! Playground – Phase 1 Thank you for the opportunity to provide this proposal. We look forward to working with you. This proposal is to confirm our understanding of the scope of services and compensation for this project. Description of Project This proposal is for civil engineering services for site improvements associated with the development of a new accessible and inclusive playground on the existing site of HJ Carroll Park located in Jefferson County. According to site plan documents provided by Nakano Associates, the new playground will consist of various recreational features including climbing structures, plaza areas, pedestrian pathways, and plantings and landscaping. HJ Carroll Park is located on a 38-acre site in Chimacum, Washington (parcel number: 901113007). The new playground will be sited in the northwest region of the park site adjacent to the west of the existing basketball courts. Based on preliminary discussions with Nakano Associates, the civil scope for the project will be limited to design for drainage improvements and erosion control measures necessary for the proposed development. It is our understanding that Nakano will be responsible for all associated paving, hardscape design and grading. The drainage design developed for the project will comply with the Department of Ecology’s 2012 Stormwater Management Manual for Western Washington as adopted by Jefferson County. Based on recent communications with Nakano, an initial determination of stormwater requirements and on-site infiltration tests will be completed by internal engineering staff of the County’s Public Works Department. It is anticipated that the project will result in greater than 10,000 square feet of new and replaced impervious surface which will meet the Jefferson Department of Community Development classification for a “large” project requiring evaluation of minimum requirements #1 - #9 for all new and replaced hard surfaces and converted vegetation areas. The scope of this proposal includes completing civil work for the first phase of the park site development. Civil support and design for additional phases can be provided as additional services. EXHIBIT C March 1, 2021 Proposal for Civil Engineering Services JUMP! Playground Page 2 Scope of Services The following civil engineering scope is for the preparation of civil permit documents for site improvements associated with the development of the new JUMP! Playground at HJ Carroll Park located in Jefferson County. Our full scope of services is detailed as follows: JUMP! Playground – Phase 1: Permit/Construction Documents (60% / 90 / 100%/Bid) Submittals for this phase are anticipated to include: 60% Construction Documents (Permit Submittal) 90% Construction Documents (Permit Re-submittal) 100% Construction Documents (Construction Set) Bid Documents Building Permit Submittal (Civil Construction Permit) - LPD Engineering will provide the civil documents listed below; actual permit submittal to Jefferson County will be by others. LPD will respond to County comments (response to one round of comments is included in this proposal). Submittals are anticipated to include: Civil drawings and documents for this phase are anticipated to include: TESC & Site Demolition Plan (1 sheet) Drainage Plan (1 sheet) Details and Notes (1 sheet) Drainage Report (at 60%, 90% and 100% CD) Civil Specifications (60%, 90%, 100% CD, and Bid) 1. Review existing site survey, if available, provided by Berger Partnership or Owner. Coordinate with surveyor and provide additional survey scope as necessary. Set up project drawings using survey as base map. 2. Conduct site research of existing site conditions. 3. Conduct a site visit to review existing conditions and confirm preliminary design assumptions. One (1) site visit is anticipated. 4. Review site plans and documents of park improvements provided by Nakano Associates. 5. Coordinate with Nakano Associates and/or Owner. Includes one (1) meeting. 6. Coordinate with Jefferson County on design, code and permitting requirements. On-going coordination with the County throughout this phase is included 7. Review geotechnical investigation with civil recommendations, provided by Nakano Associates or Owner. Coordinate with Geotechnical Engineer in design of drainage system and TESC plans. 8. Coordinate with design team on stormwater mitigation approach. 9. Develop design of on-site civil systems including temporary erosion and sedimentation control, site demolition, and stormwater management. 10. Prepare civil plans and documents as outlined above at 60%, 90%, and 100% CD. March 1, 2021 Proposal for Civil Engineering Services JUMP! Playground Page 3 11. Prepare Drainage Report at 60%, 90%, and 100% CD. 12. Review and coordinate civil design and documents with the design team documents at each milestone stage. 13. Respond to Jefferson County permit submittal review comments, with updates to the drawings and/or drainage report as required. Includes written responses to permit review comments. Response to one (1) round of City review comments is included in this proposal. 14. Prepare civil specifications at 60%, 90%, and 100% CD. 15. Prepare final civil plans and technical specifications for Bid Documents. Project Fee Our fee for services is based upon the information that we have at this time. We propose to provide civil engineering consulting and drafting services on a lump sum basis. Our anticipated fee for Phase 1 of the project is $21,000. This estimate is meant to be a budget only, and is not a guaranteed maximum. Per the attached Schedule of Conditions dated January 1, 2020, expenses will be billed in addition to this amount. *The fees provided above are valid for six months from the date listed on this proposal. Assumptions Survey in AutoCAD format including point file will be provided by others. A PDF of the final signed survey will also be provided. Survey will be used as base map for civil drawings. Survey shall include topographic. information, above and below grade utilities including but not limited to water, sewer, storm, power, gas, cable, telephone etc. Inverts, size and direction of flow shall be included for storm and sewer. If additional survey is required, or if the survey does not provide adequate information, coordination with the surveyor for the supplementary or updated information will be an additional service. Assumes geotechnical report with civil engineering recommendations and infiltration assumptions per Jefferson County requirements will be provided to LPD by others. Assumes that infiltration testing and infiltration values per Jefferson County requirements will be provided to LPD by others. If additional geotechnical testing is required, coordination with the Geotechnical Engineer for the supplementary or updated information will be an additional service. It is assumed that the site plan will not undergo any changes once the civil design has started that will significantly impact the civil site elements of this project. Site plan updates will be sent to LPD a minimum of 10 working days ahead of any submittals. Stormwater design will be based phase 1 of the park development and will not account for the future phase 2 design. No public (off-site) or private on-site utility main extensions will be required. Assumes no new or relocated fire hydrants will be needed. Deviations or variances, if required, will be an additional service. Selection and installation of new playground equipment will be by others. Assumes that ASAs will be provided to the Owner by the Landscape Architect in a timely manner. Site grading and paving will be by Nakano Associates. March 1, 2021 Proposal for Civil Engineering Services JUMP! Playground Page 4 Exclusions Bid Coordination and Management. Construction Administration. Community outreach. Attendance at meetings on a regular basis beyond the meetings noted in the proposal. Site visits above the amount noted. Attendance or presentation at community meetings, hearings, and workshops. Frontage improvements. Landscape Architecture. Drainage adjustment or variance. This can be added as an additional service if required. Water and Sewer design. This can be provided as an additional service if required. Cost Estimating. Structural engineering. Traffic and sight distance calculations or studies. Construction Traffic Control Plan. Design of upstream or downstream mitigation measures. Public (off-site) or on-site utility main extensions. Over-excavation Plan. This can be added as an additional service. Design of shoring wall drainage systems. This can be provided as an additional service. Electrical (including street lighting), mechanical and franchise utility design (including but not limited to electrical, communication, fiber, gas, ground source heat system etc.) LPD will coordinate civil design with other engineering design disciplines. Environmental Studies. LPD will provide support for SEPA related to civil engineering elements. Calculation of earthwork quantities. LPD can obtain these services and bill as an expense if required. Reproduction for submittals. Submittal of plans and fees associated with submittals to Jefferson County. Warranty services. March 1, 2021 Proposal for Civil Engineering Services JUMP! Playground Page 5 Thank you again for inviting this proposal. Please notify us if you have any concerns or disagree with any of the scope, terms, or conditions. This proposal constitutes the entire agreement between the client and LPD Engineering and supersedes any prior understanding or representation of any kind preceding the date of this proposal. We request that you sign and return a copy of this document to confirm that you have read and agree with this proposal and with the enclosed Schedule of Conditions dated January 1, 2020. We are looking forward to working with you. Sincerely, LPD Engineering PLLC __________________________ ________________________________________ Laurie J. Pfarr, P.E. For Nakano Associates Date Principal | Owner ________________________________________ Printed Name Please complete the following information if different from above: Billing Company / Contact Name (s): ________________________________________ ________________________________________ Billing Address: ________________________________________ ________________________________________ ________________________________________ Billing Email(s): ________________________________________ cc: File Attachments: Schedule of Conditions – dated January 1, 2020 June 14,2021 Ida Ottesen, Principal 1932 First Avenue, Suite 201 Seattle, Washington 98101 p . 206.725.1211 f. 206.973.5344 lpdengineering.com Schedule of Conditions January 1, 2020 The services and compensation of LPD Engineering PLLC are based on the following conditions unless otherwise noted in the accompanying proposal. 1. Hourly Charges for Personnel Principal; Senior Engineer/Project Manager VII $220.00 Principal; Senior Engineer/Project Manager VI $210.00 Senior Engineer/Project Manager V $200.00 Senior Engineer/Project Manager IV $180.00 Senior Engineer/Project Manager III $165.00 Engineer IV/Project Manager II $150.00 Engineer III/Project Manager I $140.00 Engineer II/Project Manager I $130.00 Engineer I $120.00 Design Engineer III $110.00 Design Engineer II $100.00 Design Engineer I $90.00 Engineering Intern $60.00 CAD Manager $135.00 CAD Drafter IV $100.00 CAD Drafter III $95.00 CAD Drafter II $85.00 CAD Drafter I $75.00 Contract Administrator $150.00 Administrator III/Marketing Manager/Tech Writer $130.00 Administrator II $70.00 Administrator I $65.00 Accounting Assistant $70.00 Intern $50.00 Rates are reviewed and adjusted as necessary on an annual basis. When dictated by inflationary pressure, changes in the schedule may be made during the year. Unless other arrangements have been made, charges for all work, including continuing projects initiated in a prior year, will be based on the latest schedule of charges. 2. Reimbursable Expenses 2.1 Reimbursable expenses including travel expenses within the project area, regular mail, and other basic charges incurred during the course of our work are included in our hourly rate. Plotting and printing of civil drawings or printing of civil specifications, rental Equipment, courier services or special delivery items are not included in our fee and will be charged at 1.1 x cost, unless specifically noted in our proposal. 3. Billing 3.1 Invoices will be issued monthly and are payable within 30 days of the date Client receives our invoice or upon receipt of payment from the Owner, whichever is less. An interest charge of one percent (1%) per month will be payable on any amount not paid within this time period. Attorneys’ fees and any other costs incurred in collecting delinquent accounts shall be paid by the Client. 3.2 If the Client fails to make payments when due or otherwise is in breach of this Agreement, LPD Engineering PLLC may suspend performance of services upon five (5) calendar days’ notice to the Client. LPD Engineering PLLC shall have no liability whatsoever to the Client for any costs or damages as a result of such suspension caused by any breach of this Agreement by the Client. January 1,2020 Schedule of Conditions Page 2 4. Dispute Resolution 4.1 In an effort to resolve conflicts that arise during the design or construction of the project or following the completion of the project, the Client and LPD Engineering PLLC agree that all disputes between them arising out of or relating to this Agreement shall be submitted to non-binding mediation unless the parties mutually agree otherwise. 4.2 Should the dispute not be resolved by non-binding mediation, it shall be litigated in King County Washington Superior Court. Thirty (30) days prior to commencing any judicial proceeding, the Client shall provide to LPD Engineering PLLC a written certification executed by an independent design professional currently practicing in the same discipline and licensed in the State of Washington. This certification shall specify each and every act or omission that the certifier contends is a violation of the standard of care expected of a professional performing service under similar circumstances. The prevailing party shall be awarded its reasonable attorney’s fees and costs, including expert witness fees. 5. Standard of Care 5.1 Services provided by LPD Engineering PLLC under this Agreement will be performed in a manner consistent with that degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances in accordance with the governing codes and regulations adopted at the time of the execution of this agreement. No other warranty or representation, either expressed or implied, is included or intended in our proposals, contracts, plans and specifications, or reports. 6. Risk Allocation/Limit of Liability 6.1 The Client agrees that to the fullest extent permitted by law, LPD Engineering’s total liability to the Client for any and all injuries, claims, losses, expenses, damages, or claim expenses arising out of this agreement from any cause or causes, shall not exceed the total amount of the fees for the services outlined in this agreement. 7. Termination 7.1 This Agreement may be terminated by either party upon seven days written notice should the other party fail substantially to perform in accordance with its terms through no fault of the party initiating the termination. 8. Verification of Existing Conditions 8.1 Site development around existing underground utilities requires that certain assumptions be made regarding existing conditions, and because some of these assumptions cannot be verified without expending additional sums of money, or destroying otherwise adequate or serviceable portions of the site, the Client agrees that LPD Engineering PLLC shall not be liable for any costs or damages incurred by any person or entity resulting from concealed conditions. 8.2 In addition, LPD Engineering PLLC shall have no responsibility for the discovery, presence, handling, removal or disposal of, or exposure of persons to, hazardous materials in any form at the project site, including but not limited to asbestos, asbestos products, polychlorinated biphenyl, or other toxic substances. 9. Opinion of Probable Costs 9.1 LPD Engineering PLLC will not provide opinions of probable costs for this project unless specifically noted in the Scope of Work. January 1,2020 Schedule of Conditions Page 3 10. Transfer of Drawings/Electronic Media 10.1 Electronic files containing background information shall be provided to LPD Engineering PLLC at regular intervals throughout the project. The files shall be layered such that all information pertinent to the preparation of the structural drawings is isolated to a specific layer or layers. In addition, since electronic files are continuously modified throughout the project, plots of the architectural drawings shall be provided to LPD Engineering PLLC on a regular basis at sufficient intervals to meet schedule requirements. 10.2 LPD Engineering PLLC will provide electronic files to other design team members, when necessary, at no charge. The use of the provided electronic media is for the convenience of the user only, and will be without any liability or legal exposure to LPD Engineering PLLC. 10.3 Electronic files will not be provided to the Owner, unless special arrangements and/or compensation are made. 11. Assignment 11.1 This Agreement shall be governed by the laws of the State of Washington. Neither party to this Agreement shall transfer, sublet or assign any rights under or interest in this Agreement (including but not limited to monies that are due or monies that may be due) without the prior written consent of the other party. 12. Insurance 12.1 Notwithstanding any other provision in this Agreement, nothing shall be construed so as to void, vitiate, adversely affect or in any other way impair any insurance coverage held by either party to this Agreement. 13. Indemnification 13.1 LPD Engineering PLLC (LPD) agrees to indemnify Client from damages and losses caused by the negligent acts, errors or omissions of LPD in the performance of its services under this Agreement to the extent that LPD is responsible, as determined by a Court of Law or by Arbitration, for such damages and losses on a comparative basis of fault and responsibility between LPD and Client. 13.2 LPD is not obligated to indemnify Client for Client’s own negligence or for client’s contributory or comparative negligence. LPD is not required to indemnify Client for breach of contract. 13.3 The duty to indemnify does not include the duty to defend unless required by law. 13.4 The services provided under this Agreement shall not subject LPD’s employees or shareholders to any personal legal exposure for the risks associated with this Agreement. Therefore, as the sole and exclusive remedy, any claim, demand or suit shall be directed and/or asserted only against the corporate business entity and not against any employees or shareholders. 14. Entire Agreement 14.1 This Agreement constitutes the entire agreement between the Client and LPD Engineering and supersedes any prior understanding or representation of any kind preceding the date of this Agreement. There are no other promises, conditions, understandings or other agreements, whether oral or written, relating to the subject matter of this Agreement. This Agreement may be modified in writing and any such modifications must be signed by both the Client and LPD Engineering.