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HomeMy WebLinkAbout2020-04-21 - Perteet Inc - General Agreements / General Service Agreements - 2019-05., Transportation Improvement Board ,Consultant Supplemental Agreement No. 2 Agency City of East Wenatchee Project Number 2019-05 Project Name City of East Wenatchee 2019 TIB Complete Streets Projects Consulting Firm Perteet, Inc. Supplement Phase Construction Management The Local Agency of City of East Wenatchee desires to supplement the agreement entered into with Perteet, Inc. and executed on October 22, 2019. 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: Section ll, SCOPE OF WORK, is hereby amended to include: Services as described in Exhibit "13-1", attached hereto and made a part of this agreement. Section IV, TIME FOR BEGINNING AND COMPLETION, is amended to change the Completion Date 14 SUPPLEMENTAL COMPLETION DATE September 30, 2020 Section V, PAYMENT, shall be amended as follows as set forth in Exhibit D-2 MAXIMUM AMOUNT PAYABLE $117,129 SUMMARY Citv of East Wenatchee 2019 TIB Complete Streets Proiects Basic Agreement Supplement #1 Time Extension Supplement #2 Total Hourly Cost $ 76,640 $ 23,770 $ 100,410 Direct Non -Salary Costs $ 13,285 $ 3,434 $ 16,719 Total $ 89,925 $ - $ 27,204 $ 117,129 If you concur with this supplement and agree to the changes as stated above, please sign and date in the appropriate spaces below. Page 1 Transportation Improvement Board f;Consultant Supplemental Agreement No. 2 Exhibit "B-1" — Scope of Services CITY O F EAST WENATCHEE — SUPPLEMENT NO.2 SCOPE OF SERVICES INTRODUCTION This project will improve pedestrian safety at three locations with funding from a TIB Complete Streets award and is separated into three projects. Project No. 1 proposes upgrade the existing signalized crosswalk at Grant Road and Georgia Avenue to a Rectangular Rapid Flash Beacon (R.RFB) system. Project No. 2 proposes to install a new signalized RRFB pedestrian crossing on Grant Road at June Avenue. Project No. 3 proposes to install approximately 500' of curb, gutter, sidewalk and associated storm drainage on the north side of 3rd Street NE near the irrigation canal to Georgia Avenue. This project includes constructing sidewalk across an irrigation canal that spans approximately 20'. Perteet Inc. (Consultant) will provide construction observation and administration services for the City of East Wenatchee (The City). The Consultant will endeavor to protect the City of East Wenatchee against defects and deficiencies in the work of the Contractor, but cannot guarantee the Contractor's performance and shall not be responsible for construction means, methods, techniques, sequences, procedures for safety precautions and programs in connection with the work. Services shall be limited to those expressly set forth herein. If the service is not specifically identified herein, it is expressly excluded. Perteet shall have no other obligations, duties or responsibilities associated with the project except as expressly provided in this agreement. GENERAL SCOPE OF SERVICES This agreement includes professional services to provide construction observation and administration services for the TIB Complete Streets Project. No Federal funds will be used in the construction of the project. The following is a description of services to be provided by Perteet Inc. This scope consists of the following work elements: Task 1— Construction Project Management Task 2 — Construction Administration and Documentation Task 3 — Construction Observation SCOPE OF SERVICES DEFINED Construction Inspection and Administration Services The scope of services by the Consultant for the TIB and City funded Complete Streets Project is summarized below. These services will include project management, meetings attendance, correspondence, contract administration, and construction observation for the City of East Wenatchee as Page 2 Transportation Improvement Board WO --Consultant Supplemental Agreement No. 2 required for the construction of the project, as detailed below. • Construction of the TIB Complete Streets Project is anticipated to begin in May or June 2020 and to be complete prior to August 30, 2020 (40-day duration of on -site work). • The Consultant contract will be extended to September 2020. • The Contractor will have 40 working days to complete the work. • The attached budget for the services detailed below is based on the following: o Construction observation for an average of 12.5 hours/week (2.5 hrs per day), through 40 working days; o Construction administration for an average of 7.5 hours/week (depending on Contractor activity and materials submittals), through 40 working days. • Construction survey is provided by the Contractor per the Contract Provisions. The Contractor will also be responsible for surveying and reporting changes from the plans for the production of record drawings. • 8 hours will be provided at the end of construction to prepare construction documentation for transmittal to the City. Documentation includes materials, schedule, and payment documentation. These hours are included in Task 3. • It is anticipated that the project can be constructed within the existing public right-of-way and temporary construction permit areas. • Construction Special Inspection will provide material sampling and material testing, as needed. • Construction documentation will be prepared using City and/or WSDOT forms from the Local Agency Guideline (LAG) Manual. No construction documentation reviews are anticipated with funding agencies. • There are no Disadvantaged Business Enterprise (DBE) requirements for this project, and the Consultant will not collect any DBE paperwork or perform DBE onsite reviews. • Additional effort beyond the reasonable industry standard for each task will be considered Extra Work and, if needed, will be negotiated as a supplement between the City and the Consultant. Perteet reserves the right to shift funds within the Contract between Tasks, and between members of the Consultant team -during the prosecution of the work. Task 1— Consultant Project Management The Consultant will provide project management of the Consultant team. As part of the project, the Consultant will prepare monthly progress reports that describe the work items and percentage of work items that were accomplished during a given month. The monthly progress reports will also identify other issues or problems that may occur in any given month. The Consultant will submit these monthly progress reports to the City's Project Manager with the monthly invoices. The monthly invoices will bill by major tasks. The Consultant Project Manager will notify the City's Project Manager, in writing (memo format), of any out of scope and/or budgetary issues that are inconsistent with this Scope of Work. The City and the Consultant will coordinate on any issues by telephone or in person. Work Elements: • Project setup. • Control of project budget and schedule. • Prepare monthly progress reports and invoices. • Maintain on -going contact with the City's Project Manager via informal meetings, telephone discussions, and electronic mail. Paae 3 Transportation Improvement Board 'jConsultant Supplemental Agreement No. 2 Assumptions: • This contract duration shall be no longer than four (4) months. • The Consultant will prepare its invoice monthly. • A maximum of four (4) progress reports and invoices will be prepared. • The Consultant Project Manager will notify City's Project Manager, in writing (memo format), of any out of scope and/or budgetary issues that are inconsistent with this Scope of Work. Deliverables: • Monthly Invoice and Progress Report (maximum of four (4), hard copy) Task 2 — Construction Administration and Documentation The Consultant will provide construction documentation and record keeping. Standard WSDOT forms will be used for records and reporting procedures. If a WSDOT form is not available, a Perteet form will be used. At completion of the project Perteet will provide electronic files of all documentation to the City. Work Elements: • Prepare the Record of Materials (ROM). • Prepare agenda and co -lead preconstruction conference with City of East Wenatchee. • Prepare and sign the Notice to Proceed (NTP) letter to the Contractor. • Manage and coordinate changes to the contract, including: o Issuing Field Directives. a Negotiating and writing change orders for City to sign. • Coordinate a response to Contractor -submitted RFIs. • Material Documentation o Project File/Records and documentation setup. Project filing Index will be based on Perteet's file index. o Maintain a submittal and RFI tracking system to assure timely responses and minimize potential delays. o Review Material Submittals (RAMs) from Construction Contractor. This includes materials used on the project, such as storm, landscaping, aggregates, pavement, concrete, electrical and steel items. o Review Shop Drawings submitted by the contractor. o Maintain a Record of Materials (ROM) to ensure proper approval of all materials incorporated into the project. • Payment Documentation o The Consultant will review the Contractor request for payment and will prepare monthly Application for Payment estimates for City approval, based on the Consultant's field note records. Assumptions: • The Consultant will obtain and approve all requests to sublet. • The City will track all contractor and subcontractor administrative documentation (statements of intent, business licenses, certified payrolls, affidavits of wages paid, etc.). • The City and Consultant will coordinate a meeting facility and meeting date for the project Preconstruction Conference. The Consultant will prepare the meeting agenda and meeting notes and distribute PDF copies of the meeting notes to all attendees for review. The Consultant and City will co -lead the Preconstruction Conference. • The Consultant will prepare Change Orders to City and Contractor for approval and signature. Paqe 4 Transportation Improvement Board I'Consultant Supplemental Agreement No. 2 The Consultant will prepare suspension letters and letters acknowledging substantial completion and final completion for City signature and approval. Deliverables: • Monthly Application for Payment estimate submitted for City approval • Project RFIs, field directives, and change orders. • Schedule documentation files (copies of NTP, substantial completion, final completion). • Materials documentation files (submittals, field note records, material test reports). • Payment documentation files (field note records, payment ledger, signed pay estimates). Tasks to be Performed by the City: • Employment Documentation o Obtain Intent to Pay Prevailing Wage o Affidavit of Wages Paid for prime and subcontractor • Review and sign change orders as recommended by Consultant • Review, sign, and process Contractor progress payments. • Public outreach beyond addressing questions and concerns in the field will be handled by the City. • The City will provide a location for the weekly construction meetings. Task 3 — Construction Observation The Consultant will provide construction observation of the technical conduct and progress of the construction, including providing day-to-day contact with the Contractor and City in accordance with the roles and responsibilities stated in the WSDOT Standard Specifications and the contract -specific Special Provisions. The Construction Inspector shall not be responsible for the means, methods, techniques, or procedures of the construction selected by the Construction Contractor(s) or for any failure of Construction Contractor(s) to comply with laws, ordinances, rules, or regulations applicable to the construction work. The parties recognize that the Construction Contractor(s) is responsible for ensuring that construction is in accordance with the plans and specifications. Work Elements: • Prepare daily construction reports, describing the Construction Contractor's operations performed and recording decisions and observations of a general or specific nature in chronological order. o Measure quantities of materials installed, log equipment and staff used, and other related items. o Verify in the daily report that the Contractor is working with the proper traffic control plans (if applicable). o Document work being done on a force account basis. o Obtain required documents (i.e., truck tickets, Daily Traffic Control and TESC reports, etc.) to be provided by Contractor on -site. Verify that material approval is complete (via ROM) prior to material being used on -site. Coordinate, report and log the results for field sampling, field testing, and laboratory testing of soils, aggregates and concrete to determine compliance of those materials with construction contract requirements. In those instances where unsatisfactory test results are obtained, follow through with notification to the Construction Contractor and retesting of the materials after corrections are made. Measure Quantities for Progress Payment. o Collect and tabulate quantity delivery tickets. o Prepare field note records. Page 5 f I.. Transportation Improvement Board ;'Consultant Supplemental Agreement No. 2 o Check that Manufacturer's Certifications are received prior to recommendation for payment. • Take progress photographs of construction activities to document progress of the work and job site conditions encountered. These photos will be a part of finalized Inspector Daily Reports. • ADA compliance. The Consultant will review the constructed pedestrian facilities, including sidewalks and curb ramps. The Consultant will check for ADA compliance to the PROWAG guidelines. No hours are included to write a construction MEF document if found to be needed. • Document authorized force account work using WSDOT's force account field form, including tracking labor hours, equipment hours, and material used. To ensure that force account labor personnel are compensated appropriately, the Consultant will collect payroll rates from the Contractor. • Provide field note records to be used for Application for Payment estimates. • Make recommendations to the City concerning operational acceptance, substantial completion, and final acceptance of the work, including review of the requests for extension of time by the Construction Contractor. Perform a final review and inspection of the construction work and prepare a final list of items to be corrected. After substantial completion of the project, verify completion of the punch list. • Record drawings. Review the Construction Contractor's Record Drawings upon completion of major tasks to verify posted changes. Assumptions: • The Consultant will spend up to 2.5hrs per day providing construction observation. Additional hours beyond those scope will be considered Extra Work and, if needed, will be negotiated as a supplement between the City. Deliverables: • Inspector Daily Reports including photographs • Force account documentation to be used in payment estimates (Task 2) • Project Punch List (Prepared list and completed list) Tasks to be performed by the City: • The City will be the reviewer of the Consultant produced Inspector Daily Reports (IDR's) and Field Note Records (FNR's). Paqe 6 Transportation Improvement Board 1IMiConsultant Supplemental Agreement No. 2 Exhibit D-2 Consultant Fee Determination Summary 1 PERTEET 2707 Colby Avenue, Suite 900, Everett, WA 982011 P 425.252.7700 Project: East Wenatchee Complete Streets CM Client: City of East Wenatchee Hourly Costs Classification Hours Rate Amount Sr. Engineer / Mgr 48 $190.00 $9,120 Conti Technician III 88 $110.00 $9,680 Contt Technician III 40 $110.00 $4,400 Accountant 6 $95.00 $570 Total Hourly Costs 182 $23,770.00 Reimbursables Expenses Testing Services Total Expenses In -House Costs Mileage - $.575 Total In -House Costs Subconsultants Total Subconsultant Costs Amount $3,089 $3,089.00 Q—tyt Rate Amount 600 $0.575 $345 $345.00 Subconsultants Cost Markup Amount 0 0 Contract Total $27,204.00 Prepared By: Jennifer D Saugen Date: April 16, 2020 Paqe 7