HomeMy WebLinkAbout2023-09, consultant agreement supplement between the City of East Wenatchee and Perteet Engineering for the 3rd St SE & Rock Island Road Signal project.City of East Wenatchee Resolution 2023-09 with Exhibit A
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City of East Wenatchee, Washington
Resolution No. 2023-09
A Resolution of the City of East Wenatchee, Washington authorizing
the Mayor to execute a consultant agreement supplement between the
City of East Wenatchee and Perteet Engineering for the 3rd St SE &
Rock Island Road Signal project.
1. Alternate format.
1.1. Para leer este documento en otro formato (español, Braille,
leer en voz alta, etc.), póngase en contacto con el vendedor de la
ciudad al alternateformat@eastwenatcheewa.gov, al (509) 884-
9515 o al 711 (TTY).
1.2. To read this document in an alternate format (Spanish,
Braille, read aloud, etc.), please contact the City Clerk at
alternateformat@eastwenatcheewa.gov, at (509) 884-9515, or at
711 (TTY).
2. Authority.
2.1. RCW 35A.11.020 and RCW 35A.12.190 authorize the City
Council to organize and regulate its internal affairs and to define
the powers, functions and duties of its officers and employees.
THE CITY COUNCIL OF THE CITY OF EAST WENATCHEE DO
RESOLVE AS FOLLOWS:
3. Authorization. The City Council authorizes the Mayor to execute a
contract amendment that conforms to the language set forth in
Exhibit A.
4. Severability. If a court of competent jurisdiction declares any
provision in this resolution to be contrary to law, such declaration
shall not affect the validity of the other provisions of this Resolution.
5. Effective date. This Resolution becomes effective immediately.
CITY OF EAST WENATCHEE
Agreement with Perteet Inc. December 21, 2022
1
SCOPE OF SERVICES
City of East Wenatchee
3rd Street SE & Rock Island Road Intersection Improvements
Supplement #3 – Construction Management Services
City Project Number: 2021-11
TIB Project Funding Number: 8-3-161(014)-1
GENERAL SCOPE OF SERVICES
This Supplement closes the design phase for the project and the previously defined Tasks 1 through 13 and opens the
construction phase of the project with the tasks listed below.
Perteet Inc. (Consultant) will provide construction observation and administration services for the City of East
Wenatchee (The City) for the 3rd Street SE and Rock Island Road Intersection Improvements project.
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.
The City of East Wenatchee has partnered with Link Transit to complete construction of each agency’s project in the
vicinity using the same Contractor. All Services within this Supplement shall be limited to construction management
efforts associated with the City of East Wenatchee’s project only.
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.
The Scope of Services for this construction phase of the project includes the following elements:
Task 1 – Project Management
Task 2 – Construction Administration and Documentation
Task 3 – Construction Observation
Task 4 – Design Services During Construction
The Scope of Services for this phase are defined in the tasks below.
SCOPE OF SERVICES DEFINED
Task 1 – Project Management
The Consultant will provide project management of the Consultant team.
EXHIBIT A-1
Exhibit A
City of East Wenatchee
Resolution 2023-09
CITY OF EAST WENATCHEE
Agreement with Perteet Inc. December 21, 2022
2
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.
Assumptions:
• The duration of this construction phase shall be no longer than six (6) months.
• A maximum of six (6) progress reports and invoices will be prepared.
Deliverables:
• Monthly invoice and progress report (PDF, maximum of six).
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 the Contractor, City of East Wenatchee, and
any other project stakeholders.
• Prepare and sign the Notice to Proceed (NTP) letter to the Contractor after contract award.
• Manage and coordinate changes to the contract, including:
o Issuing Field Directives.
o Negotiating and writing change orders with the Contractor for City concurrence. (Revisions to
Plans, Specifications, and quantities for the Contractor will be completed in Task 3.)
• Coordinate responses to Contractor-submitted RFIs and submittals.
• 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 Request for Approval of Materials (RAMs) from the Contractor. This includes materials
used on the project, including by not limited to storm and sewer piping and structures, landscaping,
aggregates, asphalt pavement, concrete, electrical, and steel items.
Exhibit A
City of East Wenatchee
Resolution 2023-09
CITY OF EAST WENATCHEE
Agreement with Perteet Inc. December 21, 2022
3
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, conduct wage rate interviews, 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 suspension letters and letters acknowledging substantial completion and final
completion for City signature and approval.
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
o Conduct wage rate interviews when needed
• 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.
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).
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, sequencing, 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.
Exhibit A
City of East Wenatchee
Resolution 2023-09
CITY OF EAST WENATCHEE
Agreement with Perteet Inc. December 21, 2022
4
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 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.
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.
• 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.
• Project Punch List. Review the substantially completed project with the Contractor and City and prepare a
punchlist of items to be completed prior to final completion. Once Contractor has informed Perteet that
punchlist items are complete, Perteet will review completed work and notify the City once it is complete.
• 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 four (4) hours per day providing construction observation for a maximum of
60 working days. The four hours includes travel time from Perteet’s Wenatchee office to the project site.
Additional hours beyond those scope will be considered Extra Work and, if needed, will be negotiated as a
supplement between the City.
• Perteet will provide up to two (2) site visits to discuss punchlist items.
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).
Deliverables:
• Inspector Daily Reports including photographs
Exhibit A
City of East Wenatchee
Resolution 2023-09
CITY OF EAST WENATCHEE
Agreement with Perteet Inc. December 21, 2022
5
• Project Punch List (Prepared list and completed list)
Task 4 – Design Services During Construction
At the City’s request, the Consultant will provide engineering support for design changes and other professional
engineering services. This may include providing new or revised Contract Drawings, Special Provisions, Quantity
Estimates, and other related engineering services.
Work Elements:
• Prepare up to two (2) design changes, which may each include modifications to the Plans or Specifications
for the Contract as well as updated quantities.
• Design changes prepared in this task may be issued as field directives, change orders, or other mechanism
within Task 2.
Assumptions:
• Consultant time to complete each design change will be average 10 hours of engineering staff time and 4
hours of CADD technician time.
Deliverables:
• Electronic copies of design changes, maximum of two (2), including Plans, Specifications, sketches, technical
memoranda, and other engineering-related deliverables as required to support construction.
Exhibit A
City of East Wenatchee
Resolution 2023-09
Consultant Fee Determination Summary
2707 Colby Avenue, Suite 900, Everett, WA 98201 | P 425.252.7700
Project: E Wenatchee - 3rd Street SE/Rock Island Road Signal CM
Client: City of East Wenatchee
Hourly Costs Plus Fixed Fee Estimate
Classification Hours Rate Amount
Sr. Associate 68.00 79.16 $5,383
Sr. Engineer / Mgr 18.00 64.00 $1,152
Civil Designer II 12.00 42.15 $506
Technician III 8.00 35.00 $280
Sr Const Tech 60.00 49.25 $2,955
Construction Engineer III 300.00 52.00 $15,600
Accountant 6.00 51.00 $306
Total Direct Salary Costs 472.00 $26,182
Overhead @ 182.52% $47,787
Fixed Fee @ 30.00% $7,855
Total Labor Costs $81,824
Reimbursables
Expenses Amount
Pavia Headlight System $2,100.00
Construction Special Inspection, LLC $2,980.00
Total Expenses $5,080.00
In-House Costs Qty Rate Amount
Mileage - $.625 1,350 $0.625 $844.00
Total In-House Costs $844.00
CONTRACT TOTAL $87,748.00
Rates shown reflect the typical compensation rate of employees assigned to the billing category listed. Each category may have
multiple employees assigned to that billing category and each employee may have a different hourly rate of pay. Employee
compensation is subject to adjustment in June of each calendar year.
Prepared By: Brent M Powell Date: January 11, 2023
Exhibit A
City of East Wenatchee
Resolution 2023-09
Project
Client
PM
E Wenatchee 3rd St SE & Rock Island Rd Intersection
Improvements CM
City of East Wenatchee
Brent Powell
Contract Start Date
Contract End Date
Contract Duration:
1/1/2023
6/30/2023
5 Months
Last Update date
Perteet Project No.
12/21/2022
20210312.0001
Sr.
Associate
Sr. Engineer
/ Mgr
Civil
Designer II
Technician
III
Sr Const
Tech
Construction
Engineer III
Accountant Total
Hours
Labor Dollars
Task Billing Rate $79.16 $64.00 $42.15 $35.00 $49.25 $52.00 $51.00
Task 1 - Project Management 12.00 6.00 18.00 $1,074.00
Total Task 1 - Project Management 0.00 12.00 0.00 0.00 0.00 0.00 6.00 18.00 $1,074.00
Task 2 - Construction Administration and
Documentation
60.00 60.00 $2,955.00
Total Task 2 - Construction Administration
and Documentation
0.00 0.00 0.00 0.00 60.00 0.00 0.00 60.00 $2,955.00
Task 3 - Construction Observation 66.00 300.00 366.00 $20,825.00
Total Task 3 - Construction Observation 66.00 0.00 0.00 0.00 0.00 300.00 0.00 366.00 $20,825.00
Task 4 - Design Support During
Construction
2.00 6.00 12.00 8.00 28.00 $1,328.00
Total Task 4 - Design Support During
Construction
2.00 6.00 12.00 8.00 0.00 0.00 0.00 28.00 $1,328.00
Expenses
Total Expenses 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 $0.00
Fixed Fee
Total Fixed Fee 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 $0.00
Total Hours 68.00 18.00 12.00 8.00 60.00 300.00 6.00 472.00
Total Dollars $5,383.00 $1,152.00 $506.00 $280.00 $2,955.00 $15,600.00 $306.00 $26,182.00
Expenses:
Mileage - $.625 844
Pavia Headlight System 2,100
Totals:2,944
Subconsultant Fees:Cost Markup Bill
Construction Special Inspection, LLC 2,980 2,980
Totals:2,980 2,980
Page 1 of 3v7.6.771 (BPOWELL) -
Exhibit A
City of East Wenatchee
Resolution 2023-09
SUMMARY
Direct Salary Cost $26,182.00
Overhead Cost 182.52%$47,787.00
Fee 30%$7,855.00
Labor $81,824.00
Expenses $2,944.00
Subconsultants $2,980.00
CONTRACT TOTAL $87,748.00
Page 2 of 3v7.6.771 (BPOWELL) -
Exhibit A
City of East Wenatchee
Resolution 2023-09