HomeMy WebLinkAboutResolutiontoRatifyCoEngSignatureTO12KITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
AGENDA STAFF REPORT
AGENDA DATE: March 6, 2018
ACTION REQUESTED: Ratify the County Engineer's Signature on Task Order No.
12 with KPFF
BACKGROUND: KPFF is Public Work's contract structural engineer through
2018. Recognizing our desire for supporting 2017 bridge
inspections, we entered into a bridge inspection task order
with KPFF (Task Order No. 9 — EXHIBIT 1). In fall of
2017, we became aware that our lead bridge inspector
(Construction Manager Folk) was going to be out on
extended leave beginning in December 2018. Knowing
that we would require supplemental inspection support
from KPFF through November 2015, the Public Works
Director requested the County Engineer prepare an
additional task order with KPFF covering the absence of
the Construction Manager. The Public Works Director
failed to direct a supplement to Task Order No. 9 extending
the amount through December 2017 be prepared and, if
over $50,000, bringing the action to the Board of County
Commissioners for authorization. Rather, staff prepared a
separate task order covering November through June of
2018 pursuant to Task Order No. 12 (EXHIBIT 2).
Task Order No. 12 overlaps Task Order No. 9 and presents
the appearance that Public Works is circumventing our
authorized Task Order authority — this was not an
intentional action. The Public Works Director discovered
the error while paying consultant invoices on February 23`d,
2018. Ratifying the County Engineer's signature on Task
Order No. 12 removes any perception that Public Works
attempted to circumvent our purchasing authority.
All other task orders since 01/01/2016 have appropriate
Board of County Commission signature on tasks exceeding
$50,000. The Public Works Director regrets missing the
applied appropriate contract measures prior to authorizing
Task Order No. 12.
INTERACTION: Public Works
RECOMMENDATION: Ratify the County Engineer's signature on KPFF Task
Order No. 12
HANDLING: Return one original to Public Works
ATTACHMENTS: Exhibit 1: KPFF Task Order No. 9
Exhibit 2: KPFF Task Order No. 12
LEAD STAFF: Mark R. Cook, Director
,ns<rrv. - ro nip..
DEPARTMENT OF PUBLIC WORKS
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Formal Task Order Document
(KPFF)
Task Order Number 009
Maximum Amount Payable $37,000 Completion Date 12/31/2017
The general provisions and clauses of Local Agency Agreement Number (KCPW 2017-
19ENG2) shall be in full force and effect for this Task Order.
Location of Project: Kittitas County
Project Title: 2017 Routine Bridge Inspections
Description of Work: A KPFF Certified Bridge Inspector and Team Leader (per WSDOT & NHI)
will perform an "Cheer the Shoulder ", on site, review of County Routine Bridge Inspections working
collaboratively with a County WSDOT certified Team Leader for bridge inspections.
The certified KPFF Inspector will accompany the County Bridge Inspector (Team Leader) on the 2017
Routine Bridge Inspections. The KPFF Inspector will serve as the Co-ln,spector for each bridge.
The intent of the collaborative effort is to provide the County with access, on site and in report
development, with an experienced WSDOT trained bridge inspector to assist the County in the
development of their in-house bridge inspection skills.
Scope of Work:
1. The Kpff Inspector will review the last Inspection Report for each bridge prior to the 2017
inspection —goal is to gain familiarity with the bridges' general condition and any specific
concerns/ repairs to check on. We recommend the County Inspector also perform this effort.
• Perform all inspections in conformance with the WSDOT general methods of practice
and requirements.
2. The field inspection schedule is anticipated to be as follows: We assume the Comity inspector is
also available for these time frames.
DEPARTMENT OF PUBLIC WORKS
K111 ELLS COUNT1
• September 2017:
i. 27 routine bridge inspections
ii. 3 separate trips
iii. 8 days of inspection, on site.
iv. Per -diem: 8 nights and 9 days including travel. one person.
• October 2017:
1. 37 routine bridge inspections
ii. 4 separate trips
iii. 11 days of inspection, on site.
iv. Per -diem: I I nights and 12 days including travel .. one person
3. KPFF Bridge Inspector will provide a review of draft -final inspection reports to ensure accuracy
with Yield conditions, consistency with the co -inspector's notes, and conformance with NBI and
WSDOT inspection standards.
4. If requested by the Team Leader, or the County, the Kpff Co- Inspector with also the sign the
final Inspection Report for each bridge.
Assumptions:
I. County Bridge Inspector will provide a schedule and the route for each bridge inspection trip.
County Bridge Inspector will enter all reports into WSBIS/Bridgeworks bridge database. County
Bridge Inspector will act as Lead Inspector and sign all inspection reports and add to bridge file.
2. If, for whatever reason, the County desires Kpff to have a greater role in the inspections (such as
serve as Team Lead, and/ or provide a second co -inspector this would be considered an extra and
we would like to revisit the budget accordingly.
Cost Breakdown: See Attached
Completion Date: December 31, 2017
Agency Signature:
Consultant Signature: 14,Jrw GCl
Thomas 11 Whiteman, Associate
Date:
Date: 07/12/17
Manager
CONSULTANT LINE ITEM COST ESTIMATE WORK SHEET
Iii CONSULTING ENGINEERS
June 22, 2017
Protect
Technical
Propel
Design
Protect
1
Manager
Specialist
Engineer
Engineer
Coordinator.
MULTIPLIER
ITEM - SCOPE DESCRIPTION
6]50 '. $4558 $4039 $3589 $2550
26552
1
--
MANAGEMENT
I
Contract Cori20
$358
InOi
vcmroject g B PSummaries
4.0
4 0
$986
Client Comuntion
mica
4.0
'.
40
S1.146
Pribect Coordination
60
80
$1.933 _
Management Labor Subtotal:
16.0
0.0
12.0
0.0
4.0
$4,425
$0
2
TRAVEL TO SITE - RT
.Travel Ellensburg) Sear, RT Assume Ym
TO
4.0
280
230
33003
Travel Labor Subtotal:
1
3
0.0
0.0
28.0
0.0
0,0
$3,003
3
INSPECTION
i
31
This PlanninglReviewlEpuipment Prep
E4,078
SePlendxr Tnps
3
4.0
12.0
3A
120
��-
$1.025
October Lips
c
r
j
40
16.0
30
16 C'
$2254
32
Bridge Inspection - Field Work
f1b.643
September Trips
27
225
60.8
$6.515
October Trips
3?
2.25
BY 3
$8,928
33
'.Inspection R ports - ORice Work
i
$4 633
Prep areLen lby COunlyl
�
I
Review Hope. (before FinaO
64
05 14.0
32.0
$4.149
Plot Soundings@y Coanly;
Technical Review
° "
$484
Inspection Labor Subtotal:
_136 _'.
0.0 125 0.5 1
28.0
10.0
4.0
204.0
00
0,0
$24,164
TO
34
Management Reserve
ACditiOnal Inspection Time
80
lime
Adel Per Diem
$191
Labor Subtotal:
$1.039
80
TOTAL LABOR HOURS
26.0
a,0
244.0
0.0
4.0
27BD
TOTAL LABOR COSY.
$ 3262!
'o
�
o
TOTAL REIMBURSABLE COSTS:
5 387$
TOTAL PROJECT COST
S 36,48617
'; YiYTTZTAS COUNTY
- _ DEPARTMENT OF PUBLIC WORKS
FITI'I I'AII N;N1I
Formal Task Order Document
(KPFF)
Task Order Number 012
]Maximum Amount Payable 547,000 Completion Date 6/30/2018
The general provisions and clauses of Local Agency Agreement Number (KCPW 2017-
19ENG2) shall be in full force and effect for this Task Order.
Location of Project: Kittitas County
Project Title: Routine and Under 20 ft. Bridge Inspections
Description of Work: Kpff will provide a WSDO Certified Bridge Inspector to serve as Team
trader of a total of 86 County bridge inspections. 'There are 25 bridges that meet the NHI definition of a
"Bridge", namely the abutment to abutment distance is greater than 20 feet. There are 61 small span
structures that do not meet the Nt'II definition of a "Bridge" because the abutment to abutment distance is
20 feet or less- However, regardless of the bridge span length or definition all bridge structures will
receive an inspection which is to be in general conformance with the standard WSDOT Routine Bridge
Inspection methods and formats. Some modifications of the general WSDOT methodology may be
employed for the under 20 It bridges.
The Comity will provide a Co -Inspector that will assist the KPFF Team Leader on all inspections.
The intent of the collaborative effort is to promote the development of the County's on-site bridge
inspection skills and report development skills.
Scope of Work:
The Kpff Inspector will print, file, and review the last Inspection Report and photo documentation
for each bridge prior to the 2017/2018 inspection — goal is to gain familiarity with the bridges'
general condition and any specific concerns/ repairs to check on. We recommend the County
Inspector also perform this effort. Assume 15 min per bridge.
• Perform all inspections in conformance with the WSDOT general methods of practice
and requirements.
� IiZTTIT�iac3 GOLY7nTT`Y
DEPARTMENT OF PUBLIC WORDS
AITTI'lAS COLNiY
2. The field inspection schedule is anticipated to be as provided below (November -April). KPFF
assumes the County inspector is also available for these time frames.
3. Note: Good ambient light for bridge inspections is often in short supply during the months of
November through February. Accordingly, the days below are generated based on the estimated
time to drive from bridge -to -bridge and perform the inspection, within the hours each day from
sun -rise to sun -set minus two hours_
4. No allowance is made for weather in the attached fee. Our general policy is to inspect in difficult
weather conditions but not engage in conditions or situations resulting from the weather that the
Team Leader feels are clearly un -safe- If such situations arise the inspection will be rescheduled
for as -soon -as possible. Additional costs resulting from weather delays will be issued to the
County prior to any changes of the current schedule or budget, for approval.
5. The attached budget also assumes the following;
• The County, will provide a detailed schedule, day-to-day program and map of all the
bridges for months of November and December. For the months of Feb -April the County
will share their CAU map of the bridge locations, and KPFF will provide a detailed
schedule and day-to-day program and map (assume 10 min per bridge).
November 2017:
• 23 routine bridge inspections
0 19 under 20 ft. bridge inspections
• 2 separate trips
0 8 days of inspection, on site.
0 Per -diem: 8 nights and 8 days - includes travel, one person.
December 2017:
• 28 under 20 ft. bridge inspections
• I trip
• 6 days of inspection, on site.
• Per -diem: 6 nights and 6 days - includes travel, one person.
February 2018:
• 9 under 20 ft. bridge inspections
• 1 trip
0 2 day of inspection. on site.
KZTTZT�� aC��FNTY
g - DEPARTMENT OF PUBLIC WORKS
KI 11 COUNTY
• Per -diem: 1-2 nights and 1-2 days - includes travel, one person.
March 2018:
April 2018:
a 5 under 20 ft. bridge inspections
0 1 trip
a I day of inspection, on site.
Per -diem: I night and I day - includes travel, one person.
• 2 routine bridge inspections
• 1 trip
• 1 days of inspection, on site.
• Per -diem: I day - includes travel, one person.
6. County Staff Co -Inspector will prepare reports for November and December structures. County
Inspector will submit selection sets to WSDOT for reports to be released. KPFF Bridge Inspector
will review draft reports and sign inspection reports for NBI reportable bridges.
7. KPFF Bridge Inspector will prepare and sign reports for February, March and April structures.
County Staff will review draft reports. County inspectors will take the November and December
field notes to enter the data into the WSDOT Reports, and KPFF will review before final.
8. If, for whatever reason, the County desires Kpff to have a greater role in the inspections (by
providing a second co -inspector for example) this would be considered an extra and we would
like to revisit the budget accordingly.
Cost Breakdown: See Attached
Completion Date: June 1, 2018
Agency Signature:
Consultant Signature:
1lw.+ndb.^u
i'om Whiteman. Project Manager
Date:
Date: Sept 8n'. 2017
CONSULTANT LINE ITEM COST ESTIMATE WORK SHEET
KPFF CONSULTING ENGINEERS
August 24, 2017
ivoieyc ns detweed sunrise, and sunset - znr = available inspection ugrit
Total number of bridges / structures - a5 AVERAGE COST PER STRUCTURE _ S53567
Pr act
TobmW91
Protect
Design
Prated
!
Manager
Specialst
Engineer-
Engineer
9
Adminisbabo'',.
MULTIPLIER
-
(OA/OC)
Team Leader
r.
ITEM SCOPE DESCRIPTION
6923 $5923 $4240 $3989 $2648
2.6552
1
MANAGEMENT (5 months)
ContraU Co planta
1.5
3.0
$613
l i P ,act Summaries
_
I
20
5.0
50
¢1.2x2
Client C0,1,11cations me, email phone)
__._..
a.0
15.0
$3 159
Project Coordination (ntemal l external)
6.0
15.0
$2792
Management Labor Subtotal:
17.5
0.0
___...
38.0
0.0
6.0
E7,e46
2
TRAVEL TO SITE - RT
Tai Ellensburg I Seattle RT - Assume 6 trips
6.0
4.0
240
$2,702
Travel Labor Subtotal:l
0.0 !
0.0
24.0
0.0
0.0
$2,702
.77
3
INSPECTION
MarJReviewlEquipment P.P laswme 15 in per
31
bridge November -December and 25 min per bridge
$4,278
Feb -April).
November Trips 12)
2
150
15.0
15o
-�
$i 589
December Trip
1
90
90
9.0
gp1a
February Trip
1
6.0 -
6.0
6.0
Si
'.. March Trip
1
'..
5.0
50
-0 _
$563
'April Trip
1
30
30
_
3.0
... $335
32
'Bridge Inspection - Field WOM
613,059
November Trips (2) Q5 hrlday = 8 days)
42
03
10
55.4
56
$5305
December Trip (] Mlday = 6 tlays)
28
03
1 C
37 2
360
gq 276
February Trip (8 hrday=2days)
9
03
10
120
12.0
$1351
all Trip Shirai l day)
a
03
10
67
] 0
$780
April Trip (11 M/tlay=1day)
2 ;
03
10
27
3,0
Ill
3 3
Inspection Reports -ONice Work
$12,616
Preparation (by County) (assume 10,,n Irbil
70
Review Report- Rputind
23
iC
230
40
230
$3325
Review Report- Under 20 FT
4.
05 ''
23.5
80
240
$4,172
Preparation toy KPFF)- Urdar 20 FT
14
.
' 5
21 0
23
21 C
52787
Preparation toy KPFF)- Routine
"e
2 5 'I,
5 0
C.5
5.0
6655
S!gmngl Subm4ti1g Final
39
0.3 'I
98
30
100
$1.677
Inspection Labor Subtotal:
1]
q3.0
6.0 234.6
0.0
11.8
237.0
0.0
0.0
629,954
34
Management Reserves
Additional Inspectionr Report Time
20
80
$1.208
Adtati Per Diem
_ - $181 -
Labor Subtotal
E1 449
60
TOTAL LABOR HOURS
ITS
17.0
299.0
0.0
5.0
3"3
TOTAL LABOR COST:
5
41,951
r
O
TOTAL REIMBURSABLE COSTS
$ 4,116
TOTAL PROJECT COST
6 46,06).22
ivoieyc ns detweed sunrise, and sunset - znr = available inspection ugrit
Total number of bridges / structures - a5 AVERAGE COST PER STRUCTURE _ S53567
BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION NO. 2018 -
TITLE: Ratify the County Engineer's Signature on KPFF Task Order No. 12
WHEREAS: Public Works solicited structural engineering firms for service pursuant to a duly
published and executed public process; and
WHEREAS: KPFF was selected to serve as a Task Order provider of structural engineering
services for Public Works pursuant to Resolution 2017-033; and
WHEREAS: The County Engineer authorized bridge inspection support services in Task Order
No. 9 with KPFF; and
WHEREAS: Public Works lost lead bridge inspection services from the Department's
Construction Manager in mid-October 2017; and
WHEREAS: Public Works authorized a separate task order with KPFF overlapping the same
contract period in Task Order No. 12 rather than supplementing Task Order No.
through December 2017;
NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the
best interest of the public, does hereby ratify the County Engineer's signature on KPFF Task
Order No. 12.
DATED this 6th day of March, 2018, at Ellensburg, Washington.
BOARD OF COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
Laura Osiadacz, Chairman
Attest:
❑ Clerk of the Board- Julie Kjorsvik
Obie O'Brien, Vice -Chairman
❑ Deputy Clerk of the Board- Mandy Buchholz
Paul Jewell, Commissioner