HomeMy WebLinkAboutResolution_HLA TO 1_Kachess CulvertKITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
2021 AGENDA STAFF REPORT
AGENDA DATE: March 16, 2021
ACTION REQUESTED: Request to approve a Resolution to authorize the Director's
Signature on HLA Engineering and Surveying Inc. Task
Order #1 — Kachess Road Culvert Replacement Design
BACKGROUND: Recently, Public Works removed design duties for the
Kachess Lake Culvert replacement project from Jacobs
Engineering. The design process had stalled, and progress
was not being made. Concerns regarding spring 2021
runoff and the existing integrity of the failing metal culvert
necessitates immediate corrective action. Public Works has
a Task Order contract with HLA Engineering and
Surveying Inc. and has negotiated a scope of work and fee
to complete design efforts. The task order cost is $80,000.
INTERACTION: Public Works.
RECOMMENDATION: Authorize the Director's signature on Task Order No. I
with HLA Engineering and Surveying Inc. for final design
of the Kachess Road Culvert Replacement.
HANDLING: Return one original to Public Works.
ATTACHMENTS: Resolution; Task Order No. 1 with HLA
LEAD STAFF: Mark R. Cook, Director.
BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION NO. 2021 -
AUTHORIZING THE DIRECTOR OF PUBLIC WORKS TO SIGN TASK ORDER NO.
1 WITH HLA ENGINEERING AND SURVEYING, INC. FOR THE FINAL DESIGN OF
THE KACHESS ROAD CULVERT REPLACEMENT PROJECT
WHEREAS: Public Works has a master Task Order contract in place with HLA Engineering
and Surveying Inc. resulting from a solicitation effort from 2020; and
WHEREAS: Jacobs Engineering is unable to finalize design of the Kachess Road Culvert
Replacement in a timely manner; and
WHEREAS: Concerns over the integrity of the existing metal culvert necessitate immediate
action finalizing culvert design components; and
WHEREAS: Public Works has negotiated a scope of work and fee for HLA Engineering and
Surveying, Inc. to complete final design of the needed culvert replacement,
NOW, THEREFORE BE IT RESOLVED that the Board of County Commissioners, in the
best interest of the public, does hereby authorize the Director of Public Works signature on HLA
Engineering and Surveying, Inc. Task Order No. 1 for $80,000.00.
DATED this 16th day of March 2021, at Ellensburg, Washington.
BOARD OF COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
Brett Wachsmith, Chairman
Attest:
❑ Clerk of the Board- Julie Kjorsvik
Laura Osiadacz, Vice -Chairman
❑ Deputy Clerk of the Board- Mandy Buchholz
Cory Wright, Commissioner
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DEPARTMENT OF PUBLIC WORKS
K=]TAS COONN
Formal Task Order Document
HLA Engineering and Land Surveying Inc.
Task Order Number 01
Maximum Amount Payable $80,000.00 Completion Date
07/31/2021
The general provisions and clauses of Professional Services Agreement dated 05/28/2020
shall be in full force and effect for this Task Order.
Location of Project: Kachess Road MP 2.30 to MP 2.70
Project Title: Kachess Lake Road Culvert Replacement
Description of Work: Design a culvert that accommodates realignment of the stream
replacing an undersized metal culvert that is problematic for maintenance. The new
culvert minimizes maintenance and facilitates fish passage. A complete scope of work is
attached as EXHIBIT A to this task order.
Cost Breakdown: See attached EXHIBIT B
Project Schedule: Begin design 04/01/2021 and complete design no later than 07/31/2021.
Agency Signature:
Date:
Consultant Signature: aJw, zer Date: 3 io Zv
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EXHIBIT A
SCOPE OF WORK
Kachess Lake Road Culvert Replacement
Kachess Road MP 2.30 to MP 2.70
HLA Project No. 21077E
Kittitas County (COUNTY) desires to replace an existing undersized culvert crossing Kachess Lake Road
to minimize maintenance and improve fish passage. The culvert is located at approximate MP 2.70 and
replacement includes stream realignment both upstream and downstream of the culvert.
HLA Engineering and Land Surveying, Inc. (HLA), shall provide professional services to the COUNTY for
the Kachess Lake Road Culvert Replacement project (PROJECT) as outlined in the Work Task
descriptions below. The following general provisions/assumptions have been made:
A. Work conducted will meet COUNTY design standards.
B. It is anticipated one (1) bid package will be prepared for all elements of the PROJECT, and the
COUNTY plans to Advertise for Bids in July 2021.
C. The COUNTY will obtain an approved Hydraulic Project Approval (HPA) necessary to complete
the PROJECT.
D. All stream and culvert hydraulics have been performed by others, culvert size and material have
been previously selected, and all items have been approved by the COUNTY for use in the
design.
E. The COUNTY will obtain all right of way and/or easements necessary for construction of the
improvements.
F. The COUNTY shall pay all fees for permitting, advertising or other associated fees necessary for
the PROJECT.
G. The COUNTY will prepare all documents necessary to meet the federal funding requirements of
the PROJECT. No federal funds shall be used in design of the PROJECT.
H. All calculations, analyses, design, plans, specifications, and other project work will be prepared in
English units. The use of metric units for any aspect of the work will not be required.
I. It is understood and agreed that tasks may be added or deleted from the scope of services by
mutual agreement between the COUNTY and HLA.
HLA Engineering and Land Surveying, Inc. (HLA) agrees to perform the following services:
ENGINEERING DESIGN PLANS SPECIFICATIONS ESTIMATE AND BIDDING
1. Provide complete project management necessary to deliver the PROJECT within mutually
agreed expectations, including progress reports, schedule updates, and invoice preparation.
2. Attend meetings with the COUNTY regarding technical aspects of the work. It is anticipated
up to two (2) meetings may be held.
3. Coordinate project information with the COUNTY's environmental consultant.
4. Perform field visit necessary to confirm aspects of the design.
5. Review and prepare for design use the topographic survey completed and provided by the
COUNTY.
6. Coordinate and establish project assumptions/design matrix with the COUNTY.
7. Prepare preliminary plans and cost estimate and submit to the COUNTY for review and
comment.
8. Notify utility companies of the pending improvements.
9. Review and coordinate design elements of the preliminary plans with the COUNTY.
10. Verify proposed improvements fall within established right of way and easements obtained by
the COUNTY.
G1Contracts & Task OrdersWhiitas CountyV0212021-03-10 Kachess Lake Road CulvertReplacement Scope. oc Page 1 of 2
11. Based on approved preliminary plans and design assumptions, finalize, submit and review
60% plans, specifications, and estimate with the COUNTY.
12. Based on approved 60% plans, specifications, and estimate, finalize, submit, and review 90%
plans, specifications, and estimate with the COUNTY.
13. Based on approved 90% plans, specifications, and estimate, finalize and submit 100% plans,
specifications, and cost estimate to the COUNTY.
14. Perform in-house quality control and assurance review.
15. Furnish electronic copies of the final plans, specifications, and estimate in .pdf format.
16. Prepare and submit Engineer's Opinion of Cost.
17. Answer questions from the COUNTY and prospective bidders during the bidding period.
18. If necessary, prepare and provide Addenda to the COUNTY.
Deliverables:
Project assumptions/design matrix
Preliminary plans and cost estimate
Plans, Specifications, and Cost Estimate at 60%, 90% and Final completion
Electronic copies of final plans, specifications, and estimate in .pdf format
ADDITIONAL SERVICES
For services not included in the Scope of Work, the COUNTY may request HLA complete additional
services, as mutually agreed, at the rates in affect at the time of service.
TIME OF PERFORMANCE:
ENGINEERING DESIGN, PLANS, SPECIFICATIONS, ESTIMATE, AND BIDDING
All work described in the Scope of Services above shall begin upon authorization to proceed and be
completed no later than July 31, 2021. All bidding assistance services are anticipated to be provided
during a three-week bidding period determined by the COUNTY following July 31, 2021.
FEE FOR SERVICES:
For the services furnished by HLA as described above, COUNTY agrees to pay HLA the fees as set forth
herein. The maximum amount listed below may be revised only by written agreement of both parties.
DESIGN ENGINEERING. PLANS, SPECIFICATIONS, ESTIMATE, AND BIDDING
All work described in the Scope of Services above shall be performed on an hourly basis for the
maximum amount of $80,000 (see attached fee summary).
GAContnacls & Task Orders\Kittitas County\2021\202143.10 Kschess Lake Road Culvert Replacement Scope.Doc Page 2 of 2
EXHIBIT B
Proecl Title: Kachess Lake Road Culvert Replacement
Client:
Kittitas Count
Date:
March 10, 2021
ENGINEER'S HOURLY ESTIMATE
Task
No
Protecl Task
Senior
Pnncipal
Engineer
License tl
Principal
Engineer
Project
Engineer
Licensed
Land
Surve or
Two Man
Survey
Crew
CAD
Technician
Admlm
Clerical
Total Hours
Tasn Direct
Costs
$222
1 $200
$165
$164 1 $230
1 $130 1 $87
Engineering Design, Plans, Specifications, Estimate and Bidding
1
Project Management, Reports, Schedule & Invoices
8
16
0
0
0
0
4
28
$5,324
2
Attend Meetings with the COUNTY regarding Technical
Aspects of the Work (est. 2 ea)
4
8
0
0
0
4
2
18
$3,182
3
Coordinate Environmental Services by Jacobs
0
4
4
0
0
0
0
8
$1,460
4
Perform Field Visit
0
8
4
0
0
0
0
12
$2,260
5
Review and Prepare Topographic Survey (By Kilt Co.)
0
4
0
0
0
16
0
20
$2,880
6
Project Assumpgons/Design Matrix
0
2
4
0
0
2
0
8
$1,320
7
Prepare Preliminary Plans and Cost Estimate
4
16
16
0
0
24
2
62
$10,022
8
Notify Private Utility Companies of Pending Imp,
0
2
4
0
0
2
0
B
$1,320
9
Coordinate Design with County
0
S
8
0
0
4
0
20
$3,440
10
Verify ow and easements
0
2
2
4
0
2
0
10
$1,646
11
lFinalize, Submit and Review 60%PS&E with COUNTY
4
18
24
0
0
40
8
94
$14,344
12
Finalize, Submit and Review 90%PS&E with COUNTY
4
16
24
0
0
40
6
90
$13,770
13
Perform and Submit Final PS&E to COUNTY
16
0
0
24
4
60
$9,396
14
In-house quality control and assurance review
4
0
0
4
2
16
$2,598
15
Furnish electronic copies of Final PS&E
2
0
0
2
1
7
$1,077
16
Prepare and Submit Engineer's Opinion of Cost
4
0
0
4
0
12
$1,980
17
Answer Questions during Bidding Period
!3E32
4
0
0
2
0
10
$1,720
18
Prepare Addenda (est. 1)
4
0
0
6
2
14
$2,014
19
Advertisement, Bidding, Review and Award by KiB. Co.
0
0
0
0
0
0
$0
Labor Subtotal
124
40
176
31
497
$79,753
SUBCONSULTANTS
Subconsultants
Fee
Mark -u
None Anticipated
$0
1.1
$0
Subtotal Subconsultants
$0
EXPENSES
Expenses:
Ground
Das
Das
Miles
Units
Mileage
440
$250
MManavementReserve
Expenses
$25D
$250
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