To: Honorable City Council Date: 01/19/16

Transcription

1 _--::- --~-.. _~~~~ "-----~ ~~ ~-~~ ' ~=--=----: =-=--.::-~'.! CITY OF WOODINVILLE, WA REPORT TO THE CITY COUNCIL rd Avenue NE, Woodinville, WA " To: Honorable City Council Date: 01/19/16 From: By: Richard A. Zais, Interim City Manage~~'-6 Thomas E. Hansen, P.E., Public Works Director_?,~ Subject: Addendum No. 7 for $511,500 with AECOM - Sammamish Bridge Project FINANCIAL ACTION SUMMARY Exoenditure Required Amount Bud,;:ieted/Aonroved Additional Amount Required 2012 Approved 2012 Approved 2012 Approved Scope Design $1,019,155 Scope Design $1,019,155 Scope DesiQn $0 Work Added $511,500 Work Added $0 Work Added ($511,500' Total Design $1,530,655 Total Design $1,019,155 Total Design ($511,500) ISSUE: Shall the City Council authorize an increase of $511,500 to the contract with AECOM of Seattle, Washington for professional services on the Sammamish Bridge Replacement Project? RECOMMENDATION: To approve an increase of $511,500 for a total contract of $1,530,655. BACKGROUND: On October 6, 2006, the City entered into a professional services agreement with AECOM (formerly DMJM/Harris) in the amount of $497,349 to begin the design of the Sammamish Bridge Replacement Project. This amount excluded a number of services which were to be negotiated in the future if the project moved forward. On July 21, 2010, the City Council approved Addendum No. 4 to this contract directing AECOM to prepare final contract drawings, and other tasks, so the City could advertise this project for construction bids in late 2012/early On May 21, 2012, the City Council approved Addendum No. 5 to this contract to address out of scope items associated with right-of-way acquisition, environmental and Port Rail issues. We have determined that additional services, not included in the previously approved scope of work, are needed to prepare the contract documents to solicit bids for construction of the project. The City encountered significant issues in 2012 obtaining the necessary easements to widen the two roadway crossings across the existing railroad lines and the proposed design of the railroad crossing signals and gates. Staff and the consultant have worked the last three years to resolve these two problems. Late in 2015, both of these issues were resolved, the City acquired the railroad corridor property within the City from the Port of Seattle, and the Washington State Utilities and Transportation Commission has issued their determination of the railroad crossings (gates, lights, crossing materials, and responsibility of maintenance). On December 4, 2015, the City Manager approved the Sixth Addendum extending the contract time only, to December 31, Proposed Contract Changes The proposed increase of $511,500 in the design contract can be classified into four main categories as shown below: 1) Project Design Changes/Permitting $ 266,400 2) Railroad Crossing Plans/Signal Work $ 132,600 3) Right-of-Way Acquisition $ 52,500 4) Construction Engineering Support m 60,000 Total Design Contract Changes Addendum No. 7 $ 511,500

2 The main reasons for the increases: 1-) Modification of the roadway cross-slope to mitigate property impacts necessitates a redesign of the drainage for the project area west of the bridge. 2) Permits previously secured for the project and associated studies have expired requiring redoing a lot of previously completed tasks. 3) Revised bridge plans and wall locations due to a shift in the bridge location as an outcome of negotiations with the railroad. 4) Railroad negotiations resulted in design changes to the crossing gates and the necessity for the City to design the signal crossings and signal interconnect. 5) Right-of-way renegotiations associated with the aforementioned design changes for two sections of right-of-way I easements not yet purchased. Attachment 1 includes an item by item detail of these changes along with accompanying design and construction costs. f('~'..a _,"c- '-. -=:: ;-;,,;:;~/-;-,,-: ; '"~,;,, ~ T~-~~): ic\,-:-:,?,.. ':''\. SUMMARY OF.SAMMAMISH RIVERBRIDGEPROJECT:COSTS:;';'. ' ~:-~;~,.'.: ~ c ~ ~7 ~ ~-,~-., ~ i'.,-, ~': :;-;, Fifth Addendum Seventh Addendum 2011 I 12 Budoet April I 16 Budget January 2016 Design $ 914,000 $ 1,019,155 $ 1,494,359 $ 1,530,655 Construction $ 5,248,400 $ 5,248,400 $ 5,312,000 $ 5,312,000 Construction Manaoement $ 495,000 $ 495,000 $ 495,000 $ 495,000 Continqencv $ 500,000 $ 394,845 $ 774,181 $ 737,885 Less Design Monies Spent $ ( 978,540) $ ( 978,540) ":, '..,,,'i:total...,:-, --;,\'. -';; :',.a<a' _---> -_:_-;_,,,. " $ 7,157,400 $..7,157,400/ ' $, 7,097,000.. c.. $ 7,097, There are sufficient contingency funds budgeted to cover this $36,296 increase in design engineering costs. Total Project Cost Increases The project design cost increase of $511,500 will take the project to 100% design, with an anticipated ad date around January I February Time Extension The contract expiration is extended to December 31, 2017 to enable AECOM to complete the contract bid documents for the project (by January 2017) and to assist in resolving construction issues and problems. Construction Management for the project I contract will be performed by a different engineering consultant. RECOMMENDED ACTION: I MOVE THAT THE CITY.COUNCIL APPROVE SEVENTH ADDENDUM TO THE PROFESSIONAL SERVICES AGREEMENT WITH AECOM IN THE AMOUNT OF $511,500, ESSENTIALLY IN THE FORM AS PRESENTED, AND AUTHORIZE THE CITY MANAGER TO TAKE ANY STEPS NECESSARY TO EXECUTE SUCH ADDENDUM. Attachment 1 : Seventh Addendum - AECOM 2

3 ~~~~~~ c---- _:--:_-,---~~ ~ =-=-c---=--~==-~----= C~-----=.-.. ~--~IJ ~~ i' i' SEVENTH ADDENDUM BY AND BETWEEN THE CITY OF WOODINVILLE AND AECOM TECHNICAL SERVICES, INC. (Contract #06-149) THIS SEVENTH ADDENDUM is made by and between the City of Woodinville (hereinafter referred to as "City"), a Washington Municipal corporation, and AECOM Technical Service, Inc. (hereinafter referred to as "Service Provider") collectively the "Parties". WHEREAS, on October 6, 2006, the Parties entered into that certain Agreement for Services ("Agreement") for the provision of Sammamish Bridge and Road (SR202) Project; and WHEREAS, the City authorized a First, Second, Third, Fourth, Fifth and Sixth Addendum (dated May 18, 2007, October 31, 2007, April 17, 2008, July 21, 2010, June 5, 2012, and December 8, 2014 respectively) revising the Scope of Work and Budget and extending the duration of the Agreement; and WHEREAS, the City and Service Provider have agreed to revise the scope of work under the Agreement through the addition of a Supplemental Scope of Services, and authorize a corresponding increase in payment for such work by $511,500; and WHEREAS, the City and Service Provider have again agreed to extend the duration of the Agreement to accommodate completion of said related tasks; and WHEREAS, this Service Provider's familiarity with the underlying project will enable them to provide these additional, related services with maximum design continuity and cost efficiency; NOW, THEREFORE, IN CONSIDERATION OF the mutual promises, terms and conditions set forth in the Agreement and contained herein, the Parties hereby agree as follows: Section 1. Amendment of Section 2 of the Agreement. Section 2 of the Agreement is hereby revised to provide in its entirety as follows: A. The City shall pay Service Provider at the rates set forth in Attachment "B", but not more than a total of One Million Five Hundred Thirty Thousand Six Hundred Fifty Five Dollars and 00/100 ($1,530,655) for the services described in this Agreement. This is the maximum amount to be paid under this Agreement, and shall not be exceeded without prior written authorization from the City in the form of a negotiated and executed supplemental agreement Section 2. Amendment of Section 5 of the Agreement. Section 5 of the Agreement is hereby revised to provide in its entirety as follows: Duration of Work. Service Provider shall complete the work described in Attachment A on or before December 31,

4 Section 3. Effect of Addendum. This Seventh Addendum is in addition to the Agreement. Except as otherwise provided herein, the provisions of this Seventh Addendum modify, but do not supersede the provisions of the Agreement. Except as otherwise provided herein, each provision of the Agreement shall continue in full force and effect as if this Seventh Addendum did not exist. Except as otherwise provided herein, capitalized words and phrases shall have the meanings ascribed to them in the Agreement. IN WITNESS WHEREOF, the parties have caused this Addendum to be signed and executed this day of January CITY OF WOODINVILLE: SERVICE PROVIDER: By: City Manager Title: ~ Taxpayer ID#: ATTEST/AUTHENTICATED: APPROVED AS TO FORM: City Clerk Office of the City Attorney 4

5 AS'COM City of Woodinville Sammamish Bridge and Road Project (SBRP) Change Order #7 Summary Scope of Work Described below are additional work items for each task to accommodate requested changes to the design. Changes are due to negotiations with Land Owners, Railroad Owners, WSDOT, City and Utility Companies. These tasks supplement the task work shown ih the original scope of work and all addendums as further described. Task 1- ProjectManagement Regular PM duties will be applied to all work items as applicable. In addition, the project manager and key staff will attend anticipated meetings as required to address major design revisions to be approved by WSDOT as follows: 1. Bridge Preliminary Plan to be Approved by WSDOT 2. Final Bridge and Signalization Plans to be Approved by WSDOT 3. Stakeholders such as Eastside Community Rail, King County and Land Owners 4. Coordination with Water District to accommodate their new waterline within the project limits. 5. Administration and technical oversight of below supplemental work Task 2 - STY Project Management Assistance STV will assist AECOM in overall Project Management of the project. The major components of this task are as follow: 1. STV will coordinate and attend meetings for the bridge reviews with WSDOT as well as the City. 2. Coordinate the design of the railroad signals with the traffic signals. 3. Coordinate with Eastside Community Rail. 4. Assist AECOM PM as needed. Task 3 - Utility Coordination This work will consist of coordinating with all utility companies and getting them relocated prior to the start of construction for this project. The major utilities are as follows: 1. Woodinville Water District: They have to replace the existing water line under the western track at the intersection of Woodinville-Redmond Road and NE 17 5th Street. January 12,

6 A:COM 2. Woodinville Water District will need to supply new water services for the proposed landscaping and an existing line that will be impacted by bridge construction. 3. Puget Sound Energy will need to relocate poles within road right-of-way. 4. Comcast will follow the relocation of PSE and relocate on the new poles provided by PSE. 5. Frontier will have to do the same as Comcast above. 6. Sefnco Communications - a small utility service provider that has utility boxes that will need to be relocated at the railroad crossing in the middle of the project. Task 4 - Civil PS&E Plans Current plans range from 10% complete to 80% complete. Major plan revisions are as follows: 1. McCorry's Parking lot plan for paving and striping will be added to existing plans. 2. Add sheet for new sidewalk and drainage revisions on Woodinville Redmond Road 3. Superelevation will be modified from Woodinville-Redmond Road to bridge to transition from a superelevated roadway section to a crown roadway section. 4. Summary of Quantities sheet will be added to the plans. 5. Drainage plans will have to be redesigned west of the bridge due to change m superelevation. 6. All plans sheets will be finalized sealed and stamped (50+ pages). 7. Channelization plans are assumed to be 100% complete, however they will have to be resubmitted to WSDOT because they are over 3 years old. This is assumed to be just a resubmittal and WSDOT will approve with no comments since they have already signedoff on the plans before. 8. Complete Plans, Specs and Estimate package ready for bid. This will require approval from WSDOT and the City prior to bidding. Task 5 - Bridge Plans & Calculations Bridge plans will need to be revised for the new abutment locations due to shifting the bridge approximately 20' west of its designed location. West abutment will line up with the existing abutment and the east abutment will be located behind the existing trail below the bridge to allow separation from the railroad bridge. The east abutment will become the retaining wall for the trail. Major items included are: 1. Revise the preliminary bridge plans and resubmit for WSDOT approval. 2. Revise the girder design for the adjusted bridge length. 3. Revise wingwall details. 4. Revise all other plans as required due to new bridge length and location. 5. Submit 60% and 90% plans for WSDOT comments/approval. 6 January 12, 2016

7 AS'COM Task 6 - Drainage Report Drainage Report will be updated to meet City Code. This report will follow the requirements of the 2009 King County Surface Water Manual. Specific requirements to be reviewed and updated for code compliance are as follows: 1. Collection volumes due to new road cross-slope 2. Inlet Analysis 3. Conveyance/backwater Analysis as required by KCSWM 4. Treatment Analysis including treatment area exhibit due to the change in roadway cross slope. Will try to use the new impervious area east of the bridge as equal areas west of the bridge to eliminate the need for additional treatment. 5. Revise plans and details as required for modified design Task 7 - Signal & Lighting Plans and Calculations Signal plans are currently at 60% with one review completed by WSDOT. Final plans will have to be approved by WSDOT. Signal interconnect between the 2 traffic signals and signal interconnect to the proposed railroad signals will be incorporated into the final design. Specific requirements are as defined below: 1. Submit 90% design plans to WSDOT 2. Submit 100% design plans to WSDOT 3. Revise lighting luminaire locations due to bridge and driveway constraints. Rerun calculations as needed. 4. Coordinate with City, WSDOT and STV for railroad interconnect details Task 8 - Environmental and Permitting This task is supplemented as follows: 1. Obtain HP A permit. 2. Update NEPA/SEPA 3. Permitting and Agency Coordination - updating J ARP A 4. Update Section 7 ESA - consists of updating the no effect letter and making sure ESAlisted species is the same as before 5. Section106/Tribal Coordination - submit letter to WA DAHP to request continued concurrence. 6. Coordination with City 7. Take the lead role in assisting the City in obtaining City issued Shoreline Permit 8. Update all permits and environmental documentation to include the relocating of utilities. January 12,

8 AE'COM Task 9 - Railroad Plans (STV) This task is supplemented as follows: 1. Completely upgrade all railroad cabinets and interconnect with other railroad devices/ switches 2. Design new circuitry for tracks (both crossings) 3. Design gate, cantilever structures, signals and foundations for ali components 4. Interconnect with traffic signals 5. Grade crossing plans and details will be updated as needed 6. Coordinate with Eastside Community Rail and Ballard Terminal Rail 7. Coordination with City and WSDOT Task 10 - Retaining Wall Plans (STV) This task is supplemented as follows: 1. Design retaining wall at trail to reconnect to abutment 2. Design sections and details for wall and complete trail and retaining wall plan and elevation view 3. Modify the design of retaining wall adjacent to McCorry' s due to change in superelevation 4. Modify sections and plan and profile of wall at McCorry's 5. Coordinate with City, King County and McCorry's Task 11- Surveying (Stantec) This task is supplemented as follows: 1. Revise legal and exhibit for Tjossem's sidewalk easement take 2. Potentially will need to write legal and exhibit for ARCO temporary easements 3. Pickup additional survey as necessary for trail and McCorry's property. 4. Final design pickups as needed Task 12 - Landscaping (Hough Beck & Baird) This task is supplemented as follows: 1. Design landscape materials and irrigation system: ARCO site Adjacent to the new sidewalk along Woodinville-Redmond Road 8 January 12, 2016

9 ~~~~~~ ~ A:COM The disturbed area adjacent to the tire shop across from ARCO. 2. Design landscaping only of the area underneath the new bridge. 3. Coordinate with City, ARCO and Tire shop for landscape options and plant preference. Task 13 -Right-of-Way Acquisition (Universal Field Services) This task is supplemented as follows: 1. Finalizing the easement from King County 2. Revise offer and coordinate with Tjossem for revised sidewalk easement. 3. Obtain a Driveway and Property Restoration Permit on the Basher parcel (ARCO) Task 14- Geotechnical (Shannon and Wilson) This task work is supplemented as follows: 1. Review revised design and compatibility of prior geotech recommendations. 2. Finalize the report to reflect the new locations of the abutments. 3. Finalize the pavement section recommendations due to WSDOT's recent overlay of SR 202. Task 15- Construction Support (Team) This task will allow for Design Construction support during construction. This is an estimated cost since it is difficult to predict the need of these services. The estimated cost assumes no federal dollars in construction. These services will include: 1. Bid support 2. Precon support attendance 3. RFI' s and shop drawing review for bridge and structures 4. Rail crossings (2) Testing and Commissioning 5. Shaft and wall construction support 6. Field troubleshooting for Civil and Bridge January 12,

10 Woodinville S.ammamish Bridce Replacement Name 1 Project Management 2 SlV Project Management & Bridge Oversight 3 Utility Coordination 4 Civil Ps&E Plans 5 Brfdge Plans and Calculations 6 Drainage Report 7 Lighting Plans And Cales 8 Environmental SubTotal AECOM Consultant AECOM SlV AECOM AECOM AECOM AECOM AECOM AECOM Fee $37,300 $13,700 $ $95,700 $198,000 $14,600 $25,000 $10,000 $406,400 No.Sheets Railroad Plans 10 SlV Retaining Walls Sub Total STV SlV SlV $114,400 $18,200 $132, Surveying 12 Landscaping 13 R/W Acquistfon 14 Geotech Expenses subtotal others Stantec. Hough Beck & Baird Universal Field Services Shannon & Wilson AECOM $10,000 $16,000 $6,400 $17,600 $2,500 $52, Total Fee Fee Remaining $591,500 $140, Total Chance Order $451,500 Construction Support Incl Testing and Commissioning 15 SlV 15AECOM 15 Shannon& Wilson Subtotal Others Total Chance Order Incl. Const. Support $25,000 $25,000 $10,000 $60,000 $511,500 15".. Management Reserve $76,700 Total Chance Order with Manacement Reserve $588,200 10

11 Presentation to the City Council January 19, 2016

12 Background 10/06/06: City enters into a professional services contract with AECOM (formerly DMJM/Harris) to begin design of the Sammamish Bridge Replacement Project. 07/21/10: City Council approves Fourth Addendum with AECOM to prepare final contract drawings, with anticipated advertisement for construction in late 2012, early /21/12: City Council approves Fifth Addendum with AECOM to address out of scope items associated with right-of-way acquisition, environmental and Port of Seattle issues.

13 Main Issues (Brick Walls ) Encountered since Fifth Addendum Difficulty in getting easements from the rail line owner for the two roadway crossings of the rail line. Difficulty in getting agreement with the railroad operator on the design of the railroad crossing signals and gates. Spent since Fifth Addendum to address these issues - $182,000 Issue Resolution December 2015 Purchased the underlying right-of-way from Port of Seattle, easements no longer an issue. Decision by the Utilities and Transportation Commission determining the design and maintenance of the railroad crossings and safety devices (Gates, Signals).

14 Main Reasons for this Addendum Negotiated settlement with the railroad dictates a change in a some design features: Crossing gates and signal interconnect Revised bridge and wall locations Right-of-Way renegotiations associated with these design changes Project permits have expired and need to be redone Modified roadway cross-slope to mitigate property impacts results in significant drainage revision Need to complete contract plans & spec s for bidding of project. Previously authorized funds spent resolving railroad crossing issues.

15 Budget vs. Project SUMMARY OF SAMMAMISH RIVER BRIDGE PROJECT COSTS Fifth Addendum Approved City / 12 Budget April 2012 / 16 Budget Seventh Addendum January 2016 Design $ 914,000 $ 1,019,155 $ 1,494,359 $ 1,530,655 Construction $ 5,248,400 $ 5,248,400 $ 5,312,000 $ 5,312,000 Construction Mgmt. $ 495,000 $ 495,000 $ 495,000 $ 495,000 Contingency $ 500,000 $ 394,845 $ 774,181 $ 737,885 Less Design Monies Spent $ ( 978,540) $ ( 978,540) TOTAL $ 7,157,400 $ 7,157,400 $ 7,097,000 $ 7,097,000

16 Recommended Action City Council approve the Seventh Addendum with AECOM in the amount of $511,500 for a total maximum contract amount of $1,530,655.

17 Questions?