HomeMy WebLinkAboutRes2021-090Sponsored by: Bower
CITY OF SEWARD, ALASKA
RESOLUTION 2021-090
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO APPROVE
CHANGE ORDER 1 TO TASK ORDER 7 WITH R&M CONSULTANTS
INC. FOR ENGINEERING SUPPORT SERVICES DURING THE
CONSTRUCTION PHASE FOR THE REPLACEMENT OF G, K AND L-
FLOATS AT THE SEWARD BOAT HARBOR, AND APPROPRIATING
FUNDS NOT TO EXCEED $65,082
WHEREAS, in March, 2019 the Seward City Council approved Resolution 2019-024
entering into a contract with R&M Consultants, Inc. for on -call engineering. Through a
competitive Request for Proposals (RFP) process to provide on -call engineering for construction
projects, survey needs, utility expansion projects, and land use issues; and
WHEREAS, the harbor utilized this on -call engineering contract (Task Order #5) for
concept design and preliminary construction cost estimate and inspection report needed for the
Harbor Facility Grant Application to replace G, K and L-Float; and
WHEREAS, in Resolution 2020-016 the Seward City Council approved to execute Task
Order #7 with R&M to provide engineering support services at the Seward Boat Harbor, including
in the Scope of Work to include engineering, design, permitting and bid support for the G, K and
L-Float replacement project; and
WHEREAS, the City has requested and R&M Consultants has provided a cost and task
proposal in the amount of $115,082 to conduct the G, K and L-Float replacement project
Engineering Support Services; and
WHEREAS, R&M was under budget in Task Order #7 in the amount of $50,000 which
will be used towards this change order; and
WHEREAS, this change order will provide the City with Engineering Support Services
during construction, and those goals are best achieved through observation, inspection,
coordination, documentation; and
WHEREAS, through their work on this project since inception, R&M Consultants has
developed an in-depth familiarity with the project, and has worked closely with the administration,
agencies, the public; and
WHEREAS, R&M Consultant's experience with and understanding of the Seward Harbor
development brings further value to the project, makes them particularly suited to continue
developing the project on behalf of the city, and R&M Consultants can begin the new work
L _ immediately; and
WHEREAS, Seward City Code § 6.10.120A (8) exempts professional services including
accounting, architectural, appraisal, engineering, land surveying, and other specialized service
from the otherwise applicable provisions of that Title requiring competitive procurement
procedures.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA that:
Section 1. The City Manager is hereby authorized to execute Change Order I to Task Order
#7 with R&M Consultants Inc. for engineering support services during construction and to issue a
Notice to Proceed.
Section 2. Funding in an amount not to exceed $65,082 is hereby appropriated frorn CPV
Undesignated Reserves account of 11103-0000-3710-0000-11372 to the Harbor Float
Replacement infrastructure account 11372-0000-8 101
Section 3. This resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 23,'d
day of August, 2021.
AYES-
Osenva McClure Casavranda DeM
NOES. None
ABSENT: Seese, Baclaan
ABSTAIN: None
'Brenda J. Ballo, , M N��' ,.
%0
City Clerk oF Seivo,,100
0
(City Seal)
S F"
0 1"" AN.,
City Council Agenda Statement
Meeting Date: August 23, 2021
To: City Council
Through: Janette Bower, City Manager
From: Norm Regis, Harbormaster
Agenda Item: Resolution 2021-090: Authorizing the City Manager to Approve Change
Order 1 to Task Order 7 with R&M Consultants Inc. for Engineering Support
Services During the Construction Phase for the Replacement of G, K and L-
Floats at the Seward Boat Harbor, and Appropriating Funds not to exceed
$65,082.
Background and justification:
On March 2019 the Seward City Council approved Resolution 2019-024 entering into a contract
with R&M Consultants, Inc. for On -Call engineering. Through a competitive RFP process to provide
on -call engineering for construction projects, survey needs, utility expansion projects and land use
issues.
The harbor utilized this On -Call engineering contract (Task Order 45) for concept design and
preliminary construction cost estimate and inspection report needed for the Harbor Facility Grant
Application to replace G, K and L float. This effort corresponds to a reduced fee for preliminary
design, which saves the city funds to be used towards its 50% match for this project.
In Resolution 2020-016 the Seward City council approved to execute task order 47 with R&M to
provide engineering support services at the Seward Boat Harbor, including in the Scope of Work to
include engineering, design, permitting and bid support in the amount of $137,059 and will not be
exceeded without prior written approval and task order amendment.
The city requested a proposal from R & M for construction support for the G, K and L-Float
replacement project.
R&M sent the city a proposal for the G, K, and L-Float replacement project in the amount of
$115,082 as quantified in exhibit A.
There are under budget funds remaining from Task order 47 in the amount of $50,000 which will be
used towards this change order for construction support which reduces the $115,082 to $65,082 for
the construction phase of this project.
With final construction bids to be opened on August 27t'. The focus now will be on Engineering
Support Services during construction, those goals are best achieved through the observation,
inspection, coordination, documentation and other tasks as described in the attached Fee Estimate
(Exhibit A) for Engineering Support Services from R&M Consultants.
R&M Consultants Inc. is intimately familiar with the G, K and L-Float replacement project and is
particularly suited to continue the work already begun there, and is ready to begin work immediately.
The intent is to amend task order 47 with R&M Consultants Inc. to add engineering support services
in the amount of $65,082 at the Seward Boat Harbor, changing the Scope of Work to include Project
Management, Pile Driving Support, Reviewing Shop Drawings, Change Orders, Dock inspection,
punch list and final punch list and inspection and close out services, and increase the amount of the
original contract in an amount not to exceed $202,141.
Consistency checklist:
Comprehensive Plan: Continue to support, promote, enhance and develop harbor facilities to
accommodate Seward's growing demand for marine transport facilities. (page 35)
Strategic Plan: Complete the renovation of the Seward Small Boat Harbor. (page 7)
Other: N/A
Fiscal note: Funding for this change order will be transferred from CPV undesignated reserves
account to the G, K and L-Float Replacement infrastructure account
Funding is from: 11103-0000-3710-0000-11430 (CPV Undesignated Reserves account) to 11430-
0000-8101 (G, K and L-Float Replacement infrastructure account)
m
Finance Department approval
Attorney Review:
Yes No F7] Not applicable
Recommendation
City Council adoption of Resolution 2021-090.
August g, 2021
Norm Regis, Harbormaster
City of Seward
P.O. Box 167
Seward, Alaska 99664
:: 1I ►• •I• ••
RE: Seward Small Boat Harbor K, L, G Dock Replacement Project Engineering Support and
Services During Construction.
Dear Mr. Regis:
R&M Consultants, Inc. (R&M) is pleased to submit the attached fee proposal for providing
engineering services forthe construction phase of the above referenced project.
We have broken the work into two tasks: Task 6) Office based engineering support, and
Task 7) on -site engineering support and inspections. (The task numbers, 6 and 7, followthe
previous design and bid service tasks that we have pr3evioulsy set up for this project.) The
office -based engineering task includes on -site inspections by senior engineers but does not
include full time on -site inspectors.
Our fee includes providing engineering services forthe following scope of work:
Task 6. Office -Based Engineering Support: Office based engineering support will consist of
the following:
Project management and coordination - This task will include project set up
and organization, billing reviews, planning and coordination, project reports,
administrative meetings with the owner and other project management
tasks.
z. Responding to contractor's questions and requests for information (RFI) or
design clarification/verification requests (DCVRs) - This task will include
formal and informal responses to questions from the contractor.
3. Reviewing contractor shop drawings - This task will include reviewing shop
drawings for the fabricated items including the float system, gangways, and
fabricated steel items.
4. Reviewing materials and product data submittals - This task will include
reviewing materials submittals for conformance with the project
specifications.
5. Reviewing change order requests —Should change order requests be
advanced, we will reviewthese along with any cost implications and make a
recommendation to the City.
6. Reviewing contractor pay application requests - We will reviewthe pay
requests and verifythe quantities for payment. We will provide the Citywith
a recommendation for payment.
7. Participating in a fabrication yard inspection in Washington State. This
will involve having a senior engineer visit the float fabrication plant
and inspect the floats and other items during fabrication and prior to
shipping to the site.
Norm Regis, Harbormaster
August g, 2021
Page z
8. Substantial completion inspection and punch list - Nearthe end of thejob, the engineers of record will
conduct a site visit. This will include a senior waterfront engineer and an electrical engineer who will
each complete a substantial completion inspection to verifythat all components of thejob are
complete and to the satisfaction of the Owner. The inspection will be performed in the presence of
the contractor, and if necessary, a punch list will be created to documentthe remaining items to be
completed or corrected prior to final payment.
g. Conducting a substantial completion inspection and providing a preliminary punch list. This will
include having a senior engineer go to Seward and inspect the project once it is nearly complete. We
will provide the contractor with a preliminary punch list of items that need to be corrected or
completed priorto acceptance of the project. This will include an inspection bythe project electrical
engineer.
io. Final inspection and punch list - The senior engineers will complete a final inspection to verifythat all
punch list items are complete.
Task 7.On-Site Oversight and Inspections: On -site (field) based engineering support may consist of the following:
i. Project management and coordination - This task will include project set up and organization, billing
reviews, planning and coordination, project reports, administrative meetings with the owner and
other project management tasks.
z. On -site oversight during pile driving times - Once the contractor mobilizes to the site, R&M will
provide a staff inspector who will monitor the day-to-day construction activities during pile driving.
The inspector will keep daily field records, record the work being performed each day, the equipment
and labor used, and take photographs. The on -site inspector will act as a liaison for the Contractor to
ask technical questions in the field. This will include R&M providing an inspector skilled and trained in
monitoring pile driving operations. During this time, it is important for a trained pile inspector to be
on hand to ensure floats are assembled properly, piles are installed correctly and to provide swift
guidance and direction if any obstructions or other unforeseen difficulties during pile driving are
encountered in the field.
3. Close out field records - records of inspections daily and weekly reports will be collected and bound
into digital notebooks for record keeping.
Assumptions and limitations:
We assume that it will take approximately 6 weeks to complete much of the pile driving work and that the
contractor will be working 6 days a week and io hours per day. This is approximately full time 36o hours. We
estimate that there will be several down periods in this time frame where an inspector is not needed. Our
estimate is for Soo hours. Note that these values can be adjusted once we review the required Contractor
provided project construction schedule.
We assume that we will rent an apartment or small house in Seward for our on -site inspector for i to z months.
This will save money instead of paying for a hotel room.
Our construction administration team will act as the owner's representative during construction. Our
responsibility will be to provide inspection and administration services to help to ensure that the construction
work is done in accordance with the agreed to plans and specifications. We will not direct the work nor will we be
directly responsible for the work done bythe Contractor.
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Norm Regis, Harbormaster
August 9, 2021
Page 3
We have not included a fee for participating in claims negotiations. R&M is available to assist with any claims
made by the contractor for unforeseen or out of scope work.
Due to the uncertain nature of this type of work, which is highly dependent on the Contractor's activities which
are out of our control, we propose to complete the above scope of work on a time and expenses (T&E) basis. A
detailed breakdown of the estimated ME fee is attached foryour reference.
Please call me at (907) 646-9679 for questions or additional information.
Sincerely,
R&M CONSULTANTS, INC.
John C. Daley, PE
Project Engineer
Attachment: fee estimate(s)
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PRICE PER TASK SUMMARY
FIRM: R&M Consultants, Inc.
PROJECT TITLE: DATE: 8/9/2021
Seward KLG Dock Replacement Construction Support Services
TASK
LABOR
EXPENSES
SUB -CONTRACTS
TASK TOTALS
6
Office Based Construction Support Services
$42,579
$2,823
$12,643
$58,045
7
Field Based Construction Support Services
$47,948
$9,088
$0
$57,037
ESTIMATED TOTALS
LABOR
EXPENSES
SUB -CONTRACTS
PROJECT TOTAL
$90,527
$11,911
$12,643
$115,082
COST ESTIMATE PER TASK
TASK NO: 6 TASK DESCRIPTION: Office Based Construction Support Services DATE: 8/9/2021
GROUP: METHOD OF PAYMENT: Lj FP [_]FPPE ❑f T&E L CPFF PREPARED BY: John Daley
SUB- I LABOR HOURS PER JOB CLASSIFICATION
TASK NO. SUB -TASK DESCRIPTION Principal/ I Staff I Clerical
Manager Engineer Support
1* LABOR RATES
LABOR CO5T5 $25,308.00 1 $16,416.00 1 $855.04 $0.00 $0.00 $0.00 1 $0.00 1 $0.00 1 $0.00 1 $0.00
COMMENTS
SUB -
TASK NO.
ITEM(S)
QUANTITY
UNIT PRICE
TOTAL PRICE
7
Airfare
2
$650.00
$1,300.00
7
Hotel
2
$150.00
$300.00
7
Car rental
1
$150.00
$150.00
7
Meals
4
$60.00
$240.00
No time is included for claims negotiations. We can
provide assistance for this on a T&E basis.
Assumes 2 on site inspections by senior engineers
Assumes one trip to the float fabrication yard in
Washington State
8
Mileage
240
$0.95
$228.00
8
Meals
1
$60.00
$60.00
FIRM'S LABOR: $42,579
9
Mileage
240
$0.95
$228.00
9
Meals
1
$60.00
$60.00
FIRM'S TOTAL EXPENSES Plus 10 % Mark -Up:
$2,823
TOTAL EXPENSES: $2,566
TOTAL SUBCONTRACTOR Plus 10% Mark -Up:
$12,643
SUB -CONTRACTORS: Firm Initials and Price Per Task
FIRM:j
Haight
I
I TOTAL SUB
JAMOUNT:1
$11,494
1
1 $11,494
ITASK TOTAL: $58,045
COST ESTIMATE PER TASK
TASK NO: 7 TASK DESCRIPTION: Field Based Construction Support Services DATE: 8/9/2021
GROUP: METHOD OF PAYMENT: FP ❑ FPPE Q T&E ❑ CPFF PREPARED BY: John Daley
SUB- LABOR HOURS PER JOB CLASSIFICATION
TASK NO. SUB -TASK DESCRIPTION Principal/ Staff Field Inspector
* LABOR RATES
LABOR COSTS
SUB-
TASK NO.
ITEM(S)
QUANTITY
UNIT PRICE
TOTAL PRICE
2
Mileage
960
$0.95
$912.00
2
Meals
45
$60.00
$2,700.00
2
Lodging
2
$1,200.00
$2,400.00
2
Field office
45
$50.00
$2,250.00
EOM M ENTS:
4ssumes 6 Weeks pile driving construction inspection
FIRM'S LABOR: I $47,948
FIRM'S TOTAL EXPENSES Plus 10% Mark -Up: $9,088
TOTAL EXPENSES: $8,262 TOTAL SUBCONTRACTOR Plus 10 % Mark -Up: $0
SUB -CONTRACTORS: Firm Initials and Price Per Task
TOTAL SUB
$0 TASK TOTAL:
PRICE PER TASK SUMMARY
fra �
PROJECT TITLE:
Seward Harbor, Floats G, K & L (HAI 278-17)
DATE:
9 Aug 2021
HAIGHT
TOTAL FEE:
=$11,494
TIME hours
Method of
Project
Project
Project
Project
Designer CAD
CAD Technicial
Administrative
Payment
TASK
DESCRIPTION
Manager
Engineer
Engineer
Engineer
(Peggy)
(Robbie)
(Shauna)
Expenses
Total
Ben
(Kyle)
T&E
7
Construction Administration
1
32
0
0
0
8
0
$0
$6,050
T&E
1 8
Site Visits
12
12
0
0
0
0
0
$1,004
$5,444
Total Time (Hrs)
13.00
44.00
0.00 0.00
0.00
8.00
0.00
Fee Schedule ($ per hour)
$210.00
$160.00
$155.00 $145.00
$100.00
$90.00
$80.00
ESTIMATED TOTALS
LABOR
CBJTAX SALES
EXPENSES TOTAL COST
Haight & Associates, Inc.
$10,490
$0
$1,004 $11,494
17A,SK ORDER O. 05. Grant Application Assistance for K&L Float IReplacement
This task order ms subject tothe terms, and conditions of the Agreement for On-CaH
Erigineeding Services between R&M Consultants, in (Engineer) and it of SelAfard
(Owner) dated AprH15, 20-119 avid any amendments therEAo. This task aura shaH not be
binn ding until it has belen properly signed b Iboth parbles. Upon exeCUtion, this task order
shall supplen"nervt the Agreernent as ft pertains to the task described below.
i. rask Order Narne: Grant ApI.)HcalJort Assis"taince for K&L. Moat Replacement
2. Description of Se�vlcesto Ike Performed by Engineer:
Engineering ser0ces related a site visit and con&l-Jon asses sn'eent Including an
associated condihon a5sessment report, concept de5lgn/plan drawI ng, and
constrtictiori cost estimate,
3. PaymentstoEngineer: Owneir shaH pay IEngineertern al-8,irAA basis in accordance
with the contract rate schedlLfle with art applied 3o% d�scount, Estirnated,free
i's $5,958 and vfill not be exceeded without prior written approvai and task order
affiendment.
R N WITNESS WHEREOF, the parties havie exeCUted thisTask Order as o,f the
Effecflve Date first above written under .the 1hands of their duly authorizied
representathd,es,
R&M CONSULTANTS, �INC.
Kimbedy Nielsen, VE, Contract Manager
(Signature)
11/14/19
City of Seward
Scott W. Mesza ros City AAa inage,r
1� - - t - J r - C �-�
rl�iH/wry
(Diate)
R&M CONSULTANTS N
I C
1111!11p�111
This task order is subject to the terms and conditions of the Agreement for On -Call
Engineering Services between R&M Consultants, Inc. (Engineer) and City of Seward
(owner) dated April'15, 2019 and any amendments thereto. This task order shall not be
bi'nding until it has been properly signed by both parties. Upon execution, this task oIrder
shall supplement the Agreement as it pertains to the task described below.
lip
I i
Engineering design, permitting, and bid support for replacing K, L, and, G Floats in the
City small boat harbor including floats, guide piles, water, fire suppression and shore
power and lighting utilities. Design drawings and technical specificat�ions will be
produced to provide a, bid-readyset of construction dog a
performance specification for the Gty�preferrecl style of floats. Construction cost
est�imating and Bidding support is also included. R&M will subcontract the services of
Haight & Associates for electrical engineering. Refer to our fee proposal dated 2/5/2o
which provides a cletailed scope of work and fee estimate breakdown.
3. Payments to Engineer: Owner shall pay Engineer on a T&M basis in accordance
with the contract rate schedule. Total Estimated fee is $13,7,059 and will not be
exceeded without prior written approval and task order amendment.
IN WITNESS WHEREOF, the parties have executed this Task Order as of the
Effective Date first above, written under the hands, of their duly authorized
representatives.
R&M CONSULTANTS, INC. City of Seward
Kimberly Nielsen, PE, Contract Scott W. Meszaros , City Manager
Manager
EEMM
2/5/20
(Date)
— RP/
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(Signature)