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Home My WebLink AboutExeltech Consulting, Inc. - Extension Washington State Adft �R Department of Transportation Supplemental Agreement Organization and Address Number 01 Exeltech Consulting, Inc. Original Agreement Number 8792 Commerce Pl. Dr. NE, Ste A 2020-02 Lacey, WA 98516 Phone: 360 915-6187 Project Number Execution Date Completion Date 11/9/2022 12/31 /2023 Project Title New Maximum Amount Payable 2020-2021 Fish Barrier Correction Projects $2185809,60 Description of Work Consultant engineering and design services for Mason County's 2020-2021 fish barrier correction culvert projects including: North Shore Road M.P. 6.9 (Cady Creek) Culvert (CRP 1995) North Shore Road M.P . 16.6 (Great Bend Creek) Culvert (CRP 2021 ) North Island Drive M.P. 3 .46 (Unnamed Creek) Culvert (CRP 2011) The Local Agency of Mason County Public Works desires to supplement the agreement entered in to with Exeltech Consulting Inc. and executed on 8/19/2020 and identified as Agreement No. 2=020-02 All provisions in the basic agreement remain in effect except as expressly modified by this supplement. The changes to the agreement are described as follows: I Section 1 , SCOPE OF WORK, is hereby changed to read: Time extension and modification of Scope of Work. Remaining work is related to North Island Drive culvert, CRP 2011 , as set forth in Exhibit A-2 (attached). II Section IV, TIME FOR BEGINNING AND COMPLETION , is amended to change the number of calendar days for completion of the work to read : Completion Date: December 31 , 2023 III Section V, PAYMENT, shall be amended as follows: Time extension with no change in Payment. as set forth in the attached Exhibit AA , and by this reference made a part of this supplement. If you concur with this supplement and agree to the changes as stated above, please sign in the Appropriate spaces below and return to this office for final action. By: Santosh Kuruvilla Exeltech Consulting , Inc. gy; Michael Collins, PE aselle A proviirn/gAuthoritySignature Date DOT Form 140-063 Revised 09/2005 Exhibit " A-1 " Summary of Payments Basic Supplement #1 Total Agreement Direct Salary Cost Overhead (Including Payroll Additives) Direct Non-Salary Costs Fixed Fee Total $218,809 .60 $0.00 $218,809.60 DOT Form 140-063 I� Revised 0912005 EXHIBIT A-2 SUPPLEMENT 1 - AGREEMENT 2020-02 NORTH ISLAND DRIVE CULVERT REPLACEMENT SCOPE OF WORK INTRODUCTION This contract provides for Exeltech Consulting , Inc. (Consultant) to complete professional engineering and related services for Mason County Public Works Department (County) for the design of a replacement culvert at MP 3 ,46 on North Island Drive at the crossing of an unnamed creek. The intent of the design is to provide full fish passage and convey the 100-year flood without increasing the water surface elevation or extents of flood flows . This Scope of Work reflects the County's and Consultant's understanding of the work. PROJECT BACKGROUND The County and Consultant have previously developed a preliminary design for the replacement culvert and the County has had early coordination with Washington State Department of Fish and Wildlife (WDFW) . After receiving positive feedback from WDFW on the preliminary design the County is proceeding with the preliminary design to develop a final design for the culvert replacement, including construction ready plans and specifications . The County has requested Consultant to perform the necessary design work and plan set preparation necessary to complete the design . The County has also requested Consultant to provide minor assistance with preparation of environmental permits . SCOPE OF WORK The Consultant will provide multidisciplinary engineering services as described in detail for each task on the following pages . In general , the work includes: • Completing the hydraulic analysis and design of the replacement culvert to clearly show to any reviewer that the design meets the design standards established by WDFW for fish passage , and design standards established by the County for flood flow conveyance. A majority of the hydraulic analysis and design has previously been completed , and this work will be that necessary to complete and document the design . • Selection of a pipe material, determination of wall thickness for the culvert, and determination of need for protective coating on culvert. • The civil engineering analysis and design of the roadway for the future permanent configuration and any temporary configurations during construction . The County will provide the centerline alignment and roadway cross sections to use as templates. • Prepare draft and final construction plans, specifications, and engineer's cost estimate (PS&E) . • Quality control (QC) and quality assurance (QA) of project deliverables. REFERENCE STANDARDS, GUIDELINES AND REQUIREMENTS The Consultant will comply with County standards, guidelines , and requirements for all items that the County has established standards , guidelines , and/or requirements. The Consultant will comply with WSDOT/APWA standards , guidelines and requirements for all items not covered by Page 1 of 5 Exhibit A-2 - Supplement 1 Agreement 2020-02 Page 1 of 7 County standards, guidelines, and requirements. Except for fish passage analysis and design which will follow WDFW guidelines. As applicable , work will be performed with consideration of, and in accordance with , the requirements set forth in the latest editions, amendments, and revisions of the applicable design manuals and guidelines. ANTICIPATED SCHEDULE The Consultant's work under this contract will be completed within the timeframe shown below if there are no unexpected delays outside of Consultant's control . Notice to Proceed October 19, 2022 60% Draft Plans Submittal December 21 , 2022 90% Draft PS&E Submittal February 8, 2023 Final PS&E Submittal April 5, 2023 The duration of the reviews by the County and others, is given in the above schedule. Mutually agreeable changes to the project schedule, whether initiated by the County or Consultant, may be the basis for adjustments in the project budget. GENERAL DESIGN ASSUMPTIONS: 1 . The County will lead outreach activities with other agencies and stakeholders. 2. One round of County review for each set of deliverable documents. Comments from the review will be addressed by Consultant in the subsequent submittal , e.g. , comments on 60% draft plans will be incorporated into the project plans along with other updates and presented back to the County as part of the 90% draft PS&E submittal . 3. The County will obtain right-of-entry, title reports, and all permanent and temporary rights-of-way and easements that are needed for the project. 4. The County will provide a list of utilities, and their contact representatives, that may be affected by this project. 5. The County will perform utility locates and survey locations of existing utilities in the vicinity. 6. The County will distribute the draft deliverables to the County's project team for review and comment. The County will compile comments received into one document, rectify any contradictory comments, and send them to the Consultant. 7 . The 60% draft design plans are expected to provide sufficient detail to be included with permit applications. 8. No significant changes to the proposed design (e. g . , change structure from culvert to bridge) will be made after the 60% draft design plans are submitted. ENVIRONMENTAL PERMITTING ASSUMPTIONS: 1 . The County will be the lead for environmental documentation, permits and approvals. 2. The County will be the lead for the cultural resources assessment. 3. The 60% draft design will include sufficient detail to be used for the permit applications . TASK 1 — PROJECT MANAGEMENT This task includes work related to managing scope, schedule, and budget during the project by the Consultant communicating with the County. Communications will include emails, letters, memorandums, invoices , invoice progress reports, and telecommunications. The Consultant's Project Manager will share project design technical information, and coordinate project deliverable submittals with the County. Page 2 of 5 Exhibit A-2 - Supplement 1 Agreement 2020-02 Page 2 of 7 The Consultant will prepare and submit invoices on a monthly basis. Invoices will be accompanied by a progress report describing work completed during the time period covered by the invoice and work planned for the upcoming invoice time period . The progress report will include, when applicable, a description of identified issues that may impact schedule and/or budget. The Consultant will coordinate and participate in up to 14 biweekly project progress meetings, that will last approximately 30 minutes each, to discuss work progress, data needs, and other logistical coordination. The project progress meeting may be conducted via teleconferencing or in person at the County offices at the County's discretion . The meetings are generally expected to occur on the same day of the week every other week; however, there may be times when it is beneficial to have weekly progress meetings (e.g . , the weeks leading up to final submittal) and times when more than two weeks can pass between meetings (e.g . , during submittal reviews), the frequency of the meetings may be adjusted at the County's discretion if the total number of meetings does not exceed 14. DELIVERABLES: • Monthly progress report and invoice (PDF) • Project schedule with major milestones depicted, at project startup. (PDF) TASK 2 — ENVIRONMENTAL SERVICES AND PERMIT SUPPORT The County will lead the project environmental documentation and permitting process, including developing the environmental documentation and permitting strategy, coordination with regulatory agencies, providing the required environmental studies, and preparing the permit applications. The Consultant will provide support as requested by the County. Work items may include calculating areas impacted by construction, calculating volumes of materials placed below ordinary high water, and preparing up to 2 figures to be included with the 60% draft plan set submitted with permit applications as supplemental information specific to the permit and permit approval . Work effort for this task will not exceed the amount shown on the Cost Estimate unless the County requests additional work effort and approves additional funding prior to Consultant performing that work. DELIVERABLES: • To be determined on County needs. TASK 3 — PREPARE 60% DRAFT PLANS AND CONSTRUCTION COST ESTIMATE The Consultant will develop the 60% draft design plans from the preliminary design submittal on April 8 , 2022 . The 60% draft design plans will show the project in sufficient detail such that the County, permitting agencies, and stakeholders can evaluate the overall project and determine if the proposed design meets their specific goals and meets the minimum requirements of permitting agencies. The 60% draft design plans will be prepared in digital format set up for plotting to full size plan sheets (ANSI D 22 inch x 34 inch). Details will be prepared at an appropriate scale needed to illustrate critical items in a clear manner. The 60% draft plans are expected to contain the following sheets (with the understanding that there may be some minor variations as the design is advanced) : Page 3 of 5 Exhibit A-2 - Supplement 1 Agreement 2020-02 Page 3 of 7 1 . Cover Sheet ( 1 sheet) 2 . Legend and abbreviations (1 sheet) 3. Summary of Quantities (1 sheet) 4. Typical Roadway Section (1 sheet) 5. Roadway Plan and Profile (1 sheet) 6. General Notes (1 sheet) 7 . Drainage Plan , Profile and Details (2 sheets) 8. Culvert Plan and Elevation, Typical Section , and Profile (3 sheets) 9. Project Construction Staging and Sequencing Plan ( 1 sheet) 10. Temporary Traffic Detour Plan ( 1 sheet) 11 . Temporary Erosion and Sediment Control Plan ( 1 sheet) 12. Site Restoration , and Landscape Plans, Details and Quantity Estimate (2 sheets) 13. Right of Way Plan (1 sheet) Consultant will prepare an engineer's construction cost estimate for the project using quantities derived from the 60% draft design, and unit costs based on recently awarded County contracts. Unit costs for bid items that have very few or no recent occurrences on County projects will be derived from cost data for recent WSDOT projects. No special provisions (specs) will be prepared for this submittal . The Consultant will provide the County with digital files (PDF) of the 60% draft plans. The County will distribute the 60% draft plans to all necessary County, regulatory agency, Tribes, and other stakeholder reviewers. The County will receive comments from all reviewers and compile a single comprehensive set of comments to be addressed as part of Task 4, eliminating duplicative, contradictory, and those not applicable to the design . The Consultant will coordinate with the County to schedule a meeting to discuss review of the 60% draft design plans and comments generated from the review. The meeting will be held via video conference or at the County's offices as determined by the County. DELIVERABLE(S): • 60% draft design plans (PDF) • 60% draft Construction Cost Estimate (PDF) • Preliminary Hydraulic Design Report (PDF) • Responses to County developed comment spreadsheet with incorporation in the 90% level design plans (PDF) TASK 4 — PREPARE 90% DRAFT PLANS, SPECIFICATIONS, AND ESTIMATE The Consultant will develop the 90% draft design by revising and expanding the 60% draft design , incorporating review comments on the 60% draft design plans and adding more detail based on continued design work. The Consultant will update the engineer's construction cost estimate to reflect any changes to bid item quantities and new information regarding unit cost for bid items. The Consultant will compile a draft of the spec book including an example contract used by Mason County for construction projects, a summary Page 4 of 5 Exhibit A-2 - Supplement 1 Agreement 2020-02 Page 4 of 7 of quantities to be used for bidding , general project information (Division 1 ) and technical special provisions (Divisions 2 through 9) using the WSDOT/APWA format. The Consultant will provide the County with digital files (PDF) of the 90% draft PS&E. The County will distribute the 90% draft PS&E to all necessary County, regulatory agency, Tribes , and other stakeholder reviewers. The County will receive comments from all reviewers and compile a single comprehensive set of comments to be addressed as part of Task 5, eliminating comments that are duplicative, contradictory, and those not applicable to the design. The Consultant will coordinate with the County to schedule a meeting to discuss review of the 90% draft design plans and comments generated from the review. The meeting will be held via video conference or at the County's offices as determined by the County. The County will provide the Consultant with the compiled set of review comments. DELIVERABLE(S): • 90% draft design plans (PDF) • 90% draft Construction Cost Estimate (PDF) • 90% draft Specifications (MS Word format) • Responses to County developed comment spreadsheet with incorporation in the final design plans. (PDF) TASK 5 — PREPARE FINAL PLANS , SPECIFICATIONS, AND ESTIMATE The Consultant will develop the final design by revising and expanding the 90% draft design, incorporating review comments on the 90% draft PS&E, and adding more detail based on continued design work. The Consultant will update the engineer's construction cost estimate to reflect any changes to bid item quantities and new information regarding unit cost for bid items. The Consultant will finalize the Spec book. The Consultant will create a Final Hydraulic Design Report. DELIVERABLE(S) : • Final plans, stamped and signed by a professional engineer (PDF automatically , plotted copy if requested). Final Engineer's Construction Cost Estimate (PDF) Final Specifications (MS Word format) • Final Hydraulic Design Report (PDF) Page 5 of 5 Exhibit A-2 - Supplement 1 Agreement 2020-02 Page 5 of 7 pu m � 0 > m m f § 2 2 a q m m m m q to § m z / « z 7 j z z m ) z § � / NINO 0 m (n � Cl) z pu \ m § U . Sn z § ( \> \ mCn ƒ $ � q � { \ m \ \ \ \ / \ fm , ) ± Sr. Project # # Manager § § @ ® CO Admmis Fnnmnppr Civil Engineer m £ mphv sign g 2 0 0 ® Emm _ ecD � 00 co dminkr sin a w ) # Total A# h \ # # o o warms um Consultant Fee Determination - Summary Sheet Mason County Public Works Task Description : North Island Drive Culvert Replacement Consultant Fee Determination Exeltech Project # 2020-10 Consultant: Exeltech Consulting Code Classification Est, LABOR Hours Rate Dollars Sr. Project Manager 14 x $74. 16 = $1 ,038.24 PM / Hydraulics Engineer 109 x $62 .00 = $62758. 00 Civil Engineer 124 x $52 .36 = $6,492.64 Design Engineer / CAD 204 x $35.31 = $72203.24 Administration 18 x $31 . 58 - $568.44 Total Hours 469 Total DSC = $22,060.56 Overhead (OH Cost -- including Salary Additives) OH Rate x DSC of 154. 80% x $22,060. 56 = $34, 149.75 Fixed Fee (FF) : FF Rate x DSC of 30.00% x $22 ,060. 56 = $6,618, 17 Subtotal $62,828 ,48 Reimbursables Itemized Quantity Units Rate In Scope Meals and Lodging each @ _ $0. 00 Mileage 400 each @ $0.625 = $250. 00 Reimbursables Total 250,00 Exeltech Subtotal $63,078.48 Grand Total $639078,48 Exhibit A-2 - Supplement 1 Agreement 2020-02 Page 7 of 7