HomeMy WebLinkAboutItem 04 Authorize and Direct the City Manager to Execute the Intergovernmental Agreement (IGA) Amendment #2 with Willamalane for Mill Race Path Design, Engineering, and Construction Management Services.AGENDA ITEM SUMMARY Meeting Date: 9/8/2015
Meeting Type: Regular Meeting
Staff Contact/Dept.: Jeff Paschall/DPW Staff Phone No: 541-726-1674
Estimated Time: Consent Calendar
S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Maintain and Improve Infrastructure and
Facilities ITEM TITLE: INTERGOVERNMENTAL AGREEMENT (IGA) AMENDMENT #2 WITH
WILLAMALANE FOR MILL RACE PATH DESIGN, ENGINEERING, AND CONSTRUCTION MANAGEMENT SERVICES.
ACTION REQUESTED:
Approve or reject a motion to authorize and direct the City Manager to execute the
INTERGOVERNMENTAL AGREEMENT (IGA) AMENDMENT #2 WITH WILLAMALANE FOR MILL RACE PATH DESIGN, ENGINEERING, AND CONSTRUCTION MANAGEMENT SERVICES
ISSUE
STATEMENT:
City Council directed staff to negotiate transfer of certain portions of the
Weyerhaeuser Haul Road currently owned by Willamalane to the City. As payment for the haul road, the City will pay up to $750,000 for construction of the Mill Race Path and Trailhead. IGA Amendment #2 addresses construction payments and
costs for the Mill Race Path and Trailhead.
ATTACHMENTS: 1. Intergovernmental Agreement #1170, Amendment #2 2. July 20, 2015 Council Briefing Memo
DISCUSSION/
FINANCIAL IMPACT:
The City awarded the construction contract Mill Race Stormwater Facility, Booth
Kelly Trailhead and Mill Race Path on July 20, 2015. Of the $4,557,792 contract, $886,599 is for work on behalf of Willamalane. As approved by the City Council, the City will pay for $750,000 of Willamalane’s costs as payment for portions of
the Weyerhaeuser Haul Road the City has interest in acquiring.
The existing IGA does not address construction cost payments, or cost sharing, so
an amendment has been prepared for Council review and approval to add these provisions as paragraph 5.2 of the attached amendment. As background on the
project, the Council Briefing Memo from July 20, 2015 is included as an attachment.
The amendment as presented is in draft form. Staff recommends that Council authorize the City Manager to sign amendment #2 to the IGA with Willamalane
when legal counsel approves the final agreement.
SECOND AMENDMENT TO MILL RACE PATH
DESIGN, ENGINEERING, & CONSTRUCTION MANAGEMENT SERVICES INTERGOVERNMENTAL AGREEMENT BETWEEN THE CITY OF SPRINGFIELD AND
WILLAMALANE PARK AND RECREATION DISTRICT
Contract #1170
September 8, 2015 Parties:
The City of Springfield “City” 225 Fifth Street Springfield, OR 97477
And Willamalane Park and Recreation District “Willamalane” 250 S. 32nd Street
Springfield, OR 97478
The Parties hereby agree that the Intergovernmental Agreement dated April 9, 2014 between the City of Springfield (City) and Willamalane Park and Recreation District (Willamalane) and the
First Amendment dated December 9, 2014 included herein as Attachment 1, is hereby amended
for the second time as follows:
5. Payment.
5.1 Design
City shall pay Contractor, according to the terms of Independent Contractor Agreement #1111
and Exhibit D, for the Additional Work in an amount not to exceed $44,687, as set forth in
Contractor’s Proposal, and Exhibit E, for the Additional Work in an amount not to exceed
$54,482, also set forth in contractor’s proposal. Willamalane shall reimburse City for such
additional work. Within five (5) business days of receipt of an invoice from the Contractor, such
invoice containing Additional Work, City shall forward the invoice to Willamalane for review.
Within ten (10) days of receipt of the Contractor’s invoice from City, Willamalane shall approve
receipt. Upon receiving Willamalane’s approval of Contractor’s invoice for Additional Work,
City shall pay Contractor for the Additional Work. Within ten (10) days of submitting payment to
the Contractor for the Additional Work, City shall provide an invoice to Willamalane for payment
of the Additional Work plus the cost of permitting specific to the Mill Race Path Project.
Willamalane shall reimburse the City for payment of the Additional Work within fifteen (15)
days of receipt of the City’s invoice. If Willamalane accepts the Optional Bid Item for the
construction costs of the Mill Race Path and Trailhead then this agreement will be amended to
include those costs at Willamalane’s expense.
Attachment 1 Page 1 of 108
5.2 Construction
City shall pay Contractor, according to the terms of Independent Contractor Agreement #1534
with Babb Construction dba Delta Construction Company, for the actual cost of construction of
the Mill Race Path and Trailhead as depicted in the Optional Bid Item as accepted by
Willamalane. As agreed to in City Contract #1533 Weyerhaeuser Haul Road IGA, City shall pay
the contractor $750,000 for construction on behalf of Willamalane. Willamalane shall reimburse
City for remaining actual costs over $750,000. This amount is estimated at $136,599, based on
the awarded Optional Bid as approved by Willamalane.
7. Contract Administration. Any notice required or permitted under this Agreement shall be given when actually delivered or 48 hours after deposited in United States mail as certified mail
addressed as follows, or as may otherwise be specified by the parties from time to time in writing:
Willamalane City
Vincent Mortorello, Planning and Dev. Mgr. Jesse Jones P.E.
Willamalane Center for Sports and Recreation City of Springfield
250 S. 32nd St. 225 Fifth Street Springfield, OR 97478 Springfield, OR 97477
vincentm@willamalane.org jjones@springfield-or.gov
PH: 541.736.4015 PH: 541.726.3720
Except as amended herein, all other terms and conditions of the Intergovernmental Agreement
between Parties dated April 9, 2014 and the First Amendment dated December 9, 2014 will
remain in full force and effect.
CITY OF SPRINGFIELD WILLAMALANE
Name:________________________ Name:________________________
Title: _________________________ Title: _________________________
Date: _________________________ Date: _________________________
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M E M O R A N D U M City of Springfield
Date: 7/20/2015
To: Gino Grimaldi COUNCIL
From: Anette Spickard, DPW Director
Ken Vogeney, City Engineer
Jesse Jones, Civil Engineer
Molly Markarian, Senior Planner
BRIEFING
Subject: Bid Award for Project P21052 – Springfield Mill
Race Stormwater Facility, Booth Kelly Trailhead, and Mill Race Path
MEMORANDUM
ISSUE: Four bids were received on this project. Contract award is now necessary to enable work to proceed.
COUNCIL GOALS/
MANDATE:
Maintain and Improve Infrastructure and Facilities
Together with the Mill Race Restoration project completed in 2014, construction of the
Springfield Mill Race Stormwater Facility, Booth Kelly Trailhead, and Mill Race Path implements the community’s economic revitalization, recreation, education, stewardship, and
water resource management goals for the Mill Race as established in the 1993 Mill Race
Concept.
BACKGROUND: Springfield has long recognized the importance of its historic Mill Race for residents and visitors alike. Due to its scenic and recreational values; water resources; and
ability to support agriculture, wood products, tourism activity, and riparian habitat, restoring the Mill Race to the glory of its past has been a high priority for Springfield leaders for decades. The 1993 Mill Race Concept established a community vision for transforming Springfield’s Mill
Race into a community asset by preserving and enhancing its vitality for human enjoyment and benefit. The Concept envisioned abundant clean water; distinct urban and rural landscapes; access for fishing and canoeing; trails for equestrians, bicycles, and pedestrians; historic and
interpretive opportunities; economic revitalization; preserving and enhancing natural areas; and protecting groundwater resources. Since the adoption of that community vision, City leaders have collaborated with their Team Springfield partners to steadfastly support projects aimed at
achieving these goals of enhancing environmental quality, recreation, economic development, connection with the past, and community pride.
Mill Race Restoration
The multi-year Mill Race Aquatic Ecosystem Restoration Project the City implemented with the
Army Corps of Engineers was completed in 2014. Phase I included construction of a new inlet
at Clearwater Park and riparian enhancement along the upper reach of the Mill Race. Phase II involved restoration of the former Millpond area (removing dam, draining pond, re-channelizing
Mill Race, and riparian enhancement). To fully comply with the federal Clean Water, Endangered Species, and Safe Drinking Water Acts, Springfield must take responsibility for improvements and protection of the entire Mill Race system. Thus, riparian habitat, water
quality, and drainage improvements are anticipated for all publicly owned property adjacent to the entire Mill Race.
Recreational & Educational Setting
The Springfield Mill Race is considered a regionally significant public open space with natural,
MEMORANDUM 9/2/2015 Page 2
recreational, and historic attributes. Thus, in addition to improving flows and water quality, Springfield desires to use the Mill Race as a resource for community education and recreation.
Preliminary planning for educational and recreational improvements adjacent to the Mill Race
occurred as part of the Aquatic Ecosystem Restoration Project, and further refinement of the concepts continues.
In 2012, the Willamalane Board of Directors adopted an updated Willamalane Park and Recreation Comprehensive Plan, which identifies a proposed Natural Area Park at the Booth-
Kelly/Mill Pond site, with an emphasis on outdoor education. Also in 2012, voters approved a
Willamalane Park and Recreation District bond measure that will fund a number of park projects, including development of a multi-use path along the Mill Race from Downtown
Springfield to the Middle Fork Path.
Mill Race Stormwater Facility
In 2008, the City Council adopted a Stormwater Facilities Master Plan (SWFMP) to guide more comprehensive, efficient, and multi-objective management of Springfield’s stormwater system. Given the ongoing efforts to restore the Mill Race’s aquatic ecosystem, the waterway was
identified in the SWFMP as a priority project area for water quality improvements (specifically, Water Quality CIP Number 12-WQ). Implementing 12-WQ will support restored ecosystem
functionality the Aquatic Ecosystem Restoration Project has brought to the Mill Race.
The SWFMP anticipated that the objectives of 12-WQ could be achieved through three
interrelated projects described in Springfield’s Capital Improvement Program: Lower Mill
Race/Mill Race Outfalls; Booth Kelly Drainage; and Mill Race Stormwater Facility. The SWFMP described the Mill Race Stormwater Facility as: constructing a daylight or
diversion/pre-treatment structure for water quality at the City-owned property north of the
former Millpond.
The Mill Race Stormwater Facility is intended to intercept and treat stormwater from a 117-acre industrial/commercial stormwater sub-basin east and southeast of Main Street. The stormwater is currently piped underneath the northern edge of a 14.3-acre City-owned parcel and then
discharges into the Mill Race from a 48-inch corrugated plastic stormwater pipe. Stormwater in this sub-basin includes various industrial pollutants from log yards, industrial sites, and high traffic areas, resulting in periodic violations of state water quality standards and presenting
hazards to endangered fish species.
Feasibility Phase
Due to known severe hydraulic site constraints, the City commissioned a Feasibility Study in 2013 to evaluate the viability of vegetative stormwater treatment for this sub-basin. The selected
consultant, AMEC, reviewed existing data, conducted a limited environmental investigation, and
developed and evaluated three alternative stormwater facility plans. AMEC also worked with a landscape architect to develop concepts for park amenities, landscaping, and educational
opportunities.
A triple bottom line review was employed to rank and score each alternative using 16 financial,
social, and environmental metrics established based on the multi-faceted goals of the project.
Based on the triple bottom line scoring and discussions with SUB and Willamalane, AMEC and City staff recommended the Alternative 2 Wide Pond concept for further design development, as
depicted in Exhibit 1. The selected alternative had the highest treatment capacity, the highest water quality value, and provides riparian and aquatic habitat, along with recreational and educational value to the community along the Mill Race in close proximity to downtown
Springfield.
MEMORANDUM 9/2/2015 Page 3
Design & Permitting Phase
Staff began the design and permitting process for the project with issuance of a Request for
Proposals for engineering services for the Mill Race Stormwater Facility in November 2013, and the selected consultant was AMEC. Since execution of the contract in early 2014, the City, SUB,
and Willamalane staff have worked collaboratively through an iterative design refinement
process for the Springfield Mill Race Stormwater Facility, Booth Kelly Trailhead, and Mill Race Path. The overall layout of these project elements is excerpted from the final construction
drawings and included as Exhibit 2.
Construction Phase
Now that design is complete, the project is able to move forward with construction. The
construction project consists of earthwork and disposal of soil, a variety of flow control structures, a trailhead and multi-use path and landscaping. Bids were received and opened on
June 30, 2015. Delta Construction Co. is the low bidder on this project. Funding for this project is provided by the Stormwater Revenue Bond sold in 2010, as well as System Development Charge Funds. Sufficient funds are budgeted in the Mill Race Stormwater Facility Project
account (850223) to allow award of the contract. The City is partnering with Willamalane to enable concurrent construction of the trailhead and multi-use path through the site. The
construction contract award is the Project schedule’s critical path in order to begin construction
in Summer 2015.
RECOMMENDED ACTION: Approve or reject the following motion:
TO AWARD THE SUBJECT CONTRACT TO BABB CONSTRUCTION CO. DBA DELTA CONSTRUCTION CO. IN THE AMOUNT OF $4,557,792.00 AND AUTHORIZE THE CITY MANAGER TO SIGN THE CONTRACT.
Exhibit A-Page 1 of 1
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Exhibit B-Page 1 of 4
NSDSDNSDSTORM SEWER MANHOLE SANITARY SEWER MANHOLE RAIN GARDEN INLET AREA DRAIN UTILITY POLE GUY-WIRE ANCHOR CONSTRUCTION NOTES RAILROAD TRACKS FENCE OVERHEAD POWER LINE OVERHEAD COMMUNICATION LINE PROPOSED ELECTRIC CONDUIT GUY-WIRE EXISTING STORM SEWER NEW STORM SEWER EXISTING SANITARY SEWER NEW SANITARY SEWER EXISTING MAJOR CONTOUR EXISTING MINOR CONTOUR PROPOSED MAJOR CONTOUR PROPOSED MINOR CONTOUR PROPOSED FUTURE SUB WATERLINE RAIN GARDEN OVERFLOW DRAIN AND PERFORATED PIPE LIMITS OF CONSTRUCTION ORDINARY HIGH WATER PROPERTY BOUNDARY 20' WIDE SWALE MILL RACE PATH MAINTENANCE ACCESS ROAD ASPHALT 4" CONCRETE 6" CONCRETE CONSPAN BRIDGEPL3OHW
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NSSNSSSSExhibit B-Page 2 of 4
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APPROXIMATE LOCATION OF NEW STUB POLE AND GUY-WIRE. WORK TO BE PERFORMED BY SPRINGFIELD UTILITY BOARD (SUB). CONTRACTOR TO VERIFY ACTUAL LOCATION.NEW ACCESS ROAD. 12' WIDE WITH 1' WIDE GRAVEL SHOULDERS. 6", 3/4" MINUS OVER 12", 1-1/2" MINUS CRUSHED ROCK, SEE DETAIL B, SHEET C-12.FLOW CONTROL ORIFICE MANHOLE, INLET, AND HDPE DISCHARGE PIPE, I.E. IN 456.59',I.E. OUT 456.26', ORIFICE 5.76" DIAMETER. SEE DETAILS A, F, AND G, SHEET C-12.PROTECT EXISTING BRIDGE AND ABUTMENTS.CONTECH CONSPAN BRIDGE, SEE DETAIL ON SHEETS C-18, C-19, C-20, AND C-21.REMOVE EXISTING 48" CPP STORM PIPE, ~140'.CUT 48" BYPASS PIPE AT SWALE TO MAINTAIN DRAINAGE OF RR PROPERTY AND FOR MAINTENANCE BYPASS, PROVIDE RIPRAP SPLASH PAD AT NEW OUTFALL. INVERT APPROXIMATELY 457.35'. SEE DETAIL B, SHEET C-13.INSTALL 2" ELECTRICAL SCH 40 PVC CONDUIT ALONG ENTIRE LENGTH OF PATH SHOULDER FOR FUTURE USE. APPROXIMATE LENGTH 2,226 FEET. ALIGNMENT TO FOLLOW IRRIGATION PIPING ALIGNMENT. REFERENCE DETAIL C, SHEET C-12 AND SHEETS L-1, L-2, AND L-3.RELOCATED OVERHEAD POWER POLE BY OTHERS (SUB), INCLUDING GUYS.GRAVEL ACCESS ROAD AND TURN AROUND TO SUB 3-POLE STRUCTURE, SEE DETAIL B, SHEET C-12. SAME DETAIL AS ACCESS ROAD.20' PATH ASPHALT TRANSITION, SEE MILL RACE PATH DETAIL C, SHEET C-12 FOR ASPHALT DETAIL. ONLY 1-FOOT AGGREGATE SHOULDERS.MILL RACE PATH, SEE DETAIL C SHEET C-12.NEW 24" WATERLINE INSTALLED BY OTHERS (SUB).INSTALL ~ 340' OF NEW 10" PVC SCH 3034 SS LINE AND NEW MANHOLE.1 2 3 4 5 6 7 8SDSSSTORM SEWER MANHOLE SANITARY SEWER MANHOLE AREA DRAIN UTILITY POLE GUY-WIRE ANCHOR CONSTRUCTION NOTES RAILROAD TRACKS FENCE OVERHEAD POWER LINES PROPOSED ELECTRIC CONDUIT GUY-WIRE STORM SEWER SANITARY SEWER NEW SANITARY SEWER LINE EXISTING MAJOR CONTOUR EXISTING MINOR CONTOUR PROPOSED MAJOR CONTOUR PROPOSED MINOR CONTOUR PROPOSED FUTURE SUB WATERLINE ORDINARY HIGH WATER LIMITS OF CONSTRUCTION PROPERTY BOUNDARY BUFFER AROUND UTILITY POLES AND GUY-WIRES 20' WIDE SWALE MILL RACE PATH DRIVABLE GRASS PAVER CONSPAN BRIDGE ASPHALT TRANSITION ACCESS ROADPL3 9 10 11 12 13 14NSSOHWExhibit B-Page 3 of 4
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CONSTRUCT DIVERSION VAULT. VERIFY INVERT AND TIE TO EXISTING 48" STORM SEWER AND NEW 48" STORM SEWER. I.E. FOR NEW STORMWATER APPROX.458.67'. VERIFY I.E. WITH ENGINEER. MUST MAINTAIN 0.10-FOOT DROP ACROSS VAULT. VERIFY ELEV. DOES NOT CONFLICT WITH OUTFALL I.E.. SEE DIVERSION VAULT DETAILS, DETAIL A, SHEET C-13. INSTALL PERIMETER SECURITY FENCE WITH BARBWIRE, SEE DETAIL G & H, SHEET C-17.INSTALL 48" HDPE PIPE. APPROXIMATE LENGTH 116 FEET. SEE DETAIL C3, SHEET C-15 FOR PIPE CONNECTION DETAIL TO HEADWALL AND VAULT.CONCRETE WING WALL, SEE DETAIL SHEETS C-14 AND C-15.CONSTRUCT CONCRETE HEADWALL. NEW OUTFALL I.E. @ 458.63'. VERIFY ELEVATION IS LOWER THAN I.E. AT NOTE 1. SEE DETAIL SHEETS C-14 AND C-15.NEW ACCESS ROAD. SEE DETAIL B, SHEET C-12.INSTALL SLIDE GATES ON DOWNSTREAM STORM SEWER PIPES, TWO SLIDE GATES TOTAL. SEE DETAIL A, SHEET C-13, AND SHEET C-16 DETAILS.CONCRETE OVERFLOW WIER, ELEV. 458.63' MUST MATCH OUTFALL I.E. INTO POND.SEE DETAIL SHEETS C-14 AND C-15.4' FLAT TOP BERM.8' BENCH FOR PLANTING SHADE TREES FOR POND.SEDIMENT FOREBAY.RIPRAP SPLASH PAD. SEE DETAIL B SHEET C-13.INSTALL 2" SCH 40 PVC CONDUIT ALONG ENTIRE LENGTH OF PATH SHOULDER FOR FUTURE USE. APPROXIMATE LENGTH 2,226 FEET. ALIGNMENT TO FOLLOW IRRIGATION PIPING ALIGNMENT. REFERENCE DETAIL C, SHEET C-12 AND SHEETS L-1, L-2, AND L-3.NEW 24" WATERLINE, INSTALLED BY OTHERS (SUB).5H:1V SLOPE FOR MAINTENANCE ACCESS INTO SW FACILITY.20' PATH ASPHALT TRANSITION, SEE MILL RACE PATH DETAIL C, SHEET C-12 FOR ASPHALT DETAIL. ONLY 1-FOOT AGGREGATE SHOULDERS.20' x 6' CONCRETE OVERLOOK WITH 2 BENCHES, SEE TH-9 FOR BENCHES, SEE DETAIL C, TH-4 FOR CONCRETE.1 2 3 4 5 6 7 8 9 10 11 12 13SDSSSTORM SEWER MANHOLE SANITARY SEWER MANHOLE AREA DRAIN UTILITY POLE GUY-WIRE ANCHOR CONSTRUCTION NOTES RAILROAD TRACKS FENCE OVERHEAD POWER LINES PROPOSED ELECTRIC CONDUIT GUY-WIRE EXISTING STORM SEWER NEW STORM SEWER EXISTING SANITARY SEWER EXISTING MAJOR CONTOUR EXISTING MINOR CONTOUR PROPOSED MAJOR CONTOUR PROPOSED MINOR CONTOUR PROPOSED FUTURE SUB WATERLINE LIMITS OF CONSTRUCTION PROPERTY BOUNDARY 20' WIDE SWALE MILL RACE PATH DRIVABLE GRASS PAVER ASPHALT TRANSITION ACCESS ROADPL3 14 15 16NSDExhibit B-Page 4 of 4