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HomeMy WebLinkAboutResolution - 2022-R0438 - Amendment 12 with RS&H Inc. for AirportResolution No. 2022-RO438 Item No. 5.15 October 25, 2022 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute for and on behalf of the City of Lubbock, Amendment No. 12 to that certain Agreement for Professional Services dated May 12, 2020, by and between the City of Lubbock and RS&H, Inc. and related documents, in connection with Electrical Emergency Systems and Grounding Improvements at the Lubbock Preston Smith International Airport (LPSIA). Said Amendment is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council on 00y�L�1 Rebe ca Garza, City Sec t APPROVED AS TO CONTENT: October 25, 2022 Kelly CApbell, Executive Director of Aviation Assistant City Attorney ccdocs/RES.Amend #12-RS&H, Inc. September 28, 2022 Resolution No. 2022-RO438 Electrical Emergency Systems and Grounding Improvements September 16, 2022 City of Lubbock, Texas Lubbock Preston Smith International Airport LBB Contract No.: 15200.xxx RS&H Project No.: 2023-1874-012 . Prepared by RS&H Inc. at the direction of Lubbock Preston Smith International Airport RSM SCOPE OF WORK I PROJECT DESCRIPTION The City of Lubbock ("Owner') desires to replace their existing terminal emergency generator and update the electrical distribution grounding system at Lubbock Preston Smith International Airport ("Airport" or "LBB"). The Airport terminal electrical system consists of a single main 4000 Amp switchgear and a network of downstream power distribution panels. The switchgear and a large percentage of the downstream power distribution panels are original to the building and have reached their maintenance end life. A catastrophic power event to the power system, for example, a lightning strike, bus fault, mechanical breaker failure, or severe winter weather, could limit power to the Airport's life safety systems. Due to the age of the electrical distribution equipment, the readily available replacement parts are near impossible to source in new condition. With the existing emergency generator and electrical distribution system, an event like those noted could cause the Airport to be without power for extended periods. The grounding system is a crucial life safety part of all modern electrical power distribution systems. The terminal's originally installed grounding system has been identified as incomplete. There are two existing standby power generators. One uses natural gas and the second uses diesel. A complete replacement of the standby system will allow the Airport to maintain full -life safety system operation during extended power utility outages while also significantly reducing emissions and improving fuel efficiency. To prepare for the anticipated increase in electric vehicle charging demand, it is desired to install electrical infrastructure to support and provide for future electric vehicle charging stations in the airport parking area. Installation of conduits to a selected location for future connection and extension and installing electrical panels to serve these future loads will allow the Airport to more quickly and efficiently address these future demands when needed. This Project will provide for the replacement of the electrical power distribution system, replacement of the standby power system, installation of the electrical infrastructure to support future electric vehicle charging demands, and completion of the existing grounding system to maintain safe operation of the terminal building. This Work Plan describes the scope of services to be provided by RS&H, Inc., the Architect/Engineer (A/E) for the designphase services associated with the Electrical Emergency Systems and Grounding Improvements project. This Work Plan includes the anticipated Project Schedule and Project Proposal. The Project Schedule defines the durations of work that are the Lubbock Electrical Emergency Systems and Grounding Improvements SCOPE OF WORK basis of the Work Plan and Project Proposal. The Project Proposal provides the basis of the estimate for the required compensation and defines the task efforts and deliverables required for the Project. The following professional disciplines/services/specialties are expected to play a significant role in the development of the Project: Project Management Electrical Engineering O Power o Emergency Systems o Grounding Systems O Lighting O Lightning Protection X Cost Estimating The following disciplines are expected to play a supporting role in the design once the conceptual narrative is complete. » Architectural Design >> Civil Engineering Structural Engineering Mechanical Engineering Plumbing Engineering Fire Protection Engineering The Consultant design team is made up of the following professionals: Consultant/Subconsultant RS&H Vistara Involvement Project Management, Architectural, Structural, Mechanical, Electrical, Plumbing, Fire Protection, Security, Civil Cost Estimating Funding Expectations — The Project's construction budget will be based on preliminary engineer's opinion of probable construction costs (EOPQ developed during the design. The actual cost may vary significantly as the Project design progresses and the scope is further Lubbock Electrical Emergency Systems and Grounding Improvements 2 SCOPE OF WORK developed, and the current construction climate with escalating prices. Changes to the project cost may require changes in the Consultant's efforts and adjustments to the compensation indicated in this proposal. Project Duration — The Project's schedule is defined in the accompanying Project Schedule. The actual program may vary significantly as the Project design progresses and the scope is further developed. Changes to the project schedule may require changes in the Consultant's efforts and adjustments to the compensation indicated in this proposal. This scope of work assumes that all proposed project elements will be constructed in one project. There is significant overlap between design items in each task, and the fee proposal reflects that. Any deviations from these assumptions once notice has been given to the Consultant to begin the work of this contract may require a change to the Project scope and additional fees. Deletion of a task(s) or the requirement for additional work not specifically included herein will require re-evaluation of the proposed design fees. II PROJECT TASKS Below identified by Task is the anticipated work provided under this work order. TASK 1 PROJECT INITIATION AND CONCEPTUAL DESIGN PHASE Performance of this Task will confirm the general design parameters of scope, establish Airport expectations, review pertinent documentation, and complete a survey of existing conditions. Specific task breakdowns are as follows: Task 1.1 Project Initiation The Consultant will complete the necessary Project initiation and documentation setup to appropriately manage the Project. Task 1.2 Project Kick -Off Meeting A single virtual kickoff meeting will be held to establish the project design goals, objectives, methods, work schedule, and budget. The meeting will be attended by members of the Consultant's team as well as Airport staff that are well versed on this project and able to provide the necessary information to the team. RS&H will prepare a written meeting summary for distribution to all attendees. Task 1.3 Documentation Review RS&H will work with the Airport to collect and review all existing as -built data, including recent projects. The Consultant will identify missing data that will be required to build the base drawings and assemble them into a drawing package. Lubbock Electrical Emergency Systems and Grounding Improvements 2 SCOPE OF WORK Task 1.4 Site Observation of Existing Conditions RS&H will conduct a walk through of the site to confirm previously collected data on the existing conditions from the terminal project contractor. During the site survey, the following tasks and goals will be accomplished. Grounding & Replacement of Downstream Panel: Confirm the exact scope of work remaining after completion of the terminal Project. Begin the preliminary layout for the grounding design. Identify panel sizes and quantity along with a location. Generator: A proposed single generator to replace the existing generators will be diesel - powered. Investigate preliminary phasing options for installation. Review up to three preliminary locations for the generator to be installed. Main Service Switchboard and Utility Transformers: Review options to replace or refurbish the existing 4000A switchboard. Discuss options with the utility to upsize main service transformers to create full redundancy at the service point. Task 1.5 Project Management and Discipline Coordination The Consultant will oversee scheduling, resource allocation, monitoring, oversight, direction, and control for all aspects of the team's efforts, including assembly and coordination of all documentation. Schedule, develop agenda, conduct review meetings, issue minutes, and monitor concurrence with stakeholders. Task 1.6 Conceptual Design Report RS&H will provide a Conceptual Design Report containing a detailed description of the current issues with the emergency and grounding systems and then propose the solutions to each. The generator solutions will involve multiple generator options, size, fuel source, etc., and generator locations. The grounding systems will include a summary of the field notes and contractor data and a written basis of design that will guide the development of floor plans, specifications, and commissioning requirements. The main service switchboard and utility transformers will look at replacement versus refurbishment. Task 1.7 Engineer's Opinion of Probable Construction Costs RS&H will produce an EOPC for the work. The EOPC represents the judgment of the estimators who have no control over the cost of labor, materials, or equipment, over the Contractor's methods of determining prices, or over competitive bidding, market, or negotiating conditions. Accordingly, RS&H cannot and does not warrant or represent that bids or negotiated prices will not vary from the budget, funding, or any estimate or evaluation by RS&H. Lubbock Electrical Emergency Systems and Grounding Improvements 3 SCOPE OF WORK Task 1.8 Quality Control Review The Consultant shall conduct in-house quality control reviews of this construction document stage submittal. The review shall cover the design plans and technical specifications prior to submittal to the Airport. The Quality Control review will be performed as follows: • Independent QC Review — An independent Architect/Engineer not actively involved in the Project will review for readability, accuracy, appearance, and acceptability • Constructability Review — a comprehensive look at the Project to ensure alignment between plans and specifications, phasing impacts, potential conflicts, etc. Task 1.9 Conceptual Design Review Meeting The Consultant shall coordinate and attend one (1) meeting with the Airport via conference call to review the Concept Design submittal. Within two weeks of the meeting, the Airport/Stakeholders will provide any additional written comments to the Consultant that may affect the direction of the project. The Consultant will prepare minutes of the meeting and distribute to attendees within five (5) working days of the meeting. TASK 2 DESIGN DEVELOPMENT - 60% CONSTRUCTION DOCUMENTS RS&H will produce a 60% design level of effort for review and comment by the Airport, including the following elements: • Design Drawings • Draft Technical Specifications • EOPC Task 2.1 Prior Phase Comment Incorporation The Consultant shall review all comments received from the Airport regarding the prior Conceptual Design submittal review and incorporate applicable comments into plans and specifications during this construction document phase. A comment log will be provided with the responses on how each comment will be incorporated or why it was not applicable. Task 2.2 60% Design Drawings Based on consultation with airport staff and the kickoff meeting minutes, RS&H will develop the following 60% drawings and submit them for review electronically: • Reference sheet • Phasing Plans • Site plan(s) • Demolition plans • New work floor plans • Enlarged plans • Risers Lubbock Electrical Emergency Systems and Grounding Improvements 4 SCOPE OF WORK Task 2.3 60% Design Specifications RS&H will produce draft technical written specifications for applicable building systems for Owner review. Task 2.4 60% Engineer's Opinion of Probable Construction Costs RS&H will produce an EOPC for the work. The EOPC represents the judgment of the estimators who have no control over the cost of labor, materials, or equipment, over the Contractor's methods of determining prices, or over competitive bidding, market, or negotiating conditions. Accordingly, RS&H cannot and does not warrant or represent that bids or negotiated prices will not vary from the budget, funding, or any estimate or evaluation by RS&H. Task 2.5 Quality Control Review RS&H will conduct in-house quality control reviews of this design development document stage submittal. The review shall cover the design plans and technical specifications before submittal to the Airport. The Quality Control review will be performed as follows: >> Independent QC Review — An independent Architect/Engineer not actively involved in the Project will review for readability, accuracy, appearance, and acceptability. Constructability Review — a comprehensive look at the Project to ensure alignment between plans and specifications, phasing impacts, potential conflicts, etc. Task 2.6 60% Design Review Meeting RS&H will conduct a project review meeting via conference call with airport staff to review the 60% design documents, Owner -provided comments, and responses to comments. Before the review meeting, RS&H shall receive Owner review comments and respond in writing. RS&H will provide a written meeting summary and distribute it to all attendees. RS&H will incorporate all agreed -upon changes into the documents as the design progresses into the next design phase. Task 2.7 Project Management and Discipline Coordination The Consultant will oversee scheduling, resource allocation, monitoring, oversight, direction, and control for all aspects of the team's efforts, including assembly and coordination of all documentation. TASK 3 CONSTRUCTION DOCUMENTS - 100% DESIGN RS&H will produce a 100% design level of effort for review and comment by the Airport, including the following elements: • 100% Construction Document Drawings • Permit Set Submittal • Technical Specifications • EOPC Lubbock Electrical Emergency Systems and Grounding Improvements 5 SCOPE OF WORK Task 3.1 Prior Phase Comment Incorporation The Consultant shall review all comments received from the Airport regarding the prior Conceptual Design submittal review and incorporate applicable comments into plans and specifications during this construction document phase. A comment log will be provided with the responses on how each comment will be incorporated or why it was not applicable. Task 3.2 100% Design Drawings Based on results from the 60% design review meeting, RS&H will develop the following 100% drawings and submit them for review electronically: • 100% Drawings (Reference Sheets, Site Plans, Floor Plans, Phasing Plans) • Advanced Riser Diagrams • Schedules • Details Task 3.3 100% Design Specifications RS&H will produce updated technical written specifications for applicable building systems for Owner review. Task 3.4 100% Engineer's Opinion of Probable Construction Costs RS&H will update the EOPC for the work. The EOPC represents the judgment of the estimators who have no control over the cost of labor, materials, or equipment, over the Contractor's methods of determining prices, or over competitive bidding, market, or negotiating conditions. Accordingly, RS&H cannot and does not warrant or represent that bids or negotiated prices will not vary from the budget, funding, or any estimate or evaluation by RS&H. Task 3.5 Quality Control Review The Consultant shall conduct in-house quality control reviews of this construction document stage submittal. The review shall cover the design plans and technical specifications before submittal to the Airport. The Quality Control review will be performed as follows: Independent QC Review — An independent Architect/Engineer not actively involved in the Project will review for readability, accuracy, appearance, and acceptability. Constructability Review — a comprehensive look at the Project to ensure alignment between plans and specifications, phasing impacts, potential conflicts, etc. Task 3.6 100% Design Review Meeting RS&H will conduct a project review meeting at the airport with airport staff to review the 100% design documents, Owner -provided comments, and responses to comments. Before the review meeting, RS&H shall receive Owner review comments and respond in writing. RS&H will provide a written meeting summary and distribute it to all attendees. RS&H will incorporate all agreed -upon changes into the documents as the design progresses into the next design phase. Lubbock Electrical Emergency Systems and Grounding Improvements 6 SCOPE OF WORK Task 3.7 Project Management and Discipline Coordination The Consultant will oversee scheduling, resource allocation, monitoring, oversight, direction, and control for all aspects of the team's efforts, including assembly and coordination of all documentation. TASK 4 BID AND AWARD SUPPORT SERVICES Bidding and Award Support services will be provided by follow-on Work Order once the Airport elects to move forward with advertising the project for bid. TASK 5 CONSTRUCTION ADMINISTRATION SERVICES CA services will be provided by follow-on Work Order once the contract is awarded to the successful Bidder by the City. III PROPOSED PROJECT SCHEDULE The Project's schedule is anticipated as follows: RS&H Receives Executed Agreement NTP Documentation Review and Survey 3 weeks after NTP Completion of Conceptual Design 4 weeks additional (7 weeks after NTP) Owner Review 1 week additional (8 weeks after NTP) Completion of 60% Design 8 weeks additional (16 weeks after NTP) Owner Review 1 week additional (17 weeks after NTP) Completion of 100% Bid Documents 8 weeks additional (25 weeks after NTP) Total Project Schedule 25 weeks from NTP (approx. pending City Processes) The actual schedule may vary significantly as the design progresses. Changes to the project scope may require modifications to the project schedule. Although that is not anticipated, if such changes occur and are significant, it may require an increase in the compensation indicated in the Project Proposal. The fee for all tasks presented in this proposal is indicated in Attachment A. IV PROFESSIONAL SERVICES FEE AND FEE TYPE RS&H will provide the above -referenced services for a Fixed Lump Sum Total Fee of $244,647.30. Labor for professional services and Sub -Consultant efforts will be based on a Lump Sum Fee total of $238,302.30. Reimbursable expenses will be billed as Cost -Plus NTE fee of $6,345.00. See Attachment A for a breakdown of costs. Lubbock Electrical Emergency Systems and Grounding Improvements 7 SCOPE OF W-,RK Should scope items/activities/efforts/durations be modified at the request of the Airport or need to be adjusted based on the design/construction schedule, the Consultant Team will need to modify the fee to accommodate the changes. Such changes will be compensated through an amendment (Additional Services requested by the Consultant) to the Task Order or similar vehicle. The effort, fee, and schedule adjustments resulting from a change in scope will be assessed and approved by the Airport before the execution of the change. V ASSUMPTIONS AND EXCLUSIONS This scope is based on the following: 1. The Airport will provide existing as -built data, including recent projects. 2. No major design revisions after the 60% submission. 3. Permitting Fees are not included. 4. Grant Application Assistance services are not included. 5. All Deliverables will be Electronic except for the Permit Set, which will include 3 full size sets of drawings and project manual. 6. Delivery of a BIM model for the airport or contractor's use is not included. 7. Services not explicitly defined in this scope of work are not included. 8. RS&H will not perform services/work related in any way to PFAS chemicals or substances possibly containing PFAS chemicals and RS&H shall not be liable for the nonperformance of such services/work. CITY ON LUBBOCK W/,x ray P e May r ATTEST Re Garza City S retary APPROVED AS TO CONTENT: Kelly Ca bell Executive Director of Aviation P TO FORM: First Assistant Lubbock Electricol Emergency Systems and Grounding Improvements RS&H, Inc. DWUSW aW. „4. Amanda J. O'Krongley Vice President 8 ATTACNYEMTO Lubbock MMn Smith Airport RS&H Ebeeal Emergency Systems and Grounding 4nDrovmams RS&N, INC. TASK I - PROJECT INITIATION & CONCEPTUAL DESIGN m - oao�®®maoaao�� susTOrAL HOURS RATE TOTAL DIRECT LABOR 3 aaaa©m®oa®oaaa� TASK I PROJECT NUTIATION CONCEPTUAL DESIGN TASK 2 .60% Construction Documents m �m00000000000�� ®• - ©oo�aooa�o�o�� SUBTOTALHOURS RATE TOTAL DIRECT LABOR S a©aaooamm®mmam® ��� ASK 3: 100% Construction Documents 31 Prior Phase Comment Into ration 2 1 2 1 3,2 100%DeL nDr 16 2 4 60 60 SO a a 4 a 2 a 272 3.3 100% Deson S eCficaborts 8 x 8 x 6 1 1213 34 100% Ornion or Probable Construction Costs 2 1 2 2 1 1 1 101 3.5 Quably Control Review 2 8 1 6 e e 1 2 1 1 36 100% Dow R-ow M..bng 1 a 8 2 8 2 37 Project Management ano Dwome Cooro nation 2 e 2 2 2 2 2 2 eFe SUBTOTAL HOURS RATE TOTAL DIRECT LABOR S S 52 10 a 69 95 66 21 10 14 8 7 6 10 12 S334.72 S238.12 $232.77 $141.09 $189.89 f12759 $117,67 S22503 $14794 S273.83 S15TA1 S215.38 1105.28 f98.1S S1673.80 $12.382.24 S2.32770 S564.36 $16.90021 S1236864 S10.35N.96 S4,725.63 $1479,40 f3.837.62 11259,28 S1.50752 562112 N570.a0 $7114e TaM1 Pmaosa0 Fee Is, TASK 3: 100% Consb d- Dxumsma $71,2411.68 REIMBURSABLES • DVYGS ■ PA S REPRODUCTION St DD f010 •SETS Perrns DotumaM6 s0 500 J Do—s0 500 TOTAL REPRODUCTION• PKGS a MrsPOSTAGE I DELIVERY51500 j$342Cenlermae SJ.00 e tr TOTAL POSTAGE DELIVERY 811BCONSULTANT3 Valan Corer g Servkes 3 37390 f37 TOTAL SUSCONSULTANTS TRAVEL AVlara 0 Car 94 Lae Met Meats A T •PeoPM M(My, $750 $75 $180 SW Sole VIW a Kkk." 3 3 . 31.000 S540 1 $4,005 100% nR.—Matra 2 2 31500 5150 5380 RQ 1 $2.250 REIMBURSABLES(Not-IoExeaed) f44.139.00 SUMMARY TASK 1- PROJECT INITIATION a CONCEPTUAL DESIGN TASK 2 - 60% CtrnslruclMn DtrarnsnM rims. TASK 3: 100% Construction Deeumams S71 N. REMBUROABLES Mo 4 Ex SM,139.00 TOTAL D IGN AND BIDDINGIAWARD SERVICES M,647.00 O AL FOR AMO BIDDUIGIAWARD SERVICES µ64730