HomeMy WebLinkAboutResolution - 2024-R0251 - Amendment No. 17 To Contract 15200, RS&H, Inc., LPSIA - 05/14/2024Resolution No. 2024-R0251
Item No. 6.23
May 14, 2024
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. 17 to LBB Contract 15200, by and
between the City of Lubbock and RS&H for second floor renovations in the administrative,
meeting rooms and operations blocks, including the common hallway, at the Lubbock Preston
Smith International Airport, and related documents. 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 May 14, 2024
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TRAY PA E, MA OR
ATTEST:
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Courtney Paz, City Secretary
APPROVED AS TO CONTENT:
Ke11y Campbell, Executive Director of Aviation
orney
ccdocs IIIRES.Amend 17-RS&H
April 18, 2024
Al'PROVED AS TO FORM:
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Resolution No. 2024-R0251
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� � LBB 2"d Floor Renovations
Concept Design, Bidding &
Construction Support
Scope o f Work
Amendment No. 017
April 17, 2024
City of Lubbock, Texas
Lubbock Preston Smith International Airport
LBB Contract No.: 15200
RS&H Project No.: 2023-1874-017
_ Prepared by RS&H, Inc.
at the direction of
Lubbock Preston Smith International Airport
RSs�I
SCOPE OF WORK
PROJECT DESCRIPTION
The City of Lubbock (City) has requested that RS&H (Consultant) provide a scope and fee for
Design and Construction Support of the Lubbock Preston Smith International Airport (LBB or
Airport) 2"d Floor Renovations (Project). The 2"d floor of the Airport was not renovated as part of
the recent Terminal Renovations project and many of the finishes in the existing administrative
and operations areas require replacement and updating. The scope of the interior renovations
will occur across the 2"d floor of the terminal in the Administrative, Meeting Rooms, and
Operations Blocks and include the common hallway, as indicated by the red hatching in the
images below. The extent of the interior renovations will include:
1. Interior Finishes
a. Replacement of carpet
b. Painting of interior walls
c. Painting of wood doors and trim
d. Replacement of floor base trim
e. Replacement of ceiling tiles
f. Replacement of interior lighting fixtures
2. IT Upgrades
a. Provide upgraded audio/visual equipment, including large format displays with
cameras, wireless microphone/speaker systems with volume control, workstation,
software, etc. in the Ambassador Room and Blue Room.
b. Add a new secure Wi-Fi system for the 2"d floor, including controller, software,
licensing, wireless access points (WAPs), cabling, raceway, etc.
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OVERALL FLOOR PLAN OF THE 2^1D FLOOR TERM/NAL
L88 2n° Floor Renovations Concept Design Report 1
April 17, 2024
SCOPE OF WORK
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ADM/NISTRATIVE BLOCK OF 2ND FLOOR TERM/NAL - EAST AREA
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MEETING ROOMS BLOCK OF 2ND FLOOR TERM/NAL - CENTRAL AREA
L88 2"d Floor Renovations Concepi Design Report 2
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OPERATIONS BLOCK OF 2�'1D FLOOR TERMINAL - WEST AREA
The following professional disciplines are expected to play a significant role in the development
of the Project:
» Project Management
» Architectural Design
» Interior Design
» Electrical Engineering
» IT/Low Voltage
» Cost Estimating
The Consultant design team is made up of the following professionals:
Consultant/Subconsultant
RS&H
Involvement
Project Management, Architectural and
Interior Design, Electrical Engineering, IT/Low
Voltage and Cost Estimating
The interior spaces within the 2"d floor of the Terminal include Administration, meeting /
conference rooms, Operations, Police, IT, and other offices. Though there are some areas
occupied by the Airlines on the 2"d floor, these spaces will not be renovated within this project.
In coordination with the Airport and City Procurement Department, the scope of this work is
anticipated to be performed under the BuyBoard and The Interlocal Purchasing System (TIPS)
procurement methods and will be funded privately by the Airport. It is anticipated the Interior
Finishes components of the project will be completed under the BuyBoard program and the IT
Upgrades components of the project will be completed under the TIPS program. In the event,
the BuyBoard / TIPS method becomes an undesirable or executable option, the Consultant will
prepare a bid package to publicly solicit the project.
L88 2"d Floor Renovations Concept Design Report 3
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APPENDICES
In order to accommodate budgetary considerations, the Project wil) be designed with a Base Bid
component and various additive alternates to best identify the and maximize the amount of
construction work that can be completed within the budgetary limitations. It is expected that
the work within the Meetings Room Block will be the Base Bid and all other work will be
considered as additive alternates.
f I PROJECT TASKS
TASK 1 EXISTING CONDITION DOCUMENTATION
The intent of this task is to develop the baseline documentation necessary to properly establish,
design, model, and document the Project. Specific task breakdowns as follows:
Task 1.1 Project Initiation & Set Up
The Consultant will coordinate and attend one (1) project initiation meeting with the Airport to
review and document the visible conditions of the project site and define the Project scope,
goals, and client expectations. The Client will attend with knowledgeable staff and provide
access to all areas associated with the Project to ensure a comprehensive walkthrough. As part
of this task, measurements will be taken to validate existing condition documentation, and
access to IT systems is as expected. This meeting is anticipated to be held at the Airport and will
require travel by three members of the Consultant's team.
Further, the Consultant will complete the necessary Project initiation and documentation setup
in order to appropriately manage the Project.
Task 1.2 Project Kick-Off
Upon receiving Notice to Proceed (NTP), the Consultant will participate in a single kickoff
meeting virtually, attended by members of the Consultant's team (Project Manager, Architect,
Interior Designer, Low Voltage Engineer, and Electrical Engineer) as well as Airport staff that are
well versed on this project and able to provide the necessary information to the Team. The
workshop will define, among others:
» The methods by which the Project will be performed
o Concept Design Report
0 3D Renderings to showcase design aesthetics
0 2D Floor plans and supplemental drawings
o Specifications reflecting material selections and performance
» Budgetary considerations, including additive alternate strategies
» Understanding other ongoing work that may impact the Project
» Development of preliminary design and construction schedule
» Communication channels, coordination requirements, and responsibilities
L88 2"d Floor Renovations Concept Design Report 2
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APPENDICES
>? Initial interior palette and design preferences
» IT/Technology upgrades
Task 1.3 Data Collection and Review of As-Built Conditions
The Airport will provide the Consultant with all available information pertinent to the design. It is
anticipated that the following information will be provided for review:
» Division 00 / Contract Documents (If required for Public Bid Package)
» Asbestos testing results
» Latest available as-built drawings for the areas in question (all disciplines)
The Consultant will review all provided information and will forward any questions or comments
to the Airport for response and additional information.
Task 1.4 Development of Existing Conditions Model
The Consultant, based on the information obtained in Task 1.3, will develop/update a baseline
3D Sketchup model and 2D CAD plans to be used and updated throughout the design process
towards the development of the Conceptual Design Report.
Task 1.5 Project Management
The Consultant will manage the Project in a professional manner, assign and manage qualified
individuals or subconsultants to the Project, and complete the efforts within the proposed time
frame.
This task will include scheduling, resource allocation, monitoring, oversight, direction and control
for aspects of the team's efforts including assembly and coordination of documentation. The
Consultant will complete meeting preparation activities, prepare and distribute meeting minutes,
and assign appropriate follow-up activities.
This task will also include routine communication, as necessary, with the Airport, the City, or
other, as necessary, to discuss Project progress. The Consultant will issue monthly progress
reports with each invoice to the Airport project manager during this portion of the project.
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Performance of this task includes the development of up to three (3) preliminary design concept
solutions, review and evaluation of the alternatives, further refinement of a selected option or
direction, determination of rough order of magnitude (ROM) costs, presentation to Airport, and
assembly into a Conceptual Design Report.
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APPENDICES
Task 2.1 Development of Preliminary Concepts
The Consultant will prepare up to three (3) preliminary concepts for the Project. Concepts will
reflect interior finish selections and color palettes throughout the different identified
programmatic blocks of the 2"d floor terminal:
• Administrative Block
• Meeting Rooms Block
• Operations Block
• Common hallway
The concepts will be represented in basic floor plan drawings and 3-D interior renderings, and
will convey color palettes and material selections of the previously identified interior elements.
The consultant will prepare two (2) 3D renderings in each of the identified areas above to
indicate the selected color palettes.
These concepts will also reflect the recommended IT/Technology upgrades:
• Recommended audio/visual equipment in the Ambassador Room and Blue Room.
• Recommended public and secure Wi-Fi system and connection points into the existing
network.
Task 2.2 Preliminary Concepts Review Workshop
The Consultant will participate in a preliminary concept review workshop to be held virtually. The
following representatives from the Consultant team will participate in the meeting:
» Project Manager
» Architect
» Interior Designer
» Electrical Engineer
» Low Voltage Engineer
The workshop will include selected Airport staff and the intent will be for the Consultant to
present the concept alternatives and solicit comments. It is expected that a single direction of
focus will come from this workshop for further refinement.
Task 2.3 Concept Refinement
The Consultant will refine the selected interior concept direction to incorporate any
approved/relevant comments from the preliminary review. The concept refinement will result in
a greater level of detail and will be represented in further developed building interior plans, and
3D rendered imagery. IT/Technology upgrades will be selected at this time.
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APPENDICES
Task 2.4 Refined Concept Review
The Consultant will participate in a Refined Concept review meeting to be held virtually. The
following representatives from the Consultant team will participate in the meeting:
» Project Manager
» Architect
» Interior Designer
» Electrical Engineer
» Low Voltage Engineer
The workshop will include selected Airport staff and the intent will be for the Consultant to
present the refined concept and solicit comments. It is expected that feedback will be
assimilated into a final approach incorporation into the Conceptual Design Report.
Task 2.5 Preferred Concept Development
The Consultant shall finalize the singular concept selected as a result of the Task 2.4 Refined
Concepts Review, add any additional edits from the airport. This preferred concept development
will be incorporated into the Conceptual Design Report and used for the ROM Cost Estimate.
Task 2.6 Preferred Concept ROM Cost Estimate
After the selection and completion of the Final Concept, the consultant shall prepare a ROM
cost estimate reflecting the material selections, quantities, and scoped areas. This ROM cost will
be incorporated into the Conceptual Design Report.
Task 2.7 Conceptual Design Report
The Consultant will compile all information prepared in Tasks 2.1-2.6 into a Conceptual Design
Report. The report will clearly define the areas of the Project in scope, potential add alternates,
the preliminary concepts and the influences on their development, input from Airport staff, the
refinements, ROM costs and preferred concept. The Consultant will deliver a Draft copy of the
Conceptual Design Report after Task 2.8 Quality Control has been completed. The Final version
of the Conceptual Design Report will be delivered after incorporation of any comments from the
Airport. This Final Conceptual Design Report will be the basis of contractor solicitation via the
BuyBoard / TIPS method previously mentioned.
Task 2.7.1 Drawing Preparation
Within the Concept Report, floor plans and reflected ceiling plans will be provided to
communicate to the contractor the locations and quantities of the selected finishes. Technology
plans will include equipment specifications, locations, descriptions, quantities, infrastructure, and
connectivity.
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APPENDICES
Task 2.8 Quality Control Review
The Consultant shall conduct in-house quality control reviews of each deliverable provided to
the Airport. The reviews shall cover the Concept Report documentation prior to submittal to the
Airport. The Quality Control review will be performed as follows:
» Independent Technical Review — An independent Architect/Engineer not actively involved
in the Project will review for design methodologies, calculations, and code compliance,
readability, accuracy, appearance and acceptability.
Task 2.9 Submittal
The Consultant will prepare and submit the following electronic files to the airport.
» Draft Conceptual Design Report (.pdfl
» Final Conceptual Design Report (.pdfl
Task 2.10 BuyBoard / TIPS Solicitation Coordination
The Consultant will assist the City in soliciting and obtaining bids or proposals for the Project via
the BuyBoard / TIPS method. This includes coordination and preparation of solicitation forms,
providing formal responses to Bidder / Contractor inquiries, issuing addenda as appropriate to
clarify, correct, or change the Final Conceptual Design Report, and evaluating any bids or
proposals received.
Task 2.11 Project Management
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. The Consultant will issue monthly progress reports with each invoice to the
Airport project manager during this portion of the project.
TASK 3 BIDDING SERVICES
Task 3.1 Bid/Permit Phase Services
If the BuyBoard / TIPS method is not desired or the direction the airport wishes to proceed, the
Consultant will prepare required specifications to bring the bid to the public. The Consultant will
submit the drawings and specifications to the City of Lubbock. During the process of bidding
and permitting, the Consultant shall respond to inquiries from contractors and the City as
necessary to obtain accurate bids and required permits. Through this process the Consultant
will prepare addenda as necessary. All addenda documentation will be submitted electronically.
The Consultant will attend and conduct a Pre-bid Conference virtually. The intent will be to
review the project and direct any questions to be submitted in writing for official response.
The Consultant will attend and conduct a Bid Opening virtually.
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APPENDICES
After the bid opening, Bidder / Contractor bids will be provided to the Consultant by the Client
for evaluation. The Consultant will develop a tabulation of all bids received and provide
evaluation of such, checking for correctness, qualifications of apparent low bidder, DBE
participation goals, etc., and make recommendations of award based solely on apparent low
bidder. The Consultant cannot and does not guarantee that bids will not vary from the EOPC.
The Consultant will prepare and provide Conformed Construction Documents, incorporating
appropriate modifications made via addenda during the bidding process. This conformed set of
documents will be provided to the Contractor and the Client as the baseline for construction
activities.
Task 3.2 Project Management
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. The Consultant will issue monthly progress reports with each invoice to the
Airport project manager during this portion of the project.
TASK 4 CONSTRUCTION SUPPORT SERVICES
Task 4.1 Pre-Construction Conference
The Consultant shall attend one (1) pre-construction conference meeting virtually. The
Consultant will assist the Airport in preparing the Pre-Construction Meeting Agenda and review
the Meeting Minutes prepared by Others.
Task 4.2 RFI/Substitutions/Submittal Review
The Consultant shall review and respond to Requests for Information (RFI's), substitution
requests, product data, shop drawings, samples, and other submissions furnished by the
Contractor and submitted to the Consultant. The Consultant shall review and approve (or take
other appropriate action) as required. The Consultant will utilize Newforma or another mutually
agreed upon Project Information Management software program between the Consultant and
Contractor for tracking, reviewing, and responding to RFIs and submittals. Submittal review will
be limited to the initial review and a single resubmittal. It is anticipated that ten (10) reviews of
RFI's, substitution requests, and other submissions will be completed. Additional reviews may
require a change to the Project scope and additional fees.
The Consultant's review is limited to checking for conformance with the information given and
the design concept expressed in the Contract Documents. The Consultant is not responsible for
Work or requirements that are the Contractor's responsibility as defined in the Contractor's
contract with the City. The Consultant shall respond to claims, disputes, and other matters in
question between the City and the Contractor relating to the execution or progress of the Work
LBB 2nd F(oor Renovations Concept Design Report 7
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APPENDICES
or interpretation of the Contract Documents. Interpretations and decisions of the Consultant
will be provided in written form.
Task 4.3 Review Contractor Pay Requests
The Consultant will review Contractor applications for payment and any attached supporting
data, review the amount owed to the Contractor based on Contractor completed progress, and
recommend approval or rejection, in writing, payments to be made by the Owner to the
Contractor in accordance with the Contract Documents.
One (1) Contractor pay request will be reviewed monthly for the Project. It is anticipated three
(3) applications for payment reviews will be completed. Additional reviews may require a change
to the Project scope and additional fees.
Task 4.4 Construction Meetings/Site Visit/Punch List
The Consultant shall participate in up to six (6) virtual construction coordination meetings. The
Consultant assumes that the Contractor will provide an agenda and meeting minutes for
construction progress meetings.
The Consultant shall conduct two (2) site visits / punch lists each for Architectural and for
Engineering work during construction at the request of the Airport. Site visits are anticipated to
be completed over one full day (not including travel). Site visits will be followed by a Field
Report to summarize observations and be submitted to the Airport.
Task 4.5 Project Management
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. The Consultant will issue monthly progress reports with each invoice to the
Airport project manager during this portion of the project.
III MEETINGS AND PRESENTATIONS
The following meetings and presentations will be attended as part of this proposal:
Total
Task Presentation / Meeting / Site Visit In-Person Virtual
Meetings
1.1 Project Initiation 1 1 0
1.2 Project Kick-Off 1 0 1
2.2 Preliminary Concepts Review 1 0 1
2.4 Refined Concepts Review 1 0 1
4.1 Pre-Construction Conference 1 0 1
4.4 Construction Meetings 8 2 6
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APPENDICES
IV DELIVERABLES
The following deliverables will be submitted as part of this proposal:
Task Deliverable Information Included Format
2.9 Draft Conceptual Design Report Concepts, refinements, ROM, backup info .pdf
2.9 Final Conceptual Design Report Concepts, refinements, ROM, backup info .pdf
V PROPOSED PROJECT SCHEDULE
The Project's schedule is anticipated as follows:
Consultant Receives Executed Agreement NTP
Existing Condition Documentation 1 month after NTP
Preliminary Concepts
Owner Review
Preliminary Concept Review Workshop
Draft Concept Report w/ ROM Cost Estimate
Owner Review
Refined Concept Review Workshop
Final Concept Report w/ ROM Cost Estimate
City Approval
Solicitation
Bidding/Permitting and Addenda
Construction Support Services
1 month additional
1 week additional
1 day additional
1 month additional
1 week additional
1 day additional
1 month additional
1 month additional (approx.)
2 weeks additional (approx.)
2 weeks additional (approx.)
3 months from construction NTP (approx.)
The actual schedule may vary significantly as the design progresses. Changes to the project
scope may require changes to the project schedule. Although that is not anticipated, if such
changes occur and are significant, it may require an increase to the compensation indicated in
the Project Proposal.
VI ASSUMPTIONS AND EXCLUSIONS
The following assumptions have been made for this Scope of Work:
» Airport will provide all as-built documentation for the affected areas (all disciplines)
» No survey or other exploratory investigation is included in this scope of work
» The improvements will be limited to materials and finishes, except in the Meeting Rooms
Block where specific IT upgrades have been noted
» Electrical lighting upgrades will be fixture replacements only — no new electrical wiring
intended to be routed
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APPENDICES
» In providing estimates of probable construction cost, the Airport understands that the
Consultant has no control over the cost or availability of labor, equipment, or materials,
or over market conditions or a Contractor's method of pricing, and that the Consultant's
estimates of probable construction costs are made on the basis of the Consultant's
professional judgement and experience. The Consultant makes no warranty, express or
implied, that the bids or the negotiated cost of the Work will not vary from the
Consultant's estimate of probable construction cost.
>5 There will be no major technology revisions after the refined concept review.
» Permitting, if required, will be acquired by the Contractor.
Tasks not specifically identified in this scope of work are not included in this Contract. In
addition, the following is a listing of major items not included as part of this Proposal. This list
will not be construed as the only items not included as part of this scope of services.
» Existing condition measurements beyond validating the spaces in the existing condition
documentation provided by the Airport
» Concept alternatives beyond the number indicated above
» Design documents beyond the conceptual stage
» Bidding and permitting documents
» Fees associated with permitting
» Resident Project Representative (RPR) Services
» Closeout senrices (including Record Drawing production)
» Construction verification surveys
» Additional travel to the Airport, FAA offices, or any other requested travel, beyond those
meetings explicitly noted herein
�} Americans with Disabilities Act (ADA) design or Texas Accessibility Standards (TAS)
design
» TDLR review
» Site-specific Construction Safety Phasing Plan ("CSPP")
» Construction Management Plan ("CMP")
» FAA Form 7460-1 and submittal
» Surveillance system design
» COMcheck compliance review
VII PROFESSIONAL SERVICES FEE AND FEE TYPE
The Consultant will provide the above referenced services for a Fixed Lump Sum Fee of
$10,043.00 for the Project Initiation & Set Up and the remainder of the project will be a Cost-
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APPENDICES
Plus Not-to-Exceed Fee of $138,523.00 at the rates defined in Attachment A for a total of
$148,566.00. See Attachment A for a breakdown of costs.
Should scope items/activities/efforts/durations be modified at the request of the Airport or need
to be adjusted based on design/construction scheduling, the Consultant Team will need to
modify the fee to accommodate the changes. Such changes will be compensated through an
amendment (through Additional Services requested by the Consultant) to the Task Order or
similar vehicle. Effort, fee, and schedule adjustments resulting from a change in scope will be
assessed and approved by the Airport prior to the execution of the change.
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APPENDICES
Submitted by:
RS&H, INC :
By:
Print Name: Elliot Ne�h
Title: Vice President
Approved as to Content:
Print Name: m
Title: Executive Director of Aviation
Approved as to F
By:
Pri me: it tt hite
Title: First Assistant City Attomey
LBB 2^d Floor Renovations Concep[ Design Report 12
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Title:, City_Secretanr
APPENDICES
ATTACHMENT A
Construction Administration Fee Table
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4/17/2024
Lubbock Preston Smith International Airport � 2nd Floor Renovations Concept Design, Bidding 8 Construction Support
Avarage Burdened Labo� Ra1e
4/17/2024
Lubbock Preston Smith International Airport � 2nd Floo� Renovations Concept Design, Bidding 8 Construction Support
Averege Burdened Labor Rate