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HomeMy WebLinkAboutResolution - 2002-R0199 - Amendment To Contract - Parkhill, Smith & Cooper - 05/23/2002Resolution No. 2002-RO199 May 25, 2002 Item No. 32 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock, an Amendment No. 1 to the Contract dated March 15, 1996 between the City of Lubbock and Parkhill, Smith & Cooper for A/E Services for Fire Station No. 6, and all 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 this 23rd day of May , 2002. MARC MC GAL, MAYOR i ATTEST: gRebecckaeGarza, City Secretary AS T Harlan Stauffer Facilities Manager APPROVED AS TO FORM: William de Haas Contract Manager/Attorney Parkhill, Smith & Cooper.Amendment No 1.2002.res May 14, 2002May 14, 2002 Harlan D. Stauffer Facilities Manager Facilities Management Department City of Lubbock P.O. Box 2000 Lubbock, TX 79457 Re: Fire Station #6 AE Services Contract — Contract Amendment One Letter Dear Harlan: ll -; Resolution No. 2002-RO199 May 23, 2002 Item No. 32 May 13, 2002 Parkhill, Smith & Cooper, Inc. (PSC) is pleased to propose architectural engineering services for Fire Station #6 as an amendment to the PSC/City of Lubbock contract dated 15 March 1996. The 1996 contract called for a change in how services are to be calculated for work performed after 1999. We understand that the City would prefer to modify that clause. The agreed method to calculate fee for this project will utilize a time and materials approach (based on PSC's Standard 2002 Hourly Rate Schedule) with a "not to exceed" fixed sum fee for the Fire Station #6 project professional services in lieu of the hourly rate provision in the contract. Based on discussions at our April 3, 2002 meeting, PSC understands the scope to be performed: The site selected for this project is the current #6 site. All environmental remediation work and demolition of the current building is to be done separately by the Owner as a separate effort. We understand that no effort for this portion of the project is required by PSC. The spaces within the fire station will be the same as in the previous Lubbock fire stations, however plan reconfiguration of the spaces is expected to accommodate the smaller site. Additional spaces will not be part of this project. Both the City and PSC anticipate that most of the previously designed elements, details, and specifications will be re -utilized. The apparatus bay configuration, in its previous exact size, volume, and all systems within this space will not change, except for the deletion of the ventilation system. A new flooring material in the kitchen is requested by the Fire Department, perhaps terrazzo, epoxy paint or sealed concrete. The City has recently determined that compliance with ADA/TAS will be desired/required in this fire station, (previously not required via specific variance). Resubmitting and pursuing a new variance is not part of this fee proposal. Compliance with ADA/TAS will require complete redesign of the locker/shower/restroom areas, door clearances, kitchen millwork heights, ramp access to the apparatus bay to name just several design impacts not to mention revisions to product selections in the specifications The City of Lubbock has also recently determined that this project must comply with the new state -mandated adoption of an energy code. This new requirement has not been a requirement in the past fire stations and affects exterior wall thickness, plan dimensions, depth of roof insulation, foundation plans/details and selection of mechanical units and water heaters as well as duct insulation, for increased energy ratings. Parkhill, Smith & Cooper, Inc. Engineers ■ Architects ■ Planners 4222 85th Street, Lubbock, Texas 79423 (806) 473-2200 FAX (806) 473-3500 Lubbock EI Paso Midland Amarillo Odessa Harlan D. Stauffer Page 2 May 13, 2002 PSC through evaluation of previous bids and our past experience of likely escalation of costs over the last 4 years would anticipate that the average bid of the fire station should be in the $835,000 to $855,000 range. We understand that the city believes the fire station will bid in the $700,000 range. It has been mutually agreed that PSC has been asked to develop this project based on the design/size and quality/quantity selections of the previous fire stations and not based on a $700,000 budget. A site survey and soils test is required prior to starting the schematic phase. TDLR plan review and inspection will be required to meet TAS. These expenses will be considered a reimbursable expense to our contract. Construction time from Notice to Proceed to Occupancy (or substantial completion which ever is first) is anticipated to be 9 months PSC will provide bidding phase services for this project. Based on the scope of work and factors described above, the "not to exceed" fee for the above described work is as follows: Basic Architectural Services w/o incorporating ADA and Energy Code components $54,250 Incorporate changes for ADA/TAS $5,226 Incorporate changes for Energy Code $7,088 In summary, based on our understanding of the effort described above PSC proposes to perform the professional services utilizing our PSC Standard Hourly Rates with a not to exceed fee of $66,564 plus reimbursable expenses for site survey, soils testing, TDLR review/inspection and document printing. Both parties agree to review and discuss additional compensation if the project bids submitted by General Contractors, for this project, exceed $760,000. This is based on the design for this facility utilizing the same types and quality of materials found in the previous stations or as requested by the City. Included as part of this fee is a defined level of service during construction. PSC proposes a total of 25 site visits, including site meetings for the entire construction phase services from Pre -Construction Meeting to Project Closeout. The shop drawing review process assumes that submittals will not require multiple resubmittals by the General Contractor. PSC will notify the City when a submittal has been rejected. If a submittal has a second rejection, PSC requests the City review the situation with the Contractor to limit repeated reviews. Professional services by PSC for this project will be considered complete after 60 days of occupancy. Added sites visits, excessive construction time, reviews of a submittal beyond the second submittal, and extended post -occupancy services will be considered additional service and billed at the PSC standard hourly rate. PSC will notify the City prior to performing additional services. PSC has enclosed a current 2002 PSC Hourly Rate Schedule for use on this project. This Hourly Rate Schedule is adjusted on January ls` of each year for the cost of living increase. All reimbursable expenses shall be billed at cost plus 5%. Previous effort prior to December, 2001 expended by all parties including PSC concerning this project is not relevant to the current plans for this project, and thus the previously billed invoices for such service are excluded from the fee stated above. The proposed schedule for this project is from anticipates a completion prior to August 16, 2002. Initiate project and order survey Schematic Phase Construction Documentation to 95% Owner Review Documents Completed for printing Printing of bid sets Total written notice to proceed, dated April 18, 2002 and 4 weeks 3 weeks 6 weeks 1 week 2 weeks 1 week 17 weeks Harlan D. Stauffer Page 3 May 13, 2002 For this fire station project (#6) all scope, services and fee information stated in this letter supercedes any conflicting statements in the signed 16 March 1996 professional services contract. This letter shall be considered Amendment One to the contract. PSC looks forward to working with you and the Fire Department on this project and I know that the City is anxious to begin. Please sign both originals of this document and return one to me. Sincerely, Accepted by, PARKHILL, SMITH & COOPER, INC. CITY OF LUBBOCK By C Gc. By �_cDou, C. Clayto Yeager, P�'. Marc , Ma or Presidenty Date__ A e7v2„ MKC/w�mb�� IN DUPLICATE Enclosures Date May 23, 2002 Attest: By: Rebecca Garza, City Secretar roved s T Con nt: arlan Stauffer Facilities Man r App ,rod As To Form: William de Haas Contracts Manager/Attorney