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HomeMy WebLinkAboutResolution - 2009-R0565 - Amendment To Contract - Parkhill, Smith, & Cooper- Engineering For Fire Stations - 12/16/2009Resolution No. 2009-RO565 December 16, 2009 Item No. 5.19 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, Amendment No. 1 to Contract No. 8098 for engineering services for Fire Station 16 and Fire Station 18, by and between the City of Lubbock and Parkhill, Smith & Cooper, 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 this 16th day of December , 2009. TOM MARTIN, MAYOR ATTEST: cQ RA-e�. Rebecc Garza, City Secretary APPROVED AS TG CONTENT: Itii� Eu ^ac $' Wesley Everett, Facilities Manager APPROVED AS TO FORM: Chad Weaver, Assistant City Attorney vw:ccdocs/RES.Contract Amendment -Parkhill, Smith & Cooper November 17, 2009 Resolut=ion No. 2009—RO565 I.VjAIADocument G802 — 2007 Amendment to the Professional Services Agreement Amcndfnent Number: 001 TO: Mr. Wesley Everett, Facilities Manager (Owner or Owner's Representative) In accordance with the Agreement dated: BETWEEN the Owner: (Nance and address) City of Lubbock PO Box 2000 Lubbock, Texas 79457 and the Architect: (Name and address) Parkhill, Smith & Cooper, Inc. 4222 85h Street Lubbock, Texas 79423 for the Project: (Nance and address) Fire Station # 16, City of Lubbock Contract No. 8098 Authorization is requested 0 to proceed with Addi0enal 4mew%A9,8 Se rvice,s El to incur additional Reimbursable Expenses. As Fallows: See attached Amendment No. l The fallowing adjustments shall be made to compensation and time. (Insert provisions in accordance with the Agreement, or as otherwise agreed by the parties.) Compensation: Total Compensation revised to be $267,530.00 Time: February 1, 2014 SUBMITTED BY: (Signature) U Mary K. Crites, AIA Firm Principal (Printed name and title) November 12, 2009 (Date) AGREED TO: (Signature) TOM MARTIN, Mayor (Printed name and title) December 16, 2009 (Date) AIA Document G8021m -2007 (formerly G6061 -2000). Copyright B 2000 and 2007 by The American Institute of Architects. All rights reserved. WARNING: This AIA°' Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA" Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 11:56:09 on 11/12/2009 under Order No.1000382209_1 which expires on 12119/2009, and is not for resale. User Motes: (1365919849) FIRE STATION #16, CITY OF LUBBOCK CONTRACT NO. 8098 AIA Document G802-2007 CONTINUED... CITY OF LUBBOCK ATTEST: Rebecca arta, City Secretary APPROVED AS TO CONTENT: Wes Everett, Facilities Manager APPROV TO FORM: Assistant City Attorney PARKHILLSMITH&COOPER EXHIBIT A Resolution No. 2049—RO565 1 Mr. Wesley Everett Facilities Manager City of Lubbock PO Box 2000 Lubbock, Texas 79457 Re: Amendment No. 1 to Contract # 8098 for AIE Service for Fire Station 16, dated September 13, 2007 Dear Mr. Everett: PSC understands that the City has identified the specific locations for three new fire stations. Fire Station 16 is to be located at 114'" Street and Quaker Avenue, Fire Station 18 is to be located at 66`h Street and Oakridge Avenue and Fire Station 19 is to be located at 104th Street and Milwaukee Avenue. It is unknown at this time if any environmental remediation is required at these sites. Any environmental work required will be performed by the Owner as a separate effort. We understand that no environmental work is required by PSC at any of the sites. PSC understands that the City anticipates designing and constructing Fire Station 16 first. Fire Station 16 construction is anticipated to be approximately $1,600,000. This construction cost is based on a review of the $1,600,000 construction cost of Fire Station 17, which was bid in 2008 and construction completed in 2009. PSC anticipates designing Fire Station 18 soon after the start of design of Fire Station 16. We anticipate a construction cost of approximately $1,650,000, again based on Fire Station 17 with an escalation factor of 3% for the six to eight months time frame after starting Fire Station 16. Pricing over the last year and projected into this year remains relatively level. It has been mutually agreed that PSC has been asked to develop these three stations as much as possible based on the same design/size and quantity/quality selections of the Fire Station 17 and not based on a specific budget. PSC understands that the City anticipates designing Fire Station 19 within the next three years, and will amend this contract for the design of Fire Station 19 within that time frame. The intent of these stations is to site adapt if possible the previous Fire Station 17 project design utilizing these new sites. It is understood that known modifications from Fire Station 17 will include at Fire Station 16 an apparatus bay with a shorter length to better accommodate the length of the ladder truck, removal of the training room from the floor plan, incorporate new apparatus bay door systems other than sectional overhead doors, the roof will have significant redesign over the current low slope roof area, some interior millwork changes and equipment changes, and some specification changes to products, including review for additional use of sustainable products beyond what is used in the previous design of Fire Station 17. These changes will be incorporated in Fire Stations 18 and 19 as well. In addition, Fire Station 18 will also have a floor plan change to enlarge the multi-purpose room area for a multi -company station. We understand that the City is not intending to pursue LEED certification and PSC has not included effort for this documentation. PSC and the City both agree that each of the two stations shall be reviewed by the City for code implications using the same codes and editions of the codes as the Fire Station 17 project. Any change to this condition will be considered an additional service. Both the City and PSC agree that all Mr. Wesley Everett Page 2 November 12, 2009 of the previously designed elements, details and specifications will be re -utilized to the extent possible. Changes will only occur due to site limitations, or because of changes in design made to the Fire Station 17 design identified earlier. PSC will review and update the specifications as necessary to reflect current product numbers and changes in product selection described earlier. We will evaluate the geotech report with the expectation that the same foundation plan as designed for Fire Station 17 will be suitable for each of the new fire stations. If the geotech report indicates a different foundation system then the effort to design a new foundation system shall be considered an additional service. PSC will complete the analysis and forms related to the State Energy Code for submission to the City for building permit on each of the fire stations. These projects will be submitted to an independent TAS reviewer as required by State of Texas law. PSC as a convenience to the Owner will submit the project for TAS review as a reimbursable expense. The TDLR plan review and inspection will be required to meet TAS. A site survey and geotechnical soils report is required prior to starting the schematic phase. These expenses will be considered reimbursable expense to our contract as well as any document printing. Bid reproduction will be handled electronically by the City and this is not included herein. PSC will provide bid proposal phase services including attendance at the pre -proposal and proposal opening as well as development of addenda and assistance with proposal evaluation. PSC in addition will provide construction administration phase services for these projects. For each of these fire stations, construction time from Notice to Proceed to Occupancy (or Substantial Completion, whichever is first) is anticipated to be 12 months. Included as part of this fee, is a defined level of service during construction. PSC proposes for each station a total of 48 site visits, including site meetings for the entire construction phase services from Pre -Construction Meeting to Project Closeout. The shop drawing review process assumed 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 either occupancy or from date of Substantial Completion, whichever occurs first. Added site visits, excessive construction time (excessive being defined as beyond 12 months of construction), reviews of submittal beyond the second submittal, and extended post -occupancy services will be considered additional services and billed at a mutually agreed fee or at the PSC standard hourly rate. PSC will notify the City prior to performing work as an additional service. The proposed schedule for these projects is from written notice to proceed and receipt of this signed amendment acceptance: Fire Station 16 FS 16 Initiate project and have survey completed 4 weeks FS 16 Site Plan, Revise Floor Plan & Exterior Elevation concepts 6 weeks FS 16 Revise Construction Documentation to 95% 12 weeks FS 16 Owner Review 1 week FS 16 Issue Documents to City for Bidding 2 weeks FS 16 Bid Proposal Phase 8 weeks FS 16 Construction Phase Services 52 weeks Total 85 weeks Mr. Wesley Everett Page 3 November 12, 2009 Fire Station 18 FS 18 Initiate project and have survey completed 4 weeks FS 18 Site Plan, Revise Floor Plan & Exterior Elevation concepts 6 weeks FS 18 Revise Construction Documentation to 95% 12 weeks FS 18 Owner Review 1 week FS 18 Issue Documents to City for Bidding (staggered after FS16) 2 weeks FS 18 Bid Proposal Phase 8 weeks FS 18 Construction Phase Services 52 weeks Total 85 weeks plus staggered start of construction Based on the scope of work, schedule and factors described above, PSC's fee will be by the Lump Sum Method with a Maximum fee as follows: Fire Station 16 Design Phase Services Architecture $28,410 Civil Engineering $17,000 Landscape Architecture $1,750 Structural Engineering $12,800 Mechanical/Electrical/Plumbing Engineering1$ 0,000 Subtotal $69,960 Construction Administration Services $46,110 Total $116,070 Fire Station 18 Design Phase Services Architecture $28,410 Civil Engineering $17,000 Landscape Architecture $1,750 Structural Engineering $12,800 Mechanical/Electrical/Plumbing Engineering1$ 0,000 Subtotal $69,960 Construction Administration Services 147,500 Total $117,460 In summary then, based on our understanding of the effort described above, PSC proposes to modify the Contract # 8098 between the City of Lubbock and PSC dated September 13, 2007 to perform the work for the stated maximum fee of $233,530 using a lump sum method, plus reimbursable allowances of $34,000 for site survey, soils testing, TDLR review/inspection and document printing. Faxes are not considered a reimbursable expense. All reimbursable expenses shall be billed at cost plus 5%.