HomeMy WebLinkAboutResolution - 2017-R0248 - Amendment 2 Perkins + Will - 07/13/2017Resolution No. 2017-RO248
Item No. 7.7
July 13, 2017
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. 2 to Professional Services Contract 12065
for architectural services related to Citizen's Tower, by and between the City of Lubbock and
Perkins + Will of Dallas, Texas, and related documents. Said Contract 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 June 22 July 13 _ , 2017.
DANIEL M. POPE, MAYOR
ATTEST:
Rebecca Garza, City Secretar�,_)
APPROVED AS TO CONTENT:
Mark arwoo , Assistant City Manager
APPROVED AS TO FORM:
Kelli Leisure, Assistant City Attorney
R S.Amend 2 P+WCitizensTower
6.14.17
Resolution No. 2017-RO248
Amendment 2
To Agreement Between
The City of Lubbock, TX
And
Perkins + Will
THIS IS THE SECOND AMENDMENT TO THE AGREEMENT dated and entered into the 28" day of
May 2015 by and between the City of Lubbock ("City") and Perkins + Will ("P+W") of Dallas, Texas,
for providing professional services relating to the design, plans, specifications, and estimates of the
Citizens Tower, and the new Police Department Facility (currently the Lubbock City Hall building).
This amendment provides for:
A) Additional professional services. Due to a change in scope in the Citizens Tower Construction
Contract Administration Phase additional professional services are required, as detailed in
Exhibits A and B and summarized below:
Furniture, P+W shall provide interior design services related to the selection and specification of
Fixtures, and new workstation systems furniture, and ancillary furniture in approximately 212,848
Equipment square feet of Citizens Tower.
Structural Additional structural engineering services are required due to discovery of structural
Engineering issues uncovered during initial work progress exceeding initial estimates.
Construction Due to design changes made by LP&L for its Utility Customer Service Center,
Document construction document changes are necessary.
Revisions
City- P+W may submit to the City for reimbursement, along with proof of said expenses,
Approved for the following services during the Contract Administration Phase:
Reimbursable
Expenses 1) Travel for two (2) P+W staff members for biweekly site meetings for 22
months; and
2) Printing, postage, and architectural and engineering reproductions, renderings
and models.
B) Term. The term of the agreement between the City and P+W shall be until
project completion and final walk through, and shall further include a one (1)
year warranty on all work and services performed by P+W.
C) Elimination of Certain Services. Due to changing needs of the City, P+W
shall discontinue any further work on architectural and engineering services
for the new Lubbock Police Department facility (currently the Lubbock City
Hall building).
Page 1 of 4
The net effect of this amendment, and amendment 1, are as follows:
Original Contract Obligation: $4,960,732
Amendment 1 - $573,500
Amendment 2 - $203,986
Current Contractual Obligation $4,183,246
All other portions of the original Agreement and previous Amendments, if any, shall remain in place and
are not altered by this amendment.
July
IN WITNESS HEREOF, the parties have executed this Agreement as of this 13thday of june-
2017.
CI Y OF LU CK
Daniel M. Pope, Mayor
ATTEST:
Re cc Garza, City Secretary
APPROVED AS TO CONTENT:
Wesley D. Ev r tt, Director of Facilities
APP ED AS T FORM
Kelli Leisure, Assistant City Attorney
Pe i
Phil Ifi on, AIA, LEED AP, Principal
Page 2 of 4
EXHIBIT A
Page 3 of 4
10100 N Central Expressway t 214 283 8700
Su to 300 1 214 283 8:01
Gallas I 15231 wwwperkinswill.eom
PERKINS
+ W I LL
May 25, 2017
Mr. Wesley D. Everett
Director of Facilities Management
The City of Lubbock
P.O. Box 2000
1625 13111 St. Suite L08
Lubbock, TX 79457
Tel. (806) 775-2275
Via e-mail: WEverett®mail.ci.lubbock.U.us
Re: Contract #12065 Lubbock Municipal Facilities
ASR 1109 — Citizens Tower Construction Contract Administration Phase Additional Scope
Dear Wes,
This letter is an Additional Services Request (ASR) for the above referenced contract. In accordance
with our 05/14/2015 Professional Services Agreement, Exhibit A, Section D.l, this expense is
necessary to provide services necessitated by a material change in the Project.
Perkins+Will proposes to provide Furniture, Fixtures, and Equipment services per Section D.1 our
contract as an additional service. The proposed scope is described in an attachment to this fee
proposal request. In addition, the Structural Engineer (Henderson Rogers) has proposed fees for
additional scope of work per the attached fee letter. Combined, the fixed fee for this work is Two
Hundred Seventy Four Thousand Three Hundred Fifty One Dollars ($274,351.00).
In addition to the above fee request, per Exhibit A, Section E. Reimbursement of Expenses,
Perkins+Will purposefully did not provide an estimate of expenses for the Construction
Administration Phase at the time of our contract. This allocation was to be determined once an
appropriate construction schedule was determined. We understand that Lee Lewis Construction has
proposed a 22 -month construction schedule. The attached spreadsheet shows estimated
Construction Phase expenses, which will be inclusive of all items listed in Section E of Exhibit A.
Perkins+Will will invoice at cost with zero markup. The estimated allocation to increase the
reimbursable expense budget limit is Eighty Nine Thousand, Eight Hundred Dollars ($89,800). This
is a budget increase request only: any unused portion of reimbursable expenses will be returned to
the City of Lubbock.
If this proposal meets with your approval, please return one signed copy of this document, which
Will serve as our authorization to proceed. We appreciate this opportunity and look forward to working
with you on this phase of the project. If you require additional information or clarification, please
contact me at (214) 283-8801.
Regards,
John Strasius, AIA, LEEDO AP
Senior Project Manager
Perkins+Will
Cc: Phil Callison, AIA, LEED AP, Perkins+Will
Accepted:
T www.petkinswill.com
Date
Lubbock Citizens Tower
ASR 09 -Additional Construction Administration Scope
Discipline
Architectural - Documentation and Coordination JP+W)
FFBE based on $0.65 per SF
Civil Engineer - Hugo Reed Associates
n/a
Mechanical/ Electrical/Plumbing Engineer - Schmidt & Stacy
n/a
Structural Engineer - Henderson Rogers
Lump Sum per Fee Proposal'
Landscape Architect - Prairie Works
n/a
Other
n/a
TOTAL FEES
Reimbursable Expenses
Site visits for CA phase meetings (biweekly for 22 months)
Panting, Postage Reproductions, Renderings Models
TOTAL REIMBURSABLE EXPENSES
GRAND TOTAL
'note consultant fees at zero (0) markup.
Phase
5/25/2017
USF Rate Fee
212,848 0.65 $138,351
$0
$0
$136,000
$0
$0
$274,351
Staff Trips Cost
2 4d $850 $74,800
$15000 $15,000
$89,800
$364,151
Scope of Services — Furniture, Fixtures, and Equipment (FF&E)
Perkins+Will, Inc. will provide the following services:
Basic Services
Perkins+Will proposes to provide Interior Design Services related to the selection and specification
of new workstation systems furniture, and ancillary furniture in approximately 212,848 S.F. of
Citizens Tower public and work spaces, including Utility Customer Services Center. It is the intent
of Perkins+Will to serve as a single source of responsibility to perform this work.
The work shall be undertaken as summarized below and described in detail in the following
paragraphs:
I. FF&E Programming
II. FF&E Schematic Design/Design Development
III. FF&E Bid Documents
IV. FF&E Quotation/ RFP
V. FF&E Installation Phase Administration
• Additionally, the overall scope of services to be performed by Perkins+Will can be
summarized as follows:
• Selection and specification of all workstation systems furniture, and ancillary furniture
based on the current architectural design plans.
• Coordination of the workstation systems furniture with the base building structural,
power/voice/data systems.
• Preparation of a cost estimate for the procurement and installation of new systems
furniture.
• Develop workstation system furniture design documents for vendors to produce mockups
for owner review and selection.
• Assembling a project manual including specifications for new workstation systems
furniture and ancillary furniture based on the approved selections.
• Delivery and material check of furniture to assure compliance with the contract
documents. Coordinat;on, installation observation and quality control (punch list) of the
furniture.
Phase I: Programming & Inventory
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Scope;
To develop an understanding of the open office Turn tore needs, verses what is required to support
enclosed meeting and collaborative spaces to support the City's desired goals. We will establish
the performance of the open office area both functionally and qualitatively. This will be
accomplished through interviews with appropriate staff as well as investigation of planned spaces.
Owner will provide Perkins+Will complete and current information on room by room furniture
requirements and standards which are to be implemented in the building. We will meet with our
architectural and interior team to evaluate the design of the building and to maintain the intended
design direction.
Deliverables:
A report that will include: Summary and analysis of new workstation systems furniture and
ancillary furniture requirements for all spaces identified in the program.
Steps:
1. Through our research phase, gather information from City Leadership and appropriate staff
through interviews and compile information as follows:
a. Photographs and data sheets of candidate workstation system furniture and ancillary
furniture suitable for satisfying the programmatic requirements.
b. Confirmation with City Leadership and appropriate staff of the new workstation
systems furniture and ancillary seating performance requirements.
c. Develop a preliminary furniture budget.
d. Develop preliminary schedule for the furniture selections and procurement.
e. Present findings to City Leadership and make revisions as required for final approval.
Phase II: Schematic Design/ Design Development
Scope:
To develop and define the design concept for the project, working with City Leadership to
incorporate any required or desired modifications as identified in Phase I.
Deliverables:
Definitive plans and documents that define and detail the project's furniture location,
configuration and design. These are to include workstation system furniture and ancillary furniture
plans, isometric illustrations of the furniture systems as well as selection of materials, accessories,
components and finishes.
Upon written approval by Client of the Schematic/Design Development (including a cost estimate),
Perkins+Will shall:
+21 www perwlrswi ! tam
Phase II: Schematic Design/Design Development, continued
Steps:
1. Prepare definitive combined Schematic Design/Design Development Documents that will fix
and describe the workstation systems furniture and ancillary furniture locations and
configurations. These documents will also define the components, materials, finishes and
colors of the systems furniture.
2. Prepare Outline Specifications for the workstation systems furniture and ancillary furniture.
3. Prepare workstation system furniture design documents and specifications for vendors to
produce mockups for owner review and selection.
4. Coordinate Schematic Design/Design Development Documents and design with the interior
architecture. Particular concern will be given to the location of power/data/voice outlets,
lighting fixtures, and partition and doors, in respect to systems furniture placement.
5. Confirm project schedule and budget.
6. Present the Schematic Design/Design Development Documents described above, including an
updated cost estimate for Client review and approval.
Phase III: Bid Documents
Scope:
To produce and assemble working drawings and specifications for the workstation systems
furniture and ancillary furniture required in a form suitable for Owner for bidding and negotiation.
Assist the Owner purchasing department in the procurement of the systems and ancillary furniture.
Furthermore, to coordinate all FF&E with the interior architecture and MEP systems as applicable.
Deliverables:
Construction documents for coded furniture plans, specifications, schedules and protect manual.
Upon Client's written approval of the Design Development Documents, Perkins+Will shall:
Steps:
1. Prepare and present for Client approval Contract Documents, consisting of:
a. Coded workstation systems furniture and ancillary furniture floor plans
b. Project manual consisting of pictures of all workstation systems furniture and ancillary
furniture selected with samples of all finish specifications.
c Concurrently with No. 1 above, further coordinate FFE Bid Documents with the
interior architectural plans.
+ 71 www.pergmswill ccm
Phase IV: Quotation/ Request for Proposals (RFP)
Scope:
To assist the Client in establishing a list of proposed vendors and obtaining quotations for the
workstation system furniture and ancillary furniture for the building. Perkins+Will will manage the
RFP process per "Steps" below.
Deliverables:
Written responses to questions from vendors preparing quotations and provide written clarifications
and interpretations of the Quotation Documents in the form of addenda.
Steps:
1. Upon City Leadership's written approval of the Bid Documents (Described in Phase III),
coordinate, assemble and issue documents to City Leadership and purchasing department and
assist in obtaining competitive bids or negotiated proposals for the workstation system
furniture and ancillary furniture packages from pre -qualified vendors.
2. Coordinate delivery of RFP documents to selected bidders.
3. Respond to bidding phase Requests for Interpretation (RFI).
4. Advise in the analysis of cost quotations, bids or proposals received in response to the above
submitted documents.
5. Review completeness of bids.
6. Analyze bids with City Leadership and Purchasing Department and recommend vendor.
7. Assist City Leadership and Purchasing Department in awarding contracts.
Phase V: FF&E Installation Phase Administration
Scope:
To monitor and guide the installation and move -in process to ensure that the project is concluded
in accordance with desire, intent and the FFE documents.
Deliverables:
Written and verbal reports relating to the quality and progress of the contractor's or vendors' work.
At the conclusion of this phase, a "punch list" identifying furniture and signage items to be
corrected.
Upon the award of contracts submitted under Phase IV, Perkins+Will shall:
Steps:
1. Arrange for and conduct a pre- installation conference with the systems furniture Vendor(s) to
explain the Project, set the tone for quality performance, review critical areas of interface and
determine the impact of long lead items.
-}- 21 www perh nsw 1 en•
2. Review and approve shop drawings or samples submitted by the systems furniture Vendor(s)
solely for conformance with the systems furniture specifications and their compliance with the
information set forth in the respective Contract Documents.
3. Consult and coordinate with Construction Manager and Vendors) in order to establish delivery,
installation and move -in schedules.
4. Provide on-site observations as needed during delivery and installation stage to determine in
general if the project is proceeding in accordance with the contract documents. On the basis
of these visits, Perkins+Will shall observe the quality and quantity of work in an endeavor to
guard against defects or deficiencies in the work of contractors and/or vendors. Perkins+Will
shall not, by reason of such activities, be liable for any defects of deficiencies in any such
work.
5. Prepare and issue to the Vendor an appropriate final "punch list" of items to be corrected, if
any, before payment by Client.
Compensation
Our compensation for services will be as follows:
A. Fee for Scope of Services
The fee for the proposed services described in the Scope of Services is $138,351. The fees are
based on approximately 212,848 square feet and are broken down as follows:
Phase I
Programming (10%)
$13,835.00
Phase II
Schematic Design/Design Development (30%)
$41,505.00
Phase III
Bid Documents (401/0)
$55,340.00
Phase IV
Quotations (50/0)
$6,918.00
Phase V
FFE Installation Phase Administration (15%)
$20,753.00
Total Estimated Fee
$138,351.00
Please note we have also anticipated the number of meetings, which will be included as part of
basic services, to be held with the various project representatives, by phase.
Our team shall begin In earnest upon written authorization. We will provide our scope of work
within the construction duration and amend as required once a substantial completion schedule
for each office floor Is finalized. In the interest of expediting this schedule, we will conduct all
furniture meetings and site visits in combination with those for the interior build -out. We will
deliver these services without extension to the project schedule.
P \Dallas\146064 000 Lubbock City Hall\D0CS\00 0 ProlectM1Agmnt\00 03 ExceAgree\00 03 02 Add vonalServices\ASR 909 CA
Phase\BACKUP\ASR 909 CA Phase Additional Scope DRAFT docx
+21 www.perkrrtswi I =m
10100 N Central EKpressNay [ 214 283 8700
SUItC 300 ! 214 253 8701
Dallas. IX 79231 www perk nswlll com
PERKINS
+ W I L L
April 26, 2017
Mr. Wesley D. Everett
Director of Facilities Management
The City of Lubbock
P.O. Box 2000
1625 1311 St. Suite LOS
Lubbock, TX 79457
Tel. (806) 775-2275
Via e-mail: WEverett®mail.ci.lubbock.tx.us
Re: Contract # 12065 Lubbock Municipal Facilities - ASR #08 — UCSC Drawing Changes
Dear Wes,
This letter is an Additional Services Request (ASR) for the above referenced contract. In accordance
with our 05/14/2015 Professional Services Agreement, Exhibit A, Section D.1, this expense is
necessary to provide services necessitated by a material change in the Project. Perkins+Will
understands that the City of Lubbock would like to revise previously approved construction
documents (plans, elevations, sections, and details) for the Utility Customer Services Center (aka
UCSC or LPL Building) to accommodate changes made by LP&L, which include: 1.) removal of the
drive-through, 2.) redesign of first floor lobby, 31 changes to Lower Level and 4.) changes to Tower
Level 5. The fixed fee for this work is Fifteen Thousand Dollars ($15,000.00).
Please provide written consent for these additional services, if you are in agreement, and we will
begin work.
Regards,
�Z*1�
John Strasius, AIA, LEED"' AP
Senior Project Manager
Perkins+Will
Cc: Phil Callison, AIA, LEED AP, Perkins+Well
hoRTH AVER CA A. 9 tl1•D7EE EAST LFR CA I EURO -E
EXHIBIT B
Page 4 of 4
HENDERSON
ROGERS
January 16, 2017 (Rev. 2/12/2017)
Mr. John Strasius, AIA
Senior Associate
Perkins + Will, Inc.
10100 N. Central Expressway, Suite 300
Dallas, Texas 75231
Re: Proposal for Additional Structural Engineering Services
Renovation of Citizens Tower, Lubbock, Texas
Dear John:
Henderson Rogers Structural Engineers, LLC (HRSE) is currently engaged as a consultant on this project.
We are submitting this Additional Service Request based on our understanding of increased and/or
modified scope of work.
Our original fee was based on a scope of work that was developed early in the design phase, and as the
design has progressed and new information has become available, the structural scope of work has
greatly increased. Some of the more significant changes for the garage and the podium structure were
the result of information provided in the WJE condition assessment report.
A detailed list of tasks that have been performed (and will be performed) that are beyond the original
scope of work would take several pages to describe. A sampling of the more significant items is listed
below:
• Developed Revit model for entire "as -built" garage structure to document repairs and
modifications.
• Analyzed existing garage structure to allow for modifications to existing lobby stair and elevator.
• Analyzed existing garage structure to allow for new stair opening at southwest corner.
• Analyzed (& detailed) garage roof slab and replacement/reinforcement of existing joists.
• Analyzed garage roof beams for support of additional topping slab.
• Analyzed (& detailed) garage ramp joists for slab removal and replacement.
• Conducted additional trip to Lubbock to review existing conditions.
• Designed framing for composite beam system at low roof of tower for MEP equipment.
• Analyzed entire tower structure for wind loading to study impact of removal of beams on east
end (along grid line f).
• Developed Revit model for entire "as -built" annex structure, including items to be demolished
• Designed entire new building to replace wood structure at northwest corner of annex.
• Designed new floor and roof structure to allow for removal of columns at courtrooms in the
annex. (Replacement of existing structure was also in response to condition of existing
structure, per WJE condition assessment.)
• Designed new mechanical mezzanine above restrooms in the annex.
Houston Dallas 713.430.5800 www.hendersonrogemoom
Mr. John 5trasius, AIA
Perkins + Will, Inc.
January 16, 2017 (Rev 2/12/2017)
Designed new framing to accommodate two new stairs and one new elevator in the annex.
Designed framing to infill existing stairs (3 areas)
Designed new floor opening to expose basement and designed new bridge walkway at the LP&L
building.
One task that we are now excluding from the fee is construction administration work associated with
the garage. Should the repairs as currently documented get accepted and construction moves forward,
then an additional fee will be requested at that time
Fee
Based on anticipated scope changes as described above, we request an additional fee of $136,000.
Our fee for Basic Services does not include expenses for out of town travel or sales tax, as applicable.
Each trip to Dallas or Lubbock will cost anywhere from $250 to $800 per trip depending on airfare costs
and whether overnight stay is required.
We very much appreciate the opportunity to provide these services to you and look forward to c6ue
working with you on this project.
Very truly yours,
Henderson Rogers Structural Engineers, LLC
1
K. Elaine Rogers, P.E.
President
Accepted this day of , 2017
Company:
By:
CERTIFICATE OF INTERESTED PARTIES
FORM 3.295
101`1
Complete Nos.1- 4 and 6 if there are interested parties.
OFFICE USE ONLY
Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties.
CERTIFICATION OF FILING
Certificate Number:
1 Name of business entity filing form, and the city, state and country of the business entity's place
of business.
2017-223917
Perkins+Will, Inc. Dallas, Texas, USA
Dallas, TX United States
Date Filed:
2 Name of governmental entity or state agency that is a party to the contract for which the form is06/14/2017
being filed.
City of Lubbock, Texas
Date Acknowledged:
06/15/2017
3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a
description of the services, goods, or other property to be provided under the contract.
12065
Architectural and Engineering Services on Citizens Tower
4
Name of Interested Party
City, State, Country (place of business)
Nature of interest
(check applicable)
Controlling
Intermediary
The Perkins & Will Group, Ltd.
Chicago, TX United States
X
Stephens, Esq., Brodie
San Francisco, CA United States
X
Busby, Peter
San Francisco, CA United States
X
Mah, jean
Los Angeles, CA United States
X
Johnson, Ralph
Chicago, IL United States
X
Harrison, Philip
Atlanta, GA United States
X
Callison, Philip
Dallas, TX United States
X
5 Check only if there is NO Interested Party. ❑
6 AFFIDAVIT I swear, or affirm, under penalty of perjury, that the above disclosure is true and correct.
Signature of authorized agent of contracting business entity
AFFIX NOTARY STAMP / SEAL ABOVE
Sworn to and subscribed before me, by the said this the
day of
20 , to certify which, witness my hand and seal of office.
Signature of officer administering oath Printed name of officer administering oath Title of officer administering oath
Fnrms nrnvirieri by Texas Ethics Cnmmissinn www_ethirs.state.tx.us
Version V1.0.883
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
1 of 1
Complete Nos. i - 4 and 6 if there are interested parties.
OFFICE USE ONLY
Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties.
CERTIFICATION OF FILING
Certificate Number
1 Name of business entity filing form, and the city, state and country of the business entity's place
of business.
2017-223917
Perkins+Will, Inc. Dallas, Texas, USA
Dallas, TX United States
Date Filed:
2 Name of governmental entity or state agency that is a party to the contract for which the forms06/14/2017
being filed.
City of Lubbock, Texas
Date Acknowledged:
Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a
3
description of the services, goods, or other property to be provided under the contract.
12065
Architectural and Engineering Services on Citizens Tower
Nature of interest
4
Name of Interested Party
City, State, Country (place of business)
(check applicable)
Controlling
Intermediary
The Perkins & Will Group, Ltd.
Chicago, TX United States
X
Stephens, Esq., Brodie
San Francisco, CA United States
X
Busby, Peter
San Francisco, CA United States
X
Mah, jean
Los Angeles, CA United States
X
Johnson, Ralph
Chicago, IL United States
X
Harrison, Philip
Atlanta, GA United States
X
Callison, Philip
Dallas, TX United States
X
5 Check only If there is NO Interested Party. ❑
6 AFFIDAVIT I swea o
ffirm, under penalty of perjury, that the above disclosure is true and correct.
RUTH ,.oP. VANDRUFF
Notary Public, State Texas
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of
Comm. Expires 05-20-2021
��qr Notary ID 2892490
,p•`
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AFFIX NOTARY STAMP / SEAL ABOVE
'Philip L.
0 I I ` SO
the 141"day of7u he
Swo n to and subscribed before me, by the said
, this
2- to certify which, witness my hand and seal of office.
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Signature of officer administerin oath Printed name of officer administering oath Title of officer administering oath
Forms provided by Texas Ethics Commission www.ethics.state.lx.us versiun vl.u.000