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HomeMy WebLinkAboutCOW 2007-08-13 Item 4C - Contract Supplement #2 - Standby Power Upgrades with Abacus Engineered Systems for $101,364 COUNCIL A GENDA SYNOPSIS p de R Initialr ITEM NO. 16 s Meetin Date 1 Prepared by 1 Mayor's review I Council review Y:�` f= 08/13/07 I RP M I lAv -v Vlr 08/20/07 1 RF 'loos 1 1 1 C ITEM INFORMATION CAS NUMBER: I ORIGINAL AGENDA DATE: AUGUST 13, 2007 AGENDA ITEM TITLE Standby Power Upgrades Consultant's Agreement with Abacus Engineered Systems Supplement No. 2 for Final Design and Construction Observation Services CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other Mfg Date 8/13/07 Mtg Date 8/20/07 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date: SPONSOR Council Mayor Adm Svcs DCD Finance Fire Legal P&R Police PLY/ SPONSOR'S The original contract was for a predesign report for the Standby Power Upgrade Project SUMMARY and included the four fire stations, City Hall, 6300 Building, Minkler shops, George Long shops and the Community Center. This Supplement is for the final design and construction observation services of four facilities; City Hall, and Fire Stations 52, 53, and 54 for an amount of $101,364.00. Council approved the Emergency Operations initiatives on May 21, 2007 for the design of standby generators at the four facilities. REVIEWED BY COW Mtg. CA &P Cmte El F&S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DATE: 08/08/07 RECOMMENDATIONS: SPoNsoR /ADMIN. Authorize Mayor to sign Supplement No. 2 with Abacus. COMMITTEE Unanimous approval; forward to COW. COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $101,364.00 $125,000.00 Fund Source: 000.13.525 EOC (Original contract for $57,985 was in 303 Fund Facilities, page 71, 2007 CIP. Comments: Total contract will now be for $159,349.00. MTG. DATE RECORD OF COUNCIL ACTION 08/13/07 08/20/07 MTG. DATE ATTACHMENTS 08/13/07 Information Memo dated August 1, 2007 Consultant Supplement No. 2 with Scope of Work Utilities Committee Meeting Minutes from August 8, 2007 08/20/07 INFORMATION MEMO To: Mayor Mullet From: Public Works Directo Date: August 1, 2007 Subject: Standby Power Upgrades City Project No. 06 -BG01, Contract No. 06 -074 Supplemental Agreement No. 2 with Abacus Engineered Systems. ISSUE Approve Supplemental Agreement No. 2 with Abacus Engineered Systems for final design of Year 1 Standby Power upgrades for City Hall, Fire Stations 52, 53, and 54. BACKGROUND Abacus has completed a Standby Power Upgrade study and preliminary design for nine City facilities. These include City Hall, the 6300 Building, and Fire Stations 51 through 54, George Long Shops, Minkler Shops, and the Community Center. ANALYSIS The original contract and Supplement 1 work (added the shops and Community Center) has been completed. Supplement 2 provides final design and construction observation services for Year 1 Standby Power upgrades for City Hall, Fire Stations 52, 53, and 54. This Supplemental Agreement No. 2 in the amount of $101,364.00 is fair and reasonable and within the 2007 budgeted amount of $125,000 from the EOC appropriation approved by Council on May 21, 2007. RECOMMENDATION Authorize the Mayor sign Supplemental Agreement No. 2 with Abacus Engineered Systems for final design and construction observation services related to the Year 1 Standby Power Upgrades. attachments: Supplemental Agreement No. 2 July 16, 2007 proposal P:Projeas1A -BG Pmjear10686011memo for Abacus Swcd 11 SUPPLEMENTAL AGREEMENT NUMBER 2 TO CONSULTANT AGREEMENT NUMBER 06 -074 THIS SUPPLEMENTAL AGREEMENT is entered into between the City of Tukwila, Washington, herein -after referred to as "the City and Abacus Engineered Systems, hereinafter referred to as "the Consultant in consideration of the mutual benefits, terms, and conditions hereinafter specified. The City desires to supplement the agreement entered into with the Consultant and executed on, July 31, 2006, and identified as Agreement No. 06 -074. All provisions in the basic agreement remain in effect except as expressly modified by this supplement. The changes to the agreement are described as follows: 1. Scope of Services, See attached proposal dated July 16, 2007. 2. Payment, shall be amended as follows: Payment for the work provided by the Consultant as part of this supplement shall be made and the total amount of payment to the Consultant for this work shall not exceed $101,364.00 without express written modification of the Agreement signed by the City. The maximum amount payable under this agreement as supplemented inclusive of all fees and other costs is now $159,349.00. 3. Schedule, Completion, May of 2008. See attached proposal dated July 16, 2007. DATED this t(' day of d wins, 20 07 CITY OF TUKWILA Abacus Enginee d Systems LI7 Steven M. Mullet, Mayor Joan Lerner, Director C: \Documents and Settings\jordanle \Local Settings \Temporary Internet Files \OLK10 \Consultant Supplemental Agreement Abacus 2.docAbacus ABACUS Engineered Systems Merrill Place Theater July 16, 2007 95 5. Jackson Street Suite 300 Seattle, WA 98704 T 206 583 0200 Mr. Ryan Partee F 206 583 8826 Public Works Department www.abacus- engr.com City of Tukwila 6300 Southcenter Blvd., Suite 100 Tukwila, Washington 98188 -2544 SUBJECT: City of Tukwila Standby Power Upgrades Design and Construction Phase Fee Proposal REFERENCES: Final Pre Design Report dated May 16, 2007 Dear Mr. Partee: We are please to submit this proposal to provide engineering services for the above referenced project. Please consider this letter and the attached documents as our proposal for the design and construction phase of this project. Scope of Work General This proposal identifies the scope of work, proposed deliverables and engineering services fee for the design of new standby power generators and electrical distribution system upgrades to four buildings for the City of Tukwila: City Hall, Fire Station 52, 53 and 54. The design and construction documents will be develop based on the concepts outlined in the pre- design report provided previously. The scope also includes design of electronic reader boards at Fire Station 52, 53 and 54. Scope of Work and Deliverables Basic Services The scope of work includes the following: 1. Design Phase Services: a. Construction documents based on one bid package complete and ready for public bid. Construction documents will include full plans and specifications. Plans will be produced in AutoCAD and specifications will be prepared using the current Abacus master specifications and the city of Tukwila's boilerplate proposal forms. b. Progress submittals will be provided for customer review at 50% and 95 c. Final documents will be provided to the customer for reproduction and distribution to prospective bidders. One reproducible hard copy and one electronic copy will be provided. 2. Construction Phase Services: a. Attendance at a pre -bid walk through and response to pre -bid RFI's. b. Attendance at one pre- construction meeting. c. Submittal reviews and response to RFI's during construction. d. Four on site construction meetings. e. One substantial completion inspection site visit and report. f. One final completion inspection site visit and report. a division of taco; City of Tukwila Standby Power Upgrades Design and Construction Phase Fee Proposal July 16, 2007 Page 2 of 3 ABACUS Engineered Systems Ontional Services Not Included In Fee 1. Weekly Construction Meetings 2. Preparation of Record Drawings 3. Commissioning 4. Metering and Testing Services Fee The fee is a stipulated sum amount based on completion of one bid package and one construction contract. A detailed fee breakdown has been provided, reference Attachment A. A. Design and Construction Phase Services (stipulated sum amount) 1. Design Phase Services 87,892 2. Construction Phase Services 13,472 TOTAL 101,364 B. Additional Services: Based on hourly rates (attached). Fee must be approved in writing prior to our proceeding with the work. These services become part of this contract and thereby subject to the same contractual stipulations. C. Interest: Payments are due and payable thirty (30) days from the date of the invoice. Amounts unpaid sixty (60) days after the invoice date shall bear an interest rate of 1.5% per month. D. Sales Tax: Should Abacus be liable for any additional tax, duty or tariff, related to the subject matter of this agreement, Owner is obligated for the same. Therefore, Abacus should be equitably reimbursed for any additional tax, duty or tariff assessed in addition to those currently in effect or for any tax, duty or tariff retroactively determined to be due on services rendered, or on products delivered by Abacus to the Owner. Schedule ITEM TIME from Notice To COMPLETION DATE Proceed (NTP), estimated (if proposal acceptance not NTP September 17 delayed) (calendar days) A. Design Development 42 October 29, 2007 (50% Submittal) B. Construction Documents 42 December 10, 2007 (95% Submittal) C. Issued for Bid I 14 I December 24, 2007 D. Construction 150 May 2008 Administration (Bidding and Construction) City of Tukwila Standby Power Upgrades Design and Construction Phase Fee Proposal July 16, 2007 Page 3 of 3 ABACUS Engineered Systems We appreciate this opportunity to provide engineering services. Please sign and retum one copy of this proposal as an authorization for notice to proceed. This fee proposal is valid for a period of thirty (30) calendar days. Sincerely, ABACUS ENGINEERED SYSTEMS A Division of TAC Americas, Inc. Jordan H. Lemer ~Z9 Enclosure: Fee breakdown cc: file ACCEPTED: BY: Signed Name Title DATE: Transportation Committee Minutes August 8, 2007 Page 2 D. Westfield Shonninatown North Sewer Repair Chance Order No. 1 Jim Morrow briefly explained a long standing agreement between the City and Westfield Shoppingtown in which the City had been maintaining the mall's utility lines since 1969. With the Mall's recent expansion plans, the City negotiated the return of ownership and maintenance of these utility lines back to the Mall. During inspection of the lines, one City -owned sanitary sewer line located near Macy's was identified for repair. In May of this year, a contractor was secured for the above mentioned repair work. During the repair process, City staff and the project contractor identified concrete encased power lines which were obstructing access to the sewer line. The project could not be constructed according to the original design, and required project redesign. This unanticipated interruption and need for additional work resulted in a substantial monetary change order. $150,000 was originally budgeted for this repair work. The final contract total with this change order is expected to total $221,000. This change order will cause the project to be over budget by $71,000. This shortfall will be taken from the ending fund balance for the sewer fund. Staff is requesting Council's authorization for the Mayor to sign Change Order No. 1. UNANIMOUS APPROVAL. FORWARD TO AUGUST 13 COW. E. Standby Power Upgrade Supplement No. 2 As per Council direction and identified emergency preparedness initiatives, staff has been moving forward with standby power upgrades for nine City facilities. The original contract for study and preliminary design is complete. The next step, Supplemental Agreement No. 2, will allow for final design and construction observation services for four facilities which were identified in the pre design report of the original contract (City Hall and Fire Stations 52, 53 and 54). Staff is seeking Council authorization for the Mayor to enter into an agreement with Abacus Engineered System for these services in the amount of $101,364. Staff hopes to be out for project bid this winter, and will return to Committee prior to construction. UNANIMOUS APPROVAL. FORWARD TO AUGUST 13 COW. III. MISCELLANEOUS Jim Morrow informed the Committee of a request made by the Washington State Department of Transportation in response to last week's bridge catastrophe in Minneapolis. The state is requesting the re- inspection of all steel truss bridges and bridges determined as structurally deficient. The Boeing Access Bridge is .considered to be rated structurally deficient and will be re- inspected by the City's two certified bridge inspectors, Pat Brodin and Robin Tischmak. A bridge status report will be forwarded to the Depaitinent of Transportation. Staff stated that all bridges in Tukwila are inspected every two years. Meeting adjourned at 6:11 p.m. Next meeting: Tuesday, August 21, 2007 5:00 p.m. Conference Room No. 1 Committee Chair Approval Minutes KAM. Reviewed by GL.