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Home My WebLink AboutCOW 2004-06-28 Item 4D - Contract Supplement - Tukwila Urban Center Services with Freedman, Tung & Bottomly for $69,581 COUNCIL .,4 GENDASYNOPSIS ~ ~ JuneMeetingDate28, 2004 Preparedb~sl~.~M~review ITEM INFORMATION CASNumber: 04-093 [ Original Agenda Date 6/28/04 Agenda Item Title: Supplemental contract with Freedman Tung & Bottomley (FTB) for services related to the Tukwila Urban Center plan. Original Sponsor: Council Admin.xx Timeline: Contract approval by July 6, 2004 Sponsor's Summary: This supplement updates FTB's contract, compensating FTB for additional land use and urban design services not included in the original contract, and allows for additional work sessions to review the draft plan. Recommendations: Sponsor: Authorize Mayor to execute approval for the supplemental contract for services at the Council's regular meeting on July 6, 2004. Committee: CAP recommended approval of the supplemental contract on February 25, 2003, and forwarded to COW. Administration: Cost Impact (if known): FTB fees are $69,581. Fund Source (if known): Tukwila Urban Center federal grant funds. RECORD OF COUNCIL ACTION Meeting Date Action 6.15. 04 Forward to the Committee of the Whole APPENDICES Meeting Date Attachments 6.28. 04 Memo to Council RE: FTB c(~ntract supplement for services related to the TUC plan. Copy of Memo to CAP RE: FTB contract supplement for services related to the TUC plan. Minutes of CAP meeting, June 15, 2004. ................ Depai~iment of Community Development Steve Lancaster, Director ~ MEMORANDUM TO: Mayor Mullet Committee &the Whole FROM: Steve Lancaster, DCD Director ~ RE: Proposed Supplemental Contract with Freedman Tung & Bottomley (FTB) for services related to the Tukwila Urban Center (TUC) DATE: June 23, 2004 Background As part of our staff/consultant TUC planning team, Freedman, Tung & Bottomley (FTB) has provided technical assistance with land use and urban design issues related to the planning of the Tukwila Urban Center (TUC) and the transit-oriented development (TOD) area. Their original contract amount for $352,338.14 was approved in February, 2003. This work has been fully funded through a federal grant. As the project evolved over the past fall and winter (2003/04), additional land use and design analysis was needed which was not planned for in the current scope of services. At that time, the project manager was on an unplanned medical leave, and the work needed to be accomplished in a timely manner. The proposed supplement brings FTB's contract up to date, compensating FTB for services already provided, and allowing for additional worksessions with the Council and Planning Commission to revie~'th~,'d~tt-p~[hn. Services included in the sup~51emerital contract "- total $69,581. In addition, FTB's contract expired May 31, 2004, and a time extension is required to complete the project. Proposed Contract Supplement Timeline extension FTB's contract expired May 31, 2004. The proposed new completion date is June 30, 2005. Compensation for services already provided Page I 6300 Southcenter Boulevard, Suite #100 * Tukwila, Washington 98188 · Phone: 206-431-3670 · Fax: 206-431-366~ 1. Meetings FTB attended meetings not planned for or substantially longer in duration than originally anticipated in the current contract. 2. Expanded Site Development Plans The original scope of work specifically limited the area requiring detailed master plan products, including conceptualizing, development scenarios, products, and recommendations. As the project unfolded during the public workshop phase, it was determined that additional areas be analyzed, including the expanded TOD and the TUC core areas, and the Mall-to-Pond and Mall- to-Station scenarios. This effectively expanded the areas requiring more detailed planning recommendations and deliverables beyond that identified in the original scope of work by an additional 130 acres of public and private property. Additional services required for plan review and adoption 1. FTB will attend a Joint City Council/Planning Commission worksession, prior to public hearings on the draft plan, to review the draft plan's proposed policies and regulations. 2. Prior to the City Council's public hearing on the plan, FTB will attend a City Council study session on the draft plan and Planning Commission recommendations. 3. FTB will attend a City Council Public Hearing/deliberation session on the draft plan. This meeting was added since the CAP memo on this contract supplement. The additional meeting does not change the contract amount. Cost of Proposed Contract Supplement The cost of additional services and worksessions contained in the contract supplemental are $69,581 and will be funded by the existing TUC/TOD grant. This leaves contingency funds of approximately $40,000, portions of which will be used for anticipated additional financial analysis and environmental review of the plan. CoMMuNi'~Y A-FFXIRS AND PARKS COMMITTEE ACTION Reviewed the draft contract and sent it to the COW for consideration. REQUESTED ACTION Forward to the full Council for their consent agendh at the July 6th meeting. p:\LYNNlvl~TUC\Contracts\Land use\administrative\Supplement 2004\FTB COW.DOC Page 2 City of Tukwila Steven M. Mullet, Mayor Department of Community Development Steve Lancaster, Director MEMORANDUM TO: Community Affairs and Parks ComTe FROM: Steve Lancaster, DCD Director ~"/-'~ RE: Proposed Contract Supplement with Freedman, Tung & Bottomley (FTB) DATE: June 9, 2004 RE: TUC FTB contract supplement Back~round As part of our staff/consultant TUC planning team, Freedman, Tung & Bottomley (FTB) has provided technical assistance with land use and urban design issues related to the planning of the Tukwila Urban Center (TUCI and the transit-oriented development (TOD) area. Their original contract amount for $352,338.14 was approved in February, 2003. This work has been fully funded through a federal grant. As the project evolved over the past fall and winter (2003/04), additional land use and design analysis was needed which was not planned for in the current scope of services. At that time, the project manager was on an unplanned medical leave, and the work needed to be-accomplished in a timely manner. The proposed contract supplement is intended to bring the contract up to date, (compensating FTB for services already provided), and provide for additional worksessions with the Council and Planning Commission to review the draft plan. Services included in the supplemental contract total $69,581. In addition, FTB's contract expired May.~31, 2004, and a time extension is required to complete the project. Proposed Contract Supplement Timeline extension FTB's contract expired May 31, 2004. The proposed new completion date is June 30, 2005. Page 1 6300 Southcenter Boulevard, Suite #100 · Tukwila, Washington 98188 · Phone: 206-431-3670 · Fax: 206-431-3665 Compensation for services already provided 1. Meetings FTB attended meetings nor planned for or substantially longer in duration than originally anticipated in the ctirrent contract. 2. Expanded Site Development Plans The original scope of work specifically limited the area req~tinng detailed master plan products, including conceptualizing, development scenarios, products, and recommendations. As the project unfolded during the public workshop phase, it was determined that additional areas be analyzed, including the expanded TOD and the TUC core areas, and the Mall-to-Pond and Malt- to-Station scenarios. This effectively expanded the areas requiring more detailed planning recommendations and deliverables beyond that identified in the original scope of work by an additional 130 acres of public and private property. Additional services required for plan review and adoption I. FTB will attend a Joint City Council/Planning Commission worksession, prior to public hearings on the draft plan, to review the draft plan's proposed policies and regulations. 2. Prior to the City Council's public hearing on the plan, FTB will attend a City Council study session on the draft plan and Planning Commission recommendations. Cost of Pi:oposed Contract Supplement The cost of additional services and worksessions contained in the contract supplemental are $69,581 and will be funded by the existing TUC/TOD grant. · - Requested Action ......... : ..... Review the draft contract and forward to the Committee of the Whole for consideration at their June 28th meeting. P:~LYNNivl~TUC\,Contracts\Land useLadm n s ra ve\Supp eraent 2004\FTBCAP2.DOC Page 2 ~.' Community and Parks Committee June 15, 2004 Present: Pam Linder, Chair; Joe Duffle, Dave Fenton Jack Pace, (Lynn Miranda, Lucy Lauterbach) Freedmam Tung & Bottomle¥ Contract Extension Freedman Tung and Bottomley (FTB) have been working on all thc issues surrounding the TUC/TOD study and plans. Their contract expired at the end of May, and staff has proposed an amendment to continue their work, which is all being paid for by a federal grant. Additional work not originally planned for, became evident as this issue was starting to be worked on staff and with the Council and Planning Commission. They have already done some work uncompensated, and a little more work is needed. The contract will be extended to June 30, 2005. This additional $69,581 cost will be for putting together the draft plan and taking it to Council and the Planning Commission. Recommend contract supplement to COW and Regular Meeting. Committee chair approval EXHIBIT B-2: PROJECT #TCSP-TCSP(010)*** CITY OF TUKWILA TUKWILA URBAN CENTER SUBAREA PLAN Growth & Development Strategy, Land Use & Development Policy, Design Craidelines, and Public Participation Process Additional Services and Meetings Scope of Services Draft v.l: June 15, 2004 Background Additional Services covered under this exhibit fall into two primary categories: meetings and expanded site development master plans. Meetings. The Scope of Services attached to FTB's contract as Exhibit B-1 provided for a variety of meetings - Staff/Consultant working sessions, Community Workshops, Study Sessions and Public Hearings with the Planning Commission and/or City Council. From time to time, as the project has moved forward and unforeseen project needs have arisen, City Staffhas requested that FTB attend - and in some cases substantially extend the duration of- a number of sessions that were not anticipated at the time the original Scope of Services was prepared. Expanded Site Development Master Plans. As the project unfolded during the public workshop phase, it was suggested early on by TOD workshop participants that the TOD area be expanded westward from West Valley Highway to include the entire 3000-foot "pedestrian shed" defined by Perteet Engineering research pertaining to how far most people could be expected to walk to and from a commuter rail station. At the July 2, 2003 Staff/Consultant Working Session, FTB was directed to expand the TOD master plan deliverables to cover the addition of public and private properties between West Valley Highway and Andovcr East. This effectively expanded the zone requiring master planning products and recommendations by 82 acres (subtracting out the Green River right-of way, of course). The expansion of the TOD out to Andover East resulted in the preparation of deliverables that clearly assisted community worksho'pparticipants and the Staff/ConsuYdng team to envision and better evaluate possible futures. The desire to usc such tools to evaluate possible directions that growth and change might be directed, spread rapidly to encompass all of the most valuable areas of the TUC - those areas sandwiched between the commuter rail, the regional shopping mall, and Tukwila Pond. The resulting expansion of areas requiring master plan explorations beyond Andover East (and beyond the TOD Subarea) occurred as follows: 1. Workshop participants and City Staff expressed interest in exploring the potential implications of the Mall-to-Pond development strategy. We were directed to provide the economist with development scenarios (which were first developed in faxable sketch form for City Staff and EcoNorthwest review via conference call), and then to modify and re-draw those development scenarios in presentation form in rasponse to research provided by Terry Moore. 2. As the Mall-to-Pond scenario was vetted through the workshop and consultant team sessions, worries were expressed regarding the ultimate feasibility of that singular vision for beneficial change, particularly given the lack of anthusiasm with which Westfield Development responded to it. In response, we provided a second alternative to the Mall-to-Pond plan concept that became known as the Mall-to-Station plan concept. 3. The traffic engineer's request for precise development scenarios including locations of specific uses and development types precipitated the request that FTB prepare a site development master plan diagram of what we labeled the "Mid-Term" development scenario (and what Tom Noguchi calls "the 20-year build-ont"). Somewhat simultaneously, City Staffs direction to EcoNorthwest to evaluate the short-term costs and feasibility of these Scope of Services, Page 2 scenarios led to the development of"Minimum Catalyst" scenarios. These illustrations proved doubly useful in assisting workshop participants and, ultimately City Council members and Planning Commissioners to evaluate Staff/Consultant recommendations resulting from the workshop/concept development phase. 4. At the City Council/Planning Commission Study Session, City Council directed us to explore the potential for housing around Tukwila Pond. This dovetailed with the Staff/Consultant teams' growing realization that we needed to provide the community and city officials with a clear vision for the Pond and its environs, regardless of whether or not the Mall-to~Pond ideas were pursued in the near term (or ever). This was confirmed in our conference call with City Staff early in 2004, and the plans for the Pond and Environs was reviewed in the February conference call in which we were directed to modify the master plan illustration of the properties south of the Pond to eliminate the open space on the J.C. Penny site, which we did in the modified plans presented at Workshop//4 in late February. In stun, these evolving project requirements for the preparation of master plan level recommendations and deliverables, have expanded beyond the original 68 acre study and the 82 acre expansion out to Andover East by a net additional 130 acres of property. Task Descriptions Additional services tasks covering meetings and expanded site development master planning to be added to the scope of services are detailed below, and are arranged to correspond to the phasing of the original Scope of Services as detailed in contract Exhibit B-1. PHASE H-A - ADDITIONAL SERVICES: ENVISIONING THE FUTURE DISTRICT - PLAN CONCEPT DEVELOPMENT Task 1. Expanded Site Development Master Planning Services A. Master Planning and Illustrations for Expanded TOD Area and Mall to Station Concept 1. Prepare/refine/finalize initial catalyst master plan illustration 2. Prepare/refine/fmalize mid state master plan illustration 3. Prepare/refine/finalize long term master plan illustration B. ' Mai[ ~0 P~nd M~ter Planning and Illustration~ 1. Prepare/refine/finalize initial catalyst master plan illustration 2. Prepare/refine/finalize mid state master plan illustration 3. Prepare/refine/finalize long term master pl.an illustration C. Vision For the Remainder of Tukwila Pond and Environs - Master Planning and Illustrations 1. Prepare/refine/finalize south of Pond area master plan illustration 2. Prepare redevelopment studies for Pond D. Combined "Envisioned End State" Illustration provided at no charge to the City Task 2. Additional meetings A. Extended post-workshop debriefing sessions (additional 4 hours each) Scope of Services, Page 3 1. TUC Workshop#1 debrief and TOD kick-off meeting held on May 22, 2003 2. TUC Workshop#2 and TOD Workshop# 1 debrief meeting held on July 2, 2003 3.. Extended TUC/TOD Workshop#4 debrief session held on February 27, 2004 B. Additional City S[aff and Consultants Working Session held on April 1, 2004 1. Prepare materials for study session 2. Attend meeting in Tukwila 3. Travel to/from Tukwila Task 3. Project Management This task provides an allowance for project supervision, documentation, coordination with City staff and management of consultant staff associated with tasks detailed above. PHASE H-B - ADDITIONAL SERVICES: MAKING IT HAPPEN - IMPLEMENTATION STRATEGY, POLICY TOOLS & TUC SUBAREA PLAN DOCUMENT Note on process for collecting accumulated modifications to the TUC Subarea Plan document: The Public Distribution Draft document, containing all Staff/Consultant recommendations, will not be physically modified as it proceeds through the review sessions (that is, the Study Sessions and Public Hearings). Instead of re-publishing the document at the end of every meeting, City Staff will prepare an updated Plan Addendum document that will accompany the document to every session (after the first Study Session). After each review session, recommended substitutions and additions will be specifically detailed in the most recently updated version of the Addendum. Plan Addendum reports will be organized to show whether the changes originated in Joint Study Session (assuming here general or informal direction without a formal City Council action), Planning Commission Hearing, or City Council Hearing. Task 1. Joint City Council / Planning Commission Study Session (Includes base presentation of TUCSubarea Plan and corresponding professional fees) " Note: This task assumes that the Joint City c~t~ncil/Pianni~g Commissio~ Study Session will 0cern- during-the review process of the Public Distribution Draft of the TUC Subarea Plan document (per Scope of Services Exhibit B-l, Phase II-B, Task 4). A. Meeting logistics and pre-session correspondence B. Based on the contents of the Public Distribution Draft of TUC Subarea Plan document, FTB will create a Powerpoint Presentation highlighting the concepts, strategies and implementation policies contained in the draft document. 1. Scan and format key document exhibits into Powerpoint 2. Prepare Powerpoint exhibits - key policy recommendations 3. Prepare presentation C.Pm-meeting session with City Staff D.Attend Study Session: setup, presentation, discussion, record direction Scope of Services, Page 4 E. Associated travel time Task 2. City Council Study Session Note: Since City Staffwill have met with the Planning Commission prior to this study session City Staffwill direct FTB with modifications to the powerpoint presentation created for Task 1. A. Meeting logistics and pre-session correspondence B. Modify presentation materials as directed by City Staff C. Pre-meefmg session with City Staff D. Attend Study Session: setup, presentation, discussion, record direction E. Associated travel time Task 3. Public Hearing Phase: City Council Meeting A. Meeting logistics and pre-session correspondence B. Modify presentation materials as directed by City Staff C. Pre-meeting session with City Staff D. Attend Study Session: setup, presentation, discussion, record direction E. Associated travel time Exhibit D-1, Consultant Fee Determination - Summary Sheet (Lump Sum, Cost Plus Fixed Fee, Cost Per Unit of Work) Project: Tukwila Urban Center Plan - Prepare land use/urban design plans, implementing regulations, and Direct Salary Cost (DSC): Classification Man Hours Rate -- = Cost Principal 121.0 X 57.70 $ 6,981.70 Senior Associate 28.0 X 36.06 1,009.68 Associate 215.0 X 28.85 6,202.75 AutoCAD Opp 1 133.0 X 18.27 2,429.91 AutoCAD Opp 1I 8.0 X 16.83 134.64 Project Assistant II 154.0 X 16.83 2,591.82 X X X Total DSC = $ 19,350.50 Overhead (OH Cost -- including Salary Additives): OH Rate x DSC of 1.9215 % x $ 19,350.50 37,181.99 Fixed Fee (FF): FF Rate x DSC of .2351 % x $ 19,350.50 4,549.30 Reimbursables: Itemized 8,500.00 Subconsultant Costs (See Exhibit G): Grand Total 69,581.79 Prepared By: Gregory Delaune Date: June 21, 2004 EXHIBIT D-1 Supplemental Reimbursable Information Reimbursable Expense Category Budgeted Cost Reimbursable Project Expenses $3,755 Travel Expense Allowance $4,745 Total $8,500 Project Costs/Reimbursable Expenses: In addition to the hourly rate charged, the following shall be charged as PROJECT COSTS: Document duplication, plotting/scanning, messenger services, postage and handling, long distance telephone calls, travel expenses for out-of-office services, special equipment charges, desktop publishing, office archives and database, governmental plan and other inspection fees, expenses for renderings, models and mock-ups requested by CLIENT, expenses for additional insurance coverage or limits, including professional liability insurance, requested by the CLIENT in excess of that normally carried by the CONSULTANT, and/or associated with contracts to subconsultants, plus other out-of-pocket expenses reasonably required in performance of services for the Project. Exhibit E Breakdown of Overhead Cost Account Title $ Beginning Total % of Direct Labor Direct Labor 546,966.00 100.00% Overhead E~penses: FICA 65,645.00 12.00% Unemployment 3,238.00 0.59% Health/Accident Insurance 36,865.00 6.74% Medical Aid & Industrial Insurance Holiday/Vacation/Sick Leave 60,186.00 Commission/Bonus/Pension Total Fringe Benefits 165,934,00 30,34% General Overhead: State B&O Taxes 7,602.00 1.39% Insurance 25,297.00 4.62% Administration & Time Not Assignable 358,366.00 65.52% Printing, Stationery & Supplies 36,736.00 6.72% Professional Services 97,543.00 17.83% Travel Not Assignable 35,787.00 6.54% Telephone & Telegraph Not Assignable 21,448.00 3.92% Fees, Dues & Professional Meetings 6,577.00 1.20% Utilities & Maintenance 1,312.00 0.24% Professional Development Rent 143,379.00 26.21% Equipment Support 46,186.00 8.44% Office, Miscellaneous & Postage 104,855.00 19.17% Total General Overhead 885,088.00 161.82% Total Overhead (General + Fringe) 1,051,022.00 192.15% Overhead Rate (Total Overhead / Direct Labor) 192.15%