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Home My WebLink AboutCOW 2018-12-10 Item 3B - Public Safety Plan - Fire Stations Contract Amendment with Weinstein Architects and Urban DesignersCOUNCIL AGENDA SYNOPSIS Initials Meeting Date Prepared by Mayor review Council review 12/10/18 RB , i ITEM INFORMATION ITEM No. 3.B. & Spec 2.F. STAIT SpoNsoR: RACHEL BIANCHI ORIGINAL AGIADA DAM: 12/10/18 AGEND, Inm TITLF Amendment to Weinstein Architects & Urban Designers contract #17-068 CATIc()Ry 11 DzIlvussion 12/10/18 Z Motion AND ale 12/10/18 E Resolution Altg Date E Ordinance Meg Dale Bid Award Altg Date . Public Hearin c E Other Mtg Date Mt Date Al tg Date SPONSOR Council U. Mayor F[R JDCD EFiriance E Fire TS El P&R Police JPW DCourt SPoNsoR'S Staff is seeking approval on an amendment to Weinstein Architects and Engineering SUMMARY contract to align with the Washington State Architect and Engineering Fee Guidelines. R"11'N1'1) BY E C.O.W. Mtg. CDN Comm El Finance Comm. El Trans &Infrastructure Arts Comm. Parks Comm. DATE: 12/3/18 COMMITTEE CHAIR: HOUGARDY 11 Public Safety Comm. El Planning Comm. RECOMMENDATIONS: SPoNsoR/ADmIN. Commumr: Mayor's Office Forward to C.O.W./Special Mtg of 12/10/18 COST IMPACT / FUND SOURCE FAIT:NI-mum,. RkQUIRLD AMOUNT BUDGETED APPROPRIATION REQUIRED $ $ $ Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 12/10/18 MTG. DATE ATTACHMENTS 12/10/18 Informational Memorandum dated 11/28/18 Weinstein Architects & Urban Designers Amendment No. 2 to Contract #17-068 Minutes from the Public Safety Com. Meeting of 12/3/18 13 14 TO: FROM: CC: DATE: City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM Public Safety Committee Rachel Bianchi, Deputy City Administrator Mayor Ekberg November 28, 2018 SUBJECT: Architect's Amendment # 2 to Contract #17-068 for Fire Stations #51 & #52 ISSUE The City issued the architect's and engineering (A&E) contract with Weinstein Architects and Urban Designers (WAU) for the design of three fire stations in April of 2017. At that time, the contract was based on the City's original 2016 estimates for the three fire stations. The contract was amended July 2018 to reflect the updated construction costs, as well as the deletion of the new Fire Station 54. However, at that time the additional costs to stations 51 and 52 resulting from removing Fire Station 54 (approximately 5% per station) were inadvertently left out, resulting in the need to update WAU's contract to reflect the firm's actual fees, which are tied to the construction costs. In addition, there are some additional fees previously discussed with Council for making Fire Station 52 a drive -through station and retaining various alternates associated with each station. The Council is being asked to approve a contract amendment with WAU for the increase in the amount of $383,462 in order to compensate the A&E team according to the Washington's State's A&E Fee Guidelines for their services, as well as some additional services required to carry out the project designs. This increase is within the existing budget for Fire Stations 51 and 52. BACKGROUND In November of 2016, the voters in Tukwila approved the City's Public Safety Bond as a part of the overall Public Safety Plan. Included in the bond is funding for building three fire stations to reduce the risk of earthquake damage and provide equitable and improved response times. By early summer of 2018, the design team completed the programming, site analysis and estimating for the three stations. Last July, the Council directed the team to remove Fire Station 54 from the Public Safety Plan. The Schematic Design, Design Development and most of Construction Documents phases of station 51 has been completed. The Schematic Design phase of station 52 is well underway. For station 51, the GCCM is planning to bid the subcontractor packages starting in January, and the start of construction is scheduled to begin in late March. For station 52, the early site work is scheduled to start in summer of 2019, and the building construction will follow in the late fall/early winter. The total original contract amount was proportionally based on the construction costs (including tax and pre -construction costs) which was approximately $15.36M for three stations. The updated construction cost estimate for station 51 & 52 is approximately $ 20.1 M. This estimate includes the additional costs to accommodate the drive -through design for station 52, as well as all the alternates approved by the council. The previous contract amendment did not include the necessary fee increase to reflect the higher construction budget and must be amended to align with the Washington State's A&E Fee Guidelines. 15 INFORMATIONAL MEMO Page 2 This increase is included within the Council approved overall project budget of $13.273M for station 51 and $19.260M for station 52. No additional project budget increase is requested for this amendment. RECOMMENDATION The Public Safety Committee is asked to approve the contract amendment no. 2 for services with Weinstein AU. The staff asks that the contract be moved to the December 10, 2018 Committee of the Whole meeting and subsequent Special meeting that same evening ATTACHMENTS Proposed Amendment No. 2 to Contract 17-068 16 W:12018 Info Memos\Weinstein Amendment 2 Memo to Council.doc SECOND AMENDMENT TO CONSULTANT AGREEMENT FOR ARCHITECTURAL DESIGN AND PLANNING SERVICES FOR TUKWILA FIRE STATIONS 51, 52, AND 54 PROJECT This Second Amendment (the "Second Amendment"), effective as of , 2018 (the "Effective Date"), is entered into by and between CITY OF TUKWILA, WASHINGTON ("City"), and WEINSTEIN AU, LLC ("Architect"). This Second Amendment is an addition to and modifies the Consultant Agreement for Architectural Design and Planning Services between the parties dated April 19, 2017 (the "Agreement"). This Second Amendment incorporates the contractual obligations outlined in the Agreement, and modifies the Agreement as stated below. Unless defined differently herein, all capitalized terms in this Second Amendment have the same meaning as in the Agreement. Now for and in consideration of the mutual promises contained herein and other good and valuable consideration, the receipt of which is hereby acknowledged, the parties agree as follows: 1. Basis for Amendment. The original compensation for the Architect in the Agreement was based on the construction costs for three fire stations and calculated with Washington State's A/E Fee guidelines. The First Amendment deleted one fire station (Fire Station 54) from the Agreement, but increased the compensation amount due to increased project costs on the remaining two fire stations (Fire Station 51 and Fire Station 52) and additional services requested by the City. This Second Amendment increases the compensation for the Architect according to Washington State's A/E Fee guidelines because of increased project construction costs and identifies the fees the City had incurred for Fire Station 54. This Second Amendment also increases the compensation for the following additional services approved by the City: AS13a FS51: Southcenter Pkwy Redesign Scope Adjustment $6,079 AS16 FS54: Rehab Concept Scope Development $1,563 AS 17 FS52: Drive -Through Added Drilling $10,120 AS18a FS51: Additional Civil Scope $12,760 AS18b FS52: Additional Civil Scope $16,500 AS20 FS51: Site Alternates Documentation Fees $37,360 Second Amendment Additional Services $84,382 2. Compensation. Architect's compensation for the Project shall be increased by a net total of Three Hundred Eighty -Three Thousand Four Hundred Sixty -Two Dollars ($383,462). Accordingly, Architect's total compensation for the Project will not exceed Two Million Eight Hundred Sixty -Eight Seven Hundred Sixteen Dollars ($2,868,716), as further described in the A/E Fee Reconciliation Summary dated November 26, 2018, which is attached as Exhibit A and incorporated by this reference. All provisions of the Agreement referring to Architect's compensation, including Exhibit B Article 11, shall be revised accordingly. {AET1822272.DOC;2/05720.000001/ ) 17 The Table of Fees on Page 5 of the Agreement shall be revised to read: FS 51 Design and Construction $1,027,750 FS 52 Design and Construction $1,370,308 Subtotal $2,398,058 First Amendment Additional Services $148,051 Second Amendment Additional Services $84,382 Subtotal $232,433 Programming Phase (completed) $155,116 Site Selection (completed) $83,109 Subtotal $238,225 Total Fee $2,868,716 3. All other terms and conditions of the Agreement remain unchanged and are hereby ratified and confirmed. IN WITNESS WHEREOF, the Parties have executed this Second Amendment as shown below. CITY OF TUKWILA WEINSTEIN AU, LLC Allan Ekberg, Mayor By: (Signature) Printed Name: Title: Attest/Authenticated: Approved as to Form: City Clerk, Christy O'Flaherty Office of the City Attorney {AET1822272.DOC;2/05720.000001/ } 2 18 Exhibit A Please see the attached A/E Reconciliation Summary, dated November 26, 2018 {AET1822272.DOC;2/05720.000001/ } 3 19 20 TUKWILA FIRE STATIONS Weinstein A+U FS51 Additional Services Summary, Amendment #2 11/26/18 Basic Fee Change Fee Increase per MACC $105,318 Reduced CA Fee -$10,000 $95,318 AS13a FS51: Southcenter Pkwy Redesign WHPacific $5,526 Scope Adjustment WAU Mark-up $553 TOTAL $6,079 AS16 FS54 Rehab Concept Scope Development K. Wild, 12,5hrs $1,563 TOTAL $1,563 AS18a FS51 Additional Civil Scope LPD $11,600 WAU Mark-up $1,160 TOTAL $12,760 AS20 FS51 Site Alternates Documentation Fees LPD $19,800 Swift $14,164 WAU Mark-up $3,396 TOTAL $37,360 TOTAL $153,080 21 TUKWILA FIRE STATIONS Weinstein A-I-U FS52 Additional Services Summary, Amendment #2 11/26/18 FS52 MACC Calculation (per Lydig conceptual estimate of 8/23/18) Total cost of work $8,996,885 Admin Build -out $450,000 -27% for CA phase -$121,500 TOTAL $9, 325, 385 Sub bonds 1.50% $139,881 SUBTOTAL $9, 465, 266 Design Contingency 10.00% $946,527 SUBTOTAL $10, 411, 792 L&M Escalation - January 2020 $460,310 L&M Escalation - Early Start July 2019 $154,971 SUBTOTAL $11, 027, 073 CM Contingency 3,00% $330,812 Neg. Support Services $300,000 MACC TOTAL $11,657,886 Basic Fee Change Fee Increase per MACC $213,762 Reduced CA Fee -$10,000 $203,762 AS17 FS52 Drive -Through Added Drilling Hart Crowser $9,200 WAU Mark-up $920 TOTAL $10,120 AS18b FS52 Additional Civil Scope LPD $15,000 WAU Mark-up $1,500 TOTAL $16,500 TOTAL $230,382 22 Weinstein A+U Tukwila Fire Stations Fee Proposal FS51 Fee Calculation Amendment #2 Baseline Building Area Site Area Project (MACC) per 8/15/18 Estimate NE Base Service Per WA State Fee Schedule 2015 - Type "B" Assumes a 15 Month Construction Period Percent Fee Total Base Fee b Phase November 26, 2018 BASIC SERVICES (Scope per State Fee Schedule Guidelines) Description Architectural Consultant Budgets Structural Specifications Mechanical, Plumbing & Fire Protection Electrical, Fire Alarm and Lighting Civil (Basic Scope) BASIC PHASE' SUBTOTALS . Firm Weinstein AIU Swenson Say Faget Axt Greenbusch Travis Fitzmaurice LPD 11,933 SF +/-85,000 SF $8,457,576 8.23% COMPLETE 18% $125,291 COMPLETE 25% $174,015 ee Summa 027,751 Total Basic Fee = $650,496 Total Extra Services = $355,131 Total Reimbursable Allowar $22,124 -ictai based 26% 2% 27 % 2% 100% Ja ;;us'; $180,975 $13,921 $187,936 $13,921 $696,059 ri'-lev. De i Construction Bidding+" Contract Documents Negotiation Administration Close Ou 58,241 80,890 107,745 8,256 122,500 8,673 12,996 18,050 16,718 1,286 17,361 1,286 4,500 6,250 15,834 1,250 5,833 833 18,057 25,079 22,732 1,749 23,606 1,749 11,340 15,750 16,380 1,260 17,010 1,260 1,084 1,506 1,566 120 1,626 120 147,525 180,975 13,921, . _ 187,9.36 13;921 TOTA $386,305 $67,697 $34,500 $92,972 $63,000 $6,022 650496 EXTRA SERVICES SUBTOTAL (See following page for detail) $355,131 REIMBURSABLES ALLOWANCE Reimbursable allowance - Fixed Fee (2% of Total Fee) SUBTOTAL WIWAU Multiplier 10%; TOTAL FEE PROPOSAL Previous Basic Fee Total Delta WAU $20,113 22124 $932,433 $95,318 TFS_MainContractFeeRevision November18 FINAL Printed: 11/26/2018 Weinstein A+U Tukwila Fire Stations Fee Proposal FS52 Fee Calculation Amendment #2 Baseline Building Area Site Area Project (MACC) per 8/23/18 Estimate NE Base Service Per WA State Fee Schedule 2015 - Type "B" Assumes a 15 Month Construction Period Percent Fee Total Base Fee b Phase November 26, 2018 15,500 SF +/- 60,000 SF $11,657,886 7.87% 18% $165,146 25% $229,369 26 $238,544 Fee Su $1,370,308 2% $18,350 27% $247,718 Total Basic Fee = Total Extra Services = Total Reimbursable Allowar $917,476 $423,334 $29,498 2% $18,350 100% $917,476 BASIC SERVICES (Scope per State Fee Schedule Guidelines) Description Fir, Schematic Design Construction Bidding + Contract Design Development Documents Negotiation Administration Close Out TOTAL Architectural Consultant Budgets Weinstein AIU 113,633 157,824 164,137 12,626 170,450 12,626 $631,296 Structural Specifications Mechanical, Plumbing & Fire Protection Electrical, Fire Alarm and Lighting Civil (Basic Scope) BASIC PHASE SUBTOTALS Swenson Say Faget Axt Greenbusch Travis Fitzmaurice LPD 15,385 1,406 21,501 11,700 1,519 21,370 1,953 29,862 16,250 2,110 22,225 2,969 31,056 16,900 2,194 1,710 234 2,389 1,300 169 23,080 1,094 32,251 17,550 2,279 1,710 156 2,389 1,300 169 166,144 229,369 239,481 : ` 18,428 ,', 246,703 18,350 $85,480 $7,812 $119,448 $65,000 $8,440 7,476 EXTRA SERVICES SUBTOTAL (See following page or detail) $423,334 REIMBURSA Reimbursable allowance - Fixed Fee (2% of Total Fee) SUBTOTAL Wi;'NJAU Multiplier 10% . . TOTAL FEE PROPOSAL Previous Basic Fee Total Delta WAU $26,816 29,498 $1,166,546 $203,762 TFS MainContractFeeRevision November18 FINAL Printed: 11/26/2018 City of Tukwila City Council Public Safety Committee PUBLIC SAFETY COMMITTEE Meeting Minutes December 3, 2018 - 5:30 p.m. - Hazelnut Conference Room, City Hall Councilmembers: Kathy Hougardy, Chair; Dennis Robertson, Thomas McLeod Staff: David Cline, Raejean Kreel, Bruce Linton, Rachel Bianchi, Trish Kinlow, Kim Walden, Chris Flores, Jay Wittwer, Laurel Humphrey CALL TO ORDER: Chair Hougardy called the meeting to order at 5:30 p.m. I. ANNOUNCEMENT II. BUSINESS AGENDA A. Resolution: 2018 Comprehensive Emergency Management Plan Staff is seeking Council approval of a resolution that adopt the City of Tukwila 2018 Comprehensive Emergency Management Plan (CEMP). Staff is proposing no changes to the CEMP that was adopted in 2014 at this time, but state law requires renewal every five years in order to maintain eligibility for federal grants. A more thorough review and update will be conducted in 2019. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 10, 2018 SPECIAL CONSENT AGENDA. B. Fire Department Purchase of Extrication Equipment Staff is seeking Council approval to purchase four sets of extrication equipment ("jaws of life") in the amount of $100,590.30 using Public Safety Plan bond funds. The current equipment is fourteen years old and needs replacing. The proposed new equipment is battery powered, more environmentally responsible, stronger, and designed to defeat modern vehicle design and construction. Committee members expressed support for the purchase but requested a single page showing the total cost. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 10, 2018 SPECIAL CONSENT AGENDA. C. Contract Amendment: Weinstein Architects and Urban Designers Staff is seeking Council approval of Amendment No. 2 to Contract 17-068 in the amount of $383,462 with Weinstein Architects & Urban Designers for the design of the new fire stations. This addition will compensate the A&E team for the approximately 5% of additional costs to Stations 51 and 52 that resulted from the removal of Station 54. There are also some additional fees associated with the Council's decision to make Station 52 a drive -through station and retaining various alternates associated with each station. The increase to the contract is within the existing Council -approved budget for Stations 51 and 52. Mr. Goldblatt stated that this amendment will capture the A&E scope for the rest of the project. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 10, 2018 COMMITTEE OF THE WHOLE AND SPECIAL MEETING. 25