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Home My WebLink AboutReg 2019-03-04 Item 5A.1 - Public Safety Plan - Contract Amendment #1 with JRS Engineering for $56,465 / Additional $33,420 for Fire Station 52 if neededCOUNCIL AGENDA SYNOPSIS Initials Meeting Date Prepared by Mqyor's review Council review 02/25/19 RB I C C.. , I j I: 03/04/19 RB 1 A 1 ITEM INFORMATION ITEM No. 5A.1 STAFF SPONSOR: RACHEL BIANCHI ORIGINAL AGENDA DATE: 2/25/19 AGENDA ITEM TITLE Contract Amendment No. 1 for JRS Engineering CATEGORY ►1 Dis:ztssion 2/25/19 ►1 Motion Date 03/04/19 ❑ Resolution Mtg Date ❑ Ordinance Mtg Date ❑ Bid Award Mtg Date ❑ Public Hearing Mtg Date ❑ Other Mtg Date Mtg Date Mtg SPONSOR Council 11Mayor ❑HR❑DCD Finance Fire TS P&R ❑Police ❑P r ❑Court SPONSOR'S The Council is being asked to approve a contract amendment with JRS Engineering for SUMMARY construction administration (CA) services associated with the Justice Center, Fire Station 51 and Fire Station 52 projects. Amendment 1 to contract 18-038 is $56,465 with the full contract not to exceed $136,465.00. The Council is also being asked to approve $33,420 to be followed in a future amendment for CA services for Fire Station 52. These costs are included in the overall project budget. REVIEWED BY ❑ C.O.W. Mtg. ❑ CDN Comm ❑ Finance Comm. ❑ Trans &Infrastructure ❑ Arts Comm. ❑ Parks Comm. DATE: 02/19/2019 COMMII°lEE CHAIR: ROBERTSON /1 Public Safety Comm. ❑ Planning Comm. RECOMMENDATIONS: SPONSOR/ADMIN. COMMITTEE Mayor's Office Unanimous Approval; Forward to Committee of the Whole COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $56,465 $56,465 $56,465 Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 02/25/19 MTG. DATE ATTACHMENTS 02/25/19 Informational Memorandum dated 2/1/19 Draft Contract _ Public Safety Plan budget Minutes from the Public Safety Committee meeting of 2/19/19 03/04/19 47 48 City of Tukwila Allan Ekberg, Mayor Administrative Services Department- Rachel Bianchi, Deputy City Administrator INFORMATIONAL MEMORANDUM TO: Public Safety Committee CC: Mayor Allan Ekberg FROM: Rachel Bianchi, Deputy City Administrator BY: Justine Kim, Senior Program Manager, Shiels Obletz Johnsen DATE: February 1, 2019 SUBJECT: JRS Engineering Contract Amendment for Construction Administration Services ISSUE The City requires an amendment to the JRS Engineering contract for construction administration services associated with the Justice Center, Fire Station 51 and Fire Station 52 projects. The cost of these additional services is included in the overall project budget and staff is not asking for additional budget authority. BACKGROUND The City of Tukwila hired JRS Engineering to perform building envelop consulting services related to the Justice Center, Fire Station 51, Fire Station 52 and Fire Station 54 in connection with the Tukwila Public Safety Plan. The initial $80,000 covered the design/bidding phase services. We are now moving into the construction administration phase for the Justice Center and Fire Station 51 sites. ANALYSIS Amendment No. 1 is the construction administration services for the Justice Center and Fire Station 51 sites, portion of their contract. These are anticipated expenditures and are included in the council approved project budget. In addition, Fire Station 52 project will require construction administration services at a future date. At this point, an estimated fee has been identified by the consultant for the City to add this scope of work to the contract when FS52 is ready to start construction. The City will issue the initial notice to proceed solely for the amount needed for Fire Station 51 and the Justice Center. FISCAL IMPACT JRS Engineering has provided a proposal of $67,415 to perform the Construction Administration services for the Justice Center and FS51 sites. We will subtract the unused FS54 design funds, making the Amendment No. 1 total amount $56,465. As FS52 won't require CA services till a future date, we are asking for an allowance of the proposed amount of $33,420 to be followed in an amendment at a future date. The following table shows the Contract Amount (with contingency included), the amendment amount, the allowance for FS52, and the new total. The amounts shown below are all within the approved project budgets Tukwila City Hall • 6200 Southcenter Boulevard • Tukwila, WA 98188 • 206-433-1800 • Website: TukwilaWA.gov 49 Original Contract Amount (Including Contingency) $80,000.00 Justice Center (Construction Administration Services) $37,720.00 Fire Station 51 (Construction Administration Services) $29,695.00 Subtract the unused FS 54 funds ($10,950.00) Amendment No. 1 $56,465.00 New Contract Amount $136,465.00 Fire Station 52 (Allowance) $33,420.00 Total $169,885.00 RECOMMENDATION Project Management Quality Assurance (PMQA) consultant has reviewed these documents and provided his concurrence. The Committee is being asked to approve the amendment to the contract and place the item on the February 25, 2019 Committee of the Whole meeting and the Regular Council Meeting on March 4, 2019. ATTACHMENTS -Proposed JRS contract amendment No. 1 - JRS proposal for services with Scope of Work and Fee - Public Safety Plan Budget Phone: 206-433-1800 • Email: Mayor@TukwilaWA.gov • Website: TukwilaWA.gov 50 City of Tukwila 6200 Southcenter Boulevard, Tukwila WA 98188 Agreement Number: 18-038 CONTRACT FOR SERVICES Amendment No. 1 Between the City of Tukwila and JRS Engineering That portion of Contract No. 18-038 between the City of Tukwila and JRS Engineering is hereby amended as follows: Section 1 Proiect Desianation: The Consultant is retained by the City to perform building envelope consulting services in connection with the project titled Tukwila Public Safety Plan, Fire Stations 51, 52 and Justice Center. Section 2 Scope of Services: The Consultant agrees to perform the services, identified on Exhibit "A" attached hereto, including the provision of all labor, materials, equipment and supplies. Section 3 Duration of Agreement; Time for Performance: This Agreement shall be in full force and effect for a period commencing upon execution and ending December 31, 2020, unless sooner terminated under the provisions hereinafter specified. Work under this Agreement shall commence upon written notice by the City to the Consultant to proceed. The duration of the contract is now through December 31, 2020, unless modified by supplemental agreement. Section 4 Payment: The Consultant shall be paid by the City for completed work and for services rendered under this Agreement as follows: Payment for the work provided by the Consultant shall be made as provided on Exhibit "A" attached hereto, provided that the total amount of payment to the Consultant shall not exceed $136,465 (including estimated expenses) without express written modification of the Agreement signed by the City. All other provisions of the contract shall remain in full force and effect. Dated this day of , 2019 CITY OF TUKWILA CONTRACTOR Allan Ekberg, Mayor ATTEST/AUTHENTICATED Christy O'Flaherty, MMC, City Clerk CA Revised December 2016 Printed Name: Jeff Speert, Principal APPROVED AS TO FORM Office of the City Attorney Page 1 of 1 51 52 EXHIBIT A of BUILDING EXCELLENCE PAGE 9 OF 10 Fire Station 51 Phase/Title Quantity/ Description Anticipated Hours Anticipated Hourly Rate Costs Reimbursables Design Development 2 meetings 1 review 24 $3,240 $50 Construction Documents 2 meetings 2 reviews 51 $6,750 $100 Bidding Assistance Assist in answering Bidder questions 6 $810 $0 Submittal and RFI reviews Review of submittals, RFIs, ASIs and related documents 30 S4,050 S0 Pre -installation meetings 2 meetings on site 14 51,890 $100 Mock-up observations 1 mock-up 8 S1,080 $50 Field review 15 visits (assumes 3 month) 115 S15,525 $400 Window Testing First test per day Additional test (completed some day) - $2,000 $800 S0 Air barrier testing 1 test - $3,800 $0 SUBTOTAL 248 $39,945* $700 *Assumes 2 window tests completed in the same day. Highlighted: $29,145 $550 = ` i , 6°l Fire Station 52 Phase/Title Quantity/ Description Anticipated Hours Anticipated Hourly Rate Costs Reimbursables Design Development 2 meetings 1 review 30 $4,050 $50 Construction Documents 2 meetings 2 reviews 65 $8,775 $100 Bidding Assistance Assist in answering Bidder questions 6 $810 $0 Submittal and RFI reviews Review of submittals, RFIs, ASIs and related documents 35 $4,725 $0 Pre -installation meetings 2 meetings on site 14 $1,890 $100 Mock-up observations 1 mock-up 8 S 1,080 $50 Field review 21 visits (assumes 3;'month) 1 34 $1 8,000 $475 Window Testing First test per day Additional test (completed same day) - $2,000 $800 S0 Air barrier testing 1 test - $4,300 $0 SUBTOTAL 292 $46,430* $775 *Assumes 2 window tests completed in the same day. Highlighted: $32,795 $625 = 33 t 4to WWW.JRSENGINEERING.COM 53 EXHIBIT A BUILDING EXCELLENCE PAGE 10 OF 10 Cation 54 Phase/Title Quantity/ Description Anticipated Hours Anticipated Hourly Rate Costs bursables Design Development 2 meetings 1 review 24 $3,2 $50 Construction Documents 2 meetings views 51 $6,750 $100 Bidding Assistance Assist in an ring Bidder questio $810 $0 Submittal and RFI reviews Review of submittals, RFIs, ASIs and related uments 30 $4,050 $0 Pre -installation meetings 2 meetin n site 4 $1 ,890 $100 Mock-up observations 1 mock-up 8 $1,080 $50 Field review visits (assumes 3/month) 1 1 5 525 $400 Window Testing First test per day Additional test (completed same day) - $2,0 $800 $0 Air b ' r testing 1 test - $3,800 OTAL 248 $39,945* $700 Assumes 2 window tests completed in the same day. Justice Center Phase/Title Quantity/ Description Anticipated Hours Anticipated Hourly Rate Costs Reimbursables Design Development 2 meetings 1 review 35 $4,725 $50 Construction Documents 3 meetings 2 reviews 60 $8,100 $150 Bidding Assistance Assist in answering Bidder questions 6 $810 $0 Submittal and RFI reviews Review of submittals, RFIs, ASIs and related documents 50 $6,750 $0 Pre -installation meetings 3 meetings on site 21 $2,835 $100 Mock-up observations 2 mock-ups 16 $2,160 $50 Field review 18 visits (assumes 3/month) 1 1 5 $15,525 $400 Window Testing First test per day Additional test (completed same day) - $2,000 $800 $0 Air barrier testing 1 test - $7,100 $0 SUBTOTAL 303 $50,805* $750 *Assumes 2 window tests completed in the same day. Highlighted: $37,170 Composite Hourly Rate is $135/hour Contracts will be awarded on a time -and -material basis by hourly rates. $100,835 $550 = TOTAL 1,091 $177,125 $2,925 (Including exterior walls and roof systems) WWW.JRSENGINEERING.COM 54 City of Tukwila - Facilities Plan TOTAL PROJECT MONTHLY Budget Report (REVISED Budgets; D-20 Plan Adopted by Council) Life to Date Costs as of January 25, 2019 (reconciled w/acctg thru Dec 31, 2018 GL) COUNCIL REPORTING SLUM ARV - JUSTICE CENTER Original Budget Budget Transfers Current Budget Committed Budget Life to Date Costs Remain'g Committed Remaining Budget Cost at Completion A/E Services (both Design & CA) $ 3,278,125 $ 221,875 $ 3,500,000 $ 3,141,729 $ 1,705,300 $ 1,436,429 S 358,271 $ - Permits/Fees $ 700,000 $ - $ 700,000 $ 99,868 $ 99,868 $ - $ 600,132 $ - Construction (Pre -Con, Const & Tax) $ 38,738,678 $ (11,315) $ 38,727,363 $ 563,671 $ 282,108 $ 281,563 $ 38,163,692 $ - Construction Related Costs (Intl Bond) $ 2,112,639 $ 170,000 $ 2,282,639 $ 407,828 $ 242,726 $ 165,102 $ 1,874,811 $ - PM Services (Intl Other Professional Svcs) $ 1,815,875 $ 296,721 $ 2,112,596 $ 1,967,303 $ 870,929 $ 1,096,374 $ 145,293 $ - Contingency (incl Construction & Project) $ 6,507,731 $ (1,646,239) $ 4,861,492 $ - $ - $ - $ 4,861,492 $ - Contingency for Site Contamination (soils,hazmat) $ - $ 750,000 $ 750,000 $ - $ - $ - $ 750,000 $ - Land Acquisition $ 14,133,295 $ (81,042) $ 14,052,253 $ 13,705,681 $ 13,679,255 $ 26,427 $ 346,572 $ - Contingency for Land Acquisition $ 1,250,000 $ 300,000 $ 1,550,000 $ 918,462 $ 918,462 $ - $ 631,538 $ - TOTAL $ 68,536,343 $ - $ 68,536,343 $ 20,804,542 $ 17,798,648 $ 3,005,894 $ 47,731,801 $ - COUNCIL REPORTING SUMMARY - FIRE STATION 51 Original Budget Budget Transfers Current Budget Committed Budget Life to Date Costs Remain g Committed Remaining Budget Cost at Completion A/E Services (both Design & CA) $ 1,070,000 S 222,781 $ 1,292,781 $ 1,236,572 S 747,820 $ 488,751 $ 56,209 $ - Land Acquisition $ - $ - $ - $ - $ - $ - $ - $ - Permits/Fees $ 234,000 $ - $ 234,000 $ 34,557 $ 34,557 $ - $ 199,443 $ - Construction (Pre -Con, Const & Tax) $ 9,396,000 $ - $ 9,396,000 $ 165,000 $ 99,273 $ 65,727 $ 9,231,000 $ - Construction Related Costs (incl Bond) $ 931,000 $ - $ 931,000 $ 133,546 $ 80,187 $ 53,358 $ 797,454 $ - PM Services (incl Other Professional Svcs) $ 526,000 $ - $ 526,000 $ 344,681 $ 120,475 $ 224,206 $ 181,319 $ - Contingency (Intl Construction & Project) $ 1,116,000 $ (222,781) $ 893,219 $ - $ - $ - $ 893,219 $ - TOTAL $ 13,273,000 $ - $ 13,273,000 $ 1,914,355 $ 1,082,313 $ 832,043 $ 11,358,645 $ - COI.,VCIL REPORTING St4NMARY - FIRE STATION 52 Original Budget Budget Transf rs Current Budget Committed Budget Lift to Dote Cosh Remain'g Committed Remaining Budget Cost al Camnioni , A/E Services (both Design & CA) $ 1,415,000 $ 234,222 $ 1,649,222 $ 1,548,449 $ 252,910 $ 1,295,539 $ 100,773 $ - Land Acquisition $ 16,000 $ - $ 16,000 $ 17,157 $ 17,157 $ 0 $ (1,157) $ - Permits/Fees $ 353,000 $ - $ 353,000 $ - $ - $ - $ 353,000 $ - Construction (Pre -Con, Const & Tax) $ 13,298,000 $ 456,500 $ 13,754,500 $ 137,500 $ - $ 137,500 $ 13,617,000 $ - Construction Related Costs (incl Bond) $ 1,398,000 $ - $ 1,398,000 $ 393,815 $ 16,258 $ 377,557 $ 1,004,185 $ - PM Services (Intl Other Professional Svcs) $ 787,000 $ - $ 787,000 $ 532,289 $ 187,089 $ 345,200 $ 254,711 $ - Contingency (Intl Construction & Project) $ 1,343,000 $ (40,722) $ 1,302,278 $ - $ - $ - $ 1,302,278 $ - TOTAL $ 18,610,000 $ 650,000 $ 19,260,000 $ 2,629,210 $ 473,413 $ 2,155,797 $ 16,630,790 $ - COUNCIL REPORTING SUMMARY - FIRE STATION 54 Origin,,[ Budget Budget Transfers Current Budget Committed Budget Life to Date Costs Remain g Committed Remaining Budget Cost al Completion A/E Services (both Design & CA) Land Acquisition $ 150,000 $ 902,668 $ (7,000) $ 25,596 $ 143,000 $ 928,264 $ 132,995 $ 928,265 S 131,495 S 928,165 $ 1,500 $ 100 $ 10,005 $ (1) $ $ - Permits/Fees $ 20,000 $ - $ 20,000 $ 1,517 $ 1,517 $ - $ 18,483 $ - Construction (Pre -Con, Const & Tax) $ 230,000 $ - $ 230,000 $ 106,700 $ 67,856 $ 38,844 $ 123,300 $ - Construction Related Costs (Intl Bond) $ 50,000 $ 9,875 $ 59,875 $ 44,752 $ 22,798 $ 21,954 $ 15,123 $ - PM Services (Intl Other Professional Svcs) $ 107,500 $ - $ 107,500 $ 106,665 $ 84,815 $ 21,850 $ 835 $ - Contingency (Intl Construction & Project) $ 41,832 $ (28,471) $ 13,361 $ - $ - $ - $ 13,361 $ - TOTAL $ 1,502,000 $ - $ 1,502,000 $ 1,320,894 $ 1,236,646 $ 84,248 $ 181,106 $ - I I'.. 'I' I' ' Ir r' - PUBLIC WORKS Ongmal Budget Runge, Transfers Current Budget Committed Budget Life to Date Costs Remaing Committed Remaining Budget Cost at Completion A/E Services (both Design & CA) $ 767,385 $ 15,000 $ 782,385 $ 318,882 $ 33,393 $ 285,489 $ 463,503 $ - Land Acquisition $ 22,000,046 $ 3,333,913 $ 25,333,959 $ 25,294,683 $ 25,292,483 $ 2,200 $ 39,276 $ - Permits/Fees $ 110,000 $ (20,000) $ 90,000 $ - $ - $ - $ 90,000 $ - Construction (Pre -Con, Const & Tax) $ 4,950,000 $ (1,842,500) $ 3,107,500 $ - $ - $ - $ 3,107,500 $ - (� ��j Construction Related Costs (incl Bond) $ 529,036 $ (416,293) $ 112,743 $ 65,643 $ 50,471 $ 15,172 $ 47,100 $ V I PM Services (Intl Other Professional Svcs) $ 668,426 $ (348,426) $ 320,000 $ 279,832 $ 129,585 $ 150,247 $ 40,168 $ - Contingency (Intl Construction & Project) $ 975,107 $ (721,694) $ 253,413 $ - $ - $ - $ 253,413 $ - TOTAL $ 30,000,000 $ - $ 30,000,000 $ 25,959,040 $ 25,505,932 $ 453,108 $ 4,040,960 $ - 56 City of Tukwila City Council Public Safety Committee PUBLIC SAFETY COMMITTEE Meeting Minutes February 19, 2019 - 5:30 p.m. - Hazelnut Conference Room, City Hall Councilmembers: Dennis Robertson, Chair; Kate Kruller, Zak Idan Staff: David Cline, Bruce Linton, Jay Wittwer, Chris Partman, Laurel Humphrey CALL TO ORDER: Chair Robertson called the meeting to order at 5:30 p.m. I. ANNOUNCEMENT II. BUSINESS AGENDA Chair Robertson and Councilmember Idan agreed to consider the locking mailbox pilot program as the first order of business. A. Locking Mailbox Pilot Program Staff briefed the Committee on a new locking mailbox pilot program that the Police Department is implementing. Mail theft is a major community concern. In 2017 the City intended to help residents install locking cluster mailboxes, but received no applications as it required unanimous consent from a block of residents to install. Staff proposes to launch a pilot program similar to that used in SeaTac, which has been successful. The City will purchase a bulk order of Mail Boss mailboxes in the amount of $11,664, and residents will be able to purchase these at the reduced rate of $108 (or $52 for low income residents). The City will install the mailbox at the residence. The pilot program will begin with 100 mailboxes to allow staff to evaluate the demand and allow for adjustments. The initial purchase of 100 will still allow the City to receive the bulk discount. Committee members expressed support for the program and Councilmember Idan suggested reaching out to those who have already reported mail theft to promote it. DISCUSSION ONLY. B. Public Safety Plan Contracts Amendment to JRS Engineering Contract for Construction Administration Services *Staff is seeking Council approval to amend the JRS Engineering contract for construction administration services associated with the Justice Center, Fire Station 51 and Fire Station 52 projects. These services were anticipated and included in the project budget. JRS Engineering has proposed a total of $67,415, but subtracting Station 54 design funds makes the amendment total $56,465. MAJORITY APPROVAL. FORWARD TO FEBRUARY 25, 2019 COMMITTEE OF THE WHOLE. Amendment to Bush, Roed, and Hitchings for Land Survey Services Staff is seeking Council approval to amend the Bush, Roed & Hitchings, Inc. contract in the amount of $30,300 for land survey services associated with the Justice Center, Fire Station 52, Fire Station 54 and Public Works projects. This will be Amendment No. 4 and will provide delineation of existing wetlands to the Public Works site and Lot Line Consolidations to the 57