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Home My WebLink AboutCOW 2020-04-13 Item 3A - Public Safety Plan - Fire Station 52 Contract Amendment with Weinstein A+U for $191,697.71COUNCIL AGENDA SYNOPSIS Initials Meeting Date Prepared b Mayor's review Council review 04/13/20 RB 04/20/20 ITEM INFORMATION ITEM NO. 3.A. STAFF SPONSOR: RACHEL BIANCHI ORIGINAL AGENDA DATE: 04/13/20 AGENDA ITEM TITLE Weinstein A+U Contract Amendment CATEGORY ® Discussion Mtg Date 4113120 ® Motion Mtg Date 4120120 ❑ Resolution Mtg Date ❑ Ordinance Mtg Date ❑ Bid Award Mtg Date ❑ Public Hearing Mtg Date ❑ Other Mtg Date SPONSOR ❑Council ®Mayor ❑HR ❑DCD ❑Finance ❑Fire ❑TS ❑P&R ❑Police ❑PTV ❑Court SPONSOR'S Council is being asked to amend the Weinstein A+U contract to cover additional services SUMMARY associated with Fire Stations 52 construction. These costs are within the project budget and staff is not asking for additional budget authority. REVIEWED BY ❑ C.O.W. Mtg. ❑ CDN Comm ❑ Finance Comm. ❑ Public Safety Comm. ❑ Trans &Infrastructure ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATE: COMMITTEE CHAIR: RECOMMENDATIONS: SPONSOR/ADMIN. Administrative Services COMMITTEE COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 04/13/20 MTG. DATE ATTACHMENTS 04/13/20 Informational Memorandum dated March 24, 2020 Contract amendment Public Safety Plan Budget 04/20/20 2 City of Tukwila Allan Ekberg, Mayor Administrative Services Department- Rachel Bianchi, Deputy CityAdministrator INFORMATIONAL MEMORANDUM TO: Tukwila City Council/Committee of the Whole FROM: Rachel Bianchi, Deputy City Administrator BY: Justine Kim, Senior Project Manager, Shiels Obletz Johnsen, Inc. CC: Mayor Allan Ekberg DATE: March 24, 2020 SUBJECT: Public Safety Plan — Fire Station 52 Project No. 90830405 (FS52), Contract 17-068 (g) Weinstein Architectural Design & Planning Amendment No. 7 ISSUE Execute contract amendment no. 7 to cover FS 52 additional geotechnical Construction Administration (CA), extended civil CA and architectural CA and administrative fees. Hart Crowser, geotech consultant, was previously contracted for construction observation services only within the building footprint. Due to site complexities, observation for the installation of all site work is required. The original Owner -Architect contract fees were based on generic site data and a 15- month construction schedule and now have been reconciled with the existing conditions of the site and the project. Due to the complexity of the selected building site and the phasing of site construction work, the current construction schedule reflects a duration of 18 months. The complexity of both the site and regulatory environment of this project have also resulted in significant, unanticipated work for our Civil Engineer. These costs are well within the project budget and staff is not asking for additional budget authority. BACKGROUND In April 2017, the Council approved an initial contract for design services with Weinstein AU for $2,089,717.00. This is well within the combined design budget for the three stations of $3,275,000.00. September 2018, Amendment No 1. for $395,537.00 was due to modified budgets and eliminated FS 54 from Weinstein AU contract. December 2018, Amendment No 2 for $383,462.00, for design of the driveway. In April 2019, Amendment No 3 for $20,950, for acoustical analysis and final driveway design. In May 2019, Amendment No. 4 to provide stormwater detention vault design, shoring and retaining wall design and an inadvertent discovery plan for $20,840. Amendment No. 5 covered additional soils testing scope in the amount of $29,183. Amendment No. 6 covered FS 52 Driveway Design, CIP retaining wall design and vault shift, and FS 51 Wetland Mitigation Coordination in the amount of $67,059, bringing the new contract amount to $3,006,748. FISCAL IMPACT Amendment No. 7 is in the amount of $191,697.71 to Fire Station 52. The total contract amount will now be $3,198,445.71. The amount is well within the project budgets. The following table shows the original contract amount, all previous amendments, the new contract amount, the owner's contingency and the total. The Project Management Quality Assurance (PMQA) consultant has reviewed these documents and provided his concurrence. Original Contract Amount — $2,089,717.00 Amendment No. 1 $395,537.00 Amendment No. 2 $383,462.00 Amendment No. 3 $20,950.00 Amendment No. 4 $20,840.00 Amendment No. 5 $29,183.00 Amendment No. 6 $67,059.00 Amendment No. 7 $191,697.71 New Contract Amount $3,198,445.71 Contingency from Amendment No 3 & Amendment No 4 ($6,285+$2,084) $8,369.00 Total $3,206,814.71 W12020 Info MemosMeinstein Amd Nocx 3 RECOMMENDATION Approve the additional services, Weinstein AU's Amendment No. 7 to Contract No. 17-068, in the amount of $191,697.71. ATTACHMENTS Weinstein AU contract amendment, scope of work and fee Phone: 206-433-I800 • Email: Mayor@TukwilaWA.gov + Website: TukwilaWA.gov 4 City of Tukwila Agreement Number: 17-068(g) 6200 Southcenter Boulevard, Tukwila WA 98188 CONTRACT FOR SERVICES Amendment No. 7 Between the City of Tukwila and Weinstein AU, LLC. That portion of Contract No. 17-068 between the City of Tukwila and Weinstein AU, LLC. is hereby amended as follows: Section 1 Project Designation: The Consultant is retained by the City to perform Architectural Design and Planning services in connection with the project titled Tukwila Public Safety Plan, Fire Station 51 site. 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 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 $3,198,445.71 (including estimated expenses) without express written modification of the Agreement signed by the City. The total amount for this amendment is $191,697.71. All other provisions of the contract shall remain in full force and effect. Dated this day of 12020 CITY OF TUKWILA WEINSTEIN AU, LLC Allan Ekberg, Mayor ATTEST/AUTHENTICATED Christy O'Flaherty, MMC, City Clerk By: Printed Name: Title: APPROVED AS TO FORM Office of the City Attorney CA Revised December 2016 Page 1 of 1 5 9 EXHIBIT A WEINSTEINA+U ARCHITECTS+URBAN DESIGNERS March 16, 2020 Tukwila Fire Stations - Contract Amendment #7 Summary AS32: FS52 Additional Geotechnical CA Scope $124,964.40 AS33: FS52 Extended CA Civil and Architectural Fees $68,937.00 AS34: FS52 Signalization Design - pending scope add, not included AS35: FS52 Administrative Alternate CA Fee $10,996.31 Credit: Reduced Fire Station Specialist Fee ($12,000.00) WAU 10%Mark-up ($1,200.00) TOTAL $191,697.71 2200 Western Avenue Suite 301, Seattle, WA 98121 WeinsteinAU.com T 206 443 8606 F 206 443 1218 7 EXHIBIT A WEINSTEINA+U ARCHITECTS+URBAN DESIGNERS March 16, 2020 Justine Kim Shiels I Obletz I Johnsen 101 Yesler Way, Suite 606 Seattle, WA 98104 RE: Tukwila Fire Stations —FS52 Geotechnical Construction Scope Revision Dear Justine: Additional Services Request 32 requests additional fee to cover additional testing scope for the Geotechnical Engineer for the Fire Station 52 construction phase. Hart Crowser had previously been contracted to do construction observation for elements solely within the building footprint, but has now been requested to perform that observation for the installation of all site work. Their original fees, based on a generic site and project schedule, have also now been reconciled with the realities of the project. Please refer to their attached proposal for more detail. Fee requested for the above services is as follows: Task Description Hart Crowser Geotechnical Engineer Additional Service 32 Proposed Fee $113,604.00 10% Markups $11,360.40 AS 32 Total $124,964.40 We understand from previous discussions with the team that the costs incurred for this Additional Service will be included in the upcoming Contract Amendment 7. Sincerely, C�? - Emma Nowinski, AIA 2200 Western Avenue Suite 301, Seattle, WA 98121 WeinsteinAU.com T 206 443 8606 F 206 443 1218 EXHIBIT A A �r MUCR0 WSM ? CONTRACT CHANGE CHANGE NO.: 3 — Revised CLIENT: Emma Nowinski — Weinstein A+U JOB NO. 19297-01 www.hartcrowser.com DATE: January 20, 2020 PROJECT: Tukwila Fire Station 52 — Design and Construction, Tukwila, Washington Description of Work Construction Budget Update Our authorized scope for Fire Station 52 includes geotechnical construction observation for the elements within the building footprint (foundations, slabs -on -grade, and underslab utilities). We understand the City is requesting that we also observe the backfill and compaction for the surrounding site work, including mass grading, utilities, and flatwork subgrade preparation. Our original budget for construction ($26,480) was just a placeholder and not based on any construction schedule. Since preparing that placeholder amount, we have received several schedules from the general contractor, with the most recent one dated January 5, 2020. Based on the durations in that schedule, we have prepared an estimate of the associated construction observation effort. The total cost for the geotechnical construction observation effort is approximately $165,084. We have approximately $25,000 remaining from the Fire Station 51 budget. We will adjust the budget for that project and credit the Fire Station 52 budget. We have received verbal authorization to perform this work and direction to bill against our current authorization. Based on the contractor's schedule, our current authorization is not sufficient to perform both the authorized scope and the requested additional scope. This Contract Change 3 increases our authorization to provide these construction services. Previous Construction Authorization $26,480 Credit from Fire Station 51 $25,000 Change Order #3 $113,604 Total Construction Authorization $165,084 3131 Elliott Avenue, Suite 600 Seattle, Washington 98121 206.324.9530 9 EXHIBIT A A ALr Weinstein A+U January 20, 2020 19297-01 Page 2 This change amends the contract between Weinstein A+U and Hart Crowser dated April 19, 2017. Except as amended above, all terms and conditions apply to this Contract Change. To indicate your authorization, please return one signed copy or prepare a similar document for our signature. ACCEPTED FOR Weinstein A+U By: Printed Name: Date: HART CROMER, INC. By: L/ Date Printed Name: Douglas D. Lindquist, Principal January 20, 2020 \\seafs\Projects\Noteboo ks\1929701_TukwiIa_Fire_Station_52\Deliverables\Proposal\CO_03 Rev\Tukwila Fire Station 52 - Change Order CO3 - Revised 1-20.docx 10 EXHIBIT A WEINSTEINA+U ARCHITECTS+URBAN DESIGNERS February 7, 2020 Justine Kim Shiels I Obletz I Johnsen 101 Yesler Way, Suite 606 Seattle, WA 98104 RE: Tukwila Fire Station 52 —Additional Service 33: Extended CA Schedule Dear Justine: The original Owner -Architect contract for this project was predicated on a 15-month construction duration. Due to the complexity of the selected building site and the phasing of site construction work, the current construction schedule shows a duration of 18 months, with Lydig mobilizing in July of 2019 and Final Inspection anticipated in December of 2020. The fees below reflect an extension of our average CA fees for the additional three months. The complexity of both the site and regulatory environment of this project have also resulted in significant, unanticipated work for our Civil Engineer - please refer to their attached proposal for more detail. Additional Services Request 33 requests additional fee to cover the extra CA phase work for both the Architect and Civil Engineer. Fee requested for the above services is as follows: Task Description WAU Architect LPD Engineering Civil Engineer Total Additional Service 33 Proposed Fee $57,299.00 $10,580.00 $67,879.00 10%Markups $0.00 $1,058.00 $1,058.00 AS 33 Total $57,299.00 $11,638.00 $68,937.00 We anticipate that the costs incurred for this Additional Service will be included in a Contract Amendment 7. Sincerely, CP - Emma Nowinski, AIA 2200 Western Avenue Suite 301, Seattle, WA 98121 WeinsteinAU.com T 206 443 8606 F 206 443 1218 11 EXHIBIT A engineering 1p Proposal for Additional Civil Engineering Services Additional Services Agreement (ASA) #6 Date: November 27, 2019 To: Weinstein A+U 2200 Western Avenue, Suite 301 Seattle, WA 98121 Attn: Emma Nowinski, AIA, Project Manager From: Marc Servizi, PE, Project Manager I Laurie J. Pfarr, PE, Principal Project: Tukwila Fire Station 52 Additional Construction Administration 1932 First Avenue, Suite 201 Seattle, Washington 98101 P. 206.725.121 1 F. 206.973.5344 Ipdengineering.com Thank you for the opportunity to provide this additional services proposal, which is an amendment to our Original Contract dated April 19, 2017 and revised Proposal for Civil Engineering Services dated June 26, 2018. This proposal is to confirm our understanding of the additional scope of services and compensation for this project. We look forward to continued work with you on this project. Description of Additional Services This proposal is for additional civil engineering services associated with Construction Administration for Fire Station #52. LPD Engineering's assumed scope of services as described in our June 26, 2018 proposal includes a pre -construction meeting, review project submittals, up to (8) site meetings and up to (8) RFI's. Through November 27, 2019, LPD Engineering has supported construction with a number of services that are out of our previously described scope, including responding to 52 RFI's, designing the PSE/ gas and electric route, preparing easement exhibits, and making 6 site visits to date. Construction commenced in Aug 2019. Construction is anticipated to complete at the end of December, 2020 (16 month construction period). As of November 27, 2019 (4 months, 25% of the construction schedule), LPD Engineering has provided $22,690 related to the Construction Administration Task Items (Basic and CA services). Our current budget is $22,788. We have estimated that the contractor has completed approximately 68% of the civil related site work, and has 12 months remaining on the work schedule. This project has required significantly more services on our part than we normally experience, including, but not limited to the complexity of the project, sub -contractor methods, contractor methods, requirements to provide RFI's for all communication, and Inspector requirements. 12 engingopceerin Additional Scope of Services EXHIBIT A November 27, 2019 Proposal for Additional Civil Engineering Services - ASA #6 Fire Station 52 - Additional Construction Administration Page 2 Based on the aforementioned schedule and work completed, we are estimating three months will include significant civil work, and the remaining 10 months will include primarily Building work. Estimate to complete: Tukwila FS #52 Construction Administration Support Rate Est Hours / month Months Marc Servizi, PE Project Mgr IV $180.00 121 3 $6,480 Jack Reinhardt Design Engineer II 1 $85.001 201 3 $5,100 Estimated Sub -Total during Months of Civil Work $11,580 Marc Servizi, PE Project Mgr IV $180.00 2 10 $3,600 Jack Reinhardt Design Engineer II $85.00 4 10 $3,400 Est Sub -Total during Months of Primarily Building Work $7,000 Total $18,580 LPD Engineering will provide the scope of work outlined below: 1. Provide responses to RFI's as provided by the Contractor. As of November 27, we have provided responses to 52 RFI's. Continue to provide responses, as needed. 2. Provide coordination with City Inspector and Engineer, and other agencies as needed. 3. Provide coordination with Project team, including Contractor, Architect, SOJ, Lydig. 4. Provide updates to easement exhibits, gas and power routes. 5. Provide updates to plans, as requested. 6. We estimate 6 more site visits. Proposed Fee for Additional Services Our fee for services is based upon the information that we have at this time. We propose to provide civil engineering consulting and drafting services on a lump sum basis. This estimate is meant to be a budget only and is not a guaranteed maximum. *The fees provided above will remain valid for six months from the date of this proposal. Assumptions ■ Unless otherwise noted, the same assumptions and exclusions from our Original Contract dated April 19, 2017 and revised Proposal for Civil Engineering Services dated June 26, 2018, apply. 13 engingopceerin EXHIBIT A November 27, 2019 Proposal for Additional Civil Engineering Services - ASA #6 Fire Station 52 - Additional Construction Administration Page 3 ■ All notifications to the Architect of additional services by LPD will be forwarded to the Owner in a timely manner. Please notify us if you have any concerns or disagree with any of the scope, terms, or conditions. We request that you sign and return a copy of this document to confirm that you have read and agree with the content of this additional services proposal. This proposal constitutes the entire agreement for ASA #6 between the client and LPD Engineering and supersedes any prior understanding or representation of any kind preceding the date of this proposal. This proposal will serve as an amendment to our original contract dated April 19, 2017 and revised Proposal for Civil Engineering Services dated June 26, 2018. We look forward to continuing our work with you on this project. Sincerely, LPD Engineering PLLC aurie J. farr, P.E. Principal I Owner Mar ervizi, PE Sr. Project Manager I Sr. Civil Engineer cc: File For Weinstein A+U Printed Name Date 14 EXHIBIT A WEINSTEINA+U ARCHITECTS+URBAN DESIGNERS March 16, 2020 Justine Kim Shiels I Obletz I Johnsen 101 Yesler Way, Suite 606 Seattle, WA 98104 RE: Tukwila Fire Station 52 —Additional Service 35: Administrative Alternate CA Fee Dear Justine: When the design fees for this project were reconciled against the final construction cost estimate in 2018 (WAU Contract Amendment #2), the team decided to reduce the MACC that the fee was based on in anticipation that Weinstein A+U would not have to perform CA on the Administrative wing of the building. The bid alternate that included that work was ultimately accepted by the Owner and Weinstein A+U is currently performing Construction Contract Administration for the entirety of the project. This Additional Service Request reinstates that fee based on same construction cost estimate on which the remainder of the fee was predicated, and at the same rate, as dictated by the Washington State Fee Schedule. Please refer to the attached breakdown of the original fee revision, which has been marked up to show the corresponding fee calculations for the deleted Administrative CA work. The total addition to our contract for this work should be $10,996.31. We anticipate that the costs incurred for this Additional Service will be included in a Contract Amendment 7. Sincerely, CP - Emma Nowinski, AIA 2200 Western Avenue Suite 301, Seattle, WA 98121 WeinsteinAU.com T 206 443 8606 F 206 443 1218 15 EXHIBIT A TUKWILA FIRE STATIONS Weinstein A+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 -27010 for CA phase - $121, 500 $121, 500.00 TOTAL $9, 325, 385 Sub bonds 1.50% $139,881 $1,822.50 SUBTOTAL $9,465,266 $123,322.50 Design Contingency 10.00% $946,527 $12,332.25 SUBTOTAL $10,411,792 $135,654.75 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 $4,069.64 Neg. Support Services $300,000 MACC TOTAL $11,657,886 $139,724.39 " Fee Rate = 7.87% Admin CA Fee = $10,996.31 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 16 EXHIBIT A WEINSTEINA+U ARCHITECTS+URBAN DESIGNERS March 16, 2020 Brian Harris TCA Architecture 6211 Roosevelt Way NE Seattle, WA 98115 RE: Tukwila Fire Stations — Contract Revision Dear Brian: We are writing to confirm the revision to your contract that we discussed over the phone and via email on March 2"d and V. We agreed to a $12,000.00 reduction in your total contract amount and we anticipate that amount being credited back to the project in the following way: Task Description TFS51 GC/CM Coordination TFS51 Design / CCA TFS52 GC/CM Coordination TFS52 Design / CCA Total Current Fee Remaining $1,500.00 $2,781.50 $1,650.00 $14,537.50 $20,469.00 Reduction $1,500.00 $0 $1,650.00 $8,850.00 $12,000.00 Final Fee Remaining $0 $2,781.50 $0 $5,687.50 $8,469.00 Credit to the Project $1,500.00 $0 $1,650.00 $8,850.00 $12,000.00 Thank you again for your continued contributions to these stations — we look forward to seeing you on site at the next reasonable opportunity! 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