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HomeMy WebLinkAboutReg 2021-04-05 Item 6C.2 - Contract - Plan Review and Inspection with BHC Consultants for $150,000COUNCIL AGENDA SYNOPSIS Initials ITEM No. i , Meeting Date Prepared by Mayor's review Council review - II ( 04/05/21 JH 00, rt 1N�N'WW (2) 9 ITEM INFORMATION STAFF SPONSOR: JERRY E HIGHT ORIGINAL AGENDA DATE: 04/05/21 AGENDA ITEM TITLE Contract for BHC Consultants Inc. plan review and inspection services CATEGORY ❑ Discussion Mtg Date a Motion Mtg Date 4/5/21 ❑ Resolution Mtg Date ❑ Ordinance Mtg Date ❑ Bid Award Mtg Date ❑ Public Hearing Mtg Date ❑ Other Mtg Date SPONSOR ❑ Council ❑ Mayor ❑ Admin Svcs 11 DCD ❑ Finance ❑ Fire ❑ P&R ❑ Police ❑ PIF SPONSOR'S Council is being ask to approve a contract to continue current structural plan review SUNDIARY services with BHC Consultants Inc. with a not to exceed amount of $150,000.00 through the 2021-2022 budget. A new contract is needed because the current contract with BHC Consultants Inc. expired on 12/31/2020. REVIEWED BY ❑ Trans&Infrastructure Svcs ❑ Community Svcs/Safety ❑ Finance & Governance 11 ❑ LTAC ❑ Arts Comm. ❑ Parks Comm. ❑ DATE: 03/15/2021 COMMITTEE CHAIR: HOUGARDY Planning & Community Dev. Planning Comm. RECOMMENDATIONS: SPONsoR/AD\HN. Department of Community Development COMM IEE Unanimous Approval; Forwarded to Consent Agenda COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $ $ $ Fund Source: 2021/2022 BUDGET PROFESSIONAL SERVICES Comments: MTG. DATE RECORD OF COUNCIL ACTION 04/05/21 MTG. DATE ATTACHMENTS 04/05/21 Informational Memorandum dated 03/15/21 Contract for BHC Consultants Inc. for plan review and inspection services Minutes from the Planning & Community Development meeting of 03/15/21 17 18 111111111 City of Tukwila INFORMATIONAL MEMORANDUM Allan Ekberg, Mayor Jack Pace, Director TO: Planning & Community Development Committee FROM: Jack Pace, Director of the Department of Community Development BY: Jerry E Hight, Building Official DATE: March 15, 2021 SUBJECT: BHC Consultants Inc. plan review and inspections services ISSUE Should council approve a contract to continue current structural plan review services with BHC Consultants Inc. with a not to exceed amount of $150,000.00 through the 2021/2022 budget. A new contract is needed because the current contract with Reid Middleton Inc. expires on 12/31/2020. BACKGROUND Due to the increase in ongoing permit activity and larger projects such as Iron Mountain [Paper shredding system], CenterPoint Properties [414, 528 sq ft concrete tilt -up warehouse], Greenwood Heating [15,012 sq ft 2 -story office building] and Boeing, it will be necessary to continue to have an outside structural review service. DISCUSSION Due to the current vacancies within the Building Division, staff is unable to dedicate the time required to review and inspect certain large projects. The Building Division has previously contracted our structural plan reviews successfully with BHC Consultants Inc. FINANCIAL IMPACT $150,000.00 for professional service until the end of the 2021/2022 budget. As permits for construction increases so does the amount of fees collected and paid for outside plan review and inspections services. The 2021/2022 budget will reflect the consultant's structural review cost increase as well as the increase in permit revenue. RECOM M EN DATION Staff recommends the contract for BHC Consultants Inc. plan review and inspections services be placed on the April 5, 2021 Regular Council, Consent Agenda for approval. ATTACHMENTS Contract for BHC Consultants Inc. plan review and inspections services. 19 20 City of Tukwila 6200 Southcenter Boulevard, Tukwila WA98188 CONTRACT FOR SERVICES Contract Number: This Agreement is entered into by and between the City of Tukwila, Washington, a non -charter optional municipal code city hereinafter referred to as "the City," and BHC Consultants, hereinafter referred to as the Contractor," whose principal office is located at 1601 Fifth Avenue Suite 500 Seattle, WA 98101 WHEREAS, the City has determined the need to have certain services performed for its citizens but does not have the manpower or expertise to perform such services; and WHEREAS, the City desires to have the Contractor perform such services pursuant to certain terms and conditions; now, therefore, IN CONSIDERATION OF the mutual benefits and conditions hereinafter contained, the parties hereto agree as follows: 1. Scope and Schedule of Services to be Performed bv Contractor. The Contractor shall perform those services described on Exhibit A attached hereto and incorporated herein by this reference as if fully set forth. In performing such services, the Contractor shall at all times comply with all Federal, State, and local statutes, rules and ordinances applicable to the performance of such services and the handling of any funds used in connection therewith. The Contractor shall request and obtain prior written approval from the City if the scope or schedule is to be modified in any way. 2. Compensation and Method of Paymenl. The City shall pay the Contractor for services rendered according to the rate and method set forth on Exhibit B attached hereto and incorporated herein by this reference. The total amount to be paid shall not exceed $150,000.00. Contractor Budaet. The Contractor shall apply the funds received under this Agreement within the maximum limits set forth in this Agreement. The Contractor shall request prior approval from the City whenever the Contractor desires to amend its budget in any way. 4. Duration of Aareement. This Agreement shall be in full force and effect for a period commencing January 1, 2021, and ending December 31, 2022, unless sooner terminated under the provisions hereinafter specified. 5. Independent Contractor. Contractor and City agree that Contractor is an independent contractor with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. Neither Contractor nor any employee of Contractor shall be entitled to any benefits accorded City employees by virtue of the services provided under this Agreement. The City shall not be responsible for withholding or otherwise deducti g federal income tax or social security or contributing to the State Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to the Contractor, or any employee of the Contractor. 6. Indemnification. The Contractor shall defend, indemnify and hold the Public Entity, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or in connection with the performance of this Agreement, except for injuries and damages caused by the sole negligence of the Public Entity. CA Revised May 2020 Page 1 of 4 21 Should a court of competent jurisdiction determine that this Agreement is subject to RCW 414.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Contractor and the Public Entity, its officers, officials, employees, and volunteers, the Contractors liability hereunder shall be only to the extent of the Contractor's negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Contractors waiver of immunity under industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. 7. Insurance. The Contractor shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Contractor, their agents, representatives, employees or subcontractors. Contractor's maintenance of insurance, its scope of coverage and limits as required herein shall not be construed to limit the liability of the Contractor to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. A. Minimum Scope of Insurance. Contractor shall obtain insurance of the types and with the limits described below: 1. Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. Automobile liability insurance shall cover all owned, non -owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. 2. Commercial General Liabilit_insurance with limits no less than $2,000,000 each occurrence, $2,000,000 general aggregate and $2,000,000 products -completed operations aggregate limit. Commercial General Liability insurance shall be as least at broad as ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors, products -completed operations, stop gap liability, personal injury and advertising injury, and liability assumed under an insured contract. The Commercial General Liability insurance shall be endorsed to provide a per project general aggregate limit using ISO form CG 25 03 05 09 or an equivalent endorsement. There shall be no exclusion for liability arising from explosion, collapse or underground property damage. The City shall be named as an additional insured under the Contractors Commercial General Liability insurance policy with respect to the work performed for the City using ISO Additional Insured endorsement CG 20 10 10 01 and Additional Insured -Completed Operations endorsement CG 20 37 10 01 or substitute endorsements providing at least as broad coverage. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. B. Public Entity Full Availability of Contractor Limits. If the Contractor maintains higher insurance limits than the minimums shown above, the Public Entity shall be insured for the full available limits of Commercial General and Excess or Umbrella liability maintained by the Contractor, irrespective of whether such limits maintained by the Contractor are greater than those required by this Contract or whether any certificate of insurance furnished to the Public Entity evidences limits of liability lower than those maintained by the Contractor. C. Other Insurance Provision. The Contractor's Automobile Liability and Commercial General Liability insurance policies are to contain or be endorsed to contain that they shall be primary insurance with respect to the City. Any insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Contractor's insurance and shall not contribute with it. D. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII. CA Revised May 2020 Page 2 of 4 22 E. Verification of Coverage. Contractor shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Contractor before commencement of the work. Upon request by the City, the Contractor shall furnish certified copies of all required insurance policies, including endorsements, required in this Agreement and evidence of all subcontractors' coverage. F. Subcontractors. The Contractor shall cause each and every Subcontractor to provide insurance coverage that complies with all applicable requirements of the Contractor -provided insurance as set forth herein, except the Contractor shall have sole responsibility for determining the limits of coverage required to be obtained by Subcontractors. The Contractor shall ensure that the Public Entity is an additional insured on each and every Subcontractor's Commercial General liability insurance policy using an endorsement as least as broad as ISO CG 20 10 10 01 for ongoing operations and CG 20 37 10 01 for completed operations. G. Notice of Cancellation. The Contractor shall provide the City and all Additional Insureds for this work with written notice of any policy cancellation, within two business days of their receipt of such notice. H. Failure to Maintain Insurance. Failure on the part of the Contractor to maintain the insurance as required shall constitute a material breach of contract, upon which the City may, after giving five business days notice to the Contractor to correct the breach, immediately terminate the contract or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion of the City, offset against funds due the Contractor from the City. . Record Keeping and Reporting. A. The Contractor shall maintain accounts and records, including personnel, property, financial and programmatic records which sufficiently and properly reflect all direct and indirect costs of any nature expended and services performed in the performance of this Agreement and other such records as may be deemed necessary by the City to ensure the performance of this Agreement. B. These records shall be maintained for a period of seven (7) years after termination hereof unless permission to destroy them is granted by the office of the archivist in accordance with RCW Chapter 40.14 and by the City. 9. Audits and inspections. The records and documents with respect to all matters covered by this Agreement shall be subject at all times to inspection, review or audit by law during the performance of this Agreement. 10. Termination. This Agreement may at any time be terminated by the City giving to the Contractor thirty (30) days written notice of the City's intention to terminate the same. Failure to provide products on schedule may result in contract termination. if the Contractor's insurance coverage is canceled for any reason, the City shall have the right to terminate this Agreement immediately. 11. Discrimination Prohibited. The Consultant, with regard to the work performed by it under this Agreement, will not discriminate on the grounds of race, religion, creed, color, national origin, age, veteran status, sex, sexual orientation, gender identity, marital status, political affiliation, the presence of any disability, or any other protected class status under state or federal law, in the selection and retention of employees or procurement of materials or supplies. 12. Assignment and Subcontract. The Contractor shall not assign or subcontract any portion of the services contemplated by this Agreement without the written consent of the City. 13. Entire Agreement: Modification. This Agreement, together with attachments or addenda, represents the entire and integrated Agreement between the City and the Contractor and supersedes all prior negotiations, representations, or agreements written or oral. No amendment or modification of this Agreement shall be of any force or effect unless it is in writing and signed by the parties. CA Revised May 2020 Page 3 of 4 1010101MMIN OlOIN IN.O.s.m.lonwommommumwimmemiiim 14. Severabilitv and Survival. If any term, condition or provision of this Agreement is declared void or unenforceable or limited in its application or effect, such event shall not affect any other provisions hereof and all other provisions shall remain fully enforceable. The provisions of this Agreement, which by their sense and context are reasonably intended to survive the completion, expiration or cancellation of this Agreement, shall survive termination of this Agreement. 15. Notices. Notices to the City of Tukwila shall be sent to the following address: City Clerk, City of Tukwila 6200 Southcenter Blvd. Tukwila, Washington 98188 Notices to the Contractor shall be sent to the address provided by the Contractor upon the signature line below. 16. Applicable Law: Venue: Attorney's Feel. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. In the event any suit, arbitration, or other proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and agree that venue shall be properly laid in King County, Washington. The prevailing party in any such action shall be entitled to its attorney's fees and costs of suit. DATED this day of , 20 CITY OF TUKWILA CONTRACTOR Allan Ekberg, Mayor ATTEST/AUTHENT1CATED City Clerk, Christy O'Flaherty APPROVED AS TO FORM: Office of the City Attorney James RDN. Digitally signed by James R GFC155r cneJarries R Gross, PE, oe BH Consultants, LLC, ou erriailejim.grossgbhccansultents co By: Gross, PE m' c -US Date:2E2M1.03018:5832 Printed Name and Title: James Gross Executive Vice President Address: 1601 5th Ave, Suite 500 Seattle, WA 98101 CA Revised May 2020 Page 4 of 4 24 IIIMMommOimmommommommememolimiuminiuniumuroioluramiumioimonuroionmentemm EXHIBIT A SCOPE OF WORK 1. PLAN REVIEW A. BHC Consultants will review plans submitted with building permit applications for structural and nonstructural code compliance in accordance with the currently adopted construction codes as adopted and amended by the State of Washington and City of Tukwila, except that BHC will confer with the Building Official and his/her agent on any portion of the review that specifically requires the approval of the Building Official as specified in the code(s). B. The services to be performed by BHC will not begin until receiving authorization from the City that identifies the specific tasks to be performed. C. BHC will not perform plan mark ups, make any complex structural changes on the plans, or make any changes that directly contradict other information on the plans. Significant changes must be made by or under the direction of the applicant's design professional. All notes and details must be on the approved permit set of plans. D. If corrections or additions are required, BHC will write a review letter addressed to the City and/or applicant. The City will then send BHC's review letter, along with any additional City requirements, to the applicant. The correction letter will indicate to the applicant that they are required to submit the revisions/additions to the City per the submittal requirements for the permit type under review. F. Upon completion of the plan review, BHC will indicate that the drawings have been reviewed and found to be in substantial compliance with applicable construction codes and ordinances. BHC's name, and date of compliance will be affixed to each sheet up to two sets of drawings or as otherwise requested by the City. The plan reviewer's signature will also be affixed to the cover sheet. G. Complete reviews will include structural, nonstructural, accessibility, energy, and ventilation requirements. Partial reviews will be indicated as either structural or nonstructural or as mutually agreed upon. 2. PROCESS A The City reserves the right to determine the process and method of Work by the Consultant. At its sole option, the City will determine if it wishes to contract with the Consultant on a time and materials basis or a percentage basis. B. The City will determine which plans are to be reviewed by BHC. C. The City will intake, track and process the permit applications and all revisions per current building and permit administration procedures. D. BHC will be responsible for the expedited transportation of permit review documents to the City. The City will be responsible for the expedited transportation of permit review documents to BHC. 25 E. BHC will complete the initial review and will have either approved the application and notified the City of approval or contacted the applicant and/or the City with corrections within the time frames listed below: Typical Review Times Project Type Initial Review Re -Review Single -Family 10 days (2 weeks) 5 days (1 week) Multi -Family 15 days (3 weeks) 10 days (2 weeks) Commercial 20 days (4 weeks) 15 days (3 weeks) Turn -around time for large, complex and non -typical types of permit applications is to be negotiated and agreed upon in writing by both parties. F. BHC will review any revisions or additional information and will either indicate compliance with the code(s) against which it was checked and notify the City of compliance, or if the drawings are still not complete, contact the applicant and/or the City with additional revision requests within the time frames specified above. G. The typical review times as noted above may be negotiated based on the number and/or complexity of projects the City wishes to send to BHC at one time or within a short window of time. BHC shall request revisions to estimated target date after consultation with the City. 4. BUILDING INSPECTIONS A. Consultant will provide a certified building inspector to perform the following services; and B. Upon authorization by the City, inspector will perform building inspection work for the City. C. At the request by the City, the inspector shall be asked to perform one or more of the following inspection tasks: 1. non-structural fire and life safety inspections 2. structural inspections 3. energy code inspections 4. barrier free inspections 5. mechanical and plumbing inspections 6. electrical inspections D. Inspector will provide building inspections in accordance with the currently adopted International Codes, Washington State Building Code (WAC 51-50 and 51-51), and energy code (WAC 51-11), and the applicable City Building Codes, except that inspector will confer with the Building Official or his/her agent on any portion of the review that specifically requires an approval of the Building Official under the applicable Code(s), or that involves an unusual interpretation. E. Inspections will be done in accordance with codes, ordinances and regulations in effect and will be performed in a courteous and professional manner. Up-to-date records of inspection status will be maintained on the job card in the field and on the office copy of the permit. The City shall guarantee a minimum of four (4) hours inspection work each day inspection services are provided. 26 EXHIBIT B — COMPENSATION 1. LUMP SUM. The City shall pay BHC a lump -sum fee for performing an initial review and one recheck for each project. The fee shall be based on a percentage of the plan review fee as tabulated below or as mutually agreed upon between the City and BHC. The plan review fee shall be based on the fees charged by resolution for the City. Commercial and Multi -Family Percentage of Plan Review Fee Projects Valuation < $2,000,000 Valuation $2,000,000 To $5,000,000 Complete Plan Review 75% 70% Partial Plan Review (structural only or nonstructural only) 60% 50% Valuation $5,000,001 to $10,000,000 Valuation $10,000,001 and up Complete Plan Review 60% 50% Partial Plan Review (structural only or nonstructural only) 40% 35% Single Family Projects Complete Plan Review 75% of Plan Review Fee Partial Plan Review (structural only or nonstructural only) 50% of Plan Review Fee 1.1 All other review services and reviews in excess of two (the initial review plus one re -check) shall be paid on a time -and -expense basis using an hourly rate identified in Schedule B. 1.2 Each billing statement will include the permit number, BHC task review number and owner or project name of the plans reviewed with the fee. 1.3 Billing statements will be issued for reviews that receive a complete initial review in the preceding month or other acceptable time period. All remaining fees for any project previously billed will be invoiced for total balance due after final review has been completed and plans returned to the City. Fees for large projects maybe invoiced over a several month period when agreeable to both the City and BHC. 1.4 On-call and other services will be provided as desired by the City and agreed upon by BHC on a time -and -expense basis using an hourly rate identified in Exhibit B. 27 2. HOURLY LABOR RATES SCHEDULES Classification Hourly Rates Building Inspector (Combination) $87 Electrical Inspector $92 Plan Checker I (hourly charges) $150 Plan Reviewer II - Structural $200 Civil/site plan review (P.E.) $150 Principal Consultant (Building Official) $150 Administration assistance/Clerical $75 Overtime Services: 150% of Above Rates Shown (No overtime will be charged without prior written authorization by the City.) These rates are effective throughout the term of this contract. On-call and other services will be provided as desired by the City and agreed upon by BHC in writing by both parties on a time -and -expense basis using an hourly rate identified in Schedule B. REIMBURSABLE EXPENSES Travel will be reimbursed for time and mileage at the current IRS mileage reimbursement rate. For all "on call" inspection and added services, mileage may be billed portal to portal at current IRS rate. No further reimbursable expenses are included in this contract. 28 City of Tukwila City Council Planning & Community Development Committee Meeting Minutes March 15, 2021- 5:30 p.m. - Electronic Meeting due to COVID-19 Emergency Councilmembers Present: Kathy Hougardy, Chair; Verna Seal, Thomas McLeod Mayor &Staff Present: Allan Ekberg, Rachel Bianchi, Jerry Hight, Derek Speck, Brandon Miles, Laurel Humphrey Chair Hougardy called the meeting to order at 5:30 p.m. I. BUSINESSAGENDA A. Contracts for Plan Review Services Staff is seeking Council approval of contracts with Reid Middleton Inc. and BHC Consultants Inc., each in an amount not to exceed $150,000, for structural plan review services. * Committee Recommendation Unanimous approval. Forward to Aprils, 2021 Regular Consent Agenda. B. Port of Seattle Grant Application Staff is seeking committee approval to submit a Port of Seattle economic development grant application for $21,360 to fund digital development for small, minority owned businesses. Committee Recommendation Unanimous approval. C. King County Health through Housing Program Staff is seeking Committee direction on next steps for Tukwila's consideration of the King County Health through Housing program, including concurrence to remove Tukwila International Boulevard (TIB) and Central Business District (CBD) areas from siting consideration. Item(s) requiring follow-up: Incorporate additional questions from Chair Hougardy and 3/15 resident email into list of questions that will ultimately develop into a fact sheet for Council and community members. Committee Recommendation Councilmembers Hougardy and Seal concur with removing TIB and CBD from siting consideration; Councilmember McLeod agrees with removing only TIB at this time. Return to Committee. 29