HomeMy WebLinkAboutCSS 2021-05-17 Item 1C - Contract Amendments - Public Works Building Tenant Imrpovements / Intergenerational Youth and Senior CenterCity of Tukwila
Allan Ekberg, Mayor
Administrative Services Department- Rachel Bianchi, Deputy City Administrator
INFORMATIONAL MEMORANDUM
TO: Community Services and Safety Committee
FROM: Rachel Bianchi, Deputy City Administrator
Hari Ponnekanti, Public Works Director
BY: Justine Kim, Senior Project Manager, Shiels Obletz Johnsen, Inc.
CC: Mayor Allan Ekberg
DATE: May 10, 2021
SUBJECT: Public Safety Plan/Public Works Building Tenant Improvements Protect
Project No. 91630601, SOJ, Contract No. 16-179, Amendment No 3
Intergenerational Youth and Senior Center Project
Project No. 92030601, SOJ, Contract No. 21-036, Amendment No 1
ISSUE
This memo requests approval of two contract amendments for Shiels Obletz Johnsen (SOJ): (a) Contract No. 16-
179 Amendment No 3 to SOJ's Tukwila Public Safety Plan Contract for Public Works Building Tenant
Improvements) and (b) Contract No. 21-036 Amendment No 1 to SOJ's Intergenerational Youth and Senior
Center Contract for project management services on the current outreach phase. The expenditures associated
with these tasks are anticipated and are included in the Council approved project budgets.
BACKGROUND
For the Public Works Project: The City hired SOJ to perform project management services for the Public
Safety Plan. The current contract amount—including Amendment No 1—is $3,187,614. Amendment No 2
was a no cost time extension through December 31, 2021. The table below shows the original contract
breakdown of fees dedicated to each project, including Amendment No 1. The scope of work for the Public
Works project included management for site selection and procurement, as well as the development of a
master plan and programming efforts. Now that the Phase I tenant improvement work is underway, SOJ is
requesting an amendment to complete construction management.
Justice Center (Opened summer of 2020)
$1,954,091
Fire Station 51 (Opened summer of 2020)
$337,155
Fire Station 52 (Opened spring of 2021)
$524,663
Fire Station 54 (Site procurement completed 2018)
$100,000
Public Works (Site procurement 2018 and Master Plan 2019)
$271,705
TOTAL (including Amendment No 1)
$3,187,614
For the Intergenerational Youth and Senior Center Project: SOJ's initial fee and scope was for Phase I,
which included the initial establishment of project schedule, assistance with procurement of the project
partners, strategic exploration, and community outreach outline establishment assistance in the amount of
$39,264.00.
ANALYSIS
For the Public Works Project: SOJ has provided a proposal for Contract No 16-179 Amendment No 3. These
services include assisting with the Fleets and Facilities (Heiser Building) Tenant Improvement Project
Construction Administration (CA). SOJ's efforts will be from April 2021 through February 2022, assuming the
current project substantial completion date of early December 2021. This amendment also extends the contract
duration through December 31, 2022.
For the Intergenerational Youth and Senior Center Project: SOJ has submitted its Contract No. 21-036
Amendment No 1 to continue working on the project. This amendment scope includes continued
management of project progress, schedule, assistance with the public outreach process by the City of
C:\Users\andy-y\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\R1NYNLZP\Final SOJ TTSC PWFF Amendments Memo.docx
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Tukwila and McGranahan Architects, including the site selection process management. SOJ will also
oversee programming and feasibility study efforts to be evaluated by the Council.
FISCAL IMPACT
The expenditures associated with these tasks are anticipated and are included in the Council approved project
budgets.
For the Public Works Project: SOJ's existing contract has an expected total remaining balance of
approximately $59,778.04 after the completion of the Public Safety Plan Projects (Justice Center and Fire
Station 51, 52, 54). In addition, we currently carry a $15,352.31 balance in the Public Works budget through
the end of March. We can apply those two balances, which total $75,130.35, toward the Public Works
Project management to partially offset the project's budget impact. SOJ has provided a proposed contract
amendment for $127,617.65 to perform the services in Contract No. 16-179 Amendment No 3. The total
estimated cost is $202,748.00. The table below shows the initial contract amount, the amendment amounts,
and the new not -to -exceed total.
Public Safety Plan Project
Original Contract Amount for Public Safety Plan
$2,694,716.00
Amendment No. 1 (additional scope to all project sites)
$492,898.00
Amendment No. 2 (no cost time extension)
$0.00
Amendment No. 3 (PW Fleets and Facilities CA)
$127,617.65
Total Contract Amount
$3,315,231.65
For the Intergenerational Youth and Senior Center Project: SOJ has provided a cost of $94,380.00 to
perform the services in Contract 21-036 Amendment No 1. The estimated staffing levels for this
amendment is a total amount of $144,380.00. However, SOJ is offering to provide pro bono hours worth
$50,000 to help offset the budgetary impact while keeping the integrity of authentic public outreach process
outlined for this project. The table below shows the initial contract amount, the amendment amount, and the
new not -to -exceed total.
Intergenerational Youth and Senior Center Prosect
Original Contract Amount
$39,264
Amendment No. 1 ($144,380 - $50,000)
$94,380
Total Contract Amount
$133,644
Project Management Quality Assurance (PMQA) consultant Steve Goldblatt has reviewed the documents for both
amendments and provides his concurrence.
RECOMMENDATION
Approve both Contract Amendment No 3 to Contract No.16-179 and Contract Amendment No 1 to Contract No.
21-036 with SOJ. Forward to May 24, 2022 Committee of the Whole and, if there is consensus at that meeting,
to the Special meeting following the COW.
ATTACHMENTS
Contract Amendment No 3 to Contract #16-179 with SOJ
SOJ proposal for services with Scope of Work and Fee
Contract Amendment No 1 to Contract #21-036 with SOJ
SOJ proposal for services with Scope of Work and Fee
Phone: 206-433-1800 • Email: Mayor@TukwilaWA.gov • Website: TukwilaWA.gov
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City of Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
Agreement Number:16-179(c)
CONTRACT FOR SERVICES
Amendment No. 3
Between the City of Tukwila and Shiels Obletz Johnsen, Inc.
That portion of Contract No. 16-179 between the City of Tukwila and Shiels Obletz Johnsen, Inc. is
hereby amended as follows:
Section 1 Project Designation: The Consultant is retained by the City to perform Project
Management services in connection with the project titled Tukwila Public Safety Plan and PW
Fleets and Facilities Building Tenant Improvements Projects.
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.
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, 2022, 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 Consultant shall perform all
services and provide all work product required pursuant to this Agreement no later than December
31, 2022 unless extension of such time is granted by writing by the City.
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
$3,315,231.65 (including estimated expenses) without express written modification of the
Agreement signed by the City. The total fee for additional services related to Amendment No. 3 are
$127,617.65.
All other provisions of the contract shall remain in full force and effect.
Dated this
day of , 2021.
CITY OF TUKWILA CONTRACTOR
Allan Ekberg, Mayor Brad Tong, Managing Director
ATTEST/AUTHENTICATED APPROVED AS TO FORM
Christy O'Flaherty, MMC, City Clerk Office of the City Attorney
CA Revised December 2016
Page 1 of 1
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34
EXHIBIT A
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May 1, 2021
Hari Ponnekanti
Director of Public Works
6200n Southcenter Blvd.
Tukwila WA 98188
Project: Tukwila Public Works — Fleets and Facilities (Heiser Building Tenant Improvement)
Subject: Proposal for Construction Administration Management
Dear Hari:
SOJ is please to submit our proposal to assist with the Fleets and Facilities Heiser Building Tenant
Improvement Project Construction Administration.
Fee
$127,617.65 (including $4,500 of reimbursable expenses) for continued assistance with the management
of on-going Tenant Improvement construction being executed by Lincoln Construction Company and
SHKS architects. The total estimated effort is $198,248. However, our existing contract with the City of
Tukwila (contract number 16-179) is expected to have a balance of approximately $59,778.04 after the
completion of Public Safety Projects (Justice Center, Fire Station 51, 52 & 54). In addition, we currently
carry a $15,352.31 balance in the Public Works budget through the end of March. We can apply those two
balances, which total $75,130.35 toward this project's management, which will help offset the project
budget impact. See attached worksheet for staffing estimates.
Duration
We are forecasting that this proposal covers our efforts from April 2021 through February 2022 assuming
the project completion of achieving Substantial Completion of early December 2021 remains unchanged.
Scope of Services
• Please see attached list of Construction Administration scope of work.
We appreciate your consideration of the above and look forward to your response.
Sincerely,
AVOW— V/11/1
Justine Kim
Partner / SOJ
Cc: File
35
EXHIBIT A
S
0
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Construction Phase Scope of Work
1. Owner's Representative - will represent the Owner at all times on project
matters.
3. Contracts - administer the contracts to be executed between Owner and a
contractor.
5. Observation of the Construction Work - observe the progress of the construction
and document findings in a written monthly Field Report.
6. Inspections - perform regular on-site observations of construction contractor's
work as frequently as necessary and take other actions in coordination with the
Architect and any special inspectors to protect the Owner's interests.
8. Meetings - attend weekly OAC meetings.
9. Schedule - review construction contractor's schedule for compliance with the
contract requirements to confirm that it is generally realistic to meet the
schedule. Will monitor the construction contractor's progress in meeting the
project schedule.
10. Budget - regularly monitor Owner's construction budget for the Project, identify
variances between actual and estimated construction costs, advise the Owner,
and counsel the Owner concerning any action that should be taken.
11. Changes - recommend appropriate changes to the work, review and analyze
requests for changes and submit recommendations to the Owner, assist in
negotiations with the contactor, assist in negotiating contractor's proposals,
prepare change orders for signatures of CPM, the Architect, and for final
authorization by the Owner.
13. Contractor and A/E Claims - assist in reviewing, analyzing, and processing
contractor and A/E change orders and make recommendations to the Owner
concerning a contractor who is not performing in accordance with the applicable
construction contract.
36
EXHIBIT A
14. Consultants and Testing - If required or requested by Owner, assist the Owner in
selecting and retaining the professional services of surveyors, soils engineers,
special consultants, and testing laboratories and shall coordinate their services.
16. Contractor Submittals - oversee maintaining of a log of the shop drawings
submitted by the Contractor to the Architect for review and approval. The CPM
receive copies of all pertinent (Owner's) submittals from the Contractors and
facilitate the Owner's review completeness and coordinate with the architects.
18. Project Records - maintain record copy of all construction contracts, drawings,
specifications, addenda, change orders, other modifications and other
documents that are associated with the construction contracts or work.
21. Owner -Furnished Equipment - ensure proper coordination between furnishings,
fixtures and equipment (FF&E) that are part of the Project and building systems
to support FF&E conditions and requirements. Where appropriate, the CPM
shall assist Owner staff in overall coordination of FF&E delivery and installation
among the contractors and FF&E vendors.
23. Nonconforming Work - bring defect (nonconforming work with the construction
contract), the to the attention of Architect (if appropriate) and Owner. Assist in
identifying the problem and recommend a solution.
24. Punch List Work - coordinate with the Architect and Owner consultants to
develop a punch list(s), and coordinate with the Contractor a schedule for
completion. Determine all "punch list" work is complete prior to recommending
approval of final payment.
25. Substantial Completion - Oversee and manage the construction contractors to
achieve substantial completion of the project by the date agreed upon by
contractor and Owner in the construction contract.
26. Commissioning - Coordinate commissioning activities with the Owner's
Commissioning Agent, and the contractor. Facilitate scheduling of operation and
maintenance training sessions for systems and equipment.
27. Closeout - Facilitate obtaining keys and a copy of all warranties, guarantees,
manuals, and related documents and deliver them to Owner's staff.
28. Schedule of Values and Contractor Applications for Payment - Review and
determine construction contractor's schedule of values is reasonable. Review
the progress of construction with the contractor, observe work in place and
properly stored materials on a monthly basis, and evaluate the percentage
complete of each construction activity shown in the Applications for Payment.
37
EXHIBIT A
29. Permits - will assist Owner in obtaining building occupancy permits.
30. Lien Releases - before recommending final payment, obtain the releases of
claims and liens required by the construction contract.
31. Warranty Inspections - will administer all warranty and maintenance related
requests. Approximately eleven months after Final Acceptance of the facilities,
coordinate an inspection with Owner, A/E, and contractor to assist Architect in
identifying and reporting any defects in the work that should be corrected.
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Public Works Fleet and Facilities - Construction Adminstration
EXHIBIT A
5/4/2021
2021$ Rates Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Total Hrs
Rates are 2021$
Justine Kim Est. Hours
Billing Rate: $232/hour
$ 232
32
32
32
32
32
32
32
32
20
10
10
296
$68,672
Paul Schlachter Est. Hours
Billing Rate: $193/hour
$ 193
48
48
48
48
48
48
48
48
48
20
20
472
$91,096
Adam Strutynski Est. Hours
Billing Rate: $152/hour
$ 152
10
10
10
10
10
10
10
10
10
0
0
90
$13,680
Matt Strutynski Est. Hours
Billing Rate: $80/hour
$ 80
30
30
30
30
30
30
30
30
30
20
20
310
$24,800
Equivalent FTE:
Reimburseable Expenses
500 500 500 500 500 500 500 500 500 0 0
Total:
Existing Contract Balance:
Contract Amendment:
$198,248
$4,500
$202,748
$75,130.35
$127,617.65
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City of Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
Agreement Number: 21-036(a)
CONTRACT FOR SERVICES
Amendment No. 1
Between the City of Tukwila and Shiels Obletz Johnsen, Inc.
That portion of Contract No. 21-036 between the City of Tukwila and Shiels Obletz
Johnsen, Inc. is hereby amended as follows:
Section 1 Project Designation: The Consultant is retained by the City to perform Project
Management services in connection with the project titled Tukwila Intergenerational Youth
and Senior Center Project.
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 $133,644 (including estimated expenses) without express written modification of
the Agreement signed by the City. The total fee for additional services related to
Amendment No. 1 are $94,380.
All other provisions of the contract shall remain in full force and effect.
Dated this
CITY OF TUKWILA
day of , 2021
Allan Ekberg, Mayor
ATTEST/AUTHENTICATED
Christy O'Flaherty, MMC, City Clerk
CA Revised December 2016
CONSULTANT
Brad Tong, Managing Director
APPROVED AS TO FORM
Office of the City Attorney
Page 1 of 1
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EXHIBIT A
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May 1, 2021
Rachel Bianchi
Deputy City Administrator
6200n Southcenter Blvd.
Tukwila WA 98188
Project: Tukwila International Blvd. (TIB) Neighborhood Teens and Senior Center (TSC)
Project
Subject: Proposal for PHASE II — Contract amendment for Public Outreach, Programming
and Feasibility study management
Dear Rachel:
SOJ is please to submit our contract amendment proposal to continue to assist with the new
City of Tukwila's TIB Neighborhood Teens and Senior Center project, as described below.
Fee
$94,380 for continued management of project progress, schedule, assistance with public
outreach process by the City of Tukwila and McGranahan Architects, including the site selection
process management. Please see the estimated staffing levels showing the total amount of
$144,380 on the attached spreadsheet. In addition, SOJ is pleased to inform you that our firm is
committed to contributing our Pro Bono hours ($50,000 worth) toward realizing the authentic
community engagement that will help inform the TSC project. Our existing contract amount is
$39,264, and this proposed amendment of $94,380 will bring the new total contract amount to
$133,644.
Duration
We are forecasting that this proposal covers our efforts from April 2021 through January 2022
closely adhering to the current project schedule to complete the work by end of this year.
43
EXHIBIT A
Scope of Services
PHASE II scope of services will include:
• Manage and update project schedule for the public outreach and project programming
efforts over the next 8 or 9 months.
• Assist with refining approaches to public outreach to ensure community voice leads
design and program direction.
• Assist with website design and management of regular updates to content.
• Assist with public site selection process and reporting to the council of progress.
• Manage the A/E team's performance throughout the project duration.
• Oversee program development and feasibility analysis and assist with presentation to
council.
We appreciate your consideration of the above and look forward to your response.
Sincerely,
Oh/VOW- Kao
Justine Kim
Partner / SOJ
Cc: File
44
S
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TIB Neighborhood Teens and Senior Center - Public Outreach and Programming
EXHIBIT A
4/26/2021
2021$ Rates Apr May Jun Jul Aug Sep Oct Nov Dec Jan
Rates are 2021$
Justine Kim Est Hours
Billing Rate: $232/hour
$ 232
32
32
32
32
32
32
32
32
32
32
320
$74,240
Ben Franz -Knight Est Hours
Billing Rate: $227/hour
$ 227
20
20
20
20
20
20
20
20
20
20
200
$45,400
Adam Strutynski Est. Hours
Billing Rate: $152/hour
$ 152
4
4
4
4
4
4
4
4
4
4
40
$6,080
Paige McGehee Est. Hours
Billing Rate: $83/hour
$ 83
12
12
12
12
12
12
12
12
12
12
120
$9,960
Matt Strutynski Est. Hours
Billing Rate: $80/hour
$ 80
4
4
4
4
4
4
4
4
4
4
40
$3,200
Equivalent FTE:
Reimburseable Expenses
500 500 500 500 500 500 500 500 500 500 500
Total:
Pro Bono Credit:
Contract Amendment:
$138,880
$5,500
$144,380
$50,000
$94,380