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Home My WebLink AboutReg 2023-03-20 Item 6C - Public Safety Plan - Contract Amendment #1 for Public Works Shops Maintenance and Engineering Building Management with Shiels Obletz Johnsen for $39,660COUNCIL AGENDA SYNOPSIS 125 ,�J�' q�+ Initials ITEM 1V0. � �� Meeting Date Prepared by M�or'.r revieav Council revienr fe 03/20/23 BJM 6.0. 190E ITEM INFORMATION STAFF SPONSOR: BRANDON MILES ORIGINAL AGENDA DATE: 03/20/23 AGENDA ITEM TITLE Public Works Campus, Phase 2: Contract Amendment with Shiels Obletz Johnsen for project management services. CATEGORY ❑ Discussion Mtg Date II Motion Mtg Date 3/20/23 ❑ Resolution Mtg Date ❑ Ordinance Mtg Date ❑ Bid Award Mtg Date ❑ Public Hearing Mtg Date Other Mtg Date SPONSOR ❑ Council ►1 Mayor ❑ Adm in Svcs ❑ DCD ❑ Finance ❑ Fire ❑ P&R ❑ Police ❑ PJF SPONSOR'S Execute Amendment No 1 to contract 22-119 with Shiels Obletz Johnsen, Inc (SO)) to SUMMARY provide continued project management services for Public Works Maintenance & Engineering Building Project during the architect and engineering firm's "Test to Fit Site and Program Analysis" and procurement of owner's consultants. The original contract had estimated completion of this phase of work at the end of December, 2022 and it is now expected to be extended into April, 2023. REVIEWED BY Trans&Infrastructure Svcs ❑ Community Svcs/Safety ❑ Finance & Governance ❑ Planning & Community DCA'. ❑ LTAC ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATE: 03/6/23 COMMITTEE CHAIR: SHARP RECOMMENDATIONS: SPONsoR/ADMIN. Mayor's Office COMMITTEE No recommendation; Forward to Regular Meeting COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $39,660 $350,000 $N/A Fund Source: 306 FUND Comments: N/A MTG. DATE RECORD OF COUNCIL ACTION 03/20/23 MTG. DATE ATTACHMENTS 3/20/23 Informational Memorandum dated 2/28/23 (updated after Committee) Proposed Shiels Obletz Johnsen Contract Amendment No. 1 and Proposal. Minutes from 3/6 Transportation & Infrastructure Services Committee meeting 125 126 wq�y Cit of Tukwila Y Allan Ekberg, Mayor Public Works Department - Hari Ponnekanti, Director/City Engineer INFORMATIONAL MEMORANDUM TO: Transportation and Infrastructure Committee FROM: Brandon Miles, Property Management Lead CC: Mayor Ekberg DATE: February 28, 2023, Updated Following March 6 Committee meeting SUBJECT: Public Works Shops Maintenance & Engineering Building(PW-MEB) Project Project No.: 92230601 Project Management — Shiels Obletz Johnsen, Inc — Amendment No 1 ISSUE Execute Amendment No 1 to contract 22-119 with Shiels Obletz Johnsen, Inc (SOJ) to provide continued project management services for Public Works Maintenance & Engineering Building Project during the architect and engineering firm's "Test to Fit Site and Program Analysis" and procurement of owner's consultants. The original contract had estimated completion of this phase of work at the end of December, 2022 and it is now expected to be extended into April, 2023. This expenditure is within the total project budget of $350,000, which initially included $60,645 in management contingency. Contingency funds have nearly $6,000 will remain after execution of this amendment. BACKGROUND The City will receive full ownership of the Eastern Parcel on November 1, 2023. It is recommended to begin preparing now for the construction of the structures on this site and especially those structures that will be located within the shoreline jurisdiction buffer areas — thereby securing the City's full potential for buildable areas. As project design, permitting and bidding process can take up to two years on a substantial development of a new building, it is recommended that the Public Works Utilities and Street Administration building (which is planned in the protected area) design process begin as soon as possible. The City is still considering the full project cost and a financing strategy for the project. A key decision point is the total design cost for the project. Staff would like to have SOJ procure cost for consultants in order to get an updated design cost for the next phase, should the City Council provide authorization to move from the "test to fit" phase to the design phase. DISCUSSION SOJ has provided a proposal to manage and oversee the remainder of "Test to Fit Site and Program Analysis" phase and the procurement of owner's consultants for the PW-MEB project. Note, approving this amendment will not obligate the City to move forward with design or construction. FISCAL IMPACT The expenditures associated with these tasks are anticipated and are included in the council approved project budget. SOJ has provided a proposed amount of $39,660 to perform the services in their contract amendment scope of work. Their total not to exceed contract amount will now be $78,238. SOJ Contract #22-120 Original Amount $38,578.00 Amendment No 1 $39,660.00 New Contract Total $78,238.00 127 128 INFORMATIONAL MEMO Page 2 The table below shows the total Test -to -Fit costs. The proposed amendment cost will be coming from the Contingency (Highlighted in the table below), and therefore we are still included in the City Council approved budget of $350,000. Full Test -to -Fit Analysis Costs Contract Title Firm Cost Test -to -fit Design Miller Hayashi $188,727.00 Miller Hayashi (Amendment #1) $14,610 Geotech Exploration Langan $36,600.00 Surveying David Evans & Associates $25,000.00 Project Management Shiels Obletz Johnsen $38,578.00 Shiels Obletz Johnsen (Amendment #1) $39,660.00 Total: $343,175.00 Management Reserve/Contingency As of February 27, 2023 $46,485.00 Remaining Contingency After Amendment Remaining Management Reserve Contingency After SOJ Amendment, $6, 825.00 RECOMMENDATION Approve the project management contract amendment for Shiels Obletz Johnsen to oversee the remainder of the Test -to -Fit Analysis and aid in the procurement of the owner's consultants for the Tukwila M&E Building Project. SOJ will also be able to assist the City in examining possible phasing to spread out project costs over a longer period. The proposed amendment would be placed on the March 20 consent agenda. Alternatives • The Council could authorize only the work of SOJ to get the City through the remaining test to fit analysis and defer obtaining consultant estimates until after the City Council makes a decision on the construction of the Public Works Campus, Phase 2. This would be approximately $33,90. The project team is trying to hit a specific construction window, with work commencing on the site on May 1, 2025. If we delay getting estimates for the consultant work, it would delay the City's project and the City would likely miss it's construction window. Staff is estimating that for every one month delay it could increase the project cost by $320,000 per month in cost escalation. ATTACHMENTS: • Proposed Shiels Obletz Johnsen Contract Amendment No. 1 and Proposal, as requested, SOJ proposal updated to align with staff memo. C:\Users\andy-y\AppDatalLocal\Microsoft\Windows1INetCache\Content.Outlook\R1NYNLZP\2023-02-27 - TPW Memo - SOJ PM Maintenance Amendment.docx DocuSign Envelope ID: 38230BB9-421C-4462-84FD-876FC840029B City of Tukwila 6200 Southcenter Boulevard, Tukwila WA 98188 Agreement Number: 22-120(a) CONTRACT FOR SERVICES Amendment No. 1 Between the City of Tukwila and Shiels Obletz Johnsen, Inc. That portion of Contract No. 22-120 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 Works Shops Maintenance & Engineering Building 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 $78,238.00 (including estimated expenses) without express written modification of the Agreement signed by the City. The total amount for this amendment is $39,660. All other provisions of the contract shall remain in full force and effect. Dated this day of , 2023. CITY OF TUKWILA CONTRACTOR DocuSigned by: Aa1 RFnRSA16flaA3 Allan Ekberg, Mayor Brad Tong, President 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 25 129 130 $ 0 February 13, 2023 Hari Ponnekanti Director of Public Works 6200n Southcenter Blvd. Tukwila WA 98188 Project: Tukwila Public Works Shops Maintenance & Engineering Building Project Subject: Proposal for Amendment No 1 to Contract #22-120, SOJ Project Management Services for Tukwila Public Works Maintenance & Engineering Building Project Dear Hari: SOJ is pleased to submit our proposal to continue to oversee and assist with management of the test -to -fit process and- council presentations. In addition, we will assist and to hclp the City of Tukwila with the procurement of the owner's consultants (solicitation, RFP issuance, scoring/selection and receiving of fee proposals) for the Tukwila Public Works Shops Maintenance & Engineering Building Project. Fee $39,660 (including $1,500 of reimbursable expenses) for continued assistance with the management of the test -to -fit process and the procurement of owner's consultants on the Public Works Shops Maintenance & Engineering Building Project. Duration We are forecasting this proposal to cover our efforts from February 2023 through the end of April 2023. Scope of Services Y Overseeing the test -to -fit scope of work. Y Attend weekly meetings with Architect. Y Assist with council presentation preparation and meeting attendances Y Procurement of owner consultants (solicitation, RFP Issuance, scoring/selection/receiving of fee proposals) Y Update Owner with status reports We appreciate your consideration of the above and look forward to your response. Sincerely, ditgOK— K/M Justine Kim Partner / SOJ Cc: File 131 DocuSign Envelope ID: 38230889-421C-4462-84FD-876FC840029B W Ni s 0 .11 Public Works Shops Maintenance & Engineering Building Oversight - Amendment No 1 2/13/2023 2023$ Rates February March April Total Hrs l Rates are 2023$ Justine Kim Est. Hours Billing Rate: $265/hour $ 265 28 28 28 84 $22,260 Matt Strutynski Est. Hours Billing Rate: $105/hour $ 105 20 20 20 60 $6,300 Yu -Ann Youn Est. Hours Billing Rate: $80/hour $ 80 40 40 40 120 $9,600 Equivalent FTE: Reimburseable Expenses 500 500 500 Total for Amendment No 1: $38,160 $1,500 $39,660 27 City of Tukwila City Council Transportation & Infrastructure Services Committee Meeting Minutes March 6, 2023 5:30 p.m. - Hybrid Meeting; Duwamish Conference Room & MS Teams Councilmembers Present: Tosh Sharp, Chair; Kate Kruller, Mohamed Abdi Staff Present: David Cline, Hari Ponnekanti, Griffin Lerner, Seong Kim, Bryan Still, Cyndy Knighton, Adib Altallal, Brandon Miles, Laurel Humphrey, Brittany Robinson, Sherry Edquid Guests: Laura Maman, Miller Hiyashi Architects; John Palewicz, PMQA Consultant; Justine Kim, Shiels Obletz Johnsen Chair Sharp called the meeting to order at 5:30 p.m. I. BUSINESS AGENDA A. Public Works Shops Phase 2: Test -to -Fit Update Ms. Maman presented an overview of the Test -to -Fit process and results, which resulted in a recommendation for design Option A based upon the scoring criteria. Item(s) for follow-up: Provide additional detail on estimated project costs. Committee Recommendation Discussion only. Forward to March 20, 2023 Regular Meeting. B. Contract Amendment: Public Works Shops Maintenance & Engineering Building Staff is seeking Council approval to amend the contract with Shiels Obletz Johnson, Inc. in the amount of $39,660.00 for continued project management services. Item(s) requiring follow-up: Provide additional detail on requested amendment costs. Committee Recommendation Discussion only. Forward to March 20, 2023 Regular Meeting. C. Contract Amendment: 2023 Annual Overlay Program Staff is seeking Council approval to amend the contract with KPG Psomas, Inc. in the amount of $52,254.00 to include the design and construction management of the 119th Street Pedestrian Crossing. Item(s) requiring follow-up: Provide estimated cost to replace S. 119 St. Pedestrian Bridge. Committee Recommendation Unanimous approval. Forward to March 20, 2023 Regular Meeting Consent Agenda. 133