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HomeMy WebLinkAboutResolutions - 2022-18 - authorizing the Mayor sign supplement #3 with ARC Architects for additional design and estimating services for the East Wenatchee City Hall Campus Improvements Project, Public Works Building, Proj 2019-11. - 4/5/2022City of East Wenatchee Resolution 2022-18 with Exhibit A Retain Resolution until no longer needed for City-business, then transfer to Washington State Archives (GS50-05A-16 Rev. 1) Page 1 of 2 City of East Wenatchee, Washington Resolution No. 2022-18 A Resolution of the City of East Wenatchee, Washington authorizing the Mayor to execute contract supplement #3 between the City of East Wenatchee and ARC Architects for additional design and estimating services associated with the East Wenatchee City Hall Campus Improvements Project. 1. Alternate format. 1.1. Para leer este documento en un formato alternativo (español, Braille, leer en voz alta, etc.), comuníquese con el secretario de la Ciudad en alternateformat@eastwenatcheewa.gov, al (509) 884-9515 o al 711 (TTY). 1.2. To read this document in an alternate format (Spanish, Braille, read aloud, etc.), please contact the City Clerk at alternateformat@eastwenatcheewa.gov, at (509) 884-9515, or at 711 (TTY). 2. Authority. 2.1. RCW 35A.11.020 and RCW 35A.12.190 authorize the City Council to organize and regulate its internal affairs and to define the powers, functions and duties of its officers and employees. THE CITY COUNCIL OF THE CITY OF EAST WENATCHEE DO RESOLVE AS FOLLOWS: 3. Authorization. The City Council authorizes the Mayor to execute a contract supplement that conforms to the language set forth in Exhibit A. 4. Severability. If a court of competent jurisdiction declares any provision in this resolution to be contrary to law, such declaration shall not affect the validity of the other provisions of this Resolution. ARC Architects Agreement Supplement No. 1 Page 1 of 1 Agreement Supplement No. 3 The City of East Wenatchee (“City”) desires to supplement the agreement entered into with ARC Architects (“Consultant”) dated April 7, 2020, to provide Professional Architectural Services for the Design of a New Public Works Facility and Conducting a Police Department Space Needs Assessment. As allowed by Section 15, the parties desire to modify said agreement as follows: 5. Compensation – a. Total Compensation. The City shall pay up to $19,836 in addition to the original contracted not to exceed amount of $558,444 for performing extra work set forth in Exhibit A. Total contract not to exceed amount is $578,280. All other provisions in said agreement remain in full force and effect except as expressly modified by this supplement. CITY OF EAST WENATCHEE ARC ARCHITECTS Signature: ______________________________ Signature: ________________________________ Jerrilea Crawford, Mayor Jeff Wandasiewicz, Principal, AIA Date:_________________________ Date:___________________________ ATTEST: _____________________________ By: ______________________________ 03/08/2022 East Wenatchee Public Works Facility Amendment #3 - Page 1 of 3 03/08/2022 Attn: Garren Melton, East Wenatchee Public Works Manager Submitted via e-mail to GMelton@eastwenatcheewa.gov RE: East Wenatchee Public Works Facility - Amendment #3 Civil & Cost Estimate Additional Services Dear Garren: ARC Architects is pleased to submit our fee proposal for Amendment #3 - Civil & Cost Estimate Additional Services for the East Wenatchee Public Works Facility project, which will amend our existing Consultant’s Agreement dated 04/07/2020. The Design Team’s total proposed fees $19,836 including reimbursable expenses, and our services will be billed on an hourly basis. Fee Proposal Overview This enclosed Exhibit A-C provides both team summarized and individual team member scopes of services and fees for ARC and our individual consultant team members for this project, and also includes 2022 hourly billing rate tables for all team members. The project design team is currently limited to ARC Architects (Architect), Pacifi c (Civil Engineer), and PDA (Cost Estimator). Project Understanding Additional services completed by the design team during Design Development and Construction Document phases of the project. Item ONE: Civil - Revise Water Connection Revise the water main extension design to omit the new connection on 9th Street NE and instead connect between an existing dead-end 8” pipe currently serving the City Hall campus and the 2” main on N Colorado Avenue. Redesigned project utilities to facilitate addition of the water main as requested by EWWD, with accompanying impacts to paving extents and grading. See consultants fee proposal with Exhibit C Item TWO: Cost Estimate - Additional 50% DD Estimates Prepare an independent 50% DD level cost estimate of revised buildings B1 and B2 in March 2021, including one additional DD phase estimate with post estimate adjustments. Additional estimate required following program change from separate administrative & maintenance buildings to hybrid building. The additional estimate is beyond the base DD estimates. To keep pace with the project schedule, we asked PDA, our cost estimator, to “use” pre-planned fee from his CD phase to provide the estimate of the re-design. PDA did so - but is now requesting to make up that loss of fee. See consultants fee proposal with Exhibit C. Sincerely, Jeff Wandasiewicz | Principal, AIA ARC Architects D: (206) 383-7341 Attachments: Exhibit A – ARC Cover Letter Exhibit B – ARC Standard Billing Rate Schedule 2022 Exhibit C – Fee Proposal architecture resource collaborative EXHIBIT AEXHIBIT-A CITY OF EAST WENATCHEE RESOLUTION 2022-18, EXHIBIT-A, Page 1 of 8 03/08/2022 East Wenatchee Public Works Facility Amendment #3 - Page 2 of 3 EXHIBIT B ARC Architects Hourly Billing Rates Schedule 2022 All rates are reviewed annually each January CLASSIFICATION $/HOUR Consulting Principal $190 Managing Principal/Project Manager $175 Architect PM $140 Architect Designer $120 Staff Designer $110 Recent Graduate w/ Experience $105 Intern $90 Administration $100 CITY OF EAST WENATCHEE RESOLUTION 2022-18, EXHIBIT-A, Page 2 of 8 03/08/2022 East Wenatchee Public Works Facility Amendment #3 - Page 3 of 3 EXHIBIT C Amendment #3 - Additional Civil & Cost Estimate ARC Architects 3/8/2022 remarks fee mark-up subtotal Architect $630 ARC Architects (Item 1) Civil $9,500 1.1 $10,450 Pacific Engineering (Item 1) Cost Estiamte $7,880 1.1 $8,668 PDA (Item 2) Reimbursable Expenses $80 1.1 $88 PDA fees (Item 2) Fee Proposal $19,836 2022 ARC BILLING RATES principal / project manager (PM) $175 Architect PM (PA) $140 Staff Designer (SD) $110 ARC Fees - Item 1 PM PA SD remarks In-house management team coordination / contracting 220 Hours Total 220 Hourly Rate $175 $140 $110 Subtotals $350 $280 $0 $630 ARC fee minus reimbursables ARC Fees - Item 2 PM PA SD remarks In-house management team coordination / contracting Hours Total 000 Hourly Rate $175 $350 $0 Subtotals $0 $0 $0 $0 ARC fee minus reimbursables East Wenatchee Public Works FEE SUMMARY CITY OF EAST WENATCHEE RESOLUTION 2022-18, EXHIBIT-A, Page 3 of 8 200 South Columbia Street, Suite 300 l Wenatchee, WA 98801 I P 509.662.1161 l F 509.663.8227 l www.pacificengineering.net January 31, 2022 Daniel Podoll, Principal ARC Architects 119 S Main Street, Suite 200 Seattle, WA 98104-2579 PROJECT: City of Wenatchee Public Works Facility Improvements Pacific Project No. 20026CA SUBJECT: Amendment to Civil Engineering Scope of Work and Fees Dear Daniel, Thank you for the opportunity to provide civil engineering services for the East Wenatchee Public Works Facility project. As part of the original Scope of Work, Pacific Engineering & Design (Pacific) designed a water main extension to provide adequate fire flow to the Public Works campus at full build-out. This extension was designed based on preliminary input from East Wenatchee Water District (EWWD) and their on-call engineer (RH2), in conformance with established EWWD standards and requirements. Due to the very small diameter (2”) of the water main on N Colorado Avenue, it was determined that a larger connection (12”) and extension from 9th Street NE would be required. Permit plans reflecting this design were submitted to ARC on 9/27/2021. Three months after permit submittal (12/29/2021), Devon Petit of RH2 reached out to Pacific requesting that we revise the water main extension design to omit the new connection on 9th Street NE and instead connect between an existing dead-end 8” pipe currently serving the City Hall campus and the 2” main on N Colorado Avenue. RH2/EWWD determined that due to high pressure in the portion of the water system in question, a smaller 8” pipe would be sufficient to provide required fire flow. In the three-month timeframe between permit plan submittal and receiving EWWD’s direction, Pacific had taken the design drawings to a 95% CD level with 100% CD plans due 1/6/2022. With the need to accommodate several utility types within a narrow utility corridor (e.g., public water main, private fire loop, domestic water service, sanitary sewer service, stormwater conveyance and storage, underground power and underground telecom), nearly every utility had to be redesigned to facilitate addition of the water main as requested by EWWD, with accompanying impacts to paving extents and grading. Pacific’s original proposal stipulates “if extra services outside the scope of work are requested, we will determine the fees associated with the extra service and communicate this to you so that you can decide whether to add that extra service to the budget.” Ideally, Pacific would have adequate time to estimate the level of effort involved, propose a scope change and associated fees, and then perform the work following an authorization to proceed. However, in this case EWWD design requirements were received merely one week prior to the scheduled 100% CD deliverable date. EWWD’s out of scope request was addressed concurrently with other final coordination and plan edits associated with reaching the 100% CD deliverable. CITY OF EAST WENATCHEE RESOLUTION 2022-18, EXHIBIT-A, Page 4 of 8 Daniel Podoll Amendment to Civil Engineering Scope and Fees January 31, 2022 Project No. 20026CA Page 2 of 2 Pacific endeavored to incorporate the out-of-scope changes as expeditiously as possible to minimize project delays with the understanding that our original budget would be reconciled after the fact. The hours directly attributable to the associated out of scope effort equate to $9,500. Pacific respectfully requests an amendment to our original design budget in that amount. Thank you for the opportunity to work with you on this project. Please call us at 509-662-1161 if you have any questions or need additional information. Sincerely, Matias A. Rudback, PE Principal, Senior Civil Engineer CITY OF EAST WENATCHEE RESOLUTION 2022-18, EXHIBIT-A, Page 5 of 8 Construction and Development Consulting Project Delivery Analysts, LLC Page 1 of 2 ADDITIONAL ESTIMATING SERVICES PROPOSAL prepared for ARC Architects 119 S Main Street, Suite 200, Seattle, WA 98104 Project: East Wenatchee Public Works revised 50% DD Phase October 26th, 2021 I. Scope of Work: Prepare an independent 50% DD level cost estimate of revised buildings B1 and B2 in March 2021, including one additional DD phase estimate with post estimate adjustments. The additional estimate is beyond the base DD estimates completed last year and prior to the upcoming CD phase estimate. Discuss the estimate and reconcile any comments with ARC. Provide one additional Value Engineering estimate post draft. II. Fee Summary: III. Estimating Services - Activity Detail: 1. 50% DD Phase Work Summary: Duration for Item “1” Scope………. 2 Weeks Consultant Fee……………………. $7,880 Total Personnel Involvement Item “1”: Major Activities B McBride M. Partner Bill Jones Partner · Attend estimate document hand off teleconference with ARC 0 2 · Independent construction cost estimating at the 50% DD phase 1 35 · Update MEPS and site estimates: included above 0 0 · Perform post draft changes – eliminate mezz. and reduce finishes 0 3 · Provide post 50% VE estimate of mat slab vs. strip footing 1 4 · Review Owner soft cost budget as requested by ARC 0 3 Total Allocated Hours 2 47 Hourly Rates $180 $160 Fee Extension $360 $7,520 Item Deliverable Description Hours Rate Line Total Percent 1. Cost Estimating at 50% DD Phase: Bill Jones (Project Estimator - Partner) Bruce McBride (Managing Partner) 47 2 $160 $180 $7,520 $360 91.4% 7.6% Subtotals: 49 $7,880 99.0% Reimbursables: 1 Pct. $80 1.0% TOTALS: 49 $7,960 100% CITY OF EAST WENATCHEE RESOLUTION 2022-18, EXHIBIT-A, Page 6 of 8 Construction and Development Consulting Project Delivery Analysts, LLC Page 2 of 2 IV. Inclusions, Exclusions and Qualifications: 1. The above work is complete and all hours shown are actual hours. 2. The 50% DD estimate file included a comparison to the budget spreadsheet for B1 with reconciliation comments to each category. 3. This Additional Services proposal has the same general terms and conditions as our base proposal dated 3/6/20. 4. Time was included per the above matrix to update MEPS and site estimates and incorporate. 5. Industrial equipment is assumed by the Owner; not included in the construction costs. 6. A post DD / pre-CD value engineering estimate to determine the viabilities of a mat slab versus continuous wall footings is included, based upon actual hours spent. This PROPOSAL for CONSULTANT SERVICES tendered by: PROJECT DELIVERY ANALYSTS, LLC A California Limited Liability Company: Pacific Northwest Division 9001 Springwood Avenue NE Bainbridge Island, WA 98110 By: _______________________________ William Jones PE, Partner William P. Jones CITY OF EAST WENATCHEE RESOLUTION 2022-18, EXHIBIT-A, Page 7 of 8 PROJECT DELIVERY ANALYSTS, LLC Pacific Northwest Division Attn: Re: encl: Opinion of Probable Cost Narrative Regards, primarily the responsibility of the General Contractor. The premium included for Phase II measures is shown on the summary sheet. Then, per usual custom, the estimating contingency was reduced in William Jones, Partner 90% CD Phase Opinion of Probable Costs Estimate recognition of more information and thus less risk at the CD phase. Future escalation increased due to a higher annual rate anticipated for 2022 than thought when preparing the last estimate. An underlying assumption to the escalation factor is steel costs will taper by the bid date next spring. Thank you for the opportunity to prepare this CD level Opinion of Probable Costs. Please call should you have any questions. While an overhead storage mezzanine was included in the previous scope, a future second floor platform over the office wing is new scope since last time. The design prepared by ARC and PCS is very efficient. There were two compensating changes to the indirect costs portion of the construction estimate. First, the General Conditions estimate, which is primarily a function of time, increased due to one additional month of duration. PDA included costs of COVID-19 Phase II construction safety protocols, which are competitive, underscoring the importance of opening up the bidding to multiple sources. The same theme of managing high commodity prices through open bidding applies to the rolling overhead door category. The CD level estimate is prepared using the same overall split-outs of Building and Sitework. A comparison-to-previous spreadsheet is included to track changes since the 50% DD estimate of "B1" in late March, 2021. It is important to consider that the decision to forego a recommended 100% DD estimate in June led to a long scope span to bridge since the most recent estimate. In addition, eight months of high material escalation occurred since the last estimate was completed. This created larger cost swings within divisions than normal. A pre-engineered metal building system shown since early DD was used for the structural, siding, roofing and Opinion of Probable Costs - 90% CD Dear Dan and Lauren, and insulation categories. The insulated core metal wall and roof panels specified are an upgrade to the to the typical PEMB system. The recent increase in steel costs is factored into the industry pricing we received from our PEMB suppliers. However, the pricing received from our PEMB suppliers is very Attached please find our Opinion of Probable Costs for the East Wenatchee Public Works Building "B" at the 90% CD level. Though additional building scope items were found since previous and unit costs have risen for most materials, reductions in the site costs compensated for a portion of the direct cost increases while indirect costs balance an increase in General Conditions with a decrease in contingency. Seattle, WA 98104 Mr. Dan Podell / Ms. Lauren Powers East Wenatchee Public Works Maintenance Building, Project #2020002 .00 November 19th, 2021 ARC 119 Main St, Ste #200 William P. Jones CITY OF EAST WENATCHEE RESOLUTION 2022-18, EXHIBIT-A, Page 8 of 8