HomeMy WebLinkAboutExtension of Contract with Nishkian Monks, Fire Station 1 Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: James Goehrung, Director of Facility Services
Chuck Winn, Assistant City Manager Jason Shrauger, Fire Chief
Greg Megaard, Deputy Chief II
SUBJECT: Extend the Contract with Nishkian Monks, PLLC for the second phase of the Structural Assessment, Condition Report, and Construction Estimates for Fire Station
#1, at 34 North Rouse Ave.
MEETING DATE: May 6, 2013
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize the City Manager to sign the contract extension with
Nishkian Monks, PLLC for the second phase of the Structural Assessment, Condition Report,
and Construction Estimates for Fire Station #1, at 34 North Rouse Ave. The base fee, for Phase
II assessment work and construction estimates is $26, 450.00.
SUGGESTED MOTION: Authorize the City Manager to sign the contract extension of the
bid awarded to Nishkian Monks, PLLC for a Structural Assessment and Condition Report for
Fire Station #1, at 34 North Rouse Ave in the amount of $26,450.00 for Phase II of the project.
BACKGROUND: The structural assessment work for Fire Station #1 was bid and the
contract awarded in December 2012. The contract was set up in phases so that if the initial
assessment verified that the building could be brought up to current code, and that we could increase the layout and size of the upstairs dormitory, we could continue with additional work.
The February 2013 report determined that seismic retrofits were needed for the building to meet
current code requirements. The report also states that the dormitory area can be expanded.
Based on this information we are now ready to move forward with a more detailed review of the construction work that would need to be done.
52
The work that will be included in Phase II of the project is formalizing the layout of the building
and detailing the projections for the construction cost of the renovation. A geotechnical report
will be prepared. The structural details to reinforce the lateral loads of the building will be drawn out. The proposed reconfiguration of the upstairs dormitory area will be drawn out; based
on the preliminary conceptual plans, cost estimates for construction will be prepared so that we
know that the cost of the full renovation project will be.
The scope of the project cost includes additional civil engineering costs for the geotechnical exploration and analysis; architectural fees for the required drawings and construction estimates.
The future layout of the building is also very important at this time so that the planned
improvements and upgrades to the building heating, ventilation, and air conditioning systems are
sized property for both the square footage of the building and the building uses.
This design work will be part of Phase II, which will include architectural drawings and bid
specifications for the actual building addition and whether we can construct a second floor office
area over the existing offices on the south end of the building currently occupied by the Police
Substation.
UNRESOLVED ISSUES: The initial investigation, assessment, and prepared report for Phase
I determined that seismic upgrades needed to be done to the building and that the second floor
dormitory area could be expanded. This second phase work will define the extent of work that
needs to be done for current code requirements and cost estimates will be prepared so we know when we can move forward on the project and how much of the proposed upgrades can be done
safely.
ALTERNATIVES: As suggested by the City Commission.
FISCAL EFFECTS: Currently we have $17,855.00 budgeted for the first phase Tier I
Structural Assessment and $24,979.00 for Phase II work for a total of $42,834.00. The final cost
for Phase I was $11,440.50. The proposed contract extension price for Phase II is $26,450.00. These numbers are within the current allocation of funds.
The information included with the award for Phase I listed a possible grant proposal with the
Federal Emergency Management Agency and the State Disaster and Emergency Services
Division on a Hazard Mitigation Grant Program for Seismic Structure Retrofits. At this time we have no word about availability of the money the state was awarded. That total fund is only
$200,000.00. The fire folks did just get word that there are some other pre-disaster mitigation
funds that we could apply for.
Attachments: Contract Amendment Document
Report compiled on: April 22, 2013
53
1
PROFESSIONAL SERVICES AGREEMENT AMENDMENT
THIS IS AN AGREEMENT AMENDMENT made as of April 15, 2013, between THE CITY OF BOZEMAN, a
Municipal Corporation, Bozeman, Montana, 59715 (OWNER) and
Nishkian Monks, PLLC, Bozeman, Montana , (ENGINEER).
Whereas the accomplishment of the work and services described in this amended Agreement is essential to the
OWNER'S public works improvement program.
Whereas the OWNER intends to and has selected the ENGINEER to provide necessary and professional engineering
services for the project.
Whereas the ENGINEER represents that it is willing and qualified to perform the professional engineering services
for this project described in this amended Agreement.
Therefore, in consideration of the foregoing recitals and the mutual covenants and conditions contained herein, the
parties agree as follows:
The conditions and provisions set forth in the attached EXHIBIT C, “Bozeman Fire Station #1 – Phase II Proposal”,
are hereby incorporated in and made part of this amended Agreement; this amended Agreement is the controlling
document; this amended Agreement includes the terms and conditions as stated in the original Agreement for
professional services dated December 06, 2012 and modified as follows:
ARTICLE 1 - ENGINEERING SERVICES
1.1. Add:
Phase II of this project consists of seismically rehabilitating the lateral force resisting system of the fire
station, and expanding the fire station. The expansion will encompass increasing the second floor
dormitory area over the existing apparatus room and 1st level fire station offices. The dormitory area will
be remodel as part of the expansion work. Addition of a second level over the existing police department
portion of the building is a future goal, but will not be part of this phase of the project.
ARTICLE 4 - BASIC ENGINEERING SERVICES
4.2 PRELIMINARY DESIGN PHASE
After acceptance of the pre-design report and receipt of written authorization to proceed with the Preliminary Design
Phase, ENGINEER shall:
4.2.1. In consultation with OWNER determine general scope, extent and character of the Project.
4.2.2. ENGINEER shall then prepare a Preliminary Design Report, preliminary plans and specifications and a
written description for the Project.
4.2.3. Preliminary Design Report: Specific items to be addressed in the design report will include, but not be
limited to:
4.2.3.1. Summary of construction requirements with appropriate drawings for each task included in
the project.
4.2.3.2. Summary geotechnical report for specific tasks, if needed.
54
2
4.2.3.3. Special design considerations for Project tasks with conditions not covered in standard
construction methods or specifications.
4.2.6. Geotechnical Explorations and Analysis: The ENGINEER shall conduct such geotechnical
explorations and analysis as necessary for project design and bidding. A geotechnical report will be prepared
with recommendations relating to conditions pertinent to the design and construction of the Project. Subsurface
information will be obtained by reviewing any existing geotechnical data available and using additional backhoe
test pits and soil borings as necessary.
The ENGINEER shall furnish copies of a geotechnical report as requested to OWNER for use by OWNER and
Contractors, and review the results of the report with Contractors in a pre-bid meeting. The report is to be
prepared for design purposes; ENGINEER will not be responsible if it is used by others for other purposes.
4.2.7. Preliminary (conceptual) Plans. Prepare preliminary (conceptual) construction plans with information
which addresses the special features of each project task.
4.2.8. Based on the information contained in the preliminary design documents, ENGINEER will submit an
opinion of probable Total Project Costs to the OWNER.
The Preliminary Design Phase will be completed and submitted within 42 calendar days following written authorization
from OWNER to ENGINEER to proceed with that phase of services.
ARTICLE 6 - COMPENSATION FOR ENGINEERING SERVICE
6.1 DIRECT LABOR COST PAYMENT FOR BASIC SERVICES AND EXPENSES OF ENGINEER.
6.1.1 Payment. The OWNER shall for design phase services performed as Basic Engineering Services under
sections 4.1 through 4.3 of this agreement pay a total sum in the amount of Not to Exceed - Eleven Thousand
Dollars ($11,000) Time and Material Fee Basis for such services.
The OWNER shall for design phase services performed as Basic Engineering Services under section 4.2 of this
agreement pay a total lump sum in the amount of Twenty Six Thousand – Four Hundred and Fifty Dollars
($26,450) for such services.
6.1.2 Payment Schedule. Monthly as hours are accrued, and per the hourly rate schedule attached in the
Exhibits for work associated with section 4.1, and monthly based upon percent completion of the work
associated with section 4.2.
6.1.4. Reimbursable Expenses, as defined in section 7.4 of this Agreement, for Basic Services and Approved
Additional Services shall be paid to the ENGINEER by the OWNER in the actual amount of 1.1 x the costs
incurred. up to an amount not to exceed $ 4,000 which includes $3,500 for consultants employed by
the Engineer and $500 for all other reimbursable expenses. The estimated reimbursable expenses are identified
in Exhibit "A".
55
3
In witness Whereof, the Parties hereto do make and execute this Agreement.
CITY OF BOZEMAN, MONTANA ENGINEER
BY:________________________ BY:__________________________
(City Manager) (President)
DATE:_____________________ DATE:________________________
ATTEST:
BY:______________________
(City Clerk)
56
108 West Babcock Street, Bozeman, MT. 59715
www.nishkian.com
April 4, 2013
Mr. James Goehrung
Superintendent of Facility Services
City of Bozeman
814 North Bozeman Ave.,
Bozeman, MT 59715
Reference: Rehabilitation and Expansion of Bozeman Fire Station #1
34 North Rouse, Bozeman, Montana
Dear Mr. Goehrung:
Subject: Structural Engineering Service Agreement
We are pleased to propose the following agreement for engineering/architectural services for
Phase II of the seismic upgrade and expansion of the Fire Station #1 in Bozeman, Montana.
Phase II is a continuation of Phase I of the project. The terms and conditions of the Professional
Services Agreement between Nishkian Monks (ENGINEER) and the City of Bozeman
(OWNER), for Phase I, dated December 6, 2012, are part of this agreement and as modified
herein. Please review this document and call with any comments or questions.
DESCRIPTION OF PROJECT
Phase II of this project consists of seismically rehabilitating the lateral force resisting system of
the fire station, and expanding the fire station. The expansion will encompass increasing the
second floor dormitory area over the existing apparatus room and 1st level fire station offices.
The dormitory area will be remodel as part of the expansion work. Addition of a second level
over the existing police department portion of the building is a future goal, but will not be part of
this phase of the project.
SCOPE OF WORK
Design services for Phase II will be separated into two parts. Services to be provided for the first
part are described in the attached exhibits D-F. Design services for the second part of Phase II
will be provided in an amended agreement at a later date once the project is considered viable by
the City of Bozeman.
Nishkian Monks will remain as the prime consultant for the design services first part of Phase II.
Upon completion of the first part, Studio Forma Architects will act as the prime consultant with
the OWNER.
A six (6) week timeline will be included in the overall project schedule scope of work for the first
part of Phase II. Work on this project could commence within one (1) week from the notice to
proceed.
57
Mr. James Goehrung
Re: Fire Station #1
Bozeman, Montana
April 4, 2013
2
COMPENSATION FOR ENGINEERING SERVICE
The OWNER shall for design phase services performed as under Scope of Work of this
agreement pay a total lump sum fee basis of Twenty Six Thousand – Four Hundred and Fifty
Dollars ($26,450) for such services.
Payment schedule will be on a monthly basis and based upon percent completion of the work.
Reimbursable expenses are in addition to the above fee for all direct out-of-pocket expenses, and
will be billed at 1.1 x cost. This would include any copying, printing, mailing or delivery
expenses.
We look forward to continuation of this project and working with you.
Sincerely,
NISHKIAN MONKS CITY OF BOZEMAN
Ty Monks, PE BY:
Principal (Signature)
(Printed Name and Title)
DATE:
Encl: Exhibit D – Proposal/Scope by Nishkian Monks
Exhibit E – Proposal/Scope by Studio Forma Architects
Exhibit F – Proposal/Scope by Allied Engineering Services
58
108 West Babcock Street, Bozeman, MT. 59715
www.nishkian.com
March 21, 2013
James Goehrung
City of Bozeman
P.O. Box 1230
Bozeman, MT 59771
Reference: Phase II – Bozeman Fire Station #1
34 North Rouse, Bozeman, Montana
Dear Mr. Goehrung:
Subject: Structural Engineering Service Proposal
I am pleased to provide you with a proposal for structural engineering services for Phase II of the
Fire Station #1 project in Bozeman, Montana. Please review this document and call with any
comments or questions.
SERVICES TO BE PROVIDED (Based on C.A.S.E. National Practice Guidelines for Structural
Engineer of Record.)
1. General consultation on structural issues;
2. Participation in preliminary conferences and coordination with your office, as requested,
to identify and establish project structural requirements;
3. Preparation of structural design drawings, calculations, and specifications in accordance
with the governing code;
SCOPE OF WORK
The Scope of Work has been defined through the Phase I portion of this project; reference our
report, titled “Structural Assessment and Seismic Evaluation of Fire Station No. 1,” dated
February 13, 2013. The existing structure will be seismically rehabilitated and upgraded to
accommodate an expansion of the 2nd floor dormitory area over the apparatus area. The scope of
the expansion is defined in Appendix C, Exhibit E of the report by our office.
To complete the structural portion of this project, Nishkian Monks will need to retain the services
of a composite fiber reinforced polymer (FRP) wrap specialist. Nishkian Monks will work with
the FRP specialist to provide design recommendations for FRP wrapping elements of the lateral
force resisting system of the structure. We propose aligning ourselves with Composite Systems,
Inc. to provide this service.
For the above described project and the request of the undersigned, Nishkian Monks will provide
a Design Development level of the following:
1. Structural and lateral design;
2. Full service engineering drawings including roof and floor framing, foundation plans,
details and all applicable schedules;
59
Mr. James Goehrung
Re: Fire Station #1- Phase II
Bozeman, Montana
March 21, 2013
2
3. Special structural drawings and details;
4. Cost estimating during the Design Development phase of the project only.
EXCLUSIONS
1. Value engineering services after design development drawings have been issued;
2. Bidding or negotiation phase work;
3. Services related to Secondary Structural Elements and their attachments, such as:
a. exterior cladding systems (including curtain wall and windows);
b. steel stair and handrail design and detailing;
c. sunshades and canopies.
FEE DATA
Our fee for the Services and Scope of work referenced above is a lump sum of Ten Thousand
Dollars ($10,000). We will bill you based upon the percent of completion of our work on a
monthly basis.
Expenses such as any mileage, mailing, and printing cost are in addition to the above stated fee,
and will be billed at cost.
Any authorized changes / revisions to the project after preliminary approval will be identified and
billed separately.
If the Scope of the project varies from our original assumption, we will be willing to adjust our
fee up or down.
This fee proposal is valid for 90 days from the date of this proposal.
Very truly yours,
NISHKIAN MONKS
Matt Miller, PE
Associate – Project Manager
60
StudioFORMA A R C H I T E C T S
442 E. Mendenhall Bozeman, MT 59715
PHO 406.585.1400 FAX 406.585.9800
April 4, 2013
Nishkian Monks
Attn: Matt Miller
108 W. Babcock
Bozeman, MT 59715
RE: Phase 2 Services
Bozeman Fire Station #1 Renovation
Matt,
I am forwarding this proposal to complete the Phase 2 architectural services for
the Bozeman Fire Station #1 Renovation as per our recent discussions. This
proposal for StudioFORMA to complete these services is as follows:
Phase 2 Fee Proposal
The total fee proposal for these Phase 2 services would be $12,000.
Phase 2 Deliverables and Services
StudioFORMA would provide deliverables and services as follows:
Meet with Fire Department to review proposed plan changes.
Revise the three floor plans for the basement, second and third
floors as per the comments from the review meeting.
Develop exterior elevations in AutoCAD.
Develop a list of interior and exterior materials.
Develop a unit takeoff cost estimate.
Develop a project cost estimate with input from the Owner.
Develop a SketchUp 3-D model and digital images as selected by
the Owner.
Schedule
We will begin work upon written approval of this Fee and Services Proposal and
an executed contract for these services. We estimate it will take approximately
three to four weeks to complete the Scope of Work if all information to be
provided by the Owner occurs in a timely fashion.
A D F O R M A M
S T R I V E F O R B E A U T Y
FEE & SERVICES PROPOSAL
61
StudioFORMA A R C H I T E C T S
442 E. Mendenhall Bozeman, MT 59715
PHO 406.585.1400 FAX 406.585.9800
Billing Terms
The work will be produced for fees as outlined above and does not include
reimbursables. We will be reimbursed for all direct out-of-pocket expense with
a multiplier of 1.1. This would include any out-of-town travel, copying, printing,
mailing or delivery expenses as requested by the Owner.
Thank you for this opportunity to work together on this important project. We look
forward to serving you with the highest of standards.
Sincerely,
Mark B. Headley, AIA, LEED AP
Principal
62
63
64
65
66
67
68