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HomeMy WebLinkAboutA1. Full L&J Item Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Chuck Winn, Assistant City Manager SUBJECT: Contract for a Construction Manager/General Contractor (GC/CM) for Pre-construction and Construction Services for the Joint Law and Justice Center Project with Gallatin County MEETING DATE: February 9, 2016 AGENDA ITEM TYPE: Action RECOMMENDATION: Authorize the City Manager to execute, jointly with Gallatin County, appropriate contract documents with Langlas and Associates for pre-construction and construction services for the joint Law and Justice Center project (L&J). PROPOSED MOTION: Having considered public comment and the information presented by staff, I hereby move to authorize the City Manager to execute appropriate contract documents with Langlas and Associates for pre-construction and construction services for the Joint Law and Justice Center project with Gallatin County. SUMMARY: On January 11, 2016, the City Commission approved Resolution 4661 authorizing the City to use an alternative project delivery process for the construction of the joint L&J as authorized in MCA 18-2-502. The City and County issued requests for qualifications and request for proposals (RFQ/RFP) and interviewed four firms for the project. Through the qualifications- based selection process the City and County chose Langlas and Associates as the finalist and entered into contract negotiations. The result of those negotiations are the modified AIA133 and AIA201 documents attached to this memo. Services include: Pre-construction Services: • Constructability review – working with design team to ensure most efficient construction types and practices are utilized throughout the project • Cost estimating – working with design team to develop project costs and a guaranteed maximum price (GMP) Construction Services: • Determine general conditions and agreed upon fees for equipment and services • Construction of the project using competitive bid process with a GMP BACKGROUND: On February 23, 2015, the Bozeman City Commission adopted Resolution 4580 establishing an advisory committee to explore City and County cooperation for joint improvements at the Law and Justice Center (“L&J”) campus. The Joint Advisory Committee met seven times drafting recommendations that were presented to both governing bodies in July of 2015. The recommendations included a framework to explore the development of joint City- County law and justice facilities on the current L&J campus. On July 13, 2015, the Bozeman City Commission adopted Resolution 4324 formally adopting the recommendations of the Joint Advisory Committee. The County Commission adopted the recommendations on July 14, 2015. On September 14, 2015, the City Commission approved a memorandum of understanding (MOU) with Gallatin County authorizing the joint solicitation of architectural services and to enter into negotiations with the most qualified firm to develop the terms and conditions of design and certain pre-construction services. Subsequent to that MOU, staff from both the City and County negotiated a professional services agreement with ThinkOne Architects. That contract was approved by both Commissions at a joint meeting on September 29, 2015. The stated goal of both elected commissions is to develop a joint project and budget for commission review and approval for a November 2016 bond election. In order to meet the statutory election deadlines, we need to complete the preliminary design and estimated project costs by the beginning of July, 2016. This presents a compressed, but achievable set of project milestones. In the past the City has successfully used an alternative project delivery process in the construction of several municipal construction projects including the Public Library, the Parking Garage and Fire Station 3. The GC/CM project delivery method is intended to create a more collaborative relationship between the City, architect and general contractor that is not found in a traditional design-bid-build delivery method. The GC/CM model involves the general contractor early in the design process to review constructability, methods and means, energy efficiency and long term durability. The GC/CM may also provide a guaranteed maximum price (GMP) for the project which will assist in the development of the bond issue for consideration by the Commission. We have found that involving the contractor at this stage of the process results in better cost estimates, reduced change orders and improved building design. Even though the contractor may provide a GMP, the elements of construction are still bid in accordance with state procurement law to ensure a fair and transparent hiring process and competitive prices for the City and County. UNRESOLVED ISSUES: None. ALTERNATIVES: None identified FISCAL EFFECTS: The cost of the GC/CM has been included in the building design funds appropriated for the project in the Fiscal Year 2016 budget. Attachments: Modified AIA201 Modified AIA133 with Exhibits Report compiled on: February 3, 2016     EXHIBIT B to AIA Document A133 – 2009, Standard Form of Agreement Between Owner and Construction Manager as Constructor GENERAL CONDITIONS COSTS Office Expense: Monthly Amount Lump CM Field Office. Furniture & Furnishings 2,400 Office Supplies 500 Field Office Equipment & Maintenance 200 Jobsite Radios/Beepers 100 Copy Machine & Maintenance 300 Computers and Fax Usage Software & Maintenance 300 Field Office Telephone and Long Distance 120 Office Janitorial 125 Postage, Messenger and Express Mail 325 Plans & Specifications (sets per bid pkg) 10,000 Scheduling Expenses 0 Construction Photos & Supplies 450 Job Travel 3150 Job Meetings & Ceremony Expense 500 Partnering Sessions 0 Construction Trade Training Program 0 Record Drawings Expense 4,500 Audit 0 Records Storage 0 Public Information Program (Site Signage) 1,500 QC/QA Manager (including all fringe and insurance) 0 Construction Management Labor: Cost Management Labor (including all fringe and insurance) 0 Safety Officer Labor (including all fringe and insurance) 546 General Conditions Labor (including all fringe and insurance)70,316 Monthly Total: $78,382/month Lump Sum Total: $16,950 Other not listed above: (See Article 6.7.5, Form A133 for remaining allowable GCC) $8041/Month TOTAL (not to exceed): $86,423/month EXHIBIT C to AIA Document A133 – 2009, Standard Form of Agreement Between Owner and Construction Manager as Constructor PRECONSTRUCTION PHASE PAYMENTS Preconstruction services will be provided on a fixed fee basis. PHASE ONE: The period of time from the time the General Contractor/Construction Manager contract commences until 30% of the Construction Documents are complete. Fixed Fee for Phase One: $30,000.00(Thirty Thousand Dollars) PHASE TWO: The period of time from the time the Owner gives the Construction Manager Notice to Proceed until the Owner agrees to a Guaranteed Maximum Price as set forth in Section 5.2 of the AIA A- 133 – 2009. Fixed Fee for Phase Two: $40,000.00(Forty Thousand Dollars)