HomeMy WebLinkAboutITEM V-C-5* ~* ~
CITY OF w-
~(~1V ~l~N AGENDA BILL APPROVAL FORM
-~ WASHINGTON
.~
Agenda Subject: Date:
Consultant A reement No. AG-C-286 Jul 12, 2007
Department: Finance Attachments: Consultant Agreement Budget Impact: $32,500
No. AG-C-286 and Exhibit A.
Administrative Recommendation:
City Council approve a contract with Harris & Associates to manage the upgrades, alterations, and
renovations for the Auburn Avenue Theatre, for a total contract price of $32,500.
Background Summary:
Contract Number AG-C-286 provides for the management of the upgrade, alterations, and renovations for
Auburn Avenue Theatre project by Harris & Associates. The contract will run through December 31,
2007.
04.4.17
Reviewed by Council & Committees: Reviewed by Departments & Divisions:
^ Arts Commission COUNCIL COMMITTEES: ^ Building ^ M&O
^ Airport ®Finance ^ Cemetery ^ Mayor
^ Hearing Examiner ®Municipal Serv. ®Finance ^ Parks
^ Human Services ^ Planning & CD ^ Fire ^ Planning
^ Park Board ^Public Works ^ Legal ^ Police
^ Planning Comm. ^ Other ^Public Works ^ Human Resources
^ Information Services
Action: ~
Committee Approval: ^Yes ^No
Council Approval: ^Yes ^No Call for Public Hearing _/_/_
Referred to Until _/_/
Tabled Until _/ /
Councilmember: Backus Staff: Coleman
Meetin Date: Jul 16, 2007 Item Number: V.C.S
~j j$~[ jj~j ~k MORE T-IAN YOU IMAGINED
Task Order Scope of Work
Management of Upgrades, Alterations, and Renovations
Auburn Avenue Theatre
Contract Number AG-C-286
Task Assignment #6
I. INTRODUCTION
Harris & Associates will provide project management services to the City of Auburn for
planning, design and implementation of necessary programmatic function and Code
required upgrades, alterations, and renovations to the Auburn Avenue Theatre building.
The City entered into a 15 year lease for custody and operation of the existing historic
former neighborhood movie theatre, most recently operated as a live dinner theatre
cabaret. It intends to operate the facility as a venue for a broad range of community
entertainment events. The building will require some immediate Code required
upgrades to building and systems, as well as longer term functional reconfigurations and
general system upgrades.
Harris will, at the City's direction, and in partnership with senior City staff, manage and
coordinate the activities of consultants, construction contractors, and City staff, to
expedite any required design, engineering and specification, and arrange for and
implement necessary construction activities. Harris will also assist the City's efforts on
longer range planning for building improvements, assist the City with identifying
necessary funding, and upon City direction, manage any resulting design and
construction efforts on the City's behalf.
II. DETAILED SCOPE OF WORK
Contract Management
1.1 Harris Contract Management
1.1.1 Progress Reaort and Invoice: Harris will prepare an invoice and
project progress report to be submitted to the City on a monthly
basis.
1.2 Assumptions
1.2.1 Project Duration: An immediate intense effort is required to bring
the building into functional and Code compliance as soon as
possible, and to get the facility back in operation. This effort is
then expected to continue through 2007 at a lower level, with
design efforts resulting from longer range functional planning in
the later part of the year, emerging as additional construction
efforts during 2008. This initial Task Assignment ends as of
December 31, 2007, but may be extended into 2008 by
amendment to this agreement.
1.3 Deliverables
1.3.1 Project Reports and Invoices
Management of Project
2.1 Description of Harris Services
2.1.1. Harris will support City Management and Policy Makers in their
consideration and adoption of budget and schedule, and monitor,
document, and report on budget and schedule status and actual time and
cost expended.
2.1.2. Harris will provide to City Management ongoing evaluation of issues,
estimates of cost, and recommendations as to decisions required. Harris
will provide presentations, as desired or required, to City staff,
Management and Policy Makers on project status, issues, and decision
alternatives.
2.1.3. Harris will provide frequent coordination by meetings, phone, and a-mail
to insure the activities proceed at the best possible pace. Harris will track
the activities of individual team members, and expedite problem solving and
decision making collaboration.
2.1.4. Harris will provide necessary management of City consultants and
contractors, in the role of the Owner's Project Manager, including but not
limited to:
2.1.4.1. Drafting any new contract documents required, and negotiating any
terms with consultants or contractors as necessary.
2.1.4.2. Conveying the City's direction and decisions to the consultants and
contractors. Structuring, organizing and conveying to City
Management and Policy Makers findings, recommendations, issues, or
needed decisions of consultants and contractors.
2.1.4.3. Reviewing the consultant's and contractor's invoices, review any
amendments requested by the parties.
2.1.4.4. Monitoring and documenting the planning, design and construction
efforts for compliance with agreed costs and schedules.
2.1.4.5. Directing and facilitating communication and coordination between
the contracted parties.
2.1.4.6. Negotiating resolution of any disputes or disagreements.
2.1.5. Harris will actively coordinate with the elements of City staff directly
involved with the planning and implementation of the building operations,
and with the planning and implementation of theatre operations. Harris will
convey from them to the design and construction parties, the necessary
operational needs, sequences of work, and City staff activity. Harris will
convey from design and construction parties to City staff, expected activity
details, timing, and issues.
2.1.6. Harris will implement and facilitate necessary permit acquisitions and
procedures, insuring coordination with all affected parties to insure
expedited activity.
2.2 Assumptions
2.2.1 The City will provide office space and parking for the Project
Manager while at the City.
2.2.2 This work will be performed on a part-time basis in conjunction
with other assignments the City has made to Harris.
2.2.3 Administrative support will be provided by Harris on an as-needed
basis.
2.3 Deliverables
2.3.1 Monthly and Special Status Reports: Harris will prepare and
submit monthly detailed reports, indicating the status of planning,
design, and construction activities; against both schedule and
budget goals. Special status reports and presentations will be
provided to City officials and the public as directed.
III. Budget
This Task order authorization is made from the contract task budget reserve, per the
terms of the amended agreement AG-C-286.
The budget for this task order assumes work on other separate task orders going on
simultaneously. If additional budget is needed for this task, the City and Harris can
reallocate budget from one of those tasks, or from the contract task reserve, and if
additional budget is needed for those tasks, the budget for this task can be reallocated to
those tasks.
Estimated cost through 2007, is based on the projection of staffing and monthly cost in
the attached Exhibit A. The total maximum cost for this Task Order in 2007 is $ 32,500.
ON-CALL CONTRACT TASK ASSIGNMENT DOCUMENT
AGREEMENT #: AG-C-286 TASK #: 6
CONSULTANT: Harris & Associates
PROJECT: Management of Upgrades, Alterations, and Renovations
Auburn Avenue Theatre
The general provisions and clauses of the Agreement referenced above shall be
in full force and effect for this Task Assignment.
Location of Project: Auburn Avenue Theatre, 10 Auburn Avenue, Auburn WA
Maximum Amount Payable per this Task Assignment: $ 32,500.00
Completion Date: December 31, 2007
Scope of Work:
Harris & Associates will provide project management services to the City of Auburn for
management of upgrades, alterations, and renovations to the Auburn Avenue Theatre, in
accordance with the attached Scope of Work.
Approvals:
Consultant: Scott Perry, Project Director, Harris & Associates
Signature: Date:
City Finance Director: Shelley Coleman
Signature: Date:
City Mayor, if Task Assignment is over $5000:
Signature: Date:
Note: If this task assignment is over $25,000 and there is no project
budget, the task assignment must go to City Council for approval prior to
the mayor's signature.
O
O
N
C
O
~=.
V
d
~O
a
_~
L
r
C
O
G
N
O
Q
O
a`
t0
Y
N
H
Q
H
m
2
W
0 0 0 0 0
M M ~ ~ h
P ~- C7 N
~ ~ ~ w
o n o ~
N
O O
Q1 O
69 O
O ~
N p
ui ~ ~ w
o ~ 0 0
~ ~
O
O O O
~ O H
~ ~ ~ ~0
C7 ~ ~ M
cn
o o ~ o 0
~
,~
Z
0
~ 0
~ 0
~ 0
~
N
~ ~
N
u~ ~
V N r O f0
0
0
~ 0
~ 0
~ 0
~
N
~ ~
N p
EA
D. N '- O O
d
N
0
~ 0
~ 0
~ 0
~ ~
N
N fA ER ~
d4
Cf O r f0
N
Q
O O
m O
fR O
O ~
N p
~ ~ ~ ~
fA
~ ~ r O
7
N ~ ~ O G
~ ~ ~ N
41
r O O
C ~
7
O O O O
M O C7 1~
~ i,4 is in k
N
fD
a~
'o
d d a` N
ro d
A
~ c r
v a> c
a
~ m °v Q x v
~ a <n « w ¢
m
a
o
O m
Y ~
L
~
6 ~"
{
~"'
N
N
.~
~U
d
C
O
.~
.N
W
N
O
U
v
c
m
a~
a~°i
v