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HomeMy WebLinkAbout4280RESOLUTION NO. 4 2 8 0 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AMENDMENT NO. 3 TO AGREEMENT FOR PROFESSIONAL SERVICES AG-C-286 BETWEEN THE CITY OF AUBURN AND HARRIS & ASSOCIATES, INC. WHEREAS, the City and Harris & Associates, Inc. have previously entered into a professional services agreement AG-C-286 approved on Resolution No. 4044 in June 2006; and WHEREAS, the original agreement is due to expire on December 31, 2007; and WHEREAS, the City wishes to modify the agreement and extend it to December 31, 2008. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. Purpose. The Mayor and City Clerk of the City of Auburn are herewith authorized to execute Amendment No. 3 to Agreement for Professional Services No. AG-C -286 with Harris & Associated, Inc. A copy of said Agreement is attached hereto, denominated at Exhibit " 1" and made a part hereof as though set forth in full herein. Section 2. Implementation. The Mayor of the City of Auburn is hereby authorized to implement such administrative procedures as may be necessary to carry out the directions of this resolution. Resolution No. 4280 December 11, 2007 Page 1 of 2 Section 3. Effective Date. This Resolution shall take effect and be in full force upon passage and signatures hereon. ~~ / , DATED and SIGNED THIS ~ ~ %''r~~~ DAY OF ~ -~~wL~-~' , 2007. ITY OF AUBURN -:~ --- 1 ~ _- PETE~t B. LE MAYOR ATTEST: ~ ~ ~~ Danielle E. Daskam, City Clerk . APPB~OVED AS TO FORM: B'aniel B. Heid; City Attorney Resolution No. 4280 December 11, 2007 Page 2 of 2 AMENDMENT NO. 3 TO AGREEMENT FOR PROFESSIONAL SERVICES NO. AG-C-286 BETWEEN THE CITY OF AUBURN AND HARRIS & ASSOCIATES, INC. THIS AMENDMENT is made and entered into this ~ day of ".C' ~y- ,~~ , 200, by and between the CITY OF AUBURN, a municipal corporation of the State of Washington (hereinafter referred to as the "CITY"), and Harris & associates, Inc. (hereinafter referred to as the "CONSULTANT"), as an Amendment to the Agreement between the parties for AG-C-286 executed on the 19th day of June 2006. The changes to the agreement are described as follows: 1. CONTRACT TERM: The term of the Agreement for Professional Services is extended from December 31, 2007, to December 31, 2008. 2. SCOPE OF WORK: Individual Task Assignments No. 1 and No. 6 are continued and extended into 2008, as modified and detailed in Exhibit A. Additional Task Assignments, "'^. °, ~^~' No. 10 a-reis defined, also as detailed i Exhibit A. ~. 3. COMPENSATION: The amount of this amendment is a maximu of 1 00 for 2008. Authorized contract amount for 2006 and 2007 (per amendments No. 1 and No. 2 to this agreement) is $519,207.50. A. The Hourly Rate Fee Schedule for 2008 is as shown in attached Exhibit B. B. Initial 2007 Task Order maximum cost authorizations are as indicated in attached Exhibit A. C. Projected monthly expenditure assumptions are as shown in attached Exhibit C. REMAINING TERMS UNCHANGED: All other provisions of the Agreement between the parties for AG-C-286 executed on the 19th day of June 2006, and as previously amended, shall remain unchanged, and in full force and effect. IN WITNESS WHEREOF the parties hereto have executed this Agreement as of the day and year first above written. Amendment No. 3 for Agreement No. AG-C-286 Harris & Associates, Inc. Page 1 of 2 HARRIS & ASS, TES, INC. By: Title: S'Ei/i~~, yam" ~ ~LE~~Q~"iJ~ Amendment No. 3 for Agreement No. AG-C-286 Harris & Associates, Inc. Page 2 of 2 ITY .-„ Pete .Lewis, Mayor ATTEST: ~~~~ /' Danielle E. Daskam Auburn City Clerk Appro~l as r'3'iel B. H ~d~~ burn City Attorney EXHIBIT A INITIAL 2008 TASK ASSIGNMENTS Summary of Tasks and Budgets • Task #1 -Auburn Golf Course Clubhouse Harris & Associates will continue to provide project and construction management services to the City of Auburn for the new Auburn Golf Course Club House. The Construction activity by the Contractor was essentially completed in 2007. Completion by City forces of final site improvements, and contractual closeout processes will be completed in early 2008. 2008 Budget - $ 12,000 • Task #6 -Auburn Avenue Theatre Improvements Harris & Associates will provide project management services as needed to the City of Auburn for planning, design and construction phases of a project to improve and upgrade its leased Auburn Avenue Theatre facility. In 2007, the City selected and contracted with an Architectural firm for planning and design of the Improvements. Harris will continue to provide services in 2008, in accordance with this Task Order, executed in 2007. 2008 Budget - $ 45,000 • Task #10 -Parks Community Center Harris & Associates will provide project and construction management services to the City of Auburn for the new Parks Community Center project, located at Les Gove Park. Architect selection has occurred in 2007, and Harris will provide project management services during the design, .permitting, construction contract bidding, and construction phases of the project. 2008 Budget (See following Task Order for detail) - $ 85,000 TOTAL 2008 AUTHORIZED MAXIMUM COMPENSATION - $ 142,000 ?? e s 4?eO Task Order Scope of Work Management of Programmatic Efforts for Development of a Capital Facilities Plan and Initial Designs for the Valley Regional Fire Authority Facilities Contract Number AG-C-286 Task Assignment #8 1. INTRODUCTION Hams & Associates will provide project and program management services to the City of Auburn (acting on behalf of the Valley regional Fire Authority, VRFA) for planning, site feasibility analysis, initial cost and schedule estimating, and preliminary design efforts for a Capital Facilities Plan of VRFA facilities. The recently formed VRFA has determined the need to determine and implement an overall program of replacements and major renovations/alterations of its existing operating station and administrative facilities. This is expected to ultimately involve construction of three new operating stations, major renovations/alterations of two others, and construction of a new administrative building. It is VRFA's intent to seek voter approval of the resultant program and funding at an election in February of 2008, with completion of design and start of construction to occur for at least the first new station later that year. (Note: Harris will continue its management of the design processes related to Fire Station No. 33, now at a relocated site, under its existing Task Order No. 4 to this Agreement.) Harris will, at the City's direction, and in partnership with senior City and VRFA staff, manage and coordinate the activities of consultants, construction contractors, VRFA and City staff, to expedite any required planning, programming, design, engineering and specification. II. DETAILED SCOPE OF WORK Contract Management 1.1 Harris Contract Management 1.1.1 Progress Report 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 determine feasibility of current site choices, prepare and confirm individual building programs, and generate cost and schedule estimates; all in time for submission to the voters in February 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 provide necessary management of City consultants and contractors, in the role of the Owner's Project Manager, including but not limited to: 2.1.1.1. Drafting any new contract documents required, and negotiating any terms with consultants or contractors as necessary. 2.1.1.2. 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. 2.1.1.3. Reviewing the consultant's and contractor's invoices, review any amendments requested by the parties. 2.1.1.4. Monitoring and documenting the planning, design and construction efforts for compliance with agreed costs and schedules. 2.1.1.5. Directing and facilitating communication and coordination between the contracted parties. 2.1.1.6. Negotiating resolution of any disputes or disagreements. 2.1.2. Harris will provide to VRFA and 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 e-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. 2.2 Assumptions 2.2.1 The City will provide parking for the Project Managers 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 Additional Harris staffing will be provided by James Guerrero, at a discounted rate of $150/hr. 2.2.4 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. Ill. Budget 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, 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 $ 24,820. ON-CALL CONTRACT TASK ASSIGNMENT DOCUMENT AGREEMENT #: AG-C-286 TASK #: 8 CONSULTANT: Harris & Associates PROJECT: VRFA Capital Facilities Plan The general provisions and clauses of the Agreement referenced above shall be in full force and effect for this Task Assignment. Location of Project: Assorted sites within VRFA Service Area Maximum Amount Payable per this Task Assignment: $ 24,820.00 Completion Date: December 31, 2007 Scope of Work: Hams & Associates will provide project and program management services to the City of Auburn (acting on behalf of the Valley regional Fire Authority, VRFA) for planning, site feasibility analysis, initial cost and schedule estimating, and preliminary design efforts for a Capital Facilities Plan of VRFA facilities. Approvals: Consultant: Jim Guerrero, Project Director, Harris & Associates City Finar??D Signature: City Mayo Signature: `1 v Date: '6 Date: Date: 7 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. ce irector: \SWelley Coleman N O U O H N 2 ti O O N O O N C O v as 'o L a _A s C O lU N O CL OL a a? a? LL O Y N tv F- a F y x O z r O G. N N D Q L l3 n. LL U d U- O j N ca N 0 O ? ? 1- N ? r 0 co O O ED L r O O O 0 0 EFT O EFT U) 00 0 V EFT O N O O lqr E O O O 0 0 EFT 0 ER EFT N v EiT EFT O CN O O IT E ° o ° ° ° 00 ? 'I Efl O N O O Nr E 0 0 0 0 ER 6s EA 0 0 00 NN EFT O O O IT CO 0 0 6q 0 6 6 9 64 U) V7 EFT 0 0 O O CY) L L O LO 0 C) M N ? ? 1- r r.. O r - EH 63 EFT EA 69 v Y C U U O N 7 0 x Q ' E6 c- U x a a_ CO * W Q 0 N Do d' N 60 O Do O LO FFT D D ui D 00 D u'1 60 D D 0 ud ww D v W U N 0. C0 C O (B - E N W 5 O U - -a C cu N 75 °C L U r O o g ? S 8 ? o g 9 ° g N a ao N f0 00 N M N a+ cm N N N tok H s; H v H I I I H I M H 0 0 a Ui 0 0 0 O 0 0 0 0 0 O 0 0 0 0 0 w 0 0 0 S 0 0 0 0 9 q In 0 0 0 0 0 0 O 0 0 0 0 0 O 0 0 ° th N k r) i) (V - O C I (V N < 0 0 6 C (n Lf) N Y) 0 0 0 O 0 0 0 G O O 04 N O O O O M r 0 (O 0 c0 0 Il co N M M m M (N (D f M M 0 O 0 O 0 co N M rl O M M co CO IS M 00 f0 0 0) 0) M V O OD M M M O aO O 0) M O (fl O 1- N N cc O' M 1- I- co N ? M M 00 (D V N M 0) O N H V V OD N t0 Lo N O M f0 Cl) V F. 69 (D ? N f9 Ul C N H M H3 (A N ? N (9 w to V M N (A h H wM I H N w W M H to N w w N H N (R M N H Q R o S . co e H a H E 0) 9 c O ?m 'o aOE3 a v uYi 0 , m c O O II W 0 d O?aQIS a N ` 'm lo 0, L W Lm u; mo d W H. QN1 a W O Na '? C 9 = o ?¢r T`c° E a d r ? a ? v (O r N CO aD M 0) V d d O d V c R 7 Q O LL t N U _T C O oA N N Y O CL C C O C Cyd L A o. d IL 01 N 0 v 0 0 0 a a w 0 U tO N N CO T M 0) 2 N M CO lO N N N V M O LO 0 M O L t' ? L o o = E 039(7°¢ Task Order Scope of Work Project Management Services Parks Community Center Project Contract Number AG-C-286 Task Order #10 I. INTRODUCTION Harris & Associates will provide project management services to the City of Auburn for the new Community Center at Les Gove Park. Architect selection, and Consultant Agreement negotiation are underway, and Harris will provide project management services during the design, permitting, construction contract bidding, and construction phases of the project. II. DETAILED SCOPE OF WORK Task 1 -Contract Management: 1.1. Harris Contract Management: 1.1.1. Progress Report and Invoice: 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: The project is scheduled to run into 2009; however the scope and budget for this task order are through December 31, 2007. The City may extend this task order after January 1, 2008 by amending this task order. 1.3. Deliverables: 1.3.1. Progress report and invoice. 1.3.2. Construction Contract General Conditions format for Bidding 1.3.3. Documentation of Design and Construction activity Task 2 -Project Management 2.1. Project Management Services 2.1.1. Harris will administer the design services agreements with the Architect. This includes: 2.1.1.1. Review issues that could affect the design of the project, 2.1.1.2. Meeting with the design team to assess the progress of their work. 2.1.1.3. Review the consultants invoices, review any amendments requested by the City or the Architect. 2.1.2. Harris will meet with the Architect periodically (no less than monthly) to review the status of the design and review issues. Harris will take meeting minutes at these meetings and distribute them to the participants and City. 2.1.3. Meet with City staff to coordinate the design reviews and issues identified by the Architect. 2.1.4. Prepare and update project budgets and schedules on a monthly basis for City management and possible presentation to senior management, the Mayor, and Council Task Order 10 -Amendment No. 3 - 2008 Authorized Services Page 1 of 2 2.1.5. Review and comment on administrative procedures (division 1) included in the bid documents. 2.1.6. Assist the City with advertising projects for bids. Prepare ad and work with procurement to get ads in the appropriate media. 2.1.7. Coordinate responses to questions from the bidders during the bid preparation phase with the Architect. 2.2. Assumptions: 2.2.1. This work will be pertormed on a part-time basis in conjunction with other assignments the City may have for Harris. 2.2.2. Harris will not be responsible for errors or omissions that are not noted in its review of the plans and specifications. 2.2.3. This work is scheduled to run into 2010.The City may extend the task order in 2009 with an amendment. 2.2.4. Administrative support can be provided by Harris on an as-needed basis. 2.3. Budget: 2.3.1. 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 to this task and if additional budget is needed for those tasks, the budget for this task can be reallocated to those tasks. Estimated cost through December 31, 2008, is based on the projection of staffing and monthly cost in Exhibit C. The total maximum cost for this Task Order in 2008 is $ 85,000. Task Order 10 -Amendment No. 3 - 2008 Authorized Services Page 2 of 2 ,~. ~,, ~ o o ~ o ° ° a+ o _ ° ~ o ~ ~ ~ o ~. o ~ bq ~ ~ ~ Y N ~ ~' F - O O O MO N ~ F- 2 Op D O. O O N r O °I°' I IN 0 r .~ 0 Qt w V N O a W O N U~ ~"' m X W °I°I I INI°1 IT 0 ~p° °° N .-- 00 00 N ~ O O O O N ~-- O O O O 0 0 N ~ M O O N p M O c Q O U NO 0 0 pp N r M N O N O C M ~ '" ~ M ' U c ~I INI~~EI IfYnl'~IEI