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Home My WebLink AboutRES2023-035 R&M Task Order for Public Safety Facilities Needs Assessment1 1 Sponsored by: Bower CITY OF SEWARD, ALASKA RESOLUTION 2023-035 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO EXECUTE R&M ENGINEERING TASK ORDER NO. 2734.25.03, COMPLETING THE 35% DESIGN OF A NEW PUBLIC WORKS FACILITY, AND APPROPRIATING FUNDS WHEREAS, the current Public Works Facility is past its useful life and does not meet the needs of the community or the staff operating in the department; and WHEREAS, since 1984, relocation of the Public Works Facility has been discussed by City Staff, the Planning and Zoning Commission, the Seward City Council, and the entire Seward community; and WHEREAS, construction of a new Public Works Facility is listed on the City of Seward's 2023-2028 Capital Improvement Plan; and WHEREAS, the Municipal Land Use Plan has identified the parcel where the current Public Works Facility is located as desirable for residential development; and WHEREAS; Task Order 2734.25.03 will complete the 35% design and the construction estimate for a new Public Works Facility. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is authorized to execute task order No. 2734.25.03 with R&M Engineering for the completion of a 35% design for a new Public Works Facility. Section 2. Funding in the amount of $268,093 is hereby appropriated from ARPA Account 80084-0000-3400 to Contracted Services account no. 01000-1122-7009. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 28th day of March, 2023. THE CITY OF SEWARD, ALASKA GIA,f1Vcit,,e Sue McClure, Mayor CITY OF SEWARD, ALASKA RESOLUTION 2023-035 AYES: Osenga, Calhoon, Wells, Finch, Barnwell, McClure NOES: None ABSENT: DeMoss ABSTAIN: None ATTEST: Brenda J. City Clerk lou, MMC (City SkNi��rOFlliffe $FNe . O. "mi▪ 3 SE ▪ _. AL :. = so, is OFAtP. . �s.I,h t e s assi'� 1 i 1 City Council Agenda Statement Meeting Date: March 28, 2023 To: City Council From: Janette Bower, City Manager Subject: Resolution 2023-035: Authorizing the City Manager to Execute R&M Engineering Task Order No. 2734.25.03, Completing the 35% Design of A New Public Works Facility, and Appropriating Funds Background and justification: On October 10, 2022, the City Council approved Resolution 2022-094 directing the City Manager to proceed with the Public Works Facility Project at the Fort Raymond Property and approving R&M Engineering tasks related to geotechnical services. R&M was on site the first week of November to complete the drilling and the report is forthcoming. Task Order 2734.25.03 will continue work on the engineering, design, and cost estimate for construction of the new Public Works Facility. The goal is to complete this design work and have an estimate in time for City Council to pass a resolution to place the question on the ballot for the qualified City of Seward voters to consider approval of a general obligation bond which would be necessary to fund the construction of the new facility. Deliverables: • 35% Design (Building, Site Work, Driveways, Utilities with Code and Permit Analysis) • Construction Cost Estimate from Independent Cost Estimator Schedule: After Notice to Proceed (NTP), R&M will work with our subconsultants for completing the 35% Design and Construction Cost Estimate by July 2023. Comprehensive and Strategic Plan Consistency Information This legislation is consistent with (citation listed): Comprehensive Plan: 1.3.4 Public Facilities and Services Strategic Plan: Other: Certification of Funds Total amount of funds listed in this legislation: $ 268,093 Th s legislation (✓): Creates revenue in the amount of: Creates expenditure in amount of: Creates a savings in the amount of: Has no fiscal impact Funds are (✓): Budgeted Line item(s): Not budgeted, but included in Capital Improvement Plan x x $ $ 268,093 $ Not budgeted Not applicable 173 Fund Balance Information Affected Fund (✓): General Boat Harbor Motor Pool SMIC Electric Wastewater Parking Water Healthcare Other 80084-0000-3400 to 01000-1122- ARPA Account 7009 Note: amounts are unaudited Fund Balance/Net position — unrestricted/unassigned $ 1,806,416 Finance Signature: Attorney Review Yes Attorney Signature: Not applicable Comments: Administration Recommendation x Approve Resolution Other: 174 February 28, 2023 R&M Project #2734.25.03 rmconsult.com R&M CONSULTANTS, INC. 9101 Vanguard Drive Anchorage, Alaska 99507 phone: 907.522.1707 fax: 907.522.3403 Janette Bower - City Manager City of Seward 4io Adams Street Seward, Alaska 99664 RE: On -Call Engineering Services Contract Task Order (#25.03) New Public Works Facility 35% Design and Construction Cost Estimate Dear Ms. Bower, We are pleased to submit this fee proposal to the City of Seward (City) under our On -Call Engineering Services contract for Design of the New Public Works Facility. R&M Consultants, Inc. (R&M) will provide project management, civil engineering, structural engineering, and agency coordination. R&M is assisted by KPB Architects for Architectural Design, CRW Engineering Group, LLC for Mechanical & Electrical Engineering and third -party structural peer review. HMS, Inc. will provide Construction Cost Estimating services. Our project team has recently completed the scoping phase of the project which provided concept design of the site layout, floor plan, code analysis amenities, utilities and permitting with conceptual construction cost estimate. A Geotechnical Investigation of the selected site is currently being completed under Task Order (TO) 25.oi. R&M is finalizing a topographic design survey on the site. Re -platting design activities are in progress by R&M and will be coordinated with this project. Our Time and Expense (T&E) fee estimate Not to Exceed (NTE) $268,093 for the services as described above is enclosed with KPB, CRW and HMS subconsultant proposals. We anticipate the core and shell of the building to be a pre-engineered metal building (PEMB) that will be designed and constructed by the construction contractor according to a performance specification included in the Contract Documents. A Construction Cost Estimate will be developed adequate establish the bond value needed for voter approval. Deliverables • 35% Design (Building, Site Work, Driveways, Utilities with Code and Permit Analysis) • Construction Cost Estimate from Independent Cost Estimator Schedule: After Notice to Proceed (NTP), R&M will work with our subconsultants for completing the 35% Design and Construction Cost Estimate by July 2023. Please review let us know if you have any questions or require additional information. Sincere Accepted by the City of Seward M CONSULTANTS .IN Janette Bower, City ManagerIK Donald R. Porter, PE Utility Group Manager (Signature) (Date) Enclosures: R&M Fee proposal breakdown KPB Architects Scope Letter Proposal and Fee CRW Engineering, LLC Fee Proposal HMS, Inc. Scope Letter and Fee Proposal (Lump Sum) 176 ve , AK 99507 • R&M CONSULTANTS, INC. 2102E ontVanguard StrreetD#150'•Farbanks AK99701.907452.5 70 Engineering Cost Estimate FIRM: R&M Consultants, Inc. CLIENT: City of Seward Task: A Public Works Facility - 35% Design Project No: 2734.25.02 02/27/23 SUB -TASK SUB -TASK DESCRIPTION LABOR HOURS PER JOB CLASSIFICATION Project Manager Prof 5 Site Utilities Utilities Project Project Staff Engineer Engineer Engineer Prof 3 Prof 3 Eng 2 Site Staff Structural Engineer Design Prof 3 Prof 3 Project Management and Coordination 61 16 16 Research & review As-Builts 2 4 4 4 2 Geotech & Structural Coordination 2 2 2 4 4 Cover, Notes, Legend, etc. 8 8 2 Existing Conditions, Demo Plan 8 8 Site Plan 8 24 Site Sections 4 16 Roadway Plan, Profiles, Sections 16 40 Site Grading and Layout 24 16 40 Overall Utilities Plan 8 8 24 16 Storm Drainage Drawings 8 16 Water Service Plan and Profiles 2 8 Sewer Service Plan and Profiles 2 8 Design Narrative 8 8 8 8 Civil and Utility Details 2 8 40 General Conditions & Specifications 8 8 4 16 Foundation Section and Details 60 PEMB Specification 12 CSI Specifications 12 QC Review of Deliverables 4 4 4 Client review, respond to review comments 4 4 TOTAL LABOR HOURS 61 128 60 82 240 96 LABOR RATES ($/HR) $225.15 $171.00 $171.00 $114.00 $91.20 $148.20 LABOR COSTS ($) $13,734 $21,888 $10,260 $9,348 $21,888 $14,227 EXPENSES COMMENTS: 1. 2 site visits to Seward (this phase) included in DESCRIPTION QUANTITY UNIT PRICE MARKUP TOTAL expense estimate. PRICE PRICE 2. Misc. Field Supplies 1 $ 150.00 $ 150.00 $ $ 150.00 3. R&M Vehicle Milage 512 $ 0.75 $ 384.00 $ - $ 384.00 4. $ - $ - $ $ - $ $ - $ $ - $ $ - $ $ - $ $ - $ $ - $ TOTAL EXPENSES $ 534 SUB -CONTRACTORS SUB - TASK DESCRIPTION FIRM TOTAL PRICE Architectural Design Electrical & Mechanical, Structural Review Construction Cost Estimate 35% KPB $ 108,390 TOTAL LABOR $ 91,345 CRW $ 42,910 TOTAL EXPENSES $ 534 HMS $ 8,894 SUBCONTRACTORS $160,194 SUBCONTRACTORS MARK-UP $ 16,019 2/27/2023 TOTAL SUB- $ 160,194 TOTAL T&E COST $268,093 TO 25.03 R&M Fee Proposal - New Public Works Facility II - 35% Design 1 of 1 1< P B February 9, 2023 Don Porter - Group Manager R&M Consultants, Inc 9101 Vanguard Drive Douglas, AK 99507 ARCH ITECTS RE: City of Seward — New Public Works Facility Design Dear Don, Thank you for the opportunity to provide a fee proposal for architectural services through Schematic Design for the City of Seward's new Public Works Facility Building. We understand the scope to be as follows; • Architectural Design through Schematic Design (35% Design): Drawings and sheet specifications. • Design coordination with engineering disciplines • Client consultation and coordination • Owner supplied data coordination. • Project Deliverables 0 35% Design: Drawings, Narrative, and Code Analysis Proposed Design Fee: Time & Materials (Not to Exceed) • Schematic Design (35% Design) $108,390 Exclusions & Assumptions - Exclusions: Fixture, furnishings, and equipment (FF&E) design; Cost estimating; Commissioning and Training; Thermal Scans; Value -Engineering Participation and Implementation; Document Reproduction Assumptions: Fees are Time and Expense (T&E), KPB providing only architectural design/scope, project management by R&M, other required engineering not included in KPB's fee proposal. Thank you for the opportunity and please feel free to contact us should you have any questions or concerns. Sincerely, KPB Architects David Popiel, AIA, NC Senior Architect 500 L Street, Suite 400 Anchorage, AK 99501 P: 96M274.7443 F: 907.274.7407 www.kpbarchitects.com RW ENGINEERING GROUP LLC February 22, 2023 R&M Consultants, Inc 9101 Vanguard Drive Anchorage, Alaska 99507 Attn: Donald Porter, P.E. Re: City of Seward New Public Works Facility Design — 35% M+E Design and Structural Peer Review Proposed Scope & Fee - Revised Dear Mr. Porter, CRW Engineering Group is pleased to offer our proposal to provide mechanical and electrical engineering services and structural third -party review in support of R&M Consultants' project for the City of Seward new Public Works Facility. Our understanding is scope of work will be from concept through the 35% schematic design and cost estimate submittal phase. SCOPE OF SERVICES CRW Engineering Group proposes to provide the following tasks for mechanical, electrical, and structural engineering services for this project. 1) Mechanical design to include heating, ventilation, plumbing, and fuel oil distribution systems for the new facility. 2) Electrical design to include internal power distribution, internal and external lighting, internal telecom design, provisions to connect to utility telecom and power, generator sizing, roof solar power design, hazardous location plans, and electrical site layout for the new facility. 3) CRW Senior Structural Engineer to provide third -party peer review of footing and foundation design and PEMB specifications provided by R&M. 4) Attendance at design coordination meetings and review of construction cost estimates. DELIVERABLES The following deliverables will be provided: • 35% Design Submittal — Drawings in PDF Format, Design Narrative, and Structural peer review comments. SCHEDULE CRW is prepared to begin immediately upon receipt of Notice to Proceed (Anticipated March 2023), with the understanding that 35% design and cost estimate will be submitted June of 2023. FEE CRW proposes to complete these services on a time and expenses basis in accordance with the attached Fee Proposal. The estimated cost for the Basic Services tasks is $42,910. Anchorage Office: 3940 Arctic Blvd. Suite 300, Anchorage, AK 99503 1 (907) 562-3252 fax (907) 561-2273 Palmer Office: 808 S. Bailey St. Suite 104, Palmer, AK 99645 1 (907) 707-1352 www.crweng.com 179 February 22, 2023 City of Seward New Public Works Facility Design — 35% M+E Design and Structural Review Proposed Scope & Fee - Revised Assumptions made in preparing this proposal are as follows: 1) Solar power panels may be located on the roof of the building. CRW will evaluate ideal panel layout and estimate electricity to be generated from the solar panels. Solar power system will not backfeed to utility. 2) CRW will design the lighting system based upon the usage of Power Over Ethernet (POE) lighting, based on products readily and commercially available in Alaska, and locally supported. The POE lighting shall be able to be integrated into the Building Automation System. 3) The generator and fuel tank will be located outside, and the only Hazardous Location is the garage bays. 4) Others will select open office furniture or will inform CRW if the furniture is hardwired or connects to a receptacle. 5) Cable tray will be used to the full extent possible to minimize raceway costs and support future changes. 6) No Fire Alarm design or specifications are included in the CRW effort. We look forward to assisting the R&M Consultants with this effort. If you have any questions or comments regarding this proposal, please don't hesitate to contact me. Sincerely, CRW Engineering Group, LLC Pete Bellezza, P.E. Principal/Civil Engineer Phone: (907) 646-5640 / email: pbellezza@crweng.com 2 of 2 180 File: TaskC_Public Works Building 35% M+E Design.xls Tab: 35% Design Fee R&M Consultants, Inc. CONTRACT FEE PROPOSAL - City of Seward Public Works Building M+E Design 35% DESIGN - BASIC SERVICES 2/22/2023 Name, Rate & Projected Hours CRW Engineering Group, LLC Cost $ Engineer XXVII Mechanical Engineer XI Mechanical Engineer VII Mechanical Engineer III Electrical Engineer XI Electrical Engineer III Structural Engineer X Administrative VII Task & Subtask Description $250 $240 $200 $160 $240 $160 $230 $110 Total CRW Labor Expenses Total Subtask Total Task Project Management & Coordination Project Management and Coordination 3 2 3 $1,560 $30 $1,590 Kickoff Meeting and Coordination Meetings 2 3 2 3 $2,040 $40 $2,080 Total Task: 3 4 3 0 2 3 0 3 $3,600 $70 $3,670 $3,670 35% Design Submittal Mechanial Design 4 24 60 $15,360 $310 $15,670 Electrical Design 16 70 $15,040 $300 $15,340 Structural Design Review 6 $1,380 $30 $1,410 Design Narrative and Calculations 2 8 6 1 8 $4,560 $90 $4,650 Independent Quality Assurance/Quality Control 2 2 $960 $20 $980 Attend Review Meeting (Virtual) 2 $400 $10 $410 Review & Respond to Owner Review Comments 1 1 1 1 $760 $20 $780 Total Task: 0 8 35 67 20 79 6 0 $38,460 $780 $39,240 $39,240 TOTAL BASIC SERVICES: 3 12 38 67 22 82 6 3 $42,060 $850 $42,910 $42,910 Notes and Assumptions: 1) Scope consists of assisting with development of a new City of Seward Public Works Building on a pre -selected lot. 2)CRW Scope includes: a) Participation in Coordination Meetings and Review of third party cost estimate b) Preparation of Mechanical and Electrical Design Documents c) Structural Engineering Third Party Review of Footing and Foundation Plans and PEMB Specification 3) Submittals include: a) 35% Design - Drawings, Design Narrative, and Code Analysis 4) Cost Estimating will be provided by others. CRW Engineering Group, LLC 181 Page 1 of 1 Date: 2/22/2023 4103 Minnesota Drive Anchorage, AK 99503 P: 907.561.1653 F: 907.562.0420 mail@hmsalaska.com Fee Proposal Prepared For: R&M Consultants, Inc. 9101 Vanguard Drive Anchorage, Alaska 99507 Attn: Don Porter Project: Public Works Building Location: Seward, Alaska DATE 2/21 /2023 FEE PROPOSAL NO. P22-12-06 (Rev. 1) HMS PROJECT NO. 22148 1. Project Description and Service Provide a 35% construction cost estimate for an approximately 25,000 SF public works building. The estimate will be in Uniformat Elemental Categories and priced for construction in summer 2023. 2. Fee Breakdown and Schedule (T&E Not -to -Exceed) 35% Design Estimate $ 8,894.00 Within (12) Full Working Days The above fee does not include preparation of additive bid items or alternates. See 3. Terms below. Allow the above full working days to provide the proposed services. Time for task completion will begin following receipt of all available design information for that particular phase. Please note the above durations exclude weekends, holidays and partial days. Please give two weeks advance notice for commencing each phase of work. 3. Terms Deliverable: HMS Inc. will provide a copy of our estimate via email in a PDF file format or in Excel, if necessary. Should a hard copy of the estimate be necessary, at your request, a bound or loose copy will be provided to you. Drawings: Architect/Engineer shall provide HMS Inc. with full size, correct scale drawings, along with an electronic set (PDF format preferred). Should these not be provided, it may be necessary to increase our fee proposal and add additional days to complete our work. Should it be necessary, HMS Inc. has the capability to print one or two drawings, however, depending on the quantity, an additional charge may be added at $4.00/sheet. Additive Bid Items or Alternates: Our fee proposal does not include preparing estimates for additive bid items or alternates (except those included in Section 2 Fee Breakdown) that require re -measurement of work items included in the Base Bid cost estimate. We reserve the right to renegotiate our fee should alternates become necessary beyond one or two minor alternates or additive bid items. Page $' of 3 4103 Minnesota Drive Anchorage, AK 99503 P: 907.561.1653 F: 907.562.0420 INC. mail@hmsalaska.com 3. Terms (Continued) DATE 2/21/2023 FEE PROPOSAL NO. P22-12-06 (Rev. 1) HMS PROJECT NO. 22148 Reimbursable Expenses: This fee proposal does not provide for long distance phone calls, site visits, meetings with the owner, or any other unforeseen expenses unless listed in Section 2. Fee Breakdown. Any such items, if required, will be charged on a time -and -expense basis at our current rate schedule. Penalty/Bonus Condition: This proposal is made on the understanding that we will not be entering into an agreement with the client that includes a penalty/bonus condition dependent on the outcome of the bid. Should such a clause be required, we reserve the right to modify our proposal or possibly withdraw from the project. Additional Insured: Any requirements to name additional insureds on our insurance policies may be subject to additional fees should fees be added to our policy by our carrier. Payment Terms: Payment shall be made within (45) days of invoice date. Delayed payment beyond that period is subject to a 1.5% fee per month. Expiration Date: This fee proposal is valid for (6) months from the date of issue. HMS Inc. reserves the right to adjust the fee to incorporate the current years rates after the (6) month period. Change in Scope: Should the project scope or format change, HMS Inc. reserves the right to modify this proposal. Written approval for work on increased scope items prior to proceeding with additional work will be required. Notice to Proceed: Designer/owner will provide written notice to proceed. Delivery of documents is not considered a notice to proceed. Prepared By: Kent Gamble, Principal KG/km Page82� of 3 INC. 4103 Minnesota Drive Anchorage, AK 99503 P: 907.561.1653 F: 907.562.0420 mail@hmsalaska.com Project: Public Works Building FEE BREAKDOWN (2022 SCHEDULE OF RATES) DATE 2/21/2023 FEE PROPOSAL NO. P22-12-06 (Rev. 1) HMS PROJECT NO. 22148 A/E Firm: R&M Consultants, Inc. Location: Seward, Alaska Prepared By: Kent Gamble, Principal Total Total Discipline Rate Hours Subtotal Hours Fee 35% Design Estimate: Estimator V 183.00 x 4 = 732.00 Estimator IV 159.00 x 18 = 2,862.00 Estimator III 149.00 x 15 = 2,235.00 Estimator II 127.00 x 15 = 1,905.00 Estimator I 86.00 x 8 = 688.00 Office Support II 86.00 x 4 = 344.00 Office Support I 64.00 x 2 = 128.00 Total 35% Design Estimate: 66 Hours $ 8,894.00 TOTAL: 66 Hours $ 8,894.00 4 Page8 3 of 3