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HomeMy WebLinkAbout07222008 City Council Special Meeting PacketSeward City Council Agenda Packet Special City Council Meeting July 22, 2008 City Council Chambers Beginning at 7: OD p. m. The City of Seward, Alaska Special City Council Meetin July 22, 2008 7:00 p.m. Council Chambers Clark Corbridge Mayor Term Expires 2009 Willard Dunham Council Member Term Expires 2008 Robert Valdatta Council Member Term Expires 2009 Tom Smith Council Member Term Expires 2009 Betsy Kellar Council Member Term Expires 2009 Jean Bardarson Council Member Term Expires 2008 Linda Amberg Council Member Term Expires 2008 Phillip Oates City Manager Jean Lewis City Clerk Cheryl Brooking City Attorney 1. Call to order 2. Pledge of allegiance 3. Roll call 4. Citizens' comments on any subject except those items scheduled for public hearing. [Those who have signed in will be given the first opportunity to speak. Time is limited to 2 minutes per speaker and 30 minutes total time for this agenda item.] 5. Approval of agenda 6. New Business 1. Resolution 2008-068, Authorizing A Change Order To The Contract With Architects Alaska, For The Purpose Of Value Engineering The Long-Term Care Facility Project To Reduce Project Costs By More Than $2.2 Million And Modifying Project Plans To Conform With V/E Changes, In An Amount Not To Exceed $125,000, And Appropriating Funds 7. Council comment 8. Citizens' comments 9. Council and administration response to citizens' comments 10. Adjournment City of Seward, Alaska Council Agenda July 22, 2008 SEWARD CITY COUNCIL NOTICE OF SPECIAL MEETING July 22, 2008 NOTICE IS HEREBY GIVEN that the Seward City Council will conduct a special meeting on the following items of business on July 22, 2008. Resolution 2008-068, Authorizing A Change Order To The Contract With Architects Alaska, For The Purpose Of Value Engineering The Long-Term Care Facility Project To Reduce Project Costs By More Than $2.2 Million And Modifying Project Plans To Conform With V/E Changes, In An Amount Not To Exceed $125,000, And Appropriating Funds The special meeting will commence at 7:00 p.m., or as soon thereafter as business permits, in the City Council Chambers, City Hall, 410 Adams Street, Seward. All interested persons are invited to attend the meeting and participate in the discussion; or, written comments may be sent to the City of Seward, c/o City Clerk, PO Box 167, Seward, AK 99664, or e-mailed to clerk@cityofseward.net. POSTED: Monday, July 21, 2008 at Noon City Hall Bulletin Board U.S. Post Office Harbormaster's Office Cablevision SPECIAL MEETING REQUEST Pursuant to Seward City Code 2.10.030 (2), this is to serve as the written notice calling a Special Council Meeting for the purpose of: Resolution 2008-068, Authorizing A Change Order To The Contract With Architects Alaska, For The Purpose Of Value Engineering The Long-Term Care Facility Project To Reduce Project Costs By More Than $2.2 Million And Modifying Project Plans To Conform With V/E Changes, In An Amount Not To Exceed $125,000, And Appropriating Funds. Signed this 21St day of July, 2008. Mayor City Manager 2 Council Members Upon this request the City Clerk will give due and proper notice as required by SCC 2.10.032 ~ ~° (No business shall be transacted other than stated above.) Sponsored by: Oates CITY OF SEWARD, ALASKA RESOLUTION 2008- (o~ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING A CHANGE ORDER TO THE CONTRACT WITH ARCHITECTS ALASKA FOR THE PURPOSE OF VALUE ENGINEERING THE LONGTERM CARE FACILITY PROJECT TO REDUCE PROJECT COSTS BY MORE THAN $2.2 MILLION AND MODIFYING PROJECT PLANS TO CONFORM WITH V/E CHANGES, IN AN AMOUNT NOT TO EXCEED $125,000, AND APPROPRIATING FUNDS WHEREAS, the Seward City Council authorized Resolution 2005-131 on November 28, 2005, approving a contract with Architects Alaska to design the long-term care facility ("LTC") in the amount of $1.2 million; and WHEREAS, on June 26, 2006, Council authorized Resolution 2006-77 appropriating an additional $220,000 for on-site redesign of the LTC based on the relocation of the facility to the Afognak Acres site, including redesign of utilities, foundations, general and detailed site surveys, geotechnical investigations, replatting, and other similar costs associated with the second identified project site; and WHEREAS, on July 9, 2007, Council authorized Resolution 2007-063 appropriating an additional $584,000 to provide on-site construction management services for the construction-phase of the LTC project ($330,000), plus $254,000 in additional on-site redesign services based on relocation of the facility to the final Fort Raymond Subdivision site; and WHEREAS, the City has engaged Architects Alaska to assist in value engineering the LTC project cost down by more than $2.2 million, which requires sub-contractor assistance to re-engineer the buildings and produce conforming sets of plans to direct construction according to the value-engineered project, with the total cost of this process being approximately $125,000, including a 20% contingency. This brings the total authorized contract amount to $2,129,000. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. The City Council hereby authorizes an amendment to the contract with Architects Alaska in the amount of $125,000, and appropriates funds in the amount of $125,000 from the long-term care facility bond proceeds. Section 2. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the city of Seward, Alaska, this 22nd day of July, 2008. Council Agenda Statement Meeting Date: July 22, 2008 Through: Kirsten Vesel, Assistant City Manager From: Kristin Erchinger, Finance Director~~j Agenda Item: Contract amendment with Architects Alaska to accept Value/Engineering and conformed drawings proposal BACKGROUND & JUSTIFICATION Over the past two months, members of the staff have worked together with Architects Alaska and UNIT Company, to value engineer ("V/E") the long-term care facility project costs to achieve significant cost savings. To date, we have been able to shave more than $2.2 million off the initial project bid, and we hope to achieve further nominal cost efficiencies going forward. The process of value engineering takes considerable time because itinvolves aback-and-forth iterative process of discussion with contractors, research and bids from sub-contractors, review by engineers, evaluation by City staff and architects, and acceptance or rejection ofvarious alternative materials and means to construct the project. At this point, it is necessary to finalize the bulk of the value engineering process in order to engage the engineering contractors in the final production of a conforming set of plans, which reflects a new set of updated plans incorporating all of the modifications made during the V/E process. The timing of this task is critical because contractors and sub-contractors require the conformed set of plans in order to begin construction of the residences. To wait until the next regularly scheduled Council meeting to bring this forward would result in an approximate 3-week delay in finalizing the conformed drawings, with potential costly impacts to the contractors and the City. CONSISTENCY CHECKLIST: Where applicable, this Resolution is consistent with the Seward City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures. Other: FISCAL NOTE The City of Seward has issued $27 million in revenue bonds through the Alaska Municipal Bond Bank for this project. This amendment brings the total authorized contract for Architects Alaska to $2,129,000, which represents approximately 9.7% of the total construction cost. Architect and engineering services are generally considered to average around 15% of a prof ect's construction costs. Approved by Finance: RECOMMENDATION City Council approve a contract amendment with Architects Alaska in an amount not to exceed $125,000, and appropriate funds. ~Alaskrcha~tects July 15, 2008 City of Seward City Clerk Office PO Box 167 Seward, Alaska 99664 Subject: Seward Long Term Care Facility Attention: Ms. Kris Erchinger Finance Director Dear Kris: As discussed we have prepared a fee proposal for the Value Engineering efforts and to prepare Conforming Documents incorporating all of the modifications required to address the accepted VE items and the addendum items within Addendum 1-4. This effort also includes incorporating the modifications within the Mirrored House Plans for House #4. SCOPE OF SERVICES: Conduct the necessary Value Engineering to assist in the reduction of the Construction Scope of Work. Modify Vol-1 Site Work Drawings, Vol-2 Commons Building Drawings, and Vol-3 Resident Housing Drawing (and Mirrored House Drawing) to incorporate the accepted Value Engineering items (Substitution Request - SRs) and Addendum items as addressed in Addendum #1-4). FEE PROPOSAL: VE efforts and Drawing Modifications $ 98,750 Reimbursable Expense: Cost for reproduction of drawings sets shall be reimbursed at cost plus teri percent. If you have any questions, please contact me. Arrhitccta Alaska,l~ 9100 W. 3th Ave. Suite 403 Ancharag~ Alaska 99301-2029 907.272.3567 907.277.1732 frix arrhitectsalaska.com l91 F.. Sxrxsnsan Aue. Suite 203 Wasilla, AlaslEa 996547025 907.373.7503 907.376.3166 fax Fee Calculation Worksheet Architects AIas~Eu . an /uaakan corporation Seward LTC Facility Date: e City of Seward ~ ! ~ f Seward Alaska Job No. 05044.09 Phase I Site Concept Design Architectural Labor Fse c ~ ~ c ~ Z ~~ Ta ~ i4 ~ 1:'i ~ v r ~ >;"i 1+i ~ m v 'A 7ri ~ ~ ti v ~ r~ ~ ~ ' ~ ~ g 'cal d~ v a~i ~~ ~y :: o ~ z~= m'c ~ c y , ~_ c c oa i2 =c E a E P _ ~ ~ ~ ~ ~ m ~ ~ E Task No. Task Descri n a n . n . venerar 1.1 Addendum Evaluation 1.1.01 SRs Revaluation 2.0.00 Volume 2 - Commoru 2.0.01 General 2.0.02 Floor Plan 2.0.03 Reflected Clg Plan 2.0.04 Roof Plan 2.0.05 Wall Sections 2.0.06 Interior Elevations 2.0.07 Exterior Deta~s 2.0.08 Door Schedule 2.0.09 Room Firush Schedule 2.0.10 Interior Details 2.0.11 Interior Wmdow Details 2.0.12 ConsuRant Coordination 2.0.13 Quality Control 3.0.00 Volume S- Resident 3.0.01 General 3.0.02 Floor Plan 3.0.03 Reflected Clg Plan 3.0.04 Exterior Elevations 3.0.05 Wall Sections 3.0.06 Interior Elevations 3.0.07 Exterior Details 3.0.08 Door Schedule 3.0.09 Window Schedule/Details 3.0.10 Room Finish Schedule 3.0.11 Interior Casework 3.0.12 ConsuRant Coordination 3.0.13 Quality Control 4.0.00 Volume 3- Resident 4.0.01 VE Process 2.0.04 Final Concept Development Total Hours Architectural Labor Fee 2.00 2 31.00 4.00 7c~7.VV ~ - ~ ~ IG7,:JO.7 i - i ~ ~ i i - 1 - 238.00 Hours S 33,310 Page 1 Calcu~a~°u W°rksheet Fee ~ Relm~nabls ExPe~es phase ~ pr[nUn9 ~ors4~ PrS~tg~ ?raYel Co~'uaS,~Ptia"° Caur~ Mark-uP Subtutat ' ExPe~~ for the ptrase ' ~~ultautFeas Phase Oi~~ EnDesi9n North M~lec~ En9i~r Oust Esticr'ator Ma~~p S 1.00 1.50 200 Sheets C~ S 5.00 S p Sheets ts3 0 S~~ ~ ~ 0.10 p sen X is X 0 ~ 335 3 0 nAiles ~ $ ~ 20.00 X Pe°pie 0 flays ~ s 20.00 ° pates ~ s so.oo 5°l0 S 172 5 45,3 s p~ s page 2 ~, 2pp.00 S ' S - ~ ' s ' S ~ gp,00 ~ 13.00 ~ 273.00 Fees for th-s phase $ 65.190 Suet . Oonsultant 9g 763 ~ItS pNA•SE INCLUDING ~pENgES Su6~°SAL - ~E FOR CML ENGINEERING FEE ESTIMATE PROJECT .Lon Ternn;Care;Fa~ili -<Site'3 EEI PROPOSAL No: 08-070$ LOCATION .Seward, Alaska FEE ESTIMATE: `se`_ CLIENT Att~iteds Alaska;` DATE: 111u1-08 DESIGN PHASE SERVICES MILESTONE 1: ~ Fee = MILESTONE 2: Fee = MILESTONE 3: Re-deli n for VE Substitution>Re nests Fee = $9 330 MILESTONE 4: Confa~ned: Drawin s Fee = $3;320 MILESTONE 5: Fee = Lump Sum Fee -. $12;654 ENTERPRISE ENGNEERING INC. File Seward LTCF-Site 3-Conformed Dwgs Fee.xls 7/11/2008 Page 1 Fee Summary Seward Lon Term Care Facili Fee Pro osal for Value En ineerin ,Conformed Draws ns, and Construction Administration, to date. Land Desi n North Date: Ju 8, 2008 Land D®si n North Candace a Architecture Princi al Assoc L.A. LA 11 Ex nses Totals VALU E ENGI EEWNG EXERCISE $182.00 $128.00 $8$.00 RFI for Walls, Ro-desi nand coordination with 0.5 10 1 $250.00 Anchors a Sand and Gravel and Landsca e Cbnt~eictor Value En ineerin ,tin =.Ch es an . Meetin s 4 _ 5 14 u - Hours. "~"~_,:.._~ Sub-Tatatl::~ tai... , ,. ._-. ~- , : . $29.40 ` '$1,890:00 .;. $813.50 $250.00 $3 782.5 CON F017MED DRAWINQ SET Pre are Conformed Draws ns 1 4 24 Sub-Total Hours 1 4 24 Sub Total Costs $162.00 $504.00 $1 512.00 $0.00 $2 178.0 CdN STi~UCTION ADMINISTRATION (70.DA7E) 1 Man-Tri to Seward Mike S ackman $900.00 Establish Limits of Ciearin Coirilination and Res onse 1.b 1 Sub-Total Hours :. 1.5 1 0 wr. Sub-Total Coats ~~~`~ $243.00 ai26.00 $0.00 $900.00 $1,268.00 Total $7,229:5 Page 1 @t1+ Mark. Kneedler Architects Alaska ~t14'~ 5th Ave Suite 403 Arichzrrsge 99sQT ICE. Servard Long Tenn Caro Faoilty (0531;4 ~[~BJ: £;onfornxed.:DocumentF~e Pr®posal (Revse~t) I?ear A4anlC: ~~rl~r l4, 2408' via email T`hanl~ y~ for pia request: to subtni~C s fee proposal for g:dditibnai services to provide Confa~rmed l7octtments for the above pra,~ect. Dur. understanding of what is desired follQVVS: • Eri~neern~ &- design services. to conform. the Baddin~ Drawings to troorporate bidding addenda, RFI's,'and ~ accepted Substitution Requests. ~SRs~:fi~om the recent`"~lalue $nginee :.ring" process. • This;proposal includes our~eff`orts already exponded to assist the ~fJv~mer in the "'~alua Engineering" ~racess. • As yap, -are. aware, ~rve wera nsttucted last Iwlaroh to produce ".Mirrored ;House" drawings for construction of I~esid~nce House ~#4, which .complete whee we wcre instructed to.suspend work pend'ing` completion of the ""Value Lngineeri~ng~' p[iase~ 'This proposal also incliid'es additional effort to conl~rn~ the "i~iirrorecl House"., pelverakilss gill lnclnde ~1ectroaic trat~smrttal: o~the revised drsv~in~g sets (Vdlumes 1, 2 and 3) in full: size pd.~format. We will pr©vide review sets prior to tl~e: i"nal. sit if desired. • l~e~isloris to fhe ~pe~fiastians ~re',nat desired. We will provide these services on a' Lump Sum.~+'Yixed Fee (`L$~p.} Gasis es sumrnatized. belor~v value Engineering Assistance, -efforts ttr date, $.1t1,$92SU Cdrtfcrrined;L~ocuments Cc~~f~rn' reed h~liTrored House Total Fees $3(3,4tT434U 3 849.Q0 $4523~~Stl If-you: hake any questc~rtss or if we need to rexrse our ~riderstainding of the.seape, please~calt at dour convenience: &neerely~, A.MC FNGIN~BIt4S T)a~vid:Crews, P.E.GCS Principal >~echartcat Ex~ginee~r Xs\053`14 S>rWCR}i~'W.PM~ees:Scopel0$0711 ARerBid~castre~nctionlE,t3~1E 08Q'1~:9 Conformed Documents.Rsvl;doc ~etsbraUr~~ ~~ ~f4a~ [~i~i-2o~s banns, M+~gan#haler acrd Company, Inc. 7O [ Ea~3# Tud'or`R'~ad • wits ~~5d y, ~citar~c~e, ~rt~ 99~(i3 f$x 9~t7~7257-9 ~ 9 I • in f o~amc~enginesrscont • phone 80~-35T-91 Q