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Contract Amendment with Kappe Architects for GaragesAGENDAITEM MEETING DATE: January 14, 2020 TO: Honorable Mayor and Council Members FROM: Scott Mathot, Associate EngineersM 1]Q W SUBJECT: Contract Amendment with Kappe Architects for Public Service Center Garages (C1609) APPROVED BY Jeff Loux, Town Manager RECOMMENDATION: Authorize the Town Manager to amend the existing Kappe Architects design contract for the Public Service Center Garages (C1609) project in the amount of $21,000 for a total not to exceed contract amount of $403,422. DISCUSSION: On March 26, 2019, Town Council directed staff to pursue value engineering and/or scope reductions to reduce the overall project costs for the Public Service Center Garages (C1609), as well as evaluate opportunities for reduction in non-renewable energy reliance. At that time, Council also authorized staff to amend the existing Kappe Architects design contract by up to $50,000 (total not to exceed amount of $382,422) for coordination and design consultation during the value engineering and energy system review process. The value engineering process to date has reduced the construction contract with McCuen Construction (original contract amount $12,878,653) by approximately $850,000. During the value engineering process (June to November), the Kappe Architects team provided the design and coordination efforts on behalf of the Town, which included the architectural; structural; mechanical, electrical, plumbing (MEP); and civil design teams. A brief summary of the work performed is: • Design team coordination with quality control of two full drawing sets (north and south buildings). • Plans and specifications for all value engineering modifications to the proposed north and south buildings, which included aesthetic, structural, energy system, MEP, and civil components. • Response to Requests for Information from McCuen's metal building manufacturer. • Final coordination of drawing sets. The original $50,000 value engineering budget amendment was established prior to initiating the value engineering effort, and before the full scope of the value engineering opportunities were Town Council Staff Report Page 1 of 2 AGENDA ITEM known. As the value engineering process progressed, additional value engineering items were identified, which increased the amount of design coordination necessary to complete the value engineering effort. This included additional time for coordination, research of several local and state building codes, and information requests from the metal building manufacturer. The actual costs associated with the value engineering process were $71,000, which is $21,000 over the previous amendment amount. To fund the additional contract expenses, staff recommends that Council approve an amendment to the existing consultant design contract to increase the Kappe Architects contract by $21,000 for a total not to exceed contract amount of $403,422. To note, the Town also has a contract with Kappe for construction support services. The additional funds requested for value engineering are not related to the construction services contract. FISCAL IMPACT: Approval of the staff recommendation would authorize an additional $21,000 for a total design contract expenditure of up to $403,422. No amendment to the project budget (C1609) is recommended at this time because the construction contract savings from the value engineering effort will more than offset the design contract amendment. PUBLIC COMMUNICATIONS: None other than this Council Meeting. ATTACHMENTS: Attachment A: Kappe Architects — Value Engineering Additional Service Request Town Council Staff Report Page 2 of 2 ATTACHMENT A 801 ❑ Street, San Rafael, CA 94901 T: 415.457.7801 Mr. Scott Mathot, Mr. Dan Wilkins November 18, 2019 Town of Truckee 10183 Truckee Airport Rd. Truckee, CA 96161 Re: Value Engineering ADDITIONAL SERVICE REQUEST The VE assignment on the two Conformed Sets has been completed and you are now in possession of both drawing sets. None of the work listed below had anything to do with the permit review comments which we had completed at our cost previous to the VE effort. These hours also do not include the Construction Phase services which are in progress. We started our VE work in June and completed our VE work on November 12, 2019 with the submittal of the North Building Conformed Set. We spent the following hours listed below which included extended team coordination and quality control efforts, the discussion of and phone calls about the expansion joint design by the metal building manufacturer, elevator research and drawing modifications, gas meter shed coordination with civil engineer, responding to several RFI's and final QC coordination of two separate drawing sets. Below are the types of tasks that were involved in the Kappe Architects' V.E. effort for Truckee: Base sheet updates for team members: Elevations/Floorplans/RCP/Section Cuts/Roof Plans, sent out and re -sent multiple times Base sheet creation: Additional section cut for mechanical for use with the North Building QC on team drawings: quite a few hours here, making sure drawings were consistent Coordination w/ team engineers: coordinating changes due to V.E. changes, many passes, multiple contacts for updates Updates to details: Removal of sub -foundation insulation/V.E. changes to details Coordinating Metal Building Manufacturer's changes, how they affect egress/connection details/flashing/floorplans/sections • Expansion Joint • Column placement within storage areas • Connection to existing building (North Building) • Egress Staircase structural column locations PDF creation/binding/sending Kappe Architects Additional Service Request, VE services 11-18-19.doc Additional Hours Proposal for effort dedicated to VE work and the compiling of two Conformed Sets of drawings: Team coordination: 16 additional hours at $170/hour and 30 additional hours at $105/hour Quality Control of two full team drawing sets: 5 hours at $170/hour and 25 additional hours at $105/hour Additional phone conferences: 6 hours at $170/hour Expansion joint research and review of drawings, coordination with team members: 4 hours at $170/hour and 16 additional hours at $105/hour Elevator research and drawing modifications: 4 hours at $170/hour with 12 additional hours at $105/hour Gas Meter Shed coordination: 2 hours at $170/hour with an additional 6 hours at $105/hour RFI's from MBM: number 9 South building, elevator 3 hours at $170/hour with an additional 8 hours at $105/hour Final coordination of drawing set: 4 hours at $170/hour with 25 hours at $105/hour. TOTAL ADDITIONAL HOURS FOR VALUE ENGINEERING, KAPPE ARCHITECTS: 44 hours at $170/hour= $7,480 122 hours at $105/hour= $12,810 TOTAL KAPPE ARCHITECTS ADDITIONAL SERVICE REQUEST TO COVER THE WORK NEEDED to complete all VE assignments and two Conformed Sets: $20,290 Thank you for your consideration. This VE effort has been a moving target and I hope that it has been beneficial to the Town. As always, we are committed to the successful completion of this project. If this proposal meets with your approval, please sign and return a copy. If you have any questions, please feel free to call. Thank you, f — Ron Kappe Kappe Architects Name Kappe Architects Additional Service Request, VE services 11-18-19.doc Date