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HomeMy WebLinkAbout20071001 - VIII-C-2 TKDA VIII-C-2 ENGINEERS. ARCHITEClS . PLANNERS 444 Cedar Street. Suite 1500 Saint Paul, MN 55101-2140 (651) 292-4400 (651) 292-0083 Fax www.tkda.com September 25, 2007 Mr. David Osberg Hastings City Administrator to 1 - 4th Street East Hastings, Minnesota 55003-1955 Re: Supplemental Agreement No.3 for Architectural and Engineering Services Final Design, Bidding, and Construction Phase Services City Hall Lobby Renovation and Public Works Administration Expansion TKDA Project No. 0013725.000 Dear Mr. Osberg: Pursuant to communications with you, we propose to provide additional Architectural and Engineering services for Bidding and Construction Phase Services in connection with: · Renovation of City Hall's First Floor Main Lobby (drawings completed and ready for bidding) · Administrative Addition to Public Works Building (construction contract awarded) ~ Lunch Room Alterations to Public Works Building (bidding) And also to provide additional Architectural and Engineering services for Final Design Services in connection with: · Emergency Generator for Police and City Hall AU four parts above are collectively hereinafter referred to as the Project. A separate set of Construction Documents has been prepared for the three building Project parts. During the Construction Phase of the Public Works Project part, the mechanical HV AC system will be redesigned for a Heat Recovery System, as well as minor miscellaneous changes as requested. The Emergency Generator Project part will have drawings and bid documents prepared for bidding under this Supplemental Agreement No.3. A budget for the two Public Works Project parts has been established at $2.2 million dollars (including professional fees. This does not include the City Hall Lobby (at $339,000) or the Emergency Generator work. An Employee Owned Company Promoting Affirmative Action and Equal Opportunity Mr. David Osberg City of Hastings Supplemental Agreement No.3 for Architectural and Engineering Services Final Design, Bidding, and Construction Phase Services City Hall 1st Floor Renovation and Public Works Administration Renovation/Expansion September 25, 2007 Page 2 This Supplemental Agreement No.3 is for Bidding and Construction Phase Services for three of the Project parts and Final Design of the Emergency Generator Project part. This Supplemental Agreement No.3, made and entered into as ofthe date formalized at the end of this Agreement, amends the original Agreement dated August 4,2006, as modified by Supplemental Agreement No. I dated March 21, 2007, and Supplemental Agreement No.2 dated July 16, 2007, for the Project as hereinafter stated. I. Add the following new Tasks to SECTION II - SERVICES TO BE PROVIDED BY TKDA: "M. FINAL DESIGN - EMERGENCY GENERATOR FOR POLICE AND CITY HALL l. Meet with the OWNER to review preliminary design materials for the emergency power requirements and opinion of probable costs. 2. Prepare final design drawings and specifications. 3. Meet with the OWNER to review final construction documents and make minor revisions based on review comments. 4. Reproduce three sets of signed documents and deliver to the OWNER for their use in soliciting bids. N. BIDDING PHASE - PUBLIC WORKS AND CITY HALL I. Consult with and advise the OWNER and act as the OWNER'S Representative as provided in the Contract Documents. 2. Distribute all bid documents from TKDA'S St. Paul office. 3. Submit documents for code review, MCES for WAC/SAC review and Department of Labor and Industry for plumbing review (Department of Health). 4. Respond to review comments and revise drawings as required. 5. .... .:>. Attend and assist the OWNER with conducting a pre-bid conference with prospective bidders and assist the OWNER in evaluation of bids received. 6. Provide clarification and issue any addenda during the bidding period. 7. Prepare bid tabulation sheet and attend bid opening at City Hall. 8. Evaluate bids and provide a written recommendation regarding award of bid. CONSTRUCTION PHASE - PUBLIC WORKS AND CITY HALL I. Prepare AlA contracts for construction. 2. Attend and assist the OWNER with a pre-construction conference to be attended by the contractor, the OWNER, and others as may be requested by the OWNER. Attend progress meetings during construction with the OWNER and the contractor. Eight meetings are anticipated for the Public Works Expansion Project part. Two meetings each are anticipated for the other two Project parts. Make visits to the site at intervals appropriate to the various stages of construction to observe the progress and quality of the executed work of the contractor and to determine, in general, if such work is proceeding in accordance O. 4. Mr. David Osberg City of Hastings Supplemental Agreement No.3 for Architectural and Engineering Services Final Design, Bidding, and Construction Phase Services City Hall 1st Floor Renovation and Public Works Administration Renovation/Expansion September 25, 2007 Page 3 with the Contract Documents. Eight visits are anticipated for Public Works Expansion Project part. Two visits each are anticipated for the other two Project parts. 5. Serve as liaison with the contractor(s), working principally through the contractor's superintendent. Issue all instructions of the OWNER to the contractor, issue necessary interpretations and clarifications of the Contract Documents and in connection therewith, prepare change orders and work orders for minor extra work as required; have authority, as the OWNER'S representative, to require special inspection or testing of the work. 6. Review, record, and approve (or take other appropriate action with respect to) Shop Drawings (as that term is defined in the Contract Documents), but only for conformance with the design concept of the Project and compliance with the information given in the Contract Documents. Advise the OWNER and the contractor or its superintendent immediately of the commencement of any work requiring a Shop Drawing or sample submission if the submission has not been approved. 7. Maintain, at TKDA'S offices, orderly files for correspondence, reports of job conferences, Shop Drawings and sample submissions, reproductions of original Contract Documents including aU addenda, change orders, work orders, Supplemental Agreements, field orders, additional drawings issued subsequent to the execution of the Contract, the OWNER'S clarifications and interpretations of the Contract Documents, progress reports, material testing and certification documentation, and other Project-related documents. 8. Report to the OWNER whenever it appears that any work is unsatisfactory, faulty, or defective, or does not conform to the Contract Documents, or does not meet the requirements of any inspections, tests, or approval required to be made or has been damaged prior to final payment; and advise the OWNER when any work should be corrected or rejected, should be uncovered for observation, or requires special testing, inspection, or approval. 9. Based on TKDA'S on-site observations, determine payments to the contractor in such amounts as is appropriate; such recommendations of payment will constitute a representation to the OWNER, based on such observations and review, that the work has progressed to the point indicated, and that, to the best ofTKDA'S knowledge, information and belief, the quality of such work is in accordance with the Contract Documents. 10. Conduct a final inspection to determine if the work appears to have been completed in accordance with the Contract Documents and if the contractor has fulfilled all of his obligations there under. II. Review and process contractor's application for final payment and recommend, in writing, final payment to the contractor, giving written notice to the OWNER and the contractor that the work is acceptable (subject to any conditions therein expressed). Mr. David Osberg City of Hastings Supplemental Agreement No.3 for Architectural and Engineering Services Final Design, Bidding, and Construction Phase Services City Hall 1st Floor Renovation and Public Works Administration RenovationlExpansion September 25, 2007 Page 4 12. TKDA shall not have control or charge of and shall not be responsible for construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with the Work, for acts or omissions of the contractor, Subcontractors or any other persons performing any of the Work, or for the failure of any of them to carry out the Work in accordance with the Contract Documents." II. Under SECTION V - PERIOD OF SERVICE, the completion of services shall be extended an additional one year beyond the effective date (date authorized by the OWNER) of this Supplemental Agreement No.3. III. Under SECTION VI - COMPENSATION, replace with the following: "Compensation to TKDA for services provided under SECTION II shall be on an Hourly Rate basis as described in Article 3 of the General Provisions as follows. The fee shown for each phase is provided for information only and shall not be interpreted as a limiting factor for that phase, rather the total not to exceed amount is the limiting factor. Original Agreement Supplemental Agreement No. I Design Development Supplemental Agreement No.2 Construction Documents Supplemental Agreement No.3 Final Design, Bidding, and Construction AGREEMENT TOTAL (NOT TO EXCEED) $ 8,400 42,600 117,000 132,000 $300,000" We thank you for the opportunity to submit this Supplemental Agreement No.3 and are willing that this letter constitutes a supplement to our original Agreement upon its signature by an authorized official of the City of Hastings and the return of a signed copy to us. Sincerely, Vincent T. Montgomery, P.E. President Dean A. Johnson, AlA, CSI Architectural Group Manager ACCEPTED FOR THE CITY OF HASTINGS, MINNESOTA By Title Date VTM:DAJ:adh