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Home My WebLink Aboutresolution.council.009-13 RESOLUTION #1 (Series of 2013) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN, COLORADO, APPROVING A CONTRACT BETWEEN THE CITY OF ASPEN AND RIDER LEVETT BUCKNALL AUTHORIZING THE CITY MANAGER TO EXECUTE SAID CONTRACT ON BEHALF OF THE CITY OF ASPEN, COLORADO. WHEREAS, there has been submitted to the City Council a contract for owner's agent project management services in 2013 for the remaining Burlingame Phase IIA access/infrastructure (AI) construction as well as the vertical construction of buildings 1-4, between the City of Aspen and Rider Levett Bucknall, a true and accurate copy of which is attached hereto as Exhibit l; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ASPEN, COLORADO, That the City Council of the City of Aspen hereby approves that Contract for owner's agent project management services in 2013 for the remaining Burlingame Phase IIA access/infrastructure (AI) construction as well as the vertical construction of buildings 1-4, between the City of Aspen and Rider Levett Bucknall, a copy of which is annexed hereto and incorporated herein, and does hereby authorize the City Manager to execute said agreement on behalf of the City of Aspen. INTRODUCED, READ AND ADOPTED by the City Council of the City of Aspen on the 14`h day of January, 2013. Michael C. Ireland, Mayors, �..�s-AJ1 I, Kathryn S. Koch, duly appointed and acting City Clerk do certify that the foregoing is a true and accurate copy of that resolution adopted by the City Council of the City of Aspen, Colorado, at a meeting held, January 14, 2013. --) A�K= K n S. Koch, City Clerk EXHIBIT 1 RLB r i s � 3 , 5t.hY i 4. �. 4 r „t % �.1�_ f. t'91 1675 Larimer Street Suite 470 Denver,Colorado 80202 T:+720 904 1480 December 26, 2012 Mr Chris Everson email: chris.everson @ci.aspen.Co.us Affordable Housing Project Manager City of Aspen 130 South Galena St Aspen, CO 81611 BURLINGAME RANCH PHASE II RLB AMENDMENT 7—2013 CONSTRUCTION ADMINISTRATION Dear Chris, Since Rider Levett Bucknall commenced work on Burlingame Ranch Phase II, we have appreciated the opportunity to be involved with the planning, design and construction for this important City of Aspen project. We are confident that the IPD team's efforts, well informed by the extensive public outreach program, have contributed to a design that achieves a balance between many competing interests and will deliver a fantastic community. We are excited that Aspen City Council gave the green light for the 2013 budget which included the Haselden 48 unit Building 1 to 4 GMP (dated November 2, 2012 ). As you are aware, our Amendment 4 and 5 fee proposals are for preconstruction and construction administration work for the 2012 calendar year. This proposal is to continue our preconstruction and construction administration services through the 2013 calendar year for the first of the vertical phases. Please refer to Exhibit A for excerpts from our original proposal and the A295 Contract we are currently working under. RLB confirms that we understand the scope of work per Exhibit A and that we will continue working as an extension of the City of Aspen to enable the completion of the Phase Ila Access Infrastructure Package and integration of the Phase Ila.i 2013 Buildings 1 to 4 vertical package with the target date of completion of Buildings 1 and 2 in late November/early December to meet CoA sales objectives. Given the current project phasing, RLB will also assist the City to meet 2014 planning goals for the construction award and budget approval for Buildings 5 to 7. As such, we see that in parallel with construction administration we will carry out pre-construction services including: • Oversight of the Phase Ila.i Building Permit process • Finalization of the Development Agreement, Plat and PUD set in conjunction with the Phase II a.i Building Permit • Identification of the 2014 and beyond package scope • Long range budgeting for 2014 and beyond Page 1 of 5 F�| �� | D�� f F}U�L�l�\� DecG0ObBr26' 2O12 ��[� � ��|(]`�, [_t�\/t�[c ��~�`.yi/ Chris Everson, Affordable Housing Prge[t Manager BURLINGAME RANCH PHASE III RLB AMENDMENT 7—2013 CONSTRUCTION ADMINISTRATION • Defining Phase ||8.ii vertical GK8Pparameters • Issuing, managing bid RFPs and Reviewing the Phase Ila.ii vertical GMP and recommending to the CoAaaappropriate • Phase ||@.ii vertical A1S5GK8P addendum contract review and finalization (in conjunction vvith CoA legal counsel) • Providing oversight for the Phase ||8.ii vertical building permit prOSess— including managing revision of the Drainage report aoappropriate • Providing oversight for the Phase ||@.iiwertica| 100% drawing issuance • Assisting COAin adjusting the expense and revenue projections na|aiedtO8OypOt8ntia| p jeCt modifications due to unit category amendments and revision • Closing out design loose ends • Coordinating the City Electric design by Exponential and integrating this into the project • Aspen San District interface for the Sanitary Sewer work and associated tap fees • Recommendations and Council preparation for approvals of contracts, fee proposals and the way forward • Interfacing with gas. electric, water, TV. phone • Budget, ooshf|ovv and monthly reports PERSONELL We propose Rob Taylor will continue with the pre-construction activities. Craig Roth will be the key construction administration staff member, but both Rob and Craig will interface and onoao between pre- con and /V| as required. We wish to note that in January and Februory, Craig Roth will be quarter bnl8, ramping up to half time in March prior to the April 1. 2013 construction start on site. We feel this keeps continuity for CoA, but manages the fee level during the winter non-construction months. EXCLUSIONS Should the 2013 vertical construction work need to be re-bid to the markat, we believe that our hours for Januory. February and March will be inauffioient, and as such we would like to retain the right to review these services and level of effort with yourself. Page 2 of 5 December 28' 3O12 R B Rider- Levett B Uck naA l- Chris Evel,son, Affordable HOUsing Project Krlannger BURLINGAME RANCH PHASE 11 RILB AMENDMENT 7—2013 CONSTRUCTION ADMINISTRATION FEE Given the scope of work described above and inExhibit A, vve propose 8 fee of$428.74O including an estimate of reimbursable expenses (which will beinvoiced at cost). We understand that this will be a modification to our prior Contract and that approval is required from the City Council -which ie likely bz occur on January 14. 2O13. Given the project evolution and phasing, we have also attached a revised team responsibility matrix which we wish to finalize with CoAond the design team early in the New Year. Please let maknow if you have any questions orconcerns. Sincerely, Rob Taylor /---� L_--- Associate, BE,PsP Rider LevettBuCknaULtd Accepted: Title: Date: Page 3 of 5 December 26. 2O12 R B \| R!d�— B UCk nAl. Chris Everson, Afk}rdab|e Housing PK�eCtWaU8g8r BURLINGAME RANCH PHASE 11 RLB AMENDMENT 7—2013 CONSTRUCTION ADMINISTRATION Exhibit A Excerpt from RLB original proposal &oCoA(dated 13 November 2009) ActUvitiem— Comstructiom Phase: 1\ Oversee Construction: Manage the weekly project team meetings. Assist Aspen in achieving its objectives by actively overseeing the construction pnoCesG, monitoring progress and qu8|itv, working collaboratively with the construction team, and preparing timely, comprehensive reports to keep Aspen officials informed about the progress and any major iSSu88. 2) Manage Design and Construction Team Contract: Assist Aspen with management of the design & construction contract to assure on-schedule and on-budget completion of the scope of work outlined in the contract. 3) Manage Costa: Advise the city's project team by providing guidance related to cost impact of construction decisions. Analyze and comment on the general contractor's proposed GMP and any change order requests. Prepare budget to cost reports based on current status. Identify potential design and construction changes tD reduce costs. 4) Manage Schedule: Actively monitor, review and comment to Aspen on construction team's schedule and any outstanding issues that may impact schedule, while maintaining construction team's contractual responsibility tomeet the schedule; process and make recommendations onpayment requests and any proposed time extension requests. 5) Review Change Orders: Review and verify conformance of proposed change orders to contract document requirements and owner direction; prepare cost estimates tO confirm reasonableness of construction team's pricing. 6) Review Pay Applications: Review and verify conformance of pay applications against in-the-field progress of the job. 7) Review Construction Plan: Assist city staff with review of general contractor's plan to build the Project 8) Facilitate Stakeholder Review and Input on the Construction Plan: Assist Aspen in providing an overview of the construction plan and seeking input from city representatives, the Burlingame Ranch H{]A, building inapechore, and other interested stakeholders. Assure this input is considered by the construction team. Page 4of5 December 26, 2012 RLB . Rlde[ Levett Buckna�[ Chris Everson, Affordable Housing Project Manager BURLINGAME RANCH PHASE 11 RLB AMENDMENT 7—2013 CONSTRUCTION ADMINISTRATION Excerpt from AIA A295 2008—General Conditions of the Contract for Integrated Project Delivery § 21 CONSTRUCTION MANAGER § 2,31 The Construction Manager is the person or entity idcrilified as such in the Agreement and is referred to throughout the Contract Documents as,if singular in number.The term"Construction ManagCe'rneans the Construction Manager or the Construction Manager's authorized representative. S 2.3.2-[-he Construction Manager will not be responsible or liable for the acts or omissions of the Architcct, Contractor,or any Subcontractor,or any of their agents or employees,or any other PcrsOn performing any of the Rork. 2.3.3 The Construction Manager shall: 2.311 ReNiew all changes proposed by the Contractor.Architect or Ovmer and make recommcridiations;regarding schedule and cost implications; § 2.3.3.2 Establish and maintain a complete on-site library of all Contract Documents,approved shop drawings,and approved material samples; § 2.3.3.3 SLhcdule and conduct job meetings to be attended by the Contractor and representatives of the Owner and Architect to discuss such matters as procedures,progress,problems and scheduling. Construction Manager shall prepare and distribute minutes of such meetings. § 2.3.4 The Construction Manager shall make a rc%,icw orthe Work at such intem-als necessary to discharge its duties to the Owner. § 2.3.5 The Construction Manager shall meet with the Contractor to prepare and update the Master Project Schedule using information from the Contractor's Construction Schedule. Page 5 of 5 RLB Fee Worksheet-PROPOSED BILLING City of Aspen,Burlingame Ranch Phase II Program Manager/Owner's Agent-Contract Amendment No.7 Final Submitted Dec 26,2012 ESTIMATED HOURS PER MONTH Jan-13 Feb-13 Mar-13 I Apr-13 May-13 Jun-13 1 Jul-13 I Aug-13 Sep-13 Oct-13 I Nov-13 Dec-13 Jan-14 Total Fees Basic Services Project contract compilation,building permit oversight,budget oversight,project executive,preparation for 2014 work,2013 64 64 64 64 64 64 64 64 64 64 80 80 800 $136,000 closeout Construction Oversight,Manage design and Construction 12 24 24 24 24 24 24 24 24 24 228 $31,920 Contract,Manage Costs,Manage Schedule Review Change Orders,Pay Applications 12 24 24 24 24 24 24 24 24 24 228 $31,920 Provide Oversight to the Construction Plan and Facilitate 12 24 24 24 24 24 24 24 24 24 228 $31,920 Stakeholder review Monthly reporting and Progress Photos 24 24 24 24 24 24 24 24 24 216 $30,240 Management of Inspection regimes and co-ordination and 12 24 24 24 24 24 24 24 24 24 228 $31,920 dissemination of information flow General Project Administration 40 40 40 40 40 40 40 40 40 360 $50,400 Preconstruction activities relating to Phase 2a Vertical Work 48 48 32 128 $17,920 Subtotal 112 112 144 224 224 224 224 224 224 224 240 240 0 2416 $362,240 PROPOSED Monthly Billing $ 17,600 $17,600 $22,080 $33,280 $33,280 $33,280 $33,280 $33,280 $33,280 $33,280 $36,000 $36,000 $- $362,240 EXPENSES Reimburseable expenses,to be invoiced at cost,for travel, $4.50 4 50 $5.75 $5,750 $5.75 $5.75 0 5 7S $5.75 0 5 75 $5.75 0 5 75 $5,75 0 $66,500 accomodation and printing etc TOTAL $ 22,100 $22,100 $27,830 $39,030 $39,030 $39,030 $39,030 $39,030 $39,030 $39,030 $41,750 $41,750 $428,740 RLB Contract Approvals to Date Original Contract,approved 2/8/10 301,400 Amendment No.1,approved 9/27/10 119,750 Amendment No.2,approved 5/27/11 24,000 Amendment No.3(approved 6/27/11) 145,770 Amendment No.4(approved 4/10/12) 212,960 Amendment No.5(approved 8/14/12) 62,963 Current Contract Value 866,843 BURLINGAME RANCH PHASE II TEAM RESPONSIBILITY MATRIX DRAFT FOR REVIEW MP CONSULTANTS/CONTRACT Compile consultant RFIs I earl P P Advertise consultant contracts P P L?ed P Review and recommend consultant contracts P P Led P Compile dots for council approval consultant contracts C P Lead C Manage consultant contracts/performance Lead P P P Review and recommend Invoices Lead C P Record/track invoices Lead C P Process invoices for payment P Lead Manage insurance requirements P Lead P Compile construction contract addendum P P P Leas! P Manage Grant process P P L=ad P Master softcopy of key documents-ASI,RFI,Submittal,PayApps e Lead C P P P DESIGN Issue&Coordinate Drawings P leac! P Construction Document management P i.c ad P Manage ASI register and ASI issuance P Lear! P BUILDING PERMIT Plat P Lead P P PUD P Lead P P P Development Agreement P Lead P P Building Permit compilation/submittal P Lead P P P Building Permit update/response P Lead P CONSTRUCTION Architects observation/conformance to plans C Lead C Weekly site observation I.ead C P C C Monthly summary observation report and compilation Lead C C C C Submittal register tracking C Lead C Submittal review and approval C Lead C RFI register tracking C Lead C RFI response C Lead C OAC meeting minutes/management Lead C P P C Manage allowances and contingencies Lead C P P C Manage contract Lead P C P C Schedule oversight and review Lead P P P P Produce punch list P Lead P P Monitor closure of punchlist P Lead P P QA/QC management-envelope P C Lead P QA/QC management-insurer regts P C Lead P Interface with building dept/engineering dept P Lead P Commissioning Agent management P Lead P FF&E oversight P Lead External agency liaison(gas,elec,san,water,HX) Lead P P Community/HOA construction interface P P CHANGE ORDERS Review XPCIs(CORs)&issue CO recommendation Lead NP P Produce COs for signoff Lead P Signoff COs P Lead P PAY APPLICATIONS Review pencil PayApp Lead P P Recommend PayApp Lead P P Signoff PayApp P Lead P Process PayApp for payment Lad OWNER COMMUNICATION Compile monthly update Lead P P P Manage master schedule P Lead P P P Monthly Owner/Developer meeting P Lead P P Budget compilation Lead Cashflow tracking L=,':d P P Council update and approvals P P Lead P COA X-drive document control P Lead Admin-hardcopy/invoices,payapps,COs C Lead C Lead=lead person,prime responsibility P=participant,active review C=copied on information,CC'd,Interested iL MNNiiLauvi i it Process Management ASSET ientation management ASSET Management ASSET onitor Pay Applications ASSET Management ASSET iitor allowances/contingencies ASSET ASSET ASSET ASSET ;h/Concept Design/Detail Design/Land Use Approval DONE get&Construction Schedule Scenarios BC/CE on BC/CE stations/Budget Approval BC/CE ie/Approve Design Drawings DONE roduction ASSET ?rs Oversight/QA Program ASSET )versight RFP/Contract Production ASSET iltant contracts(services and invoices) ASSET tion Drawing Production/Drainage Report/Plat/PUD/Survey ASSET it Application ASSET it Process Management ASSET ientation management ASSET Management ASSET onitor Pay Applications ASSET Management ASSET iitor allowances/contingencies ASSET ASSET ASSET ASSET city Agreement ach ASSET &Drainage Report Production ASSET it Application ASSET Management ASSET ion BC/CE ed Condo 1 Docs BC/CE&ASSET �d Master Docs? BC/CE&ASSET nts BC/CE to 2 Board BC/CE Jo 2 into Master BC/CE&ASSET Lienholder/FHA Approval BC/CE Agreement ASSET ASSET ASSET tions BC/CE&APCHA licants with reservations BC/CE&APCHA -ours ASSET&BC/CE&APCHA vations to Sales Contracts BC/CE&APCHA BC/CE&APCHA BC/CE&APCHA