HomeMy WebLinkAboutresolution.council.020-14 RESOLUTION #20
(Series of 2014)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN,
COLORADO, APPROVING CONTRACT AMENDMENT #8 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 contract
amendment#8 for owner's agent project management services during the
remainder of the construction of Burlingame Phase II buildings 1-4 between the
City of Aspen and Rider Levett Bucknall, a true and accurate copy of which is
attached hereto as Exhibit "A";
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 contract
amendment #8 for owner's agent project management services during the
remainder of the construction of Burlingame Phase II 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 10th day of March 2014.
Steven Skadron, Mayor
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 March 10, 2014.
All9 /
Kathryn S. Koch, City Clerk
Exhibit B:Detailed 2014 Project Budget
Burlingame Ranch Phase IIAii, Buildings 5-7, 34 units
2014 Detailed Budget Estimate (carry-forward from 2013 not yet included)
rev.Jan 17,2014 ce
SOURCES Budget Actual Variance
2013 Carry-Forward Balance tbd
2014 City Council Budget Approval $ 15,056,020
Grant Funding tbd
Total Sources $ 15,056,020 $ $
USES
A. Construction-General Contractor $ 11,429,114 $ $ (11,429,114)
Access/Infrastructure Remaining tbd
Vertical Buildings 1-4 Remaining(HCL) tbd
Vertical Buildings 5-7 including Solar Thermal(RAN) $ 11,279,114 $ (11,279,114)
2014 Irrigation connectivity-design and construction $ 150,000 $ (150,000)
City of Aspen Parks Contribution(pumps/pumphouse) $
B. Construction-Developer Responsibilities(City of Aspen) $ 129,000 u $ $ (129,000)
Offsites Sunk $
Mitigation Sunk $
Offsite Storm Sewer $
Site Gas Supply,Electrical Design,Utility Oversight $
Site Elect Underground $
Site Elect Supply $
Site Sanitary Line $
Owners OCIP Insurance $ 129,000 $ (129,000)
C. Soft Costs $ 1,772,003 $ $ (1,772,003)
Design
i
Administrative Services
COA PM $ 200,000 $ (200,000)
Legal $ 20,000 $ (20,000)
Presales $ 10,000 $ (10,000)
Owner's Agent S 390,880 S (390,880
Architect&Consultants $ 408,609 $ (408,609)
CxA Constr Phase $ 74,600 $ (74,600)
Enhanced Civil Oversight $
Enhanced Vertical Oversight $ 64,130 $ (64,130)
Professional Services
Materials Testing
Geotech(inc materials testing) $ 44,000 $ (44,000)
Survey $ 40,000 $ (40,000)
Medium voltage electrical oversight $ 5,000 $ (5,000)
Fees
Sewer Tap Fee $ 191,784 $ (191,784)
Water Tap Fee-waived
Parks Impact Fee-waived
TDM Impact Fee-when buildings online $ 37,000 $ (37,000)
School Impact Fee-when buildings online $ 31,000 $ (31,000)
Road Impact Fee-n/a only for Pitkin County Permit
Building Permit Fee $ 150,000 $ (150,000)
Stormwater Fee-waived
'Land Use Fee
Home Sales Fee
HOA Setup $ 20,000 $ (20,000)
Burlingame Phase I Parking,Design&Engineering $ 75,000 $ (75,000)
Other
Construction Power and Water $ 10,000 $ (10,000)
D. Contingencies $ 1,725,903 _ $ $ (1,725,903)
2013 Contingency $ 11725,903 i $ (1,725,903)
Project contingency expressed as%of construction cost 15.1%
Total Uses(A+B+C+D) $ 15,056,020 $ $ (15,056,020)
Page 1 of 1
Exhibit A - RLB Amendment#8 Item 8.1 only, not including item 8.2
RLB Rider- Leven E3 uc k n '
1675 Larimer Street
Suite 470
Denver,Colorado 80202
T:+720 904 1480
November 11, 2013
Mr Chris Everson email: chris.everson @cityofaspen.com
Affordable Housing Project Manager
City of Aspen
130 South Galena St
Aspen, CO 81611
BURLINGAME RANCH PHASE II
RLB AMENDMENT 8—2014 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 excited that the first buildings are nearing completion and that the IPD team's efforts are
producing a valuable asset for the Aspen community.
As requested, we have compiled this fee proposal in two parts.
i. Completion of the Access/Infrastructure (A/1)work and closing out this Contract along
with Completion of the Building 1-4 vertical work and closing out this Contract
ii. Commencing the Building 5-7 vertical work and managing this Contract through to
December 31, 2014.
As you know, there are likely to be three separate Contracts/Contract amendments active for a period
of time in 2014, so we see that there will need to be a high degree of organization and management to
assist CoA in our role as Owners Agent.
SCOPE OF WORK
Our ongoing regular services will continue, as detailed in Exhibit A.
Key specific activities we see needed for each of the three live contracts are:
8.1 Base Scope—Completion of A/I and Building 1-4 vertical work
This contract is currently scheduled to continue through to June 2, 2014 by Haselden, when the final
landscape and irrigation is complete for Buildings 1 to 4. Key activities from January to June 2014 are:
• Monitor close out of punch list items with Owners and the new HoA for A/I and vertical contract
• Close out outstanding Change Orders, finalize the Contract Values and Final Payment for A/I
and vertical contract
• Ensure the O&M manuals are complete for A/I and vertical contract
Page 1 of 5
November 11, 2013 RLB ! R er Leven Bucknall
Chris Everson, Affordable Housing Protect Mianager
BURLINGAME RANCH PHASE II
RLB AMENDMENT 8—2014 CONSTRUCTION ADMINISTRATION
• Ensure as-built documentation is complete for A/I and vertical contract
• Compile warranty and bond information for A/I and vertical contract
• Provide construction oversight for the final landscape work for the vertical contract
• Interface with HoA/future Owners as necessary to ensure 2014 work is planned, coordinated
and managed safely.
• Management of Final Certificate of Completion and Final Certificate of Occupancy
2 Add Alternate—Construction Management of Building 5-7 vertical work
We currently closing out the open RFP process for the Building 5-7 construction; howe we see
that 20 artup work required as follows:
• Review€ final GMP and Contract modification/new Contract
• Recommendi nd presenting Contract modification/new Contrac d final 2014 budget to
Council
• Monitoring and ensuring odified or new CMP is in pi and that this is robust and
accepted.
• Confirming 2014 work boundaries it relates hase 1, Phase Ilai and Phase Ilb
• Oversight of the Building Permit proces suring the building permit can be pulled in advance
of the work
• Managing 2014 consultant C racts and Contrac difications and recommending the same
to Council in a timely m er
• Incorporating and uring any lessons learnt from 2013 in t esign documents are included
and detailed
• Activel rticipating in 2014 preconstruction work, so that the project c "hit the ground
ru g"
ther budgetary and Contract review as required and presentations to council as uired.
PERSONNEL
We propose Craig Roth will be the key construction administration staff member, supplemented by
Rob Taylor. Our team structure will be similar to 2013 and the level of effort of both is detailed in the
attached fee Exhibit B.
We are happy to discuss where we are located for 2014, as there are both pros and cons of locating
our staff on site with the GC rather than located in the current CoA Rio Grande offices. We believe
there may be value to be located at the construction site, but will need to find accommodation in the
GCs trailer.
BENEFITS
We see that we add value for the City of Aspen in that we present a known team of construction
professionals that understand the complexities of this multiple phased project, understand the City of
Aspen (as Owner and regulator) requirements and expectations as well as having strong working
Page 2 of 5
November 11. 2O13 R L B | Rider Levett Q Uci FaLi
uhhsEvereon. Affordable; �ouoJnq, Pro ect PkAameger
BURLINGAME RANCH PHASE 11
RLB AMENDMENT 8-2014 CONSTRUCTION ADMINISTRATION
relationships with key personnel. VVe understand the challenges of this project aovviUaotaean
extension of City staff to bring this next phase of the project bzouocoaofu/completion.
EXCLUSIONS
2015 work ia not included ae part of the Add Alternate. This can beaoUunb*d accordingly based upon
�no| echodu|a |n |ate2U14/aar|y2O15aaPhooa2o.i| near000mp|abon' ndhandover.
FEE
We have structured our fee in a manner which shows an increasing service should the Add Alternate
be accepted. VVa hope that construction on Buildings 5-7 can continue.
Our fees are detailed in Exhibit B. Given the scope nf work described above and in Exhibit A. vve
propose:
° 8.1 Base Scope Fixed Fee. Completion of A/| and Building 1-4 vertical work. $170.800
including an estimate of reimbursable expenses (which will be invoiced at cost).
° 8.2 Add Alternate Fee Fixed Few. Construction Management ofBuilding 5-7 vertical work.
$220,080 including an estimate of reimbursable expenses (which will be invoiced at cost).
We understand that this will be a modification to our prior Contract and that approval is required from
the City Council which io likely to occur in mid January 2014in conjunction vvithanovenaUdecioion
on the construction of Buildings 5-7.
Given the project exo|ution. phaoingandCoAteamohangeuin2O13. vvehaxeo|eoattaohedeteam
responsibility matrix which we wish to finalize with CuA.
Please let nne know /f you have any questions orconcerns.
Sincerely,
Rob Taylor endment #8 Item 8.1 only not including item 8.2
Associate Prin|cipm\ BE,PSP
Rider Levett BuoknaULtd
Accepted:
Title.- �-
Page 3 of 5
November 11, 2013 RLB Rider Levett Bucknall
Chris Everson, affordable Housing Pro ect Manager
BURLINGAME RANCH PHASE II
RLB AMENDMENT 8—2014 CONSTRUCTION ADMINISTRATION
Exhibit A
Excerpt from RLB original proposal to CoA (dated 13 November 2009)
Activities— Construction Phase:
1) Oversee Construction: Manage the weekly project team meetings. Assist Aspen in achieving its
objectives by actively overseeing the construction process, monitoring progress and quality, working
collaboratively with the construction team, and preparing timely, comprehensive reports to keep Aspen
officials informed about the progress and any major issues.
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 Costs: 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 to 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 to meet the schedule; process and make recommendations on payment
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
HOA, building inspectors, and other interested stakeholders. Assure this input is considered by the
construction team.
Page 4 of 5
November "11, 20,113 i i
Chris Everson, Affordabie housing Prose ct ,�Aanager RLB � Rider Levett Buckna[[
BURLINGAME RANCH PHASE 11
RLB AMENDMENT 8—2014 C-
ONSTRUCTION ADMINISTRATION
Excerpt from AIA A295 2008—General Conditions of the Contract for Integrated Project
Delivery
2.3 CONSTRUCTION MANAGER
23.11 The Construction Manager is the person or entity identi lied as such in the Agreement and is referred to
throughout the ConkW Documents as it singular in number.The term"Construction Manager"means the
Construction Matt W or the Construction Manager's audwcizrd representative.
§ 2.3.2"Ibe Construction Manager will not be responsible or liable for the acts or omissions of the Architect,
Contractor,or any Subcontractor,or any of their agents or employees,or any other person performing any of the
Work.
23.3 The Constnxtion Manager shall:
2.3.3.1 Review all changes proposed by the Contractor,Architect or Owner and wmke recommendations regarding
schedule and cost implications;
J 2.3-12 Establish and maintain a complete on-site library of all
approved material samples; Contract Documents,approved Shop drawings,and
§ 13-3-3 Schedule and conduct job meetings to be attended by the Contractor and represeentatives.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
J 13.4 The Cm9ruction Manager.shall make a review of the Work at such intervals necessary to discharge its duties
to the Owner,
§ 2.3.5 The Construction Manager shad meet With the Contractor 10 prepare and update The Master project Schedule
using information from the Contractor's Construction Schedule. edul
Page 5 of 5
EXHIBIT B
RLB Fee Worksheet-PROPOSED BILLING
City of Aspen,Burlingame Ranch Phase II Program Manager/Owner's Agent-Contract Amendment No.8
NOV 11,2013 REV1
ESTIMATED HOURS PER MONTH
Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14 Aug-14 Sep-14 Oct-14 Nov-14 Dec-14 Jan-15 Total Fees
8.1 BASE SERVICE-A/I •BUILDING 1-4 COMPLETION
A/I and Building 1-4 completion and contractual closeout-Craig 128 128 128 128 128 128 768 $107,520
Roth
A/I and Building 1-4 completion and contractual closeout-Rob 32 16 32 32 32 32 176 $28,160
Taylor
Planning,budgeting,presentations,recommendations,analysis
and Contract compilation for 2014 Building 5-7 work.Work 32 32 $5,120
required to seek CoA council approval.
Subtotal hours/level of effort 192 144 160 160 160 160 0 0 0 0 0 0 0 976 $140,800
FEE
PROPOSED Monthly Billing $ 28,160 $20,480 $23,040 $23,040 $23,040 $23,040 $ $ $ $ $ $ $ $140,800
EXPENSES
Reimburseable expenses,to be invoiced at cost $5,000 $S o 55.000 $5.000 $5.000 $5.000 $30,000
TOTAL BASE SERVICE $ 33,160 1$25,480 $28,040 $28,040 1$28,040 1$28,040 1$ IS $ $ IS $ $ - I $170,800
Building 5-7 constru ' 'stration,reporting,meeting 32 32 32 160 160 160 160 160 160 1056 $147,840
management and oversight-Craig
Building 5-7 construction administration,reporting, 8 g g 40 40 4 40 40 264 $42,240
management and oversight-Rob Taylor
Subtotal hours/level of effort 0 40 40 40 2 200 200 200 200 0 1320 $190,080
FEE
PROPOSED Monthly Billing $ $ $ $ 0 $28,800 $28,8 00 $28,800 $28,800 $28,800 $28,800 $ $190,080
EXPENSES
Reimburseable expenses,to be invoiced at cost Lo L I a I $5"000 55.000 I g,0�I suo-00 I $30,000
TOTAL ADD ALTERNATE $ $ $ 1$ 5,760 1$ 5,760 1$ 5,760 1$33,800 1$33,800 $33,800 $33,8 $33,800 1 $220,080
• • •• • :• :• • :•t :•t :•t :•t :•t :tt :•• :rt :rr r ::r
BURLINGAME RANCH PHASE 11
TEAM RESPONSIBILITY MATRIX 2014 REVISION FOR REVIEW
m
m m ti O� Oe O� o
R C O V V V
CONSULTANTS/CONTRACT
Compile consultant RFPs Lead P P P
Advertise consultant contracts P P Lead P
Review and recommend consultant contracts P P Lead P
Compile docs 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 Lead P
Manage insurance requirements/OCIP implementation Lead P P
Compile construction contract addendum P P P Lead P
Manage Grant process P P P Lead
Master softcopy of key documents-ASI,RFI,Submittal,PayApps E Lead C P P P
DESIGN
Issue&Coordinate Drawings P Lead P
Construction Document management P Lead P
Manage ASI register and ASI issuance P Lead 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
Change Management with Building Dept Lead P
CONSTRUCTION
Architects observation/conformance to plans C Lead C
Weekly site observation Lead 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/CC management-envelope Lead C P P
QA/CC management-insurer regts Lead I C P 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) P P Lead P
Community/HOA construction interface P P Lead P
CHANGE ORDERS
Review XPCIs(CORs)&issue CO recommendation Lead P P
Produce COs for signoff Lead P 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 Lead
OWNER COMMUNICATION
Compile monthly update P Lead P P
Manage master schedule P Lead P P P
Monthly Owner/Developer meeting P Lead P P
Budget compilation Lead
Cashflow tracking Lead 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