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HomeMy WebLinkAboutContract 55514-A1 CSC No. 55514-A1 AMENDMENT NO. 1 TO STANDARD AGREEMENT FOR PROFESSIONAL SERVICES CITY HALL RELOCATION STATE OF TEXAS CITY SECRETARY CONTRACT NO. 55514 COUNTY OF TARRANT WHEREAS, The City of Fort Worth and Athenian Group, LLC (Consultant) made and entered into City Secretary Contract No. 55514 (The Contract), and WHEREAS, further amendment is necessary to reimburse the Consultant as part of the design services agreement for additional design services for Phase 2: Programming and Project Delivery, which was authorized by the City Council by M&C C-21-0429, the 22nd day of June, 2021 , for the assessment phase of the City Hall Relocation project NOW THEREFORE, City and Consultant, acting herein by and through their duly authorized representatives, enter into the following agreement which amends the Contract: 1 . Article I — Scope of Services, Paragraph (3) shall be added to read as follows: (3) Provide additional professional services for "Phase 2: Programming and Project Delivery". The cost of this additional service is $4,900,000.00 including reimbursable expenses. The scope of services is described more fully in Attachment "C", the Athenian Group's letter dated July 1st, 2021 , subject: "Amendment No. 1 to Statement of Work: City Hall Relocation — CSC-55514". 2. Article II — Compensation, first paragraph, is amended as follows: "Consultant shall be compensated in accordance with the Fee Schedule shown in Attachment "A" and Attachment "C". Payment shall be considered full compensation for all labor, materials, supplies, and equipment necessary to complete the services described in Attachment "A" and Attachment "C". However the total fee paid by the City shall not exceed a total of $4,995,750.00 unless the City and the Consultant mutually agree upon a fee amount for additional services and amend this Agreement accordingly." OFFICIAL RECORD City of Fort Worth,Texas CITY SECRETARY Standard Agreement for Professional Services AMENDMENT Revision Date:6/24/2021 Page 1 of 2 FT. WORTH TX Executed effective as of the date signed by the Assistant City Manager below. FORT WORTH: City of Fort Worth Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and Dana Bu( hdOAC administration of this contract, including By: Dana Burghdoff ul12,202115:53CDT) ensuring all performance and reporting Name: Dana Burghdoff, AICP requirements. Title: Assistant City Manager Date: Jul 12,2021 By: Approval Recommended: Name: Brian Glass Title: City Architect 61Glill sa'I' 1�jLl161 %�GG�D�) Approved as to Form and Legality: By: Glenn Balog�(Acting t�rector)(Jul 12, 2111:30 CDT) Name: Steve Cooke Title: Director, Property Management Dept. 18 s�tm By: JB Strong(Jul ,202113:28 CDT) Attest: Name: John B. Strong Title: Assistant City Attorney �D`IGZ�G� C70`IZGZ�GI Contract Authorization: By: Ronald P.Gonzales(Jul 12,202116:11 CDT) M&C: 21-0429 Name: Ronald Gonzales Title: Acting City Secretary Von). ��00000000000 o° 0 VENDOR: �v° o �� Athenian Group, LLC d��a 00 00 �`� DDDD00 4Y ��exAl o By: Bobby R.Dixon Jr(Jul 12,202110:43 CDT) Name: Bobby Dixon Title: Managing Partner Date: Jul 12,2021 OFFICIAL RECORD CITY SECRETARY City of Fort Worth,Texas Standard Agreement for Professional Services AMENDMENT FT. WORTH TX Revision Date:6/24/2021 Page 2 of 2 ATHENfAN GROUP WISE COUNSEL. SUSTAINABLE RESULTS. City of Fort Worth Amendment No. 1 to Statement of Work: City Hall Relocation — CSC-55514 July 1,2021 FORT WORTH.. Contents 1 Project Description & Objectives...........................................................................................................3 2 Anticipated Timeline..............................................................................................................................5 3 Engagement Pricing& Payment Terms.................................................................................................6 ATHENfAN Copyright © 2021 Athenian Group Page 2 GROLI, 1 Project Description & Objectives The City of Fort Worth purchased 100 Energy Way to be the location of the New Fort Worth City Hall.To ensure the building meets the changing needs of the City and the future of Fort Worth,the City has contracted Athenian Group (AG)to direct the programming and project management of the overall program.This project will include the evaluation, analysis, and overall design of the building's new Council Chambers,floor layouts/designs, IT aspects, and overall ways of work. The program will be conducted in (2) main phases as shown below: Phase 1:Assessment-Landscape Assessment and Prioritization For the initial assessment phase, the team will work to gain a better understanding of the high-level goals of the City, the departments, and the associated vision studies to help truly understand the full scope of the project.The project team will work to deliver the necessary scope and budget options to the City Manager's Office for decision on direction and budget moving forward. Once decided, the AG team will work with the CMO to develop a Phase 2 SOW, contract, and roadmap. Phase 2: Programming and Project Delivery For the remainder of the program, the AG team presented options for the remaining scope and roadmap of the program.The collective City Manager's Office then deliberated and defined the remaining AG scope as the following: • Programming and Program Management o AG will be responsible for overall program delivery, alignment, and integration of other City programs into the New City Hall Relocation Program o AG will lead the programming and pre-design initiatives to develop initial stacking and adjacency, test fit and conceptual design options for the City to drive future direction o AG will work to develop City Space Standards and Workplace Experience solutions to be leveraged in the overall building design o AG will work with City Staff to develop the necessary bid solicitations for the program A&E and eventual CMAR contractor, as well as any necessary 3rd party contracts needed to deliver the program o AG will work with City staff to generate necessary communications, presentations, and materials necessary to continue program progress o AG will oversee all projects included in the scope of the program, including key areas such as council chambers, building floor tenant improvements, building IT capability enhancement, building space standards and workflow overhaul, and relate projects o AG will track, manage, and report against overall program budget, spend, projected spend, and related program control metrics, including tracking of key items, dependencies, and related program management activities. • Project Management and Delivery o AG will be responsible for managing the individual projects related to the Council Chambers design, development, delivery, and operational ization o AG will be responsible for managing the individual projects related to the building ATHENfAN Copyright © 2021 Athenian Group Page 3 GROLII infrastructure upgrades, security enhancements, and overall facilitation of government functions within the building o AG will be responsible for managing the individual projects related to the tenant improvements and remodeling of all necessary changes to floors within the building, including the designs, demolition, IT implementation, and building operations programs to support the new City Hall relocation as described below: ■ Currently In Scope for AG: • Anticipated Floors for Complete Renovation and Buildout: o Floor 20 "Class A" Private Offices, Half Floor o Floor 16 "Class A" Private Offices, Half Floor o Floors 10,11,12,14 "Shared Daylight Concept" o Floor 6 "Shared Daylight Concept" o Floor 5 "One Stop Public Service Floor" • Anticipated Floors for Paint and Carpet MVP: o Floors 7,8,9 Paint and Carpet Refresh • Anticipated Floors For Minimal Updates o Mezzanine o Lobby o Cafeteria ■ Currently Not in Scope as these areas are currently leased by tenants: • Floor 20 (Occupied Half) • Floor 19 • Floor 18 • Floor 17 • Floor 16 (Occupied Half) • Floor 15 o AG will be responsible for individual project tracking, budget management, spend tracking, reporting, and related items for each aforementioned project Additionally, the CMO of the City of Fort Worth also made the decision that the following activities would be conducted by City or External staff, but would remain under the overall management of the AG program team: • IT Specialist Solution Architecture of the Building o City staff or contractor will be responsible for working with A&E and CMAR vendor to ensure that industry best practices and the working needs of City staff are met from an IT perspective during the delivery of the program • Project Controls and Compliance Reporting o Invoice creation, payment cycle tracking, and issuance for contractors o Compliance and MWBE reporting development and submission o Compliance reporting for Federal Fund verification and validation ATHENfAN Copyright © 2021 Athenian Group Page 4 GROLII 2 Anticipated Timeline The AG Team anticipates the complete program to follow the below roadmap to meet the full needs and requirements of the City for this program.This specific amended agreement will last 30 months (6/2021- 12/2023) and is reflected on overall timeline below,with Athenian Group completing the areas of focus listed above in Section 1: Phase 2. If delays to the schedule shown below are incurred due to continued Covid-19 related supply chain and labor delays, both parties will work to mutually amend this timeline and contract as necessary. The following floors scoped are subject to longer timelines then slated below per the rationale listed. Should these items be delayed past delivery date below, both parties will work to mutually amend this timeline and contract as necessary: • Floor 5—Customer One Stop Shop o Rationale: High complexity buildout, move-in, and operational ization logistics • Lobby Updates o Rationale: Constrained working periods due to impacts to building operations and area subject to quiet periods The following Item is not included in this scope of work: • Major changes to the current anticipated scope of work with respect to the tenant improvements of various floors (as listed in section 1, Phase 2, Project Management and Delivery); Any additional time, scope, or support not mentioned above may be added via amendment to this agreement. 2021 2022 2023 2024 Key Activities F19W2 Q MEMO Programming and Pre-Design: • Approved M&C Contract • A&E Solicitation Process • CH Initial Programming • CH Pre Design Work • CH City Concept Approval • CH Construction Solicitation • CH Detailed Design • CH Detailed Programming • CH Implementation Package • CH Permits and Work Approval • CH Guaranteed Maximum Pric Construction Phase: • CH Construction Start • CH Council Chambers IL • CH Utilities Relocation and Den o • CH MEP and Core Construction • CH Floor Buildouts(TO • Moves Into City Hall • CH Commissioning and Review • CH Program Closeout • CH Project Completion Design and Delivery Copyright © 2021 Athenian Group Page 5 GROUP 3 Engagement Pricing & Payment Terms A(2) phased project scope has been proposed for this program: • For Phase 1, (2) invoices with a combined total of$95,750 were to be submitted upon the midway and final point of the phase. All invoices for this phase have been submitted to the City upon the creation of this amendment. • For Phase 2, invoices will be submitted against the overall program not to exceed budget of $4,900,000 as follows: o An incremental effort based fee necessary to complete the necessary programming and project management deliverables associated with each phase of the program will be billed in addition to the program fee, and will include the roles, hours worked, and description of work towards the deliverables described in Phase 2 of this document. It is anticipated that the monthly management fee for overall program governance and management that will be equivalent to the time of the (1) program manager and (.5) Subject Matter Expert at approximately$64,000, when fully engaged in this project. Payments are due within 30 days of the invoice date or in alignment with standing City of Fort Worth vendor payment schedules. 4 Engagement and Scope Change Terms If there are changes to scope, requested services, or overall program as dictated by the Property Management or City Manager's Office, AG will work with Property Management and City Manager's Office to draft and submit an amended SOW, including amended responsibilities, task, and cost, for City approval and execution. ATHENfAN Copyright © 2021 Athenian Group Page 6 GROL11 6/25/2021 M&C Review Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA F°RT WO I' DATE: 6/22/2021 REFERENCE M&C 21- LOG NAME:21 NEW CITY HALL PROJECT NO.: 0429 MANAGEMENT AMENDMENT 1 CODE: C TYPE: NON- PUBLIC NO CONSENT HEARING: SUBJECT. (ALL)Authorize Execution of Amendment No. 1 to the Professional Services Agreement with the Athenian Group, LLC, in the Amount Up to $4,900,000.00, for Multi-Year Project Management Services Associated with the Relocation of City Hall to 100 Energy Way RECOMMENDATION: It is recommended that the City Council authorize execution of Amendment No. 1 to the professional services agreement with the Athenian Group, LLC, in the amount up to $4,900,000.00, for multi-year project management services associated with the relocation of City Hall to 100 Energy Way. DISCUSSION: The purpose of this Mayor and City Council Communications (M&C) is to recomend that the City Council authorize execution of Amendment No. 1 to the professional services agreement(City Secretary Contract(CSC No. 55514))with the Athenian Group, LLC, in the amount up to $4,900,000.00, for a total contract amount up to $4,995,750.00, for multi-year project management services associated with the relocation of City Hall to 100 Energy Way. On December 15th, 2020, the City Council authorized the acquisition of the former Pier 1 building, located at 100 Energy Way, for use as the new City Hall (M&C 20-0910). Staff issued a Request for Qualifications (RFQ) in December 2020 for a professional project management team to help determine the future of office space utilization, to program the functions in the new City Hall and nine other City-owned buildings, and to renovate the new City Hall and construct new Council Chambers. The RFQ was advertised and forwarded to various consulting firms, Minority and Women Owned Business Enterprise (MWBE) firms, and interested parties nationwide and locally. The Business Equity goal for the RFQ is 10\%. Two pre-proposal meetings were held online to address questions about this unique project. On February 11th, 2021, the City received proposals from the following consultant teams: AECOM Athenian Group Broaddus &Associates Cummings Freese and Nichols, Gensler JLL, KAI, Mayse &Associates McKissick & McKissack Procedeo, RAMEL Randal Scott Architects The Projects Group Tsidkenu WT Partnership. A selection team—comprised of members from the City Manager's Office, the City Hall Steering Committee, Property Management Department, and the Diversity and Inclusion Business Equity Office —reviewed the proposals and selected four firms to interview. Based on the qualifications and interviews, the selection team ranked the consultants as follows: Project Manager Team Score Athenian Group F_ 93 [Gensler r 90 [kandall Scott Architects F_ 79 Broaddus &Associates 78 apps.cfwnet.org/council_packet/mc_review.asp?ID=28978&councildate=6/22/2021 1/3 6/25/2021 M&C Review The Athenian Group is an MWBE consulting firm based in Houston. They are HUB certified (Historically Underutilized Business) in Houston and have applied for reciprocal certification in the Fort Worth market area. They have teamed up with Intelitrac, a Fort Worth based government contracting firm. The Athenian Group and its team members have experience that makes them highly qualified for this project. They have experience consolidating the City of Seattle's City Hall offices into an existing 62-story downtown office tower. They have consolidated Houston's public facing services into a Houston Permitting Center, and consolidated the balance of Houston's City Hall offices. They have completed other consolidation and relocation efforts for clients such as Los Angeles County. Some of their team members have served in local governments including Fort Worth. We believe they understand our needs and can assist us well with the complexity of this project. Following an Informal Report(IR)to City Council (IR 10567, April 6 2021), City staff entered into negotiations with the Athenian Group, and administratively execute an initial contract(CSC No. 55514), in the amount of$95,750.00, to complete the assessment phase and visioning/best practices study and to develop the preliminary scope of work and budget for the project. This initial assessment phase has been completed and the next step is pogramming followed by design and construction. As this is a complex project with multiple tasks, the Athenian Group will provided both program and project management services. These efforts will focus on making best use of the space avaiable in the new City Hall and will address such issues as the design of new the City Council Chambers. The Athenian Group's will briefly address the programming of the downtown campus, nearby City owned facilities and some lease spaces and make recomendations for their use and disposition of excess property. The buildings associated with this downtown campus include: Current City Hall on Texas Street Public Safety Building on Throckmorton St. Gordon Swift on Monroe Street Municipal Annex on Monroe Street Taylor Street Garage Zipper Building on W 13th Street 13th Street Annex Business Assistance Center on S. Freeway Hazel Harvey Peace Center on Missouri Ave. In accordance with the City Code of Ordinances, Part II, Chapter 7-1 Fort Worth Building Administrative Code, Section 109.2.1, Exception 2; "Work by non-City personnel on property under the control of the City of Fort Worth shall be exempt from the permit fees only if the work is for action under a contract that will be or has been approved by City Council with notes in the contract packages stating the fee is waived." DIVERSITY AND INCLUSION BUSINESS EQUITEY OFFICE—Athenian Group, LLC is in compliance with the City's Business Equity Ordinance by committing to 10\% Business Equity participation on this project. The City's Business Equity goal on this project is 10\%. Additionally, Athenian Group, LLC is a certified MBE firm. The new City Hall is to be located in COUNCIL DISTRICT 9 but will benefit all council districts. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current capital budget, as previously appropriated, in the Tax Note 2021 A Fund to support the approval of the above recommendation and execution of the amendment. Prior to any expenditure being incurred, the Property Management Department has the responsibility of verifying the availability of funds. TO Fund Department Account Project Program I Activity Budget Reference# Amount ID ID Year Chartfield 2 FROM F nu d Department Account Project Program Activity Budget Reference# Amount ID ID Year (Chartfield 2) apps.cfwnet.org/council_packet/mc_review.asp?ID=28978&councildate=6/22/2021 2/3 6/25/2021 M&C Review Submitted for City Manager's Office by_ Dana Burghdoff(8018) Originating Department Head: Steve Cooke (5134) Additional Information Contact: Brian Glass (8088) ATTACHMENTS apps.cfwnet.org/council_packet/mc_review.asp?ID=28978&councildate=6/22/2021 3/3