HomeMy WebLinkAboutContract 34397STATE OF TEXAS
COUNTY OF TEXAS
§
§ CITY SECRETARY CONTRACT NO.����y�
WHEREAS, the City of Fort Worth ("City") and Carter & Burgess, Inc. ("Consultant")
made and entered into City of Fort Worth City Secretary Contract No. 33900, (the "Contract")
which was authorized by the City Council by M&C C-21519 on June 20, 2006; and
WHEREAS, the Contract involves professional services related to the Facilities Master
Plan process; and
WHEREAS, it has become necessary to amend the Contract to include an increased scope
of work and/or revised maximum fee.
NOW, THEREFORE, City and Consultant, acting herein by and through their duly
authorized representatives, enter into the following agreement that amends the contract:
1.
Section I, Services of the Consultant, of the Contract is amended to include the additional
consultant services specified in Attachment A(Consultant letter dated November 15, 2006),
which is attached hereto and incorporated herein, as authorized by the City Council in M& C C�
21853 on the November 28, 2006, a copy of which is attached hereto and incorporated h�rein,
The cost far these additional services to be performed by Consultant shall not exceed $146,000.
2.
Section V, Compensation to the Consultant, of the Contract is amended to provide for an
increase in the not-to-exceed maximum fee to be paid to Consultant for all work and services
under the Contract, as amended, so that the total fee to be paid by City for all work and services
shall not exceed the sum of $419,510 plus up to $19,200 for reimbursables. The additional fee is
described in Attachment A.
3.
In accord with City of Fort Worth Ordinance No. 15530, the City has goals for the
participation of minority business enterprises and woman business enterprises in City contracts.
Consultant acicnowledges the M/WBE goal (7%) established for this amendment and its
commitment to meet that goal. Any misrepresentation of facts (other than a negligent
misrepresentation) and/or the commission of fraud by the Consultant may result in the termination
�������� ������
��t� �������Y
�. �'���, ���.
of this agr.eernent and deba
than three (3� years. �ent from partici
pating in City contracts for a period of tirne
ofnot less
All other 4�
provisions of the Contract that are not ex re
full force and effect.
p ssly amended herein shall rernain in
�����,J�;'� � ����!��
d"14C7 ��r�r,nr��� �..
STATE OF TEXAS §
COUNTY OF TEXAS § CITY SECRETARY CONTRACT NO. ����� Y�
�
WHEREAS, the City of Fort Worth ("City") and Carter & Burgess, Inc. ("Consultant")
made and entered into City of Fort Worth City Secretary Contract No. 33900, (the "Contract")
which was authorized by the City Council by M&C C-21519 on June 20, 2006; and
WHEREAS, the Contract involves professional services related to the Facilities Master
Plan process; and
WHEREAS, it has become necessary to amend the Contract to include an increased scope
of work and/or revised maximum fee.
NOW, THEREFORE, City and Consultant, acting herein by and through their duly
authorized representatives, enter into the following agreement that amends the contract:
1.
Section I, Services of the Consultant, of the Contract is amended to include the additior�al
consultant services specified in Attachment A(Consultant letter dated November 15, 2006),
which is attached hereto and incorporated herein, as authorized by the City Council in M& C C-
21853 on the November 28, 2006, a copy of which is attached hereto and incorporated h�rein,
The cost for these additional services to be performed by Consultant shall not exceed $146,000.
2.
Section V, Compensation to the Consultant, of the Contract is amended to provide for an
increase in the not-to-exceed maximum fee to be paid to Consultant for all work and services
under the Contract, as amended, so that the total fee to be paid by City for all work and services
shall not exceed the sum of $419,510 plus up to $19,200 for reimbursables. The additional fee is
described in Attachment A.
3.
In accord with City of Fort Worth Ordinance No. 15530, the City has goals for the
participation of minority business enterprises and woman business enteiprises in City contracts.
Consultant acicnowledges the M/WBE goal (7%) established for this amendment and its
commitment to meet that goal. Any misrepresentation of facts (other than a negligent
misrepresentation) and/or the commission of fraud by the Consultant may result in the tennination
������w� ������
��� ��������'
�. ����, p��,
of this agreement and debarment from participating in City contracts for a period of time of not less
than three (3) years.
�
All other provisions of the Contract that are not expressly amended herein shall remain in
full force and effect.
�������1�;'�� ��������
���� ������Q�
�e t���UG?��, ����.
C 55
Executed on this the day of December, 2006.
APPROVAL RECOMMENDED:
Department of Transportation and
Public Works
��
v
Robert D. Goode, P. E.
Director
ATTEST:
CITY OF FORT WORTH
%
B : � �. �
`
Marc Ott
Assistant City Manager
Approve�d'a� to Form and Legality
�� �
Marti Hendrix Assistant
City Secretary C�- �-,� �� � � �
� ��
:or.t�aci. utho izatio�
i �
ATTEST: I�a�� Ca�er & Burgess, Inc.
Corporate Secretary
�
/ {� /
By: ' � �
Charles W. Nixon,
Vice President, Prmcipal
`V� r�1��1W� 156���t�
��� ���'�����
�. �'����, ��$�.
Carter ��Burgess
November 15, 2006
Mr. Greg Simmons, P.E.
Facilities Manager
The City of Fort Worth
1000 Throckmorton Street
Fort Worth, Texas 76102
Pori Worth, IX /61U/
P.O. Box 901055
Forf Worth, TX 76101-205f3
Phone: �17.735.6000
�coc f,17.73';.G1,1;;
Reference: Proposal for Consulting Services for the Conceptual City Hall Master Plan:
Evaluation of the USPS Facility and Related Alternatives
Dear Greg:
Thank you for the opportunity to propose the necessary consulting services for the evaluation of
the alternatives for a potential solution for a City Hall location.
The hours noted below are based on the actual effort necessary to complete the required tasks
for analysis of the alternatives for a future City Hall. This proposal reflects our effort for the
evaluation process starting on July 7, 2006. The effort under the scope of this proposal is
projected through December 29, 2006. If we see that the required effort will be extended due to
requests for further involvement, we will notify you in writing with another proposal for
professional services.
City Hall Alternatives Scope Definition
During the City of Fort Worth Master Plan advanced planning process, Carter & Burgess, along
with Program Managers from Staubach, were asked to accelerate tasks and investigations
necessary to develop an assessment of three alternatives for a future City Hall location,
originally scheduled for Phase 2 activities in early 2007. Our accelerated effort includes the
development of new analysis and conclusions from more than 481 pages of department head
existing interview data and the collection of newly required information. We will also develop an
evaluation / scoring tool that will be used for decision making purposes to determine which
departments will be in, out of, or around a future City Hall facility.
The scope for the accelerated analysis of City Hall alternatives includes the following effort:
United States Postal Service building on LancasterAvenue
- Evaluation of the correspondence between the City of Fort Worth and the USPS
- Space usage study (blocking & stacking diagram)
- Development of table to prioritize departments in, out and around a theoretical City Hall
New site for a ground up City Hall facility
- Conceptual site plan identifying a building and parking footprint (based on an actual site)
- Application of prioritization table to validate the departments in a theoretical City Hall
Evaluation of a remodel of the current City Hall facility
- Quantify existing square footage and provide a budget construction estimate for a building
renovation and remodel to achieve greater utilization of the existing structure
, _ � . , i��,__ ��� . , , �,�, � . ,,������i�,���,�_;, i���.
C&[3 Architects/Engineers, h�c. C&D Architecfs/Engineers, PC. C&[3 Nevada, Inc.
Mr. Greg Simmons, P.E.
November 15, 2006
Page 2
The result of our investigative effort will be to develop qualitative discussions in an attempt to
collect data which can be used as a decision tool. Tasks are focused on conceptual planning to
determine appropriate operational location for all current and potential downtown departments
by forecasting staff growth, analyzing square footage/ staff requirements, evaluation of
adjacency requirements, determining operational characteristics while developing a conceptual
master plan solution for downtown Fort Worth. In addition, a budget construction estimate will
be prepared for each of the alternates identified above.
Property Condition Assessment Scope Definition
As a part of the accelerated City Hall alternatives study, our efforts will involve a Property
Condition Assessment of the United States Postal Service building. The purpose of the Property
Condition Assessment (PCA) is to:
• Identify the major building components and systems
• To assess their condition
• To determine approximate remaining economic service life
• Develop budgetary cost estimates for resolving problems or deficiencies noted
The PCA shall be perFormed by a professional, or team of professionals, experienced in such
assessments. The individuals performing the PCA shall possess a degree in an engineering or
architectural related discipline, or possess sufficient years of qualifying experience in a
particular area so as to make them qualified in that field. All assessments will be completed
under the direction of, and all reports signed by, a registered Professional Engineer or
Registered Architect.
The PCA shall include four main components as discussed below:
INTERv�Ews: Interviews will be conducted with:
• On-site management and engineering/maintenance personnel regarding building history
and performance
• Others with specific knowledge of the condition of the property shall also be interviewed as
appropriate.
DocuMErvT REv�Ew: Available building plans and specifications, prior reports, inspections, and
other pertinent documents shall be reviewed.
FIELD ASSESSMENTS: The major building components/systems to be assessed, along with
general guidelines concerning the specific tasks to be accomplished, are as follows:
• Civil/Site Development: Identify the major civil/site development items and assess their
condition. Observations shall include pavements, sidewalks, curbs, retaining walls,
drainage, steps, stairs, ramps, railings, landscaping, site lighting, etc. Note any special site
amenities (i.e. swimming pools and irrigation systems) and their condition.
• Structure and Foundation: Identify the type and condition of the major structural
components and note visible defects or evidence that may indicate structural or foundation
problems. If construction documents are available, indicate if the structure was built in
general compliance with the documents. For the purpose of this portion of the effort, all
crawl spaces and attic spaces will be accessed.
!�:aric,r & liur�e.=,s, Inc. Carier & liuryess �.o,��sulicnis, Inc.
C� B/;rchifecls/Lngineers, Inc. C&B Architecis/[ngineers, P.C. C&f3 Nevada, Inc.
Mr. Greg Simmons, P.E.
November 15, 2006
Page 3
• Exterior Walls and Windows: Identify the type and condition of the exterior wall and window
system, and note the condition of sealants, gaskets, mortar, trim, finishes, etc. If the curtain
wall or window systems appear to have severe damage/water infiltration, the Client will be
notified. It will be our recommendation to hire a consultant specializing in curtain wall
systems to perform further inspections and possible testing at the Client's expense.
• Roofinq: Identify the type of roof system utilized, manufacturer, maintenance history, age,
warranty information, and overall condition. Note the condition of the drainage system,
flashings, penetrations, miscellaneous details, and rooftop equipment. Provide an estimate
of remaining useful service life of the roof system. . If the roof appears to have severe
damage, the Client will be notified. It will be our recommendation to hire a professional
roofing company to perform further inspections and possible destructive testing at the
Client's expense.
• Interiors: Identify the general types of interior finishes found throughout the buildings and
the overall condition. For the purpose of this portion of the effort, approximately 10% of the
units will be inspected.
• Mechanical: Identify the type of HVAC system and major components and note the general
condition. Review past performance history, modifications or upgrades, and estimate the
remaining useful service life. Identify and assess any special mechanical equipment
associated with fountains, pools, or other amenities.
• Electrical: Determine the overall electrical capacity supplied to the building and the major
types of electrical equipment present. Compare the overall electrical system with design
guidelines, identify any special or sensitive electrical requirements, and note past use of
thermal scans for electrical equipment.
Plumbinq: Determine the type and overall condition of the building plumbing systems
including: hot and cold water, gas, sewer, pneumatic, mechanical systems, etc.
Fire Protection/Life Safetv: Identify any fire protection and life safety systems and note their
overall conditions. Comment on the adequacy and age of the systems. Note the status of
fire life safety inspections, if the system is maintained, and by whom.
Code and Zoninq Review: Contact local building code and zoning officials regarding
possible violations or non-compliance. Verify the current zoning and inquire with local
officials if the use is conforming. Verify certificates of occupancy and note any violations.
Americans with Disabilitv Act (ADA) Review: General review of facility (entry) access and
restroom facilities. Document any areas that do not meet the general requirements. It will be
our recommendation to hire a consultant specializing in ADA compliance reviews to perform
further inspections at the Client's expense.
• Other: If other property issues are identified which warrant consideration, include them as
additional sections under an appropriate heading.
REPORr: A verbal presentation of the assessment results can be provided to the client upon
completion of the effort. Subsequent to this, a narrative style written report, including
photographs and cost estimates, will be provided to the client. The report will provide a listing of
costs to be expected within a 10-year timeframe that exceed $1,000.
Two copies of the properly proofed final draft report are to be initially submitted to the client for
review by their representative. Upon completion of the review, and resolution of any issues
identified, the final report is to be submitted. Five final copies with signatures, along with color
photographs depicting the condition of the property, shall be submitted.
Cnrter & l3uryess, Inc. Curier & Eurgess Consultunts, I�c.
C&3 Arr:hiieds/Enc�i��eers, Inc. C&lS Architects/Fn�ineers, P.C. C&f3 Nevada, Inc.
���0���� ������
�l�" ��������
•^n �/
�'.`'� ���, � �
� :�;:/a r �� .
._._._. .�
Mr. Greg Simmons, P.E.
November 15, 2006
Page 4
Each report shall contain a title page as the cover. The title page shall include the report title,
the property name and address (including zip code), the client name and address, the
consultant, and the date of the report. The report shall have a signature page bound in the
report with signatures of the preparer and the approving registered professional.
Adequate photographs shall be included to indicate the overall facility condition as well as all
problem areas. All photographs shall be landscape and labeled individually.
Property Condition Assessment Clarifications
The following conditions apply to our participation on this project:
1. Client will provide copies of previous reports, if any, that are germane to this
investigation.
2. Client will provide access to all areas as necessary for Carter & Burgess to complete the
survey.
3. Carter & Burgess does not warrant or guarantee work performed by others, including
vendors and subcontractors.
4. We will be allowed to complete the Scope of Services during Carter & Burgess' normal
business hours.
5. Carter & Burgess will attempt to identify the conditions of the above listed assets through
a visual inspection. Some conditions may exist that are beyond reasonable access for
this type of investigation. Therefore, based on acceptance of this proposal, Client
acknowledges and agrees that Carter & Burgess has no liability or responsibility related
to any such undiscovered conditions that would require destructive testing or disruption
of services to the building.
Additional High Level Departmental Surveys and Interviews
During the City of Fort Worth Master Plan process, Carter & Burgess has conducted additional
departmental surveys and interviews beyond the scope of the initial High Level Programming
agreement, executed in July of 2206. Additional individual groups included the City Secretary,
Emergency Operations Center, the Law Department, Governmental Relations, Economic
Development & the Planning Department.
[ �:il:,r ,`. iiuic;F,s, lur.. l�ruter C- ISurq.�t�.s C��r�.s��ili.�nis, Iri�:.
(:L�:li ;'�.rchiiecY�/Lnyineers, Inc. CZ 6 P,rchiieeis/[inaineers, I:C. C:&k3 i�levada, Inc.
Mr. Greg Simmons, P.E.
November 15, 2006
Page 5
Deliverable Statement
The core of our deliverable is to develop knowledge for the City related to who will likely reside
in a future City Hall facility. The tasks involved with that include such things as: Evaluating each
division's interest in residing in City Hall, and attempting to validate a square footage allocation
for all City Hall departments.
This process will continue through the end of 2006. The result will provide the level of
information needed to assist Staubach with an in-depth analysis of the City Hall alternatives.
The deliverable to be produced at the completion of this process will address the critical areas
of interest related to the alternatives for a future City Hall location.
The alternatives to be evaluated are as follows:
1. The construction of a new ground up City Hall facility on a site that is yet to be determined.
2. The remodel of the existing City Hall facility.
3. The rerriodel of the United States Postal Service building on Lancaster Avenue.
This process involves the analysis and conclusions from more than 481 pages of department
head surveys and associated interview data. Information will be analyzed and developed
beyond what is contained in these surveys. Our evaluation will involve staffing analysis including
total staffing and breakdowns by division, as well as departmental adjacency analysis. The
analysis will contain a summary of space evaluation alternatives using square footage
information provided by the City of Fort Worth as well as information gathered from
benchmarking similar facilities.
We will extrapolate data necessary to generate an understanding for the City of what
departments and divisions will be the likely list of City Hall tenants. We will develop conceptual
program for City Hall and produce a test fit analysis using the existing drawings available for the
USPS building. Even though the test fit diagram is not a recommended layout of City
departments, it will shed light on nature of potential organization within building and may
highlight pro's and con's with regard to potential use of various spaces within the USPS
building.
Deliverable Documentation Summary
The documentation will
presentations conducted
the process is as follows:
be a result of ongoing coordination meetings, interviews and
with key decision makers. The work product for each component of
- Conceptual program for City Hall (Spreadsheet document)
- Evaluation/ scoring tool for a future City Hall facility to determine who will be in out & around
City Hall (Spreadsheet document)
- Space usage test fit (Blocking floor plans showing square footage allocations and basic
adjacency requirements by department & a stacking diagram demonstrating the allocation of
departmental square footage vertically throughout the USPS building)
- Conceptual plan identifying a building and parking footprint for a new City Hall facility, based
on two actual site options (Site plan using the existing City Hall site as well as the Police &
Fire Training facility)
Carter & Burgess, Inc. Ccuic:r 8� I3urgess Consuliarits, lnc.
C&B ArcFiitecs/Engineers, Inc. C&Q Arcnitects/Engineers, P.C. C&4 NevatJa, Inc
�����;��� ������
�1� ��������
�% �'� °� -u �,�
�.p p�
�-%i U It� � 9 �a.
- .. ...... �
Mr. Greg Simmons, P.E.
November 15, 2006
Page 6
The tasks involved for the above described process are as follows:
, •
Determine City Hall Tenants
Evaluation of staffing requirements (review of old data and collection of new) 40
Evaluation of internal adjacency requirements 20
Evaluation of external adjacency requirements 20
Evaluation of preferred location within City 10
Review of interests in decentralization 10
Review of operational requirements and critical problems 50
Review character of physical workspace 20
Review of growth requirements 20
Review of citizen input 8
Benchmarkinq similar facilities 20
Incorporate comments from Steering Committee
Incorporate comments from Department Heads
Meetinas / Conference Calls / Research
Develop Conceptual Program for City Hall and Other Departments
Analyze existing square footage data 32
Benchmark requirements for SF/staff member 20
Establish appropriate utilization rates and SF/staff estimate to use for conceptual planning 20
Develop conceptual program 40
Meetings / Conference Calis / Additional Research 40
152
Test Fit
Review and analyze existing USPS drawings to establish strategy for occupancy 40
Perform square footage take-off's for critical zones on USPS floor plans 40
Develop test fit alternatives 80
Establish preferred test fit alternative 20
Incorporate comments from Steering Committee 40
Meetings / Conference Calls / Additional Research 40
260
Grand Total 790
__�.�it:.- ._. ;3uruos�-, Iri�- C,-�r �:, 1�.:�,-,i.-c�o->ss �:o.i=.�l'�.,n:•:, I��c.
Cf3<B F'.rchileds/�nqii�� �ers, inc. =�&E qrcF,itect�/Engine��r<, (?t:- C;x6 i�!evuda, �nc.
Mr. Greg Simmons, P.E.
November 15, 2006
Page 7
Amount of Effort and Cost for Services
We are anticipating an additional 790 hours will be necessary for the accelerated City Hall
evaluation effort through December 29, 2006.
- The 790 hours of additional services outlined in this proposal amounts to $118,500.
- The Property Condition Assessment scope outlined in this proposal amounts to $13,000.
- The cost estimating to support a building renovation to achieve greater utilization of the
existing City Hall structure as identified in this proposal amounts to $10,000.
(Cost estimating services to be provided by Zaxon, Inc.)
- The expenses for the above described scope amount to $ 4,500.
If we receive requests for additional involvement, we will notify you prior to the activity and
overcharges.
The total fee based on our understanding as of the date of this proposal for the additional scope
of services outlined above amounts to a total of $ 146,000.00.
Should you have questions or comments regarding our proposal please feel free to call me at
anytime.
Sincerely,
CARTER & BURGESS, INC.
_
V i,� }
1/V .
Charles W. Nixon, AIA
Vice President•Principal ,
CWN/Ips
F:1J08\014320011 \corr\Ietter�01432000.1O6.doc
CC: Correspondence
_, � _ ����� , �- __�. �� - ' - �,��, � „� , � _
C&B ArcF�i4ec.'rs/Enyineers, Inc. C&B Architecfs/En�ineers, I'.C. C&B Nevuda, Inr..
Page 1 of 2
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 11/28/2006 - Ordinance No. 17295-11-2006 & 17296-11-2006
DATE: Tuesday, November 28, 2006
LOG NAME: 20CB2 REFERENCE NO.: �*C-21853
SUBJECT:
Authorize Execution of Contract Amendment with Carter & Burgess, Inc., for Architectural Services
Related to the Detailed Evaluation of City Hall and Adopt Appropriation Ordinances
RECOMMENDATION:
It is recommended that the City Council:
1. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the
Capital Projects Reserve Fund by $150,000 from available funds;
2. Authorize the transfer of $150,000 from the Capital Projects Reserve Fund to the Specially Funded
Capital Projects Fund;
3. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the
Specially Funded Capital Projects Fund by $150,000 from available funds; and
4. Authorize the execution of an amendment to the contract with Carter & Burgess, Inc., in the amount of
$146,000 for architectural services related to the detailed evaluation of the City Hall need.
DISCUSSION:
On June 20, 2006, (M&C C-21519), City Council approved the execution of a contract with Carter &
Burgess, Inc., for architectural services related to the development of a facilities master plan, City Hall
evaluation, and detailed needs assessments of the Fire and Police Training Facility and the Police
Administration Building. That M&C also mentioned the plan for a second phase of consulting services to be
performed as an amendment to the original contract for a detailed needs assessment of the City Hall
function and evaluation of various alternatives for meeting the City Hall need. On October 24, 2006
(Informal Report 8802) staff informed Council of the intention to execute an amendment to the contract with
Carter & Burgess, Inc., to expand their scope to include a more detailed analysis of the City Hall need to
include:
* Detailed evaluation of City Hall space and adjacency needs for City Departments.
* Full condition assessment of, and space usage study on, the Lancaster Post Office facility.
* Development of a conceptual program and budget for a project to renovate the Post Office for usage as a
new City Hall and development of a plan/cost for accommodating the current City Hall functions that won't fit
in the Post Office.
* Development of a conceptual program and budget for both a new construction option and the option of
renovating the existing City Hall building to accommodate existing and future needs.
City staff has negotiated a fee of $146,000 for the consulting services to provide the analysis described
above. An additional $4,000 is being appropriated to cover any miscellaneous expenses associated with
this initiative.
http://www.cfwnet.org/council�acket/Reports/mc�rint.asp 1/30/2007
Page 2 of 2
Carter & Burgess, Inc., is in compliance with the City's M/WBE Ordinance by committing to 7 percent
M/WBE participation for this phase of their services.
FISCAL INFORMATION/CERTIFICATION:
The Finance Director certifies that upon approval of the above recommendations and adoption of the
attached appropriation ordinances, funds will be available in the current capital budget, as appropriated, of
the Specially Funded Capital Projects Fund. The balance of the Capital Projects Reserve Fund after this
transfer will be $818,640. The fiscal year end cash balance at this time is projected to be $1,303,225.
TO Fund/Account/Centers
� $150, 000.00
GC10 441012 013010001000
� $150, 000.00
GC10 538070 013010001000
2� $150,000.00
C291 472010 201070038130
� $150, 000.00
C291 531200 201070038130
Submitted for City Manager's Office bv:
Originatin�Department Head:
Additional Information Contact:
FROM Fund/AccountlCenters
� $150,000.00
GC10 538070 013010001000
� $146, 000.00
C291 531200 201070038130
Marc Ott (8476)
Robert Goode (7804)
Greg Simmons (7862)
http://www.cfwnet. org/council�acket/Reports/mc�rint.asp 1 /3 0/2007