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HomeMy WebLinkAboutContract 55514-A2CSC No. 55514-A2 AMENDMENT NO. 2 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 program management services for added scope and program, which was authorized by the City Council by M&C C-23-0111, the 2411 day of February, 2023, for the Future City Hall program. NOW THEREFORE, City and Consultant, acting herein by and through their duly authorized representatives, enter into the following agreement which amends the Contract: Article I — Scope of Services, Paragraph (3) shall be added to read as follows: (3) Provide additional professional services for program management and project delivery. The cost of this additional service is $1,220,025.00 including reimbursable expenses. The scope of services is described more fully in Attachment "A", the Athenian Group's letter dated March 291h, 2022, subject: "Amendment No. 2 to Statement of Work: City Hall Relocation — CSC-55514". a Article II — Compensation, first paragraph, is amended as follows: "Consultant shall be compensated in accordance with the Fee Schedule shown in Attachment "A". Payment shall be considered full compensation for all labor, materials, supplies, and equipment necessary to complete the services described in Attachment "A". However the total fee paid by the City shall not exceed a total of $6,108,743.00 unless the City and the Consultant mutually agree upon a fee amount for additional services and amend this Agreement accordingly." City of Fort Worth, Texas Standard Agreement for Professional Services AMENDMENT Revision Date: 2/20/2023 Page 1 of 2 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Executed effective as of the date signed by the Assistant City Manager below. FORT WORTH: City of Fort Worth By. Dana Burghdoff (Feb 24, 20 15:24 CST Name: Dana Burghdoff, AICP Title: Assistant City Manager Date: Feb 24, 2023 Approval Recommended: By: Steve o ke (Feb 21, 2023 16:00 CST) Name: Steve Cooke Title: Director, Property Management Dept. 0o n Attest: pro Fg V � d�p4 nE4p5oq By: Name: Jannette Goodall Title: City Secretary VENDOR: Athenian Group, LLC 8a�6y R. 1Sirx� �� By: Bobby R.-Dixon Jr (Feb 21, 202312:39 CST) Name: Bobby Dixon Title: President and CEO Date: Feb 21, 2023 City of Fort Worth, Texas Standard Agreement for Professional Services AMENDMENT Revision Date: 2/22/2022 Page 2 of 2 Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. By: �IVv�— 4• a," Name: Brian Glass Title: City Architect Approved as to Form and Legality: By: Name Title: John B. Strong Assistant City Attorney Contract Authorization: M&C: 23-0111 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Attachment A ATHENIAN GROUP WISE COUNSEL. SUSTAINABLE RESULTS. City of Fort Worth Amendment No. 2 to Statement of Work: City Hall Relocation — CSC-55514 March 29, 2022 FORTWORTH. Contents 1 Overview of Current Scope....................................................................................................................3 2 Scope Amendments...............................................................................................................................4 3 Pricing and Timeline..............................................................................................................................5 4 Engagement and Scope Change Terms.................................................................................................6 ATHENfAN GRUCP Copyright © 2021 Athenian Group Page 2 1 Overview of Current Scope 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 amendment being discussed below is in reference to Phase 2 and beyond. 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 operatio naIization o AG will be responsible for managing the individual projects related to the building 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 ATHENfAN Copyright © 2021 Athenian Group Page 3 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 2 Scope Amendments As listed above, the following areas were listed as out of scope at time of the previous amendment signed July of 2021: Currently Not in Scope: • Floor 20 (Occupied Half) • Floor 18 (Unoccupied Half) • Parking Garage Augmentation OR Additional Parking Garage Build • Lobby Buildout for Purchasing and CSO Records Request • Relocation planning and management for broadcast equipment from Central Library ATHENfAN Copyright © 2021 Athenian Group Page 4 As part of the evolution of the project, these areas have been introduced into the overall project scope and corresponding planning budget approved by council on 11/30/21. These areas of scope include the below with the associated approved budget placeholders: Parking Garage Augmentation ($19,200,000) • Parking assessment and design options Parking garage augmentation (800 spots) Wayfinding and workflow design considerations Parking program generation and delivery Additional Floors for Programming and Buildout • Floor 20 (Current Occupied %) ($2,600,250) o Programming and test fits o Design, buildout, and management of floor delivery o Moving and commissioning management • Floor 18 (Current Unoccupied %) ($2,600,250) o Programming and test fits o Design, buildout, and management of floor delivery o Moving and commissioning management The total addition of roughly $24,400,500 in project scope, including design, engineering, delivery, and project management of these items have already been approved by City Council and allocated via M&C. 3 Pricing and Timeline For Amendment 2 of this agreement, a total of approximately $24,400,500 was added to the project budget to accommodate for parking augmentation and renovations to additional floors in the building as per the approved M&C on 11/30/2021. There were also adjustments to the scope to include relocation planning and services for broadcast equipment and some additional management of lobby buildout. This amount included design, delivery, and project management fees in this appropriation. • As part of this increased scope, AG will be managing these areas of scope and this scope augmentation will result in a reallocation of funds equal to 5.0% (the previously mutually agreed upon management fee) of that added scope, resulting in a $1,220,025 amendment to the existing agreement, payable as additional effort utilized over the lifecycle of the program to deliver against these items. o This augmentation will cover additional resource hours and tools needed to support the design, engineering, public/stakeholder engagement, and supporting project management activities through both the development and delivery process o This will also cover additional hours of programming for the net new spaces, site mobilization logistic planning for garage work, and related activities o This will also cover the technical move logistics, system design specifications, and related activities for the relocation of necessary AV/IT equipment from Central library Payments are due within 30 days of the invoice date or in alignment with standing City of Fort Worth vendor payment schedules. ATHENfAN Copyright © 2021 Athenian Group Page 5 2021 1 2022 1 2023 1 2024 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 • CH Parking Garage • CH Utilities Relocation and Den o • CH MEP and Core Construction • CH Floor Buildouts (TI) • Moves Into City Hall • CH Commissioning and Review • CH Program Closeout • CH Project Completion 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 2/21 /23, 9:42 AM M&C Review CITY COUNCIL AGENDA Create New From This M&C Official site of the City of Fort Worth, Texas FORT WORTH REFERENCE **M&C 23- 21 FUTURE CITY HALL PM DATE: 2/14/2023 NO.: 0111 LOG NAME: AND DESIGN AMENDMENTS CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (CD 9 / Future CD 9) Authorize the Execution of Amendment No. 2, in the Amount of $1,220,025.00, to a Professional Services Agreement with Athenian Group, LLC., for Program Management Services for the Future City Hall Relocation Program, for a Total Contract Amount of $6,108,743.00 and Authorize the Execution of Amendment No. 2, in the Amount of $1,208,743.00, to a Professional Services Agreement with BOKA Powell, LLC, Inc., for Architectural Design Services for the Future City Hall Relocation Program, for a Total Contract Amount of $6,669,022.00 RECOMMENDATION: It is recommended that the City Council: 1. Authorize the execution of Amendment No. 2, in the amount of $1,220,025.00, to a professional services agreement with Athenian Group, LLC., for program management services for the Future City Hall Relocation Program, for a total contract amount of $6,108,743.00; and 2. Authorize the execution of Amendment No. 2, in the amount of $1,208,743.00, to a professional services agreement with BOKA Powell, LLC, Inc., for architectural design services for the Future City Hall Relocation Program, for a total contract amount of $6,669,022.00. DISCUSSION: (CD 9 / Furture CD 9) The purpose of this Mayor & City Council Communication (M&C) is to authorize the execution of Amendment No. 2, in the amount of $1,220,025.00, to a professional services agreement with Athenian Group, LLC., for program management services for the Future City Hall Relocation Program, for a total contract amount of $6,108,743.00 and to authorize the execution of Amendment No. 2, in the amount of $1,208,743.00, to a professional services agreement with BOKA Powell, LLC, Inc., for architectural design services for the Future City Hall Relocation Program, for a total contract amount of $6,669,022.00. At this time, no additional funds are requested and this M&C will simply serve to allocate already budgeted funds. 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 future City Hall (M&C 20-0910). On June 22nd, 2021, the City Council authorized execution of Amendment No. 1 to the professional services agreement with the Athenian Group, LLC , for multi -year project management services associated with the relocation of City Hall to 100 Energy Way ( M&C 21-0429). The Athenian Group, LLC has conducted a detailed assessment of the departments and functions associated with the relocation. They have provided a written program and illustrated diagrams to make recommendation regarding what departments functions would move to and where they would be located at the Future City Hall. On November 30th, 2021, the City Council authorized execution of Amendment No. 1 to the professional services agreement with the BOKA Powell, LLC, in the not to -exceed amount of $5,460,279.00, including reimbursable expenses, for design and construction administration services associated with the relocation of City Hall to 100 Energy Way. This initial contract will accomplish the majority of design work that has been affirmed so far, but amendments may be required as additional work is defined. apps. cfwnet.org/counci I_packet/mc_review.asp? I D=30737&cou nciIdate=2/14/2023 1 /3 2/21 /23, 9:42 AM M&C Review On December 2nd, 2021, the Athenian Group and the property Management Department issued a request for Qualifications, to select Construction Manager at Risk (CMAR) team to provide construction management and delivery of the construction required to build a new council chambers. On May 24th, 2022 the City Council authorized execution of Amendment No. 1 to the CMAR agreement with Linbeck Group, LLC, in the not to -exceed amount of $87,076,188.00, including reimbursable expenses, for construction administration services associated with the relocation of City Hall to 100 Energy Way. This initial contract will accomplish the majority of design work that has been affirmed so far, but amendments may be required as additional work is defined. Estimated Costs - The overall project costs are expected to be as described in the table below: Future City Hall Program TOTALS Initial Building Purchase $69,500,000.00 Professional Services (Project Management & Design Contract) $12,777,765.00 CMAR Construction Contract (Including Owner's Construction $87,076,188.00 Contingency Allowance) Administrative Costs (Staff Time, Additional ITS, AV, Security, Building Infrastructure, Major Maintenance, FF&E, and Moving $4,272,524.00 Costs) Project Contingency $6,882,478.00 PROJECT TOTAL $180,508,955.00 This project is funded from a mix of funds, including Tax Note 2021 A. Tax Note 2022, ARPA, PEG, Operational. Available resources within the General Fund will be used to provide interim financing until debt is issued. Once debt associated with the project is sold, proceeds will reimburse the General Fund. Funding is budgeted in the Property Management Department's Tax Note 2021 A Funds for the purpose of funding the amendments to the contracts for the City Hall Move 100 Energy Way project, as appropriated. There are several operating and maintenance costs associated with the Future City Hall. These costs will be better defined as the phases are designed, and the sale of annexes and other downtown facilities are realized. The annual operating and maintenance cost will be presented to City Council at a future date. Waiver of Building Permit Fees - In accordance with the City Code of Ordinances, Part 11, 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 EQUITY OFFICE: The program has several contracts that each have individual business equity goals: Athenian Group, LLC is in compliance with the City's Business Equity Ordinance by committing to 100\% MWBE participation on this project. The City's MWBE goal on this project is 10\%. BOKA Powell agrees to maintain its initial M/WBE commitment of 25\% that it made on the original agreement and extend and maintain that same M/WBE commitment of 25\% to this first amendment. The new City Hall is to be located in COUNCIL DISTRICT 9 / Future 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 Grants Cap Projects Federal, Cable TV Peg, Tax Note 2021 A and Tax Notes 2022 Funds for the City Hall Move 100 Energy Way project to support the approval of the above recommendation and execution of the contract. Prior to any expenditure being incurred, the Property Management Department has the responsibility of verifying the availability of funds. apps.cfwnet.org/council_packet/mc_review.asp?ID=30737&councildate=2/14/2023 2/3 2/21 /23, 9:42 AM M&C Review TO Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) FROM Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) Submitted for City Manager's Office by_ Dana Burghdoff (8018) Originating Department Head: Steve Cooke (5134) Additional Information Contact: Brian Glass (8088) ATTACHMENTS 1295 form signed.pdf (CFW Internal) 21 FUTURE CITY HALL PM AND DESIGN AMENDMENTS funds availability_.pdf (CFW Internal) 21 FUTURE CITY HALL PM AND DESIGN AMENDMENTS.xlsx (CFW Internal) 7894d1dd-936d-41bc-9e95-65ecbb28eb60.jpg (CFW Internal) Acceptance of Previous MWBE Committment CSC57306 - BOKA - FCH 1.23.23 GV eSign.pdf (CFW Internal) BOKA Powell SAMS Report.pdf (CFW Internal) Form 1295 Certificate 100764831 AG Executed.pdf (CFW Internal) Fort Worth City Hall - Map.PNG (CFW Internal) Future City Hall PM and Design Amendments map.pdf (Public) MWBE Prime Contractor Waiver-220313 (002),pdf (CFW Internal) apps. cfwnet.org/counci I_packet/mc_review.asp? 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