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HomeMy WebLinkAboutContract 55514-A3CSC No. 55514-A3 AMENDMENT NO. 3 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 program management and project delivery. The cost of $107,032.00 is to be added to the contract to correct a mathematical error in Amendment No. 2. The scope of services has not changed and is as described in Attachment "A", the Athenian Group's letter dated March 29, 2022, subject: "Amendment No. 2 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 Amendments one, two and three. Payment shall be considered full compensation for all labor, materials, supplies, and equipment necessary to complete the services escribed in Attachment "A" and Amendments one, two and three. However, the total fee paid by the City shall not exceed a total of $6,215,775.00 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: 6/24/2021 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 -)An. Bcc�AGu7 F By: Dana Burghd off(ApMfi, 2024 15 06CDT) Name: Dana Burghdoff, AICP Title: Assistant City Manager Date: Apr 302 2024 Approval Recommended: 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: 4-4v'- A a.." Name: Brian Glass Title: Assistant Director Property Management By: l Name: Marilyn Marvin Approved as to Form and Legality: Title: Interim Director, Property Management 4 �vonp� Attest: p�oF FORr*ya 0 dVo g=0 oo �e#.4 % .hkX�-� ��n� QEXA`Jdop•Y By: /Vl Name: Jannette Goodall Title: City Secretary VENDOR: Athenian Group, LLC /./.L& Bobby R. Dixon Jr. (Apr 30, 2024 09:21 CDT) By: Name: Bobby Dixon Title: Managing Partner Date: Apr 30, 2024 By: Douglas Black (Apr � 4 12:58 CDT) Name: Douglas Black Title: Senior Assistant City Attorney Contract Authorization: MSC: 24-0050 City of Fort Worth, Texas OFFICIAL RECORD Standard Agreement for Professional Services AMENDMENT CITY SECRETARY Revision Date: 6/24/2021 Page 2 of 2 FT. WORTH, TX Attachment A ATHENIAN WISE COUNSEL. SUSTAINABLE RESULTS. City of Fort Worth Amendment No. 2 to Statement of Work: City Hall Relocation — CSC-55514 March 29, 2022 FORT WORTH.. Contents 1 Overview of Current Scope.................................................................................................................... 3 2 Scope Amendments...............................................................................................................................4 3 Pricing and Timeline..............................................................................................................................5 4 Engagement and Scope Change Terms................................................................................................. 6 ATHENIAN 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 CIVIC) 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 Programming and Pre -Design: • Approved M&C Contract • A&P 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 Price Construction Phase: • CH Construction Start • CH Council Chambers • CH Parking Garage • CH Utilities Relocation and Deno • CH MEP and Care Construction • CH FloorBuildouts (TI) • Moves Into City Hall • CH Commissioning and Review • CH Program Closeout • CH Project Completion Programming and Predesign Design and DeliveryPh- 1 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. ATHENIAN Copyright © 2021 Athenian Group Page 6 CItOGP Attachment B City of Fort Worth, Texas Mayor and Council Communication DATE: 01/23/24 M&C FILE NUMBER: M&C 24-0050 LOG NAME: 21GEOTECH AND MATERIAL TESTING SERVICES FUTURE CITY HALL SUBJECT (CD 9) Authorize Execution of Amendment #1 for the Contract with Mas-Tek Engineering & Associates, Inc. for Geotechnical and Materials Testing Services in the Amount of $70,762.50, for a Total Contract Value of $170,000.00, and Authorize Amendment #3 to the Professional Services Agreement with Athenian Group, LLC for Program Management Services for the Future City Hall Move 100 Energy Way Project in the Amount of $107,032.00 RECOMMENDATION: It is recommended that the City Council: 1. Authorize the execution of amendment #1 to the contract with Mas-Tek Engineering & Associates, Inc. for geotechnical and materials testing services in the amount of $70,762.50 for a total contract amount of $170,000.00; and 2. Authorize the execution of amendment #3 to the professional services agreement with Athenian Group, LLC for program management services for the Future City Hall Move 100 Energy Way project (City Project No. 103133) in the amount of $107,032.00. DISCUSSION: The purpose of this Mayor and Council Communication (M&C) is to recommend that the City Council authorize execution of amendment #1 to the contract with Mas-Tek Engineering & Associates, Inc. for geotechnical and materials testing services in the amount of $70,762.50 for a total contract amount of $170,000.00. A Request for Qualifications (RFQ) was published for these services in the Fort Worth Star -Telegram on March 27, 2023. Property Management Department received written Statements of Qualifications (SOQ) on April 24, 2023 from the following 10 firms: • Alliance Geotechnical Group, Inc. • Alpha Testing, Inc • Braun Intertec Corporation • Geotex Enginneering, LLC (formally D&S Engineering) • ECS • ETTL Engineers & Consultants • Henley -Johnson & Associates • Mas-Tek Engineering & Associates, Inc • Tolunay Wong Engineers, Inc • Raba Kistner, Inc. Each firm's SOQ was evaluated based upon pre -established selection criteria such as qualification of personnel, experience, and availability of testing equipment. An inter -departmental committee determined Mas-Tek Engineering & Associates, Inc. was the most qualified to provide these services. On June 29, 2023 staff administratively executed a contract for $99,237.50 with Mas-Tek Engineering & Associates, Inc. Staff recommends execution of amendment #1 to the contract for geotechnical and materials testing services with Mas-Tek Engineering & Associates, Inc. Alliance Alpha Intertec Braun Geotex ECS ETTL Henley Mas- Tolunay Tek Wong Raba Johnson Kistner ICover Page 5 4 4 5 5 4 5 5 5 4 Relevant 27 22 24 25 27 24 25 27 25 26 Experience Staffing & 31 29 30 30 31 32 30 33 31 30 Qualifications (References 20 15 18 16 18 15 16 120 18 I 18 Supplemental 9 7 7 8 9 8 7 9 7 6 Information Diveristy & N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A Inclusion Overal Score 92 77 83 84 9 83 83 194 86 I 84 The purpose of recommendation # 2 of this M&C is to authorize the execution of Amendment No. 3, in the amount of $107,032.00, to correct a mathematical error in Amendment No. 2 (M&C 23-0111) to professional services agreement with Athenian Group, LLC., for program management services for the Future City Hall Relocation Program, for a total contract amount of $6,215,775.00. At this time, no additional funds are requested and this M&C will simply serve to allocate already budgeted funds. Funding Sources — This project is funded from a mix of funds, including Tax Note 2021 A, Tax Note 2022, ARPA, PEG, and Operational Funds. 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 and General Capital Project Funds for the purpose of funding the amendments to the contracts for the Future City Hall Move 100 Energy Way project, as appropriated. 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: MasTek has submitted a waiver of the goal for Business Equity subcontracting requirements was requested, and approved by the DVIN, because the work is self -performed and therefore no opportunities to subcontract portions of the work are available. Athenian Group, LLC is in compliance with the City's Business Equity Ordinance by committing to 100% MWBE participation on this project. The Future City Hall is to be located in COUNCIL DISTRICT 9 but will benefit all council districts. �•�_� f r�•�:1�T�r_Ar101hilWKS]aArl;JK-ArrrF The Director of Finance certifies that funds are available in the current capital budgets, as previously appropriated, in the Tax Note 2021 A and General Capital Project Funds for the ARPA City Hall Move project to support the approval of the above recommendations and execution of the amendments. Prior to any expenditure being incurred, the Property Management Department has the responsibility of verifying the availability of funds. Submitted for Citv Manaaer's Office bv: Dana Burghdoff 8018 Oriainatina Business Unit Head: Ricardo Salazar 8379 Additional Information Contact: Brian Glass 8088