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Contract 46048
MY SECRETAW CONTRACT NO. qIPP�1� STATE OF TEXAS § KNOW ALL BY THESE PRESENTS COUNTY OF TARRANT § THIS AGREEMENT is made and entered by and between the City of Fort Worth, Texas, a municipal corporation situated in Tarrant,Denton,Parker, and Wise Counties, Texas,hereinafter called the "City", acting herein by and through Fernando Costa, its duly authorized Assistant City Manager, and Haluifeld Hoffer Stanford., hereinafter called the "Architect", acting herein by and through Eric L. Hahnfeld,AIA,its duly authorized representative, for the purpose of providing construction administration services for Tower Drive/Cattle Barn 2 Renovation at the Will Rogers Memorial Center in Fort Worth, Texas. WITNESSETH: That for and in consideration of the mutual covenants and agreements herein contained, City and Architect do hereby covenant and agree as follows: SECTION I SERVICES OF THE ARCHITECT 1.1 The City hereby contracts with Architect as an independent contractor, and the Architect hereby agrees to perform, within the professional standards normally accepted in the State of Texas, professional services in connection with the following general scope of work: Provide Construction Administration Services for Tower Drive/Cattle Barn 2 Renovation at the Will Rogers Memorial Center in Fort Worth,Texas. ("Project"), The scope of services is described more fully in Attachment"A"of this Agreement. SECTION II PERSONNEL 1. The following personnel will be assigned to this Project: 1.1. City of Fort Worth 1.1.1.Project Manager: Ronald Clements,Registered Architect 1.2. Architect 1.2.1.Principal in Charge:David R. Stanford,AIA 1.2.2.Project Manager: David Stanford,AIA 1.2.3.Project Architect: Lee Hill,AIA 2. Neither party may change key personnel without the prior written agreement of the other party. M M SECTION III CHARACTER OF ARCHITECT'S SERVICES Ci1. Architect shall consult with the City to clarify and define City's requirements relative to the Projects and review available data. c�a 2. Architect agrees to commit the personnel to each Project assignment as necessary in order to complete the assignment in an c:- � expeditious manner.p 3. The Architect shall advise City as to the necessity of City's providing or obtaining additional services and data from others required in connection with the Projects at City's cost and expense(which services and data Architect is not to provide hereunder but on which Architect may rely in performing services hereunder),and act as City's representative in connection with any such services of others. rOFF:ICIAL RECORD Page 1 of to ECRETARY OR®�Ugu1 4. The Architect shall pay for the printing of contract documents required for design submittals and presentations as a part of the reimbursable allowance. 5. The Architect shall perform services as outlined in the Hahnfeld Hoffer Stanford letter, dated July 9, 2014 subject: Construction Administration Phase Fee Proposal, Tower Drive/Cattle Bam 2 Renovation Will Rogers Memorial Center City of Fort Worth, Fort Worth, Texas which is attached hereto as Attachment"A"and made a part of this Agreement. 6. If at any time in the course of the design,the City expands the scope of services,or the Architect believes the City has requested services that are beyond the scope of this Agreement,the Architect shall submit a proposal for additional fees and a written agreement shall be reached on said proposal prior to the Architect proceeding with the work considered to be beyond the scope of this Agreement. Architect shall not perform any additional services without a written agreement with City. Any services provided prior to reaching an agreement on additional fees will be non-compensable. 7. Architect shall apply for building permits and provide such service as maybe necessary for the building permits to be issued. The City shall pay any fees for such Building Permits. SECTION IV SPECIAL SERVICES OF ARCHITECT 1. If authorized in writing by City,Architect shall furnish or obtain from others special services necessary to complete the Projects. These special services are not included as part of the Basic Services outlined in SECTION I -SERVICES OF THE ARCHITECT and Attachment"A." These special services will be paid for by City as indicated in Section V. SECTION V COMPENSATION TO ARCHITECT 1. The total compensation for all of the assignments to be performed by Architect to complete the Projects as described in CHARACTER AND EXTENT of ARCHITECT'S SERVICES and Attachment"A" hereof shall be $265,699.00, hereinafter referred to as the "total fee," plus up to $10,000.00 in reimbursable expenses. 2. Architect shall be paid the following percentages of the total fee at the following stages of the project: 1.1. Completion of Schematic Design and cost estimates 20% 1.2. Completion of Design Development and cost estimates 40% 13. Completion of Construction Documents and cost estimates 75% 1.4. Action by City Council to accept bids 80% 1.5. Final acceptance of the Project by the City 100% 1.6. Reimbursement of allowable expenses shall have prior approval of the City. Allowable expenses include: 1.6.1.Printing Costs 1.6.2,Enhanced CAD drawings for public and City meetings, 1.6.3.Long distance phone calls 1.6.4.Postage and courier expenses 1.6.5.Other costs with prior approval of the City. Page 2 of 10 SECTION VI RESPONSIBILITY FOR CONSTRUCTION COSTS I. The Construction Budget for the Project is$11,800,966.00. If the Construction Budget is exceeded by the lowest bona fide bid,the City may(1)award the contract,(2 abandon the project and terminate this agreement,or(3)cooperate in the reduction of the Project Scope and features as required to stay within the Construction Budget in order to rebid the Project. If the City decides to reduce the scope of the project and rebid,the Architect shall,without additional fee,modify the Drawings and Specifications as necessary to stay within the Construction Budget. In the event the City abandons the project,the City may terminate this Agreement,and the Architect shall be entitled to 80%of the total fee plus allowable reimbursement. 2. The Architect shall inform the City in writing of the probable construction cost at the submission of each design phase. The City shall either approve the adjustment of the Construction Budget or direct the Architect to adjust the Project design,at no additional cost to the City,to stay within the previously approved Construction Budget. SECTION VII METHOD OF PAYMENT 1. The Architect shall be paid not more frequently than once per month on the basis of statements prepared fiom the books and records of account of the Architect, such statements to be verified as to accuracy and compliance with the terms of this Agreement by an officer of the Architect. Payment according to statements will be subject to certification by the Director, Transportation and Public Works Department or his duly authorized representative that such work has been performed. 2. The above charges are on the basis of prompt payment of bills rendered and continuous progress of the work on the Projects until completion. If City fails to make any payment required herein for services and reimbursable expenses within sixty days after approval of Architect's statement thereof,Architect may, after giving seven days written notice to City, suspend services under this Agreement until Architect has been paid in full all amounts due for services actually performed and reimbursable expenses incurred. SECTION VIII PROCEDURES FOR PROVIDING DESIGN SERVICES 1. Schematic Design Phase: 1.I. The Architect shall visit the sites and make himself familiar with the scopes of the Projects. 1.2. Prepare alternative floor plans, architectural concepts, and finish plans and area-based cost estimates. 2. Design Phase: 2.1. The Architect shall prepare presentation graphics using plans necessary for the design and attend one City meeting(if required)during the design of the project. 2.2. Architect shall prepare the design in stages as follows: 2.2.1.Design Development Phase: Preparation of architectural and MEP plans, principal elevations, selection of principal finishes,and discipline-based cost estimates. Upon written approval of this phase of the work, Architect may proceed to the Construction Document Phase. 2.2.2.Construction Document Phase: Preparation of details, mechanical, electrical, and plumbing plans,finishes schedules,detailed technical specifications,and detailed cost estimates. 4 { 2.3. Format of Drawings i 23.1.Drawings at all stages of design will have the following characteristics: Scale for floor plans will be 1/8" or such other scale as may be agreed to in writing for all disciplines, elevations Page 3 of 10 will be at same scale as floor plans, area plans will have same scale for all disciplines, and site plans for all disciplines will be at same scale. 2.3.2. Drawings shall plot to 2204 sheet to facilitate half-size 11x17 prints. Fonts shall be legible at half-size. 2.4. Architect, at its sole cost and expense, shall engage a consultant to prepare `Elimination of Architectural Barriers Registration" and submit the applications to the Texas Department of Licensing and Regulation. The City will pay all fees required for TDLR reviews and inspections. All designs shall be in conformance with the Elimination of Architectural Barriers Act, State of Texas,City of Fort Worth Building Codes and the Americans with Disabilities Act. 2.4.1.The Architect shall reimburse the City of Fort Worth for all costs and fees incurred in modifying a facility in the event it is constructed in accordance with the Architect's designs and is subsequently determined to be in non-conformance with the above Act, Codes or Guidelines. 2.4.2.The City will bear the construction costs associated with enhancements. The Architect will reimburse the City for costs to replace or rework features that were constructed in accordance with the design but fail to meet accessibility requirements or building codes. 2.5. The Architect shall submit estimates of probable construction cost for each stage of design to the City. 2.6. The City shall acknowledge the probable construction costs and scope in writing at each stage of design. 23. Upon written approval of the final design, the Architect shall make whatever final changes are necessary and submit the drawings and technical specifications to the City for use in bidding. 2.8. The Architect shall provide electronic files in PDF or DWF format for posting to the Internet. 3. Bidding: 3.1. The Architect shall respond to Contractors inquiries, prepare necessary addenda, and attend the Prebid Conference,and participate in the contractor selection process. 3.2. The Architect shall coordinate printing of documents for bidding. 3.3. Following bidding, the Architect shall investigate the qualifications of up to three bidders and make recommendations concerning the capability of the bidder to satisfactorily perform the contract. 4. Construction Services: 4.1. The Architect shall assist the City by approving submittals,observing construction procedures and results, reviewing methods and costs associated with proposed change orders, and resolving construction problems. 4.2. Architect shall attend periodic job site meetings,prepare meeting notes and distribute them to all participants and key project personnel. 4.3. At the completion of construction,the Architect shall conduct and document the final inspection and assist the City on the resolution of construction or design deficiencies. 4.4. Architect will review contractor's pay-requests. 4.5. Architect will conduct final acceptance and end of warranty inspections. 4.6. The Architect shall provide electronic files to the Contractor for the Contractor's preparation of "Record Drawings"for the City's archives. 4.7. Architect will provide CAD files of all drawings suitable to use on AutoCAD LT or such other operating system as determined by the City. Page 4 of 10 5. All designs, drawings,specifications,documents, and other work products of the Architect, whether in hard copy or in electronic form, are instruments of service for this Project, whether the Project is completed or not. Reuse, change, or alteration by the City or by others acting through or on behalf of the City of any such instruments of service without the written permission of the Architect will be at the City's sole risk. The City shall own the final printed designs, drawings, specifications and documents. Transfer-of ownership of the contract documents does not constitute sale of the documents. 6. prepare schedules using the following scheduling software systems:Primavera Version 6.1 or Primavera Contractor Version 6.1 or Primavera SureTrak Version 3 or Mireosoft .Project Version 2003/2007. The softwares can be later versions. If a different software is planned,the software has to be previously approved by the City. SECTION IX CITY RESPONSIBILITIES 1. Provide criteria and information as to City's requirements and designate a person with authority to act on City's behalf on all matters concerning the Projects. 2. Assist Architect in obtaining existing studies, reports and other available data and services of others pertinent to the Projects and in obtaining additional reports and data as required. 3. Upon reasonable notice arrange for access to and make all provisions for Architect to enter upon public and private property as pray be required for Architect to perform services hereunder. 4. Designate in writing qualified persons who will act as City's representatives with respect to the Projects for the purposes of transmitting instructions, receiving information, interpreting and defining City's policies and decisions with respect to Architects services. 5. Review all reports, recommendations and other documents and provide written decisions pertaining thereto within a reasonable time. 6. Upon reasonable notice provide labor and safety equipment to expose structural elements, to make temporary repairs,and to operate mechanical and electrical systems as required by the Architect in the development of the design. 7. Examine all studies, reports, sketches, drawings, specifications, proposals and other documents presented by Architect, obtain advice of an attorney, insurance counselor and other architects as it deems appropriate for such examination and render in writing decisions pertaining thereto within a reasonable time so as not to delay the services of Architect. 8. Provide"Front End",including Division I requirements,for use in assembling the Project Manual. 9. Prepare easements and right-of-way acquisition conveyance documents, from description provided by Architect, contact owners, negotiate for or condemn all casements and right-of-way,pay all filing and legal fees associated therewith. 10. Provide such legal,accounting,insurance and other counseling services to City as may be required for the Projects. 11. Manage the advertisement and bidding of the project, issue addenda, distribute bid documents, award contract,and execute the contacts. 12. Administer the construction of the Project. 13. Provide inspection and management services. 14. Provide contractors prepared field drawings to the Architect for review. 15. Pay all impact and utility fees and other fees not expressly assigned to the Architect. This includes fees charged by Oncor for new or revised service. Page 5 of 10 16. Print documents for bidding and record. 17. Bear all costs incident to compliance with this Section. SECTION X TERMINATION 1. The City may terminate this Agreement at any time for convenience or for any cause by notice in writing to the Architect. Upon receipt of such notice, the Architect shall immediately discontinue all services and work and the placing of all orders or the entering into contracts for supplies, assistance, facilities and materials in connection with the performance of this Agreement and shall proceed to cancel promptly all existing contracts insofar as they are chargeable to this Agreement. 2. If the City terminates this Agreement under the foregoing paragraph, the City shall pay the Architect for services performed in accordance herewith prior to such termination, less such payments having been previously made. Such payment shall be based upon the work completed up to the date of termination of the Agreement in accordance with the method of compensation prescribed in Sections V and Vl hereof. Architect shall also be compensated for all termination-related expenses such as meeting attendance, document reproduction, transfer of records, etc. Provided, however, Architect shall not be entitled to any compensation that exceeds the total fee to be paid hereunder at the applicable phase as stated in Section V. 3. Upon early termination or conclusion of this Agreement, the Architect shall provide the City reproducible copies of all completed or partially completed engineering documents prepared under this Agreement that shall become the property of the City and may be used by the City in any manner it desires. The Architect shall not be liable for the use of such materials for any project other than the project described in this Agreement. SECTION XI INDEMNI'T'Y AND INSURANCE 1. Approval by the City of contract documents shall not constitute or be deemed to be a release of the responsibility and Iiability of the Architect, its officers, agents, employees and consultants, for the accuracy and competency of the services performed under this Agreement,including but not limited to surveys, location of subsurface investigations, designs, working drawings and specifications and other Engineering documents. 2. Such approval shall not be deemed to be an assumption of such responsibility and liability by the City for any negligent act, error or omission in the conduct or preparation of the subsurface investigations, surveys, designs, working drawings and specifications and other Engineering documents by the Architect,its officers,agents,employees and consultants,it being the intent of the parties that approval by the City signifies the City's approval of only the general design concept of the improvements to be constricted. 3. In this connection the Architect shall indemnify and hold the City and all its officers, agents, servants and employees harmless from any loss,damage,liability or expenses,on account of damage to property and injuries,including death,to all persons,including but not limited to officers,agents,or employees of the Architect or consultant,and all other persons performing any part of the work and improvements, which may arise out of any negligent act, error or omission in the performance of the Architect's professional services or in the preparation of designs, working drawings, specifications and other documents. 4. The Architect shall defend at its own expense any suits or other proceedings brought against the City, its officers, agents, servants and employees, or any of them on account thereof, and shall pay all expenses and satisfy all judgments which may be incurred by or rendered against them arising out or the indemnification; provided and except, however, that this indemnification provision shall not be construed as requiring the Architect to indemnify or hold the City or any of its officers,agents,servants Page 6 of 10 or employees harmless fi•om any loss, damages, Iiability or expense,on account of damage to property or injuries to person caused by defects or deficiencies in design criteria and information provided to Architect by City, or any deviation in construction fi•om Architect's designs, working drawings, specifications or other documents. 5. Without limiting the above indemnity, Architect shall maintain a policy of comprehensive general liability insurance coverage with carriers acceptable to City in at least the following amounts: Commercial General Liability $1,000,000 Per Occurrence $2,000,000 Aggregate Limit Workers Compensation Coverage A: Statutory limits Coverage B:Employers Liability Insurance $100,000 Each Accident/Each Occurrence $100,000 Disease—per each employee $500,000 Bodily Injury/Disease—Policy Limit Automobile Liability $1,000,000 each accident on a combined single basis OR $250,000 Property Damage $500,000 Bodily Injury per person per occurrence Professional Liability Insurance (Errors and Omissions) $1,000,000• Per claim $2,000,000 ' Annual aggregate 6. Architect shall furnish City a Certificate of insurance in at least the above amounts. Certificate shall contain a provision that such insurance cannot be canceled without 30 days prior written notice to City. The City reserves the right to revise insurance requirements specified in this Agreement to the best interests of the City. 7. General Insurance Requirements 7.1. Commercial General Liability coverage shall be endorsed to name the City an Additional Insured thereon. The term "City" shall include its employees, officers, officials, agents, and voltmteers as respects the contracted services. 7.2. Certificate(s) of insurance shall document that insurance coverage specified are provided under applicable policies documented thereon. 7.3. Any failure on part of the City to request required insurance docunnentation shall not constitute a waiver of the insurance requirements. 74. A minimum of thirty days notice of cancellation or non-renewal in coverage shall be provided to the City. A ten days notice shall be acceptable in the event of non-payinent of premium. Stich terms shall be endorsed onto Architect's insurance policies. Notice shall be sent to the Facilities Manager, Transportation and Public Works Department, 1000 Tluockmorton,Fort Worth,TX 76102. 7.5. The City shall not be responsible for die direct payment of any insurance premiums required by this Agreement. It is understood that insurance cost is an allowable component of the Architect's general overhead. Page 7 of 10 7.6. The City reserves the right to revise insurance requirements specified in this agreement according to the best interests of the City. 7.7. Insurers for all policies must be authorized to do business in the state of Texas or be otherwise approved by the City; and, such insurers shall be acceptable to the City in terms of their financial strength and solvency. 7.8. Deductible limits,or self-insured retentions,affecting insurance required herein may be acceptable to the City at its sole discretion; and, in lieu of traditional insurance, any alternative coverage maintained through insurance pools or risk retention groups must be also approved. Dedicated financial resources or letters of credit may also be acceptable to the City. 7.9. The City shall be entitled,upon its request and without incurring expense,to review the Architect's insurance policies including endorsements thereto and, at the City's discretion,the Architect may be required to provide proof of insurance premium payments. 7.10.All insurance, except for the Professional Liability insurance policy, shall be written on an occurrence basis. 7.11.The Professional Liability Policy shall be written on a"claims made"and shall be in effect for the duration of this Agreement and for 12 months following Architect's issuance of the Certificate of Substantial Completion. The Architect's current insurer shall list the City as a certificate holder for a period of six years following the issuance of the Certificate of Substantial Completion by the Architect. The City shall be notified at least 30 days prior to cancellation or non-renewal in coverage. 8. The City shall require its General Contractor to include the Architect as an additional insured on its general liability insurance. SECTION XII HAZARDOUS MATERIALS 1. City acknowledges Architect will perform part of the work at City's facilities that may contain hazardous materials, including asbestos containing materials, or conditions, and that Architect had no prior role in the generation,treatment,storage,or disposition of such materials. In consideration of the associated risks that may give rise to claims by third parties or employees of City, City hereby releases - Architect from any damage or liability related to the presence of such materials. 2. The release required above shall not apply in the event the discharge,release, or escape of hazardous substances, contaminants, or asbestos is a result of Architect's negligence or if Architect brings such hazardous substance,contaminant,or asbestos onto the Projects. SECTION XIII RIGHT TO AUDIT 1. Architect agrees that the City shall,until the expiration of three(3)years after final payment Larder this Agreement, have access to and the right to examine any directly pertinent books, documents, papers and records of the Architect involving transactions relating to this Agreement. Architect agrees that the City shall have access during normal working hours to all necessary Architect facilities and shall be provided adequate and appropriate workspace in order to conduct audits in compliance with the provisions of this section. The City shall give Architect reasonable advance notice of intended audits. 2. Architect further agrees to include in all its subcontracts hereunder a provision to the effect that the subconsultant agrees that the City shall,until the expiration of three(3)years after final payment under the subcontract, have access to and the right to examine any directly pertinent books, documents, papers and records of such subconsultant involving transactions to the subcontract, and further, that City shall have access during normal working hours to all subconsultant facilities,and shall be provided adequate and appropriate work space, in order to conduct audits in compliance with the provisions of this article. City shall give subconsultant reasonable advance notice of intended audits. Page 8 of 10 3. Architect and consultants agree to photocopy such project-related documents as may be requested by the City. The City agrees to reimburse Architect and consultants for the costs of copies at the rate published in the Texas Administrative Code. SECTION X1V SUCCESSORS AND ASSIGNS 1. The City and the Architect each bind themselves,their successors and assigns, to the other party to this Agreement and to the successors and assigns of each other party in respect to all covenants of this Agreement. SECTION XV ASSIGNMENT 1. Neither party hereto shall assign, sublet or transfer its interest herein without prior written consent of the other party, and any attempted assignment, sublease or transfer of all or any part hereof without such prior written consent shall be void. SECTION XVI INDEPENDENT ARCHITECT 1. Architect shall perform all work and services hereunder as an independent Architect, and not as an officer, agent, servant or employee of the City. Architect shall have exclusive control of, and the exclusive right to control the details of the work performed hereunder, and all persons performing same, and shall be solely responsible for the acts and omissions of its officers, agents, employees and consultants. Nothing herein shall be construed as creating a partnership or joint venture between the City and the Architect, its officers, agents, employees and consultants, and doctrine of respondent superior has no application as between the City and the Architect. SECTION XVII M/WBE GOALS 1. In accordance with City of Fort Worth Ordinance No. 15530,the City has goals for the participation of minority and woman business enterprises in City contracts. Architect acknowledges the M/WBE goal of 22%is established for this Agreement and its eonunitment to meet that goal. Any misrepresentation of facts (other than a negligent misrepresentation) and/or the commission of fraud by Architect may result in termination of this Agreement and debarment from participating in City contracts for a period of time not less than three years. SECTION XVIII OBSERVE AND COMPLY i. Architect shall at all times observe and comply with all Federal and State laws and regulations and with all City ordinances and regulations which in any way affect this Agreement and the work hereunder, and shall observe and comply with all orders,laws,ordinances and regulations which may exist or may be enacted later by governing bodies having jurisdiction or authority for such enactment. No plea of misunderstanding or ignorance thereof shall be considered. Architect agrees to defend,indemnify and hold harmless City and all its officers, agents and employees from and against all claims or liability arising out of the violation of any such order,law,ordinance,or regulation,whether it be by itself or its employees. SECTION XIX MISCELLANEOUS 1. If any action,whether real or asserted, at law or in equity, arises on the basis of any provision of this Agreement, venue for such action shall lie in state courts located in Tarrant County, Texas or the Page 9 of 10 United States District Court for the Northern District of Texas—Fort Worth Division. This Agreement shall be construed in accordance with the laws of the State of Texas. 2. The patties acknowledge that each party and, if it so chooses, its counsel have reviewed and revised this Agreement and that the normal rule of construction to the effect that any ambiguities are to be resolved against the drafting party must not be employed in the interpretation of this Agreement or any amendments or exhibits hereto. 3. This Agreement shall inure only to the benefit of the parties hereto and thud persons not privy hereto shall not,in any form or manner,be considered a third party beneficiary of this Agreement. Each party hereto shall be solely responsible for the fulfillment of its own contracts or commitments. IN TESTIMONY THEREOF,the City of Fort Worth has caused this instrument to be signed in triplicate in its name and on its behalf,by its City Manager and attested by its City Secretary,with the Corporate Seal affixed; and the Architect has also properly executed this instrument in triplicate copies, each of which is deemed an original. EXECUTED IN THE CITY OF FORT WORTH TEXAS,THIscldS�day of A.D.,2014. HAHNFELD=1. APPROVED: By: ` IF o A Eric L.Ha fe ,AIAa � t�tando Costa Principal 04` istant City Manager ®C © gip b 1� APPROVAI COMMENDED: S. °¢�, E AS By: t"�' y: Douglas W Versig,PE,Director �4ieadriic— i f 1(�rC/ l�C if t/� Transportation and Public Works Departm t City Secretary APPROVED AS TO RMAND LEGALITY: M&C C- C-27013 (Sentember23,2014) Contract Authorization By: Date: Douglas W.Black Assistant City Attorney The Texas Board ofArchiteotural Examiners,8213 Shoal Creek Boulevard,Suite 107,Austin,Texas,78758,telephone(512)305- 9000,has jurisdiction over individuals licensed under the Architects'Registration Law,Texas Civil Statutes,Article 249a. OFFICIAL RECORD CITY SECRETARY Page 10 of 10 r-7o WORT H9 7X i 7 Fort Worth,Taxas 79107 AdMk Hahnfeld Hoffer 817.902.002 Fax Stanford : r r aichitecL/y.Wnnarp/inlr.•rirrn July 9, 2014 Mr. Dalton Murayama, AIA City of Fort Worth Transportation and Public Works Department Facilities Management/Architectural Services 401 West 131"Street Fort Worth, Texas 76102 Re: Construction Administration Phase Fee Proposal Tower Drive/Cattle Barn 2 Renovation Will Rogers Memorial Center City of Fort Worth Fort Worth, Texas Dear Dalton: Hahnfeld Hoffer Stanford is excited about the opportunity to provide Construction Administration Services for Tower Drive/Cattle Barn 2 Renovation, Will Rogers Memorial Center, City of Fort Worth, In response to our conversations, you are requesting a Professional Services Proposal for the Construction Administration Phase only based upon the drawings dated May 28, 2014, Basic Services fee for the Construction Administration Phase (Architectural, Structural, Mechanical, Electrical, Plumbing, Civil Engineering, Landscape, and Audio/Video Systems): Basic Service fee for Construction Administration Services is $249,169.00, $14,000.00 for Alternate No. 1 and$2,600.00 for Alternate No. 5. 1. Structural Engineer: Ponce-Fuess Engineering, LLC 2. Mechanical, Electrical and Plumbing Engineer: Baird, Hampton & Brown, Inc. 3. Landscape Architect: Dunaway Associates, Inc. 4. Audio/Video Systems: BAI, LLC. 6, Civil Engineer: Dunaway Associates, Inc, 6. Architectural Barriers Compliance Review and Inspection: Provided by Owner. 7. Construction Materials Testing: Provided by Owner. i : t ► � t e, i The Scone of Services to include the following: CONSTRUCTION ADMINISTRATION 1. Hahnfeld Hoffer Stanford's responsibility to provide Basic Services for the Construction Administration Phase will commence with the award of the initial Contract for Construction and terminate at the earlier of the issuance to the Owner of the final Certificate for Payment or 60 days after the date of Substantial Completion of the Work. Hahnfeld Hoffer Stanford shall provide administration of the Contract for Construction as set forth below and in the edition of AIA Document A201, General Conditions of the Contract for Construction, as amended, unless otherwise provided in this Agreement. Modifications made to the General Conditions, when adopted as part of the Contract Documents, shall be enforceable under this Agreement only to the extent that they are consistent with this Agreement or approved in writing by the Architect. 2. Hahnfeld Hoffer Stanford shall be a representative of and shall advise and consult with the Owner during the administration of the Contract for Construction. The Architect shall have authority to act.on behalf of the Owner only to the extent provided in this Agreement unless otherwise modified by written amendment. 3. Hahnfeld Hoffer Stanford, as a representative of the Owner, shall visit the site at intervals appropriate to the stage of the Contractor's operations, to become generally familiar with and to keep the Owner informed about the progress and quality of the portion of the Work completed; to endeavor to guard the Owner against defects and deficiencies in the Work, and to determine in general if the Work is being performed in a manner indicating that the Work, when fully completed, will be in accordance with the Contract Documents. However, Hahnfeld Hoffer Stanford shall not be required to make exhaustive or continuous on-site inspections to check the quality or quantity of the Work. Hahnfeld Hoffer Stanford shall neither have control over or charge of, nor be responsible for, the construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with the Work, since these are solely the Contractor's rights and responsibilities under the Contract Documents. 4. Hahnfeld Hoffer Stanford shall report to the Owner known deviations from the Contract Documents and from the most recent construction schedule submitted by the Contractor. However, Hahnfeld Hoffer Stanford shall not be responsible for the Contractor's failure to perform the Work in accordance with the requirements of the Contract Documents. Hahnfeld Hoffer Stanford shall be responsible for Hahnfeld Hoffer Stanford's negligent acts or omissions, but shall not have control over or charge of and shall not be responsible for acts or omissions of the Contractor, Subcontractors, or their agents or employees, or of any other persons or entities performing portions of the Work. 5. Except as otherwise provided in this Agreement or when direct communications have been specially authorized,the Owner shall endeavor to communicate with the Contractor through the Architect about matters arising out of or relating to the Contract Documents. Communications by and with the Architect's consultants shall be through the Architect. 6. Hahnfeld Hoffer Stanford shall attend Owner/Contractor weekly meetings; review all shop drawings and product submittals/samples; review RFVs and monthly Applications for Payment; create a punchlist at completion of construction and; prepare a Certificate of Substantial Completion. Additional Services The following services are not included in Basic Services and they shall be paid for by the Owner as provided in this Agreement,in addition to the compensation for Basic Services.The services shall only be provided if authorized or confirmed in writing by the Owner. 1. If more extensive representation at the site than is described above is required, the Architect shall provide one or more Project Representatives to assist in carrying out such additional on-site responsibilities. 2. Project Representatives shall be selected, employed and directed by the Architect, and the Architect shall be compensated therefor as agreed by the Owner and Architect.The duties, responsibilities and limitations of authority of Project Representatives shall be as described in the editions of AIA Document B352 current as of the date of this Agreement, unless otherwise agreed. 3. Through the presence at the site of such Project Representatives, the Architect shall endeavor to provide further protection for the Owner against defects and deficiencies in the Work, but the furnishing of such project representation shall not modify the rights, responsibilities, or obligations of the Architects as described elsewhere in this Agreement. 4. Preparing Drawings, Specifications and other documentation and supporting data, evaluating Contractor's proposals, and providing other services in connection with Change Orders and Construction Change Directives, other than those services normally required of Architect for a project of this size and complexity. 5. Providing services in connection with evaluating substitutions proposed by the Contractor and making significant subsequent revisions to Drawings, Specifications and other documentation resulting therefrom. 6. Providing consultation concerning replacement of Work damaged by fire or other cause during construction, and furnishing services required in connection with replacement of such Work. I 7. Providing services made necessary by the default of the Contractor, by major defects or deficiencies in the Work of the Contractor, or by failure of performance of either the Owner or Contractor under the Contract for Construction. 6. Providing services in evaluating an extensive number of claims submitted by the Contractor or others in connection with the Work. 9. Providing services in connection with a public hearing, a dispute resolution proceeding or a legal proceeding except where the Architect is party hereto. (Representation required for Variances, Code or Fire Prevention Board of Appeals, etc., are included in Basic Services). 10. Providing coordination of construction performed by separate contractors or by the Owner's own forces and coordination of services required in connection with construction performed and equipment supplied by the Owner. 11. Preparing a set of reproducible record drawings showing significant changes in the Work made during construction based on marked-up prints, drawings and other data furnished by the Contractor to the Architect. 12. Providing services after issuance to the Owner of the final Certificate for Payment, or in the absence of a final Certificate for Payment, more than 60 days after the date of Substantial Completion of the Work. 13. Providing services of consultants for other than noted above, 14. Providing any other services not otherwise included in this Agreement or not customarily furnished in accordance with generally accepted architectural practice. Reimbursable Expenses Reimbursable Expenses are in addition to the Compensation for Basic and Additional Services and include expenditures made by the Architect and consultants in the interest of the Project for the expenses listed in the following subparagraphs: Expense of reproductions, postage and handling of Drawings, Specifications, shop drawings and product data, and other documents; In no event shall Reimbursable Expenses exceed $10,000.00 without written authorization from Owner. The fees included in this proposal are based on our assessment of the Project needs and the corresponding scope of effort. If you have any questions or comments, please advise. Sincerely, HAHNFELD HOFFER STANFORD architects planners interiors 4- - Eric L. Hahnfeld, AIA Principal Enclosures ° r% .. - ..Hoffer 'CA Fee Summary �w w cb Project Manager. Lee Hill,AIA Date: 7/9/2014 Owner: City of Fort Worth Fee Type: Lump Sum Project Description: Will Rogers Memorial Center Tower Drive/Cattle Barn 2 Renovation Notice to Proceed: 2/912015 Job Number: 13006.00 Substantial Completion 12/1/2015 Months for Construction: 10 Assumed Months for Closeout: 2 Total Assumed Months for CA Phase: 12 Discipline Company Fee Architect Hahnfeld Hoffer Stanford $165,350.00 Structural Engineer Ponce-Fuess $24.1329.00 MEP Engineer Baird Hampton&Brown $37,120.00 Civil Engineer Dunaway $11,620.00 Landscape Architect Dunaway $5,150.00 Audlo/Visual Consultant BAl $5,100.00 Total $249,169.00 Alternates Number 1 $14,000.00 Number 5 $2,500.00 Reimbursabies Reimbursable expenses 310,000.00 1� a _ - . CA Phase-Arohitectural Yzrf Hoffer Stanford Date: IM12011 Owner:City of Forl Worth PIC Hrs: 24 Labor$: S 5,280.00 Project Description!WiillRogersMemorintCenter Phi Hrs: 126 Labor S: 5 21.420,00 Tarver DrivelCatile Barn 2 Renovation Taint Hours: 1.196 Proj Arch Hrs: 256 Labor 4• $ 34000.00 Job Number:130MOO `/°Complete: 0% Const Admin Hrs: 790 Labor$: 5 108,650,OD Hours Remaining: 1.195 Tolat Hrs; 1,196 Total$t S 185,350.00 _ % Proj Const Bdgt Hours %of ProjeclAclfvity Comp PIC PM Arch Admin Cler Hours Remain Budget Complete Tasks PROJECT ADMINISTRATION Attend pre-construction_ 2 2 4 e 8 0.7% 0.0% Attend regular cons inlc tlonmeelings.(weeldy)(12months) 24 24 104 152 152 12.7°% 010% Attend pre-installation meetings 8 20 28 28 2.3% 0.0% OFFICE CONSTRUCTION ADMINISTRATION Review and process sr(op dravdngstsubmigals 18 24 160 190 190 15.9°% 0.0°% Review&evaluate proposed substitutions;recommendlrojoct 4 24 12 40 40 3.3-6 0.0% CONSTRUCTION FIELD OBSERVATION Visit site at inlerdals appropriate to the stage of wnsbuclion 40 24 220 264 284 23.7% 0.0% Prepare and Issue field reports 52 52 52 4.3% 0.0% SUPPLEMENTAL DOCUMENTS Answer requests for Information(RF1's) a 40 80 120 128 107% 0.0% Provide.tevlewofr agyeeledlrequkelchariges B 8 St3 a 40 40 3.30% 0.0% Prepare&disinbute supplemenlai lgromtalion related to RFV6 24 24 8 50 56 4.7% 0.0% Amhorizo minor chenues(o the viork(ASI's)(no•costItems) a 16 24 24 2.0% 0.0% QUOTATION REQUESTSICHANGE ORDERS Provide review of requasiedlrequiredChanges 12 12 24 24 2,0% 0.0% Prepare documents describing changes to the vrork 24 8 32 32 2-7% 0.0% '.. Prepare change orders and construction changedlrectives 8 16 24 24 2.0% 0.0% SUBSTANTIAL COMPLETION(SC) Conduct substantial completion Inspection 0 24 32 32 2.7% 0.0% Prepare and issue punch list 8 4 12 12 1.056 0.0°% Issue certillcale of substantial complation 2 2 2 0,2% 0.0% FINAL INSPECTION NolifyOwperAnd CCM of dell ciencles 2 2 4 1 4 0.3% O.0% Conduct Mal Inspection to verify final oomplellon or the work 8 8 18 16 1.3% 0.0% CLOSEOUT Secure warranties,affidavits,receipts,release of[fen,etc. 4 4 4 0.3% 0.0% Secure record documents from CCM 4 4 4 0.3% 0.0% Verity that all required documents have boen'recelved 4 4 4 013% 0.0% Complete and Issue closeouf(mover recelpt - 2 2 2 0.2% 0.0% FINAL PAY REQUEST Recommend amounts to bevAthheld until work completed 4 2 4 10 10 0.0116 0.0% Review CCh1'sMalpayrequest 4 4 4 0.3% 0.0% Confirm that all closeout documents have been received 1-4 4 4 4 1 0.3% 0.0% Verily(hat fill punch list items have been corrected 0 a 6 0.7% 0.0% VedryWat all oulstondinaclalmi have been resolved 4 4 4 0.31/1 0.0% Sign and Issue C?ves fine]pay request to Owner 2 2 2 0,2°h 0.0% prepare and issue closeout letter to Owner 2 2 2 0.2°% 0.0% �,Structural Engineer(Base Bid-+Alternate k) Hours Date: 613 012 01 4 Owner;City at Fort Worth PIC 18 Labor$: S 3,510 Project Description:Will Rogers Memorial Center PM 64 Labor$: $ 11,077 Tower DrivefCatlle Barn 2 Renovation Engr 96 Labor S: S 9,600 Job Number: 13006.00 CADD B Labor S: S 642 Consultant:Ponce-Fuess Engineering Clef Labor$: $ - Labor$: S Labor$: S Total Hours; 186 Total Hra: 186 Total$: $ 24,820 Reimbursabfes: S 500 Total: S 25,329 PIC PM Engr CADD Cior I3dgt Project Activity Hours Tasks Construction Administration Phase PROJECT ADMINISTRATION Attend phase kick off meeting with AlE learn 0 0 Attend pre-constructioir conference 4 4 Attend pre-installation meetings 4 4 Attend regular construction meetings 4 4 OFFICE CONSTRUCTION ADMINISTRATION Review and process submittals and strop drawings 6 20 48 76 CONSTRUCTION FIELD OBSERVATION Visit site at intervals appropriate to the stage of construction 12 16 28 Prepare and issue field reports 6 12 18 INSPECTION COORDINATION Review reports,tests,nolificalions of observed deficiencies 2 6 8 SUPPLEMENTAL DOCUMENTS Answer requests for Information(RFI's) 2 8 B 18 Prepare soltrtlonslsketches for field clarifrcationslproblems 4 a 6 It 26 Relmbursables TraveVSubsistanoe. S 300.00 PostagelShipping: 5 200.00 Reproducion S - Total Reimbursabfes: S 500.00 ♦ f i Data: 702014 Owner;City of Fort Worth PIC 80 Labor S: $ 17,160.00 Project Description:Will Rogers Memorial Center Sr Engr Labor S: S - Tower Drive/Cattle Barn 2 Renovation Engr PE 176 Labor$: S 17,600.00 EIT - Labor$, S Job Number:13006.00 Sr Des, Labor$: S Consultant:Baird,Hampton&Brawn,Inc. Design Labor$: S CADD 24 Labor S: S 1,560.00 Cler 16 Labor S; 5 800.00 Total Hours: 304 Total His: 304 Total$: $ 37,120.00 Reimbursables: 5 - Total: S 37,120.00 PIC Sr Engr Engr PE EIT Sr Dos. Doslgn CADD Clor Budget ProjoctActivity $195 $135 $100 $85 $95 $85 $65 $50 Hours Tasks Construction Admfpistraliott Phaso PROJECT ADMINISTRATION Attend phase kick off maeling with AfE team 4 4 Attend pre-Construction conference 4 4 Attend pre-installation meetings 0 Attend regular canstruclion meetings 6 6 OFFICE CONSTRUCTION ADMINISTRATION Review and process submittals 6 20 28 Review and process shop drawings a 20 28 CONSTRUCTION FIELD OBSERVATIO14 Electrical site visit with ONCOR 2 2 Site visits as required for MEP Installation coordination 4 20 24 Visit site at Intervals appropriate with stage of construction 16 16 32 Prepare and issue field reports 16 12 28 INSPECTION COORDINATION Review reports,tests,notifications of observed deficiencies 8 8 SUPPLEMENTAL DOCUMENTS Answer requests for information(RFPs) 16 20 36 Prepare solullomrskelches for Geld 056fiealloosfproblems 20 36 QUOTATION REQUESTS(CHANGE ORDERS 16 Reselect discontinued Items 0 Provide review of requas(edlrarltttred changes 6 12 18 Prepare documents describing changes to the work 12 8 20 PROJECT CLOSEOUT SUBSTANTIAL COMPLETION(SC) Conduct substantial completion inspection 6 B 14 Prepare and Issue punch list 4 4 8 FItdAL INSPECTION Conduciiinal inspection to verify final completion of the work tl e Reimbursables TraveUSubsistance; S Postage/Shipping; $ Reproduciom $ Total Rormbursable9: $ Hours Date-, 6/3012014 owner:City of Fort Worth QA/QC Labor S: S Projoct Description:Will Rogers Memorial Center PM 30 Labor$: S 4,800 Tower Drive/Cattle earn 2 Renovation Des 52 Labor$; S 5,460 Job Number: 13006.OD CARD 16 Labor$: $ 1,360 Consultant: Dunaway Associates,L.P. Labor$; $ - Labor$: $ Labor$; S - Total Hours: 98 Total Hrs: 98 Total$: S 11.620 Reirribursabies; $ 76 Total: S 11,695 QA/QG PM Dos CADD Bdgi ' Project Activity $150 $160 $105.00 $65 Hours Tasks Construction Administration Phase PROJECT ADMINISTRATION Attend phase kick off.meeting with A/E team i 1 Attend pre-construction conference 1 1 Attend pte•Installalion mealings 1 1 Attend regular construction meetings 6 8 16 OFFICE CONSTRUCTION ADMINISTRATION Review and process submittals 3 6 9 Review and process shop drawings 3 6 9 CONSTRUCTION FIELD OBSERVATION Visit site at Intervals appropriate to the stage of construction 4 4 Prepare and issue field reports 4 4 SUPPLEMENTAL DOCUMENTS Answer requests for Information(BFI's) 6 12 16 Prepare solutions/sketches lot field clarificallonslproblems 2 0 1 8 1 16 QUOTATION REQUESTS/CHANGE ORDERS Provide review of requested/required changes 3 3 Prepare documents describing changes to the work 1 4 8 13 PROJECT CLOSEOUT SUBSTANTIAL COMPLETION(SC) Conduct substantial completion inspection 0 Prepare and Issue punch list 1 2 3 Relmbursables Trovel/Subslstance: $ 50,00 Pos(age/Shipping: $ - Reproduclon: $ 25.00 Total Relmbursables: $ 75.00 ape r - Hours Date: 0/3012014 Owner:City of Fort Worth PIC 12 Labor$: S 1.920 Project Description:Will Rogers Memorial Center PM Labor S: S Tower Drive/Cattle Barn 2 Renovation LA 1 Labor$: S Job Number: 13000.00 LA 2 38 Labor$: s 3,230 Consultant: Dunaway Associates,L.P. CADD Labor S: $ - Cler Labor$: S - LaborS: $ Total Hours: 5o Total Hrs: 50 Total$: $ 5,150 Reimbursablew S - Tolal: S 5,150 PIC PM LA 1 LA 2 CADD Gler Bdgt Project Activity Hours Tasks Construction Administration Phase PROJECT ADMINISTRATION Attend phase kick off meeting with A/E team 2 2 Attend pre-construction conference 2 2 4 Attend pre-instaifalion meetings 0 Attend regular construction meetings 2 4 6 OFFICE CONSTRUCTION ADMINISTRATION Review and process submittals 2 8 10 Review and process shop drawings 0 CONSTRUCTION FIELD OBSERVATION Usit site at intervals appropriate to the stage of construction 8 8 Prepare and Issue field reports 0 SUPPLEMENTAL DOCUMENTS Answer requests for information(RF1's) 0 Prepare solutions/sketches for field clarifications/problems 0 QUOTATION REQUESTS/CHANGE ORDERS Provide review of requested/required changes 0 Prepare documents describing changes to the work B 8 PROJECT CLOSEOUT SUBSTANTIAL COMPLETION(SO) Conduct substantial completion Inspection 2 4 s PIssue punch list 2 4 6 Relmbursables Travel/Subslstance: S Postage/Shipping: $ Reproducton: $ - Total Relmbursables; $ - lAudlo/VideoCon-suftanC Hours Date: 6/3012014 Owner:City of Fort Worlh PIC 34 Labor$: S 5,100.00 Project Description:Will Rogers Memorial Center PM Labor S: S Tower Drive/Cattle Barn 2 Renovation Tech 1 Labor S: S Job Number: 13005.00 Tech 2 Labor-S; S Consultant: Bel.LLC Clar Labors: s - Labor$: $ Labor S: S ~ Total Hours: 34 Total Hrs: 34 Total$: $ 5,100.00 Reimbursables: S Total; S 5,100,00 PIC PM Tech 1 Tech 2 Clar Rdgt Project Activity $150 $120 $100 $85 Hours Tasks Construction Administration Phase 0 PROJECT ADMINISTRATION 0 Attend phase kick off meeling with A)E team 0 Attend pre-construction conference 0 Attend pre-Installation meetings 0 Attend regular construction meetings 2 2 OFFICE CONSTRUCTION ADMINISTRATION 0 Review and process submittals 4 4 Review and procoss shop drawings 4 4 CONSTRUCTION FIELD OBSERVATION 0 Visit site at Intervals appropriate to the stage of construction 4 4 Prepare and Issue field reports 2 2 SUPPLEMENTAL DOCUMENTS 0 Answer requests for information(RFI's) 2 2 Prepare solutions/sketches for field clarifications/problems 2 2 QUOTATION REQUESTSICHANGE ORDERS 0 Provide review of requested/required changes 2 1 2 Prepare documents describing changes to the worts 2 2 PROJE=CT CLOSEOUT 0 SUBSTANTIAL COMPLETION(SC) 0 Commission AV Syslems 8 8 Prepare and Issue punch list 2 2 Reimbursables TraveVSubsislanco: S 200.00 PoslageJShipping: $ - Reproduclon: S Tolat Reimbursables: $ 200.00 M&C Review Affki6l site of the CiW of Fort Worth,Texas CITY COUNCIL ENDA AG FOTQTH ... .... ............ .. . COUNCIL ACTION- Approved on 9123/2014-Ordinance Nos. 21486-09-2014 &21487-09-2014& -21488-09-2014 DATE: 9/23/2014 REFERENCE C-27013 LOG 25WRMCTOWERDRIVE/CATTLEBARN2 NO.: NAME: CODE: C TYPE: NON- PUBLIC NO CONSENT HEARING: SUBJECT: Authorize Execution of a Construction Contract with Sedalco, Inc., in the Amount Not to Exceed $11,800,966.00, Authorize Execution of a Construction Administration Services Agreement with Hahnfeld Hoffer Stanford in the Amount of$275,699.00 Plus Reimbursable Expenses Not to Exceed $10,000.00, Authorize Execution of a Materials Testing Agreement with CMJ Engineering, Inc., in the Amount Not to Exceed $75,000.00, Authorize Execution of a Design Procurement Agreement with Event Facilities Fort Worth, Inc., in the Amount of$510,000.00 and Provide for City Expenses for Information Technology Services, Furnishings, Fixtures and Equipment, Contingency and Staff Costs in the Amount of$417,335.00 for a Total Project Amount of $13,079,000.00 for the Tower Drive/Cattle Barn 2 Renovation at Will Rogers Memorial Center and Adopt Appropriation and Supplemental Appropriation Ordinances (COUNCIL DISTRICT 9) RECOMMENDATION: It is recommended that the City Council: 1. Adopt the attached appropriation ordinance increasing supplemental appropriations in the Culture and Tourism Fund in the amount of$3,300,000.00 and decreasing the assigned Culture and Tourism fund balance by the same amount; 2. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Culture and Tourism Fund in the amount of$705,000.00; 3. Authorize a transfer from the Culture &Tourism Fund to the Public Events Capital Projects Fund in the amount of$4,005,000.00; 4. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Public Events Capital Projects Fund in the amount of$4,079,000.00 which includes $74,000.00 in earned interest; 5. Authorize the execution of a construction contract with Sedalco, Inc., in the amount not to exceed $11,800,966.00 for construction of the Tower Drive/Cattle Barn 2 Renovations at Will Rogers Memorial Center; 6. Authorize a Construction Administration Services Agreement with Hahnfeld Hoffer Stanford in the amount of$265,699.00 plus reimbursable expenses not to exceed $10,000.00 for construction oversight of the Tower Drive/Cattle Barn 2 Renovations at Will Rogers Memorial Center; 7. Authorize the execution of a Materials Testing Agreement with CMJ Engineering, Inc., in the amount not to exceed $75,000.00 for the Tower Drive/Cattle Barn 2 Renovations at Will Rogers Memorial Center; and 8. Authorize the execution of a Design Procurement Agreement with Event Facilities Fort Worth, Inc., in the amount of$510,000.00 for procurement of design services for the Tower Drive/Cattle Barn 2 http://apps.cfwnet.org/council_packet/mc review.asp?ID=20286&councildate=9/23/2014[10/10/2014 11:34:19 AM] M&C Review Renovations at Will Rogers Memorial Center. DISCUSSION: The Tower Drive/Cattle Barn 2 Renovation project was jointly planned by the City, the Fort Worth Stock Show and Event Facilities Fort Worth, Inc., and will include a covered promenade that provides access from the parking on the southern part at the Will Rogers Memorial Center(WRMC) complex to the central part of the complex to improve visitor and participant circulation and accessibility within the WRMC and provide a much needed renovation of Cattle Barn 2 including updating and relocating the Milking Parlor. On July 16, 2013, (M&C G-17937) the City Council adopted Ordinance No. 20806-07-2013 providing notice of its intent to issue Certificates of Obligation (CO) in the amount not to exceed $13,000,000.00 and authorized this amount to be used for improvements to the Will Rogers Memorial Center. The COs in the amount of$11,000,000.00 were sold on August 22, 2013. On September 17, 2013, (M&C G- 18007) the City Council appropriated the proceeds of the COs, Series 2013B for funding the project. Of the $11,000,000.00 COs sold, the amount of$9,000,000.00 was designated for the Tower Drive/Cattle Barn 2 Project and the amount of$2,000,000.00 was designated for the Multi-Purpose Pavilion Project. As was explained on January 28, 2014, (M&C C-26656) the Tower Drive/Cattle Barn 2 Project was removed from the combined Multi-Purpose Pavilion scope so that further refinements in design and planning could be completed. The Tower Drive/Cattle Barn 2 project was advertised in the Fort Worth Star-Telegram on May 29, 2014 and June 5, 2014. On June 26, 2014, nine Offerors submitted proposals and on July 3, 2014 eight of the nine Offerors submitted the required Post Proposal-PreAward documents. The following nine proposals were received (base proposal and Alternate Nos. 1A and 2): 3i Construction, LLC $ 9,920,179.00 Ratcliff Constructors, LP $10,692,273.00 Sedalco, Inc. $11,069,596.00 Thos. S. Byrne, Ltd. d/b/a Byrne Construction Services $11,127,342.00 Reeder General Contractors, Inc. $11,497,000.00 Tradeco-Basecom JV $11,432,854.00 Imperial Construction, Inc. $11,658,305.00 Steele & Freeman, Inc. $11,982,000.00 SpaWGlass Contractors, Inc. $12,107,808.00 On July 16, 2014, the Best Value Selection Committee met and addressed the eight proposals. The committee members included representatives from the Public Events Department, M/WBE Office, project's design architect and Transportation and Public Works Department. The eight Offerors were evaluated and ranked as follows: PROPOSERS: Experience and http://apps.cfwnet.org/council_packet/me review.asp?ID=20286&councildate=9/23/2014[10/10/2014 11:34:19 AM] M&C Review F MBE Reputation Relationship Price Schedule (0- with City (0-50) (0) 10) (0-20) (0-20) TOTAL RANK 3i Construction LLC 50 0 2.5 5 10 67.5 4 Ratcliff Constructors, LP 46 0 3 10 14 73 2 Sedalco, Inc. 44 0 6 18 10 78 1 Byrne Construction Service 44 0 3 10 14 71 3 Reeder General Contractors, Inc. 42 0 3 10 10 65 7 Tradeco-Basecom JV 42 0 0 5 10 57 8 Imperial Construction, Inc. 41 0 2 10 13 66 5T SpawGlass Contractors, Inc. 39 0 7 10 10 66 5T Based on a weighted matrix including price, schedule, MBE participation, reputation and experience, Sedalco, Inc., was determined to offer the best value for the City. As authorized by the Competitive Sealed Proposals, Best Value delivery method that this project was advertised, the committee members and representatives of the Southwestern Exposition and Livestock Show and Event Facilities Fort Worth met several times with Sedalco, Inc., to Value Engineer the project. The final Agreement is in the overall project cost below. The overall project cost is expected to be: Design Reimbursement $ 510,000.00 Construction Administration $ 275,699.00 Construction $11,800,966.00 Materials Testing $ 75,000.00 ITS, FF&E, Contingency, Staff $ 417,335.00 Total $13,079,000.00 The construction contract in the amount not to exceed $11,800,966.00 is based on the base proposal, Alternate Nos. 1 B, 2, and 5, additional fire sprinkler system requirement, Value Engineer items and general contingency allowance for use by the City only (any remaining allowance at the end of construction will be retained by the City). Sedalco, Inc., is in compliance with the City's BDE.Ordinance by committing to 35 percent MBE participation on the base bid plus identified alternates. The City's goal for this project is 27 percent. Hahnfeld Hoffer Stanford is in compliance with the City's BDE Ordinance by committing to 22 percent SBE participation. The City's goal for this project is 9 percent. CMJ Engineering, Inc., is in compliance with the City's BDE Ordinance by committing to 15 percent SBE participation. The City's goal for this project is 10 percent. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that upon approval of the above recommendations and adoption of the attached supplemental appropriation ordinance and appropriation ordinance, funds will be available in the current operating budget, as appropriated, of the Culture and Tourism Fund and the current capital budget, as appropriated, of the Public Events Capital Projects Fund. Upon approval, the assigned fund balance of the Culture and Tourism Fund will exceed the minimum reserve, as http://apps.cfwnet.org/council_packet/mc review.asp?ID=20286&councildate=9/23/2014[10/10/2014 11:34:19 AM] M&C Review outlined in the Financial Management Policy Statements. TO Fund/Account/Centers FROM Fund/Account/Centers 1) GG04 538040 0241000 $3.300.000.00 3) 0004 538040 0241000 $4.005.000.00 2) GG04 412062 0241000 $705,000.00 C234 541200 247060237480 $11.800.966.00 2) GG04 538040 0241000 $705.000.00 6 $275.699.00 3&4 C234 476004 2470602374XX $3 915 000.00 C234 531200 247060237430 a&4 $0234 531200 247060237430 $510,000.00 C234 476004 2070602374XX $90,000.00 Z) $75,000.00 Q $74.000.00 C234 531060 247060237480 C234 441012 2470602374XX a&A) $3 989 000.00 C234 541200 247060237480 3&4 $90.000.00 C234 511080 207060237480 Submitted for City Manager's Office by_ Susan Alanis (8180) Originating Department Head: Kirk Slaughter(2501) Additional Information Contact: Kirk Slaughter(2501) ATTACHMENTS 25WRMCTOWERDRIVE CATTLEBARN2 C234 A014.doc 25WRMCTOWERDRIVE CATTLEBARN2 GG04 A014.doc 25WRMCTOWERDRIVE CATTLEBARN2 GG04 SUPP A014.docx http://apps.cfrvnet.org/council_packet/mc review.asp?ID=20286&councildate=9/23/2014[10/10/2014 11:34:19 AM]