HomeMy WebLinkAbout010713_ca04JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
FROM: Philip Morley, County Administrator
DATE: January 7, 2013
RE: Amendment #1 -Professional Services Agreement with Terrapin
Architecture for Superior Court Administrator Office Project; $5,000
STATEMENT OF ISSUE: Board of County Commissioners approval is requested for
Amendment # 1 to the professional services agreement with Terrapin Architecture for the
Superior Court Administrator Office Project, adding project management to the scope of work,
extending the contract to June 30, 2013, and adding $5,000.
ANALYSIS: Facilities Maintenance Foreman Loring Bemis is leaving County employment,
reducing the Divion's capacity to provide project management oversight for the construction of
this project. Terrapin Architecture has prepared the plans and permit applications for this
project, and is available to provide project management oversight and coordination with
impacted county departments before and during construction, allowing this project to proceed
without further delay.
The proposed Amendment #1 amends the scope of work to include project management and
remove duplicate project meetings from the original scope; amends the payment provisions,
adding $5,000 to the project total for the additional scope, and extends the Agreement to June 30,
2013.
FISCAL IMPACT: The Clerk's Office is reimbursing the Construction and Renovation Fund
for $5,000 of work on this project, thereby ensuring there are adequate funds to pay for
Amendment #1 and allowing this project to proceed without delay.
RECOMMENDATION: Review and approve the enclosed Amendment #1 to the professional
services agreement.
REV ~ WED BY:
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hilip Moe ,County Admi~strator Date
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AMENDMENT #1-PROFESSIONAL SERVICES AGREEMENT
TERRAPIN ARCHITECTURE -SUPERIOR COURT ADMINISTRATOR OFFICE PROJECT
This Amendment #1 is by and between Jefferson County, hereinafter known as "County," and Terrapin
Architecture, hereinafter referred to as the "Consultant."
WHEREAS, the County and Contractor entered into an Agreement on October 8, 2012 for professional
services for the Superior Court Administrator Office Project; and
WHEREAS, the parties desire to amend the terms of that Agreement; and
NOW, THEREFORE, IT IS AGREED BETWEEN BOTH PARTIES AS NAMED HEREIN that the
Agreement executed on October 8, 2012 is hereby amended as follows:
1. Section 1. Project Designation is hereby amended to read:
1. Proiect Designation. The Consultant is retained by the County to perform professional
services in connection with the Superior Court Administrator Office project designated in Exhibit
A: Scope of Work for Architectural Services and Exhibit A-2: Project Manager Scope of Work,
attached hereto and incorporated as part of this Agreement.
2. Section 2. Scope of Services is hereby amended to read:
2. Scope of Services. Consultant agrees to perform the services identified on Exhibit A:
Scope of Work for Architectural Services and on Exhibit A-2: Project Manager Scope of
Work, attached hereto, including the provision of all labor, materials, equipment and
supplies.
3. Section 3. Time of Performance is hereby amended to read:
3. Time of Performance. Work under this Agreement shall commence upon the giving of
written notice by the County to the Consultant to proceed. Such work shall continue
according to the schedule in Exhibit B: Schedule.
4. Section 4. Payment is hereby amended to read:
4. Payment. The Consultant shall be paid by the County for completed work and for services
rendered under this Agreement as follows:
a. Payment for the work provided by the Consultant shall not exceed the subtotal of
$12,000 for subsections 4.b and 4.c, plus $1,000 for all change orders under
subsection 4.d, for a grand total of no more than $13,000 for this Agreement.
b. For work performed pursuant Exhibit A: Scope of Work for Architectural Services,
attached hereto, payment for the work provided by the Consultant shall be made as
provided therein, not to exceed $5,610 except for change orders as noted in 4.d.
c. For work performed pursuant Exhibit A-2: Project Manager Scope of Work,
attached hereto, payment for the work provided by the Consultant shall be made for
actual hours worked and invoiced at $110.00 per hour, not to exceed $6,390 except
for change orders as noted in 4.d.
d. After execution of this Agreement, changes to the scope of work required
hereunder may be accomplished by a change order, which shall be a written order
to Consultant from the Facilities Foreman on behalf of the County. In no event will
the sum of change orders approved by the Facilities Foreman under this Agreement
total more than $1,000 without prior written amendment to this Agreement
executed by both parties.
e. The Consultant may submit vouchers to the County once per month during the
progress of the work for partial payment for project completed to date. Such
vouchers will be checked by the County, and upon approval thereof, payment will
be made to the Consultant in the amount approved.
f. Final payment of any balance due to the Consultant of the total Agreement price
earned will be made promptly upon its ascertainment and verification by the
County after the completion of the work under this Agreement and its acceptance
by the County.
g. Payment as provided in this section shall be full compensation for work performed,
and services rendered. The Consultant will be responsible for all expenses incurred
to provide the County with work products and services specified herein, including
but not limited to permit submittals and copies of construction plans and as-built
drawings. The County shall be responsible for all permit fees and the costs of
copies, mailing, etc. for the construction bid process.
h. The Consultant's records and accounts pertaining to this Agreement are to be kept
available for inspection by representatives of the County and State for a period of
three (3) years after final payments. Copies shall be made available upon request.
5. Section 14. Agreement Expiration is hereby amended to read:
14. Agreement Expiration. This Agreement shall run through completion of the project or
June 30, 2013, whichever comes first, unless extended by mutual written agreement
executed by both parties.
6. All other terms and conditions of the original Agreement executed on October 8, 2012 will remain the same.
APPROVED and signed this day of January, 2013.
Jefferson County Boazd of Commissioners
By: John Austin, Chairman
SEAL:
ATTEST:
Raina Randall
Deputy Clerk of the Board
Terrapin Architecture
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By: Richard Berg, Architect
Date Signed: (2 31 (1~
APPROVED AS TO FORM:
Date David Alvarez
Deputy Prosecuting Attorney
1~20~3
D e
Exhibit A
Scope of Work for Architectural Services:
Project: Administrative Office in Judges' Chambers
Task Projected hours and Cost
Desi~
Project Administration: 3 hours @ $110 per hour $330
User Input: 2 hours @ $110 per hour $220
Project Design: 5 hours @ $110 per hour $550
MechanicaUElect. Design: 3 hours @ $110 per hour $330
Drafting: 10 hours @ $60 per hour $600
Specifications: 9 hours @ $110 per hour 990
Cost Estimating: Subcontract $500
$3,520
Permits and Bid Process:
Permit documents/submittal: 3 hours @ $110 per hour $330
Review bid documents: 11 hours @ $110 per hour $220
(Plans and specifications for bid documents prepared by Terrapin,
Terrapin to review remainder of bid request documents prepared by
County)
Addendums: 3 hours @ $110 per hour $330
Bid opening: 1 hour @ $110 per hour $110
Review bids: 2 hours @ $110 per hour $220
Construction•
Pre-construction meeting:
Check shop drawings:
nre..~,i., ....ee.:.,,. ,...a ..o..,..µ:
Punch List:
2 hours @ $110 per hour $220
3 hours @ $110 per hour
~ ~,..,....i...,...v c.•,,...v., n Qi inn.,. $330
....
3 hours @$110 per hour: $330
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$880
$930
Total projected architectural fee: $5,610
Exhibit A - 2
Project Manaeer Scope of Work
I: Pre-Construction:
1. Write Contractor's Scope of Work for the project (Attachment "A" to Project Manual)
2. Assemble Project Manual (Division 0 and part of Division 1 provided by Dept. of Central Services,
other part of Division 1 and Division 2-16 provided by Terrapin Architecture PC.)
3. Select several contractors from Small Works roster (or add to Small Works Roster) and list roughly in
order of preference.
4. Call contractors and solicit bids un61 there aze 3 bidders.
5. Schedule walk-through for contractors week of Januazy 2-4, coordinate walk-through with occupants
of Judge's office and Jeff Monroe of Central Services.
6. Answer questions from contractors.
7. Issue addenda, if necessary.
8. Hold bid opening on January 18, meet with County officials to review bids, recommend successful
bidder.
9. Forward successful bid to County administration for Legal and Risk Management reviews.
10. Submit contract to Commissioner's office by Feb. 5 for inclusion in Consent Agenda for February 11.
11. Issue Notice to Proceed upon approval of contract by Commissioners. Schedule Pre-construction
meeting with contractor as soon as possible.
II: During Construcfion:
1. Coordinate as needed to assure that Building Permit is issued and paid for.
2. Coordinate on an ongoing basis with Clerk's office and Superior Court office regazding availability of
workspace, timing, noise restrictions, etc.
3. Meet with contractor at beginning of contractor's work day each day to review that day's proposed
work, answer questions, coordinate with Judge's office if necessary.
4. Coordinate with Jeff Monroe of Central Services with regard to connecting new services to existing
building systems as required, paint colors, finish products, attic access, etc.
5. Weekly meetings with Architect will be eliminated. (The line item for weekly meetings will not be
billed under Architectural contract. Some Architect time will still be needed during construction for
any revised drawings and/or details that may be needed. This will be billed hourly.)
6. Review and approve change authorizations and change orders, if any
7. Review and approve contractor's applications for payment.
S. Coordinate with Central Services regazding keying and installation of cores.
9. Create punch list, review punch list corrections.
10. Coordinate with City of Port Townsend DSD regazding inspections and certificate of occupancy.
11. Provide any training and information necessary to occupants of remodeled space.
III: Post-ConstruMion:
Miscellaneous Project Management tasks at conclusion of project. Coordmate with County
Administration to close out contract.
2. Work with contractor to resolve post-occupancy questions and issues, if any.
Exhibit B
SCHEDULE for ARCHITECTURAL SERVICES
Architectnral Sco Task Ta et Com letion Date
Design:
• Project Administration • On-going
• User Input • October 12, 2012
• Project Design • October 19, 2012
• Mechanical/Blectrical Design • October 24, 2012
• Drafting & Specifications • October 26, 2012
• Cost Estimatin • November 2, 2012
Permit documents/submittal November 5, 2012
Bid Process:
• Review bid documents • January-February, 2013 -
(Plans and specifications for bid documents prepared by terrapin, rertapin to ~ agreed by Facilities
review remainder of bid request documents prepared by County) Foreman, but ri0 later than
02/28/2013
• Addendums • January-February, 2013
• Bid opening: • January-February, 2013
• Review bids: Jan -Feb , 2013
Construction:
• Pre-construction meeting • February-June, 2013
• Check shop drawings • February-June, 2013
• Funch List • Febniary-June, 2013 - as
agreed by Facilities
Foreman, but no later than
06/30/2013
Exhibit B-2
SCHEDULE for PROJECT MANAGEMENT SERVICES
Architectural Sco a Task Ta et Com letion Date
Pre-Construction Services • January-March, 2013 - as
agreed by Facilities
Foreman, but no later than
02/28/2013
Construction Services • February-June, 2013 - as
agreed by Facilities
Foreman, but no later than
06/30/2013
Post-Construction Services • February-June, 2013 - as
agreed by Facilities
Foreman, but no later than
06/30/2013
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TERR ARCH.
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PROFESSIONAL SERVICES AGREEMENT
Ti7RE -SUPERIOR COURT ADMINISTRATOR OFFICE PROJECT
THIS AGREEMENT, is entered into between the County of Jefferson, a municipal corporation,
hereinafter referred to as the "County", and Terrapin Architecture, hereinafter referred to as the
"Consultant", in consideration of the mutual benefits, terms, and conditions hereinafter specified.
1. Project Designation. The Consultant is retained by the County to perform professional services in
connection with the Superior Court Administrator Office project designated in Exhibit A: Proposal
For Architectural Services, attached hereto and incorporated as part of this Agreement.
2. Scope of Services. Consultant agrees to perform the services identified on Exhibit A: Proposal
For Architectural Services, attached hereto, including the provision of all labor, materials,
equipment and supplies.
3. Time of Performance. Work under this Agreement shall commence upon the giving of written
notice by the County to the Consultant to proceed. Such work shall continue according to the
schedule in Exhibit B: Schedule, unless changed by the Facilities Foreman.
4. Payment. The Consultant shall be paid by the County for completed work and for services
rendered under this Agreement as follows:
a. Payment for the work provided by the Consultant shall be made as provided on the Exhibit
A: Proposal For Architectural Services, Exhibit "A" attached hereto, provided that the total
amount of payment to Consultant shall not exceed $7,000 plus change orders as noted in
4.b.
b. Afrer execution of this Agreement, changes to the scope of work required hereunder may
be accomplished by a change order, which shall be a written order to Consultant from the
Facilities Foreman on behalf of the County. In no event will change orders approved by
the Facilities Foreman under this Agreement add more than $1,000 to the compensation set
in 4.a. above. Any changes to the scope of work that would cause total compensation to
exceed $7,000 plus $1,000 shall &rst require a written amendment to this Agreement
executed by both parties.
c. The Consultant may submit vouchers to the County once per month during the progress of
the work for partial payment for project completed to date. Such vouchers will be checked
by the County, and upon approval thereof, payment will be made to the Consultant in the
amount approved.
d. Final payment of any balance due to the Consultant of the total Agreement price earned
will be made promptly upon its ascertainment and verification by the County after the
completion of the work under this Agreement and its acceptance by the County.
Page 1 of 6
e. Payment as provided in this section shall be full compensation for work performed, and
services rendered. The Consultant will be responsible for all expenses incurred to provide
the County with work products and services specified herein, including but not limited to
permit submittals and copies of construction plans and as-built drawings. The County
shall be responsible for all permit fees and the costs of copies, mailing, etc. for the
construction bid process.
£ The Consultant's records and accounts pertaining to this Agreement are to be kept
available for inspection by representatives of the County and State for a period of three (3)
years after final payments. Copies shall be made available upon request.
5. Ownership and Use of Documents. All documents, drawings, specifications and other materials
produced by the Consultant in connection with the services rendered under this Agreement shall
be the property of the County whether the project for which they are made is executed or not. The
Consultant shall be permitted to retain copies, including reproducible copies, of drawings and
specifications for information, reference and use in connection with Consultant's endeavors.
6. Compliance with Laws. Consultant shall, in performing the services contemplated by this
Agreement, faithfully observe and comply with all federal, state, and local laws, ordinances, and
regulations, applicable to the services to be rendered under this Agreement.
Indemnification. Consultant shall indemnify, defend and hold harmless the County, its officers,
agents, and employees, from and against any and all claims, losses or liability, or any portion
thereof, including attorney's fees and costs, azising from injury or death to persons, including
injuries, sickness, disease, or death to Consultant's own employees, or damage to property
occasioned by a negligent act, omission or failure of the Consultant.
Insurance. The Consultant shall obtain and keep in force during the terms of the AGREEMENT.
or as otherwise required, the following insurance w7th companies or through sources approved by
the State Insurance Commissioner pursuant to Title 48 RCW:
a. Worker's compensation and employer's liability insurance as required by state law.
b. Commercial general liability and property damage insurance in an aggregate amount not less
than two million dollars ($2,000,000) for bodily injury, including death and property damage.
The per occurrence amount shall not exceed one million dollars ($1,000,000).
c. Vehicle liability insurance for any automobile used in an amount not less than two hundred
fifty thousand dollar ($250,000) combined single limit.
d. Professional liability (Errors and Omissions) policy in an amount of not less than five hundred
thousand dollazs ($500,000.00) combined single limit if any employee, agent or representative
of the Consultant undertaking work in furtherance of or pursuant to this Agreement holds or is
required to hold a professional license issued by the State of Washington or any other state.
Excepting the Worker's Compensation Insurance and any Professional Liability Insurance secured
by the Consultant, the County will be named on all policies as an additional insured. The
Consultant's insurance required by this Section shall be in all circumstances primary to any
Page 2 of 6
insurance available to the County. The Consultant shall furnish the County with verification of
insurance and endorsements required by the agreement. The County reserves the right to require
complete, certified copies of all required insurance policies at any time.
All insurance shall be obtained from an insurance company authorized to do business in the State
of Washington. The Consultant shall submit a verification of insurance as outlined above within
fourteen (14) days of the execution of this Agreement to the County.
No cancellation of the foregoing policies shall be effective without thirty (30) days prior nonce to
the COiJNTY.
The COUNTY will pay no progress payments under Section 4 until the Consultant has fully
complied with this section. This remedy is not exclusive; and the County may take such other
action as is available to it under other provisions of this Agreement, or otherwise in law.
9. Independent Contractor. The Consultant and the County agree that the Consultant is an
independent contractor with respect to the services provided pursuant to this Agreement. Nothing
in this Agreement shall be considered to create the relationship of employer and employee
between the parties hereto. Neither Consultant nor any employee of Consultant shall be entitled to
any benefits accorded to County employees by virtue of the services provided under this
Agreement. The County shall not be responsible for withholding or otherwise deducting federal
income tax or social security or for contributing to the State industrial insurance program, or
otherwise assuming the duties of an employer with respect to Consultant, or any employee of
Consultant.
10. Discrimination Prohibited. The Consultant, with regard to the work performed by it under this
Agreement, will not discriminate on the grounds of race, color, national origin, religion; creed,
age, sex, or the presence of any physical or sensory handicap in the selection and retention on
materials or supplies.
11. Assignment and Subcontracting. The Consultant shall not sublet or assign any of the services
covered by this Agreement without the express written consent of the County.
12. Termination.
a. The County reserves the right to terminate this Agreement at any time by giving fourteen
(14) days written notice to the Consultant.
b. In the event of the death of a member, partner, or officer of the Consultant, or any of its
supervisory personnel assigned to the project, the surviving members of the Consultant
hereby agree to complete the work under the terms of this Agreement, if requested to do so
by the County. This section shall not be a bax to renegotiations of this Agreement between
the surviving members of the Consultant and the County, if the County so chooses.
13. Integrated Agreement. This Agreement together with attachments or addenda, represents the
entire and integrated Agreement between the County and Consultant and supersedes all prior
negotiations, representations, or agreements written or oral. This Agreement may be amended
only by written instrument signed by both the County and Consultant.
Page 3 of 6
14. Agreement Expiration. This Agreement shall run through completion of the project or March 31,
2013, whichever comes first, unless extended by mutual written agreement executed by both
parties.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed this day
of October, 2012.
Jefferson County Board of Commissioners
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By: Jo Austin, Chairman
SEAL.', , ; , * ~~ ' ~>
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Raina Randall
Deputy Clerk of the Board
Terrapin Architecture
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By: Richard Berg, Architect
Date Signed: ~ l2-
APPROVED AS TO FORM:
iCj~`~I~' `~ Z~' ~.
Date David Alvarez ate
Deputy Prosecuting Attorney
Page 4 of 6
Exhibit A
Scope of Services for Architectural Services:
Project: Administrative Office in Judges' Chambers
Task Projected hours and Cost
Design:
Project Administration: 3 hours @ $110 per hour $330
User Input: 2 hours @ $110 per hour $220
Project Design: 5 hours @ $110 per hour $550
Mechanical/Blect. Design: 3 hours @ $110 per hour $330
Drafting: 10 hours @ $60 per hour $600
Specifications: 9 hours @ $110 per hour 990
Cost Estimating: Subcontract $500
$3,520
Permits and Bid Process:
Permit documents/submittal:
Review bid documents:
3 hours @ $110 per hour
11 hours @ $110 per hour
(Plans and specifications for bid documents prepared by
Terrapin, Terrapin to review remainder of bid request
documents prepared by County)
Addendums:
Bid opening:
Review bids:
Construction:
Pre-construction meeting:
Check shop drawings:
Weekly meeting and report:
Punch List:
3 hours @ $110 per hour
1 hour @ $110 per hour
2 hours ~ $110 per hour
2 hours @ $110 per hour
3 hours @ $110 per hour
2 hours/week, 6 weeks @
$ 110/hour
3 hours ,fin $110 roer hour:
$330
$220
$330
$110
$220
$1,210
$220
$330
$1,320
$330
$2,200
Total projected architectural fee: $6,930
Page 5 of 6
Exhibit B
SCHEDULE
Task Tar et Com letion Date
Design:
• Project Administration • On-going
• User Input October 12, 2012
• Project Design • October 19, 2012
• Mechanical/Electrical Design • October 24, 2012
• Drafting & Specifications • October 26, 2012
• Cost Estimatin November 2, 2012
Permit documents/submittal November 5, 2012
Bid Process:
• Review bid documents j November 2, 2012
(Plans and specifications for bid documents prepared by Terrapin, Terrapin [o ~
review remainder of bid request documents prepazed by CounTy) ~
• Addendums ~ • November 9, 2012
• Bid opening: • November 16, 2012
• Review bids: November 19, 2012
Construction:
• Pre-construction meeting November 21, 2012
• Check shop drawings November -December
• Weekly meeting and report • December - as agreed by
Facilities Foreman, but no
later than 03/31/2013
• Punch List As agreed by Facilities
Foreman. but no latex than
03/31/2013
Page 6 of 6
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners ~- ~ -,
it
FROM: Philip Morley, County Administrator--'' f' ,~'~
~ ,
DATE: October 8, 2012 `~~ ~
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RE: Professional Services Agreement with Terrapin Architecture for Superior
Court Administrator Office Project; 58,000
STATEMENT OF ISSUE: Board of County Commissioners approval is requested for a
professional services agreement with Terrapin Architecture for design, permitting, and
construction management of a project to provide an office for the Superior Court Administrator.
ANALYSIS: Presently the Superior Court Administrator shares very cramped office space with
the elected County Clerk. The Court and Clerk functions are two distinct functions under state
law, and should be physically separate. Creating office space for the Superior Court
Administrator accomplishes this separation, and also provides the elected Clerk private office
space in which she may conduct confidential meetings with her staff or members of the public.
Under the proposed agreement, Terrapin Architecture will provide design, permitting and
construction management services for creating an office for the Superior Court Administrator.
Terrapin has extensive experience designing work for historic buildings, and was selected from
our Services Roster. The contract has received risk management and legal approval.
FISCAL IMPACT: Adequate funds for this project already exist within the adopted County
budget and are proposed for transfer and specific allocation to this project in the third quarter
appropriation for Construction and Renovation.
RECOMMENDATION: Review and approve the enclosed professional services agreement.
REV-I V~fED Y:
`~13~
Philip Md 1 ;County Admi istrator Date
CONTRACT REVIEW FORM ~o~ ~°~ u J
CONTRACT WITH: Terrapin Architecture
(Contractor)
CONTRACT FOR: Architectural Services for Superior Court Office Project TERM:. Ends 3/31/13
AMOUNT: ~ ~ ~(C,C~ PROCESS:
Revenue:
Expenditure:
Matching Funds Required:
Source(s) of Matching Funds:
Exempt from Bid Process
Consultant Selection Process
Cooperative Purchase
Competitive Sealed Bid
Small Works Roster
Vendor List Bid
RFP or RFQ
Step 1: REVIEW SY
Review by:
Date Review _ _.
APPROVED FORM
'Comments:
Returned for revision (See comments)
Step 2: REVIEW SY {JP-~~ROS/E~,COUTING ATTORNEY
Review by: °'~r 'P`-'~-`'7Zc ~7
Date Reviewed: q r G (} ^ GQ~2
APPROVED AS TO FORM ~ Returned for revision (See comments)
Step 3: DEPARTMENT MAKES REVISIONS
Have contractor sign appropriate number of originals.
Step 4: S~JSMIT TO PROSECUTING ATTORNEY FOR FINAL 5iGN OFF
Step 5: SUSMiT TO SOCC FOR APPROVAL
Submit originals and 9 copies of Contract, Review Form, and Agenda Bill to BOCC Office.
Place "Sign Here" markers on all places the BOCC needs to sign.
MU ST be in BOCC Office by 5 p.m. TUESDAY for the following Mondav s agenda.
(This form to stay with contract throughout the contract review process.)