HomeMy WebLinkAboutItem 16 - LibraryMEMO TO:
FROM:
MEETING DATE:
SUBJECT:
RECOMMENDATION:
REM s
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
ROGER NELSON, CITY MANAGER Al
APRIL 17, 2001
GRAPEVINE PUBLIC LIBRARY — AMENDMENT TO DESIGN
CONTRACT WITH PSA ARCHITECTS, INC.
City Council consider approving Amendment No. 2 to the Grapevine Public Library
Design Contract with Phillips Swager Associates (PSA) Architects, Inc. to reflect an
increase in the Additional Services and Reimbursable Expenditures in the amounts of
$2,172.35 and 22,500.00, respectively for a total increase of $24,672.35, authorizing
staff to execute said amendment, and take any necessary action.
FUNDING SOURCE:
BUDGET
Planning/Design $ 613,805.59 24,672.35 8.8%
Construction 4,832,487.00 69.7%
Owner Direct Expenses 675,000.00 9.7%
Furnishings and Signage 650,000.00 9.4%
Contingency 167.013.07 0 2.4%
TOTAL $ 6,938,305.66 $ 24,672.35 100.0%
FUNDING SOURCE:
Amount Award Percent Acct. Nos.
Library Building Account
$ 14,750.35
0.2%
99 GO Bonds
1,000,152.00
14.4%
00 GO Bonds
2,879,893.92
41.5%
00-A GO Bonds
2,823,991.39
24,672.35 40.7%
99 GO Bond Int.
67,000.00
1.0%
00 -GO Bond Int.
103,675.00
1.5%
Future Bond Sale
$45,000.00
.6%
Contractor Reimbursement
3.843.00
0.1 °
TOTAL $ 6,938,305.66 $ 24,672.35 100.0%
100-48840-313-1
177-48840-010-31
177-48840-011-31
177-48840-012-31
177-48840-010-31
177-48840-011-31
177-48840-010-31
April 11, 2001 (10:OOAM)
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The original design contract with Phillips Swager Associates (PSA), Inc., for the
Grapevine Public Library was approved by the City Council on June 1, 1999. The
Additional Services portion of the Contract was $80,000 and the Reimbursable
Expenses portion of the contract was $25,800.
Part I of Amendment No 2 increases the Additional Services portion of the contract by
$2,172.35. This cost increase is due to additional work provided by PSA and R.L.
Goodson and Associates, Inc. resulting from reviews, additional studies and
recommendations with respect to failed geotechnical tests. According to the cylinder
samples made at the time of the concrete pour, the concrete, which was used to form a
small portion of the slab for the new library, failed to meet the strength requirements.
Concern was expressed by the contractor that the cylinders were relocated and as a
result, the results did not represent the true strength of the concrete in the slab. The
Architect, PSA and the Structural Engineer, R.L. Goodson along with the Testing
Laboratory, developed a non-destructive testing program to ascertain the true strength
of the concrete utilized in the slab. It was determined by the testing laboratory that the
concrete used in the slab did indeed meet the strength requirements. The structural
engineer is satisfied with the results of the non destructive tests.
Part 11 of Amendment No 2 increases the Reimbursable Expenses portion of the
contract by $22,500. This cost increase is due to expenses incurred by the Architect
and its Subconsultants such as printing, mileage, copying, and couriers. In the original
design contract, staff underestimated the number of printed construction document sets
required. A large number of sets were required due to the various disciplines involved in
the development of plans for the Library. In addition, at the time of the development of
the original design contract, staff did not know of the constructability plan review and
discipline coordination review. This process required additional printing costs to be
incurred.
In addition to the unforeseen printing costs, additional costs were incurred in the
coordination effort of getting the submittals reviewed early in the project. The contractor
started this project at a feverish pace. It was necessary for the Architects and
Subconsultants to utilize the services of Courier services in order to keep from delaying
the Contractor. Once the submittal process was complete, these costs tailed off. Staff
feels that the costs incurred in the additional printing costs and the costs of the review
has helped to keep the number of Change Orders required due to plan errors to a
minimum.
Staff has been meeting weekly and sometimes more with the Architect to keep this
project moving. As such, the costs related to mileage, printing and other reimbursable
expenses will continue for the duration of the project. This request anticipates those
reimbursable expenses.
Staff recommends Approval.
April 11, 2001 (11:28AM)
March 2, 2001
Mr. Bob Price
Assistant Director Public Works/Internal Services
The City of Grapevine
P.O. Box 95104
Grapevine, Texas 76099
Re: Grapevine Public Library
Grapevine, Texas
PSA Project No. 4195.00
Dear Mr. Price:
Phillips Swager Associates has exceeded the reimbursable amount set forth in our Owner -
Architect Agreement and you have requested that we review our invoices to determine what
has caused the overage.
Our agreed to reimbursable amount is $20,800. As of PSA's Invoice No. 15, which bills
through November 2000, we have incurred reimbursable expenses in the amount which totals
543,97.30. Below you will find a summary of our expenses and an explanation as to why we
have gone over the agreed to amount.
Invoice No.
Current Balance Subtotal
No. 1
(Jun 1999)
$743.10
$743.10
No.2
(Jul)
$355.76
$1098.86
No.3
(Aug/Nov)
$6723.01
$7821.87
No.4
(Dec)
$5537.99
$13,359.86
No. 5
(Jan 2000)
$7175.56
$20,535.42
No.6
(Feb)
$4554.96
$25,090.38
No.7
(Mar)
$3,949.58
$29,039.96
No.8
(Apr)
$2,287.36
$31,327.32
No.9
(May)
$8,398.11
$39,725.43
No. 10
(Jun)
$1,073.47
$40,798.90
No. 11
(Jul)
$1,296.90
$42,090.15
No. 12
(Aug)
$844.14
$42,934.28
No. 13
(Sept)
$388.73
$42,277.98
No. 14
(Oct)
$369.31
$43,647.29
No. 15
(Nov)
$328.01
543,97-5.30
As you can see there are several spikes in our monthly charges that can be directly attributed
to peak printing periods of the project. You can determine these peaks by looking at the
attached Project Schedule and transmittals from these different periods in time.
Early on in the project, the sets developed for our progress meetings where relatively small.
It was not until we got into the "Design for Construction" phase that the reimbursable charges
started to increase. You can see that Invoice No. 3 covers this period and that on average we
requested $2,240.00 in reimbursable expenses, which we feel is reasonable. The next spike
coincides with the 95% Design for Constriction printing which is reflected in Invoice No.4.
This printing included updates to all the consultants, which is critical for final coordination
at that point in the project. PSA anticipated this printing, and at this point in the project we
were still under the agreed to reimbursable amount. The next spike, which is reflected on
invoice No. 5, we did not anticipate at the start of the project. This coincides with the City's
desire to have the documents reviewed by, PC Associates, a third party quality control team
in California. This printing was made at 100% Design for Construction. We printed several
sets for PC Associates, five sets for Owner's review and we again had to update all the
consultants so that each had the same document as PC Associates. The next spike came
during the bidding period, which is reflected in Invoice Nos. 6 and 7. Although the
Contractors purchased bid sets, we again printed bid sets for the Owner, all the consultants
so that they could answer bid questions, and for the area plan rooms. The next spike coincides
with the Construction Set printing. We printed almost thirty sets, and based on Section 8 in
the Supplementary General Conditions of the Construction Manual, at least twenty were to
go to the T.W. Foster. The final spike coincides with first stages of the Construction
Administration. As you can see from the attached submittal log. the majority of our submittals
occurred during June, July and August 2000. In an effort to expedite the transfers of the
submittals, PSA used a courier service. Once we realized that the increased reimbursable costs
was of great concern to you, we stopped using the courier service as one of the only ways left
to control reimbursable costs. You can see the difference by reviewing the reimbursable costs
documented on Invoice No. 13 through the current Invoice No. 15.
It is very difficult to pinpoint exactly where every penny has been spent, but I hope this
overview gives you knowledge and the confidence to pay the reimbursable charges we have
incurred to date.
As always, if you have any questions, please do not hesitate to call.
Sincerely,
�,.—P.UILLIPS SWAGER ASSOCIATES
a
Di k . Dalhausser, AIA
Associate Principal
pc: Ms. Denelle Wrightson/PSA
x:\419500\Lbp02020 i .wpd
November 7 2000
Mr. Bob Price
Assistant Director Public Works/Internal Services
The City of Grapevine
P.O. Box 95104
Grapevine, Texas 76099
Re: Grapevine Public Library
Grapevine, Texas
PSA Project No. 4195.00
Dear Mr. Price:
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Phillips S,;vager Associates
As you are aware there has been significant time spent by PSA and our consultants
concerning the construction error made on the concrete strength. PSA and RL Goodson
worked closely with the General Contractor in providing solutions for each specific location.
This time and expenses is due to T.W. Foster's error and is in addition to the normal
construction administration for the Library Expansion. PSA is therefore requesting additional
services for work performed in September and October. I have attached the documentation
of hours and expenses for your information.
PSA will continue to monitor these issues and provide you any additional Information.
If you have any question, please feel free to call.
Sincerely,
PHILLIPS SWAGER ASSOCIATES
Denelle C. Wrightson
Vice President.
Pc: Project file
T.W. Foster
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75 37 Rana':?cr Road
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ArchitccLi
L`allas, TX 73231 2302
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PHILLIPS SWAGER ASSOCIATES (PSA)
Professional Services Agreement
Addendum #3
Project Grapevine Public Library Project No. 4195.00
Grapevine, Texas Date 11/07/2000
As requested we are proceeding with providing Professional Services in accordance with our Agreement dated as of 19`h of
February 1999 for the subject project.
Citv of Grapevine hereby authorizes PSA to:
X Provide additional Services
as follows:
1. Provide additional Structural Engineering and Architectural Review for construction error with regard to concrete
strength. PSA/RLG provided guidelines for corrective actions for each specific location.
Project Architect
2 hours x $90.00 5180.00
Construction Reviewer
6 hours x $60.00 $360.00
Senior Proj. Manager
10 hours x $96.00 $960.00
Project Engineer
9.50 hours x $60.00 $570.00
Design Engineer
1.50 hours x $50.00 $75.00
Film & Processing
$9.53
Travel
$17.82
TOTAL
$2,172.35
Compensation shall be adjusted as follows:
X13 Hourly basis in accordance with Architect's Standard Hourly Rates not -to -exceed the amounts listed above.
There will only be additional Project Expenses as approved by the City.
Time for performance shall be adjusted as follows: No change..
Please acknowledge your acceptance by signing in the space provided. Retain one copy and return the remainder to our office.
APPROVED BY:'� _ +`^\J / \ APPROVED BY:
Architect: PHILLIPS SWAGER ASSOCIATES Owner:
............. _. _..... _.
By Denelle C. Wrightson
Title Vice -President
Date November 7, 2000
XA419500\PS AADDEN},,,pJ
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Date