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HomeMy WebLinkAboutStrategic Construction Management - Animal Shelter Support 01.04.21APPENDIX A SOLE SOURCE WORKSHEET Requisition Item: Tri City Animal Shelter Project Pre- Requisition No. Prior Purchase Order Number (if item had been approved previously): N/A 1. Please describe the items and its function: The scope of work submitted by Strategic Constrcution Management seeks to formalize the City's pursuit of procurement of a design team for the 2021 iteration of the Tri City Animal Shelter project. The goal with this scope of work is to have a 3rd party with specialized expertise and previously established experience with the specific project to assist the city in drafting a Request of Qualifications, coordination during the bidding and contracting process including coordination between the City and the chosen firm, concluding with the evaluation of the final design and programming for the project. A SZ , Za,U � 0-0 2. This is a sole source because: 111 41z i ❑ Sole provider of a licensed or patented good or service ❑ Sole provider of items that are compatible with existing equipment, inventory, systems, programs or services ❑ Sole provider of goods and services for which the City has established a standard X Sole provider of goods or services that will meet the specialized needs of the City or perform the intended function (please detail below or in an attachment): ❑ The vendor/distributor is a holder of a used item that would represent good value and is advantageous to the City (please attach information on market price survey, availability, etc.) 3. What necessary features does this vendor provide which are not available from other vendors? Please be specific. Vendor has prior experience with specific project through minor advisory roles. Vendor has rapport with the City and partners previously established and will serve a vital role in coordinating between the contracting community, the city's partners in the animal control authority, and involvement with community volunteers. 4. What steps were taken to verify that these features are not available elsewhere? No other vendors were contacted. ❑ Other brands/manufacturers were examined (please list phone numbers and names, and explain why these were not suitable). ❑ Other vendors were contacted (please list phone numbers and names, and explain why these were not suitable). S. Sole source vendor certifies that the City is getting the lowest price offered for the item. Certification of Need This recommendation for sole source is based upon on objective review of the product/service required and appears to be in the best interest of the City. I know of no conflict of interest on my part of personal involvement in any way with this request. No gratuities, favors or comprising actions have been taken. Neither has my personal familiarity with particular brands, types or equipment, materials or firm been a deciding influence on my request to sole source this purchase. Vendor: 6�e� P ident, Strategic Construction Management, Inc. Date: 01/07/2021 Dept Director: Date: �f-E City Manager Date: Strategic Construction Management" January 4, 2021 Mr. N. Zack Ratkai Administrative & Community Services Director 525 N. 3`' Ave City of Pasco Pasco WA 99301 Re: Tri-City Animal Shelter Project Preparation Dear Mr. Ratkai: As requested, please find our letter proposal addressing our scope of services and fee for the coordination of the proposed programmatic opportunities on behalf of the City of Pasco for the newly planned Tri-City Animal Shelter. PHASE I: REQUEST FOR QUALIFICATIONS/PROPOSAL ASSISTANCE • Guide the City of Pasco's selected survey and engineering company to provide topography, utility locations, and accessibility and determine the optimum building envelope area for use by the chosen architectural engineering firm. • Assist the City of Pasco with programmatic information and scope to be inserted into an RFQ/RFP for architectural and engineering services. PHASE II: ARCHITECTURAL ENGINEERING FIRM COORDINATION • Assist the City of Pasco in the scoring and selection of an architectural engineering firm. • Assist in conducting the architectural engineering firm selection and interview process. • Assist in negotiations and prepare the architectural engineering firm's agreement for execution and issue the signed contract for review and signature by the City of Pasco and the selected firm. • Transfer the conceptual documents, knowledge acquired during the research and report phase previously- completed to the selected architectural engineering firm. • Issue an authorization on behalf of the City of Pasco to proceed for various phases of the schematic design (30`Yo), design development (60%), and construction documents (90°io) of project design, coordinate review, and approvals of the design development documents with the City of Pasco at the concept, schematic, design development, and construction documents. • Coordinate the transfer of all detailed functional requirements, site constraints, existing record drawings and specifications, design standards, maintenance requirements, and other pertinent information to the architectural engineering firm to assist in the civil engineering, architectural, and engineering requirements. • Coordinate estimating services from an outside consultant if not incorporated within the architectural engineering firm's work scope. Strategic Construction Management, Inc. 5426 N. Road 68 Suite D-246 Pasco, Washington 99301 509.378.5044 — www.strategic-cm.com Animal Shelter Facility Assessment January 4, 2021 Page 2 Review and approve on behalf of the City* of Pasco invoice vouchers for payment for all retained consultants. Approve changes in the scope of services, schedules, budget, fees, and amend the architectural engineering firms' agreement. Coordinate review by the City of Pasco and selected Animal Shelter operators for comments, suggested edits, and eventual approval by the City of Pasco of all progress documents submitted by the architectural engineering firms up to the point of acceptance of the bid documents. PHASE III: TRI-CITY ANIMAL SHELTER PROGRAM EVALUATION • Review the planned Animal Shelter and its current operational program at the schematic level of design and solicit input regarding planned operations, office space requirements, storage considerations with the newly selected operator or staffing members from the City of Pasco. • Review the existing Tri-City* Animal Shelter's current facilities for areas within the existing shelter that can be incorporated to assist and possibly increase functional requirements and capacity for the future. Estimated Total Fee Range: Phase I: RFQ Assistance FTE Hours Allocation: Services Duration: $6,360.00 36 Hours Allocation January 04 January 31, 2021 Phase II: A&E Coordination $37,100.00 FTE Hours Allocation: 210 Hours Allocated Services Duration: February 1, 2021-August 31, 2021 Phase III: Program Evaluation $8,760.00 FTE Hours Allocation: 48 Hours Allocated Services Duration: April 1, 2021 — August 31, 2021 Lump sum fee: $52,220.00 Duration of Services: 01/04/2021-08/31/2021 Fee and reimbursable expenses will be billed as a lump sum equally each month over each phase's duration. Should the contract be extended beyond the services' time, both parties will review the remaining scope and adjust the contract and fee accordingly. Additional Services Hourly Rates: Principal $195.00 Project Manager $175.00 Project Engineer $ 90.00 Accounting $ 55.00 Administrative /Clerical $ 45.00 The hourly- rates are valid through December 31, 2021 Strategic Construction Management, Inc. 5426 N. Road 68 Suite D-246 Pasco, Washington 99301 509.378.5044 — w,.&— .strategic-cm.com Animal Shelter Facility Assessment Januanr 4, 2021 Page 3 Reimbursable Expenses: Our hourly services rates and lump sum fees are inclusive of reimbursable expenses. Reimbursable expenses include, but are not limited to, travel within 60 miles radius, blueprinting, phone/mileage, copy reproduction paid for by Strategic Construction Management, Inc. on behalf of the City of Pasco. Insurance Expense: This is included within our hourly rates and lump sum fee for each phase of work Exclusions: We are not retaining consultants for professional estimating services, contractor bid, award or construction management services, or services not delineated in this proposal. If you find our proposal letter acceptable, please sign and return an executed copy of it to my attention, along with the City of Pasco Consultant Agreement. Thank you for your continued confidence in our firm and the opportunity to present this fee proposal for services to the City of Pasco. We look forward to a collaborative relationship. Regards, 47-�)azlv'G?i 16944Q_eml David L. Robison, CCM, LEED A.P. Principal rA 9-ignature ate City of Pasco, Pasco WA 99301 Strategic Construction Management, Inc. 5426 N. Road 68 Suite D-246 Pasco, Washington 99301 509.378.5044 — w,,vw.strategic-cm.com