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HomeMy WebLinkAboutR-2026-020 supplemental agmt 2 with Graham Baba_Capitol Theatre improvements projRESOLUTION NO. R-2026-020 A RESOLUTION authorizing Supplemental Agreement 2 with Graham Baba Architects for Capitol Theatre Capital Improvements. WHEREAS, the City of Yakima (City) and the Capitol Theatre are in the process of improving the Theatre located at 19 S 3rd Street, which requires the design of multiple projects including the 4th Street Theatre terrace, new improved seating, facade marquee improvements and safety improvements and, WHEREAS, the City and the Capitol Theatre entered into Contract 2025-069 with Graham Baba Architects and desires to supplement the existing agreement to include schematic design development, construction documents, and bidding assistance; and, WHEREAS, the project will be funded with Public Facilities District funds and donations, and WHEREAS, the City Council of the City of Yakima finds that supplementing the Professional Services Agreement is in the best interests of the City and its residents; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized to execute Professional Services Agreement Supplement 2 with Graham Baba Architects, attached hereto and incorporated herein by this reference, not to exceed One Million Two Hundred Eighty -Seven Thousand and Sixty Dollars ($1,287,060) to provide the Professional Services as described in the Agreement. A ADOPTED BY THE CITY COUNCIL this 3rd day of February, 2026. EST: Rosalinda Ibarra, MC, City Clerk Brown, Mayor Docusign Envelope ID: C6AAO2C3-FBOD2-8C63-4A6BF3AE657E Contract Supplemental Agreement Supplemental Agreement Number: 2 Organization and Address: 1507 Belmont Ave, Suite 200 Seattle, WA 98122 Original Contract Number: 2025-069 City Engineering Project Number: 2871 Execution Date of Supplement: Completion Date of supplement: 10/31/2029 Project Title: Capitol Theatre Capital Improvement Project Maximum Total Amount Payable for the Agreement: Maximum Amount Payable this Supplement: $1,287,060 $1,511,475 Section 1: Supplemental Agreement The City of Yakima, Washington desires to supplement the contract agreement entered into with Graham Baba Architects, PLLC, and executed on May 6, 2025 by Resolution No. R-2025-081 and identified as Contract 2025-069 and Supplement 1. All provisions in the basic contract remain in effect except as expressly modified by this supplement. The changes to the agreement are described as follows: Section 2: Scope of Services See attached Exhibit E, Task Order 2 - Schematic Design - Bidding. Section 6: Compensation Payment for this supplemented work will, as shown in Exhibit E is not to exceed $1,287,060, bringing the total amount of the Agreement to $1,511,475. Section 8: Project Schedule and Budget There is no change in the End Date and the budget will be increased by $1,287,060. If you concur with this supplement and agree to the changes as stated above, please sign the appropriate spaces below and return to this office for final action. By: r�DacuSI9ned by: (AAni Maureen ©'Leary Principal/Owner Consultant Signature Date CITY CONTRACT NO:� RESOLUTION NO: k 07,(e-b, Docusign Envelope ID: C6AAO2C3-FB00-4302-8C63-4A6BF3AE657E EXHIBIT E Task Order 2 — Schematic Design - Bidding Task Overview This task for the Capitol Theatre Capital Improvements includes the design and production of contract documents and assistance through the bidding process for the project. The Predesign Document published in January 2026 establishes the scope of work which is focused on the interior remodel of the historic theatre. The project scope includes seating replacement, accessibility upgrades including refinishing the floor to create accessible routes, replacing the elevator and updating the basement restrooms. Theatrical updates include modernized audio/visual and lighting systems, safety improvements in catwalk and technical areas, a new balcony lighting and projection platform with hoisting capabilities, and a comprehensive interior refresh including plaster repair, painting, and new carpeting. The MACC for the project was established at $10,665,557. A separate task order will cover construction administration through close out phases for the project. Consultant Team The following team members in addition to Graham Baba Architects will be part of this Task Order: This proposal includes the following consultant services under sub -contract to Graham Baba: Swenson Say Faget: Structural Engineering PAE: Mechanical, Plumbing and Fire Protection Engineering Connetix Engineering Inc.: Electrical Engineering The Schalleck Collaborative Inc.: Theatrical Design and Production and Audio -Visual Systems Niteo: Lighting Design LISTN: Acoustical Engineering Rider Levett Bucknall (RLB): Cost Estimating C. Anthony Fodden, LLC: Specifications Please see the attached consultant proposals for additional details on their proposed scope of services. Additional consultants may be required of the project and these consultant services and fee are not included in this proposal. Schedule Attached is a preliminary schedule which outlines the general workplan for the project. The actual project schedule will be defined and refined once the project has started and various team members have been consulted, but this schedule serves as the baseline for the durations and activities assumed in our Scope of Basic Services. Timelines for jurisdictional review are outside of Graham Baba's control. Timelines in the schedule are estimated and will need to be confirmed with the City of Yakima. Tasks Schematic Design — The Schematic Design Documents will consist of drawings and other documents including a site plan, and preliminary building plans, sections and elevations; and may include some combination of study models, perspective sketches, or digital representations. Preliminary Page 1 Docusign Envelope ID: CBAA02C3-FB00-43D2-8C63-4A6BF3AE657E selections of major building and theatrical systems and construction materials will be noted on the drawings or described in writing. — (8) weeks maximum design duration plus (4) weeks maximum cost estimating plus (4) weeks of Owner document review. — Includes development of Interior Finishes concepts - (3) preliminary options and refinement of selected option. — Includes (4) Owner design meetings maximum. Our proposal assumes that all meetings are held in person at Graham Baba's offices or via electronic interface such as Microsoft Teams or Zoom, except as noted below: • (1) Site visit in Schematic Design Phase to document interiors . — Includes preparation of a single milestone document set at the end of Schematic Design for use in Owner and stakeholder reviews and cost estimating. — Includes review of cost estimator 100% SD cost estimate and (1) pricing/value engineering meeting. Design Development — The Design Development Documents will illustrate and describe the development of the approved Schematic Design Documents and shall consist of drawings and other documents including plans, sections, elevations, typical construction details, and diagrammatic layouts of building and theatrical systems. — (12) weeks maximum design duration plus (4) weeks maximum cost estimating plus (4) weeks Owner document review. — Development of Interior Finishes concept selected in Schematic Design — (2) rounds of design revisions and (1) final presentation of concept development. — Includes (4) Owner design meetings maximum, including (1) page turn of 100% DD Cost Estimate Set. — Includes preparation of a single milestone document set at the end of Design Development for use in Owner and stakeholder reviews and cost estimating. — Includes review of cost estimator 100% DD cost estimate and (1) pricing/value engineering meeting. • Construction Documents & Bidding — Construction Documents will illustrate and describe the further development of the approved Design Development Documents and will consist of Drawings and setting forth in detail the quality levels and performance criteria of materials and systems and other requirements for the bidding and construction of the Work. — Includes (4) weeks of design duration to a 30% CD set to be submitted for building permit, plus (4) weeks of design duration to a 90% (Cost Estimate Set) plus (4) weeks maximum cost estimating plus (4) weeks of Owner document review, and (3) weeks of design time to produce the 100% (Bid Set Set) drawings. — Includes (4) Owner design meetings maximum. — Includes documentation of selected design development Interior Finishes option for inclusion in bid documents and (2) presentations of finalized materials palette. — Includes preparation and submission of building permit packages based upon the 30% Construction Documents set. — Includes preparation of 3-Part Specification Documents — Includes tracking of Building Permit and response to correction notices. Our fee estimate includes a maximum of (2) building permit correction cycles. — Includes preparation of a 100% document set for use in bidding the project. — Includes issuing bid documents electronically to the Owner and all plan centers listed in the advertisement (Owner will be responsible for advertising the project). Page 2 Docusign Envelope ID: C6AA02C3-FB00-43D2-8C63-4A6BF3AE657E — Includes attendance at pre -bid walk-through, maintenance of attendees sign -in list, meeting minutes of questions and responses brought up during the walk-through. — Preparation of addenda including document revisions as determined necessary based on review or questions, and review of substitution requests submitted. GBA Supplemental Services • GBA Renderings: Provide a colored and rendered illustrative plans and two key perspective illustrations of the theatre for fundraising and marketing purposes. Update renderings to reflect changes and additional detail at the end of each phase. • GBA Permit/Construction Drawings for 4th Street Remodel: STFI permit drawings for remodel of 4th Street Theatre Janitors Closet into additional Green Room. • GBA Additional Site Visits: Provide additional site visits if needed for special meetings or site verification. — (1) Site visit in Design Development Phase. — (1) Site visit in Construction Documentation Phase. Please see the attached consultant proposals for additional details on their proposed scope of supplemental services. Exclusions: The following items may also be required by the project, but are excluded from our basic services since the extent and exact requirements of the services are at this point unknown: • Engineering: Geotechnical, Civil • Survey, Utility Locating • Landscape Architecture • Building Envelope Design Consultant • Kitchen Design, Equipment Specification, and layout • Hardware consulting • Loose furniture design and selection • FF&E procurement and installation services • Audio-visual, telecom and security design (except for theatrical systems as noted in proposal) • Design, coordination and permits for work within the public right-of-way • Coordination, documentation, and permitting related to Shoreline Zones, Environmentally Critical Areas, and Master Use Permits. • Permitting fees • Signage design and permitting • Graphics and branding • Tenant Improvements • Multiple Bid Packages • Fast -track Design Services • Public or political approval processes, meeting attendance, presentations & related communication. • Record Drawings • BOMA Calculations • Documentation and registration fees for LEED certification or other green building certification programs. • Work beyond the schedule durations indicated in the Scope of Basic Services above. Page 3 Docusign Envelope ID: C6AA02C3-FB00-43D2-8C63-4A6BF3AE657E • Changes to elements of the design after initial Owner approval, including changes made as part of a value engineering process. Drawing Deliverables Technical drawings issued by Graham Baba will be produced in Autodesk's Revit or AutoCAD software in accordance with Graham Baba's documentation standards. If produced in Revit, the Revit model will be stored locally on Graham Baba's network. Cloud -based modeling approaches (such as Autodesk BIM 360) are possible, but may result in additional fee to cover specialized software subscriptions and additional administrative and computer support. Other documents will be produced using a variety of software and physical media and delivered in Adobe Acrobat (.pdf) format. Hardcopies can be provided upon request but will be considered a reimbursable expense. (See below.) Compensation Graham Baba will provide services on an hourly basis at the hourly rates indicated in Exhibit A of the contract. Sub -consultant services will be performed on an hourly basis at hourly rates indicated in the individual sub -consultant proposals. If additional consultants are required over the course of the project, we will request proposals for your consideration and approval prior to starting work with them. We have estimated the design fees for the Scope of Basic Services listed above to be approximately $1,173,480.10. This is based upon the following fee break -down: Schematic Design Design Development Construction Documents Total Fee by Consultant: Graham Baba Architects $151,899.50 $169,070.00 $262,643.85 $583,613.35 Structural Engineering $16,000.00 $19,000.00 $28,500.00 $63,500.00 Mechanical Plumbing & Fire Protection Engineering $11,100.00 $18,500.00 $29,600.00 $59,200.00 Electrical Engineering $10,937.50 $10,937.50 $10,937.50 $32,812.50 Theatrical Design & Production Audio Systems $22,000.00 $42,000.00 $71,000.00 $135,000.00 Lighting Design $19,000.00 $54,000.00 $64,050.00 $137,050.00 Acoustical Engineering $9,500.00 $9,000.00 $6,500.00 $25,000.00 Cost Estimating $14,000.00 $26,000.00 $26,000.00 $66,000.00 Specifications $1,440.00 $3,120.00 $3,120.00 $7,680.00 Civil Engineering (Allowance) $2,000.00 $4,000.00 $4,000.00 $10,000.00 Consultant Administrative Fee $10,597.75 $18,655.75 $24,370.75 $53,624.25 Total Fee by Phase: $268,474.75 $374,283.25 $530,722.10 I $1,173,480.10 Page 4 Docusign Envelope ID: C6AAO2C3-FB00-4302-8C63-4A6BF3AE657E The fee for as needed supplemental will be hourly with an estimate of approximately $58,180. Total Fee by Consultant Graham Baba $36,224.00 Lighting Design $19,000.00 Specifications $960.00 Consultant Administrative Fee $1,996.00 Total Fee: $58,180.00 These fees and fee breakdowns are based on our current understanding of the scope of the project and related construction costs. These are an estimate of our design fees; the overall design fees may be more or less than these estimates due to assumptions made for the scope of services and unforeseen issues that occur during the design process. Fees for additional services would be in addition to fees for basic services. Additional services will be tracked separately and billed on an hourly basis. Reimbursable expenses are in addition to the above fee estimate and will be at our cost and a 10% administrative fee. Reimbursable expenses shall include all material expenses, including printing costs related to the production of materials for design review, travel costs, courier and other delivery charges. We estimate reimbursable expenses to be approximately$55,400.00. Reimbursable Expenses Total Fee by Consultant Graham Baba Architects $12,000.00 Mechanical Plumbing & Fire Protection Engineering $3,000.00 Electrical Engineering $2,500.00 Theatrical Design & Production Audio Systems $25,000.00 Lighting Design $8,000.00 Acoustical Engineering $500.00 Civil Engineering (Allowance) $500.00 Consultant Administrative Fee $3,900.00 Total Reimbursable Expenses $55,400.00 The TOTAL estimate including Basic Services, Supplemental Services and Reimbursable Expenses is to be approximately $1.287,060.10. Total Fee by Consultant Basic Services $1,173,480.10 Supplemental Services $58,180.00 Reimbursable Expenses $55,400.00 Total Fee: $1,287,060.10 Page 5 0ocusl9n Envelope ID, C9AA02C3,FE99.4302-9C63-4A913F3AE657E CAPITOL THEATRE PROJECT SCHEDULE. AUG ITEM TITLE: SUBMITTED BY: SUMMARY EXPLANATION: BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 7.1. For Meeting of: February 3, 2026 Resolution authorizing Supplement 2 with Graham Baba Architects for the Capitol Theatre Capital Improvements (Public Facilities District Fund) Bill Preston, Community Development Director Charlie Robin, Capitol Theatre CEO The Capitol Theatre is in the process of improving the Theatre located at 19 S 3rd Street. Resolution 2025-081 was approved for design of multiple projects. The City of Yakima and the Capitol Theatre desire to enter into Supplemental 2 for Task Order 2 with Graham Baba Architects for schematic designs development, construction documents, and bidding assistance. Funding is from the Public Facilities District funds allocated to the Capitol Theatre and a $1,000,000 donation. ITEM BUDGETED: Yes STRATEGIC PRIORITY 24-25: A Resilient Yakima RECOMMENDATION: Adopt Resolution. ATTACHMENTS: Resolution GB Supp 2.final.docx GB Supp Agreement 2 wl Exhibit E 2519 Capitol Theatre - Project Schedule 26-0112.pdf