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Home My WebLink About12/07/2010 18 Lighting Upgrades Supplemental Agreement wtih Conley Engineering, Inc. • BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No` I For Meeting of December 7, 2010 ITEM TITLE Consideration of a Resolution authorizing the City Manager to execute Supplement No 1 of the Professional Services Agreement with Conley Engineering, Inc. to complete the design for upgrading existing lighting features in several city buildings SUBMITTED BY Michael Morales, Director of Community & Economic Development f CONTACT PERSON/TELEPHONE Doug Mayo, P E , City Engineer — 576 -6678 SUMMARY EXPLANATION The City has engaged Conley Engineering, Inc. to review the audit supplied by Pacific Power, specify the light fixture replacement types and develop plans for upgrading the lighting fixtures in six City buildings to be more energy efficient. During Conley's initial review of the Pacific Power audit, it became apparent that the recommendations made by Pacific Power would not necessarily supply the same lighting levels that currently exist. This supplement provides for the lighting calculations required to determine the recommended lighting levels and quantities of new lighting fixtures in each room The cost to perform the work required in this supplement is 0 in an amount not to exceed $11,000 Resolution XX Ordinance Contract XX Other (Specify) Funding Source Energy Efficiency and Conservation Block Grant (EECBG) APPROVED FOR SUBMITTAL. °� ,� - City Manager STAFF RECOMMENDATION Staff respectfully requests that Council adopt the resolution authorizing the execution of Supplement No 1 for the Consultant Services Agreement with Conley Engineering, Inc • BOARD /COMMITTEE /COMMISSION RECOMMENDATION COUNCIL ACTION RESOLUTION NO 2010 - A RESOLUTION authorizing the City Manager to execute Supplement No 1 of the Professional Services Agreement with Conley Engineering, Inc. for engineering services required to calculate the recommended lighting levels and determine the quantities and locations of the new lighting fixtures in each room. WHEREAS, in September, 2010, the City contracted with Conley Engineering, Inc. for professional services required for the design of the City Facilities Lighting Upgrade project; and WHEREAS, additional engineering and consulting services are required to calculate the recommended lighting levels for the various rooms scheduled for lighting upgrades, and to determine the location and quantity of the new lighting fixtures, and WHEREAS, it is requested that the City Manager have the authority to execute a supplemental agreement for additional engineering and consulting services to ensure that the rooms will have the correct and desired lighting levels while reducing energy consumption, and, WHEREAS, the City Council deems it to be in the best interests of the City to authorize the City Manager to execute a supplemental agreement with Conley Engineering, Inc. for additional engineering and consulting services to calculate the recommended lighting levels and determine the quantity and location of the new lighting fixtures in each room, now therefore BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA. The City Manager is hereby authorized to execute a supplemental agreement with Conley Engineering, Inc., for additional engineering and consulting services to calculate the recommended lighting levels and determine the quantity and location of the new lighting fixtures in each room scheduled for a lighting upgrade as detailed in the attached memorandum from Conley labeled "Exhibit A" The total additional compensation authorized by said supplement shall not exceed $11,000 The form of said supplemental agreement shall be reviewed and approved by the City Attorney or his designee ADOPTED BY THE CITY COUNCIL this 7th day of December, 2010 Micah D Cawley, Mayor ATTEST City Clerk • • W W ashington State IA Department of Transportation Supplemental Agreement Organization and Address u p p g Conley Engineering, Inc Number 1 1433 Lakeside Court, Suite 100 Yakima, WA 98902 Original Agreement Number 2010 -80 Phone (509) 965-9872 Project Number Execution Date Completion Date 12/7/2010 8/31/2011 Project Title New Maximum Amount Payable City Facilities Lighting Upgrade Project $ 20,900.00 Description of Work Design work beyond the original scope of work to perform lighting calculations to determine the recommended lighting levels, location and quantity of new lighting fixtures for each room scheduled for updating. The Local Agency of City of Yakima desires to supplement the agreement entered into with Conley Engineering, Inc. and executed on , 9 -21 -2010 and identified as Agreement No All provisions in the basic agreement remain in effect except as expressly modified by this supplement. 0 The changes to the agreement are described as follows. Section 1, SCOPE OF WORK, is hereby changed to read: The, scope of work shall also include performing lighting calculations to determine the, recommended lightir a levels, lncatinn and quantity of new ligjiting fixtures for each room scheduled for updating 11 Section IV, TIME FOR BEGINNING AND COMPLETION, is amended to change the number of calendar days for completion of the work to read No change 111 Section V, PAYMENT, shall be amended as follows. The maximum amount payable shall he increased by ,!l 1 6(15 to a maximum amount ofV0 900 as set forth in the attached Exhibit A, and by this reference made a part of this supplement. If you concur with this supplement and agree to the changes as stated above, please sign in the appropriate spaces below and return to this office for final action. By Conley Engineering Inc By City of Yakima ® Consultant Signature Approving Authority Signature DOT Form 140 -063 EF Date Revised 9/2005 Conley Engineering, Inc. Consulting Electrical Engineers MEMORANDUM November 15, 2010 To Dan Ford E.I.T City of Yakima From Bob Blehart Re Design Services Proposal — Exhibit "A" City of Yakima — City Facilities Lighting Upgrade Project CY 199 Thank you for the opportunity to amend our electrical engineering services for the City Facilities Lighting Upgrade Projecc located in Yakima, Washington. Based on conversations with you and Brett Sheffield, we have been tasked to include lighting calculations as well as existing lighting footcandle measurements for the following areas • City Hall, 129 N 2nd St. • Y- PAC/YCTV, 1.24 S 2nd St. • Fire Station 94, 2404 W Washington Ave • Fire Station 95, 807 E Nob Hill Blvd. 110 • Publix Works Coinplex, 2301 Fruitvale Blvd. • SE Community Canter, 1211 S 7 St. We have based our revised proposal on the following scope of services Scope of Services The following tasks are to be performed at each of the five locations as described above Task 1 Take lighting measurements in each facility in order to obtain the current lightin levels in each space. Task 2 Review each existing space in each building for room size and ceiling height in order to complete lighting calculations for new lighting fixtures. Task 3 Preparation of a lighting level spreadsheet for each building that shows the recommended lighting levels and quantities of new lighting fixtures in each room. The calculations will typically be based on a one - for -one lighting fixture replacement with new energy efficient luminaires and ballasts based on types cf lamps and ballasts as agreed upon with the City and as coordinated with Pacific Power We understand that the City wants to avoid relocating lighting fixtures unless absolutely necessary in order to keep the project in C and SettingslbsheffielLocal Settings\Temporary Internet FilesIOLK2Imemo -brb- 101115- Design Services Proposal Exhibit A.DOC P 0 Box 8326, (akima, WA 98908 205 North 40th Avenue Suite 201 Yakima, WA 98908 Voice: 509- 965 -9872 Fax: 509- 965 -9873 CY -199 - DESIGN SERVICES PROPOSAL 0 budget. Our fees include minor lighting design changes to each facility if fixtures need to be relocated (If it turns out that lighting levels in many of the rooms need to be revised, we will provide you with a revised fee proposal for our scope of work to complete the lighting revisions and to prepare Contract Documents that show the revisions) This will include showing the revised locations for lighting fixtures and revised circuiting. Please note that without completing the site lighting surveys (existing lighting fixture types, locations and mounting heights) and completing the lighting calculations, we have no way of knowing whether lighting fixtures will need to be relocated. After we have completed our site reviews and calculations, we will meet with you to review the calculations and provide recommendations for any fixture relocations (if desired by the City) Each task will be completed by the Engineer in the timeframe agreed to by the City and Conley Engineering and shall begin on the date agreed to by the City and Conley Engmeenng following written authorization to proceed. Below is a breakdown of the fee, in hours and hourly rates, for each scope of work. Project Registered Engineer Engineer (PE) 110 Time Fee Fee (Hr) ($) Time (Hr) ($) Total City Hall,_ 129 N 2 St. 8 $100 9 $120 $1,880 Y- PAC/YCTV, 124 S 2 St. 6 $100 5 $120 $1,200 Fire Station 94, 2404 W Washington Ave 4 $100 35 $120 $820 Fire Station 95, 807 E Nob Hill ,Blvd. 7 $100 9 $120 $1,780 Pub lix Works Complex, 2301 Fruitvale Blvd. 15 $100 13 $120 $3,060 SE Community Center, 1211 S 7th St. 10 $100 10 $120 $2,200 Fee Summary* Services through Bidding — Time and Expense ** City of Yakima Field visits and lighting calculations. $10,940 00 *Construction services are not included in the above fee summary These may be provided on an • as needed basis at a time and expense rate Conley Engineering, Inc. Page 2 CY -199 - DESIGN SERVICES PROPOSAL * *Please note that this is in addition to the design work that has been previously approved by the S City Please call if you have any questions or comments CC Job File / Chron File 0 i Conley Engineering, Inc. Page 3