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HomeMy WebLinkAboutR-1991-D5890 TrahoRESOLUTION NO. D '5 8 9 0 A RESOLUTION authorizing execution of an amendment to the agreement with TRAHO INC. Architects for profes- sional services. WHEREAS, the City Council by Resolution No. D-5599 autho- rized execution of an agreement with TRAHO INC. Architects for remodeling of the Public Works Shop Complex located at 2301 Fruitvale Boulevard, Yakima; and WHEREAS, the City Council desires to amend the aforemen- tioned agreement to provide for services and planning services Public Works Complex as a transit additional site acquisition structuring the use only facility; and of the WHEREAS, the City wishes TRAHO INC. Architects to perform the aforementioned work not included in the original agree- ment; 4.wnd w4HEREAS, the City Council deems it to be in the best interest of the City that an amendment to the aforementioned contract be executed, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager and the City Clerk are hereby authorized and directed to execute "Amendment No. 1" with TRAHO INC. Architects for the purpose mentioned above, a copy of which amendment is attached hereto and by reference made part here- of. ADOPTED BY THE CITY COUNCIL this 19th day of March 1991. ATTEST: (res/pubwrks.jv) Mayor AMENDMENT NO. 1 to AIA Document B 141 for the following Project: Public Works Space Analysis and Transit Modifications City of Yakima, Public Works Department 2301 Fruitvale Boulevard Yakima, WA 98902 WHEREAS, TRAHO INC. Architects, (hereafter TRAHO) and the City of Yakima, (hereafter City) entered into an agreement for architec- tural services on or about June 27, 1989 pursuant to City of Yakima Resolution No. D-5599; and WHEREAS, the City and TRAHO wish to amend the aforementioned agreement to provide for additional planning services structuring the use of the Public Works Shop Complex as a transit only facility and for additional site acquisition services, now, therefore, the parties mutually agree to the following modification of the afore- mentioned agreement: 1. "11.3.1 FOR PROJECT REPRESENTATION BEYOND BASIC SERVICES, as described in Paragraph 3.2, compensation shall be computed on the following hourly rates: Architect: Associate Architect: Draftsman: Secretarial: $70.00 $65.00 $55.00 $30.00 2. Attachment 'A' is amended by complete substitution of a new Attachment 'A' which is attached and incorporated. 3. Attachment 'B' is amended to include a new item as fol- lows: '8. Compensation for services to revise the Public Works Space Analysis to reflect sole transit use of the complex within 10 - 15 years, on an hourly basis: Barbara A. Cline - 126 hours @ $65.00 = $8,190.00, Secretarial - 10 hours @ $30.00 = $300.00, not to exceed maximum - $8,500.00.' 1 tagr/pubwrks.jv) 4. Article 12 is amended to read as follows: ARTICLE 12 OTHER CONDITIONS OR SERVICES 1. A/E fees per Attachment 'A' Total $273,319.00 2. Public Works Space Analysis per Attachment 'B': Maximum Total $ 27,315.00 3. Acoustical engineering: $70.00/hour, 80 hours: Maximum Total $ 5,600.00 4. Reproducible as-builts for construction work provided in this Contract: $50.00/hour, 80 hours: Maximum Total $ 4,000.00 5. Reproduction of drawings and specifications: $50.00/set, 40 sets: Total $ 2,000.00 6. Land acquisition consultant services: $660.00 per tax parcel, 9 parcels: Maximum Total $ 5,940.00 Total Fees $318,174.00" Except as modified herein, the remainder of the aforementioned agreement, authorized by Resolution No. D-5599, shall remain in full force and effect. OWNER: Richard A. Zais, Jr. City of Yakima, Manager ATTEST: Kam City Clerk Cil? cottrreAcT 2.L.112.727..54 90 (agr/pubwrks.jv) ARCHITECT: 2 enneth G. irmbrek Vice -President TRAHO INC. Architects ATTACHV''NT 'A' PER AMET..._ MENT 1 Architects/Engineers Fee Work Description Estimated Construction Cost (including Contingency) A/E Fees2 Subtotal 7.8% WSST Total Budget' 1. Maintenance Bay Expansion $404,831 9.11% Sch. B + 2.0% Remodel. $44,977 $449,808 $35,087 $484,895 11.11% 2. Remodeling for Office Relocation $759,393 8.88% Sch. B +2.0% Remodel. $82,623 $842,016 $65,679 $907,695 10.88% 3. Bus Parking Shelter $555,976 7.6% Sch. C $42,255 $598,231 $46,665 $644,896 4. Site Improvements3 $991,984 8.43% Sch. B +2.0% Remodel. $103,464 $1,095,448 $85,447 51,180,895 10.43% 5. Land Acquisition $479,977 Article 12, Item 6 $5,940 $485,917 $37,903 $523,820 'ICTAL $3,192,161 _ $279,259 $3,471,420 $270,781 $3,742,201 1. Origin of total budget numbers: Master Plan Costs. Transit Division Projection October 26.1990. 2. A/E fees per Washington State Public Works Building Projects Schedule, effective dates July 1. 1990 to July 1. 1992. 3• Includes hazardous materials building and relocation of salt storage; mechanical systems and site utilities; car parking area; North 21st Avenue improvements; relocation of fuel island; vehicle wash. J FROM D2. Go ‘..14.t...4c,-i- ATTACHMENT 'B° Scope of Additional Services for Public Works Space Analysis 1. Additional services for the Space Analysis shall include the services necessary to develop a Space/Needs assessment and an evaluation of the short term and long term Master Plan requirements of the Public. Works Shops facility as described in Paragraphs 2 through 4. 2. The Architect will collect information through study of the existing facility, staff interviews and a questionnaire and will prepare a preliminary report of findings to be reviewed and discussed at meetings with the Owner and Owner's representatives. 3. The Architect will collect additional information, prepare a Preliminary Report and conduct a meeting to evaluate findings and discuss options and alternates. 4. The Architect will prepare a final Report, conduct a meeting to discuss final solutions and submit the accepted Report. 5. The Architect shall prepare preliminary cost estimates for construction options and alternatives selected during the Space Analysis study. 6. Compensation for these additional services shall be on an hourly basis, for staff members involved, not to exceed a total fixed maximum amount calculated as follows: Kenneth G. O mbrek Barbara A. Cline Ronald L. Philips Leonard J. Hawk Marcy R. Wellner Jamie S. Peratrovich Structural Engineer Mechanical Engineer Electrical Engineer Acoustical Engineer Architectural Consultant 20 hours @ $65.00 = 170 hours @ $60.00 = 50 hours @ $60.00 = 15 hours @ $35.00 = 12 hours @ $30.00 = 10 hours @ $20.00 = 10 hours @ $50.00 = 10 hours @ $68.00 = 10 hours @ $75.00 = 10 hours @ $70.00 = 10 hours @ $60.00 = NOT TO EXCEED MAXIMUM $1,300.00 $10,200.00 $3,000.00 $525.00 $360.00 $200.00 $500.00 $680.00 $750.00 $700.00 $600.00 $18,815.00 7. See Attachment 'C for Space Analysis Time Schedule. TO: MEMORANDUM November 19, 1990 Dick Zais, City Manager, Jerry Copeland, Director of Public Works, and John Hanson, Director of Finance and Budget FROM: John Vanek, City Attorney SUBJ: Public Works Facility Improvements Jerry Copeland has asked the following question. Is it lawful to use Transit Capital Reserve Funds to fund acquisition of addition- al real property and capital improvements at the Public Works site? Such a transaction is legally permissible provided certain steps are taken. The steps are outlined below. Pages 171 to 181 of the 1991 Budget Policy Issues contain a pro- posal for the use of approximately 3.7 million dollars plus acquisition cost over a four-year period of time for land acquisition and site improvements at the Public Works site at 2301 Fruitvale Boulevard. Funding is from the Transit Capital Reserve Fund. Land and capital improvements have been proposed in a City of Yakima Public Works Shops Complex Master Plan which I will refer to as the "Master Plan." According to the executive summary of the Master Plan it was created to respond "to the critical need of the City of Yakima Pubiic Works Department to evaluate and propose means to elevate crowded work conditions at the Shop Complex." See the Master Plan Executive Summary on page 176 of the Budget Policy Issues. It goes without saying that the Public Works complex contains the multiple divisions of the Public Works Department, including Transit, and the Water and Irrigation Division of the Department of Engineering and Utilities. The Master Plan outlines increased indoor and outdoor space needs of the entire Public Works Department and the Water Department. Nothing in the Master Plan indicates that the site will become an exclusive Transit complex in the next ten to twenty years. Chapter 3.69 of the City of Yakima Municipal Code contains the City's Transit Capital Reserve Fund Ordinance. This is the fund which will be tapped for the proposed improvements in addition to Federal Urban Mass Transit Assistance money. See page 175 of the 1991 Budget Policy Issues. Section 3.69.010 of the City Code states in part that the money from such fund..."shall be expended only for the purpose of purchasing capital equipment related to the City of Yakima Transit system." According to Finance Director John Hanson, the fund contains the following revenue: fare box revenue, fund interest, miscellaneous funds, and Transit sales and use tax authorized by RCW 82.14.045. - 1 - (mem'"pwfclty) The budget proposal includes acquisition of land and capital construction. These expenditures do not fit within the meaning of equipment which according to two sources excludes land and build- ings. See Webster's Third International Dictionary page 768 and Webster's Ninth Collegiate Dictionary page 420. To facilitate the proposed transaction Section 3.69.010 must be amended to include the purchase of capital improvements, land acquisition in addition to equipment. In addition, in so far as money in the Transit Capital Reserve Fund includes sales and use tax revenue authorized by Section 3.89.020 of the City of Yakima Municipal Code and RCW 82.14.045, such funds must be used only for operation, maintenance, and capital needs of the City's transportation system. This restric- tion is found both in RCW 82.14.045 and YMC 3.89.020. To the extent that Transit sales and use tax revenue and Transit Capital Reserve Fund revenue were applied to the proposed project, it would be subject to state examiner audit criticism that it was not being spent for the designated purposes required in state law and City ordinance. Those purposes are limited to operation, maintenance, and capital needs of the City's transportation sys- tern. The Master Plan clearly indicates benefits 1:o other divi- sions of Public Works and the Water and Irrigation Division. However, it appears this weakness may be corrected through the addition of an addendum to the Master Plan indicating that the entire improved Public Works complex is intended to be used in the next ten to twenty years for Transit purposes. It must convey a clear intent: to use the site for Transit alone eventually. A factual basis would need to be established for such an assertion as well as some kind of projected time table showing when and how the Transit Division would begin utilizing the entire facility. Critical to this entire process is the apparent fact that half of the improved site, according to former Transit Manager Bill Schultz, will be initially used by the Transit Division. In the near term, according to Mr. Schultz, Transit operations will begin to expand due to annexation, downtown shuttle service, and the interest of surrounding communities in transit service extension. All improvements to the site would, of course, need to be compati- ble with the Transit Division's eventual use of the facility. Thereby it can be said that the Master Plan is for the benefit of the Transit system though overall utilization is accomplished in stages well into the future. Without this addendum, the Master Plan is clearly for the partial benefit of operations not related to the Transit system - Parks and Recreation, Water and Irriga- tion, Streets, and the general administration of the Public Works Department. The fact that other divisions within the Public Works Department and the Water and Irrigation Department would pay rent to the Transit Fund prevents a violation of RCW 43.09.210 which prohibits one fund from benefiting another. Such a rent payment, in and of (memn\pwfcity) itself, does not solve the overall problem that the project, as it is currently written, is not for operation, maintenance, and capital needs of the City's Transit system. In sum, the project is conceptually lawful, provided the steps outlined above are taken. JV/las - 3 tmem\pwfclty) 1 ITEM TITLE: SUBMITTED BY: BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. / 3 For Meeting Of June 27 1989 TRAHO Inc. Professional Services Contract Public Works shops apace Study, Remodel & Expansion • Jerry D. Copeland, Director of Public Works -Dennis E. Covell, Director of Eng. and Util. CONTACT PERSON/TELEPHONE: Will w. Scholtz Transit Manager 57-6005 SUMMARY EXPLANATION: The professional services contract before City Council today is the result of the efforts outlined -below and the success- ful meetings between staff and TRAHO Inc. to finalize a scope of -work, prepare a schedule- of -1sorkmand establish profes- sional" "service fees. , 6 %.1.,, The 'origin of the contract -amount for the study and transit improvements i1 based on the Council adopted 1988 City Budget Policy Issue for needed Transit Capital Improvements. The professional services contract 'before City Council will" provide -construction documents from the first three items of the adopted Transit Capital Fund Budget .(See Attached 1968 Budget Pages 314 & 315). a 1. Maintenance Garage Expansion (Two Bays) $277,600 2. Transit Operations Relocation and Facility Remodel 3. Bus Parking Shelter - Continued on Page 2 1 171,924 160,000 $09,524 1 q -- a : , w •.i.•. ; : •i _ - 7. . y -ii. - .§.?--,"-, ,, e .- _ _ * z.-, 4 ..•: .- * . ,+', -. .-: .'1'•' - ;•/ : e •,•t-=�a s'` `it. . * --" -/i-'3 6. xX Resolution ' ' wbrd i.nar:ce )0C ~ Contract: :.` " Minikes,'plan/llap ' . * --*r. -. • -s i' #i,: ; :�- ^.° fiy'g t ' 4 a *• a' _ I3otifi1;.in Itt " " 7oC•`" Othes-: •(S edifyL'i�. rPD1'ics+ issue - • * * t,-:;''..‘"4----.;!, aid ,,,:— I •ft- �e7 •:?"! > - -,} ,;•J'''. * * APPROimEO R'Et OSITITAt i '• - - .-• ..°. - * .1 *********s ***ft***** ""!ki*******-*******sir*fit*s*Ri****A****fru************************ . • F ND ONs�' ,t futho;iz t14sign •c©nt:ra$ t. ; ;_., TT; .4 ig� • • • • • DEPARTMENT: PUBLIC WORKS DIVISION: TRANSIT CAPITAL FUND VI. MAJOR POLICY ISSUES/SUPPLEMENTAL BUDGET REQUESTS D. Transit Capital Improvements 1. Proposal: There are a rumber of capital improvements needed in the Public Works, Transit Division. Funding is currently available in the Transit Capital Reserve Fund sufficient to accomplish the improvements. However, additional funds will soon be available through the Transit Operating Fund due to the anticipated receipt of UMTA operating grant funds. Those improvements being proposed are summarized in the following list. Each is discussed in more detail in the report which follows. CAPITAL IMPROVEMENTS SUMMARY Iter Estimated Cost 1. maintenance Garage Expansion (Two Bays) $277,600 2. Transit Operations Relocation and Facility Remodel 171,92a 3. Bus Parking Shelter 160,000 4. Maintenance Equipment 50,000 5. Passenger Shelters 42,000 5709,524 Capital Improvements 1. Maintenance Garage Expansion -- It is proposed that two addi- tional bays be added to the maintenance garage. These bays should be of 100' in depth as current bays will not accan- modate two transit coaches and leave space for Mechanics to get around them safely. The estimated cost of this project is $277,600, based upon a cost of $30 per square foot for 6,000 square feet plus design and contingencies. 2. Transit Operations Relocation and Facility Remodeling -- The current Public Works facility was not designed to include either the Transit Division or Parks and Recreation. The addition of these two divisions has created a space prnblen within the facility. In seeking solutions to this dilena, we have concluded that the relocation of Transit operations would both improve operations for the Transit Division and provide additional space for other Public Works personnel. The cnst of this proposal is estimated to be approximately $171,924. (Cost estimate provided by the Housing Services Division.) 3. Bus Parking Shelter -- It is proposed that a sheltered parking area be constructed along the rear fence of the City Shops Complex. Such a structure would provide shelter frac the elements for those vehicles which could not be garaged inside 314