2013-02-28 Special Meeting Kodiak Island Borough
Assembly Special Meeting Agenda
Thursday, February 28, 2013, 7:30 p.m.
Borough Conference Room
1. ROLL CALL
2. CITIZENS COMMENTS (Limited to Three Minutes per Speaker)
3. CONSIDERATION OF MATTERS IN THE CALL FOR THE SPECIAL MEETING
A. Contract No. FY2013 -19 Approving a Professional Services Agreement for Code
Compliance Review of the Long Term Care Facility Project Design Documents.
4. ADJOURNMENT
This meeting was called by Mayor Selby.
Page 1of1
. 1* :. KODIAK ISLAND BOROUGH
4. p v7i; 0 , K AGENDA STATEMENT
SPECIAL MEETING OF: FEBRUARY 28, 2013 ITEM NO.: 3.A
TITLE: Contract No. FY2013 -19 Approving a Professional Services Agreement for Code
Compliance Review of the Long Term Care Facility Project Design Documents.
ORIGINATOR: Engineering and Facilities Director
FISCAL IMPACT: ® Yes $36,382 or ❑ No Funds Available x Yes ❑ No
Account Number: 495 535 09010 4A Amount Budgeted:
ATTACHMENTS: PC Associates proposal dated 2 -5 -2013
APPROVAL FOR AGENDA:
SUMMARY STATEMENT:
Kodiak Island Borough code 3.30.020 "Limitation of Manager's Authority" states that a contract
exceeding $25,000 requires Assembly approval.
The Code Compliance Review of construction documents is normally outsourced by the local
building official to verify that the building will meet all structural and Americans with Disabilities
Act (ADA) code requirements. In addition, Engineering /Facilities staff has discussed the need
for a review of the construction documents for compliance with National Fire Protection
Association 101 Life Safety Code (NFPA 101). Because the Long Term Care Facility is a
healthcare facility subject to Medicare and Medicaid requirements, the State Fire Marshal will
inspect the facility for compliance with NFPA 101 code prior to granting a Certificate of
Occupancy. Determining any possible code concerns prior to construction is a crucial step to
ensuring on -time completion of the project.
The cost to submit the plans to the local building official for structural and ADA compliance
review, and to the State Fire Marshal for NFPA 101 compliance review, is slightly more than the
cost for PC Associates to perform both reviews. Having PC Associates perform both reviews
provides a cost savings and allows them to perform both reviews concurrently, meaning final
drawings ready for permitting will be available sooner.
PC Associates recently completed a Code Compliance Review as well as a
Coordination /Constructability Review for the Kodiak High School Addition and Renovation
project, and both Engineering /Facilities staff and the local building official were very pleased
with the result. PC Associates specializes, in plan review and has performed their services
throughout the west since 1989.
In accordance with KIB 3.30.070 A. which allows for the exception to the procurement rules for
contracts for professional or unique services, staff recommends authorizing the Manager to
enter into a professional services agreement with PC Associates for the services outlined in the
attached proposal in an amount not to exceed $36,382.
RECOMMENDED MOTION: Move to authorize the Manager to Execute Contract No.
FY2013 -19 with PC Associates for Code Compliance Review Services for the Long Term
Care Facility design documents in an Amount Not to Exceed $36,382.
Kodiak Island Borough Page 1 of 1
January 23, 2013
Revised January 28, 2013
Revised February 5, 2013
ASSOCIATES
Mr. Matt Gandel THE PLAN CHECK PEOPLE.
Project Manager / Inspector
Kodiak Island Borough
Engineering & Facilities Dept
710 Mill Bay Rd
Kodiak, AK 99615 907 - 486 -9347 (vox)
mgandelna,kodiakak.us
RE: Proposal for Plan Review Services for the
Kodiak Island Long Term Care Facility
Dear Matt:
We propose to provide Plan Review Services for Code Compliance for the above referenced project as follows:
1. All Discipline Code Compliance Review of 95% complete Construction Documents (including ADA and
NFPA -101 Requirements)
2. Optional Back Check of issues found in 95% Review(s)
We guarantee to find our clients a minimum of three times our fee in change orders that can be prevented when
providing a RemedyCheck Review, so you can't really lose. Our record, however, has been to save them an average
of 10 to 30 times our fee. Our job is to make you look good and your life easier during construction!
A. Based on the following information, our fee will be:
1 Back 2 " Back Chk (if
Service Review Fee Chk required) TOTAL
95% CD Code Compliance $27,986 $5,597 $2,799 $36,382
Estimated Construction Cost $15,300,000
No. Of Sheets: 96
Cost per Sheet for Constructability $115
Time Req'd for Initial Reviews: 113 business days for initial Code Review
Note: All documents listed for submittal and signed Agreement must all be received prior to start of review(s).
Piecemeal submittals slow down the process and time line listed above for review will no longer be valid.
The process shall include:
Task 1: PC Associates shall be supplied with the following:
a. Four (4) complete sets of half size hard copy plans
b. One (1) electronic copy of plans and specs (PDF format) on CD or uploaded to our FTP site. Single
files of all drawing sheet PDFs by discipline are preferred to individual sheet files. Specifications may
be a single file (preferred) or by sections. Contact Judy Williams, judy@pcassoc.com, for uploading
instructions.
d. One (1) electronic or hard copy of the soils report (applicable for new construction /additions).
e. One (1) electronic or hard copy of occupancy /exiting /allowable area calculations, structural calculations,
energy calculations, etc are required for Code Compliance Reviews.
Kodiakl9_KlLongTormcareFaci lityRev.wpd
� THE PLAfV`CHECK,PEOPLE ..r. . _ _
3419 E Chapman Ave C. Suite 480 + Orange, California 92869 • 714 - 538 -0933 O 877 - 730 -0933 J www.pcassoc.com
•
For 95% Review to be effective, all plans, elevations, sections and details must have notes /keynotes, all
schedules in all disciplines must be completed, framing, foundations, piping and ductwork must be sized,
electrical plans must be circuited, all details must be keyed in and master specifications must be edited for
the specific project.
Task 2: Evaluation of the plans and other data shall produce a report (with space for responses by Design Architect
and /or Engineers) accompanied by a marked -up set of documents indicating areas requiring additional
information, revisions, corrections, coordination and clarifications. An electronic copy of the Report (in Excel
2003 format) and the marked up electronic documents shall be downloadable from our FTP site for
distribution. A hard copy of the Report is available upon request.
Task 3: Optional. A follow -up Resolution Check (back check) between PC Associates and Design Architect and /or
Engineers shall be held to review resolutions to the findings of the original review. This task will be
performed via detailed response comments in the electronic copyof the Review Booklet, uploads to our FTP
site, overnight mailing services, tele- conferences and /or email. We find this process to be highly effective
and eliminates the need for expensive travel and face to face meeting costs.
When all issues have been resolved to the satisfaction of PC Associates, a letter for Recommendation of
Approval will be issued to the client and /or governing agency. In the case of a difference of opinion in the
interpretation of any code compliance issue, PC Associates will request an opinion from the governing
agency and defer to that opinion.
Task 4: All Deferred Approval items will be reviewed for code compliance during construction as an extra service
and at our standard hourly rates.
B. Progress payment shall be made in lump sums for each phase for each project. Invoices will be sent as follows:
Completion of Task 1 & start of Task 2 50% of Review Fees
Completion of Task 2 50% balance of Review Fees
Completion of Task 3 (Optional) 100% of Resolution Check Fee for that submittal
C. Time required for Completion of Work under Task 2 outlined in this Proposal in the Table in Section "A" shall be
from the date of Task 1 and receipt by PC Associates of a fully executed Service Agreement. It shall be
understood that time is of the essence and effort shall be made to complete the work as quickly as possible.
D. All applicable requirements of California and Alaska State Contract Law shall be made a part of this Proposal.
E. If either party becomes involved in litigation, mediation or arbitration arising out of this Proposal and Agreement,
or the performance of this Agreement, the court or arbitration tribunal in such litigation, mediation or arbitration,
or in a separate action, shall award attorney's fees for and costs to the prevailing party. The attorney's fees and
costs awarded by the court or arbitration tribunal shall be computed in accordance with actual costs.
F. PC Associates maintains a workmen's compensation insurance and general business (with auto coverage) liability
policy of one million dollars ($1,000,000.00). We also carry professional liability coverage with a limit of one million
dollars ($1,000,000) specifically for plan review services and reports.
G. PC Associates is a certified woman -owned business and has maintained that status since May 1990 when certified
by Caltrans as a woman -owned business enterprise (WBE). We are also certified nationally by NWBOC and
WBENC as both a woman owned business and a small business enterprise. Plan Check Associates Inc. dba PC
Associates is a California Corporation. Our Federal Tax ID No. is 27- 3133734.
H. Our services represent our opinion of the Interdisciplinary Coordination and Constructability and /or Code
Compliance of a project based on our general review of the drawings and specifications. In making a general
KadiaklB _KlLongTemiCareFadliyRev.wpd
•
THE PLAN: CHECK PEOPLE •
3419 E Chapman Ave • Suite 480 • Orange, California 92869 • 714- 538 -0933 • 877 - 730 -0933 ••r www.pcassoc.com
•
review, some detail items requiring further action will be identified. It should be recognized, however, that other
items may exist which we will not be able to identify specifically. Our review is not intended to preempt the
technical or professional responsibility of the project design consultants in any way and does not represent a
warranty or guarantee on our part that other coordination or code compliance problems do not exist. Our job is
to find discrepancies within the contract documents, but not to decide which information is correct. That decision
is the prerogative of the Design Architect.
We look forward to working with you once again. Let me know how you wish to proceed.
Respectfully ; ours,
Accepted by:
Michelle I. Pettit, AIA Printed Name & Title: _
President
michelle • rcassoc.com
Date:
�., KodiakIB KILongTermCareFadlityRev.wpd
THE PLAN CHECK PEOPLE •
3419 E Chapman Ave ++ Suite 480 •. Orange, California 92869 + 714 - 538 -0933 + 877 - 730 -0933 + www.pcassoc.com
•
Long Term Care Facility Budget
Updated: 2/11/2013
Budget LTD Exp Obligated Remaining
1 CM by Consultant $ 307,487 $ 7,865 $ - $ 299,622
2 CM in House $ 307,487 $ 9,174 $ - $ 298,313
3 Land $ - $ 15,350 $ - $ (15,350)
4 Design Services $ 1,229,948 $ 441,265 $ 250,613 $ I 538,069 I
5 Construction $ 15,374,346 $ - $ - $ 15,374,346
6 Equipment $ - $ - $ - $ -
9 Indirect Admin $ 307,487 $ 74,761 $ - $ 232,726:
11 Contingency $ 2,338,246 $ - $ - $ 2,338,246'
PROJECT TOTAL $ 19,865,000 $ 548,415 $ 250,613 $ 19,065,972'
Funding
Community Dev. Block Grant $ 90,000
SOA Leg grant 12 -DC -389 $ 1,275,000
Revenue Bonds $ 18,500,000 Not to exceed amount. Will also cover admin costs outside of
Total Revenue Funding $ 19,865,000 construction costs like bond sale, drafting of lease, staff time and
legal work.
Q Includes code compliance review performed by PC Assoc.
Kodiak Island Borough
Assembly Special Meeting Guidelines
February 28, 2013, 7:30 p.m., Borough Conference Room
1. ROLL CALL
KIBC 2.16.070.... the Chair shall cause the record to reflect the absence of the member, the
REASON for the absence, and whether the absence is excused by the Assembly.
Recommended motion: Move to excuse Assembly members Griffin and Stutes who
are absent due to personal leave.
VOICE VOTE ON MOTION.
2. CITIZENS' COMMENTS (These are limited to three minutes per speaker.)
A. Agenda Items not scheduled for public hearing and general comments.
ASK SPEAKERS TO SIGN IN AND STATE THEIR NAME FOR THE RECORD.
3. CONSIDERATION OF MATTERS IN THE CALL FOR THE SPECIAL MEETING
A. Contract No. FY2013 -19 Approving a Professional Services Agreement for Code
Compliance Review of the Long Term Care Facility Project Design Documents.
Recommended motion: Move to authorize the Manager to Execute Contract No.
FY2013 -19 with PC Associates for Code Compliance Review Services for the
Long Term Care Facility design documents in an Amount Not to Exceed $36,382
Staff Report — Manager Cassidy
Assembly discussion and amendments may be offered at this time.
ROLL CALL VOTE ON MOTION.
4. ADJOURNMENT
Recommended motion: Move to adjourn the meeting.
ROLL CALL VOTE ON MOTION.
Kodiak Island Borough Assembly Guidelines
February 28, 2013 Page 1
KODIAK ISLAND BOROUGH ASSEMBLY ROLL CALL SHEET
Regular Special I Date: GialM 1`3
Convened: 1 1: "/ V am Recessed: Reconvened: Adjourned: ' /
BY: BY: Kai? 1 oVi BY: „ BY: �� " rV BY:
SECOND: SECOND: SECON SEC OND: (((111 SECOND:
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�� ✓ �� .A Pry
YES NO YES NO YES NO YES NO YES NO
Ms. Austerman ✓i Ms. Austerman Ms. Austermarn � / Ms. Austerman ✓ Ms. Austerman
Mr. Bonney Mr. Bonney Mr. Bonney 17 Mr. Bonney ✓ Mr. Bonney
Mr. Griffin ✓ tv�r. G`r ff in r. M
Mr. Kaplan I / Mr. Kaplan Mr. Kaplan V Mr. Kaplan Mr. Kaplan
Ms. Lynch ✓ Ms. Lynch Ms. Lynch ✓ Ms. Lynch V, Ms. Lynch
Mr. Stephens t/ Mr. Stephens Mr. Stephens V Mr. Stephens V Mr. Stephens
Ms. Stutes I . St - 4:. ■ - s ,' . Stute Ms. Stutes
CHANGE OF VOTE? HANGE OF VOTE? CHANGE OF VOTE? CHANGE OF VOTE? CHANGE OF VOTE? CHANGE OF VOTE 1
TOTAL: TOTAL: TOTAL: 4 I TOTAL: /f V TOTAL:
The mayor mn t vote except in the case where only six members of the assembly are present and there is a three /three tie vote of the assembly.
Mayor Selby may
Mayor Selby Mayor Selby Mayor Selby Mayor Selby
KODIAK ISLAND BOROUGH
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