Architectural Engineering & Construction Management Proposal

Transcription

1 Architectural Engineering & Construction Management Proposal for the Façade Renovation Project at Lauriedale Home Owners Association 58 Laurie Meadows Drive, San Mateo, CA prepared for Johanna MacDonald, President John Hopkin, Vice President Mark Borson, Treasurer George Wilke, Secretary Wendy Mayerson, Director prepared by W. Charles Perry, M.S., P.E. Architectural Engineer Mark Greening Construction Manager W. Charles Perry & Associates 520 S. El Camino Real, Suite 422 San Mateo, CA July 24, 2007

2 Project Description The Lauriedale Home Owners Association (LHOA) is planning a façade renovation project. Physically, LHOA is comprised of two loops : an inner loop of 15 buildings that are covered with ship-lapped cedar siding and an outer loop of 24 buildings that are covered with T1-11 siding. The inner loop has three different building types: 2, 8, & 12 units. The outer loop has three different building types: 4, 8 & 12 units. There are a total of 328 units in both phases. An overall view of the association is shown in the following aerial photograph overlain by a site map with building addresses and locations: LHOA Façade Renovation AECM Proposal July 24, 2007 Page 1 of 6

3 The objectives of the construction project are summarized briefly in the following list: 1. Locally repair and replace the cedar siding, vertical trim siding, and chimney siding on the inner loop buildings in accordance with the following schedule from Massingham & Associates (#1 replace; #2 consider replacing; please be warned that this is a 2 year old list): Building # Lap siding (S.F.) Vertical siding S.F.) Chimneys (No. Sheets) Rake (S.F.) #1 rated #2 rated #1 rated #2 rated T1-11 Siding Lap siding Totals Quantities: The cedar siding and vertical trim siding will be replaced in-kind. The chimneys will be sided with Hardy cementatious siding. 2. Replace all of the siding, trim, and waterproofing membrane on the outer loop buildings. This includes all flashing and connections between walls, roofs, decks, and existing structure as needed to keep the building waterproof. 3. Provide installation details for a retrofit window to be installed on inner loop buildings at each owner s option. The construction work associate will be contracted privately between the contractor selected for the overall project and each homeowner. Coordination and management of this work will be part of the construction manager s responsibility. 4. Provide installation details for a new window to be installed on outer loop buildings at each owner s option. The construction work associate will be contracted privately between the contractor selected for the overall project and each homeowner. Coordination and management of this work will be part of the construction manager s responsibility. Project Status At this point in time, preliminary plans have been prepared by W. Charles Perry & Associates (WCP&A) for a seismic renovation and energy efficiency upgrade that LHOA previously rejected. Additionally, an outline specification was prepared for this same proposed project. Improvements to site drainage & irrigation were discussed with LHOA and rejected. LHOA Façade Renovation AECM Proposal July 24, 2007 Page 2 of 6

4 Advanced Construction Technologies prepared a bid for the project as previously described with the information previously provided. LHOA used this bid as the basis for a project budget. Massingham & Associates advised LHOA that a reasonable contingency for this project at this time is 10%. This is to cover the cost of currently hidden damage, possible gutter repairs / replacement, and possible minor scope changes that arise during the course of design & construction. LHOA has adopted a budget that adds 20% on top of these costs. The project budget is summarized below: Construction Costs: Painting $ 756, Replace 100% Siding & Weatherproofing Outer Circle $ 1,970, Replace Damaged Lap Siding Inner Circle $ 84, Replace Siding on Chimney s with cementatious siding $ 94, Painting/Siding Construction Costs $ 2,905, Soft Costs (support and indirect costs): Design and Inspections $ 145, Property and Construction Management $ 145, Permits and Fees $ 87, Painting/Siding Soft Costs $ 377, Total $ 3,283, Total Painting Costs per unit with 10% Contingency / 328 units $ 11, Total Painting w/ 30% (the board feels 10% may be insufficient) $ 13, Proposal W. Charles Perry & Associates (WCP&A) proposed to perform the following tasks in a series of phases than can be approved and completed individually. Work may stop with the completion of any phase. Phase 1 Plans WCP&A proposes to prepare a complete set of plans, specifications, and contract documents that clearly define the scope of the project and create a bid package that will be submitted minimum of six potentially qualified bidders. A minimum of three qualified bids that include each bidder s technical and financial qualification will be evaluated, summarized, and presented to LHOA for their acceptance. Plans will be prepared in AutoCAD format and submitted in Adobe Acrobat format. The following list of drawings provides a general description of what will be prepared; the actual number of sheets might vary from this: Total Number of Sheets 94 A. Cover Sheet / Project Description 1 B. Site Plan with All Buildings & Site Features Identified 1 C. Site Plan with All Units, Utilities, Drainage & Irrigation Identified 1 D. Floor Plans & Roof Plans for Each Building with Damage & Repair Details Identified 39 E. Elevations for Each Building with Damage & Repair Details Identified 39 F. Typical Elevations with Paint Scheme 7 H. Detail Sheets Waterproofing & Siding Repair Details 4 I. General Notes & Field Specifications 2 LHOA Façade Renovation AECM Proposal July 24, 2007 Page 3 of 6

5 All of these plans will be created under the direction of and stamped & signed by a licensed professional engineer in the State of California. Coverage of professional errors & omissions insurance is available under the terms and conditions provided with this proposal. Revision to these plans will be performed on a time & expenses basis. As-built plans will be created on a time & expenses basis. Any change in project scope will require re-negotiation. Printing and delivery costs are separate expenses. 1 Fee: $58,000 / 3 mo. Approved: Date: Phase 2 Specifications & Contract Documents WCP&A will prepare the specifications and base contract documents necessary to clearly define the contractor s obligations for materials, means, methods, cost, organization, documentation, and schedule. Specifications will be prepared in BSD SpecLink format. BSD is one of the largest and most respected specification writing software manufacturers in the market today. These specifications will be created under the direction of and stamped & signed by a licensed professional engineer in the State of California. Coverage of professional errors & omissions insurance is available under the terms and conditions provided with this proposal. Please keep in mind that professional errors & omissions insurance provides a much higher level of protection and construction management liability insurance. Construction management liability insurance only insures against errors for acts of agency not design & specification. Unless specifically insured for writing specifications, construction management companies that do this do so at their peril. The same is true for preparing generic design details. Contract & bid documents will be prepared with AIA software using all AIA documents. AIA (the American Institute of Architects) contracts are the most widely used contracts in the construction industry. LHOA is advised to get these contracts reviewed by their legal counsel prior to completing an agreement with a contractor. Fee: $14,000 / 1 mo. Approved: Date: Phase 3 Bid Solicitation, Evaluation, Selection & Contract Negotiation W.CP&A will prepare a bid package of all of the plans, specifications, contract documents, bid solicitation form, bidder s qualification forms, and bid submission form. WCP&A will then forward a copy of this package to a minimum of 6 potentially qualified bidders. WCP&A will then solicit and collect a minimum of three qualified bids; this includes responding to RFI s. WCP&A will then summarize and compare these bids and prepare a presentation for LHOA. WCP&A will then work with LHOA to select a final contractor and negotiate the final terms & conditions of agreement between LHOA and the final contractor. Fee: $14,000 / 3 mo. Approved: Date: 1 WCP&A s current professional liability insurance is a $1,000,000 per claim / $2,000,000 annual aggregate claims made polity. WCP&A can and will get project specific insurance at the owner s request and expense. LHOA agrees to indemnify WCP&A for any and all claims in excess of this coverage. In the event that LHOA hires WCP&A to prepare plans & specifications and does not hire WCP&A to inspect all construction for substantial compliance with the same, then LHOA agrees to limit WCP&A s liability to the amount of fees paid and indemnify WCP&A for any and all claims in excess of this coverage. The same limitation applies of WCP&A inspects all work but does not approve it or provide a letter of substantial compliance. LHOA Façade Renovation AECM Proposal July 24, 2007 Page 4 of 6

6 Phase 4a Construction Management Prior to the start of construction, WCP&A will work with the selected contractor to ensure that all their internal staffing & project management obligations are identified and met, that their subcontractor & material supply obligations are identified, that communication protocols are established and operational, that all documentation protocols (safety manuals & procedures, RFI, RFP, Lien Notices, Lien Release, MSDS forms, Complaint Tracking, Interim Punchlist, Final Punchlist, Initial photographs / videos of each unit and building, Ongoing photographs / videos of each unit and building, project schedule, daily job log, subcontractor daily job log, safety meeting records, SMBD permits, inspections & approvals, et cetera) are established and operational, that all security & safety measures are established & operational, and that construction is ready to begin on the agreed date. As part of this phase, WCP&A will create a publicly accessible electronic document tracking system, demonstrate this system to the contractor, and monitor compliance to ensure that all documents are stored accurately and electronically by the contractor. During construction, WCP&A will provide a part-time construction manager (~10 hrs / wk for 9 mo) who will track all documentation associated with the project such as the superintendent s daily job log, subcontractor daily job logs, subcontractor safety meeting notes, pre lien notices, lien releases, payment records, invoices, delivery records, warranties, manuals, product literature, MSDS, photographic records of daily work progress, et cetera. Additionally, the construction manager will monitor the project schedule and budget. The construction manager will confirm that the site remains, clean, organized, safe, and secure; however, WCP&A accepts no liability for the contractor s failure to comply in these areas. The project manager will make periodic and timely reports to LHOA on the progress of the construction. The project manager will communicate with and direct the contractor s superintendent, project managers, and project administrator as described in the agreement between LHOA and the contractor. The construction manager will monitor the project to confirm that the terms and conditions of the contract are being met. This ongoing review will form part of the basis for accepting the contractor s application for payment. This excludes dealing directly with homeowners or communicating with individual homeowners in any way; individual homeowner complaints will go through & be handled by the property manager; WCP&A will track these & their resolution as part of it documentation management.. As construction is completed, WCP&A will confirm that all warranties, product literature, MSDS, unconditional lien releases, and all other documentation are complete on a building by building basis prior to recommending release of final payment. WCP&A will confirm compliance with all plans, specifications, and contract conditions prior to recommending release of the retainage. These services will be provided for the duration of the project in accordance with the attached terms and conditions of agreement for a period not to exceed 12 months after project mobilization (3 months to mobilize & 9 months to complete construction). This is the minimum fee. If the actual construction cost exceeds the budgeted amount, then the fee will be adjusted upwards proportionally to the cost increase. Work after the time limit stated below will be performed on a time and expenses basis in accordance with WCP&A s standard Terms and Conditions of Agreement and its Consulting Services Fee Schedule. This time limit is measured from the start of construction mobilization after permits are approved by all applicable government agencies. LHOA understands and agrees that construction management services are not the same as hiring a general contractor. Any failures of the Construction Manager to meet schedules or budgets are the responsibility of LHOA. LHOA will incur any and all losses associated with such failures just as BCC will reap any savings associated with shortened schedules and reduced expenses. Fee: $58,000 / 12 mo. Approved: Date: LHOA Façade Renovation AECM Proposal July 24, 2007 Page 5 of 6

7 Phase 4b Construction Compliance During construction, WCP&A will respond to RFI s (Requests for Information), RFP s (Requests for Payment), and material submittals from the contractor within 48 hours. This correspondence will be recorded electronically. For each RFP, WCP&A will walk the job site with the contractor s site superintendent or project manager, review the work for compliance with the plans and specifications, photograph representative samples of the work in sufficient detail to substantiate that the work is compliant, confirm or adjust the contractor s requested completion percentage, and confirm that the work has been accepted by the San Mateo Building Department as required; however, WCP&A does not warrant that there are no latent or patent defects in the contractor s work. WCP&A will inspect hidden damage and changed conditions as disclosed by the contractor during construction; WCP&A will advise LHOA on how to proceed with these situations. Homeowner complaints that require technical resolution will be inspected by WCP&A; as needed, WCP&A will advise LHOA through is property manager on how to address these complaints and / or direct the contractor on how to resolve them as required. As each building is completed, WCP&A will prepare a punchlist with the contractor, confirm completion of items on each punchlist in a final inspection, and prepare a letter of substantial compliance for each building. All documentation associated with substantial compliance will be recorded electronically. These services will be provided during construction in accordance with the attached terms and conditions of agreement for a period not to exceed 9 months (~10 hrs / wk for 9 months). This is the minimum fee. If the actual construction cost exceeds the budgeted amount, then the fee will be adjusted upwards proportionally to the cost increase. Work after the time limit stated below will be performed on a time and expenses basis in accordance with WCP&A s standard Terms and Conditions of Agreement and its Consulting Services Fee Schedule. Failure of construction to comply with plans and specifications after 1 re-inspection will be billed on a time & expenses basis; RFI s in excess of 1 per week will be billed on a time & expenses basis; these charges will be itemized and billed separately such that LHOA can back-charge the contractor as provided in the agreement between LHOA and the contractor. This time limit is measured from the start of construction mobilization after permits are approved by all applicable government agencies. Fee: $58,000 / 12 mo. Approved: Date: Attachments * W. Charles Perry, M.S., P.E. Resume * Mark Greening, Resume * Greening & Company, Services * WCP&A Sample Projects and References * WCP&A Terms and Conditions of Agreement * WCP&A Consulting Services Fee Schedule LHOA Façade Renovation AECM Proposal July 24, 2007 Page 6 of 6