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Home My WebLink About6C(1)ats�U Department of u Community Memorandum February 24, 2014 TO: Redevelopment Commission FROM: Chris Dressel, Staff C-V Investment i SUBJECT: Proposal to amend existing Weaver Boos environmental services contract - Ivy Tower Facility Renovation Project Attached is a proposed amendment from Weaver Boos Consultants LLC to an existing environmental services contract (approved by the Commission on July 23, 2012) for environmental services related to the ongoing Ivy Tower Facility Renovation Project including the abatement of polychlorinated biphenyl (PCB)'s, asbestos, and lead based paint. The specific components of the proposal by Weaver Boos are summarized as follows: • Additional environmental remediation services to address PCB impacted concrete surface and soil including: additional testing; EPA notification and report preparation; and bid spec preparation and contractor oversight resulting from a PCB spill identified prior to transformer removal. • Additional bid specification preparation and project management activities associated with asbestos and lead based paint abatement. • Additional project management time associated with off and on -site project meetings, pre -bid meetings, and additional inspections of the building. Staff requests your approval of this service contract amendment. Please contact me at 235- 5847 or cdressel @southbendin.gov if you have any questions. 227 W. JEFFERSON BLVD. SOUTH BEND, IN 46601 1 P: 574 - 235 -9311 1 FAA : I auuinouvuuv.wv YYEAYER sooS CONSULTANTS Mr. Chris Dressel City of South Bend Department of Community Investment 227 W. Jefferson Blvd. South Bend, IN 46601 RECEIVED FEB 13 1019 February 10, 2014 Proposal LLCP -01 -14 Re: Amendment to Existing Environmental Services Contract Ivy Tower Facility Renovation Project 635 S. Lafayette Blvd and 600 United Drive South Bend, Indiana Dear Mr. Dressel: Weaver Boos Consultants, LLC (Weaver Boos) appreciates the opportunity to provide the South Bend Redevelopment Commission (SBRC) this amendment to our earlier proposal (dated July 19, 2012) to provide environmental consulting services related to additional services that were not provided for in our original contract. Our original proposed Scope of Work was divided into four main tasks: • Task 1— Limited Site Characterization; • Task 2 — Preparation of Environmental Abatement Specifications; • Task 3 — Environmental Response Service; and • Task 4 — Project Management Please reference our earlier approved proposal for descriptions of each task and our original scope of work. The additional services proposed include the following: • Additional sampling, testing, EPA work plan, EPA notification, EPA completion report Preparation, bid specification preparation for polychlorinated biphenyl (PCB) remediation, and contractor oversight associated with PCB - impacted concrete and possibly soil within one transformer room located below the ground surface. The additional services will include implementation of self - cleanup measures in accordance with 40 CFR Part 761. Our original contract did include (1) sampling and testing of all 4085 Meghan Beeler Court • South Bend, Indiana 46628 • Phone: (574) 271 -3447 • Fax: (574) 271 -3343 www.weaverboos.com Mr. Chris Dressel February 10, 2014 Page 2 of 4 four PCB transformer rooms for limited site characterization purposes (Task 1 of original contract) to determine if remediation maybe necessary (completed in May 2013) and (2) various services associated with transformer removal (completed in December 2013). • Additional bid specification preparation (Task 2 of the original contract) and project management (Task 4 of original contract) activities associated with asbestos and lead - based paint abatement. Weaver Boos originally anticipated that these services in the original contract would be completed within eight weeks with one complete set of environmental bid specifications for the project. The specifications would encompass all of the environmental components combined (asbestos, transformers, lead -based paint, etc.). However, due to reasons beyond the control of Weaver Boos, bid specifications applicable to each specific environmental component have been prepared and multiple versions have been requested for the PCB transformer removal (two completed versions in July and August 2013), asbestos abatement (two completed versions in August and November 2013), and lead -based paint abatement (one completed version in August 2013 with one revised version for one half of the building complex to be completed by March 2014 and a third version for the second half of the building to be completed a couple months later.). • Additional project management time (Task 4) associated with meetings both at SBRC offices and on -site, multiple pre -bid meetings, and additional inspections of the building. As part of the original contract, Weaver Boos understood that the USTC would have a plan regarding the proposed renovation of the building complex. However, a final plan is not yet been made available to Weaver Boos which is partly the reason multiple versions of the environmental specifications have been prepared and additional inspections of the building have been required (principally to determine what may or is being removed for renovation and what is not). Mr. Chris Dressel February 10, 2014 Page 3 of 4 COST ESTIMATE We originally estimated the work could be completed for an estimated price of $ 198.720.00. The original budget is summarized below: Task/Item Original Estimated Cost Limited Site Characterization $ 8,826.00 Environmental Bid Specification Preparation $ 26,882.00 Environmental Response Services $ 53,332.00 Project Management $ 109,680.00 TOTAL CONTRACT $ 198,720.00 To address the additional services, the estimated price will require a revision as follows: Task/Item New Estimated Cost Limited Site Characterization $ 8,826.00 Environmental Bid Specification Preparation $ 36,882.00 Environmental Response Services $ 53,332.00 Project Management $ 119,680.00 (new) PCB Cleanup (Sampling/Testing/Bid Spec/EPA Report Prep) $ 49,000.00 TOTAL CONTRACT $ 267,720.00 The additional services would amend the original contact by $ 69,000.00 to a new contract price of $ 267,720.00. The new estimated cost is based on the remainder of the project (including the PCB remediation) being completed within next 12 months. Mr. Chris Dressel February 10, 2014 Page 4 of 4 However, if conditions change, work extends beyond the scheduled completion date, unforeseen circumstances or environmental conditions are encountered, or work efforts are redirected our cost estimate may require modification. We fully expect to complete the outlined tasks described above for the stated sum, and this cost will not be exceeded without your prior authorization. You will be invoiced on a unit -rate basis only for the work actually performed. AUTHORIZATION If this proposal amendment meets with the SBRC's objectives, please indicate authorization to proceed by signing the attached Proposal Acceptance Sheet and returning one complete copy of this proposal to us for our files. We propose that the outlined work be performed in accordance with the Terms and Conditions and Fee Schedule previously agreed upon by the SBRC and Weaver Boos for environmental services associated with this project. Any modification to this proposal amendment or the previously agreed upon Terms and Conditions and Fee Schedule must be accepted by both parties. This proposal is valid if accepted within 60 days of issuance. If you should have any questions or comments concerning this proposal amendment, please do not hesitate to contact our office. Sincerely, Weaver Boos Consultants, LLLC 1, ward B. Stefane Senior Project Manager Attachments: Proposal Acceptance Sheet WEAVER BOOS CONSULTANTS, LLC 4085 MEGHAN BEELER COURT SOUTH BEND, INDIANA 46628 Voice: (574) 271 -3447 Fax: (574) 271 -3343 PROPOSAL ACCEPTANCE SHEET Description of Services: Environmental Services — Proposal Amendment Project: IVY Tower Facility Renovation Project Property Address: 635 S. Lafayette Blvd and 600 United Drive Project City/State: South Bend, Indiana Date: 2/10/2014 Fee Amendment: $ 69,000.00 For approval and payment of charges, invoices will be charged to the account of: Firm: South Bend Redevelopment Commission Attention: Mr. Chris Dressel Street Address: 227 West Jefferson Blvd. Telephone: 574- 235 -5847 City/State: South Bend, Indiana Fax: 574- 235 -9021 Zip Code: 46601 This AGREEMENT is subject to the following special provisions /payment schedule: See attached proposal. Accepted by: South Bend Redevelopment Commission By (Signature) By (Type/Print) Title Accepted 120 Page 1 of 1 Weaver Boos Consultants, LLC By (Signature) Douglas G. Dorgan, CPG By (Type/Print) Principal Title Accepted February 10, 2014