HomeMy WebLinkAboutagenda item 2015 0514 rdc 06c4Department of
Community Investment
Memorandum
Monday, May 11, 2015
TO:
FROM:
SUBJECT:
Redevelopment Commission
Brock Zeeb, DCI
Weaver Boos Profession a I Services Contract
Weaver Boos has submitted a budget amendment for the professional services contract related to the
Ivy Tower project.
The original contract was set at 267,720, the requested increase is 48,000, bringing the new
professional services contract total to 315, 720. This increase is within the budget approved by the
Commission for Environmental Remediation at the Ivy Tower site. Environmental remediation is
scheduled to be completed by August 2015.
The additional scope is attributed to the complexities of remediating Lead Based Paint1 PCB removal
and Reporting to IDEM and the EPA.
Staff asks for approval of professional services budget amendment.
227 W. JEFFERSON BLVD. SOUTH BEND, IN 46601 I P: 574-235-9371 I FAX: 574-235-9021 I SOUTHBENDIN.GOV
ITEM: 6.C.(4)
1·.· l
l
I
Weaver
Consultants
Group
Mr. Brock Zeeb, Director of Economic Resources
City of South Bend
Department of Community Investment
227 W. Jefferson Blvd.
South Bend, IN 46601
Re: Amendment to Environmental Services Contract
Ivy Tower Facility Renovation Project
635 S. Lafayette Blvd and 600 United Drive
South Bend, Indiana
Dear Mr. Zeeb:
FEBRUARY 12, 2015
PROJECT NUMBER: 0058-378-01
Weaver Consultants Group, LLC (WCG) app.reciates the opportunity to provide the South Bend
Redevelopment Commission (SBRC) this second amendment to our 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, submitted under our former name, Weaver
Boos Consultants, LLC, for descriptions of each task and our original scope of work. In February
2014 our initial contract was first amended to add the following services:
• 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
7121 Grape Road " Granger, fndiana • 574.271.344'7 ' wcgrp.com • Offices Nationwide
Mr. Brock Zeeb
February 12, 2015
Page 2 of 5
additional services were to include implementation of self-cleanup measures in
accordance with 40 CFR Part 761.
• 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.
• 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.
The estimated cost provided in the first amendment was based on the remainder of the
project being completed within 12 months or by the beginning of 2015.
During 2014 several tasks as outlined in the first contract amendment were completed
whereas a few tasks were not. Presently, the PCB remediation and lead-based paint
abatement projects have not been completed. However, additional tasks were completed
in 2014 that were not included as part of initial contract or the first amendment. The costs
for these additional tasks have been invoiced under the first amendment to the contract.
These additional tasks included the following:
• Removal of hazardous and/or regulated waste. Several thousand pounds of waste
material were removed and disposed of in 2014. i WCG services included contract
specification preparation, coordination with three qualified contractors prior to
bid, site inspection and inventory of material, and project management/oversight
services associated with contractor and property owner during removal.
• Oversight and management of IDEM inspection associated with
hazardous/regulated waste materials.
• Completion of 2014 hazardous waste report.
• Screening and testing of concrete pavement within courtyard to assess possible
disposal alternatives.
Mr. Brock Zeeb
February 12, 2015
Page 3of5
• Screening and testing of .building component surfaces to further characterize the
presence of lead-based paint including window frames, fire protection pipes, and
roof trusses.
• Modification of USEPA notice associated with PCB cleanup. Initially the cleanup
space was going to be backfilled, then that was modified to reusing room and
replacing concrete floor.
• Additional project management time associated with meetings both at SBRC offices
and on-site, and additional inspections of the building. This includes discussions
regarding occupancy designation for the transformer room, historical preservation
concerns associated with the lead-based paint abatement, awarding the lead-based
paint abatement contract to Interstate Environmental Services instead of
Environmental Demolition Group, and addressing property owner and SBRC
concerns regarding what building components were to be (or not to be) included as
part of the lead-based paint abatement project.
For the second amendment to the contract, the following additional services are
proposed:
• Closure sampling and testing associated with PCB remediation project, EPA completion
report preparation, and contractor oversight associated with PCB-impacted concrete
and restoration within one transformer room located below the ground surface. The
additional services are to be completed in accordance with 40 CFR Part 761. This was
not completed as part of the first amendment to the contract.
• Additional bid specification preparation associated with lead-based paint abatement, if
needed.
• Additional project management time associated with meetings both at SBRC offices
and on-site and additional inspections of the building. Inspections will include, if
necessary, confirmatory lead-based paint analysis.
COST ESTIMATE
In February 2014 we estimated the work could be completed for an estimated price of $
267,720.00. The budget is summarized below:
Mr. Brock Zeeb
February 12, 2015
Page 4of5
Site Characterization
Task/Item
Environmental Bid Specification Preparation
Environmental Response Services
Project Management
PCB Cleanup (Sampling/Testing/Bid Spec/EPA Report Prep}
TOTAL CONTRACT
Estimated Cost
$ 8,826.00
$ 36,882.00
$ 53,332.00
$ 119,680.00
$ 49,000.00
$ 267,720.00
To address the services proposed for 2015 and those services completed in 2014 that were not
included as part of the first amendment, the estimated price will require a revision as follows:
Task/Item Estimated Cost
Limited Site Characterization
$ 18,826.00
--·
Environmental Bid Specification Preparation
$ 39,882.00
~-····
'Environmental Response Services
$ 73,332.00
.Project Management
$ 134,680.00
PCB Cleanup {Sampling/Testing/Bid Spec/EPA Report Prep)
$ 49,000.00
TOTAL CONTRACT $ 315,720.00
The additional services would amend the original contact by $ 48,000.00 to a new contract
price of $ 315, 720.00. The new estimated cost is based on the remainder of the project
(including the PCB remediation} being completed by the end of August.
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.
Mr. Brock Zeeb
February 12, 2015
Page 5of5
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 propos~ that the outlined work be performed in
accordance with the Terms and Conditions and Fee Schedule previously agreed upon by the
SBRC and WCG 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.
·1f you should have any questions or comments concerning this proposal amendment, please do
not hesitate to contact our office.
Sincerely,
We7r Consultants Group, LLC
f;tt~Yvi j)J1d::,/'--
. Edward B. Stef;n~) -
Senior Project Manager
Attachments: Proposal Acceptance Sheet
Description of Services:
Project:
Property Address:
Project City /State:
Date: 2/13/2015
WEAVER CONSULTANTS GROUP, LLC
7121 GRAPE ROAD
GRANGER, INDIANA 46530
Voice: (574) 271-3447
Fax: (574) 271-3343
PROPOSAL ACCEPTANCE SHEET
Environmental Services -Proposal Amendment
IVY Tower Facility Renovation Project
63 5 S. Lafayette Blvd and 600 United Drive
South Bend, Indiana
Fee Amendment: $ 48,000.00
For approval and payment of charges, invoices will be charged to the account of:
Firm: South Bend Redevelopment CommissionAttention: Mr. Brock Zeeb
574-235-9339
574-235-9021
Street Address: 227 West Jefferson Blvd. Telephone:
City /State: South Bend, Indiana Fax:
Zip Code: 46601
This AGREEMENT is subject to the following special provisions/payment schedule:
See attached proposal.
Accepted by:
South Bend Redevelopment Commission Weaver Boos Consultants, LLC
~y (Signature)
By (Signature)
Douglas G. Dorgan, CPG
By (Type/Print) By (Type/Print)
Principal
.Title Title
Accepted _____ , 20 __
Accepted __ February 13, 2015 __
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