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HomeMy WebLinkAboutKPA Group 2023-03-21; Amendment 2025-11-0611/14/2025 Kristine Lawler (Nov 14, 2025 08:43:03 PST)Kristine Lawler 11/14/2025 October 21, 2025 Matthew Keizer Chief Building Official City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 Subject: Ukiah Bank of America Building – Combined Additional Design Services Proposal and Construction Administration Services Proposal - Revised Dear Matt, The KPA Group has been working alongside the City of Ukiah to design improvements to the previous Bank of America building and incorporate City office spaces, a public lobby and public service counter for resident utility payments. The design was completed in two phases and provides accessibility improvements to the site, parking lot and building interior. Project Status and Design Efforts KPA’s final design services invoice under our design services contract was dated December 31, 2023. After design completion, additional time was required for coordination and completion of a separate abatement effort to remove hazardous materials. This effort was bid in late summer and completed by Fall 2024. Much of the required demolition defined in the design has already been completed as part of the separate abatement effort. In December 2024 and revised in February 2025, a construction administration proposal was provided to the City anticipating bid phase completion and construction commencement in Spring 2025. Additional time and effort have been required beyond the original design services scope due to unforeseen schedule extensions. These services were not anticipated in our original design services proposal and have resulted in increased project management and design efforts. Combined Services Proposal The City has requested that we combine our additional serves and our anticipated services for construction administration services into one proposal. Construction administration services will be compensated on a time- and-material basis. KPA shall bill monthly and provide hours expended per category for the CA services. Scope of Services – Additional Design Services The scope of services for additional design services is organized into the following elements: Exhibit 1  Extended Project Management  Structural Coordination and Document Revisions  Third Party Plan Review Submission Extended Project Management We have provided additional project management efforts for overall design schedule extensions and the required re-bid of the design. We continue to coordinate and communicate with the City of Ukiah and consulting engineers. Updates to internal task logs have been required to reflect the accurate project design, construction and bidding schedules. Structural Coordination and Document Revisions We have attended multiple meetings with our structural engineer to review the project’s design after completion. Revisions to structural design documents to incorporate additional considerations raised by the City was required, and this effort involved additional coordination with our consulting structural engineer. The structural design changes have been incorporated into the drawing set. Additionally, corresponding architectural changes have been incorporated into the design. Third Party Plan Review Submission The design was required to be packaged for submission to a third-party structural plan review consultant hired by the City of Ukiah. Minor comments were received as part of the plan review process and responses to individual plan review comments were provided. The plan review comments received required minor adjustments to the drawings set and additional coordination with our consulting structural engineer. COMPENSATION - Additional Design Services The work described under the Scope of Services for additional design services will be performed on a lump sum basis. The KPA Group requests additional design services compensation in the amount of fourteen thousand three hundred ten dollars ($14,310) for the additional design services work performed and required. Scope of Services – Construction Administration Services This document provides a scope of services for construction administration services. Construction administration services shall commence after a successful bidder has been awarded a contract for construction. This scope of services is organized into the following elements: •General Construction Administration •Requests for Information & Submittals •Construction Meetings & Phasing •Punch Lists •Project Close-Out General Construction Administration After execution of the construction contract between The City of Ukiah and the General Contractor, we will endeavor to protect the City against defects and deficiencies in the execution and performance of the work as related to the design. For construction administration activities, we will:  Provide responses to Requests for Information (RFIs), shop drawings, submittals and project decisions  Visit the site for observation and work progress bimonthly for the duration of construction  Provide consultation and advice related to conformance of construction with overall design intent  Notify the City of Ukiah and Project Management staff of any failure in the work or materials to conform to the requirements of the Contract, Plans or Specifications Requests for Information & Submittals We will review and respond to RFIs. We will discuss responses to RFIs with the City of Ukiah and Project Management Staff as needed prior to response. We will:  Issue necessary interpretations, clarifications and replies to information requests regarding the Design Documents  Assist the City of Ukiah with supplemental instructions and change orders Services provided regarding submittals will be related to shop drawing review, product and material substitutions review. During this process we will:  Review and approve product submittals and shop drawings for conformance to the requirements of Contract Documents and specifications  Determine the acceptability of substitute materials and provide an evaluated response for suggestions to the City of Ukiah Construction Meetings & Phasing We will attend the preconstruction meeting and provide input regarding overall design intent and specified project materials. Punch Lists & Project Close-Out We will create a punch list based on final construction completion for the remodel project. The punch list process will involve observing work to determine if work or portions of work including building and site elements are substantially complete and conform to the design. Punch list findings will be documented. The punch list process involves:  Conducting inspections to determine if work is completed and ready for final acceptance  Furnishing the General Contractor with a list of items that were observed to require correction or were observed to be complete  Visiting the State Street site to observe any apparent defects in the completed construction and assisting the City of Ukiah and Project Management staff in consultations and discussions with the General Contractor concerning the correction of such deficiencies  Making recommendations as to replacement, correction, or diminished value of defective work  Working with the City and Project Manager to define items required to be constructed, construction errors and construction observations The KPA Group will perform services related to project close-out. We will:  Provide a final as-build document submission set based on General Contractor documentation of construction changes DELIVERABLES Written deliverables during the construction phase include necessary notices, communications, interpretations and clarifications, as required:  Actions as appropriate for review of contractor submittals and RFIs  Punch list documents  As-build documents based on General Contractor markups during construction SCHEDULE Construction for the project is anticipated to be complete by Fall 2026. OWNER RESPONSIBILITIES  Provide access to the State Street site  Provide a representative with complete authority to transmit instructions, receive information and provide directives  Provide appropriate direction to and coordination with the City’s project team and Project Manager staff  Provide timely review, feedback and directives to maintain project schedule  Coordinate with other project stakeholders and approval agencies  Testing and removal of hazardous materials  Coordination with utilities and local governments for any required utility connects and permitting COMPENSATION – Construction Administration Services The work described under the Scope of Services for construction administration services will be performed on a time and material basis. The KPA Group estimates that the cost of these services will be eighty-two thousand two hundred forty-five dollars ($82,245.00). Please see the attached estimated compensation worksheet for a detailed breakdown of tasks based on our current understanding of the project and scope of work. The City may perform certain services that could reduce the estimated hourly fee total. Authorization The Scope of Services and Compensation stated in this proposal are valid for a period of thirty (30) days from date of submission. Respectfully submitted, The KPA Group Paul W. Powers, NCARB President SUMMARY BY CLASSIFICATION PROJECT MANAGER PROJECT ARCHITECT PROJECT DESIGNER/ ASSOCIATE ARCH CAD TECH STRUCTURAL ENGINEER STRUCTURAL CAD TECH CIVIL ENGINEER CIVIL CAD TECH MEP ENGINEER MEP CAD TECH ADMIN SUBTOTAL $265.00 $215.00 $200.00 $165.00 $215.00 $165.00 $215.00 $165.00 $215.00 $165.00 $105.00 1 none 2 none SUBTOTAL - HOURS 0 0 0 0 0 0 0 0 0 0 0 0 SUBTOTAL - LABOR COST $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 1 Review procedures and documents 2 8 4 2 4 4 2 Site observations (bimonthly)40 SUBTOTAL - HOURS 2 8 44 2 0 0 4 0 4 0 0 64 SUBTOTAL - LABOR COST $530 $1,720 $8,800 $330 $0 $0 $860 $0 $860 $0 $0 $13,100 1 Issue clarifications 1 8 4 2 2 1 2 1 4 2 2 Respond to RFIs 1 20 8 16 8 2 12 8 16 8 3 Identification substitute materials 1 8 8 4 4 Shop Drawing review 4 20 16 12 8 4 12 4 12 4 SUBTOTAL - HOURS 7 56 36 30 18 7 26 13 36 14 0 243 SUBTOTAL - LABOR COST $1,855 $12,040 $7,200 $4,950 $3,870 $1,155 $5,590 $2,145 $7,740 $2,310 $0 $48,855 1 Construction meetings - none 2 Preconstruction meeting 1 1 1 SUBTOTAL - HOURS 1 1 1 0 0 0 0 0 0 0 0 3 SUBTOTAL - LABOR COST $265 $215 $200 $0 $0 $0 $0 $0 $0 $0 $0 $680 1 Punch List site visit 2 8 8 2 8 4 2 Punch List documentation 4 4 2 2 3 As build documentation 2 8 2 20 2 8 8 2 8 SUBTOTAL - HOURS 4 20 14 22 12 8 0 8 4 8 4 104 SUBTOTAL - LABOR COST $1,060 $4,300 $2,800 $3,630 $2,580 $1,320 $0 $1,320 $860 $1,320 $420 $19,610 TOTAL HOURS 14 85 95 54 30 15 30 21 44 22 4 414 TOTAL LABOR COST $3,710 $18,275 $19,000 $8,910 $6,450 $2,475 $6,450 $3,465 $9,460 $3,630 $420 $82,245 GRAND TOTAL COMPENSATION - CONSTRUCTION ADMINISTRATION SERVICES (TIME & MATERIALS)$82,245 CONSTRUCTION MEETINGS AND PHASING REQUESTS FOR INFORMATION & SUBMITTALS PUNCH LISTS & PROJECT CLOSE-OUT UKIAH BANK OF AMERICA BUILDING - CONSTRUCTION ADMINISTRATION SERVICES PROJECT MANAGEMENT & COORDINATION GENERAL CONSTRUCTION ADMINISTRATION LABOR HOURS BREAKDOWN 10/21/2025