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HomeMy WebLinkAboutChange Order 1 ART - Signed with AttachmentsES �GPgG AP ... Tp TyP 4� m9 KITTITAS COUNTY May 4, 2017 Kittitas County Building Maintenance 205 West 5"', Ellensburg WA 98926 Office (509) 962-7509 Fax (509) 962-7086 Architects Rasmussen Triebelhorn, AIA/ps 9 Saint Helens Ave., Suite D Tacoma, Wa. 98402 RE: Change Order 1 At this time Kittitas County would like to accept the proposal for phases two of the Courthouse feasibility Study and predesign. Description: 1) Additional service phase two as outlined in letter Dated April 26, 2016 $132,500.00 See Attached. Original Contract $ 32,000.00 Not to exceed Adjust contract amount $ 164,500.00 Please sign and return. Approval Kittitas County Board of Commissioners Architects Rasmussen Triebelhorn, AIA BY: Name: TITLE:_ DATE: TITLE:S(�.Y�(Q�.l� DATE: B pg. 1 April 29, 2016 Ms. Patti Johnson, Director Solid Waste Division Kittitas County 925 Industrial Way Ellensburg, Wa. 98926 RE: Kittitas County Courthouse Master Planning & Predesign Subject: Fee Proposal for Phase 2 Dear Patti, On behalf of our ART Team, we want to thank you for all the coordination efforts you have provided on behalf of Kittitas County and the project. We believe the Phase 1 work realistically projects the amount of space and staffing levels needed for the courthouse facility by 2036. We are enthusiastic about the progress we’ve made to date, and look forward as the project proceeds into the next phase. This fee proposal letter is presented to you for the proposed Phase 2 work for the above referenced project. Per our original agreement, this fee proposal is one of the final components of our Phase 1 scope of work and report. The tasks associated with Phase 2 of the project, along with ART’s proposed fee, are listed below. Phase 2 Proposed Scope of Services: This phase of the project will be broken down into the following work tasks: A. Conduct a Project Phase 1 Review Meeting: ART will facilitate a project Phase 1 review meeting with the county’s Project Leadership Team with the goal of reviewing the results of the Phase 1 space/staffing needs assessment process, and to answer any outstanding questions related to this phase before commencing with the Phase 2 work. B. Develop Department Adjacency Diagrams: ART will develop department adjacency diagrams sketches, commonly referred to as “bubble diagrams”, that will illustrate options for the adjacency requirements as defined in the department surveys completed as part of the Phase 1 work for presentation to the Project’s Leadership Team in a project status review meeting. Any modifications resulting from discussions at this meeting will be made, with these final diagram drawings then included in the Phase 2 final report. C. Develop Preliminary Design Floor Plans and Site Plan: Upon ART receiving approval to proceed on to the next stage, ART will proceed with the development of preliminary design floor plans of the proposed courthouse pg. 2 addition. It is our understanding at this time that the County has no intention of maintaining any of the existing courthouse facility for permanent use. All county departments currently located in the existing courthouse, plus some departments or partial departments currently located off site, will move into the new courthouse addition upon completion. It is our further understanding that that part of the site currently occupied by the existing courthouse will be demolished and the resultant site area used for additional staff and/or public parking. Floor plan and site plan options will be provided to illustrate optional floor plan layouts and site utilization. Additionally, ART will create 3-D colored renderings of the exterior of the proposed building addition to illustrate anticipated scale, form, and texture of the building shell and site areas. These preliminary design drawings will be presented to the Project’s Leadership Team in a presentation meeting for review and comment. Any modifications resulting from discussions at this meeting will be made, with these final preliminary design drawings sent to you for final review. These drawings will then be included in the Phase 2 final report. D. Development of Project Materials and Systems Design Narratives: ART and each of our subconsultants will develop project design narratives wherein materials, components, and system equipment proposed for the project will be described in general terms. Additionally, the design rationale for choosing these particular materials and system equipment will be presented, such as abuse and wear- and-tear resistance, proven industry standards, general code compliance, structural seismic zone parameters for design, energy code compliance, etc.. An eye towards facility energy efficiency, user creature comforts, and long serviceable life will be keystones for these decisions. The design narratives will become part of the final report for this phase of the project. E. Development of Rough Order of Magnitude Project Cost Estimate & Budget: Upon ART receiving approval to proceed on to the next stage, ART will, with the assistance from our cost estimating consultant and technical subconsultants, develop a Rough Order of Magnitude (ROM) Cost estimate for the proposed project. Besides the proposed courthouse building addition, there are several other project factors that will affect anticipated costs on the project. Some of these factors include costs for hazardous materials abatement from the existing courthouse facility, demolition of the existing courthouse structure, filling the ground void left by the existing basement and development of the site for additional parking and landscaping, dressing up the shell of the west wall of the jail addition completed in 2010 previously married up to the east wall of the west wing of the courthouse, any interior remodeling of the existing jail that might be required to interface with the new courthouse addition, and any facility operational phasing impacts that could affect the overall cost of the project. This phase will also establish the overall budget for the project. The budget will include all construction hard costs (labor and materials plus the contractor’s mark-up) and all know soft costs such as for A/E fees, design contingency, bidding and construction contingency, any anticipated materials and labor costs escalations, state sales tax on construction costs, fees associated with special inspections and testing required by the building code, plan review and permitting fees, any project financing expenses, and any owner project management and moving expenses. pg. 3 F. Phase 2 Final Report ART will finalize and collate all Phase 2 documents and bind them into report booklets as the final product of this phase. G. Development of a Fee Proposal for Phase 3 of the Project: Based on the approval of the final product for Phase 2, ART will develop a fee proposal for Phase 3 of the project which will include development of design and construction documents, including submittal for plan review. This phase will be broken down into 3 sub-phases: 1) Schematic Design where the preliminary design drawings will be refined to further illustrate the breadth and scope of the project. An outline specification will be developed to generally illustrate those specification sections (contractual, general, and technical) needed for the project, listed by specification number and title. The cost estimate provided during the preliminary design phase will be updated, based now on more thoroughly defined material and labor calculations. 2) Design Development where the Schematic Design drawings will be further expanded to show all facets of the project. The outline specifications will be expanded to now include material and equipment design narratives for each specifications section. The Schematic Design phase cost estimate will be further updated as necessary. The project schedule will be reviewed and updated as necessary. 3) Construction Documents where the Design Development drawings and specifications will be refined and expanded to completed drawings and specifications status. Construction drawings will typically be developed to illustrate general project information (drawings index, project team member information, code review information, etc.), civil engineering drawings, landscape architectural drawings, architectural drawings, structural engineering drawings, mechanical engineering drawings, and electrical drawings. The construction specifications will be developed into two project manuals. The first manual will be for general, contractual, and technical civil, landscape, structural, and architectural divisions (typically divisions 0 through 14). The second manual will be for technical mechanical and electrical divisions. The construction documents will typically be presented to the owner at 50% completion and at 95% completion. The Design Development phase cost estimate will be further updated at the 50% CD completion stage. The project schedule will also be reviewed and updated as necessary. Additionally, as part of the Construction Documents phase, ART and its subconsultant team members will prepare a SEPA checklist and submit it to the City of Ellensburg for review. Because the anticipated construction site is already zoned for governmental development, and that on-site parking is not a requirement of this zoning classification, we do not anticipate any significant review issues. The only exception might be in addressing and mitigating by system design storm water retention and/or treatment. pg. 4 Lastly, as the last work scope component of the Construction Documents phase, ART will prepare all submittal documents and submit to the City of Ellensburg for plan review of the project. Upon the completion of this review, ART and its subconsultants will incorporate into the construction documents any review comments/revisions as may be required. We will propose that A/E design fees be based on the State Department of Financial Management’s Guidelines for Determining A/E Fees for Public Works Building Projects current fee schedule for the project type and anticipated hard cost. The project will include Basic Services (Architectural design, structural engineering, mechanical engineering, and electrical engineering) and Additional Services (such as for landscape architectural design, civil engineering, acoustic engineering design, low voltage/telecomm/security electronics engineering, hazardous materials investigation and abatement design services, and detailed cost estimating). Our Phase 3 fee will be presented as fixed lump sum fee. We will also propose that a reimbursable expenses allowance be included above and beyond the lump sum fee to cover travel, lodging and meals, and printing/binding expenses as may be incurred. ART will include as an attachment to our proposal our most current schedule of our hourly billable rates. Phase 2 Proposed Fee: We propose to provide the Phase 2 services on an hourly basis with a not-to-exceed fee of $132,500. This not-to-exceed fee includes a reimbursable expenses allowance of $2,585. Please see our attached fees and expenses spreadsheet itemizing the above tasks, associated hours, and resultant fees. Also please see attached fee proposal memos or letters from our subconsultant team members. We trust our proposed scope of services and accompanying proposed not-to-exceed fee are consistent with your expectations. If you find this fee proposal acceptable, we suggest that a change order to our original agreement be executed for this second phase of the project. Should you have any questions or comments on any of the above or on any of the attachments, please do not hesitate in contacting either myself or Peter. We are excited about this next phase of the project and are ready to proceed at your direction. Respectfully submitted, Kenn D. Triebelhorn, AIA Principal/Vice President Architects Rasmussen Triebelhorn, AIA/ps Attachments Kittitas County Courthouse 4/28/2016 Master Plan & Pre-Design Study Architects Rasmussen Triebelho0rn, AIA/ps PHASE 2: Development of Adjacency Diagrams, Preliminary Design Floor & Site Plans, ROM Cost Estimate Anticipated Tasks/Hours/Fees Item SubItem Task PTSR KDT DH/LW SC Remarks A.Review Phase 1 Report with KC Leadership Team 1 Meet with KC Leadership Team for Further Direction 6 6 Includes travel time Develop Change Order for Phase 2 Services 2 B.Develop Adjaceny Diagrams 1 Create Adjaceny Bubble Diagram Sketches & Options 40 4 2 Draft Diagrams into CAD Presentation Drawings 2 2 40 3 Print/Plot Review Documents 2 4 Meet with KC Leadership Team for Review 6 0 6 Includes travel time 5 Edit Diagrams as Needed 4 1 2 Based on input from KC Leadership Team 6 Resubmit to Patti Electronically 1 For distribution to KC Leadership Team members 7 Request/Receive Approval to Proceed to Next Step 1 C.Develop Preliminary Design 1 Develop Preliminary Design Floor & Site Plans Sketches 100 8 2 2 Coordinate Space and Site Planning Requirements w/ Subconsultants 4 4 Receive input on space requirements 3 Draft Plans into CAD Drawings 4 100 4 floor plans (3 floors + partial basement) + site plan 4 Create 3-D Exterior Color Images of Addition 40 Via SketchUp 5 Print/Plot Review Documents 2 6 Meet with KC Leadership Team for Review 6 6 Includes travel time 7 Make adjustments as requested 4 12 8 Resubmit to Patti Electronically 1 For distribution to KC Leadership Team members 9 Request/Receive Approval to Proceed to Next Step 1 D.Develop Design Narratives 1 Coordinate Design Components w/ Subconsultants 4 4 2 Develop Architectural Design Narratives 12 2 Assume building evelope materials; interior materials & systems based on project type experience E.Develop Rough Order of Magnitude Cost Estimate/Budget 1 Coordinate with Subconsultants & Cost Estimator 3 3 2 Review Estimate and Make Adjustments as Necessary 2 1 Hard construction cost + contractor's mark-up + all soft costs 3 Print Review Document 1 4 Meet with KC Project Management Team to Review 6 0 6 Includes travel time 5 Coordinate Making Adjustments as Requested 2 1 6 Resubmit to Patti Electronically 1 7 Request/Receive Approval to Proceed to Next Step 1 F.Develop Final Report - Phase 2 1 Write Summarties/Executive Summary 0.5 8 2 Integrate Design Narratives into Final Report 2 3 Print/Coalate/Bind Draft Report 2 6 4 Meet with KC Project Management Team to Present Report 6 0 6 Includes travel time 5 Make Any Adjustments as Requested 0.5 2 6 Print/Bind Final Report & Send to Patti 1 6 G.Develop Phase 3 Scope/Fee Proposal Design, Construction Documents 1 Develop Spreadsheet Outlining Tasks to be Performed 0.5 3 Basic Services Fee to be based on State's A/E Fee Schedule 2 Solicit Fee Proposals from Consultants/Review Proposals 6 Basic + Additional Services 3 Create Draft Fee Proposal Letter with Attachments 0.5 4 4 Send Draft to Patti for Review & Comment 0.5 5 Edit as May be Requested & Resend to Patti 1 H.Project Management/QC 12 I.1 Contingency 15 10 25 2 At approximately 10% of hour totals Totals 197 111.5 265 14 Anticipated Hours/Fees ART Senior Principal PTSR @ $175/hr. =$34,475 Principal KDT @ $150/hr. =$16,725 Project Architect DH/LW @ $95/hr. =$25,175 Admin. Assistant SC @ $65/hr. = $910 Subtotal $77,285 Subconsultants Cost Estimating $8,500 Civil Engineering (Research, Cost/Design Input, Narrative)$9,000 Landscape Architect (Design/Cost Input, Narrative)$900 Structural Engineering (Design/Cost input, Narrative)$2,500 Mechanical Engineering (Design/Cost Input, Narrative)$3,000 Electrical/Telecomm/Sec. Elec. Eng'g (Design/Cost Input, Narrative)$21,750 Subtotal $45,650 ART Mark-up @ 15%$6,848 Subtotal $52,498 Reimbursable Expenses Travel Expenses Allowance/ART $600 5 trips - Car rental + fuel Travel Expenses Allowance/Subconsultants $750 Mileage @ $.55/mile Printing/Binding/Display Board Allowance $1,000 Subtotal $2,350 ART's Mark-up @ 10% =$235 Subtotal $2,585 Proposed Total Phase 2 Fee + Expenses $132,368 Say $132,500 PHASE 1: Space/Staffing Needs Assessment (Completed) PHASE 2: Predesign, Cost/Budget Projection PHASE 3: Design, Construction Documents, Cost Estimating PHASE4: Bidding, Construction ART Projected Hours ARCHITECTS Number 9 Saint Helens, Ste. D Phone 253.572.5511 Peter T.S. Rasmussen, FAIA, Principal RASMUSSEN The Henry Drum House Fax 253.572.5515 Kenn D. Triebelhorn, AIA, Principal TRIEBELHORN AIA/ps Tacoma, WA 98402 www.a-rt.org Rhonda A. Gillogly, AIA, Principal Hourly Rate and Expense Schedule Effective June 1, 2015 ARCHITECTS RASMUSSEN TRIEBELHORN AIA/PS DESCRIPTION RATES In-House Staff Positions: Senior Principal $175.00/ hour Principal $150.00/ hour Project Manager II $100.00/ hour Project Manager I $ 90.00/ hour Architect $ 95.00/ hour Job Captain I $ 85.00/ hour Intern II / Project Captain $ 80.00/ hour Intern I $ 70.00/ hour Secretarial / Administrative $ 65.00/ hour Consultant Services: Cost plus 15% (or as negotiated with the Owner) Printing of Bid Documents Cost plus 10% Delivery / Postage Cost plus 10% Long Distance Phone calls Cost plus 10% In house Plots (Bond & Vellum) BW (24 x 36) $ 12.00/ sheet In house Plots (Bond & Vellum) Color (24 x 36) $ 40.00/ sheet In house Plots (Bond & Vellum) BW (36 x 48) $ 15.00/ sheet In house Plots (Bond & Vellum) Color (36 x 48) $ 50.00/ sheet Mileage $ .575/ mile/ or standard IRS rate Photocopies– Black & White (8 1/2 x 11) $ .15/ page Photocopies – Color (8 1/2 x 11) $ .25/ page Photocopies – Black & White (11 x 17) $ .30/ page Photocopies – Color (11 x 17) $ .55/ page Other (as authorized) Cost plus 10% Kittitas County Courthouse Project - Feasibility Study Architects Rasmussen Triebelhorn are working with Kittitas County on the planing of a new courthouse facility. The new facility will be located on the west half of the block north of the existing jail to West 7th Avenue. Demolition of the existing courthouse with the resultant area being used for additional on-site parking. The following Scope of Services is based upon our understanding of the engineering services required to complete the study. The study will evaluate the existing utilities (water, sewer, storm water, electricity, gas and telecommunications), vehicular, bicycle and pedestrian facilities within and abutting the project site. The following summarizes the Proposed Scope of Services: Task 1 – Meetings and Project Management 1.1 Project Meetings – One project team meeting in Tacoma. 1.2 Project Management – Manage and review project civil engineering elements. Task 2 – Site Layout 2.1 Site Layout – Collaborate on architect prepared conceptual alternatives for vehicular, bicycle and pedestrian traffic/facilities within and abutting the project limits. Task 3 – Water 3.1 Research – Research existing water mains and services (age, size and conditions) within and/or effected by the new facility. Develop and evaluate alternatives as required for the rerouting and/or relocation of the existing water mains and services in the project area. Service(s) to the new facility. Estimate ROM costs. Task 4 – Sewer 4.1 Research – Research existing sewer mains and side services (age, size and conditions) within the project limits and/or effected by the new facility. Develop and evaluate alternatives as required for the rerouting and/or relocation of the existing sewer mains and connecting services in the project area. Connecting service(s) to the new facility. Estimate ROM costs. Task 5 – Storm Water 5.1 Research – Research existing storm water facilities, structures and conveyance systems (age, size and conditions) within the project limits and/or effected by the new facility. 2 of 2 Develop and evaluate alternatives as required for the rerouting and/or relocation of the existing storm facilities in the project area. Evaluate onsite facilities for storm water collection and treatment for the facility. Estimate ROM costs. Task 6 – Gas 6.1 Research – Research existing gas facilities within the project limits and/or effected by the new facility. Develop and evaluate alternatives as required for the rerouting and/or relocation of the gas facilities in the project area. Estimate ROM costs. Task 7 – Electricity 7.1 Research – Research existing power lines and routing within the project limits. Task 8 – Summary Report 8.1 Summary Report – Develop a summary Report with estimated ROM engineering and construction costs. Deliverables 1. Summary Report. Our fee for the above noted services is not to exceed $9,000.00 plus a reimbursable expense allowance of $500.00. April 20, 2016 Kenn Triebelhorn Architects Rasmussen Triebelhorn Tacoma, WA. kdt@a-rt.org RE: Kittitas County Courthouse Predesign – Phase 2 Landscape Architectural Design Services Kenn, Thank you for the opportunity to work with you and your firm again. I propose a NTE fee of $1,000 for my design services for this phase of the project. FYI - I am out of town April 25-30. Thank you, Kathy Owens, Owner Nature By Design kathy@naturebydesigninc.com April 26, 2016 Kenn Triebelhorn Architects Rasmussen Triebelhorn Tacoma, WA. kdt@a-rt.org Kenn, The following is our proposal for pre-design for the Kittitas County Courthouse Expansion. Our scope of services will include review of the proposed design with respect to structural systems, assist cost estimator in establishing structural cost and providing a design narrative to further describe the structural scope of work for the project. Our scope of services is based on being provided construction drawings of the existing building, at least the portions that are affected by the expansion project. It includes one or two design meetings. It does not include visiting the site or additional meetings at the site. Based on the above scope of services we propose a not-to-exceed fee of $2,500 to complete the pre- design phase of the project. Let me know if you have any questions. Thanks Jim, James Collins, S.E., Executive Vice President tacoma 253.383.2797 Seattle 206.292.5076 JCollins@pcs-structural.com www.pcs-structural.com �� ���T��`r� � BHU � �K�K�� ���� eOgin e e r s |Dc Architects ART Attention: KennTriebe|horn Subject: KitdtasCountyCourthwuseExpanoion-Pneclesign Mechanical Engineering Services (Revised) DearKenn: Here is our fee proposal to provide mechanical engineering services for the Kittitas County Courthouse expansion. Project Description New 3 -story approximate 117,000 square foot courthouse and general office building for Kittitas County, tobelocated inEllensburg. Scope of Work Provide preliminary cost estimate for the mechanical systems (HVAC, plumbing, HVAC controls, and fire suppression), narrative of proposed mechanical systems, and input on mechanical space needs. Work would becoordinated with you and your cost estimator. Proposed Fee VVepropose toprovide these services onakwoWxwemfee basis, for: $ 3,000 VVeappreciate this opportunity towork with you. Sincerely, Hu|1oI BHUEngineers Inc. Richard Hu|tz,PE Principal 1111 Fawcett Avenue, Suite 108 ° Tacoma, Washington 904O2 April 28, 2016 Architects Rasmussen Triebelhorn, AIA/ps 9 St. Helens Ave, Suite D Tacoma, WA 98402 Attention: Kenn Triebelhorn Regarding: Kittitas County Courthouse Expansion Fee Proposal - Predesign Engineering Services Regarding: (1) Email RFP from ART dated 04/19/2016 Dear Kenn, We are pleased to provide this proposal for engineering services for the “Phase 2” predesign of the referenced project. We will provide electrical, telecommunications and electronic security engineering services in accordance with reference (1) and the following. Proposed Scope of Services The scope of work includes predesign and planning services for the proposed new 170,000 square foot courthouse and administration building in Ellensburg, Washington. Our services include the following related to electrical, telecommunications and electronic security systems:  Review and coordinate building programmatic requirements  Prepare and coordinate conceptual design considerations  Assist ART in planning for a new courthouse, including up to two development concept options  Prepare conceptual design narrative  Prepare conceptual cost opinion Our deliverables will include (1) system narrative for preliminary planning, (2) input to planning documentation for new courthouse and (3) ROM cost opinions. 4/28/2016 Kittitas County Courthouse Expansion Page 2 of 4 Proposed Scope of Services The following are the anticipated tasks to support the predesign phase, broken down by discipline, with associated hours to support each task: Electrical:  Project management 2 hours  Project meetings at ART (Assume 1 meeting) 4 hours  Review/Coordinate Programmatic Requirements 8 hours  Prepare/Coordinate Conceptual Design Requirements 16 hours  Meeting with facilities stakeholders in Ellensburg 0 hours  Travel time (0 trips to Ellensburg) 0 hours  ROM Cost Opinions 16 hours  Report 16 hours Subtotal – Electrical 64 hours Telecommunications:  Project management 1 hours  Project meetings at ART (Assume 1 meeting) 3 hours  Review/Coordinate Programmatic Requirements 4 hours  Prepare/Coordinate Conceptual Design Requirements 8 hours  Meeting with facilities stakeholders in Ellensburg 0 hours  Travel time (0 trips to Ellensburg) 0 hours  ROM Cost Opinions 8 hours  Report 8 hours Subtotal – Telecommunications 32 hours Electronic Security:  Project management 2 hours  Project meetings at ART (Assume 1 meeting) 4 hours  Review/Coordinate Programmatic Requirements 8 hours  Prepare/Coordinate Conceptual Design Requirements 14 hours  Meeting with facilities stakeholders in Ellensburg 0 hours  Travel time (0 trips to Ellensburg) 0 hours  ROM Cost Opinions 12 hours  Report 12 hours Subtotal – Electronic Security 54 hours 4/28/2016 Kittitas County Courthouse Expansion Page 3 of 4 Fees (hourly NTE, plus reimbursable expenses) Electrical: 64 hours at $145 per hour $ 9,280 Telecommunications: 32 hours at $145 per hour $ 4,640 Electronic Security: 54 hours at $145 per hour $ 7,830 Total $21,750 Reimbursable Expenses Reimbursable Expenses expected for this project shall be billed at 1.1 times the cost. Anticipated expenses include delivery, mileage and per diem for travel expenses. Hourly Rates Principal: $160/hr Project Manager/Senior Engineer: $145/hr Project Engineer: $135/hr Senior Designer: $115/hr Designer: $105/hr Additional Services Not Included The following items may be contracted as additional services in addition to our proposal.  Design or Construction Phase services  Site Visits or Meetings in Ellensburg We appreciate this opportunity to work with ART and Kittitas County. Please review and call us with any questions regarding this proposal. On Behalf of HARGIS ENGINEERS, INC., Erik Stearns, PE, LEED AP Patrick Shannon, RCDD, MCSE Principal, Electrical Principal, Security/Telecommunications ACCEPTED: BY: Signed Name 4/28/2016 Kittitas County Courthouse Expansion Page 4 of 4 Title DATE: m:\gg.vol\admin.vol\fee\client (owner)\justice\kittitas county courthouse\fpets 20160422-hargis-es-art- kittitas co courthouse.docx April 21, 2016 Kenn Triebelhorn Architects Rasmussen Triebelhorn Tacoma, WA. kdt@a-rt.org RE: Kittitas County Courthouse Expansion Predesign Cost Estimate Kenn, Thanks for the opportunity to submit my fee proposal to you. I propose a NTE of $8,500 for me for a project Rough Order of Magnitude cost estimate. Thanks again, Bill Acker Bill Acker Consulting Services (360) 895-1756 www.billackerconsulting.com