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HomeMy Public PortalAboutORD12500 I BILL NO. 96-54 SPONSORED BY COUNCILMAN Nilges ORDINANCE NO., 12 56W AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH ARCHITECTS ALLIANCE, INC. FOR A CITY HALL SPACE NEEDS STUDY. BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS FOLLOWS: ` Section 1. The Mayor and City Clerk are hereby authorized and directed to execute an agreement with Architects Alliance, Inc.for a City Hall space needs study. Section 2. The agreement shall be substantially the same in form and content as that agreement attached hereto as Exhibit A. Section 3. This Ordinance shall be in full force and effect from and after the date of its passage and approval. Passed: �- / 9 6 Approved: Presiding Officer Mayor ATTEST: APPROVED AS TO FORM: j City Clem Associate City Counselor i J � tF' 7 I r I 71 } z , t f i f '31 „­0,'�Y4 "2t' tti~�.....•..±.f�'tr 2 c i �� �:.� J .4' w { 4" R �,, 1 a a ;ski • .' i S F ' ri 6amm r I N T E R MEMO O F F I C E To: Rich Mays From: Marty Br s Subject: City Hall Spac Needs Study . Date: July 29, 1996 The Selection Committee of Marty Brose, Jack Kramer, Melva Fast, Nick Donze, and Ron Davenport, interviewed the following firms on July 3, 1996: 1. Arthur R. Jablonsky and Associates/Architects 2. The Architects Alliance, Inc. A The firm of Capps, Harlow, at Associates failed to respond to the request of interest. t The Committee after checking references, recommended the firm of Architects Alliance, Inc. They did the original needs assessment and design for the current City Hall. The Committee has reviewed the proposed scope of service (attached) and recommend the City Council enter into an agreement not to exceed $12,070 for the proposed study. ti Attachment Ig : } H ww�.r w j. I . �YL 7AT' I6®cif� I inc, 1431 SOUTHWEST BOULEVARD JEFFERSONCITY MISSOURI 65109.2493 573.630-5000 FAX573.6W-6133 July 25, 1996 Mr. Rich Mays City of Jefferson 320 East McCarty Street Jefferson City, Missouri 65101 ! 'x F Re: City Hall Space Study Architectural Services Proposal Dear Mr. Mays: Thank you for the opportunity to submit The Architects Alliance, Inc. architectural services proposal. We have compiled this information for your review. It is a reflection of our understanding of the work required and the City's desire to evaluate the current and future space needs of City Hall. We are excited about this study and believe the benefits will reach years into the future. Our work is divided into two categories; Existing Conditions and Recommended Revisions. An outline of each is as follows: A. EXISTING CONDITIONS �► 1. Program Research 16 hours 1 We anticipate interviewing the director of each major department within City Hall. The purpose of this is to identify the following: a. Current/future space needs b. Current/future mechanical electrical service requirements c. Anticipated staff quantities-2 years, 5 years, 10 years d. Degree of public interaction e. Inter-departmental communication f. Inner-departmental communication/privacy considerations g. Department demand for meeting room space h. Security issues i. Storage space efficiency j. Satellite staff arrangements ' SETH T.EVANS 6 LARRY 0.BRANDHORST , MEMBERS AMERICAN INSTITUTE OF ARCHITECTS .I'r.. .., .. i,.. .. r _. .. .. ,.. . 1' .... ..., .n,-:.F,'•?:•+�awroi�,.c7•nii}+f� 4 i i - i Mr.Rich Mays July 25, 1998 j Page 2 4 2. Facility Documentation 56 hours A document reflecting the current configuration of walls, doors, systems partitions, furniture, fixtures, and personnel is needed in order to evaluate the existing conditions and recommend improvements. We will transfer the 1982 design documents into an electronic format. With this information we will confirm revisions to walls, doors, systems, partitions, and fixtures. We will also catalogue the existing furniture inventory and electronically document this information on the plans. 3. Narrative Report 38 hours We will generate a narrative report to describe the issues identified during our research. The report will also include recommendations for improvement. Items in the report include the following: a. Table of Contents/Appendix/Credits b. Various City Relationships - public, county, new functions, resource sharing, long range uses. c. Departments Matrix d. Existing Building Description - functions, meeting spaces, systems, furniture, computers. e. Square f=ootage Comparison -existing, 2 year forecast, 5 year forecast, 10 year forecast. B. RECOMMENDED REVISIONS 4 1. Schematic Analysis 80 hours In conjunction with the narrative report we will generate drawings to depict the issues. This effort assumes a goal of keeping as many departments as possible within City Hall and does not include evaluations of other facilities for future expansion. Drawings will be in an AutoCad format. Drawing will include systems walls, doors, staff positions, furniture layouts, and any recommended building expansion. These documents will graphically illustrate proposed solutions for the following: a. Major department locations-existing conditions, recommended revisions, 5 year revisions, 10 year revisions. b. Inner-departmental layouts -existing conditions, recommended revisions, 5 year revisions, 10 year revisions. 2. Narrative Report Appendix 2 hours Drawings of the existing conditions, recommended revisions, 5 year revisions and 10 year revisions will be added to the narrative report as an appendix. oil I i R , r fir. t' iI . j Mr.Rich Mays July 25, 1996 Page 3 3. Presentations 8 hours We will be available to assist with presentations to department directors, city staff, and city council as appropriate. In Summary the work is divided as follows: �f A. EXISTING CONDITIONS " I. Program Research 16 hours. p 2. Facility Documentation 3. Narrative Report Draft 56 hours. 38 hours. B. RECOMMENDED REVISIONS , j 1. Schematic Analysis 80 hours. i 2. Narrative Report Final 3. Presentation 2 hours. 8 hours. i TOTAL 200 hours Our professional fees are Principal's-$75.00 and Interns/Draftspersons-$45.00. The total hours are a combination of both of these fee levels. We estimate this study to total 200 hours and cost$12,070. We have submitted this proposed scope of work for your review and are available to answer questions. The forethought of your efforts should be applauded; our goal is to recommend space efficiencies in order to retain the centralization of City services. We i look forward to working with you and the rest of the City staff. Please call if you have t any questions or if we can be of any further assistance. Thank you. Sincerely, I r F Cary J. Gampher,AIA 9616r1-3 IIIIIN lid fl ' �.. A. CITY OF JEFFERSON CONTRACT FOR PROFESSIONAL SERVICES r. THIS CONTRACT, made and entered into this between the City of Jefferson, n municipal into corporation Aday of 1996, by and to as the "City," with offices at 320 East McCarty�JeffesonoCity,Missouri165101, and The Architects Alliance, Inc., 1431 Southwest Boulevard, Jefferson City, Missouri 66109, hereinafter referred to as the"Consultant." ' WITNESSETH: THAT WHEREAS, the City desires to engage the Consultat to consulting services as to the City Hall Space Study hereafter described ein Exl bittA;andal and THAT WHEREAS, Consultant has made certain representations and statements to the City with respect to the provision of such services and the City has accepted said proposal to enter into a contract with the Consultant for the performance of services by the Consultant. NOW THEREFORE,for the considerations herein expressed, it is agreed by and between the City 3 and the Consultant as follows: j 1• Scoue of Service j The City agrees to engage the services of the Consultant to perform the services hereinafter set forth in Exhibit A,attached hereto and incorporated herein by reference. 2. Additions or aeletions to Services. The City may add to consultant services or delete therefrom activities of a similar nature to those set !' forth in Exhibit A,provided that the total cost of such work does not exceed the total cost allowance as specified in paragraph 6 hereof. The Consultant shall undertake such changed activities only upon the direction of the City. All such directives and changes shall be in written form and a { City Administrator and shall be accepted and countersigned by the Consultant agreed representatives. a The Consultant will perform any additional work requested by the City which is not specifically covered in the scope of work as defined herein at a reasonable fee or compensation to be agreed to between the City and the Consultant at the time any such service may be required. r 3. Existing Data All information,data and reports as are existing,available and necessary for the carrying out of the work,shall be furnished to the Consultant without charge by the City,and the City shall cooperate with the Consultant in every reasonable way in carrying out the scope of services. i 4• Personnel to be Provided. The Consultant represents that the Consultant has or will secure at its expense all personnel required to perform the services called for under this contract by the Consultant.Such personnel shall not be � r ry !c 7 ! r •'j .{ t i s c:\lrnci4o"tn¢t\prof•rvc\nrcLi lecln-nllinncc4antrocl-Ol.xpd 1 J .t a'' i�' '} I t.r 1 7} r t Y 7 f'4 t 3i fiYFi fM1J ,.`. A z r. .♦_ _ � _ __ __ mss. _ _ _ _ - .. _ __ _— II (.' 5 { employees of the City or have any contractual relationship with the City s employees Y exec t p of the , Consultant. All of the services required hereunder will be performed by the Consultant or under the Consultant's direct supervision and all personnel engaged in the work shall be fully qualified and shall be authorized under state and local law to perform such services. None of the work or services covered by this contract shall be subcontracted without the written approval of the City. 5. Notice to Proceed, � I The services of the Consultant shall continence as directed in the Notice to Proceed and shall be undertaken and completed in accordance with the schedule contained in Exhibit A. G. Comneation i The City agrees to pay the Consultant in accordance with the rates set forth in Exhibit A which shall constitute full and complete compensation for the Consultant services hereunder. Such compensation will be paid in progress payments,as established by the City. The final payment will be subject to receipt of a requisition for payment and a statement of services rendered from the Consultant certifying that the Consultant fully performed all work to be paid for in such progress payments in conformance with the contract. It is expressly understood that in no event will the total compensation and reimbursement to be paid to the Consultant under the terms of this contract exceed the sum of { Fourteen Thousand Five Hundred Seventy Dollars ($14,570.00) for all services required unless !p specifically and mutually agreed to in writing by both the City and Consultant. Services shall be provided and computed on an hourly basis as follows: C Principal Architect $75.00/hour Intern Architect/Draftsperson $45.00/hour Al No change in compensation shall be made unless there is a substantial and significant difference between the work originally contemplated by this agreement and the work actually required. I } For the services covered by this Contract the City agrees to pay the Consultant as follows: ' (a) For the services outlined in Paragraph 1-SCOPE OF SERVICES,the City agrees to � pay the Consultant a fee computed on the basis of(1)hourly rates that include base salary cost,direct payroll additives,general and administrative overhead and profit, and(2)reimbursable direct expenses. The term"base salary cost"shall be the actual amounts paid employees of the Consultant,prior to deductions or withholding,based on each employee's hourly rate. Base salary cost does not include direct payroll additives, general and administrative overhead or profit. The term "direct payroll additives" shall include payroll tax, retirement, health and accident insurance, vacation pay,holiday pay,sick leave pay and incentive pay. The term"general and F administrative overhead"shall include such indirect costs as clerical,telephone,dues . 1 and subscriptions, accounting services, office supplies, maintenance, depreciation, general insurance,rent, general taxes,survey stakes,equipment rental,non-profit salary cost and non profit general expense. The maximum compensation encumbered under this Agreement shall be Fourteen Thousand Five Hundred Seventy Dollars i ($14,570.00). - (b) Reimbursable direct expenses chargeable to the project, which are included in the x s maximum fee billing above,are as follows: (1) Travel,subsistence,and incidental costs. (2) Use of motor vehicles on a mileage or rental basis. - 2- �y j t c:\lrnci\rant.act\proGevc\orchileclnmilinncc4oniroc{•OLx7u1 '451 7 } t`.y{ �:,.=J '" Y^•� Ctili �> sfat7Yt �`� a s r 1{. "*i.'.i 'e'%rt la"'Er e':�fl^ :;;3;,''ax;si�•v.N.>vF:'.,.....» - ..... ...-._....»,........,.....,... ...»,...--._ iryj+ttt9t} # ip,w C v; 1 f 1 tt t�� II.. t •, .. t (3) Telephone and telegraph costs. 4 (4) Reproduction of project documents. ` (5) Postage and shipping charges for project related materials. i (G) Rental charges for use of equipment, including equipment owned by the j Consultant,not included in overhead costs. (c) Partial periodic monthly payments shall be made to the Consultant by the City as follows: (1) The Consultant shall render an itemized monthly statement to the City for ` work performed and costs incurred during the preceding month. (2) The monthly installments and current total billings shall not be disproportionate to work progress as reported by the Consultant. (3) The entire amount due shall be paid each month provided the maximum �I billing amount has not been exceeded. I 7. failure to Perform Cancellation. If,through any cause,the Consultant shall fail to fulfill in timely and proper manner its obligations under this contract,or if the Consultant shall violate any of the covenants,agreements,or stipulations 1 of this contract,the City shall thereupon have the right to terminate this contract by giving written notice to the Consultant of such termination and specifying the effective date thereof,at least five(G) days before the effective day of such termination. The Consultant or the City may terminate this contract upon thirty (30) days prior written notice. In the event of termination, all finished or unfinished documents,data,studies,surveys,drawings,maps,models,photographs,and reports or i other materials prepared by the Consultant under this contract shall,at the option of the City,become its property,and the Consultant shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents and other materials. !' 8. Assignment. The Consultant shall not assign any interest in this contract,and shat}not transfer any interest in the same(whether by assignment or novation),without prior written consent of the City thereto. Any such assignment is expressly subject to all rights and remedies of the City under this agreement, including the right to change or delete activities from the contract or to terminate the same as provided herein,and no such assignment shall require the City to give any notice to any such assignee of any actions which the City may take under this agreement,though the City will attempt to so notify any such assignee. f 9. Confidentiality. Any reports,data or similar information given to or prepared or assembled by the Consultant under i 1 tit i this Contract which the City requests to be kept as confidential shall not be made available to any individual or organization by the Consultant without prior written approval of the City. s f ' �t a t�'! ', o{} y L 1 �', •1 pct �) ' , st' ty�_t 4a.ta trt i n u r r 'ti*f y. fYYY t y( i 1 � �yi t z..•F� a1;a�i's� a14}f tip } e•\traci\rnntrcet�praf•eve\u,chitttle•nlliunen�CnntrnetAl.wpd � 3 r ttA `' �J•��-i.+t{� S to� l: ♦ i � 1BFP.WiJ17rU!aYt:(cdaTCSUG+4hT.'.�w.-L+n•w.^•'^^'"_._'. _.._-, ......•..-...-_.......�......e...•........_ __ - _;_,_. t 1 xrr J ry {f �e;� t �h s` { •�� � Yti{t(.3 5 � � F ' t7 t f 4.ti r t .•f. .}. �t t.tt y4j sJ{''t JI I' try 4{i';5�6_y4P 7 t jl t+ _ � '.'♦ r }��tj 1, itlt�`�,�.d.: .,I !Ytt?ham�fLxjr.r}.� s t.� . ,. t .'♦.i .- . E.s i, .t2C;yb�s��`v dxtf,}i :.�� . ,�7t r1,3 {��`` a : , ... .: .. :* �. . t.>; i...r.t,i,♦?�F i t. !nf } i 77 ,.. I ._....... 10. No!discrimination. The Consultant agrees in the performance of the contract not to discriminate on the grounds or because of race, creed, color, national origin or ancestry, sex, religion, handicap, age or political affiliation,against any employee of the Consultant or applicant for employment and shall include as similar provision in all subcontracts let or awarded hereunder. i 11. bidemndent Contractor. II The Consultant is an independent contractor and nothing contained herein shall constitute or i designate the Consultant or any of its agents or employees as agents or employees of the City. c 12. Benefits Not Available, 1 The Consultant shall not be entitled to any of the benefits established for the employees of the City nor be covered by the Workman's Compensation Program of the City. j 13. Liability, i The parties mutually agree to the following: (a) In no event shall the City be liable to the Consultant for special, indirect or l consequential damages,except those caused by the City's negligence arising out of or { i in any way connected with a breach of this contract. The maximum liability of the City shall be limited to the amount of money to be paid or received by the City under this contract. f 3, (b) The Consultant shall indemnify and hold the City harmless from and against all claims, losses and liabilities arising out of personal injuries, including death, and damage to property which are caused by the acts,errors and omissions of Consultant for which they would be otherwise legally liable,arising out of or in any way connected with this contract. i 14. Documents. 1 Reproducibles of tracings and maps prepared or obtained under the terms of this Contract shall be delivered upon request to and become the property of the City upon termination or completion of the work. Copies of basic survey notes and sketches,charts,computations,and other data prepared or obtained under this Contract shall be made available,upon request,to the City without restrictions or limitations on their use. When such copies are requested,the City agrees to pay the Consultant its costs of copying and delivering same. 15. Nonsolicitation. The Consultant warrants that he has not employed or retained any company or person,other than a bona fide employee working solely for the Consultant,to solicit or secure this contract,and that he has { F not paid or agreed to pay any company or person,other than a bona fide employee working solely for the Consultant, any fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting from the award or making of this contract.For breach or violation of this warranty,the City shall have the right to annul this contract without liability,or,in its discretion,to } deduct from the contract price or consideration,or otherwise recover the full amount of such fee, ' ( y commission,percentage,brokerage fee,gifts,or contingent fee. -4- .w c:\ttaci4ontrnd\prof mvc\uchitrcunllianco%antrncl0lpd PJS} ?Sf b rL4 S T . i.4Y46J37w s:a sr v,. - uo.,,.4.dsa,nw,r. .w w!v+!• �++wt6Nd i t Y �. t lit itt t f �f r�. tit¢{ ,•. i {✓tit tt . ' .' .. i �` 'r Yl.G� %J4 i" . ' ttf yt4 5 rotro .} 3 i lE r i i rrfi: � , 0 ` 16. Books and.Recordn, The Consultant and all his subcontractors shall maintain all books,documents,papers,accounting , h pertaining to costs incurred in connection with this Contract,and shall 3.., records,and other evidence pe g r ' make such materials available at their respective offices at all reasonable times during the Contract and for a period of three(3)years following completion of the Contract. t De 17. lays. t V i The Consultant shall not be liable for delays resulting from causes beyond the reasonable control of the Consultant;the Consultant has made no warranties,expressed or implied,which are not expressly r i set forth in this contract;and under no circumstances will the Consultant be liable for indirect or r { consequential damages. . . 18. Notices. All notices required or permitted hereunder and required to be in writing may be given by first class mail addressed to the City of Jefferson, c/o the City Administrator, at 320 Bast McCarty Street, Jefferson City, Missouri, 66101, and The Architects Alliance, Inc., 1431 Southwest Boulevard, , 1 Jefferson City,Missouri,66109. The date and delivery of any notice shall be the date falling on the i second full day after the day of mailing. r z , 19. Law to Govern. This contract shall be governed by the laws of the State of Missouri as to both interpretation and N ` performance. e, IN WITNESS WHEREOF, the parties hereto have set their hands and seals this 6Q2!Way of 1996. J CITY OF JEFFERSON,MISSOURI CONSULTANT r3;5 THEAR EPTS ALLIANCE,INC. ` 14 i Z�v f y Mayor Title: PPC!55 it w s i A'T'TEST: ATTEST: 1 f l f ' (pity Clerk 1 e: 5 GR i7r 6 r •ye r ii 1 i APPR D AS RM: s t r , c:\trail\con pro tract\ C ro'x\architttta•nlliancn\tontract•01.wpd `� ( F ( vt x a.4'5;��.esr°'�� ��� zi1�,. }� '' � r ,•�x �'t'�fl i:r��t'X�t A t �. 1 'Ne L ' } rv'Axt 1i�t 1`FS.i irS i i✓,� �.J�`}��#l3 ��'t1�.r urc�,s iA+"*sY�:ucax'r'.`.............—...".....,...,�.wn7 i.,•u:,�r.usr, §.iN:1.t'Jti,7:!i�?w'i6.+174a.W,r,".aVi+:r::R'ae"{;':r`a�..t:ini+7-�`x:e:`�r.'u+Ar{�a'L�'P�!isi�?5'#'7r��'7t"` ';7.1Tti#1N'sThi � t'�t ''` j..#tai �'f:t i. e4f< t �i :.r. ts. t tt S'r'rtb.yf� r. tit 1 k L r 1, �P t r r .. }.'{\r i s at c •; Utfk}1,Y r t akF qi. .tna'iS fk ri� x `lt; yr-`v.' fUyS`v,'•;` s� s' ! .>t ..4 s �!. 7s t"{ L3' f,(rf. t' y a f s a t 1 t y. irixkt Frrx� ti,�9 �t { Yi1Si)v prpy{r,r f:i + '.v,„� t ,. 7 2 )f l ze iii , t r t; , EXHIBIT A ' ANTICIPATED SCOPE OF WORI{ 'n A. Existing Conditions 1., Program Research Conduct interview with each department director. Departments are Administration,Finance,Purchasing, Parks and Recreation,Public Works, and Planning and Codes. Interviews are to collect information regarding current / future space needs, current / future mechanical electrical service ;.� requirements, anticipated staff, public interaction, inter-departmental communication, inner departmental communication, conference / meeting apace, security,storage efficiency,and satellite staff. (Sixteen(16)hours estimated) 4 2. Facility Documentation Documentation of current building configuration including walls,doors, systems furniture, systems partitions,plumbing fixtures,and personnel positions. (Fifty-six(56)hours estimated) ,4 { 3. Narrative Report-This includes written descriptions of current conditions as well 1 as recommendations for future space utilization.Sections anticipated include Table { of Contents,Appendix,Credits,relationships(public,county,new functions,resource ' sharing, long range uses), Department Matrix, functional descriptions, and square footage comparison. (Thirty-eight(38)hours estimated) t r _ B. Recommend Revisions r 1. Schematic Analysis -This includes drawings to communicate major department locations and Inner-departmental layouts. Existing conditions, recommended revisions,five(5)year revisions,and ten(10)year revisions are anticipated. (Eighty (80)hours estimated) ti ndix Results of the Schematic Analysis will be added to 2. Narrative Report Appe the Narrative Report as an appendix. (Two(2)hours estimated) 3. Presentation-The Architects Alliance, Inc.is available to assist with presentations ty to departmental directors, city staff, and city council as appropriate. (8 hours estimated) r" it Owner Provided Information The Architect will be provided by the Owner a copy of all City Hall personnel by department,position and name. t Point of Contact-The Architect shall consider Mr.Richard A.Mays,City Administrator as the rt designated Owner representative until notified otherwise. `t? t 1 .ff rt'�!`•}y'1,t 4TiS's{. = t t^ +r ` i :. �.i9 Nh 7{l 0, e✓e tt�''��y 5§'41+i I f{ , .., i `sr ���tN frvi�,s"�... -6- 1 {. ✓YKdr' ti c:�trad�c011trnct\I,ruf-&vc�utcllllMt✓1 aIIIOIICC\c011lrllCl•UI.wlld }y rACi d �>>itt t1 t a'24u *•,..+rw:taarau{tE+X". `ast7i'mwusoi!w°`gl`eva'h+rr'R 1 y,A. A r1 t�..a-..-,. x a...V..w•u...• .^ `r" 1 r r , +rd =4 s � �6r "9 �ti�r\= t✓ ►•+rVI SIC/YYf.K7,«ine�.y°i,."i">':'t�yh.,�+ :r;{Y�kt7r7J•n;h+.YC a. .r 2 5 i }4 ""g .. 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