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:
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City Clem Associate City Counselor i
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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.
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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.
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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
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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
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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.
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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:
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A. EXISTING CONDITIONS
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I. Program Research 16 hours. p
2. Facility Documentation
3. Narrative Report Draft 56 hours.
38 hours.
B. RECOMMENDED REVISIONS ,
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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
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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,
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F Cary J. Gampher,AIA
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A.
CITY OF JEFFERSON
CONTRACT FOR PROFESSIONAL SERVICES
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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.
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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
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employees of the City or have any contractual relationship with the City s employees
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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,
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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
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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.
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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
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($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.
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(3) Telephone and telegraph costs. 4
(4) Reproduction of project documents. `
(5) Postage and shipping charges for project related materials.
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(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
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billing amount has not been exceeded.
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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
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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.
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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,
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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,
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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.
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(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.
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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.
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` 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.
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17. lays.
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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,
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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.
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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
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EXHIBIT A
' ANTICIPATED SCOPE OF WORI{
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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)
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{ 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)
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B. Recommend Revisions
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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)
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Owner Provided Information The Architect will be provided by the Owner a copy of all City
Hall personnel by department,position and name.
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Point of Contact-The Architect shall consider Mr.Richard A.Mays,City Administrator as the
rt designated Owner representative until notified otherwise. `t?
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