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Home My Public Portal About2016.06.09 Humphries Poli Letter of Agreement - Library ExpansionN HUMPHRIES I POLI Letter of Agreement for Consulting Services to the City of McCall Public Library Professional Design Services for Library Expansion Project 31 May 2016 / REVISED 01 June 2016 The purpose of this letter is to define the scope of services and confirm the compensation associated with the work. Scope of Services Humphries Poli Architects, P.0 (Architect) understand the City of McCall (Client), Idaho has identified a goal to explore potentials to renovate and expand the McCall Public Library to more effectively meet the needs of the community. Architect further understand the City of McCall wishes Architect to provide conceptual drawings for the McCall Public Library which incorporate improvements prioritized by the Library Expansion Committee as well as other 21st Century library elements. The description and goals of this commission were generally included in the Request for Proposal for Professional Services issued by the Client dated February 22,2016. Architect has teamed with Dick Waters of Godfreys Associates for this work. The conceptual plans will portray the McCall Public Library in a vision that incorporates: expanded and reconfigured spaces to house additional materials for check out and display space; improved programming space functionality and capacity for children, teens and adults; quiet places to read, study, collaborate and use personal computer devices; and an improved and expanded space for local history materials and users. The Study will consist of four phases of work with the following summary of activities within each phase: Phase 1: Gather/Understand Site Visit 1- A start-up meeting will be conducted to establish project goals, schedule, and confirm deliverables. Architect will solicit thoughts and observations from staff and others on the past construction and renovations project in the Library to gain a better understanding of the deficiencies of the various building systems. Architect will evaluate existing drawings and prior studies in order to establish a foundation for the process. Architect will review information provided by the Library on the size of collection, circulation statistics, programs, and other relevant information critical to understanding the need for an expanded library. Architect will tour the facility and document our initial thoughts and issues. A series of meetings will be conducted with Library Expansion Committee, Library Board, Library staff, members of the community, and City of McCall City Council to gain insight and understanding of the needs/desires of the community. These meetings would consist of presentations illustrating images of libraries from around the world sharing visions of the 21st Century library. Architect will also conduct a Design Charrette with the Library Expansion Committee in order to start to better understand the unique aspects of the existing library. Architect refers to this process as "Building Breaking". Phase 2: Create Site Visit 2- A series of meetings with the Library Expansion Committee, Library Board, Library Staff, and invited community stakeholders will be conducted to summarize the findings from the previous phase. Architect will provide a draft of a conceptual Library Program outlining recommended sizes of space and collection with a projected growth for the next twenty years. Conceptual site plans, floor plans and building massing will be presented. The conceptual drawings will illustrate ideas specific to the respective functional areas of the library- i.e. Children's, Teens, Adult, Technology, Local History, etc. Architect refers to this process as "Building Creating". This process will result in the creation of two to three options on how to address the library's needs. Phase 3: Agreement Site Visit 3- A meeting with the Library Expansion Committee, Library Board, Library Staff, and invited community stakeholders will be conducted to summarize the findings from the previous phases and to describe a preferred option. This presentation will include site plans, floor plans, building elevations 2100 DOWNING STREET I DENVER, COLORADO 80205 I P: 303.607.0040 I F: 303.607.0041 1 illustrating the organization of the library, perspective sketches, and physical models if appropriate. The primary goal of this phase is to gain consensus on a preferred option. Phase 4: The Final A Final Report will be created summarizing the process and findings of the previous phases of the work. It will include phasing considerations for each scenario reflecting the possibility that the plan could be implemented as multiple projects in the event construction might take place as funds are accrued. The Final Report will also include an estimated project budget for each scenario including assumptions and a line item costs for furnishings and equipment, etc. The Final Report will develop and document research as to how the preferred option meets the goals of the McCall Public Library. A draft version of the Final Report will be prepared and distributed for review and comment. Comments will then be incorporated into the final document and presented to the Library for their consideration and use. Fees for Professional Services Compensation for the professional services associated with the previously described Scope of Work will be compensated as a sum not to exceed Twenty Five Thousand Dollars ($25,000.00). The lump sum fee includes normal reimbursable expenses with the exception of on -site housing which will be provided at cost or in kind by the Client. Invoices will be sent monthly based on a percentage of completion. It is anticipated that payment would be received within 30 days of receipt of the invoice. Compensation for services beyond that noted above will be invoiced hourly at the following rates: Principal $ 165/hr. Principal Library Consultant $ 115/hr. Project Manager' $ 125/hr. Architect $ 110/hr. Designer $ 75/hr. Interior Designer $ 75/hr. Staff $ 60/hr. These rates are subject to change on an annual basis in January of each year commencing in January 1, 2017. Services Not Included The following services are not included in this proposal and if required would be negotiated on an as - needed basis: 1. Services associated with the discovery and identification of hazardous materials. 2. Design services beyond those described above, including mechanical, electrical, and structural engineering disciplines. 3. Site Survey. 4. Geotechnical lnvestigations. Schedule It is anticipated the completion of the project and deliverables submitted to Client will be no later than 15 October 2016. Limitation of Liability In recognition of the relative risks and benefits of the project to both the Client and the Architect, the risks have been allocated such that you agree to the fullest extent permitted by law to limit the liability of the design professional for any and all claims, losses, costs, damages of any nature whatsoever or claims expenses from any cause of causes, so that the total aggregate liability of the design professional shall Page 2 of 3 Letter of Agreement — Humphries Poli Architects not exceed the design professional's total fee for services rendered on this project. Such claims and causes included, but are not limited to negligence, professional errors or omissions, strict liability, breach of contract or warranty. Information for the Sole Use and Benefit of the Clients All Opinions and conclusions of the Architect, whether written or oral and any plans, specifications or other documents and services provided by the Architect are for the sole use and benefit of the Client and are not to be provided to any other person or entity without the prior written consent of the Architect. Such consent shall not be unreasonably withheld and client may share the materials with other firms if project proceeds and goes through a bidding process for professional services in the future. Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor of any third party against either the Architect or the Client. Ownership of the Documents All products and drawings created as a result of the engagement of these professional services shall become the property of the Client for their use as noted above. If requested the Architect will provide this information in a digital format using industry standard software. Dispute Resolution Any claims or disputes between the Client and the Architect arising out of the services to be provided by the consultant or out of this Agreement shall be submitted to non -binding mediation. Termination of Services This Agreement may be terminated at any time by either party should the other party fail to perform its obligations hereunder. In the event of termination for any reason whatsoever, the Client shall pay the Architect for all services rendered to the date of the termination, and all reimbursable expenses incurred prior to termination and reasonable termination expenses incurred as the result of termination. Agreement Please indicate your acceptance of the terms of this Agreement by signing below and returning one fully executed copy to my attention. We are most appreciative of this opportunity to provide professional services to the City of McCall Public Library. Feel free to call me directly with any questions that you may have. Thanks! Humphries Poli Architects, P.C. UtifispA%I3 Dennis R. Humphries AIA Principal Attes Letter of Agreement — Humphries Poli Architects Accepted by: Client: City of McCall ckie J. Date: d y M- or BessieJo =gner, City lerk Page 3 of 3