HomeMy Public PortalAbout2019.01.28 Humphries Poli Letter of Agreement for Professional Services Civic Center Master PlanHUM
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28 January 2019
Ms. Michelle Groenevelt, AICP
Community and Economic Development Director
City of McCall
216 East Park Street
McCall, Idaho 83638
RE: Letter of Agreement for Professional Services
City of McCall Civic Center Master Plan
Dear Ms. Groenevelt:
On behalf of the entire team at Humphries Poli Architects (Architect) we wish to thank you for the
opportunity to assist the City of McCall ID (Client) to facilitate a process to provide professional
services for a Master Plan of the McCall Civic Campus. To that end, Humphries Poli Architects is
pleased to submit this Letter of Agreement to provide services associated with the above
referenced project. The purpose of this letter is to define the scope of services and confirm the
compensation associated with the work.
Scope of Services- The City of McCall, Idaho owns an approximate 2-acre site considered as
the McCall's Civic Center located south of Park Street and north of the former railroad right of
way, west of 1st Street and east of North 3rd Street. The site currently consists of an existing two
story City Hall: an existing one story Library of approximately 4,500 sf: an existing two story
former Fire Station commonly referred to as the Annex used as administrative offices for the
Finance, Human Resources and the Parks Department; an existing one story building planned to
be used as the Treasure Valley Transit Center; and a one story building used as a Senior Center.
The City is retaining Architect to assist in the creation of a Master Plan for a Civic Campus. The
goal of the Master Plan is to create a vision for the Civic Campus simultaneous with the
development of Conceptual and Schematic Design phases for a new McCall Public Library facility
proposed to be constructed on the Civic Campus. Humphries Poli Architects has been selected
by the Library to provide these design services.
We understand a desired outcome of the Master Plan is to create ideas and programs for
potential uses, functions, and buildings resulting in a mixed -use Civic Campus to include, but not
limited to City Administration, Library, Transportation Center, Community & Recreation Center,
Parks & Recreation storefront, and potentially a residential component. It is envisioned these
uses could be combined into multiple buildings with the potential for shared uses. Other issues to
be addressed in the Master Plan are parking and auto and pedestrian circulation; connection to
City pathway/Railroad Right of Way and potential to connect to 2nd Street, landscaping layout,
program alternatives, and a preliminary cost analysis. We will also conduct a financial analysis
for an alternative option is to move the City Hall and related functions off the Civic Campus.
In order to guide and provide insight into the Master Plan process, we propose establishing a
'Civic Campus Master Plan Steering Committee'. We recommend a Steering Committee with
representation to include: representatives of the City Council; City staff; representatives of the
Library; Representative from TVT; a Representative of the Urban Renewal District; and
Representatives from the business community and other stakeholders. The Steering Committee
would meet on a regular basis as noted below through the completion of the Master Plan
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process. Our proposal considers the City will offer the resources of various in-house resources
and skills to assist in the process.
We will use the following documents as the basis of the design:
McCall City Needs Assessment and Conceptual Facilities Plan Options- September 2005
McCall Downtown Master Plan- Adopted 19 December 2013
2018 McCall Area Comprehensive Plan
Site Survey provided by City of McCall
Past Campus Facility Planning PowerPoint Presentations and related works
Conceptual Design Study for an Expanded McCall Public Library- 7 December 2016
The Scope of Services of this Letter of Proposal will consist of four phases of work with the
following summary of activities within each phase:
Phase 1: Move In/Understand- A start-up meeting will be conducted with the Steering Committee
to establish project goals, schedule, and confirm deliverables. We will solicit thoughts and
observations from the Steering Committee and City's staff to gain a better understanding of the
conditions and potential deficiencies of the various site issues. We will analyze existing drawings
and conduct an in-depth site observation in order to establish a foundation for the process. We
will review information provided by the City on the programmatic needs of the respective uses on
the site, parking requirements and other relevant information critical to understanding the need for
an enhanced Civic Campus. We will tour each building on the existing Civic Center site and
document our initial thoughts and issues.
Phase 2: Create- A meeting with the Steering Committee will be conducted to summarize the
findings from the previous phase. We will provide a draft of a conceptual program of functional
needs outlining recommended sizes of programs/functions to facilitate projected growth of the
CivicCampus. Conceptual site plans and building floor plans will be presented addressing issues
impacting traffic and pedestrian flow on the site. This process will result in the creation of two to
three options on how to address the City's and community's needs. Architect will facilitate an
"Open House" to allow the public members and related stakeholders to provide comment on the
various aspects of the Master Plan options.
Phase 3: Agreement- Based upon the outcome of the previous phase, Architect will synthesize
the design proposals into one preferred option and present to the Steering Committee. This
design option will be presented in the form of colored site plan, floor plans, and perspective
sketches. The Architect will offer an opinion on the rough order of magnitude for the cost of the
project. We will present the optionsincluding the preferred option to the City Council at a regularly
scheduled work session.
Phase 4: Final- A Final Report will be created summarizing the process and findings of the
previous phases of the work. Our plan will be a road map for phased implementation of the Civic
Campus Master Plan. The Final Report will also include an estimated project budget including
assumptions and a line item costs for all major elements of a project of this nature. The intent of
the Final Report is to develop and document our research as to how the proposed Civic Campus
Master Plan might be implemented. The Report will provide the basis of information to affirm the
location of the proposed new City Library. A draft version of the Final Report will be prepared and
distributed for review and comment. Comments would then be incorporated into the final
document and presented to the City Council at a regularly scheduled meeting for their
consideration.
Deliverables- The final deliverable will be an 11" x 17" document recording the process and the
proposed Master Plan illustrating building layout, parking, landscaping, pedestrian and auto
circulation, and unique features of the site. A rough order of magnitude (ROM) cost estimate will
be included in the narrative. Five bound paper copies and one electronic copy of the Final Report
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will be delivered to the City. In addition, full size prints of an illustrative Civic Campus Master
Plan will be provided to the City of McCall.
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 civil engineering, landscape
architecture, mechanical engineering, electrical engineering, and structural
engineering disciplines.
3. Detailed cost estimating.
4. Site survey.
Fees for Professional Services- Based upon our understanding of the requirements for this scope
of work our fee proposal would be calculated on a lump sum basis and will not exceed $24,000.00
without City approval. The allocation of fees per phase is as follows:
Phase 1- Move In/Understand $ 2,000.00
Phase 2- Create $ 10,000.00
Phase 3- Agreement $ 6,000.00
Phase 4- Final $ 3,000.00
Expenses $ 3,000.00
Total $ 24,000.00
In the event the scope of the work changes or additional design services beyond the scope defined
above are required, these services would be based on the following standard hourly rates.
However, no additional design services are authorized unless previously approved by the City of
McCall.
The lump sum fee above includes $3,000 for reimbursable expenses for travel, hotel, copies, etc.
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 $ 250/hr.
Project Manager' $ 145/hr.
Architect $ 115/hr.
Designer $ 95/hr.
Interior Designer $ 115/hr.
Staff $ 60/hr.
These rates are subject to change on an annual basis in January of each year commencing in
January 1, 2020.
Reimbursable expenses include miscellaneous items associated with the project, but not limited to
printing (excluding bid documents), long distance telephone, mailing, and out of town travel. These
expenses would be invoiced at cost plus 10%.
Schedule- The following summarizes our estimated design fee and schedule for the project:
Phase Duration Trips to McCall
Phase 1 Move-In/Understand 2 weeks 1 trip
Phase 2 Create 4 weeks 2 trips
Phase 3 Agreement 4 weeks 1 trip
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Phase 4 Final 2 weeks 1 trip
Total 12 weeks 5 trips
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. Client may share the
materials with other firms if the 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
one party provide notification to the other party not less than thirty (30) days. 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.
Form of Agreement- We are very excited to be working with the City of McCall ID. We understand
the terms of this Letter of Agreement will be attached to the City's Standard Form of Agreement.
We are most appreciative of your consideration of our firm and look forward to providing
professional services for this most important project. Please sign as indicated below and return
one copy to this office.
Sincerely,
Humphries Poli Architects, P.C.
Gim *IAA
Dennis R. Humphries, AIA
Principal
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