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HomeMy Public PortalAboutORD14713 BILL NO. 2010-43 SPONSORED BY COUNCILMAN Harvey ORDINANCE NO. 141 t 3 AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH PECKHAM & WRIGHT ARCHITECTS, INC. FOR COMPREHENSIVE REVIEW OF FIVE FIRE STATIONS AND COST ESTIMATE FOR CONSTRUCTION OF A PUBLIC SAFETY BUILDING (STATION 3). WHEREAS, Peckham & Wright Architects, Inc. has been selected as the firm best qualified to provide professional services related to the comprehensive review of five fire stations and a cost estimate for construction of a public safety building (Station 3). NOW, THEREFORE, BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS FOLLOWS: Section 1. Peckham & Wright Architects, Inc., is hereby approved as the best qualified firm to provide professional services and its proposal is hereby accepted. Section 2. The Mayor and City Clerk are hereby authorized to execute an agreement with Peckham & Wright Architects, Inc. for a comprehensive review of five fire stations and cost estimate for construction of a public safety building (station 3). Section 3. The agreement shall be substantially the same in form and content as that agreement attached hereto as Exhibit A. Section 4. This Ordinance shall be in full force and effect from and after the date of its passage and approval. Passed: /1-IaG1 Approved:/.4Z-,(- TGl D (2�z Pr si ing Officer Mayor ATTEST: APP VEP AS TO FORM: City Clefk` City Counselor �{ 7 f3 CITY OF JEFFERSON CONTRACT FOR PROFESSIONAL SERVICES ARCHITECTURAL and ENGINEERING SERVICES THIS CONTRACT,made and entered into this ZO�lday of August, 2010, by and between the City of Jefferson, a municipal corporation of the State of Missouri,hereinafter referred to as the "City," with offices at 320 East McCarty, Jefferson City, Missouri 65101, and Peckham & Wright Architects,Inc., 15 South Tenth Street,Columbia,Missouri 65201,hereinafter referred to as the "Consultant." WITNESSETH: THAT WHEREAS,the City desires to engage the Consultant to render architectural services for Phase I and Il only for a comprehensive review of the five fire stations and cost estimate for construction of a public safety building. 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 for Phase I & II only 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 and the Consultant as follows: 1. Scone of Services. The City agrees to engage the services of the Consultant to render architectural services as set forth in the attached for Phase I &II only. 2. Additions or Deletions to Services. The City may add to consultant services or delete therefrom activities of a similar nature. 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 approved by the City Administrator and shall be accepted and countersigned by the Consultant or its agreed representatives. 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. U:\Cantrnct Piles\Pmfemionn]Services\Peckham&Wright\contract-Pnbbc Snfaly➢uildings.w d 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 employees of the City or have any contractual relationship with the City except as employees 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. The services of the Consultant shall commence as directed in the Notice to Proceed. 6. Compensation. The City agrees to pay the Consultant 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 for Phase I services exceed the sum of Forty-Seven Thousand One Hundred Twenty Dollars ($47,120.00) and no additional cost for Phase II for all services required unless specifically and mutually agreed to in writing by both the City and Consultant. Services shall be provided and computed on an hourly basis as stipulated in Exhibit A. 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. 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 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 (5) 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 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. Assianment. The Consultant shall not assign any interest in this contract,and shall 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. U:\Contract Files\Pm@ssional Services\Peckham&Wright\cont ract-Public Safety Buildinge.wryl 2 9. Confidentiality. Any reports, data or similar information given to or prepared or assembled by the Consultant under 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. 10. Nondiscrimination. 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. 11. Independent Contractor. The Consultant is an independent contractor and nothing contained herein shall constitute or designate the Consultant or any of its agents or employees as agents or employees of the City. 12. Benefits Not Available. 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. 13. Liability. The parties mutually agree to the following: (a) In no event shall the City be liable to the Consultant for special, indirect or consequential damages,except those caused by the City's negligence arising out of or 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. (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. 14. Documents. 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 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, U:\Coay.t Piles\Pvofessional Services\Peckham&Wright\caattact-Public Safety➢uildings.wpd 3 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 fi am the contract price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gifts, or contingent fee. 16. Books and Records. The Consultant and all his subcontractors shall maintain all books, documents, papers, accounting records, and other evidence pertaining to costs incurred in connection with this Contract, and shall 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. 17. Delays. 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 set forth in this contract;and under no circumstances will the Consultant be liable for indirect or 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 East McCarty Street,Jefferson City,Missouri,65101,and Peckham&Wright Architects,Inc., 15 South Tenth Street, Columbia, Missouri, 65201. The date and delivery of any notice shall be the date falling on the second full day after the day of mailing. 19. Point Of Contact The Architect shall consider Mr.Steve Rasmussen,City Administrator,as the designated Owner representative until notified otherwise. 20. Illegal Irnmiaration. Prior to commencement of the work: a. Contractor shall, by sworn affidavit and provision of documentation, affirm its enrollment and participation in a federal work authorization program with respect to the employees working in connection with the contracted services. b. Contractor shall sign an affidavit affirming that it does not knowingly employ any person who is an unauthorized alien in connection with the contracted services. C. If contractor is a sole proprietorship, partnership, or limited partnership, contractor shall provide proof of citizenship or lawful presence of the owner prior to issuance of the Notice to Proceed. 20. Law to Govern. This contract shall be governed by the laws of the State of Missouri as to both interpretation and performance. U:\Comma Piles\Pmfes6..d services\Peckham&Wright\c..[nt-NbhB safety BuM.,.wpd 4 IN WITNESS WHEREOF, the parties hereto have set their hands and seals this — _day of August, 2010. CITY OF JEFFERSON, MISSOURI PECKHAM &WRIGHT 2�7z CT INC. M or j Title: Pei�ci�,at_ (.�PTEST: ATTEST: ik City Clerk T Title: �e Treasurer A P PR AS " ORM: City Counselor U:\Contract Files\Professional Services\Peckham&Wright\contract-Public Sdty➢aildinp.wyd 5 EXHIBIT A June 14, 2010 Mr. Robert F. Rennick, Fire Chief Jefferson City Fire Department 305 E.Miller Street Jefferson City,MO 65101 Re: Architectural and Engineering Services Proposal-Revised from June 8, 2010 City of Jefferson Missouri-Study, Conceptual design and Full services proposal for :xisting and new fire stations. Dear Chief Rennick: Thank you for the opportunity to submit this revised proposal for design services for the ,ire stations of the city of Jefferson, Missouri. PWA has put together a team that is well versed in Emerl;:ncy Services Design: Architecture: Peckham &Wright Architects,Inc. MechanicaUElectrical Engineering: CM Engineering,Inc. Civil/Structural Engineering: Trabue Hansen & Hinshaw,Inc. We have summarized below our understanding of the desired elements of the proposed work for the existing stations and new fire stations as you have requested. 1. Phase 1-Renovations Five Stations: Study of existing fire stations to include a comprehe rive analysis of the conditions of the existing stations and their sites for the purpose of determining wh it current and future needs are for the physical building and site to respond to the needs of the growir g;community and department as well as the needs to provide for current and future needs based on the aging facilities and additions that may be required for upgrade. As you have requested we havi removed the fees associated with providing as built documents for the buildings-As built'document i that will be necessary would be completed in phase 3,below. We will stop work on this',phase of lie study and consult with you if, at any time during the study, based an our professional opinion, thl value of the associated renovations of repairs, in part or total, appears to be in excess of 50% c f the current replacement value of the existing structure. 2. Phase 2-Station Three-Estimated Cost to build: We have provided below a breakdown t f costs based on current assumed costs to build an emergency services facility as follows: • Base bid-New fire Station number three • Alternative Number I-Emergency Operations Center • Alternative Number 2-Ambulance Service addition These estimates include both Construction and design services fees for the project. P E C K H A M & W R I G H T A R C H I T E C T S I N C 15 South Tenth Street 573.449.2663 w .PV Archnects.com Columbia,Missouri 65201 fax:573.442.6213 City of Jefferson-Fire Station Studies and New Fire Stations PWA Proposal Revised-June S,2010,June 14,2010 Page 2 of 7 3. Phase 3- Full design services fees associated with Phase 1 Stations 1-5 above from :esign through Construction Administration. This phase is based on information that will be proct red in Phase 1 through the evaluation process. 4. Phase 4-Design work for Station Three: Full design services fees associated with lie design and construction of new station base bid and alternatives. This will be a Prototype design that can be easily modified for various sites. 5. The services will be inclusive of that necessary to obtain all permits through the City o 'Jefferson and those required by the State of Missouri where applicable for full design services reque ted. PWA and its consultants will provide all Architectural, Structural Engineering, and Mecha_callElectrical Engineering, Civil Engineering, Topographic Surveying and Geotechnical Evaluatior necessary for the project/s. PWA will provide all services necessary for public bidding and fit. I construction administration of the project/s with two visits per month to the project site as oumed during construction. PWA is available to continue discussions regarding the best methodology for projec performance including potential project phasing and project budgeting as well as tools for use in public presentations that may be helpful in conveying the understanding of the Fire Department's goals. The t nrrent market for construction is very favorable noting that both material and labor costs are vt ry affordable approximating levels experienced in 2003. It is a great time to get the most for the taxpayer dollar and we are ready to help you through the process. If it will be helpful PWA can evaluate existing sites that the City may be considering for future stations or be available to attend meetings with City rep.esentatives to discuss the potential impact of these projects. Included is a detailed description of our proposed services along with a Fee proposal for t to projects as you have requested. - if you have any questions, please call. Sincerely, PECKHAM &WRIGHT ARCHITECTS, INC. Erik Miller, AIA, CDT Principal/Project Manager EM:em Enclosure City of Jefferson-Fire Station Studies and New Fire Stations PWA Proposal Revised-June 8,2010,June 14,2010 Page 3 of 7 Detail of Services Design Services to develop the project as detailed above, The schedule for each phas assumes time following the approval of each phase. PWA is prepared to begin work immediately follow ig your notice to proceed. Phase 1-Stady/Conceutua[Desinn Services-Existing Stations 1-5 1042 N Eeks estimated • Meet with you as necessary to finalize both program and project layout requirem nits. Up to 3 meetings are assumed to complete the work through this process. • Initial Programming and evaluation meeting to determine overall project requirem ;nts and issues for each station. • Meetings with Fire Department Staff to determine building program and design rey iirements. • Existing Building and Site Evaluation: • Review of existing conditions and systems. m a e;eash en • Establish the current replacement value of the existing building,This will be a cost opinion based on existing square footage of the existing building and systems-not an official app ; sal. We will stop work on this.phase of the study and consult with you if, at any time during ti:-study' on our professional opinion, the value of the associated renovations or repairs; it part or total, appears to be in excess of 50%of the current replacement value of the existing strut t Lire. • Facility Program and Evaluation Report: • Required building space needs • Maintenance needs and recommended repairs to the existing facility. • Space relationship diagrams for the building and site • Investigate building code and life safety issues as related to the proposed layout �• Prepare design sketches, with final drawings consisting of a conceptual computer-g terated floor plan, conceptual site plan and elevations drawn to scale indicating new layout opti ins with cost opinion of each stations renovations and additions. • A final presentation of each report. • A compact disc with all presentation materials for your use. Phase l-Fee Proposal For the above scope of work, the services listed above can be performed hourly with a. guaranteed maximum fee as follows for each station and total for all stations: Station 1-Study and Evaluation: $11,540.00 Station 2-Study and Evaluation: $10,880.00 Station 3-Study and Evaluation: $ 4,600,00 Station 4-Study and Evaluation: $10,680.00 Station 5-Study and Evaluation: $ 9,420.00 Total guaranteed maximum fee for Phase I scope of work $47,120.00 City of Jefferson-Fire Station Studies and New Fire Stations PWA Proposal Revised-June g,2010,June 14,2010 Page 4 of 7 Phase 2-Station Three-Estimated Cost to Build(Total Proiect Cost) The costs shown below are estimates based on recent experience with construction -f Fire Station facilities in Columbia, Missouri as well as recent bids for other area facilities. The numb !rs listed below indicate the construction cost and the design fees to forma total project cost. The Consti tenon costs are inclusive of work that would be associated with the building and a site of approximately one acre. Land acquisition costs and off site improvement costs are not included as they are unknown at tl is time. Square footages listed are approximate and based on the current preliminary design provid d by the Fire Department. Station Three Design Fees(See detail description of phases and services in Phase 41: Station Three: $ 158,600.00 Alternate 1-EOC: $ 72,000.00 Alternate 2-Ambulance Bay: $ 12,000.00 Total Design fees $242 600.00 Station Three-Probable Construction Costs: Station Three(10,500 square feet): $2,205,000.00 EOC (8,000 square feet): $1,800,000.00 Ambulance Bay (2,000 square feet): $ 374,500.00 Total Probable Construction Cost $4,379600.00 Grand Total Project Cost-Station Three $022,100.00 Plidse 3-Design Services for Renovation Work Stations 1-5 Renovation work and scope of potential expansion or repair for each station 1-5 will be deti imined based on the information gathered during Phase 1 evaluations. Information regarding the existing structural, mechanical and a complete listing of space r :gds for each station is not currently available to evaluate the time or resources necessary to complete de cgn work. At this time establishing a fee for each project is not possible due to the questions that remain t rianswered as well as knowledge of the existing systems that could be affected by any addition or renovatit n. f PWA and its consultants will be happy to provide a fee for each of the proposed project : prior to the completion of Phase 1 evaluations when the scope of work and extent of potential expE -sion can be established. This will allow for a responsible and knowledgeable expectation of the projer t.'s goals and limitations as well as the services required completing the tasks. Through this process the City of Jefferson and The Fire Department will be able to evaluate all aspects of a potential project and its institution prior to commitment while establishing immediate a id long term needs of the Fire Department. Additionally this method of fee evaluation and assessment w tl benefit the City by focusing efforts toward providing for the betterment of the facilities rather than f reusing on a fixed price goal. City of Jefferson-Fire Station Studies and New Fire Stations PWA Proposal Revised-June 8,2010,June 14,2010 Page 5 of 7 P�ZQse 4-Desiert Work for New Station Three 24 V`:eks estimated Schematic Design Phase • Meet with you as necessary to finalize project requirements. Up to three meetings tre assumed to finalize this phase. • Investigate building code and life safety issues as related to the proposed project. • Topographic Survey and Base Sheet. • Prepare design sketches, with drawings consisting of a computer-generated floor plans tnd elevations, drawn to scale. • Presentation of the schematic design plan to the City. • Coordination between Architectural and Engineering disciplines. • Review Design with you and make necessary revisions to approved floor plan. Design Development Phase • Investigate building code and life safety issues as related to the proposed project. • Prepare drawings consisting of computer-generated fully dimensioned floor plat elevations, building sections and details with preliminary site drawings drawn to scale. Outline <,pecificaLions will be included in this submittal. • Presentation of the final design plan to you. • Coordination between Architectural and Engineering disciplines. • Review Design with you and make necessary revisions to approved plans. • Authorize Geotechnical evaluation of the property. • Submit and Review design with the City Building Department to confirm conform trace with the building code prior to beginning the Construction Documents Phase. • Presentation of the final design to the City Council if necessary. canStractian bO'C'U en is Phase • Finalize Design Drawings based on our review meeting and prepare Constructio t Documents including detailed, fully dimensioned floor plan, appropriate interior and exterior a :vations and details, building sections and section details of assemblies, finish schedule, door s hedule, door details, window schedule and details. HVAC, plumbing and electrical drawings and sp cifications as prepared by consultants. • Prepare proprietary specifications describing all materials and finishes to be incorF :rated in the project. • Coordinate selection of all material finishes and colors with the Owner. • Coordinate with you prior to submitting to the City Building Code Department. • Submit construction documents to City Building Department for plan review. • Make revisions to drawings and specifications related to City Building Department revie N. Bidding Phase • Prepare and distribute any Addenda as a result of City review, Owner-Directed or Valut Engineering Changes as well as any required correction of bid documents. • Administer a Pre-bid Conference. • Coordinate plan distribution to bidding contractors. • Answer all bidder questions during the bid period. • Meet with you to review contractor bids. • Assist you in selecting a contractor. City of Jefferson-Fire Station Studies and New Fire Stations PWA Proposal Revised-June S,2010,June 14,2010 Page 6 of 7 Construction Administration Phase • Prepare Contracts for Construction. • Administer a Pre-Construction Conference with the selected Contractor. • Review product substitution requests. • Conduct Site inspections twice per month during the construction of the project. • Review shop drawings and submittals. • Prepare Change Order Requests. • Approve Contractor Pay Applications. • Conduct a one year warranty inspection following occupancy. Phase 4-Station Three Design Services Fee Proposal Fees indicated below include Architecture, Mechanical/Electrical Engineering, Civi Engineering, Structural Engineering, Topographic Surveying, Landscape Design and Geotechnic; 1 Engineering Evaluation of the site. For the above scope of work, the services listed above can be p:rformed for a stipulated sum fee as follows: Station Three: $158,600.00'x' Alternate 1-EOC• $ 72 000.00 Alternate 2-Ambulance Bay: $ 12,000.00 Total Stipulated sum fee for Phase 4 Design work $242,600.00 *Design fees for a new 3-bay fire station excluding EOC and Ambulance Service. Tris fee would provide for a prototype design for any site including services for Schematic design throng Construction Administration. Other Seruiba Available: Services not included in the proposals that are by others or can be performed for an ad litional fee if requested: • Costs for printing of bid documents and postage/shipping/delivery of bid documents. • Zoning processing assistance for new property. • Boundary Surveying (Legal surveying) or Platting of property. • Off site utility design or offsite improvements. • Off site traffic design or signalization design. • LEED Services. • Special inspections as required by Code or as requested by the Owner. • Site retaining wall design for walls over 4 feet in height. • All permit fees including but not limited to MoDNR Sewer extension or Land Disturba tce fees, City plan review fees, etc. • Construction staking and Layout. City of Jefferson-Fire Station Studies and New Fire Stations PWA Proposal Revised-June 8,2010,June 14,2010 Page 7 of 7 Work above and beyond the scope of services and Owner Initiated Changes following 1 base approvals will be billed at the hourly rates plus expenses as listed below: Peckham &Wright Architects,Inc. SENIOR PRINCIPAL ARCHITECT $ 135.00 per hour PRINCIPAL ARCHITECT $ 120.00 per hour PROJECT MANAGER $ 110.00 per hour ARCHITECT IV $ 100.00 per hour ARCHITECT III $ 90.00 per hour ARCHITECT 11 $ 80.00 per hour ARCHITECT 1 $ 70.00 per hour TECHNICIAN $ 65.00 per hour OFFICE ADMINISTRATOR $ 60.00 per hour ADMINISTRATIVE $ 45.00 per hour Reimbursable E.rpenses: The following expenses will be billed at our cost x 1.2: (Sul ) Consultants, reproduction, out-of-town travel above that quoted above as meetings, renderings, 3-d modeling and postage/shipping/delivery. This document will be attached to a formal ALA agreement for your review and signature when we have received verbal or written acceptance of the above proposal.