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HomeMy Public PortalAbout2024-05 Authorizing to issue a work order to the Tamara Peacock Company Architects of Florida, Inc. to provide professional design services for the Building Department Customer Service Improvements ProjectRE SO LUTIO N NO . 2024-5 A RE SO LUTIO N O F TH E VILLAG E CO UN CIL O F TH E VILLAG E O F KE Y BISCAYN E, FL O RI DA , AUTH O RI ZING TH E VILLAG E M ANAG ER TO ISSUE A W O RK ORD ER TO TH E TAM ARA PEACO CK CO M P ANY AR CH ITECT S O F FLO RI DA, INC. TO PR O VIDE PR O FESSIO NAL DESIG N SERVICES FO R TH E BUILDING DEPARTM ENT CUSTO M ER SERVICE IM PR O VEM ENT S PR O JE CT IN AN AM O UNT NO T TO EX CEED $68,000; AND PRO VIDING FO R AN EFFECTIVE DATE. W H ERE AS, the Village of Key Biscayne ("Village") issued Request for Qualifications No. 2021-08 ("RFQ") for continuing professional services relating to architecture and engineering services; and WHEREAS, pursuant to the RFQ, the Village Council selected The Tamara Peacock Company Architects of Florida, Inc. (the "Consultant") as one of the consultants to provide continuing professional services relating to architecture and engineering services and authorized the Village Manager to execute an agreement with Consultant; and WHEREAS, the Village and the Consultant entered into a Professional Services Agreement for the Services pursuant to the RFQ (the "Agreement"); and WHEREAS, the Village Council is in need of professional architectural services (the "Services") for the Building Department Customer Service Improvements Project (the "Project"); and WHEREAS, the Consultant has provided a proposal, attached hereto as Exhibit "A" (the "Proposal"), to provide the Services for the Project; and WHEREAS, the Village Council desires to authorize the Village Manager to issue a work order to the Consultant to provide the Services for the Project consistent with the Proposal, attached hereto as Exhibit "A," and the Agreement in an amount not to exceed $68,000; and WHEREAS, the Village Council finds that this Resolution is in the best interest and Page 1 of 2 welfare of the citizens of the Village. NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE OF KEY BISCAYNE, FLORIDA, AS FOLLOWS: Section 1. Recitals. Each of the above-stated recitals are hereby adopted, confirmed, and incorporated herein. Section 2. Authorization. The Village Manager is hereby authorized to issue a work order to the Consultant for the provision of the Services for the Project consistent with the Proposal attached hereto as Exhibit "A" and the Agreement in an amount not to exceed $68,000. Section 3. adoption. Effective Date. This Resolution shall be effective immediately upon PASSED and ADOPTED this 23rd day of January , 2024. e;J;;21 JOE I. RASCO, MAYOR ATTEST: JOCLYNB.0C H VILLAGE CLERK APPROVED AS TO FORM AND LEGAL SUFFICIENCY: ~µ7 ;7~ WEISS SEROTA HELFMAN COLE & BIERMAN, P.L. VILLAGE ATTORNEY Page 2 of2 E X H IB IT A PEACOCK ARCHITECTS 1512 East Brow ard Blvd., Ste 10 2 Fort Lauderdale, FL 33301 954 72 8 8000 w w w .peacockarchitect corn December 13, 2023 Colleen Blank 88 West McIntyre Street Key Biscayne, Florida 33149 Phone: {305) 365-7568 Email: cblank@keybiscayne.fl.gov RE: V KB V ill age H all Renovation R ev. 12/13/2023 D e sign Professio nal Serv ices Dear Mrs. Blank: Peacock Architects is pleased to submit this Letter of Agreement for professional architectural, mechanical, electrical and plumbing services on the above-referenced project as described under Basic Services below. PR O JECT D ESC R IPTIO N : R e no vatio ns of existing V ill age Hall off ic es We are excited to inform you that the office area will soon undergo a comprehensive interior renovation project. The current size of the office is approximately 5,796 square feet. As part of this project, we plan to demolish two existing rooms and the existing casework permit counter. In their-place, we will construct two new meeting rooms and a new permit counter with new electronic configurations to better suit the new layout. To ensure that everything runs smoothly, we will coordinate with a WELL consultant for the interior renovation as per your request. Additionally, we may need to plan new mechanical, electrical, and plumbing work to adjust to the newly created spaces as a comfortable working environment. The work will also include moving the existing server room to the existing telephone room as part of the project. And lastly, as an alternative, new solar panels will be added to the building. Exhibit A attached here provides a more comprehensive scope of services. B AS IC SER V IC ES Disciplines include Architectural Design professional services. Peacock Architects will also work with a consultant for any MEP and WELL services for the duration of the project. The different phases of the project will include preparing a construction document set that shall be used to obtain any necessary building permits from the City. ·,-. ' . ' '. . . ' .. · :·· . : ·. : · .. · ... '' ' : .... · .:·' -~ ' . : ' ,- : ' ' . :~: . . ' . ~ . ~ .: - ~ '• '.,., A' ~ t ••••~<\~-,,v ;('-, / • '!,> •, C J :••,. • •J:,. ,: .. .'::--::,-~c1:~:~.:-.~•• ~ • • ~,; " \.-,l,_{ P E A C O C K A R C H IT E C T S 1512 East Brow ard Blvd .. Ste 10 2 Fort Lauderdale, FL 33301 954 728 8000 w w w.peacockarchitect.com T A SK S: SC H EM A TIC /D IA G R A M M ATIC DESIG N The Architect will prepare a schematic design master plan for a workshop with Village of Key Biscayne. The Architect will prepare the design and presentation board and attend the workshop scheduled by the Village of Key Biscayne. During this meeting, attendees will vote on amenities to be included in the final design criteria package for Beach Park. The Architect will prepare design development drawings to reach a level of completeness that demonstrates the project can be built, delineating sizes and relationships without dictating floor plans. Generic material selections will be provided for purposes of design intent. During this phase, the Architect will conduct code research to verify all schematics align with the zoning and building codes. D ESIG N SPEC IFICA TIO N S Based on the approved Schematic/Diagrammatic Design Documents and the construction budget authorized by the Owner, the Architect shall prepare and coordinate a specifications package for design/builders. The package will provide three (3) optional products or "equal" or based on a performance specification in CSI Format. The documents will be presented as 90% completed to incorporate the need for team to add sections based on their design. C O N ST R U CT IO N D O C U M EN T PH ASE Based on the Approved Documents and further adjustments in the scope of quality of the Project or in the construction budget authorized by the Owner, the Architect shall prepare the Construction Documents package for permitting purposes. Construction Documents will consist of drawings setting forth in detail the architectural requirements for construction for the scope of work listed under the basic services listed above. These documents will set the parameters for the building process, comprising legal, procedural, and construction information. They will describe in detail (in written and graphic form) the components of the project that need to be fabricated and assembled for the project to be built. At this phase of the project, all consultants will be working together to coordinate all project disciplines including architectural, mechanical, electrical, and plumbing. Additional consultants may be added on an as-needed basis, authorized by the Owner, and reimbursed for additional services as listed below. During this phase, it will consist of up to (2) two changes for responses. Any additional changes will be considered on an hourly basis. BID D IN G /PER M ITT IN G PHA SE Through the bidding and permitting phase, the Architect will provide appropriate responses to building department (or other governing agency) comments delivered to our office during the permitting process or construction phase. Our office will also assist the client in obtaining and negotiating construction contracts with qualified Construction Companies (s). This phase will consist of up to (2) two changes to the Architectural drawings. A S-B U il TS:T TPC will take the owner provided documents on the existing building to enter into our computer drafting software. From that data, an architectural floor plan, will be produced to show the Scope of Work of the project. These drawing will also take into account the governmental code restrictions on the property. PEACOCK ARCHITECTS 1512 East Bro w ard Blvd .. Ste 102 Fort Lauderdale, FL 33301 954 72 8 8000 w w w .peacockarchitect.com D ESIG N D EV EL O PM EN T D O CU M ENTS Based on the approved written program from the Owner submitted Schematic Design and zoning requirements from the Village of Key Biscayne, the architect will prepare design development drawings to reach a level of completeness that demonstrates the project can be built. The drawings are overlaid with more detailed information from an array of multidisciplinary consultants to evaluate how the systems, material selection, and detailing reflect the schematic design concept. This includes a revision to the conceptual site plan, floor plans, elevations, roof plan, typical sections, and roof deck in Revit format. The design team will work out detailed coordination issues and material selections all while enhancing the project so that major revisions are not needed during the construction documents phase. CO N ST R U CT IO N A D M IN ISTR A TIO N PHASE (based upon 6 months' construction cycle) The Architect will attend two (2) site meetings per month conducted and administered by during the construction phase to provide interpretation of the construction documents drawings, generated by our office as stated as part of the scope of work listed under basic services referenced above, where justifiable clarification is necessary. We will also provide a review of shop drawings for design intent provided by the Owner once and approved by the general contractor. FEES SC H ED U LE Architectural Package $49,525.00 Schematic Design $7,000.00 Design Development $10,500.00 Construction Documents $17,500.00 Bidding/Permitting $2,625.00 Construction Administration $8,400.00 Rendering $3,500.00 MEP Consultant $8,500.00 Bale Services Total $58,025.00 Solar Project Management . $5,000.00 WELL Consultant $4,975.00 Basic+ Additional Services Total $68,000.00 PA YM EN TS Invoices from the architect, based on the services rendered, will be prepared in accordance with the Architect's billing cycle. Payment from the client is due upon presentation of the invoice. Payments not received within 15 days will constitute a pause in services. Payments not received within 30 days will be subject to a charge of 2.5% per month and may constitute a 'hold' on service along with the reservation of lien rights on the subject property. A D D ITI O N A L SER V IC ES Changes to the w orking draw ings requested by the ow ner, aft er the 10 0% subm ittal of the architectural draw ings or m ajor changes created during the working draw ings phase are considered as additional services requested and w ill be invoiced at hourly rates. _____ initials PEACOCK ARCHITECTS 1512 East Brow ard Blvd .. Ste 102 Fort Lauderdale, FL 33301 954 728 8000 w w w .peacockarchitect.com Services not included as Basic Services (some may be provided as Additional Services): 1. Any Services, Disciplines (such as Interior Designer) or phases not specifically listed. 2. Changes to approved drawings. 3. Model or 3D Renderings. 4. Acquisition of existing facility or site information such as 'as built' drawings, surveys and geotechnical reports, environmental analysis, private development or improvement standards, deed, or lease restrictions, etc. 5. Improvement or modifications to the land, buildings, or other physical components outside the specified project. 6. Engineering (including specialty engineering), material testing and analysis, acoustic engineer consultant, water-proofing consultant, parking design consultant if needed. 7. Structural Engineering 8. Civil Engineering 9. Specialty contractor shop drawings preparation (i.e., tilt-wall panels, fire sprinklers, alarm systems, security monitoring systems, phone systems, cabinetry, special storage systems, glass/glazing systems, etc.) 10. Shop drawing-type detailing. 11. Shopping for or specifying interior finishes, appliances, owner's equipment, etc. 12. Value engineering. 13. Building Permit processing or expediting. 14. Acquisition of product approvals or similar information that governing agencies might require from material manufacturers. 15. Permitting or application fees at all local governmental agencies at the County and City levels. _____ initials A D D ITI O N A L SER V ICE RA TES Additional Services shall be billed in accordance with the attached Professional Fee Schedule, January 1, 2022, Additional services shall be performed only with the request and written authorization of the client for these services. _____ initials R EIM B U R SA B LE EX PEN SES Reimbursable expenses shall be paid in accordance with the attached Reimbursable Fee Schedule, March 31st of 2022. The consultant shall be reimbursed for all printing, plotting, duplicating, courier, and travel expenses pertaining to the production of these documents. A 5% allowance shall be included. O W N ER SH IP O F D RA W ING S Drawings are instruments of the Architect's services and should bear the Architect's copyright notice. The client shall always be entitled to these documents without restriction in whatever format it requires as "service for hire" as it relates to use on this project. The Architect, whether the project is executed or not, may keep, store, or retain these same documents without restriction as the Architect's intellectual PEACOCK ARCHITECTS 1512 East Broward Blvd .. Ste 102 Fort Lauclercl ale, FL 33301 954 728 8000 www.peacockarchitect corn pro p ert y, fo rever. The A rchitect shall never unreasonably w ithhold these docum ents from the client. The C lie nt m ay also retain hard copies of all draw ings fo r its info rm ation and records (in any fo rm at), as w ell and agrees not to release A utoCA D/Revit info rm ation to other part ies outside of this project. The The arch itect agrees not to unreasonably w ithhold release right to the cl ient. Any draw ings pro vided by the C lie nt to the architect rem ain the cl ient's pro pert y and shall never be w ithheld from the client. O T H ER PR O V ISIO N S The Clie nt and the A rchitect bind them selves, their part ners, successors, assigns, and legal representatives of such other part y w ith respect to all covenants of this Agreem ent. Neither the Client no r the A rchitect shall assign, sublet, or transfer his interest in the Agreem ent w ithout the w ritten con sent of the other. A gain, w e appreci ate this opport unity. If you have any com m ents or concern s, please do not hesitate to co ntact us. Sin cerely, ~t:!~ Tam ara Peacock Com pany A rchitects dba; Peacock A rchitects A C C EPTA N C E of PRO PO SA L C ollee n Blank D ate: P E A C O C K A R C H IT E C T S 1512 East Brow ard Blvd., Ste 10 2 Fort Lauderdale, FL 33301 954 728 8000 w w w.peacockarchitect.com Village of Key Biscayne Continuing Architectural & Engineering Services Tit le Houri Rate C o ntr a c t M a na ger/Principa l A rc hitec t C A D D /C o m p uter Te chnicia n C hie f D e sig ne r D e sig n e r G ra p hic D esig ner Insp e c to r/Eng inee r Inte rn La nd sc a p e A rchitect La nd sc a p e A rchitect Intern La nd sc a p e D esigner/La ndsca p e Pla nner la nd sc a p e Insp ector Pla nne r Pro je c t Eng ine er Pro je c t A rchitect Pro je c t La nd sca p e Ar chitec t Proje c t M a na g er Pro je c t Pla n ne r Se creta ry /C le rica l Se nio r A rc hitec t Se nior Insp e cto r/Se nio r Engineer Intern Se nio r La nd sc a p e A rch itect Se nior La n d sca pe Inspe ctor Se nio r Pla n ne r Se nio r Projec t Enginee r $ 250 $ 130 $ 85 $ $ 85 $ $ $ $ $ $ $ $ $ 170 $ $ 110 $ $ 65 $ 170 $ $ $ $ $ Name of the Firm: The Tamara Peacock Company Architects of Florida 1512 East Brow ard Blvd .. Ste 102 Fort Lauderdale, FL 33301 PEACOCK ARCHITECTS 954 728 8000 w w w .peacockarchitect com Reimbursable Fee Schedule Effective March 31,2022 DESCRIPTION AMOUNT 8 ½" x 11 " Facsim iles $ 4.00 ea. 8 ½" x 11 " Copies $ .20 ea. 8 ½" x 11 " Color Copies $ 4.00 ea. 8 ½" x 14" Copies $ .30 ea. Reproductions ll "x 17" Blackline Print $ 4.00 ea. 24"x 36" Sepia $ 16.00 ea. 24"x 36" Mylar $ 30.00 ea. 24"x 36" Blackline Print $ 6.00 ea. Color Prints Unm ounted Color Glossy Color 8 ½" X 11" $ 4.00 ea. $ 10 .00 ea. 8 ½" X 14" $ 8.00 ea. $ 20.00 ea. 11" X 17" $ 8.00 ea. $ 20.00 ea. 18" X 24" $ 10 .00 ea. $ 30.00 ea. 24" X 36" $ 10.00 ea. $ 30.00 ea. M ounted Boards Color Black & W hite 11 " x 17" Color Boards $ 40.00 ea. $ 30.00 ea. 11 " x 17" Glossy Color Boards $ 50.00 ea. $ 40.00 ea. 24" x 36" Color Boards $ 80.00 ea. $ 60.00 ea. 24" x 36" Glossy Color Boards $ 10 0.00 ea. $ 70.00 ea. 30" x 40" Color Boards $ 80.00 ea. $ 60.00 ea. 30" x 40" Glossy Color Boards $ 10 0.00 ea. $ 70.00 ea. 40" x 60" Color Boards $ 100.00 ea. $ 70.00 ea. 40" x 60" Glossy Color Boards $ 120.00 ea. $ 90.00 ea.