HomeMy Public PortalAboutORD14176 BILL NO. 2006-149
SPONSORED BY COUNCILMAN Brown
ORDINANCE NO. ` 1 ' 7zt'�7
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT BETWEEN THE CITY AND
ARCHITECTS ALLIANCE, INC. FOR SERVICES IN CONJUNCTION WITH THE
EXTENSION OF THE CITY MUNICIPAL BUILDING.
BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS
FOLLOWS:
Section 1. The Mayor and City Clerk are hereby authorized to execute an
agreement with Architects Alliance, Inc.
Section 2. The agreement shall be substantially the same in form 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: 2 Approved: -7
Presiding Officer Mayor
At EST: APP ED AS T ORM:
gexyw
City Clerk City ounselor
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CITY OF JEFFERSON
CONTRACT FOR PROFESSIONAL SERVICES
THIS CONTRACT, made and entered into this day of April, 2007, 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 The Architects
Alliance,Inc., 631 West Main Street,Jefferson City,Missouri 65 10 1,hereinafter referred to as
the "Consultant."
WITNESSETH:
THAT WHEREAS,the City desires to engage the Consultant to render architectural services for
the Expansion of the John G. Christy Municipal Building at 320 East McCarty Street,Jefferson
City, Missouri, 65101.
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 and the Consultant as follows:
1. Scope of Services.
The City agrees to engage the services of the Consultant to render architectural services for the
Expansion of the John G.Christy Municipal Building at 320 East McCarty Street,Jefferson City,
Missouri, 65101.
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.
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.
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.
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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 Twenty-Seven Thousand Dollars
• ($27,000.00) 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.
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 administrative overhead" shall
include such indirect costs as clerical, telephone, dues 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.
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(b) Reimbursable direct expenses chargeable to the project, which are included in
the maximum fee billing above, are as follows:
(1) Travel, subsistence, and incidental costs.
(2) Use of motor vehicles on a mileage or rental basis.
(3) Telephone and telegraph costs.
(4) Reproduction of project documents.
(5) Postage and shipping charges for project related materials.
(6) Rental charges for use of equipment,including equipment owned by the
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
billing amount has not been exceeded.
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. Assignment.
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
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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.
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
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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,
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, 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 The Architects Alliance,Inc.,631 West Main Street,
Jefferson City,Missouri,65101. 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. Law to Govern.
This contract shall be governed by the laws of the State of Missouri as to both interpretation and
performance.
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IN MUNESS WHEREOF, the parties hereto have set their hands and seals this day
of , 2007.
CITY OF JEFFERSON, MISSOURI CONSULTANT
THE ARCHITECTS ALLIANCE, INC.
Ma or Ti le:
' ST: ATTEST:
City Clerk itle% cgs;deyrt
APP ED A T FORM:
City o e
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12 lCe Inc. 631 WEST MAIN STREET JEFFERSON CITY,MISSOURI 65101.1598 (573)636-5000 FAX(573)636-6133
March 9, 2007 0650 PR
Mr. Steve Schlueter, Finance Director
City of Jefferson
320 East McCarty Street
Jefferson City, Missouri 65101
Re: Building Expansion
John G. Christy Municipal Building
Dear Steve:
We would like to present for your review and approval, this revised proposal for Professional
Architectural Services for Expansion of the John G. Christy Municipal Building at 320 East
McCarty Street, Jefferson City, Missouri.
Scope of Work: Expansion of the existing Municipal Building to accommodate the Technology
Department. The anticipated scope of work would include an approximately 21 ft. x 105 ft.
upper level building additional over the existing lower level to the South containing
approximately 2,200 gross square feet and some minimal existing building remodeling at the
Finance Department to accommodate the Addition.
We propose to use Allstate Consultants, Columbia for structural engineering and Midwest
Engineering & Design, Columbia for mechanical & electrical engineering services.
Basic Compensation for the architectural and consulting engineering services would be an
hourly not-to-exceed fee of$27,000.00, which includes design development phase, construction
documents phase and bidding phase. Basic compensation does not include printing and
distribution (mailing, postage, etc.) of the construction documents for bidding and does not
include professional services during the construction administration phase.
Architectural Services thru Bidding Phase $ 13,250.00
Structural Engineering Services 6,600.00
Mechanical/Electrical Engineering Services 7.150.00
Total Professional Services $27,000.00
We hope this revised proposal meets with your approval and look forward to continuing our
relationship with the City of Jefferson on this project. Thank you for consideration of us as your
Architect.
Sincerely,
d )?>rry D. Brandhorst, AIA
SETH T.EVANS • LARRY D.BRANDHORST • CARY J.GAMPHER
MEMBERS AMERICAN INSTITUTE OF ARCHITECTS
Cad 1U�1�o
• S
• CITY OF JEFFERSON
AMENDMENT TO CONTRACT FOR PROFESSIONAL SERVICES
FOR THE
CITY MUNICIPAL BUILDING EXPANSION PROJECT
WHEREAS,the City of Jefferson, Missouri, a municipal corporation,with offices at 320 East
McCarty, Jefferson City, Missouri, 65101, hereinafter designated "City," entered into a
Contract with The Architects Alliance, Inc., a corporation of the State of Missouri,with offices
at 631 West Main Street, Jefferson City, Missouri, 65101, hereinafter referred to as
"Consultant," on April 9, 2007; and
WHEREAS,the Contract was for the rendering architectural services for the expansion of the
John G. Christy Municipal Building at 320 East McCarty Street, Jefferson City, Missouri,
65101.
WHEREAS, the parties wish to amend the Contract of April 9, 2007 to increase the scope of
services and fee as designated in Exhibit A attached to the Contract of April 9, 2007; and
WHEREAS, the parties wish to amend the Contract of April 9, 2007 to increase the contract
• amount by addition of these services as mutually agreed to by both the City and the
Consultant.
NOW,THEREFORE,be it agreed as follows:
1. The scope of services,as detailed in Exhibit A to the Contract of April 9, 2007,
2. Item 6, of the Contract dated April 9, 2007, is hereby amended to read as follows:
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 f6i Phase 1 set vices exceed the
sum of - Thirty-One
Thousand Six Hundred Seventy Five Dollars ($31,675.00) 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.
3. All other sections of the Contract dated April 9, 2007 shall remain in effect as
• stated.
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• IN TESTIMONY WHEREOF,the parties have hereunto set their hands and seals this IL
day of October, 2007.
CITY OF JEFFERSON, MISSOURI THE ARCHITECTS ALLIANCE, INC.
May Pres' ent
ATTEST: ATTEST•
ity C rk i c'e,
APP AS O FORM:
City o nselor
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EXHIBIT A
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I N T E R I O R
P L A N N I N G
C O N S U L T A N T S
I N C O R P O R A T E D
KRIS EVANS, ASID, IIDA
TERRI WEST, ASID, IIDA
August 29, 2007
The Architects Alliance, Inc.
Attn: Michelle Girard, Project Manager
631 W. Main Street
Jefferson City, Missouri 65101
Dear Michelle:
This letter will serve to set forth the Scope of Services to be performed by
Interior Planning Consultants, Inc. in connection with the Interior Design of the
City of Jefferson IT& Finance Departments located in Jefferson City, Missouri.
The services that will be provided are listed below:
1) PROJECT PROGRAMMING:
a) The Interior Designer will meet with the Client and Architect to determine
the scope of the project and time schedules.
b) Fumiture/File/Storage Inventory: The Interior Designer will visit the
existing offices and inventory all items of existing furnishings/filing/storage
required for the project if applicable.
C) The Interior Designer will interview the Client to determine individual work
area requirements as well as group area requirements for any new
furniture ling/storage needs.
. . . . . . . . . . . . .. . . . . . .
•300 S . JEFFERSON
SUITE 500
SPRINGFIELD, MO
65806
4 1 7 - 8 6 4 - 5 5 0 0
FAX 417-864-8475
The Architects Alliance, Inc.
City of Jefferson IT & Finance Department
August 29, 2007
Page 2
2) SCHEMATIC DESIGN PHASE:
a) The Interior Designer, working in conjunction with the Architect, will
provide a furniture layout showing the existing furniture/filing/storage as
well as any new furniture/filing/storage for the individual work areas as
well as the group area spaces. Existing furniture/filing/storage will be
designated on the plan with a hatched symbol.
b) Fumiture/Filing:Storage: The Interior Designer will recommend new
fumiture/filing/storage where required.
C) Preliminary Budgets: The Interior Designer will prepare a budget for all
furniture/filing/storage products to be purchased, and will make
recommendations on the feasibility for acceptance of the budget. After
acceptance of the budget, the Interior Designer shall endeavor to work
within set restraints.
d) Client Presentation: The Interior Designer shall prepare such data,
materials, and illustrations in presentation board form for any new
fumituretfiling/storage as may be appropriate for the project. The
presentation boards will be presented to the Architect for approval. After
Architect approval, the presentation boards will then be presented to the
Client.
3) CONTRACT DOCUMENTS:
a) The Interior Designer will make revisions to the selections as needed and
upon the Client's final approval,will proceed with the contract documents.
b) Furnishings Specifications/Coded Floor Plans: The Interior Designer will
prepare furnitureMling/storage specifications and coded floor plans to be
issued to suppliers bidding on the supply and installation of all such items
as requested by the Client.
4) BID PROCESS:
a) The Interior Designer shall prepare, in conjunction with the City of
Jefferson Purchasing Department, the necessary bidding information,
bidding forms, the conditions of the contract, and the form of agreements
between the City and the individual Dealer(s)/Contractor(s).
b) The Interior Designer will review and interpret all bids on the fumiturel
filing/storage and will award the bid to the Dealer(s)/Contractor(s) best
qualified to undertake the project. Bids will only be awarded upon final
review and approval by the Architect and Client.
•
The Architects Alliance, Inc.
City of Jefferson IT& Finance Department
August 29, 2007
Page 3
5) PROJECT SUPERVISION:
a) The Interior Designer will at periodical times, check with the individual
Dealer(s)/Contractor(s)to determine if the products are going to arrive at
the job site on time. The Interior Designer will then inform the Architect
and Client of arrival dates and/or any delays. A delivery schedule for all
furniture/filing/storage products ordered for the project will be furnished by
the Interior Designer during this phase of the project.
b) Furniture/Filing/Storage Installations: The Interior Designer, in
conjunction with the Architect,will conduct a site visit during installation of
all furniture/filing/storage for document conformance and will develop a
punch list of items needing to be brought up to conformance standards.
6) FEES:
a) The Interior Design fee for the Project Programming and Schematic
Design Phases for this project will be based on $55.00 (Fifty Five
Dollars) per hour with hours not to exceed 45 (Forty Five). Therefore,the
total estimated fee shall not exceed$2,475.00 (Two Thousand Four
Hundred Seventy Five Dollars).
If the above meets with your approval, kindly sign below:
The Architects Alliance, Inc. Date
Michelle Girard, Project Manager Accepted
b) The Interior Design fee for the Contract Documents, Bid Process, and
Project Supervision Phases for this project will be based on $55.00 (Fifty
Dollars) per hour with hours not to exceed 40 (Forty). Therefore, the
total estimated fee shat; not exceed $2,200.00 (Two Thousand Two
Hundred Dollars).
If the above meets with your approval, kindly sign below:
The Architects Alliance, Inc. Date
Michelle Girard, Project Manager Accepted
C) Hours expended on the job will be invoiced at the end of each month,
detailed and itemized in quarter hour increments.
d) Mileage will not be billed and is included in our fee.
•
•
The Architects Alliance, Inc.
City of Jefferson IT & Finance Department
August 29, 2007
Page 4
e) If revisions are required, at the Architect's and Client's request, during
and after the Contract Document phase, additional hours will be invoiced
at$55.00 per hour, only upon approval from the Architect and Client.
Sincerely,
Interior Planning Consultants, Inc.
Kris Evans, ASID, IIDA
Terri West, ASID, IIDA Date
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OF
4,r
$� 04
City ®f Jefferson , ' John Landwehr
• Mayor
s
MEMORANDUM
To: Mayor Landwehr
Councilman Ferguson Councilman Harvey
Councilman Oetting Councilman Vogel
Councilman Crane Councilman Pope
Councilman Brown Councilman Layton
Councilman Berry Councilman Klindt
From: Steve Schlueter, Finance Director
Bill Betts, Information Technology Services Director
Date: March 9, 2007
•
Re: Request for Qualifications 2326 - Architectural Services - ITS Relocation Project
Requests for Qualifications were solicited from six architectural firms under RFQ 2326.
Two firms responded to the request. The evaluation committee consisted of six staff members: Bill
Betts, Steve Schlueter, Gail Strope, Pat Sullivan, Phyllis Gilpin and Terry Stephenson. All
members of the evaluation committee awarded Architects Alliance the highest number of points
based on the criteria listed in the request.
It is staffs recommendation to enter into a contract with Architects Alliance Inc. of Jefferson
City, Missouri for architectural and consulting engineering services to design and produce drawings
and specifications to expand the upper level of the John G. Christy Building by approximately
2,200 square feet along the south side of the building and reallocate space to accommodate the
relocation of the ITS department. The cost of the services shall not exceed $27,000.00.
i