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HomeMy WebLinkAboutContract with CommaQ for new City Hall, 2007 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: James Goehrung, Director of Facility Services Chris Kukulski, City Manager SUBJECT: Architectural Contract for the Conversion of the old Library to a new City Hall MEETING DATE: June 11,2007 BACKGROUND: The City Commission has provided staff with direction to proceed with the remodel of the old Library for a new City Hall. The initial project programming on space needs and department locations is complete. The next step is refining the space needs into design documents that will be used for bidding the project. An outline for the architectural contract is drafted detailing the time line for the project and the design costs associated with the project. The next step is to complete the contract for the project and direct the Architect to begin the next phase of the design. RECOMMENDATION: Authorize the City Manager to sign an agreement with Comma-Q Architecture, Inc. for the next four phases of design: Design Development, Construction Documents, Bidding and Construction Administration. The agreement will include the standard Architectural contract and a multiple page addendum that better addressed the City's needs and interests. The current project scope includes the work proposed in the Phase I remodel and the Mechanical, Electrical and Plumbing work identified in Phase II. The total estimated project budget for the remodel is work is $1,482,233. The architectural contract is set as a base percentage of 10%, on an hourly basis with a not-to-exceed ofthe $148,223. FISCAL EFFECTS: The project will be funded by: (1) the sale ofthe current City Hall site, (2) remaining dollars in the Special Projects fund. These sources will cover the estimated remodeling costs. ALTERNATIVES: As suggested by the City Commission. The Commission addition is not included in the proposed Phase I and Phase II scope. The initial estimate for the Commission Room Addition is $200,000, depending on when the work occurs in relation to other construction associated with the remodel. The additional services for this architectural work are proposed at $24,200. fully submitted, Chris A. Kukulski, City Manager Director of Facility Services Attachments: Proposed Services Agreement Report compiled on June 1,2007 Comma-Q Architecture, Inc. May 29, 2007 . James Goehrung, Director of Facility Services City of Bozeman P.O. Box 1230 Bozeman, MT 59715 Dear James, - Thank you for the opportunity to submit this proposal to continue professional design services for the Renovation of the old library Building into the New Bozeman City Hall facility at 220 E. Lamme Street. The continuation of the design work will be based on the Final Space Plans and Site Plan dated 1 May 07 and the noted PHASE I work on the Statement of Probable Construction Cost dated 29 Mar 07 including the Second Floor Atrium Infill Option and the design / planning for the PHASE II Mechanical and Electrical items. A separate proposal number for the possible implementation of the 800- 1000 sJ Commission Room Addition, as shown on the Final Space Plans, is also provided per your request at our 18 May 07 meeting. The scope of services will be divided into four phases, Design Phase, Construction Document Phase, Bid Phase and Construction Administration Phase. Design Phase - approximately 6 weeks Due to the detailed information gathering and conceptual design decisions that were made during the previous Programming and Space Planning Phases, we are combining the normal Schematic Design and Design Development Phases into a single Design Phase. During this Design Phase we will make all the final Space Plan revisions requested by Finance and H.R. Departments, review each individual department layout in detail with the department directors, review the space layouts with our engineering consultants for integration and additional design refinements to complete a final design plan. The design ideas will be developed further to refine relationst\ips and systems with our consultants. Materials, utilities, and structural options will be further researched and applied specifically to the design. At the end of Design phase we anticipate an updated Statement of Probable Construction Cost, Project Schedule and a client review meeting with approval to continue with Construction Document Phase. Construction Document Phase - approximately 12 weeks The project will be developed into a set of documents that will be used for Bidding Phase to assist the construction and job- site performance. The documents generated will be a set of working drawings and a project manual. The working drawings will include a architectural site plan, selective demolition plans, floor plans, interior elevations, specific exterior elevations at areas of work, reflected ceiling plans, roof plan, details and schedules. The working drawings will also include floor plans, reflected ceiling plans and system details for the Mechanical, Plumbing, Electrical and Structural work. The project manual will include Front End specification sections typical of City of Bozeman projects, product specification sections and associated schedules for work documented on the working drawing set. We anticipate an updated Statement of Probable Construction Cost, Project schedule and a client review meeting with approval near the end of Construction Document Phase. Bid Phase - approximately 5 to 8 weeks We will assist with the public bidding of the project with' the completed Construction Documents. The documents will be reproduced, distributed and made available to contractors from our office. We will provide clarifications, answer bidder questions, prepare and distribute addenda, conduct a Pre.Bid Walkthrough at the site, attend the Bid Opening and assist in Bid Evaluation / Selection. 109 North RI)(i.',e ^vP, WI BozlImiln, MlH1UHld 59711) TEL: 406 585-1112 FAX: ~U6-'>8'>-'>'>18 www.commaq.com Construction Administration Phase - approximately 6 to 8 months We will provide basic architectural services for the construction phase of the project. This will include a Pre-Construction Conference, weekly project meetings and site visits, submittal review / processing, pay request approvals I processing, substantial completion walkthrough / reports, final completion walkthrough I reports, and project close-out activities, In addition, our engineering consultants will provide 3 scheduled site visits and a final walkthrough site visit / report, We estimate approximately 14 calendar months to complete the professional design services for the four phases, This timeframe is based on current office workload, We can begin the Design Phase immediately, Our work will be scheduled at a pace that is consistent with your ability to review and approve each Phase, Fee Summary. Renovation The Statement of Probable Construction Costs for the specific project elements you have requested our design services for is as follows: Phase I items + Phase II MEP items + 2nd Floor Infill item = a Total Project Budget of approximately $1,482,233.00 We are proposing a ten flercent (1 O%) fee of the Total Project Budget for our Professional Services, which will be completed on an hourly basis with a not-to-exceed of $148,223,00, This fee includes our engineering consultants for Mechanical. Plumbing, Electrical and Structural services, We plan to continue with Three Rivers Engineering for the Mechanical/ Plumbing work, We aiso plan to work with TO & H Engineering for the Structural work, We have received a proposal from MKK Engineers of Billings for the Electrical work, but have also requested proposals from two electrical engineers from Missoula as well before we make a selection, Fee Summary - Commission Room Addition The initial estimate for the Commission Room Addition was approximately $200,000,00, This number is variable based on construction occurring with other phases of work or as a stand alone project and will require future examination, In reviewing the tasks associated with providing Professional Services stated above in the Design, Construction Document, and Bid Phases~, we anticipate the following breakdown in fees: Architectural Design Services Mech/Plumbing Design Services Electrical Design Services Structural Desion Services Total =$16,000,00 = $ 2,2PO,00 = $ 2,000,00 = $ 4,000,00 = $24,200,00 'Construction Mministration services will be provided on an hourly basis and performed as requested, Our hourly rates are as follows: Architect II Architect I Interior Designer Designer/Drafter $110,00 $90,00 $65,00 $55,00 Reimbursable costs such as blueprinting, photocopies, photographs, mileage, etc" are in addition to the total fee and will be billed at a rate of one point one-five times the cost incurred by Comma.Q (15% mark-up), The Owner shall pay all permits and regulatory fees required for the project Invoices will be submitted monthly and are due and payable upon receipt. A finance (service) charge of 1.50% per month will be assessed on any unpaid cash balance after deduction of current payments, credits, and allowances that are made within 10 days of the invoice date. This is an Annual Percentage Rate of 18%. The minimum finance charge is $5.00. An invoice outstanding for six months or longer will be forwarded to an agency for collection. You agree to reimburse.us for any fees we incur as the result of collection. Including, but not limited to, attorney's fees. These rates are subject to change. Please give me a call if you have questions or wish to discuss any portion of this proposal. If acceptable, please sign below and, using your preferred Contract as a basis, we will begin final negotiation of an Agreement for Professional Services. Respectfully Submitted, Q;jr' ." ..... Ben Lloyd AlA I Architect/President Owner Date