Loading...
HomeMy WebLinkAboutE- Packet 06-11-2007_Full Contract with CommaQ Architecture for Redesig_12Commission Memorandum REPORT TO Honorable Mayor and City Commission FROM James Goehrung Director ofFacility Services Chris Kukulski City Manager SUBJECT Architectural Contract for the Conversion ofthe old Library to a new City Hall MEETING DATE June 11 2007 BACKGROUND The City Commission has provided staffwith direction to proceed with the remodel ofthe 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 116 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 1482 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 ofFacility Services Attachments Proposed Services Agreement Report compiled on June 1 2007 117 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 Iwork on the Statement of Probable Construction Cost dated 29 Mar 07 including the Second FloorAtrium 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 May07meeting 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 previousProgrammingandSpacePlanningPhaseswearecombiningthenormalSchematicDesignandDesignDevelopment Phases into a single Design Phase During this Design Phase we will make all the final Space Plan revisions requested byFinanceandHRDepartmentsrevieweachindividualdepartmentlayoutindetailwiththedepartmentdirectorsreviewthe space layouts with our engineering consultants for integration and additional design refinements to complete a final designplanThedesignideaswillbedevelopedfurthertorefinerelationstipsandsystemswithourconsultantsMaterials 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 ofdocuments that will be used for Bidding Phase to assist the construction and jobsiteperformanceThedocumentsgeneratedwillbeasetofworkingdrawingsandaprojectmanualTheworkingdrawingswillincludeaarchitecturalsiteplanselectivedemolitionplansfloorplansinteriorelevationsspecificexterior 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 specificationsectionsandassociatedschedulesforworkdocumentedontheworkingdrawingsetWeanticipateanupdatedStatement of Probable Construction Cost Project schedule and a client review meeting with approval near the end ofConstruction Document Phase Bid Phase approximately 5to 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 ie vP WI BozlImiln MlH1UHld 59711 TEL 406 585 1112 FAX U6 8 18 www commaq com 118 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 3scheduled 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 Iitems Phase II MEP items 2nd Floor Infill item a Total Project Budget of approximately 1482 233 00 We are proposing a ten flercent 1 O fee ofthe 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 astand 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 IInterior 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 permitsandregulatoryfeesrequiredfortheproject 119 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 Qjr Ben Lloyd AlA IArchitectPresident Owner Date 120