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HomeMy WebLinkAbout5.802 Original Contract 5. ~D~ AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE THE CITY OF PORT ANGELES AND GENTRY ARCHITECTURE COLLABORATIVE RELATING TO: ARCHITECTURAL AND PLANNING SERVICES FOR LIGHT OPERATIONS RELOCATION STUDY AND CITY HALL SPACE STUDY, PROJECTS 06-36 & -37 THIS AGREEMENT is made and entered into this <-!< 5~ay of October, 2006, by and between THE CITY OF PORT ANGELES, a non-charter code city of the State of Washington, (hereinafter called the "CITY") and GENTRY ARCHITECTURE COLLABORATIVE, a Washington Professional Limited Liability Company, authorized to do business in the state of Washington (hereinafter called the "CONSULTANT"). WHEREAS, the CITY desires architectural and planning study assistance related to Light Operations (LO) relocation and City Hall (CH) space needs; and WHEREAS, the CITY desires to engage the professional services and assistance of a qualified consulting firm to perform the scope of work as detailed in Exhibits A(LO) ~nd A(CH), and WHEREAS, the CONSULTANT represents that it is in full compliance with the statutes of the State of Washington for professional registration and/or other applicable requirements, and WHEREAS, the CONSULTANT represents that it has the background, experience, and ability to perform the required work in accordance with the standards of the profession, and WHEREAS, the CONSULTANT represents that it will provide qualified personnel and appropriate facilities necessary to accomplish the work; NOW, THEREFORE, in consideration of the above representations and the terms, conditions, covenants, and agreements set forth below, the parties hereto agree as follows: SCOPE OF WORK The scope of professional services to be performed and the results to be achieved by the CONSULTANT shall be as detailed in the attached Exhibits A(LO) and A(CH) and shall include all services and material necessary to accomplish the work. The CITY may review the CONSULTANT'S work product, and if it is not satisfactory, the CONSULTANT shall make such changes as may be required by the CITY. Such changes shall not constitute "Extra Work" as related in Section XII of this Agreement. The CONSULTANT agrees that all services performed under this Agreement shall be in accordance with the standards of the architecture and engineering profession and in compliance with applicable federal, state and local laws. The Scope of Work may be amended upon written approval of both parties. C \Documents and SettJngs\Carol\My Documents\Documents\Clty of Port Angeles\CIty Light Operations Relocation\Gentry ProfesSional Services Agreement DOC Page 1 of 8 .. ..J. If ,OWNERSHIP OF DOCUMENTS Upon completion of the work, all documents, exhibits, photographic negatives, or other presentations of the work shall become the property of the CITY for use without restriction and without representation as to suitability for reuse by any other party unless specifically verified or adapted by the CONSULTANT. However, any alteration of the documents, by the City or by others acting through or on behalf of the City, will be at the City's sole risk. III DESIGNATION OF REPRESENTATIVES Each party shall designate its representatives in writing. The CONSULTANT'S representative shall be subject to the approval of the CITY. IV TIME OF PERFORMANCE The CONSULTANT may begin work upon execution of this Agreement by both parties and the duration of the Agreement shall extend through March 31, 2007. The work shall be completed in accordance with the schedule set forth in the attached Exhibits A(LO) and A(CH). V PAYMENT The CITY shall pay the CONSULTANT as set forth in this section of the Agreement. Such payment shall be full compensation for work performed, services rendered, and all labor, materials, supplies, equipment and incidentals necessary to complete the work. A. Payment shall be on the basis of the CONSULTANT'S cost for actual labor, overhead and profit plus CONSULTANT'S direct non-salary reimbursable costs as set forth in the attached Exhibit C. 1. Labor costs shall be based on the hourly rates shown in Exhibit C. 2. The direct non-salary reimbursable costs are those directly incurred in fulfilling the terms of this Agreement, including, but not limited to, travel, subsistence, telephone, reproduction and printing, supplies and fees of outside services and consultants.. B. The CONSULTANT shall submit invoices to the CITY on a monthly basis. Invoices shall detail the work, hours, employee name, and hourly rate; shall itemize with receipts and invoices the non-salary direct costs; shall indicate the specific task or activity in the Scope of Work to which the costs are related; and shall indicate the cumulative total for each task. N:\PROJECTS\06-36 Police-City Hall Space Study\Gentry Professional Services Agreement.DOC [ Page 2 of 8 ... . J C.' The CITY shall review the invoices and make payment for the percentage of the project that has been completed less the amounts previously paid. D. The CONSULTANT invoices are due and payable within 30 days of receipt. In the event of a disputed billing, only the disputed portion will be withheld from payment. E. Final payment for the balance due to the CONSULTANT will be made after the completion of the work and acceptance by the CITY. F. Payment for "Extra Work" performed under Section XII of this Agreement shall be as agreed to by the parties in writing. VI MAXIMUM COMPENSATION Unless otherwise agreed to in writing by both parties, the CONSULTANT'S total compensation and reimbursement under this Agreement, including labor, direct non-salary reimbursable costs and outside services, shall not exceed the maximum sum of $73,600.00. The budget for each task is as set forth in the attached Exhibits B(LO) and B(CH). Budgets for task(s) may be modified upon mutual agreement between the two parties, but in any event, the total payment to CONSULTANT shall not exceed $73,600.00. VII INDEPENDENT CONTRACTOR STATUS The relation created by this Contract is that of owner-independent contractor. The Contractor is not an employee of the City and is not entitled to the benefits provided by the City to its employees. The Contractor, as an independent contractor, has the authority to control and direct the performance of the details of the services to be provided. The Contractor shall assume full responsibility for payment of all Federal, State, and local taxes or contributions imposed or required, including, but not limited to, unemployment insurance, Social Security, and income tax. VIII EMPLOYMENT Employees of the CONSULTANT, while engaged in the performance of any work or services under this Agreement, shall be considered employees of the CONSULTANT only and not of the-CITY, and claims that may arise under the Workman's Compensation Act on behalf of said employees while so engaged, and any and all claims made by a third party as a consequence of any negligent act or omission on the part of the CONSULTANT'S employees while so engaged, on any of the work or services provided to be rendered herein, shall be the sole obligation and responsibility of the CONSULTANT. In performing this Agreement, the CONSULTANT shall not employ or contract with any CITY employee without the City's written consent. IX NONDISCRIMINATION The CONSULTANT shall conduct its business in a manner, which assures fair, equal and non-discriminatory treatment of all persons, without respect to race, creed or national origin, or other legally protected classification and, in particular: N:\PROJECTS\06-36 Police-City Hall Space Study\Gentry Professional Services Agreement.DOC [ Page 3 of 8 J A. J The CONSULTANT shall maintain open hiring and employment practices and will welcome applications for employment in all positions, from qualified individuals who are members of minorities protected by federal equal opportunity/affirmative action requirements; and, B. The CONSULTANT shall comply with all requirements of applicable federal, state or local laws or regulations issued pursuant thereto, relating to the establishment of non discriminatory requirements in hiring and employment practices and assuring the service of all persons without discrimination as to any person's race, color, religion, sex, Vietnam era veteran status, disabled veteran condition, physical or mental handicap, or national origin. X SUBCONTRACTS A. The CONSULTANT shall not sublet or assign any of the work covered by this Agreement without the written consent of the CITY. B. In all solicitation either by competitive bidding or negotiation made by the CONSULTANT for work to be performed pursuant to a subcontract, including procurement of materials and equipment, each potential subconsultant or supplier shall be notified by the CONSULTANT of Consultant's obligations under this Agreement, including the nondiscrimination requirements. XI CHANGES IN WORK Other than changes directed by the CITY as set forth in Section I above, either party may request changes in the scope of work. Such changes shall not become part of this Agreement unless and until mutually agreed upon and incorporated herein by written amendments to this Agreement executed by both parties. XII EXTRA WORK The CITY may desire to have the CONSULTANT perform work or render services in connection with this project, in addition to the Scope of Work set forth in Exhibit A and minor revisions to satisfactorily completed work. Such work shall be considered as "Extra Work" and shall be addressed in a written supplement to this Agreement. The CITY shall not be responsible for paying for such extra work unless and until the written supplement is executed by both parties. XIII TERMINATION OF AGREEMENT A. The CITY may terminate this Agreement at any time upon not less than ten (10) days written notice to the CONSULTANT. Written notice will be by certified mail sent to the consultant's designated representative at the address provided by the CONSULTANT. B. In the event this Agreement is terminated prior to the completion of the work, a final payment shall be made to the CONSULTANT, which, when added to any payments previously made, shall compensate the CONSULTANT for the percentage of work completed. N:\PROJECTS\06-36 Police-City Hall Space Study\Gentry Professional Services Agreement.DOC [ Page 4 of 8 c. ,In the event this Agreement is terminated prior to completion of the work, documents that are the property of the CITY pursuant to Section II above, shall be delivered to and received by the CITY prior to transmittal of final payment to the CONSULTANT. XIV INDEMNIFICATION/HOLD HARMLESS CONSULTANT shall defend, indemnify and hold the CITY, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or resulting from the acts, errors or omissions of the CONSULTANT in performance of this Agreement, except for injuries and damages caused by the sole negligence of the CITY. The CITY agrees to indemnify the CONSULTANT from any claims, damages, losses, and costs, including, but not limited to, attorney's fees and litigation costs, arising out of claims by third parties for property damage and bodily injury, including death, caused solely by the negligence or willful misconduct of the CITY, CITY's employees, or agents in connection with the work performed under this Agreement. If the negligence or willful misconduct of both CONSULTANT and CITY (or a person identified above for whom each is liable) is a cause of such damage or injury, the loss, cost, or expense shall be shared between the CONSULTANT and the CITY in proportion to their relative degrees of negligence or willful misconduct and the right of indemnity shall apply for such proportion. Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the CONSULTANT, the CITY, and the officers, officials, employees, and volunteers of either, the CONSULTANT'S liability hereunder shall be only to the extent of the CONSULTANT'S negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the CONSULTANT'S waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. However, the CONSULTANT expressly reserves its rights as a third person set forth in RCW 51.24.035. XV INSURANCE The CONSULTANT shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the CONSULTANT, its agents, representatives, employees or subcontractors. No Limitation. CONSULTANT'S maintenance of insurance as required by the agreement shall not be construed to limit the liability of the CONSULTANT to the coverage provided by such insurance, or otherwise limit the CITY'S recourse to any remedy available at law or in equity. N:\PROJECTS\06-36 Pohce-City Hall Space Study\Gentry ProfeSSional Services Agreement.DOC [ Page 5 of 8 A. Minimum Scope of Insurance Consultant shall obtain insurance of the types described below: 1. Automobile Liability insurance covering all owned, non-owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 0001 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage; and, 2. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors, and personal injury and advertising injury. The City shall be named as an insured under the Consultant's Commercial General Liability insurance policy with respect to the work performed for the City; and, 3. Workers' Compensation cover~ge as required by the Industrial Insurances laws of the State of Washington; and 4. Professional Liability insurance appropriate to the Consultant's profession. B. Minimum Amounts of Insurance Consultant shall maintain the following insurance limits: 1. Automobile Liability insurance with a minimum limit of $100,000 per person/$300,OOO per accident limit for bodily injury and minimum limit of property damage of $50,000 per accident. 2. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate. 3. Professional Liability insurance shall be written with limits no less than $1,000,000 per claim and $1,000,000 policy aggregate limit. c. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions for Automobile Liability, Professional Liability and Commercial General Liability insurance: 1. The Consultant's insurance coverage shall be primary insurance as respect the City. Any insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not contribute with it. 2. The Consultant's insurance shall be endorsed to state that coverage shall not be cancelled, suspended or materially changed by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. C \Documents and Settlngs\Carol\My Documents\Documents\City of Port Angeles\Clty Light Operations Relocatlon\Gentry ProfeSSional ServIces Agreement DOC Page 6 of 8 3. Any payment of deductible or self-insured retention shall be the sole responsibility of the CONSULTANT. 4. The CONSULTANT'S insurance shall contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer's liability. D. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII. E. Verification of Coverage Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Consultant before commencement of the work. XVI APPLICABLE LAW This Agreement shall be construed and interpreted in accordance with the laws of the State of Washington, and in the event of dispute the venue of any litigation brought hereunder shall be Clallam County. XVII EXHIBITS AND SIGNATURES This Agreement, including its exhibits, constitutes the entire Agreement, supersedes all prior written or oral understandings, and may only be changed by a written amendment executed by both parties. The following exhibits are hereby made a part of this Agreement: Exhibit A(LO) - Light Operations relocation Scope of Work Schedule for the Work Exhibit A(CH) - City Hall space study Scope of Work Schedule for the Work Exhibit B(LO) and B(CH) - Budgets for Each Task Exhibit C - Consultant Labor Costs and Non-salary Reimbursable Costs N:\PROJECTS\06-36 Police-City Hall Space Study\Gentry Professional Services Agreement.DOC [ Page 7 of 8 IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year first written above. CITY OF PORT ANGELES APPjDVED AS TO ~ 11 A-: ]: WILLIAM E. BLOOR, CITY A TIORNEY ~~ MA OR CONSULTANT ATTEST: ~MA TITLE: ~ A~~~.-L1rm^ BECKY J. TO, CITY LERK- , , N"\PROJECTS\06-36 Police-City Hall Space Study\Gentry Professional Services Agreement.DOC [ Page 8 of 8 EXHIBIT A(LQ}, October 11, 2006 R ARCHITECTURE .OLLABORATIVE Gary Kenworthy, Deputy Dir. of Engineering Services City of Port Angeles Public Works & Utilities Department 321 E. 5th Street Port Angeles, W A 98362 Michael T. Gentry, AlA 1225 East Front Street Port Angeles, Wi\. 98362 Office: 360/4'57-7-;50 Fax; 360/457-2929 RE: Proposed Scope of Services for City Light Operations Relocation Dear Gary: We look forward to working together on the following scope ofthe work for relocating the City Light operations. As covered in the following summary, we have endeavored to include a comprehensive proposal which will include work needed by Gentry Architecture and our collaborative team of consultants who will bring much needed advice during this important stage of the planning and design process. PROJECT DESCRIPTION: The City of Port Angeles is planning to relocate the City Light Operations currently located on Front Street to the Operations Facility ("Corp Yard") at 17th & B Streets. Facilities to be considered will include truck docking areas, warehouse of approximately 5,000 s.f., material storage area of approximately 18,000 s.f., offices, crew areas, covered parking and administrative support areas. The primary site under consideration for locating the facilities will be the open areas to the north and east of existing maintenance and office facilities now located on the southwest portion of the site at 17th & B Streets. Options for siting the proposed facilities will be developed in order to study the interaction of existing and proposed facilities operations. The cost rangelbudget for the project is approximately $900,000. SCOPE OF SERVICES: PHASE I - PRE-DESIGN AND PRE-CONTRACT ~ PRE-DESIGN SERVICES (See ExhibitJr) It is recommended that this phase of work be completed prior to determining the final scope and consultant fees needed for Programming and Schematic Design. . Gary Kenworthy City Light Operations Relocation Oct. 11, 2006 Page 2 EXHIBIT A(LID 1-1 Project Feasibility These services will address project feasibility, impact on existing operations parking and security, regulatory/site constraints, determination of time schedules and order-of-magnitude estimates for total project costs. Coordination of engineering and other consultants, including civil & structural engineering (Clausen Engineers, Northwestern Territories, Inc.), environmental consulting (Westech Company), transportation, landscaping (ONA Landscaping), fuel system and fire protection consultants and others to determine anticipated scopes of work needed to complete I-I tasks. Provide information and coordinate communications between these consultants and Gentry Architecture Collaborative, City Light Operation representative and the Owner to determine preliminary approaches, designs and cost opinions. Attend meetings with consultants and Owner to present information obtained during PD-l tasks. Arrange for site survey, review of topography and boundaries, obtain consultant site data requirements, prepare list of testing companies and labs, arrange for soils tests, and advise as needed. Arrange for consultant site exam visit and meetings. Research SEP A go/no go to permitting agencies. Research possible future expansion needs. Meet with Owner and strategize to address critical site issues. Assist in early applications to the permitting agencies if needed. 1-2 Pre-Contract Tasks These services will assist the Owner in determining basic, additional or supplemental services needed to complete the project. Additionally, these services will ascertain method for awarding construction contract, review program requirements, time schedule for bidding, occupancy, budget/schedule/program objectives, general conditions used and proper form of agreements. Provide information as needed to consultants and others in order for the Owner to receive proposals for services. Direct consultant proposals to the Owner for review and approval. As these consultants are engaged by the Owner, prepare, distribute and maintain a project directory for all parties. 1-3 Project Programming Determine extent ofteam members' responsibilities in building design program and reconcile program and budget. Verify list of building functions, spaces, FF&E, growth projections, occupancies, room-by-room adjacencies diagram and matrix. Determine special requirements, preliminary parking and site related function, structural, mechanical, electrical, communications, and security systems. Also determine opportunity for LID (low impact development) opportunities for site design. Publish Program Document and distribute to team members for review and comment. ,. Gary Kenworthy City Light Operations Relocation Oct. 11, 2006 Page 3 EXHIBIT A(LQl SCOPE OF SERVICES: PHASE 11- SITE ANALYSIS AND SCHEMATIC DESIGN """ SITE ANALYSIS (See Exhibit ..() 11-1 Site Analysis The intent of this phase is to apply work completed in Phase I - Pre-Design and Pre-Contract to Site Analysis and Schematic Design. This will include analyzing zoning, code information, photographs, surveys and soils data to test assumptions concerning overall site layout, drainage, and site utilities. Prepare preliminary environmental study. Confirmation of site data by responsible parties is critical prior to proceeding with site design. This phase of the work will include updating the team directory, reviewing all cost estimates to date, assist in scheduling Schematic Design with the Owner's Representative, review the program, legal, site, code, space and special Owner requirements. Meet with and coordinate with the Owner to review site analysis conclusions. 11-2 Schematic Desilm This phase will include review of the schedule, budgets and program for compliance with the project intent and Owner's requirements. Check Program Document and revise per comments from team members' review in Phase 1. Review budget, legal, site, code and space and special requirements. Analyze systems, special equipment, FF&E and distribute lists. Prepare basic site plan, site sections, principal floor plans, descriptive view or elevation, illustrative sketches or digital model, if required. Calculate areas, volumes, efficiencies. Obtain probable construction costs from consultants and include in overall costs. Select construction cost estimating system. Submit Schematic Design to Owner and prepare optional design features, evaluate revisions and comments and document for review by Owner. Obtain approval of Schematic Design in preparation for Design Development through Construction Document Phase. DELIVERABLES: The following items will be provided to the client as deliverables: I Pre-Deshm Services 1-1 Project Feasibility Sub-consultant proposals for topographic survey, environmental and soils survey. Summary of Owner Zoning and code data summary for later use in program document. Commentary on overall project impact on existing operations parking and security, regulatory/site constraints. Project time schedules and order-of-magnitude estimates for total project costs. Gary Kenworthy City Light Operations Relocation Oct. 11, 2006 Page 4 EXHIBIT A(LQl 1-2 Pre-Contract Tasks Recommendation for awarding construction contract and statement of review of program requirements, time schedule for bidding, occupancy, budget/schedule/program objectives, general conditions used and proper form of agreements. Receive proposals for consultant services and direct to Owner for review and approval. Prepare a project directory and distribute to all parties. 1-3 Project Programming Listing of responsibilities in building design program and budget. Listing of building functions, spaces, FF&E, growth projections, occupancies, room-by-room adjacencies diagram and matrix. Listing of special requirements, preliminary parking and site related function, structural, mechanical, electrical, communications and security systems. Statement of LID (low impact development) opportunities for site design. Publish Program document and distribute to team members for review and comment. . II Site Analvsis and Schematic Desi!!n 11-1 Site Analvsis Statement of confirmation of site data by responsible parties. Updated team directory, reviewing all cost estimates to date, updated schedule for Schematic Design. Summary of program, legal, site, code, space and special Owner requirements and site analysis conclusions. Provide a site analysis overlay on consultants' combined site data maps. II -2 Schematic Desi!!n Updated team directory, program and schedule. Report on code, space and special Owner requirements, site plan & functional space plans in Autocad 2003 in plans, elevations and sections. Report on analysis of Mechanical, Electrical and Structural systems. Proposed budget. Preliminary review from regulatory and/or permitting agencies. Revised schedule, budgets and program for compliance with the project intent and Owner's requirements with comments from team members' review in Phase I. Probable construction costs from consultants. Submit Schematic Design to owner and prepare optional design features, evaluate revisions and comments and document for review by Owner. PROPOSED WORK SCHEDULE: . The Pre-Design and Pre-Contract work has been started over the past two months and will be on-going through the end of October 2006. " Gary Kenworthy City Light Operations Relocation Oct. 11, 2006 Page 5 EXHIBIT A(LQ} . Project Programming will take approximately 2 weeks with anticipated completion date of November 15,2006. . Site Analysis will take approximately 3 weeks and will overlap with Project Programming. Anticipated completion of Site Analysis will be November 30th 2006. . Schematic Design will take approximately 5 weeks with an anticipated completion date of January 8th, 2007. . Duration of work and anticipated dates for completion do not include time needed for Owner review and comment or waiting times needed for regularly scheduled committee or council work sessions or public meetings. Future Design Development Work: Work not included in this proposal which is to be done within the Design Development through Construction Document Phases will include the following: Environmental Engineering, review of hazardous and flammable materials, traffic design, civil engineering (per Clausen's proposal) and creation of Construction Documents. Future work will also include: Statement of preliminary power, communications, storm water design, soils test map and logs, surveys, preliminary transportation improvements design, preliminary water supply design, geotechnical site inspection and preliminary approach, preliminary design and costing for landscaping, wastewater and alternative wastewater treatment solutions, fuel and systems. CONSULTANTS: Coordination will be with Clausen Engineers, Northwestern Territories, Inc, Westech Company, ONA Landscaping, and others as required. REIMBURSABLE EXPENSES: Reimbursable expenses typically include: . Long-distance communications and courier shipments . Travel expense . Graphic reproductions, photographic supplies and processing . Perspective sketches, digital models and renderings beyond normal and customary sketches used during Schematic Design. , . . Gary Kenworthy City Light Operations Relocation Oct. 11, 2006 Page% ~ EXHIBIT A(LQ} 0- Exhibit K The following is a list of tasks selected by the Owner from the AlA Project Checklist to identify tasks requested by the owner for each phase of the project listed in the Scope of Work. Part 1. Light Operation Relocation scope and tasks will include the following: 1. Predesign: Project Feasibility A. Determine the impact of parking, security, regulatory constraints B. Determine general time schedule for design, cost estimating, design review, permit processing and construction C. Develop estimates for total project costs including 1. Topo survey and soils survey 2. Site preparation 3. Programming 4. AlE and special consultant compensation 5. On -site improvements 6. Permits 7. Testing and Inspection 8. Construction, FF&e, telecommunication 9. Security 10. Landscaping 11. Post-design services and contingency allowances 2. Pre-Contract: A. Ascertain method for award of construction contract B. Gather information from City Light and review program requirements C. Determine time schedule for bidding and occupancy D. Determine budget and basis E. Determine if project budget, schedule and program are compatible and realistic. F. Prepare project estimating and budget worksheet G. Verify form of General Conditions to be used H. Prepare Owner/Architect Agreement form for review and approval 1. Develop estimates for total project costs including 3. Programming: A. Determine roles of Owner, Architect and consultants in programming B. Reconsile design program with Owner's budget and advise C. Verify Owner's list of functions, spaces, FF&I D. Identify requirements for growth projects E. Identify "green building and site development" opportunities F. Identify specific departmental and room occupancies C G. Create room-by-room interaction diagram. H. Create bubble diagram of the departmental and room-by-room interaction matrix with important relationship rankings. 1. Determine Owner's spatial requirements Cfary Kenworthy City Light Operations Relocation Oct. 11, 2006 Page.;9 l EXHIBIT A(LQ), 1. Determine preliminary structural, mechanical, electrical and other engineering systems. 4. Site Analysis A. Gather information from City Light and review program requirements B. Determine time schedule for bidding and occupancy C. Determine budget and basis D. Determine ifproject budget, schedule and program are compatible and realistic. E. Prepare project estimating and budget worksheet F. Verify form of General Conditions to be used G. Prepare Owner/Architect Agreement form for review and approval H. Develop estimates for total project costs including I. Determine time schedule for bidding and occupancy J. Determine budget and basis K. Determine if project budget, schedule and program are compatible and realistic. L. Prepare project estimating and budget worksheet M. Verify form of General Conditions to be used N. Prepare Owner/Architect Agreement form for review and approval O. Develop estimates for total project costs including 1. T opo survey and soils survey 2. Site preparation 3. Programming 4. AlE and special consultant compensation 5. On -site improvements 6. Permits 7. Testing and Inspection 8. Construction, FF&E, telecommunication 9. Security 10. Landscaping ~ EXHIBIT A(LQl WESTECH COMPANY Environmental COMultlng ... Site Permitting October 10. 2006 Mr. Michael Gentry. AlA Gentry Architectum Collaborative 1225 East Front Street Port Angeles, WA 98362 Dear Mr. Gentry: As we discussed. ibis letter is intended as a Scope of Work and Agreement for Westech to perform a preliminary environmental study for the City's planned project at West Lauridsen Blvd. and the Tumwater Truck: Route. I have kept our initial tasks general si~ they am intended to provide jnformation on potential environmental conW'alnts and allow interaction with your preliminary schematic detlgn tasks. The Initial tasks . would propose am as follows: COnduct a Site reconnaissance of the property documenting cumilnt environmental conditions. This would look at environmental issues on the Site and potential effects on nearby property (for instance properties downhiU of the site or potential effects on Tumwater Creek, etc.). Coordinate with schematic design being carried out by Gentry Architecture COllaborative and the engineer/surveying team studying the Site. Plepam an initial environmental report indicating the current conditions on the property, potential impacts of the City's proposed project. and general mitigation which could be achieved 'through schematic design options. The mport wilt contain neCetSary text, tabular data and graphics (maps, charts. drawings). Prepare proposals 10 help resolve specifIC environmental issues or to prepam permitting documents necessary for the project to go forward (this would potentially involve SEPA documentation, mitigation plans, sampling plans for potentially toxic compounds or other permit IeIated work. Timeframe for these studies is expected to be governed by coordination with Gentry ArchitectUfe and the engineerlsurveying team ClausenINTI. Task 1) Task 2) Task 3) Task 4) P.O. Box 2816'" PorlAngeIR. Washington 98362'" Telephone: (360) 565-1383 ... Fax: (380) 462-6108 email: bshea@tenforWarcLcom -, EXHIBIT AfLQl Mr. Michael Gentry October 10. 2006 Page Two These tasks should ideally begin at the initiation of the design and engineering work and should be performed in parallel with Gentry Architecture's schematic design studies. Such a schedule would minimize the chance that considerable design. surveying or engineering work would be done on an alternative project layout which is environmentally non-feasibfe. This Scope only applies to the property at Tumwater and West Lauridsen. however, we can also assist at other City light facirrties of interest including Valley Street substation or the City Light facility on Front Street. In the past. we have worked for the C~ on several enVironmental projects including cleanup of a former substation at 6#1 and Albert Streets. Our budget would depend on how the project evolves. I would estimate that our initial (Draft) report can be completed within 30-60 days of commencement of the project. At that point. we would propose a joint meeting between the City. Gentry ArchitsCture, NTI and oursefves to detennine potential project alternatives which should be studied further environmentally. OUr budget up to the draft report is estimated to be $2,500 - $3,000 for the four tasks above (mvoiced at standard rates (enclosed) not to exceed $3,000.00 without further authorization by the client). That budget includes on-site time, writing and report preparation, plus meetings (total 20 hours of professional time) plus staff support time for fieldwork and report preparation. Please let me know if you need additional detaR or have questions regarding this proposed Scope of Work. Thank you. Sincerely, .~fl~~ G. Bradford Shea, Ph.D.. REA, ASI Principal Scientist GBSIms Authorized: Date: Client Wile lB5 D Clausen $ftnj](C;ftl!1lW@)~ E. n WB nglneersn ulJi]~lD c:: EXHlnIT AI LO " Proposal P01 To: Mike Gentry Gentry Architecture 1225 Front Street Port Angeles, Wash 98362 Email: michael@gentryarchitecture.com From: Kers Clausen Date: October 11, 2006 Project: City Light Operations Relocation Port Angeles, W A Job No: 23266 We appreciate the opportunity tq offer our professional Civil and Structural Engineering services for site analysis and the Schematic phase of the referenced project. We understand you are arranging for a Survey and Geotechnical Report to be used as a baseline for our work. The bulk of our preliminary design services will be completed later in the Design Development phase where we propose to create the detailed overall site plan which is normally used to create grading plans, utility plans, storm water discharge plans, and parking plans. Portions of this future Design Development phase may be needed to be included in the Schematic phase for the City to have enough information to respond to the feasibility of the project. The Structural work will be limited to simple building systems analysis assuming single story buildings and response to the Geotechnical report. Actual Structural design will be deferred to the Design Development and working drawing phases. Our services for the Schematic phase of this project will include the following Pre-design Services Review the City's operations plans and comment on feasibility of project Aid in creating program for the Project Site Analysis and Schematic Design Aid in to creating permitting, design, and construction schedule Review the survey and provide commentary W"\23200\23266\P01. wpd Page 1 of 2 1727 64TH Street. Emeryville . California . 94608 . (510) 655 - 4144 tel . (510) 655 - 1133 fax 1808 West Fifth Street, Port Angeles, Washington, 98362 . (360) 452-3223 tel . > WD ~ D Clausen ~fiw[U]@fi[U]W@l~ Engineers~ ~1lil@D EXHluIT A L we c:= Proposal P01 Create sketches for overall and alternate basic site plans Provide alternative building analysis to review different types of buildings Provide construction estimates for Civil and Structural work Our proposal is based on the assumption that the survey provided will have all the pertinent information such as meets and bounds, locations of existing buildings, utility locations, topography, and locations of existing easements. We assume this survey will be provided in electronic format such as AutoCad. Based upon our evaluation of the project, we will provide Schematic Civil design services for $5,000 and Schematic Structural design alternative analysis services for $2,000, subject to the limitations listed in this document. This Project may require some Design Development work to be included with the Schematic design phase as the site configuration may warrant additional studies before the decision making can be completed. We offer the following additional services: Analyze parking and create a parking plan for both employees and City vehicles Review water flow from fire hydrants and create utility plans Provide preliminary grading plans Provide stormwater plan including review of stormwater filtering options Incorporate ADA accessibility to grading plans This Civil Design work for the Design Development services defined above should be budgeted at an additional $20,000 and can be completed in three weeks. If you have any additional questions, or needs, please call. W:\23200\23266\P01.wpd Page 2 of 2 1727 64TH Street. Emeryvllle . California. 94608 . (510) 655 - 4144 tel. (510) 655 - 1133 fax 1808 West Fifth Street, Port Angeles, Washington, 98362 . (360) 452-3223 tel . , Oary Kenworthy City Light Operations Relocation Oct. 11, 2006 R&~1l C EXHIBIT B(LQl PROFESSIONAL FEES - BASIC SERVICES: The following are hourly estimates for each phase of the project included in this scope of services. A Schedule of Fees is attached for your reference. Phase I: PRE-DESIGN I-I Project Feasibility 1-2 Pre-Contract Tasks 1-3 Project Programming SUB-TOTAL: $ 3,200 3,000 4.500 $10,700 Phase II: SITE ANALYSIS & SCHEMATIC DESIGN II-I Site Analysis Consultant Fees:* Site toposurvey (NT!) . Geotech survey and report (NT!) Site Analysis Civil Design (Clausen) Environmental Study (Westech) $ 4,000 SUB-TOTAL: 7,400 5,000 5,000 3.000 $24,400 II-2 Schematic Design (6 sheets)** Cover Sheet Proposed Site Plan Site Sections Floor Plans Elevations Sketches or model $20,000 TOTAL ESTIMATE OF FEES: $55,100 * See attached proposals from Clausen Engineers, NTI and Westech. These services may be contracted directly with the City of Port Angeles under separate contracts. If the consultant contracts are billed through Gentry Architecture, a 5% markup will be added. * * Includes structural engineering consultant fee of $2,000 (Clausen). Note: This is a preliminary estimate. A more accurate fee estimate may be determined upon completion of Phase I Invoices will be submitted monthly and are payable within thirty days of receipt. We require a mobilization fee of 10% or $5.510.00 which will be applied to our final billing. LJ,;. ~ October 11, 2006 "D~ " ARCHITECTURE 'OLLABORATIVE Gary Kenworthy, Deputy Dir. of Engineering Services City of Port Angeles Public Works & Utilities Department 321 E. 5th Street Port Angeles, W A 98362 Michael T. Gently, AlA 1225 East Front Street POIt Angeles, "%\ 98362 Oft1cc: 360/457-7550 Fax: 360/457-2929 RE: Proposed Scope of Services for City Hall Space Study Dear Gary: We look forward to working together on the following scope of the work for the space study for City Hall. As covered in the following summary, we have endeavored to include a comprehensive proposal which will include work needed by Gentry Architecture and our collaborative team of consultants who will bring much needed advice during this important stage ofthe planning and design process. PROJECT DESCRIPTION: This space study wil~ focus on the existing City Hall and Vern Burton Community Center located at 5th and Peabody Streets and possibly other facilities related to City Hall operations in the immediate area surrounding City Hall. The primary site of the study will be the areas bounded by 4th, 5th and Peabody Streets and the west property line of the City Pool. No cost range or budget has been determined in relationship to anticipated remodeling/additions. SCOPE OF SERVICES: PHASE I - PRE-DESIGN ,,\. PRE-DESIGN SERVICES (See ExhibitA) 1-1 Project Feasibility These services will address project feasibility, observe existing building conditions, pedestrian and work flow advantages and barriers and prepare directory of those being interviewed to establish departmental missions, goals and strategies. Coordinate with City Manager, Attorney, Community and Economic Development, Finance, Police and Public Works and Utilities to determine current and future space needs for each department and overall interactions between departments. . . tJ crary Kenworthy City Hall Space Study Oct. 11,2006 EXHIBIT A<<:.!D. Page 2 Arrange to review as-built plans, review ADA compliance, obtain any consultant data on hvac, electrical, security or other important systems to be considered in space changes or additions. Identify any specialized consultants (i.e. computers, communication, security, etc.). Arrange for consultant team site visit and meetings. Research needs of permitting agencies. Research operating light, noise and indoor air quality issues and opportunities for "built green" improvements. Research possible future expansion needs. Meet with Owner and strategize to address critical space planning issues. Assist in early applications to the permitting agencies, if needed. 1-2 Pre-Contract Tasks These services will assist the Owner in determining basic, additional or supplemental services needed to complete ttie project. Additionally, these services will ascertain possible methods for awarding future remodeling/construction contracts, review space needs requirements, time schedule for bidding, occupancy, budget/schedule/program objectives, general conditions used and proper form of agreements. Provide information as needed to consultants and others in order for the Owner to receive proposals for services related to specialized information or office systems. Direct consultant proposals to the Owner for review and approval. As these consultants are engaged by the Owner, prepare a project directory and distribute to all parties. 1-3 Space Programming Determine extent ofteam members' responsibilities in building space programming and reconcile program and budget. Verify list of spaces and functions, spaces, FF &E, growth proj ections, occupancies, room-by-room adjacencies diagram and matrix. Determine special requirements, accessibility and site related functions and mechanical, electrical, communications, security systems requirements. Also determine opportunity for natural lighting, ventilation and energy savings. Publish Space Program document and distribute to team members for review and comment. SCOPE OF SERVICES: PHASE II -SCHEMATIC DESIGN (See Exhibit A) 11-1 Space Analvsis This step of planning considers all aspects of the project including construction, painting, carpeting, cabling, furniture installers and movers. The process begins with the current layout of your office (whether occupied or empty) including the location of electrical wiring and outlets, voice and data connections, odd-shaped rooms and walls, columns, and any other unique features of City Hall space. This information is placed in a CAD "as- built" drawing to enable us to easily locate any aspect of your facility while creating a permanent record of your building space. As-built drawings are invaluable for future space planning, human resources management and furniture inventory. This will include analyzing building code information, interior photographic, surveys and other data to test assumptions concerning overall space layout, power & lighting, indoor environmental issues and .l CJary Kenworthy City Hall Space Study Oct. 11,2006 EXHIBIT A(!JD Page 3 site relationships. Confirmation ofthis data by responsible parties is critical prior to proceeding with a final recommendation for improvements. 11-2 Schematic Desi2n The intent of this phase is to apply work completed in Phase I - Pre-Design, Pre-Contract and Space Programming and II-I Space Analysis to a schematic level concept for changes and/or additions at the City Hall property to meet current and future needs. This phase of the work will include updating the team directory, reviewing all cost estimates to date, assist in scheduling Schematic Design with the Owner's Representative, review the space program, legal, code, space and special Owner requirements. Meet with and coordinate with the Owner to review space analysis conclusions. Also included will be a review of the schedule, budgets and program for compliance with the project intent and Owner's requirements. Check Space Program Document and revise per comments from team members review in Phase 1. Analyze systems, special equipment, FF&E and distribute lists. Prepare simple site plan, room sections, principal floor plans, descriptive view or elevation, photographs, and illustrative sketches or digital interior model if required for natural lighting analysis. Calculate areas, volumes, efficiencies. Obtain probable construction costs from special consultants and include in overall costs. Select construction cost estimating system. Submit Schematic Design to Owner and prepare optional design features, evaluate revisions and comments and document for review by Owner. Obtain approval of Schematic Design in preparation for Design Development through Construction Document Phase. DELIVERABLES: The following items will be provided to the client as deliverables: I Pre-Desi2n Services 1-1 Project Feasibility Special consultant proposals for communication, computers, mechanical and electrical systems, etc. Submit summary of code data for later use in program document. Commentary on overall project impact on existing operations, parking and security, regulatory/site constraints. Submit project time schedules and order-of-magnitude estimates for total project costs to compare to project budget. Listing of operating light, noise and air quality issues, "built green" opportunities, energy saving opportunities, possible future expansion needs and critical site issues. List of early applications to the permitting agencies if needed. 1-2 Pre-Contract Tasks Updated project directory and list of programming responsibilities and distribute to project team. Recommendation for awarding construction contract and statement of review of program requirements, time schedule for bidding, occupancy, budget/schedule/program objectives, general conditions used and proper form of agreements. .' · ,;.. >>Gary Kenworthy City Hall Space Study Oct. 11, 2006 Page 4 EXHIBIT A(Qn 1-3 Project Programming Listing of responsibilities in building space program and budget. Listing of space functions, spaces, FF&E, growth projections, occupancies, room-by-room adjacencies diagram and matrix. Listing of special requirements, preliminary parking and site-related function, structural, mechanical, electrical, communications, and security systems. Statement of "Built Green" opportunities for interiors improvements and energy savings. Publish Space Program document and distribute to team members for review and comment. II Schematic Desien 11-1 Space Analvsis Provide current layout of spaces, including the location of electrical wiring and outlets, voice and data connections, odd-shaped rooms and walls, columns, and any other unique features of City Hall spaces. Provide listing of carpeting, construction, painting, cabling and furniture. Provide a CAD "as-built" drawing as permanent record ofthe"building space. List building code information and provide important interior photography, surveys and other data to test assumptions concerning overall space layout, power & lighting, indoor environmental issues and site relationships. II -2 Schematic Desien Update Space Program document following Space Analysis step and update the team directory. Provide update of cost projections and updated project schedule to include DD through CA phases. Obtain Owner authorization on Space Program, special systems, FF &E and direct theselto be used in design. Prepare simple site plan, room sections, principal floor plans, descriptive view or elevation, photographs, illustrative sketches or digital interior model, if required, for natural lighting analysis. Show calculated areas and volumes. Provide probable construction costs and select final construction cost estimating system. Submit Schematic Design to Owner and prepare optional design features, evaluate revisions and comments and document for review by Owner. PROPOSED WORK SCHEDULE:* · The Pre-Design and Programming Services will take approximately 6 weeks with anticipated completion by November 30th, 2006. · Space Analysis and Schematic Design will take approximately 8 weeks with anticipated completion date of January 30th, 2007. * Duration of work and anticipated dates for completion do not include time needed for completion of this agreement, owner review and comments or waiting times needed for regularly scheduled committee or council work sessions or public meetings. It ~I ," eary Kenworthy City Hall Space Study Oct. 11, 2006 Page? 5' EXHIBIT A(.Qll ~ Exhibit.K The following is a listing of steps in the Space Planning Process. Steps in the Space Planning Process 1. Obtain all applicable data and as-built drawings. 2. Work with staff and managers to determine needs, analyze and publish space programming document as guide through project 3. Establish preliminary estimates of expected costs and funding. 4. Develop an approved space plan through departments and regulatory agency. 5. Have plan approved authorized owner's representatives 6. Work with special consultants to plan and implement plan for changes and/or expansion 7. Determine best methods to order FF&E and cabling, wiring, carpet and phones, etc. 8. Consult with installers to determine critical path for future installations. 9. Interview department representative(s) for purpose and functions and to clarify your requirements and priorities. · 10. Develop project needs by assembling information about staffing numbers, program needs, and storage so your work units, equipment and storage can be arranged for the best efficiency. 11. Find creative ways to make workspaces more professional-looking and organized. 12. Prepare alternate plans with AutoCAD to illustrate your architectural and furnishing options. 13. Determining if furniture systems is a good solution for work groups. 14. Study systems furniture, furniture, interior finishes, paint, carpet, and informational and directional signs. 15. Prepare furniture layout plans, which you can then place an order from and use during the installation. 16. Monitor and review work regarding compliance with codes, compliance with city planning policies and standards, and materials and finish selections for quality, design, and value engmeenng purposes. 17. Prepare floor plan drawings for your consultants showing items 18 - 23. 18. Locations of walls to be demolished and new walls being constructed. 19. Locations of existing electrical and phone/data in walls being demolished. 20. Locations of new electrical and phone/data in existing or new walls being constructed. 21. Location of new power poles and base power-ins. 22. Locations of copiers, printers and fax machines. 23. Marking critical dimensions on floor plans. 24. Prepare space plan drawings of furniture arrangement and, if needed for systems layout, panel sizes, kinds and heights, location of power, work surfaces, storage items and dimensions to locate pods of workstations. .. ,. ~. ." Gary Kenworthy City Hall Space Study Oct. 11, 2006 ~ EXHIBIT B(QIl REIMBURSABLE EXPENSES: Reimbursable expenses, payable as incurred, typically include: . Long-distance communications and courier shipments . Travel expense . Graphic reproductions, photographic supplies and processing . Perspective sketches, digital models and renderings beyond normal and customary sketches used during Schematic Design. PROFESSIONAL FEES - BASIC SERVICES: The following are hourly estimates for each phase of the project included in this Scope of Services. A Schedule of Fees is attached for your reference. Phase I: PRE-DESIGN 1-1 Project Feasibility 1-2 Pre-Contract Tasks 1-3 Project Programming SUB-TOTAL: $ 1,200 800 3.000 $ 5,000 Phase II: SCHEMATIC DESIGN II-I Space Analysis Special consultants TBD* $ 3,500 TBD 11-2 Schematic Space Design (5 sheets)** Cover Sheet As-Built Plans and Simple Site Diagram As-Built with Space Analysis/Comments Proposed Floor Plans Sections, Elevations, Sketches $10,000 TOTAL ESTIMATE OF FEES: $18,500 * Consultant services may be contracted directly with the City of Port Angeles under separate contracts. If the consultant contracts are billed through Gentry Architecture, a 5% markup will be added. ** Note: This is a preliminary estimate. A more accurate fee estimate may be determined upon completion of Phase I Invoices will be submitted monthly and are payable within thirty days of receipt. We require a mobilization fee of 10% or $1.850.00, which will be applied to our final billing. >J I , '" -. ~ d. '1 ' i- GENTRY ARCHITECTURE COLLABORATIVE 1225 E. Front Street EXHIBIT C Port Angeles, W A 98362 (360) 457-7550 FEE SCHEDULE Updated January 1, 2006 Principal Architect $110.00/hr. $85.00/hr. $75.00/hr. $40.00/hr. Associate CADD Operator Ad ministrative/Clerical REIMBURSIBLE RA lES ITEM RATE Printers & Plotters HP 8 % x 11 - color $1.00/sheet HP 11 x 17 - color $1.75/sheet CADD Plots Encad Bond - black & white $2.50/sheet Encad Bond - color $2.50/sq ft Encad Bond - coated color $3.00/sQ ft Copying I Photocooies - 8 % x 11 $.05/each / Photocooies - 11 x 17 $.10/each I Faxes $.50/page I I Mileage ! Auto/truck 44.5 cents per mile * I I *Mileage rate shall be the current allowable rate as published by the Internal Revenue Servi~e at the time the mileage was incurred. The rate effective January 2006 is 44.5 cents per mile. Note: Fees and reimbursement rates will be reviewed and adjusted annually effective January 1 st of each year.