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Home My WebLink AboutO-1999-2318 e e ORDINANCE NO. 99- 2 3 1 8' AN ORDINANCE APPROVING AND AUTHORIZING AN AGREEMENT BETWEEN THE CITY OF LA PORTE AND BUD BEETS HARDEN KOLFLAT ARCmTECTURE, INC., TO PROVIDE PROFESSIONAL ARCmTECTURAL SERVICES FOR AN EMERGENCY OPERATIONS CENTER/TRAINING FACILITY PLANNING STUDY AND REPORT; PROVIDING FOR AN INITIAL APPROPRIATION OF $18,400, TO FUND SAID CONTRACT; MAKING VARIOUS FINDINGS AND PROVISIONS RELATING TO THE SURJECT; FINDING COMPLIANCE WITH THE OPEN MEETINGS LAW; PROVIDING AN EFFECTIVE DATE HEREOF. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF LA PORTE: Section 1. The City Council hereby approves and authorizes the contract, agreement, or other undertaking described in the title of this ordinance, in substantially the form as shown in the document which is attached hereto and incorporated herein by this reference. The City Manager is hereby authorized to execute such document and all related documents on behalf of the City of La Porte. The City Secretary is hereby authorized to attest to all such signatures and to affix the seal of the City to all such documents. City Council appropriates the initial sum not to exceed $18,400 for site analysis, programming, and master planning, from Fund No. 015, to fund said contract. Section 2. The City Council officially finds, determines, recites, and declares that a sufficient written notice of the date, hour, place and subject of this meeting of the City Council was posted at a place convenient to the public at the City Hall of the City for the time required by law preceding this meeting, as required by the Open Meetings Law, Chapter 551, Texas Government Code; and that this meeting has been open to the public as required by law at all times during which this ordinance and the subject matter thereof has been discussed, considered and formally acted upon. The City Council further ratifies, approves and confirms such written notice and the contents and posting thereof. e e Section 3. This Ordinance shall be effective from and after its passage and approval, and it is so ordered. PASSED AND APPROVED, this 12111 day of April, 1999. BY:~4/k4Q , orman L. Malone, Mayor ATTEST: ~,otJ!.J1fjj M a A. Gillett, City Secretary ox W. Askins, City Attorney " e e Wednesday, April 07, 1999 Mr. John Joems, Assistant City Manager City of La Porte, Texas P.O. Box 1115 604 West Fairmont Parkway La Porte, Texas 77572-1115 RE: City of La Porte, Texas Emergency Operations Center/Training Facility Proposal for Professional Architectural Services Dear Mr. Joems: Budd Beets Harden Kolflat - Architecture is pleased to submit this proposal for services based on our meeting with you and your staff, the material sent to us after that meeting, and on our understanding of your intent and your needs. It is our intent that I be the "team leader" from our office; I can assure you of my total commitment to the successful conclusion of your project. Ray Beets will join me for many of the activities and also provide insight from his recent experience with the City of Sugar Land. PROPOSAL Our proposal is in two parts: Pre-Design Services, and then - but only if authorized -- Basic Architectural Services. We also propose that the scheduling of services on this project be coordinated with the similar services being offered to you in connection with similar Pre-Design Services (part One) for the Police & Municipal Court Building (Exhibit C, attached). This will allow some overlapping of efforts and economies of time, even though the end products and the billing for the services can and will be kept separate. An outline of specific scheduled activities that we propose for this phase of service is attached (Exhibit B, attached). This list of activities is the essence of this proposal. A proposed time schedule for this phase is also attached. PROJECT DESCRIPTION B2HK will assist the City in preparing a Planning Report that will defme the scope of a new Emergency Operations Center. During normal times the Center will double as a training facility. A conference room in the existing Fire Station now serves this purpose. Partial funding for this Proposal- Emergency Operations ~er City of La Porte, Texas Wednesday, April 07,1999 Page 2 of3 e project exists, but the total amount to be budgeted and obtained is dependent upon the size and scope that is defined in the completed Planning Report SCOPE OF SERVICES PREDESIGN (pART ONE) This first phase of services would include a series of in-depth staff interviews, an analysis of fmdings from those interviews, development of construction budgets, and the preparation of a fmal Report. There is no provision at this time for any additional meetings, if any, with outside groups, such as the Citizens' Advisory Committee (CAC). There is no provision for studies of alternate sites for the facility, either. We can undertake these services, if authorized. Services in connection with visits to completed facilities of a similar nature are not included but they can be provided, if desired. Twenty-five (25) copies of the Report would be provided as part of this proposal, and the actual cost of printing would be billed as a reimbursable expense. BASIC ARCIDTECTURAL SERVICES (pART TWO) Any subsequent services would be optional and dependent upon authorization given by the City of La Porte to proceed with the project as a whole. If authorized, we would propose they be provided using the City's standard form, styled "Agreement Between Owner and Architect for Professional Services." COMPENSATION FOR SERVICES PREDESIGN (pART ONE) Proposed on an Hourly Basis using pre-estabiished hourly billing rates (Exhibit A, attached), and based on expending up to 144 manhours, with a maximum fee of $14,400, not to be exceeded unless authorized by the City of La Porte. In addition to the above fee for services would be reimbursable expenses mutually agreed upon, estimated not to exceed $4,000. Examples would include reproduction costs at commercial rates, or equivalent if performed in-house, fax transmissions and long distance telephone calls, and courier services for delivery between the offices of the City and the Architect. Billing for Compensation and Reimbursable Expenses would be combined for this project alone, and submitted monthly, with payment expected within three weeks thereafter. Proposal- Emergency Operations Ar City of La Porte, Texas Wednesday, April 07,1999 Page 3 00 e BASIC ARCIDTECTURAL SERVICES (pART TWO) Compens~tion for subsequent Professional Services would be negotiated on the basis of the project scope that would be approved by the City. OTHER ITEMS The Firm carries various policies of general insurance that meet and/or exceed the limits stated in the Professional Services Agreement normally used by the City. A Certificate of Insurance showing the limits and characteristics of these policies will be prepared and sent directly to you by our agent, once this proposal has been accepted. As evidence of the acceptance of this proposal and of its use as an Agreement for Services, the parties hereto have executed it as of the day and year first written above. OWNER: CITY OF LAPORTE ARCHITECT: BUDD BEETS HARDEN KOLFLAT - ARCIDTECT , ~~ T: ~~ City Manager ATTEST: \. A1/lltilAfA /1 !1{li-t'L{ ~creta.ry (SEAL) . APPROVED AS TO FORM: ae~ City Attorney , Attachments: Exhibit A, Rates Exhibit B, List of Activities, Fee, Manhours Exhibit C, Combined Projects Schedule e e SCHEDULE OF HOURLY BILLING RATES BY STAFF CATEGORY POSITION HOURLY RATE Principal Project Architect Architect ill Architect II Architect I Intern Architect Senior CADn Operator CADn Operator Specifier Construction Administrator Secretary SIOO.OO 88.00 76.00 65.00 55.00 48.00 62.00 42.00 70.00 70.00 40.00 The above Billing Rates are inclusive of markups covering indirect salary costs, personnel expenses, overhead expenses and profit. Reimbursable Expenses Expenses would include facsimile transmissions, long distance telephone calls, model building, photography, color delineation, plotting, reproduction of documents, non-local travel and subsistence and parcel delivery service. Reimbursable Expense are billed at cost. Rates are modified yearly. The next modification will occur on or near March 1,2000. ~ EXHIBIT A City of La Porte 04/07/99 e e Preoaration (Before staff interviews) Mission statement (COLP), Staff Count (COLP), Organ. Charts (COLP), Preliminary (Calendar time: One week) List of Needs (COLP), Initial Program Data (B2HK), Identify guidelines/standards, if any;Gaili~doromemsthM Describe existing building (COLP); identify site options, if an COLP Interviews (two "rounds") (B2HK will lead interviews in boili "rounds," determine ocropancies, functions, spaces, sizes, relationships, equipment, furnishings, future needs, possible need for outside consultants, i.e., security, communications? Analvsis of Needs (B2HK) (COLP) (Calendar time: Two weeks) Fire Department (I group, per Chief Sease); Week #2-Round One, FD and MC: 24 manhrs. $2,400 Week #3-Round Two, FD and MC: 20 manhrs. $2.000 $4,400 City administration (1 group, per Mr. Joerns); (Conference Memos prepared by B2HK) List of Spaces, sketches of individual rooms with furnishings and equipment (B2HK), Relationship Dia ams COLP Construction, Equipment, Furnishings, and Contingencies (time, design, construction) (Calendar time: Two weeks) Week #4,5: 40 manhrs. $4,000 Develoo Bud2et (B2HK) (progress meeting wI COLP at conclusion Final Reoort Architectural Program. Budget. Overall Pro' ect Schedule ~ 'r~t~I...~ ~.~n~~i~Y;;~;;:ti",;~J~! ~~~;.:.~~? J' '~':,:;2'~!,~~~,);;::,f;/~;rl.~f;;;~~.t~~~~~~~?:~.. ~~Z\~~~~~9:~} (Calendar time: One week) Week #8: 20 manhrs. $2,000 Establish format, contents. Finalize text/graphics. Q: Who shall print? COLP? (Calendar Time: Two weeks, plus printing) Weeks #9,10: 40 manhrs.$4,000 EXHIBIT B-EOCITF Emergency Operations Centerlrraining Facility City of La Porte, Texas List of Activities 4/7/99 COMBINED PROJECTS SCHEDULE Emergency Operations Center Police Municipal Court ji-~~<: I I !9Bi -I- 4n/99 - I - - - - City of La Porte, Texas Interviews - Police & MC (1st Round) Interviews - Police & MC (2nd Round} Interviews - EOCII'F (1st Round) Interviews - EOCffF (2nd Round) Prepare Memos, Pro~ress Reports Analysis of Needs - Police & MC An~y~sofN~s-EOCII'F Develop Budget - Police & MC Develop Bud~et - EOCII'F Final Report - Police & MC Final RePOrt - EOCII'F Printing - Police & MC Printing - EOCII'F Exlubit C B2HK. Proposal