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HomeMy WebLinkAboutO-1999-2317 e e i.- "- ~ ..... ORDINANCE NO. 99- 2 3 1 7 AN ORDINANCE APPROVING AND AUTHORIZING AN AGREEMENT BETWEEN THE CITY OF LA PORTE AND BUD BEETS HARDEN KOLFLAT ARCmTECTURE, INC., TO PROVIDE PROFESSIONAL ARCHITECTURAL SERVICES FOR THE CITY POLICE DEPARTMENT AND MUNICIPAL COURT PLANNING STUDY AND REPORT; PROVIDING FOR AN INITIAL APPROPRIATION OF $23,500, TO FUND SAID CONTRACT; MAKING VARIOUS FINDINGS AND PROVISIONS RELATING TO THE SUBJECT; 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 $23,500 for site analysis, programming, and master planning, from Fund No. 015. to fund said contract. Section 2. The City Council officially fmds, 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 12th day of April, 1999. By:~~~~ Norman L. Malone, Mayor ATTEST: ox W. Askins, City Attorney "1 e e . .. VVednesday,i\pril07,1999 Mr. John Joems, i\ssistant 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 Police & Municipal Court Building 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 on a similar project. 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 Emergency Operations Center (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. i\ proposed time schedule for this phase is also attached. PROJECT DESCRIPTION B2HK will assist the City in preparing a Planning Report that will define the scope of a new Police & Municipal Court Facility. The Report will identify the Scope of Work (construction), and the general planning direction for the future. One critical decision to ... ..... ... " Proposal-Police & Municipal Court e City of La Porte, Texas Page 2 of 4 Wednesday, April 07. 1999 e be made is whether to expand or to build new, and whether to do it on the existing site or on a new site. SCOPE OF SERVICES PREDESIGN (pART ONE) This first phase of services would include a series of in-depth staff interviews, an analysis of findings from those interviews, development of budgets, and the preparation of the final Report. It will also include a limited walk-through of the existing building and the review of the available related documents of the existing 24,000-gsf facility. For this purpose of a general review, we have budgeted 10 hours of combined architectural and engineering time. 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. Since the "state of the art" in police, detention, and court facility design is constantly changing, the City may decide also to visit completed facilities in order to determine the best direction. This proposal does not include any time for such visitation, but we would be happy to provide it, if authorized. Any in-depth analysis of the existing building and its systems (structural, electrical, mechanical, compliance with codes and ADA guidelines), is outside the scope of this Proposal at this time. However, we would be happy to provide it if authorized. BASIC ARCIflTECTIJRAL 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-established hourly billing rates (Exhibit A, attached), and based on expending up to 195 manhours, with a maximum fee of $ 19,500, not to be exceeded unless authorized by the City of La Porte. In addition to the fee for services would be our billing for legitimate reimbursable expenses mutually agreed upon, which are estimated to not exceed $4,000. Examples would include reproduction costs at 8-2 .: e Proposal- Police & Municipal Court City of La Porte, Texas Page 3 of4 Wednesday, April 07, 1999 e commercial rates, or equivalent if performed in-house, fax: transmissions, long distance telephone calls, courier services for delivery between the offices of the City and the Architect, and "per diem" expenses if visits are outside of the metropolitan Houston area. The above fee excludes time that may be spent in visiting complete projects, because the extent of visits has' not been established. Should visits be deemed appropriate, our services would be offered on a daily rate of $600-800 per day, depending on the personnel involved. If a detailed analysis of the existing building is deemed necessary, our own in-house services would be offered on an hourly basis, and services of an engineer offered at their normal billing rate times our own administrative markup of 10%. Billing for Compensation and Reimbursable Expenses would be combined for this project alone and submitted monthly, with payment expected within three weeks thereafter. BASIC ARCmTECTURAL SERVICES (pART TWO) Compensation for subsequent Professional Services would be negotiated on the basis of the project scope that would be approved by the City. Without knowing the Scope of Work, it is impossible to propose what the fee for Phase Two services would be. However, this will be developed at the conclusion of Part One when project scope and approximate construction cost have been better defined. 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 G>~ T. \-\~ City Manager . " e Proposal - Police & Municipal Court City of La Porte, Texas Page 4 of 4 Wednesday, April 07, 1999 e ATTEST: APPROVED AS TO FORM: fi2;;/2 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 III Architect II Architect I Intern Architect Senior CADn Operator CADn Operator Specifier Construction Administrator Secretary $100.00 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 Activity Individual Steps Manhours, Fee Preoaration Mission statement (COLP), (Before staff interviews) Staff Count (COLP), Organ. Charts (COLP), Preliminary (Calendar time: One week) List of Needs (COLP), Initial Program Data (B2HK), Identify guidelines/standards, if any; Gather documents that Describe existing building (COLP); identify site options, if any (COLP) Interviews (two "rounds") (Calendar time: Three weeks) {B2HK will lead interviews Police Department (8 groups, in both "rounds" with staff; per Chief Powell) Week #I-Round One, Police: determine occupancies, 56 manhrs. $5,600 functions, spaces, sizes, Municipal Court (I group, per relationships, equipment, John Joerns) Week #2-Bldg Review: furnishings, future needs, 10 manhrs. $1,000 possible need for outside (Conference Memos prepared Week #3-Round Two, Police: consultants, i.e., security, by B2HK) 24 manhrs. $2.400 communications? $9,000 Analvsis of Needs List of Spaces (B2HK); (Calendar time: Three weeks) (B2HK) Sketches of individual rooms (COLP) with furnishings and equipment Weeks #4,5,6: 45 manhrs. (B2HK);Relationship Diagrams $4,500 (COLP); Review of Existing relevant documents (B2HK +). Develop Budeet Construction: New? (Calendar time: One week) (B2HK) Renovation + Addition? Equipment: Jail? Security? Week #7: 20 manhrs. $2,000 (Progress meeting wi COLP Communication? at conclusion) Contingencies to use for time, design variations, construction cost. Final Report Establish format, contents. (Calendar Time: Two weeks, Architectural Program. Finalize text/graphics. plus printing) Budget. Q: Who shall print? COLP? Weeks #9, 10: 40 manhrs. Overall Project Schedule $4,000 Total- Police & 9 groups 195 manhours $19,500 Municioal Court EXHIBIT B-P&MC Police & Municipal Court City of La Porte, Texas List of Activities 4/7/1999 .' Police Municipal Court . l COMBINED PROJECTS SCHEDULE ~ 1( Emergency Operations Center ...... .. .. ..... '. .' ... . . ." .. ".' . .".' -......................... ...... ... . .. .. .::.:::::::":~:::::\,,::,::":~:,,,; ...... ~.. ....: '; ..~'" =:::\ :::.: . ... ... . . . ..,. .... .. ." ... ... "0' .. ... . . . . .' . :;;; ~ .:.......:.:.....:...................: .:..:............;. Interviews - Police & MC (1st Round) Interviews - Police & MC (2nd Round} Interviews - EOCffF (1st Round) Interviews - EOCffF (2nd Round) Prenare Memos~ Pro~ess Reports ~ =- -+- - Police & MC -EOCfTF Analysis of Needs Analysis of Needs ~ Develop Budget - Police & MC Develop Budget - EOCfTF -+- Final Report - Police & MC Final Report - EOCffF ~~:~ ~ 417/99 City of La Porte, Texas Printing - Police & MC Printing - EOCffF Exhibit C B2HK Proposal