HomeMy WebLinkAboutO-1999-2317
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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.
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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
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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
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Proposal-Police & Municipal Court e
City of La Porte, Texas
Page 2 of 4
Wednesday, April 07. 1999
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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
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Proposal- Police & Municipal Court
City of La Porte, Texas
Page 3 of4
Wednesday, April 07, 1999
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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
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Proposal - Police & Municipal Court
City of La Porte, Texas
Page 4 of 4
Wednesday, April 07, 1999
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ATTEST:
APPROVED AS TO FORM:
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Attachments:
Exhibit A, Rates
Exhibit B, List of Activities, Fee, Manhours
Exhibit C, Combined Projects Schedule
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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
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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
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Police Municipal Court
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COMBINED PROJECTS SCHEDULE
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Emergency Operations Center
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Interviews - Police & MC (1st Round)
Interviews - Police & MC (2nd Round}
Interviews - EOCffF (1st Round)
Interviews - EOCffF (2nd Round)
Prenare Memos~ Pro~ess Reports
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- Police & MC
-EOCfTF
Analysis of Needs
Analysis of Needs
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Develop Budget - Police & MC
Develop Budget - EOCfTF
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Final Report - Police & MC
Final Report - EOCffF
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417/99
City of La Porte, Texas
Printing - Police & MC
Printing - EOCffF
Exhibit C
B2HK Proposal