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HomeMy WebLinkAbout2025-07-21 I08 Professional Consulting Services Agreement_Waukee Fire Station No. 91AGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: July 21, 2025 AGENDA ITEM:Consideration of approval of a resolution approving Agreement for Professional Consulting Services with OPN Architects [Waukee Fire Station No. 91 Remodel Project] FORMAT:Resolution SYNOPSIS INCLUDING PRO & CON: As a part of the recently completed Strategic Plan, the City Council included as a priority the remodeling of the existing Fire Station No. 91 located at 1300 SE LA Grant Parkway. The existing facility was constructed in 1999 and little has been done to the building since it was built. The proposed remodeling includes extensive renovation of the existing fire department side of the building as well as minor remodeling and refreshing of the former police department side of the building to facilitate offices for other City departments. The remodeling also includes replacement of a number of the HVAC and electrical systems. The City previously entered into a contract with OPN Architects in 2023 on a facility assessment and planning study for Fire Station No. 91. OPN Architects has prepared a consulting contract for services related to the full design and construction of the remodeled facility. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: $744,000.00 or approximately 8.5% of the total project cost. COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: Staff would recommend approval of the resolution. RECOMMENDATION: Approve the resolution ATTACHMENTS: I. Proposed Resolution II. Professional Services Agreement PREPARED BY:Brad Deets, City Administrator REVIEWED BY: . I8 THE CITY OF WAUKEE, IOWA RESOLUTION 2025- APPROVING AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES WITH OPN ARCHITECTS INC. [WAUKEE FIRE STATION NO. 91 REMODEL PROJECT] IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized Municipal Organization; AND, WHEREAS, the City has recently completed the new Public Safety Facility (Station No. 92) which houses the Waukee Police Department and a portion of the Waukee Fire Department; AND, WHEREAS, the former Public Safety Facility, now known as Fire Station No. 91, located at 1300 SE LA Grant Parkway was constructed in 1999 and requires an extensive remodel to better serve that portion of the Fire Department that remains within the building as well as to repurpose the space previously occupied by the Police Department for other City departments; AND, WHEREAS, the City engaged OPN Architects, Inc. in 2023 on a facility assessment and planning study for Fire Station No. 91; AND, WHEREAS, City staff would recommend entering into a contract with OPN Architects, Inc. for full architectural services, public bidding and administration for the Fire Station No. 91 remodeling project;; AND, WHEREAS, the City Attorney has reviewed the Agreement for Professional Consulting Services and finds it satisfactory; NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee that the Agreement for Professional Consulting Services with OPN Architects, Inc. [Waukee Fire Station No. 91 Remodel Project] is hereby approved. Passed by the City Council of the City of Waukee, Iowa, and approved the 21st day of July, 2025. ____________________________ Courtney Clarke, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN R. Charles Bottenberg Chris Crone Rob Grove Anna Bergman Pierce Ben Sinclair July 16, 2025 Brad Deets City Administrator City of Waukee 230 Hickman Road Waukee, IA 50263 RE: Waukee Police & Fire Facility Renovation - Professional Service Agreement - OPN Architects Brad: OPN Architects is pleased to provide this proposal for design and engineering services to renovate the existing police and fire building. Project Criteria and Scope Based on the study OPN completed and the associated cost estimate provided by Ryan Companies, including the city’s selected scope of work defined through that process, OPN is proposing to provide full design services, including schematic and design development, construction documents, assistance with bidding and full construction administration services. OPN and the design team will work with Ryan Companies as the city’s construction manager (as advisor) who will provide pre-construction services, including cost estimation at design milestone review points and review of phasing and constructability. The proposed fees for professional services are based upon the following project criteria and scope: Site Location: 1300 SE L.A. Grant Parkway, Waukee, Iowa 50263 Physical characteristics: Existing joint police and fire use around 22,000-25,000 gross square feet, with single story police areas of the building to be renovated for use by the City of Waukee’s Community Development Department. Fire currently occupies 2 levels, with administrative and operational functions on level 1, including apparatus bays, and residential plus fitness areas on level 2. The facility will be renovated per the study to modernize all areas of the fire department, including administrative, bunk, and locker room areas on level 1, creation of an updated dayroom space on level 2, and updates/improvements to the apparatus bays and doors, while also repurposing portions of the apparatus bays for fitness and turnout gear areas. Other areas of the building to be updated include the front entry and shared lobby area , as well as outdoor areas east of the fire department space. Improvement and repairs are included for exterior areas of masonry, gutters and downspouts, and site paving. The majority of mechanical and electrical systems are anticipated to be updated to serve the new functions and layout. Design services are included for mechanical and electrical design, fire protection, and low voltage systems to include telecommunications, AV systems, security and locution. Project Delivery Method: Construction Manager as Advisor (CMa) Owners Estimated Construction Budget: $7,000,000 - $8,000,000 Other Assumptions: The city does not anticipate including services for an owner’s rep but plans to facilitate the process internally. OPN has included services to assist with selection and procurement of FFE for the facility, signage design and coordination, and actively managing the BIM model during construction administration for a final owner record model/record drawings. We have also included an allowance for civil services should they be deemed necessary at the north side of the building. No services are included for energy modeling or design of systems incorporating renewable energy (such as geothermal systems or PV, etc.) and no services for LEED or other certification systems are anticipated or included. Project Schedule OPN will meet a mutually agreed upon schedule for the delivery of services. Timely receipt of information and feedback from the Owner and stakeholder groups will be critical in maintaining project progress and schedule. An outline of general timeframes is offered here for discussion, but OPN anticipates refining the design and construction schedule with Ryan Companies and the City. Council Approval of Contract – Notice to Proceed July 2025 Pre-Design + Schematic Design 10 weeks Design Development 8 weeks Construction Documents 12 weeks Bidding 6 weeks Construction TBD (starts May 2026) *Note – early occupancy via a temporary certificate of occupancy will be explored with the construction manager for renovated areas of the existing police department (north half of the building). Project Team OPN Architects, Inc. includes the following consultant team within our Scope of Work: Architect OPN Architects, Inc. Danielle C. Hermann, AIA, Principal MEPT Engineer Morrissey Engineering George Morrissey, P.E., Principal Structural Engineer Raker Rhodes Engineering Erik Raker, P.E., President Landscape Architect Confluence Matt Carlile, Principal Compensation The professional fee for the scope of services outlined in this proposal will be a lump sum fixed fee of Seven Hundred Forty Four Thousand Dollars ($744,000.00) plus additional services or reimbursable expenses if necessary. Design Fee Breakdown per Discipline: Architecture – OPN $445,000.00 MEP/FP Engineering – Morrissey $140,000.00 Low Voltage/Tech Engineering – Morrissey $30,000.00 Structural Engineering – Raker Rhodes $40,000.00 Landscape Architecture - Confluence $30,000.00 Civil Engineering – allowance $3,500.00 Furniture, Fixtures & Equipment – OPN $28,000.00 Signage Design – OPN $11,500.00 CA Model Management/Record Docs – OPN $16,000.00 Total Fee $744,000.00 The project will be invoiced monthly as a percentage of the work completed and commensurate with the work plan schedule. Any services if required beyond those described within the Agreement will be reviewed with the client to understand impact to scope of work or related fees. Refer to attachment for standard hourly rates. Reimbursable Expenses Reimbursable expenses are in addition to the above fee and will be invo iced at 1.1 times actual cost. Reimbursable expenses include authorized out-of-town travel, courier services, express mail, plan review fees, reproduction of project documents, photography, out -of- house digital processing, physical models, meals and mileage at the government standard rate. Exclusions and Additional Services – Available Upon Request Civil Engineering and Surveying and/or Geotechnical Services Commissioning Environmental Graphics Design Sustainable Design Services (energy modeling, renewables design and/or LEED or other certification services) Contract Agreement This Letter of Proposal is intended to document the primary issues concerning our Agreement Between Owner and Architect. Once details of this proposal are confirmed, we will work with you to finalize an AIA B132-2019 Agreement between Owner and Architect, Construction Manager as Advisor Edition similar to what was used for the prior public safety building project. I am extremely excited to continue our work with you and the City of Waukee on this project. Please review this proposal and let me know if you have any questions at all. Thank you, Danielle C. Hermann, AIA Principal, OPN Architects