HomeMy WebLinkAbout2013-01-07-Resolutions 13-016_City Hall Remodel - Design ContractTHE CITY OF WAUKEE,IOWA
RESOLUTION 13-016
APPROVING INTERIOR DESIGN AND CONSTRUCTION DOCUMENTS SERVICES
PROPOSAL FOR 2013 CITY HALL LOBBY AND COUNCIL CHAMBERS
REMODELING PROJECT
IN THE NAME AND BY THE A UTHORITY OF THE CITY OF WA UKEE,IOWA
WHEREAS,the City of Waukee,Dallas County,State of Iowa,is a duly organized Municipal
Organization;AND,
WHEREAS,the City Council directed staff to seek a proposal related to improvements to the
Waukee City Hall public spaces,including the reception area and Council Chambers;AND
WHEREAS,staff recommends approval of an Interior Design and Construction Documents
Services Proposal by douglasDesign+associates,inc.,(dD+a)dated December 3,2012,and
attached hereto as Exhibit A;AND,
WHEREAS,the cost for services will be funding utilizing TIF foods.
NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in session this
7th day of January,2013,that it hereby approves the Interior Design and Construction
Documents Services Proposal for 2013 City Hall Lobby and Council Chambers Remodeling
Project.
Attest:
BradiYMDdets,Interim City Administrator
ROLL CALL VOTE
Shane Blanchard
Dan Dutcher
Casey L.Harvey
Shelly Hughes
Mike Watts
AYE
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X
NAY ABSENT ABSTAIN
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EXHIBIT A
Interior Design and
Construction Documents Services
PROPOSAL
for
Waukee City Hall
Waukee IA 50263
by
douglasDesign+associates,inc.
Glen Ellyn IL 60137
PLANNING,INTERIOR AND IDENTITY DESIGN,CONSTRUCTION DOCUMENTS AND
ADMINISTRATION FOR THE WAUKEE CITY HALL MULTI-DEPARTMENT RECEPTION
AREA AND COUNCIL CHAMBERS located at
230 W Hickman Road,Waukee IA
04 January,2013
douglasDesign+associates (dD+a)will provide (I)space planning,graphic and interior design concepts,(II)design
development drawings,(III)construction documents and (IV)coordination during construction for the new Reception Area
(±3,400sf)and Council Chambers <±1,500sf)remodels incorporating a}General Reception,b)Utility Billing and c}
Development Services customer areas and identity signage,d)City Clerk,e}Administrative Assistance,and adjoining
conference,work and copy areas at Waukee City Hall (herein,Client),Waukee,IA.
Based on a preliminary site visit,photographs taken,plan diagram provided and discussions with the Client,the following
outlines our understanding of the project requirements:
WORK SCOPE
"dD+a is to conduct a dimensional and photographic survey,gather existing data and generate base architectural
plans for design and coordination with other disciplines.
"dD+a is to generate separate I)Schematic Designs,then II)Design Development elevations and sections of the
proposed Waukee City Hall Reception and Council Chambers public spaces representing the scope of work,
design program,Client brand(s),and the design intent for Client and Landlord reviews and approvals,including
illustrations of the public spaces affected sufficient to communicate the design and brand image.
"Designs are to incorporate local Codes for construction -building,life safety,ADA and IA accessibility,egress,
energy,mechanical,electrical,plumbing and fire protection.
"Upon Design Development approvals,dD+a is to generate III)Construction Documents for General Contractor or
competitive bidding and City and State Permitting,and construction of the design.
"Interior Designs are to include signage and sign construction details where appropriate and required.
"Additional services of mechanical,electricai,plumbing,fire protection and structural engineering,if required,will
be provided and conlracted separately and specifically by the Client,then coordinated with the construction
documents through dD+a.dD+a will act diligently to limit modifying these areas in the design to minimize impact
of construction costs.If deemed necessary,however,dD+a can refer project engineers also.
"Storm water management,parking,landscaping,and any building site improvements outside of the immediate
facility are not anticipated,or are provided separateiy and entirely by the Landlord,and are not included in the
scope of this agreement.
"dD+a is to work with Client's preferred Contractor I Builder(s}to estimate and maintain strict budget compliance.
"dD+a is to provide on-going Construction Administration during construction as defined below,including regular
jobsite meetings to assist the Client,General Contractor,subcontractors and vendors during construction.
"dD+a will provide a post-occupancy interior,graphic design and program performance evaluation with the Client
forfuture project planning,branding,budgeting and construction reference.
2 _initials
PROJECT PHASES AND DELIVERABLES
PHASE I:Project Initiation &Interiors Schematic Planning and Design (SD)
1.dD+a will conduct a thorough dimensional and photographic survey,then gather and produce base
architectural drawings of existing conditions;Building Owner shall provide existing or as-built architectural,
engineering,furnishings and lighting plans,if available.
2.dD+a will develop preliminary interior design and brand signage concepts encompassing:materials,lighting,
fixture &furniture layout,branding,signage and elevations of the ISO.
3.dD+a will illustrate schematic plan studies with design illustrations encompassing the merchandising,branding
&design programs,circulation,lighting,signage to effectively demonstrate the scale,feel and the brand.The
ISO will address life safety,ADA and IA accessibility,and mechanical.electrical,plumbing,utility and structural
considerations where affected by the design.
4.dD+a will diagram and evaluate for the client and landlord all existing and proposed structures,utilities,lighting
and building systems affected by the ISO to assess the feasibility and costs of construction.
5.dD+a will assist the general contractor in preparing a detailed construction estimate for Client's and Landlord's
reviews and approvals.
6.dD+a anticipates up to two (1 min.)Schematic Design,on-site presentations to the staff and/or City Council,as
directed by staff.
PHASE II:Interior Planning and Design Development (DD)
1.dD+a will conduct thorough Building Code reviews of the Interiors Schematic Design as approved by the
Client,Landlord and general contractor.
2.dD+a will further-develop and refine fixture and furnishing concepts,plan details,lighting,signage/graphics,and
brand integration.
3.dD+a will prepare IDD documents for Client's review and approval including:
a.furniture,fixture &wall plan(s),
b.interior elevations and
c.interior finishes,
d.millwork and custom fixture schematic designs,
e.signage and graphics schematic designs,
f.lighting diagrams,and
g.preliminary lighting and finish specifications.
4.Interior Design 3D illustrations will be updated and provided for Client's marketing and other uses.
5.dD+a will incorporate local building department,planning department and the Development Team's comments
and direction,as is within the scope,into the final design.
6.dD+a will assist the general contractor to update and reconcile the detailed construction budget.
7.dD+a anticipates up to two (1 min.)Design Development,on-site presentations to the staff and/or City Council,
as directed by staff.
3 _initials
PROJECT PHASES AND DELIVERABLES (cont)
PHASE III:Interior Construction Documents (CDs)
1.dD+a will provide interior construction documents,millwork details and signage artwork as required for bidding,
permit and construction of the remodel,including:
a.Accessibility and Egress diagrams,
b.fixture and waii plans,
c.floorfinish plans,
d.soffit plans and sections,
e.ceiling &lighting plans,
f.new wall sections and details,
g.finish plans,specifications and schedule,
h.lighting specifications and schedule,
i.door,window and hardware schedules,
j.signage and branding design details,(detail shop drawings by signage vendor)
k.millwork &custom fixture details (detail shop drawings by millwork vendor)
2.dD+a will coordinate with Mechanical,Plumbing,Electrical,Structural and Fire Protection engineers'designs,
where employed,with construction documents for inclusion in the bid,permit and construction sets.
3.dD+a will assist the general contractor to update and reconcile the detailed construction budget.
PHASE IV:Construction Administration &Observation (CA)
•dD+a will review vendor shop drawings for conformance with the design intent and Client's brand and design
standards.
•dD+a will review and approve building and interior finish samples provided by vendors for construction.
•dD+a will review and recommend vendors'proposals for FF&E,millwork and signage orders in the design.
•Client and Landlord shaii provide payment of fees and processing for all building,demolition,mechanical,
electrical,plumbing and signage permits,if required for construction,as provided in their other Agreements.
•dD+a will facilitate and purchase fixtures and furnishings as appropriate for timely and quality instaiiations.
•dD+a will coordinate with the vendors the schedules and instaiiations of fixtures,finishes,millwork and signage.
•dD+a anticipates up to four (1 min.)regular,on-site Construction Progress meetings with the General
Contractor and the staff as directed by staff.
Meetings:Design Review and Construction Progress
The Scope of Work and Fees described herein anticipate and include dD+a's time and travel costs for up to 30n-
site design progress meetings plus up to 4 jobsite construction progress meetings.If additional on-site meetings
are required,dD+a will assess the extent of time and travel,and wiii propose fee(s)for Owner's I Tenant's
approval(s)prior to travel.
4 _initials
ADDITIONAL WORK:
If additional services such as surveys,illustrations,substitution reviews,as-built surveys and documents,modifications
after approvals,additional graphic or sign designs are requested or required,dD+a will assess the extent of additional
work and will propose feelS)for the Owner's I Tenant's approval(s)prior to implementation.
PROJECT SCHEDULE
Phase I:Site Survey and comprehensive Schematic Design (SO)
of Reception Area and Council Chambers are anticipated to complete in
each plus time required for scheduling Client presentations,reviews and approvals.
3 weeks
Phase II-A:Design Development (DO)
for Reception Area is anticipated to complete in
plus time required for scheduling Client presentations,reviews and approvals.
2 weeks
Phase II-B:Design Development
for Council Chambers is anticipated to complete in
plus time required for scheduling Client presentations,reviews and approvals.
2 weeks
Phase III-A:Construction,Bid &Permit Documents (CDs)
for Reception Area are anticipated to issue for Contractor's use and bidding in 3 weeks
Phase III-B:Construction,Bid &Permit Documents
for Council Chambers are anticipated to issue for Contractor's use and bidding in 3 weeks
Total anticipated Design &Document time to complete:
plus time required for scheduling Client presentations,Client and Building Dept
reviews and approvals;Client should anticipate 3.5 -4.5 months total
(+/-)13 weeks
Construction Permitting -Building Dept plan review and permit issuance:typically 3-6 weeks.
dD+a will work closely with the Client,Landlord and Building Department to provide data required for Permit
approval in a timely fashion.
Phase IV:Construction Administration &Observation (CA)
refer to General Contractor's schedule for anticipated construction milestones,inspections,approvals and
occupancy;possibly 4-6 months after receipt of Permit(s),mobilization of demolition and construction contractors,
and commencement of construction.A Demolition Permit should be applied for and demolition completed during
the Permit review phase.
5 initials
FEE STRUCTURE AND PAYMENTS
dD+a's scope of work and fees are based on our understanding that NO plumbing,mechanical and structural
modifications and drawings are anticipated.Electrical modifications are anticipated to be minimal and,if required,
electrical engineering will be contracted separateiy.
dD+a's proposed fees for scope work of the Phases described above are established as a lump sum for the services
relative to the scope of work,drawings,coordination and reviews required,and payments are due upon project initiation
and balances upon substantial completion of each Phase as follows:
dD+a total of ali design and documents service fees described above:=$35,000
=$29,750
minus 15%new client
discount *
PHASE FEE minus 15%
I -Project Initiation,Survey &Project Initiation &Compensation $9,000 $7,650
comprehensive Schematic Design
II-A -Design Development (3400sf Compensation ss.sco $5,525
Reception)
II-B -Design Development (1500sf Compensation ss.soo $5,525
Chambers)
III-A -Construction,Bid &Permit Compensation $fl,aOO $5,525
Documents (Reception)
III-B -Construction,Bid &Permit Compensation ss.soo $5,525
Documents (Chambers)
IV -Construction Administration &Compensation Balance due,if any
Observation
Total $29,750·
dD+a hourly rates:Principal-$130 /hour Design -$85/hour Drafting -$40 /hour
"Plus hourly rates only as requested and approved,and ali project-related printing and materials billed at cost as incurred.
Owner,Landlord and Contractor are responsible for ali engineering,permitting and processing fees,taxes and charges
per their Agreement(s).
6 _initials
PROJECT AGREEMENT
Waukee City Hall
and
douglasDesign+associates,inc.
PLANNING,INTERIOR AND IDENTITY DESIGN,CONSTRUCTION DOCUMENTS AND
ADMINISTRATION FOR THE WAUKEE CITY HALL MULTI·DEPARTMENT RECEPTION
AREA AND COUNCIL CHAMBERS located at
230 W Hickman Road,Waukee IA
04 January,2013
TOTAL PROJECT FEE:$35,000 minus 15%new client discount =$29,750*
'Plus hourly rates only as requested and approved,and all project-related printing and materials
billed at cost as incurred.Owner,Landlord and Contractor are responsible for all engineering,
permitting and processing fees,taxes and charges per their Agreement(s).
To authorize this work as defined,please execute with signature below and return (2)two wet-signed
originals of this 7-page Project Agreement with payment (Project initiation Fee)to Douglas Hammen cia
douglasDesign+associates for its files.The Project Agreement will be signed in this office and one (1)
original will be returned to you for record.Piease make checks payable to douglasDesign+associates.
Accepted for:
City of Waukee Iowa
Accepted for:
douglasDesign+associates,inc.
230 W Hickman Road,Waukee IA 50263 354 Indian Dr Glen Ellyn IL 60137
print name:Wlilfl.\lM r.PeareJ..
title:fHayrJf
t:515.987.4522
I#trl/
Douglas S Hammen,NeARB,IIDA
architect I designer I rincipal
t:88 88.154 :6 O.8 .5970
I I
Date
II
7 _initials