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HomeMy WebLinkAboutDocumentation_Regular_Tab 10C_6/12/1997 Memorandum To: Village Council From: Thomas G. Bradford, Village Manager 7if ] Date: June 4, 1997 Subject: Gee & Jenson Professional Services Agreement; Agenda Item Attached hereto, please find a copy of the above referenced Professional Services Agreement for architectural services in conjunction with the public safety facilities complex. This Proposal, an extension of our existing Agreement with Gee & Jenson, provides for architectural services to design the proposed Fire-Rescue building and renovate the Police Station currently known as Village Hall. The total cost of the Contract is $208, 000, with an estimated $22, 000 of reimbursable expenses associated therewith. The cost of our obligation in the Contract to be borne prior to the issuance of bonds will be paid for via the proposed Letter of Credit with Barnett Bank, which is also on your Agenda for the June 12 Meeting. This subject has been extensively reviewed by the Members of the Redevelopment Committee. It is their recommendation that the Village Council proceed forward with the Gee & Jenson Contract at this time. Upon completion of the design, the Project will be bid and upon opening of the bids, Village staff and consultants will proceed with closing on the necessary bonds to pay for the anticipated construction costs and the up-front costs incurred by the Village including the Barnett Bank Letter of Credit. It is recommended that the Village3Council adopt this Resolution approving the architectural services with Gee & Jenson. TGB/krb Attachment council\060997-1.sam RESOLUTION NO. 22-96/97 A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, APPROVING A CONTRACT BETWEEN THE VILLAGE OF. TEQUESTA AND GEE & JENSON FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE PUBLIC SAFETY FACILITIES COMPLEX AND AUTHORIZING THE VILLAGE MANAGER TO EXECUTE THE SAME ON BEHALF OF THE VILLAGE. NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS: Section 1. The Professional Services Proposal between the Village of Tequesta and Gee & Jenson for professional architectural services in connection with the public safety facilities complex, attached hereto as. Exhibit "A" and incorporated by reference as a part of this Resolution, is hereby approved and the Village Manager of the Village of Tequesta is authorized to execute the same on behalf of the Village of Tequesta. • THE FOREGOING RESOLUTION WAS OFFERED by Councilmember , who moved its adoption. The motion was seconded by Councilmember , and upon being put to a vote, the vote was as follows : FOR ADOPTION AGAINST ADOPTION The Mayor thereupon declared the Resolution duly passed and adopted this 12th day of June, A.D. , 1997 . MAYOR OF TEQUESTA Elizabeth A. Schauer I; ATTEST: Joann Manganiello Village Clerk . wp60\res\22-97 I ' • GEE 11 JENSON Engrnpe.s•rir,-Irleels•PlantKI5 Iry One►4.H.err1 C"c Wee.:Palm&•]:,' F1 33.09 leleplrcr*116 1)683 3301 E■ecui.ve Fa.0,81)697 3892 Fax(S61)686 7146 April 23, 1997 The Village of Tequesta Village Hall P.O. Box 3273 Tequesta, FL 33469-0273 Attn.: Ms. Joann Manganiello Re: Public Safety Facility Complex Dear Ms. Manganiello: We are pleased to submit the following proposal for professional services in connection with the Public Safety Facilities Complex. This next phase will be based on information previously obtained in the long range Master Plan, where the Village Hall, the Annex Building and the Garage are converted and added onto in order to house the Police and Fire-Rescue Services Departments. Gee and Jenson Engineers-Architects -Planners, Inc. herein referred to as the Consultant, proposes to furnish professional services for the Village of Tequesta, herein referred to as the Owner for the scope outlined below for the fees stipulated herein. These services will be performed in accordance with Section 2 and payment will be in accordance with paragraph 4C, of our Ongoing Services Agreement between the Village of Tequesta and Gee & Jenson dated October 31, 1989. Project Scope The scope of this project includes the conversion of three existing Village buildings into Public Safety buildings that will house the Police and Fire-Rescue Services Departments. The existing Village Hall will be renovated for use by the Police Department and the existing Annex Building and Garage will be added onto and renovated for the Fire-Rescue Services Department. The following is a list of the preliminary improvements which will be finalized after discussions with the Village Manager and the Public Safety staff. The Village Hall improvements include: interior remodeling, window and door • upgrades to meet current wind loading requirements, construction of temporary E.O.C. (Emergency Operations Center) located in the dispatch area; new electrical Attention: Ms. Joann Manganiello Page 2 -- April 23, 1997 service (including backup power) and communications, and new mechanical and plumbing systems. The Annex Building and Garage improvements include: interior remodeling of both buildings, window and door.upgrades to meet current wind load requirements, new electrical service.(including backup power) and communications systems, as well as new mechanical and plumbing systems. An addition containing the Fire-Rescue living quarters and apparatus bay related storage and decontamination areas will be constructed connecting the two existing buildings. Project site improvements include the widening of the access drive, existing parking lot enlargement and improvements and site landscaping in accordance with Ordinance 377. Scope of Services The Consultant will perform the following: (Items in parenthesis represent corresponding contract services as described in our Continuing Contract dated October, 1989, see attachment 'B'.) 1. Investigation/Permitting/ Survey/Testing: • a. Investigation Provide architectural, civil, mechanical, electrical and structural non- destructive field investigations to determine existing site conditions as pertinent to the Scope of Work. b. Permitting Preparation and submission of required permit documentation for: • Drainage, Environmental - SFWM (if required.), Village • Water - Village • Sanitary - Village • Electric- FPL • Landscape - Village c. Survey Provide a topographic and existing tree survey. d. Soil Testing. Coordinate required soil testing Geo-technical services to, be contracted and paid directly by the Owner. 8:3:Ha�rva i Cock•Wiest Palm Beach.FL 33109•Tel ephone(56')683.3301•Fax(5611 686 7446•E:e:u:ve Fax(56: 329: r�aac��►�u��. MS. Joann Mariyanlello Page 3 -- April 23, 1997 Basic Services The following Basic Services include Civil, Site Landscaping, Architectural, Structural, Mechanical, Fire Protection, and Electrical Services. Note:Civil/Sitework and utilities engineering included in the scope of services is for approximately 3.15 acres of site improvements of the total site area. Except for reasonably adjacent off-site utilities locations for project connections, off site work, including roadways, access roads, sewer and water lines, etc. are considered as additional services. 2. Schematic Design Phase (Phase I) a. Meet with selected Staff to discuss Department operations and comments to floor plans B-1 and C which were prepared in the Master Plan. b. Revise and update previous floor plans based upon findings in items 1 and 2a. Provide descriptions of proposed building systems. c. Submit to the Owner a Statement of Probable Construction Cost based on square foot area, or other unit costs. d. Submit to the Owner a Proposed Project Time Table, showing proposed completion dates on each Phase of the Project through Design, bidding, construction and proposed date of project completion. 3. 30% Design Development Phase: (Phase III a., From the approved Schematic Design Documents, the Architect shall prepare 30 % Design Development Documents consisting of Drawings and outline Specifications that describe the size and character of the Project as to the construction and materials used in the Project. b. _Submit to the Owner a Revised Proposed Project Time Table, and Probable Construction Cost Estimate. 4. 60% Design Development Phase: (Phase Ill) a. From the approved 30% Design Development Phase, the Architect shall • prepare 60 % Design Development Documents consisting of Drawings and Specifications that describe the size and character of the Project as to the construction and materials used in the Project. 819itiggrecfercle x West Palm Beach.FL 33e09•Te)epnone(561)683.3301•Fax(5611686-7446•Executive F:.(561)697.3892 Attention: Ms. Joann Manganiello Page 4 -- April 23, 1997 b. Submit to the Owner a Revised Proposed Project Time Table, and Probable Construction Cost Estimate. 5. Final Construction Documents Phase : (Phase IV) a. Based upon the approved 60% Design Development Phase, the Architect shall prepare, for approval by the Owner, Construction Documents consisting of drawings and specifications setting forth in detail the requirements for the construction of the project. b. Submit to the Owner a Revised Proposed Project Time Table, and Probable Construction Cost Estimate. 6. Bidding and Negotiation Phase: (Phase V) a. The Architect, following the Owner's approval of the Construction Documents and the Statement of Probable Construction Cost shall assist the Owner in obtaining bids or negotiated proposals, and assist in awarding and preparing contracts for construction. Attendance at a pre- bid Conference is included. 7. Construction Administration Phase: (Phase VI) The Architect shall provide administration of the Contract for Construction as set forth below: a. Attend Pre-Construction Meeting b. Review and process Contractor's submittals made in conformance with the contract requirements, such as shop drawings, product data and samples, for the limited purpose of checking for conformance with information given and the design concept expressed in the Contract Documents. c. Visit the site the equivalent of (1) 4 hour visit per week, including travel. This includes the weekly on site job-progress meeting. • d. Provide periodic review field observation visits by Engineer as work progresses. e. Review and process monthly Construction Pay Requests. f. Select and submit materials/samples/colors for the Client's approval. g. Architect, civil, mechanical and electrical engineers provide Substantial Completion field observation and punch list. h. Architect Final Field Observation and Close-Out. L f�OW'ARD PR PSF doc One HarvarO Cnde•Wes Pa4n Bea:".FL 33409 a Telephone(561)683-3301•Fax(561)686.7446•Execuirve Fa•(S61)697.3892 f"ll LGI ILIVI I. IYIJ. JVO1111 IYIQI I9d1 IIGIIV Page 5 -- April 23, 1997 'Based on a 12 month construction period. More on site field visits based on Client's needs are optional. (See exhibit 'A' of the Scope of Services.) Additional Services 8. Provide additional site visits as requested by the Owner (each visit is one person based upon a four (4) hour visit including travel time. 9. Additional services as mutually agreed upon Not Included in the Scope of Services 1 . Destructive investigation in review of existing conditions. 2. Hazardous material (i.e.. lead paint, asbestos, etc.) analysis and removal. The Owner is responsible for obtaining a licensed Contractor to conduct such services. 3. Communications system (LAN, telephone, including all 911 equipment, security, etc.) except for empty conduit system for the telephone services. 4. Lightning Protection. 5. Traffic Light Signaling 6. Antenna Design 7. Inventory of existing electrical/communication equipment (provided by owner as required). Timing of Performance The Scope of Services will be completed within the following calendar days after receipt of Notice to Proceed with that item of the scope of services, except for delays beyond the reasonable control of the Consultant. Item 1 A of the Scope of Services will be completed in Ten (10) calendar days. Item 1 B of the Scope of Services will be completed as the project progresses. An estimate is twenty-one (21) calendar days. Item 1 C of the Scope of Services will be completed in twenty-one (21) calendar days. Item 1 D of the Scope of Services is included in Items 2 and 3 of the Basic Services. • �L NOM'ARDI' S PSF doc One Harvard Circle•We51 Palm Beach,FL 33409•Telephone(561)683.330i•Fax(561)686.7446•Executive Fax ISb' %?'•,=%; Attention: Ms. Joann Manganiello Page 6 -- April 23, 1997 Item 2 of the Scope of Services will be completed in Twenty One (21) calendar days. Item 3 of the Scope of Services will be completed in Sixty (60) calendar days. Item 4 of the Scope of Services will be completed in Sixty (60) calendar days. Item 5 of the Scope of Services will be completed in Sixty (60) calendar days. Item 6 of the Scope of Services will be completed in Twenty Eight (28) calendar days (based on a 4 week bidding period). Item 7 of the Scope of Services will be completed in Fifty Two (52) calendar weeks (with phased construction). The above noted items of performance are not, however, a warranty or guarantee that the noted services will be completed within such a time frame. Fees to be Paid For Item 1 A of the Scope of Services, the Consultant shall be paid a lump sum fee of Five Thousand One Hundred Dollars ($5,100.00) For Item 1 B of the Scope of Services, the Consultant shall be paid hourly fee equal to personnel costs times a factor of 2.3, per our Professional Service Agreement. A fee of Three Thousand Dollars ($3,000.00) can be included for estimate purposes only For Item 1 C of the Scope of Services, the Consultant shall be paid a lump sum fee of Nine Thousand Eight Hundred Dollars ($9,800.00) For Item 1 D of the Scope of Services, the Consultant's fees are included in Items 2 and 3 of the Basic Services. For Item 2 of the Scope of Services, the Consultant shall be paid a lump sum fee of Seventeen Thousand Four Hundred Dollars ($17,400.00) For Item 3 of the Scope of Services, the Consultant shall be paid a lump sum fee of Twenty Six Thousand One Hundred Dollars 026.100.001 �'�PAO PSF doc vie ilErrQ a •West Palm Beach.Fl.3:.439'Te'E:hane(561)683.3301•Fax 1561)686-7446•Eiectne Fa.(561)697.3e92 ^••v."oVl I. wino. JVOI III IVI0II9CIllellp Page 7 -- April 23, 1997 For Item 4 of the Scope of Services, the Consultant shall be paid a lump sum fee of Forty Three Thousand Five Hundred Dollars ($43,500.00) For Item 5 of the Scope of Services, the Consultant shall be paid a lump sum fee of Forty Three Thousand Five Hundred Dollars ($43,500.00) For Item 6 of the Scope of Services, the Consultant shall be paid a lump sum fee of Eight Thousand Seven Hundred Dollars ($8,700.00) • For Item 7 of the Scope of Services, the Consultant shall be paid a lump sum fee of Fifty Thousand Nine Hundred Dollars ($50,900.00)` `Amount applies for a phased construction period of 12 months. More on-site field visits based on Client's needs are optional (see Exhibit 'A' of Scope of Services) Additional Services For Item 8 of the Scope of Services, the Consultant shall be paid a lump sum fee of Three Hundred and Fifty Dollars ($350.O0) per visit. For Item 9 of the Scope of Services, the Consultant will provide additional services for other portions of work and for fees mutually agreed to by the Owner and the Consultant. Reimbursable Expenses In addition to the fees specified above, the Consultant shall be reimbursed for direct non-salary expenses, including, but not limited to, data processing, equipment rental, automobile travel at $0.33. per mile, $0.55 per mile for four-wheel drive and trucks, commercial air travel at cost, long distance telephone, subsistence, printing and reproduction, plus Florida sales taxes, if applicable. Invoices for services rendered are prepared monthly and are due and payable within thirty (30) days from date of the invoice. Owner agrees to pay such invoice within the time frame specified in Section 218.70, et seq., Florida Statutes, the 'Florida Prompt Payment Act'. Payments which are not received within sixty (60) calendar days from the date of invoice will be considered sufficient cause for Consultant to discontinue performing I 1 E)ne Harvaitd CrcleF•Wes:Palm Beach.Ft.33409•Telephone(56'1683.3301•Fax(,E1)686 7416•Executive Fax 15E.1)697.3892 Attention: Ms. Joann Manganiello Page 8 -- April 23, 1997 and providing services until payment in full is received. If Consultant is required to take action to collect past due invoices, the Owner will pay all legal fees and costs. This contract shall be governed by the laws of the State of Florida, and the appropriate venue for any actions arising out of the agreement would be Palm Beach County, Florida. If there are items that must be sublet, confirmed, certified or updated, the Consultant shall, as agent of the Owner, order the work with the Owner's approval, and the subcontractor shall bill the Owner directly. The Owner must make payments in accordance with the terms on the invoice in order not to stop the work. If the Consultant is directed by the Owner to handle the subcontract for the Owner, there will be a fifteen (15) percent charge for handling. In the event the Consultant is involved in providing services to assist the Owner in applying for and processing applications or permits, the fee for such service will not be related to final approval or denial. All application or permit fees to agencies, associated with documents submitted by the Consultant on behalf of the Owner, shall be paid to the agency by the Owner. Resident Project Services • On any project for which construction drawings and specifications were prepared by the Consultant and a certification of construction is required by a regulatory agency, the Owner shall employ the Consultant to perform resident project services for observation of the construction work. Unless the Consultant is engaged for resident project services, they will not be in a position to certify the work to those regulating agencies having jurisdiction and requiring certification. Project representation may require one or more full or part-time project representatives, depending upon the requirements of the project. The project representative will endeavor to provide protection for the Owner against observed defects and deficiencies in the work of the Contractor. However, the furnishing of resident project services does not guarantee the work of the Contractor, nor assume liability on the part of the Consultant for job safety or the Contractor's means, methods, techniques, sequences and/or procedures. Project Review Services • Services on a project site to evaluate the existing conditions of items such as paving, structural, architectural, building envelope, roofing, mechanical and/or IN 'Q"DWud Cache West Palm Beach.FL 33409•Teteonone 1561)f::_301•Fax(5611686.7446•E■ecui•we Fa.15 • s37-'c.; -- r`pn( Li, 1997 electrical systems are limited to identification of observable conditions only. Systems that are not visible to the observer from within the building from accessible exterior elements of the project are not part of Consultant's observations. Review of these systems by the Consultantwill the l envelope or uhen specific and detailed descriptions of the system to be evaluated andthe ma when which access is to be provided is detailed in the Scope of Services. Th will not be responsible for observingy or notify in manner in issues not included in the Scope of Services, g the Owner of any conditions or The Consultant • Shoo Drawing b mplin., pty jaw When retained by the Owner to provide shop drawing and sample as part of the construction administration phase of a project, the Consul responsibilities are limited to review for conformanc p e review services, as required in the contract documents onl font's e with general design concept are reviews of dimensionss y• Specifically excluded from our services drawings and means or materials used in(fabrication zes, rortins ion de installation. completeness of tallat)on. Modifica i n o the Terms f this A reemen In the event Owner issues a Purchase Order or Memorandum or other covering the professional services described herein, it is hereby specifically and understood that such Purchase Order, Memorandum or InstrumentInstrument internalor Owner d control s agreed purposes only and any and all terms and conditions fcontained therein, whether printed or written, shall be of no force or effect. This con the entire contract between the parties and there is no modification or waiver aver is any of the terms and conditions herein unless signed by both parties. of im tes Since the Consultant has no control over the cost of labor and materials competitive bidding and market conditions, the estimates of construction provided for herein are for general information onlyand or over with the applicable standard of care. cost are made in accordance guarantee the accuracy of such estimates when Accordingly, to the Contra onsultant does not or the project construction cost. cloys' bids T r ination This Agreement may be terminated by either party by advance written notice. The Consultant shall be paid for e)v)cesngt renydered to the days • fitOne Wnrard CittlSeF•West Palm Beach,fi_3ep9.Telephone(561)683.3301 •Fax(S61)666-7446•Executtie Fax(SGI)697-3892 Attention: Ms. Joann Manganiello Page 10 -- April 23, 1997 • • date of termination on the basis of a reasonable estimate of the portion of services completed prior to termination and shall be paid for all reasonable expenses resulting from such termination and for any unpaid reimbursable expenses. Ownership and Use of Documents Drawings, specifications, and electronic data files as instruments of service are and shall remain the property of the Consultant whether the project for which they are made is executed or not. The Owner shall be permitted to retain copies, including reproducible copies, of drawings, specifications, and hard copies of electronic data files for information and reference in connection with the Owner's use and occupancy of the project. The drawings and specifications shall not be used by the Owner on other projects, for additions to the project, or for completion of the project by others provided the Consultant is not in default under this agreement, except by agreement in writing and with appropriate compensation to the Consultant. Code and Regulatory Comoliance The Consultant prepares documents in accordance with known codes and resolutions and relies on his experience to evaluate their applicability to designs, products, studies and decisions that are part of the services to the Owner. Local interpretations of codes and regulations may vary and, therefore, require input from authorities having jurisdiction over the project. During meetings and permit processing phases specific interpretations are made by these authorities that are effectively official decisions of the agency. Such changes can impact the cost and/or schedule of the project and cannot be controlled by the Consultant. These conflicts include but are not limited to the following: Application of new codes and/or regulatory criteria not published, enacted or applied at the time the agreement between the Consultant and the Owner was entered into. Changes in agency staff, conflict or changes in official interpretations of existing codes and regulations, or in the inclusion of a particular code or regulation as to their applicability to the project, made after the agreement was entered into. Such occurrences can be imposed during and after design, and in extreme cases during or after construction. HOWAI.DPAOPS PSF.Ooc one Harvard Circle•West Palm Beach.FL 33409•Telephone(561)683-3301 9 Fax(561)666-7446•Executrve Fa.(561)697.3892 Attention: Ms. Joann Manganiello Page 11 -- April 23, 1997 Conflicting interpretations of agency inspectors or representatives during or after construction. For the above reasons and others, the Owner or the contractor shall not depend upon the design contract documents to proceed in any way with an activity that will incur costs or liability prior to receipt of permits or agency approvals. Additionally, the Owner agrees that changes made by these authorities after receipt of permits or approvals are beyond the Consultant's control. Subject to the direction of the Owner, the Consultant will respond accordingly. Any professional services provided by the Consultant associated with meetings, design or contract document modifications, preparation of change orders, new permits or any other task associated with the resolution of matters brought about by the occurrence of the above are not considered part of the Consultant's basic services and will be compensated for as additional services. Modifications and Additions to Existing Structures Because of the Consultant's many years of background and experience in design and construction, the Consultant is qualified to make recommendations and designs which, in the Consultant's opinion, will meet the needs of the situation. These services will be performed in accordance with the Consultant's skill and ability and commensurate with the applicable standard of care and the economics of the situation. Although the documented components of the existing structure to be modified can be analyzed, the actual components of the existing structure cannot be fully determined without destructive analysis or the ability to perform other invasive technology or testing. L O(1e Fia►vrd CraAest Palm Beach FL 33409•Tekro :e(561)6E3.3301•Fax(561)686-7446•Executive F . `=' E= ?? Attention: Ms. Joann Manganiello • Page 12 -- April 23, 1997 Acceptance Acceptance of this proposal may be indicated by the signature of a duly authorized official of the Owner in the space provided below. One signed copy of this proposal returned to the Consultant will serve as an Agreement between the two parties and as Notice to Proceed. This contract will be binding on the parties hereto and parties' successors and assigns. Should this proposal not be accepted within a period of thirty (30) days from the above. date, it shall become null and void. Very truly yours, Accepted by: GEE & JENSON VILLAGE OF TEQUESTA Engineers-Architects-Planners, Inc. .03 4. Thomas C. • - ski, AIA, NCARB By: Y Senior Vice President Print Name and Title: TCO/sh • Date: cc: Lisa Lemanowicz fL•HOWAItD PROPS KF dm Or1e Fiarvara Grcle•Wesz Palm Beall.FL 33409•Telephone(561)663-3301•Fax(561)6864446•E:ecvave Fax(561)697•3592 Attention: Ms. Joann Manganiello • • Page 13 -- April 23, 1997 GEE & JENSON ENGINEERS-ARCHITECTS-PLANNERS, INC. EXHIBIT 'A' 1997 Pre Construction Meeting 6 hours • Shop Drawings 0 200 hours Architectural 70 hours Structural 24 hours M/P 43 hours Electrical 43 hours Civil/Landscaping 10 hours Color Boards 16 hours In-office Administration; calls, faxes, etc (min.) 2 hours/week 104 hours Field Visits- above and beyond Arch 32 hours Structural (2 visits x 4 hours) M/P (2 visits x 4 hours) Elect (2 visits x4 hours) Civil (2 visits x 4 hours) Field Visits/Process Pay request (1 visit/wk x 52 weeks) 208 hours Substantial Completion Architectural 16 hours Mechanical 12 hours Electrical 12 hours Civil/Landscape 8 hours Clerical 8 hours Final Completion - 20 hours Close Out Architect 20 hours Clerical 16 hours $50,900.00 6+MSA EINi West Palm Beach.FL 33409•Tekp.cne(561)683.3301•Fax(561)686.7446•Executive Fax 156')697.3892