HomeMy WebLinkAboutItem 08 - Library Expansion & RenovationMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: APRIL 7, 2015
SUBJECT: GRAPEVINE PUBLIC LIBRARY EXPANSION & RENOVATION
RECOMMENDATION:
City Council to consider approval of a contract with Dewberry Architects Inc., for the
design service for the expansion and renovation of the Grapevine Public Library and for
the approval of Change Order #1 to the CAC/Library HVAC Project with Adolfson &
Peterson.
FUNDING SOURCE:
Funds are available in account 121-48840-313-14-000051 (Quality of Life Fund) for an
amount not to exceed $46,500.00 for the design services contract. Funds are available
in 121-44540-313-15-0054 (Quality of Life Fund) in an amount not to exceed
$440,000.00 for the construction.
BACKGROUND:
Included in the contract is the design of the 1,500 sq. ft. expansion and partial interior
renovation of the Grapevine Public Library genealogy room and the current periodical
reading room.
The periodical room will be relocated to another area of the Library and the expansion
will be used as a teen area to add additional space and programs for this age group.
The genealogy room will be expanded to provide additional shelving for new or donated
materials and for the 60 shelves of items currently in a compact shelf area in the
workroom which is not accessible to the public now.
Denelle Wrightson, the architect that did the 2001 expansion and remodel, will again be
the architect for this project. She has the knowledge and the original documents needed
for the project which will provide continuity between the original library expansion and
the new addition.
This item was tabled at the December 16, 2014 meeting. After the meeting, staff visited
with Dewberry and asked them to re-evaluate the scope and fee. Staff also met with
Adolfson & Peterson to look at the possibility of adding this scope to the work being
4/2/2015 3:13:44 PM
performed at The REC to achieve better construction pricing. Both Dewberry and
Adolfson & Peterson were very receptive to working together.
On March 11, 2015 staff presented to the Council Facilities Committee the revised
scope and the idea of issuing a change order to Adolfson & Peterson to build the 1,500
sq. ft. addition. The Committee recommended this item be presented to the full City
Council for approval. This project will take approximately six months to complete.
Design Cost $ 46,500
Construction $440,000
Total $486,500
Staff recommends approval.
4/2/2015 3:13:44 PM
Dewberry Architects Inc.
Agreement for the Provision of Limited Professional Services
December 23, 2014
OFFICE Dewberry Architects Inc. CLIENT: City of Grapevine
ADDRESS: 7557 Rambler Rd., Suite 670 1201 Municipal Way
Dallas, Texas 75231 Grapevine, Texas 70651
Attn: Ms. Janis Roberson
PROJECT: Grapevine Public Library Expansion, Grapevine, Texas
SCOPE/INTENT AND EXTENT OF SERVICES:
DEWBERRY Architects will provide design services to the City of Grapevine for the
approximate 1,500 SF expansion and partial interior renovation of the Grapevine Public Library
current periodical reading room and genealogy room. This work will include:
Meet with Library staff to present recommended design, materials, finishes and furniture
revisions at the expansion and associated space. Prepare plans and specification, bid support
and construction administration for the expansions and interior renovation.
Expansion and partial interior renovation
Simple site plan.
Foundation Plan
Roof Structural Plan
Structural Details
Demolition plan
Demolition Elevations.
Dimensioned Floor pian
Finish floor plan
Reflected ceiling plan
Roof Plan
Roof details
Exterior elevations
Building Sections
Wall Sections
Wall details
Window and door schedule
Window and Door details
Electrical Plan
HVAC Plan
Schedules
Specifications for pricing RFP
Answer questions during pricing
Review RFP pricing
FEE ARRANGEMENT:
Lump Sum: $46,500 for the expansion/renovation including meetings, design, production, and
specifications.
Base Architecture 35,500
Structural 6,000
MEP 5,000
Base A/E fees $46,500
FiNITRROWU &__
We estimate reimbursables to not exceed $2,000 in direct expenses.
ADDITIONAL SERVICES:
Design services not include in the Basic Services listed above shall be defined as Additional
Services. Additional Services shall only be provided if authorized or confirmed in writing by
the Client. If Additional Services are required due to circumstances beyond the Architect's
control, the Architect shall notify the Client prior to commencing such services. Compensation
for these Additional services shall be a mutually agreed upon fixed fee or, if total scope of
Additional Services cannot be determined, work will be billed on an hourly basis at the rates
below. This includes any Construction Administration services.
Denelle Wrightson
$230.00
Project Architect
$140.00
Intern Architect
$ 90.00
Interior Designer
$ 80.00
Clerical
$ 60.00
Structural Engineer
$140.00
MEP Engineer
$140.00
The Terms and Conditions attached hereto are made apart hereof of this agreement and
have the same force and effect as though said Terms and Conditions were herein set out in
EM
OFFERED BY:
ACCEPTED BY:
Signature Date Signature Date
Printed Name/Title Date ' ' Printed Name/Title Date
Denelle C. Wrightson December 23, 2014
Terms and Conditions
The Client requests and authorizes Dewberry Architects Inc. to perform the services outlined in this
agreement for the stated fee arrangement. Dewberry Architects Inc. will serve as consulting architects
and will hereby be referred to as Dewberry.
Standard of Care:
Services performed by Dewberry under this agreement will be conducted in a manner consistent with
that level of care and skill ordinarily exercised by members of the profession in the same locale
practicing under similar circumstances and conditions. No other representation expressed or implied, and
no warranty or guarantee is included or intended in this Agreement, or in any report, opinion, document
or otherwise.
Access To Site:
Unless otherwise stated, Dewberry will have access to the site for activities necessary for the
performance of the services. Dewberry will take precautions to minimize damage due to these activities,
but has not included in the fee the cost of restoration of any resulting damage.
Dispute Resolution:
Any claims or disputes between the Client and Dewberry shall be submitted to non-binding
mediation.
Direct Expenses:
Dewberry Direct Expenses, when part of the basis of compensation, are those costs incurred on or
directly for the Client's project, including, but not limited to, necessary transportation costs, meals
and lodging, laboratory tests and analyses, computer services, telephone, printing, binding,
postage and reproduction charges, all costs associated with outside consultants and other similar
costs. Reimbursement for Direct Expenses will be on the basis of actual charges when furnished by
commercial sources times 1.00 and on the basis of current rates when furnished by Dewberry.
Billings/Payments:
Invoices for Dewberry services shall be submitted on a monthly basis for all services rendered. Invoices
shall be payable within 45 days after the invoice is received. Client shall notify Dewberry in writing of
any disputed amount within 45 days after date of invoice: otherwise all invoice charges are agreed to be
acceptable. If the invoice is not paid within 45 days, Dewberry may, without waiving any claim or right
against the Client, and without liability whatsoever to the Client, terminate the performance of services.
Insurance:
A. Dewberry shall at its own expense provide and maintain certain insurance in full force and effect at
all times during the term of this Agreement and any extensions thereto. Such insurance, at a
minimum, must include the following coverages and limits of liability.
(I) Commercial General Liability Insurance in an amount not less than a combined single limit
of $1 million per occurrence. This policy should be endorsed to name the City as an
additional insured. It is the intent of the City that the policy coverage should not be limited
by an annual aggregate limitation. If this policy is to be limited by an aggregate annual
limitation, the aggregate limitation shall not be less than $2 million otherwise Dewberry
must provide a $1 million per pro ect aggregate a plicable for the project specified in this
contract. This policy must he engorsed to provide coverage for pollution/coverage. Such
contamination coverage should be specified on the certificate described in (C) below,
(ii) Comprehensive Auto Liability Insurance, including hired, rental or non -owned automobiles,
in an amount not less than a combined single limit of $1 million per occurrence. This policy
should be endorsed to name the City as an additional insured.
(iii) Workers' Compensation Insurance as required by the laws of the State of Texas and
Employer's Liability Insurance in a minimum amount of $1 million. This policy shall
contain a Broad Form All States Endorsement. When required by the City, this policy shall
also be endorsed to include coverage required by the United State Longshoreman and
Harbor Workers' Compensation Act and Maritime Coverage. The certificate of insurance
required by section C, below, must have the following statement shown in the remark
section:
This policy for workers' compensation protects all members of the insured organization,
including an employer, a sole proprietor, a partner or bona fide officer of the insured
organization, and all employees.
(iv) Professional Liability Insurance. For projects with an estimated total cost in excess of $1
million the limit of liability shall be in an amount not less than $1 million per claim and in
the annual agregate. Far projects with a total estimated cost of $500,000 to $1,000,000 the
limit of liability shall be in an amount not less than $500,000 per claim occurrence and in
the annual aggregate. For projects with a total estimated cost less than $500,000 the limit of
liability shall be in an amount not less than $250,000 per claim and in the annual aggregate.
B. Dewberry shall promptly notify the City if any claim is asserted against the contractors whenever
such a claim would apply to this coverage. This notification requirement applies whether the claim
results from services performed under this agreement or from any other agreement with any other
client. The City's intent is to make certain, to the extent possible from such information, the adequacy
of the annual aggregate amount of coverage provided under the required professional liability
insurance.
C. All coverage provided for in Section A shall be effective under insurance policies issued by solvent
insurance carriers qualified to do business in the State of Texas and having an A.M. Best Company
rating of B+VII or better. The City reserves the right to inspect any and all insurance policies required
pursuant to this Agreement, prior to commencement of the services specified in the Agreement and
anytime thereafter.
D. Proof that such insurance coverage exists shall be furnished to the City by means of a Certificate of
Insurance form provided by the City before any part of the service specified by this Agreement are
commenced. The said Certificate shall name the City as an additional insured as indicated in Section A
and the liability policies shall be endorsed to include a provision that in case of cancellation or any
material change in the coverage stated above the City shall be notified thirty (30) days prior to any such
change or cancellation. Said provision shall include cancellation for nonpayment of premium. Dewberry
shall be liable for its subcontractors' insurance coverage of the types and in the amounts stated above,
and shall furnish the City with copies of such Certificates of Insurance.
E. Dewberry and all of its insurers shall, in regard to the above stated insurance, waive all right of
recovery or subrogation against the City, its officers, agents or employees and its insurance companies.
F. The payment of any deductible specified by such insurance policies shall be the responsibility of the
Consulting Architect firm and will be paid solely by Dewberry. If any of the insurance policies referred
to above do not have a flat premium rate and such premium has not been paid in full, such policy must
have a rider or other appropriate endorsement or waiver sufficient to establish that the issuer of the
policy is entitled to look only to Dewberry for premium payment and has no right to recover premium
payment from the City.
G. A copy of the insurance policy will be provided to the City. The policy shall list the City as an
additional insured and include a provision that the City shall receive thirty (30) days advance notice, in
case of cancellation or any material change in the coverage stated above, and said provision shall include
cancellation for nonpayment of premium.
H. If any part of the services specified by this agreement are sublet, similar insurance shall be provided
by or on behalf of the subcontractor to cover their operations, and evidence of such insurance,
satisfactory to the City, shall be furnished to the City by Dewberry.
Termination of Services:
This agreement may be terminated by either party for convenience on 30 days' written notice. It may
also be terminated for cause, if either party fails substantially to perform through no fault of the other
and does not commence correction of such nonperformance and diligently complete the correction
thereafter. On termination, Dewberrywill be paid for all authorized work performed up to the termination
date.
Interpretation:
In the event of a conflict the laws of the State of Texas shall prevail. Venue for any cause of action shall
be in Tarrant County, Texas.
Payment:
Dewberry shall submit a monthly invoice of the amount and value of the work accomplished to the date
of such submission. The invoice shall also show the total of previous payments on account of this
Contract, and the amount due and payable as of the date of the current invoice.
Upon receipt and approval of each invoice, the City shall pay the amount shown to be due and payable
within forty-five (45) days.
The Contractor shall permit the authorized representative of the City to periodically inspect and audit all
data and records of the Contractor relating to his performance under this contract.
Compliance with Laws:
The Architect(s) shall comply with all applicable Federal, State and Local laws and ordinances, as shall
all others employed by them in carrying out the provisions of this contract.
Compliance with Civil Rights Act:
The Architect(s) shall comply with the provisions contained in Title VI of the Civil Rights Act of 1964.
Compliance with Americans with Disabilities Act:
The Architect(s) shall comply with all applicable requirements of the Americans with Disabilities Act,
42, U.S. C. A. TUH.12101-12213, as amended.
Adolfson Grapevine Public Library Expansion - SD Budget
&Peterson 4/1/2015
Construction
Owner: City of
DewberryDuration
Estimator:• ••SQFT: 1440
Project Summary Sheet - Estimated Cost of Work
(vision # Description Total % of Const. Const. $'s/SF
Division #0
General Conditions
$125,000
31.97%
$86.81
Division #1
General Requirements
$0
0.00%
$0.00
Division #2
Sitework
$42,786
10.94%
$29.71
Division #3
Concrete
$68,040
17.40%
$47.25
Division #4
Masonry
$18,104
4.63%
$12.57
Division #5
Metals
$42,192
10.79%
$29.30
Division #6
Woods and Plastics
$3,940
1.01%
$2.74
Division #7
Thermal and Moisture Protection
$23,356
5.97%
$16.22
Division #8
Doors and Windows
$1,500
0.38%
$1.04
Division #9
Finishes
$30,526
7.81%
$21.20
Division #10
Specialties
$250
0.06%
$0.17
Division #11
Equipment
$0
0.00%
$0.00
Division #12
Furnishings
$0
0.00%
$0.00
Division #13
Special Construction
$0
0.00%
$0.00
Division #14
Conveying Systems
$0
0.00%
$0.00
Division #15
Mechanical
$14,260
3.65%
$9.90
Division #16
Electrical
$21,000
5.37%
$14.58
Division #17
Technology & Communication
$0
0.00%
$0.00
Total Construction Costs :
$390,954
100%
$271.50
Third Party Review
$0
0.00%
GMP Construction Contingency
$16,691
LS
Escalation & Inflation Allowance
$0
0.00%
Building Permit and Plan Check Fee
$0
0.00%
Builders Risk Insurance
Excluded
0.00%
Sub Bonding Insurance
$4,887
1.25%
Comprehensive General Liability Insurance
$3,910
1.00%
Performance, Labor & Material Bond
$7,247
LS
Taxes
$0
Exempt
Design Services Fee
$0
0.00%
A&P's Fee
$16,312
3.85%
Preconstruction Services
$0
0.00%
Total Project Costs :
$440,000
$305.56