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HomeMy WebLinkAboutItem 06 - Design Service for Library Expansion and RenovationMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL MEETING DATE: DECEMBER 16, 2014 SUBJECT: CONSIDER APPROVAL OF A CONTRACT WITH DEWBERRY ARCHITECTS FOR DESIGN SERVICE FOR THE EXPANSION AND RENOVATION OF THE GRAPEVINE PUBLIC LIBRARY 1741i7irIL&l: I gl97_fgmgI 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. FUNDING SOURCE: Funds are available in account 121-44540-313-15-0054 (Professional Services) for an amount not to exceed $76,500.00. 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 60 shelves of items currently in a compact shelf area in the workroom which is not accessible to the public now. In response to patron requests and changing demographics, funds to expand the teen and genealogy areas of the library were budgeted this year as a Quality of Life project funded through sales tax. Denelle Wrightson, the architect that did the 2001 expansion and remodel will again be the architect. She has the knowledge and the original documents needed for the project which will provide continuity between the two projects. The total cost of this project is $447,000. Staff recommends approval. 12/11/2014 9:56:27 AM Dewberry Architects Inc. Agreement for the Provision of Limited Professional Services November 5, 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 DEWBERRY Architects will provide design services to the City of Grapevine for the 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 Provide architectural, structural and MEP design. Create demolition plans. Provide dimensioned plan, finish plans. Prepare new reflected ceiling plan Provide wall, window and door details for this area. Provide structural and MEP documents. Provide specifications for all work Provide complete bid documents Assist the City with the release of bids, issuing Addendum and reviewing the bid Provide construction administration services. '' ' 0 Lump Sum: $76,500 for the expansion/renovation and FFE including meetings, design, production, specifications, bidding and Construction administration. Architecture 47,500 Structural 6,000 MEP 5,500 FFE 12,100 Cost Estimating 5,400 101 . ' ► We estimate reimbursables to not exceed $3,500 in direct expenses. M1111V9 ► 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. 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 full. OFFERED BY: 1 Signature Date Signature Date Printed Name/Title Date Printed Name/Title Date Denelle C. Wrightson November 5, 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 project aggregate applicable for the project specified in this contract. This policy must he endorsed 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 aggregate. For 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.