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HomeMy WebLinkAbout101882 VAUGHT FRYE - CONTRACT - RFP - P265 BUILDING EXPANSION UTILTIESPROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and VAUGHT FRYE ARCHITECTS, PC, hereinafter referred to as "Professional'. W ITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: Scope of Services. The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of six (6) pages, and incorporated herein by this reference. 2. The Work Schedule. The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of one (1) page, and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within five (5) days following execution of this Agreement. Services shall be completed no later than June 30, 2003. Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in writing by the parties hereto. 4. Early Termination by City. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: PSA 05101 grading plan based on finalized hydrologic analysis completed within this Task which also includes coordination with the City's Old Town Master Drainage Plan, • Finalize hydrologic analysis will be performed in accordance with the City's storm water requirements, mitigate for wetlands in central part of Site, and based on the City's most current design criteria as part of the development of the Project's final drainage report, • Provide assistance to the City as part of 404 permitting and wetlands mitigation planning by production of exhibits to be submitted to the Army Corps of Engineers, • Finalize hydraulic analysis for On -Site drainage collection system, Elm Street drainage system, siphon structure and downstream conveyance, water quality facility and the City's Old Town Basin existing 100-year floodplain which crosses the Site as required by the City and to be included as part of the Project's final drainage report, • Provide a Final Drainage & Erosion Control Report as part of the City's development review process, • Attendance of three (3) meetings with City and Vaught -Frye, and • Provision of Quality Control checks throughout this Project task. TASK 3.0 Final Construction Drawings, Specifications and Bid Documents This Task will provide a final design for Site improvements, construction drawings, specifications, and bid documents. Specific items under this task include: Final Construction Drawing Set to include the following: o Cover Sheet with General Notes in conformance with the City of Fort Collins, o Site Replat including ROW and easement information required as part of Site improvements, o Overall Site Plan delineating layout of proposed improvements, o Horizontal Control Plan that will be used as part of our construction staking component for the Project, o Demolition Plan that will delineate what existing On -Site features will be required to be removed, o Phased Grading Plan that will define the limits of construction based on a phased improvement plan. {Currently, we anticipate that improvements associated with the approximate north half of the Site, including ovexexcavation, storm sewer and water quality facility construction, overlot and fine grading, and full depth asphalt construction will be part of Phase 1, with the remaining Site improvements allocated to Phase ll. However, in the event that additional phasing plans are required due to City direction we will provide this as an additional service, and in direct coordination with the City.} o Phased Storm water Plan & Profile (Including floodplain conveyance structure and water quality components for On -Site.) o Phased Erosion Control Plan o On -Site Utilities Relocation Plan & Profile o Elm Street Plan & Profile o Construction Details • Develop specifications for Project improvement components based on City of Fort Collins standards, -4- • Provide quantity takeoffs and opinion of probable construction cost as part of bid documents to be included with the Project Manual developed by Vaught -Frye. • Develop Bidding Documents in conformance with City of Fort Collins standards including: o Final Technical Specification, o Project Duration, {it is assumed that Ripley AssociateslVaught-Frye Architects will prepare front-end documents, including Bid Notice, Standard Contract} • Attend two (2) interim meetings with City and Vaught -Frye, and • Provision of Quality Control checks throughout this Project task. TASK 4.0 Construction Services This task provides construction -related services. Specific items under this task include: • Provide construction staking delineating key locations (i.e., end points and turning points) for On -Site the following improvements, o Overlot grading o Storm water conveyance facilities o On -Site utilities (i.e., NVWCD, ELCO, City sanitary utilities) o Water quality structures • Review Contractor bids and assist the City in Contractor selection, • Review potential shop drawings submitted by the selected Contractor, • Review potential change orders pertaining to Site construction, • Provide assistance to the City in the capacity of permitting and drainage certification of drainage improvements. • Provide weekly Site visits (estimated to be a total of 12 based on anticipated phased construction time frame -with City performing inspection work for the Project) to observe and note general compliance to civil engineering plans and specifications, • Provide revised drawings based on information supplied by the Contractor and serving as Drawings of Record upon final Project completion, • Provide Post -Construction Walk Through and general acceptance, • In -House administration of this Project task through final construction, and • Provision of Quality Control checks throughout the Project task. E. ELECTRICAL: (Electrical Systems Consultants) SCOPE OF WORK: Electrical Systems Consultants (ESC) will provide the following engineering tasks in support of the project: 1. Field verify the existing electrical conditions for electrical demolition plan required. Two visits included to document existing conditions. 2. Schematic Design for the new site lighting and associated photometrics. 3. Design Development for the new site lighting and associated photometrics. 4. Construction Documents for the new site lighting and associated photometrics. 5. Provide partial oneaine riser diagrams as required for the new and/or revised circuiting. -5- 6. Specification to be located on the drawings. 7. Drafting services to be performed utilizing AutoCAD version 14 or 2000. 8. Answer electrical field questions, issue clarifications and revisions as required. 9. Attend six (6) design coordination meetings with owner and architect. Additional meetings to be performed per the hourly rates included herein. 10. Perform two (2) site observations of construction work. Additional observations to be performed per the hourly rates included herein. FEES The following are fixed fees based on the above listed Scope of Work: A. Vaught*Frye Architects B. VF Ripley Associates $ 32,000.00 Consultant Service Fee VF Ripley Associates Conceptual Design $ 2,500.00 Minor Amendment —Revised Site and Landscape Plan ODP $ 1,200.00 PDP Site Plan $ 2,500.00 PDP Landscape Plan $ 1,500.00 Final Compliance $ 500.00 VF Ripley Associates Construction Documents for $ 650.00 Planting Hines Irrigation Consultants, Inc. Construction Documents for $ 2,935.00 Irrigation VF Ripley Associates Construction Observation $ 800.00 Planting (2 Site visits) Hines Irrigation Consultants, Inc. Construction Observation $ 920.00 Irrigation (2 Site visits) Total Estimated Fees C. The Sear -Brown Group $ 13,505.00 1. Site Replat & Topographic Survey $ 22,810.00 2. Hydrologic Analysis & Design 25,330.00 3. Final Construction Drawings, Specifications and Bid Documents 59,530.00 4. Construction Services 41,130.00 D. Electrical Systems Consultants $ 4,800.00 E. Reimbursables $ 10,000.00 TOTAL FEE $207,285.00 END OF EXHIBIT A lulls EXHIBIT B MILESTONE SCHEDULE Utility Service Center Site Improvements 700 Wood Street Fort Collins, Colorado Item Finish Date Final Agreement City Sign Agreement February 1, 2002 Notice to Proceed February 15, 2002 PDP 1 Submittal February 18, 2002 Landscape Review with Neighborhood April 2, 2002 Receive City PDP Submittal Comments May 7, 2002 Public Hearing May 30, 2002 Submit FDP City Approval of FDP June 13, 2002 95% City Review of Construction Documents June 29, 2002 June 13, 2002 Neighborhood Review June 20, 2002 City Review Out to Bid June 20, 2002 Receive Bids July 3, 2002 July 25, 2002 Notice to Proceed August 26, 2002 Substantial Completion February 28, 2003 Alternate Schedule if2"d PDP Submittal is required: PDP 2"d Submittal May 21, 2002 Receive City Comments June 18, 2002 Public Hearing July 9, 2002 Submit FDP City Approval of FDP July 23, 2002 95% City Review of Construction Documents August 6, 2002 July 23, 2002 Neighborhood Review July 30, 2002 City Review Out to Bid July 30, 2002 Receive Bids October 11, 2002 Notice to Proceed October25, 2002 Substantial Completion November 24, 2002 May 15, 2003 -7- EXHIBIT C RATES FOR ADDITIONAL WORK RATE SCHEDULES Additional services, as requested by the owner, or changes in the Scope of Work, shall be billed on an hourly basis, according to the billing rates listed below, or shall be a lump, as agree to by the Owner. Vaught*Frye Architects Standard Billing Rates LABOR: Principal $ 110.00/Hour Associate $ 85.00/1-lour Project Architect III $ 80.00/1-lour Project Architect II $ 75.00/Hour Project Architect $ 65.00/Hour Interior Designer III $ 65.00/1-lour Technician III $ 60.00/Hour Technician II $ 55.00/1-lour Technician 1 $ 45.00/Hour Intern $ 40.00/1-lour Secretarial $ 30.00/1-lour REIMBURSABLE& Auto/Mileage $ .30/Mile Photocopies (8 ❑" x 11") B& W $ .10/Copy Mylar Plots (24 x 36) $ 10.00 Color Plots (24 x 36) $ 10.00 Bond Plots (24 x 36) $ 5.00 Rendering Plot (24x36) $ 50.00 • Other direct project expenses will be billed at cost plus fifteen percent. VF Ripley Associates Standard Billing Rates LABOR: Principal/Arch./Planner $ 110.00/1-lour Principal/Landscape Arch./Planner $ 110.00/Hour Project Manager III $ 75.00/1-lour Project Manager II $ 70.00/Hour Project Manager 1 $ 65.00/1-lour Landscape Architect III/ Technician III $ 60.00/Hour Landscape Architect II/ Technician II $ 55.00/Hour Landscape Architect (/Technician 1 $ 45.00/Hour Intern 1 $ 40.00/Hour Secretarial $ 30.00/Hour REIMBURSABLE& Blueprints (24 x 36) $ 1.20 Auto/Mileage $ .30/Mile Photocopies B&W (81/2" x 11"} $ ,10/Copy Photocopies Color (8112" x 11") $ .99/Copy Mylar Plots (24 x 36) $ 10.00 Color Plots (24 x 36) $ 10.00 Paper Plots (24 x 36) $ 5.00 Rendering Plot (24x36) $ 50.00 • Other direct project expenses are billed at our cost plus fifteen percent. Sear -Brown Group Standard Billing Rates Engineering/Architectural Manager $115.00/Hour Senior Engineer I, Architect I, Landscape Architect l $ 95.001-Iour Senior Engineer 11, Architect II, Landscape Architect II $ 82.00/Hour Engineer I, Architect I, Landscape Architect 1 $ 72.00/Hour Engineer II, Architect II, Landscape Architect II $ 62.00Hour Senior Designer I $ 70.00/Hour Senior Designer II $ 65.00/Hour Designer I $ 60.00/Hour Designer II $ 55.00/Hour Cadd Drafter $ 48.00/Hour Construction Administrator 1 $ 75.00/Hour Construction Administrator II $ 65.00/Hour Senior Environmental Scientist 1 $ 120.00/Hour Assistant Environmental Scientist $ 60.00/Hour Survey Manager $ 95.00/Hour Senior Surveyor 1 $ 80.00/Hour Surveyor I $ 75.00/Hour Surveyor III (crew chief) $ 60.00/Hour Survey Technician I (instrument operator) $ 40.00/Hour Secretary 1 $ 45.00/Hour M Electrical Systems Consultants Standard Billing Rates Project Manager $ 70.00/Hour Project Engineer (Review) $ 68.00/Hour Designer $ 46.00/Hour CAD Technician $ 36.00/Hour Word Processing $ 28.00/Hour -10- Professional: City: With Copy to: Vaught Frye Architects, PC D. J. Gianola, PE Opal F. Dick, CPPO, Sr. Buyer 401 West Mountain City of Fort Collins City of Fort Collins Suite 200 P. O. Box 580 Purchasing/Utilities Fort Collins, CO 80521 Fort Collins, CO 80522 P. O. Box 580 Fort Collins, CO 80522 In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 5. Design, Proiect Indemnity and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City; and for the City's costs and reasonable attorneys fees, arising directly or indirectly out of the Professional's negligent performance of any of the services furnished under this Agreement. The Professional shall maintain commercial general liability insurance in the amount of $500,000 combined single limits, and errors and omissions insurance in the amount of $1,000,000. 6. Compensation. In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of One Hundred Ninety-seven Thousand Two Hundred Eighty-five Dollars ($197,285.00) plus reimbursable direct costs. All such fees and costs shall not exceed Two Hundred Seven Thousand Two Hundred Eighty-five Dollars ($207,285.00). The parties acknowledge that VF Ripley Associates, Hines Irrigation Consultants, PSA 05/01 2 Inc., The Sear -Brown Group and Electrical Systems Consultants are not parties to this agreement. However, the rates listed for services to be provided by these subcontractors shall be the rate paid by the City to the Professional for these services. If the amount charged by these subcontractors exceed the rates listed in Exhibit "C" the excess amount shall not be paid or owed by the City. The limitation on increases in prices set forth in section 4 herein shall apply to all rates listed in Exhibit "C" including subcontractor rates. Monthly partial payments based upon the Professional's billings and itemized statements are permissible. The amounts of all such partial payments shall be based upon the Professional's City -verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's actual reimbursable expenses. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 7. City Representative. The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. 8. Project Drawings. Upon conclusion of the project and before final payment, the Professional shall provide the City with reproducible drawings of the project containing accurate information on the project as constructed. Drawings shall be of archival quality, prepared on stable mylar base material using a non -fading process to prove for long storage and high quality reproduction. 9. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Scope of Services, Work Schedule, and other material information. Failure to provide any required monthly report may, PSA 05/01 3 at the option of the City, suspend the processing of any partial payment request. 10. Independent Contractor. The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 11. Personal Services. It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 12. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 13. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default. 14. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period often (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred PSA 05/01 4 because of the default. 15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 16. Law/Severability. The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 17. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit "C", consisting of three (3) pages, attached hereto and incorporated herein by this reference. PSA 05101 5 THE CITY OF ORT COLLINS, COLORADO By: John .Fischbach City Manager By: (K ) , 7L J mes B. O'Neill II, CPPO, FNI P Direr r f Purchasing & Risk Management DATE: 2. I z I f O Z ArTTEST: City Clerk APPRO D AS TOFORM: AssistAt City Attorney VA GH By: x Title: ,PC CORPORATE PRESIDENT OR VICE PRESIDENT Date: Z' 11 — b Z (Corporate Seal) PSA 05101 6 EXHIBIT A SCOPE OF WORK AND FEES Utility Service Center Site Improvements 700 Wood Street, Fort Collins, CO February 1, 2002 SCOPE OF WORK A. GENERAL: The City of Fort Collins Water, Wastewater, and Electric Utilities wishes to complete the design and construction work necessary to improve their facility at 700 Wood Street, Fort Collins, Colorado. These improvements are based on the recently completed and approved Master Plan. The work will require Architectural, Planning, Landscape Architecture, Civil and Electrical design services, which are outlined below. B. ARCHITECTURAL: (Vaught*Frye Architects) Throughout the Course of this project, we will provide the project management necessary to see that the design work is completed in a timely manner. We will attend meetings, offer advice, review documents and process submittals as required to help satisfy the overall requirements of the project. We will also assist, where needed, with the actual construction phase of the overall development. C. PLANNING AND LANDSCAPE ARCHITECTURE: (VF Ripley Associates) SCOPE OF WORK: Our scope -of -work will consist of the following tasks: CONCEPTUAL DESIGN: 1. Review project scope, define consultant responsibilities and determine project schedule. 2. Visit the site to analyze views, vegetation and other existing conditions. 3. Research City Land Use Code and meet informally with City staff if needed. 4. Meet with the project Civil Engineer to determine utility, grading and storm water constraints. 5. Develop site concept designs and meet with Client to review alternatives. 6. Schedule and attend Conceptual Review meeting with City Staff. 7. Prepare Affected Property Owners (APO) list for notification of public hearings. 8. Prepare rendered site concept plan and attend informal neighborhood meetings (2 maximum). OVERALL DEVELOPMENT PLAN (ODP): 1. Prepare and submit to the City an Amended ODP submittal of the project illustrating land use, densities, circulation and access. 2. Coordinate all activities and requirements of the submittal with Client, Civil Engineer, and Traffic Consultant. 3. Obtain written staff comments and coordinate any changes with all consultants and resubmit according to imposed deadlines. 4. Coordinate the review process, meet with Client and City Staff. -1- PROJECT DEVELOPMENT PLAN (P.D.P.): 1. Prepare a P.D.P. submittal based on the results of the conceptual designs, information obtained at Conceptual Review meeting and input from neighborhood meeting 2. Prepare a Landscape Plan required for the P.D.P. submittal. 3. Coordinate all activities and requirements of the submittal with Client, Architect, Civil Engineer, and Traffic Consultant. 4. Submit all P.D.P. documents, as per the City of Fort Collins Land Use Code. 5. Obtain written staff comments and coordinate any changes with all consultants and resubmit according to imposed deadlines. 6. Coordinate the review process, meet with Client, City Staff and attend the Public Hearing of the Planning and Zoning Board or Planning Director. MINOR AMENDMENT: 1. Prepare a revised Site Plan based on the recorded Site Plan and Plat dated 06/19/90 showing the changes to the existing yard layout. 2. Prepare a revised Landscape Plan as required. 3. Coordinate all activities and requirements of the submittal with Client, Architect, and Civil Engineer. 4. Submit all Minor Amendment documents, as per the City of Fort Collins Land Use Code. CONSTRUCTION DOCUMENTS: 1. Provide a planting plan that illustrates specific plant material species, location, size, quantities and condition. 2. Provide technical planting specifications for incorporation into Architect's bid set. 3. Provide irrigation plans, details and specifications. 4. Provide a final landscape and irrigation cost estimate. CONSTRUCTION OBSERVATION FOR PLANTING: 1. Visit the site two times during construction to observe progress by the Contractor. Provide field reports after each visit listing any deviations from the contract documents 2. At completion of the project, conduct a final walk through and create a final punch list of any deviations from the contract documents. CONSTRUCTION OBSERVATION FOR IRRIGATION: 1. Participate in a pre -construction conference to answer Contractor questions and to provide clarification to bid documents as required. 2. Review shop drawings and material submittals, comment, rereview and approve for construction. 3. Two visits to site during irrigation installation to observe construction and to become generally familiar with the progress and quality of the Contractors work. A written report will be provided after each site visit. 4. Schedule and participate in a preliminary walkthrough with Contractor for review of irrigation construction and operating system. Prepare a punch list of all items, which need adjustment or correction to be performed by Contractor prior to Final Acceptance. 5. Conduct a final walk-through with Contractor to observe completeness of installation and compliance with "punch list" items. -2- D. CIVIL: (The Sear -Brown Group) SCOPE OF WORK: This scope addresses Construction Document development associated with the proposed site layout for the Service Center Warehouse/Storage Yard (Site), which includes Site replat, design and construction of an onsite storm water runoff collection system, floodplain conveyance facilities, grading, survey, and construction staking and observation. Professional services for the Project consist of the following: TASK 1.0 Site Replat & Topographic Survey This task will provide a replat of the Site, as well as minor topographic survey to pick up more recent Site features that may have been added or modified since the last survey performed by Sear -Brown (1997). Specific items under this task include: Kick -Off Meeting (This Task is essentially completed). Research and replat of the City's Service Center property to account for the following Site features: o Outstanding ROW conflicts and requirements for Site improvements, o Segment of BNSF Railroad Right -of -Way (ROW) purchased by the City in the southeast quadrant of the Site, o Vacate back alley north of the Salvation Army Distribution Facility with associated exhibits, o Irrigation siphon utility easement for modified alignment, 0 6-foot pedestrian walkway for the existing walk along the south side of the Site, including the Lee Martinez Park access area, and ultimately to the Poudre Trail, and o drainage easements required for the future floodplain channel proposed 4'x9' RCBC that will serve to remove the Site from the existing floodplain. Topographic survey of Site features that have been added or modified since the last survey performed by Sear -Brown in 1997, which includes: o Additional fill in the southeast area of the subject property, o Survey north perimeter of Lee Martinez Park as it affects design of conveyance for water right delivered by siphon on Elm Street, and o New asphalt, curb & gutter, and other new structures within Site, • Attendance of four (4) meetings with City and Vaught -Frye, and • Provision of Quality Control checks throughout this Project task. TASK 2.0 Hydrologic Analysis & Design This task will proved the final hydrobgic and hydraulic analysis required by the City of Fort Collins as part of the ultimate design for the Site's storm drainage/floodplain conveyance facilities, and overall improvement plan. Specific items under this task include: Finalize grading plan based on the most recent Site Plan accepted by the City and provided by Ripley Associates/Vaught-Frye Architects with refinement of the final -3-