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HomeMy WebLinkAboutCORRESPONDENCE - RFP - 8371 ARCHITECTURAL & ENGINEERING SERVCIES ON-CALLWork Order Form Official Purchasing Form Last updated 10/2017 WORK ORDER FORM PURSUANT TO A MASTER AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND AU WORKSHOP WORK ORDER NUMBER: PR-600179; PR-600296 PROJECT TITLE: USC Renovation for Broadband (NOC) and Light & Power (SCO) – Phase 2 ORIGINAL BID/RFP NUMBER & NAME: 8371 MASTER AGREEMENT EFFECTIVE DATE: 01-01-2019 WORK ORDER COMMENCEMENT DATE: 05-06-2020 WORK ORDER COMPLETION DATE: 07-30-2021 MAXIMUM FEE: (time and reimbursable direct costs): $90,000 PROJECT DESCRIPTION/SCOPE OF SERVICES: Architectural and engineering services for USC Renovation for Broadband and Light & Power – Phase 2 Service Provider agrees to perform the services identified above and on the attached forms in accordance with the terms and conditions contained herein and in the Master Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Master Agreement and this Work Order (including the attached forms) the Master Agreement shall control. The attached forms consisting of fifteen (15) pages are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given after all parties have signed this document. SERVICE PROVIDER: Date: Jason Kersley, Principal ACCEPTANCE: Date: Matthew Schaefer, Project Manager REVIEWED: Date: Elliot Dale, Senior Buyer ACCEPTANCE: Date: Gerry Paul, Purchasing Director (if greater than $60,000) DocuSign Envelope ID: 3EA03FC3-6478-44EC-BE83-F30F9E8EAC06 6/24/2020 6/24/2020 6/24/2020 6/24/2020 Work Order Form Official Purchasing Form Last updated 10/2017 REVIEWED: Date: DeEtta Carr, Project Manager – Light & Power REVIEWED: Date: Tim McCollough, Deputy Director, Utilities Light & Power Service Unit REVIEWED: Date: Colman Keane, Broadband Executive Director DocuSign Envelope ID: 3EA03FC3-6478-44EC-BE83-F30F9E8EAC06 6/24/2020 6/24/2020 6/24/2020 Page 1 13 April 2020 Matt Schaefer Senior Facilities Project Manager City of Fort Collins | Operation Services 300 Laporte Ave. Fort Collins, CO 80522 RE: City of Fort Collins | Utility Services Center NOC-SCO Remodel Phases 2 Dear Matt, [au]workshop is pleased to provide you with this fee proposal for design consulting services to remodel the Utility Services Center to accommodate the new Network Operations Center (NOC) for the Broadband group and update the existing Supervisory Control Operations (SCO). PROJECT UNDERSTANDING, SCOPE OF WORK AND DELIVERABLES Accommodation of the NOC and associated personnel and support spaces within the existing facility will require reconfiguration of existing work spaces, conference rooms, and break areas. The overall remodel will comprise approximately 7,900 square feet of space, with relocation of two large conference rooms, three small conference rooms, seven Light & Power work stations, the addition of a NOC office, seven NOC workstations, a NOC Lab, and the secure NOC/SCO space with integrated conference rooms, kitchen/break room, and restrooms. The City will engage a CM-GC firm as early as possible to assist in pricing and scheduling. The design team will assist during pricing answering RFI’s or other queries. During construction the design team will provide full Construction Administrative services. [au]workshop will attend all construction coordination meetings, site walks, and participate in final review. The scope of this proposal is for work within the controlled environment of the Network Operation Center and the Supervisory Control Operations; designated as Phase 2 of the project in the original proposal dated, Nov. 22, 2019. Phase Two of the project is creation of the secure NOC/SCO space, comprising the remaining 3,750 square feet of the project. Utilizing knowledge from prior meetings with the user groups and preliminary design layouts provided by Operations Services we will incorporate this information in preparing complete Construction Documents for the remodel. To meet outlined program requirements within the NOC and SCO, we will bring on a Controls Specialist consultant – Diversified. . DocuSign Envelope ID: 3EA03FC3-6478-44EC-BE83-F30F9E8EAC06 City of Fort Collins | Utility Services Center NOC-SCO Remodel Page 2 The scope-of-work breakout for the Control Specialist consultant is attached to this proposal as Attachment B. Coordination with this specialty consultant will require multiple team meetings. Starting with a work session scheduled for early December and continuing with more coordination and pricing meetings during Design Development and Construction Documents. FEES and EXPENSES For tasks described above, we propose a time and reimbursable direct cost basis under this agreement using our standard Hourly Rate Chart (per the Professional Service Agreement). Fee Schedule Phase Two total fee is $90,000 (refer to Attachment A) per the original proposal. Reimbursable Expenses Reimbursable expenses are not anticipated, but if incurred will be in addition to the fees stated above and will be invoiced at their actual cost. Reimbursable fees will be incurred only with prior approval by City of Fort Collins. DocuSign Envelope ID: 3EA03FC3-6478-44EC-BE83-F30F9E8EAC06 City of Fort Collins | Utility Services Center NOC-SCO Remodel Page 3 AGREEMENT By signing below, you agree to the provisions of this proposal. Authorizing services described in this Proposal shall be construed to mean agreement with the Professional Services Agreement executed on 19 December 2018. Should you have any inquiries, please do not hesitate to contact us at your convenience. Sincerely, [au]workshop, llc. Jason Kersley, AIA LEED AP Managing Principal A G R E E D: By: (signature) ________________________________ Date: ______________________ Printed name: ________________________________ Attachments: Attachment A Fee sheet Attachment B Diversified Proposal DocuSign Envelope ID: 3EA03FC3-6478-44EC-BE83-F30F9E8EAC06 ATTACHMENT A Phase Two NOC-SCO Utility Services Center Remodel Percentage of Fee by Consultant Area $/SF Total Cost Professional Service Hours Fee Hours Fee Hours Fee Hours Fee Hours Fee Area to be Remodeled 3,750 SF 240.00 $900,000.00 Architecture 39 $4,535 118 $13,604 99 $11,336 138 $15,871 394 $45,345 50.4% 10.0% 30.0% 25.0% 35.0% 100.0% Controls Specialist $0 $0 $0 $0 $0 *** 0.0% 23.0% 28.5% 48.5% 0.0% 100.0% Total Fee A/E $90,000 10.0% of Construction Costs Mechanical (GES) $0 $1,866 $2,800 $790 $5,455 6.1% Fees: Architectural $45,345 50.4% to Arch 0.0% 34.2% 51.3% 14.5% 100.0% Fees: Consultant $44,655 49.6% to Consulatants Plumbing (MKK-IMEG) $0 $1,250 $2,500 $1,250 $5,000 5.6% 0.0% 25.0% 50.0% 25.0% 100.0% Electrical (MKK-IMEG) $0 $3,200 $8,000 $4,800 $16,000 17.8% 0.0% 20.0% 50.0% 30.0% 100.0% Technology (MKK-IMEG) $0 $2,800 $7,000 $4,200 $14,000 15.6% 0.0% 20.0% 50.0% 30.0% 100.0% Interiors $0 $800 $1,000 * $2,400 $4,200 4.7% 0.0% 19.1% 23.8% 57.2% 100.0% Structural $0 $0 $0 $0 $0 ** Civil $0 $0 $0 $0 $0 ** Totals $4,535 $23,521 $32,638 $29,313 $90,000 100.0% *Includes Selection and Coordination of FF&E **Hourly if needed ***Provided as Add Service to Phase 1 of project November 20, 2019 Full Design Schematic Design Design Development Construction Docs Construction Admin Total DocuSign Envelope ID: 3EA03FC3-6478-44EC-BE83-F30F9E8EAC06 Client Company 6 conference rooms CONFIDENTIAL | 1313 1.28.2019 PROPOSAL EXECUTIVE SUMMARY – DIVERSIFIED (FORMERLY TECHNICAL INNOVATION) Thank you for this opportunity to provide pricing for upcoming control room project. You will find that our proposal details concept-level control room design services. We also offer design/build services should there be such an opportunity in the future. Diversified’s Mission Critical Environments (MCE) Team is honored to have the opportunity to present your organization with a proposal to design a set of specific components your new control room and allow you to enjoy the benefits of a completely modern, function operations space. As the second largest combined AV/IT integration firm in the country and a Commercial Integrator of the Year awardee; we excel at projects of this size and complexity. A long-term Partnership While our employees have collectively worked with over 600 unique electric utilities, we are always exceptionally happy to establish new relationships with utilities that we have not worked with in the past. Our high level of expertise related to all of the systems being considered, in addition to our knowledge as it relates to your specific way of doing business can only serve to mitigate any risk related to this new project and also ensure that this project is a success. The Experience that is Diversified Diversified prides itself on delivering EXCEPTIONAL customer experiences. Without a doubt, our design team is one of the best in the world; and we truly understand utility environments. With that said, please let me know if there are any questions that our subject matter experts can address for you. We look forward to working with your organization. Regards, Mark Mark Steele Director – Energy & Utilities ATTACHMENT B DocuSign Envelope ID: 3EA03FC3-6478-44EC-BE83-F30F9E8EAC06 Client Company 6 conference rooms CONFIDENTIAL | 1414 1.28.2019 Diversified - Design Services - - - Investment Summary Programming Phase – Price included with Concept Design Conduct preliminary meetings to define key individuals and requirements. o Partial day onsite at client’s location - Typical Consolidate and organize of all information gathered in meetings Design Coordination Components o Review Control Room / NOC Workforce Job Functions o Review Control Room / NOC General Operations Workflow o Review Storm Condition / Emergency Operations Workflow – If applicable o Review General Control Room / NOC Efficiencies / Deficiencies o Technology Comparisons – verbal review / educate the client o Review Electrical Loading and Placement related to design components o Review Network and related input requirements related to design o Review Schedule requirements o Review Budget requirements DocuSign Envelope ID: 3EA03FC3-6478-44EC-BE83-F30F9E8EAC06 Client Company 6 conference rooms CONFIDENTIAL | 1515 1.28.2019 Concept Design - $13,400  Develop Furniture recommendations and/or requirements  Develop Operations Furniture Layout  Discuss Operator Task Lighting recommendations and/or requirements  Develop Ancillary Furniture recommendations and/or requirements  Develop Storage and Space recommendations and/or requirements  Discuss Seating recommendations and/or requirements  Discuss Finish recommendations and/or requirements  Discuss Ceiling / Overhead Lighting recommendations and/or requirements  Discuss Acoustic recommendations / requirements  Discuss Security Camera / Access control locations  Discuss CIP requirements for display wall processing technology  Develop Display technology recommendations and/or requirements – (Deliverable) Visio/CAD Concept Drawing (Networked or Monolithic)  Develop Cabling recommendations and/or requirements  Develop A/V Distribution and Control recommendations and/or requirements  Develop General Audio/Visual (A/V) recommendations and/or requirements  Develop Sightline recommendations and/or requirements - (Deliverable) Sightline drawing  section view drawing of ergonomic viewing angles from primary operations position to main video display system  Conceptual Rough Order of Magnitude – (Deliverable) table  Estimated cost of A/V Components and Furniture  Estimated cost of Labor and Services to Install A/V Components and Furniture  Placeholders for special room systems (Lighting, Acoustics, Flooring, Signage / Corporate Branding, Physical Security – (As Determined by Diversified)  Contingency (Typically 10% of Project Value)  Notional Project Schedule - (Deliverable) MS Project Gantt Design Development - $16,600  Prepare functional AV scope of work for each defined space and requirement. This shall also include the general scope of all other deliverables requested via the (au)workshop on September 19, 2019  Prepare AV technology budgets that include estimates for equipment, professional services and long-term support.  Prepares sketches as required to confirm deployment of space proposed, determine space requirements for all audio visual and display equipment.  Attend coordination meetings via phone or online.  Proposal includes original design and one revision. Additional revisions are available at an additional cost.  Develop Furniture recommendations and/or requirements - Room layout conceptual plan view drawing (Deliverable) Construction Documents - $28,400  Prepare functional diagrams for audio, video and control layers of the audio-visual systems  Prepare facility design drawings showing all AV conduit, power, reflected ceiling plan, elevations and section views DocuSign Envelope ID: 3EA03FC3-6478-44EC-BE83-F30F9E8EAC06 Client Company 6 conference rooms CONFIDENTIAL | 1616 1.28.2019 Total Investment = $58,400 *Travel-related expenses to be billed at actual OPTION 3D Renderings (8 view min.) - $5000 APPROVAL Authorized by (Printed Name) Signature P.O. Number Date $60,000 inclusive of travel for on-site Programming Phase information gathering session DocuSign Envelope ID: 3EA03FC3-6478-44EC-BE83-F30F9E8EAC06 Client Company 6 conference rooms CONFIDENTIAL | 1717 1.28.2019 PROGRAMMING AND CONCEPT DESIGN OVERVIEW PROGRAMMING (Example - See Investment Summary for Actual Deliverables) The first phase of the design process is Programming. The programming phase is the first and most critical of the design process and is completed onsite with the client and typically takes 1-2 days. During this project phase information will be collected to serve as the basis of design (BOD). This information is mostly collected through meetings and discussions with client personnel. A wide range of topics are covered. The information collected will guide us through spatial and technology conceptual design. This phase has three crucial parts: a. Data Mining – The interview process. MCE designers will meet with client personnel to discuss all aspects of the current operational model. A detailed list of topics covered and personnel covered by the interview process is below. b. Inventory Collection – MCE Designers will carefully go through the entire operations technology and record all pertinent information. This allows our design team to carefully inspect each component to verify successful compatibility to new system designs. c. Goals Analysis – The final important component is to have a list of target projects goals. These are quantified by the client project team and will serve as benchmarks for the design team to identify project success. During Data Mining, interviews must be conducted with some or all of the following people Control room management team Control Room Operators Other Stakeholders related to the Control Room Facilities team IT/OT Infrastructure team Security team Architect and MEP planner The information that is gathered in the programming sessions consists of the following: Review operations workforce job functions Review general operations workflow Review storm condition / emergency operations workflow Review general control room efficiencies / deficiencies Review existing architectural drawings related to control room (if available) Review existing MEP plans sets related to control room (if available) Review existing Network and Telecom plans related to control room (if available) Review existing Operations Furniture and discuss future operations furniture needs Review existing Ancillary Furniture and discuss future ancillary furniture needs Review existing Seating and discuss future seating needs Review existing Storage space and discuss future storage needs Review existing Room Acoustics and discuss future acoustic needs Review existing Overhead Lighting and discuss future overhead lighting needs Review existing Operator Task Lighting and discuss future task lighting needs Review existing Flooring (raised, rubber, etc.) and discuss future flooring needs Review existing Finish recommendations and discuss future finish needs Review existing Cable pathways and discuss future cabling needs Review existing Equipment Racks and discuss future equipment rack needs Review existing Display Technology and discuss future display technology needs Review existing Operator Sightlines related to display technology Review existing General Audio/Visual (A/V) and discuss future general A/V needs Review existing A/V Distribution and Control and discuss future A/V control needs DocuSign Envelope ID: 3EA03FC3-6478-44EC-BE83-F30F9E8EAC06 Client Company 6 conference rooms CONFIDENTIAL | 1818 1.28.2019 TECHNOLOGY CONCEPTUAL DESIGN SUMMARY OF FINDINGS REPORT NARRATIVE This is a summaryreport that includes all the details discussed during the programming cycle. This narrative will reiterate the agreed project goals and identify the design path. This narrative will discuss potential challenges and mitigation plans to carry the design forward. This report shall also include all meeting notes, site surveys, and presentations from the programming phase. This report is submitted for project team review and approval of direction. CONCEPTUAL DESIGN The second phase in the design process is Conceptual Design. Following the Programming phase, the MCE design team will start to bring concept vision to life. Through collaboration between the MCE design team and the client project team, a series of 2D spatial plans will be created. These top view drawings will accurately convey the concept details of furniture, video display technology, and architectural details. These drawings are drawn to scale in AutoCAD drafting software to ensure detail even in the concept stage. The drawings will be delivered in Adobe PDF format. During this stage specific make/model of devices may not be known but are drawn to standard sizes. The revision process is included in this stage to successfully arrive at the client approved concept design. Quantities of two (2) major revisions are included in this proposal. A major revision is defined as rework to the concept design that takes more than four (4) hours to complete. An example of a 2D concept drawing is below DocuSign Envelope ID: 3EA03FC3-6478-44EC-BE83-F30F9E8EAC06 Client Company 6 conference rooms CONFIDENTIAL | 2020 1.28.2019 TechnologyConcept design is a high level view of a complete audio visual solution. Through collaboration between the MCE design team and the client project team we will discuss a multitude of technology paths. Through our in-depth programming phase, out knowledge of your specific operation will allow the MCE Design Team to make targeted technology recommendations. These recommendations will be reviewed in detail, and through a collaborative work experience the final technologysolution will derived. This concept scope solution will be conveyed through an easy to understand one line drawing. The drawings will be delivered in Adobe PDF format. During this stage specific make/model of devices may not be known but are drawn to standard sizes. The revision process is included in this stage to successfully arrive at the client approved concept design. Quantities of two (2) major revisions are included in this proposal. A major revision is defined as rework to the concept design that takes more than four (4) hours to complete. An example of a technology concept drawing is below. DocuSign Envelope ID: 3EA03FC3-6478-44EC-BE83-F30F9E8EAC06 Client Company 6 conference rooms CONFIDENTIAL | 2121 1.28.2019 ADVANCED VISUALIZATION – OPTIONAL (Additional costs shall apply) During the concept design phase the MCE design engineers will collect data and discuss the use of advanced visualization tools. These advanced visualization tools will allow the client data to be presented in a clear and useful means for the operators / users. These advanced visuals can show SCADA end points, live status, KPI, and multi-platform applications into an easily discernable screen for operator awareness. MCE has the expertise to recognize the needs and requirements of the client to address data analytics requirements. Through software or hardware we can navigate through the vast world of data visualization to arrive at the right fit for your project application. DocuSign Envelope ID: 3EA03FC3-6478-44EC-BE83-F30F9E8EAC06 Client Company 6 conference rooms CONFIDENTIAL | 2222 1.28.2019 Rough Order of Magnitude (ROM) A Rough Order of Magnitude (ROM) will also be compiled during this phase of the design process. The conceptual design ROM will be a budgetaryestimate that will be in the +15% /- 20% range. This will allow for a planning number for the project budget. This estimate will include furnishing, technology, and construction. Concept Design Summary This is a summaryreport that includes all of the details that led to the approved concept design. This narrative will explain the “why” and “how” we arrived at this concept. It will describe any of challenges presented during the design process and how those challenges were mitigated. The narrative will recount the agreed upon project goals and how the approved design meets or exceeds the project requirements. DocuSign Envelope ID: 3EA03FC3-6478-44EC-BE83-F30F9E8EAC06 Client Company 6 conference rooms CONFIDENTIAL | 2323 1.28.2019 PROPOSAL NOTES AND ASSUMPTIONS 1. In addition to the information provided within this firm-fixed proposal, Diversified also asserts the following: 2. Diversified’s trip would include up to three (3) Diversified employees dedicated for up to two (2) days onsite. In the event that less than two days on-site is required, this will not affect the agreed price of the design contract. 3. Conceptual Design drawing package includes a provision for two (2) major revisions. Client may request more revisions, but that will result in a change order for the additional engineering labor that will be accomplished at Diversified’s home office if a revision requires more than four (4) hours of rework. A major revision constitutes more than three hours of re-work. 4. The Budget Assessment will provide a Rough Order of Magnitude (ROM) to within +20% of the entire system and is intended for broad planning purposes. 5. Any changes in the project scope will result in additional charges and is billable based upon the table below: ADDITIONAL SERVICES CHARGE-OUT TABLE CHARGE RATE Design Engineer $ 215/hour Design Draftsman $ 145/hour Project Coordinator $ 125/hour Administrative Support $ 105/hour Per Diem Expenses (per employee) $ 350/day (includes hotel) Other Travel Expenses (per employee) Actual expense cost 6. All Diversified deliverables will be provided to the Client’s Project Team via email and Abode Acrobat (.pdf file extension) format. 7. All drawings provided in this scope are non-construction drawings. The drawings are designed to identifyminimum and critical tolerances for the suppliers of the equipment. No Diversified drawings are professionally stamped. 8. All travel-related expenses are billed at actual costs +$350/dayper diem expenses. No receipts will be provided for any expense less than $75. CLIENT REQUIREMENTS FOR DATA DISCOVERY PROCESS 1. Provide a stakeholder register and clearly identify the primary point of contact for this project. 2. Provide an up-to-date AutoCAD drawing package for the areas of the building related to the control room as it becomes available, including any changes to the overall design. 3. Provide a list of drawing standards to be used for document development throughout the project. These standards include the Drawing Title Page, Border, Font Requirements, and Page Sizing. 4. Provide a means for teleconferencing as necessary for any meeting that would require Diversified’s participation. 5. Provide a method of approval for any drawings or design. Diversified cannot proceed to the next phase of design until approvals are granted and acknowledged. 6. Grant access to all necessaryand pertinent personnel during the Programming / Interview trip that Diversified’s design team would make to the facility. 7. Grant access to all necessaryspaces and allow Diversified personnel to take measurements, inventories, and conduct 8. Client personnel interviews in the format deemed necessary by the Diversified design team. 9. Client-provided list of all equipment in the control room, including a list of all potential sources that might be viewed on a large-format overview display. – Diversified shall provide a form. 10. Grant a photo pass to allow the Diversified design team to take any required photos or video. **REQUIRED** DocuSign Envelope ID: 3EA03FC3-6478-44EC-BE83-F30F9E8EAC06 Client Company 6 conference rooms CONFIDENTIAL | 2424 1.28.2019 TERMS AND CONDITIONS 1. Payment Terms: Payment terms are subject to credit approval. Unless otherwise agreed to, the purchaser shall pay within 10 days of invoice date. Progressive invoices, utilizing AIA Payment Request forms, will be due and payable according to our normal credit terms. 2. Prevailing Terms and Conditions: The terms and conditions of this agreement, and the terms and conditions contained in any appendices to this agreement, together form the entire agreement. Request for quotation, acceptance or other purchasing documents concerning services which are inconsistent with, different from or in addition to the terms and conditions of this agreement are void. 3. Approval of Orders: This agreement and all Purchaser purchase orders for Services under this agreement are subject to acceptance by Technical Innovation including, if appropriate, approval by the credit department. Upon notice, Purchaser will furnish financial information as Technical Innovation may reasonably request for this approval. Technical Innovation may, in its sole discretion, cancel this Agreement at any time if Purchaser fails to meet credit requirements established. 4. Transportation Costs: Unless otherwise provided in this Agreement, the prices for services indicated in this Agreement exclude all transportation costs. Technical Innovation will prepay these costs and invoice them to Purchaser at cost plus 5%. 5. Taxes: The price of Services indicated in this agreement is subject to taxes, including but not limited to sales, excise or use tax. Purchaser will pay all sales, use, and ad valorem excise and/or, any other taxes imposed on either party by virtue of this Agreement. Technical Innovation will invoice Purchaser for any of these taxes. Technical Innovation is legally obligated to collect from Purchaser. 6. Finance Charge/Cost of Collection: If the Purchaser fails to pay for services when due, then in addition to any other remedies available under this Agreement or allowed by law for that default, Purchaser will pay Technical Innovation an additional monthly financing charge equal to the lesser of: (a) one and one-half percent (1.5%); or (b) the maximummonthly interest rate allowed by law; of any amounts past due, chargeable during each month that payment remains outstanding and Technical Innovation ’s reasonable expenses of collection, including but not limited to, attorneys’ and experts fees and court costs. 7. Waiver: Either party’s waiver of the other’s default in its obligations under the terms or conditions of this Agreement will not in any way limit or affect that party’s right to enforce and compel strict compliance with that term or condition at any other time or with any other term or condition. 8. Entire Agreement: This agreement (including the agreed upon AIA, consultation and design proposal) and appendices to this Agreement supersedes, terminates and otherwise voids any and all prior written and/or oral agreements between the parties with respect to the Services provided. There are no warranties, representations or understanding of any kind or description whatsoever made by either party to the other, except herein. Any additional terms or notes appearing on schedules, Proposal Summaries and/or Change Orders are by this reference incorporated in this Agreement. DocuSign Envelope ID: 3EA03FC3-6478-44EC-BE83-F30F9E8EAC06