HomeMy WebLinkAboutITEM V-C-5
CITY OF
AUJ~
~,. WASH[NGTON
AGENDA BILL APPROVAL FORM
Agenda Subject: Date:
Task Order T07-005 to Annual On-Call A reement No. AG-C-225 Ma 30, 2007
Department: Attachments: Budget Impact:
Planning Task Order BCRA-T07-005 and
BCRA Pro osal
Administrative Recommendation:
City Council approve Task Order T07-005 to the 2007 Annual On-Call Consultant Agreement No. AG-C-
225 with Architects BCRA.
Background Summary:
BCRA will conduct Phase 1 of the space needs study for City Hall and the new Annex.
Per discussion of BCRA's proposal during the May 21, 2007 Finance Committee and Municipal Services
Committee meetings, only Phase 1 will be authorized at this time. Phase 2 will only be authorized at
such time the Council gives its consent to proceed with the City Hall design work.
L0604-2
A3.16.6
Reviewed by Council & Committees: Reviewed by Departments & Divisions:
^ Arts Commission COUNCIL COMMITTEES: ^ Building ^ M&O
^ Airport ®Finance ^ Cemetery ^ Mayor
^ Hearing Examiner ®Municipal Serv. ^Finance ^ Parks
^ Human Services ^ Planning & CD ^ Fire ^ Planning
^ Park Board ^Public Works ^ Legal ^ Police
^ Plannin Comm. ^ Other ®Public Works ^ Human Resources
Action:
Committee Approval: ^Yes ^No
Council Approval: ^Yes ^No Call for Public Hearing _/ /_
Referred to Until _/_/
Tabled Until _/_/_
Councilmember: Cerino Staff: Osaki
Meetin Date: June 4, 2007 Item Number: V.C.5
AU$U~'.N * MORE THAN Y4U IMAGINED
ANNUAL CONTRACT TASK ASSIGNMENT DOCUMENT
AGREEMENT #: AG-C-225
CONSULTANT: BCRA
TASK #: BCRA-T07-005
PROJECT #: Interior Space Planning for City Hall and Proposed Annex
The general provisions and clauses of the Agreement referenced above shall be in full
force and effect for this Task Assignment.
Location of Project: City Hall and Proposed Annex
Maximum Amount Payable per this Task Assignment: $34,240.00
Completion Date: August 17, 2007
Scope of Work:
Conduct Phase 1 of the Proposal for Interior Space Planning for City Hall and Proposed
Annex, dated April 24, 2007. See attached.
Approvals:
Consultant Project Manager:
Signature:
City Project Manager:
Signature:
City Mayor:
Signature:
Date:
Date:
Date:
Page 1 of 1
0
V
Z
W
a
u
3
n
P
d
n
April 24, 2007
Mr. Mark C. Ellingson
Facilities Manager
City of Auburn
25 West Main Street
Auburn, WA 98001
Re: Proposal for Interior Space Planning for City Hall and Proposed Annex
Dear Mark,
Z
0
Z
"<
Thank you for selecting BCRA to assist you in assessing the City of Auburn's space needs.
We enjoy working with you and look forward to developing a project that meets City design
and budget needs. This fee proposal is being presented to address the City's need for
space planning in anticipation of preparing an RFP for a new mixed-use building with a
potential sky-bridge connecting to City Hall. I have outlined a~ more detailed scope below.
Scone
0
W
W
Z
a
0
N
Based on our meeting with you and several Department Directors on Friday, March 30,
2007, we understand the scope of this project to include identifying/documenting the
anticipated space needs of several departments in a future proposed Annex Building to be
located across from City Hall.
In order to accomplish this task effectively, it is important that two additional steps in
support of, and prior to, planning for the Annex. First, in case this has not been done, we
suggest each Department project out their staffing needs for the next 7 to 10 years in order
to account for current and future anticipated growth, particularly with the pending
Annexation process. Second, we are recommending a thorough space needs analysis be
performed in the existing City Hall before any space needs assessment or planning occurs
for the Annex.
Performing these two tasks will help establish a clear understanding of how much space
will actually be absorbed by the various City Departments over time and how much space
will truly be needed in City Hall and the expansion.
BCRA
ARCHITECTURE • C1VIL ENGINEERINv • STRUCTURAL ENGINEERING • LAND USE PLANNING • INTERIOR DESIGN • GRAPHIC DESIGN
Phase 1: Pre-Design/Space Planning
The process for preparing the study and corresponding is outlined briefly below:
• Meet individually with the Department Director or representative from each
department currently in City Hall and any that will be included in the City Hall or
Annex after the new building is completed to discuss current/future space needs;
• Collate and document data from all meetings into Space Data Sheets (example
attached) which are then used to Program Data Sheets (also attached). The
Program Data Sheets, in some form, will likely become a part of the final RFP;
• These data sheets will result in a basic diagram comparing F~cisting Spaces to
Program Spaces. This graphically depicts and summarizes how much space will be
required based on the data provided at this point. This is also the basis for bubble
diagrams that will be provided during the next step;
• Once the basic space requirements per Department are captured, a roundtable
meeting with all Department Directors or representatives will be held to discuss
adjacencies and where specific departments/functions need to be located. This
may be facilitated through the use of a Space Puzzle Board where all spaces are
provided on loose pieces scaled to the appropriate size and, through an interactive
meeting process, each representative moves the pieces to where they think
adjacencies need to occur. This information will be collected and depicted as a
bubble-diagram;
• The space data sheets provided earlier will yield enough information for BCRA to
prepare typical office/workspace layouts (Space Relationship Diagrams) for each
department and/or function (we anticipate one (1) typical office layout, one (1)
typical workspace layout and, where relevant, a typical counter layout);
• Once typical layouts are created and adjacencies are ident'rfied, we can estimate
load factors for areas such as hallways, corridors, chases, storage closets,
restrooms, etc. resulting in the projected space needs for both City Hall and the
Annex.
At this point, the City will have a comprehensive set of documents containing information
necessary to present the City's needs in the RFP, as well as begin the planning process for
renovating the existing City Hall. This process is anticipated to take approximately 6 - 9
weeks depending on availability of staff for meetings and response time to requests for
additional information from the Design Team.
Phase 1: Pre-Design/Space Planning (Fixed Fee) $32,240
Phase 2: Schematic Desicn
It is our professional opinion that the space planning process will be more efficient and
more accurate if the City launches right into the Schematic Design Phase of the City Hall
renovation. Performing Schematic Design immediately after the Pre-Design/Space
Planning phase is more efficient in time and resources since the information is fresh and
relevant, we are able to provide the Cfty with a greater level of assurance that what is
expected of the existing building can actually be achieved.
This phase will involve actually laying out each of the floor plates with offices, workspaces,
counter areas, restrooms, stairways, hallways and corridors, and also make sure any future
bridge connection is adequately planned for at the front end of the project. This will also
provide enough information to gather preliminary cost estimates for the portion of work
within the City Hall. This portion of work will be finished within 3 - 4 weeks of the
completion of the Pre-Design phase.
Phase 2: Schematic Design -City Hall (Fixed Fee) $18,500
Qualifications/Exclusions:
The following services are excluded from our contract:
1. Designing to LEED standards is highly encouraged and can be included in a revised
proposal if the City is interested in pursuing this as a design option;
2. Schematic Design (Phase 2) is limited to the design of the floor plan only and does
not include any work associated with interior elevations, selecting finishes, selecting
cubicle/partition systems, reflected ceiling plans, etc. These services can be
provided at any time through an addendum to the contract should the City wish to
expand the scope of the project;
3. Fees for structural, mechanical, electrical, plumbing and civil engineering design
services are not anticipated and excluded from this proposal. If it is determined that
these services are required, we will contact you prior to proceeding and amend the
task order accordingly.
4. The Contractor or an independent cost estimator will provide cost estimating
services for the total cost of the project: This is not currently included in the
proposal but we can assist in selecting a cost estimator.
Compensation Basis:
If this is not a part of the On-call Services Agreement, our standard project terms will apply.
The fee for our services will be charged using a stipulated sum (fixed fee) for basic
architectural and interior design services. Services outside the scope of work shall be
approved, in writing, prior to proceeding with the additional work. Estimates of the costs
associated with additional work will be provided prior to approval.
Reimbursable expenses are estimated at $3,000 and are in addition to the fees referenced
above. These include costs for reproductions, mileage, postage, photography, long
distance telephone charges, permit/plan check fees, and incidentals required for preparing
the products of this service. The City is only charged for actual cost plus 10% for handling.
Progress payments shall be invoiced monthly and are payable within 30 days of receipt of
the invoice. Unpaid invoices will be assessed a finance charge of 12% annually for each
month or portion of a month an invoice is unpaid.
If this proposal is acceptable to you please sign and return one copy to us and I will prepare
a formal contract. We will commence work upon receipt of the signed contract and task
order. Thank you, Mark. Please call with any questions.
Sincerely, Accepted:
Todd J. Wolf (sigNdate) for City of Auburn
Project Manager
Attachments
o>
y
9 $ $ >
a 6
~
C $
~ 3
~
~ 3
3~ $
~ 3
~ ay
3
~
~
~
~ K
~
€
~
m
3
s
G
..
f~
~s o
Q
~
~
~ ~ n
a
~
~
~
~ z
vi
~ ~
a
~
8
'>
r
N
Q
8 pAp Ap A v Mpp pip
0 H H H 0 0 pA
O pA ap
O O pPp
S O pA
H pP P
0$ pP pP
0 0 Op. pP
0 0 pP pP
0 0 fpl p Np
8 H 0 y
O "'~
O
VV ~
m
tNi
pqp Ppp p Np p+
8O o OH
P
~
H O
O O
O O
O O
('~ {{~~Y]
Y~
"'~
i
r ~ ~
8
4
~
C
p~
^
C
~
3
Y
2
8 $$ 0$ $$ $ 8 =~~
0
?°
W p A p p N
8 H O O $ AA
H H S Gq
g p m p A
H H p
H p
H H p p
$ H p p
$ H p
H pN ~ p N
$ S H
a.~~
~
,
s ~~
~~
~
a
N y
Jm NAAOR S >m Ci Np~Y
W Ci 1J N
Ii PpS 1.t w1
IS Ci CiO AmAO ~~["
S ppp
O O O g 0 g
N N N N N M N N N N N M N N N y
N N N
Ng' N M N N N N N N N y' M
~~~~
e 'b 'ti G7
~~~~
~~;~z
~~~
8~ ~~
~ ~o
~:a
C
8 ~,
.. ~ .
~~~
b
S
~~
as
c Xa,~~/e
SPACE DATA SHEET
Dapartrnent! n
Space: ~ .
Occupants: 7 -3
~~
lbursotUse
8hsire/dam
Ulawe/aYy
~IlOent~l~
NoiaedOpereElon
eno~aeroay
flharxe/dey
~I bOUla /day
MECFiMYCAL
Tempaabue
M~ +l~Y'F
68'-73'+F1 F
sr-~B•+f z~
IMcaiditlaisd
fpMBOVfY
50%+/~Y09i
iAxmtrolbtl
07rr
AiRBUPPLY
i5ARCliapaRbir
fONrClagealHar
5 A6'dwrga?1dr
fo0% 6lelreap Air
IbdraVdodAlr
A-ProesaePoelEh~
AirPrsame NsydM
A6 FibaYorJStpyly
AlrFdBsYsrvF.d~ausl
Potable 1# Wslsr (HW)
PbEable Cold Wabar(CW)
P~dRedWaM(PW,Dn
CbAled Wafer (CNW,StR)
•
0
a
a
a
0
0
0
•
n
a
a
a
a
a
O
a
a
a
0
0
Eucrrncu
110V 2M,1 Phaa
•
108V, 3a, f Phew a
T081; 3W, 3Phas o
IBDV, f00q J Phaea a
bafaledliiarxlOutla! 0
F.mapanayPowar a
UPS(QFGf-PfiE) a
Plans •
oem •
OOppYWYSbIWOfLIQ~ O
DsyYQld3eraorLfph• a
MrUa/CauBanlrnhbt o
faskLlphCig •
Lfyl~ltm Level (FaofrarxNee)
f00fC~7aNtAroa o
T6 FCA reekAroa •
~®J~M o
IJyh1(XnaNUS a
~ o
~ Lbhbt a
AMrI~leLlyhNglaae a
~.
Fbar
VIn)dCompakeTAe(YCr) a
Caryel(CP'n •
SealedCauo~sEe(CCNC) a
i~
SIaWY
l
(B
V
) o
~
,
y
~
/
~p
EpaRr"„"^71" 1(~ a
HerdiwodFbalrp fWDI a
Cerasrc TBe (C~ o
abet a
Bas
r vinyl •
WaadBar(WD) o
Coved Hass (lnlepraQ a
4iter(ar WadPe~ltlona
G~ppxnWaOBasid(GWB) •
Plyaoad/ADO/CB1sr a
WiNPielVpi
EpmyPakd o
PeRat •
Aoau0alPabdc a
7adrarWh'EalAx(ace a
we. Cearelc nla (ICT) a
(~) P~am~FftP a
0@ar o '
Ce~P
Oyan a
6oLd/Pa~f (GWB) o
Doava
9'-0' x T-0' •
3~6'xT-0' o
PR 3'-0'x T-0 (8'edde) a
3~8'x T-0' (T wlds) a
~_M)x_f-4 0
/iefbMig~Pfalo4bDoar a
1RNon Panel b
•
Abva6leEqugmerA
AompAe-
•
Pri~hr •
Pb1er a
CgpyMeddne o
PaxAfaahhe o
Blxeddx a
fbgsls BN o
GoGgpe Bh a
0!•I0I a
Frenibee
r_LLkNra
s Lrw.
~f_Ceelr
/_~ FiYr
t fb.
r
0 1 ~eY
Y l,-,,,SAar
F 3~
f LoewCabFrb
#_l~erGatixMe
~OBwr
! O/ler
Vihida
i! ~„Vsplde
•
•
•
0
0
a
0
•
•
a
a
a
•
•
~x ¢~,p/e
/~,
Program Data Sheet
BCRA~
ProgramlSpace Name: ' -' " "' Net Area (Sq. Ft):
Department:.'' • - '"' -~ Quantiq-:1
Date: Existing Net Area (Sq. Ft.):
~~.. ---
A.Function of Space G. Security Requirements
Space Identiflcatron - Room/Type: Locking door
Flexible use classroom
H. Mechanical
Activity Description: Plumbing: N!A
Workshops, educaflonal classrooms; GED Preparatlon
HVAC: Forced Air heating and cooling; ability to control after
Time o/Use: hours. (Seek consultant recommendations).
M-F 7:30am-7:30pm
B. Occupancy Information
15 students
2 instructors
C. Proximity Requirements
Adjacent to:
Quiet areas
Convenient to:
Restrooms
D. Furniture and Equipment Requirements
Tables (collapsible)
Chairs (stacking)
Podium
Bookshelves •
PowerPoint
DVD
VHS
WIFI Access
Printer
(4) Computer stations
Whiteboards
Phone
E. Storage and Casework Requirements
Equipment storage
Bookshelves
• F. Acoustical Requirements
NIA
Other.
I. Electrical Requirements
Lighting: General low glare overhead dimmable Gghling and
task lighting; accent fighting. (Seek consultant
recommendations).
Power.120v: Convenience receptacles at 12'-0'.
Data /Communications /Signal: Telephone, CAT 6 datalcrom
receptace; speakers for budding sound system; wircess
transmitter within range (Seek wnsuttant recofruneridatron).
Video: VHS; DVD; PowerPoint; LCD Projector; Smart Board;
Big Saeen; WIFI; (2) Computer stations; (1) Printer
Other.
J Special Flnishes Considerations
Floors: Carpet flooring and base
Walls: HLR paint (high Nght reflectance); wall mural
Ceilings: Awustical ceiling system
IMndow/ i7eatment/Glare:
Window coverings; black-out capabtiity
!C. Special Considerations
2106 Pacific Avenue, Suite 300, Tacoma, WA 98402 P: 253-827-4367 F: 253-62T-4395
~xa~~o%
IS~DaG ~P~1C~ ~ o
~49~OO~d'~ S~
:~~
`~ V~..~-
.,nWrl.
~6Xi1D',' ~ ' K
LWOM]b
z.' Y S
:e37!
,~• .'
pI~OGRAY 3PACE3:
82,000 SF
Y
~p ~ ~
~~ ~
~ti
• ~ 0 ~ g~ ~ ~ ~~ ~~
~~ ~
SPACE RELATIONSHIP DIAGRAM"
Space: F ~m
ExtsUng Area:
Future Area:
•Abb-?hb~peddgamlraanFwbnYadbea'6r6Efedepraai' WMtlwhrdn~d•alr~aYkYdwdl-iQ~rnigrwenb o 1 s • • a
gpddahYairl~o~rAh~pdb?rolailia~, a~ pu~n~rd0~~~~aP~pP'~ ~~7h
mbdtlief prd~n o/tlingorarriihdJdrrgeAAgMSdieerkOufp~nDewb~w~Oti~a~~