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HomeMy WebLinkAbout02-325 Resolution No. 02-325 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH WILLIAMS ASSOCIATES ARCHITECTS, LTD. FOR A SPACE PROGRAMMING STUDY BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Olufemi Folarin, Interim City Manager, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Williams Associates Architects, Ltd. for city hall , library and Hemmens Cultural Center space programming study, a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schock Ed Schock, Mayor Presented: September 25, 2002 Adopted: September 25, 2002 Omnibus Vote : Yeas : 6 Nays : 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk AGREEMENT THIS AGREEMENT,made and entered into this 12th day of June, 2002,by and between the CITY OF ELGIN, an Illinois municipal corporation(hereinafter referred to as "CITY")and WILLIAMS ASSOCIATES ARCHITECTS, LTD. (hereinafter referred to as "CONSULTANT"). The CONSULTANT shall retain Creative Interior Design, Inc. (CID) as the interior design consultant on this Project. WHEREAS,the CITY desires to engage the CONSULTANT to furnish certain professional services in connection with the CITY HALL/LIBRARY SPACE PROGRAMMING AND THE HEMMENS CULTURAL CENTER NORTH LOBBY ADDITION(hereinafter referred to as the "PROJECT"). AND WHEREAS, the CONSULTANT represents that he is in compliance with Illinois Statutes relating to professional registration of individuals and has the necessary expertise and experience to furnish such services upon the terms and conditions set forth herein below. NOW, THEREFORE,for and in consideration of the mutual undertakings as set forth herein, and other good and valuable consideration,the receipt and sufficiency of which is hereby acknowledged, the CITY does hereby retain the CONSULTANT to perform the services relating to the Project as set forth herein, subject to the following terms and conditions: I. SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the General Services Manager of the CITY,herein after referred to as the "PROJECT MANAGER". B. The CONSULTANT shall perform the services relating to the Project as set forth in Exhibit A attached hereto and made a part hereof by this reference. CONSULTANT shall perform such services according to the schedule set forth in Exhibit A.. C. In the event the following site items are needed during Phase One Services,the CITY shall provide the CONSULTANT with soil borings, site survey,topography, civil - 1 - engineering services required as part of the land development and site development requirements. These items are not a part of CONSULTANT'S responsibilities. II. ADDITIONAL SERVICES A. Additional Services by the CONSULTANT beyond the scope of work of this Agreement requires prior written approval of the City Council of the CITY, and shall be compensated according to the rate table listed below, and upon such written approval. RATE TABLE Principal $ 150.00/Hour Senior Associate $ 140.00/Hour Associate/Project Manager $ 111.00/Hour Project Coordinator- 1 $ 84.00/Hour Project Coordinator-2 $ 76.00/Hour Project Coordinator- 3 $ 69.00/Hour Technician- 1 $ 65.00/Hour Technician- 2 $ 55.00/Hour Technician- 3 $ 47.00/Hour Construction Administrator- 1 $ 105.00/Hour Construction Administrator-2 $ 95.00/Hour Estimator $ 100.00/Hour Accounting $ 69.00/Hour Administrative $ 69.00/Hour Secretarial $ 54.00/Hour Clerical $ 47.00/Hour Junior Draftsman $ 30.00/Hour B. Additional services of Sub-consultants not set forth in attached Exhibit A, including additional structural, mechanical, and electrical engineering services, shall be compensated in the amounts billed to the CONSULTANT without a mark-up or any multiple, and upon such written approval. C. The rates for any such Additional Services shall be annually adjusted in accordance with normal salary review practices of the CONSULTANT. The CONSULTANT shall submit annual rate changes in writing to the CITY effective June 1st of each year with annual rate increases not to exceed Five Percent(5.0%). - 2- III. ADDITIONAL CONDITIONS The following provisions shall be included as additional conditions to this agreement: A. Responsibility for Code Compliance The CONSULTANT shall comply with or respond in design to all known applicable laws, codes and regulations currently in effect as of the date of this Agreement. However, CITY recognizes that interpretations by governmental officials("Code Authority") are often subject to change even after issuance of a building permit. If after award of the building permit modifications to the Drawings and Specifications are required because of an interpretation by the Code Authority which had not been previously given, or which if given, was different than a prior interpretation of the Code Authority, CONSULTANT shall make the required modifications,but the cost of such modifications shall be considered an Additional Service. Provided nothing contained herein shall relieve the CONSULTANT of its obligations to modify at its expense Plans and Specifications where the CONSULTANT has failed to prepare such in compliance with the applicable Government Requirements in force as of the date of this Agreement. B. Fast Track In order to minimize construction problems and change orders,the CONSULTANT's standard practice requires the completion of detailed working drawings prior to bidding and entering into firm construction contracts. However, CITY may choose to accelerate the completion of the work so that it is completed in a shorter time period than would normally be required. CITY understands that if construction or furnishings contracts are let prior to the completion of final working drawings and specifications, there will be increases in costs and change orders caused by the inability to coordinate Construction Documents,and the inability to make various decisions until after early bids are received and some construction undertaken. The CONSULTANT has no responsibility for these conditions. - 3 - C. Force Majeure In the event the CONSULTANT is hindered, delayed or prevented from performing its obligations under this Agreement as a result of any fire, flood, landslide,tornado, other act of God,malicious mischief, theft, strike, lockout, other labor problems, shortages of material or labor, failure of any governmental agency or CITY to furnish information or to approve or to disapprove the CONSULTANT's work or any other cause beyond the reasonable control of the CONSULTANT's time for completion of the CONSULTANT's work shall be extended by the period of resulting delay. D. Hazardous Materials CITY represents to the CONSULTANT that to the best of CITY's knowledge no hazardous or toxic substances within the meaning of any applicable statute or regulation are presently stored, or otherwise located,at the Hemmens Cultural Center PROJECT site or adjacent thereto. However,the existence of asbestos has been identified and present within the City Hall and Library PROJECT sites. Further,within the definition of such Statutes or Regulations, no part of the PROJECT site or adjacent real estate, including the ground water located thereon, is presently contaminated. E. Disclaimer of Agency Relationship This Agreement shall not be construed so as to create a partnership,joint venture, employment, or other agency relationship between the parties hereto, except to the extent specifically provided for herein. F. Resolution Venue Venue for the resolution of any disputes, claims or controversies, or the enforcement of any rights arising hereunder shall be in the Circuit Court of Kane County, Illinois. -4 - G. Indemnity From CM and all Trade Contractors Required in Construction Contract The CITY will permit that the Project Manual prepared by the CONSULTANT will contain the following clause to be inserted in the General or Supplemental Conditions of all Construction Contracts for the PROJECT: To the fullest extent permitted by law,the CM and all trade contractors shall waive any right of contribution and shall indemnify and hold harmless the CITY,the CONSULTANT and their agents and employees and sub-consultants from and against all claims, damages, losses and expenses, including but not limited to attorney's fees and economic damages arising out of or resulting from or in connection with the performance of the Work,provided that any such claim, damage, loss or expense is caused in whole or in part by any negligent act or omission of any CM, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. Such obligation shall not be construed to negate, abridge, or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any part or person described in this Agreement. In any and all claims against the CITY or the CONSULTANT or any of their agents or employees and Sub-consultants by any employee of the CM or any Subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable,the indemnification obligation under this Paragraph agreement shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the CM or any Subcontractor under workers' or workmen's compensation acts, disability benefit acts or other employee benefit acts. "Claims, damages, losses and expenses" as these words are used in this Agreement shall be construed to include, but not limited to(1) injury or damage consequent upon the failure of or use or misuse by CM, its Subcontractors, agents, servants or employees, of any hoist, rigging, blocking, scaffolding, or any and all other kinds of items of equipment, including those covered in the Illinois Structural Work Act whether or not the same be owned, furnished or loaned by CITY; (2) all attorneys' fees and costs incurred in bringing an action to enforce the provisions of this indemnity or any other indemnity contained in the General Conditions, as modified by the Supplementary General Conditions; (3)time - 5 - expended by the party being indemnified and their employees, at their usual rates plus costs of travel, long distance telephone and reproduction of documents; and (4)error or omission or defect in any submission made to CONSULTANT for its approval or review. The obligations of the CM under this Agreement shall not extend to the liability of the CITY, and the CONSULTANT,their agents or employees, arising out of their negligence. H. Construction General Conditions The CITY shall permit the CONSULTANT to insert the following paragraph into the Project Manual and to be made a part of the General Conditions for the Construction of the Project: "In performing its obligations for the CITY,the CONSULTANT and their Sub- consultants may cause expense for the CM or its subcontractor. However,the CM, its subcontractors and sureties shall maintain no direct action against the CONSULTANT, Sub-consultants,their agents and employees, for any claim arising out of, in connection with or resulting from the Work performed or required to be performed. Only the CITY shall be the beneficiary of any undertaking by the CONSULTANT, its consultants,their agents and employees." IV. PROGRESS REPORTS A. The preliminary PROJECT milestone schedule is listed in Exhibit A(attached): B. Progress will be recorded on the PROJECT schedule and submitted monthly as a component of the Status Report described in C. below. C. The CONSULTANT will submit to the PROJECT MANAGER a monthly Status Report keyed to the PROJECT Schedule. A brief narrative will be provided identifying progress, findings and outstanding issues. - 6- V. WORK PRODUCTS All work products prepared by the CONSULTANT pursuant hereto including, but not limited to, reports,designs, calculations,work drawings, studies,photographs, models and recommendations shall be the property of the CITY and shall be delivered to the CITY upon request of the PROJECT MANAGER provided,however,that the CONSULTANT may retain copies of such work products for its records. Such work products are not intended or represented to be suitable for reuse by the CITY on any extension to the PROJECT or on any other project, and such reuse shall be at the sole risk of the CITY without liability or legal exposure to the CONSULTANT. VI. PAYMENTS TO THE CONSULTANT (Not to Exceed Method) A. The CITY shall reimburse the CONSULTANT for services under this Agreement on a not-to-exceed basis as detailed in Exhibit A(attached),regardless of actual Costs incurred by the CONSULTANT unless SUBSTANTIAL modifications to the project are authorized in writing by the PROJECT MANAGER. B. The CITY shall make periodic payments to the CONSULTANT based upon actual progress within 30 days after receipt and approval of invoice. Said periodic payments to the CONSULTANT shall not exceed the amounts shown in the fee schedules attached, and full payments for each task shall not be made until the task is completed and accepted by the PROJECT MANAGER VII. INVOICES A. The CONSULTANT shall submit invoices in a format approved by the CITY. Progress reports(IIC above)will be included with all payment requests. B. The CONSULTANT shall maintain records showing actual time devoted and cost incurred. The CONSULTANT shall permit the authorized representative of the CITY to inspect and audit all data and records of the CONSULTANT for work done under this Agreement. The CONSULTANT shall make these records available at reasonable times during the Agreement period, and for a year after termination of this Agreement. - 7 - VIII. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any time upon fifteen(15) days prior written notice to the CONSULTANT. In the event that this Agreement is so terminated,the CONSULTANT shall be paid for services actually performed and reimbursable expenses actually incurred prior to termination, except that reimbursement shall not exceed the task amounts set forth under Paragraph VI above and Exhibit A. IX. TERM This Agreement shall become effective as of the date the CONSULTANT is given a written Notice to Proceed and, unless terminated for cause or pursuant to Article VI foregoing, shall expire on the date the CITY determines that all of the CONSULTANT's work under this Agreement is completed. A determination of completion shall not constitute a waiver of any rights or claims,which the CITY may have or thereafter acquire with respect to any term or provision of the Agreement. X. NOTICE OF CLAIM If the CONSULTANT wishes to make a claim for additional compensation as a result of action taken by the CITY,the CONSULTANT shall give written notice of his claim within 15 days after occurrence of such action. No claim for additional compensation shall be valid unless so made. Any changes in the CONSULTANT's fee shall be valid only to the extent that such changes are included in writing signed by the CITY and the CONSULTANT. Regardless of the decision of the PROJECT MANAGER relative to a claim submitted by the CONSULTANT, all work required under this Agreement as determined by the PROJECT MANAGER shall proceed without interruption. XI. BREACH OF CONTRACT If either party violates or breaches any term of this Agreement, such violation or breach shall be deemed to constitute a default, and the other party has the right to seek such administrative, contractual or legal remedies as may be suitable to the violation or breach; - 8 - and, in addition, if either party, by reason of any default, fails within fifteen(15)days after notice thereof by the other party to comply with the conditions of the Agreement,the other party may terminate this Agreement. XII. INDEMNIFICATION To the fullest extent permitted by law, CONSULTANT agrees to and shall indemnify, defend and hold harmless the CITY, its officers, employees, agents,boards and commissions from and against any and all claims, suits,judgments, costs, attorneys fees, damages or other relief from or arising out of negligent actions or omissions of the CONSULTANT in connection with, including negligent or omissions of employees or agents of the CONSULTANT arising out of the performance of the Agreement. In the event any action against the CITY, its officers, employees, agents,boards or commissions, covered by the foregoing duty to indemnify, defend and hold harmless such action shall be defended by legal counsel of the CITY's choosing. XIII. NO PERSONAL LIABILITY No official, PROJECT MANAGER, officer, agent or employee of the CITY shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution,approval or attempted execution of this Agreement. XIV. INSURANCE A. Comprehensive Liability. The CONSULTANT shall provide,pay for and maintain in effect, during the term of this Agreement, a policy of comprehensive general liability insurance written in occurrence form with limits of at least $1,000,000 aggregate for bodily injury and $1,000,000 aggregate for property damage. The CONSULTANT shall deliver to the PROJECT MANAGER a Certification of Insurance written in occurrence form naming the CITY AS ADDITIONAL INSURED. The policy shall not be modified or terminated without thirty(30) days prior written notice to the PROJECT MANAGER. -9- The Certificate of Insurance which shall include Contractual obligation assumed by the CONSULTANT under Article X entitled "Indemnification" shall be provided. This insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded to the CITY. There shall be no endorsement or modification of this insurance to make it excess over other available insurance, alternatively, if the insurance states that it is excess or prorate, it shall be endorsed to be primary with respect to the CITY. B. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance covering all owned,non-owned and hired motor vehicles with limits of not less than $500,000 per occurrence for damage to property. C. Combined Single Limit Policy. The requirements for insurance coverage for the general liability and auto exposures may be met with a combined single limit of $1,000,000 per occurrence subject to a$1,000,000 aggregate. 1). Professional Liability. The CONSULTANT shall carry CONSULTANT's Professional Liability Insurance Covering claims resulting from error, omissions or negligent acts with a combined single limit of not less than $1,000,000 per occurrence. A Certificate of Insurance shall be submitted to the PROJECT MANAGER as evidence of insurance protection. The policy shall not be modified or terminated without thirty(30) days prior written notice to the PROJECT MANAGER. XV. CONSTRUCTION MEANS, METHODS,TECHNIQUES, SEQUENCES, PROCEDURES AND SAFETY The CONSULTANT shall not have control over or charge of and shall not be responsible for construction means, methods,techniques, sequences or procedures, or for safety precautions and programs in connection with the construction, unless specifically identified in the Scope of Services. - 10 - XVI. NONDISCRIMINATION In all hiring or employment made possible or resulting from this Agreement,there shall be no discrimination against any employee or applicant for employment because of sex, age, race, color, creed, national origin,marital status, of the presence of any sensory, mental or physical handicap, unless based upon a bona fide occupational qualification, and this requirement shall apply to,but not be limited to,the following: employment advertising, layoff or termination,rates of pay or other forms of compensation and selection for training, including apprenticeship. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed,national origin, age except minimum age and retirement provisions,marital status or the presence of any sensory, mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this Agreement and shall be grounds for cancellation,termination or suspension, in whole or in part, of the Agreement by the CITY. XVII. ASSIGNMENT AND SUCCESSORS This Agreement and each and every portion thereof shall be binding upon the successors and the assigns of the parties hereto; provided,however, that no assignment shall be made without the prior written consent of the CITY. XVIII.DELEGATIONS AND SUBCONTRACTORS Any assignment, delegation or subcontracting shall be subject to all the terms, conditions and other provisions of this Agreement and the CONSULTANT shall remain liable to the CITY with respect to each and every item condition and other provision hereof to the same extent that the CONSULTANT would have been obligated if it had done the work itself and no assignment, delegation or subcontract had been made. Any proposed subcontractor shall require the CITY's advance written approval. - 11 - XIX. NO CO-PARTNERSHIP OR AGENCY This Agreement shall not be construed so as to create a partnership,joint venture, employment or other agency relationship between the parties hereto. XX. SEVERABILITY The parties intend and agree that, if any paragraph, sub-paragraph,phrase, clause or other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all other portions of this Agreement shall remain in full force and effect. XXI. HEADINGS The headings of the several paragraphs of this Agreement are inserted only as a matter of convenience and for reference and in no way are they intended to define, limit or describe the scope of intent of any provision of this Agreement, nor shall they be construed to affect in any manner the terms and provisions hereof or the interpretation or construction thereof. XXII. MODIFICATION OR AMENDMENT This Agreement and its attachments constitutes the entire Agreement of the parties on the subject matter hereof and may not be changed, modified, discharged or extended except by written amendment duly executed by the parties. Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof, or change order as herein provided. XXIII.APPLICABLE LAW This Agreement shall be deemed to have been made in, and shall be construed in accordance with the laws of the State of Illinois. Venue for the resolution of any disputes or the enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane County, Illinois. - 12 - XXIV.NEWS RELEASES The CONSULTANT may not issue any news releases or provide other communications without prior approval from the PROJECT MANAGER,nor will the CONSULTANT make public proposals developed under this Agreement without prior written approval from the PROJECT MANAGER prior to said documentation becoming matters of public record. XXV. COOPERATION WITH OTHER CONSULTANTS The CONSULTANT shall cooperate with any other consultants in the CITY's employ or any work associated with the PROJECT. We shall provide this consultation on an hourly basis at the rates listed herein. XXVI.INTERFERENCE WITH PUBLIC CONTRACTING: P.A. 85-1295 The CONSULTANT certifies hereby that it is not barred from bidding on this contract as a result of a violation of 720 ILCS 5/33E et seq. or any similar state or federal statute regarding bid rigging. XXVII. SEXUAL HARASSMENT As a condition of this contract, the CONSULTANT shall have written sexual harassment policies that include, at a minimum,the following information: A. the illegality of sexual harassment; B. the definition of sexual harassment under state law; C. a description of sexual harassment, utilizing examples; D. the vendor's internal complaint process including penalties; E. the legal recourse, investigative and complaint process available through the Illinois Department of Human Rights, and the Illinois Human Rights Commission; F. directions on how to contact the department and commission; G. protection against retaliation as provided by Section 6-101 of the Human Rights Act (copy attached). - 13 - A copy of the policies must be provided to the Department of Human Rights upon request. P.A. 87-1257. XXVIII. WRITTEN COMMUNICATIONS All recommendations and other communications by the CONSULTANT to the PROJECT MANAGER and to other participants, which may affect cost or time of completion, shall be made or confirmed in writing. The PROJECT MANAGER may also require other recommendations and communications by the CONSULTANT be made or confirmed in writing. XXIX.NOTICES All notices, reports and documents required under this Agreement shall be in writing and shall be mailed by First Class Mail, postage prepaid, addressed as follows: A. As to CITY: DAVID L. LAWRY,P.E. General Services Manager PROJECT MANAGER City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 E-mail: lawry d@cityofelgin.org - 14 - B. As to CONSULTANT: MICHAEL T.WILLIAMS,AIA Principal Williams Associates Architects, Ltd. 450 E. Gundersen Drive Carol Stream, IL 60188 E-Mail: mtwilliams@williams-architects.com IN WITNESS WHEREOF, the undersigned have placed their hands and seals upon and executed this Agreement in triplicate as though each copy hereof was an original and that there are no other oral agreements that have not been reduced to writing in this statement. For the CITY: Dated this‘, ^/(Qday of , A.D., 2002. ATTEST: THE CITY OF ELGIN ''':,-- -,, /k1 ,.<_____ By t. ...„,,,_______ ?'M City Clerk City Man For the CONSULTANT: in.fir'% ,m Dated this I My of PTaM' 2. , A.D., 2002. ATTEST: WILLIAMS ASSOCIATES ARCHITECTS, LTD. Byoo: By j . 1/:6/14.i��4 .'ecretary President (SEAL) • to : ^ UA : - 'ow ,a f ;".sA `0 '`' - 15 - aye o., C p* 'o ' 11 11 Exhibit A "City Hall / Library Space Programming and Interior Design" and Hemmens Cultural Center (HCC) North Lobby Addition This represents a thorough description of our scope of work and services with all related fees for the City Hall, Library, and Hemmens Cultural Center work. We've also attached a proposed project schedule and a "draft" City of Elgin /WA Agreement. A. CITY HALL/ LIBRARY SCOPE OF WORK & SERVICES The project consists of three phases, beginning with the Programming and Planning phase described below: WA/CID PROJECT APPROACH Initial Project Team Meeting Project Organization Define Project Team roles, responsibilities, and the decision making process for WA, Consultants, and Elgin Team Members. Elgin Project Team Members will include David L. Lawry as Project Manager and Mark T. Biernacki, Gail A. Cohen, Sean R. Stegall, and Butch Wilhelmi as Project Team Members. Project Implementation The team will determine overall project goals (strategic, service, operational, image, budget and schedule). These will become the overall project goals we use to develop and analyze options throughout the project. The review and approval process will be related to each component of work as the project develops, evolving from original goals and decisions to insure City input and acceptance from the Project Team and end users. Mr. Dave Lawry/ City of Elgin / City Hall - Library - HCC Programming & Interior Design /26 June 2002 / Page 2 City Hall / Library Space Programming and Interior Design Project User Groups Citizens of Elgin 1 --, Mayor and Members of the City Council City Citizens Boards Clerk and Commissions \, s ,r Office of the City Manager 1 c \ f Community f Fiscal ( General Human Legal Development Services Services Resources Manager Manager Manager s., F L.4 l L o L. ....s '1 ; Economic Development Finance Building and Business Resources r Maintenance 4 • Management Code Administration and Information 4 Parks S.Development Services Services Recreation L r Planning and Purchasing r • jt Neighborhood Services Kane County + Court (... 'N Elgin Symphony Orchestra o City Credit Union 4 Mr. Dave Lawry/ City of Elgin /City Hall - Library - HCC Programming & Interior Design /26 June 2002 / Page 3 Phase 1: Programming and Planning 1. Assess requirements of various user groups in City Hall, the Hemmens Cultural Center Auditorium and Parks and Recreation, including City departments, Kane County Court users and public users of the building. Organizational & Space Needs Study WA will develop an Organizational and Space Needs Study for all Elgin City Departments, the Kane County Court, the Parks and Recreation Department, the Elgin Symphony Orchestra Offices, Hemmens North Lobby Addition, and Exhibition Requirements for the Hemmens Cultural Center. These requirements will be determined exclusive of existing building(s) considerations to determine the optimum work environment and relationships. Before starting Departmental programming, the Project Team will set preliminary office/ workstation guidelines for use in the development of the Space Needs Study. WA will provide Departmental Space Needs Forms to all groups prior to interviews. We will then have an interview with a Departmental Representative and a walk-thru of the Department to determine Preliminary Space Needs (staff, support, filing, storage, technology, conferencing / meeting, security, and long term flexibility and Growth 2020), as well as relationships to other Departments and Public Access. Determination of Hemmens North Lobby Addition, Offices, and Exhibition Space will follow a similar process. WA will consolidate each Department's requirements and return the Organizational Space Needs Study to the individual Department for review, revisions, and approval. WA will review all collected data with the Project Team before consolidation into a final Organizational and Space Needs Study. WA/CID will work to analyze the needs of the various groups. Programming will be accomplished through the use of site inspections, questionnaires and personal interviews. Larry Kmiecik will lead the programming portion, utilizing our standard "Building Space Program" format. • Departmental staffing, currently and in the future • Departmental organization • Adjacencies of departments and inter-departmental work flow • Location of any shared equipment • Type and condition of existing furniture • Storage requirements • Use of existing equipment to fit into the appropriate locations based on quantity, size and function • Condition of existing equipment • "As built" configuration of existing library 2. Recommend blocking and stacking of each use within the two buildings, including representation of relationships between various uses;potential expansion among user groups over time (2020 should be the end date);provisions for appropriate access (or Mr. Dave Lawry/City of Elgin / City Hall - Library- HCC Programming & Interior Design /26 June 2002 / Page 4 restriction of access) between user groups; and recommendations for new or additional uses of space. This will lead to a series of conceptual ideas. Master Plan WA will develop a variety of concepts which will outline departmental and functional location options in the three buildings (City Hall, Gail Borden Library, and Hemmens Cultural Center Auditorium). These concepts would be reviewed for refinement and input of a final building plan by the Project Team. Blocking and Stacking Diagrams Based on an approved concept, WA will develop color coded blocking and stacking diagram options for each building. This process will investigate each buildings optional renovation possibilities for programmed areas, core and shell, , circulation, and systems. These concepts will be reviewed for refinement and input of a final color coded blocking and stacking diagram by the Project Team. WA will be available to present this information to a meeting of all the end users for additional input, and present the final Master Plan and Blocking and Stacking Diagrams to the City Council. Wfe will provide the initial solution, incorporating these methods based on buildings, furniture and equipment that you currently own. Following that step, we trust you may wish to explore a variety of additional creative design options. Basic Study: Space Program within four walls at both facilities. Options: Additions/ Remodeling to each facility 3. Analyze the "highest and best use"of the current library building. While the consultant is analyzing the space and use of the library as a possible annex to City Hall, would this be the best use? The consultant will prepare a report which investigates the best use of the property given its proximity to Kimball Street, Illinois Route 31, the Fox River, the downtown business district, and the civic cultural district. Priority should be given to the growth needs of City Hall as developed in item #2 above. Neil Steffens joins our consulting team to assist in this task. He previously prepared an appraisal for the Library, and will be preparing a report on the highest and best use from the City's perspective. We'll determine if possible adaptive re-uses such as offices, retail /commercial, courts, civic, exhibit and others. Hitchcock/JJR will review Library adaptive re-uses based on City of Elgin's Riverfront Master Plan and Site considerations. The Project Team will review the options for the Library's use and prioritize alternatives for City functions; Administrative, Court, Parks & Recreation, Cultural, and others. Based on this information, we will make a recommendation for the highest and best use of the Library to the Project Team and the City Council. Mr. Dave Lawry/City of Elgin /City Hall - Library - HCC Programming & Interior Design /26 June 2002 / Page 5 4. Prepare Space Plan for the buildings, including design, layout and dimensions of all spaces; design of specialized areas such as Courts and City Council Chambers; recommendations for security and signage; and review of existing base building systems as they affect the Space Plan. WA shall prepare all dimensioned CADD architectural only floor plans and provide space planning options. CID, following programming results, will begin preparing the Space Plan and furniture needs. Work station needs will be developed to fit departmental needs. WA/CID will prepare preliminary space plans for review. Consideration will be given to the "as-is" configuration of the existing space, as well as the best use of space with the minimum amount of demolition. All specialized areas will be considered such as Courts, Council Chambers, exhibit, etc. Conceptual color schemes will be developed with input from the City. Presentation boards will be presented to the City for review and approval. Final solutions will occur during the Design Development Phase. We shall examine existing drawings, reports, and utility records prepared by the City staff and inspect the three primary facilities, City Hall, HCC, and the Library to review the existing base systems and determine their current condition and provide recommendations for their continued use as they affect the Space Plan. As an additional service option, WA and our HVAC engineer shall prepare a study of Existing Conditions and code requirements to bring the three buildings into code and ADA compliance, determine costs of systems upgrade, and the feasibility of expansion and/or alternative uses, and meet with City design team to review code concepts, requirements, and options. We shall review ADA and life safety issues, review existing exit requirements, and provide you with options and costs for improved spaces and code compliance. Our Study will provide you with review data which will enable the City staff to make key decisions regarding potential improvements, design alterations and amenities; alternative cost estimates; and a project time schedule. We shall also prepare an updated "value to rebuild / replacement cost estimate" for purposes in City insurance appraisals and values. 5. Prepare a detailed analysis of the existing furniture systems currently in use. Develop a master plan and furniture standard coordinated with the Space Planning work. Furniture selections will be made based on an analysis of existing furnishings currently in use. The analysis will include a cost comparison between refinishing existing versus purchasing new. Furniture Review CID will walk through, review and comment on the functionality, design, usable life cycle of general furniture systems presently being used. This will be a basic analysis, and not individual review of each piece of furniture or equipment. Office/Workstation Guidelines CID will provide an inventory worksheet and educational session to utilize City staff in the inventory gathering process. Mr. Dave Lawry/City of Elgin /City Hall - Library- HCC Programming & Interior Design /26 June 2002 / Page 6 WA will develop Office/Workstations guidelines based on functional requirements (task function, meeting needs, storage, privacy, group or independent work) determined during programming for review, revision and approval of the Project Team. WA will work with Department Heads during programming to explain the guidelines and their benefits and opportunities. Elgin Project Team and staff support is critical to the success of the Guideline Process. WA will review furniture budget goals, and recommend qualitative options for consideration by the Project Team. Based on our discussion, the City of Elgin Departments will develop detailed furniture and equipment inventory with dimensions. This does not include furniture systems wall components which are intended to be replaced. Furnishing selections will include freestanding and systems furniture, seating, storage, millwork, signage, fixtures, window treatments, artwork and other accent design features such as banners or cut glass designs. These selections will be formulated into a standards program for future expansion or acquisition. Again, presentation boards will be available to the City for review and approval. 6. Perform an analysis of the buildings'HVAC systems and recommend improvements if necessary. HVAC Analysis As a portion of our Basic Services, we will meet with Elgin facility engineering and maintenance staff, walk thru, and perform an initial analysis of the buildings HVAC systems. They will review both general condition and recommend general improvements, as well as comment on flexibility to change at City Hall and flexibility to change and usability at the Library, and a portion of Hemmens. Some of this work will be accomplished in item number 4 above. We intend to use W-T Engineering for this task. Outline Specification as an Additional Service Based on the Preliminary Space Plan, we will develop an outline description of the scope of work for architectural, HVAC, life safety, electrical, plumbing and data/voice distribution for each building. 7. Prepare a detailed project timeline and plan for phasing without hampering the City and Court's effective use of its space during construction/renovation/relocation. The detailed timeline should consider the major project milestones listed below. Your initial outline is very achievable. We've expanded it a bit. WA/ CID will provide this data in a detailed manner utilizing our team member, Tom Tristano, a Project Executive from Williams Development, Ltd. Tom will also provide in-depth timelines, phasing plans, cost estimates, value engineering, and quality control during Phases 2 and 3. Planning and Design Schedule Mr. Dave Lawry/City of Elgin / City Hall - Library - HCC Programming & Interior Design /26 June 2002 / Page 7 The proposed Planning and Design Schedule is reasonable for the scope of work to be accomplished. The greatest factor will be the review and approval process after each component of work. The Project Team will need to determine the level of review and approval required for each component of work and include that in the final schedule. • Elgin Project Team Review and Approval • Departmental Presentation • Departmental Review and Approval • Administrative and/or City Council Presentation • Administrative and/or City Council Review and Approval Construction Schedule WA/WD will develop a detailed / phased Preliminary Design and Construction schedule in Microsoft Project incorporating all considerations noted above. The Project Team will discuss the operational and budgetary implications of phasing options to determine a final Project Schedule. 8. Prepare budgets including all demolition, construction, major and/or special systems or components of the project. Budgets should include new and reused furniture, fixtures and equipment. Incorporate asbestos abatement information prepared by a City of Elgin consultant into the budget. At this point, CID will also make material selections including carpeting, tile, CVT, wall covering and paint. Special consideration will be given to accent design elements. As with the color schemes, presentation boards will be presented to the City for review and approval. Preliminary Concept Budget WA/ CID/WD will develop a Project Budget in cooperation with the Owner and its vendors. Project Budget Responsible Construction Cost per Building WD Schedule of Values for each component of work per Building Furniture Estimate New Furniture CID Relocation of Existing Furniture CID Voice / Data Systems Equipment Owner Raceways WA Cabling and Terminations WA or Owner vendor Security Systems Owner/Vendor Fixtures and Equipment Appliances WA Other Equipment Owner Moving Expense WA/Owner Mr. Dave Lawry/ City of Elgin /City Hall - Library - HCC Programming & Interior Design /26 June 2002 / Page 8 Fees WA/WD Architecture, Interiors and Engineering Construction Administration Move Coordination Reimbursable Expenses WA/WD Design Contingency WA/WD Construction Contingency WA/WD Asbestos Abatement Owner 9. Gain all approvals of plans necessary to proceed to Phase 2: Construction Documentation and Bidding. We're familiar with the City's process and have included five (5) City Team Meetings and Two (2) City Council Public presentations and approval to complete Phase 1. 10. Subconsultants. We will be utilizing the services from among the following consultants, creating a team of experienced professionals ready and able to meet all your project needs. We will also work with the City in the final review and selection of our professional team, and consider additional consultant suggestions you may have. a) W-T Engineering, Inc. - Mechanical / Plumbing / Fire Protection. 39 E. Scully Drive, ( Schaumburg, IL 60193. Principal: Stephen Triphahn, 847-895-3640. WA has a 8-year working relationship with W-T Engineering. b) Dickerson Engineering - Electrical. 8101 North Milwaukee Avenue, Niles, IL 60648. Principal: Joe Dickerson, 847-966-0290. Williams Architects has a 21 year working relationship with Dickerson Engineering. c) R. I. Johnson & Associates - Structural Engineering. 175 N. Washington Street, Wheaton, IL 60187. Principal: Robert I. Johnson, 630-653-9060. Williams Architects has a 12 year working relationship with R. I. Johnson &Associates. d) Olsson Roofing Company- Roofing Consultants. 740 S. Lake Street, Aurora, IL 60506. Project Manager: Mike Herlihy, 630-892-0449. Williams Architects has an 18 year working relationship with Olsson Roofing Company. e) Smith Group/JJR, Inc. - Downtown Planning / Landscaping / Irrigation. 30 West Monroe Street, Suite 1010, Chicago, IL 60603. Principal: Paul Wiese, 312-641-0770. Williams Architects has a 6 year working relationship with Smith Group/JRR., Inc. f) N. Steffens &Associates, Ltd. - Real Estate Valuations /Consulting. 1245 Larkin Avenue, Elgin, IL 60123. Principal: Neil K. Steffens, 847-931-7447. Steffens has an ongoing relationship with the City of Elgin, and provided the real estate appraisal for the current Elgin library. g) Gewalt Hamilton Associates—Civil Engineer. 850 Forest Edge Drive, Vernon Hills, IL 60061. Principal: Bob Hamilton, 847-478-9700. Williams Architects has a 21 year working relationship with Gewalt Hamilton Associates. Mr. Dave Lawry/City of Elgin /City Hall - Library - HCC Programming & Interior Design /26 June 2002 / Page 9 h) Correct Electronics, Inc. -Security Systems. 31 W. Downer Place, Suite 406, Aurora, IL 60506. Principal: Mark A. Coyle, 630-264-2320. Williams Architects has a 4 year working relationship with Correct Electronics, Inc. i) The Talaske Group, Inc. -Audio/Visual. 105 N. Oak Park Avenue, Oak Park, IL 60301. Principal: Johnathan Lanny, 708-524-2800. Williams Architects is currently working with The Talaske Group on the Lisle Village Hall. j) Roller& Schultz -Acoustics. 867 Lilac Lane, Naperville, IL 60540. Principal: Stan Roller, 630-355-8232. Williams Architects has a four year working relationship with Roller& Schultz on numerous facilities, including the Barrington and Lisle Village Hall projects. k) Hitchcock Design Group - Landscape Architect. 221 W. Jefferson Avenue, Naperville, IL 60540. 630-961-1787. B. HEMMENS CULTURAL CENTER SCOPE OF WORK & SERVICES Phase 1 / Determination of Existing Factors: The City to Provide WA Team with the following: a) Existing topographic survey, soil borings and HVAC, plumbing and electrical systems plans of which the City has knowledge and possession. b) Hemmens Master Plan developed by Cordogan, Clark and Associates c) Staff contact, as needed, to facilitate the project. d) City will retain any/all required HAZMAT consulting services directly. The Williams Architects team agrees to provide services including, but not limited to, the following phases: Determination of Existing Factors: Because the North Lobby Addition will be tied into the existing facility, certain aspects of existing conditions must be addressed. These include: • Review of existing or development of new, topographic surveys • Review of existing or development of new soil borings • Review of existing HVAC, plumbing and electrical systems to determine if current infrastructure can accommodate expansion Subconsultants: a) Jerit/ Boys, Inc. -Theatre Consultant. 1116 Lake Street, Oak Park, IL 60301. Principal: Ron Jerit, 708-524-2288. We've worked with Jerit/ Boys for over 12 years as our theatre consulting specialist. Our professional association first began with the Des Plaines Community Center/Theatre facility. b) Roller& Schultz -Acoustics. 867 Lilac Lane, Naperville, IL 60540. Principal: Stan Roller, 630-355-8232. Williams Architects has a four year working relationship with Roller& Schultz on numerous facilities, including the Barrington and Lisle Village Hall projects. Mr. Dave Lawry/City of Elgin /City Hall - Library - HCC Programming & Interior Design /26 June 2002 / Page 10 c) W-T Engineering, Inc. - Mechanical / Plumbing / Fire Protection. 39 E. Scully Drive, Schaumburg, IL 60193. Principal: Stephen Triphahn, 847-895-3640. WA has a 8-year working relationship with W-T Engineering. d) Creative Interior Design, Inc. — Interior Design. 2800 River Road, Suite 500, Des Plaines, IL 60018. Principal: Marsha Gabbert, 847-824-7474. Williams Architects has a 2 year working relationship with C.I.D. Interiors. e) Dickerson Engineering - Electrical. 8101 North Milwaukee Avenue, Niles, IL 60648. Principal: Joe Dickerson, 847-966-0290. Williams Architects has a 21 year working relationship with Dickerson Engineering. f) R. I. Johnson & Associates - Structural Engineering. 175 N. Washington Street, Wheaton, IL 60187. Principal: Robert I. Johnson, 630-653-9060. Williams Architects has a 12 year working relationship with R. I. Johnson & Associates. g) Olsson Roofing Company- Roofing Consultants. 740 S. Lake Street, Aurora, IL 60506. Project Manager: Mike Herlihy, 630-892-0449. Williams Architects has an 18 year working relationship with Olsson Roofing Company. h) Smith Group/JJR, Inc. - Downtown Planning / Landscaping / Irrigation. 30 West Monroe Street, Suite 1010, Chicago, IL 60603. Principal: Paul Wiese, 312-641-0770. Williams Architects has a 6 year working relationship with Smith Group/JRR., Inc. i) Gewalt Hamilton Associates—Civil Engineer. 850 Forest Edge Drive, Vernon Hills, IL 60061. Principal: Bob Hamilton, 847-478-9700. Williams Architects has a 21 year working relationship with Gewalt Hamilton Associates. j) Correct Electronics, Inc. - Security Systems. 31 W. Downer Place, Suite 406, Aurora, IL 60506. Principal: Mark A. Coyle, 630-264-2320. Williams Architects has a 4 year working relationship with Correct Electronics, Inc. k) The Talaske Group, Inc. -Audio/Visual. 105 N. Oak Park Avenue, Oak Park, IL 60301. Principal: Johnathan Lanny, 708-524-2800. Williams Architects is currently working with The Talaske Group on the Lisle Village Hall. I) Hitchcock Design Group - Landscape Architect. 221 W. Jefferson Avenue, Naperville, IL 60540. 630-961-1787.. C. CITY HALL I LIBRARY PROJECT TIMELINE Your timeline, including some of our suggestions, is as follows: Phase 1 Issue RFP 22 Mar 02 Pre-Proposal Meetings 12 Apr 02 Proposal Submission 26 Apr 02 Interviews 13 May 02 Selection of Consultant 21 May 02 Proposal Negotiation 28 May 02 Authorize Agreement 14 Jun 02 Agreement Approval @ City Council Meeting 24 Jul 02 Notice to Proceed with Phase One Services 25 Jul 02 Mr. Dave Lawry/ City of Elgin /City Hall - Library - HCC Programming & Interior Design /26 June 2002 / Page 11 50% Phase One/ Preliminary Budget Submittal 20 Sep 02 Potential City Council Update 09 Oct 02 100% Phase One Staff Review/ Comments 15 Nov 02 City Council - Phase One Approval 18 Dec 02 D. HEMMENS PROJECT TIMELINE Your timeline, including some revisions and our suggestions, is as follows: Phase 1 HCC Phase 1 Scope of Work will proceed in concert with the Phase 1 City Hall / Library Services. If the City Council chooses, HCC Phases 2 through 5 may commence immediately as an "independent" project. Proposal Submission 30 Apr 02 NE Presentations @ HCC 13 May 02 Select Firm / Negotiations initiated to corporation council 21 May 02 Negotiations completed /send Agreement 14 Jun 02 Firm selected /Agreement Approval by City Council 24 Jul 02 Notice to Proceed 25 Jul 02 E. CITY HALL/ LIBRARY HISTOGRAM / FEES The following describes our proposed step-by-step approach to accomplish Phase I services which includes our estimated professional hours. To accomplish the following from our proposal: 1. Assess requirements of various user groups in City Hall, the Hemmens Cultural Center Auditorium and Parks and Recreation, including City departments, Kane County Court users and public users of the building. Estimated Professional Proposed Steps: Hours I. Project Start-up A. Kick off meeting to review goals, staffing, schedule and responsibilities 20 B. City staff to assemble and deliver to architect all available information of the -- proposed site, existing facility and site, City population projections, predicted staff changes, City zoning ordinance, effected City recreation and Hemmens programs, City staff names and positions and board meeting schedule. C. Phone conferences to review and determine what additional investigative work 4 needs to be done to verify existing conditions, including measuring of the existing facilities, site surveying, soil borings and environmental investigations. D. WA to prepare Phase I schedule, laying out meeting dates, agendas and 6 assignments. E. WA to enter the existing City Hall and Library Building floor and site plans into 45 CADD. 75 Mr. Dave Lawry/City of Elgin /City Hall - Library - HCC Programming & Interior Design /26 June 2002 / Page 12 Estimated Professional Proposed Steps: Hours II. Assessment Requirements/Furniture: A. WA/CID to meet with City staff to review draft questionnaire prepared by 20 WA/CID for further refinements and to discuss overall questionnaire goals and the space programming process. B. WA/CID to prepare final questionnaire for submittal to City staff. 4 C. CID to give instructional meeting to City staff on how to inventory and evaluate 3 the current furniture, fixtures and equipment. D. City staff to distribute questionnaire to all necessary individuals within the City -- for their completion and return. E. CID to review City staff completed furniture inventory and evaluation forms and 24 tour City Hall to observe existing furniture, fixtures and equipment. F. WA/CID to review the completed questionnaires. 6 G. WA/CID to meet with senior City Staff for initial overview of questionnaires to determine any overlaps, gaps or unnecessary requests. 10 H. WA/CID to meet one on one with each of the department heads who completed 30 a questionnaire to further understand and discuss their questionnaire. I. WA to prepare a draft space program also showing existing rooms and areas 30 based upon the feedback from senior City staff and from those who filled out a questionnaire. J. WA to meet with senior City staff to review the draft space program and discuss 6 the various department goals, growth and information gleaned from the meetings with all of he questionnaire participants. Priorities to be determined. K. WA to revise space program with target room and building areas and meet with 16 City staff to review. L. WA to complete further refinements and submit for approval. 4 M. CID to provide report on type, condition and recommendations for reuse of 24 existing furniture N. WA to provide a draft bubble diagram of the facility spaces showing their 12 relative sizes and adjacencies. O. WA/CID meeting with City staff to review furniture report, final Space Program 10 and draft bubble diagram. P. WA/CID to revise furniture report and bubble diagram and send to city staff for 8 their review and acceptance. Mr. Dave Lawry/City of Elgin /City Hall - Library - HCC Programming & Interior Design /26 June 2002 / Page 13 Estimated Professional Proposed Steps: Hours Q. WA/CID to receive staff comments and then prepare and submit final space 4 program, furniture report and bubble diagram reports. Subtotal: 211 To accomplish the following from our proposal: 2. Recommend blocking and stacking of each use within the two buildings, including representation of relationships between various uses;potential expansion among user groups over time (2020 should be the end date);provisions for appropriate access (or restriction of access) between user groups; and recommendations for new or additional uses of space. Estimated Professional Proposed Steps: Hours I. Blocking and Stacking: A. Meet with City staff to review the existing conditions report, furniture report and 6 space program, and to discuss and sketch possible blocking and stacking ideas that could accomplish the City's goals. B. WA to provide blocking plans for various alternative solutions, including a 24 phased plan. C. WA to meet with City staff to review alternatives for comment, feedback and 6 refinements. D. WA to refine and rework the most promising blocking plan. 6 E. WA to submit final draft of blocking/stacking plan for City staff for review and -- acceptance. Subtotal 42 Hours To accomplish the following from our proposal: 3. Analyze the "Highest and Best Use"of the current Library Building. While the consultant is analyzing the space and use of the library as a possible annex to City Hall, would this be the best use? The consultant will prepare a report which investigates the best use of the property given its proximity to Kimball Street, Illinois Rout 31, the Fox River, the downtown business district, and the civic cultural district. Priority should be given to the growth needs of City Hall as developed in item #2 above. We've included Neil Steffens on our consulting team to assist in this task. He previously prepared an appraisal for the Library. He will be preparing a report on the highest and best use from the City's perspective. Mr. Dave Lawry/City of Elgin /City Hall - Library - HCC Programming & Interior Design /26 June 2002 / Page 14 Proposed Steps: A. Neil Steffens will review the previously prepared appraisal for the Library Site and the City Plan for downtown riverfront development. Steffens will then 8 provide a report documenting their professional recommendations for the highest and best use of the library site. Subtotal 8 To accomplish the following from our proposal: 4. Prepare space plans for the buildings, including design, layout and dimensions of all spaces; design of specialized areas such as Courts and City Council Chambers; recommendations for security and signage; and review of existing base building systems as they affect the Space Plan. Estimated Professional Proposed Steps: Hours A. WA/CID meeting with staff to review work to date and begin discussing and 10 sketching ideas. B. WA to provide building plans for various alternative solutions, including a phased 30 plan. C. WA/CID to meet with City staff to review alternatives for comment, feedback, 10 refinements and phasing of construction. D. WA to refine and rework two of the most promising alternative solutions. 75 Williams Development to provide cost estimates and phasing schedules. E. WA to meet with City staff to review alternatives for further refinement and 10 review of associated costs and planning. Team to select best option for further refinement. F. CID to provide space planning of department adjacencies to create work flow 24 within the space designed by WA. G. CID to prepare space plans to indicate furniture layouts based on new furniture 80 as needed and existing furniture where usable. H. CID to develop budget for plan using new furniture and mixture of new and used 56 furniture. I. WA/WD/CID to provide refinements to chosen design with space and furniture 20 plans, cost estimates and phased schedule. J. WANVD/CID to submit to City staff for their review and acceptance. -- Subtotal 315 Hours Mr. Dave Lawry/ City of Elgin /City Hall - Library- HCC Programming & Interior Design /26 June 2002 / Page 15 To accomplish the following from our proposal: 5. Color schemes will be developed based on input from the City. These color schemes may reflect the existing scheme or be the basis for a different image entirely. Often, the color scheme is developed to match exterior architectural finishes. Special consideration will be given to accent colors. Presentation boards will be presented to the City for review and approval (Exhibits 4 & 5). Proposed Steps: A. CID to develop standard color package to utilize throughout the 30 building(s). B. CID to meet with staff to review materials 12 C. CID will use the detailed FF&E inventory, furniture report and cost 40 estimates for using all new furniture and a mixture of new/reused furniture to develop furnishing standards. This will be for new equipment at the onset of project and future needs and standards book as presentation boards. D. CID to meet with staff to review this report. 10 Subtotal 92 Hours To accomplish the following from our proposal: 6. Perform an analysis of the building's HVAC systems and recommend improvements if necessary: Estimated Professional Proposed Steps: Hours A. City staff to gather all information available on the City Hall and Library 2 buildings, including utility usage, maintenance reports, existing conditions, drawings, equipment, manuals, contact information on any outside repair/maintenance contractors, known issues and concerns about these facilities, site surveys, previous evaluation reports and any hazardous material information. B. WA and HVAC engineer to review the available information and request 6 any needed additional information. C. If needed, City staff to have the site surveyed and soil borings taken and -- analyzed as well as any environmental assessments accomplished. D. The site to be toured by WA, HVAC engineer and City Maintenance 10 Facility Management staff to observe and discuss as much of the site conditions as possible. E. WA and HVAC engineer will then prepare a draft report to document 34 their professional opinions of the condition of the existing facilities and issues and costs associated with redeveloping the proposed buildings. These reports will be submitted to City staff for their review. Mr. Dave Lawry/City of Elgin / City Hall - Library - HCC Programming & Interior Design /26 June 2002 / Page 16 Estimated Professional Proposed Steps: Hours F. WA and HVAC engineer to meet with City staff to review the draft report. 6 G. WA and HVAC engineer to revise report and submit for acceptance by 6 City staff. Subtotal 64 Hours To accomplish the following from our proposal: 7. Prepare a detailed project timeline and plan for phasing without hampering the City and Court's effective use of its space during construction/renovation/relation. The detailed timeline should consider the following major project milestones: Estimated Professional Proposed Steps: Hours A. Williams Development will meet with WA and City staff to preview the 10 chosen design concept, furniture plan, project phasing and city needs. B. WD shall prepare a milestone schedule showing all the phases of 8 design, bidding, use of facilities and project phases. 8. Credit Union: A. Credit Union to be included in scope of services. 59 Subtotal 18 Hours Total Estimated Professional Hours for Phase I Basic Services 884 Hours Team Average Hourly Billing Rate $120.00 Total Estimated Fee for Phase I Basic Services $106,000 F. CITY HALL/ LIBRARY SERVICE FEES PHASE I: Basic Services as described in the City's Request and in our proposal. We propose to perform our services for this part of the work on an hourly basis not to exceed $106,000 from the following rate table. Mr. Dave Lawry/City of Elgin /City Hall- Library- HCC Programming & Interior Design /26 June 2002/ Page 17 RATE TABLE Principal $ 150.00/Hour Senior Associate $ 140.00/Hour Associate/Project Manager $ 111.00/Hour Project Coordinator- 1 $ 84.00/Hour Project Coordinator-2 $ 76.00/Hour Project Coordinator-3 $ 69.00/Hour Technician - 1 $ 65.00/Hour Technician -2 $ 55.00/Hour Technician -3 $ 47.00/Hour Construction Administrator- 1 $ 105.00/Hour Construction Administrator-2 $ 95.00/Hour Estimator $ 100.00/Hour Accounting $ 69.00/Hour Administrative $ 69.00/Hour Secretarial $ 54.00/Hour Clerical $ 47.00/Hour Junior Draftsman $ 30.00/Hour Additional Services: As part of Additional Services during Phase I Basic Services, we shall explore several options beyond "staying within the four walls"of the City Hall and Library buildings. We will look at all the options described herein to determine if any of them warrant a full study as noted below, and as part of our additional services. In addition to our professional fees, we shall also invoice the City for our reimbursable expenses, i.e., printing, photography, travel, project supplies, etc. times a 1.15 multiplier. Should the City of Elgin decide to add any of the following or other additional services, we shall provide them only after we have been authorized, in writing, by the City to proceed. Menu of Possible Additional Phase I Services: Proposed Proposed Steps: Cost 1. Provide designs, cost estimates and schedules at the same time that the basic services design is being developed for: A. City Hall 1. Fill in Courtyards(one or both) $ 4,000 2. Design a new bay on east side of City Hall $10,000 3. Design a new facade on City Hall. $ 5,000 2. Detailed cost estimates using material unit take-offs $7,500 Ea 3. Detailed construction schedule showing trade-by-trade construction schedule, $2,500 Ea identifying phases, sequences and specific occupancy requirements. Mr. Dave Lawry/City of Elgin /City Hall - Library - HCC Programming & Interior Design /26 June 2002 / Page 18 G. HISTOGRAM/ HEMMENS This personnel loading "step by step" narrative describes our man-hours by personnel class and work tasks related to our timeline: Estimated Professional Proposed Steps: Hours I. Project Start-up A. Preparation and "team" kick-off meeting to review goals, staffing, schedule and 20 responsibilities City Staff B. City staff to assemble and deliver to architect all available information of the -- proposed site, existing facility and site, City population projections, predicted staff changes, City zoning ordinance, HCC - Master Plan and Hemmens programs, City staff names and positions and board meeting schedule C. Phone conferences to review and determine what additional investigative work 4 needs to be done to verify existing conditions, including measuring of the existing facilities, site surveying, soil borings and environmental investigations. WA/City Staff D. WA to prepare Phase I schedule, laying out meeting dates, agendas and 6 assignments. MPE -Consultants E. Review of existing HVAC, plumbing and electrical systems to determine if 45 current infrastructure can accommodate expansion WA -Staff 45 F. WA to enter the existing City HCC floor and site plans into CADD. Project Start-up Total Hours 120 H. HEMMENS CULTURAL CENTER SERVICE FEES For purposes of establishing our fees, we've reviewed the Master Plan and made some assumptions regarding the project scope that you've confirmed. There will be a main 1st floor lobby addition of 3,900 SF; there will be a full 3,900 SF 2nd floor use addition; we've included $500,000 in site work; and $100,000 in FFE also. We've not included a basement. If this scope is altered, our services and fees will be adjusted. We've included our"Histogram" to describe our scope of work. As requested, we have broken our proposed fees into the various phases as listed below. Mr. Dave Lawry/City of Elgin /City Hall- Library- HCC Programming & Interior Design /26 June 2002/ Page 19 Phase 1 / Determination of Existing Factors We propose to perform our services for this part of the work on an hourly basis not to exceed Fifteen Thousand Dollars ($15,000.00) from the following rate table. RATE TABLE Principal $ 150.00/Hour Senior Associate $ 140.00/Hour Associate/Project Manager $ 111.00/Hour Project Coordinator- 1 $ 84.00/Hour Project Coordinator-2 $ 76.00/Hour Project Coordinator-3 $ 69.00/Hour Technician - 1 $ 65.00/Hour Technician -2 $ 55.00/Hour Technician -3 $ 47.00/Hour Construction Administrator- 1 $ 105.00/Hour Construction Administrator-2 $ 95.00/Hour Estimator $ 100.00/Hour Accounting $ 69.00/Hour Administrative $ 69.00/Hour Secretarial $ 54.00/Hour Clerical $ 47.00/Hour Junior Draftsman $ 30.00/Hour Additional Services/Hemmens Should the City of Elgin decide to add any of the following or other additional services, we shall provide them only after we have been authorized, in writing, by the City to proceed: Menu of Possible Additional Phase 1 and Phase 2 Services: Proposed Proposed Steps: Cost 1. Provide HCC designs, cost estimates and schedules at the same time that the basic services design is being developed for: A. Alternate to include a full basement $ 4,000 B. Alternate to add a"2nd balcony level" $ 4,000 C. Alternate to study truck dock location options to remove it from new $ 5,000 patron drop-off(not including Hitchcock/Smith Group/JJR Fee with WA mark-up) 2. Detailed cost estimates using material unit take-offs $7,500 Ea 3. Detailed construction schedule showing trade-by-trade construction $2,500 Ea schedule, identifying phases, sequences and specific occupancy requirements. 4. All required Public Hearing Services and Preparation beyond those Hourly identified in Basic Services. Mr. Dave Lawry/City of Elgin /City Hall - Library- HCC Programming & Interior Design/26 June 2002/ Page 20 The above listed fees are based upon what consulting services Williams Architects will be providing such as theatre options, acoustical, interior design, furniture, landscaping structural, civil, mechanical and electrical engineering, our involvement in any public zoning process, the quantity and type of presentation renderings, computer models and so forth that may be required. It is understood that the City will be retaining the services of a qualified construction manager that will become involved during the early stages of Phase 2 services, and they shall provide all scheduling, cost estimating and constructability reviews. In addition to our services based on a lump sum fee, we shall also invoice the City for our reimbursable costs at a 1.15 multiplier as we have done before. We also expect to have an Owner/Architect agreement based upon the standard City of Elgin Agreement and similar to the current Owner/Architect Agreement we have with the City for the Recreation Center. Additional services and specialty consultants will be provided on an hourly basis with outside consultant fees being marked up with a 1.15% multiplier. M:\Busdev\2002 Muniapal\City_Village Halls\Elgin\elgin7.doc r, ' a •l O f E,it AP. Item No. City of ElginAgenda L , i $1, September 6, 2002 'N115 t 4, 4 TO: Mayor and Members of the City Council FINANCIALLY STABLE CITY GOVERNMENTEFFICIENT SERVICES, AND OVAL IT Y INFRASTRUCTURE FROM: Olufemi Folarin, Interim City Manager SUBJECT: City Hall/Library Space Efficiency Study and Hemmens North Lobby Expansion Design PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider approving a contract with Williams Architects to provide architectural services for the evaluation of space needs at City Hall, the reuse of the Gail Borden Library building and expansion of the Hemmens north lobby. BACKGROUND It was previously reported to the City Council on the background of the subject project and the status of the selection process . City Hall will be gaining additional space when the Engineering Division vacates its current space and moves to the new Public Works facility at 1900 Holmes Road. This move is expected to be completed by June 2003 . The City has also entered into an agreement with the Gail Borden Library to acquire their existing building when it is vacated in favor of their new building north of Kimball Street . It is expected that the library will vacate their existing building by the end of 2003 . Funding was also provided in the 2002 budget to provide design and construction cost estimates to expand the Hemmens north lobby. When the last City Hall remodeling efforts were completed in 1997, there was no comprehensive evaluation of the building and space needs . Given the aforementioned changes, the opportunity presents itself to determine what the space needs are for each staff member at City Hall . It is also desirable to locate staff to be as efficient as possible and to provide the best accessibility to the public for those departments with frequent customer visits . Space Efficiency Study September 6, 2002 Page 2 The existing library building is approximately 78, 000 square feet on two levels . Sufficient space exists within the building to consider such issues as relocation of the Court and City Council chambers, office space for Court personnel, expansion of Hemmens exhibition hall space, much needed City record storage and possible City staff office space to name a few of the ideas. An evaluation of this space is needed to demonstrate what is the highest and best use. The Hemmens Master Plan completed in 1999 identified among issues, the need to expand the north lobby to accommodate first floor restrooms, expanded ticketing operations, larger vestibule and lobby waiting areas and possible administrative office space. By the end of this year, The Centre will be completed and the majority of the Parks staff will be relocated. The current Parks and Recreation office then becomes larger than needed. The Elgin Symphony Orchestra also has its offices at the Parks and Recreation Grove Avenue location. With the freed up space in City Hall, the space available at the library building and with consideration of the Hemmens north lobby expansion, it may become feasible to relocate the remaining Parks and Recreation staff (12) and the ESO staff from their current location and actively market the sale of their current building. Requests For Proposals (RFP' s) were prepared separately for the City Hall/Library Space Study (CHLSS) , and for the Hemmens North Lobby (HNL) . The recently adopted amended procurement ordinance requires any professional service solicitation involving a public building to be publically advertised. Both of the above RFP' s were advertised in the Courier News. Ten proposals were received for the CHLSS and eleven proposals were received for the HNL. The selection team consisting of Dave Lawry, Gail Cohen, Mark Biernacki and Sean Stegall reviewed the CHLSS proposals based on selection criteria which included, among other criteria; the firm' s experience, the project manager' s experience, the scope of work and any creative ideas proposed. Selection was based upon not only the initial Phase I scope (space programming, but also Phase II design and Phase III construction. • Space Efficiency Study September 6, 2002 Page 3 The CHLSS selection team selected three top firms to be interviewed before final selection. The three firms were FGM Architects from Lake in the Hills, Williams Architects from Wheaton, and Design Organization from Chicago. The HNL selection team, consisting of Gail Cohen, Sean Stegall, Dave Lawry, Blythe Rainey-Cuyler and Butch Wilheimi reviewed the proposals based upon the same basic criteria listed above. The HNL selection team' s clear choice was Cordigan Clark from Aurora. Cordigan Clark previously completed the Hemmens Master Plan. Inclusive of both the CHLSS and the HNL proposals, Design Organization was the only firm that did not submit on both projects. The decision was made to combine both projects into one and add Cordigan Clark to the presentation schedule with FGM, Willams Architects and Design Organization. Because Design Organization did not initially submit on the HNL RFP, sufficient time was provided so that they could review the HNL RFP. Presentations were made by all four firms (FGM, Williams Architects, Design Organization and Cordigan Clark) to a revised selection team consisting of Dave Lawry, Gail Cohen, Mark Biernacki, Sean Stegall and Butch Wilhemi . Design Organization (DO) was selected as the top rated consultant based upon the scope of work elements of their presentation. References provided by DO were checked and it was revealed that DO had high staff turnover and poor communication between the project manager and the client . When asked if the client would hire DO again, they answered "no" . Williams Architects (WA) was the second rated firm. Their references were checked and considered with the City' s own positive experiences working with WA on both The Centre and the Parks Master Plan. WA' s references were very positive and the selection team completed its review with the selection of WA. Fees for the top three potential firms were subsequently opened and revealed that WA had submitted the lowest cost of the three firms. Negotiations were held to fine tune the scope of services and adjust the final cost . The scope of services for this project can be found on Exhibit A on the attached agreement . The final cost of the basic services is $106, 000 for the CHLSS and $15, 000 for the HNL. The fee increased $7, 000 from the fees submitted in order to include the credit union in the space study which had been inadvertently left out of the RFP. Space Efficiency Study September 6, 2002 Page 4 The final costs still remain lower than the fees submitted by the other two firms . Additional services with associated costs are noted in the scope of services attached with the subject agreement . This list of services is not included with the costs outlined for the basic services agreement, but may be considered later in the Phase I process . Consideration of these items at a later date will require an amendment approved by City Council . COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None . FINANCIAL IMPACT The cost to provide Phase I services for the CHLSS is $106, 000 and will be funded from account number 275-0000-791 . 92-36, project number 379542 . The project budget is $120, 000 and all funds remain available to fund the subject project . The cost to provide Phase I services for the HNL is $15, 000 and will be funded from account number 275-0000-791 . 30-03, project number 349004 . This project budget is $81, 000 and all funds remain available to fund the subject project . N\P LEGAL IMPACT \ A/ None. ALTERNATIVES 1. Do not approve the contract for either one or both of the project elements (CHLSS or HNL) . 2. Direct staff to negotiate with one of the other solicited firms . 1 3. Approve a modified scope for either CHLSS or HNL. 1 Space Efficiency Study September 6, 2002 Page 5 RECOMMENDATION It is recommended that the City Council approve the subject agreement with Williams Architects in the total amount of $121, 000 and direct staff to execute and implement the project . Respectfully submitted, Olufemi Fo a in ' Interi Ma ger DLL:cm Attachments