HomeMy WebLinkAbout105-98 RESOLUTIONRESOLUTION NO. 1 n s- v 8
A RESOLUTION AWARDING AN ARCHITECT CONTRACT
UNDER RFP 98-3, TO MEYER, SCHERER & ROCKCASTLE,
LTD., IN THE AMOUNT OF $36,747, PLUS A CONTINGENCY
AMOUNT OF $3,675, TO PROVIDE THE FAYETTEVILLE
PUBLIC LIBRARY WITH A MASTER PLAN DEVELOPMENT
STUDY, AND APPROVING A BUDGET ADJUSTMENT.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1. That the City Council hereby awards an architect contract under RFP 98-3,
to Meyer, Scherer & Rockcastle, Ltd., in the amount of $36,747, plus a contingency amount of
$3,675, t6 provide the Fayetteville Public Library with a master plan development study, and
authorizes the Mayor and City Clerk to execute said contract. A copy of the contract is attached
hereto marked Exhibit "A" and made a part hereof.
Section 2. The City Council hereby approves a budget adjustment in the amount of
$40,422 increasing Professional Services, Acct. No. 4470 9470 5314 00, Project No. 98093 1 by
decreasing Use of Fund Balance, Acct. No. 4470 0947 4999 99. A copy of the budget adjustment
is attached hereto and made a part hereof.
PASSED AND APPROVED this 4th day of August , 1998.
APPROVED-
By
F ed Hanna, Mayor
ATTEST:
By:
Heather-.- Woodruff, City Clerk
E =err ����a-x�`, •-
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EXHIBIT tvti
Standard Form of Agreement Between
Owner and Architect for Special Services
AIA Document 8727 - Electronic Format
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DOCUMENT D401.
Recommended for use with current editions of standard AIA Agreement fortes and documents.
Copyright 1972, 1979, 1988 by The American Institute of Architects, 1735 New York Avenue N.W., Washington D. C., 20006-5292. Reproduction of the material
herein or substantial quotation of its provisions without written permission of the AIA violates the copyright laws of the U.S. and will be subject to legal prosecution.
AGREEMENT
made as of the WA day of 441y. in the year of Nineteen Hundred and Ninety -Eight
BETWEEN the Owner:
(Name and address)
City of Fayetteville. Fayetteville, AR
and the Architect:
(Name and address)
Meyer Scherer & Rockcastle, Ltd., Minneapolis, MN
For the following Project:
(Include detailed description of Project, location, address and scope)
Planning studv for the Favetteville Public Library
The Owner and the Architect agree as set forth below
AIA DOCUMENT B727 -OWNER-ARCHITECT AGREEMENT - 1988 EDITION -AIA- COPYRIGHT 1988 -THE AMERICAN INSTITUTE OF ARCHITECTS,
1735 NEW YORK AVENUE N.W.. WASHINGTON D.C.. 20006-5292.: Unlicensed photocopying violates U.S. copyright laws and is subject to legal prosecution.
This document was electronically produced with permission of the AIA and can be reproduced without violation until the date of expiration as noted below.
Electronic Format B727-1988
a User Document: 9856CN01.DOC -- 7123/1998. AIA License Number 100381, which expires on 2/28/1999 --Page #1
ARTICLE 1
ARCHITECT'S SERVICES
(Here list those services to be provided by the Architect under the Terms and Conditions of this Agreement. Note under each service listed the method and means of
compensation to be used, ifapplicable, as provided m Article 8.)
Prime are a Master Plan Report for the Fayetteville Public Library in accordance with the Work Plan as detailed in Appendix A. The
professional fee for labor shall be stipulated sum of $29,820.00. The estimated amount of reimbursable expenses is $6,927.00. Th
study shall be substantially completed by November 30, 1998,
AIA DOCUMENT B727 - OWNER -ARCHITECT AGREEMENT - 1988 EDITION - AIA - COPYRIGHT 1988 - THE AMERICAN INSTITUTE OF ARCHITECTS,
1735 NEW YORK AVENUE N.W., WASHINGTON D.C., 20006-5292.; Unlicensed photocopying violates U.S. copyright laws and is subject to legal prosecution.
This document was electronically produced with permission of the AIA and can be reproduced without violation until the date of expiration as noted below.
Electronic Format B727-1988
User Document: 9856CN01.DOC — 7/23/1998. AIA License Number 100381, which expires on 2/28/1999 — Page #2
TERMS AND CONDITIONS OF AGREEMENT BETWEEN OWNER AND ARCHITECT
ARTICLE 2
OWNER'S RESPONSIBILITIES
2.1 The Owner shall provide full information regarding
requirements for the Project. The Owner shall furnish
required information as expeditiously as necessary for the
orderly progress of the Work, and the Architect shall be
entitled to rely on the accuracy and completeness thereof.
2.2 The Owner shall designate a representative authorized to
act on the Owner's behalf with respect to the Project. The
Owners's representative shall be Louise Shaver, Director,
Fayetteville Public Library. The Owner or such authorized
representative shall render decisions in a timely manner
pertaining to documents submitted by the Architect in order to
avoid unreasonable delay in the orderly and sequential
progress of the Architect's services.
ARTICLE 3
USE OF ARCHITECT'S DOCUMENTS
3.1 The documents prepared by the Architect for this Project
are instruments of the Architect's service for use solely with
respect to this Project and, unless otherwise provided, the
Architect shall be deemed the author of these documents and
shall retain all common law, statutory and other reserved
rights, including the copyright. The Owner shall be permitted
to retain copies, including reproducible copies, of the
Architect's documents for the Owner's information, reference
and use in connection with the Project. The Architect's
documents shall not be used by the Owner or others on other
projects, for additions to this Project or for completion of this
Project by others, unless the Architect is adjudged to be in
default under this Agreement, except by agreement in writing
and with appropriate compensation to the Architect.
ARTICLE 4
ARBITRATION
4.1 Claims, disputes or other matters in question between the
parties to this Agreement arising out of or relating to this
Agreement or breach thereof shall be subject to and decided
by arbitration in accordance with the Construction Industry
Arbitration Rules of the American Arbitration Association
currently in effect unless the parties mutually agree otherwise.
4.2 A demand
for
arbitration
shall be
made
within
a
reasonable time
after
the claim,
dispute or
other
matter
in
question has arisen. In no event shall the demand for
arbitration be made after the date when institution of legal or
equitable proceedings based on such claim, dispute or other
matter in question would be barred by the applicable statutes
of limitations.
4.3 No arbitration arising out of or relating to this Agreement
shall include, by consolidation, joinder or in any other
manner, an additional person or entity not a party to this
Agreement, except by written consent containing a specific
reference to this Agreement signed by the Owner, Architect
and any other person or entity sought to be joined. Consent to
arbitration involving an additional person or entity shall not
constitute consent to arbitration of any claim, dispute or other
matter in question not described in the written consent or with
a person or entity not named or described therein. The
foregoing agreement to arbitrate and other agreements to
arbitrate with an additional person or entity duly consented to
by the parties to this Agreement shall be specifically
enforceable in accordance with applicable law in any court
having jurisdiction in the State of Arkansas .theFeAf
4.4 The award rendered by the arbitrator or arbitrators shall
be final, and judgment may be entered upon it in accordance
with applicable law in any court having jurisdiction thereof.
ARTICLE 5
TERMINATION OR SUSPENSION
5.1 This Agreement may be terminated by either party upon
not less than seven -fourteen days' written notice should the
other party fail substantially to perform in accordance with the
terms of this Agreement through no fault of the party initiating
the termination.
5.2 If the Owner fails to make payment when due the
Architect for services and expenses, the Architect may, upon
seven days' written notice to the Owner, suspend performance
of services under this Agreement. Unless payment in full is
received by the Architect within seven days of the date of the
notice, the suspension shall take effect without further notice.
In the event of a suspension of services, the Architect shall
have no liability to the Owner for delay or damage caused the
Owner because of such suspension of services.
5.3 In the event of termination not the fault of the Architect,
the Architect shall be compensated for services performed
prior to termination„ together -with Reimhumable Expenses
then -4ue and aN T-eFminatien &penes -as defined 4n -
AIA DOCUMENT B727 - OWNER -ARCHITECT AGREEMENT - 1988 EDITION - AIA - COPYRIGHT 1988 - THE AMERICAN INSTITUTE OF ARCHITECTS,
1735 NEW YORK AVENUE N.W., WASHINGTON D.C., 20006.5292.; Unlicensed photocopying violates U.S. copyright laws and is subject to legal prosecution.
This document was electronically produced with permission of the AIA and can be reproduced without violation until the date of expiration as noted below.
Electronic Format B727-1988
User Document: 9856CN01.DOC — 7/23/1998. AIA License Number 100381, which expires on 2/28/1999 — Page #3
. _-.. t!ettTST�_iI-IRR�7'. �JSyM9Ia TMSRIRfT
ARTICLE 6
MISCELLANEOUS PROVISIONS
6.1 Unless otherwise provided, this Agreement shall be
governed by the law of the principal place of business of the
Owner.Afehiteet.
6.2 Causes of action between the parties to this Agreement
pertaining to acts or failures to act shall be deemed to have
accrued and the applicable statute of limitations shall
commence to run not later than the date payment is due the
Architect pursuant to Paragraph 8.4.
6.3 The Owner and Architect, respectively, bind themselves,
their partners, successors, assigns and legal representatives to
the other party to this Agreement and to the partners,
successors, assigns and legal representatives of such other
party with respect to all covenants of this Agreement. Neither
Owner nor Architect shall assign this Agreement without the
written consent of the other.
6.4 This Agreement represents the entire and integrated
agreement between the Owner and Architect and supersedes
all prior negotiations, representations or agreements, either
written or oral. This Agreement includes AUpendix A. This
appendix is the work plan presented to the City in response to
a Request for Proposal. This Agreement may be amended
only by written instrument signed by both Owner and
Architect.
6.5 Nothing contained in this Agreement shall create a
contractual relationship with or a cause of action in favor of a
third party against either the Owner or Architect.
or other toxic substances. The scone of work includes a
review of the existing Cityof Fayetteville library_ building
for suitabiliri as an expanded library. The Owner and the
Architect agree that this review will not be extensive and will
not include the preparation of measured drawings, engineering
analysis or destructive testin . Anv options for remodeling
and/or expansion of the liber will be based only on plans
and information provided by the Owner and visual
observationbv the Architect. If further extensive examination
of the building is required, the Owner shall authorize
additional compensation for this work.
ARTICLE 7
PAYMENTS TO THE ARCHITECT
7.1 DIRECT PERSONNEL EXPENSE
7.1.1 Direct
Personnel
Expense is defined as the direct
salaries of the Architect's
personnel engaged
on the Project
and the portion
of the cost of their mandatory
and customary
contributions and benefits
related thereto, such
as employment
taxes and other
statutory
employee benefits,
insurance, sick
leave, holidays,
vacations,
pensions, and similar contributions
and benefits.
7.2 REIMBURSABLE EXPENSES
7.2.1 Reimbursable Expenses are in addition to the
Architect's compensation and include expenses incurred by
the Architect and Architect's employees and consultants in the
interest of the Project for:
.1 expense of transportation and living expenses in
connection with out-of-town travel authorized by the
Owner;
.2 long-distance communications;
.3 fees paid for securing approval of authorities having
jurisdiction over the Project;
.4 reproductions;
.5 postage and handling of documents;
.6 expense of overtime work requiring higher than
regular rates, if authorized by the Owner;
.7 renderings and models requested by the Owner;
6.6 Unless otherwise provided in this Agreement, the ,8 expense of additional coverage or limits, including
Architect and Architect's consultants shall have no professional liability insurance, requested by the
responsibility for the discovery, presence, handling, removal Owner in excess of that normally carried by the
or disposal of or exposure of persons to hazardous materials Architect and the Architect's consultants; and
in any form at the Project site, including but not limited to
asbestos, asbestos products, polychlorinated biphenyl (PCB)
ALA DOCUMENT B727 - OWNER -ARCHITECT AGREEMENT - 1988 EDITION - AIA - COPYRIGHT 1988 - THE AMERICAN INSTITUTE OF ARCHITECTS,
1735 NEW YORK AVENUE N.W., WASHINGTON D.C., 20006-5292.; Unlicensed photocopying violates U.S. copyright laws and is subject to legal prosecution.
This document was electronically produced with permission of the AIA and can be reproduced without violation until the date of expiration as noted below.
Electronic Format B727-1988
User Document: 9856CN01.DOC -- 7/23/1998. AIA License Number 100381, which expires on 2/28/1999 — Page #4
.9 Expense of computer-aided design and drafting
equipment time when used in connection with the
Project.
7.4 ARCHITECT'S ACCOUNTING RECORDS
7.3 PAYMENTS ON ACCOUNT OF THE
ARCHITECT'S SERVICES 7.4.1 Records of Reimbursable Expenses and expenses
pertaining to services performed on the basis of a multiple of
7.3.1 Payments on account of the Architect's services and Direct Personnel Expense shall be available to the Owner or
for Reimbursable Expenses shall be made monthly upon the Owner's authorized representative at mutually convenient
presentation of the Architect's statement of services rendered times.
or as otherwise provided in this Agreement.
ARTICLE 8
BASIS OF COMPENSATION
The Owner shall compensate the Architect as follows:
8.1 AN INITIAL PAYMENT OF zero Dollars (S 0 ) shall be made upon execution of this Agreement and credited to the Owner's
account at final payment.
8.2 COMPENSATION FOR THE ARCHITECTS SERVICES, as described in Article 1, Architect's Services, shall be computed as
follows:
(Insert basis of compensation, including stipulated sums multiples or percentages, and identify the services to which particular methods of compensation apply, if
necessary.)
The nrofessional fee for labor shall be stinulated sum of 529.820.00.
8.3 FOR REIMBURSABLE EXPENSES, as described in Article 7, and any other items included in Article 9 as Reimbursable
Expenses, a multiple of one(1_0) times the expenses incurred by the Architect, the Architect's employees and consultants in the
interest of the Project.
8.4 Payments are due and payable the ( 30 ) days from the date of the Architect's invoice. Amounts unpaid fifteen (15 ) days
after the invoice date shall be payable on demand. beaF interest-94he-Fateentered beaew;-eF44he absen6A threelegal roto-
PFeVailifig frffin time to time at the pFinGipal place -f h- 19in.885 A -A -h-0- .
(Insert rate of interest agreed upon.)
(Usury laws and requirements under the Federal Truth in Lending Act, similar state and local consumer credit laws and other regulations at the Owners and
Architects principal places of business, the location of the Project and elsewhere may affect the validity of this provision. Specific legal advice should be obtained
with respect to deletions or modifications, and also regarding other requirements such as written disclosures or waivers.)
8.5 IF THE SCOPE
of the Project
or of the Architect's services is changed
materially,
the amounts of compensation shall be
equitably adjusted.
ARTICLE 9
OTHER CONDITIONS
This Agreement entered into as of the day and year first written above.
OWNER ARCHITECT
A
(Signa (Signor e)
%-u' rF -- 11 Ah .- (Printed name and tide)
(Printed name and title)
AIA DOCUMENT B727 - OWNER -ARCHITECT AGREEMENT - 1988 EDITION - AIA - COPYRIGHT 1988 - THE AMERICAN INSTITUTE OF ARCHITECTS,
1735 NEW YORK AVENUE N.W., WASHINGTON D.C., 20006-5292.; Unlicensed photocopying violates U.S. copyright laws and is subject to legal prosecution.
This document was electronically produced with permission of the AIA and can be reproduced without violation until the date of expiration as noted below.
Electronic Format B727-1988
User Document: 9856CN01.DOC -- 7/23/1998. AIA License Number 100381, which expires on 2/28/1999 — Page #5
Fayetteville Public Library
Professional Fee and Reimbursable Expenses
Prepared by Meyer, Scherer & Rockcasde. Ltd.
MS&R
PLA
AMR
MBL
Task ID
Scherer
Wagner
Prickett
Clerical
Dahigren
Deuel
Redden
Boskus
Al
8
8
8
0
16
0
8
8
A2
0
8
0
0
8
0
0
0
k3
8
8
0
0
8
0
8
8
B.1
0
2
0
0
10
I
0
0
B.2
0
0
0
0
8
I
0
0
B.3
8
0
0
0
32
0
0
0
B.4
6
0
0
0
6
0
0
0
BS
6
0
0
0
6
0
0
0
C.I
4
4
0
0
6
1
0
0
C.2
4
24
0
0
4
1
0
0
Di
4
32
16
0
28
2
8
8
D.2
4
12
4
0
5
0
4
4
D.3
0
4
0
30
3
0
2
2
Total
52
102
28
30
140
6
30
30
Hourl Rate
$
130.00
$
60
$ 43
$
10
$
75
$
75
$ 75$
75
Subtotal Fee
$
6,760
$
6,120
$ 1,190
$
300
$
10,500
$
450
$ 2,250
$
2,250
Total by Firm
$
14,070
$ 11,250
$ 2,250
$
2,250
Sub Total $ 29,820
Reimbursable Exp. $ 6,927
Grand Total $ 36,747
Grand Total
Reimbursable Expenses
Visit I: Data Gathering Introductions and Interviews
Airfare $ 225$
- $ - $ - $ 450 $ - $ - $ -
Car Rental $ - $ 125 $ - $ - $ 125 $ - $ - $ -
Mileage $ - $ - $ - $ - $ - $ - $ 131 $ -
Lodging $ - $ 75 $ 75 $ - $ 225$ - $ 150 $ -
Meals $ 60 $ 60 $ 60 $ 60 $ 30 $ -
Visit 2 Focus Groups
Airfare $ 225 $ - $ - $ - $ 450 $ - $ - $ -
Car Rental $ -
$ - $ - $ - $ 90 $ - $ - $ -
Mileage
$ - $ - $ - $ - $ - $ - $ - $ -
Lodging $ - $ - $ - $ - $ 150$ - $ - $ -
Meals $ 60 $ - $
- $ 60 $ 30 $ -
Visit 3: Verify Goals and Space Needs
Airfare $ 225 $ - $ - $ - $ 450 $ - $ - $ -
Car Rental $ - $ - $ - $ - $ 90 $ - $ - $ -
Mileage $ - $ - $ - $ - $ - $ - $ - $ -
Lodging $ - $ - $ - $ - $ 150 $ - $ - $ -
Meals $ 60 $ - $ - $ 60 $ 30 $ -
Visit 4: Board Report
Airfare $ 225$ - $ - $ - $ 450 $ - $ - $ -
Car Rental $ - $ - $ - $ - $ 90 $ - $ - $ -
Mileage $ - $ -
$ - $ - $ - $ $ 131 $
Lodging
$ - $ -
$ -
$ -
$ 150 $
- $ 150 $ -
Meals $ 60 $ - $ - $ - $ 60 $ 30 $ -
Total $ 1140 $ 260 $ 135 $ - $ 3,110 $ - $ 682 $ -
Communications
of 120
Mail / FedEx $ 200
Miscellaneous $ 250
Total Expenses $ 6,927
Prepared by Jeffrey Scherer 7/22/98
FAYETTEVILLE PUBLIC LIBRARY The following methodology is representative of howourteamwill
Professional Services approach the planning study for the Fayetteville Public Library. It
Agreement: Appendix A is understood that the methodology presented here is not the final
word, but subject to refinement and modification to better meet the
needs of the study. Much of the study team's first meeting with the
project administrators and the planning committee involves con-
firming study goals and verifying a specific methodology.
One hallmark of our approach to any planning study is to rely to
the greatest possible extent on existing data. Most libraries present
data -rich environments, and we find that it is most effective and
efficient to make the utmost use of those resources.
Our first efforts at data gathering will involve the review of as much
existing information about the library and the community as can
be readily assembled. This will include library use reports, existing
demographic data, previous studies, and so on. Our secondary
efforts will involve identifying other resources that may provide
valuable information, including the Department of Education's
National Center for Education Statistics (for comparative library
data), the local schools (for additional demographic data), the
Chamber of Commerce (for economic data), among others.
We also emphasize a variety of opportunities for the client and the
client's constituents to provide comments and suggestions during
the course of the study. The opportunity for interaction and
interviews with those who have a stake in the provision of library
service in Fayetteville is essential to promoting understanding on
the part of the consultants as we learn more about the library
community and on the part of the community as the results of the
study are disseminated. To this end, we suggest a variety of
targeted, direct interviews with individual "key informants" in the
community.
When existing data cannot answer crucial questions and a survey
must be undertaken, we emphasize using a careful and targeted
survey instrument. We have found that well constructed, focused
surveys generate more useful results for the expenditure (of both
money and time) do than broad -based surveys. The following
methodology, however, does not include formal surveys. A
rigorously conducted, valid survey would add significant costs to
this process. In our experience, the other methods we recommend
should gather the information necessary and in a more effective
manner.
Page —I
MS&R
&R
We believe strongly in an educational / informational component
in any study. Just as the consultants expect to learn a great deal
aboutthe library and its community duringthe course of the study,
so can the library board and staff expect to be introduced to a
variety of new topics affecting library operations —service organi-
zation, space needs and allocation, etc. It is crucial that the library
board and staff be fully apprised of the study methods and findings
so that they are better able to implement and advance the recom-
mendations of the study. To that end, staff and board are typically
involved throughout the project, and the study team makes every
effort to show a plain and direct path through the data and findings,
clearly connecting evidence with conclusions and recommenda-
tions.
Our general process and method is iterative, focusing on a series
of site visits that provides an opportunity to meet with local
planners, review what the study team has learned to date, propose
models and responses to the library's study goals, explore new
options, refine and redirect our attention, through which activity
together we devise the best, most pragmatic alternatives for the
library to pursue. Throughout the process, we emphasize regular
and clear communication between the library and the study team
as an imperative for any successful study.
Needs Assessment The purpose of the needs assessment is to work with library board
and staff to confirm the library's long-range service goals; to
explore the implications of those service goals on the library's space
needs; to evaluate alternatives available to meet those expressed
needs; and to assess implications (such as capital and operating
costs) of implementing a project to meet the library's long-term
service and space goals. A needs assessment provides an overview
and general direction regarding a library's facilities needs.
Page -2
MS&R
a. Site Visits A series of on -site visits will form the core of the project method-
ology. These site visits —occurring roughly every month —provide
an opportunity for the study team to gather new information
regarding the library and the service community, to interact with
key staff and board contacts, to solicit broad input and participa-
tion in the study, and to continually fine tune and adjust the project
methodology and goals to respond to new ideas and courses of
action as they emerge during the course of the study. The focus of
each visit would be:
Task a.1.: Site Visit #1
(to be held week of August 17th)
Team
Hours
Member
MS&R Total
Allocated
24
Scherer
08
Wagner
08
Prickett
08
PLA Total
16
Dahlgren
16
Deuel
0
AMR Total
08
Redden
08
MBL Total
08
Miller
08
TOTAL
56
Task a.1.: Site Visit #1
The purpose of this initial site visit is to introduce the study team
to the library and its community, and to introduce board and staff
members (and others, possibly including other local governmental
officials, if appropriate) to the study team. The site visit could begin
with an in-service meeting with the library staff to introduce staff
to the study team and to encourage their participation in the study.
The site visit would involve thorough tour of the present library
building. During the course of this tour, the librarian and other
staff members would have an opportunity to confer with the study
team regarding departmental service goals, limitations of the
existing building, the successes of the building, and so on.
As one means of gathering information from a variety of sources,
a series of "key informant" interviews would be held. With the help
of library board and staff, six to eight civic leaders and opinion
leaders in the community may be identified. During the site visit,
these individuals will meet with the consultant for short (i.e.,
twenty to thirty minutes), focused interviews to interject their
valuable perspectives on the community, its future prospects, and
the library.
A separate meeting would be scheduled with the board. If a role
selection exercise (as described in Planning and Role -Setting for
Public Libraries, produced by the Public Library Association) has
not been completed, study team could lead the board through such
an exercise as a way of focusing the trustee's thinking about future
directions for the library.
Preliminary discussions on the library's long-term service goals
would be completed, focusing on preferred targets for collection
size, reader seating, and meeting space.
The architectural team will conduct an analysis of the existing
building and site conditions.
Page -3
MS&R
a. Site Visits A tour of the service community would also be essential, so that the
study team can become familiar with the geography of service
distribution. In consultation with the library director and the
board, the balance of the project methodology and calendar would
be confirmed. -
Task a.2.: Site Visit #2
(to be held week of August 31st)
MS&R Total
08
Scherer
0
Wagner
08
Prickett
0
PLA Total
08
Dahlgren
08
Deuel 0
AMR Total
0
Redden
0
MBL Total
0
Miller
0
TOTAL
16
Task a3.: Site Visit #3
(to be held week of September 21st)
Team
Hours
Member
MS&R Total
Allocated
16
Scherer
08
Wagner
08
Prickett
0
PLA Total
08
Dahlgren
08
Deuel 0
AMR Total
08
Redden
08
MBL Total
08
Miller
08
TOTAL
40
Task a.2.: Site Visit #2
The second site visit would follow after a brief interlude thatwould
give the study team time to consider and weigh the information
gathered during the course of the first site visit and the library board
and staff time to consider the planning and management issues
raised during the first site visit. The purpose of the second site visit
is to work with the library staff and board, and other representa-
tives as appropriate, to verify service goals and space needs, and to
work through issues that may relate to a prospective expansion
project (capital costs, staging construction, etc.).
Prior to this visit, an initial estimate of space needs would be drawn,
based on the library's overall service goals. During this site visit,
the initial estimate will be refined, based on discussions held with
staff and board. By the end of this visit, a general understanding
of the library's space needs can be agreed upon, and the resulting
scope of project can be used to define and explore issues such as
project costs, implementation strategies, and so on.
Task a.3.: Site Visit #3
The purpose of this site visit will be to present to the board a report
of findings, alternatives, and recommendations. The major prod-
uct of this study will be a report that outlines service goals for the
library; defines space needs based on those service goals; and
summarizes issues or obstacles that may affect the implementation
of this project. During this visit, board and staff will have an
opportunity to seek clarification and raise additional questions
before the preparation of the final report, and staff and board and
consultant will have an opportunity to meet with the library's
architect for an initial review of the needs assessment findings as
they relate to implementation on the present site.
Page -4
MS&R
b. Data Gathering In addition to site visits, another crucial component of this study
will be data gathering. The study team will further its understand-
ing of the library and its service community through on -site
• observations made during visits, but that is only part of the story.
Existing data and newly assembled data round out the picture
• created during site visits. This methodology relies largely on the
evaluation of existing data. If other data gathering strategies are
deemed appropriate by the board, they can be added to this study.
Data gathering can involve a variety of strategies:
Task b.l.: Review of Existing
Data
(to begin week
of August 3rd)
Team
Hours
Member
MS&R Total
Allocated
02
Scherer
0
Wagner
02
Prickett
0
PLA Total
11
Dahlgren
10
Deuel 01
AMR Total
0
Redden
0
MBL Total
0
Miller
0
TOTAL
13
Taskb.2.: Statistical
Compilations
(to begin week
of August 10th)
Team
Hours
Member
MS&R Total
Allocated
0
Scherer
0
Wagner
0
Prickett
0
PLA Total
09
Dahlgren
08
Deuel 01
AMR Total
0
Redden
0
MBL Total
0
Miller
0
TOTAL
09
Task b.1.: Review of Existing Data
The library staff will be asked to assemble a wide range of
information and data for review by the study team, including past
annual reports to the state library, past internal annual reports,
copies of the library's long-range plan of service, schematic plans
and blueprints for the present building, copies of the library
building program statement that was prepared for the present
building (if available), circulation and patron activity records
drawn from the library's circulation system, results of output
measures studies, and results of patron surveys. The study team
will also benefit from a review of local demographic data and
projections, including recent and current census records, popula-
tion projections from regional planning authorities, the city's
current comprehensive plan, and local maps. The study team will
review this data, looking for patterns and trends that may affect the
service goals chosen by the library. This will be completed prior
to the first site visit and reported to board and staff for their
reaction.
Task b.2.: Statistical compilations
Annual reports will be compiled into a one or more charts that track
the library's progress over the last five years or ten years, for
example. Comparisons may be drawn between the library and
other peer institutions in the immediate area or statewide. Such
comparisons create a framework for assessing where the library is
and where the board and staff might want to direct the library in
the future.
The study team also proposes to undertake a comparison of the
library with other libraries of comparable size nationwide, draw-
ing a sample from libraries reporting to the database maintained
by the National Center for Educational Statistics. A specific
sampling would have to be developed in consultation with the
library. This comparison will produce another sort of framework
that establishes benchmarks for assessing the present direction of
the library. This will be completed prior to the first site visit and
reported to board and staff for their reaction.
Page —S
MS&R
b. Data Gathering Task b.3.: Focus Group Interviews (optional)
The project methodology may include a series of focus group
interviews to allow for public input and comment. The focus group
interviews will be conducted during the first or second site visit as
part of the study team's efforts to gather information about the
library, its service community, and its service goals. Focus groups
are not necessarily a statistically relia ble means of gathering data.
Information assembled in a focus group interview cannot necessar-
ily be extrapolated to the community at large. But they are a means
of assessing broad perspectives about the library and the commu-
nity. And they involve a broader range of carefully selected
community members in the study, thereby encouraging their
support; the community relations impact of focus groups is strong
and positive.
Task b.4.: Opinion Leaders' Luncheon (optional)
Another opportunity for generating community involvement that
has been used successfully by other libraries is an opinion leaders'
luncheon. This event, cleverly arranged over a lunch hour, draws
together a selection of influential community leaders —political
leaders, business leaders, civic leaders —for the purpose of review-
ing the library's prospective plans and identifying further strategic
issues for the library to consider. Typically, this type of event
occurs later in the study calendar, as options and recommendations
are taking shape so that those options can recommendations can
reported to the group and become the basis for the discussion that
follows.
Task b.5.: Public Hearings (optional)
Yet another opportunity for soliciting participation of the commu-
nity at large is a general public hearing that allows for general
comment and observations by interested residents. If scheduled
toward the beginning of a study public hearings take on a goal of
finding out what one spectrum of the general public wants from its
library. If scheduled toward the end of a study public hearings tend
to emphasize soliciting reactions to service goals and expansion
strategies that are being offered by the library. Public hearings
toward the beginning of a study solicit input. Public hearings
toward the end of a study solicit reaction, possibly in conjunction
with the opinion leaders' luncheon. Either or both are worthwhile
goals, in specific situations. The extent of original data gathering
that needs to be undertaken can be determined in consultation with
the library board and staff. All of these data gathering efforts may
not be needed or appropriate for this study. The inclusion of some
of these data gathering efforts may require the addition of one or
more site visits to the study methodology.
Page -6
MS&R
Development of Service
Goals & Alternative
Service Configurations
Taskc.l.: Projection of Optimum
Service
Goals
(to begin week
of August 21st)
Team
Hours
Memher
MS&R Total
Allocated
08
Scherer
04
Wagner
04
Prickett
0
PLA Total
07
Dahlgren
06
Deuel
01
AMR Total
0
Redden
0
MBL Total
0
Miller
0
TOTAL
15
Task c.2.: Development of Service
Configurations
(to begin week
of September 7th)
Team
Hours
Member
MS&R Total
Allocated
28
Scherer
04
Wagner
24
Prickett
0
PLA Total
5
Dahlgren
04
Deuel0l
AMR Total
0
Redden
0
MBL Total
0
Miller
0
TOTAL
33
Any space needs assessment project must begin with an under-
standing of the library's service goals. A library's space needs
evolve directly from the services, collections, and resources the
library seeks to provide for its community. To oversimplify the
matter, all other things being equal, a collection of 250,000
volumes will require more total floor space than a collection of
180,000 volumes. To complicate matters a little, the floor space
required by a given collection will be determined by the proposed
size of the collection, also taking into accountthe proportion of the
collection that is likely to be in circulation at any given time, the
height of the shelving used, the width of the aisles specified (note
here that the Americans with Disabilities Act, while requiring the
now -standard 36" aisle, gives strong preference to a 42" aisle), and
the type of material to be housed. Service goals are intrinsically tied
to the library's space needs, and throughout this study, local
planners and consultants will be reminded of that fact.
LPA employs a space needs assessment methodology that is a
variation on one developed by study team member Anders Dahlgren
and published by the Wisconsin Division for Library Services as
Public Library Space Needs: A Planning Outline. That outline
describes a methodology for translating service goals into space
needs, focusing on:
• collection space
• reader seating space
• staff work space
• meeting room space
• special use space (for catalogs, CD-ROM products,
indexes, public photocopiers, etc.)
• nonassignable space (for mechanicals, rest rooms,
storage, etc.)
Task c.l.: Projection of Optimum Service Goals
Drawing from a combination of peer comparative analyses, direct
observation, and board and staff input, among other sources, the
study team will develop recommended service goals.
Task c.2.: Development of Service Configurations
As overall library service goals are identified, the study team will
calculate the space needs of the library based on those service goals.
This space needs estimate will then guide the evaluation of different
options for meeting those needs (building on, building new,
developing one or more branches, etc.), along with a consideration
of prospective capital and operating costs, and weighing the
advantages and disadvantages of renovating and adding onto the
existing facility versus constructing a new facility.
Page -7
MS&R
d. Report Preparation &
Project Administration
Taskd.l.: Prepare a Draft Report
(to begin week
of September 7th)
Team
Hours
Member
MS&R Total
Allocated
52
Scherer
04
Wagner
32
Prickett
16
PLA Total
30
Dahlgren
28
Deuel 02
AMR Total
08
Redden
08
MBL Total
08
Miller
08
TOTAL
98
Task d.2.:
Revise &
Complete
Project Report
(to be held week of September
21st)
Team
Hours
Member Allocated
MS&R Total
20
Scherer
04
Wagner
12
Prickett
04
PLA Total
05
Dahlgren
05
Deuel 0
AMR Total
04
Redden
04
MBL Total
04
Miller
04
TOTAL
33
Task d.3.: Project Administration
(throughout
project)
Team
Hours
Member Allocated
MS&R Total 04
Scherer
0
Wagner
04
Prickett
0
PLA Total
03
Dahlgren
03
Deuel 0
AMR Total
02
Redden
02
MBL Total
02
Miller
02
TOTAL
11
Throughout the project, written material will be prepared for
review by the library board and staff and the consultant team.
Much of this will be assembled into a thorough, final report that
will be delivered at the completion of the project. That report will
describe the Fayetteville Public Library's service environment
(local demographics, the structure of library service in the area);
outline service goals for the library; determine the library's space
needs based on those service goals; discuss strategic issues affecting
the implementation of a capital expansion project; and recommend
the most effective alternative for implementation.
Task d.1.: Prepare a Draft Report
The study team would assemble a draft report describing the
library service environment for the Fayetteville Public Library and
goals for future development. The draft would also include
discussions of space needs and alternative service configurations
and the present utilization of space, as well as present the findings
of the architectural consultants relative to the existing facility. This
draft report would be conveyed to the project administrators for
distribution prior to the last site visit.
Task d.2.: Revise and Complete the Project Report
Based on comments on the draft report received during the final site
visit, the study team will complete any necessary revisions to and
clarifications of the report. The final draft will be conveyed to the
Fayetteville Public Library for publication and distribution as
appropriate.
Work on the report will begin prior to the second site visit, andwill
continue beyond the final site visit. A complete draft of the report
will be submitted to the library prior to the third site visit.
Following that site visit final revisions will be made to the report
based on comments received from board and staff, and a camera-
ready copy will be delivered to the library.
Task d.3.: ProjectAdministration
Routine correspondence, communication between site visits, and
the like are covered as part of this study component.
City of Fayetteville, Arkansas
Budget Adjustment Norm
Budget Year
1998
Project or Item Requested:
Public Works
Parks & Recreation
Library
$40,422 in funding is requested to
initiate a master plan development project
for the Fayetteville Public Library.
Justification of this Increase:
The library master plan will be used to
evaluate the use of space in the existing
building as well as to forecast the space
needs based on projected use and service
goals. In addition, the plan will identify
options to meet those space needs,
including alternate service configurations.
Date Requested
July 22, 1998
Project or Item Deleted:
Adjustment #
$40,422 from the Sales Tax Fund Use
of Fund Balance.
Justification of this Decrease:
For 1997, an additional $197,423 in
Sales Tax Revenue was received over
obligated funds.
Increase Expense (Decrease Revenue)
Account Name Amount Account Number Project Number
Professional Services 40,422 4470
avj
9470 5314 00- 98093 1
aW a a -'T_
i
Ra. •' J
Decrease Expense (Increase Revenue)
Account Name Amount Account Number Project Number
Use of Fund Balance
40,422 4470 0947
Approval Signatures
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Date
Type:
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Admin. Sc vices Director
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Mayo(
Date
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Date
Date
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4999 99
^ Budget Office
A
Date of Approval
B C U E
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Posted to General Ledger
Posted to Project Accounting
Entered in Category Log
Blue Cope: Budget & Research / Yellow Copy: Requester
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2000 Edition - Electronic Format
AIA Document G
Amendment to the Professional Services Agreement
TO: ..:.,.nA .tyor, n Amendment Number: 0
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(Owner's Representative)
In accordance with the Agreement dated: % -
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•t7htSiFEi• . -.at. . ' r.
ation is requested
() to proceed with Additional Services or a Change in Services.
() to incur Additional Reimbursable Expenses.
Follows:
The following adjustments shall be made to compensation and time.
w cuuu uy ,tie nmencan elsalule er nrcmiecrs. rieproauction or me material nerein or substantial quotation of
Its provisions without written permission of the AIA violates the copyright laws of the United Slates and will
subject the violator to legal prosecution. WARNING: Unlicensed photocopying violates U.S. copyright laws and
will subject the violator to legal prosecution. This document was electronically produced with permission of the
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This document Is not an original AIA® Contract Document, but a reproduction produced by AIA®
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Electronic Format G606 - 2000
r
606 - 2000
AUTHENTICATION OF 1
nM$
AIA DOCUMENT G606-2000
AMENDMENT TO THE PROFESSI'
SERVICES AGREEMENT
The American -Institute of Architects
1735 New York Avenue, N.W.
Washington, D.C. 20006-5292
(Invert provisions in accordance with the Agreement, or as otherwise agreed by the parties.)
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SUBMITTED BY:
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.w ceee „y , ne evnercen msmuta of nrcmrecis. neprocumwn of me matenaf nerem or suostanuat quotation of
its provisions without written permission of the AIA violates the copyright laws of the United States and will
subject the violator to legal prosecution. WARNING: Unlicensed photocopying violates U.S. copyright laws and
will subject the violator to legal prosecution. This document was electronically produced with permission of the
AIA and can be reproduced In accordance with your license without violation until the date of expiration as
noted below, expiration as noted below. User Document: g606-07.ala — 4/25/2001. AIA Ucense Number
1000337, which expires on 1/31/2002.
This document Is not en original AIA® Contract Document, but a reproduction produced by'AlA®
Contract Documents software for administrative purposes only and Is not for other use or resale.
Electronic Format G606 - 2000
2
TI
DOCUMENT O101.
AMENDMENT TO THE PROFESSIONAL
SERVICES AGREEMENT
The American Institute of Architects
1735 New York Avenue, N.W.
Washington. D.C. 20006-5292
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AIA Document
Amendment to the Professional Services Agreement
• rie�.3l2sir�2,ik) GY Amendment,.
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In accordance with the Agreement dated:
for the Project:
Authorization is requested
( ) to proceed with Additional Services or a Change in Services.
( ) to incur Additional Reimbursable Expenses.
The following adjustments shall be made to compensation and time.
.w cvuv uy I ne wnencan Insntute Dr Hrcnaects. neprocucuon or me maternal nerem or substantial quotation of
Its provisions without written pennissioh of the AIA violates the copyright laws of the United States and will
subject the violator to legal prosecution. WARNING: Unlicensed photocopying violates U.S. copyright laws and
will subject the violator to legal prosecution. This document was electronically produced with permission of the
AIA and can be reproduced In accordance with your license without violation until the date of expiration as
noted below, expiration as noted below. User Document: g606-07.ala - 4/25/2001. AIA Ucense Number
1000337, which expires on 1/31/2002.
This document is hot an original AIA® Contract Document, but a reproduction produced by AIA®
Contract Documents software for administrative purposes only and Is not for other use or resale.
Electronic Format G606 - 2000
1
A4/46
-2000
AIA DOCUMENT D401.
AM
IENT G606.2000
IT TO THE PROFESSIONAL
AGREEMENT
The American Institute of Architects
1735 New York Avenue, N.W.
Washington, D.C.20006-5292
L
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(lnscri provisions in accordance with the Agreement, or as otherwise agreed by the parties.)
that -
•
sFf�cA3sIsF:
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(Date)
t ALAS
DOCUMENT G606-2000
NDMENT TO THE PROI
VICES AGREEMENT
The American Institute of Architects
1735 New York Avenue, N.W.
Washington, D.C. 20006-5292
w zuuu oy i no Hmencan Institute or Arcmtects. lleproauctlon of me material herein or substantial quotation of
Its provisions without written permission of the AIA violates the copyright laws of the United States and will
subject the violator to legal prosecution. WARNING: Unlicensed photocopying violates U.S. copyright laws and
will subject the violator to legal prosecution. This document was electronically produced with permission of the
ALA and can be reproduced in accordance with your license without violation until the date of expiration as
noted below, expiration as noted below. User Document: g606-07.aia — 4/25/2001. AIA license Number
1000337, whIch expires on 1/31/2002.
This document Is not an original AIA® Contract Document, but a reproduction produced by AIA®
Contract Documents software for administrative purposes only and Is not for other use or resale.
Electronic Format G606 - 2000
2