HomeMy WebLinkAbout132-00 RESOLUTION•
• 0
RESOLUTION NO.132-00
MICROFILMED
A RESOLUTION APPROVING PHASE 2 OF THE
ARCHITECTURAL AGREEMENT WITH MEYER, SHERER &
ROCK CASTLE, LTD, IN THE AMOUNT OF $1,450,000, PLUS
EXPENSES NOT TO EXCEED $95,000, TO COVER THE
DESIGN AND CONSTRUCTION PHASE OF THE PROPOSED
FAYETTEVILLE LIBRARY; AND APPROVAL OF A BUDGET
ADJUSTMENT IN THE AMOUNT OF $1,545,000.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1. That the City Council hereby approves Phase 2 of the Architectural
Agreement with Meyer, Sherer & Rock Castle, LTD, in the amount of $1,450,000, plus expenses
not to exceed $95,000, to cover the design and construction phase of the proposed Fayetteville
Library. A copy of the agreement 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
$1,545,000 increasing Architectural Services, Acct. No. 4150 9150 5314 03, Project No. 99008 10
by decreasing Sales Tax Revenue, 4150 0915 4104 00. A copy of the budget adjustment is attached
hereto marked Exhibit "B" and made a part hereof.
D APPROVED this3`d day of October , 2000.
APPROVED.
By:
F ed Hanna, Mayor
ATTEST:
By:
e,
4
Bather Woodruff, City Clerk
NAME OF FILE:
CROSS REFERENCE:
Resolution No. 132-00
10/03/00
Resolution No. 132-00
Exhibit "A" (Copy of Agreement)
09/18/00
Memo to Mayor Hanna and Members of City Council from Charles
Venable
10/03/00
Exhibit "B" (Budget Adjustment)
08/29/00
Memo to Charlie Venable & Louise Schaper from Jeffrey A. Scherer of
Meyer, Scherer & Rockcastle, Ltd.
10/03/00
Staff Review Form
10/09/00
Memo to Louise Schaper, Library Director, Heather Woodruff, City
Clerk
03/15/02
Amendment No. 10 (Meyer, Scherer & Rockcastle, Ltd)
03/11/02
Memo to Hugh Earnest from Louise Schaper, Library Director
03/05/02
Letter to Hugh Earnest, Director of Urban Development, from Sean M.
Wagner, Project Manager, Meyer, Scherer & Rockcastle, Ltd.
03/26/02
Staff Review Form
04/02/02
Memo to Louise Schaper, Library Director, from Heather Woodruff, City
Clerk
NOTES:
di
•
EXHIBIT %.
ORIGINAL
Professional Services Supplement
AIA Document G604 - Electronic Format
THIS DOCUMENT HAS IMPORTANT LEGAL CONSEQUENCES; CONSULTATION WITH AN ATTORNEY IS ENCOURAGED WITH RESPECT TO ITS
COMPLETION OR MODIFICATION. AUTHENTICATION OF THIS ELECTRONICALLY DRAFTED AIA DOCUMENT MAY BE MADE BY USING AIA
DOCUMENT D401.
In accordance with the AGREEMENT dated: September 1, 1999
BETWEEN:
City of Fayetteville, Arkansas
and:
Meyer, Scherer & Rockcastle, Ltd.
for the Project:
(Insert Project name and address as it appears in the Agreement)
A new central library facility, referred to as the Fayetteville
[ X] authorization is (requested -)-(given)
(strike one)
OR
[]
notification is made
AS FOLLOWS:
Public Library, for the City of Fayetteville Arkansas.
[ ] to proceed with Additional Services
[ X] to proceed with revised scope of Basic Services
[ ] to incur Reimbursable Expenses
[ ] of the need to proceed with Contingent
Additional services
[ ] of the need for other services
The following adjustments shall be made to compensation and time.
Compensation:
(Insert provisions in accordance with the Agreement. or as olhenvise agreed by the parties.)
To reflect the change in the gross square footage of the building from 90,000 to 77,200, the Architect's compensation outlined in
Article 1.5.1 for Phase II Services is changed to $1,450,000.
Time:
(Insert provisions covering time of commencement and completion of authorized services as applicable.)
Schematic Design to be completed by 2/1/01
Design Development to be completed by 6/6/01
Construction Documents to be completed by 12/13/01
Bidding to be completed by 2/14/02
Constrcution to be completed by 7/31/03
ex]PR
AIA DOCUMENT G604 - PROFESSIONAL SERVICES SUPPLEMENT - AIA - COPYRIGHT 1993 - THE AMERICAN INSTITUTE OF ARCHITECTS, 1735
NEW YORK AVENUE N.W., WASHINGTON D.C. 20006-5292. WARNING; 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 G604 - 1993
User Document: G604-01.DOC -- 8/31/2000. AIA License Number 100381, which expires on 1/31/2001 -- Page #1
•
Prompt written notice is required if the services indicated are not needed.
al ORIGINAL
SUBMITTED BY: AUTHORIZATION IS GIVEN or
NOTIFICATION IS ACKNOWLEDGED BY:
(Signature)
„� �► S
reel) FAL/Ma
(Printed name and tide) m - ti 6444.(Date) °C7 3 tcoO
(Printed name and title)
eibe5 (a 611
.76 -PFA, Secif-EY-at—
AIA DOCUMENT G604 - PROFESSIONAL SERVICES SUPPLEMENT - AIA - COPYRIGHT 1993 - THE AMERICAN INSTITUTE OF ARCHITECTS, 1735
NEW YORK AVENUE N.W., WASHINGTON D.C. 20006-5292. WARNING; 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 G604 - 1993
I Icer flnniment 61Rfl4-01 f)ff -- R/31/9000 AIA I irense Minter 10l3R1 which Aynirec nn 11 1/9001 -- Pane #9
Memorandum
Sent via overnight express
August 29, 2000
To:
From:
Re:
Copy:
•
Charlie Venable and Louise Schaper
Jeffrey A. Scherer, FAIA
Schedule and Contract Revisions
file, Sean Wagner, Peter Silver, Tracy Sherber: MS&R
Jim Foster: Foster- WER Architects
• REOEPV 'D
SEP 0 5 2000
MgIT:� �tk%FFICELE
Meyer, Scherer & Rockcastle,��`kcLtd.
Architecture, Interior Design
and Urban Design
119 North 2nd Street
Minneapolis MN 55401.1420
612 375.0336 phone
612 342.2216 fax
Charlie and Louise:
Please find enclosed the project schedule for Phase II. Please review this and id me know your thoughts.
This schedule is based on our experience with similarly sized public library projects with a public review
process. Please note the following key issues in regards to the schedule:
1. I will be in Fayetteville on November 13 and 14 for a kick-off meeting with the library staff, the City
and our consultants. I will prepare an agenda for this meeting later.
2. We will start our work on December 4, 2000. The duration days on the attached Critical Path Schedule
are workdays.
3. The entire process from start to finish extends beyond the last date revenue from the tax collections
earmarked for this project. We are assuming that there are no legal or practical issues associated with
this. In any case, the final completion date could not, in our professional opinion, occur on or before
September of 2002.
4. The pubic process and review dates shown on the schedule assumes that there would be presentation to
the public, library board, donors and the City Board during those time periods. Please review the time
periods and tasks associated with the library and city review of our documents. I have included review
periods but seek your advice if there is sufficient time allocated.
5. We have included three review meetings with the public during Schematic Design and two during
Design Development for a total of 5 meetings. Meetings in addition to this (other than regular review
meetings with city and library staff are not included in our Basic Services fee. Please also note the
meetings during Schematic Design are labeled Review—meaning these will be an active give and take
sessions with the public in which they can and will be invited to critique the design choices presented.
The meetings during Design Development are labeled Presentation—meaning this will more of an
information meeting. This of course does not mean that there will not be changes—merely for us to
move this project along (and to our fee and schedule obligations) we are not planning as intense a
public process as during the pre -referendum phase.
Equal Opportunity Employer
•
Contract Update for Phase 11
Our contract (Article 1.1.2.5) requires that we revisit the budget assumptions at the conclusion of Phase I. I
have attached a comparative spreadsheet showing the Phase I Contract Budget (amounts are as indicated in
the Owner -Architect Agreement dated 1 September 1999.) We have made the following adjustments:
1) Changed the gross square footage from 90,000 to 77,200 (line 1)
2) Adjusted the base cost per square foot for the library from $160.00 to $158.00. This reflects the
adjustment made during the pre -referendum phase of our work. (line 2)
3) Furniture and Equipment budget is reduced from $1,547,980 to $1,027,474 (line 5)
4) The original contract assumed a mid -point date of construction of July 2002. The revised date for
Phase II is October 2002. We do not feel that any further adjustments are necessary. (line 7)
5) Phase U Professional Fees have been reduced to account for the change in the scope of the work.
While the building has reduced by 14.3%, our fee has been reduced . i . There is not a straight
line reduction for the following reasons: 4.67 CaJ
a) The parking structure has not been changed.
b) The scope of the civil and landscaping work has not changed
c) The building infrastructure, including the mechanical and electrical work is not significantly
changed.
d) The built in-place cabinetry has stayed the same (the reduced areas were assumed to be primarily
collection.)
e) The building envelop is primarily unchanged.
t) Our fee was based on construction costs for September 2001 (see contract Article 1.1.2.5). Since
this project will span almost three years, we have to account for increased cost in our staff's hour
rates over this period. Based on the economy, these hourly rates are expanding at a pace that is
greater than the Consumer Price Index by nearly 30%.
g) We exceeded our fee (our internal budgets) for public meeting by approximately 48% (or $50,000)
for Phase I. We are not including this shortfall in our calculations—rather making an appropriate
adjustment in our assumptions for Phase H to ensure that it does not happen again.
Page 2 of 2
Fee and Schedule Update
•
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00'857: $ %4594 009`L61`ZI $
$ 2,200,000 8.39% $ 28.50
$ 14,397,600 54.94% $ 159.97
$ 1,027,474 3.92% $ 11.42
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$ 17,998,651 68.68% $ 199.99 1
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$ 450,000 1.72% $ 5.001
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$ 32,000 0.12% $ 0.361
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$ 32,000 0.12% $ 0.361
$ 36,000 0.14% $ 0.40
$ 14,000 0.05% $ 0.16
$ 14,000 0.05% $ 0.16
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$ 60,000 0.23% $ 0.67
$ 30,000 0.11% $ 0.331
$ 110,000 0.42% $ 1.22
$ 113,551 0.43% $ 1.261
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$ 2,013,051 7.68% $ 22.371
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$ 21,578,261 82.34% $ 279.51
1 5.00% $ 1,078,913 4.12% $ 13.98 1
$; 22,657,174 :`'86:45% $..::_293.49
411
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Phase I Budget for Coniratx
: , y .. V: .:% - $/GSF:.. ,..,.
O O O T
$ 14,400,000 54.95% $ 160.00
$ 2,200,000 8.39% $ 24.44
$ 16,600,000 63.34% $ 184.44
$ 1,547,980 5.91% $ 17.20
$ 18,147,980 69.25% $ 201.64
$ 3,027,877 11.55% $ 33.64
$ 21,175,857 . 80.80% $ 235.29
$ 268,000 1.02% $ 2.98
$ 32,000 0.12% $ 0.361
O
4:19
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1 $ 14,000 0.05% $ 0.16
$ 14,000 0.05% $ 0.161
$ 60,000 0.23% $ 0.67
$ 30,000 0.11% $ 0.331
$ 113,551 0.43% $ 1.26
$ 1,520,965 5.80% $ 16.901
1 $ - 0.00% $ - 1
$ 24,959,267 95.24% $ 277.33
1
5.00% $ 1,247 963 4.76% $ 13.87
29:'Grand:Total Project Costs. .. - ,.. ''"$ :';'X26,207;230: 100.00%': $ .291.19
$ 2,084,016 7.95% $ 23.1
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44
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5.00% $ 981,394 3.74% $ 10.5
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Escalation from Oct 2000 to July 2002 (mid -point of construction)
7 This remains unchanged for the revised schedule for Phase II
8 Project Budget for Construction and Furniture _
lowance for Land Acquisition
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04
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and unknown conditions
•
16 Site Survey
I Investigation
18 Traffic Engineering Study
20 Moving Costs
23 ME Services - Phase 2
al Project Cost _
2R Proiect Contingency
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=
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for On-site Qual
for Opening Day Coll
Cost of Construction and
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19 Owner Representation
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25 Cost of Bond
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24 Allowance
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14 Master PI
26 Sub -total
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ID
Task Name
Project Start-up: Contract Amendment
2
Program Review and Update
3
Contract Updates with Consultants
4
Final Update of Program Review and Approved by FPL
5
Authorize and Complete Survey of Site
6
Authorize and Complete Geotechnical investigation
2002
Qtr 4. 2002
Qtr 1.2003
Qtr z 2003
Qtr 3.2003
Aug Sep
Od Nov Dec
Jan
Feb
Mar
Apr May Jun
Jul
Aug
7
Project Kkkaf Meeting: MS&R and FPL
6
Schematk Design
9
Design Process
10
Public / Board Review Meeting Number 1
11
Public / Board Review Meeting Number 2
12
13
Public / Board Review Meeting Number 3: Final Presentation
FPI. and City of Fayehevie Review of Documents
14 Design Development
15
Design Process
16
17
Public / Board Presentation Meeting Number 1
Publk / Board Presentation Meeting Number 2: Final Presentation
18
Final Code Review end Approval
9
FPL and City of Fayetteville Review of Documents
20
Contract Documents
21
22
23
Doament Preparation: 50% Completion
City and Library Review of 50% CDs
Document Preparation: 90% Completion
24
City and Llbtary Review of 90% COs
25
26
27
Completion of CDs and FbW Review Set to Cary & Library
City end Library Review of 100% CDs
Submission to City Council for Authority to BM
26
29
BMding
Bidding
30
31
ue Last Addendum
BM Opening and Contact A
32 Construction
33
35
Canin<tlon Process
Substantial Completion
Final Punch List and Approvals
-------------------
1
36
Final Completion
37
Mowtin
38
Grand Opening
Project: contract schedule
Date: Thu 8/31/00
Task Pro
Sat MII
•
• • ORIGINAL
Professional Services Supplement
AIA Document G604 - Electronic Format
THIS DOCUMENT HAS IMPORTANT LEGAL CONSEQUENCES; CONSULTATION WITH AN ATTORNEY 1S ENCOURAGED WITH RESPECT TO ITS
COMPLETION OR MODIFICATION. AUTHENTICATION OF THIS ELECTRONICALLY DRAFTED AIA DOCUMENT MAY BE MADE BY USING AIA
DOCUMENT D401.
In accordance with the AGREEMENT dated: September 1 1999
BETWEEN:
City,of Fayetteville Arkansa's
and:
Meyer, Scherer& Rockcastle; Ltd:
for the Project:
(Insert Project name and address as it appears in the Agreement)
A,new :central:libraryfacility, referred to ardie Fayetteville Public Libraryfor the City of Fayetteville Arkansas:
[ X] authorization is (requested) (given)
(strike one)
OR
[ ] notification is made
AS FOLLOWS:
[ ] to proceed with Additional Services
[ X] to proceed with revised scope of Basic Services
[ ] to incur Reimbursable Expenses
[ ] of the need to proceed with Contingent
Additional services
[ ] of the need for other services
The following adjustments shall be made to compensation and time.
Compensation:
(Insert provisions in accordance with the Agreement, or as otherwise agreed by the parties)
t tl fo )ShawGlia ged n Services is tt $1;4500 a building from 90,000 to,77.200,'tlie Architects compensation outlined in
Article 1
I:.. •-'
Time: -
(Insert provisions covering time of commencement and completion of authorized services as applicable.)
Schematic
ConstiuchoDneDsiogmchuetob
Degn Developmnetrsbe:
coeamcbpomletpeldmetbe
yd ,2bd1'160/61
/012.1
/131Q1
dding to bemeby
ely'2/14/02
CoStrcution to ecompltedby7/31703
AIA DOCUMENT G604 - PROFESSIONAL SERVICES SUPPLEMENT - AIA - COPYRIGHT 1993 - THE AMERICAN INSTITUTE OF ARCHITECTS, 1735
NEW YORK AVENUE N.W., WASHINGTON D.C. 20006-5292. WARNING; 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 G604 - 1993
User Document: G604-01.DOC — 8/31/2000. AIA License Number 100381, which expires on 1/31/2001 -- Page #1
•
• • ORIGINAL
Prompt written notice is required if the services indicated are not needed.
SUBMITTED BY: AUTHORIZATION IS GIVEN or
NOTIFICATION IS ACKNOWLEDGED BY:
(Signature)
(Printed name and title)
(Date)
(S atu
(Printed name and title)
S Ce7tn—
/reSiaew
AIA DOCUMENT 0604 - PROFESSIONAL SERVICES SUPPLEMENT - AIA - COPYRIGHT 1993 - THE AMERICAN INSTITUTE OF ARCHITECTS, 1735
NEW YORK AVENUE N.W., WASHINGTON D.C. 20006-5292. WARNING; 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 G604 - 1993
I lcar Mcumvnt• f;R/1d-01 I•lft -- R/11/9000 AIA I icnnaa Nttmher 100111 whir.h avnirae nn 1/11/9001 -- Pane it?
• • ORIGINAL
Professional Services Supplement
AIA Document G604 - Electronic Format
THIS DOCUMENT HAS IMPORTANT LEGAL CONSEQUENCES; CONSULTATION WITH AN ATTORNEY IS ENCOURAGED WITH RESPECT TO ITS
COMPLETION OR MODIFICATION. AUTHENTICATION OF THIS ELECTRONICALLY DRAFTED AIA DOCUMENT MAY BE MADE BY USING AIA
DOCUMENT 0401.
In accordance with the AGREEMENT dated: September:1'1999
BETWEEN:
City, of Fayetteville,; Atkaiisas
and:
Meyer Scheref.& Rockcattle Ltd:
for the Project:
(Insert Project name and address as it appears in the Agreement.)
A central library facility, referred.to as the: Fayetteville;Public Library for the iCityof Fayetteville Arkansas.
[ X] authorization is (requested) -(given)
(strike one)
OR
[1
notification is made
AS FOLLOWS:
[ ] to proceed with Additional Services
[ XJ to proceed with revised scope of Basic Services
[ ] to incur Reimbursable Expenses
[ ] of the need to proceed with Contingent
Additional services
[ ] of the need for other services
The following adjustments shall be made to compensation and time.
Compensation:
(Insert provisions in accordance with the Agreement or as otherwise agreed by the parties)
To reYlect the change inithe gross square footaBS of the.building from 90 000 to, 77,200„ the •Archttecfs compensation outlined in;
Article q4 A for Phase IL-Seiiiples is changed to $1;450;000:
Time: -
(Insert provisions covering time of commencement and completion of authorized services as applicable)
Scheina,c:Degigh td beicofnpleted b 2/1/01
n D
Desigevelopment to be:completed�iy 6/6/01
Cogstmction Documents 16:be completed by 12/13/01'
Btdding to be,cott[piete4.by,2/14/02
Conitrcutton t0:beeompleted by 7/31/03
AIA DOCUMENT 0604 - PROFESSIONAL SERVICES SUPPLEMENT - AIA - COPYRIGHT 1993 - THE AMERICAN INSTITUTE OF ARCHITECTS, 1735
NEW YORK AVENUE N.W., WASHINGTON D.C. 20006-5292. WARNING; 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 G604 - 1993
User Document: G604-01.DOC -- 8/31/2000. AIA License Number 100381, which expires on 1/31/2001 — Page #1
• • ORIGINAL
Prompt written notice is required if the services indicated are not needed.
SUBMITTED BY: AUTHORIZATION IS GIVEN or
NOTIFICATION IS ACKNOWLEDGED BY:
(Signature)
(Printed name and title)
(Date)
r` J
S? atu
(Printed name and title)
i ae-y
AIA DOCUMENT 0604 - PROFESSIONAL SERVICES SUPPLEMENT - AIA - COPYRIGHT 1993 - THE AMERICAN INSTITUTE OF ARCHITECTS, 1735
NEW YORK AVENUE N.W., WASHINGTON D.C. 20006-5292. WARNING; 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 G604 - 1993
Isar nnro =Ant- t;Rn4-n1 nnr. -- R/3U9nnn AIA 1 iranse Numher 1n03R1 whir.h amiss nn 1/311901 -- Pana it2
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•
•
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28 Proiect Contingency
27 Tota
26 Sub -total
25 Cost of Bond Issuance
/
23 A/E Services - P.
22 A/E Services - P
21 Reimbursal
20 Moving Costs
19 Owner Representation for On-site Qual
18 Traffic Engineering Stud
17 Geotecl
16 Site Survey
15 Site Selection Stu(
14 Master Plan
\
/
11 Contingency fort
1 10 Equipment for Ted
}
-
8 Project Budget for Construction and Furniture
Escalation from Oct 2000 to July 2002 (mid -point of construction)
7 This remains unchanged for the revised schedule for Phase II
6 Tota
X222
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a Library and
1 3 Parking Garage for 212 Cars
14
1 Area of Bui
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5.00% $ 1,247,963 4.76% $ 13.871
$ 24,959,267 95.24% $ 277.33
$ 2,084,016 7.95% $ 23.161
.
L9'1 $ %LS'0 000`051 $
$ 1,520,965 5.80% $ 16.901
En
$ 110,000 0.42% $ 1.22
1 $ 30,000 0.11% $ 0.33
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$ 14,000 0.05% $ 0.16
$ 14,000 0.05% $ 0.16
$ 36,000 0.14% $ 0.40
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5.00% $ 981,394 3.74% $ 10.90
$ 450,000 1.72% $ 5.00
$ 268,000 1.02% $ 2.98
$ 21,175,857 80.80% $ 235.29
$ 3,027,877 11.55% $ 33.64
$ 18,147,980 69.25% $ 201.641
Phase I Bud effoilebiiiiacf
• ::-.$/GSE,
90,000
$ 14 400 000 54.95% $ 160.00
$ 2,200,000 8.39% $ 24.44
$ 16,600,000 63.34% $ 184.44
$ 1,547,980 5.91% $ 17.20
22;875;25.1 8719% "$-'254:17<
\
1 - ...-". $ 22,657,174_.7:.;86.45% .:$ . -193:49
Lo
cc
$ 110,000 0.42% $ 1.22
$ 30,000 0.11% $ 0.33
1 $ 14,000 0.05% $ 0.161
1 $ 14,000 0.05% $ 0.16
1 $ 36,000 0.14% $ 0.40
1 $ 32,000 0.12% $ 0.36
•
1 $ 268,000 1.02% $ 2.981
1 $ 17,998,651 68.68% $ - 199.99 1
1 $ 15,425,074 58.86% $ 171.39 1
Phase II Budget
77,200
$ 12,197,600 46.54% $ 158.00
$ 2,200,000 8.39% $ 28.50
$ 14,397,600 54.94% $ 159.97
14
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RESOLUTION NO, 130-99
A RESOLUTION APPROVING AN ARCHITECTURAL
AGREEMENT WITH MEYER, SCHERER AND ROCKCASTLE,
LTD., OF MINNEAPOLIS, MINNESOTA, FOR THE DESIGN OF
THE PROPOSED PUBLIC LIBRARY (PHASE 0; AND
APPROVAL OF A BUDGET ADJUSTMENT.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1 That the City Council hereby approves the architectural agreement with
Meyer, Scherer and Rockcastle, Ltd., of Minneapolis, Minnesota, for the design of the proposed
pubhc library (Phase I). A copy of the agreement 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
$174,856 increasing Architectural Services, Acct. No. 4470 9470 5314 03, Project No. 99073 20,
in the amount of $160,000 and Use of Fund Balance, Acct. No. 4470 0947 4999 99 in the amount
of $14,856, by decreasing Street Improvements,. Acct. No. 4470 9470 5809 00, Project No. 97032
20. A copy of the budget adjustment is attached hereto marked Exhibit "B" and made a part hereof.
PASSED AND APPROVED this day of October ,_ 1999.
ATTEST:
By:
.—•.„ Heather
cagYCrIF.
...a • 1.1' ..
citk
r v 1 M'
I d Gl'.
f`iu\<.
rry f, ._
APPROVED;
Fred Hanna; Mayor
.74
_X— Agenda Request
Contract Review
Grant Review
• STAFF REVIEW FORM •
R THE FAYETTEVILLE CITY COUNCIL MEETING OF October 5, 1999
FROM:
Charles Venable Public Works
Name Division Department
ACTION REQUESTED: Approval of an Architectural Agreement with Meyer, Sherer and Rockcastle, LTD of Minneapolis, Mn,
for the design of the City's proposed library. The work will be split into 2 phases, with Phase 1 being the preliminary design
sufficient in detail to obtain information necessary to develop fund raising methologys and the actual raising of these funds
required to construct the building. Phase 1 costs is $113,551 plus expenses estimated to cost no more than $15,000. Phase 2
is for the actual design and construction of the building and appurtenances. The architect will be authorized to begin work only
on Phase 2 subject to acquiring satisfactory funding for the construction. Approval of a budget adjustment in the amount of
$130,000 is also included.
COST TO THE CITY:
Phase 1 4113,551 plus expenses up to $15,000
Phase 2 - $1,520,965
Total Expenses -$110,000 -0- Library Expansion
Cost of this request Category/Project Budget Category/Project Name
4470-9470-5314-03 -0-
Account Number
Project Number
Funds used to date Program Name
-0- Sales Tax Capital Improvement
Remaining Balance Fund
BUDGET REVIEW:
Budgeted Item
•
Bud et Cdordinator
XX Budget Adjustment Attached
Administrative Services Director
CONTRACT/GRANT/LEASE REVIEW:
GRANTING AGENCY:
Accounti
City Attorney
9.23-%%
Date
Purchasing Officer Date
do
rnal Auditor Date
ADA Coordinator Date
STAFF RECOMMENDATION: Recommend approval of Phase 1
Date
9- 2-49
Date
WArriq
Date
$4,
Date
Cross Reference
New Item: Yes No
Prev Ord/Res t
Orig. Contract Date:
FAYETTE#LLE
THE CITY OF FAYETTEVILLE; ARKANSAS
DEPARTMENTAL CORRESPONDENCE
•
To: Mayor Hanna and Members of the City Council
From: Charles Venable, Public Works Directo{4J
Date: September 18, 2000
Subject: Architectural Agreement for the Next Phase for the Proposed Library.
During the City Council Meeting of October 5, 1999, Resolution No 130-99 was passed which
approved Phase I of an Architectural Agreement with Meyer, Scherer and Rockcastle, LTD of
Minneapolis, Minnesota. Phase I covered the preliminary design of the proposed Library up to
the stage that funding sources would be secured prior to advancing to Phase II Phase I has been
completed and on August 15, 2000 the citizens of Fayetteville approved a one -cent sales tax to be
collected over an eighteen month period to cover paying a portion of the cost of the acquisition of
land, and the design, constructing and equipping the Library. Since the funding has been made
available, the Architectural Agreement is now ready to be advanced to Phase II..
Phase II will provide for the complete design of the Library including construction plans,
specifications, bidding documents, estimated construction costs, and construction administration.
The design of the project is expected to be completed by the end of 2001 and it is anticipated bids
can be taken in early 2002. The Library should be completed by the summer of 2003 assuming no
unforseen problems occur.
The agreement for Phase II is in the amount of $1,450,000 which is a reduction of $70,965 from
the original agreement This change in the fee is due to a reduction in the size of the Library that
was originally proposed. In addition to the architectural fee up to $95,000 is included for
reimbursable expenses resulting in a total cost of the agreement of $1,545,000.
City of Fayetteville, Arkansas
Budget Adjustment Form
TWRIE
Budget Year
2000
Department: Library Construction Fund
Division:
Program:
Date Requested
Oct 3, 2000
Adjustment 14
Project or Item Requested:
Approval of a budget adjustment establishing a Library
Construction Fund, establishing a project budget for the
architectural services for the new central library and
recognizing sales tax revenue expected to be collected
for the remainder of 2000.
Project or Item Deleted:
None. Recognition of revenue from an additional City sales
tax approved by voters on Aug 15, 2000 for the purpose of
constructing a new central library.
E -Xy
A4606l
Justification of this Increase:
This adjustment implements approval authorized by
Fayetteville voters in the Aug 15, 2000.
Justification of this Decrease:
None. This adjustment recognozes a new City
sales tax and the architural contract cost
associated with the construction of a new central
library.
Account Name
Increase Expense (Decrease Revenue)
Amount Account Number
Architctural Services 1,595,000
9150 9150
Project Number
5314 03 99008 10
Decrease Expense (Increase Revenue)
Account Name Amount
Sales Tax Revenue 1,545,000
Account Number Project Number
4150 0915 9109 00
Approval Signatures
Requested ) Date
occn
9-19-cb
Bu, g= Manager Date
Department Director Date
Admin. Services Director Date
Mayor Date
Blue Copy: Budget & Research / Yellow Copy: Requester
Budget Office Use Only
Type: A B C
Date of Approval
Posted to General Ledger
Posted to Project Accounting
Entered in Category Log
E
H: \BUDGET\PROJECTS\Bud_AdJ\BA_2000\L/BRARY. WK4
•
•
ARTICLE 1.5 COMPENSATION
1.5.1 For the Architect's services as described under Article 1.4, compensation shall be computed as follows:
A stipulated sum of one million six hundred thirty-four thousand five hundred sixteen dollars and:zero cents ($1,634,516.00). The
Architect may make modest adjustments to the approximate percentages of total fee shown below with no change to the total fee
except as allowed in Article 1.3.3
•
• i ORIGINAL
Phase•1 Services:
Building Program
Traffic Engineering Study
Architecture and Consultants Pre -funding Services
Subtotal for Phase 1 Services
Phase 2 Services:
Architecture and Consultants Design Services
Schematic Design
Design Development
Construction Documents
Construction Procurement
Construction Administration
Subtotal for Phase 2 Services
Total for both phases
q(,574
224,94:
�7ez, /05
4:S74111
sat; siq
1,461, coo
1.543, SS(
$30,000(4-84%) f. 4E-
53,500 (0111.%)
E-
$3,500'(0111.%) 0,4
$80;051 (4.93%) S1 L
$113,551 flL 7666)
$96036+ (514%) S.0
$210,152 (14.7%) /4.4 #
4736,466 (-lp/a 44.11
$4&;030 (2.91%) 1.4 -
$490 54 (247-54%) &441
$mag,g6s(93ri73%) 1414
$1,634,516.96 (106.0%)
1.5.1.1 The architect's compensation will be adjusted if the project is increased above 99,000 gross square feet or below -51 006
gross squre feet. This represents a 10% addition or reduction from the building of 90,000 gross square.feet:
1.5.1.2 Written authorization by the Owner shall be obtained prior to beginning Phase 1I work.
•
1.5.2 If the services of the Architect are changed as described in Subparagraph 1.3.3.1, the Architect's compensation shall be
adjusted. Such adjustment shall be calculated as described below or, if no method of adjustment is indicated in this Paragraph
1.5.2, in an equitable manner.
(Insert basis of compensation, including rates and multiples of Direct Personnel Expense for Principals and employees, and idents Principals and class 5
employees, if required ldent fy specific services to which particular methods of compensation apply.)
Principal Architect $150.00
Supervisory Architect $80:00 - 100.00
Registered Architect $53.50 - 76.50 -
Intern Architect $37.50 - 72.50
Drafter/Modeler $28.50 - 35.00
Specification Writer $85.50
Head Interior Designer $100.00
Interior Designer $27.00 - 65.00
CADD Manager $62.00
Admin / Word Processing $37.50 - 58.00
1.5.3 For a Change in Services of the Architect's consultants, compensation shall be computed as a multiple of one point one
1.1) times the amounts billed to the Architect for such services.
•
ALA DOCUMENT 8141 -STANDARD FORM AGREEMENT - 1997 EDITION - AIA - COPYRIGHT 1997 - THE AMERICAN INSTITUTE OF ARCHITECTS,
1735 NEW YORK AVENUE N.W., WASHINGTON, D.C. 20006-5292. WARNING: Unlicensed photocopying violates U.S. copyright laws and will subject the
violator 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 B141-1997
User Document: B141-A.DOC -- 9/22/1999. AIA License Number 100381, which expires own 3/6/2000 -- Page #10
FAYErrEvitLE
THE CITY OF FAYETTEVILLE, ARKANSAS
•
DEPARTMENTAL CORRESPONDENCE
•
•
To: Mayor Hanna and Members of the City Council
From: Charles Venable 0F.. /
Date: September 22, 1999
Subject: Architectural Agreement for the Design and construction of the
Proposed Library
Since the library building will belong to the City of Fayetteville once it is constructed, the
Architectural Agreement and subsequently all building plans, specifications, and
construction contracts must be approved by the City. Therefore, the attached
Architectural Agreement with the Meyer, Scherer and Rockcastle, LTD Architectural
Firm, located in Minneapolis, MN, has been negotiated after bemg selected by a
Selection Committee comprised of Trent Trumbo, Jim Beavers, Sid Norbash, Louise
Schaper, Louis Gottsponer, Don Bailey, and myself. The agreement is enclosed for your
approval.
The work to be done by the architect is divided into two (2) phases. Phase 1 will provide
schematic design documents which includes a conceptual site plan, preliminary building
plans including elevations, sections, etc A three dimensional model may also be made.
Cost estimates will also be prepared and the architect will work with the Library Board m
the development of a fund-raising campaign in an effort to gain public support. The costs
of developing Phase 1 is $113,551, plus any expenses incurred by the architect estimated
to be approximately $15,000.
Phase 2 is estimated to cost $1,520,965 and the architect will not be authorized to begin
work on this segment until the successful completion of Phase 1 and funding has been
secured for the construction of the building. Phase 2 covers the costs of the design of the
buildmg and parking deck and all appurtenances thereof and including all documents
required for the construction. Phase 2 also covers the costs associated with the
administration of the construction phase of the building.
The agreement also contains reimbursement for all approved expenses incurred by the
architect up to $110,000. Therefore, the total architectural Agreement is as follows:
Phase 1 $113,551
Phase 2 1.520.965
Subtotal $1,634,516
Phase 1 & 2 Expenses 110.000
Total $1,744,516
If financing is secured for the library construction, all of the above fees can be. included
for reimbursement under the construction bonds.
Close coordination with the Library Board will be required during all phases of the work
and since the library building will belong to the City of Fayetteville, all approvals
including the contract documents for the construction must come from the City.
CV:msm
enclosure
El
•
• ORIGINAL
1.5.4 For Reimbursable Expenses as described in Subparagraph 1.3.9.2, and any other items included in Paragraph 1.5.5 as
Reimbursable Expenses, the compensation shall be computed as a multiple of one point zero ( 1'.0 ) times the expenses incurred
• by the Architect, and the Architect's employees and consultants. Estimated reimbursable expenses are as follows:
Travel, hotel, meals and transportation $55,000.00 2 n/� 'IS, OO
Postage, in-house. reproduction, long-distance $15,000.00
Models and presentation drawings $10,000.00 c.� e - 93 ocid
Bid document reproduction & distribution $30,000.00
Total Reimbursable Budget $110,000.00
1.5.5 Other Reimbursable Expenses, if any, are as follows:
Not Applicable
1.5.6 The rates and multiples for services of the Architect and the Architect's consultants as set forth in this Agreement shall
be adjusted in accordance with their normal salary review practices (approximately five percent (5%) per year).
1.5.7 An initial payment zero Dollars ($ 0) shall be made upon execution of this Agreement and is the minimum payment
under this Agreement. It shall be credited to the Owner's account at final payment. Subsequent payments for services shall be
made monthly, and where applicable, shall be in proportion to services performed on the basis set forth in this Agreement.
1.5.8 Payments are due and payable thirty (30 ) days from the date of the Architect's invoice
(Insert rate of interest agreed upon.)
zero percent
(Usury laws and requirements under the Federal Truth in Lending Act, similar state and local consumer credit laws and other regulations at the Owner's and
Architect's 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 requirements such as written disclosures or waivers.)
1.5.9 If the services covered by this Agreement have not been completed thirty-six (36 ) months of the date hereof, through
no fault of the Architect, extension of the Architect's services beyond that time shall be compensated as provided in Paragraph
1.5.2.
This Agree ent entered into as of the day and year first written above. /w
-1 Yl
OWNER (Signature) AR ITECT ignamre)
F.EQ 0AWWA MAYO[? JeffreyA _Scherer. FAI_A_-P_re__si_d_ent
(Printed name and title) (Printed name and title)
•AIA DOCUMENT B141 -STANDARD FORM AGREEMENT - 1997 EDITION - AIA - COPYRIGHT 1997 - THE AMERICAN INSTITUTE OF ARCHITECTS,
1735 NEW YORK AVENUE N.W., WASHINGTON, D.C. 20006-5292. WARNING: Unlicensed photocopying violates U.S. copyright laws and will subject the
violator 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 B141-1997
User Document: B 141-A.DOC -- 9/22/1999. AlA License Number 100381, which expires on 3/6/2000 — Page #11
Contract Update for Phase II
Our contract (Article 1.1.2.5) requires that we revisit the budget assumptions at the conclusion of Phase I. I
have attached a comparative spreadsheet showing the Phase I Contract Budget (amounts are as indicated in
the Owner -Architect Agreement dated 1 September 1999.) We have made the following adjustments:
1) Changed the gross square footage from 90,000 to 77,200 (line 1)
2) Adjusted the base cost per square foot for the library from $160.00 to $158.00. This reflects the
adjustment made during the pre -referendum phase of our work. (line 2)
3) Furniture and Equipment budget is reduced from $1,547,980 to $1,027,474 (line 5)
4) The original contract assumed a mid -point date of construction of July 2002. The revised date for
Phase II is October 2002. We do not feel that any further adjustments are necessary. (line 7)
5) Phase II Professional Fees have been reduced to account for the change in the scope of the work.
While the building has reduced by 14.3%, our fee has been reduced 5° . There is not a straight
line reduction for the following reasons: 44?
a) The parking structure has not been changed.
b) The scope of the civil and landscaping work has not changed
c) The building infrastructure, including the mechanical and electrical work is not significantly
changed.
d) The built in -place cabinetry has stayed the same (the reduced areas were assumed to be primarily
collection.)
e) The building envelop is primarily unchanged.
f) Our fee was based on construction costs for September 2001 (see contract Article 1.1.2.5). Since
this project will span almost three years, we have to account for increased cost in our staffs hour
rates over this period. Based on the economy, these hourly rates are expanding at a pace that is
greater than the Consumer Price Index by nearly 30%.
g) We exceeded our fee (our internal budgets) for public meeting by approximately 48% (or $50,000)
for Phase I. We are not including this shortfall in our calculations —rather making an appropriate
adjustment in our assumptions for Phase II to ensure that it does not happen again.
02/4/d C c2.srre.reT Cat 6r
gmllE /- ii3, 537 ,Oh.rr I - /i3,srt
flti.sE !� - /C€u,gas
7c)yos
y 4t eel w
Z —
Page 20f2
t `73 $s� Fee and Schedule Update
%rarr S - ___
/,5�5t'
o, o 266 __
Qi;GrF r �S`oc�r�
• RECE[VED
SEP 05 2000
M g1TT OFFICE LE
..11 ,y+V���L7 OFFICE
Memorandum
Sent via overnight express Meyer, Scherer & Rockcastle, Ltd.
Architecture, Interior Design
and Urban Design
August 29, 2000 119 North 2nd Street
Minneapolis MN 55401.1420
To: Charlie Venable and Louise Schaper
From: Jeffrey A. Scherer, FAIA
Re: Schedule and Contract Revisions
Copy: file, Sean Wagner, Peter Silver, Tracy Sherbet: MS&R
Jim Foster: Foster- WER Architects
Charlie and Louise:
612 375.0336 phone
612 342.2216 fax
Please find enclosed the project schedule for Phase H. Please review this and let me know your thoughts.
This schedule is based on our experience with similarly sized public library projects with a public review
process. Please note the following key issues in regards to the schedule:
1. I will be in Fayetteville on November 13 and 14 for a kick-off meeting with the library staff, the City
and our consultants. I will prepare an agenda for this meeting later.
2. We will start our work on December 4, 2000. The duration days on the attached Critical Path Schedule
are workdays.
3. The entire process from start to finish extends beyond the last date revenue from the tax collections
earmarked for this project. We are assuming that there are no legal or practical issues associated with
this. In any case, the final completion date could not, in our professional opinion, occur on or before
September of 2002.
4. The pubic process and review dates shown on the schedule assumes that there would be presentation to
the public, library board, donors and the City Board during those time periods. Please review the time
periods and tasks associated with the library and city review of our documents. I have included review
periods —but seek your advice if there is sufficient time allocated.
5. We have included three review meetings with the public during Schematic Design and two during
Design Development for a total of 5 meetings. Meetings in addition to this (other than regular review
meetings with city and library staff are not included in our Basic Services fee. Please also note the
meetings during Schematic Design are labeled Review —meaning these will be an active give and take
sessions with the public in which they can and will be invited to critique the design choices presented.
The meetings during Design Development are labeled Presentation —meaning this will more of an
information meeting. This of course does not mean that there will not be changes —merely for us to
move this project along (and to our fee and schedule obligations) we are not planning as intense a
public process as during the pre -referendum phase.
Equal Opportunity Employer
• STAFF REVIEW FORM
X AGENDA REQUEST
CONTRACT REVIEW
GRANT REVIEW
For the
Fayetteville
City
Council
meeting of October 3, 2000
FROM:
Charles Venable Public Works
Name Division Department
ACTION REQUIRED: Approval of Phase II of an Architectural Agreement with Meyer, Sherer &
Rockcastle LTD of Minneapolis, MN, covering the design and construction phase of the proposed
Fayetteville Library. The costs of Phase II is $1,450,000 plus expenses not to exceed
$95,000. Approval of a budget adjustment in the amount of $1,545,000 is also included.
COST TO CITY:
$1,545,000
Cost of this Request
4iso-qo<o - Sbt({-o3
Account Number
9ctol3- iD
Project Number
I e1s40
Category/Project Budget
}s,oy-r
Funds Used To Date
4g3
Remaining Balance
Budgeted Item
CONTRACT/GRANT/LEASE REVIEW:
9-/q-oo
Date
Date
I-k4'Ob
Purchasing Officer Date Grant Officer Date
STAFF RECOMMENDATION: Recommend approval of the Architectural Agreement covering Phase II.
New Cpl, p &L L: R.Mt' &. I1AY5
Category/Project Name
Program Name
L:6Pa 'q Coa,rwcn.a4
Fund
Budget Adjustment Attached
Administrative Services Director
GRANTING AGENCY•
ADA Coordinator Date
�iCtuu-� �rn �t2� /Lo DD
Internal Lditor Date
Date
Cross Reference
New Item: Yes No
Prev Ord/Res #:
Orig Contract Date:
• STAFF REVIEW FORM • Page 2
Description d*.1 ���.cn_.., Meeting Date lU x-_
Comments:
Budget Coordinator
l,C ed a- acv U I1.r1�.cR-Sc N-i U f rt.0 AJ U
Accounting Manager
City Attorney
Purchasing Officer
ADA Coordinator
Internal Auditor
Grants Offcier
Reference Comments:
Reference Comments:
Reference Comments:
Reference Comments:
Reference Comments:
Reference Comments:
Reference Comments:
FAYETTEVILLE
THE CITY OF FAYETTEVILLE. ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Charlie Venable, Public Works Director
From: Heather Woodruff, City Clerk
Date: October 9, 2000
Attached is a copy of the resolution approving phase two of the architectural contract with
Meyer, Sherer and Rock Castle. The original will be microfilmed and filed with the City Clerk.
cc: Steve Davis, Budget and Research
Nancy Smith, Internal Audit
I
2000 Edition - Electronic Format
AIA Document G606 - 2000
Amendment to the Professional Services Agreement
TO: Mr. Dan Coody, Mayor; and Amendment Number: 1,0
Mr. Hugh Earnest, Director of Urban Development
(Owner's Representative)
In accordance with the Agreement dated: September 1st, 1999
between the Owner: AUTHENTICATION OF THIS ELECTRONICALLY
City of Fayetteville DRAFTED AIA DOCUMENT MAY BE MADE BY USING
113 West Mountain Street AIA DOCUMENT D4O1.
Fayetteville, AR 72701
and the Architect:
Meyer, Scherer & Rockcastle, Ltd.
119 North Second Street
Minneapolis, MN 55401-1420
for the Project:
(Name and -address) -- -
A new central library facility, referred to as the Fayetteville Public Library, for the City of
Fayetteville, Arkansas. -
Authorization is requested _ - -
( X:) to proceed withAdditional Services or a Change in Services.
( ) to incur Additional Reimbursable Expenses. I /
As Follows:
As requested by the City Engineer and Fire Department officials, the existing fire hydrant located at :
the northwest corner of Rock Street and School Avenue shall be relocated to the southwest corner of ®4wi„`0
said intersection. This proposal includes all costs associated with the development of the necessary 000YI
easement documents to record this relocation. The costs associated with the design and
documentation of this new hydrant shall be covered under existing design Agreements with the City.
O2O0O AIA®
The following adjustments shall be made to compensation and time. AIA DOCUMENT G606-2000
(Insert provisions in accordance with the Agreement, or as otherwise agreed by the parties.) AMENDMENT TO THE PROFESSIONAL
SERVICES AGREEMENT
Compensation:
The cost of this work shall be a stipulated sum of one thousand three hundred dollars and zero cents The American Institute of Architects
($1,300.00). 1735 New York Avenue, N.W.
Washington, D.C. 20006-5292
Time:
This work will be carried out in conjunction with current work.
O 2000 by The American Institute of Architects. Reproduction of the material erein 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 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.aia -- 4/25/2001.
AIA License Number 1000337, which expires on 1/31/2002.
Electronic Format 6606 - 2000
( tralur)/ /I /
effre A. the er, FAIA - Vice-president
(Printed name and title)
5 March 2002
AGREED TO:
Iktao
(Signature)
a 2w
(Printed name and title)
(Date
AUTHENTICATION OF THIS ELECTRONICALLY
DRAFTED AIA DOCUMENT MAY BE MADE BY USING
AIA DOCUMENT 0401.
WOOD AIA®
AIA DOCUMENT G606-2000
AMENDMENT TO THE PROFESSIONAL
SERVICES AGREEMENT
The American Institute of Architects
1735 New York Avenue, N.W.
Washington, D.C. 20006-5292
® 2000 by The American Institute ot Architects. Reproduction of the material erein 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 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.aia -- 4/25/2001.
AIA License Number 1000337, which expires on 1/31/2002.
Electronic Format G606 - 2000
r►
I p�UX
■ ■ P!JBUC
A; es' UBWV
a.•
DEPARTMENTAL CORRESPONDENCE
TO: Hugh Earnest
FROM: Louise Schaper, Library Director
DATE: March 11, 2002
SUBJECT: $1300 budget adjustment to contract with MS&R, LTD for
engineering services related to obtaining easement in relocating a fire hydrant on
the library site.
Background
The City Engineer and Fire Marshall have required that a fire hydrant located at
the northwest corner of Rock and School be relocated to the southwest corner of
the same intersection. A new easement is required for this relocation.
Although the City owns the new location, it will still be necessary to do the
engineering work to ensure that all proper documentation is completed.
Current Status
The total cost of professional services for this work is a lump sum fee of $1300
and includes all the necessary time, document generation and meetings. Any
design work related to the new hydrant shall be covered under existing
Agreements between the City and MS&R.
Recommendation
We are recommending that this be approved as soon as possible. MS&R project
manager would appreciate a response by March 20, if possible.
•
M S & R
Meyer, Scherer & Rockcastle, Ltd.
Architecture, Interior Design
and Urban Design
119 North and Street
Minneapolis MN 554o1.14zo
S March 2002
Hugh Earnest, Director
Department of Urban Development
City of Fayetteville
113 West Mountain Street
Fayetteville, AR 72701
Re: Fire Hydrant Easement — PSS #10
Fayetteville Public Library project
Dear Hugh:
61z375.0336 phone
61z 341.1116 fax
Through a series of meetings with the City Engineer and Fire Marshall, a need was
determined to relocate the existing fire hydrant located at the northwest corner of Rock Street
and School Avenue. The new location is across Rock Street at the southwest corner of the
same intersection (the northeast corner of the site currently owned by the City). A new
easement is required for this relocation. I have received a proposal from Garver Engineers,
Inc. for the preparation and submission of this information to the City Land Office. The
total cost of professional services for this work is a lump sum fee of $1300.00, and includes
all necessary time, document generation, and meetings. Any design work related to the new
hydrant shall be covered under existing Agreements between the City and MS&R.
While the actual work of installing the hydrant will not begin for some time, I would
appreciate a response by the 20'" of March if possible. If I can provide any further
information, or background, please contact me at your convenience.
Sincerely,
Sea ner
Project Manager
cc: File
Louise Schaper, Fayetteville Public Library
Jeffrey Scherer, FAIA, MS&R
1:\2000073 fay\doc\20731t07.doc
Equal Opportunity Employer
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AGENDA REQUEST
CONTRACT REVIEW
GRANT REVIEW
STAFF REVIEW FORM
For the Fayetteville City Council meeting of
FROM:
Louise Schaper Library Urban Development
Name Division Department
-1.6
3/&& /oz.
MICROFILMED
ACTION REQUIRED: Approve $1300 adjustment to contract with Meyer, Scherer & Rockcastle LTD for
engineering services related to acquisition of easement for fire hydrant as per request of City Fire Marshall and
City Engineer. Funds available from overall project contingency.
COST TO CITY:
$1300
Cost of this Request
4150-9150-5314-00
Account Number
-ice R9oTh- 10
Project Number
BUDGET REVIEW:
$ 18-)s3r2,
Category/Project Budget
$ (&≤L tot
Funds Used To Date
$ 13,"25
Remaining Balance
Professional services
Category/Project Name
New Library
Program Name
Library Sales Tax
Fund
—k Budgeted Item Budget Adjustment Attached
CONTRACT/GRANT/LEASE REVIEW:
Administrative Services Director
GRANTING AGENCY:
31f402
oZ
Accounting Manager Date Internal Au for Date
'City A omey Date ADA Coordinator Date
Date
STAFF RECOMMENDATIO : Staff recommends approval.
Division Head Date
3-//-)7i
Date
Services Director *-2w�
Cross Reference
New Item: Yes No
Prev Ord/Res 4:
%A1 ui24 - Orig Contract Date:
Mayor Date
FAYETTEViLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Louise Schaper, Library Director
From: Heather Woodruff, City Clerk
Date: April 2, 2002
Attached is a copy of the competed staff review form and signed amendment with Meyer,
Scherer, and Rockcastle for services regarding the new library. I am also returning one original
to you. One original will be microfilmed and filed with the City Clerk.
cc: Nancy Smith, Internal Auditor
I
•--H. • , ... to
RESOLUTION NO. 132-00
V.
A RESOLUTION *APPROVING ,..PHASE 2 OF THE
ARCHITECTURALR
°AGREEMENT WITH MEYER, SHERER &
ROCK CASTLE, LTD, IN THE AMOUNT OF $1,450,000, PLUS
EXPENSES NOT TO EXCEED $95,000, TO COVER THE
DESIGN AND CONSTRUCTION PHASE OF THE PROPOSED
FAYETTEVILLE LIBRARY; AND APPROVAL OF A BUDGET
ADJUSTMENT IN THE AMOUNT OF $1,545,000.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1. That the City Council hereby approves Phase 2 of the Architectural
Agreement with Meyer, Sherer & Rock Castle, LTD, in the amount of $1,450,000, plus expenses
not to exceed $95,000, to cover the design and construction phase of the proposed Fayetteville
Library. A copy of the agreement 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
$1,545,000 increasing Architectural Services, Acct. No. 4150 9150 5314 03, Project No. 99008 10
by decreasing Sales Tax Revenue, 4150 0915 4104 00. A copy of the budget adjustment is attached
hereto marked Exhibit "B" and made a part hereof.
APPROVED this 3'° day of October , 2000.
APPROVED•
By:
Fed Hanna, Mayor
ATTEST:
By:
Bather Woodru , City Clerk