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Home My WebLink About90-18 RESOLUTIONaf.:�arer,r�J� -RA *01t' 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 90-18 File Number: 2018-0170 RFQ 18-01, DEWBERRY ARCHITECTS, INC.: A RESOLUTION TO APPROVE A CONTRACT WITH DEWBERRY ARCHITECTS, INC., PURSUANT TO RFQ 18-01, FOR AN UPDATE TO THE 2005 FACILITIES NEED ASSESSMENT FOR THE FAYETTEVILLE POLICE DEPARTMENT IN THE AMOUNT OF $19,900.00, AND TO APPROVE A BUDGET ADJUSTMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a contract with Dewberry Architects, Inc., pursuant to RFQ 18-01, for an update to the 2005 Facilities Need Assessment for the Fayetteville Police Department in the amount of $19,900.00. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. PASSED and APPROVED on 4/3/2018 Attest: 44� Sondra E. Smith, City Clerk Treasure`f1`�y�ti i�Alj ,``ti�� "AYFTT1• W-Li:.f. 'iiiic�istA Page 1 Printed on 414118 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 j (479) 575-8323 Text File File Number: 2018-0170 Agenda Date: 4/3/2018 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 11 RFQ 18-01, DEWBERRY ARCHITECTS, INC.: A RESOLUTION TO APPROVE A CONTRACT WITH DEWBERRY ARCHITECTS, INC., PURSUANT TO RFQ 18-01, FOR AN UPDATE TO THE 2005 FACILITIES NEED ASSESSMENT FOR THE FAYETTEVILLE POLICE DEPARTMENT IN THE AMOUNT OF $19,900.00, AND TO APPROVE A BUDGET ADJUSTMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a contract with Dewberry Architects, Inc., pursuant to RFQ 18-01, for an update to the 2005 Facilities Need Assessment for the Fayetteville Police Department in the amount of $19,900.00. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. City of Fayetteville, Arkansas Page 1 Printed on 41412018 City of Fayetteville Staff Review Form 2018-0170 Legistar File ID 4/3/2018 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Mike Reynolds 3/16/2018 POLICE (200) Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends a resolution to approve a contract with Dewberry, Martin and Martin Consulting Engineers for a program space needs updates/verification of the 2005 Facilities Need Assessment for the Fayetteville Police Department (FPD) and a budget adjustment in the amount of $19,900. This study will include departmental agency planning diagrams, an updated cost estimate coordination and the final space needs study report. Budget Impact: 1010.200.2900-5315.00 General Account Number Fund Police Facility Needs Assessment Project Number Project Title Budgeted Item? No Current Budget $ Funds Obligated $ Current Balance i Does item have a cost? Yes Item Cost $ 19,900.00 Budget Adjustment Attached? Yes Budget Adjustment $ 19,900.00 Remaining Budget V20180209 Previous Ordinance or Resolution # Original Contract Number: Approval Date: Comments: CITY OF 3�> FAYETTEVILLE �¢ ARKANSAS TO: Mayor Jordan City Council FROM: Mike Reynolds, Deputy Chief of Police DATE: March 16, 2018 STAFF MEMO SUBJECT: Approval of a Contract with Dewberry, Martin and Martin Consulting Engineers and budget adjustment RECOMMENDATION: Staff recommends a resolution to approve a contract with Dewberry, Martin and Martin Consulting Engineers for a program space needs updates/verification of the 2005 Facilities Need Assessment for the Fayetteville Police Department (FPD) and a budget adjustment in the amount of $19,900. This study will include departmental agency planning diagrams, an updated cost estimate coordination and the final space needs study report. BACKGROUND: In 2005, the City of Fayetteville contracted for a space needs study for a new police headquarters building. At that time, the company contracted to provide the needs assessment identified a lack of appropriate space as an overriding concern. The 2005 space needs study indicated FPD's 2005 space need of 43,454 square feet and projected the 2025 space need to be 55,040 square feet. Current FPD space is 27,042 square feet. Lack of on-site parking, undersized office space, lack of meeting rooms, lack of storage space for equipment, insufficient lobby space, and lack of space for the public to give and/or receive discreet information were also listed as concerns specific to the police department in the initial study. DISCUSSION: The Fayetteville Police Department seeks the 2005 facilities needs assessment reviewed and updated with recommendations for current and future needs. The City of Fayetteville Purchasing Division supplied RFQ 18-01, Engineering and Architectural Services List of Proposals Received as of 01/31/2018, for review of City of Fayetteville approved companies for this service. The police department reviewed the nine companies that listed expertise of Structural Design with Emphasis of Police Stations. Dewberry listed the most extensive experience with police building projects, leading the police department to choose Dewberry for this project. BUDGET/STAFF IMPACT: Approval of attached budget adjustment in the amount of $19,900 will use unreserved general fund balance for the cost of this contract. There is no impact on staffing related to this contract for Facility Needs Assessment Study. Attachments: Budget Adjustment Contract — Dewberry, Martin and Martin Consulting Engineers Mailing Address: 113 W. Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov 411Y Dewberry Dewberry Architects Inc. 25 S. Grove Avenue, Suite 500 Elgin, IL60120-6400 847.695.5840 847.695,6579 fax www.dewberry.com Agreement for the Provision of Limited Professional Services March 16, 2018 Mr. Greg Tabor Chief of Police Fayetteville Police Department 100 West Rock Street Fayetteville, AR 72701 Re: Fayetteville Police Facility Needs Assessment Study Professional Services Proposal Dear Chief Tabor: Dewberry is pleased to submit this professional services fee proposal for the Fayetteville Police Facility Needs Assessment Study. Our scope of services will include the following items based on our recent discussions. I - Program Space Needs Updates/ Verifications to 2005 study confirming staff projections and space standards: a. New Program Surveys will be distributed and filled out by specific departments as required to update current and future staff projections over a 20yr period for the intended new racility. b. Dewberry will perform on-site staff interviews over 2 day period to review program needs for each department. c. Follow-up conference call / WebEx's will be conducted to review and confirm program updates with each department 2. Departmental adjacency planning diagrams: a. Dewberry will update the adjacency diagrams shown in Section 5 of the 2005 study to relate to the space program updates. a. Dewberry will conduct on-site reviews of these diagrams over a 2 day period with each department. 3. Updated cost estimate coordination: a. Dewberry will work with local cost estimator, Wooldridge Consulting Services, to prepare a conceptual Opinion of Probable Construction Cost (OPC) based on the program size and other information provided. Recent project bid figures of similar projects will be used as well as national estimating guides and local cost adjustment factors. The hard construction cost figures will be supplemented by a development cost factor, which will include some "soft" cost projections. The sum of these two cost figures will be the total project budget. 4. Final Space Needs Study Report: a. Dewberry will combine all of the above information into a final report document and will provide (1) digital PDF copy as well as (2) printed copies of this report. Proposed Schedule Dewberry anticipates starting this study upon Council approval on April 3rd with a completion date target of July 2nd. Proposed Project Team Dewberry is submitting this proposal as the prime consultant ready to perform all the tasks within the study scope as described within this agreement. We are planning on two (2) multi -day on-site work session trips in the course of this study. We also plan to utilize WebEx and conference calling methods to communicate information when necessary anytime during the study. Proposed Fees ffeasibil ty Study Compensation: The scope of services included in this proposal will be completed for a not to exceed fee of Nineteen Thousand Nine Hundred Dollars ($19,900) including reimbursable expenses. The anticipated fee break downs are as follows: ■ The cost estimate by Wooldridge Consulting Services will make up about $1500 of the fee. • The travel expenses are anticipated not to exceed $2400 of the $19,900 max fee. (We'll try to combine 1 of the trips with our Springdale project if possible.) • This will leave a minimum of $16,000 of fee for the remainder of the study scope. Reimbursable Expenses: Reimbursable expenses are included above. Additional Services: On an hourly basis per the attached Dewberry Hourly Rate Schedule, Dewberry may provide additional services as mutually agreed upon by written request from the Owner. Miscellaneous Provisions If this proposal is satisfactory, please sign where indicated and return an original as your acceptance of its terms and as our authorization to proceed. Offered by: Accepte by: #)v,4-) r MOQ 3.16.2018 4/3/18 Signature Date iirna4e Date Brian Meade, AIA Principal Lioneld Jo /h/Mayor/City of Fayetteville Printed Namerritle Printed Name/Title Terms and Conditions The Client requests and authorizes Dewberry Architects Inc. to perform the services outlined in this agreement for the staled fee arrangement. Standard of Care: Services performed by Dewberry Architects Inc. under this agreement will be conducted in a manner consistent with that level of care and skill ordinarily exercised by members of the profession in the same locale practicing under similar circumstances and conditions. No other representation expressed or implied, and no warranty or guarantee is included or intended in this Agreement, or in any report, opinion, and document or otherwise. Access To Site: Unless otherwise stated, Dewberry Architects Inc, will have access to the site for activities necessary for the performance of the services. PSA will take precautions to minimize damage due to these activities, but has not included in the fee the cost of restoration of any resulting damage. Dispute Resolution: Any claims or disputes between the Client and Dewberry Architects Inc. may be submitted to non-binding mediation. Client and Dewberry Architects Inc. agree to Include a similar mediation agreement with all contractors, subcontractors, subconsultants, suppliers and fabricators, thereby providing for mediation as the primary method for dispute resolution between all parties. &' Dewberry Direct Expenses: Dewberry Architects Inc.'s Direct Expenses, when part of the basis of compensation, are those costs incurred on or directly for the Client's project, including, but not limited to, necessary transportation costs, meals and lodging, laboratory tests and analyses, telephone, printing, binding, postage and reproduction charges, all costs associated with outside consultants and other similar costs. Reimbursement for Direct Expenses will be on the basis of actual charges when furnished by commercial sources and on the basis of current rates when furnished by Dewberry Architects Inc.. A service charge of 0 percent will be added to Direct Expenses. All sales, use, value added, business transfer, gross receipts, or other similar taxes will be added to Dewberry Architects Inc.'s compensation when invoicing Client. Billings/Payments: Invoices for Dewberry Architects Inc.'s services shall be submitted, at Dewberry Architects Inc.'s option, either upon completion of such services or on a monthly basis for all services rendered. Invoices shall be payable within 30 days after the invoice has been accepted, Invoices shall be itemized by hour and rale as reflected in the attached billing schedule. Indemnification: The Client shall, to the fullest extent permitted by law, indemnify and hold harmless Dewberry Architects Inc., its officers, directors, employees, agents and subconsultants from and against all damage, liability and cost, including reasonable attorney's fees and defense costs, arising out of or in any way connected with the performance by any of the parties above named of the services under this agreement, excepting only those damages, liabilities or costs attributable to the sole negligence or willful misconduct of Dewberry Architects Inc.. Limitation of Liability: In recognition of the relative risks, rewards and benefits of the project to both the Client and Dewberry Architects Inc. , the risks have been allocated such that the Client agrees that, to the fullest extent permitted by law, Dewberry Architects Inc.'s total liability to the Client for any and all injuries, claims, losses, expenses, damages or claim expenses arising out of this Agreement from any cause or causes, shall not exceed $50,000. Such causes include, but are not limited to, Dewberry Architects Inc.'s negligence, errors, omissions, strict liability, breach of contract or breach of warranty. Termination of Services: This agreement may be terminated for convenience on 30 days' written notice, or for cause, if either party fails substantially to perform through no fault of the other and does not commence correction of such nonperformance within 5 days of written notice and diligently complete the correction thereafter. On termination, Dewberry Architects Inc. will be paid for all authorized work performed up to the termination date. Interpretation: The law of the state of Arkansas shall govern the validity of this Agreement, its interpretation and performance, and any other claims related to it. Attachment A STANDARD HOURLY BILLING RATE SCHEDULE (see attached) 411. Dewberry Standard Hourly Billing late Schedule Professional Principal Architectl,ll,lll Architect I V,V, VI Architect VI I,VI I I, IX Interior Designer I, I I,III, IV Engineer 1,11,111 EngineerlV,V,VI EngineerVII,VIII,IX Other Professionals I, 11, III Other Professionals IV, V,VI Other Professionals VII, VIII, IX Technical Geo grapher/GIS 1,11,111 G eo grapher/G IS I V, V, VI Geographer/GIS VII,VIII,IX Designer 1,11,111 Designer IV,V,VI, VII CADDTechnician I,II,III,IV Surveyor I, II,I I1 SurveyorlV,V,VI Surveyor VII,VIII,IX Other Technical 1, 11,111 Other Technical IV, V, VI Construction Construction Professional I,II,Itl Construction ProfessionallV,V,VI Inspector I, 11,111 InspectorlV,V,VI Administration Admin Professional I,II,III.IV Non -Labor Direct Costs Dewberry $260.00 $85.00,$100.00, $115.00 $130.00,$145.00,$165.00 $185.00,$200.00,$220.00 $75.00,$85.00, $105.00, $150.00 $100.00,$110.00,$125.00 $140.00,$160.00,$175.00 $190.00,$205.00,$225.00 $95.00,$110.00,$120.00 $135.00,$155.00,$165.00 $190,00,$205.00,$225.00 $85.00,$95.00, $105.00 $115.00,$135.00,$150.00 $180.00,$200.00,$220.00 $100.00,$115.00,$135.00 $150.00, $175.00,$195.00, $205.00 $70.00,$85.00, $95.00, $115.00 $60.00,$70.00,$80.00 $100.00,$105.00,$120.00 $140.00,$165.00,$185.00 $60.00,$80.00,$l 00,00 $115.00,$130.00,$150,00 $120.00,$135.00,$155.00 $180.00,$200.00,$215.00 $80.00, $95.00, $110.00 $130.00,$140.00,$155.00 $65.00, $85.00, $100.00, $110.00 Cost + 15% COMPANY CONFIDENTIAL AND PROPMETARY 7 28 17 1 Subject to Revision I Standard Hourly Billing Rate Schedule I Attachment A 11 City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar) Budget Year Division Adjustment Number /Org2 POLICE (200) 2018 Requestor: W. Newman BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: This budget adjustment is necessary to fund a contract with Dewberry, Martin and Martin Consulting Engineers for a review and update of a 2005 Facilities Need Assessment for the Fayetteville Police Department. COUNCIL DATE: 4/3/2018 LEGISTAR FILE ID#: 2018-0170 L tk H wtchenk 3/16/2018 10:38 AM Budget Director Date TYPE: DESCRIPTION: I GLDATE: RESOLUTION/ORDINANCE POSTED: TOTAL 19,900 19,900 v.20180119 Increase / (Decrease) Project.Sub# Account Number Expense Revenue Project Sub AT Account Name 1010.001.0001-4999.99 - 19,900 RE Use Fund Balance - Current 1010.200.2900-5315.00 19,900 - EX Contract Services - C:\Users\losmith\AppData\Roaming\L5\Temp\6fdf5db3-fc49-4b4e-9b08-7564c79aId4d 1 of 1