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Home My WebLink AboutR-2023-161 Approving Task Order #1 with SFS RESOLUTION NO. R-2023-161 A RESOLUTION APPROVING TASK ORDER NUMBER 1 WITH SFS BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE CITY OF RIVERSIDE, MISSOURI AS FOLLOWS: THAT the Riverside Board of Aldermen hereby approves Task Order Number 1 by and between the City of Riverside and SFS, in substantially the form attached hereto, and the Mayor is authorized to execute the Task Order Number 1 on behalf of the City; and FURTHER THAT the Mayor, the City Administrator and other appropriate City officials are hereby authorized to take any and all actions as may be deemed necessary or convenient to carry out and comply with the intent of this Resolution and to execute and deliver for and on behalf of the City all certificates, instruments, agreements and other documents, as may be necessary or convenient to perform all matters herein authorized; and FURTHER THAT this Resolution shall be in full force and effect from and after its passage and approval. ADOPTED AND PASSED this 7th day of November 2023. • Mayor Kathleen L. ose ATTEST:"- -. • Robin Kincaid, City Clerk 1 Task Order Number 1 For Architectural/Engineering Services This Task Order is entered into as of the 7th day of November, 2023 (the "Effective Date"), by and between SFS Architecture Inc, a Missouri corporation having an office at 2100 Central St, Suite 31, Kansas City, MO 64108 (the "Consultant") and the City of Riverside, Missouri, a Missouri municipal corporation(the"City"). WHEREAS, the City has engaged Consultant to provide architectural / engineering services pursuant to the Agreement for Architectural / Engineering Services dated October 3, 2023 pursuant to which the City may task the Consultant to provide additional professional architectural /engineering services on a project-specific basis by acknowledging a separate Task Order. NOW, THEREFORE, in consideration of the promises and mutual covenants between the parties and for other good and valuable consideration the receipt of which is acknowledged by the parties,they agree as follows: 1. Incorporation of Base Agreement. This Task Order is subject to all terms and conditions contained in the Agreement for Architectural / Engineering Services dated October 3, 2023, that are not inconsistent with the specific terms contained herein, and the Agreement for Architectural / Engineering Services dated October 3, 2023, between the parties is incorporated herein as if set forth in full by this reference. 2. Scope of Services. The Scope of Services pursuant to this Task Order are as contained in Exhibit A. 3. Term. Consultant shall begin work pursuant to this Task Order No. 1 upon its Effective Date and shall continue until the City Hall Renovation 540-023 ("Project") Task Order 1 is completed. 4. Compensation. Unless compensation is set forth in this Task Order, compensation shall be as provided in the Agreement for Architectural /Engineering Services dated October 3, 2023, between the parties. 5. Project Schedule. See Exhibit A. 1 IN WITNESS WHEREOF, the Consultant and the City have executed this Agreement as of the Effective Date. SFS ARCHITECTURE,INC.: CITY OF RIVERSIDE,MISSOURI: 1V/1(71114m, By: By: Name: Kerry Newman, AIA Name: Kathleen L. Rose Title: Principal Title: Mayor Dated: November 3, 2023 Dateda B'tr`' .20L 3 . bATTES Robin Kincai ,City Clerk BY: Ir.., i��., Name: :rian Kora• Title: CI • dministrator Dated: 40 terx. 5? 2LQ 2 Exhibit A to Task Order 1 sfsarchitecture drivenbyconnections PROJECT TEAM SFS Architecture Prime Consultant / Architect Smith & Boucher Mechanical, Electrical, Plumbing Engineering Strategic Value Solutions Cost Estimator PROJECT UNDERSTANDING The current City Hall building was completed in 2001.Since that time department sizes,responsibilities and visitor interface needs have evolved. The city desires a comprehensive analysis of current and future needs to address current deficiencies and inefficiencies. The scope of this Task Order 1 includes condition assessment, programming, concept planning and cost estimating for departments within the current City Hall. Departments include Administration, City Clerk, Community Development, Engineering, Finance/IT and Human Resources. In addition, Public Works, Police and Municipal Court will be interviewed for potential needs in City Hall. Along with the programming and concept planning, an exterior envelope condition assessment and MEP analysis will be performed to provide recommendations for improvements. It is anticipated that once a direction has been established and approved by the City, Task Order 2 will be issued for complete design and construction administration services. Budget We understand a preliminary budget of $1.5 million was anticipated for construction of the desired improvements. However, the city desires a total project budget to be determined based on the desired concept direction. Schedule The City anticipates notice to proceed following City Council approval. SFS anticipates completion of Task Order 1 programming and concept planning and exterior envelope/MEP assessment in approximately 3 months following the Kickoff Meeting. A complete design schedule will be prepared for Task Order 2 upon request by the City. SCOPE OF WORK Professional Services will include the disciplines of Architecture and Mechanical/Electrical/Plumbing Engineering. Task Order 1 Programming and Concept Planning: • Refer to the attached Phase 1 Workplan • Presentation to City Council as desired. • Preparation of the total project budget for Owner confirmation and approval. • Compilation of space needs program, concept design drawings and cost opinions for Owner confirmation and direction. MEP Assessment: • Review existing systems to determine age, condition, suitability for current installation. Systems include HVAC, plumbing, lighting/controls, power systems, fire sprinkler and fire alarm. • Develop summary of existing equipment, existing HVAC zoning diagram and code change impacts. • Review of overall available power watts/sf. • Review generator capacity and connected systems. • Provide recommendations for replacement and upgrades for all systems. 2100 CENTRAL STREET I SUITE 31 KANSAS CITY j MISSOURI 64108 T 816.474.1397 F 816.421.8024 W SFSARCH.COM sfsarchitecture drivenbyconnections Exterior Building Envelope Assessment: • Visual condition assessment of exterior envelope conditions including masonry walls,exterior doors, windows and roofing. • Provide recommendations for repair and or upgrades to exterior envelope systems and materials. Basic Services Exclusions The following items are excluded from our Professional Services Fee noted above. These may be added on an as needed basis as additional services: • 3-Dimensional renderings of potential improvements. • Site design or engineering services. • Hazardous materials assessment or abatement design. • Furniture, fixtures, and equipment (FFE) design services. • Detailed design or engineering services. • Community engagement services. • Interior architectural condition assessment. • Removal of existing building materials or destructive testing. BASIC SERVICES COMPENSATION SFS Architecture proposes basic professional services fees at the following lump sum amounts: Task Order 1: Programming, MEP Assessment and Concept Design: $ 54,710.00 Exterior Envelope Assessment: $ 8,450.00 Additional Services During the project additional services may be requested. Fees for additional services outside of the scope outlined in this proposal will be discussed and mutually agreed upon prior to SFS Architecture and the consultants proceeding with those services. REIMBURSABLE PROJECT FEES AND EXPENSES Reimbursable expenses are not included in the above basic services compensation. Items such as printing, reproductions, mileage, and postage, are considered reimbursable project expenses incurred by SFS and its consultants shall be billed and itemized by each cost incurred. We estimate reimbursable project related supplemental fees and expenses to be less than $500.00 and will invoice the City for expenses monthly at a rate of 1.0 times the actual cost to the Architect. Invoicing Invoicing will occur monthly for services rendered and are due upon receipt. This task order is pursuant to the terms outlined in the Agreement for Architectural / Engineering Services between the City of Riverside, Missouri and SFS Architecture dated October 3, 2023. 2100 CENTRAL STREET SUITE 31 KANSAS CITY ! MISSOURI 64108 ; T 816.474.1397 F 816.421.8024 W SFSARCH.COM sfsarchitecture 101 Riverside, Missouri November 2, 2023 City Hall Renovation Draft Workplan Task Order 1 Kick Off Meeting 1 week Discuss project goals and objectives Review project workplan,schedule,deliverables and construction delivery methods Review program questionnaire and space programming process Condition Assessment and Space Needs Programming 4 weeks Distribute space needs programming questionnaire Perform existing MEP building assessment Perform existing exterior building envelope assessment Collect progam questionnaire information On site program interview Prepare space needs program draft Team Review Meeting 1 1 week Review space needs program Review outline of MEP existing conditions Review outline of exterior building envelope conditions Solicit feedback from key staff members Work Period: Concept Design 2 weeks Prepare concept plan options Prepare rough order of magnitude pricing Concept Design Workshop 1 week Mechanical systems recommendations Present concept plan options Solicit feedback from key staff members Confirm preferred direction Discuss priorities and potential phasing Concept Refinement and Cost 2 weeks Refine preferred concept plan Project and construction cost opinion Prepare phasing plan Team Review Meeting 2 1 week Review refined concept plan Confirm mep approach Review cost information Discuss phasing options and timelines City Council Presentation