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HomeMy WebLinkAboutRes 2025-05-1769 Purchase Order for Public Works Facility StudyCITY OF ANNA, TEXAS RESOLUTION NO. Zo z 5 -o 5- 1 r16 q A RESOLUTION OF THE CITY OF ANNA, TEXAS APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE A PROJECT SPECIFIC PURCHASE ORDER FOR PROFESSIONAL SERVICES BY AND BETWEEN THE CITY OF ANNA, TEXAS AND BROWN REYNOLDS WATFORD ARCHITECTS FOR THE PUBLIC WORKS FACILITY STUDY, IN AN AMOUNT NOT TO EXCEED EIGHTY THOUSAND DOLLARS ($80,000), IN A FORM APPROVED BY THE CITY ATTORNEY, AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Anna, Texas is a growing community with changing needs for public facilities; and, WHEREAS, the continued development and future facility expansion on the City of Anna Public Works property is a capital project identified in the City of Anna Capital Improvement Plan; and, WHEREAS, Brown Reynolds Watford Architects was selected in the City of Anna's Facility Study Request for Qualifications process as a qualified firm to complete feasibility and facility studies for the City; and, WHEREAS, the City is seeking to contract with Brown Reynolds Watford Architects for THE Public Works Facility Study project; and, WHEREAS, the services provided by Brown Reynolds Watford Architects will be funded through PID Funds; and, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ANNA, TEXAS, THAT: Section 1. Recitals Incorporated. The recitals above are incorporated herein as if set forth in full for all purposes. Section 2. Authorization. A. That the funding for the project shall come from PID Funds in an amount not to exceed $80,000. B. That the City Council hereby approves entering into and authorizes the City Manager to execute a project specific purchase order with Brown Reynolds Watford Architects for the Public Works Facility Study as shown in Exhibit A, attached hereto. PASSED AND APPROVED by the City Council of the City of Anna, Texas, on thisf. day of d' , , 2025. ATTEST: City Secretary, Carrie L. Land APPROVED: Pete Cain EXHIBIT "A" Professional Service Project Order Agreement Pursuant to and subject to the referenced Master Agreement for Professional Services ("Master PSA")), between the City and Firm, the City hereby requests that the Firm perform, and the Firm agrees to perform, the work described below upon the terms and conditions set forth in said Master PSA, which are incorporated herein by reference for all purposes, and in this "Professional Service Project Order" (PSPO). MASTER PSA CATEGORY: Feasibility and Facility Studies ANNA PROJECT CODE: F-2025-02 FIRM NAME BRW Architects Project Name: Public Works Facility Study Consultant Project #: TBD # Of Consecutive Business Days to Complete Project: 90 Original Project Fee: $80,000 OWNER OPTIONAL INFORMATION: 1. Date and Time to Commence: Upon Receipt of Signed Professional Services Project Order, City's purchase order and, Notice to Proceed 2. Other: Architectural Barrier Requirements: Yes — No X INVOICE SUBMITTAL Billing Period: Monthly -Through the end of each month, billed by the 10th of the following month. Email to: City of Anna Accounts Payable: accountspayable(a)annatexas.gov Attn: Joanna Golleher: iaolleher(a)-annatexas.gov 120 W. 7th St. Anna, TX 75409 Include work order number, PO number, billing period, and project Invoice Mailing Instructions: name. Master PSA July 27, 2021-2026 Documents: The "PSPO DOCUMENTS," as that term is used herein, shall mean and include the following documents, and expressly incorporates the following by reference for all purposes. a. Master Agreement for Professional Services effective July 2711, 2021 This PSPO shall incorporate the terms of all the documents in their entirety. To the extent that there are any conflicts with provisions of the Master PSA, this PSPO or each other, the provisions of the Master PSA, then the provisions of this PSPO shall prevail in that order. Scope of Services (describe in detail): Facility study for the Public Works property. Schedule of Work and Completion Deadline(s): TBD Acceptance: The individuals executing this Agreement on behalf of the respective parties below represent to each other that all appropriate and necessary action has been taken to authorize the individual who is executing this Agreement to do so for and on behalf of the party for which his or her signature appears, that there are no other parties or entities required to execute this Agreement in order for the same to be an authorized and binding agreement on the other party for whom the individual is signing this Agreement and that each individual affixing his or her signature hereto is authorized to do so, and such authorization is valid and effective on the date hereof. CITY OF ANNA, TEXAS Sigrature Ryan Henderson - City Manager Printed Name & Title Date FIRM: Signature Printed Name & Title Date Master PSA July 27, 2021-2026 BROWN REYNOLDS WATFORD ARCHITECTS NiM 3535 TRAVIS STREET SUITE 250 DALLAS, TEXAS 75204 214-528-8704 WWW.6RWARCH.COM May 2, 2025 Greg Peters — Assistant City Manager City of Anna 120 W. 7th Street Anna, Texas 75409 PROFESSIONAL SERVICES PROPOSAL FOR ARCHITECTURAL AND COST ESTIMATING CONSULTANT SERVICES FOR ANNA SERVICE CENTER FEASIBILITY STUDY AND CONCEPT DESIGN Brown Reynolds Watford Architects is pleased to submit this professional services proposal for a Feasibility Study for project planning and bond program budgeting for a joint service center renovation and addition to the to existing facilities located at 3223 N. Powell Road. The study scope, along with our proposed team, scope of services, project schedule, and compensation are described below. PROJECT SCOPE The scale of the project is anticipated to include feasibility studies for the following construction phases: • 5-year plan: A new public works administration and service center building with associated parking, fueling, storage sheds and/or buildings, covered parking, covered granular materials bins, and other site development as may be identified for short term needs. The existing metal building may be repurposed for fleet maintenance or other needs, and a new fleet maintenance building would be anticipated if the existing structure is determined not suitable to be repurposed as fleet maintenance. Based upon approved project deliverables, a detailed opinion of probable construction cost will be provided to inform project funding. • Long-range plan: The long range planning is not yet confirmed but may be defined as similar to 20 or 25 years, or city build -out of the city's current ETJ. The long-range plan will anticipate future expansion of the service center and will be considered as a future phase of construction. It will study the feasibility of fitting the long range needs on the identified project site, and provide a rough order of magnitude cost in today's dollars for long-range funding planning purposes. We understand the project scope for the 5-year plan includes the following tasks: • Tour the existing facility, and 1 or 2 other benchmark facilities, to assist in programming and needs assessment input. • Programming to estimate current (+5 years) buildings square feet needs and major cost elements of site development. • Existing Site Analysis and Concept Site Plan on the existing site to validate that the existing site is adequate for the programmatic requirements and to inform site development construction scope for cost estimating. • Floor adjacency or blocking plans illustrating anticipated adjacencies of blocks of program spaces. Greg Peters Professional Services Proposal Page 2 Anna Public Works Service Center A construction cost estimate and total project budget projections to inform project funding. Optional Services include the following: o Concept rendering: Develop a concept design for the exterior skin of the main building(s) and provide either of a perspective bird's-eye view for the site development or a perspective ground -level view of the main site structure(s). Rendering to be provided electronically in .jpeg format. Includes one round of owner review and comments and revisisions to the rendering. Printed copies, if requested by Owner, may be provided as a reimbursable expense. o Council Presentation: If requested by the Owner, BRW will prepare a brief powerpoint presentation and participate in a presentation of the study's findings to City Council. o If requested by the Owner due to questions about the structural feasibility of the proposed re -use of the existing building, then scope for a structural engineering analysis and pricing narrative will be defined and added as an additional service. This information would then be used to inform the cost estimating. A not to exceed allowance is provided in this proposal based upon information currently know to the A/E team. We understand the project scope for the long-range plan includes the following tasks: • Programming to estimate long range planning buildings square feet needs and major cost elements of site development. • Concept site layout showing a possible arrangement of future phased construction. If the site is determined inadequate for long range needs, then the approximate additional site area that would be required to be added to the site will be estimated. • A rough order of magnitude opinion of probable construction costs. Architectural Services • Programming: One meeting for public works, parks maintenance, and fleet maintenance programming that may be staggered by division or extended duration as required. • Conceptual site planning considering topography, FEMA flood zone maps, existing construction and site access. Concept site plans are not intended to represent the final design but rather to illustrate a feasible arrangement of the structure(s), site paving, and major site development components to validate that the proposed program will fit on the project site(s) and to inform cost estimating for site development costs. • Up to two (2) additional remote online conference calls for design review and cost estimate and budget review • Study Draft Report for Owner review and comment, provided in electronic .pdf format. • Final Study Report: One bound copy and also provided electronically in .pdf format, including the following: o Executive Summary noting budget findings and project recommendations o Tabulated data from the study's information gathering o Tabulated Space Program o Existing Conditions Description with representative photos o Scope / Pricing Narrative(s) o Concept Drawings and Renderings o Appendix to include cost estimates, total project budget analysis tabulations, and other pertinent information if applicable • Final deliverables: Two bound copies of study report and an electronically transmitted .pdf version. Additional paper copies reproduction of report booklets shall be a reimbursable expense. Greg Peters Professional Services Proposal Page 3 Anna Public Works Service Center Construction Cost Estimating and Project Budgeting Services We understand the Feasibility Study will establish a project budget to be used to inform future project funding. • Construction Cost Estimate for the 5-year plan in Construction Specifications Institute (CSI) 2004 MasterFormat based on approximate take -offs related to concept drawings and square foot (SF) unit cost. Construction Cost Estimate for the long range plan as a rough order of magnitude to a lesser level of detail, based on square foot costs estimation. Includes one estimate update in response to combined BRW and Owner comments. • The cost estimate(s) may include bid alternates to break down major components of the work that may be planned as bid alternates or for phased construction. • BRW will review the cost estimates for scope discrepancies and will provide a Total Project Budget projection analysis including construction cost, escalation, contingencies, professional fees and Owner's development cost that may include direct to Owner vendor costs, and furniture, fixtures and equipment (FF&E) based upon Owner input and similar past projects. • Excludes estimating of shops, fleet maintenance, and other equipment costs • Excludes estimating of off -site development costs (street construction, utilities, professional services fees and land purchase cost). PROJECT TEAM Brown Reynolds Watford (BRW) Architects, Inc. Architecture — Stephen Hilt, AIA Principal — Ric Ruiz Sr. Project Manager • CCM Construction Services Estimator — John Coakley, President Senior Estimator Owner -Provided Services The Owner shall furnish the following design services or authorize the Architect to furnish them as Additional Services, when such services are required to complete the project. • Existing property plats, public utilities maps, boundary surveys, or other legal description documents as available. • If available, provide a copy of the geotechnical reports of existing onsite or other nearby buildings, to be used as an assumption for geotechnical conditions for the proposed new facility(s). If not available, conservative generic assumptions will be used. • If available, provide a copy of the existing building construction drawings. • Any existing site environmental surveys, assessments, and remediation requirements if available or applicable. If provided, these will be used to inform cost estimating. If not, generic assumptions will be made. • Owner will provide both existing and projected future staff and fleet to align with the needs assessment, and other information as reasonably requested by the Architect for development of the project scope. One example of such information may be approximate stored materials quantities that need to be accommodated on the project site. • Owner will provide a list of equipment and/or equipment budget if this information is desired to be incorporated with the study. Greg Peters Professional Services Proposal Page 4 Anna Public Works Service Center Exclusions from Services The services shown below are not anticipated at this time, however, they could be added as Additional Services if desired: • Architectural Services and additional meetings other than those described above • Geotechnical, Topographic, or other Surveys • Environmental survey / investigation (and cost estimating of hazardous materials remediation other than based on generic assumptions if fueling station relocation is proposed, unless Owner has an existing information to indicate other potential scope) • Development of a preliminary equipment list and cost estimating for the equipment budget. • Existing facilities / structures engineering condition assessments, unless structural evaluation is included as an additional service as described above • Civil, structural, or mechanical/electrical design services • Property zoning modifications or platting • Coordination with outside agencies such as FEMA, the EPA or TCEQ regarding flood plain and water quality • LEED or sustainable design analysis • Public forums / meetings other than those indicated above PROJECT SCHEDULE We anticipate the following approximate time periods and meetings, depending upon Owner's availability to schedule meetings and the duration of Owner's review and comment periods: • BRW Develops preparatory materials and analysis for a kick-off meeting Week 1 • Meeting 1 — Kick-off Meeting and Site Tours Week 2 • Information Gathering Weeks 2-4 • Meeting 2 - Programming meeting Week 4 • Site Analysis, develop space programs, concept site plans, and draft Weeks 4-5 material and systems narratives • Meeting 3 — Review space programs and concept site plans. Owner Week 6 comments provided to BRW on design and project scope. • Meeting 4 — Review refined space programs and concept site plans, Week 8 floor blocking plans, preliminary rendering, and cost narratives. Owner comments provided to BRW on design and scope for cost estimating. • Cost Estimating and preparation of study draft Weeks 8 - 1 1 • Meeting 5 — (Online meeting if required) Review Study rough draft Week 1 1-1 2 report provided to Owner for review and comments. • Receive and incorporate Owner's final comments, package and submit —Week 12-1 3 final report draft (May take additional time if comments on draft report are extensive) • Council Presentation (if requested) TBD Greg Peters Professional Services Proposal Page 5 Anna Public Works Service Center COMPENSATION Based upon the scope of services described above, Brown Reynolds Watford Architects proposes lump sum fees as shown below, plus reimbursable expenses. Compensation shall be invoiced monthly based on the percent complete. Basic Services • Architectural Study Services $44,750 • Cost Estimating Services $9,500 Total Basic Services Fee $53,250 Optional Services • Concept Building Design and Architectural Rendering $15,750 • Prepare Powerpoint and Present Findings to Council $2,000 • Allowance for Structural Engineering Evaluation $6,000 Total Optional Services Fee $23,750 Reimbursables Allowance: $500 Total Contract Value: $77,500 Reimbursable expenses are in addition to the fee and shall be invoiced at the same cost billed the Architect. Expenses include, but are not limited to, out -of -house document reproduction, courier and overnight deliveries, allowable travel mileage, and government fees. Additional Services or modifications to the project scope or professional services beyond this proposal shall be authorized in writing by the Owner and shall be computed at 1 .10 times the amount billed the Architect by consultants. Additional Services performed by BRW Architects shall be authorized in writing by the Owner and compensated at the hourly rates listed below, or for a negotiated lump sum fee. BRW Architects, Inc. • Principal $310.00 • Senior Project Manager $275.00 • Project Manager $240.00 • Senior Project Architect $240.00 • Project Designer $240.00 • Project Architect $21 0.00 • Senior Project Coordinator $210.00 • Environmental Branding / Graphic Designer $1 95.00 • Architect $175.00 • Interior Designer $175.00 • Project Coordinator $165.00 • Architectural Staff $150.00 • Administrative Staff $1 30.00 Greg Peters Professional Services Proposal Page 6 Anna Public Works Service Center We hope this proposal meets your expectations. Please contact us with any questions or comments. We look forward to working with the City of Anna. BROWN REYNOLDS WATFORD ARCHITECTS, INC. STEPHEN HILT, AIA PRINCIPAL APPROVED: CITY OF ANNA, TX S' n t6re Date Printed Name Title