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HomeMy WebLinkAboutTCA Architecture Planning - PSA Station 83 (Road 68) and Station 84 (Road 48) Conceptual Design ProjectPROFESSIONAL SERVICES AGREEMENT Station 83 (Road 68) and Station 84 (Road 48) Conceptual Design Project THIS AGREEMENT is made and entered into this x 1 day of August, 2017, between the City of Pasco, a Washington Municipal Corporation, hereinafter referred to as "City", and TCA Architecture Planning, hereinafter referred to as "Consultant." RECITALS WHEREAS, the City desires to have certain services and/or tasks performed as set forth below requiring specialized skills, training, equipment, and other supportive capabilities; and WHEREAS, the Consultant represents that it is qualified and possesses sufficient skills, experience, equipment, and necessary capabilities, including: technical and professional expertise, when required, to perform the services and/or tasks as set forth in this Agreement upon which the City is relying. NOW, THEREFORE, in consideration of the mutual covenants, and performances contained herein, the parties agree as follows: 1. Scone of Services. The Consultant shall perform such services and accomplish such tasks, including the furnishing of all labor, materials, facilities and equipment necessary for full performance thereof, as identified and designated as Consultant's Responsibilities throughout this Agreement, and as more particularly described in Scope of Work Phase 1, Task 1 Conceptual Design, detailed in Exhibits A and B, attached hereto and incorporated herein (the "P46=� "' 2. Term. This Project shall 2017, and promptly be completed within one -hundred twenty (120) calendar days. 3. Compensation and Payment. 3.1 Payment for services provided hereunder shall be made following the performance of such services. Such payment shall be full compensation for work performed or services rendered, and for all labor, materials, supplies, equipment, and incidentals necessary to complete the Project. 3.2 No payment shall be made for any services rendered by the Consultant except for services identified and set forth in this Agreement except as may be authorized by a written supplemental agreement approved by the City. Professional Services Agreement- Station 83 and Station 84 Conceptual Design Page 1 3.3 The City shall pay the Consultant for work performed under this Agreement upon timely submitted invoices detailing work performed and expenses for which reimbursement is sought. The City shall approve all invoices before payment is issued. Payment shall occur within thirty (30) days of receipt and approval of an invoice. 3.4 The City shall pay the Consultant for all work performed and expenses incurred under this Agreement, as follows. ❑ Hourly (Single Rate): $ per hour plus actual expenses incurred as provided under this Agreement, but not to exceed a total of $ without prior written authorization by the City; or ❑ Hourly (Multiple Rate): Such rates as identified on Exhibit , plus actual expenses incurred as provided under this Agreement, but not to exceed a total of $ without the prior written authorization by the City; or ® Fixed Sum: A total of $63,714.00; or ❑ Other: 4. Reports and Inspections. 4.1 The Consultant at such times and in such forms as the City may require, shall furnish to the City such statements, records, studies, surveys, reports, data, and information as the City may request pertaining to matters covered by this Agreement. 4.2 The Consultant shall, at any time during normal business hours and as often as the City or the Washington State Auditor may reasonably deem necessary, make available for examination all of its records and data with respect to all matters covered, directly or indirectly, by this Agreement and shall permit the City, or its designated authorized representative to audit and inspect other data relating to all matters covered by this Agreement. The City shall receive a copy of all audit reports made by the agency or fine as to the Consultant's activities. The City may, at its discretion, conduct an audit at its expense, using its own or outside auditors, of the Consultant's activities which relate, directly or indirectly, to this Agreement. Consultant shall be provided a copy of such reports. 4.3 The Consultant, during the term of this Agreement, shall obtain all registration documents necessary for the performance of its work and for the execution of services at its own expense, and shall maintain its validity. Upon request, the Consultant shall deliver to the City copies of these licenses, registration documents, and/or proof of their issuance or renewal. Professional Services Agreement- Station 83 and Station 84 Conceptual Design Page 2 4.4 Consultant shall maintain books, records and documents, which sufficiently and properly reflect all direct and indirect costs related to the performance of this Agreement, and shall maintain such accounting procedures and practices as may be necessary to assure proper accounting of all funds paid pursuant to this Agreement. These records shall be subject, at all reasonable times, to inspection, review, or audit as provided above. 4.5 The Consultant shall retain all books, records, documents or other material relevant to this Agreement for three (3) years after its expiration. Consultant agrees that the City, or its designee, shall have full access and right to examine any of said materials at all reasonable times during this period. 5. Ownership and Use of Documents. 5.1 All research, tests, surveys, preliminary data, information, drawings and documents made, collected, or prepared by the Consultant for performing the services subject to this Agreement, as well as any final product, collectively referred to as "work product," shall be deemed as the exclusive property of the City, including copyright as secured thereon. Consultant may not use them except in connection with the performance of the services under this Agreement or with the prior written consent of the City. Any prior copyrighted materials owned by the Consultant and utilized in the performance of the services under this Agreement, or embedded in with the materials, products and services provided thereunder, shall remain the property of the Consultant subject to a license granted to the City for their continued use of the products and services provided under this Agreement. Any work product used by the Consultant in the performance of these services which it deems as "confidential," "proprietary," or a "trade secret" shall be conspicuously designated as such. 5.2 In the event of Consultant's default, or in the event that this Agreement is terminated prior to its completion, the work product of the Consultant, along with a summary of the services performed to date of default or termination, shall become the property of the City, and tender of the work product and summary shall be a prerequisite to final payment under this Agreement. The summary of services provided shall be prepared at no additional cost, if the Agreement is terminated through default by the Consultant. If the Agreement is terminated through convenience by the City, the City agrees to pay Consultant for the preparation of the summary of services provided. 6. Public Records. 6.1 Consultant acknowledges that the City is an agency subject to Chapter 42.56 RCW "Public Records Act." All preliminary drafts or notes prepared or gathered by the Consultant, and recommendations of the Consultant are exempt prior to the acceptance by the City or public citation by the City in connection with City action. Professional Services Agreement- Station 83 and Station 84 Conceptual Design Page 3 6.2 If the Consultant becomes a custodian of public records of the City and request for such records is received by the City, the Consultant shall respond to the request by the City for such records within five (5) business days by either providing the records, or by identifying in writing the additional time necessary to provide the records with a description of the reasons why additional time is needed. Such additional time shall not exceed twenty (20) business days unless extraordinary good cause is shown. 6.3 In the event the City receives a public records request for protected work product of the Consultant within its possession, the City shall, prior to the release of any protected work product or as a result of a public records request or subpoena, provide Consultant at least ten (10) business days prior written notice of the pending release and to reasonably cooperate with any legal action which may be initiated by the Consultant to enjoin or otherwise prevent such release. 7. Independent Contractor Relationship. 7.1 The parties intend that an independent contractor relationship is created by this Agreement. The City is interested primarily in the results to be achieved; subject to the scope of services and the specific requirements of this Agreement, the implementation of services will lie solely with the discretion of the Consultant. No agent, employee, officer or representative of the Consultant shall be deemed to be an employee, agent, officer, or representative of the City for any purpose, and the employees of the Consultant are not entitled to any of the benefits or privileges the City provides for its employees. The Consultant will be solely and entirely responsible for its acts and for the acts of its agents, employees, officers, subcontractors or representatives during the performance of this Agreement. 7.2 In the performance of the services provided in this Agreement, Consultant is an independent contractor with full authority to control and direct the performance of the details of the work, however, the results of the work contemplated herein must meet the approval of the City and shall be subject to the City's general rights of inspection and review to secure the satisfactory completion thereof. 7.3 The Consultant shall perform its services consistent with the professional skill and care ordinarily provided by architects practicing in the same or similar locality under the same or similar circumstances. The Consultant shall perform its services as expeditiously as is consistent with such professional skill and care and the orderly progress of the Project. The Consultant shall comply with all State and Federal laws including, but not limited to: 7.3.1 The definition requirements of RCW 50.04.140 (Employment Security). Professional Services Agreement- Station 83 and Station 84 Conceptual Design Page 4 7.3.2 RCW 51.08.195 (Industrial Insurance). 7.3.3 Obtain a City of Pasco business license. 7.4 The City may, at its sole discretion, require the Consultant to remove any employee, agent or servant from employment on this Project who, in the City's sole discretion, may be detrimental to the City's interest. 8. Indemnification. 8.1 The Consultant shall defend, indemnify, and hold harmless the City, its officers, officials, agents, employees, and volunteers from any and all claims and causes of action, including, but not limited to, actions of law or administrative proceedings for all injuries to persons or damages to property, and all losses, damages, demands, suits, judgments, including attorney fees, arising out of, or as a result of, or in connection with the work performed under this Agreement, and caused or occasioned in whole or in part by reason of errors, negligent acts or omissions of the Consultant or its subcontractors in the performance of this Agreement, except for injuries and damages caused by the sole negligence of the City, its officers, employees, agents, and volunteers. 8.2 Should a Court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injuries or damages to property caused by or resulting from the concurrent negligence of the Consultant, and the City, its officers, employees, agents and volunteers, the Consultant's liability and obligation to defend hereunder shall only be the proportionate extent of the Consultant's negligence. 8.3 It is further agreed that the indemnification provided herein constitutes the Consultant's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. 8.4 No liability shall attach to the City by reason of entering into this Agreement except as expressly provided herein. 8.5 This indemnification shall include damages, penalties and attorney fees sustained as a result of Consultant's delayed or failed performance of Section 6 above. 8.6 This waiver has been mutually negotiated by the parties, and the provisions of this section shall survive the expiration or termination of this Agreement. 9. Insurance. The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, employees, or subcontractors. Professional Services Agreement- Station 83 and Station 84 Conceptual Design Page 5 9.1 Minimum Scone of Insurance. Consultant shall obtain insurance of the types described below: 9.1.1 Automobile Liability insurance covering all owned, non -owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. 9.1.2 Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors and personal injury and advertising injury. The City shall be named as an insured under the Consultant's Commercial General Liability insurance policy with respect to the work performed for the City. 9.1.3 Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 9.1.4 Professional Liability insurance appropriate to the Consultant's profession. 9.2 Minimum Amounts of Insurance. Consultant shall maintain the following insurance limits: 9.2.1 Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. 9.2.2 Commercial General Liability insurance shall be written with limits no less than: ❑ $1,000,000 each occurrence; ❑ $2,000,000 general aggregate; or ® $1,000,000 each occurrence; and $2,000,000 general aggregate 9.2.3 Professional Liability insurance shall be written with limits no less than: ❑ $1,000,000 per claim; ❑ $1,000,000 policy aggregate limit; or ® $1,000,OOOper claim; and $2,000,000 per policy aggregate limit 9.3 Other Insurance Provisions. The insurance policies are to contain, or be endorsed to contain, the following provisions for Automobile Liability, Professional Liability, and Commercial General Liability insurance: Professional Services Agreement- Station 83 and Station 84 Conceptual Design Page 6 9.3.1 The Consultant's insurance coverage shall be primary insurance as respects the City. Any insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not contribute with it. 9.3.2 The Consultant's insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. 9.4 Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII. 9.5 Verification of Coverage. Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Consultant before commencement of the work. 10. Nondiscrimination. In the performance of this Agreement, the Consultant will not discriminate against any employee or applicant for employment on the grounds of race, creed, color, national origin, sex, marital status, age or the presence of any sensory, mental or physical handicap; provided that the prohibition against discrimination in employment because of handicap shall not apply if the particular disability prevents the proper performance of the particular worker involved. The Consultant shall ensure that applicants are employed, and that employees are treated during employment in the performance of this Agreement without discrimination because of their race, creed, color, national origin, sex, marital status, age or the presence of any sensory, mental or physical handicap. Consultant shall take such action with respect to this Agreement as may be required to ensure full compliance with local, State and Federal laws prohibiting discrimination in employment. 11. Covenant Against Contingent Fees. The Consultant warrants that it has not employed nor retained any company, firm, or person, other than a bona fide employee working exclusively for the Consultant, to solicit or secure this Agreement; and that it has not paid or agreed to pay any company, person or firm, other than a bona fide employee working exclusively for the Consultant, any fee, commission, percentage, brokerage fee, gift, or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, the City shall have the right to terminate this Agreement. 12. Assignment and Subcontracting. 12.1 The City has awarded this Agreement to the Consultant due to its unique qualifications to perform these services. Neither the Consultant or City shall assign (or subcontract other than as specifically identified in Exhibit A) its performance under this Agreement or any portions of this Agreement without the Professional Services Agreement- Station 83 and Station 84 Conceptual Design Page 7 prior written consent of the other party, which consent must be sought at least thirty (30) days prior to the date of any proposed assignment. 12.2 Any work or services assigned or subcontracted hereunder shall be subject to each provision of this Agreement including Section 6, Public Records; Section 10, Nondiscrimination; proper bidding procedures where applicable; and all local, State and Federal statutes, ordinances and guidelines. 12.3 Any technical or professional service subcontract not listed in this Agreement, must have prior written approval by the City. 13. Termination. 13.1 Termination for Convenience. Either party may terminate this Agreement for any reason upon giving the other party no less than ten (10) business days written notice in advance of the effective date of such termination. 13.2 Termination for Cause. If the Consultant fails to perform in the manner called for in this Agreement, or if the Consultant fails to comply with any other provisions of this Agreement and fails to correct such noncompliance within five (5) business days of written notice thereof, the City may terminate this Agreement for cause. Termination shall be effected by serving a notice of termination on the Consultant setting forth the manner in which the Consultant is in default. The Consultant will only be paid for services and expenses complying with the terms of this Agreement, incurred prior to termination. 14. General Provisions. 14.1 For the purpose of this Agreement, time is of the essence. 14.2 Notice. Notice provided for in this Agreement shall be sent by: 14.2.1 Personal service upon the Project Administrators. 14.2.2 Certified mail to the physical address of the parties, or by electronic transmission to the e-mail addresses designated for the parties below. 14.3 The Project Administrator for the purpose of this Agreement shall be: 14.3.1 For the City: Stan Strebel, or his designee P. O. Box 293 525 North 3`d Ave. Pasco WA 99301 strebels a.pasco-wa.eov (e-mail address) Professional Services Agreement- Station 83 and Station 84 Conceptual Design Page 8 14.3.2 For the Consultant: Brian Harris, or his designee 6211 Roosevelt Way NE Seattle, WA 98115 brianLt�tca-incacom (e-mail address) 15. Dispute Resolution. 15.1 This Agreement has been and shall be construed as having been made and entered into and delivered within the State of Washington, and it is agreed by each party hereto that this Agreement shall be governed by the laws of the State of Washington. 15.2 In the event of a dispute regarding the enforcement, breach, default, or interpretation of this Agreement, the Project Administrators, or their designees, shall first meet in a good faith effort to resolve such dispute. In the event the dispute cannot be resolved by agreement of the parties, with or without the assistance of mediation, said dispute shall be resolved by arbitration pursuant to RCW 7.04A, as amended, with both parties waiving the right of a jury trial upon trial de novo, with venue placed in Pasco, Franklin County, Washington. The substantially prevailing party shall be entitled to its reasonable attorney fees and costs as additional award and judgment against the other. 16. Nonwaiver. Waiver by the City of any provision of this Agreement or any time limitation provided for in this Agreement shall not constitute a waiver of any other similar event or other provision of this Agreement. 17. Integration. This Agreement between the parties consists in its entirety of this document and any exhibits, schedules or attachments verified by initials as a part of Exhibits A and B. Any modification of this Agreement or change order affecting this Agreement shall be in writing and signed by both parties. 18. Authorization. By signature below, each party warrants that they are authorized and empowered to execute this Agreement binding the City and the Consultant respectively. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the day and year first written above. CITY OF PASCO, WASHINGTON Dave Zabell,i y anger CONSULTANT:TCA ARCHITECTURE PLANNING INC., PS Brian Hams Professional Services Agreement- Station 83 and Station 84 Conceptual Design Page 9 14.3.2 For the Consultant: Brian Harris, or his designee 6211 Roosevelt Way NE Seattle, WA 98115 briana.tca-inc.com (e-mail address) 15. Dispute Resolution. 15.1 This Agreement has been and shall be construed as having been made and entered into and delivered within the State of Washington, and it is agreed by each party hereto that this Agreement shall be governed by the laws of the State of Washington. 15.2 In the event of a dispute regarding the enforcement, breach, default, or interpretation of this Agreement, the Project Administrators, or their designees, shall first meet in a good faith effort to resolve such dispute. In the event the dispute cannot be resolved by agreement of the parties, with or without the assistance of mediation, said dispute shall be resolved by arbitration pursuant to RCW 7.04A, as amended, with both parties waiving the right of a jury trial upon trial de novo, with venue placed in Pasco, Franklin County, Washington. The substantially prevailing party shall be entitled to its reasonable attorney fees and costs as additional award and judgment against the .other. 16. Nonwaiver. Waiver by the City of any provision of this Agreement or any time limitation provided for in this Agreement shall not constitute a waiver of any other similar event or other provision of this Agreement. 17. Integration. This Agreement between the parties consists in its entirety of this document and any exhibits, schedules or attachments verified by initials as a part of Exhibits A and B. Any modification of this Agreement or change order affecting this Agreement shall be in writing and signed by both parties. 18. Authorization. By signature below, each party warrants that they are authorized and empowered to execute this Agreement binding the City and the Consultant respectively. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the day and year first written above. CITY OF PASCO, WASHINGTON Dave Zabell, City Manager CONSULTANT:TCA ARCHITECTURE PLANNING INC., PS Brian Harris Professional Services Agreement- Station 83 and Station 84 Conceptual Design Page 9 ATTE T: Daniela Erickson, City Clerk APP` � RAS TO FORM: Leland B. Kerr, City Attorney Professional Services Agreement- Station 83 and Station 84 Conceptual Design Page 10 1-uN/a/T 'A" CITY OF PASCO Station 83 (Road 68) & Station 84 (Road 48) Conceptual Design T ® A ExNbit A Approximate assumed station sizes for fee calculation Station 83 7-9,000 SF Station 84 11-13,000 SF Fee Breakdown by Phase % Schematic Design 18 Design Development 20 N/A Construction Documents 31 N/A Bidding 2 N/A Construction Administration 29 N/A PHASE 1 SERVICES Fee Task 1 Conceptual Design Station 83 & 84 Conceptual Design/Programming (5) meetings- we exhibit A for scope description $ 34,500 'assumes programming and conceptual design can be done concumently, Civil Engineering Station 83 $ 3,400 Civil Engineering Station 84 $ 3,400 Conduct site visit to assess and document existing conditions Meet and coordinate with TCA. City of Pasco, utilities regarding site development Research site zoning and utility, availability for location Develop civil engineering narrative Develop conceptual/preliminary storm drainage design for unit cost estimation Prepare conceptual site layout plans and submit for review and comment Revise and finalize conceptual site layout plans based on City of Pasco feedback Conceptual Design Estimate Station 83 $ 7,125 Conceptual Design Estimate Station 84 $ 8,000 Divisions 1-14, 31-33 Divisions 21-23.26-28 Consultant Mark-up 15%- Management & Handling Fee S 3,289 Reimbursable Expense Allowance $ 4,000 Total Phase 1 $ 63,714 PHASE 2- BASE DESIGN SERVICES Fee Schematic Design Station 84- see exhibit A for scope description $ 38.860 Station 84- see exhibit A for scope description $ 58,320 Civil Engineering Station 83 $ 3,700 Civil Engineering Station 84 $ 3,700 Meet and coordinate with TCA, City of Pasco, utilities regarding schematic design Develop schematic site grading and storm drainage designs per Storm water Manual and City requirements Develop schematic civil site plan based on Phase 1 and City feedback Prepare SEPA checklist for submittal to the City Planning Department Prepare CUP Application Schematic Design Estimate Station 83 $ 8,000 Schematic Design Estimate Station 84 $ 9,000 Divisions 1-14,31-33 Divisions 21-23, 26-28 Consultant Mark-up 15%- Management & Handling Fee $ 3.660 Reimbursable Expense Allowance S 5,000 Total Phase 2 $ 130,260 Consultants by City Survey Geotechnical Engineering Phase 1 Environmental Survey Ground Penetrating Radar General Assumptions Assumes a design! bid / build process Assumes a single bid phase -6k'g1'31 r 08 41 CITY of PAsco Station 83 (Road 68) & Station 84 (Road 48) Conceptual Design Exhibit • .„„ ;,,, PHASE 1 TASK 1 Conceptual Design Services in this phase include: Services to develop a detailed facility program, obtain and analyze site information, develop conceptual site and floor plan diagrams, prepare a cost estimate and project budget. • Provide project administration (project management, meeting coordination, consultant coordination, client correspondence, meeting minutes). • Program questionnaire development and distribution. • Administer a project kick-off meeting to identify and review project goals, schedule, and potential risks. Programming questionnaire review. • Refine project schedule, inclusion plan and risk framework from project kick-off meeting. • Work with the City to coordinate on-site investigations. (see below for responsibility) • Programming meeting- space needs and diagram review, space criteria, space adjacency discusions. • Update program diagrams and adjacencies. • Final programming meeting. • Research project zoning ordinances and building code. • Develop civil engineering narrative. • Verify preliminary code information with City. • Develop site relationship diagrams and massing studies. • Develop conceptual civil engineering concept. • Presentation to stakeholders. • Refinement of site design concept, conceptual plan and massing studies. • Work with cost estimator to develop ROM construction costs and project budget. • Update project schedule based on conceptual design findings. • Present conceptual design documents and cost estimate to the City for review and comment. • Finalize conceptual design documents and cost estimate. Deliverables TCA City Survey X Geotechnical report City X Phase 1 Environmental Survey X Ground Penetrating Radar Survey X Abatement Survey NA Risk Analysis Tracking Framework X Facility Program X Zoning & Code Compliance Review w/ City X Project Schedule X Conceptual Design X Project Budget X PHASE 2 TASK 1 Schematic Design -13% of Basic Service Fee Services in this phase include: Services to prepare drawings and documents further developing the conceptual design, scale and relationship of project for approval by the City. Provide project administration (project management, meetings, consultant coordination, client • Work with the City to coordinate additional on-site investigations, studies, reports, and/or update as necessary. • From the conceptual plan develop schematic design drawings incorporating comments into developed floor plans, elevations, site plan, and electronic massing model. Submit design drawings to City for review and comment. • Develop furnishings and equipment list for incorporation into construction documents as Owner or Contractor supplied. • Adjust schematic design as required to meet City needs. • Refine outline specifications describing general types of construction materials, HVAC systems and electrical requirements. • Review and develop documents as required for a conditional use/variance submittal (if required) • Further research of zoning ordinances and building code for project conformance. • Obtain preliminary code review of project from the City. • Work with cost estimator to develop updated construction costs. • Present drawings to neighborhood (if required). + Present 30% design documents, including specifications and cost estimates to the City for review and comment. • Update project schedule. • Obtain approval from the City to proceed to the next task. TASK 2 Design Development - 20% of Basic Service Fee (Future) Services in this phase Include: Services to prepare drawings, specifications and other documents to fix and describe the size and character of the entire project, including site and building systems, materials and elements. • Provide project administration (project management, meetings, consultant coordination, client correspondence). • Work with Civil Engineer, GeoTech, Traffic Engineer (if required), Surveyor, and landscape Architect to prepare the Conditional Use Permit/Variance and site plan submission. • Design development of site improvements and building as necessary to define the functional layout and meet the City design goals. • Develop 24 x 36 design drawings including plans, elevations, sections, wall sections, interior elevations, site plan, site utilities, grading plan, drainage plan, paving plan and landscape plans in conjunction with the other disciplines. • Update specifications and expand detail. • Work with the City to review Owner Contractor Agreement and General Conditions of the Contract. • Work with estimator to develop an updated construction cost and project estimate. Estimate to include but not be limited to construction costs, professional fees, furnishings, permit, special inspections, and escalation. • Submit 60% documents to the City for review and comment. Obtain approval from the City to proceed to next task. • Update project schedule. • Digital copy of final task deliverable shall be provided. TASK 3 Construction Documents - 36% of Basic Service Fee (Future) Services in this phase include: Services to prepare drawings, specifications and other documents setting forth in detail the requirements for permit approval, bidding and construction of the project. • Provide project administration (project management, meetings, consultant coordination, client correspondence). • Finalize construction documents. • Finalize technical specifications. • Submit 95% documents to the City for review and comment. • Coordinate construction documents and specifications with project team. • Coordinate project team as necessary to obtain permit approvals. • Work with estimator to update project estimate to bidding level accuracy. • Project budget update. • Preparation of Project Manual. • Submit construction documents for permit. • Respond as necessary to plan check comments. • Update project schedule. • Digital copy of final task deliverable shall be provided. TASK 4 Bidding and Negotiation - 2% of Basic Service Fee (Future) Services in this phase Include: Services to assist the City in issuing bid documents. • Work with City coordinating the advertisement for bids. • Coordinate reproduction and delivery of bid documents for bidding with print shop. • Attend pre-bid conference (as required). • Respond to and clarify bidder questions by addendum. • Evaluate bids and recommend lowest responsible bidder to the City. TASK 5 Construction Administration & Closeout - 29% of Basic Service Fee (Future) Services in this phase include: Services to administer the construction contract as set forth in the general conditions of the contract for construction. • Participate in pre -construction meeting. • Attendance at bi-monthly site meetings during construction for the purpose of coordination and observing general conformance to the design intent. • Process Supplementary Instructions, Proposal Requests, Change Orders, Change Directives and coordinate issue resolution during the construction phase. • Respond to contractor questions during construction (Request for Information- RFls). • Coordinate consultants to address questions during construction. • Review submittals and shop drawings. • Review and process monthly certificates for payment in conjunction with the City. • Provide pre -final inspection and punchlist. • Facilitation of Operation and Maintenance Manuals, warranties and guarantees. • Issue a Certificate of Substantial Completion. • Provide Final Inspection (Base contract includes two reviews). • lime of construction administration assumes from Notice to Proceed to 60 days past substantial completion. Work beyond this time period shall be billed as an additional service.