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HomeMy WebLinkAboutInvision - Contract Design Services - 9.20.2021 INVISION PLANNING ARCHITECTURE I INTERIORS DESIGN SERVICES PROPOSAL WATERLOO PUBLIC WORKS PLANNING September 7, 2021 Randy Bennett Public Works Director City of Waterloo randy.ben nett(cDwaterloo-ia.org Randy, Thanks for reaching out about the Waterloo Public Works Facility Planning. We have made some assumptions based upon our meeting to get the conversation started. PROJECT INFORMATION 1. Scope a. The intent of the study is to test and locate high level future needs for the building and site. The intent is to allow for planned incremental additions of physical needs to the site in an approach that doesn't negatively impact future decisions. b. General notes from our meeting. Scope of work could potentially include the following. i. Build new hoop building ii. Locate new brine building next to hoop building with spill containment. iii. Locate sanitation operations structures on the site. iv. Locate new vehicle maintenance building. v. Open storage building for V drop spreaders vi. Internal storage for refuse containers. vii. Provide cold storage space with potential overhead protection canopy for vehicles. viii. Locate flood pump storage. ix. Locate new vehicle fueling site. x. Develop additional staff and visitor parking. xi. Locate 5,000 gallon storage tank with spill containment. xii. Locate outside wash bay that is covered but not enclosed. xiii. There are several existing MEP/control issues that need to be addressed long term. xiv. Improve storage/ layout for traffic and building maintenance areas. Add openings potentially. xv. Bring flood equipment storage back on site if possible. xvi. Avoid brownfield contamination areas. c. Phase 1 project following planning could include hoop building, brine building, fueling station and site changes at entry. This project would be further defined with budgeting in the study. 2. Budget a. There is no budget at this time. This is about planning. 501 SYCAMORE ST,SUITE 101 303 WATSON POWELL JR.WAY,SUITE 200 PEOPLE. PROCESS. BALANCE. WATERLOO,IA 50703 DES MOINES,IA 50309 319.233.8419 515.633.2941 INVISIONARCH.COM INVISION PLANNING ARCHITECTURE I INTERIORS 3. Schedule a. We understand schedule for this is a little loose at this time. See summary below for an understanding of how the process might go from our perspective. b. Contract returned with signature c. 2 weeks—Your staff gathers information for the study. We will need all original building drawings (cad file preferred), soil contamination, surveys, etc. d. 2-3 weeks— Following receipt of information, INVISION to prepare base drawings e. 1 week- Initial project information and goals review meeting (2-3 hours) f. 2-3 weeks— INVISION prep for collaborative work session g. 1 week—Collaborative work session with your staff(3-4 hours) h. 2-3 weeks— Follow up from meeting and preparation of final summary. i. Final report. Goal is to complete by the end of the year if we can get information in a timely manner. j. We can move faster than this but typically our clients need more time between these events than we do. If you need to be more aggressive with the schedule, let us know. We can adapt. k. Phase 1 project following the study could include hoop building, fueling station and brine building. 4. Form of Contract a. This letter will serve as the form of agreement for the study. ARCHITECTURAL DESIGN PROPOSAL 5. Basic Services a. Design is anticipated to move forward in phases. i. DATA COLLECTION 1. We understand you have electronic drawing files which will serve as the basis of our study. 2. You will provide a comprehensive list of needs with approximate sizes and requirements. We can provide a template. 3. We will need to pay attention to the Brownfield site requirements. You indicated you have a good sense of this and that an in depth analysis is not part of the study. We need to understand those limitations. You indicated you have a plan showing these constraints. 4. Once we have your drawings we will develop a base drawing showing the existing conditions. This will serve as the basis of the study. ii. DISCOVERY 1. Organizational kick-off Meeting 1. This is about being on the same page about where we are going. 2. Project goal and strategy Meeting 2. This is about defining what we want to achieve and identifying project constraints as well as opportunities. 3. Review known budgeting. 4. We have not included any peer group building tours at this time but this may be prudent. 5. Review precedent. 6. Review space programming goals. iii. STRATEGY 501 SYCAMORE ST,SUITE 101 303 WATSON POWELL JR.WAY,SUITE 200 PEOPLE. PROCESS. BALANCE. WATERLOO,IA 50703 DES MOINES,IA 50309 319.233.8419 515.633.2941 INVISIONARCH.COM INVISION PLANNING ARCHITECTURE INTERIORS 1. Once we have defined the problem we will lead an interactive workshop as part of Meeting 3 with you and your chosen staff. This is meant to be hands on to work through the details in your collective heads. 2. We will work through multiple scenarios during this work session asking you to draw with us a little. 3. Following the work session we will refine the selected option. 4. A follow up Meeting 4 will review the final solution with the group. 5. Assemble final imagery and summarize. Deliverables include a master plan summary of the process, costs and plan diagrams. iv. IMPLEMENTATION 1. This phase would include detailed meetings, research, design and drawings adequate for the project to be built. This is not included as part of this proposal at this time. We understand projects may come out of the master plan at a later date. b. Services would be billed hourly with an estimated not to exceed of$12,000 for the above work. 6. Consultants a. We have not included other consultants at this time. Based upon your descriptions, we will likely need some advice along the way depending on how much detail is desired. These could include mechanical, electrical, plumbing, civil or environmental engineering. We would bill these hourly if needed. b. We can work with you to add additional members to our team if we work through the process and find that we need additional expertise. This work would likely be limited if needed at all and as a result we'd recommend carrying a $5,000 allowance at this time. c. We will perform cost estimates for the projects but depending up on the scope of the work it could be useful and more accurate to engage a local contractor for some pricing potentially. We can discuss the need for this once we get to that point. 7. Reimbursable Expenses a. We do not anticipate any reimbursable expenses. If found to be necessary by you, we would bill as a direct reimbursable without markup. If you have any questions, give me a call at the office (319.433.3813) or cell (319.239.5496). We look forward to working together again. Thank you for the opportunity. Best regards, Brad Leeper, AIA Architect 9/20/2021 Authorized signature for approval Date 501 SYCAMORE ST,SUITE 101 303 WATSON POWELL JR.WAY,SUITE 200 PEOPLE. PROCESS. BALANCE. WATERLOO,IA 50703 DES MOINES,IA 50309 319.233.8419 515.633.2941 INVISIONARCH.COM