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HomeMy WebLinkAboutInvision - Prof Serv Agreement - Mayor PD Renovations - 7.3.2023INVISION PLANNING I ARCHI [EC (UK. I INTERIORS t in May 19, 2023 Greg Ahlhelm Building Official / Commercial Plans Examiner Waterloo Building Department 715 Mulberry Street, 2" d Floor Waterloo, IA 50703 Greq.ahlhelm c(Dwaterloo=ia.org Re: Mayor Office & Police Department Study Greg: Thank you for the opportunity to outline services to provide a planning study for the Police Department entrance. The following outlines the work to test the feasibility and budget of the defined limited scope. This proposal includes the first floor of the Police Department only as it relates to direct public access from the exterior. During our conversations leading up to this, expanded planning was often part of the discussion. There may be value in growing the scope of the study and the Kick Off meeting below may lead in that direction. We can revise the proposal after the Kick Off meeting if necessary. PLANNING STUDY Scope O Mayor's Office o The preliminary design work that has been done for the Mayor's Office will used as the basis of planning for study of the Police Department Public Access from the exterior. o The plan for the Mayor's Office is understood to be fluid and may change with the planning for the Police Department. • Police Department ® Develop conceptual plans to provide first floor direct access to the Police Department. o Develop site plan to support the revised entrance plan. o Develop budgeting costs for the defined work at the first floor and added entrance design. DESIGN SERVICES INCLUDED: o Getting ready ® Modeling of the existing first floor of Police Department. We have plans to get us started. Site Verification will be needed. © Modeling of the site. i. Collect additional documentation of the site including locations of utilities, parking, and other site related information. o Meetings O Meeting 1 — Kick off. Establish planning goals with constituents. This meeting will require the Mayor, representatives for the Police Department, and other City representatives as recommended. We recommend that Noel Anderson, and you Greg, be part of the group. 501 SYCAMORE ST, SUITE 101, WATERLOO, IA 50703 PO BOX 1800, WATERLOO, IA 50704-1800 (319) 233.8419 303 WATSON POWELL JR. WAY, SUITE 200 DES MOINES, IA 50309 (515) 633.2941 PEOPLE. PROCESS, BALANCE. INVISIONARCH.COM \VISION PLANNING I ARCHITECTUHL I INTERIORS At this time, we are assuming that the scope is limited to first floor entrance access to the Police Department. o Meeting 2 — Needs assessment with Police Department representatives. o Meeting 3 — Design Options review meeting • Meeting 4 — Selected Design Review meeting • Meeting 5 — Final Plan review with budget o Deliverables o Schematic floor plans o Site plan o Narrative of scope o Project Budget for planning. • Summary of process to move design to Bidding documents • MEPT design will be conceptual only We will review the existing systems with MODUS and develop a conceptual plan to align with the changes. MODUS will help with square foot costs to support the budget. • Structural engineering design will be conceptual only. We do not expect to use a structural engineer during this planning process. • Civil Engineering will be conceptual only. We do not expect to use a Civil Engineer during this planning process. S ERVICES EXCLUDED: • Modeling, planning or design of other floors of the Police Department. If the scope expands to these floors we will amend our scope of work, and associated fee. o Full Schematic Design o Preparation of Bidding Documents • Services beyond the scope of this letter o Furniture, Fixtures and other Equipment • Signage design and specification • Specifications for bidding and construction. CLIENT RESPONSIBILITIES: 1. Supply of existing building documentation 2. Coordination of access for the design team to the affected parts of the building that are included in the planning. 3. Participation in meetings outlined by Design Team to support design process 4. Participation of final decision makers 5. Plan review for code compliance CONSTRUCTION BUDGET: 1. Construction Budget has not been established. One of the goals of this process is to test the cost of the work, and help the City develop a budget for the work. S CHEDULE: 2 INVISION PLANNING I ARCHITECTURE I INTERIORS This proposal assumes 5 planned meetings, site verification, modeling and design, and documentation preparation. The timeline will be driven by the availability of participants and getting meetings scheduled. • Goal is to have final report complete by September 30, 2023. We will do our best to make this timeline shorter. • If the scope changes, the timeline will be re-evaluated. BASE SERVICE FEE We propose a lump sum fee of $13,000 for the services outlined above. Applicable portions of the planning fee may be credited back if a construction driven project moves forward. This will be negotiated at that time. Reimbursable expenses, as needed, will be invoiced at cost with no markup. If this is acceptable, please return a signed copy of this letter which will serve as our agreement. Please contact me if you have any questions regarding the proposal at katep a(�,invisionarch.com or (319) 433-3824. We appreciate this opportunity to work with you again! Sincerely, Kate Payne, AIA Managing Director Cc: Eric Ritland, ericr(a invisionarch.com ; Lisa Chamberlain, lisac@invisionarch.com : Jeff Oltmann, jeffo@invisionarch.com Authorized By: Printed Name: QuertEat J-tarE 7/3/2023 Signature Date Quentin Hart 3