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Home My WebLink AboutINVISION - Courier Bldg Renos - 12.2.2024INVISION PLANNING i ARCHITECTURE I INTERIORS in November 14, 2024 Greg Ahlhelm Building Official / Commercial Plans Examiner Waterloo Building Department 715 Mulberry Street, 2nd Floor Waterloo, IA 50703 Greg.ahlhelm(a�waterloo=ia.orq Re: City Hall — Courier Building Renovations Greg: We are pleased to present this proposal for architectural design and engineering services for the renovation of the interior of the existing Courier Building on East 4"" Street in Waterloo to serve as Waterloo City Hall. The design will be developed based on the test fit plans already provided. The following information includes full architectural services, led by INVISION to prepare a set of bidding documents based on your needs. We will work with you on phased delivery if that is necessary. PROJECT INFORMATION A. The scope of work includes remodeling the three floors of the existing Courier Building on E. 4'I' St. This includes Architectural and MEPT design for the 48,000sf structure. We have been working hourly to do test -fits based on program information provided by the City A portion of that work will be applied to the Schematic Design Scope and credited to the overall design fee for the full project. B. INVISION will work with two teams of City of Waterloo representatives. a. Police Department leadership for the Police area of the building b. Waterloo City Building Committee for the remainder of the building. C. Budget: a. An owner established budget has not been provided. b. INVISION provided a budget based on the scope of work identified during the test fits. The fees included in this proposal are based on this cost and scope defined in the test fits. i. Construction Budget: $5.5M ii. Soft Costs based on 25% of Construction Budget: $1 35M iii. Total Project Cost including construction contingency $6.85M. c. There are many unknowns in the establishment of this budget and therefore costs will change as the project moves forward. D. Construction Delivery a. We understand that this project will be publicly bid with one bid package. E. Form of Contract: a. Basis of contract will likely be AIA B101 — 2019 Standard Form of Agreement Between Owner and Architect 501 SYCAMORE ST, SUITE 101, WATERLOO, IA 50703 303 WATSON POWELL JR. WAY, SUITE 200 PO BOX 1800, WATERLOO, IA 50704-1800 DES MOINES, IA 50309 (319) 233.8419 (515) 633.2941 PEOPLE PROCESS. BALANCE. INVISIONARCH.COM INVISION PtANNIUG I ARCHITECTURE I INTERIORS SCOPE ASSUMPTIONS A. First Floor: a. Full gut and remodel of the majority of the space to house: i. Police Department ii. Clerk & Finance Offices (also test fit for Second Floor) b. Reconfiguration of the HVAC, Plumbing, IT, and Electrical systems to accommodate the selected plan c. Evaluation of exterior windows for added security needs. d. Determine any exterior improvements on the front and rear sides of building. B. Second Floor: a. Remodel of majority of the space to house: i. Cable & Cable Studio ii. City Council Chamber (also test fit for First floor). 1. IT space associated with Council Chamber iii. Clerks & Finance (also test fit for First Floor) iv. Building Maintenance Department v. Planning Department vi. Engineering Department vii. Mollenhoff Conference Room b. Reconfiguration of the HVAC, Plumbing, IT, and Electrical systems to accommodate the selected plan C. Third Floor: a. Remodel of majority of space to house: i. Mayor and City Attorney Suite ii. Housing Authority Department iii. Human Rights Department iv. Code Enforcement Department v. Human Resources Department vi. Information Technology Department vii. Community Development Department b. Reconfiguration of the HVAC, Plumbing, IT, and Electrical systems to accommodate the selected plan D. Building wide: a. DDC front end system b. Fire Alarm updates c. Emergency Generator PROJECT TEAM 1. INVISION Team will oversee the design of the project. Our team includes Jim Trunell, Kindra Christensen and support staff as needed. Kate Payne will provide project success oversight. 2. MECHANICAL, ELECTRICAL AND PLUMBING, and TECHNOLOGY ENGINEERING These services are included in the proposal i VISION PLANNING I ARCUITECTURE i INTERIORS 3. COST ESTIMATING This proposal includes a fee for INVISION to provide cost opinions as outlined below. If the City chooses to add a cost consultant, we will issue an Additional Services amendment as needed. 4. STRUCTURAL ENGINEERING We have included a small allowance in the proposal for miscellaneous Structural Engineering. 5. CIVIL ENGINEERING We have not included Civil Engineering in this proposal. 6. LANDSCAPE ARCHITECTURE We have not included a Landscape Architect in this proposal. 7. ENERGY MODELING We have not included this in the proposal. 8. SUSTAINABILITY We have not included this in the proposal. If the design develops a need for any additional consultants, we will review the options and costs with you and issue an amendment for the additional services. OVERALL SCHEDULE A. Project Schedule and Deliverables a. SD Phase — 6 Weeks i. Two meetings with the Police Department to finalize floor plan ii. Two meetings with Building Committee (needs definition) to finalize floor plan iii. SD Phase 100% drawing set and outline specification for approval iv. SD Phase project cost estimate b. DD Phase — 8 Weeks i. One meeting with each department. ii. Building Committee Progress Meeting iii. Interior finishes meetings iv. DD Phase 100% drawing set and DD Specification for approval 1. Printed Set will be provided. Billed as reimbursable c. CD Phase — 7 Weeks i. 50% CD Review Page Turn Meeting. 1. Printed set if requested. Billed as reimbursable. ii. 95% CD Page Turn Meeting iii. 100% Bid Set — drawings and specifications. 1. Printed set if requested. Billed as reimbursable. d. Bidding & Negotiations — 4 Weeks i. Publish Bid Set for contractor bidding ii. Bid date TBD iii. Preparation of Construction Contract between Owner and Constructor. iv. City Council approval of bids e. CA Phase — 30 Weeks 1. Start Construction I\VISION IAt4NU u. ARCHITECTURE I INTERIORS ii. Review shop drawings f. This timeframe produces bid results by mid -May 2025 assuming earlier schedule milestones are met. DELIVERABLES and SERVICES INCLUDED 1. Architectural, Mechanical, Electrical, and Technology engineering for scope outlined above. 2. Review and finalization of space program from Test Fit work. 3. Services: a. Architectural: Standard Architectural services to provide Design, Bidding, and Construction Administration services for the project. b. Mechanical, Electrical, Plumbing, and Technology engineering to provide Design, Bidding, and Construction Administration services for the project. c. Structural design as needed within a limited scope. No major structural changes are anticipated. d. Site verification of existing conditions. e. 2-4 Schematic design level interior renderings 4. Cost Evaluation a. Schematic Design level cost opinion. b. Design Development level cost opinion. c. Costs will not be included for design or construction of work outside the building. 5. Meetings as described in Schedule section of this letter. SERVICES EXCLUDED A. Services beyond the scope of this letter B. Furniture, Fixtures and other Equipment evaluation or design services a. We can provide a fee to evaluate the available furniture that exists in the building for City reuse C. Signage design and specification D. Printing and other reimbursable costs E. Code Review. CLIENT RESPONSIBILITIES 1. Review and sign off on space program previously developed. 2. Supply existing building documentation 3. Participate in meetings outlined by Design Team to support design process 4. Establishment of Building Committee and timely participation for decision -making. 5. Plan review for code compliance 6. Sign off on each design phase. BASE SERVICE FEE A. We propose a lump sum fee of $420,000 for the entire project, SD thru CA phases. Each phase will be billed as a percentage of the lump sum amount. Schematic Design 20% Design Development 25% Construction Documents 25% Bidding & Negotiations 5% Construction Administration 25% INVISION PLANNING 4 ARCMl'ECTURE i INTUtiCAS B. The lump sum includes $7,000 credit for work completed to date on this project. C. Reimbursable expenses, as needed, will be invoiced at cost with no markup. CONCLUSION If this is acceptable, please return a signed copy of this letter to our office for our records. We will then formalize with the AIA Agreement between Architect and Owner. Please contact me if you have any questions regarding the proposal at katep@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(invisionarch.com ; Lisa Chamberlain, lisact invisionarch.com Authorized By: Printed Name: 62uerctuz 1-far DIGITALLY 16NED 12/2/2024 Signature Date 5 PROJECT MEETING SCHEDULE PROJECT Waterloo City Hall Building PROJECT # 24102 Renovations OWNER City of Waterloo DATE November 14, 2024 PROCESS STEP MEETING DISCOVERY DURATION Meeting 1 Work Session - POLICE o Introductions o Test Fit Recap o Program review o Plan review o Project Schedule o Process -Overview, Identify Next Steps o Proactive Approach -Set Meeting Dates Meeting 1 Work Session - BUILDING COMMITTEE o Introductions o Project Scope Assumptions o Test Fit Recap o Program review o Plan review o Project Schedule o Process -Overview, Identify Next Steps o Proactive Approach -Set Meeting Dates, Budget Review o Report out from Police meeting STRATEGY Meeting 2 Work Session - POLICE o Program Update o Process o Floor Plan sign off o MEPT scope presentation o Program check o Proactive Approach -Budget Review o Project Schedule -Update o Process- O Floor Plan sign off o Other pending decisions o MEPT scope and systems sign off o SD sign off for pricing 2.0 hours 2.0 hours DATE Nov. Nov. 1.5 hours Dec. I\ VISION 0 2024 INVISION I STRATEGY 1 Meeting 2 Work Session — BUILDING COMMITTEE o Project Schedule -Update o Program Update o Process o Floor Plan sign off o MEPT scope presentation o Program check o Proactive Approach -Budget Review, Bidding Schedule Review o Process- o Interior Finish review o Floor Plan sign off o Other pending decisions o MEPT scope and systems sign off o Bidding Schedule o SD sign off for pricing 1.5 hours ! Dec. Meeting 3 Refine the Vision o Project Schedule -Update, Owner Coordination Items o Program Update o Pending Decisions o Systems & Detailing -Review Preliminary Details and System Overviews, Specification Review Items -Owner Standards o DD sign off IMPLEMENTATION IMPLEMENTATION IMPLEMENTATION 2 hours February Meeting 4 50% Document Page Turn o Project Documents review o Drawing page turn o Spec front end review Meeting 5 Final Document Page Turn o Project Documents review o Drawing page turn o Spec highlights 1.5 hours 1 March 1.5 hours April Bidding and beyond o Pre -Bid meeting o Public Hearing — if needed o Public Bid Opening o Pre -Construction Meeting o Regularly scheduled Construction Meetings o Punch o Final Acceptance and Close out FYI only May thru January INVISION 2024 INVISION