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Home My WebLink AboutRes2019-072 Sponsored by: Meszaros CITY OF SEWARD,ALASKA RESOLUTION 2019-072 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH LUMEN DESIGN, LLC FOR THE SEWARD ANIMAL SHELTER PROJECT, PROFESSIONAL ARCHITECTURAL SERVICES FOR CONCEPT DESIGN, IN AN AMOUNT NOT TO EXCEED $28,000,AND APPROPRIATING FUNDS WHEREAS, for a number of years the Council, administration and community have made the City's Animal Shelter a priority; and WHEREAS, Council passed Resolution 2018-049 authorizing the creation of the animal shelter relocation fund; and WHEREAS, Council passed Resolution 2018-080 selecting 605 Sea Lion Avenue as the new animal shelter location; and WHEREAS, Council passed Ordinance 2019-007 to amend zoning code to allow for animal shelters within the Institutional Zoning District; and WHEREAS, Council has passed numerous City and State legislative priority Resolutions seeking funding and support; and WHEREAS, in order to further fund raising and grant submission efforts the City issued a Request For Proposals (RFP) for Professional Architectural Services for Concept Design; and WHEREAS, the City received four submittals which were scored by the City Manager, Assistant City Manager and Community Development Planner; and WHEREAS, Lumen Design, LLC scored the highest with 270 points, followed by Wolf Architecture at 251.1, Stantec at 235.4, and ECI at 220.4; and WHEREAS, Lumen Design, LLC will perform the services as outlined in their Proposal, and within the attached contract, for$28,000. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The City Manager is authorized enter into a contract with Lumen Design, LLC in substantially the form attached hereto for the Seward Animal Shelter Project Professional Architectural Services for Concept Design in an amount not to exceed $28,000. CITY OF SEWARD, ALASKA RESOLUTION 2019-072 Section 2. Funding in the amount of $28,000 is hereby appropriated from the general fund undesignated reserves account no. 01000-0000-3710-80015 to the animal shelter fund account no. 80015- 0000-3700-01000. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 12'day of August, 2019. THE CITY OF SEWARD,ALASKA David Squires, Mayor AYES: Seese, Lane, Osenga, Horn, McClure, Squires NOES: None ABSENT: Towsley ABSTAIN: None ATTEST: rends J. Ballo , MMC City Clerk . y. ('�SMSr. se- �'•ne ergt � • SEAL • g • ..a l41 vie•y OF t'°;••`�• J Agenda Statement Meeting Date: August 12, 2019 To: Seward City Council From: Scott Meszaros, City Manager Agenda Item: Authorizing the City Manager to execute a contract with Lumen Design LLC for Professional Architectural Services ... Conceptual Design for the Seward Animal Shelter BACKGROUND & JUSTIFICATION: The City of Seward Community, Council and administration have made the City's Animal Shelter relocation a priority through Council action, administrative support and community input. Seward City Council passed Resolution 2018-049 which authorized the creation of the Animal Shelter relocation fund, Resolution 2018-080 which selected 605 Sea-Lion Avenue as the new Animal Shelter location as well as Resolutions 2018-094 and 095 which Placed the Animal Shelter relocation on the City and State legislative priorities list in order to seek funding and support. City Code was also amended through Ordinance 2019-007 to allow for animal shelters within the Institutional Zoning District. In order to further fund raising and grant submission efforts, the City issued an RFP for Professional Architectural Services for Concept Design.The RF'P was issued on June 121h and was published in a paper of local circulation on June 12111 and June 191h. Submittals were accepted through the Clerk's Department with a deadline of July 12, 2019. Four proposals were properly submitted and scored as summarized below: Background and Technical Expaicnce or Nicthodolog) Understanding or FinnSimilar AprimprMIC Including Public Nanv or Firm Liccnsin-(IS) Input(75) Wacnces(15) Coss(105) Total(300) Ircl 37 39 15 60 11 58.4 220A 1 Wolf A rch itecturc 43 45 11 (A 15 65 1 251 1 1unx-n Desin LLC 40 40 is 59 11 105 270 Isranicc 44 431 15 671 101 MA 2354 Lumen Design LLC will perform the services as outlined in their RFP and within the attached contract for$28,000. INTENT: Execute a contract with Lumen Design LLC to perform services as proposed in their submittal and the attached contract. CONSISTENCY CHECKLIST: Yes No N/A E1. Comprehensive Plan: X 2.2.7- Community P 3.7.1.5 —Plan to relocate and rebuild selected facilities to improve compatibility with land uses and increase cost-effectiveness of services 2. Strategic Plan: X 3. Other: FISCAL NOTE: There are sufficient funds within the general fund undesignated reserves account to execute this contract. Approved by Finance: ATTORNEY REVIEW: Yes X No ............ RECOMMENDATION: Approve Resolution 2019- 072 authorizing the City Manager enter into a contract with Lumen Design LLC for architectural services conceptual design. 112 111111111 �� IIIIIIIIIIIIIIIIIIIIIIIIII IIIIIIIIIIIIIIII IIIIIIIIIIIIIIII lumendesign "" Petra Sattler-Smith Scott Meszaros Principal,AIA City Manager 306 G Street City of Seward Anchorage,AK 99501 410 Adams Street (907) 771 9940 (907) 224 4012 petra@lumenak.com smeszaros@cityofseward.net July 31,2019 Project Seward Animal Shelter Project- Concept Design Phase Standard Short Form of Agreement between Owner and Architect AGREEMENT made as of the thirty-first day of July in the year 2019 (In wards„ indicate day, month and year.) BETWEEN the Owner: (Name, legal status,address and other information) Scott Meszaros City Manager City of Seward 410 Adams Street Seward,AK 99664 (907) 224 4012 and the Architect: (Name, legal status,address and other information) Lumen Design LLC 306 6 Street Anchorage,AK 99501 (907) 771 9940 for the following Project: (Name, location and detailed description) Seward Animal Shelter Lot 6A-2 Fort Raymond Subdivision 605 Sea Lion Avenue Seward,AK 99664 Provide professional architectural services for concept design for the Seward Animal Shelter Project.The building will be approx.4,000 sf facility for dogs and cats. The Owner and Architect agree as follows. ARTICLE 1 ARCHITECT'S RESPONSIBILITIES The Architect shall provide architectural services for the Project as described in this Agreement.The Architect 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 Architect shall perform its services as expeditiously as is consistent with such professional skill and care and the orderly progress of the Project.The Architect shall assist the Owner in determination consulting services required for the Project.The Architect's services include the following consulting services, if any: 1 113 I. Architectural: site analysis and programming,initial client meeting,concept design (site plan,floor plans and elevations, sections)concept design presentation meeting II. Civil:site analysis and concept design (site plan including building location,water and sewer alignment,parking and access drive arrangement,site drainage). III. Structural:concept design narrative IV. Mechanical:concept design narrative V. Electrical:concept design narrative VI. Cost estimate based on final concept design During the Design Phase,the Architect shall review the Owner's scope of work, budget and schedule and reach an understanding with the Owner of the Project requirements. Based on the approved Project requirements,the Architect shall develop a design,which shall be set forth in drawings and other documents appropriate for the Project. The anticipated concept design schedule is the following: Contract finalized August 12 2019 Phase 1 Site visit/analysis+ client meeting 7 days August 19 -25 2019 Phase 2 Preliminary concept design 35 days August 26-September 29 2019 Phase 3 Final concept design/estimate 14 days September 30—October 14 2019 The architect will retain the following consultants: Civil engineer Enterprise Engineering Inc Nick Homerding, PE 2525 Gambell Street Anchorage,AK 99503 Structural engineer Arete, Ilc Seth Andersen, PE 1017 N Street Anchorage,AK 99501 Mechanical engineer Jernstrom Engineering Ilc Greg Jernstrom, PE 721 W 1st Avenue # 100 Anchorage,AK 99501 Electrical Engineering EIC Engineering, Inc Eric Cowling, PE 6927 Old Seward Hwy# 200 Anchorage,AK 99518 Cost Estimating Criterion General, Inc. Kyle Scalis 2820 Commercial Drive Anchorage,AK 99501 ARTICLE 2 OWNER'S RESPONSIBILITIES The Owner shall provide full information about the objectives,schedule,constraints and existing conditions of the Project,and shall establish a budget that includes reasonable contingencies and meets the Project requirements.The Owner shall provide decisions and furnish required information as expeditiously as necessary for the orderly progress of the Project. The Architect shall be entitled to rely on the accuracy and completeness of the Owner's information. The Owner shall furnish consulting services not provided by the Architect, but required for the Project,such as surveying,which shall include property boundaries,topography, utilities,and wetlands information;geotechnical engineering;and environmental testing services.The Owner shall employ a Contractor,experienced in the type of Project to be constructed,to perform the construction Work and to provide price information. 2 114 ARTICLE 3 USE OF DOCUMENTS Drawings,specifications and other documents prepared by the Architect are the Architect's Instruments of Service,and are for the Owner's use solely with respect to constructing the Project.The Architect shall retain all common law,statutory and other reserved rights, including the copyright. Upon completion of the construction of the Project, provided that the Owner substantially performs its obligations under this Agreement,the Architect grants to the Owner a license to use the Architect's Instruments of Service as a reference for maintaining,altering and adding to the project.The Owner agrees to indemnify the Architect from all costs and expenses related to claims arising from the Owner's use of the Instruments of Service without retaining the Architect.When transmitting copyright-protected information for use on the Project,the transmitting party represents that it is either the copyright owner of the information,or has permission from the copyright owner to transmit the information for its use on the Project. ARTICLE 4 TERMINATION,SUSPENSION OR ABANDONMENT In the event of termination,suspension or abandonment of the Project by the Owner,the Architect shall be compensated for services performed.The Owner's failure to make payments in accordance with this Agreement shall be considered substantial nonperformance and sufficient cause for the Architect to suspend or terminate services. Either the Architect or the Owner may terminate this Agreement after giving no less than seven days'written notice if the Project is suspended for more than 90 days,or if the other party substantially fails to perform in accordance with the terms of this Agreement. Except as otherwise expressly provided herein,this Agreement shall terminate one year from the date of Completion. ARTICLE 5 MISCELLANEOUS PROVISIONS This Agreement shall be governed by the law of the place where the Project is located. Neither party to this Agreement shall assign the contract as a whole without written consent of the other. Nothing contained in this Agreement shall create a contractual relationship with,or a cause of action in favor of,a third party against either the Owner or the Architect. The Architect shall have no responsibility for the discovery, presence, handling, removal or disposal of,or exposure of persons to, hazardous materials or toxic substances in any form at the Project site. ARTICLE 6 PAYMENTS AND COMPENSATION TO THE ARCHITECT The Architect's Compensation shall be: 1-he lurnp-.sum cost for the services described above shall be$25,000.00 The Owner shall reimburse the Architect for expenses incurred in the interest of the Project, plus ten percent(10 0/0). Reimbursable expenses are in addition to compensation for services described above and include expenses incurred by the architect directly related to the project,as follows: 1. Large format printing and reproduction of documents 2. Expense of postage and handling of drawings and Specifications and other documents 3. Renderings, models, mock-ups and/or presentation materials requested by the owner 4.Additional site visits to Seward requested by the owner including but not limited to transportation, lodging and meals are considered reimbursable expenses S. Additional insurance coverage or limits if the owner requests such insurance in excess of that normally carried by the Architect 6. Expense of special consultants when authorized in advance in writing by the owner. 7.Topographic and Boundary Survey if required Payments are due and payable upon receipt of the Architect's monthly invoice. Payrnent schedule shall be the following: 1. Payment $13,000 2. Payment$13,600 3. Payment $1,400 Amounts unpaid thirty-five (35) days after the invoice date shall bear interest from the date payment is due at the rate of one percent(1 %) Monthly,or in the absence thereof,at the legal rate prevailing at the principal place of business of the Architect. At the request of the Owner,the Architect shall provide additional services not included in Article 1 for additional compensation.Such additional services may include, but not be limited to, providing or coordinating services of consultants not identified in Article 1; revisions due to changes in the Project scope,quality or budget, or due to Owner-requested changes in the approved design; evaluating changes in the Work and Contractors' requests for substitutions of materials or systems; providing services necessitated by the Contractor's failure to perform;and the extension of the Architect's Article 1 services beyond twelve(12) months of the date oftl1 is Agreement through no fault of the Architect. 3 115 ARTICLE 7 OTHER PROVISIONS (Insert descriptions of other services and modifications to the terms of this Agreement.) This document establishes the relationship, rights and responsibilities of the Owner and the Architect. If additional site visits are required or requested by the owner those will billed hourly in addition to the lump sum fee. Lumen design hourly billing rates for services of the architect are set forth below. Employee or Category Rate Principal $ 160/hour Architect$ 12S/ hour Clerical or travel $80/hour Lumen design Ilc reserves the copyright to the design and prior written permission is required for any usage including copy and reuse of the developed design. Lumen design Ilc reserves the right to use the project for marketing purpose and publications. This agreement entered into as of the day and year first written above. OWNER (Signature) Scott Meszaros, City manager,City of Seward (Printed name and title) ARCHITECT(Signature) Petra Sattler-Smith, Principal, Lumen Design LLC (Printed name, title,and license number,. if required) 4 116