HomeMy WebLinkAbout2012-179 Contract - Straus & Seibert Architects Contract for Architectural Design Services
C I T Y O F CONSULTANT: Straus & Seibert Architects
-ASH LAND CONTACT: David Straus
20 East Main Street
Ashland, Oregon 97520 ADDRESS: 1175E. Main St.
Telephone: 541/488-6002 Medford OR. 97501
Fax: 541/488-5311
TELEPHONE: 541-779-4363
DATE AGREEMENT PREPARED: 7-18-2012 FAX: 547-779-3891
BEGINNING DATE: 7-31-2012 COMPLETION DATE: 12-30-2013
COMPENSATION: See Fee Schedule Exhibit D: NTE $52,056.00
SERVICES TO BE PROVIDED: Reference Exhibit C: Scope Statement Phase 5
ADDITIONAL TERMS:
FINDINGS:
Pursuant to AMC 2.52.040E and AMC 2.52.060, after reasonable inquiry and evaluation, the undersigned Department
Head finds and determines that: (1) the services to be acquired are personal services; (2) the City does not have
adequate personnel nor resources to perform the services; (3) the statement of work represents the department's plan for
utilization of such personal services; (4) the undersigned consultant has specialized experience;education, training and
capability sufficient to perform the quality, quantity and type of work requested in the scope of work within the time and
financial constraints provided; (5) the consultant's proposal will best serve the needs of the City; and (6) the
compensation negotiated herein is fair and reasonable.
NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE as
follows:
1. Findings/Recitations: The findings and recitations set forth above are true and correct and are incorporated herein
by this reference.
2. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described
above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance
of such service.
3. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel
assigned to the work required under this contract are fully qualified to perform the service to which they will be
assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of
Oregon, are so registered, licensed and bonded.
4. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated
above and complete the service by the completion date indicated above.
5. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specified
above. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely
terminated, payments will be made for work completed and accepted to date of termination.
6. Ownership,of Documents: All documents prepared by Consultant pursuant to this contract shall be the property of
City.
7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract.
8. Living Wage Requirements: If the amount of this contract is$18,703 or more. Consultant is required to comply with
chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees
performing work under this contract and to any Subcontractor who performs 50% or more of the service work under
this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where
it will be seen by all employees.
9. Indemnification: Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless
from any and all losses, claims, actions, costs, expenses,judgments, subrogations, or other damages resulting from
injury to any person (including injury resulting in death), or damage (including loss or destruction)to property, of
whatsoever nature arising out of or incident to the performance of this contract by Consultant(including but not
limited to, Consultant's employees, agents, and others designated by Consultant to perform work or services
attendant to this contract). Consultant shall not be held responsible for any losses, expenses, claims, subrogations,
actions, costs,judgments, or other damages, directly, solely, and proximately caused by the negligence of City.
10. Termination:
a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties.
b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing
and delivered by certified mail or in person.
Contract for Personal Services, Revised 07128/2010, Page 1 of 5
C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of,
written notice to Consultant, or at such later date as may be established by City under any of the following
conditions:
i. If City funding from federal, state, county or other sources is not obtained and continued at levels
sufficient to allow for the purchase of the indicated quantity of services;
ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way
that the services are no longer allowable or appropriate for purchase under this contract or are
no longer eligible for the funding proposed for payments authorized by this contract; or
iii. If any license or certificate required by law or regulation to be held by Consultant to provide the
services required by this contract is for any reason denied, revoked, suspended, or not renewed.
d. For Default or Breach.
i. Either City or Consultant may terminate this contract in the event of a breach of the contract by
the other. Prior to such termination the party seeking termination shall give to the other party
written notice of the breach and intent to terminate. If the party committing the breach has not
entirely cured the breach within 15 days of the date of the notice, or within such other period as
the party giving the notice may authorize or require, then the contract may be terminated at any
time thereafter by a written notice of termination by the party giving notice.
ii. Time is of the essence for Consultant's performance of each and every obligation and duty under
this contract. City by written notice to Consultant of default or breach may at any time terminate
the whole or any part of this contract if Consultant fails to provide services called for by this
contract within the time specified herein or in any extension thereof.
iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in
addition to any other rights and remedies provided by law or under this contract.
e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or
c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such
termination or modification. However, upon receiving a notice of termination (regardless whether such notice is
given pursuant to subsections a, b, c or d of this section, Consultant shall immediately cease all activities under
this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination.
Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are
or would be deliverables had the contract been completed. City shall pay Consultant for work performed prior to
the termination date if such work was performed in accordance with the Contract.
11. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City.
Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide
workers'compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to
this contract. Consultant is a subject employer that will comply with ORS 656.017.
12. Assignment and Subcontracts: Consultant shall not assign this contract or subcontract any portion of the work
without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be
void. Consultant shall be fully responsible for the acts or omissions of any assigns or Subcontractors and of all
persons employed by them, and the approval by City of any assignment or subcontract shall not create any
contractual relation between the assignee or subcontractor and City.
13. Default. The Consultant shall be in default_of this agreement if Consultant: commits any material breach or default
of any covenant, warranty, certification, or obligation it owes under the Contract; its QRF status pursuant to the QRF
Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if
consultant has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted
against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business
on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or
delegate duties under, the Contract.
14. Insurance. Consultant shall at its own expense provide the following insurance:
a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to
provide Oregon workers' compensation coverage for all their subject workers
b. Professional Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each claim, incident or occurrence. This is to
cover damages caused by error, omission or negligent acts related to the professional services to be provided
under this contract.
C. General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1,000,000. $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property
Damage. It shall include contractual liability coverage for the indemnity provided under this contract.
d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1,000,000, or Not Applicable for each accident for Bodily Injury and Property Damage,
including coverage for owned, hired or non-owned vehicles, as applicable.
e. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or
intent not to renew the insurance coverage(s)without 30 days' written notice from the Consultant or its insurer(s)to
the City.
Contract for Personal Services, Revised 07/28/2010, Page 2 of 5
f. Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its
elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only
with respect to Consultant's services to be provided under this Contract. The consultant's insurance is primary and
non-contributory. As evidence of the insurance coverages required by this Contract, the Consultant shall furnish
acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of
the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If
requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The
Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-
insurance.
15. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws
of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or
proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and
the Consultant that arises from or relates to this contract shall be brought and conducted solely and exclusively within
the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal
forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the
District of Oregon filed in Jackson County, Oregon. Consultant, by the signature herein of its authorized
representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be
construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United
States Constitution, or otherwise, from any claim or from the jurisdiction.
16. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE
' PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL
BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT,
MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR
THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR
REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT.
CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT
HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND
CONDITIONS:
17. Nona ppropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and
authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Consultant
understands and agrees that City's payment of amounts under this contract attributable to work performed after the
last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow
City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In
the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this
contract without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further
liability onsultant.
Certification. Consults shat si n the certification attached hereto as Exhibit A and herein incorporated by reference.
Consultant: City of Ashland 7) A
By - - By 2.Gs, 17 <(2(Z�—
Signa re Department Head
4 42 71C/LAu )40[ 1017:A r d_vrd
'Prinf Name Print Name
n
Title Date
W-9 One copy of a W-9 is to be submitted with ��Q �GJ
the signed contract. Purchase Order No.
Contract for Personal Services, Revised 07/2812010, Page 3 of 5
EXHIBIT A
CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that(a) the
number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be
issued to it and (b) Contractor is not subject to backup withholding because (1) it is exempt from
backup withholding or(ii) It has not been notified by the Internal Revenue Service (IRS)that it is
subject to backup withholding as a result of a failure to report all interest or dividends, or(iii) the IRS
has notified it that it is no longer subject to backup withholding. Contractor further represents and
warrants to City.that (a) it has the power and authority to enter into and perform the work, (b) the
Contract, when executed and delivered, shall be a valid and binding obligation of Contractor
enforceable in accordance with its terms, (c)the work under the Contract shall be performed in
accordance with the highest professional standards, and (d) Contractor is qualified, professionally
competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury
that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on
behalf of the entity designated above and authorized to do business in Oregon or is an independent
Contractor as defined in the contract documents, and has checked four or more of the following
criteria:
(1) 1 carry out the labor or services at a location separate from my residence or is in a
specific portion of my residence, set aside as the location of the business.
(2) Commercial advertising or business cards or a trade association membership are
purchased for the business.
(3) Telephone listing is used for the business separate from the personal residence listing.
(4) Labor or services are performed only pursuant to written contracts.
(5) Labor or services are performed for two or more different persons within a period of one
year.
(6) I assume financial responsibility for defective workmanship or for service not provided
as evidenced by the ownership of performance bonds, warranties, errors and omission
insurance or liability insurance relating to the labor or services to be provided.
4tractor - D- 2v ?i(Date)
Contract for Personal Services,Revised 07282010,Page 4 of 5
EXHIBIT C: SCOPE STATEMENT PHASE 5
Ashland Police Department Relocation
Scope Statement: Phase #5 July 20, 2012
_Architectural Design Services-Police Department Relocation
City of Ashland,Oregon
1. Introduction:
Provide professional design service for the remodel of the existing 6,400 square foot Police
Facility at 1155 East Main Street,Ashland,Oregon.Objectives:
• Remodel the Police Department with the least interruption to service.
• Create a Dual Public+Police Facility for"Community Policing Image".
• To the extent possible conformance with IACP standards.
• Incorporate environmentally and sustainable building practices.
• User satisfaction.
Phases 1 through 4 Summaries:
2. Scope Description:
It is understood that the project will be considered in three Phases.
• Phase 1. Pre-Design (to include Programming and Project Budget confirmation).
• Phase 1. Schematic Design, Design Development and Planning Approvals to include:
Development of the approved schematic and updated Cost Budget
• Phase 3. Construction Documentation: Preparation of detailed documents for
construction of the remodel with Cost Budget update.
• Phase 4. Bidding: Preparation of Bidding Documents,Services during Bidding to include
answering questions and preparing Addenda, conduct pre-bid conference,Assist Owner
with taking and evaluation of bids. ITEMS PROVIDED BY OWNER: PREQUALIFICATION
OF CONTRACTORS,ADVERTISEMENT FORBIDS, OWNER CONTRACTOR AGREEMENT, BID
AND MATERIAL/LABOR BONDS(these items to be included in the Bidding Documents at
time of Bidding). A "Letter of Intent to Award"and a "Notice to Proceed"documents ore
by Owner.
PHASE 5 SUMMARY:
• Phase 5 Construction Administration: Provide Construction Administration services
for the construction of the project to include but not limited to: Assist Owner with
review of bids and selection of a contractor,review submittals and shop drawings,
respond to Requests for Information(RFI's),attend weekly meetings,monitor and
advise relative to project schedule maintenance by Contractor,conduct reviews to
determine project progress,advise and inform Owner of project progress and issues,
provide Development Drawings as required,provide for project Changes In The Work,
review and approve,review and forward Change Requests and Pay Requests,provide
for project closeout.
Straus&Seibert Ashland Police Relocation(R 7-17-12) Page 1
Ashland Police Department Relocation
3. Boundaries:
Work not included: Tasks not delineated in the RFP Phase 1 work.
4. Deliverables:
Phase 1:
• Final Scope of Services
• Provide Programming Document for project that meets the needs of the Police Dept.
• Prepare Pre-Design Drawings for approval
• Provide Pre-Design Cost Budget
• Make presentations as required
Phase 2:
• Attendance at a pre-application meeting with City of Ashland Planning Department and
prepare paradigm for planning approval of building remodel.
• Finalize Program and agree on Pre-Design Plan.
• Provide Schematic Designs for approval.
• Provide Schematic Cost Budget Up-Date.
• Complete Design Development Documentation.
• Provide Design Development Cost Budget Up-Date.
• Project Administration with Reviewing Agencies, Owner and Consultants.
• Preliminary Specifications.
Phase 3:
• Preparation of drawings for the building construction.
• Specifications for the building construction.
• Final Construction Budget up-date.
• Bidding documents
• Bidding assistance to contractors and Owner
Phase 4:
• Assistance to Owner with Bidding questions
• Preparation of Addenda
• Assistance to Owner with Contractor Selection
Phase 5: \
• Conduct Preconstruction Meeting
• Review Submittals
• Prepare Development Documents
• Review Changes to the Project
• Answer"Requests for Information"(RFI's)
• Prepare Administration documents
• Review Pay Requests
• Conduct Project Closeout
Straus&Seibert Ashland Police Relocation(R 7-17-12( Page 2
Ashland Police Department Relocation
S. Acceptance Criteria:
• Conduct periodic reviews of in-progress and completed work with stakeholders
• Receive signed acceptance by owner of project reviews
• Conduct debriefs with stakeholders
• Request acceptance Project,of Requirements and project construction
6. Constraints:
• Remodel of an existing building
• Budget limitations
• Community Development Dept.Chapter 18
7. Assumptions:
Assumptions the stakeholders accept as a basis under which the Project Team will operate are:
• Political considerations will not be a part of this project development
• The Project advancement beyond Phase 1 will be determined by funds available
• Deviation from the Work Plan will constitute a change in scope
• Program development will be by the Design Team with Stakeholder input
• All building remodel will occur within the confines of the existing structure
8. Initial Organization:
The Design Team headed by a Project Manager(PM) will administer this project. Design Team
members will report to the PM who will report to the head of the City Development Team
(CDT).
The PM and CDT will establish the project development procedures.
9. Initial Defined Risks:
• Maintain project development within the existing site.
• Guard against Scope Creep
• Discuss at first meeting for mutual agreement of Defined Risks.
10. Schedule Milestones:
Project Schedule for completion based on bid results
11. Fund Limitation:
Total Proiect Budget,$1,453,445.00,plus aooroved A&E and City required additions
12. Project Criteria:
As established by the City before and during initial meetings.
13. Approval Requirements:
• Determine the approval procedures
• Determine who will make the approvals
• Constitute the approval forms
Straus&Seibert Ashland Police Relocation(R 7-17-12) Page 3
EXHIBIT D: FEE SCHEDULE ARCHITECTS,E TS, L T
ARCHITECTS, LLP
July 20, 2012
Scott Fleury
City of Ashland
20 East Main Street
Ashland, OR 97520
Regarding: Revised Scope Statement Phase 5
Scott,
Following proposal is for Construction Administration, Phase 5 for
the Ashland Police Facility Remodel.
Construction Administration $30,449.00
As previously agreed the following fees are to be added to the
project at this time:
1. Seismic Design $14,000.00
2. Special Inspection Services $2,900:00
3. Civil Engineering (determined to be needed
After Planning Commission action. $2,600.00
4. Additional Landscape design effort as
Result of Planning Commission action $2,107.00
Best eg r,ds,
D y'd :'' CARB
artner
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1175 E. Main 51.,Suite ZE
MEDFORD,OREGON 97500
P.541-M41343 F.541-T 3091
were0usarchitects.com -
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BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
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IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies) must be endorsed. If SUBROGATION IS WAIVED,subject to
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PRODUCER CONTACT
541-773-5358 NAME: Sheryl Wins
Protectors Insurance,LLC PHONE FAX
Pilot Rock Ins Agency LLC(CA) 541-772-1906 UAIC Ne,E,n;541-773-5338 A/C.Hoc 541-772-1906
PO Box 4669 E41AIL $; prains.COm
Medford,OR 97501 ADDRESS:sherylw@protectorsins.com
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Dennis C.Flenner cl19r41ARio a:
WSURE S AFFORDING COVERAGE "Co
INSURED Straus&Seibert Architects INSURERA:Transportation Insurance Co.
LLP INSURERe:CNA Continental Casualty Co
1175 E.Main St Ste 2E INSURER C:
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INSR TYPE OF INSURANCE POLICY NUMBER MPOLICY IYYYY MMMIIDCY UP UMRS
LTR GENERAL LUBILITY EACH OCCURRENCE $ 1,000,00
• X COMMERCIALGENERALLIABILILY X 64024216240 10/21/11 10121112 PREMILES ESi�orAVnenm $ 1,000,00
CLAIMS-MADE LX OCCUR MED EXP(Any ono person) $ 10,00
• X Hired Auto _ 64024216240 10/21111 10/21/12 PERSONAL S ADD INJURY $ 1,000,00
• X Non owned Auto_ _ _ 64024216240 10121111 10121112 GENERAL AGGREGATE $ 2,000,00
GEN'L AGGREGATE LIMIT APPLIES PER PRODUCTS-CDMP/OP AGO $ 2,000,00
7 POLICY 17 PRO- LOC Auto $ 1,000,00
AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $
(Ea awiEaN)
ANY AUTO BODILY INJURY(P.person) $
ALLOWNEDAUTOS BODILY INJURY(Per mxld t) $
SCHEDULEDAUTOS
PROPERTY DAMAGE $
HIRED AUTOS (Per egident)
NON OWNED AUTOS $
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UMBRELLA UAB OCCUR EACH OCCURRENCE
EXCESS LIAB CLAIMS-MADE AGGREGATE $
_ DEDUCTIBLE__.-._ ... __— —_
RETENTION $ $
WORKERS COMPENSATION WC STATLL O R
AND EMPLOYERS'LeLBII-HY YIN TORY LIMITS
ANY PROPRIETORIPARTNER/EXECUTNE E.L.EACH ACCIDENT $
OFFICER/MEMBER EXCLUDED? � NIA
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City of Ashland Oregon and It s elected officials,officers and employees as
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CITY OF
ASHLAND
DETERMINATIONS TO PROCURE
PERSONAL SERVICES
CONTINUATION OF WORK EXEMPTION
To: Dave Kanner, Public Contracting Officer
From: Terry Holderness
Date: 713012012
Re: DETERMINATIONS TO PROCURE PERSONAL SERVICES
In accordance with AMC 2.50.120 (A)(3)-continuation of work exemption for personal services contracts
greater than $5,000, but less than $100,000, the Department Head is providing findings that use of the
original contractor will significantly reduce the costs of, or the risks associated with, the work and the
consultant was initially selected using the formal selection process.
Background
In 2010 the Public Safety Bond Committee appointed by the Council found that the existing Police
Department needed to be expanded or replaced and found that the most cost effective way to meet the
space needs of the Police Department would be to remodel the Grove for use as a police facility. The
Council accepted and adopted the Public Safety Bond Committee's recommendations during a council
meeting on May 18, 2010. The funding for architectural services for the project was approved by the
Council as part of the CIP budget.
Request for Proposals
Staff developed a Request for Proposal for architectural services. These services included, design development,
detailed construction documentation and cost estimates for the proposed remodel of the Grove into a full service
police station. All proposals were received by April 21, 2011 at 2pm. Eight architectural firms responded with
formal proposals. An appraisal team consisting of Scott Fleury, Engineering Technician; Terry Holderness
Police Chief and Corey Falls Deputy Police Chief completed their review and scoring of the proposals on April
25, 2011. Scoring was conducted individually by each team member with the scores totaled to determine the
top ranked firm. The result of the scoring is shown below in table 1:
Form#4-Department Head Determinations to Procure Personal Services, Page 1 of 2,7/30/2012
Table 1:
CONSULTANT TOTAL RANK
SCORE
Straus& Seibert Architects LLC 264 1
HSR LLC 249 2
Architectural Design Works 237.5 3
Ogden Roemer Wilkerson 230 4
Mackenzie Group 229 5
Steele Associates LLC 218 6
Ambient Architecture LLC 208.5 7
Loren Berry Architect 207 8
Straus and Seibert were selected to perform the necessary design services as outlined in the RFP. They
were awarded a 3 phase contract by the City Council at the 5/17/2011 Business Meeting for$94,020.
During the initial phases they were asked to look at a 3000 and 5000 square foot addition to the existing
police station as well as a complete remodel of the Grove Building. After the initial investigations they
were tasked with developing required plans for a 3000 square foot addition to the existing police station.
Straus and Siebert have now completed all required scope items for the original contract and the project
was publicly bid. A construction contract will be awarded to Ausland Construction the lowest responsive
bidder. The City intends to contract directly with Straus and Siebert to perform the construction
administration for the police station remodel. By directly awarding a contract to Straus and Seibert for an
amount not exceed 52,056.00 through the continuation of work exemption the City will save money both
internally and externally. The elimination of the internal effort by City employees to draft and advertise
an RFP for construction administration services will provide a cost savings. In addition, Straus and
Seibert are the architects of record for the project and have inherent knowledge of the design and
construction procedures that need to be followed during the remodel process. This knowledge will create
a cost savings relative to the construction administration portion being bid publicly as another consultant
would be required to do a review of all previously developed information in order to get up to speed on
the project in addition to performing construction administration services.
Form#4-Department Head Determinations to Procure Personal Services, Page 2 of 2,7/3012012
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CITY OF G1 1 1 RECO RDER
ASHLAND DATE PO NUMBER
20 E MAIN ST. 8/7/2012 11085
ASHLAND, OR 97520
(541)488-5300
VENDOR: 016096 SHIP TO: City of Ashland - Police Dept.
STRAUS & SEIBERT ARCHITECTS 1155 E MAIN STREET
1175 E. MAIN STREET SUITE 2E ASHLAND, OR 97520
MEDFORD, OR.97504
FOB Point: Req.No.:
Terms: Net Dept.:
Req. Del.Date: contact: Terry Holderness-Scott Fleury
Special Inst: - Confirming? No
Quantity Unit. Description Unit Price Ext.Price
Construction Administration for Police 52,056.00
Station Remodelinq Project No. 2010-20
Contract for Architectural Desiqn
Services
Beginninq date: 07131/2012
Completion date: 12/30/2013
Insurance required/On file
Not to exceed $52,056.00
I
SUBTOTAL 5205600
BILL TO:Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 52,056.00
ASHLAND, OR 97520
Account Number Project Number Amount Account Number Project Number. Amount
E 410.08.24.00.704200 E 201020.999 52 056.00
AUthorl signature VENDOR COPY
FORM #3 CITY OF
A request for a Purchase Order ASHLAND
REQUISITION Date of request: I ec3 t 1L
Required date for delivery: ,A�
Vendor Name smj•a 'r� k S ECeE� ZGA I;W-S-S
Address,City,State,Zip lt-4•S E. MAX" Sr mmoi=;o2o 02 42no1
Contact Name&Telephone Number pew,ip t;'a�5 54( -42103
Fax Number
SOURCING METHOD In+Erlto
❑ Exempt from Competitive Bidding ❑ Emergency
ED Reason for exemption:—z-56-I 1D A(s)❑ Invitation to Bid (Copies on file) ❑ Form#13,Written findings and Authorization
❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached
❑ Written quote or proposal attached
❑ Small Procurement Cooperative Procurement
Less than$5.000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon
❑ Direct Award Date approved by Council: Contract#
❑ Verbal/Written quote(s)or proposal(s) ❑ Stale of Washington
Intermediate Procurement ❑ Sale Source Contract#
GOODS&SERVICES ❑ Applicable Form(#5,6,7 or 8) ❑ Other government agency contract
$5,000 to$100,000 ❑ Written quote or proposal attached Agency
❑ (3)Written quotes attached ❑ Special Procurement Contract If
PERSONAL SERVICES ❑ Form#9,Request for Approval Intergovemmental Agreement
$5.000 to$75.000 ❑ Written quote or proposal attached ❑ Agency
❑ Less than$35,000,by direct appointment Date approved by Council: Date original contract approved by Council:
❑ 3 Written proposals attached Valid until: Dale (Date)
Description of SERVICES Total Cost
F t _
�_er`t5'� '�Cr.i �t.�r.11N4Sl�Y°AIO�t 4=09—
�ou.C� �jL71-�•1Z 0.� ('$Wl0(`�Llt�fp �r7hE-C-f � '._ u,�7&"�� r#'�,
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
TOTALraCOSTw :
® Per attached quotelproposal
Project Number ZotO --2m Account Number-------------------
AccountNumber4(o -CS-TA-CO-7t)t2 0 Account Number___•__-__-
'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures.
IT Director in collaboration with department to approve all hardware and software purchases:
ITDirector Date Support-Yes/No
By signing this requisition form, I certify that the City's public contracting requirements have been satisfied.
Employee Signature:' I Department Head Signature:
f Xqual to or greyer than$5,000)
Additional signatures I app Ica I�):
Funds appropriated for current fiscal year. (0 / NO
Finance Director-(Equaltoorgre erthan$5,000) Date
Comments: �� by icisf �.�
Form#3-Requisition 0