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HomeMy WebLinkAbout2005-067 t 1 y * Work Order Number 1 Edlund, Dritenbas-Binkley Architects and Associates Architectural Services Proposal Indian River County Administration Building School Board Wing Re-roofing Project Background : Indian River County as owner of the County Administration Building and landlord of the office space occupied by the Indian River County School District is required by lease to maintain the roof of the facility. The School District plans to occupy the space for the foreseeable future and has invested funds in the interior space and other operational aspects of the facility. The facility roof system is approaching twenty years of age and it is no longer practical to perform maintenance type repairs . Further the building codes for today' s structures are significantly enhanced from the current installation . The area of the building involved is single story approximately 24 , 000 square feet . The County has retained Edlund Dritenbas-Binkley Architects and Associates to perform evaluation of roofing systems suitable for the installation, prepare design documents, provide assistance in obtaining competitive bid proposals, proposal evaluation and construction administration of the project . Scope of Services : Design 1 . Review of existing site conditions The Architect will review existing site conditions including the substrate, insulation, edge metal and flashing. 2 . Preliminary Design The Architect will provide a preliminary report of the site conditions and evaluation of roofing systems to be considered . This will include a preliminary cost estimate for all options to be considered. 3 . Preparation of design documents The Architect will prepare and submit for review the necessary plans and specifications for the roof replacement project . This will include Project manual . 4 . Progress meetings The Architect will submit drawings and specifications at the 50% and 90% complete stage for review by the County. This will include a budget estimate . At each stage the Architect will schedule a meeting for staff review of the documents, to answer any questions and/or comments . 5. Final Submittal The Architect will provide two complete sets of all documents to the County. The Architect will provide signed and sealed sets as required for permitting . 6. Advertisement and Bidding The Architect will coordinate distribution of the contract documents for the project . The Architect will provide bidding documents to prospective bidders . The Architect will retain all monies collected from the sale of bidding documents . 7. Pre-bid conference The Architect will conduct a pre-bid conference to meet and discuss the project with prospective bidders . Questions regarding the design will be addressed at the meeting . A summary of meeting notes with questions and answers will be prepared and issued in the form of an addendum ; forwarded to all attendees prior to bid opening . 8 . Bid evaluation and recommendation of Award The Architect will perform a bid evaluation of proposals received for the project. The evaluation will include a review of the proposal from the apparent lowest bidder. This will include a review for completeness , errors, and compliance to the specifications . If the apparent lowest bidder is found to be unsatisfactory the next proposal will be evaluated. The Architect will provide a written recommendation of Award. Construction Phase The Architect will provide construction administration services during the project . The scope of work during the construction phase is based on the assumption that the construction period will be less than six (6) months . During construction the following work will be performed : 9. Conduct preconstruction conference The Architect will attend and conduct a preconstruction conference for the project . During the meeting any discussion items will be recorded in meeting notes . These notes will be formalize the minutes and distribute to all attendees . This meeting may be used for acceptance of or clarification and review of submittals and shop drawings . 10. Shop drawing review The Architect will review all shop drawings and submittals for the purpose of ensuring compliance to the specification. The Architect will maintain a log of submittals, provide comments and transmit copies of reviewed and approved documents ; One copy to the County and one copy to contractor. The Architect will determine the suitability of all substitute materials proposed by the contractor. 11 . Progress — Site Visits For the duration of the project, after commencement, the Architect will perform weekly site visits to observe and evaluate the progress of the work and compliance to the specifications . The Architect will prepare a report of the activities and note any deficiencies . The Architect will review and approve, modify or disapprove all progress payment requests submitted by the Contractor, based on the schedule of values and the progress of the work during the project . 12 . Technical Assistance The Architect will provide technical assistance to the Contractor and County representatives during the project to provide clarifications and interpretation of the drawings and specifications and to resolve technical issues or conflicts with the documents, which may arise . The Architect will provide sketches or drawings to resolve actual field conditions or unforeseen conditions, which require such clarification. The Architect will evaluate the need for change orders and prepare the necessary documents should the need arise. 13 . Substantial and Final Completion inspections The Architect will perform site inspections at substantial completion and final completion. Each inspection will include a "walk- through" of the entire project, formation of a punch list for deficient work and formalization and transmittal of the list to the Contractor and County representatives . The Architect shall provide a written recommendation of final payment . Compensation The Architect will be compensated for services performed under this work order in accordance with a lump sum method . The total lump sum amount will be $ 12,600 . This fee is based on State of Florida Division of Management Services Fee schedule or Architectural and Engineering Services . Progress payments may be requested based the completion percentage of each element of design, and are outlined in Attachment "A" (Edlund Dritenbas Binkley Architects letter dated Feb 1 ,2005 ) Work Order Number 1 This work order number 1 is entered into as of this 15thday ofFPhrtiary 2005 pursuant to that certain Continuing Contract Agreement for Professional services entered into as of October 19, 2004 (AGREEMENT) , by and between Indian River County, a political subdivision of the State of Florida (COUNTY) and Edlund Dritenbas Binkley Architects , Inc . (CONSULTANT) . The COUNTY has selected the CONSULTANT to perform the professional services set forth in Attachment A, attached to this Work Order and made part of hereof by this reference. The professional services will be performed by the CONSULTANT for the fee set forth in Attachment A, attached and made part hereof by this reference . The CONSULTANT will perform the professional services within the timeframe more particularly set forth in Attachment A, attached to this work order and made a part hereof by this reference all in accordance with the terms and provisions set forth in the AGREEMENT . Pursuant to paragraph 1 . 4 of the AGREEMENT, nothing contained in any Work Order shall conflict with the terms of the AGREEMENT and the terms of the AGREEMENT shall be deemed to be incorporated in each individual Work Order as if fully set forth herein. IN WITNESS WHEREOF , the parties hereto have executed this Work Order as of the date first written above . CONSUL T OWNER Edlund D ' enba B nkley, chit s and Board of County Commissioners of Indian River Associat , P Coun , Florid By: By: , aul U. 6ritenbas, Architect Thomas S . Lowther, Chairman Title : ApprovedbyBCC : February 15 , 2005 Attest: Jeffrey K. B f lerk Qf4rcuit Court ls • . By: y Deily ; h , Approved as to form\ leal ffiny: vim- r arian E . Fell, Assistant County Attorney tph L • �A. Ba ' d, County Administrator EDLUND • DRITENBAS • BINKLEY ARCHITECTS AND ASSOCIATES , P.A. ME Members of the American Institute of Architects AR # AAC000666 1 February 2005 TO : Indian River County Attn : Lynn Williams , Project Manager 1840 25th Street Vero Beach, Florida 32960-3365 RE : Compensation Agreement for the Roof Replacement for the School Board Offices Approximately 24 , 000 square feet ARCHITECT ' S COMM. # 010505VB ATTACHMENT "A " TO WORK ORDER NUMBER 1 Dear Lynn, Thank you for facilitating access to the roof for inspection last Friday January 281h. This letter shall serve as our scope of work and compensation guideline for this project . Please attach this to your Work Order Number 1 as Attachment "A" . We propose utilizing the State of Florida Department of Management Services Fee Schedule in determining our fixed fee . A copy of said schedule is attached for your review. We understand that the proposed project budget is $ 150 , 000 . 00 for the work and fees inclusive . While this may have been an adequate project budget prior to the two hurricanes of 2004, please be aware that roofing costs have gone up approximately 20% (post hurricanes) due to shortages of materials and labor force . We feel this trend will continue for at least the next 12 to 14 months in our geographic area. SCOPE : It appears that the roof is indeed repairable without any major reconstruction or reconfiguration of the building structure or substrate . I believe that a 10 to 15 year roof can be achieved with a mechanically fastened, unballasted, single ply roof such as Fibertite or Durolast . As Architects , Pagel of 3 65 Royal Ralm Pointe , Suite D , Vero Beach , FL 32980 Vero Beach 772/689-4320 Deerfield Beach 964/429-0995 Fax 772/689-9208 Fax 954/421 -9269 we need to have access to the underside of all the affected areas to determine the presence of an existing corrugated metal deck. The metal deck is an essential part of the mechanically fastened system in order to achieve the uplift requirements per Florida Building Code . One-way roof moisture vents will be required at approximately 500 square foot intervals and all roof penetrations will require re-flashing utilizing the approved membrane manufacturer ' s standard detail systems . The existing perimeter roof drainage swale and downspout system will need to be maintained while integrating new flashing systems . The roof drains need to be replaced with integral strainer baskets to prevent blockage by overhanging trees . It is our understanding that the existing roofing membrane is a heat welded Brai -Intec system over a (2 ) two inch rigid insulation board fastened over the original roofing and deck. This system will remain in place and the proposed new system will span over it . The question arose about how far east to carry the new system, since the roof is contiguous to the existing Administration Building, which is ultimately scheduled for demolition . It is our recommendation to terminate the new roofing where the 3 inch rise occurs at the covered breezeway . When the Administration Building is demolished, all or a portion of, the roof over the breezeway can be saved and the new roofing system can be extended and terminated with proper flashings . COMPENSATION AND FEE SCHEDULE . From the DMS Fee Schedule , utilizing $ 138 , 000 as construction budget, and by way of cross referencing the graph to an 8 . 9 % fee , equates to $ 12 ,282 . 00 plus a fixed amount for reimbursable expenses of $ 318 . 00 (as described on our Rate Schedule Jan-2004 included in our master agreement with I . R. C . ) = a total lump sum fee of $ 12 ,600 . 00. Complete field investigations 15 % $ 1 , 890 . 00 50% Design documents 25 % $ 39150 . 00 90% Design Documents 40 % $ 5 , 040 . 00 Bidding/Award 05 % $ 630 . 00 Construction Administration 15 % $ 1 , 890 . 00 Totals : 100 % $ 129600 . 00 SCHEDULE . Task Completion Date Negotiate Agreement 10 February 2005 Field Investigations 16 February 2005 Page 2 of 3 Preliminary Design/Systems Recommendation 5 March 2005 50% Design Documents/Specs 1February 02005 5 90% Design Documents 15 Bid Sets/Permit Sets 29 March 2005 Advertising and Pre-bid Conference/ Award 5 April 005 A Construction 20 pri12005 Mid June 2005 Please review this information and forward your revised Work Order # 1 to our office for approval . Thank you for your assistance in this matter. Resp tfully S mitte Res Paul U. Dritenbas, Architect A . I . A . Page 3 of 3 C : 010505VB .doc/paul .■■�..■■ . ■ . . . ■ .■..■ .■ ■. .. . . . ..■■ ■■ MEN■■■■■ .■.■ ....■■.. . . . . 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BBsl Serdices : The fee curves shown on the reverse side were adopted by the Division of Building Construction, Department of General Services in 1969 and are for architectural and engineering design , bidding and construction services, Including normal consultant services. These fee curves are used onlya" s a guide as stated in Rule 13D -3, Florida Administrative Code , with the actual fees justified by the architect or engineer submitting a detailed proposal in accordance with guidelines of the Division of Building Construction , Department of General services. . ditional Services : Additional services are not included within the fee curves. Additional services may include any special consultants required by the project and are typically those services furnished beyond what is shown in Article 3 of the "Form of Agreement Between Owner And Architect- Engineer ' used by the Division of Building Construction. Additional services most commonly authorized have been Itemized below. GROUP DEFINITIONS : "A" - CONSIDERABLY MORE THAN AVERAGE COMPLEXITY Complex Laboratories, Complex Medical Hospitals " B" - MORE THAN AVERAGE COMPLEXITY Average Laboratories, Mental Hospitals, Simple Medical Hospitals, Clinics, Court Houses, Theatres, Complex University Buildings, Special Purpose Classrooms , Laboratory Classrooms , Libraries, Auditoriums, Museums, Air Terminals, Food Service Facilities, Specialized Detention Areas, Detention-Treatment Areas, Residences Miscellaneous Repairs and Renovations, Alterations to Office Space or Dormitory Space, Fire Code Corrective Work "D" - AVERAGE COMPLEXITY General Office Space, General Teaching Space , Gymnasiums, General Detention Living Facilities, Factory Buildings " E " - LESS THAN AVERAGE COMPLEXITY Apartment Buildings, Dormitory Buildings , Service Garages, Stadiums, Repetitive Design Facilities , Office Buildings With Undefined Interior Space (open for later partitioning) , Specialized Parking Structures " F " - CONSIDERABLY LESS THAN AVERAGE COMPLEXITY Warehouses, Parking Garages , Storage Facilities "G" - ENGINEERING SERVICES ADDITIONAL SERVICES/ EXPENSES : 41e following services are considered Additional to Basic Services and are not Included within the basic fee represented by the fee curves: Feasibility Studies/Analyses . Value Analyses Facility Programming . Documents Prepared for: Master Planning - Alternate Bids Requested By Owner Soils Investigations/Reports - Change Orders Surveys - Topographic/Boundary/ Multiple Construction Contracts Vegetation/Improvements/Utilities Record Documents Measured Drawings of Existing Facilities . Prolonged Construction Contract Existing Facilities Analyses Administration Services Energy Analyses (FLEET) . Threshold Inspections Asbestos Consultation/Surveys . Project Representation during Environmental Assessments Construction Beyond "Periodic Traffic Analyses Inspection" Stormwater Management Permitting . Additional Construction Contract Environmental/Site Permitting Administration Services for Multiple Theater/Acoustical Consultation Contracts Food Service Consultation . Post Occupancy Inspections/Evaluations Landscape Consultation . Renderings/Models Interior Design/Furnishings/ . Changes to Scope, Size or Complexity Plantscaping/Artscaping . Revisions to Previously Approved Detailed Cost Estimates Documents Life Cycle Cost Analyses - / Reimbursable Expenses * Those expenditures made by the Architect-Engineer in the interest of the project and as defined In Article 6. 1 of the Division of Building Construction " Form of Agreement Between Owner and Architect-Engineer. "