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HomeMy WebLinkAboutContract for Planning and Zoning City of Jeffersonville Government Contract Coversheet Please note: All information MUST be completely filled out and submitted to Clerk's Office within 48 hrs of execution. Date Submitted to Clerk: LA-\c\- aOa3 Department: ' e,k,(--\nk n q J Vendor Name: \oL e \D‘n s.-.yI Sign Date: ,I C. a..3 Ending Date: \ -' 3\- �0a3 Amount of Original Contract: lO OOJ 00 Is this an amendment or change order to original contract? Yes or NO Amended Contract Amount: Purpose: For Clerk's Office to fill out Date uploaded to Gateway: Towr Pinkster CELEBRATING 20 YEARS April 3,2023 Mr.Chad Reischl,AICP Director of Planning&Zoning City of Jeffersonville 500 Quartermaster Court,Suite 200 Jeffersonville,IN 47130 Re: Professional Design Services City of Jeffersonville Department Master Plan Dear Chad: Thank you for inviting TowerPinkster to submit a proposal for your inter-departmental master plan.We appreciate the opportunity to partner with the City to ensure that each department within the City's offices has a vision for how they can move forward.We feel that it is important to have a flexible design guide that helps to inform decisions to ensure that they align with the City's goals and aspirations. On behalf of TowerPinkster,we are pleased to present the following proposal for professional design services to assist you and your team with executing this important project for the future of the City of Jeffersonville.The following is an understanding of the project and a description of our services. I. TEAM STRENGTHS The experience,expertise,and culture of our team form a seasoned approach that differentiates us from our competition.We have a positive relationship working with similar clients and are dedicated to collaborating closely with you to develop creative and cost-effective design solutions.Our team strengths are summarized below: • Relevant Project Experience:Our team has recent,relevant experience and expertise working on a variety of site and facility master plans. Asking what all the pieces in play are,where does the City have available space[either interior or land],and what are goals that the City can set. • Collaborative,Inclusive Process:TowerPinkster utilizes a team-centered project delivery process that consistently results in successful outcomes.We value teamwork and collaboration and believe that each team member's perspective adds greater value to the project.Through active listening and effective communication,we develop an integrated solution to achieve success. • Exploring Options: Helping the City to evaluate multiple options to ensure that the City can build consensus and proceed with confidence that it is the right decision. It is easy and cost effective to study multiple options now at a master planning phase as it is all just'lines on paper'. • Cost Impact:At a master plan level we will provide high level,very preliminary,statements of probable cost so the City can understand the potential dollar impact. We feel that it is important to understand how potential projects can break down into larger and smaller,be weighted by priority level,and break them down to allow for phasing over time. Nurturing curiosity through design since 1953 • towerpinkster.com ©2022 Tower Pinkster Titus Associates,Inc. Pinkster 4.3.2023 City of Jeffersonville//City Departmental Master Plan 2 We are excited and committed to working together with you and your team to develop a fantastic gameplan. II. PROJECT UNDERSTANDING 1. Existing space program development for all City departments 2. Departmental interviews to determine current and future space needs 3. Proposed/future space program development 4. Evaluation of currently held buildings and properties 5. Conceptual test fits(sites and buildings] 6. Discussion with city staff regarding less publicly known future events that could impact potentially available land or buildings 7. Development of options(site and building concept layouts) 8. Three-dimensional mass modeling to capture potential vision and possibilities more clearly, 9. Develop preliminary statements of probable cost to help city understand potential budget and financial impact 10. Work with City on potential phasing and sequencing of projects. III. SCOPE OF SERVICES TowerPinkster will provide the following services as outlined in this proposal. Basic Services • Architecture-architectural plans,elevations,sections,details,schedules,and specifications A.Phases of Design Process 1. Master Planning 2. Space Programming B. Master Planning 1. Introductory meeting to discuss process and schedule 2. Questionnaire to Determine Issues and Prioritization 3. Interview Administrative and User Groups 4. Meeting for Confirmation of Preliminary Findings 5. Two-Dimensional Planning 6. Three-Dimensional Visualization 7. Final Presentation D.Space Programming 1. Department by Department Program 2. Room by Room Space Program 3. Determine Project Gross Square Feet a. Interior Walls b. Circulation ©2023 Tower Pinkster Titus Associates,Inc. Tower Pinkster 4.3.2023 City of Jeffersonville//City Departmental Master Plan 3 c. Exterior Walls d. MEP Grossing Factor 4. Two(2) Meetings to discuss and confirm space needs Our work will be performed in conformance with those services described in the American Institute of Architects Document B104-Agreement Between Owner and Architect for a Project of Limited Scope. IV. PROPOSED TEAM Members of the TowerPinkster project team will include: John Hawkins Principal Kyle Wilson Senior Project Architect V. PROPOSED SCHEDULE Our team understands that if the proposal is acceptable,our agreement to begin working on this project will be on or about April 16,2023.The project schedule is dependent on certain factors which include providing project information,availability for meetings, reviews,and approvals by the Client team.The actual schedule will be further delineated during the kick-off meeting; however,the sequence below outlines a proposed timeframe to complete the services outlined herein. No.of Weeks Kick-off Meeting Within 3 weeks of notice to proceed Departmental Interviews Within 3 weeks of kick-off mtg. Planning Meeting with Administration Within 3 weeks of kick-off mtg. Space Programming Within 3 weeks of Departmental Interviews First Pass 2D Site and Building Planning 5 Weeks from Space Program Approval First Pass 3D Renderings 4 Weeks from 2D Approval VI. COMPENSATION Basic Services TowerPinkster will work on a fixed fee of Exactly Forty-Six Thousand Dollars and No Cents($46,000.00), plus reimbursable expenses. This fee proposal is made with the following assumptions: 1. If the scope changes,compensation will be adjusted accordingly. 2. The project is a single-phase design effort. ©2023 Tower Pinkster Titus Associates,Inc. Tower Pinkster 4.3.2023 City of Jeffersonville//City Departmental Master Plan 4+ 3. Our fee does not include the costs of providing the normal types of client provided information such as surveys,soil borings,testing for hazardous materials,and construction testing.Site survey will be provided to TowerPinkster in digital CAD file format(.dwg)at the commencement of this agreement.Soil borings will need to be completed prior to the start of Schematic Design. 4. The project will commence and conclude per the proposed schedule and work plan extensions and/or expansions will generate a discussion regarding additional required effort and value. 5. We will provide digital.PDF files to the Client for reproduction.Often our clients can reproduce documents at more cost-effective rates and without sales tax. Reimbursable expenses are in addition to the compensation for the professional services and include actual expenditures incurred by TowerPinkster in connection with the project.Expenses will be invoiced using a multiplier of 1.1 to cover costs of administration.These expenses may include: 1. Transportation in connection with the project,authorized out of town travel,and subsistence. 2. Reproduction,postage and handling of drawings,specifications, reports and other presentation and review documents, not including final bid documents. 3. Marketing materials,models,and mock-ups requested by the Client. 4. Three-dimensional building scanning including existing building modeling. 5. Basic building commissioning services. 6. Technology and furniture design,including interior signage. 7. Additional Consultants other than those specified in the proposal. We estimate the cost of TowerPinkster's reimbursable expenses at approximately Four Hundred Dollars ($400). Invoices will be submitted monthly based on the percentage of work completed during each phase,and payment is due upon receipt of invoice.A service charge of 11/2%per month(18%per year) is applied to accounts unpaid after thirty(30) days from date of invoice.There is no initial payment due in advance to secure our services. VII. TERMS&CONDITIONS The terms and conditions of this proposal are as follows: • All permit and agency review fees are paid by Others and not included in this proposal. None are expected on this master planning project. • No variances,rezoning or Special Use Permits are required to complete this project. • TowerPinkster will be provided any information regarding the City's properties and building floor plans that the City has possession of. • Services not provided in this proposal: - Topographic or boundary surveys - Geotechnical survey and borings - Demolition Documentation ©2023 Tower Pinkster Titus Associates,Inc. Tower Pinkster 4.3.2023 City of Jeffersonville//City Departmental Master Plan 5 - As-built drawings after construction - LEED Services and fees - Commissioning Services - Civil Engineering - Traffic Engineering and Impact Studies - Food Service Consulting - Asbestos and other environmental remediation - Technology design services - Furniture,Fixture and Equipment selection and procurement - Sound system or communications design • - Signage design[interior and exterior) - Artwork selection and procurement - Fire suppression design[layout) - Animations,or other marketing/presentation materials • All work product is copyrighted by TowerPinkster and may only be used with specific written consent. • If the Client suspends the Project,TowerPinkster shall be compensated for services performed prior to notice of such suspension. • Limitation of Liability-Our liability for any and all claims shall be limited to the compensation amount per project agreed to in this proposal. Thank you for the opportunity to present this proposal for your consideration.If it meets your approval, please sign and return one copy to our office to honor the terms and conditions contained herein.We appreciate your selection of our TowerPinkster team for your professional design needs and look forward to collaborating with you on this project. Please contact me if you have any questions. Sincerely, Tower-Pinkster • :14 • ,. _V 4/ Kyl A.Wilson,AIA, LEED AP,ACHA ohn A.Hawkins,AIA Senior Project Architect Principal ©2023 Tower Pinkster Titus Associates,Inc. Towel Pinkster 4.3.2023 City of Jeffersonville II City Departmental Master Plan 6 I hereby authorize Tower Pinkster Titus Associates,Inc to provide the professional services as described above.This proposal will serve as the agreement between the City of Jeffersonville and TowerPinkster on the project. /if I(Z .Chad R ischl,AICP Date Director of Planning&Zoning City of Jeffersonville cc: Bjorn Green,Adam Doubblestein,Chloe Beighley, Marketing-TowerPinkster ©2023 Tower Pinkster Titus Associates,Inc. TowE Pinkster 4.3.2023 City of Jeffersonville//City Departmental Master Plan 7 FEE AND RATE SCHEDULE January 2023 Hourly rates used in computing fees for professional services: JOB CLASSIFICATIONS RATES Principal I $ 240 Principal II 220 Director I Manager 190 Project Management I 185 Project Management II 175 Senior Professional Staff Level I 170 Senior Professional Staff Level II 160 Professional Staff 140 Senior Technical Staff Level I 150 Technical Staff Level I 130 Technical Staff Level II 110 Technical Staff Level III 80 Support Staff 90 These rates are subject to change at the beginning of each calendar year. ©2023 Tower Pinkster Titus Associates,Inc.