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1991-067corganarp ORDINANCE NO - & 1 AN ORDINANCE AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT BETWEEN THE CITY OF DENTON AND CORGAN ASSOCIATES ARCHITECTS RELATING TO PROFESSIONAL SERVICES TO EVALUATE THE CITY'S SPACE NEEDS AND DEVELOP A LONG RANGE MASTER PLAN FOR CITY FACILITIES, AUTHORIZING THE EXPENDITURE OF FUNDS THEREFORE, AND PROVIDING AN EFFECTIVE DATE THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS SECTION I That the Mayor is authorized to execute an agree- ment between the City of Denton and Corgan Associates Architects to evaluate the City's space needs and develop a long range master plan for City facilities under the terms and conditions contained in the agreement, a copy of which is attached hereto SECTION II That the City Council hereby authorizes the ex- penditure of funds as authorized by the agreement SECTION III That this ordinance immediately upon its passage and approval PASSED AND APPROVED this the JV-/'/day ATTEST JENNIFER WALTERS, CITY SECRETARY BY jo, APPROVED AS TO LEGAL FORM DEBRA A DRAYOVITCH, CITY ATTORNEY BY shall become effective of 1991 49122Aprtl 26 1991 CONTRACT BETWEEN CITY OF DENTON AND CORGAN ASSOCIATES FOR PROFESSIONAL PLANNING SERVICES THIS CONTRACT is made between the City of Denton (the City), a municipal corporation of the State of Texas, and Corgan Associates Architects (Architect) with offices located at 501 Elm Street, Suite 500, Dallas, Texas, 75202 Recitals In order to plan for the future needs of the City and to insure that public funds for acquiring, maintaining, and using City build- ings and facilities are used in the most efficient and cost effec- tive manner, the City has solicited proposals for professional services to evaluate the City's space needs and develop a long range master plan for City facilities After careful review of the proposals submitted, the City wishes to engage Architect to provide the professional space and master plan services Agreement In consideration of the recitals and the terms of this Agree- ment, the City and Architect agree as follows ARTICLE I ARCHITECT'S SERVICES A The Architect will perform the following services for the City 1 Inventory existing buildings and facilities, 2 Identify existing constraints, and 3 Develop a 15 year forecast of future personnel and facility requirements, and with this information (a) Develop a list of needs for future space require- ments, (b) Develop recommendations for the future use of exist- ing facilities, (c) Propose new facilities determined to be necessary, (d) Recommend renovation or repairs to existing avail- able buildings necessary to render them serviceable to meet the master plan's designated use, (e) Provide a phasing plan and interim facilities plan while renovation and construction is underway, and, (f) Develop a relocation plan for staff proposed to be reassigned to a different location B The basic services shall include the services, objectives, and methods of performance as shown in the Proposed Management Work Plan, attached as Exhibit A In developing recommendations, all City departments and buildings listed in the Request for Proposals shall be considered C The Architect may retain other consultants to perform part of the services, but the consultants used shall be subject to prior approval by the City's Project Representative D No additional services or changes in the scope of the services are authorized to be performed by Architect under this Agreement, unless first approved by the City in a written addendum to this Agreement E Architect will provide three (3) copies of the Interim Phase reports and the three (3) final Program and Master Plan reports Architect shall supply additional copies as requested by the City upon payment of the Architect's cost to print or reproduce the reports ARTICLE II TIME OF PERFORMANCE A The Architect shall endeavor to complete all work by Septem- ber 10, 1991 ARTICLE III CITY'S RESPONSIBILITIES A The City shall appoint a Project Representative to provide information, arrange interviews and meetings, provide space and arrange for on-site work and inspections, and otherwise assist and cooperate with Architect in the performance of the work to be performed under this Agreement B The City shall provide the Architect with the following information 1 General population forecast 2 utility customer forecasts PAGE 2 3 Demographic data for specialized functions, including police and fail functions 4 Available drawings of existing buildings 5 Topography of proposed sites 6 Building related codes 7 Master plans for various departments 8 Existing financial resources ARTICLE IV COMPENSATION A City shall compensate Architect for the professional ser- vices provided at an hourly rate, and in no case shall the Archi- tect bill the City nor shall the City be liable to Architect, including any consultants, agents or subcontractors of Architect, for more than seventy two thousand five hundred dollars ($72,500) for all services required to be provided under this Agreement City shall not pay Architect's expenses B The hourly rate for Architect's services, including the services of any professional consultants engaged by Architect, shall be as follows Principal $95 00 Space Planner $45 00 Associate $75 00 Intern Architect $45 00 Architect $55 00 C Architect may bill the City for hours expended every month, beginning thirty days after the Architect begins the work and the City shall endeavor to pay the Architect promptly within thirty days of receiving an invoice However, the City shall have no obligation to pay more than ninety percent (90%) of the total Contract price to Architect through monthly invoices, until Architect has completed all services performed under this Agree- ment ARTICLE V TERMINATION, DEFAULT, AND FORCE MAJEURE A Should Architect fail to substantially perform or fulfill any requirement of this Agreement, the City may suspend further payment of funds due to Architect until Architect complies with the requirement or if refuses to perform or complete any requirement of the Agreement or a portion thereof within thirty days after receiving written notice of the City of the default, the City may PAGE 3 terminate this Agreement by sending written notice of termination If the City terminates this Agreement, Architect shall not be entitled to any payment after the date the City sends notice of default and the City may engage another person to complete the services provided for in this Agreement without further liability to Architect B The City shall not be required to pay for any services which are unsatisfactory as determined by the Project Representative or which is not performed in compliance with the terms of this Contract C Neither City nor Architect shall be deemed in violation of this Contract if it is prevented from performing any of its obli- gations hereunder by reasons for which it is not responsible or circumstances beyond its control ARTICLE VI OWNERSHIP OF DOCUMENTS All Architect's designs and work product under this Contract including, but not limited to, tracings, drawings, estimates, specifications, investigations, studies, and other documents, completed or partially completed, shall be the property of the City upon delivery to the City and architect specifically waives and releases any proprietary rights or claims therein Copies may be retained by Architect ARTICLE VII TERM Unless sooner terminated in accordance with this Contract, the term of this Contract shall be from the date of execution until completion of the services ARTICLE VIII GENERAL PROVISIONS A Administration This Contract shall be administered on behalf of the City by its designated Project Representative Architect shall fully comply with all reasonable instructions from the Project Representative B Insurance Architect shall purchase and maintain at its expense the following minimum insurance coverage during the term of this Contract 1 Worker's Compensation as required by law PAGE 4 Comprehensive General Liability Insurance for liability for injury or death of City's employees and third parties and for damage to City's existing property and the property of third parties, with the minimum limits for each occurrence of three hundred thousand dollars ($300,000) 3 Where Architect intends to use motor vehicles at the job site, Comprehensive Automobile and Truck Liability Insur- ance, covering owned, hired and nonowned vehicles, with the minimum limits of three hundred thousand dollars ($300,000) per occurrence for bodily injury and property damage C Assignment Architect shall not assign, sublet or transfer any interest in this Contract without the prior written authoriza- tion of the City D Taxes Architect will pay all taxes, if any, required by law arising by virtue of the services performed hereunder The City is qualified for exemption pursuant to the provisions of Article 20 04 (H) of the Texas Limited Sales, Excise and Use Tax Act E Non-discrimination Architect will not discriminate in the treatment or employment of any individual or group of individuals on the grounds of race, color, religion, national origin, age, sex, or physical handicap unrelated to job performance, either directly, indirectly or through contractual or other arrangements in the performance of this Agreement F Venue If legal action is necessary by either Party with respect to the enforcement of any or all of the terms of conditions herein, exclusive venue for same shall lie in Denton County, Texas G Notices All notices and correspondence to the City by Architect shall be mailed or delivered as follows City of Denton Attention Tom Shaw 901-B Texas Street Denton, Texas 76201-4354 All notices and correspondence from the City shall be mailed or delivered to the Architect as follows Corgan Associates Attention Brent Byers, Principal 501 Elm Street, Suite 500 Dallas, Texas 75202 PAGE 5 H Financial Interest Prohibited Architect covenants and represents that Architect, its officers, employees, agents, consultants, and subcontractors will have no financial interest, direct or indirect, in any work or the purchase or sale of any product, materials, or equipment Architect recommends to be performed or acquired by the City in the final report IN WITNESS WHEREOF, the parties have executed this Contract this day of , 1991 CITY OF DENTON, TEXAS BY LLOYD V HARRELL CITY MANAGER ATTEST JENNIFER WALTERS, CITY SECRETARY BY APPROVED AS TO LEGAL FORM DEBRA A DRAYOVITCH, CITY ATTORNEY BY CORGAN ASSOCIATES ARCHITECTS BY BRENT BYERS, PRINCIPAL PAGE 6 EXHIBIT A Proposed Management Work Plan Denton 15 Year City Building Facilities Space/Master Planning The management plan will involve four main objectives 1 Development of City standards 2 Analysis of existing department spaces and 15 year forecasted requirements 3 Evaluation of existing facilities (including recommended renovations, repairs, etc ) 4 The overall master plan (alternative and final recommended plan) The following describes in detail the proposed work plan to accomplish these objectives The following is our proposed preliminary work plan for the City of Denton building facilities Prior to commencement of this management plan, we propose the review of this plan with the City and a confirmation that it meets the stated City concerns and objectives Orientation Meeting Meet with City of Denton Project Representatives to introduce all team members, discuss project procedures, establish ground rules, define information needed from the City, develop the schedule, confirm and review the available documents the City has on existing facilities and verify the end documents to be developed as part of the project Product Memorandum and data sheets outlining procedures, project directories, schedules and outline of final document deliverables Approval Secure City of Denton approval of procedures and deliverables 2 Office/Space Standards Review and compare existing City of Denton space plarnmg standards against known City/Government industry standards Also, compare these standards with those used in other projects for our clients such as Dallas County, American Airlines, IBM, Federal Home Loan Bank, Southwestern Bell Telephone, and Dean Witter Reynolds (An example of these standards we have assisted in development of are included in the Appendix ) Aid Denton in adopting and/or clarifying standards for apropriateness, completeness and uniformity Confirm that these space p tanning standards are to be used in developing suture City department needs As a nummum, the following standards will be studied as part of this process A Private offices 1 Elected and appointed officials 2 Grade levels required to have a private office 3 Standard sizes for private offices 4 Support space for private offices B Open office plan Workstation standards and concept 1 Grade level 2 Sizes per grade level C Conference rooms 1 Standard of employees per conference room 2 Sizes of conference rooms 3 Special needs justifying conference rooms D Special functions 1 Court rooms and support spaces 2 Record storage/keeping areas 3 Service (customer) counters and support spaces E Support spaces 1 Reception/waiting areas 2 Break areas 3 File areas a Open b Closed c Security areas 4 Storage areas a Open using storage cabinets b Closed c Security areas 5 Copier rooms Computer areas and any other special requirements F Electrical and telephone/data cable outlet requirements for each area reviewed in the standards Electrical and telephone/data cable distribution within the building should be studied as a separate item Product Prepare a "Standards" document that would define and illustrate the City of Denton space planning standards Approval Secure City of Denton approval of the "Standards" Space Programming Statement Review and/or help the City develop a "programming statement" describing the visual image to be developed and projected by completed facilities interiors, space concepts to be utilized, and the desired materials/finishes to be used in future City of Denton facilities and renovations Review various space planning concepts to determine the most feasible and economical alternatives for City of Denton The following items as a mimmum should be included in this statement A Definition of the visual image to be projected by the facility to the users and citizens of Denton B Planning concepts and guidelines to be used in the development of space plans for City of Denton facilities C Desirable materials and finishes to be used for maintenance, durability, compatibility and consistency of all City facilities (Suggestion meet with designated maintenance personnel for information gathering concerning maintainability ) D Desirable technical details (such as preferred telephone/data cable distribution within the facility, etc ) Product Pamphlet outlining image, materials, visual impact, etc Approval Secure City of Denton approval of image and materials usage Department/Group/Facility Space Requirements Validate the space planning requirements for each department/group in the project by reviewing current information from the City Project Representatives, (including existing floor plans) development and distribution of space planning questionnaire for each department, group, etc, acquiring additional information from meetings with the departments/groups and visits to the existing facilities A Secure and review organization charts for each department/group included in the project scope B Secure all headcount projections through the projected master planning period for each department/group included in the project C Confirm that the previously approved City of Denton Space Planning Standards (outlined earlier) will apply to each group in the project Define any areas where the Standards will not apply D Distribute custom developed questionnaire to all departments, groups, etc to be included in master planning E Discuss and complete Space Planning Questionnaire during visit to each department/group Confirm fifteen year staff headcount projections Develop support space requirements Determine adjacency requirements for most efficient operation F Develop computerized data base format for each department/group in the project including headcounts and square footage requirements (example included with this proposal) G As available, review and input existing square footage allocations into the Strategic Planning Data Base H Confirm the actual "available" square footage in all City of Denton facilities that are to be included in this project study I Compare space requests identified by the departments/groups in the Questionnaire with the new City Space Planning Standards Reconcile and validate all differences with the appropriate designated Representative J Input all new and additional validated information into the Data Base including space needs per year Product Strategic Planning Data Base loaded and space requirements determined, incorporating standards Approval Secure City Project Representative approval of each departmental/group space requirements The "Standards" document, materials and image pamphlet as well as the Department/Group/Facility Space Requirements would be included as part of the programming requirements for future City facilities and renovations Facility Space Requirements Report Develop a Facility Space Requirements report including the following A After validating space requirements for each department/group studied, develop a composite total of facility space requirements including the projection or definition of department space needs for the planning period B Comparison of all facility space requirements with available space in City of Denton facilities C Comparison of departmental/group adjacency requirements with existing conditions Consider desired adjacencies in development of overall plans Product. Preliminary recommendations on space (square footage) requirements and adjacencies in existing facilities and possible new facilities Approvals Secure City of Denton Project Representative approval of the report Economic and operational analysis of each City of Denton facility for its continued use All options would be studied, including using facilities "as is", renovating facilities, adding onto existing facilities, vacating any existing facilities and the construction of any new proposed facilities A Evaluate existing facilities based on Area and configuration of existing floors/efficiency, Open Space, Public Space Structural implications Building and fire code Life/safety issues Special transportation (elevators, escalators) Ceiling heights Natural and artificial lighting quality Engineering factors such as operation and maintenance of HVAC, Lighting, Electrical, special features (access flooring, etc ) Product Recommendations on each separate facility and recommendations on existing spaces planned to remain, be relocated or newly constructed Approval Secure City of Denton Project Representative approval of the report Overall Plan Develop overall plans (site stacking and blocking plans) showing the use and configuration of City of Denton space Factors to be considered in the development of the Plan include the economic and operational analysis of the continued use of each City of Denton facility, the future projected space requirements, desirable adjacencies for the most efficient operation of City departments/groups, available space for relocations including the economic suitability of each projected relocation, and the time schedule to implement the overall plan A Develop graphics illustrating the overall plan As a mimmum, graphics would consist of the following "Existing" plan showing existing department configurations/locations by building and by floor of each building 2 Proposed conceptual plan of the final configurations/locations by existing and new proposed buildings and by floor of each building 3 Time/bar chart of the master project schedule implementation, including milestones with the beginning and completion dates of all tasks required to complete the overall plan 4 Phasing plan of moves, remodelings, new construction, etc 5 Projected construction cost to implement the overall plan, including economic evaluations of each studied facility for use, expansion, new construction, remodeling, closures, etc Product Overall concept plans illustrating each Department with specific recommendations for space allocation and location in availa' City facilities with cost projections for each Department by Building; Master project schedule for moves, remodeling or additions for each Department by Building Approval Secure City of Denton approval of the plan, schedule phasing and cost 8 Schematic Documentation Based on the approved overall plans, prepare schematic plan documentation for each facility and each space Product This documentation would consist of the final preliminary overall plan configurations for each area of each Department in proposed and available targeted facilities studied These will be in 8 1/2" x 11" form as well as full size 1/8" scale drawings Approval Secure City of Denton approval of the Plan, schedule, phasing, and cost Note Corgan Associates Architects will be available at any time to meet, answer questions, or to make any presentations required before the City or pertinent applicable parties