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