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Multicultural Family Center Phase II RenovationTHE CITY OF Dui Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Multicultural Family Center Phase II Renovation DATE: July 29, 2014 Dubuque band AI -America City r 2007 • 2012 • 2013 Leisure Services Manager Marie Ware is requesting City Council approval of the consultant selection committee's recommendation for hiring Selser Schaefer Architects to provide architectural design and construction administration services for the Multicultural Family Center — Phase II Renovation Project for approximately $114,000. I concur with the recommendation and respectfully request Mayor and City Council approval. 7.- Mic ael C. Van Milligen bc./114X tvii MCVM:sv Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Marie Ware, Leisure Services Manager THE CITY OF DUB E Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Marie L. Ware, Leisure Services Manager Dubuque kittil AII-AmericaCigr 11111r 2007 • 2012 • 2013 SUBJECT: Multicultural Family Center — Phase II Renovation Design and Construction Administration Consultant Recommendation C I P # 360-1976 DATE: July 29, 2014 INTRODUCTION This memorandum provides the consultant selection committee's recommendation for hiring a consultant to provide architectural design and construction administration services for the Multicultural Family Center — Phase II Renovation Project. BACKGROUND As part of the City's Capital Improvement Program budget, funding has been approved to make additional improvements to the MFC. Planned work includes full renovation of the second floor to create approximately six offices and 2-4 cubicles, a conference room, reception desk and waiting area, a unisex restroom and small kitchenette. The office would be used by the Human Rights Department, the MFC Director and Assistant Director. Additional work would include reconfiguration of the main entrance to the building, installation of an elevator to serve all levels, and expansion of the large conference room in the back of the building. Brick tuck pointing and other exterior maintenance work will be performed to ensure the building envelope remains weather tight. DISCUSSION The City Council approved the release of the Request for Proposals (RFP) for this project on June 16, 2014. Five proposals were received by the July 2, 2014 deadline. On July 3, 2014, the selection committee evaluated the proposals and decided to interview three consultants — Ulstad Architects, FEH Associates Inc, and Selser Schaefer Architects. The following City staff served on the RFP Review committee: • Rich Russell, Building Services Manager • Kelly Larson, Human Rights Director • Steve Sampson Brown, Project Manager • Marie Ware, Leisure Services Manager • Sarah Petersen, Acting Multicultural Family Center Director • Erica Haugen, Assistant Housing Specialist • Mary Brooks, Senior Budget Analyst • John Stewart, MFC Board President Interviews were conducted by the consultant selection committee on July 23 and 24, 2014. Following the interviews, the committee recommends Selser Schaefer Architects be retained for the following reasons: • Best understood the City's critical success factors for the project. • Provided the best examples from other completed projects that illustrated innovative space use, collaborative work furniture styles and use of color to create vibrant spaces in the building. • Demonstrated strong enthusiasm for the project by devoting considerable time to investigating the existing building conditions and developing potential layouts to show how they would meet the needs of the Multicultural Center. • Proposed a complete project team approach that would address all aspects of the project. The submitted proposal fees for the project are as follows: Selser Schaefer (Dubuque) FEH (Dubuque) Ulstad (Dubuque) Shive-Hattery (Moline, IL) Ament Design (Moline, IL) $ 113,150 $ 126,200 $ 120,200 $ 86,500 $ 164,396 It is anticipated that the timeframe for the architectural design contract will be four months following the signing of a professional services contract, with several phases of construction work to be completed over nine months. The selected consultant will be expected to complete the scope of work within the specified timeframe, under the general direction and coordination of the City's Leisure Services and Engineering Departments as authorized by the City Council. RECOMMENDATION Based on review of the proposals, presentations, and interviews, the consultant selection committee recommends that the City negotiate an agreement and execute a contract with Selser Schaefer Architects for architectural design and construction administration services associated with the Multicultural Family Center — Phase II Renovation Project. BUDGET IMPACT The current project estimate is as follows: Architectural Design & Construction Administration Base Construction Costs 10% Contingency City Engineering Costs Total Estimated Cost $ 113,150 $1,120,000 $ 112,000 $ 42,000 $1,387,150 The project will be funded from CIP 360-1976, with a current balance of $1,478,153. ACTION TO BE TAKEN I respectfully request that you recommend Selser Schaefer Architects to the City Council for the Multicultural Family Center — Phase 11 Renovation Project and that you request City Council authority to negotiate an agreement and execute a contract for approximately $114,000 with Selser Schaefer Architects for architectural and construction administration services. cc: Gus Psihoyos, City Engineer Steve Sampson Brown, Project Manager Kelly Larson, Human Rights Director Rich Russell, Building Services Manager Sarah Petersen, Acting Multicultural Family Center Director Erica Haugen, Assistant Housing Specialist Mary Brooks, Senior Budget Analyst John Stewart, MFC Board President Multicultural Family Center Improvement Project Phase II 02 July 2014 SELSER SCHAEFER ARCHITECTS IS ARCHITECTURE THE DESIGN OF BUILDINGS? OR IS IT THE IMAGINATION TO SEE SOMETHING MORE? LET'S EXPLORE THE POSSIBILITIES TOGETHER. TABLE OF CONTENTS LETTER OF TRANSMITTAL PROFILE OF FIRM, 1-4 - Locations, 1 - Staff, 1 - Current Workload, 1 - Areas of Expertise and Experience, 2 - Similar Project Experience, 3-4 SCOPE OF SERVICES, 5-6 - Basic Work Plan Strategies/Options, 5 - Basic Work Plan, 6 PROJECT TEAM QUALIFICATIONS, 7-10 - Project Team, 7 - Sub -Consultants, 8 - Communication Flow Chart, 9 - Previous Projects as a Team, 10 - References, 10 PROPOSED PROJECT SCHEDULE, 11 QUALITY ASSURANCE / QUALITY CONTROL, 12 UNDERSTANDING OF FINAL CONTRACT TERMS, 12 CERTIFICATE OF INSURANCE, 12 APPENDIX - Vertical Construction Checklist - Exceptions to Contract Terms & Conditions Steve Sampson Brown Project Manager City of Dubuque Engineering 50 West 13th Street . Dubuque1 Iowa 52001-4864 240 West 2nd Street Dubuque,•lowa 52001 563.552.7864 SELSER SCHAEFER ` RCHITECTS • 2 July 2014 f. Selser Schaefer Architects understands the presentedscope of work, the budget, and tile deadlines for the Multicultural Family Center Improvements and we appreciate the opportunity to submit our qualifications. We have received and acknowledge Addendum .1. The need for additional program and office space -is a testament to the leadership, growth, and vision' of the center staff, The City of Dubuque, and the demand 'of the Dubuque Community, Selser Schaefer Architects wants to be your' partner in .creating a facility to meet your needs. • The architectural process is both creative and technical. At Selser Schaefer Architects, we are the best of both. We will provide creative, intelligent 'decisions to maximize your space and budget and will design a phased renovation that features: - A new welcoming entry - A collaborative work environment - Efficient program spaces - Improvements that compliment the Kephart building's design Selser Schaefer Architects is committed to Dubuque. This is where we work, learn, live and play. We . understand the Multicultural Family Center provides a safe environment for members of our community to gather, connect, and build unify out of diversity. Creative and functional renovation solutions for this project will help strengthen our neighborhoods and make a positive impact for future generations. And for us, that's what it's all about. We aim to be a responsible and dependable partner for The City of Dubuque for,many years to come and look forward to the opportunity to become involved in this exciting project for our community. You may - contact me directly on my cell at 563.663.7559 or via e-mail at amccready@selserschaefer.com. Andrew McCready AIA "'eler 96.tialezFer move. Fre cotnce.tveA i�etty e bot tl wtia+ otnr btiil�i+ng yliat,1L be. or woAIA look like. 7Lie� ayke� �tneyHotny About -1- wtn(1we wav1) +o yee itn oUr. bUiI ivig, 4i/tem deveJore) a Aeyintn -ktna+ w041A tndeliver oUr wiiyyiotn a� viyiotn for otir Front-awiy. We. [nave. tneve.r beets �iyaaivrl e�." - Ken Busby Executive Director & CEO Arts & Humanities Council of Tulsa PROFILE OF FIRM Selser Schaefer Architects was formed in 1993. We are unique not only'in the services we provide but also the way in which we provide thoge services. Selser Schaefer Architects involves you from the beginning. We ask questions and listen to your responses in order to determine your needs. We address those needs with thoughtful solutions that fit within your budget. It's that simple — and that complex. It is the reason over 90% of our work comes from repeat clients. LOCATIONS 240 West 2nd Street Dubuque, Iowa 2002 East 6th Street Tulsa, Oklahoma Your project will be led by our Dubuque office. Although some team members are based in Tulsa we work together seamlessly through an electronic server and filing system, frequent audio conferencing, and screen share meetings. Our combined workforce and shared resources allow us to work on projects of all sizes and levels of complexity. TOTAL STAFF 51 Employees PROFESSIONAL STAFF 13 Registered Architects 9 LEED° Accredited Professionals 4 Registered Interior Designers 3 Construction Administrators CURRENT WORKLOAD Selser Schaefer Architects are prepared to begin work on this project immediately upon selection. We organize our workload through an ever -evolving resource calendar where alt projects and potential projects are scheduled and assigned to our employees in advance. This ensures our workload remains manageable and deadlines are always met. AREAS. OF EXPERTISE AND EXPERIENCE Setser Schaefer Architects' 21 years in the industry reflects a wide variety of clients, project types, and project sizes. We focus on being good architects, responding to the needs of our clients, and creating a built environment that does good things for the community. RENOVATION EXPERIENCE We have analyzed countless buildings for renovation and have designed 400+ ren- ovation projects. Setser Schaefer Architects is an experienced team of problem solvers. We understand how to bring new life into a space through beautiful and thoughtful design while applying aur intimate knowledge of building structure and building systems. Phased renovations of fully occupied, multi -story buildings with outdated systems are also well within our area of expertise. Our experience will help us as we uncover the specific needs of the Multicultural Family Center and the unique challenges of the existing building. SUSTAINABLE DESIGN EXPERIENCE Constructing and operating buildings consumes more of the world's energy and resources than any other single endeavor. People are talking a lot, about green and sustainable architecture. As a U.S. Green Building Council member since 2004, we have been involved in projects that range from simply incorporating sustainable elements to projects that meet LEED certification criteria. We believe green design is, and always has been, a part of good design. Setser Schaefer Architects has: - 9 LEED Accredited Professionals - 3 LEED Certified Projects - 1 LEED Silver Certified Project We anticipate: - 2 LEED Silver Certified Projects - 1 LEED Gold Certified Project "yet ye r � aefer Arcini-l-e.--1-9 Beverly ' overcawte irotany -o -Irani - orwt ottr boar,=,6_A-1412, 'into waretnotte. iwri-o brigl�I, e-ffidevrl- office_-Nna1-f-ttt,cFioi cX-i-rewtely well wl4ile re.7c.G-litnn rly tiiyl ory ave +ine yttrrot 1,4Aivto Y'raAy Ai^i y - Tom Wallace President / CEO, Wallace Engineering SIMILAR PROJECT EXPERIENCE Selser Schaefer Architects knows how to do renovation and/or expansion projects. We've completed over 400. In addition, every one of our 1000+ projects incorporates functional, efficient pace planning and design. , 200 EAST BRADY OFFICE BUILDING Through the careful and imaginative use of light, space, materials and technology, Selser Schaefer Architects revitalized an old neglected warehouse in Tulsa's Brady Arts District into an impressive -office space. The original two-story, brick and concrete building was constructed in the 1920s as a grocery warehouse. Years of neglect left the building in poor repair, but its structural frame was sound and most of the exterior masonry was intact. To keep the building's industrial aesthetic, its walls, columns and ceilings were cleaned, painted and left exposed. All the building's original steel windows were salvaged. Wood -frame and ground floor windows were replaced with aluminum -frame' windows that match the original profiles. To increase the amount of natural Light, the crumbling west facade was replaced with a solar -glass yvall with operating windows and automated solar shades. Geothermal wells located in the adjacent landscaped parking lot provide the building with a sustainable supply of ground -source heating and cooling. The automated solar shades on the glass wall facade and heavily insulated exterior walls efficiently control the building's heat gain and loss. Daylighting throughout the building significantly reduces artificial lighting. 300 EAST BRADY OFFICE BUILDING, • A classic example of art deco industrial architecture, 300 East Brady was slated for demolition. Instead the abandoned warehouse, originally constructed for Holloway Wire Rope in 1937, was transformed into office space and a second - story loft apartment that brings life to Tulsa's growing Brady Arts District. The existing building was restored to its original appearance, helping to maintain the historic fabric of the neighborhood. The addition's design is respectful of the existing building and reflects materials and structural systems commonly used for industrial warehouses in the area in the 1930s. Despite the building's age sustainable design elements were incorporated into the design. In addition to re -using the entire shell of the building, we restored the steel windows and geo-thermal wells provide the building with a sustainable supply of ground -source heating and cooling. 240 WEST 2ND STREET OFFICE BUILDING The opportunity to open new doors and expand the firm's collaborative work arose when long=time members of the Selser Schaefer Architects team, Andrew and Emily McCready, returned home to their Dubuque roots. The desire for an open and collaborative office environment drove the design of this late 1800s era storefront interior remodel Located in downtown Dubuque. A translucent and moveable entry element greets visitors with a veil of privacy yet provides an invitation to step inside. Crisp white walls create a blank canvas for project photography and local art. Simple light fixtures are'suspended from the original wood ceiling and large open windows allow light to flow throughout the space. Flexible workstations, open shelving, and group gathering areas complete the remodeled space. ICE HOUSE The Ice House is an adaptive reuse of the former Tulsa Ice Company building, built in the mid - 1920s. Located just east of the Tulsa Pearl District this facility was transformed into a single tenant professional office building. .As the office space for Selser Schaefer Architects, Ice House maintains the industrial aesthetic of the past while skillfully meshing clean contemporary elements transforming this beautiful old warehouse into a collaborative urban workspace. The single story space boasts -an open style plan, allowing for creative collaboration, which is key to the success of the company. Following are examples of clients with whom we've formed relationships completing numerous projects similar to the Multicultural Family Center renovation. MI MI I MR 11111 SIMILAR PROJECT EXPERIENCE '• TULSA COMMUNITY -COLLEGE When TCC called with a dream to build a physical therapy clinic, we accepted the challenge to make their dream a reality. This adaptive reuse of a former car dealership became both a clinic for the community and a learning lab for students with classroom, office and lab space for the school's Physical Therapy Assistant program. We have worked on 9 projects for TCC since 2005. CHURCH ON THE MOVE Oneighty began with a handful of teenagers as an outreach of Church on the Move. Now with over 90,000 sq. -ft., the facility offers a diverse blend of both activities and a worship experience for over 700 kids. This remodel converted space into classrooms. Flexibility is the key in meeting the needs of.this dynamic, energetic, and techno-savvy age group. The new clas"srooms each have full multi -media AN capability and are able to accommodate everything from a single speaker, or full scale theatrical production, to a classroom setting, or casual gathering space. Since 2008, our firm has worked on over 50 projects with Church On The Move and have expanded and/or renovated over 150,000 square feet of existing space, including offices and program spaces. "helve r �dnAefer. Ar�lnike�ky r¢All y v,ctile� rF whin lining6e Olney vvigrrietreal-ive-i7icAo of re-rtr-foivin wl-Hn Itn¢ �r�i�ti�tt Fr6c4t1c1iot4 He245 Ae.feral-e_ for." - Andrew Stone Production Manager, Church On The Move THE UNIVERSITY OF TULSA Our association with TU began in 2008. Due to the high quality of our work and our responsiveness, that relationship continues to grow. We have completed nearly 30 projects to date including: Williams Student Services Center Remodel When TU was given the opportunity to enhance the Williams Student Services Center, they knew it would be a challenge to select an architect, design, document, and construct the facility in 16 weeks. We worked with university personnel to meet this aggressive schedule. The result was a collaborative effort that provides the students and staff a comfortable, open, and efficient space. National Energy Policy Institute Remodel The key to the Tulsa headquarters of the National Energy Policy Institute remodel was to -make the most of a small space. Listening closely to the client's needs, a former dormitory suite with low ceilings and very little daylighting was transformed into a lively, well -organized environment of carefully selected materials and colors, bursting with natural light. Alexander Health Center Renovation The goat of this renovation was to provide additional space and improve function for the University's hard-working medical staff and their patients, while respecting the building originally designed by modernists Murray Jones Murray. The renovated space addresses the demanding programmatic needs of a medical facility and maintained a minimal project cost. SCOPE OF SERVICES Based on our current understanding of the existing conditions and desired project scope, Selser Schaefer Architects is able to satisfy the scope of services for the currently approved budget as listed. Our years of experience help us design phased renovation projects that are completed in budget and on time: We set realistic expectations and present creative solutions to give you a dynamic new space that accomplishes your goals. We are determined to do our very best for each and every client. The architectural process is creative and technical. At Selser Schaefer Architects, we are the best of both. Our design approach and work plan will accomplish the following: - Design improvements for the Multicultural Family Center to create a welcoming, inviting, and functional space for the Dubuque community as well as a collaborative office environment on the 2nd floor - Improve the building exterior and explore the options and feasibility of a 2nd floor expansion - Communicate clearly; provide the necessary reports and updates throughout the design and construction process - Follow through on every promise Spend your money as if it is our own - Make our deadlines, and yours - Stay in budget Andrew McCready AIA will be your Project•Manager and Contract Administrator during construction. He will be responsible for keeping your project on time and in budget, as well as the day-to-day communication with the project team. Andrew will be your single point of contact from initial programming through construction. BASIC WORK PLAN STRATEGIES / OPTIONS STRATEGY A: 2 BID RELEASE DATES, 3 BID PACKAGES We propose a 16 week design schedule and the production of 3 bid packages with 2 bid release dates. To accomplish this strategy, the following milestones must also be feasible for The City. Predesign would commence on 8.18.14, allowing 6 weeks for The City of Dubuque to complete the Architectural Consultant selec- tion and contract negotiation process. Schematic Design would last 4 weeks and address the project holistically. This approach will bring a cohesive and well thought-out design for the facility before documentation begins. Construction Documentation for Phase I, front entrance/elevator, would be . completed and released for bid in a separate package on 11.3.14. Meanwhile, Phases II -IV would have an additional 5 weeks in design/documentation and be released for bid on 12.8.14. A detailed schedule and the project deliverables are on Page 11. STRATEGY B: 1 BID RELEASE DATE, 2 BID PACKAGES An alternate strategy allows for 2 bid packages to be released for bid at the same time. The variations from Strategy 1 include a predesign commencement of 8.04.14, allowing 4 weeks for The City of Dubugile to complete the Architectural Consultant selection and contract negotiation process, and the entire project would go to bid on 11.17.14.- This 1.17.14. This strategy would allow the entire project to be designed and documented together. Releasing the bid packages together would be advantageous to The City as it will allow you to see all bid responses at one time to help ensure the project budget is upheld. A detailed schedule and the project deliverables are on Page 11. OPTION: REDUCE HOURS ON SUGGESTED CA SCOPE OF WORK We suggest a reduction of the Architectural Project Managers suggested 1-2 hours each day spent on-site, while work is occuring, throughout the duration of construction. We feel the time spent could be reduced to 1-2 hours each week without compromising the integrity of the project, and would result in a lessened fee from the chosen Consultant firm. Selser Schaefer Architects will produce the required paperwork, forms, and reports necessary for The City of Dubuque and will keep this project on time and in budget. The following provides an overview of how our firm will conduct the design process. BASIC WORK PLAN PREDESIGN Will begin with a visit to the project site and a review of the existing conceptual floor plan. We will then lead a meeting with stakeholders to understand and confirm the needs, goals, challenges, desires, budget and schedule for the entire project. We will uncover the key issues, prioritize and verify each one, and then address those issues in the Concept Design. Using the information gathered in the PreDesign meeting(s), we will create the Work Breakdown Structure (WBS), the critical path project -schedule, the Total Project Cost budget worksheet, and the Progress Report template. We will meet with the City Project Manager to review communication methods and desired frequency of updates and submission process. We will also discuss the most economical way to organize the bid packages and align the design schedule with the City's approval process timeline. We can provide a brief technical memorandum that lists all Federal, State and City reviews throughout the design and construction process. We will be sure to include the implications (if any) on the anticipated completion date of the project. SCHEMATIC DESIGN Selser Schaefer Architects will present multiple concepts. We tailor each design to your needs. There is no off-the-shelf solution. We will document the advantages and disadvantages of each concept and with your input develop the final design. Energy goals will be confirmed during this phase. The final design concept will,include the floorplan, exterior updates, and interior design. Interior Design is integrated into every project including options for colors, finishes, and materials. BIM, a 3D modeling software, helps to communicate the design and develop construction documents, so renderings can be produced easily throughout the design process. This software will help you to understand and "see" your design before construction begins. At this point, it will be confirmed, together with the City Project Manager, , which projects should be bid together and which should be sent out in separate packages. DESIGN DEVELOPMENT Next the concept will be refined, code requirements will be confirmed, and value engineering incorporated. As requested, an additional submittal will be prepared for ADA, Building Code and Fire Code Report listing the applicable code requirements for each. An on -board review meeting will be held to review the project progress and we will present options for ENERGY STAR certification level for the project. CONSTRUCTION DOCUMENTATION Our firm regularly holds internal technical review meetings with our consultant team. As the documents are developed, outstanding issues are documented ancl tracked. For your project, we will track these items and use the WBS form to keep the project on schedule. For the on -board review Meeting during this phase, The City of Dubuque Project Manager will be provided a complete set of 90% construction documents and the list of outstanding issues. This information is provided prior to the meeting, in order to allow individuals adequate time to review and comment. We wilt then hold a review meeting to review the documents in-depth and discuss every comment. The City of Dubuque will always be an active member of the team. We design based on your feedback and will always keep you in the loop. BIDDING SERVICES It is essential that bid documents are accurate and well prepared in order to gather the most accurate and in -budget bids. Each of the services outlined in the RFP is alt within our typical scope during the bidding process. It is a process we conduct regularly. CONTRACT ADMINISTRATION Contract Administration is critical. Site visits by the architects and our consultants assures the owner will receive a quality project that adheres to the requirements set forth in the construction documents. We will monitor the schedule, review contractor's applications for payment, review submittals, and respond to contractor's questions. VERTICAL CONSTRUCTION CHECKLIST See Appendix. 46 47 48 49 50 51 4 We have very high expectations of our team members - both internal and consultants. Everyone on the team understands the vision, the tasks, and the milestones. The result is a well coordinated, well documented project that is delivered in budget and on time. Following are the key team members assigned to the Multicultural Family Center. PROJECT MANAGEMENT / CONTRACT ADMINISTRATION - DUBUQUE Andrew McCready AIA will be your Project Manager and Contract Administrator during construction. He will be responsible for keeping your project on time and in budget, as welt as day-to-day communication with the project team. Andrew will be your single point of contact from initial programming through construction. Relevant Experience: TCC Nate Waters Physical Therapy Clinic Renovation, WW Hastings Hospital Renovation, Newt Marine Service Building Renovation Concept in Dubuque, and 100+ new and renovation/remodel projects for H -E -B Grocery Company. Education: Bachelor of Science in Architecture, Oklahoma State University, 2003 PRINCIPAL -IN -CHARGE - TULSA Robert Schaefer AIA, LEED AP BD+C directs our firm's planning and design' efforts and will oversee the project design process. Relevant Experience: Ice House Office Renovation, 200 East Brady Office Renovation, 300 East Brady Office Renovation & Addition, TCC Nate Waters Physical Therapy Clinic Renovation, WW Hastings Hospital Renovation, Owasso Family YMCA, Nathan Hale Library Renovation, OSU Atherton Hotel Renovation and Addition and 20+ renovation projects for The University of Tulsa. Education: Master of Architecture, Oklahoma State University, 1976 Bachelor of Science in Architectural Studies, OSU, 1974 PROJECT LEADER - DUBUQUE Cody Utterback Associate AIA will coordinate with our local consultant team and produce construction documents. Relevant Experience: 15 H -E -B Grocery Store new and remodel/renovation projects, OSU Atherton Hotel Renovation & Addition and Oklahoma School for the Visual & Performing Arts. Education: Bachelor of Science in Architecture, Oklahoma State University, 2010 INTERIOR DESIGN - TULSA Britton Howerton IIDA leads our interior design team and will ensure continuity between the interior and exterior: She has an extensive knowledge of materials, furnishings, and current trends in collaborative office spaces. Relevant Experience: Ice House Office Adaptive Reuse, 200 East Brady Office Adaptive Reuse, 300 East Brady Office Adaptive Reuse, TCC Nate Waters Physical Therapy Clinic Renovation, Owasso Family YMCA, Hardesty Arts Center and 20+ renovation projects at the University of Tulsa. Education: Bachelor of Science in Human Environmental Sciences Design, Housing and Merchandising, Oklahoma State University, 2004 QUALITY ASSURANCE/QUALITY CONTROL - TULSA Kevin Bowden RA, LEED AP BD+C will monitor our QA/QC process. Kevin has 32 years of experience as both an Architect and Contract Administrator. Relevant Experience: Ice House Office Adaptive Reuse, 200 East Brady Office Adaptive Reuse, 300 East Brady Office Adaptive Reuse & Addition, Hardesty Arts Center. Education: Bachelor of Architecture University of Oklahoma, 1991 Bachelor of Science in Architectural Studies, Oklahoma State University, 1982 SUB -CONSULTANTS Selser Schaefer Architects -believes a project's success starts with the right team. We have assembled a team of professionals with extensive local renovation experience. We are currently • working with this team of consultants on several projects here in Dubuque, which are all still in the conceptual design phase. Our`high level of communication and positive rapport with our _ consultants allows us to seamlessly integrate all disciplines in a collaborative process: ' MEP ENGINEERING: MEP ENGINEERS - DUBUQUE Mechanical Engineer - Dieter Muhlack• PE, LEED AP has extensive experience in engineering energy -conscious mechanical' and plumbing systems. His project experience encompasses a wide variety of building types,.such as county office, courthouses, and education. Relevant experience includes: Multicultural Family Center Phase I (with Durrant Group); City of Dubuque Fire Station #4; Federal Building Office Remodel; Stone Hill Care Center Dubuque Regional Humane Society Electrical Engineer - Steven Sallwasser PE, NCEES baS a strong background in all facets of electrical ehgineering building systems including power, Lighting, fire alarm, generators and numerous specialty systems. His experience includes electrical design for government facilities, offices, and renovation/expansion projects. .Relevant experience includes: National Mississippi River Museum & Aquarium, Dubuque Water Treatment Plant Study, Dubuque City Hall Traffic Center, Sageville Elementary School and Dubuque Regional Humane Society MEP Engineers will complete approximately 25% of the scope of this project. STRUCTURAL ENGINEERING: HOOTING COYOTE, LLC - ELIZABETH ILLINOIS Structural Engineer - Todd Birkel has 26 years of experience in a wide variety of projects ranging from retail to airport and convention facilities. Expertise includes public and municipal buildings, expansions, and renovations evaluation of existing structures. Todd's structural/architectural education and well-rounded experience foster efficient'and productive communication with design professionals, contractors and clients. Relevant experience includes: Dubuque Regional Airport Te'rminat Building, Galena City Hall Relocation, Davis County Courthouse, Mason City Historic Park Inn, ' Benedictine Sisters of Perpetual Adoration, and Dalzell Field. Hooting Coyote will complete approximately 10% of the scope of this project. , COMMUNICATION FLOW CHART CITY OF DUBUQUE Interior Design Britton Howerton Mechanical Engineer Dieter Muhlack Principal -In -Charge Amu Robert Schaefer Project Management / Contract Administration Andrew McCready Project Leader Cody Utterback Quality Assurance / Quality Control Kevin Bowden • Structural Engineer Todd Birkel Electrical Engineer Steven Sallwasser PREVIOUS PROJECTS AS A TEAM Selser Schaefer Architects is new to the Dubuque area but we have already begun to work with local consultant team. We recently worked with MEP Engineers and Hooting Coyote on a concept design for a renovation of a late 1800's building in Dubuque's Ice Harbor. Selser Schaefer Architects' team of Andrew McCready, Robert Schaefer and Britton Howerton have worked closely together on more than 30 projects, including: Tulsa Community College - Nate Waters Physical Therapy Clinic Renovation - Center for Creativity Cherokee Nation - Jack Brown Center W.W. Hastings Hospital Renovation Sam Hider Community Health Center - Cooweescoowee Health Center Morton Comprehensive Health Center Edmond Animal Welfare Facility H -E -B Grocery Company - 13 new stores and renovations throughout Texas Creit Foods Grocery Store Owasso Family YMCA Pryor Community Recreation Center Kickapoo Casino Sunoco Building Renovation Concept REFERENCES Tulsa Community College Nate Waters Physical Therapy Clinic Renovation Steven Cox, Director of Physical Facilities 918.595.7949 Project Team Members: Andrew McCready, Robert Schaefer, Britton Howerton Cherokee Nation WW Hastings Hospital. Renovation & Expansion Alan Turner, Director of Planning & Development 918.453.5296 Project Team Members: Andrew McCready, Robert Schaefer, Britton Howerton ACHT Hardesty Arts Center and Visual Arts Center Adaptive Reuse Concept Ken Busby, Executive Director & CEO 918.584.3333 Project Team Members: Robert Schaefer, Britton Howerton - PROPOSED PROJECT SCHEDULE STRATEGY A 8.15.14 33 DAYS SELECTION PROCESS / CONTRACT NEGOTIATION STRATEGY B BID PACKAGE 1 PHASE 1 BID PACKAGES 2 & 3 PHASES 2, 3 & 4 8.1.14 23 DAYS SELECTION PROCESS / CONTRACT NEGOTIATION 9.5.14 15 DAYS PREDESIGN 9.5.14 15 DAYS PREDESIGN 8.22.14 15 DAYS PREDESIGN 10.3.14 20 DAYS SCHEMATIC DESIGN 10.3.14 20 DAYS SCHEMATIC DESIGN 9.19.14 20 DAYS SCHEMATIC DESIGN s 10.31.14 20 DAYS CONSTRUCTION DOCUMENTS 12.5.14 • 25 DAYS BIDDING 1;0.31.14 - 20 DAYS DESIGN DEVELOPMENT 10:17.14 20 DAYS DESIGN DEVELOPMENT 3.13.15 70 DAYS CONSTRUCTION 12.5.14 25 DAYS CONSTRUCTION DOCUMENTS 12.5.14 20 DAYS CONSTRUCTION DOCUMENTS i 1.9.15 ( 10.16.15 200 DAYS CONSTRUCTION 25 DAYS BIDDING 12.19.14 25 DAYS BIDDING 9.25.15 200 DAYS CONSTRUCTION 0 Contract Negotiation Deliverables PreDesign Deliverables Contract WBS Meeting Notes Technical Memorandum Feasibility Study of 2nd Floor Expansion WBS Project Schedule Progress Report Schematic Design Deliverables Meeting Notes Schematic Design Plans Schamatic Design Material Review Phasing Plans Building Systems Narrative & Quality Profile Total Project Cost Budget Updated WBS Updated Project Schedule Updated Progress Report Design Development Deliverable Meeting Notes Outline Specifications Construction Documents Phasing Plans Total Project Cost Budget" Updated WBS Updated Project Schedule Updated Progress Report Construction Documents Deliverables Meeting Notes Draft Specifications Construction Documents Phasing Plans Total Project Cost Budget Updated WBS Updated. Project Schedule Updated Progress Report Bidding DeliVerables Contract Documents/Bid Package Bid Distribution List Bid Tabulation Form Bid RFI Responses Total Project Cost Budget Updated WBS Updated Project Schedule Updated Progress Report Construction Deliverables Field Reports RFI Responses Submittal Review Pay Applications Cetrtificate of Substantial Completion Project Closeout Total Project Cost Budget Updated WBS Updated Project Schedule Updated Progress Report QUALITY CONTROL PROCESS r EL, l 4441 igprir Quality is critical to the success of every project. At Selser Schaefer Architects, quality is not simply a buzz word. It's the way we do business. Our quality control process includes carefully timed in-depth review meetings by the project team, documentation and tracking of all outstanding issues and the use of Building Information Modeling (BIM) software. Individually these steps don't mean a great deal. But combined, they provide the framework for an effective and efficient quality assurance process that actually works. Our firm regularly holds internal technical review meetings with our consultant team. As the documents are developed, outstanding issues are documented and tracked. For your project, we will track these items and use the WBS form to keep the project on schedule. For the on -board review meeting during this phase, The City of Dubuque Project Manager will be provided a complete set of 90% construction documents -and the list of outstanding issues. This information is provided prior to the meeting, in order to allow individuals adequate time to review and comment. We will then hold a review meeting to review the documents in-depth and discuss every comment. Quality customer service and quality documents are key to the project's success. QUALITY ASSURANCE / QUALITY CONTROL HOURS DURING SCHEMATIC DESIGN/DESIGN DEVELOPMENT - 10 HOURS Process Includes: - In-depth review meetings - Documenting and tracking all outstanding issues - Review of specifications and documents for accuracy and cohesiveness - Phase deliverable review prior to submission - Review of•coordination accuracy amongst disciplines - Verification of the design with the existing conditions QUALITY ASSURANCE / QUALITY CONTROL HOURS DURING CONSTRUCTION DOCUMENTATION - 33 HOURS Process Includes: - Internal technical review meetings with consultants - Providing Owner and consultants with a complete set of documents and outstanding issues prior to each review - Documenting and tracking outstanding issues - Reviewing and discussing documents and comments in-depth with the Owner and consultants - Review of specifications and documents for accuracy and cohesiveness - Phase deliverable review prior to submission - Review of coordination accuracy amongst disciplines - Verification of the construction documents with the existing conditions UNDERSTANDING OF FINAL CONTRACT TERMS Selser Schaefer Architects has read the City of Dubuque Contract Terms and Conditions. We understand and agree to the clauses listed in Appendix C if our proposed adjustments to the Contract Terms and Conditions are acceptable. Our adjustments may be found in the Appendix. CERTIFICATE OF INSURANCE Selser Schaefer Architects currently meets all the City of Dubuque insurance requirements listed in the Insurance Schedule C in Appendix D of the RFP. APPENDIX VERTICAL CONSTRUCTION SCOPE OF SERVICE CHECKLIST Project: MFC Improvements Phase II Project #: Date: 07.02.14 Location: 1157 Central Ave, Dubuque City Project Manager: Steve Sampson Brown Prepared By: Andrew McCready AIA Owner: The City of Dubuque Consultan Project Manager: Andrew McCready AIA Included Not Included T.B.D. Comments PREDESIGN PHASE 1 Predesign Services Project Management X - Per RFP Instructions Green Design Services X LEED/ENERGY STAR/ETC. Disciplines Coordination and Document Checking X Identification of All Required Federal, State and City Agency Reviews and Permit Approvals X Submit written narrative detailing requirements for the project: Historic District, Site Plan Review, Zoning Issues, NPDES, POD Design Review, etc. Coordination of Owner- supplied data X Space Utilization Planning X Existing Facilities Surveys X Marketing Studies X Comparative Studies of Prospective Sites X Economic Feasibility Studies X Project Financing X Project Scheduling X Project Budgeting - X , Models/Renderings/Animations X Presentations X Project Meetings X. 2 Site Analysis Services Project Management X See RFP Language Green Design Services X LEED/ENERGY STAR/ETC. Project Kick-off/Scope Review Meeting with City and Project Team X ,. Submit written narrative of project understanding that includes schedule and cost in follow-up to the meeting Disciplines Coordination and Document Checking X Agency Review Coordination and Permit Approvals X Coordination of Owner -Supplied Data X Site Analysis & Selection . X Site Development Planning X Detailed Site Utilization Study X On -Site Utility/Mechanical System Studies X , Off -Site Utility - Coordination/Requirement Studies X Energy Studies X Air Balancing Study X Geotechnical Investigation X Contaminated Materials Studies X Environmental Studies and Reports X Zoning Compliance Review X Project Scheduling X Project' Budgeting - X ' Models/Renderings/Animations X Presentations _ X Project Meetings X DESIGN PHASE 3 Schematic Design Services Project Management X See RFP Language Green Design Services X LEED/ENERGY STAR/ETC. - Disciplines Coordination and Document Checking X Agency Review Coordination and Permit Approvals X Coordination of Owner -Supplied Data X Architectural Design/Documentation X Data/Communications Design/Documentation X Includes conduit and boxes for data. Data system by owner. Security System Design/Documention X Includes conduit and boxes for security. Security system by owner. Structural Design/Documentation X Geotechnical Design/Documentation X Mechanical Design/Documentation X Plumbing Design/Documentation X Sprinkler Design/Documentation X Performance based design. Electrical Design/Documentation X Civil Design/Documentation X Utility Rebate Coordination X Will provide help in obtaining data needed for rebates. Constructability Coordination and Construction Staging , X Landscape Design/Documentation X Interior Design/Documentation X Materials Research/Specifications X Schematic Design Plan Submittal to City for Review and Comment X Project Scheduling X Project Budgeting X Updated Formal Statement of Probable Total Project Cost X Value Engineering X Phase Summary Report X Traffic Impact Study X Models/Renderings/Animations X Presentations X Project Meetings X 4 Design Development Services Project Management X See RFP Language Green Design Services X LEED/ENERGY STAR/ETC. Disciplines Coordination and Document Checking X - Agency Review Coordination and Permit Approvals X Coordination of Owner -Supplied Data X Architectural Design/Documentation X Data/Communications Design/Documentation X Includes conduit and boxes for data. Data system by owner. Security System Design/Documention X Includes conduit and boxes for security. Security system by owner. Structural Design/Documentation X Geotechnical Design/Documentation X Provided by City if required. Mechanical Design/Documentation X Plumbing Design/Documentation X Sprinkler Design/Documentation X Performance based design. Electrical Design/Documentation X Civil Design/Documentation X Utility Rebate Coordination X Will provide help in obtaining data needed for rebates. Constructability Coordination and Construction Staging X Landscape Design/Documentation X Interior DeSign/Documentation X Materials Research/Specifications X Design Development Plan Submittal to City for Review and Comment X Submittal includes: Floor Plans, Elevations, Sections, Details, Interior Elevations, Reflected Ceiling Plans, Schedules, Specifications and as " necessary Structural Design, Mechanical/Electrical, Site, Kitchen, Elevator, Laundry, Refuse, Other Project Scheduling X Project Budgeting X Updated Formal Statement of Probable Total Project Cost X ' Value Engineering . X Phase Summary Report X , Building Code Report X Report to include at least: Building, Electrical, Mechanical, Plumbing, ADA Compliance, Iowa Energy Code, Historic District and other applicable codes Fire Code Report X Models/Renderings/Animations X Presentations X Project Meetings X 5 Construction Document Services \. Project Management X See RFP Language Green Design Services X : LEED/ENERGY STAR/ETC. Disciplines Coordination and Document Checking X , Agency Review Coordination and Permit Approvals X Coordination of Owner -Supplied Data X Architectural Design/Documentation X _ ' Data/Communications Design/Documentation X Includes conduit and boxes for data. Data system by owner. Security System Design/Documention . X Includes conduit and boxes for security. Security system by owner. Structural Design/Documentation X Mechanical Design/Documentation X Plumbing Design/Documentation X Sprinkler Design/Documentation X Performance based design. Electrical Design/Documentation X Civil Design/Documentation X Utility Rebate Coordination X Will provide help in obtaining data needed for rebates. Constructabjlity Coordination and Construction Staging X • Landscape Design/Documentation - X Interior Design/Documentation X Materials Research/Specifications X t Contaminated Materials Documentation Inclusion in Bid Specs X Provided by City if required. Environmental Documentation Inclusion_ in Bid Specs X Provided by City if required. 90% Submittal of Construction Documents Package to City for Review and Comment X Project Scheduling X Project Budgeting X Updated Formal Statement of Probable Total Project Cost X Models/Renderings/Animations X Presentations X Project Meetings X On -board final plan and spec review meeting with the City project team. X CONSTRUCTION PHASE 6 Bidding or Negotiation Services Project Management • X See RFP Language . Green Design Services X LEED/ENERGY STAR/ETC. Disciplines Coordination and Document Checking " X Agency Review Coordination and Permit Approvals X Coordination of Owner -Supplied Data X City Council Bid Letting Procedure - Document Preparation and Council Meeting Attendance X Bid Initiation through Award Compile AIA Standard Bid Package(s) X Incorperate City standard public bidding contract documents and other City applicable terms and conditions . Bid Letting(s) X Addenda Preparation and Distribution ' X Organize and lead pre-bid informational meeting X Bid Opening Attendance and Evaluation X Analysis of Bid Alternates/Substitutions X Special Bidding Services X Construction Contract Agreements X Project Scheduling X Project Budgeting X Updated Formal Statement of'Probable Total Project Cost '. X Models/Renderings/Animations X Presentations X Project Meetings X 7 Construction Administration Services Project Management X See Contract Language Green Design Services X LEED/ENERGY STAR/ETC. Building System Commissioning X Disciplines Coordination and Document Checking X Agency Review Coordination and Permit Approvals X Coordination of Owner -Supplied Data X Furnishings Purchase Coordination X Purchased by Owner Attend Pre -Construction Meeting X Construction Office Administration X Construction• Field Observation X Approximate Time On Site = 1 Hour a day, Review Strategy Option Answer Questions During Construction on the Interpretation and Intent of the Plans and Specifications - X , Shop/Working Drawing Review and Coordination X Approve Material Sources X ' Process Pay Application Requests X Quotation Requests/Change Orders X Coordination of Materials Testing and Technical Inspection Services X _ - City notified within 24 hours of receipt of bad test report. Testing coordination by owner Utility Rebate Coordination X Will provide help in obtaining data needed for rebates. Project Scheduling Monitoring X Construction Cost Accounting - Monitoring X Semi Final Inspection with Owner and Contractor and Create Punch List X Actively Monitor and Report on Punch List Progress X _ Review and Coordinate Proper Contractor Submittal of Project Record Drawings X Issue Certificate of Substantial Completion X Observe the Contractor's Final Testing and Start-up of Utilities, Operational Systems and Equipment X , Secure, Review and Transmit to the City - Warranties, Maintenance Manuals and Similar Submittals X Project Closeout X Project/Building Tours X Models/Renderings/Animations X Meeting Presentations X " • POST 8 Post -construction Services Project Management X Green Design Services X LEED/ENERGY STAR/ETC. Disciplines Coordination and Document Checking X Agency Review Coordination and Permit Approvals X Coordination of Owner -Supplied Data X Maintenance and Operational Programming X Start-up Assistance X Start -Up Materials and Systems Testing X M -E -P Performance Benchmarking X Record Drawings - X • Warranty Review X Post - Construction Evaluation X . - Models/Renderings/Animations _ X Presentations X Project Meetings X SUPPLEMENTAL - 9 Supplemental Services Meeting Minutes Preparation Direct Distribution to all participants - City PM todistributeto others Conference Call Minutes Preparation X Direct Distribution to all participants - City PM to distribute to others Detailed Construction Cost Estimates ' X Life Cycle Cost Analysis X Value Analysis X Special Studies X Computer Applications X Model Construction X Mock-up Services X Furniture Selection X Non -Building Equipment Selection X Special Furnishings Design X Fine Arts and Crafts Services X Quantity Services X Graphics Desigh X Tenant Related Services X Project Promotion - Public Relations X Leasing Brochures X Still Photography X Motion Pictures and Videotape X Coordination with Non -Design Professionals X Expert Witness X Emergency Operations Center X Special Disciplines Consultation X Special Building Type Consultation X Demolition Services X Moving Assistance X Contaminated Materials Studies and Reports X Environmental Monitoring X PROJECT PARAMETERS 10 Design Assumptions - Electronic File Specifications CADD - Renderings - Contract Specs - Sheet size Drawing scale Design Plan Review Submittal Electronic or Paper Bid Letting(s) Bid Document Distribution Paper or Electronic ' Meeting Minute Preparation Email or Paper Distribution Applicable Building Codes National, State, Local Codes, Life Safety, ADA Horizontal/Vertical Datum - Average Illumination Level- Irrigation Yes/No Multicultural Family Center Renovation Project City of Dubuque, Iowa THE CITY OF DUB Masterpiece on the Mississippi Consultant Professional Services Request for Proposal June 17, 2014 Appendix C City of Dubuque Contract Terms and Conditions Page 22 of 30 TERMS AND CONDITIONS The following clauses shall be included in the final signed contract: 1. CONSULTANT'S ENDORSEMENT ON PLANS AND SPECIFICATIONS. The Consultant shall endorse the completed computations prepared under this Agreement, and shall affix thereto the seal of a licensed professional engineer, or licensed professional architect, licensed to practice in the State of Iowa, in accordance with the current Code of Iowa. 2. CHANGE IN SCOPE OF SERVICES. No change in scope shall be permitted during this project without the prior written agreement of both parties and the WBS being updated. 3. SUBSTITUTION OF PROJECT TEAM MEMBERS. The Project Manager, partners, management, other supervisory staff and technical specialists proposed for this project may be changed if those personnel leave the Consultant. These personnel may also be changed for other reasons however, in either case, the City retains the right to approve or reject the replacements and no replacements shall begin working on -the project without the express, prior written permission of the City of Dubuque. • 4. INSURANCE. Consultant shall at all times during the performance of this Agreement provide insurance as required by the attached City of Dubuque Insurance Schedule. 5. INDEMNIFICATION. To the fullest extent permitted by law, Consultant shall indemnify and hold harmless the City its officers, agents, and employees from and against all claims, damages, losses and expenses, including but not limited to attorneys' fees, arising out of or resulting from performance of the Contract, provided that such claim, damages, loss or expense is attributable to bodily injury, sickness, disease or death, or injury to or destruction of property including loss of use resulting therefrom, but only to the extent caused to whole or in part by negligent acts or omissions of the Consultant, Consultant's subcontractor, or anyone directly or indirectly employed by Consultant or Consultant subcontractor or anyone for whose acts Consultant or Consultant's subcontractor may be liable, regardless of whether or not suchprovided claim, that Consultant shall not indemnify for or have legal liability for damage, loss or expense is -to the extent caused in part by a party indemnified hereunder or a person for whom Consultant is not legally liable. 6. TERMINATION. City may terminate this agreement, with or without cause, upon providing 14 days written notice to the Consultant. 7. ERRORS & OMISSIONS. In the event that the work product prepared by the Consultant is found to be in error and revision or reworking the work product is necessary, the Consultant agrees that it shall do such revisions without expense to the City, even though final payment may have been received. The Consultant must give immediate attentionto these changes so there will be a Page 23 of 30 Comment [GV3]: Delete "in whole or in part_ The point of the phrase (and coordination with, the unaltered last sentence) is to require that the AE indemnify for damages caused 99% by some other person (including the City and any indemnified party) but caused only i% by the AE's negligence, because the damages are caused to any degree, however, slight, by the AE's negligence . The AE's professional liability insurance will pay only the i% caused by the AE's negligence. As drafted, the clause would exculpate a party 99% responsible for the damages or injury, while imposing t00% liability on the AE for an obligation that is only t% insurable. The AE cannot insure the Owner's or other indemnified party's negligence, but those persons can. The deletion restores the indemnity to a posture where each party is responsible for that party's legal liability_ Comment [GV2]: Comment GV'_ applies equally to this deletion &addition. minimum of delay during construction. The above and foregoing is not to be constructed as a limitation of the City's right to seek recovery of damages for negligence on the part of the Consultant herein. 8. OWNERSHIP OF ENGINEERING DOCUMENTS. All sketches, tracings, plans, specifications, reports on special studies and other data prepared under this Agreement shall become the property of the City and shall be delivered to the Project Manager upon completion of the plans or termination of the services of the Consultant. There shall be no restriction or limitations on their future use by the City, except any use on extensions of the project or on any other project without written verification or adaptation by the Consultant for the specific purpose intended will be the City's sole risk and without liability or legal exposure to the Consultant. The City acknowledges the Consultant's plans and specifications, including all documents on electronic media, as instruments of professional service. Nevertheless, the plans and specifications prepared under this Agreement shall become the property of the City upon completion of the services and payment in full, of all moneys due to the Consultant. The City and the Consultant agree that any electronic files prepared by either party shall conform to the specifications listed in an Attachment to the contract, if so attached. Any change to these specifications by either the City or the Consultant is subject to review and acceptance by the other party. Additional efforts by the Consultant made necessary by a change to the CADD software specifications shall be compensated for as Additional Services. The City is aware that significant differences may exist between the electronic files delivered and the respective construction documents due to addenda, change orders or other revisions. In the event of a conflict between the signed construction documents prepared by the Consultant and electronic files, the signed construction documents shall govern. The City may reuse or make modifications to the plans and specifications, or electronic files while agreeing to take responsibility for any claims arising from any modification or unauthorized reuse of the plans and specifications. 9. SUBLETTING, ASSIGNMENT OR TRANSFER. Subletting, assignment, or transfer of all or part of the interest of the Consultant in this Agreement is prohibited unless written consent is obtained from the Engineer and approved by the City. Page 24 of 30