HomeMy WebLinkAboutresolution.council.091-10 RESOLUTION # 9'i
(Series of 2010)
A RESOLUTION APPROVING AN AGREEMENT BETWEEN THE CITY OF
ASPEN, COLORADO, AND FAREWELL MILLS GATSCH ARCHITECTS
LLC SETTING FORTH THE TERMS AND CONDITIONS REGARDING
DESIGN AND PLANNING SERVICES FOR THE WHEELER BASEMENT
FLOOR RENOVATION AND AUTHORIZING THE CITY MANAGER TO
EXECUTE SAID CONTRACT
WHEREAS, there has been submitted to the City Council an agreement
between the City of Aspen, Colorado, and the, a copy of which agreement is
annexed hereto and made a part thereof.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF ASPEN, COLORADO:
Section 1
That the City Council of the City of Aspen hereby approves that agreement
between the City of Aspen, Colorado, and Farewell Mills Gatsch Architects LLC
regarding design and planning services for the Wheeler basement floor
renovations for the City of Aspen, a copy of which is annexed hereto and
incorporated herein, and does hereby authorize the City Manager of the City of
Aspen to execute said contract on behalf of the City of Aspen.
Dated:
Michael C. Ire nd, Mayor
I, Kathryn S. Koch, duly appointed and acting City Clerk do certify that the
foregoing is a true and accurate copy of that resolution adopted by the City
Council of the City of Aspen, Colorado, at a meeting held, November 8, 2010
hryn S. Koch, City Clerk
OWNER COPY
a to
tee I AIA Document G802' - 2007
Amendment to the Professional Services Agreement
Amendment Number: 004 -FMG #0901.5
TO: Steve Bossart
(Owner or Owner's Representative)
In accordance with the Agreement dated: January 12, 2009
BETWEEN the Owner:
(Name and address)
City of Aspen
130 South Galena Street
Aspen, CO 81611
and the Architect:
(Name and address)
Farewell Mills Gatsch Architects, LLC
200 Forrestal Road, 3rd Floor
Princeton, NJ 08540
for the Project:
(Name and address)
FMG #0901.5
Wheeler Opera House Expansion
320 East Hyman Avenue
Aspen, CO 81611
Authorization is requested
® to proceed with Additional Services.
® to incur additional Reimbursable Expenses.
As follows:
Refer to Sections titled "Interior Renovations" for Restaurant, Gallery and Office Scope of Work on attached
Proposal dated October 15, 2010 and Rev October 26, 2010
The following adjustments shall be made to compensation and time.
(insert provisions in accordance with the Agreement, or as otherwise agreed by the parties.)
Compensation:
Compensation shall be a Fixed Fee of Two Hundred Eleven Thousand One Hundred Dollars ($211,100.00) plus
reimbursable expenses at 1.0 times cost.
HPC/P &Z /Council (if required) - Hourly at standard rates.
Time:
Services will be completed by January 1, 2012.
AIA Document G802"' — 2007 (formerly G606 — 2000). Copyright ® 2000 and 2007 by The American Institute of Architects. MI rights reserved. WARNING:
This AIA Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or disbibution of this AIA Document, i
or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This
document was produced by AIA software at 10:10:56 on 10/27/2010 under Order No.9870143667_1 which expires on 09/12/2011, and is not for resale.
User Notes: (827869009)
•
SUBMITTED BY: ACRE
e x
(Signature) (Signature)
Michael It Schnoering, AIA, Partner For The City of Aspen
(Printed name and title) (Printed na a title)
1I. oI. /to /7 9
(Date) (Date)
AIA Document G802"' — 2007 (formerly G606 — 2000). Copyright C 2000 and 2007 by The American Institute of Architects. All rights reserved. WARNING:
This AIA Document is protected by U.S. Copyright Law and Intemational Treaties. Unauthorized reproduction or distribution of this AIA Document, 2
or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This
document was produced by AIA software at 10:10:56 on 10/27/2010 under Order No.9870143667_1 which expires on 09/12/2011, and is not for resale.
User Notes: (827869009)
i 609-452 -17]] Farewell Mills Gatsch
609- 452-7192 a rc i sects LLC
200 Forrestal Rood
Princeton, Ni 08540
www.lmg- arch.com
15 October 2010
Revised 26 October 2010
Mr. Steve Bossart
Project Manager
Capital Asset Department
City of Aspen
130 South Galena Street
Aspen, Colorado 81611
Re: Wheeler Opera House
Sketch Study — Alternate Performance Venues
Interior Renovations— Basement Offices, Restaurant, and Gallery
FMG Project No. 0901
Dear Steve,
Farewell Mills Gatsch Architects, LLC (FMG) is pleased to present this proposal to provide professional
services for the continuation of the Wheeler Opera House project. We have followed the progress and
conclusions of the Needs Assessment prepared by Webb Management and we are excited by the prospect
of moving forward to further assess some of the report's conclusions and implementing some needed
renovations of the existing building.
Listed below for your consideration are: background information, the scope of services we propose to
provide, assumptions we have made, services excluded, our team, schedule, and proposed professional
fees.
BACKGROUND
The City of Aspen retained FMG to provide concept design services for a proposed expansion in early 2009.
This work included: programming; preliminary survey work; design of a number of approaches to
accommodating the program; development of the preferred option; outline specifications; narrative
descriptions for structural and MEP; and cost estimating for the various schemes. FMG has completed this
work and prepared and made presentations to the Historic Preservation Commission, the Planning and
Zoning Board, and obtained conceptual approvals. Additionally, FMG led a number of outreach sessions
with the public, and presented the project to City Council.
Following completion of the Concept Design, Aspen City Council requested the preparation of a Needs
Assessment to evaluate the need for the proposed program, prepared by an outside consultant. The
methodology and conclusions of this study were presented to Council as a final report in September 2010.
Many of the needs discussed during FMG's concept design process were validated, and alternate building
sites were discussed as potential ways of alleviating some of the challenges presented by the site adjacent
• 15 October 2010
Revised 26 October 2010
Mr Steve Bossart
P du c 12
to the Wheeler. Primarily, two sites, the Aspen Art Museum and the former Youth Center at 455 Rio Grande,
were suggested as having the potential to house the performance spaces for the Wheeler's required
additional program. As with the Wheeler site, these sites present challenges to the overall operation, cost,
and logistics of an adaptive use and /or addition project to accommodate a new performance space and all
of the supporting spaces required.
Separately, the City of Aspen has discussed renovating the existing restaurant, administrative, and Gallery
spaces in the Wheeler as an initial construction project, possibly to occur in 2011. The objective would be to
provide a new restaurant interior, including bar and kitchen functions and support, as well as an improved
administrative office space and storage areas in the basement. Earlier studies by FMG indicate that
mechanical systems are in need of upgrade (particularly for the restaurant kitchen), finishes in the
restaurant are in need of replacement, and noise issues in the offices created by the restaurant functions
above are objectionable and not conducive to a properly functioning administrative space in the basement.
FMG has previously led the architectural and engineering team for the Wheeler, and this Proposal maintains
FMG as the lead architect, with adjustments to the team structure to address the specific needs of the
site /programming studies and the more immediate renovation.
The Scope of Services and Proposed Fees below are separated into two distinct projects that can proceed on
separate schedules. However, we recommend that the City consider performing the Alternative Site study
first, with schematic design for the renovations included, in order to ensure that immediate renovations to
the building are coordinated to the greatest extent possible with future renovations and additions.
Specifically, these include the coordination of a new grease trap, code - required kitchen exhaust, new
electrical service, and occupant fresh air ducts and HVAC equipment with limited space in and around the
existing historic building. If this approach is desired, FMG will work with the team to revise this proposal to
accommodate this approach.
SCOPE OF SERVICES
The following outlines the scope of services that FMG and our consultants will provide:
Alternative Site Studies
FMG will provide conceptual design services to quickly and efficiently evaluate the Art Museum and 455 Rio
Grande for their potential to accommodate the Wheeler's required second stage. The purpose of the study
is to determine if the alternative sites are viable for the intended use, and study the potential costs of
alterations and additions. Specifically, we will:
• Conduct a kick -off meeting and brief programming discussion to review the project goals, schedule,
program needs, and deliverables. The program will be divided between the required performance
elements for the second stage and required program improvements specifically for the Wheeler
Opera House.
• Visit the buildings to gain an understanding of conditions. This visit will include mechanical,
electrical, and structural engineers, who will visually survey their respective systems and provide a
report on the general capacity and layouts that pertain to the potential adaptive use.
• Produce sketch plan options and where appropriate massing studies for the Museum, 455 Rio, and
the Wheeler for review with the City and FMG's engineers. Revisions to the designs will be made
based on conversations with Wheeler staff and other City representatives, and final sketch plans will
• 15 October 2010
Revised 26 October 2010
Mr Steve Bossart
P us_ I3
be developed. System descriptions, including allowances for special systems such as performance
lighting and AV systems, will be compiled.
• Produce conceptual estimates for each of the three building options, including where appropriate
contingencies, allowances, soft costs, and other off -site and City fees that are known.
• Attend review meetings, either by teleconference or in Aspen. An allowance for on -site visits,
including the building survey, is included in the proposed fees below.
Interior Renovations: Restaurant, Gallery, and Offices
The Design Team will provide customary Pre- Design /Schematic Design, Design Development, Construction
Documents, Bidding and Negotiation, Construction Administration, and Closeout services for the Restaurant,
Gallery, and Offices. Services will include early analysis of 1) treatment of noise issues between the
restaurant and the offices and 2) the potential removal of the basement floor in the office areas to allow
greater ceiling height. Specific services are proposed as follows:
Schematic Design:
• The Design Team will conduct a kick -off meeting for the project, at which the schedule, budget,
program, and other requirements will be reviewed.
• A thorough building survey will be conducted by team members to visually review and document all
existing conditions. If necessary, areas for probes will be discussed and documented.
• The general scope and design parameters for the Work will be established. Preliminary selection of
MEP, structural systems, equipment, and materials will be made and reviewed with the City.
• Deliverables will include floor plans, a preliminary furniture layout, system descriptions, MEP
layouts, and an outline specification will be produced.
Design Development:
• The Design Development (DD) documents will be based on the approved Schematic Design
documents, including the Estimate of Probable Construction Cost. The DD documents will establish
and refine the scope relationships, forms, size and appearance of the project using plans, sections
and elevations, and will include typical construction details such as wall sections, roof details,
partition types, finish selections, lighting details, and preliminary systems sizing and layout. These
documents will further establish quality levels for all components of the project within the
established budget.
• The Design Team will develop the interior finish and lighting package, and will present options to the
City for approval.
• The Design Team will update the project schedule, and will include all known permit review and
other approval durations.
Construction Documents:
• The Construction Document Phase documents will be based on the approved Design Development
Documents. The documents will set forth in detail the requirements for every aspect of the
construction of the Project. The package will include drawings and specifications suitable for
competitive public bidding. City of Aspen front end documents will be incorporated into
specifications as required. During this phase we will submit progress documents for review by the
City to ensure compliance with the program and any City facilities standards.
Bidding, Construction Administration, and Close -out:
• Issue Bid Documents and attend a Pre -Bid Conference.
• 15 October 2010
Revised 26 October 2010
Mr Steve Bossart
Pap 4
• Issue Addenda as required and address RFIs.
• Assist the City in the review of the Bids.
• Provide an On -Site Project Representative to conduct field visits and observation, conduct
inspections, and review contractor questions as required. One site visit /project meeting per week is
budgeted for architectural representation throughout the project. Engineering consultants will visit
the site at intervals appropriate to the progress of the work.
• Respond to RFI's (Request for Information)
• Prepare Construction Change Directives to reflect changes in the work scope.
• Review Change Orders prepared by the Contractor.
• Review Applications for Payment.
• Review Mock Ups
• Prepare Punch List(s) in cooperation with the City, the Contractor, and other Project team members.
• Attend and participate in a Substantial Completion Walk- through and prepare a Certificate of
Substantial Completion.
• Make a final inspection and update the Punchlist.
• Issue a final Certificate for Payment
ASSUMPTIONS
The following are assumptions made in the preparation of this proposal.
Alternative Site Studies
• Studies will be limited to three buildings; however, FMG is available to review additional
sites /buildings upon request.
• FMG will utilize existing building drawings for the Art Museum and 455 Rio, and will convert these
into AutoCAD utilizing a third party service which will be billed as a reimbursable expense. AutoCAD
files will be provided to the City for future use.
Interior Renovations: Restaurant, Gallery, and Offices
• The existing box office will remain as is until a new box office is constructed adjacent to the
Wheeler.
• Handicap accessibility will remain as is for the basement. Accessibility for the restaurant will be
studied and provided to the extent feasible.
• The renovations will be publicly bid.
• The City of Aspen has set a Project Budget of $2.0 million for the renovation project.
• The City desires a sustainable building. The Design Team will employ sustainable design practices
where possible in the design of the project.
• Existing base utility systems for the Wheeler are assumed to be sufficient to support the renovation.
• The City and /or their vendors will provide tel /data design for telephones, computers and wireless
systems where necessary. The Design Team will provide base building power, conduit, and back
boxes where required by the tel /data and /or computer system design.
• HPC and P &Z presentations and approvals are not required for either the study phase or renovation
phase. We will attend a courtesy review with either of these commissions' administrative staff if
required.
15 October 2010
Revised 26 October 2010
Mr Steve Bossart
P ,� 5
TEAM
The team for these projects will consist of the following:
• FMG Architects Architecture and Team Leader
• Rowland + Broughton Associated Architect and Renovation Architect of Record
• Resource Engineering Group Mechanical, Electrical, and Plumbing Engineering
• KL &A Structural Engineering
• Jaffe Holden Acoustics Acoustics (Restaurant Floor)
• Katz Company Kitchen Consulting
• Becker and Frondorf Estimating
Because of its experience with planning and executing public projects, its performing arts experience, and its
extensive historic preservation expertise, FMG would remain as team leader for the Wheeler Opera House
projects. We believe that providing continuity of the project team provides the best value for the City of
Aspen by providing an efficient approach by experienced professionals with extensive knowledge of the
building. Rowland + Broughton (R +B) would remain as a consultant to FMG as associate architect, and would
additionally take on the role of Architect of Record and interior designer for basement office renovations,
the gallery space, and the restaurant. FMG would maintain project oversight, including design review and
historic building issue review. FMG and R +B would share programming responsibilities, and would
coordinate together how renovations impact potential future additions /renovations. FMG would take the
lead on design for the alternative sites and the Wheeler addition.
EXCLUSIONS
The following services are not included in this proposal:
1. Geotechnical engineering services. It is recommended that test pits be performed to ascertain
basement slab /foundation conditions related to removing and lowering the floor slab. FMG can
solicit proposals for this work or coordinate with a consultant retained by the City.
2. Civil engineering services.
3. Hazardous materials identification or abatement.
4. Design of an additional full service cooking kitchen for catering purposes. A staging and warming
kitchen, if needed, will be included in the design.
5. Design of new MEP infrastructure.
6. LEED certification services.
7. Cost estimating for interior renovations. Cost estimating services can be provided either through
FMG's consultant or through a local contractor upon request from the City.
SCHEDULE
Alternative Site Study: We are prepared to begin immediately upon receipt of a notice to proceed, and
anticipate that all services could be complete within 8 weeks.
Interior Renovations: It is understood that the City intends to begin construction in 2011. Depending on
when the project is started, we anticipate a 6 -month design and documentation period, followed by bidding
and construction.
• 15 October 2010
Revised 26 October 2010
Mr Steve Bossart
I) 1
PROPOSED FEES
Based on the services noted herein, we propose the following professional service fees.
• Alternative Site Studies: Fixed Fee: $54,250
FMG: $24,250
R +B: $3,000
REG: $15,000
KL &A: $7,000
BF: $5,000
Total: $54,250
• Interior Renovations Fixed Fee: $211,100
FMG: 23,600
R +B: 94,500
REG: 70,000
KL &A: 9,000
JHA: $3,500
Katz: $10,500
Total: 211,100
• HPC /P &Z/Council Approval (if required): Hourly, at standard rates.
• Reimbursable Expenses: Reimbursable expenses for travel, reproduction, long distance
communication, etc. will be invoiced at 1.0 times cost.
We are very excited to be moving forward with you and the City of Aspen on the next steps of this
significant project. Please do not hesitate to call if you have any questions.
Sincerely,
h
Michael R. Schnoering, AIA
Partner
M: \PROPOSAL \42xx \4281 Wheeler \Bossart- Proposal- Reno &Sketch Study.101510.doc