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HomeMy WebLinkAboutC96-090 Slater-Paull & AssociatesC'96 9047 AGREEMENT REGARDING PROVISION OF PROFESSIONAL SERVICES FOR REMODEL OF "OLD" COURTHOUSE This Agreement Regarding Provision of Professional Services for Remodel of "Old" Courthouse ("Agreement") dated as of April 29, 1996, is between the County of Eagle, State of Colorado, a body corporate and politic, by and through its Board of County Commissioners ("County"), and Slater -Paull & Associates, Inc., A Colorado Corporation ("Centr^^*^^"` ("Architect"). Recitals A. County desires to remodel certain portions of the "Old" Courthouse located adjacent to the Eagle County Building in Eagle, Colorado, specifically, remodel to Health and Human Services Department and other County Department needs; integrate telephone, computer network, mechanical and electrical systems with those of the Eagle County Building; comply with ADA and current building code. ("Project") B. James F. Paull is a registered architect authorized to act as such in the State of Colorado. Gordon-Gumeson & Associates, Inc. is a corporation authorized to do business in the State of Colorado, the principals of which are Charles Gumeson whose expertise is in electrical engineering and Richard Gordon whose expertise is in mechanical engineering, both of whom are registered professional engineers authorized to act as such in the State of Colorado. C_A-of Architect has submitted to County a Proposal for performing the Wer -1E Services (defined below) and represented that it has the expertise and personnel necessary to properly and timely perform the Weds Services. D. Architect and County intend by this Agreement to set forth the scope of the responsibilities of the G,..er Architect in connection with the SIE Project and related terms and conditions to govern the relationship between EetttrarAGF Architect and County in connection with the SIE Project. Agreement Therefore, for good and valuable consideration, including the promises set forth herein, the parties agree to the following: Scope of the Wef-E Services: The WeF1E Services shall be comprised of the following: C-entfaeteF Architect shall provide all labor, materials and equipment necessary to perform and complete the WedE Services described in County's Request for Proposal and Architect's response thereto (cover letter dated March 27, 1996), excluding the Alternate Proposal therein, true copies of which are attached hereto as Exhibit "A". Nothing herein is intended to or constitutes a representation by County that it will construct the proposed remodel or that it will do so at a particular time. The parties hereto recognize that the scope of the Werk Services may change. When Eeetr-aeter- Architect believes that the scope of the Wei Services has been changed or that by reason of a decision of County it will be required to redo properly completed Werk Services, Gentr-aster the Architect shall immediately advise County of such belief and shall also provide a statement of the maximum additional charges for such Werk Services. Eentraete Architect shall not be entitled to be paid for any such additional W8Fk Services unless and until County agrees in writing that the scope of the Wer -k Project has changed and accepts the statement of the maximum additional charges. 2. Gensr-aeter-'s Architect's Professional Level of Care: Esetraete Architect shall be responsible for the completeness and accuracy of the Werk Services, including all supporting data and other documents prepared or compiled in performance of the Work Services, and shall correct, at its sold expense, all significant errors and omissions therein. The fact that the County has accepted or approved Architect's Werk Service shall not relieve the Architect of any of their responsibilities. r',.�eter Architect shall perform the Werk Service in a skillful, professional and competent manner and in accordance with the standard of care, skill and diligence applicable to architects, electrical engineers and mechanical engineers, as the case may be, with respect to similar work. 3. Time of Performance and Termination: a. Architect shall commence the Werk Project within five (5) business days after the date of this Agreement. EentraeteF Architect shall complete the individual tasks of the WArk Project in conformity with the eampletion-dates Work Outline and Time Schedule set forth in Exhibit "A", provided that completion dates for any one or more of the tasks identified in the grepesed Sehedule therein may be extended by the County at its sole discretion. Unless the schedule is extended by County, all Wer -IE Services will be completed not later than six (6) months after the execution of this Agreement , and, in any event, all Wef1F Services will be completed in calendar 1996. b. County may terminate this Agreement, in whole or in part, for its convenience upon providing notice to Gent; -aster Architect. Upon such a termination, County shall be liable only for Wer -k Services satisfactorily completed prior to the notice and for unavoidable expenses directly incurred for performance of those parts of the Wer -E Service which have not been satisfactorily completed, provided that, at its sole option, County may require that Architect complete particular portions of the SIE Services on a time and reimbursable expenses basis consistent with paragraph 4 hereof. Upon completion Eeetr-aster- the Architect shall deliver to County final drawings, illustrations, text, data and other documents together with all material supplied to Gentraetar Architect by County. Payment will be due within thirty (30) days after Eentr-aster the Architect has delivered the last of the final documents, together with any records that may be required to determine the amount due. The County agrees to the fullest extent permitted by law to hold the Architect harmless from any claim or liability arising out of any reuse of the documents not authorized by the Architect without thereby implying any limitation on County's use or reuse of the documents without Architect's authorization.. C. Notwithstanding anything to the contrary contained in this Agreement, no charges shall be made to County nor shall any payments be made to Gent-aeter- the Architect for any Work done after December 31, 1996, without the written approval of the County in accordance with a budget adopted by the Board of County Commissioners in accordance with the provisions of Article 25 of Title 30 of the Colorado Revised Statutes and the Local Government Budget Law (C.R.S. §29-1- 101 et seq.). 4. Compensation and Pam In consideration of its performance of the Wei Services, Eentraste the Architect shall be paid for professional time and reimbursable expenses actually and directly spend on or incurred in performing the AIME Project provided that the total payment for each of the respective tasks set forth in the Fee-PFOpesal Project Proposal which is a part of Exhibit "A" hereto shall not exceed the amount set forth therein with respect to that task. Payment shall be made in accordance with the following: a. '1'entr-astOF Architect shall submit to County monthly invoices of the progress made and expenses incurred during the previous calendar month. Such invoices shall segregate the charges for SIF Services done by task as described in the Fee Proposal Work Outline and Time Schedule contained in Exhibit "A", and shall describe the Wer-lE Services performed, including the percentage of completion CoeR#RAteF Architect contends was accomplished during the month, and expenses incurred. Upon request, r,,�er. Architect shall provide County with such other supporting information as County may request. b. Ninety percent (90%) of the professional fees and all of the reimbursable expenses shall be due and payable within thirty (30) days after submittal by Eentraster Architect together with submission of any required clarification and documentation. The balance of the professional fees which are "retained" unpaid will be due and payable within thirty (30) days after County has accepted all of the War -k Services as complete. C. For the purposes of this Agreement, the term "reimbursable costs" shall include only actual out-of-pocket expenses incurred by Architect in connection with the Aleri!E Project. Reimbursable costs shall not include travel, telephone, postal, or air freight charges. Reimbursable costs will include blueprint/plan printing (sufficient copies as directed by County for bid package preparation and distribution, County use, building inspection use, and Contractor's use), fax and photo -reproduction costs. d. Gentr-aeter- Architect shall maintain comprehensive, complete and accurate records and accounts of its performance relating to this Agreement for a period of three (3) years following final payment hereunder, which period shall be extended at County's reasonable request. County shall have the right within such period to inspect such books, records and documents upon demand, with reasonable notice and at a reasonable time, for the purpose of determining, in accordance with acceptable accounting and auditing standards, compliance with the requirements of this Agreement and the law. 5. Proiect Management: James F. Paull shall be designated as ro�tei:'s Architect's Project Manager for the Work. Mike Bradley, Director of Buildings & Grounds, Eagle County, shall be County's manager responsible for this Agreement. All correspondence between the parties hereto regarding this project shall be between and amount the project managers. Either party may designate a different project manager by notice in writing. 6. Independent Contractor: It is expressly acknowledged and understood by the parties hereto that nothing contained in this Agreement shall result in, or be construed as establishing, and employment relationship. EeatFaeter Architect shall be, and shall perform as, and independent contractor. No agent, subcontractor, employee, or servant of EaFArester- Architect shall be, or shall be deemed to be, the employee, agent or servant of County. Architect shall be solely and entirely responsible for his acts and for the acts of GGHtFaeter-'s Architect's agents, employees, servants and subeentrasters subconsultants during the performance of this Agreement. 7. Personnel: Gentr-astGF Architect understands and hereby acknowledges that County is relying primarily upon the expertise and personal abilities of James F. Paull. This Agreement is conditioned upon and continuing direct personal involvement of these persons in the SIF Project. '-'A er Architect may not subcontract or delegate any part of the WevlF Project or substitute subeen#aeters subconsultants without County's written consent, which consent County may exercise in its sole discretion. The final plans to be provided by G^"cm tmeter- Architect shall be reviewed by James F. Paull. In the event that Cen#a6teF Architect and the identified subconsultant are unable to remain involved in the Work Project, Een#aetef Architect shall immediately notify County and County shall have the option to terminate this Agreement. 8. Ownership of Documents: All documents which are obtained during or prepared in the performance of the Wer-lF Services for this project shall remain the property of the County and are to be delivered to County's project manager before final payment is made to Genu-aeter- Architect or upon earlier termination of this Agreement. 9. No Assignment: The parties to this Agreement recognize that the services to be provided pursuant to this Agreement are professional in nature and that in entering into this Agreement County is relying upon the personal services and reputation of Slater -Paull & Associates, Inc. Therefore, neither GR er Architect nor its subeentr-aeter-s subconsultants may assign its interest in the Agreement or in their subcontract, including the assignment of any rights or delegation of any obligations provided therein, without the prior written consent of County, which consent County may withhold in its sole discretion. Except as so provided, this Agreement shall be binding on and inure to the benefit of the parties hereto, and their respective successors and assigns, and shall not be deemed to be for the benefit of or enforceable by any third party. Unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under the Agreement. 10. Insurance: At all times during the term of this Agreement, Eentraeter Architect shall maintain the following insurance: Type of Insurance Coverage Limits Professional Liability $1,000,000 per claim annual aggregate minimum All insurance required hereby shall be issued by an insurance company or companies authorized to do business in the State of Colorado. C—eRtFastex Architect shall deliver certificates or required insurance to the County within fifteen (15) calendar days of execution of this Agreement by the Board. Before permitting any subeentr-aeter subconsultant to perform any work under this Agreement, Gomer Architect shall require each of this subeentmeters subconsultants to procure and maintain, during the life of this subcontracts, insurance which meets the requirements for the Contractor. 11. Indemnification: Within the limits allowed by law, each party hereto shall indemnify the other party for, and hold the other party and its officials, boards, officers, principals and employees, harmless from, all costs, claims and expenses, including reasonable attorney's fees, arising from claims of any nature whatsoever made by any person in connection with the negligent acts or omissions or, or representations by, the indemnifying party. This indemnification shall not apply to claims by third parties against the indemnified party to the extent that the indemnified party is liable to such third party for such claims without regard to the involvement of the indemnifying party. Gen#eeter Architect acknowledges that County is relying on, and does not waive or intend to waive, the monetary limitations, or any other rights, immunities and protections provided by the Colorado Governmental Immunity Act, C.R.S. §24-10-101, et seq., as from time -to -time amended or as otherwise available to County, its commissioners, officers and employees, all of which rights, immunities and protections County expressly retains. 12. Notices: Any notice and all written communications required under this Agreement shall be given in writing by personal delivery, FAX or mail to the party to appropriate party at the following addresses: Architect: James F. Paull Slater -Paull & Associates, Inc. One Park Central, Suite 400 1515 Arapahoe Street Denver, Colorado 80202-1204 tel. (303) 607-0977 fax. (303) 607-0767 County: Mike Bradley Director, Building & Grounds Eagle County P. O. Box 850 Eagle, Colorado 81631 tel. (970) 328-8700 fax. (970) 328-7720 Notices shall be deemed given on the date of delivery; on the date a FAX is transmitted and confirmed received or, if transmitted after normal business hours, on the next business day after transmission, provided that a paper copy is mailed the same date; or three days after the date of deposit, first class postage prepaid, in an official depositary of the U.S. Postal Service. 13. Miscellaneous: a. Eentr-aeter Architect shall not discriminate against any employee or applicant for employment to be employed in the performance of this Agreement on the basis of race, color, religion, national origin, sex, ancestry, physical handicap, sexual orientation, age, political affiliation or family responsibility. C aeter- Architect shall require all sebeentmetei-s subconsultants to agree to the provisions of this subparagraph. b. The making, execution and delivery of this Agreement by the parties hereto has not been induced by any prior or contemporaneous representation, statement, warranty or agreement as to any matter other than those herein expressed. This Agreement embodies the entire understanding and agreement of the parties, and there are no further or other agreements or Q understandings, written or oral, in effect between them relating to the subject matter hereof. This Agreement may not be amended, including by any modification of, deletion from or addition to the scope of the WedF Project, except by a written document or equal formality executed by both parties hereto. C. This Agreement shall be governed by and construed in accordance with the internal laws of the State of Colorado, without reference to choice of law rules. The parties agree that venue in any action to enforce or interpret this Agreement shall be in the District Court in the 5th District for the State of Colorado. d. This Agreement does not and shall not be deemed to confer upon or grant to any third party any right enforceable at law or equity arising out of any term, covenant, or condition herein or the breach thereof. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first above written. ATTES O° O LO Clerk to the Boarfof County Commissioners COUNTY OF EAGLE, STATE OF COLORADO, By and Through Its BOARD OF COUNTY COMMISSIONERS By: Geor A. Gates, Chairman SLATER-PAULL & ASS99+ATFk, INC. dries F. Paull, Architect REQUEST FOR PROPOSAL EAGLE COUNTY "OLD" COURTHOUSE Eagle County, Colorado, is interested in retaining an architectural firm to prepare complete remodeling plans which will include architectural design, structural design, mechanical design, electrical design and interior design services. This R.F.P. will provide interested parties with background information concerning the County and the project, the scope of service to be provided to the County, time schedule, information and material to be included in the proposal, the proposal review process, insurance requirements, and the deadline for submission of proposals. BACKGROUND INFORMATION Eagle County, Colorado, is located approximately 130 miles west of Denver in the central Rocky Mountain region, along the I-70 corridor. The Town of Eagle is the County seat for Eagle County. The Eagle County Justice Center located at 0885 Chambers Road is found within the town's limits. The permanent population of the County is 21,928 residents, which can double during the ski season. Additionally, there is a commercial Airport within minutes of the Town of Eagle. The Eagle Government offices are located in the recently completed Eagle County Building located at 500 Broadway, also within the Town of Eagle. The "Old" Courthouse was built in 1932 and was the second Eagle County Courthouse. This building is still in use by the County Extension Office, Community Clothes Drive, and Colorado West Mental Health. However, the building does not meet current building codes or A.D.A. issues. I It is also the Counties desire to connect the "Old" Court House to the Eagle County Buildings mechanical, electrical, and phone system. Along with a complete overhaul of the interior. The windows and brick work should be up -graded or repaired. The west side entrance also needs to be reworked. The "Old" Court House is 14,157 sq. ft. and is a brick and concrete building with a built-up tar roof. It is Eagle Counties hopes to remodel the "Old" Courthouse to provide space for S.C.U. Extension Office, Social Services and Nursing. Which will focus their use of this building as Health and Human Services. Which will make expansion space in the Eagle County Building. The following information was taken from the 1994 Needs and Space Study, performed by Morter Architects. E q w A NEEDS AND SPACE STUDY � EAGLE COUNTY GOVERNMENT CENTER EAGLE, COLORADO i APRIL 22,1994 r Prepared by MORTER ARCHITECTS _ 143 EAST MEADOW DRIVE VAIL, COLORADO 81657 (303)476-5105 i� I 3 R. �L ;: h:t This Department is located in the garden level of the Old Courthouse Building. Historically there has been a bit of an identity problem as the Department has been shuffled around the county facilities over the past few years. There is concern that the Public is often confused as to the present location of the Department. The Department consists of several areas of responsibility. Each of these areas has it's own unique method of operations and set of problems. The areas and their particular concerns: • Area Extension of Colorado State University • Includes part time and roving positions with regional counties • Exposition every 5 or 6 years at fair grounds • Inspection of livestock and agricultural materials • Home Economics • Classroom and display requirements • Relationship with Social Services, i.e., parenting classes, etc. Weed and Pest Control 1 Chemical storage and distribution to the Public • Part time weed control personnel • Private contracting for weed control • Fair and Rodeo • 9 month position (may become full time) • Part time help • Relationship to the Fair Grounds • Operation during the Eagle County Fair . The current Department staff includes: Director..................................................................................(1) • Hort/Agrow personnel - one position, part time, full year ....... (1) • Office Manager......................................................................(1) • Home economist....................................................................(1) • Weed and Pest Supervisor....................................................(1) Control Technicians 4 month • Weed - position .......................(2) • Fair and Rodeo Coordinator - 9 month position (full time?)...(1) • Fair and Rodeo part time help - 3 month position..................(2) Total................................................................................ (10 ) I 4 EXTENSION/FAIR 13 - 1 a It should be noted that the part time positions mentioned above fall within the months of May to September each year. Weed and Pest Control currently stores and mixes chemicals at the County Road and Bridge Facility. No chemicals are stored at the Old Courthouse Building except in small quantities to be collected by the Public on any particular day. Each year prior to the Fair, the Fair and Rodeo Coordinator and helpers pack up their operations and move to the double wide trailer at the fairgrounds. This facilitates improved operations of the Fair and Rodeo preparation. Two days are lost each year due to this move Existing Space Description The Department uses approximately 1800 square feet of office space in the Old Courthouse Building. The office areas are segregated into three areas by common hallways. The areas consist of the following spaces: r r 5 EXTENSION/FAIR 13 - 2 • Area One: • Director's office • Office Manager • Filing • Conference table • Coffee bar • Area Two: • Home economist's office • Weed and Pest Control office • Area Three: • Fair and Rodeo Coordinator's office • Work space for part time help • Computer room • Conference Room • storage room r r 5 EXTENSION/FAIR 13 - 2 IFM me There are numerous problems with the current spaces occupied by this Department. The segregation of the spaces presents several operational problems as well as creating a lack of Team concept. There is a shortage of work and storage space. The Conference space could be improved. The lighting and electrical requirements are at best marginal. Accessibility for the disabled to the Department needs improvement. Computer needs are addressed by each member having a PC at their workstation. The system currently lacks any networking ability. Current additional space requirements: Conference space.................................100 s.f. Storage space.......................................200 s.f. Total......................................................300 s.f. Projected Growth may be required Futures ace needs within the next 5 P Y q years based on the projection of additional staff requirements. Additional staff would consist of: • Full time Administrative Technician ....................(1) Additional in -department storage and filing requirements are an immediate need along with improved work space, lighting, electrical and accessibility. Computer and GIS networking should be a future consideration. Future space requirements: Administrative Technician .........................115 s.f. 11 6 ' EXTENSION/FAIR 13 - 3 ■ r Conclusion The future needs of the Extension/Fair Department are actually an immediate need. First and foremost should be the search for a permanent Home. Once a permanent home is found, future needs could then be addressed. Three available options are: • Option 1 - Renovate the existing garden level of the Old Courthouse Building to be exclusively Extension/Fair. Pro: Con: rPoor existing structures Removed from government campus r r EXTENSION/FAIR 13 - 4 Permanent home Located on the government campus Cost effective if entire Building renovated Con: No chemical storage Renovation of single floor would be costly Relationship to Fair Grounds • Option 2 - Renovate the existing Library Building. Pro: Permanent home Located the on government campus Con: rPoor existing structures Removed from government campus r r EXTENSION/FAIR 13 - 4 Con: No chemical storage (neighborhood) Poor building structure for government use Relationship to Fair Grounds • Option 3 - Move Department to the Fair Grounds Pro: Relationship to Fair Grounds Chemical storage available Con: rPoor existing structures Removed from government campus r r EXTENSION/FAIR 13 - 4 aq 94.1 Space summary Existing ........................1800 s.f. Current need.................300 s.f. Sub -total........... 2100 s.f. Future ............................115 s.f. TOTAL .........................2215 S.F. 0 M EXTENSION/FAIR 13 - 5 EXTENSION/FAIR 13 - 6 =A AM, M . 0 "=A lmw� O N/FAIR 1 n- n n An: 9 a • Director ................................... (1) • Staff Nurses ........................... (2) • Certified Nurse Aide ............... (1) • Administrative Supervisor ...... (1) • Administrative Technician ...... (1) • W.I.C. Educators .................... (1) Total............................................ (7) Existing S acme Description Lab................................................100 s.f. Lockable storage ..........................100 s.f. TOTAL...........................................200 S.F. 10 NURSING 15 - 1 The area of the Department is approximately 1,285 square feet and consists of the following spaces: • Reception • Record Room • Two exam rooms • Lab • Four offices • Rest room • Health education room The Department shares a conference and waiting room with Social Services. There are some areas that are felt to be inadequate. These include: • Lab too small • Lockable storage space • Aide office relationship with other offices(currently separated by exam rooms) Current additional space requirements: Lab................................................100 s.f. Lockable storage ..........................100 s.f. TOTAL...........................................200 S.F. 10 NURSING 15 - 1 Proiected Growth Future space needs may be required within the next 5 years based on the projection of additional staff requirements. Additional staff would consist of: • Staff nurse .............................. (1) •W.I.C. Educator ...................... (1) 4 • Sr. Coordinator ....................... (1) The Department will need additional library space, immediate and future storage, exam rooms, larger lab, pamphlet display area, and updated filing system.Computer local area networking within the Department will be required. Also networking capabilities will be required with remote sites (Mintum, Avon and ElJabel). Space Summary Nursing's current strong relationship to Social Services is ideal. Future space requirements: Library space ace..................................200 s.f. Two offices......................................300 s.f. Storage 150 s.f. TOTAL.............................................650 S.F. Conclusion The questionable future of national health care reform leaves much speculation on the future of County wide nursing. With the anticipated County growth, there will be a need for expanded nursing services. The present location of Nursing and Social Services leaves very little, if any, room for growth. Possible options may include adding to the existing Administration Building or relocating the two Departments. The following Department plan addresses the option of relocating the two Departments into the old Courthouse Building. Space Summary NURSING 15 - 2 Existing.................................1,285 s.f. Current need ............................200 s.f. sub total ......................1,485 s.f. Future need..............................650 s.f. TOTAL....................................2,135 S.F. NURSING 15 - 2 'i W.,.,I11!1PErl ,Y II • • t• it 12 ■ NURSING 15 - 3 E n Z P o X W z No rn o Z o 1 r e r C' r r 13 NURSING 15 -4 QM M Fig j lu DO .M ... mak... .... ... %: :, •. .. r: This Department is located on the first floor of the Administration Building. The Department consists of the following staff members: • Director ................................... (1) • Supervisors ............................ (4) • Case workers ......................... (4) • Administrative Technician ...... (6) Total............................................ (15) Existing Space Description The area of the Department is approximately 2,800 square feet and consists of the following spaces: • Reception/open office • One open office • Eight offices • Computer and printing room • Two storage rooms • Rest room • Conference room • Storage and coffee area The Department shares a conference and waiting room with Nursing. The Department frequently uses conference rooms throughout the Administration Building. The Department also has a remote site in Basalt. There are some areas that are felt to be inadequate. These include: • No childtfamily counseling space (living room atmosphere) Video taping/family interviewing • File storage • Conference Room • Reception - share with Nursing • Number of offices - one additional required • Staff/team work area • Family isolation • Privacy • Food stamp disbursement 14 SOCIAL SERVICES 17 - 1 4 4 15 SERVICES 17 - 5 1 ml I lu SOCIAL SERVICES 17'- 4 N 0 O � r ■ r ' . r r t IL ■ LJ :i:: �w al 0 Z0cr 4arJ3 e cc C\2 x c) w c\2 16 SOCIAL SERVICES 17'- 4 N 0 O I$ N M A w M Conclusion The questionable future of national health care and welfare reform leaves much speculation on the future of County wide Social Services. With the anticipated County growth, there will be a need for expanded Social Services. However, future space needs may be located in various areas of the County, electronically linked with Social Services administrative office in Eagle. There is no current plan in place for these various locations. Social Services and Nursing can possibly consolidate their reception areas to improve efficiency of the space. The present location of Nursing and Social Services leaves very little, if any, room for growth. Possible options may include adding to the existing Administration Building or relocating the two Departments. The following Department plan addresses the option of relocating the two Departments into the old Courthouse Building. Space Summary Existing............................................2.800 s.f. Current needs.....................................770 s.f. sub-total................................3,570 s.f. Future needs....................................1,035 s.f. TOTAL..............................................4,605 S.F. 17 SOCIAL SERVICES 17 - 3 r!� • Separation from the public (confidentiality) • Relationship to Extension • Large meeting space Social Service's computer needs are being designed for local area networking and tie in to State Social Services in 1994. Each staff member will have a work station. An overall consideration for this Department is the handling of clients stresses in a dignified manner. Employee security is also a very important factor. Current additional space requirements: I Family counseling space :. : .:..:::::.::::::::.:::..200 s.f. File storage ................... 200 s.f. Coffee/staff room.............................................100 s.f. Conference room(enlarge existing).................150 s.f. Additional Office..............................................120 s.f. TOTAL.............................................................770 S.F. Projected Growth Future space needs may be required within the next 5 years based on the projection of additional staff requirements. Additional staff would consist of.- Child f: Child support enforcement..... (2) • Family Services ..................... (4) • Public Assistance ................... (1) • Administrative Support........... (2) The above projections are based on program and staff growth experienced from P ! P 9 1990 to 1993. Much of this growth will depend on health and welfare reform. Computer local area networking within the Department will be required along with tie in to State-wide Social Services. Networking capabilities will also be rrequired with Basalt and other County Departments. Social Services current strong relationship to Nursing is ideal. Future space requirements: Nine additional staff @ 115 s.f. each...................1035 s.f. 18 SOCIAL SERVICES 17 - 2 SCOPE OF SERVICE The scope of service will include normal structural, mechanical and electrical engineering services. Along with the basic services of Schematic Design, Design development, Construction Documents, Bidding or Negotiation and Construction. INFORMATION TO BE IN INCLUDED IN PROPOSALS To be considered for this project, all proposals must include the following information: 1. Names and resumes of principal staff members (including sub -consultants) to be involved with this project. Particular emphasis should be given to experience of the firm and individual qualifications of the principal staff members with comparable projects. 2. List of comparable projects. 3. List of references related to comparable projects completed within the last five years. 4. A proposal time schedule and work outline to perform this project. It should be noted that Eagle County wishes to start work quickly, which will be followed up by construction. 5. Project cost for providing the architectural service to Eagle county for the remodeling of the "Old" Court House. REVIEW OF PROPOSALS Eagle County Building and Grounds office will accept and review the submitted proposals and will select a short-list of three to five firms to give presentations and be interviewed by County Staff members. A recommendation will be provided to the Board of County Commissioners with a list of the firms believed to be the most qualified to undertake this project. The Board may, at its discretion, require those firms selected by County Staff to participate in a second presentation and interview conducted by the Board or accept staff recommendations. 19 INSURANCE REQUIREMENTS The selected firm will be required, upon acceptance of the contract between the parties, to provide the County with evidence of errors and omissions insurance in the minimum amount of $1,000,000. Evidence of such insurance deemed acceptable to the County shall be a Certificate of Insurance identifying the County of Eagle as the named insured under the policy. ADDITIONAL INFORMATION If you have any additional questions concerning this Request for Proposals, please contact Mike Bradley at (303) 328-8700. DEADLINE FOR SUBMISSION PROPOSALS Please submit five copies of your proposal to the Eagle ounty Building and Grounds Dept. on or before 5:00 p.m., MCZk , —, 1996. Proposals submitted after that time will not be considered. Please send proposals to: ARCHITECTURAL SERVICES EAGLE COUNTY BUILDINGS AND•GROUNDS DEPT. c/o Mike Bradley 590 Broadway Eagle, CO 81631 20 m i i i im i a� zIV f • i LL a 0 - par f�l L� '1 ,� -� . f�l L� AGREEMENT REGARDING PROVISION OF PROFESSIONAL SERVICES FOR REMODEL OF "OLD" COURTHOUSE This Agreement Regarding Provision of Professional Services For Remodel of "Old" Courthouse ("Agreement") dated as of , 1996, is between the County of Eagle, State of Colorado, a body corporate and politic, by and through its Board of County commissioners ( "County ") , and ("Contractor"). Recitals A. County desires to remodel certain portions of the "Old" Courthouse located adjacent to the Eagle County Building in Eagle, Colorado, specifically, remodel to Health and Human Services Department and other County department needs; integrate telephone, computer network, mechanical and electrical systems with those of the Eagle County Building; comply with ADA and current building code. B. is a registered architect authorized to act as such in the State of Colorado. Engineers, Inc. is a corporation authorized to do business in the State of Colorado, the principals of which are whose expertise is in electrical engineering and , whose expertise is in mechanical engineering, both of whom are registered professional engineers authorized to act as such in the State of Colorado. D. Contractor has submitted to County a Proposal for performing the Work (defined below) and represented that it has the expertise and personnel necessary to properly and timely perform the Work. C. Contractor and County intend by this Agreement to set forth the scope of the responsibilities of the Contractor in connection with the Work and related terms and conditions to govern the relationship between Contractor and County in connection with the Work. Agreement Therefore, for good and valuable consideration, including the promises set forth herein, the parties agree to the following: 1. Scope of the Work: The Work shall be comprised of the following: Contractor shall provide all labor, materials and equipment necessary to perform and complete the work described Nothing herein is intended to or constitutes a representation by County that it will construct the proposed remodel or that it will do so at a particular time. The parties hereto recognize that the scope of the Work may change. When Contractor believes that the scope of the Work has been changed or that by reason of a decision of County it will be required to redo properly completed Work, Contractor shall immediately advise County of such belief and shall also provide a statement of the maximum additional charges for such work. Contractor shall not be entitled to be paid for any such additional work unless and until County agrees in writing that the scope of the Work has changed and accepts the statement of the maximum additional charges. 2. Contractor's Professional Level of Care: Contractor shall be responsible for the completeness and accuracy of the Work, including all supporting data and other documents prepared or compiled in performance of the Work, and shall correct, at its sole expense, all significant errors and omissions therein. The fact that the County has accepted or approved Contractor's Work shall not relieve Contractor of any of its responsibilities. Contractor shall perform the Work in a skillful, professional and competent manner and in accordance with the standards of care, skill and diligence applicable to architects, electrical engineers and mechanical engineers, as the case may be, with respect to similar work. 3. Time of Rgrformance and Termination: a. Contractor shall commence the Work within five (5) business days after the date of this Agreement. Contractor shall complete the individual tasks of the Work in conformity with the completion dates set forth in Exhibit "A", provided that completion dates for any one or more of the tasks identified in the Proposed Schedule may be extended by the County at its sole discretion. Unless the schedule is extended by County, all Work will be completed not later than six (6) months after the execution of this Agreement, and, in any event, all Work will be completed in calendar 1996. b. County may terminate this Agreement, in whole or in part, for its convenience upon providing notice. to Contractor. Upon such a termination, County shall be liable only for Work satisfactorily completed prior to the notice and for unavoidable expenses directly incurred for performance of those parts of the Work which have not been satisfactorily completed, provided that, at its sole option, County may require that Contractor complete particular portions of the Work on a time and reimbursable expenses basis consistent with paragraph 4 hereof. Upon termination 2 Contractor shall deliver to County all drawings, illustrations, text, data and other documents entirely or partially completed, together with all material supplied to Contractor by County. Payment will be due within thirty (30) days after Contractor has delivered the last of the partially completed documents, together with any records that may be required to determine the amount due. C. Notwithstanding anything to the contrary contained in this Agreement, no charges shall be made to County nor shall any payment be made to Contractor for any Work done after December 31, 1996, without the written approval of the County in accordance with a budget adopted by the Board of County Commissioners in accordance with the provisions of Article 25 of Title 30 of the Colorado Revised Statutes and the Local Government Budget Law (C.R.S. §29-1- 101 et seq.). 4. Compensation and Payment: In consideration of its performance of the Work, Contractor shall be paid for professional time and reimbursable expenses actually and directly spent on or incurred in performing the Work, provided that the total payment for each of the respective tasks set forth in the Fee Proposal which is a part of Exhibit "A" hereto shall not exceed the amount set forth therein with respect to that task. Payment shall be made in accordance with the following: a. Contractor shall submit to County monthly invoices of the progress made and expenses incurred during the previous calendar month. Such invoices shall segregate the charges for work done by task as described in the Fee Proposal contained in Exhibit "A", and shall describe the Work performed, including the percentage of completion Contractor contends was accomplished during the month, and expenses incurred. Upon request, Contractor shall provide County with such other supporting information as County may request. b. Ninety percent (90%) of the professional fees and all of the reimbursable expenses shall be due and payable within thirty (30) days after submittal by Contractor together with submission of any required clarification and documentation. The balance of the professional fees which are "retained" unpaid will be due and payable within thirty (30) days after County has accepted all of the Work as complete. C. For the purposes of this Agreement, the term "reimbursable costs" shall include only actual out-of-pocket expenses incurred by Contractor in connection with the Work. Reimbursable costs shall not include travel, telephone, postal; or air freight charges. Reimbursable costs will include blueprint/plan printing (sufficient copies as directed by County for bid package preparation and distribution, County use, building 3 inspection use, and Contractor's use), fax and photo -reproduction costs. d. Contractor and accurate records and i this Agreement for a peri payment hereunder, which reasonable request. Count3 to inspect such books, re reasonable notice and at determining, in accordance standards, compliance with the law. shall maintain comprehensive, complete .ccounts of its performance relating to od of three (3) years following final period shall be extended at County's shall have the right within such period cords and documents upon demand, with a reasonable time, for the purpose of with acceptable accounting and auditing the requirements of this Agreement and 5. Proiect Management: shall be designated as Contractor's Project Manager for the Work. Mike Bradley, Director of Buildings & Grounds, Eagle County, shall be County's manager responsible for this Agreement. All correspondence between the parties hereto regarding this project shall be between and among the project managers. Either party may designate a different project manager by notice in writing. 6. Independent Contractor: It is expressly acknowledged and understood by the parties hereto that nothing contained in this Agreement shall result in, or be construed as establishing, an employment relationship. Contractor shall be, and shall perform as, an independent contractor. No agent, subcontractor, employee, or servant of Contractor shall be, or shall be deemed to be, the employee, agent or servant of County. Contractor shall be solely and entirely responsible for its acts and for the acts of Contractor's agents, employees, servants and subcontractors during the performance of this Agreement. 7. Personnel: Contractor understands and hereby acknowledges that County is relying primarily upon the expertise and personal abilities of This Agreement is conditioned upon the continuing direct personal involvement of these persons in the Work. Contractor may not subcontract or delegate any part of the Work or substitute subcontractors without County's written consent, which consent County may exercise in its sole discretion. The final plans to be provided by Contractor shall be completely reviewed by In the event that Contractor and the identified subcontractor are unable to remain involved in the Work, Contractor shall immediately notify County and County shall have the option to terminate this Agreement. 4 S. Ownership of Documents: All documents which are obtained during or prepared in the performance of the Work are copyrighted and shall remain the property of the County and are to be delivered to County's project manager before final payment is made to Contractor or upon earlier termination of this Agreement. 9. No Assignment: The parties to this Agreement recognize that the services to be provided pursuant to this Agreement are professional in nature and that in entering into this Agreement County is relying upon the personal services and reputation of Therefore, neither Contractor nor its subcontractors may assign its interest in the Agreement or in their subcontract, including the assignment of any rights or delegation of any obligations provided therein, without the prior written consent of County, which consent County may withhold in its sole discretion. Except as so provided, this Agreement shall be binding on and inure to the benefit of the parties hereto, and their respective successors and assigns, and shall not be deemed to be for the benefit of or enforceable by any third party. Unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under the Agreement. 10. Insurance: At all times during the term of this Agreement, Contractor shall maintain the following insurance: Type of Insurance Professional Liability Coverage Limits $1,000,000 minimum All insurance required hereby shall be issued by 'an insurance company or companies authorized to do business in the State of Colorado. Contractor shall deliver certificates of required insurance to the County within fifteen (15) calendar days of execution of this Agreement by the Board. Before permitting any subcontractor to perform any work under this Agreement, Contractor shall either (1) require each of his subcontractors to procure and maintain, during the life of his subcontracts, insurance which meets the requirements for the Contractor herein, or (2) provide for insurance of the subcontractor in Contractor's own policies in the amounts required hereinabove. 11. Indemnification: Within the limits allowed by law, each party hereto shall indemnify the other party for, and hold and defend the other party and its officials, boards, officers, principals and employees, harmless from, all costs, claims and 5 expenses, including reasonable attorney's fees, arising from claims of any nature whatsoever made by any person in connection with the acts or omissions of, or representations by, the indemnifying party. This indemnification shall not apply to claims by third parties against the indemnified party to the extent that the indemnified party is liable to such third party for such claim without regard to -the involvement of the indemnifying party. Contractor acknowledges that County is relying on, and does not waive or intend to waive, the monetary limitations, or any other rights, immunities and protections provided by the Colorado Governmental Immunity Act, CRS §24-10-101, et seq., as from time - to -time amended or as otherwise available to County, its commissioners, officers and employees, all of which rights, immunities and protections County expressly retains. 12. Notices: Any notice and all written communications required under this Agreement shall be given in writing by personal delivery, FAX or mail to the party to appropriate party at the following addresses: Contractor: tel. f ax County: Mike Bradley Director, Building & Grounds Eagle County P.O. Box 850 Eagle, CO 81631 tel. 970-328-8700 fax 970-328-7720 Notices shall be deemed given on the date of delivery; on the date a FAX is transmitted and confirmed received or, if transmitted after normal business hours, on the next business day after transmission, provided that a paper copy is mailed the same date; or three days after the date of deposit, first class postage prepaid, in an official depositary of the U.S. Postal Service. 13. Miscellaneous: a. Contractor shall not discriminate against any employee or applicant for employment to be employed in the performance of this Agreement on the basis of race, color, religion, national origin, sex, ancestry, physical handicap, sexual orientation, age, political affiliation or family responsibility. 6 Contractor shall require all subcontractors to agree to the provisions of this subparagraph. b. The making, execution and delivery of this Agreement by the parties hereto has not been induced by any prior or contemporaneous representation, statement, warranty or agreement as to any matter other than those herein expressed. This Agreement embodies the entire understanding and agreement of the parties, and there are no further or other agreements or understandings, written or oral, in effect between them relating to the subject matter hereof. This Agreement may not be amended, including by any modification of, deletion from or addition to the scope of the Work, except by a written document of equal formality executed by both parties hereto. C. This Agreement shall be governed by and construed in accordance with the internal laws of the State of Colorado, without reference to choice of law rules. The parties agree that venue in any action to enforce or interpret this Agreement shall be in the District Court in the 5th District for the State of Colorado. d. This Agreement does not and shall not be deemed to confer upon or grant to any third party any right enforceable at law or equity arising out of any term, covenant, or condition herein or the breach thereof. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first above written. ATTEST: Clerk to the Board of County Commissioners [acknowledgement required] bobwip\cthsarch.con COUNTY OF EAGLE, STATE OF COLORADO, By and Through Its BOARD OF COUNTY COMMISSIONERS By: George A. Gates, Chairman By. 7 Request for Proposal to provide Architectural and Engineering Services for the EAGLE COUNTY "OLD" COURTHOUSE REMODEL Eagle, Colorado March 29, 1996 INDEX Names and Resumes of Principal Staff Members ........................... TAB 1 List of Comparable Projects ........................................ TAB 2 Listof References ............................................... TAB 3 Proposal Time Schedule and Work Outline :.............................. TAB 4 ProjectCost ................................................... TAB 5 Remodel( le County "Old" Courthouse Eagle; Colorado o March 29, 1996 PRINCIPAL STAFF MEMBERS The following is a summary of the firms and their key personnel assigned to this project. Detailed resumes are included in this section. FIRM DISCIPLINE KEY PERSONNEL ASSIGNED Slater -Paull & Associates Architecture Jim Paull - Principal -in -Charge Bill Clifford - Project Architect Gary Petri - Historic Architect Abby Hamilton - Interior Design Gordon, Gumeson Mechanical and Electrical Richard Gordon and Associates Engineering - Principal Mechanical Engineer Chuck Gumeson - Principal Electrical Engineer Eric Johanson - Project Manager JVA Consulting Engineers Structural Engineering Robert Hunnes - Principal -in -Charge Alpine Engineering Civil Engineering Kent Kriehn Principal -in -Charge Slater -Paull & Associates, Inc. Remodel f ie County "Old" Courthouse Eagle, Colorado o March 29, 1996 LIST OF COMPARABLE PROJECTS BUILDING RENOVATION EXPERIENCE Slater -Paull & Associates has been extensively involved in the renovation of existing buildings. The scope of services for these projects range from over 2.0 million square feet of tenant development with only minor building modifications to complete interior demolition and refurbishment. The buildings have ranged from modem construction done in the 1970's to historic preservation of buildings built before the turn of the century. The following are major renovation projects completed in the last 10 years. Arapahoe County District Attorney relocation Renovation of the State Services Building Relocation of the Denver District Courts City and County of Denver Building Renovation University of Denver - Yegge Student Center at Mason Hall Renovation University of Denver - Frontier Hall Renovation University of Denver - Law School Addition University of Denver - Law School Renovation Studies Gilliam Youth Detention Facility Addition and Renovation Adams Youth Detention Center Renovation Knox Court Building Renovation for the State Division of Youth Services U S WEST Service Assurance Building Renovation U S WEST Network Service Assurance Building Renovation U S WEST 930 15th Street Building Renovation U S WEST 931 14th Street Building Renovation AT&T General Business Services Relocation to 7200 S. Alton Because of our extensive experience in building renovation. we can offer the following benefits: - We can improve the space utilization efficiency of the floor plan giving you more usable space and a lower dollar per square foot cost. - We can do detailed renovation cost estimates based on a customized computer data base giving you better control of the dollars available for renovation. - We study altemative designs extensively so that the final solution is the most cost effective and environmentally conscious solution possible. - We have a detailed understanding of building materials based on our historic preservation training which gives us a better understanding of "Green Architecture" issues. - We have a detailed and technical understanding of building mechanical and electrical systems which allows us to work more closely with our consultant engineers to develop the most cost effective reuse of existing systems. Slater -Paull & Associates, Inc. t 4 Remodel( ;le County "Old" Courthouse Eagie, Colorado o March 29, 1996 LIST OF REFERENCES RELATED TO COMPARABLE PROJECTS STATE OF COLORADO Mr. Rick Conard, 866-2309 Capitol Complex Division, Department of Administration 1341 Sherman Street Denver, CO 80203 Related Project: State Services Building Renovation $8,500,000 U.S. AIR FORCE ACADEMY Russell Henderer (DEEE), 719-472-3460 U.S. Air Force Academy Colorado Springs, CO 80840 Related Project: Mitchell Hall Renovation U S WEST COMMUNICATIONS Mr. Pete Kawamoto, 303-896-1333 US WEST Business Resources 1005 17th Street, Room 1530 Denver, CO 80202 Related Projects: 931 14th Street Building Renovation $42,000,000 930 15th Street Building Renovation $18,000,000 Service Assurance Center, Mineral Building Renovation $45,000,000 CITY AND COUNTY OF DENVER Rob Jackson, 303-640-7033 City and County of Denver 303 W. Colfax, Suite 1400 Denver, CO 80206 Related Project: City and County Building Renovation $12,200,000 Slater -Paull & Associates, Inc. . Remodel( le County "Old" Courthouse Eagit, Colorado o March 29, 1996 WORK OUTLINE AND TIME SCHEDULE Proiect Approach Slater -Paull & Associates prefers an aggressive schedule working with key decision makers. These would include users, facilities and public officials, along with engineering consultants working within a Partnering Commitment. Goal Setting Partnering Session May 6, 1996 We propose an initial preliminary work session that establishes the expectations of all affected groups. This would be a 4-8 hour work session. An alternate would be a one or two day interview of occupants and facilities personnel if schedules of parties can not be coordinated. Design goals would be issued to all groups for comments and would set the mission statement with project expectations. Investigative Phase April 29 - Mav 8, 1996: We will review the existing building structural systems with their impacts on the vaults, as well as review the mechanical systems with its opportunities with the other systems of the complex. We would review all previous studies and design solutions. We want to be fully knowledgeable of all information relating to the building, and the complex Master Plan. Documentation will be issued of critical items to provide a summary of this information in order to build the reasoning used in the next phase. Design Phase May 6 - June 13, 1996: We will develop preliminary design concepts in sketch form for review by facilities and user groups. Estimates of design impacts would be available to assist in decision making. After review of the general concept, mechanical and electrical systems should be developed to one line systems with estimates of the two concepts meeting the project goals. This information would be presented for selection of the approved concept. Documentation June 17 - August 7, 1996: We will develop construction documentation to 30% complete with an outline specification. Construction documents at 90% complete will have a rough draft specification. Both of these phases will have estimates included for review and comment. Value Engineering At the June 25th work session: At 30% document development we propose there would be an 8 hour investigation study of alternates. Bidding/Pricing August 19 - September 5, 1996: Alter documents are prepared and printed we will provide documents to Building and Grounds for issue or Slater -Paull & Associates will issue and respond to contractors questions. Formal receiving of bids would be in accordance with Eagle County standards. Slater -Paull & Associates, Inc. Remodel le County "Old" Courthouse Eagic, Colorado O March 29, 1996 Construction September 16, 1996 - February 27, 1997: General Contractor and major subcontractors should be brought into the Partnering Team with a 4-8 hour work session. Project work session would follow the schedule and delivery impacts and project goals being restated which incorporates the construction teams expectations observation of construction will be led by the Project Architect. Principal in Charge will make periodic visits to the project with the Project Architect. Weekly project meetings will be held at the project with the general contractor maintaining minutes of all meetings. Note: These dates depend on scope of final concept. Final Inspection: When notified by the contractor that the project is ready the design team including the Principal -in -Charge, Project Architect and all consultants will make inspections and prepare a list of items needing attention by the contractor, if any items are found. One Year Walkthrough: Eleven month walkthrough also will be make by the contractor, design team, and Eagle County Buildings and Grounds. Slater -Paull & Associates, Inc. Remodel le County "Old" Courthouse Eag.., Colorado o March 29, 1996 PROJECT COST Project Proposal: Architectural/Engineering services have a direct relationship to the scope of the design concept and time commitments to produce the construction documents. Without' a working understanding of Eagle County's expectations for this project and the budget, we have to assume a complete renovation of building systems, removal of vaults, a west addition to improve original alley front, and people/utility access to the main complex. Proiect Budget Assumed: Building - 14,200 s.f. @ $55 $781,000 Vault Removal - L.S $200,000 West Entry & Stair - 7,500 @ $120 $600,000 East Tunnel Access - L.S $250,000 subtotal $1,831,000 Project Contingency $200,000 subtotal $2,031,000 Furniture $180,000 Printing, Testing $40,000 Project Cost $2,261,000 Architectural/Engineering Fee $214,795 Slater -Paull & Associates, Inc.