CF-Coppell Rd SC-CS000103PARKS AND LEISURE SERVICES DEPARTMENT
OFFICE MEMO
DATE:
JanuaD' 3, 2000
TO:
FROM:
SUBJECT:
GaO' Sims. Director of Parks and Leisure Services
Brad Reid. Park Planning Manager ,~~
Update on Status of Field Services Building
The negotiation of the contract for the design services as relates to the new Field Services
Building has continued through the holidays. We have recently obtained from VAI Architects the
attached proposal of project scope and associated cost for the A/E services related to the design
and construction documentation of the faciliw.
Please note in the proposal that it has become necessary to significantly reduce the scope of the
project from the original discussions due to the constraints of a limited budget. VAI has done a
very. preliminary, cost analysis of the project and has established that the original scope is simply
not feasible with the facility budget. The new scope includes a 5,000 S.F. administrative office,
4,400 S.F. service bay area, 600 S.F. vehicle wash bay, 3000 S.F. covered equipment storage,
chemical storage building, concrete parking lot and chain link fencing surrounding the facility.
For comparison purposes, the current facility on Deforest Road has the following approximate
sizes of facilities:
Administrative Offices: 2,400 S.F.
Wash Bay 470 S.F.
Service Bays 2,275 S.F.
Covered Storage 4,950 S.F.
Parking Spaces 80
As you will recall, the Administration Office that was planned in front of the current facility on
Deforest Road was to be slightly larger than 5,000 S.F. The determination had been made after
the completion of design that this plan would not accommodate the new staff recently added to
our department, namely the Special Events Coordinator, the Community Programs Coordinator,
the Staff Forester and the Athletic Supervisor. This building also did not include space for a crew
leader work area. Based on these figures, the size of the proposed building should be enlarged
from 5.000 S.F. Doing so, however, will impact the budget for the site amenities, which are
already minimal in scope.
I send this to make xou axxarc of thc probable scope of the project as it is foreseen at this early
stage. Glcnn is aware of the situation and he tells me that he has brought Ken Griffin and Sherri
Moino up to speed on the project. Perhaps we should meet with the parties involved in the
project and set a course of action. Please let me know if this is the direction vou would like to
pursue and I will work toward getting the professional sen'ices contract awarded and executed.
BR
CC~
Glenn Hollowell
herri Moino .- ~
December 21, 1999
vel
Brad Reid
City of Coppell; Leisure Services Department
732 Deforest Road
P.O. Box 478
Coppell, Texas 75019
RE:
AlE Fee Proposal & Scope of Work for
Field Service Offices & Facilities
City of Coppell, Texas
Dear Brad;
We are pleased to submit the following fee proposal for your consideration. Our fees are based on the attached Scope
of Work dated December 20, 1999, and a total project budget of $1,500,000. As previously discussed, we estimate the
construction budget to breakdown as follows:
· Sitework (3-acres): $ 675,000
· Service Center Building: $ 450,000
· Storage Buildings: $ 100,000
· Miscellaneous Site Improvements: $ 75,000
Total Estimated Construction Cost: $1,300,000
VAI will provide the Basic Services required to complete this work for the following firm, fixed price amount, plus
reimbursable expenses.
· Pre-design: S 10,000
· Preliminary Design: $ 25,000
· Design Development: $ 40,000
· Construction Documents: $ 75.000
Total for Basic Services: $150,000
We estimate reimbursable expenses to be an additional $15,000, including topographic survey, boundary survey,
platting, reproduction, travel and miscellaneous expenses. We also understand that Bidding & Negotiation phase
services and Construction Administration are not included in the Basic Services, but may be added as an additional
service to be invoiced hourly. Based on the description of services in the Scope of Work, we estimate these services
to be approximately:
· Bidding & Negotiation: $10,000
· Construction Administration: $25,000
Please review this information and let us know how we are to proceed. We will be happy to discuss the proposal, as
soon as you've had a chance to review it. If you have any questions, please call Russell Himes, our Chief Financial
Officer, or me at 972-934-8888. We are excited about this opportunity and look forward to your favorable response.
Kennbth M.-Crosby,/AIA ~
Principal/Architect / ~
Vidaud + Associates' Incorporated ~
vidaud - associates ~ncorporated - architecture - engineering - ~nter~ors
13649 rnontfort drive · suite 200 o dallas, texas · 75240-4503 · te!ephone (972) 934-8888
CITY OF COPPELL
FIELD SERVICE OFFICES & FACILITIES
SCOPE OF WORK
AlE Scope of Work:
The Architect/Engineer shall enter into a contractual agreement with the City of Coppell
to provide basic professional services for the site layout, design and construction
documents for a new Field Service Office and Facilities.
Project Description:
The City of Coppell intends to construct a new 10,000 SF Field Operation Office and
related facilities on approximately three (3) acres of an overall 47-acre site located at
Coppell and Bethel Roads. The primary facility shall consist of:
· Office Space for Public Works and Leisure Services Departments - 5,000 SF
· Two (2) Vehicle Service Bays - 4,400 SF
· Vehicle Wash Bay- 600 SF
Related on-site facilities are to include:
· Outdoor Covered Equipment and Pads Storage - 3,000 SF
· New explosion-proof, Chemical Storage Building.
· Concrete Parking areas for visitors, staff and City vehicles and equipment -
asphalt paving may be considered for storage areas to reduce cost.
· Chain-link fencing around perimeter of site.
The facility shall be designed using concrete tilt-wall construction to meet applicable City
zoning codes. The proposed location for the new Service Center is currently zoned
Industrial. Limited landscaping and irrigation is to be included in the design. The
structural system for the office building is to be designed to accommodate a future
second story addition. Pre-engineered building designs are not permitted.
The design shall provide for future expansion of the office building and related facilities,
including:
· Additional Administrative Office Space - 27,000 SF
· Sign & Signal Shop- 3,000 SF
· Additional Covered Equipment & Parts Storage - 7,000 SF
· Additional paved parking areas
· Exterior masonry veneer for Service Facility
· Upgraded fencing around perimeter of site.
Project Budget:
The City's total project budget for the building and related site improvements is $1.5
million. The A/E will be required to design the project within the project budget. The City
anticipates that the overall scope of the project may be modified or adjusted, in order to
bring the project design within the budget. Modifications to the project scope will be
reviewed with the City for approval.
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CITY OF COPPELL
FIELD SERVICE OFFICES & FACILITIES
SCOPE OF WORK
· Field tieing visible points required for final design.
visible improvements.
· Locate existing above ground utilities.
· Visual validation of the existing Tree Survey.
· Photograph the site & surrounding context.
Programming -
·
Field tie above ground
The NE will tour the existing Coppell Service Center and meet with the
individual Department Managers to review the User's "Wishlist" for the
building, identify special needs, discuss spatial relationships, identify existing
equipment and furnishings to relocate to the new building. The building and
its contents are available for photographing the existing conditions.
The AYE will prepare Programming Data, including spatial data for
departments, room sizes, equipment/materials and functional relationship
diagrams.
The AYE will arrange a meeting with the following Municipalities, in order for
the City of Coppell to tour other Service Centers that have been recently
completed.
· Addison
· Carrollton
· Watauga
2. Preliminary Design:
· The AYE is to prepare and submit five (5) complete sets of the following items for
the City's review:
· Preliminary Design Drawings:
· Topographic Survey - indicating ground surface contours at one (1) foot
intervals, supplemented by appropriate spot elevations accurate to 0.1
foot elevation in areas where the new facility is proposed.
· Preliminary Site Plan, indicating proposed location of the Service Center
building, landscaped areas, vehicular and pedestrian circulation, parking,
outdoor storage areas, perimeter fencing and other related facilities.
· Preliminary Floor Plans of Service Center building, indicating entries,
office layouts, circulation and service areas.
· Exterior Building Elevations, including outdoor storage structures.
· Design Narrative - brief outline of proposed design, including building
materials and engineering systems.
· Preliminary Color/Sample Board:
· Identifying proposed materials and colors for the exterior and interior of
the Service Center.
· Preliminary Cost Estimate
· The A/E shall meet with the City to review design comments, and to incorporate
applicable comments into the design.
· After review, the NE will present the Preliminary Design to the City Council in a
Work Session Format. No other public hearings or presentations are required for
this phase.
· The City's approval of the Preliminary Design is required prior to beginning the
Design Development Phase.
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CITY OF COPPELL
FIELD SERVICE OFFICES & FACiLiTIES
SCOPE OF WORK
3. Design Development:
· The A/E is to prepare and submit five (5) complete sets of the following items for
the City's review:
· Design Drawings including:
· Civil:
· Boundary Survey (1"= 50' scale):
· The survey will be performed in accordance with the Manual of
Practice for Land Surveying in Texas for a Category lA, Condition
II survey, and will incorporate a boundary survey certificate.
· Record research is to be provided by the City of Coppell. If
additional research is required to facilitate the boundary survey,
this work will be performed on a cost plus basis as additional
services.
· The City is to provide the NE with an updated title commitment,
including all schedules and exceptions, no later than 10 working
days before the proposed delivery date, in order to meet the
project schedule. Names of the entities to be certified, including
the buyer, seller, lender, title company, etc., is required five (5)
working days before the proposed delivery date.
· Preliminary Grading Plan - indicating the elevation of the building and
pavement areas, and drainage requirements.
· Landscape:
· Planting Plan - showing quantity, species, sizes and spacing of
plantings.
· Architectural:
· Final Site Plan - including Service Center building, landscaped areas,
vehicular and pedestrian circulation, parking, outdoor storage areas,
perimeter fencing and other related facilities.
· Final Building Plans & Elevations
· Preliminary Building & Wall Sections, if needed to convey design
concept.
· Final ColodSample Board - one (1) board.
· Initial Development of Engineering Systems, including civil, structural,
mechanical, electrical and plumbing.
· Copies of Proposed Equipment & Product "Cut-sheets"
· Outline Specifications
· Detailed Cost Estimate
· The A/E is to submit documents for Building Inspection and Code review by the
City.
· The A/E shall meet with the City to review design comments, and to incorporate
applicable comments into the design.
· Presentations - After review, the A/E will present the design to the City's Planning
and Zoning Board for site plan review. No other public hearings or presentations
are required.
· The City's approval of the Design Development documents is required prior to
beginning the Construction Document Phase.
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CITY OF COPPELL
FIELD SERVICE OFFICES & FACILITIES
SCOPE OF WORK
4, Construction Documents:
50% Mid-point Submittal:
· The A/E is to submit five (5) sets of construction documents to the City to
review the A/E's progress on the construction documents. The submittal
includes:
· Construction Drawings:
· Civil:
· Final Grading Plan-including existing and proposed ground
contour lines, and spot elevations needed to grade the site for
drainage.
· Site Drainage Design - including improvements to allow for proper
storm water drainage of the site, such as proposed inlets, storm
sewers, flumes, swales, headwalls and other drainage features
limited to a point five (5) feet outside the building lines.
· Overall Drainage Area Map - delineating drainage areas and
storm sewer runoff data for the site and adjacent properties that
may affect drainage of this site.
· Water & Sanitary Sewer Plan - coordinating the location and
layout of water and sanitary sewer services to serve the proposed
facility, to a point five (5) feet outside the building line. Fire
protection facilities, such as freestanding hydrants and water
supply lines beyond the five (5)
· Dimension Control - building corners and pavement curb lines,
and preparation of paving details.
· Erosion Control Plan - design drawings and associated details
only. SWP3 plan, including but not limited to the Notice of Intent
(NOI), project description, inspection forms, Notice of Termination
(NOT), etc. are not included, and shall be prepared by the
Contractor.
Landscape:
· Planting Plan - planting and arrangement of plant materials and
berms. Quantity, species, sizes and spacing of materials will be
specified on each plan sheet. Fine grading of landscaped areas
and area drain design for planting areas where required.
· Irrigation Plan - zoned system to maximize efficient water
management. The system will be designed to permit separate
watering of turfgrass. Details for the proper installation of sprinkler
heads, valves, pipe, service connection, controller and other items
will be indicated.
Architectural:
· Overall site plan
· Floor plans & enlarged partial plans
· Roof plan & details
· Exterior elevations & details
· Building & wall sections
· Reflective ceiling plan
· Interior elevations & details
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CITY OF COPPELL
FIELD SERVICE OFFICES & FACILITIES
SCOPE OF WORK
· Door, window & finish schedules & details
· Millwork details
· Exterior & interior signage
· Miscellaneous details
· Structural:
· Foundation Plans & Details, including pre-packaged above ground
tanks.
· Roof Plans & Framing Details.
· Mezzanine & miscellaneous details.
· Tilt-wall details, not including panel layout or detailing.
· Overhead crane.
· Mechanical:
· Diagrammatic duct layout.
· Diffuser and grille locations.
· Mechanical equipment locations, showing layout for mechanical
space and equipment schedules.
· Mechanical details.
· Relocation of existing equipment, including compressed air
system, oil dispensing systems, etc.
· Electrical:
· Coordination for utility service with electrical and telephone utility
companies.
· Electrical service & distribution.
· Lighting design - exterior & interior, including connection,
circuiting and switching.
· Emergency Power distribution.
· Fire Alarm Systems.
· Panel, switchboard and lighting schedules.
· Connection of mechanical equipment.
· Electrical details.
· Plumbing:
· Diagrammatic piping layouts.
· Plumbing details.
· Conceptual fire protection/sprinkler system.
· Specifications:
· The A/E is to obtain and review Divisions 0-1 from the Contracting
Officer (Jim Ragsdill)
· The A/E is to edit and provide technical Divisions 2-16.
· Final Cost Estimate:
The NE is to submit the Construction Documents for review of ADA
Compliance with the required governing agencies.
The A/E shall meet with the City to review design comments, and to
incorporate applicable comments into the design.
100% Final Submittal:
· The A/E is to submit the following documents 100% complete, and in the
quantities indicated, to the City of Coppell for bidding:
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CITY OF COPPELL
FIELD SERVICE OFFICES & FACILITIES
SCOPE Of WORK
· Construction Drawings:
· One (1) copy of electronic files on CD
· One (1) full size set of reproducible originals
· Five (5) sets of full size prints
· Specifications:
· One (1) complete unbound set of original specifications, including
Divisions 0-16.
· Five (5) complete bound sets
· Final Cost Estimate:
· Three (3) bound sets
Final Platting (1" = 50' scale):
· The AYE will submit the final plat for the proposed three (3) acre site to the
City of Coppell for approval.
· Record research is to be provided by the City of Coppell. If additional
research is required to facilitate the boundary survey, this work will be
performed as an additional service.
· The City is to provide the AYE with an updated title commitment, including
all schedules and exceptions, no later than five (5) working days before
the proposed delivery date, in order to meet the project schedule. Names
of the entities to be certified, including the buyer, seller, lender, title
company, etc., are also required.
· The AYE is to have final platting completed by the time the Construction
Contractor has the sitework completed.
Additional Services:
The following items are not part of the AYE's basic services and are considered
additional services. These services may be provided on an hourly basis at the request
of the City of Coppell. If required, these services will be added by modification to the
basic agreement:
Design Phase Services:
· General:
· Design Modifications after approval of Design Development.
· Revisions to Construction Documents following substantial completion,
which are not due to design errors or omissions.
· Relocation, adjustment and/or demolition of existing improvements or
infrastructure.
· Civil:
· Design Calculations.
· Retaining wall design.
· Geotechnical consulting.
· Off-site utility or drainage facility extensions which may be required to
serve the property.
· Flood plain studies or reclamation plans, detention design or studies.
· Traffic engineering reports or studies.
· Environmental impact statements and assessments.
Landscape:
· Fountain or ornamental water feature design.
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CITY OF COPPELL
FIELD SERVICE OFFICES & FACILITIES
SCOPE OF WORK
· Tree surveys or mitigation plans.
· Pump design for irrigation systems
· Architectural:
· Masterplanning entire 47 acre site.
· 3-D CAD or Architectural Renderings
· Architectural Building/Site Model
· Interior Design, including space planning of furnishings and systems
furniture.
· Structural:
· Design Calculations
· Structural planter design.
· Mechanical, Electrical or Plumbing:
·Design Calculations.
· Smoke evacuation systems.
· Gas, telephone, and cable design.
Bidding & Negotiation Phase Services:
· Distribution of Bid Sets
· Answering Bidder's Questions
· Distributing Addenda
· Conducting Pre-Bid Meeting
· Distributing Addenda
· Attending Bid Opening
· Evaluating Bids & Check References; including Dun & Bradstreet
Construction Administration Phase Services:
· City intends to hire in-house Construction Manager for on-site review during
construction, however, the NE may be asked to provide:
·A representative at the Pre-construction Meeting
· Submittal Review
· A representative at the Bi-weekly Construction Meetings
Only the A/E's Project Manager will be required. Additional technical support
will be provided as necessary.
Record Drawings prepared from the redline markups prepared by the
Contractor.
Reimbursable Expenses:
Reproduction, travel and other miscellaneous items are not part of the NE's basic
services, and shall be considered reimbursable expenses. These expenses will be
invoiced at 1.15 times the A/E's actual cost. The will provide receipts, or other
supporting documentation for individual expenses over $100, at the City's request.
Reimbursable expenses include, but are not limited to:
· Copying & reproduction directly related to the project.
· Materials for colodsample boards, etc.
· Travel expenses, including mileage, parking, rental cars, airfare, per diem for
out of town travel, and hotels requiring overnight travel.
· Photography.
· Postage, mailings or courier costs.
· Long distance phone calls.
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CITY OF COPPELL
FIELD SERVICE OFFICES & FACILITIES
SCOPE OF WORK
· Computer media.
· Filing and permit fees.
Submittal Schedule:
The following is a schedule for the AJE's delivery of documents to the City of Coppell.
The schedule is in calendar days after approval and receipt of the Notice to Proceed for
each phase:
· Pre-design: 14 days
· Preliminary Design: 14 days
· Design Development: 24 days
· Construction Documents:
· 50% Mid-point Submittal: 30 days
· 100% Final Submittal: 26 days
Computer Programs/Format Requirements:
The NE will provide drawings, specifications and costs estimates in the following
computer programs and formats:
· Drawings - AutoCAD v.14 with VAI layering standards, which are based on the
AIA Drawing Layer Standards.
· Specifications - AIA Masterspec in CSI Format produced on MS Word:
· Cost Estimates - MS Excel spreadsheet using CSI format, identifying unit
quantities, labor, material, contractor overhead and profit.
END OF ITEMS
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