CF-Coppell Rd SC-CS 991221~--~4ss2323
FRO"1 : V I DpUD+RSSOC.
FAX N4. 9724582323
vidaud + associates incorporated
13649 montfort drive • suite 200
dallas • texas 75240
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`s'~-~' (972) 934-8888 PH • (972) 458-2323 FX
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~~a' architecture • engineering • interiors
To: Brad Reid; Coppell Leisure Services Department; 972-304-3547
From: Ken Crosby. VAI
Re: Coppell Service Center
Date: December 21, 1999
Pages: ' ~ . including this cover sheet.
COMMENTS:
Brad.
Dec. 21 1999 86:57Pt1 PI
FACSIMILE
Here is our fee praposal and n=oised SCOpe of Work for the Service Center, as we discussed. I'll
be back in the office on Monday, '1?J27/99, and then out until the end of the month. If we need Io
get together before 113/99, please calf me at home (972-393-3994). 1'll be in and out, but wilt break
away tc meet you. We want to get stared on this and the Senior Center as soon as we can.
Copies to: File
~ Page 1
FF.OM VIDRUD+RSSDC. FAX N0. : 9724582323 Dec. 21 1999 06:57PM P2
December 21, 1999
Brad Reid
City of Coppell: Leisure Services Department
732 Deforest Road
P.O. Box 478
Coppell, Texas 75019
RE: A!E Fee Proposal & Scope of Work for
Field Service Offices 8 Facilities
City of Coppell, Texas
Oear Brad;
-)
We are pleased to submit the following fee preposa! for your consideration- Our fees are based on the attached Scope
of Work dated December 20. 1999, and a total pro}ect budget of S1,500,000, As previously discussed, we estimate the
construction budget to breakdown as follows
• Sitework (3-acres) 5 675,000
• Service Center Building: S 450,000
• Storage Buildings: $ 100,000
• Miscellaneous Site Improvements: 5 75 000
Total Estimated Construction Cos,: 51.300,000
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: 5 40,000
Construction Documents: $ 75 000
Total for Basic Services 5150.000
We estimate reimbursable expenses to be an additional 515,000. including topographic survey, boundary survey,
platting, reproduction, travel and miscellaneous expenses. We also understand that Bidding & Negotiation phase
services and Construction Administration are not inGuded 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
• Constructon Administraton: 525,000
Please review this information and let us know how we are tc proceed. We will be happy to discuss the proposal, as
soon as you've had a chance to review ~t. If you have any questions, please call Russell Himes, our Chief Financial
Officer, or me at 972-934-8888 We are excited about this opoortuniry and took forward to your favorable response.
S c I ~„
`~\\~ .
Kenn th M Crosby. iA
Principal/Architect
Vidaud + Associates Int
vicauC + assoaatos incorpora:eC architecture e~gi-~eerrng - it;er ors
"36c9 ~o^,ttort orve suite 2G0 CAlles, tPx gS 7$2a0-a503 :elephpna ly72i 93c-8688
FROM VIDAUD+ASSOC. FAX N0. 9724582323 Dec. 21 1999 06:58Pr1 P3
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 Pans 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 8~ 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 51.5
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.
12/2t/99 Page 1 of 9
FROM VIDRUD+RSSOC. FRX N0. : 9724582323
CITY OF COPPELL
FIELD SERVICE OFFICES & FACILITIES
Design Phases:
The project will be broken into the following design phases:
• Pre-design Phase
• Preliminary Design Phase
• Design Development Phase
• Construction Documents Phase:
• 50% Midpoint Submittal
• 100% Final Submittal
Dec. 21 1999 66:58PM P4
SCOPE OF WORK
Each phase will be submitted for review and approval by the City before the A!E
proceeds to the next design phase-
lnformation to be provided by the City:
The City of Coppell will provide the following information to the A/E for use during
design:
• Archeological and Environmental Impact Findings.
• Existing Tree Survey (previously provided)
• Geotechnical Survey & Report, including pavement section and foundation
design recommendations; transmitted to the A/E no later than the beginning of
the Design Development Phase.
• Boundary Survey 8 Platting information as outlined below.
Design Submittal Requirements:
The following items outline the work performed by the A/E for each phase of the project:
1. Pre-design Phase:
• Kick-off Meeting -The A/E will conduct aKick-off Meeting with the City to review
the project scope and design schedule. At this meeting, the A/E will schedule
initial meetings with the Parks 8~ Leisure Services and Public Works -Utilities,
Fleet and Streets departments.
• Plan Review -The A/E will review available plans and documents, including
existing plans of the new site, plans of the existing Service Facility and the City's
space requirements/criteria.
• Code Analysis -The A/E will conduct Code & Zoning Analysis, and meet with the
following City code officials to gather special design requirements:
• Planning -Gary Sieb
• Building Inspection:
• Chief Building Official -Greg Jones
• Fire Marshall -Travis Krump
• Environmental -Perri Kitties
• Site Inventory -The A/E will conduct a site inventory, including:
• Topographic Survey of the three (3) acre site:
12/21!99 Page 2 of 9
FROM VIDRUD+RSSOC.
FRX N0. : 9724582323 Dec. 21 1999 06:59PM PS
CITY OF COPPEL~
FIELD SERVICE OFFICES & FACILITIES SCOPE OF WORK
• Field tieing visible points required for final design. Field tie above ground
visible improvements.
• Locate existing above ground utilities.
• Visual validation of the existing Tree Survey.
• Photograph the site ~ surrounding context.
• Programming -
The A/E 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 A/E will prepare Programming Data, including spatial data for
departments, room sizes, equipment materials and functional relationship
diagrams.
• The A/E will arrange a meeting with the following Municipalities, in order for
the City of Coppell 20 tour other Service Centers that have been recently
completed.
• Addison
• Carrollton
• Watauga
2. Preliminary Design:
The A/E 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 A/E wit! 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.
12!27/99 Pag6 3 Of 9
FROM VIDRUD+ASSOC. FRX N0. 9724582323 Dec. 21 1999 06:59PM P6
CITY OF COPPELL
FIELD SERVrCE OFFiGES 8 FACILITrES SCOPE OF WORK
3. Design Development:
• The fVE 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 1A, Condition
Il survey, and will incorporate a boundary survey certificate.
• Record research is to be provided by the City of Coppeli. If
additiona! research is required to facilitate the boundary survey,
this work will be performed on a cast plus basis as additional
services.
The City is to provide the A!E wiih 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. iVames 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.
• Finat Building Plans ~ Elevations
• Preliminary Building & Wall Sections, if needed to convey design
concept.
• Final Color/Sample Board -one (1) board.
• Initial Development of Engineering Systems, including civil, structural,
mechanical, electrical and plumbing.
• Copies of Propoaed 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.
+zm rgg Page 4 of 9
FROM : UIDAUD+RSSOC. FAX N0. : 9724582323 Dec. 21 1999 07:00PM P7
CITY OF COPPELL
FIELD SERVICE OFFICES 8 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
s#orm 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 8 enlarged partial plans
• Roof plan 8~ details
• Exterior elevations 8~ details
• Building & wall sections
• Reflective ceiling plan
• Interior elevations & details
12/21/99 Page 5 of 9
Ff~OM
VIDAUD+ASSOC. FAX N0. : 9724582323 Dec. 21 1999 07:00PM PB
CITY OF COPPELL
FIELD SERVICE OFFICES & FACILITIES SCOPE OF WORK
• Door, window ~ finish schedules 8 details
• Millwork details
• Exterior 8 interior signage
• Miscellaneous details
• Structural:
• Foundation Plans 8 Details, including pre-packaged above ground
tanks.
• Roof Plans ~ Framing Details.
• Mezzanine & miscellaneous details.
• Tilt-waN 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 far utility service with electrical and telephone utility
companies.
• Electrical service 8 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 protectionlsprinkler 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-i6.
• Final Cost Estimate:
• The A/E 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 camments, and to
incorporate applicable comments into the design.
• 100% Final Submittal:
The A/E is to submit the following documents 100°/a complete, and in the
quantities indicated, to the City of Coppefl for bidding:
amiss
Page 8 of 9
FROM
VIDAUD+RSSOC. FAX N0. 9724582323 Dec. 21 1999 07:01PM P9
G17Y OF GOPPELL
FIELD SERVICE OFFICES 6 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 d-16.
• Five (5} complete bound sets
• Final Cost Estimate:
• Three (3) bound sets
• Final Platting {1" = 50' scale}:
The A/E 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 NE with an updated title commitment, including
all schedules and exceptions, no later than five (5) working days b®fore
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 A!E 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 A/E'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.
12/21199
Page 7 0/ 9
FROM VIDAUD+ASSOC.
CITY OF COPPELL
FIELD SERVICE OFFICES 8 FACILITIES
FRX N0. 9724582323 Dec. 21 1999 07:01PM P10
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 A/E may be asked to provide=
• A representative at the Pre-Construction Meeting
• Submittal Review
• A representative at the Bi-weekly Construction Meetings
• Oniy 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 A/E'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 8. reproduction directly related to the project.
Materials for color/sample 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.
12/21/99 Pege 8 of 9
FkOM VIDAUD+RSSOC. FAX N0. 9724582323 Dec. 21 1999 07:02PM P11
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 A!E'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 Designs 14 days
• Design Development: 24 days
• Construction Documents'
• 50% Mid-point Submittal: 30 days
• 100% Final Submittal: 26 days
Computer ProgramslFamtat Requirements:
The A/E 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 - AfA Masterspec in CSI Format produced on MS Ward:
• Cost Estimates - MS Excel spreadsheet using CSI format, identifying unit
quantities, labor, material, contractor overhead and profit.
END OF ITEMS
~2r1i/98 Page 9 of 9