HABERSHAM COUNTY BOARD OF COMMISSION
EXECUTIVE SUMMARY
SUBJECT: Administration Building Evaluation and Preliminary Design Proposal
DATE: October 5, 2015 ( ) RECOMMENDATION ( ) POLICY DISCUSSION
BUDGET IFORMATION: ( ) STATUS REPORT
ANNUAL- ( ) OTHER
CAPITAL- $17,110
COMMISSION ACTION REQUESTED ON: October 19, 2015
PURPOSE:
Precision Planning, Inc. (PPI) will evaluate the condition of the existing Administration
Building in terms of feasibility and cost effectiveness for renovations versus demolition and
replacement.
BACKGROUND / HISTORY:
Precision Planning has been asked to evaluate the two prior program
evaluations which were completed in 2006 and 2011 and provide their current evaluation of the
feasibility of renovating the current administration building at 555 Monroe Street by assessing its
general conditions of the existing building including structural, mechanical, plumbing, electrical in
addition to building code and ADA compliance. They will compare the option of renovation versus
relocating these administrative departments to a new facility on the same site or a new green field site.
Requested services will include verification of existing plans and general condition of the existing
building, cursory verification of departments space needs, identification of project options, preliminary
pricing of the options, and preparation of the master plan drawings for the recommended option. One
of the project elements included in SPLOST 5 construction program involved renovation or relocation
of the administration department. Approximately $1.5 million of funding remains in SPLOST 5 in
order to pay for a portion of the costs of this project.
FACTS AND ISSUES:
The scope of this project is noted in the October 2 letter from Paul Hoover, Vice President of
Precision Planning concerning the proposed preliminary design services for the Habersham
County Government Administration Building. Scope of services includes:
a.
As-built verification and building evaluation including engineering consulting
services which will review the building conditions including visual observations
of the buildings structural, mechanical, electrical and plumbing systems.
b. Program updates: PPI will conduct a cursory review of the programs prepared in
2005 and will make updates to the staffing and space requirements for up to 10
county departments in two visits. Based on the current information provided by
the clients, Precision Planning will prepare an updated programming spreadsheet
detailing the anticipated space requirements.
c.
Development options: Precision Planning in conjunction with client will identify
two project options including renovation/expansion of the existing facility and
development of a replacement building on the same site. Precision Planning will
develop preliminary opinion of probable construction costs for each option and
present the options and cost estimates in a meeting with the Board of
Commissioners.
d. Precision Master Planning: Precision Planning Incorporated will prepare a
preliminary site master plan and concept bubble diagram for the client’s
selection option deemed to be in the best interest of the county.
e.
Final Report: PPI will compile and prepare documents into a report for
submission to the client in hard copy and electronic media including: building
evaluation reports, programming documents, project options opinions of
probable cost, and master plan graphics. The not to exceed fee proposal is
attached, the work is to be completed for no more than $17,110.
OPTIONS:
1) To approve Precision Planning’s price proposal and scope of service for this project in
the amount of $17,110. 2) Deny the proposed program. 3) Other solutions defined by Board of
Commissioners.
RECOMMENDED SAMPLE MOTION: Move to approve the Precision Planning proposal for
preliminary design services for the Habersham County Administration building.
DEPARTMENT: Prepared by: Director ______________________________ ADMINISTRATIVE COMMENTS:_____________________________________________________________________________ _________________________________________________________________________________________ _________________________________________________________________________________________ _______________________________ DATE:_____________________ County Manager
October 2, 2014 VIA EMAIL Mr. Phil Sutton, County Manager Habersham County 555 Monroe Street, Unit 20 Clarkesville, GA 30523 psutton@habershamga.com Re: Proposal for Preliminary Design Services Habersham County Government Administration Building Dear Mr. Sutton: Precision Planning, Inc. and our design team (PPI) is pleased to offer Habersham County Government (Client) the attached preliminary design services proposal related to the Government Administration Building. The following services will be performed in accordance with our Habersham County Demand Services arrangement.
Project Understanding
We understand that the Client wishes to evaluate the condition of the existing building in terms of feasibility and cost‐ effectiveness for renovations versus demolition and replacement. The requested services will include a verification of existing plans and the general condition of the existing building, cursory verification of department space needs, identification of project options, preliminary pricing of the options, and preparation of master plan drawings for the recommended option.
Project Scope of Services
I. As‐Built Verification/Building Evaluation
A. PPI and its engineering consultants will tour and review the condition of the building, including a visual observation of building structural, mechanical, electrical and plumbing systems.
B. PPI will conduct a general evaluation of the facility’s compliance with current building codes and the Americans with Disabilities Act (ADA).
C. PPI and its engineering consultants will issue a report of findings and recommendations for use in determining the feasibility of renovations or expansions to the building.
II. Programming Update
A. PPI will conduct a cursory review of the Program Document prepared in 2005 and will make updates to staffing and space requirements for up to ten (10) County departments in two (2) visits, based upon current information to be provided by the Client. (Note: Detailed interviews with department representatives are not included in this scope) B. PPI will prepare an updated programming spreadsheet, tabulating anticipated space requirements. C. PPI will submit the updated Program Document to the Client for distribution to department representatives for their review and comment. One round of revisions is included in this scope. III. Development Options A. PPI, in conjunction with the Client, will identify two (2) project options, including renovation/expansion of the existing facility and development of a replacement building on the same site. B. PPI will develop a preliminary Opinion of Probable Construction Cost for each proposed option. C. PPI will present the options and costs in one (1) formal meeting with the Board of Commissioners.
Mr. Phil Sutton, County Manager Habersham County October 2, 2015 Page 2 IV. Master Planning A. PPI will prepare a preliminary Site Master Plan and Concept Bubble Diagram of the Client selection option deemed to be in the best interest of the County. V. Final Report
A. PPI will compile prepared documents into a Final Report for submittal to the Client in hard copy and electronic media, to include the following: a. Building Evaluation Reports b. Programming Document c. Project Options and Opinions of Probable Cost d. Master Plan Graphics Additional Services PPI is able to provide the following services upon request by the Client, and will invoice hourly according to the attached Schedule of Hourly Rates: 1. Additional meetings, site visits or revisions not included in the Project Scope of Services 2. Detailed schematic plans and elevations 3. Professional renderings 4. Detailed design, construction documents and specifications 5. Permitting, Bidding and Construction Administration services
6. Land surveying, civil engineering, landscape architecture, interior design, structural engineering, mechanical/plumbing/fire protection engineering, and electrical engineering 7. LEED project administration Exclusions: PPI does not provide testing services, including, but not limited to geotechnical reports or exploration, tests for hazardous materials, or any other environmental tests relating to existing conditions. Compensation The project will be invoiced monthly according to actual man‐hours spent, plus reimbursable expenses (mileage, printing, courier and postage charges). Attached is our estimated Not‐To‐Exceed fee proposal, based on the proposed scope of work. Thank you for the opportunity to propose these professional services and to serve Habersham County. Sincerely, Paul D. Hoover, AIA Vice President, LEED® AP pdh g:\document\15\15‐015\1502\habersham co\05 county admin building\county admin building pre‐design proposal 100115.doc Attachment: Schedule of Hourly Rates Standard General Conditions Authorization given this day of , 2015 By: Title:
Mr. Phil Sutton, County Manager Habersham County October 2, 2015 Page 3 HABERSHAM COUNTY ADMINISTRATION BUILDING –PRELIMINARY DESIGN SERVICES Schedule of Standard Hourly Rates
Billing Category Hourly Rate 2015 Estimated Hours Total
Principal in Charge $150.00 16 $2,400.00 Project Manager (multi‐disciplinary project) $130.00 40 $5,200.00 Project Architect $130.00 0 $0.00 Job Captain $80.00 0 $0.00 Intern Architect $70.00 16 $1,120.00 Administrative $90.00 0 $0.00 Cost Estimating $110.00 8 $880.00 Interior Designer $80.00 0 $0.00 Civil Engineer $130.00 0 $0.00 Landscape Architect $130.00 0 $0.00 Structural Engineer $130.00 16 $2,080.00 Mechanical/Plumbing Engineer $125.00 20 $2,500.00 Electrical Engineer $135.00 18 $2,430.00 Survey Manager $100.00 0 $0.00 Survey Technician $90.00 0 $0.00 2‐Man Survey Crew $120.00 0 $0.00 3‐Man Survey Crew $160.00 0 $0.00 SUB‐TOTAL $16,610.00 Reimbursable Expenses: Printing, mileage, photographs, and other consumable documents $500.00 TOTAL PROPOSED FEE, NOT TO EXCEED: $17,110.00
Mr. Phil Sutton, County Manager Habersham County October 2, 2015 Page 4 STANDARD GENERAL CONDITIONS
A. All original preliminary and final design documents, including worksheets, notes and calculations, being instruments of services, shall remain the sole property of Precision Planning, Inc. Owner/Client to be provided reproducibles if requested. B. There shall be no assignments of any portion of the work as described within the above proposal or during any phase of the work without the written consent by Precision Planning, Inc. There shall be no disclosures of the scope of services and/or fees, as outlined within this proposal, to any third parties without the written consent of Precision Planning, Inc. There shall not be any re‐use or reproduction of this proposal or design documents without the written consent of Precision Planning, Inc.
C. Our professional services shall be performed, our findings obtained, and our recommendations prepared in accordance with generally accepted planning, engineering, land surveying, architectural and landscape architectural practices. This warranty is in lieu of all other warranties either implied or expressed. Precision Planning, Inc. assumes no responsibility for interpretation made by others based upon the work or recommendations made by Precision Planning, Inc.
D. It is agreed that the Owner/Client will limit any and all liability for any damage on account of any error, omission or other professional negligence to a sum not to exceed $50,000.00 or the amount of the fee, whichever is greater. If Owner/Client prefers to have higher limits of professional liability, the limits can be increased to a maximum of one million ($1,000,000.00) dollars upon Owner/Client's written request at the time of acceptance of this proposal provided that the Owner/Client agrees to pay an additional consideration of ten percent (10%) of the total fee or $1,000.00, whichever is greater. The additional charge for the higher liability limits is because of the greater risk assumed and is not a charge for additional professional liability insurance. E. The Owner/Client agrees to defend, indemnify and hold Precision Planning, Inc. harmless from any claim, liability or defense cost in excess of the limits determined above for injury or loss sustained by any party from exposure allegedly caused by Precision Planning, Inc.'s performance of services hereunder, except for injury or loss caused by the sole negligence or willful misconduct of Precision Planning, Inc. F. In the event the Owner/Client makes a claim against Precision Planning, Inc. at law or otherwise, for an alleged error, omission or other act arising out of the performance of our professional services, and the Owner/Client fails to prove such claim, then the Owner/Client shall bear all cost incurred by Precision Planning, Inc. in defending itself against such claim(s). The reciprocal of this clause (i.e., a claim made by Precision Planning, Inc. against the Owner/Client where failure of proof of claim is established, financial responsibility for Owner/Client's defense shall rest upon Precision Planning, Inc.) is hereby made a part of this agreement. G. It is understood and agreed that Precision Planning, Inc. shall not be held responsible for any inaccuracies in any materials, data or records of any other person, firm or agency which are provided to it and/or may be utilized by it in the performance of specific services.
H. Reimbursable expenses including mileage, photographic enlargements, reductions and reproduction, blueprinting, and courier services shall be billed at a rate of actual cost times 1.1. When overnight stay is required, it shall be billed as actual subsistence cost times 1.1.
Mr. Phil Sutton, County Manager Habersham County
October 2, 2015 Page 5
NOTE: No back‐up data or copies of bills will be provided for reimbursable expenses invoiced under this agreement. Should back‐up data be requested, it will be provided for an administrative fee of $100.00 per monthly invoice requiring verification, plus $1.00 per copy of back‐up data provided. I. In the event additional services beyond the scope of work listed above are required by Owner/Client, we shall perform these services for an amount equal to normal hourly charges on work actually performed upon receipt of an approved Change Order signed by both parties. We shall submit monthly invoices for services outlined in this agreement. Payment is due upon receipt of invoice. Finance charges of one and one‐half percent (1.5%) will be added to any unpaid balance at the end of thirty (30) days (APR 18%).
J. This agreement may be terminated by either party by ten (10) days written notice. Outstanding fees for any services performed prior to termination shall be due and payable upon termination. In the event government regulations are amended or changed in any way, or if the services outlined in this proposal have not been authorized within thirty (30) days of the date of this proposal, fees quoted are subject to renegotiation.
