Extracted text (via ocr_local)
35889 characters
Ld
1.2
Contract No. EM21-MP01
CITY OF EL MIRAGE
PROFESSIONAL SERVICES CONTRACT
THIS PROFESSIONAL SERVICES CONTRACT is made and entered into this 17th day of August
2021, by and between the City of El Mirage, an Arizona municipal corporation (“City”), and J2
Engineering and Environmental Design, LLC, an Arizona corporation (“Consultant”).
RECITALS
A. The City of El Mirage is authorized and empowered by provisions of the City Code to execute
contracts for professional services by and through its City Manager;
B. The City desires to contract for Consultant to provide professional engineering services for a
Master Plan for the City Courthouse (“Services”) as described in the attached scope of work
(Exhibit “A”) in accordance with the terms of this Contract;
C. Consultant is duly qualified to perform the requested Services.
AGREEMENT
NOW, THEREFORE, in consideration of the mutual promises and obligations set for herein, the parties
hereto agree as follows:
DESCRIPTION, ACCEPTANCE, DOCUMENTATION
Consultant shall act under the authority and approval of the Contract Administrator for the City to
provide the Services required by this Contract. The Contract Administrator for the City shall be
Jorge Gastelum, Community Development Director/City Engineer, or designee. The Contract
Administrator shall oversee the execution of this Contract, assist the Consultant in accessing the
organization, audit billings, and approve payments. The Consultant shall channel reports and
special requests through the Contract Administrator. City reserves the right to change the Contract
Administrator for the City without prior approval of the Consultant.
SERVICE DESCRIPTION
Consultant shall provide the Services described in Exhibit “A.” All work will be reviewed,
evaluated, approved, and monitored by the Contract Administrator to determine acceptable
completion. Review and approval by the Contract Administrator shall not relieve Consultant of any
liability for improper, negligent or inadequate services rendered pursuant to this Contract.
Consultant shall provide all work necessary to assure the Services are completed in a timely and
efficient manner consistent with service requirements, including, but not limited to, working in
close interaction with, and interfacing with, City and its designated employees, and working closely
with others, including other consultants or contractors retained by City.
Page | of 10
13
21
2.2
Contract No. EM21-MP01
DOCUMENTATION AND DATA
All documents, including but not limited to, data compilations, studies, and reports which are
prepared in the performance of this Contract are to be, and remain the property of, the City and are
to be delivered to the Contract Administrator before final payment is made to the Consultant.
FEE SCHEDULE, RECORDS, AUDIT RIGHTS
The fee Consultant shall be paid for all Services provided pursuant to the terms of this Contract,
inclusive of all expenses under this Contract, shall not exceed Ten Thousand One Hundred Eighty
Five Dollars and Seventy Eight Cents ($10,185.78).
The Contract Administrator reserves the exclusive right to determine the amount of work performed
and payment due the Consultant on a monthly basis. Consultant shall maintain all books, paper
documents, accounting records and other evidence pertaining to such monthly billings and shall
make such materials available at all reasonable times to the Contract Administrator. Monthly
billings shall be accompanied by such documentation as the Contract Administrator may require to
make a determination of work performed and payment due.
Consultant’s records (hard copy, as well as computer readable data) and any other supporting
evidence deemed necessary by the City to substantiate charges and claims related to this Contract
shall be open to inspection and subject to audit and/or reproduction by City’s authorized
representative to the extent necessary to adequately permit evaluation and verification of cost of
the work, and any invoices, change orders, payments or claims submitted by the Consultant or any
of its payees pursuant to the execution of the Contract. The City’s authorized representative shall
be afforded access, at reasonable times and places, to all of the Consultant’s records and personnel
pursuant to the provisions of this article throughout the term of this contract and for a period of
three years after last or final payment.
Consultant shall require all subconsultants, insurance agents, and material suppliers (payees) to
comply with the provisions of this article by insertion of the requirements hereof in a written
contract agreement between Consultant and payee. Such requirements will also apply to any and
all subconsultants.
If any audit in accordance with this article discloses overcharges of any nature by the Consultant
to the City in excess of one percent (1%) of the total contract billings, the actual cost of the City’s
audit shall be reimbursed to the City by the Consultant. Any adjustments and/or payments which
must be made as a result of any such audit or inspection of the Consultant’s invoices and/or records
shall be made within a reasonable amount of time (not to exceed 90 days) from presentation of
City’s findings to Consultant.
ADDITIONAL SERVICES; PRICE ADJUSTMENT
The total Scope of Work to be performed by Consultant in accordance with this Contract is set forth
herein and in Exhibit “A.” Services not included in this Contract, including Exhibit “A,” will be
considered Additional Services. Consultant shall not perform any Additional Services without
written authorization from the City. It shall be presumed that all Services performed/provided by
Consultant were included in the Contract and contemplated by Consultant as being part of the
original Scope of Work and the fees set forth herein, unless such Services have been separately
approved by the City, in writing, as Additional Services. Consultant shall not be paid for any
Additional Services that are not authorized by the City in writing.
Page 2 of 10
2.3
31
3.2
Contract No. EM21-MP01
OWNERSHIP
Upon receipt of payment for Services, Consultant grants to City, and shall cause its subconsultants
to grant to City, the exclusive ownership of any and all copyrights, if any, to evaluations, reports,
drawings, specifications, project manuals, surveys, estimates, reviews, minutes, and other
intellectual work product as may be applicable ("Work Product"). This grant is effective whether
the Work Product is on paper (e.g., a "hard copy"), in electronic format, or in some other form.
Consultant warrants, and agrees to indemnify, hold harmless and defend City for, from and against
any claim that any Work Product infringes on third-party proprietary interests. City may reuse the
Work Product at its sole discretion. In the event the Work Product is used for another project
without further consultations with Consultant, the City agrees to indemnify and hold Consultant
harmless from any claim arising out of the Work Product. In such case, City will also remove any
title block from the Work Product.
TERM AND EXTENSION
This Contract shall be in full force and effect only when approved and signed by City’s City
Manager as attested by the City Clerk. This Contract begins on the Effective Date. All work shall
be completed by December 31, 2021.
In the event the work cannot be completed within the time specified, the Contract Administrator
may approve a change order extending the time for completion of the work when Contract
Administrator determines it is in the best interest of the City for such period as the Contract
Administrator deems reasonable. A modification for a time extension for completion of the work
pursuant to this subparagraph shall not entitle Consultant to additional compensation.
TERMINATION
3.2.1 Termination for Cause
The City has the right to terminate this Contract for cause in the event Consultant materially
breaches any provision of this Contract or portion of the Services and fails to remedy the
breach within five (5) business days of notification of the breach, if the breach is remedial.
If Consultant fails to remedy the breach or if the breach is not remedial, City may terminate
this Contract for cause immediately upon written notice to Consultant. In the event the City
terminates this Contract or any part of the Services as herein provided pursuant to this
Section 3.2.1, the City shall notify the Consultant in writing, and immediately upon receipt
of such notice, the Consultant shall discontinue all work under this Contract.
Upon termination for cause, Consultant shall immediately deliver to the City all drawings,
research, data, studies, reports, estimates and any and all other documents or work product
generated by the Consultant under the Contract, together with all unused material supplied
by the City. Consultant shall be responsible only for such portion of the work which has
been completed and accepted by the City. Use of incomplete data by the City shall be the
City’s sole responsibility.
In the event of termination for cause, Consultant shall only be compensated a portion of
the agreed upon fee for such portion of the work that City agrees, in its sole discretion to
accept. City shall have no obligation to accept any portion of Consultant’s work if the
contract is terminated for cause, and shall have no obligation to pay Consultant for any
portion of the work, if any, not accepted by City.
Page 3 of 10
3.3
Contract No. EM21-MP01
If the Consultant materially fails to fulfill in a timely and proper manner its obligations
under this Contract, of if the Consultant violates any of the covenants, agreements, or
stipulations of this Contract, the City may withhold from payment due to the Consultant
such amounts as are necessary to protect the City’s position for the purpose of set-off until
such time as the exact amount of damages can be determined.
3.2.2. Termination for Convenience
The City has the right to terminate this Contract for convenience or to abandon any portion
of the work for which Services have not been performed by the Consultant. In the event
the City terminates this Contract or any part of the Services as herein provided pursuant to
this Section 3.2.2, the City shall notify the Consultant in writing, and immediately upon
receipt of such notice, the Consultant shall discontinue all work under this Contract.
Upon such termination for convenience or abandonment, the Consultant shall immediately
deliver to the City all drawings, research, data, studies, reports, estimates and any and all
other documents or work product generated by the Consultant under the Contract, together
with all unused material supplied by the City. Consultant shall be responsible only for such
portion of the work which has been completed and accepted by the City. Use of incomplete
data by the City shall be the City’s sole responsibility.
The Consultant shall receive as compensation in full for Services performed to the date of
such termination or abandonment, a fee for the percentage of Services actually completed
and accepted by the City. This fee shall be in an amount to be mutually agreed upon by the
Consultant and the City, based upon the scope of work set forth in Exhibit “A’ and the
payment schedule set forth in Article 2, hereof. If mutual agreement cannot be reached
after reasonable negotiation, the Contract Administrator shall determine the percentage of
satisfactory completion of each task set forth in the scope of work contained in Exhibit “A”
and the amount of compensation Consultant is entitled to for such work and the Contract
Administrator’s determination in this regard shall be final. The City shall make such final
payment within sixty (60) days after the Consultant has delivered the last of the partially
completed items.
FUNDS APPROPRIATION
If the City Council does not appropriate funds to continue this Contract and pay for charges
hereunder, the City may terminate this Contract at the end of the current fiscal period. The City
agrees to give written notice, pursuant to Section 3.2, Termination, of this Contract to the
Consultant at least thirty (30) days prior to the end of its current fiscal period and will pay to the
Consultant all approved charges incurred through the end of such period.
The City's fiscal year begins July Ist and ends June 30th each calendar year. The City may make
payment for Services rendered or costs encumbered only during a fiscal year and for a period of
sixty (60) days immediately following the close of the fiscal year, under the provisions of Arizona
Revised Statutes § 42-17108. Therefore, Consultant must submit billings for Services performed
or costs incurred prior to the close of a fiscal year within forty-five (45) days to allow payment
within this period.
Page 4 of 10
4.1
4.2
43
4.4
4.5
4.6
4.7
4.8
Contract No. EM21-MP01
ENTIRE AGREEMENT
This Contract constitutes the entire understanding of the parties and supersedes all previous
representations, written or oral, with respect to the Services specified herein. This Contract may
not be modified or amended except by a written document, signed by authorized representatives of
each party.
ARIZONA LAW
This Contract shall be governed and interpreted according to the laws of the State of Arizona. Any
action brought to interpret or enforce any provision of this Contract that cannot be administratively
resolved, or otherwise related to or arising from this Contract, shall be commenced and maintained
in the state or federal courts of the State of Arizona, Maricopa County, and each of the parties, to
the extent permitted by law, consents to jurisdiction and venue in such courts for such purposes.
COMPLIANCE WITH LAWS
Consultant shall comply with all existing and subsequently enacted federal, state and local laws,
ordinances, codes, and regulations that are, or become applicable to this Contract. If a subsequently
enacted law imposes substantial additional costs on Consultant, a request for an amendment may
be submitted pursuant to this Contract.
MODIFICATIONS
Any amendment, modification or variation from the terms of this Contract shall be in writing and
shall be effective only after approval of all parties signing the original Contract.
ASSIGNMENT
Services covered under this Contract shall not be assigned or sublet in whole or in part
without the prior written consent of the Finance Director and Contract Administrator.
SUCCESSORS AND ASSIGNS
This Contract shall extend to and be binding upon Consultant, its successors and assigns, including
any individual, company, partnership or other entity with or into which Consultant shall merge,
consolidate or be liquidated, or any person, corporation, partnership or other entity to which
Consultant shall sell its assets.
ATTORNEY’S FEES
In the event either party brings any action for any relief, declaratory or otherwise, arising out of
this Contract, or on account of any breach or default hereof, the prevailing party may be entitled to
receive from the other party reasonable attorneys’ fees and reasonable costs and expenses
determined by the court sitting without a jury or arbitration board, which shall be deemed to have
accrued on the commencement of such action and shall be enforceable whether or not such action
is prosecuted to judgment or by arbitration award.
INDEPENDENT CONTRACTOR
The Services Consultant provides under the terms of this Contract to the City are that of an
Page 5 of 10
49
4.10
4.11
Contract No. EM21-MP01
Independent Contractor, not an employee or agent of the City. The City will report the value paid
for these Services each year to the Internal Revenue Service (I.R.S.) using Form 1099.
City shall not withhold income tax as a deduction from contractual payments. As a result of this,
Consultant may be subject to I.R.S. provisions for payment of estimated income tax. Consultant is
responsible for consulting the local I.R.S. office for current information on estimated tax
requirements. Consultant will not be entitled to any benefits provided by City to its employees,
including, but not limited to, health benefits, workers’ compensation, unemployment coverage,
deferred compensation, and all other typical employee benefits.
CONFLICT OF INTEREST
The City may cancel any contract or agreement, without penalty or obligation, if any person
significantly involved in initiating, negotiating, securing, drafting or creating the contract on behalf
of the City’s departments or agencies is, at any time while the contract or any extension of the
contract is in effect, an employee of any other party to the contract in any capacity or a consultant
to any other party to the Contract with respect to the subject matter of the Contract. The cancellation
will be effective when written notice from the City is received by all other parties to the Contract,
unless the notice specifies a later time (A.R.S. §38-511).
NOTICES
All notices or demands required to be given pursuant to the terms of this Contract shall be given
to the other party in writing, delivered by hand or registered or certified mail, at the addresses set
forth below, or to such other address as the parties may substitute by written notice given in the
manner prescribed in this paragraph.
In the case of Consultant: J2 Engineering and Environmental Design, LLC
Attn: Jeff Velasquez, PLA, ASLA
4649 East Cotton Gin Loop, Suite B2
Phoenix, AZ 85040
In the case of City City of El Mirage
Attn: City Manager
10000 N. El Mirage Road
El Mirage, Arizona 85335
With a copy to: City of El Mirage
Attn: City Attorney
10000 N. El Mirage Road
El Mirage, Arizona 85335
Notices shall be deemed received on date delivered, if delivered by hand, and on the delivery date
indicated on receipt if delivered by certified or registered mail.
FORCE MAJEURE
Neither party shall be responsible for delays or failures in performance resulting from acts beyond
their control. Such acts shall include, but not be limited to, acts of God, riots, acts of war, epidemics,
governmental regulations imposed after the fact, fire, communication line failures, power failures,
or earthquakes.
Page 6 of 10
4.12
4.13
4.14
4.15
4.16
4.17
Contract No. EM21-MP01
TAXES
Consultant shall be solely responsible for any and all tax obligations which may result out of the
Consultant’s performance of this Contract. The City shall have no obligation to pay any amounts
for taxes of any type incurred by the Consultant.
ADVERTISING AND PROMOTION
Consultant shall not publish, release, disclose or announce to any member of the public, press,
official body, or any other third party: (1) any information concerning this Contract, the Services,
or any part thereof; or (2) any documentation or the contents thereof, without the prior written
consent of the City, except as required by law or judicial or regulatory process. The name of any
site on which Services are performed shall not be used in any advertising or other promotional
context by Consultant without the prior written consent of the City.
COUNTERPARTS
This Contract may be executed in one or more counterparts, and each originally executed duplicate
counterpart of this Contract shall be deemed to possess the full force and effect of the original.
CAPTIONS
The captions used in this Contract are solely for the convenience of the parties, do not constitute a
part of this Contract and are not to be used to construe or interpret this Contract.
SUBCONSULTANTS
During the performance of the Contract, the Consultant may engage such additional subconsultants
as may be required for the timely completion of this Contract. The addition of any subconsultants
shall be subject to the prior approval of the City.
In the event of subcontracting, the sole responsibility for fulfillment of all terms and conditions of
this Contract rests with the Consultant.
INDEMNIFICATION
The Consultant agrees, to the fullest extent permitted by law, to indemnify and hold harmless the
City, its officers, directors and employees (collectively, City) against all damages, liabilities or
costs, including reasonable attorneys’ fees and defense costs, to the extent caused by the
Consultant’s negligent performance of professional services under this Contract and that of its
subcontractors or anyone for whom the Consultant is legally liable.
The City agrees, to the fullest extent permitted by law, to indemnify and hold harmless the
Consultant, its officers, directors, employees and subcontractors (collectively, Consultant) against
all damages, liabilities or costs, including reasonable attorney’s fees and defense costs, to the extent
caused by the City’s negligent acts in connection with the Services and the acts of its contractors,
subcontractors or consultants or anyone for whom the City is legally liable.
Neither the City nor the Consultant shall be obligated to indemnify the other party in any manner
Page 7 of 10
4.18
419
4.20
Contract No. EM21-MP01
whatsoever for the other party’s own negligence or for the negligence of others.
INSURANCE
The Consultant shall secure and maintain at all times that this Contract is in effect, insurance
coverage which shall include statutory workers’ compensation, comprehensive general and
automobile liability, owner’s and Consultant’s protective liability insurance and errors and
omissions professional liability. The comprehensive general and automobile liability limits shall
be no less than one million dollars ($1,000,000) combined single limit. The owner’s and
Consultant’s protective liability limits shall be no less than one million dollars ($1,000,000) for
each occurrence and one million dollars ($1,000,000) policy aggregate naming the City as an
additional insured. The minimum amounts of coverage for Consultant’s professional liability shall
be one million dollars ($1,000,000). In other than errors and omissions professional liability, City’s
and Consultant’s protective liability and worker’s compensation, the City of El Mirage shall be
named as an additional insured.
All insurance coverage shall be written through a carrier licensed in Arizona, or an approved non-
admitted list of carriers published by the Arizona Department of Insurance, and possessing an A.M.
Best rating of at least A- or above with policies and forms satisfactory to the City.
The Consultant shall submit to the City a certificate of insurance evidencing the coverage and limits
stated in the foregoing paragraph within ten (10) days of award of this Contract. City shall not issue
a “Notice to Proceed” until after Consultant has submitted the certificate of insurance to City.
Insurance evidenced by the certificate shall not expire or be canceled or materially changed without
thirty (30) days prior written notice to the City, and a statement to that effect must appear on the
face of the certificate and the certificate shall be signed by a person authorized to bind the insurer.
The insurance policies, except Workers’ Compensation required by this Contract, shall name the
City, its agents, representatives, officers, directors, officials and employees as Additional Insureds.
FEDERAL AND STATE EMPLOYMENT IMMIGRATION LAWS
To the extent applicable under A.R.S. § 41-4401, Consultant warrants its and its subconsultants’
compliance with all federal immigration laws and regulations that relate to their compliance with
the E-verify requirements under A.R.S. § 23-214(A). Consultant’s or its subconsultants’ breach of
the above-mentioned warranty shall be deemed a material breach of the Contract and may result in
the termination of the Contract by the City. The City retains the legal right to randomly inspect the
papers and records of Consultant and its subconsultants to ensure that the Consultant and its
subconsultants are complying with the above-mentioned warranty.
The Consultant warrants to keep the papers and records open for random inspection during normal
business hours by the City. The Consultant shall cooperate with the City’s random inspections
including granting the City entry rights to Consultant’s property to perform the random inspections
and waiving its right to keep such papers and records confidential. The failure of Consultant to
comply with this warranty regarding the keeping of papers and records and cooperating with City’s
random inspections shall constitute a material breach of the Contract and the City will have the
right to immediately terminate the Contract.
SEVERABILITY
If any term or provision of this Contract shall be found to be illegal or unenforceable, then
Page 8 of 10
Contract No. EM21-MP01
notwithstanding such illegality or unenforceability, this Contract shall remain in full force and
effect and such term or provision shall be deemed to be deleted.
CITY OF EL MIRAGE CONSULTANT:
By: lege reaeaoen
Print Name
By: J. Crystal Dyches
Its: City Manager
By:
Signature
ts Nice eésive dt
Title
ATTEST:
Sharon Antes, City Clerk
APPROVED AS TO FORM:
Justin Pierce, City Attorney
Page 9 of 10
EXHIBIT “A”
Page 10 of 10
1
A|
meet nd
environmental design
REV.1 - August 4, 2021
Bryce Christo,
Assistant City Engineer
El Mirage — Engineering Department
10000 N. El Mirage Road
El Mirage, Arizona 85335
Re: El Mirage Building Programming ~ Court Facility
Dear Mr. Christo,
J2 Engineering and Environmental Design, LLC (J2) is pleased to be selected to provide programming and master
planning for El Mirage city facilities per Objective 4.4 of the City’s Strategic Priorities which states that the City
shall commission a comprehensive 20-year master plan that outlines the City’s space and facility needs for
each municipal department, accounting for future operations. The project will include existing El Mirage
Courthouse. The scope of services and fees are based upon our understanding of the project from our site
meeting held on, Tuesday, June 30, as well as, ongoing email and telephone correspondence.
Our Not-To-Exceed fee for this project is as follows (see attached scope of services and fee sheets for
additional details):
Base Design
J2 Design $1,685.78
LR Group (Buil
Total Base Design Fee: $ 9785.78
ing Programming and Concepts 8,100.00
Meeting Allowances
J2 Design $0.00
DLR Group $400.00
Total Meeting Allowances: $400.00
Total Cost J2 Design, Subconsultant Design and Allowances: $10,185.78
4J2 Engineering and Environmental Design, LLC
4649 E. Cotton Gin Loop Suite B2
Phoenix, Arizona 85040
ph. 602.438.2221
Thank you again for selecting the J2 Team. We are excited to begin work on this important project and to
further our working relationship with the City of El Mirage. Please do not hesitate to call with any questions that
you may have.
Sincerely,
thky
Jeff Velasquez, PLA, ASLA
Vice President — Principal
J2 Engineering and Environmental Design, LLC
jvelasquez@j2design.us 602.438.2221 ext. 102
J2 Engineering and Environmental Design, LLC
4649 E. Cotton Gin Loop Suite B2
Phoenix, Arizona 85040
ph. 602.438.2221
J2 Scope of Services
Task 101 Project Definition and Site Plan Graphics
e J2will establish the design and review schedule, as well as the goals and objectives with the City of El
Mirage team.
¢ For all potential City Facility Improvements J2 will prepare a rendered site plan graphic for inclusion into
the final report.
Sub Consultants
J2 has requested scope and fee submittals from the following sub-consultants:
DLR Group, architecture firm to provide programming and concept diagrams for the following facilities; City
Court
All General Understanding / Assumptions and Exclusions remain the same per the scope and fee titled “Re: E/
Mirage Building Programming and Recreation Facility and Level of Service Assessment”
J2 Engineering and Environmental Design, Lc
4649 E, Cotton Gin Loop Suite B2
Phoenix, Arizona 85040
ph. 602.438.2221
DERIVATION OF COST PROPOSAL: DESIGN SERVICES
City of El Mirage
Bldg. Programming / Court Project Management
J2 Engineering and Environmental Design, LLC
Classification Estimated Weighted Rates Total
Hours
Project Landscape Architect 4 $126.53 $ 506.12
Designer - Senior 6 $119.73 $ 718.38
Designer 6 $76.88 $ 461.28
Total Hours 16 $ 1,685.78
J2 Total (Labor, Overhead, Profit): $ 1,685.78 |
Estimated Direct Expenses Total
Printing, Reproduction,
Reprographics, Supplies Etc. * Included in Overhead * | $ -
Subconsultants:
DLR Group $ 8,100.00
Subtotal Subconsultant Design Items: $ 8,100.00
Allowance Items
J2 Design Meetings $ -
DLR Group Meetings $ 400.00
Subtotal Allowance Items: $ 400.00
Total Estimated Subconsultant Design Services Costs: $ 8,100.00
Total Estimated Allowance Costs: $ 400.00
Total Estimated J2 Design Costs: $ 1,685.78
Total Cost J2 Design, Subconsultant Design, & Allowance: $ 10,185.78
J2 Engineering and Environmental Design LLC
Ti 8/4/2021
Jeff Velasquez, PLA
Principal
021
ation - Design 1
Date
Fee Schedule
8/4/2021
J2 Engineering and Environmental Design, LLC
Project
Task Designer ~
Task Landscape Designer Total Hours per Subtask
Number Senlor
Architect
Labor Classification Rate] $126.53 $119.73 $76.88
101 Project Definition and Site Plan Graphics
Development of Site Plan Graphics 4 6 6 16
Hours Summary per Labor Classification 4 6 6 16
Fee Summary per Labor Classification $506.12 $718.38 $461.28
Total Task Fee $1,685.78
Design Hours
REV1_Courts_J2_Fee_El Mirage_2021.08.04.xIs 2
“DLR Group
Architecture Engineering Planning Interiors
6225 North 24th Street, Suite 250
Phoenix, AZ 85016
August 04, 2021
Jeff Velasquez, PLA, ASLA
Vice President, Principal Landscape Architect
J2 Engineering & Environmental Design
4649 E. Cotton Gin Loop, Suite B2,
Phoenix, AZ 85040
Re: Scope of Work and Fee Proposal for El Mirage Programming and Concept Diagrams for Courts Facility’s.
Dear Jeff:
We want to thank you and the City of El Mirage for selecting DLR Group as the Architectural
firm to provide Future Space Programming, Master planning and Concept Design services.
This Master Plan will study needs out to the year 2042, with interim need to the year 2032.
DLR Group will review any previous studies, existing building plans, statistical data and other
information provided by the City relevant to the needs and future expansion/ relocation of the
City Courts facilities.
1. Tour of the existing facilities with Stakeholders and City staff, walking thru the high-
level deficiencies and future needs. :
2. DLR will conduct an executive team level discussion of overall needs of the City.
3. Existing buildings at Gentry Park may be raised and converted to park spaces or
reused as decided by the City.
4. DLR Group will conduct individual programming workshop interview sessions with
Key stakeholders within the facility, to understand the space needs of the various
user groups. Interviews will be with Court Administration Staff
5. The Architectural Study will explore options to Develop a new Courts facility on a new
site. (possibly near the city hall / police facility)
Scope of Work
Space Programming: Based on the recommendations of the City Courts needs projections. DLR
Group will provide architectural space programming identifying the quantity, size and general
layout of the spaces needed (utilizing typical local or State Space Standards). The programming
process will be conducted as a workshop with key stakeholders and support staff as needed.
Prior to the workshops DLR group will send out an outline of information needed prior to the
interview meetings. The programming deliverables will be a complete space program document
indicating types and sizes of spaces needed with general narrative descriptions of the
operational requirements. Included will be general relationship diagram indicating the ideal
operations adjacency. Also included will be space standards used that meets industry best
practices. A draft program will be presented and reviewed with updates as required to deliver a
final space program for approval.
Phoenix ana locations worldwide
August 04, 2021
Page 2
Planning Models and 3D Rendering: For the development of the conceptual plans DLR Group will
prepare a 3D massing models to depict the general design intent. Once the final conceptual plan
is decided these graphic materials can be updated to reflect the design and used by the City for
presentation materials.
Conceptual Block Design: Based on the approved space program and design work sessions, DLR
Group will develop a conceptual block diagram design through a workshop design process to
determine the most appropriate design to meet the needs of El Mirage. This concept design will
take into consideration all aspects of the proposed facilities for site, utilities, operations, and
security and depict the ideal adjacencies of spaces. Due to the incorporation of the existing
buildings to be utilized as practicable, options may be presented during the workshops with order
of magnitude cost implications. Owner decisions will need to be made during this process to
deliver one ideal concept plan with one optional plan. Concepts will explore buildings being
removed, replaced or additions and remodels to existing. Within this concept plan parking will be
addressed as to any onsite and offsite requirements.
Conceptual Estimating: DLR Group will utilize the space program data and master plan concept
design to prepare a conceptual level project development estimate for the buildings developed.
The estimate will indicate hard and soft construction costs, fees for development and
contingency amounts. Based on the findings and reports, DLR Group will provide
Recommendations for implementation within the report.
Fee Proposal for Court Building (Only): Based on the Scope of Work described above DLR
Group's fee for these services are as follows:
Study of Existing Documents $ 200.00
Programming work Sessions and Program Document $ 2,500.00
Concept Block Diagram Floor and Site Plans $ 2,600.00
Cost Estimates and recommendations $ 1,000.00
3D Renderings $ 1,500.00
Presentations and review meetings (Allowance) $ 400.00
Total Fee $ 8,200.00
Reimbursable Expenses: Expenses associated with each of these services for travel, mileage
and printing will be billed as a reimbursable expense at actual cost plus 15%. The following
indicates an estimated allowance amount.
Total Estimated Expenses $ 300.00
Schedule: The following is the proposed schedule for providing these services and deliverables.
Review times allotted for the owner to review and provide comments is approximately two weeks.
Data Collection, Tour & Workshop 1 Weeks
Space Programming Interviews and Draft Report 4 Weeks
Conceptual Block Design Drawings / Plans 4 Weeks
Cost estimates and recommendations 2 Weeks
3D Renderings 3 Weeks
Review, Presentation and Final Deliverables 2 Weeks
Total (excluding extended review time) 16 to 18 Weeks
August 04, 2021
Page 3
Documents to be provided by City of El Mirage to DLR Group:
All assessments and reports related to these buildings from the last 10 years.
Building floor plans, in auto CAD if available.
Current floor plans, in auto CAD if available.
Site plan, in auto CAD if available.
City Space Standards if available.
City Building Standards if available.
City Building inventory list with Gross Square Footages and any breakdown.
City population statistics, as used by the City for planning purposes.
Any parking analysis data.
All departmental Staffing rosters.
Organizational chart for the departments and occupants of the facilities.
| look forward to discussing this proposal in detail and answering any questions. Thank you
for this opportunity to be of service and we look forward to working together with the City of El
Mirage.
Sincerely,
DLR Group
ate
Larry J. Smith, AIA
Principal, Project Manager, Architect
Encl:
cc: